Responsible person/party - 1. Candidate

Review offer letterReview the offer letter saved in the UVP document library. Accept or decline the offer in UVP: Candidate can accept the offer by clicking on “Accept” or decline by clicking “Withdraw

 

Once the candidate reads and accepts the offer, then pre-departure task is created the "Dashboard". In case he/she withdraws then it's needed to provide the reason.

UVP

Email HE to confirm candidate has declined the offer.

HE

Options are to re-open recruitment, request more candidates to be submitted or go to waitlist. If candidates available in waitlist:

Choose the next preferred candidate from the  “waitlisted candidate list”.

 

Once HE moved waitlisted candidate to preferred candidate, OA-Recruiter will be able to perform final clearances (if needed) and issue the offer. UNHCR APRS will not be automatically notified of decline. Recruiter to trigger new HR clearance and UNHCR field unit to facilitate and respond.

UVP

Email instructions to complete tasks in UVP. Separate email for medical clearance instructions. MS.3 form

MS3 form applies to both National and International Volunteers

In cases where the UN Volunteer declines to take up an assignment after signing the Offer or the Contract, they will be required to refund to UNV any amounts that have already been disbursed (such as Entry Lump Sum, cost of travel to the duty station, etc.). If they do not refund the sums disbursed, they will be excluded from future opportunities to be a UN Volunteer, information on outstanding debts may be disclosed to other UN entities, and appropriate legal steps may be taken to recover outstanding debts

OA - VM

Check the pre-assignment tab in UVP regularly to check for candidates who have recently accepted the offer.

OA VM

Monitor the candidate’s pre-departure progress using the ‘activity log’ on the specific assignment detail page of UVP.

For UNHCR and UNICEF only : For UNV candidates who have not yet been vaccinated, and who may not have access to a vaccine in their country of residence, the HE will facilitate access to vaccination as soon as possible. How this will be facilitated and the impact it may have on their start date will be considered on a case-by-case basis.

UVP

Share candidate information with EarthMed in advance of the MS3 form being sent by candidate

Candidate

Fill in the MS3 form and send to Medical Services in Geneva by email. unogmedicalservice@un.org 

UN Medical Service

Enter medical clearance outcome in EarthMed Result is saved result in UVP history log.

UN Medical Service

If further information is required for medical clearance. Mark status in EarthMed and request information from candidate by email

Candidate

Complete the task in UVP to confirm medical clearance form sent.

The candidate and OA both receive an automatic email once the candidate is medically cleared. Refer to UNV features updates (internal circulation) dated 14 Jan 2022 

Candidate

Complete banking information task in UVP available under dashboard. User is taken to banking entry page. Complete form and submit.

 

How to enter banking information:

  Interactive version

  web-page version

GSSU KL

Create vendor in Atlas Finance and confirm entry using task in UVP. Request additional information or feedback from candidate in UVP if needed. Add vendor ID in banking page of UVP.

For National UN Volunteers GSSU receives the notification when UN Volunteer is hired in ATLAS to create vendor in Atlas HCM. Request to enter information in Atlas Finance are to be triggered by OA in UVP only if needed. This requires that the data already be entered in UVP by the candidate.

 

 

All Vendor to be created and approved under UNV10 Business Unit.

 

For ATLAS Agencies Vendors need to be created under agency business unit and approved by them.

IMPORTANT BANKING NOTICE FOR NEW HIRES FOR TELECOMMUTING UNHCR VOLUNTEERS 

If the banking details are added by GSSU UNV after the telecommuting action has been added in Job Data, GSSU UNV may not be able to enter the specify net pay elections if the source bank linked to the location is not the default source bank of the pay group.

GSSU UNV will need to request the Regional Payroll Associates in GPS for assistance to ensure that the default source bank of the pay group is selected (exceptions may apply when default pay group source bank cannot pay to UN Volunteer to the volunteer’s beneficiary bank).

Candidate

Complete courses in eCampus.

