Recruitment Process of Square Pharmaceutical Limited - Assignment Point
Recruitment Process of Square Pharmaceutical Limited
Subject: Human Resource Management | Topics:

EXECUTIVE SUMMARY

SQUARE Pharmaceuticals Ltd., the Leader of Bangladesh Pharmaceutical Industry for the last 29 years, is now UK Medical and Health Care Products Regulatory Agency (MHRA), Australia certified. For my internship program, I got the opportunity to work at the best performing Pharmaceuticals Company in Bangladesh. I was placed in the Corporate Head Quarters of Square Pharmaceuticals Ltd., the parental company of Square Group.

Square Pharmaceuticals has a well-organized management system by which they smoothly operate process of setting and achieving goals through the execution of five basic management functions that utilize human, financial and material resources.

Square has developed an effective and aggressive marketing system which generates motivation in the employees for achieving the organizational objectives. Square’s practice of distribution through a wide network of field staff throughout the country ensures freshness of stock as well as efficient and timely service. Strict quality control is maintained in the factory by expert personnel and apparatus. Square has a reputation of paying its taxes on due
time. It has got the best employee awards in 2013. The human resource department of Square Pharmaceuticals is the key to all success. The main strength of HR is their quick informal responses to comply with continuous changing
environment. Recruitment and selection of quality HR and retention of quality family members is the number one HR Policy of Square.

BACKGROUND OF THE STUDY

In Bangladesh is one of the most developed hi-tech sectors in the country’s economy. It has significantly grown in Bangladesh in the last two decades. Its healthy growth also supports development of auxiliary industries like producing of glass bottles, plastic containers, aluminum collapsible tubes, aluminum PP caps, infusion sets, disposable syringes, and corrugated cartons. Some of these products are also being exported. Printing and packaging
industries and even the advertising agencies consider Pharmaceuticals industry as their major clients and a key driving force of their growth.

Pharmaceuticals companies are either directly or indirectly contributing largely towards raising the standard of healthcare and also to latest drug information. In 1981, there were 166 licensed Pharmaceuticals manufacturers in the country, but local production was dominated by eight multinational companies (MNCs) which manufactured about 75% of the products. There were 25 medium sized local companies which manufactured 15% of the products and the remaining 10% were produced by other 133 small local companies. In spite of having 166 local Pharmaceuticals production units, the country had to spend nearly taka 300 million on importing finished medicinal products. A positive impact of the Drug (Control) Ordinance of 1982 was that the available foreign currency was exclusively utilized for import of Pharmaceuticals raw materials and finished drugs. The value of locally produced medicines rose from taka 1.1 billion in 1981 to taka 16.9 billion in 1999.

Significance and Rationale

The main reason of this study is to become familiar with Human Resource Policies and Practices of Square Pharmaceuticals Ltd., especially with recruitment & selection process. We all know that there is no alternative of practical knowledge which is more beneficial than theoretical aspects. To Square Pharmaceuticals like the other business, Human Resource is considered as the most important resource and the key to all success. Training and Employee Development of these employees is also important because they need to learn new skills, advance their knowledge, and meet the challenges of technology in achieving high performance. Square Pharmaceutical Ltd. always concern about recruiting and selecting the best candidates from the available. That is why I have emphasized mostly on Recruitment and Selection Process in my Internship Report.

The main object of the report is to investigate the employee’s perception of the recruitment and selection process of Square Pharmaceutical Ltd.

Objective of the Study

The prime objective of the study is to examine Human Resource Policies and Practices of Square Pharmaceuticals.
The specific objectives of this report are given below:

2. To study briefly about Square Pharmaceuticals Ltd.
3. To examine the various steps of recruitment and selection process of Square
Pharmaceuticals Ltd.
4. To identify the problems regarding recruitment and selection process of Square
Pharmaceuticals Ltd.
5. To suggest some improvements regarding the problems of recruitment and selection
process.

Limitations

Primary limitation of this report is that it is based on facts, accumulated from word of mouth, while consulting secondary data. Every employees of this organization are very responsible and maintaining confidentiality to their work, so as an Intern my access in those works are limited. I was only given information that SPL permits me to publish in my report. Because of their job responsibility and busyness, as an Intern it’s difficult for me to ask every employee in which way they are performing in that organization..As the report is not a comprehensive one, rather based on a single facility of square Pharmaceuticals Ltd. and also based on a limited number of department employees, so the ultimate decision may not be drawn about the whole organizations recruitment and selection process. Moreover only three months is not enough to know all information about an organization.

