PERSONNEL POLICY MANUAL

(Revised December 2007)

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Contents

1 INTRODUCTION.....................................................................................................1

ABOUT IWMI .......................................................................................................................1 IWMI' S COMMITMENT TO STAFF..........................................................................................1 APPLICATION OF THIS MANUAL ............................................................................................2

2 DEFINITIONS ...........................................................................................................3

COMPONENTS OF SALARY AND BENEFITS..............................................................................3 DEFINITIONS OF LOCATION...................................................................................................3 CATEGORIES OF STAFF..........................................................................................................3 OTHER DEFINITIONS..............................................................................................................4

3 GENERAL RESPONSIBILITIES OF STAFF.......................................................5

GENERAL CONDUCT..............................................................................................................5 HARASSMENT AND DISCRIMINATION ....................................................................................5 POLITICAL ACTIVITY .............................................................................................................5 DISCLOSURE OF INFORMATION..............................................................................................6 OUTSIDE INTERESTS..............................................................................................................6 OUTSIDE EMPLOYMENT ........................................................................................................6 HONORARIA, GIFTS AND COURTESIES...................................................................................6 INTELLECTUAL PROPERTY RIGHTS .......................................................................................7

4 WORK ENVIRONMENT.........................................................................................8

STAFF MEMBERS' ASSOCIATIONS..........................................................................................8 WORKPLACE HIV/AIDS POLICY ..........................................................................................8 SPOUSE/PARTNER EMPLOYMENT ..........................................................................................8 GRIEVANCES AND APPEALS...................................................................................................9 DISCIPLINE............................................................................................................................9

5 WORKING HOURS, HOLIDAYS AND LEAVE.................. ..............................10

HOURS OF WORK ................................................................................................................10 OFFICIAL HOLIDAYS ...........................................................................................................10 ANNUAL LEAVE , CASUAL LEAVE AND SICK LEAVE..............................................................10 MATERNITY AND PATERNITY LEAVE, COMPASSIONATE LEAVE, AND LEAVE WITHOUT PAY .10 ABSENCE WITHOUT AUTHORIZATION .................................................................................10 FLEXIBLE WORKING ARRANGEMENTS................................................................................11

6 RECRUITMENT, APPOINTMENT, TRANSFERS, RENEWAL & TERMINATION..................................................................................................................12

RECRUITMENT PRINCIPLES.................................................................................................12 APPOINTMENT.....................................................................................................................12

Appointment Offer and Acceptance ..........................................................................12 Duration of Appointment...........................................................................................13 Pre-employment Medical Certification and Examinations........................................13 Probation periods .......................................................................................................13 Induction/orientation..................................................................................................14

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TRANSFERS.........................................................................................................................14 RENEWAL ...........................................................................................................................14 SEPARATION .......................................................................................................................14

7 SALARY AND BENEFITS.........................................................................................15

GENERAL ............................................................................................................................15 SALARY POLICY ..................................................................................................................15 CASH ADVANCES................................................................................................................15 HOME COUNTRY TAXES .....................................................................................................16 HOST COUNTRY TAXES ......................................................................................................16 OTHER DEDUCTIONS...........................................................................................................16 EMPLOYEE INSURANCE/MEDICAL COVERAGE....................................................................16

8 INTERNATIONAL AND REGIONAL STAFF: OTHER BENEFITS & ALLOWANCES...................................................................................................................18

PENSION PLAN ....................................................................................................................18 ALLOWANCES - GENERAL...................................................................................................18 CHANGING ONE’S RECOGNIZED HOME BASE......................................................................18 HOUSING ALLOWANCE .......................................................................................................18 VEHICLES............................................................................................................................19 EDUCATION ALLOWANCE ...................................................................................................19 HOME LEAVE TRAVEL ........................................................................................................19 HARDSHIP, POST AND COST-OF-LIVING ALLOWANCES.......................................................19 RELOCATION/FURNISHING ALLOWANCE.............................................................................19 TEMPORARY LIVING EXPENSES..........................................................................................20 PLACEMENT TRAVEL, SHIPPING, AND IMPORT/EXPORT DUTY..............................................20

9 CAREER PROGRESSION ....................................................................................21

GENERAL ............................................................................................................................21 PERFORMANCE MANAGEMENT ...........................................................................................21 STAFF DEVELOPMENT.........................................................................................................22

Skills Enhancement....................................................................................................22 Language Training.....................................................................................................22 Professional Associations ..........................................................................................22

REWARDS ...........................................................................................................................23 General.......................................................................................................................23 Bonus Scheme............................................................................................................23 Promotion to a higher level........................................................................................23

10 DUTY TRAVEL.......................................................................................................24

TRANSPORTATION...............................................................................................................24 ACCOMMODATION AND SUBSISTENCE................................................................................24 PASSPORTS, VISAS AND INOCULATIONS..............................................................................24 TRAVEL ADVANCES............................................................................................................25

APPENDIX 1........................................................................................................................26

AUTHORIZED DEPENDANTS.......................................................................................26

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APPENDIX 2........................................................................................................................27

HARASSMENT AND DISCRIMINATION.....................................................................27

APPENDIX 3........................................................................................................................28

EMPLOYMENT OF SPOUSES/PARTNERS ..................................................................28 Direct appointment to vacancies................................................................................28 Short term consultancies............................................................................................28 Other options within IWMI .......................................................................................28 Appointment as an IWMI Research Associate ..........................................................29 Non-IWMI employment of Spouses/Partners............................................................29

APPENDIX 4........................................................................................................................30

WORKING HOURS..........................................................................................................30 COMPENSATION FOR EXCESS HOURS WORKED....................................................................30 OVERTIME PROVISIONS (NATIONAL SUPPORT STAFF).........................................................30

APPENDIX 5........................................................................................................................31

MATERNITY AND PATERNITY LEAVE, COMPASSIONATE LEAVE, AND LEAVE

WITHOUT PAY ................................................................................................................31 MATERNITY AND PATERNITY LEAVE ..................................................................................31 COMPASSIONATE LEAVE.....................................................................................................31 LEAVE WITHOUT PAY (LWOP)...........................................................................................32

APPENDIX 6........................................................................................................................33

RECRUITMENT, SELECTION AND PROBATION ......................................................33 RECRUITMENT PRINCIPLES..................................................................................................33 SELECTION..........................................................................................................................33

Regular International Staff Positions .........................................................................33 Regular Regional Staff Positions...............................................................................33 Regular National Staff Positions................................................................................34

PROBATION.........................................................................................................................34

APPENDIX 7........................................................................................................................35

SEPARATION...................................................................................................................35 General separation conditions....................................................................................35

RESIGNATION......................................................................................................................35 RETIREMENT.......................................................................................................................36 REDUNDANCY.....................................................................................................................36 DISABILITY .........................................................................................................................36 TERMINATION FOR UNSATISFACTORY PERFORMANCE OR CONDUCT..................................37

Unsatisfactory Performance.......................................................................................37 Unsatisfactory Conduct..............................................................................................37 Termination conditions ..............................................................................................37

DEATH ................................................................................................................................37

APPENDIX 8........................................................................................................................38

SALARY POLICY ............................................................................................................38 General.......................................................................................................................38

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International staff .......................................................................................................38 Regional staff .............................................................................................................38 National staff..............................................................................................................39

APPENDIX 9........................................................................................................................40

EDUCATION ALLOWANCE ..........................................................................................40

APPENDIX 10......................................................................................................................41

HOME LEAVE TRAVEL .................................................................................................41

APPENDIX 11......................................................................................................................43

1. FLEXIBLE WORKING HOURS ..............................................................................43 POLICY................................................................................................................................43 DEFINITIONS .......................................................................................................................43 FLEXIBLE WORKING HOURS ARRANGEMENTS......................................................................43 EXAMPLES OF FLEXIBLE WORKING HOURS ARRANGEMENTS...............................................43 IMPLEMENTATION ...............................................................................................................44 2. WORKING FROM HOME/ ALTERNATIVE LOCATION.....................................44 POLICY................................................................................................................................44 OVERVIEW ..........................................................................................................................44 IMPLEMENTATION ...............................................................................................................45

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1 INTRODUCTION About IWMI 1.1 IWMI’s mission is to improve water and land resources management for food,

livelihoods and nature. To achieve this, IWMI conducts a worldwide research and capacity-building program to improve water and land resources through better technologies, policies, institutions, and management.

1.2 IWMI is one of the sixteen Future Harvest centers of the Consultative Group on

International Agricultural Research (CGIAR), a group of governments, private foundations and international and regional organizations. The CGIAR is IWMI’s principal source of funding.

1.3 IWMI is a non-profit autonomous organization, non-political in management, staffing

and operations. The Institute’s headquarters are in Colombo, Sri Lanka, and it undertakes activities in, and under the terms of agreements with, a number of other countries.

1.4 In accordance with its Charter and Headquarters Agreement, IWMI possesses

international status and enjoys particular privileges and immunities relevant to its functions and purposes.

1.5 A Board of Governors, which consists of distinguished persons from various

countries around the world, provides policy and direction to the Institute. The Director General serves as the chief executive officer of IWMI and reports to the Board.

IWMI's Commitment to Staff 1.7 IWMI recognizes its staff as its most valuable asset, and aims to attract, retain and

develop staff members of the highest quality. 1.8 Accordingly, IWMI devotes considerable resources toward ensuring staff members'

well-being, and ensuring a working environment that is intellectually stimulating and professionally rewarding. IWMI undertakes to provide a working environment that will permit staff members to achieve the highest level of personal and institutional performance.

