Recruitment & Selection for the NATO IS

1. Recruitment & Selectionfor the NATO IS Eric Welch Head, Talent Management and Organizational Development

2. MISSION STATEMENT Attract, select and hire the best qualified candidates to ensure proper staffing of the NATO International Staff permanent posts

3. CHALLENGES • Hire based on merit… • …combined with a need for fair geographical distribution • Equity / transparency / integrity => “Public Accountability” • Cultural differences - linguistic barriers • Very diverse profiles

4. Key Indicators 11,000 applications 535 tests 400 interviews 116posts

5. Recruitment Workflow

6. Recruitment Workflow A three-phase process: • Advertisement • Describe post reality • Advertise post on relevant recruitment channels • Selection • Shortlist candidates • Select candidates (test/interview/AC/group exercise) • On boarding • Nomination process • Completion of security and medical file • Offer process

7. 1 - ADVERTISEMENT • Advertised for 4-8 weeks • NATO internet and intranet by default • Job boards, press, specialized media for some • Social media soon

8. 1 - ADVERTISEMENT Structure of a vacancy notice: Post information • Summary of post • Qualifications and Experience • Main Accountabilities • Interrelationships • Competencies • Contract clause • Details on how to apply

9. 2 - SELECTION The steps: • Long/Shortlist provided by Division • Long/Shortlist and panel composition approved • Tests and competency-based interview conducted • Panel report written • Selection approved • Nomination letter sent to candidate and Delegation

10. APPLICATION FORM Negative elements • Wrong or multiple vacancy numbers • Incomplete fields: not answering questions • “Please see CV” • Unknown acronyms • Too much (unrelated) content • References • Unprofessional writing: e.g. ;-)

11. APPLICATION FORM Positive elements • Complete • Relevant history • Meets all requirements • Key questions/challenges

12. 2 - SELECTION Selection tools (Optional filtering function): • Written test (online/onsite) • Language test • Interview panel • Group exercise • Presentation/briefing • Assessment Centre • Essay on key challenges

13. 3 - ONBOARDING “On boarding is the process of acquiring, accommodating, assimilating and accelerating new team members, whether they come from inside or outside the Organisation” From “How To Get Your Employees Up to Speed in Half the Time” – G. Bradt & M. Vonnegut (John Wiley & Sons, 2009)

14. 3 - ONBOARDING The steps: • Nomination letter sent to candidate • Security clearance • Medical clearance • Offer letter sent to candidate • Offer accepted and start date confirmed

15. CURRENT PROJECTS • Improve quality: Selection Improvement Programme (SIP) • Support non/under-represented Nations • Reduce time/cost to hire • Social media • Automate process • Shared services • Develop a Selection Best Practices Community

16. Volume of applications received (IS) • Source: NATO IS Recruitment Service

17. Selection Improvement Programme (SIP) – 1/2 • Some candidates interviewed for the IS on the basis of paper application only are found unqualified • Waste of time, money and productivity • Introduction of “Long-lists” leading to “Short-lists”, coupled with the use of more filtering tools

18. Selection Improvement Programme (SIP) – 2/2 • Measures for better filtering include: • Structured phone screening • Structured reference checking • Selective (online) testing • Psychometric testing

19. Steps to take • Better paper-based screening • Better/more filtering tools • Appli-cant pool • Better/more filtering tools • Long • List • (max. 15) • Short • List • (max.5)

20. Support to Delegations • Launched in 2010 • Developed in the context of the HR Strategy work to improve national balance in the IS • “Coach newer members on IS selection criteria and processes” – Report on HR strategy • Collective phase rolled out to all in 2010; small-group and individual phases rolled out over the next years

21. 3 PHASES • PHASE 1: 1-day presentation on the IS recruitment and selection process to all delegations • PHASE 2: 3 workshops on recruitment and selection practices to 5 nations • PHASE 3: Customised individual approach based on the expressed needs of the 5 nations

22. Questions?

23. PHASE 1 1-day workshop on recruitment and selection in the IS, including: • Overview of the process • Vacancy notices • Application form • Assessment centres • Role of the delegation

24. PHASE 2 • Participation in a 1-day training on interviewing skills • Observation of a mock recruitment panel, including explanation on key milestones of our process • Conversation with a panel of newly hired IS staff on their experience/success

25. PHASE 3 Individually customised programme to be developed with the nation, including activities such as: • Press/internet communication about NATO opportunities and recruitment • Training opportunities for national POCs • Roadshow in capitals • Feedback/trends on national candidates’ performance

26. Distribution of candidates with vs. without use of selective testing • Source: Performance from candidates on 91 panels conducted in 2009 and 2010 for the IS (all grades)

27. Use and predictive validity of selection tools • Source: “How to get the best out of your selection process”, Etienne Van Keer, Jeroen Bogaert, Hudson, 2011

28. Contract Policy Contract Policy: • Specialist posts: • Project (Definite – Length of project) • Technical (Definite – 6 years) • Political (Definite – 6 years) • Short-term assignment (Definite – 2 years) • Generalist posts: • L, B or C grade (Initial – 3 + Indefinite) • A grade (Definite – 6 years + Indefinite) • Young Professional (Definite – 6 years) • Secondee posts (Definite – 6 years)