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Winning a UN Job - 8 (Filling PHP)

Md Siddiqur Rahman
Md Siddiqur Rahman

Here are 3 key achievements from my time as an Administrative Assistant: 1. Streamlined office procedures, reducing processing time for expense reports by 30%. This allowed staff to be reimbursed faster and saved the department over $5,000 annually in administrative costs. 2. Developed and implemented a new filing system to better organize department records. This improved access to important documents and enabled staff to find information 50% faster. 3. Coordinated a highly successful fundraising event that raised over $15,000 for a local charity, exceeding our goal by 25%. This helped strengthen community partnerships and recognition of our department's philanthropic work.

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session - 8 Filling PHP Md S Rahman sdq3677@yahoo.com
Introduction A Personal History Profile is a special online resume, consisting of questions about you It includes General information, Address, Relations, Education, Employment, Languages and References Page It is used to evaluate your suitability for a vacancy, as well as for administrative purposes in case you are selected to work with the UN
Introduction Overview Used to short list suitable candidates Laborious and time consuming effort needs brain storming Once submitted, can not changed for the specific vacancy PHP for different job family can be created and saved
4 Aim . is to give you an insight on the technicalities of filling the PHP
5 What will we learn in this class? Understand the importance of knowing yourself and your position when building your PHP Recognize the importance of understanding the position in order to prepare an effective application Know and apply the steps to effectively describe your duties and achievements Be able to target your application and covering letter to the job opening for which you are applying scope
Know yourself You will first need to know and be able to describe yourself This is harder than it sounds. Ask yourself What did I do ? What was I responsible for? What competencies I use / demonstrate? What results did I achieve?
Know the position Draft your application with a position in mind Ask yourself Do I meet the minimum qualifications ? Do I have a thorough understanding of the job mandate specifications and the experience required? Do I have the competencies for the position? Am I interested in the job for the right reasons? Does it make sense for me to apply now? Does it fit in with my future career goals? 4 NOs - Reconsider
Understand the position Analyze yourself Analyze the position against your qualifications. Highlight the strengths you have Identify any gaps for future development Put yourself in the shoes of the hiring manager: what he is looking for . This will help you to focus on your PHP as well as to help you in preparing for a potential job interview Although your employment history does not change, most career counselors suggest that it is best to draft your application with a position in mind . This will enable you to best highlight and demonstrate relevant skill
Application : Key Areas Screening Questions Preferences Education and Work Experience Skills References Cover letter and Additional Information
Screening Questions Usually 10 questions Related to the position Not a common requirement
preferences Mostly related to Field of Work and Work Location Primarily used by the UN to determine candidates willingness for a particular field mission How did you come to know? (with details) Would you accept .. Less than 12 months? Are you interested in working as consultant? Are you interested in working in part-time basis?
preferences Preferred main office Total 8 offices Other preferred offices All the offices are listed Preferred field missions All the mission are listed
preferences Project your in interest in particular job family Job Family
Education and work experience Education and work experience To determine whether the applicant worked in UN system or not
work experience List every position held, not only the latest one or those which are related to applied position Starting with present, list from age 18 in reverse order including internship List all positions separately, if held simultaneously under same employer
work experience Enter your functional title at this employer Job Title Present Job By default, a check mark appears in the box; if this is not your current employer, remove the check mark
work experience Click on Calendar icon and select the date you started working with this employer From To This field is enabled if this is not your current position. Click on Calendar icon and select the date you left this particular job
work experience Is this a civil servant position in your government? Is this a position in the UN Secretariat? Is this a position in another UN entity?
work experience Name of the Employer Enter the name of your employer. If the name is longer than the field, use the abbreviated name. Provide the full name of the employer in one of the address fields (Address 2 or Address 3) under the Employer Address section
work experience Employers Phone & Fax Enter the telephone and fax number of the employer, including country code, area code, number and, if applicable, extension number
work experience Website of Employer Enter the employers website URL address
work experience Name of Supervisor Enter the name of your supervisor at this employer
work experience Supervisor's e-mail address Enter the active e-mail address of your supervisor or the appropriate HR contact available to confirm your employment at the specified employer
work experience This field is enabled only if this is your current employer. Select Yes if you do not want the United Nations to contact and then explain briefly why you object to contacting your current employer Do you have any objections to contact your current employer for reference?
