recruitment & selection - islamic relief pakistan recruitment policy.docx · web viewirp...

HR Department

Islamic Relief, Pakistan

Development Date January 2016

Last Revision Date

Approved by CMT

Approval Date January 15th 2016

Effective Date 1st February 2016

Recruitment & Selection

POLICY & GUIDE


INTRODUCTION:IRP believes that the human resources of Islamic Relief Pakistan is a fundamental aspect of our work. Staff members are at the heart of IRP's day to day activities. Human Resource Department is committed to provide services which ensure a fair, equitable, and quality working and learning environment for staff members.

PURPOSE:The purpose of this policy is to outline & cover all aspects of fair, transparent & merit based recruitment & Selection process that also meets the requirement of equal employment opportunity & statutory compliance.

1. EQUAL EMPLOYMENT OPPORTUNITY

1.1. Guidelines:

IRP Pakistan is committed to the policy that all staff members shall be treated equally without regard to race, colour, creed, religion, age, marital status, disability, status or gender.

The principle of equal employment opportunity applies to all aspects of the employment relationship, including:1.1.1.Consideration for employment.1.1.2.Job placement and assignment of responsibilities.1.1.3.Evaluation of performance. 1.1.4.Promotion.1.1.5.Training and other professional development opportunities.1.1.6.Application of personnel rules and regulations. 1.1.7.Layoff, discipline, and termination.

1.2. Conflict of interest:

In their day-to-day work staff members are not routinely faced with situations in which personal interest conflicts with their duties. Occasionally, however, such situations do arise and staff might be uncertain about how to deal with them. For further detail refer to chapter no 6 of this manual IRP Code of Conduct.

1.3. Family Relationships:

1.3.1.IRP reserves the right not to employ closely related applicants like father, mother, son, daughter, brother or sister, husband, wife, grandparents, grandchildren, step relatives and in-laws in the same relationship of a staff member.

1.3.2.Internal staff will declare such relationship with potential/new staff member as soon as S/he comes to know about the situation.

Islamic Relief, Pakistan Human Resources Department


1.3.3.Staff members who bear any of the relationships specified under 1.3.1 above shall not be assigned to functions/posts, one of which is subordinate to the other in line of authority, or when a possible conflict of interest may arise.

1.3.4.Where existing staff member subsequently become related, they should discuss their employment position with line manager/HR representative/HR Country Office of concerned area. The purpose of this review is to ensure that matters of management, supervision, audit and possible role conflict can be considered, as well as any possible benefits to IRP. The objective is to be reasonable, to safeguard IRP and to maintain good staff relations.

1.3.5.Prior to issuance of offer letters in all above cases in order to avoid potential conflict of interest, the case should be referred to management for approval as per guidelines available in IRP code of conduct.

1.4. NON-DISCRIMINATION:

1.4.1.IRP is committed to a discrimination-free workplace and neither condones nor tolerates practices that discriminate against any individual employed at any cadre or seeking employment on the basis of race, color, religion, marital status, national origin, ancestry, sex, people with special needs, medical condition, age.

1.4.2.This policy is consistent with the provisions of applicable international laws and IRP Policies.

1.5. DIVERSITY:

1.5.1.IRP recognizes diversity as a resource for enhanced performance and achievement1.5.2.We recognize that those who are different from us should be treated with respect and have an

equal right to access resources and opportunities.1.5.3.In carrying out our work we will seek to positively include and equally value, irrespective of

colour, gender, disabled as well as able bodied and older applicants.1.5.4.IRP hires applicants who have a broad range of backgrounds, characteristics, and qualities.

Workplace diversity might include staff members with differences in age, sex, culture, and physical challenges.

1.6. Language Qualifications:

The language qualifications for IRP posts are: Working knowledge of English (proficiency) for higher positions is required. Due attention shall be given to local language of the region for which the post is being considered.

1.7. Age Limits:

1.7.1.Appointments shall not be granted to applicants less than 18 years of age or over the retirement age as per labor laws of Pakistan ie 60 years.

1.7.2.Exceptions for the appointment of staff who are over the maximum age specified above are subject to approval by the Country Director. The extension of appointments of staff members beyond the retirement age of 60 years is also subject to approval by the Country Director.



