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Guide to policy for the selection of fixed-term professional staff/NPOs and temporary staff under SR 420.4 for assignments of one year and more

Content

1. Overview of selection process

2. General principles

3. Vacancy notices

4. Screening of applicants

5. Selection process

Tests/presentations & interviews

RASC

N.B. All temporary positions should be planned, budgeted and included in the approved HR plan for the division or country office in the JPRM.

should be planned, budgeted and included in the approved HR plan for the division or country

1. Overview of selection process

Steps

Responsible officer

Estimated time

Vacancy notices (VN)

Issuance of VN

Concerned Unit requests issuance of vacancy notice HR prepares vacancy notice, proposes screening questions and requests approval of Concerned Unit and Director

1

week

Translation of VN

 

Simultaneous

VN posted on website

HR

1

day

Duration of VN

 

6

weeks

Screening

Screening of applicants according to the minimum requirements of the post/position

HR screens all applicants and prepares a list of candidates who meet the minimum requirements After screening, HR forwards the list of suitable candidates together with matrix of the e-recruitment system to the Concerned Unit for final screening If post/position is in a country office, HR forwards the list of suitable applicants to WR

4

weeks

Short-listing

Concerned Unit is responsible for the preparation of the short-list for interview/testing If the post/position is located in the country office, HR sends the list of suitable candidates to the WR to decide together with the Director on the short- list

 

Selection process

Written test /presentation

Concerned Unit together with the Director drafts questions & decides weighting of tests/interviews in consultation with HR HR schedules tests Concerned Unit scores tests

1

day

1

week – 10 days

1

week

2

Steps

Responsible officer

Estimated time

Interviews

Concerned Unit decides on method of interviews together with the Director of the Division HR arranges interviews Concerned Unit prepares technical questions together with the Director of the Division. HR proposes to the Interview Panel competency-based questions Interviews are conducted by an Interview Panel composed of the Concerned Unit, the Director (or alternate nominated by the Director), RD’s Representative, SA Representative, HRO and, for posts/positions at country level, WR (or alternate) Interview Panel prepares Note for the Record on the proceedings/outcome of the interviews. Concerned Unit prepares all supporting documents for submission to RASC through HR for review

1 day

1 week

1 day

2 weeks

Reference check

HR

Simultaneous

Selection panel (RASC)

RASC reviews applicants short-listed and makes recommendations to RD for final approval HR schedules date and prepares documents for submission Concerned Unit (together with the WR, if post/position is in country office) prepares supporting documents for submission to RASC

1

week

3

weeks

Submission of report to DRD/RD

HR

 

Confirmation of

RD

1

week

appointment

 

Non selection of candidates

HR sends regret emails/letters to non- selected short-listed applicants

1

day (after

confirmation of selected applicant)

Total

21 weeks

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2.

General principles

This policy guide is issued to clarify the policies and procedures for selection of fixed term professional staff/ NPOs, in addition to temporary staff under SR 420.4 for assignments of 1 year or more.

The paramount consideration in the selection of staff should be competence, efficiency and integrity.

Without prejudice to the flow of fresh talent, vacancies should be filled by competent persons who must meet the required criteria and who are already in service of the Organization in preference to persons from outside.

Every effort must be made with due regard to geographical distribution. All applicants who belong to ‘unrepresented’ or ‘under-represented’ countries (List A) should be carefully reviewed. Strong justification should be provided if no candidate from List A is on the short-list. Language posts are not subject to List A.

Every effort must be also made to include qualified women on the short-list in accordance with WHA Resolution WHA 56.17 (May 03).

Candidates under 20 years or over 62 years should normally not be considered.

3. Vacancy notice

In line with EMRO’s approved HR plan the Concerned Unit requests the issuance of vacancy notice after having carefully reviewed the post description/TORs of the post/position to ensure that they are comprehensive and up-to-date.

HR prepares the vacancy notice which strictly adheres to the post description/TORs. HR proposes to the Concerned Unit on-line screening questions to facilitate short- listing of potential applicants, the questions being designed to assess if applicants fulfil minimum requirements of the post.

