ACI Limited Recruitment and Selection Process Of

Chapter One

CHAPTER 1

INTRODUCTIONChapter One

1.1 IntroductionHuman Resource is one of the most important factors of any organizations success. Resources make things possible but people make things happen. A companys core competence resides in its people and in its intellectual capital, not in its assets on the balance sheet. Other assets like skill, technology, physical assets and financial assets can be easily copied by other organizations. But if an organization has highly skilled and capable workforce it cannot be easily copied by other organization. So acquisition, deployment and retention of sufficient skilled manpower are cutting edge for an organization. These things greatly depend on effective recruitment and selection process.

Successful employee planning is designed to identify an organization's human resource needs. An organization which identifies and attracts new members effectively, selecting on the basis of a careful assessment of skills, knowledge, aptitude and track record, can look forward to sustained success, productivity and growth. This Recruitment and Selection Policy sets out how to ensure, as far as possible, that the best people are recruited on merit and that the recruitment process is free from bias and discrimination.

Recruiting is the process of discovering the potential candidates for filling up the organizational vacancies. From another point of view, Recruitment acts as a link between the employers and the job seekers and ensures the placement of right candidate at the right place at the right time.

A lot of careful planning and thought are required for selection activities to be successful. The selection process is composed by a number of steps. Each of theses steps provide information to the decision maker that will help them to predict about the whether an applicant will prove to be the successful job performer. If inaccuracy exists during the process of recruitment and selection, organization fails to get the best one and lost the suitable candidates. Thus, this process should be very systematic.

1.2 Objectives of the Study

Objectives are the focus points of any analysis. Purposes and the objectives are the prerequisite to set out something or accomplish a mission. The success or failure of a study mostly depends on how its purposes and objectives are considered. The objectives of this report can be identified as Primary objective and specific objectives:Primary objective:

To show the recruitment and selection process of Advanced Chemical Industries Limited.Specific Objectives:

To identify the importance of recruitment and selection process;

To measure the strength and weaknesses of ACIs recruitment and selection process; To find out the opportunities and threats of recruitment and selection process;

To know how to select a suitable source to communicate with candidates; To know how to get potential candidates for an organization; 1.3 Scope of the StudyThis study is designed to show the employee recruitment and selection process of Advanced Chemical Industries (ACI) Limited. In this regard, information is taken from the authority of the company. From the study it has been tried to find out the usefulness of recruitment and selection process of the company. So that higher authority can put their eyes of this process to overcome the barriers of recruitment and selection process. In future they will be highly beneficial if they take major steps to reduce the barriers in the way which is recommended through the study. 1.4 Methodology

The type of the report is almost descriptive which is based on both primary and secondary data. To study and shape the report as the final format the following two main aspects are considered:

Data CollectionFor the task I have chosen Advanced Chemical Industries (ACI) Limited, as in recent time the company is one of the top employers in Bangladesh. In preparing report, a reliable source of collecting data is vital measures. In this report, both primary and secondary sources of information have been used.Primary data are observed and recorded as part of an original study. When the data required for a particular study can be found neither in the internal records of the enterprise, nor in published sources, it may become necessary to collect original data, i.e., to conduct first hand investigation. In the report the researcher has used the following source to collect primary data: Face to face conversation with the higher authority Communicating with some staff Direct conversation with the HR employeesSecondary data are collected through the following sources:

Office Record

Annual Reports Internet

Different books etc.

All the data have been collected during the internship period.

Data PresentationFrom different sources all the information is collected regarding the company, relative competitors, and the recruitment & selection process of candidates. After collecting all the data, they are organized and assembled for final report. All the data are checked properly by the supervisor before the submission of the final report. Finally, the report is submitted on due date.

However, the flowchart for preparing the report is:

. 1.6 Limitations of the study It was not an easy task to make a comprehensive internship paper but the maximum effort is given to prepare this. However, some limitations occurred through this work, such as: It was difficult to communicate with each concern person of the company, as many of them were busy with their assigned job; As Human Resource Division (HRD) is a very confidential part of the organization, most employees are not willing to disclose all the data and information, which is very much vital for the report. All of the things the researcher needed are not available;

Another problem of the study is time constraint, because it is very short time to know about the organization as well as recruitment and selection process.

CHAPTER 2PROFILE OF ADVANCED CHEMICAL INDUSTRIES LIMITEDChapter Two

2.1 Historical BackgroundACI Limited was established as the subsidiary of Imperial Chemical Industries (ICI) in the then East Pakistan in 1968. After independence, the company was incorporated in Bangladesh in 1973 as ICI Bangladesh Manufacturers limited as a Public Limited Company. In 1992, the company was divested to local management and the name of the company changed to Advanced Chemical Industries (ACI) Limited. ACI inherited the rich ICI culture of product quality, customer service and social responsibility.Initially in 1992, ACI started primarily with pharmaceutical business with a turnover of BDT 80 million only but later the new management brought about fundamental changes in the policies and in the year 2008 turnover grew to over BDT 7,365 million. The Company has diversified business interest in pharmaceuticals, agricultural including fishery & livestock and consumer brands. At present, ACI has three Strategic business units along with 11 Subsidiaries, 3 Joint ventures and 1 Associate. ACI is a fast growing company that has substantial contribution in the economy of Bangladesh. In response to growing demands of the consumers of Bangladesh, ACI has diversified its business to include wide range of products in its portfolio. ACI has started its expansion policy by exploring and strengthening the pharmaceuticals wing further so that it can continue giving reliable service to the consumers of Bangladesh.

ACI is the first company in Bangladesh to achieve ISO S001 in 1995 for quality management and also the first company to achieve ISO 14000 in 2000 for environmental management system. ACI is also the first company from Bangladesh to become the honorable member of United Nation Global Compact. It is the only Bangladeshi company which was declared as a notable COP (Communication on Progress) recognized by UNGC (United Nation Global Compact). ACI has been accepted as a founding member of community of Global Growth Companies by the World Economic Forum which is the most prestigious business networking organization in the world.

