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
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.