Daily subsistence allowance (DSA) comprises the organization’s total contribution towards such charges as lodging, meals, gratuities, transport cost from place of lodging to the first place of official business, and vice versa, and other payments made for personal services rendered.
Danger Pay is “a special allowance established for internationally and locally-recruited staff who are required to work in locations where very dangerous conditions prevail. Danger Pay came into effect on 1 April 2012. With the implementation of Danger Pay, Hazard Pay and Extended Hazard Pay are discontinued. Information on locations where Danger Pay applies is updated every three months and can be found on the ICSC site.
Data classification is the process of analyzing structured or unstructured data and organizing it into categories based on file type, contents, and other metadata.
Data Sheet – the section of the Instructions to Offerors/Proposers used to reflect conditions of the tendering process that are specific to what is being procured at a given solicitation process.
Unless stated otherwise, means working days, which do not include weekends and/or holidays. A weekend is Saturday and Sunday. Holidays are those officially recognized by UNDP. If the last day of any period falls on a weekend or holiday, the term shall run until the end of the next day on which the Agency is officially open for business.
Refers to the death benefit that will be paid when a staff member dies and leaves a surviving spouse or a dependent child according to the conditions set up in the Death Benefit Policy.
A formal declaration that a Respondent has become ineligible for a period of time to (a) be awarded and/or to partake in contracts financed, administered or executed by UNDP; (b) conduct new business with UNDP as an agent or representative of other vendors; (c) partake in discussions with UNDP regarding new contracts to be financed, administered or executed by UNDP. Exceptionally, the CPO may decide that the Respondent’s debarment shall be permanent.
Deductions are made from a staff member’s salary, at the end of each month, for the following: a) Staff assessment; b) Contributions to the United Nations Joint Pension Fund (UNJSPF); c) Rental deductions; d) Medical and dental insurance premiums; e) Group life insurance premiums ; f) Indebtedness to UNDP; g) Payment to the United Nations Federal Credit Union (UNFCU); h) Contributions to the Local Staff Association or the Staff Council.
UNDP defines delegation of authority as the assignment of a vested authority of an appointment holder (delegator) to another person (delegatee), normally within the same office or along reporting lines, to carry out specific activities or take decisions that are within the authority of the delegator.
Implementing a project involves delivering outputs defined in the approved project document. A multi-year workplan articulates activities to achieve outputs in a specified time period. Fundamental responsibilities for this process lie with the project manager, who is appointed by and responsible to the implementing partner. UNDP’s primary role in implementing a project is project assurance. UNDP has implementation responsibilities only when it serves as the implementing partner or when the national implementing partner requests UNDP for support services.
When a project activity entails functions which require UNDP staff or other personnel for execution, but full-time contracting is not warranted, the project may source UNDP personnel indirectly employed for the project, who are located in the Country Office or any other UNDP location. Such service requirements, referred to as “delivery enabling services”, must be budgeted within each applicable project activity or function.
Subject to meeting the eligibility criteria described in the policy, staff members appointed under the UN Staff Regulations and Staff Rules are entitled to receive allowances for: a) A dependent spouse ; b) A dependent child (or children); c) A dependent child of a staff member considered a single parent; or d) A secondary dependent.
A filer’s child whose personal status has been recognized as such for purposes of United Nations entitlements, or where that status is legally recognized as such under the laws governing that relationship. In addition, for purposes of the FDP, dependent child also includes children under the age of 21 if in full-time attendance at a school or university, or under 25 if covered under the filer’s health insurance through UNDP, for whom the filer provides main and continuing support.
The cost of an asset, or other amount substituted for cost, less its residual value. The residual value of an asset is the estimated amount that would currently be obtained from disposal of the asset, after deducting the estimated costs of disposal, if the asset were already of the age and in the condition expected at the end of its useful life. In UNDP the residual value is set at “0”.
Depreciation is the measure of wearing out, consumption or other loss of value of a fixed asset over its useful life. This is also known as ‘depreciation expense’, which is expensed over the life of the asset rather than when the asset is paid for.
The Designated Official has authority, in emergency situations, such as CASEVAC, evacuation and relocation for security purposes, to approve the use of any commercial air operator or commercially operated donated flight in the interest of ensuring UN personnel safety and security. Whenever practicable, such approval should be taken in consultation with the Heads of UNSMS entities or their designate(s). In emergency situations, the DO may also contact CATSU directly when urgent information is needed.
