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Handing Over Note

Handing Over Note

Handover Notes are documents created by staff members who are about to leave their positions, either temporarily or permanently, to assist their successor to carry out their duties. Handover notes shall be finalized during the week before the staff member leaves his/her position.

Any staff member who is about to leave his/her position permanently is required to write a Handover Note. They shall be written even when a staff member is leaving his/her position to assume new duties within the same mission or office.

In the case of a temporary absence, particularly if the absence is longer than four weeks, it is strongly suggested that the staff member shall agree with the supervisor on whether a Handover Note should be written and if so how detailed it needs to be. A staff member who was temporarily covering the functions due to a colleague’s absence shall also write a Handover Note to ensure a smooth transition back.

Handover notes shall be finalized during the week before the staff member leaves his/her position. Ideally, there should be a period of overlap with the staff member’s successor. If this is not possible, the staff member should send the handover note to his/her successor before departing and supplement the note with phone conversations or by e-mail.

If the successor has not yet been appointed, the staff member should leave a handover note with his/her supervisor. When staff members assume duties at new positions, they should request a Handover Note from their predecessors, if one was not received already.