Global Programs Hiring Standards Forum - November 2024
Review of international HR recruitment risks, responsibilities, and best practices, with a focus on misclassification issues, tax and employment law violations, benefits provision, and data protection. Governance documents and recruitment standards for Global Programs highlighted.
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Review of Global Programs Hiring Standards Global Programs Forum - November 2024 Jane Drake Director of Global Programs International Research Support Operations Gladys Villacorta Associate Director International Research Support Operations Joseph Levy Levy Consulting
Agenda Review of Global Programs Hiring Standards 1 Risks in International HR Recruitment Processes and Requirements Roles and Responsibilities in the hiring process Recruitment and Hiring best practices Introduction of a standardized compensation framework for Global Programs 2 3 Q&A 2 Global Programs for Research & Training
Human Resource Risks Misclassification of employee status Misclassification of employees/contractors can result in back payments of taxes, fees and other penalties. Violations to Tax Laws Every Country has specific tax withholding and reporting requirements for local, national and expatriate employees. Violations can lead to fines and penalties and threaten continued operation in country. Violations to Employment Laws and Statutes Every country has distinct employment and labor laws that can result in expensive fines and penalties if violated. Noncompliance can also threaten Global Programs standing as a local NGO entity. Incorrect Provision of Benefits and Entitlements Every country has specific entitlements such as mandatory pensions, severance payments (end of service), and/or maternity leave, etc. Violations can lead to civil and criminal penalties. Violation of Data Protection Act (GDRP) Imposes stringent conditions for processing of sensitive personal data. The burden of proof for establishing a data subject's consent to the processing of their personal data for a specified purpose is borne by data processor or Global Programs. Confidential information cannot be shared. 3
Governing Human Resource Documents Human Resources Global Programs HR Policy Manual Data Protection Laws Country Specific Employee Protection Agencies UCSF Best Practices Employment Law Defines employee rights and conditions; and standard processes for employers In consultation with HR and Legal, policies can be adapted to unique challenges Based on UC policy and adapted to local requirements Secures personal data collected as part of HR processes Specialized agencies that have jurisdiction to handle employer - employee disputes 4 Global Programs for Research & Training
Global Programs Recruitment Standards HR Processes delegated to Global Programs by the Board of Directors via Chancellor All positions must go through recruitment as per the HR policy Recruitment must be posted publicly (website, newspaper) Salaries are determined within compensation framework and must follow office process. Official job offer comes from HR only. Global Programs must preserve records of recruitment Contract end date aligned to current budget year for the project 5 Global Programs for Research & Training
Staffing Types Hired by Global Programs Regular full time Short term full time Regular part time Temporary Casual Interns Independent Contractors (done through a procurement process) Non-Employee Positions Global Programs for Research and Training 3/13/2025 6
Recruitment Process for Employees Roles and Responsibilities Tasks Job description developed by the project team in consultation with HR; job grading and salary range determination will be established based on the final SOW. HR provides guidance and direction on Technical teams drafts SOW and provides Job Development 1 Vacancy announcement shared widely across multiple mediums Vacancy is open for a minimum of 7 days and in accordance with local law. HR will ensure that local legal requirements for job posting are met and are responsible for posting the position on the agreed platforms. Technical team provides guidance and feedback on job posting plan including where to post and length of posting (within requirements) 2 Advertising HR receives applications and does initial screening. Technical team provides feedback on shortlisted candidates Shortlisting done by the HR and technical team 3 Review HR organizes and recruitment panel comprised of a minimum of 3 interviewers: 2-3 technical persons + 1 HR personnel Recruitment panel agrees on the best candidate to hire As assigned to the recruitment panel, HR staff and 2-3 technical staff conduct interviews. Recruitment panel agrees on the best candidate to hire Interview 4 HR Manager determines salary and makes verbal offer and background screening Formal Letter of Offer sent Employment Contract issued upon acceptance of offer. HR Manager determines final salary for offer with input from technical teams. HR Manager makes verbal offer, conducts background screening. 5 Offer 7 Global Programs for Research & Training
Hiring Best Practices PIs/Project Teams SHOULD: PIs/Project Teams SHOULD NOT: Understand legal risks and requirements Make job offers to candidates Reach out to the HR Manager for guidance or request a call Discuss salary with candidates Contact candidates until recruitment process is compete Allow Global Programs HR to: Determine the appropriate employee classification Ask potential hires to start working before formally engaged with GP Align salary adjustments with HR calendar and UCSF policy Develop a recruitment plan for each project budget year helps with planning Determine succession plan for key roles if employee plans to depart 8 Global Programs for Research & Training
