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TRANSCRIPT
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A WORKING REPORT ON HUMAN RESOURCES DIVISION OF ROBI AXIATA LIMITED
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CHAPTER-1:
INTRODUCTION
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1.1 BACKROUND OF THE REPORT
The world of work is rapidly changing. As a part of an organization Human Resource
Management (HRM) must be efficient enough to deal with the condition of the changing
world. For HRM it means that understanding the implications of globalization, technology
changes, workforce diversity. At the moment changing skill requirements, continuous
improvement initiatives contingent workforce, decentralized work sites and employee
involvement are the issue for confront. Now it is a big challenge for the HRM to support the
organization by providing the best personnel for the suitable position in shortest possible
time. Starting with recognizing the vacancies and planning for them is a difficult task.
Moreover, recruiting suitable candidates and selecting the best person in time is a challenge.
The cost of the recruitment is significant. So, proper planning on recruitment and
implementing the plan is the task that requires more focus and improvement. Equal
opportunity and sourcing is also a vital part. Realizing this need, I have tried to find the
difference and similarities between theoretical aspects with the practical steps taken by the
company. I have taken an attempt to demonstrate the feature for the further improvement
after finding out some laggings.
1.2 OBJECTIVE
To be specific, the objectives of this internship report are:
1. To focus on major elements and process of the recruitment and selection process;
2. To find out shortcomings and their solution of the recruitment and selection process.
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1.3 SCOPE
This report deals with the recruitment and selection process in terms of theoretical point of
view and the practical use. The study will allow to learn about how the process of recruitment
and selection actually takes place in multi-national organizations, what kind of medium and
methods they use, how they attract candidates for a vacant position, how they recruit and
select the right candidate for a specific position, how they ensure quality work by supplying
the qualified candidates and so on. Moreover, this report will help to understand why
recruiting and selecting candidates is very important for any organization.
1.4 METHODOLOGY
Primary Sources: Primary data sources are informal discussion with professionals and
observation while working in different tasks.
Secondary Sources: The secondary data sources are website, different published reports, and
different publications of Robi.
1.5 LIMITATION
The main limitation of the study is the collection of information as most of the information is
confidential. So they did not want to disclose any internal issue of the company. And I am not
able to show any forms which they use in the time of joining or what kind of information they
keep in the personnel file.
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CHAPTER-2:
COMPANY INFORMATION
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2.1 BACKGROUND AND CORPORATE PROFILE IN BNGLADESH
In order to keep a rhythm with the current era, infrastructural development of the
telecommunication sector should have a greater priority. Telecommunication is the
transmission of information, over significant distances, for the purpose of communication. As
a consequence, Robi Axiata Limited is considered as one of the pioneers in the
telecommunication sector of Bangladesh, also as a dynamic and leading countrywide GSM
communication solution provider. Formerly, it was known as Telekom Malaysia International
(Bangladesh) which commenced its operations in Bangladesh in 1997 with the brand name
AKTEL. But on 28th March 2010, the company came to be known as Robi Axiata Limited
and the service name was rebranded as Robi. Robi Axiata Limited is a joint venture
company between Axiata Group Berhad, Malaysia and NTT DOCOMO INC, Japan. Being a
Joint Venture company, ratio of share held between Axiata Group Berhad and NTT
DOCOMO INC. is 7:3; which means-
Robi AxiaLimited
+ = (10
(70%) (30%)
Fig No.1: Shareholdings
Vision:
To be a leader as a Telecommunication Service Provider in Bangladesh
Mission:
Robi aims to achieve its vision through being number one not only in terms of market share,
but also by being an employer of choice with up-to-date knowledge and products geared to
address the ever changing needs of our budding nation.
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Purpose:
Empowering you means, we are there for you, where you want and in the way you want,
in order to help you develop, grow and make the most of your lives through our services.
