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INTERNSHIP REPORT
ON
SUI SOUTHERN GAS COMPANY
(ADMINISTRATIVE SERVICES DEPARTMENT)
BY
MARRIUM ISHAQ
(MBA)
PRESTON UNIVERSITYGULSHAN CAMPUS
Date of Submission: 4thMarch 2016

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ACKNOWLEDGMENT
I am grateful to “Almighty ALLAH” who gave me all the strength, courage
preservation and patience to finish my Six weeks of Internship Program at
SSGC and in achieving my task fruitfully. In this highly complex society no
work can be accomplished by a single individual but needs inspiration and
sincere guidance of intellectuals. With an overwhelming sense of obligations, I
avail this opportunity to express my deep sense of gratitude to Col (R) Shoaib
AGM (AS) who gave me the opportunity to work with Admin Department.
It is my privilegeto expressmy profound thanksand gratitude to Syed Nayyar
Pasha Chief Engineer (Services Department) SSGC for his kind encouragement
and support at every step during the course of my training.
Finally, I thank all those who helped me directly and indirectly during my
Internship at SSGC.

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TABLE OF CONTENTS
Sr. No Particulars Page No’s
1. Acknowledgment 03
2. Internship Objective 05
3. Company Introduction
i. Company History
ii. Company Vision
iii. Company Mission
iv. Company Objective
05----07
4. Administrative Services Department
 General Functions of Admin Department
08
5. Administrative Services Department of SSGC
 Levels of Management
09----11
6. TPT Section 12----14
7. LCD Section 15----19
8. PEP Section 20----25
9. FAC Section 26----27
10. MIS Section 28----29
11. Conclusions 30
12. Recommendations 31
13. Glossary 32

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INTERNSHIP OBJECTIVE:
I, MarriumIshaq student of MBA in Preston University Gulshan campus,
Karachi, got an opportunity to carry out my internship project in Sui Southern
Gas Company, Head Office Karachi.
During my internship tenure at SSGC, I strived to investigate and study the
Administrative Services Department system thoroughly. The objective of my
internship is to gain a deeper understanding of concepts through hands on
application of the knowledgeI have learned in my academics and develop new
skills.
COMPANY INTRODUCTION
Sui Southern Gas Company (SSGC) is Pakistan’s leading integrated gas
Company. The company is engaged in the business of transmission and
distribution of natural gas besides construction of high pressure transmission
and low pressure distribution systems.
SSGCL transmission system extends from Sui in Baluchistan to Karachi in
Sindh comprising over 3,220 KM of high pressure pipeline ranging from 12 –
24″ in diameter. The distribution activities covering over 1200 towns in the
Sindh and Baluchistan are organized through its regional offices. An average
of about 388,828 million cubic feet (MMCFD) gas was sold in 2009-2010 to
over 2.5 million industrial, commercial and domestic consumers in these
regions through a distribution network of over 37,000 Km. The company also
owns and operates the only gas meter manufacturing plant in the country,
having an annual production capacity of over 750,000 meters.
The Company has an authorized capital of PRs. 10 billion of which PRs 6.7
billion is issued and fully paid up. The Government owns the majority of the
shares which is presently over 70%.

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The Company is managed by an autonomous Board of Directors for policy
guidelines and overall control. Presently, SSGC’s Board comprises of 14
members.
COMPANY HISTORY
The Company in itspresent shape wasformed on March 30, 1989 following a
series of mergers of three pioneering companies, namely Sui Gas
Transmission Company Limited, Karachi Gas Company Limited and Indus Gas
Company Limited. Sui Gas Transmission Company Limited was formed in
1954 with the primary responsibility of gas purification at the Sui field in
Balochistan and its transmission to the consumption centers at Karachi. Two
distribution companieswere established in 1955 and wereresponsiblefor the
distribution of gas to consumersin Karachi and in other towns along the route
of the transmission pipeline between Sui and Karachi. In 1985, these two
distribution companies were merged to form Southern Gas Company Limited
and later, in 1989, Southern Gas Company Limited and Sui Gas Transmission
Company Limited were merged to form the Sui Southern Gas Company
Limited. Today, half a century of professionalism and progress has made the
SSGC one of the largest integrated natural gas transmission and distribution
companies in Pakistan, serving the entire Southern region of the country,
comprising the provinces of Sindh and Baluchistan
Company’s Vision
"To be a model utility providing quality service by maintaining a high level of
ethical and professional standards and through optimum use of resources."
Company’s Mission
"To meet the energy requirements of customers through reliable,
environment-friendly and sustainable supply of natural gas, while conducting
business professionally, efficiently, ethically and with responsibility to all our
stakeholders, community, and the nation."

