Professional Documents
Culture Documents
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AG-HRP/01 Recruitment, Selection and
1
PlacementProcedure
Procedure
3
1
Supporting Documents
Employment Form
A)
Interview Assessment Form
(Annex -B)
Candidate
1
Norms (Annex-C)
Social Class Identification
(Annex - C-I)
Guidelines
Responding
To Job Applicants (Annex-D)
Regrets Letters (Annex
D-I,
Guidelines
1
Interviews (Annex-E)
Guidelines to Conduct
x-F)
Group Discussion
(Annex- 3 1
1
Assessment2
3
For
1
for Effective 4
1
Evaluation11
AGHRP
/01
Title:
Purpose:
and
05
23.11.2012
23.11.2012
possible
candidate for employment.
Scope:
All candidates for managerial positions (permanent and
contractual) are
included in scope of this procedure.
Responsibilities:
The HR Head will be responsible for implementation of this
procedure through performing all relevant activities and
coordinating with GEC / GDHR / CEO / HODs.
Procedure:
1.
Job Requisition:
HOD forwards CEOs approved job requisition to HR for any new /
vacant
position.
2.
Reception of Application:
2.1
The application for employment may be accepted from any
candidate
through mail, personal contact, response to an advertisement or
referrals / employees contact, professional search firm,
educational institutions, etc. Job Advertisement and headhunters
may also be used, if required,.
2.2
The Human Resources Department will match the job opening to
the skills
of the present employees and explore the possibility of offering
internal candidates, if available through formal process on
merit, to the job requisition initiating manager. HR Head and
CEO may request Group HR to search suitable person from other
and
short-list these on the basis of the given job specification. This is
the
initial
filter to
3.1.1 List those applications that are relevant to the
given job
specification in the order of Merit.
3.1.2 Eliminate those applications that are not meeting the
given job
specification
3.2
The list (Ref 2.1.1 above) of short listed applications will be
forwarded to
the concerned MC Member for their perusal and to advise HR
Dept to call
Pa
ge
1
of
5
Employment Form:
4.1
Factual information of the candidates who are eligible to appear
for the
test will be obtained through the Employment Form (Ref:
Annexure A). It provides more detailed information about the
candidates to understand them in a logical order for drawing valid
conclusions on the qualification, previous employment and
experiences.
5.
Test:
5.1
It is advisable that for technical positions
/ entry level
positions
/
Management Trainee positions in particular, suitable test
for the candidates are evolved.
5.2
It would also be appropriate if such tests are professional in
nature and
are aimed at assessing the level of knowledge, skills and
aptitudes of the candidates.
5.3
Such tests should be reviewed at frequent interval to maintain the
validity
of this recruitment stage and guaranteeing transparency in
assessment of candidates with those who didnt qualify the test in
any recent previous attempt. Generally, the candidates who have
once already attempted but did not qualify are not eligible to
appear next time.
5.4
Those who qualify the test will move to the next stage of
Preliminary
Interview by HR Head.
5.5
It is advisable that test and preliminary interviews are arranged
on the
same day.
6.
Other Positions
Head on Interview
Concerned MC Member.
interview.
HR
Assessment
the
compiled
three
final
Pa
ge
2
of
5
6.2
The candidate will also be briefed about the job and the
Company in
general.
6.3
If any candidate does not measure up to the required standard, he
/ she
may be eliminated at this stage.
6.4
In all cases, final candidates for selection should be interviewed
by at
least two levels of management.
Refer to Annexure E and F for Norms of Assessment and
Guidelines for
Effective Interviews.
7.
with a
group of people whom he/she would not know before, he/she will
have to make new relationships, he/she will have to interact at
senior / subordinate and peer level. Therefore, group
discussion is strongly advisable especially in the selection
process of Management Trainees. However, only those candidates
will be taken to this stage who qualified the test and preliminary
interview stages.
Refer to Annexure C for guidelines to conduct Group Discussion.
8.
with
concerned HOD so that it could provide support in final
interview. HR Head along with concerned Department Head
should propose grade and salary of the candidate to CEO /
GEC and mention it on Job Profile accordingly. In case of MTs,
salary is fixed as per MT Policy.
9.