Principles:
No matter what Robi does in order to realize its purpose, it holds itself accountable to the
following overarching guiding Principles for the organization:
1. Being respectful towards everyone.
2. Being trustworthy by action. Being passionate and creative in all we do.
3. Keeping things simple in the way we do things.
4. Being ethical and transparent.
5. Demonstrating individual and collective ownership.
6. Practicing an open culture in communication and interaction.
Robi promises, To provide relevant and affordable solutions supported by exceptional
customer service and availability, continuously improving our network coverage and
quality.
2.2 MAJOR COMPANIES OF THE TELECOMMUNICATION
INDUSTRY IN BANGLADESH
The telecommunication industry is characterized by a high level of concentration with six
multinational and local companies dominating the industry. Following Table contains
information about the major telecommunication companies that are sorted in the order of
their 2010 market share.
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Competition among Major Telecommunication Companies in Bangladesh
Company Brand Subscriber (in millions) Market Share
Grameenphone Ltd. GP 24.55 43.56%
Orascom Telecom Bangladesh Ltd. Banglalink 14.94 26.51%
Robi Axiata Limited Robi 10.82 19.20%
Pacific Bangladesh Telecom Ltd. Citycell 1.89 3.35%
Teletalk Bangladesh Ltd. Teletalk 1.13 2.00%
Warid Telecom, Bangladesh/ Airtel
Bangladesh
Warid/
Airtel
3.03 5.38%
Total 56.36 100.00%
Source: Bangladesh Telecommunication Regulatory Committee (BTRC) website in April 30, 2010
On the mentioned figure, it is seen that the total market of the mobile phone is with 56.36
million subscriber where Grameenphone still dominating the market with 43.56% market
share which is far higher than its immediate follower Banglalink, with 26.51%, and Robi,
with 19.20%. The rest of the operators are not in competition with these three operators and
hold much low market share compared to them.
Some Company Achievements:
Robi has been conferred the prestigious Frost & Sullivan Asia Pacific ICT Award
2010 for "Emerging Market Service Provider of the Year"
Awarded the prestigious fund grant from GSMA MMU (Mobile Money for the
Unbanked) in 2009
Crossing 10 million subscribers mark in 2009
Ranked within top 6 global comparable telcos in A.T. Kearney benchmarking
exercise in 2009
Cost optimization project saved 2 times of what was projected
Bangladesh Mobile Phone Businessmen Association (BMBA) Award 2008-2009 as
the best service provider in Bangladesh
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The Weekly Financial Mirror Samsung Mobile & Robintex Business Award 2008-
2009 as the best Telecommunication company
TeleLink Telecommunication Award 2007 TeleLink Telecommunication Award
2007" for its excellence in service, corporate social responsibilities and dealership
management for the year 2006 in commemoration of WORLD Telecommunication
Day 2007
Arthakantha Business Award Given by the national fortnightly business magazine of
Bangladesh for its excellence in service in telecom sector
To ensure leading-edge technology, Robi draws from the international expertise of Axiata
and NTT DOCOMO INC. Its GSM service is based on a robust network architecture and
cutting edge technology such as Intelligent Network (IN), which provides peace-of-mind
solutions in terms of voice clarity, extensive nationwide network coverage and multiple
global partners for international roaming. Its customer centric solution includes value added
services (VAS), quality customer care, easy access call centers, digital network security and
flexible tariff rates.
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CHAPTER-3:
ORGANIZATIONAL PART
(HUMAN RESOURCES DIVISION)
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3.1 ORGANOGRAM
Human Resources Division of Robi Axiata Limited has 4 (Four) departments. Each of them
has small units. I have done my internship in Resourcing Management which is under
department of HR Operations. The total picture is given below as an organogram-
Fig No.2: Organogram of Human Resources Division (Robi Axiata Ltd.)
