The purpose of family leave is to allow eligible staff members a period of time in the event of a family-related requirement. Family leave is a justification for leave, not an additional amount of leave. It expands the acceptable justification for taking uncertified leave without increasing the overall amount of leave.
Family visit travel provides periodic family visits for eligible staff residing alone at their duty station provided they meet the conditions set out in the Family Visit policy.
The purpose of the fellowship programme is to:(a) Provide students, recent graduates, mid-career professionals from diverse backgrounds, including those working in and affiliated to academic institutions, and other individuals forming part of talent groups, including under-represented groups, with exposure to development issues and first-hand experience of the day-to-day work of UNDP;(b) Provide UNDP with additional skills and expertise to support its activities and mandate; and(c) For fellowships sponsored by a Sponsoring Entity, provide Sponsoring Entities with insight into UNDP and its work. Fellowships can be classified in both Sponsoring Entity Fellowships (as defined below) and UNDP Corporate Fellowships and UNDP Corporate Fellowships. In the case of Sponsoring Entity Fellowships, Fellows will be identified through collaboration between UNDP and the Sponsoring Entity. In the case of UNDP Corporate Fellowships, the selection of the Fellow will be done by UNDP based on the eligibility criteria detailed in the Fellowship Project/Programme Document governing the specific fellowship initiative.
A fellowship is a specific training activity for a qualified individual, referred to as a fellow. The individual is entitled to payment of a stipend. .
Contain records originating from, or received by, the organization in written or printed form as well as documents generated by the computer and electronic forms.
The responsibility of anyone handling resources, public office or any other position of trust, to report on and be held responsible for the intended and actual use of the resources or of the designated office. This includes ensuring transparency in the process and procedures to achieve that obligation. Administrative accountability encompasses critical systems of internal control that complement and ensure the proper functioning of checks and balance, including financial ones. These include international civil service standards and incentives, ethics codes, criminal penalties, and administrative review.
The Financial and Administrative Framework Agreement (FAFA) governs our partnership with the European Commission (EC), for the implementation of the European Union (EU) budget. Each EU contribution comes with a contribution-specific agreement signed between UNDP and the EU representatives (in the Country or in Brussels). The agreement sets out the specific reporting requirements.
The purpose of this Policy and related guidance below is to assist UNDP personnel designated to file a Financial Disclosure statement in complying with their obligations to avoid personal interests and/or holdings that may, or may appear to, interfere with the performance of their official duties and responsibilities, or adversely influence the integrity, independence and impartiality required by their status as UNDP personnel.
A Finance Lease is a capital lease that transfers substantially all the risks and rewards incidental to ownership of an asset. Title may or may not eventually be transferred, even though UNDP does not hold legal title during the duration of the lease
A financial record is a document either physical or electronic, which creates either: a liability and its settlement; an asset and its liquidation; a receivable; a payment; a record of a deposit
For the purpose of this AML/CFT Policy, Financing of Terrorism or Terrorist Financing (“FT”) is defined as engaging with, contracting or providing support to individuals or entities that appear on the United Nations Security Council Consolidated Sanctions List.
For the purpose of this AML/CFT Policy, Financing of Terrorism or Terrorist Financing (“FT”) is defined as engaging with, contracting or providing support to individuals or entities that appear on the United Nations Security Council Consolidated Sanctions List.
Fixed Asset Management is the process of safeguarding, maintaining, managing and accounting for PP&E, Finance Leases and Intangibles used and controlled by UNDP. Property Plant and Equipment / Fixed Asset and Asset are used interchangeably to represent the same group of assets. Fixed Asset Management is the process of safeguarding, maintaining, managing and accounting for PP&E, Finance Leases and Intangibles used and controlled by UNDP.
Forced labour refers to all work or service which is exacted by a vendor from any person under the menace of any penalty and for which the said person has not offered themself voluntarily
UNDP programming comprises the planning, implementation, reporting and evaluation of development results achieved with partners through UNDP support. A UNDP programme is a plan for effectively contributing to outcome level development results through UNDP’s project modalities: development projects, the engagement facility and development services.
Forwarding agents, known also as freight forwarders or freight brokers, act as international freight forwarders, clearing agents or custom brokers to carry out the formalities and operations of consignment. Generally employed to receive consigned goods where UNDP staff may not be physically present, forwarding agents engage in the prompt clearance and collection of goods vulnerable to loss and pilferage. Business Units should forward to the respective forwarding agent all necessary documents (i.e., bill of lading, shipping instructions) for the release of goods in transit.
Foundations include non-for-profit institutions with the stated purpose and delineated source of income that provide grants or run programs. Sources of foundations’ assets include endowments, earned income, combination of public and private fundraising, trusts, family donations, community donations, and religious, corporate and other emerging sources like crowdsourcing. Other avenues for philanthropic giving include: donor-advised funds, direct giving, high-net-worth individuals, giving circles and others.
The UNSMS Framework of Accountability (FoA) reflects the roles and responsibilities of all actors of the UNSMS for which they will be held accountable and provides clear guidance on how to ensure the goal of the UNSMS is met. . The UNDP Security Framework of Accountability documents individual roles, responsibilities and accountabilities related to the security of UNDP personnel, assets, premises and operations.
