RECRUITMENT & SELECTION PROCESS

Recruitment Placing the Right Person in Right Place at Right Time

Vacancy is known in two situations (generally):

An employee leaves the organization and there is a vacancy created

Due to Business Growth the position is created

The Company pursues an open hiring policy. As far as possible the Company will first
consider existing employees who meet the requirements of the vacant position. External
recruitment will be considered only when specific skills & experience required are not
available in-house.
The Company will hire talented and competent people based on job fitment without
regard to race, religion and sex.
All recruitment will be initiated by relevant functional manager and approved by
functional head, before forwarding to the Human Resources Department.
The
recruitment process will commence only for approved manpower requirement as per the
format annexed (Annexure 1).
Recruitment approval by functional head will be in accordance with approved Annual
Operating Plan (AOP). Any recruitment outside approved AOP will need approval by the
CFO / HR Head / CEO.
The sources for recruitment will be decided by Human Resources Department. HR
Dept. will prepare the job description based on the Manpower Requirement Form
outlining the job profile. Need-base, the HR will require support from the Functional
Head to prepare a detailed Job Description.
Selection HR shall select candidates purely based on the job fitment based on talent,
competency and job fitment.
Short listing & Interviews: Human Resource Department shall conduct screening of
applications, preliminary interviews for cultural fitment, correspondence with applicants
or consultants and reference checks. The assessment will be noted in the Interview
Analysis Form by the HR and forward the same to the Functional Head for technical
interview.
Technical Interview: The Human Resources Department shall co-ordinate technical
interviews with the Functional Managers. The interviewing panel members would record
the interview assessment.
Reference check: Based on the input and approval from Functional Head and prior to
the issue of the Offer Letter, Human Resource Department will ensure completion of
reference check as per the Annexure - 2.
Job Offer & Compensation: The Human Resources Department will approve the salary
& fitment keeping in mind internal equity and compensation philosophy of the Company.
The Functional Manager should ensure that no commitments are made outside the
existing Compensation & Benefit structure of the Company. Before finalizing the salary,
Human Resources Dept. must see current salary slip and pay structure break-up
evidence.
Issuance of Appointment Letter: An appointment letter will be issued to the selected
candidate at the date of joining. The terms and conditions of appointment with the
Company would be explained by Human resource Department who would also resolve
any doubts the candidate may have.
Depending upon the criticality of the position and the urgency of the request, the
Company may compensate salary for the notice period of the selected candidate. The
decision in this regard rests with the Functional Head in consultation with Human
Resources Department & the CEO.

The Recruitment Flow Chart Process:

The recruitment process begins when you know you need someone new in the
Department, either because an existing staff member has left, or because there is new
work to be done. It doesn't finish until after the appointment has been made.
The main stages are identified in the below flow chart
Identify Vacancy

Prepare Job Description and person Specification

Advertise / Consultants / Referrals

Managing the Response

Short-listing

References

Arrange Interviews

Conduct The Interview

Decision Making

Convey The Decision

Appointment Action

PRE-INTERVIEW
# Preparation of recruitment /selection document for the position
# Advertising
Preparing advertisement / approaching consultants / referrals
Media selection
Positioning

# Response handling

Initial interview online or telephone

Short-listing for interviews
Interview arrangement
Sending emails or calling short listed candidates
Interview details to the short listed candidates

# During Interview

HR interview
Technical interview
Conducting tests [Aptitude / Mathematical / Analytical etc.]
Initial final list of candidates.
Reference check (if required)

POST-INTERVIEW

# Email Regret letter to unsuccessful candidates

# Technical Manager approval for a start up date.
# Email or Telephone call to successful candidates
# HRM prepares a letter of appointment
Recruitment Cycle Time:
To bring in more effectiveness in the recruitment process, HR would follow a specific
project deadline of 38 days (from the day it had received the approved Manpower
Requisition) to hire a new employee.

Phase
I

II

III

Activities

Time
frame

Role Identification, Job Description, CV Sourcing & Initial HR

short-listing

15 days

Organizing the Written Tests

5 days

Organizing the First Technical Interviews

5 days

Organizing the Final Interviews

4 days

Sessions to take the final decisions

3 days

Preparing the Salary Proposal, Negotiate with the selected

candidates & offer closure

6 days

The process specific schedule break-up is mentioned below: