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Programme and Operations Policies and Procedures

  
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Internal Control Framework (ICF)
The ICF policy reflects the following changes:

1) Increase the threshold above which Purchase Orders and E- requisitions are required from $2,500 to $5,000. 

2)Increase the number of vendor approvers to three staff members in offices whose previous year delivery is above $50 million per year. 



19/09/2018Human Resources Management
Daily Subsistence Allowance (DSA)
The POPP subprocess for DSA (para 31 c) reflects the elimination of AI issuance and the abolishment of IC’s on the topic. Specifically, the special DSA rates for NYC, GVA, and VIE which are available in the ICSC circular and no longer promulgated through an AI.



13/09/2018Administrative Services
Petty Cash Fund for Management Project (PCF)
As part of the delivery acceleration measures, a proposal to modify cash management arrangements has been approved and is effective as of 1 September. The following thresholds and main changes have now been agreed:
  1.   Petty Cash Fund (PCF) – Account 16105:
  2.   Limit increased from $1k to $2.5K
  3.   Expense limit increased from $100 to $250 per payment
Treasurer may suspend cash arrangements if three consecutive red dashboard or related audit observation related.

01/09/2018Financial Resources Management
Project Cash Advance (PCA)
As part of the delivery acceleration measures, a proposal to modify cash management arrangements has been approved and is effective as of 1 September. The following thresholds and main changes have now been agreed:
Project Cash Advance (PCA) – Account – 16108:

a) Liquidation deadline increased from 1 week to 1 month
b) RR only, can approve PCA limit up to $50K
c) RR only, can appoint SC as custodian with limit of $5K

Treasurer may suspend cash arrangements if three consecutive red dashboard or related audit observation related.


01/09/2018Financial Resources Management
Project Petty Cash Fund (PPCF)
 As part of the delivery acceleration measures, a proposal to modify cash management arrangements has been approved and is effective as of 1 September. 
Project Petty Cash Fund (PPCF) – Account 16106:

1. limit increased from $1 to $2.5K
2. Expense limit increased from $100 to $250 per payment
3. RR only, can appoint SC as custodian

Treasurer may suspend cash arrangements if 3 consecutive red dashboard or related audit observation related.


01/09/2018Financial Resources Management
Project Cash on Hand for DIM Projects (PCH)
As part of the delivery acceleration measures, a proposal to modify cash management arrangements has been approved and is effective as of 1 September. The following thresholds and main changes have now been agreed:
Project Cash on Hand – Account 16107:

a. limit increased from $2.5K to $5K
b. RR only, can approve limit up to $25K
c. RR only, can appoint SC as custodian up to 2.5K

Treasurer may suspend cash arrangements if 3 consecutive red dashboard or related audit observation related.


01/09/2018Financial Resources Management
Engagement with NGOs under Country Based Pooled Funds

​The procedure section, “Relevant Documents and Guidelines” was added to the NGOs under Country Based Pooled Funds main policy page. The relevant documents and guidelines are available here, in the Crisis Response folder of the POPP library. This folder is also linked to the procedure section under "explanatory notes".

07/08/2018Crisis Response
Procurement Methods

The policy update highlights that direct contracting is permitted up to 18 months as part of the mainstreaming of piloted measures. 

03/08/2018Procurement
Long Term Agreements (LTA)

The policy change requires country offices who will utilise other COs' LTAs to ensure that the prices are competitive, value for money is demonstrated and appropriate procurement committee reviews are conducted. Direct review by ACP/RACP shall be requested, if applicable.

03/08/2018Procurement
Individual Contract

The updated policy reflects the procedure for increasing the no-competition threshold for ICs to $10,000. Other changes include the removal of P11, an updated template for Offerors’ Letter; updates on reference checks and the change of the required age for medical examination to 65 from 62.

03/08/2018Procurement
Harassment, Sexual Harassment, Discrimination, and Abuse of Authority

The informal and formal harassment procedures are available in English, Spanish and French.

