Recruitment   selection policy human resources policies and
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  • 1. KNYSNA MUNICIPALITY RECRUITMENT & SELECTION POLICY HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL Page No. 1 - 5Compiled by: HR Department ............................. Date of Issue 01/04/04 SIGNATUREApproved by: Municipal Manager ............................. Effective Date 18/01/05 SIGNATURE6. RECRUITMENT AND SELECTION POLICY6.5 INTRODUCTIONThis policy endeavours to create a strategy whereby fair and equitable recruitment and selection canbe undertaken by the Municipality whilst ensuring the elimination of unfair discrimination. The policyprovides guidelines for the appointment of applicants, and the procedural steps involved in theprocess of recruitment and selection.The policy is in alignment with the stipulations of section 55, 66 and 67 of the Local GovernmentMunicipal Systems Act 32 of 2000, and all other relevant labour legislation.6.6 POLICY OBJECTIVESThe objectives of this policy are:  To attract high calibre individuals  To make use of a fair and non-discriminatory process that ensures consistency in recruitment and selection  To retain and develop quality employees  To support current legislation  To meet Municipal Employment Equity Plan targets6.7 POLICY STATEMENTThe Recruitment and Selection Policy is fundamentally aimed at  matching the human resources to the strategic and operational needs of the municipality,  ensuring the full utilisation and continued development of these employees,  creating the capacity for effective and efficient service delivery.Each appointment must therefore be justifiable by the employer in terms of both strategic andoperational needs.Although all aspects of recruitment and selection will be non-discriminatory, preference will be givento suitably qualified candidates who are members of designated groups as defined in the EmploymentEquity Act of 1998.6.8 PROCEDURESTEP 1: EMPLOYEE REQUISITIONThe Human Resource Department to be notified of any vacancies due to and upon notice oftermination or newly created positions. This will be done by completing the Employee RequisitionForm (ANNEXURE A), and sending it to the Human Resource Department. The relevant line managerand department manager (e.g. Manager Community Services) is responsible for authorising thevacancy by signing the Employee Requisition Form. RECRUITMENT & SELECTION POLICY HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL
  • 2. KNYSNA MUNICIPALITY Page No. 2 – 5Compiled by: HR Department ............................. Date of Issue SIGNATUREApproved by: Municipal Manager ............................. Effective Date SIGNATURESTEP 2: SELECTION CRITERIAA detailed Job Profile is to be compiled by the Manager in consultation with the assigned HR Officer,which will include a job description outlining the tasks, responsibilities and behavioural dimensions forthe position.Should an updated profile not be available, a detailed analysis (using T.A.S.K. Methodology) will beconducted identifying and prioritising the inherent job criteria before advertising and selection.The selection criteria should in no way be discriminatory and should not be used as barriers toemployment.The Job Profile will be used for both internal and external recruitment.STEP 3: RECRUITMENT & SELECTION 1) ADVERTISING VACANCIESThe placements of advertisements, both internal and external, are the responsibility of HumanResources.Vacancy advices/ adverts are to be drafted by the Manager in consultation with the HR Officer, usingthe Employee Requisition and Job Profile as the source of relevant information.Recruitment refers to the attracting of suitable applicants for the position whether internally orexternally. In the case of a post being substantially the same the vacant post will be advertisedinternally first and then, if no suitable internal candidate can be appointed in that post, externally. Ifthere is a significant change in the post to be advertised it is the prerogative of the Manager toadvertise the post internally first, or advertise internally or externally at the same time. Thecategorisation of vacant posts is the responsibility of the Manager.Internal advertisements shall be placed on designated municipal notice boards. All internaladvertisements should specify that only Council employees may apply. External advertisements shallbe placed in the appropriate media/publications (to be agreed upon by the Manager) ensuringmaximum access by the designated groups. Advertisements must be copied to unions and HOD’s.All external adverts must specify the commitment of Knysna Municipality to the fulfilment of theEmployment Equity Plan. 2) APPLICATION FORMSAll applicants will be required to complete an application form. The Human Resource Department isresponsible for ensuring that the applicant receives the correct form, i.e. Application Form (PostLevels 2 – 8) or Application Form (Post Levels 9 – 18). (ANNEXURE B / 1 AND B / 2 respectively)All applications are to be addressed to Human Resources. RECRUITMENT & SELECTION POLICY HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL Page No. 3 - 5
  • 3. KNYSNA MUNICIPALITYCompiled by: HR Department ............................. Date of Issue SIGNATUREApproved by: Municipal Manager ............................. Effective Date SIGNATURE 2) SCREENING & SHORTLISTINGThe Human Resource Department screens all applications and a list of the suitable candidates will bepresented to the Manager. The Manager is responsible to compile a shortlist, based on agreedselection criteria. The assigned HR Officer is available for consultation in this regard. 3) SELECTION PROCESSCATEGORY A POSTS: Municipal Manager and Article 57 ManagersCouncil is responsible for designing a selection process for the posts of Municipal Manager and themanagers reporting to the Municipal Manager.CATEGORY B POSTS: POST LEVELS 2 – 8: Management / Professional / Specialist / SupervisorThe Manager with assistance from the HR Officer will set up interviews with short listed applicants.Short listed applicants will be subjected to a structured behavioural interview by line management,which will be conducted in a non-discriminatory and consistent manner. The Manager and the HROfficer take joint responsibility for structuring the selection process.The structured interviews will be conducted by an interview panel. The interview panel consists of theHead of Department, the HR Officer who will provide specialist advice and input, and UnionRepresentatives, who have observer status in the selection process. The Municipal Manager, at hisdiscretion, may attend interview panels in this category save that his participation in the interviewpanel for posts on Post Level 2 is mandatory.A competency based assessment approach will