UNV Create a Position

 

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Please note that only UNV HQ Portfolio Associates should create position data for UN Volunteers. This should not be done by the Country Office.

1.

Navigation:  Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info

2.

1. Select the Add a New Value tab, and
2. Click the Add button
   
   DO NOT CHANGE Default ‘00000000’

Position Numbers are assigned automatically by the system.

3.

Under Description tab:

a.      Enter Effective Date

For future hire, use the default date (today’s date).

For retro-hire, use the hire date.

Effective date cannot be after the Hire date of the UN Volunteer (e.g. Entry on Duty --EOD of UN Volunteer).  If the effective date of the position data is after the hire date, the position will not be accessible in the job data during the time of hire.  

b.      Accept default values for the following fields:
Status [Active],
Reason [NEW],
Position Status [Approved],
Status Date [Same as Effective Date]
Key Position (box should be unchecked)

Effective date and Status date should always be the same.

c.      Enter Business Unit

For UN Volunteer positions funded by UNFPA, UNWOMEN, UNCDF or United Nations University (UNUNI) select the corresponding Business Unit (i.e. UNFPA, UNFEM, UNUNI etc.)

For all other UN Volunteer positions, the Business Unit should be UNDP1.For UN Volunteers working for UNOPS the Business Unit must be UNDP1.

d.      Enter Job Code

Valid Job Codes for UN Volunteer positions begin with the letter ‘V’.

e.      Accept default values for the following fields:

       Reg/Temp [Regular],

       Full/Part Time [Full-Time],

       Regular Shift [N/A]

f.       Enter Title

 

• For UNV Programme Officers:   UNV Programme Officer

g.      Accept default for Short Title

The Title will be used to indicate the exact title of the UN Volunteer position as indicated by the requesting partner.  Maximum 30 characters.

In the case of very long position titles, click on the Detailed Position Description link and type the full position title.

h.   Enter Reg Region (should always be UNV01)

Regulatory Region is the name of organization that is overall responsible for the UN Volunteer contract.  

i.       Enter Department. 

 

• Type the three first letters of the country in search criteria under description and all related departments will be listed.
• For UNV Programme Officers:   CTY - Central
  
   
  
  VERY IMPORTANT
  
  Do not select Department Codes starting with “H” and “B”.
  
   
  
   
  
   
  
   
  
   
  
   
  
   
  
   
  
   

Department is where the UN Volunteer is working.  It is not necessarily the same department from which the position is funded.

Department values are assigned by country as follows:

• For UNDP/ UNV funded UN Volunteers - Select the appropriate country office department based on the practice area:
• CTY - Crisis Prev and Rcvry;
• CTY - Dem Governance;
• CTY - Poverty Reduction;
• CTY - Energy and Environment;
• CTY - HIV/AIDS
  
   
• For UNFPA/UNCDF/UNWOMEN/United Nations University funded UN Volunteer   – Select the one country office department available for that agency.  These agencies do not have departments for each practice area.
• CTY - UNFPA
  
   
• For non-Atlas Agency WFP– Select WFP department WFP department ending in 55 (e.g. 42055 Myanmar-WFP), with the aappropriate WFP Country Office.
• CTY – WFP
  
   
• For non-Atlas Agencies (UNHCR, UNOPS etc.) – Select UN Sister Agency department within the appropriate UNDP Country Office.
• CTY = UN Sister Agency
  
   
  
  Where CTY is the country name of assignment (i.e. CTY for Ecuador is ECU)
  
   
  
  For UN Volunteers hired in duty stations  classified as “H” ( for example in response to  the Refugee Crisis in Geneva, New York, Bonn) please contact joseph.amatrudo@undp.org for the creation of the relevant department if one does not exist for the location[RB1] .
  
   

j.       Enter Company 

 

• For UNV Programme Officers:   DP
  
   
  
   

The Company represents the name of the Host Institution.

• Select exact name of host institution:  UNDP, UNFPA, UNIDO, UNOPS, Mission, etc.
• For the following types of hosting institutions, select a generic value:

• Academic Institutions (ACA)
• Government Agency (GOV)
• Non-Governmental Org. International (IGO)
• Non-Governmental Org. National (NGO)
• Corporate/Private Sector (CPS)
  
   
  
  The exact name of the hosting institution should be entered in the ‘Host Institution’ field on the UN Position Data page.

k.      Enter Location (duty station) or verify that the defaulted value is the city where the UN Volunteer will be assigned

 

Location represents the duty station.

If location is not available, the UNV HQ Portfolio Associate should check if the location has been classified by International Civil Service Commission. If the location has been classified by ICSC, then please request Global Payroll Services to create the location in ATLAS HCM and provide the effective date from which you require the new location in ATLAS HCM.  If the location has not been classified by ICSC the UNV HQ Portfolio Associate should instead use a classified location, as advised by the Country Office, with a similar proximity and living conditions.

IMPORTANT: Please ensure that the correct location is entered as it will be used to trigger elements such as the Post Adjustment Multiplier, Home Visit, and Well-being differential.

In the event the location on the position is updated after the hire date, please inform UNV Portfolio Associate so that the corresponding job data is updated.

l.       Leave blank the following fields:

• Reports to
• Dot line
• Supervisor Lvl

m.    Enter Salary Admin Plan

For International regular, Youth regular and University UN Volunteers, The Salary Admin plan is based on origin and UN Volunteer type

       For National Specialists, Youth and University Volunteers. The Salary Admin Plan is based on the country of assignment, origin and UN Volunteer type

The Salary Admin Plans for regular UN Volunteers, UN Youth and UN Youth University Volunteers are defined as follows:

VERY IMPORTANT

Please ensure that the Salary Admin Plan is correctly reflected under the Salary Plan Information as this will impact the MLA base rate which the UN Volunteer will receive.

