2 August 2018

Internal Guidance Note / SOPs (revised)

Management of Internal Temporary Assignments (ITAs) and External Temporary Appointments (ETAs)

in L1-L3 Emergency Situations and for other Operational Needs

Contact: Career Management Section/Emergency Response and Temporary Staffing Needs Unit (ERTS), Division of Human Resources

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Table of Contents

Acronyms.................................................................................................................................1 1. Purpose…………………………………………………………………………………………..3 2. Terms and definitions ..................................................................................................... 3

2.1. Internal Temporary Assignment (ITA) ..................................................................... 3 2.2. External Temporary Appointment (ETA) ................................................................. 3

3. Accountability for implementation ................................................................................... 4 4. Roles and Responsibilities ............................................................................................. 4

4.1. ERTS/ Career Management Section (CMS) ............................................................ 4 4.2. Talent Outreach and Acquisition Section (TOAS).................................................... 4 4.3. Personnel Administration and Payroll Section (PAPS) ............................................ 5 4.4. Affiliate Workforce Unit (AWU) ................................................................................ 5 4.5. Medical Section (MS) .............................................................................................. 5 4.6. Programme and Budget Section (PBS) ................................................................... 5 4.7. Divisions, Bureaus and field operations .................................................................. 5

5. Procedures for ITAs and ETAs ....................................................................................... 5 5.1. Identification of candidates ...................................................................................... 5 5.1.1. CMS/ERTS .......................................................................................................... 6 5.1.2. TOAS .................................................................................................................. 6 5.2. Review of candidates .............................................................................................. 7 5.3. Processing of the short-term staffing need request ................................................. 8 5.4. Administration of the short-term staffing need request ............................................ 9

6. Processing extension requests .................................................................................... 10 6.1. Extension of ITAs .................................................................................................. 10 6.2. Extension of ETAs .............................................................................................. 100

7. Timeliness for processing short-term staffing needs requests .................................... 122 Annex I: Request for Short-Term Staffing Needs Form ..................................................... 144 Annex II: Candidate Assessment Form ............................................................................. 155 Annex III: Documentation required to authorize temporary higher functions and Special Post Allowance (SPA……………………………………………………………………………………………………………..16

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Acronyms Full text AWU Affiliate Workforce Unit CMS Career Management Section DHR Division of Human Resources DFAM Division of Financial and Administrative Management EME Entry Medical Examination ERTS Emergency Response and Temporary Staffing Needs Units ERU External Recruitment Unit HRSS Human Resources Staff Service ETA External Temporary Appointment ITA Internal Temporary Assignment JPOs Junior Professional Officers MAC Medical Aptitude Certificate MS Medical Section PBS Programme and Budget Section PAPS Personnel Administration and Payroll Section PME Periodic Medical Examination RAAI Recruitment and Assignments Administrative Instruction SPA Special Post Allowance TOAS Talent Outreach and Acquisition Section UNLP United Nations Laissez-Passer

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1. Purpose The purpose of the guidance note/SOPs is to provide a modus operandi for the management of Internal Temporary Assignments (ITAs) and External Temporary Appointments (ETAs) in L1 to L3 emergency situations1 and for other operational needs. In order to enhance preparedness, and support operational needs with short term personnel, simplified procedures, streamlined and shortened processes are required. Codifying the procedures during L1 to L3 emergency situations and for other operational needs will better inform Divisions, Bureaus and field operations on the processes and timelines applicable for the respective ITAs and ETAs. Selected staff members and external candidates should be deployed within a maximum of 25 working days in L1 to L3 emergency situations and within a maximum of 30 working days in contexts of other operational needs. The current guidance note is issued in accordance with the Revised Recruitment and Assignments Administrative Instruction (UNHCR/AI/2017/7/Rev.1) of 21 November 2017, and supersedes the “Streamlined procedures for temporary staffing needs” issued on 23 August 2016 and effective 29 August 2016”.

2. Terms and definitions With a view of addressing staffing issues in a timely manner, especially in the context of emergency situations, short term staffing needs are designed to ensure rapid deployment of suitable candidates. The needs can be met through deployment on Internal Temporary Assignments and/or External Temporary Appointments2.

2.1. Internal Temporary Assignment (ITA)

An ITA is a Temporary Assignment for which an internal internationally recruited staff member is selected. It includes temporary functions when a staff member is temporarily assigned within the same duty station for any duration or a temporary re-assignment of six months or more when it involves the movement of the staff member from one duty station to another3.

