A

SUMMER INTENSHIP PROJECT ON

RECRUITMENT AND Selection
IN ADITYA BIRLA GROUP (UAIL)
UTKAL ALUMINA INTERNATIONAL LIMITED
DORAGUDA, RAYAGADA

Prepare by: Under the guidance of

Pratap Chandra Sahu Mr Satyajit Das
Regd no: 1706102044 Asst. Manager
Session: 2017-2019 UAIL,Doraguda
MBA (HR) Rayagada

Institute of Management and Information

Technology (IMIT), Cuttack

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 CERTIFCATE
This is to certify that project work entitled “ Recruitment and selection” at UTKAL
ALLUMINA INTERNATINAL LIMITED (UAIL) Doraguga ,Dist- Rayagada ,Odisha
ADITYA BIRLA GROUP; prepare by Pratap Chandra sahu is his original work
conducted under my guidance and supervision for partial fulfilment of Master in
Human Resource Management . The researcher has diligently undertaken the study
by collecting data from various sources and completed the study properly.

I find it satisfactory from the language and presentation point of view of the subject
matter.

I wish him all the success in life.

Mr Sunil Sahoo Mr Satyajit Das

AGM HR Asst. Manager (HR)
UAIL UAIL

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 ACKNOWLEDGEMENT

This project is the outcome of whole hearted cooperation and guidance of HR

Department of Utkal Alumina International Limited (UAIL)

I am very much thankful to AGM (HR) Mr. Sunil Sahoo who helped me
throughout the period of the project and encouraged me to learn and gain knowledge
under the tutelage of my mentor, Mrs.Llipseeta das.

I whole heartedly express my deep sense of gratitude to my guide Mr.Satyajit

Das, Asst. Manager (HR) whose perception and vision has shown the path to
achieve my objective. With sincere regard I thank him for his kind cooperation,
inspiration, guidance, timely help and encouragement during the project work.

Date: PRATAP CHANDRA SAHU

Place: TIKIRI Regd. No: 1706102044
MBA (HR)

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 DECLARATION

I Mr. PRATAP CHANDRA SAHU, a student of Institute of Management and

Information Technology(IMIT) Cuttack, do hereby declare that the project report
on” Recruitment and Selection” of Utkal Alumina International limited under the
guidance of Mr. Sunil Sahoo, AGM(HR) in UAIL and Mr. Satyajit Das, Asst.
Manager in UAIL. The report is exclusively and comprehensively prepared and
conceptualized by me. All the information and data given here in this project are as
per my fullest knowledge collected during my study and various websites. It is not
published any where before.

Thanking you,

Date:
Place: Signature of trainee

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 PREFACE

People are a company’s most important assets. They can make or break the
fortune of a business. In today’s highly competitive business environment
placing the right people in the right position is very critical for the success of any
organization. The recruitment and selection decision is of prime importantance
as it is the vehicle for obtaining the best possible person-to-job fit that will,
contribute significantly toward the company’s effectiveness. It is also becoming
increasingly important, as the company evolves and changes, that new recruit
show a willingness to learn, adaptability and ability to work as part of a team.
The Recruitment and selection procedure ensures that these criteria are
addressed.

In this project i have studied Recruitment and selection process of UAIL

Company and attempted to provide some ways so as to make recruitment more
effective and to reduce the cost of hiring an employee. I am privileged to be one
of the students who got an opportunity to do my training with UAIL Company.
My involvement in the project has been very challenging and has provided me a
platform to leverage my potential in the most constructive way.

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 Aim and objective of the
report:

The major aim of the report is to recognize and identify how theories and
concepts discussed in the MBA program can be applied in the aspect of
Recruitment and Selection process at an UAIL organization in Doraguda.

The objectives of the report is

1. Describe the organization and explain the scope of work in recruitment and
selection Process.

2. To experience different recruitment and selection activities which are

followed by Utkal Alumina International Ltd.

3. Recognize and identify how theories and concepts that covered in MBA
program are applied in recruitment and selection process.

4. Propose suggestions and recommendations for the practitioners the can

help management further to apply best practices in human resource
management in the organization.

5. To see the applicability of theory which have been taught to us

During the first year of our course.

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 Executive Summary

This is internship report based on the 45 days period internship program that I
had successfully completed in the Utkal Alumina International Ltd(UAIL) under
Human Resource Division from 01.06.2018 to 15.07.2018 as a requirement of
my MBA program on Institute of Management and Information
Technology(IMIT), Cuttack. The Utkal Alumina International Ltd is an Alumina
refinery organization which exports Alumina.

The objective of the report is to identify how theories and concepts are discussed
in my educational program can be practiced in the aspect of recruitment and
selection process at a Utkal Alumina International Ltd in Doraguda.

As usual, primary data and secondary data were used to prepare this report.
Primary data came from my day to day observation, questionnaire and
interviewing employees. Secondary data was collected by Organization employee
hand book, website, and relevant books. I tried to minimize to bias and produce
an unbiased report.

The UAIL is one of the top listed Alumina refinery organizations in India because
of their high performance driven. Their exclusive HR practices help them to
achieve their goals. Hence, the management development programs are
introduced to update their employees. This report tried to look on how and why
recruitment and selection process have done. This report also shows my
observation on recruitment and selection process. This report provides some
recommendation which may help to improve their process.

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 Contents
Sl no TOPIC PAGE NO
1 Introduction
Company profile 9-13

2 Recruitment and Selection – Introduction 14

3 What is recruitment? 15-16
4 Factors Affecting Recruitment 17-18
Internal factor
External Factors
5 Recruitment Process 19-26
Recruitment Planning
Recruitment Strategy
Searching the Right Candidates
Screening / Short listing
Evaluation and Control
6 Types of Recruitment 26-31
Internal Sources of Recruitment
External Sources of Recruitment
7 Recruitment Interviews 32-35
How to Interview?
Importance of Interview
Interview Process
8 Types of Interviews 35-36
9 What is Selection? 36-39
Importance of Selection
Advantages of Selection
Selection Process and Steps
10 Salary Negotiations 40-41
11 Making a Job Offer 41-44
How to Make a Job Offer?
Preparing a Job Offer Letter
What Next after Issuing a Job Offer?
12 Project Observation 45-48
13 Finding and Observation 49
14 Source of Data 50
15 Conclusion 51

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 INTRODUCTION

COMPANY PROFILE:-
The Aditya Birla Group is an Indian premium global conglomerate named
after Aditya Vikram Birla, headquartered in the Aditya Birla Centre in Worli, Mumbai,
India. The group interests in sectors such as viscose staple fibre, metals, cement
(largest in India), viscose filament yarn, branded apparel, carbon black, chemicals,
fertilizers, insulators, financial services, telecom (third largest in India), BPO and IT
services.

A US $41 billion corporation, the Aditya Birla Group is in the League of Fortune 500.
Anchored by an extraordinary force of over 120,000 employees, belonging to 42
nationalities. Over 50 per cent of its revenues flow from its overseas operations
spanning 36 countries.

The Aditya Birla Group has been ranked fourth in the world and first in Asia Pacific in
the ‘Top Companies for Leaders’ study 2011, conducted by Aon Hewitt, Fortune
Magazine and RBL (a strategic HR and leadership Advisory firm). The Group has
topped the Nielsen's Corporate Image Monitor 2014-15 and emerged as the Number
one corporate, the 'Best in Class', for the third consecutive year.

