The Bank Reconciliation process enables the verification of entries on the bank statement by reconciling that information with external transactions and also system generated transactions in Payables, Receivables, Payroll and General Ledger. During the bank reconciliation process external transactions can be created for bank originated entries such as bank charges and interest.
Bank of America interface (BOA) applies if the disbursing bank account is part of the interface. BOA files are payment file formats generated only for bank accounts that are part of the Bank of America interface. These payment files are processed by the system and automatically transmitted to Bank of America. BOA, in turn, routes these payment instructions to the disbursing banks.
The Cash to General Ledger Reconciliation Report compares the GL cash account balance against the bank account balance. It displays the unreconciled GL cash account journal entries and unreconciled bank statement lines that help identify the discrepancies between the balances. This is done based on the specified range of periods.
The core governing principle in UNDP's procurement is to obtain the bet value for money. Best value for money should not be equated with the lowest price. It requires an integrated assessment of technical, organizational and pricing factors in light of their relative importance (i.e., reliability, quality, experience, reputation, past performance, cost/fee and reasonableness). Parameters can also include social, environmental and other strategic objectives defined in the procurement plan.
The Bi-annual Reassignment Exercise is a corporate mechanism for making staffing decisions, matching pre-qualified candidates with posts, so as to advance UNDP's talent needs and other organizational priorities.
Supports the unit or country office audit focal point for audit observations that require interpretation or clarifications from central bureau policy focal points, BMS Divisions etc. Supports the offices being audited with preparation of documentation prior to the audit.
Changes to a project budget affecting the outputs, completion date or total estimated project costs require a formal budget revision that is agreed by the signatories of the original project document, and may need the approval of the donor, UN pooled fund steering committee or vertical fund, if relevant. The UNDP programme manager alone may sign the revision provided the other signatories have no objection. This procedure may be applied, for example, when the purpose of the revision is only to re-phase activities among years.
Each office/unit must prepare and maintain a Business Continuity Plan (BCP), to ensure that the organization can carry out its functions, so far as is reasonably practicable, when faced with an emergency. The BCP must be reviewed annually. The BCP covers all UNDP-administered personnel, business functions at all levels, including those that have been subcontracted to external contractors and suppliers, where the overall legal responsibility remains with UNDP. The BCP does not cover third party resilience; however, subcontractors should be asked to provide evidence that they have considered potential resilience issues. Project offices are also encouraged to apply the principles of BCM. 16. The BCP follows International Best practices, ISO 22301 (Societal Security – Guidelines for Incident Preparedness and Operations Continuity Management).
The Business Impact Analysis (BIA) is conducted by each country office or bureau unit, and coordinated by the office of the Business Continuity Focal Point. They may request technical assistance from the Directorate, Bureau for Management Services (BMS). The BIA includes: a. Identification of the critical business functions, b. Assessment of the impacts from identified risks that may disrupt critical business functions; c. Specification of setting recovery times in the event of disruptions; d. Defining recovery strategies for critical business functions, including the allocation of appropriate resources.
The “Buyer” role refers to staff members who conduct procurement (including procurement of Individual Contractors) and/or arrange travel (if located outside of HQ). Buyers exercise their procurement role on behalf of project managers and other clients.
A common operational (harmonized) framework for transferring cash to government and non‑governmental IPs, irrespective of whether these partners work with one or multiple United Nation agencies. The objective of the HACT framework is to support a closer alignment of development aid with national priorities and to strengthen national capacities for management and accountability, with the ultimate objective of gradually shifting to national systems. It is intended to serve as a simplified set of procedures on requesting, disbursing, providing assurance, and reporting on funds as a way to effectively manage risks, reduce transaction costs and promote sustainable development in a coordinated manner.