2.2. External Temporary Appointment (ETA)

An ETA is a Temporary Appointment for which an external internationally recruited candidate is selected. It may be granted for a single or cumulative period of a maximum of 364 days to perform functions required to meet seasonal or peak workloads and specific short-term requirements and shall have an expiration date specified in the letter of appointment.

Such temporary appointment could be renewed for up to additional 365 days if justified by requirements and operational needs4, to allow for a maximum 729 days of temporary appointment.

1 Reference to UNHCR` policy on Emergency Preparedness and Response, UNHCR/HCP/2017/1, Paragraphs 10.1 to 10.5, 30.06.2017 2 The current guidance note/SOPs cover the internationally recruited staff members and external candidates. It does not cover the deployment of locally recruited staff which continues to be governed by UNHCR/AI/2015/21, dated 01.12.2015 Deployment on mission of locally recruited staff in the contexts of emergencies or backfilling of vacant positions. 3 IOM 030/2013-FOM 030/2013 dated 18 June 2013 Conditions and entitlements in respect of Temporary Re-Assignments of six months or more for internationally Recruited Staff. 4 For definitions and further details, see IOM036-FOM036/2010/Corr.2, dated 21 March 2011 Administration of

Temporary Appointments.

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When ITA or ETA are needed in situations of L1-L3 emergency, requests must be submitted to DHR following applicable verification and endorsement by the Bureaus, and by DFAM in case of requests based in HQ Geneva. Timelines for the processing of the request are shortened and the deployment of the selected candidate must be within 25 working days from the day of receipt of the request by the Emergency Response and Temporary Staffing Needs Unit (ERTS).

3. Accountability for implementation

Accountability for implementation of this guidance note lies with ERTS in Career Management Section (CMS). ERTS Unit has an oversight role and should ensure that:

- All parties involved adhere to the described process and respect timelines. - All parties involved maintain a good level of communication in processing requests for

short-term staffing needs by keeping CMS (ERTS) informed of all actions undertaken. - The deployment of staff members on ITAs and external candidates on ETAs should

be timely and efficient, this will be monitored through the maintenance of a tracking table that reflect timelines and deadlines to be observed by all parties.

4. Roles and Responsibilities Implementation of the procedures for deployments on ITAs and ETAs is a shared responsibility between various sections of DHR, Divisions, Bureaus and field operations.

4.1. ERTS/ Career Management Section (CMS)

- Receives and analyses requests for short-term staffing needs. - Proactively identifies internal staff members suitable for deployment on ITAs, among,

in order of priority Staff In Between Assignments (SIBAs), staff with indefinite contracts whose SAL is coming to an end, staff with Fixed Term Appointments whose SAL is coming to an end. Internal staff with an on-going SAL will normally not be proposed for short-term staffing unless needed in situations of emergencies.

- Maintains close contact with Divisions, Bureaus and field operations in order to facilitate an efficient response.

- Ensures regular participation in HR cells.

- Timely notifies short-term staffing needs to the Talent Outreach and Acquisition Section (TOAS) when external candidates are needed.

- Follows up on the processing of the short-term staffing request as needed with various sections (TOAS, Personnel Administration and Payroll Section (PAPS), with hiring Divisions, Bureaus, and field operations and with internal candidates.

- Tracks progress towards the deployment of the selected candidates5. - Prepares regular reports.

4.2. Talent Outreach and Acquisition Section (TOAS) - Proactively identifies suitable candidates for ETAs from Group 26 and from the talent

pools7.

5 DHR will set up a centralized tracking system of Temporary Assignments and Appointments to track individual requests on MSRP. Until then all sections will have to update a TA tracking table 6 See infra; p 7. 7 See infra; p 8.

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- Timely provides lists of candidates with the relevant profiles and grade requirements upon notification of the short-term staffing needs by ERTS.

- Follows up on communications with various sections, CMS (ERTS), PAPS, with the requesting parties and with external candidates.

- Maintains the current status of the ETA requests through regular updates of a tracking table.

4.3. Personnel Administration and Payroll Section (PAPS)

- Clears the re-hiring of former UNHCR staff members prior to deployment on ETAs8. - Administers ITAs and ETAs following approval by the concerned authority. - Maintains the current status of the ITA and ETA requests through regular updates of a

tracking table.

