HR Recruitment and Selection - ZADCO Company - Case Study Example

Proposed HR Recruitment and Selection Plan for ZADCO Company Insert Your Name: Insert Instructor's Name: Course: HR Planning and Recruitment Code: BMHR N400 Date of Submission: 11 December, 2013 Executive Summary HR department and personnel play and integral role in the success of an organization. Anchored on such premise, the ultimate focus of this report was to formulate a HR recruitment and selection plan using AZADCO as a case example. In addressing this endeavor, the report first outlined three critical aspects. These are historical background about the company, background literature on ZADCO’s HR Department, the proposed HR strategy and how the firm will utilize her existing resources to address the same strategy and lastly the recruitment & selection goals and objectives based on the overall business mission, vision, values and business strategy so that all recruitment aligns all employees to these guiding pillars. To develop the plan which is the execution phase of this report, the report assessed seven important sub themes. These are job description for marketing officer; advertisement sample; initial screening of applicants; selection of top candidates; offer sheet; and recruitment & selection timeline. The plan developed a nine point strategy of recruitment and selection timeline that should guide ZADCO Company in all recruitments. In order of steps, the process starts with identification of vacancy and evaluation of needs; description of the position; formulation of recruitment plan; selection of search committee; advertisement of the position; scanning of applicants for shortlist purposes; shortlist of success applicants that show prospects in relation to advertised requirements; conducting of interviews; selection and finalization that involves induction, probations and confirmation. Table of Contents Executive Summary i Table of Contents ii 1.0 Introduction 1 2.0 Background Information 2 2.1 ZADCO Company 2 2.2 ZADCO HR Department 3 3.0 HR Strategy 4 4.0 HR Recruitment & Selection Goal and Objectives 7 4.1 HR Recruitment & Selection Goal 7 4.1 HR Recruitment & Selection Objectives 7 5.0 HR Recruitment and Selection Plan Details 8 5.1 Job Description and Specification for Marketing Officer 8 5.2 Job Advertisement Sample 9 5.3 Initial Screening of Job Applicants 11 5.4 Short Listing the Applicants 13 5.5 Choosing Top Candidates 13 5.6 Offer Sheet 13 5.7 Recruitment and Selection Timeline 14 6.0 Conclusion 14 References 15 Appendices 17 Appendix 1: Offer Sheet for UAE Citizens 17 Appendix 2: Offer Sheet for non UAE Citizens 18 1.0 Introduction From a shareholders perspective, the ultimate goal of a business is to make profits (Iamandi, 2007, p.6). This can only be attained when an organization is able to leverage on her comparative advantage/ competencies/ key success factors by exploiting her strengths & opportunities and by minimizing weakness & threats so as to create value to the customers which empowers the organization to lock in costumers and lock out competitors. Various business organizations have realized the importance of having “integrated and enriched value exchange between an employer and its employees” (Alliance for work-life progress, 2006). This implies that HR department has a gigantic task in ensuring capacity development through various approaches. Such roles include staffing, employee compensation and benefits, and defining/designing work. A company such as ZADCO which is a dominant player in oil industry in UAE mandates her HR department to entrench such required practices in their organization so as to sustain their market leadership. Anchored on such realization, the ultimate focus of this report is to develop HR planning and recruitment plan for ZADCO company. Based on this undertaking as per the thesis statement, the body of the report is divided into four significant parts. The first section of the report outlines in brief the background information relating to ZADCO Company and her human resource department. Secondly, the paper analyses current HR goal and strategy and then proposes how the firm can utilise her existing resources to attain the desired end. The third section develops proposals on HR recruitment & selection goals and objectives that should be subsequently followed by the firm. The fourth section is the most extensive one that addresses execution strategies in relation to recruitment and selection plan. In this regard, the subsection first develops a job description and specification for a particular job description. Subsequently, an advertisement sample for the position is developed. This is equally followed by steps to be followed by HR department in screening of the applications and how they are to be shortlisted based on various metrics. Additionally, the subsections will address how top candidates will be/ should be chosen; develop contents of offer sheet and two different templates of offer sheets; and lastly, recruitment and selection timeline. 