HR GUIDE 2015 COMPLIANCE - HiringBoss
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HR COMPLIANCE GUIDE 2015 FOR RECRUITING What do you need to know in 2015? What do the new regulations mean? Safeguard your HR program. www.hrboss.com
Page
01 CONTENTS 1
Foreword 3
02
One year on... what’s new? 5
03 3.1 The Jobs Bank 6
3.2 How to use the Jobs Bank? 7
3.3 Administrative details under the FCF 8
Revisit: Fair Consideration Framework
04 4.1 What is the Fair Consideration Framework (FCF)?
9
10
4.2 What are the new rules? 11
4.3 Details of FCF 13
4.4 When is the FCF going to take effect? 14
What does FCF mean for you?
05 5.1 Why is practicing fair employment important to you?
15
15
5.2 What does this ultimately mean for you? 17
Fair Recruiting Practices 101
06 6.1 Fair Recruitment Practices of Successful Organizations
18
18
6.2 Creating Non-discriminatory Job Advertisements 19
6.2.1 What to avoid when creating job advertisements? 19
6.2.2 Dos & Don’ts of Job adverts 21
6.3 Examples of non-discriminatory employment interview questions
23
(as proposed by TAFEP)
1
Page
Employing the tools & technology of 25
07 the recruiting trade
7.1 What is an Applicant Tracking System? 25
7.2 What to look for when selecting a recruiting software? 26
HiringBoss - Using technology to
08 ensure HR Compliance 27
Compliance Checklist 2014
09 30
Resources 32
10 10.1 The Labor Market in Singapore 32
10.1.1 Key Indicators on Singapore Economy and People 33
10.1.2 Labor Market Information 33
10.2 Building a Talent Factory 34
10.2.1 The benefits of building a talent factory 34
10.2.2 Checklists for building a talent factory 35
10.3 Common Recruitment challenges and their solutions 36
10.4 Standard Templates for Applicant Communications 37
10.4.1 Response to unsolicited resume 37
10.4.2 Rejection to candidate not interviewed 37
10.4.3 Rejection to candidate who was interviewed 37
10.5 Interview Question Guide 38
2
02 FOREWORD
Having studied the recruitment industry
for many years, we can safely say that
without best practices in place, keeping track
of your hiring process may potentially bring
about lapses and taint a company’s employer
branding.
Read on to find out how to avoid being in
the limelight for the wrong reasons
by staying in line with regulations to
maintain your status at the pinnacle of the
recruitment industry!
3
Last year, the Ministry of Manpower (MOM) cracked down on organizations and penalized
more than 100 companies found to be discriminatory towards Singaporean employees. Even
though the punishments aren’t considered too severe, these companies’ now face greater
scrutiny and a longer review period for EP applications. Some of these organization even had
their work pass privileges suspended. With the shortage of skills and growing reliance on
Foreign Talents to meet the labor demands, such seemingly ‘light’ penalties inflict significant
disadvantages on the company’s bottom-line.
Without proper compliance programs in place, the HR department could very well be the
liability for the entire organization. In this 2015 edition, we’ve put together an updated
Compliance Guide for HR and in-house recruiters. In addition to an updated version of the
Tripartite Guidelines on Fair Employment Practices (TAFEP), this guide will also cover the new
Jobs Bank which was launched in August 2014 by the Singapore Workforce Development
Agency (WDA).
We recognize the importance of a guide like this especially for employers and hiring managers
in Singapore in light of the changing regulations. We hope this comprehensive manual will
be useful in helping to identify resources needed to implement fair hiring processes within
organizations, especially in times like these where the need for transparency has shifted to
the top of the priority list.
This guide not only looks at how companies can fine-tune their recruitment process to
be free from discrimination, but also showcases ways to track these processes to ensure
compliance with regulations. We hope to shed some light on the increasing demand for an
Applicant Tracking System (ATS) as the right tool to manage talent and processes effectively
– using data generated by such systems to evaluate and improve performance. In fact, the
smartest organizations are already leveraging on analytics to gain competitive advantage
and streamline their recruiting processes. ATS such as HiringBoss help organizations boost
recruiting ROI, keep hiring costs to a minimum, and ensure compliance with regulations. It
could be time for an overhaul of your organisation’s recruitment process with the help of
HiringBoss too.
Having studied the recruitment industry for many years, we can safely say that without best
practices in place, keeping track of your hiring process may potentially bring about lapses
and taint a company’s employer branding. Read on to find out how to avoid being in the
limelight for the wrong reasons by staying in line with regulations to maintain your status at
the pinnacle of the recruitment industry!
The HRBoss Singapore Team
4
03 ONE YEAR ON...
WHAT’S NEW?
A. To start work, Employment Pass (EP) applicants will need
their EP and a Notification Letter (NL)
Before... Now...
In the past, as request for EP issuance With effect from 16th March 2015,
involved multiple steps and could EP applicants will need a NL before
take some time, EP applicants were they can commence work.
allowed to work on the In-Principal
Approval (IPA) while waiting for the This means that EP applicants can
issuance of the work passes. only start work once their pass has
been issued and they have received
An IPA given to an EP applicant is a NL. The IPA letter will no longer
valid for six months. The IPA is meant allow EP applicants to start work.
as confirmation that the work pass
application has been approved, and What you should do:
to allow applicants time to make Employers must request an
plans to come to Singapore to work. Employment Pass to be issued
before a foreign national can start
Upon issuance of the EP, the working in Singapore.
applicant is then issued a NL.
Source : Employment Pass now mandatory for foreign workers in Singapore
B. Companies are required to advertise on the Jobs Bank
before filing an EP application.
Companies are required to advertise in the WDA (Singapore Work
Development Agency) Jobs Bank before filing a new EP application.
The advertisement will have to comply with the Tripartite Guidelines
on Fair Employment Practices and run for at least 14 calendar days.
Read more about the Jobs Bank in our blog post here.
Learn more about the Jobs Bank on the next page.
5
3.1 THE JOBS BANK
WHAT IS IT?
Officially launched on 14 July
2014, the Jobs Banks is executed
and managed by the Singapore
Workforce Development Agency
(WDA), and is a service provided
free-of-charge for all Singapore-
registered companies, Singapore
Citizens, and Singapore Permanent
Residents.