2.2 Corporate MissionA mission is a blueprint for success. A companys mission statement describes its present business scope (where we are and what we do).ACIs mission is: to enrich the quality of life of people through responsible application of knowledge, skills and technology. ACI is committed to the pursuit of excellence through world-class products, innovative processes and empowered employees to provide the highest level of satisfaction to its customers.

2.3 Vision of the CompanyA vision maps out a companys future business scope (where we are going). To realize the mission ACI will: Endeavor to attain a position of leadership in each category of its businesses.

Attain a high level of productivity in all its operations through effective and efficient use of resources, adoption of appropriate technology and alignment with core competencies.

Develop its employees by encouraging empowerment and rewarding innovation.

Promote an environment for learning and personal growth of its employees.

Provide products and services of high and consistent quality, ensuring value for money to its customers

Encourage and assist in the qualitative improvement of the services of its suppliers and distributors.

Establish harmonious relationship with the community and promote greater environmental responsibility within its sphere of influence.

2.4 Values of the Company

Quality: ACI always strive to provide the best possible quality for their products and services in order to meet and exceed customers expectation. Customer Focus: ACIs main focus is always their customers. They are always to provide the finest products and services to their customers in order to attract and retain customers. Fairness: ACI always attempts to maintain fairness in what they do and produce. This helped them to gain customers faith and confidence and also to operate successfully in the market with their competitors. Transparency: ACI maintains transparency by providing the desired goods and services to their customers and sharing their goals with their employees. Continuous Improvement: ACI always attempts to make improvements in their products and services in order to meet customers demands and cope with the current trend. In this way, they are able to compete successfully in the market in comparison to others providing the similar kind of products and services. Innovation: ACI strongly believes in innovation. As a result, they go for frequent research and development in order to improve and upgrade their product on a frequent basis.

2.5 Activities of the Organization

ACI Limited is committed to providing customers with a broad range of quality products from its business operations. It has diversified its business in various sectors such as the health care division, consumers brands division, and agribusiness division. Besides its 3 major strategic business units, it has 11 subsidiaries, 3 joint ventures and 1 associate.

Major Business Pharmaceuticals

ACI formulates and markets a comprehensive range of more than 400 products covering all major therapeutic areas, which come in tablet, capsule, powder, liquid, cream, ointment, gel ,ophthalmic and injection forms. ACI also markets world-renowned branded pharmaceutical products imported from world-class multinational companies like ASTRAZENECA, UK and UCB, BELGIUM. ACI is actively engaged in introducing newer molecules and Novel Drug Delivery Systems (NDDS) to meet the needs of present and future. ACI introduced the concept of quality management system by being the first company in Bangladesh to achieve ISO 9001 certification in 1995 and follows the policy of continuous improvement in all its operations. ACI maintains a congenial and supportive relationship with the healthcare community of Bangladesh, with the belief that business excellence can only be achieved through pursuit of quality by understanding, accepting, meeting and exceeding customer expectations.

Consumer BrandsThis business segment has three major categories of product range- home care, air care and hygiene care. Products under home care category include ACI Aerosol (having market share of 85%) and ACI Mosquito Coil. ACI has also very attractive product range in this Air Care category. ACI has another very strong range of products in its Hygiene Product category. Savlon Liquid Antiseptic (75% market share) is the highest selling antiseptics in the country. Products like Savlon Antiseptic cream, Savlon Family Protection Soap and Savlon Femme Sanitary Napkin, Vanish Toilet Cleaner are also under this category. ACI Consumer brands also deals with products of internationally acclaimed company like Colgate Palmolive and Nivea. Recently ACI Electronics a sub unit of ACI Consumer Brands has launched Panasonic Audio visual items in the country.

Agribusiness

ACI Agribusiness is the largest integrator in agricultural sector of Bangladesh. ACI Agribusiness deals with livestock and fisheries, crop protections, seeds, fertilizer and agri-machineries. Under Agribusiness, the following business units are currently operating:

Crop Care & Public Health

Crop care & Public health is dealing with all type of crop protection items. It is providing a complete range of cost effective products which can provide appropriate solutions for the farmers through insecticides, herbicides, and fungicides. This business has been transferred to ACI Formulations Limited form 1st January of this year. SeedsSeeds division is dealing with hybrid rice, vegetable and maize seeds. It has partnership with renowned HYV seed companies of the world. ACI started the seed business in 2006. It has its own research and development stations in Gazipur and Bangladesh Agricultural University, Mymensingh.

CROPEXCROPEX is dealing with commodity buying, storing, preserving and selling. ACI Cropex is a remarkable addition to the agricultural advancement in the country. The project assists the farmers in various ways - exchanging their crops at the time of their necessity, providing them with technological assistance and advisory services and so on. Animal HealthThis division is dealing with high quality nutritional, veterinary, poultry medicine and vaccines including proposal for pisiculture, cattle rearing and cattle fattening. Integrated fisheries and livestock project will be implemented soon. FertilizerThis unit is dealing mainly with micro continent and foliar fertilizer with a focus in basic fertilizer. It launched micronutrient fertilizers like Zinc Sulphate, Magnesium Sulphate, Ammonium Sulphate, Boron, Sulphur 90% and Sulphate of Potash. They are being imported from China, U.S.A, Canada, Taiwan, Argentina, and Turkey etc. ACI Agribusiness strives for providing one stop solution to farmers by providing all sorts of activities regarding agriculture. ACI Agribusiness is having a strong partnership with national and international R&D companies, Universities, and research institutions. Partnership with the farmer is the main theme of ACI Agribusiness

