SOP FOR RECRUITMENT PROCESS
1.0 PURPOSE
To lay down a procedure to describe the steps to be followed for streamlining of
recruitment process relevant to all employees and keeping a check on the manpower
management exercised by the concerned department.
2.0 SCOPE
2.1 This SOP is applicable for the recruitment of all employees at .................
2.2 Attachments
2.2.1 Attachment- I: Format for Manpower Requisition Form
3.0 RESPONSIBILITY:
3.1 HR Department:
3.1.1 To conduct the recruitment of employees/ manpower.
3.1.2 To provide the necessary forms to be filled by the employee at the time of joining.
3.1.3 To full fill the manpower requirement of respective department as per “Manpower
Requisition Form” submitted by the concerned department.
3.2 Concerned Department Head:
3.2.1 To fill and submit the “Manpower Requisition Form” to HR department.
3.3 Plant Head:
3.3.1 To ensure implementation of the defined procedure.
4.0 PROCEDURE:
4.1 For filling up the position of staff, the internal/existing employees are given preference and
would be examined by the way of making realistic assessment of their past performance
and potential suitability before resorting to the external recruitment.
4.2 Irrespective of the category or the level of employees, a standard Requisition Form
should be forwarded to HR department under approval of concerned site head.
4.3 After defining the job profile jointly by the Head of concerned department and Head HR,
attempt is to made to locate the person from existing manpower or available data bank. In case
of non-availability of suitable candidates from such internal source, help of advertisement,
recruitment agencies, and institutes are taken for campus interviews which is another way of
recruiting technicians as per the urgency.
4.4 Reimbursement of expenses should be made in cash/cheque/online transaction on the day of
the interview or within suitable time/days, when the interviews are held at the corporate office
and when conducted out the same shall be sent by cheque/draft within a week time.
4.5 Recruitment procedure for all employees:
4.5.1 Department Head shall fill ‘MANPOWER REQUISITION FORM’ for replacement/new
vacancy & additional vacancy
4.5.2 A two-tiered panel has been defined for the selection of various categories of employees
as specified below:
POSITION PANEL OF PRELIMINARY PANEL OF FINAL
INTERVIEW INTERVIEW
CONCERNED DEPT
OFFICER TO SR EXECUTIVE HR HEAD/GM
HEAD/HR OFFICER
MANAGERIAL POSITION CONCERNED DEPT
HR HEAD / GM
UPTO SR MANAGER HEAD/HR HEAD
DGM AND ABOVE HR HEAD GM/MD
4.5.3 On selection of candidate, candidate has to fill on line application form.
4.5.4 On confirmation of completion of all the formalities, an offer letter is issued.
4.5.5 The regular appointment letter containing salary structure will be issued on the date of
joining of the candidate.
4.5.6 Candidate shall produce the following documents for the completion of background check.
1. Copy of education qualification certificates.
2. Increment letters, appointment letters, relieving letters experience certificates of all
the previous organizations.
3. Salary slips of last three months.
4. Id Proof, Address proof and three passport size Photograph.
4.5.7 At the time of joining employee shall be advised to fill the following set of compliance format,
which will be provided by HR department.
Form-2 Declaration and Nomination Form under the Employees' Provident Funds
& Employees' Pension Scheme
Form -11 Declaration by a person taking up Employment in an establishment
on which Employees' Provident Fund Scheme, 1952
Form – F Nomination form for payment of gratuity.
4.5.8 On joining an appointment letter is given to the employees which covers the following:
Role/Designation
4.5.9 Period of probation, this clause is applicable only up to Manager level employee. And it
is not applicable for above manger level employee.
4.5.10 Compensation package, which includes primary salary (Basic Salary, Personal allowances
and variable dearness allowances), Fixed entitlements (House Rent allowances, High Cost
Allowances, leave travel allowances, Bonus, Gratuity and other allowances
(Conveyance, Medical Reimbursement)
4.5.11 Clause Regarding the termination Procedure of the employees.
4.5.12 Right of the organization to vary the terms of appointment.
4.5.13 An induction program is then arranged by the HR department in consultation with the
concerned department.
ANNEXURE-I
MANPOWER REQUISITION FORM
Date :___________________
TO BE FILLED BY REPORTING AUTHORITY
It’s a Replacement/new requirement
Department: Raised By:
Position Type: Reason:
Location: Type of Employment:
Date of Requisition: Position No.:
Vac. No.: Total Departmental Strength at Present:
JOB PROFILE
Mandatory Qualities:
Desirable Qualities:
CANDIDATE PROFILE
Academic Qualification:
Technical Qualification:
Experience:
Key experience:
Specialization Reqd.:
Other Qualification (If Any):
Signature of Reporting Authority: Signature of HOD:
Signature of Head HR:
FOR HR USE
Date of Job posting/ assignment to Head Hunters………. Mode of sourcing ……………………
Interview dates of candidate………………Name of Selected candidate……………………………
Closing Date: Name of New Joinee:
Date of Joining: Salary:
Signature of Reporting Authority: Signature of Responsible Authority:
Signature of HOD: Signature of Head HR:
