วันจันทร์ที่ 18 กรกฎาคม พ.ศ. 2554

This guide has been created for the benefit of new staff members by the Career Management and Training Section, HRD Division of the Personnel Department. If you have any questions, comments, changes or new information for inclusion in the guide, please contact us by email Jonna.Gill@itu.int or by telephone (Ms Gill, Tel 6329).

Disclaimer

This guide provides a general introduction to ITU for new staff members. The information contained in this guide has been approved by the relevant services concerned. It was correct at the time of publishing (14 May 2002) and will continue to be updated. However, this guide is of a general nature and does not supersede any information contained in the Instruments of the Union, Staff Regulations and Staff Rules, Service Orders or Office Memoranda or any other official ITU publication.

1. terms and conditions

Some regulations, rules and entitlements differ between permanent, temporary (i.e. probationary or fixed-term) and short-term staff. For short-term staff, the “Staff Rules Applicable to Staff Members Engaged for Conference and Other Short-Term Service” are to be read in conjunction with the “Staff Regulations and Staff Rules” for permanent/temporary staff. The numbering system in the Staff Rules for short-term staff corresponds to the chapter numbers in the Staff Regulations and Staff Rules. For the purpose of this guide, only the Staff Regulation reference is cited. The complete up-to-date edition of the Staff Regulations and Staff Rules can be found in English, French and Spanish on the Personnel Department website http://web.itu.int/sg_pe/index-fr.html.

Employment conditions for elected officials are governed by the Staff Regulations and Rules for Elected Officials. While some of the information contained in this guide may be useful for elected officials, specific questions concerning entitlements, benefits and obligations should be addressed to Ms Lewis (Tel 5373, Office T.1114).

Appointment types and post categories

Some of the information contained in this guide differs depending on the staff member’s appointment type and post category.

appointment types: permanent

temporary (including probationary and fixed-term)

short-term (contracts for periods of less than one year)

post categories: General Service (G), Professional (P) and Senior Counsellor (D)

Please refer any specific questions to the people indicated in each section, to the applicable Staff Regulations and Staff Rules and/or to the relevant service order/office memorandum.

Short-term contracts

Short-term contracts are issued for periods of less than 12 months. Staff recruited under a short-term contract are not allowed to work for ITU over a continuous 12 month period; no new contract shall be given before the expiration of a one month period. ITU does not provide any form of support, benefits or insurance during this period. Questions concerning employment conditions for short-term contracts should be addressed to Ms Bonnet (Tel 5374, Office T.1119).

Personnel and Social Protection Department http://web.itu.int/sg_pe/index-fr.html

The core of the Personnel Department is located on the 11^th floor of the Tower building, with the Pensions and Insurance Section and the Career Management and Training Section located on the 10^th floor. The Department is divided into two divisions. The Personnel Administration Division includes the Entitlements and Benefits Section (contracts, allowances, legitimation cards, leave, overtime, etc.), the Travel Section and the Pensions and Insurances Section. The Human Resources Development Division includes the Career Management and Training Section, the Recruitment and Placement Section, and the Post Classification, Organizational Structure and Methods Section.

Who to contact in the Personnel Department

Staff members with permanent, probationary and fixed-term appointments should contact the Entitlements and Benefits Section (Ms D. Khoury, Head, Tel 5383, Office T.1115). Those with short-term contracts should contact the Recruitment and Placement Section (Ms P. Bonnet, Tel 5374, Office T.1119). Please see the Entitlements and Benefits Section (below), Recruitment and Placement Section (below), and other relevant headings for further contact details and information.

Entitlements and Benefits Section

The Entitlements and Benefits Section of the Personnel Administration Division handles allowances, legitimation cards for regular staff, annual leave, overtime, etc. It is open to receive staff daily from 1330 to 1600. For urgent matters, please contact them by telephone or e-mail. Routine questions should be addressed according to your Bureau/Department as follows:

Common Services Department, Finance Department, Ms I. Gambin (Tel 5377, T.1116)

Information Services Department, Personnel Department,

Telecom and TSB

Office of the Secretary General, Coordination, Ms P. Richardet (Tel 5364, T.1117)

External Relations, Communication and Strategy and

Policy Units, Conferences Department, BDT and BR

Recruitment and Placement Section

The Recruitment and Placement Section handles short-term appointments, vacancy notices (regular and short-term), applications for posts, staff member’s curriculum vitae, etc.

Short Term appointments are handled by the Recruitment and Placement Section:

Ms P. BONNET Office T.1119 Tel 5374

For short-term staff, questions related to contracts, legitimation cards, medicals and attestations should be addressed to:

Letters from A to K Ms F. BOUCHER Office T.1120 Tel 5394

Letters from L to Z Ms A. GENEUX Office T.1120 Tel 5387

Questions related to vacancy notices advertisements (regular and short-term), application procedures, internships and Appointment and Promotion Boards should be addressed to:

Ms Y. FREUDIGER Office T.1102 Tel 5375

Information can also be found on the internal website http://web.itu.int/employment/vacancy.html.

Questions related to an internal candidate’s curriculum vitae and application status should be addressed to:

Professional Staff Ms N. ARENCIBIA Office T.1101 Tel 5392

General Services Staff Ms J. BENDOTTI Office T.1101 Tel 5390

Please refer to the relevant chapters in this document for specific personnel services.

Arriving at ITU

Upon arrival, staff members will receive the following employment related documents:

Permanent, probationary and fixed-term appointments:

· United Nations Common System of Salaries, Allowances and Benefits;

· Staff Regulations and Staff Rules (provided in the staff member’s official working language) http://web.itu.int/sg_pe/statuts/index-fr.html;

· Standards of Conduct of the International Civil Service;

· Regulations and Administrative Rules of the Staff Health Insurance Fund http://www.ilo.org/public/english/bureau/pers/shif/index.htm; and

· Regulations, Rules and Pension Adjustment System of the United Nations Joint Staff Pension Fund http://www.unjspf.org.

Short-term appointments:

· Staff Rules Applicable to Staff Members Engaged for Conferences and Other Short-Term Service (provided in the staff member’s official working language) http://web.itu.int/sg_pe/statuts/index-fr.html;

· Standards of Conduct of the International Civil Service;

· Regulations and Administrative Rules of the Staff Health Insurance Fund (when affiliated) http://www.ilo.org/public/english/bureau/pers/shif/index.htm; and

· Regulations, Rules and Pension Adjustment System of the United Nations Joint Staff Pension Fund (when affiliated) http://www.unjspf.org.

For staff members with probationary or fixed-term contracts, a briefing session will be organized with either Ms Lewis (Tel 5373, Office T.1114) or Ms Khoury (Tel 5383, Office T.1115). This should last for about one hour and is aimed at informing the new staff member about the conditions of service in the organization. The staff member is strongly encouraged to prepare specific questions they may want answered. For short-term staff, briefing sessions will be conducted by Ms Bonnet (Tel 5374, Office T.1119).

Hours of work

Staff members are required to work a regular 8-hour day (excluding meal times). The working hours depend on whether the service operates the “fixed” working hours system (from 0800 to 1200 or from 0830 to 1230 for the morning and from 1400 to 1800 for the afternoon) or the “flexible” working hours system administered by the clocking system. Under the flexible system, staff members are required to be present during core hours in the morning (either from 0900 to 1130 or from 0930 to 1200) and in the afternoon (either from 1400 to 1630 or from 1430 to 1700). The lunch break shall be a minimum of 30 minutes and a maximum of 2½ hours.

All staff members are entitled to take two 15-minute breaks, one in the morning and one in the afternoon.

Questions about working hours should be addressed to the Entitlements and Benefits Section.

Leave

Authorization of Absence

All types of leave or absence of half a day or more, including missions, must be supported by an Authorization of Absence form (PE-XII/97). For details regarding leave, please refer to the Staff Regulations and Staff Rules and Service Order No 79 dated 28 November 1997. Leave inquiries should be addressed to the Entitlements and Benefits Section.

Annual Leave

Staff members with permanent, probationary or fixed-term appointments are entitled to annual leave with full pay at the rate of 30 working days for 12 months’ service with ITU. The leave is calculated by multiplying 2.5 days leave per month by 12 months, giving 30 days in total for a full calendar year. Please refer to the Staff Regulations and Staff Rules (Chapter 5) regarding taking advanced leave or carrying accrued leave over from one year to the next.

Monthly short-term staff are granted annual leave which accumulates at 2.5 days per month (5.A).

Annual leave may be taken in units of days or half days. Leave may be taken only when authorized. Further details regarding annual leave can be found in Staff Regulations and Staff Rules (5.1).

Official Holiday Days

The annual leave noted above does not include the nine public/bank holidays. At the end of each year a Service Order is distributed indicating the paid public holiday dates for the following year. The holiday days for this year can be found on the Personnel Department website http://web.itu.int/sg_pe/divers/agenda-fr.html and in Service Order No 01/26, dated 7 December 2001.

Home Leave

Paid home leave is granted to eligible internationally recruited staff members who are serving outside their home country. Home leave may be taken every two years for a minimum duration of two weeks. Specific rules and conditions can be found in the Staff Regulations and Staff Rules (5.3) and Service Order No 73, dated 31 August 1992.

Home Leave request forms and further information are available from the Travel Section (Ms Marechal, Tel 5379, Office T.1106). Electronic versions of the forms can be found on the Travel Section website http://web.itu.int/sg_pe/administration/voyages/voyages-fr.html. Authorization of Absence forms are available from the Entitlements and Benefits Section. Requests must be submitted at least three months before travel.

Maternity Leave

Female staff members with permanent, probationary or fixed-term appointments are entitled to paid maternity leave totalling 16 weeks. A medical certificate must be submitted to the Personnel Department for leave approval. Please refer to the Staff Regulations and Staff Rules (6.2.3) or contact the Entitlements and Benefits Section. Short-term staff members should address their maternity leave questions to Ms Bonnet (Tel 5374, Office T.1119).

Internal Leave

For those working on a flexible working system (see Hours of Work heading), it is possible to take internal leave to compensate for accumulated extra working hours. Staff members may take a maximum of one day’s leave over a period of four consecutive weeks, or a half-day over two consecutive weeks.

The time is calculated as follows:

one day = 8 accumulated hours of overtime; and

½ day = 4 accumulated hours of overtime.

Please refer to the Staff Regulations and Staff Rules (3.9) and Service Order No 145, dated 24 November 1989.

Sick Leave

Staff members who are incapacitated from the performance of their duties by illness or injury shall be granted sick leave as specified in the Staff Regulations and Staff Rules (6.6.2) (short-term: 6.B). Staff members are responsible for informing their supervisor as soon as possible of absence. Sick leave for a period of more than three consecutive working days must be supported by a medical certificate. Staff members must request prior authorization from the Chief of the Personnel Department if they wish to leave the duty station during sick leave.

Special Leave

Special leave, with full or partial pay or without pay, may be granted in exceptional cases. Examples of special leave include leave for advanced study or research in the interest of the Union, extended illness, military service obligations, birth or adoption of a child, death of a close relative, etc. The granting of special leave, its duration and payment situation are prescribed by the Secretary-General. Please refer to Staff Regulations and Staff Rules (5.2) for further information.

Requests for special leave should be addressed to the Chief of the Personnel Department indicating the grounds on which special leave is being requested.

Overtime

Staff members in the General Service category who are required to work in excess of a normal working week shall be given compensatory time off, or may receive additional payment, under the conditions in the Staff Regulations and Staff Rules (3.9).

Staff members in the Professional category who have been required to work substantial or recurrent periods of overtime may be given occasional compensatory time off subject to the exigencies of the service and the prior approval of the Secretary-General or the Bureau Director concerned.

Overtime shall be compensated only when it is worked on the instructions of the responsible chief. Except where unusual exigencies of the service otherwise require, a staff member will not be asked to work more than 40 hours of overtime during one month or more than 12 hours in one 24-hour period.

All staff members required to work or authorize overtime are reminded that overtime must remain an exception; any staff members who authorize overtime may be required to justify his/her decision.

Specific definitions, conditions and details are explained in the Staff Regulations and Staff Rules (3.9) and in Service Order No 145, dated 24 November 1989, Service Order No 66, dated 18 February 1992 and Service Order No 01/14, dated 13 July 2001. For further information please contact the Entitlements and Benefits Section.

Attestation/permit

A legitimation card is issued to ITU staff members by the Swiss authorities. To complete the form, staff members with permanent, probationary or fixed-term contracts should contact the Entitlements and Benefits Section. Short-term staff should contact the Recruitment and Placement Section. Please allow at least four weeks for the delivery of the card.

