Recruitment Standard Operating Procedures Profile ... · PDF fileRecruitment Standard Operating Procedures Profile Management and Job Application for External Candidates HRMD - PARTNERING

Recruitment Standard Operating Procedures

Profile Management and Job Application for External

Candidates

HRMD - PARTNERING WITH YOU TOWARDS EXCELLENCE

Register

Access the Login screen from the applicable link on the African Union

website.

The first time you access our e-Recruitment system you need to register

yourself as an external candidate in order

to create your own profile and search for vacancies.

African Union Login

Note

Steps to register :

Select the Register here link to create

your own user profile.

Register

The Registration screen displays.

Select a User Name and Password that

is easy to remember as you will use it to

access our system in the future.

Ensure that your e-mail address is valid,

as we will use it to contact you.

The fields marked with an asterisk (*) are

mandatory and must be completed to

advance to the next screen.

Read and accept our to confirm that your personal data can be

accessed by our e-Recruitment team.

2

3

4

5

2

3

4

5

Registration

Note

Steps to register :

Complete all the fields in the registration form . All fields marked with

* are mandatory.

Select the Yes checkbox.

Select .

A new screen displays confirming that

you will receive an e-mail from us to

complete your registration.

Remember your User Name and

Password to login to our system!

Select .

Register

Open the Registration Validation e-mail

message sent from our system to verify

your e-mail address and complete the

registration process.

The confirmation link is only valid for

the next 14 days.

6

7

7

Registration Validation

Example of Registration Validation e-mail

Note

6

6

Steps to register :

Select .

A new screen displays with confirmation of your e-mail address.

You can now login to our e-

Recruitment system.

Select the applicable option:

- to login

to exit and return at a

later stage

1

2

3

1

2

3

The Login screen is displayed. Only

registered users can log into the AUC e-

Recruitment system.

Remember to use the username and

password you selected during the

registration process.

Use the Forgot Password link to reset

your password if required.

Login

African Union

Note

Steps to login to the SAP portal:

Enter your username in the User *

field.

Enter your password in the Password * field.

Select LOGIN to access the AUC e-

Recruitment system.

Home

ii i

i ii The Applicant Cockpit screen is the e-

Recruitment home screen and contains 2

tabs:

i Candidate Profile - where you can

update your electronic CV and manage your registration profile

ii Employment Opportunities - where

you can search and apply for job

postings (advertised vacant positions)

and manage your applications

Form here you can access all the e-

Recruitment functions by selecting

the applicable tab and link.

Use the Log Off link to close the SAP

portal page.

Applicant Cockpit

Note

- Select the relevant tab to learn

more about the available links.

Home

The following links are available on the Candidate Profile tab:

A My Profile – Create an electronic CV

complete with supporting documents

B Personal Settings – Maintain settings

to suit your own display preferences

C Change User Name– Change your

user name to log into the system

D Delete Registration – Deregister your

profile from the AUC e-Recruitment

system

Applicant Cockpit – Candidate Profile

Note

ii

A B C D

Home

A B C D

The following links are available on the Employment Opportunities tab:

A Job Search – Search for advertised

vacant positions (job postings)

B Application via Reference Code –

Use the reference code to apply for a

vacant position (job posting)

C Favorites – Display and apply for a bookmarked job posting

D My Applications – Display the

status of your application

E Job Agents – Create a notification for

relevant employment opportunities

Applicant Cockpit – Employment Opportunities

Note

i

A B C D E

My Profile

1

2

You need to create an electronic CV,

complete with supporting documents, referred to as a Candidate Profile. This

profile consists of 8 steps indicated in a

road map.

The Personal Data screen allows you to

view and maintain your own details.

Some of the information extracted from the registration process has already

been populated, such as your first and

last name and e-mail address.

The fields marked with an asterisk (*) are

mandatory. You cannot move to the next

step without entering data in them .

Personal Data

Note

Steps to complete Personal Data:

Enter / edit the applicable personal

data fields.

Select or to

continue.

2

1

My Profile

3

4

5

6

. 7

8

Education/Qualification

Note

Steps to complete Education/Qualification:

Select to create a new entry.

Enter the applicable education fields.

Select to save the new entry.

Edit or delete an existing entry

Select selection button next to the

entry.

Select the required function

Select or to continue.

5

8

6

3 7

4

The Education & Qualification screen

allows you to add and update details of

your education and training.

Please ensure you enter at least one

Education/Qualification entry, as you cannot move to the next step without

adding an entry.

My Profile

9

10

11

12

. 13

The Work Experience screen allows you

to add and update your previous and

current employment relationships. Please

ensure you enter at least one Work

Experience entry, as you cannot move to

the next step without adding an entry.

The system will automatically sort your

records by placing the most recent work

experience first.

