10 In January 2007, the Executive Board confirmed, with effect from 1 July 2007, the amendments to the WHO Staff Rules relating to the review of the framework of contractual arrangements. By way of these amendments, WHO introduced three types of staff appointments, as follows: continuing appointments, fixed-term appointments and temporary appointments.
20 In relation to temporary appointments, Staff Rule
030 was amended to provide that the Director-General may make temporary appointments of 60 days or less with conditions of service different from those provided for in the Staff Rules. In addition, Staff Rule
1320 was amended to provide that the Director-General may establish conditions of service for conference and other short-term service staff holding temporary appointments of 60 days or less without regard to the provisions of other Staff Rules.
30 WHO Staff Rules that are unaffected by this policy apply to holders of temporary appointments of 60 days or less. As well, WHO's Staff Regulations, apply to such staff including
Article I.
40 The purpose of this document is to set out the policies and procedures relating to the conditions of service applicable to staff members holding temporary appointments of 60 days or less, as defined below.
50 Short term Conference Interpreters and Translators are employed under appointments of 60 days or less. Their conditions of employment are established in accordance with the Agreement concerning Conditions of Employment of short-term Conference Interpreters with the Association Internationale des Interprètes de Conférence (AIIC), and those established in accordance with the Agreement concerning Conditions of Employment of Short-term Translators, Revisers, Editors and Précis-writers with the Association Internationale des Traducteurs de Conférence (AITC). WHO applies the abovementioned agreements to all its meetings worldwide for which interpretation and translation services are required.
60 A temporary appointment of 60 days or less is a time-limited appointment to meet conference and other short-term service needs. Typical examples would be short-term needs arising from unexpected staff absences or in relation to support services to be provided during conferences, e.g. ushers, messengers, guards, audio technicians, text-processing staff, etc.
70 These appointments are not intended for use to address programme or operational emergency needs expected to last for more than 60 days nor for the procurement of expert services for which a consultant contract should be issued. Exceptionally, in the event of a natural disaster or similar emergency situations, a temporary appointment of 60 days or less may be issued pending full assessment of emergency needs in the longer term. However, given the limitations of the social security benefits provided under this type of appointment, appointments of 60 days or less should not be used for assignments to high risk or hazardous duty stations, particularly those in security phase III and above.
80 Temporary appointments of 60 days or less may be offered in the general service, national professional officer and international professional categories.
Salary and emoluments
Daily salary rate
90 Staff members holding temporary appointments of 60 days or less are paid on a daily basis. All categories of temporary staff holding appointments of 60 days or less are paid at step one of the applicable grade level. Non-pensionable bonuses, where applicable, should be included in the salary calculation.
100 The daily rate of salary is calculated by dividing the applicable annual salary, including post adjustment in the case of internationally-recruited professional staff, by 323. This figure is determined by deducting 42 days, i.e. the equivalent of six (6) weeks' annual leave per annum, from 365 days. No dependency or language allowances are payable to any category of staff.
110 Staff members holding temporary appointments of 60 days or less are paid for each day on which they are required to be available for service and for weekends and official holidays falling within the start and end dates of the appointment. No salary is paid for weekends preceding the start date or following the date of expiration of the appointment, unless travel has been authorized.
120 If the appointment expressly requires that the staff member works on a weekend or on an official holiday, the normal daily rate of salary applies, provided that the normal daily and/or weekly working hours at the duty station have not been exceeded. If the normal working schedule is exceeded, the provisions for overtime apply to staff members in the general service category (see Overtime - General Service staff below, paragraph 170).
130 Staff members holding temporary appointments of 60 days or less are not paid for weekends or official holidays if they are absent from work for reasons other than certified illness the day before or the day after the weekend or official holiday. All absences must be recorded and certified by the supervisor on the attendance sheet which is provided to the Payroll Office upon the expiration of the appointment. The Payroll Office will deduct days of salary for any absence which has not been medically certified (see Absence for medical reasons below, paragraph 490).
140 Staff members who are required to travel to and from the duty station for their assignment because no qualified person is available locally will receive salary for the standard travel days authorized under the letter of appointment immediately preceding and following the assignment. The effective dates of the appointment will be established taking into account standard travel time based on the WHO standard travel time table. For conference staff particular rules apply (see paragraph 390 below).
