Any data or information, regardless of its form or medium, which is or has been electronically generated by, transmitted via, received by, processed by, or represented in an ICT resource.
A room or a set of rooms along with wiring closets where working equipment used to deliver ICT systems and infrastructure is sited (e.g. server room, UPS room, LAN closet, etc).
A set of ICT systems, communications cabling, and power supplies along with environmental support like equipment racks or cooling system installed in the ICT facility of the corresponding office or reasonably close to it.
An employee or contractor who is responsible according to the terms of reference for planning, architecting, deploying, maintaining supporting and improving overall ICT infrastructure and its components in the corresponding office.
ICT resource: any tangible or intangible asset capable of generating, transmitting, receiving, processing, or representing data in electronic form, where the asset is owned, licensed, operated, managed, or made available by, or otherwise used by, the United Nations;
Hardware, software and firmware of computers, telecommunications and network equipment or other electronic information handling systems and associated equipment. ICT systems include any equipment or interconnected systems or subsystems of equipment that are used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission or reception of data/information. [ISO/IEC 24762:2008]
The management and delivery of project activities to achieve specified results including the procurement and delivery of UNDP project activity inputs and their use in producing outputs, as set forth in a signed document, the Annual Work Plan, between UNDP and the Implementing Partner.
According to Article 17 of UNDP’s financial regulations, an implementing partner is “the entity to which the Administrator has entrusted the implementation of UNDP assistance specified in a signed document along with the assumption of full responsibility and accountability for the effective use of UNDP resources and the delivery of outputs, as set forth in such document.
The Independent Evaluation Office is a functionally independent unit within UNDP that supports the oversight and accountability functions of the Executive Board and the management of UNDP, UNCDF and UNV. The structural independence of the Office underpins and guarantees its freedom to conduct evaluations and report evaluation results to the Executive Board. The main role of Office is to conduct independent evaluations according to the plans and costed programmes of work approved by the Executive Board.
The costs incurred by the organization in support of programmes or projects that cannot be directly attributed to such specific programmes or projects.
An individual contractor is an individual engaged by the Organization from time to time under a temporary contract to provide expertise, skills or knowledge for the performance of a specific task or piece of work, which would be short-term by nature, against the payment of an all-inclusive fee. The work assignment may involve full-time or part-time functions similar to those of staff members, such as the provision of translation, editing, language training, public information, secretarial or clerical and part-time maintenance services or other functions that could be performed by staff. An individual contractor need not work on United Nations premises.
A formal declaration following the decision of the CPO that a Respondent is ineligible for a period of time to (a) be awarded and/or 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 having discussions with UNDP regarding new contracts. Exceptionally, the ineligibility may be permanent.
The Ineligibility List is a central roster, hosted and maintained confidentially by the United Nations Global Marketplace (UNGM) as a protected electronic document that aggregates information provided by each participating entity, including UNDP. Vendors that are subject to sanctions that affect their eligibility, pursuant to sanctions proceedings, shall be entered into the Ineligibility List for a term starting upon notification of the CPO’s decision and ending once they are deemed to be rehabilitated. The Ineligibility List shall have restricted access, and shall not be published or otherwise distributed.
A Vendor who has been debarred by UNDP, and either (1) is the subject of a current period of debarment; or (2) has not requested to be reinstated as an active Vendor via a request for rehabilitation.
In general, raw data that (1) has been verified to be accurate and timely, (2) is specific and organized for a purpose, (3) is presented within a context that gives it meaning and relevance, and which (4) leads to increase in understanding and decrease in uncertainty. The value of information lies solely in its ability to affect a behavior, decision, or outcome. [www.businessdictionary.com]
Information Technology Infrastructure are the components required to operate and manage enterprise IT environments, which includes hardware, software, networking components, an operating system (OS), and data storage, all of which are used to deliver IT services and solutions.
Innovation challenges are defined as prized challenges that Business Units (Country Offices) organize to solicit innovative ideas and solutions to address development challenges which cannot be achieved through traditional solicitation processes.
Innovation challenges solicit ideas and solutions to address development challenges. Innovation challenges: (a) often include stakeholders who are not necessarily affected by the development challenge, but well placed to develop solutions, including private sector actors; (b) typically limit themselves to the generation or testing of ideas, but not their implementation; (c) can be awarded directly by the head of office for grants up to $40,000 without further review. See the policy on innovation challenges. 29. Innovation challenges can be done in projects directly implemented by UNDP or when UNDP provides support services to national implementation (COS services). Low-value grants can be used in parallel to other engagement types with responsible parties or as part of a dedicated grant project.
