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www.unitar.org

UNITAR Welcome Guide

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Table of Contents

1. GENERAL INFORMATION 4

GENEVA 4

WEATHER 4

LANGUAGE 4

LANGUAGE COURSES 5

ELECTRICITY 5

TELEPHONE 5

CURRENCY 6

BANK ACCOUNTS 6

HEALTH & SAFETY 7

TRANSPORT 7

FOOD 7

2. UNITED NATIONS ORGANIZATION IN GENEVA 8

UN STAFF RULES AND REGULATIONS 8

UNITAR ADMINISTRATIVE CIRCULARS 8

UN MEDICAL INSURANCE / LIFE INSURANCE / VAN BREDA 8

UN JOINT STAFF PENSION FUND 8

UN GROUNDS PASS & MIE 1 MAGNETIC BADGE 8

BANKS 9

USEFUL LINKS 9

UNITED NATIONS MEDICAL SERVICE 10

UNITED NATIONS VISA SUB-‐UNIT/AMEX 10

CARTE DE LEGITIMATION 10

STAFF FORMS AND REGULATIONS 11

3. INTERN INFORMATION 11


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INTERNSHIP/TRAINEESHIP 11

ACCOMMODATION 11

ACCOMMODATION LIST 12

EXPAT AND INTERNATIONAL COMMUNITIES AND CONTACTS 13

GOING OUT 14

ACTIVITIES 14

4. UNITAR 14

LOCATION / HOW TO GET THERE 14

ORGANIZATIONAL CHART OF UNITAR 16

LIST OF STAFF 16

CAFETERIA 17

FIRST DAY CHECKLIST 17

GETTING STARTED (IT and other useful information) 19

GUIDE TO THE ISSUANCE OF UN TRAVEL DOCUMENTS 19

REQUEST FOR SECURITY CLEARANCE 19

Click4it – UNITAR LEARNING & TRAINING WIKI 20

LEARNING NUGGETS SERIES 21

ELECTRONIC COMMUNICATION POLICY 23

BRANDING GUIDELINES 31

KEY CONTACTS 31


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1. GENERAL INFORMATION

GENEVA

On the shores of the Lac Léman, Geneva is a Swiss city of 192’000 inhabitants, which has been hosting intergovernmental organizations since the early 20th century. International conferences take place in the United Nations Office at Geneva (UNOG), in the five United Nations specialized agencies which have their headquarters in the city, in the Geneva headquarters or offices of United Nations bodies, commissions, programmes and in other United Nations or non-UN entities. With Geneva’s complex horizontal network of intergovernmental organizations and the presence of over 100 international NGOs, the city has clearly become a centre for world discussion and debate on issues as broad as peace and security, disarmament, human rights, humanitarian affairs, labour standards, health, telecommunications, intellectual property, environment, trade and development. All told, some 15’000 meetings and conferences take place under the auspices of the various organizations located in this important city and UN venue. Geneva prides itself as being one of the most beautiful and cultured cities in the world, combining the splendours of nature with a rich palette of historic and architectural offerings. It has a rich history that dates back more than 4000 years and continues to influence the development of the city today. Evidence of Geneva’s past is preserved throughout the city in its many museums, monuments and architectural treasures.

WEATHER

Due to the tempering effects of the lake and surrounding mountains, Geneva has an unpredictable weather patterns. January and February are the coldest months but rarely drop below freezing. In mid-February, the weather is mostly cool but mild with temperatures that range from 3°C – 10°C. It can be nice and sunny but also wet and windy. It is recommended to bring an umbrella. For more reliable weather forecasts, please visit Météo Suisse. Time Zone: GMT/UTC +1

LANGUAGE

Switzerland has four official languages: French, German, Italian and Romansh. German is widely spoken in Switzerland; however, French is the predominant language used in Geneva. Since Geneva is considered as an international city, English is spoken by about a quarter of the local population and by the majority of foreigners. Of course you can hear just about every other language in Geneva if you listen hard enough. When dealing with locals it is recommended that you start off in French, even if it is only a greeting, before transitioning to English.


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LANGUAGE COURSES

If you aim at improving your French while in Geneva or to learn any other language, there are several places that offer different courses:

• Ecole Migros offers classes in French, English, German, Italian, Spanish and many more languages.

• French classes also can be taken at the University of Geneva. • Another option is to take classes with the Fondation pour la Formation des Adultes which

offers courses even in sign language. • The Université populaire offers classes which run from October to January and from February

to June. • The welcome centre of Geneva offers a free language exchange program for people wishing

to improve their French conversation skills. The program allows you to practice French while helping others with their English. For people wishing to improve their conversation skills in other languages, the program can help facilitate language exchange in languages other than English too. To register your interest in participating in the program complete the registration form and return to the centre.

• The Geneva Red Cross, Croix Rouge Genevoise, offers French language courses. The courses are focused on French language for day-to-day life and include written and oral components. There are intensive (6 hours per week) and non-intensive courses (2 hours per week). The subscription fee per annum is 15CHF and certain courses may attract a small additional fee per semester. The centre also offers other services for foreigners, including cultural integration programs and a multi-lingual library for adults and children.

