WORKING WITH AND LEADING PEOPLE ASSIGNMENT 1

Table of Contents

Introduction. 2

1.1 Prepare documentation to select and recruit a new member of staff. 2

1.1.1 Job description: 2

1.1.2 Person specification. 4

1.1.3 Recruitment procedures. 5

1.1.4 Publication of advertising information. 5

1.2 Assess the impact of legal, regulatory and ethical considerations to the recruitment and selection process  6

1.2.1 Discuss the impact of legal, regulatory and ethical consideration in recruitment and selection process in Vietnam.. 6

1.2.2 Describe how those factors affect your staffing process. 6

1.3 Take part in the selection process. 7

1.3.1 The selection process: 7

1.3.2 Cost per hire. 10

1.4 Evaluate own contribution to the selection process. 10

1.4.1 Describe your role and what you have done or contributed in the selection process. 10

1.4.2 Make relevant recommendations for later staffing effort. 11

Conclusion. 12

References: 13

Appendix. 13

Figure 1: Recruitment information. 15

Figure 2: Interview with Hong Nhung. 16

Figure 3: Interview with Do Minh. 16

Introduction

As a part of Human Resources Department at FPT Shop, I’m tasked to recruit new staffs for sale season at Ho Chi Minh City. In this assignment, I will prepare documents for choosing and recruiting new employees and then evaluate the effect of government policies and ethical consideration on recruitment process. The next process is to carry out the recruitment process so that I can appraise my own contribution to the process.

1.1 Prepare documentation to select and recruit a new member of staff

As a member of FPT group, within 7 years of operation, FPT shop has developed sale network throughout Vietnam and become one of the largest retailers in Vietnam with over 100 stores and 3000 employees. It is the first retail chain in Vietnam is certified ISO 9001:2000 for Quality Management International quality standards. In this section, to prepare for new sale season, company want to recruit new sale associates to reinforces for sale department in Ho Chi Minh City. Therefore this recruitment report is prepared for company.

Currently, Vietnamese population is about 93 million peoples in which age range from 15-24 years old occupies 17.8% and 25-54 occupies 44.8%. In addition, the median age is 29. This mean that Vietnam has a young population and abundant labor resource. Unemployment rate in Ho Chi Minh City is fairly low at 3.72%. However, recruitment new employees of FPT shop will contribute to eliminate unemployment for the city. Recruitment method used here is to post information on FPT shop fan page and then promote it by Facebook advertise. After that following is interview and recruit candidates.

(Source: Vietnam demographic, http://www.indexmundi.com/vietnam/demographics_profile.html)

1.1.1 Job description:

Job title: Sale associate

Reporting to: Sale manager

Experience: 0

Overall purpose: Sale associates are required to spend their time at workplace communicating with customer, providing product’s information and making sure that customer’s experience at the store will bring them satisfactions.

Main duties:

• ·         Trying to keep the working environment tidy and clean.
• ·         Making sure that all of items or products are located in their specific locations.
• ·         Making sure that inventory is available.
• ·         Supporting customers determine items or maybe look for appropriate alternatives.
• ·         Taking part in regular staff meetings.
• ·         Positively carried out establishing more efficient customer service skills.
• ·         Becoming experienced in the advantages as well as functions of each product.
• ·         Contacting executives about customer issues and personnel concerns.
• ·         Greeting customers with a good manner.
• ·         Keeping a passionate as well as positive attitude.
• ·         Dealing with product sales purchases, which may consist of performing cash registers.
• ·         Delivering reliable and constructive suggestions for customers about the ideal products that suit the customers’ requirements.

Job requirements:

• ·         Age: from 18 to 25
• ·         Education qualification: High school diploma or higher, past retail sales knowledge expected, however not necessary.
• ·         Skills: It always require sales associates to work in team, therefore sales associate need to have efficient sociable communication skills. Professionalism is one of the most essential skills that sales associates must have due to the reason that they are the first one customer communicate when they enter the store. In addition, it require sales associates to have ability to follow company rules, process and employer’s expectation. Moreover, sales associates must have technical knowledge about product so that they can communicate with customer.