Affirmative Action:

Take affirmative action whenever necessary to bring balance in the ratios of men and women, people with disabilities, vulnerable ethnic and minority groups and marginalized communities to enable a dynamic and diverse workforce at all levels

2. Categories of Employment

2.1.1.Open Ended:

This type of contract is offered to permanent/core positions, where contract end date is not mentioned. Open ended contract holders are eligible for all compensation & benefits according to IRP policies. To entitle for this type of contract, position must be required for indefinite time duration.

Probation and notice period on this type of contract will be as below:Contract Duration Probation Period Notice Period During

ProbationNotice Period After Probation

Open Ended 3 months 2 weeks 2 months

2.1.2.Fixed Term:

This contract is for the fixed period of time more than 9 months. All fixed term contract staff will be entitled for all IRP staff benefits (like open ended contract holders) as per their contract & IRP policies.

Probation and notice period on this type of contract will be as below:Contract Duration Probation Period Notice Period During

ProbationNotice Period After Probation

> 9 months 2 months 1 week 1 month

2.1.3.Short Term:This contract is for the short period of time i.e. less than 9 months. Short Term Contract holders will be entitled for few IRP benefits as per their contract & IRP policies, unlike open ended contract and fixed term contract staff. To entitle for this type of contract, duration of position with IRP will be from 1 month to 8 months. Staff hired under short term contract may be given higher salary ( two steps) as compared to regular staff member on same position.

As short term contract option is utilized to meet urgent needs of the project etc, the recruitment process would be quick and efficient. In this case, advertisement process would not be included and hiring manager may identify 3 to 5 potential resumes ( relevant to job requirement) through references and conduct formal interview to assess.



Probation and notice period on this type of contract will be as below:Contract Duration Probation Period Notice Period Notice Period After

Probation 1 month till 8 months 2 weeks 1 week 1 week

In scenarios of short term contract extension from 6 months to 7, 8, or 9 months, nature of employment contract will remain same i.e. short term. Where employment contract exceeds 9 months; fixed term contract (regular) will be issued. Fixed term (regular) contract & benefits implication will be effective from the date of issuance of fixed term (regular) contract.

2.2. Non Staff Categories

2.2.1.ConsultantA consultant is an individual hired to render professional advice or services for a fee, and normally is never an employee of the organization. Consultants who are hired by IRP should be issued consultancy/services contracts. A consultancy appointment may be made for a limited term for a specific task. A TOR and agreement must be signed between IRP and the consultant.

2.2.2.InternAn Intern is an individual employed by the organization as an on-the-job trainee. The individual is employed to work full time on a training status with prospects of continuing employment subject to the available position. In case of any available position within one year from completing internship with IR, the intern may be directly hired without going into regular hiring process as the intern was initially hired through a transparent and competent process. For further details refer to Internship policy.

2.2.3.Volunteer:Volunteer is an individual who performs duties without financial compensation at the direction of and on behalf of IRP. Volunteers are appointed to enhance the working capacity of existing teams not as a substitute for them. For further details refer to Volunteer policy.

2.2.4.Retainer:Retainers are individuals retained by IRP for a specific purpose or role and are paid an honorarium/ consolidated fees as has been agreed as per the terms of the contract. This arrangement is for a specified period of time where IRP requires the individual to be available to the organisation on priority.

2.2.5.Fellows:

Fellows are individuals working independently on a mission and willing to dedicate time entirely to their issue of interest and would otherwise carry on their work irrespective of any organisational support and structure. IRP should promote learning through fellowship especially to encourage broader societal leadership.

2.3. Employment Contracts & Changes in Employment Contracts Approving Authority

All staff members contracts must be signed/approved on behalf of IRP as per below table.



HR Activity Name

Approving AuthorityCountry Office Area Office

Employment Contracts & Changes in Employment Contracts

Employment contracts will be prepared by CO HR for all positions of Country Office..

(CO and AO)All contract extensions, termination, Contract conclusion, transfer (permanent), changes in salary or project etc (any change in employment contract) will also be signed by CD.

Employment contracts will be prepared by AO HR for the positions interviewed at AO/FO.

Employment contract for the position level 1, 2 & 3 (G. Support staff, Assistant & Asst Officer) will be signed by the APM.

