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Programme and Operations Policies and Procedures

  
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Managing Prescriptive Content
The new policy on the management of prescriptive content (Programme and Operations Policies and Procedures -- POPP) provides a full-cycle approach to maintaining the POPP. The cycle starts with conceptualization and preparation of prescriptive content, country office inputs and feedback, inter-Bureau consultations, approval and publication. The Policy sets out key principles on what constitutes prescriptive content, and formalizes new standards for writing polices to ensure that they are short, easy to understand and apply. The Policy requires that policy contain procedures in simple form, preferably in tabular form, to facilitate quick reference. Coherence and timely publication and communication of updates and new content is also required.


 

02/08/2017Accountability
Recruitment and Selection Framework

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.​
01/08/2017Human Resources Management
Experience and Academic Qualifications

This updated policy provides required years of experience for holders of Bachelor’s degree to apply for General Service positions.

01/08/2017Human Resources Management
Contract Management
This policy provides clarity on post-award contract management activities including roles and responsibilities of the procurement and requesting units in managing contracts; monitoring of contract implementation, change management, performance evaluation and dispute resolution. This policy is intended to lead to savings on time and resources spent on contract management tasks, enhance the reputation of UNDP in the market, reduce delays in delivery as well as reduce the number and cost of unresolved disputes.


 

01/08/2017Procurement
Duty Travel-Route, Mode of Transportation, and Standard of Accommodation

The policy has been updated in the following provisions:

a) A route should be most economical route;
b) Increase personal tolerance threshold to $500 at the discretion of the authorizing unit;
c) 'Cabin above economy' applies when there is no business class;
d) If the most economical fare does not include checked luggage, it is within the discretion of the authorizing unit to approve a higher fare including one piece of checked luggage; and;

e) Revised advance purchase guideline from 21 days to 14 days when traveling in economy class.

15/06/2017Administrative Services
Duty Travel-Other Travel Allowances and Expenses


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).

15/06/2017Administrative Services
Transition Pool Policy


This policy applies to permanent and fixed-term staff members with five or more years of service, who are in between assignments, and take on short-term assignments.

01/06/2017Human Resources Management
Direct Project Costs Policy

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


26/04/2017Financial Resources Management
DPC Implementation through Multiple Funding Lines for Positions Policy

A new position type “Structure Post (SP) – Direct Project Costing” in Atlas is available to track the positions better that routinely provide project implementation support services (UPL/LPL based) or advisory services through Development Effectiveness (DE) fund source.


26/04/2017Financial Resources Management
Use of Universal Price List (UPL) and Local Price List (LPL) for Attributing DPC Policy

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


26/04/2017Financial Resources Management
Attribution of DPC through a Stand-Alone DPC Project Policy

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


A new fund code has been provided for CO stand-alone projects where a pre-financing could be essential.

26/04/2017Financial Resources Management
Delegation of Authority Policy


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.

07/04/2017Accountability
Performance Management and Development Policy

The Policy aims to foster the culture of high performance through making performance management an integral part of every-day work.  It encourages more frequent interactions/communication between staff and managers on performance and shifting the focus from compliance with annual milestones to higher quality performance conversations. 

07/04/2017Human Resources Management
Furniture and Equipment: Acquisition and Maintenance policy

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

22/02/2017Administrative Services
Property, Plant and Equipment (PP&E) policy

To adjust the changes on Furniture and Equipment: Acquisition and Maintenance policy which were made in Feb 2017 based on the audit recommendation, the following descriptions on Assets and closure of projects were added for clarification purpose.

Assets and closure of projects

  • No asset should be left in the closed project. Project cannot be closed if it has not completed disposal or transfer of its assets.
  • Well in advance of the project closure, project management should identify assets disposal methods taking into consideration respective provisions of the project document, UNDP Policy as well as local circumstances.
  • Assets disposal methods, requirements and procedures are described in details in the Disposal policy.


22/02/2017Administrative Services
Implementing a Programme Policy

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.

13/02/2017Programme and Project Management
Project Management: Implementing Policy

The new project document template (2017) has been uploaded, reflecting new clauses on fraud prevention and accountability to strengthen risk management section.

13/02/2017Programme and Project Management
Creating and Approving Vendors

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.

08/02/2017Financial Resources Management
Home Leave

Accelerated home leave is discontinued, except in category D and E duty stations that are not designated for rest and recuperation (R&R) under the framework of International Civil Service Commission (ICSC).

25/01/2017Human Resources Management
Mobility and Hardship

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

P.1 – P.36,500 USD
P.4 – P.58,125 USD
D.1 and above9,750 USD

 

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 4th assignment, and by 50 per cent as of the 7th assignment.

 

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

 

Hardship categoryP.1 – P.3P.4 – P.5D.1 and above
A---
B5,8106,9708,140
C10,47012,78015,110
D13,95016,28018,590
E17,44020,92023,250

 

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:

P.1 – P.36,500 USD
P.4 – P.58,125 USD
D.1 and above9,750 USD

 

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 4th assignment, and by 50 per cent as of the 7th assignment.

 

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

 

Hardship categoryP.1 – P.3P.4 – P.5D.1 and above
A---
B5,8106,9708,140
C10,47012,78015,110
D13,95016,28018,590
E17,44020,92023,250

 

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).


25/01/2017Human Resources Management
Repatriation Grant

Eligibility to repatriation grant is subject to a minimum of five years of expatriate service. Serving staff will retain their eligibility under the current grant up to the number of years accrued at the time of implementation.

25/01/2017Human Resources Management
Settling-In Grant

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.


25/01/2017Human Resources Management
Cost Recovery from Other Resources – GMS
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.
01/01/2017Financial Resources Management
GMS Fee Set-up and Collection

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.

01/01/2017Financial Resources Management
GMS Fee Set-up and Collection

Adjustments to the POPP content on GMS income to reflect the changes arising from the 2017 enhanced planning and budgeting exercise, including:

  • A discontinuation of internal distribution of GMS income for all funds except those from Vertical Funds, which are the Global Fund to Fight AIDS, Tuberculosis and Malaria (GFATM); Global Environment Facility (GEF); Green Climate Fund (GCF); and Montreal Protocol (MP); and
  • A revised GMS rate calculator for UNDP, GEF, GFATM, and MP projects
01/01/2017Financial Resources Management
Combined Delivery Report (CDR)


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.

01/01/2017Financial Resources Management
Expenditure of Income Accrued from Cost Recovery Policy

The policy provides clarification and guidance as to how to use differentiated funding codes to track allocation, revenue, and expenditure on core and non-core institutional funding lines. This reflects the Cost Centre approach recently approved by the Executive Group. 

01/01/2017Financial Resources Management
Mandatory Age of Separation Policy


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.

01/01/2017Human Resources Management
Pre-award negotiation
Pre-award negotiation (“hereinafter referred to as “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[1] 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%.
·         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%
 
It is important to note the required conditions for exceptional negotiation of price:
·         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.

[1] The recommended offeror can only request negotiations on certain aspects of the contract upon the award of the contract, while this policy addresses pre-award negotiations. BUs shall ensure that such negotiations are in the interest of UNDP and for the success of the contract.


07/12/2016Procurement
Pre-award Negotiations

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.


07/12/2016Procurement
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