10 The WHO Task Force established by the Director-General to review flexible working arrangements (FWA) delivered a framework endorsed by the Global Policy Group in May 2021. Five FWA were identified for sequential implementation from 2022 onwards. Over the short and medium term these include staggered working hours, compressed working schedules, part-time work, teleworking at the duty station and teleworking outside the duty station. A sixth option identified by the Task Force - hub and spoke offices - will be reviewed for the longer-term.
20 Guided by the framework and the CEB UN System Model Policy on Flexible Work, the Director-General, in recognizing the importance of FWA as a foundation for balancing the demands on staff while at work with life outside the workplace, has approved the following provisions on FWA with due consideration being given to the guiding principles.
30 The categories of FWA set out in this policy may be adopted and applied by Major Offices for staff members in accordance with their exigencies of service and local conditions. In this context, FWA are applicable to staff members holding temporary appointments under Staff Rule 420. 4, fixed-term appointments and continuing appointments, regardless of grade or level unless otherwise stated in this policy. FWA is also applicable to UN Volunteers since they work under the functional authority of WHO and are subject to the regulatory framework of WHO for, among other things, working hours, working days, leave management under the same conditions as WHO staff with the approval of their supervisor.
40 FWA are applied in accordance with Staff Regulations and Staff Rules and applicable policies.
50 FW is based on mutual trust as the key to a successful professional relationship between managers and their team members. Managers should clearly communicate to staff on their responsibilities and agreed deliverables including performance expectations and timelines.
60 Performance continues to be managed in accordance with the parameters in the relevant Staff Rules and WHO e-manual provisions. Availing of FW should not have any negative effects for staff members on responsibilities, objectives and agreed deliverables. The use of FW should not result in an increased workload for other staff.
70 FW is underpinned by the ethos and guiding principles of the UN Senior Leadership Commitments (SLCs), which were developed to guide organizations and their global workforces towards the future of work. Leaders and supervisors are invited to welcome new ways of viewing leadership by empowering teams and allowing for flexibility and innovation. Supervisors are expected to model and promote FW in a people-centered approach that is central to FW.
80 The Organization is mindful of the potential impact of the changing environment on the mental and physical health of the workforce. It is the responsibility of all members of the workforce at all grades and levels to make efforts to strive to achieve a sustainable work-life harmony for themselves and those they may supervise. In this respect supervisors are requested to be particularly mindful in reviewing requests for FWA. Supervisors are also requested to ensure that their supervisees are aware of the facilities available in-house with regards to mental health, physical well-being and psychosocial support if needed. Staff members must take regular breaks and ensure they shut down at the end of the working day. Supervisors are requested to monitor staff member working patterns and encourage annual leave planning in order to ensure rest and recuperation and preserve the wellbeing of staff.
90 FW supports efforts of the Organization to be responsive and inclusive, and to achieve diversity, while creating a conducive and enabling environment. FW enables the Organization to attract, retain and motivate highly talented personnel that reflect the diversity of the global workforce. FW is part of institutional support for gender equity and helps break down barriers for employment, including among persons with disabilities. Offices/Divisions are encouraged to promote and implement FW with a view to diversifying their talent pools, and therefore contributing to gender parity, as well as to diversity, equity and inclusion.
100 WHO strives to ensure that sustainability and earth-friendly measures are incorporated into all facets of our operations. Ecologically conscious decision-making is also an important factor to apply when considering the feasibility of FW, for instance by striving towards a lighter and greener environmental footprint in everything we do.
110 FWA are voluntary adjustments to normal working hours and/or locations, while recognizing that normal working hours may vary according to each duty station (see WHO eManual III. 20. 1 Annex 6. A. Working Hours for WHO major offices).
120 FWA are voluntary arrangements requested by staff members and agreed upon between staff and their supervisors. Exception is made where FWA are required for health reasons, which would be approved by Staff Health and Wellbeing (SHW). Under extraordinary circumstances, the Director-General or Regional Directors may activate elements of FWA as alternate working arrangements.
