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Selection processes in NGOs
- Page updated onMarch 15, 2025
The way in which one accesses a job in a humanitarian organization is generally very different from the way in which one accesses a job in the public sector, which is the majority sector for health professionals in many countries.
Finding a job in cooperation that fits what you are looking for and submitting your application is only the first step. Understanding how selection processes work in NGOs and other humanitarian organizations is key to prepare yourself and face the rest of the steps successfully.
Table of contents:
The first filter of the selection process in NGOs: the initial interview
(Quick) review of resumes and cover letters
The first filtering of applications is usually carried out by the human resources department. To do so, they review the resume (mostly) and (usually to a lesser extent) the cover letter, or the forms that were submitted.
This department usually reviews hundreds of applications every day. For this reason, it is essential that the documentation presented clearly highlights the most relevant aspects. With a quick glance of a few seconds, the people in charge of filtering must be able to find a correspondence between the candidate's training, experience and skills and the requirements of the position.
The first interview
Only a small number of people go through for an interview. Those selected are usually invited, days or weeks after submitting the application, to conduct an initial interview online or by telephone. This interview is usually introductory and conducted directly with representatives of the human resources department. This interview rarely addresses specialized technical aspects, but is usually used to confirm some information, get to know the candidate in general, and explore more or less quickly whether he or she has the key competencies required for the position.
In many - most - positions, several languages are required. Although in the academic world it is common to ask for certificates and diplomas, a very common practice in the selection processes of humanitarian organizations is to explore the candidate's level in these languages by asking him or her to answer several of the questions in the relevant languages during the interview. It should come as no surprise to anyone that, after starting the initial interview in Spanish, a few questions are followed by English and French, for example.
This first interview is usually a good time to ask general questions about working conditions in the organization and the selection process, although there are other opportunities later on to address these questions with the personnel department, if the following stages are passed.
What kind of questions can you expect?: the competency-based interview
Although all competencies are, to a certain extent, desirable, for each position, priority competencies are usually indicated and explored during the interview. These are skills such as autonomy, motivation, leadership, creativity, teamwork, interpersonal communication, organization and planning, stress resistance, flexibility, problem solving, negotiation or strategic vision.
The way to explore professional competencies in interviews generally consists of more or less open-ended questions about:
- Motivations (What do you know about this organization?, why do you want to work here?, what attracts you to this position?).
- How the candidate does or would do certain things (How do you prioritize the most important tasks, what would you do in case of disagreement with the person supervising you when it comes to setting performance objectives?).
- How have you dealt with situations in a real way in the past, with concrete examples (Can you give me an example of a professional situation in which you had to deal with a difficult problem and explain how you did it?, can you tell me about a project in the past that was particularly motivating for you and why it was so? can you tell me how you have acted in the past when you have made a suggestion to the person who was coordinating you and he/she did not accept it?, have you been involved in a past project that failed?, could you tell me a little bit about this project and why you think it failed?).
It is a good idea to approach these questions with a STAR (Situation, Task, Action and Result) format, explaining initially what situation or task you were faced with, what you did, and what you got out of it. It's also a good idea to identify, in the job posting, what competencies are considered key to the position, and prepare answers to the most common questions about them in advance, which can be found in many competency-based interview guides.
The second filter: written test and technical validation
A 1-3 hour exam with short questions
Many organizations, after a successful first interview, and before moving on to more in-depth interviews with the people in charge of the supervision and coordination of the position in question, ask a small number of pre-selected candidates to complete a technical test, in order to make a pre-validation of technical knowledge. Generally, a date and time is agreed upon for the submission of the written test, and a period of 1-3 hours is given to answer it remotely (with the possibility of consulting sources of information) before submitting it.
This test usually consists of several short questions, directly related to the responsibilities and tasks of the position, which may include aspects related to public health or also questions more linked to the management of a project or program.
