Recruitment, Selection and Retention Policy

Expand all Collapse all

• Objective

  The objective of this policy is to ensure that the candidate who best meets the selection criteria is appointed.

• Policy

  1. Municipality recruitment, selection and retention processes will fundamentally be about matching human capital to the strategic and operational needs of the organisation and ensuring the full-utilisation and continued development of these resources;
  2. The Municipality aims to attract, obtain and retain people with the required competencies (knowledge, skills and attributes) within the organisation;
  3. In addition, this policy aims to ensure that a continuous supply of high calibre employees is available to meet the Municipality's immediate and future human resource needs; and
  4. This policy is also attuned to establishing a positive image of the Municipality and positioning it as the employer of choice within the development sector.
  5. The Municipality will adhere to the relevant employment laws e.g. Basic Conditions of Employment Act, Employment Equity Act, Labour Relations Acts, National Qualifications Framework and the Skill development Act.
  6. The Municipality will not discriminate on the basis of age, religion, culture, race, gender or sexual orientation.
  7. The Municipality will at times adopt a professional, non-discriminatory, open and fair approach to recruitment subject to its Employment Equity Obligations and its stated Affirmative Action Policy.

  Municipality will continuously create an environment that permits equal opportunity for all entering the organisation, and for further advancement within the organisation.

  Aggressive targets will be set for hiring and retaining those employees that are the prime beneficiaries of this policy. The Municipality will appoint people with potential at all levels, and ensure that there is equal representation of all employees (in terms of race and gender) especially at senior levels within the organisation.

  However, affirmative action strategies must be taken into consideration when recruiting candidates. No candidate will be unfairly discriminated against solely through lack of formal qualifications, where the applicant does not meet the basic minimum formal qualification requirement:

  • Potential for development, prior learning and previous employment will be considered, subject to the requirements of the Municipality; and
  • Development plans will be put in place where 'gaps' have been identified.

  The Municipality will ensure that it becomes and remains a competitive and representative organisation. It is also through such mechanisms that the Municipality can be positioned as the employer's choice. The Municipality's targets and progress against achieving these will be measured and communicated to all employees on a regular basis.

• Permanent Employment Policy - Objective

  The objective of this policy is to outline policy guidelines for the recruitment and selection of permanent employees.

• Policy

  Vacancies for permanent employment within the organisation will be filled by the most suitable candidates, with special preference being given to those that were previously disadvantaged.

  Recruitment Sources

  • Recruitment activities are dependent on the Municipality's human capital requirements and key organisational competencies;
  • The choice of media for recruitment purposes should comply with the requirements of the Labour Relations Act, 1995;
  • Internal sources of recruitment must receive priority as it is cost-effective, in accordance with career pathing, and serves as motivation for all employees within the Municipality;
  • External recruitment may be undertaken by means of advertisements. Where necessary, Municipality shall use the services of the recruitment agencies who subscribe to Employment Equity principles and reflect this commitment through their practices; and
  • External employment advertisements shall be open to all members of the public and a suitable range of the press media will be used in targeting the desired audience. However, Municipality will use media that will best reach the targeted audience.

   

• General Guidelines

  1. Canvassing by job applicants or any other person on behalf of a job applicant, for the posts within the Municipality is prohibited and evidence thereof will disqualify the applicant for consideration for appointment. 
  2. The purpose of the interview should be made clear to the applicant. The interviewing panel shall be responsible for ensuring that applicants are given the opportunity to ask questions in respect of job requirements, output requirements, support structures, the conditions of employment associated with the job and career prospects which may stem from employment with the Municipality.
  3. Interviews shall be concluded in an atmosphere that is designed to make the applicant feel at ease and free of any intimidation and patronising attitudes.
  4. Interview questions shall focus on the requirements of the job and shall not have any element of discrimination as defined by Schedule 7 of the Labour Relations Act. An adequate summary of the interview session should be recorded for all positions.
  5. On request, internal unsuccessful candidates should be debriefed as to their strengths and weaknesses in relation to the position applied for and be counselled about further career opportunities. Should any member of the interview panel have a personal interest or bias regarding the outcome of any interview session, such member should disclose and later withdraw from participating in that interview session.
  6. In all stages, timeous and appropriate feedback must be given to all the interested parties.