Salary: 4 million Vietnam dong/ month and commission for each item sold.

Working condition:

• ·         Time of working: 7 hours/shift, two shifts per day which employees can switch from 8:00 – 15:00 to 15:00 – 22:00.

• ·         FPT shop employees are provided working insurance, social and unemployment insurance in accordance to Vietnam labor law.
• ·         Have opportunities to work, learn and grow in leading technological company in Vietnam
• ·         Work in a standardized and safe environment.
• ·         Professional training programs.

Working location: FPT shops in HCM city

1.1.2 Person specification

Physical attributes

·         Good appearances

	Height
Male	1.65 or more
Female	1.55 or more

Attainment: No requirements

General intelligence

• ·         High school diploma or higher.
• ·         Interest and knowledge in high-tech devices
• ·         Sale experienced is preferred.
• ·         Communication skill.
• ·         Negotiation skill.
• ·         Team-working skill

Special aptitude

• ·         Committed to high quality standards
• ·         Excellent communication and interpersonal skills
• ·         Self-motivated and flexible to work.

Interest:  No requirement

Disposition:  1 week after interview.

Background circumstances: 

• ·         Having knowledge of business administration or marketing.
• ·         Having high school diploma or relevant certificate.

1.1.3 Recruitment procedures

Recruitment information will be spread out by Facebook advertise with specific age range, gender and period of time. Then applications from candidates will be selected based on specific criteria to find suitable one.

Evaluation criteria

• ·         Age range from 18 to 25.
• ·         Available for both male and female.
• ·         Having basic knowledge of information technology.
• ·         Basic English skills.

Step 1: Post recruitment information on FPT shop Facebook fan page and then boost the post by Facebook advertise which allow the post appear to specific audience in accordance to location, age, career and gender. 

Step 2: Check applications whether meet requirement or not.

Step 3:  Classify received applications into potential, unsuitable and marginal.

Step 4:  Contact chosen candidates for interview and further test.

Step 5: Carry out the interview and appropriate test for suitable candidates.

Step 6: Evaluate un-interviewed and marginal groups of candidates and put passed candidates into the potential

Step 7: Contact and inform candidates who did not meet requirement and make temporary offers.

1.1.4 Publication of advertising information

You can see the recruitment information advertisement in Appendix part.

1.2 Assess the impact of legal, regulatory and ethical considerations to the recruitment and selection process

1.2.1 Discuss the impact of legal, regulatory and ethical consideration in recruitment and selection process in Vietnam

In general, Vietnamese government encourage recruitments due to a fact that this will contribute to eliminate unemployment and criminal. However they set out some requirements that required businesses to follow such as minimum salary, working age and safety regulation. There also have policies to eliminate discriminations of all type to create equality among labor force. In order not to violate government policies, FPT shop should meet all requirements of authority.

It is required to completely follow government policies. Actually, for businesses and organizations, it is not always benefit to fully comply with government regulations. Thus they usually use underage workers, offers lower salary than stated in policies, males are more prioritized than female and vice versa in some context. In addition, there exist discrimination among Southern and Northern people, and some specific region as well.

To eliminate negative issues in recruitment, FPT need to fully follow company’s code of conduct and actively find out weaknesses to remove them immediately. This will contribute to build good reputation for being ethic through the eyes of company’s business partners.

Typically, Vietnamese tend to work with people that they already knew or feel comfortable with. This lead to negative issues in recruitment process. For example, staff who have power or impact over recruitment result will give priority to family members, friends or person that make payment for position without considering needed skill, qualification and knowledge. This became popular in Vietnam which cause inefficiencies in business operations and brain drain to competitors. To prevent this, it requires recruiters to be neutral person who put company benefit on priority. Moreover, it also require professional training, to be ethical and good leadership.

