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.
While international competition is the preferred mode of procurement in UNDP, national competition may be allowed when the value of the requirement is less than US $200,000, and when any one or any combination of the following circumstances also exists: a. The required goods/services/works are available locally at about the same or lower prices compared to those of comparable quality from the global market. b. The requirement is for construction works that are expected to be geographically scattered in various parts of a country and intensive in the use of local labour, and the country has a sufficient base of contractors with the qualifications and competence needed to complete the works. c. Services needed require a substantive depth of knowledge and understanding of the local environment, culture, language, socio-political dynamics or national systems that an international entity will probably not possess. d. There is a very low probability that an international entity will be interested in submitting an offer or partnering with national entities, so that the administrative and financial costs of opening to the international market will not yield any benefit.
Responsibility for NIM projects rests with the government, as reflected in the Standard Basic Assistance Agreement signed by UNDP with the government, and with the implementing partner, as agreed in the country programme action plan or United Nations development assistance framework action plan and respective annual work plan.
The National Personnel Service Agreement (“NPSA”) is a legal instrument, in the form of a contract modality, established by the United Nations Development Programme (UNDP), in order to engage the services of individuals to provide a time-limited service to UNDP under a service-based contract. The effective date of entry into force of this policy is 1 June 2021, from which date it will replace the Service Contract modality. This new modality has two key objectives: On the one hand it aims to provide UNDP with a comprehensive, flexible and cost-effective contractual framework which responds to project, programme, operational and administrative, requirements. On the other, the NPSA will provide for attractive, stable and fair conditions of employment which ensure that UNDP is able to attract, select and retain the services of skilled, high-performing individuals. Individuals engaged under this instrument have the status of National Personnel Service Agreement Holders and are engaged in recognition of their skills and expertise in order to deliver on identified functional requirements. These individuals are not UNDP staff members, but are instead considered part of UNDP’s personnel and, as such, are not governed by or subject to the United Nations’ Staff Regulations and Rules. Nor is this contract modality governed by national legislation in countries where UNDP operates. Given that the services covered by the NPSA may only be provided by natural and not legal persons (e.g. duly formed/registered companies), as well as by non-incorporated partnerships, the NPSA falls within the overall scope of UNDP’s Human Resource management framework.
An information safeguarding strategy where user gets access only to the data that is clearly required for him/her to carry his duty. In other words it is a demonstrable and recognized purpose (business need) for accessing specific information.
The purpose of the night differential is to compensate staff members performing night-time duty functions. Hours of Night-Time Duty. For staff members stationed in: a) Headquarters duty stations, night-time duty hours are between 6:00 pm and 9:30 a.m. b) Non-headquarters duty stations, night-time duty hours are established by the Resident Representatives (RR), following interagency consultation.
A non-governmental organization (NGO) is defined as a non-profit organization, group or institution that operates independently from a Government and has humanitarian or development objectives. If a NGO is designated to implement a UNDP project, the NGO must have the legal status to operate in accordance with the laws governing NGOs in the programme country.
The non-reimbursable loan of persons from Partner Entities is permissible, subject to the provisions of Financial Regulation 5.07 and applicable procedures of the Office of Human Resources and this policy. A non-reimbursable loan is defined as a loan of the services of a person without any cost to UNDP for his or her salary or remuneration, allowances, medical, dental and life insurance or other benefits.
Positions not subject to rotation and include the majority of other IP positions which still have a mobility requirement. There is also a small number of highly specialized positions whose incumbents do not have a mobility requirement (e.g. Comptroller, Treasurer, certain positions in the Executive Office etc.).
Not allowed, not supported – Components or systems that have known compatibility issues or which have not been tested in standard UNDP environment. Not allowed or not supported components or system will not be serviced through normal UNDP ICT support channels. Not allowed and not supported systems are considered as non-compliance. Offices are not allowed to deploy, use or maintain such components or systems.
Refer to ICT components that can no longer perform their intended function due to loss of compatibility with other ICT systems or failing to meet standards. Obsolete components cannot and should not be used UNDP ICT environments. For example, hardware becomes obsolete when it is unable to efficiently run a minimal version of UNDP standard software. Software becomes obsolete when it is unable to integrate with other ICT infrastructure components or it is no longer able to run on hardware with minimum supported configuration defined in this document.
