offer of appointment: accept, decline or request a …

OFFER OF APPOINTMENT: ACCEPT, DECLINE OR REQUEST A REVIEW

Onboarding Process Improvement

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Online Offer of Appointment – United Nations - June 2021

Job Aid

An Offer of Appointment is issued to candidates who have been selected for a position in the United Nations

Secretariat and who have confirmed their continued interest in the position. Candidates are notified through

an automated email notification confirming that their Offer is available for review. Candidates have seven

days from the date of the notification to complete their review and submit their decision on the Offer of

Appointment.

If the candidate does not take any action within five days from receipt of the Offer of Appointment, they will

receive an automated email notification reminding them of the imminent deadline for submitting a decision

on the Offer. Candidates may contact their onboarding focal point at any time for questions and clarifications

regarding their Offer of Appointment.

This Job Aid provides candidates with step-by-step guidance on how to review the Offer of Appointment and

decide whether to accept, reject or request a review of the Offer, and how to sign and submit their decision

through the My Onboarding portal.

Candidates selected outside of Inspira, e.g., selections for 3-month temporary appointments without the issuance of a Temporary Job Opening in Inspira, currently do not have access to the My Onboarding portal.

Contents Getting Started ...........................................................................................................................................................2

Accessing the My Onboarding Portal .....................................................................................................................2

Accessing the Offer Documents tab .......................................................................................................................2

Onboarding Focal Point ..........................................................................................................................................3

Reviewing your Offer of Appointment .......................................................................................................................4

Offer Documents ....................................................................................................................................................4

Offer Transmittal Message .................................................................................................................................4

Offer Letter Document .......................................................................................................................................5

Additional Information .......................................................................................................................................6

Submitting your Decision ...........................................................................................................................................7

Option 1: Accepting the Offer of appointment ......................................................................................................7

Signing the Offer documents and submitting your decision ..............................................................................9

Option 2: Declining the Offer of appointment .................................................................................................... 12

Option 3: Requesting a review of the Offer of appointment ............................................................................. 16

My Notifications ...................................................................................................................................................... 20



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Job Aid

Getting Started

Accessing the My Onboarding Portal

Upon receipt of the automated email notification confirming that your Offer of Appointment is available for review, you may navigate to the My Onboarding portal by clicking the hyperlink in the email notification.

Alternatively, you may navigate directly to https://inspira.un.org and log into your user account with your Username and Password. Upon logging in, you will click on the My Onboarding tile to access the My Onboarding portal.

Accessing the Offer Documents tab In the landing page of the My Onboarding Tile, locate the job opening. You will notice that the overall Status of the job opening shows as Offer in Progress and Offer Acceptance shows as Submit decision.

https://inspira.un.org/



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Job Aid

Click on Submit decision and you will be directed to the Offer Documents page where you can access your onboarding case. To access your Offer and related documents, click on the Offer Documents tab on the left panel. The Offer Documents tab will show as In Progress and it will change to Completed once you have taken a decision to accept the Offer of Appointment, and your decision has been reviewed and marked as complete by your Onboarding Focal Point.

Onboarding Focal Point

You have been assigned an Onboarding Focal Point who will liaise with you during this time. You may contact your Onboarding Focal Point for questions or assistance in understanding your Offer. The name and email address of your Onboarding Focal Point is shown on the top right corner of the page.

You may contact your Onboarding Focal Point at any time for questions or clarifications regarding your Offer of Appointment.



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Job Aid

Reviewing your Offer of Appointment

Offer Documents In order to complete your review of the Offer of Appointment, you need to carefully go through the various sections that are displayed on the Offer Documents page and take relevant action, as appropriate.

1. Review the Transmittal message. 2. Take action on all documents pending in the Offer Letter Documents section, notably your Offer of

Appointment. 3. Review all documents in the Additional Information section. Carefully read any instructions that may

have been included by your Onboarding Focal Point.

Offer Transmittal Message

The Offer Transmittal message for your Offer is displayed on the right hand of the screen. Read the transmittal memo carefully as it provides you with important information related to your Offer of appointment.



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Job Aid

Offer Letter Document When you begin, the Offer Document line will show that Decision is Pending decision, and the Document Status

is also Pending decision. Under the Action column, you are prompted to click on the Review/Save Decision link.

This will open-up your Offer of appointment for review.

Scroll down to read the Offer of appointment,

including medical and travel instructions, the

statement of emoluments, and details of travel

related entitlements, as applicable.

Carefully read the details of the Offer and scroll down further to the bottom of the window where you will find three options.



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Job Aid

You can either accept the Offer, not accept the Offer, or request a review of the Offer. Click on Return to Offer Document page if you want to continue with reviewing the Additional Information provided to you. You may return to the Offer Letter Document window when you are ready to decide on your Offer.

Additional Information Under the Additional information section, you may find instructions that your Onboarding Focal Point has

included for you. There will also be other important documents that you need to read and fully understand

before submitting your final decision on the Offer.

In the above example, there are three documents to read – conditions of service, duty station information and

financial disclosure. Click on the hyperlinks to open and review each document thoroughly. Mark all

documents Yes once you have completed the review.



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Job Aid

Submitting your Decision Submitting your decision requires a two-step process. To submit your decision, you will have to:

• Select a decision on the page displaying the Offer letter and click on Save.

• Click on the Sign and submit decision button on the main Offer Documents page to submit the decision

(which affixes your signature to the Offer).

