Volunteer and dependent onboarding

1. Contact HE to ensure onboarding is proceeding as planned
2. Change candidate status
3. Confirm entry on duty
4. Hire in ATLAS
5. Hire in Atlas task
6. Orientation Briefing/Induction
7. Security briefing
8. Host entity induction
9. Check-in support
10. Notify GSSU
11. Enter bank details
12. System (Atlas)
13. Notify UNV of travel
14. Raise travel payment request
15. Confirm payment
16. Secure permanent residence
17. Personal Effects Inventory
Dependent travel (IUNV only)

1. Contact HE to ensure onboarding is proceeding as planned

Responsible person/party - Porgramme Analyst/Regional Portfolio Specialist

Contact HE 3 weeks prior to volunteer arrival to ensure HE is ready to host FF Volunteer and all administrative issues have been handled. ((Fully Funded volunteer only)

2. Change candidate status

Unified Volunteering Platform (UVP)

Candidate status changes to ‘Serving’ when the start date is reached. UVP is the source of truth for contract start and end date.

Recruitment users will now receive a dashboard task in the following scenario:

A candidate declines a contract

The task is called 'Candidate withdrawn'. This is a notification only. Completing the task performs no action. Mobilization users will receive a notification email.

3. Confirm entry on duty

Host Entity

In UVP, complete task to confirm UN Volunteer entry on duty

The email to mobilization users to notify VSC of entry on duty date applies to non-traveling IUNV candidates as well as National UN Volunteer candidates.

4. Hire in ATLAS

Operations Associate - Volunteer Management (OA-VM)

update contract, enter dependants, enroll in health and life insurance, global payroll set up, entry of bank information and payroll distribution

If UN volunteer is telecommuting from US, please follow the user guide to adjust US based insurance rate User Guide for UN Volunteers telecommuting from United States

5. Hire in Atlas task

OA VM

Complete UVP ‘Hired in Atlas’ task in UVP

6. Orientation Briefing/Induction

Programme Assistant/Focal Point/Host Entity Contact (EU)/ONY (USA)/Support OfficerO

Provide administrative brief to volunteer and dependents on Unified COS, Country-Specific information, and on using ATLAS E-Services

7. Security briefing

PA/FP

Arrange Security Briefing with UNDSS or UN entities security section.

8. Host entity induction

Host Entity (HE)

Briefing with the Host Entity hiring section. Ensure UN Volunteer has access to equipment and information for the role.

9. Check-in support

FP/HE

Check-in (bank account, residence permit/visa)

10. Notify GSSU

UVP

Once a volunteer is hired in ATLAS, UVP send an email and create a task for GSSU to update banking details in Atlas HCM based on UVP bank information

11. Enter bank details

GSSU

Enter bank account details in ATLAS HCM for payroll payments.

12. System (Atlas)

Process pre-departure entitlements

Pay entry lump sum allowance for NUNVs (For national volunteers only)

13. Notify UNV of travel

Volunteer

Complete NUNV travel task in UVP to confirm travel lump sum payment.

The document upload is mandatory when national UN Volunteers request a travel lump sum

14. Raise travel payment request

OA VM

Create payment request for NUNV deployment travel.

15. Confirm payment

Payroll associate

Approve payment request

16. Secure permanent residence

Volunteer

Locate permanent residence, have it cleared by security for MORSS compliance

17. Personal Effects Inventory

International Volunteer

Complete personal effects inventory in UVP via related action.

Dependent travel (IUNV only)

1. UN Volunteer - Add dependents to UVP profile(If not added earlier) - add or update dependent information in UVP profile including upload of supporting document

2. OA VM - Verify dependent - Check supporting documents and confirm (or reject) request to verify dependents

3. UN Volunteer - Request arrival of dependents - Requesting travel of dependents by completing task in UVP ‘ request dependent travel’

4. OA - Review and approve the request - After the volunteer requests the dependent travel, the VM user gets a task to approve the request

5. OA- Process payment for dependent - Process 120% travel lump sum to the UN Volunteer dependents travel.

6. PA/*HEC/FP/SO - Arrange Arrival - Assist volunteer with the arrival of dependants including visas, travel arrangements, and security clearances.

7. Volunteer - Complete security clearance for dependants - Complete security clearance for dependants. Go to UVP ‘My Dashboard’ in UVP. Complete the ‘Security clearance’ task to upload the security clearance confirmation email from UNDSS

8. PA/OA - Update data in ATLAS - Update dependent information and enroll dependents for medical insurance

See note here about automated deduction for health insurance premium when 4th/5th dependents join.

UN Volunteers who have 4+ or more dependent joining duty station, follow the instruction how to enroll dependent under the health insurance plan as per page no-144 in ATLAS User Guide. Use the correct Insurance deduction for US and Non-US based volunteers

UN Volunteer and eligible dependents with dual insurance from a UN staff member are advised to use the insurance from staff member as their primary insurance and the UNV provided insurance as their secondary.

There is no opting out of UNV provided insurance, as it is an entitlement and a potential liability when the policies differ.

9. PA/HEC/FP - Notify of arrival - Inform DSS of arrival

10. PA/HEC/FP/SO - Support in getting a residence permit - Assist with a request for a residence permit (Only applicable to the duty stations that has the provision of the residence permit.)