This procedure illustrates the steps to follow when you have determined that an existing index/personnel number must be confirmed for use.
Applicant Jane Smith, Nationality: French, Country of Birth: France, DOB: 16.01.1978 has been selected as a Consultant in UNHQ, New York.
Procedure
- Log in to the Umoja Portal. Follow the steps in Request Index/Personnel Number – New to conduct an effective search.
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- Evaluate the search results to determine if any records match the person you are looking for. In this scenario, a record Jane SMITH exists and matches the personal details found on the provided official identification document(s).
- By looking at the Source field, the record for Jane Smith is from UNICEF (i.e. neither IMIS nor Umoja) and the Person Type is Consultant. Therefore, Jane Smith has a valid index/personnel number, but she is not yet entered in Umoja. The use of this index/personnel number must first be approved by the Global Index Number Administrator. Refer to GID Requestor: Evaluating GID Search Results in this job aid for further details.
- Click![]()
to select the record. By selecting the record, it will activate the Confirm Index Number button. - Click Confirm Index Number
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- The Index Number Request Form fields are populated with the values from the selected record. Review this information and complete any required missing values. Make sure that the information meets the Data format requirements and make any needed corrections, if applicable.
In this scenario:
to select the record. By selecting the record, it will activate the Confirm Index Number button.
| Title | Ms. |
| First Name | Jane |
| Last Name | SMITH |
| Date of Birth | 16.01.1978 |
| Gender | Female |
| Nationality | FR |
| Country of Birth | FR |
| Pers. Area (Country) | US00 |
| Pers. Subarea (Duty Station) | US00 |
| Person Type | Consultant (Select Person Type “Consultant”, although required on the form, this field will no longer be used in this process.) |
| Effective Date | 01.11.2015 (This is system defaulted to the Umoja go-live date) |
| Requestor’s Comment | “Travel Date: 10.04.2019” (To ensure efficient processing of requests, you must enter a note in the Requestors Comment field to specify the actual date of travel, onboarding, etc.) |
5. Follow the steps found in this job aid in Request Index/Personnel Number – New on instructions on how to attach required supporting document(s) such as passport, birth certificate, etc. and to complete the request.
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Last modified:
13 October 2021