Appendix: HR Forms

List of HR Forms
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Form
The Policy Update Proposal Template
Staffing Plan Template
Job Description
Recruitment Requisition
Recruitment Requisition Unbudgeted
Structured Selection Assessment Guide
Candidate Assessment
Employment Authorization
Sample Offer Letter
Reference Check Interview Guide
Reference Check Summary
New Joiner Checklist
Job Application
On-Boarding Checklist
MOP- Management Orientation Schedule
Confirmation of Employment
Welcome Pack- Employment Essentials
On-Boarding Feedback
Probation Report
General Service Request
Work Resumption Notice
Allowance Request
Company Car Authorization
Car Handover & Return Acknowledgement
Overtime Authorization
Work Injury Report
Travel Expense Claim
Assignment and Transfer/Relocation Form
Disciplinary Action Request
Investigation Template
Training Request
Training Course Evaluation
Salary Adjustment/ Promotion Action
Separation Request
Exit Interview
Exit Clearance

Document Name
Version & Effective
date

HR Policy Manual

Form Code
MYNM_HRM_M_001
MYNM_HRM_TA_001
MYNM_HRM_TA_002
MYNM_HRM_TA_003
MYNM_HRM_TA_004
MYNM_HRM_TA_005
MYNM_HRM_TA_006
MYNM_HRM_TA_007
MYNM_HRM_TA_008
MYNM_HRM_TA_009
MYNM_HRM_TA_010
MYNM_HRM_TA_011
MYNM_HRM_TA_012
MYNM_HRM_TA_013
MYNM_HRM_TA_014
MYNM_HRM_TA_015
MYNM_HRM_TA_016
MYNM_HRM_TA_017
MYNM_HRM_TA_018
MYNM_HRM_ER_001
MYNM_HRM_HL_001
MYNM_HRM_CB_001
MYNM_HRM_CB_002
MYNM_HRM_CB_003
MYNM_HRM_CB_004
MYNM_HRM_SS_001
MYNM_HRM_EM_001
MYNM_HRM_EM_002
MYNM_HRM_GD_001
MYNM_HRM_GD_002
MYNM_HRM_TD_001
MYNM_HRM_TD_002
MYNM_HRM_RP_001
MYNM_HRM_ES_001
MYNM_HRM_ES_002
MYNM_HRM_ES_003

Chapter
Page #

Chapter
01-HR Manual Introduction
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
02-Talent Acquisition
03-Employment Rules
04-Holiday & Leave
05-C&B
05-C&B
05-C&B
05-C&B
06-Safety & Security
07-Employees Mobility
07-Employees Mobility
08-Grievance & Disciplinary
08-Grievance & Disciplinary
09-Training & Development
09-Training & Development
10-Reward & Promotion
11-Employee Separation
11-Employee Separation
11-Employee Separation

Appendix
Page 1 of

15

The Policy Update Proposal Template

Code: MYNM_HRM_M_001

This form is to be filled in by the Organization Development Department/Unit.

Proposal By:

Position:

Serial no:

Date:

Policy topic proposed to be revised (attach photocopies if required) :

Policy Manual Reference:

Description

Chapter no:

Section no:

Paragraph no. :

Page no. :

Proposed Revisions (use additional sheets if required):

( )

Reasons for Proposed Revisions (include evidence based on research, as applicable):

( )

Comments of HR Authorized Manager

Endorsement* (to be filled by CHRO/HR Director or HR Policy Committee, as applicable):

( / ) :
Additional Information:
Required:
Document Name
Version & Effective
date

Details:
HR Policy Manual

Chapter
Page #

Appendix
Page 2 of

15

:
:
Endorsed:

:
Comments:

Signature :

HR Committee Resolution: (reference to minutes of meeting)

Date:

Date:

() :

Approval* (to be filled by MYNM Management, HR Policy Committee, as applicable):

Approved:

Not Approved:

Effective Date:

Signature :

HR Policy Committee Resolution: (reference to minutes of meeting)

Date:

Date:

:() :

Staffing Plan Template

Code: MYNM_HRM_TA_001

only for additional positions required in your Department over the coming 12 months.
: 12

Department Information

Department Name

Staffing Budget Period

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 3 of

15

Prepared by

:
EXISTING JOB ROLES
:
Job title

Required no. in role

Career
Level

Anticipated
start date

Rationale

NEW JOB ROLES

Job title (Required)

Job title
(Equivalent)

( )

()

Reports
To

Position
Summary

Career
Level

Anticipated
start date

Rationale

Additional Comments

Endorsement

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 4 of

15

Department Head

Name:
Date and Sig: .
.................................................................................................... :

...................................................................................... :

HR Authorized Manager

Name:
Date and Sig: .
...................................................................................................... :

......................................................................................... :

FOR HR USE ONLY

Changes Required

Yes

No

Reason for Changes

Authorized Approver/s

Name:
Date and Sig: .