Prior to finalizing your decision on the Offer, you need to follow all the instructions and complete all mandatory

actions in the various sections that are displayed on the screen under the Offer Documents page.

If no decision is submitted within the seven-day deadline, your Offer of appointment may be withdrawn.

Option 1: Accepting the Offer of

appointment

To submit your acceptance of the Offer, you are required to review, sign, and submit the acceptance of the Offer within the seven-day deadline. To accept the Offer, toggle the button

under I Accept to Yes.

If your Offer involves travel, you will

also have to select your preferred

shipment option (relocation support)

from the dropdown list located above

the three options.

In this example, the option for the

Relocation Grant has been selected.

Click on Save decision.



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Job Aid

A pop-up message will appear confirming your decision to accept the Offer. Click on OK to proceed.

The Decision status will now show as Accepted, and the Document Status is Saved but not submitted.

If in addition to your nationality, you hold permanent residency status in another country, the Permanent

Residency document will also be provided above in the Offer Document section under the Action column, for

your review and signature. Note that the Permanent Residency document is applicable only if your Offer of

appointment is for a fixed-term appointment in the Professional category and above, or a fixed-term

appointment in the Field Service category at the FS 6 or FS 7 level.

Make sure that you have read all the additional attachments to your Offer and have indicated this by selecting

Yes in the toggle button.



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Job Aid

Signing the Offer documents and submitting your decision

The acceptance of your Offer of

Appointment will only be

completed once you sign and

submit the Offer.

Click on Sign and submit decision

located on the top right corner.

A pop-up window appears acknowledging your

decision to accept the Offer. Note that your

Offer is subject to completion of pre-recruitment

formalities.

Click OK to confirm your decision to accept the

Offer.



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Job Aid

Once you click OK, the Decision Status will change to Accepted and the Document Status will appear as

Submitted. You may click on the Review link to review the signed document.

You will notice that your

electronic signature is affixed

to the Acceptance of the

Offer of appointment. The

shipment option you have

selected will also be

reflected.

You may click on Print to view

the pdf version and to print your

signed Offer. Once done, click on

Return to Offer Document page.



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Job Aid

You can also click the Download link on the top right of the Offer Documents page to print the Offer letter

documents from the downloaded zip file.

The status of the ‘Offer Documents’ tab on the left will reflect as ‘Complete’.



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Job Aid

Click on Exit in the top-right corner of the screen to go back to the My Onboarding dashboard.

The Offer Acceptance status will be updated to Offer Accepted. The overall Status of the job opening will show

as Offer Accepted.

Option 2: Declining the Offer of appointment

To decline the Offer, toggle the

button under I Don t Accept to Yes.

Then, click on Save decision at the

top of the page.



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Job Aid

A pop-up message will appear acknowledging your decision to decline the Offer. Click on OK to proceed.

The Decision status will show as Rejected, and the Document Status as Saved but not submitted.

Scroll up and click on the Sign and submit decision button.

A pop-up window will be displayed. From the dropdown list, select your reason for rejecting the job offer and

click on OK to confirm your decision to decline the Offer.



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Job Aid

You will notice that the Decision status remains as Rejected while the Document Status will now show as

Submitted.



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Job Aid

The status of the ‘Offer Documents’ tab will reflect as ‘Complete’.

Click on Exit to return to the landing page of the My Onboarding portal.



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Job Aid

The Offer Acceptance status will be updated to Offer Rejected. The overall Status of the job opening will show as

Offer Rejected.

Option 3: Requesting a review of

the Offer of appointment Within this seven-day deadline, you may

request a review of your Offer of

Appointment. Once your Onboarding

Focal Point has completed the review of

your request and resubmitted the

documents to you, you will have a new

seven-day deadline to submit your

decision.

To request a review of the Offer, toggle

the button under Request Review to Yes.

Then click on Save decision.



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Job Aid

A pop-up window will appear acknowledging your

decision to request a review of the Offer of

Appointment. You will be prompted to indicate in

the comment box your reason for requesting a

review of the Offer.

Once you have included your comments, click on

OK to proceed.

The Decision status will now show as Requested review and the Document Status is Saved but not submitted.

Scroll up and click on Sign and submit decision.



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Job Aid

A pop-up message appears acknowledging your

decision to request a review of the Offer. Click

on OK to proceed.

The status of the ‘Offer Documents’ tab continues to reflect as ‘In Progress’.

Once the review of your request is completed by your Onboarding

Focal Point, you will receive a notification and a new seven-day

deadline will apply.



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Job Aid

If your request for review results in a change to your Offer, the original Offer will be cancelled and superseded and you will receive a new Offer.

While your request is pending review, you will have read-only access to the Offer documents.

You will notice that the Decision remains as Requested review while the Document Status has changed to

Submitted.

Click on Exit to return to the landing page of the My Onboarding portal.



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Job Aid

The overall job opening status will remain as Offer in Progress and the Offer Acceptance status will be updated to Review requested.

My Notifications You will receive an automated email notification once your Offer of Appointment is available for your review.

An automated email notification will also be sent to you in case you have not taken any action within five days of

receipt of the Offer.

If you have not taken action on your Offer within the seven-day deadline, an email notification will be sent to

you confirming that your Offer has been withdrawn.

You will also receive an automated email

notification when you submit a decision

related to your Offer of Appointment i.e.,

when you submit your decision to accept,

decline or request a review.

All the automated email notifications related to your Offer can be accessed directly when you navigate to My Notifications.