When recruiting procurement staff, designate one person to be responsible for each of the following tasks: receiving documents, reviewing them, conducting initial interviews, and conducting final interviews. If the company is small, the same person can handle all of these tasks, but each step should still have clear completion conditions.
Let's start with the deliverables of this job.
This position will involve comparing prices, delivery dates, and ensuring specifications match. Before opening the position, we should discuss the importance of meticulousness, a sense of deadlines, and asking questions to confirm which aspects require pre-employment training and which can be arranged. Different tasks or shifts need to be explained separately.
Weekly Schedule Example
- At the beginning of the week, the hiring manager confirms the tasks, time, location, and compensation scope, and the administration organizes the received resumes.
- During the week, review the resume analysis and original data, and clarify any gaps in the information regarding details, delivery dates, and specifications.
- After review, a preliminary test invitation will be issued, specifying the number of questions, the deadline, and the contact information for handling difficulties.
- Once the candidates are selected, the supervisor will review the report and decide whether to conduct an interview or conduct a supplementary selection; the next steps will be communicated simultaneously.
This is a scheduling example, which can be adjusted according to the candidate's schedule. Each invitation should have a response window; there's no need to wait until the weekend to handle ad-hoc issues.
How do supervisors and administrators hand over responsibilities?
Administrative staff are responsible for tracking the status of received documents and notifications; supervisors assess the evidence and necessary conditions for work. When professional competence requires practical experience or completed projects to be confirmed, qualified personnel are assigned to assist.
For purchasing, this mock interview can be used: Provide two fictitious quotes and have the interviewer verify the specifications, quantity, delivery date, and any unspecified conditions. When reviewing, pay attention to comparing quotes with identical specifications, pointing out differences beyond price, and asking follow-up questions without making assumptions.
What adjustments are needed after the first round?
If multiple people have different understandings of meticulousness, first revise the full-time staff's explanation; if the issue is stuck because the supervisor hasn't responded, reserve a fixed review period. Using tools can help organize information, but the company still needs to complete communication and personnel decisions.
The next step can be to refer to the three-step process from resume to interview for small and medium-sized enterprises without human resources .
Explore the interview system plan for SMEs
The MIND Interview plan for SMEs costs NT$3,000 for six months and includes 50 resume analyses and 15 AI interviews in total over six months. It helps you screen resumes, conduct first-round interviews online and organize reports. Your company reviews the results and makes the hiring decision.
Once you have prepared the job openings, the expected number of resumes, and the number of interviewees, you can confirm with the team whether the plan is suitable and how to start using it.
Frequently Asked Questions
Key questions often raised by business leaders and HR teams:
Without dedicated HR personnel, who is responsible for the initial review and verification of procurement?
This can be handled by the boss or the person in charge, with administrative assistance for data compilation and notification. Professional tasks should be assigned to individuals capable of assessing this skill level.
After the initial procurement test, how can I supplement evidence of my work ability?
Two fictitious quotes will be provided. Please verify the specifications, quantity, delivery date, and any unlisted conditions. The key is to compare quotes with identical specifications, point out differences beyond price, and ask follow-up questions without making assumptions. The initial interview summary will be arranged and reviewed by the company and will not be considered the final hiring decision.