The Detailed annual review of the financial situation (Annex 1) presents a comprehensive review and analysis of UNDP activities at the global and aggregate levels from a financial perspective. An overview of the overall aggregates is shown in the narrative document and assesses funding performance by nature - regular resources, other resources - and provides a summary of the current year financial position of UNDP with prior year comparatives.
Category of costs associated with “programmes” and “development effectiveness” activities which contribute to the effective delivery of development results, as follows:
a) programmes: category of costs associated with specific programme components or projects that contribute to delivery of development results contained in country/regional/global programme documents or other programming arrangements;
b) development effectiveness: category of costs associated with activities of a policy, advisory, technical and implementation nature that are needed for achievement of the objectives of programmes and projects in the focus areas of the organizations. These inputs are essential to the delivery of development results, and are not included in specific programme components or projects in country, regional or global programme documents.
Development effectiveness projects deliver outputs that UNDP designs and oversees to contribute to the quality, effectiveness and efficiency of results across multiple development projects. Such projects should be used for cross-cutting interventions that set standards; generate and share knowledge and learning; and develop and operationalize development policies. Institutional effectiveness projects manage inputs and activities that enable UNDP to contribute to development results.
A development project is a time-bound instrument to deliver outputs that contribute to outcome-level development change reflected in the programme, along with the results delivered by other projects and instruments.
Delivers outputs, activities and/or inputs towards a result for which a partner is accountable for strategy, design and project quality assurance. UNDP is only responsible for the quality of development services provided, not the entire initiative.
Under this modality, UNDP conducts expenditure from requisition through to disbursement with no cash being transferred to the Partner. However, the implementing partner has full programmatic control and so full control over expenditures.
A method of financing the budget of a partner country through a transfer of resources from an external financing agency to the national treasury of the partner government. The funds thus transferred are managed in accordance with the recipient’s budgetary procedures. This includes using the national regulatory framework for financial allocations, procurement and accounting systems.
Under this modality, UNDP advances cash funds on a quarterly basis to the Partner for the implementation of agreed upon programme activities. The Partner in turn reports back expenditure. Note that the recording of expenditures, from requisition through to disbursement, occurs in the books of the Partner. UNDP is pre-funding the activities with advances of cash.
Direct Implementation (DIM) is the modality whereby UNDP takes on the role of Implementing Partner. In DIM modality, UNDP has the technical and administrative capacity to assume the responsibility for mobilizing and applying effectively the required inputs in order to reach the expected outputs. UNDP assumes overall management responsibility and accountability for project implementation. Accordingly UNDP must follow all policies and procedures established for its own operations. In DIM modality, UNDP has the technical and administrative capacity to assume the responsibility for mobilizing and applying effectively the required inputs in order to reach the expected outputs. UNDP assumes overall management responsibility and accountability for project implementation. Accordingly UNDP must follow all policies and procedures established for its own operations.
This refers to the arrangement where payments are made directly to vendors and other third parties providing goods or services for agreed upon programme activities on behalf of the Partner upon request and following completion of the activities. Under this modality, the Partner is responsible/accountable for the project expenses and carries out the procurement actions, but requests UNDP to make the disbursements. The office provides accounting services and banking services to the Partner.
Direct Project Costing includes programme implementation and implementation support activities, costs incurred by UNDP to support project implementation. The pricing of inputs to UNDP projects & programmes should be based on actual costs for clearly identifiable services. There are three main options for implementing DPC: • Application of the CO workload study results, combined with multiple funding lines for posts • Application of the Universal Price Lists (UPL) or Local Price List (LPL) for transactional costs recovery • Creation and management of a stand-alone DPC project.
Organizational costs that are directly linked to the project budgets, achievement of development results and arise from the implementation of projects and programmes funded from regular and other resources. Direct costs of programme, administrative and operational support activities, that are part of the project input like: * Programmatic activities (as listed in the project document, including goods and services); * Project management;
* Project communications, advocacy, and funding partner visibility * Independent audit and Evaluation * Quality Assurance (QA) services; * Monitoring, baseline data collection, surveys and evaluation of projects; * Project briefings and technical guidance for project stakeholders; * Project meetings, progress, and final reporting;
* Donor-specific reporting; * Support to implementing and responsible parties;
* HACT assessments and all assurance activities; * Project supervision and coordination; * Programme coordination; * Policy advice and Quality Assurance ; * Risk management; * Activities leading to project closure (checklist); * Administrative, operational, and other shared services; * Contingency
The process under which certain cases determined to be of a low complexity are reviewed by the VRC Secretariat, rather than under the Panel Review Process.
