RECRUITMENT

&
SELECTION GUIDELINES 2013

Distribution Support Services

PAK QATAR FAMILY TAKAFUL LIMITED

September 2013
 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

RECRUITMENT & SELECTION GUIDELINES

CONTENTS PAGE

1.0 Introduction.……………………………………………………………………………………….3

1.1 Scope of the Procedure.………………………………………………………………….3

1.2 Benefits.....…………………………………………………………………..……………..3

1.3 Selection Process..………………………………………………………..…………..…...3

2.0 Assessment and Selection of Candidate.………………………………………………………4

2.1 Indentify Core Competencies..………………………………………………………….4

2.2 DSF eligibility..…………………………………………………………………………....4

2.3 Interview Panel/Approval Authority…………………………………………………..4

2.4 Manager eligibility...………………….…………………………………………………..5

2.5 Approval Authority (TL & Above)...……..…………………………………………….6

3.0 Recruitment & Training Process…………..………………………………………………….....6

3.1 Basic Documentation DSF/Manager..…………………………………………………..6

3.2 Recruitment Process (DSF/Manager).…………………………………………………..7

4.0 Training & Development Process…………..…………………………………………………...7

4.1 Training Schedules.…………….……..…………………………………………….…....8

4.2 Discipline ……………………………….………………………………………………...8

5.0 Agency Code Opening Process.………..……...…………………………………………...……9

5.1 Reinstatement Criteria (DSF/Manager)………………………………………….…......9

6.0 Annexure…………………………..………………………………………………………….…..11

6.1 First Interview Assessment Sheet – Annexure “A”….………………………….......11

6.2 Second Interview Assessment Sheet – Annexure “B”….…………………………...12

6.3 Recruitment Form – New Manager Hiring (Annexure “C”)………………………13

6.4 Recruitment Form – New Manager Hiring (Annexure ”D”)...…………………….14

6.5 Check List Card – Recruitment(Annexure ”E”)...…………………………………...15

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

1.0 INTRODUCTION

Recruiting and selecting the right people is paramount to the success of Takaful Distribution and
ability to retain a workforce of the highest quality. This Recruitment and Selection Guidelines
provides guidelines and policies to assist managers to hire the quality resource. The continued success
of the Company depends on preeminence to recruit and select high quality staff at all levels. It is,
therefore, essential that the recruitment and selection process is properly planned, organized and
conducted in a way that is most likely to achieve company intended objectives. Consequently, the use
of guidelines can assist managers to make their decisions in a more systematic manner and with a
greater degree of objectivity.

The following guidelines are designed to provide a framework which will assist managers to ensure
that PakQatar Takaful attracts, selects and retains the most capable candidates by using the most
appropriate, efficient, fair, open and effective methods. These guidelines will also ensure that
company procedures are consistent with the relevant recruitment equality. Recruitment & Selection
guidelines will be effective from October 01st 2013.

1.1 Scope of the Procedure

This document outlines the process to be followed for the effective recruitment and selection of all
Distribution Team. This Procedure covers basic requirement while hiring at all DSF & Managers levels
as well as training & development. While maintaining manpower manager should also follow
applicable validation & promotion guidelines to meet manpower requirement.

Group Heads and above hold the responsibility for ensuring this framework is followed. Training &
Development Unit is available to assist Distribution Team in general administration of the recruitment
process.

1.2 Benefits

The existence of a systematic framework supports Pak Qatar Takaful recruitment strategy which aims
to attract high quality staff and improve the quality of hiring. Soundly based and justifiable selection
decisions help the company to achieve desired objectives and fulfill its legal obligations and to avoid
unnecessary internal or external audit issues.

1.3 Selection Process:

The key filtering process that our distribution team should apply to screen out potential candidates
through the interview process. Once suitable candidates have been identified, they would be
interviewed by the reporting manager and one level up from the line. This interview process involves
a range of questions around motivational fit, cultural fit, technical skill set fit, and dedication.

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

The purpose of screening is to remove from recruitment process at early stage, those applicants who
are visibly misfit or unqualified for the position. Effective screening can save a great deal of time and
money. Care must be exercised to assure that potentially good workforce is not lost.

