KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT REF NO: KFS-HRAD-007 ISSUE HISTORY ISSUE NO: 1 PAGE: 1 of 12 ISSUE 1 DESCRIPTION OF CHANGE None, no change has been done. PROCESS PILOT Human Resources Officer EFFECTIVE DATE 14 Th June 2010 REFERENCED DOCUMENTS REF TITLE QPM Quality policy manual COPY HOLDERS 1. Director 2. QMR QPM - 6 PM PM – 6.1.1 WI Resource Management Procedure Manual Manpower planning Work Instructions Forest Act Approved Manpower Plan Human Resources Management Manual 3. HRO 4. PREPARED BY: DD – HR & ADMINISTRATION APPROVED BY: DIRECTOR E F F E C T I V E D A T E :
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KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT
REF NO: KFS-HRAD-007
ISSUE HISTORY
ISSUE NO: 1
PAGE: 1 of 12
ISSUE
1
DESCRIPTION OF CHANGE
None, no change has been done.
PROCESS PILOT
Human Resources Officer
EFFECTIVE DATE
14Th
June 2010
REFERENCED DOCUMENTS
REF TITLE
QPM Quality policy manual
COPY HOLDERS
1. Director
2. QMR
QPM - 6
PM
PM – 6.1.1
WI
Resource Management
Procedure Manual
Manpower planning
Work Instructions
Forest Act
Approved Manpower Plan
Human Resources Management Manual
3. HRO
4.
PREPARED BY: DD – HR & ADMINISTRATION
APPROVED BY: DIRECTOR
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KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT
REF NO: KFS-HRAD-007
RECORDS / ANNEXES
REC NO
ISSUE NO: 1
REC TITLE
Process Flow chart ( External )
Process Flow chart ( Internal )
Interview Evaluation form
Appointment form
Job Description
Reference form
Application for Employment form
PAGE: 2 of 12
PREPARED BY: DD – HR & ADMINISTRATION
APPROVED BY: DIRECTOR
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KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT
REF NO: KFS-HRAD-007
ISSUE NO: 1
TABLE OF CONTENTS
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ISSUE HISTORY .......................................................................................................................... 1
PM - 6.2.2 -002 PROCESS FLOW ( INTERNAL) ............................................................... 12
PREPARED BY: DD – HR & ADMINISTRATION
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KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT
REF NO: KFS-HRAD-007
1. SCOPE
ISSUE NO: 1
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This procedure covers from identifying the need to recruit, advertising the posts, receiving applications, carrying out recruitment to confirming an employee at the end of probation period.
2. PURPOSE
This procedure defines and provides the necessary control measures to be adhered to when recruiting a staff into the KFS.
3. RESPONSIBILITY AND AUTHORITY
3.1 Director
3.1.1 Prepares vacancy advert for designated vacant position. 3.1.2 Prepares Job Description/Specification for designated positions. 3.1.3 Interview and select candidates for designated positions. 3.1.4 Final approval for all recruitments. 3.1.5 Communicates with the candidates as necessary.
3.2
Deputy Director
3.2.1 Prepare vacancy advert for designated vacant positions.
3.2.2 Prepare Job Description/Specification for designated positions.
3.2.3 Interview and select candidates for designated positions.
3.2.4 Recommends selected candidates for approval.
3.2.5 Communicates with the candidates as necessary.
3.3 Human Resource Manager
3.3.1 Prepare vacancy advertisement for designated positions. 3.3.2 Liaises with HODs in the preparation of job descriptions/specifications. 3.3.3 Interviews and selects candidates. 3.3.4 Co-ordinates recruitments and recommends for approval. 3.3.5 Communicates with the candidates as necessary.
3.4 Head of Department
3.4.1 Determines Human resource requirements in the department. 3.4.2 Prepares vacancy advertisement in liaison with HR department. 3.4.3 Prepares job description/specification in liaison with HR department. 3.4.4 Interviews and select candidates for all positions in the department.
PREPARED BY: DD – HR & ADMINISTRATION
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KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT
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3.5 Human Resources Services Manager/Employees Relations Manager
3.5.1 In liaison with the Head of user department prepares vacancy advertisement for designated positions.
3.5.2 Communicates with the candidates as necessary. 3.5.3 Verifies existence of approved vacancies prior to recruitment. 3.5.4 Carries out interview and selection as necessary. 3.5.5 Prepares vacancy advert for designated positions. 3.5.6 Communicates with the candidates as necessary. 3.5.7 Carries out pre-interview arrangements. 3.5.8 Interviews and selects for designated positions.
4
OBJECTIVES
CSF
NB: Refer to the performance contract.
KPI
5 TERMS AND DEFINITIONS
TARGET(S)
DUE
TERM
KFS
JD
JS
DIR
DD
HRM
HRO
HRA
DEFINITION(S)
Kenya Forest Service
Job Description
Job Specifications
Director
Deputy Director
Human Resources Management
Human Resources Officer
Human resources Assistant
PREPARED BY: DD – HR & ADMINISTRATION
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KENYA FOREST SERVICE DOCUMENT TITLE: RECRUITMENT
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TERM
HRAD
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DEFINITION(S)
Human Resources & Administration Division
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6
DETAILS OF PROCEDURE
6.1 Recruitment of New and Casual staff
6.1.1 Initiation of recruitment
6.1.1.1 The need to recruit is identified by the head of user department, through
regular
reviews of the manpower requirements or occasioned by any of the following
means:-
Organisational change,
Staff movements.
