STAFF REGULATIONS, RULES AND INSTRUCTIONS

[Pages:476]STAFF REGULATIONS, RULES AND INSTRUCTIONS APPLICABLE TO

OFFICIALS OF THE ORGANISATION

October 2021

TABLE OF CONTENTS

PREAMBLE ............................................................................................................................................................ 5

Title I - SCOPE OF APPLICATION AND GENERAL PROVISIONS ................................................................ 6

Title II - BASIC PRINCIPLES, RIGHTS AND DUTIES ....................................................................................... 8

INDEPENDENCE ANDINTERNATIONAL CHARACTER ................................................................................ 8 INTEGRITY AND LOYALTY ............................................................................................................................. 10 TACT AND DISCRETION ................................................................................................................................... 12 BASIC INDIVIDUAL RIGHTS AND RIGHTS OF ASSOCIATION .................................................................. 13 PROTECTION OF OFFICIALS IN THE PERFORMANCE OF THEIR DUTIES...............................................15

Title III - APPOINTMENT, SELECTION, REASSIGNMENTS, PROMOTIONS AND END OF APPOINTMENT .......................................................................................................................................................................16

SELECTION.......................................................................................................................................................... 17 TERMS OF APPOINTMENT ............................................................................................................................... 24 DURATION OF APPOINTMENT ........................................................................................................................ 26 CATEGORIES AND GRADES, ASSIGNMENT AND REASSIGNMENTS ...................................................... 29 EXTERNAL MOBILITY ...................................................................................................................................... 32 Loan ....................................................................................................................................................................... 32 Secondment............................................................................................................................................................ 35 ENDS OF APPOINTMENT .................................................................................................................................. 38 RESIGNATION, ABANDONMENT OF FUNCTIONS AND DEATH ............................................................... 42 AGE LIMIT ........................................................................................................................................................... 43 NON-ACTIVE STATUS ....................................................................................................................................... 44 Sickness .................................................................................................................................................................. 45 Addresses, etc ......................................................................................................................................................... 46 Military service or personal reasons ...................................................................................................................... 46 Expiry of non-activity ............................................................................................................................................. 47

Title IV - SALARIES, ALLOWANCES AND BENEFITS ................................................................................... 48

SALARY SCALES ................................................................................................................................................ 48

ALLOWANCES ........................................................................................................................................................................51

CHAPTER I ? GENERAL PROVISION..................................................................................................................51 CHAPTER II ? FAMILY ALLOWANCES AND SUPPLEMENTS...........................................................................52 Household Allowance ............................................................................................................................................ 52 Child's Allowance and benefits for a handicapped child ........................................................................................ 53 Dependant's Allowance .......................................................................................................................................... 56 Basic family allowance...........................................................................................................................................57 Dependent child supplement .................................................................................................................................. 61 Supplements for disabled or severely disabled child...............................................................................................62 Supplement for disabled and dependent parent.......................................................................................................64 CHAPTER III - EXPATRIATION ALLOWANCE ................................................................................................... 66 CHAPTER IV ? INSTALLATION ALLOWANCE....................................................................................................71 CHAPTER V ? RENT ALLOWANCE ..................................................................................................................... 75 CHAPTER VI ? ACTING ALLOWANCE................................................................................................................75 CHAPTER VII ?LANGUAGE ALLOWANCE ........................................................................................................76 CHAPTER VIII ? EDUCATION ALLOWANCE ..................................................................................................... 77 STAFF BENEFITS AND GRANTS ...................................................................................................................... 82 Benefits in case of sickness, maternity, work accident, invalidity or death.............................................................82 CHAPTER I ? GENERAL PROVISIONS RELATING TO THE MEDICAL AND SOCIAL SYSTEM OF THE ORGANISATION.....................................................................................................................................................................82 Section I : Affiliation..............................................................................................................................................82 Section II: Maintenance of Entitlement .................................................................................................................. 86 Section III: Beneficiaries under the Organisation's Medical and Social system ...................................................... 88 Section IV: Period of Cover and Exclusions...........................................................................................................90 Section V: Claims, fraud and subrogation .............................................................................................................. 92

