Glossary

To ensure the programme remains relevant and effectively contributes to outcome level results, the programme board may approve some changes to the programme without the need to resubmit the programme document to the UNDP Executive Board. These include: (a) removal of outputs that would not adversely affect the achievement of agreed outcomes; (b) adding new outputs necessary to achieve a given agreed outcome identified after the approval of the programme document; and c) changing outcome or output indicators that measure the progress of the programme.

Source: Manage Change

Under Pooled Fund Management, participating UN organizations pool funds together to one UN organization, called the Managing Agent (MA), chosen jointly by the participating UN organizations in consultation with the (sub-) national partner. The MA will support the (sub)national partner in managing the programme. This option is likely to be the most effective and efficient approach when participating UN organizations work for common results with a common national or sub-national partner (e.g. Department, provincial office, NGO) and/or in a common geographical area.

Source: Pooled Fund Management

Categories of costs in which the primary function is the promotion of the identity, direction and well-being of an organization. These include executive direction, representation, external relations and partnerships, corporate communications, legal, oversight, audit, corporate evaluation, information technology, finance, administration, security and human resources. This includes both activities and associated costs of a recurring and non-recurring nature.

Source: UNDP Financial Regulations and Rules

This format is chosen if the cheque number is to be assigned by the user, or if the payment is being made in cash. Manual cheques (MAN) are prepared and written/printed by the user. The pay cycle does not include and process manual cheques. This option should be used as infrequently as possible, as the manual nature of the process is prone to errors.

Source: Disbursing Funds (Making Payments)

Manual payments are defined as payments made outside of Quantum and then subsequently recorded in Quantum. Offices may only make manual payments when (1) the office is unable to connect to, or complete, a transaction due to poor system performance or poor connectivity to Quantum and (2) the payment is needed immediately due to an unavoidable emergency situation. All manual payments must have supporting documents.

Source: Disbursing Funds (Making Payments)

Material Deviation – any content or characteristic of the Offer that is significantly different from an essential aspect or requirement of the ITB/RFP, and (i) substantially alters the scope and quality of the requirements; (ii) limits the rights of UNDP and/or the obligations of the offeror; and (iii) adversely impacts the fairness and principles

Source: Solicitation

A sound pipeline portfolio is likely to include projects of different maturity, ranging from initial ideas to interventions with secured funding and implementation capacity ready to be launched. Having a clearer idea of the maturity of its pipeline allows better-informed decisions about investment areas which have a higher return potential in terms of development impact.

Source: Pipeline Management

The Memorandum of Understanding (MoU) formalizes a non-binding partnership by stipulating intent and commitment between partners. It articulates the legislative background, general principles and focus of potential cooperation in pursuit of common goals. It serves as the overall framework for all global, regional and country-level cooperation. Specific country-level implementation agreements are subordinate to MOUs and are used to specify conditions of work. UNDP has different templates for Governments, United Nations entities, the private sector, non-governmental and civil society organizations, academic institutions, and foundations. An MoU is not a financial instrument and therefore cannot be used by UNDP to make or receive contributions from partners.

Source: Managing Partnerships

The purpose of the micro assessment is to assess a Partner’s financial management capacity (i.e. Accounting, procurement, reporting, internal controls, etc.) to determine the overall risk rating and assurance activities. The risk rating may be adjusted taking into consideration other available information such as the results of the macro assessment and previous experience with the partner to arrive at an Adjusted Risk Rating which is used to determine the appropriate cash transfer modality to a Partner. This assessment applies to both governmental and non-governmental Partners.

Source: Harmonized Approach to Cash Transfers (HACT)

Micro-purchasing is a simplified procurement method for readily available goods, standardized services and small works, where contract amounts do not exceed US $5,000. Such purchases may constitute a significant volume of UNDP’s total procurement, but their aggregate value remains relatively low. A simplified process is preferred to reduce transaction costs.

Source: Procurement Methods

The failure by a staff member to comply with his or her obligations under the Charter of the United Nations, the Staff Regulations and the Staff Rules or other relevant administrative issuances, or to observe the standards of conduct expected of an international civil servant. Such a failure could be deliberate (intentional, or wilful act), or result from an extreme or aggravated failure to exercise the standard of care that a reasonable person would have exercised with respect to a reasonably foreseeable risk (gross negligence) or from a complete disregard of a risk which is likely to cause harm (recklessness).

