Inspira A Guide for United Nations Secretariat Employees

Transcription

How to Apply for a Job Opening Using Inspira
A Guide for United Nations Secretariat Employees
Version 1.0
23 March 2010
© 2010 United Nations, all rights reserved. Unauthorized use, duplication, or distribution is strictly
prohibited. No part of the contents of this material may be reproduced or transmitted in any form or by any
means without the expressed written consent of United Nations.
A Guide to Applying to a Job Opening Using Inspira
Table of Contents
SECTION A: GETTING STARTED
Purpose ........................................................................................................................................................ 1
What is Inspira? .......................................................................................................................................... 1
Inspira Navigation ....................................................................................................................................... 1
Login and Open Inspira .............................................................................................................................. 2
Change Your Password.............................................................................................................................. 3
Personalization Settings ............................................................................................................................ 3
Close Inspira................................................................................................................................................ 3
Available Helpdesk Support....................................................................................................................... 3
SECTION B: APPLICATION PROCESS OVERVIEW
Overview of the Application Steps............................................................................................................ 4
Important Notes and Tips for Completing the Application..................................................................... 6
SECTION C: APPLICATION PROCEDURES
Inspira Careers Home Page ....................................................................................................................... 8
Basic Job Search ........................................................................................................................................ 9
Save Search and Create a Job Agent ..................................................................................................... 10
Advanced Job Search............................................................................................................................... 11
Update My Profile...................................................................................................................................... 12
Changes to the Postal Address............................................................................................................... 20
Changes to the Phone Numbers ............................................................................................................. 22
Changes to the Email Address ................................................................................................................ 22
Prepare the Application............................................................................................................................ 23
Preferences............................................................................................................................................ 24
Education and Work Experience ......................................................................................................... 26
Skills ....................................................................................................................................................... 31
References ............................................................................................................................................. 35
Cover Letter and Additional Information ............................................................................................ 36
Attach the e-PAS ....................................................................................................................................... 37
Apply to Specific Job Opening(s) ........................................................................................................... 38
Submit the Application ............................................................................................................................. 40
Annex A – Printing on A4 Paper.............................................................................................................. 41
Annex B – Application Checklist............................................................................................................. 42
Annex C – Language Proficiency Description ....................................................................................... 43
Annex D – Main Screen Navigations Overview...................................................................................... 44
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i
SECTION A: GETTING STARTED
Purpose
This guide offers step-by-step procedures on how to search for
and apply to job openings published at the United Nations
Careers Portal using the e-tool inspira that supports the staff
selection system.
What is Inspira?
All applications to job openings published at the United Nations
Careers Portal must be submitted electronically using inspira.
Inspira is the United Nations web-based electronic tool that
supports the staffing process.
Information provided by you in your application forms the basis for
the automated pre-screening mechanism that the system
automatically conducts on every newly received application for
eligibility. Vis-a-vis the requirements stated in the job opening, an
application is then either deemed as eligible or as non-eligible, i.e.
not considered further in the latter case.
Inspira Navigation
Inspira is a web-based application comprised of windows, panes
and hyperlinks.
• Windows are containers for the panes and tabs you will
use to navigate through the tool and do your work.
• Panes contain menu options that navigate to specific
functions and workspaces where you do your work.
• Hyperlinks redirect you to another workspace associated
with the task at hand.
Inspira windows are organized into two panes. The left pane
provides menu options that access specific workflows. The right
pane displays the workspace and results areas. This pane is also
known as a page in inspira.
Each page provides various navigation features for quick access
to information. A typical inspira page may include:
•
•
•
Buttons appear as rectangles. They execute specific
commands such as the following:
o Save & Add More which allows you to save an
entry made and add a new record;
o Save & Return which allows you to save the
entries made and return to the main page
associated with the workflow;
o Save which allows you to save all data entries
you made in the system.
Drop-down arrows provide a list of items to select from.
By default, one choice is visible in the field. Click on the
drop-down arrow to reveal additional choices.
Hyperlinks redirect to another page associated with the
selected workflow where additional information can be
viewed or entered, i.e. First, Previous, Next, Last which
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•
•
•
•
•
•
•
•
•
Login and Open
Inspira
allow you to sort through the first, previous, next and last
pages respectively.
Fields marked with an asterisk (*) are required fields
that need to be completed.
Calendar boxes open to the current month’s calendar
with today’s date highlighted. The appropriate month, day
and year must be selected to populate the corresponding
field. The Calendar pop-up window provides additional
navigational features that allow movement between
calendar months and years.
Textbox fields require you to enter specific information.
Look-up icons open look-up tables for you to either
directly locate and select an item from the list or, if you
cannot locate the applicable value immediately, you can
perform a more precise search. Depending on the values
in the lookup table, perform either a Basic Lookup or an
Advanced Lookup to either search by Category (enter
alphabetic characters), Code (enter numeric characters),
Description (enter alphabetic characters), begins with,
contains, between, =, >, <, etc.
The Search results display all the relevant information in
one or several pages. Click on View All to display up to
300 results. Since only the first 300 results can be
displayed, perform a more targeted search to reduce the
number of search results to find the desired value within
the first 300 records. To sort your results alphabetically or
numerically in ascending or descending order, click on the
underlined title of the respective column in the top blue
bar.
Expand section icon (>) displays the field function(s)
where additional information can be viewed or entered.
Collapse section icon (v) hides the field function(s) from
display.
Add row icon (+) displays an additional field(s) or a new
layer of the page where additional information can be
entered.
Delete row icon (-) allows you to delete the additional
field(s) or new layer of the page.
Trash icon allows you to delete a recorded entry from a
page. A confirmation window appears to confirm if you
want to continue with the action or not. The delete
transaction will take place only once you Save the
changes on the page.
Serving staff members are not required to register as they receive
a login user name and password to access inspira. It is
recommended to change the assigned password to protect
personal data. The login ID and password are used to apply for a
job opening via the Internet or the Intranet site (iSeek).
To open inspira from the Intranet (iSeek):
1. Open the United Nations Intranet site (iSeek).
2. Navigate to inspira by selecting Jobs in the QuickLinks pane.
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NOTE: Serving staff members who are considered internal
applicants will be directed to the inspira login page.
3. In the inspira login page, enter your assigned user name and
your own password.
NOTE: Change the temporary password provided for security
purposes. Password changes can be done from the workflow
pane (see procedure To Change Passwords) or under My
Profile> Member Information.
4. In the left window pane, click on Self Service>Recruiting
Activities>Careers. The inspira Careers Home page appears in
the workspace area.
Change Your
Password
To change your password:
1. In the left window pane, locate and click on the Change My
Password option. The Change Password window appears in
the workspace area.
2. In the Current Password field, enter your current password.
3. In the New Password field, enter the new password. The rules
to create a new password are as follows:
NOTE: Remember that passwords are case sensitive.
• Must be a minimum of six (6) characters in length;
• Cannot match the previous password;
• May consist of letters (a-z, A-Z), numbers (0-9), or a
combination of both.
4. In the Confirm Password field, re-enter the new password.
5. Click on the Change Password button. A message appears
confirming that the password was successfully changed.
NOTE: In case you need login assistance, contact the Helpdesk.
Personalization
Settings
The personalization settings in inspira are default setups that
ensure optimal routine functions in the system. Users are strongly
advised not to make changes in the personalization settings and
keep the personalizations in default settings.
Close Inspira
On any inspira window, click on the Sign Out link located at the
upper corner of the window to exit the application.
Available Helpdesk
Support
Serving staff members who encounter problems using inspira
create an online help request at My HR Online
(http://myhronline.un.org/hriss.portal/) and the inspira Support
Centre in Bangkok will provide assistance. An e-mail will be sent
to acknowledge receipt of the request and provide the ticket
number assigned for each problem reported. Should solving the
problem require subsequent correspondence, please always refer
to the particular ticket number assigned to a specific problem
reported. Please do not use the [email protected] e-mail
address which is strictly intended for users with no access to My
HR Online.
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SECTION B: APPLICATION PROCESS
OVERVIEW
Overview of the
Application Steps
Applying for a position is accomplished in several steps. The
illustration below shows the high level steps that are performed in
the application process. All applicants undergo the first five steps;
the last step is undertaken by candidates who have been shortlisted for the position. Detailed procedures performed by
applicants in inspira are described in Section C: Application
Procedures.
STEP 1:
Search for Job
Openings
STEP 2:
Login to
Inspira
STEP 3:
Update My
Profile
STEP 4:
Complete
and/or Update
the Application
STEP 5:
Submit the
Application
STEP 6:
Assessment
and Interview
STEP 1: Search for Job Openings
The United Nations publishes job opportunities in a compendium
of job openings on a daily basis. You may actively search for a job
opening and apply to those you feel you qualify. You may also
save your search criteria as a Job Agent and have the results
automatically sent to your e-mail address.
Login is not required when searching for job openings; however,
to enter or update any information or to submit an application,
login is required.
