Gurpreet Rayat (Soniya)

Summary of Human Resources Management Responsibilities.

• Manage Employment and Relations: Oversee employment, compensation, labor, and employee relations activities.
• Recruitment Coordination: Organize recruitment activities, including job fairs.
• Employee Relations Administration: Address and resolve employee issues.
• Workforce Planning: Advise senior management on workforce planning.
• Interview Guidance: Provide managers with best practices for interviewing.
• HR Strategy Research: Investigate HR strategies to enhance organizational efficiency.
• Policy Development: Create policies to ensure legal compliance.
• Job Evaluation: Oversee job evaluation and classification.
• Job Descriptions: Update and create job descriptions as needed.
• Diversity and Work Environment: Support diversity initiatives and foster a positive work environment.
• Staffing Needs Assessment: Evaluate staffing needs within budget constraints.

• Employee Records Maintenance: Keep accurate employee records.
• Personnel Files: Ensure personnel files are up-to-date.
• Labor Market Monitoring: Track labor market trends for competitive salaries.
• Administrative Supervision: Provide administrative oversight to the HR department.
• HR Procedures Development: Develop HR procedures and programs.
• Training Documentation: Document training processes.

• Liaison Role: Act as a liaison between management and employees.
• New Employee Orientation: Conduct orientation sessions for new employees.
• Policy Information: Provide information on policies, job duties, and benefits.
• Staffing and Disciplinary Management: Handle difficult staffing duties and disciplinary procedures.
• Policy Advising: Advise on policy matters and recommend changes.
• Termination Analysis: Identify reasons for employee termination.
• Training and Development Programs: Organize employee training and development programs.
• Awards Program: Facilitate an awards program.
• Mentorship: Mentor junior HR professionals, providing guidance on best practices.
• Performance Management: Implement performance management systems with clear goals and feedback.
• Team-Building: Facilitate team-building events and workshops.
• Employee Engagement: Improve engagement through feedback sessions, recognition programs, and development opportunities.
• Onboarding Programs: Develop comprehensive onboarding programs for new hires.
• Talent Acquisition: Optimize talent acquisition efforts through job description updates, social media, and career fairs.
• Cross-Functional Collaboration: Collaborate with cross-functional teams to align HR strategy with business objectives.
• Recruitment Cost Reduction: Reduce recruitment costs by negotiating with external vendors.
• Workplace Culture: Contribute to a positive workplace culture as an approachable point of contact.
• Employee Wellness Initiatives: Promote wellness through health fairs, fitness challenges, and mental health resources.
• HR Process Efficiency: Streamline HR processes with digital tools and automation.
• Employee Retention: Enhance retention through talent management and succession planning.

• Survey Data Analysis: Analyze survey data for HR improvements.
• Benefit Program Coordination: Manage employee benefit programs.
• HR Trends Research: Research and analyze HR trends and issues.
• Special Projects: Develop projects in pay equity, wellness, and awards.
• Industrial Accident Investigation: Investigate industrial accidents for insurance purposes.

• Training Needs Assessment: Assess training needs and develop plans.
• Training Session Organization: Organize training sessions for new and existing employees.
• Instructional Material Creation: Create instructional materials and job skill checklists.
• Training Database Maintenance: Maintain a database of training courses.
• Training Scheduling: Schedule training sessions and ensure resource availability.
• Application Training: Train personnel on new applications and job functions.
• Training Collaboration: Collaborate on training objectives, budgets, and timelines.
• Team Exercises: Coordinate team exercises and discussions for engagement.

Responsibilities Summary:

HR Duties for All Units of AKES, T:

• Maintain leave schedules and handle petty cash.
• Supervise front desk staff, secretaries, drivers, and support staff.
• Provide guidance on personnel policies, procedures, and benefits.
• Review resumes, conduct phone screenings, and manage employee records.
• Facilitate salary negotiations and organize professional development events.
• Investigate industrial accidents and negotiate labor contracts.
• Provide employee services (food, transportation, relocation).
• Coordinate personnel, training, and labor relations activities.
• Identify vacancies and manage recruitment processes.

Event Management:

• Arrange logistics for seminars, workshops, conferences, events, and meetings.
  

