HR Assistant

Relevant Experience: 

• For the position of HR Assistant, a degree (graduate/masters) in business administration from recognized university
• 2-3 years of experience in HR Management is considered necessary.

Preference will be given to the person who has demonstrated experience in working in multi-cultural teams and contexts.

Job Description:

1.      Communication and coordination:

• Facilitate individual meeting, staff meetings & manager meetings, as and when required.
• Coordination with other locations.

2.      Role with Support Functions:

• Facilitate Operations team in ensuring a healthy environment and promote desired organization culture, when required.
• Supporting department HOD, managers, DRD and RD when required.

3.      HRD:

a.      Recruitment & Selection process:

• Facilitation in completing SRF, advertising, longlisting, shortlisting of candidates, scheduling interviews & conducting tests (online +In person), Facilitating interview process as required, reference checking, security clearance, onboarding etc.
• Maintain Recruitment file with proper checklist and ensure all recruitment related documents are in place.
• Facilitation in Orientation plan for new joiners along with relevant supervisors and file completed signed orientation plan within 2 weeks of joining.
• Regularly update and share recruitment tracker with supervisor and HOSF.
• Responsible for Recruitment of Interns and maintaining renewals of interns’ contracts.

b.     Staff Separation:

• Facilitation in Staff Exit process i.e. clearance form, settlement wavier, handing over notes.
• Share filled/completed clearance form along with waiver form with supervisor or Finance department (after approval from supervisor), as and when required.
• Draft experience certificate and get approved from Manager HR/HOSF.
• Maintain experience certificate issuance tracker.

 

c.      HR Personnel files and Database Management:

• Prepare staff HR file as soon as staff hiring process is initiated.
• Maintain proper file with tagging and completed/verified Checklist and indexing.
• Enter staff record in HR database.
• Keep hard and soft copy of HR personnel file of each staff member.
• Facilitation in updating staff record on MIS on regular basis and generate reports as ad when required.
• Maintain intern’s database in hard and soft file
• Inform supervisor and finance about any updates/changes in intern contractual terms.
• Support in maintaining Consultant process in hard and soft file along with tracker in support of supervisor/HOSF.

d.     Vendor Contract Management & Payments processing

• Processing Job AD invoices for payment, sharing tax challan and updating vendors on payments released accordingly.
• Maintain vendor payment tracker
• Keep supervisor updated on vendor contract renewal and closure.
• Timely initiate renewal process with the support of Supervisor and HOSF. 

e.      Staff health insurance & Accidental insurance list

• Keep staff health insurance & Accidental insurance list updated in coordination with supervisor and HOSF.

f.       Monthly & Annual Reports:

• Prepare Monthly Annual Achievement Reporting
• Prepare staff fluctuation report for Health & Group life Insurance
• Prepare Monthly EOBI report
• Any reports as and when required by other departments (in consultation with Supervisor & HOSF)

g.      Employee Relations:

• Internal Circulation of office Memos, Webinars and E-courses.
• Facilitation in organizing and conducting Staff training and development sessions.
• Maintain attendance record for webinars, training sessions etc.
• Maintain certificates of e-courses in staff personnel files

h.     Audit facilitation MIS Facilitation

• Report any errors to supervisor and HOSF
• Support staff members in handling MIS
• Resolve issues in consultation with Supervisor, HOSF and developer.
• Enter new joiner record as soon as they join and orient them on making profiles on MIS.
• Facilitation in Internal as well as External Audits.

i.       Performance Evaluation

• Maintain Probation evaluation tracker and inform Manager and HOSF about end of probation period 15 days prior to end of period.
• Facilitate in conducting Annual performance evaluation
• Facilitate in making HR Orientation presentations as well as designing new presentations for revisions in staff rules & Guidelines.
• Handle HR tasks in absence of supervisor and provide full support to HOSF in best possible manner.
• Any task assigned by Head of Support Functions and Manager HR.

 The responsibilities listed above cover most of the tasks that would be performed by the individual in this position; however, the HR Assistant can also be assigned other relevant official tasks by HOD Support Functions/ RD / Management as and when required.