work experience Use address lines for longer address Use comma where applicable Use drop down menu
work experience Indicate the business sector this employer belongs to, such as, Consulting, Government, International Organization, Non-Government Organization (NGO), Private Sector, Self- Employed and services. If the applicable business sector is not in the list select 'Other and explain. Type of Business
work experience Select from the list that best describes the field of work or similarity of functions. A job family is a group of occupations based upon work performed, skills, education, training and credentials Job Family
work experience Select from the list of work that best describes your experience Field of Work Area of Specialty
work experience Select the type of employment ,e.g. full time, part time, intern or other. Experience listed as other will not be counted as qualifying experience. If not a full time position, describe the reason i.e: Part time employee because I was attending school for my degree. Employment Type
work experience If you held a supervisory role, enter the number of employees you directly supervised No of employees Supervised
work experience Select the type of employees i.e Consultant, professionals, support staff, interns, experts, entry level etc Kind of employees Supervised
work experience Describe the tasks performed on the job on a daily basis Duties describe the specific responsibilities of the job The character limit for this field is 2,500 characters Updates will not affect the content of applications previously submitted Description of duties
work experience 1. This is a higher staff officer post at the highest headquarters level to assist under command units/formations in discharging their day to day military security, administrative, training and logistics responsibilities. 2. Assist in decision making with respect to security and training matters including Annual Training Plan, Exercise plan, Institutional Course plan etc. 3. As a member of a team, responsible to design, develop and implement the training plan for the contingent heading for UNPKO. 4. Responsible to conduct TNA, regular survey and collection of data and comment on various training activities related to security. 5. Responsible to keep a record of the individual performance of officers in various formal training activities. 6. Responsible to select appropriate officer for specialist training according to the requirement of the organization.
work experience Tips Writing Achievements Whenever possible, use the language of the job opening to describe your duties Highlight your duties in descending order of importance Ask a trusted colleague to review what you have written, before you submit it Quantify when relevant (for example, if you managed a budget, how large was it?) Begin with an action verb; present tense for your current job, past tense for all others
work experience Positive Example Writing Achievements Analyze and oversee the disbursement of staff entitlements (housing, education grant, hardship pay, etc.) to approximately 250 UN staff members (100 and 200 contract series) in the field Organize and coordinate approximately 10-20 trainings/month for UN staff at headquarters and in 7 Offices Away from Headquarters in the areas of people management, conflict resolution, negotiation, and leadership development Coordinate payment of over 20,000 temporary electoral employees, including workers in remote areas of Liberia accessible only by helicopter Led several evaluations of projects with budgets of over $200,000 to assess water and waste management programmers in Kenya and Tanzania
work experience Negative Example Writing Achievements Manage office space, information technology equipment, and a wide range of administrative responsibilities for the Department of Management Figure Out Phrases like wide range of administrative responsibilities dont rally describe what you have done
work experience Negative Example Writing Achievements Developed a quarterly newsletter Figure Out If you developed a quarterly newsletter, who received it? What did it include? Why was this important?
work experience Negative Example Writing Achievements Performed research as requested by the Director Figure Out Again, performing research as requested, is too vague. On what topics? How was it used?
work experience Describe what you have accomplished and achieved during the stated period of employment The character limit for this field is 3,700 characters Achievements describe in specific terms how well an individual did in his/her job Summarize your aments
work experience Were the expectations exceeded? Did you solve a particular problem or introduce an innovative solution? If so, how was this done? Have you been involved in any projects? What feedback and recognition have you received from his/her supervisor or colleagues? Examples
work experience 1. I could be oriented with decision making process by being within. 2. Strategy formulation process allows me to foresee the future requirement. 3. I am gradually acquainted with the total training environment of the military task including the training related to UNPKO. 4. I could understand the difference of security training requirement according to work place environment, tasks and equipment. 5. It allows me to compare the performance to make appropriate selection for higher specialist training.
