TASK 03

3.1 The design of a job specification for one of a number of given positions in
the organization.

3.1.1 Job Specification

Knowledge
• Knowledge and understanding about the role
• Understanding of governance compliance and risk roles would be beneficial.
• Good working knowledge of using MS Office to a competent level within an office
environment with any accounting packages
• Ideally, part qualified/qualified ACCA/Charted
Experience
• More than 2 years in similar job
• Well-grounded sales ledger and purchase ledger experience
• Credit control
• Debt chasing
• Previous experience in a similar accounts assistant role

Skills
• Strong numeracy skills
• Excellent attention to detail
• Excellent organizational, planning, prioritization and time management skills
• Ability to multitask
• Excellent communication skills

Instructions to apply
We are looking for a hard working and enthusiastic individual who will be reliable and work
well within a small and friendly team. We will consider support for professional qualifications
for the right candidate.
Applications should be in the form of a full CV and supporting letter outlining how your skills
and experience meet the person specification for the post. Ideally, please submit by e-mail to
jobs@timexhrm.org.lk.

3.2 Designing and placing job advertisements.

Timex Garment (Pvt)Ltd.

Colombo, Sri Lanka

+941145978873

VACANCIES

Post of Accounts Assistant

Qualifications:
Should have passed G.C.E. (A/L)
AND
Part qualification in CIMA / ICASL/ ACCA/ Charted with at least two years satisfactory
service in similar capacity
Salary:
LKR.40,000 – 5 x 500 : 10 x 750 - 50,000
Age:
Below 30 years
Responsibilities:
 To maintain the sales ledger, including inputting sales invoices, credit control, setting up
new sales customer accounts etc.
 To assist in maintaining the Purchase Ledger, including inputting invoices, weekly
cheque, direct debits and foreign payments, setting up new purchase supplier accounts,
completing header sheet for invoices, monthly close-down and producing all month end
reports.
  To maintain the cashbook, entering cash book entries and reconciling the bank on a
regular basis.
 To assist in all cashiering duties including banking of all monies, processing internet card
sales and reconciling batches to the bank.
 Reviews on-line transactions for changes and accuracy and corrects errors.
 Filing of all reports and associated documentation in a timely manner.
 To reconcile on a monthly basis of sales information to the events booking system, sales
ledger reports to the nominal ledger, VAT analysis report and produce month end reports

Applications should be in the form of a full CV and supporting letter outlining how your
skills and experience meet the person specification for the post with scanned copies of
certificates and name of two non related referees to submit by e-mail to
jobs@timexhrm.org.lk. on or before 23rd August 2018.

The Chairman
Timex garment
Colombo
Timex Garment(Pvt) Ltd.

Colombo, Sri Lanka

+941145978873
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3.3 Documentation of preparatory notes for interviews, interview notes based

on selection criteria and a justified decision of the candidate selected.

3.3.1 Few opening interview questions

 Hai, How are you?

 If you googled yourself this morning, what would you mostly likely find?
 What inspired you to apply for this accounting assistant job?
 What do you hope to accomplish in your career?
 What makes you a great fit for this position?

3.3.2 Knowledge- and skills-based questions

 What you think about the role of the accounting clerk in an organization?

 What computerized accounting programs and software have you used on the job?
 Have you taken any qualification or training in maintaining account records or preparing
financial statements?
 What do you enjoy most about this work: data entry, filing documents, reconciling bank
statements or processing invoices?
 What methods do you use to check data for accuracy and avoid errors?
 How do you handle tight deadlines when you’re working as a assistant accountant?
 Tell me about a complex project you were tasked with completing under deadline

3.3.3 Pervious working experience based questions

 Tell me about your previous work experience as accounting clerk.
 What responsibilities did you have in your last job?
  What were the most challenging aspects of your work?
 Are there career skills you’ve developed on the job that might be useful in this one?
 What types of financial records or reports have you prepared, and how was the data used?
 Do you have a customer service or administrative background?
 What industry experience do you have?