Inputs are the personnel (including staff, service contract holders, UN Volunteers and consultants), goods, services, partnerships and low-value grants required to produce planned outputs. Inputs are obtained on the basis of the project workplan and the corresponding budget. Where the progress towards planned outputs is not advancing as expected, the project board should review the strategy of the project, including the workplan, budget and inputs.
Covers the estimates as approved by the Executive Board relating to the activities and associated costs in the cost categories of development effectiveness, United Nations Development Coordination, management and special purpose.
Institutional effectiveness projects manage inputs and activities that enable UNDP to contribute to development results. This type of project does not require a project document and can operate on a continuing basis. An annual workplan and budget must be prepared and approved by staff with appropriate delegation of authority
Instructions to Offerors/Proposers – the complete set of documents which provides Offerors/Proposers with all information needed and procedures to be followed in the course of preparing their Offer/Proposal.
Intangible Assets are the non-physical items of value that UNDP owns. The defining characteristics of an Intangible Asset are the lack of physical existence (cannot be touched), and having no set monetary value. They cannot be seen or touched, but are nonetheless important to UNDP’s success. Intangible Assets may be internally generated, such as internally developed software, or acquired from external sources e.g. goodwill (which may not apply to UNDP), or brand name e.g. If UNDP uses a reputable trademark in implementing one of its projects.
The primary inter-agency mechanism for the HACT framework at HQ level is the HACT Advisory Committee. It serves in an advisory capacity only, providing inter-agency policy advice, technical guidance and support to agencies implementing the HACT framework. The committee consists of individuals from finance and programme units from the various agencies.
A temporary suspension of a Vendor’s eligibility to participate in new procurement processes, as further described in paragraph 66 of the Vendor Sanctions Policy to protect UNDP’s interests pending the completion of either an investigation into Proscribed Practices or the VRC process. Interim suspensions are internal measures that are not reported on the UNGM.
Internal audit report means the final report resulting from an audit signed by the Director of the Office of Audit and Investigations and issued to the Administrator and the auditees for their consideration and for the implementation of recommendations. The report is also provided to the UN Board of Auditors.
Internal control is a process, effected by a governing body, management or other personnel of an organization, designed to provide reasonable assurance regarding the achievement of objectives in the categories of (i) effectiveness and efficiency of operations, (ii) reliability of financial reporting, and (iii) compliance with applicable laws and regulations.
The Internal Control Framework covers key control factors such as planning, monitoring, communication, policies, procedures, segregation of duties, individual authorities and accountabilities that combined, inter alia: safeguard assets from inappropriate use and loss from fraud and error; help ensure the quality of internal and external reporting, through the maintenance of proper records and information flows; facilitate compliance with applicable laws, regulations and internal policies.
The International Personnel Services Agreement (“IPSA”) is a legal instrument established by the United Nations Development Programme in order to engage the services of individuals to provide a time-limited service to UNDP under a services-based contract. This new modality has two key objectives: On the one hand, it aims to provide UNDP with a comprehensive, flexible and cost-effective contractual framework which responds to project- and programme-based, as well as operational and administrative, requirements. On the other, the IPSA will at the same time provide for attractive, stable and fair conditions of employment which ensure that UNDP is able to attract, select and retain the services of high-quality individuals. Individuals engaged under this instrument have the status of International Personnel Service Agreement Holders, and are specifically engaged in recognition of their skills and expertise, to provide identified deliverables. These individuals are not UNDP staff members, but are considered affiliate personnel and, as such are not governed by or subject to the United Nations’ Staff Regulations and Rules. Nor is this contract modality governed by national legislation in countries where UNDP operates. Given that the services covered by the IPSA may only be provided by natural and not legal persons (e.g., duly formed/registered companies), and by non-incorporated partnerships, the IPSA falls within the overall scope of UNDP Human Resource management framework.
The purpose of the Internship programme is to provide students and recent graduates from diverse academic backgrounds exposure to development issues and a first-hand experience with the day-to-day working environment of UNDP.
Inventory in transit is en-route goods purchased that are in the ownership of UNDP but in the possession of the carrier. The inventory in transit that is owned by UNDP (based on INCOTERMS 2020) must be recorded as inventories. Therefore, it is very important to determine the ownership of inventory items in transit based on respective INCOTERMS 2020.
