RECRUITMENT PROCEDURE

1. Philosophy

SIA Lifestyles Pvt Ltd shall employ qualified, dedicated and highly motivated
personnel to meet its human resources requirements and support the success of the
Company. We believe that qualified, committed & enthusiastic collaborators are the
best company’s assets and will drive the growth and success of operations and
business.

2. Policy

This procedure is meant to set up standardized and specific processes in respect of

the recruitment of employees of SIA Lifestyles Pvt Ltd & its group companies /
collaborators.

3. Request for recruitment

The purpose of the recruitment request process is double:

• Seek the approval for recruitment from hierarchy, in accordance with rules
and procedures stipulated in Personnel Policy;

• Inform HRM of the requirement for additional / replacement manpower.

All the recruitments will be through HR Department only with proper

process, whatsoever urgency or case may be.

Basic Guidelines for recruitment request:-

1) Personnel Request and Job Description form are to be used in all cases
(replacement or new position);

2) The respective management (MD, CFO, GM, Sr. MGR, MGR) has authority for
hiring within budget plan – or as per specific needs.

4. Process

4.1) once the “Personnel Request” has been duly approved, the line-manager in
charge, in close cooperation with HR Manager, shall work out the details of the job
description, the required skills and experiences for the position, and well as the
position within the organization.

At that stage, a recruitment schedule should be agreed upon between line manager
and HR Manager, including:

• Time frame (Steps) AND deadline for the completion of the recruitment.
• Specific process of the recruitment (number of interviews, tests,
communication with candidates, etc…)
 • Advertising medias to be used, and eventually, budget of advertisement is
required for that position (or outsourcing).

4.2) HR will start the recruitment process by the following methods:

• Search existing candidate’s database;

• Advertise the vacancy on Company’s web site, Internet search engines
(JobsDB, etc…), and eventually, in the local Newspaper and/or magazines
• Use recruitment agencies for some positions (if needed and agreed
beforehand with the requester)
• Internal announcement / Using referral reward program

4.3) HR will first screen the applications, test and shortlist prospective candidates for
subsequent interview where appropriate.
5. Interview Process

5.1) Candidates shall be interviewed according to the policy of recruitment & as per
“Interview and Approval Level” from SIA Lifestyles Pvt Ltd’s personnel policy

5.2) All Interviewers shall complete the interview Evaluation form. For HR
Department, “Interview Evaluation Form (HR)” and for other interviewers, “Interview
Evaluation form” – We recommend using as well the “Interview Guideline” (please
refer to “Personnel Policy Appendixes”)

5.3) The selection of the candidate shall be the responsibility of the requisitioning
department, acting with the support and advises of the Human Resource
Department. Such support and advises are inclusive, but not limited to, of the
determination of salary grade, compensation and other terms and conditions of
employment

5.4) Candidates who are invited for interview will be informed the result of interview
within 2 week after interview date by written letter ( inform letter to candidates - )

The travel cost of an interviewee for final interview / Rounds of Interviews will be
borne by company, getting approvals for that are the responsibility of the
requisitioning department. (travel cost should be decided as per the level like till
Supervisor - Train Three Tire, Department Manager Train three tier A/c, Division
Manager Train two tier A/c, Executive Manager / Director - Air fare economy class,
etc.)

5.5) The successful candidate will be offered a job and employment contract.

In selecting a candidate, the following guidelines shall be borne in mind

• Spouse of employees who are at key management positions should not be

employed in the same department. Exceptions may be approved by Senior
Management of such division.
• With the above exceptions, all relatives of employees may be considered for
employment. Good judgment shall apply in order to avoid relatives working in
close organization proximity at and after initial employment.

Temporary employment is used for extraordinary situations when regular full time
employees cannot cope with the work of unforeseen economic condition, or in case of
specific projects to be conducted within the organization, such as

• Replacement for maternity leave

• Replacement for prolonged leave of absence such as sick leave and other
approved leave
• Specific project with fixed term, that once completed, will not require the
intervention of employee whose was hired to participate in such project
• An unforeseen economic condition which has significant impact on the
company operation

All requisitions for temporary employment normally shall not exceed 4 calendar
weeks.

When a requisition exceeds 4 calendar weeks, HR manager and related division

manager shall review the request prior to approving the request.
7. Pre-employment procedures

7.1) Medical Examination: a successful candidate shall be required to undergo a pre-

employment medical examination conducted by a company – designed doctor. The
costs of the examination shall be borne by the company.

