Job Description: HR & Operations Executive
Organization: Foundation for Social Transformation (FST) – Enabling Northeast India
Location: Silpukhuri, Guwahati, Assam
Reports to: Finance & Operations Lead
1. Role Overview
The HR & Operations Executive will support the effective management of human resources and dayto-day organizational operations at FST. The role involves coordinating recruitment, employee onboarding, attendance and leave management, payroll inputs, personnel records, statutory compliance, and office administration.
The position will contribute to strengthening internal systems and processes, ensuring that staff receive timely administrative support and that organizational records and compliance requirements are maintained systematically. The Executive will also coordinate logistics, procurement, travel, meetings, and other operational requirements to support the smooth implementation of organizational and project activities.
2. Key Responsibilities A. Human Resources:
Management :
• Recruitment and Selection: Coordinate the recruitment process, including preparing job descriptions and advertisements, screening applications, scheduling interviews, and facilitating selection and appointment formalities in consultation with the relevant teams.
• Employee Onboarding and Induction: Coordinate joining formalities and facilitate staff induction to ensure that new employees understand FST’s vision, mission, organizational policies, procedures, and role-specific responsibilities.
• Employee Records Management: Maintain accurate and up-to-date physical and digital personnel files, including employment contracts, appointment letters, probation and confirmation records, performance appraisals, and other relevant documents.
• Attendance, Leave and Payroll Coordination: Maintain attendance and leave records, monitor leave balances, and compile monthly payroll inputs, ensuring timely submission to the Finance & Operations Lead.
• Employee Benefits Administration: Support the administration of staff benefits, health insurance, provident fund, gratuity, and other applicable employee welfare provisions.
• Probation and Performance Management: Track probation periods, confirmation dates, performance appraisal schedules, and contract renewals. Coordinate with reporting managers to ensure timely reviews, feedback, and documentation.
• HR Policy Implementation: Support the implementation and periodic review of HR policies, staff welfare measures, and employee engagement initiatives.
• Employee Grievances and Exit Management: Assist in documenting and addressing staff concerns in consultation with the Finance & Operations Lead. Coordinate exit formalities, clearance procedures, exit interviews, and full-and-final settlement documentation.
B. Statutory Compliance and Audit Support :
• Maintain employee-related statutory records and documentation in accordance with applicable employment laws and organizational policies.
• Coordinate with the Finance & Operations Lead and external service providers to facilitate compliance relating to EPF, ESI, gratuity, professional tax, and other applicable statutory requirements.
• Track statutory deadlines and maintain relevant registers, declarations, nomination forms, and supporting documents.
• Support internal and external audits by ensuring that personnel and administrative records are complete, accurate, and readily accessible.
• Keep track of relevant changes in employment regulations and bring applicable updates to the attention of the Finance & Operations Lead.
C. Office Administration and Operations :
• Office Management: Coordinate day-to-day office administration, including housekeeping, maintenance, utilities, safety, equipment upkeep, and other facility-related requirements.
• Procurement and Inventory: Coordinate the procurement of office supplies, stationery, and programme materials in accordance with FST’s procurement procedures. Maintain inventory and asset records.
• Vendor Management: Liaise with vendors, service providers, and consultants to ensure timely delivery of services and maintain relevant agreements and supporting documentation.
• Travel and Logistics: Coordinate travel, accommodation, and transportation arrangements for staff, consultants, and project teams undertaking official visits.
• Meetings and Events: Organize logistical arrangements for staff meetings, board meetings, workshops, training programmes, staff retreats, and other organizational events.
• Systems and Documentation: Maintain and update administrative systems, standard operating procedures, and operational records to improve efficiency and consistency.
• Team Support: Respond to routine administrative requirements from programme and support teams, ensuring the timely availability of resources and logistical support.
D. Project and Finance Support :
• Assist the Finance & Operations Lead in compiling administrative and financial documentation required for audits, utilization certificates, donor reporting, and grant compliance.
• Coordinate with programme teams to collect and maintain project-related administrative records and supporting documents.
• Maintain supporting documentation for administrative expenses, procurement, travel, and other operational costs.
• Coordinate logistics for field visits, community-level activities, data collection, and project events in consultation with programme teams.
• Maintain records of organizational and project assets, equipment, and materials allocated for operational and field activities.
• Undertake other related HR and operational responsibilities as assigned by the Finance & Operations Lead.
3. Qualifications and Experience Educational:
Qualification :
• Bachelor’s degree in Human Resource Management, Business Administration, Social Work, or a related discipline.
• A postgraduate qualification in HR, Business Administration, or a related field will be an advantage.
Professional Experience:
• 2–5 years of relevant experience in human resource management, office administration, or operations, preferably in the NGO or development sector.
• Experience in recruitment coordination, employee records management, payroll inputs, statutory compliance, and office administration will be preferred.
4. Skills and Competencies
• Working knowledge of HR processes, employee lifecycle management, and office administration.
• Familiarity with applicable Indian employment laws and statutory requirements, including EPF, ESI, gratuity, and professional tax.
• Proficiency in MS Office, particularly Excel, and Google Workspace.
• Familiarity with HRMS, payroll software, and digital record-management systems will be an advantage.
• Strong organizational skills, attention to detail, and the ability to manage multiple tasks and deadlines.
• Good written and verbal communication skills in English and Assamese. Knowledge of Hindi or other regional languages will be an advantage.
• Effective coordination and interpersonal skills, with the ability to work collaboratively across teams.
• Integrity, discretion, and professionalism in handling confidential employee and organizational information.
• A proactive, solution-oriented approach and the ability to adapt to changing operational and project requirements.
5. Desired Attributes :
The ideal candidate will be organized, dependable, and proactive, with a strong commitment to supporting FST’s mission and work across Northeast India. They should demonstrate a hands-on approach to HR and administration, maintain accurate records, follow organizational policies and procedures, and work collaboratively with colleagues across the organization.
The candidate should be comfortable working in a dynamic development-sector environment and responding to evolving administrative and programme requirements.
6. Reporting and Coordination :
The HR & Operations Executive will report to the Finance & Operations Lead and work closely with the Executive Director, programme teams, and other staff members to ensure the effective implementation of HR processes and the smooth functioning of organizational operations.
Applicaon Process :
Interested candidates should apply to the Execuve Director at careers@fsndia.org immediately. Shortlisted candidates will be invited for a formal writen test and interview before final selecon. Kindly submit your resume on or before 20th November’2026 For more details about the organizaon, please visit www.fsndia.org.
Salary: 4 to 4.2lacs per annum (CTC) depending on the experience. Kindly menon the expected salary.