Key Actions by:

Standard 14: Managing and developing human resources for quality project implementation.

Manage project human resources proactively through quality supervision, rigorous performance and development planning and assessment and timely action to address staffing needs. 

Monitor project staffing needs and act proactively to minimize gaps.

  • Why

    There are many reasons for gaps in project staffing. These include leave time, lengthy trainings and early separation. Monitoring project staffing needs and acting promptly to minimize gaps:

    • Promotes continuity in project management.
    • Helps mitigate any negative impact of staffing gaps on project progress and quality.
    • Avoids situations in which other staff become overburdened with additional responsibilities, leading to stress and burnout.
  • Who

    • Primary responsible: Project manager/chief of party (PM/CoP)
      • The PM/CoP monitors staffing levels and create plans to maximize coverage.

    • Others involved: Other supervisors; human resources (HR) manager and/or officer; senior management team (SMT)
      • The HR manager and/or HR officer and SMT provide support as needed such as freeing up other country program staff, requesting temporary duty (TDY) staff from elsewhere, or hiring new staff or consultants.

  • When
    • Ongoing, with periodic formal meetings as required.
  • Partnership
    • Discuss project staffing at regular intervals with partners, asking them to project any anticipated gaps, whether from leave, training or turnover.
    • Emphasize to partners the importance of staff care as a project management strategy.
    • Accompany partners as needed in planning for coverage of gaps as well as implementing staff care activities.
  • When CRS is a sub-recipient
    • Follow the same process as when CRS is the prime.
    • Inform the prime as needed about any significant anticipated staffing changes and CRS’ plans to minimize staffing gaps.
  • Emergency projects
    • Monitoring staffing needs is particularly important in emergency settings. Much emergency staffing is done through TDYs, which means staff rotate in and out frequently. Emergency postings are intense and staff burn-out can occur quickly. Pay extra attention to monitoring of staffing needs in an emergency project.
    • See the Emergency Field Operations Manual (EFOM) for more guidance and suggested templates, and the emergency response tracker examples under “Other resources.”