work experience Tips Writing Achievements Achievements are generally drafted in past tense, unless you want to highlight something with which you are currently involved As in duties, quantify when relevant. Numbers can tell a story about the size and scope of what you were responsible for, and the impact you have made Try to highlight achievements that are most relevant to the job you are applying for, in order to peak the interest of the hiring manager Focus on things that about which you feel pride- this is a good way to start brainstorming
work experience Positive Example Writing Achievements Processed over 600 procurement cases totaling USD$500 billion in 2009, an increase of over 50% in 2008 Facilitated the establishment of $3M in major partnership between the UN and a major European private company in the area of water and sanitation Successfully procured all equipment needed for smooth operation of media coverage of several major global conferences, including the Millennium Summit Managed and monitored the portfolio implementation of over 70 projects totaling $20 million USD in the field of democracy and good governance
work experience Negative Example Writing Achievements Familiarized myself with a wide range of procurement rules and regulations Figure Out Remember, I and my do not belong in your PHP. Familiarizing yourself with rules and regulations doesnt show on impact on your work.
work experience Negative Example Writing Achievements I helped my director to organize the office, and responded to clients in a timely manner Figure Out What was the impact of organizing the office? In a timely manner is too vague.
work experience Briefly explain why you separated from this position/employer Reasons for Leaving
Education List the schools and universities you have attended from age 14 and higher in reverse chronological order
Education Type of Education University, Secondary, Related Institution, Others Main Course of Study Related to field of work Field of Study Related to field of work
Education Teaching Method In person, long-distance etc Additional Comments Enter any comments that support or clarify course and field of studies indicated. (If Other was selected in the previous two fields or the Teaching Method field, then provide a brief explanation)
Skill UN Training and Learning Licenses and Certificates Languages Publications
Skill This section applies only to current and former United Nations staff members UN Training and Learning
Skill Indicate any licenses or certificates obtained from recognized authorities, other than UN training certificates, but including the successful passing on any of the United Nations Examinations Licenses and Certificate
Skill State your mother tongue (primary language) and indicate your knowledge of the United Nations two (2) working languages (English and French), along with other languages that you may possess Fluent - The capacity to achieve most communicative goals and express oneself on a familiar range of topics. Confident - The ability to communicate in a limited way in familiar situations and to deal in a general way with non-routine information. Basic - The ability to deal with simple, straightforward information and begin to express oneself in limited contexts. Language
Skill The applicant can list any recognized publications May attach a copy of the publication Publication
references You are required to list three (3) persons as contact references who can attest to your work history and qualifications. You can include present or past supervisors, colleagues, mentors and/or thesis advisors, but do not list any family members.
Covering Letter Specific to position Resumes or CVs are not accepted Supplemental information as required will be requested in the course of the application
Covering Letter Brief, three to four paras and focused Distinguish from others with a good match Experience, qualifications competencies Convey a sense as a applicant Demonstrate a strong writing skill
Covering Letter Three Parts Part 1 Introduction Introduce yourself and explain why you are interested I am writing to apply for the position of Human Resource Officer (P 4) in the office of Human Resource Management Office of Learning, Leadership and Organizational Development Section. With over 10 years of experience in recruitment, staff development and performance management, both at headquarters and in two peacekeeping missions, I believe I bring a strong, well- rounded background that would allow me to contribute to this section
Covering Letter Part 2 Body 2-3 Paragraphs Keep it organized One Paragraphs Focus on education One Paragraphs Focus on Skills (research/analysis, writing, management and IT) One Paragraphs Focus on Area of expertise Describe some personal qualities
Covering Letter Part 3 State your interest in organization, department, unit and job Why you are particularly interested? Be specific
Covering Letter Tips Draft your letter in MS Word or a similar program Be natural avoid cliches ( team Player, People person Be positive, polite and professional Be confident, but not arrogant
Covering Letter Tips Use spell check icon in inspira wherever provided, but automatic spell checking cant tell the difference between form and from Make sure your cover note answers following two critical questions: a. Why are you interested in the position? b. Why should you be considered?
