1. Post Holder: Mr.

Amjad Habib
2. Post Title: Manager HR and Admin

3. Job Purpose:

To look after Human Resource activities and administration of the firm

4. Job Context:

The office of Shirazi trading is located on II Churigar Rd. and the main
function of the HR dept. in the firm is to cater to the human resource
activities and administration of the firm. The main machines and materials
needed in the HR dept. are computers and stationary which are procured
by IT dept and Admin respectively.

The functions of the HR dept in a wider context include

1. Recruitment and Selection
2. Training and Development
3. Organizational Development
4. Performance Appraisal

5. Main Duties and Responsibilities:

a. Recruitment and Selection: This includes giving out

advertisements, structure the job specifications and
designing the specific job description for every job, CV
screening after the responses to the Ad are received.
Interviews are conducted by the respective head of dept. and
then by the HR head of dept. Final decision is taken after
discussion and consensus between the heads of depts.
b. Training and Development: There is a training calendar
structured by the HR dept. which plans out the training
activities required by the respective depts. and training is
then conducted by hired professionals on premises and off
premises as per requirement.
c. Performance Appraisal: Annual basis appraisal activities are
conducted. The employee is asked to fill out his own
appraisal form which he submits to his supervisor. Discussion
ensues between the employee and supervisor on the
appraisal from and consensus is achieved between the two.
The approved consented appraisal form is then forwarded to
the HR dept. who again discuss the appraisal with the
supervisor and finally when an over all consensus is achieved
among both the HR and the respective dept. the appraisal is
sent to the CEO who consults the HR head of dept and
decides the pay/incentive increase of the employee.

6. Daily Activities:

a. Recruitment activities include advertisement designing,

publishing
b. Responses to these advertisements in form of CVs are
screened and relevant CVs are called in for interviews
 c. Interviews are conducted by respective head of dept. and HR
head of dept.
d. Resolve employee issues
e. Manage leaves, payroll and other issues
f. Training sessions coordinated as per schedule
g. Appraisal activities as per schedule annually

7. Skills, Knowledge, Experience and Training:

The basic qualification needed for the post of HR head of dept. is an MBA
with majors in Human Resource Management with a previous experience
of 8-10 years in the relevant field and continuing education is encouraged
according to succession plan of the dept.

8. Communication:

Communication between HR dept and other depts., online and hard copy
memos are exchanged on a daily basis along with annual, quarterly and
monthly reports going back and forth as per requirement. Verbal fluency is
highly required in the HR dept. as constant interaction is needed with
clients and employees. Non-verbal communication makes up 60-70% of all
communication as the right message has to be sent across with respect to
the firm and its employees.

9. Degree of Supervision:

The HR Head of dept has to constantly report to the CEO in forms of daily
reports and the work is cross checked wherever required.

10. Planning of work:

On basis of daily requirements, work is planned out and calendars are

maintained. The schedule of the next day is usually planned out and
meetings (if any) that have to be conducted last minute are
accommodated.

11. Procedures and Regulations

Rules and regulations, entitlements, compliances and HR’s responsibilities

are all put down as a part of the firm’s strategic planning.

12. Decision Making:

The CEO makes the strategic decisions with consent of the Heads of depts.
The HR manager has the authority to make HR related decisions after
consulting with the relevant head of dept if the decision is in regard of an
employee.

13. Contacts:

The job requires frequent contact with clients if they have any complaints
and with govt. depts. such as UBI. Also constant contact with employees
from all over the firm is maintained over several internal issues. The
nature of contact in each case is as follows:
 a. Clients => information exchange
b. Agencies => simple courtesy
c. Staff and employees => advising, negotiating and counseling
on several issues

14. Influence:

The job of the HR head is very influential. Mainly on managers of other

depts. in regard to their policies with respect to their employees. Pay
Packages of employees are set after the HR head approves them with the
CEO’s consent.

15. Negotiation:

Yes, negotiation is required at times of appraisals, increments and perks.

16. Advice:

It is an ongoing process through counseling and coaching where advice

from the HR head is much valued. Advise the employees through
counseling, and knowledge of HR details and requirements are regularly
needed to give the right advice.

17. Physical Activity:

It is rarely needed.

18. Mental Activity – stress tolerance:

Usually not faced with a lot of stress but presently because of the
recession and low motivation level of the employee and subordinates, the
stress level is high and the traffic condition on II Chunrigar is a constantly
faced difficulty too adding on to the stress issue.

19. Working Environment:

Healthy, friendly work environment at Shirazi Trading makes it easy for all
to work with dedication and perseverance. Together we all achieve our
targets and push forth towards our strategic goal.

20. Staff Management:

The HR head has full responsibility of his two immediate subordinates,

Executive HR and executive Admin, with respect to their work and
performance. Organization of these subordinates’ work is sometimes
needed to a higher extent and follow up is always required. A mix of work
related and interpersonal skills are required in these subordinates to
achieve the HR goals.

Review of the HR dept’s work is handled completely by the HR head and

partial overview of the work of other depts. is required. The HR head is
fully authorized and responsible for recruitment and selection and giving
orientation with respect to disciplinary procedures.
 21. Financial Responsibilities:

Mainly responsible for the Payroll and Training budget, both being pay
budgets. The annual amount of Payroll and Training budgets are Rs.
72million and Rs. 2.5million respectively. The HR head has the authority to
decide these budgets and can make changes to them after consultation
with the CEO.

HR IT PB Office
Products Equipmen
t

Purpose To look after To To look To manage

Human implement after the sales
Resource IT related technical force and
activities and advancemen Support retailers. To
administration ts and requireme manage
of the firm monitor nts of sales
smooth flow clients and channels.
of the firm. To generate
information. revenue
Skills/Educati Interpersonal Technical Interperso MBA
on/Experience skills, Skills, nal skills, (Marketing)
MBA(HRM), 8- Business BE , 10-15 yrs
10years knowledge (Electrical
and a MCS Engineerin
with 10-12 g),8-10
years years
experience
No. of 2, Executive 4, all with IT Over 20 2
Immediate HR and proficiency Engineers
Subordinates Administration
Decision Full authority Full Decision Full Significant
Making in HR dept., making authority authority.
significant say authority in
in other depts. with Technical
significant decisions.
influence of
other
departments

Mental Stress Presently high, Lower due to High, Due High

due to traffic effective to
and recession planning frequency
of
technical
support
needed
Financial Payroll and Acquiring Departmen Departmen
Responsibiliti training materials ts Budgets t budget
es budget and (Mainly
budgeting. inventory
mgmt)