2.0 Background Information 2.1 ZADCO Company Based on information provided by ZADCO (2013a), the promulgation of law number 9 in September 1977 by Sheikh Zayed Al Nayan Zakum gave birth to Development Company (ZADCO). On behalf Abu Dhabi National Oil (ADNOC) AND Exxom Mobil and Japan Oil Development Company, who are the principal shareholders, the initial mandate of the firm was the exploitation of oil fields in Upper Zakum. In the early stages of its existence and in bid to rationalize their operations so as to reduce duplication of roles, in 19888, ADNOC and Umm Al Dalkh Development Company (UDECO) were merged with that of ZADCO. In 2000, the firm was again restructured so as to align it with the aspirations of it being ‘performance driven organization’. As result of re-organization, three business units which include Upper Zakum, Satah & Umm Al-Dalkh and Zirku were formed. According to ZADCO (2013a), their mission is to “build up of sustainable production to optimal levels, at the right pace to meet the future crude oil requirements of the Supreme Petroleum Council and Shareholders”. To attain such ambitions, the company appreciates the fact that their success is anchored on continuous improvement, people development and application of best approaches in all operations. Presently, ZADCO is the leading oil company in United Arab Emirates. To sustain this leadership, the firm strives to attain five goals in all their aspects of operations. The first is to give first hand priority to health, safety & environment; ensure maintenance of off-take level for every reservoir; enhance value of her assets and meet production expectations on short and long-term basis. 2.2 ZADCO HR Department Human resource department (HR) is an integral aspect of any organization. The HR department is integral in formulation of policies, procedures and programs for an organization to ensure maximum productivity of the employees so that they can contribute to the success and market leadership of the organization through creation of values by delivering their skills so as to ensure innovation and service to ultimate customers by aligning their outputs to the strategic plan of an organization under the context of strategic human resource management so as to enhance their competitive advantage (Tsui, 1987, p.36-37). This implies that HR department has to apply various best practices and theoretical models so as to enhance productivity of employees. As such HR department has three critical roles which include staffing, employee compensation and benefits, and defining/designing work. These thre roles are attained through managing performance, adopting appropriate framework (s) for industrial/ employment relations, recruitment, planning, diversity management, knowledge management, talent management, promotion and reward management among others (Hailey, Farndale, & Truss, 2005, p.52). The firm has strong belief that employees are one of the integral pillars in their success. According to ZADCO (2013b), employees are the most valuable assets they posses. Based on this realization, ZADCO has a vibrant HR department so as to manage their employees. By 2012, ZADCO Company had 3,381 employees (ZADCO, 2012a, p.3). This implies that HR department is responsible for managing these numbers so as to enable the firm gain comparative advantage over competitors by creating values to the immediate and ultimate consumers. According to ZADCO (2012a, p.3); ZADCO (2012b, p.13), the HR department has critical role in enhancing capacity of employees. In regard to this, the depart plays critical roles such as recruitment, planning, promotion, reward, diversity management, emiratisation process, leadership development, personal development, automation process and adoption of best practices. 3.0 HR Strategy Under strategic human resource management, the role of human resource manager/ human resource department is to align human resource practices with the strategic plan of the organization so as to realize competitiveness (Schuler, & Jackson, 2008). In ZADCO, there are three guiding pillars that HR department should align employees to. The first is the mission which is to “build optimal sustainable production whilst ensuring health, safety & environment excellence best field development practices efficient operations & use of resources people development”. The second is the vision which is to “to be a world class company in oilfield development and hydrocarbon production”. The third is the values entail adhering to “moral standards, principles, ethics and business culture that must be applied in the way they do business”. The three pillars offers insights to all personnel at all levels and galvanizes their synergy