attachments Passport, academic credentials etc Total 5 mb
attachments Country of Nationality Nationality at birth Information on multiple nationalities Information on relative employed by UN Secretariat

More Related Content

Winning a UN Job - 8 (Filling PHP)

  • 1. session - 8 Filling PHP Md S Rahman sdq3677@yahoo.com
  • 2. Introduction A Personal History Profile is a special online resume, consisting of questions about you It includes General information, Address, Relations, Education, Employment, Languages and References Page It is used to evaluate your suitability for a vacancy, as well as for administrative purposes in case you are selected to work with the UN
  • 3. Introduction Overview Used to short list suitable candidates Laborious and time consuming effort needs brain storming Once submitted, can not changed for the specific vacancy PHP for different job family can be created and saved
  • 4. 4 Aim . is to give you an insight on the technicalities of filling the PHP
  • 5. 5 What will we learn in this class? Understand the importance of knowing yourself and your position when building your PHP Recognize the importance of understanding the position in order to prepare an effective application Know and apply the steps to effectively describe your duties and achievements Be able to target your application and covering letter to the job opening for which you are applying scope
  • 6. Know yourself You will first need to know and be able to describe yourself This is harder than it sounds. Ask yourself What did I do ? What was I responsible for? What competencies I use / demonstrate? What results did I achieve?
  • 7. Know the position Draft your application with a position in mind Ask yourself Do I meet the minimum qualifications ? Do I have a thorough understanding of the job mandate specifications and the experience required? Do I have the competencies for the position? Am I interested in the job for the right reasons? Does it make sense for me to apply now? Does it fit in with my future career goals? 4 NOs - Reconsider
  • 8. Understand the position Analyze yourself Analyze the position against your qualifications. Highlight the strengths you have Identify any gaps for future development Put yourself in the shoes of the hiring manager: what he is looking for . This will help you to focus on your PHP as well as to help you in preparing for a potential job interview Although your employment history does not change, most career counselors suggest that it is best to draft your application with a position in mind . This will enable you to best highlight and demonstrate relevant skill
  • 9. Application : Key Areas Screening Questions Preferences Education and Work Experience Skills References Cover letter and Additional Information
  • 10. Screening Questions Usually 10 questions Related to the position Not a common requirement
  • 11. preferences Mostly related to Field of Work and Work Location Primarily used by the UN to determine candidates willingness for a particular field mission How did you come to know? (with details) Would you accept .. Less than 12 months? Are you interested in working as consultant? Are you interested in working in part-time basis?
  • 12. preferences Preferred main office Total 8 offices Other preferred offices All the offices are listed Preferred field missions All the mission are listed
  • 13. preferences Project your in interest in particular job family Job Family
  • 14. Education and work experience Education and work experience To determine whether the applicant worked in UN system or not
  • 15. work experience List every position held, not only the latest one or those which are related to applied position Starting with present, list from age 18 in reverse order including internship List all positions separately, if held simultaneously under same employer
  • 16. work experience Enter your functional title at this employer Job Title Present Job By default, a check mark appears in the box; if this is not your current employer, remove the check mark
  • 17. work experience Click on Calendar icon and select the date you started working with this employer From To This field is enabled if this is not your current position. Click on Calendar icon and select the date you left this particular job
  • 18. work experience Is this a civil servant position in your government? Is this a position in the UN Secretariat? Is this a position in another UN entity?
  • 19. work experience Name of the Employer Enter the name of your employer. If the name is longer than the field, use the abbreviated name. Provide the full name of the employer in one of the address fields (Address 2 or Address 3) under the Employer Address section
  • 20. work experience Employers Phone & Fax Enter the telephone and fax number of the employer, including country code, area code, number and, if applicable, extension number
  • 21. work experience Website of Employer Enter the employers website URL address
  • 22. work experience Name of Supervisor Enter the name of your supervisor at this employer
  • 23. work experience Supervisor's e-mail address Enter the active e-mail address of your supervisor or the appropriate HR contact available to confirm your employment at the specified employer
  • 24. work experience This field is enabled only if this is your current employer. Select Yes if you do not want the United Nations to contact and then explain briefly why you object to contacting your current employer Do you have any objections to contact your current employer for reference?