1.9 In addition, IWMI seeks at all times to:

• provide fair and equitable treatment to all staff members, comparable to that of similar institutions;

• encourage and provide opportunities for personal growth and advancement; • discourage discrimination in every form in employment and in its programs; • provide a safe and well-equipped working environment; and • assure staff participation in decisions and actions of their concern.

1.10 IWMI is an "equal opportunity employer," committed to making staff appointments

regardless of gender, race, national or social origin, religion, political affiliation or any other form of personal identity. IWMI strives to ensure fair and equitable treatment of all staff members.

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1.11 In determining its employment conditions, IWMI endeavors to establish conditions that are fully competitive within the respective labor markets from which IWMI draws its staff.

Application of this Manual 1.12 This manual applies to staff across all locations where the Institute carries out its

work. 1.13 The provisions of this manual apply to regular staff members holding indefinite or

fixed-term appointments of one year or more. Other personnel appointed on a temporary or part-time basis shall be subject only to the provisions of this manual that may be specified in their contract of employment.

1.14 Unless specifically permitted in a stipulated human resources policy, entitlements set

forth in this manual may not be accumulated, transferred to another individual, converted to or added to another entitlement or paid in cash or in kind. An entitlement that is not used as explained in this manual therefore is lost and cannot be reclaimed.

1.15 Under unusual circumstances, the Director General may make exceptions to these

policies and/or their application. 1.16 The provisions of this manual shall be applied without regard to gender, race, national

or social origin, religion, political affiliation or any other form of personal identity. 1.17 IWMI’s policies and procedures are subject to the limitations of agreements with, as

well as the laws and customs of, countries within whose borders the Institute operates. The Institute is also subject to the contract provisions and funding decisions of donors. Therefore, IWMI’s Board and Management reserve the right to act on such considerations and change, suspend or terminate any of its policies and procedures as deemed necessary.

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2 DEFINITIONS Components of salary and benefits 2.1 Base Salary: that part of compensation, paid in cash, exclusive of all other payments

in cash or in kind for benefits, allowances, etc. 2.2 Benefits: the non-cash entitlements granted to staff members under schemes related

to insurance, health, pension, provident fund, etc. 2.3 Allowances: the entitlements paid in cash to staff members for specific purposes

other than base salary. These do not form part of base salary for purposes of pension and insurance, except where specifically mentioned in the relevant Human Resources Administration Manual.

2.4 Gross Salary: includes basic salary, benefits, and allowances as defined in this

manual and in the relevant Human Resources Administration Manual. Definitions of location 2.5 Recognized Home Base: generally the city and country that the staff member

considers as his/her permanent domicile because of birth, citizenship or permanent residency and that is officially recognized as such in the letter of appointment. This may be changed once during the period of employment based on evidence acceptable to IWMI.

2.6 Duty Station: the location, i.e., city, country or research station, where the staff

member is posted and works. Categories of staff IWMI staff normally are categorized by two systems:

• by the hours they work, and • by the geographic nature of their recruitment.

Thus: 2.7 Regular Staff: persons holding full-time indefinite or fixed-term appointments of

one year or more. 2.8 Temporary Staff: persons employed for a period of less than one year to fulfill a

specific scientific, technical or administration assignment. 2.9 Part-time Staff: persons employed for fewer than 40 hours per week. 2.10 International Staff: regular staff members appointed to positions that require

selection from worldwide competition. 2.11 Regional Staff: regular staff members appointed to positions that require selection

from competition in the geographic region of posting.

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2.12 National Staff: regular staff members appointed to positions for which selection results from local competition within the country of posting, following local custom and law.

Other definitions 2.13 Nationality: the staff member’s nationality or, when he/she has been legally accorded

nationality status by more than one state, the nationality chosen by the staff member at the time of recruitment. In the application of these policies, only one nationality will be recognized for any staff member.

2.14 Authorized Dependents: the legal spouse or non-married partner, and biological or

legally-adopted children, as well as stepchildren of the staff member. Certain conditions must be met to qualify as an “authorized dependent”; these are described in Appendix 1.

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3 GENERAL RESPONSIBILITIES OF STAFF General conduct 3.1 In accepting an appointment to IWMI, staff members signify their intention to abide

by IWMI's policies and procedures and to accept the responsibilities set forth in this manual. They shall at all times discharge their duties with efficiency, diligence and fidelity, and work honestly and conscientiously for IWMI.

3.2 Staff members’ responsibilities and standards of conduct include:

• acknowledging a primary responsibility to the goals of the Institute, • being responsible to the Director General and other IWMI authority in the

exercise of their functions and respecting lines of reporting, • treating all colleagues and partners with personal and professional respect and

courtesy, • if involved in a dispute, being willing to discuss and manage conflict in an open

manner with a goal of reaching resolution, • respecting the property of the Institute, using it economically and only for official

purposes, • respecting the laws and customs of the country in which they are posted, • avoiding activities and making public announcements incompatible with their

duties at IWMI or detrimental to the Institute's interests, and • respecting personal and professional confidentiality, and exercising discretion in

all matters of official business. Harassment and Discrimination 3.3 IMWI maintains a work environment that respects the dignity of the individual, and

that is free of all forms of discrimination and harassment. Conduct or comments that do not respect an individual’s dignity are unwelcome, offensive, and will not be tolerated.

3.4 IWMI staff must not harass or discriminate against another staff member. Such

misbehaviour is a disciplinary offence. All complaints of harassment or discrimination will be investigated and resolved promptly.

3.5 This policy is explained in more detail in Appendix 2. Political activity 3.6 IWMI staff members shall not engage in any political activity that is inconsistent with,

or might detract from the independence and impartiality required by their status as employees of the Institute.

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Disclosure of information 3.7 Staff members shall not make public any confidential information known to them by

virtue of their IWMI position, nor shall they use such information for personal advantage. These moral obligations continue upon leaving the Institute.

3.8 Staff members should consult with the Director General before accepting professional

speaking engagements or publishing research reports, articles in professional journals or other forms of written communication. The purpose of this consultation is to avoid potential personal and official conflicts in the release of IWMI perspectives on issues of concern.

Outside Interests 3.9 Staff members must avoid active association with the management of, or hold

financial interest in, any business concern if it is possible for the staff member or a member of his/her immediate family to benefit from such association by reason of the staff member’s official position with IWMI. The mere holding of minority shares in a public company does not constitute a conflict of interest in this context.

3.10 Staff members who feel that any of their outside interests may be potentially in

conflict with those of the Institute should report these interests to their immediate supervisor. The supervisor will then refer the information to the Director General. The supervisor and the Director General will take the necessary action to shield the staff member from potential conflict.

Outside Employment 3.11 Staff members must gain the prior approval of the Director General before they

engage in any consultancy or outside employment that is related in any way to their employment at IWMI.

3.12 When an outside assignment is related to the work of the Institute, and it is in IWMI’s

interest to have the staff member undertake the assignment, the Director General will establish the conditions under which the assignment may be accepted.

Honoraria, Gifts and Courtesies 3.13 Staff members should consult with the Director General before accepting honoraria,

cash awards, honors, decorations, favors or gifts of significant value from any individual or organization related to IWMI. Failure to consult may result in disciplinary action that may involve return of the value to the Institute. The relevant Personnel Policy Supplements provide guidelines that exclude from this policy gifts of nominal value that are offered in accord with local social custom or courtesy.

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Intellectual Property Rights 3.14 All intellectual property rights, including title, copyright, royalties and patent rights

accruing from a staff member's work at IWMI belong to the Institute. Staff members must respect the conditions of agreements entered into by IWMI. Staff members who believe that aspects of their work may be copyrighted or patented should discuss this with the Director General.

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4 WORK ENVIRONMENT Staff Members' Associations 4.1 IWMI encourages mechanisms such as recognized staff associations through which

staff can provide their ideas and suggestions about the direction and operation of the Institute. Such mechanisms also enable staff members to bring to management’s attention problems and concerns that affect working conditions.

Workplace HIV/AIDS Policy 4.2 IWMI acknowledges the seriousness of the HIV/AIDS epidemic, seeks to minimize

the social, economic and developmental consequences of HIV/AIDS to the Institute and its staff members and commits itself to providing resources and leadership to implement a compassionate HIV/AIDS program.

4.3 IWMI affirms that:

• staff members living with HIV/AIDS shall be protected against discrimination and accorded with the dignity and respect due all Institute employees;

• HIV status shall not constitute a reason to preclude any person from employment; • no staff member shall be required to undergo HIV testing; where testing is done it

will be at the voluntary request of the employee and will be accompanied by counseling;

• confidentiality of HIV status of any staff member shall be maintained at all times; • continuing development and implementation of HIV/AIDS policy and programs

will be done in consultation with staff members; and • a spirit of compassion and understanding for HIV-infected people will be fostered

throughout the Institute. Spouse/Partner Employment 4.4 IWMI recognizes the increasing employment expectations of dual career families and

is committed to addressing those needs. 4.5 In certain circumstances the Director General may offer an international appointment

to a spouse/partner of an international staff member already appointed to IWMI. Short-term appointments for specialized professional consultancies may be approved for spouses/partners of already appointed international staff. The spouse/partner may also apply to be considered for regional and national positions.

4.6 In addition to 4.5 the Director General may also approve the appointment of a

spouse/partner of an international/regional staff member as an IWMI ‘Research Associate’. Under the terms of this appointment IWMI will provide office facilities and a small grant to enable the associate to write project proposals for submission to donors. Submission of successful proposals may lead to longer term IWMI appointment.

