Local Employment Policy Handbook - ICASS

FIXED-TERM POSITIONS
A supervisor may need to establish a position for a specific amount of time to meet fixed-term
(temporary) operational needs. The position is called a fixed-term position. A fixed-term position may
have a full-time (40 hours/week), part-time (16-32 hours/week), or When Actually Employed (WAE)
work schedule.
HR uses a PSA-Fixed Term to staff fixed-term positions. This means HR uses either the Model PSA for
Ordinarily Residents or the Model PSA for Not Ordinarily Residents (depending upon whom the
supervisor selects) and makes the appropriate changes to paragraph 4. The Model PSAs are in the
Appendices section of this policy guidebook. Examples of how HR changes paragraph 4 of the Model
PSA are included later on in this topic.
Examples of fixed-term positions include, but are not limited to a:
A. A 40 hours per week Admin Clerk position needed for three months in the CLO office for
organizing and retiring the CLO files.
B. A 16 hours per week Visa Assistant position needed for one year to handle an expected large
increase in IV and NIV applicants.
C. A position established and staffed for a fixed period of time to cover a current employee’s
maternity or paternity leave.
Often the supervisor selects an Ordinarily Resident (OR) for a fixed-term position. Therefore, before
establishing the fixed-term position, HR must look at local labor law to find out the maximum length of
time an OR may encumber a position that allows HR to legally terminate the employee without cause at
the end of the employment. HR must also check local labor law to see what, if any, severance and other
benefits are due an OR employee in a fixed-term position once separated without cause (without a
reason).
The length of time HR may staff a fixed-term position with an Ordinarily Resident and legally terminate
the individual without cause will obviously vary from Mission to Mission. In some countries, local labor
law may not allow staffing any fixed-term positions with ORs because, for example, the individual
becomes a permanent employee of the Mission after 30 calendar days. Mission management then needs
to staff the position with a Not Ordinarily Resident (NOR), or explore other legal options.
Often, fixed-term employment for an Ordinarily Resident is allowed under local labor law if:
A. HR advertises the position as fixed-term; or
B. HR tells the candidate in writing in the formal offer of employment that the position is fixed-term;
or
C. HR advertises the position as fixed-term and tells the candidate in writing.
Therefore, HR always includes the “Length of Hire” header in the Model Vacancy Announcement header
when advertising fixed-term positions.
Example 1: LENGTH OF HIRE:
Fixed-Term: Not to exceed 2 years from the