INDIAN INSTITUTE OF MANAGEMENT AHMEDABAD

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Requires

Clerical Assistant

Indian Institute of Management Ahmedabad (IIMA) is one of the premier educational institutes of the world providing post graduate programmes in management. IIMA is in need of energetic, young and enthusiastic Clerical Assistants who can provide assistance to the Officers in their day to day administrative work.

The Job: To provide Clerical assistance to various Departments of the Institute in their day-to-day Administrative interface with different facility providers of the Institute.

Job Descriptions:

Assistance to Administrative Departments like

Human Resource / Stores & Purchase/ House Keeping / Finance/ Accounts etc.

1. Assistant to Human Resource (HR) Department

Assistance to HR Officer in carrying out Operational responsibilities like preparation of organisation chart, job descriptions, advertisement, receipt of applications, scrutiny of applications, preparation of competitive tests, conduct written tests, conduct computer tests, evalution of tests and preparation of result, issue of call letters, organise personal interactions with candidates, pay fixation, allowances, issue offer letters, issue appointment letters, joining formalities, orientation programme, training programmes, leave applications, performance evaluation, promotions, vigilance, transfers, resignation, superannuation benefits, fixation of pension, family pension, gratuity, leave encashment etc.

Assistance to HR Officer in carrying out work related to monitoring of outsourcing agencies, legal cases, welfare activities, sports & recreation activities, RTI applications & appeals, record keeping, housing facilities, secretarial support to faculty members, LTC, Central/State Government Office Memorandums, payment/recovery related to pay commissions & implementation thereof.

Assistance in implementation of computer based HR Management System.

Assistance in digitization of records.

Providing administrative and sectretarial assistance to Head-HR.

2. Assistant to Stores & Purchase Department

Preparation of purchase order

Receipt of material ordered

Work related to checking of quality & quantity of material received

Proper arrangement of material in appropriate racks

Receipt of indents

Issue of items to various users

Issue of Plumbing, Carpentry & electrical materials

Maintain purchase register, issue register, stock register etc. (manually or on computer)

Keeping track on stock status on day to day basis

Ensure issue and receipt of materials as per PO & issue form

Keeping records of used old materials

Filing work

3. Assistant to House Keeping Office

Housekeeping related supervising and co-ordination work

Conversant with resource booking, Committee rooms, billing, General voucher making and office related work

Compliance work.

4. Assistant to Finance/ Accounts Department

Assistance to Finance/ Accounts Executives/Officers in finance and accounts related work like

o Examining Bills for payment, Preparing vouchers

o Preparation of Accounts/Budget

o Calculation of tax including Income tax, Service tax etc.

o Calculation of Pay Roll, Provident Fund, NPS, Pension, Family Pension, Gratuity etc.

Any other finance/account related function.

Data Entry of vouchers

Qualification, Experience & Skill Requirements:

The candidate should be a graduate (full time) with first class from any recognized university and should have minimum three years of relevant experience OR the candidate should be a post graduate (full time) with second class from any recognized university and should have minimum one year of relevant experience.

A post graduate management degree from a recognised university may be preferred.

Candidates having additional relevant experience may also be preferred.

The experience related to secretarial assistance may be an added advantage.

The candidate should have excellent communication skills (both written & verbal) and interpersonal skills and multi-tasking abilities.

The candidate should be fluent in English communication, should be capable to handle queries successfully, and should be flexible to work as per the programme requirements.

In depth knowledge of MS-Office (Excel, Access, Word, Power Point) and other computer-related tasks is essential.

The candidate should have information gathering skills, understanding of basic office administrative processes, high level of technology literacy, particularly internet and social media is necessary.

The candidate should have excellent common sense, communication skill and positive aptitude.

Preference may be given to the candidates having Certificate/Diploma in Short hand/Stenography in English, typing in English, Office Administration, Communication, Computer Applications etc.

The candidate having practical experience mainly related to secretarial assistance may be preferred. In case of suitable and deserving candidates having considerably good relevant experience, educational qualification criteria may be relaxed provided all other qualities like communication skill etc. are also good.

Age: Maximum 30 years as on the last date of application.

Salary & Allowances:

Selected candidate will be offered a fixed term appointment initially for a period of three years on a consolidated monthly salary on CTC mode. The contract may be extended further as per the mutual convenience. During the contract period or after the successful completion of the contract, if the performance of the candidate is found very well and Institute is in need of such position, Institute may confirm the candidate in a suitable pay scale with or without further probation, depending on duration of earlier contract and performance.

TERMS & CONDITIONS:

Outstation candidates called for interview for the above position will be reimbursed single to and fro Sleeper Class (Non-AC) rail fare by shortest route from their place of stay to Ahmedabad and back, on production of original tickets/copy of e-tickets.

Candidates working in Govt./Semi-Govt./Public Sector Undertakings must produce an NOC from his/her employer, at the time of test/interview, if short-listed for the test/interview.

Incomplete applications, applications not conforming to the eligibility requirements without relevant documents (as applicable) will be summarily rejected. If the candidate does not fulfil any of the conditions given above, his/her candidature will be cancelled at any stage on scrutiny whenever the discrepancy is noticed.

The candidates are required to submit copies of all relevant educational certificates, birth certificate, mark sheets, experience certificates and last pay slip from the last organisation served.

The vacancies are provisional and liable to be increased or decreased or may even be reduced to nil. IIMA is not liable to compensate the applicant for the consequential damages, if any.

The candidates recruited on any of this position can be transferred to any department in the Institute.

The candidates recruited may have to carry out data entry work, if required.

Mere fulfilling the minimum requirement of qualification and experience will not vest any right on the candidates to be called for the test/interview. IIMA will conduct written test (covering mainly General English, Numerical Ability, Reasoning Ability, General Knowledge etc.) and computer test (covering mainly computer awareness, MS-Office, internet, email etc.). IIMA also reserves right to shortlist the candidates by fixing revised eligibility criteria. Other things being equal, eligible candidates with additional relevant professional qualification, experience etc. will be given preference.

Decision of Management to call the candidates for selection shall be final. Any canvassing directly or indirectly by the applicant or through other sources, will disqualify his/her candidature.

Those who have qualifications equivalent to any of the prescribed qualifications, should produce certificate from the concerned University certifying that the said Degree/ Diploma is equivalent to the particular Degree of the University at the time of test/interview, if shortlisted. Applications without the authoritative equivalency certificate as said above will not be considered.

Note:

1. Please note that first scrutiny of applications received on line is carried out on the basis of information provided by the candidate on line. So candidates are requested to fill up on line application carefully without fail.

2. The candidates who had applied earlier for this position, may also apply. There is no restriction on applying again.

3. Please note that wherever written test is compulsory, request from the candidates for Skype interview without appearing for the test may not be entertained.

Interested candidates are advised to APPLY ONLINE ONLY latest by June 13, 2018.