13.4. Appointments of Limited Duration (ALD)

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					13.4. Appointments of Limited Duration
(ALD)

A. Purpose
B. Legal provisions
C. Recruitment and Selection
D. Financial aspects of the ALD
E. Appointment
F. Conditions of Service
G. Performance Evaluation
H. Termination and resignation



A. Purpose
1.      Appointments of Limited Duration (ALDs) are intended to cover medium-term operational needs.
       ALDs are utilized for professional or programme specialist functions and cover projects or
       activities of limited duration. The use of ALDs is limited to:

       (a)      technical cooperation in the field and

       (b)      posts financed from extrabudgetary funds in the field and at Headquarters.

B. Legal provisions
2.     Individuals engaged on ALDs are governed by the provisions of the UNESCO Staff Regulations
       and the General Conditions applicable to ALDs, (“General Conditions”), as established by the
       Director-General. These General Conditions are set out in Appendix 13 B.

C. Recruitment and Selection
See Appendix 13 B, Appointments of Limited Duration (ALD), part 2.

Internationally-Recruited ALD staff

3.      In the recruitment of ALD staff, the highest standards of efficiency, competence and integrity will
       be the paramount consideration, with due regard given to geographical and gender balance.
       Candidates must be made fully aware of the time-limited nature of the appointment.

4.     The recruitment of internationally-recruited professional staff under ALD requires the creation of
       a post for budgetary and administrative purposes, but not its classification. The
       Sector/Bureau/Office or field office concerned must ensure that extrabudgetary funds have been
       secured to finance the appointment. They should also establish clear terms of reference for the
       assignment.

5.      As the ALD is intended for activities with a clearly time-limited duration, employment and
       recruitment procedures are more flexible and do not require obtaining the advice of the Advisory
       Board on Individual Personnel Matters. Recruitment is delegated to the ADGs, Directors of
       Bureaux or Directors/Heads of field offices.

6.      The Sector/Bureau/Office ensures the availability of funds, develops terms of reference, justifies
       the non-continuing nature of the activities and undertakes the competitive selection process
       (including advertising, interviewing and short-listing, as appropriate). The file of the selected
       candidate will be submitted to HRM with the following documents:

       (a)         Terms of Reference;

       (b)         Curriculum vitae (form 250) of the selected candidate;

       (c)         Summary recommendation with a reference checks report; and

       (d)         Salary level proposed

7.      HRM shall complete the recruitment process by approving the appropriate pay level and
       allowances, confirming the limited duration nature of assignment, finalizing and issuing the Letter
       of Appointment and arranging the necessary enrolment in the United Nations Joint Staff Pension
       Fund and the Medical Benefit Fund.

Locally Recruited ALD staff

8.      In recruiting local professional ALD staff, the highest standards of efficiency, competence and
       integrity are the paramount consideration, with due regard to gender balance and the requirement
       that any candidate must be a national of the country in which he/she is to serve. Candidates must
       be made fully aware of the time-limited nature of the appointment

9.      The recruitment of locally-recruited professional staff under ALD requires the creation of a post
       for budgetary and administrative purposes, but not its classification. Heads of field offices must
       ensure that extrabudgetary funds have been secured to finance the appointment. They should
       also establish clear terms of reference for the assignment.

10.     Once the Bureau of the Budget has confirmed the budgetary provision, and the proposed salary
       and allowances have been approved by Chief HRM/SES, an letter of appointment shall be issued
       by the Head of field office in those field offices staffed with an internationally-recruited
       Administrative Officer, or by Chief HRM/SES in all other field offices (standard letters of
       appointment are set out in Appendix 13 B). Once the recruitment process is completed,
       HRM/SES shall be responsible for all the necessary administrative arrangements, including
       payroll and enrolment in the United Nations Joint Staff Pension Fund and the Medical Benefits
       Fund.

D. Financial aspects of the ALD
11.     Approving a contract of employment commits the Organization’s funds and constitutes a financial
       transaction to which the UNESCO Financial Regulations and Rules are fully applicable, including
       the requirements for proper certification and approval authority.

