Recruitment process in

Ceylon cold stores

(CCS)

Group 02

Assignment 2

Human Resource
Management
BBAH 2143
Lecturer: Ms. N Jasintha

Faculty of Management Studies and

Commerce
University of Jaffna
Sri Lanka 1

2021
Group Member Details – Group 2

Registration number Name Contribution

Sachin Danushka
2019/BAD/209 yes
Welikala

2019/BAD/212 S. Minoli Anjana Silva yes

2019/BAD/269 Thurika Rathnasiri yes

Tharindu Lakmal
2019/BAD/274 yes
Dharmasena

Minoli Maheshika
2019/BAD/292 yes
Waraketiya

W. Aneesha Vimarshani
2019/BAD/293 yes
Fernando

W. A. Shela Mishmi
2019/BAD/294 yes
Was

W.M.H. Charuka
2019/BAD/295 yes
Rathnasooriya

Hasitha Niranjaya
2019/BAD/300 yes
Wijesooriya

J.M.D. Sesmini
2019/BAD/307 yes
Sandalika Jayamanne

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Contents.

1 Introduction of the company

1.1About the company
1.2 Vision
1.3 Values
1.4 Products of the company
2 What the HR function is?
3 Process of selected HR function of the company
4 Benefits and Drawbacks of the selected function to the
organization.
5 Recommendations and suggestion for the company to improve
6 Conclusion

References
Attachment

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 1. Introduction of the company.
1.1 About the company.

 “Ceylon Cold Stores (CCS)” is a leader in Sri Lanka’s One of the oldest and trusted
food and beverage manufacturing company which provides carbonated soft drinks and frozen
confectionery markets and located in Hanwella Sri Lanka; It is offering an exciting array of
products to discerning customers, through its heritage brand “Elephant House” and several
emerging brands. Deep industry insights gained over 15 decades of market strength have
sharpened the Company’s understanding of evolving customer preferences, enabling it to
consistently deliver great products through convenient and accessible channels. . It is a
company that was strongly founded on the values of trust and integrity, CCS has been in
operation for 155 years and is now a leading member company of John Keels Holdings
Group, Sri Lanka’s largest conglomerate.

1.2 Vision.
“Our passion is to deliver pleasure and nutrition throughout people’s lives, through
exciting and superior products, whenever and wherever they choose to eat and drink.”

1.3Values
Day in and day out, everything we do at “ABC” is guided, shaped, influenced and defined by
the five-core value that underpin our corporate philosophy.
 Innovation: Changing constantly, re-inventing and evolving
 Integrity: Doing the right things always
 Excellence: Constantly raising the bar
 Caring: Fostering a great place to work
 Trust: Building strong relationships based on openness and trust

1.3Products of the company.

 Carbonated Soft Drinks (CSD) variants

 Ice cream flavors
 Fruit drinks variants
 Flavored milk
 Bottled drinking water

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 2. What The HR Function Is?

Human resource management is a management function concerned with hiring,

motivating, and maintaining the workforce in an organization. It is the practice of managing
people to achieve better performance.
Human resource management functions can be classified into the three categories.
 Managerial functions
 Operative functions
 Advisory functions
Top 7 HR functions are given below.
1. job design and analysis
describe the duties , responsibilities and operations of the job to hire the right
employee.
2. employee hiring and selection
hire and retain qualified employee to achive the goals and objectives of the
company.
3. Employee training and development
Impart to proper training and right development of the onboarded candidates.

4. Recruitment
It is the process of finding and attracting suitably qualified people to apply for
employment
5. Labour relations
Provide proper rules regulations and policies about labour relaions. This function
refers to human resource management interaction with employee represented by
a trade union.
6. employee wefare administration
this function refers to various services, benefits, and facilities that are provided to
employee for their well being.
7. wage and salary administration
human resource management determines what is to be paid for different types of
jobs.
It is utmost importance for every organization to employee for every organization to
employ a right person on a right position. And recruitment plays a pivotal role during such
situations. With shortage of skills and the rapid spread of new technology exerting considerable
pressure on how employers perform recruitment.