  • 25. work experience Use address lines for longer address Use comma where applicable Use drop down menu
  • 26. work experience Indicate the business sector this employer belongs to, such as, Consulting, Government, International Organization, Non-Government Organization (NGO), Private Sector, Self- Employed and services. If the applicable business sector is not in the list select 'Other and explain. Type of Business
  • 27. work experience Select from the list that best describes the field of work or similarity of functions. A job family is a group of occupations based upon work performed, skills, education, training and credentials Job Family
  • 28. work experience Select from the list of work that best describes your experience Field of Work Area of Specialty
  • 29. work experience Select the type of employment ,e.g. full time, part time, intern or other. Experience listed as other will not be counted as qualifying experience. If not a full time position, describe the reason i.e: Part time employee because I was attending school for my degree. Employment Type
  • 30. work experience If you held a supervisory role, enter the number of employees you directly supervised No of employees Supervised
  • 31. work experience Select the type of employees i.e Consultant, professionals, support staff, interns, experts, entry level etc Kind of employees Supervised
  • 32. work experience Describe the tasks performed on the job on a daily basis Duties describe the specific responsibilities of the job The character limit for this field is 2,500 characters Updates will not affect the content of applications previously submitted Description of duties
  • 33. work experience 1. This is a higher staff officer post at the highest headquarters level to assist under command units/formations in discharging their day to day military security, administrative, training and logistics responsibilities. 2. Assist in decision making with respect to security and training matters including Annual Training Plan, Exercise plan, Institutional Course plan etc. 3. As a member of a team, responsible to design, develop and implement the training plan for the contingent heading for UNPKO. 4. Responsible to conduct TNA, regular survey and collection of data and comment on various training activities related to security. 5. Responsible to keep a record of the individual performance of officers in various formal training activities. 6. Responsible to select appropriate officer for specialist training according to the requirement of the organization.
  • 34. work experience Tips Writing Achievements Whenever possible, use the language of the job opening to describe your duties Highlight your duties in descending order of importance Ask a trusted colleague to review what you have written, before you submit it Quantify when relevant (for example, if you managed a budget, how large was it?) Begin with an action verb; present tense for your current job, past tense for all others
  • 35. work experience Positive Example Writing Achievements Analyze and oversee the disbursement of staff entitlements (housing, education grant, hardship pay, etc.) to approximately 250 UN staff members (100 and 200 contract series) in the field Organize and coordinate approximately 10-20 trainings/month for UN staff at headquarters and in 7 Offices Away from Headquarters in the areas of people management, conflict resolution, negotiation, and leadership development Coordinate payment of over 20,000 temporary electoral employees, including workers in remote areas of Liberia accessible only by helicopter Led several evaluations of projects with budgets of over $200,000 to assess water and waste management programmers in Kenya and Tanzania
  • 36. work experience Negative Example Writing Achievements Manage office space, information technology equipment, and a wide range of administrative responsibilities for the Department of Management Figure Out Phrases like wide range of administrative responsibilities dont rally describe what you have done
  • 37. work experience Negative Example Writing Achievements Developed a quarterly newsletter Figure Out If you developed a quarterly newsletter, who received it? What did it include? Why was this important?
  • 38. work experience Negative Example Writing Achievements Performed research as requested by the Director Figure Out Again, performing research as requested, is too vague. On what topics? How was it used?
  • 39. work experience Describe what you have accomplished and achieved during the stated period of employment The character limit for this field is 3,700 characters Achievements describe in specific terms how well an individual did in his/her job Summarize your aments
  • 40. work experience Were the expectations exceeded? Did you solve a particular problem or introduce an innovative solution? If so, how was this done? Have you been involved in any projects? What feedback and recognition have you received from his/her supervisor or colleagues? Examples
  • 41. work experience 1. I could be oriented with decision making process by being within. 2. Strategy formulation process allows me to foresee the future requirement. 3. I am gradually acquainted with the total training environment of the military task including the training related to UNPKO. 4. I could understand the difference of security training requirement according to work place environment, tasks and equipment. 5. It allows me to compare the performance to make appropriate selection for higher specialist training.
