COLLECTIVE
AGREEMENT ON
PERSONAL DEVELOPMENT PLANS
between
the International Labour Office
(hereinafter referred to as "the Office")
and the ILO Staff Union
(hereinafter referred to as "the Union")
Preamble
The purpose of this Collective Agreement
(hereinafter referred to as "this Agreement") is to provide for the
establishment of career and personal development plans for all staff
members (hereinafter referred to as "Personal Development Plans/PDPs").
PDPs are designed to promote the
fulfilment of individual development needs and aspirations within the
general framework of the Office's human resources objectives and needs.
PDPs are an integral part of a
career-development approach applying throughout the ILO, and will be
conducted in accordance with due process, fair procedures and natural
justice, having regard to relevant international law, labour standards
and the ILO Declaration on Fundamental Principles and Rights at Work.
The Office and the Union, (hereinafter
"the Parties"), recognise that this Agreement aims to improve on existing
structures and processes. All substantive entitlements of staff members
shall remain intact, except where this Agreement states otherwise.
Article
1
Guiding
principles
1.1 PDPs should:
provide guidelines to assist staff
members to formulate realistic and achievable development goals;
facilitate discussions between staff
members and their applicable line managers and the Human Resources
Development Department (hereinafter "HRD") about ways and means
to implement development goals, including through a personal development
action plan;
provide the framework within which
the Office shall make available to staff members information about
the Office's current and planned skills needs;
provide inputs into the Office's training
and development planning process;
contribute to greater job satisfaction.
1.2 Staff members are encouraged
to take the initiative and responsibility for the development of their
careers by initiating a PDP.
1.3 PDPs will not in any way be
used to the detriment of staff members.
Article
2
Definitions
2.1 For the purpose of this Agreement:
(a) A "Personal Development Plan"
is a written document prepared by a staff member to express personal
interests, capabilities, development goals and career aspirations,
which may be discussed with the applicable line manager.
(b) The expression "competencies" means individual qualities, behaviours
and motivations as defined in the Collective Agreement on a Procedure
for Recruitment and Selection dated 6 October 2000.
(c) The expression "staff member" means any person in a paid relationship
with the Office. This definition shall exclude bona fide
external collaborators, daily contract workers and commercial service
providers.
(d) The expression "applicable
line manager" means either the staff member's immediate supervisor
or any of the superiors of that supervisor. (e) The expression "Senior
Director" means the relevant Executive Director, Regional Director
or other manager of equivalent organizational level reporting directly
to the Director-General.
Article
3
Eligibility
3.1
All staff members who have successfully completed their probationary
period will be eligible to participate in the PDP process described
in this Agreement.
3.2 For staff members who
have not completed a probationary period, new forms of development
plans will be implemented, to include an element of evaluation.
Article
4
The
PDP form and supporting documentation
4.1 The Parties agree
to a PDP form, attached as Annex I to this Agreement, to be used by
staff members as the basis for the discussion with their applicable
line managers about development goals and career aspirations.
4.2 The PDP form consists of
three parts:
the first part is the "Self-Assessment"component.
"Self-assessment" will guide the staff member in identifying areas
of work where s/he can do better, those that require further development
and those reflecting his/her career aspirations;
the second part entitled "PDP Summary"
documents the outcome of the interview between the staff member
and the applicable line manager, lists possible next steps and outlines
a 12-month personal development action plan;
the third part, the "PDP Progress
Review", serves as an optional tracking tool for the staff member
to monitor the achievement of objectives.
4.3 The Office will prepare a PDP
manual which will provide guidelines to staff members and to managers
on the conduct of the PDP interview, describe competencies, refer to
career counselling options, provide examples of development activities
and present information in the form of frequently asked questions. The
manual shall be updated as needed.
4.4 The Parties agree that the
PDP form, manual and other relevant documentation will be made available
in both electronic and hard copy formats. The Parties further agree
that the PDP Summary may be submitted in either format.
Article 5
Overall
PDP Timeframe
5.1
HRD will inform managers and staff members, at least six months in
advance, of the deadline for the Office-wide review of PDP Summaries.
This deadline shall be established to coincide with the planning and
budgetary cycles of the Office. All PDP interviews will be conducted
during the overall PDP time-frame.
5.2 Senior Directors shall submit
to HRD, by the due date, Sector/Department/and region-wide consolidated
PDP Summaries and their proposals for training and other development
activities.
