Coronavirus (COVID-19) Updates and Resources 2020
Given the current global situation of the COVID-19 Corona virus pandemic, the Mechanism is closely monitoring the developments and putting contingencies in place to ensure that we are working in an environment that is as safe as possible.
This information portal provides relevant and up-to-date information, resources and guidelines for staff related to the prevention, overview of the affected areas, actions to be taken by staff and any temporary travel restrictions related to the COVID-19 corona virus pandemic. We will continue to regularly monitor the situation and update this portal for as long as the global outbreak continues.
CORONAVIRUS-RELATED NEWS - 2020 | 2022 | 2021
Update on COVID-19 infections in the Mechanism community
On Thursday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update, with data of 30 December, being as follows:
One new case of COVID-19 infection has been recorded amongst Arusha-based Mechanism staff while on leave outside of Tanzania. There has therefore been no workplace exposure related to this case. In total, 20 Mechanism staff members are or have been infected, of which currently 2 are still infected or recuperating, 17 have recovered, and 1 has passed away.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
THE HAGUE - Reminder: COVID-19 test requirement for entry into the Netherlands
As announced last week, as of today people travelling to or via the Netherlands from a high-risk area outside the EU/Schengen area by air or sea must be able to present a negative COVID-19 PCR test result and a declaration bearing their signature. This applies to all passengers, including Dutch nationals and nationals of other EU and Schengen countries.
However, holders of a privileged person ID card issued by the Dutch Ministry of Foreign Affairs ("MOFA card") are exempt.
If you are travelling to or via the Netherlands and have a MOFA card, you are encouraged to have a printed copy of the attached Note Verbale with you, to aid your boarding process.
The requirement does not apply to people coming from a country outside the EU/Schengen area that is on the list of countries deemed ‘safe’ by the EU. This means people coming from Australia, Japan, New Zealand, Rwanda, Singapore, South Korea, Thailand and China are currently not required to present a negative test result or declaration.
The negative test result must be in English, German, French, Spanish or Dutch. The document must include the following information:
- Type of test: the test must be a molecular PCR test and must be for SARS-CoV-2/COVID-19. No other type of test, including a rapid test, is valid;
- Test result: the test result must be negative (or not detected);
- Passenger’s first and last name as stated in their passport;
- Date and time the test was conducted: the test must have been conducted no more than 72 hours prior to the passenger’s arrival in the Netherlands.
- Name and contact information of the institute or laboratory that conducted the test.
For more information, including exemption categories, please see the attached Note Verbale or the following link.
THE HAGUE - Requirements for negative COVID-19 test to enter The Netherlands - an important update
As of Tuesday, 29 December, the Netherlands will require a negative COVID-19 PCR test of all passengers, including EU nationals, in order to board an aircraft bound for the Netherlands. The rule requiring passengers to submit a negative test declaration before the start of their trip has already been in effect since 15 December for non-EU residents for flights from outside the EU/Schengen.
As of 22 December it applied to all passengers travelling to the Netherlands from the United Kingdom and South Africa. The Dutch government has decided to expand the requirement to all flights bound for the Netherlands, including flights from within the EU.
Persons holding a privileged ID issued by the Dutch Ministry of Foreign Affairs are exempted from this requirement. Staff with Dutch or another EU nationality without a privileged ID are not.
Please find attached further details about these changes, the required documentation, and the technical requirements of the COVID-19 test certificate. Further information, including the two attached fact sheets, may also be found at this link.
Update on COVID-19 infections in the Mechanism community
On Thursday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update, with data of 23 December, being as follows:
Two new cases of COVID-19 infection have been recorded amongst Mechanism staff at the Hague branch. There has been no workplace exposure related to these cases. In total, 19 Mechanism staff members are or have been infected, of which currently 3 are still infected or recuperating, 15 have recovered, and 1 has passed away.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
Travel ban from UK and South Africa replaced by negative test requirement
The ban on passenger flights from South Africa and the ban on both sea and air travel for passengers from the United Kingdom, instituted earlier this week, have been lifted. These bans are replaced by a requirement that prior to the start of their trip, all passengers – including EU nationals – must be in possession of a declaration documenting a recent, negative PCR COVID-19 test. The test must have been conducted no more than 72 hours prior to the scheduled arrival in the Netherlands. Passengers must show their negative test result and declaration to the airline or ferry operator and to the authorities in the Netherlands. Passengers must carry printed copies of these documents with them for the duration of their journey. Once they arrive in the Netherlands, all passengers are strongly urged to quarantine for a period of 10 days.
THE HAGUE - Travel ban from the UK to the Netherlands
As of Monday, 20 December, the Netherlands - as well as a number of other EU countries - has imposed a travel ban on flights and ferries carrying passengers from the United Kingdom to the Netherlands. This travel ban will be applied until 1 January 2021 at the latest. In addition, Eurostar train service between Amsterdam, Brussels, Lille, and Paris to London is currently suspended.
From 1 January 2021, passengers in the UK must have a recent negative COVID-19 test certificate in order to travel to the Netherlands. Details on these testing requirements were distributed by broadcast email on 11 December 2020 and is posted on the COVID-19 portal on the Tribunet.
Further information is available at the websites of the Netherlands government and Eurostar:
https://www.government.nl/latest/news/2020/12/20/restrictions-on-travel-from-the-united-kingdom
https://www.eurostar.com/uk-en/travel-info/service-information/eurostar-travel-updates
Reimbursement of COVID-19 expenses - instructions on the COVID-19 Portal
As you may be aware, in certain circumstances the Mechanism reimburses COVID-19-related expenses such as PCR tests or quarantine hotel accommodation incurred by staff. This is the case if:
- These are not covered by medical insurance, and
- Are required by airlines, national authorities, or the Mechanism itself; and
- Are related to Mechanism-paid travel or on the instruction of the Mechanism.
Kindly be reminded that COVID-19 expenses will not be reimbursed in relation to private travel or other voluntary or private activity. Further, the Mechanism’s current policy is to only reimburse PCR tests. Serological or (rapid) antibody tests will not be reimbursed.
To assist you in claiming reimbursement for COVID-19 expenses, a special section has been created on the COVID-19 Portal with relevant instructions, documents and links which you may use to prepare and support your claim. This section can be found under the blue button called "Claiming reimbursement for COVID-19 expenses".
Reminder to contact the Medical Unit by email
All staff are kindly reminded to contact the Medical Units (MU) in The Hague and Arusha by email only, unless in case of an emergency. Because of limited staffing capacity and the fact that MU staff is away from their desks when attending to patients, MU staff cannot always pick up the phone. The generic email addresses, however, are frequently monitored by all MU staff.
Thank you for your understanding and cooperation.
MU The Hague: medicalunit@un.org
MU Arusha:mictmedicalunitarusha@un.org
Ergonomy at home - handout
Following last week's online training on making your remote workplace as ergonomic as possible, please find attached the handout prepared by our trainer, André Schutter. For those who missed this very interesting session, you'll get a new chance in January as we are planning to organise a new one! Keep an eye on this space!
Take care and be safe
IRMCT Staff Union
Important updates on the COVID-19 portal on the Tribunet
Dear Colleagues,
Given a number of developments in the recent months in relation to the ongoing pandemic, the COVID-19 portal on the Tribunet has now been revamped to ensure that the information on the portal remains comprehensive, relevant and up-to-date for all Mechanism staff.
Aside from the existing features which include the news section and relevant contacts, all other items on the portal have either been replaced with new content or significantly updated.
Key new updates include a section entitled ‘’COVID-19 Policies and Guidelines”, which contains all relevant Mechanism policies and guidelines issued since March 2020 in relation to COVID-19 which are applicable to staff. These policies are organised in six main categories: 1) Exposure to COVID-19, 2) Measures on premises and in relation to Mechanism persons, 3) Travel and access to premises, 4) Remote working, 5) Testing and 6) Medical Evacuation. This section will continue to be regularly updated with the latest policies and staff are kindly requested to refer to the information contained therein and adhere to it, as necessary.
In addition, there is a new section outlining the procedure and information required to claim reimbursement for COVID-19 related expenses.
Furthermore, two new sections providing a broader scope of COVID-19 information have been added; one containing an overview of national measures and information at our duty stations; and the other with links to UN and WHO policies and guidelines.
Finally, a section with other useful links has been updated with new relevant content.
We trust that the Tribunet COVID-19 portal will remain as a source of pertinent information, applicable policies and useful resources to staff, to enable us all to continue to manage our personal and professional lives in a safe and productive manner for as long as the pandemic may continue to affect us.
Update on COVID-19 infections in the Mechanism community
On Wednesday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update, with data of 17 December, being as follows:
One new case of COVID-19 infection has been recorded amongst Mechanism staff at the Hague branch. There has been no workplace exposure related to this case. In total, 17 Mechanism staff members are or have been infected, of which currently 3 are still infected or recuperating, 13 have recovered, and 1 has passed away.
In addition, one non-staff person tested positive with possible workplace exposure at the Hague branch. The Medical Unit has gathered information on contacts during the possible period that the person could have been infectious while on premises, and has taken mitigating steps accordingly.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
Timely submission of Expense Reports for travel completed in 2020
All Travel Requests for travel completed in 2020 must be "closed out" by means of a fully approved Expense Report by 31 December 2020.
Staff are, therefore, requested to submit (or re-submit) their Expense Reports no later than midday on 18 December 2020. For travel with a trip end date between 17 and 30 December 2020, kindly plan ahead to submit your Expense Report immediately (i.e., the day after) upon completion of travel.
Should your Expense Report contain a claim for reimbursement of COVID-19 testing or hotel quarantine, kindly upload the receipts and documentation indicating the necessity of the testing to the Expense Report, as per the UN Secretariat Guidance on Official Travel During the COVID-19 Pandemic (distributed previously by broadcast email and attached for your convenience) and the broadcast email of 2 December 2020.
In addition, staff are kindly requested to access their Traveler Work Center in Umoja and to review all outstanding trip lines. Please cancel or delete any trip lines for which no trip actually took place (e.g., Travel Requests in "draft and saved" status or "HR Partner returned" status). If the travel will only be completed in 2021, kindly ensure that the trip end date in the Travel Request is a date in 2021 by liaising with the Travel/Shipment Approver (formerly known as Certifying Officer) to have an Amendment Request submitted in Umoja.
Your cooperation will be most appreciated.
Link: United Nations Secretariat Guidance on Official Travel during the COVID-19 pandemic (19 August 2020)
THE HAGUE - Strict lockdown in the Netherlands as of today
Last night, on 14 December 2020, the Dutch government announced that the Netherlands will enter its strictest lockdown yet, starting the same day at midnight and lasting until at least 19 January 2020. The lockdown measures are extensive and include, among others:
- Closure of schools from Wednesday, 16 December 2020, with a tentative re-opening on 18 January 2021;
- Closure of all non-essential shops. Supermarkets and other food stores, banks, pharmacies and pick-up windows of e.g. do-it-yourself stores or libraries may remain open. Food and parcel delivery may continue. Courts of law and government buildings remain open.
- Hotels may remain open but may not provide food or drink services to their guests;
- Closure of all businesses with non-medical 'contact professions' (e.g. hair dressers);
- Closure of all theaters, museums, cinemas, zoos, amusement parks, etc;
- Closure of all pools, gyms and sport halls. All sports may only be conducted outside, for adults in groups no larger than 2;
- Number of visitors allowed at home is reduced to 2 (aged 13 or older), with exception of 24-26 Dec., when it is 3;
- Groups size outdoors is reduced to 2, unless of the same household.
Further, the Dutch government strongly advises the following:
- Through mid-March 2021, do not travel abroad unless the travel is essential, whereby vacation travel is not considered essential travel;
- Work from home;
- Public transport is for essential travel only.
Please refer to the following website for an overview of the lockdown measures currently in place: https://www.government.nl/topics/coronavirus-covid-19/news/2020/12/14/lockdown-in-order-to-minimise-contact-between-people
Additional details (e.g. lists of stores and contact professions allowed to stay open) are available on this website in Dutch: https://www.rijksoverheid.nl/actueel/nieuws/2020/12/14/lockdown-om-contacten-tot-een-minimum-te-beperken
Update on COVID-19 infections in the Mechanism community
On Wednesday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update, with data of 9 December, being as follows:
No new cases of COVID-19 infection has been recorded amongst Mechanism staff. In total, 16 Mechanism staff members are or have been infected, of which currently 2 are still infected or recuperating, 13 have recovered, and 1 has passed away.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
THE HAGUE - New requirement for negative COVID-19 test to enter the Netherlands for certain travellers
From 15 December 2020, 18:00 hours, certain travellers age 13 and older arriving to the Netherlands by air or ship must present a negative COVID-19 test result if travelling from countries which are not included on the “EU’s List of Epidemiologically Safe Countries Amid COVID-19” (Safe Country List).
Comprehensive information on the negative test requirement, including the exemption categories, is available on the following website:
https://www.government.nl/topics/coronavirus-covid-19/tackling-new-coronavirus-in-the-netherlands/travel-and-holidays/negative-test-declaration-covid-19
The traveller must present (i) a negative COVID-19 PCR test certificate (in hard copy), with the test conducted no more than 72 hours prior to arrival in the Netherlands and (ii) a signed Negative Test Declaration (in hard copy). These documents must be presented to the airline prior to the flight and again at the border control upon arrival in the Netherlands. A similar procedure applies in case of travel by ship.
https://www.government.nl/documents/forms/2020/12/04/coronavirus-negative-test-declaration-form
There are several exemptions to this negative COVID-19 test requirement. Herewith the most relevant category of persons who are exempted from the negative test requirement. Hence these categories do not need to provide a negative test certificate:
- EU/EEA nationals and residents of the Netherlands, including those who hold a valid privileged person’s ID card issued by the Netherlands Ministry of Foreign Affairs.
- Family members of EU nationals if travelling with the EU national.
- Holders of diplomatic passports. (Note: a UN Laissez Passer is not considered to be equivalent to a diplomatic passport.
- Persons who enter the Schengen zone at an airport outside the Netherlands and then continue their travel to an airport in the Netherlands (i.e., transit via another airport in the Schengen zone).
- Children younger than 13 years of age.
The negative COVID-19 test certificate and Negative Test Declaration do not replace the Health Declaration Form. A completed form must still be presented upon boarding the flight to the Netherlands and again upon landing in the Netherlands.
Technical requirements for the COVID-19 test certificate:
- The test conducted must be a molecular PCR-test for Sars-Cov-2/COVID-19;
- The test result must be documented in English, German, French, Spanish or Dutch and should include the details of the institute/laboratory that conducted the test;
- The name on the test result must match the traveller’s passport details;
- The test must be conducted a maximum of 72 hrs before arrival in the Netherlands (* see below);
- The test must be conducted before departure from the country of origin.
(*) In case a traveller’s arrival in the Netherlands is delayed due to no fault of his own, then the negative test result for a test taken up to 96 hours prior to arrival in the Netherlands may be accepted. The traveller must then prove that the delay in arriving in the Netherlands was not due to the traveller’s fault. For example, if an aircraft experiences a delay in departure or a delay at an intermediate stop.
THE HAGUE - Update on COVID-19 entry restrictions for travel to the Netherlands ("travel ban")
Since mid-March 2020, entry restrictions have been in place for individuals travelling to the Netherlands from a number of countries in light of the COVID-19 pandemic. Please find attached a detailed update on the current status of this "travel ban", its impact on Mechanism staff and their families, and exemptions to the restrictions, including on dependent children (students) wishing to visit the Netherlands during the holiday season.
For questions about entry into the Netherlands of Mechanism staff or their eligible dependents, please contact the Visa and Entitlement Unit at irmct-veu@un.org.
The full text of the attachment is below:
COVID-19 entry restrictions for travel to the Netherlands
Since mid-March 2020, entry restrictions have been in place for individuals travelling to the Netherlands from a number of countries in light of the COVID-19 pandemic. The entry restrictions apply for all countries which are not included in the “EU’s List of Epidemiologically Safe Countries Amid COVID-19” (Safe Country List). Currently only a handful of countries figure on this Safe Country List. This list is subject to frequent change.
The list of travellers to which these COVID-19 entry restrictions apply can be found and is kept current on the following website: www.netherlandsandyou.nl > Travelling to the Netherlands from abroad. This website also details categories of persons exempted from these entry restrictions.
Another useful website is maintained by IATA:
https://www.iatatravelcentre.com/world.php
Additional information
Staff of international organisations
Staff of international organisations based in the Netherlands – including members of their official household – are exempted from entry restrictions when travelling to the Netherlands. The Protocol Guide for International Organisations define which family members are considered to be part of the official household: “a staff member’s spouse (one only) or registered partner (one only) who is living continuously with the staff member, a staff member’s children under the age of 18, and children up to and including the age of 27 provided that they 1) are unmarried, 2) are financially dependent on their parent(s) and 3) form part of the staff member’s household.” Family members not forming part of the official household as per the above definition are not exempt from the COVID-19 entry restrictions.
This translates into the following:
Travel from another country in the EU/EEA or Schengen zone to the Netherlands is currently not subject to COVID-19 entry restrictions. (Note that travel from the United Kingdom will become subject to COVID-19 entry restrictions in 2021 in light of Brexit.)
IRMCT staff member may enter the Netherlands from outside the European Union or the Schengen zone if:
a) He or she is currently registered with the Ministry of Foreign Affairs as residing in the Netherlands and holds a valid privileged person’s ID card issued by the Netherlands Ministry of Foreign Affairs. If the privileged person’s ID card validity date has expired, you may contact the IRMCT VEU (IRMCT-VEU on IBM Notes or irmct-veu@un.org) to request issuance of a new card.
b) He or she holds a valid UNLP and travels to the Netherlands on official business, including HR or Entitlement travel.
A family member of an IRMCT staff member may enter the Netherlands from outside the European Union or the Schengen zone if the family member is currently registered with the Ministry of Foreign Affairs as residing in the Netherlands and holds a valid privileged person’s ID card issued by the Netherlands Ministry of Foreign Affairs. If the privileged person’s ID card validity date has expired, you may contact the IRMCT VEU (IRMCT-VEU on IBM Notes or irmct-veu@un.org) to request issuance of a new card.
A family member of a IRMCT staff member travelling from outside the European Union or Schengen zone to the Netherlands who is NOT registered with the Netherlands Ministry of Foreign Affairs cannot enter the Netherlands if COVID-19 entry restrictions are in place. Exception: a family member travelling together with an EU/EEA national to the Netherlands is not subject to COVID-19 entry restrictions.
In addition, there are two limited categories, outlined below, whereby entry nevertheless can be specifically authorized despite the existence of COVID-19 entry restrictions.
1. Spouse/partner living outside the European Union or Schengen zone who does not need a visa to enter the Netherlands
The Dutch government has established a specific procedure to allow for the entry of a spouse or partner of a person residing in the Netherlands where such spouse or partner does not need a visa to enter the Netherlands. I.e., the spouse/partner is a so-called visa-waiver national and is residing outside the European Union or Schengen zone.
Such staff member with duty station The Hague may contact the IND by email prior to the intended travel of the spouse/partner to request advance permission to enter the Netherlands. Please note that this permission is in the form of an advisory note and does not constitute a guarantee that entry at Schiphol will, in fact, be granted. The procedure is set forth in the link below.
You should send the completed ‘Declaration of relationship for COVID-19 entry ban exemption’ form and proof of your relationship to klantinformatiecentrum@ind, with ‘Advice on COVID-19 long-distance relationship arrangement’ in the subject line. The IND will inform you whether your spouse/partner meets all the conditions for the arrangement. Your spouse/partner should bring a copy of this information with him or her, along with the ‘Declaration of relationship for COVID-19 entry ban exemption’ form and proof of the relationship. Your spouse/partner can show these to the airline and the border control at Schiphol.
2. Dependent children (students) wishing to visit the Netherlands during the holiday season
Dependent children currently legally residing in another country forming part of the European Union or Schengen zone are currently not subject to COVID-19 restrictions for entry to the Netherlands.
Dependent children who are students and currently residing outside the European Union or Schengen zone may be subject to COVID-19 entry restrictions. For these children, the Netherlands Ministry of Foreign Affairs has created a created a temporary privilege whereby such children will, under certain conditions, be allowed to enter the Netherlands during the upcoming holiday season.
This privilege is granted to children up to and including the age of 27, who do not possess an ID card of the Ministry of Foreign Affairs and whose lodging facilities from school or university will be closed during the holiday season, which forces them to reside with their parent who are living in the Netherlands.
The procedure for obtaining this temporary privilege is by means of a formal application by the IRMCT to the Netherlands Ministry of Foreign Affairs. Supporting documentation must be provided to the Ministry. Upon arrival in the Netherlands, the IRMCT must register the child with the Ministry but no privileged person’s ID card will be issued.
If you wish to have you child enter the Netherlands on this basis in the coming weeks, please contact the IRMCT VEU (IRMCT-VEU on IBM Notes or rmct-veu@un.org). Entry to the Netherlands will only be possible further to approval of the IRMCT’s request by the Netherlands Ministry of Foreign Affairs.
Update on COVID-19 entry restrictions for travel to the Netherlands ("travel ban")[.pdf]
Online presentation: How to ergonomically work from home in the best way
The Staff Union has arranged an online presentation for staff on the best way to work ergonomically from home.
Monday 14 December, 10:30 The Hague/Sarajevo, 11:30 Kigali, 12:30 Arusha
(Link to be provided on Monday)
The online session will take 45 minutes, plus 15 minutes for questions.
(Please note: limited amount of participants so first come, first served!)
This session will focus on:
- Demonstration of how to properly setup a remote workspace, based on the “4 x 90 degrees rule”
- How to easily make a standing desk without costs
- The physical effects of a sitting posture
- What can physically be done to counteract the negative consequences of a prolonged static position; demonstration of safe, effective and easy exercises and stretches to stimulate blood flow to reduce the symptoms.
This session will help Staff to setup a remote ergonomic workspace and to create awareness of their posture and how this affects your muscles. It will give them a better idea of what they can do for themselves to reduce muscle tension, improve mobility and decrease pain and physical discomfort.
Presentation given by André Schutter from Health-Choice, who is a certified personal and medical rehabilitation trainer. He is also a licensed massage therapist, specialised in sport, deep tissue and trigger point massage.
For more information: http://www.health-choice.nl/english-version/andre-schutter/
COVID-19 tests update
As a number of national procedures regarding COVID-19 testing have been updated recently, and in response to staff questions about reimbursement of COVID-19 tests, please find attached a comprehensive information package on COVID-19 tests. This includes test locations and procedures by duty station; insurance coverage and reimbursement of COVID-19 tests; and an explanation of the different types of tests.
All staff are kindly requested to familiarize themselves with the contents of this document and to adhere to the instructions therein, particularly with regard to seeking reimbursement. Should you have any questions, please contact your branch's Medical Unit or COVID-19 Coordinator.
Update on COVID-19 infections in the Mechanism community
On Thursday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update, with data of 2 December, being as follows:
One new case of COVID-19 infection has been recorded amongst Mechanism staff based in the Hague. There has been no workplace exposure in relation to this case. In total, 16 Mechanism staff members are or have been infected, of which currently 2 are still infected or recuperating, 13 have recovered, and 1 has passed away.
In addition, one non-staff person who interacted off-premises with several Mechanism staff in Arusha tested positive for COVID-19 this week. The person is presently undergoing medical care. The Medical Unit has immediately gathered information on contacts during the possible period that the person could have been infectious while interacting with Arusha staff members and determined that close contact between the infected person and a number of staff occurred. These staff, who currently show no signs of infection, are now in quarantine pursuant to Scenario 5 of the “What to do if…” COVID-19 scenarios guidelines.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
World AIDS Day – 1 December 2020
Each year, the world commemorates World AIDS Day to show support for the people living with HIV and to remember those who have died from an HIV-related illness. This year’s theme is “Global solidarity, shared responsibility”.
The HIV pandemic is not over, as well as the stigma faced by people living with the virus. HIV stigma, rooted in fear and misconceptions, is often internalised and leads to feelings of shame and isolation. It also drives acts of discrimination in all sectors of society, including health care, the workplace and communities.
Our words and actions matter. Correcting the misconceptions and taking action when we witness stigma is our shared responsibility.
We are all in this together.
What do you think? And what can you do about it?
Share your thoughts, opinions or interrogations with us at DiversityFocalPoint@un.org
Sent on behalf of The Focal Points for Diversity, Inclusion and LGBTQI+ Issues; Tom Adami and Saida Kessy (Arusha) and Sarah Bentefrit (The Hague)
THE HAGUE - Reminder - mandatory use of face masks in indoor public spaces in the Netherlands as of 1 December
All staff are kindly reminded that as of tomorrow, 1 December 2020, the use of face masks will be mandatory in all indoor public spaces in the Netherlands. This includes, but is not limited to, stores, municipal buildings, schools and universities (with the exception of primary schools), theaters, museums, train stations, libraries, and in locations of 'contact professions' such as hair salons.
Exemptions are: Individuals who cannot wear a face mask due to a medical condition or handicap; medical care professionals (e.g. physicians); in places of worship (churches, mosques etc); and while exercising, acting, giving an interview, and during musical rehearsals or performances.
This requirement applies to all individuals aged 13 or older. Compliance is mandatory and non-compliance carries a fine of EUR 95. Face shields are not considered an acceptable alternative to a face mask.
Details on COVID-19 measures in the Netherlands can be found here.
Update on COVID-19 infections in the Mechanism community
On Thursday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update, with data of 25 November, being as follows:
No new cases of COVID-19 infection have been recorded amongst Mechanism staff. There was, however, a case of potential workplace exposure in Arusha due to an infection of a non-staff person, as was broadcasted yesterday. Full contact tracing was carried out and all persons potentially exposed are being monitored in quarantine.
Of the 2 staff members who were infected or recuperating last week, 1 has now fully recovered. In total, 15 Mechanism staff members are or have been infected, of which currently 1 is still infected or recuperating, 13 have recovered, and 1 has passed away.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
Use of face masks on IRMCT premises - updated policy
In July of this year, the Mechanism adopted a policy of mandatory use of face masks in the Hague premises. This policy is now expanded to cover all Mechanism duty stations. Effective tomorrow, face masks must be worn in all indoor spaces on all Mechanism premises, with the exception of offices where appropriate social distancing can be maintained. Please find the full text of the policy attached.
You are kindly reminded that a set of the reusable masks is made available to all staff members. If you haven't received yours yet, please pick it up from the Security Control Center in The Hague, in the tented conference room in Arusha, or from Innocent Ineza in Kigali. They are expected to arrive in Sarajevo shortly and will be disseminated there by Zbigniew Wojdyla.
ARUSHA - Information about follow up after infected person present on Arusha premises
In the interest of transparency please be informed that a non-staff person who was present at the Arusha premises recently tested positive for COVID-19. The person is presently asymptomatic.
The timing of the positive test leaves open the possibility that staff members may have had contact with this person while he or she may have been infectious.
The Medical Unit has therefore immediately gathered information on contacts during the possible period that the person could have been infectious while present at the Arusha premises and determined that close contact between the infected person and a number of staff occurred. These staff are now quarantining pursuant to Scenario 5 (please refer to the attached “What to do if…” COVID-19 scenarios instructions: What to do if you have been notified that someone with whom you had close contact has tested positive). Other Mechanism staff have had contact that was not close. They have been advised by the Medical Unit to follow the procedures outlined in Scenario 6 (What to do if you have been notified that someone with whom you had contact not defined as ‘close’ has tested positive.)
We will keep you informed of any new developments.
Update on COVID-19 infections in the Mechanism community
On Wednesday last week, Management last shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update as follows:
One new case of COVID-19 infection has been recorded amongst Mechanism staff, not involving workplace exposure. Of the 2 staff members who were infected or recuperating last week, 1 has now fully recovered. In total, 15 Mechanism staff members are or have been infected, of which currently 2 are still infected or recuperating, 12 have recovered, and 1 has passed away.
Please find a graphical presentation of the data attached.
Update on COVID-19 infections in the Mechanism community [.pdf]
THE HAGUE - Changes to COVID-19 measures in the Netherlands
As of today, the Netherlands returns to the partial lockdown that was put into effect in mid October. This means that a few of the measures of the stricter lockdown of the past two weeks are relaxed. Specifically, the allowable maximum group size of people over 12 years of age is increased from 2 to 3 indoors, and from 2 to 4 outdoors; museums, theaters, pools, amusement parks etc. may re-open with limited capacity; and adults may again exercise in groups of 4. The restrictions of the partial lockdown remain in place. These include the closure of restaurants, the closing of retail stores at 8pm, no amateur sport competitions, etc. Other measures such as social distancing, working remotely where possible, and avoidance of non-essential international travel also remain in place. A full overview of all currently applicable measures can be found here:
https://www.government.nl/latest/news/2020/11/17/partial-lockdown-to-continue
Two changes warrant specific attention:
* As of 1 December, wearing a face mask will be mandatory in all indoor public places. Non-compliance will carry a fine of EUR 95.
* Per the current quarantine rules, you are required to quarantine for ten days when you are a close contact of a person who tested positive. As of 1 December, when you are asymptomatic but you have been identified as a contact of someone who tested positive (e.g. through a CoronaMelder notification or through contact tracing), you will be able to get tested through the municipal health services (GGD) after day 5 of your quarantine. If you test negative, the quarantine requirement is lifted.
Further government announcements regarding tightening or relaxation of measures are expected on or around 8 December.
