RECRUITMENT SOURCES

OBJECTIVE

3.1 To define policy and procedures to locate suitably qualified candidates from within (Organization) and outside to fit in with job openings in (Organization).

POLICY
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3.2 The purpose of this policy is to identify possible sources of manpower which may be considered by the Human Resource department in generating applicants for a particular position. Key policies in this regard are summarised below:
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• Preference shall be given to qualifying candidates within (Organization).
• HR department shall maintain a database of skill inventories of its staff. Whenever openings exist, first this database shall be checked to identify possible internal candidates.
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• Surplus manpower, if any, may be transferred from one department to another department subject to consent of the head of the department(s) concerned, with the prior approval of the Competent Authority.
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• Solicited/unsolicited applications from external candidates seeking employment in (Organization) are recorded and maintained by the Human Resource department for a period of at least 2 years. An application database is used for the purpose of recording details of applications received in chronological order and also by function and qualifications.
• Human Resource department will be the sole custodian of the application database and may refer to it for identifying any eligible candidates for any requisitioned position. Other department heads and senior executives may be given access to applications for their specific needs on request.
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PROCEDURE

Responsibility

Head of Human Resource Department

Maintains separate database for solicited and unsolicited applications for employment.

HR Executive
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Receives solicited and unsolicited applications forwarded by Head of Human Resource department. Assigns a sequential number to each application, notes number on the application and enters details of applications received in the appropriate application database.
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Updates the applicants’ database to reflect the following:

a. Action taken on the application
b. Date on which Interview letter is issued
c. Date on which interview is held
d. Outcome of the interview.
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Provides a list of candidates according to the requirements of various heads of departments. Communicated to Head of Human Resource department, whenever they wish to refer to the applicants’ database to identify suitable applicants for further processing.
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Periodically reviews the applicants’ database to identify old applications which are no longer usable and removes information from the database.

Head of Human Resource Department
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Ensures that applicants database is maintained in efficient and logical way.

SPECIMEN REPORTS/DOCUMENTS

B) PERSONNEL REQUISITION

POLICY
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3.3 The significant policies related to raising of personnel requisitions and generating applicants to fill a vacancy are summarised below:

• Recruitment is undertaken on the strength of duly approved personnel requisitions initiated by the department/section for which the position is required.
• Personnel requisition initiated by department/section is submitted on the prescribed format.
• Personnel requisitions should be in conformity with the approved manpower budget. Personnel requisitions outside the approved budget are processed only as special cases if approved in writing by the Competent Authority.
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PROCEDURE

3.4 Whenever need for recruitment arises, the concerned department or section initiates a Personnel Requisition on the prescribed format and forwards it to the Human Resource department for further processing. The Human Resource department generates suitable applicants for the requisitioned position following prescribed procedural guidelines. The specific steps involved in receiving and processing of personnel requisition are described below:
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Responsibility

Head of User Department

Completes a Personnel Requisition form giving details of the requisitioned position including job title, proposed grade, date by which required, indication of availability of position in manpower budget, attaches job profile and person specification etc. and forwards the requisition to Head of Human Resource department.
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Head of Human Resource Department

Receives the Personnel Requisition, ensures that details are correctly and completely provided by the requisitioning department, and checks to ensure that it has been duly signed by the concerned Head of Department.

Compares details of the requisitioned position against the approved manpower budget to ensure that the requirement is in accordance with the approved budget.
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Head of Human Resource Department

If the personnel requisition is outside the approved budget, ensures that the justification is enclosed and forwards it to the Competent Authority for approval.

Executive Committee

Receives and reviews the recommendations. Approves the personnel requisition after careful consideration of implicit costs and returns the same to the Head of Human Resource department.
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Head of Human Resource Department

Receives approved personnel requisition, refers to the list of surplus manpower available with the HR department, if any, and identifies employee who may be transferred to the requisitioning department. Prepares recommendations in consultation with the concerned Head of Department.
Forwards recommendations to the head of requisitioning department for consideration of transfer cases.
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Head of User Department

Receives and reviews the recommendation. Requests Head of Human Resource department for interview of the candidate being considered for transfer.

Approves or disapproves proposed transfer(s) and informs the Head of Human Resource department.

Head of Human Resource Department
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Receives approved transfer case(s) and submits the same to the Competent Authority for final approval.

Competent Authority

Receives and reviews the recommendations for employee transfer. Approves the recommendations after careful consideration of relevant factors and returns the same to the Head of HR department.
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Head of Human Resource Department

Receives approved transfer case, arranges to prepare Transfer Advice and forwards it to concerned Head of Department to obtain acknowledgement.

Arranges to prepare Transfer Letter, forwards original letter with a copy to the employee through concerned Head of Department.

HR Executive
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Receives acknowledged Transfer Letter, files a copy of the Transfer Advice and Transfer Letter in the personal file of the employee, and forwards a copy to Finance department in order to update the payroll.

Head of Human Resource Department

If no surplus staff is available, announces the vacancy within (Organization).
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Receives applications from aspirant (Organization) employees through respective Department Heads and discusses suitability for interview and tests (where applicable) with the Head of User Department.

If no internal candidate/staff is available, asks HR Executive to check the applicants’ database to find any suitable candidate matching the person specifications for the position.
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HR Executive

Searches the database and prepares a list of suitable applicants and forwards it to Head of Human Resource department alongwith the original application(s).

Head of Human Resource Department

Receives list of suitable candidates and applications, discusses suitability of applicant(s) with the head of user department, ascertains interview/test requirement.
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In case applications of suitable candidates are not available in database and position is to be advertised, asks HR Executive to prepare draft for advertisement.

HR Executive
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Prepares draft advertisement, obtains approval from the relevant head of department and arranges for placement through approved advertisement agency.

Receives and scrutinises applications to ensure that they are applied for the advertised position.

Assigns each application a unique number and records complete information in the applicants’ database to update the record.
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Prepares a list of applications received against each advertised position. Forwards the list alongwith the applications to the Head of Human Resource department.

Head of Human Resource Department

In consultation with the head of user department conducts an initial screening exercise using person specifications for each position.

Identifies short listed candidates who clear the initial screening.

SPECIMEN REPORTS/DOCUMENTS
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1. Applicants Database HRM – 2
2. Personnel Requisition HRM – 3
3. Transfer Advice HRM – 4
4. Transfer Letter HRM – 5