HR Manager

KRA & KPI – HR MANAGER

Companies:

1. Hindukush Bioproducts Private Limited

2. Sprinkle Sundays

Designation: HR Manager / HR Executive

Monthly Salary Range: ₹18,000 – ₹20,000

Reporting To: Management

Performance Review: Monthly

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A. HINDUKUSH BIOPRODUCTS PRIVATE LIMITED

The HR Manager will be responsible for managing and monitoring the field force, including Medical Representatives (MR), Area Sales Managers (ASM), Regional Sales Managers (RSM) and other marketing employees through CBO Software, along with recruitment, attendance, expense verification and HR administration.

KRA 1 – CBO Software Monitoring & Field Force Tracking

Weightage: 20%

Responsibilities

- Monitor daily working of all MRs/ASMs/RSMs through CBO.

- Check daily login/logout and field working.

- Monitor GPS/location-based working wherever available in CBO.

- Ensure every employee submits daily reports on time.

- Check doctor/chemist/stockist calls and other required reporting.

- Identify employees who are not reporting or not working as per company norms.

- Follow up with defaulting employees on the same day.

- Submit exception/non-working report to management.

KPI

- Minimum 95% daily CBO reporting compliance.

- 100% non-reporting employees followed up daily.

- Daily exception report to management.

- No unreported absence/non-working employee left unidentified.

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KRA 2 – Sales Target Tracking & Achievement

Weightage: 15%

Responsibilities

- Maintain monthly sales target sheet for every MR/ASM/RSM.

- Track target vs achievement regularly.

- Coordinate with the field team regarding pending targets.

- Highlight low-performing territories and employees.

- Follow up with reporting managers for corrective action.

- Prepare weekly and monthly target achievement reports.

KPI

- 100% employee targets entered and tracked.

- Weekly target achievement report.

- Low-performing employees identified before month-end.

- Regular follow-up for achievement of company sales targets.

- Target achievement status to be shared with management.

Note: HR will be responsible for tracking, follow-up and escalation of sales targets; actual sales achievement remains a joint responsibility of the employee and Sales Management.

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KRA 3 – Attendance & Leave Management

Weightage: 10%

Responsibilities

- Maintain attendance of all field and office employees.

- Match attendance with CBO working/reporting wherever applicable.

- Maintain leave, absent, weekly-off and holiday records.

- Identify unauthorized absence.

- Provide final attendance to accounts before salary processing.

KPI

- 100% attendance updated monthly.

- Zero unexplained attendance discrepancies at payroll closure.

- Attendance sheet completed before salary preparation.

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KRA 4 – Expense Verification

Weightage: 10%

Responsibilities

- Check monthly expense statements submitted by MRs, ASMs and RSMs.

- Cross-check expenses with CBO attendance, field working and travel.

- Check TA/DA, travel and other admissible expenses as per company policy.

- Identify duplicate, excessive or unsupported claims.

- Get necessary approvals before forwarding expenses for payment.

KPI

- 100% expense claims verified.

- Expense verification completed within the company's monthly deadline.

- No unverified expense forwarded for payment.

- Discrepancies reported to management before approval.

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KRA 5 – Recruitment & Vacancy Management

Weightage: 15%

Responsibilities

- Maintain an updated list of vacant MR/ASM/RSM territories.

- Recruit MRs urgently in vacant territories.

- Source candidates through job portals, references and local recruitment channels.

- Conduct initial screening and coordinate interviews.

- Collect documents and complete joining formalities.

- Maintain employee database.

KPI

- Vacancy report updated weekly.

- Candidate sourcing to begin within 24 hours of vacancy notification.

- Minimum 3 suitable candidates per open position, wherever reasonably available.

- Target to close normal MR vacancies within 7–15 days.

- 100% joining documentation completed.

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B. SPRINKLE SUNDAYS

The HR Manager will be responsible for recruitment and complete HR administration for outlets and the central office.

KRA 6 – Recruitment for Sprinkle Sundays

Weightage: 10%

Positions Include

- Chefs

- Trainees

- Scoopers

- Cashiers

- Outlet Staff

- Helpers

- Shift Managers

- Outlet Managers

- Other operational staff as required

Responsibilities

- Maintain outlet-wise manpower requirements.

- Recruit replacements before manpower shortages affect outlet operations.

- Screen candidates and coordinate interviews/trials.