E. Appointment
Status, obligations and privileges

12.     Individuals holding an ALD have the status of staff members of UNESCO and are entitled to the
       privileges and immunities accorded to that status. If required to travel, they can be issued with a
       United Nations laissez-passer.

13.     As UNESCO civil servants, ALD staff are bound by the duties and obligations set out in Chapter I
       of the Staff Regulations and Rules and by the standards of conduct expected of international civil
       servants. They should carry out their duties and regulate their conduct with the interests of the
       Organization only in view and should not seek or accept instructions concerning the performance
       of their duties from any authority external to the Organization.
14.   ALD staff are considered external candidates when applying for a vacant post in UNESCO.

Terms of appointment

15.     A candidate selected for appointment as an ALD staff member receives a Letter of Appointment
       signed by the DIR/HRM or his authorized representative, specifying the terms of the appointment.
       A copy of the Staff Regulations, Standards of Conduct for the International Civil Service, General
       Conditions and Letter of Acceptance shall be annexed to the Letter sent to the selected
       candidate. In accepting an appointment, the candidate shall declare, in writing, that he/she has
       taken note of the Staff Regulations and of the General Conditions and that he/she accepts their
       terms and any changes which may be made thereto.

16.     The Letter of Appointment together with its annexes and the duly signed Letter of Acceptance,
       shall constitute the contract of employment of an ALD staff member.

Duration of appointment

17.     Appointments of limited duration shall be for a minimum initial period of 6 months. Subsequently,
       ALD staff may be extended for a continuous period not exceeding 3 years subject to renewal,
       exceptionally, for a final period of one year, which may not be extended. After completion of 4
       years of service, the minimum break in service before an individual can become eligible for a new
       ALD contract is 6 months. The ALD does not carry any expectancy of renewal or conversion to
       any other type of appointment.

Limitations on Appointment

18.     Apart from the other limitations on employment set out in HR Manual Item 5.2, Recruitment,
       paragraphs 16-26 (excluding paragraph 17), no ALD staff may be kept under contract once they
       have reached the age of 65. Specific conditions apply to hiring of retired staff, see HR Item 13.14,
       Hiring of retired staff members.

Medical clearance

19.     The offer of appointment is subject to medical clearance by the CMO, based on the prescribed
       medical tests and examinations carried out on the selected candidate by a qualified medical
       practitioner.

Security clearance

20.     The security of all UNESCO staff is of paramount importance. In order to promote and enhance
       security awareness, ALD staff must undertake any prescribed security training and
       awareness programmes, and obtain the appropriate security training certificates, before they take
       up their duties.

21.     ALD staff members appointed to an International Professional post or as Director or Head of a
       field office in a duty station where a UNDSS security phase is in effect shall require security
       clearance before they take up their duties.

Effective date of appointment

22.    The appointment of an ALD staff shall takes effect from the date specified in the Letter of
       Appointment.

Probationary period
23.      ALD staff members shall be subject to a period of probation of 3 months to allow an assessment
        of their work, conduct and suitability for the assignment.

24.      If a former staff member awarded an ALD appointment has already undergone the requisite
        probationary period under previous service, a further period of probation is not normally
        required.

25.      At least one month before the end of the probationary period, the immediate supervisor of the
        staff member on probation prepares a written recommendation for confirmation or non-
        confirmation of the ALD appointment.

26.      The recommendation for confirmation/non-confirmation of an appointment at the end of the
        probationary period, should be approved by:

        (a)      The Director-General, or his designated alternate, for Director staff;

        (b)      The ADG of Sector/Director of Bureau/Office for P-1 to P-5 staff; in consultation with the
                Director/Head of field office for P-1 to P-5 staff in the field;

        (c)      The Director/Head of field office for NPO staff in the field.

27.      The recommendation for confirmation/non-confirmation of an appointment should be submitted
        to the HR Officer (HRM/SES) for follow up action, and a copy sent to the AO.




F. Conditions of Service
Working Hours and Official Holidays

28.      For the duration of the contract, the whole time of an ALD staff is at the disposal of the Director-
        General. The normal number of weekly working hours and the official holidays of ALD staff are
        established by the Director-General.