ELECTRICITY

Electricity in Switzerland is 220 volts, 50 cycle AC. Some European appliances may require an adaptor as Switzerland uses a 3-prong outlet system that is smaller than most Continental plugs.

TELEPHONE Switzerland’s country code is 41. Mobile phones can be purchased in different shops. You can choose between monthly payments or with pre-paid cards. Please note that you can only register for a monthly telephone subscription if you have a working permit. If not, you can buy a pre-paid sim card by just providing an address. The most popular networks are:

• Swisscom


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• Orange • Sunrise

Links to Different Service Providers

Swisscom www.swisscom.ch

Sunrise www.sunrise.ch

Orange www.orange.ch

Lebara www.lebara.com

Yallo www.yallo.ch

Lycamobile www.lycamobile.com

CURRENCY

The currency in Switzerland is the Swiss Franc (CHF, SFr.). The Euro is also accepted in some establishments but expect to pay a premium rate. Check www.xe.com/ for the most up-to-date exchange rates. Most transactions in the city are conducted in cash, a surprising number of shops and restaurants do not accept credit cards. Automated Teller Machines (ATMs) are widely available throughout the city, dispensing notes up to 1000 CHF. These will normally indicate the exchange rate and the total amount in both CHF and your card’s currency before withdrawal for your information. Additionally, there are a number of official money exchanges throughout the city. Since the exchange rate can vary from time to time, UNITAR Finance and Budget Section (FBS) sends an email every month informing the latest UN official exchange rate.

BANK ACCOUNTS

If you plan to open a bank account in Geneva, one possible option is to open a free account at the “PostFinance” bank, which is close to the bus stop Châtelaine. You have to be 21 or older and you have to have a regular address in Switzerland. Also make sure to have your passport and a copy of your contract with you. What do you get? An absolutely cost-free account (no annual fees –most other banks apply annual fees even for their most basic accounts). Note that it is a "deposit account", not a savings account. A PostFinance card - it will allow you to withdraw from any cash machine in Switzerland, make direct payments in most shops and restaurants, but it's not a VISA so not good for online purchases or use abroad - which also makes it more secure in case it is lost/ stolen. An online access to your account


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can be requested, where you can check your balance, manage transfers, etc. Another plus is their hotline services are available anytime. Another option is to open an account at UBS bank. Although there are several UBS branches in the city, we would strongly advise you to go to the branches located inside of the Palais des Nations which are much more familiar with UN employees. Detailed information is available under “Bank” at page 9. HEALTH & SAFETY Switzerland is a very safe country to live or visit. Unlike many other European countries, violent crime including assault and robbery is virtually unheard of in Switzerland. However, petty crimes such as pick-pocketing are common around the central train station, it is important to be cautious. Hospitals and clinics are available 24 hours throughout the city. Lists of doctors and specialists recommended by UN Medical Service are available on UNITAR Global Drive – Human Resources Section/ Medical, Life Insurance under “Doctor Lists”.

TRANSPORT Like any other cities in Switzerland, Geneva has its own public transportation. It is very clear and easy to access. Prices differ according to zones and time. Please see table below for the ticket prices.

Bus/Tram ticket Price ranges from 3.50 CHF to 8 CHF Junior (6-24 years old) 45 CHF per month*

450 CHF for annual pass (2 months free)* Adult ( 25 years old and above) 70 CHF per month*

700 CHF for annual pass (2 months free)* *For a longer stay in Geneva, it is advisable to buy monthly/yearly pass.

You can get a regular bus/tram ticket in some buses (not in trams) or at bus/tram stops. You can purchase your first monthly ticket at TPG office at Gare Cornavin as long as you have an address in Geneva (no permit required). The TPG office is open from Monday to Friday from 7am to 7pm and on Saturday from 9am to 6pm. Please note that this office is crowded during the first and last days of every month. After this first purchase, you can buy your monthly ticket at the shop next to the Post Office, near the International Environmental House or in other little shops all over the city. http://www.tpg.ch/ is the best journey planner site for Geneva.

FOOD Geneva is the second largest city in Switzerland and the most international city in Europe with over 40% of its population coming from outside Switzerland. This is reflected in its cuisine that offers a variety of international flavours and dishes. From Baklava to Sushi you will find everything to delight


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your taste buds. However, no visit to Switzerland would be completed without the traditional Cheese Fondue and some fine Swiss Chocolate for dessert. Bon appétit!

2. UNITED NATIONS ORGANIZATION IN GENEVA

UN STAFF RULES AND REGULATIONS It can be found on the Global Drive - Human Resources Section under “Staff Rules” or open below links: English (Internet) http://www.un.org/hr_handbook/English/(Under Source Documents) French (Internet) http://www.un.org/french/grh_manuel/French/(Under Documents Sources) UNITAR ADMINISTRATIVE CIRCULARS The administrative circulars can be found on the Global Drive-Office of the Executive Director under “Internal Circulars”. UN MEDICAL INSURANCE / LIFE INSURANCE / VAN BREDA Information can be found on the Global Drive - Human Resources Section under “Medical & Life Insurance”. Note: UN Medical Insurance reimbursement form can be found at MIE 1 building, next to the mail boxes. Van Breda claim form and brochure are saved on the Global Drive - Human Resources Section under “Van Breda”.