Update from the UN's global MEDEVAC Task Force
Please find attached a recent update from the UN's global MEDEVAC Task Force. Hospitals with dedicated capacity for UN COVID-19 patients are now operational in Nairobi, Accra, Kuwait, and San Jose, with others being in several stages of establishment in Australia, Cuba, Abu Dhabi, Singapore and China. As of 5 November, 81 medical evacuations have been completed globally under the COVID-19 MEDEVAC framework. Completion time from notification to hospital admission has improved from over 3.5 days to approx. 30 hours.
The video in the link below provides some further information on the UN's system-wide MEDEVAC framework.
THE HAGUE - Distribution of reusable face masks to staff
In support of the Mechanism's policy on the use of face masks, kindly be informed that a set of 2 reusable face masks in size M or L is made available to all staff. In The Hague, these can be picked up in the security screening area upon entry into the premises as of Thursday, 12 November. Arrangements for other duty stations will be shared shortly. You are kindly requested to sign for receipt.
Staff may pick up a set on behalf of another staff member upon showing a written request or authorization to this effect to the Security Officer on duty. The person picking up this set must indicate their name when signing on behalf of the staff for whom they pick up the face masks.
Management hopes this small gesture will assist you in complying with COVID-19 measures on and off premises. Please remember to use the face masks properly and wash them after use.
"What to do if..." Instructions to IRMCT staff on what to do in a number of COVID-19 scenarios
Dear colleagues,
At the direction and under the supervision of the Principals, the COVID Steering Committee (CSC) has been engaging in a thorough review of the Mechanism’s policies and preparedness in light of developments in the pandemic, with the input and advice of relevant teams including the Medical Units, Security and Human Resources.
Particularly in The Netherlands and Europe more widely, the rate of transmission has significantly increased as compared to the past months. Most European countries have reintroduced some form of lockdown measures to reduce infections and endeavor to ensure that the capacities of national medical services to provide care and treatment are not exceeded.
The Mechanism has already put in place many measures to safeguard health in the workplace. These have, overall, achieved the desired results. Since February, there has not been an identified case of infection which occurred within the Mechanism premises. Adhering to these measures remains a key tool to mitigate risk while enabling the Mechanism to perform its important responsibilities.
In addition, the measures put in place by the Mechanism are now also being supplemented by global developments in technology and testing. One of the most significant changes since the pandemic’s outbreak has been the rollout of increased testing and contact tracing. While there are still limitations, testing is far more widely available today than at the start of the pandemic. Likewise, the combination of testing and technological developments are making contact tracing more robust. The Mechanism has already had the experience of successfully applying testing and contact tracing to actual scenarios in order to prevent potential spread in the workplace.
The CSC considers that these developments provide the Mechanism with additional tools to safeguard health and mitigate risk to the Mechanism community. Accordingly, the CSC has developed further policies and procedures that are commensurate to the current situation and take advantage of new possibilities.
In light of the above, it is, however, important to reemphasize a few general points.
First, we protect each other and support achievement of our shared goals by taking personal responsibility to adhere to all Mechanism and national policies. Each one of us plays an important role in a justice process of immense significance. We fully trust that all of us will treat the policies that are already in place and those that may follow with the seriousness that they deserve.
Second, staff should immediately contact the Medical Unit if they learn of a potential contact or infection involving themselves or a household member. The Medical Unit is ready to assist you to protect your health while also taking the necessary steps to protect others.
Finally, while the reality is that members of the Mechanism community have been and will be infected during this pandemic, we can continue to take reasonable mitigation measures to limit the spread of the virus. Equally, we can come together as an institution and community to care for and support each other. In these respects, transparency and open communication serve two purposes, namely to allow the Mechanism to effectively respond to situations as they arise, and, critically, to remind us to keep our affected colleagues in our thoughts during this challenging time.
In an effort to provide clear guidance and instruction, reduce anxiety, and enable the Mechanism to safeguard the health and safety of all staff, the document attached to this broadcast provides an overview of actions to take in each of several scenarios related to actual or possible exposure of a staff member to the COVID-19 virus. It covers the following scenarios:
- Scenario 1: What to do if you have tested positive
- Scenario 2: What to do if someone in your household has tested positive
- Scenario 3: What to do if you are symptomatic
- Scenario 4: What to do if a member of your household is symptomatic
- Scenario 5: What to do if you have been notified that someone with whom you had close contact has tested positive
Scenario 6: What to do if you have been notified that someone with whom you had contact not defined as ‘close’ has tested positive - Scenario 7: What to do if you have been in close contact with a potentially infected person
- Scenario 8: What to do if you have been in close contact with a person who was themself in close contact with an infected person
Update on COVID-19 Infections in the Mechanism Community
On Tuesday last week, Management shared information about COVID-19 infections in the Mechanism community. The intention is to provide updates on a weekly basis, with this week's update as follows:
No new cases of COVID-19 infection have been recorded amongst Mechanism staff. Of the 6 staff members who were infected or recuperating last week, 4 have now fully recovered. In total, 14 Mechanism staff members are or have been infected, of which currently 2 are still infected or recuperating, 11 have recovered, and 1 has passed away.
Please find a graphical presentation of the data attached.
Update on COVID-19 Infections in the Mechanism Community [.pdf]THE HAGUE - Temporary tightening of partial lockdown in the Netherlands
Last night, the Dutch Government announced its decision to impose a number of additional measures on top of the current partial lockdown to reduce the spread of COVID-19. These additional measures take effect at 10pm today and will remain in effect for two weeks. Then, on 19 November, the Netherlands will return to the current partial lockdown which was introduced on 14 October. In mid-December, the government will decide on any further changes.
Key new measures include the following:
* All venues that are normally open to the public are closed. This includes museums, theatres, cinemas, amusement parks, pools, libraries, etc. but excludes gyms for individual exercise.
* The maximum group size outdoors and indoors is 2 people from different households. This, amongst others, means that gym group classes, choirs, etc. are halted. Exceptions are made for children.
* You may receive no more than 2 people a day in your home.
In addition, the Government strongly advices to avoid all non-essential travel until mid January, including to 'yellow' countries. In this context it explicitly states that holidays and family visits are considered non-essential. Further, the Government renewed its call to work remotely where possible. It also announced that stricter measures, such as curfew and closing of high schools, may be taken in specific regions where infections rates are and remain high. Information thereon will be shared if and when it becomes available.
A complete overview of the measures as of 10pm today through 18 November can be found here
Update on COVID-19 Infections in the Mechanism Community
The Principals in their message of 21 October announced that the Mechanism will begin regularly reporting on COVID-19 infections affecting the Mechanism community, to the extent that information is available to the Mechanism, as we believe that having more information – and sharing it transparently consistent with medical confidentiality – equips all of us to better safeguard health and safety.
The Mechanism COVID-19 Coordinator reports that since late February 2020, 14 staff members have reported to have tested positive for COVID-19, more specifically 11 in The Hague and 3 in Arusha, and none in Sarajevo or Kigali. 1 staff member passed away while infected with COVID-19. 7 staff members have recovered, while 6 remain active cases. One of the currently active cases was hospitalized due to COVID-19.
There is no indication that any person became infected from workplace exposure. In a few cases, staff members and non-staff were in the work place while potentially infectious prior to confirmed diagnosis. In accordance with Mechanism policies, appropriate steps were taken, including informing close contacts in the workplace and sanitization.
Staff are reminded that the Mechanism’s hygiene, social distancing and access measures serve to mitigate risk and safeguard health. Adherence with these measures is critically important and our common responsibility.
The Mechanism encourages staff with symptoms or potential exposure to be tested, and where such testing is not provided free of charge, will reimburse testing costs in most circumstances excluding personal travel. The Staff Union’s “SU Cares” Team has organized volunteers to assist staff members. The Medical Unit is available to provide advice and support, as well as information on where to get tested, via email, at:
The Hague: medicalunit@un.org
Arusha: irmct-medicalunit-arusha@un.org
Should you wish to discuss any of the above, please feel free to contact your supervisor, senior management, the COVID-19 Coordinator, David Falces, or Deputy Paula Souverijn-Eisenberg. Note, however, that personal information about infected persons will not be shared.
Inside and Beyond the Walls of the UNHQs - International Day of Persons with Disabilities
Dear Colleagues,
We hope that this message finds you well.
You may be aware that the International Day of Persons with Disabilitieswill take place on Thursday, 3 December. In connection with this event, the UN Staff Union, NY, is working with various stakeholders to prepare a global virtual meeting. The theme of our event is 'Inside and Beyond the Walls of the UNHQs'. In conjunction with this effort, we would like to invite you to share your video testimony of what you are doing at your workplace for the inclusion of persons with disabilities.
Moreover, we would also be happy to hear your comments as to what you think we - the staff – could also do to increase these efforts at peacekeeping missions and at our duty stations.
Please send your video testimony (MP4 format, up to 5 minutes - you can also share it via WeTransfer) to staffunionu@un.org with the title, “Disability inclusion video” by COB 22 November. We will compose a video collage and introduce it during our event on 3 December. Our aim is to ‘think outside the box’ to find ways of promoting and advocating for disability inclusion in our daily lives and work of the United Nations all around the world. More details will follow within the coming weeks.
So, please join us and become involved to create a better workplace for all!
Thank you for your kind attention to this matter.
Please stay safe and be well.
Sincerely,
Patricia Nemeth
President – United Nations Staff Union
Vice President for Conditions of Service – CCISUA
FAREWELL 2020: UN Global Health Challenge
The Public Health Section in the Division of Healthcare Management and Occupational Safety and Health (DHMOSH), Office of Support Operations, in the Department of Operational Support, is pleased to announce the launch of the Farewell 2020 – UN Global Health Challenge! All UN staff members are invited to join.
The COVID-19 pandemic has made this year extremely difficult for all of us. Forced to stay indoors, many of us have fallen into a sedentary lifestyle. Let us finally bid adieu to 2020, fit and healthy. Take this unique opportunity to come together and collectively focus on your personal health and well-being!
The Challenge
Starting 22 October, join a team and commit to walking 8,000 steps every day for two months. Registration is open until October 30, 2020.
Track your individual/team progress online by syncing your mobile and Bluetooth compatible devices (e.g. iPhone, Apple Watch, Google Fit, etc.) to the Movespring app. Each day Movespring will release new exercise videos to help you stay motivated and to keep you moving – even in your small, indoor spaces!
Be Inspired!
Watch this short video of participant reflections who recently concluded the "Beat the Pandemic" Global Health Challenge.
Sign up!
- Download the “MoveSpring” app via the App Store (iPhone) or Google Play (Android) or navigate to app.movespring.com in a web browser.
- Install the app on your mobile device using the Org Code: "UN"
- Register with your valid UN email address.
- Join any team (max 20 people) and start stepping!
Visit https://hr.un.org/page/farewell-2020-un-global-health-challenge for the full set of instructions and rules of the Challenge.
If you have additional questions, please email dos-dhmosh-public-health@un.org
THE HAGUE - Amended Policy on Access to Premises for Travelers
Kindly be informed that the Policy on Access to Premises for Travelers has been amended to bring the period during which a traveler may not enter Mechanism premises in line with Dutch quarantine requirements. Currently, this is ten (10) days. The policy is further amended to make mitigating measures mandatory for those who receive a waiver to access Mechanism within the no-access period.
Letter from the Secretary-General to Staff on UN Day
Dear Colleagues,
We mark United Nations Day, the seventy-fifth anniversary of the entry into force of our founding Charter, in uniquely difficult circumstances. The global COVID-19 pandemic is destroying lives and livelihoods around the world. Closer to home, it has affected every one of us, in every department, office, field mission and agency.
Today, I want to express my deep gratitude for your continued commitment and dedication, in the face of problems ranging from grief, sickness and isolation to border closures, confinement and increased caring responsibilities. It has been truly inspiring to see how you have stepped up.
As peacekeepers, humanitarians, diplomats, security officers, cleaners, conference services staff, development experts, human rights advocates and in many other roles, you have adapted and found new ways to carry out your jobs and mandates, and to help those whom we are here to serve.
With your help, the United Nations has continued our work and found new ways to support Member States. We are delivering equipment, supplies and training in direct response to the health crisis; we are supporting governments with policy expertise; we are at the centre of efforts to ensure equitable access to therapies and vaccines, and we are also working with governments, the private sector and international financial institutions to fend off the worst economic consequences of this pandemic.
At this time of acute uncertainty, the mission and the values of the United Nations are more important than ever. The pandemic has exacerbated the threat posed by the climate crisis, continued conflicts, and widespread inequality, discrimination and injustice. Our global survey to mark this anniversary confirmed that the people of the world continue to put their trust in us to prevent conflict, promote human rights, advance justice, protect our planet and uphold the equality of women and men.
Our seventy-fifth anniversary comes at a time of great disruption and loss. But it is also a time with the potential for transformation and change for the better. In the year ahead, I look forward to engaging with you and listening to your ideas, as part of my efforts to forge a common agenda for more inclusive and effective multilateralism.
Positive change begins with each one of us. Together, let us make this anniversary a time of mutual support and solidarity – with each other and with the people we serve. Let us draw encouragement and inspiration from our achievements over the past seventy-five yearsand collaborate more closely than ever to achieve our common goals.
I congratulate you all and send you my warmest wishes on United Nations Day.
Yours sincerely,
António Guterres
Message from the Principals
Dear colleagues,
Over the last several weeks, we have been regularly updating you with regard to the COVID-19 pandemic situation in the Netherlands and our response. As you know, having considered developments, we mandated the use of face masks on The Hague premises, and decided not to further increase our physical presence.
As we anticipated, Dutch authorities continued to review the situation, and last Tuesday, the Prime Minister announced a number of additional measures, which have already been shared with you via broadcast message. We would like to underscore that all Mechanism staff are required to adhere to Host State measures outside the Mechanism’s premises.
We would also like to reiterate the importance of adhering to the risk mitigation measures the Mechanism has put in place, across its duty stations. In all circumstances, Mechanism persons infected with or experiencing symptoms of COVID-19 should not enter the Mechanism’s premises. Further, persons who live with or have been in close contact with infected persons should not enter Mechanism premises. Keep a distance of 1.5m to others at all times, sanitize your hands and practise good hygiene such as coughing in your elbow and immediately disposing of used tissues. Face masks must be used where required. Please continue to stick to directional instructions such as one person at a time through the security checkpoint. And please adhere strictly to our policies regarding access to the premises following travel.
As we monitor developments, it has become clear that there is one important area where we will see differences compared to our experience in March and April. With increased testing and additional contact tracing mechanisms now available in The Netherlands, all of us can anticipate learning more about infections and potential contact with infected persons, through self-reporting by staff, the Mechanism Medical Unit and Dutch programs like the CoronaMelder App.
We firmly believe that having more information – and sharing it transparently consistent with medical confidentiality – equips all of us to better safeguard health and safety, a position many of you share according to the recent Mechanism staff survey on COVID-19. As a result, the Mechanism will begin regularly reporting on COVID-19 infections affecting the Mechanism community, to the extent that information is available to the Mechanism. Status updates will be issued via Broadcast and Tribunet, indicating the number of new COVID-19 cases at the Mechanism, if any, and the affected Duty Station(s), while protecting medical confidentiality. We hope that this information will not only allow all of us to better protect our own health, but also remind us of the impact that COVID-19 is having on our colleagues and community.
We remain immensely proud of the Mechanism’s response to this unprecedented pandemic. Your continued efforts are a tribute to your professionalism, while we have seen how all of us have come together to protect and care for one another. We have a common responsibility to contribute to ameliorating the pandemic by adhering to risk mitigation measures, taking personal responsibility and exercising good judgment in all situations.
Stay safe.
Carmel Agius, President
Serge Brammertz, Prosecutor
Abubacarr Tambadou, Registrar
THE HAGUE - New COVID-19 measures in the Netherlands
Due to the increasing number of COVID-19 infections in the Netherlands, the Dutch government announced a partial lockdown with a number of new measures aimed to reduce the spread of infection. Please find attached an infographic of the main measures in English, French, German, and Dutch, as well as related English and French press statements.
The current measures are expected to be in place for a period of at least 4 weeks. In two weeks time, the Dutch government will review the impact of the measures on the infection rate. If insufficient, a more stringent lockdown may be imposed at that time.
All staff and Mechanism persons are kindly requested to familarize themselves with and adhere to these measures when in the Netherlands.
THE HAGUE - Influenza Season - Medical Unit vaccination campaign
The Medical Unit in The Hague will begin its annual influenza vaccination campaign from 15 October 2020. Staff members aged 60 or older or with underlying health conditions will be prioritized for vaccination by their family doctor. If you have received such an invitation from your GP, please accept. This leaves a greater number of vaccines available for staff who are not part of this national program. For more details, see https://www.rivm.nl/griep-griepprik/griepprik/voor-wie-is-griepprik.
Dependents who wish to receive the vaccination should do so via their family doctor. Only in case of spares at the end of the campaign will vaccinations be made available to dependents by the Mechanism.
Staff members who participate are required to complete the vaccine administration & consent form and bring the completed form with them. Forms to be downloaded from Tribunet. No form, no vaccination!
For IRMCT staff members participating in the Cigna group there will be no charge.
For staff members not participating in Cigna, the cost will be deducted from their salary via payroll and it will be the staff member’s responsibility to claim via their own health insurer.
Interns or Consultants should contact medical unit to enquire on the availability and cost of vaccines.
The cost of each vaccine is € 15.36
Vaccination schedule:
By appointment only. Contact the Medical Unit by email at medicalunit@un.org
Please ensure the Upper Arm/Shoulder can be fully exposed. Female staff are advised to wear a vest top or button through blouse.
Thank you.
IRMCT Medical Team, The Hague
Links:RIVM: Dutch https://www.rivm.nl/griep-griepprik/griepprik Translate to English via Google
ECDC: https://www.ecdc.europa.eu/en/seasonal-influenza/prevention-and-control
WHO: https://www.who.int/mediacentre/infographic/influenza/en/
Psychology Cafe on Tuesdays and Thursdays
Dear Colleagues,
Every Tuesday and Thursday, at 10:00 am to 11:00 am NYC Time, the Staff Counsellor's Office is providing a Psychology Cafe. This is open to all UN staff members.
Take a few minutes for a pause from work and connect informally with other UN staff while working remotely during the COVID19 crisis. Staff Counsellor’s Office Psychology Café is a safe venue to chat, share our thoughts and feelings, and get mutual support and advice. It is an open and informal setting where any staff member can drop in and exchange experiences with colleagues from around the world, along with the SCO Psychologist/Staff Counsellor. Drop in the café anytime--with or without your favorite caffeinated beverage!
To join, (on Microsoft Teams) click this link at the scheduled time: Join the Psychology Café
For confidential sessions by telephone or by video call: scohq@un.org
https://iseek.un.org/announcement/staff-counselors-office-online-staff-support-groups-hq
FAREWELL 2020: UN Global Health Challenge
The Public Health Section in the Division of Healthcare Management and Occupational Safety and Health (DHMOSH), Office of Support Operations, in the Department of Operational Support, is pleased to announce the launch of the Farewell 2020 – UN Global Health Challenge! All UN staff members are invited to join.
The COVID-19 pandemic has made this year extremely difficult for all of us. Forced to stay indoors, many of us have fallen into a sedentary lifestyle. Let us finally bid adieu to 2020, fit and healthy. Take this unique opportunity to come together and collectively focus on your personal health and well-being!
The Challenge
Starting 22 October, join a team and commit to walking 8,000 steps every day for two months. Registration is open until October 30, 2020.
Track your individual/team progress online by syncing your mobile and Bluetooth compatible devices (e.g. iPhone, Apple Watch, Google Fit, etc.) to the Movespring app. Each day Movespring will release new exercise videos to help you stay motivated and to keep you moving – even in your small, indoor spaces!
Be Inspired!
Watch this short video of participant reflections who recently concluded the "Beat the Pandemic" Global Health Challenge.
Sign up!
- Download the “MoveSpring” app via the App Store (iPhone) or Google Play (Android) or navigate to app.movespring.com in a web browser.
- Install the app on your mobile device using the Org Code: "UN"
- Register with your valid UN email address.
- Join any team (max 20 people) and start stepping!
Visit https://hr.un.org/page/farewell-2020-un-global-health-challenge for the full set of instructions and rules of the Challenge.
If you have additional questions, please email dos-dhmosh-public-health@un.org
This document was composed with the free HTML converter which can be accessed here. Use it every time for document editing.
THE HAGUE - Flu Shots
World Mental Health Day 10 October 2020
World Mental Health Day is recognized on 10 October each year. Personnel mental health and well-being is a priority for the United Nations at any time, and it is crucial now more than ever to bring the conversation around mental health and well-being to light.
The COVID-19 pandemic has brought additional challenges to our lives and it may have increased the prevalence of poor mental health in our workforce. As our world continues to grapple with and recover from this pandemic, it is crucial that we shed light on the mental health risks that will no doubt persist past this pandemic. Anxiety related to the uncertainty, social isolation, fear for family, friends and self has affected many of us. Grief and loss are an issue for many of our personnel.
This year, the United Nations will promote conversations and activities around mental health and well-being throughout the entire month of October. The United Nations System is moving from observing World Mental Health Day to recognizing World Mental Health Month.
During World Mental Health Month, events and activities will be organized across the UN-System with the goal to raise awareness about workplace mental health and well-being and to mobilize efforts around the implementation of the United Nations System Workplace Mental Health and Well-being Strategy.
This is a call for action to take part in this month’s campaign. We encourage you to engage in the activities, to take part to panel discussions, and to start conversations with your colleagues around mental health and well-being. Join the virtual panel discussions and events and follow us on Instagram and/or Twitter.
Upholding our goals and values strongly depends on the mental and physical well-being of our Organization, colleagues, loved ones, and ourselves. Let’s continue to take care of each other.
UN System Workplace Mental Health and Wellbeing Strategy
Safe use of face masks
This broadcast provides some resources about the safe use of face masks.
* Continue to maintain social distancing and practice good hand hygiene. The use of face masks is supplementary to other measures; it does not replace them! Remember: Hands. Space. Face.
* Don and doff masks safely with the following steps:
Putting a face mask on:
1. Sanitize your hands
2. Put the mask on by only touching the elastic bands - do not touch the mask itself, other than to pinch the nose clip tightly around your nose
3. Ensure the mask covers your nose, mouth and chin snuggly
4. Sanitize your hands again
Taking a face mask off:
1. Sanitize your hands
2. Take the mask off by only touching the elastic band - do not touch the mask itself
3. If you used a disposable mask, dispose of it directly in the dedicated bins, or put it in a plastic bag for safe disposal later. Do not put it directly on your desk, in your pocket, in your bag, etc. Do not re-use a disposable mask.
4. If you used a fabric/reusable mask, replace it when it is wet. Place it in a plastic bag or container whenever you're not wearing it and take it home to be washed.
5. Sanitize your hands again
* Keep your mask on as much as possible; repeatedly putting it on and taking it off increases the risk of surface contamination.
* To prevent waste and reduce infection risk from used face masks, staff are encouraged to use re-usable fabric masks. Recognizing that this may not be feasible at all times, GSS will make dedicated pedal-operated bins available at all locations to enable safe disposal of used disposable masks. Please do not deposit masks anywhere else on premise.
* Please review the educational material below:
Message from the Principals about COVID-19 situation in the Netherlands, and use of face masks
Dear colleagues,
We have continued to review developments in the pandemic, including the recent announcement by the Netherlands government of new measures to reduce the reproduction rate nationally. While many measures do not formally apply to the Mechanism, as an institution we nonetheless share the Host State government’s commitment to protecting health and safety by reducing the risk of infection, while retaining our authority to determine what is appropriate for the Mechanism in light of our particular mandate and status. For ease of reference, an official summary of the new measures, provided by the Ministry of Foreign Affairs, is attached in English and French.
Having reviewed the measures announced as well as other relevant information, we are satisfied that the Mechanism is already conforming with applicable measures. As all of us are aware, the Mechanism has already imposed stringent physical distancing and hygiene requirements within the premises, as well as prohibitions on entry to the premises of persons infected with or displaying symptoms of COVID-19. We have further already encouraged staff to work remotely and limited the maximum number of persons present in the premises.
At the same time, we recognize that the Netherlands government is shifting its approach to the use of face masks. The government is now strongly advising that face masks be worn in indoor public spaces. Accordingly, we have decided that effective Monday, 5 October, in The Hague, persons present in Mechanism premises shall wear face masks when moving outside offices.
Recognizing that the Netherlands government will make in three weeks a further assessment of the status of the pandemic and the impact of measures taken, we have decided to further review the Mechanism’s posture at that time.
We would like to underscore that all Mechanism staff are required to adhere to Host State measures outside the Mechanism’s premises. In addition, we reiterate our encouragement to all staff to be conscious of the current situation and take precautionary measures in their personal and professional lives. Limiting interaction with others, whether in public or private spaces, is critical to preventing transmission and bringing the reproduction rate down. As challenging as it may be, the time has not yet come where we can return to our normal practices. It is our common responsibility to continue to do what we can to limit the spread of the virus, for ourselves, our families, our colleagues and our Host State community.
Stay safe.
Carmel Agius, President
Serge Brammertz, Prosecutor
Abubacarr Tambadou, Registrar
UNCTSU – Call for Training & Staff Development Ideas - Extended deadline: Friday, 2 October
Dear Colleagues,
As we continue the gradual return to the office premises, the Staff Union believes that it is an opportune time to reflect on the personal and professional development goals that staff had set and hoped to achieve this year, which were so abruptly disrupted by the COVID-19 pandemic, and to start more actively discussing what measures can be undertaken to assist staff members in achieving some of these goals in what remains of this year and beyond.
In light of the above and considering our commitment to staff welfare, the Staff Union would like to hear directly from you, the staff member, about training and development ideas that you believe might be beneficial to Mechanism staff. Initially, courses will be conducted remotely, but looking optimistically ahead, it should be possible to eventually hold in person training, while respecting all health and safety guidelines.
Further, in an effort to continue to move the issue of staff welfare forward, the Staff Union intends to consult with the Human Resources Section to coordinate training and development efforts for staff and, where possible, assist financially in contributing to the cost of a few selected programmes.
NOW, OVER TO YOU!
We invite all staff members to send us any ideas on what you believe should be a priority in addressing the Mechanism’s training and staff development needs.
Please send your suggestions to staffunion@un.org by close of business on Friday, 2 October 2020.
Please keep in mind that proposals should not include any mandatory training required to perform your official functions as this is already covered by Management.
We look forward to hearing from you and until then stay safe, stay well, and stay connected.
Warm regards,
Gloria Otieno
UNCTSU President
Get involved in #UNGA 75 on social media
Dear colleagues,
The 75th session of the UN General Assembly will be like no other, coming amid the COVID-19 pandemic and during a milestone anniversary year.
Here are some ways you can use your voice on social media to show you are part of this historic #UNGA and highlight your support for UN ideals & values and all the Sustainable Development Goals, at a time when the United Nations is needed more than ever.
#UNGA 75 SOCIAL MEDIA ACTIVATIONS
Explore the General Assembly Hall in a whole new way! This 360-video will allow you to travel through history to check out some of the most memorable moments that have played out on one of the world’s most recognizable political stages. Begin your virtual journey here and share with friends on Facebook!
“We The Peoples” Instagram and Facebook Filter
Take the podium and share your vision for the future! This augmented reality tool allows you to share your ideas and solutions for a better tomorrow with friends, family and others on Instagram and Facebook. Access via mobile here for Instagram and here for Facebook and or search for the “UNGA We The Peoples” effect in your Instagram or Facebook story (detailed guide attached).
Sample message for posting:
“At this time of global challenges, we need the world - we the peoples - come together. I support action for a better future for ALL.”
“Global Goals Wheel” Instagram and Facebook Filter
Show off how you’re supporting the Sustainable Development Goals through this fun and interactive Stories face filter. See which Goal the wheel lands on and share what actions you’re taking in your everyday life to create a more sustainable future. Access via mobile here for Instagram and here for Facebook or search for the “Global Goals Wheel” effect in your Instagram or Facebook story (detailed guide attached).
Sample messages for posting:
- “I’m committing to do all I can to support the @UnitedNations in achieving [insert Sustainable Development Goal here, e.g. zero hunger]. I challenge you to pick one of the #GlobalGoals to commit to!” (Can tag friend)
- “I’m going all in on [insert Goal here, e.g. gender equality]! Get involved with the #GlobalGoals and show us what you’re all about.”
- “I’m focusing on (insert Goal here, e.g. #ClimateAction) this week to celebrate the 75th #UNGA. Which of the #GlobalGoals will you focus on?”
Instagram Stickers
Look out for new Global Goals stickers on Instagram Stories to add some color and fun to your pictures or videos, all while showing support for the 17 Sustainable Development Goals. Search for #GlobalGoals in your Instagram story (detailed guide attached). Also available on UN GIPHY.
We look forward to your participation!
The Social Media Team
Department of Global Communications
Find this message and all broadcasts on the UN Intranet-iSeek.
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Join the conversation on reimagining the UN!
CALL FOR EXPRESSION OF INTEREST
COVID-19 has fundamentally changed our ways of working. We have had to adapt to working remotely, postpone or cancel duty travel, learn how to run events virtually, balance home, family and work responsibilities, and much more. The pandemic presents unprecedented challenges, but also opportunities for collaboration, innovation, learning and transforming the UN together. When the dust settles, what has this difficult time taught us that we want to hold on to? What challenges will we need to continue to navigate? What do staff think about all these issues?