• Recruitment Procedures

  Municipality will adhere to the following guidelines and procedures:

  Employment of Family Members, Relatives And Having Intimate Relationships

  Objective

  The objective of this policy is to outline guidelines regarding the recruitment and selection of family members, relatives and having intimate relations within the Municipality.

  Policy

  1. The practice of assigning a position with the responsibility to supervise or evaluate a family member and/or relative or someone with whom there exists an intimate relationship is discouraged. It is the responsibility of all employees to disclose to Human Resources of the existence of any such relationship. When such a situation exist, the family member and/or relative or an employee with whom they have an intimate relationship, may be transferred to another functional area within the organisation.
  2. Similarly, if an employee later becomes related to another employee or an intimate relationship develops involving a person under their direct supervision, Human Resources should address the situation by means of an internal transfer within the organisation if possible. 
  3. However, each individual case will be examined and treated on its own merit by Human Resources.

• Induction

  Objective

  The objective of this policy is to outline policy guidelines for the induction of permanent employees into the Municipality.

  Policy

  1. Unless otherwise provided for in the contract of employment, an employee after probationary period must give 1 calendar month?s written notice of their intention to resign. Notice of termination of contract of employment must not be given during any period of leave to which the employee is entitled. However, with an employee who has served three (3) months or less and is still on probation, the Municipality can terminate employment with immediate effect.
  2. A resignation on short notice is in effect a unilateral effort to change the employment contract. The Municipality in its discretion may or may not agree thereto. In the event that the Municipality gives its consent, this should be on the conditions determined at the time by the Human Resources, or any person delegated by them, put in writing and signed by the employee.
  3. Notice must be given on or before the first (1st) day of the month and shall run from the first (1st) day of that month. However, if the first (1st) day of the month falls on a day of rest, notice may be given on the first (1st) working day following such day of rest in which case the employee will be deemed to have given notice on the fist (1st) day of the month.
  4. If an employee gives notice on the first (1st) day of the month, they should be paid a salary and an allowance in respect of the full month despite the fact that the month may end on a day of rest, provided they are normally paid for days of rest and perform their duties up to and including the last working day of that month.
  5. No annual leave may be taken during the notice period.
  6. Human Resources shall grant all employees leaving the employ of the Municipality an exit interview, on or before the effective date of termination of service.
  7. This policy will only apply to permanent, full-time permanent and part-time permanent employees.

• Temporary Employment Policy

  Objective

  The objective of this policy is to outline policy guidelines for the recruitment and selection of temporary employees.

  Policy

  1. The recruitment of temporary employees should be in line with the policy on recruitment and selection and promote employment equity in the workplace;
  2. The recruitment of temporary employees should be conducted by Municipality, and only in exceptional circumstances should Temporary Employment Agency, be used.
  3. In circumstances when Temporary Employment Agency is used, the contract of employment of the temporary employee will be between the employment agency and the employee. 
  4. The employment agency should be in line with the Employment Equity practices and policies of the Municipality;
  5. Short-term employment contracts of whatever nature must provide and develop internal skills not present within the Municipality;
  6. The management of temporary employee contract must be carefully monitored. No change to such contract or undertakings/indications about renewal or extension shall be valid unless put in writing to the employment agency duly signed by the HR Manager.
  7. Any payments made with regards to the employment of a temporary employee will be determined by the HR manager and made directly to the employment agency. 

  Any disciplinary action or grievance procedure relating to the temporary employee will be referred to the relevant employment agency.

  Categories of Temporary Employees

  1. Short-Term Contractors: refers to the employment of temporary staff for a period less than twelve (12) months (In line with the Basic Conditions of Employment Act)
  2. Fixed-Term Contractors: refers to the employment of temporary staff for a period up to twenty-four months (In line with the Basic Conditions of Employment Act).

• Termination Processes And Procedures For Permanent Employees

  Before the employee gets terminated, recommendations shall be made to the Head: Human Resources that he/she:

  • Extend the probationary period of the employee by a maximum of two (2) further periods, neither which may exceed three (3) month;
  • Further guidelines and procedures are subject to the Stipulations of the Labour Relations Act, 1995