Procedure

According to the Foreign Employment Act 1985 and its second amendment of 1998, the Ministry of Labour, Employment and Social Security has developed procedures for recruiting manpower/workers from Nepal into the Gulf countries.

The Government of Nepal, Ministry of Labor, Employment, and Social Security, has authorized the recruiting agencies to recruit workers for foreign employment on behalf of overseas employers. These foreign employment agencies directly contact the recruiting agencies and negotiate about the manpower. The licensed recruiting agent here in Nepal applies to the Director General of the Labor Department for recruitment permission.

The recruitment process is well checked and accordingly based on legally defined frameworks to ensure that the rights and welfare of the workers are safeguarded. In addition, a comprehensive pre-departure training program is followed in Nepal to brief workers regarding the new role and environment they are going to experience abroad, thus enabling their smooth transition and integration into the foreign workforce.
The procedures are given below:

Demand Letter
The recruiting company will prepare the demand letter according to the format provided by the Embassy of Nepal and shall go through attestation by the Notary Public and the Embassy of Nepal. Once this attestation is done, couriering of original documents goes to the recruitment agency. The soft copy of the demand letter shall be uploaded by the Embassy of Nepal to the FEIMS.

Guarantee Letter
An original copy of Guarantee Letter will be signed by the employer and attested by the Chamber of Commerce and Ministry of Foreign Affairs of the respective country and the Nepal Embassy. The same will be uploaded online for taking the pre-approval for foreign employment.

Agency Agreement 

An original copy of the agency agreement from the foreign employer mentioning the required number, category, and the salary offered accordingly attested by the Chamber of Commerce and Ministry of Foreign Affairs of the respective country and Nepal Embassy in the country will be sent to the agency here in Nepal by the employer. The same shall be uploaded online for obtaining the pre-approval for foreign employment.

Power of Attorney

An original copy of the Power of Attorney from the foreign employer stating the required number, category, and salary offered accordingly shall be attested by the Chamber of Commerce and the Ministry of Foreign Affairs of the respective country and Nepal before applying for pre-approval.

Employment of Contract 

An attested copy of the Employment contract shall be provided by the recruiting company, which will be signed by the employee after completion of the selection process.

Pre- approval Process

After uploading the demand letter in the FEIMS System, the Liaison Department Officer shall collect, verify and compile the documents as per the checklist for pre-approval. It shall then be submitted online for approval. LOT number will be noted. When the LOT Number is approved, pre-approval can be printed from the system in a copy.

Based on the agreement with the employer, the manpower supplying agency applies through online application with the following documents attached:
– Name of employer, address and country

– Category of Foreign Employment

– Nature and number of manpower to be supplied

– Salary, wages, benefits and leave to be granted to Employees.

– Working days and time of the employees

– Original and attested copy demand letter and authorization letter from Nepalese embassy of destined country.

– Attested copy of the contract to be entered between the employing organization and Employees.

– Attested copy of the contract to be entered between Manpower Recruiting Agency and Employees.

– Other documents as required*

* Fact that the cost of an air ticket is borne by the employer should be disclosed.

Different stages of applications are thoroughly checked by our well-qualified and experienced consultants and experts, thus making it reliable.

Sourcing Method

a. Internal Source/ Records:

Given the large number of clients that we deal with and the amount of the projects we process, the inflow of candidate registrations is enormous every day through our online career portal, fax, email, and walk-ins. This data is carefully consolidated, categorized, and stored in a professionally managed and updated databank. This would provide access to a vast resource pool at a moment’s notice. A strong system of this nature would enable the scanning of suitable candidates to suitable opportunities in quick time, thus helping us serve client requirements quickly.

b. External Sources:

We advertise regularly in leading local newspapers, upon receipt of the necessary pre-approval letter from the Labor Ministry, in order to meet specific client requirements. The responses received will undergo a preliminary shortlisting process. The given advertisement is published and data entry also made in FEIMS, and records of the same are maintained manually. The data is then contacted and invited for an assessment by our technical consultants.

Communication with Candidates

On receipt of the demand letter, we prepare demand highlights in Nepali so that probable manpower may understand the requirements clearly. Our PR people contact every candidate whose names are listed in our database, be it a probable one or an existing one. We use telephone calls, emails, messages, our website, and social media as communication tools for effectiveness. All communications, sent and received, are properly recorded.

The organization has developed a full local marketing database in which local candidate inquiries are recorded. We request candidates to provide their details via email and keep records, but we do not retain any original passports or other personal documents. None of the documents or belongings of the candidates are kept by us.

Application Collection 

All forms of job applications received via email or courier will be accepted and collected. An unsigned duplicate of the employment contract in both English and Nepali languages will be sent to the applicant through the most convenient communication system. If the applicant further wants to know about the job, benefits, roles, and processes, detailed information will be given by the PR department. The PR team will inform the applicant about the details of the interview, how and when it will be conducted. The Zero Cost Policy will also be explained to them.

Methods of authenticating applicant qualifications 

Applicants’ qualifications are verified with the respective educational institutions they attended. This ensures that candidates selected based on their qualifications and experience can meet the job requirement, if not exceed expectations. 

Interview and Selection of Candidates

– Employer representatives will conduct the interview session unless the employer gives us authority to take the interview.

– If we have the authority to take the  Interview, we make sure there is no discrimination and workers are selected based on their education background, working experience and fit for the job.

– The anti-bribery policy is strictly followed and we make sure that receiving and giving any cash, goods or service in return of selection is prohibited.

– Both Selected and unselected applicants are informed about the result of the selection process.

