JOB DESCRIPTION ADMINISTRATION MANAGER

You have to work for store & purchase department, House Keeping Department &
Event activities.
Logistics department (COD Processes).
You have to Design and implement office policies & establish standards and
procedures.
You have to Plan and implement office systems, layout and equipment
procurement & maintain office equipment.
You have to Organize office operations and procedures.
You have to Assign and monitor clerical and secretarial functions, supervise staff
& evaluate their performances.
You have to Meet staff requirements, needs and resolve their problems, support to
HR Department.
You have to Maintain all databases including financial and staff reports & prepare
expenses budget and operate within its limits.
You have to Maintain and replenish inventory, check stock to determine inventory
levels & anticipate needed supplies, verify receipt of supply, Co-ordinate with
agencies, organizations and groups.
Directly supervises office support staff. Responsibilities include: interviewing,
hiring, and training employees; planning, assigning and directing work; appraising
performance; addressing complaints and resolving problems.
Adept At Managing Administrative Activities Involving Purchase Of Equipments,
Maintenance Of Procurement, Housekeeping, Safety, Security, Employee Induction
Etc.
Planning And Preparing Monthly Reports Pertaining To Finance Required For
Maintaining Office Infrastructure And Facilities.
Budgeting And Cost Control Measures, Monitoring Budget Vis A Vis Variance.
Assisting The Department In Project Management, Cost Optimization And
Implementing Business Expansion Plans.
Contracts Management.
Cost Control And Ensuring Timely Implementation Of The Project.
Managing Repair, Maintenance & Replacement Of Office Equipments, Appliances,
Furniture, Furnishings, Vehicles, Building, Etc.,
Purchasing, Implementation And Operations Of Security And Surveillance
Vendor Management- Oversee Acquisition, Installation And Commissioning Of
Equipments That Are Required For The Facility IT Systems, Air Conditioning Etc.
Processes, Documentation, Business Control Checks, Audits Etc.
Monitor All Statutory Compliance Areas.
Asset Management Of All Site Operations Assets Across Multiple Locations.
Event Management, Organizing Meetings, Conferences, Making Travel Arrangements
And Hotel Reservations For Guests & Foreign Delegates.
Liasioning And Coordinating With Various Departments Within The Corporate Office
And All Branch Offices.
Active Participation In The Leadership Team For Strategic Business Planning,
Implementation, Client Interaction Etc.

Upkeep Of Office Administrative Facilities And Ensure Availability Of Daily

Miscellaneous Requirements To Provide Harmonious Work Culture To Employees.
Acting As Info-Hub For Providing Administration Related Information And Supervising
Administrative Activities Like General Admin, Verification Of Stationery Stock, Petty
Cash, Courier, Florist, Pest Control, Housekeeping, Etc.
Specialization In Handling Back Office Operations, Inter-Office Correspondence,
Confidential Mails, Quotations, Monthly Billing, Cheques, Etc.
Arranging For Relocation Of Employees From Different Parts Of India Which Includes
Arrangement For Their Home And Family Related Needs Such As School Admission,
Transportation And Taking Care Of Their Household Requirements.
Arranging Accommodation For Onsite Employees By Co-Ordination With Various
Branch Offices And To Continuously Improve The Quality Of Services By Visiting And
Studying The Overseas Location.
Facility management is to ensure that everything is available and operating properly
for building occupants to do their work. The facility manager generally has the most
influence upon the quality of life within a facility.
"A profession that encompasses multiple disciplines to ensure functionality of the
built environment by integrating people, place, process and technology."
Vendor Management is part of Facility Management, it is nothing but a supplier
management.
THIS IS THE DUTY OF A ADMIN MGR
Administrative services managers perform a broad range of duties in virtually every
sector of the economy. They coordinate and direct support services to organizations
as diverse as insurance companies, computer manufacturers, and government
offices. These workers manage the many services that allow organizations to
operate efficiently, such as secretarial and reception, administration, payroll,
conference planning and travel, information and data processing, mail, materials
scheduling and distribution, printing and reproduction, records management,
telecommunications management, security, parking, and personal property
procurement, supply, and disposal.
Specific duties for these managers vary by degree of responsibility and authority.
First-line administrative services managers directly supervise a staff that performs
various support services. Mid-level managers, on the other hand, develop
departmental plans, set goals and deadlines, implement procedures to improve
productivity and customer service, and define the responsibilities of supervisorylevel managers. Some mid-level administrative services managers oversee first-line
supervisors from various departments, including the clerical staff. Mid-level
managers also may be involved in the hiring and dismissal of employees, but they
generally have no role in the formulation of personnel policy. Some of these
managers advance to upper level positions, such as vice president of administrative
services, which are discussed in the Handbook statement on top executives.
In small organizations, a single administrative services manager may oversee all

