Procedure - How To Conduct An Interview

Section: Human Resource Procedure 
Procedure Owner: Ignition633 Ministries Nigeria Human Resources  
Procedure Name: How To Conduct An Interview Procedure   
Origination Date: December 2024

Purpose
This procedure establishes a structured, fair, and professional way for conducting interviews within Ignition633 Ministries Nigeria. It aims to ensure consistency, objectivity, and adherence to ethical standards in the interview process, thereby enabling the ministry to select the most qualified candidates for each role.

Scope
This Procedure applies to all members of Ignition633 Ministries Nigeria involved in the interview process, including Human Resources personnel, supervisors, directors, and other designated interviewers. It covers the preparatory stages of an interview, the conduct of the interview, and post-interview procedures. 

Before The Interview, Be Informed Of The following:
- Why is the position required to be filled? (Is it for organizational growth or employee replacement?)
- What are the major behaviors and skills required to fill that position?
- What does each rating on the rating scale look like to all interviewers?

Prepare For The Interview
- Be organized. Come prepared with a pen or pencil and a notepad.
Bring a copy of the candidate's resume for reference during the interview.
- Look and act professionally.
- Predetermine the set of questions you will be asking

Interview Protocol
- Ask each candidate the same questions using the same phrasing and in the same order.
- Be neutral but friendly. Do not provide your own opinion (positive or negative) during the interview.

Interview Behaviors
- All candidates should be evaluated on the same rating scale.
- Give room for the candidates to ask questions.
- Do not practice any form of discrimination or bias, whether of age, language, sex, religion, etc.
- Ask the interviewing questions exactly how they are written.
- Ask structured questions (i.e., asking the same questions in the same order and by the same individual) for each candidate.
- Avoid leading questions when you inquire for additional information (Leading questions prompt or encourage the desired answer.)
- Use appropriate body language.
- Refrain from non-verbal cues that could change a candidate's behavior or response.
- Refrain from evaluating the non-verbal behaviors of candidates.
- Practice and use active listening skills.
- Treat all candidates equally (ensure each candidate has a positive and fair experience). It should not feel like an interrogation.
- Do not give the candidate any unfair or unrealistic expectations
- Be clear on the next steps in the interview process and appropriate points of contact.

Note-Taking Tips: During the interview, it is key that you take notes for each candidate to reference later when deciding on the perfect person for the position.

- Use key phrases to summarize the content and responses.
- Balance your note-taking with maintaining eye contact and engaging in conversation.
- Avoid judgments or opinions in your notes. Stick to the facts.
- Avoid rating a candidate's response during the interview (but rate the candidate's responses for yourself immediately following the interview) - when the candidate has left.
- Ensure your notes support or justify your ratings (list actual answers along with how these answers apply to the competency being rated).

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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly. 

For any questions or further assistance regarding this procedure, employees should contact the HR department at at hr.nigeria@ignition633.org.