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Company’s Objective
The Company aims to supply natural gas wherever there is sufficient load to
justify the cost of infrastructure. In many places the gas network is being
expanded to meet economic and social requirements through active funding
support from the Federal and Provincial governments. In 2003, the Company
launched a comprehensivefive-year gas network development and expansion
plan to connect hundreds of small towns and villages in remote areas of Sindh
and Baluchistan, which currently are deprived of piped natural gas.
Every year, the Company adds nearly 66,000 new customers (industrial,
commercial & domestic) to its customer base and lays hundreds of kilometers
of transmission pipelines and distribution network and installs other facilities
such as metering/ billing stations in its system using its staff of technically
qualified and skilled personnel.
Main Functions of SSGC
The Company is organized into four functional divisions
 Transmission
 Distribution
 Meter Plant &
 Head Office
The Board of Directors has the overall responsibility for the management and
control over the Company. The management enjoys operational autonomy.
The major portion of the work force consists of technically qualified and
skilled personnel.

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ADMINISTRATIVE SERVICES DEPARTMENT
Definition
“An organizational unit that performs management activities benefiting the
entire organization includes top management personnel and organization
headquarters”.
Planning, directing, or coordinating one or more administrative services of an
organization, such as recordsand information management, mail distribution,
facilities planning and maintenance, custodial operations, and other office
support services
The Function of Administrative Services Department
 Plan, administer and control budgets for contracts, equipment and
supplies.
 Direct or coordinate the supportive services department of a business,
agency, or organization.
 Monitor the facility to ensure that it remains safe, secure, and well-
maintained.
 Prepare and review operational reports and schedules to ensure
accuracy and efficiency.
 Hire and terminate clerical and administrative personnel.
 Set goals and deadlines for the department.
 Oversee the maintenance and repair of machinery, equipment, and
electrical and mechanical systems.
 Oversee construction and renovation projects to improve efficiency and
to ensure that facilities meet environmental, health, and security
standards, and comply with government regulations.
 Acquire, distribute and store supplies.
 Conduct classes to teach procedures to staff.
 Participate in architectural and engineering planning and design,
including space and installation management.
 Analyze internal processes and recommend and implement procedural
or policy changes to improve operations, such as supply changes or the
disposal of records.
 Manage leasing of facility space.

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 Dispose of, or oversee the disposal of, surplus or unclaimed property
ADMINSTRATION SERVICES DEPARTMENT OF SSGC
Admin Services Department of SSGCL, a part of Management services, is
governed by Col. Shoaib Ahmed as AGM (AS). The department is comprised of
five major sections that are as follows:

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Now I would further discuss these sections in detail by mentioning their sub-
sections, their purpose and their functions.
ADMINISTRATION SERVICES DEPARTMENT (AS)
Transport Section (TPT)
Lease, Dispatch& Canteen (LCD)
Passage, Event & Protocol (PEP)
Facilitation (FAC)
Management Information
System (MIS)
LEVELS OF MANAGEMENT: (ADMINISTRATIVE SERVICES DEPARTMENT)
MD

