Administrative Staff – JPS (IJP)

Job Responsibilities:

I. Admin work related to SMC Advisors 

1) Before Arrival

• Booking of Hotel/Apartment, Arrangement of MSIL Assets for hotel room 
• Arrangement of Company Vehicle with Driver
• Arrangement of Laptop Arrangment of Sim for phone
• Filling of Joining Form for submission to HR (for creation of Staff ID)

2) On Arrival

• Inform HR & CFP about date of joining with salary details
• Collect necessary copies such as Passport, Visa page etc for FRRO
• FRRO Application Submission
• Filling of PF Form
• Bank Account Application
• Pan Card Application 

3) On-going Activities 

• E-ticket Arrangement for SMC Advisors
• Ringi Arrangement for SMC Advisors
• Advance Arrangement for SMC Advisors
• Travel Settlement of SMC Advisors
• Medical claim settlement of SMC Advisors

4) On return 

• Final Ringi, Advance, closing of Bank account (only coordination)
• Returning of Laptop & other company assets

5) Families

• All kind of support to family 
• Co-ordination for the repair / maintenance activities of SMCA Apartment like repair of Gyser, A/C, Refrigerator, Plumber, Carpenter etc.

II. Data Updation

1) Regular updation of various Masters 

• Data Updation of All SMC Advisors 
• Personal File Updation of SMCA 
• Passport, Visa, RP & Stay Visa Reord maintainance
• Booking Master Updation of SMC Experts 
• Maintainence of Vehicle Kilometre reading 
• Accommodation Arrangement for SMC Advisors & Experts 
• Central Park booking master updation

III. Hotel Bookings 

• Hotel Bookings for SMC Advisors and Experts, checking of Bills etc 

IV. FRRO 

1) Registration, Visa and RP Extension

• Inform to SMC Advisors for extension of his RP / Visa.
• Inform to SMC Advisors for photographs for FRRO
• Collect Passport & Visa from SMCA 
• Arrange Residence Proof
• Fill Online C Form for all SMCA (Gurgaon, Manesar Vehicle Plant & Powertrain Plant)
• Arrange financial documents (Form 16, Form 26As & ITR)
• Arrange Appointment Letter, Salary Certificate (Monthly & Annual)
• Prepare Request Letter & Undertaking
• All required data fill into FRRO site & Taking Appointment
• Registraion Fee / Visa Extension Fee submit to bank
• Visit to FRRO for documents submition
• Visit to Police Station for Verification

V. Drivers

1) Drivers of SMC Advisors 

• Prepare Roster for Drivers Leave Record of drivers
• Arrangement of reliver driver
• Mail to concerned Jap./ driver about the duty timings
• Arrangement of driver for new Advisors & Experts
• Mail to Hotel regarding change of driver & New driver for Expert
• Verification of drivers salary

VI. Company Vehicles 

• Vehicle Arrangement for New Advisor & Experts
• Arrangement for servicing & repair of Vehicles
• Arrangement RC, Insurance & Polation of Vehicles
• Arrangement of Toll Tag, Parking Sticker of Vehicles
• Verification of Vehicle Parking & Toll Tag bill

VII. MSIL Leased Accommodation

1) Used for SMCA Gurgaon

• Booking Confirmation, Residence Proof, C Form 
• Coordination for Repair and services 
• Verification of Monthly Bills 
• Preparation of Quarterly Recovery from SMIPL