4.7 Conditions governing these appointments, and the relevant salaries and benefits

implications, are described in more detail in Appendix 3. 4.8 IWMI also will assist spouses/partners in identifying employment opportunities

outside the Institute, subject to host government policies.

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Grievances and appeals 4.9 IWMI believes that all staff members should be treated fairly and equitably. IWMI

also recognizes that, from time to time, occasions may arise when a staff member feels that he/she has been treated in a way that has not been fair or equitable.

4.10 The respective Personnel Policy Supplements contain detailed procedures for

handling grievances and appeals. These procedures conform as far as possible with local custom and practice in each of IWMI's operational locations.

Discipline 4.11 The Director General may take disciplinary action against a staff member who

demonstrates unsatisfactory conduct, who violates the responsibilities explained in this manual, or who disregards his/her obligations to IWMI.

4.12 A full inquiry will be conducted on behalf of the Director General before any

disciplinary measure is imposed. Pending the inquiry, the Director General may suspend a staff member from duty with pay, without prejudice to the rights of the staff member.

4.13 In increasing order of severity, disciplinary measures that may be imposed comprise: :

• written censure, • suspension, with or without pay, • demotion, or • dismissal, with or without a notice period.

4.14 Any such measures shall be taken only with written advice to the staff member and shall be placed on record at the time.

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5 WORKING HOURS, HOLIDAYS AND LEAVE Hours of Work 5.1 The working hours of all staff members will normally comprise 40 hours per week.

More information about working hours, arrangements at different duty stations, compensation for excessive hours worked, and overtime is provided in Appendix 4.

Official Holidays 5.2 National staff are entitled to the national holidays of the country in which they are

posted and to those local holidays in the city or town in which the duty station is located. The list of official holidays will be published in the relevant Personnel Policy Supplement.

5.3 International and regional staff will normally be entitled up to 10 holidays, which will

be determined by the Deputy Director General (Operations) for headquarters staff and by the Regional Directors for the respective regional office staff.

Annual leave, casual leave and sick leave 5.4 All staff are entitled to annual, casual and sick leave as defined in the relevant

Personnel Policy Supplements or in the contract of employment. 5.5 A staff member’s full leave entitlement for a calendar year will be credited at the

beginning of each year. The staff member can utilize this entitlement at any time during the year, at a time mutually convenient to IWMI and the staff member.

Maternity and paternity leave, compassionate leave, and leave without pay 5.6 Staff may apply for maternity and paternity leave, compassionate leave, and leave

without pay, which are described in Appendix 5. Absence without Authorization 5.7 If, for compelling reasons, a staff member is unable to report for duty, he/she must

advise the immediate supervisor the reason for his/her absence as soon as possible, and in any case within 24 hours. An unreported or insufficiently justified absence will be considered as unauthorized absence.

5.8 Absence without leave or permission, including overstaying for a month after the

expiry of authorized leave, will result in automatic termination of employment. The staff member will be treated as having abandoned or vacated his/her position with IWMI.

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Flexible Working Arrangements 5.9 IWMI is prepared to consider alternatives to staff working standard working hours

(see section 5.1), or from an alternative location to their normal IWMI site, where the alternative arrangements: (a) are advantageous to staff in particular circumstances, and (b) do not impair IWMI productivity.

5.10 Two options are possible:

(a) flexible working hours (“flex-time”), and (b) working from home, or from an alternative location to their normal site

(“tele-commuting”). These options are described in Appendix 11.

5.11 Flexible working arrangements are not an entitlement. They can only be entered into

by mutual agreement with a staff member’s supervisor. Arrangements for working from home/alternative location also must be approved by the relevant Regional Director or Director of the Global Research Division for all research and research support staff. In the case of non research staff approval must be sought from the Deputy Director General (Operations). In the case of members of the management team approval must be sought from the Director General. In addition HR must be informed of all such arrangements entered into.

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6 RECRUITMENT, APPOINTMENT, TRANSFERS, RENEWAL & TERMINATION Recruitment Principles 6.1 IWMI’s paramount objective in the appointment, transfer or promotion of staff

members is to secure, through open competition, the highest standards of competence, efficiency and integrity available. These principles form the basis of selection decisions about the “best” candidate for a position.

6.2 In addition, IWMI is committed to maintaining the diversity of its staff in terms of

both gender and nationality. The Institute believes that such diversity contributes to its intellectual strength and its effectiveness as an international research institution. When recruiting, IWMI will pay particular attention to gender balance and applicants from diverse ethnic and national backgrounds, balancing this with the objective above to select the individual determined to be the best person for the position.

6.3 IWMI will apply consistent and fair recruitment and appointment practices to ensure

that current staff members, as well as external candidates, have equal opportunity for job openings or promotions. All vacant positions will be made known to current staff members at the start of the recruitment process.

6.4 Recruitment and appointment at IWMI is based on the principle of open competition

on merit, the basic elements of which are described in Appendix 6. The advertising and selection arrangements for regular international, regional and national staff positions also are described in Appendix 6.

6.5 IMWI will not deny any applicant appointment solely because of a family

relationship with a current staff member. The appointment of close relatives (e.g. husband, wife, partner, father, mother, son, daughter, brother or sister) to a regular position shall be subject to: • the normal rules and procedures of employment, • standard selection procedures, and • the requirement that staff members shall not supervise or be supervised by a

related staff member. 6.6 The Director General will issue procedures for the selection of temporary and part-

time staff members appropriate to the nature of the proposed assignment. Appointment 6.7 The Director General shall approve the appointment of all IWMI staff. The Director

General may delegate this authority in some cases. Appointments at the level of Deputy Director General require prior endorsement by the Board.

Appointment Offer and Acceptance 6.8 Offers of appointment, indicating the base salary for the position, will be made in

writing and signed by the Director General. A copy of this manual and the Personnel Policy Supplement will be included with such letters, and shall be considered an integral part of the employment contract.

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6.9 An appointment does not become effective until accepted in writing by the appointee. Until IWMI receives the signed acceptance letter, it may rescind the offer by written notification from the Director General.

6.10 A former staff member, if re-employed, will be given a new appointment without

regard to any prior period of service in calculating benefits. Duration of Appointment 6.11 IWMI is dependent for its funding on donors' contributions. Consequently the

Institute cannot guarantee permanent employment to any staff. Within this constraint, IWMI shall make every effort to maintain employment stability and to provide continuity of employment for staff members with consistently good performance ratings.

6.12 Appointment to regular international and regional staff positions will normally be for

a fixed-term period of two years, and specified in the letter of appointment. Extension of the initial period of appointment, generally also for two years, will be subject to the continuing need for service coupled with good performance.

6.1.3 Whilst aiming to ensure the continuing vitality of its scientific research by a

number of means, including the periodic turnover of staff, IWMI also strives to retain an adequate proportion of senior staff with the necessary experience to provide mentoring to less experienced colleagues and to direct the research effort. Consequently, any extension of appointment for international or regional staff members beyond a total period of ten years will be subject to an in-depth review by Management which would take into account IWMI’s long-term staffing profile needs and the staff member’s performance.

6.14 Post-doctoral Fellows will be appointed for a fixed-term period of two years. In

exceptional circumstances a further extension of one additional year may be considered on the recommendation of the Director/Head of Duty Station. Thereafter, Post-doctoral Fellows may only remain at IWMI if there is an appropriate vacancy on the international or regional staff, and if they are selected for the position through the standard selection procedures.

6.15 Appointment to regular national staff positions will be on fixed-term or indefinite

appointments and will be stipulated in the letter of appointment. Pre-employment Medical Certification and Examinations 6.16 All regular staff appointments are conditional on the appointee providing medical

certification as to his/her physical capacity to carry out the duties of the respective position, and IWMI’s acceptance of such certification. IMWI will reimburse the costs of medical examinations required for such certification.

Probation periods 6.17 All IWMI appointments on indefinite and fixed-term contracts shall be subject to a

probation period of at least six months or a period indicated in the letter of appointment. More details about probation periods appear in Appendix 6.

6.18 During the probation period, a staff member will be entitled to receive full benefits

normally accruing to the position except use of leave.

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Induction/orientation 6.19 All newly appointed IWMI staff members will be offered an induction/orientation

program by senior members of the staff and/or the human resources officer. 6.20 In addition, a “buddy” will be assigned to assist the newcomer to settle in and

understand the IWMI culture and procedures. The buddy may also assist with language, and with any special concerns of the staff member and his/her family that are associated with living in an unfamiliar country and society.

Transfers 6.21 The Director General may temporarily transfer the services of staff members to

another international agency, government department, intergovernmental agency or a national institute. This will only occur where the staff member is not disadvantaged in terms of rights or entitlements granted by his/her letter of appointments or contract, unless he/she agrees to accept such disadvantage.

6.22 Transfers are defined by an agreement between IWMI and the receiving organization,

and may occur either as a “loan” or as a “secondment”, as follows:

• where a staff member is lent to another organization, the staff member is subject to the administrative supervision of the receiving organization but will continue to receive the salary and benefits provided by IWMI, or

• where a staff member is seconded to another organization, the staff member will receive payment from, and be subject to, the human resources policies and procedures of the receiving organization, but will retain the right of return to service at IWMI.

Renewal 6.23 All appointments will terminate on the date indicated in the appointment letter and no

formal notice of such termination is required to be given by IWMI. IWMI will however endeavor to commence discussions with staff concerning any possible extension or renewal of appointment six months prior to the stated termination date, to ensure ample opportunity for staff planning and consultation. These discussions will not change the termination date unless a written offer of extension or renewal is made by IWMI, and accepted by the staff member prior to the stated termination date.

