RECRUITMENT POLICY

I. OBJECTIVES

Recruitment is the process by which companies attract candidates to fill present and future positions, and the
appropriate method varies from company to company. In most cases, the human resources department in the
company will work together with managers in departments throughout the company to determine a recruitment
method and approach.

1. This aims to have an effective means of deploying qualified and competent candidates for the
Organizational manpower needs through effective and efficient recruitment sourcing and methods once
the planning part of the process is completed.
2. It established the clear guidelines of the organization to set forth and to implement strategic plan
through the next set of human resource concepts and tactics: recruitment, selection, appraisal,
rewards, and employee development.

II. COVERAGE

This policy shall apply to all employees and applicants or candidates for any of the company's vacant positions.

III. LEAD TIME

1. Whenever a vacancy arises, the Department Head prepares the Staff Requisition Form and sends it to President
/ Managing Director for approval.
2. Staff Requisition Form (SRF) duly approved by the President/Managing Director, Department Head of the
requesting party, HR Manager, and Accounting/Finance Manager for budget setting and allocation.
3. The approved requisition form is required to be placed along with the justification and eligibility criteria stated
below;
a. Job Description
b. Latest Table of Organization (if applicable)
c. Manpower Forecast (if needed)
4. An approved SRF must be forwarded to HR-Recruitment three (3) months for critical and Managerial position
and two (2) months for Staff to Supervisory and one (1) month for Rank & File before actual need and
deployment included the signed and approved Job Description.
5. On receipt of approved SRF from President/Managing Director, HR Department will initiate the process of
collecting resumes of eligible candidate through internal or external resources.
6. Recruitment shall endorse the shortlisted candidate to the requestor.
7. All candidates for any positions shall be required to undergo and pass an assessment and pre-qualification test
and any of the selection method conducted by the HR-Recruitment.
8. Recruitment manner of hiring maybe External (Newly Hire) or Internal Hiring (Transfer of Project/Department)
9. Hiring Managers will receive a weekly manpower request status update from the HR- Recruitment.
10. Any irregularities with the approval will be immediately course through the Hiring Manager.

BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 1 of 10

Rev. 0
 IV. SELECTION METHOD

1. The recruitment process will result in a pool of candidates from which the organization has to select the right
employee. This usually involves a combination of different selection methods.
2. Preliminary Screening
On receipt of the applications, HR carries out the preliminary screening of all the applications and prepares a
separate file of candidate as per the position/s within a week of the last day of receipt of the application and
gives it to the concerned Department Head for shortlisting. The concerned Department Head shall return the
shortlisted file to the HR Dept within three days of its receipt.
3. Other methods implement by the HR Recruitment shall be Skill performance tests/work samples – for example,
a graphic artist may bring in a portfolio of past projects, or a data entry candidate may be given a simulated work
assignment or Technical Ability Test. Upon passing the Skill Performance Test / Work Samples, below were the
Criteria for Job Offer;

a. Test and Interviews– The interview & the test if required (whatever the case may be) shall be so arranged
that the candidate completes all requirements in one day. The candidate(s) called for interview, should be
received/attended well.

Panel for Interview (For Managerial and Critical position)

Each member of the Interview Panel records the evaluation. The HR Department can check on the
references, the traits of the candidates and fitment to the Salary Structures after the final decision of
selection is given by the proper team.

 Head of the Department (For Technical round)

 Head of HR (Salary and Compensation Package Recommendation)
 President / Managing Director (For Final Selection Decision)

Note: - Strictly no recruitment will be finalized unless and until approved by the Director irrespective of any
level of candidate

Interview Record
The Panel Members to record evaluation in attached the Interview Evaluation / Assessment Form provided
by HR Recruitment

b. Personality tests – used especially in customer contact recruitment and selection (e.g., salespersons,
marketing, bds, training and development candidates).
c. Physical abilities tests – used in many job requirements where physical condition is an essential element in
job productivity or success (e.g., a product installation or test drive for drivers).
d. Testimonials- All the documents regarding the claims made by the candidate shall be checked by HR
Department before issuing the Job Offer / Appointment Letter
e. Background Check and Personal References - Background checks are appropriate when a position
requires that the employee has significant customer interaction or if the prospective employee has a
fiduciary responsibility with the company as well as the reference check that shall be done of all the
employees.
f. Pre-Employment Medical Examination- The medical examination of selected candidate is done by DOH
accredited clinic for pre-employment medical examination. The expenses shall be borne by the applicant.

