Manager HR & Administration

shashank

Aug 12, 18

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Job Description

KEY RESPONSIBILITY AREA (KRA)
OF DUROFIT ADMINISTRATION & HR MANAGER/ OFFICER

ADMINISTRATION & HR HEAD IS ANSWERABLE TO MANAGING DIRECTOR ON ROUTINE UPDATE & ACHIEVING ANNUAL SALES TARGET & SALES BUDGET

Administrative & HR Officer / Manager job description
Initiate and implement best and effective practices in administrative functions.
Lead, direct and mentor administrative staff to achieve maximum output.
Assist and support sales and marketing teams to maximize revenues.
Answer and respond to customer inquiries.
Build customer relationships. Assist and support accounts department in financial operations.
Assist and support processing payroll records.
Ensure timely completion of financial and other administrative audits.
Prepare and analyse financial statements for the management team.
Manage databases and document processes and systems implement.
In the broadest sense, an administrative officer also called an administrative services manager or business manager or officer is the person in charge of overseeing all of the services necessary to keep the business running. Depending on the size of the company, an administrative officer might be in charge of a single department or service, such as mail, building security or facilities, or he or she may oversee all of the administrative functions in the company.

PRIMARY ROLES OF ADMIN & HR MANAGER / OFFICER:

1. ROAD MAP PLAN OF ANNUAL SALES TARGET BASED WORKING: –
ROAD MAP PLAN PREPARATION OF ANNUAL SALES & REVENUE TARGET & UNDERSTAND THE MODALITY OF ACHIEVING WITH THE MARKET CONDITION, ORDER BOOKING, PRODUCTION CAPACITY & ON TIME DELIVERY CAPABILITY. HAVE TO HAVE 100% CONFIDENCE BY SELF TO ADMIN & HR TO ACHIEVE THIS TARGET AND SHOULD MAKE SURE THAT, THE CONFIDENCE IN THIS DATA PLAN IS BUILT, BEFORE GOING & MODELLING THE MAN POWER FORCE, INVESTMENTS & POLICIES:
THIS IS THE MOST IMPORTANT PART OF MANAGEMENT. WITHOUT A PROPER UNDERSTANDABLE ROAD MAP PLAN, ADMIN & HR WILL BE OF HANDICAP AND OBJECTIVES, VISION, MISSION ALL WOULD BE LOOKING BLANK. ANYTIME REQUIRED FOR MAKING THIS ROAD MAP PLAN AND UNDERSTANDING SHOULD BE AVAILED BY THE ADMINISTRATOR SO THAT, NO MESS UP OR DE ORIENTATION OR DIRECTION LOSS IS HAPPENED.

2. WHOLE COMPANY SHOULD BE CUSTOMER CENTRIC AND SALES CENTRIC: –
BUILDING AN AWARENESS THAT WE ARE OPERATING TO ACHIEVE ANNUAL SALES TARGET AND BUDGET WHICH WILL BE REMINDED EACH DAY TO EACH EMPLOYEE ON EVERY INSTANCES: (40 Cr/ A in FY 18-19 & 100 Cr by FY 2024-15 and maintaining it)
HAVING KNOWS THE TARGET TO SELF (ADMINISTRATOR) IS NOT SUFFICIENT. BUT THIS FACT HAS TO BE RE ITERATED TIME AND AGAIN TO ALL THE TEAM MEMBER AS THIS WILL PROMPT THE EMPLOYEES REALISE THAT, THE DUROFIT MANAGEMENT HAS A CLEAR VISION AND OBJECTIVE, THERE THEY WANT TO REACH. THIS WILL BE APPRECIATED BY ALL THE EMPLOYEES AND THIS CREATES A CONSENSUS AT IDEM A MASSIVE GROUP FOCUS THOUGHT, WHICH WILL MAKE THE OBJECTIVES ATTAINABLE AND ATTAINED.

