2011

Functional Job Manual

Recon Oil Industries Pvt. Ltd.

INDEX
S. No. 1.1 1.2 1.3 Support 1.4 1.5 1.6 2.1 Sales 2.2 2.3 Operations 3.1 3.2 3.3 3.4 Human Resources Administration Accounts Finance Information Technology Legal Sales Retail Sales Modern Trade Marketing Production Material CMU Operations Commodities Purchase Contents Pg. No.

JOB DESCRIPTION FOR HUMAN RESOURCES DESIGNATION/ TITLE Human Resources

Developed in 2011 HR Capsule JD Manual Revision No. 00

OBJECTIVE

KEY RESPONSIBILITIES

To implement & institutionalize core HR initiatives related to HR Processes, functions, Performance Management Compensation and Benefits, People Processes across organization II. To strategize, plan, direct and manage the operations of entire human resources function. III. Plan and design new methods for developing and strengthening HR/ Organizational climate. Roles and Responsibilities: MANPOWER PLANNING AND RECRUITMENT Proper planning and organizing and providing suitable manpower to conduct the business Ensure that all open positions are closed as per the pre decided timelines. Acts as the key point of contact with hiring managers and candidates throughout the recruitment process. Contact candidates, arrange interview times and develop appropriate interview questions in collaboration with the hiring manager so that interviews are conducted efficiently and equitably. Interview, test, reference checks, select candidates and provide feedback to unsuccessful candidates based on the job's pre-established selection criteria and the organizations recruitment policies. Following strategic recruitments thus adopting behavioral event interview techniques. Responsible for filling up for Manpower requisition forms for the positions open. Identification of consultants for different levels on a cost effective basis. Liaise with external recruitment agencies for various openings and initial screening of the same. Maintain monthly recruitment tracker. Economizing on the Manpower Plan. Have a recruitment strategy at the beginning of every year. Responsible for developing a cost effective manpower planning chart ensuring optimization of resources for all functions. Identify and standardize on the tools for selection for people at different levels. To conceptualize, create and ensure implementation of recruitment strategy, to launch new initiatives to help in easy and cost effective sourcing; to analyze competitors & their activities. To manage manpower cost vis. a vis. profitability of the company, ensure most competitive resources are attracted in the budgeted cost
INDUCTION AND INITIAL TRAINING

I.

Designing, implementing, and rolling orientation/induction and introductory training so that new employees are quickly integrated into the organization. Analyzing the induction feedback review form. PERSONNEL & ADMINISTRATION Ensuring post selection activities including rolling of offer, filling up of various forms, issuing of appointment letters etc. are followed as per laid policies. Preparing Service certificates, and Relieving letters and F&F. Preparation of conformation letter and follow up for probation assessment form from the managers. Prepare circulars and other company communication for internal as well as external use. Assisting the seniors with the day-to-day efficient operation of the HR process Developed in 2011 HR Capsule JD Manual Revision No. 00

cards, opening of salary accounts etc. Tracking of attendance, leaves, late arrivals, outward register entry etc. Verify attendance, hours worked, and pay adjustments, and post information onto designated records. Developing employee database, employee information including personal files. Also feeding same in ERP Preparing the List of Holidays applicable during the year Record employee information, such as exemptions, transfers, and resignations, in order to maintain and update payroll records Vet the requests for printing of business cards, issuance of access and ID cards, opening of salary accounts etc. as requested for employees Scrutinizing leaves, late arrivals, loans, medical, outward register entry etc. Verify and scrutinize attendance, hours worked, and pay adjustments, and post information onto designated records. To frame and implement the HR policies in consultation with Manager To comply the provisions various Labor statutes To administer the good discipline at the work place through various measures Provide information to employees and managers on payroll matters, tax issues, benefit plans, and collective agreement provisions Complete, verify, and process forms and documentation for administration of benefits such as pension plans, and unemployment and medical insurance. Developing Job descriptions, Competencies, KRAs/KPI are for various roles. Up-dation of the same at regular intervals. Developing Departmental induction manual, various formats, policies as and when required. Up-dation of the same at regular intervals. PERFORMANCE MANAGEMENT Design and Conduct the Annual Performance Appraisal exercise with a view to maintain and boost the morale of the employees Follow up with managers for all the collection of appraisal forms and making a checklist of defaulters. Intimation of deadlines for submission of appraisal forms and addressing queries; if any. Having one to one dialogue with the manager and employee regarding the appraisals. Tracking the field force performance and suggesting appropriate measures in line with the respective managers. Training employees on various aspects of performance management. Constant short term evaluation of performance of the employees, Implementation of same by appreciation in terms of monetary and nonmonetary reward Ensure there is a transparent method of conducting performance appraisals. Ensure all the confirmations and annual appraisals are completed on time and as per process. Issuing tasks based on laid parameters to new joiners and monitoring and evaluating the same at periodic intervals. Implementing performance appraisals and evaluation of the same. Maintaining Appraisal records and development plans. PAYROLL MANAGEMENT: Compute wages and deductions, and enter data into ERP Developed in 2011 HR Capsule JD Manual Revision No. 00