International alliancesACI represents Colgate Palmolive Company as exclusive marketing partner and distributor for the territory of Bangladesh. Colgate is the worldwide leader of the oral care products category. ACI was appointed as sole distributor and marketing partner of Beiersdorf AG, Germany; the manufacturer of Nivea brand products. ACI represent Godrej Consumer Products Limited. ACI consumer Brand is also selling low calorie sweetener products of Merisant for weight conscious customers and also for them who want to avoid direct sugar. In additions to these, ACI represents significant number of worlds reputed companies in Pharma and Agriculture sectors. 2.6 Organizational Hierarchy

2.7 Hierarchy of Human Resource Department (HRD)

2.8 Competitor Analysis PharmaceuticalsThe major competitors of ACI in the pharmaceutical market in last year are as follows:CompanyShare (%)

Square Pharmaceuticals Limited 20.06

Incepta Pharmaceuticals Limited7.53

Beximco Pharmaceuticals Limited7.09

The Acme Laboratories Limited5.25

Eskayef Pharmaceuticals Limited4.64

ACI Limited4.52

Opsonin Chemical Industries Limited4.30

Renata Limited4.22

Aristopharma Limited4.18

Drug International Limited3.39

Others39.00

Total100%

From the table 2.2, it has been shown that the largest market share of Pharmaceuticals business has been captured by Square Pharmaceuticals Limited. In comparing with this company ACIs position is comparatively lower. However, here to mention that Pharma business of ACI Limited has become the 3rd fastest growth company in 2013 in Bangladesh.

Consumer BrandThe table in next page depicts the major market share (Consumer Brands) of the major players of the market in the year 2013:Brand NameShare (%)

AerosolACI Aerosol84.29

Reckitt-Benkeizer7.83

Square Toiletries6.40

Mosquito CoilACI Mosquito Coil 28.99


Globe Bangladesh Ltd 5.97

Maladesh International Ltd4.15

Liquid AntisepticSavlon Liquid Antiseptic (ACI Limited) 78.95


Antiseptic Cream

Savlon Antiseptic Cream (ACI Limited)72.40

Millat Chemicals Ltd3.40

Agribusiness

The main competitors of ACI Agribusiness (deals with several fields) and their relative market share for the year 2013 are as follows:Animal Health

Here to mention that in Animal Health of ACI Limited has created a strong position (having 8% market share) comparing to its competitors in 2013 in Bangladesh.

FertilizerMajor CompetitorsMarket Share (%)

ACI Limited 19.60

Padma Agrochemical Limited 8.00

Global agrovet Limited 6.00

Syngenta Bangladesh Limited 6.20

Alpha Agro chemical Limited 5.60

Others 54.60

Total100%

From the information above it becomes clear that ACI Limited has got the upmost position (having 19.6% market share) in fertilizer business comparing to its nearer competitors having below 10% of market share.

Though the market position of ACI Limited is very strong in Fertilizer business, the company still couldnt create the same in Seeds business (having 6% market share) relative to its competitors.

Major CompetitorsMarket Share (%)

Chowdhury Enterprise 20.00

M.S. Trading 10.00

Madina enterprise 10.00

Trade excel Agro 5.00

ACI Limited 5.00

Others50.00

Total100%

ACI Limited. has started this business sector not long and the company is trying to make a good position in this field. Table 2.5 shows the market share of CROPEX of ACI Limited. is now 5% whish is relatively lower than its competitors.

2.9 Future Plans

Plans of Human Resource Department

The vision of Human Resource (HR) department of ACI is creating a work environment to foster creativity, innovation and productivity for achieving business excellence through dynamic and dedicated people. Towards this vision HR plans the following to achieve in coming year:

To be an employer of choice;

Creating a positive & enthusiastic working environment;

To create an environment for learning and growth for developing internal human capital;

Establishing the value of the company through making a firm related to values & showing it in different forums;

Creating a culture of positive attitude to gain significant competitive advantages.

Other Plans

To expand the business the company always takes initiatives by enlarging its existing businesses as well as entering new businesses. ACI Pharmaceuticals is expected to be introducing three new lines of medicine products namely: Anti Cancer, Hormone & Steroid and Amino Acid. For this new initiative, Company needs funding facilities to allow it to import capital machinery and carry out construction of physical facilities. Out of the total proceeds of BDT 1.00 billion that will be raised through issuance of 20% convertible zero-coupon bond, BDT 597,194,166 (i.e. approx. 60%) is earmarked for the expansion scheme of the company.

CHAPTER 3RECRUITMENT AND SELECTION PROCESS OF ACI LIMITEDChapter Three

3.1 Importance of Recruitment and SelectionRecruitment is an important part of an organizations human resource planning and their competitive strength. Competent human resources at the right positions in the organization are a vital resource and can be a core competency or a strategic advantage for it. The objectives of the recruitment and selection process are:

To obtain the number and quality of employees that can be selected in order to help the organization to achieve its goals and objectives; To create a pool of prospective employees for the organization so that the management can select the right candidate for the right job from this pool; To act as a link between the employers and the job seekers and ensures the placement of right candidate at the right place at the right time;

Using and following the right recruitment processes can facilitate the selection of the best candidates for the organization. 3.2 Recruitment Process of ACI Limited.

In ACI, recruitment is not about filling jobs that are currently vacant it is about making a continuous, long-term investment to build a high quality workforce capable of accomplishing the organizations mission now and in the future. The entire process of recruitment depends on the level and job responsibilities of a particular position.

ACI conducts two forms of recruitment namely Internal Recruitment and External Recruitment. Internal Recruitment is the process of identifying and attracting applicants from among individuals already holding jobs with the organization. On the other hand, external recruitment is the process of identifying and attracting job applicants from outside organization. When a position is created or become vacant, ACI first tries to fill up the position internally. If there is no suitable internal candidate the organization goes for external recruitment.

