JINSI YA KUJISAJILI TOVUTI YA AJIRA ZA SERIKALI (RECRUITMENT PORTAL USER GUIDE)
THE UNITED
REPUBLIC OF TANZANIA
PRESIDENT’S
OFFICE
PUBLIC
SERVICE RECRUITMENT SECRETARIAT
RECRUITMENT
PORTAL
USER MANUAL
Version
Control
Version
|
Date
|
Author
|
Change description
|
1.0
|
28/08/2014
|
PSRS
& eGA
|
Document
created
|
1.1
|
01/03/2015
|
PSRS
|
Document
updated
|
1 | P a g e
Tips for System Users
The proper use of the Recruitment Portal will simplify,
improve value for money and enhance Good Governance in recruitment process for
Public Service in Tanzania. Therefore all users must ensure that they use the
system with integrity.
Make sure that you have scanned copies of all your
certificates in pdf format so as enable you to complete the process of
completing your profile.
Help Desk
For support contact PSRS Recruitment
Portal help desk Team:-
Tell - +255 784 398 259
E-mail: through feedback button on
http://portal.ajira.go.tz
Copyright and License
Entire contents copyright ©2014 by Public Service
Recruitment Secretariat (PSRS). Reproduction, Adaptation or Translation
without prior written permission is prohibited, except as allowed under the
copyright laws.
2 | P a g e
System Overview
This system has
been designed in order to simplify the application processes for job seekers as
well as improving transparency in the recruitment process for Public Service in
Tanzania.
System Users:-
·
Applicant;
Able to create an Account in
the system, the Applicant will also be able to attach necessary document such
as Academic certificate, to view the advertised post, to Apply the post
advertised, View his application, View and Print CV and to Subscribe and Unsubscribe
to new job notifications.
·
Expert;
Different
experts with special skills and knowledge will be able to create account and to
attach different documents such as certificates of activities they conducted.
·
Guest;
Guest
are the system user who have not yet registered in the system but can view all
advertised post, subscribe and unsubscribe to new job notifications.
3 | P a g e
Acronyms and Abbreviations
PSRS - Public Service Recruitment Secretariat
eGA
- e-Government Agency URL - Uniform Resource Locator
MDA - Ministries, Independent Department and Agency LGA - Local
Government Authorities CV - Curriculum Vitae
4 | P a g e
Table of Content
Tips for System Users........................................................................................................................................................ 2
Help Desk................................................................................................................................................................................ 2
System Overview................................................................................................................................................................. 3
Acronyms and Abbreviations......................................................................................................................................... 4
Introduction............................................................................................................................................................................ 7
Home Page.............................................................................................................................................................................. 8
Applicant............................................................................................................................................................................... 10
Creating an Account......................................................................................................................................................... 10
Registration Successful
message................................................................................................................................ 12
Signing In.............................................................................................................................................................................. 13
Forgot password................................................................................................................................................................. 13
Password Change............................................................................................................................................................... 15
Dashboard............................................................................................................................................................................. 16
Applicant Profile................................................................................................................................................................ 16
Personal
Details................................................................................................................................................................. 17
Contact
Details................................................................................................................................................................... 18
Academic
Qualifications................................................................................................................................................. 19
Professional
qualifications.............................................................................................................................................. 20
Language
Proficiency....................................................................................................................................................... 21
Working
experience.......................................................................................................................................................... 22
Training
& Workshop Attended.................................................................................................................................... 23
Computer
Literacy............................................................................................................................................................ 24
Referees................................................................................................................................................................................ 25
Other
attachments.............................................................................................................................................................. 26
Declaration.......................................................................................................................................................................... 27
Add passport
photograph................................................................................................................................................ 28
How to Apply...................................................................................................................................................................... 30
My Applications................................................................................................................................................................. 31
Logging out........................................................................................................................................................................... 32
Guest....................................................................................................................................................................................... 32
Jobs Alert.............................................................................................................................................................................. 33
Expert...................................................................................................................................................................................... 34
Creating an Account......................................................................................................................................................... 34
5 | P a g e
Registration Successful
message................................................................................................................................ 36
Signing In.............................................................................................................................................................................. 37
Forgot password................................................................................................................................................................. 37
Dashboard............................................................................................................................................................................. 38
6 | P a g e
Introduction
The objective of Recruitment Portal is to improve the mode
of application for all applicants applying for vacancies through Public Service
Recruitment Secretariat (PSRS) by introducing a portal (Online application
System) whereby, the applicants can register, create profiles, apply for
available vacancies and get the feedback on their application status.