3. PREPARATION OF STANDARD OPERATING PROCEDURE (SOP) FOR EACH DEPARTMENT & RELATED ACTIVITIES:
S.O.P PREPARATION AND IMPLEMENTING IT SELF BY THE ADMINISTRATOR IS KEY TO HANDLING HIS JOB PROFILE IN A RESPECTABLE WAY. HE ALWAYS KNOWS THE AGREEMENT OF KRA & SOP GIVEN TO EMPLOYEE IS THE BEST COMMUNICATION HE HAS MADE AND THE SIGNED COPY OF ACKNOWLEDGEMENT HE KEEPS WITH HIM IS THE BEST CONTROL TOOL HE POSSES FOR FORCING THE EMPLOYEE TO WALK IN THE PATH DIRECTED BY COMPANY AND ACHIEVE ITS OBJECTIVE. FURTHER ACTIONS LIKE UPGRADE AND IMPROVISATION AND EVEN TERMINATION OF A KEY EMPLOYEE ON THE BASIS OF KRA & SOP CAN BE ACHIEVED IF ONLY THE ADMINISTRATOR POSSES THE DEEP KNOWLEDGE AND UNDERSTANDING OF KRA AND SOP OF CERTAIN JOB PROFILE IN WHOLE OPERATIONS PROCESS.

AN ADMINISTRATOR WHO FOLLOWS KRA AND SOP MADE BY OTHERS BLINDLY CAN NEVER DO JUSTICE TO HIS JOB.

4. FILING OF IMPORTANT DOCUMENTATION GIVEN PRIME PRIORITY: –
MAKE SURE THAT ALL EMPLOYEES MAINTAIN FILING AS PER THE FILING REQUIREMENTS PUT FORWARD IN S.O.P OF EACH EMPLOYEE. LINK FILING TO ATTENDANCE POLICY. AS IF THERE NO FILING DONE, THEN THE DATABASE FOR ERP AS WELL AS EXCEL BASED TRACKER CANNOT BE MADE RESULTING IN CONFUSION AND LOSS OF PRECIOUS WORK HOURS. FILING IS DIRECTLY LINKED TO PRODUCTIVITY AND USABILITY SO NO COMPROMISE SHOULD BE MADE IN FILE MAINTENANCE AND STRICT ACTION MUST BE TAKEN, IF PROPER FILING IS NOT MAINTAINED BY EMPLOYEE.

5. KRA PREPARED FOR ALL EMPLOYEES AND TAKE ACKNOWLEDGMENT: –
KEY RESPONSIBILITY AREAS (KRA) WITH DETAILED ROLES & RESPONSIBILITY OF EACH EMPLOYEE:
KRA & SOP MUST BE EXPLAINED POINT BY POINT TO EACH EMPLOYEE AND TAKEN ACCEPTANCE & ACKNOWLEDGEMENT FROM EMPLOYEE. THIS IS MUST TO AVOID ANY CONFUSION THAT EMPLOYEE MAY HAVE.

6. TEAM BUILDING THROUGH TARGET & WORK ALLOCATION TO EACH EMPLOYEE ON DAILY BASIS: –
FOR EACH DEPARTMENT AND TAKE FEEDBACK EACH DAY IN PRINT AND ANALYSE HOW MUCH ACHIEVEMENT THEY HAVE MADE. RATE IT AS PERFORMANCE ACHIEVEMENT & USE THIS DATA FOR PERFORMANCE APPRAISAL, PROMOTION & DEMOTION AS WELL AS FIRING. BENCHMARK IS ALWAYS S.O.P AND THE NEED TO ACHIEVE ANNUAL SALES TARGETS AND REVENUE GENERATION.