STEP 2: Login to Inspira
To complete an application and apply for a job opening, you must
first log in to inspira. Use your assigned user name and temporary
password for a first time login. If you were not assigned an inspira
user ID and temporary password, contact the Executive Office or
Human Resources Management Office requesting access to
inspira. It is recommended to change the temporary password
provided for security purposes.
When logging in, you are allowed five (5) attempts to enter the
correct password, after which the system will automatically lock
your account. In this case, contact the Helpdesk to reset your
account.
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After a successful login, you will be able to start preparing an
application with or without applying for a job immediately.
NOTE: In case you need login assistance, contact the Helpdesk.
STEP 3: Update My Profile
The My Profile section of the application includes important
personal information i.e. name, address, phone number and email. It is this information that the United Nations will use to
contact you during the application process.
Any changes you make to your profile will automatically be
reflected in all of your application(s). You can update the
information in your profile at any time except for the following
fields, First Name, Last Name and Date of Birth. In the event that
your last name has changed by legal means, inform the Human
Resources Office and present the appropriate supporting
documentation. The Human Resources Office will update this
information in the system on your behalf.
STEP 4: Complete the Application
The My Profile, Application, Cover Letter, e-PASes and Answers
to the Pre-screening Questions make up a complete application.
The application form consists of several sections: Preferences,
Education and Work Experience, Skills, References, and Cover
Letter and Additional Information. Submitting a complete and
accurate application is integral in the application process.
All fields marked with an asterisk (*) are required fields that need
to be completed. When completing the application, remember to
save regularly to avoid losing information as the system times out
every sixty (60) minutes.
A resume is not accepted and is considered neither a substitute
nor a complementary document to a duly completed application.
Any supplemental information or documentation that the
Organization may require will be requested in the course of the
application.
Completing the application involves two parts:
Part 1 - Preparing the Application
After a successful login, you will be able to start preparing an
application with or without applying for a job immediately. It is
suggested that you prepare your application in advance even if
you are not planning to apply for a job opening right away, so that
once a position of interest has been identified, the application
process has already been started.
Use the Save function in the application form to save all data
entered in the application without submitting. Inspira allows saving
of one or more completed or partially completed application
form(s). Upon saving, a message may appear stating that some
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required fields, if any, are incomplete. Once the required fields are
completed, a message will indicate that you have successfully
saved the job application. You can return to the saved
application(s) for updates. You may also apply to several job
openings simultaneously using the same application or a slightly
revised version thereof. The latest saved version of the application
appears when you return to the system. It is important to update
the application every time you apply for a job opening.
Part of the application includes the writing of a cover letter. The
cover letter is the personal introduction that accompanies your
application. A cover letter should be brief, three to four
paragraphs, and as targeted as possible to the position applied
for. Also part of the application requirements includes submission
of copies of your latest two (2) e-PASes.
Part 2 - Answering the Pre-screening Questions
When you apply to a job opening, a series of pre-screening
question (between 10 and 15) will appear in your application
window. These pre-screening questions are specific to the job
opening and are used to determine your qualifications for the
position. You must achieve a passing grade of 80% to be
considered eligible for the position.
Once a job opening has been selected and linked to the
application, you may be prompted with a list of skills and, where
these appear, you must perform a self-assessment to evaluate
your level of proficiency for each skill listed. Where the skills have
been identified, you may be required to further demonstrate your
level of proficiency on these skills in a potential subsequent test
and/or interview.
Important Notes and Tips for Completing the
Application
Here are some tips for effectively completing an application:
•
Take the effort to understand the requirements of the job
opening that you are applying for and update your application
accordingly, prior to applying for the job opening.
•
Fill out all the information requested in the application.
•
Complete dates (day, month and year) are needed. For each
job you list under Work Experience, include the date you
started and the date your employment ended.
•
You must meet all the eligibility requirements in the job
opening as of the posting date.
•
Be sure that the information you enter for each job you have
held is accurate.
•
List each job held separately, do not just list your current job if
you have actually held different jobs with the same employer.
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•
Indicate any supervisory experience, now or in the past.
Describe your supervisory duties, if any, and include the
number and type of personnel you have supervised.
•
Provide a complete and accurate description of your duties.
Describe the duties you have performed that are relevant to
that job.
•
If you have experience that is required for a position, be sure
to include that in your application.
•
Be careful when using jargon buzzwords and lingo familiar
only to people in the field. These words/phrases should be
clearly defined so anyone reading your application can
understand them. You may want to ask a friend or family
member to read your application and tell you if there are
things in it that they do not understand.
•
For detailed information on how to complete an application,
refer to the Instructional Manual for Applicants on the Staffing
Component of Talent Management.
STEP 5: Submit the Application
Submit your application as early as possible after a job opening
has been posted and well before the deadline date stated in the
job opening. You will receive an e-mail acknowledgement
confirming successful submission of your application for the job
opening.
Further communications between the Organization and you may
vary depending on your suitability and eligibility for the position,
STEP 6: Assessment and Interview
a. Assessment
If you are found to be eligible for the position, you will be asked to
undergo an assessment. The assessment could be an in-tray
exercise, a case study, a presentation, a simulation exercise, a
technical test, an essay exercise, or another exercise to measure
a particular set of skills commensurate with the job. For detailed
information on each assessment methodology, refer to the
Instructional Manual for Applicants on the Staffing Component of
Talent Management.
b. Interview
Depending on your qualifications, the results of your answers to
the pre-screening questions and the assessment exercise, you
may be selected for a competency-based interview. Such an
interview might be conducted via telephone, video conference or
in person. The competency-based interview serves to learn more
about your combination of skills, attributes and behaviours that
are directly related to the successful performance on the job.
For detailed information on the competency-based interview, refer
to the Instruction Manual for the Applicant on the Staff Selection
System (inspira).
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SECTION C: APPLICATION PROCEDURES
Access the Careers Home Page
Inspira Careers
Home Page
This section describes the elements of the Careers Home page.
1) Navigate to the Careers Home page by selecting SelfService>Recruiting Activities>Careers from the left pane.
2) On the inspira Careers Home page, you can perform the
following actions, each described in more detail in the next
paragraphs:
a) Perform a Basic Job Search where you search for jobs
using keywords and/or when the job was posted.
b) Perform an Advanced Job Search where you can enter
more precise criteria to refine your job search such as
Select Locations or Select Job Families.
c) Manage your profile and applications, as well as required
attachments such as e-PAS, using the My Career Tools.
d) Receive Notifications in regard to a particular job
application.
e) Refer to the Latest Job Postings which display the most
recent job openings posted.
f)
Prepare your application using the ‘Apply now without
adding a job’ link.
NOTE: For a basic illustration on how to navigate through the
main inspira application screens, refer to Annex D Main Screen
Navigations Overview.
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Search for Job Openings
You may actively search for a job opening and apply to one or
several positions for which you feel you qualify. You may also
save your search criteria as a Job Agent and have the results sent
to your e-mail address.
Basic Job Search
Basic job search allows you to search for job openings based on
keyword descriptions and time of postings.
1) On the Careers Home page, locate the Basic Job Search box
and search for a job by:
a) entering search keywords in the Keywords field.
Keywords are words, phrases and acronyms used to
describe the target job. Keywords can be anything from
job titles to required skills; and/or
b) selecting a specified time when the job opening was
posted.
2) Click on Search. The search results display job openings that
contain the keyword specified and the following details:
a) Select the job checkbox;
b) Date when the job opening was created;
c) Posting Title containing the posting title of the position
which links to the job description details;
d) Department indicates the Department/Office of the
position;
e) Category refers to the category of the position;
f)
Grade refers to the grade level of the position;
g) Job Opening Number assigned to the position;
h) Job Family refers to the occupational group or sub-group
to which the position belongs;
i)
Location specifies the duty station of the position.
NOTE: If the list of available jobs spans more than one
window, use the navigational functions i.e. First, Previous,
Next, Last buttons and the scrollbar. Shortcut buttons to
Select All or Deselect All jobs are also available.
3) Check the box opposite your job opening of interest, and
either, click on:
a) Save Jobs to save the job in the My Saved Jobs folder; or
b) Apply Now to apply for the job opening.
4) Click on the Posting title to view the job opening description.
NOTE: Take the effort to review and understand the
requirements of the position before applying for the job
opening. Typically, in analysing a job opening, ask yourself
the following questions:
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•
Are they looking for competencies, skills and experience
that I have?
•
Am I able to do the job with minimal training?
•
What is an acceptable knowledge gap?
Job Opening = Transferable Skills + Knowledge Gap
5) On the top portion of the search results page, click on the icon
to view Quick Search criteria which allows you to:
a) view the search criteria used;
b) enter a new search criteria and perform a new Search; or
c) click on Save Search and create a Job Agent.
Save Search and
Create a Job Agent
You may save the job search criteria as a Job Agent and have
notifications about newly posted jobs that meet your criteria sent
to your specified e-mail address. The search criteria can be
edited, and the Job Agent notification turned on/off, at any time.