1.2.2 Describe how those factors affect your staffing process

Government’s policies and regulations are basically not benefit much for company. However, it is designed reasonably to equalize employer’s benefits and labor’s right and contribute to eliminate potential dispute arising. For FPT, following government’s policies does not take much effects on recruitment process because there are specific requirements for sale associate position which suit government regulation.

Unfair putting priority to someone has much impact on recruitment process. Being affected by higher management or others factors will limit recruiter’s decision to select suitable person for the position and violate personal code of ethic and company code of ethic.

1.3 Take part in the selection process

1.3.1 The selection process:

Selection methods is most important factor for success of recruitment. For finding suitable sale associates for FPT shop, I decided to put my faith on candidate CV in application and interview for further assessments.

CV: Through curriculum vitae, recruiter can summary what experience and qualities candidates had so that we have general information to compare among candidates’ CVs. In addition, CV also become the first recruitment criteria that candidates must meet before being interviewed.

Interview: is the most popular approach to examine candidate using face to face conversation. The questions was prepared based on nature of work. Using interview will provide recruiter more information that CV cannot.

Because FPT shop is recruiting for position of sale associate, I designed a list of questions to interview as following:

Interview questions:

1.       Tell me something about yourself.

2.       Have your ever work in sale before?

3.       What are your advantages and disadvantages?

4.       What do you do in your free time?

5.       Do you have experience working with technology devices?

6.       How do you know about FPT shop?

7.       Why did you choose sale position at FPT shop?

8.       Which schedule do you prefer: full time or part time?

9.       Do you know anyone who also works for FPT? Do you have any relative working at FPT?

10.   How do you think about your future self-development at FPT? 

Candidates’ answers

Interviewee	Ability & Skill		Result
	Advantages	Disadvantages
Vo Ngoc Bang Ngan	- Can use English -Computer skill is fairly well	- No sale experiences - Low level of communication skill - Low response.	Fail
Reason	She is a little bit shy because she does not know how to break the ice during conversation. Ngan just response in simple sentences without detail. For that reason, I infer that she is not suitable for sale associate position.
Ly Quoc Do Minh	- High level of English - Influence speaking and fast response - Previous internet sales experienced - Understanding about technical devices such as smartphone, tablet and laptop	- A little bit introvert	Pass
Reason	Minh can write review about technical devices and use it as a speech to persuade customers. Additionally, he is currently trader in Steam store therefore his abilities quite are fitted sale associate requirement which require to know about product features and negotiation skills. Moreover, when asking situational questions, he can response smoothly and immediately, this mean that Minh are able to handle unexpected situations.
Nguyen Thi Hong Nhung	- Good English skill - Have knowledge about technical devices - Have experience of family business - Flexible in conversation - Have negotiation skills	- Follow perfectionism - No sale experience	Pass
Reason	She can review and report about devices features. Nhung has a good communication skills with a flexibility in response and high impression. In addition, she also has a good knowledge about technology. For this reason Nhung is suable for position of sale associate at FPT shop.
Duong Chi Hung	- Good communication skill - Have experience on his family business. - Have knowledge about technical devices and trend of products.	- Cannot point out his own strengths and weaknesses. - No sales experiences - Cannot work under pressure	Fail
Reason	He does not know how to self-evaluate himself to point out strengths and weaknesses to work in FPT shop. Although he has a flexibility in the way he response, there still has hesitance in his response seem like he did not prepare well for the interview.
Nguyen Ha Thao Vy	- Can use English - Good appearance	- Low level of communication skill - No sale experience - Don’t have knowledge about technical devices.	Fail
Reason	She does not prepare well for the interview. Her abilities does not meet requirements of nature of job. In addition, information that she write out on application form does not suit what she performed in the interview.