Methodology
I. Primary Data: Primary data is a type of information that is obtained directly from firsthand sources by means of surveys, observation or experimentation. Primary data have been collected from 2 Senior Executive (HRD) and Executive (HRD) of Square Pharmaceuticals Ltd through formal and informal interviews.

Methodology of the Study
Methodology is an important part of the study. It is designed in such a way so that it correspondent to achieve the objective of the study. It includes sampling procedure, data collection procedure, and also procedure of analysis the data. The information used to prepare this report has been collected from both primary source that has been collected formal and informal interviews and secondary source that has been collected from annual reports, articles and online which together provided more comprehensive information. Sample area: Human Resource Department, Sales Department, Corporate Head Quarter of Square Pharmaceuticals Ltd.

Sample Size: For conducting survey I have selected 22 employees of SPL from Sales and Human Resource department as a sample size.
Sources of data collection: In order to make the report more meaningful and accurate, to sources of data and information have been used. These are primary sources and secondary sources.

II. Secondary Data: Secondary data is all the information collected for purposes other than the completion of a research project and it’s used to gain initial insight into the research problem. It is classified in terms of its source – either internal or external. Secondary data have been collected from different Journal, Newspaper, Annual Report, Selected Books published and unpublished data.

Organizational Profile

Overview of the Organization

Square Pharmaceuticals Ltd., the flagship company, is holding the strong leadership position in the pharmaceutical industry of Bangladesh since 1985 and is now on its way to becoming a high performance global player. Square is a group of more than 30 companies that are operating throughout the country. Most of these companies are renowned around the nation for their quality product / service and also for transparent and ethical business policies.

SQUARE today symbolizes a name – a state of mind. But its journey to the growth and prosperity has been no bed of roses. From the inception in 1958, it has today burgeoned into one of the top line conglomerates in Bangladesh. Square Pharmaceuticals Ltd., the flagship company, is holding the strong leadership position in the pharmaceutical industry of Bangladesh since 1985 and is now on its way to becoming a high performance global player. SQUARE Pharmaceuticals Limited is the largest pharmaceutical company in Bangladesh and it has been continuously in the 1st position among all national and multinational companies since 1985. It was established in 1958 and converted into a public limited company in 1991. The sales turnover of SPL was more than Taka 5 Billion (US$ 90 million) with about 15% market share (April 2003 – March 2004) having a growth rate of about 16%.

SPL waso First to manufacture and market Metronidazole, Ampicillin and Cotrimoxazole after the
expiry of patents.

o First to export antibiotics and other ethical drugs overseas.
o First to develop sustained release technology locally.
o First to achieve an all time industry high record sales turnover of US$ 25 million.
o First to locally produce high tech Metered dose Inhalation (MDI) formulations.

SQUARE Pharmaceuticals Limited has extended its range of services towards the highway of global market. SPL pioneered exports of medicines from Bangladesh in 1981 and has been exporting antibiotics and other pharmaceutical products. This extension in business and services has manifested the credibility of Square Pharmaceuticals Limited.

Looking Beyond the Horizon

Corporate History

The company was founded in 1958 by Samson H. Chowdhury along with three of his friend as a private firm. It went public in 1991 and is currently listed on the Dhaka Stock exchange. Square Pharmaceuticals Ltd., the flagship company, is holding the strong leadership position in the pharmaceutical industry of Bangladesh since 1985 and it has been continuously in the 1st position among all national and multinational companies since 1985. Square Pharmaceuticals Ltd is now on its way to becoming a high performance global player.

Human Resource Department
SQUARE, with its progressive business outlook, believes and practices corporate work culture with a classic blend of efficiency and equity. SQUARE believes in company growth by increasing efficiency level of employees and for that offering excellent environment and support for skill and knowledge up gradation. SQUARE values productivity as the spontaneous contribution of Human Resources. Strategic Human Resource Development Programs are the energy sources for SQUARE HR for running towards the zenith of success. Flow of clear and specific information and justification of queries play the vital role to ensure the market reputation of SQUARE as the most trusted and transparent company and it enriches the motivation level of HR who are the real contributors and owners of his/her own jobs. At SQUARE, HRD symbolizes the unique blending of professionalism as well as sharing the stress and success equally like a family where every member has deep concern, feelings and pride for their own company SQUARE.HR ensures the strong supporting role to develop & implement HR policy guidelines for ensuring uninterrupted operation and spontaneous participation to achieve organizational objective as well as fulfillment of employee needs. HR is maintaining an effective way to deal with labor union and still no unrest has been recorded as dispute Personnel working here are taking care of SQUARE as it is their own family.