ONE OF THE BIGGEST ADVANTAGE OF THIS IS THIS ACTIVITY CREATES A POSITIVE WORKING ENVIRONMENT IN COMPANY WHERE HARD WORKERS ARE DULY REWARDED & CREDITED FOR THEIR EFFORTS AND SLOW MOVERS ARE FORCED TO MEET THE SPEED OR IF IN CASE NOT ABLE TO PERFORM ASKED TO STEP ASIDE INSTEAD OF SLOWING DOWN THE WHOLE TEAM:
THIS IS THE MOST IMPORTANT & MOST REWARDING ACTIVITY DONE B ADMIN & HR IN CHARGE DONE FOR DUROFIT. THERE IS A VAST SCOPE OF ADVANTAGE & DISADVANTAGE TO BE TAKEN OUT FROM THIS ACTIVITY BY SELF WHICH IS BOUNDLESS.

7. KEY PERFORMANCE INDICATORS (KPI) & MIS REPORTS ON DAILY BASIS TO ASSES PERFORMANCE MERITS & DE MERITS OF EACH EMPLOYEE.
KPIs ARE THE ALARMING BELLS, WHICH SHOULD INITIATE THE RECTIFICATION AND CORRECTIVE ACTION PLAN. WITHOUT PROPER REGISTERING AND ANALYSIS F KPIs OR MIS REPORTS, NO ANALYSIS AND IMPROVEMENT PLAN IS NOT POSSIBLE. SO, THE ADMN & HR IN CHARGE MUST GIVE SPECIAL IMPORTANCE AND CARE TO OBTAIN THESE REPORTS FROM ALL EMPLOYEES WITHOUT COMPROMISE.

8. ANALYSIS, INTERPRETATION OF COST TO COMPANY (CTC) OF EACH EMPLOYEE VS PERFORMANCE AND REVENUE GENERATION HE COULD ACHIEVE: –
ANY ORGANISATION HAS TO MEET IS COSTS AND REVENUE MUST BE GENERATED. EACH EMPLOYEE MEANS COST AND THE REVENUE OF THE PROPOSED JOB HE HAS TO DO DUTIFULLY AND CREATE REVENUE. THERE MUST BE A REVENUE COST MODEL TO DEFINE HIS EXISTENCE AND RELEVANCE IN TERMS OF THE MINIMUM REVENUE HE MUST BUILD.

HIS C.T.C MUST BE EVALUATED IN TERMS OF THE TOTAL REVENUE HE HAS CREATED (WHICH IS HIS TARGET) FROM HIS JOB PROFILE EVERY MONTH AND THIS SHOULD BE COMPARED WITH THE REVENUE HE HAS CREATED. IF IT IS IN THE DESIRED LIMITS, HE SHOULD BE CONSIDERED AS A PERFORMING ASSET AND SHOULD BE ASSIGNED AS AN IMPORTANT ASSET FOR THE COMPANY. HE IS NATURALLY ENTITLED FOR AN INCREMENT OF 11% GROWTH IN HIS MONTHLY SALARY Y.O.Y IN THIS CASE.

9. ATTENDANCE LINKED TO FILING & MIS REPORTS: –
IMPLEMENTING MARUTI SUZUKI INDIA LTD (MSIL) RECOMMENDED ATTENDANCE POLICY THAT ATTENDANCE WILL BE POSITIVE OR NEGATIVE BASED ON BASIC FILING COMPLETION, DAILY MIS REPORTS:
IN INDIA PEOPLE GENERALLY CARE FOR 2 THINGS WHILE WORKING IN AN ORGANISATION, WHICH IS ANYTHING THAT THEY GIVE IN WRITING AND ANYTHING THAT THEY HAVE TO DO WITH SALARY CREDIT.

