A QUICK INTRODUCTION TO WFP HEADQUARTERS Rome, July 2010 Contents How to get to Parco de Medici page 3 The Buildings page 4 Security at HQ page 4 Your workstation page 5 Working hours and breaks page 5 Getting Started page 6 Useful Numbers page 6 WFPgo Intranet page 7 StaffNet page 7 Services at HQ page 8 Medical Service page 9 Fire Safety at Headquarters page 10 Leave page 11 2 How to get to Parco de Medici Car Take the Rome-Fiumicino airport highway and exit at Magliana Vecchia. FAO Bus Train Daily bus service connecting WFP and FAO. From WFP: 09.05, 09.10, 10.50, 12.10, 14.10, 15:10, 16.10 From FAO: 10.10, 11.30, 13.40, 14.40, 15.40 Take the Fara Sabina –Fiumicino Airport Line. Get off at Muratella, turn right outside the station and follow signs to WFP. Alternatively, take the shuttle bus connecting Muratella station with the two WFP buildings (see below). Trains to Muratella depart every 15 minutes. Train tickets (―BIT‖ – the same used for the Metro and buses) can be purchased at stations, newsagents, tobacconists and bars and cost 1 euro each way. Shuttle Bus “Muratella” In the morning, the shuttle bus departure time coincides with arrival of trains at Muratella. Please note that the shuttle bus cannot usually transport more than 9 passengers. Evening departure times as follows: WFP St Martin Train 17.03 17.04 17.12 17.15 17.16 17.25 17.30 17.31 17.40 17.45 17.46 17.55 18.00 18.01 18.10 “Saracini” Shuttle bus Shuttle bus service ―Saracini‖ connecting EUR and Parco de Medici, mornings and evenings only. Mornings: Departure: Viale Europa corner junction with Viale Shakespeare. Stops at: Viale Europa junction with Viale Tupini METRO Magliana - WFP. Times: 07:25 - 07:40 – 07:50 - 08:00 - 08:10 – 08:20 - 08:30 – 08.40 – 08.55 – 09.10 Evenings: Departure: WFP, at the roundabout in front of WFP marble sign. Stops at: METRO Magliana - Viale Europa junction with Viale Tupini – Viale Europa junction with Viale Shakespeare. Times: 16:30 - 16:45 – 16:55 - 17:05 - 17:15 17:25 – 17:35 - 17:45 - 18:00 - 18:30 – 19:00 Please note that all timetables cited above may be subject to change. You can get the latest timetables from the reception areas of both WFP buildings. 3 The Buildings The WFP Main Building develops over 7 floors. Each floor is divided into 4 towers which are distinguished by different colours. : Yellow Tower, Green Tower, Blue Tower and Red Tower. All rooms are coded with the floor number, the Tower color initial and individual work space numbers. (i.e. 4Y40, 6B14) A recreational/smokers area with vending machines can be found outside the reception on the ground floor. Use of the parking area requires a parking permit which can be issued by the building pass office. Human Resources is situated in the St. Martin Building, Via Cesare Giulio Viola, 31. A Bar and vending machines can be found on the ground floor. Security at HQ BUILDING PASSES: SIGN IN/OUT Anyone entering the WFP premises must hold a valid WFP Building Pass. Passes are issued by the Reception Desk in the Main Building located on the Ground floor, from 13.00-16.00. All staff members are requested to sign the appropriate Sign In/Out Book at the Reception for security and insurance purposes during off-time working hours i.e. before 7:30 a.m. and after 18:00, and during weekends WFP SECURITY MATTERS: Guards have the authority to inspect all parcels carried out of or into the premises. Prior authority and official forms must be displayed to the guards before any equipment of WFP property is removed from the building. You must, always show building pass and parking permit when entering WFP premises 4 Your workstation You are provided with a desk, a chair, a computer, a telephone and necessary stationary such as pens, pencils, markers etc. Your work station number is located on the wall next to your desk. Each unit has a focal point for stationeries. The focal point has access to the application system. Stationery deliveries are carried out on a weekly basis. In your unit there may be stationary in stock for your immediate use. Make sure to lock up valuables and sensitive material when away from your desk. Working hours and breaks Working hours From 8:30 a.m. to 5:00 p.m., Monday Friday. Lunch break One hour and should be taken between 