Bulletin UASVM Horticulture, 66(2)/2009 Print ISSN 1843-5254; Electronic ISSN 1843-5394

Characteristics of the Process of Recruiting and Selection of Civil Servants (Example on the Agency for Regional Environment Cluj-Napoca)
Janetta SIRBU1), Carmen DRAGAN2), Sidonia Otilia CERNEA1), Gabriela MARIES-LES1)
1)

Bogdan Vod University of Cluj-Napoca, 26 Grigore Alexandrescu St, Cluj-Napoca, Romania; sjanetta2002@yahoo.com 2) Agency for Regional Environment Cluj-Napoca, Romania

Abstract. The commitment of businesses rely on a policy of recruitment and selection to ensure appropriate staff organizational needs in conjunction with labour market supply and staffing needs of businesses, through a proper analysis of posts and an update of the station records composition of the compartments or departments. An important process is the employment decision makers from businesses, who must know in detail the organizational environment: organizational culture, values, identity, labour organization, etc. From this point, it is necessary to achieve the objectives of the institution in conjunction with public servant status, thus, the various features of the process of selection and recruitment of people who want employment job working in public services, especially the regional agency for environmental protection in Cluj-Napoca. Keywords: recruitment, selection, clerk, employment

INTRODUCTION Businesses are continually adapting the environment because "the evolution of technology, economic and social context, increasing the complexity of activities in the organizations" (Lefter V., Deaconu A. etc., 2008, p. 65), developing methods and techniques of recruitment and selection to ensure adequate staff and competitive requirements vacancies. Providing staff within an organization is achieved through a consistent, fair and flexible policy of recruitment and selection, which should take into account numerous external and internal factors and, it is otherwise designed to meet organizational needs" (Manolescu A., 2001 , p. 266). The job must be planned carefully by preparing job analysis and continuous updating work of all job descriptions (Pell A.R., 2007, p. 143) by application of specific methods on the job evaluation of work, wage growth, development etc." (Mondy RW, Noe R.M., Premeaux S.R., 2002, p. 92). Recruitment is a management process for maintaining and developing the most appropriate internal and external sources necessary for the enterprise" (Manolescu A., 2001, p. 266), a series of decisions which exercises a decisive influence and development of enterprises" (Varzaru M., 2000, p. 101), the first step in the process of personal insurance, which includes components related to "gather information, organize jobs and people leaving, work study jobs, needs direct calculation, errors that may appear in the recruitment process" (Mathis R., Nica P., Rusu C., 1997, p. 95), the "coordination between labour market supply and staffing needs of the company where the employee comes to adaptability, knowledge and personality" (Gavrila T., Lefter V., 2004, p. 193). Staff selection "is a measurement in the decision-making and evaluation, which aims to bring in the organization men capable of fulfilling their duties adequately. For the selection 182

system to be effective, you should have a high degree of accuracy, organizations must use valid methods for measuring the characteristics of candidates, allowing for pooling of information about the candidate, so that the decision of acceptance or rejection of a certain candidate to be correct "(Anghel Constantinescu D., Dobrin M., 1999, p. 121). From this point of view the team leaders (managers) usually participate in the appointment, because after all they are the ones who will operate and they will be responsible for the success or failure of new employees (Pell A.R., 2007, pg . 137), which are called to deal with the training of personnel (Gandolfi V., 2006, p. 203) to analyze in detail the organizational basis of the specific peculiarities related to organizational culture, values, identity, labour organization etc.. In the light of these important elements driving factors (decision) of the various government agencies (central and local) derives mainly from elements of the specific objectives of the institution and the public servant status, which is why it is necessary to seek assurance in accordance with the laws of a stable, professional, transparent, effective and impartial public in the interests of citizens, as well as of the authorities and public institutions" (Law 188/1999, ATR. line 2).
RECRUITMENT OF PERSONNEL AT THE REGIONAL AGENCY FOR ENVIRONMENTAL PROTECTION OF CLUJ-NAPOCA