If a staff member needs an attestation of employment for a housing agency (Régie) when renting accommodation and/or any visas (e.g. if main residence will be established in France), the attestation should be requested from the Personnel Department.

Permanent, probationary and fixed-term contracts: Entitlements and Benefits Section

Short term contracts: Recruitment and Placement Section

Badges

All staff members are issued with identity badges which are to be worn visibly at all times when on the premises. Staff members expecting visitors or guests should inform them in advance of the need to register with the reception clerk on arrival. The reception clerk will then telephone the staff member to announce the visitor(s) and give each visitor a badge before authorizing them to proceed. Questions regarding identity badges should be addressed to Mr Brusson (Tel 5171, Office V.07). (Office Memorandum No 13, dated 31 March 1999)

Gender issues and gender neutral language

The 1998 Plenipotentiary Conference passed Resolution 70 to include a gender perspective in ITU work programmes, leadership and human resources development activities. Ms Laugesen has been appointed Focal Point for Gender Issues and a Group on Gender Issues (GGI) was established to assist her in carrying out the terms of reference and in providing support for the implementation of the resolution. The General Secretariat, the three Bureaux and the Staff Council are represented in the GGI. Any questions or problems relating to gender issues should be addressed to Ms Laugesen (Tel 5691, Office V.211) or to your department’s gender representative (Office Memorandum No 01/07, dated 19 March 2001).

The language of the basic instruments of the Union, and similarly all ITU texts, should be gender neutral. When drafting ITU material, every effort should be made to avoid a gender bias, without being over-dogmatic. General guidance is provided in Office Memorandum No 08, dated 7 August 2000 and in the English Language Style Guide (internal web: ITU Home page, Doc hotlink, ITU English Language Style Guide). Specific questions should be addressed to the English Translation Section (Tel 5629) or the Focal Point on Gender Issues (Ms Laugesen, Tel 5691, Office V.211).

Gender issues and ITU-D

Following the adoption of Resolution 44 at the World Telecommunication Development Conference 2002 (WTDC-02), the Task Force on Gender Issues has been converted into a permanent Working Group on Gender Issues to the ITU-D. It serves as the main organ for effecting the mainstreaming of gender issues and in collaboration with the Development Sector aims to ensure that the benefits of telecommunications and the emerging information society are made available to all women and men in developing countries on a fair and equitable basis. It also acts as an enabling force for the development of an active network between various types of organizations of women involved in the information and telecommunication fields, including NGOs. More information can be found on the ITU-D website http://www.itu.int/ITU-D/gender/.

Performance appraisals

Annual or bi-annual performance appraisals are conducted for all staff members with a permanent, probationary or fixed-term contract. During these appraisals, the staff member’s objectives and training needs for the next period are also identified. The reporting period is normally based on a one-year cycle established for the General Secretariat and each Bureau. However, new staff members are encouraged to discuss with their supervisors their objectives and training needs at the beginning of their assignment or appointment. The performance appraisal form is available as a Microsoft Word Template (ITU icon on the top left of your screen). Further information and the appraisal form can be found on the Personnel Department website http://web.itu.int/sg_pe/ressources/formation/formation-fr.html and in Service Order No. 01/02, dated 20 February 2001.

Personal appraisals are also made for short-term staff using a different appraisal form. The evaluations are made by the supervisor and shared with the staff member for their information. Further information concerning personal appraisals for short-term staff can be found in Service Order No. 00/18, dated 9 November 2000.

Questions concerning performance appraisals should be addressed to the Career Management and Training Section (Ms Kojima, Tel 5058, T.1013).

Harassment

Every staff member has the right to be treated with dignity and respect, free from abuse or harassment. Within this framework, the United Nations common system organizations will not tolerate any type of harassment, particularly sexual harassment, within the workplace or associated with work performed on behalf of the organization. Conduct which is determined to constitute sexual harassment will be subject to appropriate administrative or disciplinary action. A United Nations brochure has been created which contains extracts from the policy on the prevention of sexual harassment. Further information or advice can be found from the Social Service (Ms Roux, Tel 5380, Office V.555 or Ms Gilbert, Tel 6358, Office V.555).

Smoking

ITU offices and public spaces, including all rented office-space, are non-smoking areas. Designated smoking areas exist in the cafeterias, as well as in the “Salles des pas perdus” (second basement of the Tower and ground floor of Montbrillant). Sign-posting on the premises indicate those areas where smoking is authorised (Office Memorandum No 52, dated 15 March 2000). The Social and Medical services stand ready to assist staff members who wish to stop smoking. Information on smoking-cessation programs is available in the offices of the Social and Medical services (Offices V.555 and V.319) and on http://intweb2/social/tabac.htm .

Alcohol consumption

The consumption of alcoholic beverages is prohibited during working hours, whether on ITU premises or elsewhere. The sale of alcoholic beverages by the cafeterias is only permitted between 1130 and 1400. A staff member under the influence of alcohol on the ITU premises and during working hours may incur a disciplinary sanction under the Staff Regulations and Staff Rules. It is the responsibility of supervisors to remind offenders of this fact and, where appropriate, take the necessary measures (Service Order No 11, dated 13 June 1995).

Staff member files in the Personnel Department

The contents of staff member files kept in the Personnel Department are available to the staff member on request. All official information in the file is disclosed to, or has been submitted by, the staff member prior to filing, with the exception of letters of reference. Other staff members are not permitted access to the files except as part of official internal activities (e.g. Appointment and Promotion Board, Appeal Board). A staff member may consult his/her file in the presence of an official from the Personnel Department. For further information, please contact the Entitlements and Benefits Section. (Information Circular, dated 1 April 1987)

2. SALARY and ALLOWANCES

Payment of salary and allowances

Salaries and allowances are normally paid directly into the staff member’s bank/postal/credit union account. However, if a staff member has not yet opened an account they may collect their cash payment from the ITU’s bank (UBS SA, 17 chemin Louis Dunant). To collect the cash, you must bring your ITU salary slip (received through the internal post) and a photograph ID (e.g. passport, legitimation card, etc.).

Once an account has been opened, please complete a salary payment form indicating the bank details. These forms are available from the Personnel Department (Permanent, Probationary and Fixed-term contracts: Entitlements and Benefits Section or Short-term contracts: Recruitment and Placement Section).

For information on bank, postal, credit union and mutual association accounts please refer to Chapter 10 “Living in Switzerland and Neighbouring France”.

Payment dates

Salaries are paid monthly. At the end of each year an Office Memorandum is distributed indicating the salary payment dates for the upcoming year. The salary payment dates for this year can be found on the Personnel Department website http://web.itu.int/sg_pe/divers/agenda-fr.html or in Office Memorandum is No 01/23, dated 16 October 2001.

Taxes

The monthly salary received is not subject to Swiss local, cantonal or federal taxes. However, certain taxes received in exchange for services provided (e.g. motorway fees/tolls, radio and television licenses, local taxes which cover cleaning, maintenance and waste removal, etc.) must be paid. Furthermore, due to the Confederation structure in Switzerland, the tax privileges may vary depending on your place of residence.

The Swiss Federal Tax Administration levies a withholding tax (“impôt anticipé”) on movable property, securities and assets owned by staff members in Switzerland. ITU staff members who live in Switzerland may request for reimbursement of these taxes. The reimbursement conditions and procedures are explained in Office Memorandum No 3, dated 18 January 1995 and in Office Memorandum No 81, dated 17 February 1997.

Sales tax (VAT) must be paid by all staff members of grades G.1 to G.7 and P.1 to P.4. For P.5 and higher graded staff who are non-Swiss nationals and resident in Switzerland, sales taxes levied in Switzerland can be recovered in accordance with certain procedures. Information and request forms for VAT exemptions/recovery can be obtained from the Entitlements and Benefits Section.

Staff members who are resident in France are required to submit a tax form to the French authorities. The income received from ITU, however, is not subject to taxation under the 1947 Convention. For further information please refer to the Personnel Department website http://web.itu.int/sg_pe/divers/impots_en_france-fr.html.

Salary advances

Salary advances can be made for a number of reasons including: for internationally recruited staff members who have insufficient funds to cover their installation expenses on arrival, in cases where staff members do not receive their regular monthly payment through no fault of their own, upon departure for extended official travel or approved leave, upon separation from service or a change of official duty station and in other exceptional and compelling circumstances. Amounts and conditions differ depending on the type and reason for the advance. Please see the Staff Regulations and Staff Rules (3.13). In cases of extended official travel or approved leave, the request must be supported by an Authorization of Absence form (see Chapter 1 “Terms and Conditions”).

Please contact the Personnel Department for application procedures (Permanent, Probationary and Fixed-term: written request to the Chief of the Personnel Department; Short term: Ms Bonnet (Tel 5374, Office T.1119)).

Assignment grant

An assignment grant may be paid to internationally recruited staff members on their initial appointment or on a reassignment with an expected duration of at least one year, as explained in the Staff Rules and Staff Regulations (7.1.18). Questions concerning assignment grants should be addressed to Ms Lewis (Tel 5373, Office T.1114) or Ms Khoury (Tel 5383, Office T.1115).

Rental subsidy

A rental subsidy scheme may be available to internationally recruited staff members in the General Service or Professional and higher categories, who hold a permanent, probationary or fixed-term contract. For further information on rental subsidies, please contact the Entitlements and Benefits Section.

Dependency allowance

Dependency allowances are available for permanent, probationary or fixed-term staff members with a dependent spouse, child(ren), secondary dependant(s) or disabled child as specified in the Staff Regulations and Staff Rules (3.12). The amount of the allowance(s) varies depending on the category of service (Professional or General Service). Claims for dependency allowances should be made in writing to the Entitlements and Benefits Section.

Education grant and reimbursement of education levy

Education Grant

Education grants are available under the following conditions:

· to internationally recruited staff who are serving outside their national country and whose child is in full-time attendance at a school, university or similar educational institution of a type which will facilitate the child’s resettlement in the staff member’s recognized home country;

· to internationally recruited staff members serving in a country whose language is different from their own and who is obliged to pay tuition for the teaching of the mother tongue to a dependent child attending a local school in which the instruction is given in another language;

· at duty stations designated by the ICSC, an additional amount of boarding costs may be reimbursed in respect of children in attendance at the primary and secondary levels;

· to a staff member, whether expatriate or not, provided they have received an appointment of one year or longer or have completed one year of continuous service, for a disabled child;

· to a locally recruited staff member during mission service, according to the authorization of the Secretary-General.

Please refer to the Staff Regulations and Staff Rules (3.11) for specific definitions, terms and conditions, eligibility, grant amounts, travel expenses, claims, special allowances for disabled children, etc. Education grant claims and questions should be addressed to the Entitlements and Benefits Section.

Reimbursement of Education Levy

Partial reimbursement of the education levy applied by the Canton of Geneva is available for permanent, probationary or fixed-term staff members in the General Service category with dependent children. The education levy, applicable to both Geneva residents and non-residents, which is paid for attendance at a secondary school or a university-level institution is reimbursable by ITU at a rate of 75 per cent, not including the flat fee per semester. Please refer to Service Order No 46, dated 25 November 1985, for specific terms and conditions. Reimbursement claims and questions should be addressed to the Entitlements and Benefits Section.

Language allowance

A pensionable language allowance is available for staff members in the General Service category, with permanent, probationary or fixed-term contracts, who pass the UNESCO or UN language proficiency exam and demonstrate continued proficiency in the use of two or more official languages. Entitlements and conditions for staff members in the Professional category differ, please refer to Service Order No 19, dated 1 November 1993, or address questions to the Entitlements and Benefits Section.

Questions regarding the language proficiency exam or language courses should be addressed to the Career Management and Training Section (Ms Brunet, Tel 5481, Office T.1011). Please also refer to Chapter 5 “Career Management and Training”. Claims for the allowance should be made to the Entitlements and Benefits Section.

3. OFFICIAL TRAVEL

The ITU Travel Section is responsible for all official travel (recruitment, repatriation, missions, home leave and education grant) and for all matters concerning the tax free importation of personal effects and vehicles. Questions concerning official travel should be addressed to the Travel Section (Ms Marechal, Tel 5379, Office T.1106). Information can also be found on the Personnel Department website http://web.itu.int/sg_pe/administration/voyages/voyages-fr.html.

