Azerbaijani Coca-Cola Hrm Proposal for Personal Assistant
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Azerbaijani Coca-Cola HRM Proposal ! for Personal Assistant!
WEN Qi
1 Recruitment
A personal assistant to general manager is someone who assists in daily business or personal tasks of general manager.
1.1 Job analysis
1.1.1 Personal Assistant Job Description • Arranging travel and accommodation • Calendar management, monitor and deal with telephone calls or e-mails, relay messages or refer callers as appropriate or as directed • Handle all aspects of meeting arrangements and supporting documentation, conference calls, including administrative support as required • Keeping and maintaining an accurate record of papers and electronic correspondence on behalf of the GM • Minute general meetings as required • Dealing with incoming e-mail, faxes and post 1.1.2 Personal Assistant Job Requirements • University degree • PA experience in supporting a senior manager and their team is essential • Excellent knowledge of Azerbaijani and English, Russian is a plus • Excellent knowledge of MS Office • Strong interpersonal skills • Excellent organizational skills • Excellent written and oral communication skills • Proven ability to work under pressure and to tight deadlines
1.2 Recruitment planning
Use external recruitment. External recruitment is the process of searching outside of the current employee pool to fill open position in an organization. It makes the organization can approach to a larger pool of applications, which increases the organization’s chance of finding the right person to fit the job even the organizational strategies. And it provides opportunities for a fresh outlook on the industry that a company may need to keep its competitive advantages. Also it will bring in fresh blood from the outside which can help motivate the achieve more in hopes of obtaining the next promotional opportunity. What’s more, looking outside the company also allows Coca-cola to target the key players that may make its competition successful. Finally, hiring an external candidate also develop many opportunities to find more experienced and highly-qualified and skilled candidates who help Coca-cola meet its diversity requirements. Azerbaijan Coca-Cola is currently looking for 2 personal assistant to general manager. According to the recruiting yield pyramid, we need 2 new hires, so we will make 4 offers, and 6 candidates interviewed, 8 candidates invited and 32 leads.
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The recruiters are including HR recruiters and GMs. The HR recruiters have rich knowledges and experience in recruiting, they can provide professional advices and make exact decision if the candidate can fit the job and organization. And inviting GMs into the selection can make sure the new hire can cater to the GMs’ needs.
1.3 Recruitment strategy
1.3.1 Choose targeted recruitment Because personal assistant is required many specific skills such as interpersonal skills, organizational skills, written and oral communication skills, and it requires the candidates have the knowledges of English and Azerbaijani. So targeted recruitment can focus on the job specification and demographics. 1.3.2 Choose the sources of recruitment • Focused advertising— advertisement can be given in newspapers and professional journals. These advertisements can attract more applicants of highly variable quality. • Internet— through the internet, searching for candidates has acquired a whole new dimension. The informations of Coca-Cola’s recruitment can be spread quickly and wildly. And candidates upload their details and post their CV. Then employers just browse through these CVs or use site search engine to list out people who has those specific skills the Coca-Cola needs. • Universities, schools— can meet all the candidates at a single place, and you can focus on the students who specialized in such knowledge you want, hanse it is the time-saved and effort way to reach the target candidates. 1.3.3 Create and post the message In Coca-Cola, we make it a priority to treat our people well, help them develop and give them a rewarding working life. So the type of message is attractive message, it will emphasize the environment the Coca-Cola created where employees can excel in their performance, develop skills for improvement, move towards their careers goals. As well as, it will emphasize the training and development programmes, what’s more the promotion opportunity.
2 Selection
Once the position has been posted, candidates will apply for the Coca-Cola personal assistant. Candidates will complete an applicant for the position with their CVs.
2.1 Selection Processes
The selection will be conducted in 4 steps Step 1: Applicants scanning All applicants will be reviewed and considered according to their CVs, and make the short list means we will pass the qualified candidates into next processes. In this step, we will ensure that no applicants will be skipped and there will be more than one person assesses their qualifications so that individual opinion or biases are avoided. Alternatively, HR may perform this function. Each recruiter may provide comments to each Applicant’s qualifications as they relate to the minimum requirements of the position.
