Job Design and Job Evaluation

1. Job Design andJob Evaluation

2. Group Work25-30 min • What are the main challenges related to job evaluation in your CO? Does your office have difficulties with implementation of the delegated authority for classification of office positions? • What tools does your Country Office use for classification of GS and NO positions? How do you classify ALDs? Discuss in groups and report.

3. Job Evaluation Job Evaluation is a mechanism for determining the grade level of each position in the Organization, on the basis of clearly established criteria, and for ensuring that positions with the same level of responsibilities and accountabilities are graded at the same level. Job Design and Job Evaluation are not “stand-alone” processes. They are very closely connected with other components of Organizational design. Each component of the Organizational Design supports the others and together they support the organizations goals and objectives. It is impossible to create jobs and classify them without taking into consideration other components of the Organizational design.

4. Organizational Design Organizational Design is the deliberate process of configuring processes, structures, policies, practices to create an effective organization capable of achieving its business strategy. • The strategy of the Organization • Determination of the main functions • Engineering and mapping of business processes • Elaboration of the structure (functional structure and orgchart) • Job Design • Job Evaluation

5. Job Evaluation Policies • New User Guide launched in 2007 • All HQ and international positions (100 and 200 series) are graded by OHR • Country Offices are authorized to classify national ICS-1 to 10, or GS 1 to NO-C positions. RR has the authority to approve classifications. RR can delegate authority to CD or DRR. • If new or revised job descriptions in COs coincide with the generic job descriptions provided in the Toolkit for Managing Change, then COs do not have to go through a classification process (use of evaluation tools only). • All national positions at ICS-11 level (even if a generic job description is used unchanged) should be submitted to ODBU for classification. • All international ALDs (300 series positions) are classified centrally by OHR. Local ALDs are classified by COs or respective Units. • BAS Adviser and ODBU should be informed if a full office restructuring is taking place and agree on the positions that should be reviewed by HQ. • Current freeze on classification decisions for core positions • Questions?

6. Classifications Done by Country Offices • Post numbers. Core and non-core positions • A Job description is prepared by the supervisor, with the assistance of the Human Resources staff, using the standard UNDP Job Description Template. • The position is classified by Human Resources staff and certified by the Deputy Resident Representative/Deputy Country Director or Operations Manager. • Classification documents are submitted to the Local Appointment and Promotion Panel (LAPP) which reviews the classification package, examines the completeness of the submission in terms of an adequately written job description, supporting documentation, due classification process and makes recommendations to the Resident Representative. • Classification recommendations are approved by the Resident Representative. The following documents should be submitted to the Local Appointment and Promotion Panel and Resident Representative:

7. Classifications Done by Country Offices • Note to the file on classification with the detailed justification for the revision in grading, comparison of previous duties/revised duties (for re-classifications) and detailed explanation of the process and tools/standards used (for all classifications) signed by the Human Resources staff and Deputy Resident Representative/Deputy Country Director or Operations Manager; • The classification form/summary (Classification Template for GS category) signed by the HR staff and Deputy Resident Representative/Deputy Country Director or Operations Manager. Classification summary for professional positions should be printed out from the on-line job evaluation system. Classification forms are not necessary if the job description coincides with the pre-classified generic job description. • An updated job description. • An up-to-date organizational chart showing the placement of the position in question and other positions affected by the proposed classification. The organizational chart should include job code titles, position numbers, grade levels, source of fund (optional), type of contract. • Previous organizational chart (if classification is based on reorganization) • Recommendation of the Local Appointment and Promotion Panel (to be submitted to the Resident Representative).

8. Classifications Done by Country Offices • The documents pertaining to the classification should be maintained on file, in the HR Unit, with each delegated classification decision for monitoring/audit purposes. • The Resident Representative can delegate classification authority to Country Director (CD), Deputy Resident Representative (DRR) or Deputy Country Director (DCD). Delegation of authority should be done in writing and kept on file for audit purposes.

9. Submission of Classification Requests to ODBU • Classification requests are submitted to ODBU/OHR, New York. A complete submission consists of the following documents: • Request for Classification Template, which provides justification for classification and contextual information (e.g. description of programme, programme components, complexity, change management process, previous duties/revised duties, how changes in this position affect other positions in the same function, etc) as well confirmation of funds availability to cover the position in question and position number. The request for classification of positions should be signed by the Resident Representative or Country Director for Country Offices and Head of the Department in HQ. • An updated job description • An up-to-date organizational chart showing the placement of the position in question and other positions affected by the proposed classification. The organizational chart should include job code titles, position numbers, grade levels, source of fund (optional), type of contract. • Previous Organization Chart (if request is based on reorganization) • Change Management materials and documents (if applicable)

10. Work Group 20 min. What are the job evaluation procedures for the following positions: • Position1. Position of the Assistant Resident Representative (Programme), classification from ICS 9 (NOB) to ICS 10 (NOC) level, national officer (NO) 100 series position. • Position 2. Position of the Assistant Resident Representative (Programme), classification of a new position at ICS 10 (L-3) level, international 200 series position. • Position 3. Position of the Programme Associate, classification from ICS 5(G-5) to ICS 6( G-6) level, national general service (GS)100 series position. • Position 4. Position of the Chief Technical Advisor, classification of a new international ALD position at A4. • Position 5. Position of the Finance Assistant, classification of a new local ALD position (AL 1).