Travel and moving costs for internationally recruited staff

Travel

The ITU Travel Section can provide an air ticket for new staff members and their dependants or they may purchase their own ticket and claim for reimbursement. The flight may be made in economy or business class depending on the length of the journey (Service Order No 23, Rev. 1 dated 25 July 1990). Information and assistance in obtaining an entry visa into Switzerland are also provided by the Travel Section.

Removal Costs and Insurance

ITU will pay the moving costs for internationally recruited staff members. However, any storage costs are paid by the new staff member. The entitlements, which depend on the contract type, are outlined in the Staff Regulations and Staff Rules (Chapter VII) and in the offer letter. The Travel Section will decide on which company should be used. This procedure can be initiated in Geneva by the Travel Section if desired. ITU will also take out insurance coverage for personal effects and household goods.

A list for the surface shipment, and a separate list for any air freight shipment, must be given to the Travel Section. These lists should include the itemised value of the goods, noting valuable items such as fur coats, silk carpets, etc. These lists may be prepared in English or French.

ITU will not pay to import a car, however the Travel Section can assist with the importation procedures.

Customs clearance for those moving to Switzerland

Lists for the surface shipment and the air shipment must be prepared in French and given to the Travel Section who will send them to the main Customs Office in Geneva.

Arrangements can be made for a second duty free importation into Switzerland (called “liste de réserve”) if additional goods are to be imported. This list must be sent to the main Customs Office within two months after the first importation is made. Transportation costs of the second duty free importation will not be paid by ITU.

Customs clearance for those moving to France

There are different rules and obligations concerning the importation of personal effects depending on the country from which you are moving. Please contact the Travel Section for information concerning customs clearance in France. Additional information can also be found under the Living in France heading in Chapter 10 “Living in Switzerland and Neighbouring France”.

Tax-free vehicles (importation or purchase)

Under certain conditions staff members may be allowed to purchase or import a vehicle tax-free. The conditions, obligations, procedures and time constraints differ depending on where the staff member is living. Additional information can be found in Chapter 10 “Living in Switzerland and Neighbouring France”. Specific questions should be addressed to the Travel Section (Ms Marechal, Tel 5379, Office T.1106).

Other types of official travel

Information concerning other types of official travel (missions, home leave, education grant, repatriation, etc.) is available from the Travel Section (Ms Marechal, Tel 5379, Office T.1106). Information and forms can also be found on the Personnel Department website http://web.itu.int/sg_pe/administration/voyages/voyages-fr.html.

Contacts

The Travel Section is open daily from 0930 to 1130 and from 1430 to 1630.

Christine Maréchal Christine.marechal@itu.int Tel 5379 Office T.1106

Carole Sigrist carole.sigrist@itu.int Tel 5379 Office T.1105

Chantal Missilier Chantal.Missilier@itu.int Tel 6138 Office T.1105

Delphine Amatte Delphine.Amatte@itu.int Tel 5904 Office T.1105

4. Insurance and pension

Health insurance

It is mandatory for all staff members to be insured against illness and accidents. Staff members who have an appointment of six months or more, or who complete six months of service without interruption of more than 30 days, become participants in the ILO/ITU Staff Health Insurance Fund (SHIF). Other staff members are covered by an insurance subscribed to by ITU (Lloyds Insurance). This insurance also covers all staff members against professional accidents and illness.

Staff members covered by SHIF contribute by paying 2.8 percent of their salary. ITU pays the same amount. This health insurance covers the staff member and dependants officially recognized by ITU. The schedule of benefits can be found in the yellow booklet “Regulations and Administrative Rules of the Staff Health Insurance Fund” or on the ITU website (ITU Home Page/SG/Pension and Insurance Section). All claims must be submitted by using the “Claim for Reimbursement” form.

Staff Members not covered by SHIF pay 0.25 percent of their salary for their coverage. ITU pays the same amount. This insurance covers staff members only, and not their dependants. This insurance covers medical expenses arising out of sickness or accident involving absence from work which is certified by a medical practitioner. Details of the coverage are explained below.

All claims for reimbursement for non-work related injuries and illnesses must be submitted to the Pensions and Insurance Section with proof of payment as soon as possible. If the amount is high, special arrangements can be made.

Coverage conditions

All ITU personnel are provided with mandatory illness and accident insurance coverage. Effective from January 1997, the terms of this coverage are as follows:

1. Staff members with contracts of less than six months:

A. Accidental Death, Disability or Illness

Death: 3 times the annual salary

Permanent Total Disability: 6 times the annual Salary

Permanent Partial Disability: Calculated on a percentage basis corresponding to the disability

Temporary Total Disability: The shorter of the following alternatives:

a) full salary from day 1 of the accident or illness until the end of contract

b) full salary for a period of up to 26 weeks + 13 weeks at 50% thereafter

Medical Expenses: Covered at 100%

NOTE - “Salary” under the terms of this Insurance Policy is the daily or monthly salary stipulated in the contract and/or the applicable salary scale.

B. Non-job Related Illness and/or Accident

Reimbursement of 80 per cent of all medical expenses arising out of illness or accident involving absence from work, certified by a physician. The medical certificate should be sent together with a duly-completed form (PE 177) to ITU Pensions and Insurance Section. Reimbursement is limited to a maximum of CHF 20,000 per case in excess of the first CHF 25 for each and every claim.

No reimbursement is made for cures, dental care, optical equipment or prostheses, except where such expenses have been caused by an accident.

The Policy excludes any benefit in the event of illness or accident resulting from:

· pregnancy and its complications,

· participation in competitions,

· the use of drugs or alcohol,

· suicide or attempted suicide,

· deliberate exposure to exceptional danger (except in an attempt to save human life),

· air travel (other than as a passenger), or

· pre-existing conditions.

2. Staff members with contracts of more than six months or totalling more than six months of service under short term contracts:

A. Accidental Death, Disability or Illness

Death: 3 times the annual salary

Permanent Total Disability: 6 times the annual salary

Permanent Partial Disability: Calculated on a percentage basis corresponding to the disability

Temporary Total Disability: The shorter of the following alternatives:

a) full salary from day 1 of the accident or illness until the end of contract

b) full salary for a period of up to 26 weeks + 13 weeks at 50% thereafter

Medical Expenses: Covered at 100%

NOTE - “Salary” under the terms of this Insurance Policy is the daily or monthly salary stipulated in the contract and/or the applicable salary scale including any post adjustments.

B. Non-job Related Illness and/or Accident

It is mandatory that all staff members with contracts of more than six months or totalling more than six months of service under short-term contracts are covered by the ILO/ITU Staff Health Insurance Fund.

Please see the “Regulations and Administrative Rules of the Staff Health Insurance Fund” which is updated and distributed on a regular basis.

3. Declaration of Job Related Accident of Illness

In event of absence due to a job related accident or illness, the ITU Pensions and Insurance Section in Geneva should be informed immediately. An ITU illness/accident report form (PE 180) should be completed by the staff member, a confidential medical illness/accident report form (PE 190) should be completed by the physician and a medical certificate (issued by a recognized medical practitioner and stating the inability to perform duties) should be forwarded to ITU, Place des Nations, 1211 Geneva 20, Switzerland, attention Pensions and Insurance Section.

The Pensions and Insurance Section will take up the matter with the Insurer and provide appropriate information on the applicable benefits.

A medical certificate should be provided to the Pensions and Insurance Section upon resuming work.

Further information concerning the SHIF can be found on the internal Personnel Department website (SG link, Personnel and Social Protection Department, Pension and Insurance Section), the ILO website http://www.ilo.org/public/english/bureau/pers/shif/index.htm or by contacting the Pension and Insurance Section.

Swiss federal health insurance

All residents in Switzerland must be covered by health insurance within three months of taking up residence. The obligatory Swiss health insurance scheme "LAMal" provides sickness benefits, accident benefits in the absence of accident insurance coverage and maternity benefits. Staff members of international organizations are exempted from the Swiss LAMal scheme. However, they may join the scheme on a voluntary basis but must do so within six months of the date in which they received their carte de légitimation. Applications for membership and specific questions should be addressed to the Office fédéral des assurances sociales in the staff member's canton of residence. Complete details and addresses can be found in Office Memorandum No 49, dated 11 April 1996.

Swiss state pension (AVS), disability insurance (AI), loss of earnings (APG) and unemployment insurance (AC)

Staff members who are Swiss nationals, or who have dual Swiss nationality, are not obliged to contribute to the AVS/AI/APG/AC scheme provided they are affiliated in the United Nations Joint Staff Pension Fund (UNJSPF). However, they may participate in the AVS/AI/APG/AC scheme or AC scheme separately on a voluntary basis. In order to participate, an application ("demande d'adhésion") must be submitted to the Caisse de compensation in the staff member's canton of residence within three (3) months from the date in which they joined the UNJSPF. The same conditions apply for unemployed spouses of Swiss staff members resident in Switzerland.

Staff members who are not Swiss nationals are not covered by the AVS/AI/APG/AC scheme and cannot join on a voluntary basis. However, there are special rules and conditions whereby an unemployed spouse of a non-Swiss national, who is a resident in Switzerland, may be able to contribute to the scheme on a voluntary basis.

The specific conditions and procedures are explained in Office Memorandum No 70, dated 15 December 1994, and Office Memorandum No 4, dated 1 February 1995. Supporting information can be found in Office Memoranda No 49, dated 25 February 2000, in Office Memoranda No 9, dated 24 April 1995, for the Canton of Geneva and in Office Memorandum No 6, dated 24 March 1995, for the Canton of Vaud. Questions concerning the AVS/AI/APG/AC scheme should be addressed to the competent authorities in the staff member’s canton of residence.

Pension

ITU participates in the United Nations Joint Staff Pension Fund (UNJSPF) which provides retirement, disability and survivors’ benefits for the staff of organizations that are members of the Fund. A full description of these schemes can be found in the UNJSPF Rules and Regulations and in an explanatory booklet issued by the UNJSPF, “The United Nations Pension System”.

Staff who have an appointment of six months or more or who complete six months of service without an interruption of more than 30 days become participants in the Fund. A worldwide scale of pensionable remuneration, used for determining contributions to the Fund and for calculating pension benefits, is applicable to all Professional Staff. For General Service staff, contributions are based on their gross salary.

The current rate of contribution to the Fund is 23.7 per cent of pensionable remuneration, where two thirds is paid by the organization and one third by the staff member.

Pensions are calculated on the basis of the staff member’s final average remuneration (FAR), defined as the average pensionable remuneration for the highest 36 months of the last five years of service. Benefit accumulation rates, which may vary according to the date on which the staff member joined the fund, are described in detail in UNJSPF regulations. Under conditions prescribed in UNJSPF regulations, a child’s benefit may be payable concurrently with a participant’s pension and survivor’s benefits may be payable to a spouse, child or secondary dependent. The Pension Fund does not reimburse national taxes on pensions.

Further pension information can be found on the Personnel Department website (SG link, Personnel and Social Protection Department, Pension and Insurance Section) or http://www.unjspf.org or by contacting the Pension and Insurance Section.

Life insurance

Staff members with permanent, probationary or fixed-term contracts may also subscribe to a voluntary group life insurance policy. Staff members wishing to subscribe are advised to do so within three months of the start of their contract. This insurance is not mandatory and ITU does not subsidise it. The maximum amount of this insurance is three times the yearly salary.

Pensions and Insurance Section

Chief of Section Ms Marianne Wilson 5381 T.1005

Secretariat and Life Insurance Ms Martine Sansonnens 5386 T.1003

Pensions, M.E.C., Service Incurred Accidents, and

Health insurance for staff less than 6 months Ms Anahid Linch 5382 T.1004

Staff health insurance:

Last names beginning with letters A - C Ms Christiane Donnat 5385 T.1002

Last names beginning with letters D - L Ms Catherine Perrin 5824 T.1001

Last names beginning with letters M - Z Ms Catherine Ackley 5384 T.1001

Staff members wishing to visit the Pensions and Insurance Section are requested to do so between –1400 and 1600. In the event of an emergency, staff members will of course be received outside these hours, but are requested to telephone first.

5. Career management and TRAINING

In-service training aims to optimise staff productivity and effectiveness as well as maintain and upgrade the professional skills of the staff in response to the changing role of the Union. The in-service training programme covers all formal training requirements including specialized technical training, management, induction, computer and language courses. The rules for In-service training are explained on the Personnel Department website (SG link, Personnel and Social Protection Department, Gestion des carriers et formation) and in Service Order No 75, dated 10 November 1997.