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This content has made an analysis of pieces of literature conducted in human resource
management regarding recruitment.

Recruitment
Definition
Recruitment is the process of finding and attracting suitably qualified people to apply for
employment. Recruitment is that set of activities an enterprise uses to attract job candidates who
have the abilities and attitudes needed to help the enterprise achieve its objectives
Glueck 1978
Often the responsibility of performing the Recruitment function goes to HR Department of an
organization. A very large organization continuously recruits applicants for job vacancies and
therefore, there may be a separate HR specialist called Recruiter or Recruitment specialist.
In simple terms recruitment is the process of finding and attracting the capable applicants for
employment. The process begins when new recruits are sought and ends when their applications
are submitted. Result is the pool of applications from which new employees are selected.
Recruitment needs are of three,
1. PLANNED :
The needs are arising from changes in organization and retirement policy.
2. ANTICIPATED:
Anticipated needs are those movements in personnel. Which an organization can predict
by studying trends in internal and external environment.
3. UNEXPECTED:
Resignations, deaths, accidents, illness give rise to unexpected needs.

Recruitment process.
1. Identifying the vacancies
The recruitment process begins with the human resource department receiving
requisitions for recruitment from any department of the company. These contain,
 Post to be filled
 Number of persons
 Duties to be performed
 Qualification require
2. Job analysis
This is the one of most important step in recruitment process. The procedure for
determining the duties and the skill requirement of a job and the kind of person; who
should be hired.
It has mainly two stages:
 Data collection and analysis
 Preparation of Job Description and Job Specification.
 Job description includes list of duties, responsibilities, working
conditions, and supervisory responsibilities or a statement of

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 overall purpose and scope of a job with details of its tasks and
duties.
 Job specification is a list of job’s “human requirements” like
education skills, personality, and so on.

3. Recruitment strategy
At this stage the recruitment policy must be made use of. The recruitment policy of an
organization will reflect the objective and policies of the organization and will lay down
the objectives of recruitment in addition to the avenues and sources of recruitment. The
step which decide what strategy to adopt for recruiting potential candidates for the
organization. While preparing recruitment strategy HR team considers the following,
 Make or buy employees
 Types of recruitment
 Geographical area
 Recruitment sources

4. Choose the sources and methods of recruitment.

Internal Recruitment
Internal sources mean the present employees who are already in the pay roll of
the organization. It refers to procuring candidates to fill vacancies within the
organization itself.
 Transfers
 Promotions
 Upgrading
 Demotion
 Retired employees
 Previous applicants
 Job posting and bidding internally

External Recruitment
This refers to recruiting candidates from external sources. Here external source refers to
followings.
 Direct recruitment
 Employment exchanges
 Employment agencies
 Advertisements
 University recruitment
 Word of mouth
 Job/Career Fairs

5. Screening / shortlisting.

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 It is the integral part of recruitment process that helps in removing
unqualified or irrelevant candidates, which were received through
sourcing.
6. Evaluation and Control.
Evaluation and control is the last stage in recruitment.in here the
effectiveness and the validity of the process and methods are assessed. The
cost incurred in the recruitment process are to be evaluated and controlled
effectively

Other than this,

E- Recruiting

Today, much of the recruiting is done via internet. E-recruiting job

applications online drastically extend the organization’s access to a wider
pool of applicants and save money and time.

Ex: LinkedIn
Facebook
Twitter

New trends in recruitment.

Managers always looking for innovative ways of recruiting highly suitable

talent to the organizations. One such effective method is getting referrals
from existing employees, because it is one of the cheapest and reliable
methods of external recruitment.
Some organizations offer cash rewards to employees who submit names of
applicants who subsequently accept the job.
Many companies use various types of other approaches to find the right
talent of the candidates such as to search among the membership of
relevant trade groups. Some organizations try to recruit people from non-
traditional sources like recruiting prison inmates.

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 3. Process of selected HR function of the company.
According to our investigation, “ABC” company has clearly identified steps to complete the
process of recruitment.

Step 1 - Identification of vacancies.