Efforts to recruit staff in the Regional Agency for Environmental Protection (REPA) Cluj-Napoca are dependent on the planning of human resources and the specific posts to be filled. Knowing in advance the necessary staff or anticipation thereof, as a result of the planning of human resources, allows the best conditions and with more chances of success of the recruitment of staff. In this way a profit is obtained by minimizing the actual mistakes made by employees and through maximizing earnings quality, which means that the system of work is based on relaxed atmosphere and mutual respect. Recruitment of civil servants is done through organized functions within public holidays provided annually for this purpose by the employment of public functions. The specific conditions for participation in the contest are approved by the National Agency of Civil Servants (NACS), at the proposal of the public institution, in accordance with Government Decision no. 611 of 2008. The National Agency of Civil Servants prepare the legal framework, planning, organization and career development in civil service, establishing the employment of public functions and plans for training of civil servants. Positions shall be made public in the manner determined by the employment of public functions. Whether potential candidates come from internal sources or external sources of recruitment, the competition for employment follows the same the stages: 1. REPA Cluj notifies the National Agency of Civil Servants on the removal of a contest for a job and calls for candidates for the recruitment of civil servants. 2. Organization of the contest NACS after seeking the opinion within 10 days issue a favourable or unfavourable opinion. When the answer is favourable, the employment vacancy shall be published in the Official Gazette of Romania, Part III, in the Monitor of Cluj, the announcement on the recruitment being issued in at least 30 days before the conduct of the contest. Also REPA Cluj public announcement on the website www.arpmnv6.ro, this section being created especially for this purpose and the billboard that is right at the entrance to the institution. The notice on the site and the billboard shall be maintained until the competition. In the notice it is specified the conditions that must be met to participate in the contest and the date on which it takes place. On the site at the institution and billboard information about the conduct of competition are posted.

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To organize and conduct competitions for the recruitment of civil servants, with at least 20 days prior to conducting the contest the competition committee is designated, as well as the committee to resolve disputes, by administrative act of the Executive Director of the Regional Agency for Environmental Protection Cluj-Napoca. Chairman of the contest, and the committee for settling disputes, shall designate from among their members through the establishment of administrative committees. The two committees have one secretary who is usually from the compartment of human resources. Committees of the contest and resolution of disputes are sometimes composed of 3 members appointed as follows: 2 members are representatives of the REPA and a member representative of NACS. The commission of the contest has the following main tasks: a. Select the files of competitive candidates; b. establishes the topics for the written paper; c. determines the plan for the interview and the conducts it; d. notes to each candidate's written test and interview; e. informs the secretary of the contests results that are to be communicated to candidates.
PERSONNEL SELECTION AT THE REGIONAL AGENCY FOR ENVIRONMENTAL PROTECTION OF CLUJ-NAPOCA

The selection of staff in the Regional Agency for Environmental Protection ClujNapoca takes place after undertaking a contest which consists of three phases namely: 1. Selecting records for inclusion: in order to participate in the contest, candidates submit a registration dossier; 2. Written test: Written test may support candidates whose registration records have been selected by the contest committee. This test consists of drawing up a work in the presence of competition committee; evidence of competition shall be noted in points 1 to 100. Passing the written test needs a minimum result of 50 points and it is required to be able to attend the interview. 3. Conducting the interview 1. File content In order to participate in the contest, within 20 days after publication of the notice, the candidates submit the Human Resources the file contest, which will contain: a. form; b. copy of the identity card; c. copies of diplomas and other studies showing the performing specializations required by post; d. copy of the book work or, if necessary, a certificate attesting their length of service and employment in the specialty required civil service employment; e. criminal record f. certificate attesting to proper health, issued no more than 6 months prior to the contest run by the family doctor or the candidate's health facilities authorities g. solemn declaration that he did not conduct political police activities Within 5 working days from the date of expiry of the submission of dossiers, the committee is required to select records based on the accomplishments of the conditions needed for the contest. Results of selection of files is shown by the Secretary of the committee with the word "accepted" or "rejected", accompanied by the reason of rejection, both at the headquarters of the Regional Agency for Environmental Protection Cluj-Napoca and the Agency's website. Until the last day set for the selection of files, members of the committee may require information to candidates or other relevant documents for conducting the contest.