3. Recruitment Guidelines & Procedures:

Recruit people with the most appropriate skills, abilities, fit with organisational

values, attitudes, behaviours, and commitment.

Support the promotion and development of women’s leadership in IRP by ensuring a balance of men and women across the organization and at senior levels.

Commit to investing in the growth and promotion of its internal staff for organizational stability and staff motivation by having clear and fair processes to facilitate internal growth.

All positions will be advertised internally with all staff members to ensure transparency and give everyone equal opportunity to apply as per the position requirement.

In case of horizontal movements where the available staff member is identified as the only single competent professional for the given job, advertisement may not be taken into account.



Professional Category:

Education required:

Minimum Education: All positions in IRP has following minimum educationMaster degree in Social Sciences or 16 years of education. With Bacholar degree, work experience should be more than Master degree holder as given in the attachment.CA (Inter) or qualified /ACCA/ACMA inter or qualified.For certain positions, due to the nature of work, the minmum education can be FA/12 grade.

3.1. Job Request:

Job request consists of position/title, level, contract type & tenure, education, experience, specialized trainings, computer & communication skills, age limit & gender as well as position budget/amount availability details for each position.

3.1.1.Job request duly filled along with Job description, project structure, must be produced or

updated on standard format, for any vacant post need to be filled by hiring manager.3.1.2.Core expertise of each position is to be defined in job description.3.1.3.Approved job request as per below table is mandatory for initiating any positions recruitment.3.1.4.JD must be prepared by hiring manager and finalized in close consultation with Area HR/HR

Manager.

HR Activity Name

Approving AuthorityCountry Office Area Office

Job Request

Approved by HOPProject based positions based in CO:All project based positions charged to projects level from 1,2,3 (General Support Staff, Assistant, Assistant Officer) Officer and above will be signed by CD +

Approved by CDProject Based Positions: Officer and above by CDPSB based positionAll PSB positions irrespective of grade/level approved by CD. +

Approved by APMArea/Field based positions level from:1, 2, 3 (General. Support staff, Assistants/Tech Support staff and Assistant officers)



3.1.5.Job request on standard format is not mandatory for emergency recruitment rather It can be process in the form of a list containing position’s title, number of positions, location, budgeted salary, duration (starting & ending dates) and contract type.

3.2. Advertisement:

Following are the sources which may be opted for attraction of qualified & experienced applicant’s pool.3.2.1.Internal i.e. open to the IRP staff only3.2.2.Alumni Network (ex-IRP staff members)3.2.3.Personal Networking (Local HR groups, Google groups etc)3.2.4.Referrals (Applicants referred by the IRP staff members, ex-IRP staff members who got good

repute within IRP and past performance)3.2.5.Job Fairs (University & other corporate bodies events) 3.2.6.Open House (Walk in interview)3.2.7.IRP Website3.2.8.Job Portals (Rozee.PK, Bright Spyre, Relief Web, HRDN and other portals available at local area). 3.2.9. Online Social Networks & Blogs (Face book, Linked In etc)3.2.10. Emergency Roster enrolment data 3.2.11. Media Advertising (newspapers, magazine, Radio, TV/Cable networks etc)

3.3. Advertisement Guidelines:

3.3.1.On receipt of approved job request, the HR Department coordinates placement of advertisements (internal/external) as per below table. Cost of the media advertisements are charged to the respective project.



HR Activity Name

Advertisement AuthorityCountry Office Area Office

Advertisements

All CO based positions will be advertised by CO HR.

Positions posting on IRP website, internal & external advertisements will be done by CO HR.

All AO/FO based positions will be advertised by AO HR.

Positions posting on IRP website, internal & external advertisements will be done by AO HR.

3.3.2.When posts to be filled are advertised externally, the period for advertising is usually 14 days while for internal positions it must be 5 days.

3.3.3.For Emergency recruitment advertisement is optional and may be dealt according to emergency SOPs.

3.4. Application Process: 3.4.1.Individuals interested in employment must logon to IRP website www.islamic-relief.org.pk and

submit applications on standard format within due date through designated email id. Recruitment departments must not accept employment applications or resumes received out of process.

3.4.2.Hard CVs may be accepted for Support staff positions only.3.4.3.For emergency recruitment, applications on standard IRP format may not be mandatory rather

CVs/resumes can be entertained as well as may be accepted on email/postal addresses depending on the nature of emergency/disaster.

