Sample Performance Appraisal Report (PAR) Finance and Admin

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Sample Performance Appraisal Report (PAR)

Finance and Admin. Officer (NOB)

Agreed Outputs

1. Managerial/Supervisory Responsibilities

Managerial/Supervisory responsibilities carried out in line with the ILO’s rules and regulations and established

management accountability frameworks.

Agreed measures of Performance:

- All performance appraisal discussions have been carried out and all appraisal forms in the official’s unit

have been completed in accordance with established deadlines.

- The development of staff under the official’s supervision has been supported and learning activities

undertaken.

- The official has taken actions to support organizational priorities such as knowledge sharing,

collaboration, mobility, gender balance and equitable geographical distribution.

- Upward Feedback results indicate that in general, staff agree that the behaviours associated with

managerial competencies are demonstrated and that performance in the unit has been managed

effectively.

End of cycle comments and ratings:

Direct Supervisor

Official

Mr X has shown a great deal of initiative, leadership

and flexibility. Staffing changes part way through the

period led to an unexpected increase in workload for

the team, and Mr X worked closely with them to

define priorities and provide motivation through what

was a very difficult period. The new recruit is settling

in well, and Mr X is always on hand to share

knowledge and give guidance to all team members.

His motivational skills are reflected in the very

positive upward feedback given to him by his team in

the recent report.

When a new team member was recruited I spent a lot

of time giving support and feedback, and helping the

new recruit integrate with the rest of the team.

Rating: 4

Rating: 3

2. Provision of effective and efficient Financial Management Services

Smooth running of the office is facilitated by providing guidance and oversight on financial issues to staff and

managers. In addition, professional financial record keeping, proper funds management, and effective and

efficient procurement systems are provided.

Agreed measures of Performance:

- Supervision provided to finance staff in order that payments are prepared in a timely and accurate

manner and in line with the ILO financial rules and regulations and that non-budgetary General Ledger

(accounts) are reviewed for validity and reconciled on a monthly basis.

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- Support provided to the Director, Regular Budget and Technical Cooperation staff through the provision

of advice, the preparation of guidelines, and the interpretation of ILO financial rules and regulations.

- Financial tasks reviewed and revised where necessary to meet ILO financial standards before they are

forwarded to the Director for approval.

- Oversight of imprest preparations and electronic transmissions of payments to the regional office and

HQ by the first working day of the upcoming month and hard copies are sent to the Regional Office for

Africa (ROAF) by the 4

working day of the upcoming month.

- Timely delivery of payroll information and submission ensured.

- Timely responses provided to verifiers and auditors, both internal and external.

- Year-end closure of accounts performed in accordance with year-end closure instructions from

Headquarters

- Missions to other offices or project sites to provide briefings and resolve problems of a financial nature

are undertaken as required.

End of cycle comments and ratings:

Direct Supervisor

Official

Mr X diligently undertook the tasks assigned to him

and was always willing to give helpful advice and

support to other colleagues in the execution of their

duties. Whenever a problem or error was

encountered, he worked with his team to find the

cause and to prevent re-occurrence. He is

encouraged to continue with this commitment.

I have always attempted to maintain high

performance of the financial and administrative

services. During the period this was particularly

difficult as a key team member left for another post.

However, the team worked really well to continue to

give a good service and comply with deadlines.

Rating: 3

3. Budget and Management of cash flow to support planned activities

Budget forecasts are prepared and ready by the beginning of each semester in order to effectively plan the

activities of the office.

Cash replenishment requests are submitted to the Chief of Regional Administration (RAS) on a monthly basis to

ensure that planned activities can be carried out effectively.

Agreed measures of Performance:

- Budgets and forecasts prepared accurately for each semester.

- All budgets and forecasts submitted on or before 15

of the first month of each semester.

- Bank accounts and office petty cash are managed effectively and reconciliations are completed on a

timely manner and in compliance with ILO financial rules and procedures.

- Bi-monthly cash requisition prepared and submitted to the Regional Office for Africa (ROAF) by the

deadline.

- Office Regular Budgets prepared and compliance with programme/project needs ensured at all times.

- Contacts with local banks, other UN agencies established and maintained to resolve administrative

problems and gain support in the provision of services.

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End of cycle comments and ratings:

Direct Supervisor

Official

Mr X has worked toward completing the agreed

measures with efficiency and professionalism.

Despite his efforts to ensure timely forecast

submission, a last-minute change in circumstances,

beyond the official’s control, caused a small delay to

one submission.

One forecast was slightly delayed due to a sudden

increase in the exchange rate. The rest were

submitted within the prescribed deadlines.

