Internal Job Posting (IJP) Policy

When a job vacancy opens, companies first publicise them internally to check if any of their existing employees are interested in applying for the open positions. Several employees transfer from one position to another internally when given such opportunities. This policy explains the procedures and eligibilities for posting, applying and hiring of employees for any open internal job positions.

This policy template is available for download in Word format.

With this Internal Job Posting Policy template, you can:

• Use the standard policies and principles for IJP programs
• Provide step-by-step procedure on internal hirings
• Post a job internally on the company intranet or webpages or by email

In just a few minutes, you will be able to create an internal job posting policy. This policy covers rules to be followed with respect to:

• Guidelines to prepare a job description and obtain requisite approvals
• Specification of eligibility criteria for employees who can be considered for the position
• Hiring procedures, communication, selection, transfers and handover training procedures for employee’s knowledge and awareness

Internal Job Posting Policy

Objective

< Company Name > is committed to investing in our employees and helping them advance their careers within the organisation wherever possible. The internal job posting (IJP) policy outlines guidelines for posting, communicating and applying for vacancies internally before doing so externally.

Scope and Applicability

This policy applies to all full-time and part-time employees (both permanent and temporary.)

This policy is owned by < Name of the Person > and reachable @ < Contact Number > and < email address >

Policy / Process

Preparing an Internal Job Posting

The IJP should follow the guidelines as done for external job postings. They should include:

• Job title
• Grade/Level
• Location
• Department
• Skill and Experience requirements
• Duties and responsibilities
• Instructions on how to apply, deadline and procedures

Posting a Job Internally

Internal jobs should be posted in one or all of the following places:

• Email to staff
• Bulletin boards
• Company intranet
• Internal newsletter

HR and hiring managers are responsible for communicating internal job postings to everyone who may be eligible to apply. Each job has to be posted internally for <2 weeks> before it’s posted externally. If a position has to be filled quickly, HR may post a job both internally and externally and assess candidates from both sources simultaneously. Internal candidates may be given preference over external candidates where possible. < Company Name > is an equal opportunity employer, which means a fair and just procedure for hiring will be followed as per our set process.

Eligibility

< Company Name Here > considers employees to be eligible if they:

• Meet each position’s minimum criteria
• Achieved set expectations in their current jobs
• Have held their current position for at least [X months/ years]
• Should not be on a PIP or must have successfully cleared PIP
• Were not subjected to any disciplinary action

Employees who are short-listed will be interviewed for the position by the Hiring Manager. Employees do not have an automatic right over any internal job availability, and the decision of the Company or Hiring Manager or HR is final and binding. Company has the right to reject any internal candidate with or without assigning any reason whatsoever.

Applicants from Different Locations

Internal applicants may come from different company locations. In case where an internal applicant lives in a different city or country, HR may consider relocating the employee on a case-to-case basis.

If relocation allowance or reimbursement is not possible, HR is responsible for mentioning this in the job posting.

Procedure

< Company Name Here > follows the below-mentioned procedure:

• HR drafts the job description and other criteria with input from Hiring Manager
• VP of HR / Head of HR approves the job description
• HR posts the job and communicates the posting to all employees
• HR/ Hiring Managers receive and evaluate internal applications
• Hiring Manager to review and shortlist candidates and forward list to HR
• HR to check past performance and for any disciplinary actions taken and inform Hiring Manager
• Once approved by the Hiring Manager, HR to check for employee records to ask for more info or data or certifications from employee, if needed
• HR to keep internal candidates informed about the status of their application
• HR to assist Hiring Manager in successfully onboard selected candidate(s)

If an employee declines an offer, their decision will not affect their current job. If they accept an offer, they should meet with their managers within a week to discuss a transfer. An employee’s transfer may happen only after their current position is filled, but not beyond three months from the date of acceptance of offer. Employees should follow the instructions mentioned in the job posting. It is a good practice to keep the current manager informed of such an application. HR should notify managers if their team members are short-listed and invited for an interview. HR is responsible for keeping accurate records of applications, interviews and subsequent transfers.

Employees who were rejected for a position are eligible to apply for similar positions in the future unless the job postings specify otherwise.

Special Circumstance and Exception

Any Deviation from this policy has to be approved by Management. Any changes to the policy have to be approved by HR.

Non-compliance and Consequence

Violation of this policy is subject to disciplinary action, up to and including termination.