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2. Written test The written test consists in drafting a work in order to test the theoretical knowledge required for civil service employment which organizes the competition. Topics for the written test shall be determined based on the bibliography of the contest. Before beginning the test the roll call of candidates is required, in order to verify identity. Candidates who are not present for roll call or conduct that can not provide proof of identity by presenting the report, identity card or any document showing identity are considered absent. The committee determines topics and draws up sets of topics for the written tests in the day the test is conducted. Each member of the competition committee proposes at least three subjects. Based on proposals by the competition committee members at least two sets of topics are prepared that will be presented to candidates. Competition committee also determines the maximum score for each subject, which is communicated together with the subjects. Duration of written test is determined by the competition depending on the degree of difficulty and complexity of issues, but can not exceed three hours. At the appointed time for the written test, the competition committee presents to the candidates the sets of topics and invites a candidate to draw an envelope with the subjects. After starting the communication of subjects, access of any person is denied, except for the members of the committee. Work shall be made only on the sets of paper provided by REPA Cluj-Napoca, bearing the stamp on each tab. Home tab, after inclusion of name in the upper right, it is glued, so that the data entered can not be identified and it is applied the stamp of authority or public institution organizing the contest, except when there is only one candidate for the public holiday, in which case there is no sealing work required. The candidate is required to surrender the contest committee his/her written paper at the completion of work or at the expiration of the time allotted for the written test, signing the slip, especially prepared for this purpose. 3. The interview Sample interview can be supported only by those candidates who are declared admitted at the written test. Interview is done according to the interview plan prepared by the committee on the conduct of evidence-based criteria of evaluation. Evaluation criteria for determining plan interview are: communication skills, capacity for analysis and synthesis skills required to function, motivation candidate behaviour in crisis situations, knowledge of English. Interview is claimed, within 5 working days after written proof of support. Date and time of the interview is announced together with the results of the written test. Each member of the competition committee will address questions candidate. You can ask questions about the candidate's political opinions, trade union activity, religion, ethnicity, financial status, social origin or which may constitute discrimination on grounds of sex. Questions and answers of the interview are recorded or recorded in the Annex to the minutes prepared by the Secretary of the contest committee and signed by all members of this committee and the candidate. Recording of the interview is kept under the law for a minimum of one year from the date of display of the final results of the contest. For the interview score is determined by the maximum 100 points. Scores are awarded by each member of the committee in part, for each paper, and notes in the slip scoring. The written score is based on the arithmetic mean of scores given by each member of the contest. As it is the case with the written test, candidates who have obtained at least 50 points are declared admitted. Scores obtained by each of the candidates accompanied by the word "accepted" or "rejected" is displayed on the premises REPA Cluj-Napoca and the Agency's website. Final score is calculated by adding together the scores obtained in the written test and

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the interview. Final scores of candidates, in descending order, will be included in a synoptic roll, which will indicate the score for each candidate received in each of the samples. The results from each sample of the contest, including the final results of the contest is done by indicating the final score of each candidate and the phrase "accepted" or "rejected" by the display site and the billboard agency. It is considered permissible to contest the candidate who obtained the highest score, provided that it has obtained the minimum score required (50 points). When scores are equal priority candidate who obtained the highest score in written test and, if equality is maintained, the candidates that are in this situation will be invited to a new interview that the contest committee will decide on the winning candidate, with the deadline provided. When the contest is over, a final report is drawn, including how to conduct the contest and the results of candidates, signed by members of the contest and its secretary, which is attached to individual schedules of all committee members. Regional Agency for Environmental Protection may make available to interested candidates, at their request, the documents produced by the competition committee, which is information of public interest while respecting the confidentiality of personal data under the law. Any candidate can consult at the request of his work written in the individual written evidence of the competition, after the correction and marking it.
POSSIBILITIES OF IMPROVING THE PROCESS OF RECRUITMENT AND SELECTION OF PERSONNEL

