SHIVA SHANKARA VARA PRASAD K

"I manage HR and administration with a team of 6, overseeing the entire employee lifecycle, from recruitment to end-of-service settlement. I am also responsible for handling daily HR activities for a workforce of 650 employees, ensuring smooth operations and compliance with company policies."

• Oversaw payroll functions, ensuring accuracy while maintaining strict confidentiality standards for sensitive employee information.
• Led decision-making and implementation of HR policies, procedures, programs and functions.
• Improved workplace culture through the development and implementation of diversity initiatives.
• Motivated employees through special events, incentive programs, and constructive feedback.
• Streamlined HR processes for increased efficiency with the use of HRIS systems.

• Recruited, hired and oversaw staff by overseeing job interviews, conducting exit interviews and leading onboarding sessions.
• Reviewed and screened applicant resumes to identify qualified candidates.
• Maintained work structure by updating job requirements and job descriptions for positions.
• Oversaw promotions and position changes and handled paperwork.
• Oversaw and managed hiring process and assisted human resources.
• Coordinated employee placements and administration.
• Worked with managers to achieve compliance with organizational policies, providing clarifying information and recommending necessary changes.
• Maintained optimal staffing levels by tracking vacancies and initiating recruitment and interview processes to identify qualified candidates.
• Created and implemented forward-thinking initiatives to improve employee engagement.
• Coordinated activities of human resources team, distributing resources and personnel effectively across organization to meet HR needs.
• Worked as effective team member while contributing to local and regional HR projects.
• Handled on-boarding process for newly hired employees, which included distribution of all paperwork.
• Prepared new hire letters, employee contracts and corporate policies.
• Updated HR database with new employee information, changes in benefits and other details.
• Addressed employee conflicts with appropriate urgency, following all corporate procedures.
• Inspected vehicles and requested maintenance tasks be completed within specific timeframes.
• Maintained accurate records of all absences, truancy issues and disciplinary actions.
• Maintained accurate driver information for delivery scheduling.
• Generated daily reports detailing suggested process improvement initiatives to inform management.
• Maintained employee confidence and protected payroll operations by keeping information confidential.
• Updated employee files with new details such as changes in address or salary levels.
• Advocated for staff members, helping to identify and resolve conflicts.

• Recruitment: Maintain database of the referral candidates for Executive & Unskilled, Semi-skilled. & skilled categories
• · Make job postings to different job portals
• · Screen candidates based on the given Job Description
• · Source and recruit candidates by using databases, social media etc.
• · Act as a point of contact and build influential candidate relationships during the selection process.
• Onboarding: Acting as the primary point of contact for all new hires from the moment of offer acceptance through to completion of probation
• · Working with the team to coordinate a smooth joining process for both local and overseas hires. This will include overseeing visa processing, relocations, benefits activation, schooling, accommodation, medical cover etc. - keeping the new joiners well-
• · Preparation of and assisting with local induction for all new starters and trainees.
• · Providing training and induction to new employees
• Off boarding: Preparing end of service settlements for canceled employees.
• · Coordinating with accounts departments to ensure to clear the employee cheque.
• · Handling employee resignations/terminations (Exit interviews, final exit clearance review and approval, end of service processing, visa cancellation requests, flight ticket requests and cancellations of insurance cards).
• · Complete exit checklist of employees before they exit from the company.
• File Management: Using ERP software updating the Human Resource Information Systems (HRIS) or Human Resource Management Systems (HRMS)
• · In charge of the employee’s files, soft copies and hard records.
• · Managing & maintaining all employee's files starting from the recruitment through all decisions, promotions, Monthly salary documents, Increment, salary revision, Visa renewal, Tenancy contracts, Mulkiya, company relevant documents etc.
• · Safekeeping of original passports & important documents in the locker.
• Leave Management: Maintaining Leave records of all employees and management
• · Updating day to day leave transactions and rejoining
• Insurance: Arrange medical insurance cards of new employees,
• · Ensure addition & deletion of the employees in the insurance list according to the category, Report & submit insurance claims for management and employees
• · Preparing necessary data and documents upon insurance renewal
• Policy and procedures: Provide day-to-day administration of HR policies, processes and documents and ensure that they are effectively implemented and communicated to all employees in a timely manner
• Performance management: Working with managers, senior managers and team on end to end performance management cases.
• · Managing the performance management cycle process from start to end and monitoring timely and accurate completion of the appraisals.
• Culture activities: Responsible for coordinating culture activities like company Annual day parties, events, sports etc.
• Disciplinary & Grievance: Handling employee grievances on pay & benefits, work environment, Health & Safety etc. Conducts investigation in disputes and reports findings to HR Manager
• · Investigations and issuance of warning letters based on company disciplinary policy, aligned with HR Management
• Attendance/Payroll Management: Incorporate Attendance, OT, Absence CL, SL, PAID LEAVE and applicable employee
• Additions/deductions in the Monthly payroll.
• · Prepare & include the annual leave-salary & airfare-of-the-eligible employees for the month in the payroll
• · Submit to the manager and coordinate with him for finalizing
• Salary process: Preparing the monthly salary sheet and submitting it to the manager. After confirmation of salary from the accounts department.
• · Preparing WPS salary sheets and generating the SIF file to process the salary through bank and Exchange.
• · Opening and closing individual bank accounts of employees.
• · Providing NOC’s, salary certificates, salary transfer letters, employment certificates and experience letters as per employee requests.
• Administration: Provides administrative support to the Managers and all other site departments as required. These duties may include scheduling meetings, managing schedules, creating and maintaining reports, minutes of meeting, filing, and internet research.
• · Management of LMV drivers and vehicles, Administration of Security, Cooks, Ensure quality cleaning of mess , staff &
• · Workers accommodation and review, evaluate and if required implement new administrative procedures.
• · Ensure compliance of municipality guidelines regarding mess, camp, staff accommodation and. site office,
• · Procurement of mess items or for any emergency
• · Generate I receive bills from online or the service provider, Prepare payment release voucher & submit to accounts
• · Department for making the payment. Follow up for payment confirmation
• · In charge of sending and receiving correspondence and taking memos, distributing mail, faxes, resumes and parcels
• · as required. Arranges appropriate courier services as required Assists other departments with overflow work, and
• · Provides coverage as required.