where the expectation from each employee is to exhibit team performance culture, be a team player, adhere to HSE, be ready learner & innovative, contribute to the community, comply to standards of business ethics and aspire for fair leadership and respect for diversity and individuals (ZADCO, 2013c). Below is the proposal on how the firm can address her goals as outlined above through human resource management strategy based on their available resources? The ultimate strategy that is proposed in this report is within the frame of capacity development. The anchoring principle is that once the employees are positively empowered and aligned to the organizational requirements and customers’ need, they will be able to galvanize their synergies individually and as a team to the realization of organizational goals as driven by HR department. Within the context of human relations model of human resource management and capacity building, the realization is that human need are more than financial gains with psycho-social needs having an impact on the performance of employees (Pindur, Rogers and Kim, 1995, p.65). Hence, human relations approach under the context of capacity development calls for having the right mix between people’s skills and technical skills. The ultimate result of above endeavour is development of employees who are able to catalyze institutional change to achieve development goals (Pradhan, 2010, p.1). This strategy sees the need to engage employees in shaping the common destiny of the organisation as opposed to traditional scientific management approach (Pindur, Rogers and Kim, 1995, p.61). the table below expand the strategies under capacity development so as to equip employees with capacity of addressing ZADCO goals. Table 1: Sub HR Strategies in attaining capacity development Sub HR Strategies in attaining capacity development Explanation Performance Management HR department will be called upon in a participatory manner to implement performance contracting and management by objective so as to enhance productivity by rewarding top performance based on objectives outlined at start of every financial year. Team building Teams are powerful tools in developing and implementing solutions. Thus, through assigning of team roles, HR depart should ensure team work. Total reward management Employees need to be motivated so as to contribute positively to the organization. hence, HR department should align pay with performance Industrial/ employment relations Appropriate industrial relations especial pluralistic relations should be adopted. This should allow for unionized pay package bargain and individual bargain. Personal and Career development All employees should be offered opportunity to rise within the rank in the organization for professional growth. Moreover, to enhance, their technical and soft skills,, they should be given opportunity to further education, attend in-house and external trainings. This makes the well equipped in current trends and sharpens their innovative and leadership skills. Diversity management This is integral in creating harmonious work environment free of discrimination along gender, sex, nationality, religion and so on. Talent management Talent management allows for spotting/identification, attraction and retention of most talented employees who then contributes to innovation. Source: Author, 2013 4.0 HR Recruitment & Selection Goal and Objectives 4.1 HR Recruitment & Selection Goal The HR recruitment and selection goal is to guarantee productivity of ZADCO by optimizing the effectiveness of employees by having in place mechanisms and frameworks on how to acquire, develop and retain talent; align the individuals with overall organizational goal and objectives so that they can be proactive contributors to the success of the organization within the highly competitive and dynamic business environment. 4.1 HR Recruitment & Selection Objectives The following five points are the guiding insights on the caliber of employees that should be recruited by ZADCO HR department. To select and avail individuals who are holistic, critical, pragmatic, proactive, hands on and are able to offer solution to various issues in the organization so as to ensure enhanced competitiveness and market leadership of ZADCO. To recruit and select personnel with malleable character so as to fit within the larger organizational culture To select and recruit persons who are learning oriented, go getters and innovation driven To ensure that people selected by ZADCO are individuals who appreciate others irrespective of their background, are ethical in all their dealings with minimal supervision and are able to work in teams and within teams. To avail to the firm individuals who can drive organizational change, have deep belief in leadership, are open to feedback and positive criticism as a means towards perfection and self development. 