The procedure initiated against a staff member pursuant to Staff Regulation 10.1, Chapter X of the Staff Rules, and Chapter IV of the present document.
Unfair treatment or arbitrary distinction based on a person’s race, sex, gender identity, religion, nationality, ethnic origin, sexual orientation, disability, pregnancy, age, language, social origin or other status. Discrimination may be an isolated event affecting one person or a group of persons similarly situated, or may manifest itself through harassment or abuse of authority.
Docker is an open-source containerization platform. It enables developers to package applications into containers—standardized executable components combining application source code with the operating system (OS) libraries and dependencies required to run that code in any environment.
A system located on the Intranet and can be reached via the OFA website. Users will find a list of Procedures which they can select and navigate to a form where they provide the details of their request and to which they must attach the required documents. Following submission of the form(s), workflows associated with these tasks are automated to ensure appropriate controls, approvals and routing of documentation, as well as regarding service requests to enable the maintenance of their status by CO’s and HQ units. For Inventory Management, DMS serves as document depository which holds Inventory Control Reports and Certifications.
Depending on the archival value to the organization, organizational records fall into two categories: temporary and permanent files. UNDP's retention schedule complies with external Audit requirements. For Programme files the retention period is seven years following the completion of the project.
Donated flight references air transport offered and provided at no cost to UNDP by the air operator, whether the flight is operated by commercial air operator, by a private operator or by a civilian, government or military entity of a member state.
Duration of assignment (tour of duty) is the period of time, during which a staff member is expected to be in the position s/he has been selected for and accepted. Minimum duration of assignment (tour of duty) is the minimum period of time a staff member must stay in a position. Maximum duration of assignment (tour of duty) is the maximum period of time a staff member is allowed to stay in a position.
Duty of care is defined as a non-waivable duty to manage foreseeable risks that may harm or injure our personnel and eligible family members in the line of duty.
The obligation imposed on staff members under Staff Regulation 1.2 (r) and Staff Rule 1.2 (c) to assist in an investigation, when requested to do so, by providing information in any form, including testimony, as relevant.
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
Any data or information, regardless of its form or medium, which is or has been electronically generated by, transmitted via, received by, processed by, or represented in an ICT resource.
A room or a set of rooms along with wiring closets where working equipment used to deliver ICT systems and infrastructure is sited (e.g. server room, UPS room, LAN closet, etc).
A set of ICT systems, communications cabling, and power supplies along with environmental support like equipment racks or cooling system installed in the ICT facility of the corresponding office or reasonably close to it.
An employee or contractor who is responsible according to the terms of reference for planning, architecting, deploying, maintaining supporting and improving overall ICT infrastructure and its components in the corresponding office.
ICT resource: any tangible or intangible asset capable of generating, transmitting, receiving, processing, or representing data in electronic form, where the asset is owned, licensed, operated, managed, or made available by, or otherwise used by, the United Nations;
Hardware, software and firmware of computers, telecommunications and network equipment or other electronic information handling systems and associated equipment. ICT systems include any equipment or interconnected systems or subsystems of equipment that are used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission or reception of data/information. [ISO/IEC 24762:2008]
The management and delivery of project activities to achieve specified results including the procurement and delivery of UNDP project activity inputs and their use in producing outputs, as set forth in a signed document, the Annual Work Plan, between UNDP and the Implementing Partner.
According to Article 17 of UNDP’s financial regulations, an implementing partner is “the entity to which the Administrator has entrusted the implementation of UNDP assistance specified in a signed document along with the assumption of full responsibility and accountability for the effective use of UNDP resources and the delivery of outputs, as set forth in such document.
The Independent Evaluation Office is a functionally independent unit within UNDP that supports the oversight and accountability functions of the Executive Board and the management of UNDP, UNCDF and UNV. The structural independence of the Office underpins and guarantees its freedom to conduct evaluations and report evaluation results to the Executive Board. The main role of Office is to conduct independent evaluations according to the plans and costed programmes of work approved by the Executive Board.
