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SayPro Human Capital Recruitment Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP394

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Written by

Neftaly Malatjie

in

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

Document Code: SayProP394
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: 1 January 2025
Next Review Date: 30 June 2025, 6 months from today or whenever needed

Website: www.en.saypro.online

1. Policy Overview

The SayPro Recruitment Management Policy provides a structured and transparent framework for attracting, selecting, and onboarding top talent while ensuring fairness, diversity, and compliance with labor laws and organizational goals.

2. Objectives

  • To establish a standardized and merit-based recruitment process.
  • To ensure SayPro attracts and hires the best-qualified candidates.
  • To promote diversity, equity, and inclusion in hiring decisions.
  • To comply with legal and ethical hiring practices.
  • To streamline the hiring process for efficiency and effectiveness.

3. Scope

This policy applies to:

  • All SayPro Royalties and business units.
  • All job positions within SayPro.
  • All hiring managers, SayPro Human Capital Officer personnel, and external recruitment agencies involved in the recruitment process.

4. Key Recruitment Guidelines

4.1 Recruitment Planning

  • Workforce planning is conducted annually to assess staffing needs through SayPro Human Capital Mapping
  • A Job Requisition Form (SayProF394-01) must be submitted for approval before recruitment begins. This must be done on SayPro Research Work Group

4.2 Job Posting and Advertising

  • All vacancies must be posted on SayPro’s official website SayPro App, internal portal, and relevant job boards. EnSayPro
  • Job postings must include a clear job description, responsibilities, qualifications, and application deadlines.
  • SayPro prioritizes internal recruitment before external hiring.
  • Ensure that you tag and categorise each advert to attract the relevant applicants
  • SayPro Jobs and Opportunity Officer must ensure that they create a relevant form enabling applicants to attach relevant documents
  • SayPro Job Adverts must have these indicators Royal Code + Office Number + Position number as follows Royal Chief P1, Royal Director P2, Royal Manager P3. Royal Officer P4, Royal Specialist P5, University Intern P6, TVET College Intern P7, Fellow P8, Volunteer P9 an example will be SCMR-1-P9
  • the advert should be the same as this https://en.saypro.online/job/3181657/ but have only indicators specifically for the office under the SayPro Royal
  • The advert must be for that official in with the office job.

4.3 Candidate Screening

  • Applicants may submit emailed CVs and Documents. However they must receive a link to resubmit their application on the relevant job advert on SayPro App. Ensure that the SayPro Job Advert is in line with SayPro Human Capital Mapping Job listing and listed advert
  • Cvs can be temporarily saved on SayPro Human Capital under the folder CV. If there is a specific call. Save them under the relevant folder looking at the call.
  • Please note only SayPro CV/Resume is required
  • All SayPro Applicants must not certify their documents. This is to ensure if there are delays with advertising, or delays in getting candidates they do not have to resubmit their documents
  • Documents must be uploaded separately as per the indicator on the form. Joint documents are not allowed for submissions.
  • SayPro Jobs Officer must make the indicators to be uploaded as compulsory
  • Applicants must ensure that they complete the relevant section and attach all necessary information
  • SayPro Human Capital and SayPro Marketing Royalty to shortlists candidates based on predefined selection criteria.
  • Screening methods include application reviews, phone invitation, email invitation, and reference checks. Note that virtual interviews are allowed to save people time. Interns are required to physically visit the site where they will be working at from time to time.
  • SayPro uses the Candidate Evaluation Form (SayProF394-02) to assess applicants. This process will be replaced by using the SayPro Applications and Interview option online.

4.4 Interview Process

  • Structured interviews are conducted using standardized questions to ensure fairness.
  • Interview panels must include at least two SayPro representatives.
  • The Interview Assessment Form (SayProF394-03) is used to evaluate candidates. Use SayPro App option to document the interview process and all the stages.
  • Remember to select and deselect if the candidate has been interviewed. Selected and hired to enable SayPro and avoid future duplicate interview invitations and conflicts.
  • If there are discussions about the applicant use the SayPro Application and Resume to document all the notes, discussions and communications regarding the candidates. No minutes and additional documents to be used outside the candidate interview process.

4.5 Selection and Job Offer

  • The top candidate is selected based on merit and cultural fit.
  • A formal job offer is issued using the Offer Letter Template (SayProT394-01). This will be replaced by a note on SayPro Resume or Applications confirming that the candidate has been appointed including the records confirming what role they are playing.
  • Background and reference checks must be completed before finalizing the offer. This process must also be documented on the candidate application or interview process.

