I have compiled these FAQs in response to questions asked on previous courses. You will find more information and ideas in the posts (listed right).
What is the relationship between a CV and a PHP?
PHP stands for Personal History Profile (sometimes referred to as 'PHF', Personal History File, or 'P11'). It is used for job applications, usually made online, within the United Nations and its related agencies, and has been widely adopted and modified by other international organisations. Many of these have, however, developed their own online application systems and will no longer refer to the PHP as such.
The design of the PHP has fixed fields which you can't modify or delete. It follows a reverse chronological format (Ie. current job first).
A CV is a personally designed document in which you present your career history in the way that suits you and your aims best. CVs vary in design. They can follow a reverse chronological, functional or alternative format. See question below on 'How do I choose a CV format?')
The PHP includes certain obligatory details (age, salary, supervisor's name, reasons for leaving jobs) which are not usually included in a CV.
The basic difference is that with a CV you control the design and layout of information, but with a PHP you do not.
Isn't the PHP enough?
For most jobs in the UN Secretariat using the online Inspira system (introduced in March 2010) a PHP is required (this is now sometimes referred to simply as a Profile) . However, many international organisations require a CV along with an online application. Examples include the European Space Agency, the European Patent Office and UNHCR. The likely trend in international recruitment over the next few years will be online application + uploaded CV and cover letter.
Some international organisations use a PHP which is sent by email as an attachment, although the great majority are developing, or have developed, their own online applications. See under 'Resources to Download' for a list of what different organisations require at the moment.
If you can send a CV as well as a PHP you should consider using sections in the CV (eg. career profile, key skills) which are not in the PHP. You might also consider doing a functional CV, especially if you are moving into a new type of work. A functional CV emphasises key transferable skills, something which the PHP does not do very effectively.
It is not unknown for a PHP or online application to be used for initial screening of candidates and the CV to be used at a later stage for interview shortlisting. CVs are also used for many temporary jobs and in recruitment for new agencies and projects.
When looking for international jobs my advice would be: have both a PHP and CV ready!
If a job only requires you to send a PHP through the Inspira system, it is still worth doing a two-page CV for your own benefit. The CV, designed by you and not based on fixed fields, encourages you to think about your career aims and direction as well as career history. Doing a CV helps you to edit statements in the PHP and make them more relevant to target jobs. So doing a CV can help you write a better PHP. It also gives you some small measure of ownership over the document.
It is not unknown for CVs to be requested later in the recruitment process. If you have applied for a job using a PHP and you get an interview, it is worth taking your CV with you.
Do I need to send a CV for jobs outside the UN?
Unless the job advertisement explicitly says 'do not send a CV' you should consider sending a CV and a covering letter. The PHP is not usually useful outside the UN system, though many organisations have their own online systems.
Some companies give specific advice on what you need to send at the end of job advertisements. CVs are usually essential for jobs outside the UN and for making speculative applications. They are absolutely essential in the private sector.
Increasingly, CVs are used for other purposes apart from applying for jobs. Your CV may come in handy for:
* grant applications
* professional development courses
* standing for election (eg Staff Union)
* pension funds
* publications
* higher degree applications
* networking
* personal introductions
How long is a CV?
I would recommend that you keep your CV to two pages maximum for standard job applications.
It is also worth attempting a one-page CV. Some employers, particularly in North America, require a one-page CV and may instantly reject anything longer. Check US-oriented job adverts for this. Also, one-page CVs are handy for applications with short deadlines or for jobs with immediate start dates; and they can be useful when applying for jobs which involve sending other documents in addition to a CV (see FAQ 'What do I need to send with my CV?').
Also, if you are planning to attend a job fair or a conference which may involve networking, take a one-page CV with you, or (even better) a mini-CV on the back of a business card.
Note: Many people are now putting their CVs online on web sites or social networking sites such as Facebook and LinkedIn. This has its drawbacks, of course, in terms of privacy; but it can allow prospective employers immediate access to your CV via a web link, especially useful if you are networking for a job rather than answering specific job adverts. The site LinkedIn is also full of CVs and is a better forum for job-seeking than Facebook. See below for more on this question.
A longer CV may be necessary if the job advertisement asks for a 'detailed CV'. In this case a CV could run to four or five pages and include appendices. This is the norm, for example, for some jobs in academia and the sciences.
I would encourage you to maintain a 'long CV' for your own purposes. It helps you to remember what you have done and gives you a ready-made database of phrases and statements from which shorter CVs can be generated. Remember to update your long CV regularly. A long CV can also be your 'base' for PHP statements.
Bear in mind (see previous FAQ) that CVs are not always about jobs. CVs are often required in applications for higher degrees and training courses, in grant proposals and in personal introductions.
Note: in the US, 'résumé' means a short CV, usually one page in length. A 'CV' is usually a longer document in the US.
There are occasions when a longer and more detailed CV is needed, and some employers even ask for them. They are often used in specialised jobs where there are a small number of candidates. It is also possible that shortlisted candidates will be asked for a detailed CV.
Useful tips on when to use different CV lengths are given at the Purdue Online Writing Lab at http://owl.english.purdue.edu/owl/resource/571/01/ (North American context).