12.00 and 14.00 Where to eat WFP Main Building’s Cafeteria is open from 12:00 – 14:00, serving a wide variety of food (national/international cuisine, vegetarian dishes etc). There is something for everyone here. WFP Main Building’s Bar is open from 07:45 – 17:00, serving sandwiches, yogurt and fruit. St. Martin Building’s Bar is open from 07.45-17.00, serving sandwiches, salads and a choice of hot dishes. Bosch – cafeteria/bar situated next to the WFP building. L’Angolo - Via Giulio Cesare Viola, 17 - restaurant & large cafeteria. Holiday Inn Restaurant - Via Castello Della Magliana, 55. More suitable for business lunches. That’s Amore - Pizzeria/buffet located at Warners Theatre. 5 Getting Started SETTING-UP YOUR COMPUTER, LOTUS NOTES ACCOUNT AND INTERNET ACCESS Upon arrival, call the I.T Service Desk ext. 2222, informing them that it is your first day and you are calling to activate your computer, Lotus Notes account and internet access. Our I.T Service Desk colleagues will talk you through the necessary steps. GENERAL TELEPHONE INFORMATION To contact Switchboard Dial 9 To make a call External: Please note that a pin is required for making official external calls. You will be given this information shortly after your arrival. Internal: Lift the handset and dial the desired 4-digit extension. To transfer a call Ask the caller to hold the line and press the INQUIRY key>dial the requested number>announce the call>press the TRANSFER key. To divert calls “Follow me” Go to the handset that needs diverting and dial *21* followed by the extension to which calls should be diverted, followed by #. To cancel, dial #21#. To activate voicemail Send an email to [email protected], requesting activation of your voicemail. You will be contacted shortly afterwards with the instructions. Useful Numbers MEDICAL EMERGENCY COMPUTER HELP DESK Ext 2888 Ext 2222 FIRE MAINTENANCE 06 6513 1 Ext 2424 Ext 2992 (pager) FAO SWITCHBOARD SECURITY DESK/RECEPTION SWITCHBOARD 06 5705 1 Ext 2901/2902 Ext 9 IFAD SWITCHBOARD STAFF COUNSELLOR WFP SWITCHBOARD FROM OUTSIDE 06 5459 1 Ext 2235 A COMPLETE STAFF DIRECTORY CAN BE FOUND ON WFPgo 6 WFPgo Intranet The WFPgo Intranet site provides a vast amount of up-to-date and useful information about our Organization. Further details on the points in this booklet can be found there, as well as: - Latest news - Circulars and Directives - Executive Board Documents - Logistics - Manuals and Guidelines - Operations - Porta Portese Bulletin Board - Staff Issues / Staffnet - Wings - Document archive ―Docustore‖ - WFP Directory .........AND MUCH MORE: http://go.wfp.org/web/wfpgo/home Take your time to navigate and get to know WFPgo StaffNet StaffNet is a password protected, internal WFP website. It is a staff management and recruitment tool. StaffNet is divided into four sections to serve the unique needs of staff, managers, staffing coordinators and human resources officers. Depending on your duties, you will have access to one of more of the sections. WHAT STAFF CAN DO: Find specific CVs Submit/update Online-CV Use search tools to find applicants with Apply for posts, professional profiles, and specific skills emergency rosters Shortlist applicants Get an overview of own applications Create tailored interviews Email notification of applications to ADDITIONAL INFORMATION IN STAFFNET managers Links to UN job sites and Learning Web Update emergency contacts Duty station incentives WHAT MANAGERS, STAFFING COORDINATORS AND HR OFFICERS CAN DO: HR contacts in HQ View applicants for recruitment Staffing Coordinator list Find TAUs and interns 7 Services at HQ Main Building, First floor, 1R00 BANK & BANCOMAT Banca Intesa & Bancomat Main Building, First floor, 1Y37 08.40-13.35 / 14.45-16.20 Ext: 2912/2941 Banca Popolare di Sondrio & Bancomat Main Building, First floor, 1Y70 09.30-13.30 / 14.30-15.30 St Martin, Ground Floor (behind the Bar) 08.30-13.30 / 14.45-16.15 Ext: 3470 COMMISSARY Staff Members can shop in the Commissary once they have been granted entitlement. Main Building, Ground floor Closed Monday. Tuesday to Friday, 11.00-14.00 / 16.00-18.00 Ext: 2923 CREDIT UNION Main Building, First floor, 1Y14 Tuesday, Wednesday and Thursday, 09.00-12.30 Ext: 2926 DRY CLEANING Main Building, First floor, 1Y12 