Recruitment Process

The recruitment process will include the following steps to make it more efficient and effective:

Head of Department Head (HOD) is to fill up an employee requisition form even if the requisition is for a replacement of an associate who has just separated.

Human Capital (HC) department will issue an internal job posting (IJP) to offer the vacant position to a Company associate. The job is to be posted for at least five working days on the Notice Board. If there are no internal applicants, the candidate will be sourced externally by HC using in-house resources taking advantage of the employee referral scheme.

HC is to use empanelled consultants or release an advertisement to source suitable candidates only if we can’t source them with the help of our team members within five working days.

The consultant is to be given a budget for the position along with the job description or job specifications to enable them to source the right candidate at the right price. Ensure the consultant has seen the candidate before the CVs are sent to us along with a brief on the candidate and his expectations.

The consultant is to meet potential candidates who meet our job specifications and prepare a brief on each candidate which should include expectations. CVs of potential candidates are to be sent to HC department where they will be screened to check if the applicants meet the desired specifications. The screening process should ideally include a meeting with the candidate by HC.

Screened CVs of candidates will be sent to the concerned department head for the first round of the selection process.

Salary negotiations of candidates short-listed by the HOD (or Unit Head or Regional Head) and concerned Global Leadership Team member (GLT) will be done by the Director Human Capital (DHC) in consultation with the relevant GLT. Salaries of candidates considered for the positions of Assistant Manager and below are to be negotiated by the Human Capital Manager (HCM) at Corporate.

A candidate’s notice period may have to be bought in exceptional cases. This should have the clearance of the HOD and GLT member; or Regional Head, as applicable. The cost of buying the notice period will be debited to the concerned department or station or region, as applicable. Wherever possible, Human Capital should negotiate a guarantee from the candidate to serve the Company for minimum one year failing which the notice period will be recovered during the full and final settlement. An addendum to the appointment letter is to be made to reinforce this commitment from the candidate.

An appointment letter is to be issued by Human Capital department within one working day. However, the objective should be to issue the same immediately after the interview by hand and also get the candidate’s acceptance in writing. In case of out-station candidates, consequent to a video conference (VC) or a telephonic interview, a scanned copy of the appointment letter may be sent in addition to the hard copy, if requested by the candidate. A copy of the same is to be marked to the HOD. In addition, the original copy of the appointment letter is to be couriered to the candidate. In case the HOD (or GLT) desires to handover the appointment letter to the candidate, HC will send the same to the HOD or GLT, as applicable.

HC is to ensure that the signed copy of the appointment letter is received on the date of joining. Constant follow-up with the candidate in this regard is essential.

HC is to ensure that the candidate submits a relieving letter from his organisation which confirms that the candidate has resigned and done his full and final settlement.

HC and the HOD are to maintain contact with the candidate till a written acceptance is received from the candidate. Subsequently, HC is to maintain telephonic contact at least once a week with the candidate till the joining date.

Meanwhile, HC will carry out reference checks on the selected candidate which will supplement any checks carried out by consultants. These checks should be made, as far as possible, from a manager or immediate superior of the candidate; s/he has served in the past. If possible, reference checks should be done before a candidate is interviewed.

All screening and interview dates are to be maintained in the Candidate Database file to record & measure “time to fill” the vacancy.

HC is to maintain a database of candidates who are “On hold” for future consideration and “Reject”. In addition, a black list of associates including applicants is to be maintained by HC who will not be considered for appointment in the Company at any future date.

HC is to ensure all selected candidates undergo a pre-employment medical at approved medical establishments & the offer would be void if candidate is not medically fit. Any issues arising from the medical will be handled by HC on a case-to-case basis in consultation with the HOD.