RECRUITMENT PROCEDURE A. Scope:This

RECRUITMENT PROCEDURE

A. Scope:

This procedure applies to all positions in Cungmua-Nhommua(the Company)

B. Purpose:

This procedure is to guide and define the recruiting and hiring process to fill required vacancies.

C. Definitions:

This is the external and internal recruitment and selection process.

D. Responsibilities:

1. Head of Division (HOD) is responsible for:

 Compose/reviewthe job requirement, job description (JD) and approving Personal Requisition (PR).

 Participate in the interview when the vacancy is under his/her supervision/management. However, in the urgent situation, HOD totally reserves the right to assign his/her subordinate to conduct the interview.

2. Human Resources department (HR) is responsible for:

 Coordinate with HODs to review/modify the JD when necessary.

 Review and verify with Board of Directors (BOD) against staff budget.

 Be in charge ofthe internal and external job posting, conducting pre-screening of candidates, agreeing on a recruitment approach, conducting the interview, negotiating and making an approved offer to the final candidates.

E. Procedure

1. Create/Modify JD:

 A specific JD should be created or modified by immediate Superior/HOD and be sent to HR for necessary review before processing the recruitment procedure of certain open position.

 All JDs will be regularly updated by HR andimmediate Superior/HOD according to the state of business as well as the real demand of per single position.

2. Personal Requisition (PR) to HR:

 PR form must be filled with all required information and got the approval.

3. Check budget and get Chief Executive Officer (CEO)’s approval for hiring:

 The headcount of recruiting position must be checked against current budget.

 If the headcount is not in-line with budget, the PR will be returned back to request department/division. The headcount requests will be decided by CEO before processing.

4. Conduct internal job posting:

 With the aim of fairly providing career development opportunities to all employees, some vacancies will be filled by internal candidates before external hiring.

o Internal job posting will be announced via internal email or at notice boards.

o The closing date for internal application is recommended to be one week before the closing date mentioned in internal job posting.

o Internal candidates who are strongly interested in the vacancy should submit the application to HR before the closing date of job posting.

 The internal candidate application will be seriously considered if their experience and work performance can meet the requirement of the vacancy.

5. Conduct external job posting:

 In order to fulfill the vacancy within allotted time, external job posting will be conducted as the same time with internal job posting.

 The open positions will be proceeded and post by HR through:

o External advertisement,

o Recruitment agencies,

o Education institutes, language schools and universities….

o Head hunter (If necessary and approval)

 All CVs of candidate must be searched and screened by HR.

 All employees are encouraged to introduce candidates to HR for vacancies however the family or other relationship to other employees within company should not be a criterion to prefer a candidate. It is the intention to base the recruitment decision solely on the qualification and experience of the applicant.

6. Conduct interviews:

 For all positions as well as for all rounds of interview, invitation letter should be sent to candidates for double confirmation after calling. To some levels, this step may be skippedfor quick process.

 Both internal and external candidates should be interviewed first round by HR.

 The successful candidates in the first round will join in next rounds interview by respective Manager and/ or Director.

 Alternatively, the candidates will be interviewed same time by HR and HOD.

 HR interviews all shortlisted candidates for appropriate information, general qualification, work record, education background and fitness for the specific job under consideration.

 Respective Manager/ Director interviews candidates to qualify skills, experience and technical knowledge that relate to the job requirement. If necessary/required, job related tests may be conducted on selected positions.

7. Successful candidate:

 For unsuccessful candidates, interview result should be sent to him/her one or two weeks after interview date at the latest.

 Regarding internal recruitment, the successful candidate will follow the transfer process to undertake the new position.

o The decision of internal transfer should come to effect as soon as possible.

o The transfer can be delayed for handover but not later than one full month since the effective date of transfer decision.

 Regarding external recruitment, the successful candidate must be checked:

o For important positions, supervision/management level, the reference will be checked with previous employers, not with friends or acquaintances of the selected candidate.

o Other things related to successful candidate including medical health and curriculum vitae.

8. Inform successful candidate/finalize offer contents:

o HR finalizes the salary offer based on company’s budget after consulting BOD.

o HR is responsible for informing the successful candidates about the hiring result and giving them the offer letter.

9. The allotted time for fulfilling the open position:

 Regarding office, the vacancy should be fulfilled on time; be not allowed to exceed 02 months from the date of receiving the personal requisition.

 Regarding operation, the vacancy should be fulfilled on time as following:
o Be not allowed to exceed 01 month from the date of receiving the personal requisition for the staff level.

o Be not allowed to exceed 02 months from the date of receiving the personal requisition for the level from Team Leader up.

o In some high urgent demand of manpower, the vacancy should be fulfilled based on the reasonable timeline request from respective HOD.

10. How to file/track the candidate document:

In order to ensure justice for all candidates as well as gather accurate statistics/personal information to improve selection, Recruitment PIC should follow prescriptions as following:

 All candidate application packages must be scanned without omission for shortlist selection.

 Regarding unselected candidates after per single round, their CVs should be inputted into the recruitment database with full information for future reference. Full information means including personal information, position/date applied, major reasons for rejection.

 Regarding successful candidates, on the first date of joining, they have to submit all required personal documents to HR for composing the contract as well as input into HR database. The references check form and interview form are also considered as personal documents and be stored together with his/her personal package at HR department.

 The required personal documents:
• Medical certificate
• Notarized diploma/certificate (if any)
• 01 notarized CV
• 03 notarized hard copy of identify card
• 01 notarized hard copy of household registration book
• 04 images (3x4)
• Bank account number (Eximbank)
• Number of social insurance book (if have)
• Number of PIT code (If have)

11. Retention period of candidate document:

 Regarding hard copies, the candidate package will be cleared after 6-month period from the date of application.

 Regarding information on the recruitment database, it will be still kept and updated (if those candidates re-apply for a job) for future reference.



F. Flowchart






















































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Prepared by: Signature Date

We have reviewed and will ensure that the concerned people adhere to the process as described in this document.

Checked by: Signature Date


Approved by: Signature Date