Regional Admin - Chennai (JB 9)

Job Purpose

Job Purpose Description

Job Context & Major Challenges

Job Context: This role is responsible for handling payments of contractual employees & all services related to IB & Back Office and managing stationery ordering, distribution & reconciliation for the Back Office. The role is also responsible for vendor payment management, Opex and Capex payments processing, ensuring Monthly accounting Accruals, Capital Commitments, and preparing MIS & Expense Allocation. Job Challenges: To comply with frequent changes in state and central minimum wage / statutory provisions and incorporate them in the processes and adhere to it to ensure no litigation reported from contract labour point of view To meet functional requirements in terms of providing quality contractual resources with the fixed cost module

Key Result Areas

KRA (Accountabilities) (Max 1325 Characters)Supporting Actions (Max 1325 Characters)

KRA1 Ensure timely OPEX &CAPEX Payments 1. Ensure that daily repair and purchase reports are maintained for easy tracking of bills to release all the payments on time. 2. Ensure bills are processed strictly within the terms agreed and there is no violation in terms of agreement rate and paid rate. 3. Ensure monthly reconciliation is done with vendors and no expenses are carried forward for more than 2 months. 4. Ensure to avail quarterly no due certificate from vendor to avoid claiming expenses later. 5. Ensure monthly allocation of expense is done and booked under the right expense code and generate the necessary report.

KRA2 Carry out Monthly Accruals, Capital Commitments , MIS & Expense Allocation 1. Ensure all the expenses are tracked on monthly basis against bills paid and purchase order issued or work completed 2. Ensure that Monthly accruals are submitted and also function wise data base on the spent incurred is recorded 3. Ensure monthly budgets are tracked against the budget and highlight the variance to HOD for immediate action. 4. Ensure that 100% accurate expenses MIS is submitted two days prior to due date with analysis and justification for the variance and inputs to control if there is negative variance. 5. Ensure that all the PO s are tracked and submitted capital commitment if

not capitalized before closure of month

KRA3 Stationery Management System . Timely procurement, distribution of stationery requirement. 2. Ensure to distribute the stationery purely based on the online requisition. 3. To prepare Monthly MIS of the balance stock from Stationery Management System and reconcile it with physical stock available 4. Ensure procurement of cost effective stationery material and identify ways to minimize the usage and thereby cost of stationery

KRA4 Contractual employees hiring Management counts is maintained. 3. Ensure supply of resources to meet the functional needs as per planned numbers and within the wage approved as per the minimum wage of the state. 4. Ensure that all the resources hired have validity period and their profiles are uploaded in the attendance system. 5. Ensure that all the resources are removed from the system as per validity given unless there is an approved plan.

KRA5 Contractual employees payments management 1. Ensure that payments are released only post receipt of

100% attendance provided by function via system and the

salary released purely based on the online attendance

system. Ensure that vendor releases payment to its

resources prior to 7th of each month. 2. Ensure vendors

deposit the ESIC / PF contribution as per date given by

authority and post receipt of proof of payment vendor bills will be processed. 3. Ensure that wage is paid as per the minimum wage of the state and the ESIC & PF are

calculated as per the notification. 4. Ensure that monthly

observation report is prepared and attached with payment

invoices and all the queries were resolved before

processing of payments 5. Ensure that annual

observation is carried out for PF & ESIC deposits based

on the return submitted.

KRA6