Skip Ribbon Commands
Skip to main content

Programme and Operations Policies and Procedures

  
Description_EN
  
Tags
  
Business Continuity Management (BCM)

The BCM policy has been revised is now available in PoPP. The revision is mainly editorial and does not include any substantive changes. The revised policy has also Included a reference to UN Organizational Resilience Management System (ORMS) which was approved by UN CEB in 2014.


17/01/2018Accountability
Termination of Appointment

The new policy highlights that the approval of agreed separations remains discretionary and is not an entitlement. The policy also provides a sliding payment scale for additional discretionary amounts that UNDP could pay in cases of agreed separation of staff.

As of 1 January 2018, the 'Termination of Appointment' policy supersedes the guidelines in the UNDP Agreed Separation Arrangements. Terminations of appointment and separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.

 



01/01/2018Human Resources Management
Recruitment and Selection

The guidelines on UNDP Agreed Separation Arrangements in the Recruitment and Selection policy have been deleted as they are now superceded by the new Termination of Appointment Policy. and separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.

01/01/2018Human Resources Management
Interim Change Management Measures

As of 1 January 2018, the 'Termination of Appointment' policy supersedes the guidelines in the UNDP Agreed Separation Arrangements. Terminations of appointment and separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.

01/01/2018Human Resources Management
Home Leave

The Home Leave policy has been updated to clarify who is eligible for home leave and to provide additional guidance on how to provide proof of travel. More specifically, an internationally recruited staff member is not eligible for home leave when:

a) He/she is serving and residing in the country recognized as his/her country of nationality for UN purposes, in accordance with Staff Rule 4.3; b) He/she is serving and residing in the country where he/she is exceptionally authorized to retain his/her permanent resident status, in accordance with Staff Rule 4.5 (d);staff members are required to upload supporting documents into eServices to provide evidence that they have complied with the required minimum length of stay in their home country. These documents must be retained for two years and failure to produce such evidence when requested to do so may lead to the recovery of the amounts paid on account of the home leave.

01/01/2018Human Resources Management
Authorizing Official Business Travel

The policy’s ‘Templates and Guidelines’ section features the latest Atlas Travel and Expense Guidelines.


01/01/2018Administrative Services
Service Clearing Account (SCA), Charging, Billing and Fee Collection

The policy name has changed to Service Clearing Account (SCA) for non-Atlas UN Entities: Charging, Billing and Fee Collection. The following are changes made in the policy

1. For UN entities who do not use Atlas (the “Non-Atlas agencies”), a dedicated Service Clearing Account (SCA) is established for each UN entity. Through SCAs, all global advance pre-payments from UN Agencies are recorded, and all services provided by UNDP offices to these UN entities are recorded. A dedicated Service Clearing Account is not applicable to Atlas Agencies (UNFPA, UN Women, UNU, UNCDF, UNV). For Common Services, please refer the NEW guidelines HERE.)


2. To ensure the UN entity has sufficient funds deposited with UNDP in order for UNDP to provide services, a budget sufficiency check is performed based on the chart field combination of “Fund” (Atlas fund code 12000) and “Donor” (a dedicated donor code for each Agency). As long as the UN entity has enough funds deposited with UNDP, the budget check will pass and be valid.

 

7. The daily batch process posts the bills to debit the agency Service Clearing Account (SCA) and credit the CO income account respectively.



15/12/2017Financial Resources Management
Memorandum for Provision of Services (MPS)

The new policy enables UNDP to provide management and support services that contribute to a programme government's results upon the agreement of the programme government. This modality cannot be used to deliver development results that UNDP is accountable to achieve under UNDP's programme.

The MPS replaces the 2007 Management Service Agreement (MSA), where UNOPS was designated as a service provider.  


12/12/2017Financial Resources Management
Other Travel Allowances and Expenses

The updated terminal benefits are in line with ST/IC/2001/43/Amend 4 in the policy when a vehicle is not provided.

 

For travel occurring 1 December onwards, the terminal allowance with respect to each authorized journey for each trip by public transport to and from the air terminal or other point of arrival or departure to the hotel or other place of dwelling has increased:   

  

Rates apply to:  

NEW YORK RATE  

For each trip  

Elsewhere Rate

For each trip  

Staff member or non-staff member when the travel is paid by UNDP unless otherwise expressly provided in the terms of their contract  From $63 to $78  From $38 to $47  
Family Member (if authorized to travel at UNDP expense)  From $21 to $26From $13 to $16

 

No terminal allowance is provided when a vehicle (government or otherwise) is provided or when transportation is made available.  

 

01/12/2017Administrative Services
Rental Subsidy

The policy was updated to clarify maximum rent levels in field duty stations and to explain that the rental subsidy calculation excludes non-rental charges such as utilities and maintenance charges


01/12/2017Human Resources Management
Recovery of Overpayments

The policy has been amended to provide greater procedural clarity on how to recover overpayments made to staff members, including greater emphasis on repayment agreements and expanding the options available to recover any overpayments made.

