Personnel Policy

Overview
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  • (Adopted by the Council of the United Nations University at its 50th session in December 2003; amended at its 56th session in December 2009)

    Article I

    PURPOSE AND SCOPE

    1.1 The staffing policy of the United Nations University (UNU) shall respond to the requirements of the University as a global academic institution of scholarly vigour and excellence, flexibility and effectiveness.

    1.2 All University personnel shall be committed to the fulfilment of the purposes and principles of the Charter of the United Nations, the purposes and objectives of the University as defined in its Charter, and the principles and policies of the University as laid down by the UNU Council. In accordance with those purposes, principles, objectives and policies they shall fully enjoy academic freedom in their work.

    Article II

    UNIVERSITY PERSONNEL

    2.1 Pursuant to Article VIII of the University Charter, the University shall comprise the following categories of personnel:

    A. Academic personnel

    1. The academic personnel of the University shall consist of:

    • (a) The Rector;
    • (b) Persons serving at the University Centre, comprising:
      • (i) The Vice Rectors;
      • (ii) Other directing and professional personnel performing academic functions who may be so designated by the Rector;
      • (iii) Personnel under Personnel Service Agreement, consultant or individual contractor contract with the University who have been engaged to perform academic tasks within the scope of the University’s activities and operations;
      • (iv) Research personnel, visiting professors, fellows, and other scholars.
    • (c) Persons serving outside the University Centre, comprising:
      • (i) The Directors of the Research and Training Centres and Programmes;
      • (ii) Other directing and professional personnel performing academic functions in Research and Training Centres and Programmes who may be so designated by the Rector;
      • (iii) Personnel under Personnel Service Agreement, consultant or individual contractor contract with the University, at Offices of the University or in its Research and Training Centres and Programmes or associated institutions, who have been engaged to perform academic tasks within the scope of the University’s activities and operations;
      • (iv) Research personnel, visiting professors, fellows, and other scholars.

    2. The Rector and, save as otherwise provided for in their terms of appointment, the academic personnel coming within paragraph 1(b), subparagraphs (i) and (ii) and paragraph 1(c), subparagraphs (i) and (ii) above respectively, all of whom shall be in posts approved by the United Nations University Council in the University budget (hereinafter referred as “established posts”), shall be officials of the United Nations and shall be subject to the Staff Regulations and Rules of the United Nations, subject to such arrangements for special rules or terms of appointment, as may be agreed upon by the Rector and the Secretary-General of the United Nations in accordance with the University Charter, to meet the special needs of the University.

    3. Other academic personnel coming within paragraph 1(b), subparagraphs (iii) and (iv) and paragraph 1(c), subparagraphs (iii) and (iv) above respectively shall not be so subject and shall neither be “staff members” under the Staff Regulations of the United Nations nor “officials” for the purpose of the Convention of 13 February 1946 on the Privileges and Immunities of the United Nations. They may, however, be given the status of “experts on mission” in the sense of section 22 of Article VI of the Convention. If they are required to travel on behalf of the United Nations University, they may be given a United Nations certification in accordance with Section 26 of Article VII of the Convention.

    B. Administrative Personnel

    1. The administrative personnel of the University shall consist of:

    • (a) The Rector;
    • (b) Persons serving at the University Centre, comprising:
      • (i) Directing and other personnel who perform administrative functions;
      • (ii) Personnel engaged to perform administrative functions under Personnel Service Agreements, consultant or individual contractor contract.
    • (c) Persons serving outside the University Centre, comprising:
      • (i) Directing and other personnel who perform administrative functions at Offices of the University or in its Research and Training Centres and Programmes;
      • (ii) Personnel who are engaged to perform administrative functions under Personnel Service Agreement, consultant or individual contractor contract at Offices of the University or in its Research and Training Centres and Programmes and in its associated institutions.

