10 The purpose of this policy and these procedures is to set out the conditions of employment applicable to staff members employed on a part-time basis.
20 Part-time employment means employment on a continuing, fixed-term or temporary appointment whereby a staff member works on a regular working schedule which represents a minimum of fifty per cent (50%) of the normal weekly working hours.
Types of part-time employment
30 There are two types of part-time employment:
- Positions established on a part-time basis; or
- Positions established on a full-time basis where, by agreement, the incumbent maintains a regular working schedule which represents a minimum of fifty per cent (50%) of the normal weekly working hours.
40 A part-time work schedule must be established following consultation between the staff member and the supervisor prior to the commencement of any period of part-time employment. The following part-time working percentages are available: ninety percent (90%), eighty percent (80%), seventy-five percent (75%), seventy percent (70%), sixty percent (60%) and fifty percent (50%). At duty stations where the normal weekly working week is forty (40) hours, the part-time weekly working hours are as follows:-
- 90% = 36 hours
- 80% = 32 hours
- 75% = 30 hours
- 70% = 28 hours
- 60% = 24 hours
- 50% = 20 hours
A copy of the part-time schedule, indicating the total work hours per day, as approved by the supervisor must be submitted to the HR Administrator, GSC for recording in the staff members working schedule. (See
Change in working schedule form). The work schedule should be strictly adhered to by the staff member and leave and absence records must be properly maintained for audit purposes.
Reassignment or reversion to full-time employment
50 A decision to employ a person on a position established on a part-time basis implies that budgetary provisions have been made in accordance with the same procedures applicable for the creation of a full-time position. Staff members appointed to a part-time position who wish to work full-time must apply for reassignment to a full-time position. They may not continue working part-time on one part-time position and be assigned simultaneously for the rest of the normal working schedule to another part-time position.
60 Part-time staff members appointed to a full-time position who wish to revert to full-time employment must obtain the approval of their supervisor. A written request shall be submitted by the staff member, to his/her supervisor. On agreement, the supervisor amends the HR Plan and initiates a change in employment percentage in the HR Action Plan. The HR Administrator, GSC is notified and takes the appropriate administrative action to implement reversion from part-time to full-time status.
Request for change in the percentage of part-time employment
70 Changes in the percentage of part-time employment must be established following consultation between the staff member and the supervisor. A written request shall be submitted by the staff member, to his/her supervisor. The staff member should also complete the form entitled "Change in Working Schedule or employment percentage" and provide it to his/her supervisor so that it may be attached to the HR Action for part-time employment. Changes in percentage of part-time employment could also be initiated by the manager and established following consultation with the staff member. On agreement, the supervisor amends the HR Plan and initiates a change in employment percentage in the HR Action Plan and attaches the agreed working schedule. The HR Administrator, GSC is notified and takes the appropriate administrative action to implement the change in part-time employment percentage.
80 Staff Rule
420.5 provides for the option of part-time employment.
90 The Organization's normal selection procedures apply to an initial appointment or reassignment to a part-time position and to reassignment from a part-time to a full-time position.
100 Staff members employed on a full-time basis may request to work on a part-time basis, subject to the exigencies of service and the agreement of their supervisor, normally for a minimum period of one (1) year and subject to extension by mutual agreement. The exigencies of service are paramount in the consideration of requests for part-time employment and there is no automatic right to part-time employment. Staff members may therefore be requested to return to full-time employment if the exigencies of service so demand and subject to receipt of two (2) months written notice.
Entitlements earned as Full-time Staff
110 Entitlements accrued during full-time service are not lost through conversion to part-time service. See also
Carry-over of accrued annual leave on reduction of work percentage.
Effect on Contractual Status
120 A change from full-time to part-time employment does not affect the staff member's contractual status.
Salary, allowances, grants and benefits
130 Part-time staff are entitled to be paid salary, allowances, grants and benefits in accordance with the salary scale and conditions of employment applicable to the classified grade of their position in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member.
Salary and post adjustment
140 Part-time staff will be paid salary and post adjustment, as applicable, in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member.
