Faculty of Business Administration

AMERICAN INTERNATIONAL UNIVERSITY-BANGLADESH (AIUB)

INTERNSHIP AFFLIATION REPORT ON

Practices & Policies of Recruitment and Selection

at SQUARE Pharmaceuticals Limited
An Internship Report Presented to the Faculty of Business Administration in
Partial Fulfillment of the Requirements for the Degree of
Bachelor of Business Administration (BBA)

Supervised By
Ms. Tasnuva Farin
Lecturer

Submitted By
Md. Aftay Nafiul Alam
ID# 12-21644-2
Department of Human Resource Management
Date of Submission: December 10, 2015

INTERNSHIP AFFLIATION REPORT ON

Practices & Policies of Recruitment and Selection

at SQUARE Pharmaceuticals Limited

Letter of Transmittal
December 10, 2015
Mr. Roomee Tareque Moudud
Director, Office of Placement & Alumni
American International University- Bangladesh (AIUB)
Banani, Dhaka, Bangladesh
Subject: Submission of Internship Report.
Dear Sir,
It is a great pleasure for me to submit the internship report to you entitled by Practices and Policies
of Recruitment & Selection at SQUARE Pharmaceuticals Ltd. It has been a great experience for
me to work as an intern as well as working on this report as it provides many opportunities to gain
insights about practical experience about human resource department and the organization.
I am grateful to you for your continuous guidance in preparing the report. Finally, I also believe that
this report will satisfy you.

Sincerely,

____________________
Alam, Md. Aftay Nafiul
ID # 12-21644-2
Department of Human Resource Management (HRM)
Bachelor of Business Administration (BBA) Program
American International University Bangladesh (AIUB)

Letter of Endorsement
The Internship Affiliation Report entitled Practices & Policies of Recruitment and Selection at
SQUARE Pharmaceuticals Limited has been submitted to the Office of Placement & Alumni, in
partial fulfillment of the requirements for the degree of Bachelor of Business Administration (BBA),
Major in Human Resource Management (HRM), Faculty of Business Administration on October 28,
2015 by Mr. Md. Aftay Nafiul Alam, ID: 12-21644-2. The report has been accepted and may be
presented to the Internship Defense Committee for evaluation.
(Any opinions, suggestions made in this report are entirely that of the author of the report. The
University does not condone nor reject any of these opinions or suggestions).

______________________

Ms. Tasnuva Farin

Internship Supervisor

Acknowledgment
Practices & Policies of Recruitment and Selection is a segment of human resource process. As such I
have selected this topic to make it comprehensible. I have divided this report in some segments. As a
young intern in a reputed Pharmaceuticals Company like Square Pharmaceuticals Ltd I have tried
my level best to go through their Recruitment and Selection Process within the tenure of 3 months.
First of all, I would like to express my heartfelt thanks to the almighty Allah for giving me adequate
patience and knowledge to prepare this Internship Report in time from Square Pharmaceuticals Ltd.
I would like to thank and express my gratitude to, Ms. Tasnuva Farin, Lecturer, Department of
Management & HRM, School of Business, American International University Bangladesh (AIUB),
for her wholehearted cooperation, supervision and guidance in writing this report.
I am grateful to my internship supervisor Mr. Tariqul Bari, Senior Executive, Square Pharmaceuticals
Ltd for his kind acceptance, inspiration, support and supervision to perform a successful internship. I
am also grateful to Mr. Shahidul Alam, Senior Executive, Mr. Sazzad Hossain, Senior Executive, Mr.
Nurul Islam, Senior Executive, for their warmest cooperation. Thank you very much to you all
especially Ms. Sabrina Sultana Chowdhury, Executive; Anisul Alam, Executive and Mozammal Haque,
Executive; for their support, help, suggestion and guidance.
Lastly, I would like to give special thanks to Mr. Afdalin Bin Haque, Lecturer, Department of
Management & HRM, School of Business, American International University Bangladesh (AIUB)
for his informal supervision and guidance. Thanks to all of my classmates and friends for their
inspiration, valuable suggestion and cooperation.

Executive Summary
As part of academic requirement and completion of BBA program, I have been assigned to complete
internship report on Practices & Policies of Recruitment and Selection at SQUARE Pharmaceuticals
Limited under the guidance of Ms. Tasnuva Farin, Lecturer, Department of Management & HRM,
School of Business, American International University Bangladesh (AIUB).
In the report I explained rationale of the study, objective and background of the organization. In the
report I explained Work-Related /Organization wide, practices & policies of recruitment and selection
and other relevant activities. In the next part I explained Identified/Observed in the Organization,
Academic Preparation and any missing knowledge and skills. In the report I explained lessons learned
from the internship program. In the last part, I explained recapitulation /summary, suggestions
addressing the challenges identified in chapter four.
The organization is a public limited pharmaceutical company based in Bangladesh. It is part of the
SQUARE Group of Companies. The company was founded in 1958 by Samson H. Chowdhury along
with three of his friends 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
Bangladesh since 1985 and it has been continuously in the 1st position among all national and
multinational companies since 1985.
Practices & Policies of Recruitment and Selection are really important for any organization,
because the employees are the backbones of the organization. If the organization can find out the
right person for the right position, then it will be very helpful to achieve their organizational goals.
Employees are the main resource of the organization. It is a process of identifying and attracting
the potential candidates from within and outside the organization. Square Pharmaceuticals Ltd is very
much concern about their recruitment & selection and try to hire the best possible candidates from all
the candidates. I have closely worked with the recruitment and selection practices & policies of
SPL and have monitored and evaluated the whole process which is stated briefly in this report. And I
have tried my level best to identify the challenges of recruitment & selection process of SPL and
have provided recommendation accordingly.