Request for partial salary payment in advance
150 Staff members holding temporary appointments of 60 days or less are normally paid on the last day of the assignment, or as soon as possible after the end of the appointment. Staff members who are employed for one (1) month or more may submit a request for a salary advance in writing to the Division Management Office/HR Business Associate (HRBA) for headquarter or Regional HR Manager (RHRM) in the regions. For applicable procedures in country offices staff should consult the Regional HR focal point serving their duty station.
Professional staff and National Professional Officers
160 Internationally-recruited professional staff and national professional officers holding temporary appointments of 60 days or less are not eligible for payment of overtime.
170 Overtime for general service staff holding temporary appointments of 60 days or less is paid only if the staff member is required to work in excess of the normal daily or weekly working hours as established in the local conditions of employment for the duty station. Neither the week-end premium nor the night differential is paid. General Service staff holding temporary appointments of 60 days or less submit a Certificate of Attendance (see para 670 below) approved by the supervisor showing the number of hours worked, which is then submitted to GSC Payroll as a basis for the payment of overtime.
180 The ordinary overtime rate for general service staff holding temporary appointments of 60 days or less is paid in accordance with the local conditions of employment applicable to the duty station, and is at 150% of the normal hourly rate at the staff member's grade and step.
190 The special overtime rate for general service staff holding temporary appointments of 60 days or less is paid in accordance with the local conditions of employment applicable to the duty station, and is at 200% of the normal hourly rate at the staff member's grade and step.
200 Staff members holding temporary appointments of 60 days or less are eligible for danger pay in accordance with eManual provision III.3.8 Danger Pay.
210 Staff members holding temporary appointments of 60 days or less and paid on a daily basis participate in the Staff Health Insurance (SHI) as a condition of their employment by WHO and for the duration of their appointment. The SHI Rules apply to staff members on temporary appointments of 60 days or less and paid on a daily basis.
220 Family members of staff members on temporary appointments of 60 days or less and paid on a daily basis are not eligible for participation in SHI.
230 Staff members holding temporary appointments of 60 days or less are also for covered in the event of death or permanent (total or partial) disability:
- as a result of an accident in accordance with the provisions of the Group Personal Accident Insurance Policy for Short-term Staff; and
- in case of malicious acts in accordance with the provisions of the Malicious Acts Insurance, as appropriate.
240 Staff members holding temporary appointments of 60 days or less are also eligible for compensation for service-incurred injury, illness or death in accordance with the provisions of the applicable policy.
250 When a staff member is selected to perform functions for which a temporary appointment of 60 days or less would normally be issued, and the staff member is already a participant under paragraph 50 of the WHO Staff Health Insurance, the staff member will be offered a temporary appointment under Staff Rule
420.4 so as to allow them to continue to benefit from coverage under said paragraph 50.
260 Staff members holding temporary appointments of 60 days or less are not eligible to participate in the United Nations Joint Staff Pension Fund. Any period of service so excluded cannot be validated at a later date as contributory service.
270 When following a break in service of thirty (30) days or less a staff member who was a participant in the Pension Fund is selected to perform functions for which a temporary appointment of 60 days or less would normally be issued, the staff member will be offered a temporary appointment under Staff Rule 420.4 and paid on a monthly basis so as to permit their continuation in the Pension Fund.
Identification and appointment of a candidate
280 The temporary appointment of 60 days or less is considered as a flexible tool for the recruitment of staff for short term needs of the Organization for candidates sourced locally. When seeking suitable candidates to cover a short-term need, it is recommended that the position manager consult the roster at Headquarters or the Regional HR focal point for any candidates who may be available locally. Global sourcing should only be exercised where local capacity is not readily available or in the case of emergencies.
290 Temporary general service staff are not normally recruited from outside the local area when qualified candidates are available locally. A request to recruit a general service staff for a temporary assignment of 60 days or less from outside the local area requires the hiring manager to demonstrate to the satisfaction of the Human Resources and Talent Management (HRT)/HR Business Partner (HRBP) (HQ)/RHRM that other candidates have been reviewed and no locally available person is qualified. The HRT/HRBP (HQ)/RHRM would then request an exception from Director, HRT/Regional Director.
