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Programme and Operations Policies and Procedures

  
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Inventory Management

The latest Inventory Management procedure updates reflect the current inventory counts practice, which changed from a quarterly to a semi-annual occurrence.

13/07/2018Financial Resources Management
Service Clearance Account (SCA)
The policy update reflects an additional fee row through the automated process as per the 2018 UPL. 
 Activity4 Travel management simple (1 travel management simple + 1 payment fee). 
 
03/07/2018Financial Resources Management
Internal Control Framework

The updated ICF policy reflects the increase of manager and senior manager thresholds in Atlas in offices whose previous year delivery is above $50 million per year.

01/07/2018Accountability
Furniture and Equipment: Property, Plant and Equipment (PPandE)

The updated Property Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Property, Plant and Equipment

The updated Property Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Furniture and Equipment: Disposal and Write-Off

The updated PP&E section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Plant and Property: Acquisition and Maintenance

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Leasehold Improvements: Acquisition and Maintenance

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives. 

12/06/2018Administrative Services
Leasehold Improvements: Depreciation, Reconciliations Reports and Centralized Functions

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
GMS Fee Set-Up and Collection
The latest procedure table updated with the most recent link to the Guidance note on GMS setup and reports.
12/06/2018Financial Resources Management
Cost Recovery from Other Resources - GMS

The latest Cost Recovery policy update reflects the recent change in the Green Climate Fund (GCF) Fee for Accredited Entities (AE). The revised GCF policy on AE fees continues to institute a fee cap up to a certain fixed percentage based on the total size of the project/program (i.e. the total of GCF funding and co-finance).

12/06/2018Financial Resources Management
Launch of Bold New Changes to Programme and Project Management

The Programme and Project Management (PPM) policies and procedures have been re-written from end-to-end. The changes help UNDP to be a more agile and responsive development partner in a world that is changing rapidly.

The new approach:

1. Reduces burden. Many requirements were streamlined. Country offices estimate that the changes will reduce time burden by approximately 33 days per year per programming staff person.

2. Improves flexibility. New ways to deliver results with diverse partners enable UNDP to work more effectively on cross-border solutions, in crisis settings and more. These approaches will also help staff to work in a more integrated manner.

3. Bolsters innovation. The changes make it easier to revise programmes and projects based on learning and experimentation. The PPM fully integrates new UNDAF guidance and delivering as one. It enables new partnerships with the private sector, IFIs and more, and introduces innovative financial instruments.

More information about the changes is available on the Programme Effectiveness Knowledge Network, and visual guides complement the policies and procedures in the POPP.

08/06/2018Programme and Project Management
Harassment, Sexual Harassment, Discrimination, and Abuse of Authority

Building on the principle that all UNDP personnel have both the right to be treated respectfully and the corresponding responsibility to treat others accordingly, the Policy has been comprehensively revised.

The highlights of the revision include:
1. The scope of the policy has been expanded to also include discrimination in the workplace. This is reflected in the revised title of the policy “Policy on Harassment, Sexual Harassment, Discrimination, and Abuse of Authority”.

2. The Policy reinforces that UNDP does not, and will not, tolerate harassment, sexual harassment, discrimination, and abuse of authority in any form. Such prohibited conduct is subject to disciplinary action, including dismissal and ban from future employment with UNDP. It further clarifies that while consensual, intimate relationships between UNDP personnel are generally not prohibited, managers and supervisors should recognize that such relationships are not appropriate where one person manages, reviews or takes administrative decisions concerning the other person, is subordinate to the other person in the same line of reporting/authority, or is in a position in which some other conflict of interest may arise.

3. The application of the Policy has been clarified and the definition of workplace expanded. It now covers all UNDP personnel, namely staff, Service Contract holders, UNVs and Individual Contracts. External personnel, which include vendors, suppliers and partners, can now report actions of prohibited conduct against them by UNDP personnel.

4. The Policy makes a clear distinction between sexual harassment in the workplace, and sexual exploitation and abuse of local populations by UNDP personnel. The latter is regulated by the Secretary-General Bulletin ST/SGB/2003/13: Special Measures for Protection from Sexual Exploitation and Sexual Abuse;

5. The obligations of UNDP personnel and managers and supervisors are reinforced by:

a. Putting greater emphasis on the completion of relevant mandatory courses;
b. Requiring Directors of Bureaus and Heads of Office to provide an annual certificate to the Administrator confirming that they have fulfilled their responsibilities under this policy.

