Further to amendment of Staff Rule 560 as confirmed in Resolution EB154.R8 effective 1 January 2024, the provisions below relating to reclassification of occupied positions no longer apply. This section will be updated shortly to reflect the Staff Rule amendments.
10 Position management in WHO takes place within the context of the overall human resource and programme planning, reflecting the organizational priorities, and is undertaken in line with the approved budget/human resources plan.
20 In grading specific positions, classification follows the International Civil Service Commission (ICSC) standards and tools for the United Nations Common System and thus aims to ensure consistency within WHO at the three levels of the Organization and with other Common System Organizations.
30 A position description is generated through the GSM system which enables the user to prepare and send electronically a request for a position classification. This system is to be utilized for position descriptions at all office locations. The position description is valid only after the following three conditions have been fulfilled:
- for regional positions the substance and content is to be certified by the Regional Director or delegated official and for Headquarters (HQ) positions by the Assistant Director-General or delegated official;
- the position description and its title are authorized by the classification authorities either at HQ or in the Regions;
- the position description is found applicable to the position under review by that delegated classification authority.
40 Each position in the Organization is based on duties and responsibilities and has a position name comprising of four segments: a Major Office organization identifier, a unique number, a position title and the name of the unit or team to which the position belongs. Position numbers may change throughout the life of a position due to various administrative formalities in the GSM system. The change of position number does not constitute a new position.
50 On appointment, promotion, reassignment, or revision of a position description, the incumbent of the position will be provided with a copy of or given access to the relevant approved position description.
60 The first level supervisor has the responsibility to manage and ensure that the position description is up-to-date and that the incumbent of the position is assigned functions and tasks within the scope of his/her position description and grade. The first and/or second level supervisor should consider any adjustments to the position’s duties and responsibilities through the annual HR planning exercise.
Standard position descriptions
70 Standard position descriptions shall replace individual position descriptions whenever possible in order to promote consistency throughout the three levels of the organization. Copies of standard position descriptions are to be found in the GSM system (also on the WHO intranet site). They are WHO-specific and as such designed to interpret the UN system-wide standards within the context of the Organization. An individual position description shall be developed only if none of the existing standard position descriptions fit the position. Standard position descriptions may, if necessary, be used as a basis for creating individual position descriptions. All general service positions that are of a clerical, secretarial, administrative, and/or assistant nature G1 to G6 level will follow the standard position descriptions
(https://intranet.who.int/homes/odc/).
Definition of position classification, revisions to an existing position description and reclassification
80 Position classification is the administrative mechanism through which positions are assigned grades and titles according to the type of work performed and the level of responsibility required. A revision to an existing position description is any amendment that does not result in a change in grade. Position reclassification is the action taken upon amending the grade of an existing position. The classification, revisions and reclassification exercises are conducted by trained, independent and duly authorized classifiers.
Principles of position classification
90 WHO applies for professional and general service positions the job classification standards established by the ICSC for the classification of positions, as applied across the United Nations Common System.
100 The grading of positions is evaluated against a multitude of elements, inter alia:
- the level of complexity of the duties and responsibilities;
- working relationships;
- overall work results expected; and
- the organizational context.
The grading of positions is not evaluated against the workload, qualifications, performance, seniority or other characteristics of the current incumbent of a position.
110 A change in the grade of a position should only be the result of a sustained and substantial change of duties and responsibilities to a higher level in accordance with the job classification standards, and in line with the approved budget/human resources plan.
Requests for classification of newly created positions and revisions of existing vacant positions
120 Positions are created or revised in line with the approved budget/human resources plan. They are initiated and cleared by the first and second level supervisor through the GSM system. They can only be classified/reclassified after they have been approved in the budget/human resources plan in the GSM system. A Classification Specialist analyses the position description and assigns the grade, title, and CCOG code (Common Classification of Occupational Groups) to the position.
Requests for reclassification of occupied positions
130 The first and/or second level supervisors may request, through a submission in the GSM system, a re-examination of the classification of any position under their supervision, provided that it is in line with the approved budget/human resources plan and provided that the incumbent of the position has occupied that position for a minimum period of two years following either: an appointment through a competitive selection or a lateral transfer; a previous reclassification exercise; or the creation of new organizational structures affecting the staff member, the restructuring of the division, department and/or unit affecting the staff member (as a transitional measure for the transformation exercise of 2019/2020, the time limitation shall be one year for requests following the creation of new organizational structures and restructuring).