The major functions implemented by this department are as follows:

b) Recruitment and staffing policies and processes
c) Orientation and socializing new recruits and organizational members
d) Employee training and development facilitations and management
e) Employee performance management and evaluation
f) Compensation and benefits determination as per job evaluation
g) Talent retention strategies
h) Facilitating career development and enrichment of human resources
i) Maintaining and updating databases of manpower/personnel
j) Maintaining liaison and communication with past. present and potential employees
k) Going through capability and disciplinary procedures for further “actions” .

With around 7500 employees, SQUARE Pharmaceuticals Ltd. also has to follow the above trends.

Specific Responsibilities

Jobs I have done through my internship program:

■ CV Sorting:
In the process of selecting candidates starts with sorting out CVs. I have worked a lot in sorting out CVs initially, especially in the position of MPO selection, Surveyor selection, and Production Executive selection. There I was asked to give emphasis on the education qualifications, previous working experience and whether the candidate has done relevant training program which will appropriate for the given job responsibilities. After the initial screening has done I had to input all the relevant information of the selected candidates in their database and create CV summary for every candidates.

■ Organogram update by using VISIO software:
SPL in a regular basis update their organization organogram by using Visio. While updating the organization’s organogram I have learnt the use of Visio software and the procedure of updating an organization’s organ gram. Here I have put the individuals according to the hierarchy.

■ Invigilating the written test:
I got a chance to take part as an invigilator in the written test of Production Executive (Quality Control). There were two shifts from 2pm to 3:30 and 3:40pm to 5:10pm. In each shift there were almost 35 candidates and I noticed that almost every selected employee for the written test took part in the exam which is definitely a sign of appropriate recruitment process. Apart from this I have taken many Medical Promotion Officer (MPO) promotion test.

■ Script evaluation:
Through my internship program I have evaluated about 320 number of scripts for different positions, The evaluation process of Square Pharmaceuticals Ltd is very simple they mostly prefer MCQ questions which is divided into three parts; Language Proficiency, Arithmetic and Analytical Ability. Each question contains 1 marks and there is no negative marking for incorrect answer but double marking is considered as wrong answer,

■ Result Sheet preparation:
I have also worked in preparing result sheet both in terms of external selection and internal employee selection for promotions. Both structure of result sheet is same but the evaluation criteria are different. In the external employee selection the result sheet is prepared based on the average number of written test and viva but on the other hand in the internal employee selection process for promotion along with the employee written test and viva organization
also consider performance of employee both in training session and work performance.

■ Prepared slide on Corporate Social Responsibility of SPL:
I have prepared power point slides on the Corporate Social Responsibilities of Square Pharmaceuticals Ltd which was presented in the orientation program organized for the new Executives.

■ Trainer profile creation:
There are more than 50(changing constantly) internal trainer in the organization which is also the employee of SPL. I have worked in creating trainers profile which includes the education qualifications, experience and special ability of the trainer.

■ SAP task for time management:
The SAP ERP software is Enterprise Resource Planning software built by SAP Company (Systems, Applications and Products). This SAP ERP is financial management software mainly used by businesses to improve on productivity and general efficiency of the business. SAP is especially well-known for its Enterprise Resource Planning (ERP) and Data management Program. I have done SAP time management task which was linked with a XL file. I imported
data from XL file and did the rest of functional task as per instruction

■ Worked in SOP project:
Standard Operation Procedure, it is a systematic recruitment and selection process. I was directly involved in a SOP project when the sales department sent a requisition for 2 Executives, First the department that needs employee will have to fill up a form and will mention the reason why internal recruitment is not possible. Then the GM Sales head of sales department approve it and then EDM will also have to approve it. Then HR will investigate everything and release a circular which must be in online, no hardcopy CV is accepted. Then interested applicants will drop their CV in online and an initial screening will be carried out. Above 600 applicants drop their CV and based on Public and top 5 private universities and CGPA initial screening is conducted where only 60 or 70 applicants are selected and asked to sit for the written test. Based on written test 15 to 20 applicants get call for interview and lastly two required candidates are selected.