It is a public job portal aimed to
help match local job seekers and
employers online, and will also
enable WDA to access a wider pool
of local job seekers beyond its
career centres.
You can access the Jobs Bank portal
at https://www.jobsbank.gov.sg
WHAT DOES IT DO?
The Jobs Bank will support the
Ministry of Manpower (MOM)’s Fair
Consideration Framework.
From 1 August 2014, the Jobs Bank
will also be used by employers
applying for MOM’s Employment
Pass to fulfil the advertising
requirements under MOM’s Fair
Consideration Framework.
This will help reinforce
expectations for employers to
consider Singaporeans fairly for
job opportunities
Image source : https://dl.dropboxusercontent.com/u/53311176/Jobs-Bank-infographics.pdf
6
3.2 HOW TO USE THE JOBS BANK?
WHO IS IT FOR?
Image source : https://dl.dropboxusercontent.com/u/53311176/Jobs-Bank-infographics.pdf
7
3.3 ADMINISTRATIVE DETAILS UNDER THE FCF
JOB VACANCY AT PME LEVEL FROM 1 AUGUST 2014
JOB ADVERTISEMENT
Employer advertises on the Jobs Bank administered by WDA for at least 14 calendar days.
Should include the following information in the job advertisement
• Job title
• Closing data
• Skills
• Qualifications
• Experience
• Salary Range
Job advertisment must comply with Tripartite guidelines** on Fair Employment Practices
• Employers receive applications
from the Jobs Bank
• Select and interview candidates
IF AN EMPLOYMENT PASS APPLICATION IS NEEDED
• Employer applies for EP as there is no suitably qualified Singaporean available
• The period between closing date of job advertisement and EP application should be < 3 months
• In the EP applications, employers will have to indicate the Job Posting ID (from the Jobs Bank).
• The EP candidate should also meet the prevailing EP qualifying criteria based on salary and qualifications.
Source : http://www.mom.gov.sg/~/media/mom/files/pdf/annex-b-administrative-details-under-fcf.pdf?la=en
Note:
Exempt from the advertising requirement only:
I. Firms which hire 25 or fewer employees; and
II. Jobs that pay a fixed monthly salary of $12,000 and above per month
III. Intra-corporate transferees; and
IV. A job that is necessary for short term contingencies (i.e. period of employment in Singapore for not more than one month)
**The Tripartite guidelines on Fair Employment Practices can be found at www.tafep.sg/fairemployment.asp
804
“
REVISIT:
FAIR CONSIDERATION
FRAMEWORK
The framework is not about ‘Hire Singaporeans First, or
Hire Singaporeans Only’. What the government is doing
”
is to help them get a fair opportunity.
Mr Tan Chuan-Jin, Acting Minister for Manpower in a statement for the press
94.1 WHAT IS THE FAIR CONSIDERATION
FRAMEWORK (FCF)? The Fair Consideration Framework (FCF) is a set of new regulations
legislated by the Ministry of Manpower (MOM) in order to
encourage firms or employers to consider Singaporeans fairly for
all jobs before hiring foreigners under the Employment Pass (EP).
FCF indicates a change to current Human Resources (HR) practices
as firms are now required to advertise job vacancies on a national
job bank before submitting an EP application. MOM will actively
scrutinize firms with a low proportion of Singaporeans at the
Professionals, Managers and Executives (PMEs) level compared
to others in their industry, and will keep a look out for companies
with repeated complaints made against them.
Read our exclusive blog post about the FCF here:
http://hrboss.com/blog/singapore-ministry-manpower-fair-consideration-framework
Image Source : http://todayonline.com
104.2 WHAT ARE THE NEW RULES?
Is the issue of Job competition between Singaporeans & foreigners
a serious one in Singapore now?
This poll was conducted from Sep 6 to Sep 19, 2010
Total Votes = 340
Image Source : http://community.jobscentral.com.sg/node/1545
The Singapore government has been largely successful in attracting
foreign talents into Singapore as various incentives and policies
have been set in place to attract foreigners in a bid to boost our
economy and fertility rates.
11Foreign Workforce Number
Statistics show the growing numbers of total foreign workforce:
Pass Type Dec 2007 Dec 2008 Dec 2009 Dec 2010 Dec 2011 Dec 2012 Jun 2013
Employment Pass (EP) 99,200 113,400 114,300 143,300 175,400 173,800 172,100
S Pass 44,500 74,300 82,800 98,700 113,900 142,400 154,100
Work Permit (Total) 757,100 870,000 856,300 871,200 908,600 952,100 970,600
Work Permit
183,200 191,400 196,000 201,400 206,300 209,600 211,000
(Foreign Domestic Worker)
Work Permit (Construction) 180,000 229,900 245,700 248,100 264,500 293,400 306,500
Total Foreign Workforce 900,800 1,057,700 1,053,500 1,113,200 1,197,900 1,268,300 1,296,800
Total Foreign Workforce (excluding
717,600 866,300 857,400 911,800 991,600 1,058,700 1,085,700
Foreign Domestic Workers)
Total Foreign Workforce (excluding
Foreign Domestic Workers & 527,100 616,800 588,300 638,900 699,100 731,300 743,000
Construction)
Image Source : http://www.mom.gov.sg/statistics-publications/others/statistics/Pages/ForeignWorkforceNumbers.aspx
This move by the government has received View MOM’s info-graphic on fair consideration
mixed responses from the public and one of here.
the main key areas most Singaporeans are
concerned about has been the competition
Benefit of new rules
for jobs between locals and the growing
presence of a larger foreign workforce here Advertising on the jobs bank will benefit both
in Singapore. employers and Singaporean job-seekers, as it
facilitates better matching of vacancies with
A hot topic covered in the Government’s job-seekers. Employers will have access to a
White Paper 2013, Budget 2013, National larger pool of potential candidates. It will also
Day speeches as well as by various on-line increase the visibility of job openings to all
and off-line media platforms, have led to the Singaporeans, and will help more to benefit
culmination of the issue and the FCF comes as from the better jobs created.
no surprise.