The saved search criteria can also be deleted as desired.
NOTE: Login is required in order to save your job search criteria.
1) On the Quick Search criteria box, after performing a job
search and specifying the search criteria, click on Save
Search.
2) On the Save Search section, complete the following
information:
a) Name your search - enter a name for the search criteria,
e.g. Programme Manager Jobs, P-3. This allows you to
create several Job Agents for various types of positions.
b) Use as Job Agent - check the box to receive automated emails whenever a new job opening is posted matching the
search criteria you specified. It is possible to uncheck the
box to disable the notification at anytime.
c) Send Job Agent notification to - enter the e-mail address
where you wish to receive the job notifications.
3) Click on Save Search to save the search criteria used.
4) My Saved Searches displays the following:
a) Saved Search – the name you used to identify the job
agent;
b) Created On - the date when you created the job agent;
c) Job Agent Email Address – the e-mail address you
specified to which job notifications will be sent;
d) Edit - allows you to edit the job search criteria and to turn
the Job Agent notification on or off;
e) Delete - allows you to delete the saved search criteria as
desired;
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f)
Advanced Job
Search
Run Search - allows you to perform a search on the saved
search criteria.
Advanced job search allows you to run a more targeted search by
indicating additional criteria such as Job Locations or Job
Families.
1) On the Careers Home page, locate the link that says
Advanced Search in the Basic Job Search box. Click on the
link to perform advanced job search.
2) On the Advanced Job Search section, complete one or more
of the following fields:
NOTE: Use Clear to reset the fields to its default values when
necessary.
a) Enter Keywords - enter keywords that relate to the
position of interest;
b) Select Locations - select where you wish to work; this field
contains locations of both main offices/regional and subregional offices and field mission locations; you can select
multiple locations by using the Ctrl or Shift keys;
c) Select Job Families - select the job families you are
interested in;
d) Full/Part-time – select the type of position whether fulltime, part-time, or on-demand;
e) Department - select the department/office for the position;
f)
Regular/Temporary - select the type of job, whether
regular or temporary. Regular refers to positions of one
year or longer. Temporary normally refers to positions of
less than one year;
g) Category refers to the category of the position;
h) Grade refers to the grade level of the position;
i)
Job Opening Number - enter the job opening number, if
known;
j)
Find Jobs Posted Within - select the time period during
which job openings were posted;
k) Display Results Sorted by - select how you want the
search results displayed.
3) When done specifying criteria in the advanced search fields,
select from the following:
a) Search to run the results based on the criteria specified;
b) Save Search to save the criteria as a Job Agent. See the
procedure Save Search and Create a Job Agent.
4) Click on Search. The search results display job openings that
meet your criteria and the following details:
a) Select the job checkbox;
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b) Date when the job opening was created;
c) Posting Title contains the posting title of the position
which links to the job description details;
d) Department indicates the Department/Office of the
position;
e) Category refers to the category of the position;
f)
Grade refers to the grade level of the position;
g) Job Opening Number assigned to the position;
h) Job Family refers to the occupational group or sub-group
to which the position belongs;
i)
Location specifies the duty station of the position.
NOTE: To sort through multiple job openings, use the
navigational functions i.e. First, Previous, Next, Last buttons
and the scrollbar. Shortcut buttons to Select All or Deselect All
jobs are also available.
5) Check the box opposite your job opening of interest, and
either click on:
a) Save Jobs to save jobs in the My Saved Jobs folder which
allows you to apply to multiple positions of interest; or
b) Apply Now to apply for the job opening.
NOTE: Take the effort to review and understand the
requirements of the position before applying for the job
opening to make sure you meet the qualifications.
6) On the top portion of the search results page, click on the icon
to view Advanced Search criteria which allows you to:
a) view the search criteria used;
b) enter a new search criteria and perform a new Search; or
c) click on Save Search and create a Job Agent. See the
procedure Save Search and Create a Job Agent.
Update My Profile
Update My Profile
The steps below describe how to update your profile. The
average time to complete the My Profile section is between 10
to 15 minutes.
1) Navigate to the Careers Home page by selecting SelfService>Recruiting Activities>Careers from the menu pane.
2) On the Careers Home page, click on My Profile in the My
Career Tools section. My Profile is composed of several
sections each described below.
NOTES:
All fields marked with an asterisk are required fields.
It is recommended that you save your entries after completion of
each profile section.
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In the event that your last name has changed by legal means,
inform the appropriate Human Resources Office and present the
appropriate supporting documentation. The Human Resources
Office will update this information on your behalf.
3) In the Member Information section, update the following
information as necessary.
a) User Name – this field is not editable.
b) Password – click on Change Password and enter a new
password, if desired.
c) Preferred Method of Contact – select the appropriate
answer from the drop-down on how you wish to be
contacted.
4) Name indicates other names such as for example a maiden
name. In the Name section, update the following information
as necessary. To update those fields that are not editable,
contact the Human Resources Office and present the
appropriate supporting documentation. The Human
Resources Office will update this information in the system on
your behalf.
a) Name Prefix – this field is not editable.
b) First Name – this is your given name as it appears on
your passport, this field is not editable.
c) Middle Name – enter your given middle name, if
applicable.
d) Last Name – this is your family name as it appears on
your passport, this field is not editable.
e) Other Name – indicate another name you may be known
by, i.e. maiden name.
5) Click on Save to save your entries before continuing.
6) Nationality indicates your country or, in case of multiple
nationalities, countries of nationality and residence. Where
legal steps have been taken or are about to be taken to
change your country of nationality, these are also indicated
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here. In the Nationality section, complete the following
information:
a) Country of Nationality – select the appropriate answer
from the drop-down.
b) Nationality at birth indicates your country of citizenship at
birth. In the Nationality at birth section, complete the
following information:
i)
Country of Nationality at birth – select the appropriate
answer from the drop-down.
NOTE: If you have more than one nationality at birth,
click on the Plus (+) sign icon to add a second or
more nationalities at birth. The Minus (-) sign icon can
be used to delete the particular record, if necessary.
ii)
Have you taken any legal steps towards changing
your present nationality – select the appropriate
answer from the drop-down. If Yes, continue to
answer the fields in Step 6.c below. If No, those fields
will be disabled, proceed to Step 6.d.
c) Legal steps towards changing nationalities indicates legal
initiatives taken to become a citizen or national of another
country, when applicable. The fields below are disabled if
you answered No in Step 6.b.ii above.
i)
Country – select the country where you aspire to
receive citizenship or are already a citizen of.
ii)
Effective or Expected Date – indicate the month, year
and date when the citizenship in another country took
effect or is expected to take effect.
iii) Please describe briefly - enter explanatory notes
related to your change of nationality.
iv) Do you have multiple nationalities - select the
appropriate answer from the drop-down. If Yes,
continue to answer the fields in Step 6.d below. If No,
those fields will be disabled, proceed to Step 6.e.
d) Nationalities indicate the country (or countries) of which
you are a national. In the Nationalities section, complete
the following information as applicable:
i)
Nationality - select your country (or countries) of
nationality.
ii)
Explanation - enter a brief description of your
nationality.
NOTE: If you are a citizen or national of more than
one country, click on the Plus (+) sign icon to add a
second or more nationalities. The Minus (-) sign icon
can be used to delete the particular record, if
necessary.
iii) Have you taken legal permanent resident status in
any country other than your current nationality - select
the appropriate answer from the drop-down. If Yes,
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continue to answer the fields in Step 6.e below. If No,
those fields will be disabled, proceed to Step 7.
e) Legal permanent residence in another country indicates
legal initiatives taken to become a permanent resident of
another country, when applicable. In this section,
complete the following information:
i)
Country - select the country (or countries) where you
have lawfully applied for permanent residence or
where you are already a legal permanent resident.
ii)
Date – click on the Calendar icon to specify the actual
or expected month, year and date when the legal
permanent resident status took or is expected to take
effect.
NOTE: The calendar defaults to the present date.
Make sure to update the default values by selecting
the appropriate month, year and date.
If you are a permanent resident of more than one
country, click on the Plus (+) sign icon to add another
record. The Minus (-) sign icon can be used to delete
the particular record, if necessary.
iii) You may attach a scanned copy of the first page of
your passport. If a passport is not available,
preferably an ID card, or a birth certificate may be
used.
7) Permanent address refers to your permanent residence,
typically your home country or country of nationality,
irrespective of where you may currently reside.
NOTE: The permanent address fields described below are not
editable and are pre-populated with information from the
system. To edit or make changes to your permanent address,
refer to the procedure How to Edit or Add Postal Addresses
found after the Update My Profile section.
a) Country - indicates your country of permanent residence.
b) Address 1 through Address 3 – indicates the street name
and/or number.
c) City – indicates the name of the city, town or village.
d) State – indicates the name of state, if any.
e) Postal – indicates the postal code.
f)
County – indicates the name of county, if any.