– If the unselected applicant wants to know the reason behind not being selected, the actual reason and information will be provided.

– All the selected candidates will be provided with a copy of employment contract both in English and Nepali and also verbally will be explained to them.

– Again, Zero Cost Policy will be explained to them.

Testing for Engineers, Supervisors, Foreman, Technicians and Skilled Workers

We have implemented a skill and attitude test consisting of a technical questionnaire for these categories. A candidate has to score a minimum of 75% for qualification for the next assessment. With this, we ensure the candidates we choose show a high degree of proficiency in their respective fields, which guarantees a certain level of quality to our clients.

Screening and Shortlisting by Technical Consultants

All the screening and assessment for the data bank or final round of interviews is done through our well-experienced technical consultants. The candidates, if required, are sent out for trade testing. This final selection process includes assessment of shortlisted applicants on professional and general knowledge, presentation, and attitude.

Final Selection by Clients 

The application forms of candidates selected for the final pick are then presented for the final approval of the client. We can select the final candidate, subject to a detailed brief from the client. The rigid theoretical and practical trade tests conducted further elaborates on our selection process so that candidates are selected purely on merit. Official trade test reports can be provided if required.

Immigration Security Clearance (ISC)

The PRO informs the selected candidates about the process of ISC, that includes details about location, procedure and requirements with the purpose. Time duration and cost information is also provided. The completed ISC report shall be collected by the PRO from the candidates.

Medical Examination Facilities

We schedule the required medical checkups with our certified doctors who are affiliated with medical institutions recognized and endorsed by the destination country’s consulate. This makes it easier and less paper-based for our clients to facilitate the recruitment process. 

Mobilization Period 

After selection and after receipt of the visa, a minimum of two weeks is needed to mobilize candidates for actual deployment. Please do visit our office for more information.

Correspondence & documentation department will forward list of candidates who have cleared both ISC and Medical to the recruitment company along with required attachment. The company will then issue calling visa and courier it to recruitment agency. Once received candidates are asked by PRO to confirm for final VISA processing. If confirmation is received from candidates, documentation department will proceed for VISA stamping from concerned embassy. Embassy in charge will submit Passport for VISA stamping and collect it from One Stop center (OSC).

Visa Processing Steps

1.    Endorsement of VISA / NOC: Recruitment agency will arrange for obtaining Visa / NOC from concerned embassy on receipt of authenticated Power of Attorney from the employer.

2.    Government Clearance / Immigration Clearance: Recruitment agency obtains immigration clearance for the expatriate from the concerned authorities at the earlier.

3. Ticketing: 

In the absence of a PTA provided by an employer, the recruitment agency shall arrange tickets for the expatriates through its affiliated or approved travel agencies.

4. Orientation:

Candidates who have received their visa stamping are requested to attend an orientation class taken by centers authorized by Nepal Government. The PRO will provide all necessary information regarding the location, costs, required processes, and documents. Orientation is also important for adjusting to conditions at their new place of work. It helps the candidates to understand and keep good relationships despite the differences in nationality, language, and culture, with more emphasis on the host country’s laws. The orientation also addresses good employee-employer relationships and allows the candidates to give priority to their duties since superior performance will result in expected benefits.

5. Foreign Employment Term and Life Insurance and Foreign Employment Welfare Fund: 

The Liaison Department will make payments for foreign employment term life insurance and welfare funds on behalf of all confirmed candidates to whom the visa for foreign employment is stamped.

6. Final Approval: 

The next process will be confirmation to the candidates. After confirmation from the candidates, the flight department will forward the final approved list of candidates to the Liaison Department. The Liaison department will prepare the document according to the checklist and upload the documents on feims.dofe.gov.np. The labor department officer shall submit a hard copy to the Labour Department of Nepal Government. Once the Final approval is received, it shall inform candidates and also to the employer for the confirmation of deployment date.

7. Flight Preparation:

The date of deployment will be confirmed, and the flight process will be reconfirmed to the candidates by the Flight Department. The Date and Time of Deployment will be finally confirmed, and the information will be provided to the candidates. If any candidate is found to be a victim due to any issue, proper corrective action will be taken on immediate basis. The Flight Department will arrange and prepare all necessary documents for the flight Candidates based on the checklist.

8. Replacement:
Any candidate found medically unfit within one month from the date of his arrival shall be replaced, free of all charges as per the contract, including the air ticket, if already paid by the foreign employer, or the amount will be refunded to the foreign employer if the visa is not available, or adjusted against the recruitment agent’s account with the employer. This replacement policy does not apply in case the candidate was selected by the foreign employer. The recruitment agency provides no technical guarantee in such cases.

Full Documentation Assistance for Selected Candidates:

We assist selected candidates in securing the necessary travel documents required by both the Labor Office and the Embassy. Pre-Departure Orientation Seminar. We give in-depth briefing on working and living conditions, customs and traditions, and laws and regulations in the country of destination to selected candidates.

Periodic Progress Report 

From time to time, a report indicating the status of the travel documents of the foreign employees will be submitted to the employer. Flight details will be forwarded one day before indicating that someone from the employer’s side will be facilitating the incoming employees at the destination airport.

Repatriation 

Our duty is to send only chosen and eligible candidates who can satisfy the expectations of this job requirement for the employer. But some reasons within the control of companies might cause repatriation of contracted employees during the three-month probationary period. Our company assures their capability in the physical, mental, and technical know-how of the workers.

Communication with Customers 

We mostly communicate through the phone, the fax, DHL, and email.