SECTION 1: OBJECTIVES OF HR, ADMIN & COMPLIANCE DEPARTMENT:
1.
Organizational objectives: HR, Admin & Compliance Department
exist to contribute to organizational effectiveness to help managers achieve
the objectives of the organization.
2.
Functional objectives: This Department has to perform certain functions in
line with organizational needs and goals.
3.
Societal objectives: HR, Admin & Compliance functions to be ethically
and socially responsive to the needs of the society.
4.
Personal objectives: HR, Admin & Compliance has to assist in achieving
staff's personal and professional objectives.
In general HR, Admin & Compliance
Department has the following objectives:
1.
Optimum
utilization of human resources
2.
Be
a strategic business partner and change agent
3.
Help
to create a safe, healthy and attractive working environment
4.
Develop
managerial competency and help creation of condition in which employees
contributes to the best of their abilities
5.
Development
of mutual respect and trust between management and employees
6.
Enhance
staff morale.
SECTION
2: ROLE OF HR, ADMIN & COMPLIANCE
HR, Admin & Compliance will play the
following role for the growth and Development of the Organization:
a. Supporting Role: Most important role of HR, Admin &
Compliance will be provide support to the Manufacturing and Business
Divisions/Department to handle, control, follow up, discipline, and develop the
workforce of those Divisions/Departments.
b. Advisory Role: HR, Admin & Compliance Department will
give valuable advice in respect of legal, ethical, environmental and social
related issues to other Divisions/Department in order to motivate, encourages,
guide and Lead the workforces to achieve the company’s goals and targets.
c. Fair Staff & Labor Practices: HR, Admin &
Compliance Department will suggest, help, assists, cooperate, guide other
Divisions/Department to maintain fairness in respect of disciplinary action,
performance management, salary & wages Administration etc.
SECTION
3: FUNCTIONS OF HR, ADMIN & COMPLIANCE DEPARTMENT
3.1: HUMAN
RESOURCES
3.1.1: MANPOWER
ALLOCATION FOR HUMAN RESOURCES SECTION
|
|
Manager |
AM/DM |
Sr.
Officer/Officer |
Asst. Officer |
HR Assistant |
Total Manpower |
|
Required
Manpower |
1 |
0 |
7 |
3 |
8 |
19 |
|
Current Strength |
0 |
0 |
0 |
0 |
3 |
3 |
|
Balance
|
1 |
0 |
7 |
3 |
5 |
16 |
NOTE: For the time being we need to
recruit only 1 experience HR Officer, 1 Counselor & Welfare Officer
(female), 1 Medical Officer (female) and another one Staff Nurse. Total
immediate requirement is 4. We have 1 HR Office and 1 Compliance Officer, but
they are not experienced and not at all qualified to handle HR job of a large
Compliance Factory like NEW LINE. They may be transferred to other department as
Assistant or Trainee Officer or they may be reappointed in HR Department as
Assistant (Clerk) for documentation purpose only.
3.1.2: HR OPERATIONAL ACTIVITIES &
RESPONSIBILITIES
1.
Prepare and update
manpower planning as per the manpower the requirement of the company
2.
Keep and Update
the Recruitment Plan by continuous fulfillment of required manpower
3.
Fulfill manpower
requirement of all Division/Department/Section as per company’s standard
manpower set up by following the company’s recruitment & selection
procedure
4.
Ensure all HR
related files and records are available in a designated area
5.
Keep ready all
personal files, payment related files, payment rules & regulations related
files for any sudden compliance audit
6.
Provide day to day
HR & Personnel service to all other Divisions/Departments
7.
Keep and Update
all HR related documents i. E. leave applications, other application, notice
files, office memo files, office order files and many other HR related general
files and records
8.
Handle
disciplinary procedure in line with local labor law with the coordination of HR
Development and Compliance team as well as concern/related Division and
Department.
9.
Assists all other
departmental heads to ensure performance evaluation of their staff/workers
10. Standardize job descriptions, Individual Operating
Plans and other tools for defining performance standards.
11. Responsible for
the performance appraisals of all level factory employees. Assists and Help the
Divisional and Departmental Heads to evaluate their performance during
probation period for confirmation in service and yearly increment
12. Provide day to day HR service to all other departments
for smooth handling the workforce working under their disposal
3.1.3: RESPONSIBILITIES AND ACTIVITIES OF
PAYROLL AND COMPENSATION
1.
Responsible for
the operation and maintenance of employee software
2.
Support, assists,
coordinate with other HR & Personnel Team by providing update HR &
Personnel related reports i. E. weekly/monthly manpower turnover report,
category wise manpower report and also provide the same to other Divisions and
Departments.
3.
Responsible for
all employees’ daily attendance by following Attendance procedure
4.
Keep & update
employees leave records
5.
Review pay
structure of all employees, give input to the Departmental about job market
compensations and benefits
6.
Prepare and
present various incentive scheme, give support or assist manufacturing
Departments to evaluate the pay structure
7.
Keep every
employee’s end of service benefit related records I. E. PF, Gratuity and
maintain the procedures of payments.
