Job Title: Head of Operations

Department: Operations

Reports To: Director, HKBKGI

Job Purpose:

To ensure the seamless functioning of the institution's infrastructure, procurement, IT systems, legal affairs, budgeting, project execution, and campus operations through strategic planning, vendor coordination, and timely execution of activities across Institutions in HKBKGI.

Key Responsibility Areas (KRAs) and Key Performance Indicators (KPIs)

1. Infrastructure Planning, Enhancement & Execution

• KRA: Plan, execute, and optimize infrastructure projects including buildings, renovations, and lab setups as per AICTE norms.
• KPIs:
• % of projects completed on time and within budget
• Compliance rate with AICTE/other statutory norms
• User satisfaction score post-implementation

2. Procurement

• KRA: Handle procurement from daily needs to capital-intensive project equipment.
• KPIs:
• Procurement cycle time
• Vendor compliance rate
• Cost savings achieved through negotiation

3. Project Management

• KRA: Manage end-to-end lifecycle of projects including need analysis, planning, budgeting, execution, and delivery.
• KPIs:
• Project success rate (% on-time and on-budget)
• Stakeholder satisfaction index
• Number of deviations from project plans

4. Vendor Management

• KRA: Develop and manage vendor relations for both permanent and temporary vendors.
• KPIs:
• Number of vendors with valid contracts
• Vendor performance score
• SLA compliance rate

5. IT Infrastructure Management

• KRA: Oversee planning, implementation, and maintenance of IT infrastructure including CCTV, Wi-Fi, biometrics, and networking.
• KPIs:
• System uptime %
• Ticket resolution time
• Asset issuance and tracking accuracy

6. Daily Campus Operations

• KRA: Ensure smooth daily functioning of the campus.
• KPIs:
• Number of operational incidents reported/resolved
• Internal user satisfaction survey

7. Campus Maintenance (HK, Garden, etc.)

• KRA: Maintain hygiene and enhance greenery across the campus.
• KPIs:
• Cleanliness inspection score
• Garden upkeep frequency and quality

8. Campus Security

• KRA: Monitor and enhance campus security protocols.
• KPIs:
• Number of security breaches/incidents
• Security system uptime

9. Budget Management

• KRA: Prepare, monitor, and control departmental and project budgets.
• KPIs:
• Variance between budgeted and actual spend
• Budget tracker update frequency
• % of projects/events within approved budgets

10. Event Management

• KRA: Coordinate and manage logistics, vendors, and budgets for institutional events.
• KPIs:
• Event feedback score
• % of events executed within budget
• Vendor payment and closure cycle

11. Hostel Management

• KRA: Oversee hostel operations, maintenance, and events.
• KPIs:
• Occupancy rate
• Hostel resident satisfaction score
• Number of hostel complaints resolved timely

12. Legal and Contractual Affairs

• KRA: Draft, review, and manage contracts and legal matters.
• KPIs:
• Number of active legal cases
• Timely renewal of contracts
• Legal compliance score

13. Transport Management

• KRA: Supervise transportation logistics for staff and students.
• KPIs:
• Transport availability rate
• Cost per km or passenger
• Incident reports in transport

14. Asset Management

• KRA: Maintain accurate records and condition of institutional assets.
• KPIs:
• Asset inventory accuracy %
• Asset utilization rate
• Depreciation tracking efficiency

15. ERP Management

• KRA: Oversee and optimize ERP usage for administration.
• KPIs:
• ERP module usage rate
• Number of issues logged/resolved
• Staff training completion rate on ERP modules