Information Note 10/2014 is intended to inform staff members of the introduction at WHO headquarters and in the Regions, of a harmonized selection process for longer-term positions in the professional and higher-level categories.
The harmonized selection process is effective for all advertised fixed-term vacancies for positions in the professional and higher-level categories issued from 15 March 2014.
The harmonized selection process described in this Information Note replaces the current eManual III.4.2.10 - 220 below. Staff members are requested to refer to the Information Note until the eManual has been revised to reflect the new process.
10 In accordance with Staff Regulation 4.2, the paramount consideration in the appointment, transfer and promotion of staff shall be the necessity of securing the highest standard of efficiency, competence and integrity. Selection panels/committees should ensure that careful consideration is given to applications from qualified serving staff and from qualified staff employed by other organizations of the UN system, especially those who need to be reassigned for position abolition, medical or family reasons. Selection panels/committees should be aware that a selected staff member shall not be assigned to serve in a position which is superior or subordinate in line of authority to a position occupied by a staff member to whom they are related. Furthermore, a staff member who is related to another staff member as specified under the Staff Rules shall not participate in the process of selection, assignment, reassignment or transfer of the related staff member; or in the taking or reviewing of an administrative decision affecting the employment status, entitlements, or other benefits of the related staff member.
20 Selection panels/committees for positions in the Professional and higher categories should pay the utmost attention to the necessity of implementing the decisions resolutions of the World Health Assembly and the directives of the Director-General on gender balance and geographical distribution . The Organization's staffing profile as a whole is regularly reviewed by the Director-General and all staff may access on the Intranet a list of countries from which recruitment of Professional staff is to be encouraged (see Geographical Status Report). Objectives and statistics concerning the employment of women in the Organization and candidates from unrepresented or under-represented countries, particularly developing countries, are regularly reviewed by the Director-General, the Executive Board and the World Health Assembly.
30 For Professional positions at country level, the Organization does not normally assign staff to the country of which they are nationals. This restriction does not apply to Headquarters duty stations, Regional Offices, Liaison Offices and Global Service Centres. Nor is it usually desirable to assign persons to a position in a country where, though they are not nationals, they have immediately before been employed by the government or under the terms of a bilateral agreement. It is recognized that certain circumstances may call for an exception to this general rule. Such cases should be submitted to Director, Human Resources and Talent Management (HRT) or Director Administration and Finance in respect of Regional Office staff for consideration whether such an exception may be granted.
35 If an exception is under consideration, in the interests of ensuring the minimum requirement for international experience, a locally recruited staff member may not be selected for a position in a WHO Country Office in their country of nationality if that appointment is their first international professional position.
40 There shall be suitable diversity among the members of the ad hoc advisory selection panels. The participation of the representative of the staff (designated by the Staff Committee) and of the Recruitment Specialist is not restricted by grade. The remaining panel members shall be at a grade not lower than that of the position being filled.
50 The ad hoc advisory selection panels will draw up a short-list of candidates to be interviewed and tested and conduct the interviews and review any tests. In addition to applying the Staff Regulations and Rules at all stages of the process, diversity targets for recruitment for Professional and higher-graded categories should also be followed. In making their recommendations, the panels will propose in order of preference, wherever possible, at least three candidates.
Positions up to and including P.5,
60 The ad-hoc advisory selection panel is composed of:
- The department director, or supervisor of the unit with the position, or a staff member from the same division designated by the Director (Chair of the Panel);
- a staff member from another division chosen by the department director or supervisor of the unit with the position from a list of neutral parties established after consultation between HRT and the Staff Committee. Staff members can be added to the list. If the department director or supervisor of the unit with the position considers that no one on the list has sufficient knowledge of the field in question they may nominate a staff member having such knowledge, whose inclusion on the list of neutral parties shall be subject to the agreement of the Staff Committee and HRT;
- a Recruitment Specialist;
and
- a representative of the staff designated by the Staff Committee.
70 The Recruitment Specialist concerned provides all support services.
80 The panel makes its recommendation to the Assistant Director-General of the division with the position concerned or if designated by that ADG, another ADG, with whom the decision shall rest.
