RECRUITMENT

Introduction

The analysis of the HRDF and HRSF may reveal that there is some projected shortage of particular
skills forcing the organization to initiate the recruitment and selection exercise.

Recruitment therefore comes after the HRP results have been analyzed. Recruitment refers to the set of
activities that will enable the organization to attract a pool of qualified applicants for the positions in
the organization.

Recruitment is initiated having established some deficiency in particular skills in departments of the
organization. Once applications are received, we initiate the selection exercise where the applications
will be sorted sieved until the candidate who meets the job requirements is actually selected.

Selection therefore is a set of activities undertaken until the end of the recruitment exercise in which
the organization will choose the candidate that best suits the job profile.

Significance of Recruitment Exercise

1. It enables the organization to obtain persons who posses the skills, competency and experience
required for the job.
2. It helps in reducing costs associated with staff supervision, training and development once the
employees are hired.
3. It helps in setting the hiring standards thereby ensuring that the ideal candidate is always offered
the available position.
4. It helps the organization in maintaining its wages and salary structure. This is possible since:-

i) The organization to retain its salary structure and will not be forced to keep adjusting its
salaries to attract the labour it needs.
ii) Effective recruitment will result in candidates who are satisfied with the job and the
remuneration offered thus the organization will not keep adjusting the pay for such
employees.
iii) It will ensure that the remuneration offered to supervisors and persons responsible for
staff development will reduce.
5. It helps in increasing the success rate of the sub-sequent employee selection process by cutting
down on the numbers of applicants who are under qualified or over qualified.

Factors that Influence the Need for Recruitment

1. Setting up an organization
For every organization will require having persons with the skills and competence to operate it.
Persons who are setting up new entries are therefore forced into the recruitment of the staff.

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2. Expansion programme of the organization
As the organization expands increasing its scale operation and opening up more branches, it is
forced into recruitment to be able to sustain the increased scale of operation.

3. Introduction of new products and services

A firm may be forced to undertake external recruitment when it desires to introduce new range
of products and services. This mainly is because the introduction of these new products may
call for persons with unique skill not present within the existing workforce.

Also the new range of products may employ totally different production technology from what
is the normal production lines thereby calling for external recruitment.

4. To fill in vacancies
In the organization, vacancies may be created through dismissals, resignations, retirement, death
etc. of the job holder. This will call for recruitment to fill such vacant positions.

5. Restructuring the organization

Positions in the organization may be restructured, re-designed creating new positions and
forcing the firm to initiate the recruitment exercise.

6. Changes in Technology
Technology applied in production processes is dynamic. The organization is therefore forced to
initiate recruitment to obtain competent staff able to apply the new technology in their work
processes. Also trainers may be recruited whose mandate is to train the existing employees on
how best to apply the new technology being introduced in production.

7. Business mergers and amalgamation

The need to maintain a competitive advantage in its industry may force management to adopt
strategies relating to mergers, takeovers and amalgamations.

Experts in strategic management will be recruited to undertake this exercise while ensuring
smooth operations of the business.

The mergers may also create positions that require more experienced persons to oversee thereby
calling for the recruitment of labour.

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 Stages in Employee Recruitment and Selection

Determination of vacancy

Preparation of J.D & J.S

Advertise in suitable media

Receive, sort & pre-select candidate

Employee selection interviews & tests

Make a job offer

Implement induction programme

1. Determination of Vacancy
Persons in the HR department will consult with the various departmental heads to determine
whether or not there’s need for recruitment. Consultation with departmental heads is important
as they are better placed to accurately assess the departmental needs arising from the projected
work load and the levels of skills available.
The determination of the vacancy will enable the HR department to establish whether internal or
external recruitment can be employed to obtain the staff required in bringing the skills gap.
The top management must be in the picture and allow for the initiation of the recruitment
exercise. This is especially true if the external recruitment option is being explored.

a) Internal Recruitment
This option of recruiting labour is always the preferred option since it allows the organization to
easily bridge the skills gap using the available resources. It is explored having established that
the existing workforce posses the requisite skills and are thus able to take up the positions within
the organization.

An internal memo, mail or notice placed in the notice board maybe all that is required to initiate
this recruitment option.
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 Advantages
1. Relatively cost effective
2. The exercise can be carried out in a relatively short period of time.
3. Offers the option of staff promotion thereby resulting in a motivated workforce able to
realize their work ambition with the organization.
4. It results in recruiting of staff that is already conversant with the organization, its
systems, culture, policies and procedures hence easy assimilation.
5. When based on performance appraisal results, the option of internal recruitment will
result in implements in performance of staff.

Disadvantages
1. A limited range of candidates with specialized skills to take up positions is considered.
2. In breeding and a lack of fresh ideas is bound to be experienced.
3. Grievances especially from the unsuccessful candidate or if the exercise is carried out in
an unprofessional manner.
4. Prolongs the entire recruitment exercise since several replacements will have to be made.

b) External Recruitment
This option is explored in options in which it is not possible for the organization to obtain the
staff it needs from within. The top management must give permission for external recruitment
to be permitted. This is because of the resources required to carryout the exercise, the need to
ensure that the exercise is undertaken within the laws and because its their responsibility to
ensure no ill practices arise from the recruitment as they will bear the burden in case of any
anomalies in the exercise.

Several options for the external recruitment can be explored and none of which is superior to the
other. Management must therefore evaluate the various options and determine the options most
suitable in line with the particular vacancy available.

Choosing the Recruitment Source

There are several recruitment channels that can be selected. An appropriate advertising medium should
be selected to enable the organization reach the target audience. The recruiters will consider the
following when choosing the recruitment medium.

i) The costs involved

The medium selected should be cost effective as this will help in cutting down the recruitment
and selection costs.
ii) The target candidates
It should be possible for the organization to reach a large pool of potential applicants who will
be considered for the job. The method should as much as possible minimize the numbers of
unqualified or overqualified candidates applying for the position as this will make the selection
process even faster.
iii) The speed with which the position is to be filled.
The urgency with which a position is to be filled should be considered and this will vary.

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Style & Content of a Job Advertisement
The style and presentation of job advertisement is critical. It is the style that will give the candidate the
first impression of the organization hence there is need to ensure that the job advert uses a clear
company logo for identifying and a clear, easy to read, type face and layout is selected.

It is important to ensure that the advert is able to capture the attention of the candidates.

Content:
The content of the job advert will vary, however the following is a summary of the essential
information that a good job advert should contain;

i) Job title
The title should be attractive yet describe the job accurately.
ii) Job content
A summary of the duties and responsibilities including working hours should be included. This
is designed to give an idea of what the job is all about.
iii) Location of the job
This is especially important if some locational flexibility is required.
iv) Name and description of the organization
v) Description of minimum qualifications and experience required for the job.
vi) Any unique elements to the job including wider traveling, sensitive responsibility.
Vii) Rewards and prospects involved
viii) Clear instructions of how to apply and whom to contact
ix) Referees to be used especially for record purpose.

It is important to ensure that the advert stands out when compared to similar adverts in the same
publication. Any unique selling points of the job should be highlighted including a good salary, career
prospects, lots of challenging responsibility, a nice job location, guaranteed job security etc.

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