Rank-in-post is a system by which staff are graded and paid for their expected contribution. Rank-in-post means that a serving staff member who is competitively selected for a post classified and budgeted at a higher level, for an expected period of one year or longer, is automatically promoted to that higher level immediately upon assumption of the higher level duties. There are no qualifying periods and no seniority requirements and no promotion bodies to recommend approval. Only candidates meeting the pre-defined requirements for a post as per the job description can be selected. Rank-in-post is based on standardized classification of jobs and transparent recruitment and selection processes, with oversight exercised by the relevant Compliance Review Bodies i.e. Compliance Review Board (CRB) or Compliance Review Panel (CRP) . Hiring units will be responsible for strictly complying with the corporate procedures on classification, recruitment, reassignment and selection, to ensure that only candidates with “the highest standards of efficiency, competence and integrity” as required by the Charter of the United Nations and who possess the right skills, experience and competencies required for the properly classified and budgeted posts are selected.
DAP can be used on all means of transport. The seller clears the goods for export when the goods are placed at the disposal of the buyer on the arriving means of transport and the goods are ready for unloading at the named place of the destination. All risks to that point are for the account of the seller. The Buyer must pay costs of unloading and import formalities.The Receipt date is the date when the goods have arrived at the specified place, whether they are unloaded from the forwarder’s truck, vessel or other means of transport. This is the date at which the ownership for the goods procured is transferred to UNDP.
The FOB is commonly used in the sale of bulk commodity cargo such as oil, grains and ore. In FOB, the seller clears the goods for export and is responsible for the costs and risks of delivering the goods on the ship at the named port. Carriage to be arranged by the buyer. Buyer pays for the cost of pre-shipment inspection, except if the inspections are required by the country of export. The Buyer pays all costs associated with securing documentation originating in the country of export as required for import. The Receipt date is the date when the goods are placed on board the vessel, because on that date the risk is transferred from the supplier to UNDP
Components or systems described as recommended are considered as the primary options when designing or specifying a new system. Not complying with recommended options, while complying with accepted or supported options is not considered as non-compliance.
Reconciliation is the accounting process used to compare at least two sets of records to ensure the figures are in agreement and are accurate. Given that the Intangible Assets data will be initiated in one module and ultimately recorded in the Quantum Asset Module as well as the General Ledger Account, there will be a need to reconcile the data and information in the three modules.
Records comprise any information, regardless of physical form or characteristics, which originate from, or are received by, UNDP within the framework of its official activities.
An overpayment that creates a debt to the Organization on the part of the staff member will normally be recovered immediately by means of deductions from salaries, wages, and other emoluments payable under the UN Staff Regulations and UN Staff Rules. However, the HR Specialist or the Resident Representative, as the case may be, may agree with the staff member who has received overpayments on: a) Alternative means of repaying the amount due, such as payment by bank transfer, bank cheque or personal cheque from the staff member; or b) Recovery in monthly instalments subject to the contract expiry date of the staff member; or c) Other methods of recovery at the disposal of the Organization.
The resources of UNDP that are comingled and untied. These will include voluntary
contributions, contributions from other governmental, intergovernmental or nongovernmental sources and related interest earnings and miscellaneous revenue.
The designated process in a particular case, through which a Vendor that has been Sanctioned regains its eligibility status and the particular entry related to a specific case is updated on UNDP and the UNGM Ineligibility Lists. This only affects Sanctions issued by UNDP, and not any sanction that may be issued at any given time by another Agency.
The purpose of the rental subsidy scheme is to facilitate the settlement of new staff members and to encourage mobility within the UN Common System. It subsidizes the rental costs of eligible staff members whose rental accommodations are of a reasonable standard but cost significantly more than the average for the duty station. There are two different types of rental subsidy: one for staff members serving in Europe and North America and another for staff members serving outside Europe and North America.
A repatriation grant is paid to internationally recruited staff members upon separation from service as compensation for being stationed away from the home country at the Organization's initiative for a period exceeding 5 years, in order to contribute to the extraordinary one-time expense of relocation and reinstallation.
Reporting is an important accountability function. It draws on data and analysis collected through monitoring and communicates updates on results, risks, quality, learning and operational performance to oversight mechanisms, funding partners and other stakeholders. Reporting is a key input to decision-making at all levels as it provides information required to adjust programming to ensure results are achieved. To this end, reports must capture lessons learned on what worked and what didn’t work and explain how data and learning were used to adjust course or inform other interventions.
The Assistant Administrator and Director of the Bureau of Management authorizes the establishment of a reasonable representation allowance for certain UNDP staff who have extensive outside representation functions. Representation allowances are provided following appropriate authorization directly into the salary of the staff member concerned because these staff members often incur considerable miscellaneous personal expenses in connection with their representational responsibilities (e.g. ad-hoc refreshments, tea, coffee, transportation, gratuities, greeting cards, flowers and other symbolic gifts to hosts, local phone calls etc.).
Media and public attention and visibility, Member States expectations, donor expectations, perception of UNDP’s role by the public, national stakeholders and partners.
A request for information is a cost-effective method to continually update a UNDP office’s vendor database and to deepen understanding of markets and existing technologies. Written communications by the vendor provide the company profile, and information about products, services, resources, qualifications and experience.
The Request for Proposals consisting of instructions and references prepared by UNDP for purposes of selecting the best service provider to perform the services described in the Terms of Reference.
