Recruitment SOP

1. Purpose

The purpose is to establish a clear and consistent process for recruiting employees to ensure that the organization attracts, hires, and retains the best talent.

2. Scope

This SOP applies to all positions within the organization and covers all stages of the recruitment process, from job requisition to final offer acceptance & On boarding

3. Roles and Responsibilities

• AGM HR

  • Oversee the entire recruitment process.

  • Ensure that all recruitment activities are in compliance with legal and organizational standards.

  • Approve job requisitions and advertisements.

  • Ensure proper documentation and records are maintained.

• Hiring Manager:

  • Obtaining approval in MRF

  • Define job requirements, skills, and competencies.

  • Participate in the interview process.

  • Provide feedback and make final hiring decisions.

• Recruitment Team

  • Post job ads and handle initial screening of candidates.

  • Sourcing and screening of candidates.

  • Scheduling for Interviews.

  • Coordination with the Stakeholders for interview process

  • Evaluating the candidates.

  • Approval in Appointment Clearance form.

  • Issuing Offer letter to the new joining candidate

• Candidates:

  • Submit applications and required documentation as per the job posting.

  • Participate in interviews and assessments as scheduled.

4. Recruitment Process Steps

Step 1: Job Requisition

• The Hiring Manager submits a job requisition request to the HR department, which includes:

  • Job title

  • Job description

  • Required skills and qualifications

  • Salary range and benefits

  • Any other relevant details

Step 2: MRF Approvals

·         The Hiring manager or department head submits a formal request for new manpower or replacement of an existing employee.

Step 3: Job Advertisement

• The recruitment team creates and posts the job advertisement on relevant platforms (company website, job boards, social media, recruitment agencies, etc.).

• Ensure job postings are consistent, clear, and inclusive.

• Job postings should remain open for a specific period (e.g., 2-4 weeks).

Step 4: Resume Screening

• The recruitment team reviews the applications and shortlists candidates based on qualifications, experience, and skills.

• Ensure that candidates meet the basic job requirements before moving forward.

Step 4: Initial Interview

• The recruitment team conducts a preliminary phone or video interview to assess the candidate’s suitability for the role.

• Questions should focus on general qualifications, skills, and fit within the company culture.

Step 5: Assessment/Skill Tests (if applicable)

• Some positions may require candidates to complete skill assessments, coding tests, or personality evaluations.

• The Hiring Manager or HR team will coordinate these tests and evaluate the results.

Step 6: Final Interview

• A face-to-face or virtual interview with the Hiring Manager and Director

• Interviews should assess technical expertise, problem-solving skills, and cultural fit.

Step 6: Salary Fixation & Negotiation

• Salary Discussion: During the interview or offer stage, HR or the hiring manager discusses salary expectations with the candidate. Ensure clear communication about compensation components (base salary, bonuses, benefits, etc.).

• Negotiation Process: The candidate may propose a salary higher than initially offered. In this case, HR or the hiring manager must negotiate within the company’s pay structure and budgetary limits, considering the candidate’s expectations and the organization's constraints.

Step 7: Reference and Documentation Checks

• Conduct reference checks from previous employers to verify candidate experience and performance.

• Perform background checks (criminal, educational, and employment verification) as per the organization's policy.

Step 8: Appointment Clearance

• HR verifies that the candidate has met all internal requirements and procedures for appointment. This includes checking the completion of all documentation and background checks.

• The hiring manager confirms that the candidate meets the expectations and requirements for the role, including fit within the team and company culture.

• A signed approval on the proposal document from the Hiring Head and respective Director

Step 8: Job Offer

• Once a candidate is selected, the HR department prepares a job offer letter that includes:

  • Job title

  • Terms and conditions of employment

• The HR Manager and TA will discuss the offer with the selected candidate.

Step 9: Offer Acceptance and On boarding

• Once the candidate accepts the offer, HR prepares for on boarding:

  • Provide employment contract and any required documents.

  • Set up an orientation session to introduce the new hire to the company, its culture, and systems.

Step 9: Background Verification

·         Background verification is typically initiated after the candidate has successfully passed the interview process and has been selected for the role, but before the final appointment or offer letter is issued.

5. Documentation and Record-Keeping

• Ensure that all recruitment-related documentation (MRF, applications, interview notes, job offers, and background checks) is stored securely.

• Maintain a record of all job postings and the candidates who were interviewed, along with the final decision.

7. Continuous Improvement

• Regularly review and evaluate the recruitment process to ensure its effectiveness.

• Seek feedback from candidates and hiring managers to identify areas for improvement.

• Overall Recruitment TAT: Establish an overall recruitment process TAT target, such as 30–45 days from job requisition to candidate hiring.

8. Appendices

• Manpower Request Form

• Interview Evaluation Form

• Appointment Clearance Form

• Job Appointment Letter Template