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Programme and Operations Policies and Procedures

  
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Mobility

As part of People for 2030, OHR is introducing a mobility policy which enables UNDP to deploy the right people in the right place at the right time, thus ensuring that the organization can fulfil its crucial mission and achieve its objectives in fostering the attainment of sustainable development. More specifically, the policy aims to:

  • Enable more effective and efficient staff mobility within UNDP;
  • Ensure that staff moves are managed strategically and that each established position is continuously filled;
  • Create opportunities for career development and continuous learning, as part of an integrated employee experience, through multi-directional moves driven both by business needs and staff aspirations;
  • Strengthen UNDP's ability to attract and retain a diverse and dynamic world-class global workforce that will effectively meet the Organization's current and future operational needs.

UNDP's new mobility policy provides a clear framework for how mobility is implemented and managed in UNDP. It applies to all International Professional (IP) staff members holding a UNDP Letter of Appointment and hired on Fixed-Term Appointments (FTA) and Permanent Appointments (PA). The policy defines mobility as periodic moves of staff to new or re-classified positions within the same or different occupational group/functional area, laterally or to a different level, within the same or different duty station. The policy reintroduces a mobility requirement for most of IP positions as well as a duration of assignment (tour of duty) element. It further creates the categories of geographical, functional and inter-agency mobility.

The policy establishes that most of IP positions are mobile, and classifies these as either Rotational or Non-rotational.

The policy also outlines arrangements for:

  • Moves of staff in rotational positions, which are proposed to be managed through a corporate centrally managed Annual Rotation Exercise (ARE). There will be two types of AREs – for positions sourced from the Candidate Pools and for all other rotational positions; and
  • Moves of staff in non-rotational positions, which are proposed to be managed mainly through a regular recruitment process.

The policy will take effect on 1 January 2021 and will be implemented in phases, including an initial designation of rotational positions, planning of upcoming AREs and other activities in accordance with the implementation plan currently designed by OHR/BMS.

01/01/2021Human Resources Management
Request for Quotation Template

The threshold of Request for Quotations (RFQs) has increased from US$150,000 to US$200,000 to align with the increase in the delegated authority to Heads of Business Units with the continued systemic use of eTendering. This measure is mainstreamed in the launch of the new harmonized RFQ template established in collaboration with other UN Agencies by the HLCM Procurement Network.

The RFQ is linked in clause 4.b. of the Solicitation policy and in clause 29 of the Procurement Methods policy.

22/10/2020Procurement
Project Petty Cash Fund (PPCF)

​The Project Petty Cash Fund (PPCF) policy has been simplified as follows:

  1. Elimination of HQ Treasury approval for multiple PPCF, as long as the total amount of all PPCFs for CO remains within the prescribed limit of $2500.

  2. Clarification on approval process on PPCF issued for UNDSS funded from the core budget and shared budget.

21/10/2020Financial Resources Management
Internal Control Framework

​The Operational Guide to the ICF is now available in Spanish. To access the document, click on the Spanish language tab.

16/10/2020Accountability
The Long Term Agreements (LTAs) and Cooperation with UN Entities

The Long Term Agreements (LTAs) and Cooperation with UN Entities policy is now available in French. To access the document, click on the French language tab.

12/10/2020Procurement
Financial Closure of Development Projects

The Financial Closure of Development Projects policy has been updated with links to the Operational Guidelines for Financial Closure of Projects; the Operating guidelines for MPTF projects; FAQ in Project Closure SharePoint, and the eChecklist in the Atlas Project Closure Workbench. These resources provide a wealth of information to guide offices in the closing of projects - an often undervalued, yet vital part of our work.

12/10/2020Financial Resources Management
Pass-through Fund Management: UNDP as a participating UN organization
The Pass-Through Fund Management when UNDP as Participating UN Organization policy is available in French. To access the document, click the French language tab.




09/10/2020Financial Resources Management
Fellowship

​The Fellowship policy establishes a framework which allows UNDP to implement its own fellowship initiatives (corporate fellowships) and partner with academic and other institutions, such as international organisations, international financial institutions, foundations, national scholarship programmes and the private sector (sponsoring entities). Furthermore, the responsibilities of both UNDP and a sponsoring entity are clarified. The policy also establishes the basic principles to be followed when UNDP decides to fund a fellowship initiative. Until further notice, all fellowships initiatives will be reviewed by TAPP/OHR prior to implementation.

01/10/2020Human Resources Management
Government Local Office Cost (GLOC) Valuation of the In-Kind Contribution from the Host Government

​The Government Local Office Cost (GLOC) Valuation of the In-Kind Contribution from the Host Government policy is now available in Spanish. To access the document, click on the Spanish language tab.

28/09/2020Financial Resources Management
Country Co-Financing Cost Sharing (Fund 11888) and Non-Earmarked Programme Cost Sharing (Fund 30083)
The Country Co-Financing Cost Sharing (Fund 11888) and Non-Earmarked Programme Cost Sharing (Fund 30083) policy is now available in Spanish. To access the document, click on the Spanish language tab.
28/09/2020Financial Resources Management
Revenue Management for Joint Programming

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

28/09/2020Financial Resources Management
Government Contribution to Local Office Costs (GLOC) from LIC and MIC

​Paragraph 16 was added to the Government Contribution to Local Office Costs (GLOC) from LIC and MIC policy. The paragraph was added to reflect decisions adopted by the Executive Board during the second regular session in 2020.  GLOC contributions are a major funding source for country offices' core institutional budgets, and their utilization is subject to UNDP Financial Regulations and Rules. The Executive Board (EB decision 2020/14) recognizes the importance of host government contributions to UNDP local offices costs, and encourages UNDP to work with the respective governments to agree, where possible, to annual and multi-year contributions.