The company follows the subsequent steps to recruit candidates for different positions:

Step 1: Manpower Planning and Job AnalysisIn ACI, The first process of recruitment starts with Manpower Planning and analyzing job. Manpower Planning is the process of analyzing an organizations likely future needs for people in terms of numbers, skills and locations. It allows the organization to plan how those needs can be met through recruitment and training. It is vital for ACI to plan ahead. As the company is growing, ACI needs to recruit on a regular basis for different units of the business.

The company performs the following functions through manpower planning:

In this stage company estimates its labor requirements as well as the availability of required labors. Comparing all these factors including external factors, company makes a manpower planning. During the planning a Staff Engagement Proposal is made. A Staff Engagement Proposal (see Appendix-A) is a formal document that proposes the filling of a job opening indicated by the signature of Executive Director of Strategic Business Unit and approved by Managing Director of ACI. As the Human Resource Department (HRD) of ACI plans for workforce, at the same time Job Analysis is also done. Job analysis is an important element in workforce planning combined with job descriptions and person specifications.

Job descriptionA job description sets out the title of the job, to which the job holder is responsible, a simple description of roles and responsibilities etc. Job description includes:

Main purpose of the job describe in an effective way; Scope of the job - expanding on the main tasks and the importance of the job. Job importance is indicated by giving information such as the number of people to be supervised, the degree of precision required and the value of any materials and equipment used; Description of working conditions. Person SpecificationManager draws up the person specification which is allowed by the organization to profile the ideal person to fill the job. It is very important that the skills, aptitudes and knowledge included in the specification are related precisely to the needs of the job; if they are inflated beyond those necessary for effective job performance, the risk is that someone will be employed on the basis of false hopes and aspirations, and both the employer and employee will end up disappointed in each other. So they clearly defined the specification of the job.

Factors which are considered by the company when drawing up the person specification include:

Skills, knowledge, aptitudes directly related to the job;

Thetype of experience necessary;

The competencies necessary;

Education criteria and training (if needed);

Any criteria relating to personal qualities or circumstances which must be essential and directly related to the job, and must be applied equally to all groups irrespective of age, sex, race, age, nationality, religion or belief, disability, membership or non-membership of a trade union. To do otherwise is potentially discriminatory.

ACI has clear organizational structures, detailed job descriptions and person specifications. It provides user-friendly ways of applying for jobs and a consistent approach to recruitment. This means it can manage its changing demand for staff. Step 2: RequisitionsACI limited gets all requisitions from its head office. Every year when the companys budget is prepared, the possible posts for different departments are also determined by the head office.The three years data (2011-2013) of designation offered by ACI are as follows:

In graph 3.1, it has been shown that in 2012 in ACI near about 100 posts were offered where in 2013 almost 200 posts were offered. Again almost 150 posts were offered by the head office in 2014. Here to mention that designations for all the low level jobs are maintained by the responsible job areas. Step 3: Sourcing Once the HRD carries out proper planning for workforce and analysis of the job, they also identify right sources to let the applicants know about the positions and find out right people. ACIs main sources of recruitment are newspaper advertisement, employee referrals, university placement offices, and employment agencies, skill inventory and nominations etc. However, the company uses two types of sources.

Job Posting

Nominations

Online CV bank

Succession Plan

Unsolicited Applications

Employee Reference and Networks

Advertisements

Rsums received online

University and Placement Offices

Employment Agencies

Job Fairs

Internships

There is no single best source of recruitment; each source has its strength and weaknesses. ACI uses the following criteria to select which sources are most appropriate for each search:

Quantity of Labor: The number of jobs to be filled up is an important determinant for choice of source(s). For example, when ACI wants to recruit large number of Medical Services Officer (MSO) it goes for Newspaper advertisement. The number of newspapers in which ad should be published also depends on the number of jobs. If numbers of vacant job is more then ad is published on two or more Newspapers and is usually published on Friday for greater coverage.

Quality of Labor: If the quality requirement is very high and the applicants are rare then the newspaper ad is prepared attractively to draw attention. Experience Required: The choice of source(s) also depends on experience requirement of the position. Budget Constraints: While choosing source it is always considered for less costly but more effective sources. For example, for entry level management positions, university placement offices, online, job fairs are mainly used by ACI.

It is another important issue for the company is to search the applicants. The HR Department starts candidate searching. Searching for candidates first requires the development of a message and then the selection of a medium to communicate that message.

Communication Message:

Information presented by the organization to the job applicant is essential to the decision to apply for a job. Organizations may use any of the four types of communication message:

Traditional Messages

Realistic Recruitment Messages

Attractive Messages

Targeted Messages

ACI generally uses traditional and attractive communication message depending on the situation. ACI represents the organization in a manner such that applicants are encouraged to apply, join and stay with ACI. For non-management positions the communication message is usually Bengali. The communication message also helps an organization to create a positive image to the job seekers.

Here is a Newspaper ad Sample for the position of Sales Manager

Communication Medium:

Not only is the message itself an important part of the recruitment process, so, too, is the selection of the medium to communicate the message is also important. ACI uses the following communication medium:

Advertisements:

Classified advertisements

Display ads

Online ads

Organizational website

University placement office/Notice Boards

3.3 Selection Process of ACI Limited.

In ACI, selection is the process of assessment and evaluation of job applicants which starts from collection of rsums from the applicants and ends up with final selection. The company also uses a variety of different assessment methods in the selection process. It has been determined first the steps that need to be applied in the selection process.

The selection process of ACI Limited consists of the following steps:

Step 1: Application

The first step of selection process starts with collecting the applications. Through different sources ACI collects a huge number of applications from different applicants.