Language training courses

Language courses at the Bell Language School or UN are free of charge for staff members with contracts covering the entire duration of the term/semester and subject to a successful pass mark obtained at the end of the term examination. Staff members on short-term contracts who do not hold such a contract can enrol in language courses at their own expense. The enrolment fee will be refunded if their contract is extended to cover the whole academic period, upon presentation of a signed contract, and a successful pass mark at the end of term examination.

ITU recognizes both the Language Proficiency Certificate issued by UNESCO and the UN Language Proficiency Certificate.

Bell language courses start in September and end in June the following year. The year is divided into two semesters separated by the Christmas break. UN language courses are offered three times per year; September-December, January-March and April-July.

Language training is limited to one language at a time. Participants enrolling in language courses are expected, as far as possible, to attend all classes. They are urged to take account of their professional obligations and anticipate their availability before enrolling. Participants must pass an end-of-term examination in order to continue to the next level. In case of failure, they are requested to refund half of the course fees. There are separate enrolment forms for the Bell and UN language courses. The deadline for enrolment is announced in an office memorandum before each term.

The ITU recognizes both the Language Proficiency Certificate issued by UNESCO and the UN Language Proficiency Certificate.

For further information concerning language courses or the proficiency examinations, please contact Ms Brunet (Tel 5481, Office T.1011).

Information technology training courses

The IS Department Office Systems Division is responsible for coordinating outsourced training in information technology topics as well as developing its own, customized in-house computer training courses. A schedule of in-house courses available is distributed monthly to all staff. Registration for these course can be made by telephone to the TSC Helpdesk (Tel 5555) or by use of an MS Outlook form (see Tools, Forms).

Internal training courses (not including computer courses)

The Career Management and Training Section offers a variety of internal group training courses each year. These courses tend to be management or communication related. A service order listing the training courses is circulated at the beginning of each year; copies are available on the internal website (SG link, Personnel and Social Protection Department, Gestion des carriers et formation) or from the Career Management and Training Section.

Application forms are available as a Word template (ITU button, In-Service Training Request) which must be completed, signed by a supervisor and returned the Career Management and Training Section. Questions regarding internal group training should be addressed to Ms Brunet (Tel 5481, Office T.1011) or Ms Gill (Tel 6329, Office T.1012).

Individual external training (Job Orientated Training and Development Training)

There are different rules and procedures governing Job Oriented Training and Development Training. Job Oriented Training is aimed at updating and upgrading the skills specifically required for the satisfactory performance of any function, whereas Development Training is aimed mainly at enhancing staff mobility and career development.

The general application procedure for Individual External Training is outlined below and full details can be found on the Personnel Department website http://web.itu.int/sg_pe/ressources/formation/formation-fr.html and in Office Memorandum No 124 “Individual External Training”, dated 25 February 1998 and in the “Rules for the In-Service Training of the Staff of the International Telecommunications Union” (Service Order No 75, dated 10 November 1997).

Each department is responsible for establishing a training plan for its staff covering Job Orientated Training and Development Training. This plan should be linked to the staff member’s training requirements as discussed during the staff member’s appraisal.

The Application form is available as a Word template (ITU button, Individual External Training Request). A copy of documents explaining the course content and logistical conditions should be attached to the Application form. The form should be approved first by the Head of Department who is responsible for determining training priorities, and then by the relevant elected official. The Application should be submitted to the relevant elected official at least three weeks (five weeks for Development training) before the starting date of the proposed course. The Application should then be sent to Ms Brunet (Tel 5481, Office T.1011) of the Career Management and Training Section together with the Travel Authorization, if applicable.

Staff members applying for individual external training are responsible for making any necessary travel arrangements and reserving a course seat.

Questions regarding Individual External Training should be addressed to Ms Brunet (Tel 5481, Office T.1011) or Ms Kojima (Tel 5058, Office T.1013).

Conditions, training types, eligibility, costs, etc.

Please refer to the “Rules for In-Service Training” (Service Order No 75 dated 10 November 1997) for explanations of training conditions, scope, eligibility, working time, costs, priorities, duration and procedures. Eligibility for training depends on the type of training concerned, the staff member’s contract type, and service length as explained in the Rules.

For further information or for training advice, please consult the Personnel Department website http://web.itu.int/sg_pe/ressources/formation/formation-fr.html or feel free to contact the Career

Management and Training Section at your convenience:

Ms Akiko Kojima, Head, Career Management and Training Tel 5058 Office T.1013

Ms Lucy Virnot Tel 5250 Office T.1006

Ms Jackie Brunet Tel 5481 Office T.1011

Ms Jonna Gill Tel 6329 Office T.1012

Ms Mónica Portocarrero Tel 5233 Office T.1012

6. SOCIAL WELFARE SERVICE

The services of a qualified welfare officer/social assistant are available to all ITU staff members, their families and delegates while they are in Geneva. The welfare officer is bound by professional secrecy and is available to help you find solutions to family, personal or professional problems, as well as answer other questions you may have.

For staff members, information and assistance are available in the following areas:

Accompanying Spouse - integration into Geneva and neighbouring France, information regarding work permits, courses for adults and assistance in writing a Curriculum Vitae, lists of voluntary organizations, etc.

Domestic Help - rules and requirements for employing domestic workers, lists of nannies, house cleaners and childcare facilities

Geneva - maps of Geneva, bus routes, addresses and telephone numbers of city services and specialist services

Housing - assistance in defining housing requirements based on family size, rent, income, proximity to work and schools, arranging and attending appointments with the staff member if he/she does not speak French, providing addresses of housing services, assisting with the lease, insurance, connection of electricity, gas and telephone as well as supplying addresses for furniture shops and other installation services once accommodation has been found

Leisure - addresses of leisure and recreation centres in Geneva, children’s clubs, family activities and clubs for adults, including ITU clubs and American Women’s Club, etc.

Life in Switzerland and France - information regarding the cost of living, different shops, stores and markets, border restrictions and some Swiss civic information, particularly for the Canton of Geneva

Medical - information on the health systems in Switzerland and France, addresses of doctors, specialists clinics and hospitals as well as addresses of other specialists, insurance coverage

Schooling and Education - helping parents to define the correct education program for their children, explaining different school systems, teaching methods, exam structures, the possibilities of secondary schools and universities, as well as providing information about child care facilities and playgrounds

Vacation - information on holiday centres for children during their school holidays, as well as information on language schools

The Social Service organizes the Club d’enfants and the ITU Spouses Group. The Social Service, along with the Geneva Welcome Center, also arranges get-togethers for adolescents, couples who have just arrived, and male and female ‘trailing spouses’. Please refer to the section on Clubs and Associations under Chapter 10 “Living in Switzerland and Neighbouring France”.

The Social Service Secretariat is open Monday mornings, Tuesday all day, and Thursday all day (Ms Vigneux, Tel 6359, Office V.506). The Social Service Officers can be contacted as follows:

Monday, Tuesday and Wednesday mornings Ms Roux Tel 5380 V.555

Wednesday afternoons, Thursday and Friday Ms Gilbert Tel 6358 V.555

7. STAFF REPRESENTATION

ITU Staff Council (Conseil du Personnel)

Mandate of the Staff Council

The ITU Staff Council is the body recognized by the Staff Regulations and Staff Rules responsible for ensuring the equitable representation of staff interests before the Secretary-General and his representatives. The Staff Council is composed of members elected by the staff thus ensuring an overall representation of all the sectors and departments of ITU.

Bureau of the Staff Council

The Staff Council is managed by the Bureau. The Bureau, composed of six members, deals with administrative tasks, coordinates activities and prepares and organizes the Staff Assembly, the Assembly of Delegates and Staff Council meetings. It regularly informs staff members of the activities of the Staff Council and other matters of interest to the staff.

Activities within ITU

The Staff Council follows the directives given by the Assembly of Delegates and the Staff Assembly, studies administrative directives given by the Secretary-General and identifies problems of general interest to staff members, individually or collectively. The Staff Council supplies information, opinions, proposals and requests to the Secretary-General.

Staff representatives to the ITU statutory committees, which give advice on particular issues, are designated or elected among the members of the Staff Council.

The Staff Council provides information and submits requests and proposals to the ITU Council and Plenipotentiary Conference on matters of interest to the staff.

External activities

The Staff Council participates, through the members of the ITU Staff Union, in the work of federations of associations, unions and/or other groups of international employees representing the personnel of the United Nations Common System in the defence of staff interests and working conditions.

Financing

The Staff Council, in concert with the Secretary-General, administers the Staff Welfare Fund.

The Staff Council is financed by voluntary monthly contributions which are based on a small percentage (1/1000) of the member’s salary.

Further information and application forms can be found by contacting the Staff Union Secretary (Tel 5795 or 5799, Office V.16B) or on the internal web (ITU Home Page, RePers hotlink or http://intweb2/conspers/repPers.html).

Staff Union (Syndicat du Personnel)

Membership is open to both permanent and temporary staff members. Membership of the Staff Union is paid by subscription (on average of 0.4 per cent of salary). The Staff Union in turn pays a subscription for all ITU staff to the Federal International Civil Servants Association (FICSA) (see below).

The Staff Union pays into a legal fund which provides Union members with free access to legal advisors in Geneva. Union members are automatically covered by legal insurance. Legal advice may be taken by individual members, groups of members or by the Union itself.

The Staff Union has an industrial fund which can be used to cover industrial action related expenses and refund partial loss of income in the event of a strike. These refunds are only available to Union members.

Staff Union members may subscribe to a complementary health insurance scheme “Mutuelles de France” through the intermediary of the Staff Union which also participates in defraying the cost of the monthly subscription.

The Staff Union also offers benefits to its members such as discounts in various stores/boutiques, on travel arrangements, credit cards and meals, as well as organizes social events to which members are invited.

Application forms and further information regarding the Staff Union and complementary health insurance are available from the Secretariat of the Staff Union (Tel 5795 or 5799, Office V.16B) or from the internal web (ITU Home Page, RePers hotlink or http://intweb2/conspers/repPers.html).

Federation of International Civil Servants’ Associations (FICSA)

The FICSA promotes the interests of staff of the United Nations specialized agencies through the following activities:

· representing the interests of international civil servants in interagency bodies and legislative organs of the common system,

· coordinating member associations’/unions’ activities and exchanges information on conditions of service,

· informing all staff on issues affecting their conditions of service,

· organizing seminars, workshops and working groups on specific aspects of conditions of service,

· advising member associations/unions on staff-management relations,

· producing position papers on the technical aspects of conditions of service,

· coordinating industrial action,

· supporting the use of the appeal process (internal appeals and Administrative Tribunals) in cases of non-observance of terms of appointment,

· formulating strategies to prevent violations of rights, and

· participating in cost-of-living surveys that determine post adjustment and salary scales.

Further information can be found on the FISCA website http://fisca.org/ or on the internal website (ITU Home Page, RePers hotlink or http://intweb2/conspers/repPers.html).

8. ITU SERVICES AND PRACTICAL INFORMATION FOR THE FIRST FEW DAYS

Acronyms

A list of frequently used acronyms can be found in the internal telephone directory or on the internal website (ITU link, ITU Acronyms). The names and acronyms of ITU units and departments are listed in Office Memorandum No 51, dated 10 March 2000.

Address

Please use the following address for official correspondence, noting your name, office number and department.

International Telecommunication Union

Place des Nations

CH-1211 Genève 20

Suisse

Telephone number

The general ITU telephone number is +41 (22) 730.51.11. The country code for Switzerland is 41 and the area code for Canton Geneva is 022. ITU telephone numbers start with 730 + the four digit extension. For specific information about making calls or requesting a telephone, please refer to the Telephone Services heading.

Fax numbers

General Secretariat (022) 733.72.56

Radiocommunication Bureau (BR) (022) 730.57.85

Telecommunication Development Bureau (BDT) (022) 730.54.84

Telecommunication Standardization Bureau (TSB) (022) 730.58.53

Please see the Private Fax and Mail Services heading below for information on private facilities.

Buildings

ITU occupies several buildings in the Place des Nations area. For internal purposes, the buildings are noted by the following abbreviations:

T Tour (Reception, Tel 5107/5108)

V Varembé (Reception, Tel 5172/5173)

M Montbrillant (6788/6789)

AL AELE (Telecom)

There is a passage which connects the Tour and Varembé buildings via the 1^st basement (1SS) of the two buildings, and one between the Varembé and Montbrillant buildings via the ground floor.

For security reasons, only the Tour entrance is open 24-hours/day. The Varembé and Montbrillant buildings are open Monday to Friday from 0600 to 2200. Staff members may access the buildings outside of these hours by using the Tour entrance and following the passages which connect the buildings.