4. Face-to-face / Online interviews can be extremely revealing but must be well prepared. The goal of an interview
should be to learn whether the candidate has the competencies and technical skills that are most critical to the
job, and questions should be prepared for each area.
5. The interviewer’s questions should focus on behaviors, not opinions, and may involve asking applicants to
provide examples from their past experiences. Interviews provide an opportunity to read body language and the
applicants’ ability to “think on their feet,” often replicating the realities of life on the job. Additionally, to ensure
good fit with the culture of the company, an initial interview is often followed up by several more representing the
other employees with whom the potential hire may work, as well as company representatives at different levels

BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 2 of 10

Rev. 0
 and areas within the company. An important step in the interview process is to check on a prospective
employee’s past performances by making inquiries to former employers and references.
6. Consideration of candidates shall be based on the following criteria:

Experience / Academic Background 20%

Technical Qualification / Competency 20%
Leadership/Management Skills 20%
Personal/ People Skills 20%
Communication Skills 10%
Psychological Examination Results 10%

V. CRITICAL PERFORMANCE INDICATOR

1. 100% compliance to lead time in Manpower Deployment
2. Zero error in the processing of documentation
3. Strict observance of due process from Hiring Selection to Deployment
4. Submission of Mandated Statutory Benefits reports of newly hired employees (SSS, philhealth,
pag-ibig)

V. FORMS TO BE USED

1. Staff Requisition Form (SRF)

2. Job Description (JD)
3. Application Form
4. Interview Assessment Form
5. Written Evaluation Form / Technical Test / Behavioral Test
6. Job Offer
7. Employment Contract
8. Endorsement Letter
9. HR Notice Form
10. Notice of Mobilization (NOM)
11. Notice of Demobilization (NOD)
12. Orientation Checklist

VI. GUIDELINES

1. HR Recruitment shall use all the means of recruitment methods, including Internet and print advertisements,
employee referrals, (“headhunter” executive placement firms, job placement agencies etc.) or Job Employment
Flatform like Jobstreet, Indeed, LinkedIn and outsourced agencies as the last resource if deemed necessary.
2. For non-availability of applicants either from within or from external and manpower pool, other recruitment tactics
include job fairs and college recruiting and might involve a combination of several methods and simultaneously
source applicants in different areas thru
2.1 Area recruitment activities thru social media flatforms (Facebook, Viber, Tweeter, Instagram,etc)
2.2 Coordination with LGU’s, NGO’s, PESO and other Joint Venture Partners for referrals and applicants
2.3 Head Hunting
2.4 Placement Ads

There are two ways to fill a vacant position: by internal or external recruitment

BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 3 of 10

Rev. 0
 3. Hiring from within the organization (internally) allows the manager to choose from a known pool of talent and can
minimize misperceptions among candidates about the actual requirements of the position. In addition, hiring from
within can be cost-effective and motivate existing employees.

Available Data Bank

a) The HR department may approach the exiting employees for reference of any known candidate.
b) The HR department shall refer to the data bank and if suitable applications are available may send it to the
respective unit upon receipt of the requisition.

4. Generally, it is advisable to look outside the company (externally) when specific skills are required for the position
and existing employees may not be reasonably expected to train for or learn these skills. The decision to look outside
the company tends to be more appropriate when there is a specific need to fill, such as technical requirements.
Hiring from outside also helps to avoid the ripple effect of frequent internal staffing changes and the employee
“musical chairs” syndrome that does not give staff time to mature into their respective jobs.
5. Recruiting outside the company can be an effective way to import experience and creativity or new ways of doing
things. This infusion of outsider perspectives and approaches can infuse the company with a fresh look at its
processes and systems.