Table of Contents
Introduction

1-9

Rationale. 2
Objectives... 3
Background. 3 - 9

Activities Undertaken

10 - 19

Work-Related.. 11-18
Other relevant activities... 19
Constraints/Challenges and proposed course of action for improvement

20 - 23

Identified/Observed in the Organization... 21

Academic Preparation.. 22
Some Missing knowledge and skills that need to be learned in the university. 23
Lessons learned from the internship program

24 - 25

Concluding Statements

26 - 28

Recapitulation. 27
Recommendations... 28
Reference & Appendices

29 - 37

CHAPTER II
INTRODUCTION

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a) RATIONALE
Theoretical knowledge never equips with all the skills that students require in the practical field,
and therefore practical world experience is required. Internship provide an opportunity for students
to link theory with practice and further serve as a temporary labor pool for those company that
have committed to participate in the internship program. The department fulfills its mission of
preparing students for significant professional and managerial positions in the private sector.
This program and final report will enable the students to compare theoretical ideas taught in the
classrooms and in the complex business environment. There could be a great opportunity in terms
of job prospects as this program provides the experience in actual private environments just before
entering the job market. In the context of Bangladesh, the business, more particularly, the private
organizations are dominating in the business world. Professional behavior is really an important
skill in these business areas and this internship program will achieve that skills. Both globally and
locally, at present pharmaceuticals business is facing more and more competition due to more
globalization and technical advancement where Bangladesh is not the exception. Due to huge
demand of medicine, there has been acute importance of proper professionalism for continuing this
business while keeping pace with fast advancement and to survive in the global competition.
In this internship program, I was not just only observing how people were working, rather I was a
part of team of SQUARE Pharmaceuticals Ltd with all my responsibilities from my very first day.
There have been lot of meaningful projects and targets set by the management. This has given me
the opportunity to learn job responsibility and accountability. Additionally, being involved with the
teams, leading and following members, meeting talented and real professional people, developing
innovative ideas were really crucial for me and would add value in my CV and all the skills are
really transferable I have already completed my internship in recruitment & selection section of
HRD of SQUARE Pharmaceuticals Ltd.

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b) OBJECTIVES
The objective is to gain valuable knowledge in real life situation and make a relation between
theoretical learning and practical findings. The various concepts learnt throughout the BBA
curriculum will be a great influence in the study. The major purpose of this report is to focus light
on the operational process of one of the biggest companies of Bangladesh. The underlying
objectives of the report are:

To understand the entire procedure of recruitment and selection.

To understand the factors including the practices of recruitment and selection
To analyze the effectiveness of the practices of recruitment and selection.
To have the general and practical idea of recruitment and selection.
To understand the policies and its application of recruitment and selection.
To gain the comparative information of practical and theoretical knowledge.

c) BACKGROUND OF THE ORGANIZATION

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 become 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 was converted to a public limited company in 1991. The sales turnover
of SPL was more than Taka 11.46 Billion (US$ 163.71 million) with about 16.43% market share
(April 2009 March 2010) having a growth rate of about 16.72%.
SQUARE Pharmaceuticals Limited has extended its range of services towards the highway of
global market. It pioneered exports of medicines from Bangladesh in 1987 and has been exporting
antibiotics and other pharmaceutical products. This extension in business and services has
manifested the credibility of SQUARE Pharmaceuticals Limited.

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Mission of SPL
SQUARE Pharmaceuticals mission is to produce and provide quality & innovative healthcare relief
for people, maintain stringently ethical standard in business operation also ensuring benefit to the
shareholders, stakeholders and the society at large.

Vision of SPL
SQUARE Pharmaceutical Limited views business as a means to the material and social wellbeing of
the investors, employees and the society at large, leading to accretion of wealth through financial and
moral gains as a part of the process of the human civilization.

Objective of SPL
SQUARE Pharmaceuticals objectives are to conduct transparent business operation based on market
mechanism within the legal & social framework with aims to attain the mission reflected by our vision.

The Corporate Slogan

SQUARE Pharmaceuticals Limited always upholds the dictum Dedicated to advanced technology.

Goals of the SPL

Develop a realistic deposit mobilization plan. Strengthen operation in domestic to increase
market share and profitability to offer more value to the shareholders offer contractmanufacturing facility.
Manufacture and market time demanded and international standard Pharmaceuticals in
domestic and export market.
Association with global research based Pharmaceuticals Company for marketing or
manufacturing their products.

