1. Employment process
Prepared by
Willy madinda
Tutorial Assistant (T.A)
Tanzania Public Service College
+255714 367 2121
willy2002tz@yahoo.com
Madinda WS 08/15/12

2.  Recruitment can be described as those activities in human
resource management which are undertaken in order to attract
sufficient job candidates who have the necessary potential,
competence, and traits to fill job needs and to assist the public
sector institutions in achieving its objectives (Foot & Hook
1996:53)
 A set of activities an organization uses to attract job
candidates who have the abilities and attitudes needed to help
the organization achieve its objectives. Ivancevich and
Glueck. 1985:154)
 Recruitment refers to the process of attracting, screening, and
selecting a qualified person for a job
Madinda WS 08/15/12

3.  Whereas Human Resource Planning provides the
established posts;
 Job analysis is the procedure through which you
determine the duties of the jobs and the
characteristics of the people who should be hired for
them; (Gary Dessler: 2002:62).
Job analysis gives profiles and requirements of the
posts established,
A job analysis is the process used to collect
information about the duties, responsibilities,
necessary skills, outcomes, and work environment of
a particular job
Madinda WS 08/15/12

4.  Job Analysis is a process to identify and
determine in detail the particular job duties and
requirements and the relative importance of these
duties for a given job.
 The Job; not the person An important concept of
Job Analysis is that the analysis is conducted of
the Job, not the person
Madinda WS 08/15/12

5.  Determining Training Needs
 Compensation
 Selection Procedures
 Performance Review
Madinda WS 08/15/12

6.  Determining Training Needs
Job Analysis can be used in training/"needs
assessment" to identify or develop:
 training content
assessment tests to measure effectiveness of
training
 equipment to be used in delivering the
training
methods of training (i.e., small group, computer-
based, video, classroom...)
Madinda WS 08/15/12

7. Job Analysis can be used in compensation to
identify or determine:
 skill levels
 compensable job factors
 work environment (e.g., hazards; attention;
physical effort)
 responsibilities (e.g., fiscal; supervisory)
 required level of education (indirectly related to
salary level)
Madinda WS 08/15/12

8. Job Analysis can be used;
 job duties that should be included in
advertisements
 appropriate salary level
 minimum requirements (education and/or
experience) for screening applicants;
 interview questions; selection tests/instruments
(e.g., written tests; oral tests; job simulations);
 applicant appraisal/evaluation forms;
orientation materials for applicants/new hires
Madinda WS 08/15/12

9. Job Analysis can be used in identify or develop
goals and objectives
 performance standards
 evaluation criteria
 length of probationary periods
 duties to be evaluated
Madinda WS 08/15/12

10.  A job description is a list that a person might use
for general tasks, or functions, and
responsibilities of a position.
 documents that help set the boundaries of an
employee and employer regarding certain
aspects of the position.
There is a common saying that you have to see
the road clearly to be able to reach your
destination. You cannot reach your goal or your
destination if you do not know the path ahead of
you, and that is exactly what a job description is.
Madinda WS 08/15/12

11.  Job Title.
 Description of job profile
 Duties and responsibilities of the employee
 Educational qualifications of the employee
How to write catchy job description
 Clear description of the tasks.
 Salary mention for the position
 Opportunities that might open to the employee
who fulfills the tasks
Madinda WS 08/15/12

12.  job specification is a statement of knowledge,
skills, and abilities needed to perform the job. It
are minimum acceptable qualifications to perform
a particular job. It is the same job criteria.
 Job specification includes knowledge, skills, and
abilities but in fact, It also includes job purpose,
main duties, compensation etc when it is used for
job advertisement
Madinda WS 08/15/12

13.  A. Job description are task, duties,
responsibilities this mean job description are what
you must “do”. Job specification are knowledge,
skills, abilities etc this mean job specification are
what you must “have” to perform “job description”.
 B. Job description belong to organization and job
specification belong to you.
Madinda WS 08/15/12

14. why are job specifications important ? Functions / benefits of job
specification include 5 elements as follows:
1. Find out prospective candidate
2. The importance of job specification also reflect in attracting
candidate.
3. Set up competency of organization
4. Job specification pay a important role in identifying competencies of
employee
5. Orientation to candidate
Madinda WS 08/15/12