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CHAPTER II - SICKNESS AND MATERNITY ....................................................................................................... 94 Section I: Health Care Expenses.............................................................................................................................94 Section II: Maintenance of Salary in case of Sickness ............................................................................................96 Section III: Special Benefits in case of Maternity or Adoption ............................................................................... 98 CHAPTER III - INVALIDITY AND DEATH NOT RESULTING FROM A WORK ACCIDENT OR OCCUPATIONALDISEASE .................................................................................................................................. 99 Section I: Invalidity Pension and Annuity .............................................................................................................. 99 Section II: Capital Payments on Death or Invalidity.............................................................................................100 CHAPTER IV - WORK ACCIDENTS AND OCCUPATIONAL DISEASE ............................................................ 101 Section I: Definition ............................................................................................................................................. 101 Section II: Expenses for Medical Cover and Maintenance of Remuneration ........................................................ 102 Section III: Invalidityor Death .............................................................................................................................103 CHAPTER V - FINANCING OF THE SOCIAL AND MEDICAL SYSTEM .......................................................... 105 CHAPTER VI - SUPERVISORY BOARD ............................................................................................................. 107 CHAPTER VII -TRANSITIONAL PROVISIONS..................................................................................................108 Section I: Officials................................................................................................................................................ 108 Section II: Former Officials and Duly Qualified Claimants .................................................................................. 111 CHAPTER VIII - ENTRYINTO FORCE ..............................................................................................................114 Pension Scheme ................................................................................................................................................... 115 Provident Fund ..................................................................................................................................................... 116 Statutory Travels and Missions ............................................................................................................................ 116 Statutory travels....................................................................................................................................................116 Travel Expenses ................................................................................................................................................... 118 Excess Luggage....................................................................................................................................................120 Air Travel ............................................................................................................................................................. 121 Rail Travel............................................................................................................................................................ 121 Travel by private car.............................................................................................................................................122 Terminal charges .................................................................................................................................................. 122 Removals ............................................................................................................................................................. 122 Missions ............................................................................................................................................................... 123 Daily Subsistence Allowance ............................................................................................................................... 124 Limitations of Reimbursements............................................................................................................................135 Advances,Loans and Financial Assistance...........................................................................................................136 Advances.............................................................................................................................................................. 136 Loans.................................................................................................................................................................... 137 Financial Assistance ............................................................................................................................................. 138 Currency Advances .............................................................................................................................................. 138 Entertainment Allowance ..................................................................................................................................... 138 Indemnity for Lossof Employment ......................................................................................................................139 Claims .................................................................................................................................................................. 142 Subrogation .......................................................................................................................................................... 143 TRANSFER AND CURRENCY OF PAYMENT OF EMOLUMENTS ............................................................. 144 Transfers .............................................................................................................................................................. 144 ADJUSTMENT OF EMOLUMENTS ................................................................................................................. 145

Title V - GENERAL OBLIGATIONS .................................................................................................................. 146

WORKING CONDITIONS ................................................................................................................................. 146 Working hours......................................................................................................................................................146 Overtime .............................................................................................................................................................. 150 Night work ........................................................................................................................................................... 153 Public holidays ..................................................................................................................................................... 153 Annual leave ........................................................................................................................................................ 154 Home leave ..........................................................................................................................................................155 Sick leave ............................................................................................................................................................. 157 Therapeutic half-time ........................................................................................................................................... 158 Uncertified sick leave ........................................................................................................................................... 158 Certified sick leave ............................................................................................................................................... 158 Expiry of sick leave .............................................................................................................................................. 159 Benefits ................................................................................................................................................................ 160 Medical Examination ........................................................................................................................................... 160 Dispensation from Service on Health Grounds ..................................................................................................... 160

