G2 Consulting

Administration Executive:

Primary objective

Direct, control and co-ordinate the activities of a range of diverse administrative or

staff functions, including finance, human resources, information technology,
planning, supply or other corporate services.

Specific accountabilities

Direct and oversee the efficient operation of allocated functions such as finance,
human resources, information technology, planning, supply, transport, financial,
legal and public relations, taking account of the organisation's operating
environment.

Provide advice and assistance to senior executives in operating divisions through

specialised. service departments or functions.

Participate in the determination of corporate plans, budgets, workforce

development plans and management policy and approach.

Ensure records and reports required by the Chairman, Chief Executive, Board of
Directors and shareholders are prepared in an appropriate form and on a timely
basis.

Direct and plan appropriate changes in staffing and reporting relationships within
the area; and control the selection and training of administrative staff

Make policy decisions and accept responsibility for operations, performance of staff,
achievement of targets and adherence to budgets, standards and procedures.

KRA #1. Effective and Efficient delivery of Organization Work Advocacy

1. DEVELOP / DELIVER PRINTED Information Materials Development

2.DEVELOP / DELIVER Multimedia Information Dissemination

3. DEVELOP / DELIVER Seminars

KRA # 2. POLICY FORMULATION FOR THE ORGANIZATION.

1. Database Build-up Program

2. Research Program in Support of Policy and Programs Development

3. Continuing Review of Policies, Rules and Regulations

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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
1
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.
 G2 Consulting

4. Implementation Review to Identify Gaps Requiring ACTION.

KRA # 3. SUPPORT SERVICES TO OPERATIONS

1. Effective and Efficient delivery of Administrative Services support to operations.

2. Effective and Efficient delivery of Financial/Budget Management

3. provide continuing interventions of Human Resource Development

4. Effective and Efficient delivery of Continuous Service Improvement Program

5. Effective and Efficient delivery of Property Management Program

KRA 4. Environment Management

• Manage, implement and continually improve ENVIRONMENT MANAGEMENT SYSTEM

• Maintain Standards to ISO 14001:2004 accreditation

*Provide Support during EMS audits and reviews

KRA 5. Training & Development MANAGEMENT

• Identify, develop and implement programs.

• Maintain Training records

KRA 6. Administration / Record Keeping

• Provide Administrative support to the Departments as desired

• Maintain documentation .

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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
2
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.
 G2 Consulting

General Administration

1) Administration Department consists of the following Resources:

§ Administration Head – AH
§ Administration Assistant – AD.Asst
§ Office Boy – OB
§ Driver – Drv.

2) The Administration Department consists of the following responsibilities:

§ Identifying Assets:

Assets Purchase Inventory Maintain Handling Security Insurance

Movable
1. Vehicles Admin Admin Driver Driver Driver/ Admin Head
Head Head Admin Head
2. Machines (PC’s, Laptops Admin Admin Sys Admin Sys Admin Admin Admin Head
and Printers) Head/ Sys Head Head/Sys
admin admin
3. UPS Admin Admin Admin Admin Admin Head Admin Head
Head Head Head Head
4. Furniture Admin Admin Admin Admin Admin Head Admin Head
Head Head Head/ Head/
Admin Asst Admin Asst.
5. Telephone Admin Admin Admin Admin Admin Head Admin Head
Head Head Head/ Head/
Admin Asst Admin Asst
6.Electronic Equipments Admin Admin Admin Admin Admin Head Admin Head
Head Head Head Head
7.Stationary/Consumables Admin Admin Admin Admin Admin Admin Head
Head Head Head/ Head/ Head/
Admin Asst Admin Asst Admin Asst
8. EPABX Admin Admin Admin Admin Admin Head Admin Head
Head Head Head Head
9. Library Admin Admin Admin Admin Admin
Head Head Head/ Head/ Head/
Admin Asst Admin Asst Admin Asst
Non Movable
1. Infrastructure (Building) Admin Admin Admin Admin Admin Head Admin Head
Head Head Head Head
2. Fixed Furniture Admin Admin Admin Admin Admin Head Admin Head
Head Head Head / Head / OB
Admin Asst
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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
3
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.
 G2 Consulting

General:

1. Notices : Preparing of all the important and the related notices of <Company>

2. Arrangement for Official and Social Events: Arranging of Parties, Seminars,

Conferences and meetings, hotels, travel agencies, contracts renewal etc.

3. Maintenance of Office tidiness: Giving the appropriate guidelines regarding the

tidiness to the Office Boy.

4. Welcome: Welcoming every one who enters <Company>, in a systematic, polite and
courteous manner.

Personnel: Assist GM

1. Time – Keeping: Checking the In and Out register for regular entries by all employees,
entering the data in computerized system if required. To brig to notice if the policy is
not followed by any of the employees.

