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Job Description

Manager- Admin and HR

Alliance for an Energy Efficient Economy (AEEE)

New Delhi

1. POSITION(S) VACANT: Manager- Admin and HR, Alliance for an Energy Efficient Economy, New Delhi.

2. ORGANIZATION BACKGROUND:

Incorporated in 2008, the Alliance for an Energy Efficient Economy (AEEE) is an industry led, membership based Indian non-profit organization, that drives energy efficiency markets and policies in India.

AEEE is the only organisation in India which works on creating awareness about energy efficiency as a resource. The organization aims to transform India into a global leader in the field of energy efficiency, by reducing the country’s energy intensity. AEEE is working towards making India a globally competitive and environmentally sustainable economy and one of the most attractive markets for companies, with the best available energy efficient technologies. The organization also provides a convening platform for Government and Industry to engage in a constructive dialogue, for the design and implementation of more effective and impactful policies.

Over the years, major foundations, as well as bilateral and multilateral agencies, have helped AEEE grow, as well as undertake projects in the area of energy efficiency policy advocacy and business enablement, with emphasis on knowledge products and the creation of more effective and credible platforms.

For more information about the organisation, please visit www.aeee.in/ 

3. JOB DESCRIPTION/ RESPONSIBILITIES:

The Manager- Admin and HR shall be responsible for defining processes/ procedures and executing day to day office HR operations and office administration tasks across verticals to ensure operational efficiency.

Key Deliverables:

(A) General Administration:
(1) Execute general office administration tasks efficiently with high responsiveness and high quality in order to smoothly run the organization;
(2) Maintain order in the work environment by prioritizing and handling tasks with calmness;
(3) Manage the procurement and payment process for vendors, suppliers, etc. Liaise with vendors and coordinate for the timely verification and processing of bills/ invoices;
(4) Oversee and manage office facilities and supplies, including maintenance of related inventories (IT, communication hardware, software licences, equipment and services),;
(5) Manage business travel and accommodation arrangements for all the staff by working with the organisation’s travel agency;
(6) Coordinate logistics for events, maintain files/ records;
(7) Provide travel and logistics support;
(8) Define processes and procedures to maximize the efficiency of office operations;
(9) Implement and revise policies and manuals as required by statutory requirements;
(10) In consultation with organisation’s legal counsel, plan and conduct the annual (or Extraordinary) general meeting as per the rules of the society;
(11) Work with the Finance and Research team to ensure that the supporting documents for AGM (Annual Report, Audited Financial Statement, etc.) are approved and in order;
(12) Collate and edit information from various research teams for proposal coordination, report and collaterals preparation and uploading on grant portals;
(13) Draft emails and memos for internal and external communications on behalf of the organisation;
(14) Coordinate with designer/ printer for collaterals and reports;
(15) Manage and maintain organisation’s cloud accounts, mailing lists, and cloud drive;
(16) Manage and maintain master database for efficient communication and outreach activities.

(B) Human Resources: 
(1) Independently execute day-to-day HR operations and/or oversee HR operations outsourced to the external agency, ensuring process efficiency and adherence to defined timelines;
(2) Maintain staff attendance and leave records;
(3) Coordinate staffing requisitions from various departments and liaise with enlisted HR agencies providing recruitment support and/or directly post vacancy announcements on relevant job portals;
(4) Source, interview, shortlist and support the recruitment of individuals for various positions across departments;
(5) Coordinate reference checking of candidates, timely issue of offer letters and early joining of candidates. Ensure the smooth induction/ onboarding of new hires;
(6) Execute various employee engagement activities across the organization;
(7) Provide guidance to employees in defining performance metrics i.e. KRAs and KPIs;
(8) Manage and coordinate annual performance management and salary review with different business unit heads within specified timelines;
(9) Define accurate metrics and monitoring mechanisms to effectively review and reward performance;
(10) Implement a comprehensive HR policy framework across the employee life cycle: recruitment, induction, performance management, training & development, compensation & benefits career and succession planning in association with director operations.

4. QUALIFICATIONS, EXPERIENCE AND COMPETENCIES:

Qualification:
(1) Graduate in Arts, Business Administration or other related discipline;
(2 Post graduate in HR shall be preferred.

Experience:
(1) At least 10-12 years of experience in office administration and handling HR operations;
(2) Prior experience with development sector organization is desirable.

Skills and Competencies: 
(1) Must be highly energetic and efficient professional;
(2) Demonstrable ability in creative thinking, collaboration with superior problem-solving skills;
(3) Should have strong organizational, analytical and interpersonal skills;
(4) Should have strong communication and negotiation skills; 
(5) Ability to analyse and revise operating practices to improve efficiency;
(6) Ability to prioritize work and perform under tight timelines;
(7) Must be detail oriented and comfortable working in a fast-paced environment.

5. COMPENSATION OFFERED:
The offer made to the selected candidate shall be commensurate with qualifications, experience and salary history.

6. LOCATION: New Delhi

7. REFERENCE: MAHR-AEEE

8. CONTACT INFORMATION:

Team SAMS
Strategic Alliance Management Services P Ltd.
1/1B, Choudhary Hetram House, Bharat Nagar 
New Friends Colony, New Delhi 110 025
Phone Nos.: 011- 2684 2162; 4165 3612
E-mail: mahr-aeee@sams.co.in

9. APPLICATION PROCESS:

Eligible candidates interested in this position are requested to urgently apply to mahr-aeee@sams.co.in, along with a cover letter highlighting their motivation to apply and suitability for the position, along with an updated resume including names and contact details of at least two referees, by or before February 2, 2019.