Guidelines and useful tips when writing your CV or your Resume

Having a professional curriculum vitae or resume, with a clean design and well-ordered relevant information, is essential. However, changes to how recruiters view these documents mean that almost every part of the previous sentence is questionable!

Today, having just one CV or resume is not reasonable. If you have only one then – for the reasons explored below – you will be hampering your job search. The idea of a “clean design” may well be attractive, and there are certainly some situations where the design will be of considerable value. However, due to the increasing use of applicant tracking systems (which will be discussed later), there are many situations where any design flourish could be a real barrier to getting hired! As for the question of the ordering of the various sections of your CV/resume even there, the correct answer may take you by surprise. Perhaps the only part of that first sentence that stands scrutiny is the idea that a CV/resume needs to contain relevant information. What is relevant and what is not goes to the heart of the idea that one CV/resume is all you need … and it isn’t.

Many recruiters spend very little time scanning a CV, so it is essential that yours makes a great first impression. Moreover, an increasing number of large organisations now rely on applicant tracking systems to help pre-filter resumes or CVs. These systems work by scanning CVs/resumes for contextual keywords and key phrases, mathematically scoring them for relevance, and sending only the most qualified ones through for human review.

So what?

It has always been true that the best places to highlight your individuality and fit for the role you are applying for are in the covering email or statement. However, the widespread use of applicant tracking systems means that sticking to this rule is now more critical than ever.

Tone down on design - Always use Arial, Courier, or Times New Roman

Applicant tracking systems require simplicity. They do not positively score those extra touches you may have added to your resumes, like logos, pictures, symbols, and shadings. Worse than that, these embellishments may work to your disadvantage by ‘confusing’ the system. It has now become even more important to stick to conservative resume formatting using one of three standard fonts: Arial, Courier, or Times New Roman. Tracking systems have a somewhat limited facility to make sense of other fonts, so they are best avoided.

Unless a PDF format is specifically requested, do not supply your CV/resume in this form - Use MS Word

The increasing use of applicant tracking systems also means that it is essential that a CV or resume is presented in the form specified. If yours is not, then you do genuinely face the prospect of no living human being reading it! Generally, it is best to supply an MS Word document or a rich text format CV/resume instead of an Adobe PDF version. Though some applicant tracking systems can now ‘read’ PDFs, others cannot, and yet more have somewhat limited capabilities. So, unless a PDF format is specifically requested do not supply your CV/resume in this form.

Words and phrases from the job description

Within any profession, there will be words and phrases, responsibilities, skills, licenses, and certificates that are strongly associated with performing the job well. Applicant tracking systems will typically have been programmed to look for these words and phrases together with contextual information related to appropriate qualifications. To ensure that the software recognizes that you are a good fit for the job, use these tips when writing your CV/resume: 

• Look for important phrases and skills written into the job description. If your experience matches these, then include the same phrases and skills in your CV/resume - but don't overdo it. This is simply because the hiring manager will have arranged for the applicant tracking system to search your text for these all-important phrases and skills.
• Use an online word frequency assessor such as Wordle to help you to work out the most frequently occurring words, phrases, names and qualifications in the job description. Make sure you pay attention to the spelt out version of any phrases and any commonly used acronyms: Chartered Institute of Personnel and Development, Chartered Institute of Personnel & Development, CIPD, C.I.P.D. all count as one.
• You should not "overegg" your CV/Resume with repetitive use of the keywords and phrases. There are at least two main reasons for this. Firstly, many applicant tracking systems use algorithms that are clever enough to spot excessive repetition and, secondly, if a human being does get to read your CV/resume the overuse of these words will look forced.

The document should ONLY include details of relevant qualifications and statements of competences

The main goal is to stand out from other participants and to let recruiters quickly get an idea of who you are, what your skills are and why you are the right person for the job you are applying for.

You should aim for a CV/resume that contains a working history that makes sense and demonstrates some employment/professional progression if at all possible. The document should include details of relevant qualifications and statements of competences and it should be a brief description of your achievements all within a clean, easily readable format.

Your CV/resume should relate to your LinkedIn profile, though the CV/resume itself may be shorter. In many cases, it is now acceptable to include a hyperlink to your LinkedIn profile but only do this if your LinkedIn profile adds value and is thoroughly up to date. Your LinkedIn profile must include a professional photograph that is relatively formal rather than being excessively informal!

International Considerations

There have traditionally been differences between CV expectations in different countries.

In general, a German Curriculum Vitae consists of 1 or 2 pages, no more. There’s always a photograph at the top and the layout follows a strict chronological order (with exact dates, for example 12/93) and uses a clear, professional style. CVs are signed at the bottom. A German CV should include personal information about studies and working experience, as well as knowledge of foreign languages and other activities.

In Italy brief texts are preferred and photographs aren’t usually included.

A British CV should be no more than two pages long and there should be a strong emphasis on facts and numbers. 

Whilst many British enterprises prefer a CV with an American-style resume format (elevating the work experience section above the studies and languages are spoken sections), the document should always be formatted to print on A4 paper and not the North American equivalent.

Europass CV

Partly as a response to the variety of CV forms in use throughout Europe, in December 2012 the European Union launched a new CV template and online editor. The “Europass CV” is a part of the European Skills Passport, a user-friendly electronic folder to help students, workers or job-seekers build up a personal, modular inventory of personal skills and qualifications acquired throughout life.

The ESP can contain a range of documents (language skills evidence, copies of degrees, attestations of employment, etc.). When attached to a Europass CV, the European Skills Passport (ESP) will reinforce the CV by adding to it evidence of the skills and qualifications listed.

