khyber pakhtunkhwa oil & gas company...

Khyber Pakhtunkhwa Oil & Gas Company Ltd.

HR POLICY

Ref: KPOGCL-HRPV.1.0

May 2014

February 2015

KP OGCL HR Policy (HRP)

2

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.

http://www.kpogcl.com.pk/

http://www.brightspyre.com/

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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.

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