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

Requirements

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.