be used where the applicant’s experience, skill,knowledge, level of competence and career path suitability will be evaluated against the jobrequirements during a structured analysis and evaluation discussion. Applicants will be scored againstcriteria. The results of the scoring process will be used as a guideline and input to the outcome of theselection process.CATEGORY C POSTS: POST LEVELS 9 – 18: Clerks etcThe Head of Department with assistance from the HR Officer will set up interviews with short listedapplicants. Short listed applicants will be subjected to a structured behavioural interview by linemanagement, which will be conducted in a non-discriminatory and consistent manner. The Head ofdepartment and the HR Officer take joint responsibility for structuring the selection process.The structured interviews will be conducted by an interview panel. The interview panel consists of theHead of Department, the HR Officer who will provide specialist advice and input, and UnionRepresentatives, who have observer status in the selection process. The Manager (CorporateServices, Operations, Finance or Community Services), at his discretion, may attend interview panelsin this category.An appropriate competency assessment instrument may be included in the selection process. 4) COMPETENCY ASSESSMENTValidated assessments tools may be utilised by a trained professional to gather additional supportinginformation during the selection process. All applicants will be required to give consent for the use ofassessment tools and results thereof. (ANNEXURE E: Assessment Consent Form) RECRUITMENT & SELECTION POLICY HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL Page No. 4 – 5
  • 4. KNYSNA MUNICIPALITYCompiled by: HR Department ............................. Date of Issue SIGNATUREApproved by: Municipal Manager ............................. Effective Date SIGNATUREAll parties will uphold the strictest confidence in respect of any information supplied. Applicants will beentitled to feedback on all assessments undertaken. 2) REFERENCE CHECKSApplicants shall be requested to provide names of contactable referees. Only referees provided byapplicants may be contacted for reference purposes. All information solicited should be related to thejob profile requirements.Written testimonials should not be used as the only documentation for references. Applicants cansubmit written testimonials on condition that referees may be contacted for verification of reference. 3) AUTHORISATIONAs per the stipulations of Section 55(1)(e) of Local Government Systems Act, 32 of 2000,authorisation of appointments are as follows:CATEGORY A POSTS:Council appoints the Municipal Manager. Council appoints Section 57 Managers after consultationwith the Municipal manager.CATEGORY B POSTS: (Post Levels 2 – 8: Management/ Professionals/ Specialists/Supervisors)Details of the proposed applicant to be submitted to the Municipal Manager for final authorisation. Astandard Request for Appointment Form (ANNEXURE F) is to be completed for this purpose,outlining particulars of applicant and results of selection process.CATEGORY C POSTS: (Post Levels 9 – 18: Clerks etc)Details of proposed applicant submitted to the Manager for final authorisation. A standard Requestfor Appointment Form (ANNEXURE F) to be completed for this purpose, outlining particulars ofapplicant and results of selection process. All new appointments to be reported to Municipal Managerin terms of Section 59 of the Municipal Systems Act.Details of the recommended applicant should be submitted to the Human Resources Manager,before the final authorisation by the municipal manager or relevant S57 manager, to checkwhether the appointment of the recommended applicant meets the municipality’s employmentequity requirements. 4) EMPLOYMENT OFFERThe Offer of Employment will be given to the applicant in writing by the Human Resource Officer,detailing the terms and conditions of employment. Acceptance of the job offer should be by way ofsigning the Employment Contract prior to commencing employment. 5) UNSUCCESSFUL APPLICANTSAll Knysna Municipality advertisements should state that if an applicant does not receive anynotification within one month of the closing date, he/she is to assume that the application wasunsuccessful. All interviewed unsuccessful applicants will receive a letter from the Human ResourceOfficer, within 2 weeks of the final decision, thanking them for their application and regretting that theyhave been unsuccessful. If an external service provider was used they are responsible for regrettingthe applicants they put forward. RECRUITMENT & SELECTION POLICY HUMAN RESOURCES POLICIES AND PROCEDURES MANUAL Page No. 5 - 5
  • 5. KNYSNA MUNICIPALITYCompiled by: HR Department ............................. Date of Issue SIGNATUREApproved by: Municipal Manager ............................. Effective Date SIGNATURE 2) JUSTIFICATION / DISPUTEIn order to protect Council’s interest, any requests from unsuccessful applicants for feedback onselection decisions should be in writing. The Manager in consultation with Human Resources, willrespond to such a request in writing.Disputes concerning the appointment of an applicant are dealt with in terms of Bargaining CouncilDispute Resolution procedure and relevant labour law.STEP 4: INDUCTION & PAYROLL INFORMATIONInduction of new employees is the responsibility of the Manager. All new employees are invited toparticipate in the formal Knysna Municipality Induction process conducted by the Manager and HROfficer.The Administration Starter Pack which is completed during induction and the EmployeeRequisition Form should be forwarded, by the Human Resource Officer, to the Payroll Office toensure the accurate receipt of information regarding the new incumbent/position.6.5 UNDUE INFLUENCESThe only basis for appointment of a new employee must be because he/she is the most appropriatecandidate.6.5.1. NEPOTISM (See Nepotism Policy: ANNEXURE C)No Municipal employee may show favouritism towards any applicant, including those they are relatedto. Applicants must declare any relationship to the interview panel members, and also provide detailson the nature of the relationship (e.g. family, friend, previous colleague).6.5.2. LOBBYINGAny candidate who attempts to influence any member of the interview panel outside of the formalselection process will be automatically disqualified.6.6 EXIT INTERVIEW (ANNEXURE D)Employees leaving the services of the Municipality, regardless of their position or reason for leaving,shall be requested to avail themselves for a voluntary exit interview. All information given to theHuman Resources Officer during these interviews is to be kept in the strictest confidence, and onlythe Human Resource Department and Senior Management have access to this information.