Job Description
Executive – Rewards & Recognition
ROLE PURPOSE
The R&R Executive owns the end-to-end procurement and on-ground
execution of all sales contest deliverables, from vendor sourcing and
negotiation through to the qualifier's experience on the trip, at the award
night, or when the gift arrives at their door. The role ensures every
contest is delivered on time, within budget, fully compliant, and to a
standard that makes distributors want to qualify again.
The role also acts as the voice of the field in contest design, feeding back
what motivates partners and what the market is offering.
KEY RESPONSIBILITIES
| Key Responsibilities |
Time allocation |
| 1. Procurement & Vendor Management |
~30% |
-
Procure all contest requirements, including domestic and
international incentive trips, conventions and award nights,
merchandise, gadgets, trophies, certificates, e-vouchers and
recognition collaterals.
-
Build and maintain an empanelled vendor base covering travel
agencies / DMCs, MICE and event agencies, hotels and resorts,
airlines (group blocks), gifting and merchandise suppliers, and
voucher platforms.
-
Run RFQs / RFPs, obtain competitive quotes (minimum three where
applicable), prepare comparative statements and recommend
vendors on cost, quality and reliability.
-
Raise PRs / POs and manage vendor onboarding in line with
internal procurement policy, third-party risk due diligence, and
Group anti-bribery and gifts & hospitality norms.
-
Establish rate contracts and annual tie-ups for recurring
requirements (gifts, trophies, vouchers) to reduce lead time and
unit cost.
-
Track vendor performance on quality, TAT and issue resolution,
and maintain a vendor scorecard.
|
|
2. Contest Execution & Qualifier Experience
|
~30% |
-
Plan and execute contest fulfilment end to end: qualifier list
validation with Sales MIS, RSVP management, travel documentation
(passport, visa, forex, travel insurance), flight and hotel
bookings, rooming lists and itineraries.
-
Ensure contest arrangements are top-notch, covering venue
selection, F&B, stage and décor, branding, AV, ground
transport and hospitality desks, with a clear run-of-show for
every event.
-
Accompany contest trips and events as the company SPOC; manage
on-ground coordination, senior leadership movement and real-time
issue resolution.
-
Manage dispatch and delivery of gifts and rewards to qualifiers
across locations, with proof-of-delivery tracking and escalation
handling.
-
Maintain contingency plans for flight disruptions, visa
rejections, medical emergencies and last-minute qualifier
changes.
-
Ensure consistent branding and quality of all recognition
material (trophies, certificates, backdrops, standees) in
coordination with Marketing.
|
| 3. Negotiation & Commercials |
~15% |
-
Negotiate pricing, inclusions, payment terms and cancellation /
attrition clauses with vendors, hotels and airlines.
-
Drive value-adds at no extra cost, such as upgrades,
complimentary rooms, branded experiences and flexible cut-off
dates.
-
Benchmark vendor rates against market and past contests to
demonstrate savings.
-
Coordinate with Legal on vendor agreements, SLAs and penalty
clauses for large-ticket contests.
|
| 4. Budgeting & Financial Control |
~15% |
-
Prepare contest-wise budgets (cost per qualifier, total contest
cost) in line with the approved annual R&R budget.
-
Track budget vs. actuals, flag variances early and provide
monthly accruals and provisions to Finance.
-
Process vendor invoices, reconcile advances and final
settlements, and close contest accounts within defined
timelines.
-
Ensure correct tax treatment, including GST on vendor invoices
and applicable TDS on benefits / perquisites extended to
intermediaries.
-
Ensure contest spends remain within the board-approved rewards /
commission policy and IRDAI norms on remuneration to
distributors; maintain audit-ready documentation.
|
|
5. Contest Design Inputs & Market Feedback
|
~10% |
-
Gather structured feedback from qualifiers, channel partners and
sales teams after every contest through surveys, calls and focus
groups.
-
Track competitor contests in the market (destinations, reward
formats, qualification structures) and share periodic
benchmarking notes.
-
Contribute to contest design by recommending destinations,
reward mixes, tiering and timing based on feasibility, cost and
motivational value.
-
Provide cost and logistics feasibility for proposed contests
before launch to avoid post-launch surprises.
-
Maintain a post-contest review covering participation,
qualification, cost, feedback and learnings.
|
KEY PERFORMANCE INDICATORS
| KPI |
Measure |
| On-time delivery |
% of contest deliverables (trips, events, gifts) delivered as per
committed timelines
|
| Budget adherence |
Actual spend vs. approved budget per contest |
| Procurement savings |
Negotiated savings vs. initial quotes / previous benchmarks |
| Qualifier experience |
Post-contest CSAT / NPS from qualifiers |
| Gift fulfilment |
Dispatch-to-delivery TAT and % proof-of-delivery captured |
| Financial closure |
Invoice processing and contest account closure within agreed TAT
|
| Governance |
Zero audit / compliance observations on contest spends |
QUALIFICATIONS & EXPERIENCE
Graduate in any discipline; MBA / PGDM in Marketing, Operations or
Hospitality / Travel & Tourism preferred.
2–5 years of experience in rewards & recognition, contest management,
sales promotion, MICE / event management or procurement.
Prior experience in insurance, BFSI, pharma or FMCG sales organisations with
large distributor networks strongly preferred.
Hands-on exposure to group travel logistics (international trips, visas,
group air bookings) is a strong advantage.
SKILLS & COMPETENCIES
Functional:
Vendor sourcing and negotiation, budgeting and cost tracking, event and
travel logistics, PO / invoice processes, working knowledge of GST and TDS
basics, strong MS Excel and PowerPoint. Familiarity with procurement systems
(SAP / Ariba / Coupa) is a plus.
Behavioural:
Meticulous attention to detail, ownership and follow-through, calm under
pressure on-ground, service orientation towards the field, strong
stakeholder management, and integrity in vendor relationships.
KEY STAKEHOLDERS
Internal
-
Channel Heads and sales teams
-
Sales MIS / Incentive Operations
-
Finance and Procurement
-
Compliance and Legal
-
Marketing / Brand
- HR
External
-
Travel agencies / DMCs
-
Event and MICE agencies
-
Hotels, resorts and airlines
-
Merchandise and gifting vendors
-
E-voucher platforms