    2. Administrative personnel coming within paragraph l (b), subparagraph (i) and paragraph l (c), subparagraph (i) above respectively, all of whom shall be in established posts, shall be officials of the United Nations and shall be subject to the Staff Regulations and Rules of the United Nations, subject to such arrangements for special rules or terms of appointment, as may be agreed upon by the Rector and the Secretary-General of the United Nations in accordance with the University Charter, to meet the special needs of the University.

    3. Other administrative personnel coming within paragraph 1(b), subparagraph (ii) and paragraph 1(c), subparagraph (ii) above respectively shall not be so subject and shall neither be “staff members” under the Staff Regulations of the United Nations nor “officials” for the purpose of the Convention of 13 February 1946 on the Privileges and Immunities of the United Nations. They may, however, be given the status of “experts on mission” in the sense of section 22 of Article VI of the Convention. If they are required to travel on behalf of the United Nations University, they may be given a United Nations certification in accordance with Section 26 of Article VII of the Convention.

    C. Trainees

    1. The trainees of the University shall consist of:

    • (a) Persons who have been awarded fellowships by the University for postgraduate training and/or research; and;
    • (b) Other persons who have been awarded fellowships by the University for training in international or national technical assistance programmes.

    2. Trainees coming within paragraphs 1(a) and 1(b) above respectively shall neither be “staff members” under the Staff Regulations of the United Nations nor “officials” for the purpose of the Convention of 13 February 1946 on the Privileges and Immunities of the United Nations.

    2.2 University personnel, other than the Rector, who are officials of the United Nations as defined in A (2) and B (2) of paragraph 2.1 above shall be referred to hereinafter, where appropriate, as “United Nations University (UNU) staff.”

    2.3 Established posts of UNU staff shall be classified according to the common job classification standards established by the International Civil Service Commission as appropriate to the categories of posts. In addition, for all established posts for research and/or capacity development for the purpose of drawing on comparative benchmarks, due consideration shall be given to equivalent or corresponding academic ranks commonly used in leading universities and research institutions around the world.

    2.4 The terms of appointment of UNU staff shall normally be governed by the 100 series Staff Rules of the United Nations. The terms of appointment of professional personnel serving with the Research and Training Centres and Programmes may be governed by the 200 series Staff Rules of the United Nations applicable to technical co-operation project personnel.

    2.5 Pursuant to paragraph 5.2 below, UNU staff shall be granted fixed-term appointments subject to the conditions specified in Article IV below. A fixed-term appointment does not carry any expectancy of renewal or of conversion to any other type of appointment.

    2.6 Pursuant to paragraph 5.2 below, UNU personnel, who are not United Nations officials, shall be granted appointments subject to the conditions specified in Article IV below.

    2.7 The University personnel shall be solely responsible to the Rector in the exercise of their functions. In the performance of their duties, they shall neither seek nor accept instructions from any government or from any other authority external to the University.

    Article III

    RECRUITMENT

    3.1 Uniform standards and criteria shall be applied for the recruitment of personnel at the University Centre and the Research and Training Centres and Programmes. The paramount consideration in the appointment of personnel shall be the highest standards of competence, efficiency and integrity, with due consideration given to geographical diversity and gender balance. Recruitment for each established post shall follow the Staff Regulations and Rules of the United Nations and shall be based on appropriate job description and selection criteria.

    3.2 Recruitment shall be made on an open and competitive basis, and after consideration of a number of candidates. Without prejudice to the recruitment of fresh talent at all levels, the fullest regard shall be given, in filling vacancies, to the requisite qualifications and experience of persons already in the service of the University.

    3.3 The terms and conditions of appointment of the University academic personnel shall be sufficiently flexible to make it possible to draw upon scholars and scientists from other academic or research institutions who can be engaged for limited periods of time under secondment or other appropriate arrangements.

    3.4 Women and men shall be given equal opportunities for recruitment, appointment, assignment, promotion and career development.

    3.5 Young scholars and scholars from developing countries shall be given special opportunities to participate in the activities of the University Centre and in the network of Research and Training Centres and Programmes and associated institutions.

