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.
Rank-in-post is a system by which staff are graded and paid for their expected contribution. Rank-in-post means that a serving staff member who is competitively selected for a post classified and budgeted at a higher level, for an expected period of one year or longer, is automatically promoted to that higher level immediately upon assumption of the higher level duties. There are no qualifying periods and no seniority requirements and no promotion bodies to recommend approval. Only candidates meeting the pre-defined requirements for a post as per the job description can be selected. Rank-in-post is based on standardized classification of jobs and transparent recruitment and selection processes, with oversight exercised by the relevant Compliance Review Bodies i.e. Compliance Review Board (CRB) or Compliance Review Panel (CRP) . Hiring units will be responsible for strictly complying with the corporate procedures on classification, recruitment, reassignment and selection, to ensure that only candidates with “the highest standards of efficiency, competence and integrity” as required by the Charter of the United Nations and who possess the right skills, experience and competencies required for the properly classified and budgeted posts are selected.
DAP can be used on all means of transport. The seller clears the goods for export when the goods are placed at the disposal of the buyer on the arriving means of transport and the goods are ready for unloading at the named place of the destination. All risks to that point are for the account of the seller. The Buyer must pay costs of unloading and import formalities.The Receipt date is the date when the goods have arrived at the specified place, whether they are unloaded from the forwarder’s truck, vessel or other means of transport. This is the date at which the ownership for the goods procured is transferred to UNDP.
The FOB is commonly used in the sale of bulk commodity cargo such as oil, grains and ore. In FOB, the seller clears the goods for export and is responsible for the costs and risks of delivering the goods on the ship at the named port. Carriage to be arranged by the buyer. Buyer pays for the cost of pre-shipment inspection, except if the inspections are required by the country of export. The Buyer pays all costs associated with securing documentation originating in the country of export as required for import. The Receipt date is the date when the goods are placed on board the vessel, because on that date the risk is transferred from the supplier to UNDP
Components or systems described as recommended are considered as the primary options when designing or specifying a new system. Not complying with recommended options, while complying with accepted or supported options is not considered as non-compliance.
Reconciliation is the accounting process used to compare at least two sets of records to ensure the figures are in agreement and are accurate. Given that the Intangible Assets data will be initiated in one module and ultimately recorded in the Quantum Asset Module as well as the General Ledger Account, there will be a need to reconcile the data and information in the three modules.
Records comprise any information, regardless of physical form or characteristics, which originate from, or are received by, UNDP within the framework of its official activities.
An overpayment that creates a debt to the Organization on the part of the staff member will normally be recovered immediately by means of deductions from salaries, wages, and other emoluments payable under the UN Staff Regulations and UN Staff Rules. However, the HR Specialist or the Resident Representative, as the case may be, may agree with the staff member who has received overpayments on: a) Alternative means of repaying the amount due, such as payment by bank transfer, bank cheque or personal cheque from the staff member; or b) Recovery in monthly instalments subject to the contract expiry date of the staff member; or c) Other methods of recovery at the disposal of the Organization.
The resources of UNDP that are comingled and untied. These will include voluntary
contributions, contributions from other governmental, intergovernmental or nongovernmental sources and related interest earnings and miscellaneous revenue.
The designated process in a particular case, through which a Vendor that has been Sanctioned regains its eligibility status and the particular entry related to a specific case is updated on UNDP and the UNGM Ineligibility Lists. This only affects Sanctions issued by UNDP, and not any sanction that may be issued at any given time by another Agency.
The purpose of the rental subsidy scheme is to facilitate the settlement of new staff members and to encourage mobility within the UN Common System. It subsidizes the rental costs of eligible staff members whose rental accommodations are of a reasonable standard but cost significantly more than the average for the duty station. There are two different types of rental subsidy: one for staff members serving in Europe and North America and another for staff members serving outside Europe and North America.
A repatriation grant is paid to internationally recruited staff members upon separation from service as compensation for being stationed away from the home country at the Organization's initiative for a period exceeding 5 years, in order to contribute to the extraordinary one-time expense of relocation and reinstallation.
Reporting is an important accountability function. It draws on data and analysis collected through monitoring and communicates updates on results, risks, quality, learning and operational performance to oversight mechanisms, funding partners and other stakeholders. Reporting is a key input to decision-making at all levels as it provides information required to adjust programming to ensure results are achieved. To this end, reports must capture lessons learned on what worked and what didn’t work and explain how data and learning were used to adjust course or inform other interventions.
The Assistant Administrator and Director of the Bureau of Management authorizes the establishment of a reasonable representation allowance for certain UNDP staff who have extensive outside representation functions. Representation allowances are provided following appropriate authorization directly into the salary of the staff member concerned because these staff members often incur considerable miscellaneous personal expenses in connection with their representational responsibilities (e.g. ad-hoc refreshments, tea, coffee, transportation, gratuities, greeting cards, flowers and other symbolic gifts to hosts, local phone calls etc.).
Media and public attention and visibility, Member States expectations, donor expectations, perception of UNDP’s role by the public, national stakeholders and partners.
A request for information is a cost-effective method to continually update a UNDP office’s vendor database and to deepen understanding of markets and existing technologies. Written communications by the vendor provide the company profile, and information about products, services, resources, qualifications and experience.
The Request for Proposals consisting of instructions and references prepared by UNDP for purposes of selecting the best service provider to perform the services described in the Terms of Reference.
