The following administrative circulars have been revised and will enter into force on 1 October 2022:

• Administrative Circular No. 3 (Rev. 3)
• Administrative Circular No. 11 (Rev. 8)
• Administrative Circular No. 12B (Rev. 4)
• Administrative Circular No. 14 (Rev. 5)
• Administrative Circular No. 20 (Rev. 3)
• Administrative Circular No. 21 (I) (Rev. 3)
• Administrative Circular No. 21 (II) Rev. 3)
• Administrative Circular No. 23 (Rev. 5)
• Administrative Circular No. 27 (Rev. 2)
• Administrative Circular No. 30 (Rev. 4)

The amendments concern the introduction of the graduate programme (1) and Administrative circular n°20 “Use of private vehicles for journeys on official duty” (2):

1. Introduction of the graduate programme

The amendments are intended to finalise the introduction of the new category of employed members of the personnel, the graduates, into the Organization’s legal framework, further to the amendments of the Staff Rules and Regulations approved by the Council on 16 June 2022.

Substantive changes have therefore been introduced in order to reflect, where applicable, the different employment conditions relating to this new category of employed members of the personnel.

It should be noted that provisions governing the employment conditions of fellows recruited under the former fellowship programme will be maintained during the transition period (until the last fellow leaves the Organization).

Furthermore, a number of editorial improvements have been made (including gender-inclusive language).

1. Administrative Circular No. 3 (Rev. 3), “Home leave, travel to the home station and travel for family reasons” (new title)

The structure of the circular has been changed as the provisions relating to leave for family reasons were made redundant by the provisions of AC 21 (I) on special leave. To avoid any confusion, it was decided to remove the provisions of Section 3-A-1 on leave for family reasons from the circular, thereby reducing its scope to home leave, travel to the home station and travel for family reasons. The title of AC 3 has been amended accordingly.

Regarding the benefits applicable to graduates, the circular reflects their non-eligibility for home leave and associated benefits. Graduates are, however, eligible for travel for family reasons, but with some differences compared to staff members and fellows.

Linguistic and editorial amendments have also been introduced throughout the circular.

2. Administrative Circular No. 11 (Rev. 8), “Categories of members of the personnel”

The new “graduates” category has been introduced under section II. B. Specifically, paragraph 8 describes the purpose of graduate positions, paragraph 9 introduces the graduates subcategories, paragraph 10 refers to the financial and social benefits offered to graduates, paragraph 11 refers to the priority given to the selection of Member and Associate Member State nationals, paragraph 12 describes the selection process and paragraph 13 refers to the duration of contracts.

Linguistic and editorial amendments have also been introduced.

3. Administrative Circular No. 12B (Rev. 4), “Education and language course fees”

The introduction of the new “graduates” category in AC 12B is limited to mentioning graduates together with current fellows, as the two categories enjoy the same conditions.

Linguistic and editorial amendments have also been introduced.

4. Administrative Circular No. 14 (Rev. 5), “Protection of members of the personnel against the financial consequences of illness, accident and incapacity for work”

As all categories of employed members of the personnel benefit from the same protection, it was decided to refer to “employed members of the personnel” instead of referring to staff members, fellows and graduates separately. As an in-depth revision of AC 14 is planned for next year, no linguistic or editorial amendments have been introduced at this stage.

5. Administrative Circular No. 21 (I) (Rev. 3), “Leave for family reasons and special leave” (new title)

In addition to widening the scope of the circular’s provisions to encompass graduates, a complete update has been made, as it contained several outdated provisions that sometimes contradicted the Staff Rules and Regulations.

The opportunity was therefore taken to entirely revise the circular, updating the relevant provisions and reducing its scope to leave for family reasons and the various types of special leave (except leave for professional reasons and personal convenience, which are covered by AC 21 (II)).

Linguistic and editorial amendments have also been introduced.

6. Administrative Circular No. 21 (II) (Rev. 3), “Special leave for professional reasons and personal convenience”

The introduction of the new “graduates” category has been reflected in footnote 1.

Linguistic and editorial amendments have also been introduced.

7. Administrative Circular No. 23 (Rev. 5) – “Special working hours”

The introduction of the new “graduates” category into AC 23 is limited to mentioning graduates together with current fellows, as the two categories enjoy the same conditions.

Linguistic and editorial amendments have also been introduced.

8. Administrative Circular No. 27 (Rev. 2), “Authorisation for distraint / direct payment of education fees” (new title)

As all categories of employed members of the personnel enjoy the same conditions, it was decided to refer to “employed members of the personnel” instead of referring to staff members, fellows and graduates separately.

The revision also includes updated references to other legal provisions as well as editorial and gender-inclusive language improvements.

9. Administrative Circular No. 30 (Rev. 4), “Financial benefits on taking up appointment and on termination of contract”

The circular has been revised to include graduates as a new category of employed members of the personnel, with a different financial package concerning:

• travel expenses on termination of contract (paragraphs 11–12)
• payment of benefits (paragraphs 20–21)
• installation indemnity (paragraph 33 c))

Linguistic and editorial amendments have also been introduced.

2. Administrative Circular No. 20 (Rev. 3), “Use of private vehicles for journeys on official duty”

The circular required an update to bring it in line with the revised legal framework on duty travel as set out in Administrative Circular No. 33, entitled “Duty travel”. Specifically, in paragraphs 10, 11 and 12, the reference to a distance of 50 km to distinguish between different categories of journeys on official duty has been replaced by a reference to their definitions in paragraphs 5 a), b) and c) respectively. 

Paragraph 16 has also been adapted in a similar manner, with subparagraphs a), b) and c) referring to the definitions of journeys on official duty given in paragraphs 5 a), b) and c) respectively. The calculation of the lump sum for duty travel has been introduced in paragraph 16 b) in accordance with the current practice of calculating the lump sum for duty travel in accordance with paragraph 45 of Administrative Circular No. 33.