Related News:
• Worries over competition for jobs
• Keeping it new on jobs & competition
FCF was further motivated by the feedback
gathered from Singaporeans who have
submitted their views to MOM, through
MOM’s Our Singapore Conversation (OSC) on
Jobs, and from key stakeholders such as the
National Trades Union Congress (NTUC) and
employer groups.
124.3 Details of FCF
(A) KEY FEATURES
Considering Singaporeans fairly and improving job matches
• All firms are required to consider Singaporeans based on merit.
• All firms are strongly encouraged to advertise their job vacancies and must ensure that jobs
advertised are open to Singaporeans.
• Firms making new EP applications must advertise the job vacancy on a new jobs bank (to be
launched in 2014) managed by the Singapore Workforce Development Agency (WDA). The
advertisement must be open to Singaporeans, comply with the Tripartite Guidelines on Fair
Employment Practices, and run for at least 14 calendar days.
• These new rules will come into effect on 1 August 2014.
Additional scrutiny for firms which may have discriminatory HR practices
MOM will identify firms that have the potential to improve their hiring and career development
practices and these firms may be asked to supply additional information to MOM such as:
• Organization charts with nationality information;
• Recruitment processes;
• Staff grievance handling procedures;
• Framework for staff progression; and
• Plans to develop local internal staff to take on higher roles or reduce reliance on EP holders.
If firms are not receptive towards improving their recruitment and training practices, additional
requirements may be imposed by MOM, such as requiring the firm to:
• Attest that the firm will not displace any similarly employed Singaporean within 60 calendar
days before or after applying or renewing EPs
• Display a fact-sheet at the firm’s workplace containing key information submitted to MOM
Unresponsive firms would be under greater scrutiny and there will be a longer review period for
their EP applications. Work pass privileges may also be curtailed.
Exemptions:
Small firms with 25 or fewer employees, and those jobs which pay a fixed monthly salary of
$12,000 and above, will be exempted from the advertising requirements for practical reasons.
However, if complaints are received of nationality-based or other discriminatory HR practices,
these firms will attract additional scrutiny and may have their work pass privileges reduced.
(B) ENHANCED EP QUALIFYING REQUIREMENTS
From January 2014, the qualifying salary for new EP applications will be raised from $3,000 to
$3,300. Applicants will have to earn a salary of at least $3,300 or more per month, depending on
qualifications and experience:
• Young graduates from good educational institutions can qualify if they earn at least $3,300
• Older applicants will have to command higher salaries to qualify, commensurate with the work
experience and quality they are expected to bring.
For more Questions & Answers, visit http://www.mom.gov.sg/Documents/press-releases/2013/
factsheet-fair-consideration-framework.pdf
13Annex A
4.4 WHEN IS THE FCF GOING TO TAKE EFFECT?
FAIR CONSIDERATION FRAMEWORK IMPLEMENTATION TIMELINE
Fair Consideration Framework Implementation Timeline
Image Source : http://www.mom.gov.sg/Documents/press-releases/2013/annex-a-fair-consideration-framework-implementation-timeline.pdf
1405
“
Often, the most original ideas and
unusual connections are formed when
people of varying origin work together,
WHAT DOES FCF MEAN
FOR YOU?
Sandra Lester,
in teams. New ways of thinking lead Director of the Conference Board’s European
Council on Corporate Communications
to new ways of doing businesses
and innovative products which is
what drives business success and
”
competitive advantage.
5.1 WHY IS PRACTISING FAIR EMPLOYMENT IMPORTANT
TO YOU? Fair Employment Practices and the FCF will help you to:
• Widen your talent pool
• Recruit the best people for the job based on skills and
abilities
• Improve customer satisfaction
• Increase employee engagement
• Raise productivity
• Reduce cost related to absenteeism and employee
turnover
• Foster creativity and innovation
• Enhance deployment flexibility
• Create a positive image and positions the organization as
an Employer of Choice.
15
15Case Study: The Ritz-Carlton
The Ritz-Carlton’s Employee Promise is a commitment by
the organisation to its employees based on the principles The Employee
of fairness and merit. Promise
Through the Employee Promise, The Ritz-Carlton At The Ritz-Carlton, our Ladies
guarantees a work environment where everyone regardless and Gentlemen are the most
important resource in our
of race, age, gender, marital status and educational levels service commitment to our
are treated equally and provided with equal opportunities guests.
for growth and development. This ensures that all Ladies
By applying the principles of
and Gentlemen stay committed and engaged. All Ladies trust, honesty, respect, intergrity
and Gentlemen are assured of a work environment where and commitment, we nurture
they have the right to be involved in the planning of the and maximise talent to the
work that affects them. benefit of each individual and
the company.
At The Ritz-Carlton, all Ladies and Gentlemen carry the The Ritz-Carlton fosters a
Credo Card at work. The hotel’s core values and principles, work environment where
which are known as the Gold Standards, are captured diversity is valued, quality of
in this card. This includes the hotel’s Employee Promise life is enhanced, individual
aspirations are fulfilled, and
and Service Values. It serves as a constant reminder for The Ritz-Carlton Mystique is
employees to incorporate these values and principles in strengthened.
their daily work
During “Daily Line-Ups” (i.e. daily briefings), these
Gold Standards are discussed and each Lady or
Gentleman is invited to give everyday examples of
how they can practise and energise these values. This
enables all Ladies and Gentlemen to internalise the
company’s values and principles. Examples of service
excellence are also shared during the daily briefings
and this creates a platform to motivate the Ladies
and Gentlemen as they go about their daily work.
One key element is the emphasis on fostering a work
environment where diversity is valued.
Doreen Tan, an Executive Assistant who has worked
at The Ritz-Carlton, Millenia Singapore for 18 years,
shared that the hotel is truly committed to nurturing
and maximising talents and that they constantly
recognise their Ladies and Gentlemen through
various means.
“
The hotel’s emphasis on its people is evident and can
clearly be seen and experienced in the exceptional
service delivered by its Ladies and Gentlemen.
We believe that employers who promote fair practices will
ultimately enjoy greater success when employing people simply
because you have a wider pool of talent to tap on. We define it
”
as positively welcoming all types of candidates that walk through
our doors. We select and hire our Ladies and Gentlemen based
on talent and job fit and then we invest in them.