To identify the vacant they have main two methods,

1. Annually budgeted carder.
They annually make a budget, how many employees should be in each section
(beverage section and frozen food section), number of required staff members (finance,
HR etc.)
Then they compare the budgeted carder and actual number of employees who actually
stays.
By that they identify the job vacant places.

2. Identifying the resignations and promotions.

Immediate resignations and new promotions are not budgeted previously, so what they
do is identify those situations separately.

These things are mainly done by department heads. Then,

Step 2 - Preparation of ERF.

When a vacant is available, responsibility of the department head is preparing an ER form which
means the “Employee Requisition form”. (An employee requisition is used for initiating
recruitment for a vacant position or a new position. Ex: attachment #1)
With this ER form department head must prepare the job description also.
 Job description includes; job title, responsible for, purpose, duties etc.

Then department head have to send those documents to the HR department to continue the
process.
1) Conformation from relevant parties.

After receiving the documents, HR department of the company submits the

analysis of man power needs to the director board, general manager and chairman and request
their approval to the recruitment program.
2) Considering factors affecting recruitment.

a) Effectiveness.
b) Cost of the program.
The cost will be determined by the director board, general manager.

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 Step 3 - Seeking for candidates.

After receiving the approval, HR department starts to advertise the vacancies. They target
on both internal and external sources to recruit
The way of advertising get differ with executives and non-executives, with internally or
externally. Following chart shows how it occur.

only through
company portal
Internal

Executive

external
recriting agencies
ex:top jobs

Notiece boards
Internal

Non Executive

External

News Papers

Example for a company advertisement: attachment#2

Step 4 - Assessing the effectiveness of the process.

This is performed by assessing the number of suitable applications received, cost incurred etc.

Step 5 - Categorizing the application forms.

They accept or reject the application forms based on the pre-determined

compulsory qualifications. They reject the application forms which do not comply with the
compulsory qualifications and accept the application forms which comply with compulsory
qualifications. Applications with preferable qualifications are specially remarked for the reference
in the interview stage since they are given a special attention during the interview.
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 Step 6 - Calling for interviews.
The suitable candidates are informed over the phone to face for the interview. The date,
time and venue also informed.
Interviewing also done separately as, Interveiw

Non
Exacutive
Executive
Executive Interview.
For executive interviews they conduct two interview rounds.

In the first round HR manager or assistant manager and Department manager is

compulsory to be in interviewing panel. This round they check, educational level,
experience, potential technical skills to the certain position.
In the second round category head and head of the HR get involves to the interview.

Non-Executive Interview.
Only one round is there, for that relevant department, relevant technical head and HR head
or HR manager/ assistant HR manager participate as the interviewing board. In here
mainly check the work experience in the relevant task, mechanical knowledge.

Step 7 - Knowledge testing and Medical testing.

After interviewing, selected candidates have to face for an employment test. Like aptitude
test. Other than that they do a background investigation for executive selected candidates.
Both executive and non-executives have to face for a medical test, to ascertain the mental
and physical fitness of the candidates.

Step 8 - Final Selection (recruitment)

After all these, they select the most suitable person for the position. This is done by
considering the highest marks obtained for the interview. The final decision is taken by the
department manager subject to the approval to the higher level management.

Collection of various information

Photocopies are taken after seen the originals of certificates and other important documents
of the candidate.

Issuing the appointment letter.

Then the appointment letter hand over to him/her. It Includes date of appointment,
salary, conditions of employment, hours of work, leaves, etc.

Contract of employment
Signing an agreement between company and the employee and it contains all terms
and conditions in a concise manner. Also management gets action to empower the specific
duties and responsibilities to the employee.

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 4. Benefits and Drawbacks of the selected function to the
organization.
Important
The quality of HR in an organization depends on the quality of job applicants attracted.
Recruitment relates to a set of HRM activities such as human power planning, job analysis,
selection and Importance rewards management.
 Attract and encourage more and more candidates to apply in the organization.
 Create a talent pool of candidates to enable the selection of best candidates for the
organization.
 Determine present and future requirements of the organization with its personnel
planning and job analysis activities.
 Increase organization and individual effectiveness of various recruiting techniques and
sources for all types of job applicants.

