Recruitment Policy and Employee Motivation. The Case of the Vital Events Registration Agency in Addis Ababa, Ethiopia.

Contents

Abstract

Acknowledgement

CHAPTER ONE
1. Introduction
1.1 Background of the study
1.2 Statement of the problem
1.3 .General Objective of the study
1.4 Research Question
1.5 Significance/Importance of the study
1.6 Scope of the study
1.7. Description of the Study Area
1.7.1. Historical background and Administrative Structure of the Study Area
1.7.2. Location and Altitude
1.7.3. Population
Figure 1.1. - The Map of Gulelle Sub-city
2. Literature Review
1.7 Selection
1.8 Employee Motivation
2.3.3.1. Motivational Challenges
2.3.3.2. Advantages of Employee Motivation
2.3.3.3. Disadvantages of Motivating Staff

CHAPTER THREE
3. Research Design and Methodology
3.2. Research Design
3.2.1. Research Approach
3.4. Methods of Data Collection
3.6. Sampling Technique
3.6.1. Population
3.6.2. Sampling frame
3.6.3. Sampling unit
3.6.4. SamplingDesign (sampling size)
3.8. Data Presentation
3.9. Limitations
3.10. Ethical Considerations

CHAPTER FOUR
4. Data Discussion and Interpretation
1.9. Human Resource Policy of Addis Ababa city Administration Vital Events Registration Agency
1.10 Data Presentation and Analysis
3.1.1.1 Management Respondent Personal Information
3.1.1.2 Employee Respondent Personal Information
3.1.1.3 Answers to Interview Conducted with Human Resource Head
Summary of Findings
Recruitment and Selection
Motivation

CHAPTER FIVE
2. Conclusion and recommendation
2.1.Conclusion
2.1 Recommendation

References

Time Schedule of the Study (2016/2017)

Annex II

5.2. Budget Proposal

Abstract

This study was conducted with the general objective of assessing the current recruitment policy and employee motivation practice on job satisfaction of Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate .

To meet the above mentioned objective, the study was designed to state (Identify) the purpose and importance of recruitment and selection policy and employee motivation practice and factors that hinders not to properly accomplish the recruitment policy and employee motivation, and what are the sources of recruitment used in Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate.

The study is based on both primary and secondary data. The secondary data, which were collected from company annual reports of Human Resource Department and the primary data were collected through questionnaire and interview. The questionnaire was distributed to employees (management members and employees) at the main office who were selected using random sampling technique. The interview was conducted with the Human Resource Head. The study used correlation data analysis techniques.

Acknowledgement

First of all I would like to thank my almighty God for helping me to prepare this Research paper.

Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate has to be complemented for its cooperation and support for the success of this study.

My heartfelt compliment should be given to my all family members for their relentless support thorough out my study.

CHAPTER ONE

1. Introduction

The main objective of all kinds of organizations will be to meet their purpose and to achieve the mission on that the organization established for; one of the most important components towards the economic growth of any country is executing proper management of employees in the working environment. However, it is hard to keep the interest of all members in the civil community. Management should exert its effort to understand the need of the workers in the organization. If not, the work morale of employees will fail and the output in effect will be worst. “The objective of an organization can be achieved only through the efforts of people”. Joshi, M (2013) P-52.

It is clear that better performance can only be achieved by utilizing properly the organizations main resource which is human being. If these resources are not handled well, motivated well in terms of promotion, proper payment, work conditions and facilities, training support for education, fringe benefits, incentives, insurance and health service, it will be difficult to rely on the employee (personnel) effectiveness and productivity. People can be motivated to use their ability productivity and to behave in positive ways. Opportunity, here means that people will perform well, especially in high-quality work, and participate in wider activities than their strict role requires; these might include team initiative or problem solving, if the opportunity is given to them. Greener, T (2010) P-50.

In line with motivation, recruitment has to get serious attention in human resource development. The term “recruitment” refers to the first stage in the process of filling of vacancies in an organization. These vacancies may arise on account of the creation of a new position and resignation/termination of an existing employee. Joshi, M (2013). P-24

It will be important to have a policy on recruitment for any organization. This ensures that everyone who is involved in recruitment activities is working consistently towards the same goals, using the same procedures, and reviewing results with the same criteria”. In this way, the process can be better managed to achieve your business aims. Garmer. E (2012) P-20. After the recruitment process will be handled properly selection process should be taken place.

Motivation “involves providing leadership for subordinates, and also requires the ability to inspire them to put in their best efforts in achieving the organization’s objectives, by creating good morale or working spirit among all employees. The objectives of an organization can be achieved only through the efforts of people”. Joshi, M (2013) P-52.

The Encarta dictionary says that motivate means “give somebody incentive” or “make somebody willing”. Quinn, S (2010) P-52.