1.3.2 Cost per hire

In order to carry out recruitment process, it require to estimate the suitable budget for recruiting candidates to make sure that the budget is as low as possible. Expenses for recruitment can be stated in detail as follow:

Items	Activity	Cost
Facebook advertise	- Post recruitment information on FPT shop fanpage and boost post	1,200,000 vnd
Cost of travel	- Cost of fuel for travelling to buy stuffs for decorating recruiting room	50,000 VND
Room and equipment	- Cost of room cleaning, decoration and stuffs	150,000 VND
Miscellaneous	- Call charge for informing appointment to candidates	100,000 VND
	- Cost of water, tea, flower, chair, etc.	200,000 VND
Total		1,700,000 VND

The total cost to recruit 3 employees is 1,700,000 vnd, this mean that cost per hire is 566666 vnd

1.4 Evaluate own contribution to the selection process

1.4.1 Describe your role and what you have done or contributed in the selection process.

As a recruiter, I was responsible for choosing the most suitable candidates for sale associate position. To be more specific, I set out recruitment standard for candidates based on own job requirements and instruction from higher management. Recruitment information with standardized format was prepared and posted on FPT shop Facebook fanpage and then I boosted the post by Facebook advertise which help the content reach thousands of audiences in a short period based on audiences’ profile (gender, age, occupational status and location). In addition, I also have responsible for designing questionnaires for interview according to nature of position and working environment and this would be appropriate method to screen potential candidates. Questions were then submitted to higher manager for approval. After accepted then I could use them in the interview and gather information on my own assessment and scores.

After the recruitment, I realized that there are some weaknesses in my method which made my recruitment inefficient. The first weakness was that the amount of audience viewing recruitment was included many people who did not intend to find job. It mean that the audience see advertisements passively and this increased cost for advertise due to large number audience views. The second was that huge number audience lead to large number of applications so we had to spend much time on screening and considering each case.

Although there existed some weaknesses, recruitment process was successful. Preparing questions and screening candidates had a great impact on choosing suitable candidates and I believed that they would be success on their chosen position.

1.4.2 Make relevant recommendations for later staffing effort.

There are some suggestions that I recommend to apply in advance to improve quality of recruitment process:

• ·         Facebook advertise is now a trend of advertisement. However if user don’t know how to separate ads by age, gender, target audience and period of time, advertisement by Facebook could be useless. Therefore it required to know Facebook function clearly so that we can fully use it features. 
• ·         It requires more personnel in recruitment department to deal with checking large amount of application in short time.
• ·         Recruitment criteria must fully follow government and company regulation. However it could be flexible to change according to nature of work. We also need to eliminate stereotyping that there are some specific position only suitable for male or female, therefore it does not need to state gender requirement in recruitment information. People who appear to be suitable for recruiting position already know their abilities when applying for job. 
• Interview question must relate to the job and be challenged enough to have effect of screening. In addition, it also requires to be objective to avoid bias judgment. For some position such as sale associate, high school diploma is enough and it does not require to have much experience however past experienced is referable. 

Conclusion

In conclusion, I have created a plan for FPT shop recruitments in accordance to nature of job, company and government policies. An interview was conducted between me and candidates as well as the data from interview is accessed. From the process of recruitment, I realized that there existed some weaknesses in my method and approaches to improve the process was proposed as well. This provide me knowledge that will be valuable in future. 

References:

Vietnam demographic, available at: < http://www.indexmundi.com/vietnam/demographics_profile.html > (Accessed March 23rd, 2015)

Official website of FPT Shop, GIỚI THIỆU FPT SHOP, available at :<http://vieclam.fptshop.com.vn/gioi-thieu>  (Accessed March 24th, 2015)

Official website of FPT Shop, Tuyển dụng, available at <http://vieclam.fptshop.com.vn/chi-tiet/fptshop-tuyen-nhieu-vi-tri-cua-hang-sap-khai-truong-tai-hoa-thanh---tay-ninh/673> (Accessed March 23rd, 2015)

Vietnam unemployment (2014), [Online], available at <http://vnexpress.net/tin-tuc/thoi-su/viet-nam-that-nghiep-1-84-cac-nuoc-phat-trien-con-mo-3077396.html>  (Accessed March 25th, 2015)

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