Executive-HR Shared Services

Job Title Executive - HR Shared Services
Department Human Resources
Location Gurgaon

Job Profile:
To manage the end-to-end HR Shared Services activities for the Cadet Pilot Program, ensuring seamless coordination of candidate assessments, documentation, onboarding, LOI execution, training tracking, stakeholder management, and compliance with defined SLAs and organizational policies. The role is responsible for delivering an exceptional candidate experience while ensuring process governance, data accuracy, and audit readiness throughout the cadet lifecycle.

Key Responsibilities
1. Cadet Selection & Assessment Coordination

• Coordinate end-to-end assessment activities including psychometric tests, Group Discussions (GD), and Personal Interviews (PI).
• Manage scheduling and communication with candidates, Flight Operations, panelists, FTOs, and Talent Acquisition teams.
• Track assessment outcomes and ensure timely status updates in SuccessFactors (SF).
• Ensure process adherence and SLA compliance throughout the selection lifecycle.

2. Documentation & Compliance Management

• Validate candidate documents as per program requirements.
• Coordinate background verification, medical fitness, drug test clearances, and statutory documentation.
• Maintain complete and accurate records of all candidate files.
• Ensure compliance with organizational policies and regulatory requirements.

3. Letter of Intent (LOI) & Agreement Management

• Prepare and coordinate Letter of Intent (LOI), Specialized Training Agreements (STA), Surety Agreements, and related documents.
• Liaise with internal stakeholders for approvals and digital signatures.
• Ensure timely issuance, execution, and repository management of signed documents.
• Maintain agreement trackers and document audit trails.

4. Candidate Onboarding & HR Operations

• Facilitate onboarding activities from pre-joining to induction.
• Coordinate with HR, TA, Flight Operations, Medical, and Finance teams.
• Ensure timely creation and activation of employee records and required system updates.
• Support candidates throughout onboarding for seamless transition into training programs.

5. Training Monitoring & Tracker Management

• Maintain Cadet Training Trackers and monitor progress across FTOs.
• Track milestones including training commencement, ground school completion, and overall program timelines.
• Identify and escalate delays, risks, and red flags to stakeholders.
• Generate periodic MIS reports and management dashboards.

6. Stakeholder Coordination

• Act as the primary HRSS SPOC for Cadet Program operations.
• Coordinate with Flight Operations, Talent Acquisition, Flight Training Organizations (FTOs), Finance, Legal, Medical, and 6E People teams.
• Manage stakeholder communications and ensure timely resolution of queries and issues.
• Drive process improvements and standardization initiatives.

7. Data Governance & Process Compliance

• Ensure data accuracy across trackers, HR systems, and records.
• Maintain audit readiness for all HRSS-managed cadet processes.
• Support SOP creation, process documentation, and continuous improvement projects.
• Adhere to defined SLAs and governance standards.

Key Performance Indicators (KPIs)

• SLA adherence for onboarding and documentation activities
• Assessment coordination accuracy
• Tracker accuracy and data quality
• Timely issuance of LOI/STA agreements
• Training milestone tracking compliance
• Stakeholder satisfaction score
• Audit observation closure rate
• Process turnaround time (TAT) adherence

Qualifications
Education

• Graduate in Human Resources, Business Administration, or related discipline.
• MBA/PGDM in HR preferred.

Experience

• 3-5 years of experience in HR Operations, HR Shared Services, Employee Lifecycle Management, Recruitment Operations, or Onboarding.
• Experience in aviation HR operations will be an added advantage.

Required Skills
Functional Skills

• HR Operations & Shared Services
• Candidate Lifecycle Management
• HR Documentation & Compliance
• MIS Reporting & Analytics
• SuccessFactors
• ServiceNow Ticket Management

Technical Skills

• Advanced Microsoft Excel
• PowerPoint
• Microsoft Forms
• SharePoint

Behavioral Competencies

• Attention to Detail
• Stakeholder Management
• Process Orientation
• Customer Centricity
• Communication Skills
• Planning & Coordination
• Problem Solving
• Ownership & Accountability