BM-PM-P-25-001
1. Purpose #
1.1 To establish a structured and efficient recruitment process that aligns with the principles of people management, ensuring the selection of high-quality candidates who fit the company culture and contribute to team dynamics while ensuring compliance with company policies and applicable regulations.
2. Scope of Application #
2.1 This procedure is applicable to all recruitment activities for Blih marketing and communication PLC across all departments.
3. Definition #
3.1 Roster: – a list of candidates who have previously been approved for the next stage of the recruitment process by a review body for a particular vacancy but were not selected for it, and who have indicated an interest in being considered for selection for a future vacancy with similar functions. A roster is valid for a period of one month.
3.2 Recruiter/people manager: – the official personnel responsible for filling a vacant position and is responsible for effectively and efficiently managing personnel and resources under supervision to ensure the final completion of the recruitment process.
3.3 Candidate: – An individual that can be external or internal who applies or is considered for a job opening.
3.4 External candidates: – all candidates, excluding internal candidates, but including personnel currently serving under temporary appointments and interns.
3.5 Internal candidates: – all candidates who have been recruited after a competitive process under the company.
3.6 Requesting department: – a dept. that is formally requesting additional personnel through internal processes.
3.7 Job Requisition/manpower request: – A formal request made by a dept. to initiate hiring for a vacant position.
3.8 Salary benchmarking: – the process of comparing own company pay and benefits to those of other companies in the same industry or location but considering their own budget to ensure that compensation is competitive and fair.
4. Responsibility #
4.1 Requesting Department
4.1.1 Identifying Needs: The requesting dept. determines the specific personnel needed within their team. This includes defining whether there is a need for a new position, a replacement for a vacancy, or a temporary hire and fill out the manpower request format.
4.1.2 Job Description Development: The dep’t is responsible for creating or updating the job description, which outlines the responsibilities, qualifications, skills, and experience required for the position. This ensures that the role aligns with dep’t goals and needs.
4.1.3 Participating in the Recruitment Process: The department shall collaborate with the PM to develop recruitment strategies, such as where to post the job, which recruitment agencies to use, and how to attract candidates.
4.1.4 Screening Candidates: Members of the dep’t shall participate in the screening process by reviewing resumes, conducting initial interviews, and helping to shortlist candidates based on their specific knowledge of the role and team dynamics.
4.1.5 Interviewing: The requesting dep’t shall conduct interviews alongside PM representatives. This ensures that both technical skills and personalities are assessed.
4.1.6 Selection: The requesting dep’t plays a significant role in the final hiring decision, often providing input based on their assessment of the candidates that are the best fit for the team and the department’s needs.
4.1.7 Onboarding and Training: After a candidate is selected, the requesting dep’t shall be involved in the onboarding process, helping to integrate the new employee into the team, providing necessary training, and setting expectations.
4.1.8 Feedback and Continuous Improvement: The dep’t can provide feedback on the recruitment process, such as the quality of candidates and the effectiveness of the job description, which can help improve future recruitment efforts.
4.1.9 Communication with PM: The requesting dep’t shall maintain communication with PM throughout the recruitment process to ensure alignment of expectations, candidate progress, and any challenges that may arise.
4.2 Recruiter/people manager
4.2.1 Strategic Planning: PM collaborates with the requesting dep’t to understand their needs and confirm with the general manager and finance on the need for the position and develop a recruitment strategy that aligns with the company’s overall goals.
4.2.2 Job Posting and Advertising: PM is responsible for drafting and posting vacancies, usually giving consecutive 5 days of application period on various platforms (job boards and social media) attracting various candidates and ensuring the post reflects the company’s needs and reaches the target candidate.
4.2.3 Applicant Tracking: PM shall track the job post status and collect applications/resumes, and candidate information efficiently. The collected candidate’s number shall not surpass 20 if so, additional strategies shall be used such as google forms to filter the candidates based on the position requirements.
4.2.4 Compliance and Fair Hiring Practices: PM shall ensure that the recruitment process complies with labor laws and regulations, and equal employment opportunity to establish fair hiring practices and eliminate biases in the selection process.
4.2.5 Screening Candidates: PM shall conduct the initial screening of resumes to identify candidates who meet basic qualifications.
4.2.6 Coordination and conducting Interviews: PM shall coordinate the interview process, scheduling time between candidates and the requesting department, ensuring that all relevant parties are involved and that the process runs smoothly.
4.2.7 Selection: PM shall serve as a resource for the requesting dep’t throughout the process, asking questions, providing rosters, guidance and support, leading to the final selection of the candidate that best fit the requesting dep’t requirements. 4.2.8 Offer Management: PM shall manage the job offer process, including preparing offer letters, negotiating terms of employment (salary confirmation with finance dep’t), and coordinating background checks and references as needed.
4.2.9 Onboarding and Orientation: After a candidate accepts an offer, the PM shall manage the onboarding process, which includes preparing necessary documentation, conducting orientation sessions, and facilitating training.
4.2.10 Monitoring Workforce Trends: The PM shall stay informed about industry trends, competitive salary benchmarks, and workforce dynamics that impact recruitment strategies.
4.3 Finance Department
4.3.1 Budget Management: The finance dep’t is responsible for allocating and managing the budget for recruitment. This includes determining and approving the financial resources available for salaries, benefits, recruitment advertising, and other related costs.
4.3.2 Approval of Hiring Requests: Before recruitment can proceed, the finance department shall review and approve the budgetary implications of new hires or replacements along with the general manager ensuring that the hiring request aligns with the company’s financial capabilities and strategic priorities.
