Definition
10 The relocation grant is a lump sum payment to eligible staff members to assist with the shipment of their personal effects.
Eligibility
20 The Lump Sum Relocation Grant is offered to all internationally-recruited staff members upon initial appointment, reassignment/transfer, and separation, subject to the conditions set out in these provisions.
30 Eligible staff members, who do not wish to opt for the Lump Sum Relocation Grant, continue to be entitled to the normal shipment entitlements as set out in the applicable WHO Staff Rules 850 and 855 and related provisions.
Rates and amounts
40 The Lump Sum Relocation Grant has been established on the basis of global average costs for shipments and does not reimburse actual costs.
50 Effective 1 January 2023 the Lump Sum Relocation Grant amounts are as follows:
60 In the case of internationally-recruited staff members holding appointments of one year or longer:
- without dependant rate: USD 13 000; and
- with dependant rate: USD 18 000.
70 In the case of internationally-recruited staff members holding appointments of six months or longer or whose initial appointment of less than six months is extended resulting in an uninterrupted period of service of six months or longer but less than a year, a Lump Sum Relocation Grant amount of USD 1 200.
80 Internationally-recruited staff members holding appointments of less than six months are not entitled to the Lump Sum Relocation Grant.
90 Upon conversion to a fixed-term appointment of an internationally-recruited staff member holding a temporary appointment, provided that they are otherwise eligible, the staff member will be paid the difference between the lump sum amount paid when holding a temporary appointment and that to which they are entitled upon conversion. For example, if the staff member held a temporary appointment of less than one year and was paid a lump sum amount of USD 1 200, upon conversion to a fixed-term appointment, they will be paid the difference between USD 1 200 and the lump sum amount to which they would be entitled under a fixed-term appointment, namely either USD 13 000 (without dependant rate) or USD 18 000 (with dependant rate).
100 In order for the Lump Sum Relocation Grant to be paid at the with dependant rate at least one eligible family member must travel on installation at WHO's expense to the duty station. If no eligible family member travels at WHO's expense to the duty station, the Lump Sum Relocation Grant will be paid at the without dependant rate. The difference between the without dependant rate and the with dependant rate may be paid if the eligible family member subsequently travels at WHO's expense to the duty station and the staff member is expected to continue for more than six months beyond the date on which the Lump Sum Relocation Grant difference is requested.
110 The Lump Sum Relocation Grant amount is based on the staff member's recognized status at the time of the relocation. Consequently, a change in the staff member's status (e.g. marriage, divorce, new child, children who cease to be dependants, etc.) after the relocation grant has been paid, will not give rise to an additional Lump Sum Relocation Grant payment at the duty station. Any new entitlement may only be paid on the next relocation.
Applicability
120 The Lump Sum Relocation Grant only applies to movements involving a change in country upon initial appointment, reassignment/transfer or upon separation from service.
130 The Lump Sum Relocation Grant does not apply to movements within countries. In these cases, staff members retain their rights to their normal shipment entitlements as set out in the applicable WHO Staff Rules and related policies and procedures.
140 When the lump sum relocation grant is selected, the staff member is required to agree that they:
will manage their relocation without the direct administrative assistance of the Organization, other than certification that the shipment is related to their relocation at WHO's request;
accepts full responsibility for re-establishing their household, including any and all shipment of personal effects;
accepts full responsibility for all of the costs related to such shipments, including insurance for loss or damage to personal effects, or customs fees; and
- waives their normal shipment entitlement for transportation of personal effects, removal of household goods and other accompanied baggage entitlements under WHO eManual III.8.6.
150 Once the Lump Sum Relocation Grant is selected, the staff member will not be able to revert to the normal shipment entitlements. Note should be taken that if the staff member should, at any stage in the process, require the direct involvement or administrative assistance of WHO, the staff member will not be able to opt for the Lump Sum Relocation Grant. Therefore, staff members are advised to make fully informed decisions and be aware of all relevant information, including restrictions, such as those related to security conditions, that may prevent them from directly and fully managing their own relocation without the administrative assistance or involvement of WHO. Once normal shipment entitlement is opted for, the staff member will not be able to revert to the Lump Sum Relocation Grant. Likewise, temporary staff members will not be granted organization assisted shipment upon conversion to fixed-term appointment but the difference between the lump sum amount paid originally and the entitlement in para 60.1or 60.2 above, except in the context of an appointment to a different duty station.
160 A decision to opt for lump sum relocation grant entails that the staff member has gathered all relevant information, including restrictions, such as those related to security conditions, that may prevent the staff member from directly and fully managing their own relocation without the administrative assistance or involvement of WHO.
Use of the lump sum relocation grant
170 The Lump Sum Relocation Grant may be used, at the staff member's discretion, in any manner deemed best to facilitate their relocation (e.g. through storage of personal effects, total or partial shipment, or disposal and replacement at the duty station etc.). No evidence will be required as to how the Lump Sum Relocation Grant was spent.
WHO's support
180 When the Lump Sum Relocation Grant is selected, the staff member is responsible for making all arrangements concerning the movement and insurance of their personal effects and household goods, and for dealing directly with the packers/transporters/storage companies etc., of their choice.
190 The Organization will provide staff who opt for the Lump Sum Relocation Grant with information on reliable shipping companies who have experience with common system organizations, diplomatic privileges and the related customs clearance and import/export formalities. The Organization will not be responsible for soliciting bids, nor for the performance of the shipping and moving companies.
