Umoja HR Mini-Master

2.2.1. Standard Global (PA40) Process

This functionality is utilized to create HR Mini Master records for most of the Non-staff individual Employee Groups and SubGroups, as these individuals are intended to interact with the United Nations on a regular basis.

The steps involved in the standard global process of HR Mini Master process are:

  1. Upon receipt of a request to create an HR Mini Master record, the HR Mini Master Processor provides the HR Mini Master offline form the non-staff individual.
  2. The individual non-staff fills the HR Mini Master offline form including accurate general and banking information (with the exception of these entities that have adopted a dedicated system to handle backing information) and returns it to the HR Mini Master Processor along with a copy of a personal identification document (Passport or National Id)
  3. The HR Mini Master Processor (who is also assigned the Global Index Number Requestor role) logs in to the Portal and performs a thorough Index Number search using the information contained in the individual identification document and following the best practices highlight in the Global Index Number Request Role in Umoja Job Aid.
    1. If the record already exists, and the Source indicated is Umoja proceed to step 7.
    2. If the record already exists, and the Source indicated is not Umoja, the HR Mini Master Processor sends a request to Confirm the existing Index Number.
    3. If the record does not exist, the HR Mini Master Processor sends a request to Create a new Index Number.
  4. The Global Index Number Administrator receives a system message when a request to confirm/create an Index Number is submitted. The Global Index Number Administrator reviews the request and confirms an existing Index Number, creates a new Index Number or rejects the request if incomplete or incorrect.
  5. The Global Index Number Requestor receives a system message when an Index Number has been confirmed or a new Index Number is created.
  6. The HR Mini Master Processor executes an Enter Non-Staff Personnel Action (PA) in ECC to create the Mini Master record using the new/confirmed Index Number, the identification document, and the information from the HR Mini Master offline form.
  7. In all these cases in which the non-staff individual already has an Index Number we need to take into consideration the following scenarios:
    1. If the Non-staff individual returns into the organization with the same EEGroup/EESubgroup, the HR Mini Master Processor executes a Maintain All Non-Staff Personnel Action (PA) in Umoja ECC and updates the record (non-banking) to match the details in the offline form.
    2. If the individual’s previous Mini Master record had a different EEGroup/EESubgroup, the HR Mini Master Processor perform a search to ensure that no outstanding payments are due to the individual, and then executes the Maintain All Non-Staff Personnel Action (PA) and updates and changes the Employee Group/Subgroup combination. NOTE: when the combinations Employee Group/Subgroup is changed the system will not be able to disburse or recover payments any longer.
    3. If the individual is a separate Staff Member, former Consultant or Individual Contractor, the HR Mini Master Processor will no be able to execute any change to the record and will be required to request the assistance of an HR Partner.
  8. The HR Mini Master Processor updates the HR Mini Master form with the new/confirmed Index Number and sends, by inter-office mail, or delivers the form to the Local Cashier.

    Should a local cashier not be available at the location, the form can be sent via email to one of the treasury hubs that services your location: (for example, UNOG treasury@unog.ch).

  9. The Local Cashier receives the HR Mini Master offline form, logs in the Umoja Portal, and enters the information provided in the offline form, creating an on-behalf request for banking record associated to the new Mini Master record.
  10. A two-step approval process is triggered in Umoja for the banking details. Local banking instructions are approved locally, cross border payment instructions are approved by Treasury Service Centers based on currency.

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Last modified: 1 November 2021