C18HM Cover Sheet

Electronic Plus (EP+)

Company Name:
Group Leader:
Course:

Reuben Abraham Oommen

Human Resource Management (C18HM)

Tutorial Group:

We state that this assignment is our own work and that where other sources of
information have been used, these have been acknowledged in the accepted
academic manner.
We have checked and followed the assessment criteria for this assignment.
Group members:

Student Name &

Surname

Student
Number

Responsible task

2. Pranav Raman

Job specification/Interview
Plan/Letter
H00167339 Job Description/Induction/Letter

3. Joel Alex Mathews

H00173975

1. Reuben Oommen

4. Vaishnav Deep
Bhanot

Signature

H00172088

Selection
Methods/Advertisment/Letter
Recruitment Channel/Application
H00172143 form/Good selection
&Recruitment methods

I, Reuben Oommen, leader of

EP+.. hereby confirms that all members executed their
duties and roles, as determined .
Date:

TABLE OF CONTENTS
1. JOB DESCRIPTION4
2. JOB SPECIFICATION6
3. ADVERTISING METHODS8
4. RECRUITMENT CHANNELS...9
5. SELECTION PROCESS11
6. APPLICATION FORM.13
7.LETTER OF INVITE..15
8. INTERVIEW PLAN16
9.LETTER TO SUCCESSFUL CANDIDATE18
10.LETTER TO UNSUCESSFUL CANDIDATE..20
11. INDUCTION PROGRAM21
12. GOOD RECRUITMENT AND SELECTION..23
12. GROUP REPORT25
13 .REFERENCES .27

ELECTRONIC PLUS
(EP+)

JOB DESCRIPTION
Job Title: Human Resource Administrator
Admin Office: Reporting to: Human Resources Manager
Location: EP+ Head Office, Business Bay
Electronic Plus (EP+) is one of UAEs largest and most respectable
electronic firms. The company was founded back in 1999 and employs
over 1500 people.
The impeccable reputation that the EP+ group has built along with
reliable, goal oriented, responsible and determined staff from across the
country adds to the success of the business.
Overall Summary
HR Administrator provides support HR officers across the whole range
of HR related work. Each Administrator will be responsible for
delivering services
Description
Initial point of contact for all job related queries
Are responsible for gathering candidates with optimum
characteristics for job openings with the help of advertising.
Maintain all the proper HR records such as C.Vs of working staff,
medical reports, leave notices etc.
Assist employees with work related problems, career
development and the job related environment.
Ensure that the company is optimally staffed.
Ensure proper induction and training is given to all of the firms
employees.
Must keep detailed track records of all of the firms employees
which includes sales reports, targets given and achieved etc.
Ensure that all salaries and bonuses are distributed properly and
on time.
4

 Essential part of strategic management.

Experience Required:
3-4 years of experience with the Human Resources Department.
Training:
Training would be provided by the Human Resources department as the
prepare candidates to tackle real life problems and how to solve them.
Working Hours:
9 am to 6 pm from Sundays to Thursdays.
9 am to 12 pm (noon) on Saturdays.
Salary:
6000-800dhs /- dirhams per month excluding company benefits and
annual bonus and is given as per the performance of the employee and
his ability to achieve progress within the company.

JOB SPECIFICATION
Job Title: HR Administrator
Job location: EP+ Head office , Business Bay.
Qualification/Education Training
Undergraduate with a degree in either management or
HR or Business related discipline
Prior experience in the field of HR in the Middle East
Skills

Strong administration skills

High level of confidentiality
Flexibility and willingness to learn
Expert in employment law and employee relations
Ability to provide basic advice on policies , procedures ,
employment conditions and terms
Ability to work accurately, with attention to detail
Should oversee all human resource efforts
Developing long and short term HR planning strategies
Able to conduct trainings and induction for new
employees
Excellent verbal communication skills
Strong business presentation skills
High inter-personal skills / customer facing skills
Tact and diplomacy

Experience/ Knowledge
Expertise in software such as MS office/HRIS/File
management
Idea about the needs/wants of employees and working
closely with them to solve their grievances in line with
the company policy
Experience of using a Human Resources IT system
Experience in leading with complex contractual
documents
Experience of mangaging workload and conflicting
priorities.

