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Programme and Operations Policies and Procedures

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POPP>Human Resources Management

Announcement

33. Harassment, Sexual Harassment, Discrimination, and Abuse of Authority, May 11th, 2018

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.

32. Temporary Appointment (TA), May 2nd, 2018

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).

31. Revised UNDP Legal Framework for Addressing Non-compliance with UN Standards of Conduct (The Legal Framework), March 29th, 2018

The Legal Framework was revised to incorporate developments and lessons learned from the practice of handling allegations of misconduct. Changes include: (1) the means to expedite the handling of such allegations; (2) the roles and responsibilities of different members of senior management in the process; (3) clarifications on anticipated timeframes for staff; (4) clarifications on application of certain disciplinary sanctions and non-disciplinary measures; (5) action taken and decision-taking authority at each stage of an investigation and/or disciplinary proceedings when a staff member may separate, and (6) links to updated documents and information about various resources available to staff members in matters concerning allegations of misconduct.

30. Job Evaluation, March 28th, 2018

A clause was added under [Paragraph 7(h)] regarding job classification to require re-classification if changes are made to more than two functions listed in the job description, while the grade level remains the same. These changes must concern the position's main functions and levels of accountability and responsibility, not the specific duties/tasks and expected results.

Links to the Annex I-III templates are available on page three. (UNDP Job Description, UNDP Job Description Explanatory Note and Request for Classification).

29. Non-Reimbursable Loan Agreement (NRLA), January 25th, 2018

The NRLA policy content has been reviewed, and the main changes are the introduction of a two-year limit for the first loan and the completion of mandatory training.

28. Termination of Appointment, January 1st, 2018

This policy covers the different types of termination of appointment such as those resulting from the abolition of post or reduction of staff, unsatisfactory service, reasons of health, disciplinary reasons, facts anterior to the appointment, agreed separation and termination of appointment in the interest of the good administration of the organization 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.

27. Recruitment and Selection, January 1st, 2018

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. Separations resulting from an approved Rationale for Change prior to 1 January 2018 will continue to follow the UNDP Agreed Separation Arrangements.

26. Interim Change Management Measures, January 1st, 2018

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.

25. Home Leave, January 1st, 2018

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.

24. Rental Subsidy, December 1st, 2017

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.

23. Recovery of Overpayments, December 1st, 2017

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.

22. Recruitment and Selection Framework, August 1st, 2017 

The updates are intended to provide a more flexible framework for the recruitment of staff.

  1. The updates contains special provisions to recruit non-nationals at General Service level in countries where the individual is a resident and has legal working status in the country. The nationality requirement for National Officers remains unchanged. They must be of the nationality of the country where the office is located.  
  2. The Time-in-Post provision has been retired. A hiring unit may consider International Professional staff members after they have served in their posts, for one year for duty stations "D" and "E", and two years for all other duty stations.
  3. Provides a range of assessment methods for recruitment, including panel interviews; technical assessments; roster-review; written tests; work samples; language proficiency tests; and review of the candidates' performance history.
  4. Vacancy Announcements may be advertised internally and externally at the same time. Without prejudice to the recruitment of new talent, full regard shall be given to qualified internal candidates.
  5. A shortlist for any assessment must comprise at least two candidates. If no female candidate is included in the shortlist, a Hiring Unit must document the efforts made to identify qualified female candidates including re-advertisement.
  6. Participation of national counterparts or government officials on UNDP interview panels is not authorized either as a panel member or observer.
  7. Reference checks can be conducted by phone but the conversation must be documented and placed on record. 

21. Experience and Academic Qualifications, August 1st, 2017

This updated policy provides required years of experience for holders of Bachelor's degree to apply for General Service positions.

20. Rank-In-Post, August 1st, 2017

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.

19. Transition Pool Policy, June 1st, 2017

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.

18. Performance Management and Development Policy, April 7th, 2017

The Policy aims to foster the culture of high performance through making performance management an integral part of every-day work.  It encourages more frequent interactions/communication between staff and managers on performance and shifting the focus from compliance with annual milestones to higher quality performance conversations. 

