Choosing and Preparing References for Humanitarian Jobs

Why References Matter More in the Humanitarian Sector

In many industries, reference checks are a formality. In humanitarian hiring, they are a substantive part of the selection process. There are several reasons for this.

• • High-stakes environments: Humanitarian workers operate in contexts where poor performance can directly affect vulnerable people. Organizations want independent verification that you can handle the pressure.
• • Safeguarding obligations: Since the sector-wide push for stronger safeguarding practices, organizations are required to check references more thoroughly. Many now ask specific questions about conduct and integrity.
• • Remote supervision: Many humanitarian roles involve working in isolated field locations with limited oversight. Employers need confidence that you will perform well without constant supervision.
• • Small sector, long memory: The humanitarian community is smaller than it looks. Reputations travel. A reference check often involves people who know each other, which raises both the stakes and the honesty of the responses.
• • Inter-Agency Misconduct Disclosure Scheme: Many organizations now participate in formal schemes that require them to share information about misconduct with prospective employers. This means your employment history is more transparent than in most sectors.

Who to Choose as References

Direct Supervisors

Your most recent direct supervisor is almost always the most important reference. They can speak to your day-to-day performance, reliability, strengths, and areas for growth. Most organizations expect at least one, and often two, supervisor references. If your current supervisor does not know you are looking, it is acceptable to provide a previous supervisor instead, but be prepared for the hiring organization to eventually contact your current employer before making a final offer.

Colleagues and Peers

A peer reference adds a different perspective. Colleagues can speak to your teamwork, interpersonal skills, and how you operate when the boss is not watching. This is especially valuable for roles that require strong collaboration. Choose a peer who worked closely with you on a specific project or in a challenging context, not just someone who sat nearby.

Partner Organizations and External Contacts

If you have worked with implementing partners, government counterparts, or donor representatives, they can provide a reference that demonstrates your external coordination skills. This is particularly useful for program and partnership roles where managing relationships across organizations is a core part of the job.

Who Not to Choose

• • Personal friends or family members: They cannot provide an objective professional assessment.
• • People you supervised: A reference from someone who reported to you carries less weight because the power dynamic affects objectivity.
• • People who barely know your work: A senior leader who can only confirm your employment dates is not helpful. Choose someone who can speak to specifics.
• • Referees with outdated knowledge: A supervisor from ten years ago may not reflect your current capabilities. Aim for references from the last three to five years.

How Many References to Have Ready

Most humanitarian organizations ask for three references. The UN system typically requires three, with at least two being supervisors. NGOs vary but three is standard. Always have four to five people ready so you can choose the most relevant ones for each application. Some organizations specify that references must come from your most recent employers, so check the requirements carefully.

If you are early in your career and do not have three professional supervisors, you can supplement with academic supervisors, internship coordinators, or volunteer program managers. Be transparent about the relationship and choose people who can speak to relevant skills.

How to Prepare Your References

A good reference is a prepared reference. Do not assume that your former supervisor will remember the details of a project from two years ago or understand what the new role requires. Here is what to do.

• • Ask permission first. Never list someone as a reference without their explicit consent. Contact them before you apply and ask if they are willing and available.
• • Share the job description. Send them the posting so they understand what the hiring organization is looking for. Highlight the key competencies or requirements.
• • Remind them of specific examples. Jog their memory with two or three concrete things you accomplished together. "Remember when we redesigned the partner reporting template and reduced the review cycle by a week?" This gives them material to draw on.
• • Tell them when to expect the call. Let them know roughly when the reference check might happen so they are not caught off guard during a busy field visit or leave period.
• • Confirm their contact details. Verify their current email and phone number. People in humanitarian work change organizations and phone numbers frequently.
• • Thank them afterward. Whether you get the job or not, send a thank you. You may need them again for future applications.

What Questions Reference Checkers Ask

Reference check questions in the humanitarian sector go well beyond "Would you hire this person again?" Here are typical questions your references should be prepared to answer.

• • What was your working relationship with the candidate, and for how long?
• • What were the candidate's main responsibilities?
• • How would you describe the quality of their work?
• • Can you give an example of a significant achievement during their time with you?
• • How did they handle pressure, tight deadlines, or challenging situations?
• • How did they work with colleagues, partners, and people from different cultural backgrounds?
• • What are their areas for development or improvement?
• • Did they demonstrate appropriate conduct and integrity throughout their employment?
• • Were there any concerns regarding safeguarding, harassment, or misconduct?
• • Would you work with this person again? Would you recommend them for this type of role?
• • Is there anything else you think we should know?

The safeguarding and conduct questions are now standard across most major organizations. Your references should not be surprised by them.

UN vs. NGO Reference Practices

Reference checking practices differ between UN agencies and NGOs. Understanding these differences helps you prepare appropriately.

UN System

• • Typically requires three references, with at least two being direct supervisors
• • References are usually contacted after the interview, before the offer
• • Some UN agencies use structured reference check forms with rating scales
• • The process can be slow due to internal approval workflows
• • References may be contacted by HR rather than the hiring manager
• • Clear Checks or similar background verification platforms are increasingly used alongside traditional references

NGOs

• • Usually require two to three references
• • The hiring manager often conducts the reference check directly, making the conversation more detailed and candid
• • Some NGOs check references before the interview to shortlist candidates
• • Smaller organizations may rely more on informal networks and reputation
• • Many now participate in the Inter-Agency Misconduct Disclosure Scheme, which requires contacting previous humanitarian employers
• • Turnaround is generally faster than in the UN system

What to Do If You Have Gaps

Not everyone has a neat progression of supervisors ready to vouch for them. Here is how to handle common gaps.

• • Your supervisor has left the organization: Track them down through LinkedIn or professional networks. Former supervisors are perfectly acceptable references, and many reference checkers expect to see them.
• • You left on bad terms: If you cannot use a particular supervisor, offer a different one from the same organization, such as a department head or project lead who observed your work. If asked why you did not list your direct supervisor, be honest but brief.
• • You have been freelancing or consulting: Use clients as references. They function similarly to supervisors in that they can speak to the quality and reliability of your work.
• • You are entering the sector for the first time: Use supervisors from your previous industry, volunteer coordinators, or academic advisors. Explain the relationship clearly and choose people who can speak to transferable skills.
• • You have a career gap: If you took time off for personal reasons, your most recent supervisor before the gap is still valid. You do not need to explain the gap to your reference, only to the hiring organization if they ask.
• • Your referee is unresponsive: Follow up once. If they do not respond, replace them with someone else and let the hiring organization know. A reference who does not reply reflects poorly, regardless of the reason.

Frequently Asked Questions