Harassment is any improper and unwelcome conduct by UNDP personnel against UNDP or external personnel that has caused, or that might reasonably be expected or be perceived to cause, offence or humiliation. Harassment may be present in the form of words, gestures, electronic communication or other actions that annoy, alarm, abuse, demean, intimidate, belittle, or cause personal humiliation or embarrassment to another, or cause an intimidating, hostile or offensive work environment. It includes but is not limited to harassment based on any grounds, such as race, religion, color, creed, ethnic origin, physical attributes, gender identity, or sexual orientation. Harassment will often consist of a series of incidents, but it may be brought about by a single incident only.
A joint decision of the Executive Boards of UNDP/UNFPA, UNICEF and UNWOMEN approved a new harmonized conceptual framework for defining and attributing all costs, both programme costs and organizational costs (DP-FPA/2012/1), and a new harmonized methodology for calculating cost-recovery rates on other resources (non-core) (DP-FPA/2013/1; DP/2013/9).
“Head of Office” refers to the head of either a UNDP headquarter office or UNDP country office, i.e. Bureaux Directors, Resident Representatives, heads of UNDP liaison offices, and heads of UNDP administered funds and programmes. Heads of Regional Service Centers and Heads of Policy Centers receive their delegated authorities from the Regional or Central Bureaux Directors as the case may be and/or from those directly delegated specific functional authorities by the Administrator (such as the Chief Procurement Officer, Chief Finance Officer, Treasurer etc.) and hence not included in this definition. Similarly, Country Directors receive their authorities from the Resident Representatives and are not considered heads of offices;
The purpose of the Home Leave (HL) travel entitlement is to allow eligible internationally recruited staff members periodic visits to their home country to renew and strengthen cultural and family ties. Having a multicultural staff is a founding principle of our international civil service. The UN invests in maintaining its multicultural nature through the HL entitlement. HL does not carry any extra entitlement to days of leave beyond the normal annual leave entitlement. The time spent on HL is charged against the staff member’s normal annual leave entitlement. Absence on HL is subject to the exigencies of service, as determined and approved by the staff member’s supervisor.
Official UNDP hospitality is intended to facilitate external networking activities undertaken by UNDP officials to serve the interest of UNDP and the larger United Nations (UN) community. guidelines for headquarters locations and other locations, including country offices. UNDP's policy on hospitality recognizes representational activities of senior UNDP staff members in receipt of a representational allowance and explains what the allowance is expected to cover and provides for the reasonable reimbursement of hospitality-related expenses.
Refers to the recruitment, transportation, transfer, harbouring or receipt of persons by a vendor, by means of the threat or use of force or other forms of coercion, of abduction, of fraud, of deception, of the abuse of power or of a position of vulnerability or of the giving or receiving of payments or benefits to achieve the consent of a person having control over another person, for the purpose of exploitation
Refers to the recruitment, transportation, transfer, harbouring or receipt of persons by a vendor, by means of the threat or use of force or other forms of coercion, of abduction, of fraud, of deception, of the abuse of power or of a position of vulnerability or of the giving or receiving of payments or benefits to achieve the consent of a person having control over another person, for the purpose of exploitation
The language allowance (LA) is a monetary incentive meant to encourage staff members in the learning and use of the various official languages of the United Nations. The LA recognizes, through a cash payment, the proven ability to function, orally and in writing, in more than one official UN language.
In instances of collaborative procurement, or when more than one Agency is involved in a specific procurement action which results in allegations that the vendor has been involved in Proscribed Practices, the relevant Agencies will choose a “Lead Agency” to represent them all in data gathering and analysis, investigation, and the sanctions proceedings against the vendor. The Agencies involved shall decide amongst themselves which is to act as the Lead Agency for the particular case. The Lead Agency will normally be the Agency (a) most directly impacted by the vendor’s activities and the Proscribed Practice(s); and/or (b) with the most resources at its disposal. All involved Agencies will collaborate with the Lead Agency. The Lead Agency will apply its own regulations, rules, policies and procedures to its activities in this regard.
A Lease is “an agreement whereby the lessor (landlord) conveys to the lessee (UNDP) in return for a payment or series of payments the right to use an asset for an agreed period of time”.
