Other Staff Costs Section

This form is only for DCO and Regional Offices

This guidance provides detailed steps and examples to request budget for temporary staffing needs, extensions, or additional capacity required to address peak workloads.

Note: Ensure justifications align with operational priorities, annual workplans and obtain necessary approvals in advance.

Step 1 of 3: Add a request for temporary capacity

Step 2 of 3: Input required details for temporary capacity*

*SAVE after every input to avoid loss of data

Detailed instructions and examples on how to use the form (Step 2 of 3)

Field Name	Steps for Input	Best Practices	Example
Functional Title	Enter the title of the temporary position.	- Use a standard descriptive title aligned with HR classifications. - Ensure the title matches the responsibilities.	"Senior Human Resources Assistant"
Grade/Level	Select the relevant grade level (P-2 to P-5, NPOs, or UNVs)	- Verify with DCO HR the correct grade for the role. - Ensure it aligns with responsibilities and workload expectations.	"G-7"
New Position or Extension?	Indicate whether this is a new request or an extension of an existing position.	- Select "New Request" for new roles. - Choose "Extension" if extending an ongoing position.	"Extension Request"
Position Number (if Extension)	If this is an extension, enter the current position number.	- Ensure the position number matches the existing role. - Confirm with DCO HR to avoid duplication.	"30009999"
Justification for the Request	Provide a compelling justification for the new request or extension.	- Be specific about why the position is needed. - Connect the justification to operational needs and annual workplans.	"Due to a peak workload to support the ongoing recruitment surge across the organization, the position of Senior Human Resources Assistant at the G-7 level is critical. This role will ensure timely processing of applications, coordination of interviews, and onboarding of new staff. The additional capacity will help meet recruitment timelines, avoid delays, and support the smooth functioning of recruitment-related activities during this period of heightened demand."
Job Description (ToR)	Provide a brief description of the duties and responsibilities.	- Use bullet points to make it concise and clear. - Ensure the job description aligns with the scope of the position.	- Support recruitment processes, including shortlisting, coordination of interviews, and candidate communication. - Manage recruitment tracking, maintaining up-to-date records in the HR system. - Facilitate onboarding for new employees, including documentation and orientation arrangements.
Importance for Unit’s Workplans	Indicate whether this position is critical for meeting the workplan objectives.	- Be realistic in assessing the importance. - Ensure alignment with annual workplan	"Critical to meet recruitment timelines and operational needs."
Alternative Funding arrangement	Indicate whether there are any alternative funding arrangement supporting this position.	- Include details about any alternative funding arrangements, such as corporate strategic priorities or rapid release funds. - Mention “None” if none applies, and it’s expected to be subsumed as a part of authorized spending limit	"Corporate Strategic Priorities"
Certification Status	Indicate if the request is certified and by whom	- Confirm the certification authority before submission.	"Certified by Chief BMB"
Number of Months	Enter the number of months the position will be needed.	- Ensure the duration aligns with the project timeline. - Verify with HR policies on the maximum contract length.	"10"
Cost per Month (USD)	Provide the monthly cost for the position in USD.	- Base the cost on standard post costs for the position level.	"$7000"
Total Cost (USD)	Calculates total cost by multiplying the monthly cost with the number of months.	- Ensure the total cost is accurate and aligned with the approved limit for this temporary capacity.	"$70,000"

Field Name

Steps for Input

Best Practices

Example

Functional Title

Enter the title of the temporary position.

- Use a standard descriptive title aligned with HR classifications. - Ensure the title matches the responsibilities.

"Senior Human Resources Assistant"

Grade/Level

Select the relevant grade level (P-2 to P-5, NPOs, or UNVs)

- Verify with DCO HR the correct grade for the role. - Ensure it aligns with responsibilities and workload expectations.

"G-7"

New Position or Extension?

Indicate whether this is a new request or an extension of an existing position.

- Select "New Request" for new roles. - Choose "Extension" if extending an ongoing position.

"Extension Request"

Position Number (if Extension)

If this is an extension, enter the current position number.

- Ensure the position number matches the existing role. - Confirm with DCO HR to avoid duplication.

"30009999"

Justification for the Request

Provide a compelling justification for the new request or extension.

- Be specific about why the position is needed. - Connect the justification to operational needs and annual workplans.

"Due to a peak workload to support the ongoing recruitment surge across the organization, the position of Senior Human Resources Assistant at the G-7 level is critical. This role will ensure timely processing of applications, coordination of interviews, and onboarding of new staff. The additional capacity will help meet recruitment timelines, avoid delays, and support the smooth functioning of recruitment-related activities during this period of heightened demand."

