SESHADRI PRASANNA KUMAR

Flat No: AT-*, A-Block, *rd Floor, SVS Ananda Nilayam Apt, Yerranapalya

Ramamurthy Nagar, Bangalore–560016

Mobile: +91-984*******,e-mail:adg1dz@r.postjobfree.com

Objective

Seeking a challenging position, where I can utilize my skills and ability in the areas of Operations –Administration, HR, procurement, finance and travel management which offers a professional growth while being resourceful, innovative and flexible. In long run I would like to see myself as the senior personnel of a Strategic Unit / Functional Area of an organization, to be involved in the formulation of its strategy and to contribute to the accomplishment of the organization’s goals and visions through my knowledge and understanding of the industry.

Key Skills

Able to work independently as well as part of a team environment.

Decisiveness, Flexibility and Confidentiality.

Strong planning and organizational skills.

Ability to quickly assess, think analytically, learn and prioritize projects & tasks.

Capable of establishing priorities and balancing multiple projects simultaneously.

Excellent written and verbal communication skills.

Professional Experience

Assistant Manager-Administration,

Indians for Amnesty International Trust, November 2012 to till date.

General Administration

Ensure smooth functioning of the IAIT India National office in Bangalore and branch offices PAN India.

Handling entire spectrum of activities across providing facilities support and efficiently handle vendor/contractors, housekeeping /pantry services etc. PAN India.

Ensure all utilities, supplies and communication services are functioning and contracts executed/renewed and bills paid under deadlines.

Plan, manage, control and supervise general administration: Transport, Facilities, Communication, Office inventory, Cafeteria, Housekeeping etc.

Maintaining inventory and office supplies and other new material with adherence to budgets etc.

Carrying out rescue actions in the event of fire, flood, break down, accident or major damage.

Handling operations & periodic preventive maintenance of LT electrical Panels, switchgears, Air Conditioners, DG sets, lighting, UPS, Power generation invertors, Access control and fire safety system etc. systems etc.

Management of Epbax PRI lines, fax, phones, internet, couriers (Domestic & International), & internet lease lines (ILL) etc.

IT system management along with team members.

Manages office petty cash/ a corporate credit card for purchasing office related items.

Planning, Preparation and execution of Capex, Opex budget with regard to Admin budget and expense monitoring etc.

Negotiating & finalizing of Group policies like Group Medical Coverage, Group Personal Accident, and Group Term Life Insurance and Asset insurance, endorsement and claims settlements.

Parting with HR team to run various employee engagement activities

Mentor, guide the team members as needed and ensuring continuity in operations in all offices including infrastructure, buildings, security equipment in 24X7 environment.

Facility Management

Managing the day to day administrative aspects of running PAN India.

Identify new workplaces and set up new facilities, including shifting existing offices and overseeing renovation projects.

New branch operations planning, negotiation, lease deed executions, fit-outs and handover of Branch for Business.

Conducting necessary due diligence on the shortlisted properties to minimize potential risks in future.

Liaise with the landlords on all aspects relating to the properties including payments, lease renewals, rent re-negotiations, property modifications / fit outs, occupancy issues etc.

Identify and work with various vendors for all internal civil works, Interior Designer, renovations, remodeling and facilities improvement.

Coordinating with external agencies, architects & consultants for determining technical specifications, approvals for execution & obtaining on-time clearances.

Developing budgets & plans towards managing facilities as per organizational needs.

Office Management: Space Management Utilities Management Building / Facility PAN India.

Assist in emergency and contingency planning.

Managing closures of offices as required, disposition of all assets, fit outs, returning building in condition as described in terms of lease, and facility closure.

Conduct physical checks of property to ensure compliance with security policies and regulations.

Supervise subordinate security professionals, performing activities such as hiring, training, assigning work, evaluating performance, or disciplining.

Periodical inspection & maintance of all security, fire, CCTV and safety equipment’s, malfunction/repair requirement etc.

Purchase Management

Manage & development of comprehensive purchase & supply plans by collaborating with cross-functional core team, distributors, and suppliers Pan India. This includes planning contingencies etc. procurement timelines to support across projects.

Manages the selection, acquisition and monitoring of material and subcontract services suppliers for the enterprise region.

Preparation of purchase documents, releasing of RFP,RFQ,RFI/EOI etc., follow-up for quotes / bids, QCR, vendor/supplier recommendation on quantitative / qualitative aspects, initiate and facilitate approvals internally for PO release / contract finalization etc.

Preparation and releasing purchase orders, Initiate approvals for amendments / change work orders/PO etc. on need basis.

Works closely with internal departments to understand their needs and serves as the point of contact for all purchases, execution and vendor relations.

Ensure the procurements are as per expense policy and required SOPs are followed for all purchases and procurements.

Sourcing, market survey leading to vendor identification, maintaining vendor masters and supplier due diligence.

Compare, evaluate offers from suppliers & negotiate contract terms of agreement and pricing etc.

Follow up / Track delivery / works completion, follow up for bills, track movement of invoices from vendors etc., submission & payment realization.

Scrutiny and submission of vendor bills after required approvals & applicable taxes to finance team.

Initiating and participating in the drafting of contracts / Amendments / change renewals etc. ensuring attention to detail and accuracy.

Tracking vendor contracts for project completion, renewal terms, and any additional amendments.

Disputes redress, conflict management etc. purchase life cycle across and proposing remedies, as appropriate, where a contractor’s performance is deficient.

Review of stocks, material management and making arrangements of procurement to meet optimum level of required material.

Maintaining the supplier database, purchase records, and related documentation.

Preparation of relevant documents for custom clearance of goods for from overseas agencies.

Liaison with finance department for timely payment of bills and ensuring that all purchase orders are logged.

Monitoring all supplier contracts, Processing payments and invoices.