Your voice is needed!
As you may be aware, the Challenge to Reimagine the UN Together was launched on 8 July to crowdsource ideas and leverage the creativity, experience and skills of colleagues from across the system. Over 85 ideas and solutions were submitted to support our collective reimagining of the UN.
Complementing and in parallel with the Challenge, a Dialogue Series is also being carried out to deep-dive into certain topics and provide a platform to those who were not ready or able to submit an idea through the challenge, and to facilitate discussion on sensitive topics or aspects that may not have a clear solution. Small and facilitated dialogues aim to enable colleagues to:
- Share thoughts and feelings and contribute to reimagining the UN
- Provide a forum for more “localized” discussions to address specific needs by different groups (e.g. personnel with children or elderly to care for, disabled colleagues, high-risk colleagues, etc.), local conditions, type of services etc.
- Feed into and join the dots with other discussions on COVID-response and phased return strategies, reform, future of work, change and new ways of working
To enable the effective management and organization of the Dialogue series, we would like to invite staff to register your expression of interest in taking part in the conversation. Submit a simple form to indicate your interest and availability to take part in sessions over the coming months. Following receipt of these expressions of interest, groups will be formed based on area of interest, ensuring diversity.
Through staff engagement surveys, interaction with Staff Unions and other staff-focused networks and groups, iSeek, UN75 and other key initiatives and events, staff have clearly expressed the need for greater conversation, collaboration and meaningful involvement. We hope you will take this opportunity to take action and have your voice heard!
Please register your expression of interest by 23 September 2020.
Looking forward to reimagining the UN together with you.
The Reimagine the UN Together challenge and dialogue series has been developed and is driven by an alliance of interested individuals, networks and departments across the UN system, such as the UN Development Coordination Office, the UN Innovation Network, #NewWork, the UN System Staff College, Young UN: Agents for Change, and the Office of Information and Communications Technology, in collaboration with Staff Unions and other key bodies.
Alliance to Reimagine the UN Together
Check out the United Nations Reimagine the UN Together Challenge (français)
UNCTSU – Call for Training & Staff Development Ideas
As we continue the gradual return to the office premises, the Staff Union believes that it is an opportune time to reflect on the personal and professional development goals that staff had set and hoped to achieve this year, which were so abruptly disrupted by the COVID-19 pandemic, and to start more actively discussing what measures can be undertaken to assist staff members in achieving some of these goals in what remains of this year and beyond.
In light of the above and considering our commitment to staff welfare, the Staff Union would like to hear directly from you, the staff member, about training and development ideas that you believe might be beneficial to Mechanism staff. Initially, courses will be conducted remotely, but looking optimistically ahead, it should be possible to eventually hold in person training, while respecting all health and safety guidelines.
Further, in an effort to continue to move the issue of staff welfare forward, the Staff Union intends to consult with the Human Resources Section to coordinate training and development efforts for staff and, where possible, assist financially in contributing to the cost of a few selected programmes.
Now, over to you!
We invite all staff members to send us any ideas on what you believe should be a priority in addressing the Mechanism’s training and staff development needs.
Please send your suggestions to staffunion@un.org by close of business on Friday, 25 September 2020.
Please keep in mind that proposals should not include any mandatory training required to perform your official functions as this is already covered by Management.
We look forward to hearing from you and until then stay safe, stay well, and stay connected.
Warm regards,
Gloria Otieno
UNCTSU President
Mechanism Witness Safety Protocol
Kindly find attached the Mechanism Witness Safety Protocol [.pdf], developed by WISP and OTP in both branches in consultation with the COVID-19 Steering Committee, and as approved by the Principals. This Protocol governs physical interactions between Mechanism staff and witnesses during official Mechanism activities outside Mechanism premises, aiming to safeguard the safety and security of staff and witnesses alike during the COVID-19 pandemic. All staff are kindly requested to take note of this new Protocol.
Advisory on visitors to Mechanism
On 12 March 2020, the Mechanism suspended all public group visits as a measure to prevent the spread of the Corona virus pandemic. These measures remain in place until further notice. In light of the gradual resumption of work at Mechanism premises, Mechanism Principals, Judges and staff members may receive official visitors where operationally required. The number of visitors shall be kept as small as possible and should not exceed five (5) persons per visit. Visitors are required to observe all hygiene, social distancing and other precautionary measures applicable at Mechanism Premises. The person(s) receiving visitors is responsible for ensuring that visitors are informed of, and comply, with applicable COVID-19 measures. The advisory supersedes the 12 March 2020 Broadcast on Group visits to the Mechanism.
THE HAGUE - Staff Survey on the partial return to working on premises
As from 3 August staff at the Hague branch have partially returned to working on premises. In order to reflect on the process and its results, a survey has been put together to solicit staff views and opinions of the experience. This survey will greatly help assess what has gone well, and where improvements can be made, and staff input will be of great value. Kindly use the link provided to access the survey, noting that all responses are made anonymously and in confidence.
THE HAGUE - UN Secretariat Guidance on Official Travel During the COVID-19 pandemic
Please find attached Guidance on Official Travel during the COVID-19 pandemic, issued by the UN Secretariat's Office of Human Resource Management. This guidance complements the provisions of the UN Staff Regulations and Rules and UN Secretariat’s administrative issuances. In particular, the guidance outlines for criteria for reimbursement of mandatory quarantine expenses and COVID-19 testing.
Any requests for reimbursement for mandatory quarantine expenses and COVID-19 testing can be claimed through the Umoja Expense Report following completion of travel. Scanned copies of receipts must be uploaded to the Expense Report.
Staff are requested to take particular note of their responsibilities outlined in paragraphs 11 and 12. Thus travelers are responsible for securing all documentation for entry. Further travelers must familiarize themselves with national and local travel advisories, WHO and UN Guidelines and travel restrictions (including quarantine requirements) in their departure, arrival destinations and transit points. For example, some governments and local authorities may require recent travelers from particular destinations to show evidence of a recent negative COVID-19 test before boarding or mandate quarantine for a period of time upon arrival at destination.
UN Secretariat Guidance on Official Travel During the COVID-19 pandemic [.pdf]
THE HAGUE - Updated measures announced by the Dutch government
On 18 August 2020, the Dutch government announced additional measures to control the coronavirus. These measures are listed on https://www.government.nl/latest/news/2020/08/18/let-s-keep-coronavirus-out
In particular, the Dutch government strongly and urgently advises people to limit the number of guests they receive at home to a maximum of six (excluding children under 13). This includes both indoors and in outdoor spaces like gardens. Guests should also be asked whether they have any symptoms and if so, they should not attend. It goes without saying that people should always stay 1.5 metres away from each other.
Further information is available thru various Dutch government websites, listed on the attached Note Verbale issued by the Netherlands Ministry of Foreign Affairs.
Secretary-General's Message to staff on domestic abuse and available resources
Dear Colleagues,
I write concerning the alarming global surge in domestic abuse that has occurred during the COVID-19 pandemic.
Lockdowns and quarantines are essential to suppressing the virus, but they can also trap people with abusive household members, turning the place where they should be safest - in their own homes – into a danger zone. Any household member may become a victim of, or perpetrate, domestic abuse, regardless of age, race, gender, sexual orientation, faith or other group.
Working from home for an extended period may heighten stress and anxiety. Although being with immediate family members and loved ones during a crisis can alleviate feelings of isolation, confinement may also aggravate pre-existing inter-familial tensions and exacerbate long-term patterns of abuse. Confinement may also create new tensions, resulting in domestic abuse.
In response to this escalating threat, I have called on Member States to create safe ways for household members to seek support without alerting their abusers. Within the United Nations family, we have developed a series of resources for staff, including information about what constitutes abuse, where to go for help and how you can provide support if you are concerned about someone. You can access these materials at https://www.un.org/en/coronavirus/domestic-abuse.
If you are experiencing domestic abuse, I encourage you to reach out for help. Please know you are not alone.
Yours sincerely,
António Guterres
THE HAGUE - COVID-19 pandemic related safety measures for Mechanism’s Court Proceedings at the Hague Branch
The purpose of this document is to identify key issues for facilitating court hearings during the COVID-19 pandemic situation.
THE HAGUE - Additional measures regarding COVID-19 in the Netherlands
The Netherlands government has announced additional measures intended to address the Coronavirus/Covid-19 disease during the Prime Minister’s press conference of 6 August 2020. These additional measures are explained in detail on the following webpage:
www.government.nl/latest/news/2020/08/06/regaining-control-over-coronavirus-with-local-measures.
A visual summary of the new measures is attached for your reference.
THE HAGUE - More about testing in the Netherlands
This broadcast is to provide some updates about COVID-19 test (RT/PCR tests) in the Netherlands.
* A test location is expected to be opened at Schiphol Airport before the weekend. All passengers arriving at Schiphol from "orange" or "red" locations are strongly recommended to undergo a test upon arrival. Tests are carried out by the public health service (GGD) and no appointment is required. Tests conducted by the GGD are free of charge. Directional signs will direct travelers to the test location at Arrival Hall 3.
* The Dutch government has launched a Corona tests website, https://coronatest.nl/. This site can be used to book test appointments with the GDD as well as to check results online. This is applicable only to tests conducted by the GGD, i.e. only for people with symptoms. Those who need a test for travel or other purposes need to avail themselves of commercial test centers (see the broadcast of 5 August).
For more information see
https://www.government.nl/topics/coronavirus-covid-19/coronavirus-test and
https://www.rijksoverheid.nl/onderwerpen/coronavirus-covid-19/testen/afspraak-maken
Kindly note that the use of this website requires a DigiD. Persons without DigiD and children 0-6 years old cannot use this site for appointments or results, and therefore must continue to register for a test using phone number 0800-1202 (8am-8pm).
A DigiD access code can only be requested by persons 18 years or older who are registered in the municipal Brp registry. Such persons may obtain a DigiD by accessing the website digid.nl. Staff who are only registered in the privileged persons database (Probas) maintained by the Ministry of Foreign Affairs are, therefore, not eligible to obtain a DigiD. Registration in the municipal Brp is possible further to an appointment:
Policy on Access to Mechanism Premises for Travelers
Kindly find attached the new Mechanism policy on "Access to Mechanism Premises for Travelers" as approved by our Principals. This policy balances the Mechanism’s important operational requirements as a judicial institution with appropriate measures to protect the health and safety of Mechanism staff, judges, accused, witnesses and other stakeholders.
In summary and with the text of the policy itself being authoritative, key elements of the policy include:
- The Mechanism follows national law regarding quarantine following travel, and in this respect will not avail itself of diplomatic exemptions except in certain circumstances.
The Mechanism will further adopt at all its duty stations the designations of countries as green, yellow, orange or red as promulgated by The Netherlands government. As such:
- Individuals traveling from countries designated “green” and “yellow” by the Dutch authorities are permitted to enter Mechanism premises following such travel, provided precautionary measures have been taken during travel.
- Individuals traveling from countries designated “orange” or “red” by the Dutch authorities are prohibited from entering Mechanism premises for fourteen days following such travel.
- Individuals traveling internally within a country of a Mechanism duty station are permitted to enter Mechanism premises following such travel so long as all other Mechanism policies are adhered to.
Chambers, Judges or the Principals of each organ may determine that operational requirements necessitate the presence in Mechanism premises of a traveler from orange or red countries at a time earlier than fourteen days following such travel. In such circumstances, additional measures to mitigate any risk (e.g. face masks, testing) may be required, and the decision must be documented and shared with the Medical Unit.
Further, all are reminded that access to Mechanism premises is prohibited to persons who test positive or are experiencing symptoms of COVID-19.
Older Adults & Covid-19
We would like to remind staff that the risk for severe illness from COVID-19 increases with age, with older adults at highest risk. Severe illness means that the person with COVID-19 may require hospitalization, intensive care, or a ventilator to help them breathe, or they may even die. (CDC)
At the same time, caring for older relatives can be difficult within the guidelines to help prevent the spread of the virus. Older adults may also feel socially disconnected, which can exacerbate existing conditions and affect their mental health and overall well-being.
So, it is important to follow the following guidelines, especially if you are older or are caring for elderly loved ones:
- Wash your hands frequently;
- Cough or sneeze into a flexed elbow or use a disposable tissue;
- Follow distancing measures issued by local authorities; and
- Avoid unnecessary public outings BUT socialise by phone every day with friends and family.
The following links provide more information:
- WHO infographic: https://www.who.int/images/default-source/health-topics/ageing/multimedia/twitter-2.jpg?sfvrsn=6da470c3_2
- WHO FAQ: Q&A: Older people and COVID-19: https://www.who.int/news-room/q-a-detail/q-a-on-on-covid-19-for-older-people
- Centre for Disease Control: Stop the Spread of Germs: https://permanent.fdlp.gov/gpo132851/www.cdc.gov/coronavirus/2019-ncov/downloads/stop-the-spread-of-germs.pdf
THE HAGUE - WARNING: SUN, SAND, SEA, COVID-19, and NL ALERT
All personnel are reminded of the dangers of the using the beach during the current very hot weather. This includes not only the risks associated with being in the sea, but also the effects of heat exhaustion and the massive over crowding which exacerbates the risks from Covid-19. As well as protecting yourself and your family from the effects of the sun, remember to ensure you maintain social distancing.
On Sunday, 09 August 2020 at 1630 hrs, the Dutch Authorities issued a Red Alert for the most of the Dutch coastline due to dangerous sea conditions meaning that no one should go beyond knee-deep into the water. Regretfully, four people drowned yesterday, including two at The Hague. This red alert is in force today as well.
The Dutch message was sent out via the NL Alert system which uses the national mobile telephone network to disseminate warnings. Most modern mobile telephones automatically receive NL Alert messages without the user needing to do anything. However, older models may require the user to enable receipt of messages.
The following links, which can be translated into English, explains how the NL Alert system can be activated on various models of Android mobile telephones as well as iPhones.
https://www.androidplanet.nl/apps/nl-alert-android/
For iphones see the following:
https://www.iculture.nl/tips/nl-alert-instellen-iphone/
Enjoy the sun, but don not forget to stay safe.
THE HAGUE - Waiting times for commercial RT-PCRT tests in the Hague/Amsterdam region
Further to the broadcast of 17 July 2020 on travel-related COVID-19 testing, kindly be informed that due to high demand, waiting times at the KLM travel clinic as well as the International Health Center in the Hague for commercial PCR test have increased to approximately two weeks.
Should you anticipate needing a test to travel, be it privately or on official business, you are encouraged to plan this as far ahead as possible, and/or schedule an appointment with a commercial clinic outside of the Hague/Amsterdam region, where there might be lower demand and waiting times might be shorter. Such clinics are available across the country. An overview is available, for example, at https://coronavirustest.nu/.
Face mask requirements in parts of Amsterdam and Rotterdam
Kindly be informed that in an effort to curb increasing rates of COVID-19 infections, starting tomorrow 5 August, face masks are required in parts of Amsterdam and Rotterdam, as follows:
Amsterdam:
Nieuwendijk, Kalverstraat and Red Light District, at all times;
Albert Cuyp market and Plein '40-'45, during maket hours only.
Further details can be found on https://www.amsterdam.nl/en/news/face-mask-mandatory-parts-amsterdam/
Rotterdam:
Shopping areas in the city center, including Coolsingel, Lijnbaan, Meent and Nieuwebinnenwegplein;
Shopping centers Alexandrium and Zuidplein;
Markets in Delfshaven, Afrikaanderwijk and Binnenrotte, on market days only.
06am-10pm in all areas. Further details can be found on https://www.rijnmondveilig.nl/algemeen/mondkapje-verplicht-op-drukke-plekken-in-rotterdam/
Violation may result in an EUR 95 fine.
UN #BuildBackBetter Challenge underway with creative submissions - it’s not too late to participate!
The first submissions in response to the #BuildBackBetter Challenge have already garnered support from colleagues, reviewers, fellow participants, and potential collaborators on the Unite Ideas platform.
The Challenge is a system-wide crowdsourcing project intended to leverage the creativity, experience and skills of staff across the UN to bring forth potential solutions to challenges encountered during COVID-19, in order to build a more resilient, agile UN.
Over 20 ideas have been received and are gaining popularity! The ideas proposed range from digital networks (OneUN Network; LinkedUN, UN Professional Hub; UN Staff Exchange Programme), creating UN-wide networks across agencies, funds, and programmes, as well as the Secretariat - for the purpose of social networking, professional connection, enhanced job search opportunities - modelled on platforms such as LinkedIn or Facebook, but limited to the UN world.
Other ideas include virtual immersion environments for collaboration, a UN quotation database, a UN impact monitoring platform, infographics, and 3D printing of facemasks for UN staff – just to name a few highlights.
For the full list of ideas already submitted, and to vote for your favourite initiative, to comment, or to join one of the project teams, visit the #BuildBackBetter Challenge online!
It is not too late to participate:
- Visit the #BuildBackBetter Challenge online for more information, to register, to submit an idea, or just to review and support your colleagues’ ideas
- Or sign up to be a mentor or coach
The #BuildBackBetter Challenge, which launched with a virtual event including 400 participants from 95 entities across the UN system, has received overwhelmingly positive feedback, and has been met with great enthusiasm across the various entities and duty stations.
Since the launch, a human-centred design crash course for potential participants was held to support solution design, as well as a team forming workshop to support team-building amongst participants.
Ideas will be evaluated on potential, novelty, feasibility and scalability by an independent advisory group with preference given to projects that could benefit multiple UN entities.
Questions? Please respond to the #BuildBackBetter Alliance at innovate@un.org.
THE HAGUE - VIDEO: Safe return to the Office
As communicated earlier, partial return to the office for staff at the Hague branch of the Mechanism will commence on Monday, 3 August 2020.
After such a long time away from the office, it is great news that, at least in The Hague as the first of our duty stations, we can again open our doors to allow the “new normal” to commence. The premises have been prepared and made safe but the success of the process is now down to us. We can only keep our working environment safe if we all follow the new rules and measures.
To get to know these better we created a video presenting most of the changes to the building and newly instated measures and rules of behaviour at The Hague premises. Please take 8 minutes to watch the video below carefully, before returning to the office. It will be a time well spent.
For additional information please check the Back to Office Facility Plan [.pdf].
Follow the guidelines – keep us all safe.
Welcome Back!
Medevac Task Force: Framework Document and updated FAQs
Dear colleagues,
The Department of Operational Support and the Medical Directors Office are aware of the concerns that staff members in the field have regarding Medevac in the context of COVID19. To help staff and management understand the process better, a newly revised Medevac framework document and updated FAQs have been issued.
The Medevac Framework sets out the rationale and scope of the COVID-19 MEDEVAC System and provides a comprehensive overview of the financing mechanism, process and operational functions underpinning it. The Framework also contains links to numerous resources which have been developed to support comprehension and the implementation of the COVID-19 MEDEVAC System. The Framework document is accessible online here.
Edition 2 of the Frequently Asked Questions (FAQs) provides an additional level of detail regarding specific issues which have been raised in the course of implementing evacuations these past few weeks. For ease of use by colleagues in the field, this version includes answers from Edition 1 issued on 15 June. The FAQ document is also accessible online at this link.
These documents will continue to be up-to-date as the need to do so arises.
As is explained in the documents, dependents are covered by the policy. It is essential, however, that those staff members with minor dependents have plans in place for their care in case one or both parents need to be evacuated out due to a medical emergency. This applies for any medevac, whether COVID19 related or not.
If you have particular questions or concerns, please feel free to contact your HR Partner, the Chief of HR, or the Medical Unit.
Best regards
Sherrin Hill Chief, HR Section
REMINDER - Comparative Review Portal is open for review and confirmation of personal HR data for 2020 Downsizing Exercise (Friday, 24 July – Thursday, 30 July 2020)
All staff members on Fixed-Term and Permanent Appointments are required to review and confirm their personal data via the Tribunet Comparative Review Portal.
Staff must confirm their Score using the Portal Guide information attached. Staff have between 24 and 30 July to review and confirm point information. They may submit an informal request through the portal for reconsideration of information. HRS will review any item of disagreement (EOD, e-Performance Data, UN experience) and return to the staff member.
Staff may request formal reconsideration of their score by submitting an appeal to the Review Board. Staff have 10 calendar days (i.e. 3-9 August 2020 for formal appeal.)
Please note that if you request reconsideration or corrections Human Resources will review your request and follow-up with you directly. If the matter is one that can be resolved by Human Resources, we will do so in consultation with you. Otherwise, Human Resources will forward the matter to the Review Board in accordance with the Mechanism Downsizing Policy, section III.A.2.
Clarifying message regarding deadline dates. If you have received a comparative review letter through a past exercise indicating a post abolishment date earlier than December 2020, you do not need to confirm your points.
For any other Portal and Score related query, please contact Staff Administration Unit of Human Resources at (irmct-sau@un.org).
Happiness Chemicals
Dear Colleagues,
These are draining and confusing days, leading many of us to be sad, angry, anxious, disappointed, or a mixture even in the course of a few hours.
Self-care is so important to combat these feelings and they help us create happiness chemicals. Here are some ideas that you can do each day to feel a bit better.
While these suggestions may help, it may also be necessary to reach out for professional help if you are beginning to feel that your feelings are too overwhelming. Resources are available through the Cigna website and through your relevant Medical Unit.
Reminder: Holiday on 31 July to celebrate Eid al Adha
Dear Colleagues, please be reminded that all duty stations will be closed this Friday, 31 July 2020 in recognition of Eid al Adha. For those celebrating this occasion, please find attached the WHO’s guidance on Safe Eid al Adha practices in the context of COVID-19.
We wish you a safe and restful holiday.
Safe Eid al Adha practices in the context of COVID-19 [.pdf]
WHO Video: Breaking the Chain of COVID-19 transmission
Dear colleagues,
With the current rise in the number of those infected with COVID-19, it is a good moment for us all to refresh on the basic rules in preventing the spread of the infection. The WHO has prepared a very short and clear video overview of these rules, so please take 90 seconds to make sure you have the basics covered in doing your share to brake the chain of COVID-19 transmission.
COVID-19 Precautions To Be Taken at Mass Gatherings
Dear Colleagues,
The Department of Operational Support and the Division of Healthcare Management and Occupational Safety and Health have sent the following guidance to staff members regarding COVID-19 Precautions To Be Taken During Religious Events, National Holidays, Cultural Celebrations and UN Ceremonies (English and French) for your information and action.
Each of us has an individual responsibility to ensure our safety and manage risk as staff members in our duty stations, and this is particularly true under the current pandemic conditions.
Stay Safe, stay well,
Best regards
Sherrin Hill
Chief, Human Resources Section
THE HAGUE - Re-Opening of North Gate and Introduction of the West Door for Use by Staff
In anticipation of an increase in the number of staff attending the building from the beginning of August, all personnel are advised that with effect from 0800 hours, Monday 03 August 2020, the following come into effect:
1. The North gate (bicycle gate) and North door (entrance only) will be re-open on Monday to Friday from 0800 - 2000 hours. Please remember that this gate is not open on weekends. In addition, as part of the Covid-19 prevention/mitigation measures the North door is now an entrance only.
2. People wishing to depart the site from the North gate will need to use the West door (exit only). Please note that this door, like the North gate, will close at 2000 hours so you need to have collected your bicycle and left the site by then. Note; if you exit via the West door and want to go back into the building, you have to enter via the North door
3. The parking of bicycles outside of the main entrance booth will no longer be allowed. The parking of bicycles in this area was temporarily allowed due to the closure of the North gate and low numbers of staff entering the building. With an anticipated increase in the number of personnel coming in by bicycle this can no longer be accommodated as the road in front of the outside booth and along the fence line is a fire access route.
4. The main entrance remains in use as normal.
5. Finally, all personnel are reminded of the requirement to use the hand sanitizing gel as they enter the building.
New COVID-19 guidance documents issued by UNHQ
Kindly be reminded of the COVID-19 information page on iSeek which contains messages from the Secretary-General, administrative guidance, and management updates on topics such as travel, medical and health, human resources, finance, and emergency response.
https://iseek.un.org/gva/content/covid-19-response-resources-and-policy
Newly issued in July in relation to civilian staff are:
- Frequently Asked Questions - All Duty Stations. Alternate work arrangements and telecommuting in connection with COVID-19;
- Alternate working arrangements (AWA) and Flexible working arrangements (FWA) in the context of COVID-19 pandemic; and
- COVID-19: breaking the chain of transmission through testing, isolation, quarantine.
A Message from the Chief, Human Resources - Downsizing Exercise
In order to prepare for the implementation of the Mechanism Downsizing Policy for 2021 Downsizing Exercise, the Human Resources Section ("HRS") has been compiling data on e-Performance and previous UN experience, Loans, Secondments and periods of Special Leave Without Pay ("SLWOP") to be considered in the downsizing exercise.
The next step in the process will be for all staff members on Fixed-Term or Permanent Appointments to review and confirm the information that HRS has collected. This review and confirmation will be conducted through an IT Portal that is tentatively scheduled to be launched on Friday, 24 July 2020 and will remain open through Thursday, 30 July 2020.
If you will be away from the office (or away from your remote access to the Tribunet) between Friday, 24 July and Thursday, 30 July 2020, please e-mail IRMCT-SAU (irmct-sau@un.org) to advise HRS of the dates of your absence and provide details of how we may contact you electronically, so that we may identify alternate means for your review and confirmation of the data.
This data includes the following:
- Index Number;
- Comparative Review (“CR”) Entry on Duty date;
- E-Performance Information;
- Past UN Experience;
- Assigned Points (as per Downsizing Policy paragraph B.2)
- Total CR score.
Staff may submit requests for reconsideration or correction of scores to the Comparative Review Board (“CRB”), through HRS, within 10 calendar days of the closing of the IT portal (ie Sunday, 9 August 2020.)
HRS will continue to communicate further on this exercise. If you have any questions, please e-mail IRMCT-SAU (irmct-sau@un.org).
The Mechanism Downsizing Policy is attached to this message and can also be found on the Tribunet Budget &Downsizing Information page.
Thank you.
- Mechanism Downsizing Policy [PDF]
- CR Portal Guide [.doc]
Reminider: Town Hall meeting today
Dear Colleagues,
Please be reminded that the Town Hall meeting by the Mechanism Principals will be held today 23 July 2020 at 11 am (The Hague/Sarajevo/Kigali), 12 pm (Arusha).
Please follow the link below to join the Town Hall meeting:
https://eclac.webex.com/eclac/onstage/g.php?MTID=ee8330db4940575ef3eac5e4fcc64e39c
We recommend that you test your device or computer in advance of the meeting to make sure you can connect to the service. We encourage all staff members to connect approximately 30 minutes prior to the announced starting time as the platform will then be opened.
Please refer to messages below for details about the format of the meeting and instructions on how to use WebEx, and how to log into the Town Hall meeting room.
We look forward to seeing you at the Town Hall!
- How to Attend [.doc]
- Meeting format [.doc]
Broadcast – 23 July Town Hall Second Reminder
Dear Colleagues,
Due to the power shutdown that affected the Mechanism’s Hague branch today Tuesday, 21 July 2020, the joint Virtual Town Hall meeting by the Mechanism Principals initially scheduled to take place today has been postponed to Thursday, 23 July 2020 at 11 am (The Hague/Sarajevo/Kigali), 12 pm (Arusha).
The Town Hall meeting will take place on the WebEx online meeting platform. Given the large number of expected participants, and in order to ensure security and reliability of the connection to the meeting, even for staff with lower internet speed, all attendees’ cameras will be switched off, with the exception of the cameras of the Principals, the moderator and those posing or responding to questions during the Q&A session.
The meeting will start with the Principals’ and Staff union’s introduction and be followed with the Q&A session. The Principals and senior staff members will first respond to the questions received in advance of the meeting. Once those have been addressed, the moderator will invite a representative of the Staff Union to pose questions. After that the floor will be opened for staff members to ask any questions that have not been addressed during the first part of the meeting. The moderator will ask those wishing to pose a question to use the Raise Hand button put their camera on. The raise hand button can be found at the bottom of the list of meeting participants, on the right-hand side of the screen.
Please follow the link below to join the Town Hall meeting:
https://eclac.webex.com/eclac/onstage/g.php?MTID=ee8330db4940575ef3eac5e4fcc64e39c
We recommend that you test your device or computer in advance of the meeting to make sure you can connect to the service. On the day of the Town Hall meeting, we encourage all staff members to connect approximately 30 minutes prior to the announced starting time as the platform will be opened an hour prior, at 11:00 Hague, Kigali Sarajevo time/12:00 Arusha time.
Once again, please read carefully the attached details about the format of the meeting and instructions on how to use WebEx and how to log into the Town Hall meeting room.
We encourage all staff members to join and take active part in the Town Hall.
- How to Attend [.doc]
- Meeting format [.doc]
Power Outage in The Hague - Townhall Postponed
Kindly be informed that due to a large power failure in The Hague, the townhall scheduled for noon today cannot take place. It will be rescheduled to a nearby date. Further kindly be informed that the power cut has caused the shut down of our servers. Webmail and the token area are therefore currently not available. The situation is being addressed by the electricity company. You will be informed when it has been resolved.
Broadcast – 21 July Town Hall Second Reminder
Dear Colleagues,
We would like to remind you that the joint Virtual Town Hall meeting by the Mechanism Principals will be held for staff members in all duty stations tomorrow at 12 pm (The Hague/Sarajevo/Kigali), 1 pm (Arusha).