Placing a request for printing of business cards, issuance of access and ID

Verify attendance, hours worked, and pay adjustments, and post information onto designated records. Complete time sheets showing employees' arrival and departure times. Complete process forms and documentation for administration of benefits such as pension plans, and unemployment and medical insurance. Compute and process salary and deductions, and update same in ERP. Process employee paychecks and statements of earnings and deductions. Compile and Review time sheets, work charts, salary computation, and other information in order to detect and reconcile payroll discrepancies. TRAINING AND DEVELOPMENT Assisting Head of HR and other line Managers in Training and identification of Training needs. Assisting in learning, training and development plans for the employees On Job training for field force, thus enhancing the productivity of team. Market survey for identifying the loopholes in working environment and team. Identification of Training needs and collating new records. To cover everyone in the region under a training plan A training activity calendar for the year to serve as a reckoner Ensure every employee undergoes a structured Induction programme. Have a customized module for each level for training to be imparted. EMPLOYEE WELFARE & RELATIONS Assist in developing special HR initiatives that will improve the Work environment Developing cordial relations with employees and being a contact point for employee grievances. Liaise with the Head of Departments for issues and updates, if any. Assisting the manager in employee welfare activities To motivate the employees by implementing innovative motivational programs, incentive policies as devised by the manager. Maintaining cordial relationship with employees. Handle the grievance of the employees to remove the dissatisfaction level STATUTORY COMPLIANCES Keep informed about changes in tax and deduction laws that apply to the payroll process. Supervising Statutory Compliances and challans. Supervising Labour Payments. Supervising of all the statutory requirements such as submission of forms to various authorities, submission of periodical returns, payment of all statutory due in time such as ESIC, PF, Gratuity, Professional Tax, Labour welfare fund, Employment exchange etc. Settlement of all the claims and pending issues of employee and up-dation of same in ERP system Ensure all the returns are regularly filed. SEPARATION Following complete separation procedure and full and final settlement. Facilitate exit interviews and record the same. PEOPLE MANAGEMENT

To implement organizational development through various measures such as

Developed in 2011 HR Capsule JD Manual Revision No. 00

organizing training, individual growth plan, talent recognition Counseling on regular basis for minimizing absenteeism and rate of attrition To conduct employees satisfaction survey at a regular intervals to review and improve the retention measures To create a culture to induce personal as well as organization development Responsible for proactive communication with senior management on the performance of personnel and development of a reward structure. Responsible for obtaining Senior Management Team approval and funding for proposed strategies and plans and welfare projects. To create an empowered and enjoyable workplace, and performance based culture, stay abreast with the latest in human resources globally and implementing the best people management practices Responsible for critical interfacing internally with all departments and functions. Undertake a turnover analysis once every quarter Ensure any act of indiscipline is brought to the notice of the superiors. Bring in a system of non monetary rewards on a role wise basis in the region Ensure attendance and payroll inputs reach HO on time SUCCESSION PLANNING MANAGEMENT To design and develop succession planning for a seamless transition of the companys leadership from generation to generation. To proactively ensure development of second line leaders and empowerment, transparency in operations. EMPLOYEE RETENTION AND ATTRITION MANAGEMENT To design proactive retention strategies, ensure attrition for top talent is at the minimum. To review retention policies timely and ensure implementation at all locations. To guide and manage the overall attrition and ensure strategies for retention are implemented in all functions and locations. To develop best practices approach for minimizing employee turnover at all locations. CHANGE MANAGEMENT To strategize, direct and ensure timely and correct implementation of new policies and procedures which are in line with the business goals Provide leadership, strategic direction and establish guidance for the administration of HR, benefits, and payroll Define HR business system-dependent schedules procedures Payroll, HR, Benefits, including holiday schedules etc Develop open and transparent communication channels in the organization and ensure translation of policies and procedures to the last level INDUSTRIAL RELATIONS MANAGEMENT To develop processes which ensure compliance at all legislative and local governing agencies To ensure all legal proceedings are completed for court cases related to employee grievances timely. Respond to and resolve difficult and sensitive employee inquiries and complaints. Plan, direct, coordinate, through subordinate level managers, the department's work plan; assign projects and responsibilities; review and evaluate work methods and procedures; meet with management staff to Developed in 2011 HR Capsule JD Manual Revision No. 00