Job Advertisement
Advertisement on Newspaper
This is the method used by our company. Reasons we are adapting this
method is because this method reaches a mass area of audience, also
very effective. This method is relatively cheap compared to other
methods of advertisement.

HR ADMINISTRATOR / SALARY 6,000 8,000 + Benefits

A Looming firm in need for a skillful HR Administrator who has worked
in this field previously and has good personnel skills. This job would
feature activities such as maintaining HR records, keeping detailed track
of records which includes sales reports, targets etc.
Accommodation, Health benefits, and Transportation facilities would be
provided.
RECQUIREMENTS:

Minimum Previous Experience of 3-4 Years

UG Degree (PG Degree Preferable)
Strong Administrative Skills
Good Training And Induction Skills
High Communication Skills

Candidates only who fulfill the above requirements may send their CV to
career@eplus.com
Business Bay, Tower J
04-4472812

RECRUITMENT CHANNELS
The firms can use different recruitment channels to attract more
attention from different applicants so that they have a pool of potential
applicants to select for the required job. Which would be cost and time
affective (Russo C 2000)
The recruitment channels, which EP+ will be using are :-

Recruitment agencies
Recruitment agencies provide service to the firms by providing them
with suitable match for technical & professional personnel as per as
their expertise
By building good relations with the leading recruitment agencies in
UAE, EP+ uses staffing agencies for high volume placements, which can
result in tremendous savings in terms of turnover, training costs etc.
Ep+ uses this channel of recruitment due to its flexibility to the
company incase of hiring different applicants and is a less time
consuming procedure. The cost incurred in terms of hiring these
agencies is lower than the return in the future. Ep+ needs applicants
that have desired qualifications and experience therefore agencies are
well aware of the companys expectations and requirements for the
vacant position which in return provides the company with the best
candidate for our human resource administrator position (Wild, G
2007)
After recruiting the suitable candidate the estimated cost that would be
incurred is finalized after signing a contract between our company and
the recruiting agency. Therefore the contract states the total amount
that will be incurred by our company, which is based on 8.5% to 11.5%
of the basic salary of our companys employee.

Company website
The Ep+ website attracts different targeted market for their available
products at Estore. Professional applicants that are interested in our
company and are looking for a good job opportunity further research
about the companys profile and if any suitable vacancies are available
(Dill 2014)
The companys website can help gather a pool of suitable applicants for
positions to be filled in the future, which in return would be cost and
time affective for Ep+.

Social Media
Our company uses forms of social media such as LinkedIn and
recruitment websites such as naukrigulf.com/dubizzle.com to attract
talented people to expand our database and saves the company time,
cost and helps for a wider reach of candidates.
Professionals who are interested in developing in their field of expertise
use professional platforms like LinkedIn. Ep+ uses these forms to stay
ahead in the market competition by regularly updating relevant
information about the job vacancies.
Linkedln helps ep+ build their employer brand image by attracting
interested applicants by sharing their information about their culture
and job opportunities (Passman 2014)
Our company uses a mix of all these channels as per as the requirement
in the company.