The no. of CVs received for different positions from different sources over last three years is as follows:

In graph 3.1 it has been seen in 2007 the estimated posts offered by the company were almost 100 and against these posts the company received 15000 applications (graph 3.2) which are huge in number. Subsequently, in 2008 and 2009 there was a massive gap between the post offered and the applications received. Step 2: Short Listing

It is very important stage for the company to select the eligible candidates. Through different sources ACI collected a large number of CVs. This task is done primarily by HRD and then they send it into the responsible departments who have the vacant positions. The responsible departments again reject a number of CVs from the CVs sorted by HRD. Among them a limited no of candidates for next step named Written Test are selected.To sort the CVs, the company checks and gives priority in to the following factors: Rsums and Cover Letters

University or Educational Institution

Relevance of the Degree and CGPA

Relevant Training and Experience

Reference Check

Salary Expectations

The followings are the number of applicants after sorting their CVs (followed by previous data):

It is surprising that the rate of candidates who have been sorted for further test is comparatively very low with the rate of CVs received during the year 2011 to 2013. For example in 2013 the company gets above 35000 CVs (graph 3.2) but among them only below 3000 candidates (graph 3.3) have seen selected for next step. Step 3: Written TestAfter selecting eligible candidates, HRD arranges a written test for them. In ACI written test is only applicable and mandatory for assessment of junior management, unionized and non-managerial contractual positions. In exceptional cases where specific knowledge and skill areas are needed to be identified and interview is not informative enough, written test is applied as a selection tool. However, on agreed basis, HR/Business Unit prepares the question patterns, venue and time of written test. The candidates having above 60% marks only are eligible for next interview.

Sometime IQ test is taken which is applicable for all management and non-management contractual positions. HR is solely authorized and responsible for selecting the question patterns, venue and time of IQ test.

Step 4: Interview

The next step compliance before sitting for viva, the board members agree on the predictor/criteria (for example, predictor for success in a particular position may be communication skill, team building skill and/or goal orientation etc) to be used to judge the candidate. These criteria are selected form the Interview Checklist (see Appendix-B). The criteria used in interview checklist vary for position to position. The interview rating form is also customized based on these criteria. The viva Board Members go through the rsum, interview rating form (see Appendix-C), person specification and job description of the relevant position before the viva. For appropriate predictors to be identified and used for selection process, first a selection plan is developed. A selection plan describes which predictor(s) will be used to assess the KSAOs required to perform the job.

Following is the standard interview process followed by ACI for junior management, non-managerial contractual, unionized employees, mid-level and senior management positions:

i. For junior management, non-managerial contractual and unionized employees interview are conducted in a single phase, but before offering employment, it requires approval from Head of the Department and Director-Corporate Affairs. Usually the interview board consists of a representative from HR Department and a representative from the concerned department.

ii. For mid-level management, interview is conducted in two phases. In the first phase, interview board consists of a minimum mid-level executive from HR and a senior executive from the concerned department. In final phase, the interview board consists Director-Corporate Affairs (Director, Corporate Affairs is the Head of HR Department) and the Head of Business/Function.

iii. For senior-management, interview is conducted in two phases. In the first phase, the interview board consists of Head of HR Department and the Head of Business/Function. The final selection is made by the Managing Director.

Step 5: AssessmentWhen the interview is satisfactory, a candidate is offered straight to a position. But if the management cannot make decision, they feel to need to assess the candidates further. Here the following tests are taken:

Personality Test:

ACI uses the following checklist during the interview to test personality of a candidate:

A sample of Personality Test Checklist

The interviewers ask questions to identify these traits of the candidate. In ACI, personality test is used for mid and top level management positions.

Ability & Job knowledge Tests:

In ACI, ability tests are used for non-management and entry level management positions. There are two major types of ability tests: aptitude test and achievement test. But ACI uses (do not use all the time) only ability test that is usually done during written test. Ability tests are used to test a persons cognitive ability (perception, memory, reasoning, verbal and mathematical abilities etc). Where, Job knowledge tests attempt to directly assess an applicants comprehension of job requirements.

Discretionary Assessment Methods:

If the initial assessment methods select more suitable candidates than available vacant positions then discretionary assessment method is used. Usually the relevant business head takes the discretionary assessment method. This assessment method is typically very subjective and relies heavily on the intuition of the decision maker. Discretionary assessment method tries to identify whether the persons values match with values of ACI, and likely fit between the person and ACI Step 6: Salary Negotiation

The scale of salary depends on the level of jobs. The company does not follow to give a fixed salary as the head of HR Department negotiates salary with the suitable candidate whenever necessary. Here some factors are taken into account such as market value of a particular position, candidates market value, candidates availability and companys financial capability.

Step 7: Offering a Position

Head of HR is the sole signing authority for any employment letter up to management grade MIX, non-management and all contractual employees if not any other person is authorized (by Head of HR Department) for special reason. The Managing Director is the sole authority to sign any employment letter. He offers the job to the selected candidates after the final approval is obtained.CHAPTER 4SWOT ANALYSIS AND FINDINGSChapter Four

4.2 Meaning of SWOT analysis

SWOT analysis is a tool for auditing an organization and its environment. It is the first stage of planning and helps marketers to focus on key issues. SWOT stands for strengths (what an organization can do), weaknesses (what an organization cannot do), opportunities (potential favorable conditions for an organization), and threats (potential unfavorable conditions for an organization).

The role of SWOT analysis is to take the information from the environmental analysis and separate it into internal issues (strengths and weaknesses) and external issues (opportunities and threats). Once this is completed, SWOT analysis determines if the information indicates something that will assist the firm in accomplishing its objectives (a strength or opportunity), or if it indicates an obstacle that must be overcome or minimized to achieve desired results (weakness or threat).