UN JOINT STAFF PENSION FUND The Regulations and Rules of the may be found at http://www.unjspf.org/UNJSPF_Web/

UN GROUNDS PASS & MIE 1 MAGNETIC BADGE Please follow these steps for obtaining your pass/badge:

1. Please fill out the forms saved on Global Drive – Human Resources Section/HR Forms under “Security”.

2. Submit to Human Resources Section (Ms. Rebecca Yuan) for signature and stamp. 3. Go to the Palais des Nations at Pregny Gate to get your UN Grounds Pass, please bring your

passport, the form and a copy of your contract.


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4. After obtaining the UN Grounds Pass, you may proceed to the security desk in the MIE 1 building for your magnetic badge to be issued. Submit the form and show your valid UN grounds pass.

Detailed information is available under “First Day Checklist” at page 17.

BANKS • UBS - There are two UBS banks located in the Palais des Nations:

1. Door 6, building S: open from Monday to Friday 8.30-16.30; 2. Door 41, building E, open: 8.30-2.30 and 13.30-16.30.

A map of the Palais des Nations is available on UNOG website.

• United Nations Federal Credit Union (UNFCU) Geneva Representative Offices:

There are three UNFCU offices in Geneva:

United Nations Office at Geneva (UNOG) Le Palais des Nations Building E, door 41 1211 Geneva 10 Switzerland

International Labor Organization (ILO) ILO- R2 North 4, route des Morillons 1211 Geneva 22 Switzerland

International Telecommunications Union (ITU) 2, rue de Varembé Room V-558 1211 Geneva 20 Switzerland

Open Hours: Monday, Tuesday, Wednesday, and Friday, from 8:30 am. - 4:00 pm. Thursday from 8:30 am. - 5:00 pm.

USEFUL LINKS Schooling, Health Care, Emergency Numbers, Housing, Transportation, etc. http://www.easyexpat.com/en/geneva/htm UN Intranet Website http://intranet.unog.un.org/home/ Diplomatic Privileges http://sca.unog.un.org/Transport/ International Civil Service Commission Jobnet http://icsc.un.org/secretariat/includes/joblinks.asp UN Common System Members http://icsc.un.org/about/members.asp


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UN System Induction course http://www.unssc.org/W2UN/

UNITED NATIONS MEDICAL SERVICE Postal Address: United Nations Organisation Medical Services Section Palais des Nations 8-14 Avenue de la Paix 1211 Geneva 10 – SWITZERLAND Tel.: +41 22 917 25 20 Fax: +41 22 917 00 07 E-mail: [email protected]

UNITED NATIONS VISA SUB-UNIT/CWT UNOG Travel Sub-Unit Web site: http://sca.unog.un.org/Travel/ Carlson Wagonlit Travel (CWT) Phone : +41 (0)22 917 85 20 E-mail : [email protected] UNOG Visa Sub-Unit Web site: http://sca.unog.un.org/Visa/

CARTE DE LEGITIMATION Application for the Carte de légitimation must be submitted to the Human Resources Section upon your arrival in UNITAR.

• Request forms can be found on the Global Drive – Human Resources Section/HR Forms under the folder “Carte de legitimation”.

• Along with the request form, please submit following supporting documents: 1. 1 recent picture (not older than 3 months) 2. Passport copy 3. Entry visa to Switzerland 4. Copy of the contract

Detailed information is available under “First Day Checklist” at page 17.


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STAFF FORMS AND REGULATIONS

1. Leave forms • Leave forms are to be found on the Global Drive – Human Resources Section/HR Forms

under the folder “Leave Forms”. • Fill out the appropriate form and submit it to your manager for approval, then submit the

approved leave form to Human Resources Section for record purpose. • Managers’ leave forms shall be approved by Chief of Human Resources Section.

2. Mission Authorization/Mission Report

• Mission Authorization Request Form is to be found on the Global Drive – Administration and Finance Section under the folder “Travel”.

• Managers shall submit the form to Chief of Human Resources Section and other staff to their supervisor for approval. The approved forms shall be submitted to Finance and Budget Section for processing.

• Please ensure that you fill out the excel sheet on the Global Drive prior to processing the requests.

• Mission reports go directly to Finance and Budget Section.

3. INTERN INFORMATION

INTERNSHIP/TRAINEESHIP You may find a list of Internship/Traineeship applicants on the Global Drive – Human Resources Section/Internship, Traineeship and Collaborators under the folder “Internship Traineeship Requests”. The policy and procedures regarding Internship/Traineeship Programmes can be found under the folder “Circulars-Internship, Traineeship”. List of UNITAR Collaboration Programmes can be found on the Global Drive – Human Resources Section/Internship, Traineeship and Collaborators under the folder “Universities and other entities collaborators”.

