Analysing the recruitment and selection process of mizuho corporate bank, ltd ho chi minh branch

I HO CHI MINH UNIVERSITY OF FOREIGN LANGUAGE AND INFORMATION TECHNOLOGY DEPARTMENT OF INTERNATIONAL BUSINESS ADMINISTRATION if- - - 03~W03~ GRADUATION PAPER - , TOPIC: ANALYZING THE RECRUITMENT AND SELECTION PROCESS OF MIZUHO CORPORATE BANK, LTD HO CHI MINH CITY BRANCH Student's name: Hoang Thi f)oan Thu Class: KD0306 Advisor: Vo Van Thanh Tin, MBA • -July 2007- rI , I , ACKNOWLEDGEMENT z.==~~ ~~= =-_ • I would like to thank my HUFLIT University and International Business Administration Department's lecturers and staff who have given me good conditions and an opportunity to write this graduation paper Special thanks to Mr Vo Van Thanh Tin for reading my graduation paper and offering valuable advice and comments I am extremely grateful for his perseverance in reviewing and correcting my draft Without his direction and encouragement, I cannot go to the end of the way Many thanks to the Board of Management of Mizuho Bank, especially Human Resource Department's managers who made it possible for me to learn and use their data and other information relating to my topic With my deep gratitude, I would like to thank my parents for supporting, encouraging me and all the things they have done for me during the time I work on this research paper 151 July, 2007 HOANG THI DOAN THU ADVISOR'S ASSESSMENTS The author, Ms HOANG THI DOAN THU, has tried her best to work on the literature review related to the recruitment and selection process Her efforts in collecting and analyzing the data from MIZUHO CORPORATE BANK, LTD HO CHI MINH CITY BRANCH have greatly contributed to the values and implication of the Graduation Paper Most of the objectives the Graduation paper have been reached Besides, the content of the Paper has also been clear, concise, and coherent thanks to her good academic writing skills The results from her analysis have proved her competence in working on the research and have become good basis for her suggestions to improving the recruitment and selection process at MIZUHO Corporate Bank, Ltd Ho Chi Minh City Branch With great consistency and hard working, the author has fulfilled her assignment successfully The results of her Graduation Paper are worth being recognized and rewarded 3rd July, 2007 VO VAN THANH TIN MBA 11 ABSTRACT Human resources are the most important assets of an organization, the success or failure of an organization is largely dependent on the virtues of the people working therein It is definite that without positive and creative contributions from people, organizations cannot progress and prosper In order to achieve the goals of an organization, therefore, we need to recruit people with requisite knowledge, skills, and experience With basic knowledge and other information, the author will address the area: "Analyzing the Recruitment and Selection Process of Mizuho Corporate Bank, Ltd Ho Chi Minh City Branch" In addition, there will be some useful suggestions on improving recruitment and selection process that matches with our society's development and needs III TABLE OF CONTENT Acknowledgements i Advisor's Assessment ii Abstract iii Table of Content iv L.1st fF' Igures Vlli INTRODUCTION I Research Paper Obj ectives II Scope and Limitation III Research Methodology IV Contents of the Research Chapter 1: INTRODUCTION OF MIZUHO CORPORATE BANK, LTD HO CHI MINH CITY BRANCH I An Overview ofMizuho Corporate Bank, Ltd Ho Chi Minh City Branch Establishment History Objectives ofMizuho II Organizational Structure Functions of Business Promotion Department Functions of Operation Department Functions of Administration Department III Business Activities 10 IV Chapter 2: LITERATURE REVIEW Importance of Recruitment and Selection Process 13 II S upport1ng A'"ct1vlt1es 14 Job Analysis 15 Job Description 16 Job Specification 16 III Alternatives to Recruitment 17 Overtime 17 Outsourcing 17 Contingent Worker 18 IV Recruitment 18 Internal Source 18 External Source 20 V Selection 23 Selection Criteria 23 Selection Process 25 Selection Methods 30 V1.Assessing the Recruitment and Selection Effectiveness 33 What is Metric? 33 Why Should Use It? 34 What to Measure? 