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Military service leave ........................................................................................................................................... 161 Parental leave ....................................................................................................................................................... 161 Exceptional paid leave ......................................................................................................................................... 164 Unpaid leave for private reasons .......................................................................................................................... 165 Unpaid training leave ........................................................................................................................................... 166 Special leave ........................................................................................................................................................ 167 DISCIPLINE AND CIVIL LIABILITY............................................................................................................... 168 DISPUTES........................................................................................................................................................... 170 REPRESENTATION OF THE STAFF ............................................................................................................... 178 FINAL PROVISIONS ......................................................................................................................................... 182

ANNEX I - RULES ON THE REMUNERATION ADJUSTMENT PROCEDURE OF THE CO-ORDINATED ORGANISATIONS ................................................................................................................................................................ 183

ANNEX I bis - METHOD OF ADJUSTMENT FOR THE ALLOWANCES/SUPPLEMENTS EXPRESSED IN ABSOLUTE VALUE ............................................................................................................................................. 198

ANNEX II - NOTES ON THE STAFF REGULATIONS ................................................................................... 203

ANNEX III - RESOLUTION OF THE COUNCIL ON THE STATUTE AND OPERATION OF THE ADMINISTRATIVE TRIBUNAL........................................................................................................................204

ANNEX IV - TERMS OF REFERENCE OF THE HEALTH, SAFETY AND WORKING CONDITIONS SUBCOMMITTEE(HSWCSC) .................................................................................................................................... 215

ANNEX V ? TRANSITIONAL PROVISION RELATING TO THE EDUCATION ALLOWANCE

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ANNEX VI - RULES AND INSTRUCTIONS OF THE STAFF PROVIDENT FUND OF THE ORGANISATION .................................................................................................................................................................. 218

ANNEX VII - RULES APPLICABLE TO OFFICIALS SERVING IN TOKYO ............................................. 227

ANNEX VIII - RULES APPLICABLE TO OFFICIALS SERVING IN WASHINGTON ..............................228

ANNEX IX - RULES APPLICABLE TO OFFICIALS SERVING IN BONN..................................................229

ANNEX X - PENSION SCHEME RULES...........................................................................................................230

ANNEX X bis ? RULES OF THE NEW PENSION SCHEME "NPS" .............................................................310

ANNEX XI - RULES APPLICABLE TO OFFICIALS SERVING IN CENTRAL AND EASTERN EUROPEAN COUNTRIES ................................................................................................................................... 369

ANNEX XII - DECISION OF THE SECRETARY-GENERAL ON THE PROTECTION OF INDIVIDUALS WITH REGARD TO THE PROCESSING OF THEIR PERSONAL DATA .................................................. 370

ANNEX XIII - REGULATIONS CONCERNING THE CO-ORDINATION SYSTEM .................................. 378

ANNEX XIV - COVER FOR HEALTH CARE EXPENSES UNDER REGULATION 17 a) ......................... 383

ANNEX XV - CONTRIBUTION RATES APPLICABLE TO AFFILIATES TO THE MEDICAL AND SOCIAL SYSTEM ................................................................................................................................................. 402

ANNEX XVI - DECISION OF THE SECRETARY-GENERAL ON MEDIATION........................................403

ANNEX XVII - DISTINCTION BETWEEN DOCTORS ................................................................................... 407

ANNEX XVIII - SPECIAL LEAVE ..................................................................................................................... 408 ANNEX XIX - RENT ALLOWANCE .................................................................................................................. 411

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ANNEX XX - DECISION OF THE SECRETARY-GENERAL CONCERNING THE POLICY TO PREVENT AND COMBAT HARASSMENT .........................................................................................................................413 ANNEX XXI - VOLUNTARY EARLY RETIREMENT STATUS FOR MAINTENANCE STAFF ..............416 ANNEX XXII - DECISION OF THE SECRETARY-GENERAL ON THE INTELLECTUAL PROPERTY RIGHTS .................................................................................................................................................................. 419 ANNEX XXIII - RULES APPLICABLE TO OFFICIALS SERVING OUTSIDE THE HEADQUARTERS420

