Human Resou rce

Department
 INTRODUCTION

People are our asset and Human Resource department has a definite role in
meeting the organization’s mission and strategy. Organization is composed of
people, and Human Resource is entrusted with the responsibility of finding
the best people for the jobs so that the organization can gain a competitive
advantage in the marketplace. Understanding the firm’s strategy has strong
implications for planning, staffing, compensation and other Human Resource
activities.

The Human Resource department has multiple responsibilities. It is

responsible for employee selection, development, evaluation, compensation
and training. The role of Human Resource management is being increasingly
affected and reshaped by the growing diversity of the workforce, global and
domestic compensation, and complex legal and ethical issues.
 POLICIES

RECRUITMENT POLICIES

In floral eye following policies are followed for the recruitment procedure.
GM Admin appoints all of the positions with the consultation of GM of concerned
department after short listing by HR Manager.

Dependent relative of a deceased employee of floral eye will be given preference

while selecting a replacement for a vacant position provided he/she fulfills the
selection criteria.

The company will not appoint that person at any kind of job who has been
dismissed from employment in Floral Eye.

Final selection of employee will be strictly made on the job criteria.

Staffing Policies
In case if any situation is vacant first preference will be given to the internal
sources to fill that position, other wise external sources will be used and selection
of employee will be on merit.

At least 3 years of experience is compulsory for the post of Manager at the time
of hiring.

At least 5 years of experience is compulsory for the post of General Manager at

the time of hiring.

The experience for other positions will be required according to the nature of the
job and work load.

There will be no discrimination on the bases of gender, religion, caste and social
classes.

Any person will not be hired on the bases of blood relation with any employee of
Floral Eye if he does not fulfill the criteria.
Staffing Procedure
Vacancy
There are two cases of vacancies.

Case 1
The vacancy occurs when an employee lefts the company. In this case HRM starts
recruitment process it self with out receiving any notice from the department
where the vacancy is.

Case 2
The vacancy is created due to additional work load, increased activity or
expansion of the department. In this case the concerned department will inform
about the vacancy to the GM Admin.

Request for employee

The GM of concerned department sent a request to the GM Admin. With the

specifications and request for new employee.
GM Admin forwards the request for new employee to the HR Manager who is
responsible for the employment work.

• If vacancy is created due to Case 1 then HR Manager prefer to promote any

existing capable employee to the vacant position otherwise or in Case 2 new
employment procedure starts.

• Advertise the job

Floral Eye is registered at www.rozee.com.pk. The HR Executive looks for
applicants at www.Rozee.com.pk and if he does not find any applicant up to
criteria then he advertise the job in daily newspapers “Dawn and Jang”. The
jobs for GMs and labors will not be advertised.

• Screening
After receiving the applications the screening process of applications is
performed by HR Executive (recruitment & ER) according to the predefined
criteria.

• Call for interview

After the screening process the HR Executive call short listed candidates for
interview by sending them interview call letters.

• Interviews
Short listed candidates are interviewed by a committee consisting of following
members.
- General Manager Administration
- General Manager of concerned department
- Human Resource Manager
In case of hiring a GM and Manager the HR Manager doesn’t conduct
interview but CEO is also in interview committee.
 • Appointment letter
The GM Admin sent a list of selected candidates to the GM of concerned
department and HR Manager. The HR Executive enters the data of selected
candidates in database and sent appointment letters to each selected
candidate.

• Employees of lowest rank like gardeners are interviewed and selected by form
supervisor and HR Executive from near by area. These jobs are not
advertised.

Hiring
The GMs were hired on 18th October 2006 by the promoters of the company.
Promoters are CEO and GM Administration. The HR Manager was hired by GM Admin
on 19th October 2006 and hiring of other Managers was also started on 19 th October
2006. The hiring of other staff was started by HR Manager on 20th October 2006.
 PERFORMANCE APPRAISAL POLICIES

The objective of performance appraisal in floral eye is to evaluate individual’s job

performance, Ensuring individual contribution to the strategic focus of the
organization, to evaluate the success of recruitment & selection, orientation,
placement & other activities of HR, to know What reward one deserves against
his performance and to terminate idle employees.