The costs incurred by the organization in support of programmes or projects that cannot be directly attributed to such specific programmes or projects.
An individual contractor is an individual engaged by the Organization from time to time under a temporary contract to provide expertise, skills or knowledge for the performance of a specific task or piece of work, which would be short-term by nature, against the payment of an all-inclusive fee. The work assignment may involve full-time or part-time functions similar to those of staff members, such as the provision of translation, editing, language training, public information, secretarial or clerical and part-time maintenance services or other functions that could be performed by staff. An individual contractor need not work on United Nations premises.
A formal declaration following the decision of the CPO that a Respondent is ineligible for a period of time to (a) be awarded and/or partake in contracts financed, administered or executed by UNDP, (b) conduct new business with UNDP as an agent or representative of other vendors, (c) partake in having discussions with UNDP regarding new contracts. Exceptionally, the ineligibility may be permanent.
The Ineligibility List is a central roster, hosted and maintained confidentially by the United Nations Global Marketplace (UNGM) as a protected electronic document that aggregates information provided by each participating entity, including UNDP. Vendors that are subject to sanctions that affect their eligibility, pursuant to sanctions proceedings, shall be entered into the Ineligibility List for a term starting upon notification of the CPO’s decision and ending once they are deemed to be rehabilitated. The Ineligibility List shall have restricted access, and shall not be published or otherwise distributed.
A Vendor who has been debarred by UNDP, and either (1) is the subject of a current period of debarment; or (2) has not requested to be reinstated as an active Vendor via a request for rehabilitation.
In general, raw data that (1) has been verified to be accurate and timely, (2) is specific and organized for a purpose, (3) is presented within a context that gives it meaning and relevance, and which (4) leads to increase in understanding and decrease in uncertainty. The value of information lies solely in its ability to affect a behavior, decision, or outcome. [www.businessdictionary.com]
Information Technology Infrastructure are the components required to operate and manage enterprise IT environments, which includes hardware, software, networking components, an operating system (OS), and data storage, all of which are used to deliver IT services and solutions.
Innovation challenges are defined as prized challenges that Business Units (Country Offices) organize to solicit innovative ideas and solutions to address development challenges which cannot be achieved through traditional solicitation processes.
Innovation challenges solicit ideas and solutions to address development challenges. Innovation challenges: (a) often include stakeholders who are not necessarily affected by the development challenge, but well placed to develop solutions, including private sector actors; (b) typically limit themselves to the generation or testing of ideas, but not their implementation; (c) can be awarded directly by the head of office for grants up to $40,000 without further review. See the policy on innovation challenges. 29. Innovation challenges can be done in projects directly implemented by UNDP or when UNDP provides support services to national implementation (COS services). Low-value grants can be used in parallel to other engagement types with responsible parties or as part of a dedicated grant project.
Inputs are the personnel (including staff, service contract holders, UN Volunteers and consultants), goods, services, partnerships and low-value grants required to produce planned outputs. Inputs are obtained on the basis of the project workplan and the corresponding budget. Where the progress towards planned outputs is not advancing as expected, the project board should review the strategy of the project, including the workplan, budget and inputs.
Covers the estimates as approved by the Executive Board relating to the activities and associated costs in the cost categories of development effectiveness, United Nations Development Coordination, management and special purpose.
Institutional effectiveness projects manage inputs and activities that enable UNDP to contribute to development results. This type of project does not require a project document and can operate on a continuing basis. An annual workplan and budget must be prepared and approved by staff with appropriate delegation of authority
Instructions to Offerors/Proposers – the complete set of documents which provides Offerors/Proposers with all information needed and procedures to be followed in the course of preparing their Offer/Proposal.
Intangible Assets are the non-physical items of value that UNDP owns. The defining characteristics of an Intangible Asset are the lack of physical existence (cannot be touched), and having no set monetary value. They cannot be seen or touched, but are nonetheless important to UNDP’s success. Intangible Assets may be internally generated, such as internally developed software, or acquired from external sources e.g. goodwill (which may not apply to UNDP), or brand name e.g. If UNDP uses a reputable trademark in implementing one of its projects.
The primary inter-agency mechanism for the HACT framework at HQ level is the HACT Advisory Committee. It serves in an advisory capacity only, providing inter-agency policy advice, technical guidance and support to agencies implementing the HACT framework. The committee consists of individuals from finance and programme units from the various agencies.