How should I send a CV?
Hard copy by registered mail is probably still the safest way to get a CV to an employer. If you send your application by email, you may get an acknowledgement. Acknowledging CVs should be common courtesy, even if only by auto-reply; but many employers do not do it, including many UN agencies.
If you do send by email, consider sending your CV and covering letter as a PDF file. Word attachments are more vulnerable to blocking by anti-virus software. When you send by email make sure that the job reference number and title are clearly stated in the email. You can copy the covering letter into the email, but also consider adding the covering letter as a 'third page' of your CV. This means that you are only sending one attachment. Make sure your full name is correctly given in the attachment file name.
Whether you send by email or hard copy, there is a good chance that your CV will be photocopied so make sure that each page has somewhere your name and contact details (for example, top of page one, bottom of page two). If you send hard copy, do not staple the pages together. If you are in doubt about what to send and how, you can usually call the organisation. If you do this, try to get a contact name (if one is not given in the job advertisement).
For speculative job applications it is a good idea to make some prior contact by phone before sending your CV. Write down contact names immediately and check the spelling of names on web sites if available.
What should I send with a CV in jobs outside the UN?
Always check the end of job advertisements and, in some cases, the personnel section of company web sites for guidance. Some companies openly state their policies and procedures on recruitment; others put all the necessary information in the job advert; others give very little information. If in doubt, call the organisation to clarify what is needed. You will probably not be alone in doing this.
Usually a covering letter is required with a CV. There may also be a standard application form, similar to the PHP.
Increasingly, employers are asking for more specific written documents to test professional knowledge in additon to the CV and covering letter. These are often mini 'assignments'. Examples might be:
* Enclose a 300-word personal statement on how you would set up a quality control system in XYZ organisation.
* Submit a one-page syllabus for a course of three weeks on a subject of your choice.
* Write a personal statement on why you think you should get this position.
If such an assignment is required, it may take precedence over the cover letter and be used to compare candidates with similar qualifications. The quality of writing in English is also under scrutiny. In fact, these documents are sometimes called 'writing samples' in the announcement. So make sure you use your best English and if you are in doubt get someone to check the language for you (don't rely on a spell-checker).
Many international organisations (such as Europol) also conduct written testing at the time of interview. There is a trend in recruitment to request written documentation - in addition to the CV/PHP and covering letter - earlier and earlier in the process.
In some cases copies of certificates and grade transcripts are required, but this is usually at a later stage in the recruitment process.
Is it a good idea to use a CV template?
For a first draft CV, a template can be helpful because it gives you a structure to work with. See 'Resources to Download' for links to the Microsoft Office templates.
However, beware of templates. If you are not careful, they can take your CV out of your hands. Templates are based on the average type, not the individual. They provide global structure but not individual detail or initiative. If you use a template, be ready to make changes (eg to section headings) to suit your individual career needs. Don't be restricted by templates if you have a chance to design your own CV. The first point of initiative in getting a new job should be how you design your CV.
What font and point size should I use?
International organisations tend to be quite conservative. A restrained font like Times New Roman or Arial is advised. Garamond is also a good font. See 'Resources to Download' for sample CVs in different fonts.
A point size of 12 for normal text is advised, but 11 is usually OK. Anything less can be difficult or tiresome to read. A significant number of people have trouble reading 10 point. For sub-headings I would use a higher point size of 16. The name at the top of the CV should be distinguished from all surrounding print and can therefore be in an even higher point size, for example 20.
Remember that name and contact details do not have to be centred. Left justified can also be effective. Bold for sub-headings is a good idea; but avoid headings using all upper-case letters. In terms of typeface, experiment with combinations of plain, italic and bold. Use blank, not numbered or lettered, bullet points for job accomplishments.
How important is the visual design of a CV?
Very important. As CVs are scanned rather than read, the design of a CV should meet the needs of readers who are looking for an immediate impression. Probably about 50% of a CV's impact is visual.
CVs are usually read with both pages side by side, or with the reader moving to an fro between page 1 and 2; so you should consider the visual relation between your first and second page. Design for consistent and uncluttered presentation. Use white spaces; but avoid the 'shopping list' effect where there are two wide margins on either side of a list of bullet points. Try to avoid line-breaks across page one and two. Make sure that sub-headings are easily picked out and that their design is consistent on page one and two.
Quick readers rely heavily on sub-headings. Experiment with them. You do not have to use trusted categories like 'Career History'. You could use 'Career Highlights' or 'Career Progression'. Consider also whether special sub-headings are needed for your career situation, for example to indicate a change of career.
Avoid blocked paragraphs of writing, especially on page two, and lists of statements with no 'scope' or overview sentence to focus them. (See post below on 'Describing Jobs' for more on these terms).
A few other points about visual design:
* Avoid using italics for blocked sections of writing such as paragraphs or bullet lists. Italics are used for emphasis and are only effective by contrast with plain typeface. Consider using italics for scope statements and plain typeface for listing achievements underneath. Remember also that in English it is coventional to put book titles and words from other languages in italics.