identify and resolve problems. Explain, justify and defend department programs, policies and activities; negotiate and resolve sensitive and controversial issues. Design and develop training and development function, ensure training strategy is being implemented by training manager effectively. Oversee and participate in the development and administration of the department annual budget; approve the forecast of funds needed for staffing, equipment, materials and supplies; approve expenditures and implement budgetary adjustments as appropriate and necessary. Ensure that all functions within Human Resources function is delivering service at excellent employee service levels COMPENSATION & BENEFITS Drafting salary break ups as per salary offered Rolling out and maintaining the database of same. Negotiation of Compensation at initial stage of selection. Define and Devise compensation fitment for employees with best tax benefits and net take home. Revision and re-structuring of compensation if required To design and develop employee friendly, fair and equitable compensation policies. Overview compensation and benefits function, including developing and implementing appropriate compensation and reward strategies, conducting external benchmarking exercises, recommending relevant changes to the compensation policies and practices, and administration of compensation benefits. Constantly evaluate the effectiveness of overall compensation as also various incentive, R&R and retention plans and modify wherever necessary ** Other responsibilities as directed by management, if any. JOB SPECIFICATION COMPETENCIES Technical Competencies People orientation and a desire to service employee requests Proficiency in MS-office especially excel sheets Communicate clearly and concisely, both orally and in writing. Strong interpersonal and communication skills Exclusive Networking skills Sound subject knowledge with current trends Good understanding and keen interest in peoples behavior and psychology Ability to grasp, relate and quick response Result Orientation Behavioral Competencies Believes in continuous learning and challenging conventional thought processes Should have a keen eye for details Should have knack in finding solutions to problems Focused and detail oriented Timeline oriented Internal motivation and drive for perfection Flexibility in taking additional responsibilities as and when required

Developed in 2011 HR Capsule JD Manual Revision No. 00

Must possess high level of integrity and confidentiality Ability to coordinate multiple activities Good presentation Skills Proactive approach Leadership qualities

JOB DESCRIPTION FOR LEGAL TITLE OBJECTIVE Legal solutions to conventional issues Roles and Responsibilities: LEGAL
RESPONSIBILITIES

Responsible for solving and handling all the legal issues and finding new

Organizing, preparing agendas for, and taking minutes of board meetings and
**

KEY RESPONSIBILITIES

annual general meetings (AGMs); Maintaining statutory books, including registers of members, directors. Dealing with correspondence, collating information and writing reports, ensuring decisions made are communicated to the relevant company stakeholders; Contributing to meeting discussions as and when required, and advising members of the legal, governance, accounting and tax implications of proposed policies; Monitoring changes in relevant legislation and the regulatory environment, and taking appropriate action; Liaising with external regulators and advisers, such as lawyers and auditors; Managing matters related to insurance of companies property; Developing and overseeing the systems that ensure the company complies with all applicable codes, as well as its legal and statutory requirements. Oversee all matters related to secretarial functions including procedural issues in accordance with Company Law regulations. Institute best practices in Corporate Governance and management of the Board. Oversee all contractual and legal issues, including vetting of contracts, MOUs and agreements. Other responsibilities as directed by management, if any. JOB SPECIFICATION

COMPETENCIES

Technical Competencies

Developed in 2011 HR Capsule JD Manual Revision No. 00

 Computer literacy (Word, Power Point, especially Excel)

Knowledge on Statutory compliances Sound knowledge of legal implications and law Behavioral Competencies Analytical skills Should have a keen eye for details Should have knack in finding solutions to problems Focused and detail oriented Good Networking skills

Developed in 2011 HR Capsule JD Manual Revision No. 00

JOB DESCRIPTION FINANCE TITLE OBJECTIVE KEY RESPONSIBILITIES Finance

To establish and maintain financial and management procedures for the

organization Company in conjunction with the Operations Manager and Board of directors Roles and Responsibilities:

Ensure compliance with all regulatory requirements as relating to the

PLANNING AND DEVELOPMENT Take responsibility for overall management and delivery of the business plan. In conjunction with the management, draft, monitor and assess the business and development plan Assess options for coordinating the activities, procedures and systems so as to promote common policies and practices. Arrange and attend meetings of the governing body. Advise the management on financial, managerial, staffing and service delivery issues. Prepare and draft the organizations Annual Report. Advise the board on compliance with all relevant legislation, e.g. Company, Health & Safety, employment etc. Report to the trustee board on progress against agreed objectives. SERVICE DELIVERY Identify development opportunities consistent with the aims of the organization and the operating environment. Maintain an awareness of organizational and technological developments and ensure that the service operates in ways which make best possible use of the resources available. RESOURCE ACQUISITION Develop the organizations funding base to secure present and future service delivery. Liaise and negotiate, as appropriate, with the funding authority and other funding sources on future service delivery initiatives and developments in conjunction with the Operations Manager. Maintain appropriate relations with funders and make reports as necessary, ensuring compliance with any contracts. Identify opportunities for funded development of the service and to submit bids and applications accordingly. FINANCIAL MANAGEMENT Maintain day-to-day financial control of the service within budget heads agreed by the trustee board. Ensure that all finances are properly administered and monitored, including credit control. Advise on the proper allocation of resources. Ensure that appropriate financial regulations and controls are in place and in use at all times. Developed in 2011 HR Capsule JD Manual Revision No. 00

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 Prepare and review detailed budgets for approval by the management Make regular reports to the governing body on income, expenditure and any
variations from budgets.