15.  Recruitment policy stipulates broad guidelines on the
way in which a public institution intends to deal with
recruitment.
 It concerns itself with the objectives of recruitment as
well as encompassing the principle of equal job
opportunities in recruitment.
Madinda WS 08/15/12

16.  Ensures the securing of a pool of acceptable
candidates;
 Ensures a positive public image of the organization
through recruitment;
 Ensures efficiency and cost effectiveness of the
recruitment activities;
 It ensures practical fairness and equity in the
recruitment process;
 Enables the institution to attract knowledgeable, skilled
and competent, potential employees who have the
competencies relevant to the job (ibid).
Madinda WS 08/15/12

17.  Objectives of recruitment in the Public sector
 Legal and regulatory prescriptions about fairness and
discrimination to consider
 The various agreements with the workers representatives
 Targets of employment equity for balance
 Budgeting considerations for recruitment
 The urgency required to fill posts
 The responsible unit and officer for policy and procedure
 Procedures for succession, use of promotion within, use of
relations, people with disabilities, part-time employees and
stand on minors.
Madinda WS 08/15/12

18. INTERNAL FACTORS
Strategic Plans
Institutional policy
Recruitment criteria
EXTERNAL FACTORS
Labour market conditions- The size, the efficiency and
the mobility of labour.
Government policy and legislation- Employment Act,
pieces of labour legislation
Trade unions- Bargaining power,
Madinda WS 08/15/12

19.  Occupational Choice:
 Psychological factors-personal attributes and interests
 Economic factors- quality of life and needs and wants
 Sociological Factors – family, community and well-being
 Job Search
 Designing a recruitment programme requires the consideration of the most
preferred method of job search informal or formal.
 Institutional commitment
 Recruiter should be knowledgeable and prepared
 Ask relevant questions
 Discuss career path
 Produce positive responses from candidates
 Display warmth, enthusiasm and perceptiveness
Madinda WS 08/15/12

20. SOURCES OF RECRUITMENT
Internal sources Television
 Skills inventory  Walk ins
 Job posting  Referral
 Insider moonlighting  Professional bodies
External Sources  Head hunting/skills search
 Employee agencies  Educational institutions
 Radio adverts  Consultants
Newspaper
Internet
08/15/12 Madinda WS

21. METHODS OF
RECRUITMENT
 Advertising • ATTENTION
 Newspaper  Use meaningful headings
 Periodical  Impacting visual lay out
 Billboards  Variety e.g. Colour, outline, imagery
and font
 Radio  INTEREST
 TV  Job specification
 Internet  Experience
 Use of AIDA Formula  Job relevance
 Attention  DESIRE / URGE
 Interest  Mentioning or not mentioning salary
 Desire  Action
 Actions
08/15/12 Madinda WS

22.  The advert should not prejudice any prospective candidate who has
the necessary skills, competencies and knowledge.
 Qualifications should bear education, skills and relevant experience
 Adverts should be compatible with the valid post and person
specification
 Job title
 Core functions
 Competitiveness
 Non-discriminative
 Health and security checks (when applicable)
Madinda WS 08/15/12

23. VACANCY
HEAD HUMAN RESOURCE MANAGEMENT
Applicants are invited for suitably qualified and experienced persons to fill
the position of Head Human Resources which has arisen in the Ministry
Successful candidate will be among other duties responsible for the following:
Managing the ministries human resource
Recruitment
Training
Personnel services
Performance appraisal
And industrial relations
Qualification and experience
Human Resource Management 5 Years
Degree in HR or Public Administration, masters will be an added advantage
Thorough knowledge of HR practice
Member of the ZIHRM
Women are encouraged to apply
Skills required
Excellent in communication, analytical and presentation skills
High level professionalism and confidentiality
Impeccable integrity
Good understanding of the public sector in Zimbabwe
We are an equal opportunity institution, applicants should submit applications
to the Public Service Commission clearly marked “Head Human Resource”
accompanied by CVs by not later than 25 th March, 2011 on the following
email address psc.zw.@gmail.com
Madinda WS 08/15/12