Separation 6.24 Staff may cease their employment with IWMI in any of the following ways:

• resignation • retirement (due to age) • completion of fixed-term appointment • redundancy (of position) • serious physical or medical disability • termination for unsatisfactory performance or conduct • death. Conditions applying to each of these situations are described in Appendix 7.

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7 SALARY AND BENEFITS General 7.1 IWMI administers a system of position classification through which all positions are

evaluated and given a grade reflecting the authority and responsibility inherent in the assigned tasks, the knowledge and skills needed to perform them successfully, and the qualifications normally required.

7.2 Each grade within the system is assigned a salary range fully competitive with the

market from which potential candidates for positions in that grade will be sought. Staff will be compensated with a salary within the range of the grade and position to which they are appointed. Salary increments are normally granted annually following and depending upon the annual performance appraisal.

7.3 Current salary scales are provided in the relevant Personnel Policy Supplement. 7.4 Any allowance, benefit or related payment which IWMI provides is payable only

where there is no duplication of benefits provided by any source external to IWMI. If such duplications exist, staff are obliged to advise IWMI about such benefits available to themselves or to their family members.

Salary Policy 7.5 IWMI’s broad salary policy is as follows:

• International staff are compensated according to international labor markets. They are entitled to certain additional allowances as stipulated in this manual and in the relevant Personnel Policy Supplement.

• Regional staff are compensated according to the respective regional labor market.

They are entitled to certain additional allowances as stipulated in this manual and in the relevant Personnel Policy Supplement.

• National staff are compensated according to the respective national labor market

and are subject to the provisions of the relevant Personnel Policy Supplement. More details about the Salary Policy appear in Appendix 8.

Cash Advances 7.6 IWMI provides cash advances:

• for official travel for all staff, and • for education and housing for international and regional staff members. The Director General may authorize limited cash advances in other situations.

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Home Country Taxes 7.7 International and regional staff members who are expatriates are individually

responsible for compliance with the income tax laws of their home countries as they apply to all IWMI-derived income. IWMI will provide whatever reports the taxing authority requires.

Host Country Taxes 7.8 IWMI’s agreement with various host governments may exempt certain categories of

staff from payment of taxes on compensation paid by IWMI. Where the staff members are nationals or residents of the host country, they may be required by their government to pay normal taxes of the country unless they are specifically exempted. IWMI will take no responsibility for any such taxes.

7.9 Non-IWMI derived income may also be subject to tax, depending on the laws of the

host country. Each staff member is responsible for: • the declaration of non-exempt and non-IWMI-derived income to the respective

host governments, and • paying appropriate taxes in time. The same principles apply to social security taxes where applicable.

7.10 At some locations IWMI, as the employer, may be required by law to deduct tax at

source and pay directly to the taxing authority. However, this does not transfer any responsibility to IWMI for the accuracy or completeness of the taxes so deducted, nor for any part of the obligations of staff members to report and pay their income tax in full.

7.11 Specific rules with respect to host country taxes applicable to staff members at each

of IWMI's duty stations are explained in the relevant Personnel Policy Supplement. Other Deductions 7.12 IWMI shall make any other statutory deductions for staff welfare, cooperative

savings, and similar funds that: • may be required the laws of the host country, or • may have been agreed on with the host country.

7.13 IWMI may also make deductions to recover debts owed to IWMI by staff members.

Specific rules applicable to each of IWMI's duty stations are explained in the respective Personnel Policy Supplement.

Employee Insurance/Medical Coverage 7.14 IWMI aims to ensure equality of benefits for employee insurance/medical coverage

for all staff, to the maximum extent possible. IWMI may contract with different firms to provide coverage at different duty stations. Also, the benefits may be provided in different forms for different staff.

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7.15 The benefits are:

(a) Medical Insurance: IWMI will provide medical insurance or medical care for the staff member, the spouse/partner and authorized dependent children

(b) Life and Accidental Death/Dismemberment Insurance: IWMI will provide a

life insurance and accidental death cover benefit for each staff member. 7.16 The details of the insurance coverage are described in the appropriate Personnel

Policy Supplements. In all cases, IWMI will cover 100% of the premiums.

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8 INTERNATIONAL AND REGIONAL STAFF: OTHER BENEFITS & ALLOWANCES Pension Plan 8.1 IWMI will contract with an international investment firm to manage a US dollar-

denominated pension fund for international and regional staff members. The details are in the contractors' booklets and in the relevant Personnel Policy Supplement.

Allowances - General 8.2 Regular international and regional staff members are provided with several

allowances in either US dollars or local currency to assist them in establishing themselves and their dependents and adjusting to living conditions in their country of posting.

8.3 In most cases, these allowances are intended to compensate such staff members for

expenses they would not normally incur to the same extent had they remained at their recognized home base.

Changing one’s Recognized Home Base 8.4 A staff member may not change his/her recognized home base more than once during

the period of employment. Where the staff member wishes to make such a change, he/she must provide suitable explanation to IWMI.

Housing Allowance 8.4 IWMI provides a housing allowance to international and regional staff members

posted outside their recognized home base (or housing in those countries where it is provided as set forth in country or institutional agreements).

8.5 The purpose of this allowance is to assist international and regional staff members

meet the cost of reasonable accommodation at their duty station. The allowance is a flat amount, adjusted from time to time, that varies with the country of posting. Specific amounts are indicated in the relevant Personnel Policy Supplement, and specified in the letter of appointment.

8.6 Housing allowance is not payable:

(a) to staff posted to the country of their nationality, unless another country is recognized in their letter of appointment as their official home base, or

(b) to staff who own or are buying their principal place of residence at their duty station.

(c) concurrently with any period during which temporary living expenses (see below) are provided.

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Vehicles 8.7 IWMI provides international and regional staff with either:

• an IWMI-owned or leased vehicle for business and personal use, or • a monthly vehicle allowance. Details of these options are provided in the relevant Personnel Policy Supplement.

Education Allowance 8.8 IWMI provides assistance to international and regional staff posted outside their

recognized home base with the education of dependent children enrolled in school, from age five through secondary education.

8.9 The allowance is limited to assistance with the education of three children; it is not

payable to staff members posted to the country of their nationality unless another country is recognized in their letter of appointment as their official home base.

8.10 Details of this allowance appear in Appendix 9. Home Leave Travel 8.11 If posted to a duty station outside their recognized home base, international and

regional staff are entitled to home leave travel once in each full year of service. Details of this allowance appear in Appendix 10.

Hardship, Post and Cost-of-Living Allowances 8.12 A hardship, post and/or cost-of-living allowance may be provided to international and

regional staff posted at specified locations deemed by IWMI to present difficult or unusually expensive living conditions.

8.13 Post and cost-of-living allowances are intended to equalize the purchasing power of

staff members in similar positions at all IWMI duty stations. The United Nations system for determining such allowances may be used as a guide.

Relocation/Furnishing Allowance 8.14 The furnishing allowance is to assist staff with the purchase of furniture and with the

myriad of small costs that are associated with moving a residence from one international post to another.

8.15 Furnishing allowance is a non-accountable payment, and is available:

• when the staff member takes up his/her initial appointment, and • each time the staff member changes duty station. It is paid in a lump sum, at a rate depending on whether the staff member is single or has a spouse/partner. Details of the allowance are in the relevant Personnel Policy Supplement.

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Temporary Living Expenses 8.16 Temporary living expenses may be provided for international and regional staff (and

authorized accompanying dependents) posted to a duty station outside their recognized home base.

8.17 This allowance is paid to cover food and lodging costs immediately upon

arrival at a new duty station, if regular accommodation is not then available. It is paid for up to 25 days. Accommodation in Colombo and at other regional offices may be at the IWMI guesthouse or a hotel depending on availability. IWMI will pick up the accommodation and meal costs at the guesthouse/hotel. The monthly housing and utilities allowance will not be paid during this period.

8.18 During repatriation, the staff member will not be entitled for temporary living

expenses (accommodation and meals). Instead, he/she will continue to receive the housing and utilities allowance applicable to her/him up to the last working day.

Placement travel, shipping, and import/export duty 8.18 All placement travel i.e. to assume new appointment will be on economy airfare. 8.19 IWMI provides shipping assistance for personal and household possessions to

international and regional staff: • posted to a duty station outside their recognized home base at the beginning of

their IWMI service, • for interim transfers, and • at the end of their IWMI service. Shipping assistance is provided based on the most direct routing available at the time of shipment and within the weight allowances and other conditions explained in the relevant Personnel Policy Supplement.

8.20 IWMI's country agreements generally provide for the import of staff members’

authorized personal possessions without payment of duty and if duty is levied IWMI will reimburse the cost of such levy.

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9 CAREER PROGRESSION General 9.1 IWMI aims to create an organizational environment which will encourage staff and

foster their professional development. Therefore IWMI: • encourages open communication and team effort, • supports the development of professional expertise, and • recognizes and rewards individual and team achievement.

9.2 These efforts are underpinned by an integrated set of systems for Performance

Management, Staff Development, and Rewards. 9.3 IWMI seeks to provide its staff with opportunities for professional growth and

advancement, consistent with the requirement that, because of the nature of the Institute’s work, IWMI hires the best qualified individual for each position.

9.4 A staff member’s career may progress in several ways. Career progression may arise

from his/her appointment to a vacant position within a higher category. All newly created or newly vacant positions will be announced internally. Staff are encouraged to apply for any announced opening for which they believe they are appropriately qualified, especially if the open position represents an opportunity for career advancement.