6. Provisions related to reporting prohibited conduct have been reinforced as follows:

a. The time for reporting prohibited conduct other than sexual harassment is extended from 6 months to a year (12 months) and the time limit for reporting sexual harassment cases has been removed entirely;
b. Anonymous reports of prohibited conduct are allowed;
c. Regarding allegations of sexual harassment, an additional process for reporting such allegations through an external helpline is being implemented;
d. The Office of the Ombudsman may continue to offer initial guidance on options to be pursued for the resolution of complaints, while preserving the right to file a formal request directly with OAI at any time.

7. The Policy confirms that, as set out in the UNDP Policy for Protection against Retaliation, retaliation by any member of UNDP’s personnel against another member of UNDP’s personnel for having, in good faith, properly reported allegations of misconduct, or for having cooperated with a duly authorized audit or investigation, is strictly prohibited and is itself misconduct that will be treated accordingly.

8. The Policy also clarifies the rights of an alleged offender who separates from UNDP while an investigation into prohibited conduct is ongoing.

9. Finally, the Policy provides examples of each of the four types of prohibited conduct to help address misunderstandings regarding what actions and behaviours constitute harassment, sexual harassment, discrimination, and abuse of authority.



11/05/2018Human Resources Management
Protection against Retaliation

The updated Protection against Retaliation policy is in line with the latest Secretariat guidelines ST/SGB/2017/2/Rev1 and includes: protection of individuals who choose to report wrongdoing to an external entity in limited circumstances; reducing the turnaround time for Ethics to complete the preliminary review stage (from 45 to 30 days); changing the definition of retaliation so that it aligns with the most recent SGB; the option of recommending transfer of the alleged retaliator; and explicitly prohibiting retaliation against outside parties. Additionally, UNDP introduced the possibility of interim protective measures during the preliminary review stage.

11/05/2018Ethics
Authorizing Official Business Travel

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 

11/05/2018Administrative Services
Post Travel
One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 
 


11/05/2018Administrative Services
Route, Mode of Transportation, and Standard of Accommodation

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 

11/05/2018Administrative Services
Temporary Appointment (TA)
The Temporary Appointment (TA) policy updates are in place to accelerate recruitment and streamline the processes to ensure that the TA is used effectively. The changes are as follows:
-       The TA can now be offered and issued for a period of 1 year and 364 days at the out-set;
-       The decision to renew TAs beyond the initial 364 days is now decentralised and therefore no longer requires an exceptional approval by the Director, OHR;
-       The budget and planning provisions for TAs have been streamlined to allow the recruitment process to proceed before confirmation of a budget allocation but requiring that funding be secured prior  to the offer of appointment being issued;
-        Alignment of the benefits and entitlements with the new compensation package;
-        Alignment with the UNDP policy on the retiree earnings limit;
-        Clarification on the granting of a with-in-grade increment for TAs with an uninterrupted duration of more than one year;
-         Removal of references to discontinued contractual modalities (SSA/ALD).
02/05/2018Human Resources Management
Attribution of DPC through a Stand-Alone DPC Project

The procedures updated in accordance with the institutional budget allocations in 2018 and with additional Atlas queries to assist the quarterly review of expenses to attribute to development.

20/04/2018Financial Resources Management
Revised UNDP Legal Framework for Addressing Non-compliance with UN Standards of Conduct (The Legal Framework)
The Legal Framework was revised to incorporate developments and lessons learned from the practice of handling allegations of misconduct. Changes include: (1) the means to expedite the handling of such allegations; (2) the roles and responsibilities of different members of senior management in the process; (3) clarifications on anticipated timeframes for staff; (4) clarifications on application of certain disciplinary sanctions and non-disciplinary measures; (5) action taken and decision-taking authority at each stage of an investigation and/or disciplinary proceedings when a staff member may separate, and (6) links to updated documents and information about various resources available to staff members in matters concerning allegations of misconduct.
29/03/2018Human Resources Management
Job Evaluation

A clause was added under [Paragraph 7(h)] regarding job classification to require re-classification if changes are made to more than two functions listed in the job description, while the grade level remains the same. These changes must concern the position's main functions and levels of accountability and responsibility, not the specific duties/tasks and expected results.

Links to the Annex I-III templates are available on page three. (UNDP Job Description, UNDP Job Description Explanatory Note and Request for Classification).