34 v Chapter 3: ANALYZING THE RECRUITMENT & SELECTION PROCESS OF MIZUHO CORPORATE BANK, LTD HO CHI MINH CITY BRANCH I Human Resource Situation 39 On What Basis to Decide Recruitment and Selection? 39 The Characteristics of Labor Force 41 II Recruitment Sources and Methods 44 Advertisement 44 Internet 44 Employee Referrals 46 Headhunter 46 III Selection Process 46 Screening Job Application 47 Selection Tests 48 Preliminary Interview 49 In Depth Interview 50 Probation Period 51 Employment Decision 52 IV Assessing the Recruitment and Selection Process 54 Some Strong Points on the Recruitment and Selection Process 54 Some Drawbacks on the Recruitment and Selection Process 56 • VI , - - - - Chapter 4: SOME SUGGESTIONS ON THE MIZUHO COMPANY'S RECRUITMENT AND SELECTION PROCESS I Preparation Before Recruitment 62 Job Analysis Methods 63 Stages in the Job Analysis Process 65 II Improving and DiversifYing Recruitment Sources and Methods 67 Internet 68 Internal Recruitment 68 III DiversifYing the Selection Tests 69 I Personality Tests 69 Emotional Intelligence Tests 70 IV DiversifYing on Interview 71 Structure Interview 71 Behavioral Interview 72 Group Interview 72 Conclusion 74 Appendix 76 References 86 Vll , - LIST OF FIGURES Figure 1.1: Organizational Chart ofMizuho Corporate Bank, Ltd Ho Chi Minh City Branch Figure 2.1: Decision in Job Analysis Process 15 Figure 2.2: Job Analysis and other Human Resource Activities 16 Figure 2.3: The Selection Process Chart 29 Figure 3.1: Department's Labor Arrangement 40 Figure 3.2: Recruitment Decision ofMizuho Corporate Bank, Ltd 41 Ho Chi Minh City Branch Figure 3.3: Education Level of Employees ofMizuho Corporate Bank, Ltd 42 Ho Chi Minh City Branch Figure 3.4: Age Level of Employees ofMizuho Corporate Bank, Ltd 43 Ho Chi Minh City Branch Figure 3.5: Gender Level of Employees ofMizuho Corporate Bank, Ltd 44 Ho Chi Minh City Branch Figure 3.6: The Selection Tests ofMizuho Corporate Bank, Ltd 48 Ho Chi Minh City Branch Figure 3.7: The Selection Interview ofMizuho Corporate Bank, Ltd 51 Ho Chi Minh City Branch Figure 3.8: Steps in Selection Process ofMizuho Corporate Bank, Ltd 53 Ho Chi Minh City Branch Figure 4.1: Job Analysis Questionnaire 65 Figure 4.2: Six Steps in Job Analysis 66 Vlll INTRODUCTION INTRODUCTION Several Issues were identified that the organization needs to address in the recruitment and selection processi The objective of the recruitment and selection process is the appointment of the most suitable person for a given post, based on a candidate's qualifications A fundamental part of the process is to ensure that standards of fairness and equality are maintained RESEARCH PAPER OBJECTIVES After an organization's structural design is in place, it needs people with the right skills, knowledge, and abilities to fill in that structure People are an organization's most important resource because people either create or destroy an organization's reputation for quality in both products and service Attracting, developing, rewarding, and retaining the people needed to reach the organizational goals are the activities that make up the Human Resource Management function Generally, in a small business, the employees are an organization's greatest assets; without them, everyday business functions such as managing cash flow, making business transactions, communicating through all forms of media, and dealing with customers could not be completed Humans and the potential they possess drive an organization Today's organizations are continuously changing The organizational change impacts not only the business but also its employees Human resource management works to ensure that employees are able to meet the organization's goals If Human Resource is the most valuable asset of a corporation, which can bring the competitive advantage to the corporation, we can say recruitment and selection are the heart of Human Resource recruitment? Recruitment is seeking Management the people who have So, what is appropriate Penny Clark, "Journal of Management Practice", p.l Advisor: Mr Vo Van Thanh Tin Page Student: Hoang Thi Boan Thu Chapter 4: SOIv1ESUGGESTIONS ON SELECTION PROCESS IN MIZUHO CORPORATE BANK, LTD HO CHI MINH BRANCH interviewer