3.4.4.Only short listed applicants shall be called for the test/interview. TA/DA where applicable will be paid to applicants subject to budget availability & approval of recruitment manager/budget holder.

4. Selection:

4.1. Initial Screening (Long-listing):

4.1.1.On the expiry of vacancy announcement deadline, HR does long listing as per JR, JD of the position.

4.1.2.For All Open ended & fixed term positions, short-listing will be conducted by Hiring Manager.4.1.3.Notes of the short-listing criteria should be recorded by the panel/recruitment manager in short

listing matrix and scoring must be done accordingly. All applicants (both internal & external) should be assessed objectively against the selection criteria set out in the Job Description.

4.1.4.On receipt of short-listing matrix, CO HR will review the scoring and ensure that only relevant applicants fulfilling the job criteria are short listed for further process.

4.1.5.For emergency recruitment, recording of long-listing & short-listing decisions is not mandatory according to SOPs.

4.1.6.Based on the Short-listing, a limited number of applications (Preferably 5-10 for one position) may be referred for telephonic screening on standard format to HR, where applicable.

4.2. Selection Tools:

4.2.1.Assessment Centre:


http://www.islamic-relief.org.pk/


Assessment centre is a series of exercises to be used for evaluation of those skills which are not assessable from the traditional interview alone. Through assessment centre applicants will be exposed to real work environment by putting them in different situations designed under following exercises. All assessment centre activities will be rated and documented on standard format.

4.2.1.1. Written Test:

Recruitment manager may share written test with necessary guidelines, time duration etc with HR for conducting written test. The test may contain MCQs or open ended questions as deemed appropriate to nature/role of the job. The purpose of written test is to assess writing abilities/skills relevant to the role.

The weightage of written will be decided before the test date. As a general rule, max weightage would not be more than 30%.

4.2.1.2. Demonstration/Presentation/Role Play:

The applicants will be given a topic either on the day or a few days beforehand to prepare presentation/role play. All panel members/assessors will rate the applicants on presentation skills, structure (beginning, middle and end), quality of content, eye to eye contact, audience engagement etc displayed during the presentation on a standard format.

4.2.1.3. Group Discussion:

The applicants will be involved in a discussion with certain defined objectives. The activity can be structured (assign a role to each applicant with specific objectives like development of consensus among two opponent parties/group members through negotiation etc), unstructured (float any topic for discussion on current affairs, organization’s project/programes etc) or a physical assignment (build a model or place/move an object in a creative way etc). The panel members/assessors will observe the applicant throughout activity and rate him/her on how h/s join in, contribute, demonstrate, support and organize other group members as well as him/herself.

4.2.1.4. Case Study:

The applicants will be involved in a case study about a dilemma or problem related to IRP (obviously the situation may not have a perfect solution) for which written responses or a discussion may be asked to applicants. The panel members/assessors will observe & rate the applicant on a standard format through understanding (quickly read and develop understanding), identification (main factors), prioritize, think through the implications (put himself in someone else shoes because of his/her recommendations), decision making (proper justification for his/her actions).

4.3. Interviews:

4.3.1.Interview Committee/panel should interview applicants referred in short-listing matrix or who qualifies the telephonic screening/written test or whole assessment centre only.

4.3.2.Structured interview method will be used to evaluate the applicant’s ability. Panel will evaluate & record applicant’s responses/observation during each interview.

4.3.3.To maintain consistency, all applicants must appear for interview personally or through Skype.



4.3.4.Summaries of all interviews/assessments shall be prepared post interview on standard format showing panel’s decision/recommendation, comments related to interviews/potential applicants and endorsement must be maintained by the HR Department for one year.

4.3.5.All CO, AO, FO based position’s interview must be conducted per below table.

HR Activity Name

Selection AuthorityCountry Office Area Office

Interviews/Tests

All CO based positions will be interviewed by CO HR. +As per need CO dept heads/technical/sector specialists will participate in interview of AO/FO based positions level 4 & 5 (Officer, Sr. Officer, Coordinator)

+Positions level 6 (Manager) based in AO/FO will be interviewed by CO HR.