ACCOMMODATION Please find below useful information that has helped previous newcomers to find accommodation in Geneva:

• http://www.glocals.com/ Please create an account in order to access “CLASSIFIEDS” which contains all housing offers • http://www.easywg.ch/ • http://www.anibis.ch/Default.aspx • http://www.homegate.ch/en?gclid=CMDKkoOc6rQCFUxY3godnVAAKA


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• http://www.geneveimmobilier.ch/gi/ • http://www.cgi.ch • Geneva Welcome Center. (You can contact them and ask for help (there is a page where you

can send them an email) • http://www.justlanded.com/

You can also try these Facebook groups

• https://www.facebook.com/groups/137091193038235/?fref=ts • https://www.facebook.com/GenevaInternsAssociation?fref=ts • http://www.facebook.com/#!/groups/299512343395074/ • Geneva Interns Association pages – regular posts on new share accommodation

opportunities, as well as various other interesting items for intern life in Geneva • https://www.facebook.com/groups/299512343395074/ • https://www.facebook.com/appartementgeneve?fref=ts

Note: Please be aware that there are SCAM posts. Always take appointments to visit the house/apartment/room beforehand and never send any money to anybody if you haven’t seen the place or its owner.

ACCOMMODATION LIST (Please be aware that prices might be outdated)

NAME ADDRESS CONTACT INDIVIDUAL STUDIO

SINGLE RATES per Month

(if not mentioned) Bureau des logements et restaurants universitaires

4, rue de Candolle 1211 Genève

Tel.: + 41 227057720 Fax: + 41 227057785 [email protected]

They have 5 houses, but mostly reserved for Students

Rooms and Rates are different From 400 CHF 610 CHF

Foyer Champel 47, avenue de Champel 1206Genève 4

Tel.: + 41 22 3465411 Fax: + 41 223462141

NO, Rooms for 2 –4 pers

360 CHF/ 555 CHF

L'accueil résidence pour jeunes filles

8, rue Alcide-Jentzer 1205 Genève

Tel.: + 41 22 3209277 Fax: + 41 223209247

NO 410 CHF/ 525 CHF incl. Breakfast

Foyer "Le Carilan" 16, av. Communes-réunies 1212 Grand-Lancy

Tel.: + 41 227948198 NO, Only Men 340 CHF/ 390 CHF

Foyer " Myrjana" 16, av. Communes-réunies 1212 Grand-Lancy

Tel.: + 41 227948198 No, Only Women 340 CHF

CUC Centre Universitaire catholique

30, rue Candolle 1205 Genève


No 350 CHF/ 550 CHF

CUP1 Centre Universitaire protestant 1

2, av. du Mail 1205 Genève

Tel.: + 41 22 322 9000 Fax: + 41 223229099 [email protected]

No Rooms without Bath Studios together with 7pers.

381 CHF/ 396 CHF 650 CHF


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CUP2 Centre Universitaire protestant 2

1, Boulevard de la Tour 1205 Genève


No Studios together with 3,4 or 5 pers.

480 CHF

Centre international réformé John Knox

27, ch. Des Crêts-de-Pregny 1218 Grand-Saconnex


Single Room +Shower Single Room

85 CHF / Night 55 CHF /Night Incl. Breakfast

Foyer international pour jeunes filles

29, rue Plantamour 1201 Genève

Tel. + 227315560 Yes, Only Women under 30

500 CHF-700 CHF

Foyer George Williams Centre des UCG

9, Av. Ste. Clotilde 1205 Genève

Tel.: + 41 223281203 Fax.: + 41 223281204 [email protected] www.ucg.ch

No 480 CHF/

Résidence Universitaire Internationale

22, rue Rothschild 1202 Genève

Tel: + 41 227160202 Fax: + 41 227160201 [email protected]

Yes, only few 430 CHF-510 CHF

Centre Saint- Boniface

14, av. du Mail 1205 Genève

Tel.: + 41 223222600 Fax: + 41 223222601

No Small 340/ 400 CHF Medium: 420/ 550 CHF Big+ Shower: 590 CHF

Home Saint Pierre

4, cour St-Pierre 1204 Genève

Tel.: + 41 223103707 Fax.: + 41 223101727

No 580 CHF/ 710 CHF

Foyer international Saint- Justin

15-17, rue du Prieuré 1202 Genève

Tel.: + 41 227311135 Fax: + 41 227388884

No 380 CHF

Foyer Universitaire de Carouge

12, rue Joseph- Girard 1227 Carouge-Genève

Tel.: + 41 223015434 Fax: + 41 223015477

No, Only Women, Incl. Lunch

990 CHF

La Villa Clotilde 14, rue Mont-de-Sion 1206 Genève

Tel:: + 41 223469844 Fax: + 41 223469883

No Incl. Lunch Incl. All Meals

990 CHF/ 1090 CHF 1300CHF/ 1400 CHF

Cité universitaire de Genève

46, av. de Miremont 1206 Genève

Tel.: +41 228392222 Fax: + 41 228392223 [email protected] www.unige.ch/cite-uni/accueil.html

No 260 CHF/ Week

Centre de Rencontres de Cartigny

21, rue du Temple 1236 Cartigny- Genève

Tel.: + 41 227561210 Fax: + 41 227562567 [email protected] www.centre-cartigny.ch

No

Foyer Résidence Albert Schweitzer

10 et 12, chemin de Colovrex BP 87 01213 Ferney-Voltaire

Tel. : +33 450407802 Fax : +33 450407516

No very simple and no sockets in the rooms. Old “French” toilets on the floor.