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Step 2: Panel interview. The interview is the common and most important step in the selection process. It is the opportunity for the employer and pre-empoyees to learn more about each other and reliable information provided by both. After the first run elimination, the interview process can begin. In this step the preparation of the interview is really important, because this is the opportunity to evaluate the skills and competencies and to validate the information the applicant has provided in their application form and his/her CV. Choose one or two questions from each required skill and competency to make your questions. Review the applicant's application form and CV and make note of any issues that you are interested in. The recruiters should take attentions of following: • Make the interview format • List all the questions you want to ask the applicants and give each question its point. • Who is going to ask which questions • The best start date for the position • Prepare the information about the job which the applicants will needs to know but not noted in the job description For the opening of the interview, we will introduce all the interviewers, including their names and job titles. Then, the Chair should introduce the format of the interview so that the candidate can make senses what is going to happen. The format might be: • Introductions of each interviewer • To describe how the interviewer will conduct the interview • The candidate introduce himself/herself and gives an overview of their experience • Each interviewer ask questions which they prepared • Give the interviewee time to ask question at the end of the interview • Inform the interviewee that the result will be contacted either by phone or e-mail later Through the interview, the recruiters can test if the candidates have the required knowledge of Azerbaijani and English or Russian additional. And the hiring manager can exactly know the level of communicational skills of the candidates. Upon completing the interview, interviewers will complete evaluation reports or give feedback with any interview notes. Then make a even shorter list of candidates and pass them into next test. Step 3: Testing and other Selection methods Since some requirements of the personal assistant are difficult to assess through the scanning of their CVs and through the interview. So we need to conduct any other test to select the most suitable candidate. Personality Test: People often believe that certain jobs require unique personalities or temperaments. People must have a specific personality type to be successful at a particular type of job. As the personal assistant to the
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GM, it requires the assistant can be circumspection, patience, sense motive, open mind, flexible and so on. So using the personality test can know well if the candidate’s personality fit the position. Group Exercises: Candidates are given a workshop exercise which is set in limited time and is given a mission. Then the candidates are invited to discuss and complete the mission in a group. During the group exercise, the recruiters can observe and assess the candidates’ interpersonal skills, organizational skills, communication skills, and observe if they have the ability to work under pressure and to tight deadlines. Step 4: Reference check After the step 3, the recruiters will meet together to discuss the candidates then make the final list of candidates. And the last step of the selection is to check the candidates’ reference. The objective of a reference check is to gain information about a candidate’s behavior and work performance from prior employers that could be critical to your decision, regardless of their skills, knowledge, and abilities. As past performance is the best indictor of future success, the references be getl from current and previous supervisors, because they can provide us the candidate’s performance on workplace. After completing the selection process, the offer of finalist will be made.
2.2 New Employees Orientation & Probation Period
Once the new personal assistants enter the company, we will bring them onboard— new employees orientation, we provide a standard HR couple of hours on policies, procedures, company history, goals, culture, work rules. The orientation will last one to two weeks and it enables new employees to meet the whole organization, their direct reports—the GMs and other colleagues. In that way they can leave the orientation with a clear picture of organization which they will work in, what challenges will meet, the goals and their opportunity to assist with progress. From an HR perspective, this may not be the best way for making sure the new personal assistants get the organization overview, but it is good for helping them integrate quickly into the company and service of their GMs. After the orientation, the new personal assistants are in 3 months probation period regularly. During the probation period, they will be assessed by their direct reports— GMs. The assessment include all the job requirement we mention above, as well as their personality. Because the personal assistants service to the GMs, so whether the assistant and the GMs can work in harmony is very important, and it is related to each other’s personality. After 3 months probation period, if the new assistant is qualified the position, he/she will be hired officially, then become a member of Azerbaijani Coca-Cola.