9.5 Alternatively, career development may result from re-grading the staff member’s

current position, provided that there has been a substantial change in job responsibility (see “Promotion to a higher level”, below).

Performance Management 9.6 IWMI's Performance Management System exists to help staff be as successful as

possible in their careers. It enables supervisors to ensure that IWMI’s strategic and operational objectives are linked to the staff member’s annual performance planning; supervisors periodically review each staff member’s progress throughout the year; and supervisors conduct a structured review of the staff member’s performance and achievement at the end of the year.

9.7 At both the commencement and conclusion of the annual performance review, there

is scope for linking the outcomes (in terms of training needs and/or other development) to the Staff Development process. At the conclusion of the annual performance review, the outcomes are linked to the IWMI Reward system.

9.8 A description of the Performance Management System and its varying forms is

provided in separate documents.

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Staff Development Skills Enhancement 9.9 IWMI’s long-term effectiveness is largely dependent upon the professional

excellence of its staff. Professional excellence, however, cannot be assumed to be self-sustaining. This is particularly so in an environment where standards of performance, the state of knowledge and the range of IWMI’s activities are steadily evolving. Therefore staff must systematically maintain and renew their knowledge and skills through suitable training/development programs.

9.10 IWMI encourages all staff both to maintain their ability and to develop the skills

required in their current position and/or the position to which they might next be assigned. The Director General will consider requests from staff, supported by their supervisors, to attend:

• work-related, short-term training courses, and • relevant conferences and workshops.

9.11 The Director General’s approval will take into account funding availability, the needs

and priorities of IWMI, and the staff member's past performance. 9.12 Staff members who fail to complete an approved program or activity, or who separate

from the Institute before completing one full year of service following completion of a major program, will be billed for the full costs of the program/activity paid by IWMI.

Language Training 9.13 IWMI encourages:

• international and regional staff members to learn the language of the country to which they are posted, and

• national staff to improve their facility in English. 9.14 Therefore the Institute may authorize the use of some work time for staff members to

engage in language teaching exchanges, or may reimburse fees for formal language courses taken outside of work hours. The support of the staff member’s supervisor is required in all such cases.

Professional Associations 9.15 IWMI recognizes that it is important for professional staff members to keep abreast of

the developments in their discipline and encourages staff members to be up to date through reading and active participation in professional meetings. IWMI will assist staff members with annual membership fees for one professional association that has direct relevance to the staff members’ profession or to their responsibilities at IWMI. The assistance is limited to a specific amount per calendar year and is specified in the Personnel Policy Supplements.

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9.16 Staff members who participate in scientific congresses, technical meetings, workshops or symposia do so as representatives of the Institute. They must, therefore, seek official authorization. IWMI will consider the institutional benefits of such participation as well as the budgetary and time constraints before granting approval. Articles and conference papers for publication must be approved through the Institute’s internal review procedures.

Rewards General 9.17 Salary increases and promotion are based primarily on an individual maintaining a

high level of on-the-job performance and contribution to the Institute's objectives. A staff member is eligible for an annual salary increment within the salary range, provided he/she is rated “good” or higher.

Bonus Scheme 9.18 IWMI's bonus scheme recognizes and rewards personal excellence and outstanding

achievement, through provision of a one-time cash award. The supervisor can recommend to the Director General those staff members who have made significant contributions to the Institute's objectives in the course of the previous year or years.

9.19 To be eligible for nomination for a bonus under this scheme, a staff member should

be recognized for one or more of the following: • an outstanding contribution in terms of adding knowledge in the staff member's

field of work, development of a product having significant impact, a widely adopted method or technique, or authorship of an important book or publication(s);

• an impressive achievement such as excellent team work, effectiveness in building partnerships, and/or unusual success in obtaining financial support; and/or

• consistently outstanding levels of performance as established through the Performance Management System.

Promotion to a higher level 9.20 If the responsibilities of a specific position are amended, the salary level of the

position will be re-evaluated. If this re-evaluation shows that the position could be classified at a higher grade, the occupant will be considered for promotion provided that: • the immediate supervisor makes a written recommendation in support of the

promotion, and • the staff member’s overall performance during the immediately preceding two

appraisal periods was rated in the minimum “excellent” or “superior”. 9.21 The salary of a staff member promoted to a new or amended position will be subject

to an appropriate increase, to not less than the minimum of the new grade.

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10 DUTY TRAVEL Transportation 10.1 All duty travel must be authorized in advance by the Director General or his/her

delegate 10.2 Duty travel will be by the most direct and economical routing at the lowest cost

economy fare. Business class may be authorized in special situations by the Director General.

10.3 Requests for approval of business class surcharges should indicate the cost of the

additional fare. Staff members are expected to make as much use as is consistent with the time and routing required of other less expensive fares. In case of emergencies, when the authorized class of service is not then available and travel cannot be delayed, travelers may use the lowest available class other than first class. Unless another class of travel is authorized in advance by the Director General, upgrading is at the traveler's expense.

10.4 Reimbursement for transportation will be based on the actual cost of the travel used

up to the cost of the travel authorized. Reductions due to changes in routing, use of lower fare classes, etc., must be returned to IWMI and may not be used to extend routing or to provide additional travel for the staff member or accompanying dependants.

Accommodation and Subsistence 10.5 Accommodation and other non-subsistence expenses are reimbursed on the basis of

itemized receipted bills from the hotel and the purveyor of other expenses. Subsistence costs, including food and such incidental expenses as taxi fares under $10, laundry, tips, etc., during travel will be based on per diem rates established periodically. The per diem allowance is provided for each full day of travel; one half of the per diem may be claimed on the first and last days of travel.

10.6 The policy operates on an honor system. It is assumed that full per diems will only be

claimed when corresponding costs have been incurred by the individual. In instances where staff members are hosted, it would be inappropriate to claim the full per diem, and the expense claim should be scaled down accordingly.

10.7 IWMI expects its staff to stay in reasonably priced accommodation and to take meals

in reasonably priced restaurants. It does not reimburse for luxury restaurants and hotels, nor for suites unless required and justified for business purposes.

10.8 When official guests are entertained, their names and affiliations and the purpose of

the entertainment must be reported on the reimbursement request. 10.9 IWMI authorizes use of airport dayrooms for waiting times in excess of six hours. Passports, Visas and Inoculations 10.10 It is the traveler’s responsibility to ensure that he/she has an up-to-date passport, the

necessary visas for the countries to be visited and the appropriate inoculations. 10.11 IWMI will provide assistance in obtaining visas and will reimburse the traveler for

the cost of passports and visas as well as any inoculations and prophylactic medicines required or recommended by medical authorities.

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Travel Advances 10.12 Travelers should request a travel advance sufficient to cover anticipated expenses

during the travel authorized. Staff members are urged to use traveler's checks rather than carry large sums of cash. A previous travel advance must be cleared before a new one can be honored.

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Appendix 1 AUTHORIZED DEPENDANTS 1 A staff member’s authorized dependents are:

• the legal spouse or non-married partner, and • biological or legally-adopted children, as well as stepchildren of the staff member

(subject to the limitations described below.) 2 For a non-married partner to qualify as an authorized dependent:

• the relationship must have been established and in existence for a period of at least two years prior to staff member joining IWMI.

• the staff member must make a notarized declaration of the spousal relationship to the Director General at the time of joining IWMI.

3 Eligibility under this policy will be limited to only one legal spouse or partner. The

application of this definition may be limited due to external factors beyond the control of IWMI, such as host country visa requirements for international or regional staff members, and insurance regulations. Any such limitation will be included in the relevant Personnel Policy Supplement.

4 Children (biological, legally adopted, and step-children) are recognized as authorized

dependents until their 24th birthday, provided that they are unmarried and fully dependent on the staff member.

5 Stepchildren of the staff member are recognized as authorized dependents until their

24th birthday, provided that: • the spouse/partner of the staff member (parent of the children) has legal custody

of them, and • the children are unmarried and fully dependent on the staff member.

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Appendix 2 HARASSMENT AND DISCRIMINATION 1 IMWI maintains a work environment that respects the dignity of the individual, and

that is free of all forms of discrimination and harassment. Conduct or comments that do not respect an individual’s dignity are unwelcome and offensive. IWMI will not tolerate such conduct.

2 IWMI staff must not harass or discriminate against another staff member. Such

misbehavior is a disciplinary offence. IWMI will investigate all complaints of harassment or discrimination, and will resolve them promptly.

3 Harassment consists of offensive comments, gestures or physical contact that are

objectionable, deliberate and unwelcome, whether on a one-time basis or as a series of incidents.

4 Discrimination is any exclusion, preference, or restriction based on specified factors

where the purpose or result is to diminish or deny equal opportunity or treatment in employment. The specified factors include ethnic, social or political background, color, nationality, religion, gender, disability, or sexual preferences. In this context, “employment” refers not only to hiring and conditions of appointment, but also to access to any other employment benefit or condition, or to career development.

5 There may be different criteria, terms and conditions of employment for national,

regional and international staff, which result from agreements with the relevant host countries. These differences do not constitute “discrimination” in the context of this policy.

6 Verbal or physical conduct is considered harassment or discrimination when:

• submission to such conduct is made, either implicitly or explicitly, a term or condition of an individual’s employment, or any other benefits or condition of career development;

• submission or rejection of such conduct by an individual is used as the basis for employment decisions affecting the individual; or

• such conduct has the purpose or effect of unreasonably interfering with an individual’s work performance or creating an intimidating, hostile, or offensive work environment.