- Maintain candidate database for urgent requirements.

- Complete joining documentation.

KPI

- Updated vacancy/manpower sheet.

- Minimum 3 suitable candidates for each normal vacancy.

- Recruitment turnaround target of 7–10 days for standard outlet positions.

- Minimum manpower shortage days.

- 100% documentation for new employees.

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KRA 7 – Attendance, Leave & Staff Records

Weightage: 5%

Responsibilities

- Maintain daily/monthly attendance for all Sprinkle Sundays employees.

- Maintain leave and absence records.

- Coordinate with outlet managers for attendance discrepancies.

- Maintain joining date, salary, designation and outlet posting records.

KPI

- 100% attendance records maintained.

- Attendance finalized before payroll.

- Zero unauthorized changes to attendance records.

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KRA 8 – Offer Letters & Employee Documentation

Weightage: 5%

Responsibilities

- Prepare and issue offer/appointment letters.

- Maintain employee personal files.

- Collect Aadhaar, PAN, bank details, photographs and other required documents.

- Maintain resignation, termination and relieving records.

- Issue warning letters/notices wherever instructed by management.

KPI

- Offer letter issued before/on joining.

- 100% employee files maintained.

- No employee to remain undocumented beyond the prescribed joining period.

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KRA 9 – Monthly Salary & Payroll Preparation

Weightage: 5%

Responsibilities

- Prepare monthly salary chart for employees of both companies.

- Calculate salary based on attendance, leaves, joining/resignation date, advances, incentives and authorized deductions.

- Coordinate with accounts/management for final approval.

- Maintain month-wise payroll records.

KPI

- Salary sheet prepared within the monthly payroll deadline.

- Target 100% payroll accuracy.

- Any payroll discrepancy to be corrected and documented promptly.

- Month-wise salary records properly maintained.

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KRA 10 – General HR Administration

Weightage: 5%

Responsibilities

- Maintain complete employee master database.

- Handle employee grievances and escalate serious issues to management.

- Conduct exit formalities and handovers.

- Track probation/confirmation where applicable.

- Maintain company HR policies and discipline.

- Coordinate employee warnings and disciplinary actions.

- Maintain confidentiality of salary and employee information.

- Assist management in manpower planning.

- Maintain records of resignations, replacements and attrition.

- Coordinate onboarding and basic induction of new employees.

KPI

- Employee master updated regularly.

- 100% exit documentation and handover tracking.

- HR records available whenever required by management.

- Employee issues acknowledged within 1 working day.

- No major HR compliance/administrative task left unattended.

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MONTHLY PERFORMANCE SCORECARD

KRA| Weightage

CBO Monitoring & Daily Reporting| 20%

Sales Target Tracking & Follow-up| 15%

Hindukush Recruitment & Vacancy Filling| 15%

Attendance & Leave – Hindukush| 10%

Expense Verification| 10%

Sprinkle Sundays Recruitment| 10%

Sprinkle Sundays Attendance| 5%

Offer Letters & Documentation| 5%

Salary/Payroll Preparation| 5%

General HR Administration| 5%

TOTAL| 100%

PERFORMANCE RATING

90–100% – Excellent

Consistently achieves KPIs with minimum management follow-up.

80–89% – Very Good

Performance is satisfactory with minor improvements required.

70–79% – Satisfactory

Meets basic expectations but requires closer monitoring.

60–69% – Needs Improvement

Multiple KPIs not being achieved; corrective action required.

Below 60% – Unsatisfactory

Performance review and continuation to be evaluated by management.

DAILY / WEEKLY / MONTHLY REPORTING

Daily

- CBO non-reporting list

- Absent/non-working field staff

- Recruitment interviews and joining status

- Urgent manpower shortages

Weekly

- Territory-wise vacancy report

- Recruitment tracker

- Target vs achievement report

- CBO compliance report

- Attendance irregularity report

Monthly

- Final attendance

- MR/ASM/RSM expense verification

- Salary chart

- Target achievement summary

- Vacancy and recruitment report

- Joining/resignation/attrition report

- Overall HR KPI score

CORE EXPECTATION

The HR Manager is expected to ensure that every employee is accounted for, every vacant position is actively worked upon, every field employee's CBO reporting is monitored, every expense is verified, attendance is accurate, payroll documentation is completed on time, and management receives timely information regarding non-performance, absenteeism, vacancies and HR issues.