Hr Administration Officer

Hr Administration Officer

Pilotfish Koncepts Consultants And Projects Private Limited
Delhi Gurgaon / Gurugram
2 - 5 Years
300000 - 400000 INR

Job Description

JOB DESCRIPTION:-
HR Activities:-
Recruitment:
o Is always marked when requirements are floated by Regional HR
o Gather all resumes, update excel sheet / software
o Organise the assessment for the candidates
o Organise interviews, ensuring presence of entire panel, coordinate presence of candidates
o Ensure feedback forms are filled and signed by the Panel and share the same with
Regional HR
o Share the list of short listed candidates with Regional HR
Knowledge, Skills & Functional Competency
Knowledge of Recruitment tools and portals.
Ability to use Excel, Word and PowerPoint.
Ability to conduct interviews.
KPI
 Assessment Centre forms are filled for all the candidates 100% = 10, 99% - 80% = 8,
79% - 60% = 6, 59% - 40% = 4, < 40%= 0
 Ensure that information filled in the Interview forms are accurate 100% = 10, 99% -
80% = 8, 79% - 60% = 6, 59% - 40% = 4, < 40%= 0
Recruitment – Referral
o All referred candidate resumes to be submitted to either the admin staff, if present at the
location or through the TL submit the same to Regional HR for the region
Knowledge, Skills & Functional Competency
Knowledge of Recruitment activities and process.
Ability to communicate referral policy to employees.
Ability to maintain a proper referral data.
KPI
 Referral form to be provided within 15 days from the date of joining = 10, >15 days = 0
Appointment Letter Generation:
o Send an email and call to the shortlisted candidate congratulating the prospect and
enlisting the documents required within a defined period
o Coordinate with shortlisted candidates for securing relevant documents
o Post go ahead from RHR, generate reference number
o Generation of Reference Number within 48 hours from the date of short listing
o Ensure query resolution within 48 hours of receiving the same from HR HO
o Ensure handover of appointment letter to the selected candidate
o Coordinate joining formalities with the candidate within defined TAT
o Ensure that the candidate completes all joining formalities, that biometric is activated
within 5 days of joining. This is to ensure that no employee / prospective employee is
working without appointment, biometric registration.
o Ensure employee number generation and biometric generation for attendance
o Responsible to report to RHR if any candidate has begun working but has not completed
HR related formalities
Knowledge, Skills & Functional Competency
Knowledge of Recruitment activities and process.
Ability to use tools for recruitment and assessment centres.
Ability to conduct interviews.
KPI
 Generation of reference numbers from the date of selection <=48 hours = 10, 49
hours- 60 hours = 8, 61 - 72 hours = 6, >72 hours =0
 Query Resolution TAT <=48 hours = 10,49hours - 60 hours = 8, 61 - 72 hours = 6,
>72 hours =0
 Joining formalities should be completed within 5 days = 10, 6-7 days =6, >7 days =0
HR query resolutions related to HR within 3 working days
Knowledge, Skills & Functional Competency
Knowledge of stakeholders.
Ability to create a first impression to the new joinees.
Ability to communicate with candidates and stakeholders effectively.
KPI
 Query Resolution <=3 days = 10, 4-5 days =8, 6 -7 days = 6,>7 days =0
Exit Formalities
o Sending an email to RHR & HR @ HO when an employee resigns within 4 working days
o Follow-up for exit papers of the resigned employee from reporting managers
o Escalation to RHR in case there is no response from the reporting manager
o Maintaining and updating resignation tracker at location level
o Ensure proper filling of exit forms
o Implementation of Absconding process
Knowledge, Skills & Functional Competency
Knowledge of Exit Process and forms
Ability to find out the reason for resignation.
Ability to understand attrition trends
KPI
 Time taken to notify resignation < = 4 days = 10,5-6 days =8,7 -8 days = 6,>8 days
=0
 Implementation of absconding process 100% = 10, 99% - 80% = 8, 79% - 60% = 6,
59% - 40% = 4, < 40%= 0
Employee Engagement
o To ensure TGIF activities are conducted at Branch level
o To act as a Whistle Blower at your region and report the same to RHR
Knowledge, Skills & Functional Competency
Knowledge of employee engagement policies and activities
Ability to promote positive environment in the office
Ability to identify any behavioural issues within your region
KPI
 Active participation in Employee Engagement activities - Subjective
Compliance Activities:-
Scheduled visits to:
o PT Submission every month & ensuring PT submission for all the respective
branches.
o Employment Exchange for ER1 file every quarter
o Labour welfare office for submission of labour fund on half yearly
Knowledge, Skills & Functional Competency
Knowledge of Statutory Compliance.
Ability to cope up with legal needs of an employee and organisation.
Ability to understand the Law and procedures
KPI:
 Visit to Employment Exchange :- Once in every quarter = 10, < Once = 0
 Visit to Labour Welfare office :- Twice in every year = 10, Responsible for timely generation and renewal of Shops and Establishment certificates
Knowledge, Skills & Functional Competency
