Categories

Applications

Blueprint Summary

The Applications Blueprint illustrates the process that is followed for prospective internal and external employees to apply for advertised vacancies.

Internal Applications

The employee should submit an electronic application on the available system (i.e. Intranet, SharePoint) and attach/ submit all required documentation as per the advertisement.

If the employee does not have access to the electronic system, the employee will then complete a Quick Application form and submit it to the responsible Line Manager/ HR Representative. The Line Manager/ HR Representative will then assist the employee to apply on the electronic system.

If no electronic system is available, the employee will then complete a Quick Application form and submit it to the responsible Line Manager/ HR Representative. The Line Manager/ HR Representative will then submit the application to the HR Department.

In all cases, it is required that the relevant Line Manager is notified of the employee’s intention to apply for a new position.

External Applications

The prospective candidate should submit an application on the relevant electronic medium (i.e. P-Net) and attach all required documentation as per the advertisement.

If no electronic system is available, the employee will then complete a Quick Application form and submit it to the relevant Line Manager/ HR Representative. The Line Manager/ HR Representative will then submit the application to the HR Department.

In all cases, it is required that the relevant Line Manager is notified of all applications received.

Process flow



Process Specification

Process Owner

Stakeholder(s)

Recording Requirements

Storage Requirements

Reporting Requirements

Audit Requirements

Notifications

Reminders

Transparency & Communication

Knowledge & Skills

System

Workflows

Legislation & Governance

Templates, Forms, Guides and Work Instructions


THE Process

The Process

Inputs are all of the Elements deemed necessary to complete the process successfully.

  • Advertisement
  • Quick Application Form.

Outputs are all of the desired Outcomes when the Process has been completed successfully.

  • Successful Application to Advertised Vacancy.

Tasks are the Step-by-Step Actions to be taken to complete the Process.

Internal Applications

  • Electronic on E-Recruitment System
    The employee should submit an electronic application on the available system (i.e. Intranet, SharePoint) and attach all required documentation as per the advertisement.
 Minimum required documentation for this step is:
  • Curriculum Vitae
  • Copies of all relevant qualifications
  • Letter of recommendation from current Line Manager (Optional step)

 If the employee does not have access to the electronic system, the employee will then complete a Quick Application Form together with all the required supporting documentation (as per advertisement) and submit it to the relevant Line Manager/ HR Representative. The Line Manager/ HR Representative will assist the employee to apply on the electronic application.

Note that it is mandatory for all Quick Application Forms to contain a clause whereby the applicant approves to proceed with any additional checks required by the HR Department. These additional checks will only be performed on selected applicants and only after the interview stage.

The Quick Application Form should also provide the applicant opportunity to declare any conflict of interests at this stage.

 

  • Manual

If no electronic system is available yet, the employee will then complete a Quick Application Form together with all the required supporting documentation and submit it to the relevant Line Manager/ HR Representative. The Line Manager/ HR Representative will then submit the application to the HR Department.

In all cases, it is required by the HR Department that the relevant Line Manager is notified of the employee’s intention to apply for a new position.

  • No applications are allowed after the closing date indicated on the published vacancy.
  • The HR Department should keep all records of all applications for a minimum of one year.
  • The HR Department should keep a summary of all Recruitment Statistics per vacancy reported on, for a minimum of one year.

External Applications

  • Electronic on E-Recruitment System
    The prospective new employee must submit an application on the relevant electronic platform and attach all required documentation as per the advertisement.

Minimum required documentation for this step is:

  • Curriculum Vitae
  • Copies of all relevant qualifications
  • Proof of Identification
  • Manual
    If no electronic system is available yet, the employee will then complete a Quick Application Form together with all the required supporting documentation and submit it to the relevant Line Manager/ HR Representative. The Line Manager/ HR Representative will then submit the application to the HR Department.
  • No applications are allowed after the closing date indicated on the published vacancy.
  • The HR Department should keep all records of all applications for a minimum of one year.
  • The HR Department should keep a summary of all Recruitment Statistics per vacancy reported on, for a minimum of one year.