Khyber Pakhtunkhwa Oil & Gas Company Ltd.
HR POLICY
Ref: KPOGCL-HRPV.1.0
May 2014
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Contents
1.1 Purpose ................................................................................................................................. 3
1.2 Scope........................................................................................................................................... 3
1.3 Policy ........................................................................................................................................... 3
1.3.1 Employment Categories ................................................................................................. 3
1.3.2 Policy Framework ................................................................................................................. 4
1.4 Appointment Panel ...................................................................................................................... 7
1.5 Roles and Responsibilities ............................................................................................................ 7
2. Sops of Hiring .......................................................................................................................... 10
3. Compensation Plan .................................................................................................................. 14
4. Internal Consideration/Equity .................................................................................................. 14
5. External Consideration/Equity ................................................................................................. 14
6. Job Performance ...................................................................................................................... 14
7. Performance to Salary Ratio .................................................................................................... 14
8. Base salary ............................................................................................................................... 15
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SECTION 1: STANDARD RECRUITMENT
POLICY
1.1 Purpose
This policy is formalized to ascertain that all company members have a clear and in-
depth understanding of recruitment policies and procedures. It also ensures that the
recruitment process is conducted systematically and effectively with optimal resource
utilization.
The objective is to recruit a diverse workforce, irrespective of any discrimination
based on race, color, gender, nationality, religion or disability. Moreover, it shall
ensure that everyone involved in the recruitment process, follows and complies with
the necessary recruitment and selection procedures, supported by relevant forms,
checklists and guidelines.
1.2 Scope
This policy applies to all company members who are responsible and involved in the
recruitment process.
1.3 Policy
The company has established a standard recruitment policy for all positions, based
upon the kind and level of expertise essential for a specific post. All hiring policies
and procedures are as per the company’s rules and regulations. However, certain
recruitment policies are subject to Labor Laws of the Government of Pakistan.
1.3.1 Employment Categories
The company has the following employment categories:
Regular Members: A regular member is a company employee, who has been
appointed on a permanent post against a permanent vacancy. Prior to confirmation,
all appointed members have to undergo a probation period of three (3) to six (6)
months, as decided by the management.
Consultants: A consultant is a member hired by the company for a limited period
under a written contract. This contract may or may not be renewable. As per specific
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project requirements, a consultant can be hired for temporary assistance on part-
time basis.
Associates: An associate is a member with less than one (1) year of prior
experience, who must undertake some form of test/ training to meet employment
standards.
Interns: An intern is an employee who is hired as a fresh graduate/student for a
limited period. It is not mandatory or obligatory for the company to offer a permanent
position to an intern.
1.3.2 Policy Framework
1.3.2.1 Any additional resource required for a specific post shall be identified and
requested, as per the Business Plan, by the respective manager. A
Personnel Requisition Form must be submitted to the HR department to
serve this purpose. This form needs to be approved by the DCEO. Based on
the JARD (Job Accountability Role Definition) for a particular post, the
Personnel Requisition Form shall entail:
o The area and level of expertise required for a specific post.
o The tasks to be performed by the potential candidate (list of primary
responsibilities).
o Who is/was responsible for these responsibilities (if it existed before)
o Why these responsibilities cannot be handled as before.
The following primary recruitment sources are in order of preference by which
they shall be utilized:
Internal postings via advertisements and referrals
Online Resume Database
E-Services (Headhunters)
Career fairs, open houses (campus visits)
External Advertisements (Newspapers)
All candidates shall be identified and selected by a transparent and merit-
based recruitment and selection process. The emphasis of which shall be on
relevant education, experience and personal attributes as per job
requirements.
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1.3.2.2 All candidates are required to submit their resumes online, via the
company's web site www.kpogcl.com.pk or HR websites like
www.brightspyre.com. Hard copies will not be acceptable unless
necessitated due to unavoidable circumstances.
Internal Candidates must be confirmed members of the company with one
year of service. Furthermore, a clearance shall be required from the
concerned supervisor before the candidate takes over the new position.
Initially, a pool of candidates shall be screened for a particular position by HR
personnel. The list will be sent to the respective technical manager for final
short listing of potential applicants for a test/interview, whichever applicable.
Moreover, the concerned technical manager will also shortlist applicants, if
any, at their end, and coordinate with HR accordingly.
1.3.2.3 The minimum age requirement for employment with the company is 18
years and above.
Fresh graduates, being considered for the Associate Program or as Regular
Members of the company, shall have to undergo the Professional Aptitude
Test(s). This test will be a combination of MCQs and descriptive questions. It
shall assess the applicants’ technical/job related skills, comprehensive skills,
general knowledge/cognitive abilities etc. Furthermore, test results shall be
quantified in percentile form as per pre-defined scoring breakdown.
1.3.2.4 Tests shall not be mandatory for applicants with two (2) or more years of
experience in their respective fields.
