Officer - Human Resource (FTC) - Engagement, Training & Recruitment

Role & responsibilities

The Officer Employee Engagement, Learning & Recruitment will support employee engagement initiatives, training administration, recruitment coordination, off-roll workforce management, HR service requests, vendor coordination, and related MIS.

The role requires strong communication, coordination, follow-up, documentation, and stakeholder management capabilities to ensure timely execution of employee-focused programmes and recruitment activities.

Key Responsibilities

1. Employee Engagement

• Support the preparation and execution of the annual employee engagement calendar.
• Coordinate employee engagement programmes, celebrations, communication forums, welfare activities, and recognition initiatives.
• Manage employee communication, participation, nominations, vendors, logistics, and activity documentation.
• Maintain participation records, feedback, photographs, expenses, and supporting documents.
• Prepare engagement MIS and track planned versus completed activities.
• Collate employee feedback and support the preparation of improvement actions.
• Coordinate with internal stakeholders and vendors for smooth execution of programmes.

2. Training Coordination

• Coordinate the annual training calendar and individual learning programmes.
• Manage training nominations, schedules, invitations, trainer coordination, venues, logistics, and employee communication.
• Liaise with internal trainers, external training partners, employees, and managers.
• Maintain programme-wise attendance, feedback, assessment, certification, training hours, and completion records.
• Prepare and update end-to-end training MIS.
• Track planned versus completed training programmes and participation levels.
• Maintain programme approvals, proposals, invoices, attendance records, feedback forms, and supporting documents.
• Support training-effectiveness measurement and management reporting.

3. Recruitment Support

• Support sourcing and creation of resume pools for critical, recurring, and difficult-to-fill positions.
• Organise resumes according to role, location, qualification, experience, and functional background.
• Assist in preparing, reviewing, and updating Job Descriptions.
• Post vacancies on approved job portals and recruitment channels.
• Conduct preliminary resume screening against approved job requirements.
• Coordinate interviews with candidates, hiring managers, HR, and panel members.
• Follow up with candidates regarding notice period, compensation, availability, documents, and joining status.
• Maintain candidate databases, recruitment trackers, interview records, and selection status.
• Prepare periodic recruitment MIS covering vacancies, pipeline, interviews, offers, and joining progress.

4. Off-Roll Workforce Coordination and Invoicing

• Maintain agency-wise records of off-roll and contractual employees.
• Coordinate with staffing agencies and internal stakeholders for attendance and manpower information.
• Verify attendance, approved rates, deployment details, and supporting documents against agency invoices.
• Identify and coordinate resolution of billing, attendance, rate, or manpower discrepancies.
• Track invoices, approvals, payment status, and pending actions.
• Coordinate off-roll joining, documentation, deployment, and separation formalities.
• Maintain accurate workforce and invoicing trackers.

5. Service Request and Vendor Coordination

• Raise Service Requests for training, recruitment, employee engagement, vendors, and other HR requirements.
• Ensure that Service Requests contain appropriate specifications, approvals, cost details, and supporting documents.
• Track Service Requests from initiation to approval and closure.
• Coordinate with Procurement, Commercial, Finance, Administration, and vendors.
• Maintain Service Request and vendor trackers and highlight delays.
• Support verification and processing of programme and vendor invoices.
• Maintain complete documentation for audits and internal reviews.

6. HR MIS and Documentation

• Prepare MIS reports covering employee engagement, training, recruitment, off-roll manpower, invoices, and Service Requests.
• Maintain accurate activity trackers, programme records, candidate databases, and vendor documentation.
• Prepare management presentations and status updates.
• Ensure accuracy, confidentiality, and timely availability of information.
• Provide relevant data to the HR Operations and Payroll role for consolidated HR reporting.

7. Stakeholder Coordination

• Coordinate with employees, hiring managers, interview panels, HR colleagues, training partners, staffing agencies, job portals, and vendors.
• Follow up for nominations, feedback, interview evaluations, approvals, invoices, and closures.
• Provide regular status updates to relevant stakeholders.
• Escalate delays, discrepancies, or unresolved matters to the reporting manager.
• Deliver a professional and positive candidate and employee experience.

Preferred candidate profile

Qualification and Experience

• Graduate or postgraduate qualification in Human Resources, Management, Business Administration, Commerce, or a related field.
• MBA or postgraduate qualification in HR will be preferred.
• 2 to 5 years of relevant experience in employee engagement, training coordination, recruitment, off-roll workforce management, HR operations, or HR MIS.
• Experience in a corporate, logistics, manufacturing, infrastructure, or service-sector organisation will be an advantage.

Key Skills

• Employee engagement
• Training coordination and training MIS
• Recruitment sourcing and interview coordination
• Job Description preparation
• Candidate and resume database management
• Off-roll workforce coordination
• Vendor and invoice management
• Service Request management
• MS Excel, PowerPoint, and HR reporting
• Communication and stakeholder management
• Event coordination and execution

Key Performance Indicators

• Completion of engagement activities as per the approved calendar.
• Employee participation and timely closure of engagement activities.
• Timely execution of training programmes.
• Accuracy and completeness of training MIS and documentation.
• Availability and relevance of resume pools for critical positions.
• Timely interview coordination and recruitment tracker updates.
• Accuracy and timely processing of off-roll invoices.
• Timely raising and closure of Service Requests.
• Quality of candidate, employee, vendor, and stakeholder coordination.
• Accuracy and timeliness of engagement, training, recruitment, and workforce reports.