Manager Administration

General Assignments:

1. To plan, coordinate, direct, and supervise support services of IPL & i2c.

2. Set goals and target deadlines for the Admin department & staff in coordination with Director (Admin).

3. To forecast necessary level of staffing, and helping Director (Admin) in hiring/firing of administrative personnel.

4. Plan, administer and control budgets for contracts, equipment and supplies.

5. Perform financial tasks such as estimating costs, and preparing and managing budgets incollaboration with Director (Admin).

6. Analyze internal processes and recommend and implement procedures or policy changes toimprove operations.

7. To get knowledge of law, legal codes, court procedures, precedents, government and local government regulations.8. Establishing and maintaining interpersonal relationships with all departments of IPL & i2c and hence coordinate with other departments to ensure that services are provided in an efficient and timely manner.

9. Developing constructive and cooperative working relationships with government/local government/agencies/companies/organizations and maintaining them over time.

10. To conduct regular sessions of Admin support staff to teach them support procedures.

11. Recommend changes that could improve service and increase operational efficiency.

12. Event management & plan, infrastructure arrangement, dealing with the vendors and making surethat the event is successful.

13. To make sure that food and beverages for the staff is being managed as per policy.

14. Develop direct relationships with all department heads for better understanding.

15. Demonstrates ability to interact and cooperate with all company employees.

16. Any assignment or task assigned to him from the management

Specific Assignments:Facility & Asset management:

1. To establish procedures / SOPs for performing maintenance services of equipment & machinery and implementing it

2. Prepare and review operational reports and schedules to ensure accuracy, efficiency and takingmeasures to improve the administrative support services

3. Participate & supervise architectural and engineering planning and design, including space,infrastructure and installation management.

4. Responsible for provisioning of utilities at each office of IPL and i2c.

5. To keep & maintain the facility/place (Head Office & Regional offices) in tidy and hygienically maintained state.

6. Inspect work performed to ensure that it meets specifications and established standards.

7. To plan & manage resource allocation for administrative work as per requirement.

8. To arrange & maintain equipment/furniture & fixture/services as per requirement.

9. Select and finalize administratively required material/equipment/services and order them through Procurement.

10. Actively looking for ways to help the employees & management administratively wherever &whenever required.

11. Periodic check of equipment, infrastructure & facility. Inspect and evaluate the physical condition of facilities in order to determine the type of work required and doing scheduled preventive maintenance of Generator/UPSs placed in i2c data center/offices and IPL offices.

12. Regular periodical preventive maintenance of equipment and machinery. Oversee the maintenance and repair of machinery, equipment, electrical and mechanical systems/items.

13. To maintain record of maintenance, procured items, machinery, vehicles, furniture & fixtures etc.

14. To maintain inventory record of all assets & equipment (including company vehicles, furniture &fixtures) duly numbered. Monitoring the facility to ensure that it remains safe, secure, and well maintained.

15. Coordinate with the support services departments of business, agency, or organization.

16. Oversee construction and renovation activities/project as per need of the Company and to ensure that facilities meet environmental, health, and security standards, and comply with Government regulations.

17. Manage leasing of the property, negotiating with the landlord and develop relationship with him/her. Coordinate with landlord and develop good relationship with him/her.

18. If required by the Company, to look for any additional requirement and making arrangements to acquire more space.

19. Check inventory stock of running items to ensure that supplies and equipment/tools are available in adequate amount.

20. Dispose off, or oversee the disposal of, surplus or obsolete equipment/assets after appropriate approvals from the authorities.

21. Forecast necessary levels of stock at different times in order to facilitate effective scheduling and ordering.

22. Investigate complaints about admin services and take appropriate actions to close the tickets through OTRS.

Front Desk Operations:

1. Courier/postal mail distribution & its record.

2. Telephone & Fax operations & its record. Maintain directory (soft copy) of all possible clients,vendors, associates, and staff.

3. Record keeping of all visitors

4. Traveling & hotel booking arrangements (both local and foreign)

5. Visa arrangements for foreign visits of officials and completion of documentation which are required for visa acquisition

6. Mobile phone issuance to the employees as per Company's mobile policy and keeping record.

7. Preparation and issuance of employees & visitors RFID based company ID cards.

8. To ensure that electronic attendance system is functioning on 24/7 basis. Attendance monitoring and record.

9. Maintaining leave record & obtaining leave applications.

10. Stationary distribution and requirement generation.

11. Collecting reimbursement claims from staff for traveling, medical etc. as per policy and submitting them to Accounts.

Safety & Security:

1. To oversee & make sure that defined Security & Safety tasks (as per JD of Assistant Manager Safety and Security) are implemented and adhered to.

2. To manage and plan for regular safety and security trainings, like fire drill etc.

3. To make sure that surveillance of the premises and staff is being done all the times.

Discipline:

1. Dress code implementation

2. To ensure that Company's discipline policy is being adhered to by the employees.

3. Responsible for implementing the policies related to Administration.