SELECTION PACKAGE FOR HR OFFICER AT JAWALAKHEL GROUP OF INDUSTRIES

Submitted by (Group 5)

Natasha Baidya (17302)Salim Lal Awale (17303)

Ginish Jung Dahal (17307)Sunny Deshar (17308)Trijya Kafle (17315)

Masters of Business Administration (MBA)Kathmandu University School of Management (KUSOM)

Submitted toMrs. Jyoti Regmi Adhikari

Assistant ProfessorHuman Resources Decisions

School of ManagementKathmandu University

Balkumari, LalitpurNepal

Submitted onDecember 12, 2017

After External Recruitment:

After advertising in the newspaper and social media, a pool of 30 candidates was created

within 10 days after the deadline. We decided to go with multiple predictor approach (hybrid)

of selection. Up until the point of first phase interview, multiple hurdle approach is adapted

after which comprehensive approach is adapted. After the first phase interview, selection is

done based on aggregate performance of the candidate. Thereafter, weightage is assigned to

each stage of the process.

Parameters Weightage (%)

Attitude and IQ test 40

Knowledge skill test 35

Reference and background check 25

Yield Pyramid

With the past experience we have been able to come up with yield ratios. After generating a

pool of 30 candidates we were able to analyze how our selection process will go by which

has been depicted through the yield pyramid presented below.

136

152030 Leads generated

Invited (66.67%)

First Phase Interview (75%)

Tests (40%)

Second Phase Interview (30%)

New Hire (33.33%)

We will follow the following to steps which are reliable and valid to select the right candidate

for the position of HR Officer. We will ensure that the process will be free from any kind of

biases.

Step 1

Screening Resumes

Screening resumes is all about comparing the resumes with the vacancy advertisement.

Unmatched resumes are disqualified there and then. The resumes that appear after the

deadline is not entertained and only those before the deadline are considered for the

designated role.

Screening resumes takes place in two phases. First, the qualification mentioned in the

advertisement and the one that the candidate has mentioned is compared. In this case, we

require a candidate with a degree in business administration. The resumes will be screened

individually and we will see whether the candidate is as qualified as we expect them to be.

Second, if the qualification is met, we will go about assessing the experience i.e. if the

candidate has minimum of one year experience. The screening process ends with the

comparison of required skills and possessed skills.

If prospective candidate has mentioned about the salary expectation in their resume, then

those candidates will again be compared with the compensation policy of the organization. If

expected salary exceeds the company’s standard then those resumes are nod deemed as

qualified even when all the above criteria are met.

Weighted application blank to be referred while screening the resumes:

S. No Details Weightage

1. Job Position 0 Points

2. Personal Details 0 Points

3. Relevant qualifications including grades and

academic background

35 Points

4. Relevant work experience including total years

of experience

40 Points

5. Relevant skills mentioned 20 Points

6. Expected salary if mentioned 5 Points

Step 2

Call for interview

Selection committee including Human Resource Manager, Unit head and Department head is

finalized. The selection committee will make decisions like what type of interview is required

or how will they go about selecting the individuals or will there be inclusion of work based

assessment. If JGI is about to select a HR officer for one of its subsidiaries, Raj Brewery,

then JGI will have a committee of Human Resource manager, head of Jawalakhel Group of

Industries and head of Raj Brewery.

Interviews will be scheduled for 30 to 40 minutes duration. Once all these are finalized, the

screened candidates will be informed. Shortlisted candidates are provided with the

information regarding interview date, time and location. Applicants with special needs are

handled accordingly.

Step 3

First Phase Interview

First phase of interview takes place with the selection committee. A combination of

behavioral questions, situational questions and closed questions will be presented to the

candidates.

While posing behavioral questions, we assume that the past performance is the best predictor

of future performance. While preparing these questions, STAR Methodology is adapted.

Situation/ Task “Tell me about the time….” Tells the interviewer how recent and relevant the

example is to the role.

Action “What actions did you take?” Tells the interviewer what the candidate said or did

to demonstrate how they behaved.

Result “What was the result?” Tells the interviewer the outcome or effectiveness

of the person’s actions.

(University of Queensland, 2017)

Situation is setting a scene related to the works of HR officer. Task refers to the activities

that a person wanted to accomplish. Action is all about demanding what action the candidate

took in response to the context presented above. Finally, we will be looking for the results

that the action brought with it.

HR officer is required to assist with the works of HR manager while collaborating with junior

officer. Here we will require someone who has ability to work in teams. So a favorable

question could be “Tell me about the time when you handled interpersonal conflicts with the

team that you were working with.”

Further questions like the time that the event took place, the members who were involved,

what was the impact and would you do things differently if the same situation occurs?, should

also be presented. These probing questions further validate the answer provided by the

candidate.