See HR Manual Item 2.4, Hours of Work

Remuneration

Internationally Recruited ALD Staff

29.      The remuneration of internationally recruited ALD staff members comprises a pensionable net
        base salary (i.e. gross salary less staff assessment), a non-pensionable service allowance and a
        non-pensionable family allowance for ALD staff with one or more dependants. Remuneration is
        payable monthly, in an amount established at the time of initial appointment.

30.      Placement of the staff member on the salary scale is determined on the basis of the grade level
        assigned to the duties and responsibilities, whereas placement on the service allowance grid (A
        to D) is determined by reference to the number of years of experience of the candidate, his/her
        qualifications and the requirements of the functions.

31.      Guidance on the placement of internationally recruited ALD professional staff on the salary scale
        and the service allowance grid is available at the following link.

32.      Payment of the family allowance shall be subject to the staff member establishing that he/she
        has a dependent spouse or at least one dependent child as defined in the General Conditions.
        Family allowances shall not be payable in respect of secondary dependants.
33.      Post adjustment, which varies according to the cost of living in the duty station and the rate of
        exchange of the US dollar, is applied to the annual net base salary of ALD staff; however, post
        adjustment shall not normally be payable during any period in which a mission subsistence
        allowance is payable.

34.      ALD staff do not receive within-grade increments, although any increase in the underlying pay
        scale is applicable to ALD staff. Any adjustment to the level of remuneration upon extension of
        contract is discretionary and shall be based on an assessment of all relevant factors.

35.      The salary scale, the service and family allowance schedules and pensionable remuneration
        scales are set out in HR Appendix 13 B.

Locally Recruited ALD Staff

36.      The remuneration of locally recruited ALD professional staff is established separately for each
        location and comprises a pensionable net base salary (i.e. gross salary less staff assessment), a
        non-pensionable service allowance and a non-pensionable family allowance for ALD staff with
        one or more dependants. Remuneration is payable monthly, in an amount established at the time
        of initial appointment.

37.      Placement of the staff member on the salary scale is determined on the basis of the grade level
        assigned to the duties and responsibilities, whereas placement on the service allowance grid (A
        to D) is determined by reference to the number of years of experience of the candidate, his/her
        qualifications and the requirements of the functions.

38.      Guidance on the placement of locally recruited ALD professional staff on the salary scale and the
        service allowance grid is available at the following link.

39.      Payment of the family allowance shall be subject to the staff member establishing that he/she
        has a dependent spouse or at least one dependent child as defined in the General Conditions.
        Family allowances shall not be payable in respect of secondary dependants.

40.      ALD staff do not receive within-grade increments although any increase in the underlying pay
        scale is applicable to ALD staff. Any adjustment to the level of remuneration upon extension of
        contract is discretionary and shall be based on an assessment of all relevant factors.

41.     The salary scale, the service and family allowance schedules and pensionable remuneration
         scales are set out in HR Appendix 13 B..



Leave

Annual Leave

42.      Annual leave with full pay shall accrue at the rate of 2½ days for each complete calendar month
        of continuous service. Annual leave may be taken only when authorized, and all leave
        arrangements shall be subject to the exigencies of service. Absences from work without
        authorization shall result in the non-payment of salary for the period of the absence, and/or
        disciplinary proceedings, unless the Administration decides that such absence was caused by
        circumstances beyond the ALD staff’s control.

43.      ALD staff who have served a minimum of 6 months may, in exceptional circumstances, be
        granted advance annual leave up to a maximum of 10 working days, provided their service
        continues for a period beyond that necessary to accrue the leave so advanced. Subject to the
        exigencies of service, annual leave must be taken within the period of the contract. However, if a
       contract is extended at the location or if, within the 3 years’ limit, the staff member receives a new
       ALD appointment within a month of the expiration of the previous one, accrued leave may be
       carried over into the next contractual period. A maximum of 30 days of accrued leave may be
       carried forward beyond 1 January of any year or may be commuted into cash upon separation.

Special leave

44.     Special leave may be granted to ALD staff in connection with the birth of a child: the mother shall
       be granted maternity leave with full pay for a maximum of 16 weeks, upon production of a
       certificate from a qualified medical practitioner indicating the anticipated date of birth.