140 A staff member shall not be reclassified to a higher grade to replace an existing vacant position, nor shall a higher level vacant position be abolished to reclassify a staff member to the higher grade on another position, as such circumstances require filling the vacant position through a competitive selection process giving all qualified staff the opportunity to apply and compete.
150 All requests for a reclassification of an occupied position shall be substantiated by:
- the updated position description;
- a current organization chart;
- a memorandum and other supporting documents through the Director of the concerned organizational entity (for example, department), providing thorough justification why a change in the grade of the position is requested;
- for HR planning purposes confirmation from the department that the request can be accommodated in the budget/human resources plan and sufficient funding is available for the proposed higher-level grade of the position for a minimum period of at least one year incorporated in the memorandum mentioned above under bullet iii.
160 Before submitting the updated position description to the Classification Specialist, the first-level supervisor shall ensure that the required position parameters (budget, proposed change in grade and/or title) are changed and approved in the budget/human resources plan.
170 A desk audit is undertaken when there is a lack of clarity regarding the duties and responsibilities of the position between the incumbent and the first and/or second level supervisor; the classifier on the basis of an analysis of the documentation submitted finds the positions description unclear; or when the classifier’s initial assessment is different from the requested grading. A desk audit normally requires a discussion with the incumbent and the first and/or second level supervisor. It results in a brief report summarizing the main changes between the existing and revised position descriptions.
Reclassification of existing positions being vacant or occupied
180 Headquarters: The final authority for the classification of any position P.6/D.1 or above at HQ rests with the Director-General, for any position below P.6/D.1 the final authority rests with the Director, Human Resources and Talent Management (HRT) or as delegated.
Regional Offices: The final authority for the classification of any position up to and including P.6/D.1 level requires the approval of the Regional Director. Regional positions above these grades and all WHO Representative positions require the approval of the Director-General.
190 Following a request for reclassification, a position may be reclassified:
- to a lower grade within a category;
- to a higher grade within a category;
- from one category to a different category; or
- confirmed at its current grade.
200 In the event that a position is reclassified to a lower grade, the staff member will retain their current grade on a personal basis.
210 Subject to Staff Rule
560.3, a staff member with a continuing or fixed-term appointment shall be promoted to a higher grade within a category as a result of a reclassification exercise of the position the staff member encumbers if:
- the position has been reclassified by one grade only;
- the incumbent possesses the essential requirements of the position; and
- the performance of the incumbent has been satisfactory, confirmed through the most recent performance evaluation.
220 When an occupied position is reclassified from one category to another, or by more than one grade within a category, or if the position has been reclassified previously while occupied by the same staff member, a new position shall be established and advertised, and the staff member will be informed upon advertising of the position that their position has been abolished. The selection for the new position shall be on a competitive basis, subject to conditions to be determined by the Director-General. In such cases, a staff member on a continuing or fixed-term appointment occupying the advertised position may be granted extra pay as from the fourth consecutive month of the effective date of the reclassification (calculated in accordance with the provisions of, and with due regard to, the period specified in Staff Rule 320.4 - see III.5.8.100 on extra pay or acting pay).
230 In cases where the incumbent is not selected for the advertised position, in line with the applicable provisions under WHO eManual III.10.11, reasonable efforts shall be made to reassign them to another position, subject to applicable eligibility conditions. If the incumbent has not been placed during the reassignment period, they will be served by the HRO/RHRM with notice of termination in accordance with WHO eManual III.10.11.300.
240 In the case of a reclassification exercise resulting in either a confirmation of the current grade or a change in grade of a vacant position, the first and/or second-level supervisor, in coordination with the Recruitment Specialist, shall initiate action to advertise the position in accordance with the applicable provisions.
250 In the case of a reclassification exercise resulting in either confirmation of the grade, change in grade within a category or change from one category to a different category of an occupied position, the Classification Specialist notifies the first and/or second-level supervisor and the incumbent of the classification decision.
260 In the case of a reclassification exercise resulting in a change in grade within a category or change from one category to a different category of an occupied position, the effective date of reclassification shall be the date of the approval by the second level supervisor on the final position description submitted in the GSM system.
Review of a reclassification decision
270 The procedure for the review of a contested reclassification decision, where the classification determination is made at HQ, are contained in III.20 Annex 2.A. Where authority rests with the Regional Office, similar procedures will be established at regional level.