Energy savings

In the interest of saving electricity, please switch off the lights in your office when leaving for lunch and at the end of the day. Photocopiers, printers and any other electrical appliances should also be turned off at the end of the day. PCs should be shut down but not turned off, as explained under the Computer Assistance heading and in Office Memorandum No 110, dated 24 October 1997. The use of water-heating elements or other appliances for heating water in the offices is not allowed. (Service Order No 00/6, dated 16 May 2000)

Authorizations and delegation of authority (finance and personnel matters)

· Service Order No 27 (Rev. 2), “Delegation of Authority in Financial Matters”, dated 4 November 1997 lists the authorization processes and persons for particular expenditures including travel authorizations, requests for staff, applications for commitment to expenditure and the certification of invoices.

· People who have the power to authorize personnel related matters are listed in Service Order No 00/11, “Delegation of Authority in Personnel Matters at Headquarters”, dated 14 August 2000.

· Service Order No 43, “Supervision of Expenditure Commitments and Invoices”, dated 14 August 1996 outlines the rules and the procedures for submitting expenditure requests and processing invoices.

· Service Order No 13, “Placement of Contracts for Purchases, Supplies, Work or Services”, dated June 1993, and Addendum 1 with the same title, dated 4 September 1996, explain the rules for the placement of all contracts contemplated by the Union for purchases, supplies, work or services, or for activities generating income for the Union. It establishes which contracts are to be referred to the ITU Contracts Committee and describes the Committee’s terms of reference, membership and organization of work.

Bulletin boards

There is an electronic bulletin board on the internal website (ITU Home Page, RePers hotlink, Annonces), a bulletin board on the 1^st basement (1SS) of the Tour building (near the lifts) and one on the ground floor of the Varembé building. These boards include information regarding items for sale or rent, Staff Union bulletins, language courses, etc. Staff wishing to display small ads on the boards should contact the Staff Union (Tel 5795/5799, Office V.16B). Advertisements are free of charge to Union members and CHF 3 for non-members.

Temporary poster campaigns on walls or in lifts must be coordinated with the Logistics Service (Tel 5146). Items displayed must be removed, on the agreed date, by those who put them up.

ITU business cards

Official ITU business cards are produced by the Publication Composition Service. Details are outlined in Office Memorandum No 00/12, dated 11 November 2000. Application forms are available as a Word template (ITU button, Composition, Carte.doc) which must be completed, signed by the Department Head and sent to the Publication Composition Service (Tel 6134/5903, Office M.310).

Cafeteria/restaurant

There are two self-service cafeterias on the ITU premises. At lunchtime, the cafeteria on the 15^th floor of the Tour building serves sandwiches, salads, hot meals and freshly prepared pizza and pasta. The tea/coffee machines use tokens which may be purchased from the till on an individual basis or 11 tokens for the price of 10. The cafeteria on the ground floor of the Varembé building has an outside terrace. Hot meals, sandwiches, salads are available at lunchtime. Staff members may purchase a book of tickets from the Varembé cafeteria which gives them 11 hot beverages for the price of 10. The sale of alcoholic beverages is only permitted between 1130 and 1400.The cafeterias are open Monday to Friday, from 0800 to 1700. Weekly menus are published on the internal website (Life hotlink).

There are coffee machines located in the “Salles des pas perdus” (Tower second basement (2SS) and Montbrillant ground floor) and in the first basement (1SS) of the Varembé building.

Cleaning service

ITU offices and buildings are cleaned daily by Honegger. For urgent cleaning requests or problems (spills, breakages, etc.), please contact Honegger (Tel 6860 or 6861).

ITU clubs

Information on the following ITU Clubs can be found on the internal website (Life link, ITU Clubs) or by contacting InterClub (Ms Ricciardi, Tel 5103, Office V.17B).

African Culture Club

L’Atelier (painting)

Badminton

Bridge

Chess

Club d’enfants (Chapter 10)

International Radio Amateur Club

Jeux InterOrganizations

Musica Club

PC Club

Pétanque

Photo Club

Squash

Tai-Chi

Teleten (tennis)

Volley-Ball

Other ITU groups

There are a few other informal groups which may be of particular interest to new staff members including a group for spouses of ITU staff members and English, French and Spanish conversation groups. Please see Chapter 10 “Living in Switzerland and Neighbouring France”.

Computer assistance

Prior to your arrival, your supervisor or department secretary should have already made arrangements for your network user account and any hardware and software required for your work. For additional support, please note the following IS Department user support services, provided for different functional areas:

TSC (Training and Support Center) Helpdesk 5555

Office Systems Division unit providing user assistance for PC systems, office productivity applications, training requests and room reservations, software requests, general information, and referrals.

Network services 5455

Network management and user assistance for PC hardware installations and maintenance, network and local printers, and network-related problems

TIES Helpdesk 6666

Information and Exchange Division unit providing user assistance for TIES, email, web, and dial-up services

For additional information, please refer to the pink telephone book pages under the section “Informatique” and also to the IS Department links on the internal web in the General Secretariat section.

Email

Electronic mail is available to all staff. Your network user name and password also provide access to your email account which is managed by IS Department.

ITU staff are also allocated an Internet email address adhering to the following format: firstname.surname@itu.int

Note the specific email addresses for the following services:

TIES HELPDESK, ITU IS Department TIES Helpdesk

TSCHELP, ITU IS Department TSC Helpdesk

Secretariat, SG Secretary-General

Secretariat, SDG Deputy Secretary-General

SGO, ITU Office of the Secretary-General for both SG and SDG

PC automated maintenance and energy savings

In order to facilitate automated maintenance tasks (e.g., software upgrades, virus scans) on your PC, you should normally perform a Shutdown and Restart procedure before you leave the office to ensure that there are no active applications and open files. Most PCs, monitors, and printers support low-energy modes of operation after a configurable period of inactivity; IS Department attempts to deliver this equipment with appropriate energy-saving settings. However, there are numerous monitors that do not support such modes. If this is the case, please turn your monitor off at night. Your PC should be shut down and powered off only when you are absent for long periods. For additional details, please call the TSC Helpdesk or refer to Office Memoranda No 50, dated 30 April 1996 and No 110, dated 24 October 1997.

Computer security

This subject is complex and beyond the scope of this document, although some brief comments are in order. IS Department, as custodian of hardware, software and data used in critical business processing at ITU, is responsible for ensuring that all resources under its control are secure. The standard ITU PC desktop environment is based on Windows NT technology and has been configured to ensure basic security, including the provision of automated virus scanning software and updates. More detailed information can be found on the internal web. In particular, for a list of things you can do to enhance security, please refer to the Security issues page in the TSC Infobase.

PC hardware and software

IS Department is responsible for coordinating the evaluation, ordering, delivery, and maintenance of the desktop hardware and software environment. In general, standard PC models are chosen based on factors such as price, performance, and manageability. In addition, management tools are employed to automate software distribution, monitor software license usage, track hardware and software inventory, and assist with remote troubleshooting and helpdesk tasks. More information on standards and procedures can be found on the internal web (currently, see the ITU Desktop Web and the TSC Infobase).

Correspondence and documents

Creation of electronic correspondence and other ITU official documents

The ITU word-processing environment provides document creation methods and facilities, which comply with the formatting and layout standards which must apply to such documents (letters, faxes, memos, technical documents, etc.).

These requirements are generally achieved through the use of standard templates which are document models containing appropriate presentation and automation features. Detailed information on these templates and their use can be found on the internally web (currently, in the IS Department TSC Infobase). Of course, you may also contact the TSC Helpdesk (Tel 5555) for further information or questions.

English Language Style Guide

An English Language Style Guide has been published to assist everyone involved in the preparation of ITU texts, documents and publications in English. This guide is available on the internal web (ITU Home Page, Doc hotlink). It has been published by the English Translation Section of the Conferences Department. Questions related to English usage or requests for further information about this guide should be addressed to Mr Pitt (Tel 5131, Office V.242).

Signature procedure

There are official signature procedures which must be followed. These procedures are explained in Service Order No 19, dated 20 June 1990 entitled “Procedures to be followed for the Signature and Routing of Correspondence in the General Secretariat”.

Reception and distribution of correspondence

For information and procedures concerning the reception and distribution of mail, faxes, special delivery mail and diplomatic pouch, please refer to the Mail, Fax and Tube heading of this chapter or to the ITU Correspondence Manual on the internal website (ITU Home Page, Doc hotlink).

Databases

There are a variety of ITU databases available on ITU website including:

· ITU Country Codes

· ITU Global Directory (ITU hotlink)

· Telecommunications Terminology (TERMITE/WEB)

· ITU-T Patent Statements

· ITU-T Work Programme

· Catalogue of ITU-T Recommendations

· ITU-T Terms and Definitions Database (SANCHO)

· Maritime Mobile Access and Retrieval System (MARS)

· BDT International Sharing System

Eye tests

Partial reimbursement of the cost of spectacles for use with display screens is paid by ITU for staff members who are required to spend at least 80 per cent of their time working on display screens. The specific conditions are explained in Office Memorandum No 115, dated 4 December 1997 and Office Memorandum No 9, dated 2 March 1993.

Internal communication and publications

ITU uses various means of internal communication to keep staff up-to-date with important issues, news, events, policies and procedures.

· ITU administrative communications take the following three forms: service orders, office memoranda and information circulars. The policy in respect to the preparation and publication of administrative communications is explained in Service Order No 00/1, dated 23 March 2000. Staff members are required to read and comply with these official publications. Administrative communications are distributed via internal mail and are placed on the internal website (Doc link) for reference.

· The ActualUIT is an internal publication distributed monthly to staff members and retirees. The information is usually of a more general nature and staff members are invited to submit articles, comments and questions for publication in the ActualUIT. Copies of current and back issues of ActualUIT are available on the ITU website (Life link).

· The ITU News is the official membership publication distributed ten times per year. Copies are also sent to staff members and retirees. The ITU News is a good source of information concerning ITU and issues which affect the telecommunication industry. Current and back-issues of ITU News can be found on the internal website http://www.itu.int/itunews/ or via the ITU home page (click the ITU logo in the centre of the page, ITU News).

· Press releases are posted on the ITU website (click the ITU logo in the centre of the ITU Home Page, ITU Newsroom). Staff members can also receive automatic notification of press releases by email. To subscribe to this service, please send an email to the Press Service pressinfo@itu.int. Please request to be added to the Press Release Distribution List and specify your language preference (English, French or Spanish).

· Information Sessions addressing different subjects related to ITU activities are organized for staff members on a regular basis.

· The Staff Council and the Staff Union circulate regular bulletins related to staff matters and the activities of the Staff Council and Staff Union. Information can also be found on their webpages (ITU Home Page, RePers hotlink).

Invitations to speak at external events

All invitations to speak at external events should be sent directly to the External Affairs Unit which acts as the central focal point for invitations. The invitation will be recorded, assessed in terms of the policy and directed, if acceptable, to the Secretary-General, Deputy Secretary-General or the relevant Bureau Focal Person. The policy and procedures for accepting invitations to speak at external events are explained in Office Memorandum No 12, dated 30 March 1999. Questions concerning the policy should be addressed to Mr Capitaine, Head, External Affairs (Tel 5819, Office T.1301).

ITU name, abbreviation, flag and emblem

The policy concerning the use of the ITU name, abbreviation, flag or emblem by third parties and the relevant cost recovery is explained in Service Order No 00/2, dated 23 March 2000. The policy sets forth the general principles and procedures governing the authorization and the principles, fees and methodology for implementing cost recovery.

Keys and access cards

Requests for keys (desks, cupboards, offices, etc.) or access cards for restricted areas should be addressed to the ITU Security Service (Mr Brusson, Tel 5171, Office V.07).

Languages

The working languages of the ITU Secretariat are Arabic, Chinese, English, French, Russian and Spanish. English, French and Spanish are used in major conferences, meetings, publications and documents; Arabic, Chinese and Russian will be introduced gradually. Most Service Orders and Office Memoranda are published in French and English and occasionally in Spanish. If in the event of dispute, the French text shall prevail.

ITU library

The ITU library, located on the top floor of the Montbrillant building, contains all ITU publications, including recommendations, as well as newspapers, journals, magazines, CD-ROMs, annual reports and books. The library has a reference collection, an ISO/CEI Standards collection, and is a depository library for all IEEE publications.

The ITU Library also offers access to several services and CD-ROM databases available from your desktop or from the Library LAN. Information on using these services is available through the internal website (SG hotlink, ITU Library and Archives).