support services. In larger ones, however, first-line administrative services

managers often report to mid-level managers who, in turn, report to owners or toplevel managers. As the size of the firm increases, administrative services managers
are more likely to specialize in specific support activities. For example, some
administrative services managers work primarily as office managers, contract
administrators, or unclaimed property officers. In many cases, the duties of these
administrative services managers are similar to those of other managers and
supervisors, some of which are discussed in other Handbook statements.
The nature of managerial jobs varies as significantly as the range of administrative
services required by organizations. For example, administrative services managers
who work as contract administrators oversee the preparation, analysis, negotiation,
and review of contracts related to the purchase or sale of equipment, materials,
supplies, products, or services. In addition, some administrative services managers
acquire, distribute, and store supplies, while others dispose of surplus property or
oversee the disposal of unclaimed property.
Administrative services managers who work as facility managers plan, design, and
manage buildings and grounds in addition to people. This task requires integrating
the principles of business administration, architecture, and behavioral and
engineering science. Although the specific tasks assigned to facility managers vary
substantially depending on the organization, the duties fall into several categories,
relating to operations and maintenance, real estate, project planning and
management, communication, finance, quality assessment, facility function,
technology integration, and management of human and environmental factors.
Tasks within these broad categories may include space and workplace planning,
budgeting, purchase and sale of real estate, lease management, renovations, or
architectural planning and design. Facility managers may suggest and oversee
renovation projects for a variety of reasons, ranging from improving efficiency to
ensuring that facilities meet government regulations and environmental, health, and
security standards. Additionally, facility managers continually monitor the facility to
ensure that it remains safe, secure, and well-maintained. Often, the facility manager
is responsible for directing staff, including maintenance, grounds, and custodial
workers.
Administrative services managers generally work in comfortable offices. Managers
involved in contract administration and personal property procurement, use, and
disposal may travel between their home office, branch offices, vendors offices, and
property sales sites. Also, facility managers who are responsible for the design of
workspaces may spend time at construction sites and may travel between different
facilities while monitoring the work of maintenance, grounds, and custodial staffs.
However, new technology has increased the number of managers who telecommute
from home or other offices, and teleconferencing has reduced the need for travel.
Most administrative services managers work a standard 40-hour week. However,
uncompensated overtime frequently is required to resolve problems and meet
deadlines. Facility managers often are on call to address a variety of problems
that can arise in a facility during nonwork hours.

These are the responsibilities of HR dept:

Job Design
The process of defining the way work will be performed and the tasks that a given
job requires.
Recruitment
The process through which the organization seeks applicants for potential
employment.
Selection
The process by which the organization attempts to identify applicants with the
necessary knowledge, skills, abilities, and other characteristics that will help the
organization achieve its goals.
Training
A planned effort to enable employees to learn job-related knowledge, skills, and
behavior.
Development
The acquisition of knowledge, skills, and behaviors that improve an employees
ability to meet changes in job requirements and in customer demands.
Performance Management
The process of ensuring that employees activities and outputs match the
organizations goals.
Some other benefits includes,
Planning an Administering Pay and Benefits
Maintaining Positive Employee Relations
Establishing and Administering Personnel Policies
Ensuring Compliance with Labor Laws

ist of HR activities- for a start-up

Employee Handbook (A document to be submitted to the new joinees)
a. Short introduction of the company (2 pages max)
b. Code of Conduct (3 pages)
i. attendance/ punctuality
ii. absence without notice

