SMEC India Procedures - HR PR 01

RECRUITMENT AND ORIENTATION

These procedures come into force with effect from the approval date and supercede all previous
policies or procedures relating to this topic

These procedures are applicable to SMEC India Corporate, Regional, Branch and Project offices.

1.0 Purpose

The purpose of this procedure is to document the SMEC (India) method of

recruitment and allocation of staff.

2.0 Scope

This procedure covers the recruitment and allocation of Permanent, Contract and
Locally engaged staff for all SMEC (India) positions.

3.0 Action

3.1 Identification of Recruitment Needs

The Functional Manager / Regional Manager should identify the need for new or
specialized staff by:

 Assessment of current and future workload by job function.

 Identification of existing staff available.
 Identifying the gap between the existing capacity and the estimated
requirement and the number of positions required.
 Reviewing / Preparing position descriptions for each position required (Refer
Position Descriptions Procedures & Form – PRO 1.3)

3.2 Approval

 Complete an Employment Request Form (HR PRO 1.1)

 Complete a Position Description
 Submit to the Managing Director for approval.

3.3 Recruitment of Staff

The following steps should be taken to recruit staff:

 The Functional Manager / Regional Manager shall submit a list of the staff
required to HR Department.
 HR may call for expressions of interest in the position by advertising among
SMEC (India) offices and through the appropriate media.
 HR shall identify appropriate candidates that meet the criteria as specified in
the Position Description or Terms of Reference (ToR) and shortlist such
candidates.

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 HR or Reporting Manager / Project Manager will interview the short listed

candidates using the specifications in the Position Description as selection
criteria and determine the most suitable candidate/s for the position.
 A minimum of two reference checks will be conducted and recorded on
Reference Check - HR PRO 1.5. Only professional reference checks are
acceptable. They are to directly relate to the duties and performance of the
candidate’s job. Do not contact “character references” in particular friends or
family or referees who have not worked with the candidate.
 Original certificates of qualifications shall be sighted, certified by gazetted
officer and official stamp checked, and a copy retained for the personal files
 HR shall notify the successful candidate by phone and send an Offer of
Appointment - HR PRO 1.4.

3.4 Documentation required for Personal File of New Employee

 Employment Request Form (HR PRO 1.1)

 Employment Approval (HR PRO 1.2)
 Position Description (HR PRO 1.3)
 Offer of Appointment* (HR PRO 1.4)
 Reference Check / letters (HR PRO 1.5)
 Letter of Appointment / Contract (HR PRO 1.6)
 Salary Package details (HR PRO 1.7)
 Application of Employment (HR PRO 1.8)
 Staff Orientation Checklist (HR PRO 1.9)
 Terms of Reference*
 CV and letter of introduction/interest
 Letter of Consent*
 Interview notes
 Copies of Qualification Certificates, prior Salary
 Release letter from prior employer
 Employee Number from HR

*Where applicable

3.5 Orientation and Introduction to the Workplace

Upon commencement of a new staff member, the Functional Manager / Regional

Manager / Project Manager shall provide a suitable orientation program using Form
HR PRO 1.9.

The orientation shall include:

 providing the new employee with a copy of the PD and explain the duties of
the position to ensure that they are fully aware of their role.
 clearly explain the safe working procedures and ensure they are supplied
with the necessary safety equipment.

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 conduct an orientation of the workplace and introduce the new employee to

fellow workers.
 either personally or through a suitably experienced member of the team,
supervise the new employee’s commencement of work, explaining all site
operating procedures and generally ensuring that they are capable of
working effectively and safely.
 after six months the Functional Manager / Regional Manager / Project
Manager will conduct an evaluation of the new employee’s performance
and discuss with them ways to improve their performance including the
provision of any additional training that may be necessary.

4.0 References

Form HR PRO 1.1 Employment Request Form

Form HR PRO 1.2 Employment Approval Form
Form HR PRO 1.3 Position Description
Form HR PRO 1.4 Offer of Appointment
Form HR PRO 1.5 Employment Reference Check
Form HR PRO 1.6 Letter of Appointment and Contact Proforma
Form HR PRO 1.7 Salary Package Form
Form HR PRO 1.8 Application for Employment Form
Form HR PRO 1.9 Office Staff Orientation Checklist

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Approved By: MD Date: 17 January 2017