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Programme and Operations Policies and Procedures

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Non-Core Contributions

The Non-Core Contributions policy is now available in French. To access the document, click on the French language tab.

03/08/2021Financial Resources Management
Evaluation of Offers

The Preliminary Examination Template – for RFPs and ITBs is now available in French (POPP-11-3584).

Bring Your Own Device and Acceptable Usage of ICT Resources

​The main Bring Your own Devices and Acceptable Usage of ICT Resources policy changes are as follows:

These changes will also close a 2020 UNBOA recommendation.

01/07/2021Information and Communications Technology

​The revised UNDP Security Policy and procedures outline UNDP’s Security Framework within the United Nations Security Management System (UNSMS) and provides UNDP managers and personnel with guidance and tools to manage day to day security related matters. The policy aligns with recent UNSMS policy updates and enables UNDP to achieve its goals as established in the UNDP Strategic Plan and is in line with the UNSMS mission statement of ensuring the security of UNDP, UNV and UNCDF personnel, premises, assets and operations.

Programme and Project Management

​The following PPM chapters have been updated to align with the January 01, 2021 HACT changes:

  1. Select Implementing Partners (policy clause 7 and procedure step 2.0)
  2. Select Responsible Parties and Grantees (policy clauses 6 and 17; procedure table 1, step 3.0)
  3. Deliver Results (procedure step 3.0)
Additionally, the Partner Capacity Assessment Tool (PCAT) has been updated to align with the HACT updated thresholds and also includes procurement capacity assessment for GEF & GCF-funded projects. 

29/06/2021Programme and Project Management
Procurement Methods

Direct Contracting provision of the Procurement Methods policy was added to align with UNDP's Financial Rules and Regulations.

Programme and Project Management

In order to assist offices in their costing and budgeting of project activities, PPM procedures "Prepare Fully Costed Budgets for Projects" have been added. These procedures provide guidance on how to budget direct and indirect costs including personnel and operating costs, as well services by UNDP offices to projects. They also provide a sample project budget template by activities and budget inputs and a sample timesheet template when estimating UNDP services to projects. Budgeting and costing requirements of the specific funding partners (EU, GEF and Global Fund) are also available here. These updates are reflected in the following PPM chapters:  

  1. Formulate Programmes and Projects policy (clauses 41-42, 47 and 49)
  2. Formulate Development Projects procedures (Step 3.2) 
  3. Formulate Development and Institutional Effectiveness Projects procedures (Step 1.1) 
  4. Engagement Facility procedures  (Step 3.1) 
  5. Multi-Country and South-South Projects procedures (Step 3.1) 

17/06/2021Programme and Project Management
Appraise and Approve

Effective April 30, 2021, updated Delegation of Authority letter templates for GEF and GCF programming have been uploaded to POPP and linked in step 2.1 VERT of the Appraise and Approve Development Project procedures. These include: 

1. UNDP-GEF DOA master template for GEF PPG 

2. UNDP-GEF DOA master template for GEF Trust Fund LDCF SCCF NPIF

3. UNDP-NCE DOA master template for GCF full funding proposal

4. UNDP-NCE DOA master template for GCF NAP-Readiness 

15/06/2021Programme and Project Management
Formulate Programmes and Projects

Effective January 10, 2019, an updated template for the UNDP GEF Initiation Plan to programme the PPG received from the GEF has been uploaded and linked in step 2.2 OPT of the Formulate Development Projects procedures. This is effective for all PIFs approved as of GEF June work programme 2019.

15/06/2021Programme and Project Management
Formulate Programmes and Projects

Effective April 30, 2021, a new time tracking system has been developed to be applied by UNDP personnel designated to provide oversight services on the Vertical Fund (GEF Family of Funds, GCF, and AF) financed projects. The system is designed to track time spent on providing vertical fund-specific Project Cycle Management Services (PCMS) and vertical fund related Corporate Activities. These services are defined by the Council and Board of the GEF, GCF and AF, respectively and include oversight services to ensure that project execution (by the Implementing Partner) meets the standards and requirements of the respective vertical funds and UNDP Policies and Procedures. Details are further outlined in the Guidance Note, which is linked in step 1.1 ALT of the Formulate Development Projects procedures. 

15/06/2021Programme and Project Management
Internal Control Framework

​The purpose of the Internal Control Framework (ICF) policy is to help UNDP achieve its goals and to provide accountability for its activities. An effective internal control system provides reasonable assurance to UNDP regarding the achievement of its objectives in the following categories:

  • Promotion of orderly, ethical, economical, efficient and effective operations;
  • Meeting accountability obligations by making available reliable and relevant internal and external financial and non-financial information, through the maintenance of proper records and information flows;
  • Safeguarding resources from inappropriate use, loss, or damage due to waste, abuse, mismanagement, errors, fraud and irregularities;
  • Compliance with applicable regulations, rules and internal policies.
The Operational Guide to the Internal Control Framework supplements the Internal Control Framework (ICF) policy to bring together the main existing prescriptive content within the Programme and Operations Policies and Procedures (POPP) with respect to internal controls, and help UNDP offices implement effective internal controls. It draws upon acknowledged international best practices, while taking into account the characteristics of UNDP.

National Personnel Services Agreement

​The National Personnel Services Agreement (NPSA) is a new policy intended to improve and align the conditions of national personnel globally. It provides for inclusion of NPSA holders through access to training, learning and career opportunities, and provides for a fair and consistent set of benefits equal to all NPSA holders globally in terms of annual leave, sick leave, lump sum towards pension schemes of choice, possibility for commutation of annual leave to cash, to mention a few. It also provides for a lighter administration of contracts, for example, by using existing salary-setting methodologies to minimize administration, but also to ensure consistent levels of classification across all modalities.

