Managing Recruitment
TABLE OF CONTENTS
Description of the recruitment and selection process in Ministry of health – from vacancy to
appointment – covering all principal features of this .......................................................................... 2
Justifying the need for recruitment in my own section/department .................................................... 4
The recruitment process in MOH is followed and implemented correctly and appropriately in the
identification and justification of the vacancy through appointment of a new candidate ................... 4
In addition to aforementioned, the whole procedure have been followed and records have been
maintained in line with legal and organizational requirements from vacancy through appointment of
a new candidate ................................................................................................................................... 5
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INTRODUCTION
Ministry of Health (MOH) exists to deliver Comprehensive Quality Health Services to the
country. In MOH, recruitment guidelines are delivered to guide departments to effectively and
efficiently discharge the recruitment duties decentralised to Heads of Departments and
facilities. Here, directors should personally safeguard that their human resource personnel
apply the guiding principle reliably as any nonconformity may result in dissatisfaction of
workforces due to failure to accord them unbiased treatment. In MOH, where there is muddle,
help should be sought from Corporate Services (Ministry Headquarters) to avoid discrepancies,
which can place the Ministry in distressing status quo that may lead to legal action.
Description of the recruitment and selection process in Ministry of health – from vacancy to
appointment – covering all principal features of this
There are many phases that must be taken with the purpose to recruit someone. The
explanation of the process can be elucidated through following points:
Occurrence of vacancy and declaration of a vacant post
Studying the need and ensure that it is within MOH policy.
Verifying that the financial grade is available for each required position.
Putting the conditions for each post in synchronization with MOH that ask for it. The
MOH policy force it to use the minimum requirement of expertise and qualification for
new candidate especially fresh graduate.
Making a decision about each and every position whether the selection is internal
(make) or external (local or abroad) (buy) strategy, depends on the type of the position,
the skills and qualifications.
Preparing the advertisement for inside MOH and for other countries.
Referring the advertisement draft for review and sanction from the head office.
Coordinating with The Public Authority of Manpower Record about the advertisement.
Coordinating with different newspapers to publish the advertisement, and with different
recruitment organizations or newspapers outside our nation. The advertisement is
published in all newspapers in the country, to reach everybody. Along with this, it is
also published on the MOH website on internet.
Collecting the application and analyzing them as well as selecting the potential
candidate from outside our nation.
There is a computer system that receives the internal applications, analyze them and
select the applications that meet the terms and conditions. The applications are received
via a special computer system; no offline applications are received at all. The computer
system has a number for each opening. The number is linked to the conditions for every
job.
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The computer system is interconnected with the Public Authority of National
Manpower Record, where candidates ought to register their qualifications and
proficiencies. Once registered, they get their national manpower number.
When candidates want to apply for any job at MOH or at any other governmental
organization, they should send their national manpower number followed by the
vacancy number to a special SMS system.
The SMS system matches the qualification of the candidates on the National Manpower
Record to the vacancy conditions.
If it matches, the candidate will receive a SMS to inform that his/her application was
accepted.
If it does not match, he/she will receive a SMS that his/her application was rejected and
give him/her the reason for rejection. The SMS tells him that if there is a mistake, then
he/she should fix given information on the National Manpower Record and reapply.
Pulling the statistics reports showing the potential candidates and setting up the
examination and interview time-table.
Setting up the squad that will conduct the tests and interviews and informing the group
and candidates. All potential candidates receive SMS regarding venue, day and time of
the test.
The exam is taken by means of a computer system in which all applicants have the same
questions, at the same place and the same time.
The system checks the answer and give the final result immediately.
The candidates with the required marks move to the next level of examinations.
The next level of examination is usually a practical test or technical interview.
The practical test is conducted by a distinct committee formed for this special reason.
Then interview is conducted by other interview panel.
The results of interviews and the practical tests are entered to the system.
Thereafter, the system will collect the marks and add them for all applicants.
The MOH will print the result and send it to the committee.
Then, the team will review the staffing method plus it will approve the grades if every
requirement is met, otherwise, it will ask to cancel all the results and start over again.
Ultimately, the board will give an order to all organizational and financial departments
to carry forward the appointment procedure.
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Subsequently, the MOH will call the new candidate to finish the documentation. At this
phase, the new candidate will be given an offer letter and he/she will know the entire
information about his new work.
If he/she accepts the offer, rest of the processes will be carried forward.
If the candidate is from outside the nation, then he/she needs visa.
After getting all this done, the candidate will be called to start his/her job.
The new employees will join the post and collect his/her employment papers.
Justifying the need for recruitment in my own section/department
It is based on answering many questions, for instance:
What is the actual requirement for recruitment? Are we accumulating novel system or
new kind of transactions to our regular work and for that reason, we need to increase
staff? Or we have a vacant position because someone has been transferred or promoted
or re-designated?
Is there a real need to recruit new staff or we can handle the work with the existing
workforce; hence, we only need a training on the specific area.
Do we actually require to add new staff or we can promote one of the present man to
the vacant place?
If we promote one of the existing employee, do we need to recruit new member to fill
the unoccupied post or not?
What are the type of skills and qualification essential to the vacancy?
Is there availability of the financial grade that match the necessary qualification?
Is the position permanent or temporary and whether full-time or part -time?
Find out if there is an internal candidate of MOH or we should go to other local member
or abroad.
As a final point, after answering the given questions, we must get approval from the
upper level managers to proceed with the recruitment based on the mentioned reasons.
However, they may not agree as they may think that we can carry work with the existing
workforce and there is no requisite to increase the same.
The recruitment process in MOH is followed and implemented correctly and appropriately in
the identification and justification of the vacancy through appointment of a new candidate
This can be understood through the recruitment process itself because:-
The MOH will not publish any advertisement lest there is a financial grade available
that demanded for the position.
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It will also ensure that the conditions of the vacancy meet the MOH policy from all
facets. Moreover, the MOH policy forces to use the minimum requirement of skills and
qualification for new candidate especially fresh graduate. Even though the post requires
a prior knowledge, the conditions of the experience years should be within the MOH
policy.
Thus, the candidate who secured the highest marks get the position regardless anything
else.
In addition to aforementioned, the whole procedure have been followed and records have
been maintained in line with legal and organizational requirements from vacancy through
appointment of a new candidate
The reason for this is that many parties are administering the recruitment process. They
include the following:-
The entire process is managed and controlled by the MOH staff.
The committee is also looking over the whole process.
The Director of Health Services, the Permanent Secretary as Chairperson and Human
Resources Manager also supervising the process.
At any phase, the candidates can rebel regarding whichever step or practice they think
it's not rational to them.
All these will be investigated by diverse means and from various parties.
Any error is instantly fixed.
Lastly, the Auditing department is also inspecting the procedure and the grades.
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