NCN HRDA

Recruitment

Introduction

The appointments process is followed when a new position is created or an existing, vacant position is to be filled. Positions become vacant after a termination, for example when a staff member resigns, retires, is dismissed or retrenched. The following events may result in a new position being created:

Organisational Design (restructuring)
A project receiving donor funding
Employment equity intervention

Responsibilities

Managers of NCN Departments and agencies are responsible for recruiting staff in pay classes 1 - 5 and contracts less than 1 year. HR Executive Director together with the respective department manager is responsible for hiring new employee receiving pay classes 6-7. All positions with pay scale 8 and above are combined responsibility of HR Director and CEO with approval of Chief and Council.

Processes

Permanent and Long Term Appointment Process: This is a high level process, which describes the appointment of all permanent and long-term contracts.

#	Process text in block	Link to
1	Trigger event occurs	No link
2	Assess and create new position if necessary	No link
3	Short-term contract?	No link
4	If yes, go to short-term appointments process	No link
5	If no, get approval for filling	Pop-up: Approval for filling
6	Examine redeployment or recall lists	HR web site: The Redeployment List and the Redeployment Process
7	Candidate found?	No link
8	If no, advertise?	HR web site: Advertising Guidelines (Advertising Policy)
9	HOD motivates for appointment without advertisement	No link
10	Approved?	No link
11-12	If yes, submit relevant documentation	Pop-up: Documentation to Submit for the Recruitment Process
13	Search meeting of selection committee	MS Word document: Search Meeting Agenda
14	Place Ad	HR web site: Advertising Procedures
15-18	Handle responses and compile grading list, hold preliminary shortlist meeting, arrange and conduct interviews, make and approve recommendation	HR web site: Guidelines for Selection Committees
19	Approved?	No link
20	If no, decide on course of action to take	Pop-up: Deciding on a Course of Action to Take When the Recommended Candidate Cannot be Appointed
21	If yes, verify and assess qualifications and criminal records if applicable	No link
22	Problem found?	No link
23	If yes, withdraw offer	No link
24	If no, make offer subject to checks and send letter with forms if applicable	Pop-up: Benefit Forms and Information
25	Offer accepted?	No link
26	If yes, then if appointment was handled by department, receive acceptance and completed HR100 or HR102 form	Pop-up: Appointment Forms
27	Memo to relevant parties	No link
28	Arrange work permit if necessary	Pop-up: Immigration Forms
29	Arrange relocation and travel if necessary	Pop-up: Relocation Companies
30	If appointment was handled by Staff Recruitment, fill out and send HR100 or HR102 and HR101 and signed acceptance to HR Admin	Pop-up: Appointment Forms
31	HR Admin completes initial data capture on SAP R/3	No link
32	Employee starts work and is eligible to apply for access to buildings and systems	Pop-up: Links for New Staff
33	Benefits forms are gathered and originals sent to Benefits Office	Pop-up: Benefit Forms and Information
34	Copies of forms are sent to HR Admin	No link
35	HR Admin completes full data capture on SAP R/3	No link
36	Registry files copies of forms and letters	No link
37	Employee receives first salary in bank account and pay slip	Movie: Employee Payslip