Mark Fletcher
Director of Human Resources
The Ritz-Carlton, Millenia Singapore
16MOM & TAFEP: Hiring & Developing a Singaporean Core
Employers are advised to make reasonable efforts to attract and consider Singaporeans for
job positions on merit, and to train and develop their potential and careers. According to the
Tripartite Guidelines on Fair Employment Practices (page 4), such efforts include:
• Ensure that jobs advertised are opened to Singaporeans
• Work with educational institutions, career centres and recruitment agencies to attract and
recruit Singaporeans.
• Developing skills and expertise of Singaporean employees for higher level jobs
TAFEP & MOM will make reference to this set of guidelines in promoting fair and responsible
employment practices.
5.2 WHAT DOES THIS ULTIMATELY
MEAN FOR YOU? In light of:
1. (the need to abide by the) Tripartite Alliance for Fair
Employment Practices
2. (as well as the) Fair Employment Framework
3. (and also) managing your employees/co-workers/subordinates
The onus is on you to ensure that you are being compliant in
every step of the recruiting process in order to achieve business
success.
The following sections are specially tailored to help you equip
yourself with the necessary knowledge and tools to overcome
recruiting challenges and avoid potential risks of infringement.
1706
6.1 FAIR RECRUITMENT PRACTICES OF SUCCESSFUL
ORGANIZATIONS
FAIR RECRUITING
PRACTICES 101
According to TAFEP’s “Fair Recruitment & Selection Handbook”,
fair recruitment practices that successful organizations subscribe
to include:
A. Applying the Tripartite Guidelines on Fair Employment
Practices.
B. Recruiting and selecting employees on the basis of merit.
C. Giving job applicants a fair opportunity to demonstrate their
knowledge, skills and experience during interviews.
D. Providing sufficient information for candidates to make an
informed decision about joining the organization.
E. Using consistent evaluation criteria established by the
organization for the specific job position for selection.
F. Ensuring all interviewers are aware of the established criteria
for interview and selection.
G. Ensuring that the remuneration for the new employee is in
line with the company’s pay structure, taking into account the
salaries of the existing employees in the organization as well
as current remuneration practices of the industry.
H. Ensuring that psychometric tools or other types of tests used
are relevant to the job. The usage of any assessment tools
should be clearly explained to the job applicants during the
interview.
I. Abiding by relevant labor laws when recruiting new employees.
J. Informing job applicants of the outcome of their application
when the position has been filled.
186.2 CREATING NON-DISCRIMINATORY JOB ADVERTISEMENTS
6.2.1 What to avoid when creating job advertisements?
Avoiding sexual discrimination have to go through in order to comply with all
As much as you might want to balance up your discrimination regulations.
gender heavy department with a member of
The rules now not only cover stipulating upper
the opposite sex, this is strictly forbidden to
or lower age limits for job applicants, but also
ask for within a job advert.
implied terms such as ‘youthful’, ‘dynamic’
There are certain roles where there is a or ‘mature’. All these terms could be seen as
genuine occupational need for an employee excluding someone from applying for a role
to be of a certain gender, such as within based on their age.
single sex institutions like hospitals and
Even asking for a certain level of experience
prisons. You are never allowed to consider
from candidates could be deemed as
that hiring one gender may provide a benefit
discriminating against someone who hasn’t
in terms of physical performance, unless that
had the opportunity to gain that experience as
performance is of a thematic nature (such as
they are too young. There are plenty of ways
the need for a male to play Father Christmas).
of rephrasing your job advert, such as asking
The job title you use should therefore never for candidates who have demonstrated a
be gender specific — ‘waitress’, ‘salesman’ certain task, but putting a number of years on
and ‘manageress’ are all terms that fall foul how long they have taken to achieve that task
of the law. is definitely out of the question.
Avoiding racial discrimination Avoiding disability discrimination
Racial discrimination is taken just as seriously It’s important for all businesses to ensure
as gender discrimination and many of the disabled candidates have as many
same principles apply. However there are opportunities to join their company as
again some situations where being of a certain anybody else. This covers job adverts as well
race can be seen as a genuine occupational as the rest of the recruitment process, such
qualification. as making your offices wheelchair accessible
for job interviews.
It’s sometimes the case that an organization
needs to take positive action to encourage Again, the language and the criteria you use
people from a certain ethnic group to is very important — for example, there is no
apply for a job or training because they are reason to stipulate that candidates must hold
underrepresented in the organization or at a driving license if they are not going to be
certain job levels. This is regularly seen within expected to do any driving for the job.
Police Force recruitment campaigns where
There is obviously some physical activity that
they try and match the ethnicity of their
is crucial to some positions, but you must
employees with local populations.
make sure this is a genuine necessity for the
Even where language is an important part of role rather than a ‘nice to have’.
the role you must state that someone must be
able to converse in the language rather than
While drafting job advertisements,
being from a particular country, for example the criteria should focus on job scope,
‘Italian speaking’ rather than ‘Italian’. qualifications, skills or knowledge,
experience and character traits.
Avoiding age discrimination
Age discrimination is a relatively new addition According to the Tripartite Guidelines On
to the list of things to consider when writing Non-Discriminatory Job Advertisements,
job adverts, and it is one of the biggest the following attributes cannot be listed as
changes in process that most employers will
19requirements: the other as a job criterion as multiracialism
is a fundamental principle in Singapore. Job
Age advertisements should not feature statements
If the work is physically demanding, state like “Chinese preferred” or “Malay preferred”.
the physical attributes rather than an age
criterion, e.g. “Candidates are required to load Religion
and unload heavy machinery.” Avoid phrases Like race, religion as a job criterion is also
like “fresh graduates only” as it can be seen as unacceptable unless the employee has to
preference for a particular age group. perform religious functions as part of the job
scope, e.g. “Production manager required for
Gender Halal food manufacturer”.
If the job requires a particular gender for
practical requirements of the job, state the
purpose instead of the gender. Avoid phrases
like “female working environment” that
suggest preference for a particular gender.
Language
If the job requires proficiency in a particular
language, state the reason clearly, e.g. “Tamil
language teacher wanted for tuition center.
Distinctions in ‘O’ Level Tamil required.”
Marital Status
An irrelevant criterion as jobs can be
performed equally well by married or single
persons.