2. Telephone Calls: Attending and Maintaining record of Incoming and Outgoing calls.
Receiving and giving messages to the concerned person. Maintaining records of all
International Calls, Faxs etc.

3. Interviews: Giving a confirmation call to all the candidates for the interview. Arranging
of the resumes in a required sequence, welcoming the interviewer and the
interviewee. Arranging for the infrastructure required for the interviews.

Administration:

1. Utility: Maintenance of telephone, BSES, Professional tax, Inventory Management and

Security.

2. Maintenance of Statutory and other requirements:

§ Shop Act: Maintaining of the license and renewal of the license to done timely.
§ MSEB: Maintaining of the records of all the monthly bills received. Filling them
in due time and maintenance of the meter reading and the meter instrument.
§ BSNL: Maintaining records of the monthly bills, keeping a record of all the
international calls, local outgoing calls, filling up the bills in due time,
maintenance of the instruments in the office.
§ Broadband Connection: Maintenance of the monthly bills, filling them in due
time and keeping a record of the readings.
§ Banking Support: Giving instructions to the office boy and the Accountant
regarding any banking documents or official banking work.
§ Petty cash Management

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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
4
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.
 G2 Consulting

§ Printer: Maintaining of the printer cartridge, maintain record of the print outs
or the Xerox taken by the employees.

3. Courier: Keeping a record of the documents sent and received by courier. Maintaining
a record of the inward and outward courier in the courier register.

Travel Desk:

1. Arranging official tours for the employees (in house as well as contract) of <Company>
This includes
• Booking tickets,
• Booking of Hotels,
• Checking and Arranging the commutation facilities

All these facilities should be arranged with reference to the Travel Policy

House Keeping:

1. Cleaning: This includes cleaning of Office furniture, Office vehicles, Computers, floor
cleaning and the interior of the office.

2 Hygiene: Maintain sanitation in order to maintain hygiene.

2. Petty Work: Effectively doing the petty work allotted by the Admin Head or Front
Office, like buying material, maintain water storage etc.

3. Kitchen and Dining: Taking care of the Kitchen equipment and the material required.
Maintain the dining common facilities.

4. Assistance: Assisting the front office as and when required.

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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
5
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.
 G2 Consulting

ADMIN POLICY OF COMPANY

Care should be taken while using Company property like Computer, Dialer pad, Headsets,
Printer, Air conditioner, Furniture, Phone, Stationery etc. If found that the above assets are
been damaged due to negligence, the cost of the same will be recovered by the employee
and may be considered as misconduct.

Canteen

1. Food will be provided by <company> inhouse.

2. Employees will be given coupons of one snack + one dinner, the same will have to be
surrendered to the caterer at the canteen.
3. No Food & drinks will be allowed to on the floor. Food will be served only in the canteen
during the break timings.
4. Any Extra Plate of Snacks and Dinner will be charged extra, employee will have to pay the
same by cash.
5. Employees should adhere to the break timings, food will not be served before or after the
break timings.
6. No Employee is allowed to sit in the canteen or terrace before or after the break timings.
7. If food/ snacks is purchased from outside, care should be taken while using the crockery,
all the waste should be thrown in the garbage bin.

Transportation / Car Parking

Administration must secure parking areas, and keep executives / Managers property in
control ( install camera and monitor every hawker’s attempt to damage cars)

Mobile

1. Use of Cell Phones on the Floor is strictly prohibited except for Department Head, Team
Leader & IT Dept
2. In Case of Emergency for incoming and outgoing calls, office landline number may be used
(company number).
3. You may surrender your mobile phones in the reception at your own risk. The company
will not be liable for any misuse or lifting of mobile phones from the reception.
4. Mobile phones surrendered at the reception will be given only during the dinner/ lunch
break on submitting the token number provided.
5. You may use your phone during your dinner/ lunch break outside the office premises. You
are not permitted to use the mobile phones on the floor, pantry, bathroom or reception.
6. Endeavor should be to make effective use of the cell phone as per the above policy
7. If any offense is observed against the above policy it would result in termination
8. The company reserves the sole right to modify or cancel any of the above clause at any
time without giving any notice totally or individually
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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
6
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.
 G2 Consulting

Stationery
Employees should take care while using the stationery, Team leaders will supervise that the
stationery is not misused. Further if the Stationery is required, agents will have to give their
requirement to the Team leader and thereafter the team leader would give in written
requisition to the Admin Department. If the stationery is not in stock, the same will be
provided within 5 days after submission of the requisition.

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India: C 905 Krishna Appra Saphire, Vaibhav Khand, Indirapuram. Ghaziabad. UP. India .
7
No. 16, First Floor, 70 Hansraj Kamshi Building, Y M Road, Masjid Bunder, West Mumbai, India
UAE: Spark International FZE, PO Box 16111, RAK FTZ, RAK-UAE.
Algeria: No: 2 Etage Batimet Billayat, Cite Eyalarsa, SETIF, ALGERIA.