Human
Resources
Division
Organizational
Development
HR
Operations
Competence
Development
(CD)
Employee
Relations &
Compliance
Talent
Management
Compensation
& Benefits
Managements
Culture
Management
HR Analyst
Business
Partner
Resourcing
Management
Payroll
Management
HR
Services
CD - Function
Specific
CD -
Management
Transformation
& Change
Support
Process
Improvement
Employees
Relations
Compliance &
EHS
(Environmental
Health &
Safety)
Internship
Program
3.2 HIERARCHY AND CHAIN OF COMMAND
In Robi Axiata Limited, almost all the divisions follow a common hierarchy and chain of
command. In Human Resources Division, Chief Human Resources Officer (CHRO) is at the
top most position and acts as divisional head. Along with CHRO, Executive Vice President
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(EVP) and Vice president (VP) are in the top level management. Then, General Manager
(GM) and Manger are associated in the mid level management. Finally, in the low level
management there are Specialist, Officer and Assistant Officer. Their hierarchical positions,
management levels and chain of command can be shown as-
CHRO Top Level
EVP
VP
GM Mid Level
Manager
Specialist
Officer Entry Level
Asst. Officer
Fig No.3: Hierarchy, Management Levels & Chain of Command
Overall organizational decision is taken by the Chief Executive Officer (CEO). But, for any
HR decision or activity CHRO is authorized to take decision. CHRO passes his decision to
his/ her immediate subordinate, who is EVP of particular department of HR Division. Then
the total process ends to Assistant Officer.
The decision making process is quite centralized. To take any decision most of the time they
need to wait for their immediate supervisor to approve. Considering the hierarchy and chain
of command; for entry level employees it takes a long to have proper instructions.
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CHAPTER-4:
HR FUNCTIONAL DEPARTMENTS
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As mentioned earlier, Human Resources Division of Robi Axiata Limited has following 4
(Four) major functional departments in Operation. And their activities are listed below:
Organizational
Development
HR Operations Competence
Development
Employee Relations
& Compliance
Align and support
Human Capital
requirement to
Strategic Business
Objectives
To lead HR
Business Partners
for providing
Employee Services.
Ensure minimum
downtime due to
employee shortage
in approved
positions within
divisions
Identify, prepare,
propose and execute
competence
development
activities to
continuously
upgrade skill set of
available resources
to excel in their
roles
Ensure effective and
efficient roll-out of
HR processes for
employee satisfaction.
Facilitate
implementation of HR
Policies, employee
engagement activities
throughout the
organization
Support Organization
in nurturing talents by
creating a transparent
environment for
performance
management
Facilitate effective
and efficient
implementation of
HR processes and
management of
staff lifecycle
Support
implementing
Change Projects
through people
engagement
Ensure
implementation and
compliance of all
statutory requirements
HR Strategy analysis
& periodic review of
HR effectiveness.
Review and propose
changes in HR policy.
Drive Employee
Satisfaction Index
through periodic
surveys and follow up
action plans
Implement and
comply with
Headcount Plans,
Policies and Work
Codes
Liaison with top
local and
international
institutions and
training providers to
develop training
intervention to
minimise identified
competency gaps
Represent
organization in
employers
organizations, and all
relevant inspectorates.
Drive performance
management culture
Provide support to
Internal Audit from
HR
Drive collective
leadership agenda
Lead EHS
(Environmental
Health & Safety)
services
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4.1 HR ACTIVITIES OF HR OPERATIONS AT ROBI
Business Partner: Business Partner creates effective partnership with line management. It
involves line management on HR processes, systems and tools. It facilitates HR events
(career mgt. succession planning) to support leadership pipeline. It also participates in
divisions selection processes and ensures right talent.
Payroll Management: Payroll Management ensures top most confidentiality on salary
information across business administers with accurate monthly payroll up to issuance of pay
slip through SAP (Systems, Applications and Products). It process annual salary revision. It
also disburses other incentives and bonuses on time. Payroll Management effectively
maintains payroll related records. It prepares and timely provides tax computation for
employees for income tax purpose.
HR Services: HR Services deliver standard staff records management, fund Management,
leave and attendance management, management of board of trustees, expatriate management,
staff transition management.
