About the Role

The Specialist-HR / Senior Specialist-HR (Background Verification) will be responsible for managing end-to-end background verification activities

for all current hires across India. The role requires close coordination with candidates, Talent Acquisition, HR Operations, Hiring Managers, Business

Stakeholders, Finance, and Background Verification (BGV) vendors to ensure timely completion of verification processes, compliance with

company policies, and seamless onboarding of employees.

The incumbent will oversee BGV operations, BGV tracker and Masterdata preparation and maintaining, vendor management, discrepancy

resolution, invoice processing, audit compliance, reporting, and documentation management while ensuring data integrity, confidentiality, and

adherence to regulatory requirements.

Responsibilities

1.1. Key Responsibilities:

Background Verification Management

• Manage and coordinate the end-to-end Background Verification (BGV) process for all new hires across India.

• Collect, verify, and validate employee documents in accordance with organizational policies and compliance requirements.

• Coordinate with candidates, recruitment teams, hiring managers, HR teams, and BGV vendors to ensure timely case initiation and

closure.

• Follow up on all pending, insufficient, or incomplete documentation and ensure resolution within stipulated timeline as per

organizational BGV procedure.

• Monitor daily BGV status and proactively drive closure of pending cases.

• Maintain and update BGV Master Tracker, RR Dashboard, and related reports on a weekly basis.

• Download BGV reports from vendor portals and maintain records in SharePoint and designated repositories.

• Ensure proper document management and record retention as per company guidelines.

• Maintain confidentiality and ensure compliance with data privacy regulations and information security requirements.

Vendor Management & Coordination

• Act as the primary point of contact between internal HR/Recruitment teams and BGV vendors.

• Monitor BGV progress and ensure completion of verifications within agreed turnaround times.

• Conduct regular reviews and follow-ups with BGV vendors to minimize delays.

• Escalate aging cases and critical issues to ensure timely closure.

• Review vendor service quality and monitor adherence to agreed service levels.





• Facilitate continuous communication between stakeholders and vendors to ensure smooth execution of background checks.

• Support onboarding readiness by ensuring timely completion of BGV activities.

Exception & Discrepancy Management

• Review, investigate, and manage background verification discrepancies, red flags, and exception cases.

• Coordinate with candidates, hiring managers, recruiters, vendors, and business stakeholders to validate findings and gather

clarifications.

• Maintain comprehensive documentation and audit trails for all exception cases.

• Obtain approvals from Business Unit Heads, HR Head, and authorized stakeholders for closure of discrepancy cases.

• Ensure all exception handling activities comply with company policies and audit requirements.

• Track and report unresolved discrepancies until final closure.

Invoice Processing & Cost Management

• Process monthly BGV vendor invoices within defined timelines.

• Verify invoices against completed cases, trackers, and agreed commercial terms.

• Validate costs and identify invoice discrepancies prior to approval.

• Maintain additional cost trackers and ensure proper supporting documentation is available.

• Obtain necessary approvals from stakeholders and submit finalized invoices to Finance.

• Monitor BGV-related expenditure and maintain accurate cost records for reporting and audit purposes.

Audit, Compliance & Documentation Management

• Maintain all BGV-related trackers, dashboards, reports, and documentation in SharePoint.

• Ensure all records are complete, accurate, and audit-ready always.

• Support internal and external audits by providing necessary documentation, reports, and evidence.

• Maintain 100% compliance with organizational policies, statutory requirements, and data privacy regulations.

• Ensure proper maintenance of BGV master data, matrices, and compliance records.

• Identify process improvement opportunities to strengthen audit controls and operational efficiency.

HR Reporting & Analytics





Prepare and share periodic reports, including:

•

BGV Status Dashboard

•

RR (Rolls Royce Project) Dashboard Updates

•

Pending Documentation Tracker

•

Invoice and Cost Tracking Reports

•

Audit Compliance Reports (if applicable)

Ad-hoc Requests & Team Support

•

Support HR Operations, Talent Acquisition, and business teams on special projects and operational requirements.

•

Assist stakeholders with BGV-related reporting and documentation requests.

•

Contribute to process enhancement, automation initiatives, and continuous improvement activities.

•

Provide backup support to team members as required.

•

Undertake additional responsibilities as assigned by management.

Requirements

Key Skills & Competencies

•

Strong knowledge of Background Verification processes and practices.

•

Effective communication and stakeholder management skills.

•

Experience in vendor management and service delivery monitoring.

•

Strong understanding of audit, compliance, and documentation requirements.

•

Proficiency in Microsoft Excel, SharePoint, and reporting tools.

•

High attention to detail and data accuracy.

•

Strong analytical and problem-solving capabilities.

•

Ability to manage multiple priorities and work within strict timelines.

•

Experience in invoice validation, cost tracking, and approval workflows.

•

Strong follow-up and coordination skills.

•

Ability to handle confidential employee information with integrity and professionalism.

Qualifications & Experience

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Education: Graduate/ MBA in HR / MHRM / PG Diploma in HR / Equivalent. Experience: 3 to 5 years of experience in Background Verification, HR Operations, Onboarding, Employee Lifecycle Management.

Preferred Experience:

•

Experience working with third-party BGV vendors.

•

Experience handling audits and compliance requirements.

•

Exposure to HR Shared Services or large-scale hiring environments.

•

Experience managing SharePoint repositories and HR reporting dashboards.

📌 Specialist-HR-BGV (Bengaluru)
🏢 ALTEN
📍 Bengaluru