Admin / HR Manager

Position Title: Admin / HR Manager

2024-11-28 Kabul Full Time 56

Job Location:	Kabul
Nationality:	National
Category:	Admin-Clerical
Employment Type:	Full Time
Salary:	As per the salary scheme of the company
Vacancy Number:	VMTLLC-005
No. Of Jobs:	1
City:	Kabul

Organization:	Vipar Motorcycle Trading LLC Afghanistan
Years of Experience:	Minimum 5 years of experience
Contract Duration:	Permanent
Gender:	Male/Female
Education:	Bachelor’s/ Master’s degree
Close date:	2024-11-28

About Vipar Motorcycle Trading LLC Afghanistan:

Kabul-Afghanistan

VIPAR motorcycles trading LLC is a leading distributor of Bajaj products, specializing in two-wheelers (2W) and three-wheelers (3W). With a commitment to quality, innovation, and customer satisfaction, we provide a wide range of Bajaj vehicles that cater to various needs and preferences in Afghanistan.

VIPAR Motorcycles Trading LLC, commonly known as Vipar, is an Indian company that holds the official license to sell Bajaj brand products and has its headquarters in the friendly and neighboring country of India New Delhi.
As a shareholder of the mentioned company, it has decided to open a sales representative of Bajaj brand products in Afghanistan under the name of Vipar Motorcycles Trading LLC.
The company has obtained its activity license dated 09-Sep-23 from the Ministry of Trade and Industry of the Islamic Emirates of Afghanistan with license number (89259)
In addition, the head office is located on Shahrenaw. The assembly line and showrooms are located on Sarak e Siah Bagrami Road, District 12 of Kabul, which the mentioned company is active in the process of packaging and ASEEMBLY rickshaws and motorcycles, which is equipped with Assembly line and equipment along with new upgraded machines.
The representative Company Motorcycles Trading LLC expanded their offices in Jalalabad, Kandahar, Herat, and Mazaar-e-Sharif after the official opening of the head office in Kabul.
The representative of the Viper Motorcycles Trading LLC company has recruited and is still recruiting a large number of internal employees in various and related FIELDS.

Job Descriptions:

Job Summary:

The Admin/HR Manager is responsible to implement, Human Resources (HR) & Admin strategies, systems, and procedures & policies & to responsible for the day to day Operations.

Job Duties & Responsibilities

Human Resources Tasks

Assisting & coordinating with CEO in development and implementation of various HR plans and ensuring the integration and alignment of the departmental plans with corporate strategy and business plan of the organization.
Leading HR team in achieving the set goals and objectives of the department by planning, directing, coordinating and reviewing the work plan for human resources staﬀ on ongoing basis and preparing progress reports if needed.
Ensuring compliance of HR processes with the organizational standards for audit, monitoring, evaluation and results-based management while conforming to the labor laws.
Ensuring smooth implementation of all policies and procedures throughout the organization. Investigating informal and formal complaints of violations of laws and policies.
Building eﬀective HR Business Partner relationships across the organization n, becoming a trusted advisor
Collaborating with the HR Leadership, lead the development, implementation and maintenance of best
HR practices and Polices. Providing leadership to a team of HR professionals and developing a seamless, ‘end to end’ service culture to improve efficiency and effectiveness of service delivery.
Identify challenges and propose recommendations in the management of the work-force needs of the VIPAR BAJAJ
Develop and maintain close and effective working relations with the HR Department in the Head Quarter
Prepare recruitment plans and incorporate the needs and have the plans approved to ensure timely recruitment in complete accordance with the VIPAR BAJAJ ’s hiring cycle/procedure
Represent HR Department in the internal and external including donor meetings relating the Human Resources Management
Ensure the HR Functions are applicable to the workforce of the VIPAR BAJAJ and take corrective actions if required to ensure the applicability of the functions to all the staff in VIPAR BAJAJ so that effective and productive staff is on board
Develop on-boarding materials and ensure the staff receives proper induction while on-boarding and check that the off-boarding is done in an effective manner and in accordance to the VIPAR BAJAJ procedure
Ensure that staff related issues including recruitment are done in adherence to the VIPAR BAJAJ ’s HR Policies and in accordance with the existing laws
Ensure personnel related data is regularly updated along with updated and complete hard copies of files are in place and confidentiality is ensured of the staff related data
Ensure and check staff properly manage their leaves and these are recorded.