The most important activities of leaders are those that clarify the path to various goals of interest to subordinates, thus effective leaders form a connection between subordinate goals and organizational goals. Since leadership is about increasing group performance through motivation, the leader must be more concerned with job satisfaction and the creation of a clear picture of how subordinates can gain rewards based on performance. Leadership and Motivation. (from website).

“Motivation requires the ability to inspire them to put in their best efforts in achieving the organization’s objectives, by creating good morale or working spirit among all employees. The objectives of an organization can be achieved only through the efforts of people. And people need to be motivated in an understanding way to put in their best”. Joshi, M (2013) P-52.

As it is made clearly in the above definitions if recruiting, selecting and motivating of personnel couldn’t be handled properly or if a wrong personnel is recruited and or poor motivation will be carried out the result could become dissatisfaction, poor performance and turnover in personnel should happen.

1.1 Background of the study

The management is a conventional staff & line arrangement with in the following departments, Contract Administration and Supervision Department, Design Department, Human Resources department, finance department, and Corporate Communication.

1.2 Statement of the problem

Therefore, the success and failure of effectiveness of an organization in providing the product or service is highly dependent up on effective utilization of human resource. Ivancevich, John (1986:123) indicated that, employees are not only the most important resource a firm has, but they are also among the most expensive. What logically here is that in order to achieve its goals and full fill their missions any organization needs effective human resource then the researcher will be assess the importance of recruitment and employee motivation function in Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate. The study should be tried to know the major factors that affect recruitment policy and employee motivation practice of Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate.

1.3 .General Objective of the study

To assess the practices and problems of recruitment and employees’ motivation in the case of the Addis Ababa city Administration Vital Events Registration Agency.

1.3.1. Specific objectives

The study was guided by the following specific objectives.

1. To assess the importance of recruitment and employee motivation function in Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate.
2. To identify the problems on the subject with regard to the principles and existing policies of recruitment and employee motivation function in Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate.
3. To make recommendations and give possible solutions, this may help the company to improve its existing recruitment and employee motivation policies and its implementations.

1.4 Research Question

The study was tried to seek answers for the following basic questions

1. What are the methods which the company implement to address the people for announcement of vacant positions?
2. How does the recruitment and selection method provide best employees to the organization?
3. How the company is implementing the motivation policy?

1.5 Significance/Importance of the study

The importance of conducting this research can be put as follows:

1. This research once carried out can be used as a base for other researchers to conduct further studies.
2. The study was tried to know the major factors that affect recruitment policy and employee motivation practice of Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate.
3. The study was developed an experience for me in area such as research techniques and reporting methods.
4. The study helps Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate to improve the recruitment and employee motivation method and procedures to decrease employee turnover.

1.6 Scope of the study

Recruitment, selection & motivation as one of the activity of human resources, is carried out at any organization. However, the study was delimited (enclosed) to the assessment of recruitment policy and employee motivation practice on job satisfaction.

To make the research complete, it should be good to have necessary information from the Addis Ababa city Administration Vital Events Registration Agency Human Resource Directorate located in Addis Ababa.

1.7. Description of the Study Area

This section briefly presented the general description of the study area as follows;

1.7.1. Historical background and Administrative Structure of the Study Area

Historically, Addis Ababa was established by Emperor Menelik II in 1886. It is the capital city of Ethiopia and chartered city, having three layers of government, city government at the top, 10 sub city administrations in the middle (Arada, Kirkos, Gulelle, Kolfekeranyo, Akaki-kality, Nefas silk Lafto, Lideta, Bole, Addis ketema and Yeka Sub city) and 116 kebeles at the bottom. Moreover it is the diplomatic city of Africa hence a seat of African Union (AU) and the United Nations Economic commissions for Africa (UNECA).

1.7.2. Location and Altitude

Addis Ababa lies at an altitude of 2,300 meters and is a grassland biome, located at 9°1′48″N 38°44′24″E Coordinates: 9°1′48″N 38°44′24″E. The city lies at the foot of Mount Entoto and forms part of the watershed for the Awash. From its lowest point, around Bole International Airport, at 2,326 meters above sea level in the southern periphery, the city rises to over 3,000 meters in the Entoto Mountains to the north. Addis Ababa has a subtropical highland climate The city has a complex mix of highland climate zones, with temperature differences of up to 10 °C, depending on elevation and prevailing wind patterns. The high elevation moderates temperatures year-round, and the city's position near the equator means that temperatures are very constant from month to month the sub city has a total area of 3224.85 hectare .Topographically the sub city is mountainous. This mountain is covered with forest and it is part of the city’s green area. The forest has both economic and environmental usage.

