- Request visa, if applicable, and process, if necessary, a Preboarding Personnel Action to initiate travel;
- Approve the initial appointment HR travel for the new staff member and eligible dependants;
- Advise the selected candidate of the required original documentation to be verified during induction prior to reporting for duty and request an advance copy of documentation for dependants so travel can be authorised for these family members;
- Induct the new staff member – verify all original personal documents (i.e. birth certificate, passport, visa, etc.), and advise the new staff member to complete all off-line documentation (i.e. Declaration, Designation of Beneficiary, etc.). Provide brief in-person introduction to the Organization;
- File all required documents in the new staff member’s OSF (both hard and digital copies);
- Process Initial Appointment PA in conjunction with the pre-requisites listed below;
- Process in ESS any requests for movement related entitlements that the staff member may be entitled to (assignment grant – DSA and lump-sum, relocation grant).
- Approve the designation of beneficiary in ECC.
- Process the addition of dependants. In cases of staff members who needed to travel, spouse and children would already have been set up as household members and so the HR partner may need to update this information to set them up as dependants. If required, this transaction is always made by the HR partner in ECC as it is a modification of an existing record.
If the staff member did not require travel, technically they should be able to use ESS to create household members or dependants. However given that the generation of the EIDMS account may take a few days and that the staff member has presented all original documentation for dependants for verification as part of the onboarding process, the recommendation is to have the HR partner approve the new household members or dependants directly in ECC as part of the onboarding process. - Run payroll simulation to confirm that payment will be made as per the PAs executed.
The approval of an Initial Appointment PA for an international Staff Member requires you to define the data for the candidate. It is therefore extremely important to complete it accurately to avoid data correction at a later date.
It is vital that the HR Partner has reviewed the policy and practice for this appointment type, gathered the prerequisite documentation, and has reviewed the information in the system before the finalization of the approval. At the present time, the HR Partner executes a Personnel Action directly in ECC for initial appointments and reappointments.
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Last modified:
17 March 2022