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The work (functions) of the Human Resources
(HR) Department includes managing people in an
organization effectively. Key functions are:
- Recruitment and Selection – Hiring the right employees for the right jobs.
- Training and Development – Improving employees’ skills, knowledge, and performance.
- Benefits – Managing salaries, wages, bonuses, and other benefits.
- Performance Management – Evaluating employee performance and giving feedback.
- Employee Relations – Maintaining good relations between management and employees.
- Health and Safety – Ensuring a safe and healthy working environment.
- Motivation and Welfare – Motivating employees and looking after their well-being.
- Compliance with Labor Laws – Making sure the organization follows employment laws and regulations.
A business needs to start the process of
recruitment and selection when :
- a new job vacancy arises
- an employee leaves the organization (resignation, retirement, dismissal)
- the business is expanding or growing
- there is a need for new skills or expertise
- a new department or branch is opened
- existing staff are overworked and more employees are required
- Selection (interviews/tests)
- Appointment and induction
- Real-life example:
- A bank opens a new branch and needs a customer service officer , so it starts the recruitment process to hire suitable staff. Job Analysis Job analysis is the process of studying a job in detail to understand its tasks, responsibilities, skills, and working conditions.
- Function of Job Analysis:
- Helps in preparing accurate job descriptions and job specifications
- Ensures the right person is hired for the right job
- Reduces chances of poor recruitment decisions
- Real-life example:
- Before hiring a software developer , a company analyzes the job to determine required programming languages, workload, and experience level. Job Description A job description is a written statement that explains what the job involves.
- Functions of Job Description:
- Clarifies duties and responsibilities of the job
- Helps applicants understand what is expected
- Assists managers in supervision and performance evaluation
- Contents include:
- Job title
- Duties and responsibilities
- Working hours
- Reporting relationships
- Real-life example:
- A school advertises a job description for a teacher , stating duties such as lesson planning, teaching, and student assessment. Functions of a Job Description
- Clarifies Duties and Responsibilities
- Employees know what tasks they are expected to perform and what is not their responsibility.
- Guides Recruitment and Selection
- Helps HR and managers attract and choose the right candidates who can perform the job effectively.
- Forms Basis for Job Specification
- Helps define the qualifications, skills, and qualities needed for the job.
- Assists Performance Evaluation
- Managers can measure employee performance against the listed duties.
- Supports Training and Development
- Identifies areas where employees may need skill improvement.
Job Specification A job specification states the qualities, skills, and qualifications required from a person to perform the job.
- Functions of Job Specification:
- Helps in shortlisting suitable candidates
- Ensures the employee matches job requirements
- Saves time and cost in recruitment
- Contents include:
- Educational qualifications
- Experience
- Skills and abilities
- Personal qualities
- Real-life example:
- For a sales executive , the job specification may require a business degree, communication skills, and sales experience.
Social media platforms Real-life example: A bank like HBL wants to hire customer service officers. They post the vacancy on LinkedIn, the HBL website , and advertise in newspapers like Dawn to reach a wide range of candidates. Importance: If advertising is done well, it attracts suitable candidates quickly and reduces recruitment time. Poor advertising may attract unqualified applicants.
5. Receiving Applications What it means: This is when the company collects applications from interested candidates. Applications can be in the form of CVs, resumes, or application forms. Methods: Online application Email application Walk-in application Application through advertisement Employee referral Recruitment agencies Campus recruitment Internal application Real-life example: A tech company like Careem receives hundreds of applications online when they post a vacancy for software engineers. They might use an online application form to collect standardized information like education, experience, and skills.
Importance: Receiving applications properly ensures the company has a pool of candidates to choose from.
6. Shortlisting Candidates What it means: Shortlisting is the process of selecting the most suitable candidates from the applications received, based on qualifications, experience, and other requirements. Steps: Screening resumes Checking educational qualifications Matching experience and skills with job requirements Sometimes using automated applicant tracking systems (ATS) Real-life example: A company like Nestlé receives 500 applications for a marketing role. HR shortlists 50 candidates whose resumes match the job description closely (e.g., degree in marketing, 2+ years of experience, proficiency in MS Excel). Importance: Shortlisting saves time and ensures only relevant candidates are invited for interviews or tests. 7. Selection (Interviews/Tests)
For tech roles, Careem might include a coding test followed by a technical interview. Importance: This step ensures the candidate is not only qualified on paper but also fits the company culture and role requirements.
8. Appointment and Induction What it means: Appointment : Offering the selected candidate the job officially, usually with a job letter/contract. Induction : Introducing the new employee to the company, team, and role. Appointment process: Sending an offer letter Confirming salary, benefits, and joining date Signing employment contract Induction process: Orientation sessions about company policies Introduction to team members Providing necessary tools (e.g., computer, ID card) Training about processes and systems Real-life example: When Unilever hires a management trainee: The candidate receives an offer letter with salary, benefits, and joining date.
On the first day, HR conducts an induction program explaining Unilever’s policies, introduces them to team members, and trains them on internal software and processes. Importance: Proper induction helps the new employee adjust quickly, understand their responsibilities, and become productive faster. Internal Recruitment vs External Recruitment
1. Meaning Internal recruitment Internal recruitment means filling job vacancies from within the organization by promoting, transferring, or re-assigning existing employees. External recruitment External recruitment means hiring employees from outside
External recruitment requires more training and induction.
5. Motivation and Morale Internal recruitment motivates employees by providing career growth and promotion opportunities. External recruitment may demotivate existing employees if they feel overlooked. 6. Range of Skills and Ideas Internal recruitment offers a limited pool of candidates and may reduce new ideas. External recruitment provides a wider choice of skills, experience, and fresh ideas. 7. Risk Involved Internal recruitment involves lower risk because employee performance is already known. External recruitment involves higher risk as the employer is unfamiliar with the new worker. Real-Life Examples Internal Recruitment Example: A school promotes a senior teacher to the position of head of department because the teacher already understands school policies and culture.
External Recruitment Example: A software company hires a cybersecurity expert from another firm to introduce advanced security systems not available within the organization. Comparison Table Basis Internal Recruitment External Recruitment Source Within organization Outside organization Cost Low High Time Short Long Motivatio n Increases morale May reduce morale New ideas Limited More innovative Risk Low High