ABOUT ADITYA BIRLA GROUP

The Aditya Birla Group is an Indian premium global conglomerate named

after Aditya VikramBirla, headquartered in the Aditya Birla Centre in Worli, Mumbai,
India. It operates in 33 countries with more than 136,000 employees worldwide. The
group interests in sectors such as viscose staple fiber, metals, cement (largest in
India), viscose filament yarn, branded apparel, carbon black, chemicals, fertilizers,
insulators, financial services, telecom (third largest in India), BPO and IT services.

GLOBAL ACHIEVEMENT

The Aditya Birla Group traces its origins back to the tiny village of Pilani in the
Rajasthan desert, where Seth Shiv Narayan Birla started cotton trading operations in
1857. Today, the Group's footprint extends to 36 countries and its revenues are
US$40 billion. We trace the highlights of this remarkable journey, starting from the
present:

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2014

Megastore was chosen as the winner under the 'Food & Grocery Retailer' category -
'Images Most Admired Food & Grocery Retailer of the Year, Large Format' at the 7th
edition of the Coca Cola Golden Spoon Awards 2014

2013

Madura Clothing wins the 2013 Golden Peacock Award for Corporate Social
Responsibility

Mr. Kumar Mangalam Birla is chosen 'Business Leader of the Year' at the
Economic Times Awards for Corporate Excellence 2012-13, becoming, in the
process, the first corporate leader to win the award twice in 10 years. His previous
win was in 2003.

UltraTech wins Intel-AIM Corporate Responsibility Award — Governance and

Society: Asian CSR Awards 2013, for its work among the underprivileged and
highest standards of governance.

The Chlor-alkali and Phosphoric Acid division of Solaris Chemtech Industries was
acquired by the Aditya Birla Group through Aditya Birla Chemicals (India) Limited
(ABCIL) in May. The acquisition made ABCIL the largest producer of chlor-alkali in
India.

Most Inspiring Leader Award 2012" conferred on the Aditya Birla Group Chairman,
Mr. Kumar Mangalam Birla, by NDTV.

The Government of India released a commemorative postage stamp honoring the

visionary Mr. AdityaVikram Birla as India's 'First Global Industrialist'.

The special stamp was released by the President of India, Mr. Pranab Mukherjee, at
RashtrapatiBhavan in New Delhi on 14th January 2013.

The Aditya Birla Group (ABG) topped Nielsen's Corporate Image Monitor 2012-13
that measured the reputation of 40 leading corporates in the country across sectors.
ABG emerged 'Best in Class' across all the six pillars of Corporate Image comprising
product and service quality, vision and leadership, workplace management, financial
performance, operating style and social responsibility.

Godfrey Phillips 'Social Lifetime Achievement Award' conferred on Mrs. Rajashree

Birla in April 2013.

Giants International 'Lifetime Achievement Award' conferred on Mrs. Rajashree

Birla in April 2013.

Birla White Cement, an UltraTech brand, completed 25 years of operations.

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UltraTech's Birla White (Jodhpur) received the IMC Ramkrishna Bajaj National
Quality Award – Performance Excellence Trophy 2012.

Aditya Birla Nuvo's Indo Gulf won the Platinum Award for Excellence in
Manufacturing Processes in the Medium Business Sector at the Economic
Times India Manufacturing Excellence Awards (IMEA).

UltraTech Cement scored a hat-trick winning three awards at the Economic

Times India Manufacturing Excellence Awards (IMEA) — Vikram Cement Works
(Khor) won the Gold Award, Rawan Cement Works (Raipur) bagged the Gold
Certificate of Merit and Awarpur Cement Works (Maharashtra) received the Silver
Certificate of Merit.

Hindalco received the Golden Peacock National Quality Award for 2012 Aditya
Birla Financial Services received a Bronze award at the International ECHO
Awards 2012 in Las Vegas, which is equivalent to the Oscars of Direct Marketing
and a Gold, Silver and Merit certificate at the Midas Awards 2012, New York. The
Midas Awards honour the world's best financial marketing and advertising
campaigns. The company also won a Bronze at Effie 2012 for its effective marketing
campaign.

Aditya Birla Financial Services won the Silver Award at the Emvies 2012. The
Emvieshonour measurable and significant contributions in the field of Indian media.

For the second year in a row, Idea won the 'The Best Brand Campaign' award at
the World Communications Awards, 2012, in London, for its 'Population Control'
(3G pe busy) campaign. The same campaign won Gold at APPIES 2012 in
Singapore.

The mobile number portability campaign (No Idea, Get Idea) won the award for
'Excellence in Marketing' at the Economic Times Telecom Awards 2012.

Aditya Birla Minacs won Bronze in the 'Most Customer Friendly Company of the
Year' category at the Best in Biz awards from among more than 400 companies from
nearly every major industry.

Minacs' finance and accounting team won the Asian Leadership Award, second
time in a row, for 'Quality and Operations Excellence' for its innovative Q-Score
Model.

NDTV Profit Business Leadership Award jury rated Idea Cellular as ‘Best in Class’
telecom company.

‘Asian Centre Awards 2012 – Awards for Corporate Governance, Sustainability &
Leadership’ commended the Aditya Birla Group as the ‘Company with Best CSR
and Sustainability Practices’ and so on…….

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Aditya Birla Group- Beyond Business
 Reaches out annually to 7.5 million people through the Aditya Birla Centre for
Community Initiatives and Rural Development, spearheaded by Mrs.
Rajashree Birla.

 Works in 5,000 villages globally.

 Focuses on: health-care, education, the girl child, sustainable livelihood,
women empowerment projects, infrastructure and espousing social reform.

 Runs 42 schools which provide quality education to 45,000 children. Of these
18,000 students belong to the underprivileged segment. Merit Scholarships
are given to 24,000 children from the interiors.

 Its 18 hospitals tend to more than a million villagers.


 Ongoing education, healthcare and sustainable livelihood projects in

Philippines, Thailand, Indonesia, Egypt, Korea and Brazil, lift thousands of
people out of poverty.

The Aditya Birla Group transcends conventional barriers of business because we

believe it is our duty to facilitate inclusive growth.

Our Vision
To be a premium global conglomerate, with a clear focus on each of the businesses.

Our Mission
To deliver superior value to our customers, shareholders, employees and society at
large

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Our values
 Integrity: Acting and taking decisions in a manner that is fair and honest.
Following the highest standards of professionalism and being recognised for
doing so. Integrity for us means not only financial and intellectual integrity,
but encompasses all other forms as are generally understood.

 Commitment: On the foundation of Integrity, doing all that is needed to
deliver value to all stakeholders. In the process, being accountable for our
own actions and decisions, those of our team and those in the part of the
organisation for which we are responsible.

 Passion: An energetic, intuitive zeal that arises from emotional engagement
with the organisation that makes work joyful and inspires each one to give
his or her best. A voluntary, spontaneous and relentless pursuit of goals and
objectives with the highest level of energy and enthusiasm.

 Seamlessness: Thinking and working together across functional groups,
hierarchies, businesses and geographies. Leveraging diverse competencies
and perspectives to garner the benefits of synergy while promoting
organisational unity through sharing and collaborative efforts.

 Speed: Responding to internal and external customers with a sense of
urgency. Continuously striving to finish before deadlines and choosing the
best rhythm to optimise organisational efficiencies.

Utkal Alumina:-
Utkal Alumina Refinery project in Rayagada district of Orissa comprises of a 1.5
MTPA Alumina Refinery, Bauxite mines (Baphlimali) with reserves lasting for over 25
years, captive co-generation power plant of 3 x 30 MW. The trial run production has
already commenced. The output from UAIL would be sufficient to feed alumina to the
Mahan and Aditya Smelters.

