10 A conversion of appointment will be made when a temporary staff member, during the course of a temporary appointment of more than sixty (60) days made under Staff Rules 420.4, or an appointment of 60 days or less under Staff Rule 1320, is offered and accepts a fixed-term appointment of one year or more, and there is no interruption in service between the temporary and fixed-term appointment, as described below.
20 The conversion of appointment may take place at any time during, or immediately on completion of a temporary appointment but should, as far as possible, be made effective on the first day of a month. The conversion date is the start date of the fixed-term appointment as determined by the HR Administrator GHR in consultation with concerned parties. If the conversion takes place on completion of a temporary appointment which ends immediately before a non-working day, i.e. the day before a weekend and/or an official holiday at the duty station , the consecutive period of non-working days, will not be considered as an interruption in service. The date of conversion to a fixed-term appointment will be set to ensure the staff member will receive payment of a full month's salary, i.e. thirty (30) days' remuneration, irrespective of the days in the month.
30 In establishing the conversion date on appointment to a higher grade, the HR Administrator, GHR, shall take into account the due date of a within-grade increase on the temporary appointment and the corresponding impact the conversion date would have on the step in grade and set the conversion date appropriately. See Grade and step on conversion to a fixed-term appointment to a higher grade and Within-grade increase (WIGI) .
40 When an appointment is converted, the staff member is credited with service time from the beginning of the period of uninterrupted service on temporary appointment(s) with the Organization as provided for in this Section. For the purpose of service credits, a period of non-employment of any duration between temporary appointments is considered as an interruption in service, except as otherwise indicated herein.
50 Upon conversion, the HR Administrator, Global Human Resources (GHR) reviews and updates the staff member's personal details and assignment status to ensure that benefits and entitlements are administered as set out in these provisions
60 The salary and allowances applicable to the fixed-term appointment are paid from the conversion date of the appointment. The salary and allowances which applied to the temporary appointment and which were paid up to the conversion date are not "converted" retroactively to correspond to what would have been due under a fixed-term appointment.
70 When a temporary appointment is converted, the staff member will be appointed to the grade level of the fixed-term position. The step in grade will be fixed as follows:-
- If the fixed-term appointment is at the same grade as the prior temporary appointment, the staff member will be placed at the same grade and step as they held on their temporary appointment.
- If the fixed-term appointment is at a higher grade than the temporary appointment, the staff member will normally be placed at step one in the higher grade level. Where step one at a higher grade would not maintain the staff member's former net based salary level, the staff member will be placed at the lowest step in the higher grade that provides a net base salary equal to at least the amount the staff member was receiving at the lower level.
- If the fixed-term appointment is at a lower grade than the temporary appointment, the staff member will be placed at a step high enough in the lower grade that provides a net base salary equal to at least the amount that the staff member was receiving at the higher grade up to step 6.
80 A staff member whose appointment is converted serves the same probationary period as a newly-appointed staff member. The probationary period begins from the effective date of conversion of the appointment.
90 On conversion of appointment, service time for computing units of service time for a within-grade increase is counted from the date of commencement of uninterrupted service on a temporary appointment(s) at the same grade and step level. The WIGI due date is set on the date when the required unit of service time will be completed in accordance with Staff Rule 550.2. In this case, payment of the WIGI is suspended until the probationary period has been satisfactorily completed. Payment is then made with retroactive effect from the WIGI due date. Where the staff member has been appointed on conversion to a higher or lower grade, service time for the next WIGI counts from the conversion date. The required probationary period is served at the relevant step.
100 In all cases, if the conversion date falls when the staff member would have been due a WIGI at the level of the temporary appointment, the WIGI is granted and taken into account when determining the step on conversion.
110 Travel on appointment under Staff Rule 810.1 is authorized upon conversion of a temporary appointment only when a change in duty station occurs.
120 Settling-in grant (per diem and lump sum portion) may be authorized by the HR Administrator, GHR in accordance with Staff Rule 365 for a staff member whose appointment is converted if the temporary appointment preceding the conversion was made under the conditions applicable to internationally recruited staff, the staff member was authorized to travel on that appointment and provided the staff member had not previously received payment of the settling-in (or assignment grant) at the same official station.
130 Payment of the settling-in grant (per diem and lump sum portion) may be exceptionally authorized by the HR Administrator, GHR in conjunction with conversion of appointment, when the staff member had previously received payment of the settling-in or assignment grant at the same official station, in the following circumstances:-
- Where at least twelve (12) months' non-employment and non-residence at the official station have elapsed since the previous appointment and the authorizing officer is satisfied that the staff member in question has not yet acquired nor maintained permanent accommodation at the official station.
