INTERNSHIP REPORT ON
Administration
Table of Content
Pages
Chapter1. INTRODUCTION OF ORGANIZATION
1.1 Overview of Bank Alfalah ---------------------------------------------------------------2
1.2 Bank Alfalah Limited Vision and Mission --------------------------------------------4
1.3 Management Structure of Organization ------------------------------------------------5
1.4 Business in Bank Alfalah -----------------------------------------------------------------7
1.5 Introduction and Assessment of HR ----------------------------------------------------9
1.6 Hierarchy of Human Resource Department of Bank Alfalah ------------------------10
Chapter2. HR OPERATIONS
2.1 File Audit of Pre-Hiring and Post-Hiring Documents Audit ------------------------11
2.2 Issue Employee Number from HRMIS -------------------------------------------------19
Bank Alfalah Limited was incorporated on June 21st, 1992 as a public limited company
under the Companies Ordinance 1984. Its banking operations commenced from November 1st,
1997. The bank is engaged in commercial banking and related services as defined in the Banking
companies ordinance, 1962. The Bank is currently operating through 300 branches in 74 cities,
Since its inception, as the new identity of H.C.E.B after the privatization in 1997, the
management of the bank has implemented strategies and policies to carve a distinct position for
Strengthened with the banking of the Abu Dhabi Group and driven by the strategic goals set out
by its board of management, the Bank has invested in revolutionary technology to have an
This facilitates our commitment to a culture of innovation and seeks out synergies with
clients and service providers to ensure uninterrupted services to its customers. We perceive the
requirements of our customers and match them with quality products and service solutions.
During the past five years, we have emerged as one of the foremost financial institution in the
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Abu Dahbi Group is represented in Pakistan by the following entities:
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1.2 Bank Alfalah Limited Vision and Mission:
Vision:
“To be the premier organization operating locally & internationality that provides the complete
Mission:
“To develop & deliver the most innovative products, manage customer experience, deliver
quality services that contributes to brand strength, establishes a competitive advantage and
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1.3 Management Structure of Organization:
Board of directors
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Management:
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1.4 Business in Bank Alfalah:
General Banking:
• Deposit Accounts
• Lockers
• Remittance
Financial Services:
• Structured Finance
• Trade Finance
• Lease Finance
• SME
• Agri Finance
Consumer Finance:
• Credit Cards
• Home Loans
• Auto/Vehicle Loans
• Debit Card
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Treasury & International:
• Money Market
• Forex Market
• Correspondent Banking.
• Nostro Account
• Home Remittance
• Money Gram
Islamic Banking:
• Personal Banking
• Corporate Banking
• Consumer Banking
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1.5 Introduction and Assessment of HRD:
In Bank Alfalah there are about 37 HR staff over four thousand employees this HR staff
deals with the Punjab and North region of Bank Alfalah branches in Pakistan. Bank Alfalah not
only is one of the fastest growing bank in Pakistan, that provides its customers with a number of
financial services, but is also a great employer of human resources, that provides its employees
with a conducive environment that not only is challenging but also helps them in applying and
gaining knowledge.
9000 8000
8000
7000
No of Employees
6000 5218
5000 total number of
4000 3352 employees
3000 2133
2000 1504
695 959
1000
0
2000 2001 2002 2003 2004 2005 2006
Years
The above figures show that all prospect employees feel confidence in Bank Alfalah as their
prospective employer.
Bank Alfalah, as a response to this confidence has three ways of employing prospect employees
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1.6 Hierarchy of Human Resource Department of Bank Alfalah
General Manager
Mr. M Qasim
Assistant DGM
Sr. Manager HR
Relationship Management
Relationship Management
HR Officers
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Chapter2. HR OPERATIONS
1. Educational Certificate:
degree
• Highest degree mentioned at the time of hiring with session inlined with
previous degree
• Any other degree/ certificate which has influenced range/ salary justification
designation must be shown of authority bank officer who has made the
• Provisional certificates are not accepted and for exceptional case undertaking
is required
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2. Experience:
• Employee must provide all experience certificates, that he/she has written in
declare that there neither there is liability against him nor was he/she involved
in disciplinary action
• Date of release from last employer should be less than date of joining at BAL
• For financial institute and large nonfinancial organization release letter from
• Salary slip is not required in cause of daily wages working in any industry
3. Test:
• Employee Name, Father Name, NIC No. and Brach Should be correct
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4. NIC:
• Parent/Spouse
• CNIC of nominee
1. Appointment Letter:
latter generation
• Range, salary, salary break up, department and branch should be according
A) For Contractual:
Match the joining date on Offer Letter with joining Date on Joining Report. For credit
card division offer letter validity date is one month. Employee should join under this one month.