The Town Hall meeting will take place on the WebEx online meeting platform. Given the large number of expected participants, and in order to ensure security and reliability of the connection to the meeting, even for staff with lower internet speed, all attendees’ cameras will be switched off, with the exception of the cameras of the Principals, the moderator and those posing or responding to questions during the Q&A session.
The meeting will start with the Principals’ and Staff union’s introduction and be followed with the Q&A session. The Principals and senior staff members will first respond to the questions received in advance of the meeting. Once those have been addressed, the moderator will invite a representative of the Staff Union to pose questions. After that the floor will be opened for staff members to ask any questions that have not been addressed during the first part of the meeting. The moderator will ask those wishing to pose a question to use the Raise Hand button put their camera on. The raise hand button can be found at the bottom of the list of meeting participants, on the right hand side of the screen.
Please follow the link below to join the Town Hall meeting:
https://eclac.webex.com/eclac/onstage/g.php?MTID=ee8330db4940575ef3eac5e4fcc64e39c
We recommend that you test your device or computer in advance of the meeting to make sure you can connect to the service. On the day of the Town Hall meeting, we encourage all staff members to connect approximately 30 minutes prior to the announced starting time as the platform will be opened an hour prior, at 11:00 Hague, Kigali Sarajevo time/12:00 Arusha time.
Once again, please read carefully the attached details about the format of the meeting and instructions on how to use WebEx and how to log into the Town Hall meeting room.
We encourage all staff members to join and take active part in the Town Hall.
- How to Attend [.doc]
- Meeting format [.doc]
Travel-related COVID-19 testing
Several countries across the globe now require a negative RT-PCR COVID-19 test for all or certain categories of travelers prior to being allowed entry into the country, or in order to shorten a quarantine period. This is the case, for example, in Rwanda and Bosnia and Herzegovina. Commercial or national medical centers provide such testing services in all four of our duty stations (see attached overview).
Please be reminded that it is the responsibility of the traveler to be aware of and in compliance with national entry requirements, including provision of RT-PCR test results.
Reimbursement
Reimbursement of RT-PCR tests may be claimed through the Umoja expense report in the following instances:
- All official business travel;
- HR travel as part of medical clearance of the staff member;
- HR travel of dependents, unless staff have chosen a lump sum option;
- Entitlement travel of staff and dependents, unless staff have chosen a lump sum option.
Reimbursement of RT-PCR tests may further be claimed through a F.10 form in relation to private travel of staff members when a RT-PCR test is required in order to return to the duty station as part of national entry requirements. Costs of tests required by the country of destination or the airline, or tests of dependents, are not reimbursable in relation to private travel.
Staff may request reimbursement from their health insurer for tests not reimbursable by the Mechanism. Whether these will be reimbursed is dependent on the position of the insurer. Currently, Cigna has indicated that RT-PCR tests are reimbursable only when medically indicated.
Kindly note that any reimbursement claim must be accompanied by a receipt.
Partial return to the office for staff at the Hague branch as of 3 August 2020
Please be informed that the partial return to the office for staff at the Hague branch of the Mechanism will commence on Monday, 3 August 2020.
Over the course of the past few months, the Mechanism COVID-19 management team has been working on implementing policies and measures to enable a gradual and phased return to the office. To this end, the General Services Section have been working tirelessly to prepare the premises at The Hague branch and create a safe working environment, in accordance with the COVID-19 related measures and policies in place.
Consequently, starting from 3 August 2020, the number of staff that will be able to return to the office at any one time will be increased to up to 30%.
Please note that the individual staff members will be approached by their supervisors on the details of the implementation of this 30% quota in their respective Sections in the course of next week.
Staff members who are at risk of serious complications from COVID-19 due to an underlying condition may continue to work remotely at this time.
Please note that a number of measures have been put in place around the premises for the safety of staff and other persons that may enter the building. These include measures to facilitate the requirement to keep a 1.5 meter distance at all times and to regularly sanitize your hands. In addition, new instructions have been introduced on how to safely enter and exit the premises, how to use the corridors, lifts and various facilities around the building, as well as measures related to your office space.
It is vital that each staff member who enters the premises adheres to these instructions and measures at all times, to keep one other and our working environment safe for all.
More information on the measures in place and a guide on the new set of rules to comply with around the premises can be found in the document, attached to this message. This presentation will be followed in the coming days by a video message detailing all practical adjustments to the Mechanism premises in The Hague to assist the staff on their return to the office.
We would like to thank you for your understanding, cooperation and adherence to the measures to help us safely and gradually transition back to the office.
We have been working on similar arrangements for the office in Arusha, and will be making an announcement in this regard in the near future.
Use of face masks on Mechanism premises
On 18 June of this year, the Mechanism issued its policy on hand hygiene and distancing on Mechanism premises. This policy has now been updated to explicitly include the requirement to disinfect hands upon entry in the cafeterias in The Hague and Arusha. Failure to comply may result in refusal of service in the cafeteria. In order not to compromise required social distancing measures, all are further requested not to change the seating arrangement in the cafeteria and not to use it for meetings.
All are further reminded of the requirement to disinfect hands upon entry onto the premises, not to enter the premises of the Mechanism when exhibiting COVID-19 symptoms, to maintain 1.5m distance from one another to the extent possible where facilities permit, to practice regular hand hygiene and to observe cough/sneeze etiquette.
The full text of the updated policy is attached.
Thank you for your cooperation.
Use of face masks on Mechanism premises
In the context of the current COVID-19 pandemic and having considered numerous elements including medical advice, local circumstances, national requirements, and social distancing measures implemented in our facilities, the Mechanism has adopted a policy on the use of face masks on Mechanism premises. Key provisions thereof include:
- Face masks are not required to be worn on our premises by staff at large, with the following exceptions:
- Face masks must be worn in common areas and shared offices in the premises by Mechanism staff who within the past 14 days:
- Have travelled on public transportation without wearing a face mask themselves, or amidst other travelers who were not wearing a face mask;
- Have during their off hours been unable to keep a distance of at least 1.5m for 15 minutes or longer from people who are not part of their household, e.g. at restaurants, gyms, stores, markets, houses of worship, public or private gatherings, etc.
- Face masks must be worn in common areas and shared offices in the premises by Mechanism staff who within the past 14 days:
- In Sarajevo, where the Mechanism leases space in a large commercial building, on instruction of the landlord, face masks must be worn by Mechanism staff in building common areas, meetings and other situations in the premises when social distancing cannot be maintained.
- Mechanism staff are permitted to wear their own masks in the Mechanism’s premises;
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- For staff who wish or are required to use a face mask, it is important that this be done properly to ensure both effectiveness and safety. This includes the requirement that all used face masks (whether disposable or reusable) must be packed by the user in a closable bag or container and taken off premises by the user for proper disposal or washing;
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- The use of personal face masks in the Kigali and Arusha premises by external contractors when working inside the building is mandatory. External contractors are encouraged to use face masks when working outside the building.
Staff should be aware of medical advice that face masks should not be worn by some persons and that there may be a risk of transmission from improper handling of masks. Staff are reminded that even when they wear masks they should continue to observe social distancing and comply with personal hygiene guidelines.
Mechanism staff are further reminded of their obligations to fully comply with national regulations concerning the use of face masks outside the Mechanism’s premises.
The full text of the policy is attached. The Mechanism will monitor the medical situation and advice of Host States and WHO, and update this policy as appropriate.
Thank you for your attention and compliance.
THE HAGUE - Covid-19 measures in place in and travel to the Netherlands
EU Travel ban partly lifted
As of 1 July, the EU, incl. the Netherlands, has lifted the travel ban for certain groups of travellers, allowing permanent (long-term) residents of the following countries to enter the Netherlands: Algeria, Australia, Canada, Georgia, Japan, Montenegro, Morocco, New Zealand, Rwanda, Serbia, South Korea, Thailand, Tunisia and Uruguay. The ban on travellers from China will be lifted once China allows entry to EU citizens. This list is subject to periodic review. In fact, as of 8 July, Montenegro and Serbia no longer figure on this list. Residents of Montenegro and Serbia, therefore, are again banned from entering the EU.
As before, travel restrictions that are still in place do not apply to specific groups of people while travelling in function, e.g., diplomats and staff of international organisations. More elaborate information can be found on:
https://www.government.nl/latest/news/2020/06/30/the-netherlands-lift-travel-ban-for-certain-groups-of-travellers
https://www.netherlandsandyou.nl/travel-and-residence/visas-for-the-netherlands/qas-travel-restrictions-for-the-netherlands
General measures
Although general rules still apply, the most recent steps forward from an intelligent lockdown to less restrictive rules, can be found on: https://www.government.nl/latest/news/2020/06/24/from-1-july-staying-1.5-metres-apart-remains-the-norm
The most up-to-date information on Covid-19 related measures in place in the Netherlands, including travel to the Netherlands, can be found on:
https://www.government.nl/topics/coronavirus-covid-19
https://www.government.nl/topics/coronavirus-covid-19/tourism-in-the-netherlands
THE HAGUE - Returning to Work
In line with the eventual return of staff to working in the office, the following revised cleaning regime will be implemented from Monday 13 July 2020.
All offices will now be cleaned between the hours of 07:00 – 09:00. The cleaners have been instructed to wipe down and dust all surfaces daily including door handles, etc and vacuum 2x per week. However, the cleaning of the desk area (desk, monitor, keyboard, phone etc.) will now be the sole responsibility of the staff member. FMU will provide all workstations with a set of personal cleaning equipment (spray bottle and cloth), all cloths will be collected on a daily basis (in the morning) and machine washed and a clean cloth will be provided. After 09:00, the cleaners will concentrate on cleaning communal areas such as stairs, lifts, corridors and highly trafficked areas and toilets. Door handles and doors are wiped several times per day. In line with current Covid 19 office guidelines the spare office chairs have been removed from offices in order for us to prepare the building for staff to return to work. In order to discourage intimate gatherings where social distancing is not possible and respecting the minimum 9 square meter requirement per staff member in their work space, a large scale removal is taking place. This means if you have a standard single office, one meeting chair will be left for you allowing you to welcome one visitor.
In offices with 2 or more staff sharing, all meeting chairs will be removed. Meeting tables will not be removed and may still be used. This does not affect meeting rooms which have already been prepared with reduced capacity. While this action is necessary at this time and in accordance with consultant’s advice to ensure a safe and healthy work environment, we do expect at some point in the future the situation can be readdressed and acted upon accordingly.
Reminder: e-PAS Submission to Human Resources by COB Today
Dear Colleagues,
This is a reminder that all e-PASes are to be submitted electronically to Human Resources at the IRMCT-SAU email address (irmct-sau@un.org) by close of business (The Hague) today. A physical signature is not required as sending from your official email address will suffice.
We recognize that there have been some delays due to COVID19 regarding finalizing the end of cycle, however, a staff member's e-Performance rating is an integral component of the Mechanism's Downsizing Policy and therefore failure to submit the e-Performance report by the above deadline will preclude it from being considered in the upcoming Downsizing exercise. There will be no exceptions.
If you have outstanding e-Performance reports from previous cycles that you would like considered in the upcoming Downsizing exercise, please submit these to Human Resources by close of business Wednesday, today as well. Further information on the Downsizing exercise will be communicated in due course.
Home Leave Requirements
Dear Colleagues,
Following some enquiries received with regards to home leave, HRS would like to remind everyone the rules regarding the eligibility and the requesting of home leave.
To be eligible for home leave, staff member must:
- be internationally recruited
- be working away from their home country
- not have a permanent residency in the country where they are currently stationed.
To request home leave staff members need to make sure that:
- They would have accrued at least 24 home leave points on the proposed departure date.
- At least 12 months have passed since the return from their last home leave or at least 9 months since the end of their last family visit travel.
- The proposed dates ensure that the staff member remains at least 7 calendar days in their home country.
- Travel request can only be sent once the leave request has been approved in Umoja.
- If lump sum is requested, the travel request is sent by the staff member at least 2 months before the proposed departure date.
Please note that advance home leave is possible once staff member has accrued at least 12 points, but this is subject to the approval of the Chief of HR and is not available to staff taking their first home leave.
Please note that the costs for home leave may be recovered from the staff member if:
- The staff member resigns less than 6 months following their return from home leave.
- The staff member has a negative home leave points balance at the end of their appointment.
Ordinarily, the rules state that staff member must remain employed with the UN for 6 months following their return from home leave. However, IRMCT has a waiver for this rule, assuming that:
- The staff member separates because their post is due to be abolished
- It is documented that the staff member could not take their home leave earlier due to exigencies of work.
If you have any specific questions regarding your own situation, please contact either myself or your HR Partner.
Best regards
Sherrin Hill Chief
Human Resources Section
Message from the Registrar
Dear colleagues,
On 1 July 2020, I started my term as Registrar of the International Residual Mechanism for Criminal Tribunals (“the Mechanism”). I did so with deep gratitude for the trust and confidence placed in me by the UN Secretary-General, and I am happy to join President Agius, and Prosecutor Brammertz, as Principals of the Mechanism.
I am also grateful to my predecessor, Mr. Olufemi Elias, for his contributions to the Mechanism. I must thank you all for the highly commendable work you are all doing to implement the mandate of the Registry.
I commence my term as Registrar with great humility, and during this turbulent period of the COVID-19 pandemic. I wish to take this opportunity to express my appreciation to our colleagues at the Medical Units in both branches for their guidance and support to staff. The health and safety of staff is of utmost priority for me and this will be taken into account as we consider plans for a resumption of courtroom activity at both branches, as well as a safe and gradual return to the office. Furthermore, one of the Mechanism’s top 3 fugitives has been arrested and a new trial lies ahead at the Arusha branch.
While all of these challenging and exciting activities are expected to have an impact on the Mechanism’s budget proposals going forward, we will have to limit our expectations to the most essential functions consistent with the Security Council’s vision of the Mechanism as a small, temporary and efficient institution. Bearing in mind my responsibilities as head of a Registry which is responsible for the administration and servicing of the branches of the Mechanism, we will continue to be guided by the 2020-21 Registry Strategic Priorities recently issued by my predecessor.
Finally, I am aware of the professionalism, dedication, and commitment of the Mechanism workforce, and I have no doubt that I can rely on your support in executing my mandate as Registrar. I look forward to meeting you all and working alongside you.
Abubacarr Tambadou
Registrar
Save the Date: The #BuildBackBetter Challenge launches on 8 July
Join us on 8 July 2020 at 1 PM CET/ 8AM EDT to launch the UN system-wide #BuildBackBetter Challenge! At this kick-off event, you can learn more about the challenge, share ideas, ask questions, and explore the online platform. You can register online.
COVID-19 has presented unexpected challenges, but also opportunities. Have you asked yourself what the UN is going to look like in the future? What has this difficult time taught us that we want to hold on to?
The #BuildBackBetter Challenge seeks to leverage the creativity, experience and skills of colleagues from across the system to reimagine the UN together! Specifically, it seeks innovative and creative approaches in three areas:
1. Agile mindsets and practices: flexible programming, budgeting, and policy design for responsive decision-making;
2. Knowledge-sharing, collaboration, and resource pooling: to build back better and be more prepared for future crises; and
3. Support to colleagues in times of crisis by providing access to information, training, resources, and enabling better communication and dialogue.
Do you have ideas to address these challenges? Are you already working on a project that could help overcome them? Are you eager to share your energy and expertise? Join us at the launch event to learn more!
The challenge is open to all colleagues from all UN entities who are interested in collectively imagining the next UN.
Be a part of re-imagining the UN! We welcome staff at all levels, consultants, interns, volunteers, etc. … together, let’s #BuildBackBetter!
The challenge has been developed and is driven by an alliance of interested individuals, networks and departments across the UN system, such as the UN Development Coordination Office, the UN Innovation Network, #NewWork, the UN System Staff College, Young UN: Agents for Change, and the Office of Information and Communications Technology.
Are you prepared for a crisis which may affect you or your family?
Emergencies can happen at any time and affect any one of us. It is therefore essential that we - as an Organization and as individuals - are prepared for an unexpected crisis or emergency.
The Client Support and Special Situations Section of the Department of Operational Support (DOS), together with the Financial Risk Management Service of the Department of Management Strategy, Policy and Compliance (DMSPC), and the Client Services and Outreach Section, United Nations Joint Staff Pension Fund (UNJSPF) organizes recurring information sessions for UN Secretariat staff on Personal Preparedness and Financial Readiness. Participants are introduced to the basic elements of general administrative and financial readiness, as well as estate planning.
Each session covers a wide range of topics, with a specific focus on the importance of preparedness in case of an unexpected event disrupting the participants’ and their families’ lives. Participants are provided with information about their coverage in case of disability or death under the Pension Fund and given tips/ advice on how to put personal affairs in order in case of illness, incapacity, or death, or if affected by a natural disaster or a mass casualty incident. Topics include: Personal Preparedness, Financial Readiness, Health and Life Insurance, Malicious Acts Insurance, Appendix D- workers compensation and Estate Planning.
Such issues are critical if we are to safeguard our assets or put in place proper financial strategies to prepare for the possibility of a disruption of income for ourselves or our families.
Where:
The next round of the Personal Preparedness and Financial Readiness information session will be held virtually via Microsoft Teams. The invitation will be shared before the session.
When:
Monday, 3 August 2020
08.00-10.00 EST (NY time)
- Personal Preparedness facilitated by Leonid Dolgopolov, Crisis Preparedness and Support Unit, Client Support and Special Situations Section, Division for Special Activities, Department of Operational Support
10.00-11.30 EST (NY time)
- Personal Psychological Readiness by Maria Martinez Alonso, Staff Counsellor, Staff Counsellor’s Office, Division of Health-Care Management and Occupational Safety and Health, Office of Support Operations, Department for Operational Support
Tuesday, 4 August 2020
08.00-09.30 EST (NY time)
- Malicious Act Insurance Policy aspect of Personal Preparedness facilitated by Abim Ogogo, Chief, Risk Management Unit, Risk Management and Compensation Section, Department of Management Strategy, Policy and Compliance
Wednesday, 5 August 2020
08.00-12.00 EST (NY time)
- Personal Preparedness from UNJSPF perspective by Christine Höfer Cartner, Chief, Client Services and Outreach Section, UNJSPF
Thursday, 06 August 2020
11.00-12.30 EST (NY time)
- Personal Preparedness workers compensation under Appendix D to the UN Staff Regulations and Rulesby Gurpreet Sodhi, Chief, Risk Management and Compensation Section, Financial Risk Management Service, Department of Management Strategy, Policy and Compliance
Friday, 7 August 2020
08.00-10.00 EST (NY time)
- Financial Readiness facilitated by Syed Ashraf, Partner Solutions Associate, UNFC
Monday, 10 August 2020
08.00-11.00 EST (NY time)
- Health and Life Insurance aspect of Personal Preparedness by Genc Osmani, Chief, Health and Life Insurance Section, Finance Division, Department of Management Strategy, Policy and Compliance
How:
Staff can register in Inspira using the course code LMS-2311. A guide on how to register is attached for your reference.
If you have any questions, please email us at cpsu[at]un.org.
The Client Support and Special Situations Section is part of the Division for Special Activities. As a main operational arm of DOS, DSA provides direct services, manages relationships with non-Secretariat support partners, and coordinates cross-cutting support solutions delivered by DOS in special situations such as the start-up, transition, or closure of an entity, as well as crisis and emergency response.
Read about DOS on iSeek, on our website at http://operationalsupport.un.org and follow us on Facebook, Twitter and Instagram!
Covid-19 Child and teenage mental health Webinar
Join our COVID-19 and Mental Health webinar with a focus on supporting children and young people, on Thursday 9th July at 15:00 CET, where Cigna Europe’s psychotherapy nurse Amanda Baird and therapist Colin Mitchell will cover the following:
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Reminder: e-PAS submission to Human Resources by 8 July 2020
Dear Colleagues,
This is a reminder that all e-PASes are to be submitted electronically to Human Resources at the IRMCT-SAU email address (irmct-sau [at] un.org) by close of business (The Hague) Wednesday 8 July. A physical signature is not required as sending from your official email address will suffice.
We recognize that there have been some delays due to COVID19 regarding finalizing the end of cycle, however, a staff member's e-Performance rating is an integral component of the Mechanism's Downsizing Policy and therefore failure to submit the e-Performance report by the above deadline will preclude it from being considered in the upcoming Downsizing exercise. There will be no exceptions.
If you have outstanding e-Performance reports from previous cycles that you would like considered in the upcoming Downsizing exercise, please submit these to Human Resources by close of business Wednesday, 08 July 2020 as well. Further information on the Downsizing exercise will be communicated in due course.
Performance Management: End of Cycle Deadline and new Work Plan
Dear Colleagues,
2019-2020 End of Cycle
As you are well aware, we are in the middle of key aspects of the annual Performance Management Cycle. Each staff member should have met with their supervisors by now to discuss their End-of-Cycle Evaluation for the 2019-2020 cycle. This is essential as it is part of the Comparative Review process.
This year, because of COVID19, all e-PASes are to be submitted electronically to Human Resources at the IRMCT-SAU email address.
Please note that the deadline for submission of all e-Performance reports for the 2019-2020 cycle to Human Resources has been extended to close of business (The Hague) Wednesday 8 July 2020. We recognize that there have been some delays due to COVID19 regarding finalizing the end of cycle, however, a staff member's e-Performance rating is an integral component of the Mechanism's Downsizing Policy and therefore failure to submit the e-Performance report by the above deadline will preclude it from being considered in the upcoming Downsizing exercise. There will be no exceptions.
If you have outstanding e-Performance reports from previous cycles that you would like considered in the upcoming Downsizing exercise, please submit these to Human Resources by close of business Wednesday, 08 July 2020 as well. Further information on the Downsizing exercise will be communicated in due course.
2020-2021 Work Plan
Now is also the time to meet with your First Reporting Officer to establish your workplan for the new cycle. This time is meant to promote communication between staff members and supervisors on the goals and key results to be achieved and the success criteria by which individual performance will be assessed for the coming year. This clarity is important to ensure success for both yourself and for your section.
Some key points to bear in mind as the work plan is being prepared:
- Approved workplans need to be entered into Inspira as soon as possible
- If a staff member assumes new functions after completion of the workplan, managers should ensure that these new functions are captured at the mid-point review stage
- FRO: A First Reporting Officer (FRO) needs to be designated for each staff member at the start of the performance cycle (ST/AI/2010/5 Section 5.1)
- SRO: The Second Reporting Officer shall be the FRO’s supervisor or equivalent. (Section 5.3)
- The same person cannot act as both FRO and SRO.
- The majority of the SRO’s responsibilities are connected to holding the FRO accountable for their managerial responsibilities.
- The SRO is also responsible for resolving disputes between the staff member and the FRO.
- Up to two additional supervisors may be designated when a staff member works for more than one supervisor for more than 25 per cent of his/her time or for assignments of at least 30 working days, provided such arrangements are put into place with the agreement of the first reporting officer at the work planning stage or at the beginning of the additional assignment or when the staff member’s supervisor changes during the cycle. (Section 5.2)
- Staff Member Role at the Work Planning Stage
- Understanding the larger organizational goals;
- Soliciting clarification on individual performance expectations;
- Participating the discussion with the FRO to facilitate the development and finalization of the individual workplan and maintaining discussions during the reporting period;
- Taking steps to complete each stage of the process for which they are responsible without delay.
- It is essential to set goals, related actions and success criteria that are linked to the goals of the section/unit, to the departmental work plan, and ultimately to the Organization's objectives
- The format of the workplan may vary depending on the functions of the staff member, but must include:
- results-oriented elements such as goals/key results/achievements;
- actions to undertake to achieve each goal/key result/achievement; and
- measurement through a statement of success criteria, performance expectations and behavioural indicators to evaluate performance at the end of the cycle.
- Personal Development: You should discuss and agree with your FRO on a personal development plan for the current performance cycle, working together to identify competencies that can grow further in the coming year.
- A minimum target of five days for professional development per year is established for all staff members. As five days is a minimum target and not a maximum, managers are encouraged to provide appropriate learning and development opportunities to their staff, whenever possible. (ST/SGB/2009/9 section 2.2)
- In the current environment of COVID19, UN staff members need to take advantage of challenges for growth, adapting to a variety of challenges and assignments. Discuss with your FRO about opportunities to test and develop new competencies and skills through stretch assignments, mentoring, special projects or other activities.
- Plan on continuing the dialogue throughout the cycle, checking in to see how the workplan contributes to the goals of your section and department through the year, and making shifts in the workplan as needed.
- Please use the attached “UN Competency Development – A Practical Guide” as a tool as you set your workplan with your FRO. It is a rich list of resources on developing your skills and competencies. It clearly outlines positive and negative indicators for each competency, as well as providing concrete examples of behaviours typical for the different ratings that are part of the end of cycle.
(See attached file: UN competency development guide [.pdf])
For additional information regarding the Performance Management Cycle, please check the following links:
Workplanning:
https://hr.un.org/sites/hr.un.org/files/PM%20Setting%20Challenging%20Performance%20Goals.pdf
Personal Development Goals: https://hr.un.org/sites/hr.un.org/files/PM%20Personal%20Development%20Plan.pdf
Inspira User Guide:
https://hr.un.org/sites/hr.un.org/files/Inspira%209.2%20User%20Guide.pdf
If you have any questions, please feel free to contact myself or your HR Partner.
Best regards,
Sherrin Hill
Chief, Human Resources
Crisis preparedness guide for staff members and families
Dear Colleagues,
These days of COVID19 have brought home to many of us our concerns regarding what support would be given to our families in the event that we fell seriously ill or if we died while a staff member.
Crisis Preparedness Guide for Staff Members and Families:
These are serious concerns, and to help us understand the full benefits possible through our coverage as UN staff members, HQ has prepared the “Crisis Preparedness Guide for Staff and Families”. This is a summary document that explains most aspects of the regulatory framework as it relates sick benefits, death benefits, and support to staff and their families.
Because benefits are dependent on the specifics of a staff member’s type of contract and length of service (in some instances), this document is not exhaustive but it does provide important reference points to all of the policies, rules and regulations in this regard. It is important that you read this Guide as a companion to the documents that make up the regulatory framework. It is also very important that you share this document with loved ones, in case they are the ones who would need to advocate on your behalf or on the behalf of your dependents.
Funeral Costs for National Staff or GS Staff Members or Their Family Members
The provisions in the case of death for a serving professional or FS staff members are clearly laid out in various parts of the regulatory framework. For national or GS staff members, the rules and regulations of the UN allow IRMCT to pay “reasonable costs” related to funeral arrangements.
To ensure a consistent practice for any family caught in this sad situation, IRMCT will pay up to US$1000 for the funeral arrangements and burial within 50 km of the duty station for a staff member. This payment will be based on submission of relevant receipts and is on the review of Human Resources and the CAO. If burial takes place within the host country but beyond 50 km of the duty station, additional support of costs related to the transportation of the body may be considered on a case-by-case basis.
IRMCT shall normally pay a funeral allowance in the case of a documented death of a recognized dependent (spouse or child). This amount is dependent on the duty station and is also dependent on submission of relevant receipts to Human Resources.
Preparing for the Future: A Personal Information Checklist
There are often many financial or legal issues that arise in the midst of personal tragedies stemming from serious illness or death, and often families do not have the necessary information to work through these problems. To help ensure that you have available the necessary financial and legal documents during a period of crisis, we have prepared a checklist that may be useful to you. This is not exhaustive, but it can help you share important information with loved ones who may need to act on your behalf.
For those staff members who have minor dependents with them in the duty station, it is important that they bear in mind the requirements of the host country vis-à-vis guardianship in the event of the death of the parents. We advise staff members to seek local legal advice to ensure that the necessary legal instruments are in place to protect the interests of your children.
If you have any specific questions on how these issues would relate to your specific situation , please contact your HR Partner.
Crisis Preparedness Guide for Staff Members and Families [.pdf]
Staff Union "Working from Home Survey" Results
The Staff Union would like to thank all staff members who completed the Working from Home Survey. The responses provide an important insight into your experiences of remote work and your concerns about the eventual return to the office.
The attached results have been shared with the President, the Prosecutor and the Registrar and discussed with the COVID-19 Management team for their consideration of the valuable information raised in this survey in their planning.
Stay safe, stay well and stay connected.
Warm regards,
Gloria Otieno
President, UNCTSU
Guiding Principles to support work-life balance while working remotely
Dear Colleagues,
As we continue to work remotely and keep offices open virtually in the context of COVID-19 and public health measures implemented by host countries, many colleagues are balancing work with increased private responsibilities. This may include caring for children or the elderly at home, or additional stress due to concerns for their health and their loved ones, from whom they may have been separated for months. In light of these conditions, it is essential that all managers continue to exercise maximum flexibility to support their colleagues’ well-being, mental health and work-life balance. To continue enabling each other during these challenging times, DMSPC is providing “Guiding Principles to support work-life balance”.
The core working hours requirement has been lifted for duty stations with alternate working arrangements in place - to provide maximum flexibility for work schedules and to accommodate individual needs. To further support personnel in balancing their personal and professional lives, managers are invited to consider the following guiding principles:
- Avoid scheduling meetings outside of official office hours;
- Avoid scheduling meetings during lunch hours;
- Avoid scheduling meetings on the afternoon of the last day of the working week;
- Avoid sending work-related communications requiring immediate action (unless extremely urgent) during the weekends;
- Favourably consider requests by team members to avail of options in the Organization’s policy on flexible working arrangements, including compressed work schedule (see sections 3.2 and 3.3 of ST/SGB/2019/3). This option, which may be combined with alternative working arrangements or telecommuting, allows taking a half-day off every week or a full day off every other week, provided the overall weekly hours are completed on the other working days.