Situational question are hypothetical scenarios which are presented before the candidate.

“What would you do if your immediate supervisor challenged the decision that you made?”

However these questions might seek out the perfect answer but does not ensure that the same

action will be shown in future.

Moreover, closed question will be asked to get immediate answer. “Raj brewery is located in

Biratnagar, you would not have any trouble working there, would you?”

All these sample questionnaires (see Appendix A) are prepared to assess the following skills.

Though the questionnaire may be on behavioral format or situational format, they will try to

evaluate prospective candidates on these set of skills.

Skills Weightage (%) Score

Job Knowledge 35

Communication 20

Confidence 15

Attitude 15

Analytical 15

Step 4

Aptitude and IQ Test:

After the interview, certain numbers of potential candidates are remained for the aptitude and

IQ test. In this test, these candidates are taken for structured analytical test. The test may

contain questions that may test candidate’s logic, visual presentation, and reasoning power.

This may not relate to the company or industry but it helps the company to determine if the

particular candidate can reason well and have sound reasoning power which may help them

to climb up the corporate ladder once the candidate is selected as an employee. In this round

of test up to officer level, analytical questionnaire is taken and for manager level presentation

is also taken to ensure their public speaking skill.

Once the aptitude test is complete, the selection committee then evaluates the applicant on

various criteria assigning weights such as interview score, aptitude test score, educational

merit, and all other relevant scores that are taken from the candidate.

Aptitude test may include questions relating to following:

1. Numerical reasoning tests

2. Verbal reasoning tests

3. Diagrammatic tests

4. Situational judgment tests

5. Inductive reasoning tests

6. Cognitive ability tests

7. Abstract reasoning tests

8. Error checking tests

9. Spatial awareness tests

Step 5

Knowledge Skill Test:

The knowledge tests thus insure fairness in the hiring system. It will help us generate the pool

of right candidates with the right skills and abilities who know what they are doing and what

their roles and responsibilities as HR officer of JGI would be.

In this step, we will be conducting various role plays with the respective candidate giving

them different situations in which they have to make decisions as a Human resource officer.

Given that we have six candidates left, each individual will be given a role to play. Some of

the situations may be as follows:

a) Giving them role of taking the job vacancy interview in which they have to take

interviews of each other and select the best candidate fulfilling all the criteria.

b) Giving them situations of low employee morale and the roles they have to play in

order to improve morale and motivation as a whole.

c) Arranging timely training and development of employees and how they can assist

them.

d) Evaluating employees’ quarterly and yearly performance on the basis of their

performance record throughout the period.

The goal of these role play exercises is to see how well they perform in the role they have

applied for with particular emphasis on their demeanor throughout the exercise.

Training Module:

After the role plays the candidates would be given with a 1 hour time to prepare a brief

training module on Leadership and Management to the supervisors and executive level

employees of JGI. This will help us understand the level of job related knowledge the

candidates have.

Step 6

Second Phase Interview

After all the process has been completed 3 candidates will be selected for the second phase

interview with the CEO. The CEO will basically analyze whether or not the prospective

candidates have the vision, values culture and all required soft skills that we would want in

our future employee. It will go for about 5 minutes and finally these three candidates are

ranked in the priority basis.

Step 7

Job offer and Pay negotiation

After the required level of interviews and tests on various scales are done, we analyze the

candidate’s level of expectation from the potential candidates as well. In this stage, selection

committee analyzes candidate’s CV focusing on their salary expectation. If the potential

candidate’s salary expectation is very high and cannot be met by company’s policy, then,

these candidates are discarded and are kept in waiting list. The potential candidate whose

expectation can be met is selected and called for negotiation. The negotiation is done in terms

of salary and benefit packages, working conditions and schedules, types of works to be done,

etc and after that offer letter is given to the candidate with contract paper stating terms and

conditions which is agreed and signed by the selected candidate in the presence of selection

committee. The details of potential candidate who are rejected due to their high expectation

are kept in another file and they will be called for future job offerings if their qualifications

and expectation is matched with another vacant position in the company in the future

Step 8

Reference and Background check

After the job offer and pay negotiation is done, the selection committee are required to check

the applicant’s background and reference mentioned in their CV. Employee’s are the

company’s greatest asset and we always employ the best one out of pool of talents. We check

whether the reference mentioned in the candidate’s CV is genuine or not. The selection

committee randomly selects one reference and confirms whether the employee is associated

with that company before. Also, the police verification stating the candidate has not been

involved in criminal activities till date and Medical report stating the candidate not suffering

from any serious health issue is to be presented by the candidate themselves. In addition to

this, we also examine the authencity of academic degrees and professional experience

achieved by the candidate in a very random manner to confirm the genuinity of these

certificates.

