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Programme and Operations Policies and Procedures

  
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Construction Works

The Construction Works policy applies to all construction works undertaken by UNDP in its development activities and management projects. It covers all aspects of construction such as civil, mechanical, electrical, and associated works - from taking initial steps to meet a need (or part of a need) by constructing a physical asset or facility - to UNDP's take-over of the completed facility, and, where applicable, handover of the facility to project beneficiaries.

The Construction Works Guidance Note is linked in clause 8 of the policy (document ID POPP-11-3238). It supplements the Construction Works policy and details how various clauses in the policy should be implemented, hence the documents contain similar headings. It is also linked in section 2.0, below the policy.

04/06/2020Procurement
Procurement

The following policies are available in Spanish. To access the content, click on the Spanish language tab of the respective policy page:

03/06/2020Procurement
Government Contribution to Local Office Costs (GLOC) from LIC and MIC

​The GLOC from LIC and MIC (Low and Middle Income Countries) policy is now available in Spanish. To access the document, click on the Spanish language tab.

03/06/2020Financial Resources Management
Select Responsible Parties and Grantees

Templates for on-granting clauses have been added to the policy, and operational guidance on low value grants has been linked in the procedures. (POPP-11-3253, POPP-11-3244, POPP-11-3258)

03/06/2020Programme and Project Management
Development Services

Embedded template for Development Services agreement. (POPP-11-3241).

02/06/2020Programme and Project Management
Supplier Performance Evaluation Form (Spanish)

The Supplier Performance Evaluation Form is now available in Spanish in the POPP templates library (document ID POPP-11-3235). It is also linked in clause 17.d.i. of the Contract Management policy.

18/05/2020Procurement
CDR Bridge Navigation Guide

The CDR Bridge Navigation Guide has been linked in clause 4 of the Combined Delivery Report (CDR) policy, and in step 1 of the CDR procedure table. It is also linked in clause 17 of the Direct Implementation (DIM) Modality policy. The document offers guidance on how to use the CDR Bridge platform, including how to register implementing partners. The guide is also available in the POPP templates library (POPP-11-3234).

11/05/2020Financial Resources Management
Combined Delivery Report (CDR)

The CDR POPP has been updated to reflect the new CDR Bridge Platform, a digital platform that will be used for certification and as a central repository for CDRs going forward. CDRs will automatically be generated from Atlas after closure of each quarter by OFRM and the CDRs delivered to the platform without any manual intervention from UNDP Offices. Offices will be required to review the CDRs in the new platform and have the option to send the reports electronically (via email), and have implementing partners certify the CDRs electronically in the platform. With the launch of the CDR Bridge, uploading of CDRs to the former SharePoint site is discontinued.

07/05/2020Financial Resources Management
Direct Implementation (DIM) Modality

Clauses 15 through 21 of the DIM policy have been updated to reflect the new CDR Bridge Platform, a digital platform that will be used for certification and as a central repository for CDRs going forward. CDRs will automatically be generated from Atlas after closure of each quarter by OFRM and the CDRs delivered to the platform without any manual intervention from UNDP Offices. Offices will be required to review the CDRs in the new platform and have the option to send the reports electronically (via email), and have implementing partners certify the CDRs electronically in the platform. With the launch of the CDR Bridge, uploading of CDRs to the former SharePoint site is discontinued.

07/05/2020Financial Resources Management
Information Security Policy

The Electronic Signatures policy has been linked under the 2.0 Related Policies section.

05/05/2020Information and Communications Technology
Electronic Signatures Policy

​The purpose of the Electronic Signatures policy and procedures is to guide UNDP units in their use of electronic signatures. The policy and procedures define the requirements for e-signatures and ask that UNDP Country Offices and business units review their business processes with the aim of eliminating handwritten signatures and replacing them with either their electronic counterparts, or with email or other system-embedded workflow approvals when possible or permitted. The policy and procedures cover e-signatures uses in UNDP’s internal operations, as well as transactions with external parties, where the use of electronic signatures has been agreed by the parties.

