Procedure

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

Recruiting agencies are authorized by Government of Nepal, Ministry of Labor, Employment and Social Security to recruit workers for foreign employment on behalf of overseas employers. These foreign employment companies make direct contact and negotiate with the recruiting agencies for manpower. The licensed recruiting agent in Nepal applies to the Director General of Labor Department for the recruitment permission.

The procedures are defined as below:

Demand Letter

Recruiting Company will prepare the demand letter as per the format provided by Embassy of Nepal and will go through attestation by Notary and Embassy of Nepal. Once the attestation is done, the original documents are courier to the recruitment agency. Nepal Embassy will upload the soft copy of the demand letter to the Foreign Employment Information Management System (FEIMS).

Guarantee Letter

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

Agency Agreement

An original copy of Agency Agreement from the foreign employer containing details of required number, category and 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 send by the employer to the agency in Nepal. The Same will be uploaded online for obtaining the pre -approval for the foreign employment.

Power of Attorney

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

Employment of Contract

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

Pre- approval Process

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

Based on the agreement with the employer, the manpower supplying agency, online application is applied with the following documents.

a.     Name of employer, address and country

b.     Category of Foreign Employment

c.      Nature and number of manpower to be supplied

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

e.     Working days and time of the employees

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

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

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

i.       Other documents as required*

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

Our well qualified and experienced consultants and experts are assigned for the thorough inspection of the application at various stages making the process reliable

Sourcing method

a.     Internal Source/Records

Owing to our extensive client list and the nature and scale of projects we have been and are associated with, we have several candidates registering themselves with us every day, via our online career portal, fax, e-mail or by walk in. This information is collated, sorted and saved in a professionally managed and updated databank that provides a vast source of resources that can be easily accessed.

b.    External Sources

For specific client requirements, we regularly advertise in the leading local newspapers after getting the required documents for Labor Ministry permission i.e., after obtaining the pre-approval letter from labor department. Responses we receive from these exercises undergo a preliminary short listing. After publishing it in daily newspaper their data are entered in FEIMS (Foreign Employment Information Management System) system and the record are kept manually. Candidates are then contacted and asked to come in for an assessment by our technical consultants.

Communication with Candidates

As we received the demand letter, demand highlights are developed in Nepali Language, for the understandability of potential manpower. PR personnel communicate to all those candidates who has listed their name in our database (Potential and Existing). Phone, Email, Message, website and social media shall be used as a communication mode according to their effectiveness. Record of communication (sent and received message) are recorded or marked. The organization have created a comprehensive local marketing database where local candidates, inquiries are recorded in organized way.

We request candidates to provide their details through emails and keep records, but no original passports or any other original documents will be kept by us. We do not hold any personal documents and belongings of candidates.

Application Collection

All the job application through any means of communication like email, courier etc.  will be collected and accepted. Unsigned copy of employment contract in English and Nepali will be provided to applicant through any convenient means of communication. If the applicant keeps interest to know more about the job, benefits, roles, & process, PR department will provide full information. PRO team will inform to applicant for interview with detail process and time. Zero Cost Policy will be explained to them.

Methods of authenticating applicant qualifications

Applicant Qualification are verified with the various educational institute they belong to. This ensures that the candidates selected based on their qualification and experience can cope with the job requirement, if not exceed expectations.

Interview and selection of Candidates

·       Employer representative will conduct the interview session unless employer give us authority of taking interview.

·       If we have the authority of taking 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 selection process.

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

·       All the selected candidates will be provided with 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 & Skilled Workers

For the above categories, we have implemented a stringent aptitude and attitude test that includes a technical questionnaire. Candidates are required to score a minimum of 75% on this test to qualify for the next round of assessment. This ensures that the candidates we select have a high level of proficiency in their respective fields, assuring clients of quality standards we conform to.

Screening & Short-listing by Technical Consultants

All screening and assessment for databank or final round of interviews is conducted by our highly experienced technical consultants and if required, candidates are sent for trade-testing. Short-listed applicants are graded on their professional and general knowledge, presentation and attitude.

