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Programme and Operations Policies and Procedures

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POPP>Crisis Response

Announcement

Please be informed that the following Fast Track measures, which previously required Fast Track requests through an online activation form, have been mainstreamed into relevant policies and streamlined the required processes for faster actions. 

Guidelines on Engagement with NGOs under Country Based Pooled Funds

1st December, 2016

Country Based Pooled Funds (CBPF) are designed to support cluster coordination and stronger humanitarian leadership. Such funds are made available to UN agencies and NGOs that participate in the country’s consolidated appeals process (CAP) or Humanitarian Response Plan (HAP). The Guidelines on Engagement with NGOs under CBPF supplements OCHA’s Operational Handbook for CBPFs(2015), and provides guidance to Country Offices acting or considering to act as Managing Agent.  

Currently, UNDP Country Offices in the Central African Republic, the Democratic Republic of Congo, South Sudan, and Sudan are Managing Agents for CBPF grants to NGOs. This work is not only important in the context of the UN’s humanitarian delivery in protracted crisis situations, but also advances an agenda where local actors are at the forefront of this response. The capacity-building work that UNDP does through the CBPF’s also contributes to programming that advances better collaboration across the humanitarian and development nexus. For questions on this process, please contact Taija Kontinen-Sharp at  taija.kontinen@undp.org , Programme Specialist, the Crisis Response Unit.

9th June, 2016

Human Resources:

(a) Country offices are authorized to directly administer all local Fixed Term Appointments (FTA) and Temporary Appointments (TA), including classification and creation of positions. This should be conducted in a manner that is consistent with the existing policy on TAs and FTAs.

(b) Vacancy announcement for FTAs is shortened to one week.

(c) Competitive desk review in lieu of interview for recruitments of TAs and FTAs. Offices are now authorized to conduct desk review in lieu of an interview for all positions up to P-5 level. The desk review would still need to be conducted by an independent panel which adhere to the recruitment principles as set out in Policy on Selection and Recruitment Framework.

(d) Reference checks by phone. Offices are now authorized to opt to conduct reference check by phone for all recruitment modalities. The hiring unit should document the result of the reference check by phone as part of the supporting document for the recruitment.

Procurement:

(a) The Bureau Director is authorized to allow direct review by R/ACP chairperson instead of convening a committee
  • This authority is granted to facilitate urgent procurement actions where bureau assessed the risk as low;
  • In exercising this authority, the Bureau should consult with the R/ACP chair person.

The above authorities can be further delegated by the Regional Bureau Director to RCPO or other managers in your Bureau. However, a record of such sub-delegation should be shared with the CPO for record. See Procurement Review Committee policy for more details.

(b) Increased threshold for Request for Quotation

The Policy on Procurement Methods  which previously limited the applicability of RFQ to procurement action higher than US$ 5,000 and lower than US$ 100,000. Offices are now authorized to issue RFQ as follows:  
  • For offices with micro-purchasing threshold of USD 5,000, the RFQ limit is US$ 5,000 – US$ 149,999.
  • For offices with micro-purchasing threshold of USD 10,000, the RFQ limit is US$ 10,000 – US$ 149,999.

(c) As Responsible Parties (RP), whereby the NGO/CSO is responsible for the implementation of project activities or specific components of a project, including the provision of specific inputs and/or delivery of agreed outputs. RPs receive funding against the achievement of milestones or the provision of goods and services under the specific components of a project, and may receive advanced funds as per the applicable Financial Regulations and Rules governing prepayment. When amounts exceeds $ 30,000, the applicable HACT policy (i.e. micro-assessment and assurance activities) will apply. See NGO as a Responsible Party policy.


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