CHAPTER FOUR

CHAPTER FOUR: HR COMPONENTS

4.1 Introduction
The Human Resource Department of HF is focused towards becoming a strategic
partner in realizing the HF vision. The human resource department is attempting
to create an environment where employees are committed to deliver results,
motivated to take ownership of the organizations goals and inspired to excel in
their roles.

4.2 Functions of Human Resource Department

4.2.1 Recruitment and Orientation: Ensure the recruitment and deployment of
the right person for the right job who can make effective contribution to HF and
who can really make a difference HF is an equal opportunity employer. All
recruitment decision at HF is made on the basis of merit.
4.2.2 Compensation and Benefit Management: policies of HF aim to attract,
motivate, recognize, and retain competent staff members.
4.2.3 Training and Development Management: Aligning the skills of people
with current job needs and developing people for enhanced future roles. Through
training, we aim to enable our people to acquire the right skills and attributes.
4.2.4 Performance Management: To reinforce the culture of merit and high
performance. Individuals are given targets which contribute towards overall

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organizational goals. The performance management system helps individuals in
investing their efforts in the right direction.

4.3 EMPLOYEE RECRUITMENT & SELECTION POLICY

4.3.1

Recruitment & Selection

Recruitment refers to the process of finding right people for the right job
or function, usually undertaken by the Human Resources Department. It
also may be undertaken by another department or a member of senior
management (with consultation from the HRM) looking for recruits. The
recruitment procedure at Hashoo Foundation is regarded as a centralized
process wherein the Human Resources Department plays a key role in
providing suitable candidates for a particular job to the organization,
however hiring and firing remains the authority of CD.

4.3.2

Policy
HF will pursue an active recruitment and selection process to assure the
availability of qualified applicants to meet its employment needs and to
assure the provision of equal employment opportunity through affirmative
action.

The Human Resources Department is responsible for all recruiting

activities and for recommending to CD, all employment commitments
including salary, position classification and any special conditions of
employment.

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Employment may be contingent upon a post job offer medical

examination. The cost of the medical examination will be at the expense of
the employee. The medical report shall be maintained as a part of

employee's file and shall be treated confidentially.

To accomplish this, all job vacancies will be announced, posted,
advertised, and/or filled as indicated in this policy.

4.3.3

Internal Recruitment
HF gives preference to its employees to apply for job announcements as
and when they occur. For a current HF employee to qualify for an
announced vacancy the following conditions apply:

Past academic achievements and work experience and experience gained

at Hashoo Foundation during their employment shall be the criteria for
selection of employees from within the organization.

Hashoo Foundations existing employees who have enhanced their skills,

capabilities and potential and can meet with the basic criteria for the
position vacant shall be encouraged.

Interdepartmental recruitment of qualified employees shall be encouraged

and no employee shall be intimidated or discouraged from applying for a
vacant position.

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The employees who apply for vacant positions are required to notify their
supervisors / managers / in-charges. If such an employee becomes a
finalist for the position, his/her supervisor/manager/in-charge will be
notified of the selection by the Human Resources Manager, upon which a
recommendation letter will also be requested from the relevant department
head.

In case of selection of an employee from within the organization, she/he

would be responsible to properly hand over charge to his/her replacement
or person designated by the relevant department head within a timeframe
prescribed by his/her present department head in consultation with his/her
new department head.

All the selection process (e.g test, interview, reference check) shall be
followed while recruiting someone from within the organization.

4.3.4

External Recruitment
o All qualified in-house applicants must first be interviewed and no
final selection shall be made until the sixth working day after the
vacancy has been posted internally.

o Applications of the candidates from outside of Hashoo Foundation

for their recruitment can only be processed / entertained after the
job vacancy has been posted for five working days (internally) and
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a determination has been made that no internal applicant is fully
qualified for the appointment.

o Selection to fill vacant positions shall be made of the post-qualified

persons in terms of skill proficiency, abilities, academic
achievements and aptitude. Employment opportunities shall be
made available on an equal opportunity basis to qualified persons
without regard to color, religion, race, gender-based preferences,
nationality, political background, disabilities, appearance, age and
marital status.

4.4

Appointment of Consultants
Appointment by contract as a consultant may be made for special projects/
purposes or obtaining the services of specially qualified persons.
Consultants services shall be governed by the clauses / rules stated in
respective consultancy agreements. All the consultancy opportunities must
be advertised and a committee comprising of the Manager HR, Manager
MER and a member of senior management shall award all consultancies.
Incorporating terms of the contract, CD / designated official shall issue the
consultancy contracts.

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4.4.1

Confidentiality
All information relating to recruitment, selection and appointment of
employees will remain confidential to those involved in the formal
process.

4.4.2

Documentation
All recruitment and selection documentation must be kept in HR

Department

for

record

keeping.

Each

panel

members

evaluation/scoring/comments will remain in the recruitment file for future HR

requirement and reference
4.4.3

Recruitment and Selection Expenses

All advertising expenses are to be met by HF.

4.4.4

Approval to Recruit

The Personnel Requisition Form is used to initiate recruitment and

selection. Recruiting department should complete the form and forward to
the relevant authority for approval with a draft position description and
position specification. The approved Personnel Requisition Form is then
forwarded to HR Department for subsequent action.
The recruitment and selection process cannot commence until HR
Department receives the approved Personnel Requisition Form (PRF) with
attachments, and a soft copy of the PRF and Job Description (JD)

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4.5

Position Description

The position description is developed by the recruiting department in

consultation with HR Department and forwarded to the concerned
authority for review and finalization.

Human Resources will evaluate all general employee positions prior to

recruitment action to ensure availability of funds and organization fit.

Approval of all position documentation will be obtained from the

concerned authorities before advertising. It is the Human Resource
Managers responsibility to coordinate the review of the documentation
and provide evidence of this approval including the reviewed Position
Description before announcing the vacancy.

Variations to the selection criteria contained within the position

description cannot be made drastically, however minor changes are
permissible by the competent authority after the position has been
advertised unless re-announced and approved by the Department Head and
CD or otherwise allowed by the concerned authorities.

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