All AO/FO based positions level from 1,2,3,4 & 5 (Support staff, Assistants, Asst Officer, Officer, Sr. Officer & Coordinator) will be interviewed by AO HR.

In special circumstances CO dept head/technical/sector specialists can participate in interviews for the positions level 4 & 5 (officer, Sr. Officer & Coordinator).

4.4. Scheduling Interviews:

HR must ensure the following steps at time of scheduling interview.

4.4.1.Panel Formation: 4.4.1.1. HR will form the Interview panel which must be comprised of three staff members

(preferably a female panel member). Relevance and past experience will be the criteria for the selection of committee/panel members for interview.

4.4.1.2. HR, recruitment manager and technical manager will be important part of the interview committee, however, 3rd member (cross functional) may change according to the nature of position.

4.4.1.3. Panel members should be of same level or one step senior to the position being interviewed. 4.4.1.4. For Emergency recruitment the panel should comprise of at least two members in which HR

presence is mandatory.4.4.1.5. Preferably one female potential applicant may be shortlisted where applicable.

4.4.2.Interview Questionnaire:

4.4.2.1. HR will contact the panel members for collection of interview questions along with appropriate answers.

4.4.2.2. Interview questions must not be more than 10 for each position.4.4.2.3. Interviewing Questions must focus on past experience, example/sample of work for each

competency as per role aligned with position.

4.4.3.Written Test & Interview Weightage:



4.4.3.1. Keeping in view the job role, panel members must document agreed written test & interview weightage before scheduling test/interviews.

4.4.3.2. Recruitment/technical line manager must share the written test key with HR.

4.4.4.Interview call to Applicants:

4.4.4.1. Applicants should be contacted by the HR representative.4.4.4.2. Contact can range from a telephone call or written communication (SMS, email etc)

acknowledging them for on-site/on line video conference/Telephonic interview.

4.5. Geographical Considerations:

Due regard shall be paid to the importance of selecting applicants on as wide a geographical basis as possible, however, preference shall be given to qualified local applicants. For all lower level/Support positions recruitment of locals is preferred.

5. Offer to the Selected Applicant:

5.1. Medical Examination:

Medical test/examination is mandatory for all staff that includes general fitness and other important diseases. especially to check HIV, Hepatitis, skin problems and other transferrable diseases if any. The appointment of the applicant is dependent on receipt of satisfactory medical results.

5.2. Offer, Acceptance & Effective Date of Appointment:

Conditional offer letters (subject to receipt of satisfactory references, screening reports, clearance from law enforcing agencies, NOC, valid PMDC certificate etc) may be issued to selected applicant/s who is most suitable for the position. As a general rule, applicant obtaining highest score will be given offer as first priority. In case, the offer is rejected, second option must be discussed within the interview panel and then decision is made to give offer to second option.

For any major reason/justifications like Affirmative action etc, second option may also be considered instead of first even the score for first applicant is higher.

5.2.1.Professional registrations certificates like PMDC, Pakistan Engineering Council, Nursing Board or local autonomous bodies will be compulsory, where applicable. Government employees will provide valid NOC from respective department/ministry.

5.2.2.The Job offers should be confirmed in writing and include information regarding title and grade, monthly salary, limits on the duration of appointment (if any), type of appointment (STA/Open Ended/Fixed term/ Intern/Volunteer etc) and any unusual work conditions.

5.2.3.As per delegation/above tables, CO HR/AO HR recommend proposed salary to CD/APM in consultation with recruitment panel, as per guideline outlined in Standard Salary Structure of IRP.

5.2.4.Acceptance/rejection of the offer letter must be communicated to the HR department within four (4) working days.



5.2.5.The letter of offer shall indicate that a binding contract only comes into being upon confirmation and signing by the IRP’s Country Director or the Officer-in-Charge under delegated authority by the Country Director.

5.2.6.All CO/AO/FO based positions Offer letters must be issued as per below table.

HR Activity Name

Issuance AuthorityCountry Office Area Office

Offer LetterOffer letter for the position 4,5,6 & 7 (Officer, Coordinator, Manager & Head) will be signed by CD.

Offer letter for positions 1,2 & 3 (G. Support staff, Assistant & Assistant Officer) will be signed by APM.

Before issuance of offer Manager HR must be consulted for salary to be offered for all positions.