8) Current Address - indicate your current address if different
from your permanent address. To add a current address, click
on the +Add Current Address and complete the fields.
9) Email address indicates the electronic address where you
prefer to be reached.
NOTE: The e-mail address fields described below are not
editable and are pre-populated with information from the
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system. To update the e-mail address, in case necessary,
refer to the procedure How to Edit or Add Email Addresses
found after the Update My Profile section.
a) Primary Email Type – indicates the type of e-mail address
specified below. This field is not editable.
b) Email Address – this field is not editable.
10) Phone numbers indicate the contact numbers where you can
be reached. The phone number fields are not editable and are
pre-populated with information from the system.
NOTE: To update your phone number, refer to the procedure
How to Edit or Add Phone Numbers found after the Update
My Profile section.
a) Primary Phone Type – this field is not editable.
b) Phone Number – indicates the country code, area code,
number and, where applicable, extension number by
which you can be reached. This field is not editable.
11) Emergency Contact indicates the person to contact in case of
an emergency. In the Emergency Contact section, complete
the following information:
a) Name – enter the name of contact.
b) Phone Number – enter the phone number of contact
including the country code, area code, number and, where
applicable, extension number.
c) Relation - select the appropriate answer from the dropdown to indicate relation to contact person.
12) Employment with the United Nations indicates whether or not
you are currently employed by the United Nations. In the
Employment with the United Nations section, complete the
a) Are you currently working for any of the United Nations
Common System entity? - select the appropriate answer
from the drop-down. If Yes, continue to answer Step
12.a.i-v below. If No, those fields are disabled, proceed to
Step 13.
i)
Which UN entity are you working for? – indicate the
United Nations Secretariat or the Organization of the
United Nations Common System where you currently
work.
ii)
UN Index Number - indicate your respective Index
number assigned by the Organization. The Index
number refers to the number at the top right hand
corner of the "Statement of Earnings and
Deductions," not the number found at the back of the
grounds pass.
iii) Type of appointment or relationship with the
Organization - select the appropriate answer from the
drop-down.
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iv) When did you first commence employment with
United Nations? – click on the Calendar icon to
specify the date when you first started employment
with the United Nations.
v) Expiration date of current contract - click on the
Calendar icon to specify the date when your current
contract ends with the United Nations.
13) Questions for Former Employees provide information in
regard to previous employment in any of the United Nations
organizations. Indicate the latest (other than the current)
contractual relationship with any of the United Nations entities,
where applicable. In the Questions for former Employees
section, complete the following information:
NOTE: This field is disabled if you indicated Yes in Step 12.a
above that you are a current United Nations employee.
a) Have you previously worked for any United Nations
Common System entity? - select the appropriate answer
13.a.i-v below. If No, those fields are disabled, proceed to
Step 14.
i)
For which UN entity did you last work for? - indicate
the United Nations Secretariat or the Organization of
the United Nations common system where you
worked most recently.
ii)
Type of appointment or relationship with the
Organization - select the appropriate answer from the
drop-down.
iii) From: - click on the Calendar icon to specify the date
when you started employment with the United Nations
Common System.
iv) To: - click on the Calendar icon to specify the date
when you completed employment with the United
Nations Common System.
v) Reason for separation - select the appropriate answer
from the drop-down.
14) International Exposure indicates the periods you spent in a
city or cities outside of your home country, where applicable.
The information in this section should not duplicate or
substitute any information stated under the work experience
section, but may supplement it or include other relevant facts.
In the International Exposure section, complete the following
information:
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a) International Exposure - select the appropriate answer
14.a.i-iv below. If No, those fields are disabled, proceed to
Step 15.
i)
Locations where you lived outside of your home
country – select the city or cities where you lived
outside of your home country.
NOTE: If the city that you are looking for is not listed,
specify an entry similar to the sample screenshot
shown below, where the initials of the country +
OTHER CITIES is displayed.
ii)
From: - click on the Calendar icon to specify the date
when you started to live in another country.
iii) To: - click on the Calendar icon to specify the date
when you ended living in another country.
iv) Please briefly explain the circumstances: - enter a
brief description for each international exposure you
specify.
NOTE: Click on the Plus (+) sign icon to add another
record, when necessary. The Minus (-) sign icon can be
used to delete the particular record, if necessary.
15) In the Other Information section, complete the following
information:
a) Do you need any assistance pertaining to your ability to
perform the type of work related to the position for which
you wish to be considered - select the appropriate answer
15.a.i-ii below. If No, those fields are disabled, proceed to
Step 15.b.
NOTE: Since the Organization is committed to promote
the employment and social integration of persons with
disabilities, accommodation must be made for individuals
with disabilities to ensure the full enjoyment or exercise on
an equal basis at the work place, if and when required. It
is in this context that the Organization inquires about the
need for physical assistance.
i)
If Yes, physical assistance - select the appropriate
answer from the drop-down to indicate the type of
physical assistance needed to perform the work.
ii)
If Yes, please explain briefly - enter a brief description
of the physical assistance required to perform the
work.
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b) Working for the United Nations might require assignment
to any area of the world in which the United Nations might
have responsibilities. Do you need any assistance to be
able to travel? - select the appropriate answer from the
drop-down. If Yes, continue to answer Step 15.b.i-ii below.
If No, those fields are disabled, proceed to Step 15.c.
i)
If Yes, physical assistance - select the appropriate
answer from the drop-down to indicate the type of
physical assistance needed to travel.
ii)
If Yes, please explain briefly - enter a brief description
of the physical assistance required to travel.
c) Are you a successful candidate of the National
Competitive Recruitment Examination? - select the
appropriate answer from the drop-down. If Yes, continue
to answer Step 15.c.i-ii below. If No, those fields are
disabled, proceed to Step 16.
i)
Year – select the appropriate answer from the dropdown to indicate the year you passed the NCRE.
ii)
Occupational Group – select the occupational group
in which you passed the NCRE.
16) Click on Save to save your entries before continuing, then
click on Go to Next Page.
17) In the Marital Status section, complete the following
information:
NOTE: Only one spouse or partner is recognised by the
Organization.
18) Marital Status - select the appropriate answer from the dropdown. If you indicate Domestic Partner or Married for your
marital status, complete the following information:
a) Last Name of spouse or partner;
b) First Name of spouse or partner;
c) Date of Birth of spouse or partner;
NOTE: The calendar defaults to the present date. Make
sure to update the default values by selecting the
appropriate month, year and date of birth.
d) Nationality of spouse or partner;
e) Gender of spouse or partner;
f)
Employment Status of spouse or partner.
19) Information on Dependants indicates your dependent children,
including step children and legally adopted children, where
applicable. In the Information on Dependants section,
NOTE: If there is more than one dependant, provide the
information for each child. Click on the Plus (+) sign icon to
add a new dependant. The Minus (–) sign icon can be used to
delete the record, if necessary.
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a) Do you have dependent children? - select the appropriate
answer from the drop-down. If Yes, continue to answer
Step 19.a.i-vi below. If No, those fields are disabled,
proceed to Step 20.
i)
Last Name of child;
ii)
First Name of child;
iii) Date of Birth of child;
the appropriate month, year and date of birth.
iv) Nationality of child;
v) Gender of child;
vi) Relationship with child.
20) Relatives employed by the United Nations indicate family
members e.g. siblings, parents, children, and spouse or
partner, complete the following information:
NOTE: If there is more than one relative employed by the
Organization, provide the information for each person. Click
on the Plus (+) sign icon to add a new record. The Minus (–)
sign icon can be used to delete the record, if necessary.
a) Are any of your relatives employed by the UN Secretariat,
another UN entity or by another public international
organization? - select the appropriate answer from the
drop-down. If Yes, continue to answer Step 20.a.i-v
below. If No, those fields are disabled, proceed to Step
21.
i)
Last Name of individual employed by the United
Nations;
ii)
First Name of individual employed by the United
Nations;
iii) Relationship with individual employed by the United
Nations;
iv) Index Number (if any) of individual employed by the
United Nations;
v) The Organization with which the individual is currently
employed.
21) Click on OK to save your data profile entries. The first page of
My Profile appears.
How to Edit or Add Postal Addresses
Changes to the
Postal Address
The Permanent Address fields under My Profile are not editable.
To update your permanent address, in case necessary, you will
have to do it through the Self-Service menu found in the left
window pane.
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The steps below show how to edit the permanent address.
1) Navigate to the Home and Mailing Address page by selecting
Self-Service>Personal Information>Home and Mailing
Address.
NOTE: In the Personal Information page, the HOME address
refers to the PERMANENT address under My Profile. It is
therefore important for you to state your permanent address,
normally in the country of nationality as your Home address,
not as Mailing address, in the Personal Information page.
2) The fields indicating the address type, status, date as of,
country and address, are displayed. Click on the Edit button
for the corresponding address record you want to update and
complete the following:
a) Country - select the appropriate country.
