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.
Management activities are activities and costs whose primary function is the promotion of the identity, executive direction, representation, accountability and well-being of the UNDP Country Office.
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.
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.
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.
This format of disbursement 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.
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.
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
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.
The purpose of Medical Evacuation Travel (MET) is to allow staff members and eligible dependents the opportunity to secure essential medical care or treatment for a severe illness or injury requiring medical intervention which is locally unavailable or inadequate.
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.
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.
The financial assistance provided to an intermediary which includes
nongovernmental or grass roots organizations in an amount not exceeding$150,000 for each individual grant.
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.
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).
Mobility is defined as periodic moves of staff to new or re-classified positions within the same or different occupational group/functional area, laterally or to a different level, within the same or different duty station.
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.
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.
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).
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.
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.
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.
Monthly payments: Monthly earnings of a staff member less payroll deductions, excluding those deductions made at the request of the staff member for payment to the United Federal Credit Union (UNFCU) or a similar institution.
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
Refer to ICT components that can no longer perform their intended function due to loss of compatibility with other ICT systems or failing to meet standards. Obsolete components cannot and should not be used UNDP ICT environments. For example, hardware becomes obsolete when it is unable to efficiently run a minimal version of UNDP standard software. Software becomes obsolete when it is unable to integrate with other ICT infrastructure components or it is no longer able to run on hardware with minimum supported configuration defined in this document.
Obstruction or Obstructive Practice is an act or omission by a vendor that prevents or hinders UNDP’s data gathering and analysis in a particular case.
The Offeror’s response to the Invitation to Offer, including the Offer Submission Form, Technical Offer and Price Schedule and all other documentation attached to the Offer.
An Offer of Settlement, as further described in paragraphs 44 and 45 below. An OoS may be made by UNDP to the Respondent(s) under either the DRP and PRP
A staff member or a group of staff members who are designated with an authority for acquiring, creating, maintaining and disposing of information and corresponding ICT systems as well as to make operational, strategic, financial or human resource decisions in the corresponding office (e.g. Director of the Bureau or Office, Deputy Director, Resident Representative, Country Director or Operations Manager, etc).
The OAI, as internal auditor of UNDP, conducts its audit to give reasonable assurance to UNDP senior management about the activities undertaken by a given UNDP unit and to bring to their attention areas requiring improvement. OAI reports to the Administrator.
This sourcing method creates awareness in the business community of an opportunity related to a specific project, and requires advertisement in an appropriate medium (including, but not limited to, the UNDP global website) depending on the nature of the procurement activity. In an open competitive bidding process, there will be no shortlisted companies; consequently, all vendors wishing to participate in the process are invited to do so.
Opening competition to the international market provides equal opportunity to all eligible vendors. It entails a public advertisement in globally accessible media. The following conditions must be met: a. The procurement opportunity should be advertised on UNDP’s corporate website; b. It should be posted in the UN Global Marketplace (i.e., www.ungm.org); and c. Advertisements should remain online for a minimum of two weeks.
These are trust funds established by UNDP to receive contributions from multiple donors for global, regional or broad thematic programmes, which usually consist of a number of projects. Their terms of reference outline their purpose, objectives and administrative arrangements.
An Operating Lease is a lease other than a Finance Lease. For office space, a Lease that has been formulated and agreed following UNDP’s Standard Lease Template will be an Operating Lease.
Operations Management & Administration: Activities related to overall staff/office management and the provision of workplace and support services (ICT, Finance, OHR, UNDP security, travel, assets and general services) which permit UNDP to carry out the mission of the organization (but excluding direct project implementation support). Activities related to the harmonization and simplification of UN operational processes and business practices should also be included here.
The VRC may recommend, and the CPO may decide to impose, other sanctions that it finds appropriate, including requiring that future contracts with the Vendor reflect special conditions, or that the vendor compensate UNDP for any loses and/or costs sustained or incurred by it as a result of the Vendor’s involvement in a Proscribed Practice.
Overpayments: Payments made by the Organization to a staff member in excess of his/her salary, benefits and entitlements under the UN Staff Regulations and Staff Rules and relevant policies;
Oversight means the general process of review, monitoring, evaluation, supervision, reporting and audit programmes, activities, policy implementation, and results of the organization. This is to ensure organizational, financial, operational and ethical accountability, effectiveness of internal controls, and the prevention of fraud and malpractice.
