Senior HR Manager

JOB LOCATION IS AT JAGDALPUR , BASTAR PIN CODE 494001

1. Key HighlightsCore Responsibilities (22 KRAs)Recruitment & Onboarding - Hire within 30 days per vacancy
2. Attendance & Payroll - 100% accuracy by 25th of each month via ERPNext
3. Statutory Compliance - Zero non-compliance on PF, ESIC, licences
4. Employee Retention - Keep monthly attrition <5%
5. Performance Management - Quarterly KRA reviews for all staff
6. Training & Development - At least 1 training/month per department
7. Policy Implementation - 100% staff acknowledgement of policies
8. Daily & Weekly Reporting - Zero missed reports to management
9. Grievance Resolution - Resolve within 7 working days
10. Staff Morale & Culture - Monthly engagement events, zero toxic incidents
11. Field KM & Incentive Processing - Zero missed payments by 24th
12. Fuel & Expense Claims - 100% processed by payroll date
13. Security Gate Compliance - Weekly HR reviews, zero gaps
14. Licences & FSSAI - Zero expired documents across 10 locations
15. Hygiene & Safety - Above 90% score per audit
16. Asset Management - Zero unaccounted assets
17. GPS & WheelsEye Compliance - Zero unverified KM claims
18. Canteen & Welfare - Monthly inspections done
19. Multi-Location Coverage - 100% attendance for all 9 locations
20. Driver & Vehicle Compliance - Zero expired documents on road
21. Staff Regularisation - 100% within 45 days
22. Institutional Visits - Zero pending certificates

• Operational Scope9 Locations Managed:Borpadar, Jagdalpur - Manufacturing plant & head office
• Balaji Ward - City office (sales, coordination)
• Lalbagh - Corporate office (management, HR, accounts)
• Pakhanjur, CG - BMC collection centre
• Jamrunda, Odisha - Milk collection centre
• Anchala, Odisha - Milk collection centre
• Chote Devda, Jagdalpur - New plant location
• Sanjay Market - Depot & warehouse
• Airport Branch - Collection centre
• Major Functional Areas1. Recruitment & OnboardingDesign job descriptions
• Post on job portals
• Screen, shortlist, interview candidates
• Issue offer letters & conduct induction
• Maintain talent pipeline for critical roles
• 2. Attendance & Payroll (ERPNext)Monitor daily attendance at 6 locations
• Maintain shift schedules and duty rosters
• Process salary, wages, allowances
• Handle PF, ESIC contributions
• Apply penalty deductions for policy violations
• 3. Statutory ComplianceMaintain Factory Licence, FSSAI, Labour Licence
• Ensure PF/ESIC registration & monthly filings
• Maintain statutory registers (Muster Roll, Wage Register, Overtime)
• Handle labour inspection readiness
• 4. HR Policies (17 Policies to Draft & Implement)Leave Policy
• Sick Leave Policy
• PF & ESIC Policy
• Mobile Use Policy
• Hygiene & Safety Policy
• Driver Policy
• Increment Policy
• Ethics & Conduct Policy
• Penalty Policy
• Company Asset Policy
• POSH / Women Safety Policy
• Security Gate Policy
• Hygiene & Cleaning Policy
• Contract Labour Policy
• Factory Medical & Safety Policy
• FSSAI & Licence Compliance Policy
• Internship & Visit Policy

5. Field KM & Incentive ManagementSales Team Incentives:

• Field Visit Running KM
• New Franchise Opening Incentive
• Sales Target Achievement Incentive
• Special Area / Remote Visit Allowance

Milk Collection Staff Incentives:

• Field Visit Running KM
• New Collection Point Opening Incentive
• Milk Volume Growth Incentive
• Remote Area Visit Allowance
• 6. Fuel & Vehicle ManagementMaintain monthly fuel registers for all vehicles
• Track KM efficiency
• Verify consumption against KM run
• Process fuel expenses via ERPNext
• 7. Expense Claims (ERPNext Process)Field Visit KM Reimbursement
• Diesel/Petrol (own/company vehicle)
• Travel & Lodging
• Mobile/Communication
• Stationery/Office Supplies
• Canteen/Meal Allowance
• Franchise/Collection Point Expenses
• Vehicle Maintenance
• 8. Security & CCTVMaintain security gate registers
• Manage visitor entry system
• Implement colour-coded visitor passes
• Monitor CCTV (30-day footage storage)
• Record all incidents with timestamps
• 9. Plant Hygiene & CleaningDaily cleaning checklist
• Production staff uniform compliance
• Quarterly pest control
• Waste disposal logs
• Monthly office & accommodation inspections
• 10. Contract Labour ManagementVerify contractor licences & registrations
• Monitor PF, ESIC compliance
• Verify minimum wages
• Conduct quarterly joint inspections
• 11. Labour Department LiaisonMaintain all statutory registers
• Prepare for labour inspections
• Track compliance calendar
• File annual returns (PF Form 3A, 6A)
• Ensure zero missed deadlines

12. Licences & FSSAI (Location-Wise)10+ Locations Tracked:

• Factory Licence (Borpadar & Chote Devda)
• FSSAI Manufacturing Licence
• FSSAI Storage & Distribution Licence (Sanjay Market)
• FSSAI Milk Procurement Licences (All 5 collection centres)
• Fire NOC, Pollution Control, Trade Licence
• Landlord Agreements (Registered & current)
• Electrical Safety Certificate
• Pest Control Certificates
• Weights & Measures Calibration

Key Requirement: All documents maintained in separate location-wise files with 90-day renewal alerts.