iii. telephone and internet use

iv. dress code
v. tobacco products
c. Leave and holidays (2 pages)
d. Performance Policy (1 Page)
e. Grievance Policy (1 Page)
f. Termination Policy (1 Page)
g. One page document for new joinees checklist (documents to be submitted)
2. Recruitment Process (documented) and workforce planning (A standard
document for the management use)
a. Manpower Requisition
b. Standard Procedures of selection
c. Hierarchy of selection
d. Orientation and probation
e. Work Hours / Shift timings, breaks
f. Personnel Information
3. Induction Management (A standard Document for the management use)
a. A chart of organization hierarchy
b. A gist of HR Policies attendance, leaves, performance, office conduct and codes
c. A gist of compensation and benefits
d. A gist of performance review
4.Employee Records (Files with the set of documents one for each employee)
a. Interview details with correspondence
b. Complete and latest CV of the employee
c. Interview records
d. A completed employee form including references
e. Educational certificates and sheets
f. Any other required documents
g. Medical Reports
h. Relocation details if any
i. Work permits and related documents
j. Employment related letters
5. Performance Management
a. Objective of the Performance Reviews
b. Performance goals and criteria for reviews
c. Performance Review Procedure
d. Performance Reviews schedule
e. Performance Reviews Hierarchy
f. Performance Development meetings
6. Compensation and Benefit managemen
a. General Benefits offered to the employees
b. Rewards temporary and permanent
c. Payroll
7. Training Management

a. Need Assessment
b. General Training
c. Topical Training
d. Skill enhancement
e. Advancement of knowledge
8. Exit Process
a. Hand over
b. Exit Interview and forms
c. Contact information

PURPOSE OF THE POSITION :

The Administration Officer is responsible for maintaining day to day financial,
accounting,administrative and personnel services in order to meet requirements
and support service operations.
SCOPE :
The Administration reports to the Finance manager/Sr.Administration Officer or in
some company's to HR Manager and is responsible for assisting with preparation of
financial statements, maintaining cash controls supervising the payroll and
personnel administration(Attendance,Leaves,Employee benefits,) purchasing,
maintaining accounts payable and managing office operations. The Administration
Officer must work within municipal policies and procedures and in compliance with
all Territorial Acts and Legislation.
Failure to provide adequate services may result in lost or misused revenues,
inaccurate financial statements and financial mismanagement for employees,
contractors and suppliers if the payroll and/or accounts payables are not processed
in an accurate and timely manner.
RESPONSIBILITIES :

1. Administer and monitor the financial system in order to ensure that the municipal
finances are maintained in an accurate and timely manner
Main Activities
Assist with preparation of the budget
Implement financial policies and procedures
Reconcile the general ledger
Prepare and reconcile general bank statements
Establish and maintain supplier accounts
Ensure data is entered into the system
Ensure transactions are properly recorded and entered into the computerized
accounting system
Prepare income statements
Prepare balance sheets
Assist with the annual audit
Maintain financial files and records
2. Oversee the accounts payable and accounts receivable systems in order to
ensure
complete and accurate records of all moneys
Main Activities
Ensure the safeguarding of all municipal funds
Issue, code and authorize purchase orders
Reconcile the accounts payable
Reconcile the accounts receivable
Reconcile weekly deposits
Manage distribution of utilities bills and collections of accounts
3. Administer employee files and records in order to ensure accurate payment of
benefits
and allowances
Main Activities
Administer employment agreements
Verify and report on benefits payments
Maintain the leave management system
Review remittances
Supervise completion of the payroll
Review payroll reports
4. Supervise administrative services within the municipal office
Main Activities
Manage the filing, storage and security of documents

Respond to inquiries
Manage the repair and maintenance of computer and office equipment
Maintain insurance coverages
Issue permits and licenses
Supervise the lands program
Supervise customer services and respond to customer inquiries
Assist with preparation of Bylaws
Assist with preparation and advertising of contract documents
Administer contracts
5. Perform other related duties as required....
for i ma seeing below mentioned respobility
FRO-RP/Visa renewal for Japanise
Car Booking
Hotel Booking
Canteen
Transport
Billis
House Keeping-5s
agreement Renewal-Appartment, Other service agreement renewal. etc
conducting Traing & Co-Ordinating

Department of Human Resources and Administration

The Human Resources and Administration is a common user department charged
with the responsibility of overseeing the human resources matters in the Ministry.
Mission statement
The Mission of the Department is to ensure that the Ministry of Agriculture and
Livestock is staffed by a suitably qualified, motivated and viable workforce and to
give all the necessary support services to the other departments.
Objectives
In accordance with the Ministrys Strategic Plan, the two broad long-term objectives
of the Department of Human Resources and Administration are:
To effectively develop the human and institutional capacity of the Ministry of
Agriculture and Cooperatives for efficient and effective delivery of services, and
To effectively manage the utilization of human, financial, material and other
resources in order to ensure the attainment of the overall Ministrys objectives.
The mandate of the Department includes the following;
Provision of administrative support services to the Ministry and line Departments.