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SQUARE Quality Policy

Ensure strict compliance with WHO CGMP standards and local regulatory norms in every
phase of sourcing & procuring quality materials, manufacturing, quality assurance and
delivery of medicines.
Ensure all activities through documented Quality Management System (QMS) complying
International Standard requirements of ISO 9001 through continuously developing Human
Resources by regular training and participation.
SQUARE is committed to undertake appropriate review, evaluation and performance
measurement of processes, business activities and Quality Management System for
continual improvement to ensure highest standard, customer satisfaction, developing human
resources and company's growth.

Founder Chairmans profile

Late Mr. Samson H. Chowdhury was born on 25 September, 1925. After completing education in India
he returned to the East Pakistan and settled at Ataikula village in Pabna district where his father was
working as a Medical Officer in an outdoor dispensary. In 1952, he started a small pharmacy in
Ataikula village which is about 160 km off capital Dhaka in the North West part of Bangladesh .Mr.
Samson H. Chowdhury then ventured into a partnership Pharmaceuticals company with three of his
friends in 1958. When asked why t5he name SQUARE was chosen he remembers-We named it
SQUARE because it was started by four friends and also because it signifies accuracy and perfection
meaning quality as they committed in manufacturing quality products.
His unfortunate demise occurred on 5th January, 2012.

Profile of Chairman
Samuel S. Chowdhury was born on 29th April, 1948 in the northwestern city of Pabna. His educational
life commenced at his birthplace of Pabna. He completed his HSC Degree from Noterdame College

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and went on to receive his Honors Degree from Rajshahi University. Later, he earned his Masters
Degree in Business from Trinity University, in Los Angeles, USA.
Following the footsteps of his father and the Founder of SQUARE, Late Samson H. Chowdhury, he
initiated his work life in the year 1974 by joining the company. From then on, he has worked for the
conglomerate for the last 38 years at a continual pace. He was appointed as the Vice-Chairman of the
group in 2008. After the demise of his father and the Founder Chairman of SQUARE, Late Mr.
Samson H. Chowdhury, he became the instant replacement as the chair of the group. As part of his
ongoing work for SQUARE, he visited and toured various countries like US, UK, Japan, Australia,
China, Canada, and many more foreign lands.

Profile of the Managing Director

Mr. Tapan Chowdhury is the managing Director of the company. He was worked for 20 years in
Square Pharmaceuticals Ltd of which about 15 years as a Director. Mr. Chowdhury is a science
Graduate from Dhaka University and stood 4th in B. Sc. examination in 1973. He also holds a degree in
marketing from the London University, UK.
He is also the Managing Director of SQUARE Spinning Ltd, SQUARE Hospital Ltd., and Director
SQUARE Toiletries Ltd., SQUARE Consumer Products Ltd. and Sheltech (Pvt.) Ltd.
He served as an Advisor of Non-partisan Caretaker Government in different Capacities,
Mr. Tapan Chowdhury is also the Executive member of the world alliance of YMCA, Geneva, General
Secretary, Brothers Union Club and Vice president of Bangladesh Badminton Federation and
Bangladesh Volleyball Fedaration. Mr. Chowdhury is an active and prominent Golfer and member of
KGC.

Executive Management
The Managing Director heads the Executive Management, the Chief Executive Officer (CEO) who has
been delegated necessary and adequate authority by the Board of Directors. The Executive
Management operates through further delegations of authority at every level of the line management.
The Executive Management is responsible for preparation of segment plans/sub-segment plans for
every profit centers with budgetary targets for every item of goods & services and is held accountable
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for deficiencies with appreciation for exceptional performance. These operations are carried out by the
Executive Management through series of committees, sub-committees, ad-hock committees, standing
committees assisting the line management.

Functions of the Organization

Ensure strict compliance with WHO GMP standards and local regulatory norms in every phase of
sourcing & procuring quality materials, manufacturing, quality assurance and delivery of medicines.
Ensure all activities through documented Quality Management System (QMS) complying International
Standard requirements of ISO 9001 through continuously developing Human Resources by regular
training and participation.
SPL is committed to undertake appropriate review, evaluation and performance measurement of
processes, business activities and Quality Management System for continual improvement to ensure
highest standard, customer satisfaction, developing human resources and company's growth.

Company History
Some of the significant milestones of the company are as follows:
1958:
1964:
1974:

Debut of SQUARE Pharma as a Partnership Firm.

Converted into a Private Limited Company.
Technical Collaboration with Janssen Pharmaceutical, Belgium, a subsidiary of Johnson and

1982:
1985:

Johnson International, USA.

Licensing Agreement signed with F. Hoffmann-La Roche Ltd., Switzerland.
Achieved first position in the Pharmaceutical Market of Bangladesh among all national and

1987:

multinational companies.
Pioneer in pharmaceutical export from Bangladesh.

1991:

Converted in to a Public Limited Company

1994:

Initial Public Offering of SQUARE Pharmaceutical Shares.

1995:

Chemical Division of SQUARE Pharmaceuticals Ltd. starts production of pharmaceutical

1997:

bulk products (API).