Please create an accurate and

complete list.

Work Experience

Note

Steps to complete Work Experience:


Enter the applicable work experience fields.

Select to save the new entry.

Edit or delete an existing entry


entry.

Select the required function

11

14

12

9 13

10

14 Select or

to continue.

My Profile

17

18

19

20

21

22

23

24

The Preferences screen allows you to tell

us your expectations of a new job, as well

as what type of job you would like. You can also specify your employment

preferences and desired work location.

Preferences

Note

Steps to complete Preferences:

Use the dropdown button in the fields to specify your expectations.

Enter additional preferences in the Description free text field.

Employment Preferences

Select to create a new entry for Industry, Functional Area and

Hierarchy Level.

Use the dropdown buttons to select the relevant options.

Desired Work Location

Select tab.


Use the dropdown buttons and

select your desired location.


24

17

18

21

20

19

22

23

My Profile

27

28

29

30

31

25

26

The Attachments screen allows you to

upload supporting documents to your

application such as copies of your

qualifications, identity document, etc.

Remember to specify the applicable Attachment Type .

You must upload at least one form of ID

(ID Document or Passport).

Each document needs to be uploaded

Separately and can be deleted, for

example, if you want to replace it with an updated document.

Attachments

Note

Steps to complete Attachments:

Select to add a document. Enter

the title in the Document Title: field.

Use the dropdown button in the

Attachment Type: and Language:

fields and select the relevant option.

Select to locate the file you would like to upload on your computer.

Select the file by double clicking on it.

Select to upload the attached

document.

Select or to

continue.

29

31

25 26

27

28

30

My Profile

The Overview and Release screen

allows you to review your profile and submit (Release) your information to the

AUC e-Recruitment team.

Review your completed profile in the Data

Overview section by using the scroll bars

in the PDF form.

You need to “Release” your profile to the e-Recruitment team.

If you do not complete this step the

e-Recruitment team will not be able to

display any of your job applications.

32

33

34

Overview and Release

Note

32

33

34

Steps to complete Overview and

Release:

Select I want to release my profile...

checkbox.

Select Yes, I have read the...

checkbox.

Select to submit your

information to the e-Recruitment team.

My Profile

Completed

Note

A message displays confirming that your candidate profile was successfully

released. You can return to your

candidate profile at any time to make changes, or add additional information.

Once all your information is captured on

the candidate profile, it is quick and easy

to apply for job postings (advertised

vacancies), via the following methods located under the Employment

Opportunities tab:

- Job Search (click here to navigate to

the relevant screens for detailed

information)

- Apply Using Reference Code (click

here to navigate to the relevant

screens for detailed information)

1

2

1

2

This link allows you to maintain your

personal settings, namely the date

format, decimal notation and preferred

language.

Personal Settings

Note

Steps to maintain personal settings:

Use the dropdown button in the

applicable field, for example, Date

Format: to specify your preference.

Select to save your changes.

A message displays confirming that

your data is successfully saved.

1

2

1

2

This link allows you to change your

assigned user name on the AUC e- Recruitment system.

Please be aware that the next time you

log in, you should use the new user name

as the old one will no longer be valid.

Change User Name

Note


Edit the User Name: field.

Select to save your changes.

A message displays confirming that

your data is successfully saved.

2

1

1

2

Delete Registration

Note


Select .

Select to confirm your de-registration.

A message displays confirming that you have logged off.

This link allows you to delete your registration from our system. All your

personal details and job applications will

be removed.

You will receive an e-mail notification

confirming your de-registration from the

system.

If you wish to make a future application,

you will have to re-register and create a

new profile.

Job Search

3

1

2

1

2

3

Use the Job Search to search for

advertised vacant positions. You can

display all the current job postings

(adverts), or refine the results by

specifying search criteria.

- clear the search fields and begin a

new search.

- save your search criteria under a name for future use.

- automatically search the

database and send notifications about the

results to your e-mail address.

- obtain more information on

the various search fields .

Search Criteria

Note

Steps to search for current vacancies:

Enter search criteria in the

Keywords: field.

Select the applicable options from the

dropdown lists to refine your search.

Select to display list of current

vacancies filtered according to your

search criteria.

Job Search

4

5

The Search Result table displays the

current open vacancies filtered according

to your search criteria.

Use the button to change your search criteria if applicable.

Mark a job posting as a favorite by clicking the checkbox under Favorite next to the

relevant job posting. A message displays

confirming that the selected job posting is

added to your favorites.

The same advertisement can be published in different languages as two separate job

postings (e.g. English and French). You

can only apply for one job posting.

4

5

Select Posting

Note

Steps to apply for current vacancy:

Select the job posting link you are interested in to view the advert.

A new window displays the job posting.