01/12/2017Human Resources Management
Expenditure of Income Accrued from Cost Recovery

1. Income earned from cost recovery, such as GMS fee from non-core programme projects (refer to POPP ), implementation support services to UN Agencies based on UPL or LPL (refer to POPP UN Agency Services), administrative agent fee for joint programme and other adhoc service fees to external parties, together constitute a major funding source for institutional budget to fund management activities.

09/11/2017Financial Resources Management
Enterprise Risk Management

The ERM policy has been supplemented with clarification of the end-to-end risk management process to simplify application. The business process provides a summary of risk management at all levels of the Organizational and the risk escalation process.  It also information on linkages between risk management and and how this could be mainstreamed in most key business processes within the Organization. 


27/10/2017Accountability
General Considerations of Contracting
[New] Contract Face Sheets and General Terms and Conditions

A new set of consolidated and simplified corporate contract templates for the procurement of goods and services have been provided for the following four categories:


1. Contract Face Sheet (Goods and/or Services) for goods/services for/to UNDP;
2. Contract Face Sheet (Goods and/or Services) for goods/services for/to UN Entities (when   UNDP is procuring services/good and signing the contract on behalf of another UN Entity);
3. General Terms and Conditions (for Goods and/or Services); and
4. General Terms and Conditions for de minimis contracts (Services only).


The new templates replaced the Contract for Professional Services, Institutional Contracts, and Long-Term Agreements (LTAs) but they do not replace the Individual Contract, Purchase Orders, or Contracts for Civil Works. LTAs are now incorporated into the Contract Face Sheet.


 


27/10/2017Procurement
Other Travel Allowances and Expenses

Updated terminal benefits to be in line with ST/IC/2001/43/Amend 4.

26/10/2017Administrative Services
Individual Contractors Policy (IC)

[Updated] Individual Contractors policy (IC):Restrictions concerning former staff members in receipt of a pension benefit.

The policy was updated to align it with the new HR policy on maximum compensation to be paid to former staff members on pension benefit.
120. Employment of former staff members who are in receipt of a pension benefit from the UNJSPF shall be subject to the following restrictions:

a) 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.
 


18/10/2017Procurement
Individual Contractors Policy (IC)

[Updated] Individual Contractors Policy (IC): Determining a competitive process for Individual Contractors (ICs).

The policy was changed to align the requirements of a competitive process for ICs with that of RFQ/ITB/RFP- 

Sourcing of candidates:

70a. An individual contractor selection process is considered competitive, even if it results in less than three responsive bids. An award may still be made, but approval depends on due diligence to ensure that sourcing was properly conducted, and that the limited market response was not the result of a restrictive short list or unsuitable sourcing strategy.

 

 


02/10/2017Procurement
Private Sector Partnerships through Pro Bono Agreement

Private Sector Partnerships through Pro Bono Agreement (Procedure 4, Step 1) link replaced and 'Explanatory Notes' column added with the following:

 -When a private sector entity approaches UNDP with an unsolicited offer of pro bono contribution of goods or services, it is necessary, in addition to the risk assessment of the private sector entity itself, to take special care to ensure that this is the most cost effective way to achieve a particular objective. If it is not clear that there is a unique feature to the offer being made, then it is essential to undertake a thorough mapping and scoping exercise to research comparable alternatives and to:

a.       approach a wide range of similar companies in order to ascertain that there are no better offers available;

b.       provide evidence that the pro bono services or goods are fit for purpose and offer best value by obtaining complete specifications of donated goods, including quality standards; 

c.       define the necessary quality checks to be conducted depending on the nature of the donation; 

d.      have a documented process of peer review of options; 

e.       Conduct an analysis as to whether the contribution may lead to a 'future standardization whereby a specific good/service limits UNDP future choice and imposes unexpected costs. In particular, the analysis must show that there will be no dependency that can incur future costs.

f.        Provide no unfair advantage.


22/09/2017Partnerships
GMS Fee Set-Up and Collection
'Guidance note GMS setup and reports -2017' link fixed. (Procedure 1, Step 2)
29/08/2017Financial Resources Management
The Information Disclosure Policy

The policy was updated reflect best practice in the review and appeal process relating to information disclosure. The new provisions are intended to ensure independence of the Information Disclosure Panel in its decision making on contested disclosures.


11/08/2017Accountability
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
Rank-In-Post

The Rank in Post policy was amended to reflect changes made to the Recruitment and Selection Policy, which includes the removal of minimum time in post requirements.

01/08/2017Human Resources Management
Daily Subsistence Allowance (DSA)

The policy has been updated to reflect the replacement of the schedule in ST/IC/2015/25 with revised rates for the daily subsistence allowance in New York, Geneva and Vienna:

 

31 c) After 120 days, normally at 60 percent of the first-60-days rate. The after-120-days DSA rates for New York, Geneva and Vienna, are published separately in the annex to UN circular ST/IC/2017/20.  

24/07/2017Administrative Services
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
UN Travel Documents and National Passport

The application for United Nations Laissez-Passer/UN Family Certificates are now available in French and English as Word documents. (Procedure 1, Step 2).

01/06/2017Administrative Services
1 - 30Next
​​