MEGA SQUARE SDN BHD

Document No. : MSSB-011

Rev.00

MSSB Hiring Policy

Objective

MSSB’s Hiring Policy sets out the process for properly assessing and selecting candidates who meet
the  qualifications  of  the  open  position.  This  Policy  complements  MSSB’s  Foreign  Workers
Recruitment and Employment Policy and Business Code of Conduct.

This  Policy  applies  to  all  employees  involved  in  the  company's  hiring  process,  including  all
departments within MSSB.

Hiring Process and Procedures

Personnel requisitions
Personnel requisitions must be initiated by the head of department, approved by the Managing
Director and then forwarded to the Personnel & Administration Department (“P&A”).
Personnel requisitions should indicate the following in the Manpower Request Form:



Position title.



Position hours/shifts.



Reason for the opening.



Essential job functions and qualifications (or a current job description may be attached).



Any special recruitment advertising instructions.

Intake meetings
Where required, P&A will arrange a meeting with the hiring manager to conduct an intake meeting

prior to posting a job opening to learn more about the position, the requirements and the profile of
the ideal candidate.

Job postings

P&A will create job postings that briefly describe the job opening and determine the appropriate
channel for job postings (e.g., banners, advertisement through newspaper or recruiter’s side, or

foreign worker recruiter etc).

Job descriptions and any other hiring materials will be free from language that may discriminate or

deter candidates based on protected characteristic.
Jobs will remain posted until the position is filled. P&A will be responsible for tracking all applicants

and retaining applications and resumes as required.

“Protected Characteristic” refers to:

race or skin colour; ethnicity or national origin; religion; age

(save where age is asked to verify the legal age requirements); sex; gender/gender identity; sexual

orientation; disabilities /medical history; marital status, maternity/pregnancy status, etc.

MEGA SQUARE SDN BHD

Document No. : MSSB-011

Rev.00

Internal applicants

Current employees with a satisfactory employment status may apply for internal job openings. The
employee's manager and P&A department shall be notified of the employee’s application.

No prioritization or favouritism to internal applicants will not be tolerated. All internal applications
will be assessed together with the external applicants based on their qualifications and ability to

perform the job successfully.
Internal candidates who are not selected will be notified by the P&A department.

Age verification

It is the policy of MSSB not to hire anyone below the age of 18. To ensure compliance with legal
requirements and prevent child labor, In-person interviews will be conducted for all shortlisted

applicants. Also, all applicants will be required to provide valid proof of age, such as identification
documents or birth certificates, during the hiring process. The hiring manager and the P&A manager

shall be responsible to verify the age of the applicants via the following methods:



If photo is available, make sure the photo and identity on the submitted documents match

the appearance of the applicant.



Check that the original seal between the photo and card is intact.



The date of issue should broadly tally with the condition of the card. It is suspicious if a card
issued many years ago looks brand new.



If the proof of age document is suspicious, applicants can be asked further information to
enable the hiring manager/P&A manager to cross check with the information stated in the

document received.

Interview process & Evaluation based on equal employment opportunities practice
The P&A department and the hiring manager will screen applications and resumes prior to

scheduling interviews. Interviews are generally conducted by the P&A department and the hiring
manager.

Equal employment opportunities to all applicants without regard to race, colour, religion, sex,
national origin, age, disability, or any other legally protected status. Interviews will be focused on

the job-related interview techniques to ensure fairness and consistency.

When scheduling an interview, the P&A department shall adopt the following best practices:



Use a diverse interview panel



Train interviewers on inclusion, diversity, and bias



Base interview questions on job analysis



Ask effective, open-ended questions which focus on job-related criteria such as skills,
qualifications, experience, and fit with the company culture, without regard to protected

characteristics



Ask each applicant the same interview questions



Screen applications consistently. Apply the same standards to everyone applying for the
same position



Assess candidate responses objectively



Ensure both internal and external applicants are evaluated on the same standards and basis

The P&A department will notify applicants who are not selected for a position.

MEGA SQUARE SDN BHD

Document No. : MSSB-011

Rev.00

Reference checks

The  hiring  manager  and  the  P&A  department  may  determine  the  necessity  of  professional
references  for  the  open  position.  Where  required,  P&A  department  will  conduct  reference checks
and verify the employment’s status based on job application form completed by the candidate.

Job offers
After the hiring manager and the P&A manager have determined the finalist for the position, it must
obtain the final approval from the Managing Director. Once approved, an offer will be made and the
candidate offered will be notified, contingent on the satisfactory completion of required background
checks.

Foreign workers
In addition to the applicable principles set out  in this Policy, the hiring of foreign workers shall be
subject to MSSB’s Foreign Workers Recruitment and Employment Policy.

Confidentiality and Privacy



Data Protection
All personal information collected during the hiring process will be handled in accordance
with applicable data protection laws and regulations and MSSB’s Privacy Policy.



Confidentiality
Hiring managers and P&A manager involved in the hiring process will maintain the
confidentiality of applicant information and ensure it is used solely for the purpose of
assessing candidates for employment.

Records
Post hiring, the P&A department shall maintain a personnel file for each employee which include at a
minimum:



a valid labour contract;



a copy of the worker’s ID card;



a photo



date of employment



main task(s)/position



department



where applicable, the employee’s working permit