The process of planning and conducting appropriate lines of inquiry to determine the factual basis of allegations, and, if substantiated, assembling a dossier of evidence to permit a decision at a later stage as to whether formal charges of misconduct should be made against a staff member, or, whether the case should be closed.
is any person who is not the investigation subject but who cooperates with an investigation, for instance by being interviewed or by providing information. Investigation participants may be staff members cooperating pursuant to Staff Regulation 1.2 (r) and Staff Rule 1.2 (c), or non-staff and third persons who provide relevant information.
A member of the Office of Audit and Investigations (OAI) or a person authorised by OAI to conduct an investigation related to cases of allegations of wrongdoing. An investigator may also be a person authorised directly by the Secretary-General or the Administrator in certain cases, to conduct an investigation into allegations of wrongdoing.
An invitation to bid is used to procure goods or works valued at US $200,000 or more. It does not require prospective bidders to specify the manner of production, technical approaches or management/supervision of required activities. The invitation to bid only requests details on costs to meet precise specifications for goods. The method may also be used in procuring construction works or services that can be quantitatively and qualitatively defined.
ITM COE refers to the ITM Digital Corporate Platforms Application Center of Excellence (CoE), which is the ITM Center tasked with provision of advice to Country Offices and Business Units on applications development.
Ultimate beneficial owner means a natural person that exercises control over an entity through direct or indirect ownership, or has other means of influencing the Bidder such as through financing, close family relationships with the owners of the Bidder or through holding key positions within the Bidder
Consistent with the mandate to provide services to entities of the UN system on request by a UN Entity, UNDP has an underlying responsibility to provide such services as long as the requested services and their provision are (i) consistent with the regulations, rules, policies and procedures1, and aims of UNDP, such as progress towards the Sustainable Development Goals, and (ii) the requesting UN Entity agrees to pay the related costs for the provision of the services and remain financially responsible for such services.
The United Nations Board of Auditors (BoA) was established in 1946 by the General Assembly and is comprised of the Heads of the Supreme Audit Institutions from three Member States. The Board certifies the UN accounts, its funds and programmes (including UNDP), and provides reports covering a wide array of financial, managerial and value-for-money audits. The overarching goal of the Board is to use the unique perspective of public external audit to both aid the General Assembly in holding UN entities accountable for the use of public resources, and add value by identifying ways to improve the delivery of international public services.
Air charter agreements refer to a contractual arrangement between an air operator and an organization employing its aircraft, crew and other necessary personnel for the sole purpose of providing short-term or long-term air transport services.
The technical support unit for the UNDG which provides the link between UNDG discussions at HQ and the work of the UN development systems at country level.
Provide guidance on the required standards of efficiency, competence and integrity of staff members in discharging their responsibilities as well as guidance on disciplinary procedures that may be instituted against a staff member who fails to comply with his or her obligations and the standards of conduct set out in the Staff Regulations and Rules, the Financial Regulations and Rules and all administrative instructions.
The document which sets forth the UN’s expectations for all suppliers that are registered with the UNDP or with whom it does business. These principles apply to suppliers and their employees, parent, subsidiary or affiliate entities, and subcontractors.
In the absence of a dedicated UNDP Field Security Specialist (FSS), NSO or COSA, the senior most UNDP representative at the country level, in consultation with the UNDP Security Office, must appoint a UNDP Agency Country Security Focal Point (ACSFP)7 to assist them in managing the day to day security related matters of UNDP. The person identified must hold a UNDP Fixed Term Contract and be at the appropriate level of seniority and experience to perform the security related responsibilities on behalf of the senior most UNDP representative.
UNDP Field Security Specialists/National Security Officers/Country Office Security Associates are security professionals hired internationally or locally to advise UNDP and to be responsible for the security aspects of activities which are specific to UNDP. These positions are funded at the country-level. UNDP Field Security Specialists (FSS), and National Security Officers (NSOs) and Country Office Security Associates (COSAs) in the absence of an FSS, are accountable and responsible to the senior most UNDP representative at the country level (typically the RR), though they may report directly to the second most senior UNDP staff member for day to day activities when this responsibility has been delegated by the senior most UNDP representative at the country level. They will receive policy and technical guidance and support from the UNDP Security Office, through the Regional Security Advisor or the Sub-Regional Security Specialists, as applicable. At the same time, they are responsible for supporting the DO under the coordination of the CSA/PSA/SA.
