Branch Administrator

slyJob Location - Haldia

Role & responsibilities

BRANCH ADMINISTRATOR (B & C TYPES)

PRIMARY RESPONSIBILITIES

Be responsible for administration of Branch/Operations Unit

REPORTING

• Regional Branch Manager (solid)

SPECIFIC RESPONSIBILITIES

1. Liaison with Statutory & Government bodies

Ensure compliances, approvals, licenses and liaison with government agencies in consultation with regional HR, IT, Finance, QHSE.

2.Human Resources

Ensure administrative support to Regional Branch Manager:

• Coordinate and process Sub Contract agreements in coordination with HR, Legal and/or Business
• Coordinate employment joining and seperation formalities
• Handle transactional HRIS and payroll activities locally
• Coordinate employee and industrial relations, labour-specific legal and disciplinary matters in consultation with Regional HR
• Support the Regional Branch Manager in execution and coordination of corporate policies, processes and systems
• Maintain and control records of leave, attendance and time sheet in the branch/Operations Unit

3.Finance

• Ensure implementation of Finance Procedure manual, including Delegation of Authority Matrix in the Branch / Region
• Ensure smooth flow of primary source of documents to Corporate office for data entry
• Keep track of movements, ensure insurance coverage of all additions and timely disposal of old/obsolete assets
• Ensure timely follow up for collection of TDS Certificates
• Update and report all open Purchase Orders on monthly basis
• Report timely to Regional Branch Manager on any upcoming claims
• Liaise with Taxation Manager for current compliance and ongoing matters under indirect taxes
• Coordinate with Finance Manager for banking operations

4.IT

• Ensure implementation of IT policies in coordination with Regional IT Coordinators
• Ensure set up and maintenance of server room environment and controls

5.Procurement

• Follow the corporate Procurement guidelines

6.QHSE & Compliance

• Follow-up on integrity training status in the Branch and send monthly status report to Compliance
• Ensure all QHSE Policies, plans and requirements including statutory & regulatory, are complied with in the Branch
• Facilitate monthly QHSE meetings and review QHSE performance of the Branch against the defined indicators to ensure that targets are achieved and report to the Regional Branch Manager
• Ensure that all audits are followed up and the CARs closed in a timely manner in consultation with QHSE and Businesses
• Ensure that HSE aspects are considered in all activities and operations and staff induction
• Ensure effective emergency plans, equipment and mock evacuation drills are implemented in all facilities in the Branch
• Lead HSE initiatives for a safe and hygienic work environment and ensure that reporting of near-misses, hazards, and safety/security incidents is done to the QHSE national team
• Ensure security of facilities, personnel, data, etc. as per applicable guidelines

7.Business Continuity Management (BCM)

• Liaise with Regional Branch manager to understand the BCM plan and ensure team readiness

8.Facility Management

• Finalize and execute all lease agreements of properties at the Branch/Operations Unit in consultation with Regional Branch Manager
• Finalize and execute all service contracts and annual maintenance contracts cost-effectively
• Ensure that all required utilities (Type - e.g. electricity, water, gas - Legality, Capacity) and commercial connections meet business demands
• Maintain IT equipments including UPS

9.Travel Cost management

• Ensure claims are submitted with supporting documents and within specified limits
• Negotiate with local travel vendors and hotels

Preferred candidate profile

• Graduate degree, preferrably in Administration Management
• Minimum 5 years of experience in Business/Function
• Strong working knowledge of all aspects of Branches/Operations Units
• Ability to effectively work with different people across and outside the organization
• Team player
• Ability to build trust, respect and confidentiality
• Show adequate balance between firmness and diplomacy
• Ability to work under own initiative and independently
• Ability to work un der pressure and to coordinate several activities simultaneously
• Flexible approach to work and able to react effectively to a rapidly changing environment
• Be a change agent and model, challenge the status quo and bring creative solutions
• Financial skills
• Organizational skills
• Fluent English on top of the local language
• Knowledge of IT systems, particularly MS Office applications