Administration Manager

JOB DESCRIPTION

Basic Information:
Position: Manager
Position Title: HOD –HR
Department: HR
Location Silvassa
Reporting to: Plant Head
Job Dimensions:
Share details of your team members – People directly/ indirectly reporting to you
Direct Reporting: Team Member of all HR sections
Indirect Reporting: Team Member

All Junior staff of above sections

Total Reporting Team
Members

Total Count / Number –
3

Communication and working relationships:
The job requires you to deal with on a regular basis
Internal:

- Director
- Plant Head
- All Departments

External:
(Vendors / clients etc.)

- Govt official
- Recruitment consultants
- ISO consultants
- Customers
- Vendors
- Guests

Key Responsibilities/Activities /Tasks required to be performed:
1. Recruitment & Selection
- Prepare sanctioned manpower requirement depart wise
- Recruitment tracker
-MRF-process recruitment only after receiving approved MRF &JD
-List of consultants
-Vacancy notification
-Shortlisting
-Coordinate interview
-Communication with finalized candidates
-Negotiate compensation
-Offer letter
2. On boarding/Induction
-Welcome to new joiners
- On boarding announcement/Introduction
-Joining formalities
-Induction – department wise/PPT
-NHOP

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3. Time office Management
-Ensure registration of new joiners attendance in app
-Attendance Monitoring
-Daily attendance report to Director
-Supervise & monitor up-nation of leave in the system
- Supervise & monitor preparation monthly attendance report
-Check attendance for any policy deviation
- Ensure all employees follow the attendance discipline
4. Payroll Management
-Supervise & monitor preparation of payroll as per attendance statement
-Ensure deduction advances & loans, canteen and other deductions, if any
-Calculate insurance premium and deduction
-Add new joiners and remove left employee
- Check salary statement for any policy deviation
-Submit salary statement to accounts for payment
- Prepare various reports as required by Management
5. Leave management
-Supervise and monitory employee leaves.
-Ensure employees get leave as per policy
-Supervise and monitor preparation of leave reports
6. Contractor labor management
-Contractor finalization
- Decide requirement of contractor labor in the various dept. and allot to different contractors.
- Supervise & monitor contractor labor joining and exit
-Contractor labor attendance & bill clearance
-Prepare various reports of contractor labor employment
-Ensure proper control on piece rate contractor workers
7. Statutory & other compliance
-PF, ESIC, Lab our Commissioner, Employment exchange
-Team lease app
-ISO
8. HRIS
-Success factor
-SAP
-CAA
9. MIS- Responsible to prepare various reports
-Daily Attendance reports- on roll
-Daily attendance report- off roll
-Daily attendance report –piece rate
-Absenteeism reports, late coming, early going, etc.
-Monthly manpower utilization report- on roll & off roll
-Joining reports
-Monthly manpower cost report
-Sanctioned v/s actual manpower report
10. Employee welfare & grievance handling
-GMI& other insurances complete the employee claim process
-Employee facilities related grievances handling & take up with admin dept.
-Overlooking of all employee related facilities and coordinate with admin dept.
11. Discipline administration
-Issue absenteeism memos
-Issue indiscipline warning letters
-Implement control system to ensure discipline

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-Keep necessary vigil to control unwanted activities
12. Employee cycle (transfers/off boarding)
-Employee transfers
-Retirement
-Separation process
-Help employees to clear PF
13. Manpower planning
-Manpower budgeting, considering sanctioned v/s actual requirement
-JD preparation
-Org structure preparation
-Job Evaluation
14. Talent Acquisition
-Campus recruitment
-Keep talent pool in pipeline
-Talent data management
-Finalize placement agencies as per talent requirement
-Have discussion with Top Management on talent trends to retain critical talent and prepare/modify
policies accordingly
15. PMS Implementation
-Decide on PMS cycle
-Prepare formats for PMS implementation
-Decide on review process
-Discuss & finalize payouts considering various factors like existing salary, inflation, industry practice,
talent retention, etc.
-Manage grievances related to PMS and incorporate changes wherever required
16. Learning & Development
-Training need identify and prepare necessary implementation strategies
-Training Feedback & communications
-Monitor and support learning & development team to implement training programs at the unit.
-Organize industrial visit with the support of Corporate HR
- Develop learning platforms for employees to keep them abreast of new developments
17. Organization development & behavior
-Change is constant- considering the same discuss various options in the unit for change and prepare
necessary proposal and discuss with the management.
-Discuss change management with all the stakeholders
-Prepare/modify organization structures to cater to the changing need of the organization.
- Be a catalyst for the organization as far as human resource is concerned
-Discuss the human capital development for organizational growth
18. Employer branding
-Represent in various forums and functions
-Plan conferences & programs of the company with proper planning to best experience of the
participants.
-Create awareness among st in the employees on  values and make them live the values and
control and report deviation if any
19. Employee Engagement
-Organize various programs as per employee engagement calendar
-Ensure participation of all
- Evaluate existing engagement programs and suggest new programs to reduce monotonous activities
20. HR Policy preparation & implementation
-Support corporate HR in preparation of HR policy by giving necessary inputs from units
-Implement HR policies at units
-Give feedback on HR policies

-Review exiting policies and give suggestion for modifications if any
-Ensure HR policies are as per law of the land (location legal compliance)
Daily/ Weekly /Monthly & Yearly Activities:
To keep updated to all concerned about HR activities and timely intervention:
1. Devise reports on daily, weekly and monthly reports and analysis on various activities, manpower
used, costing, attendance, training, etc.

Key challenges in the role:
(Such as Regulations/ Logistical/ Administrative / logistical or managerial etc.)
1. Challenge to bring professionalism in the existing system
2. Fulfill the requirement/demands of various internal customers within the set procedures and
practices of the company with diplomatic touch
3. Work with family owned business

Qualifications and experience required for doing this Role:
(Role specific, minimum requirement)
Minimum Qualification:
Graduate in any discipline
MBA in HR
Minimum Experience:
8 to 10 yrs
Skills Required to do job
Leadership
Computer knowledge
Good communications
Persuasive
Diplomatic
Street smart – quick decision making skills
Coordination skill