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Job Description - HR Admin Officer PDF

The HR & Admin Officer is responsible for managing the entire employee lifecycle including recruitment, onboarding, attendance, leave, payroll, performance management, and separations for staff in the district office of Foundation to Educate Girls Globally. The position will lead administrative functions and a team of 1-2 people. Key responsibilities include maintaining employee records; ensuring timely recruitment, induction, and appraisals; processing payroll; and handling employee grievances. A postgraduate degree in HR or social sciences plus 3-5 years of experience is required.

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Sajid Pasha
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2K views

Job Description - HR Admin Officer PDF

The HR & Admin Officer is responsible for managing the entire employee lifecycle including recruitment, onboarding, attendance, leave, payroll, performance management, and separations for staff in the district office of Foundation to Educate Girls Globally. The position will lead administrative functions and a team of 1-2 people. Key responsibilities include maintaining employee records; ensuring timely recruitment, induction, and appraisals; processing payroll; and handling employee grievances. A postgraduate degree in HR or social sciences plus 3-5 years of experience is required.

Uploaded by

Sajid Pasha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Job Description – HR & Admin Officer

Designation HR & Admin Officer


Location District Office
Employment type Renewable fixed term contract
Report to District Manager & Assistant Manager – HR & Admin
Direct reportees Administrative Assistant

Organization Background
Foundation to Educate Girls Globally (www.educategirls.ngo) is holistically tackling issues at the root
cause of gender inequality in India’s education system. Our comprehensive model reforms government
schools through community ownership and reaches up to 90% enrolment, higher attendance and
improved learning outcomes for all girls. Founded in 2007, the non-governmental organization has a
management and outreach office in Mumbai and operations in Pali, Jalore, Sirohi, Ajmer, Bundi,
Rajsamand, Bhilwara, Udaipur, and Jhalawar in Rajasthan and Jhabua in Madhya Pradesh. At this period,
the organization is set to grow, and expand its reach of services beyond Rajasthan. As such, we have
committed to launching interventions in multiple new geographies across India over the coming 3 years.

Position
The HR & Admin Officer is directly responsible for all the employee life cycle management for following
positions and accountable to ensure for the other positions in district level.
- District Level Officers, Assistants, Block Officers, Field Coordinators, Data Entry Operators, Office
Assistant, Guest House Assistant, Tele Callers, and Help Desk Executives.

In addition s/he will lead the administrative function in the district, manage the admin assistant and in
his/her absence handle administration directly.

Job Responsibilities

1) Recruitment:
 Maintain a database of budgeted positions viz-a-viz current status, number of vacant positions
and work towards providing suitable manpower for vacant positions.
 Get directions from the Manager HR & Admin about the new positions, contribute actively in
planning the recruitment cycle of such new requirements and implement them.
 Completely responsible for recruiting the positions of Block Officers, Field Coordinators, Data
Entry Operators, Office Assistant, Guest House Assistant, Tele Callers, and Help Desk Executives.
 Generate offer letters; contract letters for the selected candidates issue them.
 Collect documents from employees as per standard checklist
 Maintain the personal files of the positions mentioned above at district level and update them
regularly.

2) On boarding and Induction:


- Responsible for planning and ensuring systematic induction for all new employees of the
designations.
- Ensure that induction plan is signed off and filed in the personal file of all employees.

3) Attendance and Leave management:


- Track the attendance of all staff day wise in provided excel format (or) in the HRMIS as per
organization requirement and communication.
- Track leave database, eligibility, availed and closing balances of leaves for the district in excel
format (or) HRMIS.
- Provide this information on monthly basis to the HR & Admin Manager for payroll input.

4) Salary Processing / Payroll


- Provide payroll inputs such as attendance summary, leave summary, other deductions to payroll
employee wise in specified format for processing payroll.
- Ensure that salary slips are distributed to all staff of the region.

5) Employee data
- Maintain the complete data base of all employees in payroll in specified excel sheet / HRMIS and
update them regularly with any changes
- Maintain the standard database of Team Balika’s in specified format and update them regularly
with changes. Create a channel of communication with operations to ensure that this
information is available with HR precisely.
- Maintain and update the organograms for the district along with the master data of employees.

6) Performance Management
- Track Probation reviews with timelines and ensure outcomes are communicated formally
through letters.
- Communicate the process of annual / midyear appraisals, receive, verify the forms and share
the consolidated outcome in specified formats.
- Ensure that contract renewals are done in a timely manner.

7) Employee Separation
- Ensure resignation letters are received for employees who intend to leave.
- Conduct exit interviews in specified formats and share with Manager HR & admin on a monthly
basis.
- Follow up for the clearance certificate and ensure final settlement is done within standard
agreed timeline.
8) Data Management
Maintain the HR files such as employee personal files, recruitment file, PF related documents at
the district level

General
- Be the central person for all HR and Admin related communication for the district.
- Visit and participate in the block level review meetings twice in a month.
- Handle employee grievances formally and informally, forward them to concerned department
and follow up for resolution.
- Play the role of Employee champion by knowing and counseling their employees as and when
required.

Education, Qualification and skills needed


 Post-Graduation in Human Resources, or Social Sciences,
 Minimum 3-5 years of experience in HR & Admin
 A career in non-profit organization will be an asset
 Good knowledge of computer - Windows and Microsoft Office applications (Outlook, Word,
Excel)
 Fluent in Hindi, good in English

How to Apply
Please send a CV & a one page cover letter detailing how you meet the eligibility requirements to
[email protected]

IMP: Please clearly state the role & district that you are applying for in the email subject line. For further
details about organisation please visit www.educategirls.ngo

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