EXPAT AND INTERNATIONAL COMMUNITIES AND CONTACTS


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• InterNations • Glocals (If you create an account, you will receive emails on the latest activities to do in

Geneva.)

GOING OUT Some selected locations:

• Motel Campo • Club Chat Noir • L’Usine • Moulin à Danses Genève • Le Palais Mascotte • La Gravière • Lasip • Brasserie des halles de l’île

Concerts and theatre: • La parfumerie • Amr-genève

General pages:

• La Décadance • Tillate • Facebook Go Out • Facebook group

ACTIVITIES

• Tripadvisor – Activities in Geneva • Geneva City Guide (You can also download the City Guide Geneva application on your

Smartphone)

4. UNITAR

LOCATION / HOW TO GET THERE

UNITAR office is located at the International Environment House 1 (IEH 1) / "Maison Internationale d’Environment 1” (MIE 1) 11-13 Chemin des Anémones, 1219 Châtelaine, Geneva, Switzerland


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BUS 6 or 19 – stop “Châtelaine”

Tram 14 or 18 - stop "Balexert"


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ORGANIZATIONAL CHART OF UNITAR

LIST OF STAFF UNITAR staff chart can be found on the Global Drive – Human Resources Section under the folder “UNITAR Organisational Chart”. Telephone lists of UNITAR staff members and fellows is saved on the Global Drive - Human Resources Section under the folder “Telephone Lists” Dress code: Business casual


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CAFETERIA The International environment House hosts a cafeteria. If you are an Intern, you can get a discount on warm meals. At the cafeteria you can only pay with cash. The nearest place to withdraw money is at La Poste (See the map displayed above). You can also bring your own food. There are fridges and microwaves on the different floors we occupy. FIRST DAY CHECKLIST After meeting with your supervisor, you have to register at HR section (5th floor, Office B-508) for administrative purposes. You will be asked to fill up three forms, including “Request for Security Grounds Pass”, “Demande de badge d’accès magnetique au MIE”, and “Request for a Carte de legitimation”.

1. Request for a Carte de légitimation Carte de legitimation (CDL) is considered as your residence permit in Switzerland. The form is available on the Global Drive – Human Resources Section/HR Forms/Carte de legitimation under the folder “New Application Forms”.

• Please submit the CDL request within your first week at UNITAR. The completed request should contain the request form duly signed, a copy of your passport, a copy of your Swiss entry visa, a copy of your signed contract, and one passport picture.

• In case you are currently holding a valid Swiss permit (Permit B, C, or L, etc.), please bring the permit to HR when you submit the request.

• You must return your CDL to HR Section before leaving UNITAR. Processing may take around 4 to 6 weeks. Upon your request, an attestation can be issued by HR Section stating that the Carte de legitimation is being processed.


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2. UN ID badge to be obtained at the Palais des Nations

UN ID badge allows you to enter into the Palais des Nations through both Pregny Gate and Nations Gate. The form is available on the Global Drive – Human Resources Section/HR Forms/Security under the folder “Security Ground Pass”.

• Please complete the form and get it stamped at HR Section. • Go to the Pregny Gate with the temped form, a copy of your contract, and your valid passport. • The security officer will take a picture of you and provide you with an UN ID badge (in blue

colour) valid until the end of your contract. • You must return this badge to HR Section before leave UNITAR, or have it punched in the

Pregny Gate in able to keep it as a souvenir.

How to go to the Palais des Nations - Take the bus 22 (Direction: Nations) – Stop at “Nations” and go to the security gate on the left side of the building (Pregny Gate). A map of the Palais des Nations is available on UNOG website.

3. Maison Internationale de l’Evironnement (MIE) Badge

MIE badge allows you to enter into MIE1/MIE2 buildings and use the elevators. The form is available on the Global Drive – Human Resources Section/HR Forms/Security under the folder “Magnetic Badge for MIE”.

• Please complete the form and get it stamped at HR Section. • Bring the temped form along with a valid UN ID badge to the front desk of MIE1. The security

officer will provide you with a MIE badge (in grey colour) valid until the end of your contract. • You must return this badge to HR Section before leaving UNITAR. You will be charged 50

CHF if you lose it. In any case, colleagues from your team will help you to go through this process.