7 Every staff member is responsible for creating a work environment that is free of

harassment and discrimination. 8 Staff should take assertive action should they feel they are being subjected to

harassment. Regardless of who the alleged offender is, or the nature of the harassment, the staff member should immediately advise the offender of the offensiveness of the unwelcome conduct.

9 Supervisors and managers will set an example through their own conduct, and:

• will ensure that all their staff understand and comply with this policy, and • will deal promptly with any incident of unacceptable behavior, including sexual

harassment or discrimination and intimidation, and will ensure that corrective action is taken.

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Appendix 3 EMPLOYMENT OF SPOUSES/PARTNERS 1 IWMI recognizes the increasing employment expectations of dual career families and

is committed to addressing those needs. Direct appointment to vacancies 2 The Director General may offer an international appointment to a spouse /partner of

an international staff member already appointed to IWMI, provided that: • there is an authorized internationally-recruited position vacant; • he/she fully meets the position requirements; • he/she meets IWMI’s normal standards of professional excellence • he/she will not be supervised by or report to the spouse/partner, will not be

employed in a position that would represent a conflict of interest, and will not have access to confidential or sensitive information about the other spouse/partner.

3 In such cases, the Director General may offer the spouse/partner the position without

following normal competitive recruitment procedures. 4 When staff members as described above reside in the same household at their

assigned duty station, the salary, benefits, allowances, etc. are provided as follows: • full base salary and any cost-of-living allowances to each, depending on position

to which appointed; • full retirement contribution to each, based on each individual's age and salary; • full coverage for life insurance, accidental death and dismemberment and long-

term disability to each; • if applicable, an assigned vehicle to each; • shared family medical coverage; • shared housing allowance; • shared home leave benefit; • shared benefits for dependents’ education; • shared relocation benefit.

Short term consultancies 5 IWMI may approve short-term appointments for specialized professional

consultancies for spouses/partners of already appointed international staff. These appointments may be considered where the spouse/partner has skills, abilities, qualifications and experience that are relevant to IWMI’s needs.

Other options within IWMI 6 Spouses/partners may also apply to be considered for regional and national staff

positions. 7 In the case of national staff, when both spouses/partners are employed at IWMI,

salary and benefits will continue for each, except that family medical insurance will be shared.

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Appointment as an IWMI Research Associate 8. The Director General may offer the position of ‘Research Associate’ to the

spouse/partner of an international/regional staff member provided the spouse/partner has the potential to make a positive contribution to the IWMI research agenda. In the case of such appointments IWMI will provide office facilities to the research associate. Facilities will include the provision of a computer, telephone and e-mail access. IWMI will also provide an IWMI business card.

9. In addition IWMI may provide a small grant of up to $5,000 per annum to facilitate

travel and some operating funds. Non-IWMI employment of Spouses/Partners 10 IWMI recognizes that the skills and experience present within the spouse/partner

community can make a valuable contribution to other employers and organizations in the local community.

11 Therefore IWMI will assist interested spouses/partners in identifying employment

opportunities, subject to host government policies. Opportunities will depend on the person’s qualifications, experience, and interests; while a reasonable effort will be made to assist spouses/partners, firm assurances of employment are not possible.

12 IWMI will assist families of international and regional staff to make personal and

professional adjustments to the IWMI environment.

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Appendix 4 WORKING HOURS 1 The working hours of all staff members will normally comprise 40 hours per week. 2 All IWMI's duty stations open and operate on schedules that adhere to the customs

and practices of the specific location. These schedules are published in the relevant Personnel Policy Supplement.

3 All staff members are expected to devote the time and energy necessary to fulfill the

requirements of their appointment. Although this may require work outside of normal hours, IWMI does not expect this of staff members routinely.

Compensation for excess hours worked 4 Professional staff members, whether holding international, regional or national staff

positions, will not generally be compensated for work outside normal hours. However the immediate supervisor may approve time-off in lieu, in cases when prolonged work outside of normal hours is required.

5 National support staff members who are requested to work beyond normal work

hours may be offered compensatory time off, or paid overtime, as required by the customs and practices of the specific location.

Overtime provisions (National Support Staff) 6 Overtime work is work performed in excess of 40 hours in any calendar week

beginning Monday and ending Sunday. 7 Annual leave, casual, sick leave and official holidays are counted as time worked in

computing the 40-hour week required before an eligible staff member is entitled to receive compensation for overtime work.

8 Policies regarding compensatory time off and overtime pay are included in the

relevant Personnel Policy Supplement.

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Appendix 5 MATERNITY AND PATERNITY LEAVE, COMPASSIONATE LEAVE, AND LEAVE WITHOUT PAY Maternity and Paternity Leave 1 Female staff are entitled to paid maternity leave as provided for in legislation of the

country of posting but not less than 60 working days. If medical complications of pregnancy require additional leave, this may be taken as sick leave. Maternity leave may be taken in part before and in part after delivery. Applications for maternity leave must include a medical certificate from a qualified medical practitioner, which indicates the estimated dates of confinement.

2 Male staff are entitled to paid paternity leave of ten working days for each delivery by

their spouse/partner. 3 Both male and female staff are entitled to paid parental leave of ten working days for

each instance of adoption of a child. To be eligible for adoption leave, the staff member must have completed an aggregate service of at least eight months during the immediately preceding twelve months. This leave may be granted up to three times during the tenure of each individual staff member.

4 A staff member who has been granted maternity leave as explained above, and who

resumes her employment upon the expiration of maternity leave, shall be guaranteed reinstatement in the position occupied at the time she commenced maternity leave.

5 A staff member wishing to stay away from work for longer than the stipulated period

in order to care for the infant may apply for leave without pay, if no annual leave credit is available. Provided the total absence does not exceed six months, IWMI will reinstate the staff member upon return from such extended leave: - in the same position occupied at the time she commenced maternity leave, or - in a comparable position with salary and benefits equivalent to those to which

she was entitled at the beginning of maternity leave. 6 Details of local law regarding maternity leave are explained in the relevant Personnel

Policy Supplement. Compassionate Leave 7 All staff are entitled to compassionate leave in the event of the serious illness or death

of an immediate member of the staff member's family (parents, parents-in-law, child). Compassionate leave provides for up to five working days of paid leave, plus travel time by the most direct routing. All time over the five days plus travel time must be charged to annual leave, or taken as leave without pay.

8 International and regional staff posted to a duty station outside their recognized home

base will, in addition, be provided one round trip economy air ticket between the duty station and the stricken family member. The trip must take the most direct routing, and must not exceed the cost of travel between duty station and home base.

9 The entitlement to compassionate leave and the travel entitlement may be used either by the staff member or the spouse/partner. However, this entitlement may be used only twice during the staff member's period of IWMI employment.

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Leave without Pay (LWOP) 10 Staff members may request leave without pay in the event of a personal situation for

which no other leave credit is available.

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Appendix 6 RECRUITMENT, SELECTION AND PROBATION Recruitment principles 1 Recruitment and appointment at IWMI are based on the principle of open competition

on merit, the basic elements of which are: • adequate publicity - vacancies are publicized to provide potential candidates with

every reasonable opportunity to apply; • special efforts are made to encourage applications from groups that might

otherwise be under-represented in the candidate list; • absence of discrimination - selections are made impartially under processes

that will neither discriminate nor unduly favor candidates on the basis of: • gender, race, national or social origin, religion, political affiliation, or • any other form of personal identity; • age, marital status, or family size; • physical disability not relevant to the assignment; and

• ranking on the basis of the highest standards of efficiency, competence, effectiveness, integrity, professional qualifications, and appropriate experience to carry out the Institute's objectives.

Selection Regular International Staff Positions 2 Vacant regular international staff positions shall be advertised on a worldwide basis

and selection made from among both internal and external candidates. 3 The Director General will set the terms of reference and appoint the chair and

members of an ad hoc search committee for each vacant position. The search committee will normally include the supervisor of the position being recruited and the human resources officer.

Regular Regional Staff Positions 4 Vacant regular regional staff positions shall be advertised on a regional basis with

respect to the duty station where the person selected will be posted, and selection made from among both internal and external candidates.

5 The Director General will set the terms of reference and appoint the chair and

members of an ad hoc search committee for each vacant position. The search committee will normally include the supervisor of the position being recruited and the human resources officer.

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Regular National Staff Positions 6 Vacant regular national staff positions shall be filled from internal candidates at the

respective duty station to the extent possible. If no qualified candidates are available internally, the position will be advertised externally.

7 The Director General will set the terms of reference and appoint a national staff

search committee at each duty station to be chaired by the officer-in-charge or designee and including the supervisor of the position being recruited and the human resources officer. This committee will consider the qualifications of internal candidates for promotion or transfer, as well as to review the qualifications of external candidates in the event a broader search is required.

Probation 8 All IWMI appointments on indefinite or fixed term contracts shall be subject to a

probation period of at least six months, or an alternative period. The duration of the probation period will be specified in the letter of appointment.

9 The purpose of the probation period is to give all newly appointed staff members

adequate time and working conditions to demonstrate their suitability. This is judged by their ability:

• to meet the requirements of the position to which they have been appointed, • to perform according to IWMI’s standards, and • to demonstrate behaviour consistent with their obligations as an IWMI staff

member. 10 During the probation period, the appointee will receive regular performance

appraisals and feedback. 11 Staff members will be confirmed in their appointment upon satisfactory completion

of the probation period. 12 The probation period may be extended if the staff member’s performance during the

initial period is not fully satisfactory. If the Director General is not satisfied with the performance of the staff member by the end of the probation period, the appointment may be terminated by one month notice in writing.