17. Performance Management Policy, February 1st, 2017

The former Rebuttal policy was retired and is now incorporated into the Performance Management policy on 1 February 2017.  

16. Home Leave, January 25th, 2017

Accelerated home leave is discontinued, except in category D and E duty stations that are not designated for rest and recuperation (R&R) under the framework of International Civil Service Commission (ICSC).

15. Mobility and Hardship, January 25th, 2017

A mobility incentive is introduced to replace the current mobility allowance. The annual amounts of the mobility incentive per grade band are as follows:

P.1 – P.36,500 USD
P.4 – P.58,125 USD
D.1 and above9,750 USD

The incentive is payable to staff with at least five consecutive years of prior service in a UN common system organization, as of their second assignment, following a geographical move. Staff assigned to category "H" duty stations will not be eligible to the incentive. The incentive will be payable for a period of up to five years. Staff members serving in the "H'' duty stations that are in receipt of the mobility allowance or received a letter of offer that included the mobility allowance will continue to receive the current amount for up to five years or the move to the next assignment, whichever comes earlier. The mobility incentive will be increased by 25 per cent as of the 4th assignment, and by 50 per cent as of the 7th assignment.

The hardship allowance system is adjusted as follows, eliminating the current single rate (amounts in USD):

Hardship categoryP.1 – P.3P.4 – P.5D.1 and above
A---
B5,8106,9708,140
C10,47012,78015,110
D13,95016,28018,590
E17,44020,92023,250

The current additional hardship allowance is replaced with a non-family service allowance. Eligible staff with recognized dependents receive 19,800 USD/year (1,650 USD/month); staff with no dependents receive 7,500 USD/year (625 USD/month).

14. Repatriation Grant, January 25th, 2017

Eligibility to repatriation grant is subject to a minimum of five years of expatriate service. Serving staff will retain their eligibility under the current grant up to the number of years accrued at the time of implementation.

13. Settling-In Grant, January 25th, 2017

The entitlement formerly known as the Assignment grant is now called Settling-in grant. Under this policy, payment of the non-removal allowance is discontinued. Staff who moved prior to the implementation of the new relocation package and are in receipt of non-removal allowance will continue to receive the allowance for up to five years, or until they move to another duty station, as per current eligibility criteria.

Further, the second lump sum equivalent to one additional month of net salary previously payable under the non-removal option in case of moves to field duty stations for three years or more has been abolished. Where the letter offer issued to the staff member includes a payment of the second lump sum payment, this will be honoured.

Information and FAQs on these updates and other elements of the New Compensation Package for internationally recruited staff members in the professional and higher categories can be found on OHR website.

12. Mandatory Age of Separation Policy, January 1st, 2017  

This policy replaces the "Retirement" Policy and is UNDP's implementation of the New Compensation Package approved by the General Assembly [GA Resolution 70/244 in February 2016]. Key changes are as follows:

  1. In accordance with UN Staff Regulation 9.2, the age for mandatory separation in UNDP is age 60 for staff members that are recruited before 1 January 1990; age 62 for staff members that are recruited on or after 1 January 1990 and age 65 for staff members that are recruited on or after 1 January, 2014. 
  2. 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.

11. Dependency Allowance, January 1st, 2017

The revisions to the policy and procedures align with the new compensation package for internationally recruited staff approved by Resolution GA/RES/70/244 of the General Assembly on 23 December 2015. In accordance with Staff Regulation 3.4 (e) and Staff Rule 3.6 all staff members are obliged to report any changes to their dependency status to BMS/OHR at the time of the change ensuring accuracy in payment of benefits. 

10. UN Staff Regulations and Rules, January 1st, 2017

In 2017, the UN Staff Regulations and Rules were updated primarily to reflect the changes of the new compensation package approved by the General Assembly on 23 December 2015.

9. Revised Selection and Recruitment of FTAs not covered by the candidate pool, October 3rd, 2016

The following provision, which previously required Fast Track activation request are no-longer necessary (i.e. integrated into the main policies).
 