7 | P a g e
Home Page
The
Recruitment portal home page is the starting point of your application journey.
The
following features are found at the homepage.
·
Vacancies – Displays the list of all vacancies, the list can be filtered
based on job description, job category, opening date and closed date
·
Application
general conditions – This shows all the
conditions which applicants should comply with.
·
Register – This is where a user register and create an account on the
recruitment portal before apply for a vacancy
·
Log in – This allows user to log in to an existing account,
complete profile make
8 | P a g e
application(s) and subscribe to job
alerts.
·
Home – Return you to the home page
·
My Profile – allows user to
get back to Dashboard from the Home page
·
Log Out – user quits from
the system
·
My application –
This shows applicant’s applications history
·
Feedback – Users can use the Feedback
link to communicate in case they encounter any issue/problem that need
attention/clarifications from the administrator.
9 | P a g e
Applicant
Creating an Account
I.
Click on the ‘Register’
link on the recruitment portal home page.
II.
You will be asked to provide your email address and password. (which will be used as a
username and password respectively during log in to the system)
III.
Click the tab ‘Register’
to continue with the process.
IV. Confirm
the password to make sure it entered correctly. Upon successful creation of an
account, you will receive a confirmation email through the email address you
have provided with a link to activate your account.
10 | P a g e
Applicant email address
Applicant password
(At least 8 characters)
Confirm password
Click register
Most of the communication between Public Service Recruitment
Secretariat (PSRS) and Applicants will be via email.
Please ensure you register with a secure and individual
email address which you regularly check. You will only need to register once
and make applications across multiple available vacancies in the portal.
Please
ensure that you keep your password safe and secure
11 | P a g e
Registration Successful message
NOTE:
Only activated account will be usable, if you
don't find the email confirmation in your inbox, please try to check it in your junk folder (spam)
12 | P a g e
Signing In
Sign-in
using the email address and password entered during registration.
Applicant
email address
Applicant password
Click Login
Forgot password
If
you have forgotten your password, use the ‘Forgotten
your password?’ function.
Enter your email address and
press ‘Submit’. If that email
address has been registered on the system then an email will be sent with a
temporary password that you can use to log in to the system.
Enter your email address and
the temporary password into the sign-in fields and, if successful, the system
will ask you to update the password.
13 | P a g e
Please note that, passwords
stored in recruitment portal are encrypted and cannot be retrieved directly. If
you are requesting password information the password will be reset
and then emailed.
If
you have not received your password within 60 minutes, please check your
spam/junk folders.
Enter Applicant email
Enter codes displayed
Click Submit
14 | P a g e
Password Change
If
you wish to change your password, please use the “Change
Password” option from your Main menu.
Enter old password
Enter new password
(At least 8 characters)
Confirm new
Click Change
15 | P a g e
Dashboard
After sign-in you will be taken to the applicant Dashboard.
The top menu will contain the links to access the Home Page, Vacancies,
My Applications, Register to Job Alerts, Change
Password, log out and Feedback.
You
can return to the Dashboard at any point (provided you are signed in)
Applicant Profile
Profile information that will be used to form applicant CV
and be used at the point of application incorporates the details filled in the
following tabs: Personal details, Contact Details, Academic Qualification,
Professional Qualification, Language Proficiency, Working Experience, Training
&
16 | P a g e
Workshop
Attended, Computer Literacy, Referees, Other Attachments and Declaration.
The applicant completed their profile properly are far more
likely to be considered to the next step (shortlisted), so make sure your
profile is complete to increase your chance, system tracks your profile
completion (percentage of completion) automatically while you fill the details
in the mentioned tabs above, the details can be filled anytime regardless there
are some vacancies or not, the percent of your profile completion can be seen
on the Dashboard.
During the process of filling profile forms you may be asked
to upload supporting document to be used on your applications. You are advised
to convert all the documents to PDF format that is the widely supported format
in the recruitment portal.