300 The process of recruitment and selection of candidates should be initiated and completed in a timely fashion and documented. Qualifications, experience and aptitude for the assignment should be reviewed and up-to-date personal and work history profile should be completed by the candidate through Stellis (the online recruitment system). For a candidate who is being employed for the first-time, references from the most recent employer must be provided. The hiring manager may, if they consider it appropriate, organize an interview and/or test.
310 Effective from 1 August 2017, temporary staff who are appointed for 60 days or less are required to obtain a
Medical Certificate of Fitness for Work. The certificate should be uploaded to the Stellis onboarding portal as part of the onboarding process prior to the issuance of a letter of offer of appointment. The Medical Certificate of Fitness for Work is normally considered valid for a period of one year. An amount of US$ 50 is paid to the staff member, once in a twelve (12) month period, to cover the cost involved. Reimbursement is authorized upon reporting for duty by the HR Administrator GSC (GHR). If authorized, reimbursement is made automatically with the salary payment at the end of the initial contract.
Offer of appointment
320 Once the selected candidate has been identified, they will receive a notification giving them information on the proposed appointment and calling their attention to various requirements such as requesting references, providing a Medical Certificate of Fitness for Work and verification of qualifications (Staff Rule
440.1). When these requirements have been satisfactorily met, the selected candidate will receive a Letter of Appointment (LoA). This letter is issued by the GHR.
330 The signed
Letter of Offer and Acceptance of Appointment constitute the contract of employment. The
Letter of Offer and Acceptance of Appointment may not be issued unless a valid Medical Certificate of Fitness for Work and other necessary clearances have been obtained. Medical clearance may be waived if a medical clearance in respect of a previous appointment is still valid.
Travel on appointment
340 Normally travel is by air by the most direct and economical route. The standard of air travel will be economy class irrespective of the travel duration. Train travel is reimbursed up to the amount of a first class return fare. Staff members travelling on appointment and completion of appointment will receive the applicable daily rate of salary. For conference staff authorized to travel the daily rate of salary payment for travel time is specified under eManual section III.13.3.100.
Lump sum payment for return travel by air
350 A lump sum amount shall be paid to cover the round trip travel and related expenses of the staff member from the place of recruitment to the place of assignment and return. The general terms of the Lump Sum Option for Statutory Travel (LSST) apply except as expressly stated below. The staff member will be responsible for making his own return travel arrangements with no involvement from the Organization. Travellers are encouraged to purchase flexible air tickets which permit changes in dates and are valid for a reasonable period, normally up to 12 months. The lump sum amount paid will be equivalent to 75% of a flexible economy return air fare on the most direct route. The lump sum amount covers all costs related to the return travel and no further amounts will be paid for insurance, baggage, stopovers or travel allowances. The lump sum amount will be authorized by GHR through the travel claim system upon the staff member submitting proof of travel to the duty station and receipt for the purchase of the ticket. No travel claim is required on separation.
360 Upon reporting for duty to the Administrative Officer or HR focal point, the staff member must provide documentary evidence of travel to the place of assignment with proof of purchase of the ticket, i.e. boarding pass for travel to the duty station and a receipt or credit card statement of account for reimbursement to be processed by GHR.
370 The reimbursement of cost of the train travel is authorized by GHR through the travel claim system upon the staff member submitting the train ticket to the duty station and proof of purchase.
380 Where circumstances prescribe organization assisted (OA) travel, e.g. in cases of emergency programme recruitments, or where the destination offers no low cost fares, etc. WHO shall make the necessary travel arrangements on behalf of the staff member, if requested to do so. Organization assisted travel may be exceptionally authorized by Coordinator GHR only in cases of genuine emergency or demonstrated hardship upon receipt of reasonable justification. For organization assisted travel the following allowances will be paid.
390 During organization assisted official travel per diem is payable in accordance with the travel policy of the Organization – see Travel section VII.5.2 on
Overnight and one-day travel per diem and
Travel Per diem and other allowances.
Standard travel allowance
400 For organization assisted travel WHO’s standard travel allowance is paid on each of the incoming and outgoing journeys in accordance with the WHO standard travel policy.