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ADMINISTRATION SERVICES DEPARTMENT (AS)
Transport Section (TPT) headby:
Sir Iqbal (CM)
Lease, Dispatch& Canteen
(LCD) Head by:
Sir Nooruddin (Deputy GM)
GM
Passage, Event & Protocol (PEP)
Headby:
Sir Tanveer Soomro (CM)
Facilitation (FAC) Headby:
Sir Yaqub (CM)
Management Information
System (MIS) Head by:
Sir Qutubuddin (CM)

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TRANSPORT SECTION (TPT):
The TPT section of the admin department basically deals with two types of
vehicles; Pool Vehicles & Allocated vehicles. It also deals with their repair and
maintenance, depreciation and insurance of vehicles, fleet cards billing and
vehicles tracking system that actually facilitates SSGC employees as per
company policy.
Responsibilities of TPT section includes:
 Provide pick and drop facility to Ladies
 Provide fuel to pool vehicles (only)
 Fleet cards billing (Pool vehicles only)
 Tracking services monitoring
 Provide repair and maintenance services to both Pool and Allocated
vehicles
 Invoice recording and punching in ERP
 Deals with vehicles depreciation and Insurance matters. Transferring
Allocated vehicles to Pool after 5 years and Pool vehicles after 7 years
which then sold out by auction
 Billing
 Maintaining records of accidental/theft cars & their claiming through
Insurance companies
 Providing vehicles for Events & Protocol
 Capital Budget
 Revenue Budget
 Allocation of Vehicles to Company employees of Grade 7 & Above
 VDRR. Vehicle Daily Running Report + Overtime Record
Types of Vehicles:
 Pool
 Allocated
Fuel and Repair & maintenance expenses of pool vehicles are incurred by
Admin Departmentbut as for Allocated Vehicles only Repair and maintenance
expenses are incurred by Admin (fuel is not provided to Allocated Vehicles).

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Repair & Maintenance includes:
 Oil change (5000 km or Above 4 months mandatory)
 Tyre change (10000 km limit)
Vehicle Tracking System:
Total vehicles with Tracking system = 221
Tracking system fits on 1300 cc or above
Tracking Monitoring charges yearly
12000 + Tax per car
1 Tracker charges is 35000+Tax (1 time only)
Agreement/Tender Responsibility for Tracking Cars are of Procurement
Department
PSO Fleet cards billing (Pool Vehicles)
95 Pool Vehicles have allotted fleet cards with following limits:
1000 cc =300 litres limit
1300 cc = 500 liters limit
1800 cc = 1000 liters limit
Liason DepartmentIslamabad of SSGC has 3 vehicles of 1300 cc that have fleet
cards provided by Admin and also their Billing responsibility is incurred by
Admin.

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Transport Management System:
Work order creation
Work order Amendment (If Any)
Invoice Entry
Entry in register manually
Invoice for Log Book Entry
Invoice for Approval
Invoice for ERP
Invoice for Finance

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Lease, Canteen & Dispatch Section (LCD)
Lease Section:
Lease section in Admin Services Department deals with renting of the
premises used for SSGC. Basically the company is expanding its distribution
network and for this purpose SSGC requires building to establish the
premises. For that company acquires the building/space through a contract
with the owner of the building or space which is considered best for the
company location wise to expand its operations. The building/space is
acquired on rent for 3 years and after 3 years the contract is renewed. Lease
section deals in the following heads:
a. Hiring or Establishment of new Office Premises:
First of all the user department identify the need for the establishment of the
new premises then the user department/office sends a request to the
administration department after the approval of the MD after which a
committee is formed comprising of employees from three departments; User
Department Finance department and Admin services department.
The committee surveysthe area to confirm whether there is an actual need for
the new building or not. After this the survey report is formed in which the
details about the premises along with the feasibility analysis. Then admin
services department makes an agreement with the owner of the
building/space on behalf of SSGCL. This agreement is formed in to a contract
on the basis of mutual consent after the contract has been made between
SSGC and the owner of the building/space. The admin services department
sends the request for the approval of budget required for the premises to the
finance department for approval.
b. Renewal of Contract/ Tenancy Agreement:
After every 3 years the contract formed between the owner of the
building/space and the SSGC is renewed in which the consent of the owner
and the user department is received in a written form. After this negotiation
takes place and if the negotiation is not successfulthen relocation is done. And