Obstruction or Obstructive Practice is an act or omission by a vendor that prevents or hinders UNDP’s data gathering and analysis in a particular case.
The Offeror’s response to the Invitation to Offer, including the Offer Submission Form, Technical Offer and Price Schedule and all other documentation attached to the Offer.
An Offer of Settlement, as further described in paragraphs 44 and 45 below. An OoS may be made by UNDP to the Respondent(s) under either the DRP and PRP
A staff member or a group of staff members who are designated with an authority for acquiring, creating, maintaining and disposing of information and corresponding ICT systems as well as to make operational, strategic, financial or human resource decisions in the corresponding office (e.g. Director of the Bureau or Office, Deputy Director, Resident Representative, Country Director or Operations Manager, etc).
The OAI, as internal auditor of UNDP, conducts its audit to give reasonable assurance to UNDP senior management about the activities undertaken by a given UNDP unit and to bring to their attention areas requiring improvement. OAI reports to the Administrator.
This sourcing method creates awareness in the business community of an opportunity related to a specific project, and requires advertisement in an appropriate medium (including, but not limited to, the UNDP global website) depending on the nature of the procurement activity. In an open competitive bidding process, there will be no shortlisted companies; consequently, all vendors wishing to participate in the process are invited to do so.
Opening competition to the international market provides equal opportunity to all eligible vendors. It entails a public advertisement in globally accessible media. The following conditions must be met: a. The procurement opportunity should be advertised on UNDP’s corporate website; b. It should be posted in the UN Global Marketplace (i.e., www.ungm.org); and c. Advertisements should remain online for a minimum of two weeks.
These are trust funds established by UNDP to receive contributions from multiple donors for global, regional or broad thematic programmes, which usually consist of a number of projects. Their terms of reference outline their purpose, objectives and administrative arrangements.
An Operating Lease is a lease other than a Finance Lease. For office space, a Lease that has been formulated and agreed following UNDP’s Standard Lease Template will be an Operating Lease.
Operations Management & Administration: Activities related to overall staff/office management and the provision of workplace and support services (ICT, Finance, OHR, UNDP security, travel, assets and general services) which permit UNDP to carry out the mission of the organization (but excluding direct project implementation support). Activities related to the harmonization and simplification of UN operational processes and business practices should also be included here.
The VRC may recommend, and the CPO may decide to impose, other sanctions that it finds appropriate, including requiring that future contracts with the Vendor reflect special conditions, or that the vendor compensate UNDP for any loses and/or costs sustained or incurred by it as a result of the Vendor’s involvement in a Proscribed Practice.
Overpayments: Payments made by the Organization to a staff member in excess of his/her salary, benefits and entitlements under the UN Staff Regulations and Staff Rules and relevant policies;
Oversight means the general process of review, monitoring, evaluation, supervision, reporting and audit programmes, activities, policy implementation, and results of the organization. This is to ensure organizational, financial, operational and ethical accountability, effectiveness of internal controls, and the prevention of fraud and malpractice.
All UNDP programmes and projects must be governed by a multi-stakeholder board or committee established to review performance based on monitoring and evaluation, and address implementation issues to ensure quality delivery of results. In crisis contexts where constraints prevent the government from being able to participate in relevant programme and/or project boards, the Regional Bureau can grant approval for modified oversight mechanisms, taking risks and stakeholders into account.
Overtime means the time worked in excess of the scheduled workday or scheduled workweek or during any of the UN official holidays. 2. The following is not considered as overtime: a) Time spent travelling to and from the place of work; b) Work performed during the lunch period; c) Work performed outside regular working hours due to the adoption of a shift system except when the total time worked exceeds the scheduled workday or workweek. Overtime compensation (OC) is payable to General Service (GS) staff members, with Permanent, Continuing or Fixed-Term appointments governed by the UN Staff Regulations and Staff Rules. OC is neither payable to National Professional Officers (NPOs) nor to International Professional staff members.