130 Requests do not have to be justified by staff members, other than in cases of officially recognized health reasons.
140 The use of FWA is approved for a specific duration and does not constitute a change to the staff member’s conditions of service.
150 Different FWA modalities may be combined in accordance with Annex 1.
160 Regular and ongoing dialogue is to be encouraged between staff and supervisors to ensure communication on FWA as a useful tool and to review and update FWA as necessary.
170 Requests should be considered with the aim of allowing maximum flexibility to make gains in work-life balance while maintaining the effective and efficient delivery of the work of the Organization.
180 Requests should be treated equitably and favourably, while duly considering the compatibility with the completion of functions and exigencies of service.
190 Notwithstanding paragraphs 30 & 40 above, it is recognized that FWA options may not be possible for some positions and/or at certain periods of time. FWA are not an entitlement.
200 FWA may be suspended or terminated by either the staff member or their supervisor, should new organizational requirements for the position, exigencies of service, personal circumstances, or failure, to adhere to the arrangement, to comply with leave and attendance provisions during FWA, or to provide related information, or unsatisfactory performance, necessitate such suspension or termination. Staff members shall be informed of the basis for suspension or cancellation in writing with a minimum notice period of 15 days.
210 FWA may be used in combination with leave however FWA are differentiated from leave. Leave must continue to be requested and approved as absence from duty.
220 Tools and guidance on FWA are available in
WHO eManual III.6.28 to assist and guide staff and supervisors to allow an effective, inclusive and consistent application of this policy across the Organization.
230 The use of FWA requires careful planning and preparation on the part of all concerned. The relevant Human Resources Business Partner/Regional HR Manager, with overall guidance from Management Officers in HQ, DAF/DPM/RHRM in regions, shall provide assistance to supervisors and staff, as required.
240 No extra costs may be incurred by the Organization as a result of any of the FWA. Resources from within the Organization may however be actively reallocated, such as the provision of laptops or other equipment.
250 Staff members must request and seek approval of FWA from their supervisor(s) and follow requirements to enter into GSM where appropriate.
260 Any decision (approval or denial) should be transparently communicated and, if denied, the reason must be clearly justified.
Approval
270
When approving such requests supervisors must consider equitable work distribution, fairness and access to FWA for all team members. On approving individual requests supervisors and staff members agree upon:
- The type of FWA and its duration;
- Whether a combination of one or more simultaneous FWA modalities may be approved (see
Annex 1);
- The responsibility of all parties to the agreement to optimize the benefits of flexibility while minimizing potential problems, including impact on other staff members.
Denial
280
When denying such a request, supervisors shall discuss the request with the staff member and provide the basis for the non-approval in writing to the staff member with a copy to HRBP/RHRM.
290 Certain components of a FWA may be advised by the Staff Physicians from SHW or Regional Staff Physicians (as applicable) as being suitable to accommodate medical restrictions or limitations, also as part of a time-limited arrangement under the
Return to work policy following absence on extended sick leave. In line with reasonable accommodations for disability, reasonable accommodation should not impose a disproportionate burden on WHO, in financial terms or in terms of its implications, its effects on the overall work process and with regard to length of the appointment.
Reporting
300 The Department of Human Resources & Talent Management (HQ/BOS/HRT) shall monitor the implementation of these WHO eManual provisions and report on a regular basis to the Director-General on the Organization’s usage of the different FWA options.
310 The categories for FWA include the following: staggered working hours, compressed work schedule, part-time work and teleworking.
320 SWH is an arrangement between staff members and their supervisors.
330 Staff members may adjust the start and end times of their weekly working days, provided they work the required number of working hours per week as promulgated for their duty station and are present during the core working hours established for their duty station.
340 Staff must set a regular weekly schedule in agreement with their supervisor. Staff must complete the balance of working hours for each day before, after or partly before and partly after the core period. Hours worked in excess may not be accumulated and taken as leave. Each major office shall determine the earliest start and latest end times for staggered working hours for their staff. These will be made available in WHO eManual III. 6. 3 Working hours.