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B) For Regular:
Match the joining date on after letter with joining date on joining report. Offer letter
All the pages should be signed and properly filled by employee. Each page should have
4. Joining Report:
Joining report should be duly signed by Employee and Employer. Joining date should
Originally seen copy of CNIC of nominee required in each case. These forms should
sign by employee; two witnesses should sign along with their addresses. Nominee cannot be
This should signed by employee. Originally seen copies of CNIC of self and department
required. Originally seen copy of B-Form issued by NADRA required for each child if any.
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8. Provident Fund Nomination Form/Gratuity Fund Nomination
Salary:
Provident fund of 8.3% of basic salary of employee deducted every month in which Bank
contribute the same amount that is 8.3% of basic salary. Whole amounts will be paid to
required From A-Level to Higher Degree mentioned on personal data form. All Documents
Copies of all experience certificates mentioned on personal data required. All Documents
Should be originally seen by authorized officer of bank. Check the experience date (from-to) on
certificate of last employer. This date shouldn’t be more than employment date of Bank Alfalah.
This experience certificate can also be considered as release letter from last employer.
Check the date on Salary Slip of last employer. This pay slip should stamped by last
employer & also Original seen by bank Alfalah authorized officer. Salary slip is not required for
those who were working on daily wages with their previous employer.
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12. Release Letter:
The experience certificate form last employer (with mentioned employment period) can
also be considered as release letter from last employer. In other case acceptance of resignation
from last employer can be acceptable at the time of joining. But release letter required at the time
of confirmation. Last working day with previous employer shouldn’t be more than Bank Alfalah
employment date. CEO approval for liability takeover required in case of liabilities with
financial institution.
Letter from Reference along with their visiting cards complete mailing address and
Job description (JD) form should be filled and duly signed by employee and employer.
Each page of both forms should be signed by employee. Two pages of services rules and
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18. Surety Bond:
Duly filled & signed by employee, surety and witnesses. Original seen copies of CNIC of
all signatories required. Six month Bank Statement of surety showing multiple transaction of
amount more than 100K required. Surety should be verified by his bank. A letter from surety
bank showing credit worthiness can be acceptable instead of bank statement. All pages of surety
should be initialed by employee. Surety and employee itself cannot come under witness column.
• Each page of surety bond and minimum services agreement must be signed by
employee
• Both the bonds must be witnessed by 2 witness each, surety holder cannot be
• Provide CNIC of all signatories i.e. surety holder, employee and witnesses
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• There should be no cutting/alteration on the text of bond and minimum
surety agreement
signature column
Surety Bond and Minimum services agreement are required only for regular employees not for
contractual employee.
Check four pages, each page should initialed by employee. On page 4 of 4, employee and
Bank will pay an amount of Gross Salary to nominated person up to five years in cause of
death and permanent disability. Pay continuation form should be signed by employee and
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2.2 Issue Employee Number from HRMIS:
For the issuance of employee number the following process flow is adopted.
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2.3 Process Flow of Tasks:
Process Start
Process Complete
CCsomplete
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A) Scope of Work:
All documents are served as an operational manual for performing day to day activities
B) HRMIS Description:
The role of HRMS is vital in daily routine work. It’s software which is used to perform
daily task managing employee’s records and data, handling all issues regarding employees
The process which being followed during performing the tasks which are explained
below is
Two different types of certificate are issued by HRD to employees as describe below
1. Verifications to Universities:
Universities demand the verification from BAL-HRD for those employees who want to
enhance their professional skills. For this verification employee’s overview is conduced from
HRMS window details are like; Name, Date of Joining, Designation, Range, and Current Salary.
In any case of finding fake degree HR department take action against employee according to the
policies.
Embassy’s demand the NOC from BAL_HRD for the employees who want to travel
abroad for doing this consult with HRMS for employee’s overview which verifies the employee
details like; Name, Date of Joining, Designation, Range, and Current Salary.