With state of the art technology from the world’s best technology supplier Rio-Tinto-
Alcan and one of the best quality bauxite with tightly integrated logistics between
Mines and Refinery, the operating cost per tonne of Alumina is expected to be
among the lowest in the world.

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 Recruitment and Selection

Introduction:-
Recruitment and Selection is an important operation in HRM, designed to
maximize employee strength in order to meet the employer's strategic goals and
objectives. In short, Recruitment and Selection is the process of sourcing,
screening, short listing and selecting the right candidates for the filling the
required vacant positions.

In this tutorial, we will discuss the various aspects of Recruitment and Selection
such as the recruitment process, the factors affecting recruitment, recruitment
planning, and methods of recruitment, recruitment interviews, and selection
process and making an offer.

The Scope of Recruitment and Selection:-

The scope of Recruitment and Selection is very wide and it consists of a variety
of operations. Resources are considered as most important asset to any
organization. Hence, hiring right resources is the most important aspect of
Recruitment. Every company has its own pattern of recruitment as per their
recruitment policies and procedures.

The scope of Recruitment and Selection includes the following operations:

 Dealing with the excess or shortage of resources

 Preparing the Recruitment policy for different categories of employees
 Analyzing the recruitment policies, processes, and procedures of the
organization
 Identifying the areas, where there could be a scope of improvement
 Streamlining the hiring process with suitable recommendations

Choosing the best suitable process of recruitment for effective hiring of
resources Any organization wants it future to be in good and safe hands. Hence,
hiring the right resource is a very important task for any organization

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 What is Recruitment?
Recruitment is a process of identifying, screening, short listing
and hiring potential resource for filling up the vacant positions in an
organization. It is a core function of Human Resource Management.

Recruitment is the process of choosing the right person for the right position and
at the right time. Recruitment also refers to the process of attracting, selecting,
and appointing potential candidates to meet the organization’s resource
requirements.

The hiring of the candidates can be done internally i.e., within the organization,
or from external sources. And the process should be performed within a time
constraint and it should be cost effective.




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Importance of Recruitment:-
Recruitment is one of the most fundamental activities of the HR team. If the
recruitment process is efficient, then –

 The organization gets happier and more productive employees

 Attrition rate reduces.
 It builds a good workplace environment with good employee relationships.
 It results in overall growth of the organization.

Here is a list that shows the purpose and importance of Recruitment in an

organization:

 It determines the current and future job requirement.

 It increases the pool of job at the minimal cost.
 It helps in increasing the success rate of selecting the right candidates.
 It helps in reducing the probability of short term employments.
 It meets the organization’s social and legal obligations with regards to the
work force.
 It helps in identifying the job applicants and selecting the appropriate
resources.
 It helps in increasing organizational effectives for a short and long term.
 It helps in evaluating the effectiveness of the various recruitment
techniques.
 It attracts and encourages the applicants to apply for the vacancies in an
organization.
 It determines the present futures requirements of the organization and
plan according.
 It links the potential employees with the employers.
 It helps in increasing the success ratio of the selection process of
prospective candidates.
 It helps in creating a talent pool of prospective candidates, which enables
in selecting the right candidates for the right job as per the organizational
needs.

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 Factors Affecting Recruitment

Recruitment is an important function of the Human Resource Management in an

organization, and it is governed by a mixture of various factors. Proactive HR
Professionals should understand these factors influencing the recruitment and
take necessary actions for the betterment of the organization.

When the market condition changes, the organization also needs to monitor
these changes and discover how it affects the resources and analyze these
functions for making recruitment an effective process.

We have Internal Factors as well as External Factors that influence the recruitment
process.

In this chapter, we will be discussing these factors in detail.

Internal Factors
Organizations have control over the internal factors that affect their recruitment
functions. The internal factors are:

 Size of Organization
The size of the organization is one of the most important factors affecting the
recruitment process. To expand the business, recruitment planning is mandatory
for hiring more resources, which will be handling the future operations.

 Recruiting Policy
Recruitment policy of an organization, i.e., hiring from internal or external
sources of organization is also a factor, which affects the recruitment process. It
specifies the objectives of the recruitment and provides a framework for the
implementation of recruitment programs.

 Image of Organization
Organizations having a good positive image in the market can easily attract
competent resources. Maintaining good public relations, providing public
services, etc., definitely helps an organization in enhancing its reputation in the
market, and thereby attract the best possible resources.

 Image of Job
Just like the image of organization, the image of a job plays a critical role in
recruitment. Jobs having a positive image in terms of better remuneration,
promotions, recognition, good work environment with career development
opportunities are considered to be the characteristics to attract qualified
candidates.

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External Factors
External factors are those that cannot be controlled by an organization. The
external factors that affect the recruitment process include the following:

 Demographic factors – Demographic factors are related to the

attributes of potential employees such as their age, religion, literacy level,
gender, occupation, economic status, etc.


 Labour market – Labour market controls the demand and supply of

labour. For example, if the supply of people having a specific skill is less
than the demand, then the hiring will need more efforts. On the other
hand, if the demand is less than the supply, the hiring will be relative
easier.


 Unemployment rate – If the unemployment rate is high in a specific

area, hiring of resources will be simple and easier, as the number of
applicants is very high. In contrast, if the unemployment rate is low, then
recruiting tends to be very difficult due to less number of resources.


 Labour laws – Labour laws reflect the social and political environment of
a market, which are created by the central and state governments. These
laws dictate the compensation, working environment, safety and health
regulations, etc., for different types of employments. As the government
changes, the laws too change.


 Legal considerations – Job reservations for different castes such as STs,

SCs, OBCs are best examples of legal considerations. These
considerations, passed by government, will have a positive or negative
impact on the recruitment policies of the organizations.


 Competitors – When organizations in the same industry are competing

for the best qualified resources, there is a need to analyze the competition
and offer the resources packages that are best in terms of industry
standards.

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 Recruitment Process
Recruitment is a process of finding and attracting the
potential resources for filling up the vacant positions in an organization. It
sources the candidates with the abilities and attitude, which are required for
achieving the objectives of an organization.

Recruitment process is a process of identifying the jobs vacancy, analyzing the

job requirements, reviewing applications, screening, shortlisting and selecting
the right candidate.

To increase the efficiency of hiring, it is recommended that the HR team of an

organization follows the five best practices (as shown in the following image).
These five practices ensure successful recruitment without any interruptions. In
addition, these practices also ensure consistency and compliance in the
recruitment process.

Recruitment process is the first step in creating a powerful resource base. The
process undergoes a systematic procedure starting from sourcing the resources
to arranging and conducting interviews and finally selecting the right candidates.

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 Recruitment Planning
Recruitment planning is the first step of the recruitment process, where the
vacant positions are analyzed and described. It includes job specifications and
its nature, experience, qualifications and skills required for the job, etc.

A structured recruitment plan is mandatory to attract potential candidates from

a pool of candidates. The potential candidates should be qualified, experienced
with a capability to take the responsibilities required to achieve the objectives of
the organization.

 Identifying Vacancy

The first and foremost process of recruitment plan is identifying the vacancy.
This process begins with receiving the requisition for recruitments from different
department of the organization to the HR Department, which contains:

 Number of posts to be filled

 Number of positions
 Duties and responsibilities to be performed
 Qualification and experience required

When a vacancy is identified, it the responsibility of the sourcing

manager to ascertain whether the position is required or not, permanent or
temporary, full-time or part-time, etc. These parameters should be evaluated
before commencing recruitment. Proper identifying, planning and evaluating
leads to hiring of the right resource for the team and the organization.