Improving the recruitment and selection of staff conducted in the compartment of human resources of the Regional Agency for Environmental Protection is distinguished by the two aspects as follows: Improving staff recruitment: - has to improve the planning of human resources: accurate estimate of the number of people that is needed; determination of skills and competencies that they require for any vacancies; resumption of activity of civil servants suspended from work; analysis of employees who are entitled to full pension for old, seeking early retirement or are incapable of working long hours and not return to work. - presentation of vacancies and career plans of officials from the Regional Agency for Environmental Protection Cluj through actions to promote the institution. This method has the following advantages: they know the strengths and weaknesses of employees; selection according to the organizational criteria is much faster and more efficient; erroneous decisions are fewer; time needed guidance on the job is much reduced; increase employee motivation because the promotion opportunities are stimulating; allow reducing expenditures for qualifying public servant. - collaboration with other public institutions in the same ministry: Guard Environment Agency and County Environmental Protection, and local authorities: Prefecture, City or County Council on the recommendation of officials who have the necessary skills to fill the vacancy. - develop uniform policies and procedures, transparent, public and non-discriminatory recruitment for all categories of staff. Improving the selection of personnel: - request recommendations for selected candidates in this respect must be the performance of undertaken work, professional assessment of previous years as well as integration into the collective; - testing candidates in order to determine their compatibility with the held position - assessment of behavioural features candidates (learning ability, verbal and numerical skills, spatial skills, the speed side, the capacity decision) by specialised companies in the filed;

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- support structured interviews by developing a set of questions concerned with the specific areas: career goals, experience, psychological preparation, personal characteristics professional ambitions, communication, self.

CONCLUSIONS An enhanced dynamic change in the public institutions requires management of human resources developed. That each service of the Regional Agency for Environmental Protection must contribute to the institution's prestige increases the importance of Human Resources Management. Increasing value is performed both by employees and qualified by their motivation. Personnel skills can be improved through selection and training facilities and it is available from the institution with a working environment that fosters creativity and to give employees a range of ongoing activity. Like any public institution the most important thing is the human resource which should show professional performance, conduct and perform the correct tasks, duties and responsibilities that are established by the law. The application to the Regional Agency for Environmental Protection Cluj-Napoca, any candidate must have both technical training, as well as a superior intelligence, combining the capacity in agreement with cognitive intelligence. Cognitive ability is required for learning the laws governing the institution together with moral character and spirit of community within the meaning of civil service performance. At the top is the selection of cases, where the specialized staff in human resources service admits applicants who meet the specific vacancy, where written paper tests the theoretical preparation and the interview with all members of the competition. The interview tests the skills and especially candidates motivation to become civil servants. During the interview the committee first establishes communication skills, capacity for analysis and synthesis and skills required by the public. The final decision of the selection process is taken according to the result obtained by adding the score from the written test and interview, the candidate who obtained the highest score is declared admissible and appointed in the public office for which he/she applied. REFERENCES
1. Anghel Constantinescu, D., M. Dobrin et al. (1999). Human Resources Management (in Romanian). Colecia Naional Press, Bucharest. 2. Gandolfi, V. (2006). Enterprises Management (in Italian). UniNova Press, Parma. 3. Gavrila, T. and V. Lefter (2004). General Management of the Company (in Romanian). 2th ed. Economic Press, Bucharest. 4. Lefter, V., A. Deaconu et al. (2008). Human Resources Management. Theory and Practice (in Romanian). Economic Press, Bucharest. 5. Mathis, R., P. Nica and C. Rusu (1997). Human Resources Management (in Romanian). Economic Press, Bucharest. 6. Manolescu, A. (2001). Human Resources Management (in Romanian). 3th ed. Economic Press, Bucharest. 7. Mondy, R. W., R. M. Noe and S. R. Premeaux (2002). Human Resource Management. 8th ed. Pearson Education Press, New Jersey. 8. Pell, A. R. (2007). Human Resource Management (in Romanian). Curtea Veche Press, Buhcarest. 9. Varzaru, M. (2004). Enterprise Human Resources (in Romanian). Tribuna Economica Press, Bucharest. 10. Law 188/199, Regarding the Public Clerks Statute (in Romanian). Published in the Romanian Official Gazette, Part I, no. 600/8 December 1999, amended and republished in the Romanian Official Gazette no. 251/ 22 March 2004.

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