5.0 HR Recruitment and Selection Plan Details 5.1 Job Description and Specification for Marketing Officer Marketers have the noble role of establishing a value based relationship with company customers as well as with various internal and external business units of a company. It is through marketing that a company identifies the needs of the customers, determines which market segment to venture, designs and produces appropriate products and services, as well as strategies on how to serve the market segment identified affectively (Aaker, Kumar and Day, 2001, p.3 & 4).The following section outlines job description and specification for marketing officer and how such qualifications are important in helping that individual discharge his or her duties as outlined in the job description. Marketing officer has a monumental task of ensuring good offered by the company are sold to the ultimate consumer. In this regard, there are numerous duties to be undertaken and they include aspects such planning marketing activities, market company brands, train marketing staff of lower cadre, develop appropriate sales incentives, formulate promotional programs, design and recommend sales and distribution channels. To address these duties, one should have qualification and experience in marketing field, be analytical thinker, be a team player and network builder, have adequate grasp of communication skills, be passionate and have passion about the whole process. For instance, critical thinking quality is important in conducting market/ marketing research and thus integral in informing marketing officer on how to design distribution channels, price product, and segment market and conduct advertising. 5.2 Job Advertisement Sample Development Company (ZADCO) ZADCO is a leading petro-oil institution seeking to recruit highly competent persons to fill the following positions within the organization. MARKETING OFFICERS – (4 POSTS) Reporting to the Business Development Manager, his/ her duties will include: Organize and schedule marketing activities to meet the set corporate goals and objectives. Market the company’s products and services to enhance revenue and profit levels of the company. To design and recommend product pricing policies. To design and recommend product sales and distribution channels. To design, recommend and coordinate public relations activities likely to enhance the brand sales image in both short and long term basis. To identify and recommend appropriate training programs for marketing staff and ensure that development programs are in place. To develop and recommend sales incentives for marketing team and distribution. Perform any other management related duties assigned by the Business Development Manager from time to time. Qualifications Be a holder of a post graduate Diploma in Marketing from chartered Institute of Marketing (UK) or similar recognized institution. Has a minimum of 5 years marketing management experience preferably in a similar capacity. Have a proven track record of analytical skills and diagnostic ability. Be passionate, highly self motivated, energetic and enthusiastic team player. Be able to demonstrate the ability to build and manage relationships and influence various stakeholders. Be result/ achievement-oriented person with a proven track record or excellent performance. Be able to translate business objectives into benefits for the customers and consumers in a compelling commercial argument. Be able to seek information from a broad range of internal and external sources and identify opportunities to unlock growth. Be able to apply portfolio and category knowledge to better understand how best to serve both customers. Be able to combine intuition and insight to develop commercial viable actions. Be an excellent communicator both orator and in writing, flair public relations. How to Apply All applications should be submitted together with detailed curriculum vitae, a copy of national identity card, copies of academic and professional certificates, testimonials and any other relevant supporting documents and should be clearly marked. Application for the above vacancy should be received on or before 11th January 2013 to the following address. 