EC 135 INTSIKA YETHU MUNICIPALITY RECRUITMENT, SELECTION AND PLACEMENT POLICY Page 1 of 11
RECRUITMENT, SELECTION AND PLACEMENT POLICY Policy Number IYLM-HR 01/08-09 Policy Name Recruitment, Selection and Placement Policy Policy Status Draft Version No.1 Date of Approval Date of First Implementation Date Last Amended Date of Next Review Purpose To provide guidelines for the systematic process through which recruitment, selection and placement can be undertaken. Aims and Objectives This policy is intended to ensure that: Policy Custodian Related Policies and Legislation Approving Authority Applicability Corporate Services Manager o Local Government: Municipal Systems Act, Act No. 32 of 2000; o Labour Relations Act, Act No. 66 of 1995, as amended o Employment Equity Act, Act No. ; o SALGBC s Consolidated Conditions of Service for the Eastern Cape Division Council This policy is applicable and binding to both Intsika Yethu Local Municipality and all candidates; and This policy shall not be applicable to positions specifically created for the purpose of pursuing a special project undertaken by Intsika Yethu Local Municipality. Policy Benchmark and References Stakeholders Consulted Page 2 of 11
TABLE OF CONTENTS 1. OBJECTIVE OF RECRUITMENT, SELECTION AND PLACEMENT POLICY... 4 2. APPLICATION OF THE POLICY... 4 3. DEFINITION OF TERMS.... 4 4. GENERAL PRINCIPLES OF RECRUITMENT... 5 5. RECRUITMENT SOURCES... 6 6. PROCESS... 7 7. PROCEDURE... 7 7.1 Determine need for the feeling of the position... 7 7.2 Identify source of recruitment... 7 7.3 Advertise Post... 8 7.4 Gather applicant data... 8 7.5 Compile short-list... 8 7.6 Undertake selection (Assessment and interviews preferably use a panel)... 9 7.7 Appoint... 9 7.8 Induct... 10 7.9 Confirm Probation... 10 7.10 Audit and measurement... 10 8. PROMOTION OF INTERNAL CANDIDATES AHEAD OF EXTERNAL APPLICANTS... 10 9. NEPOTISM AND/FAVOURITISM... 10 10. CAUSE FOR NON-SELECTION... 11 11. UNSOLICITED APPLICATIONS... 11 12. ADOPTION AND APPROVAL OF RECRUITMENT, SELECTION AND PLACEMENT POLICY... 11 Page 3 of 11
1. OBJECTIVE OF RECRUITMENT, SELECTION AND PLACEMENT POLICY a. To apply consistent, transparent, procedurally and substantively fair recruitment and selection procedures; b. To give effect to fair recruitment and selection processes; c. To ensure that the recruitment process complies with the relevant legislation; d. To provide an effective system to be used by Intsika Yethu Local Municipality in filling vacant positions; e. To provide guidelines for the systematic process through which line managers can request the approval and filling of vacancies; f. To ensure that all candidates are selected objectively and on merit; g. To attract, obtain and retain people with the required competencies; h. To ensure that a continuous supply of high quality human material is available to meet Intsika Yethu Local Municipality s immediate and future human resource needs; i. To establish/cultivate a positive image of the Intsika Yethu Local Municipality as an employer in the labour market; and j. To market Intsika Yethu Local Municipality careers in order to attract a sufficient number of potential employees for selection. 2. APPLICATION OF THE POLICY a. This policy is applicable and binding to both Intsika Yethu Local Municipality and all candidates and shall become operative on date on which it is approved by Council; and b. This policy shall not be applicable to positions specifically created for the purpose of pursuing a special project undertaken by Intsika Yethu Local Municipality. 3. DEFINITION OF TERMS In this policy, unless the context indicates otherwise: a. Candidate means an applicant for a post; b. Council means Intsika Yethu Municipal Council; Page 4 of 11
c. Municipality means Intsika Yethu Local Municipality; d. Recruitment refers to the set of activities undertaken by the Corporate Services Department to attract sufficient job candidates who have the necessary potential and competencies needed to assist Intsika Yethu Local Municipality achieve its objectives. e. Competency refers to knowledge, skills, attitude or behaviour pertinent to the advertised position; f. Reference check means the process of gathering information about the candidate s past work history from people and/or institutions or organisations with whom such candidate/s have been associated. g. Selection is the process of making a choice from a list of candidates, the person or persons who best meet the selection criteria or the set performance standards for the position available; h. Placement refers to the process of placing or putting the selected people into jobs; and i. Union refers to a trade union or employee association recognised by Intsika Yethu Local Municipality. 4. GENERAL PRINCIPLES OF RECRUITMENT a. Recruitment of candidates shall be done only when a vacant post exists in the approved organisational structure and shall be undertaken by Intsika Yethu Municipal Council; b. Candidates shall be employed purely on the basis of job-related requirements; personal attributes, competencies and abilities, and that, individuals shall be given equal opportunities to be recruited; c. Local communities shall be preferred; however this should not be misconstrued to mean that other communities shall be excluded; d. Affirmative Action, equity strategies and targets shall be taken into account when recruiting; e. Labour relations legislations shall be taken into account to ensure fair and equitable recruitment; f. Any candidate canvassing support or believed or found to have canvassed support with a view to be recruited in the service of Intsika Yethu Local Municipality shall be disqualified for such recruitment; Page 5 of 11
