What Exactly Does an HR Executive Do? Understanding Their Job Description, KRA, and KPI

Hi, I want to know what the job description, KRA, and KPI of an HR executive are.

Objective:

To handle and support the manpower effectively so that their contribution facilitates profit maximization for the organization and aligns with the vision of MTAR. This is achieved through the support and coordination of top-level and middle-level management and all work groups.

Roles and Responsibilities:

- Arranging and conducting interviews, initial screening of candidates, and coordinating recruitment processes and training programs.
- Preparing and submitting all relevant HR letters, documents, and certificates as per the requirements of employees in consultation with the management.
- Procuring all leave applications, on-duty forms, and shift change forms, and forwarding them to HO for salary processing and records.
- Resolving grievances or queries that any employees have and escalating to the appropriate level depending on the nature of the grievance or issue.
- Engaging with employees regularly to understand their motivation levels within the organization.
- Conducting exit interviews for employees and recording them accordingly.
- Conducting employee orientation and facilitating newcomers' joining formalities. Maintaining and regularly updating the personal database and organogram of each employee.
- Monitoring the movements of employees by authorizing the gate pass system.
- Ensuring the required number of contract laborers are deployed in the plant as per the manpower plan.
- Ensuring that workmen wear uniforms, ID cards, and maintain safety regulations.
- Monitoring housekeeping staff, canteen facilities, toilets, washing facilities, and general admin functions.
- Cross-checking security and workmen activities invariably during late evenings and holidays.
- Maintaining good relationships with superiors, peers, all subordinates, and union employees to tackle various issues.

Please contact me at [Phone Number Removed For Privacy Reasons].

“Key Result Areas” or KRAs refer to general areas of outputs or outcomes for which the department's role is responsible. In simple terms, a KRA can be defined as the primary responsibilities of an individual, the core area for which each person is accountable. This captures about 80% of the department's work role. The remainder is usually devoted to areas of shared responsibility.

Importance of KRAs

• Set goals and objectives
• Prioritize activities, thereby improving time/work management
• Make value-added decisions
• Clarify roles of the department or individual
• Focus on results rather than activities
• Align roles with the organization's business or strategic plan
• Communicate the role's purposes to others

KRA for HR Department

1. Recruitment & Selection
• Reduce average time taken to fill vacancies
• Reduce average cost per recruitment
• Finalize selection in 5 weeks for each individual position
• Reduce workplace accidents

2. Building capabilities and organizing learning
• Training
• All workforce below middle management should receive a minimum of 4 days of training.
• Maximize induction training and training workshops
• Employee Development
• Training needs analysis & competencies development

3. Performance Management
• Performance Appraisal
• Managing employees through KRAs
• Achieve 100% performance appraisals against total employees

4. Monitoring employee deployment

5. Compensation and benefits

6. Employee Relations

7. Statutory Compliance

8. Reward Management

9. Effective HR management systems, support & monitoring

10. Workplace Management
• Reduction in absenteeism per employee
• Increase in employee satisfaction
• Talent retention and turnover ratio
• Reduce labor turnover
• Benchmark total HR costs externally

11. Safety and Health Workplace

HR KPI (Key Result Indicators)

1. Recruitment KPI

These include KPIs about the recruitment process. Recruitment key performance indicators (KPIs) are part of Human Resources KPI and include:

1. Recruitment costing KPI
• Recruitment costing per position
• Recruitment costing per position per channel
• Average sourcing cost per hire. Sourcing costs include advertising, referral, and agency

2. Recruitment time KPI
• Average time to recruit, calculated from the date of recruitment requirement to the date of employee hire
• Average time to recruit per position

3. Recruitment source KPI
• Number of CVs per channel
• Recruitment source ratio: Ratio between internal versus external recruits

4. Selection KPI
• Average number of interviews from submitted resumes. Track the number of converted submitted resumes to interviews
• Number of qualified candidates compared to resumes

5. Recruitment efficiency KPI
• % recruitment achievement meeting hiring plan
• % new hires achieving 6 months of service
• % new hires achieving 12 months of service
• % new hires achieving satisfactory appraisal at first assessment

Training KPI

Training KPIs include key performance indicators as follows:

1. Training costing
• Company training expenditure (% of salaries and wages)

2. Training hours
• Average number of training hours per employee

3. Training certificates
• Number of employees completing sponsored MBA programs

4. Training courses
• Number of courses offered
• Number of courses implemented

5. Training satisfaction
• Employee satisfaction with training

6. Training budget
• % of HR budget spent on training
• Average training costs per employee

7. Training results
• % of employees gone through training
• Average time to competence, which is the average time it takes until the expected competence level is reached
• % of employees reaching competence after training

8. Training penetration rate
• It measures the percentage of employees completing a course compared to the total number of employees employed