02/08/2018Human Resources Management
Inventory Management

The latest Inventory Management procedure updates reflect the current inventory counts practice, which changed from a quarterly to a semi-annual occurrence.

13/07/2018Financial Resources Management
Service Clearance Account (SCA)
The policy update reflects an additional fee row through the automated process as per the 2018 UPL. 
 Activity4 Travel management simple (1 travel management simple + 1 payment fee). 
 
03/07/2018Financial Resources Management
Internal Control Framework

The updated ICF policy reflects the increase of manager and senior manager thresholds in Atlas in offices whose previous year delivery is above $50 million per year.

01/07/2018Accountability
Furniture and Equipment: Property, Plant and Equipment (PPandE)

The updated Property Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Property, Plant and Equipment

The updated Property Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Furniture and Equipment: Disposal and Write-Off

The updated PP&E section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Plant and Property: Acquisition and Maintenance

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
Leasehold Improvements: Acquisition and Maintenance

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives. 

12/06/2018Administrative Services
Leasehold Improvements: Depreciation, Reconciliations Reports and Centralized Functions

The updated Plant, Property and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives.

12/06/2018Administrative Services
GMS Fee Set-Up and Collection
The latest procedure table updated with the most recent link to the Guidance note on GMS setup and reports.
12/06/2018Financial Resources Management
Cost Recovery from Other Resources - GMS

The latest Cost Recovery policy update reflects the recent change in the Green Climate Fund (GCF) Fee for Accredited Entities (AE). The revised GCF policy on AE fees continues to institute a fee cap up to a certain fixed percentage based on the total size of the project/program (i.e. the total of GCF funding and co-finance).

12/06/2018Financial Resources Management
Launch of Bold New Changes to Programme and Project Management

The Programme and Project Management (PPM) policies and procedures have been re-written from end-to-end. The changes help UNDP to be a more agile and responsive development partner in a world that is changing rapidly.

The new approach:

1. Reduces burden. Many requirements were streamlined. Country offices estimate that the changes will reduce time burden by approximately 33 days per year per programming staff person.

2. Improves flexibility. New ways to deliver results with diverse partners enable UNDP to work more effectively on cross-border solutions, in crisis settings and more. These approaches will also help staff to work in a more integrated manner.

3. Bolsters innovation. The changes make it easier to revise programmes and projects based on learning and experimentation. The PPM fully integrates new UNDAF guidance and delivering as one. It enables new partnerships with the private sector, IFIs and more, and introduces innovative financial instruments.

More information about the changes is available on the Programme Effectiveness Knowledge Network, and visual guides complement the policies and procedures in the POPP.

08/06/2018Programme and Project Management
Harassment, Sexual Harassment, Discrimination, and Abuse of Authority

Building on the principle that all UNDP personnel have both the right to be treated respectfully and the corresponding responsibility to treat others accordingly, the Policy has been comprehensively revised.

The highlights of the revision include:
1. The scope of the policy has been expanded to also include discrimination in the workplace. This is reflected in the revised title of the policy “Policy on Harassment, Sexual Harassment, Discrimination, and Abuse of Authority”.

2. The Policy reinforces that UNDP does not, and will not, tolerate harassment, sexual harassment, discrimination, and abuse of authority in any form. Such prohibited conduct is subject to disciplinary action, including dismissal and ban from future employment with UNDP. It further clarifies that while consensual, intimate relationships between UNDP personnel are generally not prohibited, managers and supervisors should recognize that such relationships are not appropriate where one person manages, reviews or takes administrative decisions concerning the other person, is subordinate to the other person in the same line of reporting/authority, or is in a position in which some other conflict of interest may arise.

3. The application of the Policy has been clarified and the definition of workplace expanded. It now covers all UNDP personnel, namely staff, Service Contract holders, UNVs and Individual Contracts. External personnel, which include vendors, suppliers and partners, can now report actions of prohibited conduct against them by UNDP personnel.