Final Interview:
9.1
If interview is to be conducted by GEC, HR Head should
forward
documents (Job Profile, Interview Assessment, Organization
Chart, CV of candidate, Employment Form and Job Description) to
Group HR.
9.2
Group HR shall then arrange interview with GEC and convey the
schedule
to the Group Company for onward information to the candidate
by HR Head of Group Company.
Reference Check:
10.1 Reference check may be carried out at this stage to obtain
information
about past behavior of the applicant and to verify the
accuracy of
information provided by the candidate on the employment form /
other
related documents.
10.2 The check has to be as discreet and quiet as possible so
that the
candidates relationship with his current employer is not affected.
10.3 HR Head should record the reference check report at the end
of the
Employment Form or attach separately.
11.
Offer Letter:
Offer letter to selected candidate may be issued, if required. If candidate
does
not respond within five days of issuance of offer letter, offer will be
cancelled.
12.
Medical Examination:
12.1 The medical examination has three basic objectives. Firstly, it
serves to
ascertain the applicants physical capability. Secondly, it
protects the
company against unwarranted claims and thirdly, it prevents
contagious
diseases from entering the company.
13.
Joining:
Subsequent to the clearance of reference check and medical
examination, the selected individual shall join on agreed date and
his/her orientation plan should be ready before his joining.
Joining Report should be filled by newly appointed employee on the
day
of
joining.
14.
Document Verification:
Appointment Letter:
HR should issue appointment letter after verification of degrees and
other educational certificates.
16.
Induction / Orientation:
16.1 The success of a new appointee is dependent on how quickly
he/she
assimilates into the culture of the organization, and acquires the
technical
skills and knowledge of the business.
16.2 HR Head must prepare a formal Orientation Plan and communicate
it to all
concerned so that new employee could get maximum
benefit of
orientation. Orientation Plan must include meeting with all MC
Members
Pa
ge
4
of
5
16.3
visit of
and other relevant staff, field visit (if necessary) and visiting
Corporate Office, if need be.
Orientation Plan of employees of Grade 9 and above must include
Corporate Office and scheduled meetings with GAB, GEC and
GDHR. Employees of grade 12 and above, appointed in HR
Department must be sent to Group HR to meet GDHR and MGHR.
For MTs only
Pa
ge
5
of
5
ANNEXURE - A
EMPLOYMENT FORM
NOTE:
1
Please answer all questions. Additional information if
any may also be attached.
2
The information and all details furnished by you will be
treated as strictly confidential.
3
Incorrect information can result into your
disqualification.
COMPANY
Gender
Date of Birth
Place of Birth
Religion
Marital Status:Single/Engaged/Married/Widow(er)
CNIC No
Place of Issue
Validity
Nationality:
Present Address
Tel: Off:
Res:
Tel: Res:
Cell:
Email Address:
Father's Name
Address
Tel / Cell:
FAMILY PROFILE
Gender
Occupation
Gender
Spouse:
Name of Spouse:______________________________
CNIC No. of Spouse:
Children:
Names of Children:
EDUCATION
Name & Place of
Institution
Period
From To
Degree / Diploma /
Certificate
Major
Subjects
Division /
Grade / GPA
Professional qualification and / or specialized Training & Courses or Skills acquired after leaving
College / University:
Please give details of your spare time interest, hobbies, sporting activities:
What do you consider your field of specialization? (Please describe in 20 words at least)
Indicate your proficiency level (i.e. "L" for low; "A" for average; "H" for high)
Microsoft Office:
Word
Excel
Access
Outlook
PowerPoint
E-mail
Dates
From
To
EMPLOYMENT RECORD
(Please start first from the Present / Last Job)
Position(s)
Gross
Company's Name & Address
Held
Salary
Give analysis of your experience relating to the position you are applying for :
Expected Salary
PKR:
Yes/No
Yes/No
Basic Salary
Utilities
House Rent
Conv.Allowance
Yes/No
C.L.A.'s
Yes/No
Yes/No
a.
Name of Co.
b.
Date of Joining
c.
Yes/No
Yes/No
Date of Leaving
TOTAL
Provident Fund
GRAND TOTAL
Please give detail of other benefits offered by your Present / Last employer and their approximate value:
Do you have any relative working in this or any of the Group's Company?