for each job applicane4 With such the interests, Mizuho Company should establish the group typically includes the job supervisor and a representative or other job expert who help to develop the interview questions SUMMARY A major purpose of recruitment and selection is to find employees who fit well into the culture of the corporation Thus, improving the activities of the process may be a helpful way to contribute to the company's success Besides, this will help to ensure that organizations can recruit and select the right people to serve the current and future needs of their respective organizations Therefore, to ensure that the recruitment and selection process is efficient and comprehensive, Mizuho Company should consider some suggestions that the author presented above • 34 Johnson, C (1999), Cutting Down the Days, Human Resource Magazine Advisor: Mr VO Viin Thanh Tin Page 73 Student: Hoang Thj f)oan Thu CONCLUSION CONCLUSION Employees have the capability to feel, think and even react Therefore, the Management has to deal with the employees in a careful and tactful manner Material resources such as land, machines, raw materials, etc are easy to manage because they have no capability to feel or think This is not the case with human resource Man and machines must not be treated in the same manner The human resource is very important and useful It should be used for the benefit of the company This is a challenging job for Human Resource Management The company can make rapid progress only when the employees are satisfied and cooperative On the other hand, the company will have to face various problems and difficulties if the employees are not cooperative but rival This indicates that human resource is the most strategic and critical determinant of growth of the company Among the numerous activities of Human Resource Management, recruitment and selection may be the most important step Effective recruitment and selection are critical to organizational success Think of the recruitment and selection process like a funnel, with a wide part of funnel collecting the wide assortments of applicants, and selection process sorting the candidate pool into a smaller group of qualified candidates They can make companies have high-performing employees who are also satisfied with their jobs, thus contributing positively to the firm's bottom line On the contrary, poor recruitment and selection often result in mismatches, which can have negative consequences for an organization Effective recruitment and selection are therefore not only the first step towards organizational excellence, but also important cost control mechanisms as well The objective of the research aims at analyzing Mizuho Company's recruitment and selection process As mentioned in Chapter three, Mizuho Company is still lack of personnel, so recruitment and selection is the initial step in effecting Advisor: Mr Vo Van Thanh Tin Page 74 Student: Hoang Thi £JoanThu CONCLUSION Mizuho Company's strategy by maximizes its investment in human resource The suggestions of research are useful for the company's recruiters in order to choose the right person for the right job and perform the company's objectives as well as the personnel's objectives To achieve the objective, the author presented an overview of Mizuho Corporate Bank, Ltd Ho Chi Minh City Branch in the first chapter This is followed by a theory of recruitment and selection process which can be used to analyze the company's process in reality The third chapter focuses on the analyzing the recruitment and selection process of Mizuho Company, and mentions some strong points as well as the drawbacks Hence, based on the company's drawbacks, the author gives some suggestions to improve the recruitment and selection process in the last chapter In the future, personnel in the banking industry will certainly increase together with the expansion of Mizuho Company Therefore, the company must consider the importance of Human Resource Management, especially the recruitment and selection functions The right staff can carry Mizuho Company through a period of change and ensure its future success Because of the importance of hiring the committed and competent staff, effective