VII. PROCEDURE

1. Hiring Department (requestor) to notify HR Recruitment 30-90 days (based on Lead time) and required to submit the
signed Staff Requisition Form (SRF), Table of Organization and Job Description (JD) as basis of the Manpower
Resources Deployment before any hiring shall be consummated.
2. HR Recruitment to validate and assess if there is still urgent needed for Manpower Deployment thru checking of
Manpower Forecast / Manpower Loading and on the existing Table of Organization.
3. HR Recruitment to start the hiring process and source applicants from within and/or from the manpower pool and
shall simultaneously source applicants via private organizations or thru digital way or Online Flatforms and
Outsourcing platform.
4. For Project Transfer: HR administers and process the transfer of employee/s thru HR Notice Form, End of Contract
(EOC), Notice of Demobilization and New Contract. HR Recruitment shall endorse all the necessary documents to
HR Asst. Manager for tagging as Served Manpower (see employees transfer process).
5. For External Hiring - HR Recruitment shall proceed on Selection Method and will be responsible for scheduling the
interview, technical examinations for candidate qualification and assessment by the requisitioning party.
6. Recruitment to assess the application and credentials and will initiate for the final phase of selection method.
7. When the candidate passed the selection and qualification, HR Recruitment shall proceed the Job Offer and
Endorsement process. The endorsement Sheet shall be circulated for the approval of PM and PD prior to the
issuance of the Job Offer. (Budget Sheet) from Accounting Team is highly required upon approval of endorsement
sheet)
8. Once the Endorsement Sheet has been approved, HR recruitment will process the Job Offer.
9. Upon approval of Job Offer and duly acknowledged by the applicant, the Pre-employment Checklist and
Requirements check list shall be given to the qualified candidate for compliance to complete the hiring process.
10. Applicant to secure Pre-employment Requirements within 7 days.
11. Should the newly hired employees has not yet enrolled and/or fresh graduate without SSS, Pag-ibig, Philhealth and
TIN number, our Compensation and Benefits shall assist and facilitate the application of their statutory benefits.
12. HR Recruitment to confirm the date of onboarding of newly hired employee(s) with his Immediate Superior for the
preparation of employment contract.
13. HR Recruitment to process the Employment Contract and circulate it for approval.
14. Upon approval of the Employment Contract, it shall be signed and acknowledged by the upcoming employee.
15. When the contract has been mutually bonded, HR recruitment shall prepare and circulate the Notice of Mobilization
(New Joiners Monitoring) to the concerned department for the completion of resources of newly hired employee(s)
before deployment. HR Recruitment database monitoring shall be updated on a timely manner.
16. All necessary documents and credentials shall be compiled on employee(s) 201 File Folder and shall be turned over
by HR Recruitment to HR Compensation and Benefits for HRIS encoding and for the process of benefits and payroll.
17. On the first day of work of newly hired employee(s), HR Compensation and Benefits shall enroll them on their
respective biometrics and will be required to attend new employees’ orientation (NEO 101).

BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 4 of 10

Rev. 0
 VIII. ORIENTATION

Training should begin on day one of employment, with every employee given an orientation. Getting employees off to the right
start is a very easy way to build a company that embraces learning and development. Formal orientation programs are
necessary to get employees up to speed and productive in a timely fashion. Onboarding new hires to the company should be
a strategic process. How the company handles the first few days and weeks of a new employee’s experience is highly
promoted to ensure high retention.

1. HR to post an official schedule which is regularly conducted every MONDAY of the Week.
Formal orientation programs can range from a couple of hours or within the day, and the level of orientation usually
depends on the level of the positions. Whereas entry-level or unskilled labor will need very little orientation,
experienced professionals will need quite a bit more to get up to speed with the organization. Each organization
needs to define its own orientation needs and programs. Assigning mentors is often done in place of an orientation
program to give new employees a helping hand during the first few weeks on the job.