All UNDP programmes and projects must be governed by a multi-stakeholder board or committee established to review performance based on monitoring and evaluation, and address implementation issues to ensure quality delivery of results. In crisis contexts where constraints prevent the government from being able to participate in relevant programme and/or project boards, the Regional Bureau can grant approval for modified oversight mechanisms, taking risks and stakeholders into account.
Overtime means the time worked in excess of the scheduled workday or scheduled workweek or during any of the UN official holidays. 2. The following is not considered as overtime: a) Time spent travelling to and from the place of work; b) Work performed during the lunch period; c) Work performed outside regular working hours due to the adoption of a shift system except when the total time worked exceeds the scheduled workday or workweek. Overtime compensation (OC) is payable to General Service (GS) staff members, with Permanent, Continuing or Fixed-Term appointments governed by the UN Staff Regulations and Staff Rules. OC is neither payable to National Professional Officers (NPOs) nor to International Professional staff members.
The process under which cases are reviewed by a panel composed of UNDP staff who determine the recommendation(s) to be made to the Chief Procurement Officer (CPO).
Under Parallel Fund Management, each organization independently manages its own funds, whether coming from Regular or Other Resources. This option is likely to be the most effective and efficient when interventions by participating UN organizations are aimed at common results, but with different national, sub-national and/or international partners.
PCAT is a mandatory tool that includes a partner pre-requisite checklist and capacity assessment scoping to assist project developers to determine which capacity assessments (if any) need to be completed before the project is finalized and approved.
PPSA is a contractual modality through which UNDP may engage and administer non-staff personnel contacts for an on behalf of client UN entities - ‘the Partner’ for the purposes of this policy.
Partner risk is determined by the impact on human development and well-being which arises from the nature of the industry sector and business performance. It has social, environmental and governance aspects.
Partner Risk Rating is defined as the overall Risk Assessment derived from the Micro Assessment risk rating adjusted for other available information including results of the Macro Assessment, past experience with the Partner including results of assurance activities, prior capacity assessments and micro assessments by other Agencies.
A UNDP partnership is a voluntary and collaborative commitment between UNDP and one or more parties. Together, they work to achieve common objectives in line with overall development goals supported by UNDP. Parties should agree to respect the values and policies central to UNDP’s mandate, and maximize the effective use of resources, including through careful assessment of risks, responsibilities, competencies and benefits. They may provide opportunities for innovation and achievements that might not be feasible by either UNDP or its partner working alone.
Partnership risk is shaped by the nature of the collaboration with UNDP, by the private and public benefits of the collaboration, and also by the role that UNDP takes in brokering, co-creating and/or implementing activities that arise from the collaboration.
Under the pass-through fund management, two or more organizations develop a multi-donor trust fund or joint programme. If the donor(s) and participating UN organizations agree to channel the funds to participating organizations through one UN organization, then the pass-through modality applies. The UN organization channelling resources, called the Administrative Agent (‘AA’), is jointly selected by all participating organizations.
The United Nations Joint Pension Fund (UNJPF) provides participating staff members with benefits in the event of death, disability, separation from service before retirement age, or upon retirement. The United Nations Joint Staff Pension Fund (UNJSPF) (www.unjspf.org) was established by the General Assembly (GA) to provide retirement, death, disability, and related benefits for the staff of the United Nations and other organizations admitted to membership in the Fund. The Fund is administered by the UNJSPF Board together with staff pension committees from each member organization, with a secretariat to the Board and to each such committee (in tripartite and equal representation). The assets of the Fund are property of the Fund and are acquired, deposited, and held in the name of the UN on behalf of the participants and beneficiaries of the Fund; however, the assets are held separately from those of the UN and can be used only for the purposes stated in the Fund's Regulations.
For the purposes of the United Nations Joint Staff Pension Fund (UNJSPF), special scales, called Pensionable Remuneration (PR), are established as the basis for determining the contribution to be paid by the staff member and by UNDP as well as the pension benefits to which the staff member may become entitled.
All UNDP staff members are accountable to the Administrator for performing their functions and delivery of agreed results based on the highest standards of competence, integrity, ethics, and efficiency, in line with the UN values, Standards of Conduct for the International Civil Service, Secretary-General’s Bulletin on the Status, Basic Rights and Duties of United Nations Staff Members, UN Staff Regulations and Rules, and UNDP policies.
Performance-based payments (PBPs) are a type of agreement between UNDP and a responsible party to provide funding upon the verified achievement of an agreed measurable development result. No advances are provided, rather payments are made only upon the verified achievement of agreed results. This approach gives greater incentive to responsible parties to achieve results.
