ROLE PROFILE

INSTRUCTIONS TO RESPONDENT
 Please describe the position as if it was vacant and you have been asked to describe the major job
elements.
 Please do not overstate or understate answers.
 Please attach additional sheets if required.
DATE: 8TH APRIL 2013
POSITION DATA
Name of Incumbent: Location: Rabale W-408
Position Title: Administrative Officer Department: Admin
Supervisor’s Name: Ms. Aarti Manjrekar Supervisor’s Position: Executive – HR & Admin
Responses Provided By: Self Familiar with Job Role: Yes

Sr. G M

Sr.
Sr. Manager
Manager -- Finance
Finance &
& Head
Head --
Accounts

Executive - HR & Admin

Administrative Officer

Administrative
Administrative Administrative
Administrative
Assistant
Assistant Assistant
Assistant

DIRECT REPORTING NOS. : 02

DOTTED LINE REPORTING NOS.:
PURPOSE OF THE ROLE (BRIEF DESCRIPTION)
The purpose of this role is to take care administration activities for the organization. The role must ensure that all
employee related policies and procedures are implemented and followed.

GENERAL EDUCATION, CERTIFICATION & EXPERIENCE

Educational qualifications for the job:
a) Desired : Graduate
b) Minimum : Graduate
Experience required for the job:
a) Desired : 5 Years Experience
b) Minimum : 3 Year

CRITICAL SKILLS & COMPETENCIES

Please indicate critical skills and / or special requirements for the job.

Domain
Administration, Employee Relation, Industrial Relation, Labour Laws
__________________________________________________________________________________
Functional
Admin related work, Managing attendance system, HR Align administration, payroll process.
 ________________________________________________________________________________________
Role Competencies
Interpersonal Sensitivity, Networking, Communication
_______________________________________________________________________________________
Band Competencies
Practical, Initiative / Proactive, Systemic & Systematic

Core Competencies
Passion for Excellence, Communication, Customer Orientation, Quality Focus, Continuous Learning, Creativity &
Innovation, Drive for Results
KEY DELIVERABLES & ACTIVITIES
1. Describe in detail the position’s key deliverables and the activities done to attain these. Do not describe
very minor tasks (e.g. Sign requisitions). After listing key deliverables and activities mark the
importance of each activity as High – H; Medium – M; or Low – L. Give a % estimate of time spent on
each activity of your total monthly work time available.
2. In detailing your key deliverables and activities, focus on two (2) major responsibility areas:
CORE: Domain and / or operational responsibilities (e.g. functional duties only)
PEOPLE MANAGEMENT: Responsibility for leading, motivating, and developing staff

KEY DELIVERABLES & ASSOCIATED MAJOR ACTIVITIES

Sr. Key Deliverable / Major Activities Measurement % Relative Remarks
No. Criteria Time Importance

1. Admin & Employee Welfare: Down time of 30% High

 Transport, Telephone-lines, security, housekeeping & transport service
guest management. Quality & timing
 Medical checkups, Mediclaim, personal accident failure in canteen
related work Statement of
 HR Align database administration claims
 Implementation of policies & procedures T&D report,
 Co-coordinating in T&D, employee orientation survey survey report,
activities MIS report
 Handling ISO formalities Maintaining petty
cash records for
 Handling Gratuity, insurance etc.,
Quarterly records
 Imprest entries in Tally & JDE

2. Salary Payroll: 25% High

 Handling attendance of all regions of company & co- Meeting
coordinating with branches for the same. Assisting in deadlines / Cut
disbursement of the salaries, wages or contract fees. off of 2nd of
Disbursement of salaries to outsource employees Every month
 Assisting statutory employment rules for all salaried
employees Error free reports
 Maintain leave records monitoring overtime, PF &
gratuity nomination forms.
 Submission of returns
 Preparing deduction statements like PF & FPF
Statement, Income Tax, ESIC etc.
3. Statutory Compliance: 20% High
 Filling PF nomination & withdrawal, pension forms and
forward to PF office in stipulated time
  Co-coordinating with the PF consultant for all PF
related documentations, Challan, settlements, queries
etc
 Handling online registration of new joinee, online
monthly submission & other online activities of ESIC. 15th of Every
 Maintain all the records of PF & ESIC Challans, Form month
12-A etc
 Maintaining record of PF Nomination & Withdrawal
forms 19 & 10C of new joined employees & left
employees
 Handling online monthly payment of PF & ESIC
 Complete the PF withdrawal procedure of employees
who have resigned 100%
 To liason with govt. officials for labor statutory compliance,
compliance timeliness

INTERNAL AND EXTERNAL CONTACTS

Please describe the types of communication, interaction, and coordination with internal and / or external parties
as required for your position. Please EXCLUDE interaction with your immediate superior. Importance can be
marked as High – H; Medium – M; or Low – L. Give a % estimate of time spent on each type of contact of your
total monthly work time available.
Internal and Purpose & Type of Interaction Approximate Time spent Relative
External Contacts Frequency per month Importance

All Employees Official Purpose, Tele/Email/Face to Face Daily 90% High

Interaction
Customer / Business Purpose, Tele/Email/PF consultants Monthly 10% Low
Consultants

Supervision Type Description Approximate Time spent Relative

Frequency per month Importance

General Supervision Supervision of activities related to the Daily 20% High

that of the position in question
(overseeing work of colleagues)
Administrative Supervision of all administrative Daily 40% Medium
Supervision activities related to that of the position
in question (overseeing administrative
requirements of colleagues /
subordinates)
Immediate Supervision Overall Supervision of activities of Daily 30% Medium
subordinates or direct reportee
Policy Guidance Have to provide inputs to the Monthly 10% Medium
management on policy issues
pertaining to position / division /
function
DECISION-MAKING
Please describe typical decisions made by this position, including financial accountability. Under type of decision
indicate if it is Financial, Information, Logistics, Material or Employee related. Please do not indicate any trivial
decisions.
Details of Decision Type of Decision Independent/ Team Responsibility of
 Or with Boss Decision with
1. PF & ESIC monthly online payment Employee Team Boss
2 Calculating Salary of all employees Employee With Boss With Boss
Handling gratuity, Full & final
3 Employee With Boss With Boss
settlement of left employees
4 New joining & exit formalities Information Independent Self

Role Type Description Time spent per Relative Importance

month
Participating Collaborating, Team working 50% High
Assisting Providing support to other functions, activities 25% Medium
Making decisions, idea generation for the team (more
Deciding 15% Medium
managerial)
Resource Sharing Information gathering and dissemination 10% Low
Leading Providing leadership, strategizing, motivating the people NA NA

Role holder__________________________ Supervisor__________________________

Date & Date &

Signature___________________________ Signature___________________________