1. Applications by post should be addressed to: Business Development Manager, Zakum Development Company (ZADCO), P.O. Box: 46808 Abu Dhabi United Arab Emirates 2. Applications by email should be addressed to: zadcocareer opportunities@recruit.com 5.3 Initial Screening of Job Applicants Screening of applications is core in informing employers/ managers for individuals who should be selected for interview phases and ultimately for hiring (Kinicki, & Lockwood, 1985p.119). The initial screening of job applicants will be done by the human resource department in collaboration with marketing department with the key officers being human resource director and business development manager. Table 2 below shows the screening process to be adopted by the responsible individuals/ authorities as outlined earlier. Table 2: Proposed Screening Process Phase Deliverables Agreeing on CV review process Determining responsible individuals/ authorities that will conduct review. Choosing point person who is responsible for collecting all applications. Setting of dates for initial review. Organizing of application documents Acknowledging reception of the application. Label and order all the application based on parameters such as alphabetical order of names. Objective driven and thorough review of application documents Selection of few candidates who should proceeds short listing stage. This stage is extensively covered below and it addresses sub section 5.3. Make the interview decision Selection of applicants to be shortlisted for interview. This phase is explained in details in sub-section 5.4. Adapted from: The Bridgespan Group, 2013 In the initial screening of the applicants, the two offices should rely on the application details sent by the various applicants. The first step is creation of assessment grid/ marking scheme. This allows for cross comparison in an objective manner how the candidate meets expectations as per the advertisement/ duties and responsibilities of the position. Such parameters include academic and professional accomplishments, work experience, technical skills and soft skills. In determining suitability of candidates in relation to earlier stated parameters, the team should keep in mind the following aspects. How professional experience of the applicant augurs well with job description. How accomplishments stated aligns with the recruiting organization goal. The candidate work history. Does the applicant have some performance gaps in work history? This is in terms of stay and reasons for leaving. Is he a constant quitter or a consistent individual? Check the progress of the candidate career wise. Has it been slow, fast or moderate? Which of the same creates confidence? Do the work choices infer information about risk taking? How does that fit within the organization? If the applicant has never worked in that given industry or profession does he or she has indicators that show interest such as volunteer work? Based on the above as a team come up with yes, no and maybe list. 5.4 Short Listing the Applicants From the ‘yes’ and ‘maybe’ list, the panel should proceed and analyses into details the strengths and development needs of the applicants in these categories. This again will again allow for creation of two pools which are yes and no. those who will fall in the yes category are the ones to be shortlisted for interview. 5.5 Choosing Top Candidates Choosing of top candidates out of the total number of applicants who were shortlisted and interviewed encompasses a holistic approach. As such the candidate chosen should have higher scores in relation to key competencies areas such problem identification and solution; proactive and forward looking individual; ability to learn, adapt and innovate; presentation skills; oral communication skills, confidence level and thoughts on leadership. These can be done using matrix that list competencies or strength of each applicants, big five personality markers, polygraph testing and aptitude test. 5.6 Offer Sheet The letter of offer differs in regard to numerous factors such as nationality, employment position, permanency and so on. For the proposed offer sheets see appendix 1. 5.7 Recruitment and Selection Timeline Based on the above realizations, the recruitment and selection process should undergo nine steps. It is these that ZADCO should adopt in all recruitment exercises. The first step is to identify vacancy and evaluate the needs of the position. Second, is to describe the position in relation to organizational goals, responsibilities and duties. The third entails formulation of recruitment plan that stipulates the procedures. The third is to constitute a search committee that would steer the subsequent steps. Fifth is to publicize the positions and implementation of recruitment action strategy. The sixth step should entail the screening of the applicants and coming up with list of shortlisted candidates. The later stage is followed by interviews, selection of the best candidates and finalization of the recruitment process. 