A Performance Improvement Plan (PIP) is a tool that aims to facilitate the required improvement in the performance of a staff member. It serves to record: (1) identified shortcomings and improvements to be achieved, (2) actions to be taken to fully meet the requirements of the job and performance objectives, (3) timelines; as well as (4) support to be provided, (5) outcomes of periodic check-ins, and (6) the final review of the PIP implementation.
Effective performance management and development of each staff member (PMD) are a shared responsibility of the supervisee and the supervisor. Performance management and development are continuous processes and are anchored in the frequent, two-way, open communication between the supervisor and the supervisee aimed to ensure the achievement of results, staff development, and the provision of timely and appropriate support. Both the supervisor and the supervisee are expected to initiate and engage in such communication.12. The annual performance management and development cycle is from 1 January to 31 December of the year and includes: annual performance planning (mandatory); regular performance discussions, including performance monitoring, feedback and coaching during the performance year; the mid-term review (MTR) (mandatory); and the annual performance review (APR) (mandatory) .
Any information relating to an identified or identifiable natural person (“data subject”); an identifiable person is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors specific to his physical, physiological, mental, economic, cultural or social identity; [EU directive 95/46/EC]
UNDP staff and other persons engaged by UNDP under other contractual arrangements to perform services for UNDP programme activities or for programme support.
PCF is the cash balance kept in the safe in a CO’s main office or a HQ unit to meet small expenses for management projects where the use of cheque or electronic funds transfer (EFT) is inefficient.
“Pipeline” refers to the totality of planned projects, programmes, and initiatives that UNDP is expected to pursue within a foreseeable time in the future.
Plant comprises those assets that are grouped together; held in use for the production or supply of goods or services; used in the implementation of UNDP programmes and administrative operations; and are expected to be used during more than one financial reporting period. Examples of such assets are heavy machinery; furniture and fixtures. The combined cost of such group of assets together should be US$5,000 or more and should meet the capitalization criteria described under “Recognition.”
The definition endorsed by the Organizational Performance Group in 2015 refers to policies as providing an operational, long-term framework for the organization and describe what the organization intends to do. Policies are to be clear and simple statements and should not be overly prescriptive. UNDP’s main policy and procedures repository is the POPP (Programme and Operations Policies and Procedures).1
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.
A portfolio is a programming delivery instrument, which contributes to one or more country programme outcomes and engages one or more implementing partners to address system level challenges for strategic development results.
Positive pay is a process used to combat cheque fraud. With this service a company transmits a file of issued cheque information to the bank soon after its issuance to the payee. The bank matches cheque serial numbers and amounts of cheques presented for payments against the issue file and pays only those cheques that match. Exceptions are conveyed to the company for disposition. Some positive pay services match against the payee field as well as the serial number and amount, in an effort to detect altered payees.
The Post Adjustment system was designed to equalize purchasing power of United Nations salaries for professionals and higher categories, taking into account the cost of living differences between the base city of the system (New York) and other duty stations. The system aims at ensuring that, no matter where United Nations common system staff work at some 180 locations worldwide, their take-home-pay has a purchasing power equivalent to that at the base of the system. The Post Adjustment System is available at: http://icsc.un.org/secretariat/cold.asp?include=par
Particularly for high value or complex procurement requirements, a solicitation may be limited only to vendors who meet established criteria for capacity and resources, based on a prequalification process. The prequalification process aims to ensure that solicitation documents are extended only to those with adequate capacity and resources to provide the requisite goods, services or perform civil works.
UNDP’s Information Disclosure Policy is guided by openness, with the underlying presumption that any information concerning UNDP programmes and operations enumerated in Chapter III is available to the public, in the absence of a compelling reason for confidentiality in line with the exceptions to the Policy in Chapter IV.
Prima Facie case (of Retaliation) is established when the information available to the Ethics Office indicates that it is more likely than not that a causal connection exists between the Protected Activity (defined below) and the detrimental action that has been taken or threatened against the individual. When the Ethics Office has determined that a prima facie case is established, the matter will be referred to OAI for a full investigation.
The term ‘private sector’ refers to any such entity that could collaborate or collaborates with UNDP. UNDP can work with a private sector group or with an individual company.
Policy, institutional and capacity-building activities promoting the growth of local small and medium enterprises, and also including support for the provision of micro-finance.