10 The purpose of special leave with full pay on reassignment (special leave) is to provide staff members with time-off to assist them in their relocation from one country to another when they are formally reassigned.
20 In exceptional cases where a staff member is formally reassigned between high risk duty stations (Non-family and/or E duty stations) an additional period of 30 calendar days special leave shall be granted to provide an opportunity for rest in the interests of staff welfare and well-being.
See 30 days special leave on reassignment between high risk duty stations.
30 Staff members holding fixed-term and continuing appointments in active service 30 days prior to being reassigned are entitled to special leave on reassignment under the provisions of this policy as follows:
- internationally recruited professional and general service staff who are reassigned to a duty station in another country;
- national professional officers selected for an internationally recruited position in another country;
- internationally recruited professional and general service staff members returning to WHO from a loan or secondment to another UN Organization who are required to change their duty station;
- internationally recruited professional staff in high risk duty stations who are reassigned to another high risk duty station.
5 days special leave on reassignment
40 Special leave on reassignment to another country will be granted to eligible staff members for five (5) working days which may be taken prior to or after reassignment. The special leave may be taken in one or more periods up to the maximum entitlement of five (5) days. During special leave the staff member will continue to receive salary and entitlements applicable at the duty station where he/she is assigned during the leave.
50 Eligible staff members will be informed of their entitlement to special leave in the reassignment letter. The special leave must be taken in conjunction with the relocation to the new duty station up to 8 weeks prior to and 16 weeks following the reassignment date. Where the staff member’s shipment of personal effects did not arrive within the 16 week period following the reassignment or other reasons did not permit the staff member to complete their relocation, the HR Manager HRT/HBP (HQ)/Regional HR Manager may approve a request from the staff member outlining the reasons for an extension of the period to take the special leave up to a maximum of 6 months after reassignment.
60 Staff members who do not use the full entitlement of 5 days special leave in accordance with these conditions will forfeit the leave and will not receive any financial compensation or other leave in lieu for days not taken.
Requesting 5 days special leave on reassignment
70 Prior to taking the special leave, eligible staff members must submit a planned request/s for special leave with full pay on reassignment in the online leave system and attach the reassignment letter. If relevant, the approval for an extension of contract must also be attached.
80 Upon approval by the releasing supervisor if before the reassignment date, or by the receiving supervisor if after the reassignment date, the request is sent for approval to the HR Administrator, Global Human Resources (GHR). The GHR Administrator ensures the 5 working days of special leave are not exceeded and are taken within the 8 week period prior to and up to 16 weeks after the reassignment date. Separate leave requests not exceeding the 5 working days entitlement should be submitted by the staff member. Instructions for entering the leave request can be found in related content on this page.
90 The staff member is responsible for confirming the special leave after the leave end date.
30 days special leave on reassignment between high risk duty stations
100 Special leave pay will be granted for a period of 30 calendar days to eligible staff members who have completed two (2) years or more at a high risk duty station and are reassigned to another high risk duty station.
110 High risk duty stations are defined as Non-family and/or E duty stations and are typically duty stations where danger pay applies.
120 Reassignment between hardship duty stations is neither encouraged nor recommended. However, this policy recognizes exceptional cases where a staff member may be requested in the interests of the Organization or may volunteer for reassignment from one high risk duty station to another.
130 This exceptional entitlement to 30 days special leave recognizes the impact that working in such environments may have on the staff member and provides for an extended period of rest between such assignments to protect staff health and wellbeing. It also acknowledges the increasing deployment of WHO staff to such locations.
140 Based on the rationale for this special leave the entitlement also applies when reassignment is between hardship duty stations in the same country.
150 Eligible staff members shall be informed of their entitlement in the reassignment letter.
160 Due to the nature and intent of special leave on reassignment between high risk duty stations, the leave must be taken:
- in one full and continuous period prior to commencing the new assignment to ensure rest before the next assignment;
- in a location other than the current or future duty station to ensure rest and wellbeing in a safe environment; and
- shall commence on the date the releasing manager agrees to the staff member’s departure, which would not normally be more than 3 to 6 months from the notification of selection for new assignment.
