UNIT 10: EMPLOYEE RECRUITMENT PROCESS
Key unit competence: To be able to design a strategy for recruiting workers in their businesses and prepare for job opportunities in the community.
1. Explain the meaning of employee recruitment and selection.
2. Explain any 3 factors considered while recruiting employees/workers.
3. Describe procedures/stages in recruitment process.
4. Identify required documents to apply for a job.10.1 Meaning of recruitment and selection process, and factors considered to recruit workers.
1. Using clear examples, explain the meaning of the following terms as used in entrepreneurship:
a. Recruitment
b. Selection process
2. Assume you are selected by a start-up business in your home locality and appointed as a human resource manager to help in recruiting new employees, explain factors you will consider while recruiting employees/workers.10.1.1 Meaning of recruitment and selection process
Recruitment:
Refers to the overall process of attracting, shortlisting, selecting, and appointing suitable candidates for job (either permanent or temporary) within an organization.
According to Edwin Filippo: “Recruitment is the process of searching the candidates for employment and stimulating them to apply for jobs in the organization “. Recruitment is the activity that links the employers and the job seekers.
• The process begins when new recruits are sought and ends when the new employees are hired.
• The result is a pool of application forms from which new employees are selected.
Selection:
On the other hand, is a process whereby out of the many job applicants, the best is taken to fill the vacancy. Selection means reducing the application pool by using the screening tools such as test, assessment centers, background and reference checks. During selection of employees, the choice can be on the candidates both from within the organization or from outside.Every organization creates a selection process because organizations have their own requirements. Although the main steps remain the same, let us understand in brief how the selection process works:
10.1.2 Factors considered when recruiting employees
a) Size of the firm: The size of the organization affects the recruitment process. If the organization is planning to increase its operations and expand its business, it will think of hiring more personnel which will handle its operations. Size of the firm also defines the recruitment scope and need. Small firm’s Human Resource department has to handle less manpower. As the organization grows wider, the recruitment complexities increase.
b) Human resource needs: Staffing is an ongoing process that begins with finding the right people through proper planning, recruiting, and selecting. But staffing does not end once employees are hired; management must keep and nurture its people via training, appraising, compensating, and implementing employment decisions that determine such things as promotions, transfers, and layoffs. When recruiting new workers, you think about the prospective human resource needs that may arise due to new hires.
c) Employment costs: These costs fall into several broad categories:
•Recruiting expenses: Finding technically qualified people who are effective in a rapidly growing start-up venture is not easy task. This is a one- time cost in the total employee cost calculation. Recruitment costs include advertising, fees for
online
recruiting services, etc.
• Basic salary: Basic salaries vary all over the place depending on the industry and a variety of other factors. Be sure to establish rational salary ranges given your growth plans. This means that in most cases there should not be great salary differentials between early hires and later employees.
•Employment taxes: In preparing a personnel budget, be sure to include all the employment related taxes such as professional income tax.
•Benefits: Basic salary and employment taxes are not enough. In most cases, an employer will need to provide some benefits such as life insurance, dependent care assistance, tuition reimbursement, accommodation, and any other possible allowance where applicable.d) Age of employees:
Age of the worker is a very important criterion to consider during the recruitment process. This is because some duties require workers with strong physical abilities while others require those with wisdom. To help your young and old employees find common ground, you need to treat them as individuals and not just as members of certain generational categories. Help them realize that they can learn from their differences. driving is suitable for young while research requires experienced people (old).
e) Employees’ skills: One of the easiest ways to select through candidates is by looking at their skillset. Can they do the job and can they do it efficiently? Skill can be easy to measure based on the facts in front of you (resume, cover letter and interview). It is true that some tend to fabricate or “stretch” their experience so a solid approach to confirm skills is to contact previous employers and verify if the skills communicated match up with what the previous employer(s) saw. Of course, if the candidate lacks experience they should communicate and express a desire to learn and pick up those skills.
f) Employee’s experience: Work experience might be one of the most important considerations you have for particular jobs at your facility. Experience in particular areas such as answering busy telephone lines or ha
ndling accounts, for example, can be essential for specific staff roles. For other positions, work experience might not be necessary, but a strong work background is always a good thing as it exemplifies/illustrates a good work ethic.