SELECTION

POSITIVE OUTCOME Rejecting the

Selecting the Right
Candidate Wrong Candidate

NEGATIVE OUTCOME Rejecting the

Selecting the
Wrong Candidate Correct Candidate

‚It is better to not to SELECT then selecting BAD candidate‛

2.0 ASSESSEMENT & SELECTION OF CANDIDATE

2.1 Identify Core Competencies

A behavioral based interview guide is developed to address the core competencies required for a
particular position. A selection matrix is also developed that lists the core competencies and each
interviewed candidate will be scored against the matrix as follows:

a) First Interview: First Interview of candidate should be conducted by concerned line

manager for screening/short listing suitable candidates for final interview. (Annexure – A)

b) Final Interview: Final Interview of candidate should be conducted by one level up

manager as specified below in 2.3 & 2.5 point for Approval authority. (Annexure - B)

2.2 DSF Eligibility:

Qualification: Intermediate & Above (Graduate & Above will be preferred)
Age: Minimum age should be 20 years
Skills: Should have good communication and interpersonal skills
Experience: Candidates having sales/marketing experience will be preferred

2.3 Interview Panel/Approval Authority (DSF):

There are no maximum number of assessors required, however, where possible, the
minimum number of assessors is shown as below:

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

POSITION INTERVIEW PANEL/APPPROVAL AUTHORITY

Takaful Consultant (TC) 1. Line Manager (TL or Above)

2. Location Head (ABUH or Above) Final
Approval

Takaful Advisor/Takaful Executive 1. GH/SGH/ZH/RH (mandatory)

Consultant/Development/Senior/Executive
2. ASD (Final Approval)
Development Manager

Important Note:
- Consultants can only be hired on the position of Takaful Consultant. Hiring of Takaful
Executive Consultant can be done by Group Heads. A Group Head or above can hire
maximum 5 TECs (5 per GH) throughout in a validation cycle. All other positions are to
be gained through fulfilling the promotion criteria. (Ref: Validation & Promo Guidelines
H2’ 2013).
- First Interview should be conducted by line manager as specified above while second
interview would be done by 2nd level from the manager hierarchy.
- Both First & Second Interview sheets must be duly and properly filled by the respective
manager.
- Each file should be approved by final authority and without approval if any file received
to Recruitment & Training Unit (Head Office) will not be entertained.
- After the assessment, the Recruitment Panel/Authority should review candidates’
performances during the selection process and reach their decision based on the evidence
gathered.
- Selection decisions recorded on the Interview/Assessment Report Form must be fair and
objective, based on the requirements of the job, as specified in the eligibility.
- HOCS & DCEO will review TEC & Above files to assess the eligibility of candidates.

2.4 Manager Eligibility:

Although, preference will be given to internal hiring on manager level as specified in Validation &
Promotion Guidelines but in case of external hiring; below mentioned criteria should be followed:

Qualification: Graduate (Business Graduate e.g. Commerce/Economics etc will be preferred)

Age: Minimum age should be 22 years
Skills: Should know people management, coaching and team building. Have strong
communication and interpersonal skills
Experience: Should have 01-years sales experience in Takaful/insurance industry OR
03-years Sales & Marketing experience other than insurance/Takaful.

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

2.5 Approval Authority (TL & Above):

- For Team Leader, First Interview will be conducted by Line Manager i.e. ABUH & above
and Second interview by respective setup head i.e. GH/SGH/ZH/RH and manager file
should be routed through via ASD office.
- All ABUH & Above, First Interview must be conducted by GH or above and second
interview by ASD with complete remarks to validate the offer.
- However, final approval only lies with HOCS & DCEO for all appointment of managers
(TL & above).

3.0 RECRUITEMENT & TRAINING PROCESS

3.1 Basic Documentation (DSF/Manager)

Below listed documents are mandatory to be accompanied by each file along with necessary
approval(s):
1. Application Form (duly filled & signed)
2. Two recent passport size photographs
3. Two copies of valid CNIC (In case CNIC expiry, Nadra Token slip required)
4. Copies of Academic Certificates (SSC & above)
5. Copies of Experience Letters (if any)
6. Copy of Resignation with acceptance of last employer and incase of last employment
with any insurance company then Clearance Certificate should be provided
7. First Interview & Second Interview Assessment Sheets

For Manager Hiring (TL & Above), below mentioned documents are required in addition
to above:
a. Manager Recruitment Form (Annexure “C”)
b. Business Objectives (Annexure “D”)
c. Performance Report with last employer
d. Last Salary Slip

Important Note:
- Branch management (TL & Above) should ensure that all requisite documents and
necessary approvals given before submission of recruitment files to branch officer.
- Branch Officer must verify mandatory documents along with necessary approvals before
sending to Head Office.
- Branch Officer should return incomplete recruitment files to concerned manager for
accomplishing complete documentation.

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

3.2 Recruitment Process (DSF/Mangers):

- All DSF/Mangers recruitment files should be submitted to Recruitment & Training Unit
(RTU) Head Office before Three- working days of scheduled training.
- Late submitted files will not be entertained in upcoming training and all such file(s) will
be returned to branch.
- Returned files can be accommodated in next scheduled training upon intimation of
branch.
- Though, manager (TL & above) nomination for training is subject to approval of HOCS &
DCEO.
- RTU will scrutinize submitted files and prepare approved Nomination List of SUITABLE
(complete in all respect) and NONSUITABLE LIST (where if any discrepancy is found)
and invariably inform via email to branches and all concerned.