NOTE: The fields default to address fields in the United
States. To select another country, click on the Change
Country link. The address fields may change depending
on the country selected.
b) Address 1 through Address 3 – indicate the street name
and/or number. Include a comma after the street name for
easier readability on the print version.
c) City – indicate the name of the city, town or village.
Include a comma after the city name for easier readability
on the print version.
d) State – indicate the name of state, if any.
e) Postal – indicate the postal code.
f)
County – indicate the name of county, if any.
3) Updates to the address fields will take effect on the same
date, by default. To change the date, click on the Calendar
icon and select the date when you want the updates to take
effect.
NOTE: The calendar defaults to the present date. Make sure
to update the default values by selecting the appropriate
month, year and date.
4) Click on Save to save the updates to the address type where
you made changes.
5) A message indicating that you successfully saved the updates
is displayed. Click on the OK button. This will bring you back
to the Home and Mailing Address page.
6) In the Address Type field, indicate if your mailing address is
different from your home address. If so, select Mail from the
drop-down list and then click on the Add button.
7) Complete the Add Mailing Address fields, as applicable.
8) Click on Save to save the entries in the address fields.
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9) A message indicating that you successfully saved the mailing
address is displayed. Click on the OK button. This will bring
you back to the Home and Mailing Address page.
How to Edit or Add Phone Numbers
Changes to the
Phone Numbers
The Phone Number fields under My Profile are not editable. To
update your phone number, in case necessary, you will have to do
it through the Self-Service menu found in the left window pane.
The steps below show how to edit or add phone numbers.
1) Navigate to the Phone Numbers page by selecting SelfService>Personal Information>Phone Numbers.
2) The fields indicating the phone type, telephone number,
extension number, and a checkbox to indicate the phone
number is the preferred number by which you want to be
reached are displayed. Be sure to include the country code,
area code, number and, where applicable, extension number.
Update the phone number fields as necessary, or if you want
to remove a particular phone number record, click on the
Delete button.
NOTE: You cannot delete the preferred phone number unless
you designate a new preferred phone number.
3)
Click on the Add a Phone Number button to add a new phone
record and complete the fields.
NOTE: When you have multiple phone entries, at least one
phone entry must be designated as the preferred phone. The
system allows you to designate only one preferred phone.
4) Click on Save to save your phone record entries.
5) A message indicating that you successfully saved the entries
to the Phone Numbers page.
How to Edit or Add Email Addresses
Changes to the
Email Address
The Email Addresses fields under My Profile are not editable. To
update your e-mail address, in case necessary, you will have to
do it through the Self-Service menu found in the left window pane.
The steps below show how to edit the e-mail address.
1) Navigate to the Email Addresses page by selecting SelfService>Personal Information>Email Addresses.
The fields indicating the e-mail type, e-mail address, and a
checkbox to indicate the preferred e-mail address by which
you want to be reached are displayed. You cannot update the
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e-mail address on record, however you can remove the entry
by clicking on the Delete button.
NOTE: At least one e-mail address entry must be designated
as preferred. You cannot delete the preferred e-mail address
unless you designate a newly preferred one.
2) Click on the Add an Email Address button to add a new e-mail
address and complete the fields.
NOTE: When you have multiple e-mail addresses, at least
one must be designated as the preferred e-mail address. The
system allows you to designate only one preferred e-mail
address.
3) Click on Save to save your e-mail address entries.
4) A message indicating that you successfully saved the entries
to the Email Address page.
Prepare the
Application
Prepare the Application without Applying
for a Job
Inspira allows you to prepare and save one or more fully or
partially completed applications without applying to one or several
particular job opening(s) immediately.
The steps below show how to prepare the application. The
average time to complete the Application using Copy & Paste
from Galaxy and with 1 current and 4 previous work
experiences, is between 60 to 90 minutes.
1) Navigate to the Careers Home page by selecting SelfService>Recruiting Activities>Careers.
2) On the Careers page, there are two ways to access the
Application window:
a) Select the job opening you are interested in and click on
the Apply Now button;
Or if you wish to prepare your application in advance,
b) Click on the Apply now without adding a job link at the
bottom of the page.
NOTE: The procedures for the completion of the application
are the same whichever option you choose. For our example,
we have chosen the second option ‘Apply now without adding
a job.’
3) Click on the Apply now without adding a job link at the bottom
of the page.
4) The Apply Now page appears, select I wish to continue and
click on the Continue button.
5) The Apply Now - Complete Application page appears and the
following information is displayed:
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a) Click on the Add Job to Application link if you want to
attach this application to a job opening, optional.
NOTE: Currently there is no position that is linked since
the application is being prepared without immediately
selecting and applying for a job opening. This section
allows you to identify a position of interest and attach it to
the application later.
b) In the Consider me for these Job Families field select one
or more job families that you are interested in. To make
multiple selections, use the Ctrl or Shift keys.
c) Your basic profile information consisting of your name and
address is displayed.
6) The application form consists of several sections, namely,
Preferences, Education and Work Experience, Skills,
References, and Cover Letter and Additional Information,
each section described below.
Preferences
Preferences
Indicate your preferred field of work and preferred work location(s)
in this section. You can also sign up for the Job Alert which will
send you e-mail notifications on newly posted job openings based
on the criteria specified in your preferences. Complete the
following information in this section.
NOTE: All fields marked with an asterisk are required fields. Make
sure you click on Save after completion of each section.
1) How did you come to apply for employment with the UN? select the appropriate answer from the drop-down to indicate
how you came to apply for a position in the Organization.
a) If Other is selected in Step 1, enter a brief explanation.
2) In the Preferred field of work/desired occupational group,
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a) Occupational Group - click on the Look up icon and select
from the list the job families or categories you are
interested in.
NOTE: Occupational group or sub-group/Job family refers
to the various occupations and sub-occupations that exist
in the Organization which are grouped into larger fields of
work and occupational groups on the basis of similarity of
functions, to facilitate data collection and sharing. Click on
the Plus (+) sign icon to specify more than one job
categories. You can specify up to 5 occupational groups.
The Minus (–) sign icon can be used to delete the
selection, if necessary.
b) Functional Title - click on the Look up icon and select from
the list of functional titles. Only functional titles associated
with the selected Occupational Group will appear in the
list.
NOTE: Click on the Plus (+) sign icon to specify more
than one functional title. The Minus (–) sign icon can be
used to delete the selection, if necessary.
3) Main Offices – select the appropriate answer from the dropdown. If you are interested in working in one of the United
Nations main offices, select one or several office(s) from the
list. Click on the Plus (+) sign icon to specify more than one
main office. The Minus (–) sign icon can be used to delete the
selection, if necessary.
4) Field Missions - if you are interested in working in one or
several of the United Nations field missions, click on the Look
up icon and select the desired Field Mission(s).
NOTE: A field mission supports peace-keeping operations or
special political missions and may be designated as a familymission or a non-family mission. Click on the Plus (+) sign
icon to specify more than one mission. You can specify up to
5 field missions. The Minus (–) sign icon can be used to
delete the selection, if necessary.
5) Would you accept short-term assignments of less than 12
months? - select the appropriate answer from the drop-down.
6) Are you interested in working as a Consultant? - select the
appropriate answer from the drop-down.
7) Are you interested in working on a part-time basis? - select
the appropriate answer from the drop-down.
8) Are you interested in receiving e-mails in case that a job
appears that fits your qualifications? (Job Alert) - select the
appropriate answer from the drop-down. If yes, you will
receive automatic e-mail notifications on newly posted job
openings based on the criteria specified in your application
preferences. If you wish to, you can unsubscribe from the Job
Alert at anytime.
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9) Click on Save to save the entries. Proceed to complete the
Education and Work Experience section described next.
NOTE: It is important to click on Save in the Complete
Application page in order to save all entries made; otherwise
all data entered will be lost after you log out.
Education and Work Experience
Education and Work
Experience
Provide details on your work history, educational institutions
attended, and diplomas/degrees or equivalent academic
qualifications obtained.
It is important to complete all information on education and work
experience accurately in the application as this information is used
for system-automated pre-screening and it serves as the basis for
evaluating your eligibility and suitability for a job opening.
Since appointment at the United Nations is subject to satisfactory
and complete verification of academic qualifications and
employment verification, reference checks on the information
stated in these sections are undertaken for candidates under
closer consideration. A candidate for whom reference checks are
conducted is notified accordingly.
Refer to the Information Checklist for Education and Work
Experience in Annex B Application Checklist.
Add Work Experience
Starting with your present employer, list every position held in
reverse chronological order. Duly complete all fields and indicate
every employment held from age 18 and higher, including service
in the armed forces, where applicable. Internships, if any, are also
indicated here. Note any period during which you were not
gainfully employed. In cases where you worked with one employer
but held several positions, you must indicate every job held
separately. This is important for determining your eligibility and
suitability.