13 During the probation period, a staff member will be entitled to receive full normal

benefits except the use of leave.

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Appendix 7 SEPARATION General separation conditions 1 Staff may cease their employment with IWMI in any of the following ways:

• resignation • retirement (due to age) • completion of fixed-term appointment • redundancy (of position) • serious physical or medical disability • termination for unsatisfactory performance or conduct • death. IWMI will provide for unavailed annual leave and other statutory payments such as gratuity, provident fund, etc., as appropriate. Details of separation benefits to staff ceasing their employment are set out in the relevant Personnel Policy Supplements.

3 IWMI will not provide final payments on separation until the separating staff member

(or his/her assigned nominee) returns or transfers any IWMI property, and settles any financial obligations (e.g. cash advances, expense accounts, etc.)

4 A pro-rated deduction from separation payments will be made for home leave travel

entitlements used by international and regional staff members if separation occurs within six months after return from home leave, except in the case of termination of appointment because of redundancy, disability or death.

5 A pro-rated deduction from separation payments will also be made if separation

occurs within one year of completion of an approved major training program or activity, except for termination of appointment because of redundancy, disability or death.

6 IWMI will provide the departing staff member with a statement of financial

obligations prior to the staff member's departure. Resignation 7 IWMI requires that:

• international and regional staff give at least three months notice of their intention to leave the Institute’s employment, and

• national staff members give at least one month notice. 8 A staff member resigning without giving the required period of notice will only be

entitled to base salary to the last day worked and related pension if applicable. None of the other normal resignation benefits will be provided.

9 International and regional staff shall not be entitled to the repatriation and shipping

allowances if separation occurs within eighteen months of appointment, as a result of resignation.

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Retirement 10 Normal Retirement for International and Regional Staff members is at age 65.

Retirement is effective on the last day of the month in which age 65 is reached. Decisions to hire or continue appointments annually thereafter must be approved by the Board of Governors. National staff retirement age may differ due to local law and practice and will be indicated in the relevant Personnel Policy Supplement.

Redundancy 11 A position may be declared redundant for reasons relating to IWMI's institutional

objectives, such as:

• re-organization to improve operational and functional efficiency; • changes in the research agenda; and • reduction in donor funding. The Director General will establish an appropriate review process to determine how any such changes will affect individual positions.

12 A position will not be declared redundant because of an action or non-action on the

part of the staff member. 13 Staff members who are declared redundant will receive six months notice of

redundancy in writing. Unless reassigned within the six-month period, the staff member's employment will be terminated as per the redundancy notice.

14 During the six-month notice period, every effort will be made to retrain and reassign

the affected staff member to another suitable position. Redundant staff will be considered against any existing or known prospective vacancies, where the duties are commensurate with the staff member's qualifications, or for which the staff member can be retrained in a reasonable period of time.

15 Retraining shall not exceed the cost of the staff member's three month salary; it may

include on-the-job training where the supervisor agrees to accept the assignment of the staff member. However, if reassignment or retraining is not possible, the concerned staff member will be notified accordingly within three months of the notice of redundancy. Redundancy compensation where applicable will be dealt in the relevant Personnel Policy Supplements.

Disability 16 During the course of an appointment, a staff member may suffer a serious physical or

medical disability which precludes him/her from carrying out his/her assigned duties and responsibilities. In these circumstances the Director General, on professional medical advice, will place the staff member on medical leave.

17 Provisions for staff who become disabled are explained in the relevant Personnel

Policy Supplement.

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Termination for Unsatisfactory Performance or Conduct Unsatisfactory Performance 18 Where a staff member’s performance, after careful review, is judged to be

unsatisfactory the Director General will notify the staff member in writing that his/her appointment will be terminated, unless significant improvement can be achieved within a six-month period. A second review will be held towards the end of that period, and the staff member will be advised whether his/her appointment will be continued or will be terminated.

Unsatisfactory Conduct 19 A staff member’s employment may be terminated without notice for:

• serious misconduct, • abandonment of post, or • involvement in situations detrimental to IWMI's status in the international,

national and professional community in which the Institute works. 20 In such situations the Director General will also consult with the Chair of the Board

of Governors. Termination conditions 21 In all cases of involuntary termination, the Director General will determine the

termination conditions and entitlements on an individual basis. Death 22 If a staff member should die during his/her appointment, his/her designated

beneficiaries will receive all the entitlements normally specified for separation due to resignation. In addition, the designated beneficiaries will continue to receive the deceased’s salary and related pension for six months after the date of death.

23 The deceased staff member’s family may continue to live in IWMI-provided

accommodation/or receive housing allowance and continue to use other facilities that had been provided. This provision is available for up to three months, or until the family’s repatriation is arranged to their home country/home town. IWMI will pay all expenses associated with the repatriation of the family to:

• the deceased staff member’s home town, in the case of national staff, or • the deceased staff member’s recognized home base, in the case of international

and regional staff. 24 IWMI will arrange the repatriation of the remains of the deceased staff member to the

assignment location, or to the home town or recognized home base, if requested by the dependents.

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Appendix 8 SALARY POLICY General 1 All salaries are paid monthly in arrears on the last business day of the month in the

form described in the respective Personnel Policy Supplement. 2 IWMI does not make adjustments in payments under its compensation program for

currency fluctuations with any other currency. Furthermore, staff members are required to observe national currency exchange regulations at all times.

International staff 3 International staff are compensated according to the international labor markets.

They are entitled to certain additional allowances as stipulated in this manual and in the relevant Personnel Policy Supplement.

4 IWMI aims to establish salaries that are comparable with those paid by other leading

international research institutes for equivalent positions and caliber of staff, and with particular attention to the CGIAR Institutes. IWMI recognizes that to attract and retain the caliber of staff it desires, its salaries must be competitive. IWMI strives to maintain this position within the limits placed on it by the availability of funds.

5 The level of salaries, allowances and other benefits is influenced by the diversity of

IWMI posts, the differences within its various host government agreements, the availability of social amenities, financial arrangements regarding currency convertibility, taxation, and exchange rates. When comparing salaries IWMI takes into account the total remuneration/benefits packages offered by comparable international institutes.

6 The salary, insurance and retirement contribution, where applicable, for international

staff are quoted and paid in US dollars regardless of country of posting. 7 The categories of research staff positions are given below. All categories and

applicable salary ranges will be provided in the relevant Personnel Policy Supplement.

• Principal Researcher • Senior Researcher • Researcher • Post Doctoral Scientist

Regional staff 8 Regional staff are compensated according to the respective regional labor market.

They are entitled to certain additional allowances as explained in this manual and in the relevant Personnel Policy Supplement.

9 The salary and benefits of regional staff are reviewed periodically at each duty

station, following surveys of regional salaries and employment statistics. Based on these reviews, IWMI may revise its compensation program and adjust regional staff salaries accordingly.

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10 The salary, insurance and retirement contribution, where applicable, for regional staff are quoted and paid in US dollars regardless of country of posting.

11 The categories of research staff positions are given below. All categories and

applicable salary ranges for regional staff are provided in the relevant Personnel Policy Supplement.

• Senior Regional Researcher • Regional Researcher • Regional Post Doctoral Scientist

National staff 12 National staff are compensated according to the respective national labor market and

are subject to the provisions of the relevant Personnel Policy Supplement. 13 The salary and benefits of national staff are reviewed periodically at each duty

station, following surveys of local salaries and national employment statistics. Based on these reviews, IWMI may revise its compensation program and adjust national staff salaries accordingly.

14 The salary and all allowances provided for national staff are quoted and paid in the

currency of the country in which the staff member is posted. 15 The categories of research staff positions are given below. All categories and

applicable salary ranges for national staff are provided in the relevant Personnel Policy Supplements for national staff.

• Research Associate • Senior Research Officer • Research Officer • Research Assistant

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Appendix 9 EDUCATION ALLOWANCE 1 IWMI provides financial assistance to international and regional staff members

posted outside their recognized home base with the education of their dependent children.

2 The assistance is limited to a maximum of three children, enrolled in school from age

five through secondary education. The allowance is not payable to staff members posted to the country of their nationality, unless another country is recognized in their letter of appointment as their official home base.

3 The education allowance is limited to reimbursement of up to 75% of the authorized

costs for each grade/level of a designated international school in the country of posting. Authorized costs include: • admission fees, • regular tuition, • required books, • laboratory fees, • examination fees, • diploma fees, • school-provided local transportation and • all normal non-optional curricular and other activities.

4 Staff who elect to send their children to schools other than as set out above will be

reimbursed for tuition books, room and board up to the level established for the local school. The staff member is responsible for covering all costs of this schooling that exceed the allowance established each year for the local school. If there is no suitable school at the duty station or within commuting distance, then reimbursable costs may include board and room charges. In such situations, two round trip airfares between school and the duty station by the most direct routing will also be provided for the student annually. It is normally expected that one of these trips will be coordinated with the family’s home leave.

5 Children in primary or secondary school programs outside the post country will be

entitled to two least cost, round trip air fares by the most direct routing between post and school each year.

6 Where the staff member has children with special educational needs (e.g., for a

disabled child), an additional entitlement may be approved by the Director General. 7 IWMI does not provide education assistance beyond secondary school. However,

dependent children who are:

• enrolled in an undergraduate educational institution, and • not residing at the duty station, are entitled to one round trip each year between duty station and home base by the most direct routing. This benefit is available until reaching their 24th birthday, completing a first university degree or becoming married whichever event occurs first. This entitlement is not in addition to home leave if the dependent also qualifies for home leave.