8.
Keep and update
all payment related reports, documents, for every individuals employees
9.
Responsible for
the final payment of every out going employees
3.1.4: RESPONSIBILITIES AND ACTIVITIES OF WELFARE
AND MOTIVATION CELL
1.
Arrange different
awareness program for the newly appointed employees about buyer’s code of
conduct.
2.
Prepare training
modules
3.
Liaisons with
different training organizations to arrange out door training for the employees
4.
Arrange in house
training programs like awareness training, job related training, safety
training, fire fighting training, preliminary treatment training
5.
Ensure proper
awareness of buyer’s code of conduct, local law for all level of employees.
6.
Develop the mind
setup of newly appointed employees towards the company and its culture and work
environment by continuous awareness programs and briefing. Make the newly
appointed employees fully aware about their responsibilities towards the
company
7.
Keep close
relation with the workers and look after their work place problems
8.
Ensure all workers
facilities are in house. Look after their Canteen facilities, pure drinking
water facilities, medical facilities, Toilets facilities, day care center etc.
9.
Ensure good and
healthy industrial relation and working environment are maintained all through
out the manufacturing facilities. Ensure no workers are abused verbally and
sexually. Every worker treated with respect and dignity.
10. Motivate the workers through counseling. Ensure strong
communication channel between workers and Management so that there will be no
communication gape between Management and workers. Ensure all communicational
channels between Management and workers are in order and in place.
11. Provide employee related report to the Management,
Divisional Heads, and Department as and when they require in regards of
employee turn over, employee list male/female wise, district wise manpower
summery/list, religion wise manpower summery etc.
12. Handle the grievance procedure of workers on
coordination with HR Development and Compliance Team as well as concern
Division/Department
13. Responsible to arrange half yearly/half yearly
entertainment programme for workers like annual picnic, annual fist, games and
sports programme, cultural programme etc.
3.2: COMPLIANCE
3.2.1 MANPOWER ALLOCATION FOR COMPLIANCE
SECTION
|
|
Manager |
AM/DM |
Sr.
Officer/Officer |
Asst. Officer |
HR Assistant |
Total Manpower |
|
Required
Manpower |
0 |
0 |
1 |
0 |
0 |
1 |
|
Current Strength |
0 |
0 |
0 |
0 |
0 |
0 |
|
Balance
|
0 |
0 |
1 |
0 |
0 |
1 |
*We
require an experience and skilled Compliance Officer
3.2.2: RESPONSIBILITIES AND FUNCTIONS OF COMPLIANCE
SECTION
1.
Ensure all health
and safety related items are in house
2.
Ensure ails and
walk ways marking done
3.
Follow up and
ensure the buyers code of conduct, local labor law, BGMEA instructions are
followed strictly
4.
Make sure the
factory always ready for an sudden audit/visit
5.
Conduct internal
compliance audit on a periodic basis
6.
Check and ensure
all fire extinguishers and fire fighting equipments are well maintained
7.
Ensure proper
health and safety environment in the factory. Follow up the cleanliness and
house keeping of the factory and ensure proper cleanliness of the workers
toilets, canteen, medical center and day care center
8.
Send drinking
water to ICDDRB for checking for ensuring the supply of pure drinking water
9.
Liaison with
different compliance auditors nominated by the buyers, arrange their
transportation (if necessary) and others
10. Arrange fire fighting training and evacuation training
on a periodic basis
11. Arrange training for first aid and preliminary
treatment
12. Keep and update all compliance related papers and
documents
3.3: ADMINISTRATION
|
|
Manager |
Sr.
Officer/Officer |
Asst. officer |
Admin Assistant |
Driver, Peon,
Cleaner, Security |
Total Manpower |
|
Required
Manpower |
1 |
2 |
1 |
2 |
Not
yet decided |
6 |
|
Current Strength |
0 |
2 |
0 |
0 |
0 |
2 |
|
Balance
|
1 |
0 |
1 |
2 |
0 |
4 |
3.3.1: MANPOWER ALLOCATION FOR ADMIN
SECTION:
Note: Currently we
have two Administrative Officer and they are enough to handle Administrative
Functions in the Factory.
3.3.2: RESPONSIBILITIES AND FUNCTIONS OF ADMIN SECTION
1.
Front Office
Management, maintenance of PABX system
2.
Supply of office
instruments to the office and floor staff
3.
Liaison with different
Govt. Office
4.
House keeping and
cleanliness
5.
Supervise, control
and follow up the activities of administrative staff including peons, drivers
etc
6.
Maintain all
security records, register etc.
7.
Liaison with the
security company
8.
prepare duty roster
for securities and maintain those
9.
Responsible to
handle all security personnel from company side
10. Ensure pick up and drop of Management and Office Staff
11. Maintain log books and other transport registers
12. Ensure proper cleanliness and house Keeping
13. Maintain all cleaning registers
14. Ensure all cleaning material are in house
This is the initial set up
HR, Admin & Compliance Department. This set up may be changed with the need
of the organization.
Placed for the approval of
the Executive Director and Board of Directors.