For example, for a position related to coordinating a health program there may be both more and less theoretical questions (e.g., What are key actions to consider in controlling an outbreak of cholera?, what obstacles and challenges might we encounter when trying to implement the initial minimum package of reproductive health services in humanitarian emergencies?, or what measures would you implement to minimize the risk of stock-outs of medicines used by a mobile health team?, as well as case studies (e.g., What methodology would you employ to assess the health needs of a population in the hypothetical context described below?, or complete the activities, resources needed and indicators of a sample logical framework with objective X to be implemented in scenario Y).
A technical and professional orientation course
Some organizations, instead of taking a written test, require candidates who have passed the first filter to complete a course that may be face-to-face and last several days. After completing the course, they are informed whether they have passed or not.
Those who pass the test are either accepted into the job for which they applied, or - in many cases, where they applied for generic positions - are suggested for vacant positions where they might fit given their profile and experience.
The third filter of the NGO selection process: additional interviews
These are in-depth technical interviews, in front of a panel of people.
Once the first filter is passed, and depending on the results obtained in the technical test (or the mandatory course, in some cases), there are usually more interviews.
These additional interviews sometimes also include someone from the personnel or human resources department, but the determining factor is that they are usually led by one or more people who will supervise or coordinate the work of the person ultimately selected. It is not uncommon for the panel of interviewers for an expatriate health position to include someone from the headquarters technical department and someone from the destination country (such as the national health coordinator).
These interviews are sometimes less structured than the previous ones (since they are conducted by people who, although they are very used to doing them, are not human resources management professionals). They usually start with an open question to give the candidate an opportunity to introduce him/herself and summarize the key aspects of his/her resume and cover letter. It is therefore a very good idea to have a complete and well-structured 1-2 minute presentation prepared. After that, the panel can focus on aspects that are not clear in the resume or apparent weaknesses in the profile, and then try to find out with additional questions if this person is more or less suitable than the other professionals competing for the position. These additional questions can deepen the competency assessment.
How to prepare for these interviews?
In general, it is a good idea to prepare well before the interview, including an in-depth review of the resume and cover letter you submitted and the job description. Keep a PDF copy of the job advertisements, resumes and cover letters for each application submitted. You may run into problems if the interview occurs after the advertisement has been removed from the place where it was posted, or if you do not remember whether or not you mentioned a certain aspect in your documentation. Reviewing these documents is important to get a good understanding of the duties and responsibilities of the position, and to clearly identify your strengths and weaknesses in relation to what may be a priority for the recruiting organization.
It is also not a bad idea to review again the questions you expect to be asked, and even seek information about the professional profile of the people who will interview you, as soon as you know their names. Knowing in which countries or organizations they have worked, which technical areas they have done research in, what languages they speak and with what level of fluency, or even if you have contacts in common, can make you much more comfortable and calm at the time of the interview.
Peace of mind and confidence
While it's obviously good to demonstrate a certain agility when answering questions, it's fine if you occasionally ask for clarification on a question you may not have understood well, or even ask for a few seconds to help you structure your thoughts before you start to rush through a particularly complex question. The way you communicate your answers can be a determining factor in your selection process, if you demonstrate that you have a good ability to understand, analyze and communicate complex topics, without beating around the bush.
Nowadays, most interviews are conducted online, but if you have an opportunity to do a face-to-face interview, use it to your advantage. It's your moment to demonstrate your value and ability in a much closer way than the rest of the people who are applying for the same position and are forced to do theirs remotely.
Background and reference checks
If everything went well (or at least better than the rest of the competitors) and you have been selected for the position, they will contact you. However, before that, they will probably check your background and contact the references they have to confirm if you can be a good choice for that job.
If you are given the opportunity, you should include two or three relevant references who can speak well of you. In any case, people who intend to hire you may try to find professionals who are common contacts, even if you have not explicitly indicated them. Moreover, suggesting people they may already know as references can help build a lot of trust.
Normally, days or weeks after your last interview you will receive confirmation of acceptance or rejection of your application. In case you have been accepted, you will also receive more information about the next steps to be taken, specific aspects of the working conditions, dates of incorporation for your induction process and field trip, etc. This is also a key moment for you to clarify any possible doubts you may have and to try to negotiate aspects with which you do not agree or that you believe have changed with respect to the job description for which you applied.
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