AGREEMENT ON A PROCEDURE FOR
RECRUITMENT AND SELECTION
the International Labour Office
(hereinafter referred to as "the Office")
and the ILO Staff Union
(hereinafter referred to as "the Union")
The purpose of this Agreement is to establish a
comprehensive procedure for recruitment and selection,
based on principles of fairness and equity, and
aiming at ensuring timeliness, efficiency, objectivity
and transparency. This procedure is 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, including
international labour standards and the ILO Declaration
on fundamental principles and rights at work. The
Office and the Union, hereinafter referred to as
"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
the purpose of this Agreement,
expression "assessment centre" means an
independent body of assessors, reaching decisions
by consensus on the competence of individuals
to work at particular levels in the Organization.
expression "assessor" means a person jointly
nominated by the Office and the Union who has been
trained in methods of assessing "core and level"
expression "competencies" means individual
qualities, behaviours and motivations that are required
for each Assessment Centre level, as agreed between
expression " internal candidate" means
any staff member who has successfully completed
the probationary period.
expression "grade level" means the grouping
of grades agreed by the Parties, two in the General
Service category, namely G1 to G4 and G5 to G7,
and two in the Professional category, namely P1
to P3 and P4 to P5.
expression "technical evaluation" means
an appraisal of technical skills and professional
expertise and experience of successfully assessed
candidates to a given vacancy.
the purpose of the present Agreement, the expression
" responsible chief" means the line manager
under whose responsibility the vacant post is.
expression "Union representative" means
the Officers of the Union, accredited Union officials,
shop stewards or such other person who is nominated
by the Union for purposes of the recruitment and
Competition in accordance with this Agreement
shall be the normal method of filling vacancies
between the grades G1 and P5 (both inclusive).
The Parties recognize the value of provision
of information to officials and their encouragement
to present their candidatures for posts in the Director
staff can apply to all vacancies, subject to the
conditions set out in this Agreement.
the context of recruitment policies designed to
promote gender, geographical and age structure balance,
this procedure shall apply without discrimination,
notably on the basis of age, race, gender, religion,
colour, national extraction, social origin, marital
status, pregnancy, family responsibilities, sexual
preference, disability, union membership or political
regard to the Office’s need to ensure the highest
standards of competence, efficiency and integrity,
and promote greater motivation and job satisfaction
of its staff, this procedure aims to match abilities
and aspirations of staff members with the employment
needs of the Office.
counselling and coaching of ILO officials is an
essential part of the recruitment and selection
Parties recognize the fundamental importance of
respect by the officials concerned of their duty
to maintain confidentiality with respect to all
matters that come to their knowledge in the recruitment
and selection process.
Opening of a competition
request to open a competition will be made by the
responsible Chief. He/she will provide a description
of the specific requirements, responsibilities and
objectives of the job.
Human Resources Development Department (hereinafter
"HRD") and the responsible chief shall
then make a recommendation as to the job description
and whether it is necessary to proceed with an external
search for candidates.
Union representative(s) shall have the right to
comment on the proposals in the preceding paragraph.
Such comments will be made within 10 working days
from the notification, but the period may be extended
if HRD and the Union agree.
of the Union representative(s) will be discussed
between the Union representative(s), HRD representative(s)
and the responsible chief, with a view to reaching
agreement. This discussion must be held before the
vacancy announcement is published.
all cases where agreement is reached, the notice
of vacancy will be published.
disagreement among the Union representative(s),
the HRD representative(s) and the responsible chief
shall be noted in writing and transmitted to the
Director General for decision.
period during which a vacancy notice will be opened
shall be determined by HRD, provided that this period
shall be for a minimum of one calendar month. HRD
will inform the Union representative(s) whether
an extension is necessary.
selection process is composed of two phases, the
assessment centre and the technical evaluation.
candidates who apply for a competition graded above
their existing grade level shall go through the
Assessment Centre. Internal candidates who have
already been successfully assessed for the grade
level they apply to need not undergo a new assessment.
candidates short-listed by the responsible Chief
in agreement with HRD will be invited to participate
in the Assessment Centre.