g) Nature of job: The nature of an employee’s work is best defined as the type of work that he/she does. This can refer to the basic daily tasks carried out as part of a job and can refer to other non-routine tasks that may be required. Added together, the characteristics of these tasks comprise the nature of an employee’s work. The nature of this work may be summed up in the employee’s title and taken into consideration during the recruitment process. For example, a human resources manager is someone who manages a human resources department and performs all of the tasks required of such a position.
h) Number of workers: When one is recruiting employees, he/she must consider both the number of workers needed and available qualified applicants. The number of workers a business recruits depends on different criteria most importantly the available vacant positions and its corresponding budget.
i) Health conditions: A lot of job applications have a section saying, «Do you have any existing or prior medical condition that may affect your ability to do the job»? Employees with good health conditions are liked by recruiters.
j) Language: The language is one of the effective communication drives. A candidate who can effectively communicate as many languages as possible is advantageous in the recruitment process.
Assume you are selected as one of the school business club leaders, and you have a very strong income generating project at your school. Advise your business club on factors to consider when recruiting employees.
10.2 Procedures/ stages of recruitment process of workers
Case study:
Umutoni, a human resource manager of sweet bread bakery was having the challenges of getting a suitable finance manager for the company. She was advised to prepare job analysis. Furthermore, she was advised to prepare a job description which outlines the responsibilities and duties to be carried out by the financial manager. Umutoni was also advised to prepare a job specification which outlines the requirements, qualifications, expertise, physical characteristics, for the financial manager. All these were to appear on the job advert. The task was so challenging, but she managed to come up with the documents, and a suitable financial manager was got after the selection and interviews.
a.Describe the following stages as involved in recruitment process:
i) Job analysis
ii) Job description
iii) Job specification
iv) Job advertisement
b. Why do you think it is important to prepare the above documents?
If an organization needs to hire right employees, the following stages should be put into consideration:
a. Conduct a job analysis: Job analysis involves establishing the nature of the job (tasks, activities, responsibilities, and accountabilities) which will also determine associated required talents and competencies defining behavioural attributes for best performance
A personnel manager has to undertake job analysis to recruit the right person on the job.
b. Create a job description: Job description is a process of describing the job to be performed. This is also referred to as a written statement which outlines the duties and responsibilities involved in performing a job such as who does what, when where and why. The main contents are the job purpose and the job tasks and responsibilities. It informs employees exactly what is expected of them and provides a useful document to refer to when you are evaluating an employee’s performance. You can also use it to develop selection criteria, identify training needs, and manage performance.Example of a job description for a finance manager:
• Responsible for accountants, cashiers, and workers in the finance department. To take a supervisory role.
Main duties:
• Preparing pay rolls.
• Making financial reports for external auditors and other stake holders.
• Advise the general manager and the managing directors on financial issues.
• Supervise the subordinate staff.
• Advising staff when queries arise.
Occasional duties:
•Appointment of new staff.
•Training new staff in their duties.
•Training new staff on how to use new equipment. Disciplining staff as and when required.
• Dismissing staff if necessary.
c. Create a job specification: Job specification involves a definition of qualifications, experiences and competencies required by the jobholder and any other necessary information on the special demands made by the job such as physical conditions, unusual hours or travel away from home. Job specification sets out terms and conditions of employment such as pay, employee benefits, general health, mental health, intelligence, aptitude, memory, judgment, leadership skills, emotional ability, adaptability, flexibility, values and ethics, manners, and creativity, etc.
Qualifications
Essential: Bachelor’s degree in finance and accounting. Master’s degree in a related field will be an added advantage.
Experience:
Desirable minimum is 5years’ experience of working in the finance department.
Skills:
• Communicating effectively with others.
• Ability to manage people.
• Computer literate with computerized accounting software packages e.g. Sage or Quick books.
Others
• Physical fitness needs to be fit all day.
• Personal characteristics: Honest and responsible, friendly, helpful, organized, high integrity, etc.
d. Defining a job position: This section contains providing general information about the job position. The current or requested classification, working title, pay range, exemption status, department name and number, position number, percentage of effort, the job description summary, comparable positions, etc. This is all about what responsibilities you might have.
e. Attracting the applicants (Job advertisement): Job advertising is way organizations communicate to attract new employees to work with them. Recruitment advertisements typically have a uniform layout and contain the following elements:
• Brief description of the organization.