Recruitment & Selection process ofSPL (MPO)

Overall Recruitment and Selection Process of SPL:

The procedures of recruitment and selection process in SPL are generally driven by a desire to be fair. However, there may in some cases need to be a better balance of fairness and operating a quick and effective process. Careful consideration of policies and procedures may identify unnecessarily bureaucratic practices. Each year SPL recruit above 100 numbers of Medical Promotion Officer (MPO) those are mainly chosen for field work. During my internship program I got the opportunity to take part in the recruitment and selection process for this post. From the beginning to end SPL follows a very systematic procedure which leads them to hire effective people. The below discussion is on the entire process of recruiting and selection process of SPL for the position of MPO.

steps in recruitment and selection

1. Employee Budget:
Every department prepares a budget of employee according to the requirements in their department. It may be at the beginning of the year or when vacancy is created or someone leaves one’s job. SPL hire around 400 employees for MPO position each year. The budget depends on the number of manpower requisition.

2. Requisition:
After making employee budget they give a requisition to HRD mentoring specific number of employee they need. Moreover, job description, job specification and other requirements are mentioned here.

3. Justification:
Given requisition is verified, justification and confirmed through analysis whether the requisition is logical or not, If the HRD thinks the requisition is reasonable it precedes the recruitment process otherwise they resend the requisition letter to the particular department to verify their need.

4. Approval:

After getting the authenticity of requisition, HRD gives a recommendation on it. The requisition must be approved by top management.

5. Advertisement:

When the requisition is approved they give advertisement in different ways to attract the probable employees. The means they use to attract the employees are:

*Newspaper
*Job Sites
*Web- Sites
*Sending mail to the existing employees.

Candidates get 10 days to apply for the post.

6. Receiving CV:
From different means of media CVs are collected and piled up for initial screening.

7. Sort-out:
From here recruitment process ends and selection process starts. Most of the candidates are rejected in the initial screening time because of inferior quality.

8. Written test:

They arrange for a written (in 100) to get quality students from different private and public universities. Among them who get 50% number are selected for interview.

9. Viva-voce:

After the written test every passed candidates get a chance to take part in the viva-voce. The viva-voce conducts into two parts. First one is preliminary and other is final.

10. Approval from authority:

Overall processes as well as the candidates are approved by the Approval Authority.

11. Medical Check-up:

Medical checkup is mandatory for candidates. They are checked from Square Hospital on free of cost.

12. Job offering:

Finally, the job is offered to the candidates and is introduced with the organization polices. Moreover, a negotiation of is occurred and asked the candidate whether he is agreed with the terms and conditions of the organization and the offered salary if so then is told to join as early as possible.

13. Appointment:

If the employee is physically fit and agreed with all the terms and condition then the candidate is appointed finally.

Analysis and Findings of the Project:
In terms of finding the gaps of recruitment process I have conducted a survey within SPL where the number of respondent was 22 and the respondents were Executives and Managers who are directly involve in the recruitment process so that my survey will be more reliable. In the below discussion the results of survey is briefly described.

Question 1: Does SPL recruits fresh graduates (without experience)

fresh graduate

The graph shows that, above 32% of employees strongly agreed and 59% of respondent agreed that SPL recruits fresh graduates. Thus, it is very inspiring for the youth which helps SPL to create a better image in the outside market. The reason behind recruiting fresh graduates is that they can create their manpower based on the organization culture by relevant training which helps SPL to build a productive manpower.

Question 2: SPL recruits post graduates for the same position.

poet graduate

The graph shows that above 50% of respondent agreed and 14% strongly agreed that SPL recruit post graduates besides graduates for the MPO post. However, SPL should emphasis on this regard that this recruitment criterion might discourage potential fresh graduates to apply for the post and thus SPL might fail to attract talented candidate.

Question 3: In times of selecting candidates SPL consider outlook of the candidates 

selecting candidate

The graph shows that, there are different responses on regarding of considering outlook while selecting candidates. 18% of respondent strongly agreed and 27% agreed that SPL consider outlook where 32% of respondent were neutral that means these 32% respondent cannot directly deny the fact. The reason behind considering outlook is that, the MPOs are the representative of the organization and directly affect the image of the company.

