Management of RPD Office
- Manage the RPD Office Plan and manage the calendar of RPD and schedule the meetings and travels related to management and communication (internal and external).
- Draft letters and correspondence and organize related files.
- Prepare meeting minutes, mailing, deliveries, and coordination of meeting room calendars.
- Coordinate and act as a guide for all visiting guests, internal/external.
Management of HR Administration
- Administration of the HIPeople (Human Resources Information System) platform for India; prepare the yearly public holiday list in collaboration with the team and share with Regional HRM as per the deadline, update personal records, update documents/files, and create new staff profiles as necessary.
Maintain Leave Records.
- Monitor leave records of the staff in HIPeople and ensure updates as necessary. Share the record as required and decided.
- Ensures the quality of personnel administration for HI staff present in his/her geographical area.
- Is responsible for the archiving process, its quality, and compliance.
- Provide administration support for recruitment.
Management of Front office Management
- Support in management of all incoming and outgoing documents.
- Manage front desk operations and perform general administrative tasks, such as answering and directing phone calls and handling e-mail and files.
- Manage all incoming and outgoing mail: registration, distribution, dispatch
- Keep the reception area clean and tidy.
- Act as the emergency Focal Point (for contacting the emergency services)
- Book plane, bus, and train tickets and rental vehicles for business trips.
Note: This job description remains flexible to respond to additional tasks or changes as identified by the line manager.