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Selection Methods
The selection method implied by our company is listed below:
1. Screening
This is the very first step of the selection method. Once we get our pool
of candidates we can begin to choose the desired candidates by
telephoning or emailing them about the candidates previous
experience, their qualifications attained. By doing this we are able to
shortlist the desired set of candidates who fulfills the requirements for
the job. This method helps in sorting the candidates by the designated
criteria such as age, work experience in the country, qualifications etc.
This is also beneficial because we are able to find a lot of similarities (45 candidates who have the same qualifications and same work
experience) in the data given and can easily find the better candidate
out of them.
Reasons for rejection in this process is simple as it would be that the
candidate would not meet the required previous experience,
qualifications
2. Employment Interview
Panel Interview
Panel Interviews have been recommended for enhancing interview
reliability and validity (Prewett-Livingston, 1996).
This is a similar method of Face-to-Face interview instead there will be
a group of interviewers. In this type the advantage to the company is
that a group of interviewers needs are fulfilled which means a larger
group with different intentions selects the candidate for the job.
Even experts like Weisner and Cronshaw suggests this type of selection
method has higher validity than other methods. Its basically because a
group of interviewers examine the candidate and diversity of questions
11

is asked. This method also gives an insight of the job on what the
candidate is going to be dealing with. (Dixon, M)

Reasons for rejection in panel interview could be of various reasons.

The main reasons would be that If the candidate holds a poor eye contact, body language
If the candidate doesnt have good communication skills
Also being unable to answer the questions in the way expected by
the interviewers
Not listening well to the interviewer and answering vaguely
Unprofessional Behavior

12

Application Form
Picture of
Applicant

Position Applied for: Human Resource Administrative

Date: 3rd March 2014

PRIMARY DETAILS

Name

Marc Jacob

Age

30

Date of Birth

12/04/1984

Sex Gender

Male

Marital Status

Single

Email Address

marc_jacob@hotmail.com

Residential Address Al Shaab colony Block -34 Flat no -A4

Contact Numbers

050-6546312

Visa Status (Exit

Date if on Visit
U.A.E Valid Driving
License

Company Sponsorship
Yes

Nationality

Indian

Native Language

Konkani

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Languages Know
English
Hindi
Konkani

2.

ACADEMIC / PROFESSIONAL QUALIFICATIONS

Name of Course

Grade

Bachelor in Business Administration

Major
Subject
Marketing

Master in Business Administration

HRM

3.

WORK EXPERIENCE (Start from Current Employer)

Name of Organization

Designation

Zomato

HR Executive

Duration in
years
1

E-city Electronics Ltd.

HR Executive

Current Monthly Salary

Minimum Expected
Salary
Notice Period from
Current Job

5500
6500
60 days

Candidate Signature: ______________________________________

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LETTER OF INVITATION
Business Bay, Tower
04-4472812
Dear Marc Jacob
Re: Vacancy For HR Administrator
Thanks for applying to EP+ for the post of HR Administrator. Our
company is impressed with your CV, as the required needs,
qualifications and experience have been met. So our company would
like to invite you for a Panel Interview, Which will be held in our Head
Office to get to know you better.
Please be at our Head Office One Hour Prior To The Interview Time
Quoted
Tuesday 16th March / 12:00 PM
Upon your arrival the receptionist will direct you to the conference
room where the interview will be held will direct you. The interview is
scheduled at 12:00 PM and should end at 12:45 PM. Please make sure all
the necessary documents, proofs etc., is carried along.
The Location Map is attached below, and please get back to us if you
have any queries.
Contact us at: career@eplus.com
Our Team is Looking Forward To Meet You
James Hunt
HR Manager

15

INTERVIEW PLAN (HR ADMINISTRATOR)

The candidate will arrive 45 minutes early to initially go through the first part of the
interview which is a written-based competency interview (Ability & Aptitude test)
after which there will be a panel interview consisting of structured and
unstructured questions.

16

STAGE

Greet the applicant

PERSON INVOLVED

ACTION

Chairperson

Introduce yourself Provide instructions and ask

rapport building questions to make the candidate
comfortable and at ease.

