Panel of Signatories
Last updated on 08/11/2019
The "Panel of Signatories" module allows the insertion and management of Signatories to Decentralized Offices' bank accounts.
How to get there
Log-on using your Username and Password, click on "Countries & Offices" on the top navigation bar, then click on "Banks" and select "Panel of Signatories".
The above screen provides, by default, a list of the Current signatories (Filter by: Current) for the selected office displaying the following information:
- Full Name: Full Name of the Staff member acting as Signatory
- Title: Job Title
- Index / LP / PP: Index Number, UN Laissez-Passer or Passport number
- Panel: A for Professional or B for General Staff
- From (To): The "From" date is the date the Signatory is active. The "(To)" date is when the signatory is no longer active and it is displayed in brackets.
- Created: Creation Date
- Status: It refers to the status of the workflow, which can be one of the following:
- Approved: The signatory has been officially included in the panel of the Decentralized Office bank accounts.
- Pending Insertion: An official request for addition of a new signatory has been submitted to the workflow but has not yet received final approval.
- Pending Deletion: An official request for deletion of a signatory has been submitted to the workflow but has not yet received final approval.
- Closed: The signatory is officially deleted from the panel of the Decentralized Office.
- N/A: Only saved
Right click on the selected Signatory for the following actions:
- View: To view Signatory details
- Edit: To edit Remarks and Staff details
- Delete: To request a signatory deletion
By selecting "Filter by History" from the drop down menu on the top left-hand side of the screen all signatories will be displayed including those which are no longer current, listed with status "Closed".
The complete list of bank accounts may be viewed by clicking on the Bank Accounts "Click to Show" link on the top right-hand side of the screen. The banking data is taken directly from GRMS.
Click on the "General Guidance" link, on the top right hand side, to view the related guidelines from the Country Office Management Manual.
Click on the "Add Signatory" link on the top left-hand side of the screen:
Complete the form as per following instructions:
Signatory:
- Staff Type*: Select the type of contractual status held by the new Signatory:
- FAO staff: FAO staff members that hold an index number - This list is extracted from GRMS.
- UN staff: UN staff members working in UN Agencies others than FAO
- Pending appointments: FAO Staff Members under recruitment that do not yet have an index number.
- Name*: Type the surname of the person or part thereof or his/her staff ID (i.e. the index number), the system will display a list of names to select from. Select the person from this list.
Details:
- Job Title: Insert the official Job Title
- Panel*: Select the category from the drop down menu. For staff belonging to the "Professional" category select "A", while for staff belonging to the "General Services" category select "B".
- From*: Select the date in which the signatory is active from, either by typing it or by clicking on the calendar icon.
- Remarks: Enter any relevant remarks.
eBanking:
- Access: Select either Yes or No
- Role: Select either Operator or Viewer
Please note that all fields marked with an asterisk (*) are mandatory.
Click on the "Submit" button to submit the request to Workflow for approval. The Signatory will be listed with status: "Pending Insertion".
Add new (Staff): If the staff is not available for selection it can be added by clicking the "Add New" link next to the "Name" field. This function is only available for "UN Staff" or staff with a "Pending Appointment":
This opens a window with five information tabs: Personal Details, Private Contacts, Office Contacts, Picture and Personal Profile.
The Personal Details tab displays the following information and some fields are editable, depending if the Staff has been imported from GRMS or has been Locally inserted in the Staff Presence module:
Personal Information:
- Title*
- First Name*
- Last Name*
- COIN Full Name: Full Name to be displayed in all COIN modules
- Staff title: Title to be displayed in all COIN modules
- Organization: Select from the drop down menu
- Birth Date: Select from Calendar
- Nationality
PP/LP Information:
- PP Number and Expiry Date: Enter the Passport number and select the Expiry date from the calendar.
- LP Number and Expiry Date: Enter the Laissez passer number and select the Expiry date from the calendar.
Additional Information:
- Remarks: Enter any relevant remarks
Click on the "Save" button to save the changes or the "Discard" link to close the window without saving.
The Private Contacts tab displays the following information:
Address:
- Address Line 1
- Address Line 2
- Address Line 3
- City / State
- Postal Code
- Country
Telephone numbers:
- Residence No.
- Cellular
- Private E-mail
Insert the information and click on the "Save" button to save the changes or the "Discard" link to close the window without saving.
The Office Contact tab displays the following information:
- Dial code & City prefix (automatically generated by the system, but they can be edited by clicking on them)
- Direct Line
- Abbreviated (automatically generated by the system)
- Ext.
- Fax
- Satellite
- Office e-mail
- Cellulars: you can insert up to two numbers
- Skype
Insert the information and click on the "Save" button to save the changes or "Discard" to close the window without saving.
The Picture tab lets you upload or remove/change the photo of the staff member.
To upload a photo click the "click to upload" link.
You can add a new photo or replace/remove an existing one, just click on the relevant link.
Only .jpg and .png format files can be uploaded but they must not exceed 2Mb.
Please note that fields marked with an "*" asterisk are compulsory.
Edit Personal Information
To Edit Staff Personal Information click the "Edit personal information" link:
Make the appropriate changes as per instructions given above and click on the "Save" button to save the changes or the "Discard" link to close the window without saving.
Please note that fields marked with an "*" asterisk are compulsory.
View or Edit the details of a Signatory
To view the details of a Signatory, right click on the selected Signatory and select "View":
To Edit the details of a Signatory, right click on the selected Signatory and select "Edit":
Signatory:
- Name: This field is not editable but to edit staff details, click the "Edit Personal Information" link.
- Job Title: This field can be edited
Details:
- Panel: This field is not editable
- From: This field is not editable
- Remarks: Insert any relevant remark as required.
Click on the "Save" button to save changes. To Cancel, click the "Cancel" link.
Clicking the "Save" button does NOT submit official requests to Headquarters for changes to the panel of signatory.
To delete a Signatory, right click on the selected Signatory and select "Delete":
- Deletion Date *: Enter the date from which the signatory should be removed from the panel, by typing it or by clicking on the calendar icon.
- Write here your message: Enter any relevant message to the deletion of the Signatory in the text area provided.
Click on the "Submit" button to go ahead with the request. The system will automatically submit the request to Workflow to the original Budget Clerk responsible for the approval. The Signatory will be listed with status "Pending Deletion".
Once the deletion is approved the Signatory will be listed in the "History" section with status "Closed".
Once the Submit button is clicked, it is no longer possible to modify the request. Should any mistake be made, urgently contact the Budget Clerk or Budget Holder by e-mail or telephone.