Recruitment Process

In October 2018, Bao Phuong DOAN TRAN updated Officience Recruitment Process with support of Huy Khang NGUYEN, Thanh Tam TRAN, Thuy Duong NGUYEN THAI with particular concern on Security.

Recruitment

Step 1: Create Recruitment Request

To create a new recruitment request, the team engager should send an email to hr@offcience.com or specific recruiter’s mail. The content should include:

• Name of cluster
• Role
• Level (fresher/ junior/ senior)
• Number of vacancies to fill
• Specific note that HR should keep in mind while hiring (if any)
• Salary range applied for the position
• Relating JD

In case newcomer fails the probation, no need to make a new request, just ask for a replacement.

Step 2: Post Job Ads

• If self posting job ads:

Post the JD to the recruitment sites (i.e. Vietnamworks, ITViec, Facebook, Jobstreet, forums, Linkedin etc.) and wait for applications.

• If using headhunt agencies:

Send JD to headhunt agencies & let them manage the searching process

Step 3: Shortlist and Interview

Regarding direct applications

• HR screen, shortlist & forward CVs to the team for final selection for F2F interview.
• HR contact & schedule interview in accordance with the Interviewer(s)’ availability and acceptance.

For IT Craft, HR will test English via phone before setting the interview. If the level is below job requirements, then reject. For other clusters, HR set up the interview as requested.

Regarding using headhunt agencies:

• HR contact agencies for new candidate pool.
• HR & team select profiles sent by agencies, confirm and join the interview.
• Officience side selects the suitable candidate and sends a confirmation to headhunt agencies to deal.

Regarding resume searching:

• HR or team look up for the potential candidate on recruitment site’s online database
• HR contact, send JD and share overview about Officience and the job
• Wait for candidate’s confirmation on application
• Set interview as usual

Note:

• HR join interviews for the better understanding of the team’s current needs as well as the candidate’s attitude.
• If there is a technical test, it should be carried out at the beginning of the interview.
• In case there is the final interview with the Client, the interview should be carried out via Skype or at Offyplex on Client’s visit.
• After the final round, the interviewer(s) send feedback (Reject - Offer - Keep in touch - Technical feedback) to HR via email within at most 02 weeks from the first interview date. Otherwise, HR will decline candidate automatically.

The confirmation on offer should include:

• Name of the selected candidate
• Cluster
• Position
• Salary offer
• Starting date
• Specific note (if any)

SCANNING BACKGROUND FOR THE IMPORTANT POSITION.

• For direct application:

Call people in the reference list, clarify if the answers from two sides are the same, take note, review with the relevant team in Offy What we need to clarify include: current job or already quit, daily tasks, the relationship between their work, performance at work, strengths/weaknesses, achievements, feelings/opinions of that referrer for the candidate

• For agencies: It is preferable for Officience to handle this itself as listed steps above.

Step 4: Offer and Commencement

After receiving confirmation on new hire via email, HR will prepare the offer with the organized template. The following information must be correct:

• Date created the offer
• Name of the selected candidate
• Title
• Cluster
• Type of contract
• Starting date
• Working place (either Le Hong Phong or Phan Dang Luu)
• Monthly salary
• % of available
• Working time
• Other benefits if any

HR contact the selected candidate to deal the offer and wait for confirmation.

After receiving candidate’s acceptance on the offer, HR will input Offy-list, then submit e-ticket to ITS for newcomer’s offy account activation (cc relevant team members and hr@officience.com)

Onboarding

First working day guidance

On the first working day, the new staffs contact HR Department to complete the entry procedure:

• Provide required documents & information for HR4YOU
• Probation contract signature
• Lunch registration signature
• Commitment to confidentiality of information signature

First Day:

• HR introduce and guide G+, email, HR4U to new employees
• Tour visit Offyplex
• HR take picture profile of new employees and post on G+ for introduction
• HR and CE (Nam Phuong) meet, get to know and answer any newcomer’s concern about the company.
• HR leads newcomer to their team

At the Desktop: First, run PC, activate email/change password, activate Google+ account.

• The team leader instructs the basic operations before performing the task.
• The new employees complete the HR administrative: parking motorbike registration and fingerprint registration
• HR close recruitment process.

Reference

• Recruitment Process (Google Document by Bao Phuong DOAN TRAN)
• Security