28/03/2018Human Resources Management
Combined Delivery Report Policy

The following updates are intended to reduce the staff burden and expedite compliance process in respect of CDRs.

  1. Offices are now required to send CDRs to Implementing Partners (IPs) for verification and signature, only for the 2nd, 3rd and 4th quarters of the year. The 2nd quarter CDR will cover January to June cumulative expenses. The 3rd quarter CDR will cover from January to September cumulative expenses; and the 4th quarter CDR will cover from January to December cumulative expenses.
  2. If no response is received from the IP within 30 days, a follow-up request should be sent indicating that "the Combined Delivery Report will be deemed accepted if no response is received within 15 calendar days." Copies of the CDR (or evidence of follow-up where no responses are received), should be uploaded to the CDR Library (in UNDP's Corporate Planning System) no later than 45 calendar days after the end of each quarter.
21/02/2018Financial Resources Management
Non-Reimbursable Loan Agreement (NRLA)
The NRLA policy content has been reviewed, and the main changes are the introduction of a two-year limit for the first loan and the completion of mandatory training.
25/01/2018Human Resources Management
Business Continuity Management (BCM)

The BCM policy has been revised is now available in PoPP. The revision is mainly editorial and does not include any substantive changes. The revised policy has also included a reference to UN Organizational Resilience Management System (ORMS) which was approved by UN CEB in 2014.

17/01/2018Accountability
Termination of Appointment

The new policy highlights that the approval of agreed separations remains discretionary and is not an entitlement. The policy also provides a sliding payment scale for additional discretionary amounts that UNDP could pay in cases of agreed separation of staff.
 
As of 1 January 2018, the 'Termination of Appointment' policy supersedes the guidelines in the UNDP Agreed Separation Arrangements. Terminations of appointment and separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.
01/01/2018Human Resources Management
Recruitment and Selection

The guidelines on UNDP Agreed Separation Arrangements in the Recruitment and Selection policy have been deleted as they are now superseded by the new Termination of Appointment Policy. and separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.

01/01/2018Human Resources Management
Interim Change Management Measures

As of 1 January 2018, the 'Termination of Appointment' policy supersedes the guidelines in the UNDP Agreed Separation Arrangements. Terminations of appointment and separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.

01/01/2018Human Resources Management
Home Leave

The Home Leave policy has been updated to clarify who is eligible for home leave and to provide additional guidance on how to provide proof of travel. More specifically, an internationally recruited staff member is not eligible for home leave when:

a) He/she is serving and residing in the country recognized as his/her country of nationality for UN purposes, in accordance with Staff Rule 4.3; b) He/she is serving and residing in the country where he/she is exceptionally authorized to retain his/her permanent resident status, in accordance with Staff Rule 4.5 (d);staff members are required to upload supporting documents into eServices to provide evidence that they have complied with the required minimum length of stay in their home country. These documents must be retained for two years and failure to produce such evidence when requested to do so may lead to the recovery of the amounts paid on account of the home leave.

01/01/2018Human Resources Management
Authorizing Official Business Travel

The policy’s ‘Templates and Guidelines’ section features the latest Atlas Travel and Expense Guidelines.


01/01/2018Administrative Services
Service Clearing Account (SCA), Charging, Billing and Fee Collection

The policy name has changed to Service Clearing Account (SCA) for non-Atlas UN Entities: Charging, Billing and Fee Collection. The following are changes made in the policy

1. For UN entities who do not use Atlas (the "Non-Atlas agencies"), a dedicated Service Clearing Account (SCA) is established for each UN entity. Through SCAs, all global advance pre-payments from UN Agencies are recorded, and all services provided by UNDP offices to these UN entities are recorded. A dedicated Service Clearing Account is not applicable to Atlas Agencies (UNFPA, UN Women, UNU, UNCDF, UNV). For Common Services, please refer the NEW guidelines HERE.) 

2. To ensure the UN entity has sufficient funds deposited with UNDP in order for UNDP to provide services, a budget sufficiency check is performed based on the chart field combination of "Fund" (Atlas fund code 12000) and "Donor" (a dedicated donor code for each Agency). As long as the UN entity has enough funds deposited with UNDP, the budget check will pass and be valid.

7. The daily batch process posts the bills to debit the agency Service Clearing Account (SCA) and credit the CO income account respectively.

15/12/2017Financial Resources Management
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