Tuesday 10.30-12.30 Ext: 2786 GYM Main Building, Basement. For timetable, visit WFPgo LIBRARY Main Building, First floor, 1G13 Reading Room, 1G35 Monday-Friday, 08.30-17.00 Ext: 2464 NEWSSTAND Main Building, Ground floor Monday to Friday, 07.30—16.45 Ext: 2921 PHOTO SHOP Main Building, First floor, 1Y00 Wednesday & Friday, 14.30 - 15.30 Ext: 2924 POST OFFICE Main Building, Ground floor Monday to Friday, 08.30-14.00 Ext: 2920 PRINT SHOP Main Building, Basement. Ext: 2454 TAILOR Main Building, First floor, 1Y04 Monday – Friday, 09.00-13.00 / 13.30-17.00 Ext: 2151 TRAVEL AGENCY Main Building, First floor, 1Y12 Tuesdays from 10.30-12.30 Ext: 2786 INTERNET CAFÉ 8 Medical Service Wednesday and Friday, mornings only. DOCTOR’S CLINIC Dr Sergio Arena WFP Medical Officer Official medical examinations & consultations for official purposes, work-related issues and occupational health issues. Main Building, 1Y36 Hours by appointment: Monday, Tuesday and Thursday, all day. For an appointment, contact Ms Vanessa Poloni, Ext: 2933 NURSE’S CLINIC HOURS Nurses: Main Building, 1Y33 Ext: 2971 Walk-in Clinic, hours: 08.30-10.00 14.00-14.30 16.00-16.55 VACCINATION CLINIC Administration of vaccines for official travel only, by prior appointment. 10.00-11.30 Ext: 2991 TRAVEL ADVISORY Official travel only. Programming vaccination schedules, travel advice etc. By prior appointment. 14.30-16.00 Ext: 2991/2971 If door is closed &/or engaged sign is on, in an urgent medical emergency, dial 2888 from the phone in the waiting room Outside hours, or in nurses' absence, diversion is to the Security Guards Desk (trained First Aiders). Aspirin, Panadol, disinfectanct & plasters, etc. are available here. An ambulance with/without doctor on board will be arranged by them if necessary EXT.2888, MEDICAL EMERGENCIES AND FIRST AID (2991 & PAGER / 2901/ 2902), RECEIVE ABSOLUTE PRIORITY DURING OFFICE HOURS. 9 Fire Safety at Headquarters A floor-plan indicating emergency exits and all relevant evacuation information has been placed in the corridor of each floor. Each floor in each tower is under the direction of a designated Fire Warden and an Alternate who will be responsible for directing and ensuring safe evacuation of Staff and visitors during emergencies. IF YOU DISCOVER A FIRE Call the Fire Emergency extension 2424 or the WFP Security Desk ext. 2901 and give an accurate report of the location and size of the emergency. Warn others in the immediate vicinity of the fire who may be in danger, but without delay: Evacuate the building. IF THE ALARM SOUNDS Immediately STOP your work. Do not leave chair and other obstructions in aisles/paths. Proceed with evacuating the building in orderly fashion using the posted signs and emergency staircases. Do not, panic! 10 Leave Annual Leave (Not applicable to Voluntary Assistants) Annual leave must be requested and authorized in advance. Two and a half working days of annual leave are accrued each month. In addition you have 2 ―floating days‖ to be taken between 01/01-31/12; these can be requested at any time. Consultants and staff on daily contracts are not entitled to annual leave and must fill in an attendance sheet every month. These can be found on WFPgo>Staff Issues>Forms Human Resources. Sick Leave Staff members are responsible for informing their supervisors as soon as possible of absences due to illness or injury. Staff members may be required at any time to submit medical certificates as to their condition, or to undergo examination by a WFP-designated practitioner. If sick leave exceeds 3 days a certificate must be provided by the staff member. Official Holidays 1 January, New Year's Day Friday before Easter, Good Friday Monday after Easter, Easter Monday 1 May, Labour Day 15 August, Day of Assumption 1 November, All Saints' Day 25 December, Christmas Day 26 December, Boxing Day Some Official holidays that fall on a weekday may be compensated by a day off during the week. The yearly lists of official holidays is available on WFPGo > docustore. Leave application Forms can be found on WFPGo under “Quick Links” > Forms / Templates > Human Resources > Forms for all WFP Staff > Applications. FOR ANY HUMAN RESOURCES RELATED QUERIES, SEND AN EMAIL TO: [email protected] ―Here to Help You – AskHR‖ 11