Roles and Responsibilities

Manage day to day administration while ensuring cost control on regular expenses such as–

• Maintenance related expense


• Stationary


• Rental


• Communications equipment


• Guest house management


• Pantry/ refreshments


• Cafeteria (if present within the given region)


• Responsible for maintenance of furnitures, fixtures and other office equipments and represent admin team in audit


• Maintain all communication equipment including Video


• Conferencing, telephones – landlines (ISD & STD), mobiles, EPBX & PRI lines etc.


• Ensure implementation of the contract negotiated with service providers


• Responsible for provision of stationery, food, corporate gifts, etc. as


• per requirement given by Business Units/ Management


• Maintain records of telephone, mobile, electricity, ACs and other


• vendor bills etc. to ensure timely payment of bills after seeking approvals. Process bills to accounts for payments and maintain receipts of invoices. Ensure filing of claims and recovery.


• Process material management payments through SAP


• Ensure compliance to VFAR while processing invoices for payments and compliance to purchase policy.


• Handle petty cash – Manage day to day requirements for petty cash by preparing vouchers and making reports for payments to cellular service providers, entertainment facilities providers and other vendors.


• Co-ordinate with employees, housekeepers, vendors etc. for procurement, repair & maintenance of day to day office facilities


• Ensure proper book keeping of MIS reports, audits reports and documents like lease, MOUs, Boqs, Bills, payments, etc.


• Ensure compliance with ISO 14001 and maintain premises to preserve the environment by effectively managing power, AC systems, generators and amenities like water, etc.


• Ensure adherence to code of conduct and ensure process implementation as per VFS Administration SOP /manuals.


• Ensure compliance with VFS’ Global’s information security policies and procedures


• Ensure compliance of shops and license certifications and timely renewal of vendor contracts for all VAC’s.


• Respond to inquiries & troubleshooting and ensure internal customer satisfaction of all stakeholders


• Ensure timely renewal of maintenance contracts Full


• Responsible for handover of premises on expiry of lease and takeover of premise. Obtain clearance certificates at time of handover


• Assist in the sale of old company cars and other assets


• Assist and supervise refurbishment projects


• Ensure judicious use of natural resources


• Adhere to the environment health and safety policy/objectives and guidelines of the organization.


• Indicative KRA’s/Budgetary and Revenue Responsibilities


• Cost Effectiveness in procurement of assets and materials


• Audit Documentation & policy compliance


• New initiatives undertaken


• Vendor Management


• Internal customer satisfaction (VOC/ ESAT scores)


• Timely processing of vendor invoices

Key Interactions within and outside of VFS Global

External

• Various Government Department/Officials


• Vendors & Contractors


• Insurance Companies


• Service Provider – Telecom / Facility Management

Internal

• Co – ordination with various Heads of Departments/ VAC Managers of VFS Global


• Co-ordination with Corporate Office


• Finance Department

Qualification & Experience (Education, Experience, specific knowledge, skills, understanding, attitude)

• Education: Minimum: Business Management Degree; Finance or Equivalent Degree.


• Additional: Post Graduate or Global Equivalent Degree.


• Experience: 2 – 6 years of Relevant Experience.

Knowledge & Key skills:

• Basic knowledge of Computers and work with MS Office efficiently.


• Ability to Innovate and enhance procedures and methods to increase productivity & cost effectiveness.