ESSAR CONSTRUCTION INDIA LTD GLOBAL SOURCING DIVISION

Standard Operating Procedure

For

Prepared By: QMS Coordinator

Signature: Approved By: Head of Department

kt& Signature: 6 Issued by : Mana

Signature:

Copy No: -

a.f+.-wA* -@PI Issued To: - I - Issue Date: - Designation: -

8J610a

Y Signature: -

Rev No. Description of change Author Reviewer Date of Revision

01 Formatting & incorporating QMS Coordinator HOD 7.06.08 changes required as per observations from pre- assessment audit

PROCEDURE FOR RECRUITMENT OF PERSONNEL ON RR I N GS

1. PURPOSE

REFERENCE DOCUMENTS

The purpose is to establish the procedure for recruitment of Regular Role employees in

Global Sourcing.

2. SCOPE

Document Number

GS.MUM.MGR.AQM.01

The scope of this procedure is limited to recruitment of employees on regular role. I n

details, scope includes receipt of manpower requisition from the concerned, manpower

planning, preparation of JDs required, search for the candidates,' interviews & joining

formalities.

Document Title

Essar Constructions Ltd Quality System Manual for Global Sourcing Division

3. DEFINITIONS

RR - Regular Roll - Appointment is on permanent basis

JD - Job Descriptions - A list of job duties, responsibilities, reporting relationships,

working conditions & supervisory responsibilities.

4. RESPONSIBILITIES

HRD - Responsible for manpower planning, searching of right candidates, interviews &

joining formalities.

ESSAR CONSTRUCTION INDIA LTD GLOBAL SOURCING DMSION

Functional Heads - Responsible for manpower requisition, interviews & approval of

I candidates.

I .:;+ Requisition for the manpower required is given by concerned functional heads in the

Manpower requirement is also derived from the business plan & guidelines from GS

head. The manpower requirement for the GS is arrived on the basis of the project

under execution and forth coming projects. Whenever, there is a change in

requirement of the manpower, a review of the manpower is done.

The manpower requirement shows the tentative date by which the positions are to

be filled up and the process of recruitment is initiated accordingly. The manpower

chart also depicts the function wise, designation wise and the minimum qualification

and experience that is essential to meet the requirement of the GS. The manpower

requirement is normally planed for a period depending upon the project duration

and attrition rate. Sufficient databank is maintained to take care of any emergency

plan.

Manpower planning is carried out to provide manpower of the right quality and

number at the right time to meet the business needs of the Organisation. Results of 7ETF-X- -- - -*

manpower planning are recorded in the format @ ~ @ ~ M ~ & $ ~ & $ ~ $ ~ ~ The time

taken for critical positions normally takes a longer duration to ensure the qualitative

manpower.

HR department prepares the job descriptions as per level wise before going for

I actual recruitment process. 3Ds are formed in the format ~S&~UN.HR~SPIO~'FO~~ Depending upon the facilities available, decisions from top management & work

load, the decision is taken about appointing the recruitment agencies for sourcing

the candidates.

Recruiting agencies are selected based on the criteria given in the registration

format @S$~J$~M#@R.~~~&?;.$=O~-. The agencies are re-evaluated for their performance

ESSAR CONSTRUCTION INDIA LTD GLOBAL SOURCING DMSION

based on the criteria of strike rate. 'The results of the re-evaluation are recorded in

Whenever sourcing is carried out in-house, the CVs are collected by the recruitment

team from various sources available (Ex. Advertise in Newspaper, Job search web

sites, employee references etc) & sent to functional heads for scrutinising. And if

the agencies are appointed for sourcing, the JDs along with the manpower

requirement are sent to them. 'The CVs collected by these agencies are collected &

sent to respective functional heads for scrutinising.

A databank incorporating all relevant details of candidate's in common functional

areas such as Finance, Human Resources, Accounts, and Audit etc. applying either

d i r e c t l y or-I- to Me)itR, hrrshort-llsreckcari--~r~arrrtanrec+irr . .

- - - - . .

- -

Soft by HR, which are obtained from different sources.

After short listing the candidates are called for interviews. Information pertaining to

shortlisted resumes is recorded. Each application is stored function wise. All

rejected resumes are destroyed.