g. Vacancies arising as a direct result of the introduction of a special project to be undertaken by Intsika Yethu Local Municipality shall be filled in consultation with the Unions in a manner determined by Intsika Yethu Municipal Council and the recruitment for such vacancies shall not necessarily be subjected to this policy; h. Recruitment shall be undertaken in terms of Intsika Yethu Local Municipality s value system (e.g. the Code of Conduct); i. Recruitment shall also be attuned in such a manner that establishes a positive image of Intsika Yethu Local Municipality as an employer in the labour market; and j. Recruitment actions shall ensure that a continuous supply of high quality human material is available to meet Intsika Yethu Local Municipality s immediate and future human resource needs. 5. RECRUITMENT SOURCES a. Recruitment activities shall be dependent on Intsika Yethu Local Municipality s human resource requirements as identified through the Municipality s human resource business plan; b. The choice of the media for recruitment purposes shall comply with the requirements of the Labour Relations Act, 1995; c. Internal and local sources of recruitment shall receive priority as it is cost effective and serves as motivation for Intsika Yethu Local Municipality s employees and the local communities; d. External recruitment may be undertaken by means of advertisements. Use of employment agencies may be undertaken but with due consideration of the high costs involved. This avenue shall therefore be only resorted to when all other avenues have been fully exhausted; e. Career exhibitions and visits to schools, colleges, technikons, universities, etc. may also be used as a source, depending on Intsika Yethu Local Municipality s human resource needs and the target group; and f. Due to the above avenue s time-consuming nature and the fact that it may not be as costeffective as the others, such visits to technikons and universities shall be limited, but attempts shall be made to furnish them with the latest career information material. However, Intsika Yethu Local Municipality shall ensure that tertiary institutions are in possession of the Intsika Yethu Local Municipality s latest career information material and that employers days offered by these institutions are attended. Page 6 of 11
6. PROCESS Determine a need to fill a vacancy Identify source/s of recruitment Advertise position Gather applicant data Compile shortlist Audit & Measure Confirm Probation Induct Appoint Conduct selection (Assessment & interviews) LEGEND Line HR 7. PROCEDURE 7.1 Determine need for the feeling of the position When a vacancy arises, the necessity for the filling of the post must be considered, taking the following into account: a. Budgetary constraints: Is the position budgeted for, or will there be a need for the redeployment of money on more urgent, critical and important needs which are core enhancing and enable quality service to the Municipality s clients; b. The position may be kept vacant to address affirmative action through the appointment of a candidate who might still be undergoing training; and c. Redeployment of employees from other sections, internally. 7.2 Identify Source of Recruitment a. First establish whether or not suitable candidates are available internally by advertising the vacant post internally through Intsika Yethu Local Municipality s communication procedure/bulletin. This shall not necessarily apply to senior posts (Section 57); b. Promote the Employment Equity Policy as a good business practice; Page 7 of 11
c. If there is a candidate/s in another department that may be suitable for appointment, clear consultation must take place prior to any offers of employment being made; and d. Recruitment agencies should be a last resort due to the expenses involved with their utilisation. 7.3 Advertise Post a. To ensure a diverse pool of candidates, advertisements should be placed in the appropriate media if no internal candidates can be identified; b. The means of attracting applicants or the wording of the advertisements must be done carefully as not to constitute direct or indirect discrimination; c. Attracting applicants by word of mouth, relying solely on waiting lists, etc. may constitute forms of indirect discrimination; and d. Information contained in the advertisement should be consistent with the requirements as set out in the job specification. 7.4 Gather applicant data Ensure that all relevant data is available and verified. This includes: a. CV s; b. Personal documentation; c. Educational certificates; and d. References from previous employers (information has to be cross-checked). A master list of all applications should be compiled after the closing date of an advertisement. 7.5 Compile short-list a. Short listing of candidates shall be the responsibility of a panel established on an ad hoc basis for interviewing the candidates; b. When compiling the short-list, a healthy balance must be struck between the various items of applicant data; and c. It is unethical to promise a job prior to the finalisation of the recruitment and selection process and the necessary consultation between departments (where applicable). Under no circumstances should a job offer be made at this stage. Page 8 of 11