Won the National Export trophy for exporting pharmaceuticals.

1998:

Agro-chemicals & Veterinary Products Division of SQUARE Pharma starts its operation.

2001:

US FDA/UK MCA standard new Pharmaceutical factory goes into operation built under the
supervision of Bovis Lend Lease, UK.
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2004:

Signing of agreement with ROVIPHARM, Vietnam to manufacture and market SQUARE

2005:

products under license in Vietnam.

Secured the top position for the best published accounts and report for 2003 in the
manufacturing category for transparency and excellence in corporate reporting.

2007:

SQUARE Pharmaceuticals Ltd., Dhaka Unit gets the UK/ MHRA approval.

2008:

SQUARE Pharmaceuticals Ltd. is awarded

the GOLD Trophy for export for the fiscal year
Chairman

2009:

2004-2005.
Starts manufacturing of insulin maintaining quality standards of US FDA & UK MHRA.
Vice Chairman

Dedicated hormone & steroid products manufacturing facility complying with the current
2012:

Good Manufacturing Practice (cGMP) of WHO, US FDA & UK MHRA starts operation.
SQUARE Pharmaceuticals Ltd., Dhaka
Managing
Unit and
Director
SQUARE Cephalosporin Ltd. get the

2015:

Therapeutic Goods Administration (TGA) of Australia approval.

PAI (Pre Approval Inspection) by US FDA was successful for Dhaka Sites solid dosage
unit.

Deputy Managing Director

Executive Director

Sister Concerns of SPL

Director

General Manager

Deputy General Manager

Assistant General Manager

Senior Manager

Manager

Management Hierarchy of SPL:

Senior Executive

Executive

Officer

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ORGANOGRAM OF SPL

9|Page

CHAPTER III
ACTIVITIES UNDERTAKEN

a) WORK-RELATED / ORGANIZATION WIDE

I was working in SQUARE Pharmaceuticals Limited as an HR Intern in Recruitment &
Selection section of Human Resource Department (HRD). So my main duty was related to the
recruitment & selection of new employees in SPL. I joined there in August 16, 2015 and after
completing orientation session I used to work not only with CHQ recruitment & selection but
also worked with training and development, compensation and benefit and also Pabna Unit,
Dhaka Unit recruitment & selection and sometimes with the sister concerns of SPL recruitment
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and selection. So I had to work according to the practice and procedure of recruitment &
selection of new employee.
Basically the recruitment process starts from requisition justification. As an internship student, I
didnt assisted to justified the requisition as I was not an Executive or permanent employee in
the organization. Sometimes I had to work on preparing advertisement for the position of
Executive or Non-Executive employees.
I have already added the recruitment and selection
Justification
process of the SPL in the next page so that it will be easier for anyone to know in which section
Requisition Rejection

Approval

Advertisement

Recruitment

I used to work as an internship student.

Receiving CV

Sort out/ CV Sorting

Written Test
Script Evolution & Result publish

Viva

Executive Recruitment and Selection Process:

Selection

Approval from the Authority

Certificate verification

Job Offering

Medical Check Up
Appointment
Joining Window

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1. Advertisement
When the requisition gets approval of the HR Department and will first search in the Waiting
List File. If there is selected candidate in waiting list they will offer the job if not HRD give an
advertisement on their own website in job section under Careers option. Not only in own
website but also in www.bdjobs.com and www.prothomalojobs.com portal SPL provide its job
advertisement. For executive position bdjobs.com and www.prothomalojobs.com SPL provides
the link for application and the main application done by its own website.

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Flow Chart of Recruitment and Selection of Executive Level

SPL has also the access to the www.bdjobs.com CV bank section and can collect resume for the
require post for suitable candidates.
In here I had assigned to make the advertisement for the position of non-executive employees. I
had to add the logo of SQUARE Group and SQUARE Pharmaceuticals Limited. After that I
had to write job description and the job specification based on the final approval of requisition.
2. Receiving CVs
SPL has own recruitment software developed by SQUARE INFORMATIX Limited named ERecruitment System. All the applied candidates CVs stored in the system. The candidates
automatically get an applicant ID number for any post. HR can get all information how many
CVs are submitted for a single post each and every minute.
For the non-executive position, SPL would like to take the hard copy of CVs by giving
advertisement. So I assisted to receiving the CVs from the non-executive employees and keep
them separate place according to the different aspect of requirement according to the position
applied for based on the job advertisement.
3. CV Screening
CV screening is mainly done for selecting the best candidate or the selecting the candidates
those who are necessary for that particular post. Every organization has its job requirements for
the particular post and there are thousands of CVs get posted to get that particular job among
them those meet the organizational requirements, selecting their CVs and dishoarding them
from the rest is called CV screening.
Here I had performed with both physical and virtual screening. Sometimes the CVs come by
post. I had to separate all the CVs as the CHQ, Dhaka Units; Pabna Units recruitment process
is going to be done in time based on the requirements. So its really important to screen CVs
according to the position as the candidates have already applied for the post which was given in
the job advertisement. So after receiving all the CVs then start the screening process.
4. CV Summarizing:

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After finishing the CV screening process, the policies of the recruitment and selection was to
make the summary of the candidates or applicants based on the educational background,
experiences, personal details and contact information.
In this part, I had to make summarizing based on the CV of the candidates or applicants so that
its would be easy to sort the CV from the soft copy. By using software or Microsoft Excel, its
really easy to sort the CV based on the qualification or experiences.
5.

