Job Summary

To supervise and oversee the functioning of general administration and ensure effective deployment of admin services across the organization within the given costs keeping high internal and external stakeholder satisfaction

Roles & Responsibilities

• Provide best in class administrative services to all IFFCO associates keeping in mind employee and business interests
• Formulate and implement administrative policies to support IFFCO Operations, related to facility management, housekeeping, catering, travel & business visa services, visa and on boarding services ,security, including vendor selection and management, as well as all other allied administration and infrastructure services)
• Ensure detailed policies and procedures are documented and updated to guide administrative activities across locations (sites and offices)
• Build and maintain the Annual Operating Plan for workplace services.
• Continuously review the activities of the Administration Team and seek periodic feedback from employees to improve quality of administration services operational
• Ensure administrative setup of new offices as required for business expansion within the approved timelines and cost and ensure maximum employee productivity
• Accountable for effective utilization and upgradation of office space and effective cost management. Develop plans to ensure a state of the art working environment is provided to all IFFCO Group employees with proper infrastructure and ergonomically suitable furniture and working space
• Monitor timely payment of bills and vendor payments after verification of invoices and documents. Approve invoices with reference to contracted rates and emergency purchases.
• Ensure development and implementation of online tools for applications such as help desk to arrange accommodation, travel etc.
• Monitor and supervise functioning and day to day operations at the employee accommodation flats/ labour camps.
• Ensure a smooth visa process management in terms of applications and proactively monitor timeline and SLAs
• Liaise with the prospective employees on their onboarding and ensure a smooth and effective onboarding as per the defined policy and timeline.

KPIs

1. Timely processing of all Visa applications, issue of national IDs and other on boarding documentation - 100 % adherence to SLAs & min 95% employee satisfaction on onboarding

2. % improvement in internal employee satisfaction scores
3. Timely completion of all office upgradation and related construction
4. % adherence to Admin budget and Y-O-Y optimization of corporate Admin budget
5. Satisfactory rating in Internal Audit Scores
6. % timely closures of vendor payments and invoicing

Work experience requirement

Minimum of 8+ years of experience in leading Admin teams, of which 3-4 years should be in a similar set-up

Qualification

Bachelor Degree in any field with relevant work experience

Competencies

Facility Management, Safety and Security Requirements

Local Visa and Immigration Norms

Vendor Management

HR Policies and Processes

Contract Management

Self and Team Management

Planning & Decision Making

Strategic Thinking

Change Management

Ownership & Result Orientation

Business Unit: Corporate-Human Resources (4199)

Business Group: Human Resources (236)

IFFCO