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E-recruitment in Lithuania, Rasa Tumene, SIGMA webinar, 15 December 2020


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E-recruitment in Lithuania, Rasa Tumene, Head of Executives’ Selection and Planning Division, Civil Service Department, Lithuania, SIGMA webinar, 15 December 2020

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E-recruitment in Lithuania, Rasa Tumene, SIGMA webinar, 15 December 2020

  1. 1. 2 Rue André Pascal 75775 Paris Cedex 16 France Tel: +33 (0) 1 45 24 82 00 This document has been produced with the financial assistance of the European Union (EU). It should not be reported as representing the official views of the EU, the OECD or its member countries, or of partners participating in the SIGMA Programme. The opinions expressed and arguments employed are those of the authors. This document, as well as any data and any map included herein, are without prejudice to the status of or sovereignty over any territory, to the delimitation of international frontiers and boundaries and to the name of any territory, city or area. © OECD 2020 – The use of this material, whether digital or print, is governed by the Terms and Conditions to be found on the OECD website page E-RECRUITMENT IN LITHUANIA Rasa Tumene Head of Executives’ Selection and Planning Division Civil Service Department, Lithuania Why: What was the problem, what did not work? Why there was a need for such a solution? Since 2019, the recruitment to the civil service of Lithuania has become fully centralised. Competitions for career civil servants, heads of institutions and the selection of acting civil servants are organised by the Civil Service Department under the Ministry of the Interior of the Republic of Lithuania (further CSD). There were 2440 competitions organised of which 1318 competitions took place remotely, which is 54% of all competitions in 2020. In 2019, remote competitions accounted for 21.3% (during quarantine caused by COVID-19 all competitions were organised remotely). The problems the CSD has solved with remote competitions: • In 2019, 64,6% of competitions were announced in Vilnius County. The other 35,4% of competitions were announced in the other 9 counties in Lithuania. In order to organise competitions effectively by attracting more candidates to participate in competitions, the CSD has implemented remote competitions. • Ensuring the implementation of competition and the admission of persons to the position of civil servant during the lockdown caused by COVID-19. What? Description of a tool/solution The main numbers in 2020 (until the 4th of December): • The CSD selects civil servants for about 500 institutions and the heads of institutions for about 200 Lithuanian state and municipal institutions. • Institutions submitted 3229 applications for selections to the CSD. • The CSD announced 3049 competitions in 60 municipalities, 10 counties in Lithuania.
  2. 2. 2 • 31 085 applications were received for the announced competitions, 14 883 applicants met the requirements. • There were 2440 competition organised of which 1318 competitions took place remotely, which is 54 % of all competitions in 2020. • About 60 meetings of the commissions are organised each week. • The CSD can conduct about 10 remote competitions at a time. • 145 institutions had the equipment required for remote competitions. The equipment must meet the following minimum technical requirements for remote competitions: o A computer capable of displaying high-definition (1080p) video streaming with a supported version of the Microsoft Windows operating system, the latest version of Google Chrome or the Microsoft Edge browser. o A webcam with a minimum viewing angle (at least 78 degrees) for video conferencing. o An external surround microphone that captures sounds throughout the room. o TV or projector (diagonal of at least 42 inches). o Internet speed in the territory of Lithuania is not less than 100 Mb. If the candidate or the member of the commission participates in competition from home, their equipment should meet the following minimum technical requirements: o the device must have a wired or mobile Internet connection of at least 4Mbps (download) / 128 kbps (send) high-speed, uninterrupted (continuous operation); o Integrated into the device microphone, camera, or if not integrated - connect via USB. E-recruitment process: 1. The CSD accepts applications from institutions via Civil Service Management Information System (further VATIS) and announces the competitions on the CSD website and 2. On 1 July 2020 the competency model in the job descriptions came into force and the standardised job descriptions were implemented in VATIS - the same requirements were set for identical positions, regardless of the institution. More flexible requirements for the candidates for the position of civil servant were set: either education in a certain field (maximum 4 fields) or any education and experience in a certain field is required. This enables both young people with no work experience and experienced professionals who do not work in the same field as their initial qualifications to participate in competitions for civil servants. 3. Information system tool – before applying for a civil servant position, applicants have to create their own profile on website They can create various documents on this profile following the templates provided. Once the new competition is announced publicly, those who wish may apply online. 4. The CSD specialists analyse whether the candidates meet the general requirements (hold citizenship of the Republic of Lithuania; have a command of the Lithuanian language; be not less than 18 years of age and not more than 65 years of age; hold a university or college degree) and special requirements set out in legal acts or a job description and via VATIS and shortlist the candidates who meet the requirements.
  3. 3. 3 5. The suitability of the candidates for the head of institution positions is evaluated using a detailed assessment before the review by the competition commission. The purpose of the detailed assessment is to assess the general, managerial and leadership competencies of candidates for top managerial positions and their spoken communication skills. During 2020, 31 competitions for the top manager positions were organised and 103 detailed assessments of top managers were performed at the CSD (during the lockdown, remotely). The report entitles to participate in the assessment in the competition commission for the top managerial positions. It is valid for three years from the date of the assessment. The report of the detailed assessment is of a recommendatory nature for the competition commission and the appointing manager. During the detailed assessment, three general competencies and three managerial and leadership competencies are assessed using three methods: a written practical task; a spoken practical task – case presentation; and a semi- structured interview performed by two assessors (3.5 - 4 hours). During the lockdown, remote detailed assessment is organised and a semi-structured interview is carried out. 6. The competition is organised remotely. Microsoft Teams software is used for remote competitions. Forms of remote competitions: • Partly remote competition – the representatives of the CSD participate in the work of the candidate evaluation commission remotely, from the premises of the CSD, and the other members of the commission and candidates in the premises of the institution seeking the employee. • Remote competition – the representatives of CSD and the other members of the commission are in their institutions (or in special cases – at home), and applicants are in the premises of their choice. • Mixed competition - the members and candidates of the commission are on the premises of the CSD and the other members of the commission are in their institutions (or in special cases – at home) and some candidates who are unable to attend the evaluation for important reasons (illness, business trip, work abroad, etc.) may participate remotely with the permission of the commission chairman. What results: what were the benefits of the solution, how does it work in practice, lessons learnt Candidate feedback on the selection process and the assessment carried out is collected by conducting an anonymous survey. This survey is intended to assess: • the general satisfaction level of the candidates towards the selection process; • candidates’ perceptions of the transparency of the selection process; • the general trust level in the centralised organisation of competitions. In 2020 (until December 4th): • 67% of candidates were satisfied with the organisation of the competition in which they participated. • 73% of candidates believed that the competition they participated in was organised in a transparent manner. • 69% of candidates generally trusted the centralised organisation of competitions.
  4. 4. 4 Benefits of E-recruitment: • FLEXIBILITY. Submission of the documents uniquely on the website and wherever the candidates are. One of the CSD’s main objectives is to attract Lithuanians living abroad to return to work in Lithuania. • ATTRACTIVENESS. Attracting more candidates to participate in remote competitions. Standardised job descriptions and more flexible requirements for candidates for the position of civil servant create the conditions to increase the number of candidates in the competitions. The average number of candidates in each competition in 2018 was 3.5; in 2019 – 9.4; in 2020 – 10.9; and the average number of the candidates who fulfilled the general requirements and special requirements set out in legal acts or a job description in 2018 was – 2.3; in 2019 – 5.6; in 2020 – 6.4. • SAFETY. The implementation of competitions and the admission of persons to the position of a civil servant is ensured during lockdown due to COVID-19. • TRANSPARENCY. Recruitment procedures centralised and implemented by the CSD.