Question 4: Employees are satisfied with their organization.

employee satisfaction

The graph shows us; among all the respondent 50% agreed and 41% strongly agreed that SPL keeps their employee satisfied which is a big success for the organization. Thus, it represents that SPL is one of those successful company which does not only conduct their business activity just to earn money but also give enough emphasis on building a satisfying stakeholders.

Findings of the project:

The findings of the project on the recruitment and selection process of SPL are briefly stated below:-

  • SPL encourages fresh graduates to start their career in their organization. The reason behind recruiting fresh graduates is that they can create their manpower based on the organization culture by providing relevant training which helps SPL to create a productive manpower.
  • SPL recruits post graduates besides graduates for the MPO post. However, SPL should emphasis on this regard as this recruitment criterion might discourage potential fresh graduates to apply for the post and thus SPL might fail to attract talented candidate.
  • SPL consider the outlook of the candidates and the reason behind considering outlook on the reference of some officials is that, the MPOs are the representative of the organization and directly affect the image of the company.
  • Based on employee skills, educational background, experience of work employee can be recruited in the organization.
  • SPL has a structured and standard selection process. This is strictly followed by the selection board that is empowered by the organization to avoid any unfair activities during hiring employees
  • SPL is among one of those successful companies which does not only conduct their business activity just to earn money but also give enough emphasis on building a satisfying stakeholders.
  • Most of the employees are highly motivated and satisfied working with their seniors and subordinates. However, management must be more concern of tackling employee grievance to avoid any sort mismanagement

Recommendation & Conclusion

Recommendation

SPL has extremely wonderful and systematical working techniques. To recommend SPL is quite difficult thing for me as an internee. The new changing HR professionals carry with new responsibilities and confronts. But all things around us are changing at an accelerating rate. Given the fast changing, dynamic global economy and the increasing pressure of globalization, liberalization, consolidation and disintermediation, it is essential that SQUARE Pharmaceuticals has a robust recruiting and selection policies and procedures that are sensitive to these changes. I have found some points to be noticed to Recruitment and Selection section for betterment of SPL.

1. To make recruitment and selection process more effective, top management as well as executives should be aware about the length of time consumed for total hiring process.

2. Top management should response promptly about their final selection decision to the HR team

3. Top management should make the total recruitment and selection procedure easier and faster to overcome all the drawbacks of present hiring procedure and to ensure that managers cut down unnecessary bureaucratic rules and process.

4. SPL should too much careful about Recruitment and selection process, so that turnover rate is reduced than previous year as SPL is facing problem with the huge turnover rate in the field force.

5. The key to reducing bureaucracy for managers is to ensure that they are properly trained and fully understand the implication of the legal framework; the aims of the authority and good practice in recruitment and selection process.

6. HR often faces difficulties to accommodate trainee as there is not enough room to conduct training session. Therefore, HR should ensure a number of new training rooms to conduct training smoothly.

7. SQUARE should hire more employee in HR as they often face problem dealing with huge field force.

Conclusion

Square Pharmaceuticals Ltd. represents an organization that thrives for continuous learning and organizational development. For them, organizational development includes a creation of a strongly-bonded culture; maintaining discipline; continuously adapting to changes resulting from both internal and external environment; developing human resources through ongoing development and evaluation initiatives; and completing tasks and goals within a given time frame. SPL continually focusing on corporate social responsibility and adapting to changes will automatically lead to successful company. Thus, developing a strong HR department for organization development is becoming an important aspect for the company.

The primary objective of this report was to analyze and understand the effectiveness of the recruitment and selection process of SQUARE Pharmaceuticals Ltd. As the research showed, the company is continually applying development initiatives to enhance its recruitment and selection procedures to ensure right people in the place.From my experience I have observed that SPL maintain their recruitment & selection process in a very systematic and full planned way. In many organizations it is a common practice where in case of recruitment decisions are influenced by many unexpected powerful authority which leads to an inappropriate employee selection. However, SPL being a
reputed organization with such a high profile hardly goes out of their principles and thus SPL can proudly declare that the entire recruitment process is appropriate and free from any sort of unfair activities.

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