- Where a staff member left the official station to take up a WHO appointment in another country and the authorizing officer is satisfied that the staff member has not yet acquired nor maintained permanent accommodation at the official station where conversion will take place. In such case, an absence of less than twelve (12) months from the official station would not automatically exclude payment of the settling-in grant upon return to the same official station.
140 On conversion, the lump sum portion of the settling-in grant is paid to an internationally-recruited staff member whose travel was authorized on appointment (even if the per diem portion of the settling-in grant is not paid on conversion ) provided the staff member had not previously received payment of the lump sum portion at the same official station.
150 On conversion, travel may be authorized by the HR Administrator GHR, under Staff Rules 820.2.1 or 820.2.2 for eligible family members of an internationally recruited staff member or a staff member who acquires expatriate status upon conversion, provided such expenses had not been paid previously at the same duty station, unless the exceptional conditions above apply.
160 Settling-in grant (per diem portion for a period of 15 days) is also paid in conjunction with authorized travel to the official station for eligible family members, provided that the latter were not acquired after the date of conversion of the appointment and that the conditions for payment of settling-in grant in respect of family members are met.
170 On conversion, a staff member will be entitled to a Relocation Shipment or Lump Sum Relocation Grant in accordance with Staff Rule 850 or 855 , and the staff member's length of appointment on conversion including uninterrupted service on temporary appointments, and family status (Single or Family rate) on the conversion date as follows:
- Where no shipment entitlement applied to the previous appointment, the staff member will have the option of a Relocation Shipment or the Lump Sum Relocation Grant.
- Where the staff member has already received payment for a Relocation Shipment under a prior appointment at the same duty station, the shipment entitlement on conversion will be reduced by the weight of the shipment(s) already exercised.
- Where the staff member has already opted and received payment for the Lump Sum Relocation Grant (RG) under a prior temporary appointment at the same duty station, the Relocation Grant entitlement on conversion will be reduced by the amount paid previously. The staff member will receive the difference, if any, between the Relocation Grant entitlement already paid and any further entitlement which may be due upon conversion. [Example, staff member received RG US$1200 and is entitled upon conversion to the RG Family Rate US$15,000. Upon conversion the staff member is entitled to $13,800.]
180 A staff member who opted for a Relocation Shipment on a prior temporary appointment(s) at the same duty station, will not be permitted to request the Relocation Grant upon conversion and vice-versa.
190 In accordance with Staff Rule 360, an internationally recruited staff member whose appointment is converted is eligible for payment of allowances and incentives as provided for in the Mobility and Hardship Scheme. Prior service on temporary appointments will be credited in accordance with general conversion rules, i.e. only for the uninterrupted period of service prior to the conversion to fixed-term.
200 On conversion, an internationally recruited professional staff member becomes eligible for payment of the rental subsidy under the conditions provided for at the duty station. A staff member who was in receipt of the rental subsidy at the same duty station during a period of uninterrupted service on a temporary appointment(s), will continue to receive the rental subsidy, if they continue to qualify for payment. At duty stations where a maximum duration on payment of rental subsidy applies, the maximum period for payment of rental subsidy shall be counted from the date of the initial arrival at the duty station. Any payments received at the duty station will be counted towards the time-limit.
Education grant and special education grant for children with disability
210 On conversion, internationally recruited staff members who are residing and serving at a duty station outside their country of recognized place of residence will become eligible for Education Grant in accordance with Staff Rule 350. For those staff members who were entitled under their prior temporary appointment to the education grant, the grant will continue to be paid and periods of uninterrupted service will be credited for the purpose of increasing the staff member's period of employment with the Organization to reach the two-thirds minimum for payment of the education grant in full. If the staff member's uninterrupted service time and corresponding eligibility for entitlement to the grant is less than two-thirds, the grant will be proportionately reduced.
220 The same provisions as above with respect to service credits for uninterrupted service will apply to staff members on conversion who are entitled to the special education grant for a child with disability in accordance with Staff Rule 355.
230 On conversion, internationally recruited staff members are entitled to payment of travel expenses for a child in accordance with Staff Rule 820.2.5. For those staff members who were entitled under their prior temporary appointment(s) to the education grant, the grant will continue to be paid and periods of uninterrupted service will be credited for the purpose of increasing the staff member's period of employment with the Organization to reach the two-thirds minimum for payment of education grant travel. If the staff member's uninterrupted service time and corresponding eligibility for entitlement to the grant or the child's attendance at the educational institution is less than two-thirds of the school year, education grant travel is not payable. See also Education Grant Travel.
240 On conversion, staff members who were not previously entitled to dependency allowances, become eligible from the date of conversion in accordance with Staff Rule 340.
250 On conversion, staff members in positions subject to local recruitment who qualify for payment of the language allowance become eligible in accordance with the policy and procedures applicable at the duty station. Staff members who were already in receipt of the allowance prior to conversion will continue to benefit in accordance with the applicable provisions.