Article
6
PDP
Process and Follow-up
6.1
The PDP process is initiated when a staff member who so wishes requests
an interview with his/her applicable line manager to discuss the PDP
Summary. The line manager shall then co-operate with the staff member
in the process.
6.2 To facilitate the interview,
a staff member who so wishes may submit a draft PDP Summary to his/her
applicable line manager. The interview to discuss the PDP Summary
shall be conducted as soon as possible following the staff member's
request.
6.3 The views of the staff member
and the applicable line manager shall be reflected in the PDP Summary
and agreement on the proposed training/development action is encouraged.
Any difference of opinion shall also be recorded in the PDP Summary.
6.4 Before signing off on the
PDP Summary, the staff member and/or the applicable line manager may
also seek assistance from the next level applicable line manager or
HRD.
6.5 The staff member may then
submit the signed PDP Summary to the Senior Director.
6.6 The Senior Director will ensure
that each staff member who has submitted a PDP Summary will receive
a written response on the proposed training and/or development action
upon completion of the Office-wide review.
Article
7
Establishment
of a Joint Training Council
7.1
The Parties agree to the establishment of a Joint Training Council
(JTC). The Council shall have an equal number of representatives,
not exceeding six persons on each side, unless the Parties agree otherwise.
Each Party shall have the right to be assisted by technical advisers
of its choice in preparation for meetings. Technical advisers may
be invited to meetings of the JTC by prior agreement of both Parties.
Joint resource persons may also be invited to such meetings subject
to prior agreement between the Parties.
7.2 The role of the JTC shall
be to provide advice, on the basis of the Office-wide
review of the PDP Summaries and Programme and Budget provisions, on
the strategic direction of staff training and personal and career
development in the Office.
7.3 The Office shall provide the
JTC with appropriate statistics, analyses and relevant information,
including budgetary allocations and associated expenditures. In addition,
each Regional Office shall also provide an annual summary report on
training and development achievements, needs and priorities, which
contains the views of Regional Management and field Staff Union representatives.
7.4 The Office undertakes to arrange
a meeting between the JTC and the Senior Management Team (SMT) once
a year to allow a full discussion of training and career development
issues in the Office. The JTC shall report to the Parties on the outcome
of its work pursuant to that meeting.
Article
8
Confidentiality
8.1 The Parties agree that:
the contents of the PDP Summary
will only be used by the Office (HRD) and the Senior Director for
the purposes identified in the Preamble and Article 1 of this Agreement;
information related to PDPs shall
remain confidential and will not be placed in a staff member's personnel
file.
Article
9
Transitional
measures
9.1
The Parties recognise that, in the implementation process, some transitional
issues might arise. At the request of one of the Parties, solutions
to such transitional issues shall be negotiated as a matter of urgency.
9.2 The Parties reaffirm their
earlier decision to abolish the current performance appraisal system.
The Parties agree to conclude negotiations, by the end of October
2001, on its replacement in the context of a new approach to performance
management and reward, including the review and reform of probation
arrangements, merit increments, personal promotions and titularization,
as well as their separation from the old performance appraisal system.
Article
10
Miscellaneous
10.1
This Agreement shall become effective on the date of signature, and
shall be valid for two years. The Parties agree to review the operation
of this Agreement at the end of that period. Thereafter, or in the
absence of a review, the Agreement shall remain in force indefinitely.
10.2 No terms of this Agreement
shall be suspended, modified, cancelled or otherwise amended excepted
by means of a written agreement signed by the Parties. The Parties
may re-negotiate any part of this Agreement.
10.3 The Office shall submit to
the November 2001 session of the Governing Body any amendments to
the Staff Regulations and other relevant texts necessary to give effect
to this Agreement, in a manner which also preserves other substantive
entitlements of staff members within the meaning of the Preamble to
this Agreement. In any case of doubt between this Agreement and a
relevant article of the Staff Regulations, the interpretation more
favourable to the staff member(s) concerned shall take precedence
and prevail.
10.4 A copy of this Agreement,
related amendments to the Staff Regulations (if any) and other relevant
texts shall be provided to each staff member. The Parties shall ensure
that all staff members are aware of the existence of this Agreement.
SIGNED
in Geneva, this Third day of August 2001, in two copies, in the English
language, by the representatives of the Parties duly authorized to that
effect.
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Alan Wild
Director Chairperson
Human Resources Development
International Labour Office
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David Dror
Chairperson
Department Staff Union
International Labour Office
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Updated by FQ. Approved
by NS. Last update: 22 January 2002.
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