Recruitment team decides the interview panel along with head HR. The interview

paneis consist of functional Head or his nominee and HR.

'The functional Head assess the candidate in line with his requirement and suggest

the s~~itabil i ty of the candidates including the competence required and desirable for

each position. The commercial terms are dealt by the HR representative. 'The

interview feedback form ~ ~ ~ ~ t ~ ~ : ~ i ~ ~ @ f - f . @ ~ highlights the suitability of the

candidates, training requirements if any etc.

Selection of the candidate has to be approved by the Functional Head and Head - HR upto Middle Management level. For Senior Management level, Unit HR in

consultation with CEO recommends for appointment to CHR and Chairman's Sect.

Approval for appointment is sanctioned by the Promoter Directors.

The selected candidates are issued an Appointment Letter given under format

GS.MUM.HR.&P;O~;~~;?, duly signed by the authorized signatory. The copy of the

Appointment Letter duly acknowledged by the applicant is returned back to the HR

ESSAR CONSTRUCTION INDIA LTD GLOBAL SOURCING DIVISION

Department by way of signifying his/her acceptance of the terms and conditions. A

list of pre-employment formalities required to be done by the applicant like

declarations to be made and certificates to be submitted viz. proof of age,

qualifications, experience etc along with the joining report given under format

The company may engage the services of fresh graduates / post graduates

(technical/CommerciaI and other Management functions). They will be placed on

training for a period of Six months to one year. Appointment of Trainees would be

--

routed through the Unit HR.

--

ESSAR CONSTRUCTION INDIA LTD GLOBAL SOURCING DIVISION

Approved Manpower Plan ]

Sourcing df va'cancies (Databank, Advertisement,

Consultants, Referrals)

l nterview- Rejected Interview , Assessment

Panel Sheet

Joining Formalities

ESSAR CONSTRUCTION INMA LTD GLOBAL SOURCING DMSION

Ti*: Recruitment on Regular Role

6

7

8

Application Form

Interview evaluation Form

Appointment Letter

GS.MUM.HR.SP.01-F06.

GS.MUM.HR.SP.01-F07.

GS.MLIM.HR.SP.01-F08.

Has an Internal candidate been identi£ied:

Position Profle in brief:

If yes

--

cater customers

Communication

Yes I

Name:

( Position Reports to: Dept. Head.

No

1 Required from (tentative date 90 days fiom the I

I

Approved By SBU CE

date of requisition) Requisition By(Sectiona1 Head):

Comments of HR

Sanctioned By(H0D):

ESSAR CONSTRUCTIONS LIMITED

JOB DESCRIPTION FORM

--I time. ---

Pppp pp I

COMPANY : GSD

JOB TITLE :

AMIDMIMGRI-BUYER-

BATTERIES,CHARGERS.

JOB FUNCTION : Plan &organize purchasing of Batteries, Charges, UPS, DGs, Glands as per

the requirement of client companies and ensure the timely delivery of the

same in order to faalitating the completion of project in given period of

I I

( QUALIFICATIONS : (BE-ELCT

DEPARTMENT : ELECT.

AGE GROUP :

LOCATION : MUMBAI

23-3OYRS

JOB RESPONSIBILI'TIES :

REPORTS TO : FUNCTIONAL HEAD

EXPERIENCE :

Send Request for Quotations in SAP Add new Vendor base as per product required Work out target pricing f ~ r each item to be procured

3-11 years of working experience in a Electrical Maint./Procurement

Follow up with vendors for offers Compile offers and get Technical Recommendation Formulate neqotiation strateay and qet clearance to neqotiate Neqotiate prices and terms as per GTC Prepare Note to DirectorIApex committee & get approval Placement of order with Schedules Keep SAP updated. Update weekly status report of live PR's & Po's

I Maintain systems & procedures as per IS0 9000

-----_1--1---1-----1II DATE

01--111---------1------ PREPARED BY

11---111------1111-1-m APPROVED BY

ESSAR CONSTRU~IONS GLOBAL SOURCING D ~ I 1

VENDOR REGISTRATION & EVACZJTiON FORM FOR

k ~ e t a d s of the vendor ( R E ~ R ~ A G N E ~ Y ) : ~ 1). Name of the Vendosc

