Revision No: 00

Procedure No: HRM Policy & Procedure

HRM-SOP-RE Recruitment Page 1 of 6

TABLE OF CONTENT PAGE NO

1. OBJECTIVE

2. PROCEDURES

3. DEFINITION

4. RELATED TEMPLATES
 Revision No: 00
Procedure No: HRM Policy & Procedure
HRM-SOP-RE Recruitment Page 2 of 6

OBJECTIVE
The objective of recruitment is to obtain employees that can help the
organisation to achieve its objectives and goals. It acts as a link between the
Company and job seekers and ensures placement of the right candidate in
the right position. The Recruitment Process is designed to attract, screen and
select a qualified person for a job.

PROCEDURES

1.0 Identify Vacancy

1.1 The Head of Department will identify job vacancies that require filling
by qualified candidates.

2.0 Determine the job and candidate specifications of the vacant position
2.1 The Head of Department will review the Job Description to determine if
the position is to be filled as is or needs to be changed before being
filled. Use this time to consider organisational changes and
reassignments. Make changes as appropriate to ensure position will
be filled by a candidate with the needed skills.

2.1.1 The Position Description forms the basis of the selection process.
It determines the skills and qualities of the candidate who will fill
in the job vacancy.

2.1.2 Submit requestto fill in the job vacancy to the Human Resources
Department.

3.0 Verify with approved Financial Year Manpower Plan & Budget
3.1 The Human Resources Department will verify the request to fill in the job
vacancy with the approved Financial Year Manpower & Budget Plan.

4.0 Financial Year Manpower Plan & Budget

4.1 If the request falls in line with the approved Financial Year Manpower &
Budget Plan, proceed to Recruitment Process (Part II).

5.0 Approval from the Management

5.1 If the request does not fall in line with the approved Financial Year
Manpower & Budget Plan, the request to fill the job vacancy may be
submitted to the Management for approval.
 Revision No: 00
Procedure No: HRM Policy & Procedure
HRM-SOP-RE Recruitment Page 3 of 6

6.0 The Management approves request to fill the job vacancy

6.1 Once request is approved by the Management, proceed to
Recruitment Process (Part II)

7.0 Determine if candidate is to be Local or Foreign Employee.

7.1 Depending on the requirements of the job and the Approved
Manpower Plan & Budget, determine whether candidate will be hired
locally or otherwise.

7.2 If a decision is made to hire a foreign employee, proceed to Foreign

Worker Recruitment Process.

8.0 Determine Internal or External candidate to fill position.

8.1 Ifthe Human Resources Department determines the position is to be
filled by an Internal Candidate, proceed to Filling Job Vacancy
Process (Internal).

8.1.1 Filling the job vacancy internally increases staff effectiveness.

Employees will be more motivated to do their best if they feel
that their talents are recognized and efforts rewarded while
providing ways for them to gain new skills and experience.

8.2 If the position requires skills and competencies not available within the
Company, then an External candidate can beconsidered for
Recruitment.

9.0 Job Advertisement, Job Description and Person Specification.

9.1 The Head of Department will work together with the Human Resources
Department to finalise the Job Advertisement to be published
(Online/Newspaper/Recruitment Agency).

9.1.1 The Job Advertisement will include details of the Job Description
and Person Specifications that are required to perform the job.

9.1.2 The Job Description details out the Tasks and Activities required
to perform the job.

10.0 Publish Job Advertisement

10.1 The Human Resources Department submitsJob Advertisement to be
published in the Media (e.g.Online/Newspaper/RecruitmentAgency).
 Revision No: 00
Procedure No: HRM Policy & Procedure
HRM-SOP-RE Recruitment Page 4 of 6

11.0 Compile and consolidate applications

11.1 The Human Resources Department compile all applications and
shortlists qualified candidates for further review by Head of
Department.

12.0 Shortlisted candidates

12.1 Once Head of Department agrees with the shortlisted candidates, the
next step will be conducting theJob Interviews.

13.0 Interview preparation

13.1 Human Resources notifies candidates of interview dates, sets the
interview schedule and requests for references from candidates.

14.0 Job Interview

14.1 Depending on the seniority of theposition, the Job Interview may be
conducted by Top Management or the Department
Manager/Representatives. However all interviews must be attended
by a representative from the Human Resources Department.

15.0 Results of Job Interview

15.1 Once a decision has been made and a candidate has been selected,
the next step is to proceed to Recruitment Process (Part III).

15.2 The Human Resources Department will issue Thank You Letter to
candidates who were not successful.

16.0 References and Background Check

16.1 The Human Resources Department carries out references and
background checks on the successful candidates. (e.g. Referees,
FormerEmployer etc.)

17.0 Information verified

17.1 The Human Resources Department notifies candidate if there are
anydiscrepancies in the information supplied.
 Revision No: 00
Procedure No: HRM Policy & Procedure
HRM-SOP-RE Recruitment Page 5 of 6

18.0 Issue Contract of Service (Letter of Appointment)

18.1 If all references and background checks are completed satisfactorily,
the Human Resources Department preparesContract of Service (Letter
of Appointment)to successful candidate.

19.0 Acceptance of Job Appointment

19.1 The candidate may accept or reject the Contract of Service (Letter of
Appointment).

20.0 Medical Examination

20.1 Once candidate accepts Contract of Service (Letter of Appointment),
he/she will need to undergo a Medical Examination.

21.0 Clearance of Medical Examination

21.1 In cases where the candidatefails the Medical Examination, the
Contract of Service (Letter of Appointment) may become void.
21.2 Once candidate clears the Medical Examination successfully, he is
required to report for duty on the date stipulated in his Contract of
Service (Letter of Appointment) and proceeds to attend an
Orientation programme.

DEFINITION

Vacancy An unoccupied position or job

A role undertaken by an employee that consists of

Job Duties, Responsibilities and Tasks that are defined
and specified

A written agreement between an Employer and

an Employee, that, taken together with the rights
Contract of Service of each other under stature and common law,
determines the employment relations between
them

A written statement of a specific job based on the

findings of the Job Analysis. It defines an
Job Description employee’s Role and Responsibilities in an
organisation
 Revision No: 00
Procedure No: HRM Policy & Procedure
HRM-SOP-RE Recruitment Page 6 of 6

The Person Specification is to extend the Job

Analysis. It is a profile of the candidate required
Person Specification for the work and is submitted with the job
description.

RELATED TEMPLATES

 Terms & Conditions of Service

 Job Application Form
 Interview Assessment Form
 Applicant Interview Evaluation Form
 Pre-employment Checklist
 Applicant Employment Verification Form
 Acknowledgement of Application Letter
 Appointment of Interview Letter
 Contract of Service (Letter of Appointment)
 Contract of Service (Letter of Appointment) - Temporary Employment
 Rejection of Application Letter
 Thank You for Attending Interview Letter