 Job Analysis

Job analysis is a process of identifying, analyzing, and determining the duties,

responsibilities, skills, abilities, and work environment of a specific job. These
factors help in identifying what a job demands and what an employee must
possess in performing a job productively.

Job analysis helps in understanding what tasks are important and how to
perform them. Its purpose is to establish and document the job relatedness of
employment procedures such as selection, training, compensation, and
performance appraisal.

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The following steps are important in analyzing a job:

 Recording and collecting job information

 Accuracy in checking the job information
 Generating job description based on the information
 Determining the skills, knowledge and skills, which are required for the
job
The immediate products of job analysis are job descriptions and job
specifications.

 Job Description
Job description is an important document, which is descriptive in
nature and contains the final statement of the job analysis. This description is
very important for a successful recruitment process.

Job description provides information about the scope of job roles,

responsibilities and the positioning of the job in the organization. And this data
gives the employer and the organization a clear idea of what an employee must
do to meet the requirement of his job responsibilities.

Job description is generated for fulfilling the following processes:

 Classification and ranking of jobs

 Placing and orientation of new resources
 Promotions and transfers
 Describing the career path
 Future development of work standards
A job description provides information on the following elements:

 Job Title / Job Identification / Organization Position

 Job Location
 Summary of Job
 Job Duties
 Machines, Materials and Equipment
 Process of Supervision
 Working Conditions
 Health Hazards

 Job Specification
Job specification focuses on the specifications of the candidate, whom the HR
team is going to hire. The first step in job specification is preparing the list of all

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jobs in the organization and its locations. The second step is to generate the
information of each job.

This information about each job in an organization is as follows:

 Physical specifications
 Mental specifications
 Physical features
 Emotional specifications
 Behavioural specifications
A job specification document provides information on the following elements:

 Qualification
 Experiences
 Training and development
 Skills requirements
 Work responsibilities
 Emotional characteristics
 Planning of career

 Job Evaluation
Job evaluation is a comparative process of analyzing, assessing, and
determining the relative value/worth of a job in relation to the other jobs in an
organization.

The main objective of job evaluation is to analyze and determine which job
commands how much pay. There are several methods such as job grading, job
classifications, job ranking, etc., which are involved in job evaluation. Job
evaluation forms the basis for salary and wage negotiations.

Recruitment strategy
Recruitment strategy is the second step of the recruitment process, where
a strategy is prepared for hiring the resources. After completing the preparation
of job descriptions and job specifications, the next step is to decide which
strategy to adopt for recruiting the potential candidates for the organization.

While preparing a recruitment strategy, the HR team considers the following

points:

 Make or buy employees

 Types of recruitment

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 Geographical area
 Recruitment sources

The development of a recruitment strategy is a long process, but having a

right strategy is mandatory to attract the right candidates. The steps involved in
developing a recruitment strategy include:

 Setting up a board team

 Analyzing HR strategy
 Collection of available data
 Analyzing the collected data
 Setting the recruitment strategy


Searching the Right Candidates

Searching is the process of recruitment where the resources are sourced
depending upon the requirement of the job. After the recruitment strategy is
done, the searching of candidates will be initialized. This process consists of two
steps:

 Source activation: Once the line manager verifies and permits the
existence of the vacancy, the search for candidates starts.

 Selling: Here, the organization selects the media through which the
communication of vacancies reaches the prospective candidates.

Searching involves attracting the job seekers to the vacancies. The sources are
broadly divided into two categories: Internal Sources and External Sources.

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  Internal Sources
Internal sources of recruitment refer to hiring employees within the organization
through:

 Promotions
 Transfers
 Former Employees
 Internal Advertisements (Job Posting)
 Employee Referrals
 Previous Applicants

 External Sources
External sources of recruitment refer to hiring employees outside the
organization through:

 Direct Recruitment
 Employment Exchanges
 Employment Agencies
 Advertisements
 Professional Associations
 Campus Recruitment
 Word of Mouth


Screening / Short listing

Screening starts after completion of the process of sourcing the candidates.
Screening is the process of filtering the applications of the candidates for further
selection process.

Screening is an integral part of recruitment process that helps in removing

unqualified or irrelevant candidates, which were received through sourcing. The
screening process of recruitment consists of three steps:

 Reviewing of Resumes and Cover Letters

Reviewing is the first step of screening candidates. In this process, the resumes
of the candidates are reviewed and checked for the candidates’ education, work
experience, and overall background matching the requirement of the job.

While reviewing the resumes, an HR executive must keep the following points in
mind, to ensure better screening of the potential candidates:

 Reason for change of job

 Longevity with each organization
 Long gaps in employment
 Job-hopping
 Lack of career progression

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  Conducting Telephonic or Video Interview
Conducting telephonic or video interviews is the second step of screening
candidates. In this process, after the resumes are screened, the candidates are
contacted through phone or video by the hiring manager. This screening process
has two outcomes:

 It helps in verifying the candidates, whether they are active and available.
 It also helps in giving a quick insight about the candidate’s attitude, ability
to answer interview questions, and communication skills.

 Identifying the top candidates

Identifying the top candidates is the final step of screening the
resumes/candidates. In this process, the cream/top layer of resumes are
shortlisted, which makes it easy for the hiring manager to take a decision. This
process has the following three outcomes:

 Short listing 5 to 10 resumes for review by the hiring managers

 Providing insights and recommendations to the hiring manager
 Helps the hiring managers to take a decision in hiring the right candidate

Evaluation and Control

Evaluation and control is the last stage in the process of recruitment. In this
process, the effectiveness and the validity of the process and methods are
assessed. Recruitment is a costly process, hence it is important that the
performance of the recruitment process is thoroughly evaluated.

The costs incurred in the recruitment process are to be evaluated and controlled
effectively.

These include the following:

 Salaries to the Recruiters

 Advertisements cost and other costs incurred in recruitment methods, i.e.,
agency fees.
 Administrative expenses and Recruitment overheads
 Overtime and Outstanding costs, while the vacancies remain unfilled
 Cost incurred in recruiting suitable candidates for the final selection
process

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  Time spent by the Management and the Professionals in preparing job
description, job specifications, and conducting interviews.

Finally, the question that is to be asked is, whether the recruitment methods
used are valid or not? And whether the recruitment process itself is effective or
not? Statistical information on the costs incurred for the process of recruitment
should be effective.

Types of Recruitment
For any organization, recruitment is a crucial part of developing and
maintaining an effective and efficient team. A good recruitment strategy will cut
down the wastage of time and money, which would have incurred for extensive
training and development of unqualified resources.

Have you ever thought of, how a recruiter finds the right candidates? Recruiters
use different methods to source, screen, shortlist, and select the resources as
per the requirements of the organization. Recruitment types explain the means
by which an organization reaches potential job seekers.

In this chapter, we will shed some light on the secrets of hiring and recruiting
methods, used by the recruiters. Recruitment is broadly classified into two
different categories − Internal Sources and External Sources.

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 Internal Sources of Recruitment
Internal sources of recruitment refer to hiring employees within the organization
internally. In other words, applicants seeking for the different positions are
those who are currently employed with the same organization.

At the time recruitment of employees, the initial consideration should be given to

those employees who are currently working within the organization. This is an
important source of recruitment, which provides the opportunities for the
development and utilization of the existing resources within the organization.

