REFERENCE CHECKS IN UNITED NATIONS SYSTEM …

[Pages:35]JIU/NOTE/2013/1

REFERENCE CHECKS IN UNITED NATIONS SYSTEM ORGANIZATIONS

Prepared by Papa Louis Fall Nikolay Chulkov Joint Inspection Unit

Geneva 2013

United Nations

JIU/NOTE/2013/1 Original: ENGLISH

REFERENCE CHECKS IN UNITED NATIONS SYSTEM ORGANIZATIONS

Prepared by Papa Louis Fall Nikolay Chulkov Joint Inspection Unit

United Nations, Geneva 2013

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EXECUTIVE SUMMARY

Reference checks in United Nations system organizations JIU/NOTE/2013/1

Complementing and building on the findings of the Joint Inspection Unit (JIU) report and notes on staff recruitment, the present note is aimed at assessing issues of efficiency and effectiveness in the reference checking process and providing recommendations for its enhancement as well as its standardization and harmonization across the United Nations system. The term "reference checks" in this note represents all the types of checks that are performed or should be performed to verify references and statements that external candidates have made on their educational, professional and any other background when applying for fixed-term posts of one year or more in United Nations system organizations.

Main findings and conclusions

The Inspectors found that most organizations lack adequate administrative instruments for guiding their recruiters in conducting reference checks. Furthermore, the responsibility for reference checks is not clearly delineated and the actors involved are not adequately informed, trained and supported. The review of current practices indicates that reference checks are not conducted in a thorough, systematic and timely manner, and their results are not properly documented and stored. In many cases the recruitment process is completed without reference checks having been previously concluded. The Inspectors identified as a good practice in achieving better results the recruiting individuals' or entities' specialization in reference checking.

Benchmarks In line with the benchmarks on staff recruitment of the earlier reviews of JIU (JIU/REP/2012/4 and JIU/NOTE/2012/2), the Inspectors recommended a set of six benchmarks to be used by the organizations as standard criteria for conducting reference checks, proposing that:

Reference checks become mandatory for all external candidates hired to fixedterm positions of one year or more irrespective of the category, level and location of the position (Benchmark 3);

Reference checks be conducted in a thorough, systematic and timely manner, in writing, from the recommendation stage of the selection process, and include a combination of different types of checks (Benchmark 4 and 5);

The completion of reference checks be duly documented, reviewed and certified prior to concluding the recruitment process (Benchmark 6);

Reference checks be regulated through the issuance of administrative instruments on recruitment which include specific guidance on and requirements of reference checks (Benchmark 1);

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Roles and responsibilities be assigned to all actors involved and human resources services be responsible for managing the overall process (Benchmark 2).

Recommendations The present note includes two recommendations designed to strengthen system-wide coherence through the adoption of the proposed benchmarks, and thereby ensure the dissemination of good practices and standardization of reference checks across the system. JIU invites the executive heads of the United Nations system organizations to adopt the benchmarks set out in the present note with a view to ensuring that their respective organizations have sound reference checking procedures, and to report progress made to the legislative/governing bodies. (Recommendation 1) JIU also calls for the United Nations System Chief Executives Board for Coordination, through the High-level Committee on Management, taking into account the benchmarks set out in the present note, to facilitate the standardization and harmonization of reference checking procedures across the system with a view to further support inter-agency mobility and the One United Nations goal. (Recommendation 2)

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CONTENTS

Page

EXECUTIVE SUMMARY.............................................................

iii

ABBREVIATIONS. ........................................................................

vi

Chapter

Paragraphs

I. INTRODUCTION........................................................................... 1-17

1

A. Objective and methodology ...............................................................2. -6

1

B. Definition, scope and types of reference checks..............................7..-.17

2

II. NORMATIVE FRAMEWORK AND ACTORS ......................... 18-52

4

A. Charter of the United Nations, Staff Regulations and

Rules, policies, guidelines and procedures ...................................1..8..-.28

4

B. Actors: responsibilities and arrangements ....................................2..9..-.52

6

III. PROCESS, METHODOLOGY, TIMING AND

OUTCOME...................................................................................... 53-98

11

A. The reference checking process .....................................................5..3..-.78

11

B. Methodology ..................................................................................7..9..-.83

17

C. Timing............................................................................................8..4..-.91

18

D. Outcome.........................................................................................9..2..-.98

20

IV. UNITED NATIONS REFORM AND HARMONIZATION

OF BUSINESS PRACTICES......................................................... 99-102

22

ANNEXES

I. Reference checking in United Nations system organizations ...........

23

II. Overview of action to be taken by participating organizations

on the recommendations of the Joint Inspection Unit.......................

