YPP Mentor: Advice from former World Bank Young Professionals

THE WORLD BANK/Bank Group/M.I.G.A./IFC OFFICE MEMORANDUM 

DATE: July X 

TO: X (UPI X) 

FROM: X 

EXTENSION: X

SUBJECT: Memorandum of Indefinite Assignment 

We are pleased to confirm your Indefinite Assignment to Washington D.C. This memorandum summarizes the provisions that apply to this assignment. Enclosed with this Memorandum is an estimation of the benefits you are eligible to receive under this Indefinite Assignment, calculated as of July X. 

If you reach your mandatory retirement date or Term Appointment end date while you are on this Assignment, your Indefinite Assignment will end on your term end date/mandatory retirement date whichever comes earlier. 

Staff Rule and Procedures on Global Mobility Support for Indefinite Assignments 

The benefits defined for this assignment are described in Staff Rule 6.25, on Global Mobility Support for Indefinite Assignments. These benefits are summarized in the following paragraphs.

All allowances and benefits described below will be paid in the currency of your salary unless specified in the directives and procedures of indefinite assignments. 

Relocation Benefits 

For relocation to Washington D.C on an indefinite assignment, you will be provided a relocation benefits. The benefits are cost limited to relocation from X, X to Washington DC, and include the following: 

I. Relocation Travel 

For relocation to Washington D.C, we will provide one-way air ticket between X, X and Washington D.C for you and each eligible member of your immediate family who relocates with you, by the most direct routing and cost effective route as follows. 

a. Less than business class air, if the flight duration is less than five hours, and less than first class, if the flight duration is more than five hours; 

b. First class rail or bus where no air travel facilities are available for all or a portion of the relocation travel, or 

c. Payment for mileage for travel by private or rental automobile in accordance with AMS 3.10

Children less than 6 months old will be eligible for an infant fare with no seat. The fares will be determined in accordance with airline regulations. Children traveling by rail or bus will be provided with the most cost-effective fares available under the regulations of the carrier. 

II. Shipping of Household Goods 

You may choose to have the Bank Group handle your shipping arrangements, or you may elect the Optional Removal Grant. The Bank Group’s Shipping Office cannot assist staff members who elect the Optional Removal Grant. Please advise us as soon as you have made a decision regarding shipping. 

Surface/Air Shipments (available only to staff who do not choose the Optional Removal Grant) Shipment and/or storage includes packing/unpacking (except the disconnection and connection of electronic devices including but not limited to sound/entertainment systems and computers), and will be paid to the following limits:  

Shipping of up to one 40-foot container of household goods;  

Excess baggage grant of $X;  

Transportation grant of $X  

Storage in transit for up to 90 days either at origin or destination of the shipment;  

Up to $200,000 insurance coverage provided for all shipments and the World Bank will pay half the premium for any additional insurance coverage that you may purchase; 

The Bank Group will not pay any customs, import, export or related charges which may be levied on any goods or any automobile you may decide to ship. 

The Bank Group will not arrange for the transportation, shipment, storage or insurance of pets, livestock or other animals, plants, firearms, ammunition, heavy machinery, watercraft, aircraft, or motor vehicles other than automobiles. 

Optional Removal Grant 

You may elect a cash lump-sum Optional Removal Grant as follows:  

For staff relocating with one or more eligible dependents - $X 

For staff relocating with no dependents - $X  

If you choose the Optional Removal Grant, you must make your own shipping arrangements and may not contact the Bank Group’s Shipping Office for assistance. The optional removal grant is in lieu of surface shipment, storage in transit, insurance coverage for the shipment, excess baggage grant of $X and Transportation Grant of $X. 

III. Relocation Grant 

To help defray relocation expenses, staff will be paid a lump sum relocation grant in the amount of $X if relocating without dependent children or $X if relocating with dependent children. Such expenses include in-and-out transportation, airport taxes, meals, and all other expenses related to relocation. As such, travel expense reimbursements cannot be claimed on a relocation travel Statement of Expenses. As you will be relocating with no dependent children, you are eligible to receive $X as relocation grant. 

IV. Temporary Living Allowance 

You will receive a temporary living allowance for the first 30 days after reporting in your duty station. Your allowance will be equal to 125% of the hotel per-diem since you are relocating without dependent children or 175% of the hotel per-diem since you are relocating with dependent children. 

As you will be relocating with no dependent children, you are eligible to receive 125% of the hotel per-diem as Temporary Living Allowance. 

Resettlement upon Termination 

Upon your termination, you may be eligible for Resettlement Benefits, as provided in Staff Rule 7.02, Benefits on Ending Employment, as amended from time to time. 

Expatriate Benefits 

Expatriate staff members holding G4 visas on indefinite assignments at grade GF+ and whose duty station is Washington D.C are eligible to receive a Mobility Premium for up to 5 years from the start of their indefinite assignment in Washington D.C. 

Special provisions apply to:

 - Staff members who are appointed eligible for mobility premium, but are married to or partnered with staff members of the Bank Group or International Monetary Fund who also are eligible to receive expatriate benefits. 

- Staff members who are reappointed to the Bank Group within three years of end of employment and who received expatriate benefits during the prior appointment. 

Amount of mobility premium 

The amount of the mobility premium will be calculated and paid over an Eligibility Period of five years, with respect to a staff member appointed after January X, his/her spouse or domestic partner, and each dependent child by multiplying the Midpoint of grade GG by the sum of the applicable percentages for each of these individuals: 

The premium is paid quarterly in arrears based on family status on the first day of the quarter at the end of March, June, September and December. 

Suspension of Eligibility Period

Mobility premium is suspended when a staff member is on a temporary assignment outside the United States, on leave without pay, on a telecommuting outside of the duty station, or on external service. 

Mobility premium is reduced while a staff member is on reduced work schedule. Once an eligible staff member returns to full pay status, or from telecommuting/external service/temporary assignments mobility premium resumes. 

Termination of Eligibility 

Please be aware that if you relinquish your G4 Visa status, you will lose eligibility for the Mobility Premium. 

Conflicts with Staff Rules and Procedures 

If there is any conflict between the information provided in this memorandum and the Staff Rules on Global Mobility Support for Indefinite Assignments and Procedure on Global Mobility Support for Indefinite Assignments, the Staff Rules and Procedure will govern. Please note that the Directive and Procedure are subject to change from time to time, and that you are subject to these changes. 

Agreement to Terms and Conditions 

Additional policies and procedures relating to this assignment are set forth in the guide (directives and procedures), Summary of Benefits for Open and Term Staff. Full information will be obtainable when you report for duty. 

Please indicate your acceptance of this offer of memorandum and your understanding of its terms and conditions by electronically signing your memorandum and submitting via POINT. 

The memorandum of indefinite assignment forms part of the 10-page letter of appointment. To view the full sample offer letter at no cost, click on the free preview button