UIVW -  International regular UN Volunteers (including regular short term international UN regular volunteers who have assignments less than 3 months)

UIVB -  International Youth regular UN Volunteers

UIVC – International Youth University UN Volunteers

CTYY – National Specialist UN Volunteer

(including regular short term national specialist UN volunteers who have assignments less than 3 months)

CTYD – National UN Youth Volunteer

(including regular short term national Youth UN volunteers who have assignments less than 6 months)

CTYE – National UN University Volunteer

(including regular short term national University UN volunteers who have assignments less than 3 months)

Where CTY is the country code of assignment (e.g. CTY for Ecuador is ECU)

n.      Enter Grade

The Grade reflects the UNV assignment programme or initiative.

The Grades are defined as follows:

• CS – CTY CPS (Corporate Private Sector)
• CE – CTY Community Exchange
• GP – CTY General Programme
• EN – UN Expatriate Nationals Volunteer Initiative
  
   
  
  Where CTY is the country name of assignment (i.e. CTY for Ecuador is ECU)

o.      Enter Step

Step ‘1’ is to be used for all international programmes/initiatives and except for CPS Italian Volunteers. For CPS Italian Volunteers the step is 0.

For national UN Volunteers the step may be 1, 2, 3 or 4, depending on the location of the national UN Volunteer.

4.

Under Specific Information tab.

This field is used to indicate the number of UN Volunteers requested for a position. The maximum head count should be one for each position.

a.      Enter Max Head Count.

•  Leave ‘1’ for a single UN Volunteer assignment under the position.
  
   

b.      Accept default for blank and checked boxes for the remaining fields

 

 

 

 

 

 

 

 

5.

Under UN Position Data tab.

This page is used to enter UN Volunteer position specific data.

a.      Enter Position Start Date

 

Position Start date should be the same as the position Effective Date (see 3.a)

b.      Enter Position End Date

This is the most likely expected end date of the position and not the actual UN Volunteer contract end date.

Position End date does not affect the UN Volunteer contract duration.

Enter Position Type:

This indicates the Funding source of the UN Volunteer position as follows

All UN Volunteer Position Types begin with (UNV) –see table below.

Position Type

Related Fund Codes

(UNV) Core Budget

02600

(UNV) Cost Sharing

70200+70532

(UNV) Extra Budgetary

70000

(UNV) Full Funding

70500 to 70999

Exceptions:

70526; 70529; 70531; 70534, 70700 to 70703 which are treated as Trust Funds

and

70799 for (UNV) Peacekeeping/ Joint-Venture

(UNV) Special Voluntary Fund

70100

(UNV)Trust Fund

71000 to 71999                                                                                                                        

70526, 70529, 70531, 70534

70700-70703

(UNV) UN Development Program

02xxx (except 02600 which is UNV Core Budget)

04xxx to 06xxx

11xxx

2xxx to 6xxxx

72xxx

8xxxx

(UNV) United Nations Agencies

Atlas Agencies: Business Unit UNWOMEN, UNFPA, United Nations University and UNCDF (respective funds under each BU)

Non-AtlasAgencies:12000,17000,13999                                                                           

(UNV) Peacekeeping/ Joint-Venture

70799

c.      Leave blank the following fields:

• Rotational indicator
• Lien Holder
• Lien Expiry date
• Created by

d.      Enter Authorized by Dept Set ID (should always be UNDP1 - UNDP)

 

e.      Enter Authorized by (UNV Unit/Section that has the authority for the position creation)

 

f.       Enter Approved By.

In search criteria Set ID is UNDP1 and Description is UNDP

All UNV Units descriptions start with ‘UNV’

Enter name of section/unit chief

g.      Enter Previous Position Number 

 

This is the VMAM UNV volunteer request number (e.g. AFGR01456)

h.      Leave blank the following fields:

• Redeployed Position
• Owning dept Set ID
• Owning Department

j.     Enter Additional Position Info

This space is to enter any information that the user considers adequate. This may also be left blank.

6.

Under UNV Specific Information group box:

a.      Enter UNV Section

 

Section/Unit responsible for the position

b.      Accept default checked box for Paid by Payroll

 

Only uncheck this box for UN Volunteers that will not be paid through the global payroll (e.g. CPS)

c.      Enter ACC Sector/Sub Sector

 

• For UNV Programme Officers: 
• ACC:  020 – General Development Issues
• ACC Sub-sector:  Glbl, regional and multisectoral economic and soc
  
   

d.     Enter Agency Account No/Project Code, Agency Reference, Unliquidated Obligation

 

• Position should be updated (instructions 1.2) each time the agency references change
  
   

Agency references are mandatory for UNV positions funded by non-Atlas Agencies (e.g. UNHCR, WFP) and should be updated at the beginning of each year.

Agency references are not required for Atlas agencies (e.g. UNDP, UNV funded UNV positions, UNFPA)

UNOPS for UN Volunteers working for UNOPS

e.      Enter Host Institution

 

This field is used to capture the exact name of host institution that has been entered as an Academic Institution, Non-Governmental Org., Government Org, or Corporate/Private Sector (see 3.j above)

UNOPS for UN Volunteers working for UNOPS

8.

Click the Save button and note the Position Number.

Ignore the following warning: Warning -- The Reports To position has not been entered. (1000,144)

9.

Click the Position Distribution Entry link and proceed to Assign Position Distribution to associate Chart of Accounts (CoAs) with the Position.

Section 1.4