HR & Admin Executive

Position: HR & Admin Executive
Department: Human Resources & Administration
Reporting To: Senior Management
Location: New Delhi
Employment Type: Full-time
Experience: 3–5 years in HR & Administration, preferably in the NGO/Development/CSR sector
1. About the Role
The HR & Admin Executive will be responsible for managing and coordinating the day-to-day Human Resources and Administration functions of ISRN. The role will ensure effective implementation of HR policies and processes, employee records and documentation, recruitment and onboarding, attendance and leave management, performance management, employee engagement, office administration, procurement coordination, vendor management and compliance-related documentation.
The position will work closely with programme teams, management, Finance & Accounts, vendors and other stakeholders to ensure smooth, efficient and well-organised operations.
2. Key Responsibilities
A. Recruitment & Talent Management
Manage end-to-end recruitment, including job descriptions, vacancy postings, candidate sourcing, CV screening, telephonic screening, interview coordination and selection documentation.
Coordinate with programme and functional heads to understand staffing requirements and prepare/review Job Descriptions.
Schedule interviews and maintain recruitment trackers.
Collect, verify, document and securely maintain candidate and employee records.
Prepare offer letters, appointment letters, contracts, joining documents and HR correspondence.
Maintain an updated database of current and potential candidates.
Support timely onboarding and induction of new employees.
B. Employee Onboarding & Exit Management
Coordinate joining formalities and induction of new employees.
Maintain complete and updated personnel files and employee documentation.
Coordinate exit formalities, including resignation, clearance, asset handover and relieving/experience documentation.
Maintain an accurate employee master database.
Conduct/coordinate exit interviews and maintain exit records.
C. HR Operations & Employee Records
Manage attendance, biometric/time-clock records, leave management and employee documentation.
Maintain records of staff movement, probation, confirmation, contracts and performance reviews.
Ensure timely submission, verification and approval of attendance and leave records.
Maintain an HR calendar covering probation completion, performance reviews, contract renewals and key employee milestones.
Prepare HR reports and dashboards for management.
Maintain confidentiality and security of employee information.
D. Performance Management
Coordinate periodic employee performance appraisal processes.
Maintain appraisal formats, review schedules and related documentation.
Follow up with reporting managers for timely completion of reviews.
Maintain records of probation reviews, confirmations, performance improvement plans and related decisions.
Support management in strengthening performance management and employee accountability systems.
E. HR Policies, Formats & SOPs
Develop, update and maintain HR policies, formats, guidelines and SOPs in consultation with management.
Support effective communication and implementation of HR policies.
Maintain updated employee handbooks, policies and procedures.
Develop and standardise HR formats and documentation processes.
Coordinate with departments for development and implementation of organisational SOPs.
Support periodic review and improvement of HR systems.
F. Employee Relations & Engagement
Act as the first point of contact for routine HR-related employee queries and concerns.
Support management in addressing employee grievances and workplace issues.
Facilitate constructive communication between employees and management.
Support conflict resolution and disciplinary processes when required.
Maintain appropriate records of grievances and resolutions.
Plan and coordinate employee engagement initiatives, including knowledge-sharing sessions, team-building activities, birthdays, work anniversaries, welcome/farewell programmes, staff meetings and internal events.
Contribute to a positive, professional and inclusive workplace culture.
G. Office Administration & Facility Management
Manage day-to-day office administration and ensure smooth functioning of the office.
Maintain office supplies, consumables and inventory and ensure timely replenishment.
Coordinate maintenance, repair and servicing of office infrastructure, equipment and facilities.
Coordinate housekeeping, security, pantry and other office support services.
Monitor office cleanliness, safety and workplace readiness.
Maintain office asset records and support periodic physical verification.
Coordinate procurement of office supplies and administrative requirements within approved budgets.
Maintain records of vendors, quotations, purchase orders and administrative purchases.
H. Travel & Logistics Management
Coordinate air, railway and local travel bookings for employees and authorised visitors.
Arrange accommodation and other travel-related logistics.
Support travel planning for meetings, programme visits, conferences, workshops and organisational events.
Ensure required documentation and coordination as per ISRN's travel and administrative policies.
I. Vendor & Bill Management
Coordinate monthly administrative bills and payments, including electricity, internet, telephone/mobile services, security, housekeeping, pantry, office maintenance and other services.
Verify invoices, supporting documents and bills before submission for approval/payment.
Maintain monthly trackers of administrative expenses and pending payments.
Coordinate with vendors regarding invoices, service documentation and payment queries.
Monitor administrative expenses against approved budgets.
J. Compliance & Documentation
Maintain accurate and updated HR and administrative records.
Support compliance with applicable organisational HR and administrative requirements.
Maintain records of employee documents, policies, attendance, leave, contracts and related HR documentation.
Track renewal of office/vendor agreements and service contracts.
Support internal audits, donor audits and management reviews by providing required documentation.
Ensure confidentiality and appropriate access control for sensitive employee and organisational records.
K. Management & Reporting
Prepare monthly HR and Administration reports for management.
Prepare monthly work plans and progress reports.
Maintain daily/monthly trackers for attendance, leave, recruitment, bills, vendors, assets and office administration.
Prepare meeting notes/minutes and follow-up trackers where required.
Provide timely updates to the reporting manager on pending HR and administrative matters.
Support senior management with special assignments and organisational initiatives.
3. Key Deliverables / Performance Areas
The HR & Admin Executive will be accountable for:
Timely and effective recruitment and onboarding.
Accurate and updated employee records and HR documentation.
Timely attendance and leave management.
Effective implementation of HR policies, formats and SOPs.
Timely completion of probation and performance appraisal processes.
Effective employee engagement and grievance support.
Smooth day-to-day office administration.
Timely procurement and availability of office supplies.
Proper asset, vendor and facility management.
Accurate and timely processing and tracking of administrative bills.
Timely HR and Administration reporting.
Strong confidentiality, documentation discipline and compliance.
4. Qualifications & Experience
Essential
Bachelor's degree in Human Resources, Business Administration, Management, Commerce or a related discipline.
3–5 years of relevant experience in HR and Administration.
Strong knowledge of recruitment, employee lifecycle management, attendance, leave and HR documentation.
Proficiency in MS Office/Google Workspace, particularly Excel/Sheets, Word/Docs and email.
Strong organisational, coordination and documentation skills.
Good written and verbal communication skills.
Ability to handle confidential employee information with discretion.
Desirable
MBA/PG Diploma in HR or Human Resource Management.
Experience in an NGO, CSR, development sector or not-for-profit organisation.
Experience in HR policy, format and SOP development.
Experience in performance management systems.
Experience in vendor coordination, procurement and office administrati

Work arrangement
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