28

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ABBREVIATIONS

CEB DFS DPKO DSS FAO FPD GSC HLCM HRM IAEA IAU ICAO IFAD ILO IMO ITU JIU OHRM RVU UN-Habitat UNCT UNCTAD UNDP UNECA UNEP UNESCO UNFPA UNHCR UNGSC UNICEF UNIDO UNODC UNOG UNON UNOPS UNOV UNRWA UN-Women UNWTO UPU WBG WFP WHED WHO WIPO WMO

United Nations System Chief Executives Board for Coordination Department of Field Support Department of Peacekeeping Operations Department of Safety and Security Food and Agriculture Organization of the United Nations Field Personnel Division Global Service Centre High-level Committee on Management human resources management International Atomic Energy Agency International Association of Universities International Civil Aviation Organization International Fund for Agricultural Development International Labour Organization International Maritime Organization International Telecommunication Union Joint Inspection Unit Office of Human Resources Management Reference Verification Unit United Nations Human Settlements Programme United Nations Country Team United Nations Conference on Trade and Development United Nations Development Programme United Nations Economic Commission for Africa United Nations Environment Programme United Nations Educational, Scientific and Cultural Organization United Nations Population Fund Office of the United Nations High Commissioner for Refugees United Nations Global Service Centre United Nations Children's Fund United Nations Industrial Development Organization United Nations Office on Drugs and Crime United Nations Office at Geneva United Nations Office at Nairobi United Nations Office for Project Services United Nations Office at Vienna United Nations Relief and Works Agency for Palestine Refugees in the Near East United Nations Entity for Gender Equality and the Empowerment of Women World Tourism Organization Universal Postal Union World Bank Group World Food Programme World Higher Education Database World Health Organization World Intellectual Property Organization World Meteorological Organization

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I. INTRODUCTION

1. As part of its programme of work for 2012, the Joint Inspection Unit (JIU) conducted a review of the reference check process in United Nations system organizations. The review stems from a suggestion made by the United Nations Department of Field Support (DFS), and builds on the findings of the previous JIU review on staff recruitment in United Nations system organizations, in particular those contained in its overview of the comparative analysis and benchmarking framework (JIU/REP/2012/4) and in the note on the recruitment process (JIU/NOTE/2012/2, para. 66).

A. Objective and methodology

2. The objective of the present review is to complement the overview of the staff recruitment process, assessing issues of efficiency and effectiveness in the reference checking process in the context of the diverse needs of United Nations system organizations. It reviews relevant rules, policies and procedures across the system, and delivers a comparative analysis that identifies commonalities and differences, as well as good practices.

3. The review covered 26 United Nations organizations/entities that have accepted the JIU statute. In accordance with the internal standards and guidelines of JIU and its internal working procedures, the methodology followed in preparing the present note included a preliminary desk review, questionnaires, interviews and in-depth analysis. All the JIU participating organizations, with the exception of the World Tourism Organization (UNWTO), sent detailed replies to the questionnaires. Interviews were conducted with officials from organizations/offices and with staff representatives in New York, Geneva, Vienna, Paris, Rome and Brindisi. The team visited the United Nations Economic Commission for Africa (UNECA) and interviewed human resources management (HRM) officials as well as staff representatives of the United Nations Country Team (UNCT) in Addis Ababa. The Inspectors also consulted the World Bank Group (WBG) and the International Fund for Agricultural Development (IFAD).

4. Based on the research and findings, the Inspectors have identified good practices and recommended a set of six benchmarks to be used by the organizations as standard criteria for conducting reference checks. These benchmarks are in line with and supplement those proposed by JIU in its note on recruitment.

5. Comments from JIU participating organizations on the draft were sought and taken into account in finalizing the present note. In accordance with article 11, paragraph 2, of the JIU statute, the note was finalized after consultation among the Inspectors so as to test their conclusions and recommendations against the collective wisdom of the Unit.

6. To facilitate the handling of the present note and the implementation of recommendations and the monitoring thereof, annex II contains a table indicating whether the note is submitted to the organizations concerned for action or for information. The table identifies those recommendations relevant for each organization, specifying whether they require a decision by the legislative or governing body of the organization or can be acted upon by its executive head.

B. Definition, scope and types of reference checks

7. Reference checking is a necessary step in the staff recruitment process; it contributes to securing the highest standards of efficiency, competence, and integrity in the employment of the

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