Click on the link +Add Work Experience and complete the
information.
NOTE: All fields marked with an asterisk are required fields.
1) In the Enter Employment Details section, complete the
a) Is this a civil servant position in your government? select the appropriate answer from the drop-down.
b) Is this a position in the UN Secretariat? - select the
appropriate answer from the drop-down. If Yes, Step 1.c
below is disabled. If No, continue to Step 1.c.
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c) Is this a position in another UN entity? - select the
appropriate answer from the drop-down. If Yes, continue
to Step 1.d to f below. If No, those fields are disabled,
proceed to Step 1.g.
d) If UN system, type of contract appointment or relationship
with the Organization - select the appropriate answer from
the drop-down.
e) If UN system, grade & level - specify the job category and
grade level. Click on the Lookup icon for Category and
select from the list. Click on the Lookup icon for Grade
and select from the list.
f)
Please indicate whether this level is: - select the
appropriate answer from the drop-down.
g) Job Title - enter your current functional title.
NOTE: If you held more than one job with the same
employer, enter each job separately.
h) Name of Employer - enter the name of your current
employer. If the name of employer is longer than the field,
state the abbreviated name. Provide the full name of the
employer in one of the address fields under the Employer
Address section below.
i)
Website of Employer - enter the website name of your
current employer’s website.
2) In the Employer Address section, complete the following
information:
a) Country - select the appropriate answer from the dropdown. This is your employer’s headquarter location, not
where you worked which may be different. Your duty
station is indicated in a separate field.
NOTE: The address fields may change depending on the
country selected.
g) Address 1 through Address 3 – indicate the street name
and/or number. Include a comma after the street name for
easier readability on the print version.
NOTE: Provide the full name of your employer including
the Department/Organisational Unit, as applicable.
h) City – indicate the name of the city, town or village.
Include a comma after the city name for easier readability
on the print version.
i)
State – indicate the name of state, if any.
j)
Postal – indicate the postal code.
k) County – indicate the name of county, if any.
3) In the Duty Station, Contact Information and Job Status
section, complete the following information:
a) Duty Station - click on the Lookup icon and select the duty
station where you served or are currently serving.
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b) Employer’s Phone/Fax - enter the telephone and fax
number of the employer including the country code, area
code, number and, where applicable, extension number.
c) Supervisor’s e-mail address - enter the e-mail address of
your supervisor.
d) From: click on the Calendar icon and select the date you
started working for this employer.
e) Present Job checkbox - select this field if the specified
employer is your current employer.
f)
To: this field is enabled if this is not your current position.
If enabled, click on the Calendar icon and select the date
you left this particular job.
g) Indicate Notice Period - specify the number of weeks
required to submit a notice of separation/resignation from
this position.
h) Do you have any objections to contact your current
employer for reference? - select the appropriate answer
from the drop-down. If Yes, explain briefly why you object
to contacting your current employer. This field only applies
to your present job; otherwise it will be disabled.
4) In the Type of Business section, complete the following
information:
a) Type of Business - select the appropriate answer from the
drop-down. If you select Other, explain the nature of
business in the If Other please explain field.
b) Occupational Group - click on the Lookup icon and select
from the list the job family that best describes the field of
work or similarity of functions.
c) Field of Work - click on the Lookup icon and select from
the list. Only fields of work associated with the selected
Occupational Group will appear in the list.
d) Area of Specialty - click on the Lookup icon and select
from the list. Area of specialty refers to the specific skills
or knowledge performed on the job. Only areas of
specialty associated with the selected Field of Work will
appear in the list.
5) In the Supervisor, Employment Type, Salary Information,
Duties and Achievement section, complete the following
information:
a) Name of Supervisor - enter the Name of Supervisor with
whom you worked or are currently working with.
b) Self-Employed checkbox – check if self-employed.
c) Employment type - select the appropriate answer from the
drop-down. Indicate whether you hold/held a full time or
part time position with the employer and the relevant parttime percentage.
d) Provide details if not full time - describe the position you
hold/held if not a full time position.
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e) Salary (Starting and Ending) - enter the monthly salary
received.
NOTE: For positions held with the United Nations or any
of the United Nations Common System, it is not
necessary to state the salary, as the position and level
held provide sufficient indication. However, for
employment held outside of the United Nations Common
System, an indication of the salary is mandatory.
f)
Currency – click on the Look-up icon and select the
currency code in which you were/are paid.
g) Number of Employees Supervised - if you held a
supervisory role, enter the number of employees you
directly supervised.
h) Kind of Employees directly Supervised - select the
appropriate answer from the drop-down to indicate the
type of employees you directly supervised.
i)
Description of duties - describe the tasks performed on
the job on a daily basis. The character limit for this field is
2,500 characters. Spell check your entry by clicking on the
Spell Check icon.
j)
Summarize your achievements - describe what you have
accomplished and achieved during the stated period of
employment, as opposed to the tasks performed on a
daily basis. The character limit for this field is 2,500
characters. Spell check your entry by clicking on the Spell
Check icon.
k) Reason for leaving – briefly explain why you separated
from this position. Spell check your entry by clicking on
the Spell Check icon.
6) Click on Save & Add More to save the entries and to add
another job held at the same or another employer.
7) After completing the Work Experience section, click on Save
& Return.
8) Click on Save once you return to the Complete
Application page.
Application page in order to save all entries made;
otherwise all data entered will be lost after you log out.
Add Education Details
Starting with the highest educational level obtained, list the
schools and universities you have attended from age 14 and
higher in reverse chronological order, and duly complete all fields.
UN Trainings, if any, are indicated under Skills described in the
next section.
Click on the link +Add Education Details and complete the
information.
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1) In the Enter Education Details section, complete the following
information:
a) Name of Institution - enter the name of the accredited
educational institution you attended or are attending.
b) Type of Institution - select the appropriate answer from
the drop-down to indicate the type of learning institution.
c) Institution Web Site - enter the institution’s website, if
available.
d) Is this the Highest Level of Education attained? - select
the appropriate answer from the drop-down.
e) City - enter the name of city where the educational
institution is located.
f)
Country - select the appropriate answer from the dropdown to specify the name of the country where the
institution is located.
g) Degree Obtained - specify whether or not you obtained
the degree. If No, select the reason why you did not or
have not yet obtained the degree, and proceed to Step
1.h below. Step 1.h will be disabled if you answered Yes.
h) If No, please explain briefly - select the appropriate
answer from the drop-down to indicate the circumstance
as to why you did not obtain the degree from the
institution (as applicable).
i)
Attended (From) - click on the Calendar icon and select
the date when you started attending the educational
institution.
j)
Attended (To) - click on the Calendar icon and select the
date when you finished attending the educational
institution, if applicable.
appropriate month, year and date.
k) Degree/Diploma Obtained - select the appropriate answer
from the drop-down to specify the type of degree or
diploma obtained.
NOTE: If you indicate ‘C-HS Diploma’ as your
degree/diploma obtained, the next two fields (Main
Course of Study and Field of Study) will be optional.
l)
Main Course of Study - click on the Lookup icon and
select the course discipline that you pursued.
m) Field of Study - click on the Lookup icon and select the
field of study that best describes the course attended.
n) Additional Comments - enter any comments that support
or clarify course and field of studies indicated.
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o) Teaching Method - select the appropriate answer from the
drop-down.
p) Title in English or French - enter the title of the degree
earned in English or French.
q) Exact Title in Original Language - enter the official title of
the degree earned in its original language as conferred by
the institution upon completion of the course.
r)
Enrolment Status - select whether you were attending the
educational institution on a full-time or part time basis.
2) Click on Save & Add More to save the entries and to add
another record for education details.
3) After completing the Education Details section, click on Save
& Return.
4) Click on Save once you return to the Complete Application
page. Proceed to complete the Skills section described next.
Skills
Skills
On the Complete Application page, click on the Skills link and
complete the information.
When completing the application without applying to a job
opening, the Skills section consists of the following parts: UN
Training, Licenses and Certificates, Languages and Publications.
To add details for each, click on the corresponding +Add button.
UN Training
This section applies only to current and former United Nations
staff members. Indicate the United Nations training courses
attended, if any. Where this is not the case, this section is left
blank.
Click on the +Add UN Training link and complete the information.
1) In the UN Training section, complete the following information:
a) UN Training - enter the name of the UN training course
attended. The character limit for this field is 100
characters.
b) Date - click on the Calendar icon and select the date
when you completed the training.
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2) Click on Save & Add More if you want to save and add
another UN training course.
3) After completing the UN training courses, click on Save &
Return.
NOTE: Choose Cancel to disregard the entries made, if
necessary.
page. Proceed to complete the Licenses or Certificates
section described next.
Add Licenses or Certificates
Indicate any licenses or certificates obtained from recognized
authorities, other than UN training certificates, e.g. the successful
passing on any of the United Nations Examinations for:
- Accounting Assistant
- Administrative Support Assessment Test (UNASAT)
- Editorial/Desktop Assistant
- Language Reference Assistant
- Statistical Assistant
Click on the +Add Licenses and Certificates link and complete the
information.