Internal sources of recruitment are the best and the easiest way of selecting
resources as performance of their work is already known to the organization. Let
us now discuss more on the various internal sources of recruitment.

 Promotions
Promotion refers to upgrading the cadre of the employees by evaluating their
performance in the organization. It is the process of shifting an employee from a
lower position to a higher position with more responsibilities, remuneration,
facilities, and status. Many organizations fill the higher vacant positions with the
process of promotions, internally.

 Transfers
Transfer refers to the process of interchanging from one job to another without
any change in the rank and responsibilities. It can also be the shifting of
employees from one department to another department or one location to
another location, depending upon the requirement of the position.

Let’s take an example to understand how it works. Assume there is a finance

company called ABC Ltd. Having two branches, Branch-A and Branch-B, and an
employee from Branch-A resigned from his job responsibilities. Hence, this
position has to be filled for the continuation of the project in Branch-A.

In this scenario, instead of searching or sourcing new candidates, which is time

consuming and expensive, there is a possibility of shifting an employee from
Branch-B to Branch-A, depending upon the project requirements and the
capabilities of that respective employee. This internal shifting of an employee
from one branch to another branch is called as Transfer.

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  Recruiting Former Employees
Recruiting former employees is a process of internal sources of recruitment,
wherein the ex-employees are called back depending upon the requirement of
the position. This process is cost-effective and saves plenty of time. The other
major benefit of recruiting former employees is that they are very well versed
with the roles and responsibilities of the job and the organization needs to spend
less on their training and development.

 Internal Advertisements (Job Posting)

Internal Advertisements is a process of posting/advertising jobs within the
organization. This job posting is an open invitation to all the employees inside
the organization, where they can apply for the vacant positions. It provides
equal opportunities to all the employees working in the organization. Hence, the
recruitment will be done from within the organization and it saves a lot of cost.

 Employee Referrals
Employee referrals is an effective way of sourcing the right candidates at a low
cost. It is the process of hiring new resources through the references of
employees, who are currently working with the organization. In this process, the
present employees can refer their friends and relatives for filling up the vacant
positions.

Organizations encourage employee referrals, because it is cost effective and

saves time as compared to hiring candidates from external sources. Most
organizations, in order to motivate their employees, go ahead and reward them
with a referral bonus for a successful hire.

 Previous Applicants
Here, the hiring team checks the profiles of previous applicants from the
organizational recruitment database. These applicants are those who have
applied for jobs in the past. These resources can be easily approached and the

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response will be positive in most of the cases. It is also an inexpensive way of
filling up the vacant positions.

 Pros and Cons of Internal Sources of Recruitment

Internal sources of recruitment, i.e., hiring employees within the
organization, have its own set of advantages and disadvantages. The
advantages are as follows:

 It is simple, easy, quick, and cost effective.

 No need of induction and training, as the candidates already know their
job and responsibilities.
 It motivates the employees to work hard, and increases the work
relationship within the organization.
 It helps in developing employee loyalty towards the organization.

The drawbacks of hiring candidates through internal sources are as follows:

 It prevents new hiring of potential resources. Sometimes, new resources

bring innovative ideas and new thinking onto the table.
 It has limited scope because all the vacant positions cannot be filled.
 There could be issues in between the employees, who are promoted and
who are not.
 If an internal resource is promoted or transferred, then that position will
remain vacant.
 Employees, who are not promoted, may end up being unhappy and
demotivated.


External Sources of Recruitment

External sources of recruitment refer to hiring employees outside the
organization externally. In other words, the applicants seeking job opportunities
in this case are those who are external to the organization.

External employees bring innovativeness and fresh thoughts to the

organization. Although hiring through external sources is a bit expensive and
tough, it has tremendous potential of driving the organization forward in
achieving its goals. Let us now discuss in detail the various external sources of
recruitment.

 Direct Recruitment
Direct recruitment refers to the external source of recruitment where
the recruitment of qualified candidates are done by placing a notice of vacancy
on the notice board in the organization. This method of sourcing is also called as
factory gate recruitment, as the blue-collar and technical workers are hired
through this process.

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  Employment Exchanges
As per the law, for certain job vacancies, it is mandatory that the
organization provides details to the employment exchange. Employment
exchange is a government entity, where the details of the job seekers are stored
and given to the employers for filling the vacant positions. This external
recruitment is helpful in hiring for unskilled, semi-skilled, and skilled workers.

 Employment Agencies
Employment agencies are a good external source of recruitment. Employment
agencies are run by various sectors like private, public, or government. It
provides unskilled, semi-skilled and skilled resources as per the requirements of
the organization. These agencies hold a database of qualified candidates and
organizations can use their services at a cost.

 Advertisements
Advertisements are the most popular and very much preferred source of
external source of recruitment. The job vacancy is announced through various
print and electronic media with a specific job description and specifications of the
requirements. Using advertisements is the best way to source candidates in a
short span and it offers an efficient way of screening the candidates’ specific
requirements.

Let’s take an example. Assume that there is a Sales Company called XYZ Ltd
which has got a new project of selling a product in a short span of time, as the
competition is very high. In this scenario, choosing the specific recruitment plays
a vital role. Here the ideal type of recruitment which should be chosen is
Advertisement.

Advertisement is the best suitable practice for this kind of hiring, because a large
volume of hiring in a short span can be done through Advertisement only.
Advertisement is one of the costliest way to recruit candidates, but when time
and number are important, then advertisement is the best source of
recruitment.

 Professional Associations
Professional associations can help an organization in hiring professional,
technical, and managerial personnel, however they specialize in sourcing mid-
level and top-level resources. There are many professional associations that act
as a bridge between the organizations and the job-seekers.

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  Campus Recruitment
Campus recruitment is an external source of recruitment, where the educational
institution such as colleges and universities offers opportunities for hiring
students. In this process, the organizations visit technical, management, and
professional institutions for recruiting students directly for the new positions.

 Word of Mouth Advertising

Word of mouth is an intangible way of sourcing the candidates for filling up the
vacant positions. There are many reputed organizations with good image in the
market. Such organizations only need a word-of-mouth advertising regarding a
job vacancy to attract a large number of candidates.

 Pros and Cons of External Sources of Recruitment

An external source of recruitment, i.e., hiring employees outside an
organization, has both its benefits and drawbacks. The benefits are as follows:

 It encourages new opportunities for job seekers.

 Organization branding increases through external sources
 There will be no biasing or partiality between the employees.
 The scope for selecting the right candidate is more, because of the large
number candidates appearing.

The disadvantages of recruiting through external sources are as follows:

 This process consumes more time, as the selection process is very

lengthy.
 The cost incurred is very high when compared to recruiting through
internal sources.
 External candidates demand more remuneration and benefits.

To conclude, the HR department should be flexible enough to choose between

internal or external methods of recruitment, depending upon the requirement of
the organization.

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 Recruitment Interviews

An interview is a purposeful exchange of ideas, the answering of questions and
communication between two or more persons. Generally, an interview is a
process of private meeting conversation between people, where questions are
asked and answered, for obtaining information about qualities, attitudes,
prospectus etc.

An interview refers to a conversation with one or more persons acting as the

role of an interviewer who ask questions and the person who answers the
questions acts as the role of an interviewee.

The primary purpose of an interview is to transfer information from interviewee

to interviewer. Interviews can be formal or informal, structured or
unstructured. Interviews can be carried out one-to-one or in groups; they can
be conducted over telephone or via video conferencing.

