Official ​Guidelines on Recruitment of Staff

Guidelines on Recruitment and Selection of Short-Term Professional Staff (Special Contracts).


The following guidelines have been established to improve IOM’s capacity of recruitment for
programmes and projects for which funding is initially available or guaranteed for a period of up
to nine months. Such short-term recruitment will facilitate the starting up of IOM’s programmes
and the setting up of offices, in particular during emergencies and for post-conflict activities.
This procedure will at the same time give opportunities for career development to General
Service staff.
The recruitment of short-term Officials is for a period of up to nine months and will be carried out
in close coordination/consultation with the Staffing Unit (STU), Department of Human Resources
and Common Services Management (HRM).
The short-term recruitment procedure should not be used instead of the standard recruitment and
selection process established in Rule 8.11 of the IOM Staff Regulations and Staff Rules for
Officials, which still has to be applied when the budgetary situation and programme needs allow it.
The appointment of short-term Professional staff shall be made in accordance with the principles
laid down for this category in Chapters 1, 10 and 11 and Regulations 4.5 and 9.3 of the IOM Staff
Regulations and Staff Rules for Officials. The recruitment process is shown in the flowchart
attached as Annex A to this document.


1. Recruitment and Selection
1.1 Non-discrimination in recruitment
Candidates interested in applying for short-term assignments are to be selected solely on
the basis of merit. Where equally qualified applicants are competing for the same
position, preference is to be given to candidates from under-represented Member States.
Due regard shall be paid to the need to achieve gender balance, without prejudice to the
merit requirement.
Supervisors should take into account potential career opportunities and encourage
qualified Employees, particularly female candidates and nationals of member countries
not represented or under-represented in the P category, to apply for special assignments.
These assignments represent an opportunity for Employees to acquire hands-on
experience and gain skills necessary for applying for future P positions within the
Organization. Supervisors should also take into account the temporary nature of these
assignments and departments, services, MRFs and missions should therefore, to the
extent possible, second staff members for these positions. If, at the end of the
assignment, there is no possibility for former G staff to remain in the P category, they
should be reintegrated into their former duty stations at the local Employee level. It
should however be made clear to applicants that the risk of not finding their previous or
equivalent position after the assignment does exist.
The organizational unit seeking to employ a short-term Official should recruit through
its local network or consult the central roster of candidates in STU (General Internal Roster, GIR and/or external roster).

In addition, certified registers and networks of institutions are available through STU to increase the pool of candidates.


1.2 Terms of reference
Departments, services, MRFs or missions should ensure that detailed terms of reference
are elaborated in co-operation with STU well in advance of the appointment of the staff
member. They should specify the duration of the assignment in question, the
approximate starting date and the desired profile of potential candidates. They should
be drafted in a clear and precise manner and include the following headings:
(a) General Functions
(b) Education and Experience
(c) Required Competencies, Skills and Abilities
(d) Working Conditions
(e) Languages
A sample is included in Annex B.
In the case of a specific project, the terms of reference should be an integral part of the
project document. The project design team must ensure that the project foresees the
staff required for the project activities. Staff cost estimates should be prepared in close
consultation with HRM, to ensure that donors provide adequate funding for project
personnel.


1. 3 Selection process
Several qualified candidates should be considered for each position. A staff member
may exceptionally be engaged even though he or she was the only candidate considered,
provided a reasoned and documented justification for such an exception is submitted to
STU prior to the appointment.


1.4 Verification of qualifications and experience
Prior to issuing a contract, the concerned department, service, MRF or mission shall
verify the academic and professional qualifications of the recommended candidate,
conduct an interview in person or by telephone and check the references to assess
relevant competencies for the job. This must be done in close coordination with the
Project Manager(s) and STU.
1.5 Appointment recommendation
Once the qualifications and references are verified, an Appointment Recommendation
Form (Annex C) shall be completed by the supervisor and sent to STU. This form
should present a comparative analysis of the three best candidates interested in the
assignment or applying for the short-term vacancy announcement. HRM has the
authority to make a final decision based on the fulfilment of all necessary
requirements. During emergencies this procedure may exceptionally be waived by
HRM.

2. Appointment
Once the supervisor agrees with STU on the recruitment of a potential staff member, the
Short-Term Recruitment Form (STRF) should be completed and sent to STU. A sample of this
form is provided as Annex D. Officials authorizing the short-term recruitment must
coordinate/agree with project managers on the project code(s) to which the salary of the new staff
member will be charged before submitting the STRF to STU for final approval.
Once this process is completed, an offer will be sent by Staff Administration to the selected
candidate and other relevant procedures will be implemented.


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Steven White, CEO Uncareer.net