Management of Human Resources
- FAO Representatives -
FAO Representatives (FAORs) are appointed by the Director-General to represent the Organization and manage the FAO office and activities in member countries. For full details about the functions of FAORs, please refer to MS 118 and to the standard Letter of Appointment.
The Regional Representatives are responsible for the supervision and performance assessment of the FAORs operating in the region (see the Performance Evaluation page on this manual for more details).
The process for the recruitment and briefing of FAORs is detailed below.
- Recruitment
- Briefing
- Probation
Recruitment
The process of recruitment of an FAOR comprises three consecutive stages:
1) identification of potential candidates for senior level (unidentified) positions of FAOR;
2) selection of candidates for specific vacant FAOR posts;
3) appointment of the FAOR.
The process of identification and selection of potential candidates for vacant FAOR positions is lead by OSD, who is also responsible for managing appointment and transfer of incumbents.
1) Identification
This involves maintaining a roster of potential candidates. As in the case of other senior managerial staff, the selection process of FAO Representatives requires the identification of potential candidates through, an Internal Expression of Interest, vacancy announcements as well as through other outreach approaches.
The curricula vitae of all qualified candidates are inserted in the roster of potential candidates for FAOR positions, currently maintained by OSD.
2) Selection
Short-listing candidates for specific vacancies. When a position of an FAOR is expected to fall vacant, the selection process starts and suitable candidates are identified from the OSD roster as well as from among currently serving staff members. After a thorough assessment, OSD submits to the Director-General a shortlist with the names of three or more candidates for a specific position, including a brief assessment and summary curriculum vitae of each candidate for consideration. The Director-General selects the candidate/s to be interviewed on the basis of the submission made by OSD.
Interviewing selected candidates. The selected candidate/s are interviewed, either through a videoconference or in person at Headquarters by a Senior Panel consisting of the Deputy Director-General Operations, the ADG/CS, the ADG/TC, the Directeur de Cabinet and the Director OSD. The panel ensures that a thorough interview is conducted to evaluate the candidate appropriately, including language skills deemed essential for the assignment. Immediately following the interview, each panel member submits separately his/her assessment to the Director-General, providing a careful evaluation of the suitability of the candidate/s for the post in question. The Director-General selects the candidate on the basis of the interview reports.
Obtaining formal government clearance of selected candidate. Once a candidate is selected by the Director-General, OSD proceeds with informal consultations with the government, generally through the Permanent Representative to FAO. When the candidate is informally accepted by the government, an official letter of submission is transmitted from the Director-General to the Minister of Foreign Affairs with copies to the Minister for Agriculture and the Permanent Representative.
3) Appointment
Upon receipt by the Director-General of the government communication formally endorsing the proposed candidature, the following actions are undertaken:
- OSD communicates with the selected candidate to inform about clearance of his/her candidature and obtain confirmation of availability and estimated EOD;
- OSD requests SSC by email, to initiate recruitment of the selected candidate indicating duration and EOD of the appointment;
- OSD informs the FAO country office concerned of the appointment of the new FAOR and the tentative date of arrival, requesting them to formally notify the government by way of a Note Verbale, using the CV provided by OSD;
- OSD prepares the DG Bulletin announcing the appointment of the new FAOR;
- Once a FAOR has been appointed, a briefing programme is prepared by OSD in consultation with the RO concerned.
Briefing
| Overview |
Prior to travelling to their new duty station, FAORs are briefed at HQ and at the SSC in Budapest (OSD's responsibility) and at the Regional and Subregional Offices. The total duration of such initial briefing of FAORs varies from 4 to 2 weeks- depending on the level of the prior knowledge of FAO and of the FAOR functions - with four weeks for newly-recruited FAO staff members, three weeks for staff members who are newly-appointed as FAORs, and two weeks for FAORs on transfer. In addition, the briefing includes 3 to 4 days at the concerned RO and 1 to 2 days at the SRO (where applicable).
Six to twelve months after arrival at their duty station, FAORs also receive follow-up/refresher briefings, generally conceived as group events for a limited number of FAORs and often combined with specialized training provided through CSPL in the context of continued staff development efforts. For more details, please refer to the section on Staff Development and training, elsewhere in this Manual.
