OBJECTIVE:

• To define a uniform procedure for recruitment and selection of qualified and competent personnel to ensure that all positions are filled with individuals meeting the required education, experience, and skill levels as per WHO GMP and company requirements.

SCOPE:

This SOP applies to all departments and categories of employees (permanent, temporary, contractual, and trainees) of the company.

RESPONSIBILITIES:

• Department Head:
• • • To identify manpower requirements.
    • To raise manpower requisition form (MRF) with justification.
    • Participate in technical interview and evaluation.
• Human Resource (HR) Department:
  • To receive and verify manpower requisition.
  • Coordinate recruitment process and advertise vacancies.
  • Screen and shortlist candidates.
  • Arrange and document interview process.
  • Maintain recruitment records and personal files.
  • Issue offer and appointment letters.
• Management Representative:
  • Approve manpower requisition and final selection.
  • Approve salary structure and appointment terms.
  • Provide final authorization for employment.

 DEFINATIONS:

• Recruitment: Process of searching and attracting potential candidates.
•  Selection: Process of choosing the best-suited candidate from the pool of applicants.
•  Manpower Requisition Form (MRF): Document used to request approval for new or replacement manpower.

 PROCEDURE:

• Manpower Planning:

Department Head shall identify manpower needs based on workload, expansion, or replacement.

MRF shall include position, qualification, experience, job description, and justification.

HR shall verify the requirement and seek approval from the Managing Director.

•  Job Description (JD) Preparation:

HR, along with Department Head, shall prepare JD defining duties, responsibilities, and reporting structure.

JD must align with GMP, safety, and company policies.

•  Sourcing of Candidates:

HR shall source candidates through internal database, employee referrals, online portals, advertisements, or consultants.

For internal promotions or transfers, HR shall evaluate existing employee suitability before external recruitment.

•  Screening and Shortlisting:

HR shall screen resumes based on qualification and experience criteria.

Shortlisted candidates shall be forwarded to the concerned Department Head for technical review.

•  Interview and Evaluation:

First Round: Technical interview by Department Head or panel.

Second Round: HR interview covering communication, attitude, and salary expectations.

The interview round may increase or decrease on the basis of situation, position.

Each interviewer shall fill an Interview Evaluation Form.

•  Selection and Approval:

Final selection shall be made based on consolidated evaluation results.

HR shall issue an Offer Letter followed by an Appointment Letter upon acceptance.

•  Pre-Employment Verification:

HR shall collect educational certificates, experience letters, and ID proof.

For GMP-critical roles, medical fitness shall be verified before joining.

• Joining Formalities

HR shall conduct induction and orientation as per HR002 (Induction SOP).

Personal file shall be created and assigned an Employee Code.

JD, confidentiality agreement, and company policy acknowledgment shall be signed.

• Retention Policy:

Manpower Requisition Form – To be retained for 5 years.

Job Description – To be retained for active employment period + 5 years.

Interview Evaluation Form – To be retained for 3 years.

Offer Letter / Appointment Letter – To be retained for 5 years.

Personal File – To be retained for entire employment period + 5 years.

• REFERENCES:

WHO TRS 986, Annex 2 — Good Manufacturing Practices for Pharmaceutical Products: Main Principles

 ISO 9001:2015 — Clause 7.2 Competence

 RECORDS:

•   REVISION HISTORY.