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.
The process under which cases are reviewed by a panel composed of UNDP staff who determine the recommendation(s) to be made to the Chief Procurement Officer (CPO).
Under Parallel Fund Management, each organization independently manages its own funds, whether coming from Regular or Other Resources. This option is likely to be the most effective and efficient when interventions by participating UN organizations are aimed at common results, but with different national, sub-national and/or international partners.
PCAT is a mandatory tool that includes a partner pre-requisite checklist and capacity assessment scoping to assist project developers to determine which capacity assessments (if any) need to be completed before the project is finalized and approved.
PPSA is a contractual modality through which UNDP may engage and administer non-staff personnel contacts for an on behalf of client UN entities - ‘the Partner’ for the purposes of this policy.
Partner risk is determined by the impact on human development and well-being which arises from the nature of the industry sector and business performance. It has social, environmental and governance aspects.
Partner Risk Rating is defined as the overall Risk Assessment derived from the Micro Assessment risk rating adjusted for other available information including results of the Macro Assessment, past experience with the Partner including results of assurance activities, prior capacity assessments and micro assessments by other Agencies.
A UNDP partnership is a voluntary and collaborative commitment between UNDP and one or more parties. Together, they work to achieve common objectives in line with overall development goals supported by UNDP. Parties should agree to respect the values and policies central to UNDP’s mandate, and maximize the effective use of resources, including through careful assessment of risks, responsibilities, competencies and benefits. They may provide opportunities for innovation and achievements that might not be feasible by either UNDP or its partner working alone.
Partnership risk is shaped by the nature of the collaboration with UNDP, by the private and public benefits of the collaboration, and also by the role that UNDP takes in brokering, co-creating and/or implementing activities that arise from the collaboration.
Under the pass-through fund management, two or more organizations develop a multi-donor trust fund or joint programme. If the donor(s) and participating UN organizations agree to channel the funds to participating organizations through one UN organization, then the pass-through modality applies. The UN organization channelling resources, called the Administrative Agent (‘AA’), is jointly selected by all participating organizations.
The United Nations Joint Pension Fund (UNJPF) provides participating staff members with benefits in the event of death, disability, separation from service before retirement age, or upon retirement. The United Nations Joint Staff Pension Fund (UNJSPF) (www.unjspf.org) was established by the General Assembly (GA) to provide retirement, death, disability, and related benefits for the staff of the United Nations and other organizations admitted to membership in the Fund. The Fund is administered by the UNJSPF Board together with staff pension committees from each member organization, with a secretariat to the Board and to each such committee (in tripartite and equal representation). The assets of the Fund are property of the Fund and are acquired, deposited, and held in the name of the UN on behalf of the participants and beneficiaries of the Fund; however, the assets are held separately from those of the UN and can be used only for the purposes stated in the Fund's Regulations.
For the purposes of the United Nations Joint Staff Pension Fund (UNJSPF), special scales, called Pensionable Remuneration (PR), are established as the basis for determining the contribution to be paid by the staff member and by UNDP as well as the pension benefits to which the staff member may become entitled.
All UNDP staff members are accountable to the Administrator for performing their functions and delivery of agreed results based on the highest standards of competence, integrity, ethics, and efficiency, in line with the UN values, Standards of Conduct for the International Civil Service, Secretary-General’s Bulletin on the Status, Basic Rights and Duties of United Nations Staff Members, UN Staff Regulations and Rules, and UNDP policies.
Performance-based payments (PBPs) are a type of agreement between UNDP and a responsible party to provide funding upon the verified achievement of an agreed measurable development result. No advances are provided, rather payments are made only upon the verified achievement of agreed results. This approach gives greater incentive to responsible parties to achieve results.
A Performance Improvement Plan (PIP) is a tool that aims to facilitate the required improvement in the performance of a staff member. It serves to record: (1) identified shortcomings and improvements to be achieved, (2) actions to be taken to fully meet the requirements of the job and performance objectives, (3) timelines; as well as (4) support to be provided, (5) outcomes of periodic check-ins, and (6) the final review of the PIP implementation.
Effective performance management and development of each staff member (PMD) are a shared responsibility of the supervisee and the supervisor. Performance management and development are continuous processes and are anchored in the frequent, two-way, open communication between the supervisor and the supervisee aimed to ensure the achievement of results, staff development, and the provision of timely and appropriate support. Both the supervisor and the supervisee are expected to initiate and engage in such communication.12. The annual performance management and development cycle is from 1 January to 31 December of the year and includes: annual performance planning (mandatory); regular performance discussions, including performance monitoring, feedback and coaching during the performance year; the mid-term review (MTR) (mandatory); and the annual performance review (APR) (mandatory) .
Any information relating to an identified or identifiable natural person (“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to his physical, physiological, mental, economic, cultural or social identity; [EU directive 95/46/EC]
UNDP staff and other persons engaged by UNDP under other contractual arrangements to perform services for UNDP programme activities or for programme support.
PCF is the cash balance kept in the safe in a CO’s main office or a HQ unit to meet small expenses for management projects where the use of cheque or electronic funds transfer (EFT) is inefficient.