4.2 SWOT analysis of Recruitment process of ACI Limited.

At present ACI Limited has become one of the leading companies in Bangladesh. The market position of the company proves the companys effective staffing process. However, the SWOT analysis of recruitment process of ACI Limited is given below: StrengthS The Strengths of ACIs recruitment process are: Effective in-house functions: ACI uses in-house functions which ensure that recruitment searches are consistent. ACI can manage a rsum bank of its own and the specific needs of the organization are met. As they use in-hose functions they have greater control on the recruitment process and they can easily customize some aspects of process. Centralized Recruitment: Whether internal or external; ACI usually employs centralized recruitment. That is recruitment activities are coordinated by the Human Resources Department. One of the most important advantages of this centralized recruitment functions is that duplication of effort is eliminated. Formal Staff Engagement Proposal Form: ACI uses formal Staff Engagement Proposal form along with job description for filling every job opening in the organization. This ensures that right type of applicants is being targeted.

Flexibility: Since it is very difficult to identify the exact number of candidates to be contacted to fill up a particular vacant position, ACI does not have any particular approach regarding this. The HR department of ACI talks with the related department head and decide how many applicants will be contacted against a vacant position. This gives HR Department flexibility and discretion for using judgments. This is an excellent practice as long as HR Executives can use their judgments appropriately.

Cost-effective Media: ACI mainly use Newspaper ads, University placement offices and online as external sources and nominations and succession plans as major sources of internal recruitment. For instance, ACI maintains close relationship with Bangladesh Agricultural University and Pharmacy Department of major public universities. From these sources ACI easily collects rsums of precise candidates virtually with no cost.

Communication Messages: ACI is careful about selecting communication messages in ads. While developing communication message ACI reviews job description and person specification of the position. For example, for junior level management and non-management positions ACI uses Bengali message and message is highly attractive. This strategy has been proved effective to attract applicants over the years. WEaKNESSES The recruitment process of ACI Limited consists of following weaknesses: Employees dissatisfaction: When a position becomes vacant, it is not possible every time to fill that position with existing employees as it causes another position vacant. In that case to reduce complexity the company goes for external source. This creates dissatisfaction among existing employees. Recruitment Budget: The recruitment process is the most expensive component of organizational staffing system. There is no proper guideline/policy in ACI regarding well-developed recruitment budget. Rewarding Recruiters: There is no system of rewarding recruiters for successful/effective recruitment which may have motivated the recruiters for better recruitment practice and inspire for recruitment process development. Special qualification: There are some technical positions in where it needs candidates with special qualification, but some cases the company do not get them. OpportunitiesAlthough there are some weaknesses in the recruitment process, the opportunities are expressed next:

Market position: As ACI Limited becomes the employer of choice; it makes easy for the company to attract more qualified candidates. Development: Recently ACI Limited is developing their Human Resource Department. It is becoming more organized and adopting better policies regarding recruitment of employees. Working Environment: Companys working environment is another important issue that attracts candidates. In spite of offering comparatively lower salary for a position, sometime candidates are willing to join. Threats

The recruitment process of ACI Limited consists of following threats:

Time constraint: Sometime organization needs immediate recruitment within a very short time. To perform this function properly, company does quick recruitment which may not be successful.

Money Constraint: For some managerial posts it needs very experienced people. But some cases it is not possible for the company to hunt them from another organization as they demand very high salary. 4.3 SWOT analysis of Selection process of ACI Limited.

StrengthS The Strengths of ACIs selection process are:

Selection plans: ACI develops selection plans for each department at the beginning of the year which helps the organization in selecting the right employee at right time.

Effectiveness of interviewers: Recently ACI has formed a panel of interviewers and decided to train up them for increasing assessment capability of the interviewers.

Best practice: Before any selection interview ACI customizes the selection checklist and interview rating form for that particular position and send the rating form and checklist to the interviewers. This system has been helping the interviewers to ask right questions and remain focused on interview rating form. WEaKNESSES The selection process of ACI Limited consists of following weaknesses: Lack of review: ACI does not have any proper methods of reviewing the selection process. As a result if any selection went wrong it is difficult to take necessary immediate action.

No medical test: ACI does not conduct medical checkup of the candidates before offering employment letter. After the final selection, candidates only give a medical declaration. Sometime the reliability of this declaration is very low. Less development scope: As with recruitment, there is little effort for continuous development in selection process.Opportunities

The Opportunities of ACIs selection process are: Companys Progress: The continuous progress of ACI in the current market situation is a focus for the company to hire qualified candidates. Corporate Culture: The corporate culture of the company supports many job candidates to apply for the position with the organization as it can fit their personal preferences and needs. Threats

The selection process of ACI Limited consists of following threats: Employees switching: There are some employees who switch the company after getting proper training and company needs to hire again. Competitors attitude: Employees always want better salary. It is threatening for ACI that if its competitors offer more salary to ACIs employees, they may switch. 4.2 Findings of the ReportThe following findings regarding recruitment and selection process of ACI Limited have been exposed through this report: ACI uses in-house functions which ensure that recruitment searches are consistent. ACI usually employs centralized recruitment. ACI uses formal Staff Engagement Proposal form along with job description for filling every job opening in the organization. This ensures that right type of applicants is being targeted. Flexibility in judgments to identify the required no. of employees needed. ACI is careful about selecting communication messages in ads. ACI develops selection plans for each department at the beginning of the year which helps the organization in selecting the right employee at right time. Recently ACI has formed a panel of interviewers and decided to train up them for increasing assessment capability of the interviewers.

The company gets very few candidates who are very expert in some specialized areas. CHAPTER 5

RECOMMENDATIONS AND CONCLUSIONChapter Five

RecommendationsThough the company performs its activities effectively but there are some grey areas where ACI is not performing up to the mark and can improve. To improve the present recruitment and selection process and make the whole process better, following recommendations has been proposed----

The recruitment process is the most expensive component of organizational staffing system. The high costs of recruitment points to the importance of establishing well-developed recruitment budget. There is no proper guideline or policy in ACI regarding recruitment budget. The company should establish detailed recruitment budget by consulting with the departments or divisions. ACI do not have a well-developed record keeping system of the applicants. ACI may work to develop a record keeping or data storage system to keep record of the previous applicants.

