STANDARD OPERATING PROCEDURE

FOR

RECRUITMENT AND SELECTION

 AMENDMENT SHEET

REV. INITIATED PAGE APPROVED

DATE SECTION NATURE OF AMENDMENT
# BY # BY
1. PURPOSE:
The rationale of this procedure is to recruit, select and place competent and suitably skilled human
resources as required in the Company to contribute to the achievement of Company’s strategic and
operational goals.

2. SCOPE:
The procedure is applicable to all permanent and contractual positions in officers’ cader of the
company either existing or new and for hiring of candidates from internal or external sources.

3. RESPONSIBILITY:
3.1. CONCERNED DEPARTMENT: It is the responsibility of concerned Departmental Head /
Divisional Head to initiate manpower requisition for existing vacant position(s) or initiate
additional manpower request.
3.2. HRM DEPARTMENT: It is the responsibility of HRM department to initiate and complete the
recruitment, selection and induction process, as per the requirement, in timely manner.

4. PROCEDURE:

4.1 Human Resource Requisition:

a. In case any position gets vacant due to any reason and Department needs replacement
against the separated employee, concerned Departmental Head is required to initiate
manpower hiring request through Human Resource Requisition (HRR) Form for Permanent
Positions and Contractual Positions. HRR is required to support with the Position
Description of concerned position.
b. HRR must be raised at least one month before the date when manpower is required to be
joined.

c. HR Requisition remains valid for the period of maximum one year from its approval date. In
case no hiring is made for any reason on any approved manpower requisition, fresh HRR
will required to be approved by the Management after the period of one year.

d. In case of replacement of manpower, the requisitions are accepted which are raised within
the period of 1 year from the date of separation of last employee on the position. After that
period position will automatically be treated as abolished. If requirement on same position is
initiated after the period of one year, from the separation of incumbent, it shall be treated as
additional manpower request.

e. HRM Department analyzes the HRR Form for completeness and fills the information as
required in HRR Form only. Necessity of manpower requirement and recommendation for
internal or external hiring is also made on the form by Head HRM after that the HRR Form
is forwarded for Management’s approval.
4.2 Announcement / Advertisement of vacancy:

For any approved manpower requisition candidates may be recruited internally i.e. from within
the Company or from external sources;
a) Internal Hiring: In case the position is to be filled internally, HRM department informs all
employees through an Email/ IOM/ Notice about details of vacant position and procedure for
applying for the post.
If no application is received from internal candidates or selection is not done at the
completion of internal hiring process, vacancy is announced for external hiring.

b) External Hiring: If the position is to be filled externally the vacancy may be announced in
local news paper(s), Company’s website, third party website (Job Portals), Professional
Magazines/Journals, Educational/Training Institutes, and Job Fairs etc.
.
Usually advertisement are published in English language.
 c) In case of Management Trainees, apart from above mentioned means of advertisement/
announcements; Campus hiring can also be done by visiting different universities or
institutes for conducting Employment Test.

4.3 Receiving Of Applications:

a) Internal Hiring: Employees who want to apply for any vacancy announced internally are
required to submit their applications on the prescribed Job Application Form (for Internal
Hiring) to the HRM department within the prescribed time.
b) External Hiring: Candidates applying externally for any permanent or contractual position /
Management Trainees are required to submit their CV.

4.4 Initial Screening and Telephonic Interviews:

a) Internal Hiring: Applications are reviewed within one week, after last date for applying
against any internal advertised job.
Applications are initially shortlisted against the requirements of job / position by HRM
department. After initial screening applications are forwarded to the concerned
Departmental head for review.
After concerned departmental head’s review, applicants are finally shortlisted for further
assessment.
b) External Hiring: Applications are reviewed within one to two weeks after last date for
applying against any externally advertised job. An applicant who is rejected during the hiring
process is not considered for assessment, against the same position for which he has been
rejected, for next six months.
Applications are initially shortlisted against the requirements of job / position by HRM
department. After initial screening, applicants are interviewed on telephone by an HR
executive. The purpose of telephonic interview is to evaluate applicant’s basic suitability for
the job.
Applicants who are interviewed on telephone are again shortlisted on the basis of
assessment done during the telephonic interview. Shortlisted applications are forwarded to
the concerned departmental head for review. After screening of applications by
departmental head, list of shortlisted candidates is finalized by HRM Department for
Preliminary interview.