Rating: 3

4. Administrative effectiveness established for smooth office operations including HR and IT

Administrative and operational support services in the areas of HR, IT and Facilities are provided and performed

in an effective, timely and transparent manner, and in accordance with ILO rules, procedures and deadlines.

Agreed measures of Performance:

- ILO contractors and suppliers lists always updated and stored on I-Drive under the Purchase Committee

folder for ease of access.

- Ensure adequate office supplies.

- A functional internet system maintained at all times through regular contact with IT.

- Inventory register for the office and for project-related non-expendable items prepared, reviewed,

updated and reported.

- A full range of HR-related services for the office provided in a timely manner and in compliance with HR

rules and regulations including administration of benefits and supervision of recruitment processes for

General Service staff.

- Training and induction on finance and administrative issues provided to all newly recruited staff in their

first 3 months of duty.

End of cycle comments and ratings:

Direct Supervisor

Official

Mr X was consistently proactive and timely in the

execution of his duties. I was particularly impressed

with the office supplies inventory system he

developed in collaboration with the Purchase

Committee, which has simplified the purchase of our

office supplies. His work contributed to the efficient

operation of the office.

Although there were sometimes conflicting priorities

(e.g. when the email failed and a revised project

forecast had to be urgently submitted) I always tried

to ensure that the office was operational.

Rating: 3

Competencies

Integrity and Transparency

Upholds social, ethical and ILO norms and values; firmly adheres to codes of conduct and ethical principles;

behaves consistently, and is open, honest and trustworthy; acts without consideration of personal gain.

End of cycle rating:

Rating: 3

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Quality Orientation

Sets high quality standards; is structured, methodical, systematic and thorough; monitors and maintains quality;

addresses quality issues and does not compromise quality standards.

End of cycle rating:

Rating: 3

Client Orientation

Effectively identifies and meets (internal or external) client/constituent needs; builds productive client/constituent

relationships; delivers client-centric solutions; takes responsibility for ensuring client/constituent satisfaction and

loyalty.

End of cycle rating:

Rating: 4

Rating: 3

End of cycle Competency comments:

Direct Supervisor

Official

Mr X was exemplary in adhering to the ILO codes of

conduct and proved to be trustworthy and honest in

the undertaking of duties.

Mr X paid attention to the details of work performed,

discussed issues with respective colleagues and

always provided work outputs of a high standard.

Mr X’s client focus is demonstrated by the positive

feedback I have received on several occasions from

clients, both internal and external, who appreciate the

quality and the timeliness of his work. He always

goes the extra mile, investing time and asking

questions to ensure that he understands what the

client needs and ensure that he gives excellent

service to colleagues.

I have always attempted to maintain integrity and

represent ILO values to the best of my ability.

I adhered to laid down procedures and was guided by

the ILO financial rules and regulations.

Financial reports were free from errors and

misstatements. The number of verifiers/audit queries

received due to errors during this period were

minimal.

During the period I have tried to better understand

the needs of my clients and the urgency with which

they require information. I believe I have got better at

prioritising the different demands made on me and

my team, and provide a good level of service to my

clients.

Developmental Objective

Objective: To improve my communication, especially my writing skills.

Agreed Actions: Participate in the relevant course: “Writing effectively for the ILO”.

Related competency: Communication

Purpose: Current role

Learning activities: “Writing effectively for the ILO” online course

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Objective: To enhance knowledge of the ILO rules and regulations

Agreed Actions: Complete the Internal Governance e-Learning Programme in ILO People

Related competency: Integrity and Transparency

Purpose: General Skills Development

Learning activities: Internal Governance e-Learning Programme

End of cycle Developmental Objective Comments:

Direct Supervisor

Official

Congratulations - I note that this course has already

helped you further improve your written

communication skills.

Well done. I appreciate your commitment during this

busy time.

I have successfully participated in the course “Writing

effectively for the ILO”.

Course completed

Overall Performance Rating 3

Agreed Outputs

Direct Supervisor’s

Rating

1. Managerial/Supervisory Responsibilities

2. Provision of effective and efficient Financial Management Services

3. Budget and Management of cash flow to support planned activities

4. Administrative effectiveness established for smooth office operations

Competencies

Integrity and Transparency

Quality Orientation

Client Orientation

Comments on Overall Performance / General Recommendations

Mr X performed consistently well throughout the biennium. He is a pleasure to work with, eager to learn and has

contributed to the realization of the office objectives of this biennium. He has managed changes in his team well

and always looked for ways in which the office can improve. I consider him to be a highly qualified and

committed team-member.

Mr X has demonstrated emotional intelligence and great people management skills in building a strong,

committed team. This is an area where he shows great potential for further growth. I encourage Mr X to

participate in the Creating Results through People (CRTP) workshop as part of his ongoing management

training.