2. New Employees Orientation Programs consist of the following:

 Detailed company history and overview of the current structure and products.
 Overview of company profile, employment policies and handbook.
 Basics of compensation, benefits, and all other legal issues that arise.
 Quality Assurance.
 Procurement and Logistics updates and SOP
 Environmental, Health and safety issues

Employee/s should be oriented by the following departments:

a. Operations
b. Human Resources and Administration
 Company Profile
 Compensation and Benefits
 Code of Conduct
c. Payroll
d. Warehouse

3. HR to Check for the completeness of signatures of the person who conducted orientation.

4. Employee shall return the Duly accomplished Orientation Checklist to HR Department for 201 file and future
reference.

HIRING AND DEPLOYMENT PROCESS FLOW

Process:
Start
BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 5 of 10
Rev. 0
1. Hiring Department (requestor) to notify HR
Recruitment 30-90 days (based on Lead time)
and required to submit the signed Staff
Requisition Form (SRF) and Job Description
 Hiring Department (requestor) to notify HR
Recruitment 30-90 days (based on Lead time)
and required to submit the signed Staff
Requisition Form (SRF), Table of
Organization and Job Description (JD) as
basis of the Manpower Resources Deployment
before any hiring shall be consummated.

HR Recruitment to validate and assess if there is

still urgent needed for Manpower Deployment
thru checking of Manpower Forecast / Manpower
Loading and on the existing Table of
Organization.

HR Recruitment to start the hiring process and

source applicants from within and/or from the
manpower pool and shall simultaneously source
applicants via private organizations or thru digital
way or Online Flatforms and Outsourcing
platform.

For Project Transfer: HR administers

and process the transfer of employee/s
thru HR Notice Form, End of Contract
NEWLY N (EOC), Notice of Demobilization and
New Contract. HR Recruitment shall
HIRED endorse all the necessary documents to
HR Asst. Manager for tagging as Served
Manpower (see employees transfer
process).

For External Hiring - HR Recruitment shall proceed on Selection Method and

will be responsible for scheduling the interview, technical examinations for
candidate qualification and assessment by the requisitioning party.
Recruitment shall shortlist at least 3-5 applicants for every vacant position and
shall schedule for the interview and Standard Basic Exam for1 Day

cont. Recruitment to assess the application and

credentials and will initiate for the final
phase of selection method.
(1 day)

N
Informed
PASSED
Applicant

Y
HR Recruitment shall proceed the Job Offer and Procedure:
Endorsement process (1-2 days)
6. For External Hiring - HR Recruitment shall
proceed on Selection Method and will be
responsible for scheduling the interview,
BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page
technical examinations for 6 of 10
candidate
Rev. 0 qualification and assessment by the
requisitioning party.
7. Recruitment shall shortlist at least 3-5
 N
APPROVED Informed
Applicant

Y
HR recruitment will process the Job
Offer.
(2-3 days)

Pre-employment checklist and Medical Referral

from partner Clinic shall be served to the
qualified candidate (1-3 days)

Applicant to secure PRE-EMPLOYMENT

Requirements within 7 days :

If new hire has not yet enrolled and/or fresh

graduate (SSS,Pag-ibig,Philhealth and TIN shall
be assisted and facilitated by the Compensation
and Benefits) (3-7 days)
Procedure:

13. HR Recruitment to confirm the date of

HR Recruitment to confirm the date of onboarding of newly hired employee(s) with his
onboarding of newly hired employee(s) with Immediate Superior for the preparation of
his Immediate Superior for the preparation of employment contract.
Cont. employment contract. 14. Upon approval of Employment Contract, it shall
(1 Day)
be acknowledged by the upcoming employee.
15. When the contract has been mutually bonded,
HR recruitment shall prepare and circulate the
Notice of Mobilization (New Joiners Monitoring)
to the concerned department for the completion
Upon approval of Employment Contract, it
of resources of newly hired employee(s) prior
shall be acknowledged by the upcoming
employee then HR recruitment shall prepare to deployment. HR Recruitment database
and circulate the Notice of Mobilization for the monitoring shall be updated on a timely
completion of resources of newly hired manner.
employee(s) prior to deployment. 16. All necessary documents and credentials shall
(1 Day) be compiled on employee(s) 201 File Folder
and shall be turned over by HR Recruitment to
HR Compensation and Benefits for HRIS
encoding and for the process of benefits and
payroll.
17. On the first day of work of newly hired
HR Recruitment database
employee(s), HR Compensation and Benefits
monitoring shall be updated on a
timely manner. shall enroll them on their respective biometrics
(1 Day) and will be required to attend new employees’
orientation (NEO 101).