150 Upon appointment or reassignment to another duty station, the lump-sum portion of the settling-in grant under Staff Rule
365.3 will be paid to eligible part-time staff members in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member while the per diem portion is paid at the full rate.
Dependency status and allowances
160 Dependants' allowances are a social benefit payable to eligible staff members with respect to family members who are recognized by the Organization as dependants under Staff Rules
310.5.1 to 310.5.3. The rates and conditions for payment of dependency allowances differ for staff in the Professional and higher categories from staff in the General Service category.
170 For the purposes of determining the dependency status of a part-time staff member's spouse, the earnings limit of the staff member's spouse, as defined in Staff Rule 310.5.1 will not be pro-rated.
180 In accordance with Staff Rule
340.1, if a benefit is received from a public source by way of social security payments or under public law in respect of a dependent child, the amount of the public benefit will be deducted from the pro-rated amount of the dependency allowance. Where the public benefit exceeds the pro-rated amount of the dependency allowance, no dependency allowance will be paid. Non-payment of a dependency allowance in such cases, however, will not preclude the recognition of the child as a dependant of the staff member for other purposes, including but not limited to, coverage under the Staff Health Insurance scheme, Carte de Légitimation or other resident permit that may be issued by the local authorities at the official station.
Education grant and special education grant for disabled children
190 Education grant and/or special education grant will be paid to part-time staff members in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member, provided that they meet the eligibility and other applicable criteria. Where staff members change their employment percentage during the qualifying period for the entitlement, payments will be calculated on a pro-rata basis corresponding to the staff member's monthly working percentage.
Mobility and hardship scheme
200 Eligible part-time staff members will be paid the allowances of the mobility and hardship scheme in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member. Qualifying service for the purposes of counting assignments under the mobility allowance is not pro-rated for part-time staff members (see
Mobility and hardship scheme).
210 Eligible part-time staff members will be paid danger pay under the same terms and conditions as full-time staff members in accordance with Section III.3.8 Danger Pay. The purpose of this allowance is to compensate staff members for the risk they take in being present in designated duty stations where dangerous conditions exist. Accordingly, danger pay is not pro-rated for part-time staff members.
Within-grade increase
220 In accordance with Staff Rule
550.5, the unit of service time required for part-time staff members is the same as for full time staff members. However, the amount of the WIGI is the amount that corresponds to the proportion that their actual working schedule bears to the working schedule of a full-time staff member. For example, after one (1) year of service on a part-time basis at fifty per cent (50%), the staff member would meet the service time requirements of Staff Rules
550.1 and 550.2.
230 Eligible part-time staff members will be paid a language allowance in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member.
240 Eligible part-time staff members will be paid a rental subsidy in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member.
250 Eligible part-time staff members will be paid a termination indemnity in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member during the period of qualifying service.
End of service grant
260 For the purpose of payment of an end of service grant under Staff Rule
375, periods of service in part-time employment will be calculated for eligible part-time staff members on fixed-term appointments in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member during the period of qualifying service.
270 For the purpose of payment of a repatriation grant under Staff Rule
370, periods of service in part-time employment will be calculated for eligible part-time staff members in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member during the period of qualifying service.
Travel on appointment and reassignment and repatriation
280 Upon appointment, reassignment to another duty station or repatriation, the travel for eligible part-time staff members is paid in full. See
Section 8 of the Staff Rules.
Removal and Shipment costs
290 The relocation shipment entitlements or relocation grant lump sum option are paid to eligible part-time staff members at the same rate applicable for full-time staff members. See Section 8 of the Staff Rules.
Home leave, family visit and education grant travel
300 Part-time staff and their eligible family members will be granted home leave travel, family visit travel or education grant travel, with the same periodicity as full-time staff. The costs payable by the Organization including the related baggage entitlements, however, will be provided in the same proportion that their actual working schedule bears to the working schedule of a full-time staff member during the period of service. For example, staff members working at eighty per cent (80%) of a full-time work schedule will receive payment for costs of travel or the lump sum for travel at eighty per cent (80%) of the approved amount. Where the staff member has changed their employment percentage during the qualifying period for the entitlement, payment will be calculated on a pro-rata basis corresponding to the monthly working percentage. See Section 8 of the Staff Rules.