All department heads are encouraged to actively participate and contribute in the
design development and implementation of the appraisal system.

Performance appraisal forms are been distributed to the employees semiannually

so that there performance can be evaluated. These forms are not provided to
lower level employees, immediate boss gives his views about employee’s
performance.
Performance of employees is evaluated from different dimension and prospective
like

• Quantity of work
• Quality of work
• Job knowledge
• Decision Making
• Time Management
• Communication Skills
• Human Relations
• Creative and Initiative
• Planning and organizing skills
• Leadership and motivation skills

Employee rates himself and his immediate boss also rates him for above
mentioned functions.
Then the rating of all functions is totaled and then a final rating is given by HR
Manager against the performance of each employee.
After the final rating the HR Manager categorize each employee in
performance grades like:

- Excellent
- Very good
- Good
- Average
- Limited

In the last HR Manager comments about the employee and signs the appraisal
form.
 COMPENSATION & BENEFITS POLICIES

Salary
Basic salary
The major portion of employee earnings will be from the basic salary. The basic
salary will be offered according to the following points:
- Grade of employee
- Qualification of employee
- Experience of employee
- Market circumstances
- According to the salaries offered by other similar companies.

House Rent
30% House rent will be given on basic salary to the employees of grade 8, 10
and 12.

Medical Allowance
10% Medical allowance will be given to the employees of grade 10 and 12.

Time of payment
Salaries are paid to employees on monthly bases within first 5 days of the month.

Annual Increment
The employees of grade 5 and 6 will be given 10% and the employees of grade 8,
10 and 12 will be given 15% annual increment in basic salary.

Benefits
• Annual leaves: Floral Eye offers 14 annual leaves to all of the employees
after completing one year of service as a permanent employee.

• Sick leave
Floral Eye offers 12 half paid sick leaves per annum to all of its permanent
employees.

• Free Medical
All employees of grade 8 and below will be given Social Security facility
and the workers on daily wages will be provided first aid facility on the
forms.

• Life Insurance
The Company will offer individual life insurance to M1, M2, M3, O1, O2
Grades.

• Accommodation Facility
The farm supervisors will be provided accommodation on forms.
Compensation
• Bonus
5% of net profit will be distributed as bonus between the employees
having exceptional and superior performance according to their salaries.

• Advance Pay
- In any critical situation employees will be paid 40% of monthly salary
or salary of days worked within the month which ever is greater, as
advance salary.
- On special days like Eid employees will be paid 50% basic salary in
advance.
 EMPLOYEE RELATIONS POLICIES

Dinners

The Company will offer a dinner at last working day of each month in well
reputed restaurants in the city. And a semi annually dinner will be given in
Serena Hotel. In this way the communication gap between the employees will
reduce and it will be helpful for them to understand each other.

Sports Festival
The company will offer sports festival after every 3 months. It will make the
employees energetic and keep them fresh and frank to each other.

Employee Recognition Program

To enhance the moral and productivity of employees and to increase their
motivation the company has prepared an Employee recognition program. In this
program according to the employees top performance the company will offer him
- Employee of the month award.
- Employee of the year award.

Department Recognition Program

In order to achieve departmental goals company has prepared a Department
recognition program which will be helpful to enhance productivity of employees,
to motivate and encourage them to work more and perform best.

Employee Awareness Program

• Bulletins
The Company will affix different bulletins on the bulletin board every
month which will aware the employees about the achievements of the
company, goals and tasks for the company and employee of the month.

• Verbal Announcements
verbal announcements will be made to the employees about occasional
leaves and different events organized by the company.

• Notice Board
All of the verbal and non verbal announcements will be affixed on notice
board also.

