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 purpose of the safe driving bonus (SDB) is to financially compensate drivers with an additional one week’s net salary at the end of each year for performing accident-free and safe driving functions on a regular basis, subject to the following conditions: a) The driver has worked for the UNDP office since 1 January of that year; b) The driver has not been involved in any automobile accident considered to be his/her fault during the entire year; c) The driver has not been convicted of any traffic violation, such as reckless driving or going through a red traffic light, during the year. At the discretion of the Resident Representative, fines for improper parking need not be considered as a traffic violation for this purpose.
The purpose of a within-grade salary increment from one step to the next higher step within the established salary scale is to award a staff member an increase in salary for satisfactory performance and conduct during a qualifying period. The qualifying period is one year, except for movement to longevity steps as specified in the respective salary scale. For staff at or above P-2 step 12, P-3 step 14, P-4 step 13, P-5 step 11, D-1 step 5, and all steps at D-2, the qualifying period is two years. Award of the increment is subject to confirmation of the staff member’s satisfactory performance in his/ her assignments and conduct as evaluated by his/her supervisor(s) and documented in UNDP’s performance evaluation mechanism; and to the existence of a higher step within the staff member’s current grade in the respective salary scale.
An administrative determination, including any measures or rehabilitative requirements, as determined and applied by the CPO as a result of a Vendor being involved in Proscribed Practices. Potential sanctions include: censure, debarment, other possible sanctions.
The document included in this ITB which lists the goods required by UNDP, their specifications, the related services, activities, tasks to be performed, and other information pertinent to UNDP’s receipt and acceptance of the goods.
Scheduled audit: These refer to systematic and independent examination of data, statements, records, operations and performances of a partner. A scheduled audit is either an internal control audit which is conducted for Partners which are rated “Low” risk and “Medium” risk or a financial audit which should be conducted for all other Partners including non-assessed Partners.
Secondment: Movement of a staff member from one organization to another for a fixed period, normally not exceeding two years, during which the staff member will normally be paid by and be subject to the staff regulations and rules of the receiving organization, but will retain his or her rights of employment in the releasing organization. The period of secondment may be extended for a further fixed period by agreement among all the parties concerned. Secondments are generally granted with a general lien to the organization.
Refers to the financial contribution to a government budget, managed in a national account by a government entity for a specific set of sector or programme results.
It is mandatory for United Nations system personnel and eligible family members to obtain security clearance for all official travel, regardless of location, and they cannot commence official travel without obtaining it except in compelling cases, where insufficient time is available such as during periods requiring immediate medical evacuation or other life-threatening situation. For the purpose of this policy, official travel includes official home leave or other entitlement travel where the cost of travel is borne by organizations of the United Nations system. This applies regardless of whether official travel is undertaken by air, sea, land, or any combination thereof.
The senior most UNDP staff member at the country level (typically the RR) will represent UNDP at the Security Management Team (SMT). The next most senior UNDP staff member should be appointed as an alternate SMT member for periods when the RR is performing the functions of Designated Official (DO)6 ad interim or away on leave. Members of the SMT are responsible for supporting the DO in discharging their mandate related to the safety and security of all UN personnel, premises and assets.
Segregation of duties is anchored in UNDP financial regulation 20.02 and is a keystone control that helps UNDP safeguard its assets and mitigate the risk of fraud and error. Segregation of duties is based on ensuring that no one staff member can: (i) have custody of assets; (ii) authorize and approve the use of assets; and (iii) record and report assets.
UNDP selects one implementing partner for each project in consultation with the government coordinating agency. This is also the case for project portfolios; one implementing partner is selected for each project within the portfolio, while more than one implementing partner can be part of a portfolio (directly and nationally implemented projects may be part of the same portfolio). In multi-country and South-South projects, one implementing partner can be selected per country.
For UN Agencies who do not use Quantum (the “non-Quantum Agencies”), a dedicated Service Clearing Account (SCA) is established for each Agency. Through the SCA, all global prefunding received from UN Agencies are recorded, and all services provided by UNDP Offices to these UN Agencies are recorded. A dedicated Service Clearing Account is not applicable to Quantum Agencies (UNFPA, UN Women, UNU, UNCDF, UNV, UNITAR).