Negotiating contracts with third parties for supplies and following up with suppliers concerning delivery times etc.

Identifying and developing potential vendors / suppliers for achieving cost effectiveness.

Develop and maintain the vendor database and lead negotiations with external vendors to secure advantageous terms.

Provide input in the development and implementation of both the short term and long term strategic sourcing plan.

Advocate for alternative methods and sources of supply to ensure optimum costs, high quality, premium service and current technology.

Ensure the assets procured are recorded, tagged and reported.

Developing negotiation strategies to deliver against business objectives and achieve sustainable relationships with suppliers. This includes periodic rebidding to insure our costs remain competitive.

Developing risk mitigation strategies including contingency plans, lead-time reductions and supply chain efficiencies.

Handle all international shipments, documentation & validation; including tracking all shipments through export, arrivals, customs, and handling all shipping documentation for customs clearance and ensuring that all valid documentation and paperwork fare complete in all respects as required by the law.

Undertaking/supporting auditors for internal/external audits with regards to Goods & services.

Travel & Logistic Management

Spearheading travel team, to ensure travel & accommodation arrangements are scheduled as per requirement.

Prepare and process administrative requests/documents for staff member(s), consultants and AI India partners, staff visiting both local and foreign, including travel requests, flight and hotel reservations, visa applications, ground transfers etc. i.e. preparing invite letters, VISA assistance, overseas travel insurance, Forex etc.

Hotel, service apartments, conference venues, service apartment’s etc. administration and management across India and overseas.

Coordinating with event management companies for organizing various activities like seminars, conferences, team building activities, recreational activities.

Planning, coordinating, executing and conducting International, National workshops, board meetings and Annual retreats etc.

Liaises with members of other host organizations to coordinate logistical arrangements for workshops in different countries;

Prepares training kits or information packages and sends material to participants; and Coordinates registration process and acts as contact person for the participants.

Maintains and regularly updates travel plans and budget amounts to provide an accurate overview of travel budget.

Office Security Strategy

Review and implement security strategies and operational protocols for AI India Offices, including evacuation and contingency plans for each office.

Conducts regular and ongoing inspections of current security procedures, policies and systems.

Collaborate with field offices and regional leadership to ensure Head Office and Branch Office security strategies appropriately in place.

Threat Analysis & Response, Evaluate current political, social and climatic conditions for possible threats to the safety and security of AI India Offices & staff in Bangalore and PAN India.

Operational Support & Crisis Management, Ensure security of AI India staff, implementation of all security protocols.

Ensure compliance with fire regulations and train office staff in fire/building evacuation plans.

Provide on-the-ground leadership during potential security risks and threats arising from changing political, social or economic contexts where AI India offices are located.

Manage security requirements for special events, workshops, press release etc. within region, etc.

Train security staff in security strategies and operational and travel protocols.

Ensure security & contingency plans are incorporated into all AI India programming in the region.

Liaise with SMT/CMT/Media team in India and Globally for regular reporting and updates on security issues in the region.

HR Administration

Planning human resource requirements in consultation with heads of different functional & operational areas, organizing selection interviews & induction programs.

Coordinate with different departments to understand job requirements

Managing Job posting through social media & recruitment web sites i.e. Naukri, Deventjobs etc. Employee inductions, joining formalities etc.

Sensitively handle employee relations issues & meeting the objectives & bring to a timely resolution, including counseling, disciplinary action & terminations

Facilitating designing & implementing HR/Admin Policies & Procedures.

Oversee & facilitate the performance appraisal & evaluation process

Managing appraisal system in coordination departmental heads, confirmations and contract renewal of employees and consultants.

Records management i.e., maintaining the personal files of all staff, on roll and consultants.

Custodian of the grievance handling process and disciplinary action process.

Manages HR tool Greythr for payroll input, leave records, issuing of appointment letter etc.

Coordinates with accounting team on payroll management.

Support HR team in carrying out internal HR audit in India offices as required.

Lead HR operations i.e., ID Cards, Bank Accounts etc.

Facilitate exit interviews & other clearance formalities like full and final settlement, issuing relieving & Experience letter.

Finance and Legal Support

Focal point person for drafting the Admin contracts, agreements, Board Resolutions etc. with help of company secretary and compliance with all statutory and legal requirements.

Undertaking /engaging auditor for internal audit reviews in discussion with the management.

Facilitating in the process of formation of private ltd company with ROC, corporate banking relationships (Opening of Current accounts, OD renewals etc.).

Liasioning with government authorities i.e. PF, ESI, maintaining & up keeping of records & registers as per shops & establishment act, managing statutory registers etc., BESCOM, BWSSB, KSPCB etc.

Budgeting: Managing Admin budgets and conducting variance analysis to determine difference between projected & actual results to be followed up with corrective actions as per MMR.

Handling various queries & liaison with Government Officials as resolving matters related.

Administrative Officer, Save the Children, Bangalore April 2012 to October 2012.

Assistant Administrator SHMC, Bangalore, August 2010 to April 2012.

Assistant Team Leader, MPS, Bangalore, March 2004 to August 2010.

Assistant Manager, Pooja Hospital, Gudulur July 2003 to February 2004.

Academic Profile

MSc Microbiology, Bangalore University.

Short term certificate on SCM (Purchase and supply chain management) from IIMM, Bangalore.

Participation certificate from Bangalore Branch of SIRC of ICAI on Finance for non-finance executives.

HEFAT (Hostile Environment and First Aid Training) from Pangolin Group UK at Thailand.

V-skill certified HR Manager, New Delhi.

Declaration

I hereby declare that the information and facts stated above are true and correct to the best of my knowledge and belief.

Place: Bangalore

Date: 17th October, 2020 (Seshadri Prasanna Kumar)

References: Available on request

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