* For the same reason, avoid excessive use of bold. Consider using bold for headings and sub-headings (for example, the names of employers in your career history).
* Avoid too many ALL CAPITALS. Capitals, however, may be effective for the name at the top of the CV and for major section headings.
* When designing your CV, make sure that sections are clearly separated by white space and that you follow a consistent pattern for the size of this space (eg 10 point). Partition lines across the page can be used to separate sections; but they lose their effect if a section is very short, for example two lines of text.
* For headline information (name, address, phone numbers, email), both centred and left justified can be effective. It is also possible to centre the name and place the other headline information across the page. There are no rules here - experiment until you find something that you feel comfortable with.
* Make sure that bullet points are aligned, balanced and grammatically consistent. Don't fill you CV with long lists of bullet points - it is unlikely that anyone will read them.
* Avoid reducing margins in order to squeeze more information on a CV. Edit the language to create space.
As regards the PHP, it is almost impossible to make the document visually appealling and easy to read. You can compensate by making your statements crisp and concise and - if formatting allows- by using sub-headings to break up bullet points.
In Galaxy this is not possible so you can only use your writing skills to try to make the text as interesting as possible. Consider using numbered points for the 'Duties' section and a more narrative or personal style (using 'I') for the Achievements section. This gives a measure of variety to the writing.
The most important thing? Good use of white space! (in a CV...)
Can I include a link to my web site on my CV?
Many people now have their own personal web sites or blogs. Putting a personal URL on your CV may help, but there is no guarantee that employers will look at the site. So don't assume that a URL will do the work of the CV. After all, most CVs are printed out and read as hard copy, not on screen.
If you do add a web site address, make sure that the site is up-to-date and is relevant to your current application. If you have work online that may help your application (eg a company web site you have designed or a published report), include these URLs on your CV under a section such as 'Publications' or 'Design Projects'; but make sure that accessible titles and brief descriptions are also given. Don't just list the URLs.
Should I include a photo on a CV?
There is a lot of debate about the use of photos in job applications. The advice of most recruiters seems to be 'don't add a photo unless you are applying for a job as a model'. But in fact an increasing number of people are sending CVs with a photo. Is it a good idea?
International organisations tend to be quite conservative so a photo may not go down well. You are being considered not for your looks but for your skills and experiences (hopefully). Also, it is unlikely that a CV will be privileged just because of a photo. Then, of course, there is the issue of whether a photo actually helps your application or not.....
Also, bear in mind that CVs are often photocopied so colour photographs will not retain their original impact. Photos are useful for career areas like the media, entertainment and modelling - but in these areas it is a portfolio and not a CV that is usually required.
Having said that, this area is likely to change radically in the next few years as social networking software impacts on CVs and recruitment.
What personal details should I give on a CV?
As a minimum you should give your full name, current address, phone contact details and one email address. Avoid listing too many (mobile) phone numbers and email addresses. Don't forget country codes if you are sending a CV abroad.
Other details such as nationality, age, gender, marital status, children, and personal health - these details are entirely up to you. Don't feel that you have to include them. There is no obligation to include personal details in a CV unless a job advertisement specifically requests them (for example, some jobs have requirements about height or age or ask sepcifically for non-smokers). Remember that your CV is not an application form.
If you do include personal details, consider placing them at the bottom of page two rather than the top of page one, unless you wish to highlight a particular detail which you think might help you get the job (such as nationality for some international jobs). If you apply for jobs using the Galaxy system, remember that the PHP requires you to state certain personal details. So you don't need to repeat these in your CV.
For speculative applications some additional personal information may help you get noticed. An example would be 'preferred location ' ('ready to work in any location within one hour of The Hague') or a statement about availability for work ('avaialble from mid-September'). These details may also be effective in a covering letter.
Is it necessary to have a professional profile?
No, but it helps to focus the first page of your CV. A profile statement can be many things - it does not have to be of the 'I am an excellent communicator' kind. A good profile is a summary which arouses interest in the CV and creates an impression of suitability and readiness for a particular job. It points to the career history. It can be a summary of:
* Qualifications
* Achievements
* Career Highlights
* Career Objectives
If you have no profile in a chronological CV the reader's eye is usually drawn to your current job. You need to decide if this is what you want. Does your current job lead smoothly to your next job? If you are making a move to a new career area a profile of some kind becomes more important. A profile shows the reader how you present yourself as a career professional - not just as a person with a list of jobs.
A profile does not have to be a long paragraph. It can be a series of bullets or a combination of sentences and bullets. A profile can be one sentence or just a single phrase ('Qualified Loss Adjuster' or 'Environmental Health and Safety Professional'). It simply orientates the reader before the career history.
Instead of a professional profile, try using a 'Skills Profile' or 'Skills Highlights' section. This may be very specific to you. For example, a LAN computer technician may list 'Network Proficiencies' in a skills profile at the top of his/her CV. Such a profile summarises expertise and will immediately speak to a fellow professional in the same field.
At the same time, skills profiles can be used to show transferable skills. This is particularly effective if you are doing a functional CV or you are applying for a job with a list of minimum requirements.