Offices are authorized to conduct desk review in lieu of an interview for all positions up to and including P-5 level. The desk review would still need to be conducted by an independent panel which must adhere to the recruitment principles as set out in the Policy.

8. Revised Temporary Appointment, August 4th, 2016

The following provision, which previously required Fast Track activation request are no-longer necessary (i.e. integrated into the main policies).
 
The Regional Bureau Directors are authorized to grant waiver of competitive recruitment for up to 10 (ten) Temporary Appointment (TA) positions per annum, per country office in accordance with the following provisions:
(a)     The process must ensure that the person selected is the best-qualified candidate to perform the job functions in a fully satisfactory manner;
(b)     References must be checked prior to contracting/appointment;
(c)     Contracting/appointing of close family relatives and other conflict of interest matters must be verified prior to contracting/appointment;
(d)     The individuals must be medically cleared an enrolled in the applicable medical and life insurance policy prior to contracting/appointment;
(e)     The appointment letter/contracts issued must be in compliance with the standard terms and conditions;
(f)     The individuals must be informed of the contract terms and standards of conduct as set out in the POPP

7. Revised Service Contract, August 4th, 2016

The following provision, which previously required Fast Track activation request are no-longer necessary (i.e. integrated into the main policies).
 
The Regional Bureau Directors are authorized to grant waiver of competitive recruitment for up 20 Service Contract (SC) positions per annum, per country office in accordance with the following provisions:
(a)     The process must ensure that the person selected is the best-qualified candidate to perform the job functions in a fully satisfactory manner;
(b)     References must be checked prior to contracting/appointment;
(c)     Contracting/appointing of close family relatives and other conflict of interest matters must be verified prior to contracting/appointment;
(d)     The individuals must be medically cleared an enrolled in the applicable medical and life insurance policy prior to contracting/appointment;
(e)     The appointment letter/contracts issued must be in compliance with the standard terms and conditions;
(f)     The individuals must be informed of the contract terms and standards of conduct as set out in the POPP.

6. New Internship Policy, April 8th, 2016

This enabling Policy provides expanded eligibility by including any student enrolled in the last year of a bachelors' degree and one year after graduation from a master's degree or equivalent studies. It also removes the obligation that interns secure life insurance, as well as the ban on employment following the internship while clarifying that interns may not apply to positions during their internships.

5. Revised Salary Advance Policy, March 4th, 2016

The revised policy introduces the principle that UNDP is not a lending institution. Where no lending institutions exist or obtaining loans is impractical, UNDP can disburse a salary advance subject to certain conditions. Among others, the Policy clarifies that where a staff member does not receive his/her regular salary through no fault of his/her own, an advance shall be automatically granted in the amount due. The revised Policy also emphasizes the recovery of outstanding advance balances from final emoluments and any further balances in excess of the final emoluments.

4. Revised Sick Leave Policy, February 22nd, 2016

To ensure simplification and clearer accountability, the revised Policy reduces required documentation and forms for certified sick leave submission. The corresponding procedures also introduced the feature for requesting sick leave and uncertified sick leave in the e-Services module at Atlas.

3. Revised Medical Insurance Plan (MIP), April 29th, 2015

Cigna became the third party administrator for UNDP as of 1 April, 2015. New MIP application/request form, claim form and prior approval forms are also introduced.

2. Rest and Recuperation Policy, April 29th, 2015

The R&R eligibility criteria for ICs has been aligned with the IC policy.

1. New UN Clinics Policy, April 22nd, 2015

This policy covers management and operation of UN Clinics that are administered by UNDP on behalf of UN Common System organizations. This policy outlines the minimum standards for the establishment of UN Clinics which provide primary clinical and occupational health services to authorized UN Common System personnel and their recognized dependents. The UN Clinics policy and procedures clarify the provisions for the recruitment of UN clinic personnel; procuring and accounting; cost sharing mechanisms and management of the UN Clinics.

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