1.7.3. Population

According to the census of 2007, the population of the city was 2,738,248 out of which 1,304,518 are males and 1,433,750 are females. The family size in the city is 4.1 (CSA, 2007). With regard to age distribution, the working population (15-64)1 has a lion share of the total population i.e. 73 percent, 35percent for male and 38percent for female (Ephrem Setegn,2010). Therefore, the city administration should give great attention to female and youth since they have greater number as well as active section of the society, so that they can access to employment opportunity Gulelle sub city is found at northern part of Addis Ababa and the total population of as of 2007 census CSA report was 267,381. The sub city is administratively categorized in 10 woredas. There are 67 kindergarten, 52 primary and 10 preparatory schools including both public and private (Addis Ababa integrated land planning information, 2013).

Abbildung in dieser Leseprobe nicht enthalten

Figure 1.1. - The Map of Gulelle Sub-city

Source: Addis Ababa Urban Land Development and Management Agency (2017)

1.6.3. Population

According to the census of 2007, the population of the city was 2,738,248 out of which 1,304,518 are males and 1,433,750 are females. The family size in the city is 4.1 (CSA, 2007). With regard to age distribution, the working population (15-64)1 has a lion share of the total population i.e. 73 percent, 35percent for male and 38percent for female (Ephrem Setegn,2010). Therefore, the city administration should give great attention to female and youth since they have greater number as well as active section of the society, so that they can access to employment opportunity Gulelle sub city is found at central part of Addis Ababa and the total population of as of 2007 census CSA report was 224,471. The sub city is administratively categorized in 10 woredas. (Addis Ababa integrated land planning information, 2013).

1.7. Organization of the Thesis

The paper should be structured in such a way that the first chapter covers introduction, statement of the problem, research question, and objectives of the study, methodology, significance/importance of the study, scope and structure of the paper. The second chapter consists of review literature, Chapter three could be focuses on data presentation and analysis and Chapter four encompasses Conclusion and Recommendation. Bibliography, list of interview questions and questioner is annex at the end of the finding.

CHAPTER TWO

2. Literature Review

The human resource management is a key managerial activity in all organization. It is decisive in organizational competitiveness and ability to full fill its mission. Every organization, whether profit or non-profit making, has its own mission which it endeavours to achieve during its existence. Therefore, the success and failure of effectiveness of an organization in providing the product or service is highly dependent up on effective utilization of human resource. Ivancevich, John (1986:123) indicated that, employees are not only the most important resource a firm has, but they are also among the most expensive. What logically here is that in order to achieve its goals and full fill its mission any organization needs effective human resource.

Based on the topic of this study the review literature thoroughly discuss on the theory or concept of recruitment policy, selection and motivation on job satisfaction. These three are integral parts of any human resource management function.

Workers are employed through recruitment process; this process has to be well designed to gain appropriate employees. Thus, this Thesis part was discussed on objective purpose and importance, factor affecting, sources and process of recruitment.

Even though, selection is also parts of recruitment, its objective, importance, factors affecting, criteria and process.

This part also gives theoretical knowledge what motivation is and how it is implemented in the organization. Its purpose, challenges, advantages, disadvantages, approaches, concepts are also will be discussed.

The review literature on these basic concepts is based on available books and information posted on internets. The data collection, analysis, conclusion and recommendation of this paper were based on the concepts grasped from these materials.

Abbildung in dieser Leseprobe nicht enthalten

Figure 1. Factors affecting recruitment (Ivancevich, John 1986:134)

1.6.1 Sources of recruitment

Armstrong, Michael (1996:258) indicated that, every organization has the option of choosing the candidates for its recruitment processes from two kinds of sources: internal and external sources. The sources within the organization itself (like transfer of employees from one department to other, promotions) to fill a position are known as the internal sources of recruitment. Recruitment candidates from all the other sources (like outsourcing agencies etc.) are known as the external sources of the recruitment.“There are an unlimited number of resources that you can tap into to help you find candidates. Most sourcing takes place online, so it stands to reason that our three favorite resources are web based. Internet- The World Wide Web is a huge database just waiting for you to tap into-and It’s free. Using your favorite web browser and your identified keywords, you can use the internet to dig up resumes, publications, presentations, announcements, directories, employee lists, etc that will identify possible candidates for you to consider for your openings. Once you find a name and contact information you can reach out to share your opportunity. Resume Banks – Major job boands (i.e Monster, careerbuilder, DICE) and even professional associations offer resume banks – most often at a cost to users. Candidates looking for jobs can upload their resume for prospective employeers to review. All you have to do is to search the site using the deywords you have developed for your opening. Both pro and a conl, often these resumes stay in the system “forever”. It’s possible when searching a resume bank you to find a candidate that is no longer available or their resume may be out of date and missing relevant experience. But if you find a potential match, you can often reach out to obtain current information and to ascertain internet. Social Media – Social Media is another ever growing tool at at your fingertips, and like the internet, it’s a free resource. As social media applications are always being added and fall out of popularity, it were important to stay on top of the latest and greatest ones to ensure you are connecting with the “hot” social tool of the moment. Keep in mind the characteristics of the candidate you ideally want to locate – that will help you decide which social media outlets to target. Like other resources, utilize your keyword list to search through subscribers to find a potential match”. “ Critical Touch points of recruitment” 1st edition, 2014 Strategic HR. PP 26 & 27.