An interview invitation shall be sent to the short listed candidates via email
and phone. The interview will be conducted at the Company's offices.
Moreover, an Applicant Form shall be emailed to the interviewees.
It is obligatory for all employees, involved and responsible for the recruitment
process, to conduct a minimum of two (2) rounds of panel Interviews before
selecting the potential applicants. The first/technical interview shall be
conducted by a technical panel. This panel will consist of a respective
manager and one (1) HR representative. The second interview will be taken
by a panel comprised of the HR Manager, one (1) or more HR representatives
and the respective GM/Manager.
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Interviews can be face-to-face or telephonic, whichever applicable. However,
it is mandatory that the second interview is face-to-face. The first technical
interview must be based on the technical skill set required for a specific post.
The second and final interview shall be conducted to assess the applicant’s
organizational culture fit as well as their overall personality attributes.
Based on the first/technical interview results, the technical panel, as defined in
clause 2.2.12, shall determine whether to shortlist or reject/retain the
interviewee.
The final pool of applicants shall be kept in order of preference as per the
relevant skills matrix. These applicants must be called in for a second face to
face interview accordingly. Whereas, the rejected/retained applicants shall be
informed via email within 30 days. Potential candidates who do not suit the
current opening will be retained for six (6) months. .
Decision on the interview outcomes of the final pool of applicants shall be
prioritized, as per the pre-defined skills matrix and salary range. Furthermore,
the concerned HR members, in coordination with the requesting
manager/team lead(s), shall undertake the final decision.
An applicant being evaluated for a specific job must meet the basic physical
requirements. However, all possible arrangements to enhance output of a
disabled employee shall be made. If required, selection of the candidate may
be made on conditional grounds of medical test(s).
Prior to making an employment offer to the potential applicant, all concerned
members must ensure that they abide by the policy guidelines in terms of
training (if applicable), employment category and remuneration decisions.
Selected applicant(s) shall be made an employment offer via phone and
email. All relevant documents and a scanned copy of the offer letter must be
sent by email. Moreover, IF the new employee(s) fail to submit a Resignation
Acceptance letter from the previous employer and previous salary details (if
applicable) on the date of joining as well as other required documents within
the allocated time, THEN as per company’s policy, the employment offer
made to the selected potential applicant(s) SHALL BE DEEMED VOID.
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After an employment offer has been made to the potential applicant, and the
acceptance has been received, the Human Resource Department shall check
the references of the applicant by phone or email.
Prior to the joining date of the employee(s), HR personnel shall ensure that all
necessary arrangements such as space allocation, mail
account/network/hardware requests for the new joiner(s) have been made,
and the concerned Manager has been informed accordingly.
Based on the pre-defined recruitment cycle, the recruitment shall take place
twice a month; First (1st) and Fifteenth (15th) of every month. Similarly, the
orientation shall take place on the same dates as those pre-defined for
recruitment.
As per company’s policy, an orientation program for three (3) or more new
joiners shall be conducted on the day of the joining.
1.4 Appointment Panel
DCEO/ Respective GM(s), in accordance with the rules laid down in the manual,
shall approve all permanent appointments to various posts. The appointing authority
has full responsibility for receiving and reviewing applications, processing applicants,
making appointments that affect employment and terminations.
Appointments shall be made at a level subject to the approval of the Management
Committee, and/or as per requirement of the respective divisions, as
Consultant/Associate/ Temporary/Regular employee as well as at Intern level, where
applicable.
For managerial and other senior level positions, the panel responsible for hiring
decisions shall consist of:
CEO of the company
DCEO
Respective GM
1.5 Roles and Responsibilities
DCEO / Respective GM:
Job requisition analysis against resource utilization and business plan
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Approval of Personnel Requisition Form for a specific post.
Final/second interview evaluation.
Approval on employment offer, type of employment, training (if applicable)
and compensation package.
HR Manager
Job Requisition Analysis against resource utilization and business plan.
Request a resource, for a specific post, through the Personnel Requisition
Form.
Second interview and final evaluation
Decision on employment offer, type of employment, training (if applicable) and
compensation package.
Approval on the Offer letter, Confidentiality Agreement and Employment
Contract.
Respective Manager:
Identify the resource as per resource utilization and business plan.
Request a resource, for a particular post, through a completely filled
Personnel Requisition Form to HR.
Screen and shortlist candidates in coordination with the concerned HR
personnel.
Conduct first technical interview and evaluate applicants accordingly
HR Team:
Screen and shortlist candidates in coordination with the concerned manager.
Schedule, conduct and evaluate all interviews undertaken.
Prepare all documents such as offer letters, confidentiality agreements and
contracts.
Ensure a smooth and efficient recruitment process..
Verify and cross check all documents provided by the applicant before/after
the employment offer.
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Manage all documents used and required in the recruitment process.
Send recruitment related emails to rejected/retained/short listed candidates.
Maintain and update the Personnel Record accordingly.
Ensure proper and timely filing of all related documents.