Ensure that all financial reporting obligations are met in relation to

submissions for funding, for grant aid, for contracts and any other initiatives. Providing and interpreting financial information Monitoring and interpreting cash flows and predicting future trends Analyzing change and advising accordingly Formulating strategic and long-term business plans Researching and reporting on factors influencing business performance Analyzing competitors and market trends Developing financial management mechanisms that minimize financial risk Conducting reviews and evaluations for cost-reduction opportunities Managing a company's financial accounting, monitoring and reporting systems Liaising with auditors to ensure annual monitoring is carried out Developing external relationships with appropriate contacts e.g. auditors, solicitors, bankers and statutory organization Producing accurate financial reports to specific deadlines Managing budgets Arranging new sources of finance for a company's debt facilities Keeping abreast of changes in financial regulations and legislation
MANAGEMENT

STAFF

Ensure, delegating as appropriate, that each service location is adequately

managed, staffed and resourced. Agreements. TAXATION Must give expert advice on tax matters including tax planning, examining computations and designing methods of tax savings. MANAGEMENT This includes administration, financial and various other aspects of general business management. STATUTORY COMPLIANCES Audit of all statutory payments & returns. ** Other responsibilities as directed by management, if any. JOB SPECIFICATION COMPETENCIES Technical Competencies Technical knowhow Software development language/scripts Should be having knowledge of System Administration environment. Should have knowledge of handing ERP and live servers Analytical and problem solving skills Behavioral Competencies Should have a keen eye for details Should posses leadership qualities

Overview of Policies and Procedures, Employment, Volunteer and Internship

in

Microsoft

Developed in 2011 HR Capsule JD Manual Revision No. 00

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Should be a team person Flexible in taking up new responsibilities Good Networking Skills Should be good in negotiations of deals with vendors etc.

JOB DESCRIPTION FOR ACCOUNTS TITLE OBJECTIVE KEY RESPONSIBILITIES Accounts Apply principles of accounting to analyze financial information and prepare financial reports by compiling information, preparing profit and loss statements, and utilizing appropriate accounting control procedures. Roles and Responsibilities:

ACCOUNTS RESPONSIBILITIES Oversee treasury, tax and audit activities of the organization. Oversee the accounts function, budget preparation, and audit functions. Internal audit of all accounting processes including compliance as per accounting principles. Policies and guidelines on reimbursements, expenses, asset management, travel etc. Statutory compliances including Service tax, VAT, and TDS. Direct the preparation of all financial reports, including income statements, balance sheets, tax returns, and reports for government regulatory agencies. Re-conciliation of all payment transactions and resolution of issues if any. Prepare profit and loss statements and monthly closing. Compile and analyze financial information to prepare entries to accounts, Developed in 2011 HR Capsule JD Manual Revision No. 00

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AUDITING Examines accounting records and gives opinion on the financial position of the company and the results of its operations. TAXATION Must give expert advice on tax matters including tax planning, examining computations and designing methods of tax savings. ** Other responsibilities as directed by management, if any. JOB SPECIFICATION Technical Competencies Computer literacy (Word, Power Point, especially Excel) Analytical skills Behavioral Competencies Should have a keen eye for details Should have knack in finding solutions to problems Focused and detail oriented Result orientation

such as general ledger accounts, and document business transactions. Establish, maintain, and coordinate the implementation of accounting and accounting control procedures. Monitor and review accounting and related system reports for accuracy and completeness. Prepare and review budget, revenue, expense, payroll entries, invoices, and other accounting documents. Explain billing invoices and accounting policies to staff, vendors and clients. Resolve accounting discrepancies. Recommend, develop and maintain financial data bases, computer software systems and manual filing systems. Interact with internal and external auditors in completing audits. It involves the preparation of financial statements, giving advice on accounting systems, budgets, management information, and cash flows on improving profits. Prepare profit and loss statements and monthly closing and cost accounting reports. Compile and analyze financial information to prepare entries to accounts, such as general ledger accounts, and document business transactions. Monitor and review accounting and related system reports for accuracy and completeness Resolve accounting discrepancies. Interact with internal and external auditors in completing audits.

COMPETENCIES

Developed in 2011 HR Capsule JD Manual Revision No. 00

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