General notes

Please bear in mind that these are generic forms that have to cover diverse situations in duty stations worldwide; therefore there may be some fields which are more or less relevant to you in your office. You might wish to take a (digital) copy of the offer package with you for later reference and use.

• Index no. (may also be referred to as "payroll no." or "Imis number" or "UNHQ Index no"): Please remember to complete with the number you have been provided. 
• Entry on duty date (EoD): Please use the date you propose or have agreed with your duty station. Your final EoD will only be established after all clearances have been received and according to your travel schedule. Normally it is the day that you start your travel and it takes account for travel time provided that you travel by the most direct route and report for duty at your office as soon as possible after arrival. If necessary, your HR Associate will modify as appropriate. 
• End of contract: Regardless of the standard length of contract your donor usually  gives, you will be given yearly contracts which are subject to extension on the basis of evaluation. Your end of contract date (also known as CoB) is one year after you start (eg. 15 January 2007 to 14 January 2008).

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Documents

• Passport: The details usually required are passport number, nationality, issuing authority, date of issue and expiry; passport holder's name, date and place of birth. 
• Copy of private insurance coverage: Please note that this is optional. If you do not wish to participate in the UN insurance you must provide proof of having an alternative insurance.

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Forms

Please see below table outlining whether a UN form should be submitted in copy or in original to the JPO Service Centre in Copenhagen. Please note that the below is applicable in connection with the initial appointment as well as any subsequent changes.

Other

- Entry Medical Examination: If you have already received this link you may ignore it here. 

- CIGNA UN Worldwide Plan: UN Health and Dental Insurance for staff working in duty stations outside of New York. At  "Request" click "New Coverage" and insert your entry on duty date. 

- Aetna Group Life Insurance: Room Number, Office Telephone Number, Office E-mail: may be left blank. Current Contractual Status: check "Fixed-Term". Enter EoD and CoB dates (as explained above under "General") where  it states From ____ and To ___ respectively. If possible please include the date of birth of your beneficiary/ies. 

- UN Joint Staff Pension Fund: If this item is checked, please send the original to the UN Pension Fund and a copy to us. You can find  their address at the website (www.unjspf.org) Leave Pension no. & Room no. blank.

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Salary and Payments

• Salary Distribution Request

The country office will help you open an account soon after you arrive. For the local portion, UNDP Global payroll unit/UN payroll send a payment order to the country office who will in turn pay you.

Please note that you may send a new form later if you find that you need to change percentages or currency of receipt after you have arrived at the duty station.

• Rental Subsidy Application

This form is for use after arrival at your duty station where you will complete it, have it countersigned by the responsible officer, and forward to your HR Associate with a copy of your lease.

• Relocation Grant

The Relocation grant (RLG) is an option. You can opt to take the RLG lump sum and make whatever arrangements you like - air freight, extra baggage, shipment - it's up to you. You can even choose not to send anything and purchase whatever you need at the duty station instead. We make the transfer and you take the responsibility. You do not have to make account to the Organization.

If you do opt for the RLG, complete as follows...

"By accepting the lump sum payment, I waive my normal shipping entitlement for my reassignment from: ...Place of Recruitment to Duty Station, scheduled for (date): EoD".

The other option is that the UN office in New York will arrange the shipment for you - up to the maximum kilogram amounts indicated in the offer of appointment.

• Voucher for Reimbursement of Expenses

Use this form to claim reimbursement for expenses in connection with your recruitment. You may choose to keep this form until shortly before your departure before sending to your HR Associate with all attachments.

Complete your name at "Payee", JPO at "Category", check "Direct deposit". Clearly number each attachment and fill in the details on the form in the same order. Complete the first four columns: date of receipt, the attachment number, a brief description, and the amount and currency in which it was paid. Sign at "Signature of Claimant", date, and send with originals.

• Vendor / Person Profile

Correct completion is essential if your money transfer is to go smoothly.

We will be sending you a lump sum covering the following:

Section 1: Leave blank.

Section 2: Complete all fields as appropriate.

Section 3: Leave blank.

Section 4 and 5: Complete all fields as appropriate.

Signature field: Please fill out as follows: "I (YOUR NAME), in my capacity as (LEAVE BLANK), hereby authorise the agency...". Please do not forget to sign and date the form.

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Travel & Visa

• Application for Issuance of UN Laissez passer

(If you currently possess a valid UN LP please contact your HR Associate). If not, fill as indicated. This form must be completed by computer and printed, or typewritten. We cannot make modifications by hand afterwards, so please double-check to avoid delays.

Part A. Complete all fields as appropriate. Write "Fixed-Term" in the first part of field 11. For expiration date, refer to the section on End of contract in "General notes" above. In Field 13, write P-1, P-2 or P-3 as indicated in your offer of appointment letter. Field 14, write "Programme Analyst" if you are a JPO, or “Coordination Specialist” if you are a Special Assistant". Print. Remember to sign and date. 

Please attach 2 passport photos for each person that should be included in the UNLP. The photos should be coloured photos on white background.

• Security Clearance Request

Complete and send this form when you know your travel details.

• Visa Application Form

It is your responsibility to ensure that you and any recognized family members arrive at the duty station using the appropriate visa. If you are not provided with a visa form in your offer package, contact your duty station to inquire on the correct procedure (it may be possible to enter without visa if you have your UNLP).

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Training

All JPOs are required to complete the online "Basic Security in the Field" Course. For staff members recruited in the professional and higher categories it is also mandatory to take the “Advanced Security in the Field” training. These online training courses are available through the following link:

Basic Security in the Field

Advanced Security in the Field

• Information & Technical Assistance:

The duration of the course is about 5 hours and it is concluded by a mandatory test comprising of 30 questions.  Once the test is successfully completed, a certificate is available. Upon completion of the course, kindly print the obtained certificate and submit a copy to us. 

Please be advised that when accessing the website link, you will be asked to enter your name and a password. You are encouraged to create your own password in the event you decide to log out of the course during the training session and subsequently log in again at a later stage. Otherwise the system will not recognize how far you have progressed and you will need to restart the course. 

If you have previously completed the security courses, please simply return a copy of your certificates of completion to our office. Previous certification in these courses has a validity of 3 years only. Please recomplete the courses if necessary. 

• Web browser:

Please be informed that the online courses run properly only with Internet Explorer in a Windows computer. The same applies for those who are required to complete the "Advanced Security in the Field" Course. Upon completion of the course, a certificate of completion is generated, which you can then print or save a copy as pdf or as an image file for your safekeeping and reference 

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Other

• Personnel Induction Questionnaire

If your duty station is in the United States, contact your HR Associate.

1st row: Leave Social Security Number blank unless your duty station is New York.

2nd row: Bureau, Room No. and Tel.No. may be left blank.

3rd row: Visa Type may be left blank.

4th row: Appointment Type=Fixed Term.

5th row: Fields for which you do not have information may be left blank.

6th row: Fill all fields.

7th row: Fill all fields.

8th row: Port of entry may be your arrival airport in the country.

Complete the sections on Family Details, Household Employees, and Dependency Benefits as appropriate.

Sign and date.

• Designation, Change or Revocation of Beneficiary

If you are coming via Copenhagen for briefing, your HR Associate can sign this form as witness. If you are not, please request someone who is not a beneficiary to be your witness.

• UN Declaration

Leave the section "For the Secretary-General" blank.

• Questionnaire on Dependency Status

Section I. "M.I." = middle initial.

Please remember to add proof of spouse earnings and/or child benefit where applicable.

• Security Accountability Briefing/Statement

Page 5. Complete with your name, the date, print and sign.