24/09/2020Financial Resources Management
Long Term Agreements (LTAs) and Cooperation with UN Entities

​The LTAs and Cooperation with UN Entities policy has been updated to reflect the “Mutual Recognition” statement released in 2019, as agreed by the HLCM.

09/09/2020Procurement
Framework of Accountability for Security Policy (French)

The Framework of Accountability for Security policy is now available in French. To access the document, click on the French language tab.

02/09/2020Security
Framework of Accountability for Security Policy (Spanish)

The Framework of Accountability for Security policy is now available in Spanish. To access the document, click on the Spanish language tab.

02/09/2020Security
Security

The UNMSM Operational Guidelines have been added as a related policy. The Guidelines outline budgetary, financial, and procurement procedures for the resources available centrally within UNDP to cover UN Mandated Security Measures (UNMSM). These requirements are undertaken in response to United Nations Security Management System (UNSMS) policy directives and recommendations made within the Security Risk management (SRM) process to ensure security compliance in duty stations.

18/08/2020Security
UN Travel Documents and National Passport

The UN Family Certificate Application form has been updated to follow the format of other UN TTS travel forms and is prefaced with instructions for completing the form.

Template POPP ID:

PT.39-E - Application for the UN Family Certificate (English) form (POPP-11-1268).


13/08/2020Administrative Services
Designation and Responsibilities of Signatories

The Designation and Responsibilities of Signatories policy is now available in French. To access the document, click on the French language tab.

 

11/08/2020Financial Resources Management
Internal Control Framework

The Operational Guide to the ICF has been updated to incorporate some streamlining improvements, as well as address recent issues identified by audits:

1. The removal of the provision which enabled low value Requisitions and related Purchase Orders to be approved by the same individual, as communicated by the CFO to all Offices on 16th September 2019.

2. Aligning the consistency of language on vendor creation and approval, and updating it to reflect additional control processes needed when changing vendor bank account information.

3. Further streamlining the ICF, e.g. by removing a redundant control (that bank signatories cannot approve vendors, in COs where there are 2 bank signatories), and authorizing GS7 staff in COs and GS6 staff in the GSSU to perform approval functions for POs, prepayments and no-PO vouchers up to $10,000.

4. Incorporating the recently issued reforms effected through the various rounds of BMS business process streamlining. These changes include:

a. authorising three vendor approvers for large offices with delivery above $50m per year;

b. clarifying functions that must be performed by staff, and functions where other contractual modalities may now be utilized per the streamlining exercises.

5. Consolidating the list of control functions to be performed by staff within a single section of the ICF.

6. Updates to include new business process services provided by the GSSU.


29/07/2020Accountability
Designation and Responsibilities of Signatories

​The Bank Account Signatory control has been updated in the policy and procedures to align with ICF.

29/07/2020Financial Resources Management
Select Responsible Parties and Grantees

The policy and procedures of the Select Responsible Parties and Grantees have been aligned with the procurement policy on Engaging CSO/NGO, article 11 - a Responsible Party Agreement (RPA) should be used for engaging all CSOs as Responsible Parties, regardless of how they were selected.

22/07/2020Programme and Project Management
UN Travel Documents and National Passport

Updated UN Certificate Application form and the templates for transmitting requests to and from the country offices. Removed the reference to the paper F-10 which has been replaced by online Travel Claim in Atlas T&E. 

Template POPP IDs:

1)Template for Application for UN Certificate (POPP-11-1272)
2)Template for transmitting to/acknowledging receipt of travel documents by staff in COs (POPP-11-1256)
3)Template for transmitting requests for travel documents to General Operations (POPP-11-1279

21/07/2020Administrative Services
Internship

In order to help facilitate remote internships, the requirement for interns to be present in the office as a condition to receive a stipend from UNDP has been removed.

17/07/2020Human Resources Management
Framework of Accountability for Security

​The Framework of Accountability for Security policy was updated to align with recent UNSMS policy updates, clearly define accountability/role of the UNV and UNCDF Executive Heads, the most senior UNDP staff at the country level following the RC/RR delinking process, as well as the roles of the Agency Country Security Focal Points at the country level. Other editorial and straightforward changes have also been made to streamline content.

15/07/2020Security
SOP for Vendor Management - Non-Clustered Country Offices

The new SOP for Vendor Management - Non-Clustered Country Offices, incorporates the requirements for adequate due diligence and documentation for new and modified vendor profiles, verification of the vendor sanctions lists, and quarterly maintenance of vendor records. The document is linked under section 2.0 of the Creating and Approving Vendors policy page and is available in the POPP templates library (POPP-11-3272).

10/07/2020Financial Resources Management
Enterprise Risk Management

Clause 4.1 and Appendix 2 of the ERM policy were modified to 1) add additional risks-sub categories and 2) remove BOA, JIU as part of the three lines of defence.

08/07/2020Accountability
Micro-Purchase Canvass Form

The Micro-Purchase Canvass form linked under clause 22 of the Procurement Methods policy has been updated to ensure that the vendor sanctions lists are verified for micro-purchasing processes.

08/07/2020Procurement
Innovation Challenges Agreement Template (Company)

The Innovation Challenges Agreement Template (Company) is now available in Spanish in the template library (POPP-11-3271). It is also linked in step 9 of the Innovation Challenges procedure table, section 3.0.

07/07/2020Procurement
Innovation Challenges

The Innovation Challenges policy is now available in Spanish. To access the content, click on the Spanish language tab.

07/07/2020Procurement
Procurement

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

  1. General Considerations of Contracting
  2. Security Charges to Individual Contracts (located under "Related Policies" on the Individual Contract policy page, section 2.0)
23/06/2020Procurement
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