Compensation & Benefits

Responsible for preparing the monthly payroll for of both Kabul office and on regional base compile the regional Payrolls.
Create and organize HR related files such as payrolls, taxes, staff talks, TINs, Work Permits, leave forms,
Preparing monthly tax calculation and reconciliation reports.
Preparing monthly report of newly hired and resigned staff, preparing the exit interviews till final settlements of resigned staff
Ensure that all the payroll and recruitment documents are timely prepared for Auditors.

Training and Development

Propose and ensure the T&D related costs are included into the budget
Conduct Training Need Assessment and develop a Training Plan for the staff to ensure that the staff capacity is built to better manage activities and achieve set objectives
Ensure all staff in VIPAR BAJAJ receive essential trainings – Code of Conduct, Duty of Care, First Aid Training etc.

Performance Management/ Performance Appraisal

Ensure that all the staff have action plans and their performance is evaluated
Work closely with the Supervisors and obtain regular feedback to ensure staff are productive and if required they are trained and their capacities are enhanced to have ensured effective performance management is institutionalized in VIPAR BAJAJ .

2. Administration Tasks

Ensure effective working environment for the staff and check the office premises for any required changes, repairs and updates and timely carry out such to have ensured convenience at workplace.
Supervise the staff responsible for the day-to-day operations and ensure utilities are up to date and complete for the smooth operations
Conduct assessments to ensure office is equipped with the resources necessary for the daily operations
Develop forms and procedures to ensure the resources are better utilized and tracked
Guest House Management and ensure the necessary steps are taken to keep the GH clean and well-equipped
Work closely with the Support Coordinator and ensuring a safe and clean working environment in the office
Ensure the logistics management and that fixed assets are timely recorded into the system and reported timely in case of any damage or loss
Ensure all the VIPAR BAJAJ ’s equipment are labelled as per the Fixed Assets Policy
Ensure all the travel related arranged and documents are complete for the staff required to conduct official trips

Procurement and Contract Management

Ensure that all procurement is done in alignment with the Procurement Policy of the VIPAR BAJAJ
Conduct a need assessment and develop a procurement plan
Develop and post RFQs to collect quotations; create a committee in close consultation with the management to do the analysis to select the winner
Check the need and nature of the procurement activity and propose the right kind of selection method
Ensure that all procurement related documents are properly recorded and filed; complete documents are shared with Finance Department for the payments
Ensure contracts are developed and are error free; moreover, develop and track the contract management to take timely actions
Ensure that for the contract management and any changes all the required documentation is in place

Internal and External Relations

Ensure that the HR and Administration Department have effective and professional working relations with the staff and external stakeholders.
Ensure VIPAR BAJAJ is represented in a professional manner at various platforms as and whenever required.

Job Requirements:

The applicant must have bachelor degree in a relevant Field. A master's Degree in a relevant field will be preferred.
At least 5 years of professional working experience in Admin/HR Manager.
Understand and have enough information about the financial management, procurement, Logistics, and Tax Law.
Excellent knowledge and experience in office packages.
Excellent Communication and Coordination skills
Good conflict-handling skills
Excellent writing and speaking of Pashto, Dari & English
Excellent interpersonal, teamwork, & presentation skills are required.
Ability to communicate effectively & maintain rapport with all levels of employees is required.
Excellent computer skills- Word, EXCEL, PowerPoint; plus, the ability to quickly learn various reporting systems is required.