4. The Policy makes a clear distinction between sexual harassment in the workplace, and sexual exploitation and abuse of local populations by UNDP personnel. The latter is regulated by the Secretary-General Bulletin ST/SGB/2003/13: Special Measures for Protection from Sexual Exploitation and Sexual Abuse;

5. The obligations of UNDP personnel and managers and supervisors are reinforced by:

a. Putting greater emphasis on the completion of relevant mandatory courses;
b. Requiring Directors of Bureaus and Heads of Office to provide an annual certificate to the Administrator confirming that they have fulfilled their responsibilities under this policy.

6. Provisions related to reporting prohibited conduct have been reinforced as follows:

a. The time for reporting prohibited conduct other than sexual harassment is extended from 6 months to a year (12 months) and the time limit for reporting sexual harassment cases has been removed entirely;
b. Anonymous reports of prohibited conduct are allowed;
c. Regarding allegations of sexual harassment, an additional process for reporting such allegations through an external helpline is being implemented;
d. The Office of the Ombudsman may continue to offer initial guidance on options to be pursued for the resolution of complaints, while preserving the right to file a formal request directly with OAI at any time.

7. The Policy confirms that, as set out in the UNDP Policy for Protection against Retaliation, retaliation by any member of UNDP’s personnel against another member of UNDP’s personnel for having, in good faith, properly reported allegations of misconduct, or for having cooperated with a duly authorized audit or investigation, is strictly prohibited and is itself misconduct that will be treated accordingly.

8. The Policy also clarifies the rights of an alleged offender who separates from UNDP while an investigation into prohibited conduct is ongoing.

9. Finally, the Policy provides examples of each of the four types of prohibited conduct to help address misunderstandings regarding what actions and behaviours constitute harassment, sexual harassment, discrimination, and abuse of authority.



11/05/2018Human Resources Management
Protection against Retaliation

The updated Protection against Retaliation policy is in line with the latest Secretariat guidelines ST/SGB/2017/2/Rev1 and includes: protection of individuals who choose to report wrongdoing to an external entity in limited circumstances; reducing the turnaround time for Ethics to complete the preliminary review stage (from 45 to 30 days); changing the definition of retaliation so that it aligns with the most recent SGB; the option of recommending transfer of the alleged retaliator; and explicitly prohibiting retaliation against outside parties. Additionally, UNDP introduced the possibility of interim protective measures during the preliminary review stage.

11/05/2018Ethics
Authorizing Official Business Travel

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 

11/05/2018Administrative Services
Post Travel
One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 
 


11/05/2018Administrative Services
Route, Mode of Transportation, and Standard of Accommodation

One of the duty travel responsible party roles changed from "certifying officer" to "travel processor" to better reflect their duties. 

11/05/2018Administrative Services
Temporary Appointment (TA)
The Temporary Appointment (TA) policy updates are in place to accelerate recruitment and streamline the processes to ensure that the TA is used effectively. The changes are as follows:
-       The TA can now be offered and issued for a period of 1 year and 364 days at the out-set;
-       The decision to renew TAs beyond the initial 364 days is now decentralised and therefore no longer requires an exceptional approval by the Director, OHR;
-       The budget and planning provisions for TAs have been streamlined to allow the recruitment process to proceed before confirmation of a budget allocation but requiring that funding be secured prior  to the offer of appointment being issued;
-        Alignment of the benefits and entitlements with the new compensation package;
-        Alignment with the UNDP policy on the retiree earnings limit;
-        Clarification on the granting of a with-in-grade increment for TAs with an uninterrupted duration of more than one year;
-         Removal of references to discontinued contractual modalities (SSA/ALD).
02/05/2018Human Resources Management
Attribution of DPC through a Stand-Alone DPC Project

The procedures updated in accordance with the institutional budget allocations in 2018 and with additional Atlas queries to assist the quarterly review of expenses to attribute to development.

20/04/2018Financial Resources Management
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