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2.5 Probation/ Contract Review
Probation/ Contract Review performed at the end of every month of due confirmations
and contract renewals of the next month. The task contains a pre define flow to achieve the
period. Length of this period is to be determined by the recruitment panel at the time of
appointment based on this on his previous relevant experience and qualification (Standardized as
six month or three months). After satisfactory completion of probationary period his services
Officers hired on relationship contact will be relieved from the services of the Bank
unless the contract is renewed. Before the end of the contract period, the concerned authorities
are assessed his performance and fill in the Contract Review Form and forward the same to HRD
for renewal of his contact. If any staff has resigned from services or terminated (on disciplinary
action ground) after contact expiry then HRD issued formal contact renewal letter t regularize the
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2.9 Re Hiring on Retainer-ship Contract:
After attaining retirement age the services of an employee rehired retainer-ship contact at
There are two types of transfers of employees which are from personal request of staff
and second is from management decision, management first analysis the need for transfers
through HR relationship management through area office and branches then make the decision
for transfers. In cause personal request of staff no traveling and benefits are given two
employees.
• Vide HR Portal
B. Management Decision:
Management makes the decision for transfers and posting under the following outcomes:
• For Rotation
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2. Transfers Approval:
A. Transfers & Posting Order From HRD Office (Inter Regional / Group etc):
location transfer, change of Assignments and Elevation are processed and approved by HRD
Head Office after having complete documentation NOC’s from reliving and taking authorities
HRD.
orders processed & issued by HR Relationship Management team however key positions like:
Entitlement and allowances are given to the employees according to their nature of job and
• Fuel Allowance
• Title Allowance
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2. Power of Attorney:
• Branch Recommendation
• Purpose of POA
In some of the cause CEO approval is required like for issuance of Power of Attorney.
3. Education Reimbursement:
development. Employee enhances His/Her qualification and professional skills by taking His/Her
education/qualification to a higher level same time which is helpful for organization as well and
4. IBP-Award:
IBP-Award are also related to organizational and employee development. SBP conduct
two examinations for IBP in a year and give the certificate to participants first who pass out the
examination but SBP categories three levels for passing participants first who pass out the exams
in 1st attempt 2nd attempt and 3rd attempt onward. Bank Alfalah Limited organized this and
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motivates these employees by giving them Award money like with their achievements as per
BAL policy.
5. Leaves:
B. Maternity Leave
For Ex-Pakistan leave approval from Group Head is required after obtaining approval
employee liabilities are calculated and should be sign by department head then Ex-Pakistan leave
get approved.
B. Maternity Leave:
As per BAL policy employee entitled for Maternity leave for 84 days with pay other then
PL.CL and sick leaves. After approval of concerned authorities Employee is allowed the leave by
If employee does not have leave balance and face critical condition on medical grounds
as a special case duly suggested by doctors HRD issue leaves without pay approval.
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2.12 Performance Management:
communication between employee and supervisor) about what is to be achieved and how it is to
be achieved and an approach to managing people that increase the probability o achieving
success.
• Stretches Performance
• Informs Compensation
• Specific
• Measurable
• Attainable
• Relevant
• Timed
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3. Performance Management Tool Kit:
• Performance Log
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4. Key Steps in Performance Management Cycle:
Setting SMART
Goals
Planning
Link to Continuous
Compensation Rewarding Performance Coaching Feedback
Managemen Mid Year
t Review
Reviewing
Full Year
Review
• Communication
• Drive/ Motivation
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• Result Focus
• Teamwork Ability
Payroll of employees are calculated through HRMIS software which includes all
employee’s records which are necessary for payroll. Through which pay slips are generated and
There are different types of resignation and we have our procedure as accordingly.
Notice Period is required only in case when employee himself tender his resignation.
1. Procedural Work:
Step 1:
When employee submits resignation and the record of the Bank depicts no irritant or issue
against said employee, and there is sufficient balance in his Provident Account to satisfy Bank’s
Step 2:
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Step 3:
personal file to Karachi for final settlement. In case of Contractual Staff during probation: We’ll
issue them Acceptance of Resignation after verification that they have no liabilities at their end.
Step 4:
If there are liabilities against the employees or we have no sufficient balance to recover
“Resignation from Bank Services” to employee to intimate him so that he can make his
2. Types of Resignation:
A. Resignation:
Written notice by the employee, before or after last working day. Where employee
resigns at his own accord Bank has required intimation directly from branch, through the email,
fax or any other medium so that his Salary is stopped immediately upon receipt of initial
intimation.
B. Termination of Service:
When employee commits any sort of fraud and as accordingly punishment give to him.
