Summit14 - Jobvite Annual User Conference - Breakout Session Presentation. 4.30-5.1

1. Revolutionize Recruiting Globally with
Jobvite
Farah Abbas
Oxfam America, Shared Services Manager

2. Agenda
1 What is Oxfam?
2 Recruiting challenges
3 Jobvite Implementation 2012
4 Recruiting strategy
5 Recruiting Revolutionized
6 Next Challenges

3. WHAT IS
OXFAM?

4. What is Oxfam?
• International confederation of
17 organizations
• Works in 94 countries
• Part of a global movement for
change.
• Mission: To build a future free
from the injustice of poverty.
• long-term development
projects
• respond to emergencies
• campaigning and advocacy.

5. Oxfam America
• One of the 17
organizations
• Headquartered in
Boston
• Offices in 9
countries
• 500 Employees
worldwide
• Jobvite customer
since 2010
• Average Volume:
350 hires per year

6. OUR
RECRUITING
CHALLENGES

7. Recruiting Challenges in 2010
Paper-
based/manual
systems
Streamlined
recruiting
organization
structure
Key players left out
of the recruiting
process
Process was too
long and lacked
transparency
Each department
had its own
recruiting
workflow
Executive
Leadership had no
access to
recruiting metrics

8. Paper Based Recruiting System
Position Approval Form
Offer letter (multiple
templates)
Employee Application
Forms
Employee Action Form

9. Streamlined recruiting organization structure
HR Generalist
(in each office)
Global Staffing
Manager
Hiring Managers
(in each department)
Coordination and
Communication was
challenging

10. JOBVITE
IMPLEMENTATION
2010

11. Implementation Strategy 2010
• KEY GOAL: Reduce paper and improve
coordination
• Roll out to US only:
• Requisition & Requisition Approval for external
hires
• Online Candidate Application and Integration with
Career Website
• Candidate Workflow

12. Requisition Implementation
• Replicated paper form
• Centralized approval
• 5 levels of approvals

13. Candidate Workflow Implementation
• Replicated each possible step
• Configured online employment application
• Added offer letter templates

14. Communication and Training Strategy
• Jobvite Intranet Page with documentation of
hiring process
• Recruiter creating requisitions for hiring
manager
• Recruiter running the candidate workflow

15. Challenges
• Resistance to change
• Hiring manager dependent on recruiter run
workflow
• Keeping employee list up-to-date
• Too many steps for Candidate workflow
• Centralization of Approvals creating bottleneck
• Keeping Staffing Manager champion of the tool

16. OUR GLOBAL
RECRUITING
STRATEGY

17. Recruiting Strategy
Better fit hires
Establish a consistent,
world class candidate
recruiting experience
Meet peak demands
of recruiting cycle
while keeping
overhead cost low
Report on Key
Recruiting metrics

18. Better Fit Hires
• Branding Oxfam and its culture
• Created a series of Video to reflect the rich mosaic of Oxfam
America http://www.youtube.com/watch?v=WH62GGPUF2c
• Establish Key Competencies
• Global Citizen – Ability to work across cultures
• Change agents (synchronize with our mission)
• Targeted candidate sourcing
• Target NGO career sites e.g DEVEX, RELIEFWEB
• Target graduates from reputable University programs
• Referral Bonus

19. Consistent world class recruiting experience
• One Candidate Workflow for all offices
• Coach managers on interviewing best practices.
• Timely candidate communication
• Schedule feature in Jobvite and Integration with
Outlook allowed us timely responses to candidate.
• Rejecting candidates was quick and easy

20. Meet Peak Demands with low overhead cost
• Empower hiring manager to be the requisition
and candidate workflow owner
• Create checks and balances through
Requisition Approval and Offer Approval
• Decentralize Approval Process and schedule
reports to the executive team

21. Recruiting Metrics
• Candidate sourcing report
• Requisition By Department and Division
• Weekly Hiring Report

22. RECRUITING
REVOLUTIONIZED

23. Re-implementation in 2013
Requisition
• More
Candidate
Programs
• More
Comprehensive
Forms using
field-mapping
Candidate
• Simplified
Steps
• Background
Check
Integration
• Offer Approval
• New Hire
Notification for
HRIS entry
Reports
• Schedule
Reports
• Build Custom
Reports
Regional Rollout
• Identify Key
Stakeholders
and Train
• Roll out to
Regions with
Tech Savvy
Staff

24. Communication and Training
• Roles of hiring manager and recruiter clearly
defined
• Specialized training for each function of Jobvite
done on a monthly basis.
• Re-Rollout of referral policy and how to create
“Jobvites”

25. Recruiting Revolutionized
• Streamlined Recruiting Process
• Enhanced Hiring managers recruiting capability
and capacity
• Better Candidate attraction and sourcing

26. Next Challenges
• Decentralize Approval Chains – in the works
• Integration with HRIS
• Requisition Templates
• Regional Security
• Parallel vs Serial Approval
• Approval Reports

27. Farah Abbas
Oxfam America, Shared Services Manager
fabbas@oxfamamerica.org
THANK YOU!