The service contract (SC) is a modality for hiring individuals under a non-staff contract. The SC is a decentralized contracting instrument, which is cost effective and flexible for use only by UNDP country offices and regional centres outside of Headquarters. The SC is not for use in HQ duty stations and Liaison Offices e.g. New York, Geneva, London, Madrid, Montreal, Paris, Rome, Vienna, Brussels, Copenhagen, Geneva, Tokyo and Washington. Payment under the SC is based on services satisfactorily provided in accordance with the terms of reference under the SC. The payment terms can be based on (i) all-inclusive lump-sum monthly payments, where cash payments are included for pre-existing social security as described in the Section on Social Security Arrangements below or (ii) monthly remuneration with provision of a local social security scheme where applicable and legally feasible.
The entire scope of tasks and deliverables requested by UNDP under an RFP, or the scope of tasks related or ancillary to the completion or delivery of the goods, as required by UNDP under the ITB or RFQ.
The purpose of the settling-in grant is to provide eligible staff members reasonable financial support for relocation on initial appointment or reassignment to a new duty station. It is the total compensation payable by the Organization towards costs incurred by the eligible staff member and his or her family members as a result of an appointment or reassignment involving relocation, as well as any pre-departure expenses that the staff member may incur as a result. The settling-in grant enters into force on 1 July 2016, and replaces the former Assignment Grant which is discontinued as of that date. 3. The grant consists of two elements: a) a Daily Subsistence Allowance (DSA) portion; b) a lump-sum portion
For the purposes of the present bulletin, the term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
Refers to all forms of inappropriate conduct of a sexual nature committed by an employee, officer, adviser, or representative of a vendor, with the knowledge of that Vendor.
Sexual Harassment is a form of harassment and is any unwelcome sexual advance, request for sexual favour, verbal or physical conduct or gesture of a sexual nature, or any other behaviour of a sexual nature that has or that might reasonably be expected or be perceived to cause offense or humiliation. Sexual harassment may result in an intimidating, hostile or offensive environment or is made a condition of employment. Sexual harassment normally implies a series of incidents. However, a one-time incident could fall within the definition of sexual harassment if it has an unambiguously offensive sexual character. Staff members with any gender identity can be either the injured party or the offender.
Shortcuts limit time for bidding and inappropriate issue expressions of interest or requests to quote. Risks of fraud rise dramatically, as both suppliers and UNDP personnel act on insufficient information. This is a critical risk especially in emergency situations.
Staff members who are unable to perform their duties due to illness or injury, or whose attendance is prevented by public health requirements, may be granted sick leave under United Nations Staff Rule 6.2 and in accordance with the provisions of this policy document. For sick leave specifically related to injury or illness that is considered to be attributable to the performance of official duties on behalf of UNDP, in addition to the relevant provision of the Sick Leave policy document, Appendix D of the UN Staff Rules applies. Staff members are responsible for informing their supervisors and HR focal points/leave monitors promptly of absence due to injury or illness to enable timely entry into the UNALL HR e-Services module. Certified sick leave will be granted only on the basis of a medical certificate or report from a medical practitioner licensed to practice where the certificate or report is issued, except in cases of uncertified sick leave as detailed in paragraphs 6 and 7.
Signatories are staff who have been designated by the Treasurer to operate UNDP bank accounts. The Signatory Panel for any UNDP bank account is made up of those individuals designated by the Treasurer or under the delegated authority, by the Resident Representative to operate that UNDP bank account.
The signatory is a person who can be uniquely identified and linked to an electronic signature and who has the sole control over the password-authentication key related to the electronic signature. An electronic signature can only be attributed to the person that owns and places the electronic signature in a record and is not attached to the function occupied by the signatory at the time of the placing of the signature. Since the electronic signature is personal, it cannot be shared.
We can define significant purchases as those that are of high relative expenditure and/or for which supply is difficult to secure. The relative expenditure of goods and services is defined as their cost relative to the total purchasing expenditure of the business unit or agency. For UNDP, a transaction of 100,000 USD or more is considered a significant purchase.
UNDP programmes and projects adhere to the objectives and requirements of the Social and Environmental Standards (SES). The SES objectives are to: (a) strengthen the quality of programming by ensuring a principled approach; (b) maximize social and environmental opportunities and benefits; (c) avoid adverse impacts to people and the environment; (d) minimize, mitigate, and manage adverse impacts where avoidance is not possible; (e) strengthen UNDP and partner capacities for managing social and environmental risks; and (f) ensure full and effective stakeholder engagement, including through a mechanism to respond to complaints from project-affected people.