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Appendix 10 HOME LEAVE TRAVEL 1 Staff members with contracts of at least two years in duration are entitled to Home

leave travel. If posted to a duty station outside their recognized home base, international and regional staff members are entitled to home leave travel once in each full year of service except in the year that employment ceases. In that year staff are entitled to repatriation travel to their home base. Those who have completed a minimum of nine months service since joining IWMI or six months since returning from a prior home leave are entitled to home leave travel for self and each authorized dependent in residence with them at the duty station, provided that upon return they have at least six additional months of service on their appointment.

2. When/if there is a total change in contract, i.e. from a post-doc contract to a

researcher contract, the home leave travel entitlement will continue to be calculated without a break, provided there is no break in service between the completion of the post-doc contract and the commencement of the researcher contract. The staff member will thus be entitled for a home leave travel during the final year of the post-doc contract instead of the repatriation travel that he/she would have been entitled to at the end of his post-doc contract under normal circumstances.

3. If however there is a break in service, the researcher contract will be considered a

fresh contract and a fresh home leave travel entitlement beginning with one home leave travel per two year contract as a researcher would become effective.

4. Staff members are not entitled to accrue or carry over the home leave travel

entitlement to the next year. 5 The annual home leave travel entitlement is a round trip economy air ticket between

duty station and home base by the most direct routing, plus reimbursement for related ground transportation and 10 kg of excess baggage for each authorized traveler. The excess baggage allowance can be used to cover unaccompanied baggage, provided the total cost of the excess baggage allowance is not exceeded.

6 To claim this entitlement, staff members must spend seven days at their designated

home base. 7. In the event a staff member requests home leave vacation time while on duty travel to

his/her home country, the duty travel substitutes for any separate entitlement to IWMI-paid home leave travel.

8. Staff members also have the option to make use of the home leave travel entitlement

to travel to a destination other than the staff member’s home base or make use of ground/sea transportation instead of air travel, provisional to the following: (a) IWMI will only cover actual costs (based on submission of receipts) up to the normal home leave travel entitlement, i.e., round trip economy air fare between duty station and home base by the most direct routing, plus reimbursement for related ground transportation and 10 kg excess baggage for each authorized traveler. Costs over and above this normal home leave travel entitlement due to the staff member’s decision to travel to a different destination will be borne by the staff member concerned.

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(b) If the staff member chooses to travel by road, rail or ship instead of air travel, IWMI will cover actual costs (based on submission of receipts) up to the normal home leave travel entitlement as described above. Any costs over and above the normal entitlement will be borne by the staff member concerned.

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Appendix 11

1. FLEXIBLE WORKING HOURS Policy 1.1 Subject to the approval of their supervisor, staff may have flexibility in scheduling the

start and finish of working hours to accommodate personal commitments, provided that: (a) they are on duty during core hours, and (b) the alternative start and finish times do not impair their work obligations. Abuse of the scheme will lead to flexible working hours privileges being withdrawn.

Definitions Standard Working Day 1.2 The standard working day is defined as the working hours approved in advance for

the headquarters, regional and sub-regional offices. Core hours 1.3 Core hours are 10:00 – 16:00 hours. Flexible working hours arrangements Flexible Hours 1.4 Flexible hours will operate from 07:00 hours to 10:00 hours and 16:00 hours to 19:00

hours. Staff can choose their arrival and departure times within these hours in agreement with their supervisor, provided that their total number of hours worked per day is 8 hours.

Lunch Breaks 1.5 With the agreement of their supervisor, staff can take lunch breaks ranging from a

minimum of thirty minutes to a maximum of two hours, provided that their total number of hours worked per day is 8 hours.

Examples of flexible working hours arrangements 1.6 Staff members might choose to work:

• from 07:00 to 16:00 with a one hour lunch break; • from 09:30 to 18:30 with a one hour lunch break; or • from 09.00 to 19:00 with a two hour lunch break.

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Implementation Supervisors’ responsibilities 1.7 Before agreeing to flex-time arrangements, supervisors will ensure that:

• sufficient staff are available to cover the entire operational day of the department; • sufficient staff are available for the division/program to provide the required

services to its clients efficiently and effectively; • adequate work is available for staff members during non-core hours; and • the time worked is necessary, and work can be performed efficiently.

1.8 Following agreement to flex-time arrangements, supervisors will ensure that: • the flex-time arrangement operates fairly and is not abused, and • when urgent business requires a change, staff members on flex-time revert to

normal working hours.

Staff members’ responsibilities 1.9 Staff members working flex-time will ensure that:

• they maintain a record of times worked each day (i.e. start, finish, lunch-break); • they meet their work commitments; • their attendance at work is within the limits provided by the flexible working

hours scheme; and • they comply with the supervisor’s right to require staff members be at work at

any time within the normal working day, when workload demands this.

2. WORKING FROM HOME/ ALTERNATIVE LOCATION Policy 2.1 Subject to the agreement of their supervisor, and with the approval of their respective

Director (Regional Director/ Director of the Global Research Division/ DDG (operations) or Director General), staff may elect to work for a specific period from their home or an alternative location to their normal IWMI site, provided that: (a) the work proposed for this period can be effectively undertaken from

home/alternative location, and (b) working from home/alternative location will not impair the staff member’s other

work obligations, particularly communication/interaction with colleagues and partners.

Overview 2.2 Working from home/alternative location may be considered:

• where the nature of the task requires considerable concentration in an environment that will allow uninterrupted dedication to the task;

• where a staff member needs to accommodate a short-term personal/family difficulty;

• where a staff member is physically unable to get to work, e.g. because of accident or injury; or

• as part of a 'return to work' program following medical treatment; and • where the staff member’s absence from his/her normal workplace will not unduly

affect productivity.

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2.3 Working from home/alternative location must not be used where medical opinion is that the person is unfit for work.

2.4 Two basic options exist for working from home/alternative location:

• working for an agreed part of every day at home/alternative location, for a specified period, or

• working all day at home/alternative location, for a specified period. Typically the “specified period” above will be a number of days or weeks as appropriate. It is not intended that working from home should be a full-time arrangement.

2.5 The needs of the Institute and the service provided will be the determining factor in

any agreement to working from home/alternative location. Working arrangements must be robust, allow for measurable targets to be set, and for regular feedback on performance to occur.

2.6 Particular attention will be focused on adequacy of communication with staff member

at home/alternative location, and the implications for quality of interaction with team colleagues and/or partners. Where:

(a) the staff member is working from home, or an alternative location in the same

time zone as his/her usual site, it should be possible for IWMI management, colleagues and partners to contact the staff member at any time during agreed working hours; or

(b) the staff member is working from an alternative location in a different time zone

from his/her usual site, it should be possible for IWMI management, colleagues and partners to contact the staff member at any time during agreed working hours at the alternative location.

2.7 Where the period of working from home/alternative location exceeds 2 weeks, the

effectiveness of the arrangement will be monitored on a weekly basis. An agreement to review and evaluate the arrangement must detail the date for such a review and the subjects that will be covered in the review/s.

2.8 Security and confidentiality continue to apply to all business conducted on behalf of

IWMI, irrespective of the staff member’s location. Breaches will be dealt with under disciplinary rules and/or other relevant Institute’s Policies and Procedures.

2.9 Arrangements for working from home/alternative location may be terminated at any

time by the regional director, divisional head, supervisor or the staff member. Implementation Staff member 2.10 Any staff member considering an arrangement to work from home/alternative

location should discuss the proposal: (a) with colleagues likely to be affected, and (b) with relevant supervisor(s), - aiming to reach general consensus that the proposed arrangements will not impede work-group effectiveness, or relationships with partners.

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Staff member and supervisor/s 2.11 The staff member and line supervisor will consider:

(a) the nature of the staff member's work, and its suitability for being undertaken from home/alternative location

(b) the staff member's ability to work without direct supervision (c) the staff member's ability to meet deadlines (track record)

2.12 If both parties agree that the proposal to work from home/alternative location appears

feasible, they will jointly prepare a recommendation in writing for the respective Director’s approval. The recommendation will address all the following issues: (a) the proposed period for working from home/alternative location; (b) the project/s to be undertaken, and the specific outputs from the period spent

working from home/alternative location; (c) the reason/s for the proposal; (d) their assessment of the suitability of undertaking the work from home/alternative

location; (e) the supervisor’s assessment that the staff member is likely to be effective working

from home/alternative location; (f) risk implications for colleagues/teams/partners - particularly those managed by

the staff member (e.g. coordination difficulties, communications difficulties etc.); (g) proposed solutions for any adverse implications (e.g. message-taking, fax, phone,

e-mail, etc); (h) communication details (telephone numbers, contactable hours during the day,

etc); (i) relevant health & safety issues for Institute and staff member; (j) security and confidentiality issues; and (k) arrangements for review and evaluation of arrangements and work progress

against agreed targets (if exceeding 2 weeks). Director General/DDG (Operations)/ Regional Director/ Director of Global Research Division 2.13 The decision on whether or not to allow working from home will rest with the

Director General in the case of members of the Management Team, with the DDG(Operations) for non research staff and with the respective Regional Directors for regional office and Global Research Director at HQ for research staff. The Director must be satisfied with the arrangements agreed between the individual staff member and his/her supervisor.

2.14 The approving Director will forward a copy of the approved arrangements to the

Head of HR, who will provide a quarterly summary of such arrangements to the Management Committee.