These guiding principles are meant to give UN personnel the opportunity to disconnect and take care of themselves and their loved ones at a time when the boundaries between professional and private time can be difficult to enforce. Notwithstanding the above, managers and their team members may jointly agree to schedule meetings as suits them best, for example to accommodate constraints at home or colleagues in different time zones.
Staff should ensure that telecommuting days and any other FWA option, as applicable are entered into Umoja. Staff should select the new “Telecommuting-COVID-19” type from the drop-down menu for recording their telecommuting on a weekly basis for the days worked.
These Guiding Principles are also available on the UN.org/coronavirus website and on iSeek.
COVID-19 MEDEVAC FAQs
Dear colleagues,
Please find attached a document issued by the UN COVID-19 Coordinators network providing a list of frequently asked questions in relation to the UN COVID-19 MEDEVAC procedure, for your reference and information.
Thank you in advance for your cooperation, and stay healthy!
Policy on hand hygiene and distancing while on Mechanism premises
In order to ensure your safety and that of our colleagues by limiting the risk of spreading COVID-19, all persons who wish to enter any Mechanism premises must follow basic principles as well as specific measures in regard to distancing and hygiene when on our premises. To this effect, a 'Policy on hand hygiene and distancing while on Mechanism premises' has been developed. Key elements thereof are the requirement to disinfect your hands upon entry into any Mechanism premises and to maintain 1.5m distance wherever facilities permit. The full text of the policy is attached.
Thank you in advance for your cooperation, and stay healthy!
Policy on hand hygiene and distancing while on Mechanism premises [.pdf]
Electronic Submission for Education Grant
Dear Colleagues,
Staff who are required to settle their Education Grant claims and wish to apply for an advance are requested to submit their applications electronically to their respective HR offices.
Arusha and Kigali staff should send their applications to HRArusha@un.org
The Hague and Sarajevo staff should send theirs to IRMCT-SAU@un.org
The applications can be submitted electronically (clear scan or photo) via email and should include all required documents duly filled, signed and stamped by the school's administration, .
If the school is unable to sign and stamp the forms, the same forms or a written confirmation of all relevant information can be provided by the school via email, from an official school email address.
If the school is not able to provide any form of confirmation, proof of costs and payments, as well as proof of child's attendance, should be provided in the form of invoices, admission letter with prices, brochure, or any other document indicating the name of the student, the period of attendance and the costs. Proof of payments can be provided in the form of invoices together with bank statements indicating the full amounts.
Please contact your HR Partner if you have any questions.
Sherrin Hill
Chief, Human Resources Section
Secretary-General Letter to Staff on the Plague of Racism
Dear Colleagues,
Following the virtual town hall meeting held on Thursday, 4 June 2020, in New York, I wish to share with you a rough transcript of what I said to the colleagues in New York. We gathered amidst the COVID-19 pandemic to focus on another urgent challenge – the plague of racism, prompted by a murderous act of police brutality that has led to widespread protests in the United States and, now, cities around the world.
The position of the United Nations on racism is crystal clear: this scourge violates the United Charter and debases our core values. Every day, in our work across the world, we strive to do our part to promote inclusion, justice, dignity and combat racism in all its manifestations.
I also want to be clear about the recent guidance issued by the Ethics Panel and relevant Departments. It does not in any way indicate that staff are to remain neutral or impartial in the face of racism. To the contrary, there is no ban on personal expressions of solidarity or acts of peaceful civic engagement, provided they are carried out in an entirely private capacity; rather, the guidance was meant to emphasize the need to balance such activities with one’s best judgement as international civil servants and
our official duties.
The United Nations has a proud record of fighting racism and all forms of discrimination, from our leading role in the struggle against apartheid to the welcome extended to Dr. Martin Luther King, Jr. Indeed, our own illustrious former colleague –Ralph Bunche – was the first person of colour to be awarded the Nobel Peace Prize and a front-line figure in the civil rights struggle.
You will see in the attached transcript that I am calling for a deep and sincere discussion among colleagues about racism, including at the United Nations. I look forward to continuing our dialogue and, together, strengthening our Organization to face the critical challenges of our age.
Yours sincerely,
António Guterres
SG letter to all UN staff members on the plague of racism [.pdf]
Requirement for valid travel documents in case of medical evacuation or other urgent official travel requirements
Further to previous broadcast messages, we would like to take this opportunity to remind all UN personnel of the critical importance of holding valid international travel documents at all times.
In light of the current COVID-19 pandemic and in recognition of the need for all individuals to take steps to prepare for emergency and/or urgent travel, colleagues are reminded they should proactively ensure their travel documentation is valid and easily accessible. Experience to date highlights that the absence of such documentation may impede medical evacuation should this be necessary, or any other urgent official travel.
Therefore, UN personnel should proactively take steps to ensure they hold a current national passport compliant with relevant national and international laws to facilitate international travel. While entry requirements for countries vary, it is advisable for a national passport to be valid for at least 6 months from the date of travel, and have at least 2 blank pages remaining. The same applies to travel documents of eligible family members, for the purposes of medical evacuation, which are deemed to comprise a spouse and recognized dependent children for whom the staff member receives a dependency allowance or special dependency allowance, and not a secondary dependent of a staff member who is not eligible for medical evacuation by the UN (Section 2.4 of ST/AI/2000/10).
UN Secretariat staff members (both international and locally recruited) are also reminded to upload a copy of their national passport in Umoja via the Employee Self-Service tab > Personal Information > Personal Data > Personal Identification.This allows immediate access to current staff travel document information and facilitates the speedy processing of urgent requests. UN Laissez-Passer information is automatically uploaded to Umoja and should not be manually entered or changed.
A step-by-step job aid on “how to add your national passport information in Umoja” is attached for your reference and is also available using this link.
Staff members who are expecting to travel on official business as soon as global travel restrictions are lifted and whose United Nations Laissez-Passer (UNLP) has already expired, or will expire before 31 July 2020 and has less than two blank pages left should request the issuance of a new UNLP by following the instructions contained in the broadcast message, ‘Update on Laissez-Passer, G4 Visa & Non-US Visa Processing’ dated 29 May 2020. https://iseek.un.org/announcement/update-laissez-passer-g-4-visa-non-us-visa
Locally recruited staff members who incur passport fees for new passports due to official travel may be reimbursed in accordance with section 10(f) of ST/AI/2013/3 on Official Travel.
Other categories of UN personnel (e.g. Consultants and Individual Contractors, UNVs etc.) are also advised to ensure possession of a valid passport with a minimum of six months validity and two blank pages for visas and are requested to provide a copy of their passport to their relevant administering office.
Further questions on this matter should be directed to your Executive Offices or local HR sections, as appropriate.
Preserving the privacy and confidentiality of COVID- 19 infected UN personnel and dependents
Dear colleagues,
The United Nations Medical Directors (UNMD) have issued a document with respect to preserving the privacy and confidentiality of COVID- 19 infected UN personnel and dependents. The UNMD stresses in the document that personal details on COVID-19 infected individuals and their dependents must remain strictly confidential, including while performing contact tracing.
Please see the UNMD document attached:
Preserving the privacy and confidentiality of COVID-19 infected UN personnel and dependents [.pdf]
REMINDER: Instructions on how to join tomorrow’s Virtual Townhall meeting
The Town Hall with the Mechanism Principals will be held on the WebEx platform.
We recommend that you test your device or computer before the meeting to see if you can connect to the service.
To help you do so, we will open the WebEx session at 09:30 (The Hague) / 10:30 (Arusha), in order for you to check your connection.
Session link:
https://eclac.webex.com/eclac/onstage/g.php?MTID=e50ed241483474c5b0d4a4745dca081b4
After clicking the link you will be taken to a page where you will need to provide your name and email address in order to join the meeting. Click “Join Now”
- If you have already installed the WebEx extension, you will be taken to the Town Hall meeting room.
- If you have NOT installed the WebEx extension yet, you will be prompted to do it then. Please note, this will take a few minutes.
At 10:00 (The Hague) / 11:00 (Arusha), the Virtual Town Hall meeting will start!
In order to install the WebEx extension in advance, you can do so from the WebEx website here: https://www.webex.com/content/webex/c/en_US/index/downloads.html/
Be sure to download the Meetings application (not WebEx Teams).
Using your remote machine is not recommended as the connection will not be of sufficient quality for the best experience.
Thank you!
Virtual Town Hall meeting on 11 Jun 2020 – access, agenda and format
Dear Colleagues,
As previously announced, a joint Virtual Town Hall meeting by the Mechanism Principals will be held for staff members in all Mechanism duty stations on Thursday 11 June at 10 am (The Hague/Sarajevo/Kigali) / 11 am (Arusha).
The Town Hall meeting will take place on the WebEx online meeting platform. Given the large number of expected participants, and in order to ensure security and reliability of the connection to the meeting, even for staff with lower internet speed, all attendees’ cameras will be switched off, with the exceptions of the cameras of the Principals, the moderator and the senior staff responding to questions.
We encourage all staff members to connect approximately 5 minutes prior to the announced starting time. Please follow the link below to join on the day of the Town Hall meeting:
https://eclac.webex.com/eclac/onstage/g.php?MTID=e50ed241483474c5b0d4a4745dca081b4
Please read carefully the attached instructions on how to use WebEx and how to log into the Town Hall meeting room.
This will be the first time that the Mechanism is holding an all-staff Virtual Town Hall meeting. In light of the specificities of this format - please find attached more detailed information on how the Virtual Town Hall meeting will be carried out.
We encourage all staff members to join the Town Hall and share this moment with the rest of our Mechanism family.
Message to staff regarding information security and confidentiality matters when working remotely
During this time, as most Mechanism staff members are working remotely, it is important to step up awareness of digital and information security. The attached document has been prepared by ITSS and Security and Safety Section to remind all personnel working remotely during the COVID-19 outbreak of their responsibilities for information security and confidentiality.
Virtual Town Hall meeting - Thursday 11 June 2020
Dear Colleagues,
A joint Virtual Town Hall meeting by the Mechanism Principals will be held for staff members in all Mechanism duty stations on Thursday 11 June at 10 am (The Hague), 11 am (Arusha).
In line with the COVID-19 preventive measures, including the current remote working arrangements, the Town Hall will be held virtually.
Although taking place online, the Town Hall will, as usual, provide an opportunity for the Principals to share details and reflect on recent developments and upcoming challenges; as well as respond to your questions and suggestions for the improvement of the Mechanism's functioning. In addition to the Principals, the Chief Administrative Officer and other senior officers will also be available to respond to staff members’ questions.
We invite and encourage you to submit any questions you would like the Principals to address during the Town Hall via the electronic form below. Questions may be submitted anonymously.
Those who wish to submit questions should do so by COB on Tuesday 09 June 2020.
To submit a question, please use the link below (it is advisable to use Google Chrome):
https://forms.gle/G7Aai3LYQzRGxFuM9
The Town Hall will take place using the WebEx online meeting platform. The link to the meeting, along with instructions on how to log in, and the rules of etiquette for the Virtual Town Hall will be provided in a follow-up message.
This will be the first time that the Mechanism is holding an all-staff virtual meeting. It will also be the first time since the introduction of the remote working arrangements, that many of us will have a chance to meet online with so many other colleagues.
We encourage all staff to join the Town Hall and share this moment with the rest of our Mechanism family.
COVID-19 MEDICAL EVACUATION (MEDEVAC) FRAMEWORK FOR UN PERSONNEL
Dear colleagues,
The Secretary-General has recently approved the proposal of the United Nations System-Wide MEDEVAC Task Force for a comprehensive Plan of Action concerning medical evacuations and related treatment options for United Nations personnel and dependents in response to the COVID-19 pandemic.
The implementation of the Plan of Action is already in progress, with several key elements, such as the network of local COVID-19 Coordinators and the Joint COVID-19 United Nations MEDEVAC Coordination Centre, already in operation. Current United Nations medical capacities on the ground are also in the process of being strengthened.
In light of this, the United Nations System-Wide MEDEVAC Task Force has issued a Note on COVID-19 Medical Evacuation Framework for UN Personnel, to share tangible information on what the United Nations system is doing to ensure access to treatment and care. This MEDEVAC Framework covers all UN personnel and their eligible dependents, no matter where they are located. According to a standardised model of care (MOC) developed by the UN Medical Directors Network (UNMD), in consultation with the World Health Organization (WHO), treatment options are being made available to all UN personnel and their eligible dependents who may become COVID-19 patients depending on the severity of case as determined by clinical needs.
For more information, please see the attached Communique in English and French.
Dealing with suspected COVID-19 cases on-site
While our presence in the office is greatly reduced, it is paramount that we are well prepared to deal with any suspected COVID-19 incident on site. This broadcast serves to inform all staff that a detailed plan thereto is in place in Arusha and The Hague. This plan has been jointly developed by the Security and Safety Sections and Medical Units, with the support of the General Services Sections, and involves a number of practical procedures for dealing with the situation and any required follow up action.
In order for the plan to be effective the essential points for each member of staff to remember are as follows:
1. Prior to arriving at work. If you feel unwell or are unsure about your medical status, do not come to work. Stay home and contact the Medical Unit for advice.
2. When at work: If you start feeling unwell at work. STAY WHERE YOU ARE. DO NOT GO TO THE MEDICAL UNIT. Assistance will come to you. Contact Security or the Medical Unit by telephone. A pre-arranged, coordinated response by Security and the Medical Unit, to ensure your well-being and that of your colleagues, will be initiated. You will be told what to do and how to do it when they reach you. Other staff who may be working in the same office etc will also be told what they need to do at that time.
3. The reason why: The reason for staying where you are and not going to the Medical Unit is to prevent possible contamination of the Medical Unit.
4. When at home - Arusha: If you start feeling unwell at home DO NOT GO TO THE MEDICAL UNIT. Contact Security or the Medical Unit by telephone. A pre-arranged, coordinated response by Emergency Ambulance Services and/or Security and the Medical Unit, to ensure your well-being and that of your family, will be initiated. You will be told what to do and how to do it when they reach you.
Thank you in advance for your cooperation.
Ethics Panel of the United Nations Guidance to Staff on Current Demonstrations
In recent days, demonstrations as a result of the death of George Floyd have occurred in New York City, in other locations in the United States, and in other cities around the world. In these uncertain times, staff members may be wondering whether they can participate in public demonstrations that may be organized in their duty stations.
The Secretary-General made clear the position of the United Nations through his tweet to the public, emphasizing that, “We must raise our voices against all expressions of racism and instances of racist behaviours,” followed by his other statements. The Secretary-General speaks for the United Nations on this matter.
As international civil servants, we are called upon to uphold and respect the principles set out in the Charter of the United Nations Charter, including faith in fundamental human rights, in the dignity and worth of the human person and in the equal rights of men and women.
For those staff members who wish to additionally personally publicly express their solidarity with the views of the United Nations while upholding the declaration of our “promise to respect the obligations incumbent upon” us, as staff members, “as set out in the Staff Regulations and Rules,” the Ethics Panel of the United Nations guidance and a reminder of our legal obligations, available here.
2020 Annual Insurance Campaign starts on 1 June
The 2020 Annual Insurance Campaign for all Health Insurance Plans administered by the United Nations Headquarters and United Nations Office in Geneva will be held from 1 to 30 June.
The campaign is the annual opportunity for the eligible active staff to:
- enrol,
- make changes to their existing coverage,
- add and remove eligible dependents or
- terminate the coverage
in one of the following health insurance plans:
- Aetna,
- Empire Blue Cross,
- Cigna US Dental,
- HIP,
- the UN Worldwide plan,
- and - for staff in Geneva - UNSMIS.
Detailed information can be found in the Information Circular: ST/IC/2020/13.
What action is required from you?
Prior to enrolling or making changes to your insurance plan, please note that it is your responsibility to understand the benefits and limitations of each health insurance plan as well as respective premiums.
You are reminded to log in to the Umoja Employee Self Service (ESS) portal to confirm your present health insurance coverage and indicative data, such as spelling of names, mailing address, etc. by taking the following step
-
Review your current health insurance participation status through Umoja ESS
-
Log on to the ESS Portal
-
Click the Employee Self-Service SM tab
-
Click Benefits & Payments
-
Click Confirmation Form in the Benefits sub-section
-
View the Benefits Confirmation Statement, which will display in pdf format
-
-
Review and update, if necessary, your mailing address through Umoja ESS
-
Review your eligible dependents to ensure that they are properly reflected (i.e. spelling of names, date of birth, gender, etc.) in Umoja ESS
-
Umoja allows you to print a confirmation form for your records
The 2020 Annual Insurance Campaign will only be conducted through Umoja ESS during the month of June 2020.
The effective date for all changes made during the 2020 Annual Insurance Campaign shall be 1 July 2020.
Should you enrol in a UN administered health insurance plan?
During the campaign, staff who are eligible to participate but are not enrolled in one of the above-mentioned plans may enrol in the plan of their choice, except for HIP which is a closed plan.
Although participation in a UN health insurance plan is not mandatory, the Health and Life Insurance Section strongly recommends that eligible staff members take this opportunity to carefully consider their family’s health insurance needs, as the campaign is the only opportunity to make desired changes without a qualifying event as reflected in the ST/IC/2020/13.
While it is not mandatory by the UN, local legislation in your duty station may require that you are adequately insured.
As a staff member, it is your responsibility to ensure you and your family are sufficiently and adequately insured.
Where can I find more information?
Join us on 4 June for iSeek Live: COVID-19, Development and the Field
On Thursday, 4 June, join the iSeek Team for an online information session for UN staff that touches upon life and work on the ground during COVID-19.
This week's iSeek Live brings together experienced leaders to discuss how they are managing the response to the COVID-19 pandemic in the field and development contexts.
Host Helga Leifsdottir, from the Department of Global Communications, will be joined by special guests:
- Richard Dictus, Deputy Special Representative of the United Nations Assistance Mission for Iraq (UNAMI) and United Nations Resident Coordinator and Humanitarian Coordinator, a.i.
- Ulrika Richardson, Resident Coordinator and UN Development Coordinator in Kosovo
This conversation is relevant for UN personnel in the field and major duty stations alike.
If you have a question, you may submit it ahead of time in the Q&A chat section of the Teams event.
What: iSeek Live: COVID-19, Development and the Field
When: 4 June at 10 am (New York time)
Where: Everywhere via Microsoft Teams Live
How: On the day of the event, join by following the instructions below.
To join the online meeting via Microsoft Teams Live:
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials
Microsoft Teams Live events are open to staff from the UN Secretariat, as well as agencies, funds and programmes. More information on attending a live event in Teams.
If you would like to join by mobile, we recommend you download the MS Teams app to your phone or device. Questions? Contact us at iseek [at] un.org.
Invitation to join Verified - UN Campaign to Combat Misinformation
Dear Colleagues,
The global spread of the Coronavirus (COVID-19) and the resulting isolation from family and friends has led to a corresponding increase in online communication on social media and other digital platforms. The near-universal access to these communication channels is a boon to families who are living apart due to global lockdowns and social distancing guidelines. It is however these very characteristics of online platforms that open up avenues for misuse and abuse, which could cause untold harm if widely shared content is not fact-checked. In the case of COVID-19, the consumption of social media content that is not based on facts could be a matter of life and death.
For this reason, the United Nations Department of Global Communications has launched the Verified initiative. The project is designed to combat a torrent of COVID-19 misinformation on the Internet by increasing the volume of trusted, accurate information posted online. In launching Verified on 21 May 2020, Secretary-General, António Guterres, stated that, “we cannot cede our virtual spaces to those who traffic in lies, fear and hate”. He went on to say that “Misinformation spreads online, in messaging apps and person to person. Its creators use savvy production and distribution methods. To counter it, scientists and institutions like the United Nations need to reach people with accurate information they can trust”.
Staff memebrs are encouraged to join Verified and thus contribute to spreading reliable information about COVID-19 to your friends, families and social networks, with the goal of saving lives and countering misinformation. Cut through the barrage of information on Coronavirus that you encounter each day and decipher fact from conjecture by becoming an Information Volunteer. Further details and sign-up instructions are available at the following links:
For more information about the Verified initiative, COVID-19 misinformation and what you can do about it - you are invited to join an online meeting on Wednesday, 3 June (10 AM New York time) via Microsoft Teams.
Maher Nasser, Director of the Outreach Division, Department of Global Communications, and special guest Melissa Fleming, Under-Secretary-General for Global Communications, will present the Verified initiative, and share how – with your help and support – we can counter misinformation that is impeding the pandemic response and stirring unrest.
If you would like to ask questions ahead of the session, type them in the Q&A.
What: iSeek Live: Join the fight against COVID-19 misinformation
When 3 June at10 am (New York time)
Where: Everywhere via Microsoft Teams Live
How: On the day of the event, join by following the instructions below.
To join the online meeting via Microsoft Teams Live:
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials
THE HAGUE - COVID-19 tests now available in the Netherlands to all with symptoms
As of 1 June 2020, persons with symptoms of COVID-19 may be tested in the Netherlands without prior approval from their General Practitioner. The test is intended for individuals who are experiencing symptoms (e.g. fever, cough, sore throat, shortness of breath). While the test is not intended for persons without symptoms, those with reason to believe they might be infected may also request to be tested. Tests are conducted by the GGD and require an appointment. For an appointment call 0800-1202, available from 08:00 - 20:00 hrs daily.
In the Hague region, there are two test locations:
1. A drive-through facility only accessible by car, open 7 days per week. The to-be-tested individual is requested to come alone. Gildeweg 1 (behind the Van der Valk Hotel) 2632 BD Nootdorp.
2. A mobile unit will be available as of 8 June, reachable by bike, car or walking. This unit will split its time (in half-day periods) between:
- Across the Naaldwijk townhall, Laan van de Glazen Stad 1, Naaldwijk; and
- HMC Antoniushoeve (hospital), Burgemeester Banninglaan 1, Leidschendam
Tests are conducted free of charge. An identification document must be presented upon arrival. It is further advised to have your BSN (burger service nummer) at hand when making the appointment. The test consists of a swap of the back of the throat and nose. Results will be communicated within 24-48 hours. If negative, you will receive an email. If positive, you will be called and must self-isolate for two weeks. The GGD further advises to quarantine for the period between the test and receiving the results. Staff who test positive, or who live with someone who has tested positive, are kindly requested to inform the Medical Unit at: medicalunit [at] un.org.
THE HAGUE - Revised measures announced by the Dutch Government
On 19 May 2020 the Dutch government confirmed relaxations of the measures taken to combat the COVID-19 outbreak. These measures will enter into effect this coming Monday, 1 June 2020, with further relaxations envisaged for 1 July 2020 and beyond. In case circumstances deteriorate, any decision to relax measures may be reversed.
Please find attached an infographic, which clearly explains the timeline of 'what can we do when'. (Kindly note that this infographic pre-dates the very recent decision of authorities to advance the re-opening of gyms to 1 July, instead of 1 September).
Of note:
1. As of Monday, 1 June, tests are offered to all individuals in the Netherlands with symptoms of or with reason to expect they might have been exposed to COVID-19. Further details will be shared via broadcast early next week.
2. As of Monday, 1 June, wearing of face masks will be mandatory in Dutch public transportation. The fine for not doing so will be Eur 95.
Further information regarding the Dutch policies and guidelines -- including the extended EU-travel ban for non-essential travel from third countries until 15 June 2020 -- is published on www.government.nl and www.rivm.nl
THE HAGUE - From the Staff Union: Online Property Market Presentation
The Staff Union of the Mechanism ("UN-CTSU") is pleased to announce that José de Boer, a financial advisor and Founder/CEO of FVB de Boer Financial Consultants, will be hosting a property market presentation to provide interested staff members with more information about current market trends emerging within The Hague during the current COVID-19 pandemic.
The presentation will be broadcasted via zoom on Thursday, 4 June at 15h00 and our very own Ljubomir Vukosavljevic will be acting as moderator.
The UN-CTSU would also like to send its sincere appreciation to UNFCU and to José de Boer for providing staff with this opportunity.
Please see below for more specific instructions regarding the presentation and we look forward to, hopefully, seeing everyone on Thursday.
Kind regards and stay healthy,
UN-CTSU
Presentation: Online Property Market Presentation
Date Thursday, 4 June 2020
Time & Location 15:00 until 16:00 via Zoom*
To join the presentation, please click on the following link : https://us02web.zoom.us/j/88253135555
We invite you to send any questions you would like to ask Jose de Boer before Tuesday COB to: bentefrit [at] un.org.
Should you wish to arrange a one on one consultation after the presentation with our FVB de Boer presentation or need assistance from UNFCU, please email Laura Dunbar, our UNFCU Member Service Representative on viennaoffice [at] unfcu.com
Message to staff regarding underlying medical conditions
Dear colleagues,
As previously advised, we would like to reiterate that if any of you (or your recognized dependents) have an underlying medical condition which puts you at higher risk of severe illness from COVID-19 (e.g. heart disease, lung disease, diabetes, obesity, or if immunocompromised), or if you have any other medical concerns, please contact the Medical Unit.
Please speak to the Medical Unit even if you are not sure whether your medical condition puts you at a higher risk.
The possibility of remote working from within or outside the duty station will be considered and approved in all appropriate cases.
We are also looking to support staff and keep safe those whose posts limit their ability to work remotely. There are alternative options in these cases and it is important that you contact the Medical Unit if you fall under one of the risk categories.
Please stay safe!
Medical Unit contact information:
Arusha branch: +255 27 256 5339, +255 27 256 5302, +255-784401204, +255-767269642
Hague branch: medicalunit [at] un.org
THE HAGUE - Survey on the impact of the coronavirus crisis on internationals in The Hague region
Dear all,
The coronavirus has affected each of us in different ways. But how has it affected the international community in The Hague region?
We want to understand how it is to live far away from your home country during a health crisis without the possibility to travel.
We want to understand the impact of the coronavirus crisis on the lives of international staff and their family members.
Our mission is to make internationals feel at home in The Hague region. Therefore, we would like to learn about your experience so that we can accommodate our services to your need for support, information and guidance in the coming months.
The survey should take approximately 5 minutes to complete. The survey will run until 5 June.
Participation in this survey is anonymous and the response shall be processed with strict confidentiality and in compliance with the General Data Protection Regulation (GDPR).
Survey
Facebook: https://www.facebook.com/TheHagueInternationalCentre/posts/560819561245094
LinkedIn: https://www.linkedin.com/feed/update/urn:li:activity:6666238114375180288
Thank you for your time.
Met vriendelijke groet, kind regards,
2020 Language Proficiency Examination: Registration will be open Monday, 1 June 2020
Are you interested in taking the examination in one of the six official UN languages this year?
The registration period for the 2020 United Nations Language Proficiency Examination (LPE) will be open Monday, 1 June 2020 in inspira.
As this is the first time the LPE is being offered using an online testing system, participants will have the opportunity to familiarize themselves with the online testing system by taking online practice tests in advance.
The purpose of the LPE is to test an applicant’s written and spoken knowledge in any of the six official languages of the United Nations.
In accordance with ST/AI/2016/9, staff members who pass one or more examinations may qualify for a language allowance.
The written part of the 2020 United Nations Language Proficiency Examination is scheduled to take place as follows:
- Wednesday, 7 October 2020: Chinese, Spanish
- Wednesday, 14 October 2020: Arabic, Russian
- Wednesday, 21 October 2020: French
- Wednesday, 28 October 2020: English
The essay questions will require typing answers using a computer keyboard. It is highly recommended that staff interested in taking the 2020 LPE start familiarizing themselves with typing in the target language. For instructions on how to change the keyboard input methods, please refer to:
Any interested and eligible candidates are encouraged to apply as early as possible. The deadline for submission of applications in inspira is 22 June 2020.
For more information on the 2020 LPE, including eligibility requirements, sample exams, participating LPE Local Centres, participating entities and registration procedures, please go to the Language Proficiency Examination website on the HR Portal.
Responses to frequently asked questions on COVID-19
Dear colleagues,
A document has been prepared containing responses to frequently asked questions posed by staff members regarding COVID-19, measures taken by the Mechanism and the related rules and procedures.
The responses to frequently asked questions will be added as an additional section to the COVID-19 portal on the Tribunet and on the externally accessible webpage and will be updated regularly to provide any new or revised information.
Registrar’s message to mark the International Day Against Homophobia, Biphobia and Transphobia (“IDAHOBIT”)
Dear colleagues,
Every year on 17 May, the world comes together to celebrate the International Day Against Homophobia, Biphobia and Transphobia (IDAHOBIT), marking the decision of the World Health Organization to remove homosexuality from the International Classification of Diseases.
This year, the global theme of IDAHOBIT is Breaking the Silence. As Registrar of the Mechanism, I express my full and firm commitment to this message. The United Nations mandate is to promote fair and equal treatment for all, but we must also ensure a work environment where each person feels safe, included and valued.
In his recent speech, the United Nations Secretary-General, Mr. António Guterres, asked “everyone, everywhere, to stand up against hate, treat each other with dignity and take every opportunity to spread kindness.” We must continue to stand up and speak up against intimidating and discriminatory behavior directed against our fellow LGBTIQ+ staff, support and protect our colleagues. It is all the more relevant now, when COVID-19 and social distancing have created unprecedented challenges affecting individuals around the globe.