4.4. Affiliate Workforce Unit (AWU)

- Clears the hiring/ re-hiring of current and former affiliate as required.

4.5. Medical Section (MS)

- Processes medical clearances.

4.6. Programme and Budget Section (PBS)

- Creates temporary positions.

- Verifies availability of funds when the TA is charged against ABOD or the Special Staff Costs Cost Centre (SSCCC).

4.7. Divisions, Bureaus and field operations

- Submit requests to CMS (ERTS) when short-term staffing needs are identified.

- Select candidates from among those provided by CMS (ERTS) and TOAS - Provide full and reasoned justifications if internal candidates are not selected. - In case of a locally identified candidate, verify her/his availability and in collaboration

with TOAS, ensure she/he applies to the talent pool. - When the request for short-term staffing needs is for HQ-Geneva, DFAM clearance of

the space is required prior to submission of the request to ERTS9 .

5. Procedures for ITAs and ETAs

5.1. Identification of candidates

Short-term staffing needs requests in L1 to L3 Emergencies and for other operational needs should be submitted to CMS (ERTS) mailbox (HQTSNEED@unhcr.org) using the request for short-term staffing needs form (Annex I), and copy to the Head of ERTS. Requests made to DHR through other sections or by phone or email will not be processed. The requests must be endorsed by the Representative and respective Divisions/Bureau as applicable, and must have at least the job title, level of the position, Terms of Reference

8 The HR clearance aims at ensuring that there is no administrative related constraint for re-hiring a former staff member. 9 For clearance of DFAM, contact HQspace@unhcr.org

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(TORs) or the Job Description (JD), the source of funding, the duty station and the reason for the request.

5.1.1. CMS/ERTS:

- Identifies suitable internal candidates with the right profile from:

Group 1 (Internal applicants)10 ▪ Staff in Between Assignments (SIBAs). ▪ Staff with indefinite contracts approaching the end of their assignments. ▪ Staff with Fixed Term Appointment (FTAs) approaching the end of their

assignments. ▪ Staff returning from Secondment. ▪ Staff returning from Special Leave Without Pay (SLWOP).

- Verifies through the candidates and the Medical Section (MS) if the candidates could

be medically cleared for that location or have specific medical condition or special constraint11.

- If the medical clearance is not to be granted, CMS (ERTS) will not include the candidate in the list to be shared with the requesting office (hereinafter referred to as the “Requester”.

- Shares the list of Group 1 (internal candidates) with the requester. - Simultaneously notifies TOAS by sending the request to its mailbox

(EXTERNAL.RECRUITMENT@unhcr.org), copy to the Head of External Recruitment Unit (ERU) for the identification of external candidates in case no internal candidates are found suitable.

When requests for short-term staffing needs are required for an L1-L3 emergency situations, the notification of the request is labelled “URGENT” in all communications.

5.1.2. TOAS:

- Identifies candidates with the right profile from:

a. Group 2 (vetted candidates)12 and Junior Professional Officers (JPOs)

- Contacts candidates identified and confirms their availability for deployment. - Confirms the functional clearance with the Divisions. - Obtains the HR clearances as required from (HRSS/AWU).

- Prepares a list of cleared and ready to be deployed candidates. b. External applicants (Talent pool)13

- Contacts candidates identified from the talent pool and verifies their grading, interest

and availability for deployment. - Obtains the functional clearance from the Divisions.

- Obtains the HR clearances as required from (HRSS/AWU).

10 For definition of Internal applicants belonging to Group 1 see UNHCR/AI/2017/7/Rev.1 Recruitment and Assignments Administrative Instruction. Paragraph 30.a. 11 Medical constraints are made available to CMS (ERTS) on a monthly basis. Information on medical constraints will be registered in each staff member` file in MSRP and be accessible to all HR actors through Medgate and MSRP interfaces. 12 For definition of candidates belonging to Group 2, see table 1, (UNHCR/AI/2017/7/Rev.1). Op.cit, paragraph 30.b 13 For definition of External applicants other than those in Groups 1 or 2, see (UNHCR/AI/2017/7/Rev.1), ibid, paragraph 30.c.

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- Prepares a list of cleared and ready to be deployed candidates.

c. External applicants from the recent Job Openings (JOs) - When there is no candidate with the required profile for the TA request but recently a

JO was advertised with the same or very similar functional title, TOAS reviews applicants of this JO to identify suitable candidates for the TA. These potential candidates would take more time to be processed as they are not in the talent pool.

d. External applicants from advertisement of the TA - When there is no candidate with the required profile for the TA request and no JO from

where candidates could be sourced, the TA can be advertised. The advertisement and the processing of the candidate will take longer time and will require the collaboration of the requester and the functional Division to prepare the advertisement of the job description.