There is no proper guideline in ACI regarding selecting recruiters. A guideline regarding this area may be helpful for better recruitment planning.

As the more qualified people demand high salary, sometime the company cannot afford them. In that case ACI can attract them by offering benefits and facilities.

ACI should be flexible in the use various assessment methods and employ assessment method that is most appropriate for a particular position.

ACI should continuously try to develop its recruitment and selection process and use interview that is more structured.

Before offering employment letter, ACI should check medical report of the finally selected candidates by the medical institutions which have corporate agreement with ACI.

There should have initiative in the organization for continuous improvement of process.

ConclusionPresent tight labor market is making it more difficult for organizations to find, recruit, and select talented people. The competition for talent is intensifying, as there are fewer qualified applicants available. This shortage of applicants makes it all the more important for organizations to be able to effectively attract, select, and retain quality candidates.

The outcomes from this study show ACIs recruitment and selection process is more or less structured, efficient and it is capable of achieving its desired objectives. After thorough assessment, we can say that ACIs recruitment and selection process is satisfactory. ACI can try to develop its recruitment and selection process in some areas, such as making a proper recruitment and selection budget, using of cost effective but more flexible communication medium and careful in selecting the assessment methods.In addition, the company needs to more careful in inviting qualified candidates. Candidates look for more than just an attractive salary; candidates are seeking organizations that can offer them various kinds of benefits, the potential to advance, and an environment in which they can learn and flourish. If the organization cannot offer these, job seekers will find one that does. Thus, it is important for the company to know exactly what they have to offer potential employees, and then highlight their best features when recruiting candidates. Finally, better recruitment and selection strategies result in improved organizational outcomes. It can be said that inspire recruiting is the discovering of potential candidates for actual or anticipated organizational vacancies. The more effectively organizations recruit and select candidates, the more likely they are to hire and retain satisfied employees. In addition, the effectiveness of an organizations selection system can influence bottom-line business outcomes, such as productivity and financial performance. Hence, proper selection can minimize the cost of replacement and training, reduce legal challenges and result in a more productive workforce.

BIBLIOGRAPHYCategory: Books1. Anthony, W. P., Kacmar, M.K., & Perrewe, P. L. (2000), Human resource management: A strategic approach, 4th edition, Mason, South-Western2. Bratton, J. and Gold, J., (1999), Human resource management: Theory and Practice (Second Edition), London: Macmillan.3. Dessler Gray, (2003), Human resource management, 9th edition, Prentice-Hall, Inc.

4. Rahman, M., A., (2009), Human resource management, Dhaka, Zahin publication.5. Rahman, M., A., (2010), Human resource management: A Strategic Approach, Dhaka, Zahin publication.

Category: Articles and Web Site1. Annual Report of ACI Limited2. Publications3. www.aci-bd.comAppendixStaff Engagement Proposal

Department:

Location

:

Job Title

:

Job Grade/:

Salary Range :

Number Present Sanctioned Total After

Required StrengthStrength Approval

Approval required

Type of Employment:

(Please Tick)

Expected Joining Date:

Justification for Additional Manpower:

Preferred method of recruitment:

____________________ ______________

Signature of Dept. Head

Recommended by D, CAApproval of MD

DateDate

DateAppendixInterview Checklist for the position of Executive

Exhibit 4.2: Sample Interview Rating Form

AppendixSample Interview Rating Form

Introduction

Data Collection

Data Presentation

Topic selection & selecting a site

Primary data

Secondary data

Data collection

Data Presentation

Submission of Final Term Paper

Fig 1.1: Stages of Methodology

Profile of Advanced Chemical Industries Limited

Managing Director

Chairman

Chief Operating Officer, Pharmaceuticals

Executive Director, Consumer Brands

Executive Director, Agribusinesses

Chief Operating Officer, ACI Logistics

Director, Corporate Affairs

Head of Creative Communication

Director, Business Department

Head of RMIA

Executive Director, Finance & Planning

Secretarial Affairs

Manager, MIS

New Venture

Fig 2.1: Overall Organizations Hierarchy

DCA

(Director, Corporate Affairs)

MD

(Managing Director)

HR Manager

Asst Manager HR

Asst Manager

(HR Services)

Sr. Officer- HR Services

Sr. HR Executive

Officer- HR Services

HR Executive

Asst. Officer- HR Services

Fig 2.2: Hierarchy of HRD

Table 2.2: Competitors of Pharmaceuticals

(Source: IMS fourth quarter, 2013)

Table 2.3: Competitors of Consumer Brands

(Source: In house source)

Graph 2.3: Competitors of Animal Health


Table 2.4: Competitors of Fertilizer


Seeds

Graph 2.4: Competitors of Seeds


CROPEX

Table 2.5: Competitors of CROPEX


Recruitment and Selection Process of ACI Limited

Step: 1

Job Analysis

Step: 1

Manpower Planning

Step: 2

Requisitions

Step: 3

Sourcing

Fig 3.1: Recruitment Process of ACI Limited.

(1) Forecast Labor

Requirements

(4) Develop Action

Plans

(3) Determine

Gaps

Compare

(2) Forecast Labor

Availabilities

Fig 3.2: Basic elements of ACIs Manpower Planning

Graph 3.1: No. of posts offered by ACI Limited.

(Source: Office Record of ACI)

2011 2012 2013 Year

Sources

Internal

External

Internal Sources

External Sources

Choice of Sources

Applicant Searching

Be Part of a Value Driven Sales Team

Our Values: Quality, Customer Focus, Transparency, Fairness, Continuous Improvement and Innovation

Advanced Chemical Industries Limited, certified under ISO 9001 for Quality Management System and ISO 14001 for Environmental Management System is one of the leading conglomerates in Bangladesh with a multinational heritage.

