1. Client’s Enquiry
The employer approaches your agency (or vice-versa) with a hiring need — role, number of positions, qualifications, location, timeline.
Tip: capture job brief, budget, contract terms and point of contact.
2. Confirmation of Job Order
Validate and sign off the job order: job description, salary, benefits, contract duration, start date and legal requirements.
Deliverable: signed job order / requisition document.
3. Sourcing
Search the talent pool — internal database, job boards, social media, referrals, campus or field sourcing. Shortlist profiles that match the JD.
Tip: use keywords/filters and tag candidates by skill level and availability.
4. Shortlisting & Interview line-up
Screen resumes, perform initial screening calls and create an interview schedule (telephone/video/onsite). Confirm candidate availability and share interview times with client.
Deliverable: shortlist sheet with CVs, scores and interview timings.
5. Interview Process
Conduct interviews (telephone, video/Skype/IMO, or face-to-face). This may include technical tests, HR screening and client interviews.
Tip: prepare interview guide and scoring matrix; capture feedback after each round.
6. Final Selection & Employment Offer Confirmation
Client chooses candidate(s). Agency issues offer letter/appointment letter and candidate accepts — confirm salary, joining date, contract clauses.
Deliverable: signed offer/acceptance and employment contract.
7. GAMCA Medical Examination
(Medical checks as required by destination countries — e.g., Gulf pre-departure medicals). Candidate completes required medical tests and passes clearance.
Tip: inform candidates in advance about tests and documents needed (vaccines, ID).
8. Visa Stamping
Process visa application with the destination embassy/immigration authority and get visa stamped on passport once approved.
Deliverable: visa in passport, visa copy for records.
9. Immigration Clearance
Final immigration checks, paperwork and exit clearances (sometimes employer/agent assists with paperwork and pre-boarding formalities).
Tip: verify all travel documents, return tickets, and employer sponsorship letters.
10. Orientation
Pre-departure briefing or orientation for candidates: culture briefing, dos & don’ts, contract details, emergency contacts, travel brief, and expectations on arrival.
Deliverable: orientation checklist, contact list, do-and-don’t guide.
11. Departure
Candidate boards flight and departs to the destination. Agency tracks arrival and initial joining confirmation.
12. Deployed Candidates — Assessment Report
Post-deployment follow-up: collect client feedback, candidate assimilation report, performance follow-up and any required corrective actions. This closes the loop and supports retention/improvements.
Deliverable: deployment report and client/candidate satisfaction notes.