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GETTING STARTED (IT and other useful information)

1. Email address Once you start working at UNITAR, you will be provided an email address with your [email protected]. Please check with your supervisor or the IT section for support, if it is not yet available.

2. Moodle

There are some vital IT tools you might need while working at UNITAR. The most important program is Moodle, which is the software used for all e-learning courses. There is a self-learning online guide available on “Working with Moodle”. It is designed to get familiarized with Moodle environment and to develop the ability to address common ordinary tasks associated with the creation of an e-Learning course. Please contact your manager to find out who is the focal point in your program who can give you access to this guide.

3. IT support

On a weekly basis (mostly Fridays) UNITAR offers briefings on IT concerns and questions. They are facilitated by Ron Valerio, UNITAR’s LAN Administrator/IT Specialist. For further IT related questions, see also the Frequently Asked Questions (FAQ) section on the webpage http://www.unitar.org/comm/faq or contact [email protected]

GUIDE TO THE ISSUANCE OF UN TRAVEL DOCUMENTS You may find the instructions for issuance and renewal of UNLP/UN Certificate on the Global Drive-HR Section/ HR forms under the folder “Visa, Laissez passer”.

REQUEST FOR SECURITY CLEARANCE

• Please go to the website of UN Department of Safety and Security (UNDSS).

• Log-in your username and password. If you have not registered yet, click Register.

• Once logged-in, click ISECT. You will find “Language Versions” at the bottom of the page. Click the language you would prefer. You can now make the request.

• You will receive an e-mail form DSS once your security clearance request has been approved.

• Please make sure that you’ve noted the Security Clearance on the Mission Authorization form.


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Click4it – UNITAR LEARNING & TRAINING WIKI Click4it is a knowledge base repository of terms related to learning and training. It was conceived with the primary objective of enhancing clarity of information on major aspects related to the training and capacity development activities developed by UNITAR. Implementing a variety of activities, delivered through different media, and applying different methodologies, the Institute saw the need to seek improved coherence when communicating training methods and approaches. The richness and continued expansion of the wiki’s contents extended its original focus to a consolidated knowledge base repository of terms related to the learning and training industry which went beyond definitions. The terms also include additional reference materials, cross-referenced definitions, media rich resources, and methods/tools ready for use through a series of toolkits, checklists, step-by-step instructions, and templates to name but a few resources available. UNITAR welcomes content contributors interested in collaborating to keep the dynamics and continuous development of Click4it.


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LEARNING NUGGETS SERIES Introduction The Learning Nuggets Series focuses on delivering key instructional design skills, based on the standards of UNITAR’s Quality Assurance Framework (QAF). It aims to enable UNITAR personnel to acquire knowledge to adequately implement and meet the required QAF standards when producing learning events. Each lesson in this series is called a “Learning Nugget”, which derives from the concept of a precious golden nugget, in this case, a precious nugget of knowledge. Structure Every Nugget is focused on a specific topic to help the correct interpretation and application of the QAF standards related to it. Each Nugget comprises of interactive lessons, scenario-based exercises and quizzes, which can be completed in a very short time. The topics selected so far are the following:

• Quality Assurance Framework (QAF), which presents an introduction to the QAF. • Learning Objectives, which guide on how to write effective learning objectives. • Methodological Approach, which presents elements of an effective instructional strategy

based on the A.D.D.I.E model. • Assessment, which introduces different types of assessments and guides the development of

effective assessments for learning events. The basic content of each Learning Nugget will take about 20 minutes to complete. For an in-depth learning experience, exploring additional materials and resources provided, learners should allocate about 2 hours. Methodology The Learning Nuggets are designed for self-learning. The interactive lessons provide the core content and learners can assess their comprehension through built-in quizzes. Practical scenarios illustrate particular situations to facilitate their understanding. Additionally, learners can complement their knowledge exploring the various resources available. The Series is non-linear. It is not designed as a “course”. As topics become available, learners can pick and choose according to their learning needs. Badges Upon completion of each Learning Nugget, participants will be automatically issued an online badge, containing specific meta-data associated to it. Further information about the badges system is available in the Learners’ Guide found on the Virtual Learning Environment (VLE). Target Audience


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The Learning Nuggets are exclusively available for UNITAR personnel (staff, individual contractors, trainees, interns and collaborators). Enrollment UNITAR personnel can self-register. Follow the steps below for self-registration (make sure you are logged on UNITAR’s VLE – learnatunitar.org):

• Go to UNTIAR’s VLE and Choose the Learning Nuggets Series; • Insert the enrolment key provided to self-register; • You are now registered and can start the series!