Summary of Duties

• Supply Management: Ordered supplies while adhering to budget constraints.
• Correspondence Handling: Reviewed and routed incoming correspondence and emails.
  Sorted, and distributed incoming correspondence.
• Database Maintenance: Maintained databases for tracking employee information, inventory control, and other organizational data.
• Staff Management: Recruited, hired, and trained employees.
• Travel Coordination: Arranged and coordinated company business travel.
  

• Record Keeping : Maintained records of vehicles (trucks/trailers) and drivers on duty.
• Office Operations : Managed daily office operations, including ordering supplies, maintaining equipment, and managing calendars.
• Filing Systems : Created and maintained filing systems for accurate record keeping.
• Inventory Management : Purchased office supplies and equipment to replenish inventory.
• Customer Service : Delivered quality customer service to staff and customers.
• Purchase Orders : Prepared purchase orders and routed them to the project manager for approval.

Administrative Support Summary

Customer Service

• Provide professional customer service to staff, business partners, callers, and visitors.

Office Administration

• Coordinate office administration, including: Managing suppliers and vendors
  Mail processing
  Invoices and payments
  Facilities and vehicle maintenance
  Health & safety compliance
  Office security.

Document Management

• Develop and maintain an efficient filing and retrieval system for official documents.

IT Support Coordination

• Act as the first point of contact with IT support to ensure timely service delivery.

Personnel Administration

• Assist with recruitment, orientation, work permits, and leave tracking.

Asset and Inventory Management

• Maintain and track office assets, inventory, and insurance coverage.

Internal Communications

• Manage internal communications, including: Posting travel schedules and events
  Informing staff of relevant notices
  Maintaining shared drives
  Explaining administrative procedures.

Logistical Support

• Travel Arrangements
  Support travel assignments, including: Pre-travel arrangements (authorizations, visas, insurance, accommodation, advances)
  Post-travel reporting (expense reviews, advance tracking).
• Meetings and Event Coordination
  Coordinate logistics for meetings and events, including: Venues, catering, audio/visual equipment, materials, and minutes

Financial Support

• Purchasing Officer Procure goods and services for office use.
  Support accounting functions, including: Documentation for transfers
  Bank transactions
  Payments and receipts
  Reviewing financial reports from sub-grantees

Other Related Duties

• Policy and Procedure Compliance Perform duties according to established policies and procedures.
  Solve day-to-day problems and seek guidance for unusual issues.
• Office Operations
  Manage daily operations, including: Ordering supplies
  Maintaining equipment
  Managing calendars
  Implementing procedures
  Leading meetings
  Optimizing policies
  Creating schedules
  Developing training modules.
• Management Interaction: Interact with senior management to measure goals and identify improvements.
• Additional Responsibilities: Handle sensitive information with discretion.
  Provide exceptional customer service.
  Oversee office inventory activities.
  Maintain confidentiality of company documents and personnel records.
  Address client inquiries or concerns via phone calls or email correspondence.
  

• Controlling Cash Flow and Managing Accounts: Managed cash flow and basic accounts for the main office and six branches (Coastal Airport - Dar, Zanzibar, Mwanza, Tanga, Geita, and Arusha) in Tanzania.
  Prepared daily petty cash reports, maintained physical cash accounts, and reported to the head of finance on a daily basis.
  Prepared checks and maintained accurate financial records.
  Prepared salaries for staff at the head office and all branches.
• Customer Relationship Management: Developed strong customer relationships by providing excellent service, resolving complaints, and ensuring a positive shopping experience.
  Managed the returns and exchanges process while upholding customer service standards throughout transactions.
• Workflow Optimization: Optimized workflow processes by streamlining product stocking methods, reducing paperwork requirements, and simplifying check-out procedures.
• Team Training and Supervision: Successfully trained and supervised a team of ten cashiers in all aspects of the job, including customer service and compliance with company policies.
  Planned and prepared work schedules, and maintained records of employees' work schedules and time cards.
• Policy and Procedure Implementation: Established and implemented policies, goals, objectives, and procedures for the department.
  Conducted inventory management, reordering stock when inventory levels dropped to specified thresholds.
  Authorized payments and merchandise returns.
  Assigned employees to specific duties. Handled cash with high accuracy and took care to check bills for fraud.