See post on 'Profiles' for more on this, including some words to avoid when doing profiles.
I'm applying for jobs in different career areas. Can I use the same CV?
If you have the time it is better to adapt your CV for different jobs, though you don't have to change everything. Study job adverts closely and look out for specific requirements that are 'essential ' or experience that 'would be an advantage'. Edit and revise your CV accordingly. This is where a skills profile is handy because it allows you to focus your CV in different ways regardless of your career history. Replace or re-organise the bullet points to highlight different things.
Also, adapt your covering letter. Although you will have favourite sentences that you use every time, there may be company-specific things that can be addressed in a covering letter to meet the needs of a target job. For example, showing some knowledge of a company's current projects and linking them to your skills may get you noticed more than a standard 'I am the best person for the job' covering letter.
How do I choose between a chronological (sometimes called 'performance'), a functional and a targeted CV?
This usually depends on your career situation and aims. However, doing two or even three versions of your CV in different formats can help you if you don't currently have a clear objective, or you are seeking to change careers.
For an excellent overview of the pros and cons of each format, see: http://www.alec.co.uk/cvtips/selectcv.htm
How much educational history should I give on my CV?
Keep it short and simple. Give your highest educational qualifications plus any extras such as ongoing professional training and other courses which are relevant to the application. If you have a university degree there is no need to give details of your secondary and primary education.
For all entries in your educational history you should include: the dates of study (from/to), the qualifications(s) gained, the institution you studied at, and the major subject(s) studied. If you did part-time study or distance learning while in work you should show this too.
Should I translate educational qualifications into English?
Keep educational qualifications in the original language (in italics) and then give in brackets a brief translation of the level into English. The major subjects studied should be given in English.
When translating academic qualifications you might find this site useful: http://www.transacademic.net/cms/articles.php?um=index. Go to 'Lexicon' or try 'Links' for more.
Should I include all my training courses?
No. Be selective. Include those training courses which are the most useful and relevant to your application. If you list too many routine courses your key selling points for a particular job may not come through. Layer the information for the reader by grouping training courses under sub-headings (eg. 'UN Training Courses', 'Weapons Training', 'Communications Training').
You could also use your profile statement or covering letter to draw attention to particularly useful training. Avoid using vague phrases like 'attended various training courses on mission security'. Remember that some training can be mentioned in another section such as 'Key Skills' (computer training, for example) or 'Languages' and does not need to be listed separately.
What should I do about languages on my CV?
If you speak more than one language - and especially if you write in more than one language - you should include this in your CV. Here are some tips on how to do this.
Where do languages go on the CV?You could list your languages in a section headed ‘Language Skills’ or include them in a general section ‘Other Skills’. A more dynamic approach is to have a section in your CV called ‘Communications Skills’ or ‘Communications Profile’ and include language skills alongside other communication abilities – for example, giving presentations, conference speeches, interviewing or chairing meetings. Communication skills are highly valued and often matter in job selection.
If you are applying for a language-related job (eg translation) create a ‘Languages Profile’ at the top of your CV beneath the professional profile. Remember to make clear the languages you work from/into.
If you are a native speaker of a language, mention this. However, any evidence you can give of advanced level communications training (especially in writing) usually helps. Being a native speaker is no guarantee of excellent communication skills.
In some jobs an ability to speak a language is an essential requirement. If a language is mentioned in a job advertisement as ‘essential’ you should consider putting your achievements and competences in that language in the professional profile at the top of the CV. CVs are often screened by non-specialist staff in HR and language proficiency is usually one of the criteria.
How do I show my ability and experience?
If you have a good level of proficiency in an ‘essential’ language you need to give some evidence. It is not enough to say ‘Fluent spoken and written English’ (for example). Or French. Or Spanish. Or Dutch. Or any other required language.
The best way to do this is to cite a qualification in the language. For non-native speakers of English, the Cambridge First Certificate or Cambridge Proficiency (UK) and the TOEFL (US) are usually considered sufficient for international organisations. The International English Language Testing Service (IELTS) exam is the one preferred by most universities in the UK.
If you do not have a qualification in a required language, try to find some other form of evidence. Have you completed a language training course or a course on writing? Have you any special experience in the language (giving presentations, interviewing) which you could mention? Are you doing advanced study in the language, including private lessons?
Self-assessment at Europass
It is possible to assess your own language abilities and include details of how you learned the language. Europass, an EU-funded body, has set up a 'Language Passport' which gives guidance on how to evaluate your language abilities using a framework of levels designed by the Council of Europe. This framework is increasingly being used on CVs in Europe, especially in the business world. For more information and examples see here.
You can create your own Language Passport online which will be sent to you electronically. This is better than putting 'Good French' or 'Reasonable Spanish' on your CV.
For the level descriptions used in the European Common Framework see here.
How can I show freelance work in a CV?
If you work(ed) for a lot of employers at one time, a chronological Cv is not the best option. It is better to use a functional CV. Avoid listing all the employers you have worked for. Instead, break up your work into skill areas (eg types of translation) and mention the highlights only - key employers, projects and dates. Use sub-headings to layer the text. Use overview or 'scope' sentences to focus the CV and give the reader a pathway through the information. A strong profile statement is also helpful at the start. It is important to be selective when presenting freelance work and to relate the work you have done to the target job or a career direction.
