SOP

HUMAN RESOURCE

CORPORATE HEAD OFFICE

DESIGNED TO IMPLEMENT FOR ALL BUSINESS UNITES

Feb 10/2021 Addis Ababa, Ethiopia

 1. PURPOSE
1.1 The document provides processes to the following in case of selection and hiring prospective
candidates.
1.2 Developing and effectively administrating an employee benefits program is a great
recruitment and retention tool that organizations use.

2. POLICY STATEMENT
2.1 A policy is a guide for repetitive action in major areas of business. It is a statement of
commonly accepted understanding of decision-making criteria. Policies are set up to achieve
several benefits. By taking policy decisions on frequently recurring problems, the top
management provides the guidelines to lower level managers.
It will permit decisions to be made in similar situations without repeating the reasons and
expensive analysis required initially to state the policy.

2.2 Policies help managers at various levels to act with confidence without the need of consulting
the superiors every time. This will also ensure promptness of action.
The starting point in all managerial relationships with employees is the managerial policies. It
incorporates the philosophy of the top management.

2.3 The human resource, for instance, is stated as the management of people begins with ideas,
implicit or explicit, as to the purpose, goals, and intentions in their employment. On the basis of
such objectives, policies outline the courses to be followed.

On the basis of such policies, programs are developed by the management to pursue the
objectives. Carrying out the programs result in certain practices.
Policies declare what is intended; they describe what is proposed. Practices describe how
policies are being implemented.

2.4 A company may have adopted a policy of providing training for all employees as a means of
preparing them for promotion and better knowledge. To implement this policy, it may have
developed extensive training programs. The programs may include job training for new
employees (company orientation) , and management development for members of the
management group. In the supervisory training programs, it may include role playing as one of
the many training practices.
 3. ABBREVIATION USED IN STANDARD OPERATING PROCEDURE

Serial No Abbreviations Full form

1 HR Human resource
2 MRF Man power requisition form
3 HOD Head of department
4 CEO Chief operating officer
5 T&D Training and development
6 PMS Performance management system
7 CV Curriculum vitae
8 FFS Full and final settlement
9 SP Succession plan
10 KRA Key result area
11 KPI Key performance indicator
 4. RECRUITMENT AND SELECTION

Check internal CV records. Linked in

Recruitment requirement search and advertise role both
identified internally & externally

Use dept fill in the MRF

form & submit to HR
Suitable
candidates Yes Short list
CV”s

HR to create /update the No

job description Selected Arrange &
specification Re-develop interview complete
recruitment strategy panel 2ND
&develop interview
interview
HR draft advertisement & question
advertisement
Re-advertise roles
requirement
Yes Successful
candidate
Arrange &
Regular Hire Yes Gather CV”s & complete 1st
short list interview

Offer role
No No subject to
reference
Yes No
Temporary/Apprentic Suitable
e hiring process Select CV”s for
candidates
interview

Reference
obtained
successfully

Draft & issue

contract of
employee
 5. ROLE AND RESPONSIBILITY

No Activity Department Responsibility Task

1 Recipient of daily approved HR/user Dept Manager As and when
MRF
2 Advertisement of position HR Manager Immediate
requirement within 7
days
3 Shortlist of candidate for HR/User Manager/Dept.HOD Within 7 days
interview department
4 Arrange the interview HR HR/assistant immediately
meeting
5 Conduct interview HR /user Manager/user dept. immediately
department HOD
6 Documentation of interview HR Managers/User dept Immediately during
evaluation sheet HOD interview
7 Proposal ,negotiation &issues HR HR Within 7 days from
offer letter selection
8 Reference check HR HR Within 7 days from
selection
9 Proposal acceptance HR Employee Within 7 days from
selection
10 Sign job offer HR Employee From 24 hr up to 48 hr

11 Update employee personal HR Assistant Immediately upon

file joining
12 Asset release to employee HR Assistant Within 24 hr of
joining

6. THE FOLLOWING ARE THE SOURCES OF RECRUITMENT

 Advertisements on job board / job portals (Job Centre or ethio jobs etc.)
 Recruitment Consultants
 IJP (internal job posting)
Note: All the vacancies must be placed with Job centre plus.
In case of advertisement, HR personnel discuss and prepare the draft advertisement with
requisitioning manager before releasing.

 Company may or may not enter into a contract with recruitment agency.
  HR team shortlists candidates for interview after identifying the best candidates from
above sources.

 Before short listing the candidates, HR manager discusses the CVs with requisitioning
manager and shortlists the candidates to be interviewed.

 The HR personnel arrange / administer the interview meetings and processes.

 Shortlisted candidates are interviewed by panel team consisting of HR representative and

senior or any person from User department function based on the position of candidate to
be interviewed.

 Once the interview is conducted; the panel team writes down the remarks in the
questionnaire and updates the rating chart. This is then used to determine position and
department for the prospective candidate.

 A candidate can apply any time even after rejection, unless otherwise stated.

 The interview questionnaire is recorded & kept in candidate’s file.

7. REFERENCE CHECK:
Before appointing, HR assistant requests for the 2 professional references from the candidates.
HR team contacts these references and the comments & remarks of the referees are documented
and stored for future records.

8. PROPOSALS, NEGOTIATION & ISSUING OF OFFER LETTERS:

Once the selection is finalized; HR team extends the proposal to selected candidate. Multiple
negotiations, if required are carried out and a final offer is made to the candidate.

Once the candidate agrees to the proposal and intimate acceptance; HR department sends out the
Job offer letter, contract copy and new starter documentation.
 9. JOB OFFER AND CONTRACT COPY ARE SIGNED BY:
1. HR Manager
2. Candidate
3. Depending on position; additional approvals may be obtained
HR sends out the Job Offer and contract copy to candidate subject to reference check.
1. Approved Manpower Requisition form (MRF)
2. Job description filled up by user department.
3. Employment Application Form filled by candidate.
4. Curriculum Vitae / Resume (hardcopy) of the candidate
5. Interview assessment sheet which includes the rating chart
6. Reference Check Documents
7. Employment eligibility documents

10. HIRING OF FORMER EMPLOYEES & BLOOD RELATIVES

7.1 Hiring of Former Employees:
A former employee can apply for re-employment provided he is eligible. The decision to recruit
is at the discretion of the HR and HOD.
7.2 Hiring of Relatives:
A relative* can be hired provided reporting / supervision manager of the blood relatives should
not be to same department / function.
If a candidate fails to disclose the family relationship at the time of employment or while filling
up of employment application form may lead to disciplinary action and including termination.
(*Relative can be parents, grandparents, children, spouses, brothers and sisters, step-parents,
step-children, in-laws, cousins or domestic partners).
For every employee, a personal file is maintained by HR department containing following
documents:
For e.g.
 Updated CV
 Acknowledged copy of policy signed by employee
 Employment application form
 Photograph
 Offer letter and Contract Copy