3). Tel No. / Fax no J E mail Address

B. Contact Person 1) List of clients

1) 2) 3) 4) 5)

2) Current Customers agency serves currently - -- - -

Services: Manuf aHgZdSSQM: --

Banking: Consultancy: .- Engineering: Software:

3) Experience of agency:. Years 4) Availability of manpower with agency a) Graduates: d) Others: b) Postgraduates: c) No. of manpower available:

5) Locations of offices:

Date: Contact person Name of agency

B. Verification of vendor details

1) Verified from vendor during meeting with documents

2) Verified from customer

3) Verified from CHR

Approved

Not approved

Signature (Head of Department)

~pc&ive a.ff.hde COMPANY NAME

REFERENCE CODE

THIS APPLICATION FORM SHOULD BE FILLED IN BLOCK LElTERS

1. NAME : F M L

2. PRESENT ADDRESS :

3. PERMANENT ADDRESS

4. TEL NOS.: RES 5. MOBILE 6. E-MAIL

7. DATE OF BIRTH 8. PLACE OF BIRTH 9. NATIONALITY

10. SEX : M / F 11 .PAN 12. PASSPORT NO.

13. BLOOD GROUP 14. HEIGHT (in cms) 15. WEIGHT (in kgs)

16. FAMILY PARTICULARS

MARITAL STATUS : Single I Manied DATE OF MARRIAGE :

Spouse

Children

Father

- -

17. ACADEMIC QUALIFICATIONS (Start from latest qualification, End with SSC)

I I I I

-

18. TOTAL WORK EXPERIENCE : Years Months

18. PAST EMPLOYMENT DETAILS

Mother

Siblings I I I I

: 2 :

20.BREF DESCRlPTlON OF FUNCTION & DUTIES (Last Employment) CONTROLLED COPY

I I

21. Last drawn CTC (Total Cost to Company including all benefits;retirals, medical & Performance bonus, if any)

22. Other Interests: (Sports I Hobbies)

23. Have we interviewed you before: Yes I No. If Yes give details r

24. Name I Dept. I Designation of Friends 1 Relatives employed with ESSAR

25. Are you associated with Professional Institutions? Yes I No. If Yes give Detaiis -

27. LOCATION PREFERENCE (If Any) a) b)

28. REFERENCES (Please give references other than relatives)

--

29. Emergency Contact Person :

Address

Telephone Number

26. Indicate your familiarity in Languages by ticking

-----

A) Name: Company & Designation: Address:

Tel. No :

DECLARATION

--

B) Name : Company & Designation: Address:

Tel. No :

I hereby certify that the information provided by me is true to the best of my knowledge. Any changes in the details furnished above will be intimated to you immediately

Signature:

Date:

Place:

I I \

ITION FORM 1 INTERVIEW EVALUi

I Name of the Candidate Location

Position Applied For Interviewed By

I RATING

FACTORS Job Knowledge a Experience

I

Logic in presenting opinions and vlews. interpretation of information. 1 2 3 4 5 6 7 8 9 1 0 mental alertness, asking probing questions'

DEFINITION

Knowledge and relevance of experience in the Job area.

Communication Skills

interpersonal & Team Skills

Penonalw (L.

Attltude

RATING

1 2 3 4 5 6 7 8 9 1 0

Clarity &fluency of expression, method & manner of speech. listening ability.

Attitude towards self & others, ability to get along with peopie. persuasion, coordination and influencing skills.

Dressing appropriately, creating a favourable impression and demonstrating a positive attitude. Belng warm. frlendiy, energetic and enthusiastic.

Leadenhlp

1 2 3 4 5 6 7 8 9 1 0

1 2 3 4 5 6 7 8 9 1 0

1 2 3 4 5 6 7 8 9 1 0

Envisioning the future and setting directions. Aligning structure, systems and people to the vision Igoal. Leading through example and motivating teams to achieve goals.

1 2 3 4 5 6 7 8 9 10

.

Hold

Name of Interviewer

Select Reject