..............................................................................................:

.......................................................................................:

Job Description Form

Code: MYNM_HRM_TA_002

Job Details

Job Title

Grade

Reporting to
(Position)
)
(

Job Location

Special Factors/Specific Background Information (If Applicable):

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 5 of

15

( ) / :

Job Purpose Statement:

Job Size/Dimensions:
/
Financial:

No. Of Employees
Supervised

Direct

Indirect

Essential Duties & Responsibilities:
:

Communication & Working Relationships

Internal

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 6 of

15

External:

Minimum Requirements For The Job

Qualifications /
education
/
Experience

Knowledge

skills &

abilities

Competencies

Competency Item

Level Required

Result Orientation

Personal Accountability

Effective Communication

Service Orientation

Personal Development

Talent Development

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 7 of

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Strategy Orientation

Change Championship

Team Leadership

Approvals

Department
Head

Name:
Date and Sig: .

...................................................................................... :
.......................................................................... :

HR Authorized
Manager

Name:
Date and Sig: .

......................................................................................... :
.............................................................................. :

Note: this job description is intended to describe the general nature and level of work being performed. It is not intended to be construed as an
exhaustive list of all responsibilities, duties, and accountabilities.

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 8 of

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Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 9 of

15

Recruitment Requisition Form

For Budgeted/ Replacement Position

Code: MYNM_HRM_TA_003

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 10 of

15

Position Details
Endoresemnt & Approval (Where Applicable)
Job Title: (Code)

Department Head
(Hiring Manager)

Grade/Level
Name:
Date & Sig: ..

Salary Range

Number of Position

Authorized HR Manager

Job Description Provided

Name:
Date & Sig: .

Yes / No

Cost Center

Department/
Reporting Manager Name:
Business Line
Name:
Date & Sig: .

SVP
Permanent position

Yes / No

Required Start Date

New position

Yes / No

Available in current strucutre?

Replacement Position:

Yes / No

If Yes, Employee being

replaced/seperated

GCOO

Authroized Manager
Position targeted for Saudi
National:

Name:
Date & Sig: .

Name:
Date & Sig: . Position suitable for internal

Yes / No

Recruitment

Yes / No

Yes / No

Justification for Recruitment

Please provide business case for any positions that are outside the annual manpower plan, not permanent or
cannot be filled by a Saudi National:

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 11 of

15

Recruitment Requisition Form Unbudgeted Positions

Code: MYNM_HRM_TA_004

Position Details
Job Title: (Code)
Salary Range

Department Head
(Hiring Manager)

Grade/Level

Endoresemnt & Approval (Where Applicable)

Name: Job Description Provided

Date & Sig: ..

Number of Position

Authorized HR Manager
Department/

Yes / No

Cost Center
Name:
Date & Sig: .

Reporting Manager Name:

Business Line
Permanent position
SVP

Yes
/ NoRequired Start Date
Name:

New position

Yes / No

GCOO

Date & Sig: .

Available in current strucutre?

Name:

Replacement Position:

Date
& Sig: . If Yes, Employee being
Yes
/ No
replaced/seperated

Position targeted for Saudi

Yes
/ NoPosition suitable for internal
Name:
Date & Sig: . Recruitment

Authroized
Manager
National:

Yes / No

Yes / No

Justification for Recruitment

Please provide business case for any positions that are outside the annual manpower plan, not permanent or
cannot be filled by a Saudi National:

Structured Selection Assessment Guide

Code: MYNM_HRM_TA_005

Document Name
Version & Effective
date

HR Policy Manual

Chapter
Page #

Appendix
Page 12 of

15

InterviewChecklist
details
Preparation

Job Title

Reference
number
Opening
Prior
to
thequestions
interview
Interview location

Interview date

Sample questions
General behaviors and attitudes demonstrated
Review application materials. Highlight anything you want further clarification on.
Please provide notes on observations regarding level of
Interviewer
Why didname(s)
you apply for this position?
Decide on the questions to be asked. Please select interview questions based on the competencies required of the position and
motivation and enthusiasm, their general understanding

What in
are
your
duties inYou
yourdocurrent
role?
highlighted
the
Jobmajor
Description.
not need
to ask questions from all categories below, just those which are relevant to the
of the position, the relevance of their experience
role.

What technical training have you received?

Interviewer Introduction

Follow up on any issues you have highlighted from the

Introduce
self and other interviewer.

application

Emphasize confidentiality.

Discuss format and duration of the interview.

Explain we will be taking notes.

Interpersonal/communication
skills
Mention when they can ask questions.
Briefly outline
thequestions
role.