· Sourcing the candidates resume from various job portals according to company requirements, Recruitment coordination (Conducting Interviews), Conduct reference check of new recruits, guiding employee referral scheme to employees

· Maintain Organize electronic or manual filing systems, company documents, employee records (soft and hard copies)

· Joining, Induction, Exit, Transfer, Confirmation of employee. (Offer letter, Appointment letter, Salary negotiation, Confirmation letter, service certificate, Transfer letter, Separation letter, HR Clearance, Full & Final settlement)

· Being in manufacturing industry giving knowledge of safety to new joiners on induction. Make sure they follow all precautions in regards to safety. Providing them safety shoes, uniform, hand gloves.

· Verify source documents, check for errors and enter data into an electronic database, Attendance Time & Leave Management for timely and ensure accurate processing of the Monthly Payroll according to the schedule, Generating Pay slips and forwarding them to employees

· Maintaining & updating Employee’s Database & personal records, Verify & Process record data of each employee.

· Provide payroll reports to business managers as required, Attend to employees’ enquiries regarding payroll.

· Handle all incoming and outgoing communication and order office supplies

· Assisting to CEO a variety of administrative tasks including typing, copying, taking notes, inputting timesheets to corporate, creating templates and creation and preparation of documents and presentations

· Conducting exit interview process for resigned, quite/terminates employees, coordinating for clearance with department, Smooth exit and issuing experience certificate and relieving letters

· Update HR databases (e.g. new hires, separations, vacation and sick leaves)

· Assist in payroll preparation by providing relevant data, like absences, bonus and leaves

· Prepare paperwork for HR& admin policies and procedures

· Coordinating a variety of administrative and clerical support functions

· Maintain ISO data base (e.g. scheduling internal audits, control records etc.)

· Maintain Workmen composition data base Insurance claims

· Coordinate & manage the full & final settlement with the help of finance division and sending circular to other department at the time of relieving of an employee

· Arrange visa (work permit, husband sponsored visa, visit visa etc.) for expatriates and their family.

· Prepare periodic reports, special reports and submit to the management

· Assist in all general inquiries concerning labour and immigration matters

· Collect all appropriate documentation necessary for visa and permits required to be processed.

· Organize visas for holiday and business-related travel for managers as required

· Ensure and maintain appointment calendars, boardroom bookings, travel arrangements, company Phone list meetings and conferences

· Support aspects of reception, including: welcoming visitors by, answering and directing phones calls, maintaining security by following procedures; monitoring logbook; issuing visitor badges, etc.

· Ensure all visa, medical and labour permits are up to date and arrange timely renewal

· Maintain inventory tracking and coordinating the reconciliation of assets

• · Maintain work priorities and ensure procedures are followed and deadlines are met.
• · Preparing authorization letters, covering letters
• · Managing electronic timekeeping systems or manually collecting and reviewing timesheets.
• · Calculating payable hours, commissions, bonuses etc.
• · Create job postings on the HRIS System
• · Maintaining employee records.
• · Creation of letters, offers, disciplinary documents etc.
• · Auditing documents and health and safety requirements for compliance
• · Coordinating with the HR department to ensure correct employee data.
• · Providing administrative assistance to the HR and accounting department
• · Carry out administrative activities of establishment
• · Administer policies and procedures related to the release of records in processing requests under government access to information and privacy legislation
• · Oversee and co-ordinate office administrative procedures
• · Review, evaluate and implement new administrative procedures
• · Co-ordinate and plan for office services such as accommodation, relocation, equipment, supplies, forms, disposal of assets, parking, maintenance and security services
• · Assist in the preparation of operating budget and maintain inventory and budgetary controls
• · Assemble data and prepare periodic and special reports, manuals and correspondence