    Article IV

    CONTRACTUAL STATUS

    4.1 Vice-Rectors and Directors of Research Training Centres and Programmes shall normally be appointed for a period of four years and shall be eligible for re-appointment for two more terms of up to four years.

    4.2 Initial appointments of academic staff shall normally be for a fixed-term of two years. Such fixed-term appointments may be renewed for a period or periods normally not exceeding a total of 4 years in any one instance subject to satisfactory service. Moreover, the combined total of fixed-term appointments (initial and renewal) normally will not exceed six years.

    4.3 Initial appointments of staff other than academic staff shall normally be for a fixed term of two years. Such fixed term appointment may be renewed thereafter for periods of up to four years, subject to satisfactory service.

    4.4 Staff holding fixed term appointments referred to in 4.1, 4.2, and 4.3 above, shall be given at least three months’ advance notice of the non renewal of their appointment prior to the date of expiration.

    4.5 The contractual status of University personnel who are not officials of the United Nations, such as academic and administrative personnel, visiting scholars, research associates, co ordinators, consultants and individual contractors, interns, trainees, and postdoctoral fellows shall be governed by the terms and conditions set forth in Personnel Service Agreements (Conditions of Service for PSA attached as Annex), contractual terms and conditions for consultants and individual contractors, or other contractual arrangements. The contractual terms for each of those groups, including the rates of honoraria or other payments, shall be standardized to the extent possible within each functional unit, and shall be administered with sufficient flexibility.

    Article V

    APPOINTMENT AND PROMOTION

    5.1 All appointments to established posts within the University shall be made on behalf of the Secretary-General of the United Nations by the Rector.

    • (a) The Vice-Rectors of the University shall be appointed by the Rector after consultation with the Chair of the UNU Council and such other members of the Council as the Chair may designate for this purpose;
    • (b) The Directors of the Research and Training Centres and Programmes shall be appointed by the Rector in accordance with the Statutes applicable to such Centres and Programmes;
    • (c) Appointments to established posts at the Research and Training Centres and Programmes shall be made by the Director of the Centre or Programme concerned on the Rector’s behalf, in accordance with the Statutes relating to such Centre or Programme and the procedures established by the Rector.

    5.2 Except as may be otherwise provided in accordance with paragraph 7 of Article VIII of the University Charter:

    • (a) Other personnel who are United Nations officials shall be appointed by the Rector pursuant to the Staff Regulations and Rules of the United Nations, subject to such arrangements for special rules or terms of appointment as may be agreed upon by the Rector and the Secretary-General in accordance with the University Charter, to meet the special needs of the University;
    • (b) Personnel who are not United Nations officials shall be appointed by the Rector in accordance with the provisions laid down in their terms of appointment;
    • (c) Trainees and postdoctoral fellows shall be appointed by the Rector with a view to fulfilling the purposes and objectives of research and training in the University.

    5.3 A Central Review Board shall be established by the Rector in accordance with United Nations established procedures to give advice on appointment, promotion and review of UNU staff in the Professional category and at the Principal Officer level [ICS 8 (P-1) to ICS 13 (D-1)] whose terms of appointment are governed by the 100 series Staff Rules.

    • (a) In particular, the Central Review Board shall advise the Rector on:
      • (i) Initial fixed-term appointment;
      • (ii) Promotion in accordance with paragraph 5.8 below; and
      • (iii) Renewal of fixed-term appointment.
    • (b) The Central Review Board shall review the process for compliance with the approved selection criteria and shall offer recommendations. Where these recommendations are not in line with those of the relevant manager, the Board shall transmit its recommendations for final decision to the Rector.

