DEPUTY MANAGER HR & ADMIN

Role Overview

The Deputy Manager – HR & Admin is responsible for planning, supervising, controlling, and improving all Human Resource and Administrative functions of the organization. The role acts as a key support to senior management, ensuring smooth day-to-day operations, policy enforcement, employee discipline, compliance, and a professional workplace environment.

This position requires a hands-on leader who can manage teams, build systems, resolve issues, and ensure alignment between HR, Admin operations, and business objectives.

Key Responsibilitie

Human Resources Responsibilities

1. HR Operations & Governance

• Oversee end-to-end HR operations including hiring, onboarding, probation management, performance tracking, and employee exit processes.
• Ensure HR policies, SOPs, and procedures are implemented consistently across the organization.
• Maintain compliance with labor laws and statutory requirements.
• Regularly review and update HR policies in alignment with company needs and legal requirements.

2. Recruitment & Workforce Planning

• Manage and monitor recruitment processes, ensuring timely hiring as per departmental requirements.
• Coordinate with HODs and management for manpower planning and job requirements.
• Review job descriptions, offer letters, and employment contracts before issuance.
• Track recruitment metrics such as hiring turnaround time and quality of hire.

3. Attendance, Leave & Discipline Management

• Supervise attendance, leave, and time management systems.
• Identify patterns of absenteeism, late arrivals, and policy violations.
• Handle disciplinary matters, warnings, and escalations as per company policy.
• Act as the first-level authority for employee disciplinary and conduct-related issues.

4. Employee Relations & Engagement

• Serve as a key point of contact for employee grievances, concerns, and conflict resolution.
• Conduct counseling sessions and mediate workplace conflicts.
• Support initiatives related to employee engagement, motivation, and retention.
• Coordinate employee feedback mechanisms and present insights to management.

5. Performance & Employee Lifecycle Management

• Coordinate probation evaluations and confirmation processes.
• Support performance review cycles and employee development discussions.
• Monitor employee lifecycle stages and ensure documentation accuracy.
• Work closely with management on employee retention strategies.

6. Payroll & Compensation Oversight

• Review and verify payroll data, allowances, deductions, and benefits.
• Ensure salary processing accuracy and timely disbursement.
• Coordinate with finance for payroll approvals and corrections.
• Oversee employee benefits administration where applicable.

Administrative Responsibilities

1. Office Administration & Facilities Management

• Oversee office infrastructure, maintenance, cleanliness, and facility operations.
• Ensure availability and proper functioning of utilities, internet, power backup, and office equipment.
• Implement preventive maintenance plans for office facilities.
• Ensure a safe, professional, and compliant workplace environment

2. Vendor, Asset & Contract Management

• Manage administrative vendors and service providers (security, maintenance, housekeeping, etc.).
• Review quotations, negotiate terms, and recommend vendor selection to management.
• Oversee asset management, inventory control, and periodic asset audits.
• Monitor vendor performance and service-level compliance.

3. Security & Transport Oversight

• Supervise office security arrangements and protocols.
• Ensure proper access control and safety measures.
• Oversee transport arrangements if applicable and ensure compliance with company policy.

Management, Reporting & Strategic Support

• Prepare and present monthly HR & Admin reports to senior management.
• Provide insights on headcount trends, attrition, attendance, and discipline.
• Identify operational gaps and recommend process improvements.
• Support management in audits, inspections, and internal reviews.
• Act as second-in-command for HR & Admin operations in the absence of the department head.

Leadership & Team Management

• Supervise HR and Admin officers/executives.
• Assign tasks, set priorities, and monitor team performance.
• Provide guidance, coaching, and performance feedback to team members.
• Ensure proper delegation and accountability within the team.

Skills & Competencies

• Strong understanding of HR operations, policies, and labor laws
• Excellent people management and conflict resolution skills
• Strong administrative and organizational abilities
• Decision-making and problem-solving skills
• Effective communication and reporting skills
• Ability to handle confidential information professionally
• Proactive mindset with a focus on continuous improvement

Qualification & Experience

• Bachelor’s degree in Human Resources, Business Administration, or a related field (Master’s preferred)
• 5–7 years of relevant experience in HR & Admin, including a supervisory or managerial role
• Experience in a software house or corporate environment will be an advantage

Authority & Accountability

• Authorized to enforce HR & Admin policies and procedures
• Authorized to escalate disciplinary and operational issues
• Accountable for HR & Admin operational efficiency, compliance, and team performance

Job Type: Full-time

Work Location: In person