Briefing at HQ
The briefing programme at HQ, prepared and coordinated by OSD, varies from 2 to 4 weeks, and includes a general briefing on roles and functions of the Organization, as well as on the management of the Country Office.
Ahead of the arrival at HQ of the newly appointed FAOR, OSD prepares individual briefing programmes, adapted to the needs and requirements of each FAOR, and covering a full range of topics and appointments with HQ Departments and Offices concerned.
Upon arrival for briefing, all FAORs are provided with:
- a standard Briefing Kit including the presentation of HQ Departments and Offices, and
- a folder with other important documents including
- Draft Letter of Appointment, reflecting the TORs
- Manual Section 118 on FAO Representatives
- Standard of Conduct for the International Civil Servant
- Circular of Responsibilities and Relationships
- Host Country Agreement (sample agreement)
- Terminal report of previous incumbent
- Latest Country Brief (from Briefs on Line, BOL)
- FAOR Reporting Guidelines
- Introduction to COIN and Guidelines on its use
During the initial part of the programme, OSD gives a presentation on OSD and the role of the FAOR (OSD Presentation for FAORs).
Reference documents concerning FAO Representatives are also available from the Resources box on the right.
Briefing at RO and SRO (as applicable)
The general briefing provided by OSD is complemented by the Regional Office with more detailed information on country specific issues related to office management. This includes staffing issues, budget and finance matters, and other managerial and administrative aspects related to the functioning of the country office.
The following topics should be included in the briefing by the Regional Offices:
1. Staffing of the Representation
The FAOR should be provided with the latest “pdf” printout of the staffing list available from COIN. The briefing should cover a review of the types of posts (RP, AOS-funded or Government Provided Staff, APOs, Fellows and Volunteers), their functions, any specific information on the incumbents (if known), vacant posts, posts becoming vacant, prospects to maintain AOS positions, and any other related matter (including any disciplinary actions, disputes, etc).
2. Budget Allotment
The FAOR should be provided with the latest “pdf” printout of the Office Allotment available from COIN. For newly-recruited FAORs who have no familiarity with FAO budget process, structure and terminology, the briefing should preliminary cover the steps through which the FAOR yearly allotment is arrived at, from the PWB preparation to the issuance of the allotment itself. The briefing should also include an explanation of what the individual budget accounts are set up for, the main criteria, rules and practices related to their utilization.
Finally, the briefing should provide an overview of the current financial and budgetary situation of the office, mentioning any major issue and providing advice about any action that could be taken to improve it and ensure the most efficient utilization of the available resources. A detailed review of the most recent Periodic Budgetary Report (PBR) is considered essential as it provides specific information about the budget status of the office. In this respect, the FAOR should be requested to organize a monthly meeting with the Country Office staff responsible for the budget to review and discuss the PBR and agree on any measures required to ensure that the available resources are appropriately managed and monitored.
3. Imprest Account and Panel of Signatories
This area is covered in detail by CSF during the briefing at HQ. However, the RO interacts with CSF on relevant issues (opening of new bank accounts, approval of new signatories, etc). Therefore, the briefing should provide an overview of the main issues in this area and an explanation of the procedural aspects related to the operations of the Imprest Account, including the function available in COIN to modify the Panel of Signatories.
4. Office premises
This part of the briefing is meant to provide to the FAOR information about the office premises situation, i.e. rent (if applicable), FAO’s contractual obligations, status of the office, need for renovation, security-related considerations, which may lead to a move to different premises, etc. Whenever the premises are shared with other UN Agencies, the briefing should provide information and guidance about any major issues related to common services as well as FAO’s position vis-à-vis initiatives at country level to invest for a UN Common House (ONE UN).
5. Assets and Vehicles
The FAOR should be provided with the latest “pdf” printout of the vehicle fleet status available in COIN. The briefing in this area includes an overview of the COIN Fixed Assets module and the various types of equipment disposal. In addition, the briefing should apprise the FAOR of:
- the procedures for the disposal of equipment;
- the reporting of loss, damages or theft of FAO property;
- the current status of the vehicle fleet and the criteria for replacement;
- the rules for the use of FAO vehicles.