- To apply and display the application

wizard. - To forward a link to this job posting to

a friend via e-mail.

- To close the window.

Job Search

Application Wizard

6

6

The Application Wizard displays your

Candidate Profile with 3 additional steps,

namely:

• Questionnaire

• Cover Letter

• Complete Application

You can update your existing profile

screens (steps 1 - 6) before submitting the

new application. Click here to return to the My Profile screens for detailed

information.

Note


Select to navigate directly to

the Questionnaire step.

Job Search

Application Wizard

7


Select or after

Questionnaire is complete

The Questionnaire displays short

questions that are relevant to the job

being applied for

Job Search

Application Wizard

10

7

8

9 8

9

10

11

11

10

9

8

Note


Use the dropdown button in the Application Source Type: and

Application Source: fields to select

the relevant options.

Enter the referral's first and last name in the Other Information: field.

Enter a short application cover letter

in the free text box.


The Cover Letter allows you to indicate

how you became aware of the vacancy. You can also add a short application cover

letter to state why you are interested in the

job.

Job Search

Application Wizard

12

13 14

12

13

14

Note


Select I want to release my profile...

checkbox.

Select Yes, I have read the...

checkbox.

Select to submit your application to the AUC.

Submit your application once you are confident that your application is correct

and complete.

Remember to select the checkbox to

release your profile as this is necessary

for the AUC e-Recruitment team to display

your information.

Job Search

Application Wizard

Example of Acknowledge Job Application e-mail

Note

A message displays confirming that your

application is sent.

You will receive an Acknowledge Job

Application confirmation e-mail.

1

2

3

4

1

2

3

4

Application via Reference Code

Note


Enter the job posting reference code in the Reference Code: field.

Select to search for the job posting.

The applicable job posting displays in the Search Result table.

Select selection button next to the job posting.


- to apply for the vacancy via the

Application Wizard. Click here to return to the Application Wizard screens for

detailed information. - to forward a link to this job

posting to a friend via e-mail.

Another method to search and apply for

an employment opportunity is by

entering the applicable reference code of the job posting (advert).

This method can only be used if you have

the applicable reference code of the job posting (advert).

1

2

1

2

Favorites

Note

Steps to manage your Favorites:


relevant job posting.


- Apply for the selected job posting. A new window displays the Application Wizard. Click here to

return to the detailed screens.

- Remove the selected job posting from your favorites.

- to forward a link to this job

posting to a friend via e-mail.

The Favorites screen displays a lis t of job

postings (adverts) you have marked as

your favorites.

From here you can apply for the job posting or remove it from your favorites if

you are no longer interested in the job. If the closing date of the favorite has

expired, you will not be able to apply for

the job posting. The following message

will be displayed:

3

1

2

1

2

3

My Applications

Note

Steps to manage your Applications:



Select . Depending on the current status, you can either

make changes or view the application.

Select to navigate back to the My

Applications screen.

The My Applications screen displays

your applications with the relevant status.

The following statuses can be assigned:

Draft - You have not completed the

application process (not vis ible to

Recruiters).

In Process - You have submitted your

application

Withdrawn - You have cancelled your

application.

Rejected – Application was not

successful.

To be Hired – Application was successful.

4

5

6

4

5

6

My Applications

You can delete an application that you

have not yet submitted (Draft status).

You can withdraw a submitted application

(In Process) status.

Note

Steps to manage your Applications:



Select .


- The selected job posting will be withdrawn.

- The selected job posting will

remain under My Applications.

1

1

Job Agents

Note

Steps to create a Job Agent:

Select .

Use the Job Agent to set up a job agent

that will automatically send you

information via e-mail regarding

employment opportunities that meet the search criteria you defined.

3

2

4

5

6

2

3

16

4

5

6

Job Agents

Note


Enter you required search criteria. Click here to return to the Job Search

screens for detailed information.

Select .

A Save as Job Agent dialog box

displays.

Enter the name in the *Name of Job Agent: field.

Use the dropdown button in the Frequency: field to select the relevant

value.

Select to save the job agent.

The Job Search window displays, where

you can define your applicable search

criteria.

7

8 7

8

Job Agents

Note


Select the Notify me by e-mail...

checkbox to receive e-mails of job postings that match the criteria of your

job agent.

Select to save the changes.

A message displays confirming that the

job agent is successfully saved.

You can adjust the frequency in which

the job agent searches for employment opportunities or change the status to

inactive.

You can also select Edit to make changes

to the search criteria or Delete to remove

the job agent.

Remember to save your entries after

making a change.

Documents

Recruitment Standard Operating Procedures Profile ... · PDF fileRecruitment Standard Operating Procedures Profile Management and Job Application for External Candidates HRMD - PARTNERING