OTHER ELEMENTS OF REMUNERATION................................................................................................429 RENT ALLOWANCE TABLE......................................................................................................................... 429 ANNEX XXIV ? DECISION OF THE SECRETARY-GENERAL ON TELEWORKING.............................430 ANNEX XXV ? DECISION OF THE SECRETARY-GENERAL CONCERNING THE INVESTIGATION PROCEDURE WITHIN THE ORGANISATION .............................................................................................. 435 ANNEX XXVI ? DECISION OF THE SECRETARY-GENERAL ON PERFORMANCE MANAGEMENT PROCEDURES....................................................................................................................................................................... 439 ANNEX XXVII ? DECISION OF THE SECRETARY-GENERAL ON THE ROLE AND FUNCTIONS OF THE ETHICS OFFICER ...................................................................................................................................... 445 ANNEX XXVIII ? DECISION OF THE SECRETARY-GENERAL ON THE POLICY ON PROTECTION AGAINST RETALIATION FOR REPORTING MISCONDUCT (WHISTLEBLOWER PROTECTION POLICY) ............................................................................................................................................................... 449

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STAFF REGULATIONS, RULES AND INSTRUCTIONS

PREAMBLE

REGULATIONS The Staff Regulations set out the fundamental conditions of service, namely the duties and obligations as well as the basic rights of the staff of the Organisation, as approved by the Council in conformity with Article 11.1 of the Convention on the Organisation for Economic Co-operation and Development. They set forth the broad principles of staff policy which is designed to enable officials wherever possible to make a career within the Organisation. The means for implementing the Regulations shall be determined by Rules and Instructions of the Secretary- General, which will require approval by the Council in the cases specified in the Regulations.

Instruction

100/1 The Staff Instructions set out conditions of service not specified in the Staff Regulations or Rules; they lay down certain rules of application of the Staff Regulations and Rules and procedures of staff management and indicate certain staff policies that the Secretary-General has decided to follow.

100/2

a) In the Staff Regulations, Rules and Instructions, references to "officials" apply equally to

men and women except when it is clear from the context that they are intended to apply only to men or

only to women.

b) In order to promote gender equality, officials are encouraged to: i) take into account the person's gender when addressing or referring to him or her and; ii) use the relevant feminine or masculine form of titles or functions where such a form exists.

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Title I - SCOPE OF APPLICATION AND GENERAL PROVISIONS

REGULATION 1

a) These Regulations shall apply to all persons employed by the Organisation whose letter of appointment states that they are officials of the Organisation (hereinafter "officials").

b) Subject to approval by the Council, the Secretary-General may adapt these Regulations in their application to any officials serving elsewhere than at the headquarters of the Organisation.

c) These Regulations shall not apply to other categories of staff employed by the Organisation except to the extent determined by the Council.

Last update: January 2011 Instructions 101/1 The powers vested in the Secretary-General by the provisions of Article 11.1 of the Convention on the Organisation for Economic Co-operation and Development, or by the provisions of the Staff Regulations, Rules and Instructions, may be exercised by a Deputy Secretary-General designated by the Secretary-General. In the exercise of such powers, the Deputy Secretary-General shall be deemed to act on behalf of the Secretary-General. In the absence or impediment of the Secretary-General, his/her powers may be exercised by a Deputy Secretary-General. 101/2 An official on whom powers are conferred by these Instructions with respect to specific matters shall be deemed to act, in the exercise of such powers, on behalf of the Secretary-General. 101/2.0 In the absence or impediment of one or more of the Deputy Secretaries-General or of another official to whom functions are conferred by the Staff Instructions, the Secretary-General may designate another official to carry out these functions. 101/2.1 In the absence or impediment of the Executive Director, the functions conferred on him/her by the Staff Instructions shall be carried out by the Head of Human Resource Management.

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