Detailed guidelines covering the above areas are available in this Manual under respective chapters Budget Management, or Office M.anagement
6. Local Contracts
Local contracts are recorded in COIN and are used by the budget holder (RO) to determine the budgetary resources required by each Country Office to meet the related obligations. The briefing should stress the need to regularly update the information related to local contracts to avoid a wrong calculation of the financial resources required by each office.
7. GCCC (Government Counterpart Cash Contribution)
The Host Country Agreement should be reviewed together with the new FAOR to ascertain if it envisages the payment of a GCCC and/or in-kind contributions. If this is the case, the FAOR should be provided with a report on the status of the contribution (available from COIN) and advice on any follow up action that may be required (e.g. letter to the government, meeting with ministry staff, etc).
8. Latest AUD report and outstanding recommendations
As it is known, the Regional Office has become responsible for following up on country specific recommendations included in the reports of Audit missions. The FAOR should be briefed on any outstanding recommendations and be provided with a copy of the latest Audit report(s).
9. Other office management information
Other country-specific issues may be discussed, including, for example, common services, plans for UN common initiatives, etc.
To note that the following material is provided by OSD during the briefing at HQ:
- Briefing Kit on HQ Departments
- Host Country Agreement
- Terminal Report of the previous incumbent
- Latest Country Brief (from Briefs on Line)
- Standards of Conduct for the International Civil Service
- FAOR Reporting Guidelines
- Circular of Responsibilities and Relationships
- Sample Letter of Appointment (reflecting the TORs)
- Manual Section 118 on FAO Representatives
- Introduction to COIN and Guidelines on its use
The authority to confirm the appointment of FAORs at the end of the probationary period and to extend the assignments of FAORs rests with the Director-General.
A) Probationary Period: Newly appointed FAORs have to undergo two Probationary Performance Appraisals probationary period; the first after 6 months and the second after 9 months. These appraisals should be prepared and signed by the responsible ADG/Regional Representative (ADG/RR). In preparing the first appraisal report, the ADG/RR seeks the views of the SRC (where applicable), the ADGs of TC and CS, the Inspector-General (AUD), and the Director OSD (sample email seeking input from their offices available below). On the basis of the inputs received, the ADG/RR prepares a consolidated appraisal report (sample memo attached) and transmits it with his/her recommendation, through the DDO, to the Director-General for approval.Detailed Steps:
- The SSC-Hub monitors the requirement to start action on Probationary Period and/or Confirmation of Appointment
- The SSC-Hub will advise the ADG/RR in writing when the first 6 months’ Probationary Period Appraisal Report (PPAR) and when the 9 months’ Probationary Period Appraisal Report (PPAR) are due to be completed. Before the end of the relevant probationary period, the ADG/RR sends out emails to the concerned units (TC, CS, AUD, SRO, OSD, others as deemed necessary)
- The office of the ADG/RR monitors replies and follows up as necessary
- Upon receipt of all inputs, the ADG/RR writes a memo to the Director-General, through the DDGO, providing the evaluation and his/her recommendation
- Upon receipt of the DG’s approval, the RO ensures that the confirmation of appointment from the DG is forwarded to the respective SSC-Hub for their action/records
Detailed Steps:
- SSC monitors the requirement to start action on Extension of FAORs
- SSC submits the Routing Slip to the ADG/RR before the end of the contract period
- ADG/RR sends out emails to the concerned units (TC, CS, AUD, SRC, OSD, others as deemed necessary) to obtain the necessary feedback to be able to make the appropriate recommendation
- The RO monitors replies and follows up as necessary
- Upon receipt of all inputs, the ADG/RR signs the Routing Slip, providing his/her recommendation, and forwards to next addressee
- Upon receipt of the DG’s approval, the SSC takes the necessary action
The same procedure applies, mutatis mutandis, to the extension of Deputy Regional Representatives and Subregional Coordinators.