Prabhu S

Payroll & Bill Management Income Tax Administration Advance & Loan Processing Financial Systems & ERP (MIS, PFMS, ICAR Payroll) General Administration & Support Cashier & Transaction Duties Stores & Inventory Leave Management

• Prepared and maintained pay bills and registers for all staff of the main institute and regional centers (Karnal and Kannur), including RAs, SRFs, JRFs, Project Associates, YPs, Skilled Assistants, and Part-time Medical Officers (AMA).
• Generated arrear bills for pay revisions related to promotions, ACP, MACP, and advance increments.
• Processed leave salary bills for retired and deceased staff for unutilized Earned Leave, ensuring accuracy and compliance with policies.
• Managed HRA and Transport Allowance processing, including related internal and external correspondence.
• Handled monthly TDS remittance, issued Form 16, and filed quarterly and annual income tax returns.
• Maintained up-to-date tax records, responded to income tax-related queries, and ensured compliance with statutory deadlines.
• Processed Interest Bearing Advances and House Building Advances (HBA) for staff, including those posted at SBI Coimbatore and various substations.
• Maintained related registers, calculated interest, and generated bills in accordance with institutional and government norms.
• Operated MIS ERP and PFMS systems to process and manage standard and contingent bills.
• Prepared payment reports including ICAR Prepayment Annexure Reports, and managed payroll functions such as assignment set creation, payroll runs, verification, and annual increment execution.
• Maintained circulars and official orders issued by Government of India / ICAR, ensuring proper documentation and reference.
• Supported senior officers (AAO, SAO, Director) with miscellaneous administrative and financial tasks as assigned.
• Processed student swipe payments for internship and Ph.D. registration fees, reconciling daily cash and digital transactions.
• Ensured proper documentation and ledger updates for incoming payments and departmental advances.
• Managed invoice preparation, stock entry registers, and inventory tracking for chemicals, glassware, and stationery.
• Coordinated e-auctions for scrap materials and outdated equipment, organizing lots and ensuring proper documentation.
• Updated staff leave records (Earned, Casual, and other leaves) using official administrative software, ensuring timely entry and record accuracy.

• Collected, digitized, and maintained comprehensive patient records from ART (Antiretroviral Therapy) centers across Kerala and Bangalore, ensuring accuracy and data confidentiality.
• Developed and maintained a master database for all patients involved in the project, supporting easy access, updates, and secure storage.
• Input quantitative and qualitative data into statistical software such as SPSS and R for reporting and analytical purposes.
• Assisted in data cleaning, validation, and formatting, ensuring datasets were analysis-ready and suitable for academic and operational reporting.
• Supported research teams in preparing structured datasets used in health policy development, clinical studies, and reporting to funding agencies.
• Carried out project-related administrative tasks, including TA/DA bill processing, accounts maintenance, and purchase proposals, ensuring proper documentation and adherence to financial protocols.

• Processed purchase indents, managed vendor communications, and ensured timely bill clearance for all project-related transactions.
• Handled general office administration, including telephone support, order tracking, and sending sales status updates via email to internal stakeholders.
• Maintained accurate records of goods ordered and received, coordinating with procurement and stores departments for timely inventory updates.
• Organized and conducted project review meetings, prepared minutes of meetings (MoM), and submitted detailed reports to Project Leaders and Institute Directors.
• Updated and maintained employee leave records (Earned Leave, Casual Leave, etc.) using institutional HR software, ensuring policy compliance and up-to-date records.
• Coordinated with department heads and HR teams to resolve leave discrepancies, verify entitlements, and support audits.

ERP Implementation – Stores & Purchase Management Module

• Actively contributed to the ERP implementation in the Stores & Purchase Management Module, managing various functions such as Purchase Inventory, Medicine Entry, Daily Receipt Register, Cash Voucher Register, and Vendor Records.
• Administered the Purchase Inventory module, including preparation of purchase proposals, tender documentation, and processing foreign orders, ensuring alignment with institutional and government procurement standards.
• Managed procurement of services, e-auction procedures for disposal of surplus materials, and physical verification of inventory, maintaining full compliance with audit and inventory guidelines.
• Maintained the Stores module operations: prepared invoices, updated stock entry registers, and tracked inventory for chemicals, glassware, stationery, and scientific equipment.
• Coordinated e-auction lots for scrap machinery/equipment; verified item records and communicated with auction authorities for proper disposal.
• Reconciled physical stock with ERP database entries; generated discrepancy reports and participated in internal audit support.
• Ensured up-to-date and policy-compliant procurement workflows, including documentation for sensitive and restricted materials.

• Contributed to ERP implementation for the CSIR-wide OneCSIR portal (onecsir.res.in), gathering and entering institutional data across core departments such as Establishment, Stores & Purchase, Finance & Accounts, PPMG, and Technology Transfer.
• Collected, validated, and input detailed records for the Employee Self Service (ESS) system, covering:
  Employee profiles, service history, family details
  Educational qualifications, foreign visits, LTC details
  Property disclosures, leave accounts, and awards & fellowships
• Organized and structured institutional project data across Five-Year Plans (X, XI, XII), supporting the Project Planning and Monitoring Group (PPMG) with digital transformation initiatives.
• Handled Stores & Purchase ERP entries, including:
  Vendor master records, Item category/sub-category, Forwarding agent details
  Stores Receipt Vouchers (SRV), Issue Vouchers, Personal Inventory Register (PIR)
  Classification and tracking of consumable and non-consumable stock
• Coordinated content collection from various service divisions (Research, Academics, Technology, R&D Outputs, Infrastructure) for the CSIR-CECRI website redesign project.
• Liaised with scientific, technical, and administrative departments to ensure accurate and consistent data representation across digital platforms.

• ERP Data Integration (One CSIR Portal)
• Employee Self Service (ESS) Management
• Project Data Structuring (Five-Year Plans)
• Stores & Purchase Data Entry
• Web Content Coordination
• Cross-Departmental Collaboration
• Institutional Reporting & Compliance

• Led the successful implementation of “Arogya” Hospital Management Software to digitize and streamline operations at the CSIR-CECRI Health Centre, significantly enhancing hospital productivity and service delivery.
• Maintained comprehensive digital records for:
  Patients, Employees, Retired staff, and Dependents
  Medicine purchase and distribution, Sales tracking, Inventory monitoring
  Pathology and diagnostic test results, Allergy, and Chronic ailment history
• Ensured secure data entry and consistent record-keeping, aligning with institutional and healthcare data protection protocols.
• Assisted with system maintenance and user support for the Arogya software, bridging communication between medical staff and IT developers.
• Utilized technologies such as Java, JSP Developer 2000, MS Excel, and Oracle 9i for system operations, reporting, and data handling.
• Involved in additional technical support through the Bit-Rod software, managing the daily unit collection tracking and monitoring voltage charging in hospital/technical equipment.
• Arogya Hospital Management System
• Bit-Rod Equipment Monitoring Software
• Java, JSP Developer 2000
• MS Excel, Oracle 9i
• Medical Record Digitization
• Health Data Administration & Compliance

GPA: 80%

GPA: 71%