Additional Information

• All Learning Nuggets are available on UNITAR VLE. • Technical support is provided by KSI; for queries contact: Irina Stancu,

[email protected]


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ELECTRONIC COMMUNICATION POLICY INTRODUCTION The UNITAR IT resources support its work of communication, research, and public service. This statement sets the policy with the use of IT to assist in ensuring that the resources serve those purposes. POLICY ON ELECTRONIC COMMUNICATION Below is the summary, please refer to the attached document in the Annex for complete rules and policies. A. Privacy, Confidentiality and Institutional Considerations CITSS will make reasonable effort to maintain the integrity and effective operation of its email systems, but users are advised that those systems should in no way be regarded as a secure medium for the communication of sensitive or confidential information. Because of the nature and technology of electronic communication, we can assure neither the privacy of an individual use of the email resources nor the confidentiality of particular messages that may be created, transmitted, received, or stored. B. Permissible Uses of Electronic Mail

1. Authorized Users Only UNITAR staffs, consultants, interns, collaborators and other persons who have received permission under the appropriate authority are authorized users of the email systems and resources. A grace period of one (1) month is provided after the end of service, if not extended by authorized personnel. During the grace period emails should be copied, forwarded or archived by the user. After the grace period the email account will be cancelled and emails will be deleted without any prior notice. Cancelled email account will not be retrieved.

2. Purpose of Use The use of any resources for email must be related to UNITAR operation. Incidental and occasional personal use of electronic mail may occur when use does not generate a direct cost. Any incidental and occasional use of email resources for personal purposes is subject to the provisions of this policy. C. Prohibited Uses of Electronic Mail

1. Prohibited Purposes a. Personal use that creates a direct cost is prohibited. b. The email resources shall not be used for personal monetary gain or for commercial

purposes that are not directly related to UNITAR operation.

2. Other Prohibited Uses Other prohibited uses of email include, but are not limited to a. Sending documents in violation of copyright laws b. Inclusion of the work of others into email communications in violation of copyright laws. c. Use of email to harass or intimidate others or to interfere with the ability of others to

conduct work. d. "Spoofing," i.e., constructing an email communication so it appears to be from someone

else.


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e. "Snooping," i.e., obtaining access to the files or email of others for the purpose of satisfying idle curiosity, with no substantial professional purpose.

f. Attempting unauthorized access to electronic mail or attempting to breach any security measures on any email system, or attempting to intercept any electronic mail transmissions without proper authorization.

D. Access and Disclosure

1. General Provisions a. The Institution reserves the right to access and disclose the contents of staff, consultants,

and other users’ email without the consent of the user. The Institution will do so when it believes it has a legitimate professional need including, those listed in paragraph 3 (below), and only after explicit authorization is obtained from the appropriate authority.

b. Users are advised that the email systems should be treated like a communication system.

Storing or filing will be limited to 5 gigabytes of storage for all users. Provision of 10MB email size for transferring emails.

c. Email may constitute "institutional records" and can be subjected for archiving.

2. Monitoring of Communications

UNITAR will not monitor email as a routine matter but it may do so to the extent permitted by authority when it deems necessary for purposes of maintaining the integrity and effective operation of the email system.

3. Inspection and Disclosure of Communications UNITAR reserves the right to inspect and disclose the contents of electronic mail: in the course of an investigation triggered by indications of misconduct or misuse, as needed to protect health and safety, as needed to prevent interference with the institutional mission, or as needed to locate substantive information required for work that is not more readily available by some other means. UNITAR will inspect and disclose the contents of email when such action is necessary to respond to legal processes and to fulfil the obligations to third parties. E. Disciplinary Action and Disclaimer Appropriate disciplinary action will be taken against individuals found to have engaged in prohibited use of the email resources. UNITAR reserves the right to cancel any email account of any user who misuses, abuses, disrupts or violates any policy provided in this document. For the best interest of UNITAR, authorized personnel may restrict access to, modify or cancel any email accounts without prior notice to the user. UNITAR will not be responsible for any inconvenience caused by restriction of access to, modification or cancellation of an email account. Annex:

UNITAR Electronic Communications policy


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UNITAR Password Policy

F. How to use the Email

1. Accessing using Webmail • From the browser type the following • http://www.unitar.org/webmail • Choose “outlook web access” • username: email address ([email protected]) • password: your designated password

2. Accessing from an email software. Below are standard profile for email softwares

• Display Name: Firstname Lastname • Email address: [email protected] • Choose POP3 or IMAP4 (recommended) in incoming server... • Fill in the following information: • Incoming mail: west.exch021.serverdata.net (or east.exch021.serverdata.net) • Outgoing mail: west.exch021.serverdata.net (or east.exch021.serverdata.net) • Fill in the following information: • Account name: [email protected] • Password: Type your mailbox password • In the Outgoing Mail Server check My server requires authentication • Check This server requires secure connection (SSL) underneath Outgoing mail

3. Changing your password

• From the browser type the following • http://www.unitar.org/webmail • Choose “My Services” • username: email address ([email protected]) • password: your designated password • from the left hand side choose “password and user info”

4. Setting up your Microsoft Outlook

• From the browser type the following • http://www.unitar.org/webmail • Choose “My Services” • username: email address ([email protected]) • password: your designated password • from the right hand side download “outlook profile helper” (600kb in size called

outlookph_exch021.exe) • Run the application and provide your username and password

5. For any other email related question, please email [email protected]

G. Email Signatures Following the Branding Guidelines, email signatures needs to be synchronised and it is advised that the user adheres to the following guidelines.