Knowledge of Shop and Establishment Act.
Ability to manage the within predefined TAT.
Ability to co-ordinate with officials regarding Shops and Establishment Act.
KPI:
 Ensure that timelines are strictly adhered to for yearly (or the expiry date )
renewal and registration of Shop and Establishment Certificate = 10
Arranging ESIC card camp at your respective branches within prescribed time
Knowledge, Skills & Functional Competency
o Knowledge of ESIC.
o Ability to manage time and people.
o Ability to organize ESIC camp.
KPI:
 ESIC Camp within prescribed time – Once in 6 month = 10
Ensuring a proper display of notices and policies on notice board at your respective locations
Knowledge, Skills & Functional Competency
o Knowledge of policies and notices.
o Ability to communicate notices to people
o Ability to impose and practice certain policy in their respective locations
KPI:
 Display of Notices – 100% = 10, <100% =0.
Ensure that all relevant registers applicable for that state are maintained
Knowledge, Skills & Functional Competency
o Knowledge of registers to be maintained by Shop and Establishment Act.
o Ability to manage data effectively.
o Ability to document the registers
KPI:
 Maintenance of Registers –100% = 10, <100% =0.
Admin Activities:-
Responsible for identifying and sourcing of vendors at the time of establishment of new branches
or if the need arises. These include Chair vendors / Inverter vendors / A/c vendors / Water purifier
vendors / Movers & packers etc. The scope includes vendor scrutiny, registration, inviting
quotations, negotiations for cost benefit.
Knowledge, Skills & Functional Competency
o Knowledge of Vendors within local market.
o Ability to negotiate the cost quotations.
o Ability to scrutinize vendors effectively.
KPI
 Identifying and Sourcing of vendors – 100% - 90% = 10, 89% - 80% = 8, 79% - 70%
= 6, 69% - 60% = 4, <60% =0
 Time taken to source and receive all three quotation from the vendors 3 days = 10, 4-
5 days =8, 6 -7 days = 6,>7 days =0
 Appropriate information on the quotation 100% = 10,99% - 80%=8, <80% = 0
 Negotiation: subjective
Timely visits to all the branches of your respective region. (At least one visit at every branch in a
month). Resolve issues related to electricity / AC/ renovation / plumbing / networking etc.
Knowledge, Skills & Functional Competency
o Knowledge of the branches in your region.
o Ability to develop a good employee connect
o Ability to resolve issues within pre-defined TAT.
KPI
 Branch visits – 100 %( All branch in one month) = 10, 99% - 80% =8, <50% = 0.
 Resolve issues within 6 working days 100% =10, <60% = 0
Ensuring payment clearance of vendors from the HO within pre defined TAT. Submission of
original bills to HO.
Knowledge, Skills & Functional Competency
o Knowledge of vendors of their respective locations
o Ability to adhere to payment of stakeholders
o Ability to scrutinize payment of vendors effectively.
KPI
 Bills to be submitted within 4 days from the date of handover of cheque = 10, 5- 7 days =
8, 8 – 10 days = 6, 11 – 13 days = 4, >13 days =0
 Bills to be submitted within 7days from the date of handover of cheque ( For distant
locations)= 10, 8- 9 days = 8, 10 – 11 days = 6, 12 – 13 days = 4, >13 days =0
Monitoring & Managing:
o Inventory & Stationary as per office requirement
o Courier services
o Cleaning Material as per individual branch requirements
o Data Compilation and co-ordination with respect to- Attendance of Office boys.
Knowledge, Skills & Functional Competency
o Knowledge of Vendors from local market.
o Ability to negotiate the cost quotations.
o Ability to manage vendors effectively.
KPI :
 Ensure that information provided in the bills are 100% accurate = 10, <100% = 0
 Checklist of inventory and updation of usage
Co-ordination for End-to-end induction and training sessions:
o Hotel bookings
o Employee travel arrangements
o Breakfast, lunch & refreshments during or post training sessions
Knowledge, Skills & Functional Competency
o Knowledge of hotel and travel bookings.
o Ability to co-ordinate
o Ability the create pool of hotel tie ups.
KPI
 Co-ordination – 90% - 100% = 10, 80% - 89% = 8, 70% - 79% = 6, 60% - 69% = 4,
<60% =0.
IT Activities:-
Maintaining and Co-ordination:-
o Responsible for co-ordinating to resolve queries related to system, printer & scanner with
IT Team.
o Maintaining Asset verification report and ensuring Installation of new system for all your
branches
o Coordination regarding work related to net working / CC TV Camera / Network link &
server issue
Knowledge, Skills & Functional Competency
o Knowledge of Computers, Printers and Scanners.
o Ability to manage the within predefined TAT.
o Ability to understand the need for installation or repairs of systems in your region
KPI:
 Co-ordination for IT activities 100% - 90% = 10, 89% - 80% = 8, 79% - 70% = 6, 69% -
60% = 4, <60% =0.
 Maintenance of assets report: - 100% - 90% = 10, 89% - 80% = 8, 79% - 70% = 6, 69% -
60% = 4, <60% =0.
 Co-ordination for Net working/CCTV/ Server issues with HO , 100% - 90% = 10, 89% -
80% = 8, 79% - 70% = 6, 69% - 60% = 4, <60% =0.

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Industries : ITES/BPO

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