A request for quotation is used to procure readily available goods, services or works, or any combination thereof. A written request with a clearly described requirement is sent to a vendor, soliciting a written price quotation. A request for quotation is mandatory for contract values ranging from US $5,000 ($10,000 if approved by the Bureau) to US $200,000. Beyond this amount, requests for proposals or invitations to bid must be used.
a) MAY – This word, or the adjective "OPTIONAL", mean that an item is truly optional.
b) MUST – This word, or the terms "REQUIRED" or "SHOULD", mean that the definition is an absolute requirement of the standard.
c) MUST NOT – This phrase, or the phrase "SHALL NOT", mean that the definition is an absolute prohibition of the standard.
d) SHOULD – This word, or the adjective "RECOMMENDED", mean that there may exist valid reasons in particular circumstances to ignore a particular item, but the full implications should be understood and carefully weighed before choosing a different course.
e) SHOULD NOT – This phrase, or the phrase "NOT RECOMMENDED" mean that there may exist valid reasons in particular circumstances when the particular behavior is acceptable or even useful, but the full implications should be understood and the case carefully weighed before implementing any behavior described with this label.
Any organization that is legally constituted and duly registered may become a responsible party for a UNDP project where UNDP is the implementing partner or providing country office support to the implementing partner (and that support involves contracting a responsible party for certain activities). This includes government agencies, intergovernmental organizations, private firms, other UN agencies, or civil society organizations, including non-governmental organizations, advocacy groups, state-owned enterprises and academia.
Any organization that is legally constituted and duly registered may become a responsible party for a UNDP project where UNDP is the implementing partner or providing country office support to the implementing partner (and that support involves contracting a responsible party for certain activities). This includes government agencies, intergovernmental organizations, private firms, other UN agencies, or civil society organizations, including non-governmental organizations, advocacy groups, state-owned enterprises and academia. The same policies and procedures for selecting civil society organizations as Responsible Parties are used for private and non-governmental academic institutions and foundations (notwithstanding their form of ownership, i.e., public or private) and state-owned enterprises.
Rest and Recuperation (R&R) is provided to alleviate stress and promote the health and wellbeing of staff assigned to designated locations. R&R is neither additional annual leave nor financial compensation or incentive for the hardship of the duty station; rather it is an investment in productivity and wellness for those assigned to dangerous and stressful duty stations where regular absences from the stressful location is a necessary form of stress relief.
Retaliation is any direct or indirect detrimental action recommended, threatened or taken against an individual because that individual engaged in a “Protected Activity” as defined in the UNDP Policy for Protection against Retaliation. Interim and permanent protective measures may also be implemented to ensure the victim of retaliation is shielded from current or future threats or acts of retribution. However, the legitimate application of regulations, rules or administrative policies, issuances or procedures, or the mere expression of disagreement, admonishment, criticism or a similar expression regarding work performance, conduct or related issues within a supervisory or similar relationship, do not constitute Retaliation. Retaliation is itself a separate act of misconduct and a violation of the UNDP Policy for Protection against Retaliation.
A staff member who has not received an allowance, grant, or other payment to which he/she is entitled, does not receive it retroactively unless a written claim has been made within one year following the date on which the staff member would have been entitled to such payment.
Revenue recognition is the process of recording revenue in the General Ledger (GL) accounts for eventual reporting in the UNDP financial statements. Under the International Public Sector Accounting Standards (IPSAS) revenue may be recorded before cash is received, however, spending by UNDP may only occur after cash is deposited into the respective UNDP bank accounts, in accordance with the UNDP FRRs.
Adopted in 2014, it supersedes the previous framework adopted in 2005. The revised framework represents a shift from assurance for cash transfers derived from project level controls and audits towards a method of assurance derived from risk/system-based assessments and audits. In essence, it reaffirms a shift from a control-based to a risk-based management approach. The revised Framework provides added clarity on the integrated suite of assurance activities (financial audits, internal control audits, special audits, programming visits and spot checks) to be performed based on the results of macro and micro assessments.
The process, conducted by the RFP evaluation committee in HQ or a country office, with specific steps and procedures prescribed in the RFP for Banking Services and Guidelines to assess the type and quality of services offered by banks within a local environment. The objective of the RFP is to select a bank, among the banks that are evaluated, to provide banking services based on the business requirements of UNDP HQ and/or country offices and based on UNDP procurement principle of the best value for money.
The effect of uncertainty on organizational objectives, which could be either positive and / or negative (ISO 31000:2018). Risk is described as a ‘future event’, with its causes and its potential consequences. UNDP ERM is concerned with: • Institutional risk. Existing and emerging uncertainties that could facilitate or hinder the efficiency and effectiveness of core operations within the organization. • Programmatic risk. Existing and emerging uncertainties that could facilitate or hinder the realization of programme or project objectives. • Contextual risk. Existing and emerging uncertainties that could facilitate or hinder progress towards development priorities of a given society. ERM considers contextual risk when these external uncertainties also present institutional or programmatic risks. Note that some contextual risks may fall under established risk management practice and definitions that need to be considered (e.g. for climate and disaster risk).
The amount and type of risks that projects, programmes/units, and UNDP as a whole is willing to take in order to meet its strategic objectives at each level respectively.
A risk classification system in relation to what organization does to help to systematically identify and track the risks across its main areas of performance.