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1. In your Microsoft outlook, go to “File” – “Options” and click on “Mail format” tab (shown below)

2. Click on “Signatures” button (3rd button from the top) and Signatures and Stationery window opens (below)


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3. Follow the format of the signature as follows:

First name Family name Functional title, Section or Office or Programme or Unit (empty line) United Nations Institute for Training and Research (UNITAR) Palais des Nations, CH-1211 Geneva 10, Switzerland

T +41(0)22 917 1234 | F +41 (0)22 917 8047 (optional) | M +41 (0)79 123 4567 (optional) [email protected] | www.unitar.org | www.learnatunitar.org (empty line) LOGO

Detailed instruction: First and family names in bold, you can put (Ms.) or (Mr.) if the gender of your first name is not clear UNITAR is spelled out and in bold Address of your office (for Geneva staff/collaborators, it is the postal address, not the physical address) in one line T (Telephone number) start with +country code, space between the country code, area code, number, Fax and Mobile numbers are optional so you can choose to put or not to put according to your needs Email address should be hyperlinked to your email address, website URL can be your programme/office website address Hyperlink can be inserted by clicking on the hyperlink icon on the far right (globe with a chain). Select your email address and click on the hyperlink icon, choose “Link to: E-mail Address” and insert your email address in the second box (mailto: is automatically added). Delete “mailto:” from “Text to display” box on top and leave only your email address to be displayed.

To insert a hyperlink to a website, click on the “Link to: Existing File or Web Page” button in the Insert Hyperlink window.


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Type in the URL in the Address box and click OK. Logo – it’s one image, hyperlinked to www.unitar.org

1. Technical specifications of the font for first name, family name, and UNITAR

The font is Arial, size 10.5pt (first name, family name) and size 10pt United Nations Institute for Training and Research) and in bold, color RGB: 62, 142, 222 (click on the font color drop down in the “Signatures and Stationery” window, click on “more colors” at the bottom of the window. Colors box will appear (see below):


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Click on “Custom” tab and insert 62 for Red, 142 for Green and 222 for Blue. Once you configure the font color, click OK to come back to the Signature and Stationery window. All the other text in the contact information is Arial 10ptm RGB: 80, 81, 84.

2. Choose default signature

Once you have everything configured, make sure to choose the new signature under “Choose default signature” for “New messages” and “Replies and forwards”. It is up to you to insert your signature for internal emails and emails with many threads (it could be cumbersome if the signature is attached to each thread).

3. Standard font for email messages As defined in the UNITAR Branding Guidelines, the UNITAR Font is either Praxis or Arial (when Praxis is not available and for online use). Therefore, not only for the signature block but for the entire email message, the font should be set to Arial. To configure your email font, click on “Personal Stationery” tab in the “Signature and Stationery” window (the same window as Signatures), and choose “Arial” size 10 for New mail messages, replying or forwarding messages and Composing and reading plain text messages (see below). Font colour should be set to RGB: 80, 81, 84.


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H. Photocopiers, Scanners and Printers The photocopier is multi-function equipment that can print, copy, scan document and send it on your email. All computers use the copiers as printers.

1. Black and white printing is encouraged for draft or for filing purposes. Use color printing only when necessary.

2. A code is needed before you can use the copier both for copying and scanning document. To

receive the account code, ask your immediate supervisor.


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BRANDING GUIDELINES With a view to enhance coherence and effectiveness of internal and external communication and strengthen the Institute's brand, a new set of branding templates and new Branding Guidelines are available on the Global Drive in the “Branding” folder and they shall be used by all UNITAR personnel. All communication products need to be cleared by CITSS, both online and in-print, for compliance with the new Branding Guidelines prior to issuance. Other CITSS guidelines can also be found in the CITSS folder of the Global Drive In the CITSS folder you will find the following Guidelines:

• Writing Style Guidelines • Social Media Guidelines • Yammer Guidelines

KEY CONTACTS

Office of the Executive Director Ms. Sally FEGAN-WYLES UN Assistant Secretary-General Acting Head, Executive Director, UNITAR Ms. Ana de Jesus Figueira Assistant to the Executive Director Operations Unit Ms. Marina I. Dinca Vasilescu Head of Operations Chief, Human Resources, Administration & Procurement Human Resources Section Ms. Rebecca Yuan Associate Human Resources Officer Ms. Maria Camille Abrahan Human Resources Assistant


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Administration & Procurement Section Ms. Bini Thomas Administration and Procurement Assistant Ms. Ivana Musumeci Administration and Procurement Clerk Finance & Budget Section Mr. Armands Cakss Budget & Finance Officer Mr. Emmanuel Muyinda Finance Assistant Mr. Kalpesh Arya Finance Assistant Ms. Dina Hanggraini Administrative Assistant Communication and IT Support Section (CITSS) Ms. Akiko Perona Chief, CITSS Mr. Ron Valerio IT Specialist