4.3.3 Salary Benchmarking: The finance dep’t shall collaborate with PM and general manager to develop salary benchmarks for specific positions, ensuring that the company remains competitive in the marketplace while also considering budget constraints.
4.3.4 Compensation and Benefits Planning: Finance shall collaborate with the PM and general manager to design compensation packages that are financially sustainable for employees and the company.
4.3.5 Cost-Benefit Analysis of Hiring Decisions: The finance dep’t shall conduct analyses to weigh the costs and benefits of hiring specific positions or mass recruitment against the company’s financial capabilities and strategic priorities.
4.3.6 Compliance and Financial Regulations: Finance ensures that compensation practices comply with regulations governing employment and payroll practices.
4.4 General Manager
4.4.1 Strategic Direction: The GM shall set the vision and direction for departments to ensure that the recruitment strategy aligns with the overall business objectives, including workforce planning based on anticipated needs for growth, projects, or changes in the market.
4.4.2 Budget Approval: The GM shall review and approve budgets related to recruitment and compensation for new hires, In collaboration with PM and finance to ensure that the hiring aligns with financial constraints and strategic priorities.
4.4.3 Representation: As a leader, the GM shall be present in interviews for key positions or when hiring for senior roles signaling candidates on the importance of the positions within the company.
4.4.4 Monitoring Workforce Trends: The GM shall stay informed about industry trends, competitive salary benchmarks, and workforce dynamics that impact recruitment strategies.
4.4.5 Feedback and Continuous Improvement: The GM shall actively seek feedback on the recruitment process from PM, requesting dep’t, and new hires to identify areas of improvement.
5. Work flow #
5.1 Identify Need
5.1.1 The requested department head identifies a need for a new or replacement position.
5.1.2 Conduct a job analysis to outline key responsibilities and requirements.
5.1.3 Officially fill and email the manpower request form to the people management dep’t.
5.1.4 The people management dep’t shall approve the request after the official confirmation of finance and the general manager.
5.1.5 The requesting department shall obtain manpower approval notice from the people management department upon the official confirmation of the general management within 24hr.
5.2 Job Description
5.2.1 Prepare JD for new positions or for old positions, an update of a job description which includes key responsibilities, required qualifications, and competencies.
5.3 Job Posting
5.3.1 Internal Posting
5.3.1.1 Post the job internally on the official telegram group accounts for the requested position form to give current employees the opportunity to apply.
5.3.2 External Posting
5.3.2.1 Advertise the position on relevant external platforms (e.g., LinkedIn, company website, social media).
5.3.2.2 Ensure the job posting is accessible to a diverse range of candidates.
5.4 Compliance
5.4.1 Equal Opportunity
5.4.1.1 Ensure the recruitment process adheres to equal employment opportunity and non-discrimination.
5.4.2 Regulatory Compliance
5.4.2.1 Stay informed of and comply with all relevant labor laws and regulations applicable to recruitment.
5.5 Application Process
5.5.1 Resume Collection
5.5.1.1 Collect applications through an established method (e.g., online application form, email).
5.5.1.2 Ensure applications are submitted within the specified timeframe.
5.5.2 Initial Screening
5.5.2.1 Reviews applications for minimum/basic qualifications of the requested roles and shortlists candidates for further evaluation based on predefined criteria set by the requesting dep’t.
5.5.2.2 The requesting department shall review the selected candidates and send the final candidates lists to the PM dept.
5.6 Selection Process
5.6.1 Interview schedule
5.6.1.1 Set a suitable time for an interview between candidates and the requesting dept. ensuring fairness and minimizing bias.
5.6.2 Interviewing Candidates
5.6.2.1 Conduct structured interviews using a consistent set of questions aligned with the job requirements.
5.6.2.2 Evaluate candidates based on predetermined criteria for the vacant position and record interview feedback.
5.6.3 Assessment:
5.6.3.1 If necessary, conduct skills assessments, tests, or practical evaluations to further candidate evaluation.
5.7 Reference and Background Checks
5.7.1 Reference and background Checks
5.7.1.1 Contact provided references to verify candidate work history and performance.
5.7.1.2 Conduct background checks to ensure the candidate is valid for the job.
5.8 Job Offer
5.8.1 Finalizing selection
5.8.1.1 The requesting dep’t and PM shall make a consensus decision on the preferred candidate.
5.8.2 Offering and official communication
5.8.2.1 Prepare a job offer including position, salary, benefits, and conditions.
5.8.2.2 Extend the job offer to the selected candidate through a formal written offer letter followed by a confirmation phone call.
5.8.3 Onboarding Process
5.8.3.1 Pre-Onboarding: – Send necessary documentation and responsibility details to the candidate before the recruit start date.
5.8.3.2 Orientation: – Organize an orientation session to familiarize new hires with organizational culture, policies, and procedures.
5.9 File Maintenance
5.9.1 Maintain records of all recruitment processes, including job postings, applications, interview notes, and correspondence for a minimum of a month.
5.10 Monitoring and Review
5.10.1 Periodically review the recruitment procedure and outcomes for continuous improvement. Gather feedback from all interested parties.
6. Generating records #
6.1 << BM-PM-P-25-001-01A Manpower request format>>
7. Reference documents #
7.1 <<ISO 9001:2015>>
8. Relevant documents #
8.1 << Ethiopian Labor Law>>
9. Flow chart #