24.  SPECIAL EVENT RECRUITMENT
 Open houses
 Visit to headquarters
 School address
• VACATION EVENT RECRUITMENT
 Hiring students
 Identifying prospecting employees
 Trade shows
Madinda WS 08/15/12

25.  Step 1. Identifying the vacancy
 A vacancy arises- due to the creation of a new job, existing member of staff has
been promoted, retires or dies.
 it begins with the human resource department receiving requisitions for
recruitment from any department of the company. These contain:
• Posts to be filled
• Number of persons
• Duties to be performed
• Qualifications required
 Step 2. Obtain approval to recruit in terms of the HR budget and level of
appointment
 Step 3. Compile or update job descriptions and job specifications
 The job description is updated and an employee specification is written.
 The job description lists the duties of the job whilst the employee specification
gives details of the experience, skills and abilities needed to carry out the job.
Madinda WS 08/15/12

26.  Step 4. Determine the key result areas for the job
 Step 5. Consult the recruitment policy and procedure
The component of recruitment policy and procedure
 The general recruitment policies and terms of the organization
 Recruitment services of consultants
 Recruitment of temporary employees
 Unique recruitment situations
 The selection process
 The job descriptions
 The terms and conditions of the employment
 Step 6. Choose the source (s)
Madinda WS 08/15/12

27. Step 7. Decide on a method of recruitment
•External Recruitment Methods
•Internal Recruitment Methods
Step 8. Implement the decision (apply the recruitment method)
A vacancy advertisement is written and is circulated via media , including
newspapers, internet recruitment sites, specialist publications and the Employment
Service.
Application forms are sent out along with copies of the job description and
employee specification and must be returned on or before the closing date that has
been set.
Step 9. Allow sufficient time for response
Madinda WS 08/15/12

28. Step 10. Screen responses
 A shortlist is compiled of applicants who are going to be invited to attend for
interview.
 This is done by the recruitment panel who compare each application form with the
requirements of the employee specification
 Interviews are held. The panel will use the same set of questions with each
interviewee.
 The interview may include a selection test.
Step 11. Draw up on initial shortlist of candidates
 References will be requested.
 The successful applicant for jobs working in certain areas, including working with
children or vulnerable adults, will be asked to apply for a criminal disclosure check
through the Criminal Records Bureau (CRB).
Step 12. Proceed to selection and Advise applicants of the outcome
 Appoint the successful candidate and arrange induction training
 Feedback can be provided (upon request) to those not shortlisted and applicants
have the right to complain if they feel they have been unfairly treated
Madinda WS 08/15/12

29.  Reconsider the purpose of recruitment in light of organization
recruitment strategy
 Consider strength and weaknesses of current recruitment practices
 Consider the external factors militating on recruitment
 Consider a wide range of recruitment options
 What are the available strategic choices in recruitment
 Consider the approach to implementing of recruitment in line with
strategy.
Madinda WS 08/15/12

30.  The rationale is to ascertain the cost benefit of
recruitment
 The state of the external labour market condition
Time duration factor
 Nature of the job
 Effectiveness of recruitment strategy
 Affirmative action
 Categorization of candidates e.g age, sex and
competencies
 Record keeping of recruitment activities
Madinda WS 08/15/12

31.  is a profession or agency that helps unemployed
individuals find work. A job placement agency also
provides a service to employers by giving them
qualified workers for contract jobs or available
positions. Eg in Tanzania we have euro link,
 Job placement agencies are service-based
businesses that offer two main types of services.
One is directed at the job seeker and the other to
an employer looking to hire new workers.
Madinda WS 08/15/12

32.  The process of receiving and orienting
employees when they first join an organization.
 is the process by which new employees are
familiarized with the organization and their jobs.
IMPORTANCE OF INDUCTION
 Reduce staff turnover
 Reduce absenteeism
 Increase productivity (despite a loss of productive
time in the first instance)
Madinda WS 08/15/12

33.  Facilitate learning and development.
 Reduce accidents and incidents and disputes
 Increase job satisfaction.
The induction process is best carried out as a cooperative effort
between HR, line management and line staff. The people who
know the jobs best, particularly in terms of socialization, are
the workers in the work area.
THANK YOU FOR LISTERNING.
Madinda WS 08/15/12