Standard Recruitment & Selection Process

Recruitment must be done with Approval of President/ Director HR by Functional Head and Head HR. The line manager is responsible for drafting the job/position description, which shall be approved by the President and Head HR/Director HR. The job/position description, initiated by the department supervisor, will define the job in detail, associated tasks and profile of the incumbent necessary to assume the position. The defined tasks and stated qualifications will be the criteria for screening applications.

Recruitment will only be completed once all the relevant formalities listed below are complete. These documents have to be seen in ‘original’ form for necessary verification:

Standard Recruitment & Selection Process

Detailed C.V

Employee Data Form

Acceptance of Appointment Letter in original

Two references (NOT related) with complete address & Telephone Number

Two Guarantors/sureties

Four Colored Photographs (Passport Size)

Copy of Computerized National Identity Card

Copies of Educational Certificates (copies to be verified from original)

Copies of Experience Certificates (copies to be verified from original)

Release Letter from the Previous Employer(s)

Medical Fitness Report

Details of Dependents / Contact in Emergency

Declaration of Secrecy / Conflict of Interest / Undertaking

PF Nominee

Health Questionnaire Form

Code of Conduct

Pay Slip / Salary Certificate of last employment

Resourcing:

HR will utilize appropriate channels to solicit quality resources ranging from (but not limited to) referrals, job advertisements, recruitment portals references, head hunters, etc.

Hiring in Permanent Cadre:

Hiring in the permanent cadre shall be classified into the following:

External Hiring:

This refers to hiring from outside the ORGANIZATION and is carried out at all levels; senior- and middle -management level, and at entry-level.

Internal Hiring (Internal Job Posting):

HR may invite applications from existing employees by posting the job on the network. The existing employees will have to compete on merit with the external applicants.

Temporary Hiring:

The ORGANIZATION may acquire the services of an expert on a contractual basis.

Outsourcing (Third Party Contract):

Outsourcing (hiring on third party contract) will be done for all the functions/departments that do not need employees on a permanent basis.

HR will sign a Memorandum of Understanding (MOU) with the vendor(s).

Re-Hiring:

Employees who had resigned on their own may be considered for hiring on merit and as per rules. The past employment records of such employees with ORGANIZATION would be considered before making a hiring decision. However, if a person re-joins the ORGANIZATION within one year of resignation, the same will be allowed but on the same remuneration and grade existing at the time of resignation.

ORGANIZATION’s Contract Employment:

This category will be used to hire seasoned professionals having specialized skill sets and/or have crossed retirement age.

A retired employee can be rehired on ORGANIZATION contract for such period as deemed necessary and on such terms as may be agreed upon, provided he/she is found fit for such re-employment. The previous years of service would not count for any facility or terminal benefits.

Change of Status:

If ORGANIZATION contract the employee is being recommended for full-time employment, it would be based on the following:

Conditions of Employment:

The minimum educational qualification for officer/executive is Graduation or equivalent qualification from a reputable national or foreign university or professional institution.

The candidate shall not be less than 18 years of age.

Head HR may waive the above requirement of minimum qualification in exceptional cases with the concurrence of the President/ Board.

Aptitude/Written Test:

All fresh entry-level candidates with no experience will have to give an aptitude / a written test designed and conducted by HR.

Minimum Interviewing Guidelines:

All candidates before selection shall have to go through the interview process. For Middle management and below, interviews shall be conducted with the line manager and an HR representative. Upper management and above, interviews shall be conducted by the line manager, HR Head; Director HR/Board Member.

It is mandatory to record all interview assessments in the prescribed Interview Evaluation Form.

The grade of the interviewer should be at least one step higher than the grade for which the person is being interviewed.

Reference Checks:

All candidates will furnish at least two references. These references will be verified once the candidate is on board. Unfavorable recommendations from the references shall lead to termination of the employment.

Medical Check-up:

All candidates will have to undergo a medical examination before joining (exceptions may be made by the Board to hire any person prior to medical clearance). Any candidate failing the medical test will not be eligible for employment.

The Hiring of Relatives:

Hiring of employee’s close relatives shall not be permissible. Close relatives include parents, brothers, sisters, spouse, sons, daughters, parents-in-law, brothers/sisters-in-law and sons/daughters.

Relatives other than the above would be excluded from this definition.

Head HR/Director of HR and line managers must ensure that distant relative (not covered above) if hired, shall not be posted in the same business segment / under no circumstances report to each other.

In the case where a relationship is established between two employees after having entered the employment of the ORGANIZATION, the ORGANIZATION has the discretion to either transfer one (or both) to non-conflicting assignments and/or offices or request one to resign to comply with the policy.

Appointment:

Letter of Appointment: HR Services shall issue appointment letter.

Confidentiality: All persons hired to work at ORGANIZATION shall be required to sign a declaration of a secrecy agreement.

Disclosure of Personal Information: All candidates at the time of joining will be required to fill in the Candidate/Staff Record Form giving details of their respective profiles and attested photographs.

No traveling allowance shall be admissible on joining unless recommended by the Head HR/Director HR and approved by President/Board.

Verification:

The past record of all persons appointed shall be verified to ensure a good reputation and integrity.

HR Services shall verify in writing the antecedents of perspective / appointed employees from their former employers and nominated references, and academic/professional achievements from the degree awarding universities / educational institutes.

Employee appointed shall provide clearance from their previous employer within 2 weeks of joining.

Traveling Expenses for Interviews:

No traveling or out-of-pocket expenses shall be admissible for interviews at entry levels.

Traveling expenses shall only be paid on a case-to-case basis to candidates for senior-and-middle management positions.

Relocation Expenses on Joining:

Relocation Allowance: All-new incumbents who shall be relocated or transferred from one city to another shall be given a relocation allowance on a case-to-case basis as per ORGANIZATION’s relocation policy.

Change in Personal Status:

All employees are required to notify the HR Services immediately through Application, for any change(s) in personal status.

Orientation Program:

All new recruits shall be taken through an orientation program, facilitated by the HR Function. The idea of an orientation program is to provide an overview of the ORGANIZATION’s policies, products, Organizational set-up, and strategy.

The respective line managers shall ensure that all the new entrants must attend the Orientation Program.