• The title of the job advertised the grade and the manager to whom the job holder will report.
• Duties and responsibilities of the job holder.
• Skills and competences of the job holder.
• Conditions of educational qualification and experience of that job position holder.
• The channel of communication used for submitting the application.
• The timeline during which applications will be submitted.
• The channel of communication for feedback.
• Signature and the stamp of the organization manager who is posting the advertisement. Some business organizations use recruitment advertising agencies to receive professional advice and also help them to recruit new workers. They offer a service which they are paid for in return.
Examples of recruitment agencies in Rwanda include:
- Tohoza.com
- Umurimo.com
- Jobs in Rwanda
NFT consult
- Ndangira.n
f. Selection: This is the process of getting human resources into organizations’ departments, sections, and jobs. Human Resource Managers are responsible for recruitment and selection which should be clear on the type of employees they are looking for. Lack of clarity may lead to poor selection criteria and may result in the wrong person being recruited for the job.
There are important steps in the process for effective competence-based selection.
• Development of competence models for selection.
• Determination of selection methods.
• Training of assessors.
• Assess job applicants.
• Validate the assessment methods.
• Development of a database for future use.
g. Hiring: After successfully completing all the previous stages, an appointment letter will be issued by the employer to the worker. A reference check is made about the candidate selected and then finally he/she is appointed by giving a formal appointment letter.
h. Integrating the new employee to the organization/Orientation: On-boarding helps to foster a positive first impression and increases the likelihood that employees will buy into the corporate culture and assimilate into the position. Properly executing the orientation process can greatly increase the new employee’s satisfaction and success, which bodes/ promises well for retention.
The following are essential five steps to effectively on-board new employees to your organization:
i. Prepare the office for the new arrival
The first day on the job should be organized and scheduled before the new workers come. Managers should build out a schedule in advance that includes learning the job in particular and company policy and process in general. Share this agenda with your new hire in advance. Also, send a copy to all team members involved with the on -boarding process.
i) Assign a mentor
One of the best facilitation strategies for on boarding is mentor relationship. Mentors provide guidance that goes beyond traditional training. Match up a seasoned employee with the new hire in the early stages of training. A mentoring relationship will prove invaluable to the new employee’s integration into the workplace.
ii) Make positive introductions a priority
Create good will toward the new hired by introducing them to the current team with a short explanation of the person’s expertise and qualifications. This type of introduction helps current employees become familiar and acceptance of the new person. Also, avoid statements that create competitive or insecure feelings.
iii) Request feedback from new employee
Consistent feedback from the new employee is valuable in knowing which facets of the on-boarding process work and which ones need to be improved. Periodically, ask for input on the training process, and measure its effectiveness.
iv) Provide a cohesive goal
From the beginning, every new employee or seasoned should understand the company goals along with his or her specific tasks. A common goal serves to create greater collaboration and harmony. Facilitation strategies for integrating new employees require planning and follow-up. The results bring a more engaged, dedicated employee and fewer workplace conflicts.
1. Design a job description for one of the following.
a. A school business club cashier
b. Shop assistant
2. Design a job specification for your chosen job.
3. How do a job description and job specification help to ensure the most suitable person for the job is recruited?
10.3 Required documents to apply for a job
1. TUYISHIMIRE is a senior six graduate. Having learnt about a job advert by INYANGE Industries (a famous manufacturing company in Rwanda), posted in the new times has approached you a fellow student for advice, advise her pointing out the requirements to apply for the job.
2. a) Identify the difference between a curriculum vitae and an application letter?
b) Identify the major parts that a good curriculum vitae should have.
To prove that you are eligible for work and to apply for a job, the following are some of the documents you will have to submit:
10.3.1 Application letter:
Writing an application letter will be the first correspondence you are going to have with your possible employer. The employer will definitely judge you on your application letter if you are worthwhile being interviewed. Always remember that any job competition
is very tough. Therefore, your application letter must stand out because employers usually deal with hundreds of job applications for a single position.
