Scope

The database provides information on recruitment management system for universities that
are found in Ethiopia. Recruitment management system is a distributed application. It is
developed to maintain details of candidates competing for job opportunity. It maintain the
information about the personal details of candidates, number of job openings, the number of
candidates who applied, and the number of candidates who were chosen.

The system will shorten the time it takes to respond to requests from various users. But it
requires high cost of hardware and software for the database .And highly trained staff is
required to handle the database and it also needs continuous maintenance.

The scope of recruitment is very wide and it consist of variety of operations. staffs are
considered as most important asset of recruitment. The scope of recruitment and selection
includes the following operations:

 Dealing with the excess or shortage of staffs.

 Preparing the recruitment policy for different categories of employees.

 Analyzing the recruitment policies, process, and procedures of the organization.

 Streamlining the hiring process with suitable recommendations.

 Choosing the best suitable process of recruitment for effective hiring of staffs.

Requirement analysis

The company recruits employees for definite or indefinite period of time. The indefinite
period recruitment process includes the following activities:

1. Requirement unit shall receive requisition from any departments of the company through
hiring manager.

2. Recruitment unit prepare job description and person specification.

 A job description and person specification must be produced or updated for any vacant post
that is to be filled.

 The job description should accurately reflect the elements of the post.
 The person specification should state both the essential and desirable criteria in terms
of skills, aptitudes, knowledge and experience for the job, all of which should be directly
related to the job and applied equally to all applicants. Care should be taken when
writing the person specification to ensure that criteria used do not indirectly
discriminate against certain groups of applicants.

3. Requirement unit shall announce vacancies to the public through social medias or
newspaper.

4. Recruitment unit shall register applicants and receive their educational and other relevant
documents.

5. Recruitment unit will do Short-listing and identifying the prospective employee with
required characteristics and conduct interview with the selected candidate.

Shortlisting may involve the whole panel but must be carried out by a minimum of 2 people
to avoid any possibility of bias, one of whom would normally be the direct line manager.

· Shortlisting and selection panels for academic appointments must meet the minimum
composition requirements, as outlined in the management guidance , and should be
constituted with due consideration to the promotion of Equality and Diversity.

· A member of HR will not normally be on a panel unless it is a panel for Chair appointments.

· Notes of the shortlisting decisions for each candidate should be recorded by each member
of the panel on the shortlisting decision form . The Form should be returned to the HR Services
department once the shortlisted candidates for interview have been selected

6. Hiring manager make decision on the selected candidates.

7. Recruitment Unit ensures that the successful candidate is medically fit and free from any
criminals and finally result will be posted on the organization notice board.

8. The selected candidate who are certified and fit for the job shall fill in application forms for
employment.

9. Recruitment Unit prepares Personnel Action (PA) after collecting all documents necessary
for the personal file of the employees. The PA shall describe Employee name,identification
 No, position/grade and salary, job code, cost center, location, work Unit/department,
division, section, remarks and effective

10. A recruited employee shall be assigned to their respective department for 60 days
of probation period. The department shall notify to Recruitment Unit on the performance
of the employee before the probation period ends.

11. Recruitment Unit shall prepare Personnel Action to terminate unfit probationer or to
confirm permanent employment for probationer with acceptable performance.