PARTNERSHIP MANAGEMENT POLICY
DOCUMENT
NUMBER:
APPROVED BY:
RESPONSIBILITY:
P&C PM 0014
B. Vaneris
People & Culture
EFFECTIVE DATE:
REVISION NUMBER:
1 January 2014
1 rev date: 13 June 2014
PUBLICATION STATUS: internal use only
TITLE:
PURPOSE:
POLICY:
Deployments
To outline and define World Vision’s Partnership management policy regarding
emergency response, GTRN and other deployments throughout the
Partnership.
1. Deployments are temporary arrangements, typically for a period of up to
three months, to provide staff to: (1) respond to a Category III (CAT III)
humanitarian emergency; and/or (2) build capacity and/or fill short-term
non-emergency capacity gaps in other Partnership locations; or (3) fulfill
other short-term objectives by the temporary deployment of staff away
from the WV office where the employee is based (“sending office”) to
another WV office (“receiving office”). (See Related Policies, below.)
a. This policy does not apply to those employees where deployment to
an emergency context is the primary mandate of the employee (e.g.,
HEA Humanitarian Operations Team/H-OPS and associated
functions) as detailed in job descriptions and employment agreements,
etc.
2. World Vision (WV) endeavors to attract, develop, and retain a diverse
and skilled global workforce as articulated in the Partnership People &
Culture “LEADER” strategy. Responding to a CAT III rapid or slow on-set
emergency is the responsibility of the entire World Vision Partnership.
World Vision also intends to build capacity and mobilise staff to meet
strategic goals. World Vision requires the sharing of staff across the
Partnership and the use of deployment arrangements to give opportunity
for staff of one WV office to be assigned temporarily to another WV
office.
3. The Global Technical Resource Network (GTRN) is the mechanism
through which staff can apply as Subject Matter Experts (SMEs). This
mechanism provides the ability to hold a register of approved staff for
emergency response and non-emergency deployments, with final review
and approval from WVI’s Global Centre department leaders, including
technical/ministry leaders such as for: Water, Sanitation and Hygiene
(WASH); Health and Nutrition; Design, Monitoring and Evaluation (DME);
etc. and functional leaders such as for People & Culture, Finance, Security,
etc. This mechanism is also the tool by which to invite/request
deployments and track them as they happen. For all SME deployments,
both emergency and non-emergency, staff must first be validated on
GTRN as Subject Matter Experts (SMEs) eligible to be deployed. They
must also be approved by their current manager as available for
deployment
4. Deployment arrangements will be typically for a period of up to three
months. Non-emergency deployments may be less than one month.
Deployments for emergency responses are typically at least one month.
An emergency response arrangement of less than one month would be
characterised as a business trip and not a deployment. During
DEFINITIONS:
deployments, the basic employment relationship between employee and
employer will continue. For other work assignments outside of the
employee’s regular/home assignment, refer to the Partnership
Management Policies on Secondments and International Assignments.
5. Deployments may be extended, typically not for more than an additional
period of three months (for a total deployment period of six months), if
agreed by all parties, taking into account factors such as: work
authorisation, benefits, insurance coverage, etc. For any deployment of
longer than three months, additional documentation and OurPeople
system reporting requirements may apply.
6. The deployment arrangement will be governed by a deployment Terms of
Reference (TOR). The TOR will define projected start/end dates of
deployment, key responsibilities and objectives and how salary and
benefits will be provided as well as other allowances and benefits. The
following items will be included:
a. Base salary to continue to be paid, and benefits to continue to be
provided, to employee by the sending office during deployment
b. Additional considerations to be agreed upon between sending and
receiving office, covering additional matters related to the
deployment, such as:
i) Taxation
ii) Health care benefits (for example, if health care benefits do not
apply outside the sending office country)
iii) Insurances (e.g., life, disability, workers’ compensation, medical
evacuation, travel insurance, etc.)
iv) Vacation and sick leave allowances
v) Pension, superannuation
c. For emergency response deployment, due to the high intensity of
such a deployment, additional items to be included:
i) Deployment allowance to be paid to employee, preferably paid to
the employee while on deployment
ii) Compensation days, charged to the Response programme
d. For non-emergency deployment, daily rate to be paid by receiving
office to the sending office, to offset salary and other costs, such as
continued benefits
e. Travel costs to/from deployment location, and additional costs related
to travel such as visas, etc., as determined by World Vision to be
reasonable.
f. In-country costs in deployment location – lodging and meals (or per
diem) as determined by World Vision to be reasonable.
7. WV entities will comply with all applicable laws (above this policy) relating
to deployment arrangements described in this policy. Deployment
arrangements will be reviewed to ensure legal compliance with host and
sending country laws, including acquisition of required work permits and
any other legal requirements, such as payment into local social security
programmes. No deployments should be offered without successful
completion of all appropriate work permit requirements.
8. There are two Guidelines associated with this policy that help to
contextualise this policy to the standard required: Emergency Response
Deployments Guidelines, and Non-Emergency Response Deployments
Guidelines.
Deployment: a temporary arrangement, typically for up to three months, to
provide staff to: (1) respond to a Category III (CAT III) humanitarian
emergency; and/or (2) build capacity and/or fill short-term programming
capacity gaps and capacity building with GTRN-registered staff in other
Partnership locations; or (3) fulfill other short-term objectives by the
temporary reassignment of staff away from the WV office where the employee
is based (“sending office”) to another WV office (“receiving office”)
SCOPE:
BACKGROUND
Compensation Day: in this policy, a paid day to be taken off by an employee
in recognition of time the employee is away from the sending office during an
emergency response deployment; this is not charged to vacation time
WV entity: the WV legal entity which operates in and employs staff in a given
context, e.g., World Vision International (which is the registered legal entity in
many countries) or other WV legal entity, such as WVUS, WV Australia, WV
Kenya, WV Thailand, etc.
WV office: in this policy, referring to the operation (line management, cost
centre/s, etc.) of a national or programme office (support or field) or regional
office or other Global Centre office
Sending office country: the country from which the deployed staff member is
deployed
Receiving office country: the country to which the deployed staff member is
deployed
This policy applies to all World Vision entities across the Partnership in all
locations.
 Related Policies: Partnership Management Policies on Secondments and
International Assignments. Refer to Regional Deployment policies for
Category I and Category II emergency responses.
 P&C Portfolio: Staffing Solutions and Diversity
 This policy replaces the current Partnership Management Policy on
Emergency Response Deployments