candidates who have been successfully assessed shall
be technically evaluated. It is the responsibility
of the Chief to undertake and assure a rigorous
technical assessment of candidates according to
guidelines that shall be agreed by the Union and
the Office. The Parties agree to elaborate these
guidelines by 31st December 2000 and,
in any case, before this Agreement becomes operational.
representative(s) shall have access to all the reports
on the technical evaluation. If the Union representative(s)
have any comments, they must make them known to
HRD within 10 working days from the notification
of the result of the technical evaluation. These
comments shall be discussed between the Chief, the
HRD and the Union representatives.
full report on this process will be transmitted
to the Director-General, with copy to the Union
representatives. The Director-General will then
take the final decision on recruitment.
feedback to candidates
shall receive a written report on the results of
the assessment centre process.
candidates may request in writing an interview with
the responsible chief in order to obtain feedback
on the technical evaluation. The interview shall
take place, where possible, within ten working days
of receipt of the request. At their discretion,
they may be accompanied by a member of the Union
or another past or present ILO official.
a candidate is dissatisfied with the result of the
interview, s/he may request a written feedback.
The feedback will be provided, where possible, within
10 working days of receipt of the request.
Office shall provide career counselling and coaching
to ILO staff.
particular, such career counselling and coaching
shall be provided to:
Officials who did not reach the standards
required in the Assessment Centre;
Officials who have successfully passed the
Assessment Centre but have not been selected
for a post corresponding to that grade group
within two years from the assessment.
Reopening of the
recruitment and selection process
If the recruitment and selection process is declared
unsuccessful and the post is retained with the same
job description, HRD and the responsible chief shall
consider the conditions under which the selection
and recruitment process is to be reopened (Assessment
Centre and technical evaluation), and shall inform
the Union representative(s).
a decision is taken to cancel a selection and recruitment
process that has already begun, HRD shall consult
in good faith with the Union representatives. In
case of disagreement, Union views shall be attached
to the documentation forwarded to the Director General
for decision on such cancellation. If cancellation
is confirmed, reasons shall be given in writing
to all internal candidates.
Parties may agree on adjustments to this procedure
for local staff in field offices.
official who has requested feedback from the responsible
chief in accordance with Article 6, may request
the advice of the facilitators or the Ombudsperson
provided for under the Procedure for the Resolution
of Grievances. If the official is not satisfied
with the written feedback, s/he may submit a grievance
to the Joint Panel provided for in the Procedure
for the Resolution of Grievances dated 13 September
2000, where he or she alleges that the decision
was based on a procedural flaw or unfair treatment.
that already belong to a grade level at the date
of entry into force of this Agreement shall be deemed
assessed successfully and therefore shall not need
to participate in the Assessment Centre corresponding
to their existing grade level.
other transitional issue arising out from the implementation
of this Agreement shall be negotiated as a matter
The Parties agree to continue negotiations on the
subject of article 4.2 of the existing Staff Regulations.
Agreement shall become effective on the date of
signature and will become operational on 1 January
2001. It shall be valid for two years from the date
when the procedure becomes operational. 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.
term of the provisions applying this Agreement shall
be suspended, modified, cancelled or otherwise amended
except by means of a written agreement signed by
the Parties. The Parties may renegotiate any part
of this Agreement.
the event of a difference of opinion in the interpretation
or application of this Agreement, the matter shall
be submitted to the Review Panel, as per Article
7 of the Recognition and Procedural Agreement signed
between the Parties on 27 March 2000.
Staff Regulations and other relevant texts shall
be appropriately amended to give effect to this
Agreement, within six months of its signature, 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 that
is more favourable to the staff member(s) concerned
shall take precedence and prevail.
copy of this Agreement and the related amendments
to the Staff Regulations shall be provided to each
existing and future staff member. The Parties shall
ensure that all staff members are aware of the existence
of this recruitment and selection procedure and
shall undertake the preparation of an instruction
manual for all staff on the operation of the procedure.
in Geneva, this sixth day of October 2000, in two
copies, in the English language, by the representatives
of the Parties duly authorized to that effect.
Human Resources Development
International Labour Office
Department Staff Union
International Labour Office