The medical examination shall be structured with the objective of determining if the
candidate is fit for employment in a particular position and would at least include the
following :-

• Chest X-ray
• Red blood count hand hemoglobin
• Urinalysis
• Other tests relevant to the position e.g.: color-blindness test

7.2) Reference checks (depending upon the position) will be initialed prior to
finalizing an offer of employment with:-

• Previous employers
• Current employer : only with specific permission from the candidate
• Reference checks over the telephone or in writing necessary shall be confined
to gathering or confirming information related to date of employment , last
drawn , salary and reason for leaving the company , including an assessment
of character and performance of previous / current employer’s personnel
policies permit

8. Employment Agreement Contract

Candidates who have been selected by SIA Lifestyles Pvt Ltd shall receive by writing
an employment agreement. This agreement will contain term and conditions of SIA
Lifestyles Pvt Ltd Employees such as, initial assignment and job description, starting
date , initial salary , salary planning , INCENTIVE and other compensation and
benefits, probation period , termination during probation and after , resignation
notice , termination with cause , confidential etc .

However, the employment agreement contract may be different for each level /
grade, operator contract will be in Thai but position from level 1 and above will be in
English

9. Timing

In order to ensure the best quality of service from HRM, recruitment requests should
be submitted to Human Resource Department within reasonable time frame.
Suggested time frame is as follow:

• One months prior to hire date for all new position

• In case of the rare position , it need to submit the recruitment request beyond
2 months
 • As soon as practicable when replacement hiring is required in the event of
employee termination or transfer.

10. Probation Period

• Any selected candidates for employment with company is required to work on

probation for a period of 90 days.
• The employee, having successfully completed the probation period, shall
receive a written confirmation of appointment from the company.
• In the event of unsatisfactory performance, a termination letter or a letter
extending the probation period as the case will probably be issued to the
employee.

11. Record Retention

All personnel request forms, job description, as well as any document used during the
recruitment process shall be kept in employee’s record for the life time of
employment.

After 2 years of termination employment, the document will be scanned into HR

system.
RECRUITMENT SELECTION & PROCESS FLOW
Objective: The objective is to lay down the process to be followed for
Recruitment and Selection Process
The manpower plan and request for the
- Manpower Request replacement or new employment are
- Personnel Request received by HR Department from any
& Job Description requesting department or division

HR Department processes the approval for

the personnel request procedure to
CEO / MD / GM / FM / CFO / MGR

The recruitment process is conducted by HR

Department by the following methods:
- Advertisement (Internet,
Newspaper, Magazine)
- Recruiters
- Educational Institution
Announcement
- Internal Announcement
- Job Fair
- Others

Mail Application letters on Email are received by Resume Review

HR Department

No
Applications are screened by Active Files
HR Department first
Yes
Rejection Files
1st Interview performed by HR Department
Employment Tests Employment tests and Reference Check are
conducted for the selected candidates

Interview Evaluation Shortlist presented to the requester & the

form Daily/Monthly HR introduces personally the selected
filled by HR candidates during the 2nd interview with the
requester.

Informed Letter Compared Hired Rejected Rejection letter

Final Decision
(see Interview & Approval Level)
EMPLOYMENT PROCESS FLOW

Successful Candidate

-Confirm starting date

-Appointment: contract signing date
-Request additional relevant documents
Employee Status Information

Office provision e.g.

Selected HR Department prepares
chair, desk, ID card
Applicant Employment Contract

Update the organization

chart (by HR) /
Telephone List (by
HR) /
Employment Email account (by MIS)
Contract Employment Contract signing
Inform rejected and
comparison candidates

Input data into

Document Payroll System /
Checklist Open Employee File
Social Declaration /
Prepare Company ID
Card

Orientation Orientation Checklist

During the Probation Period, HR Department conducts a follow up with new employee (regular meetings).
Follow-up is also made with the supervisor to determine if the employee is performing up to expectations.
Those meetings with new employee & the supervisor must be scheduled after 2 weeks of employment, after
1 month, after 2 months and finally after 3 months of employment (at that time a Probationary Performance
Evaluation Form will be distributed to the supervisor to decide whether or not the employee will pass
his/her probation period).
These meetings will help us to evaluate the employee's job performance and work behavior, as well as
his/her character, conduct, and attitude that directly affect job performance.

Passed Probation Didn’t Pass Probation

Prepare Dismissal Letter / Cancel Social

Prepare Employment confirmation Letter Declaration / Update Telephone List /
Send Application Form to AIA Cancel Email / Update Organization Chart
Propose adhesion to the Provident Fund Return Company ID Card
INTERVIEW & APPROVAL LEVEL

Verification
Preliminary Main
LEVEL Final Decision of Title and
Interview Interview
Salary

Executive MD / Dy. MD / MD / Dy. MD /

5 HRM Dy MD
Manager CFO CFO

Division HRM / Dy MD /
4 HRM GM Dy MD
Manager GM

Department HRM / Dy MD /
3 HRM GM Dy MD
Manager GM

Supervisor / GM / AGM /
2 HRM Manager HRM / GM
Executive DGM

1 Officer / Staff HRM Manager HRM HRM

0 Worker HRM HRM HRM HRM