What should I look for when reading job adverts?
Job adverts usually state the qualifications required for a job. They also give a description of duties and responsibilities. In UN agencies these descriptions are often long and wordy.
When reading job adverts, try to reduce the job to the essentials. What are the key qualifications? How many years experience are required? What skills are sought? These 'essentials' could be on the checklist used by the employers when they screen the CVs for a particular job.
Try to anticipate these essential points. Then redesign your CV to foreground (for example, in the profile statement) the keywords from the advert. Don't, however, make this look too obvious by borrowing whole sentences from the advert.
Look out for clues in job adverts as to what is important. Look out for:
* Anything which is described as 'essential' or 'necessary'. These words will probably indicate a basic requirement of the job.
* Phrases like 'would be an advantage', 'highly desirable' or 'preference will be given to'. These phrases indicate skills or qualifications which the employers need.
* Any sentences which describe a current or future initiative of the company. If an advert says 'Company is currently expanding its market in x field' this may be a clue to the kind of person the employers are looking for.
* Any future tense phrases like 'training will be given' or 'professional development opportunities will be offered'. These phrases may indicate growth areas in an organisation and could be clues to recruitment policies.
Sometimes, by reading job adverts carefully you can not only identify keywords for your CV, but also possible interview questions. As you read job adverts, try to predict what questions could be asked at interview. Some of your 'answers' could provide good material for a covering letter.
Above all, read job adverts critically. Job adverts are written by human beings. They are not always well written and they are not always clear. They often contain gaps and inconsistencies. They are sometimes responses to changing or highly political situations in a company; and they often have semi-legal status (related to contracts) which makes for a lot of legalistic language.
Remember also that job adverts usually envisage an 'ideal candidate'. In reality, nobody may actually meet the ideal. If you do not meet all the requirements of a job, it is still worth applying. Sometimes a particular candidate may stand out as the right person for a job without having all the required qualifications.
How important is my CV/PHP if I get an interview?
A CV is not about getting a job; it is about getting an interview. So if you have an interview - either in person or by phone - your CV and cover letter continue to play a role. Recruiters may have a copy of your CV and cover letter to hand when they interview you; they may even quote from your CV or ask you a specific question about it. So make sure you know your CV! Read it and your cover letter before the interview and be ready to go into detail.
(My course is not about interview techniques but obviously CVs and interviews are closely connected in the job-hunting process. Richard Bolles' book What Colour is Your Parachute? includes an excellent chapter on preparing for interviews.)
Should I include references in my CV?
As a rule, employers will ask for references if they are interested in employing you, not while reading CVs in the early stages of recruitment. References are usually not sent with CVs; but the names and addresses of your referees can be included. In some situations (see below) it is actually a good idea to send reference contact details. Sometimes job adverts specifically ask for them. UN applications using the PHP require references up front.
Including reference names does, however, make your CV longer than it needs to be, probably going onto a third page. If you do include them (usually you need at least two names but three is common), it is better to put them on a separate page using a heading such as 'Professional References'. Don't try to squeeze them in at the foot of page two. Whatever you do, make sure that you have a list of references available when you are applying for jobs.
Here are a few tips on professional references:
* If you send a PHP, there is no need to include references on the CV as well.
* For CV-only applications, a single phrase at the bottom of page two 'References available on request' is enough, unless there is a good reason to include reference details.
* If you are a recent graduate, an expanded phrase such as 'References, grade transcripts and copies of certificates are available on request' is advised.
* For speculative applications, including reference details on a CV is a good idea.
* For jobs with short or urgent deadlines (Ie. they need someone quickly), including reference details on a CV is a very good idea.
* If you include reference details, make sure you include the person's: full name, job title, company or organisation, full address, work phone number, email address. And the relationship of this person to you (eg. 'Former Supervisor').
* Ask people if they are willing to be referees for you and check that they are happy with the contact details. Keep track of where your referees are. Update details if people move or change phone numbers.
* Coach your references. Give your referees a copy of your CV and, if possible, inform them in person about your plans and current activities. Let them know about jobs you are applying for. Give them regular updates.
* Your referees may ask you 'What would you like me to include?' If this happens, make the most of it. Ask them to include what you want the employer to hear.
* In the ideal scenario, ask your referee to draft the reference in advance of job application and let you have a copy.
* If a referee is likely to become inaccessible or difficult to reach for a period of time (eg. on mission), ask them in advance for a copy of a written reference headed 'To whom it may concern'.
* Prepare your referees for phone calls as well as written references. Many employers nowadays prefer to get references in person. Notify your referees if you know who may be calling them. Inform them about the company, the job and any special features they need to know.
* If you get an interview, take your reference list with you and offer it at the end of the interview.
* Thank your referees throughout the process. Let them know if you get the job!