Advantages of internal recruitment.

 Creates current employee morale.
 Possible to attract people who expect career development.
 Possible to retain current appropriate employees.
 Motivates current employees.
 Economical to the organization.
 Encourages sound labor– management relationships.
 Lesser orientation time or no need of induction due to
familiarity.

Advantages external recruitment.

 Wide chance to procure people with new knowledge and
skills.
 Element of competition.
 Inflow of young blood.
Drawbacks
When it does the internal recruitment
 Restricted choice.
 Prevents from flowing inside of new knowledge and skills.
 No opportunity of having the most appropriate man from a
large number of recruits.
 No competition element.
 May cause conflicts.
 Inbreeding.
When it does external recruitment
 Discourages current employees.
 High cost and time involved.
 Leads to bad industrial relations.
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 5. Recommendations and suggestions for the company to improve.

Reduce unnecessary cost

Due to more resignations and as well as more vacancies availability causes to handle a high budget
once a year. They have not identify the reason why these people give their resignation annually.
They are spending high cost to advertisements and interviews annually because of this situation.
So “ABC company” have to identify the reason why employees are leaving and why there are
vacancies create annually and take necessary actions regarding that.
Avoid much Consideration of language
Since ABC company conducts all interviews in English they are unable to attract people who
have talents in some special fields but not fluent in English. So they have to consider the other
abilities and candidates attitude towards the organization too. This policy helps to give a chance
to the candidates who are representing rural areas and also avoids frustration of the candidates
who lack the fluency in English. This also supports to implement the policy of giving an equal
chance to everyone.
Use modern interviewing methods.

They practice modern psychological interviewing methods like stress interviews, problem solving
interviews. And team presentation team work etc. The interview board is professionally trained
to conduct interviews. In addition to that, the interviewers from other divisions are giving proper
training on conducting interviews.

Recruiting via the Internet and social media.

With the present pandemic situation the ordinary situation is getting change gradually. Most
employers recruit through their own websites. Online recruiting is getting more sophisticated.
Also shifting from online job boards to social networking sites such as Facebook and LinkedIn
helps to attain more benefits. It is efficient than usual methods.

Improving Performance through HRIS as an applicant tracking.

Following favorable outcomes are expected by implementing those recommendations.

 Employee motivation
 Enhanced performance and commitment
 Job satisfaction
 Harmonious working environment
 Building self-confidence.
 Achievement of goals in an effective and efficient manner
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 6. Conclusion.

As we all know Human resource is considered as the most prominent resource of

the organization. Human resource is responsible to manage the overall management functions of
the organization in order to achieve the main strategic goal of the organization. At the same time,
it has the responsibility to monitor and update the policies and procedures of the company. Human
resource department attract, recruit, select, train, develop the workforce and helps in monitoring
the overall functions through adopting different methods within the organization.
Under this “Recruitment” is one of the processes which refers to the process of
identifying, attracting, interviewing, selecting, hiring and onboarding employees. Recruitment is
done within the organization and as well as outside the organization. That means it can be internal
or external. So, it is very essential to recruit the people in an effective way as it increases the
intake of resources; that means “the candidates” in a wide range. It is stated that the effective
recruitment process of an organization is considered to be a part of science and art that leads to
the success of an organizational goal. An effective recruitment involves providing equal
opportunities to the candidates that ensures the equal rights of all despite of any sort of
discrimination within the organization. Also, it is essential to advertise the valid criteria that
relevant to the job under the job description and the recruitment should be done in various valid
mediums which can reach more applicants that results with the effective recruitment and reduces
the turnover as because the employee retention is the main key point to measure the growth of a
company.
Nowadays the recruitment process has reached a variety of trends like poaching,
outsourcing, e-Recruitment etc. Today most of the companies are having specialist recruitment
consultancies in order to reduce the malfunctioning of HR department in the process of recruiting
new faces towards the organization. Whatever the trends are prevailing today; it the responsibility
of the recruiters to select the most appropriate and potential person to the specific job. Recruiters
provide the way to grow faster against the fast-moving competitive world. Recruiters have the
overall responsibility to conduct an effective recruitment process and they should be selective in
their choices when recruiting new candidates to the organization; as because the poor recruiting
methods and improper selection process will lead to the negative results that impacts the good
name of the organization. It is very important to choose the best candidate who would be perfectly
cut off for that position and who has the ability to work within the organization in a way they are
expecting to be. Hence it’s very clear that Recruitment is a long-term strategy for improving the
growth of a company and recruiters must be effective and communicative in order to attract
potential and valuable resources towards the company.