7.6 Undertake selection (Assessment and interviews preferably use a panel) The assessment results should not be used as the only tool to decide on the right person for a position but should form part of the selection process and be utilised during the final decision-making phase. 7.7 Appoint a. The panel of interviewers for positions below Section 57 Managers should comprise the Corporate Services Manager; Relevant Section 57 Manager; senior employee from the relevant department and a Union representative who shall assume an observer status b. In the case of Senior (Section 57) Management positions, candidates shall be appointed by Council in consultation with the Municipal Manager. Short-listed candidates for appointment must undergo a panel interview which comprises of the Municipal Manager and members of Council. The Union Member shall assume an observer status. The Corporate Services Manager shall provide secretarial service and monitor compliance with the Municipality s Recruitment Policy and Code of Conduct. c. The Municipal Manager shall be appointed by Council and the Panel shall be composed of Council Members and a mayor from another municipality. The Corporate Services Manager shall provide secretarial service to the Panel and monitor compliance with the Municipality s Recruitment Policy and Code of Conduct. The Union will be invited to assume an observer status; d. Impressions gained during the interview must be clearly documented. At the conclusion of the interview, the candidate should be informed of the next stage in the selection process. No offer of employment should be made - verbally or otherwise, at this stage; and e. At all stages, the selection criteria used should also be clearly documented as should the reasons for accepting, short-listing or rejecting each candidate. This will assist, should a candidate refute the outcome of the process or alleges discrimination or unequal treatment. a. A written letter of employment (with conditions of service) must be made to the successful candidate and his formal acceptance thereof, obtained; b. If the successful candidate is illiterate and as such unable to read, contents of the letter of appointment should be read and explained in a language that he/she understand; and c. Ensure that all logistical arrangements regarding date/time/place of assumption of duty, office, furniture, stationery, etc. have been made and are in place timeously. Page 9 of 11
7.8 Induct Induction must be dealt with according to the Human Resource Development Policy. 7.9 Confirm Probation a. All persons appointed on permanent or fixed contract basis in the employ of Intsika Yethu Municipality shall be subjected to a probationary period equal to six (6) months. b. Employees appointed on temporary basis shall not be subjected to probation. c. The induction process must be seen and treated as an integral part of an employee s probationary period. d. Successful completion of the probationary period implies automatic confirmation of the employee s appointment, unless formally informed to the contrary. 7.10 Audit and measurement a. Use placement and exit interviews as part of auditing and measurement; b. Ensure that ethics have been upheld. Issues such as unduly advantaging oneself, friends or relatives and confidentiality must be closely monitored; c. To ensure fairness in all selection practices, audits will be undertaken on an annual basis by an independent auditor. Should circumstances dictate that selection instruments be used, such instruments will be appropriately validated; and d. Ensure that internal candidates are never disadvantaged with respect to information regarding vacant positions it is compulsory to advertise all vacant positions, regardless of level, internally even if a decision has been taken to advertise externally. 8. PROMOTION OF INTERNAL CANDIDATES AHEAD OF EXTERNAL APPLICANTS Internal applicants shall wherever possible, be appointed ahead of external applicants on condition that they meet all the advertised Municipality s Employment Equity and assessment criteria. 9. NEPOTISM AND/FAVOURITISM a. Intsika Yethu Local Municipality shall not be biased when recruiting people; b. Immediate family members of employees will be employed on condition that they follow the same selection process as the rest of the applicants; and Page 10 of 11
c. In line with the Municipality s Code of Conduct, Panellists who are related to an applicant, shall after declaring their interest, recuse themselves from the process; and 10. CAUSE FOR NON-SELECTION a. A suitable employee, who applies for a vacant position, may not be refused the appointment for any reason other than there being another applicant (internal or external) who meets the criteria for appointment to the position better than they do; and b. The non-availability of a replacement for the position vacated by a prospective appointee will not be a valid reason for denying the appointment, especially if such an appointment would result in a promotion. 11. UNSOLICITED APPLICATIONS Intsika Yethu Local Municipality shall regret and return unsolicited applications. Unsolicited applications are those which are received by the Municipality without the Municipality communicating a vacancy and hence there is no legitimate expectation on the part of the applicant to be considered for a position. 12. ADOPTION AND APPROVAL OF RECRUITMENT, SELECTION AND PLACEMENT POLICY This policy is adopted and approved by the full Intsika Yethu Municipal Council for implementation. Effective from (Date)...... Approved by Resolution Number...... on this the...day of... 20... Signed this the...day, of...20... Signed this, the...day, of. 20...... COUNCIL REPRESENTATIVE... MUNICIPAL MANAGER Page 11 of 11