Recruitment Process_SOP_HR_001

EMPLOYEE ATTENDANCE
STANDARD OPERATING
PROCEDURE
This document describes the recruitment process in Vaishnaoi Group and all the provisions should be
strictly followed. However, none of its provisions, or any omission therein, can replace or alter the terms
of the recruitment and selection policy as outlined in Vaishnaoi Group.
This standard operating procedure shall enter into force on 01st January 2025.
SOP-HR-001 1
SOP-HR-001: Recruitment Process
1. Purpose: The purpose of this recruitment policy is to ensure a consistent, fair, and efficient
recruitment process that attracts and selects the best candidates for our organization while
promoting equal opportunity and diversity.
2. Scope: This policy applies to all stages of the recruitment process for all permanent,
temporary, and contract positions within the organization.
3. Objectives:
 Attract and retain high-quality candidates.
 Promote diversity and inclusion.
 Ensure compliance with all relevant laws and regulations.
 Enhance the organization's reputation as an employer of choice.
4. Recruitment Principles:
 Equal Opportunity: Ensure that all recruitment activities are conducted in a manner that
promotes equal opportunity and prohibits discrimination on the basis of race, colour,
religion, sex, national origin, age, disability, or any other protected characteristic.
 Transparency: Maintain transparency throughout the recruitment process, including

clear communication with candidates and consistent application of selection criteria.
 Confidentiality: Respect the confidentiality of all candidates' information and use it

solely for recruitment purposes.
 Merit-Based Selection: Ensure that selection decisions are based on merit,

qualifications, and the ability to perform the job.
5. Recruitment Process:
5.1. Job Vacancy Identification:
 Identify the need for a new or replacement position.
 Obtain approval for the recruitment from the relevant department head and HR manager.
5.2. Job Description and Specification:
 Prepare a detailed job description and person specification outlining the responsibilities,
qualifications, and skills required for the position.
SOP-HR-001 2
5.3. Advertising the Position:
 Advertise the job vacancy through appropriate channels, including the company website,
job boards, social media, and professional networks.
 Ensure that the job advertisement is clear, concise, and free from any discriminatory
language.
5.4. Application and Screening:
 Collect applications and CVs through the specified channels.
 Screen applications to shortlist candidates who meet the minimum qualifications and
requirements.
 Use Form REC-001: Employee ApplicationForm for consistency.
5.5. Interview Process:
 Schedule and conduct interviews with shortlisted candidates.
 Use structured interview questions to assess candidates' qualifications, experience, and

fit for the role.
 Use Form REC-002: Interview Evaluation Form to document and evaluate candidates'
responses.
5.6. Selection and Offer:
 Select the most suitable candidate based on the interview evaluations and any additional
assessments.
 Obtain approval for the final selection from the relevant department head and HR
manager.
 Make a formal job offer to the selected candidate, including details of salary, benefits,
and start date.
 Use Form REC-003: Job Offer Letter template.
5.7. Onboarding:
 Prepare and implement an onboarding plan to ensure a smooth transition for the new
employee.
 Use Form REC-004: Onboarding Checklist to guide the process.
SOP-HR-001 3
6. Compliance and Updates:
 Ensure that all recruitment activities comply with applicable laws and regulations,
including labour laws and anti-discrimination laws.
 Regularly review and update this policy to reflect changes in legal requirements, best
practices, and organizational needs.
7. Record Keeping:
 Maintain accurate and up-to-date records of all recruitment activities, including job
descriptions, advertisements, applications, interview notes, and offer letters.
 Store records securely to ensure confidentiality and compliance with data protection
regulations.
8. Policy Review:
 This policy will be reviewed annually by the Director to ensure its continued relevance
and effectiveness.
 Any changes to the policy will be communicated to all relevant stakeholders.
Approved by: Doc. Version: Effective Date: Review/Revision Date:
SOP-HR-001 4

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EMPLOYEE ATTENDANCE

 Attract and retain high-quality candidates.

 Promote diversity and inclusion.

 Ensure compliance with all relevant laws and regulations.

 Enhance the organization's reputation as an employer of choice.

 Transparency: Maintain transparency throughout the recruitment process, including

 Confidentiality: Respect the confidentiality of all candidates' information and use it

 Merit-Based Selection: Ensure that selection decisions are based on merit,

5.1. Job Vacancy Identification:

 Identify the need for a new or replacement position.

5.2. Job Description and Specification:

5.4. Application and Screening:

 Collect applications and CVs through the specified channels.

 Use Form REC-001: Employee ApplicationForm for consistency.

5.5. Interview Process:

 Schedule and conduct interviews with shortlisted candidates.

 Use structured interview questions to assess candidates' qualifications, experience, and

5.6. Selection and Offer:

 Use Form REC-003: Job Offer Letter template.

 Use Form REC-004: Onboarding Checklist to guide the process.

 Any changes to the policy will be communicated to all relevant stakeholders.

Approved by: Doc. Version: Effective Date: Review/Revision Date:

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