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SayPro Human Capital Appointment Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP032

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Written by

Neftaly Malatjie

in

Document Code: SayProP032
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 01 January 2025
Next Review Date: 01 July 2025

1. Overview

The SayPro Human Capital Appointment Management Policy outlines the procedures, guidelines, and responsibilities related to the appointment of staff within SayPro. This policy is designed to ensure that all appointments are made in a fair, transparent, and consistent manner while aligning with the company’s strategic goals and compliance requirements.

2. Objectives

  • To define the process for making appointments within SayPro.
  • To ensure fairness, transparency, and non-discrimination in the appointment process.
  • To outline the roles and responsibilities in managing appointment-related activities.
  • To maintain compliance with relevant laws and regulations during the appointment process.
  • To define the documentation required for appointments.

3. Scope

This policy applies to:

  • All SayPro Human Capital professionals, Executives, and Board Members.
  • SayPro Contractors, Freelancers, and Consultants involved in the appointment process.
  • Any staff member involved in the hiring and appointment process.
  • All SayPro divisions requiring appointments (e.g., operations, IT, finance).

4. Appointment Process

4.1 Initiating the Appointment Process

  • SayPro Human Capital (HC) is responsible for initiating the appointment process after identifying the need for a new role or replacement.
  • The requesting department (Royal Director) will submit an official Appointment Request Form (SayProF032-01) detailing the job position, job description, qualifications, and justifications for the appointment.

4.2 Job Vacancy Approval

  • The appointment request is reviewed and approved by the SayPro CEO, Chief Human Capital Officer (CHCO), and relevant Royal Directors.
  • Once approved, the job position will be advertised internally and/or externally, depending on the strategic requirements.

4.3 Candidate Selection and Interview

  • The SayPro Human Capital team will screen applicants based on their qualifications, experience, and alignment with the job requirements.
  • Shortlisted candidates will undergo interviews conducted by the Royal Directors or appointed interview panels.
  • Interviews will focus on the candidate’s skills, cultural fit, and role readiness.

4.4 Offer and Appointment Letter

  • After selecting the successful candidate, SayPro HC will issue an Appointment Offer Letter (SayProF032-02) outlining the terms and conditions of the employment.
  • The candidate must review and sign the letter to confirm acceptance.

4.5 Onboarding

  • Once the candidate accepts the offer, the SayPro HC team will initiate the onboarding process. This includes setting up email accounts, providing access to necessary systems, and introducing the new employee to their team.

5. Types of Appointments

5.1 Full-Time Appointment

A full-time employee is appointed for a permanent or indefinite role with SayPro, working a standard workweek and receiving full benefits.

5.2 Temporary/Contractual Appointment

This is a fixed-term role with a specific start and end date. The terms of employment will be outlined in a Contractual Agreement.

5.3 Internal Appointment

This applies when an existing employee is moved or promoted to a different position within the company.

5.4 External Appointment

This refers to appointments made to fill a vacancy by hiring an individual who is not currently part of SayPro.

6. Roles & Responsibilities

6.1 SayPro Chief Executive Officer (CEO)

  • Oversees all high-level appointment decisions.
  • Approves appointments for senior management and executive positions.

6.2 SayPro Chief Human Capital Officer (CHCO)

  • Ensures compliance with policies and procedures in the appointment process.
  • Manages the overall strategy and administration of appointment activities.

6.3 SayPro Royal Directors

  • Provide recommendations for appointments within their respective divisions.
  • Approve the final list of selected candidates for positions within their teams.

6.4 SayPro Human Capital (HC)

  • Manages the full cycle of the appointment process, including job postings, candidate screening, and the issuance of appointment letters.
  • Ensures all appointments comply with relevant legal requirements.

6.5 SayPro Officers

  • Assist in the interviewing, evaluating, and recommending candidates for appointments.
  • Ensure all necessary documentation is completed for new hires.

6.6 SayPro Human Capital (Candidates)

  • Submit complete application forms for open positions.
  • Attend interviews, tests, and other selection processes as required.
  • Ensure they understand and accept the terms and conditions outlined in their appointment letters.

7. Templates and Documents

  1. Appointment Request Form (SayProF032-01)
  2. Appointment Offer Letter (SayProF032-02)
  3. Contractual Agreement Template (SayProF032-03)
  4. Internal Appointment Notification (SayProF032-04)
  5. Candidate Interview Feedback Form (SayProF032-05)

8. Compliance and Review

  • The Governance and Compliance Team will regularly monitor the appointment process for consistency and fairness.
  • Policy updates will be made as required to ensure alignment with changing regulations and company needs.
  • This policy is reviewed every six months to maintain its relevance and effectiveness.

9. FAQs

Q1: How do I request an appointment for a new position?

A: Submit an Appointment Request Form (SayProF032-01) through your Royal Director for approval.

Q2: What is the process for internal appointments?

A: Internal candidates must submit an internal application, and the process follows the same selection criteria as external appointments. The Royal Director makes the final decision on the internal appointment.

Q3: How do I know if my appointment request is approved?

A: After the request is reviewed by the CEO, CHCO, and Royal Directors, you will be notified of approval and can proceed with the hiring process.

Q4: Can I change the candidate after an appointment letter is issued?

A: Any changes after issuing the appointment letter would require re-evaluation and re-approval of the process, depending on the circumstances.

Q5: What is the expected onboarding process for new hires?

A: New hires will go through an onboarding process led by SayPro HC, which includes introductions, training, and access setup.

Approved By:
Neftaly Malatjie
Chief Executive Officer

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