Human Resources

Recruitment Handbook

2015

AN EMPLOYEE REFERENCE

AMIANTIT | HQ Dammam 1st Industrial Rd.

FIRST

EDITION

1

Chapter Two: EMPLOYING PROCEDURES

INDEX

Chapter One: BEHIND THE COMPANY

AMIANTIT Group of

Companies…………………………………………..………. 2

Vision, Values &

Mission…………………………………………………………………. 3

AMIANTIT HR Department

Structure…………………….……………………... 4

Employing Saudi

Candidates……………………………………….…………………….5

Employing Non-Saudi

Candidates……………………………………………………..11

Forms and

References…………………………………………..……………………

……17

2

Introduction – AMIANTIT

In 1968 the Saudi AMIANTIT company was founded in Dammam in the

Kingdom of Saudi Arabia, currently in this period the company owns more

than 34 factories - most of are owned by Amiantit or by joint-stock

companies - that are stationed in 16 countries around the world.

Thirty one of these factories manufactures different sets of tubing

products, while the rests produces rubber products, fiberglass, thermal

and acoustic insulation, not to mention fiberglass based reinforced plastic,

corrosive resistant lining material and poly-etheren for tubes, storage

tanks, floors and insulation purposes.

The AMIANTIT’s technical section that is derived from 11 technical

companies made it world leader in pipe technology.

3

The company’s sale offices network makes its pipeline systems,

technologies and services accessible to our customers in 70 countries

worldwide.

AMIANTIT’s listed on the Saudi stock market, its sales in 2004 exceeded

800 million Riyals and 1 billion Dollars, its stock equity reached 1 billion

Dollars and 155 million Riyals.

Vision. Values. & Mission

Vision To have the best employees.

Values Trust, Perseverance, Cooperation

Mission Hiring the best employees in our financial, technical,

productive administrations and others.

4

AMIANTIT HR Department Structure

Human Resources

09

()

Employee Relations

Government Relations

Recruitment &

Development Services

Security

5

Employing Saudi Candidates

The ultimate goal for the employment department is to attract the best

employees for AMIANTIT’s facilities and maximize our priority to hire

competent Saudi citizens, to this end we follow these procedures:-

1) In order to begin the employment procedures to recruit personal

whose nationality is Saudi, an employment requisition document (#1)

must be received from a Requester.

2) The employment requisition document needs to include:-

Department/Section

Management Position

Nationality

Basic Salary

Job Grade

Gender

Position No. and whether is to replace an employee or to hire one

for a new position

These information must be filled by authorized personal.

3) Recruitment Manager will assign a new position to one of the

Recruitment Staff.

4) The assigned Recruiter starts the search for candidates via looking

into sources (i.e. Websites such as bayt.com and unemployment forums),

afterwards the Recruiter will make a short name list of the

candidates and include their C.V’s and send it to the Recruitment

Manager for evaluation.

5) The Recruitment Manager will evaluate the C.V’s and approve/

disapprove of all, some or none of the candidates.

6

6) If here is an approval the Recruitment Coordinator will start the

interview arrangements. Note: Whether an approval or disapproval status

was given by the Recruitment Manager, he will send an e-mail confirmation to

the Recruitment Coordinator for a list status update.

7) The Recruitment Coordinator will update the SharePoint database.

Interview Arrangements and Results

(1) The Recruitment Coordinator will start contacting the candidates

and the Requester and inform them the date, time and location of

the interview. (This is based on the table below)

(2) The security needs to be informed about any visiting candidates by

e-mail to allow them entrance. Note: at this point it’s expected of the

candidates to arrive on time.

(3) During the interview, a Recruitment Representative will need to be

present.

(4) An interview evaluation form (#2) will be filled in by the Requester

and sent to the Recruitment Department.

(5) If the Candidate was accepted. The Recruitment Coordinator will

start preparing an employment salary offer form (#3) for the

Candidate, if not, a new patch of C.V’s will be sent to the Requester.

Job Offer

S.No Candidate Name

Mobile No. Date Day TIME Remark

1

2 3

7

(1) The Recruitment Coordinator will need to request from the

candidate the following:-

Certifications

Scientific expertise

If the candidate’s single, an ID photo (Ahwal Card)

If the candidate’s married, a picture from a family card

Any Photos and/or certifications from training courses,

IBAN bank card

4 personal photos

(2) The Recruitment Coordinator will need to prepare the necessary

documents (#3)(#4) for the candidate.

(3) The information that the Recruitment Coordinator needs to print

out based on the document, as follows are:-

Name of the Candidate

Nationality

Job Title

BU/ORG*

Department

Cost Center

Marital Status

Grade**

Basic Salary

Transportation Allowance

Housing Allowance

*BU stands for Business Unit and ORG stands for organization

**The basic salary will be specified based on the job grade and the candidates past

experience and qualification.

8

(4) The Recruitment Coordinator will need to print the finished

document to have the following personal’s confirmation

date/signatures :-

The Recruitment & Development Manager.

The Corporate HR Manager.

The BU/SBU Head.

