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Programme and Operations Policies and Procedures

  
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Furniture and Equipment: Depreciation, Reconciliations Reports and Centralized Functions

​​Publishing errors in the policy have been corrected.

21/01/2021Administrative 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
US Letter of Credit (LOC) Agreements

The US Letter of Credit (LOC) Agreements policy and accompanying guidelines have been updated as follows:

    1. For USAID, there are sometimes contributions to support GEF, Covid-19 and other activities. The policy and related guidance previously limited funds to fund codes 30000 and 16610 for LOC contribution. Therefore, the policy and related guidance were updated to include fund codes for these other activities.
    2. The DUNS number: 793511262 was replaced with DUNS number: 645521498. DUNS: 645521498 is the official DUNS number for UNDP which is used by UNDP Business Units applying for a USAID Grant. 


19/01/2021Financial Resources Management
Safe Management

​Additional guidance has been captured in the Safe Management policy for the Safe Deposit Lockbox for the purpose of off-site storage of IT devices.

18/01/2021Financial Resources Management
Programme and Project Management

The RACI (Roles/Accountability/Consult/Inform) matrix is now available to clarify the roles and accountabilities for the GEF project cycle from origination to project financial closure, including oversight. This is only applicable for GEF-funded projects. It is linked in the relevant procedure steps of the following PPM chapters:
 
1) Formulate Programmes and Projects (Development Projects, Step  1.1 ALT)
2) Appraise and Approve (Development Project, 2.1 VERT)
3) Deliver Results (Step 3.0)
4) Provide Oversight (Step 1.0)
5) Close and Transition (Projects, Step 2.0)

15/01/2021Programme and Project Management
Internal Control Framework

​Updates to the ICF provide additional clarity on the responsibilities for monitoring budget overrides, and overseeing override match exception functions. Additional sentences have been added on override match exceptions to page 39 and on monitoring of budget overrides to pages 16, 22 and 23.

15/01/2021Accountability
Private Sector Partnerships

​The 2020 MoU templates are now available in English, French, and Spanish. They are linked in step 1 of the Formalizing private sector partnerships through MOU procedures on the Private Sector Partnerships policy page.

13/01/2021Partnerships
Individual Contract
The Security Charges to Individual Contracts policy is now available in French. The document is linked under related policies on the Individual Contract page, section 2.0.
12/01/2021Procurement
General Considerations of Contracting
The General Considerations of Contracting policy is now available in French. To access the document, click on the French language tab.
12/01/2021Procurement
Engaging CSO/NGO as a Responsible Party
The Engaging CSO/NGO as a Responsible Party policy is now available in French. To access the document, click on the French language tab.

12/01/2021Procurement
Non-Core Contributions

​​The Non-Core Contributions policy is now available in Spanish. To access the document, click on the Spanish language tab.

11/01/2021Financial Resources Management
Government Contribution to Local Office Costs (GLOC) from LIC and MIC

The GLOC from LIC and MIC (Low- and Middle-Income Countries) policy is now available in French. To access the document, click on the French language tab.

08/01/2021Financial Resources Management
Procurement

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

08/01/2021Procurement
Handling of Cash and Receipts Treasury

​Editorial changes were made to clause 5 of the Handling of Cash and Receipts Treasury policy.

07/01/2021Financial Resources Management
Internship

The UNDP Internship Agreement Form is now available in Spanish. It is linked in step 5 of the Internship procedures section 3.0. 

05/01/2021Human Resources Management
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
Career Transitions
The policy will take effect on 1 January 2021.



01/01/2021Human Resources Management
Social and Environmental Standards

The Social and Environmental Standards policy and procedures have been updated to reflect the revised policy and procedures, which come into effect on 1 January 2021.The updated Social and Environmental Standards Toolkit was also updated to reflect changes from the revised policy and procedures, which come into effect on 1 January 2021.

01/01/2021Programme and Project Management
Human Resources Management

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

  1. Rank-in-Post
  2. Non-Reimbursable Loan Agreements
31/12/2020Human Resources Management
Business Continuity Management

​The Business Continuity Management policy is now available in Spanish. To access the document, click on the Spanish language tab.

31/12/2020Accountability
Managing Partnerships

​The Managing Partnerships policy is now available in Spanish. To access the document, click on the Spanish language tab.

31/12/2020Partnerships
Human Resources Management22/12/2020Human Resources Management
Appraise and Approve

​The GEF-DOA agreement template has been uploaded to POPP and linked in procedure step 2.1 VERT for Development Projects. For GEF-funded projects, a Delegation of Authority agreement must be signed by the Resident Representative and Regional Bureau Director before the Project Document can be signed.

18/12/2020Programme and Project Management
Multiple Funding Lines for Positions

​The revised guidance note for Country Office Workload Survey is now available in Spanish. The guidance note is linked in the procedure section of the Multiple Funding Lines for Positions policy page.

17/12/2020Financial Resources Management
Direct Project Costs (DPC)

​The revised guidance note for Country Office Workload Survey is now available in Spanish. The guidance note is linked in the procedure section of the Direct Project Costs policy page. 

17/12/2020Financial Resources Management
Authorizing Official Business Travel

The updated Atlas Travel and Expense User Guidelines document (POPP-11-3379) is now available in the Authorizing Official Business Travel policy document. This user guide describes step by step procedures on how to process duty travel including the travel request, travel claim, and ticket reconciliation.

11/12/2020Administrative Services
GMS Fee Set-up and Collection

Step 6 of the GMS Fee Set-up and Collection procedure table was updated with the most recent hyperlink to the actual average GMS PowerBI report, derived from actual GL expenses posted to projects. The hyperlink appears in the Explanatory Notes column of the Step 6.

11/12/2020Financial Resources Management
Multiple Funding Lines for Positions
The revised guidance note for Country Office Workload Survey is now available in French. The guidance note is linked in the procedure section of the Multiple Funding Lines for Positions policy page.

07/12/2020Financial Resources Management
Direct Project Costs (DPC)
The revised guidance note for Country Office Workload Survey is now available in French. The guidance note is linked in the procedure section of the Direct Project Costs policy page.


07/12/2020Financial Resources Management
Direct Cash Transfers and Reimbursements

​The updated Direct Cash Transfers and Reimbursements policy and procedures are now available. The summary of major changes and their implication on UNDP Offices are:

  • Clarification has been made that NEX Advances can only be made to Partners, and not to responsible parties in full NIM projects.
  • Clarity has been added for non-local advances to national implementation projects in paragraph 9, which should be submitted to UNDP HQ Treasury for appropriate approval in accordance with UNDP Financial Regulations and Rule 125.06.r.
  • Added clarification that Partners may open a separate bank account for receiving and managing UNDP advances where deemed necessary.
Procedures which offices should take to address unsupported payments reflected in assurance reports, including audits and spot checks, have been added.


01/12/2020Financial Resources Management
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