If yes, please give the following information :
NAME
COMPANY
PLACE
DESIGNATION
Yes / No
RELATIONSHIP
Are you a member of any social, fraternal, business / professional or other organization / club etc. - give details
Spoken
Read
Written
Urdu
English
Result
Have you ever been arrested, indicted or summoned into court as defendant in a criminal proceeding or
convicted, fined or imprisoned for the violation of any law (excluding minor traffic violations)?
No
__________________________________________________________________________________________
Reference : (Please list three references other than your employers)
NAME
TITLE &
ORGANIZATION
KNOWN
SINCE
1.
2.
3.
DECLARATION
I hereby certify that the answers given by me to the foregoing questions are true, correct and without any
consequential omission what-so-ever.
I agree and clearly understand that in the event of my being employed in any of the Atlas Group of Companies,
if it is found that any statement or information mentioned above in this application form is untrue or false, the
same shall be sufficient cause of termination/dismissal of my service from the Company in accordance with
law.
Signature:
REMARKS :
Date:
Anne
xure
B
Date:
Expected Salary
COMMENTS
MAX
RATING
ASSESSMENT FACTORS
MARKS
15
Education
ATTAINMENTS
20
Experience
GENERAL INTELLIGENCE
20
(COMPREHENSION)
C
PHYSICAL ASPECTS
I
T
SPECIAL APTITUDES
INTERESTS
DISPO
T
O
SITIO
N
PERS
ONALI
TY
(CAPA
SS)
PERSONAL CIRCUMSTANCES
(Follow
guidelin
es from
Annexur
e
'C-I')
POTENTIAL
20
REMARKS : Additional comments for and against selection. What would be his
motivation i.e. what are his expectations, how satisfied would he be with the job
REJECT
and our organization culture/characteristics?
RATING
FINAL RATING
VG
G
FINAL MERIT
(
I
n
d
i
c
a
t
e
p
o
s
i
t
i
o
n
a
m
o
n
g
s
t
t
h
o
s
e
i
n
t
e
r
v
i
e
w
e
d
i
.
e
.
2
/
3
)
Name (s)
Signature (s)
RATING
Outstanding - E
- F
Above 90%
Above Average - VG
Average - G
Below Average
Below 50%
ANNEXURE - C
CANDIDATE ASSESSMENT NORMS
The attached form (Annexure-A) should be used under all circumstances to
assess the candidate. This assessment form has been adopted for sound
assessing in totality an individuals personal and professional suitability for
employment.
This assessment form gives you a chance to record your findings based
upon how you would evaluate the job applicant on all the factors that
are listed. The information may be helpful to you in the future in case you
want to refer back to the applicant and the result of your assessment and
what your feeling were towards the applicant at that time. Using this form,
you might even want to establish cut-off ratings below which you will not
accept the applicant for certain jobs.
how
2. General Intelligence:
Indicate the level of skills displayed relating to comprehension, logical
reasoning,
problem solving, thinking and adaptation. Also level of awareness of
business
concepts.
3. Physical Aspects:
Has he/she any defects of health or physique that may be of
occupational
importance? How agreeable are candidates appearance, hearing and
speech?
4. Special Aptitudes:
Has he/she any marked mechanical aptitude, manual dexterity, facility in
Appropriate weightage should be given to various assesment factors in relation to the Job / Personnel specifications.
How do you see him/her fitting into the organizational culture and values
system of the company.
7. Personal Circumstances:
What are his/her domestic circumstances? What do other members of the
family
do for a living? How soon can he/she join, any geographical preferences,
etc.
Social Class of the candidate must be identified during interview by
asking questions as per Annexure C-I.
8. Potential:
Assessments of individuals likely future growth within the company, or
his/her ability or capacity for growth or development.
Following to be observed during assessments:
Overall manners, Attitude, confidence, and
personality Eye-contact, handshake, and
posture
Socialization, greeting, and interest in others
To assist the managers in conducting effective interviews, some
guidelines are suggested in Annexure - E.