170 The start date of the new assignment must be set to provide for the special leave prior to travel to the next duty station.
180 The 5 working days special leave on reassignment also applies under its own conditions to staff who are entitled to 30 calendar days special leave. The two entitlements may be used consecutively, for example a few days before departing on 30 days special leave and the remaining days after reporting for duty at the new duty station. Separate leave requests will be required.
190 During 30 days special leave the staff member’s salary, post adjustment and benefits shall remain based on the prior assignment and shall be the financial responsibility of the releasing department. Danger pay and rental subsidy shall not be applicable during this special leave since the staff member should not be in the hardship duty station during special leave.
200 Prior to departure from the duty station on special leave, the staff member must complete the local clearance process (i.e. return WHO documents and equipment, ensure leave records are confirmed and undertake all administrative actions as outlined in the local clearance certificate).
Special leave and travel between high risk duty stations
210 During special leave the staff member must travel out of the duty station to return home or elsewhere, before taking up the next assignment. The special leave period should be taken in conjunction with reassignment travel and combined with other forms of statutory travel/leave which may be due to the staff member, e.g. Rest and Recuperation (R&R), Home Leave, Family Visit travel. Eligibility requirements must be met if reassignment travel is to be combined with other statutory travels.
220 Where reassignment travel is combined with other statutory travel, the lump sum option shall not be available. The Organization’s liability shall be from the prior duty station to the R & R destination, the staff member’s place of recognized residence to the new duty station. If travel is to another destination, WHO liability shall be limited to whichever itinerary is less costly.
230 Where other statutory travel is not due, the reassignment travel cost shall not be increased by a personal deviation. Any extra costs over the reassignment travel shall be the liability of the staff member.
Requesting 30 days special leave on reassignment between high risk duty stations
240 Upon acceptance of the reassignment, the staff member should consult with both releasing and receiving supervisors so that the dates of special leave can be agreed upon. The staff member informs the HR officer for the regional office who will check the eligibility and initiate the special leave request. A copy of the reassignment letter is uploaded to the leave request and forwarded for approval to the supervisor and GHR.
250 Upon receipt of the reporting to duty form from the HR focal point in the Country Office, the HR officer for the regional office or the HR Administrator, GHR confirms the 30 days special leave period.
260 Eligible staff members accrue service credits for all purposes during the special leave.
Relationship to other leave entitlements
270 Staff members will not be entitled to the special leave of any form if prior to reassignment they were on special leave with or without pay, sick leave, sick leave under insurance cover, maternity, paternity, or other parental leave for 30 days or more. Staff members shall remain entitled to 5 days special leave on arrival in the new duty station.
280 Part-time staff members will be granted the same entitlement as full-time staff.
290 The entitlement to the 5 days and 30 days special leave on reassignment between duty stations does not apply in the following circumstances:
- on appointment;
- on separation;
- on conversion of a temporary appointment to a fixed-term appointment;
- when a staff member is officially required to perform temporarily duties of a post other than their own for a period up to 12 months in another duty station;
- household moves at the same duty station;
- upon reassignment within a country except for reassignment between hardship duty stations where the 30 days special leave only shall apply; or
- on duty travel to another country irrespective of the duration.
In addition, the special leave shall not apply on inter-agency transfer to or from another agency including PAHO.
300 The policy and procedures related to 5 days of special leave on reassignment came into force for all staff on fixed-term and continuing appointments from 1 December 2016. The extension of the time limit to exercise 5 days special leave from 8 to 16 weeks after reassignment and the possibility to use the entitlement after arrival at the new duty station following a period of 30 days or more special leave is with effect from 1 May 2020.
310 The policy and procedures related to 30 days special leave on reassignment between high risk duty stations comes into force with effect from 1 May 2020.
320 Staff members holding fixed-term and continuing appointments who were reassigned between high risk duty stations during 2019 and early 2020 who would normally have qualified under this policy may make a request to Director, Human Resources and Talent Management (HRT) to be granted 30 days special leave prior to 31 December 2020 as a transitional measure.