If you have an outstanding letter of recommendation or a reference connected to a specific project, you could try contacting the target employer to ask if you can send it with your application. You may get no response; but it may be worth a try. This is a high-risk strategy. But applying for jobs does involve taking risks. Only do this, however, with the approval of your referee. As networking 'behind the scenes' is a major part of recruitment, you may also be able to persuade your referee to make initial contact with the employer. Again, high risk, but it could work.
I've seen a lot of sample CVs online. Can I learn anything from them?
Yes, but...... The more examples you read, the more aware you become of what makes an effective CV. And also of what is not so effective. Remember, however, that no sample CV will exactly fit your situation. Samples, even those presented by CV agencies, are not necessarily always good. Be aware that some CV writing and recruitment agencies will tell you that your CV is bad so that they can justify charging you a fee for it to be rewritten. Usually all this means is that they will rewrite it in their house style or with their own format. CVs are ultimately about being comfortable and confident with your career story, not about following rules or imitating samples.
My advice would be: read critically; borrow useful phrases and words, especially verbs and adjectives; and notice the section layouts and designs used by different CV writers. Adapt everything you borrow. Never feel that someone else has the perfect CV. And remember that a 'brilliant' CV that sounds impressive may still fail to get noticed because it does not anticipate the needs of a specific job - or the person is not the right one for the job.
I'm a recent graduate. How should I approach my CV?
If you have a limited career history because you have only recently graduated, you need to focus more on your career aims and interests, your key skills, your education, and your qualifications. Here are some tips for recent graduate CVs:
Aim to get your CV on one page. A 'Qualifications Summary' or a similar profile at the top is needed to focus the CV. This should summarise your academic background but also state the career area you wish to move into.
Words like 'adaptable', 'resourceful', 'versatile' are often effective in the profile. You need to project a willingness to learn and be flexible, especially when looking for your first major job. You will be employed on the grounds of potential, not experience, so a strong sense of interest and motivation needs to come across. A brief summary of your work experience and internships, plus language and computer skills, can also be used in the profile. Emphasise international qualities.
In this kind of CV it is often better to put your education first, just beneath the profile. As well as the usual details (dates, institutions and qualifications), try to include some 'value added' details such as: study or work abroad; dissertations and projects; awards; organisational work. If you can quantify your qualification with a result such as a grade point average (GPA), this is usually helpful.
Instead of listing your jobs, many of which might be part-time, you could title a section 'Work Experience' rather than 'Career History'. Include internships as well as paid jobs. Be selective in the details you give - don't describe every part-time job in full. Focus on the jobs which have given you the skills and the interest for the career area you wish to move into. Make every bullet point say something different about you. The global impression created by the CV is crucial.
Remember that skills, projects and achievements will be of more interest than the companies you name, especially for internships. Vary your verbs and make sure each bullet point is contributing something to the overall picture. The reader needs to see a story of growth and progression, but also versatility and a desire to try new things.
If you have a number of small part-time jobs which are not related to your career and are no longer important to you, consider summarising these in one sentence at the end of the section (eg '1998-2000 - several part-time positions in retail and customer service in the Amsterdam area'). Also effective in this kind of CV are details of voluntary and community work.
Some sample CVs (US-oriented) for recent graduates are available at
http://www.resumeedge.com/students/resumeadvice/samples/.
Does a CV make a difference?
Good question. The short answer has to be: 'it can, but not always'.
It can't do any harm to have a professional and engaging CV/PHP that you feel confident about. It can certainly make a difference in job selection; but it can also help you to focus your mind on the career you want. Changing and updating your CV can be the spur to new thinking about your professional life.
In international organisations, the CV/PHP and cover letter continue to be used as recruitment tools. But many other kinds of employers are now relying less on the CV and more on other tools such as written assignments, on-the-spot interviews at job fairs, or online profiles such as LinkedIn.
(For a fresh and original view of CVs and their place in recruitment, see the book by Jeffrey Fox called Don't Send a Resume. This book suggests that while CVs remain necessary, they are only effective when combined with other strategies such as networking.)
In the UN and other public international organisations recruitment is not known for its transparency and it is highly likely that - for some jobs at least - hundreds of hopeful PHPs are never read because a candidate for a job has already been chosen. Some job announcements seem to be written to favour internal candidates, even though they are advertised worldwide.
This is a sad reflection on (some) international organisations which are quick to promote transparency in other areas. As an individual looking for a job, there is not much you can do except keep looking, hoping for professional treatment, and lobbying for it whenever you can.
Are there differences between US and British style CVs?
Yes. The post on 'Online CV Resources' has links to both UK and US sites. However, you will find many more US-style CVs online if you do a Google search.
Although in both countries the CV is an individual sales pitch and performs similar functions, profile statements being common in both, US-style CVs tend to be more geared to results-oriented presentation. So there will be more numbers in a US-style CV.
Covering letters (also called 'cover letters', 'letters of interest' or 'motivation statements') perform similar functions in the US and the UK, but US-style letters are more individualised and performance-based, with a strong emphasis on the future. UK-style covering letters tend to focus more on background and qualifications. However, individual styles account for a lot and there is no saying what a 'typical CV' looks like in the UK or the US.