Support Services Director

CEO

*You must get the Recruitment & Development Manager, HR Manager, BU/SBU Head

BEFORE letting the Support Services Director and MD&CEO approval

(5) The Recruitment Coordinator will need to acquire the candidate

signature in the form of acceptance (#4), it must be included at the

back of the document(#3)

*If the candidate refused to sign the form then it will be put under the rejected salary

folder.

(6) If the candidate wrote down his name and signature then the

Recruitment Coordinator would proceed with the Pre-Employment

Medical Status arrangements.

Pre-Employment Medical Status

9

1) The Recruitment Coordinator must request from the Candidate a

filled-in pre-employment medical fitness assurance form (#5), the

Recruitment Coordinator will need to assist the candidate in guiding

him the location of AMIANTIT’s medical clinic.

2) There are two types of the expected results:-

o If the results are negative, the Recruitment Coordinator will need

to inform the candidate that he can’t work in the company due

to his medical condition.

o If the results are positive, the Recruitment Coordinator will work

with the candidate the date of work and request his resignation if

he was still an employee that works in another company, after

that an employee contract will be made for him by the

Recruitment & Development Department.

Preparing an Employment Contract

10

1) Before preparing the contract for the employee and having the

Recruitment & Development Manager signature on the contract, the

Recruitment Coordinator must make sure whether and if the candidate

was registered in the Human Resources Fund or not.

o If the candidate was registered the Recruitment Coordinator

must assign a company contract for him.

o If the candidate wasn’t registered the Recruitment Coordinator

must assign a Human Resources Fund contract for him.

2) The Recruitment Coordinator will print two hardcopies of the

contract and give a copy to the candidate and the other one to include

in his file.

3) Organizing the file for the employee and after that it must be sent to

a Personal Affairs representative (------- before 3 working days------) to

complete the following employment procedures:

Employee Number

Job Title

Insurance

Employing Non-Saudi Candidates

11

1

1

1

1

2

2

2

There are two main arrangements for recruiting personal from

overseas:-

New Visa Arrangement New E-wakala

Arrangement

Issuing New Visa

1) The Recruiter must issue a new visa for the candidate, however

there are steps that the Recruitment Coordinator would need to do:-

A) Get the approval from the Recruitment Manager to issue a new visa

based on the requirement.

B) Send the request to Government Relations Coordinator and Employees

Relations Manager (using e-mail message, CC the ERM).

C) Once the visa is issued, a Government Relations Coordinator will send a

visa copy.

Issuing New E-wakala

1) Once the Recruiter get the visa copy from a Government Relations

Coordinator, he will have to issue an e-wakala to authorize any

agency to process the visa.

2) The Recruiter will get the agency details (e-wakala details) If the

Recruitment and Development department have a contract with any

agent in any country, we will go with that agent but if it doesn’t have

a contract with any agent in a specific country (i.e. Egypt), then the

Recruiter will ask the candidate to look for an agency nearby him or

suggest him an agency.

3) Once the Recruiter get the e-wakala details, he will send a mail to a

Coordinator who works for the agency and copy that information to

the Recruitment Manager.

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4) (New e-wakala table (#6) is an example for how to issue new e-

wakala, the following details that are shown at the top column are

required).

5) The above required details (Visa No, Sponsor I.D, Visa Category and

etc.) can be obtained from the visa copy or by contacting a

Government Relations Coordinator.

6) The agencies with whom the Recruitment & Development

department already have a contract with, also have their e-wakala

details.

7) Once the Recruiter get the e-wakala copy, he will need to send an

additional copy to the agent.

8) The Recruiter will need to keep coordinating with the agent for other

requirements.

9) Based on the requirement from the agent, the Recruiter will need the

required documents and get the attested ones from an Employ

Relations Representative.

After issuing a new visa and e-wakala for the candidate, the steps

for overseas recruitment continues from step 1:-

1) Inform the agent for CV’s or proceed for a referred candidate.

2) Job approval and acceptance.

3) The candidate will need to be in contact with a hospital to get the

official required medical papers (This step is done by the agency).

4) Visa stamping (This step is done by the agency).

5) Booking tickets, this step is dependent on two different cases:-

o If the candidate’s from overseas, then follow the “Requesting

a Ticket for Oversea Candidates”.

If the candidate’s not from overseas, then follow the “Requesting a Ticket

for Local Candidates ( page 14)

13

Document Attestation Process in Home Country

1) As soon as we receive all mandatory documents (Original offer

letter signed by candidate, Affidavit – two formats, Original Degree

with Original last year mark sheet, Original Passport, Colored IQAMA

copy (if candidate is in Saudi), the agency immediately uploads all the

documents on the Saudi cultural website & after that the agency

receives approval from Saudi culture.

(Time Duration for Said Process: within 2 weeks)

2) After the approval from Saudi culture agency make DD Draft in favor of

the concerned university, and updates the same online and submits

requested documents as per Saudi cultural to Saudi Cultural for University

verification.

