Flexible Working Arrangements

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Human Resources Management
Annual and Special Leave
Work Life
Flexible Working Arrangements

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Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
- Job Evaluation
Salaries and Related Allowances
Appointment and Promotion
Annual and Special Leave
Social Security
Travel and Removal Expenses
- Entitlement Travel
- Relocation Shipment
  - Relocation Shipment
Separation from Services
- Entitlements upon Separation
- Types of Separation
Disciplinary Measures and Appeals
- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Focal Point

Sarah Rose

Effective Date

14/10/2013

Planned Review Date

31/12/2024

Version

1.0

Latest updates

December 13, 2021 -

The Flexible Working Arrangements policy is now available in French. To access the document, click on the French language tab.

December 22, 2020 -

The Flexible Working Arrangements policy is now available in Spanish. To access the document, click on the Spanish language tab.

May 31, 2019 -

The policy update includes editorial changes to provide clarity, align with the terminology reflected in the UN Staff Regulations and Rules as well as the Gender Parity Strategy, and to i

December 13, 2021 -

The Flexible Working Arrangements policy is now available in French. To access the document, click on the French language tab.

December 22, 2020 -

The Flexible Working Arrangements policy is now available in Spanish. To access the document, click on the Spanish language tab.

May 31, 2019 -

The policy update includes editorial changes to provide clarity, align with the terminology reflected in the UN Staff Regulations and Rules as well as the Gender Parity Strategy, and to include the decisions approved by the Administrator related to the Gender Steering and Implementation Committee (GSIC) initiatives.

Discussions with appropriate parties

5. The implementation of flexible working arrangements should always take place following detailed discussions on the work implications for all involved; this could mean intra-office discussions and, in some instances, also inter-office discussions. Office supervisors have a responsibility for consulting all parties concerned, especially other team members who work with the individual who is requesting flexible working arrangements. The arrangements are subject to review on an on-going basis.

Contractual Status

34. When a staff member avails of the part-time employment arrangement, offices will be allowed to monetize the remainder of the full-time position to fund additional capacity, as needed.

Maternity Leave

49. The maternity leave benefits granted to full-time staff members are also afforded to part-time staff members. During maternity leave, part-time staff members will receive their respective prorated salary and allowances. As a general rule, requests for extended leave (either annual or unpaid) up to 6 months and flexible working hours following maternity leave should be granted. In case there is a compelling reason that prevents the supervisor from granting the request, a written justification must be endorsed by the Head of Office and the respective Bureau.

Paternity Leave

50. The paternity leave benefits granted to full-time staff members are also afforded to part-time staff members. During paternity leave, part-time staff members will receive their respective prorated salary and allowances. As a general rule, requests for extended leave (either annual or unpaid) and flexible working arrangements following paternity leave should be granted. In case there is a compelling reason that prevents the supervisor from granting the request, a written justification must be endorsed by the Head of Office and the respective Bureau.

Adoption and Surrogacy Leave

51. The adoption and surrogacy leave benefits granted to full-time staff members are also afforded to part-time staff members. During adoption or surrogacy leave, part-time staff members will receive their respective prorated salary and allowances. As a general rule, requests for extended leave (either annual or unpaid) and flexible working arrangements following adoption or surrogacy leave should be granted. In case there is a compelling reason that prevents the supervisor from granting the request, a written justification must be endorsed by the Head of the Office and the respective Bureau.

Telecommuting compact (full time)

72. Telecommuting can take place from a site as close as the normal commuting distance from the office or as far as from another country on another continent. Depending on this distance, the creation of a telecommuting arrangement may require an adjustment in the staff member’s conditions of service. This may require a change of duty station for the purpose of entitlements for which the HR focal point at the duty station must inform the HR Team Lead in BES/GSSU. If the full-time telecommuting arrangement commences before completion of one year in the duty station of assignment, the payments related to relocation and settling-in shall normally be prorated and recovered or adjusted accordingly. Entering into a full-time telecommuting arrangement does not change the contractual status under which a staff member is employed. Where there is no change in duty station required to establish the alternate dedicated worksite, conclusion of the telecommuting compact would be sufficient to establish the arrangement. For nationally recruited staff members, telecommuting arrangements are currently restricted to alternate dedicated worksites within the country or within commuting distance.

October 14, 2013 -

Clarification of discretionary nature of flexible working arrangement and expected deliverables (Section 2.1) Reviewed and edited (minor edit without substantive changes) in 2014.

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Policies

Main Policy

Flexible Working Arrangements

DOCX (62.5 KB)

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Procedures

Main Procedures

1

Step

Flowchart - Flexible Working Arrangements

Responsible Party

Template/Guideline

Flowchart - Flexible Working Arrangements

Download

Explanatory Notes

1

Step

Request for flexitime

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Flexitime requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2

Step

Review of request for flexitime

Responsible Party

,

Head of Office

Template/Guideline

Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3

Step

Discussion within unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4

Step

Approval

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The head of office decides on requests for flexitime.

5

Step

Communication of decision to staff member and unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The staff member on flexitime must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours;

Inform HR administrator.

1

Step

Request for a compressed working schedule

Responsible Party

Staff member

Template/Guideline

Annex 4 – Compressed Work Schedule Template

Download

Explanatory Notes

Compressed working schedule requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2

Step

Review of request for a compressed working schedule

Responsible Party

,

Head of Office

Template/Guideline

Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3

Step

Discussion within unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4

Step

Approval

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The head of office decides on requests for a compressed working schedule.

5

Step

Communication of decision to staff member and unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The staff member on a compressed working schedule must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working hours;

Inform HR administrator.

1

Step

Request for temporary part-time employment

Responsible Party

Staff member

Template/Guideline

Annex 3 – Temporary Part-Time Employment Costing Sheet

Download

Explanatory Notes

Part-time employment requests should be submitted in writing to the staff member’s immediate supervisor and head of office;

The request should include the reason for the temporary conversion to part-time employment, a suggested start date and an estimate of how long he/she wishes to work part time.

2

Step

Review of request for temporary part-time employment

Responsible Party

,

Head of Office

Template/Guideline

Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3

Step

Discussion within unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4

Step

Approval

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The head of office decides on requests for temporary part-time employment;

Requests to work temporarily on a part-time basis may be approved initially for a minimum of six months and no more than 12 months;

Any extension beyond the introductory six months requires the mutual agreement of the Organization and the staff member;

Once the request is approved, a copy should be sent to initiate the necessary administrative action (including personal action form) regarding:
- International staff stationed outside New York: to the HR associate serving the duty station;
- International and local staff stationed in New York: to the HR associate serving the organization unit; and
- Local staff stationed outside New York: to the local operations manager.

5

Step

Communication of decision to staff member and unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The staff member on temporary part-time employment must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements;

Inform HR administrator to permit the appropriate administration of benefits and entitlements.

1

Step

Request telecommuting

Responsible Party

Staff member

Template/Guideline

Annex 1 – Telecommuting Connectivity Guidelines

Download

Annex 2 – Telecommuting Agreement: Part 1 – Compact

Download

Annex 2 – Telecommuting Agreement: Part 2 – Organizational Form

Download

Annex 2 – Telecommuting Agreement: Part 3 – Confirmation

Download

Annex 2 – Telecommuting Agreement: Part 4 – Manager’s Guidelines

Download

Explanatory Notes

Telecommuting requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2

Step

Review of request for telecommuting

Responsible Party

,

Head of Office

Template/Guideline

Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3

Step

Discussion within unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4

Step

Approval

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The head of office decides on requests for telecommuting.

5

Step

Communication of decision to staff member and unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The staff member telecommuting must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements;

Inform HR administrator.

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