Resourcing Management: Resourcing Management facilitates recruitment processes along
with HRBPs (HR Business Partner) by consistently applying recruitment policy across all
divisions. It effectively manages job portal and campaign employment brand together with
OD (Organizational Development). It also represents the company to all university placement
offices for graduate hires.
4.2 RECRUITMENT AND SELECTION PROCESS
Recruitment involves locating individuals with appropriate qualifications, in sufficient
numbers and encouraging them to apply for jobs in a particular organization. The basic
purpose of recruiting is to ensure a sufficient pool of applicants from which the most
qualified individuals may be selected. On the other hand, selection process begins where
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recruitment process ends, with the applicant pool. Selecting is actually the process of
choosing from a group of applicants that individual deemed to be best qualified for particular
job. Recruitment and selection of candidates is very important for any organization as
qualified employees can lead an organization to its success.
4.3 PRELIMINARY ISSUES
There are some issues which are controlled by the respective department and HR of the
company during the recruitment process. These are given below:
Timing: Resourcing Management usually gets 60 days to recruit and select a
candidate. This time is not specified by the respective department in which a vacancy
has been opened. Time period is totally controlled by the HR Operations.
Types of Contact: Qualification needed to perform the job is provided to the
Resourcing Management by the respective department to make the recruitment
process more efficient.
Recruitment Budget: Robi Axiata Ltd. allocates a fixed amount of recruitment
budget every year. Basically this budget is allocated division wise.
4.4 SOURCES OF CANDIDATES
Fig No.4: Sources of Candidates
Internal
External
Sources
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Internal Source: Robi Axiata Ltd. usually does not follow any separate internal
recruitment process. Robi believes in equal opportunity for all. If there is any vacant position
in the company and someone who is currently working in the company and is interested to
apply for that position, he or she has to go through all the steps of general recruitment process
of Robi Axiata Ltd. They can apply for the vacant post through the internal job portal of the
website of Robi.
External Source: Robi Axiata Ltd. prefers recruiting through online. HR Division
collects CVs of the external candidates from www.prothom-alojobs.com and
www.bdjobs.com. It also takes part in job fairs, and also uses Word of Mouth to attract
competent candidates. Occasionally they take help from employment agencies. These
agencies only provide CVs of competent candidates.
4.5 STEPS INVOLVED IN THE PROCESS
There are few steps in the recruitment and selection process of Robi Axiata Ltd, which are
first shown in a graphical presentation and later it has been discussed in detail:
Fig No.5: Recruitment & Selection Process
Requisition of
Employee
Recruitment
Employee Pool
(Potential &
preferable for
another position)
Selection of the
Candidate(s)
Final
Interview
First
Interview
Written
Test
CV Sorting
Advertisement
of the Vacant
Position
http://www.prothom-alojobs.com/
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i. Requisition of Employee Recruitment: The recruitment process of Robi Axiata Ltd.
starts with a manpower requisition form. A manpower requisition form is a formal
document that authorizes the filling of a job opening indicated by the organization by
the signatures of top management. Whenever any department is in a need of employee,
they send the manpower requisition form to HR operation to start the recruitment
process. They pass different criterion, such as, type of employee they need, for which
position they want to recruit etc. Then they verify the requisition form. For new position
they basically verify whether their headcount figure supports it or not. Conversely for
replacement, they verify whether there is an actual need for replacement or not. If all
goes well, then the manpower requisition form is signed by the HR head and divisional
head.
ii. Advertisement of the Vacant Position: Once the manpower requisition form is signed,
they give add on their Robi Career Site. They also advertise job vacancy on
www.prothom-alojobs.com and www.bdjobs.com. In their job add they include
title of the position, number of vacancy opened, their requirements, what kind of
educational qualification in needed, how many years of experience is needed etc.
Usually the deadline for job advertisement is seven to eight days. Interested candidates
have to fill up a form and apply online for a vacancy. Robi Axiata Ltd. does not take
any hard copy of CV. Because it makes the CV sorting time consuming.
iii. CV Sorting: After getting CVs from the applicants the company sort those out and
makes short list of the candidates whose qualifications match the criteria of vacancy.