1. The mandatory courses are to be completed upon registration and prior to commencement of service.  There is no expiration date on the following mandatory learning completions.

2. Courses to be completed upon registration, and latest within one month of commencement of service

  • E-learning modules on UNV Conditions of Service including Know your obligations and rights
  • Ethics and Integrity
  • Volunteer for Sustainable Development Goals

3. Upon registration, and latest within three months of commencement of service

  • Information Security Awareness
  • Cultural Awareness and Working in Multi-Cultural Environments
  • I know Gender including Volunteerism and Gender
  • UN Human Rights Responsibilities
  • Disability Inclusion: building an inclusive and accessible United Nations
  • Greening the Blue

 

New Mandatory Course for UN Volunteers in Ukraine - Basic First Aid Course (BFAC)

  • UNV disseminate short booklets and longer document on BFAC to candidates/volunteers in Ukrainian / Russian languages
  • UNOG accepts that volunteers complete studying the short booklet before submitting medical clearance
  • Volunteers should indicate in the medical clearance form (next to the signature filed – “UNBFAC completed on XX/XX/XXXX) that they have studied and understood the content of the booklet.

Candidate

Upload the certificates via the tasks in UVP dashboard and assignment detail page. 1 certificate per task.

OA VM

Check that the correct certificate was uploaded and confirm. If not correct, reject task. Returns to candidate to try again.

Candidate

Download and complete beneficiary form. Sign form.

How to complete and upload a beneficiary form: 

Interactive version

Web-page version

Candidate

Upload to UVP via task in UVP dashboard and assignment detail.

OA VM

Check that the beneficiary form was correctly completed, signed and uploaded and confirm. If not correct, reject task. Returns to candidate to try again.

Applicable only for IUNV (step 16 - 36)

 

 

16. Candidate - Visa and/or government clearance With assistance from, HE, CC/PA through OA, obtain all required visas, including transit visas, or confirmation that visas are available and will be issued upon arrival.

As per the conditions of service, volunteers are responsible to ensure they have all necessary clearances before travel.

17. Candidate - Complete visa taskComplete task in UVP to confirm that visa has been obtained or will be obtained on arrival. Upload evidence of visa or confirmation. If visa is not required upload ‘Visa not required confirmation’ form.

18. OA VM - Confirm visa task complete - Check that the visa information uploaded and confirm. If not correct, reject task. Returns to candidate to try again. This triggers the ‘Confirm travel date’ task in UVP. 

19. Candidate - Travel date - Agree with UNV and host entity (incl. UNV Field Unit, where present) on travel date to country of assignment.

20. Candidate - Complete travel date taskComplete travel date task to confirm tentative travel date. Creates task on OA VM dashboard.

21. OA VM - Travel quotation - Review travel date under assignment detail page and airport of departure under candidate profile. Create a new Travel Quote case in Salesforce P2P and submit to UNV Travel. 

 As a temporary workaround travel and entry lump sum should be paid in separate vouchers. The workflow will be improved to allow combined payments. If assignment starts as telecommuting the payment can be raised as payment request (payroll) when the UN Volunteer travels.

22. OA VM - Complete travel date task- Confirm via travel date task in UVP that quote has been entered in Salesforce

23. UNV Travel - Provide quoteEnter travel quote into salesforce case. Task is created in UVP to request OA to create payment request in UVP.

23.1  OA-VM - check OneHR clearance (UNHCR Volunteers only) OA VM checks the status in the UVP about OneHR clearance. OA processes payment of the travel ticket lumpsum only after oneHR positive clearance is granted and recorded in the UVP.

24. OA VM - Pay travel lump sum (voucher) - Raise voucher in Atlas Finance for payment the lump sum travel payment. Copy the voucher link. 

25. OA VM - Record voucher payment -  Create a payment request in UVP to record the voucher payment for lump sum travel.

26. OA TL - Approval Review payment request in UVP. Click link in request to go to Atlas Finance. Approve voucher in Atlas Finance and complete task in UVP.