Annexure - C
SOCIAL CLASS
IDENTIFICATION
Social Class
Upper Class
Occupation
(Father / Self)
Owner of a large
Posh areas of
Income Level
Institution of
(Father / Self)
Studies (Self)
>1,500,000 / Professional
Grammar
Single family
Residence
(Self)
Car,
bike collection,
business CEO of a
city (own
horse riding
multinational
company Govt.
family)
Officer of Grade 21
& above
L
a
n
d
o
w
n
e
r
o
f
m
o
r
e
t
h
a
n
1
0
0
a
month
Schools
qualification from
(live with
reputable foreign
house)
parents / with
institutes (as a fullown
time student)
the
golf,
Child
Educ
c
r
e
s
(irrigated land)
Upper Middle
Class
Middle Class
Semi-posh
Owner of a medium
sized business
GM / Director in
multinational
company
Government Officer
Grade 20
Land owner of more
than 30 and less
than 100 acres
(irrigated land)
Owner of small
Reputed
scale business
>500,000
<1,500,000
/month
Professional
qualification from
reputable foreign
institutes
(part-time student)
Local institutes
like
LUMS, GIK
Professional
Sports, gym,
qualification from
Private schools
socializing on net
reputable Local
Manager in Local or
multinational
NED, UET
(own
Senior Manager /
>150,000
Combined
<500,000 /
area (rented
family
month
residence)
Mid-town
company
residence)
G
o
v
e
r
n
m
e
n
t
o
f
f
i
c
e
Posh areas of
the city
(own house)
Gramm
School
School
Beacon
r
o
f
1
7
1
9
G
r
a
d
e
L
a
n
d
o
w
n
e
r
o
f
m
o
r
e
t
h
a
n
5
a
n
d
l
e
s
s
t
h
a
n
3
0
a
c
r
e
s
(
i
r
r
i
g
a
t
e
d
l
a
n
d
)
Social Class
Lower Middle
Mid-town
Class
Occupation
(Father / Self)
Owner of small
Government
retail business
(rented
Junior manager at
local / multinational
Suburbs
company
Income Level
(Father / Self)
>30,000
Combined
<150,000 /
schools / small
month
residence)
private schools
Institution of
Studies (Self)
Local institutes (part
socializing on net
time study)
family
Residence
(Self)
Child
Educ
(Own
Government officer
residence)
of Grade 11-16
L
a
n
d
o
w
n
e
r
o
f
l
e
s
s
t
h
a
n
5
a
c
r
e
s
(irrigated land)
Lower Class
< 30,000 /
Owner of small
month
retail business
Officer / executive
at local /
multinational
company
Government officer
below Scale /
Grade 11
Local institutes
(part time study)
Not studied much
(graduate /
undergraduate)
Suburbs
(rented
residence)
Govern
schools
of
social
class
and
allot
code
to
certain
social
class
so
ANNEX
URE - D
Annexur
e D - I
[Date]
[N
a
m
e}
[A
d
dr
es
s]
[C
ity
]
Dear Mr. ]Name],
Thank you for your email / CV (dated: [date]) forwarded to our Chairman /
Group President / Chief Executive Officer, Mr. _______________.
We have wait-listed / reviewed your profile and it has been added in active
database
for
access at a suitable time. You are advised to contact HR Department for any
future
reference.
We once again thank you for your interest in [Company].
Yours truly,
[Name]
[Desi
gnati
on]
[Com
pany]
Annexur
e D - II
[Date]
[N
a
m
e}
[A
d
dr
es
s]
[C
ity
]
Dear Mr. ]Name],
Thank you for your email / CV (dated: 6 June 2012) forwarded to our Chairman /
Group President / Chief Executive Officer, Mr. _______________.
We reviewed your profile. However, after a careful evaluation, we have
concluded
with
regret that currently, we dont have any vacant position available that matches
your
credentials.
We once again thank you for your interest in [Company] and wish you every
success in finding an appropriate career opportunity.
Yours truly,
[Name]
[Desi
gnati
on]
[Com
pany]
Annexure
D - III
[Date]
[N
a
m
e}
[A
d
dr
es
s]
[C
ity
]
Dear Mr. ]Name],
Thank you for appearing in entry test for the position of [Position] held on
[Date] and giving us the opportunity to examine your application.
We regret to inform you that you are not amongst the applicants who
successfully qualified the companys entry test and thus have not been shortlisted for next step of recruitment process.
We once again thank you for your interest in [Company] and wish you every
success in finding the right career opportunity.