Race
It is unacceptable to prefer one race over
206.2.2 Dos & Don’ts of Job adverts
Nationality
Words or phrases that exclude Singaporeans or indicate preference for
non-Singaporeans should not be used.
Not Acceptable Acceptable
Non-Singaporeans preferred • No mention of any nationality
• Singaporeans and Malaysians • Only Singaporeans
preferred
• Singaporeans and Malaysians
welcomed
• Singaporeans and Filipinos (or
other nationalities)
• Employment Pass/S Pass/ Work
Permit / Dependant’s Passes /
Long Term Visit Passes Holders
only
Language
If a job entails proficiency in a particular language, employers should justify the
need for the requirement.
Not Acceptable Acceptable
• Mandarin is an advantage • Chinese-language teacher for pre-
• English/Chinese (Mandarin) school centre, good credit in ‘O’
speakers Level Chinese
• Speak Mandarin • Translator for a leading Malay
• Putonghua an advantage sports magazine. Proficiency in
Malay is a must.
Age
Words or phrases that suggest preference for job candidates of a particular
age group should not be used.
Not Acceptable Acceptable
• Below 30 only • Older workers welcomed
• Youthful working environment • Job is suitable for older workers
• Age 25-30 only • 3 years of relevant experience
• Fresh graduates are welcome to • No experience required
apply
Race
Race should not be a criterion for the selection of job candidates as multi-
racialism is a fundamental principle in Singapore.
Not Acceptable Acceptable
• Chinese preferred
• Prefer Malays
21Religion
Religion is unacceptable as a criterion for recruitment except in cases where
employees have to perform religious functions as part of the job requirement.
Not Acceptable Acceptable
• Christians preferred • Chinese restaurant needs chef.
• No Muslims. Work involves Requires handling of pork and
handling pork and beef beef.
Gender
Words or phrases that suggest preference for job candidates of a particular
gender should not be used.
Not Acceptable Acceptable
• Strong guys needed • Women’s fashion boutique
• Preferably female requires sales staff to model
• Female working environment clothes while on the job
• Physical work required
Marital Status
Generally an irrelevant criterion in employment as jobs can be performed
equally well by either married or single persons.
Not Acceptable Acceptable
• Preferably singles • Frequent overseas traveling is
expected
Image Source : http://www.mom.gov.sg/Documents/press-releases/2013/Press%20Release%20
on%20Discrimination%20Cases-%20Annex%20B-%20250913.pdf
For more details on job adverts, go to http://tafep.sg
226.3 EXAMPLES OF NON-DISCRIMINATORY EMPLOYMENT INTERVIEW
QUESTIONS (AS PROPOSED BY TAFEP)
During the interview, try to ensure all the relevant areas are covered. While there will be
differences depending on the response to questions, keeping to a consistent set of issues and
scenarios allows for more objective comparisons of the suitability of candidates.
1. Questions on qualifications have you seen in the team members?
a. When was the last time you attended a
6. Questions on passion for job and
course of study, workshop or seminar?
b. What is your highest level of education? company
c. What was your specific field of study? a. What are the goals and objectives of
your present company? Do you know
2. Questions on job skills our company’s goals and objectives?
a. What are some of your core skills? b. How long have you been looking for a
b. What do you think are the skills new job? How long have you been on
requirement for the job you are your last job?
applying?
c. How competent are you in operating 7. Questions on integrity
computers? What software are you a. What are three adjectives that others
familiar with? would use to describe you?
b. What does integrity mean to you?
3. Questions on job experience c. How would you respond if you were to
a. What did you do in the last five years? discover that a co-worker is using the
b. What were the challenges in your past office phone for personal long distance
experience as a (job title)? calls?
c. How experienced are you in handling
8. Questions on self confidence
customers?
a. When was the last time you were given
4. Questions on analytical skills a task that was beyond your scope of
a. You are required to give a 10 minutes work?
presentation on what you would do b. Tell us about that situation.
as a manager in the event of a fire in c. What would you do if you were
your office, what are the issues that you retrenched from your company?
would include in your presentation? d. How confident are you to perform the
b. What would you do to increase job that you have applied for?
productivity in your department? How
would you carry out the tasks? 9. Questions on self development
c. Tell us what you would do if you were a. When did you last enroll in a course
of study, e.g. attending seminars,
to start your career all over again.
workshops and lectures?
5. Questions on willingness to work in a b. What training courses, seminars and
team workshops will you be attending in the
a. Who are your team members in your next 12 months?
present job? What is your working c. Do you think it is important to continue
relationship with each of them? learning throughout one’s lifetime?
b. Tell us the challenges you faced when Why?
you were working with a team.
10. Questions on travel
c. How many work teams have you worked
a. This job might require you to travel
with over the last two years? What
overseas more than 50% of the time.
distinctive strengths and weaknesses
23Would that be fine with you? b. Tell us of an incident of misconduct by a
b. One of the challenges in this job is subordinate of yours. What did you do?
making frequent trips out of Singapore What was the outcome?
on short notices. Will you be able to c. What have you done in the last 12
handle this? months to upgrade yourself in terms of
c. How much overseas traveling do you knowledge, skills and expertise?
do in your present job?
15. Questions on experience
11. Questions on working long hours a. Tell me about a specific area of
a. The job involves handling customers’ responsibility that you have enjoyed
complaints and following up with these most.
complaints. b. In view of the position that we are
b. Very often, you have to stay back late offering, tell me about your relevant
to complete the tasks. Would it be a experience.
problem for you to work long hours, c. What have you learned from the jobs
e.g. staying till 9 pm? you have had?
c. What are the working hours like in your
16. Emotional questions
present job? a. Give me an example of a crisis situation
12. Questions on handling heavy you were involved in. What did you do?
equipment b. Tell me about a time when you were
a. You are required to carry heavy objects very angry at the workplace. What did
/ materials (About 20 kilograms) in this you do?
job. Can you handle that? c. Has there been a time when a person’s
b. There are often times when you have anger was misdirected at you. How did
to climb steep stairs on site visits which you react?
are in the open. Are you able and willing 17. Questions on adaptability
to do that? a. How do you establish good working
c. Do you have to carry heavy items in relationships with people?
your present job? What is the heaviest b. If you were to be offered this position,
item that you have carried during the how do you imagine you would spend
course of your work? your first two weeks on the job?
