Programme and Operations Policies and Procedures

 

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

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:  

• Fellowship Partnership Agreement Template (step 1; policy clause 9)
• Fellowship ToR (step 2; policy clause 19.a.)
• UNDP-Funded Fellowship Undertaking Letter (step 8; policy clause 11)

​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.

​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 Bill. The previous document, Atlas Ondemand site is no longer active.

​A new SLA between UNDP and UNDSS was signed in 2019, replacing the 2006 MoU. Clause 18 of the Furniture and Equipment: Acquisition and Maintenance policy has been updated to link to the new SLA.

​The Procurement Oversight and Procurement Review Committees policy was updated to reflect the streamlining of direct review for ACP/RACP Chairs that was approved in 2018 by BMS.

​The International Personnel Services Agreement (IPSA) is a new policy which fills a gap in existing contractual modalities related to project-based international personnel.

​The following templates are now available in Spanish and linked in clause 32 of the Spanish Vehicle Management policy version. To access the content, click on the Spanish language tab.

1. Memorandum of Acceptance of Temporary Custody of UNDP Property
2. Waiver of Liability for UNDP Vehicles

A one-stop-shop link to all environmental vertical fund (GEF & GCF) templates, procedures and policies in the POPP (POPP-11-3484) has been added as a guideline under Procedure No. 1.1 ALT of the Formulate Development Projects procedures of the Formulate Programmes & Projects policy. The link is in response to audit and provides a one-stop shop guidance map on GEF & GCF templates, procedures and policies in the POPP.

​Minor updates were made to the Purchase Orders (Commitments, Maintenance and Closure) policy to specify that duty travel expenses are not committed via PO.

The Vendor Management SOP for clustered COs has been thoroughly reviewed and revised in conjunction with the new SOP for Vendor Management - Non-Clustered Country Office announced by the BMS director on 18 July 2020. The SOP incorporates the requirements for adequate due diligence and documentation for new and modified vendor profiles, verification of the vendor sanctions lists in detail, and quarterly maintenance of vendor records. The SOP is effective as of 1 February 2021.

​In line with the UNSMS Commercial Air Travel Safety Policy requiring that each UNSMS entity establishes an internal mechanism in its decision-making process to determine whether an air operator should be used for the official travel of their personnel, the UNDP Commercial Air Travel Safety Guidelines have been revised in alignment to the revision of the UNSMS policy. The guidelines further define the role of UNDP Managers approving air travel of UNDP personnel, clarifies responsibilities, and introduces the ad-hoc approval process for the use of commercial air operators, in addition to time-limited blanket authorization approval process of a commercial air operator, not included in the UNDP global booking list.

​The Direct Payments policy and procedures have been further updated as follows: Guidance has been added to Para 2 on the ICE template. ICE template guidance has been added to procedure step 1. Fraud red-flags guidance have been added to procedure step 9.

​The new Software License and Services Agreement (POPP-11-3431) has been uploaded to the POPP templates library. Business Units should use this template when procuring a license to use commercially available software - both when the license is procured for UNDP’s internal use of the software, and when the license is procured by UNDP for a third party (such as a governmental entity or another UN entity).