4.6 Onboarding and Induction

  • New hires must complete the Employee Onboarding Checklist (SayProF394-04). Refer to SayPro Induction Policy for up to date information and for your records.
  • SayPro Chief Marketing Officer must create an announcement to welcome the candidate and list on the relevant application/resume on enSayPro
  • SayPro Human Capital Royalty and relevant SayPro Royal Chief must conduct an orientation session within the first week of employment. Ensure that the candidate is taken through the steps and processes to follow. Refer to SayPro Orientation Procedure
  • Probation periods are reviewed as per the Probation Review Form (SayProF394-05). Refer to the SayPro Probation Procedure for more information on this process.

5. Procedures and Processes

5.1 Job Requisition and Approval

  1. Hiring manager or official submits the Job Requisition Form (SayProF394-01). The request must be done through SayPro Research Work and be approved through a comment of Approval confirmation by the relevant this must be in order as listed here SayPro Royal Specialist, SayPro Royal Officer, SayPro Royal Manager, SayPro Royal Director, SayPro Royal Chief, SayPro Royal Human Capital Officer, SayPro Royal Chief Legal Officer, SayPro Chief Monitoring Officer, SayPro Chief Operations Officer, 6 SayPro Royal Committee Members and finally Neftaly Malatjie
  2. The job is posted on SayPro App
  3. SayPro Human Capital Officer reviews and approves the request.

5.2 Screening and Shortlisting

  1. SayPro Human Capital Officer screens applications and creates a shortlist.
  2. Candidates undergo initial phone interviews invitation. An invitation must be sent on email and be listed on SayPro App Jobs section. There must be a proof in writing on SayPro Staff for the invitation for transparency. Refer to the SayPro Interview Invitation Template
  3. The Candidate Evaluation Form (SayProF394-02) is completed for each applicant.

5.3 Interview Process

  1. Selected candidates are invited for interviews.
  2. The interview panel evaluates candidates using the Interview Assessment Form (SayProF394-03).
  3. The best candidate is selected, pending background checks.

5.4 Offer and Onboarding

  1. The Offer Letter Template (SayProT394-01) is used to draft an official offer.
  2. Candidates accept and sign the contract. Successful applicant is given 7 working days to sign and submit. Urgent requests can be made considering deadlines for applicants to sign. Candidates have the right to ask questions and request amendment. Refer to other contracts.
  3. New hires complete the Employee Onboarding Checklist (SayProF394-04).

6. Roles and Responsibilities

Remember to refer to SayPro Human Capital and adjust this to be relevant

  • Hiring Managers:
    • Identify hiring needs and submit job requisitions.
    • Participate in interviews and selection decisions.
  • SayPro Human Capital Officer Department:
    • Oversee the recruitment process and ensure compliance.
    • Screen applications and coordinate interviews.
  • Interview Panel:
    • Conduct structured interviews.
    • Provide fair and objective candidate assessments.
  • New Employees:
    • Complete onboarding and induction requirements.
    • Adhere to SayPro policies and values.

7. Templates and Documents

  • Job Requisition Form (SayProF394-01)
  • Candidate Evaluation Form (SayProF394-02)
  • Interview Assessment Form (SayProF394-03)
  • Offer Letter Template (SayProT394-01)
  • Employee Onboarding Checklist (SayProF394-04)
  • Probation Review Form (SayProF394-05)

8. Compliance and Review

  • Any non-compliance with this policy may lead to disciplinary action.
  • The recruitment policy will be reviewed every six months to ensure effectiveness.

9. FAQs

Q1: How long does the recruitment process take?

A: The standard recruitment timeline is 4–6 weeks, depending on the role.

Q2: Can employees refer candidates?

A: Yes, SayPro encourages employee referrals for open positions.

Q3: What happens if a candidate fails background checks?

A: The job offer may be withdrawn based on the severity of the findings.

Q4: Are internal candidates given preference?

A: Internal candidates are prioritized if they meet the job requirements.

Q5: Can rejected candidates reapply?

A: Yes, candidates can apply for future openings if they meet the qualifications.

After I have submitted my SayPro Job or Internship do I get an update. Do I get a feedback and can I do a follow up?

Does this process apply for the SayPro Board, Management, Interns, Fellows, Volunteers and Applicants

Approved By:
Neftaly Malatjie
Chief Executive Officer

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