350 An arrangement of SWH is applied for a minimum period of six months to a maximum of one year. Any arrangement to continue the SWH must be formally requested and may be approved subject to exigencies of service or other criteria.
N.B. This FWA is in abeyance until a suitable ERP solution is available for implementation. The guiding principles are however outlined below.
360
Ten working days in nine: under this option, all the hours that would normally have been worked during a period of ten working days are compressed into nine working days of equal duration, respecting official working hours as applicable to the relevant duty station. This redistribution of normal working hours allows staff members, every other week, to avail of one non-working day during the normal ten-day work period. Overall a maximum of nine working hours per day should not be exceeded.
370 Taking into account the need to ensure appropriate coverage for exigencies of service, the staff member and the supervisor shall agree which day during the ten-day period may be non-working. The non-working day will be set for the duration of the agreement, must be taken during the allotted ten-day period and cannot be accumulated.
380
Five working days in four and a half days: under this option, all the hours that would normally have been worked during a period of five working days are compressed into four and a half working days. This redistribution of normal working hours allows staff members to have one half non-working day during every week.
390 Taking into account the need to ensure appropriate coverage for exigencies of service, the staff member and the supervisor shall agree which half-day during the five-day period may be taken as non-working. The non-working half day will be set for the duration of the period, and must be taken during the five-day period and cannot be accumulated.
400 An arrangement of compressed working schedule is applied for a minimum period of 6 months to a maximum of one year. Any arrangement to continue the arrangement of compressed working week must be formally requested and may be approved subject to exigencies of service or other criteria.
410 A compressed working schedule may be approved in combination with other FWA at the supervisor’s discretion and in accordance with
Annex 1.
420 Staff members working a compressed work schedule should not work outside the compressed work schedule and are therefore not eligible for overtime or compensatory leave. Exception is made for requests by supervisor for a staff member to work on an Official Holiday of the staff member’s duty station.
430 Part-time work refers to the percentage of working hours on the basis of which the compensation would be determined as opposed to full-time employment. The policy regarding part-time work is available in WHO eManual section III.6.5 Part-time.
440 An individual on part-time work may also avail of other FWA in accordance with Annex 1.
450 An arrangement of part-time work shall not exceed one year. Thereafter the arrangement can be officially renewed.
460 Teleworking is an alternative to the normal practice of staff members being physically present in a WHO office or on duty travel during core working hours, subject to the conditions set out in this section. Teleworking is the use of information and communications technology while working away from the staff member’s designated office, either from home or from any other location, including from a different country.
470 Teleworking can be conducted on a regular basis, i.e. on designated days of the week/month, or on an ad-hoc basis.
480 Teleworking is suitable for a range of work that is, but not limited to:
- measurable in terms of quality and quantity, in accordance with the objectives set out in the staff member’s PMDS;
- not dependent on face-to-face interaction;
- not reliant on information, materials or facilities that are not readily accessible from the place where the teleworking occurs, or that are restricted from being taken outside WHO premises or that the staff member cannot bring easily from WHO premises to the teleworking location.
490 While it is not possible to provide an exhaustive list of work suitable for teleworking, the criteria in
Annex 2 provides further guidance to staff members and supervisors.
500 The teleworking location should normally be at the home address of the staff member at the designated duty station as recorded in GSM, which is referred to as “teleworking at the duty station”. However, based on the exigencies of service or other circumstances, it may take place in a location outside the staff member’s duty station i.e. an address other than the principal place of residence declared as home address in GSM (if outside the area of the duty station), which is referred to as “teleworking outside the duty station”. This also applies to secondary residences or other locations within the same country. The approval of teleworking in a location outside the duty station does not constitute a permanent change to the duty station of the staff member.
510 The teleworking location should be conducive to concentration and free from distractions. Face-to-face meetings with third parties or other colleagues should not normally be held at a private teleworking location.
520 The staff member is normally responsible for making the administrative arrangements (obtaining visa, office space, internet, phone, computer, etc.) and for maintaining a safe work environment at the remote workplace.