5.2. Review of candidates

The requester reviews the fact sheets of candidates and reverts to CMS (ERTS) with a preference. When the requester does not recommend any of the internal candidates, an assessment with detailed justification using the candidate assessment form (Annex II) must be provided to CMS (ERTS)14.

5.2.1. When there is no feedback from the requester on the proposed candidates within two working days:

- CMS (ERTS) sends a reminder.

- CMS (ERTS) inquires if the need still remains valid. If no response, the request is cancelled and the requester is informed accordingly.

- If the requester confirms that the need remains, CMS (ERTS) will consider it as a new request.

5.2.2. If the requester reverts with a preference from the list(s) of internal candidates, CMS (ERTS) confirms the interest of the candidate and prepares the request for approval and signature.

- If the selected internal candidate refuses to take up the temporary assignment

functions, ERTS notifies CMS (Career Information, Advice and Guidance Unit- CIAG) in order to provide counselling to the candidate.

- If the selected candidate is a Staff In Between Assignment (SIBA) who refuses to take

up the temporary assignment functions, ERTS notifies CIAG in order to provide counselling to the staff member and informs her/him on the administrative consequences in accordance with the Recruitment and Assignments Administrative Instruction (RAAI)15.

5.2.3. If the requester does not find the candidate suitable for the temporary assignment, CMS (ERTS) reviews the feedback, analyses, and decides on the need for further negotiation with the manager. If the negative feedback from the manager persists, CMS (ERTS) proceeds as follows:

14 The justification will be provided through MSRP when the centralized tracking system for ITAs and ETAs requests is finalized. 15 Recruitment and Assignments Administrative Instruction (UNHCR/AI/2017/7/Rev.1), Op.cit; paragraph 135.

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- In Situations of L1-L3 emergency, CMS (ERTS) decides on the need to release the list of candidates from Group 2 and then from the talent pools keeping TOAS in copy in order to follow up on further steps and communication.

- In situations of other operational need, CMS (ERTS) notifies TOAS who engages with

the requester and following clarification, if needed, shares a list of suitable candidates.

5.2.4. The requester should provide at least three selected candidates in order of preference. If the requester reverts with a selected candidate from Group 2 or the talent pools, TOAS informs the preferred candidate following which CMS (ERTS) prepares the request for approval and signature.

5.2.5. In case the requester submits a short term staffing need request with an identified candidate:

- The request includes a confirmation on the availability of the identified candidate. - The requester ensures the identified candidate applies to the talent pools if she/he is

not among the vetted candidates for Group 2 and provides a talent pool number. - The identified candidate should go through the vetting process which will require

additional processing time.

5.3. Processing of the short-term staffing need request When approved, CMS (ERTS) shares the short-term staffing need request with PBS for the creation of a temporary position to be charged against other resources (e.g. ABOD or Special Staff Costs Cost Centre (SSCCC). CMS (ERTS) copies PAPS on all requests and copies TOAS on ETA requests. Important Note:

- Short-term assignments may be charged against regular positions or ABOD. - Exceptionally, when fully justified by compelling operational exigencies, in the absence

of a vacant position or insufficient funds under the ABOD to accommodate the cost of a short-term assignment, DHR may approve the creation of a temporary position against the SSCCC. DHR is fully responsible for managing this cost centre and has the full authority to deny the creation of temporary positions against SSCCC, when it is not satisfied that the request is justified by operational requirements.

- No external recruitment (ETA) will be allowed for short term assignments charged

against the SSCCC; only staff members in between regular assignments can be charged against the SSCCC. The charge will be at the grade level of the staff member and will, in principle, cover only the salary costs.

- Temporary positions charged against the SSCCC based in HQs Geneva may have a maximum cumulative duration of 11 months. The extension of an approved short-term assignment in HQs Geneva beyond 11 months will not be approved.

- Temporary positions (funded through ABOD or the SSCCC) are not subject to classification and normally have a position title commensurate with the associated job competencies. Specific job requirements may, however, be specified in the request.

- Staffing requirements for a 12 month period or more warrant the creation of a regular position.