Sample questions
Situation/Action/Result
Sample
Probing
Questions:
Please provide notes on the individuals exact role in the

Tell me about a time when you had to work closely with a coworker
whom
you that.
had challenge working. What did youdo What
to
situation,
what
thepart
outcome
was and how they learned
Tell
me more
about
exactly
did you
do as
of that?
make the relationship work so you could succeed for your
from the experience.
Can
you take us through the steps you took?
What feedback did you get from your peers/manager?
Company?
Tell me
a time when you disagreed with the actions
What
wasabout
the outcome?
orWhat did you learn?
decisions of your manager or supervisor. How did you approach
What
would youWas
do differently
nextresolved
time? to your satisfaction
How
the situation?
the situation
or did you feel about it?
did nothing change?

Describe a conflict you were involved in at work. How did you

resolve the conflict? What happened next with that co-worker or
team?

What are the three most important factors that make you an
effective, valued co-worker in your current job? What would
your supervisor say are the three most important factors?

When you have entered a new workplace in the past, describe

how you have gone about meeting and developing relationships
with your new co-workers, supervisors, and reporting staff.

Teamwork questions:

Sample questions
We are all members of established groups and teams. Describe
how you established rapport with a new member of a
group/team you have been in.
Describe one of the toughest groups with which you have had
to work. How did you manage the situation?

Situation/Action/Result
Please provide notes on the individuals exact role in the
situation, what the outcome was and how they learned
from the experience.

Provide an example when you needed someone's co-operation

to complete a task and the person was uncooperative. How did
you manage the situation?
Tell me about a team decision you were involved in recently.
What did you do to help the team make a decision?
Tell me about a situation where a team member strongly
disagreed with your ideas or actions. How did you handle the
situation?
Tell me about a situation in which you adapted quickly in
response to a change in team priorities.

Mentoring and coaching questions:

Sample questions
Document Name
Version & Effective
date

HR Policy Manual

Situation/Action/Result
Chapter
Page #

Appendix
Page 13 of

15

How would you describe the role of a mentor?

What qualities do you think makes a good coach/mentor in the

workplace?
Have you ever taken on the role of a mentor for a colleague or
team member at work? How did you ensure this relationship
was positive for both parties involved?
How have you ensured open communication between yourself
as a coach/mentor and the person you are coaching?
Think of a time when communication broke down (with a person
you were mentoring, now or in the past). Describe the situation.
What did you do to correct it?
How often did/do you meet with your current mentee to discuss
development plans?

Please provide notes on the individuals exact role in the

situation, what the outcome was and how they learned
from the experience.

Results orientation questions

Sample questions
Think of an example where you have identified / determined an
opportunity for significant improvement and implemented it.
How did you identify it? What process did you follow to
implement it? How did you measure its impact? What was the
outcome?
How do you make sure your skills, knowledge and abilities are
up to date?

Describe how you prioritized your work this/last week.

Can you provide me with an example where you have

instigated processes at work to improve performance?

Describe a situation where you were required to do several

tasks at once. What did you do to manage the situation? On
reflection, what could you have done better?

Situation/Action/Result
Please provide notes on the individuals exact role in the
situation, what the outcome was and how they learned
from the experience.

Quality awareness questions

Sample questions
How do you handle projects with short deadlines that require
precise calculations and analysis? What is your approach?

Give me an example of an assignment that you found difficult to

finish? How did you go about it?

How have you allocated resources to avoid waste effort or

product? Provide an example.

Provide an example of how you have identified performance

goals and expectations for your business/division.

What is your performance contract for this year? How are you
tracking against objectives? What strategies are you using to
monitor targets? What strategies are you using to meet
targets?
Describe a situation where you saw a problem and took action
to correct it rather than wait for someone else to do so.

Situation/Action/Result
Please provide notes on the individuals exact role in the
situation, what the outcome was and how they learned
from the experience.

Leadership questions
Sample questions
Document Name
Version & Effective
date

HR Policy Manual

Situation/Action/Result
Chapter
Page #

Appendix
Page 14 of

15

Tell is about a time when you persuaded someone to accept

your view or do something for you? Why was it important to
persuade them? What methods or techniques did you use?
What strategies and habits have you used to make sure you
retain the trust and confidence of the people you deal with?
What steps do you take to assess your team members
strengths and developmental needs?
Give me an example of the most difficult person with whom
youve had to negotiate.
Describe a situation where you involved others to work on a
problem. What prompted you to seek their involvement? How
did you gain their involvement?
Tell me about a time when you delegated an important task to
someone.
When have you not delegated and wished you had? What
were the implications of this decision?

Please provide notes on the individuals exact role in the

situation, what the outcome was and how they learned
from the experience.

Sign Off

Interviewer

Document Name
Version & Effective
date

Name:
Date and Sig: .

HR Policy Manual

Chapter
Page #

Appendix
Page 15 of

15