Step 9

Socialization

After the selection process is done and all the required checks are done, the selected

candidate is given a maximum of 4 weeks time to join the company. We organize an

employee socialization and orientation program to make them aware about their coworkers

and duties assigned to them. The orientation takes place in the head office which is located in

Jawalakhel, Lalitpur. Though the orientation takes place for a day only, it takes place in two

phases. The following are the details of these phases:

1. First phase

In this phase, the brief introduction to the company is given. The selected candidate is

provided with package which includes the company manual introducing the company,

its mission, vision and strategy, products and services, and issues related to the

company. Further, the selected candidate is also presented with PowerPoint and video

presentation about the company’s introduction. The company’s internal calendar and

management hierarchy is made clear to the selected candidate as well. The selection

committee prepares a required set of employee orientation checklist to be introduced

to the newly selected candidate which is shown in Annex C.

2. Second phase

This phase is more into socializing with various levels of employee of the company.

The socialization with the employees takes place with small gathering of employees

and a small welcome office party with serving of limited food items and drinks. Then,

the selected candidate is taken to the respected supervisor cabin and the supervisor

presents him/her with their job description. Further, the performance management

system (PMS) of the company is explained by the respective supervisor as well. The

selected candidate can discuss about the company’s culture and common interest and

supervisor would clear any queries related to job and company issues as well.

ANNEX A

Sample: Structured Questionnaire

Operational and Situational Questions

1. Describe the recruitment lifecycle. How can you support the process end-to-end?

2. What are the most important company policies we should implement? Give a specific

example of a policy you don’t agree with.

3. How do you stay motivated while handling repetitive tasks, like record keeping or

payroll administration?

4. What do you define as employee confidential information?

5. If a co-worker initiated a discussion about confidential information, what would you

do?

6. What perks and benefits would you suggest to improve employee engagement?

7. How do you define company culture?

8. What changes would you implement to adjust to a diverse team?

9. Are you familiar with HR software? Mention any tools you’ve previously used.

Behavioral Questions

1. What has been the most stressful situation you have ever found yourself in at work?

How did you handle it?

2. Tell me about a time when you had to work on a team with someone you did not get

along with. What happened?

3. Describe a situation where you had to resolve a conflict between coworkers.

ANNEX B

Sample: Aptitude Test, Time 20 mins

1. Look at this series: 2, 1, (1/2), (1/4), ... What number should come next?

A. (1/3)

B. (1/8)

C. (2/8)

D. (1/16)

2. Look at this series: 22, 21, 23, 22, 24, 23, ... What number should come next?

A. 22

B. 24

C. 25

D. 26

3. An aeroplane covers a certain distance at a speed of 240 kmph in 5 hours. To cover

the same distance in 1 2/3 hours, it must travel at a speed of:

A. 300 kmph

B. 360 kmph

C. 600 kmph

D. 720 kmph

4.

A. 8

B. 10

C. 12

D. 14

5.

A. 1,4 ; 2,3 ; 5,6

B. 1,5 ; 2,6 ; 4,3

C. 1,6 ; 2,3 ; 4,5

D. 1,2 ; 3,6 ; 4,5

6. By using your numerical and logical reasoning skills please try to figure out which

number is missing in the questions below. The numbers around will give you the

clues you need to solve the puzzle.

A. 9

B. 4

C. 5

D. 6

7. What is the synonym for ERRONEOUS

A. Enormous

B. Wrong

C. Eraded

D. Weak

8. What is the synonym for PREDICAMENT

A. Truthful

B. Easy

C. Quandary

D. Denial

9. The antonym for ENORMOUS

A. Soft

B. Average

C. Tiny

D. Weak

10. The antonym for EXODUS

A. Influx

B. Home-coming

C. Return

D. Restoration

11. 56*9=

A. 516

B. 504

C. 259

D. 514

ANNEX C

Sample: New employee orientation checklist

Employee Name:

_________________________________________________________

Position: __________________ Hire Date: ____________________

Department: ___________________ Supervisor: _______________________

Orientation

Particulars Comments Tick

mark

1st Phase

1. Introduction to company

2. Mission, vision and strategy of company

3. Products and services of company

4. Internal calendar

5. Introduction to management hierarchy

6. Review of Salary and Bonus facility

7. Facility and operations familiarization

2nd phase

8. Small office party with all staffs

9. Small Meet up with all staffs

10. Interaction session with supervisor

11. Job description elaborated by supervisor

12. Intro to performance management

system of company

References

University of Queensland (2017). Opportunity Engagement Excellence. Retrieved from

https://staff.uq.edu.au. Retrieved at 10th December 2017.

(Note: Adapted from the website of “Workable”

https://resources.workable.com/hr-officer-interview-questions)

http://www.theonlinetestcentre.com/