10 In accordance with Staff Rule
660.1, the purpose of special leave for military training or service is to allow staff members a leave of absence to fulfil their national service obligations as required by their government.
20 Upon request, staff members, holding fixed-term and continuing appointments may be granted leave for a period of up to the full duration of the military training or service.
30 In accordance with Staff Rule
660.1, it is the option of the staff member to request Special leave without pay (SLWOP) for the full period required for military training or service or to use a combination of annual leave to the extent that it may have been accrued and request SLWOP for the remaining period if required.
Special leave without pay conditions for military service or training
40 The same SLWOP conditions outlined in III.6.20 Special leave without pay apply to military training or service except as provided for in Staff Rule
660 and detailed below.
50 SLWOP is normally granted for a period of up to one year and may be granted beyond one year to cover the full period of military training or service. Where the period of military training or service exceeds one year, the Director-General may agree to grant an extension of the staff member’s appointment to cover the full period of military training or service.
60 Where SLWOP is up to one year, favourable consideration should be given to maintain the position of the staff member open for the duration of the SLWOP. See also
Return to work at the end of SLWOP below.
70 When the duration of SLWOP coincides with the end of the staff member's appointment, SLWOP in connection with separation shall be granted as set out in III.6.20 Special leave without pay conditions.
80 Staff members are not required to exhaust their accrued annual leave prior to taking SLWOP for military training or service. In the case where annual leave has not been exhausted and the staff member separates at the end of SLWOP, payment in respect of each day of accrued annual leave shall be made in accordance with Staff Rule
630.8.
Effective start and end date
90 The SLWOP start date shall be the first working day after annual or other leave is recorded in connection with SLWOP for military training or service purposes. Where no leave is taken the SLWOP start date shall be the first working day of absence. The SLWOP end date corresponds to the day prior to the staff member’s expected return to duty irrespective of whether the day is a non-working day.
100 In accordance with Staff Rule 660.2, when the absence for military training or service is expected to last at least six (6) months, the Organization shall, on request of a staff member who has an entitlement to home leave, pay the travel cost for the staff member, spouse and dependent children, provided that such expenses are not borne by the staff member's government. Any such expenses shall be charged against the next home leave entitlement.
Return to work at the end of SLWOP
110 In accordance with Staff Rule
660.3, where the staff member’s position is not kept open for the duration of SLWOP, the staff member may request, within 90 days after release from military service, to be restored to active duty within the Organization in the same status held at the time of entry into military service or training. If no suitable position is available at the same level, the provisions of Staff Rule
1050 will apply in determining the staff member's right to a reassignment process, status and eventual separation entitlements.
120 The separation clearance process outlined in III.6.20 also applies to SLWOP for military service or training.
Requesting and approving SLWOP for military service or training
130 Staff members make a request for SLWOP for military training or service in accordance with the
HR.SOP.III.050 and the process explained in
III.6.20 - Steps preceding the submission of the SLWOP
request form.
140 The staff member submits the duly completed and signed SLWOP request form with the official military convocation to the HR Business Partner (HBP) of the relevant division for staff at HQ or the Regional HR Officer (RHRO) for staff in the regions for verification. The HBP/RHRO seeks approval on the request, and whether to maintain the position open for the staff member’s return, from the department director, and ADG for the division for staff at HQ or Director, Programme Management (DPM) for staff in the regions. See
HR.SOP.III.050.
150 An exceptional request for SLWOP duration in excess of one year shall also be submitted for approval to the Director-General through Assistant Director-General, Business Operations (ADG/BOS), on advice from Director, Human Resources and Talent Management (Director, HRT) and, for staff in the regions, Director, Business Operations (DAF).
160 Upon approval of the SLWOP by the relevant authority, the HR Leave Specialist (HRLS) for the division/region submits the request in the online leave system and uploads the supporting documents.
170 Global Human Resources, (GHR) verifies and sends the SLWOP conditions to the staff member for acceptance and return within 10 working days. Upon receipt of the staff member’s acceptance of the SLWOP conditions, GHR approves the SLWOP absence request and takes any necessary administrative action.
180 If the staff member does not sign and return the SLWOP offer letter, or departs on leave without completing the process, HBP/RHRO takes appropriate action to obtain the signed SLWOP form or follows procedures in accordance with the Staff Rules on unauthorized absence.
Relationship with other entitlements and benefits
190 During any period of leave of absence for military training or service, the provisions of Staff Rule
650.5650.6, 650.7 and
650.9 will apply as detailed below.
200 Staff members are not required to exhaust their accrued annual leave prior to taking SLWOP for military training or service. As indicated in Staff Rule
660.1, it is the option of the staff member whether to have the absence for military training or service charged entirely to SLWOP or to use any annual leave to the extent that it may have been accrued.
210 Staff members may request an advance of annual leave from the next year’s entitlement if an advance of up to half of the next year’s entitlement would cover the military training or service period – see
III.6.2 Annual leave – Advanced annual leave. An advance of annual leave shall not be considered when SLWOP is required to cover the period of military service or training.
220 As of the start of the SLWOP period of more than 30 days, annual leave will cease to accrue. Where annual leave has not been exhausted prior to SLWOP commencing, the staff member will be entitled to terminal emoluments as specified in the Staff Rules, if appropriate, upon separation namely payment in respect of each day of accrued annual leave to their credit prior to departure on SLWOP.
230 The same conditions stipulated in III.6.20 Special leave without pay –
Discretionary days apply.
240 The same conditions stipulated in III.6.20 Special leave without pay –
Sick leave apply.
250 The same conditions stipulated in III.6.20 Special leave without pay –
Parental leave apply.
260 The same conditions stipulated in III.6.20 Special leave without pay –
Service credits apply.
270 The same conditions stipulated in III.6.20 Special leave without pay –
Insurance and Pension apply.
280 The same conditions stipulated in III.6.20 Special leave without pay on
Education grant apply.
290 The same conditions stipulated in III.6.20 Special leave without pay on repatriation entitlements apply if the staff member is not expected to return to duty, i.e. SLWOP in connection with separation applies.
Staff member conduct and status during SLWOP for military service or training
300 During SLWOP staff members continue to be bound by the Staff Regulations and Staff Rules with regard to general obligations and other relevant policies on personal conduct, to the extent compatible with the military service.
310 For the duration of the military service the staff member may receive financial compensation from the national government.
UN travel documents and residence permits
320 The same provisions outlined in III.6.20 apply.
330 The same conditions stipulated in III.6.20 Special leave without pay –
Completion of appointment apply.
340 The same conditions stipulated in III.6.20 Special leave without pay –
Termination of appointment apply
350 The policy and procedures are updated and enter into force for all staff members on fixed-term and continuing appointments effective
1 June 2021.