Personal Details
The personal details tab, as shown below will include the
applicants names, gender, nationality, date and place of birth etc. The
applicant has to fill in all of the fields so as to save the details.
Click to save
17 | P a g e
Contact Details
The applicant must fill in their contact information which
includes their permanent address, present address (which is not necessarily the
same as the permanent address), current telephone numbers, etc. In order to
save, all the fields that have been marked with * need to be filled so as to
save the contact details.
Click to
save
18 | P a g e
Academic Qualifications
In
this tab, the applicant is required to fill in their academic qualifications
which includes the different academic levels that they have attained and the
particulars associated with each levels.
Click to add an
academic qualification
The
below window will open, giving the applicant the option of filling in the
different education levels as appropriate.
19 | P a g e
Fill in the name of
programme
whether CSE (for
O-Level) or ACSE
(for A-Level)
Fill in Name of
School
Click to save
N.b.:
The attached certificates must be of pdf format.
Professional qualifications
In this tab, applicants with
professional qualifications (such as CPA, CCNA, CISA, CISM, etc) will be
required to fill in the information associated to the said qualifications
including its name, the name of the institution that issued it and attach
scanned copy of the certificate in pdf format.
Click to add professional
qualification
20 | P a g e
Click to
save
Language Proficiency
The
applicant is required to fill in the languages that they know and indicate the
different level of proficiency in each.
Click to add language
proficiency
21 | P a g e
Click to choose the language
Click appropriate box to
indicate proficiency
Click to
save
Working experience
Here
the applicant will fill in the different experiences they have in the working.
The name of the position, the name of the organization and duration must be
clearly indicated.
Click to add new
working experience
Fill
in all the fields as they have been indicated, making sure to fill all those
marked * so that you can save working experience.
22 | P a g e
Click to save
Training & Workshop Attended
Applicants
that have attended training, workshops and/or seminars will fill in information
related to them in this tab.
Click to add an
academic qualification
23 | P a g e
Fill in all the fields as they
have been indicated, making sure to fill all those marked * so that you can
save the training and workshops attended. Also make sure that the certificate
to be uploaded is in pdf format.
Click to save
Computer Literacy
Click to add new
computer skill
24 | P a g e
In this tab, the applicant will
need to indicate their computer literacy in particular in the areas of Ms Word,
Ms Excel and Ms PowerPoint. This can also be supported by the attachment of
certificate of training.
Click to
save
Referees
The applicant needs to identify
and fill out information of referees that can verify information given by
applicant as well as behaviour of the applicant.
Click to add new
referee
25 | P a g e
Fill in all the fields as they
have been indicated, making sure to fill all those marked * so that you can
save the new referee.
Click to
save
Other attachments
The applicant will need to
attach other documents that are relevant to the job application but have not
been accommodated in other tabs in this tab. This includes also the application
letter, birth certificate, CV, recommendation letters and TCU certificate.
Click to add
new
attachment
26 | P a g e
Click to choose
appropriate attachment
Please
note that the attachments should be in pdf or Ms word format.
Click to
save
Declaration
After filling out
all the necesarry information in the profile, the applicant needs to declare
that the information that has been provided is correct.
Click to
save
27 | P a g e
Add passport photograph
After filling out
the various tabs of the profile, the applicant must now attach a passport size
photograph of themselves.
Click to add
passport
size photo
The
window below will open, find the location of the passport size through the
navigation bar.
28 | P a g e
Once
the location has been found, select the image by clicking it and the clicking
open.
Click to selected
appropriately marked
passport photo
Click to upload
image
29 | P a g e
How to Apply
1. From the
main menu, select ‘Vacancies’.
2.
Search for a specific vacancy using
any combination of the search keyword or Category filters, if you are not
logged in, you will be required to log in first then apply for chosen post.
3.
On more
details tab you will find all the details concerning a
particular post, these details include, Qualifications, Duties and
Responsibilities, Salary Scale and all other relevant information.
4.
Click on a chosen vacancy to view
full vacancy details and apply, following the on screen instructions displayed.
After
the deadline, the job will remain visible for the period of seven (7) days but
the applicant will not be able to apply for a job.
Please
note, the system will mark 'CLOSED'
for vacancies that have already closed and applicants will not be able to
apply.