6.0 Conclusion The aim of the report was to develop a proposal for planning and recruitment plan. Using ZADCO as a case example, the report outlined how the firm should conduct her HR planning and recruitment process. Prior to the plan, the report asses preliminary information such as background information; proposed HR management strategy; HR recruitment & selection goals and objective that act as a guiding pillar in all HR processes. The core of the report was on the execution stage which relates to recruitment & selection plan details. The section had seven subsection which include formulation of job description, preparation of advertisement sample, how to screen job applicants, parameters for short listing applicants, framework for picking the top candidate, offer sheet and ultimately the recruitment and selection panel. The recruitment and selection timeline has 7 important steps that should guide any HR recruitment process. References Aaker. D. A., Kumar, V. And Day, G. (2001). Marketing research. New York: John Wiley and Sons. Alliance for work-life progress (2006). Work and life: what is total rewards? Retrieved on 10 December, 2013 from: http://www.awlp.org/awlp/about/html/aboutus-whatis.html. Hailey, V. H., Farndale, E., & Truss, C. (2005). The HR department's role in organisational performance. Human Resource Management Journal, 15(3), 49-66. Iamandi, I. (2007). Corporate social responsibility and social responsiveness in a global business environment: a comparative theoretical approach. Romanian Economic Journal, 23(1), 1- 16. Kinicki, A. J., & Lockwood, C. A. (1985). The interview process: An examination of factors recruiters use in evaluating job applicants. Journal of Vocational Behavior, 26(2), 117- 125. Pindur, W., Rogers, S. E. and Kim, P. S. (1995). The history of management: a global perspective. Journal of Management History,1(1), 59-77. Pradhan, S. (2010). Capacity development bfiefs. Retrieved on 10 December, 2013 from: http://siteresources.worldbank.org/WBI/Resources/213798-1259011531325/6598384- 1268250496864/CD_Brief_May_2010.pdf. Schuler, R. S., & Jackson, S. E. (2008). Strategic human resource management. John Wiley & Sons. The Bridgespan Group (2013). Non profit hiring toolkit. Retrieved on 10 December 2013 from: http://www.bridgespan.org/Publications-and-Tools/Hiring-Nonprofit-Leaders/Nonprofit- Hiring-Toolkit.aspx#.Uqgv_FbKt0s. Tsui, A. S. (1987). Defining the activities and effectiveness of the human resource department: A multiple constituency approach. Human Resource Management, 26(1), 35-69. ZADCO (2012a) Talent attraction and retention. Retrieved on 10 December 2013 from: http://www.grouporigin.com/clients/zadco/23102013/pdf/ZADCO_Talent_Attract ion_and_Retention.pdf. ZADCO (2012b) the 15th national environmental day. Retrieved on 10 December 2013 from: http://zadco.ae/SiteCollectionDocuments/Magazine/Jan- Feb%202012%20English.pdf. ZADCO (2013a). About ZADCO. Retrieved on 10 December, 2013 from: http://zadco.ae/en/aboutus/whowe/Pages/Whoweare.aspx. ZADCO (2013b). Working at ZADCO. Retrieved on 10 December, 2013 from: http://zadco.ae/en/careers/Workingatzadco/Pages/Workingatzadco.aspx. ZADCO (2013c). About ZADCO: corporate overview. Retrieved on 10 December, 2013 from: http://zadco.ae/en/aboutus/Missionvisionvalues/Pages/Missionvisionvalues.aspx. Appendices Appendix 1: Offer Sheet for UAE Citizens Business Development Manager, Zakum Development Company (ZADCO), P.O. Box: 46808 Abu Dhabi United Arab Emirates 11 February 2014. Dear Mr./ Miss/ Mrs./ Ms. (Name): We are elated to inform you that you have been selected as marketing officer in the department of marketing. The position you are offered is that of marketing officer at a salary of 100 USD per month. In this position you report to Mohamed Noor the business development manager. The expected working hours is 8 hours per day from 8 am to 5pm five days in a week excluding weekends. The position is a permanent job with benefits such as vacation, ground insurance, health care and group insurance all pegged at 3% of your gross salary. If all terms are agreeable you are expected to start work at the start of March 2013. In regard to the same, please report at the company headquarters. Kindly sign append your signature to the closed letter and return it to the above address before 25 February, 2013. We wish you all the best as we anticipate working with you for the growth of ZADCO. Sincerely, Ali Hussein HR ZADCO. Source: author 2013 Appendix 2: Offer Sheet for non UAE Citizens Business Development Manager, Zakum Development Company (ZADCO), P.O. Box: 46808 Abu Dhabi United Arab Emirates 11 February 2014. Dear Mr./ Miss/ Mrs./ Ms. (Name): Congratulations! We are glad to bring to your attention that your re one of the expatriates selected as marketing officers at ZADCO in the marketing department where you will be reporting to Mr. Ali Noor who is the Business Development Manager. This is a contractual opportunity running for five years starting at 1 March 2013. Your payment will be pegged on monthly basis at 100 USD. Your working hours will be from 8am -5pm for five day every week with exception being weekends and national holidays. Thank you in advance as we look forward to working with you in ensuring ZADCO sustains its market leadership in oil field. Sincerely, Ali Hussein HR ZADCO. Source: author 2013 Read More