3.3.4 About soft skills (Socio emotional skills)

 What sort of working environment do you prefer? why?

 How do you stay organized and focused?
 Why is an eye for detail important in this job?
 Can you describe a difficult situation you’ve encountered at work and how you handled
it?

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3.3.5 Interview selection criteria
Table 1 Interview selection criteria (Authors work)

Areas Allocated marks Earned

marks
Age Over 31 years 3 Marks
Below 30 years 5 Marks
Qualification Partially qualified 3 Marks
Professionally qualified 5 Marks
Experience Less than 2 years 3 Marks
2 to 5 years 5 Marks
> 5 years 7 Marks
Knowledge Accounting packages 3 Marks
Company’s background 3 Marks
Skills
Language proficiency – English 0 -5 Marks
Communication skills – body 0 -5 Marks
language
Leadership qualities 0 -5 Marks
Problem solving skills
0 -5 Marks
Extracurricular activities
 Sports 0 -5 Marks
Social works 0 -5 Marks
Publications 0 -5 Marks
Fine Arts 0 -5 Marks
Having all original certificates 0 -5 Marks
Allover performance including personality 0 -5 Marks
Total

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3.4 A job offer to the selected candidate

[Date]
[Name]
[Address]

Dear [name],

I am pleased to offer you the position of Account assistant with my company (the “company”)
on the conditions set out below. Would you please sign and date the attached copy of this letter
and return that signed copy to me to confirm your acceptance.

Commencement
I confirm that the proposal is for you to start at 9.00 am on 9th August 2018.

Duties
Your duties are (insert detailed job description – refer to specific duties mentioned in job
description)
However you will be required to be flexible in this position and must be prepared to undertake
such other administrative work as may be assigned to you by the company from time to time.
Apart from the specific matters noted above, you are required to apply yourself to the position
in a professional and responsible fashion at all times and to attend to all associated
administrative responsibilities that arise from time to time in relation to the position.

General Obligations
In addition to your specific duties, you are required to always act in the firm’s best interest and
to refrain from acting, or being seen to act in conflict with those interests. You must use your
best endeavors to protect and promote the company’s reputation and to perform the duties
assigned to you from time to time to the best of your abilities and knowledge.

Salary
Your salary will be LKR. 600,000 gross per annum payable in equal fortnightly installments in
arrears, and to be adjusted for any broken period at the end of your employment.

Salary Payments to Bank Account

The company reserves the right to pay your salary directly into a bank account on your behalf.
If required, you must provide details of an appropriate bank account to which the company may
make such payments.

Basis of Employment
This job offer is based on the qualifications and job competencies which you have outlined and
the references which you have produced.
Reporting
The position presently reports to head of the accounting division

Holidays
 Your annual leave entitlement is 21working days and pro rata for less than a full year’s service.
That entitlement is given in accordance with the Sri Lankan Shop and Office Employees' act
No.19 of 1954 which is an Act providing for the regulation of employment. You entitled to take
annual leave when the next calendar year starts. The duration of that first annual leave period is
determined according to the date/month on which the employment commenced. From the
second year onward, you entitled to 14 days of paid annual leave, after completion of 12
months of continuous service.

Notification of Sickness or Other Absence

If you are absent from work for any reason and your absence has not been previously
authorized by the company you must inform the company by 09.30 am on the first day of
absence.

Sick Leave
You are entitled to sick leave in accordance with the Award. The Award provides that, subject
to production of a medical certificate, you may be entitled to 5 days sick leave in your first year
of employment.

Changes in Personal Details

You are required to notify the firm immediately of any change in your name, address or
concerning any other change in your circumstances which is relevant for personnel
administration or normal statutory purposes.

Hours
Subject to the other provisions of this offer, you are required to devote all of your time and
attention between the hours of [9am to 5pm on Mondays to Fridays 9am to 2.00 pm on
Saturdays] to the job and to the discharge of your duties. The organization reserves the right to
change the working hours.

