Handicap International – Programme HRM

Job profile and recruitment contract: users’ guide

1. Objectives:

The objective of the Job Profile form is to describe a staffing requirement in a way that enables the manager and HR service to ensure the best possible recruitment to the post concerned.To achieve this, the requirement must be defined precisely and explicitly for the benefit of all those involved in the recruitment process.

The first page of the Job Profile form contains all the essential characteristics of the post. With this information, the Human Resources Adviser is in a position to answer 80% of a candidate’s questions, assess the levels of responsibility involved (financial and HR in particular) and verify that the profile sought matches the post concerned.

The following pages give details of the context, working environment, objectives and responsibilities of the post, and the profile sought - on which the different referral staff (FPD, DO, Technical Adviser and Human Resources Adviser ) must agree.

Theobjective of the recruitment contract is to come to an agreement on how the recruitment process will be organised before it is actually launched.The contract provides an opportunity for all the parties concerned to agree on the different stages involved, the deadlines and mutual undertakings.A further objective is to define each person’s particular responsibilities in the process.

2. Reminder of deadlines:

In order to leave sufficient time for the recruitment process and departure preparation, the HR Adviser should receive the Job Profile 4 months (6 months for countries under security focus)before the date the expatriate is expected on the programme.

3. Procedure and stages:

1 – Drafting the Job Profile: the document sent to HR service must be a final version (validated by the FPD/TA/DO) that takes account of the context, the complexity of the post to be filled, operational objectives, available financial resources and the current organisation, and in which the selection criteria reflect these constraints.

The DO is the referral person for the recruitment. He/she will be the HRA’s contact throughout the process.

2 – Validating the Job Profile: The HRA will contact the DO to get a clear picture of the post, its requirements and the working environment, and to agree on recruitment criteria.The Job Profile may be amended at this stage in order to clarify or adjust certain points, or provide more detail.

3 – Formalising the contract: the HR adviser and DO will together define the following details and deadlines:

-the date the job advert will go out, where it will be advertised and the application closure date

-the periods for presenting and making the final selection of candidates;

These deadlines must take account of:

-the urgency to fill the post: the more time there is, the more choice we have;

-the time it takes to get a visa;

-the length of the handover period for replacements;

-the training period for a new recruit.

Conditions for success:

  1. The HR adviser and DO must come to a joint decision on a realistic recruitment process that takes account of operational needs, recruitment difficulties for the work zone, the realities of the market and the availability of the people involved.
  2. The HR adviser undertakes to inform the DO if for any reason a deadline cannot be met, and to explain the reasons for this (lack of suitable candidates, the candidate in not available for interview within these dates, etc).
  3. The DO and Technical Adviser undertake to stay available during the key stages of the recruitment process or, if they are unable to do so, to inform the HR adviser of a person able to replace them.

JOB PROFILE

Prog allocation code
Country / Programme / Mission location
Job title / Technical field
Function / Name of FPD
Length of mission / Name of DO
Origin of job / Creation
Replacement / Name of TA
Status budgeted for: / Volunteer Salaried / Name of HRA
Request date
Desired start date
End dateof predecessor mission
Desired length of handover

PARTICULARITIES OF THE POST

Working language(s)
Country under security focus / Yes No / Security plan phase ( at the date of request)
Family circumstances
possible / Single
Couple
Family / Access to an international-level school
Language lessons taught in:
Accommodation / Individual collective / Amount of Per Diem (in €)
Offices accessible / Yes No / Amount of rent contribution(known or approximate, in €)
Accommodation accessible / Yes No
HEALTH:cf. International SOS sheet + local information
Main health risks:
Access to a hospital : Yes No
Evacuation destination in the event of a medical emergency:
Possibility of ante-natal follow-up: Yes No Specify:
Possibility of obtaining urgent paediatric treatment Yes No Specify:

Details of the situation in terms of security, isolation, travel, living conditions: in 5 lines

GENERAL INFORMATION ABOUT THE JOB

Line-manager
Funding body(ies): / Size of budget managed:
Duration of funding (project)
Size of team / Number of personsdirectly managed

INFORMATION ON THE CONTEXT

Description of the political and social situation in the country and the mission location.In 10/15 lines.

WORKING ENVIRONMENT

Main internal and external contacts (partners in particular) and nature of relations, qualities of the team to be supervised, any difficulties.In 10/15 lines.

STAKES OF THE POST

Main realisations to be achieved on the project, in the function – information relative to the Project Action Plan or programme strategy (e.g.: post to be taken over by a member of national staff at some point, transfer of activities to a partner, revision of HR policy, development of partnerships, definition of an X-year strategy, etc.).In 5 lines.

JOB DESCRIPTION – not more than a page and a half

General mission:

Responsibilities: outline the main objectives of the post and break them down into activities.

PROFILE SOUGHT

Essential / Desired
Diploma(s):
Experience (type and length of experience required)
Competencies (knowledge, capacities required for the post, see guidelines on post-related capacities ):
Personal qualities:

Any other information that could help clarify requirements: M/F, nationalities to be avoided, etc.

Validations / Comments:

FPD:

DO:

TA:

RECRUITMENT CONTRACT

PRIORITY RECRUITMENT CRITERIA:

List the essential aspects of the profile in order of priority

1:
2:
3:

PROVISIONAL TIME FRAME :

Short listing of candidates on the basis of CVs

Date job advertised
Where advertised
Application closure date

Candidate analysis stage

Period of analysis of CVs received
Progress report on candidates short listed

Interview stage

Period of availability of TA
Period of presentation of candidates to DO

Posting validation

Period of availability of DO
Period of decision on recruitment

Date:

HR Adviser / Desk Officer