Recruitment Benchmarking exercise Performed by John Martin and Andrea Halcakova EUROCONTROL presented by: Andrea Halcakova 9 June 2009 see general disclaimer – slide 2

2/17 Questionnaire for International Organisations  EUROCONTROL provides no guarantee of the content of the answers  Questionnaire created and sent by the Internal Audit of EUROCONTROL to 15 Organisations  This presentation shows the synthesis of the data submitted by 12 Organisations

3/17 Agenda  Participants  Statistical data  Recruitment and employment policy  Time-related aspects of recruitment  Role of the Human Resources  Recruitment process:  Publication of the vacancy  Application form  Selection procedure  Verifications and quality control  Questions

4/17 Participants of the Benchmarking International Organisations based in Europe  4 Org - less than 250 staff (Group 1)  4 Org - from 500 to staff (Group 2)  4 Org - from to staff (Group 3)

5/17 Recruitment Unit staff and other statistics Group 1 Group 2 Group 3 Staff AvgMaxMinAvgMaxMinAvgMaxMin Managers Assistants Support Recruitments Applications

6/17 Recruitment and Employment Policy  Out of 12 Organisations participating in the benchmarking:  All aim that the best candidate for the job is hired  None is outsourcing recruitment (other than EU)  No quotas applied  In 11 Organisations the recruitment performed centrally by Human Resources  11 Organisations recruiting staff mainly internationally;  2 without restriction (usual practice from varying number of member states of the organisation)

7/17 Recruitment and Employment Policy  Out of 12 Organisations participating in the benchmarking:  4 seek actively for balance in gender, race, creed  2 practice positive discrimination  4 admit political influences for higher vacancies  3 implement policy on family relations  1 discourages family members from applying  9 use reserve lists

8/17 Recruitment Process

9/17 Time-related aspects  Majority of Organisations (10 of 12)  Time is an important aspect  Records the time span of each recruitment  Notification period required, dates fixed, length 4-6 weeks  Interviews follow after 4-8 weeks  Half of Organisations (6 of 12)  Uses and records time targets (3-5 sub-stages)

10/17 Time-related aspects Average time from the approval of the request to fill a vacancy to: The publication of the vacancy - 3 weeks (min.1- max.9) The offer made to successful candidate - 17 weeks (min.12 - max.27) The actual start date of the candidate - 28 weeks (min.20 - max.52)

11/17 Means of Publication of a vacancy

12/17 Selection procedure - Application form  11/12 – standard application form provided on website  9/12 – web-based system to receive applications  5/12 – application forms accepted only via a web-based system  3/12 – applications processed only on a web-based system (no printing) Other delivery forms accepted (for the 7 Organisations): -post/fax - with attachments -personal delivery

13/17 Role of Human Resources in the process  HR involved in:  Receiving all applications 12/12  Screening all Curriculum Vitae’s and pre-selection of candidates 9/12  Interviews 12/12  Veto right in the final decision 5/12  Providing information about moving to new country (11) and arrangements for spouses/children (8)

14/17 Interviews and Assessment tests  Interviews done in all Organisations, HR involved  Assessment tests done in 11 out of ability, 6 activity related tests, 4 both  Costs noted for the external assessment by 3 Organisations:  2200€ € € per assessment

15/17 Information provided - timing

16/17 Verifications and Quality control  Applicants:  Evidence of no criminal history 8/12  Declaration of potential conflict of interest 9/12  Following-up references 2/12  Recruitment Unit:  Recruitment process mapped and documented 11/12  Complaint appeal procedure in place 9/12 (in 3 cases, only internal candidate may appeal)  Key performance indicators used for recruitment unit 7/12  Benchmarking with other organisations 2/12

17/17 Conclusion  Recruitment planned and managed  Not so many differences in the process  Use of e-recruitment increasing  To all participating Organisations – THANK YOU!  Questions