    5.4 Composition of the Central Review Board:

    • (a) The Central Review Board shall be composed of UNU staff members at the First Officer level [ISC 11 (P-4)] and above, as follows:
      • (i) Two members and an appropriate number of alternates, selected by the Rector;
      • (ii) Two members and as many alternates as those appointed under subparagraph (i ), who shall be selected by the Staff Council;
      • (iii) One additional member with voting rights, selected jointly by the members selected by the Rector and the members selected by the Staff Council;
      • (iv) The Director of Administration or an authorized representative, as an ex-officio non-voting member;
      • (v) A designated official of the Human Resources Unit shall serve as Secretary, without voting rights.
    • (b) Members and alternates shall be appointed for a period of two years and shall be eligible for re-appointment;
    • (c) The Central Review Board shall elect its own chairperson and establish its own procedures.

    5.5 A Central Review Panel shall be established by the Rector in accordance with United Nations established procedures to give advice on the matters referred to in paragraph 5.3 above with respect to all UNU staff in the General Service category [ICS 1 (GS-1) to ICS 7 (GS-7)].

    5.6 The Central Review Panel shall be composed in a manner similar to that of the Central Review Board, except that its members shall be at the Second Officer level and above [ICS 10 (P-3) and above]. A designated official of the Administration shall serve ex-officio member of the Panel.

    5.7 The Rector or the Director of a Research and Training Centre or Programme on his or her behalf shall establish a Review Committee to provide advice on appointment, promotion and review of UNU academic staff whose terms of appointment are governed by the 200 series Staff Rules and on the appointment of academic personnel who are not United Nations officials. Such committees shall normally consist of no more than three members locally and one additional member from the UNU Central Review Board nominated by the Rector.

    5.8 University personnel whose terms of appointment are governed by the 100 or 200 series Staff Rules shall be eligible for promotion as a result of classification of their established post at the higher level in accordance with procedures established by the Rector or through candidature to fill new or vacant established posts classified at a higher level than their own grade. Qualified General Service staff [ICS 1 (GS-1) to ICS 7 (GS-7)] shall be eligible to apply and be considered for vacant posts in the Professional category [ICS 8 (P-1) and above] in accordance with procedures established by the Rector.

    Article VI

    SALARIES AND RELATED ALLOWANCES

    6.1 The salary scales and related post adjustments and allowances for UNU staff in the Professional and higher categories [ICS 8 (P-1) and above] shall be as specified in the United Nations Staff Regulations and Rules.

    6.2 The salary scales for UNU staff in the General Service category [ICS 1 (GS-1) to ICS 7 (GS-7)] shall be as specified in the United Nations Staff Regulations and Rules.

    6.3 The remuneration scales for University personnel engaged under a Personnel Service Agreement shall be established by the Rector.

    Article VII

    PERSONNEL DEVELOPMENT, TRAINING, AND PERFORMANCE

    7.1 The University shall endeavour to create an organizational environment that motivates and fosters career development. This shall include opportunities for movement of personnel within the UNU, and between the UNU and other entities of the United Nations System of Organizations, by such means as rotation, re assignment, loan or secondment. Opportunities shall be given for in house or external training, studies or research in order to improve knowledge and skills or to enable personnel to keep abreast of the latest scholarly, scientific, technological, managerial and administrative developments in their respective fields.

    7.2 The University shall give special attention to enhancing the capabilities of its personnel by fostering collegiality and collaboration, participation in scholarly and professional meetings related to their fields of interest, and mobility of scholars between the Centre and the networks.

    7.3 The University shall establish an appropriate performance appraisal system including a rebuttal process which aims at:

    • (a) Promoting high performance and continuous learning;
    • (b) Empowering managers and holding them responsible and accountable for managing and motivating their staff;
    • (c) Ensuring proper and regular communication between managers and their staff;
    • (d) Encouraging a high level of personnel participation in the planning, delivery and evaluation of work; and
    • (e) Recognizing and rewarding successful performance and addressing under performance in a fair and equitable manner, in the best interest of the Organization.

    Article VIII

    STAFF RELATIONS

    8.1 The Rector shall establish and maintain continuous contact and communication with the personnel of the University in order to ensure their effective participation in identifying, examining and resolving issues relating to personnel welfare, including conditions of work, general conditions of life and personnel policies.