530 In order for staff to maintain personal contact with colleagues and to facilitate team cohesion, staff members teleworking at the duty station should be present at the office at least four days per month.
540 While supervisors and staff members should utilize telecommunication technologies as much as possible, supervisors may require teleworking staff members to report to WHO premises for work-related meetings and other events. Supervisors should provide staff members with adequate notice of any such requirement taking into account the terms of the approved teleworking arrangement.
550 Supervisors are encouraged to schedule periodic in person and/or team meetings in the office, jointly agreed with staff members, to ensure continuous and adequate personal and team communication.
560 Arrangements for teleworking may be agreed upon between staff and supervisors as follows:
At the duty station, (for staff members whose presence is required in the office on a more permanent basis), teleworking may be requested as:
- “occasional” teleworking up to a maximum period of five days per calendar month; and/or
- “exceptional/other” teleworking for longer periods beyond five days per calendar month.
Outside the duty station, teleworking may be requested for a maximum duration of 90 cumulative days in a calendar year, comprised of:
- “occasional” teleworking up to a maximum period of five days per calendar month; and/or
- “exceptional/other” teleworking for longer periods than five days per calendar month and up to a maximum duration of 90 cumulative days in a calendar year period (prorated for appointment duration).
570 The same counting of periods applies for teleworking for part-time staff members.
580 Supervisors should be mindful when approving teleworking arrangements for staff members on probationary periods. It is essential that staff members receive a full induction at the duty station, that the staff member is exposed to all team members and collaborators and has been briefed on the workings of the organisation, all of which may require presence at the duty station on an ad-hoc basis.
590 All requests for teleworking must be submitted through GSM.
600 For occasional teleworking requests both at the duty station and outside the duty station
up to the maximum period of 5 days per calendar month, staff member requests are routed through GSM for approval from their 1st level supervisor and validated by HR.
610 For teleworking requests at the duty station and outside the duty station
exceeding the period of 5 days per calendar month, staff members shall submit requests sufficiently in advance to allow for approval prior to the anticipated start date of teleworking. At least 10 working days is recommended.
620 The following approvals are required for such arrangements:
630:
-
General Service staff: GSM approval by 1st and 2nd level supervisors and validated by HRT for HQ/HRM at regional level, through designated HR Teleworking Coordinators;
-
Professional staff up to P5: GSM approval by 1st and 2nd level supervisors (and ADG for HQ staff if not a supervisor) and validated by HRT for HQ/HRM at regional level through designated HR Teleworking Coordinators;
-
P6 and above: GSM approval by 1st and 2nd level supervisors (and Director-General/Regional Director if not supervisor) and validated by HRT for HQ/HRM at regional level through designated HR Teleworking Coordinators.
640 The responsible supervisor shall ensure that conditions and requirements for a teleworking arrangement are met and that the staff member's productivity and the quality of work output will be sustained and not compromised by the teleworking arrangement. The responsible 1st level supervisor must also ensure that the teleworking arrangement for a staff member is mutually beneficial to the staff member and the Organization, and that the arrangement will not have an adverse effect on a fair work distribution, working relationships with other staff or the team's workplan.
650 The teleworking staff member shall make themselves accessible by standard WHO internal methods of communication (see below), during core working hours of their designated duty station, unless otherwise agreed in advance with the supervisor. In cases of teleworking in different time zones, it is recommended that the staff member ensures an overlap with the core working hours of the designated office of at least four hours per working day.
660 Teleworking staff members must be able to access at their teleworking location through their own means the digital tools (e.g., Email, Teams, OneDrive, Jabber, etc.) and information systems (e.g., WHO Intranet, GSM, etc.) that are required to perform their functions.
670 The concerned offices will provide, as far as possible, staff members personal computers and accessories that are portable and can be used both in the office and for teleworking, and can be transported easily from the office by staff members to their teleworking locations. In such cases, the safekeeping and eventual return of assets is the responsibility of the staff member in whose custody the assets have been entrusted
680 Staff members may use computers and other equipment provided by the Organization only for performing their functions. They must ensure that the use of such equipment meets the Organization’s
Information Technology and Cybersecurity policies.