05/05/2020Information and Communications Technology
Sustainable Procurement
Clause 2 of the policy has been updated to include provisions for human rights, disability inclusiveness and gender in alignment with the United Nations Disability Inclusion Strategy (UNDIS)


04/05/2020Procurement
Government Contribution to Local Office Costs (GLOC) from LIC and MIC

​The revised GLOC from LIC and MIC (Low and Middle Income Countries) policy provides a detailed explanation of GLOC formulation from host governments in low and middle income countries, along with a computation of annual cash targets, recent flexibilities in target setting, and tracking and reporting of annual cash targets and payments. The procedures section has also been updated with the most recent reporting tools and guidance notes.

01/05/2020Financial Resources Management
Contract Management

The Amendment Letter template, linked in clause 17 (e) of the Contract Management policy, is now available in Spanish. It will be used for all amendments for the procurement of goods and services (POPP-11-3222). To access the document, click on the Spanish language tab.

27/04/2020Procurement
UNDP Guidelines on the use of P-6 and P-7 level positions

OHR has published guidelines on the use of P-6 and P-7 level positions. The purpose of these guidelines is to detail the characteristics of P6 and P7 positions to guide the classification exercise. The new guidelines are linked under the main Recruitment and Selection policy, section 2.0. 

24/04/2020Human Resources Management
UNDP Guidelines on Strategic Placements

OHR has published guidelines on Strategic Placements. The purpose of these guidelines is to instruct hiring units on how to document strategic placements. The new guidelines are linked under the main Recruitment and Selection Framework policy, section 2.0.

24/04/2020Human Resources Management
Gifts Policy

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.

23/04/2020Ethics
Recruitment and Selection

Paragraph 28 has been updated to clarify the conditions under which a staff member which is seconded to UNDP from his or her government can be renewed. The Policy has also been edited to remove references to the recruitment and selection of Resident Coordinators.

23/04/2020Human Resources Management
Special Leave

Paragraphs 16 and 22 of the Special Leave policy were updated to clarify that special leave for purposes of external employment will be approved only if it is deemed in UNDP's interest and to reinforce that this cannot exceed 24 months in duration. Where external employment is approved for purposes of accompanying a UNDP spouse reassigned to a duty station by UNDP, the time limit is extended to 60 months.

23/04/2020Human Resources Management
Contract Management
The Amendment Letter template in clause 17 (e) of the Contract Management policy will be used for all amendments for the procurement of goods and services (POPP-11-2475).
22/04/2020Procurement
Direct Project Costs (DPC)

​ The Direct Project Costs policy is available in French. To access the document, click the French language tab.

20/04/2020Financial Resources Management
Electronic Funds Transfer Standards

​The Electronic Funds Transfer Standards policy was updated throughout to capture the FGT method of electronic payment and align with current Treasury policies. Outdated content was removed.

16/04/2020Information and Communications Technology
Cost Recovery from Other Resources - GMS

​A table in clause 7 of the Cost Recovery from Other Resources - GMS policy was updated to include an additional line to clarify applicable cost recovery rates for the resources for Engagement facilities.

15/04/2020Financial Resources Management
Establishment and Use of Electronic Banking Systems

The Establishment and Use of Electronic Banking Systems policy has been updated throughout to reflect the ISO 20022 electronic banking interface and other minor changes. Step 1 of the 3.0 Procedure section now includes a link to the SOP for Web e-Banking template.

13/04/2020Financial Resources Management
Human Resources Management

The following policies are now available in Spanish. To access the content, click on the Spanish language tab of the respective policy page:

  1. Transition Pool
  2. Family Relationships
  3. Salary Advance
  4. Overtime Compensation

09/04/2020Human Resources Management
Human Resources Management

The following policies are now available in Spanish. To access the content, click on the Spanish language tab of the respective policy page:

  1. Home Leave
  2. Settling-In Grant
  3. Danger Pay
  4. Dependency Status and Allowances

08/04/2020Human Resources Management
Procurement

The International Commercial Terms (INCOTERMS) 2020 has been linked in clause 3 of the Shipping and Insurance policy and in the following templates:

  1. Long Term Agreement (Clauses 4 and 5) (Also available in Spanish); This template is in the POPP templates library (POPP-11-3138)
  2. GTCs for Contracts (Goods and-or Services) (Clauses 11.1 and 11.4) (Also available in French and Spanish). This template is linked in the General Considerations of Contracting Policy (Clause 27).
  3. Invitation To Bid (clause 5 and Form F) (Also available in French and Spanish). This template is linked in the Procurement Methods Policy (Clause 44).
  4. Request for Quotation (pp 4 and 10) (Also available in French and Spanish). This template is linked in the Procurement Methods Policy (Clause 29).