Location
 Initially you will be located at our premises at Colombo but we may require you to work out of
any other location around Negombo, Puttalam and Jaffna from time to time.
You must also undertake travel, if and as the company may reasonably require from time to
time. The company will met your reasonable expenses for this travel with prior approval.

Probation Period
The position is offered on the basis that you are on probation for the initial period of 6 months
no more than 6 months. The company reserves the right to terminate the arrangement without
advance notice during that period if the company feels that the arrangements are not working
out

Termination
With effect at any time after your initial period of engagement the period of notice to be given
in writing by the company or by you to terminate your employment is one week or, if longer,
the period of notice set down in the Award except in the circumstances justifying immediate
termination of your employment by the company. Your employment may be terminated by the
company, without notice for serious misconducts. This contract is for a period of [60] months
starting from the commencement date specified above. If by mutual agreement you continue in
the company’s employment after that date, then that continuation will be for an indefinite
period and the termination provisions mentioned above will apply.

Firm Policies
Various policies will exist from time to time for the effective and safe conduct of the
company’s operations and the welfare and interests of those who work for the company. Details
of the policies which are in force from time to time will be published and all employees are
expected to make reasonable attempts to be aware of those policies and are expected to comply
with them. The company has the right from time to time to change existing policies, or
introduce new ones, which you as an employee are required to observe. Information about
particular policies will normally be provided in circulars, on notice boards or otherwise brought
to the attention of those concerned. Examples of such policies include no smoking policies,
safety procedures, policies about minimum clothing requirements and grievance policies.

The company also, in the same way, may adopt or is entitled to amend, rules or policies in
relation to the general conduct of all employees which all employees are required to observe.

Violence at Work
The company is committed to the security and welfare of all its employees. The company will
have an appropriate policy to be observed and the policy will specify procedures to be followed
in the event of violence occurring at work.

Sexual Harassment
The company also is committed to adopting a policy forbidding sexual harassment and for
handling complaints about sexual harassment. All employees are required to comply with that
policy which will guarantee to deal with allegations of harassment seriously, promptly and in
confidence; and the company will protect employees who lodge complaints from victimization.

Discrimination
The company is also committed to adopting a policy forbidding unlawful discrimination and for
handling complaints about discrimination. All employees are required to comply with that
policy which will guarantee to deal with allegations of discrimination seriously, promptly and
in confidence. The company will protect employees who lodge complaints about discrimination
from victimization.
Privacy
The company applies the Federal Privacy guidelines and is also generally concerned to take all
reasonable steps to protect the privacy of employees. All employees are required to respect the
privacy of other employees and clients and also comply with any reasonable policies that the
company adopts from time to time for the better protection of privacy.

Performance Appraisal
You are required to participate in any appraisal scheme which the company operates from time
to time for employees at your grade or level. The company may amend or modify the appraisal
scheme from time to time. Your participation may mean being involved in a scheme both to be
appraised and also to do appraisals of others.

Limits on Your Powers

The following things are outside your powers without the company’s written approval and you
must not do them:
− Bind the company to any Agreement, or vary or terminate any Agreement which involves the
company;
− Commit the company to any liability or course of action; or
− Take any action which is otherwise the prerogative of the proprietor of the company.
The company reserves the right from time to time to give you notices of other things which
must not be done without some form of prior approval.

Computer Use
You must not use any computer owned or provided by the company, for any purpose other than
to carry out your duties. You must not use any disks or other computer media which are not the
company’s property and you must not undertake any private or other activity by using such
disks on any the company equipment. One purpose of this requirement is to ensure that no
viruses are introduced into the company’s systems.

Public Statements
You are not authorized to make any public statement on behalf of or about the company.

Confidential Information
In what follows, confidential information includes the following, whether or not in material
form:
(a) All confidential information relating to the company or any related company, person or
company including without limitation any patient/client of the company; and also
(b) Other confidential information of which you are or become aware in the course of or by
reason of your employment.