UNDP Regional Security Advisors are security professionals hired to advise UNDP Regional Bureaus and to be responsible for the security aspects of activities which are specific to UNDP in their respective regions. UNDP RSAs are accountable to the UNDP Director of the Security Office, and at the same time are responsible to support the Director of the particular Regional Bureau.. Reporting to the UNDP Director of the Security Office, the RSA will focus on providing field security support to UNDP Offices. The RSA will liaise directly with the Regional Bureau and senior most UNDP representative at the country level on security related issues.. In some regions, the size of the region, or specific security concerns will lead the UNDP Security Office to appoint Sub-Regional Security Specialists. Such appointments will be made in consultation with Regional Bureaus. Sub-Regional Security Specialists will report to the Regional Security Advisor.
Resources credited to the UNDP Regular Resources Account or Other Resources Account and therefore excludes resources credited to the UNDP Funds Account.
The Security Management Group (SMG) is the strategic-level entity at UNDP HQ charged with providing oversight to UNDP’s security mechanisms during normal operations and acting as the decision making and leadership body during emergency or crisis events at headquarters. The SMG is accountable to the Administrator and is integrated as a component of the overall UNDP Enterprise Risk Management (ERM) Framework.
UNDP provides support services upon request from the implementing partner, for activities within the project document or/and annual work plan (see overview section POPP NIM Finances & NGO Implementation Finances), in accordance with its regulations, rules and procedures. The nature and scope of the services must be described in annexes to the project document or annual work plan. A letter of agreement must be signed between the Resident Representative and the national government, through an authorized official.
Serves as a central repository of commercial aviation safety information from specialized industry sources, analyses the information, based on advice provided by the Aviation Technical Advisory Group (ATAG) , and establishes a list of commercial air operators that are recommended for official travel of personnel within the UNSMS. CATSU also provides aviation safety information and advice regarding the air operators that are not on the recommended list and on donated flights upon request and as available. Real-time information is posted on the UNSMIN web page, which is accessible by UNDSS senior security professionals and Air Travel Safety Focal Points (ATSFPs) appointed by Agencies.
Conduct or behaviour by a vendor, or by an employee, officer, adviser, or representative of a vendor, with the knowledge of that vendor that is contrary to the rules governing: conflicts of interest (potential, perceived, real), gifts and hospitality, post-employment provisions or other published requirements of doing business with UNDP including, but not limited to, with the UN Supplier Code of Conduct.
Unfair advantage to individual suppliers means that information is not disclosed consistently to all potential suppliers during the solicitation process, or inside information is disclosed to a potential supplier or existing vendor. Permitting personnel to act alone or undertaking ineffective market research can give rise to unfair advantage.
The UN Global Market (UNGM) hosts a list that aggregates information disclosed by UNDP and other Agencies, Funds or Programs of the UN System. Access is limited to approved staff of UNDP and other participating Agencies, Funds or Programs of the UN System. This list specifies the name of each vendor that has lost its eligible status, as well as any censure issued against a Vendor. The list specifies the location of the Vendor, the grounds for the Sanction, and the start and expiration dates for each of the Sanctions imposed. The UNGM Ineligibility List is separate and distinct from any other UN System approved lists, including but not limited to the 1267/1989 Lists.
Universal Flat File (UFF) is the generic payment file format generated by the pay cycle of Accounts Payable (AP). UFF files are used by offices which have developed a banking interface with their local banks. Similar to system check payments, the local office needs to download the UFF payment file for further processing and interface to the local bank. If an office does not have a local interface, then a letter of instruction must be manually prepared and authorized to request the bank to execute a transfer for payment.
The Universal Price List contains a menu of standardized services available to UN entities from all UNDP’s Offices. The UPL is updated by BMS/OFM on an annual basis. The UPL rates represent a summary of the standard list of services offered to partner agencies and their corresponding costs. Offices wishing to provide feedback on services and fees, or requiring further clarifications, should contact their BMS/OFM Financial Business Partnering focal point.
A special purpose fund made up of voluntary contributions, contributions from other governmental, intergovernmental or non-governmental sources and related interest earnings and miscellaneous income. The resources are co-mingled, are untied, and are treated as core resources.
The useful life is defined as the period of time over which an asset is expected to be available for use. In UNDP, the useful lives for various categories have been established based upon UNDP’s practices of retaining assets in use with the intention to seek a reasonable average useful life across all the population of similar assets within UNDP. Therefore some assets may be disposed of prior to reaching their useful life, following a review of their usefulness at their recommended replacement life. Equally, other assets may be retained in service for periods longer than their useful lives, for operational reasons. The number and original cost of assets retained beyond their useful lives will be disclosed in UNDP’s financial statements.