As a result of the outbreak of COVID-19, we were forced to suspend the workshops on “Diversity and Inclusion.” Whenever it is possible and safe for staff to return to work, these workshops will continue to be offered across the Mechanism, promoting understanding, and fostering open communication.
The Mechanism also continues to cooperate with UN-GLOBE, the inter-agency group representing lesbian, gay, bisexual, transgender, and intersex people in the UN system. I welcome the UN-GLOBE’s recent decision to appoint Mr. Steven Beyba as their Coordinator ad interim for the Mechanism. Please take a few minutes to read the UN-GLOBE’s statement for IDAHOBIT, attached to this message.
Our Focal Points for Diversity, Inclusion and LGBTIQ+ Issues in Arusha and The Hague – Mr. Tom Adami and Mr. Steven Beyba – are always there to advise and assist staff, as necessary. Do not hesitate to reach out to them, if needed.
I would also like to invite you all to join two webinars on promoting and maintaining a workplace free from all forms of discrimination and harassment, which will take place on Monday, 18 May 2020. One of the webinars is organized by UN-GLOBE, with UN Assistant Secretary-General for Human Resources Management, Ms. Martha Helena Lopez, and the other one is organized by the Interagency Diversity and Inclusion Network of The Hague. More information about the webinars and registration can be found in the attached notes.
The Mechanism will not stop in its endeavor to create and sustain a safe, harmonious and inclusive work environment for our LGBTIQ+ colleagues and I ask you all to contribute to these efforts.
Femi Elias
UNCTSU Survey: Working from Home
The UNCTSU is undertaking a survey to gather information from staff about their current work arrangements. This survey is anonymous and designed to gain insights into the challenges that staff members are facing due to the COVID-19 pandemic. The results will be used in discussions with Management to further improve working arrangements, especially as most staff continue to work remotely and to raise any concerns staff may have as plans are made to return to the office.
Thank you for taking your time to complete this survey, which will take 15 - 20 minutes.
Personal Preparedness and Financial Readiness information sessions (18-22 May 2020)
Are you prepared to respond to a crisis situation that affects you and your family?
Emergencies can happen anytime and affect any one of us. It is therefore essential that we, as an Organization and as individuals, are prepared for an unexpected crisis or emergency situation.
The Client Services and Special Situations Section in the Department of Operational Support (DOS), together with the Financial Risk Management Service of the Department of Management, Strategy, Policy and Compliance (DMSPC), regularly organizes information sessions for UN Secretariat staff on Personal Preparedness and Financial Readiness. Participants are introduced to the basic elements of general administrative and financial readiness, as well as estate planning.
Each session covers a wide range of relevant subjects, with a specific focus on the importance of being prepared in case of an unexpected event disrupting participants’ and their families’ lives. Participants are provided with information about their coverage in case of disability or death under the Pension Fund and given tips and concrete advice to put their personal affairs in order in case of illness, incapacity, or death, or if affected by a natural disaster or a mass casualty incident. Topics include: Personal Preparedness, Financial Readiness, Health and Life Insurance, Malicious Acts Insurance, Appendix D- workers compensation and Estate Planning.
Such issues are critical if we are to safeguard our assets, ensure their proper distribution, or arrange proper financial strategies to prepare for the possibility of a disruption of income for ourselves or our families.
The next round of the Personal Preparedness and Financial Readiness information sessions will be conducted on the MS Teams platform. Invitations will be shared before each session. Staff can register in Inspira using course code LMS-2311. A guide on how to register is attached for your reference.
|
18 May 2020 |
Inspira code LMS-2311-30 |
09.00-10.30 EST (NY time) Personal Preparedness facilitated by Leonid Dolgopolov, Crisis Preparedness and Support Unit, Client Support and Special Situations Section, Division for Special Activities, Department of Operational Support |
|
19 May 2020 |
Inspira code LMS-2311-31 |
09.00-10.30 EST (NY time) Malicious Act Insurance Policy session facilitated by Abim Ogogo, Chief, Risk Management Unit, Risk Management & Compensation Section, Department of Management Strategy, Policy and Compliance |
|
20 May 2020
|
Inspira code LMS-2311-33 |
09.00-12.00 Personal Preparedness from UNJSPF perspective by Christine Höfer Cartner, Chief, Client Services and Outreach Section, UNJSPF |
|
21 May 2020 |
Inspira code LMS-2311-32 |
11.00-12.30 Workers compensation under Appendix D to the UN Staff Rules and Regulations session by Gurpreet Sodhi, Chief, Risk Management and Compensation Section, Financial Risk Management Service, Management Strategy, Policy and Compliance |
|
22 May 2020 |
Inspira code LMS-2311-34 |
10.00-12.00 EST (NY time) Financial Readiness facilitated by Joseph Marasciullo, CFP UNFCU |
If you have any questions please, email to cpsu@un.org.
The Client Support and Special Situations Section (CSSSS) is part of the Division for Special Activities, Department of Operational Support (DOS). The Division for Special Activities, as a main operational arm of DOS, provides direct services, manages relationships with non-Secretariat support partners, and coordinates cross-cutting support solutions delivered by DOS in special situations such as the start-up, transition, or closure of an entity, as well as crisis and emergency response.
Read about DOS on iSeek, on our website at https://operationalsupport.un.org and follow us on Facebook, Twitter and Instagram!
How to register for Personal Preparedness and Financial Readiness information sessions
UNOMS Satisfaction survey
Dear Colleagues,
The Office of the United Nations Ombudsman and Mediation Services (UNOMS) offer services to all UN employees who are facing a workplace conflict. We work under the principles of independence, neutrality, confidentiality and informality and look for ways to empower you in your situation, so you can be better equipped to address/resolve the issue you’re facing. Our objective is to support a positive and enabling work environment for all.
During this pandemic, new and ongoing work-related issues may affect you and/or your team, and it may feel even more difficult to address them directly. UNOMS is using this time to be reflective on how we can better serve you. To that end, we are reaching out to understand what has been working and where we need to improve.
We are mainly interested to hear your experience using our informal conflict resolution services. Every exchange with the office is confidential, including this survey.
https://www.surveymonkey.com/r/GWW8BCX
So please do take a few minutes of your time to fill it out by 25 May 2020. We guarantee you that it will be time well spent!
If you have any questions about the survey, you can contact Ms. Agnethe (Aga) Ellingsen on agnethe.ellingsen@un.org
Thank you!
CORRECTION: Starting time is 9 am (NY time) - Join us for iSeek Live: UN 75th Anniversary in a time of COVID-19
On Thursday, 14 May, iSeek will host an online information session for staff members on COVID-19, mental health, and the global conversation around the United Nations’ 75th anniversary.
Special guest Fabrizio Hochschild, Special Adviser to the Secretary-General on the Commemoration of the United Nations 75th Anniversary, will bring us up to date on how UN75 celebrations are changing due to the global pandemic and how we can all be involved.
In this session, the Under-Secretary-General would also like to share his personal experience living in high-stress environments, such as war zones, and the devastating impact this has on mental health. The hope is that hearing how he came through these issues will help those who are struggling in this difficult time.
If you have a question for Mr. Hochshild, you may submit it in the Q&A chat of the Teams event.
What: iSeek Live: UN 75th Anniversary in a time of COVID-19
When: 14 May at 9 am (New York time)
Where: Everywhere via Microsoft Teams Live
How: On the day of the event, join by following the instructions below.
To join the online meeting via Microsoft Teams Live:
- On 14 May, access the meeting by clicking this link.
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials
Microsoft Teams Live events are open to staff from the UN Secretariat, as well as agencies, funds and programmes. More information on attending a live event in Teams.
If you would like to join by mobile, we recommend you download the MS Teams app to your phone or device.
Be well,
iSeek Team
iseek@un.org
HR Announcement No. 2 (May): Reporting COVID-19 to Medical Services and Reporting Telecommuting in UMOJA
The UN has initiated new reporting protocols for staff members as part of its management and tracking strategy regarding COVID-19:
- Reporting exposure and/or symptoms related to COVID-19
- Reporting telecommuting due to offices being virtually open due to COVID-19
Please review the instructions below. These new processes are effective immediately. If you have any questions, please contact your HR Partner or myself.
Self-Report Tool for Staff Members regarding COVID-19
The UN has launched a self-reporting tool using the EarthMed Portal in order to improve overall reporting of COVID-19. All staff in UN, UNICEF, UNDP and WIPO (and soon also IAEA, UNFPA and UNWOMEN) are required to report COVID-19 illness, test results and household exposures via the portal - medical.un.org
It is essential that staff members log into the COVID-19 questionnaire to report in the following situations:
- Diagnosis of COVID-19 that has been confirmed through testing
- Suspected COVID-19 because of symptoms and advised by a doctor to self-isolate
- Exposed to COVID-19 to a confirmed COVID-19 case (of an individual who had been tested and found positive). This is especially important for family contacts.
Please use your UN email address and UNITE password to login.
This questionnaire also covers dependents, however, staff members will need to report on their behalf.
Questionnaires will be routed through Earthmed to the relevant Medical Unit in IRMCT and you will be contacted by the Medical Officer or the Nurse.
Telecommuting Reporting in UMOJA
Following the adoption of teleworking by the majority of the UN staff as a result of the COVID-19 pandemic, UNHQ has requested that all instances of working from home be recorded in UMOJA by staff members through the self-service portal.
In order to do so, please log into UMOJA and go to ESS >>> Time Management >>> Created Leave Request. In the dropdown menu under 'type of leave' you should see the option for Telecommuting-COVID-19:
Please use this option to record any instances of working from home during the COVID-19 pandemic (starting from March 2020). Please note that you do not need to select a time manager for this type of leave.
If you had spent the working day working partially from home and partially from the office please only record 1/2 day as Telecommuting-COVID-19
Please note that Telecommuting should only be recorded when you are working from home. Staff on standby/on-call should report it according to the standard procedures.
If are having trouble logging into UMOJA from home, please contact UNITE Helpdesk.
If you have any further questions, please contact HRS at irmct-sau@un.org.
I hope you are all keeping well,
Best regards,
Sherrin
Message from the Principals
We write once again to commend your professionalism in the face of the unprecedented challenges we are facing. We would like to reiterate our sincere appreciation for your commitment to the Mechanism’s mandate that has enabled our important work to continue.
Special thanks must again be extended to our colleagues in the Medical Unit, Human Resources, Information Technology Services Section("ITSS") and the Security and Safety Service ("SSS") —and to so many others in each of our organs and duty stations—who have worked tirelessly to ensure that key services to other Mechanism sections go on uninterrupted. We would also like to acknowledge the advice of the Covid-19 Management Team, which is meeting regularly to address ongoing issues and to make sure that we are planning ahead, and the Staff Union’s “SU Cares” Team, which has organized volunteers to assist staff members to stay connected and support each other.
As you are aware, we have been faced with some sad news at the Arusha branch, where we lost a colleague from the Security and Safety Service ("SSS"), Security Lieutenant Gideon Berhanu, on 5 May 2020, while undergoing treatment at the Arusha Lutheran Medical Centre. Gideon was a long-serving staff member of SSS at both the Mechanism and the International Criminal Tribunal for Rwanda (“ICTR”). He was one of the first staff members of the ICTR, where he worked from 1996 up until its closure in December 2015. Following a short stint as an international supervisor within the Warrior Security Guard Force based in South Sudan, he joined the Mechanism’s Arusha branch as a Security Lieutenant in 2019. He is remembered as a consummate professional, a highly respected colleague, dedicated husband and father and a cherished friend. Please join us in praying for the family of the deceased colleague.
In addition, samples taken from two colleagues have come back positive for COVID-19. Remote working arrangements for many Mechanism staff at all duty stations have gone a long way towards ensuring our business continuity and minimizing possible risk to staff.We reiterate the importance of staying at home and of minimizing the footprint at our offices. In light of the public health measures in place in each of our locations, it is likely that some form of telecommuting arrangements will remain in place for some time. It is also becoming increasingly clear that the transition from remote work back to normal office working arrangements is likely to be gradual. Although the authorities in The Netherlands and Rwanda have announced some steps to relax the measures that were in place, we continue to monitor the situation and will decide on how best to proceed taking into account other factors beyond the position of the Government at the relevant duty station. In making decisions about how to handle this complex situation, the health and safety of our staff will continue to be our priority.
We continue to be in close and regular contact with the Staff Union, who also provide us with your concerns. In the coming weeks, you should have a series of discussions with your managers as you set your work plan for the new performance management cycle. This should be a collaborative process, focusing on how each of us can contribute to the Mechanism’s mandate during this challenging time and into 2021. It should also be a process based on what reasonably can be delivered in these circumstances. Please share, as part of these discussions, any specific issues you may face and anyadditional support you might need until we return to normal working conditions. As our situation continues to evolve, open communication will remain critical to our success.
As previously mentioned, the Mechanism Human Resources Section is working on developing a wellness and self-care programme for staff. Additional information on this will be announced by the Human Resources Section in the coming months. We encourage you to take advantage of the tools and resources that have already been recommended by the Human Resources Section to assist in maximizing your productivity and motivation while working remotely. As well as assisting you to deliver on your work assignments, these tools are designed to support you in your personal career development.
In addition to the measures that we are taking as an institution, the United Nations Secretary-General has expressed his support for measures that will enhance staff wellbeing in these trying times. We would like to draw particular attention to the changes to uncertified sick leave procedures and limits for the 2020/21 cycle. The updated Administrative Guidance for Offices on the Novel Coronavirus (COVID-19) Pandemic has been made available to you on the special COVID-19 portal on Tribunet which is accessible via the internet. This important document addresses a number of practical matters including medical evacuation, sick leave, travel, recruitment, reassignment, appointment extension, payroll/salary advances, entitlements, health and life insurance. We are also pleased to note that our health insurance provider Cigna has also announced new telehealth opportunities and other policies to support staff should they be affected by COVID-19. Should you have any questions, please approach the Human Resources Section, Security and Safety Service, and Medical Unit who will be ready to assist you with any clarification you may need in their respective portfolios. Moreover, we would like to remind you that theMechanism Human Resources Section, Security and Safety Service and Medical Units issue regular broadcasts providing you with updates and advice. We urge you to take time and carefully read through all these broadcasts.
We thank you once again for your commitment and dedication. We will continue to be in touch with you and to keep you informed.
Carmel Agius, President
Serge Brammertz, Prosecutor
Olufemi Elias, Registrar
Wearing of face masks on airline flights
The wearing of non-medical face masks to prevent the spread of COVID-19 is now compulsory on several airlines. For example, KLM is making face masks compulsory of all flights from 11 May 2020, with this requirement to run until at least 31 August 2020. Masks are already compulsory on some KLM flights. KLM will not be issuing face masks so passengers will have make sure they have their own. With IATA (International Air Transport Association), the body representing global airlines, now recommending the wearing of non-medical face masks on flights, it is expected that the wearing of face masks will be made compulsory on all airlines worldwide.
The use of face masks does not offer full protection and thus air travel will entail residual COVID-19 risk. Hence for the foreseeable future, UN staff are recommended to consider flying for essential travel only. Staff are required to obtain UN Medical Clearance prior to undertaking any UN travel.
The IRMCT will not provide for reimbursement of costs for face masks for UN travel as this cost is considered covered by the payment of terminal expenses."
VIDEO iSeek Live: COVID-19 Medical Update & Plans to Return to Campuses
On 7 May, the iSeek Team hosted an online session about the COVID-19 pandemic, as part of a series of events to help staff stay safe, stay well, and stay connected at this difficult time.
This week’s session included a medical update on COVID-19 and a security update on arrangements to reopen United Nations campuses.
Host Helga Leifsdóttir, Chief of Knowledge Solutions and Design in the Department of Global Communications, was joined by Gilles Michaud, Under-Secretary-General for Safety and Security, Dr. Jillann Farmer, UN Medical Director, and Dr. Cédric Dumont, a board-certified internist and infectious disease specialist who is providing surge capacity to DHMOSH in response to the COVID-19 pandemic.
The video recording is now available on UN Web TV to view.
COVID-19 information and resources mentioned in this session can be found on iSeek and the United Nations website. And the COVID-19 FAQs on iSeek answer many of the questions raised by staff during recent iSeek Live sessions.
- Watch the video
- "UN Model of Care" - Presentation by Dr. Cédric Dumont
- COVID-19 information on iSeek
Be well,
iSeek Team
iseek@un.org
THE HAGUE - Revised measures announced by the Dutch Government
On 6 May 2020 the Dutch government announced a road-map for future relaxations of the measures taken to combat the COVID-19 outbreak. Some measures will enter into effect on 11 May 2020 and others on 1 June 2020 or later. The government underlines the importance for citizens to continue to maintain distance of 1.5 metres from others and to avoid busy places, stressing that in case circumstances deteriorate, any decision to relax measures can and will be reversed.
The announcements of 6 May 2020 can be found on this webpage:
A visualization of the latest measures to combat COVID-19 can be found on this webpage:
https://www.government.nl/topics/coronavirus-covid-19/means-of-communication
Join us for iSeek Live: COVID-19 & Plans to Return to Campus
Dear Colleagues,
On Thursday, 7 May, iSeek will host an online information session on plans to reopen United Nations campuses.
Joining us will be Gilles Michaud, Under-Secretary-General for Safety and Security, and Dr. Jilliann Farmer, UN Medical Director.
If you would like to ask a question, you may submit it in the Q&A chat of the Teams event.
What: iSeek Live: COVID-19 Update & Plans to Return to Campus
When: 7 May at 10 am (New York time)
Where: Everywhere via Microsoft Teams Live
How: On the day of the event, join by following the instructions below.
To join the online meeting via Microsoft Teams Live:
- On 7 May, access the meeting by clicking this link.
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials.
Microsoft Teams Live events are open to staff from the UN Secretariat, as well as agencies, funds and programmes. More information on attending a live event in Teams.
If you would like to join by mobile, we recommend you download the MS Teams app to your phone or device.
Be well,
iSeek Team
iseek@un.org
Register by 10 May! BEAT THE PANDEMIC: UN Global Health Challenge 2020
The Public Health Section in the Division of Healthcare Management and Occupational Safety and Health (DHMOSH), Office of Support Operations, Department of Operational Support, is pleased to announce the start of the annual UN Global Health Challenge for 2020! All UN staff members are invited to join.
This year the “Beat the Pandemic” Health Challenge comes at a critical time for the UN community, as we are all impacted by the restrictions and inevitable immobility that comes with quarantine. COVID-19 has forced us indoors, and it is easy to fall into a sedentary lifestyle.
Despite these difficult times, this Health Challenge gives us the unique opportunity to come together and collectively focus on our personal health and well-being!
The Challenge
From 1 May - 29 July (90 days) join a team and commit to walking 6,000 steps per day.
Registration is open until May 10, 2020.
Track your individual/team progress online. Sync your data across all your Bluetooth compatible devices (e.g. iPhone, Apple Watch, Google Fit, etc.) through the Movespring app. Each day Movespring will release new exercise videos to help you stay motivated and to keep you moving – even in your small, indoor spaces!
Sign up!
Download the “MoveSpring” app via the App Store (iPhone) or Google Play (Android) or navigate to app.movespring.com in a web browser.
Install on your mobile phone using the Org Code: "UN"
Register with your valid UN organization email address.
Join any country team and start stepping!
Visit https://hr.un.org/page/beat-pandemic-un-global-health-challenge-2020 for more information.
Physical Activity Level – Tell us!
DHMOSH is also interested to know how physically active UN staff are in general, and how you are maintaining your physical activity levels during the COVID-19 pandemic. If you’re interested, please tell us through this survey here: https://www.surveymonkey.com/r/PhysicalActivity2020
If you have additional questions, please email dos-dhmosh-public-health@un.org
A word of appreciation from the Staff Union
Dear Colleagues,
Due to the COVID-19 pandemic, Mechanism staff have now been working remotely for several weeks and, as a result, you have all been dealing with a multitude of associated challenges, such as developing an appropriate work-life balance, juggling family responsibilities and care for those we live with and for those who we are currently separated from, and coping with feelings of isolation as well as feelings of stress and general anxiety regarding the current crisis and how it will impact our personal and professional lives in the coming months.
Despite all of these hardships, you, the staff of the Mechanism, continue to persevere and it is in this light that the Staff Union wishes to acknowledge your unwavering dedication, commitment, and resourcefulness to ensuring that the important work of the Mechanism never stopped.
We recognize that certain staff members continue to report to the office at our various locations, with different levels of restrictions on movement depending on the duty station. In this regard, we pay tribute to the tireless efforts of our colleagues in the Medical Unit, Security, ITSS, and GSS whose diligent work not only protects our health and safety, but also ensured business continuity during these uncertain times.
The Staff Union also sends a heartfelt thank you to all of our other colleagues who are working remotely as it would be impossible to fulfill the mandate of the Mechanism without your contributions and accomplishments. In the end, we want you to know that, whatever your official function, the Staff Union has never been prouder to represent you and that the work that you carry out on a daily basis is genuinely appreciated.
Last, the Staff Union wishes to inform you that it will conduct an anonymous survey this week to collect a variety of data on the current remote working arrangements, including on your well-being and productivity, as well as questions regarding a potential return to the office. We urge all staff to take a few moments to complete this survey, especially since we plan to share the results with Management to provide them with valuable information that we hope will guide their planning as the current crisis continues to evolve.
Stay safe, stay healthy and stay connected.
Warm regards,
Gloria Otieno
President, UNCTSU
THE HAGUE - HR Announcement No. 1 (May) - Note Verbale on Brexit consequences for UK nationals living in the Netherlands
Dear Colleagues,
Please find attached a Note Verbale from the Netherlands Ministry of Foreign Affairs regarding the consequences of Brexit for UK nationals currently living in the Netherlands. Should you wish to discuss this further, you may contact Christine Zandvliet on 06 2956 5691.
"SU Cares" Team
Dear Colleagues,
After several weeks of remote work, the Staff Union wishes to remind you that we want to ensure that all staff members stay connected and that any staff member who does not have a support system in place and needs assistance will, at the very least, have colleagues to speak with to point them in the right direction.
We are sharing once again a list of staff union representatives at all locations who are volunteering to provide information and assistance to staff members in need, provided it does not involve any health or safety risk.
Staff members are reminded to follow all protocols identified by the Host State as well as the Medical Unit. However, the Staff Union recognizes that, in certain situations, other services may be required, such as assistance with running errands or delivering groceries or medications for those incapacitated for one reason or another.
The Staff Union will do its best to assist each staff member while also adhering and respecting the practice of social distancing, and, if it is unable to assist, it will ensure that any question or concern is referred to the relevant person.
Depending on your location, please feel free to contact any member of the “UN-CTSU Cares Team” identified below and let’s please remember to continue to look out for each other.
Kind regards and stay healthy,
Gloria Otieno
President, UN-CTSU
THE HAGUE BRANCH
Centrum (David Rowntree +31 6 5354 1558);
Kijkduin (Leslie Hermer +31 6 5327 4272):
Sweelinckplein area/Duinoord (Gregory Shankman +31 6 3808 5870);
Vogelwijk (Ramon Bouwknecht +31 6 2856 2408);
Zeeheldenkwartier/Statenkwartier (Sarah Bentefrit +31 6 1892 0083); and
Rotterdam Centrum (Hélène Quiniou +31 6 2456 0604).
ARUSHA BRANCH
Arusha (Njiro, Kijenge, Nane Nane) (Ishumael Zinyengere +255 757 223 129);
Arusha – Moshono, Sakina (Ahmed Mutagubya + 255 752 224 700; and
Arusha West - Mateves, Aga Khan, Burka, Kisongo (Gloria Otieno +255 754 881 009).
KIGALI FIELD OFFICE
Kagugu/Gacuriro (Bram van der Eerden +250 787 598 637).
TODAY, 29 April, the iSeek Team is hosting an online information session for staff about the coronavirus disease (COVID-19)
TODAY, 29 April, the iSeek Team is hosting an online information session for staff about the coronavirus disease (COVID-19).
This week, guests from the Critical Incident Stress Management Unit will talk about dealing with uncertainty and isolation related to the pandemic. Human resources colleagues will also be available to answer your questions.
What: iSeek Live: Mental Health & HR issues related to COVID-19
When: 29 April from 10 to 11 am (New York time)
Where: Everywhere via Microsoft Teams Live
To join the online meeting at 10 am (NY time)
- Access the meeting by clicking this link.
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials.
More information on attending a live event in Teams. If you would like to join by mobile, we recommend you download the MS Teams app to your phone or device.
Questions? Contact us at iseek@un.org
Take the COVID-19 Pulse Survey
Dear colleagues,
A quick UN-wide Pulse Check is being conducted to understand how colleagues from across the UN system are experiencing working conditions during the COVID-19 pandemic, identify opportunity areas for improvement and (interagency) collaboration, and gather emerging good practices.
Thank you for taking five minutes to complete the Pulse Check by Friday, 1 May 2020.
The Pulse Check is a UN-wide collaboration run jointly by UN-DCO, UNLOCK, the UN Innovation Network, Young UN and #NewWork, and supported by colleagues from other UN entities. The anonymous survey is open to all current UN system personnel. Individual or entity-specific responses will not be published or shared beyond the project team and privacy will be protected.
Your response will contribute directly to defining the focus areas of a UN-wide Call for Ideas, which will aim to identify, develop and share innovative solutions and emerging good practices to working in the COVID-19 context and beyond. In addition, #NewWork will lead a series of dialogues to deep-dive into key areas around new ways of working and creating our post-COVID workplace culture.
World Malaria Day 2020
On Saturday, 25 April the World Malaria Day 2020 will be marked around the globe. The ongoing campaign, launched by the World Health Organization (WHO) with the theme “Zero malaria starts with me” aims to raise global awareness regarding malaria, mobilize additional resources, and empower communities to take ownership of malaria prevention and care. The campaign was officially endorsed at the African Union Summit by all African Heads of State in July 2018.
Since 2000, global efforts to curb malaria have resulted in millions of cases and deaths averted – proof that progress is possible.
In 2018, 27 countries reported fewer than 100 cases of malaria. Over the last 2 years 38 countries and territories were certified malaria-free by WHO.
However, in recent years, global progress in malaria control has slowed. In 2018, there were an estimated 228 million cases of the disease compared to 231 million in 2017. The estimated number of malaria-related deaths, at 405 000, remained virtually unchanged over the previous year. In view of recent trends, critical global targets will be missed.
Sub-Saharan Africa continues to shoulder the heaviest burden of malaria; in 2018, the region accounted for 93% of all cases. More than half of all cases were in 6 countries: Nigeria (25% of cases); Democratic Republic of the Congo (12%); Uganda (5%); as well as Côte d’Ivoire, Mozambique and Niger (4% each).
Pregnant women and children continue to be hardest hit. An estimated 11 million pregnant women living in 38 African countries were infected with malaria in 2018; as a result, nearly 900 000 babies were born with a low birth weight – a major risk factor for infant mortality. Globally, children under the age of 5 accounted for about two-thirds of all malaria deaths in 2018.
Therefore, on the World Malaria Day 2020, WHO highlights that urgent action is needed to get back on track, and that ownership of the challenge lies in the hands of countries most affected by malaria.
More information about the WMD 2020 campaign can be found here: https://www.who.int/news-room/campaigns/world-malaria-day/world-malaria-day-2020
Pension Fund information session on the situation regarding investments
Dear Colleagues,
As your representatives on the Pension Board, we would like to welcome you to our next pension information session, which will take place online on Wednesday, 29 April from 3 to 4.30 pm Central European Time (9 to 10.30 am New York).
Our guest, in charge of managing the Fund’s investments, is Acting Representative of the Secretary-General Pedro Guazo. He will make a presentation on the situation regarding the Fund’s investments and will answer your questions.
We decided to hold this session following our recent broadcast (https://bit.ly/3bvkwSC) detailing developments at the Fund and your feedback to us.
The agenda is as follows:
- Briefing on recent developments at the Fund (participant representatives – 5 minutes)
- Presentation on the situation regarding the Fund’s investments (Pedro Guazo – 15 minutes)
- Questions and answers.
Please use this Teams Live link (https://bit.ly/PFInfoSession0420) to join us on the day. You may also send questions in advance to the following link (https://app.sli.do/event/h56q3aki/live/questions) so that we can ensure that your concerns are addressed.
Kind regards,
Ibrahima Faye, Mary Abu Rakabeh, Bernadette Nyiratunga, Aissatou Ndiaye, Ian Richards, Michelle Rockcliffe
THE HAGUE - No change to Mechanism’s Hague branch working arrangements after revised Dutch Government measures
Dear colleagues,
Following the announcement by the Dutch Government on Tuesday evening of a partial relaxation of certain measures instituted in response to the COVID-19 pandemic, the Mechanism will at this stage not be making any revisions to the current working arrangements at its Hague branch.
The main measure affecting staff was that the Dutch government announced that primary schools, special schools and childcare centres for children aged 0 to 4 will partially reopen on 11 May 2020. The practical arrangements will be determined by each school.
Most of the general measures, however, will remain in force until at least 19 May 2020. In the week before that, the Government will announce whether any further changes to the measures will be made. The Mechanism will of course be following these developments closely.
More details on the changes announced by the Dutch Government can be found here:
As always, the health and safety of staff remain a priority and the Mechanism continues to be guided by medical advice, as well as the decisions and recommendations of the relevant United Nations offices and the Host States of our respective duty stations, in relation to the COVID-19 pandemic. Under the circumstances, the Mechanism will continue the current working arrangements until further notice.
