Probation upon Appointment

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Probation upon Appointment

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Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
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- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Focal Point

James Hanneman

Effective Date

01/03/2021

Planned Review Date

01/03/2024

Version

2.0

Latest updates

March 01, 2021 - Following the approval by the Administrator of the decision to implement two-year renewal cycles for Fixed-Term Appointments, BMS/OHR is introducing a supporting measure to ensure that all new staff on initial fixed term appointments of more than one year are subject to a probation period prior to being confirmed in their positions.The probationary period will allow UNDP to manage the relationship more flexibly, so that managers can address problems, if any, before confirming a new staff member into a two-year appointment. Furthermore, it focuses managers’ attention on the first year of employment of a new staff member so that they provide the clear guidance which underpins a successful start in a new position in UNDP.Under the proposed policy, the probation period will give managers the opportunity to assess new staff members on the job, over a period of

March 01, 2021 - Following the approval by the Administrator of the decision to implement two-year renewal cycles for Fixed-Term Appointments, BMS/OHR is introducing a supporting measure to ensure that all new staff on initial fixed term appointments of more than one year are subject to a probation period prior to being confirmed in their positions.The probationary period will allow UNDP to manage the relationship more flexibly, so that managers can address problems, if any, before confirming a new staff member into a two-year appointment. Furthermore, it focuses managers’ attention on the first year of employment of a new staff member so that they provide the clear guidance which underpins a successful start in a new position in UNDP.Under the proposed policy, the probation period will give managers the opportunity to assess new staff members on the job, over a period of 10 months before deciding to either confirm or terminate the appointment. In certain circumstances, the probationary period can also be extended for up to 6 months.The policy will take effect on 1 March 2021.

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Relevant Regulations and Rules

Staff regulations and staff rules, including provisional staff rules, of the United Nations

Policies

Main Policy

Probation upon Appointment

DOCX (245.7 KB)

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Procedures

Main Procedures

1.0

Steps

Assessment of performance during probation

Within three weeks after entry on duty: Discuss job description and confirm duties

Responsible Party

first level supervisor,

Staff member

Template/Guideline

Probationary Performance Appraisal Report

Download

Explanatory Notes

The first level supervisor discusses the job description with the staff member and provides them with a plan of work embracing the duties to be performed or objectives and tasks to be completed within six months after entry on duty;

Staff and supervisors will have to use the Word version of the Probationary Performance Appraisal Report while the PMD site is being updated.

1.1

Steps

No later than six months after entry on duty: Complete staff member's Probationary Performance Appraisal Report

Responsible Party

first level supervisor,

Staff member

Template/Guideline

Probationary Performance Appraisal Report

Download

Explanatory Notes

The first level supervisor completes a Probationary Performance Appraisal Report, and discusses it with the staff member.

1.2

Steps

No later than ten months after entry on duty: Second review for staff member's Probationary Performance Appraisal Report

Responsible Party

first level supervisor,

second level supervisor,

Staff member

Template/Guideline

Probationary Performance Appraisal Report

Download

Explanatory Notes

The first level supervisor completes the Probationary Performance Appraisal Report for the second review period and includes the second level supervisor’s decision to:

a) confirm the appointment;

b) extend the probationary period; or

c) not confirm the appointment.

2.0

Steps

Confirmation of appointment

Responsible Party

first level supervisor,

second level supervisor,

Staff member

Template/Guideline

Explanatory Notes

If the second level supervisor recommends confirmation of appointment, the report, including any attachments, is included in the staff member's personnel file. A copy is sent to the staff member.

3.0

Steps

Extension of Probationary Period

Responsible Party

first level supervisor,

second level supervisor,

OHR

Template/Guideline

Probationary Performance Appraisal Report

Download

Explanatory Notes

If the second level supervisor decides that the extension of the probationary period is warranted, the Office of Human Resources is informed of the reasons for the extension. and is provided with a copy of the Probationary Performance Appraisal Report, together with any observations of the staff member. If the probationary period is extended:

a) The first within-grade salary increment is suspended for the staff member concerned and is granted retroactively to the staff member if the appointment is subsequently confirmed.

b) A further plan of work is established by the first level supervisor covering the period of extension. At the end of the extension, the Second level supervisor’s decides to: i) confirm the appointment; or

c) not confirm the appointment. c)Copies of the report, notice of extension, work plan and other relevant documents are included in the staff member's personnel file.

4.0

Steps

Termination of appointment

Responsible Party

second level supervisor,

OHR Director,

BMS Director

Template/Guideline

Probationary Performance Appraisal Report

Download

Explanatory Notes

If the second level supervisor considers that separation is in UNDP’s interest because the probationary period was not satisfactorily completed, the staff member must be notified in writing.

The staff member has five working days following receipt of the written notice in which to comment. A copy of the staff member's comments is sent to the Office of Human Resources, along with any supporting documentation.

After consideration of the staff member's reply or, failing such reply, at the close of the five-day period, the second level supervisor submits a recommendation to the Director, Human Resources, who forwards it to the Assistant Administrator and Director Bureau for Management Services (BMS) (for decision, with further comments as necessary.

The Director, Human Resources advises the second level supervisor concerned and the staff member of the decision taken. Copies of the report, the notification and other relevant documents are included in the staff member's personnel file.

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