13. Questions on foreign languages c. Tell me about the most difficult job-
a. You will be dealing with Chinese related task you have faced.
speaking customers most of the time. 18. Interpersonal questions
Many of them are unable to speak a. How do you give your subordinates
English. Can you communicate with negative feedback?
them in Mandarin? b. How important was communication
b. We have many customers who are and interaction with others in your last
Malay speaking. They do not speak job? What did you do to be effective?
English. Would you have problems c. Were you ever a member / leader of a
speaking with them in Malay? team in a professional setting? How did
c. This job will require you to correspond
you perform in that role?
with our clients from China. Are you
able to reply to emails in Chinese? 19. Questions on competencies
a. How did you gain your knowledge of
14. Questions on handling bigger roles this industry / company?
and leadership b. Other than the requisite skills, what
a. If you are a supervisor and one of your other skills do you have that would help
subordinates is uncooperative and you perform this job well?
refuse to take instructions from you, c. What do you know about our
what would you do? organization?
2407 SYSTEM?
EMPLOYING TOOLS &
TECHNOLOGY TO
ENSURE RECRUITING
COMPLIANCE
7.1 WHAT IS AN APPLICANT TRACKING
An Applicant Tracking System (ATS) is a
software solution that enables recruiters
to manage candidates in the recruitment
process. It is similar to a customer relationship
management (CRM) system, but designed
specifically for recruiting.
Without an ATS, you will struggle to manage
the influx of candidates that you will receive
from job postings and proactive sourcing.
Additionally, recruiters will be unable to
monitor each other’s activity, causing them to
sometimes reach out to the same candidate
for different roles or double their efforts on
the same role
You may be exposing yourself to risks if you
are not using a system to properly record
and keep track of recruiting data. Using an
ATS will simplify the task of reporting on
your recruiting activities and ensure that
you comply with any existing and upcoming
regulations.
Moreover it is vital to not just be compliant,
but to be compliant across every channel, and
be consistent as you present yourself to your
potential candidates as an ideal company to
work for - Employer Branding.
257.2 WHAT TO LOOK FOR WHEN SELECTING A RECRUITING SOFTWARE?
Purchasing an ATS is a big step toward postings? How many accounts are included
preventing compliance issues, but you should in the upfront cost? How much does each
not choose one on a whim — not all ATS extra account cost? Are there discounts for a
solutions are the same. To ensure that you certain number of seats purchased at once?
pick the ATS that is right for you, take the time Make sure you consider these items.
to do your due diligence about the product,
keeping these six things in mind: Customer Support
Be sure to read reviews on the product and
Usability on customer support response in particular.
You want an ATS that is user friendly Even great products have issues, and poor
and straightforward. You don’t want to customer support can be very frustrating,
burden your recruiters with an eight-hour compounding the problem. Find out if you will
training session just to learn how to input a be assigned one relationship manager you
candidate’s information. Do your research, can contact with any issues, or if you will have
take a tour of the system, and go through the to call the number provided and risk being on
demonstrations on how to utilize the system. hold for a while.
If you are not confident that every person
on your team will be able to use the system Hosted or Cloud/SaaS
correctly and efficiently, look elsewhere. Hosted solutions are slower to change and
fix. A cloud or SaaS system may be the better
Customization option.
Every organization and team is different. You The ramp-up, upgrades, and fixes are quicker,
don’t want an ATS that you must conform to; and you have the option to access the system
you want one that conforms to you. Make remotely.
sure you can customize statuses, required
information, format, etc. That way your team
can tailor the system for your needs and
the way you plan to use it. Additionally, you
will want to make sure that you are able to
change the customizations as needed if the
team decides on a new process.
Job Postings and Applications
Can you post jobs on your company’s website
through the ATS? If so, are applications
submitted through the website automatically
inputted into the ATS for your team to review?
They should be. This makes the application
review process much more streamlined. It
also ensures that every application is entered
into your ATS, even if the candidate is not a
fit for the particular job he or she applied for.
Cost
Everything else being equal, it makes sense
to go with the most cost-effective option.
But make sure to try to get the best system
for the money. Also, inquire about extra
costs. Are upgrades included? How about job
2608 HIRINGBOSS
HiringBoss is recruiting software that helps
you recruit top talent - quickly and efficiently.
It organizes the end-to-end hiring process
on 1 single platform: taking you from job
requisition, to posting jobs, reviewing
candidates, scheduling interviews, generating
offer letters... and ultimately hiring the right
person for the job while ensuring compliance!
With HiringBoss you will have all the tools you
need to dramatically boost your recruiting
ROI and shrink your hiring costs. HiringBoss is
in the Cloud so there is no software to install
or maintain. Plus, local support is on hand to
make sure you’re getting the most out of your
HiringBoss platform.
If you’re not using ATS/software, you are
exposing yourself to risks. You need to be audit
ready and have a clear paper trail to ensure
that you have been compliant throughout
every step of the process.
27Connecting to various stakeholders in one platform
A Software-as-a-Service (SaaS) solution, HiringBoss is based on the concept of ‘Zero Risk’
• Within Budget – fixed, affordable pricing for
implementation and training
• Within Requirements – configurable and flexible
• Within Deadline – implemented within 6 weeks
• Beyond Expectations – impress your organization!
28Why use HiringBoss?
• Configurable | Transparent | Effective
• Improve speed of hire, quality of candidates and reduce
hiring costs
• Eliminate admin, focus on recruitment
Who is HiringBoss for?
• For business of all sizes:
• Start-ups | SMEs | Global | Government
• Future-focused HR professionals aiming to optimize the
hiring process
• HiringBoss is designed and built in Asia for businesses in
Asia
Customer Support
• HR and eRecruiting technology
• Talent Acquisition and Applicant Tracking Solution
• Cloud | SaaS (software-as-a-service)
INCLUDED
Founded in 2011 in Asia
HR COMPLIANCE
TOOLS
• Founded by Recruitment Software experts
• Backed by Asia’s leading investor JAFCO
HR software for Asians by Asians
• Intuitive process-driven interface
• Configurable, to match local and regional regulatory demands
• Local people in-country selling and supporting
SaaS (software-as-a-service)
• Hosted securely in the Cloud
• Software for HR practitioners and recruiters, not IT
• Inclusive of hosting, release management, support & regular upgrades
2909 COMPLIANCE CHECKLIST
2014
Extra attention is needed in order to ensure
that you are being compliant and not infringing
any rules or regulations in every stage of the
recruiting process.