410 During subsequent duty travel from the original place of assignment to another duty station, Daily Subsistence Allowance (DSA)/per diem is payable in accordance with the travel policy of the Organization and as authorized in a separate duty travel request.
420 Excess baggage up to 10 kgs in excess of 20 kgs only will be reimbursed upon submission of a receipt in connection with travel to and from the place of assignment. Excess baggage claim on appointment should be provided with the other proof of travel and costs. On return to the place of recruitment the staff member should send the receipt to GHR for reimbursement via the travel system.
430 Staff members holding temporary appointments of 60 days or less travelling organization assisted by public carrier are insured by the Organization against accidents during travel on appointment and return travel between the place of recruitment and the place of assignment. Such staff are not covered by the Organization's accident insurance if the staff member travels outside the contractual period.
440 The personal baggage of staff members holding temporary appointments of 60 days or less and travelling organization assisted by public carrier will be insured by the Organization. Claims for the cost of insuring excess baggage are not accepted. The amount insured is US$ 5,000 and covers items carried for the personal use of the staff member for the specified journey.
450 With effect from 1 May 2017 staff members travelling on appointment while on a 60 days or less appointment will receive the applicable daily rate of salary plus the Daily Subsistence Allowance (DSA)/per diem for the period spent in the duty station up to the maximum of 30 days. GHR authorizes per diem payment on completion of the reporting formalities.
460 Staff members holding temporary appointments of 60 days or less must report for duty on the first day of contract (or the reporting date when travel on appointment is authorized) to the Division Management office focal point, or the RHRM focal point in the regional office, or Administrative Officer in the WHO country office.
470 Upon reporting for duty in Headquarters, temporary staff employed for three (3) weeks or more must complete a request for a "Carte de Légitimation" and provide other necessary documentation as requested by the HR focal point or briefing officer. Individuals who at the time of their employment at Headquarters are the holders of a Carte de Légitimation must declare it to the HR focal point or briefing officer. For appointments of less than three (3) weeks a carte de legitimation is not necessary, however the Swiss mission shall be informed. For applicable procedures in Regional and Country offices, staff should consult the RHRM or Administrative Officer in the WHO country office.
480 Upon reporting for duty, a staff member on a temporary appointment of 60 days or less, who was authorized to travel must provide evidence of travel, i.e. ticket stubs and boarding passes for air travel or train tickets and proof of purchase of tickets and the cost, or other appropriate evidence of travel to the Division Management office (HR focal point), the Regional HR Manager focal point in the regional office, or the Administrative Officer in the WHO country office at their place of assignment for review and submission to GHR. The lump sum payment for travel related costs and per diem will be authorized by GHR.
Leave and Absences
Absence for medical reasons
490 Staff members will be paid salary for absences for medical reasons only when:
- the absence for medical reasons is taken during the period of the appointment; and,
- a medical certificate from a qualified physician is submitted upon the resumption of duty, or at the latest prior to the end of the contract; and,
- the medical certificate is attached to the attendance sheet.
500 No salary will be paid for absences for medical reasons falling outside the period of the appointment, and the appointment will not be extended beyond its expiry date for medical reasons.
510 If a staff member holding a temporary appointment of 60 days or less is unable to resume duty before the expiry date of their appointment for medical reasons, the staff member must submit a medical report to the Staff Physician, SHW or Regional Staff Physician, for a determination as to whether the period of absence was medically justified. The determination of SHW or the Regional Staff Physician will be forwarded to the HRO (GHR), with copy to the Regional HR Manager/HQ Division HR focal point, as applicable, for action to ensure payment of any salary that may be due. The SHW/RSP recommendation should also be attached to the certificate of attendance when submitted.
520 Staff members holding temporary appointments of 60 days or less are not entitled to annual leave absences. The daily rate of salary is calculated to include a component to compensate for annual leave.
530 Any other absences from duty will not be compensated and must be brought to the attention of the GSC Payroll unit by completing the Certificate of Attendance form for appropriate salary deductions.
Renewal of appointment
540 Temporary appointments of 60 days or less give no right to, and carry no expectation of, renewal or conversion to any other type of staff appointment. Such temporary appointment that is issued for less than 60 days may be extended within the limit of maximum 60 days, all conditions of employment remaining unchanged. GHR notifies the staff member of the appointment extension.