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- Short-term Re-Assignment of international staff to emergency and non-emergency

operations are charged to the relevant regular and/or fast track position in the receiving office. In the absence of a vacant position, a temporary position at the grade of the required function is created and charged to the ABOD of the receiving office.

- Reassignment Travel, DSA and other non-salary entitlements, such as education grant or when applicable separation benefits, are charged to the ABOD of the receiving office.

- In L1-L3 emergencies, CMS (ERTS) ensures that ITAs and ETAs requests are

approved and dispatched as a priority over all other tasks.

5.4. Administration of the short-term staffing need request

When an internal candidate is recommended for the temporary assignment, ERTS sends the approved ITA request to PAPS to administer the temporary assignment/re-assignment for 6 months or more16. PBS must be copied in the approval. If the ITA is for less than 6 months, it is administered/processed as a mission. The respective Division/Bureau authorizes the mission, initiates the mission travel authorization (PT.8) and shares a copy of the PT8 with PAPS for records. Short-term assignment to a higher level position, for a duration of more than three months pending advertisement and filling of the position, requires the approval of the Head of Service, ACMS/Deputy Director of DHR and is subject to confirmation of ERTS that a staff member with the right profile, at the grade of the position (including staff in between assignments) is not available. Annex I “Request for short-term staffing need” must be completed.17 In the absence of available qualified P staff (if confirmed by ERTS/DHR), the Representative may entrust a locally recruited staff member (G or NO) to temporarily fill the gaps in the P category. Please see Annex III for the process in case a locally recruited staff member (G or NO) is requested to temporarily perform functions of a position in the P category. PAPS proceeds as follows:

- Sends to the candidate the congratulations email. - Sends the temporary assignment/reassignment memorandum and all administrative

documents related (status report, travel form, banking form, etc...). - Enquires about the validity of the UNLP and requests the selected candidate to

complete the visa requirements. - Requests the Medical Aptitude Certificate (MAC)18 provided the Periodic Medical

Examination (PME) documentation is submitted by the candidate. - Arranges the travel and issues the PT8. - Informed CMS (ERTS) in order to update the short-term staffing needs tracking table.

When an external candidate is recommended for the temporary appointment, ERTS sends the approved ETA request to TOAS, PAPS and PBS.

16 Conditions and Entitlements in respect of Temporary Re-Assignments of six months or more for Internationally Recruited Staff. IOM/FOM 030/2013. Op.cit. If the temporary assignment is for less than 6 months, it is administered/processed as a mission authorized by the respective Division/Bureau. 17 Staff member performing temporary higher functions may be in receipt of Special Post Allowance, if so recommended by the manager, as of the fourth month of the temporary assignment. 18 The MAC is obtained through the following link: https://unhcr.zaspcl5.medgate.com/medicalpublicqrh/login.rails

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TOAS proceeds as follows:

- Requests consent and initiates the academic and professional reference checks for the candidate.

- If the academic check cannot be concluded prior to the travel of the selected candidate, the latter takes up her/his assignment while TOAS continues to follow up on the academic check.

- Sends the letter of offer together with other documents (code of conduct, UNLP form, etc...) and requests the candidate to complete the UNLP form and visa requirements.

- For External Temporary Appointments of less than 6 months: TOAS hands over the candidate’s recruitment file to PAPS within 24 hours from the receipt of acceptance of the offer while pursuing the academic and professional reference checks.

- For External Temporary Appointments of more than 6 months: the academic reference check must be completed prior to the travel of the candidate to the duty station.

- Advises candidates on how to initiate the Entry Medical Examination (EME) - Updates the short-term staffing needs tracking table.

PAPS takes following actions upon receipt of the recruitment file from TOAS:

- Sends the recruitment memorandum.

- Requests the medical clearance from the Medical Section (MS)19. - Arranges the travel and issues the PT8. - Informed CMS (ERTS) in order to update the short-term staffing needs tracking table.

6. Processing extension requests

6.1. Extension of ITAs Extension requests for ITAs should be submitted by the requester to CMS (ERTS). The latter verifies the source of funding of the ITA before processing it for approval. CMS (ERTS) verifies:

- The duration of the request when the source of funding of the ITA is charged to ABOD. - The status of the position when it is charged to a vacant position. - Any other possible source of funding when the TA is requested to be charged to the

SSCCC. The extension of an approved short-term assignment in HQs Geneva beyond 11 months will not be approved. See paragraph 5.3 above.

