Checklist for Administration Audit:Sl. No.QuestionCovered (Yes / No)

01.Will you please explain us the responsibilities of your department? Understand very clearly what is within their purview and what is not (In some organizations maintenance of IT infrastructure like UPS etc may be within their purview and some organizations it may not be In some organizations Purchase function may be the responsibility of the Admin and in some it may be the part of Finance and in some there may be a separate Purchase function)

02.Will you please show us the records of fixed assets? Check for the fixed assets register Verify whether the fixed assets are appropriately labelled Verify whether the recently purchased fixed assets are part of this register Verify whether the written off items / lost items are still part of this register Check whether the periodical stock taking of the fixed assets is carried out and any discrepancy has been brought to the notice of the Management

If import of items as per STPI, check for proper maintenance of bond register and the corresponding STPI records Check whether there is a system of control (like Gate Pass) on the outgoing material from the organization Check whether such gate passes are signed by only authorized personnel of the organization Check whether the item is a returnable or non-returnable item is mentioned therein without any ambiguity Check for the return of the returnable items sent out of the organization for repair / other purposes

Check whether there is a system of control over incoming materials - their recording their handing over to the corresponding department - Check for the effectiveness of the same

Check as to how the personal belongings like USB, CD etc are controlled in the organization Check for the effectiveness of the same

03.Will you please explain us as to how the organizational infrastructure is maintained? Check for the records of infrastructural equipments like UPSs, ACs, DG Sets, Water Purifiers etc and see whether they are under warranty / AMC

Check whether contracts / agreements / purchase orders clearly mention the terms and conditions of preventive maintenance / maintenance

Check whether the preventive maintenance schedule is up-to-date and the schedule mentioned therein is as per the terms of the contract / purchase orders

Check whether the preventive maintenance is carried out as per the schedule

Check for the maintenance records from the suppliers and see whether there are any serious issues If so, check for the actions taken

04.Will you please explain how the physical security in your organization is handled? Check whether the records of the security personnel is available

Check for the records of the background verification of the security personnel

Check whether the access control system is implemented effectively whether it is implemented in all the floors whether it is working whether the badges are issued to all the employees / contractors whether badges of the persons who left the organizations disabled whether the loss of badge is informed and the lost badges are disabled whether the physical HID cards held by the department are matching the total HID cards purchased minus actual HID cards issued Observe whether the access control system is utilized effectively by the staff members

Check whether all the restricted areas have restricted access and check for the existence of such access to only authorized personnel

05.Will you please explain us as to how your organization is protected from calamities like Fire, Floods etc?

Check for the existence of appropriate number of Fire Extinguishers of appropriate type are available Check whether they have been inspected as required Check whether they are in useable condition Check whether the security personnel / others are aware of the usage of the fire extinguishers Check whether security personnel are aware of the evacuation priorities in case of fire emergency Check whether any fire drills were carried out Check for effective working of smoke detectors if they are installed

06.Will you please explain us as to how travel arrangements are made by you and local transport service to the employees is provided by you? Check for the effectiveness of the system

07.Please describe as to how the housekeeping function is carried out in your organization?

Check the housekeeping checklists

Make a physical walkthrough along with the department functional and check for appropriate housekeeping

Interview the housekeeping personnel and check whether their understanding is in sync with the expectations from the department

08.Will you please explain to us as to how do you get to know the complaints on your department and how do you track them to closure? Check whether there is an effective system, to track complaints and close them is available

Check whether proper analysis of these are carried out so that their recurrence is avoided

09.How is the performance of your department measured quantitatively (functional objectives)? How is your departments performance reviewed by the senior management?

10.(If the department handles Purchase function):Will you please explain us your purchase procedure?

Check as to how the purchase requisitions are made to the department Check for the origination and completeness of these requisitions

Check as to how the suppliers are identified and evaluated Check for the evaluation records

Check as to how the department ensures complete, correct description of the items to be purchased and terms & conditions in the Purchase Order

Check for the up-to-date maintenance of Approved List of Suppliers

Check for the records of incoming inspection

Check for the performance tracking of the suppliers and records of periodical re-evaluation of suppliers