FILING OF IMPORTANT DOCUMENTS & MIS REPORTS IS LINKED TO SALARY POLICY. REASON IS, THESE 2 ARE THE SUBJUGATIVE EVIDENCE THAT, THE PERSON WAS AVAILABLE IN COMPANY AND WAS ACTUALLY WORKING. FILING IS A PROOF THAT HE WAS MAKING HIMSELF AVAILABLE FOR THE BETTERMENT OF HIS TEAM AND COMPANY BY TAKING EFFORTS TO PUT THINGS IN ORDER BY DOCUMENTING IT. AND REPORTS ARE A PROOF THAT, HE HAS ACTUALLY TAKEN EFFORTS TO CLOSE THE QUERY AND TASK GIVEN TO HIM. SO THE ABSENCE OF BOTH CLARIFIES THAT, HE WAS NOT AVAILABLE OF THE WORK HE HAS BEEN RECRUITED FOR, AND CAN BE MARKED AS ABSENCE OF WORK. WHICH MEANS, THE TOTAL SALARY ALLOCATED TO HIM IS DIVIDED ON DAYS OF WORK AND DEDUCTED ON THE BASIS OF ABSENCE OF WORK ON THOSE DAYS HE HAS NOT FULFILLED FILING OR REPORTING.

10. MAINTAIN DISCIPLINE & HYGENE AT WORK PLACE WITHOUT COMPROMISE: –
NEVER ALLOW ANY EMPLOYEE TO DISRESPECT COMPANY POLICY, PROCEDURES AND COLLEAGUES INTEGRITY. STRICT ACTION MUST BE TAKEN AGAINST THE ERRING EMPLOYEE. THE ADMIN & HR HEAD IS ENTITLED TO FIRE AN ERRING EMPLOYEE WITH REMINDER OR WITHOUT REMINDERS BASED ON THE NATURE OF INDISCIPLINE ACTIVITY DONE BY EMPLOYEE:
OFFICE TIMINGS, MAINTAINING A CLEAN WORK ENVIRONMENT, SAFE KEEPING OF FILES, REPLYING TO EMAILS, THE TONE AND LANGUAGE OF COMMUNICATION OF EMPLOYEE WITH COLLEAGUES, SUPERIORS, SUBORDINATES, SUPPLIERS, CUSTOMERS, SERVICE PROVIDERS ALL COMES IN DISCIPLINE.

11. MONTHLY INTERNAL AUDITING & ANALYSIS & ERROR PROOFING: –
CONDUCT ISO 2015 BASED INTERNAL AUDITING EVERY MONTH: PURPOSE IS TO SEE AND EVALUATE WHAT OS REQUIRED AND WHAT IS THE REAL SITUATION. BY TAKING CARE OF THE DEVIATIONS, IMPROVISE AND IT IS POSSIBLE TO HAVE FULL CONTROL OVER MAKING THE COMPANY AUDIT READY ANY MOMENT (SYSTEM AUDIT, PROCESS AUDIT, GREEN AUDIT)

12. COST CENTRIC AND REVENUE FOCUS IN EACH & EVERY ACTIVITY: –
LEAN MANUFACTURING, JIT, TPM, KAIZEN, ISO ARE ALL LEADING TO ONE OBJECTIVE, REDUCING COST, REDUCING WASTAGE OF MATERIAL, TIME, ENERGY AND INCREASING REVENUE RATHER THAN ALWAYS FOCUSING ON SELLING AT HIGHER PRICES AND OVERLOOKING MUCH MORE SEVERE COST INCUR IN OPERATIONS. MANY COMPANIES HAVE GONE OUT OF BUSINESSES AS THEY WERE NOT ABLE TO CONTROL COSTS, AT THE RIGHT TIME AND THIS HAS DAMAGED THE WORKER CONFIDENCE, UNSEEN LOSSES CRIPPLING THE COMPANY FROM WITHIN. THE ADMIN & HR HEAD SHOULD HAVE A VERY CLEAR UNDERSTANDING ABOUT THIS COST CONTROL ASPECT & SHOULD MAKE SURE WE NEVER OVER SEE THIS FACTOR.

FOCUSED AREAS OF ADMINISTRATOR & HR IN CHARGE:

a. Always prepare and keep back up personal/ resumes for back up in case if the current employee is not willing to improve and not performing consistently as required.

b. Conduct recruitment, training, MONITOR, CONTROL & UPGRADE SELF AND EMPLOYEES TO MEET THE OBJECTIVE, MISSION & VISION OF DUROFIT CORP.

Education-

UG: Any Graduate – Any Specialization

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