“Pipeline” refers to the totality of planned projects, programmes, and initiatives that UNDP is expected to pursue within a foreseeable time in the future.
Plant comprises those assets that are grouped together; held in use for the production or supply of goods or services; used in the implementation of UNDP programmes and administrative operations; and are expected to be used during more than one financial reporting period. Examples of such assets are heavy machinery; furniture and fixtures. The combined cost of such group of assets together should be US$5,000 or more and should meet the capitalization criteria described under “Recognition.”
The definition endorsed by the Organizational Performance Group in 2015 refers to policies as providing an operational, long-term framework for the organization and describe what the organization intends to do. Policies are to be clear and simple statements and should not be overly prescriptive. UNDP’s main policy and procedures repository is the POPP (Programme and Operations Policies and Procedures).1
Under Pooled Fund Management, participating UN organizations pool funds together to one UN organization, called the Managing Agent (MA), chosen jointly by the participating UN organizations in consultation with the (sub-) national partner. The MA will support the (sub-) national partner in managing the programme. This option is likely to be the most effective and efficient approach when participating UN organizations work for common results with a common national or sub-national partner (e.g. Department, provincial office, NGO) and/or in a common geographical area.
A portfolio is a programming delivery instrument, which contributes to one or more country programme outcomes and engages one or more implementing partners to address system level challenges for strategic development results.
Positive pay is a process used to combat cheque fraud. With this service a company transmits a file of issued cheque information to the bank soon after its issuance to the payee. The bank matches cheque serial numbers and amounts of cheques presented for payments against the issue file and pays only those cheques that match. Exceptions are conveyed to the company for disposition. Some positive pay services match against the payee field as well as the serial number and amount, in an effort to detect altered payees.
The Post Adjustment system was designed to equalize purchasing power of United Nations salaries for professionals and higher categories, taking into account the cost of living differences between the base city of the system (New York) and other duty stations. The system aims at ensuring that, no matter where United Nations common system staff work at some 180 locations worldwide, their take-home-pay has a purchasing power equivalent to that at the base of the system. The Post Adjustment System is available at: http://icsc.un.org/secretariat/cold.asp?include=par
Particularly for high value or complex procurement requirements, a solicitation may be limited only to vendors who meet established criteria for capacity and resources, based on a prequalification process. The prequalification process aims to ensure that solicitation documents are extended only to those with adequate capacity and resources to provide the requisite goods, services or perform civil works.
UNDP’s Information Disclosure Policy is guided by openness, with the underlying presumption that any information concerning UNDP programmes and operations enumerated in Chapter III is available to the public, in the absence of a compelling reason for confidentiality in line with the exceptions to the Policy in Chapter IV.
Prima Facie case (of Retaliation) is established when the information available to the Ethics Office indicates that it is more likely than not that a causal connection exists between the Protected Activity (defined below) and the detrimental action that has been taken or threatened against the individual. When the Ethics Office has determined that a prima facie case is established, the matter will be referred to OAI for a full investigation.
The term ‘private sector’ refers to any such entity that could collaborate or collaborates with UNDP. UNDP can work with a private sector group or with an individual company.
Policy, institutional and capacity-building activities promoting the growth of local small and medium enterprises, and also including support for the provision of micro-finance.
Activities undertaken in collaboration with companies to develop solutions, mobilize resources, and advocate for change in order to support poverty reduction and the achievement of the SDGs.
UNDP may issue contracts equivalent to those for individual consultants to professionals who are financially supported by a third-party for up to two years. If the financial support is provided by a private sector company, UNDP’s rules for due diligence apply.
Procedures serve as a blueprint for policy implementation and as step-by-step instructions on how to implement a policy and states who will implement it.
Limited international competition is conducted by narrowing the competitive field to a short list of prospective offerors. This is pre-determined through a non-discriminatory evaluation of qualifications. Such a process may involve various sourcing methods, such as: a. Use of existing rosters; b. Shortlisting from previous rounds of prequalification or expressions of interest from another selection process, assuming similar goods or services; c. Previous vendors of known satisfactory performance; d. Referrals of vendors from other UN entities; e. Publicly accessible trade books and online databases; f. Advertised call for expressions of interest; g. Conventional business directories
In accordance with UNDP procurement policies and procedures, this should be a competitive bidding process. The responsibility for the award of a contract to a bank for the provision of banking services has been delegated by the Administrator to the Treasurer under UNDP Financial Regulations and Rules, Rule 125.01. Only the Treasurer can approve the recommendation made by the Resident Representative (RR), or the Head of Office following the RFP exercise. This
Procurement Review Committees render independent written advice and recommendations on a procurement action and the proposed commitment of funds to the person approving the procurement action. The review committees have been established at three levels. Contracts, Assets and Procurement Committee (CAP); Regional Advisory Committee on Procurement (RACP); Advisory Committee on Procurement (ACP).
Implementing a programme or a project requires ensuring all outputs in planning documents are delivered and contribute to achieving outcomes in the UNDP Strategic Plan and relevant country or regional programme document.