Final Selection by Clients

Once candidates have been selected for the final round of interviews, their applications are presented to client for final selection. If required, we can carry out the final selection process on behalf of client, based on a detailed brief on requirements from the client. Our selection process follows rigorous theoretical and practical trade tests, ensuring that candidates are qualified only on merit. Official trade test reports can also be provided if required.

Immigration Security Clearance (ISC)

Selected candidates are informed by PRO for ISC with full of information like – where to go, what is process, what are the requirement, why it is needed. Time duration and the cost. PRO will collect the report of ISC from candidates

Medical Examination Facilities

We undertake conducting the necessary medical examinations for candidates and doctors are registered with medical institutions that are approved by the consulate of the country that the candidate is recruited for. This minimizes paperwork for our clients, making the recruitment process more convenient.

Mobilization Period

A minimum of two weeks is required, to mobilize candidates after selection and receipt of visa for actual deployment. Your visit in our office for more information will be highly praised

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: If Pre-paid Ticket Advice (PTA) is not provided by the employer, recruitment agency will arrange for tickets for the expatriates through its allied / approved travel agencies.

4.    Orientation: Candidates who got VISA stamping are advised to join orientation class provided by the Nepal Government authorized centers. PRO will provide all the information – Where to go, how must cost, require process and documents. Orientation is most important factor for adapting the conditions there going to serve in, in all cases. The concern orients them to maintain understanding and cordiality among themselves, overcoming barriers of nationality, language and culture and above all, to abide the law of concerned country of foreign employment. It orients them to maintain a good employee-employer relation under any circumstance. They are motivated to mind their duties above everything and that a better performance only would bring them the envisaged benefit.

5.    Foreign Employment Term & Life Insurance and Foreign Employment Welfare Fund: Liaison department will do foreign employment term life insurance and payment of welfare fund of all the confirmed candidates whose visa is stamped for foreign employment.

6.    Final Approval: Flight Department will take confirmation from candidates for next process. Once confirmation is received from candidates, flight department forward the final approved list of candidates to Liaison Department. Liaison department will prepare the documents as per checklist and will upload the documents on feims.dofe.gov.np. Labor department officer will submit hard copy to Labor Department of Nepal Government. Once the Final approval is received, it will be informed to candidates and also to the employer for the confirmation of deployment date.

7.    Flight Preparation: Flight department will confirm the date of deployment and will again reconfirm the flight process with the candidates. On obtaining final confirmation, candidates are informed for deployment date & time. If any candidates were found being victim, then corrective action will be taken immediately. Flight department will prepare all the documents of flight candidates as per checklist.

8.    Replacement: Any candidates technically found unfit within one month from the date of arrival, will be replaced free of all charges as per contract including air ticket if already paid by foreign employer or the amount involved will be refunded to foreign employer if Visa is not available or will be adjusted against recruitment agency account with employers. This replacement is not applicable in case where the selection of foreign employee is made by foreign employers itself. Hence, recruitment agency doesn’t stand for any technical guarantee.

Full Documentation Assistance for Selected Candidates:

We provide the selected candidates assistance in securing the travel documents required by both Labor Office and Embassy. This will also include Pre-departure Orientation Seminar wherein the worker will have to undergo a comprehensive briefing on the working and living condition, customs and tradition, laws and regulations in the country of destination.

Periodic Progress Report

Report on status of foreign employees travel paper shall be transmitted to the employer regularly. Flight details shall be furnished one day before departure to ensure that somebody from employer’s part will assist the arriving employees at the airport of destination.

Repatriation

Our duty is sending only the well-selected and competent candidates in order to meet the job requirements of its employer. However, there are causes beyond control that the contracted employees are repatriated, within three (3) months probationary period. our company guarantee workers capabilities primarily their physical, mental and technical-know-how only.

Communication with Customer

We usually communicate with our customers through different means and methods such as phone, fax, DHL and emails.