All necessary documents and credentials

shall be compiled on employee(s) 201 File
Folder and shall be turned over by HR
Recruitment to HR Compensation and
Benefits for HRIS encoding and for the
process of benefits and payroll.
(1 day)
BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 7 of 10
Rev. 0
 On the first day of work of newly hired
employee(s), HR Compensation and Benefits
shall enroll them on their respective
biometrics and will be required to attend
new employees’ orientation (NEO 101).
1 Day)

End

ORIENTATION PROCESS FLOW

Start
Notes:

Accomplish the
Orientation Checklist 1. Orientation Checklist Forms – Check for
completeness of data.
2. HR Officer – to post official schedule of
Inform Employee of the orientation.
Orientation Schedule Employee/s should be oriented by the
following departments:
a. Construction / Operations
b. Human Resources and Admin
 Company Profile
Orienta- Y Endorse Employee to  Compensation and
tion Benefits
Requesting Party
Finished?  Code of Conduct
c. Quality Assurance / Quality
N Control
End d. Procurement
Check availability of e. Logistics(Warehouse ,Toolroom,
next Department to Transport)
f. Safety Department
orient.
3. Check for the completeness of the
signatures of the person who conducted
orientation.
4. Employee shall return the Duly
N
Next accomplished Orientation Checklist to HR
DepartmentA
Inform Employee Department for 201 file
vailable?

Endorse Employee/s to the

next department

Recruitment Timeline
BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 8 of 10
Rev. 0

Submission of SRF with
complete attachment
Three (3) months for critical and Managerial Position
prior to deployment
Two (2) months for Staff and Supervisory Positions prior
to deployment
One (1) month for Rand and File Positions prior to
deployment

At least Three (3) working days upon receipt of the complete

SRF Approval attachment

At least Two (2) working days for the HR Recruitment

HR Recruitment Validation validation and Assessment

Three (3) to Five (5) working days upon approval of the

Sourcing SRF.

At least Two (2) working days upon receipt of the resumes

Initial Assesment by the
Hiring Department
Initial Interview by the HR
Recruitment
from HR Recruitment
At least Four (4) working days upon receipt of the Initial
Assessment of the Hiring Department

Final Interview by the At leasr Four (4) working days upon receipt of the resumes
from the HR Recruitment
Hiring Department / Hiring
Manager
The HR Recruitment will notify the applicant if passed or
Notification to the failed at least Two (2) working days upon receipt of the
Applicant Interview Assesment form from the Hiring Manager / Hiring
Department.

At leasr Two (2) working days upon receipt of notification

Preparation of from the Hiring Manager / Hiring Department
Endorsement
At least Three (3) to Five (5) Days upon preparation of the
Endorsement Approval Endorsement

The HR Recruitment will negotiate the Salary offer to the

candidate at least Two (2) working days upon notification
of the Hiring Manager / Hiring Department
Job Offer The HR Recruitment will prepare and send the actual job
offer to the candidate atleast One (1) working days upon
approval of the Endorsement

The HR Recruitment will give the candidate at least Seven

Preparation of Pre- (7) days requirement completion upon approval of the Job
Employment Offer by the candidate.
Requirements

BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 9 of 10

Rev. 0
 The HR Recruitment will prepare the Job Contract at
least Two (2) working days upon submission of the
complete requirements by the candidate.
Job Contract

At least One (1) Day before deployment of the candidate.

New Employment
Orientation

BEEPXTRA-Policies and Procedure-2023-001-Recruitment Hiring and Deployment Policy Page 10 of 10

Rev. 0