Coordinator of Global People & Talent (SAO) & Administration

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About the Organization

Rotary International South Asia Office (RISAO)  provides services to more than 8000 Clubs and close to 3 lakh Rotary members spread in 7 countries in South Asia i.e. India, Nepal, Bangladesh, Pakistan, Sri Lanka, Bhutan and Maldives beside assisting Rotary International headquarters located in Chicago, IL, USA by providing guidance/dissemination of Rotary’s policies and procedures to Rotary leaders in South Asia, handles legal & stewardship issues & contributions received from India as well as financial reporting of Fiscal Agents in other countries in South Asia.  RI South Asia Office embodies the beliefs, thoughts and practices of Rotary International. Our core values of trust, empowerment and teamwork is a reflection of the same.

Job Description

This position supports the Rotary International South Asia Office team, and manages the day-to-day People and Talent function (in conformity with Rotary International (RI) World Headquarters (WHQ) Global People & Talent policies) and general Administration functions of Rotary International South Asia Office (SAO) in consultation with Manager of Global People & Talent (SAO) & Administration , including job descriptions, employee recruitment & retention, compensation & benefits administration, development and documentation of policies and procedures consistent with WHQ, employee relations, employee communications, employee orientation, employee safety & welfare, training and development, performance management, compliance with applicable employment laws and related legal matters & disciplinary matters in Rotary International South Asia Office. This position is also responsible for and general administration supervising and is directly responsible for the work output of Correspondent, Administration, and related team members.

Job Responsibilities

• Responsible to maintain discipline and decorum of the office, i.e. SAO.  Responsible to sort out inter-personal issues whenever they arise in SAO.
• Initiate disciplinary action on staff as per RI & RISAO Policies & Procedures Manual & Government of India rules should such a situation arise.
• Maintain all HR documents and ensure maintenance of personnel records of all SAO staff.
• Improve and manage the GP&T (SAO) function (in conformity with WHQ Global People & Talent policies) including job descriptions, employee communications, compliance with latest employment & labor laws, daily staff attendance, all legal matters, insurance of personnel & property (at replacement value) and commercial general liability, disciplinary (including interpersonal) matters, etc.
• Responsible for all GP&T (SAO) functions including training, recruitment and administration of SAO.
• Keep SAO Policy & Procedures Manual and all other manuals updated through periodic review and revision (keeping in view both RI & Government of India policies), once a year.  Always ensure their compliance by SAO staff through acceptance in Workday.
• Carry out training needs analysis and conduct in-house training, in addition to nominating staff for external training, keeping in view the approved staff development budget in consultation with Manager of Global People & Talent (SAO) & Administration.
• Enhance and implement strategic plan for SAO, keeping in view the strategic plan of RI, The Rotary Foundation (TRF) and Secretariat at WHQ and keep it updated in consultation with Manager of Global People & Talent (SAO) & Administration.
• Ensures administration of the SAO including purchases, publications, printing and order processing and maintenance of office facilities are correctly carried out by Correspondent Administration.
• Oversee compliance with all applicable Government of India laws and statutes, keeping in view the Rotary policies.
• Be familiar with all aspects of the organization, including Club and District Support (CDS) and TRF Code of Policies, Manual of Procedure, minutes of RI Directors and TRF Trustees’ meetings and financial policies pertaining to RI & TRF and other departments at WHQ.
• Obtain general and particular information pertaining to SAO from RI Portal & RI website and disseminate relevant information to staff of SAO.  Also ensure relevant information regarding SAO is posted on RI Portal.
• Ensure that all contracts & leases are prepared as per RI policy and Government of India rules and regulations with the help of Manager, Legal.
• Help Manager of Global People & Talent (SAO) & Administration in developing and improving performance benchmarks and other tools to evaluate the effectiveness of all the teams of SAO.
• Provide on-site support for international meetings and represent Rotary at selected conferences and seminars assigned.
• Other duties and projects as assigned.

Supervisory Responsibility

• Responsible for functioning of Global People & Talent (SAO) and Administration team, at present comprising of one Correspondent, Administration & IT and two Assistants, viz., Front Desk & Dispatch.
• Managing Dispatch & Reception,  and IT.

Budget Responsibility

• Assist reporting Manager in preparation of SAO GP&T(SAO) and administrative budget.  Keep a constant track of expenses with respect to the approved budget on a monthly basis and bring any variation to the notice of IO Manager so that timely remedial measures can be taken to ensure its correct implementation.

Internal Contacts

• IO Manager, Manager of Global People & Talent (SAO) & Administration and all staff members of the SAO, appropriate staff in other International Offices and WHQ.

External Contacts

• Vendors, appropriate local government and municipal authorities, training faculties, management development and recruitment agencies, Rotarians at the club & district level and Senior Rotary leaders.

Equipment Used

• Personal computer & telephone.

Education Qualification/Required Skills & Experience

• Bachelor’s degree is required. Post Graduate degree / Diploma in business administration, preferably with specialization in Organization Behavior and/or HRD desirable.
• A minimum of 5 years professional experience in a middle management position is essential.
• Exposure to business operations of an international office environment preferable.
• Good operational and theoretical familiarity with all computer systems and packages essential.
• Familiarity with employment laws at Delhi & NCR, and other related statutes and Government rules including Shops & Establishments Act applicable at Delhi & NCR.
• Experience in dealing with employees related legal matters required.
• Strong time management and prioritization skills to effectively manage multiple tasks concurrently.
• Strong analytical skills and should be able to compile & collate data and generate reports on employment related matters.
• Good decision-making and problem-solving skills and ability to plan ahead.
• Strong motivational skills to enhance productivity of staff members.
• Good knowledge of employees’ compensation process.
• Strong knowledge of project management.
• Skills to delegate tasks effectively and ensure timely completion.
• Knowledge of accounting and ability to supervise financial transactions of an organization efficiently.
• Strong administrative & interpersonal skills are essential.
• Strong orientation towards “Customer service”.
• Ability to work with diverse cultures.

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