45.     Maternity leave may commence, at the choice of the expectant mother, between the sixth and
       third week before the probable date of confinement; at her request, maternity leave may start two
       weeks before the probable date of confinement, provided the CMO certifies that her state of
       health allows her to discharge her duties properly.

46.     Maternity leave shall in no case terminate less than eight weeks after the actual date of
       confinement.

47.     Except in cases covered by Staff Regulations 9.1.2 and 10.2, an expectant ALD staff shall not be
       separated from service for reasons of non-renewal or termination of appointment during her
       maternity leave as described in paragraphs 37 to 39.

48.     Special leave may also be granted to ALD staff in other compelling circumstances, as may be
       determined by the Director-General.

Sick leave

49.     Entitlement to paid sick leave shall be subject to a maximum rate of 2 working days per complete
       month of continuous service. Upon appointment, ALD staff will be credited with the full amount of
       sick leave that will accrue during the whole period of their appointment. Should separation occur
       before the expected end date of the appointment, sick leave credits will be recalculated on the
       basis of the actual period of service.

50.     There shall be no cash payment for any unused sick leave credits. If ALD staff are extended, or if
       they are appointed on another ALD contract within one month of the end of the previous contract,
       unused sick leave credits may be carried forward into the new contractual period.

51.     All requests for certified sick leave must be approved by the Chief Medical Officer. Any absence
       of more than 2 consecutive working days must be supported by a medical certificate from a
       qualified medical practitioner.

52.     ALD staff are granted 3 days of uncertified sick leave within any period of 6 months of
       continuous service. All requests for uncertified sick leave must be approved by the supervisor.
       Uncertified sick leave may also be used as family leave to attend to family-related emergencies,
       subject to the approval of the supervisor. In these cases, the requirement to produce a medical
       certificate after 2 consecutive working days of sick leave shall not apply.

Social security

Medical care

53.     ALD staff shall be enrolled in UNESCO's Medical Benefits Fund (MBF) if they fulfil the conditions
       for participation as set out in the MBF Rules and provided that their participation is not expressly
       excluded by the terms of their appointment.
54.      The recognized dependants of an ALD staff member who is a participant in the Medical Benefits
        Fund, and his/her spouse, may also be admitted to the Fund in accordance with, and subject to,
        the provisions of its Rules.

United Nations Joint Staff Pension Fund (UNJSPF)

55.      ALD staff shall be enrolled in the UNJSPF if eligible under UNJSPF Regulations, provided that
        enrolment is not expressly excluded by the terms of their appointment.

Death, injury or illness attributable to the performance of official duties

56.      In the event of death, injury or illness attributable to the performance of official duties on behalf of
        the Organization, ALD staff shall be covered by the Staff Compensation Plan.

See HR Manual Item 7.4, Staff compensation plan

Death grant

57.      When an ALD staff member dies in the course of service, entitlement to salary and emoluments
        shall cease as from the date of death. However, when there is a surviving spouse or one or more
        dependent children, a lump sum of 3 months’ net base salary (gross salary less staff assessment)
        shall be paid to the surviving spouse and any dependent children, to be divided equally among
        those beneficiaries.

Travel and Removal expenses

See Appendix 13 B, Appointments of Limited Duration.

G. Performance Evaluation
58.      UNESCO’s Performance Assessment System (Perfoweb) applies to ALD staff members. ADGs,
        Directors of Bureaux/Offices or Directors/Heads of field offices shall ensure that
        supervisors assess the performance of the staff members under their supervision as required by
        the Performance Assessment policy.

H. Termination and resignation
59.     An ALD staff member may resign by giving advance notice of one month, in writing. The
        Director-General may, at his discretion, accept resignations on shorter notice.

60.      An ALD staff member may be terminated at any time if, in the opinion of the Director-General,
        such action would be in the interests of the Organization. ALD staff will be given not less than one
        month written notice of termination. The Director-General may authorize payment in lieu of this
        period of notice.

61.      No termination indemnity is payable to ALD staff unless such payment is specified in the Letter
        of Appointment.