5.3. Reference :

5.3.1.All applicants should supply the names of at least three referees at the time of application, including where available, that of their most recent employer/supervisor, last employer/supervisor or professional acquaintance and HR representative of recent organization. Preferably reference should be taken from direct/first line supervisor/manager on a standard format.

5.3.2.IRP HR Representative will get formal written references from the referees of selected applicants only. HR will verify selected applicant’s employment tenure, designation, salary& disciplinary issue if any from the HR department of recent/last organization.

5.3.3.Efforts should be made to get written signed references from applicant’s supervisor or through email (official email is preferred). Telephonic references may be accepted.

5.3.4.Once the references are received, it must be reviewed & shared with recruitment manager for endorsement.

5.4. Criminal/Terrorist Screening:5.4.1.All recommended applicants must be screened online by sharing info (Name, CNIC, DOB etc)

with CO HR department and results should be filed in his/her personal file.5.4.2.All new joiner’s info (Name, Designation, Location, CNIC, Postal address, email id (official) &

contract number (official)must be shared with IRW HR through email ([email protected]) on monthly basis for screening purpose.

5.5. Credentials:5.5.1.IRP recognizes the need to employ a well-qualified staff member of the highest integrity.

Therefore, hiring decisions must be based on qualifications and experience known to be accurate.

5.5.2.HR will verify the educational documents from relevant institutes, if required.5.5.3.Valid PMDC certificate for Medical Doctors & Diploma/Certificate from Nursing Board.5.5.4.Findings of falsification and options for disciplinary action will be communicated to the Manager

HR for further sharing with CD along with recommendations for needful action in the light of IRP policy.


mailto:[email protected]


5.6. NOC For Government Employee:It is mandatory for all Govt. servants (if selected for any positions with IRP) to provide valid No Objection Certificate from concerned department. IRP reserves the right of verification from concerned authorities.

6. Probation:The purpose of a probationary period is to allow a period of time during which newly appointed members of staff can be assessed by their managers as to whether they are likely to achieve the standards required to adequately perform the work tasks in the post for which they have been engaged by following the following steps.6.1. Hiring Manager must set probationary objectives within two weeks of joining.6.2. Line manager must review & document the performance against set objectives on monthly basis.6.3. Line manager must ensure the submission of final review within two weeks of completion of

probation period. 6.4. If the final review of probation period identified areas and behaviors needing improvement

necessary to perform the role/job, probation period must be extended for another 3 months to provide sufficient time for improving the areas highlighted. If again he/she does not overcome his/her weakness his/her contract will not be confirmed.

HR Activity Name Issuance AuthorityCountry Office Area Office

Probation Completion/Extension/Termination letters

Issued by HRAll CO based positions level from 1,2,3,4 & 5 (G. Support Staff, Assitant, Asst Officer, Officer & Coordinator) +AO/FO based positions level from 4 to 5 (Officer, Coordinator)

Issued by CDPositions level 6 & 7 (Manager & Head) for all locations. +All termination letters will be issued by CD.

Issued by APM

Area/Field based positions level from 1, 2 & 3 (G. Support staff, Assistant & Assistant Officer)



Recruitment Timetable and Accountability

No. Tasks Responsible Time line

1 Job Request & Job description Recruiting Manager HR will review JR & JD and provide inputs to Recruitment manager within 1 day before proceeding further.

2 Job Request Approval Recruiting Manager/HR Department

Within 2 days subject to availability of budget & approving authority (according to delegation of authority).

3 Advertisement HR Department Same day of JR approval

4 Duration of Advert HR Department 7 days for external5 days for internal

5 Long listing/Screening HR Department Up to 2 days

6 Short listing Recruiting Manager/Panel Up to3 days

7 Interviews Recruiting Manager/ HR Department

Up to 3-4 days

8 Selection Panel (Recruiting Manager/ HR Department)

Up to 2 days

9 Conditional Offer HR Department Up to 1 day

10 Acceptance/Rejection of the offer

HR Department 4 days

11 Joining HR Department Max up to 30 days

12 References HR Department Within 3days of acceptance of offer

13 Contract of Employment HR Services Team Within 3 days of joining

14 Full Induction Recruitment Manager/HR Department

Within 3 months


recruitment & selection - islamic relief pakistan recruitment policy.docx · web viewirp...

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