    8.2 A Staff Council shall be established in accordance with the established Staff Regulations and Rules of the United Nations and shall be entitled to initiate proposals to the Rector for the purposes set forth in the preceding paragraph. It shall be organized in such a way as to afford equitable representation of the academic and administrative staff of the University, serving at the University Centre and at the Research Training Centres and Programmes, by means of elections that shall take place at least biennially under electoral procedures drawn up by the Staff Council, and agreed to by the Rector.

    8.3 The Staff Council shall be so composed as to reflect equitably the totality of the academic and administrative staff of the University. Such University staff serving at the University Centre and the Research Training Centres and Programmes shall be eligible for nomination as candidates for the Staff Council. The Staff Council shall elect its own Chair and other officers as necessary. The Staff Council shall be accorded appropriate facilities to ensure its effective functioning as the staff representative body.

    8.4 A Joint Advisory Group shall be established by the Rector to give advice regarding personnel policy and general questions of personnel welfare as provided in paragraph 8.1 above.

    8.5 The Joint Advisory Group shall be composed as follows:

    • (a) A Chairperson appointed by the Rector in consultation with the Staff Council;
    • (b) Two members and one alternate nominated by the Staff Council;
    • (c) Two members and one alternate appointed by the Rector;
    • (d) A designated official of the Administration shall serve as Secretary.

    8.6 The Joint Advisory Group shall be the principal forum in which consultations are held on questions of personnel policies and issues relating to personnel welfare. It shall meet regularly or as often as necessary to consider proposals on matters that fall within its purview and to make recommendations to the Rector in regard to such proposals. It may set up subsidiary bodies to assist it in its work.

    8.7 No form of harassment of any sort shall be tolerated in the United Nations University or in connection with the work of the University.

    8.8 To address sexual harassment issues, the Rector shall appoint, in consultation with the Staff Council, a staff member of the University to act as focal point. The terms of reference of the focal point and guidelines on how to resolve informal and formal complaints of sexual harassment shall be established by the Rector.

    Article IX

    TITLE RIGHTS

    The United Nations University shall be entitled to all property rights, including but not limited to title, patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided to the United Nations University by its personnel. At the request of the United Nations University, personnel shall assist in securing such property rights and transferring them to the United Nations University in compliance with the requirements of the applicable law. Any material published by, or on behalf of, such personnel in this regard shall contain appropriate reference to the United Nations University, and a copy of such published material shall be provided to the United Nations University.

    Article X

    DISCIPLINARY MEASURES

    UNU staff members are subject to the disciplinary measures set out in Staff Regulations 10.1 and 10.2 and Staff Rules 110.1 to 110.7.

    ARTICLE XI

    GRIEVANCE PANEL, OMBUDSMAN AND APPEALS MACHINERY

    11.1 In cases involving a conflict of any nature related to employment by the University, staff members should first refer the matter to their immediate supervisor. If the situation cannot be resolved, the matter should be referred to the supervisor’s direct supervisor.

    11.2 In cases where the conflict cannot be resolved, the staff member will then have two options:

    • (i) Write a letter to the Rector about the conflict. If the case relates to an administrative decision, such letter must be sent within two months from the time the staff member received notification in writing of the decision that is being contested. Upon receiving an appeal letter from the staff member, the Rector may decide to reply directly within two months or refer the case to the Grievance Panel of the United Nations University. If the staff member is not satisfied with the answer received from the Rector or if no answer is received within two months of sending the letter, he/she may submit the case to the United Nations University Grievance Panel;
    • (ii) Bring the case directly to the attention of the United Nations University Grievance Panel. If the case relates to an administrative decision, the staff member should raise the case within two months from the time he/she received notification in writing of the decision that is being contested.

    The United Nations University Grievance Panel

    11.3 The Grievance Panel shall be composed of four members appointed by the Rector, in consultation with the Staff Council. Members of the Grievance Panel shall serve for a two year term. The Grievance Panel shall elect its own chair and establish its own procedures.