Other Positions
Whilst employed by the company, you must not undertake any other appointment, position or
work without first obtaining the company’s written consent. The company will not
unreasonably withhold consent in respect of some other administrative position, where there is
no conflict with your duties, no impact on your availabilities and no potential conflict of
interest or potential for damage to the company’s reputation.

Return of the company’s Property

Immediately on termination of your employment, you must return all of the company’s
property which is in your possession or control. Without limiting those general words, from
time to time the company may supply you with particular items of clothing or particular things
to assist you with your job. At all times those items remains the company’s property. You must
take reasonable care of such items and return them in good condition, fair wear and tear
excepted, on the termination of your employment.

All records relating to the operation of the company and client/patient records are the
company’s property. This includes all clients/patients to whom you provide professional
services during your employment by the company.

Previous Employment
Please note that no period of employment with a previous employer counts as continuous
employment for the purposes of your employment with the company.

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Variations
The nature of your role and your levels of responsibility may be significantly varied whilst you
are employed by the company. Irrespective of any such variations, the conditions set out in
these notes continue to apply unless otherwise amended in writing, signed by a duly authorized
representative of the company.

………………….
Yours sincerely
Senior Accountant
Head of the Account division

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3.5 An evaluation of the process and the rationale for conducting appropriate
HR practices.
 Identify need to recruit and
assess job requirements
Develop job description & job
specification
Determine a interview board &
plan the timeline for recruitment
process the vacancy
Prepare & advertize
advertisement
Shortlist the candidate by
mapping selection criteria in CV
Conduct interview for selected
candidates and select suitable
employee for vacancy
Prepare appointment letter with
contract of employment

Figure 1 Process for conducting HR practices (Authors work)

Recruitments provide opportunities to departments to align staff skill sets to initiatives and goals,
and for departmental and individual growth. Proper planning and evaluation of the need will lead
to hiring the right person for the role and team.
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Step 1: Identify need to recruit and assess job requirement

Here first of all, company needs to assess the urgent requirement of employee and the field to
align the function of the department.

Step 2: Develop job description and Job specification

A Job d description is the core of a successful recruitment process. Therefore need to prepare a
complete job description which includes, tasks, responsibilities of job as well as Job
specification which includes, educational qualifications, professional qualification, physical
qualification, linguistic ability and working experience

Step 3: Determine a interview board and plan the time line for recruitment
(Recruitment Plan)
To ensure selection of suitable employee, the interview panel should be consist more than 2
individuals who specialized in the particular field to minimize the potential for personal bias.

Each step requires a documented Recruitment Plan which is approved by the organizational unit.
A carefully structured recruitment plan maps out the strategy for attracting and hiring the best
qualified candidate and helps to ensure an applicant pool

The recruitment plan includes prepare draft advertisement and further particulars, advertisement
date, application closing date, application shortlisted date, interview dates, develop interview
questions, interview evaluations, reference check questions and determine candidate assessment
methodology
Step 4: Prepare and advertise the vacancy advertisement
A variety of recruiting sources (both internally and externally) should be utilized to attract and
aware candidates. Every effort should be made to conduct a thorough search by advertising
widely before filling a position.

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Step 5: Shortlist the candidates by mapping selection criteria in CV

Once the position has been posted, candidates will apply. Candidates will complete an electronic
application for each position. All applicants must be reviewed and considered. Candidates who
apply after the application closing date will not be considered. It is recommended that all
interview committee members review all applicants to ensure selection of suitable applicants
which fulfill the selection criteria

Step 6: Conduct Interview

The interview is the single most important step in the selection process. It is the opportunity for
the employer and prospective employee to learn more about each other and validate information
provided by both. To ensure smart and thorough interview process need to organize a marking
scheme to evaluate necessary data, skills and abilities.