9. E-learning training
• E-learning courses utilized
• % of e-learning pass rate

Health and Safety KPIs include key performance indicators as follows:

1. Health and safety non-conformance KPI
• Number of non-conformances per year/quarter
• Number of accidents per year
• Number of reportable accidents per year
• Number of reportable non-fatal accidents per year
• Number of solved safety non-conformances for the month
• Percentage of corrective actions closed out within a specified timeframe
• Percentage of fatal accidents relative to all accidents per year

2. Health and safety training KPI
• Percentage of staff with adequate occupational health and safety training
• Total hours in safety and health training in the month

3. Health and safety representatives KPI
• Percentage of attendance at occupational health and safety committee meetings
• Percentage of health and safety representative positions filled
• Percentage of issues raised by H&S Reps acted upon
• Percentage of occupational health and safety committee recommendations implemented

4. Health and safety costing KPI
• Cost of solved safety non-conformance for the month
• Health and safety prevention costs within the month

5. Health and safety results KPI
• Lost time (in hours) due to non-fatal accidents per year
• Lost time (in hours) due to accidents (including fatalities) per year

Performance KPIs include key performance indicators as follows:

Performance KPIs include indicators as follows. If you search for all information about KPI, you can click the link: “sample KPI” at the end of this post.

Performance KPI
1. % of appraisals completed on time
2. % of employees above competence
3. % of employees below competence
4. % of low-performing employees
5. % of high-performing employees
6. % of employees with their performance decreased compared to last month
7. % of employees with their performance increased compared to last month

HR Efficiency KPIs include key performance indicators as follows:

1. Sales turnover per employee
• This rate should be compared to competitors in the same business sector

2. Profits per employee
• This rate should also be compared to competitors in the same business sector

3. Administration cost per employee

4. Labor cost as % of sales
• This rate should also be compared to competitors in the same business sector

5. Revenue generated per Full-Time Equivalents (FTEs)

Compensation KPIs include key performance indicators as follows:

1. Salary rate/sales turnover
2. Cost rate of workers' compensation
3. Cost rate of social insurance
4. Cost rate of medical insurance
5. Cost rate of benefits
6. Average income per employee by month
• When considering the average income of the company, help you consider whether the average income of the company matches the average income of the sector or other competitors

7. Average income per employee by hour

8. Average income per employee by position
• When considering the level of income by the average position, help you consider whether the average income of the company matches the market
• The average income does not accurately reflect the income of the titles in your company

Employee Relations KPIs include key performance indicators as follows:

1. Internal communications KPI
• Number of emails issued
• Number of bulletins issued
• Number of staff briefing sessions conducted

2. Number of unfair dismissal claims KPI

3. Work/life balance KPI
• Number of active flexible work agreements
• Number of active working-from-home agreements
• Number of active job-sharing agreements

4. Number of formal union grievances KPI

5. % workforce on individual contracts KPI

6. Workforce teams KPI
• Number of active teams
• Number of team meetings

7. % of employees covered by collective bargaining agreements KPI

Employee Satisfaction KPIs include key performance indicators as follows:

1. % Average satisfaction
2. % Average satisfaction by each department
3. % Average satisfaction by field such as:
• Attitude about compensation and benefits
• Attitude about coworkers
• Attitude about supervisors/managers
• Attitude about promotions, training
• Attitude about work tasks

4. % Average satisfaction by new employees

HR Budget KPIs include key performance indicators as follows:

1. Average cost of recruitment per year
2. Average cost of recruitment per staff
3. Average cost of training per year
4. % training cost/sales turnover
5. Training cost per employee
6. Salary budget ratio/sales turnover
7. Health safety cost per year

Job Leaving KPIs (key performance indicators) include KPIs as follows:

1. Job leaving ratio per year
2. Job leaving ratio per department
3. Average age of employees that retire
4. Percentage of early retirements
5. Attitude of employees who leave the job:
• Satisfaction ratio with wages/salary/benefits
• Satisfaction ratio with conditions/physical work environment
• Satisfaction ratio with job
• Satisfaction ratio with personal relations
• Satisfaction ratio with participation and recognition
• Satisfaction ratio with opportunities for development
• Number of employees who would seek re-employment with the company

Hope the above will help you to understand the KRA and KPI of the HR Department.

With Best Regards,

Priyadarshini

“Encouragement costs you nothing to give, but it is priceless to receive”

Roles and Responsibilities in HR Hierarchy

Many corporate MNCs have hierarchy levels for all designations and isolate their jobs. My query is about the roles and responsibilities for HR Executive, Sr. HR Executive, HR Manager, Sr. HR Manager, VP-HR, etc.

Please could you differentiate their profiles and explain how they split their day-to-day assignments? I'll expect all members on the CiteHR forum to provide appropriate feedback.

Thanks in advance.