There are different meanings of the word “interview”, as different scholars

defined the term differently. However, interviews have some basic objectives,
which are as follows:

 Through interviews, recruiters can verify the information obtained through

application forms and tests.
 Recruiters can obtain additional information about the candidates which
are not mentioned in the application forms or resumes.
 Interviews provide an applicant the information and the necessary facts
about the job and the organization.

How to Interview?
Various researches have proved that organizations that spend more time on
recruitment have benefitted greatly in long term. An important thing to do, when
you are planning for an interview is to think, whom you are interviewing and

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what kind of information you want from that person. Hence, you should prepare
a list of questions, which you want to ask, prior to conducting an interview.

Interviewing is both an art and a science. Hence, how to interview is a technique

that every HR professional should learn and try to implement.

The following five P’s should be taken into consideration in order to ensure
effective selection and interviewing:

 Prepare: Preparation is the first step of conducting an interview. Prior to

interview, the interviewer should make sure that he/she understands the
key elements of the job. And the interviewer should go through the
resume of the candidate for understanding his/her qualities and
efficiencies.
 Purpose: The interviewer should have knowledge about the purpose of
the interview, why he/she is conducting it. The interviewer should project
the organization as the best place to work to the interviewee, which helps
in selecting the right candidate.
 Performance: An interviewer must identify the attitude, attributes,
knowledge and skills of the applicants, who are needed for the success of
the organization. If the requirement is about special education and
technical skills, then hiring high-performing applicants plays an important
role.
 People Skills: The applicant, who comes for an interview, will not be
completely transparent. Hence, it is the job of an interviewer to un-mask
the applicant and discover the inner qualities and skills during the
interview. This good practice of hiring will help in selecting the right
candidate for the organization.


 Process: Every interviewer should follow a structured interview process

to get better results. A structured process of interview avoids bias and
gives equal and fair chance to all the applicants. The best way for
accomplishing this process is by using the behavioral based questions and
situational questions.



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 Importance of Interview
An interview provides an organization the scope to learn more about the
applicants, who come for an interview, while the applicants get an opportunity to
become more familiar with the demands of a given position. Interviews enable
both the parties to exchange information, ask questions and also help in
evaluating the potential for establishing a professional working relationship with
the organization.

Interviews help in gathering a wide range of information about the applicants’

attitude, feelings and motivations, which in turn help in the decision-making
process to hire the right candidates.

The following points explain the importance of conducting interviews:

 Interviews help in selecting the right candidate from a group of

applicants, who applied for a job.
 Interviews are a medium to help collect useful information about potential
candidates.
 Information given in the application form or resume is very less.
Recruiters can ask the candidates to provide an elaborate explanation
during the interview.
 A good interviewer gives good impression about the organization, which in
turn increases the goodwill of the organization.
Interviews also help in promotions and transfers of the candidates, as per the
requirements of the organization.

Interview Process
Interviewing candidates is the final stage in the recruitment process.
Hence, to find the right person for a specific position, there should be a proper
process, that has to be followed for the right results.

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An ideal interview process for selecting the right candidates is as follows:

 Determine the requirements of the job. Conduct a thorough job analysis.

 Prepare a specific job description and a job specification.
 Make a plan − how and where to find qualified candidates.
 Collect and review applications and resumes and from them, select the
most potential and qualified candidates for further proceedings.
 Interview the shortlisted candidates based upon the job description and
specification.
 Verify the candidates’ background with the references provided by them.

Following such an interview process, the HR department can hire the best
possible candidates for a vacant job position.

Types of Interviews
Depending up the requirements, situations, locations and time, the interviews
are broadly classified into ten different categories. Recruiters should be
knowledgeable enough to understand which type of interview should be used
when.

The different types of interviews are as follows:

1. Structured Interview: In this type, the interview is designed and detailed

in advance. A structured interview is pre-planned, accurate, and consistent
in hiring the candidates.

2. Unstructured Interview: This type of interview is an unplanned one,

where the interview questionnaire is not prepared. Here, the effectiveness
of the interview is very less and there is a tremendous waste of time and
effort of both the interviewer and the interviewee.

3. Group Interview: In this type of interview, all the candidates or a group

of candidates are interviewed together. Group interviews are conducted to
save time when there is a large number of applications for a few job
vacancies. A topic will be given to discuss among the candidates and the
interviewer judges the innovativeness and behavior of each candidate in
the group.

4. Depth Interview: Depth interview is a semi-structured interview, where

the candidates have to give a detailed information about their education
background, work experience, special interests, etc. And the interviewer
takes a depth interview and tries in finding the expertise of the candidate.

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 5. Stress Interview: Stress interviews are conducted to discover how a
candidate behaves in stressful conditions. In this type of interview, the
interviewer will come to know whether the candidate can handle the
demands of a complex job. The candidate who maintains his composure
during a stress interview is normally the right person to handle a stressful
job.
6. Informal Interview: Such interviews are conducted in an informal way,
i.e., the interview will be fixed without any written communication and can
be arranged at any place. There is no procedure of asking questions in this
type of interview, hence it will be a friendly kind of interview.
7. Formal Interview: A formal interview held in a formal way, i.e., the
candidate will be intimated about the interview well in advance and the
interviewer plans and prepares questions for the interview. This is also
called as a planned interview.
8. Panel Interview: Panel interview, as the name indicates, is being
conducted by a group of people. In this type of interview, three to five
members of the selection committee will be asking questions to the
candidates on different aspects. The final decision will be taken by all the
members of the panel collectively.
9. Exit Interview: Exit interviews are conducted for those employees who
want to leave the organization. The importance of the exit interview is to
discover why an employee wants to leave his job.

What is Selection?
Selection is the process of picking or choosing the right candidate, who is
most suitable for a vacant job position in an organization. In others words,
selection can also be explained as the process of interviewing the candidates and
evaluating their qualities, which are required for a specific job and then choosing
the suitable candidate for the position.

The selection of a right applicant for a vacant position will be an asset to the
organization, which will be helping the organization in reaching its objectives.

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Different authors define Selection in different ways. Here is a list of some of the
definitions:

 Employee selection is a process of putting a right applicant on a right job.



 Selection of an employee is a process of choosing the applicants, who

have the qualifications to fill the vacant job in an organization.


 Selection is a process of identifying and hiring the applicants for filling the
vacancies in an organization.


 Employee selection is a process of matching organization’s requirements

with the skills and the qualifications of individuals.

A good selection process will ensure that the organization gets the right set of
employees with the right attitude.

Difference between Recruitment and Selection

The major differences between Recruitment and Selection are as follows:

Recruitment Selection

Selection is defined as the process of

Recruitment is defined as the process of choosing

the right candidates for the vacant

identifying and making the potential positions.

candidates to apply for the jobs

Recruitment is called as a positive Selection is called as a negative process

process with

with its approach of attracting as many its elimination or rejection of as many

candidates as possible for the vacant candidates as possible for identifying the
jobs right

candidate for the position

Both recruitment and selection work hand in hand and both play a vital role in
the overall growth of an organization.

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 Importance of Selection
Selection is an important process because hiring good resources can help
increase the overall performance of the organization. In contrast, if there is bad
hire with a bad selection process, then the work will be affected and the cost
incurred for replacing that bad resource will be high.

The purpose of selection is to choose the most suitable candidate, who can meet
the requirements of the jobs in an organization, who will be a successful
applicant. For meeting the goals of the organization, it is important to evaluate
various attributes of each candidate such as their qualifications, skills,
experiences, overall attitude, etc. In this process, the most suitable candidate is
picked after the elimination of the candidates, who are not suitable for the
vacant job.

