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.
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.