Gifts Policy

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Focal Point

Kanwarjit SACHDEVA

Effective Date

22/04/2020

Planned Review Date

31/12/2023

Version

2.0

Latest updates

April 23, 2020 - The Gifts Policy assists UNDP personnel in regulating their conduct when offered gifts or other items, irrespective of value and source in the course of their functions. The policy delineates and formalizes personnel reporting obligations, and distinguishes between obligations related to the receipt of gifts from governmental and non-governmental entities, including whether the gifts are valued below or above USD 30. The policy also provides the Organization with procedures to follow with regards to the recording and disposition of gifts.

Relevant Regulations and Rules

Standards of Conduct for the International Civil Service (2013)
Staff regulations and staff rules, including provisional staff rules, of the United Nations
UN Status Basic Rights and Duties of non UN Sec. Officials and Experts (ST/SGB/2002/9)
UNDP accountability system (DP/2008/16/Rev.1)

Policies

Main Policy

Gifts Policy

DOCX (78.63 KB)

View Download

Related Policies

Accountability System Policy

Procedures

Main Procedures

1

Steps

The Gifts Administrator will establish and maintain a Registry for all gifts, honours, decorations, favours and hospitality, received by UNDP personnel as of the date this policy takes effect.

The Registry will include the following information:

The name and functional title of the recipient;
The name of the governmental or non-governmental source;
A description of the item and the circumstances that led to it being presented;
The date of receipt; and
The action taken for the item's disposition, including if the item is transmitted to the Gifts Administrator.

Responsible Party

Gifts Administrator

Template/Guideline

Explanatory Notes

2

Steps

If an individual becomes aware that they are to be offered a gift or item, other than remuneration from a non-government source that is not an individual or entity doing or seeking to do business with the UN/UNDP, and wishes to accept the item on an exceptional basis, they must first obtain their Head-of-Office or Resident Representative’s agreement and then complete and submit to the Gifts Administrator the UNDP Gift Declaration and Registration Form.

The individual shall not accept the offered item unless formal approval is granted by the Gifts Administrator. Where required, the Gifts Administrator may consult with the Ethics Office, the Legal Office and other offices in UNDP prior to communicating a decision to the individual.

Responsible Party

Head-of-Office or Resident Representative,

Gifts Administrator

Template/Guideline

Gift Declaration and Registration Form

Download

Explanatory Notes

3

Steps

If the Gifts Administrator approves the request, they shall inform the individual in writing and record the item in the Registry. In cases of approval, the Gifts Administrator will determine the final disposition of the item, including:

Authorizing that the item be retained by the recipient;
Authorizing that the item be retained by UNDP and displayed in the respective UNDP office;
Instruction for the item to be sent to the Gifts Administrator for retention by UNDP and returned to the UNDP personnel further to their separation from service;
Instruction for the item to be sent to the Gifts Administrator for disposition by UNDP, including monetization for the benefit of UNDP or other group as determined by UNDP; or
Any other means of disposition determined by the Gifts Administrator to be in the best interests of UNDP.

Responsible Party

Gifts Administrator

Template/Guideline

Explanatory Notes

4

Steps

Should the Gifts Administrator not approve the request, the individual shall be instructed in writing by the Gifts Administrator to decline the offered gift or other item.

Responsible Party

Gifts Administrator

Template/Guideline

Explanatory Notes

1

Steps

Within seven calendar days of receiving, without prior UNDP approval, a gift or other item from a governmental or non-governmental source for any of the reasons stated under paragraphs 15 – 25 of the Gifts Policy, the recipient must notify their Head-of-Office or Resident Representative, complete the UNDP Gift Declaration and Registration Form, and submit the form to the Gifts Administrator (gifts.administrator@undp.org).

Responsible Party

Head-of-Office or Resident Representative,

Gifts Administrator

Template/Guideline

Gift Declaration and Registration Form

Download

Explanatory Notes

2

Steps

Upon receipt of a completed UNDP Gift Declaration and Registration Form, the Gifts Administrator shall record the declared item in the Registry and, in addition to the options listed under paragraph 30 of the Gifts Policy, may instruct the staff that the item be declined and returned to the source.

Responsible Party

Gifts Administrator

Template/Guideline

Explanatory Notes

3

Steps

Regarding items that may be held by UNDP, pending being returned to the recipient upon their separation from UNDP, the Office of General Operations is limited to storing personalized medals, small plaques, and other similar items. The Office of General Operations will be responsible for determining how such an item will be stored.

Responsible Party

Office of General Operations

Template/Guideline

Explanatory Notes

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