Staff Deficit
6.1.1.2 The responsible head of department prepares a Recruitment Form.
6.1.1.3 Forwards it to the DD - Human Resources and Administration for review and
ensuring completeness and compliance with the planned manpower levels.
Note 1: The job description and specifications for new positions are
detailed in the completed recruitment form.
6.1.1.4 Determine the most appropriate way to recruit new employees using the following as
appropriate:-
Advertising
Agency
Head Hunting
Database selection
Recruitment Reward scheme.
6.1.1.5 Analyse the job, prepare/review/update the job description and job specification as
appropriate.
PREPARED BY: DD – HR & ADMINISTRATION
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6.1.1.6 The Recruitment Form is then forwarded to the Director for authorisation.
6.1.2 Recruitment Process
6.1.2.1 After authorisation, the Recruitment Form is forwarded to the Human Resources
Head for action.
6.1.2.2 The Human Resources Head searches for suitable candidate in the existing
database. Failure to identify a suitable candidate from the databank, the position is
advertised either internally or externally, depending on the nature of job clearly
stating that the application must be in the applicant's own handwriting.
6.1.2.3 The Human Resources Officer – Recruitment, receives applications.
6.1.2.4 Sorts the applications ensuring that only those meeting the specified job
specification are selected and giving priority to internal applications.
6.1.2.5 The selected applications are send under a memo cover, to the head of user
department for short listing.
Note 2: The HRO - recruitment reviews the file of short listed
applicants ensuring that no qualified applicants are excluded
or unqualified applicants included.
6.1.2.6 The short listed candidates are then invited to attend an interview with a panel of
interviewers including the recruiting head of department.
Note 3: An application for Employment Form is enclosed with the
invitation letter to the applicant indicating the following:-
What the candidate needs to bring to the interview.
What the service will do for the candidate.
6.1.2.7 On the scheduled date, the panel interviews the candidates and the best candidate
is selected based on a scoring system which includes competence, experience,
availability and any other specified selection criteria.
Note 4: The level of representation depends on the job position to be
filled. Generally the interviewing panel should consist of higher-
level employees than the position to be filled.
PREPARED BY: DD – HR & ADMINISTRATION
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6.1.2.8 The selected candidate is requested to undertake a medical examination before a
Letter of Appointment is issued.
6.1.2.9 The Letter of Appointment, in duplicate, is forwarded to the candidate who signs for
acceptance and returns one copy to the personnel department.
6.1.2.10 On receipt of the acceptance letter from the candidate, the HRO Recruitment
sends a copy of the letter to the originating head of department, and updated the
records, ensuring evidence of education, training, skills and experience from part of
the records.
6.1.2.11 The recruiting head of department prepares and induction program, which is
circulated to all relevant personnel.
6.1.2.12 Prepare and circulate the induction programme as appropriate.
6.1.2.13 The candidates reports on duty and the induction commences.
6.1.2.14 Seek progress report to determine whether or not to confirm the employee.
6.1.2.15 Confirm or terminate the employee as necessary.
Note 5: The job Specifications/Description is signed by the recruit
and a copy is issued to the employee for retention and
reference.
6.1.3 Recruitment of Casual Staff
6.1.3.1 The requesting department identifies the need for a casual and prepares a
Request for Casual Staff Form giving reasons for additional staff.
6.1.3.2 The Request for Casual Staff Form is reviewed and approved by the head of
department.
6.1.3.3 The approved Requisition Form is forwarded to the personnel department for
authorisation and sourcing for the required staff.
Note 6: Factors such as age, physical fitness, and academic
qualifications are used to select the successful candidates.
PREPARED BY: DD – HR & ADMINISTRATION
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6.1.3.4 Prepare a list of casual employees and, before assignment of any duties,
the casual staffs are briefed by the supervisor on the details of work and the
appropriate records are prepared.
6.1.4 Induction of new/posted officers procedures
6.1.4.1 HRO in-conjunction with HODs prepares an induction programme for the new staff.
6.1.4.2 HR Head submits the induction programme to the relevant DD.
6.1.4.3 DD study and approves it.
6.1.4.4 Induction is done to the new staff to equip them with broad spectrum of the KFS
vision, mission, structure, norms, duties and responsibilities.
6.1.4.5 Newly posted officers are taken around the service and shown around the offices on
the same day they report for duty.
6.1.5 Job description procedure
6.1.5.1 HR department prepares job description for all incoming officers.
6.1.5.2 HR department provide each incoming staff with a job description.
6.1.5.3 HODs allocate duties and responsibilities to their respective staff.
6.1.5.4 HODs prepare schedule of duties and inform their staff.
6.1.5.5 HODs review and amend the job descriptions periodically, in consultation with the