It is any act or omission, including a misrepresentation, whereby a vendor knowingly misrepresents or conceals a fact (a) in order to obtain an undue benefit or advantage (not limited to financial) or to avoid an obligation for itself, or a third party, and/or (b) in such a way as to cause an individual or entity to act, or fail to act, to his, her or its detriment.
This invoice is one that has been matched; has a valid budget status; and is posted. A voucher need only have valid budget status to be recorded in KK.
The definition of fund level co-financing is a donor contribution to a trust fund where the contribution is not tied to a project. Because the donor contribution is not tied to a project a trust fund manager must be designated, who is responsible for managing the fund resources including the allocation of resources to projects.
The language allowance (LA) is a monetary incentive meant to encourage staff members in the learning and use of the various official languages of the United Nations. The LA recognizes, through a cash payment, the proven ability to function, orally and in writing, in more than one official UN language.
In instances of collaborative procurement, or when more than one Agency is involved in a specific procurement action which results in allegations that the vendor has been involved in Proscribed Practices, the relevant Agencies will choose a “Lead Agency” to represent them all in data gathering and analysis, investigation, and the sanctions proceedings against the vendor. The Agencies involved shall decide amongst themselves which is to act as the Lead Agency for the particular case. The Lead Agency will normally be the Agency (a) most directly impacted by the vendor’s activities and the Proscribed Practice(s); and/or (b) with the most resources at its disposal. All involved Agencies will collaborate with the Lead Agency. The Lead Agency will apply its own regulations, rules, policies and procedures to its activities in this regard.
A Lease is “an agreement whereby the lessor (landlord) conveys to the lessee (UNDP) in return for a payment or series of payments the right to use an asset for an agreed period of time”.
Letter of transmittal contains payment instructions transcribed on UNDP letterhead; the letter is signed by two authorized signatories and delivered to the bank for execution.
The UNDP CO and/or the national government have adequate capacity to respond to the crisis but require only a one-time injection of additional support without any need for exceptional temporary measures at regional or corporate levels.
For situations that can be managed by the CO with some additional ad hoc support as needed from HQ. The CO manages all aspects of the response with the regular backstopping support arrangements from HQ.
The capacity of the UNDP CO and/or affected national government is inadequate without a significant scale-up of capacity to respond to the crisis. Any crisis that severely affects UNDP personnel or facilities will automatically be designated at least a Level 2 crisis.
For situations that require large-scale, day-to-day organizational support. The CO manages the response with expanded support from HQ in the form of a CB that directs the response, and the HQ SURGE Management Team that takes responsibility for day-to-day management of the support to the CO and reports to the CB.
The crisis significantly outstrips the capacity of the CO and/or the national government, requiring an exceptional level of corporate support, given the scale, complexity or urgency that may pose a serious reputational risk to the organization.
The difference between current assets and current liabilities. In the specific context of UNDP, this shall normally be taken to mean the sum of working capital and reserves.
The risk that an asset cannot be converted easily and rapidly into cash without a substantial loss of value. A security (i.e. investment) is deemed to be liquid if the spread between bid (buy side) and asked (sell side) prices is narrow and reasonable amounts of purchases and sales can occur at those prices.
Movement of a staff member from one organization to another for a limited period, normally not exceeding one year, during which the staff member will be subject to the administrative supervision of the receiving organization but will continue to be subject to the staff regulations and rules of the releasing organization. Depending on the agreement with the receiving organization, the receiving organization will either reimburse UNDP for all costs related to the loan or UNDP may agree to the loan being non-reimbursable, meaning that all costs related to the assignment are borne by UNDP. Loans for six months or will normally be granted with a specific lien to the position of the staff member. For longer periods approval is normally granted on a general lien basis
A.K.A. Non-standard ad-hoc services. Type of service for which cost recovery is required. Those services specific to a CO and requested by a UN Agency on an ad-hoc basis (not included in the UPL). Because the type and scope of service differ each time, these services cannot be standardized and need to be agreed on individually between the CO and the requesting UN Agency. The cost of these services is determined by the CO based on the True Hourly Cost Methodology. Costed locally based on local hour rates. The service fee for any non-standard services is be negotiated on an ad-hoc basis between each concerned UNDP country Office and the Agency receiving the service.
In addition to the standard services contained within the UPL, UNDP is often requested to provide additional services that are not standardized across different country offices or included in the UPL. As in the past the provision of ad hoc or non-standard services should be agreed upon locally, subject to capacity and pricing considerations in-country prior to the provision of services. To recover the full costs of these services, the UNDP Office can establish a Local Price List (LPL) for recurrent services, to be negotiated and agreed to locally by participating Agencies in advance of the service provision. A separate tool is available to facilitate local price formulation, the negotiation of which is the responsibility of the concerned UNDP office with the requesting agencies/UNCT. The cost drivers, as indicated under UPL above, should be reflected in the LPLs.
Low code is a software development method that allows colleagues to create fully featured applications with minimal coding. With low-code, non-technical users utilize visual point-and-click tools to build, modify and deploy custom software. At the same time, programmers and tech-savvy professionals can extend applications by injecting code. Microsoft PowerApps is an example of such Low Code development platform. Other low code platforms, namely Oracle VBCS, Salesforce APEX, and ServiceNow App Engine, which will be opened up to UNDP Business Units after Quantum implementation.
UNDP defines low-value grants (also known as micro-capital grants) as cash awards - selected via programmatic decisions - to civil society and non-governmental partners intended to generate and solicit development solutions for which no repayment is typically required.
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.