550 When the services of a staff member holding a temporary appointment of 60 days or less are required beyond the maximum sixty (60) day period, and provided that there is no break in service between temporary appointments, the staff member will be offered a temporary appointment under Staff Rule
420.4. Periods of non-employment of any duration between temporary appointments will interrupt the continuity of service.
560 Prior service on a temporary appointment of 60 days or less will be counted for purposes of benefits and entitlements, except pension and insurance. Prior service on a temporary appointment of 60 days or less will also be counted for purposes of calculating the maximum duration on a temporary appointment under Staff Rule
420.4, namely a maximum of up to two (2) years.
570 When an initial temporary appointment of 60 days or less is renewed, those staff members who had been authorized to travel on appointment are responsible for amending their return air travel reservations without WHO involvement.
580 Staff members holding temporary appointments of 60 days or less may resign upon giving seven calendar days' written notice.
Cancellation and termination of appointment
590 If a temporary appointment of 60 days or less is cancelled by the Organization prior to the staff member taking up the appointment, or if such an appointment is terminated during the appointment, the staff member is paid:
- if the appointment is cancelled more than thirty (30) days before the agreed start date, a lump sum equivalent to 50% of the base net salary (excluding post adjustment) as set out in the contract;
- if the appointment is cancelled thirty (30) days or less before the agreed start date, a lump sum equivalent to 100% of the base net salary (excluding post adjustment) as set out in the contract; or,
- if the appointment is terminated after the start date, a lump sum equivalent to 100% of the base net salary (excluding post adjustment) as set out in the contract for the remaining period of the contract. A minimum of three (3) days' notice of termination is normally given. Payment in lieu of notice will not be made.
600 The technical unit supervisor initiates the HR Action Plan and when approved the HRO (GHR) cancels or terminates the appointment and authorizes a pending salary payment as appropriate.
Termination of appointment for reasons of misconduct
610 If a staff member holding a temporary appointment of 60 days or less is suspected of misconduct, Director, HRT or his/her designate (HRO/DAF) is consulted. In all cases of alleged misconduct the staff member is notified of the charges and requested to reply as provided for in the Staff Rules. If due to the short duration of the contract, there is insufficient time to give notification of charges, Director, HRT should be consulted.
620 If the decision is taken to terminate the appointment for reasons of misconduct, notice will not be served and termination indemnities will not be paid.
630 A temporary staff member whose appointment is terminated for misconduct may request an Administrative Review under the provisions of Staff Rule
1225.
640 If exceptional organization assisted travel was exercised to take up the assignment the travel is paid to return the temporary staff member to the place of recruitment.
650 No notice of non-renewal of appointment is given to staff members holding temporary appointments of 60 days or less.
660 Upon completion of a temporary appointment of 60 days or less, the supervisor certifies whether the performance of the staff member was satisfactory by completing the PMDS.
670 The supervisor or the administrative officer responsible for the temporary staff member’s leave records completes the certificate of attendance form of the temporary appointment three (3) days prior to the last day of the assignment or, at the latest on the last day of the assignment. The certificate of attendance is forwarded for settlement to the GSC Payroll office for payment processing. The administrative officer ensures that the relevant office has the form before close of business to ensure payment of salary as soon as possible after completion of the appointment.
680 Danger Pay, if applicable, is paid on receipt of the certificate of attendance by the GSC Payroll office.
Organization assisted travel - Claiming expenses after separation
690 In the cases of organization assisted travel, the temporary staff member should confirm travel arrangements with the WHO travel agent for the return journey. Only where supplementary expenses are claimed, e.g. excess baggage, the temporary staff member submits relevant supporting evidence of bills and proof of payment in accordance with the Organization's travel policy, by email to the supervisor or administrative officer responsible, who then submits a retroactive travel claim on behalf of the temporary staff member through the on-line system.
700 In the case a lump sum for travel was paid to the staff member, no supplementary expense on return will be considered and no proof of return travel is required.
Final Provisions
710 Any benefit, allowance or entitlement not expressly indicated in this policy is not applicable to staff members holding temporary appointments of 60 days or less.
720 The procedures for payment of per diem were introduced on 1 May 2017. Lump sum amounts for travel and related expenses and updates to procedures are introduced from 01 October 2017.