The organization has to follow a proper selection process or procedure, as a

huge amount of money is spent for hiring a right candidate for a position. If a
selection is wrong, then the cost incurred in induction and training the wrong
candidate will be a huge loss to the employer in terms of money, effort, and also
time. Hence, selection is very important and the process should be perfect for
the betterment of the organization.

Advantages of Selection
A good selection process offers the following advantages:

 It is cost-effective and reduces a lot of time and effort.



 It helps avoid any biasing while recruiting the right candidate.

 It helps eliminate the candidates who are lacking in knowledge, ability,

and proficiency

 It provides a guideline to evaluate the candidates further through strict
verification and reference-checking.


 It helps in comparing the different candidates in terms of their

capabilities, knowledge, skills, experience, work attitude, etc.

A good selection process helps in selecting the best candidate for the
requirement of a vacant position in an organization

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 Selection Process and Steps
As we have discussed that Selection is very important for any organization for
minimizing the losses and maximizing the profits. Hence the selection procedure
should be perfect. A good selection process should comprise the following steps:

 Employment Interview: Employment interview is a process in which

one-on-one session in conducted with the applicant to know a candidate
better. It helps the interviewer to discover the inner qualities of the
applicant and helps in taking a right decision.


 Checking References: Reference checking is a process of verifying the

applicant’s qualifications and experiences with the references provided by
him. These reference checks help the interviewer understand the conduct,
the attitude, and the behaviour of the candidate as an individual and also
as a professional.


 Medical Examination: Medical examination is a process, in which the

physical and the mental fitness of the applicants are checked to ensure
that the candidates are capable of performing a job or not. This
examination helps the organization in choosing the right candidates who
are physically and mentally fit.


 Final Selection: The final selection is the final process which proves that
the applicant has qualified in all the rounds of the selection process and
will be issued an appointment letter.

A selection process with the above steps will help any organization in choosing
and selecting the right candidates for the right job.

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 Salary Negotiations
Salary negotiation is done ahead of issuing an offer letter. This is the heart of
recruitment and selection process, wherein the actual worth of a right candidate
will be evaluated. The remuneration offered should be balanced, acceptable and
agreed by both the parties – the employer and the employee.

Some organizations have salary grades, which are already assigned for each
and every position, hence the new employee also receives the salary as per the
grade for which the candidate is qualified and selected for.

 A Win-Win Situation
The negotiations should be a win-win situation, where both the candidate and
the employer should benefit.

If the candidate expects and demands for a higher salary than the offered
salary, then the employer can raise the package (if the budget permits) in the
following cases:

  The candidate is highly talented with a potential to deliver great results.

 The candidate has exceptional skills which are rare in the market.

Sometimes there is high demand for a skill and the market does not have
sufficient supply of qualified candidates to fill the gap. In such cases, the HR
team offers lucrative packages in order to attract talented professionals.

Hiring managers, most of the time, have a budget for each position and they are
under pressure to hire the right candidates without overshooting their assigned
budget.

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  Tips for Good Salary Negotiation
Hiring managers should keep the following points in mind while negotiating
salary with a potential candidate:

 Research about the job posting well in advance and have a clear
understanding of the demand and supply of skilled professionals in the job
market.
 Make the candidates understand the break-up of the total package that is
offered.
 Do not let the candidate know the maximum salary that can be offered.
 Do not reject a candidate if his expectations are beyond the budget,
rather try to make them understand the fringe benefits that is being
offered in the package.

Salary negotiation is extremely important, as it can either make or break a

selection. Sometimes, hiring managers tend to go overboard and offer an
extraordinary package to attract a right candidate. At other times, a potential
candidate rejects the offer because it was not up to his expectation. Hence, it is
very important to maintain balance between hiring the right candidates and
working within the boundaries of the assigned budget.

Making a Job Offer

Making a job offer is the final stage of recruitment and selection.
Once a candidate is selected, he/she will be issued an offer letter, which
describes the designation, job location, role, responsibilities, remuneration,
benefits, and a few terms related to the company policies.

Most HR professionals tend to believe that making an offer is a simple process,

but in many cases, it is not so. Making an offer is a crucial part of recruitment
and selection, because it’s a stressful and demanding process until the candidate
joins the company, after issuing an offer. At this stage, a lot of responsibility lies
on the shoulders of the HR with regards to the process after making an offer.

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 How to Make a Job Offer?

Making a job offer is a delicate process and it should be handled carefully. The
outcome of this process can be one of the following:

 the candidate may accept and start working with the organization, or


 the candidate may accept a better job offer from another organization, if
he gets one.

Hence, the HR team should take quick action at his stage. The following points
should be kept in mind while making a job offer:

 Do Not Delay: Issue an offer letter as soon as a candidate is selected,

especially if the resources are limited.

 Put the job offer on the table: While issuing an offer letter, do not wait
for the right time. Contact the selected candidate over phone and give
him a verbal confirmation that he/she is selected to fill the position
vacant.


 Set a deadline to accept the offer: Once the offer is issued to the
candidate, set a reasonable deadline to accept the offer. Take a
confirmation from the candidate that he/she should join as per the date of
joining mentioned in the offer letter.


 Stay connected: Even after the offer is accepted by the candidate, it is

the responsibility of the hiring manager to be in touch with the selected
candidate, till he/she joins the organization.

After finding the right resource for the vacant job in the organization, the offer is
prepared and released to the candidate. It is crucial at this stage to follow a
correct process in order to close the deal and ensure that the selected candidate
joins the organization as per the terms issued in the offer letter.

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 Preparing a Job Offer Letter

Once the salary negotiations are completed, the next step is preparing and
issuing a job offer letter. During the confirmation of the job offer through phone
call or mail, it is best to make the initial offer and discuss about the terms of the
employment.

A formal job offer should include the following:

  Name of the employee

  Title or designation of the job

  The remuneration or salary offered

  Employment commencement date

  Roles and responsibilities of the job

  Terms and conditions (contract/temporary/permanent) of the job

  Compensations and benefits

  Conditions during the probationary period

 Additional condition, which includes legal, background verification etc.

Once the offer letter is prepared and issued to the selected candidate, ask the
candidate to send a signed copy of the offer letter, as a token of acceptance of
the job offer.

The process of recruitment and selection starts right from understanding the
requirements, sourcing, scheduling, shortlisting, interviewing, selecting and
finally issuing the offer letter. The process is not over till the candidate joins.

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 What Next after Issuing a Job Offer?
Employees usually have to serve a notice period before switching
jobs. So, there is a time-gap of one month or so after a candidate accepts the
Offer Letter till the time he joins the organization. During this time-gap, the role
of a recruiter is important because the candidate may or may not join, even
after accepting the offer letter! Hence, the recruiter should be in touch with the
candidate through mails/messages/calls till he/she joins the company.

This communication and the relationship between the recruiter and the
candidate will help the process to complete and reduce the risks of the candidate
not joining the company. Hence, communication plays a vital role in the process
of recruitment and selection.

The following steps are important after a candidate accepts the Job Offer:

 Documentation process: This process includes collecting documents

such as educational certificates, id proof, address proof, previous
company offer letter, relieving letters, etc. If a candidate responds
positively, then it is an indicator that he/she is actually interested in
joining the organization.


 Employment verification process: Collecting an employment

verification document, which consists of the details of the previous
employers and their references? It provides information regarding the
behavior and attitude of the candidate.