To provide the highest standards of services to our valued customers we are looking for a committed and performance driven individual for the position of Sales Manager in our Consumer Brands division.

The incumbent will be responsible for managing the entire sales related activities. He/She will manage and ensure efficient operations to make ACI Consumer Brands products available within the customer reach and thus ensure the continuous growth and profitability of the company.

Key Accountabilities

Sales management including setting tour program, finalizing content of an expense statement, setting up territory wise sales target, formulating incentives to field forces, formulating agenda of monthly sales meeting and regional meeting, launching new products, evaluation of the selling skills of a field force.

Planning, organizing and monitoring the sales activities of the team to ensure the sales target and objective of the company.

Formulating sales strategy and action plan.

Distribution management that includes sales process, establishing distribution roadmap, components of a distribution expense, inventory management, setting product wise reorder level of finished goods in depots.

We offer

Professional working environment

Attractive compensation package

Performance based career progression

We require

Minimum 8-9 years of experience in FMCG sales in a senior position

Masters in any discipline. Having MBA degree will be an added advantage

Go getter attitude & excellent team player

Good communication and interpersonal skills

Ability to supervise 500 field forces

Applicants are requested to send their Rsum along with a passport size photograph to Human Resources Department, ACI Centre; 245 Tejgaon Industrial Area, Dhaka-1208 by 3 May 2010.To apply online, please visit HYPERLINK "http://www.aci-bd.com" www.aci-bd.com.

SALES MANAGER

EMBED MSPhotoEd.3


Step: 1

Applications

Step: 3

Written Test

No

Yes

Decision

Step: 7

Offering a Position

Step: 6

Salary Negotiation

Step: 5

Assessment

Step: 4

Interview

Dept. Head

HR

Step: 2

Short Listing

Fig 3.3: Selection Process of ACI Limited.

Graph 3.2: No. of CV received


2011 2012 2013

Year

No. of Candidates

Graph 3.3: No. of selected candidates


0

500

1000

1500

2000

2500

3000

2011

2012

2013

Selected candidates

Personality Test Checklist

Emotional stability: He/she is calm, optimistic and well adjusted.

Extroversion: He/she demonstrated the tendency to be sociable, assertive, active and upbeat.

Openness to experience: The person demonstrated the tendency to be imaginative, attentive to inner feelings, have intellectual curiosity and independence of judgment.

Agreeableness: The person demonstrated the tendency to be altruistic, trusting, sympathetic, and cooperative.

Conscientiousness: the person got the tendency to be purposeful, determined, dependable and attentive to detail.

SWOT Analysis and Findings

Internal

Strengths

Weaknesses

SWOT

Analysis

Opportunities

Threats

External

Fig 5.1: SWOT analysis

Recommendations and Conclusion

A

Casual

Permanent

Contractual

Newspaper Advertisement

(With/Without Company Name)

Notice Board Circular

Already Located (CV Enclosed)

HR Department CV Bank

Third Party/Own Source

From Existing Employees

B

Organization

She plans her day systematically. She knows what has to be done and in what order.

She writes down what specific goals have to be accomplished during the day.

She talks in an organized way. She makes a point logically and systematically.

She goes into meetings and presentations well-prepared. She had taken time to do her homework.

She has demonstrated the ability to plan, organize and execute a major project.

Initiative

She has strong sense of urgency- keenly aware of the need to move quickly on things.

She seems to move into action promptly and decisively when a problem arises.

She keeps on top of things, follows through and makes sure that things get done.

She has shown a willingness to cut through red tapes in order to move things ahead.

She has shown initiative-taking the bull by the horns and dealing with things.

She has shown a consistent pattern of independent decision-making and action taking.

Communication skills

She communicated ideas clearly and succinctly during the interview.

She stopped periodically to make sure we are on the same wavelength.

She used words effectively-using the right word or phrase in the right spot.

She talks in an interesting fashion. She is an interesting person to listen to.

Difficult or awkward questions were handled smoothly. She didnt get flustered.

She listens well. She really pays attention and works hard to understand

Personality(The Big Five)

Emotional stability: He/she is calm, optimistic and well adjusted.

Extroversion: He/she demonstrated the tendency to be sociable, assertive, active and upbeat.

Openness to experience: The person demonstrated the tendency to be imaginative, attentive to inner feelings, have intellectual curiosity and independence of judgment.

Agreeableness: The person demonstrated the tendency to be altruistic, trusting, sympathetic, and cooperative.

Conscientiousness: the person got the tendency to be purposeful, determined, dependable and attentive to detail.

Satiability

We have discussed my concerns about hiring good people and then having them leave.

She has addressed those concerns, and I feel comfortable with how she has done that.

She has a realistic view of the job-whats involved what it will be like.

She has a realistic view of the company and what he will be like to work here.

Her long-term career aspirations can be realistically satisfied within this company.

She has demonstrated a reluctance to hop from one job to another without good reason.

C

ACI LIMITED

INTERVIEW RATING FORM

NAME:POSITION:Executive, Local Purchase

ATTRIBUTE

WeightageR A T I N GTotalOutstan-ding 10-9Very Good 8-7Fair

6-5Avg

4-3Poor

2-1(Weightage X Rating)Appearance1Qualification for the Job1Track Record & Relevant Experience2Communication Skills2Leadership Qualities2Enthusiasm and initiative1Confidence/Maturity/Personality110Total Score

Strength for this job:

Deficiency/Doubton any aspect

If the candidate is selected; specify any aspect to be particularly stressed during probation?

Suitability for the Job:

Travel

Long hours/Job Hazard

Understanding of the Job

Commitment to a career

Motor Cycle Driving License

RECOMMENDATION:

Suitable for employment

Hold for comparison with others

Not recommended

Date: ___________________________(Signature of interviewer)

PAGE 21 Recruitment and Selection Process of ACI Limited

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