4.0 TRAINING & DEVELOPMENT PROCESS

The purpose of training and management development programs is to improve employee capabilities
and equip with company policies and guidelines on the basis output will be measured. When the
company invests in improving the knowledge and skills of its employees, the investment is returned
in the form of more productive and effective employees. Training and development program focus on
individual performance, team performance and simultaneously fulfilling legal requirements of SECP.

Foundation Training Course (FTC) Composite:

Every Foundation Course is based on “90 Days Training” as per SECP requirement and covers below
mentioned core points during the training period:

BASIC LEVEL INTERMEDIATE LEVEL

 ORIENTATION BY MANAGER (2 days)  2 days classroom training:

Presentation Steps
Introduction of Company and Takaful Comprehensive Product Knowledge
Market Surveys Underwriting
Dealing and handling of objection
Career in Sales & Takaful
 4 weeks On Job Training monitored by
 FOUNDATION COURSE (3 days classroom manager and supervised by Location
training) Head/BUH
 1 day Takaful Training
Takaful
Career in Takaful, Product &
Dealing Objection regarding Takaful
Supplementary benefit, Unit Link System
 4 weeks On Job Training monitored by
Over view of Illustration Program, Role
manager and supervised by Location
Play
Head/BUH
Distribution Process, Underwriting,
 2 days classroom training - FINAL
Compliance, Objection Handling Over view of Foundation Course
Advance Selling Techniques
 4 weeks On Job Training supervised by AML Compliance
Corporate Products
immediate manager Claims/ Customer Services

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4.1 Training Schedules

- All Location Heads are advised to send tentative training schedule to regional trainers
post consultation with their setup head(s) in 3rd week of every quarter end.
- Post submission of tentative schedules from the location heads, RTU will circulate final
schedule country wide in fourth week of quarter end.
- Training will be held in the nearest major city; however, any candidate travelling from
out station will be paid per day travelling allowance of PKR. 1,000/- up to five days (if the
distance of base area (residence) is more than 100 km from the location of training).
- The pre-course is mandatory which will be conducted by location head (BUH and above)
for hiring of new consultants with motive to familiar them about the basics. Whereas, for
code issuance Foundation Training qualification is must.
- Candidates’ filtration will be strictly followed. Trainer will allow only those participants
to attend FTC who will pass pre-course test. This test will be held on first day of FTC
before starting of Training Session.
- At least group of 10 candidates are required to arrange a foundation course and group
should not be more than 30 in a one session.
- As per requirement of SECP, Check List (Annexure-E) and Basics of FTC as highlighted
above should be maintained for new hiring i.e. DSF & Managers (TL & Above) at branch
level.
- Branch Officer should ensure to keep record of Checklist and inform same to RTU for
issuance of “90 Days Training Certificate’.

4.2 Discipline
- Training session will start at 09:00 am sharp. Therefore, please make sure that your
nominated team should arrive before time as late comers will not allowed in training.
- Business attire e.g. paint shirt with tie or jacket should be abided and no junk/T- Shirts,
jeans/sleepers/chappals are strictly prohibited. However, Shalwar Kameez e.g. white
color with waist coat is allowed where applicable.
- No candidate’s name will be entered in the list whose file is not forwarded along with
nomination list to RTU.
- Terminated agent(s) will not be allowed to appear in FTC as per existing policy.

Important Note:
- Branch officers are responsible to record attendance of all participants regularly and
email same to RTU head office.
- Approved nomination list will be emailed to trainer and all branches for onward
information to respective nominees and managers. Trainer and RTU will allow those
candidates who were approved as per list provided.
- If a nominee fails in FTC in first attempt, regional trainer will issue him N.O.C for
appearing in next training. He would have to appear in next training only on
Test/examination day.

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5.0 AGENCY CODE OPENING PROCESS

- On completion of FTC, Trainer will inform result to RTU on next day of training end.
- RTU will segregate PASS, FAIL and ABSENT candidates’ List. Passed candidates’ files
will be verified and approved by DSS (by DM level) for code issuance within one
working day.
- All such files will be forwarded to Agency Administration on same day along with FTC
Result.
- Agency Administration will verify and issue agency codes as per list of pass candidates
within 2-working days.
- However, in case of code issuance upon business generation without FTC, agent must
have to quality FTC within 90 days post code issuance. All such codes will be issued for
only those who have prior experience in Takaful/ Insurance Industry in addition to
business production
- Commission will be held for all such agents (code issued on production) till fulfilling the
requirement of FTC.
- In case of failure to pass FTC, the agent will be terminated without any notice and not be
hired again.