3 Training & Development
To attract and retain the best people, we recognize that we need to invest in their development. We take training and development very seriously. We have continuously invested over the years with the
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aim of strengthening this important area of business performance, placing emphasis on employee development plans, internal talent management. As the personal assistants work for a period, they may have the needs to progress themselves. So we will help to train and develop them.
3.1 Assessment of individual needs
We will let them analyze their needs of development, the analysis include self-assessment and organizational assessment. Self-assessment: The employee identifies his or her skills, abilities, values, strengths and weaknesses. Then compare them to those identified in their job description and review performance assessments. Finally find out the performance distance which is their needs of training. organizational-assessment: The performance assessment and the performance feedback form personal assistants’ supervisors.
3.2 Assessment of position and organization
We will help the personal assistants to assess the requirement of their position at the present time and how the requirements of the position and/or organization may change. Based on their analysis in themselves and their position, we will use the development plan form to ask them the following questions: What goals do you want to achieve in your career? Which of these development goals are most beneficial to you and our company? Then let them to write down what they would like to achieve as goals. Select two or three goals to work on at a time. Set a time planning for achieving their goals.
3.3 Identify the training
According to the information above, Coca-Cola will provide different kinds of training to customized the personal assistants’ individual needs, including on-the-job and off-the-job training. 3.3.1 On-the-job • Job rotation: On a temporary basis, the personal assistants can be given the opportunity to work in a different area of the organization. And keeps their existing job but fills in for or exchanges responsibilities with another employee. Hence they can know the organization more, and work for the GMs better. • Job expanding: As the personal assistant work in the same position for a long time, they may have mastered the requirements of their job and is performing satisfactorily, so they may want greater challenges. Consider assigning new additional duties to they. And the duties to assign should be decided by the assistants themselves and their manager. On anther hand, Coca-Cola with flat organizational structure are starting to give some managerial tasks to experienced staff as a way of keeping those staff challenged. • Special projects: Give an employee an opportunity to work on a project that is normally outside his or her job duties. Hence make them more flexible to the organizational strategy. 3.3.2 Off-the-job
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• Colleges or universities courses: Many colleges and universities offer courses relevant to employees, if the personal assistants have the needs of developing new skills or knowledge, then we will let them attend these classes on their leisure time or we will give them time off with pay to take the courses. And Coca-Cola will pay for the course. • Seminars & Workshops: These opportunities will be offered to the personal assistant either internally or externally. A trainer will be brought into Coca-Cola to provide the training session or the personal assistant will be sent to one of these learning opportunities during work time. After the training, HR staff and personal assistants’ supervisors will appraisal their performance to see if the training is work, and keep monitor the effects of the training, than design if they need to keeping on training or change the training methods or any other decision.
4 Retention
Pay, benefits, personal development, recognition and flexibility all come together under a 'Total Reward' framework which allows our employees to achieve their performance objectives in the short term and career, health and wealth goals in the long term. By making this investment in our people we can drive sustainable growth for the company. That’s the retention policy of Azerbaijani Coca-Cola. Our Total Rewards
4.1 PAY
The base pay is competitive (800USD per month), and incentives are structured in a way that rewards top performers and helps to reinforce that winning and inclusive culture.
4.2 BENEFITS
There are some benefits that we offer across all our territories but we are driven by local market practices and expectations to ensure we stay competitive in each country.
4.3 DEVELOPMENT
We're committed to providing the personal assistants with the tools and resources to achieve your career goals.
4.4 WORK ENVIRONMENT
The health and wellbeing of our employees is really important to us and we know that if you have the right support to balance the demands of work and personal life, the personal assistants are better able to deliver the right results. Flexible working arrangements, holiday entitlement and discount schemes are all available, as well as our employee assistance programme: an independent and confidential service which can provide advice and counseling on anything affecting your everyday life at home or work.