(Time Duration for Said Process: within 1 week)

3) The Saudi Cultural sends the verification letter to the University; it is here

all agencies face problem of delay* as there is no time limit for this process

it is totally depending on the University to forward verified letter back to

Saudi Cultural. (Nowadays, to get this verification from the university is a

major problem for which all the other attestation gets stuck.)

(Time Duration for said process: No time limit)

*It may take minimum 1.5 months or as the respective university responds.

4) Upon receipt of verified letter from the university, the Saudi Cultural

Stamping takes place on Degree Certificate.

(Time Duration for Said Process: Minimum 2 weeks)

5) After Saudi culture attestation process is completed the Original

documents will be submitted in Saudi Embassy for final Saudi attestation.

(Time Duration for Said Process: Minimum 1 week)

14

Requesting a Ticket for Oversea Candidates

1) Once the agent informed you that the visa is stamped. Request the

agent to send the passport copy, the visa stamped page and

expected date of travelling and the sector for the candidate.

2) Once the visa stamped page and passport copy is received, send the

same to the Support Services Supervisor with the proposed

travelling date and sector (where to where) ( i.e. Karachi to Jeddah).

3) Once the Support Services Supervisor sends you the booking option,

get the approval from the Recruitment Manager for the booking.

4) Once you get the approval from the Recruitment Manager, send the

approval and the booking to an Employee Relations Representative

with the company name and cost center (company name and cost

center can be found on the job offer).

5) The Employee Relations Representative will reply you and Support

Services Supervisor with the TO number (Travel Order).

6) Support Services Supervisor will send the TO number to our ticketing

agent and then the ticketing agent will send the tickets.

7) Once you get the ticket copy, send the same to our agent.

8) At the same time send a mail to a Transportation Coordinator to

arrange the airport pick up and accommodation.

Requesting a Ticket for Local Candidates

1) If you need to arrange a domestic flight, then get the id / iqama /

passport copy of the candidate.

2) Once the Id / Iqama / passport copy is received, send the same to

Support Services Supervisor.

3) Once the Support Services Supervisor sends you the booking option,

get the approval from Recruitment Manager for the booking.

4) Once you get the approval from Recruitment Manager, send the

approval and the booking to an Employee Relation Representative

with the company name and cost center (company name and cost

center can be found on the job offer)

5) The Employee Relation Representative will reply you and the

Support Services Supervisor with the TO number (Travel Order)

15

6) The Support Services Supervisor will send the TO number to our

ticketing agent and then the ticketing agent will send the tickets.

7) Once you get the ticket copy, send the same to our agent.

At the same time send a mail to a Transportation Coordinator to arrange

the airport pick up and accommodation if necessary.

Types of Non-Saudi Candidates

There are two types of non-Saudi candidates:-

I. Candidates who require a visa.(page 11)

II. Candidates that are transferring their sponsorship to Amiantit, the

process that is required is called “Nakal Kafala” (Local Transfer).

Non-Saudi Candidate Local Transfer

1) For local transfer after the candidate accepted the job offer, a

Recruitment Coordinator will need to send him for a medical check-

up.

2) After receiving the results (#5), the Recruitment Coordinator will issue

him a demand letter ( in addition to request to his current sponsor

for giving him a release).

3) The Recruitment Coordinator will need to get a demand letter (#6)

signed and stamped by the management.

4) The Recruitment Coordinator will hand over the demand letter to the

candidate and inform him to get the below documents from his

current sponsor:-

o Original Passport

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o Release letters from his sponsor (attested from the Chamber of

Commerce)

o Original iqama

o 10 photos

5) Once the candidate submits the above documents, the Recruitment

Coordinator will issue him a temporary iqama (#7).

6) The Recruitment Coordinator will need to submit all the documents

with a request form to the Employee Relations Manager.

7) After submitting the documents to Employee Relations Manager,

they will inform the Recruitment Coordinator to get an online release

from the current sponsor.

8) The Recruitment Coordinator needs to have the candidate receive

the online release from his sponsor.

9) Once the online release is done, the Recruitment Coordinator will

need to report back to the Employee Relations Manager (#8), after one

week or so, the Employee Relations Manager will send an address

letter to the sponsor ( #9), than he will update the Recruitment

Coordinator if the transfer process is done.

10) When the Employee Relations Manager tells the Recruitment

Coordinator to let the Candidate join, the Recruitment Coordinator

will do so.

11) As per the Candidates request, The Recruitment Coordinator

will prepare the required documents. (i.e., contract and PC

arrangements,etc…)

References

17

(#1)

(#2)

18

(#3)

19

(#4)

20

(#5)

21

(#6)

22

# Visa No. Sponsor I.D.

Visa Category

Qty Nationality Name of Recruiting

Agent to be Authorize

(with License No.)

Remarks

1 1300672449 (form visa copy)

7000676747 (based on the company. Mail already sent with the list of

company and numbers)

محاسب

from) عام

visa

copy)

1

(from

visa

copy)

مصرى

(from visa

copy)

Alarabi for recruitment co. license no, 92 (From agency. Contact the agency to get it )

For Yahia – Receivable Accounts (your reference comment)

(#7)

(#8)

23

(#9)