5.1 Reinstatement Criteria:

All DSF/Managers who left/terminated due to the reason i.e. non-producers/non-
validation/resigned other than Non- Compliance issue, can join company again based on
below mentioned criterion:

a) DSF Reinstatement
- Candidates having more than a year after release from the company must have to
qualify FTC to regain the position.
- Should produce one plan (other than single contribution plan) of minimum
contribution PKR 15,000 irrespective of any mode.
- In case of reporting change in a reinstatement case, NOC should be submitted
from last reporting manager.

b) Manager Reinstatement
- Candidates having more than a year after release from the company must have to
qualify FTC to regain the position.
- All requirements should be fulfilled as specified in 3.0 point (Recruitment &
Training Process).

Important Note:
- Candidate(s) having history of non-compliance will not be reinstated in any case.
- All other existing guidelines pertain to portfolio (membership) transfer will be
applicable.

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

Date of Issue: September 2013

Next review date: July 2014

Approved by Head of Country Sales & DCEO

Date of last approval: September 20, 2013

Author: Murtaza Soomro

Job Title: Assistant Manager – Business Strategy & Planning

Department: Distribution Support Services

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

ANNEXURE – A
First Interview Assessment Sheet

Name of Applicant: ______________________________________ Branch: ___________________________

Designation: _____________________________________

Below mentioned assessment criteria/factors should be rated while interviewing:

Criteria Specific Examples 1 2 3 4 5

Work Ethic
1 - History of past effort
- Attitude towards work & responsibility
Money Motivation
2 - Need for higher income
- Ambition & dreams
Pattern of success
- History of successful
3
- accomplishments
- Overcoming obstacles
Social Mobility/
Communication skills
4
- Networking talent
- Peoples’ person
Trainability
5 - Accepting directions
- Willingness to change

TOTAL 25

Benchmark

Remarks Not Satisfactory Inconsistent Satisfactory Average Above Average

Rating 1 2 3 4 5

- Minimum Overall Score should be at least 15 for eligibility and rate scale below ‚3” for each factor
is not acceptable.
- Candidate should be rejected if any of the above factor’s rating is 2 or below - e.g. if the candidate scores
a ‘1’ or ‘2’ for trainability, i.e. difficult to train such a person, he is unlikely to be suitable for the role.
Interview Conducted By:

Name of Manager: _______________________________________ Designation: __________________________

Branch ________________________________________ Signature: __________________________

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

ANNEXURE – B

Second Interview Assessment Sheet

Name of Applicant: ______________________________________ Branch: ___________________________

Designation: _____________________________________

Below mentioned assessment criteria/factors should be rated while interviewing:

Benchmark: Mark on a scale of 1-5 where:

5 shows highly positive evidence
4 shows some positive evidence
3 average
2 shows negative evidence
1 shows very negative evidence

ACTIVITY RATING (Please mark one from each point)

Natural Market 5 4 3 2 1

Business development &

5 4 3 2 1
exploiting opportunities

Technical expertise 5 4 3 2 1

Direct persuasion 5 4 3 2 1

Relationship building 5 4 3 2 1

Perseverance 5 4 3 2 1

Achievement drive 5 4 3 2 1

Personal impact 5 4 3 2 1

Communication 5 4 3 2 1

Listening & developing rapport 5 4 3 2 1

Total

Average

Interview Conducted By:

Name of Manager: _______________________________________ Designation: __________________________

Branch ________________________________________ Signature: __________________________

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 Recruitment & Selection Guidelines – Pak Qatar Family Takaful Limited Sep 2013

Annexure - C

RECRUITMENT FORM - MANAGER NEW HIRING

Name Mr: Designation applied for:

Reporting Manager Name: Code: Desig:

Branch Name: Date:

Please mention detail of existing managers:

Achieved business during
S# Code Name of Manager Designation D.O.J DSF Strength Year - 2013
Cases Contribution

2
3
4
5

Important Note:
1. To fill and sign this form is mandatory for new hired manager. The form must be witnessed by ASD / RH.
2. In case of incomplete form, file will be returned to concerned branch with no action.
3. Location head should take approval from ASD / R.H before forwarding file to head office.

Location Head Sig: ASD / RH Signature:

Verify by Head Office:

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Annexure - D
NEW HIRING MANAGER OBJECTIVES

Date Designation Applied For

Manager Name Branch Name

Hiring (as per Mgr Level)

S# Month Consultants Team Leaders A.B.U.Hs B.U.Hs Producers Cases Contribution
1

TOTAL

Important Note:
1. To fill and sign this form is mandatory for new managers hiring. The form must be witnessed by ASD/RH.
2. The above performance will be monitored on month to month basis.

3. In case of non achievement of above targets or unsatisfactory performance, the salary and designation may be reviewed within or after the quarter.

Acceptance of Candidate: Approval of ASD/RH :

Annexure - E

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