 Contacting the candidates: Be in contact with the candidate through

calls or mails or messages, which helps in building a relationship between
the recruiter and a potential employee. It also helps in knowing the status
of the candidate joining the organization.


 Resignation from current employment: As soon as an offer letter is

issued to the candidate, make sure that the candidate resigns his current
job and shares a copy of the resignation document/mail. Later on, do
follow up with regards to the resignation acceptance document/mail from
the current employer.


 Following up for the joining date: Finally, keep following up with the
candidate about the joining date, because it will help in knowing the
status of the candidate joining the organization as per the joining date
mentioned in the offer letter.

All the above points help the employer in identifying the interest and the
seriousness of a candidate in joining the organization.

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 POJECT OBSERVATION
First few weeks I observed the processes followed in the organizational
culture and other processes.

The following weeks through intermitted informal chart with the HR head, I
was able to get the overview of the HR practices, candidate searching method,
and interview process, selection process and the company policies.

I was involving that the HR division give lot of client requirement is that
job description to source the perfect resume that fits in for the role. Through this
I was able to learn and interact with candidate and judge there knowledge. If
any vacancy are create in any Division/Department the company follow some
recruitment process . There are describe bellow:-

Receiving manpower requisition form

At first, division/department must fill the manpower requisition form. In

requisition form, there are some aspects. These are:

 Position details: Here, manger from division/department will write down

the position name, department, division, type of vacancy, number of
employee needed, date by which personnel is required to join.
 Job description: In job description, managers mention about task of
vacant job.
 Job specification: In job specification, manager will point out skills that
need to perform. Here, he will portray about educational qualification,
experience, and age limit. If experience is not needed, manager will write
that experience is not mandatory but preferable.” Manager can add other
points like employee must active, stress free mind etc.

Approval:
This box is just about taking signature. Here, manager, raised requisition,
will sign. Divisional Head, Head of HR and Deputy Managing director will sign
also. After singing divisional head, manager will send it to HR division. Then HR
division will examine it and HR Head will sign. Then it will go for deputy
managing director’s sign.

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Attract applicants and collecting resumes

After approval from deputy managing director, Human resource division will start
their recruitment tasks. HR division will send the photocopy of manpower
requisition form and it will keep the original copy. After that it will set how to
draw applicants’ attention. There are two sources for collecting resumes.

Internal sources: Through internal sources they collect resumes.

Internal sources help HR division reduce the cost. There are some sources
that are used to utilize internal resources. These are:
 Employee referrals
 Notice board
 Transfer and promotion

External sources: Through these sources, The Alumina International

Limited (UAIL) gathers huge and good number of applicants. The Sources
are:
 Newspaper advertisement
 Online advertisement

Sort out applicants

After Collecting Resumes, HR division of The Utkal Alumina International Limited
(UAIL) starts it selection process. Resumes are chosen in two approaches. At
first, HR division selects applicants’ resumes. Next, they decorate resumes and
send these resumes to concerned division/department. After that, concerned
department does the final selection and gives back to HR division.

Make call list and informing candidates

Next work is to inform applicants for attending exam. For this, HR division
makes call list. This call list includes applicants’ name, father’s name, and mobile
number and remarks. HR division calls applicants.

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 Preparing candidates profile summary

Now HR Division will ready for preparing itself. They will make candidates profile
summary. Most of the candidates profile summary is prepared after written
exam. This candidate’s profile summary contains applicants’ name, father’s
names, last education, education institution, date of birth, experience, reference.
This will help interviewee to understand applicants in a moment.

Preparing Attendance Sheet

Before written/viva/practical exam, HR division will prepare attendance sheet.
This attendance sheet includes applicants’ name, father name, mobile number
and signature box. After preparing it, it will be sent to reception. So when
candidates will come, they will sign there.

Written/Viva/Practical exam
For selecting final employee, HR division arranges some examinations where
candidates will give test. In written test, applicants must have to get 30 percent
number. Written exam is divided on some categories. There are question about
English, Reasoning, Aptitude, Math, General knowledge and Technical related.
Candidates must answer the job related question otherwise. Otherwise they will
not be passed. Then HR division checks the exam paper and attaches with
resumes. Followed by, they publishes written exam with the authorization of
board of director. After passing written exam, HR Division organizes viva. All
interviewers will mark candidates. They will average all interviewers’ mark and
select final person. They also select additional two or three applicants. If first
choice applicant is not available, they can go for second and third best
candidate. If practical test is not needed, HR Division will done final result.

Call the finally selected candidates:

After final result, HR division ensures that finally first choice candidate will
attended their organization. If first choice does not expect their condition, HR
division will go for second best or third best choice. Then HR division calls finally
selected on fixed date to bring necessaries papers.

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Employment Check List for new joiner:
New joiner has to handover some important documents. These documents are:

 Updated resume
 Employee Information form
 Certificate and Transcript
 Release order
 copy passport size photograph
 National ID card photocopy
 Nationality certificate
 Joining letter
 Nominee form
 Three hundred taka non-judicial stamp paper
 Medical certificate
 Bank account

The joining formalities for new employee helped me in knowing the post
Recruitment process and the document needed which a new join the origination.

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 FIENDING AND OBSERVATION

 The most significant finding of the study on recruitment strategy

prevailing in the origination is very effective. The employees are quite
satisfied with the current recruitment methods.
 I was finding and observing that 92% of the employees have been
working in the origination for a long period. This signifies the job security
and satisfaction offer by the company to its employees.
 Our study show that the employees have joined this origination aiming for
career growth, good pay scale and more benefit with the company
offered.
 The company approach to its recruitment police so that the right person is
very essential for the right job, as nearly 88% of the employee fault that
they were offered jobs according to their qualification and experience.
 I was finding and observe that the company gives a internal recruitment,
because of the employees career growth, their job satisfaction, pay scale
etc.
 The company has been trying to infuse new blood in the origination by
appointing fresh graduate and technologist, to set a competitive so as to
face competitive world.
 I was observing that UAIL has a good recruitment police where the
employees are recruited by each department as per the requirement from
time to time.
 Recruitment and selection process done continuously: In the UAIL,
recruitment and selection is a continuous process. Almost every week, HR
division has done recruitment and selection task and these tasks have
done chronologically.

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 SOURCES OF DATA
Both primary and secondary sources of information were used for the collection
of required data during the study.

A. Primary sources: primary data refers to the collection of first hand data.
The data collection from primary sources refers to the opinion of
executives as well as well non executive’s employees of the organization.
It includes observation, interview and questionnaire etc. To enrich the
study the viewpoint of the management on the concerned were also
collected through information discussions.

B. Secondary sources : Secondary data refers to the data, which is not

newly generated but rather obtained from:
 Published sources.
 Report on the study.
 Unpolished sources.

The data collection through secondary sources include official document

from personal Department, and Training and Development Department, Manual,
Magazines, Internet etc.

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 CONCLUSION

Recruitment as being one of the major topics is rewired by most of the

organization. Hence the study helped in understanding the various aspect
of recruitment and selection process. In the UAIL THE SOURCES OF
Recruitment is effective, the internal selection of the organization also in
an economical mean which also reduce costs, only after looking the
efficiency of the existing employee towards the company and his sincerity
that employee will be selected, in UAIL the effective selection process is
adopted. Also the employee of UAIL is satisfied with the Recruitment and
Selection process. Also they are well aware about the various sources and
methods of Recruitment and selection.

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