    11.4 The Panel shall give its advice to the Rector in the form of a report containing recommendations as to the action to be taken on the conflict or contested decision. The Rector shall make the final decision after consideration of the Panel’s report. The Rector’s decision shall then be communicated to the staff member with a copy of the Panel’s report. If the appellant is not satisfied with the answer received from the Rector, he/she may submit an appeal to the Secretary of the Joint Appeals Board and/or may refer the case to the Office of the Ombudsman.

    The Office of the Ombudsman

    11.5 The Office of the Ombudsman is established in the Office of the United Nations Secretary-General to make available the services of an impartial and independent person to address the employment-related problems of staff members. The Ombudsman shall be guided by the United Nations Charter, the Charter of the United Nations University, the Staff Regulations and Staff Rules, the Personnel Policy of the UNU, as well as by the principles of justice and fairness. The Terms of Reference of the Ombudsman are outlined in the Secretary-General’s bulleting ST/SGB/2002/12 dated 15 October 2002.

    Joint Appeals Board and United Nations Administrative Tribunal

    11.6 The Joint Appeals Board constitutes the administrative machinery, with staff participation, which is available to the United Nations Secretary-General to advise him/her on appeals by staff members against administrative decisions or against disciplinary measures. A staff member may appeal against an administrative decision, alleging non-observance of his/her terms of appointment, including the Staff Regulations and Staff Rules. The appeals procedure is set out in Chapter XI of the Staff Rules. The Secretary-General makes the final decision based on the Joint Appeals Board’s report. The appellant may make an application to the United Nations Administrative Tribunal. The Tribunal’s decisions are binding on the parties.

    Procedure for PSA, Consultant, and Individual Contractor

    11.7 The mechanism for settlement of dispute for personnel engaged under Personnel Service Agreement is described in attached Annex “Conditions of Service for PSA”. For personnel engaged as Consultants or Individual Contractors, settlement of dispute is described in ST/AI/1999/7 dated 25 August 1999.

    Article XII

    SOCIAL SECURITY

    12.1 UNU staff shall participate in the United Nations Joint Staff Pension Fund in accordance with the Regulations and Rules of that Fund.

    12.2 UNU staff shall be entitled to participate in a scheme of social security in accordance with United Nations Staff Regulations and Rules.

    12.3 The Rector may provide appropriate arrangements for University personnel engaged under a Personnel Service Agreement in regard to matters referred to in paragraphs 10.1 and 10.2 above.

    Article XIII

    SEPARATION FROM SERVICE

    13.1 As provided in Staff Regulation of the United Nations 9.1(b), the Rector may terminate the appointment of a staff member with a fixed term appointment prior to the expiration date for any of the reasons specified in Staff Regulation 9.1(a) or for such other reason as may be specified in the letter of appointment. A fixed-term appointment may also be terminated as a result of dismissal for misconduct under Staff Regulation.

    13.2 The conditions relating to resignation, indemnity payment and repatriation grant in the case of staff members holding a fixed-term appointment shall be governed by Staff Regulation 9.2, 9.3 and 9.4 respectively.

    13.3 The Rector shall establish conditions relating to separation from service for University personnel engaged under a Personnel Service Agreement (Conditions of Service for PSA attached as Annex).

    Article XIV

    AMENDMENT AND SUSPENSION

    The United Nations University Personnel Policy may be amended or suspended by the United Nations Council.

    ANNEX to the United Nations University Personnel Policy

    Conditions of Service for Personnel Service Agreement

    Legal Status

    1. Pursuant to Article VIII, paragraph 7 of the Charter of the United Nations University, academic and administrative personnel other than the personnel referred to in paragraph 4 and 6 of Article VIII shall be appointed by the Rector as United Nations University personnel under a Personnel Service Agreement (PSA). Individuals engaged under a Personnel Service Agreement serve in a personal capacity and not as representatives of a government or of any other authority external to the United Nations University. They are neither “staff members” under the Staff Regulations of the United Nations nor “officials” for the purpose of the Convention of 13 February 1946 on the Privileges and Immunities of the United Nations. They may, however, be given the status of “experts on mission” in the sense of Section 22 of Article VI of the Convention, and also enjoy any privileges or immunities which may be provided for in agreements concluded between the United Nations University and the host countries of its University Centre, Offices, and Research and Training Centres and Programmes, respectively.