Join us for iSeek Live: COVID-19 Q&A with HR and Ombudsman Office
On 23 April, the iSeek Team is hosting an online information session for staff about the coronavirus disease (COVID-19) with colleagues from human resources and the Ombudsman’s Office.
Come with your questions!
What: iSeek Live: COVID-19 Q&A with HR and Ombudsman’s Office
When: 23 April from 10 to 11 am (New York time)
Where: Everywhere via Microsoft Teams Live
How: On the day of the training, join by following the instructions below.
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To join the online meeting via Microsoft Teams Live at 10 am (NY time)
- Access the meeting by clicking this link.
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials.
More information on attending a live event in Teams. If you would like to join by mobile, we recommend you download the MS Teams app to your phone or device.
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Thanks to support from OICT, Microsoft Teams Live events are open to staff from the UN Secretariat, as well as agencies, funds and programmes.
Questions? Contact us at iseek@un.org.
THE HAGUE - Measures in respect of passengers flying to the Netherlands from a high-risk location for COVID-19
Passengers on flights to the Netherlands from airports in high-risk locations will be subject to the completion of a health declaration prior to boarding. The airline will provide such form to the passengers and ensure collection of completed forms prior to departure. For further information, you may refer to the attached Note Verbale issued by the Netherlands Ministry of Foreign Affairs, which has a link to the locations currently considered to be high-risk. Arriving passengers are required to self-quarantine for two weeks upon arrival in the Netherlands.
Message from your representatives on the status of the Pension Fund
Dear Colleagues,
As your representatives on the UN Pension Board, many of you have been in touch with us to ask about the latest developments at the Fund.
These include concerns raised by us with regards to how the Fund’s Office of Investment Management was being administered in light of financial risk, the subsequent replacement of the Fund’s head of investments (known as the Representative of the Secretary-General, or RSG) and the financial impact of recent market movements.
We know that for many of you, the Fund represents your only source of social security and retirement income.
That is why we are following matters closely and have been in contact with the new, Acting RSG to urge the safe and conservative management of the Fund’s assets, and request greater sustainability and transparency - two important values in these financially volatile and difficult times. We will be reporting back to you in due course with a clearer picture.
Meanwhile we have continued to assist you on many other matters. This has included ensuring you receive access to your pension benefits on time (knowing the challenges many of you might face, particularly in developing countries) and answering your questions on your rights as participants and beneficiaries.
Finally we remain engaged in our goal of improving the governance and administration of the Fund. This is bearing fruit. Rules, practices and leaders are slowly changing for the better but there is more to do. Some of you will not be retiring for quite a while. We want to make sure the Fund is still there for you.
In closing, we hope you and your families are well and safe during this difficult period.
Kind regards,
Ibrahima Faye, Mary Abu Rakabeh, Bernadette Nyiratunga, Aissatou Ndiaye, Ian Richards, Michelle Rockcliffe
VIDEO iSeek Live: Information Session on COVID-19
On 16 April, the iSeek Team hosted an online information session for staff about the coronavirus pandemic with UN experts on health and human resources.
Helga Leifsdottir, Chief of Knowledge Solutions and Design in the Department of Global Communications, moderated the event.
She was joined by experts who briefed staff on how to stay safe, stay healthy, and stay connected to resources during the pandemic:
- Stève Damont-Fagot, Operational Support and Advisory Service, Department of Operational Support (DOS)
- Jillann Farmer, Director, Division of Healthcare Management and Occupational Safety and Health, DOS
- Géraldine Gourvès-Fromigué, Chief, Human Resources Policy Section, Office of Human Resources, Department of Management Strategy Policy and Compliance (DMSPC)
- Matthew Sanidas, Chief, Critical Incident Response Service, Office of Human Resources, DMSPC
The video recording is now available on iSeek and UN Web TV to view and share with others.
The COVID-19 information and resources mentioned in this session can be found on iSeek and the United Nations website. Check back often for the latest on the UN response to the pandemic and what you can do to help us get through this together.
- Watch the video
- Email medical questions to dos-dhmosh-public-health@un.org
- Call the Tier 1 COVID-19 Helpline: +1 212-963-9999 (24/7)
Administrative Guidelines to address matters relating to the Coronavirus pandemic
Dear Colleagues,
For your immediate reference and attention, see attached the fourth version of the Administrative Guidelines to address matters relating to the Coronavirus pandemic. Please be reminded that this is a living document that will be adjusted as imminent needs arise and circumstances change.
See below a list of substantive modifications included in version four:
- Flexible working arrangements and alternate work arrangements: additional details on telecommuting / alternate working arrangements have been added, including the impacts on staff who have opted to telecommute away from their duty station under flexible working arrangements;
- General statement on carry-over of annual leave;
- General details on uncertified sick leave;
- Encouragement of staff to make use of telehealth solutions;
- Inclusion of the url address for the World Food Programme website showing world travel restrictions;
- Indication on the authority of Organizations to determine entitlements for initial recruitments and reassignments;
- Simplification of the provisions relating to the section entitled “Death of a staff member”; and
- Simplification of the provisions on compensation for service-incurred illness/injury/death.
Future versions of the guidelines will be circulated via UN broadcast, but the document can also be found in this section of the un.org/coronavirus site.
Message to staff on extension of current working arrangements
Dear colleagues,
In the current circumstances, and taking into account that we have offices in four different locations, the Mechanism has decided to continue the current working arrangements at all duty stations until further notice.
All staff members whose work allows them to work remotely, and who have been provisioned to work remotely, should continue to do so unless informed otherwise by their respective Organ management.
The Mechanism has already begun a planning process to prepare for future changes in our working posture based on developments. This initiative will assist us to ensure that plans and procedures are available and ready to be implemented when we transition from remote work back to the office. In making decisions about full or partial return to our offices the specific situation at each duty station will be considered.
The health and safety of staff remain a priority and the Mechanism will continue to be guided by medical advice and the decisions of the Host States in our respective duty stations in relation to measures taken with respect to the COVID-19 outbreak, including social distancing requirements, school opening and transport possibilities.
CIGNA widens telehealth availability
We are pleased to announce that starting today, 1 April 2020, the UN and Cigna will offer Cigna Global Telehealth to all staff and their eligible family members covered under the UN Medical Insurance Plan (MIP).
In addition to Telehealth being available to more than 57,500 UN Worldwide Plan members, all 50,000 UN MIP members will be able to talk to doctors anytime, from anywhere, free of charge.
We understand that now more than ever, staff are concerned about their and their families’ health and access to quality healthcare. Cigna Global Telehealth shall provide our staff ( by phone or video) with free and unlimited access to licensed doctors around the world for non-emergency health issues.
MIP members may simply arrange a telephone or video consultation through their Cigna Wellbeing App and schedule an appointment, which often can be scheduled for the same day.
- Download the Cigna Wellbeing app today;
- Consult this step-by-step guide on how to schedule a consultation;
- Watch this video to see what Cigna Global Telehealth looks like;
- Discover why Global Telehealth is such a valuable service;
- More questions? This FAQ document has answersor contact Cigna using the contact details listed on your membership card.
Join us for iSeek Live: Information Session on COVID-19
On Thursday 16 April, the iSeek Team is hosting an online information session for staff about the coronavirus disease (COVID-19) with colleagues from human resources.
What: iSeek Live: Information Session on COVID-19
When: 16 April from 10 to 11 am (New York time)
Where: Everywhere via Microsoft Teams Live
How: On the day of the training, join by following the instructions below.
To join the online meeting via Microsoft Teams Live on 16 April at 10 am (NY time):
- Access the meeting by clicking this link.
- Download the Windows app or watch on the web. If you have already downloaded the app, click on "Open Microsoft Teams".
- If prompted to do so, sign in using your Microsoft Office credentials.
More information on attending a live event in Teams. If you would like to join by mobile, we recommend you download the MS Teams app to your phone or device.
Thanks to support from OICT, Microsoft Teams Live events are open to staff from the UN Secretariat, as well as agencies, funds and programmes.
Questions? Contact us at iseek@un.org.
Letter of the Secretary-General to all participants, retirees and beneficiaries of the United Nations Joint Staff Pension Fund
Dear Colleagues,
In addition to the tragic human consequences of the COVID-19 pandemic, its impact on stock markets and the global economy has prompted concern about the United Nations Joint Staff Pension Fund, not only among current beneficiaries and staff who may soon retire, but also among all staff members.
As Secretary-General, I hold fiduciary responsibility for the assets of the United Nations Joint Staff Pension Fund. I am writing to you in that capacity to provide an update on the position of the Fund and to reaffirm my absolute commitment to its well-being – and to yours.
It is undeniable that the present volatile state of the financial markets, triggered by the global Coronavirus pandemic, has affected the value of the Fund’s assets. After a positive performance in 2019, we entered this year with an 18.68 per cent annual return helped by rising equity markets which saw the portfolio reach a level of $72 billion. With the market downturn in the first quarter of 2020, the changes in the value of our portfolio are consistent with the trend observed in the markets more generally, with a decrease of approximately 10 per cent. It is important to recognize however, that changes in the valuation of the underlying assets of the Fund do not mean that the Fund incurred actual losses where such assets have not been sold.
Given that the COVID-19 pandemic is still unfolding, we expect the volatility in the markets to persist in the weeks to come. Yet we do not foresee any disruption for beneficiaries as the Fund’s liquidity is strong. I can assure you that all pensions will continue to be paid in full.
As fiduciary, I also place great importance on the need for communication about the performance of the Fund. An initiative is therefore under way to update and enhance its website (unjspf.org) so that important information can be made widely and transparently available to all our plan participants, beneficiaries and stakeholders.
The soundness of the Pension Fund is critical for the Organization, its staff and retirees. As the United Nations undertakes a wide-ranging response to this emergency, I also continue to do everything in my power to strengthen the management and operations of the Fund in order to ensure the most prudent and capable handling of its assets.
At this difficult time, I wish you good health and thank you for your service.
Yours sincerely,
António Guterres
Message from the HR: COVID-19 Resources No. 2
Dear Colleagues,
Congratulations on successfully completing one month of our remote work experiment! Through our professionalism, adaptability, and a lot of good will with each other, we have all supported the mandate in important ways.
For some of us, the first few weeks may have been quite difficult but now you have a rhythm that is working for you and you are feeling more confident. For others, you might have felt this was all manageable at the beginning but now you are beginning to feel irritable or anxious. Step by step, we will get through this.
Here are a few suggestions and tools to help you through the coming weeks.
Remote Working
For those of you who want to fine-tune your remote working practices.
Managing teams:
https://hbr.org/2020/03/a-guide-to-managing-your-newly-remote-workers?ab=hero-subleft-2
This is a virtual class recording from a professor from Columbia University on Staying Inspired in a Time of Crisis. It starts off with a small mediation, but he leads into some amazing stories. He is an energetic presenter:
LinkedIn Learning has a good collection of online videos that cover maximizing efficiency and productivity of remote work, managing the impact of adjusting to your new work environment, remotely managing and leading teams, and learning about remote work tools. This link will lead you to specific links on these issues:
Effective Online Meetings: Here is an interview with an expert from Strategic Innovations at UNDP on online meetings: https://youtu.be/3dCwfDpGpa8
UNSSC Course on Helping Teams Navigate Uncertainty: There is still space available for people to register in this webinar course for editions 5 and 7. The objective of this unique 4-module training suite is to help staff members to strengthen their resilience, manage uncertainty and to work differently. At the end of this course, participants will be better able to:
- Manage and structure working from home
- Build their own resiliency
- Manage their teams remotely
- Coach their staff in times of high stress
- https://www.unssc.org/courses/helping-teams-navigate-uncertainty-eu-time-zone/
Resiliency and Self-Care
Emotional resiliency is important these days. This online intervention can help you feel calmer and to keep on functioning day to day. It is scientifically researched step-by-step plan that takes approximately 45 minutes that can be done alone or with those you are living with. It is a tool to help you and your loved ones cope with the emotions you might have now that is based on WHO’s approach on emotional trauma in times of crisis. The website is in English, Dutch, and French.
The Science of Well-Being: This is Yale University’s most popular online course. They are offering it free at this time. In this course you will engage in a series of challenges designed to increase your own happiness and build more productive habits. As preparation for these tasks, Professor Laurie Santos reveals misconceptions about happiness, annoying features of the mind that lead us to think the way we do, and the research that can help us change. You will ultimately be prepared to successfully incorporate a specific wellness activity into your life.
For many of us, we not only have to manage our own emotions but also those of our children. Many of them will be dealing with strong emotions that they might not be able to express or discuss. Here is a tool kit that you can use with them:
https://teacher.scholastic.com/education/pdfs/FirstAidForFeelings_Eng.pdf
Take care,
Sherrin
Message from the UN Ombudsman: A time for civility and office kinship
Dear Colleagues,
In addition to the recent message from the Ombudsman informing that the Office of the UN Ombudsman and Mediation Services is continuing to serve UN employees worldwide by offering its services to all remotely, regardless of duty station or time zone, please find below additional information from the Ombudsman on how to stay connected in a meaningful way and to create a good work atmosphere while online.
1. Get organized for teamwork: Let’s talk to each other!
Every working day, at a fixed time, exchange about work: what’s on, what are the plans and what are the achievements for the week. Review together what is needed to get this done and who needs to connect with who to make things happen. Find solutions together to take the hurdles that working from home and on-line bring. Redistribute tasks where necessary.
2. How do you cope? Check in with your team!
Just as important: check in on how everyone is doing. How are you and your team members feeling? What are the challenges of working from home? What does the increased movement restrictions mean for you and your families? This check-in is very important: all of us are facing new realities and are trying to cope. Some of us are single parents, some are completely alone and away from their home countries. And some of us do not have a separate space to work from at home. These are all issues that affect work and morale, and the expectations we can have of each other. Be open about how things are for you and what your possibilities and limitations are.
3. A new challenge: Working at home with kids!
Those colleagues who have kids at home now that schools are closed, are facing additional responsibilities to home-school their kids and to keep them active and entertained. The presence of children at home who require regular attention might lead to interruptions in on-line meetings and might affect their parent’s ability to focus or impact their work schedules. Supervisors and other colleagues, please be aware of this and support those parents. Flex time and work redistribution are needed in addition to working from home.
4. Giving time and space to adjust – it's a new situation for many!
Everyone deals differently with the situation of being constantly at home. And everyone deals differently with the COVID-19 developments. Some people seek all the information they can get, some make a lot of jokes, others are very concerned, some become helpers or ‘saviours’, and some withdraw while others pick fights. These are all coping mechanisms, which call us to be kind to each other, including if someone is overbearing or argumentative. The key word is empathy and the key action is finding out what someone needs. Give everyone their own rhythm to adapt. Talk with your team or a trusted colleague about things that concern you. As a supervisor, provide some structure by having regular meetings and one-on-ones where needed.
5. Communication is key!
Communicate about work planning, deadlines and expectations for each staff. Some team members might have less work, whereas some might see an increase in their tasks because they need to make a bigger effort to coordinate online, or make up for a backlog, or take over from a colleague with children. Any change in work, in projects, in who is doing what, needs to be clearly communicated to prevent wrong expectations and miscommunications. And remember: from miscommunication you can easily slide into misunderstanding, irritation, misinterpretation, and onwards to conflict.
6. Virtual coffees
Do continue having your coffees or lunch with your colleagues. And if you would have a drink after work together then continue that. Or start this now. Have a 15-minute coffee break, a half hour lunch time, together and online! There are many great tools to connect with people virtually, and while of course the feeling will not be exactly as going to the canteen in person, meeting our colleagues online helps a lot to cope with the current situation.
7. Support each other!
Listen to each other’s concerns, whether work related or private, without judgement. Express your own worries. Be vulnerable. Now is not the time to clamp up and be ‘tough’. Now is the time to open up and connect through our own personal stories of how this situation is for us. What it does to us. And to offer help to each other. Share with others what you have already gone through and help them cope with challenges you have already faced (and managed!).
8. Contracts
There is insecurity around contracts: will there be extensions for everyone? What about planned funding of projects? Can all planned projects still be accomplished? If you are worried about these points, raise them with your supervisor – they might be able to clarify things despite the unclear situation at the moment. For colleagues in supervisory positions, a clear and timely communication with your staff is key: be sensitive to the insecurities about work and contracts your team members might have and flexible about solutions. Tell your staff you are proud to work with them and of the way they are keeping up with the work to be done.
9. Time to catch up
While the workload fulfilling your mandate may not be decreasing, maybe you now have some extra time and flexibility due to the cancellation of travel or a training. This is an excellent moment to catch up on important tasks that might otherwise fall through the cracks! Think about the new office strategy, the development of standard operating procedures within your team, improved outreach materials or the new digitalization strategy in your office.
10. A time for kindness and restoring office kinship
The current situation opens up a space for personal reflection about what is truly important in our lives, which also touches on the roles we play at work. As our usual ways of interacting with one another are disrupted, we may become more conscious of the value of each other’s presence in our professional lives and the essence of what enriches our relations at work. Remember: small acts of kindness go a long way! This is a moment to express our appreciation of one another, a compliment, or to share words of kindness and gratitude, and to bring a smile to the face of your colleague and a sense of connectedness despite the physical distance.
Struggling with the new situation? Or is an old unresolved issue bothering you? The Office of the Ombudsman and Mediation Services is here to support you with any workplace concern, no matter its content or size! Please get in touch with us if you are interested in a One-on-One conversation confidentially via Teams, Skype for Business or Signal calls. Do not avoid or ignore concerns, reach out! All it takes is sending a message to unoms@un.or. We look forward to speaking with you.
UNFCU Information update
Please be informed that the UNFCU has a dedicated page https://www.unfcu.org/COVID-19/ with latest updates on their operations and ways you can continue to manage your accounts. They are adapting their products and services to assist the global UN community. Please note that certain fees are being cancelled on some important services, including ATM withdrawals and early withdrawals from an IRA share certificate. For more information, please refer to the UNFCU page.
THE HAGUE - Provision of Ergonomic Assistance During Remote Working
During this period of working remotely, we imagine that not everyone already has an appropriate ergonomic setup at home which you require to carry out your work as you would in the normal office environment. No doubt some are using makeshift workstations such as laptops on your lap, using your phones to send emails, tablets etc. This is fine in the short term but as this period of working remotely continues, we would like to assist you to maintain a good posture for your long term well being.
In order to accommodate this, GSS/FMU is offering to provide you with some of the furniture required. We primarily refer to good quality ergonomic office chairs. The process will go as follows and the service will be rendered free of charge;
We will deliver the loaned furniture to your address via our moving services. We can only accommodate addresses within an approximately 15 kilometer radius of the Hague office.
The contractor will abide by the current government protocol based on Covid-19 restrictions. This is with regard to wearing gloves, keeping distance etc so the furniture will be delivered to your door.
Once normal service is resumed, the contractor will collect the loaned furniture from your address.
Please consider this offer as we think it may somewhat improve your working conditions should we have to endure this arrangement for much longer.
Please submit an expression of interest to the following mail address which will allow us to quickly decide on the feasibility of the service.
patrick.gavin[@]un.org
Regards, FMU team.
Reminder: UN holiday(s) for Easter
Kindly be reminded of the upcoming holidays for Easter in each of the Mechanism's duty stations. Arusha and The Hague offices are closed both tomorrow (Friday, 10 April) and on Monday (13 April). The Kigali office is closed tomorrow, and the Sarajevo office is closed on Monday. Please see attached, for reference, the 2020 Mechanism official holiday calendar. The Human Resources Section would like to encourage all staff and managers to take time off from work during these days, especially now that remote working arrangement may have blurred the distinction between one's work and private life.
Relax and stay healthy!
MESSAGE FROM THE UN OMBUDSMAN MEDIATION SERVICES
Your ombudsman: available remotely anytime!
During the unprecedented health crisis, we, at the Office of the UN Ombudsman and Mediation Services, are continuing to serve UN employees worldwide by offering our services to all remotely, regardless of duty station or time zone.
Should you have any questions, concerns, difficult work-related decision to make, please rest assured that an ombudsman is always available to you by telephone, Skype, email, Signal, etc. in any of the UN official languages.
Confidential Conflict Resolution
We are open for business for the duration of the COVID-19 health crisis. We will remotely provide you with the same services we would have face-to-face, including:
- Options discussion
- Conflict coaching
- Role play
- Shuttle diplomacy
- Information gathering
- Facilitated conversations
- Mediation
- Workplace conflict analysis
- Group facilitation
Our work is guided by the principles of independence, neutrality, confidentiality and informality. Any communication you may have with our office is treated confidentially, and no records will be kept.
We are here to listen to you should you want to discuss a workplace-related concern. All you have to do is reach out! We will get back to you promptly, and help you through your concern.
How to contact an ombudsman or a mediator: To reach an ombudsman, at any time, from anywhere, please send an email to unoms@un.org. An ombudsman will respond within two business days.
If you have a question regarding mediation or our civility campaign (for which all activities have been postponed), please contact unoms-mediate@un.org.
From our entire team to you: be safe and stay healthy!
https://iseek-external.un.org/fr/article/votre-ombudsman-est-disponible-meme-distance
MESSAGE FROM THE PRINCIPALS
Dear Colleagues,
We are sending this message to thank you for your professionalism and commitment as we face unprecedented challenges posed by the COVID-19 global pandemic. We are proud that we have managed to quickly adapt our institutional working methods to keep our doors open—at least in a virtual sense. Together we are continuing to implement our important mandate to the extent that we can.
As Principals, the well-being of staff during this difficult period is our shared priority. Our response to this global health emergency has been, and will continue to be, guided by medical experts, while taking into account local government responses and United Nations recommendations. As we move forward we will continue to take the measures necessary to reduce the risk to you, your families and our host communities.
Since 15 March 2020, we have taken major strides that have allowed us to reduce our physical presence at our various premises while minimizing the impact on our day-to-day operations. While national policies and international travel restrictions have made it impossible to hold court hearings at either branch, we are endeavoring to keep our cases moving forward and to fulfill our other important mandates as much as possible in the circumstances.
This has been a collective effort involving staff members and management, without which the transition to a remote working environment would not have been a success. Credit is very much due to everyone’s willingness to adapt to this extraordinary situation. Special recognition for this transition must be given to the efforts of ITSS to make available new platforms and resources and to support staff in implementing these tools. We are also particularly grateful to the Human Resources Section and the Medical Services for providing support to staff, and to the Security and Safety Services for working hand-in-hand with the Medical Services to ensure the security and safety of all staff and their dependents.
At this point in time, we are unable to predict when we will return to normal business operations, nor indeed whether further measures will be necessary in the coming weeks. Much may depend on developments beyond our control. To assist in planning for the future, we are nevertheless able to take concrete steps. So far, these have included:
- The formation of a COVID-19 Management Coordination Task Force, comprised of representatives of all Organs and duty stations, as well as the Staff Union. This group, under the leadership of the Chief Administrative Officer, meets regularly and works together to find solutions to the challenges we are facing.
- The identification and provision of new tools and resources to support managers, teams, and individuals in navigating the remote working environment. Various communication channels have been opened, including Microsoft Teams for video conferencing and document sharing, WhatsApp chat groups and a special COVID-19 portal on the Tribunet (also accessible through the public website) to ensure relevant information easily available to all of us. Additional resources are being developed on an ongoing basis and will continue to be shared as they become available.
- The Medical Units in Arusha and The Hague are standing by to answer our questions regarding COVID-19 and health issues in general.
- Human Resources is working on a new programme for psycho-social support for both staff and dependents, which will be rolled out shortly.
Now, more than ever, it is vital that supervisors and team members are in frequent contact to ensure communication of expectations on both sides. In the coming week, Human Resources will be sharing information regarding some changes in administrative processes intended to clarify uncertainties relating to expectations and requirements of the current working conditions.
These are trying times where many of us are separated from our normal social support systems and face logistical challenges in meeting regular daily needs. The closure of schools and other local measures have put increasing pressures on all of us. Added to this, many of us are concerned about the safety of loved ones, in our duty stations and abroad. These factors have the potential to cause stress, and may impact our ability to fully meet our work objectives. To that end, each of us are encouraging our managers to support a flexible and supportive work environment—a position strongly endorsed by the Secretary General himself. At the same time, we encourage you to care for yourselves and for each other, and to reach out to our Medical Units, Human Resources and Security and Safety Services colleagues if you need further assistance.
Please rest assured that we will continue to do our utmost to provide all the support that we can. We encourage you to stay positive and continue to be as productive as you have been as we continue to come to terms with the new temporary realities that we face.
Please remember to stay safe!
Carmel Agius, President
Serge Brammertz, Prosecutor
Olufemi Elias, Registrar
Message to staff from Chief HR
Dear Colleagues,
We are all facing a challenging time as we adjust to our new working and living conditions, regardless of what duty station you are in. In the coming weeks, Human Resources will be rolling out additional resources to both staff members and their family members as we try to cope with the new daily reality that we are facing.
Each week, I will be sending out a broadcast email that will highlight various articles, trainings, or online supports that will also be posted on the COVID19 support page. Sometimes it may just be helpful hints that have been highlighted in other resources that UN has listed on its own COVID19 page. Sometimes I will be highlighting Q&A sessions and trainings that the UN Staff Counsellors Office are providing.
Helpful Hint:
In a recent session that was provided for UNOV staff, the staff counsellor made a suggestion in the following context:
Flexibility is essential to the success of teleworking, and acknowledging this is important to reduce undue stress or pressure. Staff members and clients have children at home or are caring for sick or aged relatives. At this time, people are also homeschooling children. People will be working evenings when children have gone to bed, working early in the morning. While it is reasonable to ask staff to be accessible during regular hours – to answer a phone call for example, flexibility is necessary rather than expect them to be working straight through as they might do in an office setting. Acknowledging that colleagues and clients will likely be available at different times to react to emails can reduce strain on individuals already under stress, particularly during this difficult period.
Useful addition as text in emails to your staff:
“I am working from my home office and have sent this email at a time that suits me. I don't expect you to respond immediately. Please respond during your own working hours”.
Webinars offered by the Staff Counsellor’s Office in New York:
Each week, the Staff Counsellor's Office in New York is offering registration for live trainings on a variety of issues (in both English and French). All courses take place LIVE at: 9:00am-10:30am - NYC time zone. Each course has a separate registration link. (Please check your spam folder as sometimes the confirmation email may be directed there.) After registration you will receive an email from: SCO HQ no-reply@zoom.us - with the link to the session.
Sessions for next week include:
- Psychosocial Dynamics of a Pandemic
- Emotion Regulation: Recognizing and Processing Difficult Emotions
Please click on the link below to register for these courses. As additional courses are offered, HR will post them for everyone.
https://iseek.un.org/announcement/staff-counsellors-office-online-training-programmes
Stress and Anxiety Management Resources:
There are a variety of online apps that are available to guide you through meditation and mindfulness techniques to help you maintain calm and a sense of peace. Many of these apps are free for the basic programme, which is usually sufficient for the beginner level. Please download for your mobile device from the relevant app store:
- Calm
- Headspace
- Insight Timer
Other Trainings:
Over the next few weeks, some of us may have additional space in our day to work on professional development. HR will be looking at training needs overall through this time, however, there are a number of courses that will be offered through INSPIRA and through the United Nations System Staff College (UNSSC).
As part of this, I would like to highlight their self-paced online "UN Leadership in Times of Uncertainty Programme". This is being offered at no cost and open to all UN staff through April and May.
https://www.unssc.org/courses/un-leadership-times-uncertainty/
In these times of uncertainty and change, the United Nations is called to strengthen its own agility and adaptability to change. The quick pace of such transformation redefines roles of UN staff and calls UN workforce to perform under just about any circumstances. Everyone has to lead, remaining true to the mandate of the United Nations and modelling behaviours under the light of the UN System Leadership Framework. To support this process, and coherently with our vision, the Staff College is delighted to offer free access to this unique learning path to all UN staff.
Objectives
Upon successful completion of the programme, participants should be able to:
- Explain the key characteristics of UN leadership and support the adoption of leadership behaviours embodied in the UN System Leadership Framework.
- Gain increased self-awareness of your own emotions and master techniques for regulating them effectively.
- Identify others’ emotions and respond empathetically and constructively.
- Develop a “systems thinker” mindset and be able to use it as a tool to apprehend and tackle the problems you face in your working environment.
- Articulate complexity and key organizational approaches to change. and take specific actions to develop and sustain personal and organizational resilience.
- Define what innovation is, how valuable it can be to your organization and be able to identify processes, tools and methods of innovation.
- Use your communication skills to build and sustain lasting relationships with team members and stakeholders
If you have any additional suggestions for sharing of resources, please let me know.
I wish you all a good weekend,
Best regards
Sherrin Hill
Message from the Staff Union: IRMCT Staff Support group
The Staff Union of the Mechanism is pleased to announce the launch of the “IRMCT Staff Support Group”, which is a private support group located on Facebook that aims to connect staff members throughout the Mechanism who, due to the current situation with COVID-19 and the implementation of remote working, may be feeling anxious, stressed, or just have questions and concerns they want to share with others.
This group will provide its members with the opportunity to come together on one forum to exchange ideas, to seek helpful advice and support, and, perhaps equally as important, allow people to share ways to stay healthy, both physically and mentally, during the current crisis. Participants of the “IRMCT Staff Support Group” will also be able to volunteer, should the need arise, to assist other members who may require some additional help.