The library is open Monday to Friday, from 0900 to 1800 to ITU staff members, conference delegates, officials, technical operations experts, university staff and students and private individuals engaged in research in the field of telecommunication. ITU staff members can check out books and other library material. The library provides a current awareness service and circulates current journals among the ITU services. The library catalogues and information can be accessed through the internal website (SG hotlink, ITU Library and Archives), by contacting the library staff (Tel 6900) or by email library@itu.int.

Information concerning other public and private libraries in Geneva can be found in Chapter 10 under “Libraries”.

Lost and found

Objects which are found on ITU premises or in the car park should be given to the ITU Security Service or to the building receptionist. Owners of lost items can reclaim them from the Security Service. The Geneva lost and found address and telephone number are also listed on the internal website. Questions relating to lost/found objects should be addressed to the ITU Security Service (Mr Brusson, Tel 5171, Office V.07).

Mail, fax and tube

The Communication Service of the External Affairs Unit handles all incoming and outgoing mail, faxes, special delivery mail and diplomatic pouches. For information on receiving and sending private mail and faxes, please see the Private fax and mail heading below.

Incoming mail

The Communication Service sends all mail addressed to the Bureaux, unopened, to the registry of the Bureau concerned. All mail to the General Secretariat, except those marked ‘confidential’ or ‘personal’, is opened by the Communication Service before being delivered.

Mail is delivered to each office periodically throughout the day. Each office should have an “In Tray” in order to receive the mail. Your department secretary should place your name on your office door along with a coloured dot which signifies your preferred language when receiving translated documents. This coloured dot should be placed next to your name on your office door. Please ask your department secretary for more details.

Dot Colours: blue - French, red - English or green - Spanish

Outgoing mail

All outgoing envelopes should bear the acronym of the originating department. Mail from the Bureaux should be in sealed envelopes, bearing the acronym of the originating department, ready for dispatch. Mail originating from the General Secretariat should be sent to the Communication Service in a folder as follows:

· one signed original, paperclipped to the right-hand side;

· one addressed envelope bearing the acronym of the department, paperclipped with the original; and

· three copies, paperclipped to the left-hand side.

One copy will be returned to the originating unit with the Communication Service reference number and date stamp. In the case of confidential letters, only the original and one copy are necessary.

There is a box for outgoing mail on each floor; the collection times are noted on the box.

Faxes

Faxes should be sent to the Fax Section of the Communication Service in a folder with one signed original and three copies. One copy is returned to the originating department/Bureau with the reference number, date and time stamp.

Faxes arriving after 1700 cannot be guaranteed dispatch before the following day. For urgent faxes, please mark them ‘urgent’ and notify the Fax Section (Tel 5130) as soon as possible. Urgent faxes must be sent by tube (Tube 003) or hand delivered to the Fax Section. Urgent faxes delivered through the internal mail will not be considered as urgent.

Faxes received by the Communication Service are recorded, date stamped and routed by tube.

For more information on faxes, please contact the Fax Section (Tel 5130 or Tel 5128).

Special delivery mail

Special delivery mail (EMS, DHL, etc.) should be given to the Communication Service before 1630. Forms may be obtained from the Postal Section (Tel 5132). The name and initials of the authorizing official, as well as the originating unit, should be indicated on the envelope.

Special delivery mail received by the Communication Service are handled in a similar fashion to the incoming mail.

Diplomatic pouch

Letters addressed to UNDP Resident Representatives, ITU Regional Offices serviced by UNDP, UN information centres and regional offices of specialized agencies are sent by diplomatic pouch. All mail sent by diplomatic pouch must be submitted in an unsealed envelope. Only the following officials may authorize the closing of certain dispatches and must add their name and signature: Secretary-General, Head of the Personnel Department and Head of the Communication Service. Please contact the Postal Section (Tel 5132, Office T.070) for further information.

Tube

The tube service is a rapid sending/receiving internal service linking the Tour, Varembé and Montbrillant buildings. There is usually one tube stop per floor. Tube addresses can be found in the internal directory and instructions for use can be found on the Tube itself.

For more information on incoming/outgoing mail, fax, special delivery and diplomatic pouch information, please contact the Communication Service (Tel 5132, Office T.070) or refer to the ITU Correspondence Manual on the internal website (ITU Home Page, Doc hotlink). For further information please refer to the TIES Helpdesk (Tel 6666).

Private fax and mail service

The Postal Section is located in office T.070 and is open for private fax and mail services daily from 1000 to 1130.

Private faxes, prepared on non-official paper, may be dispatched from the Postal Section of the Communication Service. Staff should pay cash for their outgoing messages. The fax number for both outgoing and incoming faxes is +41 22 734.22.63.

ITU stamps for private mail can be purchased in cash and dispatched from the Postal Section. ITU stamps cannot be used for franking at the Swiss post office. There is also a Swiss post office box, with the option to purchase stamps, located in the wall of the reception of the Tour building near the Bancomat machines.

Staff members may also send private special delivery mail (DHL) using the preferential ITU rate. Staff must pay cash for the delivery cost based on the package contents (documents or goods) and the weight as determined by the special delivery service. Information and forms are available from the Communication Service (Tel 5132, Office T.070).

There is an ITU post office box address which is reserved strictly for private mail. This address should not be given out for official correspondence. Mail sent to this address is not opened and is sent directly to the staff member. Staff members are urged to inform their private correspondents to use the following mail address:

staff member name and office number

BP 820

CH-1211 Genève 20

Suisse

Medical attention

Urgent medical attention may be obtained from the nurse at the medical service situated in the Varembé building (V.319, Tel 5397). However, staff members should register with a general practitioner for regular medical treatment. Vaccinations and briefings for those going on mission are carried out by the nurse, by appointment only. At lunchtime, and under exceptional circumstances, the ITU medical service is closed. Urgent cases should be referred to the United Nations Medical Service, Tel 917.28.07 or 917.22.22 (emergencies).

A brochure concerning the medical services offered by the UN Joint Medical Service (JMS), which includes ITU, has been produced. A copy of this brochure is available from the ITU Medical Service. For further information regarding Medical Attention and First Aid, please see Chapter 9 “Emergencies, Safety and Security”.

Meeting/conference rooms

Meeting and conference rooms are reserved through the Conferences Service (Ms Clin, Tel 5746, Office V.247). The room numbers and telephone numbers for the meeting rooms can be found in the internal telephone book under “S” (salle).

The Salle de presse (press room) T.09 is located on the first basement (1SS) of the Tower building. Reservations for the Salle de presse should be made through Ms Shahna-Ekman (Tel 5192, Office T.1218).

Office equipment and office repairs (not computer equipment)

The Logistics Service handles the requisition, repair and allocation of office equipment and furniture. Please address your questions to the people listed below or to the secretary of the Logistics Service (Tel 5146, Office V.58):

Office equipment and furniture, not machines (requests/repairs): Mr Larcher (Tel 5140, V.56)

Photocopier, typewriter, calculator, Dictaphone, fax (repairs): Mr Macchi (Tel 5153, V.025)

Buildings or offices (work/repair): Mr Dupont (Tel 5161, V.54)

Office and furniture repair request forms can be found as a Word template (ITU button, Work Request (LOG)). The forms should be sent to the secretary of the Logistics Service (Tel 5146, Office V.58). Please be aware that office furniture and equipment are ITU property and are registered on an inventory. Any damaged or unused furniture or equipment must be returned to the Logistics Service for repair, removal or reallocation.

Organization chart

There is an organization chart located at the back of the internal telephone directory. Additional copies may be requested from the Personnel Department (Tel 5362, Office T.1111).

Parking facilities

Parking facilities are available in the Place des Nations public parking garage. The cost for parking is subsidised by ITU at the rate of 50 per cent. To apply for a parking space, please send a memo or an email with your name, office number, telephone number and the date you would like to receive the pass to the Finance Department (Ms Jouenne, Tel 5093, Office T.817). The Place des Nations parking garage is open 24-hours/day, seven days/week.

Parking in front of the Tour building is forbidden unless a special authorization permit has been obtained. Requests for special authorization should be sent to the Chief of the Common Services Department (Mr Radjy, Tel 5601, Office T.712).

There are parking facilities for two wheeled-vehicles (bicycles, motorcycles, scooters) in front of the Tour building and in front of the Varembé building.

Photocopiers

If the photocopier on your floor is not working properly or needs toner, please contact the service technician (Tel 5153) who will come and repair the machine. Indicate the number of the machine (which is located on the lid of the machine) and its location.

Rooms allocated for staff

There is a staff room (Salon du Personnel), with a television, located in the basement of the Varembé building in front of the Messengers’ office. This room is open to all staff members. The Salon du Personnel can also be reserved for staff functions/parties, etc. Reservations and questions regarding the Salon should be addressed to the Staff Council (Tel 5799, Office V.16B).

There is also a multi purpose room (V.16) on the ground floor of the Varembé building near the Staff Council offices. The room for the Club d’enfants and the l’Atelier painting club is located in the basement of the Varembé building, near the lifts.

Showers

There are men’s and women’s shower facilities, one shower and bathroom each, available for staff use in the basement of the Varembé building. Ask the Varembé receptionist for directions.

Stationery

Each group is responsible for their own stationery supplies. Stationery requests should be made through your group secretary who will complete the requisition form, giving the supporting Financial Commitment reference number and Cost-Center, and place the order with the Economat (Mr Hosseini, Tel 5960, Office V. 51). Mr Hosseini will process the request and send notification when the supplies are available for collection. The Economat storeroom, located at T.051, is open from 1000 to 1130 and from 1400 to 1530. Questions concerning supplies or the Economat should be addressed to Mr Hosseini (Tel 5960, Office V.51).

Telephone services

If you do not find a telephone in your office, please contact your department chief. Telephone requests for new staff members should be made in writing, before the staff member arrives. If you have a problem with the telephone station, please contact Mr Clerc (Tel 5151, Office V.025) or Mr Neubecker (Tel 6077, Office V.026). The telephone number should be written on the telephone station.

The ITU internal operator telephone number is 111.

Telephone calls

· To call internally, simply dial the four-digit extension number. The general ITU telephone number is (022) 730.51.11. ITU telephone numbers start with 730 and end with the four-digit extension number.

· Local calls, within Geneva 022 area code, can be made by dialling “0” and the number. You must dial the area code for local calls in Switzerland.

· Calls outside of the Geneva area code can be made through the internal operator (111). The operator will ask if your call is personal or business.

· Private calls outside of the Geneva area will be deducted from the staff member’s salary. These calls can either be made through the internal operator (111) or directly by dialing “*0”, after the staff member has been given access. The request form for making direct private calls is available from the internal operator (111).

· Country Codes: Switzerland (41)

France (33)

· Area Codes: Canton Geneva area code (022)

Canton Vaud area code (021)

France from Geneva (00 33)

· There is also a direct telephone link to the UN and its agencies. Please refer to the internal telephone directory.

Mobile telephones

Please address questions relating to obtaining, using or repairing mobile telephones the IS Department (Ms Menez, Tel 5342, V.5). The cost for the mobile telephone calls comes from the user’s departmental budget. The request form can be found as a Word template (ITU button, Mobile Phone Request.

BIP

The BIP service is the paging system used by some ITU services. Instructions for use are found in the internal telephone directory.

Voicemail

There is a voice messaging service, in French or English, which can be activated on each telephone line upon request. There should be an instruction manual with the telephone which explains how to use the service. In the interest of good customer service, please make sure you use this voice messaging system whenever you leave your desk. If you have any questions, please contact Mr Neubecker (Tel 6077, Office V.026) in the Information Services Department.

Telephone directory

The internal telephone directory is available in printed form, on the network and on the ITU website. In order to use the telephone directory on the network, the “ITU Phone” software should be installed onto your computer using SMS Client. If your name does not appear on the electronic directory, please contact Ms Barry (Tel 5138, Office T.316). Copies of the internal telephone directory can be requested from the internal operator.

For other telephone instructions, please refer to the internal telephone directory or the internal operator (111).

Useful telephone numbers

The pink pages of the internal telephone directory contain useful ITU telephone numbers.

ITU website

By default, Internet Explorer’s homepage points to the ITU Internal Web Services welcome page from where you can find useful information on ITU. There are numerous links concerning the three Sectors, the General Secretariat, Telecom and the UN as well as links to:

ITU documents (Doc)

ITU databases (SG)

Computers and software (Soft and SG)

News, weather, travel, telephone directories, ITU clubs, etc. (Life)

Staff representation (RePers)

Finally, there are also both internal and external search facilities.

9. EMERGENCIES, SAFETY and SECURITY

Emergency telephone numbers and procedures can be found in the front of the internal telephone directory.