Upon completion of the recruitment process the offer to the selected finalist is made.
Prior to initiating the offer, it is recommended that one more check of the selection process be
completed as follows:
 Review the duties and responsibilities of the position and ensure they were accurately
described and reflected in the job description and interview process
 Review selection criteria used to ensure they were based on the qualifications listed for
the position
 Confirm interview questions clearly matched the selection criteria
 Confirm all applicants were treated uniformly in the recruitment, screening, interviewing
and final selection process
 Step 7: Prepare an appointment letter with contract of employment
Appointment letter which includes name of the employer and employee with address, title of
the job and nature, date of appointment, salary scale and mode of payment , service condition,
condition for retirement and probationary period with a contract of employment which includes
rules and responsibilities given by the company to employee.

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TASK 04

4.1. Select an organization of your choice and illustrate how HRM practices
can be applied in their work setting using specific examples. (P7)

4.1.1 Introduction to Commercial Bank

A commercial bank is an institution that provides services such as accepting deposits, providing
business loans and offering basic investment products. The main function of commercial bank
is to accept deposit from the public for the purpose of leading money to the borrowers.
Commercial bank can also refer to a bank, or a division of a large bank, which more
specifically deals with deposit and loan services provided to corporations or large/middle-sized
business - as opposed to individual members of the public/small business

Vision- To be the most technologically advanced, innovative and customer friendly financial
services organization in Sri Lanka, poised for further expansion in South Asia
Mission- Providing reliable, innovative, customer friendly financial services, utilizing cutting
edge technology and focusing continuously on productivity improvement whilst developing our
staff and acquiring necessary expertise to expand locally and regionally
4.1.2 HRM Practices
1. Performance Evaluation
Commercial bank considers the performance management to be a vital rule in effective employee
development. The Commercial Bank’s current performance appraisal system, which was
established several years age, this helps commercial banks to build and maintain a target driven
culture a key factor shaping the success as an industry leader. All permanent employees of bank
are subject to an annual performance evaluation that has been carefully designed to yield a fair
and balanced assessment of Commercial bank performance. The performance measurement
mechanism assesses the following factors,
 Achievement of key performance indicators (for executive grades)
 Job knowledge and expertise, measured by both quality and quantity of work
 Customer orientation
 Communications and interpersonal skills.
 Planning, administration and organization.
 Creative thinking.
 Self-development and growth.
 Emotional dimensions of workplace performance.
 Areas for improvement and further training.
 Potential for growth.
 Special contributions towards the betterment of the Bank.
2. Training and Development
Commercial Bank is fully committed to training and development of employees so they can
achieve the full potential and face future challenges effectively. Commercial bank provides a
nurturing working environment that is conductive to learning and development, encouraging
our people to acquire knowledge, competencies and attitudes that will add value to their
working experience.
Commercial bank Staff Development Centre (SDC) provides the banks workforce with
essential information, training opportunities and resources, helping them to enhance
employees’ productivity and achieve new levels of professional success. The SDC helps
employees to realize employees potential by linking learning to practice, fostering a cycle of
continuous development that extends individual horizons and boosts overall morale.

The following diagram depicts the reporting structure of the SDC, including its tools and
methodologies. To fulfill its responsibilities in developing the workforce, the SDC each year
conducts a comprehensive needs assessment and then prepares a training calendar for
employees at all levels (Commercial bank, 2014).

Figure 2 Reporting Structure of SDC (Commercial bank, 2014)