And other countries?
As with all written texts, CVs are influenced by culture. This course and web log is about CVs in English and, although I have geared it to international jobs, my perspective is influenced by UK and US culture. CVs in French, Spanish, Dutch, Japanese or Arabic will have different conventions about (for example) where to put educational background or whether to use a profile statement.
If you are applying for a job in English the advice on this web log about organising a CV should be relevant, and should help you to translate your CV from another language. Bear in mind that international organisations tend to favour a conservative approach (although this is no reason to allow your CV/PHP to be badly written!)
If you are applying for a job in another language, you might need to do some cultural research. A good book on this topic is The Global Resume and CV Guide by Mary Ann Thompson (John Wiley and Sons). This book gives employment advice for most countries and tips on CVs in different job markets. See 'Online Resources' for more.
Should I use British or American English?
Use the English you are comfortable with and be consistent about spelling. If English is your second or third language it is worth noting that British English is the official standard for United Nations writing (see UN Correpsondence Manual 2000).
Make a choice between 's' or 'z' in words like 'organise/organize' and stick to it. Don't mix.
I've got nothing! How do I get started on my CV?
First of all, don't panic!
If you have no CV or you have not written a CV for a long time, you need to free your mind from CV formats, layout and templates and spend some time researching yourself and defining your skills. The feeling that you have got nothing has to be overcome before you can write a CV. It takes time, it can't be done overnight.
Here are some tips:
* Keep notes for one week on what you actually DO in your current job. Get to know yourself professionally. Don't rely on your official job description. Note down projects, tasks, duties, functions, meetings, responsibilities. Nothing is too small. Define the key verbs that characterise your job. Use your last appraisal. If you are not currently in a job, brainstorm everything you did in your previous job.
* Look at job advertisements, especially in the career area that interests you. Note down useful words and phrases that you can use in your CV. Do the same with sample CVs (search online). Borrow words and phrases.
* Write down what you would like to do in your next job. What are you looking for? Don't just think of a job area, but the specific activities you want to participate in or the achievements you want to eventually have. Define, if you can, your strengths. Define also what you enjoy doing. Draft an objective statement (what you are looking for). Parts of this could later be used in a covering letter. (In fact, when you are getting started, writing a draft covering letter is more useful than writing a CV. A CV is easier to write when you are motivated and you can see possibilities for changing your life.)
* Talk to colleagues. Ask a colleague to interview you. They will probably see qualities or skills in you that you are not fully aware of. Note down what they say.
* Write your first draft of the CV in note form, not in sentences. Start with accomplishment statements, not scope statements. Think words and phrases, not sentences.
* If it helps, use a template to get you started. But be experimental. Don't feel that you have to use traditional categories like 'Career History'. The CV is your showcase - take control of the design. You might need some categories that are unique to your situation.
* Take a break. You can't do your CV overnight. It takes several weeks, if you are starting from scratch. Remember - it will never be truly 'finished'! But taking a break usually gives you a fresh perspective on what you have written, however small.
* Read the whole of this web log and follow the links to other sites!
I have a chronological CV but I want to write a functional CV too. Where do I start?
It is a good idea to have more than one type of CV. This is especially true if you are changing careers. Having more than one document available makes you more flexible in your response to job adverts and allows you to design a CV targeted to a particular job. It gives you more options.
If you have a chronological CV and you want to make a functional CV too, the best place to start is with your skill profile. Instead of thinking about the duties and responsibilities of current/past jobs, think instead about the key skills which you could transfer to a new job. Read through your chronological CV, but focus on skills and qualifications, not duties.
Include skills from any jobs in the last fifteen years. Look for connections between jobs. Think outside the box of your current job. Don't feel that a job from ten years ago is no longer relevant - you may wish to return to that same career area. Also, list all the things that make you qualified for a new career area.
Identify further qualifications that you may need. Often in career change you need to acquire new experience or qualifications outside your current job, sometimes quickly. It is helpful to set some training targets for yourself. Doing research on jobs and companies that interest you may also give you ideas for statements on your functional CV.
Next, try to organise your list into sections. Aim for three sections as a rule. These will be your areas of professional expertise. As you build up these three (or more) areas you are producing a summary of your skills, experiences and qualifications, but without necessarily describing jobs. The chronological part of your CV - the list of previous employers - moves further down page one of the CV, and even onto page 2, as your profile develops.
Remember that a 'profile' can be done in many ways and does not have to be presented as one section. It can be broken into several sections with different headings to suit your needs. Also, you do not have to use it for every job. You may feel more confortable sending a chronological CV for some jobs, and a functional CV for others.
And of course there are many ways of combining the two approaches depending on how much of your profile you wish to use. It can be edited at any time.
Note: functional CVs are sometimes useful for other reasons. Writing one can, for example, help you to prepare for an interview. Focusing on skills and strengths, rather than jobs, can give you better professional self-knowledge. It forces you to think outside your current job. It can stop you from answering all questions by referring to your current job, which is a common mistake in interviews.
I find re-writing my CV a painful experience. Is this normal?