  • 42. work experience Tips Writing Achievements Achievements are generally drafted in past tense, unless you want to highlight something with which you are currently involved As in duties, quantify when relevant. Numbers can tell a story about the size and scope of what you were responsible for, and the impact you have made Try to highlight achievements that are most relevant to the job you are applying for, in order to peak the interest of the hiring manager Focus on things that about which you feel pride- this is a good way to start brainstorming
  • 43. work experience Positive Example Writing Achievements Processed over 600 procurement cases totaling USD$500 billion in 2009, an increase of over 50% in 2008 Facilitated the establishment of $3M in major partnership between the UN and a major European private company in the area of water and sanitation Successfully procured all equipment needed for smooth operation of media coverage of several major global conferences, including the Millennium Summit Managed and monitored the portfolio implementation of over 70 projects totaling $20 million USD in the field of democracy and good governance
  • 44. work experience Negative Example Writing Achievements Familiarized myself with a wide range of procurement rules and regulations Figure Out Remember, I and my do not belong in your PHP. Familiarizing yourself with rules and regulations doesnt show on impact on your work.
  • 45. work experience Negative Example Writing Achievements I helped my director to organize the office, and responded to clients in a timely manner Figure Out What was the impact of organizing the office? In a timely manner is too vague.
  • 46. work experience Briefly explain why you separated from this position/employer Reasons for Leaving
  • 47. Education List the schools and universities you have attended from age 14 and higher in reverse chronological order
  • 48. Education Type of Education University, Secondary, Related Institution, Others Main Course of Study Related to field of work Field of Study Related to field of work
  • 49. Education Teaching Method In person, long-distance etc Additional Comments Enter any comments that support or clarify course and field of studies indicated. (If Other was selected in the previous two fields or the Teaching Method field, then provide a brief explanation)
  • 50. Skill UN Training and Learning Licenses and Certificates Languages Publications
  • 51. Skill This section applies only to current and former United Nations staff members UN Training and Learning
  • 52. Skill Indicate any licenses or certificates obtained from recognized authorities, other than UN training certificates, but including the successful passing on any of the United Nations Examinations Licenses and Certificate
  • 53. Skill State your mother tongue (primary language) and indicate your knowledge of the United Nations two (2) working languages (English and French), along with other languages that you may possess Fluent - The capacity to achieve most communicative goals and express oneself on a familiar range of topics. Confident - The ability to communicate in a limited way in familiar situations and to deal in a general way with non-routine information. Basic - The ability to deal with simple, straightforward information and begin to express oneself in limited contexts. Language
  • 54. Skill The applicant can list any recognized publications May attach a copy of the publication Publication
  • 55. references You are required to list three (3) persons as contact references who can attest to your work history and qualifications. You can include present or past supervisors, colleagues, mentors and/or thesis advisors, but do not list any family members.
  • 56. Covering Letter Specific to position Resumes or CVs are not accepted Supplemental information as required will be requested in the course of the application
  • 57. Covering Letter Brief, three to four paras and focused Distinguish from others with a good match Experience, qualifications competencies Convey a sense as a applicant Demonstrate a strong writing skill
  • 58. Covering Letter Three Parts Part 1 Introduction Introduce yourself and explain why you are interested I am writing to apply for the position of Human Resource Officer (P 4) in the office of Human Resource Management Office of Learning, Leadership and Organizational Development Section. With over 10 years of experience in recruitment, staff development and performance management, both at headquarters and in two peacekeeping missions, I believe I bring a strong, well- rounded background that would allow me to contribute to this section
  • 59. Covering Letter Part 2 Body 2-3 Paragraphs Keep it organized One Paragraphs Focus on education One Paragraphs Focus on Skills (research/analysis, writing, management and IT) One Paragraphs Focus on Area of expertise Describe some personal qualities
  • 60. Covering Letter Part 3 State your interest in organization, department, unit and job Why you are particularly interested? Be specific
  • 61. Covering Letter Tips Draft your letter in MS Word or a similar program Be natural avoid cliches ( team Player, People person Be positive, polite and professional Be confident, but not arrogant
  • 62. Covering Letter Tips Use spell check icon in inspira wherever provided, but automatic spell checking cant tell the difference between form and from Make sure your cover note answers following two critical questions: a. Why are you interested in the position? b. Why should you be considered?
  • 64. attachments Country of Nationality Nationality at birth Information on multiple nationalities Information on relative employed by UN Secretariat