Introduction
10 As required in Staff Rule
530.2, supervisors periodically make a formal appraisal of the performance, suitability for international service (see Staff Rule
1070.1), conduct (see Staff Rule
110), and potentialities for greater usefulness of each staff member under their supervision. The appraisal is made by reference to the duties and responsibilities in the position description which should therefore be kept up to date at all times. In addition, the appraisal is also made on the basis of achievement of objectives as agreed in the context of the electronic Performance Management and Development System (ePMDS). When there is a change of supervisor during the appraisal period, each supervisor prepares an appraisal report covering the period during which the staff member was under their supervision. In case of doubt, the Performance Specialist in HRT is consulted. (For guidance, please refer to the
ePMDS intranet site).
20 In accordance with Staff Rule
540, an appraisal report has to be prepared before the end of the normal probationary period of one year. Prior to the completion of the report, and during the probationary year, the supervisor should closely supervise the staff member and discuss with the staff member any areas where improvements are required. Such discussions should be documented, and a
performance improvement plan can be developed at the time of the mid-term review, if required. The staff member should then be given reasonable time and adequate supervision to bring their performance to a satisfactory standard.
25 At least three months in advance of the date on which a probationary period expires, supervisors and staff members will receive an electronic alert directing them to complete the "Probationary Performance Appraisal Report", for the staff member concerned. Probationary periods are calculated precisely to the day and not rounded off to the end of a month. Care must be taken to complete and return the Probationary Performance Appraisal Report at least one month before expiry of the probationary period in order to avoid having to extend the latter owing to the delay.
30 On the basis of the appraisal report and the recommendation of the supervisors, one of three decisions must be taken.
30.1
If the report is satisfactory, the appointment is confirmed. The staff member concerned, the
first-level
supervisor, the second-level supervisor and the official authorized to confirm the appointment, sign off on the appraisal report.
30.2 If the report is not fully satisfactory or if the circumstances have not permitted an adequate evaluation, the probationary period may be extended. Before the expiry of any extended probationary period a further appraisal report is prepared and on that basis it is decided if the appointment will be confirmed, terminated or extended further. However, only exceptionally may a probationary period be extended more than once, and in any case not beyond a total period of two years (see Staff Rule
420.7). Extensions are expressed in whole months calculated precisely to the day.
30.3 If the performance or conduct is unsatisfactory or if the staff member is unsuited to international service, the appointment is terminated under Staff Rule
1060 (see III.10.12
Non-confirmation of probationary fixed-term appointment and III.10.13
Termination for unsatisfactory performance, unsuitability for work assigned or for international service or III.10.14
Termination for misconduct).
40 The decision to confirm the appointment is taken by the Director-General in consultation with Director, Human Resources and Talent Management (HRT) for all staff members at Headquarters at grade P.6/D.1 and above and WHO Representatives; the Assistant Directors-General for staff members at grade P.5 and below; and the Regional Director for all regional staff members, except for WHO Representatives.
45 The decision to extend or terminate for unsatisfactory performance, unsuitability for work assigned or unsuitability for international service, or Termination for misconduct is taken by:
the Director-General in consultation with Director, HRT for all staff members at grade P.6/D.1 and above at Headquarters, as well as WHO Representatives, or staff members on continuing appointment or at grade D.2 in the regions;
Assistant Directors-General in consultation with Director, HRT for staff members at headquarters at grade P.5 and below; and
Regional Director in consultation with Director, HRT for all staff member in the regions at grades P.6/D.1 and below (except for WHO representatives and staff members on continuing appointment).
50
If the staff member's appointment is confirmed, if the probationary period is extended or if the staff member's appointment is terminated, the staff member must be so notified.
Upon receipt of all related documents and approvals the HR Administrator, GSC will process the appropriate administrative action.
60 The first-level supervisor must ensure that the process leading to confirmation, extension or termination is carried out in a timely manner.
70 The effective date of confirmation of appointment, shall be the first of the month nearest the date of the satisfactory completion of the probationary period.
80 After the appointment of a staff member has been confirmed, their performance is appraised at least once a year. This applies to all staff members at D.2 level and below.
90 At the beginning of the performance cycle, the staff member and supervisor are to meet, discuss and establish the objectives for that period in line with the requirements of the ePMDS. The objectives are recorded in the on-line form and signed by both parties. It is the responsibility of the supervisor to determine a set of SMART objectives (see PML intranet site) in consultation with the staff member. In addition to objectives, the staff member and supervisor review the WHO competencies to be considered for the reviewing period and create a staff development plan. At such time, the staff members and supervisors will set dates for the mid-year and year-end reviews. On-line notifications will be received by the staff member and supervisor with regard to the dates on which to conduct the mid-year and year-end reviews.
100 The staff member and supervisor will record the content of the mid-year discussion including any modifications to the initially agreed objectives. The mid-term review provides an additional opportunity for an in-depth and open discussion about workplan/objectives, performance and development needs and other important issues. It can also provide an opportunity to make any changes to the objectives, or, if needed, to introduce the performance improvement plan.
105 Performance improvement plan: this should be used when it is anticipated that the staff member's overall rating will be "falls below expectation". The improvement plan should indicate where improvements are needed and the reasons for underperformance and should define improved performance outputs with a detailed action plan including timeframes.
110 During the year-end review the staff member and the supervisor will review and evaluate achievements on the basis of established objectives and competencies. On the basis of the performance during the cycle, the first-level supervisor makes a recommendation for a final rating which is forwarded to the second-level supervisor for evaluation and approval. The ePMDS form is completed and signed by both staff member and supervisors promptly and within established deadlines in the annual ePMDS Information Note.
115 If the performance or conduct is unsatisfactory, the appointment may be terminated under Staff Rule
1070 or Staff Rule
1075 (see III.10.13
Termination for unsatisfactory performance, or for international service or III.10.14
Termination for misconduct).
120 Subsequently the staff member reviews the comments of both supervisors as well as the overall rating and has the option to make comments on the evaluation, as necessary as provided for in Staff Rule
530.3. If either the staff member or supervisor has repeatedly requested action and the other party fails to act in a prompt manner, either party may contact, Director, HRT (for staff members in HQ) or the RHRM (in the regions), for guidance.
130 In the case of transfers, reassignments or promotions of staff during the performance year, the requirement of creating a workplan for the complete performance year an/or completing the review may be postponed under certain circumstances and if agreed by both the staff member and the supervisor. In no case, however, should a review of a staff member be less frequent than once a year. If during the appraisal period, either the staff member or the appraiser leaves the work unit or WHO, the appraisal must be completed before departure.
140 Once the performance appraisal cycle is complete the ePMDS will be retained in the ePMDS database.