Establish a structure

Chairperson

Describe the interview

plan

Line Manager

Ask interview
questions

HR Manager
Line Manager
Chairperson

Encourage questions

Chairperson

Acquaint the applicant and the interviewer and

help the applicant understand the organization
and provide a job preview so that the candidate
has a good understanding of the job
Get a brief review of the applicants previous jobs
and experiences. Ask questions to get specific
information about the organization and the job.
Gather information from the applicant using
planned, probed and competency based questions
which relate to the candidates communication
skills, decision making skills, planning and
organization skills, teamwork and leadership
skills and also the negotiation and persuasion
skills with questions such as: How might you motivate someone lacking
in confidence?
How do you influence/persuade others of
your viewpoint?
How do you evaluate a problem? How do
you go about arriving at a solution?
The candidate can ask questions regarding the
position and the organization and other general
queries
17

Close the interview

Chairperson

Thank the candidate for coming in, let them know

that they will be hearing from us shortly and end
things on a positive note.

LETTER OF APPOINTMENT
18

Date: 29th October 2014

Dear Marc Jacob
APPOINTMENT AS: Human Resources Administrator
We have evaluated all the candidates we have interviewed and have
come to the conclusion that you are the perfect candidate that satisfies
all the criteria posed for the position of Human Resource Administrator.
Appointment is subject to the acceptance of the following,
SALARY:
Your starting salary is 7000 /- dirhams per month.
WORKING HOURS:
Sunday to Thursday: 9am to 5:30 pm.
Lunch Timings: 12 pm to 1pm.
Breaks: 1 break of one hour.
PROBATION PERIOD:
You are required to attend a probationary period of 4 weeks; the
probation period can be extended or shortened depending upon the
satisfaction of the line manager.
Vacation Period:
All employees have a vacation period of 30 days with pay additional
holidays will be granted according to the rules and regulations of the
local government.

HEALTH INSURANCE:
All employees get a minimum coverage of insurance from the company
after the probation period. Insurance capacities are increased as per the
discretion of the firm.
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TYPE OF CONTRACT OFFERED:

Permanent Contract offered after probation period, until then contract
offered is on a part-time basis.
JOB ENTITLEMENT:
Initial point of contact for all job related queries Responsible for
gathering candidates with optimum characteristics for job openings.
Maintain all the proper HR records.
Ensure the Firm is optimally staffed.
RETIREMENT:
The retirement age is 60. Employees would retire at the end of the year
when they turn 60.
Please confirm the acceptance of your contract according to the terms
and conditions given above.
Yours truly,
James Hunt
(HR Manager)

Business Bay , Tower J

20

04-4472812

Dear Marc Jacob

Re: Vacancy for HR Administrator
Thank you for attending the interview on 16th March for the position of
HR Administrative
I regret to inform you that you have not been shortlisted on this
occasion; the decision has been a difficult one as the overall quality of
the candidates has been high.
Thank you your interest in joining us at Electronic Plus and for taking
the time to submit an application for employment.
If youd like feedback from the interview please dont hesitate to contact
me on the number above.
We wish you well in your future endeavors and encourage you to apply
again for EP+ in the future if a suitable position becomes available.
Yours sincerely
James Hunt
HR Manager

INDUCTION PROGRAMME (DAY 1)-(2nd April 2014)

Name:
Induction Completed:.

Date of Starting:

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DAY 1

Reception:
Greeted By:
Personnel Files:
Id Badge
Visa Documents
Introduction to the Firm:
Brief history on the founders
Brief history of the firm
Current Market Scenario
Future Targets
Introduction to the Team:
Introduction to Team Leader
Tasks to be done
Targets Given

Job Specification:
Roles and Duties
Company Ethics

Time

CONDUCTED BY

10:00-10:30

Receptionist

10:30-11:00

HR Manager

11:00-11:30

HR Manager

11:30-12:00

HR Manager

12:00-1:00

Senior Manager

COMMENTS

Organizational Rules:
Smoking Areas
Break Timings
Dress Codes
Phone Calls

22

Lunch Break

Terms and Conditions:

Terms of employment issued
Timings Given
Training Period
Sick Leaves

Contract Signing:
Contract Signing
Performance Bonus
Target Achievement Bonus

End of Induction

1:00-2:00

2:00-3:00

Senior Manager

3:00-4:00

HR Staff

4pm

23

Good Recruitment And Selection Practice

Recruitment has an important contribution in the success of any
organization in the market. Recruitment should be outgoing as it is the
HR departments main priority.
The position that is vacant in the firm should be clearly defined as to
what the company expects from the functional outcomes given by this
position. When the need of the position is defined to the considered
department the possibility of bad results reduces. Recruitment should
be done in an efficient and effective way so that the company does not
face any loss in the future. The HR department should summarize the
attributes of the person who in future would apply for the vacant
position. Recruiting for those attributes needed in the company will be
cost effective there by giving good results in the future (Tyson 2014)
The HR department should develop a process to involve the new
employee to the company right after the offer has been accepted.
Training & Mentoring the new employee will further help them to get
familiarized with their position in the company (Cruz 2014)
Further companies can follow more Good recruitment practices in order
to influence the applicants behavior. Low information recruitment and
high information recruitment practices help the companies to influence
the applicants by creating employer familiarity and positive views about
the reputation. Low information recruitment provides information to
the applicants through general advertisements, which helps to raise
awareness of the company. The high information recruitment contains
detailed information about the services and the company (Collins 2007)
The process of a good selection practice plays an important role in the
company, because a good selection practice enables the company to
analyze the candidate thoroughly by getting to know the candidates
body language, communication skills, etc. If a good selection practice is
not carried out, the needs required by the company are not fulfilled and
you get a wrong candidate for the specified job so it is very important
that a good and beneficial selection process is held. (Gadeceau 2012)

24

Companies should follow different selection practices to attract diverse

workforce, which is an advantage for the firm. Selection methods like
cognitive test and personality test should be structured so that they
dont affect the minority groups and should not be bias. Personality test
has less negative impact to the minority groups, which will in return
bring in more applicants for the firm.
HR departments are responsible for conducting employee interviews, as
it is their most important function. They should follow structured
interviews where all the applicants are asked the same set of questions
which is less biased as compared to unstructured interviews (Nga 2010)
The most difficult part of this process was selecting an appropriate
recruitment channel. The channels of recruitment have different set of
negative & positive aspects. Proper research had to be done to decide
which channel will be cost and time effective. The company has to use
different channels so that wide range of highly qualified talent that the
company can attract. Channels of recruitment is a crucial part of
recruitment process and has to be given more importance so that the
company can adequately staffed in the areas that it requires.

25

Contributions
According to the research conducted the best way to advertise a job
vacancy, which would reach desirable candidates, was through
advertising on newspaper because it would reach a wide mass audience
and the price is reasonable
Selection Methods helps to analyze the most useful, beneficial and
suitable method of selection for the company. According to the
conducted research the most effective and efficient method for selection
would be interviewing through Panel Interview (Joel Alex Mathews)
This assignment has provided me with the basic understanding on how
the recruitment process is undertaken by the human resource
department. The process for selecting the channels of recruitment and
the application form.
The good recruitment & selection practices which the human resource
department should adapt. According to the research conducted every
company should follow the good recruitment and selection practices.
(Vaishnav Bhanot)
Induction helped me understand the process through which employees
are introduced into the company and are informed about the various
roles within the firm , and job description helped understand what
responsibilities and roles are performed while being part of the firm.
(Pranav Raman)
Interview plan helped me understand the various stages that going on
during a interview , along with different structured and unstructured
parts and the written tests involved in the process. Job specification
helped me understand the skills , abilities and knowledge that is
expected from a professional before he joins the firm and is required to
do the job. (Reuben Oommen)

26

The group as a whole learnt the various processes that were

involved in in first understanding what kind of a candidate is
required for the job , then selecting the right person from a large
pool of candidates and then finalizing the employment and making
the candidate understand the kind of roles and responsibilities
that were expected of them.

27

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awareness on job seekers' employer knowledge and application behaviors',
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Nga, E, & Sears, G 2010, 'The effect of adverse impact in selection practices on
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