Checklist for Job Advertisements:
99 Make sure the advertisement focuses on
the essential skills and abilities to do the
job.
99 Write in clear, plain English.
99 Avoid any reference to age, sex, race,
religion, parental status or any other
personal characteristic protected by law,
unless it is part of the genuine requirements
of the job or the organization has a specific
exemption or exception – for example,
people who serve alcohol must be over 18.
99 Make sure the advertisement is written
in a way that does not discourage some
people from applying or imply that only
certain applicants will be considered, such
as using phrases like ‘join a dynamic young
team’ or ‘seeking mature, experienced
professional’.
99 Encourage as many suitable candidates
as possible to apply. If you have the
resources, consider advertising the
position internally and externally, as well
as using mainstream and community
media outlets, local newspapers, specialist
Fair Employment
Self-Assessment Tool: journals, informal networks, industry
http://www.tafep.sg/self-assessment/ groups and other forums
30Suggestions for Avoiding Discriminatory Language in Advertisements
Instead of Use
Junior Seeking experience
Responsible, able to work
Senior or mature person
unsupervised
Office junior Office assistant
Five years’ experience Demonstrated ability
Sales girl Sales assistant
Foreman Supervisor
Checklist for Candidate Screening (Source):
99 Focus solely on matching the skills and experience of the candidates against the requirements
of the job. Prepare a list of questions that relate directly to the job requirements. All
candidates should be asked the same set of questions.
99 Ensure people conducting the interview have a good understanding of the job requirements
and are aware of the importance of only asking questions that relate to the role, and of
following equal opportunity principles.
99 Ask if candidates have any special requirements in order to attend the interview.
99 If possible, consider diversity on the selection panel, including both men and women, and
people from different cultural backgrounds and age groups.
99 Allow candidates time to make their point and, if necessary, ask follow-up questions so they
can elaborate on their initial answers.
99 Make a record of the answers provided by each candidate and ensure they are kept
confidential. If you listed key selection criteria in your advertisement, develop a scoring
system to rank each candidate’s ability to meet the ‘essential’ and the ‘desirable’ selection
criteria.
99 Avoid asking questions that are presumed to be relevant only to certain applicants, for
example, to women, older workers or parents. Instead, applicants should be asked whether
they can fulfil the key requirements of the job, such as travel, overtime or performing any
necessary physical activities.
99 Ensure any skills tests are relevant to the job, non-discriminatory and that any specific needs
of candidates with a disability are taken into account.
Recruiting should be a systematic process where each candidate can be easily tracked
in a recruitment workflow process:
3110 SINGAPORE
RESOURCES
10.1 THE LABOR MARKET IN
How much should you pay your employees?
What are the skills, certifications and
qualifications of today’s workforce? What is
the labor market like in your industry? These
statistics and reports will help you understand
the workforce better.
3210.1.1 Key Indicators on Singapore • Earnings and Wages
Economy and People Access information on the average
The Key Indicators are compiled and published earnings and wage increases of
by the Singapore Department of Statistics. Singapore’s workforce.
They provide a snapshot of Singapore’s:
• Population & area
Reports
• Demographics
The Ministry of Manpower (MOM) compiles
• Literacy and education the statistics into reports and occasional
• Society papers. You can access them for free on
MOM’s website.
• Employment
• Economy Highlights
Produced jointly by the MOM and the
10.1.2 Labour Market Information Singapore Workforce Development Agency
The Ministry of Manpower (MOM) has a (WDA), this publication provides a quick
comprehensive archive of statistics: snapshot of key employment statistics, jobs in
demand and their related qualifications across
• Labour Force 11 industry groups within the construction,
Access detailed information on
manufacturing and services sectors.
Singapore’s labour force characteristics
in terms of age, participation rate and Salary Survey Report 2013
educational profile. Produced by the Singapore National
• Employment Employers Federation (SNEF), this report is
Find out the number of employed indispensable for benchmarking your salary
persons in Singapore and their structures and employment benefits.
distribution in the various occupations
and industries. Other Relevant Statistics
• Unemployment • Singapore Population Statistics
Access Singapore’s latest unemployment • Singapore’s Economy
figures. • Singapore’s Monthly Digest of Statistics –
September 2013
• Job Vacancy
Find Singapore’s latest job vacancy
numbers and rates.
• Labor Turnover
Get information on Singapore’s average
monthly recruitment and resignation
rates.
• Hours Worked
Find out the total and overtime hours put
in by Singapore’s workforce.
• Retrenchment and Redundancy
Access latest information on
retrenchment and redundancy.
• Re-employment
Access latest information on re-
employment.
3310.2 BUILDING A TALENT FACTORY
10.2.1 The benefits of building a talent factory Source : Talent Factory E-book
If you are a rapidly growing expansion-stage educated decision on which candidate is
company, establishing a talent factory will be the best fit for the job, because there is
vital to your company’s continued growth. In continuity in the process.
fact, according to a 2012 study by the Boston
Consulting Group,2 recruiting has the highest • Shaping your company’s culture:
business impact of any HR function. So, A talent team can help shape company
even if you don’t yet have a full-fledged HR culture and impact its development
department, building an internal recruiting through its policies and programs.
team can create a significant impact by:
• Improving visibility:
• Lowering Recruitment Costs: Talent specialists also act as ambassadors,
Many companies that do not have a talent representing your company and its culture
factory or an in-house recruiter use staffing to the outside world. By attending career
agencies for the bulk of their hiring. For fairs and on-campus events, a talent team
full-time employees, agencies can charge will provide valuable marketing for your
20 to 35 percent of the hires first-year company, creating more visibility within
annual salary as a “finder’s fee.” Depending your desired candidate pool. A quarterly
on how many roles you hire each year, you networking event led by your talent team
may be paying more in fees than what it can also pay huge dividends for talent
would cost to build and operate your own acquisition by showcasing your company
in-house talent factory. and its employment opportunities.