This category of resignation is linked with employees who are under any disciplinary action and
bank’s management has issued him a show cause notice. And they cannot justify their non
involvement in that particular case. Then Bank terminates their services or dismissed them
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C. Forced Resignation:
Depending upon the nature of misconduct. This category of resignation is linked with any
fraud committed by employee. As a result of punishment, the staff member is asked to tender his
resignation from the service. The settlement will be processed as per normal resignation except:
• No reversal
No Re-hiring in future
When services of employee are not required by the branch. In case management not
wants to renew the service contract, then after receiving the contract expiry documents from
Branch. After making sure that employee has no liability, we’ll issue him contract expiry letter.
E. Death:
In case of death no letter issued to employee, but after receiving documents from branch.
In all the cases of resignation we have to check some liabilities whether employee settled
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3. Types of Liabilities:
These are the types of liabilities which are charged to the employee these liabilities are
Credit Card
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3.1 Internship:
For summer Internship Programmer candidates are short-listed each year on campus at
leading universities. Students are evaluated for their intellectual ability, commitment, as well as
for their communication and interpersonal skills. Project based grouped work allowing student a
wide ranging exposure to the bank, its function and various departments is a hallmark of bank’s
summer internships. Internship certificate issued to the candidate and complete record for an
3.2 Recruitment:
All units/Branches of the Bank should systematically forecast their future staffing
requirements for timely induction of competent high quality staff. Requirement of additional
staff/ replacement should be intimated to HRD through Divisional Heads’/ Regional Managers’/
General Managers’/ Group Heads’ offices. All open positions are first posted internally by HRD
at the request of branch/ dept. concerned on the Employee Portal for a minimum period of seven
days. Incase vacant positions can not be filled in through internal resources then such vacancies
will be filled in through external hiring as per Bank’s recruitment policy. Staff hiring may be
done in batches, in small groups or individually. The management of the Bank may, at its
discretion, employ expatriates. The Bank complies with the relevant provisions of the Emigration
There are different type recruitment practices in Bank Alfalah which are as follows:
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1. Batch Recruitment:
When a whole batch of fresh officers is hired, they are first trained at the Bank’s Training
& Development Centre (TDC) and then posted to Branches/HO Divisions based on requirement.
Before initiating hiring of batch officers, HRD informs all units of approximate timings
of such hiring and enquires about their city-wise requirements before the hiring process starts.
Hiring in small groups may be done according to planned phases of expansion of existing
pools maintained under the supervision of Area Managers/ Regional Managers/ Group Heads in
2. Batch Trainees:
All employees selected through this process, have to first complete a probation period before
given a complete status of a Bank Alfalah employee. The major benefit of this procedure is that
Bank Alfalah can employee a large number of employees at a lower cost. The procedure for
accepting a batch trainee is as follows:
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Figure Procedure for Accepting Batch Trainees:
3. Online Recruitment:
Candidates are recruited through online. Candidate upload there CVs on portal and
recruitment staff recruit required candidate. Outsourcing through Rozee.pk is also conducted.
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Most of the time for internal hiring job placed on Bank Alfalah portal through which employees
3.3 HR Administration:
HRMIS is software through which all the mails are recorded by the reference of recipient
and sender daily and distributed to the concerned person. All letters which are come in or out to
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Chapter4. WORK DONE BY ME
The works which I have performed by me are the following tasks in different areas of HR
Management:
lists of those employees which are verified from universities and which are
entering of employee
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Chepter5. SWOT ANALYSIS:
A. What is a SWOT?
SWOT analysis is a process to identify where we are strong and where we are vulnerable,
where we should defend and where we should attack. It tells us our strengths, our weaknesses,
the opportunities which prevail in the market and the threats which we may face from our
Here we have applied this very useful technique to identify the strengths, weaknesses,
Strengths:
As we can see in the financial statements of the bank, the financial position of the
organization is very sound and its profitability is in increasing. The Earning per share has been
The bank has highly qualified and skilled workforce and it has succeeded to attract the
best banking professionals from across the country due to its growing pace and sound reputation.
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3. Conducive Work Environment
The management of the bank is very much concerned with the development of and
improvement of the working environment. The bank has state of the art and purpose built
branches where all the modern technologies are provided to get the efficiency of the workforce
As the owners of the bank belong to UAE and the type of their investment in Pakistan is a
foreign investment, the govt. is fully supporting the bank management due to its policy to
maximize the foreign investment in the country, to get the economic prosperity.