Considering job requirements, number of applicants differs in different job positions.
For entry level job, number of applicants is higher than that of top level job. After
sorting the CVs, 5 candidates for 1 position are considered for the next step. That
means, the yield ratio is 5:1.
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iv. Written Test: Those who are shortlisted have to sit for a written exam. Here the
candidates are asked questions on general knowledge, work related questions etc. The
questionnaire is usually designed by HR personnel of HR operations. However,
sometimes the questionnaire can be designed by the personnel of the respective
department where there is an opening of vacancy.
v. First Interview: Those who qualify the written exam are then called for 1st interview.
The interview is taken by the divisional representative and HR representative. After the
1st Interview the interview board eliminates some candidates who are unable perform up
to the mark. The remaining candidates then face Final Interview. But if they have only a
few qualified candidates they go for only one interview.
vi. Final Interview: After having the 1st interview the interview board selects the top
performers for the Final Interview. Final Interview of upper level employees is critical
compare to entry level candidates. Sometimes candidates are evaluated by asking them
to solve a case study. Occasionally candidates have to do a presentation on it. Often
candidates are evaluated by a competency evaluation.
Step (iv), (v) and (vi) are not always remain in the same sequence. Basically, step (iv) is
taken place for entry level candidates. Those who perform well in this step they are
carried out to step (v). If a good number of candidates performs well then the step (vi) is
taken place. But for the candidates of top level management, only step (vi) is performed
among all these 3 steps, as number of eligible candidates are less in most of the times.
vii. Selection of the Candidate(s): HR Operations of Robi Axiata Ltd. always selects those
whom it thinks is most preferable. Once it has selected a candidate, it carries out
reference check and background investigation. If everything is alright, for entry level
position, it offers the standard salary according to the company policy. And for top level
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position, it asks the selected candidate to e-mail them his pay slip of his present
organization in which he is working. HR Operations analyze the pay slip and send
him/her offer letter via e-mail. If the selected candidate agrees with the offer letter then
he/ she let the HR operations department know that he/she has accepted the offer letter.
Once the salary negotiation is done, the HR Operations then closes the position. After
that it prepares an approval note. This approval note is signed by the Chief Human
Resource Officer and the respective divisional head. Next, the candidate is sent for
medical test in their prescribed medical center which is Medinova Medical Services
Ltd. This is done to ensure that the selected candidate is physically capable of
performing the work. The medical test reports are directly sent to the HR Operations
department. However, it is mandatory to pass the physical examination. If the selected
candidate passes the medical examination then he is provided with a joining letter. But
if the candidate fails to meet the physical requirements, the second best candidate from
other participants is selected.
viii. Employee Pool: After finishing Final Interview, if the interview board finds more than
one capable candidates then the interview board creates an Employee Pool and keeps
the second best candidate on that. If the number one selected candidate denies to join
for any reason or fails in medical test then the second best candidate is call the for the
job. In general, the second best candidate is called for similar position for which the
person has given the interview before.
It is always a big challenge for HR Division to hire the right person for the right job at the
right time with proper remuneration, to make the person compatible through training and
development with proper documentation. As a consequence, HR Division of Robi is doing it
quite successfully.
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CHAPTER-5:
MY ASSIGNED UNIT/DEPARTMENT
AND RESPONSIBILITIES
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5.1 MY ASSIGNED UNIT/DEPARTMENT
As a HR graduate the HR division of Robi assigned me in their own HR division. As
mentioned earlier that HR division has four departments, each of them has few units. In Fig
No.3 I have mentioned my assigned position in Resourcing Management under HR
Operations of Human Resources Division in Robi Axiata Ltd.
5.2 MY EXPERIENCES
My respective supervisor Mr. Khandakar Raihan Sayeed asked me to do work in Resourcing
Management under HR Operations as its under the Human Resources Division. Being an
intern I was not assigned to handle any major responsibility. Things that I did there are
mentioned below:
Called candidates for written test or interview time, date, position and location
Coordinated written test and interview
Assisted new employees in their joining process with forms like Joining Letter, Form
2 (Gratuity), Employee Disclosure Form, Certificate of Compliance etc.