• Driving Higher ROI: • Increasing credibility:
Not only will an in-house talent factory Candidates will always be more responsive
result in a lower cost per hire, but it will and exude more confidence when
also enable you to hire multiple candidates they feel they are being treated as an
(should there be more than one opening individual, rather than an application. A
for the same position) at no extra cost. An talent team can serve as liaison between
in-house talent team can also maintain the candidate and the hiring manager,
an ongoing pipeline of candidates with improving communication and, ultimately,
a particular skill set, helping you make your credibility — even among candidates
repeat hires more quickly, and implement you don’t end up hiring.
programs to improve employee retention
(e.g. Establishing programs to promote • Creating a greater sense of urgency:
work/life balance). Because the internal recruiting team will
be in the trenches, they will recognize the
• Fostering a better candidate need for new hires more quickly and be
experience and building culture held accountable by the hiring managers
along the way: who are awaiting qualified candidates.
Having a talent factory will create a more Additionally, the hiring managers will
streamlined hiring process that ensures be asked to provide more timely and
that each candidate your company recruits complete feedback if the recruiting team
goes through the same procedures, is in the same office, allowing for a shorter
meets with the same people, answers feedback loop and faster decisions.
similar questions, and is told the same
information. In turn, your candidates will
have a better overall experience, and your
company will be able to make a more
3410.2.2 Checklists for building a talent factory
Checklist for the CEO
99I understand that the director of talent’s role is to implement and manage the talent factory so that
the executive team and I can make the best decisions to support the hiring and retention of top
talent in the company.
99I have developed a plan to hire a director of talent and outlined his/her responsibilities for imple-
menting and managing the talent factory
99I have scheduled regular meetings with the director of talent to discuss talent and HR-related up-
dates
99We have agreed on a series of metrics and reports that the director of talent will provide to me
and the executive team on a regular basis
99I will make myself available to provide continued guidance and support as needed
Checklist for the Director of Talent
99As the director of talent, I understand that I play a vital role in overseeing the entire talent man-
agement process, which informs the executive team to make sound talent-related decisions and
supports the hiring and retaining of top talent in the company.
99I have worked with the executive team to develop an annual talent plan for the company entailing
hiring targets, budget, and goals
99I have established a reporting schedule to communicate the progress of talent-related targets (hir-
ing, budget spent, goal progress, etc.) to the executive team
99I have outlined a model for designing and overseeing a successful talent factory in the company
99I have developed a plan to hire and manage talent specialists in order for the company to achieve
its hiring and other HR-related targets
99I have daily and weekly meetings scheduled with my talent team to evaluate the progress of our
targets, discuss and address issues, implement best practices, and capitalize on new opportunities
Checklist for the Talent Specialist(s)
99As a talent specialist, I understand that I play an important role in addressing the company’s hu-
man resource needs by managing the candidate recruitment process and hiring top talent in the
company.
99I will regularly discuss new role requests and my capacity with the director of talent and the tal-
ent team, prioritize the list of roles according to the sense of urgency, and develop a work plan to
recruit he hires accordingly
99I will communicate with the hiring managers on a regular basis to provide them with compensa-
tion reports (as needed) and updates on the progress of searches, solicit feedback on the candi-
dates identified, and continue or modify the search process accordingly
99I will reach out/communicate with employee referrals in a timely manner
99I will regularly participate in external recruitment events to explore new talent pools and identify
potential candidates
Checklist for the Hiring Manager
99As the hiring manager, I understand that I am responsible for making sound hiring decisions for
my department and will work closely with the talent team to ensure that we identify and recruit
the best candidate for the role that we are seeking to fill.
99I have scheduled a meeting with the talent specialist that will be recruiting for the role and have
provided him/her with a clear job description and a compensation band (salary, bonus, and equity)
the role offers
99I will review/approve the work plan for each new role request on a timely basis
99I will provide the talent specialist with a timeline on when the role should be filled, the level of ur-
gency, and other notes associated with the role to help support the search
99I will make myself available to speak and meet with suitable candidates as often as possible and
respond to interview requests in a timely manner
99I will provide timely feedback to the talent specialist about each candidate across every step of the
recruiting process (i.e., resume screen, phone interviews, in-person interviews, etc.)
3510.3 COMMON RECRUITMENT CHALLENGES AND THEIR SOLUTIONS
Challenge Solution
Broken feedback loop Set up a meeting with the stakeholders in the search
(Talent team is not receiving timely feedback to regroup. Go over expectations for feedback
from hiring managers or stakeholders) and explain that if filling the role is not a priority
it should be put on hold until all stakeholders will
be able to commit to it. Also, if you don’t already
have one, set up a weekly update call with the
hiring manager and stress that they adhere to
participating.
Underperforming members of your talent team Meet with the team member to address your
concerns; be open and honest with your feedback.
Find out if there is something they need help with
and go over any impediments or questions they
may have. Follow up by having
weekly meetings with that team member to review
their progress and performance.
Disgruntled candidates Have the talent specialist call the candidate to
better understand and help rectify the issue. A call
will mean much more to the candidate than an
e-mail. The candidate should leave the call feeling
positive about the company.
A candidate’s response to an offer is delayed Reach out to the candidate to find out why they
are withholding their response and if there are any
issues with the offer that can be resolved. Be sure
to give them a deadline to respond; this should
prevent any further delayed response.
A candidate has received a counter offer Remind the candidate of their original motivation
for finding a new job; it is likely that it was not
financial, and they will see that staying with their
current company will not change their situation. If
possible, increase the offer to match the counter
offer or consider adding a sign-on bonus. This will
show the candidate your eagerness to have them
join the team.
Lack of response from sourcing activity Change your messaging and see what candidates
respond to. Maybe it’s flattery, maybe it’s
highlighting awards and company growth, or
maybe it’s accentuating the benefits of working for
your company. In addition, follow up a few times
with target candidates before giving up on them.
Recruiting in a saturated market Get creative: Join Meetup groups or host
networking events for specific skill sets. Attend job
fairs in the area. Set up a referral program for both
internal and external use. Implement a University
Recruiting Program to attract candidates out of
schools. Set your company apart from the rest.
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