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: Success Interview Tips
Detailed C.V (CV writing Tips)
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, spouses, sons, daughters, parents-in-law,
brothers/sisters-in-law, and sons/daughters.
Relatives other than the above
would be excluded from this definition. Top 7 Key Lists Management Skills
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 an 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.
An employee appointed shall
provide clearance from their previous employer within 2 weeks of joining. Paternity Leave Policy Sample
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.
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