Created personal file of new employees
Assisted in personal file automation process through scanning the personal files of
employees
Activated or replaced SIM card for employees
Created user name in ITS (Incident Tracking System) to claim for benefits
Updated the files of existing employees with different updated papers
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Coordinated the joining process or new interns
Prepared and updated salary sheet of the interns
5.3 PROBLEMS IDENTIFIED
As one of the largest telecommunication companies in the world, still this multinational
company has some problems which I felt during my three months internship.
The problems what I observe and they are listed as below:
1. After re-branding from AKTEL to Robi the company yet not fixed its HR Policy, still
it is under construction. So there is no proper written guidance for recruitment and
selection at the moment.
2. Number of HR personnel is less, which is around 25 (Twenty Five). So sometimes 1
(One) HR person has to take the responsibility of recruitments of many departments at
a time.
3. HR personnel are told to complete the total recruitment and selection process within
60 days, but as there is no written HR policy yet sometimes they fail to fulfill it as
they are not penalized for failure.
4. Sometimes if any authorized interviewer remains unavailable during the interview
period then the interview may be postponed which may take some additional but
valuable time to hire new people.
5.4 RECOMMENDATION
From my observation the problems what I found out they are listed in the above paragraph.
Now I would like to recommend some steps which can be taken to overcome this situation.
And they are listed below:
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1. Running an organization without any policy/guideline is like ruling an empire without
any rule. So Robi should introduce its complete HR Policy as soon as possible.
2. If a HR person is done with his respective assignment then he/she may be assigned
again with another HR person who is running out of time with his works.
3. The organization may hire some people in its HR department itself. Then the total
work pressure can be divided into small assignments among HR people.
4. As there is no written policy and no rule of penalized for the failure of the
assignment, the authority can arrange weekly or by-weekly meeting with all the HR
personnel. The HR team can review the progress of their work and the authority can
push them hard to fulfill their assignment within the time line.
5. If the authorized interviewer thinks he/she cannot stay during interview period then
he/she can assign someone else on behalf of him/her so that they do not need to waste
valuable time to hire people.
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CHAPTER-6:
CONCLUSION
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In performing the internship, I was specially introduced to the real life experience. I also feel
that it is a unique opportunity for me to learn about the practical work and Human Resource
Management system in a reputed organization. This internship has improved my knowledge
and attitude about the field to a large extent. During my internship period, I have learned a lot
of things which I have mentioned earlier. Robi Axiata Limited has always emphasized on
developing a good guidance system in order to achieve its desired corporate objectives. From
the origin of the company, Robi has come to a long way in reaching these objectives by
listening to clients needs, learning real time lessons from past projects, innovating and
partnering. Finally, Robi Axiata Limited has become one of the leading position holders in
telecommunication Sector of Bangladesh. As a result, Robi is still in this competitive market.
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Khandaker. Sayed, Manager, HR Operations, Human Resources Division. personal
communication. February 24, 2011.
Upama Khayer. Recruitment and Selection Process of Robi Axiata Ltd. Brac University.
December, 2010.
Unknown. (n.d). About Robi. Robi Axiata Ltd.
http://www.robi.com.bd/index.php/page/view/98, February 20, 2011
Unknown. (n.d). Key Achievement. Robi Axiata Ltd.
http://www.robi.com.bd/index.php/page/view/103, February 20, 2011
Unknown. (n.d). Principle & Purpose. Robi Axiata Ltd.
http://www.robi.com.bd/index.php/page/view/99, February 20, 2011
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http://www.robi.com.bd/index.php/page/view/101, February 20, 2011
Unknown. (n.d). Wikipedia.com. http://en.wikipedia.org/wiki/Robi, February 26, 2011
http://www.robi.com.bd/index.php/page/view/98