690 In addition to the portable personal computers, staff members must have their own internet connection and, if required, additional accessories, e.g., monitors, docking stations, scanners, printers, etc., at the teleworking location. The Organization is not responsible for the cost of the internet connection and personal equipment, repair or service to that personal equipment. Staff members are also responsible for protecting their own computers against computer malware.
700 The Organization shall not be responsible for operating costs or maintenance of the teleworking location, or any incidental cost associated with the use of the staff member's residence or other teleworking location for this purpose.
710 Incremental utility costs (including telephone line installation, electricity bills, internet access costs, office furniture or additional electrical outlets) associated with the teleworking location, will not be reimbursed by the Organization.
720 Travel costs to and from the teleworking location are exclusively borne by the teleworking staff member and no travel time may be provided. However, such travel may be combined with duty travel or statutory travel. In such case, for duty travel the Organization’s liability is limited to the cost of travel from the duty station to the location of duty travel, and return. For statutory travel, the Organization’s liability is limited in accordance with WHO statutory travel policies.
730 Staff members who are teleworking may be requested by the Organization to undertake duty travel. In such cases, the Organization’s liability is limited to the cost of travel between the staff member’s official duty station and the destination of duty travel whichever is less. Additional costs will be at the expense of the staff member.
740 In submitting a request to telework in GSM, staff members take note of and agree to the following conditions.
750 The Organization will not be responsible for any tax or residency implications, nor national social security requirements, related to the location of the teleworking arrangement.
760 The teleworking staff member is responsible for complying with the provisions of the teleworking arrangement, which includes the Insurance Disclaimer (see
Annex 3).
770 The teleworking staff member is responsible for fulfilling their own health and safety duties to ensure decent and safe conditions for telework and for notifying their 1st level supervisor about any safety or security concerns at the teleworking location.
780 Teleworking staff members must exercise due diligence in securing all confidential information that they are authorized to access.
790 The purpose of the efforts described under provisions 670-690 above is to ensure that the teleworking environment is safe and secure and in compliance with the Organization's policy on health and safety as well as its policy on electronic information security.
800 In case of an accident, illness or death which is claimed as attributable to the performance by the staff member of official duties on behalf of the Organization which occur when working from the teleworking address as specified in the GSM teleworking request, the staff member (or a survivor on behalf of a staff member) will be required to provide adequate evidence of direct causal link between the accident, illness or death and the performance of the staff member’s official duties. Whilst working from the teleworking office, an accident, illness or death that takes place during any of the following circumstances, will normally not be considered as attributable to the performance of official duties on behalf of the Organization:
- Away from the approved teleworking office, subject to § b. below;
- Outside the direct commute to/from the teleworking office and WHO (or any other destination authorized as official travel) for official purposes;
- Outside the schedule agreed to by the supervisor.
810 The following obligations are brought to the attention of all staff members who either wish to request, or who are already, teleworking outside the duty station. Staff must:
- Update their security clearance profiles whether they arrived at the location on personal or official travel. This will ensure that staff remain informed of security updates and supported by local security arrangements;
- Ensure that information related to their visa and passport is up to date in the relevant applications and systems, and to be aware of and comply with national regulations that may apply to them; the teleworking staff member is responsible for maintaining the validity of personal and official travel documents required to the duty station at any time;
- Be aware that enrolment in Staff Health Insurance is made based on the staff member's duty station, so medical expenses in a different location, particularly outside the country of the duty station, may incur financial limitations resulting in excessive out-of-pocket medical expenses. Information can be obtained from SHI;
- Acknowledge and accept that the Organization may, in exceptional circumstances, request that the staff member returns from a GSM approved teleworking arrangement to the duty station at any time at their expense. Notice of a minimum of 15 calendar days will be provided; and
- Acknowledge and accept that the staff member has the obligation to return to the duty station at the end of the GSM approved teleworking period. Extensions within the permissible limits have to be requested prior to the end of the agreed period in a manner that still allows for a timely return in case of rejection.