3. Reward Management
Commercial Bank
is committed to
maintaining an
equitable and
consistent reward
structure to ensure
that employees’
contributions to
the business are
recognized in
different ways. This helps us to attract and retain staff while encouraging their efforts towards
the achievement of the Bank’s strategic goals.
There is no regulation under Sri Lanka’s Shop & Office Employees Act governing the
minimum wage for covered employees. However, through collective bargaining and ongoing
dialogue with employee organizations, as well as discussions with labor authorities and our
corporate peers, the Bank stays abreast of current trends relating to wage practices in the
banking industry and in the mercantile sector generally. Our wage policy is based mainly on
collective agreements – which cover specific employee categories – as well as periodic market
surveys examining wage ranges in the current marketplace.
For executive officers, salaries and perks are largely decided by considering the market rates
applicable for similar categories and roles. The Bank has a well-established, target-driven
culture focused on achieving the goals set out in our corporate plan. Executive Directors of the
Board, along with key management personnel and other executive officers, are offered
incentives and receive recognition for promotions based on how well they achieve mutually
agreed targets. Our approach to performance evaluation is fully aligned with the Bank’s
business goals and supported by a reward mechanism that recognizes multiple levels of
performance keyed to an incentive matrix.
Remuneration, incentives and other perks for non-executive grades are decided based on the
collective bargaining process between the Bank and the Ceylon Bank Employees Union.
Promotions within non-executive and executive grades are awarded through a process
involving written and oral examinations, as well as individual performance evaluations.
The Bank’s two employee associations – the Executive Association and the Ceylon Bank
Employees Union – maintain a regular dialogue on remuneration with the Board and
management, and their views are given due consideration in the formulation of relevant policies
and proposals.
The wages and perks of employees who serve as Business Promotion Officers in Italy, South
Korea and the Middle East are the same as for comparable roles in Sri Lanka, although these
officers also receive a special allowance to cover extraordinary expenses incurred abroad
(Commercial bank, 2014).
The wages and perks of Bangladeshi staff are determined based on market practices and, as in
Sri Lanka, these employees receive increments, incentives and promotions based on the results
of their annual performance evaluations.
Commercial Bank’s governance structure requires that any changes made to remuneration
policies and procedures must be passed through the Human Resources and Remuneration
Committee of the Board, which is responsible for evaluating proposals and recommending any
changes to the full Board

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 4.2 Provide a rationale for the application of specific HRM practices in a
work related for the selected organization (M5)

4.2.1 Recruitment
Recruitment and selection is the keys to success of the most organizations. (Sparrow, Brewster
& Chung, 2016). Apple has invested a lot in recruitment process with the primary objective of
getting the right talent who can fit the organizational culture (Storey, 2014). The company
requires employees who are hard working and committed to the activities of the enterprise.
Apple uses a different
recruitment
strategy which is different
from other employers.
Apple does not promise
its employees on
career progression. The
employees are
required to own their career
(Rees & Smith)

Figure 3 Recruitment Process (Islam & Ahsan, 2013)

 1. CV Online form
Potential candidates interested in joining the bank are required to read the applicant privavy
note and complete the CV online form.

2. Application Evaluation
All submitted applications (CVs) are sorted based on strengths and specialization and evaluated
against prerequisite abilities and skills set for current job openings.

3. Ability Tests
If deemed necessary, potential candidates will be invited to participate in aptitude tests.

4. Measuring the capability base on interviews

Shortlisted candidates are invited for a capability based interview. Interviews are based against
capabilities required for each position for which the candidates are interviewed for. A
capability or competency is an ability described in terms of knowledge, skills and attitude that
are essential to effectively perform within a job (Mathivanan, 2013).

5. Job offer
When a candidate is successfully reaches the final stage, a position offering is made
(Mathivanan, 2013).

4.2.2 Job Analysis

This includes four variables like clear job responsibility, frequent supervision, independency
and availability of supervisor which are the principal factors. So, it provides a basis for
conceptualization of a dimension which may be identified as job analysis factor (Mathivanan,
2013).

4.2.3 Human resource planning

This includes four variables like, HRIS, implementation of HRP, Identification of HR needs,
usage of succession planning which are the principal factors. So, it provides a basis for
 conceptualization of a dimension which is identified as human resource planning factor
(Mathivanan, 2013).

4.2.4 Training and Development

This includes fur variables like arrangement of training program, identification of training
needs, defining training objectives and relevancy of content of training which are the principal
factors. So, it provides a basis for conceptualization of a dimension which may be identified as
training & development factor (Mathivanan, 2013).