Sort Out / CV Sorting

As candidates gets called informing their time and the time is maintained strictly so it is much
heard and time consuming for the interviewers to find out the current interviewees CV among
the bunch. So the CVs need to pile up in an order matching the interview time so the
interviewers find the right CV with match of right time.
In this part, I had to need to check the CVs according to their SSC and HSC background,
subject of the background. Sometimes I had to check the graduation and post graduation
results. Checking experiences is really important in this part. Rejecting over qualified
applicants and less qualified applicants was one of my assigned works during my internship.

6. Calling Candidates For Selection

For informing their written test, first interview, second interview, final selection, medical
checkup, offer letter or to know the interested candidates for different position, I had to
communicate to the candidates or new joining candidates or selected candidates. Before calling
the candidates an e-mail and SMS also are being sent to their e-mail and mobile number
informing details except the time and date. After that I had to call the candidates and make sure
whether they are coming or not and ensuring and giving them the date and time on which they
need to be present.
7. Organizing Interview:
SPL would like to take preliminary interview for all the executive or non-executive position. In
this part, I had to maintain the serial based on the time schedule for the selected candidates
whatever its first interview, second interview or final selection. For the position of executive in
any department for any department, the candidate should fill up a management application
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form. I was assigned to check the all section of this management application form which was
written by the applicants.
8. Written Test
For each and every executive and non-executive post SPL always arrange a written test
examination. HRD call/sent text message to the candidates for written test.
Written test examination contains two parts.
Aptitude Test (English, Mathematics, IQ, critical analysis related questions)
Subjective Test (MCQ, Case Study, Broad Question, Short Question)
The required department prepares the subject related question. As an Example: For QC
Executive post functional department prepare the question and after the exam they check that
part of the exam script.
In this part, I was assigned to guide the candidates to show the written exam room. After that I
had to take the exam as an exam controller and visitor also. I had to stay in the exam room
maximum two hours. At first, I had to distribute the exam question and answer scripts in time
and took the exam questions and answer scripts in time. I had to give them the correct
information of the possible result publishing date after finishing the written exam.
9. Script Evolution & Result Publish
The written test copy coded and separated in three parts. Only the Front Page contain the
candidates name and ID, and the other two parts get the coded number for avoid the biasness.
The HRD keep the front pages and the two different sections distributed for checking. After
checking the exam copies the departments return the copies to HRD and HRD compile the
sections with the front page with the help of coding numbers. Then the HRD prepare the final
result by combined the two sections marks. After preparing the result, the HRD gets the top
scored candidates.
Answer scripts checking is really confidential work for me as well. Though its confidential
work, they would like to give me the priority to check answer scripts only for the MCQ parts
and sometimes the short questions also. After that I had to input marks in excel sheet as well
and sorting the marks and selecting the best candidates from all the applicants.
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10. Final Selection Proposal

After the final selection HRD take decision which candidate they want for their post. If there is
only one post and HR find 3 best mach for the post they offer the best candidate among them
and other 2 candidate informed that they are in waiting least. The waiting least validity is one
year. If HR get in need for argent hiring for any new or vacant post within one year without any
other examination HR can appoint the waiting least candidates. After the selection HR make a
summary of the selected candidate who qualify for the post.
Before taking approval from the MD/Chairman/Vice chairman for offering job, the HRD has to
make the final selection proposal. I was assigned to make the final selection proposal based on
the management application form and the interview evaluation sheet.
11. Certificate Verification
If the authority approved the qualified candidate, the candidate called by HR for accepting the
job offer letter with their SSC, HSC, Honors, and Masters Original certificates for verification.
The HR Executive verifies the certificate and the result.
In here, I had to photocopies the entire original certificate and verified that certificate on behalf
of HR Executive. After that I had to report to HR Executives based on the certificate
verification.
12. Job Offering
When HRD get the approval from the higher authority, HRD offer job to the qualified
candidate by Job Offer Letter. In job offer letter all the details like probation period duration,
probation period ending date, privation time salary, benefits, provident fund rules, bonus, profit
share etc. If the qualified candidate agrees with the teams they sign the letter and accept the job.
For the Executive Level employees, SPL would like to give offer letter. So, I used to work with
the Executive for solving some problem based on the code of conduct. I had to give direction to
the new joining employees on behalf of HR Executive that some confidential matter likes
salary, gratuity, provident fund, transport, lunch facilities etc.