• 13. Employee Medical RecordsAnnual medical fitness certificates for production staff
• Medical test panel (Typhoid, Hepatitis A&B, TB)
• Individual medical record files
• Medical renewal calendar
• 14. Asset Management (Laptop, Mobile, SIM)Issue registers with serial numbers
• Asset condition tracking
• Return on exit (full and final settlement blocked until return)
• Gmail account creation & management
• ERP access control
• 15. Sales Team ManagementDaily KM log verification
• Food allowance policy (₹___/day on field duty)
• Surprise field verification (monthly)
• Daily activity tracking
• GPS location monitoring (WhatsApp/app)
• 16. Milk Collection TeamField KM reimbursement processing
• New collection point opening incentives
• Daily collection reports
• Multi-location KM tracking
• Remote area allowances
• 17. GPS Tracking & WheelsEyeAll field staff share live GPS location
• Company vehicles tracked 24/7 via WheelsEye
• Monthly fleet reports (KM, idle time, route deviation)
• Driver compliance monitoring
• GPS device tampering = immediate suspension
• 18. Driver & Vehicle ComplianceDriving Licence (DL) validity tracking
• Medical Fitness Certificates (annual)
• Vehicle Registration, Insurance, Fitness Certificate
• Pollution Under Control (PUC) - every 6 months
• National/State Permit (critical for Odisha routes)
• Road Tax, Toll Tag/FASTag
• Service/Maintenance logs

45-day alert system before any document expiry.

• 19. Factory Staff Canteen6 meal timings across shifts (7 AM – 2:30 AM)
• Weekly rotational menu
• Monthly canteen inspection
• Cost tracking & grocery management
• Staff feedback collection
• 20. Institutional Visits & InternshipsCoordinate field visits from colleges/schools
• 7-day advance approval process
• Structured 2-hour plant tour schedule
• Internship programme (15 days – 6 months)
• Internship Completion Certificates (within 3 working days)
• Maintain empanelled institutions list
• 21. POSH & Women SafetyConstitute Internal Complaints Committee (ICC)
• Conduct annual POSH training
• Maintain complaint register (90-day resolution)
• Submit annual POSH report to District Officer
• Ensure maternity leave (26 weeks for first 2 children)
• Safe accommodation for women staff
• Zero-tolerance for sexual harassment
• 22. Daily & Weekly Workflow9:00 AM - Morning check-in (verify attendance)
• 9:30 AM - Daily standup with HODs
• 10:00 AM - Collect HOD reports
• 11:00 AM - Submit consolidated report to MD
• Ongoing - Handle grievances & policy queries
• Every Monday - Weekly review meeting with all HODs
• 25th Monthly - Payroll submission
• Last week monthly - Staff party/engagement event
• Quarterly - Performance reviews for all employees

Reporting Structurebasic

MD / Directors / Management (Daily Reports)

↓

HR Manager

↓

All Department HODs (Plant, Sales, Procurement, Quality,

Transport, Accounts, etc.) across all 6 locations

↓

Plant Labour, Office Staff, Collection Centre Teams, Drivers

Key Performance TargetsKRATargetTime to HireWithin 30 days per vacancyPayroll Accuracy100% by 25th of each monthComplianceZero non-compliance incidentsAttrition<5% per monthGrievance ResolutionWithin 7 working daysPerformance ReviewsQuarterly, 100% completionTrainingAt least 1/month per departmentPolicy Acknowledgement100% staff signedKM & Incentive ProcessingZero missed by 24thCanteen InspectionMonthlySecurity Register ReviewsWeeklyExpired LicencesZero across all 10 locationsHygiene Audit ScoreAbove 90%Unaccounted AssetsZeroStaff Regularisation100% within 45 days

Existing Staff Regularisation TimelineAll existing employees must be brought into formal HR system within 45 days:

1. ✅ Collect ID documents (30 days)
2. ✅ Issue revised appointment letter (30 days)
3. ✅ Define individual KRA (45 days)
4. ✅ Enroll in ERPNext (30 days)
5. ✅ PF/ESIC enrollment (immediate)
6. ✅ Link bank accounts (15 days)
7. ✅ Issue ID cards (30 days)
8. ✅ Collect policy acknowledgements (45 days)
9. ✅ Capture attendance in ERP (30 days)
10. ✅ Create email accounts (45 days)
11. ✅ Update asset register (30 days)
12. ✅ HR introduction meeting (45 days)

• Critical Documents to FileFactory File (all statutory records)
• Employee Personal Files (12 documents each)
• Contractor Files (separate for each)
• Location-wise Licence Files (10+ locations)
• Vehicle & Driver Master File
• Security Gate Registers
• Medical Records File
• CCTV Incident Records
• First Aid Box Register
• Inspection Visit Records
• Work Culture Values✅ No Politics - Zero tolerance, action within 3 days
• ✅ Mutual Respect - Dignity for all staff levels
• ✅ Transparency - Clear communication of policies & actions
• ✅ Accountability - Staff owns KRA, HR monitors
• ✅ Growth Mindset - Hire skilled, train existing, grow together
• ✅ Happy Workplace - Monthly events, quality canteen, clean accommodation

CONTACT ON WHATSAPP 9755296210