Job Description

Job Summary . Senior Head - Administration Job Purpose Support organization\'s expansion agenda by providing infrastructure/ expansion/ events planning & execution support, identifying ways to drive cost optimization & operational efficiencies and periodically review the overall admin activities to ensure TAT adherence and maintenance of seamless processes. Job Duties & Key Responsibilities . Duties and Responsibilities - 1. Functional planning . Branch Administration: Be responsible for developing and implementing the office expansion and administration management plan in alignment with branch growth by guiding team to manage facility and infrastructure maintenance seeking alignment with the risk/ businesses and periodically tracking the overall activities to ensure overall TAT timelines are met. . Corporate Events: Responsible for end-to-end event management of internal international and domestic events. . Infrastructure & Facility Management: Be responsible for creating / establishing office infrastructure meeting costs & quality parameters as per the AOP budgets for the FY. . Safety & Security: Create & ensure Safe & Secure environment for Employees Assets Offices & Visitors by implementing Security Policies & Procedures and Safety norms. . Shared Services: Oversee and manage the entire P2P cycle including procurement of material obtaining competitive quotes issuance of purchase orders material delivery bill submissions and timely vendor payments. 2. Planning of and Adherence to AOP budgets . Participate in creating budgets for the year with the CHRO and other Business leaders for expansions plans. . Participate in budget and implementation review sessions and meets with Senior stakeholders of the company incl but not limited to MD Deputy CEOs and Presidents. . Analyze expenses incurred in the current year business expansion plans for coming year and identify potential value adds/ upgrades to done for consolidation of draft budget for next year . Prepare consolidated budgets for capital and operating expenses to be incurred in the next year (Capex- fixed assets such as fans etc. Opex - operating expenses such as administration repair and maintenance etc.) . Identify scope of cost saving in various areas of responsibility and lead execution of cost saving initiatives in those areas 3. Branch (Geo) Expansion and Administration . Work closely with the business especially during the LRS and AOP period to understand their business expansion plans and work backwards to plan on Branch expansion budgets and other admin related aspects to support bru . Discuss and seek understanding of business expansion requirements from businesses . Develop plans for expansion of rural branch operations on quarterly basis (plan for opening of branch operations in 25 locations in a batch) . Guide team to understand the requirements of property & expansion from the business and shortlist / identify properties within the commercial budgets . Review and validate locations shortlisted by the team against the company and business point of view . Conduct negotiations with landlords on property commercials and terms & conditions for finalization of the agreements . Recommend locations to the business and seek their final go ahead for setting up of operations in those locations . Duties and Responsibilities - 4. Safety & Security . Periodically review and update the norms and guidelines for online security such as CCTV Camera alarm system access control and Physical security such as guards . Monitor adherence to the norms and guidelines for online and physical security . Highlight the issues on online and physical security requirements and expedite through the Senior Manager Security 5. Infrastructure & Facility Management . Keep the big-picture view of aligning Infrastructure facilities management and compliance requirements and seek opportunities for collaboration improvements and to minimize issues related to inter-dependencies . Oversee timely and commercially viable renewals of infrastructure support such as fire extinguishers density meter for gold products etc. . Oversee and track the implementation of safety guidelines for CCTV and alarm system . Review the metrics of the branches approve the manpower for housekeeping . Resolve issues/ delays related to infrastructure team highlighted by the team for expediting and provide deviation approvals as required . Periodically review the checklist and trackers for the repair/ maintenance of items and assets (desktop telephone instruments etc.) housekeeping and other facility management aspects 6. Corporate Events . Work closely with business to understand their requirements for Corporate Events and own the experience of attendees at these events. . Understand and analyze requirement for trips conferences meetings parties events training sessions etc. in alignment with budgets received for business . Explore options recommend destinations and finalize flow for organizing various events as per requirement . Conduct negotiations with vendors provide oversight during execution of events and guide the team to organize events as per plan and expectations . Propose alternatives and scenarios within broad expectations and define budgets & flows Receive final approval and oversee delivery . Identify ways to drive cost efficiency and reduce budgeted per head delivery cost (recommendations for more than 30-60 days ahead event planning to economize the costs) . Ensure quality parameters are as per standards such as room food hygiene of the place etc. 7. Shared Services . Participate in vendor enlisting panel for vendor empanelment / hiring and provide inputs on vendor evaluation reference checks and recommendation . Undertake vendor performance evaluation along with Admin Head for HO and review on the monthly basis for areas such as housekeeping & physical security . Oversee the entire P2P cycle from identification of vendors to the final payouts that are made to them. . Closely monitor the processes that are followed to ensure tight compliance around payouts etc. . Continually work to simplify the processes to make it simpler and easier. . Duties and Responsibilities - 8. Team development . Participate in recruitment process to identify the right talent at various positions within the team . Establish individual performance expectations and regularly review individual performance of the team . Identify and create development opportunities for team members to enhance functional knowledge . Major Challenges - . Balancing stakeholder requirements within approved budgets for the year . Key Decisions / Dimensions - Following decisions are taken by the role: . Decisions of properties and locations during Corporate events . Negotiation of price SLAs and other commercial/ service terms with vendors . Approval of general administration expenses basis DOA Required Qualifications and Experience . a) Qualifications . Post-graduation b) Work Experience . Minimum 15 years of experience . Experience in management of events & infrastructure requirements . Should have experience in Branch Admin and New Branch Set-up. . Should be able to work seamlessly with Senior Business Stakeholders on admin related requirements

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