820 Salary, benefits and entitlements for teleworking staff members are governed by the WHO Staff Regulations and Staff Rules.
830 During the teleworking arrangement, staff members remain assigned to the duty station to which they were appointed. Staff members will therefore continue to receive salary, benefits and entitlements at the rates applicable to that duty station unless foreseen otherwise in the specific rules and policies governing these elements (e. g. Danger Pay; Rest and Recuperation).
840 Overtime for teleworking staff is normally only granted when staff members are specifically requested by their supervisors to work during official holidays or weekends. Overtime during teleworking requires prior agreement by the supervisor in accordance with the applicable provisions.
850 Continuity of service will not be broken during periods of teleworking.
870 It is a staff member’s obligation to inform themselves about any impact, consequences and repercussions teleworking may have on the privileges and immunities attached to their appointment in the respective duty station prior to any request for teleworking. The Organization cannot be held accountable for any costs and adverse consequences related to the loss of staff members privileges and immunities due to their preference for teleworking from a place other than their official contractual duty station.
880 The official weekly working hours for the duty station must be respected during periods of approved teleworking at the duty station. Within the weekly working hours supervisors may approve flexible schedules during the teleworking period for staff members who may be e.g. managing family situations, or working from another time zone. Supervisors must discuss with staff members and agree upon a daily working schedule. Attention is drawn to the psychosocial risk factors highlighted in the Healthy and Safe Telework document in WHO eManual III.6.28.
890 For insurance purposes it is essential that any deviation in schedule from the regular core hours & staggered hours, is duly recorded in writing in an email exchange with the 1st level supervisor and stipulated in the teleworking request.
900 The Staff Regulations and Rules regarding sick leave apply also during periods of teleworking. Staff members absent for health reasons have to submit a request for Certified or Uncertified sick leave in GSM.
910 In cases of teleworking outside the duty station the calculation of the teleworking period will continue during the absence for health reasons outside the duty station.
920 Arrangements for teleworking can be combined with all leave types indicated in WHO eManual section III.6. The teleworking and leave periods must be requested separately for each period through the appropriate GSM module with no overlap. In the event of unforeseen overlap, approved leave is deemed to prevail over approved teleworking.
930 A period of teleworking combined with a period of home leave may be approved under certain conditions. Staff members and supervisors should be aware of the following conditions:
(a) The minimum duration of seven consecutive days of uninterrupted leave must be respected in accordance with the WHO eManual provisions for Home Leave;
(b) Supervisors should not expect or request staff members to work during that minimum seven-day period which cannot be interrupted;
(c) The period of teleworking must be requested and approved in GSM prior to departure on home leave;
(d) Travel days can only be granted for days adjacent to the minimum seven-day period where travel has actually taken place;
(e) Travel days will not be granted on approved teleworking days.
940 The teleworking staff member must provide a minimum of 15 days’ written notice to terminate an “other” teleworking arrangement, unless a shorter period is agreed to by the 1st level supervisor either as part of the teleworking arrangement or during the teleworking period. This notice is required to provide the staff member and the concerned office with sufficient time to prepare for the return of the staff member to WHO premises, including the identification of office space.
950 The supervisor of the teleworking staff member may terminate the telework arrangement if, in the supervisor’s judgement, the conditions required for telework are no longer met. Notice of a minimum of 15 calendar days will be provided for returning to the office, taking into account the terms of the Telework Agreement.
960 Compensation for death, injury or illness having occurred while the staff member was teleworking is governed by
Annex 7. E to
WHO eManual III. 7. 3.
970 With the exception of UN Volunteers, FWA do not apply to non-staff or temporary contracts of 60 days or less whose working conditions are prescribed by their contractual arrangements.
980 FWA do not include arrangements for study leave or work-related training.
990 For the duration of a graded emergency, Major Offices may issue additional measures related to FWA.
1000 These provisions on FWA are effective on
1 September 2022.
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