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13. Medical Checkup

After Job accepting by the qualified candidate, HRD would like to send them for Medical Tests.
SPL provide this facility free of cost from SQUARE Hospital Ltd. If there is no major problem
like kidney failure the qualified candidate can join as an employee with SPL family.
In here, I had to check the medical report based on the new joining employees name. After that
I had to check the signature of the Doctor that the medical reports was Ok or Not Ok. If the
medical report was Ok, I had to attach those medical report with the others documents of the
new joining candidates. If the medical reports were Not Ok, I had to informed and report
regarding his matter to the HR Executive that he or she had to do medical test in again.
14. Appointment
Most of the time, the HR Executive would like to give the appointment letter to the new joining
employees for the position of Executive or Non-Executive in any department. And the direction
was given by the Executive of HRD to the new joining employees.
After working one month as an Intern, I had to give appointment letter to the non-executive
employees and had to give direction to them. I had to note the joining date based on the new
joining employees. I had to inform them regarding the new joining policies of SPL. The new
joining employees had to signature 3 copies appointment letter made by HRD. After that I copy
had to keep the personal file of HRD, one copy had to give to the new joining employees and
another copy had to keep in store of SPL.
15. Joining Window & Orientation Program
SPL maintain two joining window one is the beginning of month and another is in the middle.
The appointed employees had to join during the Joining Window. Actually, they new joining
employees had to join on Sunday that means on the first day of the week of the starting day.
In this division, I had to be present at Meeting Room or Training Room for receiving the
references letter of two persons, experiences certificate, and clearance letter, acceptance of
resignation letter, joining letter and 2 copies passport size recent photographs. I had the go
through all the steps and checked that information very carefully and took the necessary papers
accordingly.
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16. New Joining Circular / Monthly Joining Report

SPL would like to give information to all the employees regarding the new joining employees.
For this reason, the Executive would like to make the new joining circular in time so that all the
employees could know about the new joining employees personally. I had to make the new
joining circular on behalf of Executive / Senior Executive, HRD based on the final approval for
the new joining or final selection proposal approval by Managing Director. Each and every
month, the HRD had to make the monthly joining report to take the approval from the
Chairman/Vice Chairman/MD. I used to make the monthly joining report based on the new
joining circular on behalf of HR Executive.
17. Maintain Personal File
After joining the new employees, the HRD had to maintain a personal file based on the all
assessment and personal information according to the serial. I had to maintain personal file for
the executive and non-executive employees whatever his or her job location is within SPL. In
the personal file, I had to maintain the serial or steps based on the requisition, approval
requisition, final selection proposal, new joining circular, interview assessment, written exam
marks, CV, medical reports, offer letter, appointment letter. After maintaining the personal file,
I had to give those file to the HR Officer to keep those in the secure place.

B. OTHER RELEVANT ACTIVITIES

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. Organization wide I have to do other work in different sections of recruitment and selection.
Besides, I had to work with the training and development team and compensation and benefit team.
SPL conduct training program for all new employees for their better understanding of the company &
the job. I had monitored the training and orientation programs, sometimes recorded participants
feedback of the training programs, and recorded the faculty evaluation of the training.
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SPL would like to record the employees performance regularly. I had already got an opportunity to
record the employees performance of different position and level of employees based on the
employees evaluation form of permanent and contractual employees all over the Bangladesh.

Time Line of Recruitment and Selection as Policies:

Work

Days

Justify the manpower requisition and take approval from Management within
10 days from receiving the requisition
Ensure JD and prepare and initiate advertisement in proper media within 02
days from requisition approval
Arrange Written test, Prepare questionnaire, evaluate scripts and publish result
within 30 days from written test result publish date
Arrange viva-voce, inform the candidates and board members within 10 days
from written test result publish date
Compile selected candidates documents, make proposal and take final approval
from MD within 5 days from final viva
Inform selected candidates, collect and verify necessary documents and provide
offer letter to the selected candidate and arrange Pre- Employment Medical Test
at SHL and assist in verification of the reports within 10 days from final
approval date
Prepare and handover the Appointment Letter to the selected candidate within
03 days from medical reports verification date
Joining arrangement of selected fresh candidates immediate next joining
window of months 1st day or 15th day (30 days extra for experienced). Ensure
proper Documents from the newly joined employees, Initiate Joining Circular
and ensure Placement of the newly joined employees on the joining date
Total

10
02
10
10
05
10

03
10

60

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CHAPTER IV
CONSTRAINTS / CHALLENGES

a) IDENTIFIED / OBSERVED IN THE ORGANIZATION

While working here sometime this place seemed to me as very challenging place. I experienced
the reality of the present job market which moves on more intensely due to increasing
competition. And the limitations are:
Regular communications with the officials were the pre-condition of getting information about
various things. As the officials were busy in their own role, it was difficult for me to bring out
information and discuss various important things with them.
A company should follow and obey its policy and therefore, they maintain the secure and
restricted internal environment for the safety of the company. Getting access to the people is a
matter of maintaining great precaution for the safety, and hence, there will be many restrictions
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for a student or intern as an outsider. So, some important information was totally restricted due
to the suspicion of security breach. Hence, getting access to limited people and limited
information were some challenges for me.
A study on HRM activities may take significant amount of time to understand better where this
internship had to be accomplished within limited 3 months of time as required by the
university. It was really a challenge for me to work within limited period.
Sometimes it creates a real problem when the interviewees do not show up in time. During
calling the candidates, they starts giving all kind of reasons and they want to delay or change
their date if possible. So we have checked next days schedules and adjust with it.
Script checking is a very long and broad procedure and there is lots of chance to make
mistakes. As I have to check lots of scripts so after a while I lose focus and then the mistake
happen. There are some times when I have made few mistakes because of above reason, I have
accidently counted wrong or I have put the wrong marks into wrong part.