SOURCES OF RECRUITMENT

Abbildung in dieser Leseprobe nicht enthalten

Figure 2. Sources of recruitment Armstrong, Michael (1996:258)

1.6.2 The Recruitment Process

Armstrong, Michael (1996:258) discussed that, the recruitment and selection is the major function of the human resource department and recruitment process is the first step towards creating the competitive strength and the recruitment strategic advantage for the organizations. Recruitment process involves a systematic procedure from sourcing the candidates to arranging and conducting the interviews and requires many resources and time. A general recruitment process is as follows: - Posts to be filled, Number of persons, Duties to be performed, Qualifications required, Preparing the job description and person specification, Locating and developing the sources of required number and type of employees (Advertising etc),Short-listing and identifying the prospective employee with required characteristics, Arranging the interviews with the selected candidates, and Conducting the interview and decision making

Abbildung in dieser Leseprobe nicht enthalten

Figure 3. Recruitment process

1. Identify vacancy
2. Prepare job description and person specification
3. Advertising the vacancy
4. Managing the response
5. Short-listing
6. Arrange interviews
7. Conducting interview and decision making

The recruitment process is immediately followed by the selection process i.e. the final interviews and the decision making, conveying the decision and the appointment.

1.7 Selection

1.7.1 Selection:-An Overview

Ivancevich, John, (1986:140) said that, the first step in any selection process is attracting an adequate number of appropriate candidates. Job and organizational characteristics such as pay, career progression, location, and opportunities for advancement, are all related to organizational attractiveness. Less tangible factors, such the image/identity/reputation that candidates ascribe to an organization, are just as important in making an employer attractive.

Selection is an integral part of the process of staffing an organization when employment planning leads managers to expect that additional people was needed to get the worked one, recruiting takes place. Selection involves deciding who from the poll gets the job offer.

Selection is the process by which managers choose from a pool of applicants the person or persons who are most likely to meet the criteria of the job opening given the external and organizational conditions. “Selection and recruitment is severely hampered if we are blinkered about the kind of people who can do a job. When we discriminate against candidates because of who they are, we seriously restrict our choices, harm our business and offend people. The only kind of discrimination in recruitment and selection should be discrimination in favour of those who can do the job”. Eric Garner (2012: 22)

By engaging in a continuous recruiting and selection process for both present and future job openings and organization should be in a better position to locate and employee the type of talent that best meet its requirements.

1.7.2 Importance of Selection

The basic objective of selection is to obtain the employees most likely to meet the organization’s standard of performance (Megginson, 1981:156) noticed several things about selection among them:-It is a matter of personal judgment; In selection employees, there must be some criterion for measuring the extent to which employees perform a given job successfully; There must be same predictors that can be used to estimate whether an applicant can and will meet the performance criteria.

1.7.3 Factors Affecting Selection

Ivancerich, John(2004:312) said that, there are a number of factors that affect the selection process among those the common ones are :-The internal environment- the nature of the organization doing the selecting affect the process it uses private and public sectors use different methods; The labor market within which the organization functions: if there are many applicants the selection decision can be complicated. When there are few applicants it is relatively easy; Government Requirement; Union Requirement- if the organization is wholly or partly unionized union membership prior to or shortly after hiring is a factor in the selection decision; Composition of labor force; Location of the organization; the size the complexity, technological volatility and nature of the organization.

1.7.4 Selection Criteria

Ivancerich.John (2004:320) discussed those reasonable criteria for the choice must be set prior to selection. If a selection program is to be successful, the employee characteristics believed necessary for effective performance on the job should be stated explicitly in the job specification.

The criteria for selection are affected by the nature of the employee, the task and the supervisor employee attitudes and preferences, abilities and altitudes required vary with the task.

Reliability: Refers to a selection technique’s freedom from systematic errors of measurement or its consistency under different conditions it is internally referenced.

Reliability can be determined by correlating scores from two alternate forms of a selection device (for example, test or interview) if the scores are the same or similar, the test is said to yield reliable scores.

Validity: refers to the extent to which a score or measure is an accurate predictor success. It is externally referenced. Validity also measure how well scores relate to some other measure of behavior, such as job performance.

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