2012 Hiring Manager’s Manual - UN Careers

1 United NationsOctober 2012 (Release ) 2012 Hiring manager s Manual Manual for the Hiring manager on the Staff selection System (inspira)careersUnited NationsManual for the Hiring manager on the Staff selection System (inspira) Release 12 October 2012 4:22 pmCopyright United Nations 2012 . All rights for the Hiring manager on the Staff selection System (inspira)Version United Nations 2012 . All rights reserved. Unauthorized use, duplication, or distribution is strictly prohibited. No part of the contents of this material may be reproduced or transmitted in any form or by any means without the expressed written consent of the United of viManual for the Hiring manager on the Staff selection System (inspira) Release 10 October 2012 2:43 pmCopyright United Nations 2012 . All rights of ContentsChapter 1:Getting Started .. 1 Introduction.. 1 Terminology used in inspira.

2 1inspira Navigation .. 1 Login and Open inspira.. 3 Change Initial Password and Set Up Forgotten Password Help.. 4 Set Up Forgotten Password Help .. 4 Change your Password .. 4 Personalization Settings.. 5 Close inspira .. 5 Where to get Help.. 5 Reference Documents .. 6 Chapter 2:Roles and Responsibilities of the Hiring manager .. 7 What is expected of the Hiring manager ? .. 7 Chapter 3:Job Opening and Evaluation Process .. 9 Overview of the Job Opening Process.. 9 Evaluation of Applicants Process Overview .. 12 Chapter 4:Recruitment Planning .. 13 Recruitment Planning.. 13 Impact of Good Recruitment Planning.. 14 Monitoring Recruitment Timelines .. 14 Pre-Job Opening Posting Activities 14 Posting the Job Opening 15 Post Job Opening Activities 15 What Makes a Good Job Opening?.. 17 Attracting the Right Applicant .. 17 The Evaluation Criteria.

3 18 Chapter 5:Guidelines on Creating a Job Opening .. 19 Overview.. 19 Selecting a Base Document.. 21 Completing the Job Request .. 21 Creating the Evaluation Criteria.. 22 Determining Required Years of Work Experience .. 23 Determining Field of Work .. 24 Determining Education Requirements .. 25 Determining Knowledge of Languages .. 27 Determining Assessment Methodologies .. 27 Written Exercises .. 28 Case Studies.. 29 Presentation .. 29 Simulation Exercises .. 29 Technical Test.. 29 Essay Exercises .. 29 Other Assessment Methodologies .. 29 Selecting Competencies.. 29 Manual for the Hiring manager on the Staff selection System (inspira)ii of vi Release 10 October 2012 2:43 pmCopyright United Nations 2012 . All rights Screening Questions .. 30 Creating the Job Opening .. 31 Understanding the Job Opening Number Nomenclature.. 32 Posting Title .. 33 Org.

4 Settings and Reporting Line.. 33 Responsibilities.. 34 Competencies.. 34 Education .. 35 Work Experience 36 Languages .. 37 Assessment Methods .. 38 Special Notice .. 38No Fee statement .. 39 United Nations Considerations Statement.. 39 Job Posting Destinations .. 39 Submitting the Job Opening for Review and Approval .. 40 Understanding the Translation Requirements of the Job Openings .. 40 Understanding the Central Review Body Review .. 40 Understanding the Job Opening Status.. 40 Understanding the Job Opening Deadline.. 41 Understanding the Cancellation and Re-advertisement of the Job Opening .. 43 Chapter 6:Creating a Job Opening using inspira .. 45 Enter Primary Job Opening Information .. 45 Create Job Request .. 48 Assign an Alternate Hiring manager .. 50 Complete the Job Opening .. 51 Enter or Modify the Evaluation Criteria .. 51 Work Experience.. 52 Education.

5 52 Degrees.. 53 Licenses and Certificates .. 53 Languages.. 53 Tests .. 55 Competencies .. 55 Skills .. 56 Screening Questions .. 56 Creating the Job Posting .. 57 Tips on Completing the Job Postings Section .. 57 Prepare the Job Posting .. 58 Submit the Job Request to the Staffing Table manager .. 59 Forward Job Opening to Recruiter.. 60 Communicating Submission Details .. 60 Modify a Non-Published Job Opening .. 60 Modifying or Cancelling a Published Job Opening .. 60 Viewing the Status of a Job Opening.. 61 Chapter 7:Understanding How Applications are Managed.. 63 Overview.. 63 Managing New Applications.. 65 Including Outreach Applicants .. 65 Eligibility Rules: Reviewing Automated Pre-screening and Conducting HR Assessment .. 66 Pre-screening .. 67 Age .. 67 Criminal Record .. 67 Family Relationships .. 67 Staff Member Holding a Temporary Appointment.