b) ACADEMIC PREPARATION
Academic preparation is the foundation of the university application. The academic preparation
was really good before joining or before starting my internship. But it should be excellent. Taking
good theoretical knowledge from the major courses is really important thing during the
undergraduate program. All the time as an HR major student should have knowledge regarding
problem solving or case solving mentality before joining the corporate sector, knowledge about
corporate culture and manner in theoretically. The corporate sector is really fast enough. As an HR
major student should have the excellent communication skill to work with the corporate people.
Lack of computer skills regarding MS Word, Excel, Power Point and Outlook was the main
factor of corporate sector. Practical experiences were really important before joining or
starting the internship. Some important notes are given below.
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 During undergraduate program, may be a student has theoretical knowledge regarding

practical work or corporate sector. But it was really difficult to match between the
theoretical knowledge getting from undergraduate program and the practical work
experiences with the corporate sector and culture also.
Dealing with the corporate people and new joining employees was really challenging
because of lacking practical knowledge regarding problem solving or case solving during
the undergraduate program.
The present world is technology based. And the world is moving faster based on the
technology. As a BBA student, it was really difficult to work with different software which
is used by the corporate people for time management.

c) MISSING KNOWLEDGE AND SKILLS

I do not have much knowledge about corporate sector when I joined at SQUARE
Pharmaceuticals Ltd. Some sources that gave us some knowledge about corporate culture but it
was not sufficient for future career development. It will be better if university gives us some
opportunities such as:
As a student of undergraduate program, the student has not familiar with corporate culture.
So university can arrange practical sessions on corporate culture by visiting different
organization while studying theory before the internship process starts.
Lack of business communication and customer services can be the disadvantages for
students. Arranging training sessions of business communication and customer service to
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achieve the sales goal as well as analytical problem solving skills and emotional
intelligence.
Dealing with corporate people is big challenges for the students. So, university can arrange
more positioning workshop on corporate culture and attitude and Information and
Communication Technology (ICT).
Before sending the student to gain the practical work experience, university can arrange
mock session on real life working place and provide students hands on knowledge on the
real work life.

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CHAPTER V
LESSONS LEARNED FROM THE
INTERNSHIP PROGRAM

During internship program, the practical work experience is really important. As I had got the
opportunity to work with the number one pharmaceuticals company in Bangladesh, I had learnt so
many things during my internship program. The internship experience and practical working
experience was really good enough for me before starting my career in the corporate sector. Some
important things are given below which I had learnt during internship program.
From my internship program, I have learnt regarding practical knowledge, skills & abilities
regarding, certificate verification, checking answer scripts and some section of the recruitment
& selection policies & practices.
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 I have also learnt the way of recording CV summary, CV sorting, making job advertisement &
organogram, interview organizing, proposal for final selection, joining circular, maintain
personal file.
During my internship program, I have achieved practical knowledge & skills regarding
employees training and development, data base management system, evaluation of participants
feedback of training.
The way of talking to the corporate persons, dealing with the officials whatever it is internal or
external communication as like as corporate language, manner, and office communication.
I have learnt the way of performance appraisal system and performance records of the
permanent and contractual employees all over the Bangladesh within SPL.
From my internship program, I have gained knowledge regarding compensation and benefit
system of employees whatever it is basic or gross salary and others facilities.
During my internship, I have learnt the way of monitoring training, time management system
during official work and training monitoring and meeting project deadline.
I have also learnt the proper using of email communication, Microsoft Word, Excel, Power
Point, Outlook. Using of photocopy machine and handle the photocopy machines problem
during photocopy & scanner machine.

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CHAPTER VI
CONCLUDING STATEMENTS

a) RECAPITULATION / SUMMARY
It is a really good experience for me to work in SPL. I feel satisfied to have been such a
valuable opportunity. Now I know how to be organized and do things systematically.
Maintaining secrecy of the confidential files such as executives and non executives made me
work with confidential terms. Making sure that all my work procedures went smoothly have
made me a much more organized person than what I used to be. Moreover, dealing with such
valued managers have also helped me improve my interaction skills and helped me gain
confidence. Being in such a friendly work environment with so many helpful colleagues has
helped me learn how to work in a team. It was indeed a pleasure doing my internship in SPL.
Square is now the leading Pharmaceutical Company of Bangladesh and becoming a high
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performance global player in the field. From its formation to the present day, it has been
successful in its endeavors. It provides quality medication and strictly follows all regulations.
In Bangladesh over three thousand of people are working here. The medicine of Square is
famous in Bangladesh as well as in foreign countries. HR Department of Square is playing a
vital role as a corporate strategy maker. Growth of the company depends on hiring, developing,
retaining skilled and motivating employees. HR Department is continuously hiring skilled
people from wide market and thus provides trainings to cope with global challenges. Through
various HR activities and training programs they retain talents in the organization, ensure
career path for performers to perform more efficiently and effectively to contribute more and
more.

b) SUGGESTIONS ADDRESSING THE CHALLENGES IDENTIFIED

SPL has extremely wonderful and systematical working techniques. To recommend SPL is
quite arduous 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.