human resource management is crucial to the success of all organization Advisor: Mr Vo Van Thanh Tin Page 75 Student: Hoang Thj Doan Thu APPEN~DICIES Advisor: Mr Vo Van Thanh Tin Page 76 Student: Hoang Thi Doan Thu , I APPENDIX AUTHORI;~ TION MEMO I 0M MGR/H"d Name: Phan Dao Khuon Job title: Officer (H R) Your Authority and Responsibilities Nhu De artment: Section: General Affairs Proxy Dept./Section General Affairs on the Job are described hereunder Ooeration and Aooroval Authoritv - FaX! Swift operation aoorove - Authorized to enter to communication room - Authorized to enter the stationerv room - Handle Visa - Car arranaement Resoonsibilities - Handle communication: fax, swift - Arranae & control visa - Toner, cartridae control - Printina arranaement - Contact list - Handle eauioment reoair Acknowledgement date: July 30th 2006 Signature: I Seal The Signature, Initial and / or Seal appearing herein shall be officially used hereafter Advisor: Mr Vo Van Thanh Tfn Page 77 Student: Hoang Thj Doan Thu APPENDIX Mizuho Corporate Bank, Ltd Ho Chi Minh City Branch JOB DESCRIPTION Job title: Clerk Report to: Manager Department: General Affairs Section: General Affair Job holder: Ms Phan Dao Khuong Nhu Date: July 30th 2006 Subject To operate the administration and processing of matters in General Affairs Handle fax in/out and Swift in Smooth car arrangement Dimensions SWIFT Organization Chart Manager & Department Head Manager (1) Officer (1) Clerk (2) Principal Accountabilities 1) Sending, receiving fax! swift and deliver to the right person 2) Arrange Visa for Japanese and control its expiry 3) Check and arrange toner! cartridge for all equipments 4) Handle tools/equipments repair 5) Manage arrange all kinds of printing 6) Arrange and control stationery 7) Handle car arrangement 8) Control and distribute mobile phones 9) Assist to seniors for copying documents 10)Back up mailing controll record (incoming/ outgoing) 11)Check/refill papers in all photocopiers, printers, fax machines Advisor: Mr Vo Van Thanh Tin Page 78 Student: Hoang Thj Uoan Thu • All actions undertaken are to be in strict accordance with the bank's operating procedures, a copy of which is available in the Branch for security at any time Contact External: Suppliers, Officials, Customers, Banks Internal: H.O and other branches Job knowledge, skills & Experience No experience Basic Administration works Good communication skills in general business scenes Accurate/ Numerate Ability to work under pressure Good common sense in general business scenes Job description set for the above is accepted Date, July 30th 2006 Phan Dao Khuong Nhu Advisor: Mr VO Van Thanh Tin Page 79 Student: Hoang Thj Doan Thu APPENDIX TEST FOR ACCOUNTING CANDIDATES (DURATION :120') ****************************************************************** Note: You are required to give this test back to us after finish the test Thank you! ~~~f;G) Part 1: Fill in the blanks in the statements below: An asset is something is something by a business A liability by a business is the excess of income over expenditure The is a list of all the assets and liabilities of a business at a particular date The is a record expenditure incurred over a given period of income generated and The accounting equation is as follows: Part 2: Translations Translate into Vietnamese: Purpose of Reconciliation: Reconciliation is intended to compare our ledger with that of our counterparties in order to discover discrepancies early and make the Bank's funds management more effective It is also intended to prevent unforeseen losses to the Bank such as requests for compensation for losses from customers due to delays in discovering problems Reconciliation also serves the important function of acting as an internal check for preventing fraud, etc., by controlling and verifYing at the points of funds movements when transactions are concluded, especially concerning funds and foreign exchange transactions Independence of Reconciliation Sections: From the viewpoint of mutual checks and balances, the Dealing Room (front office), operations department, and departments responsible for Advisor: Mr Vo Viin Thanh Tin Page 80 Student: Hoang Thj f)oan Thu preparation of