    2. If such personnel are required to travel on behalf of the United Nations University, they may be given a United Nations certificate in accordance with Section 26 of Article VII of the Convention.

    3. The Personnel Service Agreement is an integral part of the United Nations Personnel Policy approved by the UNU Council at its fiftieth Session on 5 December 2003.

    Purpose

    4. The primary purpose of the Personnel Service Agreement is to provide individuals at different stages of their career with the opportunity to use their experience in the areas of interest to the United Nations University and work in the context of an international organization. Personnel engaged under a PSA serve at the UNU Centre, in its Offices, Research and Training Centres/Programmes or associated institutions and are involved in academic or administrative work. Candidates are selected on a competitive basis with qualifications commensurate to the nature of the work as spelled out in the job description. Once the assignment is over, it is expected that former PSA holders will put into practice their newly acquired skills and a widened perspective of working in an international environment. Former PSAs are expected to serve in their home countries’ academic institutions, bilateral assistance programmes, with other UN agencies, non-governmental organizations, or the private sector. Upon the completion of their assignments, a small number of PSAs may continue to serve the United Nations System, including the UNU, upon applying to vacant positions and following the relevant competitive recruitment procedure.

    Obligations

    5. Personnel engaged under a PSA shall have the duty to respect the impartiality and independence of the United Nations University and shall neither seek nor accept instructions regarding the services to be performed for the United Nations University from any government or from any authority external to the United Nations University. During the period of their services for the United Nations University, such personnel shall refrain from any conduct that would adversely reflect on the United Nations University and shall not engage in any activity that is incompatible with the discharge of their duties with the United Nations University. Personnel engaged under PSAs are required to exercise the utmost discretion in all matters of official business of the United Nations University. Unless otherwise authorized by the appropriate official in the office concerned, they shall not communicate at any time with any institution, person, government or authority external to the United Nations University any information that has not been made public and which has become known to them by reason of their association with the United Nations University. Personnel engaged under PSA may not use such information without the express authorization of the Rector or his designate. Nor shall personnel engaged under a PSA use such information to private advantage. These obligations do not lapse upon cessation of service with the United Nations University.

    Title Rights

    6. The United Nations University shall be entitled to all property rights, including but not limited to title, patents, copyrights and trademarks, with regard to material which bears a direct relation to, or is made in consequence of, the services provided to the United Nations University by the personnel engaged under a PSA. At the request of the United Nations University, the personnel engaged under a PSA shall assist in securing such property rights and transferring them to the United Nations University in compliance with the requirements of the applicable law. Any material published by, or on behalf of, such personnel in this regard shall contain appropriate reference to the United Nations University, and a copy of such published material shall be provided to the United Nations University.

    Duration of Service

    7. The services of personnel engaged under a PSA will normally correspond to the duration of the programme/project/administrative tasks for which the services are required. Initial appointment of such personnel shall normally be for a period of two years and not less than six months. Such appointments shall normally be renewed for one more term of two years subject to satisfactory service and the availability of funding. The Rector shall set the conditions for an exceptional extension of appointment of up to two years.

    Remuneration and Taxation

    8. As per Paragraph 6.3 of the Personnel Policy of the United Nations University, the remuneration scales for University personnel engaged under a PSA shall be established by the Rector, taking into account differences in levels of functions and experience.

    9. The United Nations University shall not be responsible for the payment of any taxes due on the remuneration paid to such personnel under a PSA. The payment of any taxes for which such personnel are liable shall be their sole responsibility. Such personnel shall not be entitled to reimbursement of such taxes nor to any benefit, payment or subsidy which is not expressly provided for in the PSA.

