1. Objective
   

To define the procedure in creating, controlling and publishing of documents that relate to the Infinit-O’s employee job description.

To ensure that the documents are reviewed and approved before it is published.

2. Scope

This procedure applies to all JD’s that will be created based on requested and/or required position.

3. Responsibility

1. Legal and Compliance – will check on format, naming convention and record latest version.

2. HR - Rec – will check if details are complete and accurate such as requirements and responsibilities. 

3. Resource Requestor – will input all necessary details for the position they are requesting.

4. Procedure 

1. Preparation

1. The resource requestor of the position is responsible to prepare the job description.

2. Assigned HR-Rec personnel shall ensure that the essential fields for the Job Description Documents are available. Namely:

1. The header

2. Basic function

3. Key Result Areas and Key Performance Indicators

4. Specific Duties and Responsibilities:

5. Competencies

6. Qualification

7. Education and Experience

3. Resource Requestor shall ensure that the document follows the companies document referencing and naming convention, detailed as follows:

1. Job Reference Number:

1. Shall be: JD_<project/department>_<four-digit number>

It starts with JD (acronym for Job Description) underscore followed by Project/Department (acronym or initials) underscore followed by four (4) digit numbers where the first two digits shall start with the assigned numbers as department/project codes and followed by the two numbers referring to job level. Example is shown in Annex Table 1 & 2 below.

2. File Name

1. Shall be:JD__<project/depatyment>_<four-digit number>(_<version number>  if applicable).pdf

Reference number followed by underscore and followed by the position being sourced. If updates are done on the JD, versioning shall be observed in the filename by v plus (+) version number. This shall only be done when the file is in the second version onwards.

4. Approval from VP and HR - Rec shall be secured prior to submission to the Legal and Compliance team for storage.

5. Upon approval, the document shall be converted to portable document format or PDF to prevent further changes.

2. Submission

1. When all essential steps are done, resource requestor shall send both word document format and PDF to HR and L&C team for review.

2. Both HR - Rec and L&C will review the document/s based on what was required. If the JD did not meet the requirement/s of the policy, either HR or L&C team shall notify the OM and/or TL about the revisions needed.

3. Storage

1. When no further revision is needed, JD will then be uploaded by the resource requestor to Job Description Repository.

4. Updating

1. If updating is necessary, it shall be recorded; aligned to the procedure stated in with CPP-Infinit-O_0001_V2 COD.

5. Frequency – 

1. When there is a new position.

2. When update or revision is necessary based on client requirement/s.

6. Reference

CPP-Infinit-O_0001_V2 COD