1) In the Certification Details section, complete the following
information:
a) Certification - click on the Lookup icon and select the
license and certificate received.
b) Field of Study or brief description - briefly describe the
training received to obtain the license or certificate.
c) Date Obtained - click on the Calendar icon and select the
date when you obtained the license or certification.
NOTE: The calendar defaults to the present date. Make sure
to update the default values by selecting the appropriate
month, year and date.
another license or certification detail.
3) After completing the license or certifications, click on Save &
Return.
necessary.
page. Proceed to complete the Languages section described
next.
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otherwise all data entered will be lost.
Add Languages
State your mother tongue and indicate your knowledge of other
languages, as applicable. Indicate also if you successfully passed
the official United Nations Language Proficiency Examination,
where applicable.
The Organization uses the descriptive levels Basic, Confident and
Proficient to characterize a person’s ability to read/speak/
understand/write a specified language. Each higher level implies
control of the previous levels' functions and accuracy.
The language proficiency levels are defined as follows:
a. Proficient
The capacity to achieve most communicative
goals and express oneself on a familiar range of
topics.
The ability to communicate in a limited way in
familiar situations and to deal in a general way
with non-routine information.
The ability to deal with simple, straightforward
information and begin to express oneself in
limited contexts.
b. Confident
c. Basic
For more information, refer to Annex C Language Proficiency
Description.
Click on the +Add Languages link and complete the information.
1) In the Enter Language Details section, complete the following
information:
a) Languages - select the language, as applicable, including
your mother tongue.
b) Reading Proficiency - select the appropriate answer from
the drop-down to indicate your level of proficiency to read
in the language specified. Refer to the general guidance
provided in Annex C Language Proficiency Description.
c) Speaking Proficiency - select the appropriate answer from
the drop-down to indicate your level of proficiency to
speak in the language specified. Refer to the general
guidance provided in Annex C Language Proficiency
Description.
d) Understanding Proficiency - select the appropriate answer
from the drop-down to indicate your level of proficiency to
understand in the language specified. Refer to the general
guidance provided in Annex C Language Proficiency
Description.
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e) Writing Proficiency - select the appropriate answer from
the drop-down to indicate your level of proficiency to write
in the language specified. Refer to the general guidance
provided in Annex C Language Proficiency Description.
f)
How Acquired? - select the appropriate answer from the
drop-down to indicate the manner on how the language
skill was acquired.
g) Mother/Principal Tongue - select if the language specified
is your mother/principal tongue.
h) Successfully passed UN Language Proficiency Exam? select if you passed the official UN Language Proficiency
Examination in any of the six official United Nations
languages (Arabic, Chinese, English, French, Russian,
Spanish), where applicable.
another language.
3) After completing the language details, click on Save & Return.
necessary.
page. Proceed to complete the Add Publications section
described next.
Add Publications
List recognized publications that you have written and published, if
any.
Click on the +Add Publications link and complete the information.
1) In the Enter Publications section, complete the following
information:
a) Title of Publication - enter the title of the publication which
you authored or co-authored.
b) Journal/Publisher - enter the name of journal or publisher
that published your work.
c) Date Published - click on the Calendar icon and specify
the date when the work was published.
another publication.
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3) After completing the Add Publications section, click on Save &
Return.
necessary.
page. Proceed to complete the References section described
next.
References
References
On the Complete Application page, click on the References link
and complete the information.
You are required to list three (3) persons as contact references
who are familiar with your character and qualifications but to
whom you are not related, i.e. you may indicate present or past
supervisors, colleagues and/or mentors.
Refer to the Information Checklist for References in Annex B
Application Checklist.
Click on the +Add Reference link and complete the information.
1) In the Enter Reference Details section, complete the following
information:
a) Reference Type - select the appropriate answer from the
drop-down. This field describes the nature of
acquaintance between the reference person and you.
b) Reference Name - enter the name of the reference
person.
c) Position - enter the position/title held.
d) Organization - enter the organization with which the
reference is associated.
e) Telephone - enter the telephone number including the
country code, area code, number and, where applicable,
extension number.
f)
Email ID - enter the e-mail address.
g) Country - select the country of residence of the reference.
h) Address 1 through Address 3 - enter the address where
the reference can be reached by postal mail. Depending
on where the reference wants to be reached, this may be
the reference’s home address or employment address.
Include a comma after the street name for easier
readability on the print version.
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i)
City - indicate the name of the city, town or village. Include
a comma after the city name for easier readability on the
print version.
j)
State – indicate the name of state, where applicable.
k) Postal – indicate the postal zip code.
l)
County - indicate the name of county, where applicable.
m) How do you know this person? - select the appropriate
answer from the drop-down to indicate how you came to
know the reference person. If none of the selections
apply, choose Other. If Other is selected, describe the
nature of relationship between the reference person and
you.
another reference.
3) After completing the References section, click on Save &
Return.
necessary.
page. Proceed to complete the Cover Letter section described
next.
Cover Letter and Additional Information
Cover Letter and
Additional
Information
After you have prepared the application and identified the job
opening(s) for which you want to apply, complete the application
requirements including writing of the cover letter and uploading of
documents that are required by the Organization, i.e. copies of
your latest two (2) e-PASes.
Write the Cover Letter
Write the cover letter in the space provided and labeled as ‘Cover
Letter: Describe how your experience, qualifications and
competencies match the position for which you are applying.’
A cover letter should be brief, three to four paragraphs, and
should be as targeted as possible to the position applied for.
Contents for the cover letter should focus on the most relevant
parts of your background that relate to the job opening.
Refer to the materials offered by the United Nations HR Career
Resource Centre for guidance in writing effective cover letters.
On the Complete Application page, click on the Cover Letter and
Additional Information link and complete the information.
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1) In the Cover Letter and Additional Information section, use the
space provided to enter the text for your cover letter. The
character limit for this field is 3,900 characters. Spell check
your entries by clicking on the Spell Check icon.
2) Click on +Add Attachment to attach electronic documents that
are required by the Organization, i.e. copies of your latest two
(2) e-PASes. Refer to the procedure Attach the e-PAS
described next.
3) Answer the question ‘Have you ever been indicted, fined or
imprisoned for the violation of any law (excluding minor traffic
violations)?’ - select the appropriate answer from the dropdown. If No, the next three fields will be disabled. If Yes,
proceed to answer the next three fields described as follows.
i)
If Yes, Reason: - select the reason for the violation.
ii)
Resolution: - select how the violation was resolved.
iii) If yes, please explain briefly: - enter other pertinent
information that may shed light on the violation
committed.
4) In the Personal Information section, complete the following
information:
a) Date of Birth - contains the month, date and year of birth
on record with the United Nations. This field is not
editable.
b) Gender - select the appropriate answer from the dropdown.
5) Use the Save button to save all data entered in the
application.
Attach the e-PAS
Attach the e-PAS
As part of your application, you are required to attach copies of
your latest two (2) e-PASes. Click on the +Add Attachment link
under Cover Letter and Additional Info section.
NOTE: Due to limitations in bandwidth capacity, consider the
types and the file sizes of documents that you attach with the
application. The pdf version of a document is preferred. Attach
only documents that are required and/or preferred by the
Organization. Resumes are not accepted.
1) In the Add Attachments page, specify the following:
a) Attachment Type: select the appropriate answer from the
drop-down.
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b) Attachment Purpose: explain briefly what the file
attachment is for.
2) Click on Add Attachment.
3) Use the Browse button to locate and select the file to attach.
Once ready for attachment, click on Upload to upload the file
in the system.
The filename of the document that has been uploaded will be
displayed.
NOTE: Choose Cancel to disregard attachment and return to
the previous page, when necessary.
4) After attaching the e-PAS, you will be back in the Complete
Application page. Click on Save to save the attachment in the
application.
Apply to Specific Job Opening(s)
Apply to Specific
Job Opening(s)
The steps below show how to apply to specific job opening(s).
1) Navigate to the Careers Home page by selecting SelfService>Recruiting Activities>Careers from the menu pane.
2) On the Careers page, select the job opening you are
interested in and click on the Apply Now button.
3) The Apply Now page appears, select I wish to continue and
click on the Continue button.
4) The Complete Application page appears and the following
information is displayed:
a) Position title linked to the Application - this shows the job
opening you may have previously linked to the
application.
NOTE: If your application is being prepared without
immediately selecting and applying for a specific job
opening, there is no position displayed as linked to the
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application. The sample screen above shows that a job
opening has been linked to the application.
You may:
i)
click on Remove to delete the position linked to the
application; or
ii)
click on Add Another Job to Application to link a new
position to the application.
b) Your basic profile information consisting of your name and
address is displayed.
5) Review the information previously entered in each section and
update as necessary.