4.5 Basic Eligibility criteria for short listing applicants:

Following basic eligibility criteria is followed for shortlisted applicants for executive Grade
positions:
 Head Office

Required Work Experience

S# Designation Qualification
(External Candidates)

1 COO/CHRO/CMO/CFO Masters 15-16 years relevant exp.

2 GM Masters 13-15 years relevant exp

3 DGM Masters 11-12 years relevant exp
4 Senior Manager Masters / Graduate 9-10 years relevant exp
5 Manager Masters / Graduate 7-8 years relevant exp
6 Deputy Manager /RSM Minimum Graduate 6-7 years relevant exp
7 Assistant Manager/ASM Minimum Graduate 5-6 years relevant exp
8 Sr. Executive Minimum Graduate 3-4 years relevant exp
11 Executive Minimum Graduate 2-3 years relevant exp
12 Sr. Officer Minimum Graduate 1-2 years relevant exp
13 Officer Minimum/Inter 0-1 years relevant exp

Retail

Required Work
S# Designation Qualification Experience
(External Candidates)

1 Branch Manager Graduate 7-8 years relevant exp

2 Sr. Floor Manager Graduate 6-7 years relevant exp
3 Floor Manager Graduate 5-6 years relevant exp
4 Asst Manager Graduate 3-4 years relevant exp
Trainee Manager/ 2-3 years relevant exp
5 Graduate/Inter
MTO /Fresh
6 Sr. Sales Associate Graduate/Inter/Matric 1-2 years relevant exp
7 Sales Associate Minimum/Inter/Matric 0-1 years relevant exp
8 Stock Boy Matric 0-1 year relevant exp
Management Trainees
Following eligibility criteria is followed for shortlisting applicants for the post of MTs.

S# Fields Degree
Management MBA/ MPA/ BBA (4years)/
1
Sciences BS (Public & Business Administration – 4 years)
Information
2 BS/ BCS/ BE (Computer Science/ IT) etc.
Technology
3 Law Graduate LLB / LLM
4 Finance ACCA/ CA/ ACMA/ MBA (Finance)
 Note: A Management Trainee position does not require any experience i.e. Fresh graduates
are considered for Management Trainee Positions.

Other Eligibility Criteria

a) Eligibility criteria may be relaxed on the sole discretion of the Management in any of the
case, keeping in view the sole interest of company.

b) Ex-employees of the Company (except who were terminated or dismissed) may be

considered for rehiring but they have to go through the same procedure of hiring as
mentioned in this SOP.

4.6 Preliminary Interview: The Preliminary Interview is conducted by the respective

departmental Head and Head HRM. The interviewers assess the candidates during the
interview and record their comments on the Preliminary Interview Sheet; each member of
the interview committee has the authority to recommend / reject any candidate. Final list of
qualified candidates for final interview is developed on the basis of recommendations by the
interviewers and in case of any differences; decision is made with the consensus of all
interviewers.

4.7 Final Interview: Successful candidates of Preliminary interview are called for a Final
Interview. Final Interview is conducted by the respective Divisional Head / Director and Head
of HR. The interviewers assess the candidates and record their comments on the Final
Selection Sheet; each member of the Final interview committee has the authority to select /
reject any candidate.

4.8 Submission of Documents: After approval of the Induction Note the candidate/s (externally
selected only) are required to submit the following documents:

a) 04 CNIC photocopies
b) 02 passport sized photographs
c) 01 photocopy of Matriculation/ O levels Marks Sheet
d) 01 photocopy of Matriculation/ O levels Certificate
e) 01 photocopy of Intermediate/ A levels Marks Sheet (if applicable)
f) 01 photocopy of Intermediate/ A levels Certificate (if applicable)
g) 01 photocopy of Transcript/ Marks Sheet of Graduation (if applicable)
h) 01 photocopy of Degree of Graduation (if applicable)
i) 01 photocopy of Transcript/ Marks Sheet of Masters (if applicable)
j) 01 photocopy of Degree of Masters (if applicable)
k) 01 photocopy of Work Experience Certificate/ Appointment Letter of each employer
(If applicable)
l) 01 photocopy of Pay Slip of last month/ Any document which shows Salary Proof
(If applicable)
4.9 Offer Letter: A Offer Letter is issued to the selected candidate.
4.10 Appointment Letter: After acceptance of offer for employment by the selected candidate the
candidate is issued Appointment Letter subject to submission of all the required documents.
Appointment Letter is issued on the date of joining. The candidate is required to sign the
photocopy of the Appointment Letter and keep the original with him/ her.

4.11 Joining Forms and Documents: The joining date of an employee is preferably the 1st or
15th of any month. But if circumstances demand quick hiring then the candidate can be asked
to join on any date of a month. On the day of joining following forms are filled by the
employee:

a) Joining Report
b) Declaration for Maintaining Secrecy
c) Declaration for Exclusive Service
d) Employment Information Form
 e) Nomination Form

4.12 Orientation: Orientation is provided to all new joining employees in order to make them fully
aware of the company’s culture, policies and practices. Orientation is delivered by an HR
representative and if needed concerned persons of Departments may be called for giving
orientation.
4.13 Rehiring: Starlet will not allow rehiring. But it can be made after approval of CEO.