Yes. CVs are about personal history and personal change. Writing - or re-writing - a CV often involves personal feelings, doubts and anxieties. CVs are often presented as administrative documents; but writing one can be far from straightforward. Many people feel bad about their CV because they are unhappy in their current job or wish to forget a previous job. They may also feel that they have not acheived much.
Moving from a chronological to a functional (or targeted CV) is not easy. As it involves thinking about your career situation and the possibilities for change, personal and emotional factors come into play. These many include family and relationship issues. Re-writing a CV is never just about professional skills. Cool-looking CVs can mask intense personal and emotional turmoil.
You may need to write down some of the personal feelings, conflicts, insights and doubts that you experience, even though they will not be included in the CV. Careers counselling or talking things through with a good colleague may also help at this stage. I have noticed various common negative emotions - fear, regret, anger, shame, embarrassment - well up when people discuss their CVs. A feeling of not having enough experience is rampant.
It is important to keep a sense of perspective when drafting your CV and share your feelings with trusted people around you (and listen to them too, of course). Also, be positive: see your CV as a chance to start again, build on your successes and not sink into your disappointments.
However, bear in mind that this process of change can be productive for you in the end. You may find that the CV becomes easier to write when you have a clearer sense of your possibilities. Moreover, you may get some useful material for covering letters during this process.
Covering letters are primarily about personal motivation during a time of change. Letters which simply repeat the past, giving a version of a chronological CV, are usually unconvincing. A good covering letter is future-oriented and achievement-based.
So what is a covering letter?
A covering letter accompanies your CV when you apply for a job. It declares your interest and your motivation for the job. The course book gives tips on covering letters and there are some examples and a suggested outline at the back of the book.
A covering letter is also known as a cover letter, a letter of interest or intention, or a motivation statement. It is your 'sales pitch' for a job. The covering letter should not repeat the CV; it focuses and develops the CV's main points in the context of the target job. Some recruiters read CVs and covering letters together.
A covering letter is also an example of your writing in English and some employers will use it to see how good your written English is.
How long should a covering letter be?
Check the job advertisement first. Some jobs specify a word limit or even what the covering letter should address. If the advert just says 'send a CV and covering letter' you should write a covering letter of less than a page in length, 300-400 words. It is helpful to think of your letter as four or five paragraphs. The first paragraph identifies the position on offer, where you saw it advertised, declares your interest, and confirms that the CV is enclosed.
How do I avoid repeating the CV in my covering letter?
Firstly, highlight rather than repeat. Secondly, link to the target job. Use the beginning of the second paragraph of the letter to give a brief summary of your professional highlights with a mention of your current position and how long you have been in the job or career area. Keep it brief. Refer the reader to the CV for more details.
Don't allow your covering letter to get stuck in the past tense at this point. Instead, relate your skills and experiences as early as possible in the letter to the target job. Build a series of connections between your skills and the needs of the company or organisation. Concentrate on transferable skills, not duties. Focus on those aspects of the target job for which you are qualified and experienced. Identify your strengths. Highlight projects or tasks which have been successful or for which you have received praise. Ask your referees to mention these projects if they are asked to provide a reference.
Use the job advertisement. Try to identify aspects of the target job for which you are well qualified. But also mention those aspects which will be a positive challenge for you. Find out about the organisation's current projects and fit yourself into them. Bring out the skills that could benefit the organisation. Think: they need me. Indicate any recent training you have had which may be relevant, and any professional education. Come across as a person with useful skills, but also someone who is willing to learn. Show knowledge of the organisation while you are doing this.
Convey enthusiasm for the job and explain why the new job would be a good career move for you. At the end of the letter summarise in one sentence the personal attributes you bring to the job. Don't overdo this - it's a case of 'less is more'. Two or three well-chosen words about yourself - eg. 'resourceful, enterprising and with a keen eye for detail' - are more powerful than a long list of adjectives.
What about the covering letter in UN applications?
In UN applications through the Inspira system you are asked to write a cover letter. The space available amounts to about 450 words.
A few tips about UN applications:
* Don't be tempted to fill all the space they give you. Keep your letter to a maximum 400 words.
* Despite the fact that you are responding to a single question, organise your letter into paragraphs for ease of reading. Aim for 3-4 paragraphs. See my tips on cover letters under 'Resources to Download' for a possible cover letter structure and an example.
* Emphasise in your letter the strong points of your application. Respond directly to the vacancy and use the keywords from the job description. Identify the main qualifications that you have but also highlight unusual achievements and areas of expertise which you know other candidates may not have. Focus on the core requirements of the target job.
* Don't be tempted to tell your educational and professional history. This is in the PHP.
* Don't treat this piece of writing as a performance self-appraisal. Although you should identify the growth points in your career, don't overload your letter with too many learning statements ('What I have learned about human resource management in the last two years is....'). Usually, you are required to send your last two ePASes (performance appraisals) with your UN application.
What should I be careful of in a covering letter?
Repeating the CV; saying you are the best person for the job without giving examples; stating your strengths without linking them to the target job; showing no knowledge of the organisation; showing no willingness to learn new things; long paragraphs; criticising your current or last employer.