The Concerned Unit (in consultation with WR, if post/position is in country office) is encouraged to disseminate the advertisement as widely as possible, e.g. by contacting networks/institutions and advertising in specific journals to achieve proactive outreach.

The vacancy notice is issued for a period of six weeks for fixed term posts. For temporary positions, the vacancy notice is issued for three weeks.

4. Screening of applicants

No application is accepted after the closure of the vacancy notice.

HR screens all applications and, in addition, prepares a matrix of suitable candidates who meet the necessary requirements of the post/position.

After screening, HR forwards to the Concerned Unit the matrix generated by the e- Recruitment system as well as the matrix of suitable applicants prepared by HR. If post/position is located in the country office, the WR will receive the matrix of suitable candidates as well. The short-list is then prepared by the Concerned Unit together with the WR.

In preparing the short-list, the Concerned Unit (together with the WR, if post/position is in the country office) is only allowed to use the selection criteria specifically stated in the vacancy notice.

In order to further facilitate the short-listing to a minimum of 3 applicants, the Concerned Units may wish to conduct informal assessments (e.g. e-testing, informal

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telephone ‘conversations’) to better understand the candidates’ technical knowledge and skills.

Careful consideration must be given to applicants who belong to ‘unrepresented’ or ‘under-represented’ countries (List A).

At least one female applicant should be short-listed. If this is not possible, a written justification must be submitted to HR.

the

post/position if candidates from outside the Organization appear to be more qualified.

For short-listed WHO staff members, HR will request the last PMDS; for short- listed external applicants a reference check will be done by HR after interviews for those recommended.

It

is

not

mandatory

to

short-list

WHO

staff

members

who

applied

for

Within one month of receipt of the screened list prepared by HR the Concerned Unit (together with the WR, if post/position is in the country office) submits a proposed short-list to HR for review and processing.

5. Selection process

a) Tests/interviews

The Concerned Unit (together with the WR, if post/position is in the country office) decides on the method of further assessing the short-listed applicants by deciding:

Whether a written test or a presentation should be arranged (or both, if desired). Please note that it is mandatory to organize a written test or presentation

Whether the interview should be face-to-face, by video-conference or by telephone

The weighting of tests/interviews

The proposed questions (the Concerned Unit is responsible for drafting technical questions whereas HR prepares competency-based questions for consideration by the members of the Interview Panel.

Prior to the tests/interviews, the members of the Panel must agree on the questions for each.

In determining the questions to be used for tests and interviews it must be ensured that both internal and external applicants have an equal and fair opportunity to respond to the questions. Questions relating to the work of WHO, the answers to which would only be known to WHO staff, shall be avoided.

Written tests are blind scored by the Concerned Unit.

The Interview Panel is composed of the Concerned Unit, WR, if post/position is in a country office, Director of the concerned division, RD’s representative, SA representative, RPO/HRO (SA representative should hold a post grade equivalent to or above vacant post/position in question. RPO/HRO will advise on rules and regulations, geographical distribution criteria, gender balance. RPO/HRO has no voting rights).

The results of the written test/presentation are disclosed to the members of the Interview Panel after all interviews have been completed.

After having conducted the interviews all members complete a single report form for each applicant.

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The Concerned Unit prepares the final selection report and forwards it to HR for review at least 10 days in advance of the RASC meeting so that HR has the necessary time to review the documents and distribute them to the members of the RASC. b) RASC

The following supporting documents are forwarded to the Regional Advisory Selection Committee (RASC) one week in advance of the meeting:

Submission form prepared by Concerned Unit

Note for the Record on the proceedings/outcome of the interviews.

CVs/PHF of short-listed applicants

Matrix of applicants from List A

Matrix of all applicants

Vacancy notice

Interview reports

PMDS/reference checks

The (RASC) Regional Advisory Selection Committee Panel is composed of all directors and SA representative, HRO as permanent secretary and chaired by DRD. The aim is to review the selection process and make a recommendation to RD for his final decision.

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