• Simulations and Workshops

The Company will organize different kind of simulations and work shops
for the training and awareness of the employees related to the company
affairs. The instructors will be invited from outsource.
 Separation Policies

Resignation

• If an employee wants to resign or leave the company he will have to give

three months prior notice to the company other wise his one month salary
will be deducted.
• The employee will be interviewed by HR Manager, he will have to give
reason of his resignation and he will have to fill resignation form.

Termination

• If the company terminates or expels any employee from Floral Eye, the
company will give the employee a thirty days prior notice of his termination or
one month salary.
• The company is not bound to give any reason of termination of any employee

Retirement

• The retirement age of male employee is 60 years and female employee is 55

years.
 OPERATIONS

Ensuring the availability of human resource when needed.

Monitoring employee’s performance and motivating him in order to get

maximum output

Employees relations Programs

Maintaining and recommending organization structure and staffing level.

Structure of the Department

Manager
HR
Sarosh Akhter

Executive Officer Executive Officer

HR HR
Asma Vacancy
 Internal Communication
HR DEPTT
(Internal Flow)

1 2

G.M Order Received HR Forward

Order Forwarding
Admin Recruitment By Manager Order
Process Process

Received
By
HR
Officer

Requirement
Check
5 4 3

Doc. Submit Aware Advertisin Advertise Requireme

Documents Candidate
Submissio g nt
n Process Process Process
Received
by

6 7

HR Conduct Report HR Selection

Interview Selection
Officer Interview Manager
Process Process
Call

ee Record Employee
Record

G.M Approval Appointme

Candidate
Admin nt
Process
 INTERNAL REPORTING RELATIONSHIP

• GM orders for recruitment to manager HR whenever requested by a

department GM

• HR manager forwards this request to Officer HR who conducts recruitment

process and employees called for interviews are reported to Manager HR
• Manager HR then selects the best candidates as per requirements and
asks GM Admin for approval.
 External Communication

H.R DEPTT
(External Flow)

Request
Any Request Received Forward
Process GM Admin
Department for Staff By request

Request
Process
for Staff
Request
for Staff
Request

Received
By
4

Approval
for Staff
Request

Process
HR Manager

Interview Request
Process for Staff
for Staff
Request

Staff
Database
 EXTERNAL REPORTING RELATIONSHIP

• Any department whenever in need of staff makes a request to GM Admin.

• GM Admin forwards this request to HR manager
• HR manager after following the recruitment process

- Keeps record into employee database

- Reports to GM admin for the appointment approval of selected

candidate
• GM Admin then after approval forwards the report to GM of concerned
department
 ACTION PLANS

Performance Appraisal

 On the following date performance appraisal forms will be distributed to all

the departments.

• 1st October 2007

 Following will be the deadline for collection of forms from all the employees.

• 10th October 2007

 On the following date performance report will be made to GM Admin

• 20th October 2007

 Report of each department would also be forwarded to the GMs of all the
departments about their subordinates’ performance

Employees Get together

 Announcement of this get together will be made on

1- 25th April 2007

2- 25th October 2007

 Commencement dates for these get together will be

1- 30th April 2007

2- 30th October 2007

High performers will also be rewarded on 2nd get together

and both get together will be called in Serena Hotel
  A dinner will be given to all employees on the last day of every month in
Lassania, Usmania or AFC. Where high performers will also be announced and
rewarded with shields/certificates

Sports Day

 Announcements for this day will be made on following dates

1- 20th January 2007

2- 15th April 2007
3- 20th July 2007
4- 15th October 2007

 And this day will be commenced on

1- 25th January 2007

2- 20th April 2007
3- 25th July 2007
4- 20th October 2007

These games would be arranged either in

Al-fateh Complex
Or Jawad Club

Workshops

 Workshop will be conducted for executives and managers and date will be
announced on

• 1st August 2007

And workshop will be conducted on

• 9th August 2007

In Serena Hall
Meetings of Executive Bodies
The main purpose of these meetings is to review the progress and setting objectives
for future.

