INTERNAL JOB POSTING (IJP) Policy Name IJP Effective Date August 12, 2017 Date Last Reviewed August 12, 2017 Supersedes All previous policies and/or Statements Approved By AEC Members : August, 2017 Abstract This document details the policy on IJP across Anand Group for level 1, 2 & 3 positions and describes the various steps in the IJP process
Contents Internal Job Openings Policy at Anand Automotive Pvt Ltd... 2 1. Objective... 2 2. Policy... 2 3. Procedure... 2 3.1 Posting of Vacancies... 2 3.2 Application Process... 2 3.3 Shortlisting and Selection... 3 3.4 Finalizing offer and transfer of employee... 3 Annexure 1 IJP Format... 4 Annexure 2 Format for application... 5 Annexure 3 No Objection Certificate (NOC)... 6 Annexure 4 IJP Process Flow... 7 1
Internal Job Openings Policy at Anand Automotive Pvt Ltd 1. Objective 1.1 The internal Job Posting (IJP) policy aims to source talent internally for job positions by allowing increased access to available vacancies across Anand companies. 1.2 Groom & retain in-house talent by providing them the opportunity to move across the Group both functionally & geographically. 1.3 Provide opportunity to employees to take active role in their career progression. 2. Policy 2.1 All job vacancies at level 1, 2 and 3 within the Group will be floated for inviting applications internally. 2.2 Candidates within the Company & across Anand Group will be eligible to apply as per the following criteria: a) Ideally should have completed minimum 24 months in the current position. In case an employee has completed less than 24 months in his/her current position, he/she is eligible to apply post obtaining supervisor approval. b) Should have a rating of G or above during last two performance review cycles. c) Should have the requisite qualification, skill sets, behavioural competencies and track record of achievements within the Group. In case the current department of the employee is different from the internal job posting department, he/she is eligible to apply if his/her current job level is same as that of published job position. 3. Procedure 3.1 Posting of Vacancies 3.1.1 The respective HR Office wishing to recruit will prepare the advertisement in the prescribed format (Annexure I) with specific mention of the point of contact (HR responsible for the recruitment of vacancy) and Manpower Requisition number. 3.1.2 The advertisement will be sent to Corporate HR for distribution. 3.1.3 Notification emails will be sent by Corporate HR to Group Company HRs and Plant HRs who will then circulate it amongst the employees through e-mails. (At a later date, the process will be automated and requirements will be posted online post implementation of HRMS). 3.1.4 The IJP will be active for 2 weeks from the date of posting within which the candidates will have to apply (closing date will be specified in the job ad). 3.2 Application Process 3.2.1 The eligible candidates will send their application as per the prescribed format (Annexure2) along with the updated resumes to the specified contact (HR responsible for the vacancy) mentioned in the job advertisement. 2
3.2.1 The aim of such a policy is to nurture the freedom to develop every employee s career path. As a result, supervisor s approval is not necessary for applying. 3.3 Shortlisting and Selection 3.3.1 The shortlisting and selection of the applicants will be as per the recruitment guidelines by the respective hiring Company HR. 3.3.2 Hiring Company HR will ask the respective Company HR Heads of the shortlisted candidates to provide a No-objection certificate (NOC) from their COO as per the predefined format (Annexure3). Without this NOC, the candidate will not proceed to the next step of hiring. 3.3.3 Reason to be provided to Corporate HR for cases where NOC is not provided. 3.3.4 Travel Allowance Daily Allowance(TADA) for attending interviews will be reimbursed to the candidate by the hiring company in accordance with the company policy. 3.3.5 The entire shortlisting and selection procedure must be completed in 30 days. 3.3.6 Intimation on selection/rejection will be given in writing by the respective HR of the hiring Company 3.4 Finalizing offer and transfer of employee 3.4.1 Employees selected through IJP will get a 6% increment on the current CTC apart from relocation related benefits as mentioned in personnel manual. 3.4.2 In case employee gets selected in Higher Grade Job, changes in designation/grade to be determined based on following scenarios: Case 1: If employee has spent > =2 years in same job grade, promotion to be given on reassignment Case 2: If employee has spent < 2 years in same job grade, promotion to be considered in subsequent appraisal cycle basis performance or depending on hiring company. Gaining company to decide and has option to give promotion on reassignment. 3.4.3 Employee has the option to decline the offer if his/her expectations are not met. 3.4.4 The selected employee is to be released within 60 days post confirmation of the offer, to take up the new position. 3.4.5 The transfer of the selected employee will happen as per the company policy. 3.4.6 In case of conflict in release of the employee, the final decision rests with the respective AEC member of the relieving company. This is to ensure that both business continuity & personal aspirations are met, as part of this process. 3
Annexure 1 IJP Format The standard list of details that must be mentioned in the internal job posting on the portal are as mentioned below: Company Location Job Title Grade Job Purpose Job Duties Education Experience Required skill set Other pre-requisites POC details Last date for application Other details specific to each project and position may also be included in the advertisement. *Manpower Requisition No: (To be filled by Company HR) IJP Posting No: (To be filled by Corporate HR) 4
Annexure 2 Format for application The details that must be mentioned in the application are as below: Name: Company: Location: Current Job Title: Grade & Level: Date of Birth (dd/mm/yy): Qualification: External Experience Last three appraisal ratings Special Trainings/ Awards/Recognition Date of Joining (dd/mm/yy): Internal Experience Rating: Year: Rating: Year: Rating: Year: E.g. HC/ATA/AT/AL/VLFM/Six Sigma Green/Black belt etc. Current role and responsibilities Experience in current role Why are you interested in this position? 5
Annexure 3 No Objection Certificate (NOC) Date: Subject: No Objection Certificate (NOC) for applying in Anand Group Company through internal job posting (IJP) To Whomsoever It May Concern This is to certify that Mr. /Ms. has been associated with (Company name) as (designation & department) from onwards. We at (Company name) have no objection upon him/her if s/he joins under IJP scheme of the group through job posting no. (mentioned in the IJP advertisement). For (Company name) Signature of the COO 6
Annexure 4 IJP Process Flow Company HR initiates IJP for open positions in L1, L2 & L3 and sends advertisement as per standard format to Corporate HR Share feedback for review No Approved by Corporate HR Yes IJP advertisement send to Company HRs & Plant HRs by Corp. HR IJP circulated to all employees through e-mail by Company HR head Eligible candidates send application and resume to the contact person mentioned in the IJP advertisement within 2 weeks Regret mail send by hiring Company HR No Candidate Resume shortlisted Yes Hiring Company HR Head to get NOC from the respective Company HR head of the shortlisted candidate Reason provided to Corp HR No NOC given by COO Yes Selection process to be completed by hiring Company HR as per process within 30 days and extend offer to selected candidate Consider another candidate No Offer accepted by the candidate Candidate to be released from the current company within 60 days 7 Yes