Emergency

Ambulance 0 144

Police 0 117

Fire 0 118

ITU Security Service 119 or 5171 (Mr Brusson)

ITU Medical Service 5397 or 6862 (BIP)

Tour Reception 5107/5108

Varembé Reception 5172

Montbrillant Reception 6788/6789
UN Security Service 917.29.00

UN Medical Service 917.25.20

Evacuation

On each floor, near the elevators, there is an evacuation map which shows the emergency exits and the person responsible (floor officer) for the evacuation of the floor. On the first Monday of each month the fire alarm is tested and should stop shortly after it starts. Emergency Evacuation Exercises are organized regularly (without announcement). Below is the basic procedure to follow in such a case.

Procedure:

When the alarms sound, leave the building. Do not take any cumbersome articles with you.

· Close the windows.

· Use the stairs. Follow the illuminated EXIT signs.

· Do not attempt to reach a higher floor.

· Render assistance to handicapped persons.

· Do not use the elevators under any circumstances.

· The elevators will immediately descend to the ground floor and be immobilised.

· Walk quickly, but do not run. Once outside, keep clear of the buildings and leave your car where it is parked. Report to your designated assembly point in front of the CICG, keeping to the pavement.

· Do not return to your office until you have been told it is safe to do so.

First aid

First Aid is about providing vital assistance to the victim of sudden illness or injury until qualified medical assistance arrives. Unless you are a qualified “First Aid Worker” your most important task is to get help on the scene as soon as possible. The ITU Security Service has been instructed to take charge of the situation and to ensure that an ambulance and the ITU medical service have been called. In cases of accident or injury, call the emergency services and ITU Security Service (119) or Mr Brusson (5171).

Medical attention

Urgent medical attention may be obtained from the nurse at the medical service situated in the Varembé building, V.319 (Tel 5397). However, staff members should register with a general practitioner for regular medical treatment. Vaccinations for those going on mission may also be carried out by the nurse, by appointment only. At lunchtime and under exceptional circumstances, the ITU medical service is closed. Urgent cases should be referred to the United Nations Medical Service, Tel 917.22.22 (emergencies), 917.25.20 or 917.28.07.

Emergency doctors/hospitals (24 hrs/day)

Switzerland

022.748.49.50 SOS Médecins

022.322.20.20 Association des Médecins (stand-by emergency medical service)

022.372.33.11 Hôpital Cantonal de Genève 24 rue Micheli-du-Crest, 1211 Geneva

022.382.33.11 Hôpital Cantonal de Genève 24 rue Micheli-du-Crest, 1211 Geneva

022.719.61.11 Hôpital de la Tour 3 ave. J.-D. Maillard, 1217 Meyrin

Medical Centers (open day and night):

022.309.46.46 Permanence de la Clinique de Carouge 5, rue du Cardinal-Mermillod,

1227 Carouge

022.345.45.50 Permanence de Cornavin 1-3 rue du Jura, 1201 Geneva

022.731.21.20 PMC Permanence de Chantepoulet 1-3 rue de Chantepoulet, 1201 Geneva

022.879.50.50 Permanence d’Onex 3bis route de Loëx, 1213 Onex

022.734.51.50 Permanence de Vermont-Grand-Pré 9A rue de Vermont, 1202 Geneva

022.719.74.00 La Tour Médical de Meyrin 24 prom. des Artisans, 1217 Meyrin

Pediatrics:

022.382.45.52 Hôpital des enfants (Hôpital Cantonal) emergencies, 6 rue Willy-Donzé

022.382.47.00 Clinique des enfants (Hôpital Cantonal) 6 rue Willy-Donzé

022.719.61.00 Hôpital de la Tour 3 ave. J.-D. Maillard, 1217 Meyrin

022.322.20.20 Permanence of paediatricians

022.329.05.55 Pre and post-natal assistance organized by midwives

Dentists:

022.346.64.44 Clinique Dentaire de Malombré 5 Chemin Malombré, Champel (Rive droite)

022.733.98.00 Clinique Dentaire de la Servette 60 avenue Wendt, Servette (Rive gauche)

Chiropractors:

022.781.82.00 Association des Chiropraticiens - stand-by service

Poison Centres:

01.251.51.51 Swiss 24-hour emergency number

022.372.33.11 Hôpital Cantonal de Genève

Pharmacies:

022.306.08.50 Association des Pharmacies - call for a list of pharmacies on-call at the time

There are several pharmacies located at the Cointrin airport/train station that are open seven days/week from 0800 to 2000.

France

15 Stand-by services organized by the doctors of the Pays de Gex

The Social Service Officer is able to supply a list of doctors, hospitals and clinics in the area (Ms Roux, Tel 5380, Office V.555 or Ms Gilbert, Tel 6358, Office V.555).

Security

All staff members are issued with identity badges which are to be worn visibly at all times when on the premises.

Staff members expecting visitors or guests should inform them in advance of the need to register with the reception clerk on arrival. The reception clerk will then telephone the staff member to announce the visitor and give them a badge before authorizing the visitor to proceed. Ask anyone you see on your floor whom you do not know and who is not wearing a badge whether they require assistance. In case of doubt, ask whom they have come to see.

Should you see anyone behaving strangely, report the fact immediately to the staff at the reception desk (Tour: 5107 or Varembé: 5172). The reception staff are in direct radio contact with the security officers.

Do not leave personal belongings, particularly purses and wallets, lying about in your office. Do not leave any valuables in the pockets of clothing hanging in your office. Take your personal belongings and valuable equipment (cell phone, portable computer) with you or lock them away when you leave your office.

Report any theft immediately to Mr Brusson, Head of Security (Tel. 5171, Office V.07). He will give you a theft declaration form, copies of which should be sent to the Geneva police.

ITU is not insured against the loss or theft of personal property.

Computer security

For information on computer security, please refer to the Computer assistance heading in Chapter 8 “ITU Services and Practical Information for the First Few Days” or call the IS Department (Tel 5555).

10. LIVING IN Switzerland AND NEIGHBOURING FRANCE

Notes on living in Switzerland or France

Some regulations, taxes and rights differ not only between the country in which you reside (Switzerland or France), but also between Swiss Cantons. These differences include work permits for spouses and children, local taxes, AVS, vehicle registration, drivers licences, other licences, purchasing real estate, etc. Information and copies of the Office Memoranda concerning various topics are available on the Personnel Department website http://web.itu.int/sg_pe/index-fr.html and from the Personnel Department (Permanent, Probationary and Fixed-term: Entitlements and Benefits Section and Short-term: Recruitment and Placement Section).

Auto association

CASBIA (Association coopérative des automobilistes et des motocyclistes des secrétariats et bureaux des organisations internationales et des institutions accréditées/International Official Motoring Association) is a cooperative membership organization for international civil servants which offers discounts on insurance, petrol, car repairs, etc. The annual membership fee is CHF 25. CASBIA, Room C.441, Palais des Nations, 1211 Genève 10, 022.917.10.98.

Bank, postal, credit union, mutual association accounts

Staff members are asked to open a bank, postal or credit union account for payment of benefits such as the monthly payment of salary and family allowances, insurance reimbursements and assignment grants.

EC cards are debit cards issued by Swiss banks. These cards are very useful for making purchases in Swiss shops. There is an equivalent card, Carte Bleue, issued by French banks for use in France.

Bank accounts

There is a main bank, UBS, located opposite the Tower building (17, chemin Louis Dunant). There is also a UBS automatic teller machine (EC/Bancomat) on the ground floor of the Tower building near the reception desk.

Postal accounts

La Poste, the Swiss post office, also offers postal (bank-type) accounts. The nearest post office is located on rue de Varembé. Preferential exchange rates for French Francs are offered to ITU staff. Information regarding postal accounts is available from the Staff Council Secretariat (Tel 5795, V.16B).

United Nations Federal Credit Union

Employees and retirees of the United Nations and its specialized agencies are entitled to membership of the United Nations Federal Credit Union which offers a full range of banking, credit card, investment and loan services. The UNFCU is a non-profit organization and their income is reinvested into the Credit Union. This allows them to offer lower rates on loans, higher rates on savings and minimal fees. The UNFCU is located at ITU on the fifth floor of the Varembé building V.558 (Tel 022.730.6270, fax 022.730.6277). Their opening hours are Monday, Tuesday, Wednesday and Friday from 0830 to 1600 and Thursday from 0830 to 1700. Information can also be found on their website http://www.unfcu.orgor by contacting the New York office toll free from Switzerland (0800 897 860) or toll free from France (0800 902 637).

International Civil Servants Mutual Association (ICSMA – formerly MEC)

The Mutual Association is a non-profit making association whose objective is to promote mutual assistance among staff members of the United Nations Office of Geneva and of other affiliated organizations and to facilitate the settlement of staff members and their families. The Mutual Association offers banking-type services including deposit accounts, current accounts and loans. The deposits and loans are available in Swiss Francs only.

Staff members of UNOG and affiliated organizations may become members of the Mutual Association provided that they have a contract valid for at least six months from the date of their applications and pay the CHF 10 membership fee. The affiliated organizations are: UNOG (all bodies and offices payrolled by the UNOG Finance Service), ILO, ITU, WTO, WMO, WIPO, IMO, UNICEF, IOM and WHO.

For further information please contact the Pension and Insurance Section (Tel 5382, Office T.1206) or the Mutual Association, Room B-214, Palais des Nations, 1211 Geneva 10, Tel 022.917.35.10, Fax 022.917.00.71.

Books, guides, foreign newspapers

There are a variety of foreign language newspapers and magazines available from some ‘tabacs’ (newsagents) and service stations in Geneva and in neighbouring France. Same-day foreign newspapers and magazines can also be found at the airport. Some bookstores (“librairies”) carry books in foreign languages.

English books on the web: http://www.amazon.co.uk

http://www.barnesandnoble.com

http://www.bookshop.co.uk

Spanish books: Club del Libro español in the Palais des Nations

(022) 917.48.39

Arabic books: http://www.arabooks.ch

Geneva Agenda (English/French) Weekly publication of events, cinema, museums, etc. available from the Tourist Office

Guide to English-Speaking Geneva Available from Tourist Office

“Living and Working in Switzerland” by David Hampshire

“Living and Working in France” by David Hampshire

Child care for sick children

The Swiss Red Cross offers a child care service to look after sick children (flu, cold, ear-ache, etc.) if the parents must work and cannot take time off. Information concerning this service can be found from your local Red Cross Office (Geneva Red Cross, Chaperon rouge garde d’enfants, To look after a child who is sick: 022.304.04.82 or a child who is well: 022.304.04.86).

Clubs and associations

There are a variety of clubs and associations within ITU, the UN organizations and the Geneva area. The Geneva Welcome Center website http://geneva-international.org has a list of active clubs including the American Women’s Club, Cercle des Amitiés Internationales, English/French/ German/Italian/Russian associations, etc. Clubs at some of the other international organizations including CERN http://cern.web.cern.ch/CERN/Clubs/, the ILO http://www.ilo.org/public/english/snl/ and the United Nations are open to the staff members of other organizations. A list of UN clubs is available from Ms Al-Haloui at the UNOG (917.23.03).

ITU Spouses Group

The ITU Spouses Group is an informal group of spouses of ITU staff members whose objectives are to welcome new staff members, exchange experiences and help each other. This group meets quarterly. Please contact the Social Service (Ms Roux, Tel 5380, Office V.555 or Ms Gilbert, Tel 6358, Office V.555) for more information.

Conversation Groups

There are informal conversation groups in English, French and Spanish organized and conducted by volunteers. The groups are open to all levels. For more information, please go along to one of the sessions. The groups meet at the following times:

English Tuesdays 1230 – 1330 Ground floor of the Varembé

French Mondays 1230 – 1330 Ground floor of the Montbrillant

Spanish Mondays 1230 – 1330 M04b Montbrillant

Club d’enfants

The Club d’enfants is a children’s group which meets on alternate Wednesdays during the school year. The children are welcome to participate in the full-day’s activities, or only in the morning or in the afternoon. The Social Service Officer arranges activities depending on what is happening in Geneva at the time. The activities are posted one week in advance. The Club is open to the children of ITU staff between the ages of 6 and 11. There is an annual membership fee and a standard event fee calculated according to full day or half-day participation.

Enrolment forms and information can be obtained from Ms Roux, Social Service Officer (Tel 5380, Office V.555) or Ms Vigneux (Tel 6359, Office V.506) and on the internal website (Life link, ITU clubs, Club d’enfants).

