Programme and Operations Policies and Procedures

 

The updates are intended to provide a more flexible framework for the recruitment of staff. The following changes were made in July 2017 and the reflected changes were made among others;

1. Clarifies the eligibility for General Service (GS) positions in New York was made.
2. Time-in-Post provision has been removed.
3. Provides a range of assessment methods.
4. Vacancy Announcements may be advertised internally and externally at the same time.
5. A shortlist for any assessment must be comprised of at least two candidates. If no female candidate is included on the shortlist, a Hiring Unit must document the efforts that have been made to identify qualified female candidates including re-advertisement. However, no gender waiver is needed.
6. Participation of national counterparts or government officials on UNDP interview panels is not allowed as either a panel member or observer.
7. Reference checks can be conducted by phone but they must be documented.​

The reimbursement of the cost incurred by seat assignment has been added. This provision is subject to an approval of authorizing unit. Policy provisions on rental car have been streamlined, now without a linkage between renting a car and reduced Daily Subsistence Allowance (DSA).

A new fund code and operational procedures have been clarified for Expert Advisory Services provided by the Headquarters’ staff. 

DPC account codes with better definitions to attribute UPL/LPL based services and DE advisory services have been added.

This is an update from 2012 and describes how authority is delegated in UNDP from the Administrator to Heads of UNDP offices. It also provides guidance on how and when such delegated authorities could be further delegated.  These accountabilities are in line with the Corporate Accountability Framework (see link) approved by the Executive Group in 2016. This policy also serves as a single point of reference of the authorities of the Administrator, Associate Administrator and heads of UNDP offices in headquarters and in country offices including those funds and programmes administered by UNDP. A Summary Table of Delegated Authority of UNDP Administrator is available at Annex A.

As per audit recommendations, responsibilities of regional bureaus/regional hubs and BMS have been clarified.

Updated CPD Template  has been added. This template guides how theories of change should be incorporated throughout the country programme document (CPD) to explain our programming choices based on evidence, learning and UNDP’s comparative advantages. Clearer expectations on how support to SDG achievement in the country should be reflected within the theory of change and as a coherent programming strategy is also included. Finally, a standard required statement has been added on Direct Project Costing in the Programme and Risk Management section.

To provide clarity, a background note on Background Note on Global Economic Sanctions and Procedural Guidance has been added to a procedure for creating and approving vendors. UNDP must facilitate each bank’s exercise of its obligations by providing full, accurate and complete information about a payment and the beneficiary. This information may be captured at different stages of procurement or accounts payable processes, but in all cases, the preparer must capture full and complete information.

A mobility incentive is introduced to replace the current mobility allowance. The annual amounts of the mobility incentive per grade band are as follows:

The incentive is payable to staff with at least five consecutive years of prior service in a UN common system organization, as of their second assignment, following a geographical move. Staff assigned to category "H" duty stations will not be eligible to the incentive. The incentive will be payable for a period of up to five years. Staff members serving in the "H'' duty stations that are in receipt of the mobility allowance or received a letter of offer that included the mobility allowance will continue to receive the current amount for up to five years or the move to the next assignment, whichever comes earlier. The mobility incentive will be increased by 25 per cent as of the 4^th assignment, and by 50 per cent as of the 7^th assignment.

The hardship allowance system is adjusted as follows, eliminating the current single rate (amounts in USD):

The current additional hardship allowance is replaced with a non-family service allowance. Eligible staff with recognized dependents receive 19,800 USD/year (1,650 USD/month); staff with no dependents receive 7,500 USD/year (625 USD/month).

A mobility incentive is introduced to replace the current mobility allowance. The annual amounts of the mobility incentive per grade band are as follows:

The incentive is payable to staff with at least five consecutive years of prior service in a UN common system organization, as of their second assignment, following a geographical move. Staff assigned to category "H" duty stations will not be eligible to the incentive. The incentive will be payable for a period of up to five years. Staff members serving in the "H'' duty stations that are in receipt of the mobility allowance or received a letter of offer that included the mobility allowance will continue to receive the current amount for up to five years or the move to the next assignment, whichever comes earlier. The mobility incentive will be increased by 25 per cent as of the 4^th assignment, and by 50 per cent as of the 7^th assignment.

The hardship allowance system is adjusted as follows, eliminating the current single rate (amounts in USD):

The current additional hardship allowance is replaced with a non-family service allowance. Eligible staff with recognized dependents receive 19,800 USD/year (1,650 USD/month); staff with no dependents receive 7,500 USD/year (625 USD/month).

The entitlement formerly known as the Assignment grant is now called Settling-in grant. Under this policy, payment of the non-removal allowance is discontinued. Staff who moved prior to the implementation of the new relocation package and are in receipt of non-removal allowance will continue to receive the allowance for up to five years, or until they move to another duty station, as per current eligibility criteria.

Further, the second lump sum equivalent to one additional month of net salary previously payable under the non-removal option in case of moves to field duty stations for three years or more has been abolished. Where the letter offer issued to the staff member includes a payment of the second lump sum payment, this will be honoured.

Information and FAQs on these updates and other elements of the New Compensation Package for internationally recruited staff members in the professional and higher categories can be found on OHR website.

Adjustments to the POPP content on GMS income to reflect the changes arising from the 2017 enhanced planning exercise, including:
a.      A discontinuation of internal distribution of GMS income for all funds except those from Vertical Funds;
b.      A revised GMS rate calculator for UNDP, GEF, GFATM and MP projects
c.      Recording of DPC in relation to GMS exceptions.

The updates are intended to reduce the staff burden and expedite compliance process in respect of CDRs.
a) Offices are now required 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 expenses.
b) 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 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.

This policy replaces the “Retirement” Policy and is UNDP’s implementation of the New Compensation Package approved by the General Assembly [GA Resolution 70/244 in February 2016]. Key changes are as follows:
a) In accordance with UN Staff Regulation 9.2, the age for mandatory separation in UNDP is age 60 for staff members that are recruited before 1 January 1990; age 62 for staff members that are recruited on or after 1 January 1990 and age 65 for staff members that are recruited on or after 1 January, 2014.
b) Former staff members may not receive compensation of more than US$ 50,000 for up to six months of employment or engagement, without suspension of his or her UNJSPF retirement benefit.

Pre-award negotiation is the process in which the business unit discusses certain aspects of the bid with the bidder who has been recommended for the award of the contract, with the aim of understanding the rights and obligations of both parties and to achieve a mutually beneficial agreement. Negotiation is not a mandatory step in a procurement process. It shall be undertaken on an exceptional basis, and shall be only initiated by UNDP subsequent to review of the procurement process by the relevant procurement authority and in accordance with this policy.

The policy outlines the two types of negotiations:

• Substantive Negotiations: Should be fully justifiable, as they may significantly affect the scope of the requirements, terms and/or price beyond UNDP's right to vary the quantity up to 25 percent.
• Non-Substantive Negotiations: Do not significantly affect the scope of the requirements, terms and/or price, and are within the right of UNDP to vary the quantity by 25 percent.
  

Price alone, under normal circumstances, should not be negotiated (especially in cases of open competition, which is designed to reflect true value for money). An exception can be made in a situation where the price quoted by the recommended offeror is deemed to be higher than market rates. Negotiation of price in Direct Contracting – When UNDP is evaluating only one offer, the price can and should be negotiated whenever necessary.

​