Start your letter by adding your contact information at the top. You want to make it as easy as possible for your prospective employer to contact you and know who you are. Before you begin your letter, make sure that you have the proper letter- head.
i) Name
ii) Address
iii) Phone number
iv) Email address
v) Personal website (if you have one)
• Include the company’s information: After you include your information, you need to include the title of the employer to whom you are applying for the job, the name of company and address. By including the contact information of the company to which you are applying, you are showing that you have taken the time to write a specific letter or application to this company and have done your research on the hiring manager for the position.
• Address your letter to the person whom you are writing: To begin your letter you want to be formal and start with a proper/correct address. Once again, a simple “Dear Manager, Director”, etc. This will depend on the information given from the advertisement.
• Salutations: These are greetings used in a letter, e.g. Dear Sir, Dear Madam.
• Subject line: This indicates the title, or the position being applied for.
• Body of the letter: This has three distinct parts:
- In the first paragraph, you have to mention the job you are applying for and where you saw the job listing.
- The next paragraph(s) are the most important part of your letter. Remember how you gathered all that information about what employers were seeking, and how you can meet their needs. This is where you will share those relevant details on your experience and accomplishments.
- The third and last part of the body of the letter will be your word of appreciation to the employer; and you can also offer follow-up information.
• Complimentary close: Complete your letter with a polite close, such as
«Faithfully» or «Sincerely, » followed by your signature and your name.
Notice: When you apply online through the-Recruitment, follow the structure/ format provided to you.
Sample hint of an application letter
Name Address
Telephone Number
Email Address
Month, Day, Year
Title of the authority receiving the application
Name of Organization
P. O. Box Address
Dear Mr. /Ms. /General Director
Subject line: Include the title /position you are applying for
Opening paragraph: State what position you are applying for and a brief introduction about yourself; how you learned of the organization or position, and basic information or qualifications about yourself.
2nd paragraph: Indicate why you are interested in the type of work; demonstrate that you know enough about the position to relate your background to the position. Mention specific qualifications which make you a good fit for the employer’s needs. This is an opportunity to explain in more detail’s relevant items in your CV/resume. Refer to the fact that your CV/resume is enclosed. Mention other enclosures if such are required to apply for a position.
3rd paragraph: Indicate briefly why you’re so passionate about the opportunity you’re applying for. State that you would be glad if you are granted a job. Thank the employer for her/his consideration in advance.
Sincerely,
(Your handwritten signature)
Your name typed
SAMPLE APPLICATION LETTER
Keza Silvie
Gasabo District
+250783075559 esilvie@gmail.com
September 14, 2020
General Director
Airtel company KG, 17 Ave, Kigali Dear Director General,
RE: Application for the position of Marketing Officer
As a long-term admirer of the impressive work being done by your company, I’m delighted to submit my application for the Marketing Officer position at Airtel company which was advertised in the new times papers on the 2nd of September 2020. I have followed many of your recent marketing campaigns with interest and believe that my sharp, witty approach to marketing content would be a good fit for your customer base.
I have spent the last six years learning entrepreneurship, a course in which I have gained a lot of skills and knowledge, those related to marketing also included. In this class, I’ve learned about different marketing strategies which I’m confident can be of good help to your company. For the practical part, during different activities of my clubs we create, develop, and print flyers and other marketing materials. My responsibilities include coordinating meetings and project deadlines as well as managing a production team of these flyers. I attend different clubs which means I’ve experience working with large groups of people which gives me valuable experience in teamwork and organization. I have enclosed my CV with more detailed information about my skills and education, please refer to it for more details.
I see marketing as an ever-evolving field with endless opportunities for innovation and creative new strategies for customer engagement. I believe my strong teamwork, communication, and collaboration skills would make me an excellent fit for a marketing Officer position at Airtel company. I would be more than happy to work with you and take the company to the next level. I look forward to discussing my ideas and strategies with you to explore how I might best fit your needs. Thank you for your consideration.
Yours Sincerely,
Keza Silvie
10.3.2 Curriculum Vitae (CV):
The letters CV stand for curriculum vitae which in Latin means “Course of life”. When used in a job seeking context, a CV is a brief history of your education, work experience and activities, skills, accomplishments, and any other information relevant to getting a job.