A staff member (other than a TA) who is temporarily (i.e. for a period not exceeding one year) assigned to a higher level post, or is temporarily required to perform higher level functions while remaining on his/her current post may be granted a non-pensionable Special Post Allowance (SPA) after completion of 3 months of continuous service at the higher level functions, subject to confirmation in writing by the supervisor that the staff member is indeed performing at the higher level. The reason for the three-month grace period is that, from time to time and as part of their normal duties, staff may be expected to temporarily assume higher level functions (during periods of absence, for instance). However, (i) when a staff member is temporarily assigned to a post more than one level above their personal grade or to a different category or (ii) when the temporary assignment is in a D or E hardship category, SPA may be granted by the supervisor with immediate effect and will not have to wait three months provided that the supervisor confirms that the staff member is performing all the responsibilities attached to the higher position.
Categories of costs of a cross-cutting nature that (a) involve material capital
investments, or (b) do not represent a cost related to the management activities of the organization.
Periodic on-site reviews (spot checks) are performed to assess the accuracy of the financial records for cash transfers to the IP and the status of programme implementation (through a review of financial information), and to determine whether there have been any significant changes to internal controls. The spot check is not an audit hence, the extent of expenditure testing is generally lower than what would be undertaken during an audit. Spot checks should be completed prior to the operational and financial closure of the project to ensure supporting documents are still available for review and any adjustments required in Quantum are made.
Spouse or partner: an individual 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 where the marriage or partnership was formed.
In order to avoid inequalities in the level of taxation between staff members of different nationalities, a uniform amount of tax (i.e., staff assessment) is levied by the United Nations and only the resulting net amount is paid to the staff member. Like most national income tax scales, the scale of staff assessment is progressive, i.e., the higher the salary, the higher the percentage rate of assessment. The amount of the staff assessment is credited to the Tax Equalization Fund. 3. Those Member States that do not impose income tax on UN earnings receive a portion of the Tax Equalization Fund as an offset against their assessments for the UN regular budget, peacekeeping, and tribunal budgets. When staff members have to pay national income taxes on their UN earnings, they are reimbursed from the Tax Equalization Fund irrespective of the total amount of staff assessment deducted from their salaries.
Unified and approved approach to achieve highest integration with overall UNDP IT infrastructure and services. UNDP will consider standards as the most commonly used solution across the organization and therefore all future solutions will be aligned and based on standard configurations. It is strongly recommended that all offices use these standards as the base for their IT infrastructure and services.
Up to 2013, there was one type of contract used for EU contributions channelled through the UN, called the Standard Contribution Agreement (SCA) with international organizations. Since 2013, in addition to this, the use of the EU Grant Contract was introduced.
The Standard Operating Procedure (SOP) for immediate crisis response provides a corporate institutional and operational framework so that critical decisions and actions can be taken quickly in response to crisis situations. The SOP focuses on the relatively brief period between the onset or identification of an imminent crisis and the point when a Country Office has in place the resources to implement recovery and resilience initiatives. The SOP outlines the relationships, responsibilities and communication between Country Office, Regional Hub and Headquarters, during the crisis response.
Standard services are those that are provided in the same way each time they are requested, and following the standard procedures in more or less the same fashion across UNDP offices. A list of standard services is included in the Universal Price List (Annex 2 - UPL). All costs are computed using the existing guiding costing methodology (Annex 1). If a UNDP office assesses that the UPL does not fully cover the total costs for providing services, they can establish locally negotiated prices using transparent, prevailing market rates. These rates should be communicated to the UN entities prior to implementation.
The Statistical Annex reflects the financial situation of UNDP both at the aggregate and detailed levels, presented in the form of statistical tables. It contains the following information:a. 10 year-trend of UNDP Programme expenditureb. Overall Revenue, Expenses and Accumulated Surpluses, by resource categoriesc. Total Expenses by cost classification, region and expense categoryd. Programme expenses by executing entity/implementing partners, responsible party; by country, region or territory; by expense category; by trust fund, territory and country