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Sr. Officer HR & Admin

1 Opening(s)
Safe Kids Foundation
Job Summary
Experience Required : 3 Years
Location : Pune, Maharashtra, India.
Opening Date : 23 November, 2018
Closing Date : 31 December, 2018
Sector : Non Profit
Functional Area : Human Resources
Job Type : Full time
Desired Job Profile
  • Our new Senior Officer - HR& ADMIN will join a dynamic team making a difference in Pune, and we expect to expand to other cities and states in India. We need a self-driven, efficient, highly organized, enthusiastic and competent personnel who is passionate about child injury prevention and would help us reach our bold goals to save children from harm through excellent admin and HR support. It is a position that reports directly to Senior Program Manager, and has a huge potential to grow in responsibility.
Tasks and Responsibilities
  • Maintain a database of budgeted positions viz-a-viz status, number of vacant positions and work towards providing suitable manpower for vacant positions.
  • Get directions from the Senior Program Manager 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 program coordinators, educators, field coordinators, social workers and office assistants.
  • Generate and renew offer letters, contract letters for new and existing employees.
  • Collect documents from employees as per standard checklist and conduct background verification.
  • Maintain the personal files and recruitment files of all SKF staff and updating them.
On boarding and Induction
  • Responsible for planning and ensuring systematic induction for all new employees.
  • Ensure that induction plan is signed off and filed in the personal file of all employees.
Attendance and Leave Management
  • Track the attendance of all staff day wise in provided excel format as per organizations requirement.
  • Track leave database, eligibility, availed and closing balances of leaves of all the staff in excel format and provide this information on monthly basis to head office for payroll input.
Employee Data Management
  • Maintain the complete data base of all employees in payroll in specified excel sheet/ internal HR management format and update it regularly.
  • Maintain and update the organograms for the program staff with the master data of employees.
  • Maintain the HR files such as employee personal files, recruitment file, reference check documents etc.
  • Ensure resignation letters are received for employees who intend to leave.
  • Conduct exit interviews in specified formats and share with the senior program manager on a monthly basis.
  • Ensure that the final settlement is done within standard agreed timeline.
Performance Management
  • Track probation reviews with timeliness and ensure outcomes are communicated formally through letters.
  • Communicate the process of annual/midyear appraisals. Verify the appraisal forms and share the consolidated outcomes in specified formats.
  • Ensure that contract renewals are done in a timely manner.
Other duties
  • Execute HR policies, procedures, rules, regulations for employees.
  • Provide coaching and training to direct staffs on HR & Admin function.
  • Be the focal person for all HR and Admin related communication.
  • Handle employee grievances formally and informally, forward them to concerned department and follow up for resolution.
  • Report any violation of organizational policies and procedures at all levels.
Admin Responsibilities
  • Responsible for maintaining visitor management.
  • Manage office equipment and infrastructure to ensure a well-running office and overall running of the reception operations.
  • Make logistic arrangement including local reservations, hotel and vehicle arrangement for project staffs, visitors/partners, donors, consultants, volunteers and interns.
  • Conduct procurement of stationery for staff and meetings/workshops and office assets.
  • Prepare correspondence, memos, reports, presentations, and emails to local counterparts, donors or other related offices or agencies in relation to the office operations.
  • Carry out other duties such as translation works, data entry or documentation work, coordination work, take minutes of meetings, and prepare budgets for events.
  • Track and manage the electronic records of materials received, inventory, disbursement and balance of the program resources and promotional items for all internal and partners.
  • Support end-to-end guest relations for all program related and external guests.
  • Timely, accurate and professional report submission to line manager on an on-going basis.
  • End-to-end management of logistics, vendor management for all weekly, monthly, quarterly, annual meetings and all program events and activities.
  • Undertake additional responsibilities as assigned by the management. 
  • Post-graduate degree Human Resources, or Social Sciences from a recognized university or college is essential.
  • Proficiency in MS word, MS PowerPoint and MS Excel.
  • Excellent coordination, efficiency, time management and stakeholder engagement skills.
  • Ability to work under pressure and deliver quality results with minimum supervision.
  • Excellent reporting and documentation skills.
  • Fluent in written and spoken English, Marathi and Hindi.
Minimum Experience
  • Minimum 3-5 years of focussed experience in HR and admin with a reputed company or national/international NGO. 
  • Honest and hard working
  • Ability to work independently
  • High-energy
  • Detail oriented
  • Strong interpersonal skills
  • Passionate about child health
  • Strong character and integrity
  • Self-motivated with a positive and professional approach to management
How to Apply
  • Interested and eligible candidates are requested to send CVs along with a cover letter explaining your interest and suitability for this position, as well as your salary expectation, to Program Director at
Contact Details
Company Name : Safe Kids Foundation
Website :
Contact Person : HR
Contact Address : Viman Nagar, Pune 14
Email :