10 When a person dies while in the service of the Organization, full information should be sent to either the HRBP at Headquarters or the RHRM, as appropriate. The HRBP/RHRM immediately advises Director, HRT, giving the staff member's full names, title, the date, place and cause of death, and the name and address of the person to contact at the place of death. In addition the HRBP/RHRM is responsible for (a) obtaining an official death certificate signed by the responsible authorities at the place of death; (b) if death was the result of an accident, obtaining an official report from the local authorities, the attending physician, and the supervisor, if any, of the staff member; (c) making an inventory of the deceased's personal belongings in conjunction with the competent local authorities and for sharing that information with the HR Administrator, GSC.
20 The determination of final entitlements and the settlement of successorial claims are made for all staff by Director, HRT at Headquarters in consultation with the Legal Counsel.
30 The next of kin of the deceased staff member are notified either directly by Director, HRT or through a Regional Office, whichever is deemed most expeditious and appropriate. If the next of kin are resident in the same region as that in which death occurred, and if this were considered to be more expeditious and appropriate, the Regional Director concerned may inform the next of kin of the deceased staff member at the same time as Headquarters with a copy to Director, HRT at Headquarters.
40 On receiving news of the death of any staff member Director, HRT/DAF notifies immediately the Director-General's Office/Regional Director, Insurance, Pension, Staff Health Insurance, Staff Health and Wellbeing/Regioinal Staff Physician and the Global Service Centre Payroll and Global Human Resources.
50 The necessary arrangements for mortuary services and for sending the body home are made by Headquarters for Headquarters staff and by Regional Offices for regional staff; the office responsible for these services is responsible also for the transportation of dependants who may be at the staff member's duty station.
60 The HRBP/RHRM concerned will upload all the related documentation to the staff member's personnel folder and inform the HR Action plan owner or their designee in order for them to initiate the separation action. After the separation action is initiated, the HR Administrator, GSC undertakes the appropriate administrative action.
70 The HR Administrator, GSC is responsible for ensuring payment of the grant in case of death provided in Staff Rule 770. It is payable whether the death is service-incurred or not, provided that the other conditions of the rule are met. If the death is service-incurred, the office to which the person was attached should report the circumstances through to the secretary to the Advisory Committee on Compensation Claims. The report is considered, inter alia, by the Committee in making its recommendation to the Director-General on the amount of compensation to be paid under Staff Rule 730.
Expression of Sympathy
80 When a staff member dies, the HRBP/RHRM prepares a letter of sympathy to the next of kin for the Director-General's signature for staff at Headquarters and for the signature of the Regional Director concerned for staff in the regions.
90 When a near relative of a staff member dies, a letter of sympathy is prepared by the local HRBP/RHRM and sent to the staff member concerned. The letter is signed by a senior officer of the Organization (Department Director or ADG concerned), for staff at Headquarters and for the signature of the Regional Director concerned for staff in the regions.
100 When an officer of the Organization attends a staff member's funeral, they should make it known, even if not specially instructed, that they are attending not only in their own capacity but as a representative of the Director-General. When more than one officer attends a funeral, the senior officer will represent the Director-General.
Funeral Expenses
110 When a staff member or a consultant or temporary adviser dies at a duty station which is other than the place of residence, or when in travel status, the Organization pays the following expenses in connection with the transport of the remains to their final resting place, to the extent that they are actually incurred:
- transport of the body from the place of death to the place of burial, subject to the limitations of Staff Rule 870.1;
- preparation of the remains (including cremation);
- a casket and any other containers required for the transport of the body.
120 The Organization assumes no responsibility for expenditure on the items listed below, which are considered to be the responsibility of the staff member's family:
- a religious service;
- the purchase or lease of a burial place.
130 On the death of a staff member at Headquarters, Director, HRT publishes an announcement in the local newspapers and provides a wreath at the Organization's expense. Regional Offices adopt appropriate procedures on the death of a regional staff member.
140 When appropriate, procedures similar to the preparation of a letter of sympathy, the publishing of an announcement and the provision of a wreath are applied on the death of a retired staff member.
150 The provisions describing the limitation of the Organization's payment of expenses to those actually incurred for the transport of the body, the preparation of the remains, and the casket and any other containers required for the transport of the body are equally applicable on the death of a family member as defined in Staff Rule 820.1 when the Organization had an obligation to repatriate the deceased person under Staff Rule 820.2.7.