11. Job Evaluation Job Evaluation is based on the concepts of “likeliness or grouping” and “rank order”. In the common system job classification scheme, jobs are grouped in two broad categories: • The General service category ( ICS-7 and below) • The professional and higher categories ( ICS-8 and higher) The very first step in classifying a job is to determine the appropriate category in order to select the appropriate job classification standard.

12. The General Service Category General Service Category work is procedural, operational or technical in nature and supports the execution of the programmes of the Organization. It ranges from simple, routine or repetitive duties based on following detailed instructions to varied and complex assignments requiring identification and consideration of alternative course of action based on extensive and in-depth practical knowledge of a specific subject area. The assignments are generally performed on a continuing basis. The knowledge of the subject field and higher-level skills are generally developed through long experience and familiarity with applicable procedures, regulations and precedents or projects of the Organization in a narrow technical field or in an administrative support activity.

13. The Professional and Higher Categories Professional and Higher Categories work is analytical, evaluative, conceptual, interpretative and/or creative and thus requires the application of the basic principles of an organized body of theoretical knowledge, such as a field of science, learning or specialized discipline. It is intricate and involves a level of difficulty and complexity requiring the identification and consideration not only of the interrelationships between its constituent elements, which are of a varied and diverse nature, but also the broader context and perspective within which it is performed, including its impact on, and interrelationships with, the larger objectives and programmes of the Organization. It requires judgment in analyzing and evaluating problems and in decision-making involving discretionary choices between alternative courses of action.

14. Job Evaluation ToolsGS Category- Country Offices/Regional Centres The Global Classification Standard has been used for classification of GS positions since 1991. The main components of the Global Classification Standard are: • Generic grade level definitions which give a summary of the levels. • Point Rating Matrix Standard which is applicable to the classification of positions in any of the occupations of the GS category. • Benchmark standards (job descriptions) applicable to the most populous occupations (very outdated). Demonstration of the tools/template/work group-20 min

15. Job Evaluation ToolsGS Category- Country Offices/Regional Centres • Job descriptions are also compared with generic job descriptions for determination of the level. • Point Rating Matrix Standard is the main tool. Points are applied for each factor (combination of sub-factors). At the end the points are added up to determine the grade. Grades Point Ranges : • ICS 1 0-340 • ICS 2 345-500 • ICS 3 505-700 • ICS 4 705-900 • ICS 5 905-1,100 • ICS 6 1,105-1,300 • ICS 7 Over 1,300

16. Job Evaluation ToolsGS Category- HQ • All support positions are evaluated against the Classification standard for GS posts in HQ. • This standard comprises a system of benchmarks (very outdated) and a six factor matrix. The benchmarks cover 10 major functions (computer, editorial, hr, finance, public information, procurement, records management, secretarial, statistics, technical cooperation). ICSC started the comprehensive review of the GS category in 2005 and will develop a new job evaluation system for the GS category across the United Nations common system.

17. Job Evaluation ToolsProfessional and Higher Categories • Integrated Framework for HR Management (ICSC) • Review of the pay and benefits system including the job evaluation system • Old Master Standard- heavy system • New Job Evaluation system focuses on those elements that are key in the evaluation, captures the new work reality • The Chairman of ICSC promulgated the new job evaluation system with effect from 1 January 2004

18. Job Evaluation ToolsProfessional and Higher Categories The new job evaluation system is used for classification of positions of professional and higher categories. The new job evaluation system consists of two evaluation tools: • The New Master Standard • The Grade Level Descriptors • http://icsc.un.org

19. Job Evaluation ToolsProfessional and Higher Categories The New Master Standard is a factor-based point rating standard for classification of professional and higher categories. It defines the overall level of responsibility through the assessment of four inter-related factors: • Factor I: The Nature of Work • Factor II: The Enabling Environment • Factor III: Partnerships • Factor IV: Results

20. Job Evaluation ToolsProfessional and Higher Categories • The Grade Level Descriptors serve as the primary evaluation tool in the new system. The Descriptors provide a crisp summary of the grade-determining characteristics of work. • The New Master Standard and the Grade Level Descriptors are linked to each other. Beyond the linkage to the New Master Standard, the descriptors include additional perspectives on work at each level. In the Grade Level Descriptors the four factors are reviewed from three main perspectives: • Primary Characteristics of Work • Critical Competencies and Behaviours • Measures of Success

21. Generic Job Descriptions • Generic job descriptions describe the level of responsibility and accountability and nature of work that is performed by employees doing the same job throughout the organization. The generic job descriptions are pre-classified and function specific and should be used by COs as such or as models for elaboration of individual job descriptions. • The primary purpose of the generic job descriptions is to set corporate standards and to facilitate the job design and classification process. • Total 92 generics for COs.

22. Reporting, Monitoring and Oversight • Twice a year, Country Offices/Regional Centres must provide an official update on all classification decisions done locally in the preceding 6 months. They forward to OHR a Table of Classification Decisions and an up-to-date organizational chart of the office. HAVE YOU SUBMITTED THE REPORT IN 2007? • Should inconsistencies in the application of classification policy and procedures become apparent, OHR must conduct post-facto review of classifications. • Complete monitoring exercises in the Regions with random checking of classifications.

23. The on-line learning programme for HR Practitioners on job evaluation is available at http://content.undp.org/go/groups/mpn/hr/organizational-development/. Job Evaluation Module of the HR Certification programme is being designed. Job Evaluation Chapter of the HR User Guide is available at: http://content.undp.org/go/userguide/HR/job-evalutn/job/?lang=en

24. Scenario 1 • Scenario 2