200 The Organization will issue attestations and other required official documentation related to customs clearance. However, the Organization will not be responsible for any customs problems, for any delays in the arrival of personal effects or household goods or for additional expenses that may be incurred, or liabilities that may arise, as a result of the exercise of the Lump Sum Relocation Grant.
Both spouses are staff members of WHO or another organization in the common system
210 Upon initial appointment or change of duty station. Where both spouses are staff members of WHO or another organization of the common system applying the Lump Sum Relocation Grant, and:
- travelling to the same duty station:
- at the same time, they may only receive one combined Lump Sum Relocation Grant payment at the with dependant rate;
- at different times and without dependent children, both spouses may each receive the Lump Sum Relocation Grant at the without dependant rate; and
- at different times and with dependent children, one spouse will receive the Lump Sum Relocation Grant at the without dependant rate and the other at the with dependant rate provided that at least one child travels and is installed at the duty station at the Organization's expense.
- travelling to different duty stations: both spouses may each receive the Lump Sum Relocation Grant at the without dependant rate, except that if one of them travels with at least one dependent child who is installed at the duty station at the Organization's expense, this spouse will receive the relocation grant at the with dependant rate. Therefore, in these circumstances, a maximum of one with dependant rate and one without dependant rate would be payable.
220 Upon separation from service. The spouse who separates first is entitled to expenses for transportation of personal effects and removal of household goods; their entitlement does not cease until two years after the date of separation of the other spouse. The staff member may opt to receive the Lump Sum Relocation Grant. In this case, the Lump Sum Relocation Grant may be exercised as follows:
- if relocating at the same time: the spouses may only receive one combined Lump Sum Relocation Grant payment at the with dependant rate;
- if relocating at different times and without dependent children: both spouses may each receive the Lump Sum Relocation Grant at the without dependant rate; and
- if relocating at different times and with dependent children: both spouses may each receive the Lump Sum Relocation Grant at the without dependant rate, except that if one of them travels with at least one dependent child who had been installed at the duty station at the Organization's expense, this spouse will receive the relocation grant at the with dependant rate. Therefore, in these circumstances, a maximum of one with dependant rate and one without dependant rate would be payable.
Separation and reappointment within less than a year
230 When a staff member separates and is re-employed within a period of less than one year, the staff member will not be able to opt for the Lump Sum Relocation Grant but will retain the right to exercise their shipment entitlements as set out in the WHO Staff Rules and related policies and procedures. This also applies to transfers from other agencies applying the Lump Sum Relocation Grant when the staff member is hired within less than one year after separating from the former parent organization.
Relation to other entitlements
240 Payment of the relocation grant does not affect the entitlement to assignment grant.
250 Staff members who wish to opt for the Lump Sum Relocation Grant must complete the Form "Request for Lump Sum Relocation Grant, WHO 278". The form will also be attached to the staff member's official letter of appointment, reassignment/transfer or separation. The staff member must submit this form to the HR Administrator, Global Human Resources (GHR) for approval and to establish the amount and payment authorization.
- on initial appointment, the staff member should e-mail the signed form to the HR Administrator, GHR
- on reassignment/transfer, the staff member should scan the signed form and send by e-mail to the HR Administrator, GHR, confirming their wish to opt for the relocation grant; and
- upon separation from service:
- if the staff member is in active service, the staff member should send an e-mail to the HR Administrator, GHR, attaching the a scanned copy of the signed form, confirming their wish to opt for the relocation grant; or
- if the staff member is no longer in service, the staff member should e-mail the signed form to the HR Administrator, GHR.
260 The HR Administrator, GHR will process the Lump Sum Relocation Grant form, WHO 278 and the payment of the Lump Sum Relocation Grant directly into the staff member's bank account.
270 The Lump Sum Relocation Grant is paid in US Dollars only.
280 The Lump Sum Relocation Grant may be paid in advance of travel upon receipt and approval of the duly completed request form, as follows:
- on initial appointment, payment of the lump sum relocation grant in advance is not an option; payment is authorized upon arrival at the official station after completion of administrative formalities;
- on reassignment/transfer, up to two months before the estimated departure date of the staff member to the new duty station, provided the staff member has been medically cleared for reassignment/travel and, where government and/or security clearances are needed, provided that such clearances have been received; and
- upon separation from service, up to two months before separation from service, provided the staff member requests repatriation travel (see also paragraph 170 above).
290 The Lump Sum Relocation Grant is charged to the major office Statutory Travel Entitlements PTAEO.
300 The Lump Sum Relocation Grant is not payable to a staff member:
- who is summarily dismissed; or
- who abandons their post.
310 In these cases, the staff member retains the right to exercise the normal shipment entitlements as set out in the applicable WHO Staff Rules and related policies and procedures.
320 WHO's obligation under the Staff Regulations and Rules is to assist staff members with the transportation of their personal effects and removal of their household goods in accordance with the governing provisions.
330 Staff members are expected to use the lump sum relocation option responsibly and in accordance with the principles and standards set forth by WHO. They should not expect additional administrative assistance beyond that which has been expressly specified by the Organization.
340 Officers responsible for administering and processing the Lump Sum Relocation Grant are accountable for ensuring that the principles, standards and requirements set forth by the Organization are respected and properly applied.