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

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They should give more effort and focus on their current recruitment and selection procedure
as it is quite time consuming and may affect the effectiveness of the processes.

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

The organization should advertise in different job media to attract qualified candidates.

Top management should make the total recruitment and selection procedure easier and faster
to overcome all the drawbacks of present hiring procedure.

SPL should too much careful about Recruitment and selection process, so that turnover rate
is reduced than previous year.

Candidates all qualifications are judged in the interview and written test but Team Work
capability is not judged. To work in an organization team work is very important. So, HRD can
add a step to in the interview procedure to judge a candidates team work and leadership quality.

VIIREFERENCES:
a) Company / Other Website
http://www.squarepharma.com.bd/
http://www.mymanagementlab.com/
https://en.wikipedia.org/wiki/Square_Pharmaceuticals

b) Annual Report
Annual Report of SQUARE Pharmaceuticals Limited 2011 to 2012
Annual Report of SQUARE Pharmaceuticals Limited 2013 to 2014
c) Quarterly Review
SQUARE Pharmaceuticals Limited (Library)
Academic Website (Affiliation Report Format)
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Informal Sources:
Discussion with Mr. Younus Ali, Senior Manager, SPL
Discussion with Mr. Barnobus Sagar Halder, Manager, SPL
Discussion with Mr. Tariqul Bari, Senior Executive, SPL
Discussion with Mr. Sahidul Islam, Senior Executive, SPL
Discussion with Mr. Sazzad Hossain, Executive, SPL
Discussion with Mr. Nurul Islam, Executive, SPL
Discussion with Md. Anisul Alam, Executive, SPL
Discussion with Mr. Abu Mohammed Mohiuddin, Executive, SPL
Discussion with Ms. Sabrina Sultana Chowdhury, Executive, SPL
Discussion with Mr. Mozammal Haque, Executive, SPL
Discussion with Mr. Khalid Abdullah, Executive, SPL

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APPENDICES:
a) List of Short Form
1. SPL SQUARE Pharmaceuticals Limited.
2. CHQ Corporate Headquarters
3. PMD - Product Management Department.
4. AM - Area Manager.
5. FS- Field Supervisor.
6. TR- Tour Program.
7. DCR- Daily Call Report
8. DSE- Dhaka Stock Exchange.
9. SPL- SQUARE Pharmaceuticals Limited.
10. MRA- Market Research Assistant.
11. MPO- Medical Promotion Officer.
12. SMPO- Senior Medical Promotion Officer.
13. MG- Manager.
14. GM- General Manager.
15. PPO- Product Promotion Officer.
16. SDO- Sales Development Officer.
17. SSDO- Senior Sales Development Officer.
18. TNA- Training Need Analysis.
19. SPO- Sales Promotion Officer.
20. SSPO- Senior Sales Promotion Officer.
21. TM- Territory Manager.
22. MP- Market Promoter.
23. FM- Field Manager.

b) Division and Designation of the Non Executive, Executive or Managerial Position

Non Executive Grade Division & Designation
Grade

Designation

B-1

Officer

B-2

Junior Officer

B-3

SR. Officer Assistant/ SR. LAB Analyst

B-4

Office Assistant/LAB Analyst

B-5

Driver

B-6

Peon/Driver

B-7

Peon

Sales Department Hierarchical Levels

Grade

Designation

M-1
D.M.D.
Managerial & Executive Grade Division & Designation
M-2
Executive Director
M-1
D.M.D.
M-3
Executive Director
M-2
Executive Director
M-4
Director-Sales
M-3
Executive Director
M-5
General Manager
M-4
Director
M-6
D.G.M.
M-5
General Manager
M-7
A.G.M.
M-6
D.G.M.
M-8
National Sales Manager (N.S.M.)
M-7
A.G.M.
M-9
National Sales Manager (N.S.M.)
M-8
Manager
M-10
Manager-Sales
M-9
Manager
M-11
Manager-Sales
M-10
Manager
M-12
Regional Sales Manager (R.S.M.)
M-11
Manager
M-13
Regional Sales Manager (R.S.M.)
M-12
SR. Executive
M-14
Territory Manager (TM)
M-13
SR. Executive
M-15
Senior MPO (SMPO)
M-14
Executive
M-16
Medical Promotion Officer (MPO)
M-15
Executive
M-16

Executive

c) e-Recruitment System of SPL

SPL Web site, Career Page

d) Job advertisement for MPO

Field Force Advertisement

e) e-Recruitment Registration Process

SPL Website Career Page

f) Job advertisement for Executive Position

Advertisement for Executives

g) Job advertisement for Non-Executive Position

Advertisement for Non-Executives