Respective Manager:
Identify the resource as per resource utilization and business plan and put
forward a request of a resource for a particular post through completely filled
Personnel Requisition Form to HR.
Screen and Shortlist Candidates in coordination with the concerned HR
personnel.
Conduct First Technical Interview and Evaluate applicants accordingly
HR Team:
Screen and Shortlist Candidates in coordination with the concerned Manager.
Schedule, Conduct and evaluate all Interviews undertaken.
Prepare all documents, such as offer letter, confidentiality agreement,
contracts.
Ensure that a smooth and efficient recruitment process, from beginning to
end, takes place.
Verify and Cross check all the documents provided by the applicant
before/after employment offer
Manage all documents being used and required in the recruitment process.
Send Recruitment related emails to the rejected/retained/short listed
candidates.
Maintain and update the Personnel Record accordingly.
Ensure proper and timely filing of all related documents.
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2. Sops of Hiring
Scheduling Technical Interview Requisition Form filled and signed by manager and DCEO.
Update Requisition Status on HR Server
Resume Scanning/Reference Resume Collection
Coordination of time with the proposed panel
Scheduling the Interview through telephone with the candidate
Send the meeting invitation through mail Calendar to all concerned personnel and cc to HR Group mail (including reception for booking conference room)
Update the Interview status sheet
Send an e mail to the applicant stating the Venue, Date and Time of the interview along with the applicant form
Interview Process
Before the Interview Following documents should be ready :
1. 2 copies of update resume
2. Duly Filled Applicant Form
3. HR Induction Form filled with required information.
At least one HR personnel has to be part of the 1st interview
Once the interview is over induction form should be filled clearly by the technical team and the HR personnel
Final Rating Should be discussed before leaving the hall
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If the candidate does not qualify, retain/reject mail is to send through HR.
If the candidate qualifies, a second interview with the HR is to be scheduled.
DO NOT discuss salary in this interview.
Scheduling HR Interview
HR Interview: Coordinate with the senior HR personnel and schedule according to their availability
Send the meeting invitation to all concerned personnel and cc to HR Group mail (including reception for booking conference room)
Interview Process
Salary and joining dates are to be clarified.
HR policies and procedures are to be explained in detail to the candidate
Last page of the induction form must be filled after this interview
If the candidate does not qualify, retain/reject mail is to send through HR.
Candidate is only hired if clears this round as well
Update interview status sheet
Send Offer
Once all rounds cleared, an offer letter is prepared which states the proposed salary and joining date
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Offer letter is scanned and sent to the Candidate (Through HR)
The candidate is given a week to give his consent (accept or reject)
Follow-up is a must
Security and Reference Check
Once the candidate accepts the offer, telephonic reference check needs to be conducted
Security check with HSSE
Joining
Once the offer is accepted, Following documents are to be made before the joining date:
1. Contract
2. Confidentiality Agreement
At least 15 days prior to joining date, send request to Network and Hardware for the new joiner
Create an employee profile
Welcome folder is to be prepared which includes but not limited to :
Offer Letter + 1 Photocopy of Offer Letter for receiving
2 copies of Contract
Confidentiality Agreement
Bank detail
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Beneficiary Form
Provident Fund Form
Health Insurance Form
EOBI
Check lists Form (external and internal)
Temporary Employee Card
Post Joining On the joining date update details on HR server for the Staffing Pattern
Follow-up with the new joiner and HR coordinator to ensure that all the documents are complete in the file
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3. Compensation Plan
A decent compensation plan for a company is based on three anchors: Internal
considerations, external considerations, and job performance. Compensation plans
should be considered and developed logically and carefully. Also; average salaries
for the Organogram are provided for the technical staff. A salary survey to be
conducted every 3 years through a reputed firm, such as Fergusons.
4. Internal Consideration/Equity
This requires ranking all the jobs in the organization hierarchy and the contribution of
each job to the organization.
5. External Consideration/Equity
Salary surveys are conducted and used to help determine whether the company is
paying its people what others are paying or what others would have pay for the same
person. The company salary structure has to be aligned with the industry; otherwise
the company will start losing its staff.
6. Job Performance
This is where management recognizes proficiencies within the same levels.
Sometimes the company establishes ranges of salaries for the same job.
7. Performance to Salary Ratio
The principle behind the ratio of performance to salary in a free enterprise system is
that contribution should be equal to compensation. This is a major component of a
good salary program.
The elements involved in this principle are:
Evaluating the record of the employee
Employee’s experience
Employee’s accomplishments/contribution
Reviewing the responsibilities in the present position and checking the results and
activities involved in getting the results.
Salary and compensation includes base salary, bonuses, long-term incentives,
benefits and prerequisites.
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8. Base salary The regular annual salary which is often dependent on information from salary surveys of similar
companies. Job evaluation is typically used to set employee pay in organizations, however base
salary levels of executives are often more influenced by the opinion of or BOD.