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Programme and Operations Policies and Procedures

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UN Travel Documents and National Passport

The United Nations Travel Documents Programme (UNTDP) within the Travel and Transportation Section (TTS) of the Department of Operational Support (DOS) has issued a "Standard Operating Procedure for the Issuance of United Nations Travel Documents" (SOP).  This SOP supersedes the 2012 edition of "The Guide to the Issuance of United Nations Travel Documents" (the Guide) as of 1 April 2021.  

Due to constantly evolving security situations, the list of common criteria for exceptions that were previously applied (Section D, paragraph 10 of the Guide) no longer apply.  

Under the revised procedures RRs at the D1 level or below will not receive a red UNLP unless the request is signed off by the UNDP Administrator and approved by the USG of DOS.

The form to request the cancelation of a UNLP (TTS.7) has been updated by TTS.


09/04/2021Administrative Services
Individual Contract

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

05/04/2021Procurement
ICT Standards Policy
The ICT Standards policy, formerly known as Minimum Standards for ICT Infrastructure and Telecommunications, has been updated to include the following:
  • Overall review and update of the policy
  • User equipment standards update
  • Standard software section update
  • Electronic signature section added
22/03/2021Information and Communications Technology
Partnerships

The following partnerships documents are now available in the POPP templates library:

  1. MOU with Government
  2. MOU with UN Entities and International Organization
12/03/2021Partnerships
Procurement11/03/2021Procurement
Fellowship

The following templates are now available in the POPP library and linked in the Fellowship policy and procedures:  

04/03/2021Human Resources Management
Revenue Management for Joint Programming

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



03/03/2021Financial Resources Management
Probation upon Appointment

​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.

01/03/2021Human Resources Management
Performance Management and Development

​The Performance Management and Development policy was amended to include reference to the Probation upon Appointment policy, which will apply to initial appointments of more than one year.

01/03/2021Human Resources Management
UN Agency Services

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 BillThe previous document, Atlas Ondemand site is no longer active.

26/02/2021Financial Resources Management
Service Clearance Account (SCA), Charging, Billing and Fee Collection

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.

26/02/2021Financial Resources Management
Acquisition and Maintenance (Furniture and Equipment)

​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.

25/02/2021Administrative Services
Financial Closure of Development Projects

The Operational Guidelines for the Financial Closure of Development Projects has been updated to include the special measures on GFATM closure guidelines. The Guidelines are linked in clause 1 of the Financial Closure of Development Projects policy.

23/02/2021Financial Resources Management
Procurement Oversight and Procurement Review Committees

​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.

23/02/2021Procurement
Individual Contract

​Changes made to the Individual Contract policy are in alignment with similar changes in United Nations Security Management System (UNSMS) policies. With the abolishment of the Security Level System and replacement with the Security Risk Management (SRM) methodology, relevant security related insertions in the policy have been modified. These insertions include replacing terminologies on “Security Levels” with “Security Risks”, including ICs within the security warden system as per UNSMS applicability policy, and local UNSMS arrangements, including “evacuation procedures” as a “risk avoidance” measure, and including IC’s personal responsibility to submit Security Clearance requests via the TRIP platform prior to travel.

16/02/2021Procurement
International Personnel Services Agreement

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

15/02/2021Human Resources Management
Partner Personnel Services Agreement

The Partner Personnel Services Agreement (PPSA) is a new policy to standardize HR services to partners and expand UNDP’s service catalogue.

15/02/2021Human Resources Management
Vehicle Management

​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
15/02/2021Administrative Services
Administrative Services11/02/2021Administrative Services
Formulate Programmes and Projects

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.

11/02/2021Programme and Project Management
Special Conditions for Cloud Computing

The new Special Conditions for Cloud Computing (POPP-11-3476) has been uploaded to the POPP templates library. When procuring Software as a Service (SaaS), the procurement is exclusively for the right to access the services. In this context Business Units shall use the Face Sheet for Goods and Services (POPP-11-2483) AND the Special Conditions for Cloud Computing (POPP-11-3476) shall apply to the contract in addition to the General Terms and Conditions for Contracts (the “General Conditions”) (POPP-11-2493). In case of conflict between the General Conditions and the Special Conditions, the Special Conditions shall take precedence.

10/02/2021Procurement
Purchase Orders (Commitments, Maintenance and Closure)

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

08/02/2021Financial Resources Management
Administrative Services05/02/2021Administrative Services
Creating and Approving Vendors

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.

01/02/2021Financial Resources Management
Programme and Project Management
The management actions to the OAI GEF Audit that have been completed to date have been uploaded to the POPP. This includes the RACI, the Delegation of Authority Letter and Guidance on GEF Project Revisions. The changes can be found on the following PPM pages:
01/02/2021Programme and Project Management
Commercial Air Travel Safety Guidelines

​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.

31/01/2021Security
Direct Payments

​The updated Direct Payments policy is now available. The summary of the major changes and their implication on UNDP Offices are as follows:

  • Clarification has been made in para 2 that direct payments must be performed through an approved FACE form, requesting UNDP to make payment directly to the vendor on behalf of the Partner, and the Implementing Agent code must be the Partner’s code;
  • Clarity has been added for non-local currency denominated payments to national implementation projects in para 8 which should be submitted to UNDP HQ Treasury for appropriate approval in accordance with UNDP Financial Regulations and Rule 125.06;
  • Clarification has been added on reviews of FACE form, including the list of red flags in para 12 and 13 that potential signs of fraud or misuse of funds shall be observed, reviewed, investigated and documented. Direct payment should not be processed until the potential red flags are fully investigated and confirmed to be valid;
  • Procedures offices should take to address unsupported payments reflected in assurance reports, including audits and spot checks, has been added in para 14.
29/01/2021Financial Resources Management
Direct Payments

​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.

29/01/2021Financial Resources Management
Furniture and Equipment: Depreciation, Reconciliations Reports and Centralized Functions

​​Publishing errors in the policy have been corrected.

27/01/2021Administrative Services
Software License and Services Agreement

​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).

19/01/2021Procurement
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