ITU Clubs

Information on the various ITU Clubs can be found on the ITU internal website (Life link, ITU Clubs) or by contacting InterClub (Ms Ricciardi, Tel 5103, Office V.17B).

Customs/douane

There are specific limits which apply to the transportation and/or importation of goods and currency through the Swiss (non-EC) and French (EC) borders. Information regarding the limits and the rules can be obtained from the Travel Section (Tel 5379, Office T.1106) or from the Swiss or French customs officials.

Nothing to declare signs

There are special “Nothing to Declare” (Rien à déclarer) lanes through some border crossings which can only be used if you display an official “Rien à Déclarer” sign. If you use these signs, ensure that you do not have anything to declare as the penalties are severe if you are caught with goods.

France to Switzerland

The sign for crossing from France into Switzerland is the simple green and white “Rien à Déclarer” sign. This sign is available from Swiss customs.

Switzerland to France

When crossing from Switzerland into France, there is a special orange sticker with a horn on it which is attached to the standard green and white “Rien à Déclarer” sign. These are available to people who live in France and work in Switzerland. The standard “Rien à Déclarer” sign and special orange sticker are available from French customs.

Domestic help

Staff members, in the professional category living in Switzerland, who would like to employ domestic help should contact the Social Service (Ms Roux, Tel 5380, Office V.555 or Ms Gilbert, Tel 6358, Office V.555).

Driving licences

Switzerland

Rules and obligations concerning driving licences in Switzerland are explained in Office Memorandum No 15, dated 7 June 1995. In Switzerland, the requirements differ depending on the canton in which the staff member is living, and on the type of contract the staff member has received. Questions should be addressed to the Travel Section (Ms Marechal, Tel 5379, Office T.1106).

France

For staff members who live in France, the Information Circular “Residence in France of ITU Staff Members - Driving Licences” (dated 30 April 1990) explains the French requirements. Copies are available from the Personnel Department (Benefits and Entitlements Section). General questions should be addressed to the Travel Section (Ms Marechal, Tel 5379, Office T.1106), but specific information, procedures and forms must be obtained from your local town hall (“mairie”).

Living in France (residence and vehicles)

There are special conditions whereby staff members who are not French nationals may be allowed to reside in France. These conditions are explained in Information Circular: Residence in France of ITU Staff Members, dated 13 March 1989, Information Circular 11 December 1989 and Office Memorandum No. 86, dated 9 October 1978 which are available from the Entitlements and Benefits Section.

The Léman Regional Customs Department (French Customs) has published a brochure which outlines the main points of the French regulations relating to the importation of personal effects “Le dédouanement des biens personnels”.

Questions concerning moving to or living in France should be addressed to the Travel Section (Ms Marechal, Tel 5379, Office T.1106) and the Social Service (Ms Roux, Tel 5380, Office V.555 or Ms Gilbert, Tel 6358, Office V.555).

Geneva Welcome Center

The Geneva Welcome Center has been established by the Swiss Confederation and the Canton of Geneva with the purpose of assisting members of the international community on all aspects concerning their stay in Geneva. The Geneva Welcome Center has produced the “Geneva Welcome Kit” which gives information on administrations (permits, tax, etc), housing, schools, doctors, useful addresses, missions and consulates, leisure activities as well as information about Geneva in general. They also have lists of apartments and houses in the Geneva area. The Geneva Welcome Center is a free service.

Geneva Welcome Center

Villa “La Pastorale”

160 route de Ferney

Case Postale 103

1211 Genève 20

Tel 022.918.02.70

Fax 022.918.02.79

http://geneva-international.org

Monday - Thursday 1100 - 1245 and 1600 – 1745, Friday 1100 – 1245

or by appointment

Supplementary health insurance

A list of supplementary health insurance companies is available from the Pensions and Insurance Section or from the Social Service (Tel 5380 or 6358, Office V.555).

Swiss federal health insurance, state pension (AVS), disability insurance (AI), loss of earnings (APG) and unemployment insurance (AC)

Information can be found in Chapter 4 “Insurance and Pensions”.

Housing

There are a variety of websites, newspapers and bulletin boards which provide information on renting and purchasing houses, apartments and sometimes rooms. Real estate agents “Régies” provide information and services concerning renting or purchasing houses and apartments. Some websites which contain housing information include:

Cantons Geneva and Vaud:

http://www.zannonces.ch/edicom (Tribune Immo)

http://www.ghi.ch (GHI)

http://www.spg.ch

http://www.rosset.ch

http://www.simonin.ch

http://www.regie-schmid.ch

http://www.swissclick.ch

http://www.regierhone.ch

http://www.immogeneve.ch

http://www.swissimmo.ch

http://as.cern.ch/as-gs/housing/

Neighbouring France:

http://www.bonjour.fr (01)

http://www.info-contact.com/IAH (Ain-Habitat)

http://www.cc-pays-de-gex.fr

http://as.cern.ch/as-gs/housing/

http://www.damiers-immo.fr

http://www.fnaim.fr/abi

http://www.ific.fr

http://www.immoainhab.com

There are also real estate sections in daily newspapers on the following days:

Monday/Tuesday: Tribune de Genève (also see website above)

Wednesday: Le Temps

GHI (also see website above)

Tout l’immobilier

Bonjour 74 (France)

Bonjour 01 (France) (also see website above)

Thursday: Ain-Habitat (France) (also see website above)

Bulletin boards

There is an electronic bulletin board on the ITU web (Home Page, RePers hotlink, Annonces), a bulletin board on the 1^st basement (1SS) of the Tour building (near the lifts) and one on the ground floor of the Varembé building. These boards include information regarding housing, furniture, cars and other items for sale or rent. Staff members wishing to display small ads on the boards should contact the Staff Union (Tel 5795/5799, Office V.16B). Advertisements are free of charge to Union members and CHF 3 for non-members. ITU employees may also consult the bulletin boards located in the UN and the other international organizations.

Libraries

There are a number of public and private libraries (“bibliotheques”) in Geneva which stock books in foreign languages. Many of the public libraries also have their own specialities including music and multimedia. Libraries at the UN and other international organizations are accessible via the web and are open to ITU staff members upon presentation of their Carte de Légitimation. There is a full listing of libraries, some with on-line catalogues, at http://www.ville-ge.ch/geneve/culture/offre_culturelle/bibliotheques/bibliotheques.html.

Radio and television licences in Switzerland

Radio and Television licences (and subsequent fees) are required for those who live in Switzerland and own a radio and/or a television. Billag SA (0884.834.834) is the official Swiss body for user registration and fee collection. Full details of this requirement are explained in Office Memorandum No 18, dated 24 May 1999.

Radio stations

There are two English speaking radio stations in the Geneva area which supply news, events, entertainment and music. Their frequencies are as follows:

WRG 88.4 FM WRG website: http://www.wrgfm.com

Radio 74 88.8 FM

S.A.F.I. (Service d’achat des fonctionnaires internationaux)

All staff members of international organizations are entitled to use the S.A.F.I. shop in the United Nations complex. The shop offers items such as perfume, clothing and food at a reduced price. It also offers a 13 percent discount on items which are purchased on your birthday. Staff members must present their carte de légitimation in order to make purchases. S.A.F.I. is located in office C/243 of the United Nations; please ask for directions at the main entrance. The opening hours are Monday - Friday from 1200 to 1830.

Schooling and education

There are a variety of school and education options in both Switzerland and France. Decisions concerning where and how your child will be educated are of utmost importance and can have significant implications on both their future education choices and their residency rights. Information and assistance concerning the various options and their implications are available from the Social Service (Ms Roux, Tel 5380, Office V.555 or Ms Gilbert, Tel 6358, Office V.555).

Telephone cards

Most public telephones in France and Switzerland only accept French or Swiss phone cards or credit cards. These phone cards are available in different denominations and can be purchased in ‘tabacs’ (newsagents), corner shops, post offices, or from the sales kiosk in the entrance hall of the Tower building.

For cheaper international calls from Switzerland, there are phone cards with a pin number which operates like a password. You dial the specified telephone number and enter your password. Once this has been verified you can dial any country and receive a significantly reduced rate depending on your destination country. These phone cards are available in some ‘tabacs’.

There are a few public telephones (phone and credit cards) in ITU. They are located in the “Salles des pas perdus” on second basement of the Tower building and the ground floor of the Montbrillant building, in the corridor connecting the Tower and Varembé buildings opposite the reprography service and on the fifth floor of the Varembé building.

Transportation

Public transportation

The public transportation in Geneva is clean and reliable. There is an extensive bus/tram network within the city and bus services extend to certain areas in neighbouring France. The main train/bus station in Geneva is Cornavin. Tickets and information regarding busses and trams can be found at the T.P.G. office in the train station or at certain newsagents (tabacs). Information on bus routes and timetables can be found on the T.P.G. website: http://www.tpg.ch/. Information on trains can be found either at the train station or on the CFF website: http://www.cff.ch. There is also a tourist information office in the station.

Bus/tram tickets can be purchased from the machines located at the bus/tram stops using exact change, a TPG ‘cart@bus’ or with a ‘cash’ card. There are also monthly and yearly passes which can be purchased from the train/bus station.

There are several bus stops around the ITU buildings. Bus stop for numbers 8, 11 and 14 are located outside the Tour building; Bus stop for numbers 5, F, V and Z are located on rue de Montbrillant; Bus stop for numbers 5, 8, 18, F, V and Z are located at the Place des Nations.

Motorways (“autoroutes”)

In order to use the Swiss motorways you must purchase an annual vignette. Vignettes expire annually at the end of December and a new vignette must be purchased. Vignettes for the new year are usually available in December. Vignettes can be purchased at any time of the year from the Swiss customs (Douane), the Swiss Post Office or some petrol stations.

French motorways operate on a toll system. Tolls can usually be paid by using French coins, credit cards or Carte Bleue debit cards. The charges vary depending on the length of the journey and the motorway concerned. The charges are posted at the entrance of each toll section.

Private travel

Carlson Wagonlit travel agency can provide personal travel services for ITU staff. Carlson Wagonlit is open Monday to Friday from 0830 to 1200 and from 1330 to 1800. It is located on the 11^th floor of the Tower building (Tel 5168 or 5169, Office T.1108).

United Nations common system

ITU belongs to the United Nations common system of international organizations. ITU staff members have access to the UN buildings, restaurants, shops, clubs, etc. Information (e.g. U.N. Special) is also distributed to ITU staff members. Information can be found via the ITU website (Home Page, UN hotlink) or by going directly to the UN website http://www.unsystem.org/.

Vehicle importation and registration in Switzerland

Staff members, who are neither Swiss nationals nor had their permanent residence in Switzerland prior to taking up their post, are able to import, within five years of taking up their functions, and register their vehicle in Switzerland under special conditions. There are virtually no import restrictions for vehicles belonging to staff members of international organizations, provided the vehicle in question conforms to the relevant international manufacturing standards in force. However, it should be noted that unless the vehicle is adapted to conform to Swiss standards, the vehicle may only be sold to persons holding a “carte de légitimation” or it will become subject to the normal regulations. There are specific conditions, restrictions and time limits for the importation or purchase of tax-free vehicles. Please refer to Office Memorandum 01/10, dated 10 April 2001 and Office Memorandum No 31, dated 17 October 1995 for full details. Further information is available from the Travel Section (Ms Marechal, Tel 5379, Office T.1106).

For staff members living in France, please refer to the “Living in France” heading in this chapter.

Useful websites

The internal website (Life link) gives information on ITU Clubs and ITU Restaurant as well as providing information on travel timetables and fares, television, cinema and event schedules, useful medical addresses, weather forecasts, Geneva newspapers and telephone directories for Switzerland, France and ITU.

There is also a wealth of information on the internet. Listed below are a few internet sites which may be of assistance:

Geneva International: http://geneva-international.org

General information: http://www.geneve-tourisme.ch

http://www.geneva.ch

http://www.ville-ge.ch

Asociación de fonctionarios internacionales españoles (AFIE): http://afie.web.cern.ch/afie

Work permits for spouses and children (Swiss “permis Ci”)

Spouses of international civil servants and unmarried children of the family who entered Switzerland as part of the family unit before the age of 21 years, have access to the Swiss employment market, provided they reside in Switzerland and form part of the same household as the international civil servant who is the principal holder of a carte de legitimation issued by the Federal Department of Foreign Affairs. Full details of the rights, obligations and application procedures are outlined in Office Memorandum No 41, dated 11 January 1996. Further information is available from the Entitlements and Benefits Section.

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