    Annual and Sick Leave

    10. Personnel engaged under a PSA who are required to perform their services in a United Nations University location shall accrue entitlement to annual leave at the monthly rate of two and a half days (six weeks -30 working days- a year).

    11. The maximum entitlement to certified sick leave shall be determined by the duration of the PSA appointment in accordance with the following provisions:

    • (i) PSA of less than one year shall be granted sick leave at the rate of two working days per month of contractual service;
    • (ii) PSA of one year or longer but less than three years of contractual service shall be grated sick leave of up to three months on full remuneration and three months on half remuneration in any period of twelve consecutive months;
    • (iii) PSA who have completed three years of continuous service shall be granted sick leave of up to nine months on full remuneration and nine months on half remuneration in any period of four consecutive years.

    12. Personnel engaged under a PSA may take uncertified sick leave of not more than three consecutive working days at a time, for up to seven working days in a calendar year, when incapacitated for the performance of his or her duties by illness or injury. Part or all of this entitlement may be used to attend to family-related emergencies.

    Travel

    13. If such personnel are required by the United Nations University to travel on official business, such travel shall be governed by conditions and guidelines established by the Rector.

    Medical Clearance

    14. Personnel engaged under a PSA who are expected to work for six months or more on a full-time basis in any location of the United Nations University, are required to undergo a full medical examination and clearance by a designated United Nations Examining Physician, prior to commencement of work. The cost of the examination shall be reimbursed by the United Nations University at established UN rates.

    Insurance

    15. Personnel engaged under a PSA are fully responsible for arranging, at their own expense, such life, health and other forms of insurance covering the period of their services on behalf of the United Nations University as they consider appropriate. They are not eligible to participate in the life or health insurance schemes available to United Nations University staff members. The United Nations University accepts no responsibility for the death, illness or injury of personnel engaged under a PSA. Such personnel are fully responsible for any expenses incurred as a result of such events. The responsibility of the United Nations University is limited solely to the payment of compensation under the conditions described in paragraph 16 below. They may, however, be required by the United Nations University to give evidence of their own medical insurance arrangements before entering into a PSA. However, the Rector may provide appropriate coverage as he deems necessary.

    Service-incurred death, injury or illness

    16. Personnel engaged under a PSA who are authorized to travel at United Nations University expense or who are required under the PSA to perform their services in a United Nations University location, or their dependents as appropriate, shall be entitled in the event of death, injury or illness attributable to the performance of services on behalf of the United Nations University while in travel status or while working in a location of the United Nations University on official UNU business to compensation equivalent to the compensation which, under Appendix D to the Staff Rules of the United Nations (ST/SGB/Staff Rules/Appendix D/Rev . 1 and Amend. 1), would be payable to a staff member at step V of the First Officer (P-4) level of the Professional category.

    Settlement of disputes

    17. Any dispute arising out of, or in connection with, a Personnel Service Agreement, shall, if attempts at settlement by negotiation have failed, be submitted to arbitration in New York by a single arbitrator agreed to by both parties. Should the parties be unable to agree on a single arbitrator within thirty days of the request for arbitration, then each party shall proceed to appoint one arbitrator and the two arbitrators thus appointed shall agree on a third. Failing such agreement, either party may request the appointment of the third arbitrator by the President of the United Nations Administrative Tribunal. The decision rendered in the arbitration shall constitute final adjudication of the dispute.

    Termination of Agreement

    18. The PSA may be terminated by either the individual engaged or by the United Nations University before the expiry date of the PSA by giving notice in writing to the other party. The period of notice shall be fifteen days for PSAs for six months, and thirty days for PSAs of a longer period.

    19. In the event of a PSA being terminated prior to its due expiry date in this way, the individual engaged under PSA shall be compensated on a pro rata basis for no more than the actual number of days worked performed to the satisfaction of the United Nations University. Additional costs incurred by the United Nations University resulting from the termination of the PSA by the individual may be withheld from any amount due to him/her by the United Nations University.