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if the negotiation process got successful then the contract is renewed for the
next 3 years.
c. Relocation/Shifting of Office Premises:
In the relocation/shifting of office premises the user department/office sends
a letter for approval to Admin services department mentioning valid reasons
or causes that why it is necessary to acquire new premises or relocate the
premises. When admin services department founds it valid then they approve
their letter and all the process is repeats (Hiring of new office premises).

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Canteen Section:
The canteen area of the LCD section deals in providing or serving food for the
executives and employees and all those who work for SSGCL (Including
security guards and janitorial). The canteen service is provided in the Head
office, KT, Site and zones. There are two types of Canteen:
a. Executive Canteen:
In the executive canteen, fast food, Chinese or BBQ is served and he canteen
manager is not given any subsidiary, so the full price is charged.
b. General Canteen:
In the general canteen the food is served at the subsided rates and the menu
included Pakistani dishes like Biryani, Qorma, Nihari, Chicken Qofta etc. The
general canteen provides breakfast, Lunch and Tea (Three times a day) to the
employees. for executives like DGMs and above Dry Ration is provided.
The Canteen Process:
 The canteen process starts with the menu.
 The menu is decided first in the management committee meeting where
the GMsof differentdepartmentsdecidefood items to be included in the
food menu
 The menu is then transferred to the contractor (who is given the
Canteen contract by Final bidding process).
 The person who can provide food in the canteen at the lowest rate
possible, high quality standards and quantity will receives the tender to
manage and run the canteen. Here the experience is also counted before
given the tender to the person who can manage the canteen.
 The canteen manager hires people to purchase food items, store them,
cook and serve food. The coupons are given to the canteen manager by
the administration department which is counted as the number and
types of food items sold
 Then closing of canteen occur on a daily basis
 The canteen send bills to the administration department after every
fifteen days
 Then an Oracle is created and approved by the concern authorities
include GM

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 The Oracle is then send to the finance department for the payment of
the canteen manager
DISPATCH SECTION:
The dispatch area of the LCD section deals with the sending (or delivery) and
receiving of letters or luggage (including parts mostly) through sorting.
Sorting is the process where the letters or luggage is divided among
departments and employees or executives of their departments.
Receiving:
The letter is first received in the dispatch area of the Head office, Karachi
Terminal, Site or zone. Here the letter is dropped in a letter box. Employee of
dispatch area receives and sorts that letters according to the department and
employee or executive designations. Mostly the letters come in the form of
bunches and then sorted out and send to the designated employee or
executive. The important, urgent or the letters of the executives are sent
directly to their respective departments after recording the receiving of the
letters in dispatch section’s journal. While the letters of the employees are
receives and inform to their departments, so that they can come and receive
their letter from the dispatch section.
Sending:
To send the letter from Head quarter, KT, Site zone or outside the city first the
letter is sent to dispatch area, where it is received and sorted out. Then the
following suitable courier is selected for dispatch:
a. TCS:
TCS service is used when the letter is important and urgent both or when the
letter is to be sent to the executives.
b. Leopard Company:
The Leopard company services are used when the letter is important but not
urgent or the letter is to be sent to the employee in the normal circumstances.
c. Pakistan Post office:

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The post office service is used for those areas where TCS and Leopard
company facility is not available or when the letter is associated with the
court issues.
d. DHL
The DHL service is used when the letter is sent to outside of Pakistan/
Internationally. The letter is first sent to TCS, which then send or receives
letter through DHL.
Finally the letters are combined together after sorting and then sent through
the proper channels to the relevant areas and departments.

