Office Head*
for authorized users only
This module allows authorized users at OSD to insert the name of the newly appointed "Head of Office" and related personal information.
How to get there
Log-on using your Username and Password, click on "Countries & Offices" on the top navigation bar, then select "Office Management". Select the office from the "Office" drop down menu and then click the "Head" tab.
All the information displayed below it only refers to the selected office:
Add a new Office Head
To add a new Office Head click the link "+ Add New Office Head":
Before adding a new Office Head, please make sure that the previous appointment is terminated by editing the record and instering the "To" date.
Complete the form as per following instructions:
- Staff type*: Select the type of contractual status held by the new Head of Office:
- FAO staff: FAO staff members that hold an index number - This list is extracted from the GRMS database.
- UN staff: UN staff members working in UN Agencies others than FAO and that temporarily act as FAO Representative ad interim.
- Pending appointments: FAO Staff Members under recruitment who have not yet been assigned 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.
- Date From* / To*: Click on the calendar icons to select the from/to dates
- Assignment Role*: Select the role from drop down menu
- Assignment Staff title: Insert the actual title to be displayed in COIN, it default with the Assignment role selected but can be changed.
- Remarks: Insert any relevant remarks
Add new (Staff): If the staff is not available for selection it can be added by clicking the "Add New Staff" 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
- GRMS Full Name: N/A
- Staff title: Title to be displayed in all COIN modules
- 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/Update 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/Update 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.
Personal Profile
This section is not relevant for the purpose of inserting a new Head of Office.
Please note that fields marked with an "*" asterisk are compulsory.
Edit Personal Information: This function allows you to add Passport information details as well as to modify the editable fields.
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.
Update a record (View, Edit or Delete)
To view the "Head of Office" details right click on the record and select "View", to make changes to the record select "Edit":
Make the appropriate changes as per instructions given above and click on the "Save" button to save.
Records can also be removed by right clicking on the staff name and select "Delete".
Edit Personal Information
To edit personal Information directly from the main "Office Head" tab, right click on the staff name and select "Edit Personal Information".
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.
ODG Bulletin
To insert the ODG bulletin information regarding the current Head of Office, right click on the name and select "ODG bulletin":
Complete the form as per following instructions:
- From* - To dates: Select the dates from the calendar, the "From" date defaults to the date Head of office has been appointed but it can be changed and the "To" date, if known, can be inserted or left blank.
- Default language*: It defaults to the Office primary language, but it can be changed by selecting it from the drop down menu.
- Appointment announcement: For each language tab insert the Appointment announcement. Please make sure that it is inserted at least in the default language.
Click the "Save" button to save the announcement or the "Discard" link to close the window without saving.
Please note that the text is always editable and can be overwritten at anytime.