vouchers or input of vouchers into the system cannot be in charge of reconciliation operations That is to say, an administrative organization independent from the processing of individual transactions (such as the accounting department) must be in charge of reconciliation operations When the department in charge of General Affairs is the same as the department in charge of accounting, from the viewpoint of checks and balances the person in charge of expense must not be the person in charge of reconciliation, and each approving officer must be different person Translate into English: Eli€u 16: Doanh thu: Doanh thu til' hQat dQng kinh doanh cua cac t6 chuc tin dVng la s6 ti€n thu duO'ctrong ky bao g6m: a Thu tir hQat dQng kinh doanh g6m: thu tir hQat dQng tin dVng, thu liii ti€n gu'i, thu djch VV, thu tir hQat dQng kinh doanh ngQai h6i va vang, thu liii gop v6n, mua c6 ph~n, thu til' hQat dQng mua ban nq, thu v€ chenh I~ch ti gia, thu til' ho?t dQng kinh doanh kMc b Thu kMc g6m: cac kh6an thu til' vi~c nhuqng ban, If tai sim c6 djnh, thu v€ cac khoim v6n dii duqc xu If b~ng dv phong rtii ro; thu kinh phi quan If d6i vai cac c6ng ty vien dQc I~p; thu ti€n ph?t kMch hang vi ph?m hqp d6ng; cac khoan thu khac BQ tai chinh quy djnh di€u ki~n va thai di~m xac djnh doanh thu Di€u 17: Chi phi: Chi phi cua t6 chuc tin dVng la cac chi phi chi tra hqp If pMt sinh ky, bao g6m: a Chi hQat dQng kinh doanh: + Chi phi pMi tra liii ti€n gui; chi phi pMi tra liii ti€n vay; chi phi ho?t dQng kinh doanh ngo?i h6i va vang; chi hQat dQng kinh doanh djch vv ngan hang; chi cho vi~c mua ban c6 phi~u, trai phi~u; chi cho ho?t dQng mua ban nq; chi cho hQat dQng gop v6n; mua c6 ph~n; chi v€ chenh I~ch tf gia; chi cho ho?t dQng kinh doanh khac + Chi trich kh~u hao tai san c6 djnh Muc trich theo quy dinh chung d6i vai cac doanh nghi~p + Chi di thue va cho thue tai san + Ti€n luang, ti€n c6ng va chi phi co tinh ch~t luang theo quy djnh Advisor: Mr VO Viin Thanh Tin Page 81 Student: Hoang Thj Doan Thu + Chi bao hi~m xa hQi, bao hi~m y te, kinh phi cong dol'm + Chi djch V\! mua ngoai: chi thue sua chua tai san c6 djnh, v~n chuy~n, di~n, nuac , di~n thQai, V?t li~u, gifry in, van phong pham, cong c\! lao dQng, phong chay chua chay, tu vfrn, ki~m toan, ti~n mua bao hi~m tai san, ti~n mua bao hi~m tai n~n nguai, chi cong tac phi, chi ph\! cfrp tau xe di nghi phep theo quy djnh, chi hoa h6ng, d~i Iy moi giai, uy thac va cac djch V\! kMc + Cac khoan chi phi khac Part 3: Draw up a bank reconciliation statement as at 31 Dec 19X8 by using following Bank Statement and Cash Book Use "Reconciliation Worksheet" for your work • Advisor: Mr Vo Van Thanh Tin Page 82 Student: Hoang Thj £)oan Thu • APPENDIX TEST FOR BP CANDIDATES (DURATION: 100') *********************************************************** Note: You are required to give this test back to us after finish the test Thank you! ~~~f0 II Translate into Vietnamese: Upon receiving application for cash withdrawal at the counter, teller checks details of application and verifies authorized signatures If the receiver of cash is different to the NC holder, authorization is to be checked and a copy of the receiver's ID Card or Passport is to be attached and filed together with the withdrawal slip • While teller is using a copy of application to input the transaction into MMAXII, cashier in charge arranges cash in accordance with his/her handling limit, puts cash stamp on the withdrawal slip After that, cash, application, input results are passed to cash checker (cashier with a higher handling limit) Cash checker confirms the correctness of input results against application's contents, makes sure the correctness of cash amount arranged by the cashier in charge then finally passes the cash back to counter's teller After getting receiver's signature on the withdrawal slip, teller gives cash to the customer at the counter together with one copy of the withdrawal slip for their reference' Note: Depending on each specific case, cash also can be paid over the cash room window directly to customer at the discretion of cashier in charge III Translate into English: Nguai cu tnl ("non-resident") la t6 chuc co tai khoan ti~n gui ngo~i t~ dugc chi ngo~i t~ tir tai