Letter of transmittal contains payment instructions transcribed on UNDP letterhead; the letter is signed by two authorized signatories and delivered to the bank for execution.
The UNDP CO and/or the national government have adequate capacity to respond to the crisis but require only a one-time injection of additional support without any need for exceptional temporary measures at regional or corporate levels.
For situations that can be managed by the CO with some additional ad hoc support as needed from HQ. The CO manages all aspects of the response with the regular backstopping support arrangements from HQ.
The capacity of the UNDP CO and/or affected national government is inadequate without a significant scale-up of capacity to respond to the crisis. Any crisis that severely affects UNDP personnel or facilities will automatically be designated at least a Level 2 crisis.
For situations that require large-scale, day-to-day organizational support. The CO manages the response with expanded support from HQ in the form of a CB that directs the response, and the HQ SURGE Management Team that takes responsibility for day-to-day management of the support to the CO and reports to the CB.
The crisis significantly outstrips the capacity of the CO and/or the national government, requiring an exceptional level of corporate support, given the scale, complexity or urgency that may pose a serious reputational risk to the organization.
The difference between current assets and current liabilities. In the specific context of UNDP, this shall normally be taken to mean the sum of working capital and reserves.
The risk that an asset cannot be converted easily and rapidly into cash without a substantial loss of value. A security (i.e. investment) is deemed to be liquid if the spread between bid (buy side) and asked (sell side) prices is narrow and reasonable amounts of purchases and sales can occur at those prices.
Movement of a staff member from one organization to another for a limited period, normally not exceeding one year, during which the staff member will be subject to the administrative supervision of the receiving organization but will continue to be subject to the staff regulations and rules of the releasing organization. Depending on the agreement with the receiving organization, the receiving organization will either reimburse UNDP for all costs related to the loan or UNDP may agree to the loan being non-reimbursable, meaning that all costs related to the assignment are borne by UNDP. Loans for six months or will normally be granted with a specific lien to the position of the staff member. For longer periods approval is normally granted on a general lien basis
A.K.A. Non-standard ad-hoc services. Type of service for which cost recovery is required. Those services specific to a CO and requested by a UN Agency on an ad-hoc basis (not included in the UPL). Because the type and scope of service differ each time, these services cannot be standardized and need to be agreed on individually between the CO and the requesting UN Agency. The cost of these services is determined by the CO based on the True Hourly Cost Methodology. Costed locally based on local hour rates. The service fee for any non-standard services is be negotiated on an ad-hoc basis between each concerned UNDP country Office and the Agency receiving the service.
In addition to the standard services contained within the UPL, UNDP is often requested to provide additional services that are not standardized across different country offices or included in the UPL. As in the past the provision of ad hoc or non-standard services should be agreed upon locally, subject to capacity and pricing considerations in-country prior to the provision of services. To recover the full costs of these services, the UNDP Office can establish a Local Price List (LPL) for recurrent services, to be negotiated and agreed to locally by participating Agencies in advance of the service provision. A separate tool is available to facilitate local price formulation, the negotiation of which is the responsibility of the concerned UNDP office with the requesting agencies/UNCT. The cost drivers, as indicated under UPL above, should be reflected in the LPLs.
Low code is a software development method that allows colleagues to create fully featured applications with minimal coding. With low-code, non-technical users utilize visual point-and-click tools to build, modify and deploy custom software. At the same time, programmers and tech-savvy professionals can extend applications by injecting code. Microsoft PowerApps is an example of such Low Code development platform. Other low code platforms, namely Oracle VBCS, Salesforce APEX, and ServiceNow App Engine, which will be opened up to UNDP Business Units after Quantum implementation.
UNDP defines low-value grants (also known as micro-capital grants) as cash awards - selected via programmatic decisions - to civil society and non-governmental partners intended to generate and solicit development solutions for which no repayment is typically required.