Yours truly,
[Name]
[Desi
gnati
on]
[Com
pany]
Annexure
D - IV
[Date]
[N
a
m
e}
[A
d
dr
es
s]
[C
ity
]
Dear Mr. ]Name],
We would like to thank you for the interview you recently had with our
management,
which provided us the opportunity to meet and learn more about your
background
and
experiences.
We have made a sincere effort to carefully assess your credentials and
career
aspiration with our [Company]. We have concluded with regret that we would be
unable
to offer you an employment opportunity with our company. The decision has
been
made
purely on merit after evaluating a fine set of candidates having excellent
credentials.
Thank you again for the time and effort you put in considering [Company] in
your career planning. We wish you every success in finding an excellent career
opportunity.
Yours truly,
[Name]
[Desi
gnati
on]
[Com
pany]
Annexur
e D - V
[Date]
[N
a
m
e}
[A
d
dr
es
s]
[C
ity
]
Dear Mr. ]Name],
We would like to thank you for the interview you recently had with our
management,
which provided us the opportunity to meet and learn more about your
background
and
experiences.
We would like to inform you that subsequent to the final selection that has
already been made, we are pleased to put you on wait-list and will offer you a
suitable position as soon as it becomes available.
The decision has been made purely on merit after evaluating a fine set of
candidates having excellent credentials.
Thank you again for the time and effort you put in considering [Company] in
your
career
planning.
Yours truly,
[Name]
[Desi
gnati
on]
[Com
pany]
Annexure
D - VI
[Date]
[N
a
m
e}
[A
d
dr
es
s]
[C
ity
]
Dear Mr. ]Name],
With reference to your recent section process as [job position], we regret to
inform you that after a careful analysis of your medical reports submitted by the
hospital, we have decided to rescind our offer of job due to the following
reason(s):
1. [Name of ailment / disease]
2. [Name of ailment / disease]
Therefore, it would not be possible for us to proceed further with your
employment.
Your qualifications were of interest to us but the decision has been made purely
as per company rules / policy.
Yours truly,
[Name]
[Desi
gnati
on]
[Com
pany]
ANNEXU
RE- E
minutes, but should not go on beyond half an hour for most jobs. The
length
of the pre-employment interview will depend upon the type of job
you
are
trying to fill. Remember that if you expect to keep an applicant as a
long-term
employee, you will want to interview him / her as carefully as you can.
5.
In sizing up prospective employees, it is necessary to consider the
whole
person and not just past experiences. Job applicants bring us their
health,
their ambitions, their attitudes, their worries, and the influence
of
their
families. All these things and others will affect their potential
with
our
company.
6.
your manager?
What is the worst professional obstacle you've ever had to
face
and how has it helped you to grow?
8.
Cues in Pre-Employment Interviews - There are several cues in
interviews.
Please remember that no one is perfect. Almost every prospect will
reveal
some doubtful area to the alert interviewer. A final decision
depends
on
through consideration of both pluses and minuses of the prospect. A
cue
in
itself is not a conclusion; it is simply signal to the interviewer.
Following
are
possible danger cues:
- Cues in how he / she acts: Sudden nervousness, blushing,
stammering,
fidgeting, or claming up may indicate that you are about to
uncover
favorable facts. A sudden change of pace in his talking or in his
rate of
Is
the
total feeling good or bad? Look back on the application form and
review
the
notes you have made in his answers to your questions. What do they
add
up
to? It is often very helpful to record your reactions to an interview from
just
as
soon as the individual leaves your office and while the interview is
fresh
in
your mind.
ANNEX
URE - F
A
N
N
E
X
U
R
E
-F
-I
Date:
Topic Given:
No of Group members :
OS
Participation Level
Situation Analysis
(Recognizes confusion in others, identifies and manages misunderstandings,
recognizes when it is inappropriate to speak)
Relationship Management
Information Exchange
Communication Skills
(Speaks in an audible voice, clearly articulates ideas, conveys enthusiasm)
(English speaking fluency)
Leadership
Body Language
(Non verbal communication during discussion)
VG
Overall Assessment:
Remarks:
Evaluators Name:
Designation :
AN
NE
XU
RE
G
HIRING (RECRUITMENT, SELECTION AND PLACEMENT) -PROCESS
FLOW