CV writing and format tips:
i) Include relevant information only: Your CV should not include all details about your life. Keep it simple, clear and neat.
ii) CV Length: While resumes are generally one page long, CV is longer. Most CV are at least two pages long, and often much longer.
iii) Font and Size: Do not use ornate/decorative fonts that are difficult to read; Times New Roman, Arial, Calibri, or a similar font is best. Your font size should be between 10 and 12 points, although your name and the section headings can be a little larger and/or bolded.
iv) Format: However, in deciding to organize the sections of your CV, be sure to keep each section uniform. For example, if you put the name of one organization in italics, every organization name must be in italics. If you include a sentence or two about your accomplishments in a position, fellowship, etc., make a bullet list of each accomplishment. This will keep your CV organized and easy to read.
v) Be accurate: No spelling or grammatical errors. Be sure to edit your CV before sending it. Check spelling, grammar, tenses, names of companies and people, etc. Have a friend or career services counsellor check over your CV as well.
vi) Be consistent: Punctuation, highlighting, verb tense, spacing etc. should be verified.
vii) Spells out acronyms: The first time it appears, put the acronym in parentheses and then use the acronym after that.
B. Elements of Curriculum Vitae
Not all curriculum vitae s look the same. But there are general sections that must be included in almost all CVs. However, one may choose to include only some sections because others do not apply to his/her background or industry. Include what seems appropriate for your area of specialty. In your CV you can include:
a. Contact information: At the top of your CV, include your personal identification/name and contact information (address, phone number, email address, etc.).
Education background: This may include the school/institution attended, dates of study, and degree received.
b. Work Experience: List relevant work experience; this may include non-academic work that you feel is worth including. List the employer, position, and dates of employment. Include a brief list of your duties and/or accomplishments.
c. SKILLS
- Professional competencies relevant to the position for which you are applying.
- Computer skills.
- Language skills, etc.
d. References: In this part, include people who know you and who might be contacted in case they need any information about you. Lastly, end by certifying that the information is from the best of your knowledge.
Below is a sample of curriculum vitae (CV)
Curriculum Vitae
1. PERSONAL IDENTIFICATION
• Names: BUTERA Jane
• Date of Birth: 8/12/1995
• Gender: Female
• Nationality: Rwandan
• Marital status: Married
• Telephone: (+250) 738469764
• E-mail: butejane@yahoo.fr
• Contact address: P.o. Box 1010
Bugesera District
Eastern Province – Rwanda2. EDUCATION BACKGROUND
3. PROFESSIONAL EXPERIENCE
4. OTHER SKILLS ACQUIRED
5. LANGUAGES
6. HOBBIES
7. REFEREES
1.) Mr. Kayar john
DG Airtel Rwanda
Tel;0785432111
2.) Mrs. Ineza Beatrice
Country director
Red cross
Tel;0788303030
3) Miss Buranga Egidie
Manager
Hilton hotel
Tel; 0783031242
I, BUTERA Janet do declare that the above information is true to the best of my knowledge.
BUTERA Jane, The manager,
BUTEJA Min Supermarket
10.3.3 Academic credentials/ relevant qualification papers
Credentials often refer to academic or educational qualifications, such as degrees or diplomas that you have completed or partially completed. Credentials can also refer to occupational qualifications, such as professional certificates or work experience.
These are examples of academic credentials:
• Secondary (high) school diploma
• College diploma
• Bachelor’s degree
• Master’s degree
• PhD or Doctorate degree
• Professional school degree (for example, for law, medicine, teaching)
A few organizations evaluate international academic credentials to compare them to credentials you can get in your country. You may need this for work or if you apply to a college, university, or institute.
Assume you want to apply for a post in any business company.
Design an application letter and a curriculum vitae.
Bright Business club wants to expand by introducing other viable projects. In efforts to ensure the club grows effectively, they will recruit a strong marketing manager from one of the members in the club. The key role of the marketing manager is to ensure the right projects are implemented in the club.
1. As students of entrepreneurship, create a relevant job specification and make an advert for the above position.
2. Discuss the importance of creating a job specification for a given position.
1. You have come across an advertisement on the internet about the need for Head of Security in a prominent shop. Write an application letter to apply for the above post.
2. Gikundiro is a senior six level student who wants to start a fruit processing business and she needs help from you to design an advert for various posts in her fruit processing business.