310 Official holidays are granted only when they fall on a working day in the regular schedule of the part-time staff member. A part-time schedule may not be changed to take advantage of an official holiday.
320 Part-time staff are entitled to annual leave in the same proportion as the working schedule bears to that of a regular full-time staff member. Part-time staff may accumulate annual leave but no more than sixty (60) days at the applicable working percentage may be carried forward beyond 31 December of any year. Annual leave may be taken in units of days and half days based on the part-time staff member's work percentage.
Carry-over of accrued annual leave on reduction of work percentage
330 Where a reduction in working percentage results in an accrued annual leave balance in excess of sixty (60) days at the applicable reduced working percentage, staff members will be required to reduce their excess leave balance as follows:
- Where the staff member remains in the same unit, he/she may commence his/her reduced working schedule upon a date mutually agreed with the supervisor. The effective date of the reduction in working percentage, however, will be delayed until the excess annual leave balance is reduced.
- Where the staff member moves to another unit, the respective supervisors shall agree on the effective date of reassignment to facilitate the reduction of the staff member's leave balance.
Payment of accrued annual leave upon separation from service
340 In accordance with paragraph 130, upon separation from service part-time staff members shall be paid in respect of each day of unused accrued annual leave up to the maximum of their part-time annual leave accrual e.g 15 days for a 50% working schedule, 24 days for an 80% schedule.
Sick leave, parental and special leave
350 Part-time staff will be granted sick leave (certified and uncertified), parental leave and special leave under the same terms and conditions as full-time staff members. They will receive their salary and allowances in the same proportion as the working schedule bears to that of a full-time staff member as at the effective start date of the entitlement. A staff member's part-time work percentage may not be changed during periods of such leave.
Overtime and compensatory leave
360 For General Service staff members, hours in excess of those called for in the contract must be duly authorized and the availability of funds certified. Compensation for any hours worked in excess of the normal work week, or on official holidays, or on non-working days, is granted in accordance with the employment conditions for full-time staff members.
370 Professional staff members are not eligible for payment for hours worked in excess of those specified in the part-time contract. Professional staff who are required to work on a full-time basis for interim periods may exceptionally be granted compensatory leave (see
Overtime).
380 For Professional and General Service staff hours worked during the normal working days of a week over and above the hours specified in the part-time contract, up to a total of the normal work week hours in any one week, are compensated by equal time off or equal pay (see
Compensatory leave).
390 Staggered working hours are applicable to part-time staff in accordance with the flexible working arrangements policy at the duty station.
400 Contributions to the Staff Health Insurance are calculated as for full-time staff (i.e. are based on 100% of the salary and allowances that would be paid to the incumbent if he/she were a full-time staff member) and the benefits are paid accordingly (see
III.20 Annex 7.A.)
410 Contributions to the Organization's accident and illness insurance (see
III.20 Annex 7.C) are calculated at the appropriate percentage rate of the actual amount of salary and allowances paid; benefits are paid in the same proportions.
Participation in the United Nations Joint Staff Pension Fund
420 Part-time staff are entitled to participate in the United Nations Joint Staff Pension Fund in accordance with Supplementary article A of the Regulations of the United Nations Joint Staff Pension Fund. Contributions to the Pension Fund are made in the same proportion (however with a minimum of fifty per cent (50%) of full-time employment), benefits and service time being calculated accordingly. Changes from full-time to part-time employment will not interrupt the continuation of participation. The Organization and the participating staff member will each pay the relevant percentage of the applicable pension contribution. Contributory service will be calculated in accordance with the percentage of time worked. For example, fifteen (15) months of part-time service at eighty per cent (80%), sixteen (16) months of part-time service at seventy-five per cent (75%), or twenty-four (24) months of part-time service at fifty per cent (50%), will all be counted as one (1) year of full-time service.
430 The entitlement to and the amount of benefits resulting from part-time employment will be reduced in accordance with the percentage of time worked.
440 Staff members who work part-time are subject under the relevant Staff Rules to the same restrictions on outside activities as full-time staff. In particular, the WHO policy on remuneration from outside sources or occupations also applies to part-time staff members.