The European Union recommended that people using their online editor to create a CV:

A good CV should consist of, in chronological order, personal information (including telephone numbers), as well as information related to studies, and working experience. 

Hobbies aren’t mentioned but candidates should clearly mention if they have served in the military.

The reasons for applying and the candidate’s related experience and demonstrated skills are highlighted in the covering email or letter.

 Typically, the following information is expected in the CV:

1. Personal information.
2. Studies (mentioning centers, dates, and places, and grades).
3. Languages spoken.
4. Work experience (with dates, starting with the most recent job).
5. Hobbies / personal achievements.
6. References.

The typical CV will mention the names, position, addresses and contact details of at least 2 people.

Almost all employers will follow up references so it is important that the two referees have given their permission to act in this way. 

Concentrate on the essentials

• Employers generally spend less than one minute reading a CV before deciding to reject it.
• If applying for an advertised vacancy, always ensure that you comply with any application process entirely.
• Be brief: two A4 pages are usually more than enough, irrespective of your education or experience.
• Is your work experience limited? Describe your education and training first; highlight volunteering activities and placements or traineeships.

Be clear and concise

• Use short sentences. Avoid clichés. Concentrate on the relevant aspects of your training and work experience.
• Give specific examples. Quantify your achievements.
• Update your CV as your experience develops.

Always adapt your CV to suit the post you are applying for

• Highlight your strengths according to the needs of the employer and focus on the skills that match the job.
• Explain any breaks in your studies or career giving examples of any transferable skills you might have learned during your break.
• Before sending your CV to an employer, check again that it corresponds to the required profile.
• Do not artificially inflate your CV; if you do, you are likely to be found out at the interview

Pay attention to the presentation of your CV

• Present your skills and competencies clearly and logically, so that your advantages stand out.
• Put the most relevant information first.
• Pay attention to spelling and punctuation.
• Retain the suggested font and layout. 

Check your CV once you have filled it in

• Do not forget to write a cover letter.
• Correct any spelling mistakes, and ensure the layout is clear and logical. 
• Have someone else re-read your CV so that you are sure the content is clear and easy to understand.

Organisational preferences

As the guidance above states, it is really important, when applying for any advertised vacancy, to always ensure that you comply with the requirements of the application process entirely.

For example, The United Nations Office of HR Management has published the following guidance about CVs and it would be seriously unwise to not follow this type of employer guidance, which is intended to be helpful to applicants.

Clearly, any specific alternative employer guidance posted with a vacancy notice should always be followed.

Guidelines For Preparation Of Resume For Employment With The United Nations For External Candidates 

Most of the United Nations Funds and Programmes and Specialized agencies are using online application tracking systems. The online form will indicate the number of characters you have for each question and the required questions are highlighted. In the event, you apply for a UN entity not yet having an online application tracking system, use the designated P11 (application form) and follow the formatting suggestions below. 

Please make sure to provide ALL the information requested in these guidelines. INCOMPLETE APPLICATIONS MAY NOT BE ACCEPTED. Please also refer to the additional note indicated at the bottom of these guidelines.

Cover letter:

Please elaborate, in a concise statement NOT EXCEEDING ONE PAGE why you consider yourself qualified for the particular position you are applying for. Clearly relate this statement to the specific educational background, skills, competencies and professional experience stipulated in the Vacancy Announcement.

Curriculum Vitae:

Personal data

• Name (Last, First, Middle Initial)
• Address
• City, Region/State, Postal Code
• Telephone/Facsimile (Please note this number may be used for confidential communications)
• E-mail address
• DOB: Age:
• Nationality/Nationalities (Please indicate all the nationalities held.)
• Gender, Marital Status

Education

List the degree(s) and major area of study. Indicate the date (in reverse chronological order), the name of the institution and location where the degree was obtained.

Summary of Professional skills and/or expertise.

• Field of expertise (be as specific as possible) i.e. Finance, Human Resources, Audit, Procurement.
• Credentials or professional training relevant to expertise (i.e. CPA).
• Computer skills (both hardware and software).

Summary of relevant work experience.

• Please provide an overview of work history in reverse chronological order. Provide dates, your title, employer, type of business, location, the area of work and major accomplishments. Please include salary history.
• Please indicate any management experience including specific achievements.
• Please specify any UN related experience

 Publications

• Provide a list of publications, if any, which should not exceed 4. 

 Languages

• Mother tongue
• Other languages. Indicate written and verbal proficiency (Fluent/full working knowledge/minimal working knowledge).

Other

• Please name three referees (with complete addresses) who are in a position to provide information on your professional achievements.
• Please indicate if any of your relatives are employed by a public international organization. If so, please provide the name of the person, relationship and name of the international organization.
• Please indicate any restrictions that should be taken into account in connection with your employment with the United Nations.
• Please ensure the following statement is included in the resume and that it is signed and dated.

“I CERTIFY THAT ALL INFORMATION STATED IN THIS RESUME IS TRUE AND COMPLETE TO THE BEST OF MY KNOWLEDGE. I AUTHORIZE THE UNITED NATIONS TO VERIFY THE INFORMATION PROVIDED IN THIS RESUME”.

Note: 

Please make sure to send your application only to the addressee indicated on the vacancy announcement. 

• The hard copy of the application should be sent through the postal service.
• If you send your application electronically (via email), please send it as a WordPerfect, Microsoft Word or ASCII file.
• Please send a complete application for each vacancy announcement.
• As your completed resume will be stored electronically, applications completed with a word processor would be preferable. Kindly use a clearly legible font, such as ARIAL or TIMES NEW ROMAN. Please use plain white paper and do not use any shading or lines in the printout. 
• Limit the resume to 3-4 pages.