Effective development of human and institutional capacity of the Ministry,

Effective management and utilization of human, financial and other resources in
order to ensure the attainment of the Ministrys objectives.
Structure and staffing
The Department is headed by a Director and divided into sections each headed by
an Assistant Director;
Human Resources and Administration Section
Administration Unit,
Plant and Equipment Unit,
Human Resources Management Unit (HRM),
Financial Management Unit (FMU),
Procurement and Supplies Unit (PSU),
Internal Audit Unit,
Records Management Unit.
B. Human Resources Development and Training Section.
Human Resources Development Unit
Agricultural Training Institutions (ATIs)- Coordination Unit
Administration Unit
The Administration unit is headed by an Administrative Officer and its functions are;
Office superintendency ie provision of office accommodation, furniture and ensuring
a good working environment.
Transport management.
Provision of secretarial services.
Provision of security and protocol services.
Co-ordination of payments for goods and services for the Ministry
Plant and Equipment
This Unit is headed by a Controller- Plant and Equipment and charged with the
responsibility of providing technical support to ensure optimal utilisation of plant
and equipment.
Its functions include;
Maintenance of buildings, plant and equipment.
Provision of guidance to procurement and supplies in the formulation of acceptable
technical specifications.
Maintenance of inventories of assets.
Human Resource Management Unit
The Unit is headed by a Chief Human Resources Management Officer.
It provides human resource support to the entire Ministry. It is responsible for
ensuring that the Ministry is manned by suitable and sufficiently qualified human
resources.
The main functions are;
Recruitment, promotions, appointments and orientation of staff.
Staff discipline and welfare
Staff separation
Interpretation of conditions of service
Coordinating and overseeing the implementation of the Performance management
Package (PMP).
Financial Management Unit

The Unit is headed by a Chief Accountant.

It is vested with the responsibilities of managing financial resources for the Ministry.
The functions include;
Preparing of finical reports and liaising on with the Ministry of Finance and National
Planning on the disbursement of funds;
Liaising with the Policy, Planning and Information Department on the drawing up of
budgets, strategic plans and disbursement of funds based on programmes and
activities as contained in the strategic plan.
Procurement and Supplies unit
The unit is headed by a Head- Procurement and Supplies Officer.
It is charged with the responsibility of procurement of goods, works and services for
all end users within the Ministry.
Internal Audit Unit
The Unit is headed by the Principal Internal Auditor.
It is an independent unit within the ministry under the department of Human
Resources and Administration. It helps management by reviewing, assessing and
evaluating the internal control systems put in place. It also assists management in
the effective discharge of its responsibilities by furnishing them with appraisals and
recommendations on the activities reviewed.
Records Management Unit
The Unit is headed by a Chief Registry Officer.
It is charged with the responsibility of securing the records and documents of the
entire Ministry as well as establishing and maintaining an effective centralized
management system for policy, personnel and salaries registries.
Human Resource Development Unit
This unit is headed by a Chief Human Resource Development officer (CHRDO)
It is charged with the responsibility of administering and controlling staff training
activities to ensure that only relevant training takes place in the Ministry in
accordance with the Public Service Training Policy Guidelines.
The unit does the following;
Coordinates development and training programmes of all staff in the Ministry
Identify training needs for all staff in the Ministry in collaboration with Head of
Departments
Prioritize training needs according to all skills gaps identified in the performance
appraisal process.
ATI-Coodinating Unit
The Coordination Unit is headed by a Chief coordinator.
It coordinates complex needs of all Agricultural Training Institutions (ATIs) and their
operational requirements in the Ministry.
The main functions are;
Coordinating the preparation of budgets for the colleges and ensuring effective
representation of the colleges in meetings dealing with funding and resources
allocation.
Liaising with foreign bodies/institutions which have an interest in the colleges.