01/06/2021Human Resources Management
Planning and Paying for Delivery Enabling Services to Projects

“Planning and Paying for Delivery Enabling Services to Projects” replaces the previously issued POPP Direct Project Costing (DPC) and Attribution of DPC Through a Stand-Alone Project to provide clear and concise guidance on how to plan and pay for UNDP services to its projects.

01/06/2021Financial Resources Management
Project Petty Cash Fund (PPCF)

​An explanatory note was added to clause 1 of the Project Petty Cash Fund (PPCF) policy for the “Support to NIM” implementation.

30/04/2021Financial Resources Management
Project Cash on Hand for DIM Projects (PCH)

​An explanatory note was added to clause 1 of the Project Cash on Hand for DIM Projects (PCH) policy for the “Support to NIM” implementation.

30/04/2021Financial Resources Management
Formulate Programmes and Projects

The Vertical Funds Needs Assessment Tool (VF-NAT), as well as a VF NAT user guide and an FAQ file have been added under Procedure No. 1.1 ALT of the Formulate Development Projects procedures of the Formulate Programmes & Projects policy. The VF-NAT has been developed as a part of the OAI GEF audit management actions. The VF-NAT will be piloted between May-Dec 2021 when new VF programming requests are received. After the pilot phase, following a review and refinement, the tool will be rolled out in support of VF programming, in conjunction with the IWP process for 2022.

30/04/2021Programme and Project Management
Individual Contract

​The Statement of Health template (for Individual Contract) is now available in the POPP templates library.

Visas at Headquarters (New York)

The updated P.210 Application for US G-5 Visas form, PT.63B Request for Change for G-5 Visa Status and P.210AA G-5 Employment Contract Template forms are now available in the Visas at Headquarters (New York) policy under the Templates and Forms section.

28/04/2021Administrative Services
Quality Standards for Programming

The paragraph on programming principles has been updated to reflect UNDP’s five programming principles: Leave No One Behind, Human Rights, Gender Equality and Women’s Empowerment, Sustainability and Resilience and Accountability.

19/04/2021Programme and Project Management
Formulate Programmes and Projects

The policy has been updated to include a clause for projects where UNDP plans to engage with the non-UN security sector that the UN's Human Rights Due Diligence Policy (HRDDP) applies which aims to ensure UNDP does not provide support to entities committing grave violations of international humanitarian, human rights and refugee law. The Formulate Development Projects procedures have been updated to include the UNDP HRDDP Implementation Framework Tool as a risk assessment tool if UNDP plans to engage with the non-UN security sector.

15/04/2021Programme and Project Management
UN Travel Documents and National Passport

The United Nations Travel Documents Programme (UNTDP) within the Travel and Transportation Section (TTS) of the Department of Operational Support (DOS) has issued a "Standard Operating Procedure for the Issuance of United Nations Travel Documents" (SOP).  This SOP supersedes the 2012 edition of "The Guide to the Issuance of United Nations Travel Documents" (the Guide) as of 1 April 2021.  

Due to constantly evolving security situations, the list of common criteria for exceptions that were previously applied (Section D, paragraph 10 of the Guide) no longer apply.  

Under the revised procedures RRs at the D1 level or below will not receive a red UNLP unless the request is signed off by the UNDP Administrator and approved by the USG of DOS.

The form to request the cancelation of a UNLP (TTS.7) has been updated by TTS.

09/04/2021Administrative Services
Individual Contract

​​The Statement of Health template in Spanish (for Individual Contract) is now available in the POPP templates library.

ICT Standards Policy
The ICT Standards policy, formerly known as Minimum Standards for ICT Infrastructure and Telecommunications, has been updated to include the following:
  • Overall review and update of the policy
  • User equipment standards update
  • Standard software section update
  • Electronic signature section added
22/03/2021Information and Communications Technology

The following partnerships documents are now available in the POPP templates library:

  1. MOU with Government
  2. MOU with UN Entities and International Organization

The following templates are now available in the POPP library and linked in the Fellowship policy and procedures:  

04/03/2021Human Resources Management
Revenue Management for Joint Programming

The Revenue Management for Joint Programming policy is now available in French. To access the document, click on the French language tab.

03/03/2021Financial Resources Management
Probation upon Appointment

​Following the approval by the Administrator of the decision to implement two-year renewal cycles for Fixed-Term Appointments, BMS/OHR is introducing a supporting measure to ensure that all new staff on initial fixed term appointments of more than one year are subject to a probation period prior to being confirmed in their positions.

The probationary period will allow UNDP to manage the relationship more flexibly, so that managers can address problems, if any, before confirming a new staff member into a two-year appointment. Furthermore, it focuses managers’ attention on the first year of employment of a new staff member so that they provide the clear guidance which underpins a successful start in a new position in UNDP.

Under the proposed policy, the probation period will give managers the opportunity to assess new staff members on the job, over a period of 10 months before deciding to either confirm or terminate the appointment. In certain circumstances, the probationary period can also be extended for up to 6 months. The policy will take effect on 1 March 2021.

01/03/2021Human Resources Management
Performance Management and Development

​The Performance Management and Development policy was amended to include reference to the Probation upon Appointment policy, which will apply to initial appointments of more than one year.

01/03/2021Human Resources Management
UN Agency Services

The hyperlinks under clause 7 of the Service Clearance Account (SCA), Charging, Billing and Fee Collection policy, and in step 5 of the UN Agency Services procedure table have been replaced with the On Demand Jobaid for CRN BillThe previous document, Atlas Ondemand site is no longer active.

26/02/2021Financial Resources Management
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