6.2. Extension of ETAs Extension requests for ETAs should be submitted to CMS (ERTS).

- If the ETA extension is for 6 months or more CMS (ERTS) checks whether there is a suitable internal candidate from Group 1 to propose to the Requester prior to processing the extension.

- Checks the status of the position in MSRP. - Ensures that all reference checks have been concluded positively. If not the request

will not be processed.

19 (Medical clearance takes a maximum of 2 working days upon receipt of the Entry Medical Examination (EME)

documentation.

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- Checks if the incumbent of the ETA has completed 1 year of contract. If so, the performance evaluation is reviewed prior to further processing.

- Checks the possible need for mandatory break in service. - If the extension request includes an upgrade of the ETA position, it requires an updated

application to check if the candidate grades at the requested level. The request should be considered as a new ETA.

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7. Timeliness for processing short-term staffing needs requests

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Annex I: Request for Short-Term Staffing Needs Form

REQUEST FOR Short-Term STAFFING NEEDS

Send to the Emergency Response and Temporary Staffing Unit in the Career Management Section, DHR: HQTSNEED@unhcr.org in both PDF and Word formats please.

To be filled in by: REQUESTING MANAGER

Requesting manager (Name, title) :

Signature Date:

Endorsed by Bureau/Division (if applicable) (Name, title):

Signature Date:

Cleared by DFAM (on availability of work space within the Division/Bureau) for TAs in HQ Geneva only Name, title):

Signature: Date:

Temporary staffing needs details:

1)Title:

2)Grade:

3)Supervisor of the position:

4)Location:

5)Duration

6)Language requirements (if any):

Source of Funding: Choose an item. Non-salary entitlements: Choose an item (add options)

Cost centre/position number:

Terms of Reference attached: Yes ☐ No ☐

Reason for Request: Choose an item.

Type of request: Choose an item.

To be filled in by: DHR/ ERTS (Internal candidates)

Date request received by ERTS:

Proposed candidates :

1)Date

2) Names

3) Selected candidate:

Confirmation of availability for Selected candidate: Yes ☐ No ☐

To be filled in by: DHR: ERTS or TOAS as applicable

Manager's view on selected candidate: 1) Date: 2) Selected Candidate: 3) Justification:

To be filled in by: DHR/ ERTS The steps followed during the processing of this request are in line with the Guidance Note (Procedures for the

deployment on ITAs and ETAs in L1-L3 emergency situations and for other operational needs): Yes ☐ No

☐

Comments:

Type of request (as confirmed by ERTS): Choose an item.

Short-term assignment approved by Head of Service, ACMS / Deputy Director of DHR:

Date: _______________________ Signature __________________________

Request to be processed as URGENT by TOAS and/or PAPS Yes ☐ No ☐

Date request sent over to: PBS: PAPS: TOAS:

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Annex II: Candidate Assessment Form

I. Temporary Assignment details:

a. Case number

b. Title

c. Grade

d. Location

e. Key requirements including language (If not standard JD and unless there are new requirements) points)

•

•

•

•

•

•

•

•

•

•

II. Candidates and suitability:

# PROPOSED CANDIDATE BY ERTS/DHR

Grade MANAGER’S FEEDBACK

COMMENTS FROM ERTS/DHR (IF ANY)

1

2

3

4

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III. Conclusion and recommendation:

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Annex III: Documentation required to authorize temporary higher functions and Special Post Allowance (SPA)

1st

memorandum – to request the temporary higher functions If a locally recruited staff member (G or NO) is requested to perform temporarily a higher function in the P category, a written request to PAPS from the Representative should be endorsed by the Bureau to authorize such assignment. This request should reflect

• the actual function (title & grade) • the source of funding • the duration of temporary higher functions • (in case of local staff) that ERTS unit has

been consulted and no P staff was available to perform this function

2nd

memorandum – to request the granting of SPA

Upon completion of 3 months in the temporary higher functions, respective supervisor should recommend SPA if

• Temporary higher functions were performed for a period exceeding 3 months

• The s/m was performing the full functions of the higher post

• S/m was performing such functions to the full satisfaction of the supervisor

When P functions are performed by locally recruited staff member, this recommendation should be endorsed by the Bureau and addressed to PAPS for implementation of SPA. In case temporary P function exceeds the period of 3 months, a separate mission ePAD should be completed. This is obligatory when P functions are performed by locally recruited staff.