Job description of the Deputy Director for General Affairs

Responsibilities of the Deputy Director as a Manager

The deputy is the first person in the enterprise after its director. He bears a certain responsibility, often slightly less than the leader. The General Director can delegate, that is, assign a number of his job responsibilities to his deputies.

What kinds of substitutes are there? The Deputy General Director may be called:

Deputy for Socio-Economic/Economic Affairs;
financial director,
commercial director;
Deputy for administrative and economic affairs;
Deputy General Director for General Issues;
more simply: first deputy, second deputy, etc.

The general director may grant some deputies the right to sign financial and reporting documents, for example payment orders, for the period of his absence during annual or educational leave, business trips, and sick leave. This right must be secured by a corresponding order from the manager, as well as by signing documents for a number of third-party organizations (for example, cards of sample seals and signatures for a bank).

The Deputy General Director belongs to the management personnel, therefore his job responsibilities must be appropriate:

Participation in the development of company missions, long-term development plans, including in the field of business planning.
Organization of activities and effective interaction of areas and structural units entrusted to him.
Coordination and control over the activities of subordinate departments and their employees.
Preparation of reporting documents on the results of their activities for senior management.
Participation in the development of general personnel policy at the enterprise.
Analysis of financial and economic indicators of the organization's activities.
Search for internal reserves to improve the efficiency of the company’s commercial activities.
Planning and rational distribution of financial resources.
Publishing administrative documentation in the areas entrusted to him.
Personnel management of subordinate divisions and areas.
Development or participation in the preparation of internal local acts: regulations on personnel motivation, including material incentives, safety and labor protection, workplace certification, personnel remuneration, structural divisions, internal control, procurement of goods, works and services; job descriptions of employees, etc.
Solving other strategic and tactical problems.

Like the manager, his deputies can be removed from the work process, that is, fired.

The dismissal of managers differs from the usual dismissal of ordinary personnel, so in practice certain difficulties may arise. The article “Dismissing the CEO at his own request” will tell you how to solve them.

Second group of specialist responsibilities

The employee’s job description also stipulates the following main functions:

organizing a high-quality adaptation procedure for each new person in the organization; appointment for these purposes of supervisors or mentors who would help new employees get used to the workplace as quickly as possible.

Control over the distribution of responsibilities for working with personnel documentation.
Preparation of all necessary materials and documents for the presentation of certain employees for awards or incentives.
Search and registration of all documents and materials to impose administrative or disciplinary liability on employees, if necessary.

The responsibilities of the Deputy Director for General Affairs are therefore quite extensive and complex. Separately, it is worth highlighting the system of security measures and methods of negotiations with various types of authorities.

The job description of the Deputy General Director is drawn up taking into account the management functions entrusted to him. It includes sections that are standard for all job descriptions, but with their own characteristics. Let's take a closer look at each of them.

1. General Provisions.

This section usually covers:

the goals pursued by the deputy’s activities;
requirements for potential applicants for management positions;
place of position in the organizational structure of the company.

2. Job responsibilities.

An approximate list of job responsibilities of the deputy director for general issues was discussed in detail by us in the previous section of the article. Let us add that in this section you can also include a clause on the provision of reporting documents by the Deputy General Director, for example:

work plan for the current period (month, quarter, half-year or year);
financial reports for the month, quarter, half year, year;
report on the results of work for the month, etc.

In this case, the schedule for submitting the above documents can be presented in the form of a table.

3. Rights of the Deputy General Director for General Issues.

4. Responsibility of the Deputy General Director for General Issues.

This states what responsibilities the deputy has as a manager.

5. Working conditions.

This section contains information about the working mode of the deputy. You can use the generally accepted phrase that the working hours are determined in accordance with the internal labor regulations. Of course, the deputy must be familiarized with them against personal signature.

The job description is approved by the head of the enterprise and signed by his deputy. This acknowledgment note is required.

We recommend that you familiarize yourself with the procedure for drawing up a job description for the position of chief accountant, which is important in every enterprise, in the article “Job description of a chief accountant - sample 2015.”

About the workplace in the organization

The job description of the deputy director for general issues also contains points about the place of the represented employee in the structure of the organization. What can be highlighted here?

Firstly, the specialist in question is classified as a group of managers. He is appointed to a position or dismissed from it only in accordance with the order of the director.

Secondly, according to the document, the employee is a second-level manager. Thus, a specialist does not have his own staff when it comes to operational subordination. However, in everything related to the topic of personnel policy and safety, the working staff must obey him.

Results

The job description of the deputy general director is drawn up for the purpose of delegating management functions to the head of the enterprise . The Deputy General Director belongs to the management personnel, therefore, job responsibilities are determined by the scope of his activities and responsibilities in the company. The job description is drawn up based on the management functions entrusted to the employee.

The job description is approved by the head of the enterprise and must be signed by his deputy.
You can find more complete information on the topic in ConsultantPlus. Full and free access to the system for 2 days.

The first group of specialist responsibilities

The job description of the Deputy Director for General Affairs sets out the requirements and functions. Here are the most common of them:

Timely development, implementation and adjustment of business plans related to security in the organization (how often such plans are developed depends on the organization itself; as a rule, this happens once a year).

Formation of organizational personnel policy; drawing up an annual personnel plan.
Development and implementation of a system for screening applicants for available vacancies; organization of a high-quality system for screening candidates for jobs.
Organization of constant and effective work on training the personnel reserve.
Organization of effective competitions to attract the most promising and competent specialists to work in the organization.

Naturally, only part of the functions that a specialist is required to perform were presented above. The second group of employee job responsibilities will be presented below.

How to compose

Let's start with the fact that the presence of instructions greatly simplifies the work, since each employee clearly knows what he should do and who he should obey. When hiring a deputy director or appointing an employee working in the organization to this position, he must be familiarized with the job description against signature.

The legislation does not stipulate a standard form for drawing up job descriptions, so this document is drawn up individually for each organization. However, it always contains basic standard sections that reflect all the provisions of the employee’s activities in the organization.

The position of deputy director is a management position, therefore the preparation of instructions and its compliance must be treated with special responsibility.

Typically, the instructions must contain the following sections:

Document Section	Content
General provisions of the instructions.	It is indicated that the deputy director reports directly to the head of the institution, only he can appoint him to the position or release him from it. The requirements for the employee are prescribed, as well as a list of knowledge that he must have. A list of documents that guide the employee is also written down: these are the organization’s Charter, internal regulations (internal regulations), orders of the director, etc.
All job responsibilities of the Deputy Director.	This section describes in detail what it is responsible for and what functions it should perform.
Employee rights.	List the rights that an employee has: the right to receive information about the activities of the company, the right to manage other employees within the scope of their competence, the right to sign certain documents, etc.
Responsibility measures.	An employee may be subject to disciplinary, administrative or even criminal liability; it is necessary to list what offenses this may result in.

What guides the deputy director?

Regulatory documentation, rules regulated by both legislative acts and internal regulations.
The main charter of the enterprise, which was drawn up at the very beginning of its opening.
Rules and features of internal regulations that relate directly to the implementation of work activities, the features of its correct, competent and safe conduct.
Each individual orders and instructions, both written and oral, emanating from the director of the company.
A job description that is prescribed for deputy directors of any profile or narrow focus.