30 | P a g e
My Applications
“My Applications” This tab displays all
applications activity associated with applicant’s account.
Options
are provided to filter your list of applications.
PHOTO
31 | P a g e
Logging out
Once
the applicant is done with using their profile, it is advised to log out of the
system so as to ensure that no one else can access their account.
Click to log out
PHOTO
Guest
The guest is a user
who is able to subscribe to job alerts and to view all vacancies by categories
on home page without
the need of register or login.
Note: To apply for a job he or she must register and login.
32 | P a g e
Jobs Alert
The system sends Email and SMS
notification/alerts to applicants when there are new vacancies posted, call for
interview, placements or any other reasons that prompt the administration to do
so.
Note: Alerts for a new
available vacancy requires applicant to subscribe.
The email address and Mobile
number provided during registration process will be used to send email and SMS
notification to applicant.
To register to job alerts use
the 'Register to Job Alerts'
link in the main menu, select job category that you wish to subscribe and
method of alerts delivery ( SMS, Email or Both) then click subscribe .
33 | P a g e
Expert
A
person who has special skill or knowledge in some particular field or
specialist.
The
Recruitment portal home page is the starting point of your application journey.
The
following features are found at the homepage.
·
Vacancy – Displays the list of all vacancies, the list can be filtered
based on job description, job category, opening date and closed date
·
Application
general conditions – This shows all the
conditions which expert should comply with.
·
Register – This is where a user register and create an account on the
recruitment portal before apply for a vacancy
·
Log in – This allows user to log in to an existing account, complete
profile make application(s) and subscribe to job alerts.
·
Home – Return you to the home page
·
My Profile – allows user to
get back to Dashboard from the Home page
·
Log Out – user quits from
the system
·
My application –
This shows expert’s applications history
·
Feedback – Users can use the Feedback
link to communicate in case they encounter any issue/problem that need
attention/clarifications from the administrator.
Creating an Account
1. Click on the
‘Register’ link on the
recruitment portal home page.
2.
You will be asked to provide your email address and password. (which will be used as a
username and password during log in to the system)
3. Click the
tab ‘Register’ to continue
with the process.
34 | P a g e
4.
Confirm the password to make sure it
entered correctly. Upon successful creation of an account, you will receive a
confirmation email through the email address you have provided with a link to
activate your account.
Enter email
address
Enter password
(At
least 8 characters)
Confirm
passwor
Click
Register
35 | P a g e
Registration Successful message
NOTE:
Only activated account will be usable, if you
don't find the email confirmation in your inbox, please try to check it in your junk folder (spam)
36 | P a g e
Signing In
Sign-in
using the email address and password entered during registration.
Expert username
Expert password
Click Login
Forgot password
If
you have forgotten your password, use the ‘Forgotten
your password?’ function.
Enter your email address and
press ‘Submit’. If that email
address has been registered on the system then an email will be sent with a
temporary password that you can use to log in to the system.
Enter your email address and
the temporary password into the sign-in fields and, if successful, the system
will ask you to update the password.
Please
note that, passwords stored in recruitment portal are encrypted and cannot be retrieved
37 | P a g e
directly.
If you are requesting password information the password will be reset
and then emailed.
If
you have not received your password within 60 minutes, please check your
spam/junk folders.
Enter Expert
username
Enter
codes that will be displayed
Click Submit
Dashboard
After sign-in you will be taken to the Expert Dashboard. The
top menu will contain the links to access the Home Page, Vacancies,
My Applications, Register to Job Alerts, Change
Password, log out and Feedback.
You
can return to the Dashboard at any point (provided you are signed in)
38 | P a g e
From the Dashboard,
you will find 8 tab options: Dashboard;
Personal Details; Contact Details, Curriculum
Vitae,
Areas of Expertise, Rate, Referees, Other Attachments, and Declaration
Expert should attach
·
Curriculum Vitae (CV)
·
Research/Project/Activities
Curriculum vitae (CV)
A
short document that describes expert personal details, education, work
experience and referee
39 | P a g e
Research/Project/Activities
An expert must had
written a certain Research/Project/Activities that shows how his or her
experience.
40 | P a g e
Comments
Post a Comment