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 References

https://www.elephanthouse.lk/ (company site)

Student Hand book (University of Sri Jayewardenepura)

Smriti Chand 2017, your article library, “Sources of Recruitment of Employees: Internal and

External Sources”, viewed 19 July 2017

The Importance of Recruitment and Selection Management Essay

Info: 2179 words (9 pages) Essay

published: 1st Jan 2015 in Management Article

Ruth Mayhew

Reviewed by: Michelle Seidel, B.Sc., LL.B., MBA

Updated May 08, 2019

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 Attachment #1
CCS
EMPLOYEE REQUISITION FORM

(Internal use only)

1. Position Details

Position Title

Company Name

Function

Level Non - Ex Executive AGM Manager AVP VP

SVP EVP President

Position Information Contract Full Time Part Time

Vacancy due to New Position Replacement for ……………………………..

Date by which the

vacancy should be
filled

2. Please attach Role Clarification for the vacant position

3. Further Details

Location (where the position is

based)

Position reports to (designation)

No. of employees reporting to

position

4. Salary Details

Basic

Allowances

Reimbursements

Retirement Benefits

Perquisites

Total compensation package

Monthly take home (post tax)

iv
5. IT Services

Requires IT Foundation Yes No

(Please refer the IT services catalogue (available @ sgit.keells.lk) for the applicable rates)

A request to provide for other IT services (Core and Premium) will be sent to the immediate supervisor once the
confirmed Employee record is created by HR.

6. Special Request (if any)

Please tick the required Check box

Laptop Mobile Phone

Desk Top Computer Dongle

7. Approval

Name

Signature

Date

Hiring Manager Signature ……………………………

Name ……………………………

Head of HR Signature ……………………………

Name ……………………………

Head of Department Signature ……………………………

Name ……………………………

Note: Approval Authority

Executive Level : CEO/Functional Head
AM/Manager Level : Sector Head/Functional Head (at GOC Level)
PCM/Director (Non PCM) : President
Sector Head and above : Chairman
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 Attachment#2

ASSISTANT MANAGER – FINANCIAL ACCOUNTING

Ceylon Cold Stores, is a leading consumer foods company in Sri Lanka.

Vacancies exist for the role of an ASSISTANT MANAGER – FINANCIAL ACCOUNTING.

Job Role:

 Internal and External financial reporting

 Adherence to financial policies and procedures of the Company
 Engage in closure of monthly accounts and related matters
 Engage in monthly stock reconciliations and variance analysis
 Fund management and liaising with banks and financial institutions
 Taxation – Submission of monthly, quarterly and yearly computations.
 Enforcing budgetary controls and General administration.

The ideal candidate should possess:

 Membership of ICASL, ACCA or CIMA

 A minimum of 3 years’ experience preferably in a manufacturing organization and / or an Audit
Firm
 Excellent knowledge in Taxation
 Strong leadership qualities with excellent interpersonal skills
 Successful track record in change management

Remuneration for the above position will be in accordance with the JKH Compensation and Benefits Policy.

If you are confident that you possess the above requirements please apply with copies of certificates and recent
testimonials with contact details of 2 non-related referees indicating the post applied for on the top left hand corner
of the envelope, to reach ………………………………………. under registered cover, within 07 days of this
advertisement.

Applicants can also apply online via email with contact details of 2 non-related referees to
………………………………………………………………….

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Thank you

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