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Passage, Event & Protocol Section (PEP)
The PEP section deals with three areas that are the most important part
of the administration service department PASSAGE, EVENT AND
PROTOCOL.
PASSAGE:
The passage area deals with employee or managers hotel and traveling
arrangements during his/her visit within the country or outside the
country or in other words Passage is responsible for the travelling
arrangements of MD, Directors or SSGC employees either outstation or
within the city.
PASSAGE REQUISITION WORK PROCESS:
STEP 1: Travel desk (Air tickets)
Arrangement of air tickets through coordination with travel agency
(Quality Aviation).
STEP 2: Hotel arrangement/ transport arrangement:
After arrangement of air tickets second step is to arrange hotel room
reservation and transport arrangement for pick and drop.
STEP3: Protocol:
Protocol is provided as per requirement.
STEP4: Rechecking/ Confirmation:
After all arrangements are made re-check them with concern persons
and send confirmation mail along with tickets/PNR, hotel room
reservation mail copy to the person who is willing to go for a visit and
keep in touch with them till the completion of traveling.
STEP5: Oracle:

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The oracle is than send to the finance department for payment and
follow-up with finance department for timely payment to travel agency.
EVENT:
The event area of then PEP section covers all the events within the
premises of SSGC. The following steps are followed in the event
management.
STEP1:
First of all the department willing to conduct the event for example
CorporateCommunication Departmentsent requisition form along with
the signature of the DGM or the authorized person of their department
to the administration department. The requisition form also includes all
the items that are necessary to conduct the event.
STEP 2:
The requisition is then signed and authorized by the administration
departmentDGM, section head or the concerned authorities and send to
PEP section for further processing.
STEP3:
Then the arrangement for the event is made through purchases and
delivery the required items in the auditorium or any requirement floor.
STEP4:
After this a voucher of the receipt is made in which expense incurred by
the administration department is includes.
STEP5:
Then the voucher is send to the finance department which then deduct
those expenses incurred by administration department to deliver the
required items from the departments .Budgeted amount that send

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request for the event and add back this amount to administration
department through a receipt, which at any time can be recovered by
the administration department.

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Department willing to
conduct the Event
Admin Services Department
Request processing
Sent to PEP section
Arrangements as per requisition
Voucher of the receipts
Finance Department
(For the recovery of the funds used by the Admin
Services department for the arrangement of
therequired items for the event)
Transfer of the Funds
(From the department that sent request to deliver the items to
conduct the event to the administration department through a slip)
Recovery of Funds
By admin department through slip
Signed by GM, section head or
the concerned authorities

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PROTOCOL:
Protocol is for:
 Ministry & government functionaries
 Foreign delegation visiting company
 Protocol to chairman, MD, SGMs & Directors
 Guest of MD
First of all information is received in the administration department.
When the information is received in Protocol either verbally or by mail,
protocol officer gets PNR number, detail of the flight, time and date after
the confirmation of flight from passage area. After this protocol officer
complete certain process and inform the concerned authorities. When
the VIP person arrived at the airport the protocol officer received him.
Protocol Process:
 Protocol information receives either verbally by MD or by mail
 Protocol Officer get PNR from Passage area
 Details of flight, time & Date
 Airport Entrance
 Boarding or relevant procedure should be complete by Protocol Officer
 When the procedure is complete inform the concerned person
 When the person arrive, receive him and give protocol
 Drop them to their desired place

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Protocol information
received (Documentation)
When the person arrives, receives him & give
him protocol
Get PNR#
Airport Entrance
Boarding or relevant procedure
should be complete by officer
Verbally
Give Protocol
GM
When the procedure complete
inform the concerned
BOD
meetings
Mail
Details of flight time
& date
Drop them to their
desired place