260 On conversion, service time for the purpose of entitlement to discretionary days at the duty station is counted from the beginning of uninterrupted service. The maximum entitlement for discretionary days during the calendar year will not be exceeded, i.e. one or two days as applicable at the duty station for the year in question.
270 Credit for annual leave accrued during uninterrupted service on a temporary appointment 420.4 is carried forward on conversion. There is no cash compensation for accrued annual leave when an appointment is converted.
280 On conversion, service time for the purpose of computing home leave is counted from the commencement of uninterrupted service, provided that the staff member's status was that of an expatriate during the temporary appointment. If during the temporary appointment the staff member was considered a locally recruited staff, and if on conversion to a fixed-term appointment the recruitment status of the staff member changes to that of an expatriate staff member, service time for home leave purposes is counted from the effective date of conversion.
290 From the date of conversion of the appointment, the staff member may be granted the full sick leave entitlements as provided for in Staff Rule 740. Periods of sick leave taken for up to four (4) years prior to the conversion date during a temporary appointment(s) under Staff Rule 420.4 (inclusive of, and irrespective of, the duration of any breaks in service which may have occurred between temporary appointments), will be carried forward to the fixed-term appointment for the purposes of computing sick leave entitlements.
300 From the date of conversion of the appointment, the staff member may be granted SLIC as provided for in Staff Rule 750. Periods of SLIC taken for up to five (5) years prior to the conversion date during temporary appointments under Staff Rule 420.4 (inclusive of and irrespective, of duration of any breaks in service which may have occurred between temporary appointments), will be carried forward to the fixed-term appointment for the purposes of computing SLIC entitlements.
Parental Leave for birthing mothers
310 From the date of conversion of the appointment, the entitlement to parental leave under Staff Rule 760 applies. If a temporary staff member's appointment is converted during a period of parental leave the entitlement continues for the full period, less any parental leave used under the temporary appointment entitlement.
320 From the date of conversion of the appointment, the entitlement to parental leave under Staff Rule 760 applies. If a temporary staff member's appointment is converted during a period of parental leave the entitlement continues, less any parental leave used under the temporary appointment entitlement. For a staff member who did not have an entitlement to parental leave on a temporary appointment of 60 days or less and whose appointment is converted, the staff member may benefit from the parental leave entitlement from the date of conversion of the appointment. In all cases, the leave must be exhausted within twelve (12) months from the date of birth of the child or in case of adoption from the arrival in the adopting staff member’s home.
340 On conversion, an internationally recruited staff member who is assigned to an duty station where rest and recuperation is applicable will become eligible in accordance with the applicable policy and procedures. A staff member who was eligible for R & R at the same official station during their immediately prior temporary appointment will be credited with uninterrupted service time towards their next R & R entitlement.
340 For the purpose of conversion to a continuing appointment only active periods of service on fixed-term appointments will be taken into consideration. Therefore, service time for this purpose will be counted from the conversion date only.
350 Service time for the purpose of computing repatriation grant is counted from the beginning of uninterrupted service on temporary appointments in accordance with Staff Rule 370, provided that the staff member's status was that of an expatriate during the period. If during the temporary appointment the staff member was considered a locally recruited staff, and if on conversion to a fixed-term appointment the recruitment status of the staff member changes to that of an expatriate staff member, service time for repatriation grant purposes is counted from the conversion date.
360 Service time for the purpose of determination of entitlements on separation from service is counted from the beginning of uninterrupted service on temporary appointments.
370 When a conversion of appointment occurs in conjunction with a change in working percentage, prior service time on temporary appointments will be counted at the applicable working percentage for the purpose of service credits for allowances as specified herein and in accordance with the provisions for Part-time staff members.
390 Participation in the Pension Fund is governed by Article 21 of the Regulations of the United Nations Joint Staff Pension Fund Regulations of the United Nations Joint Staff Pension Fund. On commencement of such participation, previous periods of temporary employment may be validated for pension purposes subject to the provisions of Articles 23 and 25 of the Regulations of the UNJSPF. Such validation must be requested by the staff member within one year of the commencement of participation. The staff member may therefore choose either to validate previous service or not to validate it, and this right must be communicated in the letter of appointment sent by the HR Administrator, GHR to the staff member, with the request that they indicate their choice in writing, even if negative.
390 For staff members previously appointed to a temporary appointment under Staff Rule 420.4 participation in the Staff Health Insurance for themselves and their eligible family members continues as well as their participation in the Organization Personal Accident and Illness Insurance for staff members continues from the date of conversion of the appointment.
400 For staff members previously appointed on appointments of 60 days or less under Staff Rule 1320 participation in the full Staff Health Insurance under Annex A becomes effective from the date of conversion of the appointment. Participation in the Organization Personal Accident and Illness Insurance continues.