Source: UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct

The mobility and hardship scheme consists of the following non-pensionable allowances: a) A mobility incentive, which varies according to the number of assignments to field duty stations and the purpose of which is to provide an incentive for the geographic mobility of staff in support of field operations; b) A hardship allowance, the purpose of which is to compensate for the varying degrees of hardship at different field duty stations; c) A non-family service allowance, the purpose of which is to recognize service in non-family duty stations.

Source: Mobility and Hardship

Five basic modes of freight transportation – sea, rail, road, air and parcel post – are used, either individually or in combination, in international transportation. Business Units should consider modes of transport that are both economical and efficient. In general, rail, road and air transport costs are comparatively higher than freight by sea, thus UNDP recommends sea transport. To ensure sound delivery however, it is advisable to select a conference liner, which operates along definite routes and pre-determined ports of call.

Source: Shipping and Insurance

Money Laundering (“ML”) is generally considered as concealment of the origins of money obtained illegally, typically by passing it through a complex sequence of financial or commercial transactions. ML usually involves three stages: (i) introducing the proceeds of crime into the financial system (placement); (ii) transactions to convert or transfer the funds to other locations or financial institutions (layering); and (iii) reintroducing the funds into the legitimate economy as "clean" money and investing it in various assets or business ventures (reintegration) appearing to have been legally obtained. The Financial Action Task Force (FATF) recommends that ML be criminalized by every country on the basis of article 3(1)(b) and (c) of the Vienna Convention (United Nations Convention Against Illicit Traffic in Narcotic Drugs and Psychotropic Substances, 1988) and article 6(1) of the Palermo Convention (United Nations Convention Against Transnational Organized Crime, 2000).

Source: Anti-Money Laundering and Countering the Financing of Terrorism Policy

Money Laundering (“ML”) is generally considered as concealment of the origins of money obtained illegally, typically by passing it through a complex sequence of financial or commercial transactions. ML usually involves three stages: (i) introducing the proceeds of crime into the financial system (placement); (ii) transactions to convert or transfer the funds to other locations or financial institutions (layering); and (iii) reintroducing the funds into the legitimate economy as "clean" money and investing it in various assets or business ventures (reintegration) appearing to have been legally obtained. The Financial Action Task Force (FATF) recommends that ML be criminalized by every country on the basis of article 3(1)(b) and (c) of the Vienna Convention and article 6(1) of the Palermo Convention.

Source: UNDP Anti-Money Laundering and Countering the Financing of Terrorism Policy (“AML/CFT Policy”)

Monitoring improves development effectiveness and efficiency by reviewing performance and using evidence to adjust programming for optimal results. Good monitoring starts with good planning and clear identification of what a programme or project will strive to achieve with specified resources. It is a continuous management function that provides decision-makers with regular feedback. Evidence from monitoring also serves as a critical input to evaluation and enables evidence-based reporting. Monitoring includes: (a) tracking performance through the collection of appropriate and credible data and other evidence; (b) analysing evidence to inform management decision-making, improve effectiveness and efficiency, and adjust programming as necessary; and (c) reporting on performance and lessons to facilitate learning and support accountability.

Source: Monitor

The monthly imprest level is the liquidity requirement of a country office to be funded by Treasury. It is the cash needed by country offices to fund their operations monthly. The imprest level is also a cash management tool used by Treasury to promote efficient cash management. The sum of all imprest levels provides a good estimate of cash outflows from country offices and is used to estimate UNDP’S liquidity needs.

Source: Management of Zero-Balance Account System

Accountability of donors for providing aid in ways that support country development strategies and recipient governments for using aid and other resources effectively. This includes enhancing the checks and balances fundamental for development. In the case of managers and staff, managers are to provide adequate resources, appropriate tools and delegate relevant authority to staff, and staff are to utilize those resources, tools and delegated authority in an effective and efficient manner, in accordance with the regulatory framework of the United Nations entity, including checks and balances, in order to achieve the objectives and results of the entity

Source: Accountability System Policy

Policy Areas

Programme and Project Management

Crisis Response

Financial Resources Management

Human Resources Management

Procurement

Partnerships

Administrative Services

Accountability

Information and Communications Technology

Security

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