Job Description (ToR)

Provide a brief description of the duties and responsibilities.

- Use bullet points to make it concise and clear. - Ensure the job description aligns with the scope of the position.

- Support recruitment processes, including shortlisting, coordination of interviews, and candidate communication.

- Manage recruitment tracking, maintaining up-to-date records in the HR system.

- Facilitate onboarding for new employees, including documentation and orientation arrangements.

Importance for Unit’s Workplans

Indicate whether this position is critical for meeting the workplan objectives.

- Be realistic in assessing the importance. - Ensure alignment with annual workplan

"Critical to meet recruitment timelines and operational needs."

Alternative Funding arrangement

Indicate whether there are any alternative funding arrangement supporting this position.

- Include details about any alternative funding arrangements, such as corporate strategic priorities or rapid release funds. - Mention “None” if none applies, and it’s expected to be subsumed as a part of authorized spending limit

"Corporate Strategic Priorities"

Certification Status

Indicate if the request is certified and by whom

- Confirm the certification authority before submission.

"Certified by Chief BMB"

Number of Months

Enter the number of months the position will be needed.

- Ensure the duration aligns with the project timeline. - Verify with HR policies on the maximum contract length.

"10"

Cost per Month (USD)

Provide the monthly cost for the position in USD.

- Base the cost on standard post costs for the position level.

"$7000"

Total Cost (USD)

Calculates total cost by multiplying the monthly cost with the number of months.

- Ensure the total cost is accurate and aligned with the approved limit for this temporary capacity.

"$70,000"

*Ensure to assign one or multiple AWP activities and the total of all weightages adds up to 100%.

Step 3 of 3: Assign one or multiple AWP activities*

AWP Activity Sub Section

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Field Name	Steps for Input	Best Practices	Example
Functional Title	Enter the title of the temporary position.	- Use a standard descriptive title aligned with HR classifications. - Ensure the title matches the responsibilities.	"Senior Human Resources Assistant"
Grade/Level	Select the relevant grade level (P-2 to P-5, NPOs, or UNVs)	- Verify with DCO HR the correct grade for the role. - Ensure it aligns with responsibilities and workload expectations.	"G-7"
New Position or Extension?	Indicate whether this is a new request or an extension of an existing position.	- Select "New Request" for new roles. - Choose "Extension" if extending an ongoing position.	"Extension Request"
Position Number (if Extension)	If this is an extension, enter the current position number.	- Ensure the position number matches the existing role. - Confirm with DCO HR to avoid duplication.	"30009999"
Justification for the Request	Provide a compelling justification for the new request or extension.	- Be specific about why the position is needed. - Connect the justification to operational needs and annual workplans.	"Due to a peak workload to support the ongoing recruitment surge across the organization, the position of Senior Human Resources Assistant at the G-7 level is critical. This role will ensure timely processing of applications, coordination of interviews, and onboarding of new staff. The additional capacity will help meet recruitment timelines, avoid delays, and support the smooth functioning of recruitment-related activities during this period of heightened demand."
Job Description (ToR)	Provide a brief description of the duties and responsibilities.	- Use bullet points to make it concise and clear. - Ensure the job description aligns with the scope of the position.	- Support recruitment processes, including shortlisting, coordination of interviews, and candidate communication. - Manage recruitment tracking, maintaining up-to-date records in the HR system. - Facilitate onboarding for new employees, including documentation and orientation arrangements.
Importance for Unit’s Workplans	Indicate whether this position is critical for meeting the workplan objectives.	- Be realistic in assessing the importance. - Ensure alignment with annual workplan	"Critical to meet recruitment timelines and operational needs."
Alternative Funding arrangement	Indicate whether there are any alternative funding arrangement supporting this position.	- Include details about any alternative funding arrangements, such as corporate strategic priorities or rapid release funds. - Mention “None” if none applies, and it’s expected to be subsumed as a part of authorized spending limit	"Corporate Strategic Priorities"
Certification Status	Indicate if the request is certified and by whom	- Confirm the certification authority before submission.	"Certified by Chief BMB"
Number of Months	Enter the number of months the position will be needed.	- Ensure the duration aligns with the project timeline. - Verify with HR policies on the maximum contract length.	"10"
Cost per Month (USD)	Provide the monthly cost for the position in USD.	- Base the cost on standard post costs for the position level.	"$7000"
Total Cost (USD)	Calculates total cost by multiplying the monthly cost with the number of months.	- Ensure the total cost is accurate and aligned with the approved limit for this temporary capacity.	"$70,000"