Announcements of these meeting will be made on

1- 3rd January 2007

2- 20th March 2007
3- 22nd June 2007
4- 1st October 2007

And these meeting will be held on

1- 10th January 2007
2- 25th March 2007
3- 29th June 2007
4- 9th October 2007

C.E.O may call such meeting at anytime.

 FLORAL EYE PVT LTD.
Job Description Form

JOB TITLE HR MANAGER COMPANY JOB CODE 2387

DIVISION/DEPARTMENT ADMINISTRATION LEVEL/GRADE

SALARY Rs. 20000 REPORTS TO GM ADMINISTRATION

TYPE OF POSITION Hours 48 / week

SUMMARY
Provide leadership and coordination of company Human Resource functions. Develop and implement company Human
Resource strategy and programs. Maintain the supply of Human Resources in each and every condition.
DUTIES AND RESPONSIBILITIES
1. Develop and implement strategy for HR management.
2. Create company strategic recruitment and selection plan.
3. Coordinate company equal opportunity programs to achieve diversity goals.
4. Oversee compensation programs to ensure regulatory compliance and competitive salary levels.
5. Monitor measures and report to GM Administration on HR issues opportunities, development plans within agreed
formats and time scale.
6. Maintain awareness and knowledge of current HR development and methods and provide suitable interpretation to
managers and staff within the organization
7. Plan the benefit programs like health, retirement, death, disability and unemployment.
8. Evaluate procedures and technology solutions to improve human resources data management.
9. Recommend and maintain an organizational structure and staffing levels to accomplish company goals and
objectives.
10. Evaluate company culture and provide recommendations on changes to accomplish company goals and objectives.
11. Manage and control departmental expenditures within the agreed budgets.
12. Work with GMs and staff to develop long term business plans for the company.
13. Establish and implement short and long term departmental goals, objectives, policies, and operating procedure.
14. Communication and coordination with managers of other departments to understand all necessary aspects and
needs of HR and efficiency of employees.
15. Execute the responsibilities in lawful and ethical standards.
WORK EXPERIENCE REQUIREMENTS AND SKILLS
- 5 years of experience in an established organization as an HR manager.
- Ability to work independently as part of a team.
- Ability to perform under stress.
- Self-motivated and flexible.
- Excellent interpersonal skills.
- Outstanding oral and communication skills.
- Familiarity with HR strategy and preparation of budget.
- Decision making skills under all types of circumstances.
EDUCATION REQUIREMENTS

- MBA in Human Resource Management.

- Proficiency in MS Office.
- Knowledge of employment, wage and salary laws and regulations.
- Knowledge of contracting and negotiating.
 FLORAL EYE PVT LTD.
Job Description Form

JOB TITLE HR Executive COMPANY JOB

CODE
DIVISION/DEPARTMEN Administration LEVEL/GRADE
T
SALARY REPORTS TO HR Manager

TYPE OF POSITION Hours 48 / week

SUMMARY

Assistance and follow up on company Policies, Procedure and Documentation.

DUTIES AND RESPONSIBILITIES

• Recruitment & Selection
• To Review Hiring, Turn Over, Injuries, Expenses, Vehicles, Status of company
• Personal files of all employees Like Education, Picture, id card
• Induction orientation for new employees.
• Tell the program to employees for next two days.
• Establish & maintain appropriate system of measuring necessary aspects of HR development.
• Monitor measures & report on HR issues opportunities, development plans within agreed formats & time scale.
• Communication & coordination with managers department to understand all necessary aspects and needs of HR
and efficiency of employees.
• Executes the responsibilities in lawful and ethical standards.

WORK EXPERIENCE REQUIREMENTS AND SKILLS

• 2 to 3 years experience
• Computer skills are necessary especially totally awareness about MCROSOFT OFFICE.
• Education, Presentation Skills, Outstanding Oral & Communication Skills

EDUCATION REQUIREMENTS

• MBA in Human Recourse Management

• Proficiency in MS Office