FIELD PERSONNEL DIVISION CIVILIAN STAFFING OPTIONS START UPS AND SURGE Rapid Deployment Planning Conference 30-31 March 2017 Several options are available for the rapid deployment of civilian personnel for mission start ups and surge. In the recent past, a number of these options have been implemented in start ups in Colombia, Burundi, expansion and relocation of OSE/Yemen to Jordan and UNMEER. The key to effective and timely recruitment and deployment is fundamentally the knowledge and understanding of the various options available, and ensure key process requirements and documentation are available to initiate the recruitment process. FPD is your partner…ask us…We have dedicated Desks for all Regions and a dedicated Team that has the mandate for Rapid Response. FIELD PERSONNEL DIVISION DFS

CIVILIAN STAFFING STANDING ADMINISTRATIVE ARRANGEMENTS FOR HRM Authority to – issue 1 year FTA limited to service with the Mission laterally transfer staff whose appointments are not limited to a specific mission without JO. approve candidates for NRL. recruit single source consultant/individual contractor waive 1 month BiS for retirees engaged as ICs. reduce mandatory BiS for TA to 1 week. use type II Gratis Personnel (on NRL) For start ups and surge, the key objective is to rapidly identify and deploy the required staffing. In addition to the various staffing options we will present today, we would also with to highlight that Standing Administrative Arrangements for HRM provide greater autonomy and flexibility to address staffing requirements during start ups and surge. Some of these are presented here applied in a number of field operations, including – UNMEER, UNMC and OSE/YEMEN. These authorities are delegated by the ASG OHRM to USG DFS AND USG DPA/USG DPKO (as applicable), who may further delegate the authorities to their respective DMS/CMS and/or Eos. The standing arrangements are only applicable to service with the specifc mission and in direct support of the mission.

CIVILIAN STAFFING TDY: TEMPORARY DUTY ASSIGNMENT Releasing a serving staff from one mission to another 30-90 days (DSA Status) Most effective for start-ups but release subject to approval by supervisor/mission; may require negotiations and fall back options TEMPORARY APPOINTMENT (ST/AI/2010/4/REV 1) To address short-term requirement/surge Flexible/effective Max 729 days Assignment of 3 months or less = issuance of JO discretionary Assignment of more than 3 months = JO issuance required for 1 week May be used to bring on board current staff or external candidate Funding for the entire duration required, Job Description, and Recommendation to process TDY is the most commonly used option. It is quick and can be effected almost immediately…. A staff member identified from one mission is requested to deploy for a duration of up to 90 days. While a corporate modality for addressing surge, release of the selected staff member is often an issue for the releasing mission and ongoing priorities. Hence, the need for negotiations that may be time consuming and/or not yield concrete result. However, TDYs continue to be popular and have been extensively used in several mission setting such as – start up of UNMEER and COLOMBIA. TEMBORARY APPOINTMENTS – another effective and efficient option. Flexible and available to bring an existing staff on board on a TJO or an external candidate under a TA contract. Using a mix of TDY and TA/TJO, enables mission to maintain flexibility in staffing, as well as address short term needs, while assessing medium long term requirements and establishment of positions.

CIVILIAN STAFFING CONSULTANTS (ST/AI/2013/4) For individual who is a specialist in a specific field and skill/knowledge. Not a substitute for staff fucntions 3 candidates to be reviewed Advertisement required for assignments of more than 6 months (7 days publishing) Limits are maximum of 24 months in a 36 month period, whether continuous or not, irrespective of the accumulative months and actual work Funding, the Terms of Reference, PHP and Recommendation are required to process Quick and effective. Enables bringing on board candidates for special and short term needs requiring specialized and advisory skill set.

CIVILIAN STAFFING INDIVIDUAL CONTRACTORS (ST/AI/2013/4) Individual contracted for short-term assignment and may perform functions similar to staff 3 candidates to be reviewed Advertisement required for assignment more than 6 months (7 day publishing) Limits: services limited to 6 months, or in special circumstances, 9 work-months in any 12 consecutive months Funding, Terms of Reference, PHP and recommendation required to process INSTITUTIONAL CONTRACTS Eg. TRIGEN : Through DFS/ICTD/UNOPS, candidates in areas of IT and Communications may be rapidly identified and deployed for technical services Individual Contractors – a modality to effectively bring on board technical candidates who may also perform similar functions to staff. Institutional contracts – available for rapid deployment of contractors to support field operations. Trigen is one example where such an arrangement is in place through ICTD and UNOPS. Easy to manage and “Just in Time” modality.

CIVILIAN STAFFING ESTABLISHED POSTS Lateral Transfers against positions that have been approved Applies to transfer of staff whose appointment is NOT limited to a specific mission office and individual has been reviewed by a central review body – ST/AI/2016/1.24.1 and 24.2. Funding, Job Description/Job Opening and Recommendations Select From Roster against positions that have been approved Candidates who have been rostered, may be selected without any further process. Funding, Job Description/ Job Opening and Recommendation Medium/Longer term staffing. Rosters are continuously being populated across all functional areas “Recruit from Rosters” – being increasingly used to fast trackrecruitment. Process perceived to be cumbersome. However, adequate planning, training on use of system and effective HR support and partnering are critical elements in expediting recruitment.

CIVILIAN STAFFING STANDBY CAPACITY ARRANGEMENTS: (WORK IN PROGRESS) Through established Standby arrangements with Member State Organizations such as Save the Children, OXFAM, Norwegian Refugee Council, and UNDP/UNICEF/UNOPS 48-hour deployed time frame Highly experienced/standby candidates Brought under Non-reimbursable loans Terms of References/Requests Building upon best practices from OCHA, and some of the UN FUNDS and PROGRAMMES, we are commencing consultations with several partners on establishing a mechanisms which enables field operations to access technical expertise (IT, Supply Chain, Engineering, etc.) through bilateral and multi lateral organizations that have existing arrangements with some of our UN FUNDS AND PROGRAMMES.

CIVILIAN SURGE CAPACITY MODEL UN Staff on TDY (90 days) TJO Roster / External Temporary Appointment, Consultant Contractor UNOPS/UNICEF/UNDP SURGE STANDBY ARRANGEMENT Member States, Bi-Lateral Multilateral – as non reimbursable loan or Expert on Mission So…moving forward we are embarking on a 3 pronged approach – UN Staff on TDY – based on a pre identified and approved for deployment through a ‘call’ for roster process. 2. Use of Consultant, Contractor, Temporary and Roster based selection. 3. Establishing stand by arrangements with Member States Organization through existing partnerships formed through UNDP, UNICEF and UNOPS – This is considered Work in Progress and required consultations to begin shortly. Working with Member States provided personnel is not a new area of collaboration per se.. Over the years we have worked with several member states agencies. – In UNMEER we worked with the French Cooperation’s expert, the German Federal Agency For Technical Relief (THW) in UNAMSIL, UNMIL and more recently in UNMISS, where a team from THW is embedded in Mission Support, providing expertise in construction and engineering.