While the Staff Union believes that this forum can be a useful tool for staff members to stay connected, we recognize that it is important for members of this group to follow a few simple guidelines:
- The “IRMCT Staff Support Group” is ONLY open to current and former Mechanism staff members, including interns. If you’re interested in joining this group, please search “IRMCT Staff Support Group” on Facebook and request to become a member. Once you’re a member, please feel free to send invitations to join this group to other Mechanism colleagues that you know. However, we kindly request that you do not send invitations to any third party who is not part of the group of persons identified above;
- Please remember that if you have a medical or security emergency you should follow the protocols identified by your respective home country, the Host State, and the Mechanism, whichever is applicable to your set of circumstances. Please also do not share personal information in your group posts, including your phone number or address. Should you wish to share this kind of information, please do so in private messages;
- Please post responsibly, namely no alarmist posts, fake news, no conspiracy theories, no crank cures, and especially no disrespectful posts aimed at any United Nations institution, person, or staff member. If you want to post articles, please ensure that they are from reliable sources of information;
- Please adhere to all social media guidelines provided by the United Nations, including the Mechanism, and please do not post internal broadcasts issued from the Mechanism as staff members of the Mechanism can find these on the COVID-19 information portal;
- All postings will be closely monitored by Staff Union representatives who retain the right to remove any post and/or any member from the support group that does not follow the guidelines identified above or for any other reason they deem necessary to maintain the support group; and
- The Staff Union emphasizes that this forum is run exclusively by the Staff Union and that any views expressed are personal and do not reflect the views of the United Nations or any organization.
We hope that this forum facilitates positive dialogue and, until this situation ends, it is our sincere wish for everyone to remain safe and healthy.
Let us not forget that we are truly stronger together!
Gloria Otieno
President, UN-CTSU
Communications Guidelines for UN Staff
Dear Colleagues,
Communication is a key component in a crisis situation like the one we are experiencing now. Many of us use social media platforms to express ourselves and keep in contact with family and friends. However, as United Nations employees, what we say and do in public forums can impact the organisation’s reputation.
If messages contain misleading, false or inflammatory material, they could place the Mechanism in particular, and the United Nations as a whole, at reputational risk and can potentially have a number of other undesired consequences. In this regard, we would like to remind staff members of their obligations under the staff rules and other relevant policies.
UNICEF has prepared a set of communications guidelines to help explain what is appropriate and acceptable and what isn’t. Please take a moment to review it.
Download the guide here: Communication guidelines for UN staff
Also please see:
Extension of current working arrangements
Dear colleagues,
In line with the recommendations of the United Nations Headquarters and the authorities of the respective Host States, the Mechanism has decided to extend the current working arrangements in all duty stations until Friday, 17 April 2020, at which point they will be reassessed.
All staff members whose work allows them to work remotely, and who have been provisioned to work remotely, should continue to do so unless informed otherwise by their respective Organ management. If the situation improves, bear in mind that staff may be required to return to the office in advance of the review date.
The Mechanism will continue to be guided by expert medical advice and the decisions of the Host States in relation to measures taken with respect to the COVID-19 outbreak.
UNCTSU Cares team
Dear Colleagues,
In view of the current and evolving situation with respect to COVID-19, with many staff at all Mechanism locations working remotely, the Staff Union believes that this is an opportune time for staff members throughout the Mechanism to demonstrate, as the Secretary-General so eloquently stated, that “[w]e are all in this together, and we will get through it – together”.
It is in this spirit that the Staff Union wants to ensure that all staff members stay connected and that any staff member who does not have a support system in place and needs assistance will, at the very least, have colleagues to speak with to point them in the right direction.
While the Staff Union will shortly launch a private online group for staff members to exchange information and ideas, we want to provide staff, as an additional measure, with a list of staff union representatives at all locations who are volunteering to provide information and assistance to staff members in need, provided it does not involve any health or safety risk. In this regard and depending on the issue, staff members are reminded to follow all protocols identified by the Host State as well as the Medical Unit. However, the Staff Union recognizes that, in certain situations, other services may be required, such as assistance with running errands or delivering groceries or medications for those incapacitated for one reason or another.
The Staff Union will do its best to assist each staff member while also adhering and respecting the practice of social distancing, and, if it is unable to assist, it will ensure that any question or concern is referred to the relevant person.
Depending on your location, please feel free to contact any member of the “UN-CTSU Cares Team” identified below and let’s please remember to continue to look out for each other.
Kind regards and stay healthy,
Gloria Otieno
President, UN-CTSU
THE HAGUE BRANCH:
Centrum (David Rowntree +31 6 5354 1558);
Kijkduin (Leslie Hermer +31 6 5327 4272):
Statenkwartier (Sari Aziz +31 6 2538 8588);
Sweelinckplein area/Duinoord (Gregory Shankman +31 6 3808 5870);
Vogelwijk (Ramon Bouwknecht +31 6 2856 2408);
Zeeheldenkwartier (Sarah Bentefrit +31 6 1892 0083); and
Rotterdam Centrum (Hélène Quiniou +31 6 2456 0604).
ARUSHA BRANCH
Arusha (Njiro, Kijenge, Nane Nane) (Ishumael Zinyengere +255 757 223 129);
Arusha – Moshono, Sakina (Ahmed Mutagubya + 255 752 224 700; and
Arusha West - Mateves, Aga Khan, Burka, Kisongo (Gloria Otieno +255 754 881 009).
KIGALI FIELD OFFICE
Kagugu/Gacuriro (Bram van der Eerden +250 787 598 637).
ARUSHA/KIGALI - Message to Arusha and Kigali-based staff about medical evacuation
Dear colleagues,
Several of you have enquired about our capability to ensure (aero) medical evacuation in case of need. The Department of Operational Support (DOS) and the World Health Organization (WHO) have pledged to do the utmost to medically evacuate UN personnel and eligible dependents who require a higher level of medical care than can be offered locally.
If you (or a recognized dependent) have a medical condition which puts you at higher risk of severe illness from COVID-19 (e.g. heart disease, lung disease, diabetes, immunocompromised) and you are concerned about the ability to be treated locally should you get infected with COVID-19, or if you have any other medical concerns, please contact the Medical Unit at ext. 5339, 5302 or +255-784401204 / +255-767269642.
Aero-medical evacuation services
The UN, system-wide, has put in place three main ways to try to ensure that aero-medical evacuation (AME) services can be provided during the current COVID-19 outbreak:
- WHO has undertaken to arrange for AME for staff who have tested positively for COVID-19, are hospitalized, and have developed serious illness as a result thereof.
- UN aircraft managed by the Department of Operational Support (DOS) can be made available for evacuation purposes.
- Three contracts for global air ambulance services are expected to be signed shortly and will be available to the Mechanism if and when needed.
In addition, local AME providers based in Arusha remain available for non-COVID-19 evacuations, flight operations permitting.
We are establishing contact with health insurer Cigna for an overview of hospitals in designated medevac countries and elsewhere which may accept COVID-19-infected patients, or patients in general coming from countries with known COVID-19 cases.
While the current situation creates some uncertainty, please be assured that together with DOS, WHO and relevant national authorities, we will do our utmost to meet any medical evacuation requirements of you and your dependents.
Beware of viral social media posts offering false coronavirus tips
In the past few days you may have come across a post on Facebook or Twitter with alarming information about the coronavirus attributed to Stanford University. Continue reading...
The post may look something like this:
- "People with coronavirus may not show symptoms for several days, but if you can comfortably hold your breath for more than 10 seconds, you’re probably not infected. You should sip water every 15 minutes to wash the virus into your stomach, where stomach acid kills it, to prevent the virus from entering your windpipe and lungs. And if you have a runny nose, you have a cold, not the coronavirus."
- "The new coronavirus may not show signs of infection for many days. By the time you go to the hospital after having a fever or cough, the lungs are usually 50 percent fibrosis."
- "Taiwan experts provide a simple self-check that we can do every morning: Take a deep breath and hold it for more than 10 seconds. If you do this successfully without coughing, without discomfort, stiffness or tightness, there is no fibrosis in the lungs; it basically indicates no infection. In critical times, please self-check every morning in an environment with clean air."
- "Everyone should ensure their mouth and throat are moist, never dry. Take a few sips of water every 15 minutes at least. Even if the virus gets into your mouth, drinking water or other liquids will wash them down through your throat and into the stomach. Once there, your stomach acid will kill all the virus. If you don’t drink enough water regularly, the virus can enter your windpipe and then the lungs. That’s very dangerous."
- "Drinking warm water is effective for all viruses. Try not to drink liquids with ice."
- "If you have a runny nose and sputum, you have a common cold. Coronavirus pneumonia is a dry cough with no runny nose."
- "This new virus is not heat-resistant and will be killed by a temperature of just 26/27 degrees Celsius (about 77 degrees Fahrenheit). It hates the sun."
- "If someone with coronavirus sneezes, it stretches 10 feet before it drops to the ground and is no longer airborne."
Many doctors and virologists have emphasized that you can’t test yourself for the virus by holding your breath, and other claims debunked. However, the CDC still underlines fever, cough, and shortness of breath as the main symptoms. Whitney Adams, a former pandemic preparedness coordinator and programs manager for CARE, raised an alarm when considering the overflow of non-peer-reviewed research information relating to the coronavirus. He suggests that "While it’s really important for the research community, the medical community, public health community keep sharing these findings, we should take those with a grain of salt. It’s not necessarily helpful for people to try to self-diagnose based on these things that are really hard for even clinicians to understand".
It is important to break this chain of misinformation due to the high amount circling the net. The advice from experts is, in case you receive something or see something suspicious on Facebook or Twitter simply don’t share it.
THE HAGUE - As of 30th March all The Hague IRMCT staff to use Main entrance for entry and exit
From Monday 30 March 2020 the North Gate (back gate) access will be closed for routine use until further notice. Access to the building via the North gate will be granted only for deliveries, contractors, Post.nl and other logistical services. All staff are requested to use the Main entrance to enter/exit the building. If you wish to access the bicycle parking please contact Security via the intercom at the North Gate and you will be assisted with entering to park your bicycle after which you will be required to go to the Main entrance for screening and access to the building.
THE HAGUE - Healthcare and additional measures to combat the COVID-19 virus (23 March 2020)
Please find attached two Note Verbales issued by the Netherlands Ministry of Foreign Affairs. All staff and non-staff currently in the Netherlands are encouraged to review these documents and abide by the instructions, in particular in respect of social distancing.
ARUSHA - Security Arrangements
Dear colleagues,
Concern has been raised with regard to the security of staff based in Arusha. The Mechanism Safety and Security Service, in coordination with the local authorities, regularly assess the situation, and at this stage the security situation is calm, and there are indications that the crime has significantly reduced in the Arusha region. Authorities believe this may be due to several COVID-19-related preventative measures, such as the closure of bars/clubs and the reduction of the number of tourists which are the main targets for criminals. The Mechanism has increased the level of patrolling, including in town, and our own assessment is that the city is calm, less crowded than normal, and there have been no incidents related to Mechanism staff for the past 48 hours e.g., verbal harassment or intimidation indicating that the deadly pandemic is associated with the presence of foreigners in the country.
Nevertheless, we remind staff to maintain normal security awareness by remaining calm and vigilant, and to continue to practice COVID-19 related hygiene measures and social-distancing.
Noting that the overall security situation is stable, staff are reminded of the security arrangements that the Mechanism, supported by the government of Tanzania, has in place to ensure the security and safety of Mechanism staff and its operations.
In accordance with our host country agreement, the United Republic of Tanzania has the primary responsibility for ensuring the safety and security of all UN personnel, dependents, property and assets located within its sovereign territory.
Although the primary responsibility for the security and protection rests with the host country, the United Nations, through the Designated Official for Security in Tanzania, actively manages UN staff security through the implementation of a Regional Security Plan. The plan ensures that all members of the UN community have a coordinated approach for the protection of staff and their recognized dependents.
The plan relies on all staff members having an understanding of the context and security situation. For the current COVID-19 situation it is implemented by a timely reduction in the operational tempo, and by reducing staff presence at the office. We are aware that in addition to the direct health-related risks brought by the COVID-19 outbreak, staff are concerned about the potential for significant civil unrest. Although there is no indication that this is developing, should the situation progress to where an assessment of unacceptable risk is made, the plan allows for a robust response, in coordination with UNDSS, for the safety of all staff.
Please rest assured that while the current assessment of risk is low, the Mechanism is prepared to manage the safety of its staff should the situation escalate.
THE HAGUE - Host state matters: Visitors on a Schengen short-stay visa or visa waiver unable to leave the Netherlands as a result of the COVID-19 virus
Staff may have family members or friends visiting them in the Netherlands on a Schengen short-stay visa. Such foreign national with a Schengen short-stay visa may need an extension of the visa due to the inability to leave as a result of the COVID-19 virus. Such foreign national can call the Immigration and Naturalization Service by telephone (IND, tel. 088-04.304.30) to request the visa extension. The visa number needs to be provided by phone. The extension will only be valid in the Netherlands and will be registered in the European Visa Information System (VIS).
Similarly, the IND should also be contacted by foreign nationals present in the Netherlands under a visa-waiver programme in case the 90 day visa-waiver period is due to expire.
In case you have any further questions, please contact the VEU by email (IRMCT-VEU[@]un.org).
Connecting with the WhatsApp account of the World Health Organization
If you wish to connect with the professional WhatsApp account of the World Health Organization (WHO), save the following number into your address book: +41 79 893 18 92 and send a WhatsApp ' Hi' message to this number.
You will get information on WhatsApp from WHO on various aspects of the COVID-19 Coronavirus.
ARUSHA - Message from the Registrar to Arusha branch staff
Dear Arusha branch Staff,
In order to protect the health of our staff, our contractors and that of the surrounding Arusha community, the Principals have decided , following the recommendation of our Medical Officer, that we maximise the extent to which we employ remote working, in accordance with WHO guidelines. I am happy to say that following in the successes of our colleagues in the Hague branch in this respect, we have made great progress in our transition and note that most staff who are able to perform their functions remotely are either doing so now or will be able to do so in the next day or so. This leaves a reduced footprint of staffing on the premises, those staff that must be physically present to perform their functions, as determined by the leadership of your office. We wish to thank you for your patience and your efforts in smoothly and expeditiously engaging in this transition. We will continue to keep you informed of all relevant developments in this regard.
Femi Elias
ARUSHA - UN COVID HOTLINE
ONLINE NOW - UN COVID HOTLINE
0800750129 or 0800750130 (ENGLISH & SWAHILI)
Do you or a dependent have any of these symptoms - fever, cough, headache, fatigue, sore throat, difficulty in breathing? If yes to any of these- self-isolate, stay home and call UN Hotline immediately!
Specially trained UN-colleagues will ask you some questions about your health, your travel history and eventual exposure. They will advise you on further steps and testing if necessary. The call center is operated by the World Health Organization based on the global recommendations for COVID screening. Operators are trained and supervised by and fully aligned with the medical procedures of the Aga Khan Hospital.
The Aga Khan Hospital has published its Hotline, however, they have explicitly requested the UN to do their own pre-screening through our hotline and refer patients through the WHO. While Arusha based staff and dependents can also call the UN COVID HOTLINE, we highly encourage you to call the IRMCT Medical Unit on the numbers below if you develop any such symptoms:
Please contact the IRMCT Medical Unit on the numbers below:
+255784401204,
+255767269642.
Please pass on the numbers to your family. Make sure your eligible dependents are registered on TRIP and your profile is updated.
IMPORTANT: THE HOTLINE IS NOT INTENDED FOR MEDICAL EMERGENCIES. In such a case please use the SSS emergency numbers below:
24/7 Security Control Centre
+255 (0)78 440 0859 (Cell phone)
or
+255 (0)27 256 5200 (Direct landline)
THE HAGUE - Changes to cleaning practices, usage of masks by cleaners only
Dear Staff,
For the coming weeks, with an almost empty building, the cleaners will continue to perform their duties, with a focus on wiping all surfaces, especially door handles, balustrades, etc., using cleaning supplies capable of sanitizing those surfaces. FMU will ensure that they have access to closed offices so that all surfaces are cleaned. Whatever has been left on desks will be piled on the chair in order for the cleaning to take place. If anyone has an issue with this, please e-mail FMU Helpdesk (helpdeskf[@]un.org). Soon, we will request a special cleaning protocol be employed for the cleaning of keyboards.
As part and parcel of their duties, the cleaners work through the whole building, and their employer, GOM, feels that they therefore may be at more risk than others. Therefore, the company has issued its staff with protective masks as a matter of company policy. These masks will be used by the cleaners while they carry out their daily tasks within the building.
However, the IRMCT policy for its own staff not to wear masks inside the building remains unchanged.
We thank you for your understanding.
Useful information by Medical Unit: How to cope with stress and prevent the spread of germs
Dear colleagues,
please find attached useful information on how to cope with stress and how to stop the spread of germs.
Stop the spread of germsCoping with stress
Helping children cope with stress
Remote working arrangements
Dear Colleagues,
As you know, Monday was the first day for the implementation of our remote working arrangements in The Hague, Sarajevo and Kigali. It is a credit to you and our institution that we have been able to implement these measures quickly and smoothly. Already yesterday staff were working from home and the number of staff in the office was significantly reduced, which was our goal. Thank you for your support and cooperation.
For the present circumstances, remote working is the right approach to enable us to continue our important work while also reducing risks to you and the broader population. The Secretary General himself has strongly encouraged all staff who can to work via telecommuting as a means of limiting the spread of COVID19, supporting a number of administrative guidances that emphasize flexibility for staff while trying to maintain operational effectiveness.
At the same time, we are fully cognizant that we will face challenges. These are uncharted waters for most of us, with travel limitations, the calls for social distancing, and the general uncertainties arising from the current public health emergency.
Issues will arise, and you will have questions. The closure of schools in The Netherlands, Rwanda and Bosnia and Herzegovina over the weekend, and Tanzania yesterday is one important development, and it is also clear that remote working arrangements are not yet fully in place for everyone.
As we work together to make remote working as effective as possible, here are some key points to bear in mind:
Though as an organisation we are working to maintain business continuity, we recognize that it is not "business as usual" and our expectations must be reasonable.
What is important is that we all do our best at this time. Flexibility is a key principle. And to avoid any doubt, no one will be required to go to part time status because of specific challenges at home, including caring for children or other family members.
It is essential to maintain regular contact with your supervisor and team, including being available for team calls or video meetings as requested by your supervisor. Communication allows us to be safe and keep operations ongoing.
ITSS is working hard to deliver the necessary technical support. We are working to ensure that tools are available.
If you fall sick during this period, please contact the Medical Unit by phone and inform your supervisor. It will be recorded in your attendance record as certified sick leave. The rules on absence due to sickness and leave (including special leave) continue to apply.
Several of you have enquired about working remotely outside of your duty station. Please recall that a remote work location shall generally be within the duty station. However, a staff member may request to work from a location outside of the duty station. The ability of the staff member to attend team meetings and take calls (e.g. in light of time difference) will be part of the considerations for approval. In the current situation, therefore, all staff who work remotely are expected to be within the duty station, unless a location outside of the duty station has been explicitly approved by both your supervisor and HRS.
If you have any questions on this, please discuss with your supervisor or email Human Resources.
Best regards,
Sherrin Hill,
Chief HR
Secretary-General’s video message to UN personnel on Covid-19
My dear Colleagues,
The strength of our United Nations is YOU - our committed and dedicated personnel. Events have moved at alarming speed over the past two weeks. This crisis is unprecedented. And I am proud of how – together - you are adapting so quickly. I understand the enormous stress that measures to contain the virus are putting on you and your families.
Many of you -- like me -- are working away from loved ones and worrying deeply about them. Working from home can feel isolating and lonely at a time of great anxiety. So please, let’s continue to look out for each other – and those who are most vulnerable. Let’s find inspiration in those who are “care-mongering” – rather than scaremongering. If we are going to spread anything, let’s spread kindness.
In the meantime, we can be proud that the United Nations continues the important work on which many in the world depend – although in different ways and in different places. Please be assured that I, along with your senior management and crisis teams, remain actively on watch, and will communicate with you regularly and listen to your concerns. We are already working on some of these, including restrictions on movement, rest and recuperation, medical evacuation, leave, and other problems that are emerging. I thank you for your commitment, professionalism and above all, your compassion. We are all in this together, and we will get through it – together.
Thank you all.
Message in regard to Arusha branch operations
It was confirmed yesterday by the Tanzanian Ministry of Health that a Tanzanian woman who arrived in Arusha from Europe the night of 15 March has tested positive for COVID-19. The woman is not a UN staff member, nor is she associated with the UN as a dependent or relative. We have seen the rapid evolution of events in other countries, from the detection of the first case to the time that stringent measures have been put in place to contain and slow the pace of the global outbreak. In the event this is needed, we have decided to begin making preparations for a transition to remote working.
At this point, we ask staff to please continue the health maintenance practices that have been previously recommended, including hand hygiene and social distancing. With one confirmed case, the situation is not as acute as what we have faced in our Hague branch. Nevertheless, it is important for us to harmonise the approach across the offices of the Mechanism, and experience has shown that we should work as diligently and expeditiously as possible to implement the change. Therefore, you will be asked to work with your supervisors to begin planning the transition to remote working, where such work is possible considering your functions. This will include for example verifying that webmail is working, collecting relevant materials needed for remote work and in some cases, the issuance of remote access tokens. For now these are precautionary measures and additional information will be communicated to staff as it becomes available.
COVID-19 Message from the Staff Union
Dear Colleagues,
In view of the current COVID-19 pandemic, the Staff Union wishes to reassure staff that we remain in constant contact with Management, which has acted to identify and coordinate the Mechanism's actions in relation to the outbreak across all branches.
Staff Union representatives have participated in various meetings of the COVID-19 Management Team in both The Hague and in Arusha, and we have requested that Management keeps staff regularly informed regarding the evolving situations in each respective duty station. In this regard, the Staff Union also appreciates the creation of a dedicated COVID-19 portal on Tribunet, is now accessible externally so that staff working remotely can access it.
The Staff Union understands the anxiety and uncertainty that comes with a situation like COVID-19, however, staff members should be assured that Staff Union representatives are following the situation closely and remain available should you have any questions or concerns that you want to discuss.
We further remind staff members to fully comply with all guidelines provided by the Medical Unit, which includes the requirement to contact the Medical Unit prior to any travel and before returning to the office.
Please refer to the attached "Who's Who" for our contact details, in addition to a fact sheet with information about the Staff Union.
Stay safe.
Gloria Otieno
President, UN-CTSU
Mechanism's COVID-19 information portal now available externally
The Tribunet information portal on COVID-19 is now also available from the Mechanism's website. It contains relevant and up-to-date information, resources and guidelines for staff related to the prevention, overview of the affected areas, actions to be taken by staff and any temporary travel restrictions related to the COVID-19 corona virus pandemic. It will be updated for as long as the global outbreak continues. The information portal can be found at https://www.irmct.org/en/covid/covid-19-updates-and-resources
COVID-19 Information Portal launched on the Tribunet
The Mechanism has launched a Tribunet portal on the Coronavirus (COVID-19), to ensure that all Mechanism staff are provided with timely and relevant updates, information, resources and contacts in relation to the ongoing COVID-19 pandemic.
In addition to providing an overview of essential steps that the Mechanism is taking in order to ensure a safe work environment for all staff, it also provides an overview of key information in relation to prevention, what to do if unwell, travel-related information and latest updates.
The portal is located in the top right corner of the Tribunet homepage. It will be regularly updated for as long as necessary.
Efforts are being made to make the portal accessible externally as quickly as possible, so that staff working remotely can securely access it. More information will follow next week.
Group visits to the Mechanism suspended until further notice
Please be advised that the Registrar has suspended all public group visits to the Mechanism until further notice, effective today, as a measure to prevent the spread of the Corona virus pandemic. Please note that a group is considered to be more than 3 people. Potential visits of 3 or fewer people would be considered on a case-by-case basis, taking into account all risk factors.
Any groups who have been scheduled to visit the Mechanism in the upcoming period have been informed of the decision, while others who may express interest in arranging a visit will be informed accordingly as long as this measure remains in place.
The staff will be informed of any updates or changes to the existing measures as required.
Coronavirus confirmed as pandemic by World Health Organization
The World Health Organization (WHO) stated Wednesday that the coronavirus which causes COVID-19 and which has infected more than 121,000 people around the world has become a pandemic.
Until now, the WHO has characterized the illness, which broke out in Wuhan, China, late last year, as a series of epidemics.
WHO Director General, Tedros Adhanom Ghebreyesus said at the headquarters in Geneva that the number of cases outside China had increased tenfold over the past two weeks and expect the situation to worsen.
He said: "We're deeply concerned. Most by the alarming levels of spread and severity. And by the alarming levels of inaction.” Dr Tedros believes it is still not too late for governments to have an impact. "All countries can change the course of this pandemic," he said.
Message to Staff about travel restrictions in light of the Corona virus
Please find attached a message on official and personal travel during the current outbreak of the Corona virus (COVID-19).
THE HAGUE - Message from the Medical Unit
Dear Colleagues,
Please be advised not to come to work if you are sick or feel unwell.
1. Stay at home if you have fever ( >38C ) and/or respiratory symptoms - including common cold symptoms, sore throat, cough, shortness of breath. Then you need to contact the Medical Unit by phone or email.
2. For all other sick leave issues, normal procedures apply. Guidance for other Mechanism duty stations will follow shortly.
Medical Unit The Hague
medicalunit [@] un.org | +31 (0)70 512 5071
Hand hygiene
Hand Hygiene is the most effective method of reducing the spread of infection. There are excellent hand washing facilities within the Mechanism buildings. The Steps for hand Hygiene are:
- After using the toilet or changing a diaper/nappy
- Before and after handling raw foods like meat & vegetables
- Before eating or handling food
- After blowing your nose
- Before and after treating a cut or wound
- After touching animals, including pets, their food and after cleaning cages/boxes
- After caring for anyone who is unwell especially diarrhoea and vomiting
Follow these five steps every time:
- Wet your hands with clean, running water (warm or cold), turn off the tap, and apply soap.
- Lather your hands by rubbing them together with the soap. Lather the backs of your hands, between your fingers, and under your nails.
- Scrub your hands for at least 20 seconds. Need a timer? Hum the “Happy Birthday” song from beginning to end twice.
- Rinse your hands well under clean, running water.
- Dry your hands using a clean towel or air dry them.
Please also refer to the attached poster.
Message from the Registrar
Dear Colleagues,
Many staff are concerned about the current situation of COVID-19 corona virus and how it may affect them as a staff member and as an individual. As you will have noted through the media, it has spread and many of us may come into contact with people who may have it due to the nature of global travel.
Many Ministries of Health have identified China (including Taiwan, Macao, Hongkong), Singapore, South-Korea, Iran, North-Italy (region Lombardy and region Veneto) as high risk locations for contacting the virus.
As an organisation, we are developing contingency plans to ensure that we are in a working environment that is as safe as possible. Staff members who are unwell with fever, cough or other respiratory symptoms are most likely to have a more common illness – the common cold or even influenza – not COVID-19. At present, influenza presents more risk to people than COVID-19. The same guidance for influenza or any of the respiratory viruses applies equally to COVID-19 as below:
To Avoid Exposure to Respiratory Viruses:- Avoid close contact with people who are ill with fever and/or respiratory symptoms (cough or shortness of breath).
- Wash or sanitize your hands frequently – this is one of the most effective measures available.
- Note there is no need for well people in low risk environments to wear a mask
- Stay at home or in your accommodation if you become unwell, develop a fever and/or other respiratory symptoms. Seek medical care but first always call ahead to your healthcare provider.
- In the event that you have fever and/or other respiratory symptoms (cough or shortness of breath) AND have been to a high risk location or came in contact or cared for someone with COVID-19, you are obliged to contact by phone and inform your GP (huisarts). Do NOT visit your GP/huisarts or come to the office.
- Maintain your distance from others – at least 1 m / 3 feet;
- Cover your mouth and nose with a disposable tissue when coughing or sneezing and use the nearest waste receptacle to dispose of the tissue after use. If you do not have a disposable tissue, cough or sneeze into your elbow;
- Wash or sanitize your hands frequently – after coughing, before preparing food or eating, after toilet use, after contact with ill persons, or during exposure to high traffic public areas.
Please notify your supervisor and the relevant Medical Unit immediately by phone. Do NOT come into your office unless the Medical Unit approves. You may be requested to remain in a voluntary quarantine at home for a period of 14 days after leaving the affected location. On a case by case basis, Human Resources will consult with supervisors and the Medical Units regarding telecommuting options. Staff who are working from home will be expected to maintain contact with their supervisor. If you develop symptoms, please contact the Medical Unit by phone as well as your GP/huisarts.
If You Have a Pre-Existing Medical Condition Identified as a Risk Factor:If you are concerned about exposure to COVID-19 and have a pre-existing medical condition that has been identified as a risk factor (for example - immuno-compromised, cancer treatments, chronic pulmonary history, organ transplant, etc), please contact your Medical Unit to discuss. Telecommuting options may be approved on a case by case basis.
Further Information:If you want to read further, please look at the following:
WHO Coronavirus 2019
Best regards,
The Registrar
THE HAGUE - Staff notice from the Medical Unit
All Staff are advised to use the Alcohol hand rubs/gels provided:
- On entry to the building
- On entry to the cafeteria and at the cafeteria pay point