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FACILITATION SECTION (FAC):
Facilitation section provides facilities to employees and departments,
which includes:
 Repair and maintenance
 Janitorial service
 Gardening
REPAIR & MAINTENANCE:
Repair and maintenance of head office building, billing zone and CFC.
Repair and maintenance deal in white wash, Furniture, table top glass,
plumbing work, Renovation jobs and miscellaneous supplies.
JANITORIAL & GARDENING SERVICE:
Janitorial and gardening services are done by contracted company
under the supervision of FAC section
WORK PROCESS OF FACILITATION SECTION:
The work process start when a particular employee of any department
submitted the requisition form that contains what are the particular
needs for the department or the individuals along with their
information of initiating department name designation, department
section along with employee signature and his department head stamp
and signature.
After receiving the form FAC section send one of his staff members to
investigate that the repair and maintenance requirement are needed or
some other work that needs to be done, that is not mention in the form.
After the FAC member approve the requisition than FAC section
estimate the cost of work, if work can be done in amount 2000 rupees,
the FAC section do it by itself but if work cost is more than 2000
thousand but less than 25000 thousand than FAC section ask Three
quotations from different venders and accept the one whose quotation
have lowest rate for the work.

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If work cost is more than 25000 thousand than they go for contract .For
contracts there are a rules& regulations mentioned by PPRA. PPRA is
basically a government organization who made rules & regulations for
contracts, all companies must follow the rules. SSGC strictly followed
PPRA rules.

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MANAGEMENT INFORMATION SYSTEM (MIS)
MIS deals in following areas:
Budget Related Matters:
 Monitoring, Proposal of budget & revenue
 Status report regarding the status of LPR/FAR and DA etc
 Generated the MIS in order to obtain the summary of monthly updated
reports
 Monthly expenditure reviewed, re-appropriate of budget, coordinated
Finance department & Procurement Department for capital budget
 Maintain/ Update data base of daily cash payment Voucher &
contractor’s bill
 Maintain Budget & Record the procurement of stationary for sections
Computer Related Matters:
 Resolve queries pertaining to systems installed in the Admin
department
 Solved complains of software/hardware (Admin)
 Create presentations on various subjects such as Departmental
presentations given to management
 Maintain the log register to supervise the maintenance of computers &
printers
 Follow Up the conditions of old PC’s to provide them the services of
network/internal-mail system/Internet etc. in coordination with IT
department
 Scanning & Recording important papers
Auditorium SSGC_HO:
 Update & Maintain good House Keeping of Auditorium
 Coordinate with other Departments in arranging Events
 Provide full coordination & facilitate to provide PA system Display
Presentation through Multimedia & DVD player.

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Coordinate with:
 PEP Events
 Contractors for stationary dealing
 TPT section for LPR (Local purchase requisition) through Oracle
 Assists civil engineers for presentations
 Scanning and keeping important papers

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RECOMMENDATIONS:
 There should be a proper schedule given to internees for their
internship so that it will be easy for them to cover important areas and
to give proper time to each section.
 There should be an introduction session give to internees about the
SSGC and their related department which will help internee to develop
better understanding of Company and their departments.
 Respect the Person NOT the Position!

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CONCLUSIONS:
Sui Southern Gas Company (SSGC) is Pakistan’s leading integrated gas
Company. The company is engaged in the business of transmission and
distribution of natural gas besides construction of high pressure transmission
and low pressure distribution systems.
SSGC supply natural gas wherever there is sufficient load to justify the cost of
infrastructure. In many places the gas network is being expanded to meet
economic and social requirements through active funding support from the
Federal and Provincial governments.
This internship has been an excellent and rewarding experience for me.

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GLOSSARY:
 SSGC: Sui Southern Gas Company
 MD: Managing Director
 SGM: Senior General Manager
 GM: General Manager
 FAR: Fixed Asset Requisition
 LPR: local purchase Requisition
 DA: Daily Allowance
 PPRA: Public Procurement Regulatory Authority
 PNR: Passenger Name Record
 TPT: Transport
 LCD: Lease, Canteen & Dispatch
 PEP: Passage, Event & Protocol
 MIS: Management Information System
 FAC: Facilitation
------------------------------------------------------------------------

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