15 Jun 2015


Dear Colleagues,Ê

I would like to draw your attention to the following important information related to the Umoja Employee Self-Service (ESS) / Manager Self-Service (MSS) portals:Ê

I. Ê Ê Ê Ê ÊBank information

All staff members are required to verify the correctness of their bank details through ESS (including bank, account, etc.). Any issues must be urgently reported to UNON Treasury throughÊ ÊandÊ Ê

II. Ê Ê Ê ÊDiscontinuance of dependency benefits for a child between the age 18 and 21

Umoja automatically turns off the full-time educational indicator for a child reaching 18 and as a result, the child's dependency benefits will be discontinued on the 18th birthday. However, this does not apply for a child who is between the age 18 and 21 as of 1 June 2015, as Umoja converted the dependency indicator from IMIS for such a child. Therefore, staff members with a child between 18 and 21 will continue to receive dependency benefits for the child until s/he becomes 21. In this regard, staff members are advised to notify HRMS via ESS as early as possible to avoid any over-payments. Please refer to the ESS tutorial 'Withdraw a dependency request or modify an existing household member/dependency record in Umoja' for end-user guidance. HRMS will advise staff members when the Annual Declaration functionality becomes available in Umoja in 2016 which will be used to certify their personal status including the full-time attendance of the child between the age 18 and 21.Ê

III. Ê Ê Ê ÊInterim procedure for contract renewal (through 31 August 2015)

As we went live, many issues surfaced (unavailability of notifications and reports, issues with ePerformance interface, etc.) around the contract renewal functionality. ÊAs a result, the Office of Human Resources Management (OHRM) in New York has decided not to use the MSS functionality for contract renewal until further enhancements will be made to the solution. ÊWe expect this to happen by 1 September 2015. In the interim, HRMS has decided to reactivate the 'review of appointment' application for Nairobi-based clients and maintain the current off-line procedure for out-posted offices for managers to communicate appointment renewal decisions.Ê

IV. Ê Ê Ê ÊTime Manager role

The Time Manager's role encompasses the following main tasks:Ê

Approves absence / attendance requests for staff members for annual leave including advanced leave, home leave, family visit, reversed education grant travel leave; and uncertified sick leave.
Endorses staff memberÕs request for special leave and rest & recuperation
Endorses time entries for when-actually-employed (WAE) staff members

If the current 'Primary' Time Manager would like to 'temporarily' assign this role to a 'Secondary' Time Manager, the Primary Time Manager should refer to the MSS tutorial located at the bottom of the linked page ->ÊÊ

In case the current Time Manager would like to make this change on a more permanent basis, s/he should submit the User Access Registration form to request role mapping of the needed time managers available at the following site ->ÊÊ

V. Ê Ê Ê ÊUmoja Kiosk

Don't forget to visit the Umoja Kiosk for support on the ESS / MSS / Travel portals. Trained Focal Points will answer your questions related to particular cases, refer you to tutorials/job aids, and provide handouts. The Kiosk is located in the Central Area opposite the Cigna Office and close to the Main Cafeteria. It will remain in place this entire month and is open weekdays between 10:00 and 15:00 hours (Fridays until 12:30 hours).Ê

Thank you for your cooperation.Ê


Deborah Ernst, Acting Chief
Human Resources Management Service
United Nations Office at Nairobi

Posted on: 01 Jul 2015