Job-matching service – employment requirements
The purchasing process is the starting point for our support for increased employment in public procurement. As a Job-matching service you are an important collaborator in the process.
Planning
In procurements that include employment requirements, the contracting organisation can collaborate with a job-matching service. The management should have given you as the job-matching service opportunities to provide support where employment requirements are set.
- Assign contact persons/case officers who can help with the process.
- Establish contact with companies and other relevant organisations?
- Allocate resources to facilitate close contact and good relations with the contracting organisation, relevant companies, professional bodies and trade unions.
- Develop procedures and clear work structures. Don't forget the follow-up!
- Provide information internally and provide information again! Organisations are constantly receiving new people who need to know what you do and why.
Identification
What is the job market like today and tomorrow? What skills are available?
Learn more about the target group before assessing the procurement. The identification should be done in consultation with the contracting organisation and suppliers.
As responsible for job matching you have the best knowledge and understanding of individual job seekers.
Early planning means that the contracting organisation allows you as a job-matching service sufficient time to train, raise the competence level and equip people who are available on the job market in order to better meet the suppliers' skills requirements. This can involve anything from work training and short courses to adult education equivalent to upper-secondary school or specialist training at the university level.
Analyse
It is time for the contracting organisation to analyse the job market and examine both the possibilities and the risks of setting employment requirements for the current procurement. Amongst other things, local and regional circumstances need to be analysed in detail. As a job-matching service your role during this phase is to support the contracting organisation with knowledge.
During the analysis phase, the contracting organisation assesses the suitability of setting employment requirements for the procurement by analysing the knowledge gained during the planning and identification phases.
Procurement phase
During this phase, requirements, award criteria and special contract terms that will be included in the procurement documents will be formulated. This phase involves a lot of work for the contracting organisation, but less for potential suppliers and you as a job-matching service.
Implementation
During the implementation phase, the employment incentive measures should become reality. This requires close cooperation between you as a job-matching service and the supplier.
It is the supplier that employs or makes internship placements etc. available, and it is thus the supplier that makes the final decision as to who will be offered employment within the framework of the contract based on the procurement requirements that have been set by the procurer. The job-matching service is involved in finding the individuals.
These steps should be taken in the recruitment process:
- As the job-matching service, you will meet the supplier that was awarded the contract together with the contracting organisation. Find out what skills the supplier needs. .
- Identify individuals from the relevant target group.
- Scrutinise and assess the individuals according to the requirements in the contract.
- If needed: train or educate the applicants to a base level. Clarify who will be responsible for the expenses.
- Match applicants with the contract in collaboration with the supplier.
- Are special skills needed for this position? If so, clarify who is responsible for financing internship placements or training.
- The applicant is employed or offered internship with the supplier.
Following up
When the contractual period nears its end, it is time to check whether the objectives have been met and benefit from the lessons learned. During this phase the supplier gives a general report to the Contracts Manager. As a job-matching service you can participate in the follow-up.
- All procurement contracts that include employment requirements must be followed up.
- All personal data must be handled in accordance with the Data Protection Regulation.
Handling of personal data in connection with the follow-up
When following up employment requirements, it may be necessary to have access to personal data. The General Data Protection Regulation (GDPR—Regulation 2016/679/EU of the European Parliament and of the Council) applies to all processing of personal data.