Due to its successful business policies and the strong financial position the bank has
achieved the reputation of fastest growing financial institution in the country. It has greatly
Due to its strong financial position the bank has undergone a huge expansion plan to
compete with the existing bank all over the country and with the passage of time the branch
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As the bank is a newer one in the country, the bank has an advantage over its competitors
because the majority of its workforce is young and not very much over aged. Thus the bank is
getting maximum out put from its young and energetic workforce by spending comparatively
The bank is one of the pioneers of the commercial banks who have started the Islamic
Banking along with their conventional banking. The bank has a separate network of its Islamic
Banking Division which has 16 branches across the country and this network is also expanding
Weaknesses:
1. Waiver of Charges
Currently the middle management of bank Al-Falah is the big reason for waiver of
charges. Bank Al-Falah loosing a lot of its income likes (Cheque book charge, online charges,
statement charges, and other things) because of management. This is a weakness of bank Al-
Falah.
2. Inexperienced Workforce
As the majority of the workforce consists of young professional, they lack in their
experience. And sometimes lack of experience becomes a hurdle while serving to the customers.
It is the point where they feel difficulty while competing the other bank, which have a very
experienced workforce.
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It was observed in the branch that as compared to huge business the bank is dealing in,
the no. of employees is lesser and thus there is an increased workload on the employees. Due to
As discussed before, the workload is high and the employees, especially the credit
department, have to do late sittings to complete their tasks. On the other hand the bank has
revised its salary increments policy to decrease the increment rate, as a result a decreased
Opportunities:
At present the Pakistan’s Economy is growing on a very fast pace. The rapid growth of
economy has resulted in the increase in the growth rate of all economic sectors especially in the
banking sector which is growing at a fastest speed than ever and in future the growth is expected
The SBP has revised the interest policy and the interest rates have been linked with the
KIBOR rates. Due to which the banks interest rate has been substantially increased which will
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As the increase in overall business activity in the country, the investors are launching
various types of Mega Projects especially in housing and textile the bank has a great opportunity
The increase in per capita income and overall economy has resulted into a great demand
for the consumer financing especially for home finance and car financing and it is said that this
trend will increase more in future. The bank can earn a lot by focusing on its consumer financing
sections.
There is a very good growth trend in the Islamic banking in the country and in the world
as well. BAL has the advantage of having full fledged Islamic Banking network and the growth
As the Pakistani’s are known for their extravagant practices, and to fulfill their funds
requirements they don’t hesitate from getting loans from banks. Thus there is a very good scope
Threats:
1. Uncertainty of Economy
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Although the economy is growing at a good pace, but there are many factors which
results in the uncertain position of the economy. Such as political uncertainty, WTO, increase in
poverty etc. etc. As a result there are permanent threats of future risks and losses for the bank.
The inflation rate of the country has gone above the 10%. This can result into an unfavorable
situation for the bank. And especially when the ownership of the bank is UAE based, the net
3. Trend of Mergers
There is a trend of mergers among the banks to become prominent in the market and to
get the maximum market share. This trend can result into the union of some leading banks which
can give tough time to the bank and it will become difficult for the bank to compete with them.
4. Privatization of Banks
Due to its privatization policy, the govt. is privatizing the state owned banks. The change
in management may result in the increase in the efficiency and productivity of the banks. Thus it
Chapter6. RECOMMENDATIONS
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Chapter7. CONCLUSION
Organizations exist when two or more people work towards achieving common goals. An
organization can never be better than the people it hires. Hence we have to get the best to be the
best because the performance of the employees reflects the company’s image and standing in the
market. Better the quality of the employees better the performance of the company.
Bank Alfalah is engaged in several business activities. There are various different
techniques and methods that the management goes through, in order to run this organization. To
stay on top, Bank Alfalah has adopted modern and up to date human resource management
concepts. They adopted such approaches that they have been able to keep their employees
satisfied and happy for so many years. This report has highlighted different aspects of human
employees along with personal recommendation and procedures that might be useful for the
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Internship keeps a bright impact on my future it really helps me to realize the actual
working environment and the keep me know that how the work is to perform in HR department
it helps me to understand the laws and regulations regarding Human Resource Management it
My suggestion is to my fellow students when they are going to start their internship thy
must know about basics of organization and should care about the norms and culture of
organization I suggest them that explore the things during the internship and never say no for any
type of work do the best with core concentration it does not mean that what types of tasks you
are doing during internship the thing meters that how you perform the tasks which has been
given to you. Make the relation with the people in supervisor and fellows and with the people in
organization.
Chapter10. REFERENCES
All of the data is conducted from concerned persons and from Operational Manuals of the
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Chapter11. ABRIVATONS
M/Up: Mark Up
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MTO: Management Trainee Officers
Chapter12. APPENDICES
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