kho[m VflO cac ml)Cdich sau day: Chi toan ti~ri nMp kh~u hang hoa va dich VI) cho nuac ngoai & toan ti~n hang hoa va dich VI) cho cac t6 chuc va ca nhan & nuac dugc phep thu ngo~i t~ theo quy dinh t~i ThOng tu nay; Chi tra ng g6c, lai, phi va cae chi phi phM sinh khac cua cac kho[m vay b~ng ngo~i t~ cua Ngan hang nuac va vay nuac ngoai theo cac quy dinh hi~n hanh; Advisor: Mr Vo Van Thanh Tin Page 83 Student: Hoang Thi Doan Thu • Ban ngo~i t~ cho cac t& chuc tin dl,mg dugc phep ho~t dQng ngo~i h6i ho~c d~u tu vao cac lo~i gi&y ta c6 gia dugc phat hanh b~ng ngo~i t~ va cac lo~i chUng khoan dugc phap lu?t cho phep; Chuy~n d&ira cac c6ng Cl,!thanh toan khac b~ng ngo~i t~ nhu sec, the toan ho~c chuy~n d&ira cac lo~i ngo~i t~ khac; Rut ngo~i t~ ti~n m~t, chuy~n khoan chi cho ca nhan lam vi~c cho t& chuc dugc Clr nuac ngoai ho~c tra luong, thm'mg va phI,! cap khac cho nguai cu tru la nguai nuac ngoai lam vi~c cho t&chuc d6 II/I Please answer: A customer brings USDl40 cash to our counter and wants to convert into VND Our USDNND cash exchange rate is 15852 a) How much is the VND amount the bank needs to pay? b) Suppose that for the time being, our cashiers have the following types of VND denominations in stock: VND500,OOO VNDIOO,OOO • VND50,OOO VND20,OOO VNDIO,OOO VND5,OOO VND2,OOO VND1,OOO VND500 VND200 How should we allocate the banknotes so that this customer can receive sufficient fund with minimum number of banknotes for the VND amount? What is the minimum number ofbanknotes he can receive? /VI Please answer the following questions (explaining why you can come to the answer): • During the writing test, Nga wrongly answered 10 questions and got 6/10 mark How many questions were there in the test? Advisor: Mr Vo Van Thanh Tin Page 84 Student: Hoang Thi Doan Thu • David uses bottles with capacity of Y4 litter to fill in a big vase with capacity of 2.5 litters How many times in minimum he needs to go to the water tank to complete this duty? During a running competition, Tom ranked 15th from the top down as well as from the bottom up How many participants were there in the competition? A playboy bought a picture at the price of USD 190, and then he sold it at USD 180 After month, he purchased that picture again at USD 190, and then resold at USD200 How much has he gained from this deal totally? A businessman left one third of this estate to his widow and designated that the remainder be divided equally among his sons What is the fraction of the estate designated for each son? VI Please describe your understandings about the duties of a Japanese bank's Biz Promotion Staff? What are necessary qualifications for a Biz Promotion Staff to successfully complete these duties? • • I • Advisor: Mr Vo Van Thanh Tin Page 85 Student: Hoang Thj Doan Thu • REFERENCE Andrew J Dubrin, Essentials of Management, 5th Edition, Thomson/South- Western Bob Nelson, and Peter Economy, The Management Bible, John Wiley and Sons, Inc Darrell K Rigby, Management Tools 2005 "An Executive's Guide ", Bain & Company, Inc Gary Dessler, Human Resource Management, 9th Edtion, Prearson Education International Harvard business • • essential senes, Hiring and Keeping the Best People, Harvard Business School Press, Boss, Massachusetts Ministry of Manpower, Recruitment and Selection, "Case study series 1/2004 " Nguy~n Huu Than, Quem Trj Nhdn Slf, ih Edition, Nha xufrt ban th6ng ke Peter Wilson and Sue Bates, The Essential Guide on Managing Small Business Growth, John Wiley and Sons, Inc PhD Bob Kimball, The Book on Management, Best Business Books An Imprint of The Haworth Press, Inc 10 PhD Steven Stralser, MBA in a Day, John Wiley and Sons, Inc 11 Raymond A.Noe, John R Hoolenbeck, Barry Gerhart, Patrick M Wright, Human Resource Management Gaining a Competitive Advantage, ih Edition, Irwin McGraw-HilI • • 12 R Wayne Mondy, Robert M.Noe and Shane R Premeaux, Human resource management, 8th Edition Advisor: Mr Vo Van Thanh Tin Page 86 Student: Hoang Thi Doan Thu 13 Schermerhorn, Management, 7th, www.wi1ey.com/college/chermerhorm John Wiley and Sons, Inc 14 William Poundstone, How Would You Move Mount Fuji, Brockman Inc., USA ,., "'\ , ( I , ~ Advisor: Mr VO Van Thanh Tin Page 87 Student: Hoang Thj EJoan Thu