Positions at P.6/D.1 and at D.2 levels,
90 The ad-hoc advisory selection panel is composed of:
- The ADG of the division with the position or a staff member from the same division designated by the ADG;
- another ADG designated on a rotational basis, or a staff member from the same division designated by the ADG;
- Director, HRT or a staff member designated by the Director;
and
- a representative of the staff designated by the Staff Committee.
100 The Recruitment Specialist concerned provides all support services.
110 The panel makes its recommendation to the Director-General, with whom the decision shall rest.
120 Each regional office establishes a regional advisory selection committee to recommend selections for Professional positions from grade P.1 to grade P.5 in the regional office and at WHO representatives' offices.
130 For positions at P.6/D.1 and above the responsible ADG or for WHO Representatives, the Director-General's Office, will nominate a staff member at the grade of the position to serve on the regional office advisory selection committee. HRT should be contacted to provide the name of the ADG's or Director-General's nomination.
140 The committee makes its recommendation to the Regional Director with whom the decision shall rest for all staff members up to and including grades P.6/D.1, except for WHO Representatives
150 Regional directors may determine the procedures for proposing and recommending candidates for selection for General Service positions in the regional office, WHO representatives' offices and field projects.
160 The committee makes its recommendation to the Regional Director or the person with the delegated authority with whom the decision shall rest.
170 General service positions should be filled as far as possible by staff recruited from the local commuting area of each office. When no qualified candidates are available locally to fill specific positions, staff may be recruited from outside the local area for such positions. For detailed provisions regarding staff in positions subject to local recruitment, refer to III.13 Staff in positions subject to local recruitment.
180 Interviews and tests are arranged by the Recruitment Specialist. If travel is involved, the cost of all expenses related to the travel including visa costs and any other related expenses which would not normally be covered by the terminal allowance is borne by the relevant department or division (regional office). To the extent possible, testing should be conducted electronically with suitable anonymity of the authors during review and checking of test papers for plagiarism by the Recruitment Specialist concerned using approved software for the purpose.
190 Interviews through video/telephone conference facilities may be a cost-effective alternative to travel, if such facilities are available at the locations concerned.
200 Reference checks should be initiated, preferably before candidates are invited for interview. Although time constraints or other factors may require this step to be completed after the interview, it must be done before the initiation of the appointment action is made.
210 Candidates short-listed for interview should be asked to supply copies of their educational qualifications to the Recruitment Specialist and will be vetted against ClearCheck. ClearCheck is a centralized database that permits the sharing of information amongst UN entities on former members of UN personnel with records of misconduct, with the aim to prevent re-employing these individuals within the UN system.
220 After approval of a selection the Recruitment Specialist communicates the name of the selected candidate to the department/unit director (programme manager or Regional Director) concerned and to the members of the advisory selection committee. The Recruitment Specialist then enters the candidate profile in the on-line system and informs the department/unit director) programme manager or Regional Director who can initiate the appointment action through the on-line system.
230 All appointments are conditional on SHW or the Regional Staff Physician (RSP) giving medical clearance and declaring the candidate fit for duty. The candidate is referred to a list of UN designated physicians to whom they should be sent for a medical examination, the results of which are transmitted to SHW or to the RSP. Each regional office is sent a copy of the list of UN designated physicians.
240 When requesting a candidate to undergo a medical examination, it must be emphasized that no offer of appointment can be made until the results of the examination are known. The candidate should also be informed of the limit of reimbursable expenses (established by the Staff Physician, Staff Health and Wellbeing (SHW)) and the fact that the reimbursement of additional examinations or tests may be approved only if such need has been recognized by Staff Physician, SHW beforehand. Form SHW 1 is sent to the candidate and should be completed by an approved examining physician and returned to Staff Physician, SHW at Headquarters/RSP at Regional Offices who, based on the results of this examination, will determine whether the prospective staff member's standard of fitness is acceptable for service with the Organization.
250 Full detailed provisions regarding medical clearance, see III.15 Medical Examinations and Immunizations.
260 A national of any country who is a government employee may not be offered an appointment until the government has agreed to the release. In writing to a government to obtain the release of a selected candidate, or to the candidate, the Recruitment Specialist should send a copy of the letter to the regional office concerned.
270 Apart from the specific guidance on the routing of correspondence and copies of correspondence given above, a copy of all communications exchanged in relation to the appointment should be made available through the on-line records management system.