6) In the Skills section, depending on the job opening selected, a
set of associated questions and skills relevant to the position
may appear. The screen below shows sample skills and
questions.
a) The skills that appear are based on the requirements of
the position. In the Proficiency field, select your level of
proficiency opposite the skill required for the job.
The proficiency levels used are as follows:
0 - Not Observed
1 - Unsatisfactory
2 - Requires Development
3 - Fully Competent
4 - Outstanding
NOTE: Click on the Plus (+) sign icon to add a new skill, if
desired. Note that there is no minus button that can be
used to delete the skill, once added.
Where the skills have been identified, you may be
required to further demonstrate your level of proficiency
on these skills in a potential subsequent test and/or
interview.
b)
You will also be required to answer the series of prescreening questions (between 10 and 15) associated with
the job opening. These are yes/no, true/false or multiple
choice questions, are objective, relate to the job opening,
and will assist in filtering applicants. The threshold for
passing is 80%.
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Submit the Application
Submit the
Application
The steps below show how to submit the application.
1) On the Complete Application page, click on the Submit button
to submit the application for the selected job opening(s).
2) The UN Terms and Agreements appear. Read the
employment terms and select I agree to these terms. Unless
you agree to the terms and agreements stipulated by the
Organization, the Submit button will remain disabled and you
will not be able to submit the application.
3) Click on Submit to submit the application.
4) The My Applications page appears. This page displays a
message that your application has been successfully
submitted. You will also receive an acknowledgement of your
application by e-mail.
My Applications page provides you with an overview of the
application(s) that you have saved or submitted along with the
corresponding status remark i.e. "Applied," "Under Consideration,"
"Rostered," etc. Please refer to Annex D for a sample screenshot.
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Annex A - Printing on A4 Paper
The steps below outline how to adjust the size of the Letter (8.5 x 11) formatted page to print on A4
paper.
Open the file in Adobe Reader.
On the main menu, click on File>Print Setup. The Print Setup dialog box appears:
In the Paper section, change the Size from Letter to A4.
Click on the OK button.
On the main menu, click on File>Print
In the Paper Handling section, change the Page Scaling option to Fit to Printable Area.
NOTE: Depending on the version of Adobe being used, the Page Scaling options may be different.
Click on OK to print the document.
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Annex B – Application Checklist
Information Checklist for Education and Work Experience
It is recommended to have the following information on hand, where applicable, when completing the
Education and Work Experience section.
a. Employment details as follows:
•
Name(s) of current and previous employer(s)
•
Postal address(es) of employers
•
Employer contact nos. (phone & fax)
•
Website of current and previous employers
•
Jobs held (current and previous, if any)
•
Name(s) of supervisor(s)
•
Email address(es) of supervisor(s)
•
Employment start and end dates
•
Salary history
•
Duties performed on a daily basis for each job held
•
Summary of achievements for each job held
•
Reason(s) for leaving employer(s)
In addition, for employment with the United Nations, the following details are important:
•
Name of Employer – a current staff member should indicate the Department, Office or Mission
where he/she works
•
Contract type as well as start and end dates
•
Job category
•
Grade level
•
Special Post Allowance (where applicable)
b. Education details as follows:
•
Name(s) of educational institution(s) attended from age 14
•
Course(s) attended
•
Course start and end dates
•
Diploma(s)/degree(s) obtained
•
Postal address(es) of educational institution(s)
•
Website(s) of educational institution(s) attended
Information Checklist for References
It is recommended to have the following information on hand, where applicable, when completing the
References section.
• Name of reference person
• Position title
• Organization they work or are associated with
• Telephone number
• Email address
• Complete postal address
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Annex C – Language Proficiency Description
The matrix below aims to illustrate, but does not exhaustively describe, the proficiency skills a person may
possess in each respective level. This serves as a general guide to ascertaining language skills level.
Levels
Listening
Speaking
Reading
Writing
Proficient
Can understand
extended speech
and follow even
complex lines of
argument provided
the topic is
reasonably familiar.
Can understand
most TV news and
current affairs
programmes.
Can interact with a
degree of fluency and
spontaneity that
makes regular
interaction with native
speakers quite
possible. Can take an
active part in
discussion in familiar
contexts, accounting
for and sustaining
own views.
Can read articles
and reports
concerned with
contemporary
problems in which
the writers adopt
particular attitudes
or viewpoints. Can
understand
contemporary
literary prose.
Can write detailed
text on a wide
range of subjects
related to personal
interests. Can
write reports,
giving reasons in
support of or
against a particular
point of view. Can
write letters
conveying the
personal
significance of
events and
experiences.
Confident
Can understand the
main points of clear
standard speech on
familiar matters
encountered in
work, school,
leisure, etc. Can
understand the
main point of many
radio or TV
programmes on
current affairs or
topics of
professional
interest when the
delivery is slow and
clear.
Can deal with most
frequent situations
while traveling in an
area where the
language is spoken.
Can enter
unprepared into
conversation on
topics that are
familiar, of personal
interest or pertinent
to everyday life (e.g.
family, hobbies, work,
travel and current
events).
Can understand
texts that consist
mainly of high
frequency,
everyday or jobrelated language.
Can understand
the description of
events, feelings
and wishes in
personal letters.
Can write simple
connected text on
topics which are
familiar or of
personal interest.
Can write personal
letters describing
experiences and
impressions.
Basic
Can understand
phrases and the
highest frequency
vocabulary related
to areas of most
immediate personal
relevance (e.g. very
basic personal
family introduction,
shopping, local
area and
employment).
Can communicate in
simple and routine
tasks requiring a
simple and direct
exchange of
information on
familiar topics and
activities. Can handle
very short social
exchanges, with
limited vocabulary
restricted to personal
information and
topics of interest.
Can read very
short, simple texts.
Can find specific
predictable
information in
simple everyday
material
(advertisements,
brochures, etc.)
and can
understand short
simple personal
letters.
Can write short,
simple notes and
messages relating
to matters in areas
of immediate
needs. Can write
very simple
personal letters
(e.g. thanking
someone for
something).
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Annex D – Main Screen Navigations Overview
On the Careers Home page, you can do the following:
Use My Career Tools to
manage your:
Applications – shows the
total number of
applications you have
saved; this does not
necessarily reflect the
number of applications
submitted
Perform a Job Search
Receive Notifications,
such as when you
sign-up for job alerts
View the latest job
postings
-Check the box to
select the job
opening you want to
apply to and then
click on Apply Now
Attachments – shows the
number of attachments
(e.g. e-PASes) uploaded
in the system
My Profile – opens the My
Profile page
Prepare, access
and/or edit the
application without
applying for a job
immediately
________________________________________________________________________
Once you have updated your profile and you are ready to exit the My Profile section, click on the
link Careers Home to return to the Careers Home page:
Click on Careers
Home to return to
the Careers Home
page; from the
Careers Home
page, click on
Apply now without
adding a job (see
previous screen) to
access the
Complete
Application page
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From the Careers Home page, click on the link Apply now without adding a job if you want to
prepare, access and/or edit a new or the latest version of your application. On the Apply Now
page, select I wish to continue and click on the Continue button. The Complete Application page
appears as shown below. In the sample screen below, there is no position displayed as
linked to the application since it is being prepared in advance without immediately
selecting and applying for a specific job opening.
Currently there is no job
linked to this application;
click on the Add Job to
Application link if you
want to attach this
application to a specific
job opening, i.e. if you
want to submit your
application for
consideration to a job
opening
Click on Save after
completion of each
application section in
order to save all
entries made;
otherwise all data
entered will be lost
after you log out
In order to apply for a
job opening, you must
complete and/or update
all the required fields in
each application
section, namely:
Preferences, Education
and Work Experience,
Skills, References, and
Cover Letter and
Additional Information
From the Careers Home page, click on the Applications link under My Career Tools. This page
lists the job application(s) that you have prepared and saved. For an application that you have
saved, without submitting, the Status will be Draft. To open and update a previously saved
application that has not been submitted for a job opening, click on the application link that says
No Job. Note that you can only update an application that has not been submitted to a job
opening; once an application has been submitted you can no longer update it. In case you have
multiple applications saved and you want to access and/or edit the latest version of your
application, click on the link Careers Home to return to the Careers Home page and then click
on Apply now without adding a job. The latest version of the application you saved will be
displayed.
Click on the No Job
application link to
open and update the
application; the status
for an application that
has been saved
without submitting will
be Draft
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By comparison, once you have saved and submitted your application(s), the corresponding
Status remarks appear as shown on the sample screen below.
Job openings for which you
have submitted an
application will contain the
appropriate Status remark
i.e. Applied, Rostered,
Under Consideration, etc.
Click on the corresponding
application link to access a
particular application; note
that you can view but you
cannot update applications
to job openings that have
already been submitted
Click on the corresponding
application link to access a
particular application; note
that you can only update
applications that have not
been submitted to a job
opening
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46

Inspira A Guide for United Nations Secretariat Employees

Transcription

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