HR and Administration Lead

Job Description

Section One : Job Purpose

01 To manage administrative services & supervise admin resources of the circle to develop best facility standards for the organization. To provide Administrative & HR support to facilitate circle employees perform their duties effectively and create engaged work force to align with business goals.

Job Description Template

Section Three: Principal Accountabilities

List the expected end results that must be achieved in order to fulfill your job purpose and the activities that help in achieving these results (List in order of decreasing order of importance)

Major Activities

1) Adherence to Indus HR policies & procedures at circle level- Should demonstrate 'Conscious keeper' role

2) Conducting Induction process for new joiners with the aim to provide 'best first impression' about the company and helping them add value to their role at the earliest.

HR SPOC : Drive 'Recruitment, On boarding of new joinees,KRAs roll outs,PMS

completion, Employee Engagement intiatives,Exit Formalities, Associates' life cycle

3) Drive all Corporate HR initiatives at Circle level such as i Appreciate, PMS completion, KRA roll out ,specific engagement events management

4) Drive new initiatives to create engaged workforce.

5) facilitating of interviews.

6) Engagement activities, managing Circle Induction

1) Maintain a safe, secured & hygienic facility

2) Up keep of Office, Office security, Pantry Services, Mail Room, Front Office, Courier management, Travel, Asset Management

3) Proper maintenance of Assets and keeping them ready for usage

4) Ensuring Safety and security of team members by implementing processes

5) Transport facilities, IT Management, Logistics for all employees.

Ensure Facility Management by optimizing cost and resources:

1) Ensure timely audit of vendor statutory documents

2) Drive vendors to comply with all statutory norms as per Indus policy

3) Meet all statutory compliance requirements for Indus

4) Ensure delivery of services from all vendors, as per agreed SLAs

5) ensure liasoning with labor commissioner office, Ensure Compliances and vendor management: statutory compliances and ensuring the adherence to the same

6) Monitor compliance to all relevant employment laws and monitor availability of relevant documentation to meet compliance requirements

1) Managing Recruitment, performance and exit formalities of associates

2) Attendance management, Payroll management, reimbursements

Associates life cycle management

Job Description Template

Section Four : Key Decisions

Describe 1 or 2 typical decisions you have to make, in the course of your job

Day to Day facility management no approval required- As per policy request

TA Bill processing.

Where no approval is required

Where no approval is required but you

need to keep your manager informed

New Employee Engagement initiatives to be informed to Circle CEO

Where you can approve after taking

internal approvals and from whom

Minor Opex other than the regular facility management after taking Circle CEO approval

Who can approve in case you are not

authorized to approve?

Non budgetary Opex and capex requirement, Circle CEO and CHRO

Section Five: Dimensions

List the data which will reflect the scope and scale of activities concerning your job (Record the measurable areas upon which the position has either direct or indirect impact)

Financial Dimensions (Quantifiable

numerical amounts like annual budgets,

project costs, annual revenue, purchase

value etc. )

managing budget worth- INR 30mn approx. per annum

People Dimensions (Details of team

size: no. of people supervised directly/

indirectly)

Off role team - 4;

30 (facility management, security, pantry etc.,)

Other Dimensions (Details of some of

the other significant values/ volumes

associated with the job)

Section Six : Interactions

List the job roles that you interact with inside or outside the company to enable you to meet your accountabilities)

Internal interactions (Roles you need to

interact with internally in the

organization to enable success in your

day to day work)

First level interaction for the approvals/guidance and new initiatives with Circle CEO and Corporate HR team

Second Level is with circle leadership team for rolling down various initiatives.

Third Level Team is with all employees and Associates (our internal customers) as services provider for various Admin. and HR support.

External interactions (Roles you need to

interact with outside the organization to Vendor interactions and government liasoning

enable success in your day to day work)

Job Description Template

Section Seven: Major Challenges

Describe the major challenges you face on an on-going basis in carrying out your job

Motivating and engaging the employees where more than 35% of employees operate from outside the office.

Section Eight : Skills & Knowledge

State the minimum acceptable proficiency for this job. Do not state incumbent-specific information

Minimum Educational Qualifications to

perform this job:

Graduate / Post Graduate (Business Administration / Human Resources)

Knowledge Required

Skills / Competencies

Facility Management, Recruitment, Talent management, Employee Engagement, Vendor Management, Statutory compliances

interpersonal skills, entrepreneurial drive, crisis management, people oriented, team player

Relevant Experience (Functions, roles,

duration)

At Least 5-6 Years experience ( should have handled facility management for 3 years and knowledge of HR for 2 years.)

Hiring Pool (industries, specific

organizations from where targeted)

Any Industry

Section Nine

In the changing business environment, do you foresee (next 1-2 years) any changes in the following affecting the job:

Skills

Knowledge Required

In depth knowledge of HR processes

Section Ten

Describe a typical day / week in this role

In a typical day/week: Facility Management (15%);

HR Coordination activities & Employee Engagement (35%);

Process Improvement (10%); Vendor Management (15%);

Client Visit / Event Management (10%);

Statutory Compliance (10%);

IT Support (5%)