Differences between Incoterms 2010 and 2020:

  • The Incoterms FCA (Free Carrier) now provides the additional option to make an on-board notation on the Bill of Lading prior loading of the goods on a vessel.
  • The costs now appear centralized in A9/B9 of each Incoterms rule.
  • CIP now requires at least an insurance with the minimum cover of the Institute Cargo Clause (A) (All risk, subject to itemized exclusions).
  • CIF requires at least an insurance with the minimum cover of the Institute Cargo Clause (C) (Number of listed risks, subject to itemized exclusions).
  • The Incoterms rules Free Carrier (FCA), Delivered at Place (DAP), Delivered at Place Unloaded (DPU) and Delivered Duty Paid (DDP) now take into account that the goods may be carried without any third-party carrier being engaged, namely by using its own means of transportation.
  • The rule Delivered at Terminal (DAT) has been changed to Delivered at Place Unloaded (DPU) to clarify that the place of destination could be any place and not only a “terminal”.
  • The Incoterms 2020 now explicitly shifts the responsibility of security-related requirements and ancillary costs to the seller.
27/03/2020Procurement
Performance Management and Development

The Performance Management and Development policy and procedures have been updated with a view to:

  • Further strengthening accountability for performance and performance management;
  • Enhancing linkages between performance and other human resources management decisions; and
  • Further streamlining performance management processes and procedures.

The revision of the policy on PMD is part of a more comprehensive effort to improve the quality of talent management in UNDP and, as such, is closely linked to a series of other initiatives related to performance management (e.g. a new programme on reward and recognition), career management (e.g. talent interviews), succession (e.g. staff selection for key roles) and learning and development.

27/03/2020Human Resources Management
Financial Resources Management

The International Commercial Terms (INCOTERMS) 2020 has been linked in the following policies and/or procedures:

1. Inventory Management policy (Clause 10 and 11).

2. Receipt of Services procedure table (Step one).

3. Purchase Order (Commitments, Maintenance and Closure) procedure table (Steps two and eight). 

4. Combined Delivery Report procedure table [Step one (UNDP NIM Manual)].

5. Receipt of Goods and Application of Incoterms policy (Clause three). 

6. Receipt of Goods DAP and Application of Incoterms policy and procedure table (Clauses one & two and step eight). 

7. Receipt of Goods FOB and Application of Incoterms policy and procedure table (Clause one and step seven). 

Differences between Incoterms 2010 and 2020:

  • The Incoterms FCA (Free Carrier) now provides the additional option to make an on-board notation on the Bill of Lading prior loading of the goods on a vessel.
  • The costs now appear centralized in A9/B9 of each Incoterms rule.
  • CIP now requires at least an insurance with the minimum cover of the Institute Cargo Clause (A) (All risk, subject to itemized exclusions).
  • CIF requires at least an insurance with the minimum cover of the Institute Cargo Clause (C) (Number of listed risks, subject to itemized exclusions).
  • The Incoterms rules Free Carrier (FCA), Delivered at Place (DAP), Delivered at Place Unloaded (DPU) and Delivered Duty Paid (DDP) now take into account that the goods may be carried without any third-party carrier being engaged, namely by using its own means of transportation.
  • The rule Delivered at Terminal (DAT) has been changed to Delivered at Place Unloaded (DPU) to clarify that the place of destination could be any place and not only a “terminal”.
  • The Incoterms 2020 now explicitly shifts the responsibility of security-related requirements and ancillary costs to the seller.




27/03/2020Financial Resources Management
UNFCU Share Account Management

​The UNFCU Share Account Management procedures have been updated to reflect the centralized file processing by the Global Payroll Administrator and GSSU.

19/03/2020Financial Resources Management
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