POE: Protector of Emigrants

CNIC: Computerized National Identity Card

NICOP: National Identity Card for Overseas Pakistani

PROCEDURES

Requirement of Workforce.
Client shall provide the detailed craft-wise list of Manpower required.
Client Provide Demand Letter and Power of Attorney (Attested form MOFA & Chamber of Commerce).

Recruitment / Selection

Selection of manpower shall be carried out by Alpha OEP through its interview/selection team. However, the client may also constitute their selection team with the coordination of Alpha OEP.
Manpower recruitment will be performed through the following sources:

Database
In Company Resources
Walk in Candidates
Press Advertisement
Interviews in various cities throughout the country.
The selection list shall be strictly on merit and based on individual performance, training, experience, and educational record.
Lining up of Candidates for Interviews.

HR Executive / R & P Staff shall invite the candidates through the most effective means of communication which should indicate the date, place, and time of the interview. The candidates also must be advised to bring the following documents/testimonials at the time of the interview:

Valid passport (Minimum for One Year), along with one clear color photocopy.
Computerized National Identity Card with one photocopy.
Passport-size photographs as required.
CNIC copy of Next of Kin (NOK).
Original Educational / Experience Certificates with copies.
Job Cards for Welders / Valid Driving License for Drivers.

In case of requirement for any other Document, the candidates must be informed to produce the same documents to Alpha OEP. The candidate will also be informed that no TA/DA (Traveling Allowance / Disturbance Allowance) shall be paid to him for the interview.

Interview Procedure

The candidates shall be called for interview according to the requirement, craft-wise in groups. Each candidate shall be interviewed on a “FIRST COME FIRST SERVED BASIS” or as per lining up by the HR office staff of Alpha OEP with interview token allocations.
The candidate shall report at the counter to obtain the Application Forms i.e. “Application Form for Temporary Employment” or “Application for Employment (Management)” after presenting his original certificates.
The interview coordinator will take the candidate to the concerned interviewer.
The interview shall be conducted in line with the job description of the particular craft.
The candidate shall also refer for a trade test if required, especially in the case of Welder / Equipment Operator, etc.
The Salary per Month or per Day shall be communicated to the candidate upon qualifying for the interview or trade test as per Client approved Salary Structure.
List of Selected / Standby Candidates Based upon the interview results the final selection list shall be prepared.

Documentation / Visa Processing

Personal Files.
Mobilization Executive / Coordinator shall arrange to prepare personal files for all selected candidates including standby candidates in accordance with the checklist, separately for valid visa holders and the persons proceeding against fresh visas. The checklist should also be placed in each personal file duly signed/verified by the person/persons responsible for documentation.
Alpha OEP # shall be allocated to the personal files of newly selected candidates.
Protection Fee and Miscellaneous Expenses shall be deposited in designated Bank from selected candidates in view of Long Term or Short-Term deployment as per Government rules / Company Policy.
Original CNIC.
Copy of Passport.
FRC (Family Registration Certificate).
Medical Test.
The selected candidates shall be sent for mandatory Medical Examination (the cost of Medical will be borne by the individual). Medical for KSA, Bahrain & Oman shall be carried from GAMCA-approved Medical Centers.
Passport Particulars to Overseas Offices After getting the medical fitness certificate, the concerned HR Executive shall send the documents to Client’s Office for the arrangement of a visa.

Visa Confirmation

Client shall be responsible to arrange the visas for the number of persons to be mobilized and communicate the confirmation to ALPHA OVERSEAS EMPLOYMENT PROMOTERS.
Client after having obtained the visa shall forward the visa document to Alpha OEP at the earliest.
Upon receipt of the visa same shall be entered into Database.

Protection Formalities

Demand Letter & Power of Attorney. (Attested form MOFA & Chamber of Commerce).
Client shall send Demand Letter in favor of Alpha OEP with their craft-wise manpower requirement, salary bracket, duration of stay, leave rotation (if required), and other facilities.
Client shall send Demand Letter, Power of Attorney, and in case of KSA E-Wakala in the name of Alpha OEP.
Alpha OEP will prepare a letter addressed to the Protector of Emigrants and take the permission for mobilization of manpower to the concerned Client’s destination.
Partial permission can also be obtained (if required).
Apha OEP staff shall prepare all necessary documents required for protection including a Foreign Service Agreement (FSA) on behalf of the Client.

Funds Arrangement / Bank Deposits

Fund requests shall be raised with Name, Passport number, and Receipt No. & Amount to be withdrawn duly approved by Chief Executive or his nominee and the same shall be submitted to Finance Department.
The finance department shall issue the cheque against the fund request and deliver it to Mobilization Executive/ Protection Coordinator. Mobilization Executive / Protection Coordinator will deposit the amount in the designated bank/s and get the insurance of the person from the POE Office.
POE office shall endorse their approval on passport and FSA.

Mobilization

Booking for Air Passage.
Upon receipt of the information regarding the availability of a visa and the documents required from the Client’s office, Alpha OEP shall arrange the blockage of seats.
At the same time, a tentative air booking will be arranged and a list of persons to be mobilized (date-wise) should also be provided to the Travel Agent/Airline.
The departure schedule for all personnel will be prepared in close coordination with the concerned Client after the visa confirmation and receipt of the other required documents through the Travel Agent/Airline.
The candidates shall be advised to be available one day prior to the date of departure at the designated Office or as the case may be.
Foreign Service Agreements Mobilization Executives shall prepare the service agreements for long-term deployment (in case of Projects) or short-term deployment (in case of Shutdowns) prior to the mobilization of individuals, which includes the following: Personal information, Salary Details, Other Benefits, etc. Alpha OEP representative or any nominated person will take the sign and left thumb impression of an individual on this form and place one of its copies in the individual’s personal file.

The mobilization Executive shall carefully prepare the following documents to be carried by the individuals while traveling:

Passport with National Identity Card.
FSA & Insurance.
Visa copy confirming that visa will be available on arrival at destination Airport.
Health/Vaccination Card if required.
Air Ticket.
Muqeem Registration.
Custom Declaration.
Other documents if required.

Prior to departure, the persons in each group, are to be completely briefed about Safety/General Orientation, their traveling arrangements, and reception at the point of disembarkation by any nominated representative of ALPHA OEP. A group leader should be nominated to coordinate all instructions to be communicated to the individuals being mobilized.

Mobilized

On the date of departure depending upon the size of the group, the representative from Alpha OEP should be available to coordinate at the airport and ensure all logistic arrangements for boarding of the group.
Prior to the departure of a group complete information should be communicated to the Client through email, for smooth handling and necessary clearance by the Immigration Authorities at the point of disembarkation.

DE-Mobilization

The client shall send a detailed report of any employee who is being demobilized on disciplinary or any other ground.

Overall Performance Evaluation

Client shall send the Overall Performance of each employee who is being demobilized due to any reason. Grading of each employee shall be fed into the database same shall be kept in the personal file of the candidate.

Death of Employee

In case of the death of Employee, the Client shall bear the expenses for the repatriation of the remains of Employee and his personal Properties to the family of the deceased through Alpha OEP.
The Client shall ensure that the benefits due are made available to the Alpha OEP within the shortest period of time. While Team Leader HR will ensure to provide the same to the employee’s next of kin after receiving a copy of the succession certificate/evidence of heir-ship.
The client shall provide a complete report explaining the cause of death along with evidence (if available) to Alpha OEP.

Code of Conduct