Position

Assistant Manager – Human Resources

About JiBe

JiBe is a cloud based fully integrated ERP system for the shipping industry. Our goal is to allow shipping companies to improve productivity, efficiency and safety levels, while reducing costs. JiBe ERP enables increased automation and streamlining of processes, creating pre-defined workflows and reducing the usage of email and paper.

Job Responsibilities

Payroll Management:

• Preparing the Payroll Input File based on the Leave and Attendance data.

• Calculation of salary considering all allowance, advance, loans, statutory deductions and F&F if any for all branches

• Preparing the Payroll Budget in consultation with the HR Manager and share it with the Accounts Team.

• Work with the Payroll Compliance Partner to get the salary sheet updated for payroll processing.

• Working with the HR Manager to prepare the final pay/salary sheet.

• Working with the Accounts Team for salary disbursement.

• Maintaining confidentiality of the salary data.

• Work as the POC for the Payroll/HR Compliance Partner to handle payroll related matters.

• Preparing monthly invoices for the contracted workers and third-party service providers (Security Staff, Housekeeping staff etc.)

• Preparing petty-cash budget in consultation with the HR Manager and the Accounts Team.

• Manage Petty Cash appropriately in consultation with the HR Manager.

Statutory Compliance:

• Preparing PF, ESIC, and PT statement every month and mailing to the HR Compliance Partner.

• Verifying PF, ESIC and PT challan received from HR Compliance Partner.

• Manage end to end TDS compliance in coordination with the Compliance Partner

• Processing the payments of all compliances in coordination with the Accounts Team.

• Work with the HR Compliance Partner to provide necessary data of the employees to meet HR compliance requirements.

• Complete all the Compliance Reports accurately and timely.

• Work with the HR Manager to identify compliance issues/gaps and assist in fixing them.

Performance Appraisals:

• Review Probation Evaluation Forms and highlight performance related issues to the Management Team.

• Work with the Line Managers to issue the Probation Extension Letters.

• Issuing confirmation letters to the employees on completion of probation on basis of their performance.

• Follow up with the management for approval of probation evaluations.

• Work with the Managers to get the inputs for the Warning Letters and issue the Warning Letters whenever required.

• Work with the HR Manager for conducting quarterly appraisals as per the company procedures.

• Analyzing data and making report of appraisals in consultation with the HR Manager

• Implement Appraisal Results in the monthly payroll.

• Issuing Increment Letters to the employees.

• Calculate PIP based on the performance scores and management feedback.

Employee Grievances:

• Handling employee grievances related to wages, increment and providing satisfactory solution to their problems in consultation with the HR Manager.

• Acting as a link between the management and employees.

• Getting all the employees issues solved in coordination with HR Manager.

• Work with the HR Manager in manage all the departments and maintain the decorum of the organization.

• Represent the organization positively in case of all the employee and organizational matters.

Leave Verification:

• Effective coordination with employees and the management for maintaining the leave data and ensure that the leave records are up to date.

• Enforcing the leave policy on the employees and educating the employees for timely leave applications.

• Review all the leave requests as per the company procedures.

• Validate medical certificates in case of medical leaves.

• Approve, reject or get clarification on the applied leaves in the Leave Management System.

• Highlight leave related issues to the management team and take appropriate action as per the procedure.

• Annually allocating leaves to the employees after confirmation of the employment and after the year end.

Employee Separation/Recovery/Legal:

• Manage end to end Exit Management process

• Work with the Liane Mangers to get the necessary information regarding the separation and try to retain the employee in consultation with the HR Manager.

• Preparing full & final settlement.

• Calculate financial recovery as per the Employment Agreement and coordinate with the employees for the financial recovery.

• Work with the respective Line Managers and HR Manager to get the termination inputs and issue a termination letter whenever required.

• Issuing relieving and experience letter after Exit Clearance.

HR Policies and Procedures:

• Provide assistance to the HR Manger in reviewing and documenting the company procedures.

• Implement the HR Policies and Procedures in consultation with the HR Manager.

• Identify needs/gaps of HR policies and work with the HR Manager to fulfil the requirements.

• Other duties as assigned by the HR Manager / Management Team.

Third Party Vendor Management:

• Coordinate with the third-party vendors (Group Insurance Company, Security services, Housekeeping staff provider, Biometric Service Provider, Office Material provider etc.) for timely and effective services.

• Work with the vendors to fix the service-related issues and fix them timely.

• Coordinate with them and the Accounts Team to settle the payments of third-party vendors.

Qualifications and Skills

• Minimum 10 years of HR experience in the HR field with the same job responsibilities including hands on experience in human resources: Labor / Employment Law, Office Management, Payroll, Statutory Compliances, Benefits, Administration and employee relations.

• Education: B. Com Graduate (Must have), MBA – Human Resources (Good to have)

• Highly organized with ability to effectively manage and execute multiple tasks/projects simultaneously while working independently.

• Fluency in English Communication

• Excellent communication skills (both written and verbal)

• Very strong attention to details and confidentiality with a commitment to high quality work.

• Strong PC skills including expert proficiency MS-Outlook, MS- Word, MS-PowerPoint, MS-Excel, and internet research/data gathering;

• Excellent analytical and problem-solving skills.