Compliance Lead

Role & responsibilities

Responsible for management, implementation and support of the Labour compliance and Building Statutory compliance for the JLL HSBC Account. The lead will assist account management in tracking compliances for the account and supporting the processes related to the role.

Will be the primary liaison between auditing consultants, the vendor partners and JLL site support teams.

ESSENTIAL DUTIES & RESPONSIBILITIES

Risk Management

• Coordinate and support India team on assigned internal audits, regulatory audits and ensure closure of observations. Support for Business Assurance audit.
• Any observations to be discussed for action plan with team & shared with Auditor/Auditing consultant with timelines for closure.

BCP implementation & Testing

• Business Continuity Plan (BCP) is to facilitate the recovery of functions performed by JLL or our suppliers for the various work streams from business interruption.-
• Keep the team informed / trained on developments in BCP process.
• BCP document to be updated Quarterly or as and when changes in the Bronze team occurs
• Plan and conduct annual BCP & call tree testing for sites and submit report to Region.

Sensitive Incident Management -

• Monitor sensitive incident management processes, categorization and trending of incidents, including root cause analysis and continuous improvement.
• Ensure 100% reporting of sensitive incidents with closure update.

Labour Compliance

• JLL & JLL partners are guided by rules of Contract Labour Act and various associated acts. Ensure they have CLRA license as per Central/Sate Act as applicable
• Actual headcount at site should never be more than the headcount mentioned in license (this can be checked by BGV data shared by site team every month)
• Vendor CLRA license compliance should be closely monitored (this can be checked in monthly Audit reports). Wherever Vendor is not complying on license immediately to be highlighted to Souring team & Site FM. Note that this is critical compliance.

Audits - Monthly Internal Labour Compliance Audits and Client Audits

• JLL to achieve 100% audit score at all sites. wherever scored less, follow up with until closure.
• Ensure all vendors mandatorily represent for the monthly audits
• Escalate/ raise any critical issues/ challenges/ non-representation for JLL/ Sub Vendors proactively and track until closure.
• Client Audits HR drives quarterly audits by their Consultant for JLL/ Sub Vendors
• Present audit scores and compliance reporting in Governance forums.

CLRA Returns Data

• For sites where CLRA license is available annual returns is applicable. This activity is done by IKON team for JLL. Collate and share data with IKON within timelines.
• Apart from this, HSBC asks to provide data for Principal Employer annual return submission.
• Data of JLL & vendor partner should be submitted in the prescribed format.

Inspections

• Coordinate and close unforeseen and organised Labour/ PF/ESI/ inspections and notices by designated Government authorities across India locations in coordination with Consultant team / sub vendors/ JLL Compliance head
• Consultant team liaises with Authorities for closure of Labour Officer inspections. IKON team shares documents necessary for inspection closure.

Monitor Compliance Monitoring Tool for compliances and ensure no overdue instances at all times.

• Ensure team is attending to all events to avoid overdue events for India and email dispensation from respective CS and JLL leads is taken for projects/activities which get delayed.

Building Compliance

JLL is obliged to look after client's permit/license requirement

• Premises License is categorised into 3 categories for reporting purpose based on the scope of the license initially taken/renewed. JLL Managed + LL Managed + Caf Vendor managed
• Comprehensive tracker with license details maintained. This tracker need to be updated monthly. Updates taken from site SPOC/FM.
• All those licenses are uploaded on Compliance monitoring tool.
• Follow up with SME to check queries on applicability or amendments or new requirements of building compliance.
• Pending license updates given in monthly governance & SOR decks.

KEY PERFORMANCE MEASURES:

• 100% compliances in all audits.
• Documented evidence for all dispensations.
• Adoption and compliance with Best Practices.
• Contractual obligations (Account KPIs/SLAs)
• Adoption of continuous improvement and as