27. OA - Notify payment approvedNotify candidate through email that the payment has been approved.

28. System - Trigger case creation in Salesforce P2P - Create Salesforce record of the voucher approval.

29 . System - Confirm voucher approvedAtlas triggers approval of case in salesforce and marks the case status as ‘pay cycle’.

30. System - Notify payment requester Notify by email that voucher has been approved.

31. Candidate - Security ClearanceEnroll with UNDSS TRIP, request security clearance for travel to duty station using the instructions provided by UVP after acceptance of the offer. Upload in UVP via task.

Guide: how to complete and upload a security clearance:

 .If travel itinerary changes, TRIP clearance to be updated. In such cases, document should be uploaded to document library until additional functionality developed.

Candidates who are already living in the duty station should upload proof of TRIP registration. Candidates who are telecommuting should upload the telecommuting confirmation form.

Please follow the (Guide) for the temporary arrangement for security clearance until UNDSS's new system allows UNV candidates to do the  security clearance  

(The security clearance  task happens after the rest of the tasks are complete and the entry allowance payment is triggered)

32. OA - Check security clearance Check that candidate has uploaded the security clearance correctly. If not correct, reject task. Returns to candidate to try again.

33. Candidate - Purchase travel ticket and upload itinerary -Volunteer confirms arrival date with host entity and field unit (where available) or OA before purchasing their own ticket. If travel not needed or telecommuting, upload the telecommuting confirmation form.  (upload travel ticket task happens after the rest of the tasks are complete and the entry allowance payment is triggered)

34. OA - Check travel ticket - Check that candidate has uploaded the travel ticket correctly. If not correct, reject task. Returns to candidate to try again.

35. UVP - Confirm all pre-departure tasks completed including banking details - Email candidate and OA.

36. UVP - Trigger entry lump sum payment request - Trigger entry lump sum payment request. Entry lump sum is paid to all Candidates regardless of travel status

36.1. OM-VM - check OneHR clearance (UNHCR Volunteers only) - OA VM checks the status in the UVP about OneHR clearance. OA processes payment of the entry lumpsum only after oneHR positive clearance is granted and recorded in the UVP.

36.2 OA VM - Prepare entry lump sum voucher - Review the payment request task in UVP. Raise voucher in Atlas Finance for payment of entry allowance together with the lump sum travel payment. Copy the voucher link. OA-VM/Payroll Associate has the responsibility to ensure all clearance is obtained prior to releasing/payment of pre-departure entitlements. 

36.3. OA VM - Process entry lump sum - Return to the UVP task in step 6 and submit the UVP payment request. To complete this task, information is needed from the voucher raised in Atlas Finance

36.4. OA - Notify payment approved - Notify candidate through email that the payment has been approved.

36.5. System - Trigger case creation in Salesforce P2P - Create Salesforce record of the voucher approval.

36.6. System - Confirm voucher approved - Atlas triggers approval of case in salesforce and marks the case status as ‘pay cycle’.

36.7. System - Notify payment requester - Notify by email that the voucher has been approved.

 

 

 

UVP

Add ‘Generate contract task’ to OA VM dashboard.

OA - VM

Perform generate contract task. Enter start date, end date.

Candidate

Review contract saved in document library and confirm acceptance (or not) in UVP. UVP saves date stamped contract in UVP document library.

In cases where the UN Volunteer declines to take up assignment after signing the Offer or the Contract, they will be required to refund to UNV any amounts that have already been disbursed (such as Entry Lump Sum, cost of travel to the duty station, etc.). If they do not refund the sums disbursed, they will be excluded from future opportunities to be a UN Volunteer, information on outstanding debts may be disclosed to other UN entities, and appropriate legal steps may be taken to recover outstanding debts

PA/HE

Send security information, country information, logistical information and other arrival related information to the UN Volunteer.

OA VM

Using UVP task, record the telecommuting status of UN Volunteer (if relevant). Upload proof provided by host entity.

Candidate pre assignment 3.pdf