6 68iii of viManual for the Hiring manager on the Staff selection System (inspira) Release 10 October 2012 2:43 pmCopyright United Nations 2012 . All rights UN Staff Members .. 68 Eligibility Criteria for All Applicants .. 68 Academic Qualifications .. 68 Knowledge of Language .. 70 Level of Job-Specific Expertise .. 70 Eligibility Criteria for a Serving Staff Member Holding an Appointment other than a Temporary Appointment .. 71 Level .. 71 Promotion to P-5 Positions .. 72 Language Staff Member Applying to Non-language Positions .. 73 Eligibility Criteria for FS Levels Applying for P Positions .. 74 Eligibility Criteria for a Local GS Staff Member Applying to NPO Positions .. 74 Eligibility Criteria for a Non-Serving Staff Member or Serving Staff Member Holding a Temporary Appointment .. 74 Length of Work Experience .. 74 Eligibility Criteria for a Serving Staff Member Holding a Temporary Appointment or Serving as an NPO.

7 77 Eligibility Criteria of Non-Staff Members and Serving Staff Members Holding a Temporary Appointment .. 77 United Nations Volunteer .. 77 Eligibility for Current or Former Consultants, Individual Contractors and Interns .. 77 Chapter 8:Review the Roster Applicants Using inspira .. 79 Reviewing Rostered Applicants .. 79 Chapter 9:Conducting Assessments .. 81 Overview.. 81 Evaluating Applicants.. 82 Composition of the Assessment Panel .. 83 Conducting Assessment Exercises .. 85 Conducting Competency-Based Interviews.. 86 What is a Competency-Based Interview? .. 86 Communicating with Applicants about the Interview.. 86 Chapter 10:Evaluating Applicants, Recording Assessment and Interviews Using inspira.. 89 Evaluating Applicants.. 89 Recording the Outcome of the Assessment Exercise .. 92 Adding Interviewers to the Hiring Team.. 93 Invitation for a Competency-Based Interview.

8 93 Chapter 11:Recommending Candidates .. 97 Overview.. 97 Status Matrix.. 98 Understanding the Cancelling of a Published Job Opening after Evaluation of Applicants .. 100 Chapter 12:Record Evaluations and Recommendations using inspira .. 101 Create an Assessment Record .. 101 Generate and Submit the Transmittal Memo .. 102 Chapter 13:The Role of the Central Review Bodies .. 104 Role of the Central Review Bodies .. 104 Function of Central Review Bodies .. 105 Secretary of the Central Review Body.. 105 .. 106 Manual for the Hiring manager on the Staff selection System (inspira)iv of vi Release 10 October 2012 2:43 pmCopyright United Nations 2012 . All rights 14: selection Decision .. 108 Chapter 15:Roster Management .. 112 General.. 112 Inclusion in the Roster .. 112 Validity of Rosters .. 113 Communication with Roster Applicants (Roster-based Recruitment).

9 114 Adminstrative Roster Search .. 114 Consideration of Roster Applicants .. 115 selection of Roster Candidates .. 116 .. 117 Chapter 16:Inspira Communications and Notifications.. 120 Automatic Notifications.. 120 Manual Notifications.. 123 Other Communications .. 126 Chapter 17:Corresponding with Applicants using inspira .. 128 Chapter 18:Notification and Implementation of the selection Decision .. 130 Chapter 19:Placement Outside the Normal Process .. 132 Assistant Secretary-General for OHRM.. 132 Under-Secretary-General for Field Support.. 132 Head of Department/Office .. 132 Under-Secretary-General for General Assembly Affairs and Conference Services.. 133 selection for P-2 and P-3 Positions .. 133 Chapter 20:Generate Reports using inspira .. 134 Detailed Applicant Information.. 134 Full Status Matrix .. 136 Annex A: Tips on Describing Work Experience in Job Openings.

10 138 Annex B: Sample of Assessment Exercises .. 142 Annex C: Assessment and Competency-based Interview Rating Sheet.. 154 Annex D: Pre-screening and Eligibility Assessment Flow Diagrams .. 158 Annex E: Communication with Applicant Notification Template .. 177 Annex F: The United Nations System .. 207 Annex G: Matrix for Pre-screening on Level .. 209 Annex H: List of Acronyms .. 213v of viManual for the Hiring manager on the Staff selection System (inspira) Release 10 October 2012 2:43 pmCopyright United Nations 2012 . All rights I: Glossary .. 223 Annex J: Index .. 233 Manual for the Hiring manager on the Staff selection System (inspira)vi of vi Release 10 October 2012 2:43 pmCopyright United Nations 2012 . All rights page intentionally left of 232 Manual for the Hiring manager on the Staff selection System (inspira) Release 12 October 2012 4:22 pmCopyright United Nations 2012 .