A request for quotation is used to procure readily available goods, services or works, or any combination thereof. A written request with a clearly described requirement is sent to a vendor, soliciting a written price quotation. A request for quotation is mandatory for contract values ranging from US $5,000 ($10,000 if approved by the Bureau) to US $200,000. Beyond this amount, requests for proposals or invitations to bid must be used.
a) MAY – This word, or the adjective "OPTIONAL", mean that an item is truly optional.
b) MUST – This word, or the terms "REQUIRED" or "SHOULD", mean that the definition is an absolute requirement of the standard.
c) MUST NOT – This phrase, or the phrase "SHALL NOT", mean that the definition is an absolute prohibition of the standard.
d) SHOULD – This word, or the adjective "RECOMMENDED", mean that there may exist valid reasons in particular circumstances to ignore a particular item, but the full implications should be understood and carefully weighed before choosing a different course.
e) SHOULD NOT – This phrase, or the phrase "NOT RECOMMENDED" mean that there may exist valid reasons in particular circumstances when the particular behavior is acceptable or even useful, but the full implications should be understood and the case carefully weighed before implementing any behavior described with this label.
Any organization that is legally constituted and duly registered may become a responsible party for a UNDP project where UNDP is the implementing partner or providing country office support to the implementing partner (and that support involves contracting a responsible party for certain activities). This includes government agencies, intergovernmental organizations, private firms, other UN agencies, or civil society organizations, including non-governmental organizations, advocacy groups, state-owned enterprises and academia.
Any organization that is legally constituted and duly registered may become a responsible party for a UNDP project where UNDP is the implementing partner or providing country office support to the implementing partner (and that support involves contracting a responsible party for certain activities). This includes government agencies, intergovernmental organizations, private firms, other UN agencies, or civil society organizations, including non-governmental organizations, advocacy groups, state-owned enterprises and academia. The same policies and procedures for selecting civil society organizations as Responsible Parties are used for private and non-governmental academic institutions and foundations (notwithstanding their form of ownership, i.e., public or private) and state-owned enterprises.
Rest and Recuperation (R&R) is provided to alleviate stress and promote the health and wellbeing of staff assigned to designated locations. R&R is neither additional annual leave nor financial compensation or incentive for the hardship of the duty station; rather it is an investment in productivity and wellness for those assigned to dangerous and stressful duty stations where regular absences from the stressful location is a necessary form of stress relief.
Retaliation is any direct or indirect detrimental action recommended, threatened or taken against an individual because that individual engaged in a “Protected Activity” as defined in the UNDP Policy for Protection against Retaliation. Interim and permanent protective measures may also be implemented to ensure the victim of retaliation is shielded from current or future threats or acts of retribution. However, the legitimate application of regulations, rules or administrative policies, issuances or procedures, or the mere expression of disagreement, admonishment, criticism or a similar expression regarding work performance, conduct or related issues within a supervisory or similar relationship, do not constitute Retaliation. Retaliation is itself a separate act of misconduct and a violation of the UNDP Policy for Protection against Retaliation.
A staff member who has not received an allowance, grant, or other payment to which he/she is entitled, does not receive it retroactively unless a written claim has been made within one year following the date on which the staff member would have been entitled to such payment.
Revenue recognition is the process of recording revenue in the General Ledger (GL) accounts for eventual reporting in the UNDP financial statements. Under the International Public Sector Accounting Standards (IPSAS) revenue may be recorded before cash is received, however, spending by UNDP may only occur after cash is deposited into the respective UNDP bank accounts, in accordance with the UNDP FRRs.
Adopted in 2014, it supersedes the previous framework adopted in 2005. The revised framework represents a shift from assurance for cash transfers derived from project level controls and audits towards a method of assurance derived from risk/system-based assessments and audits. In essence, it reaffirms a shift from a control-based to a risk-based management approach. The revised Framework provides added clarity on the integrated suite of assurance activities (financial audits, internal control audits, special audits, programming visits and spot checks) to be performed based on the results of macro and micro assessments.
The process, conducted by the RFP evaluation committee in HQ or a country office, with specific steps and procedures prescribed in the RFP for Banking Services and Guidelines to assess the type and quality of services offered by banks within a local environment. The objective of the RFP is to select a bank, among the banks that are evaluated, to provide banking services based on the business requirements of UNDP HQ and/or country offices and based on UNDP procurement principle of the best value for money.
The effect of uncertainty on organizational objectives, which could be either positive and / or negative (ISO 31000:2018). Risk is described as a ‘future event’, with its causes and its potential consequences. UNDP ERM is concerned with: • Institutional risk. Existing and emerging uncertainties that could facilitate or hinder the efficiency and effectiveness of core operations within the organization. • Programmatic risk. Existing and emerging uncertainties that could facilitate or hinder the realization of programme or project objectives. • Contextual risk. Existing and emerging uncertainties that could facilitate or hinder progress towards development priorities of a given society. ERM considers contextual risk when these external uncertainties also present institutional or programmatic risks. Note that some contextual risks may fall under established risk management practice and definitions that need to be considered (e.g. for climate and disaster risk).
The amount and type of risks that projects, programmes/units, and UNDP as a whole is willing to take in order to meet its strategic objectives at each level respectively.
A risk classification system in relation to what organization does to help to systematically identify and track the risks across its main areas of performance.
Coordinated activities to direct and control an organization with regard to risk at all levels. Risk management is concerned with exploring new opportunities and avoiding negative consequences within the realization of UNDP Strategy.
A description of any set of risks. The set of risks can contain those that relate to the whole organization, part of the organization, a programme or project, or as otherwise defined.
A risk management tool that serves as a record of all risks across the organization, including at the project level, programme/unit level, and corporate level. For each risk identified, it includes the following information: risk ID, risk description (cause, event, consequences), likelihood, impact, significance level, risk category, risk owner, risk treatment action, risk escalation, and risk status.
A measure to modify risk exposure to provide reasonable assurance towards the achievement of objectives. This includes risk treatment, which is response to negative events, and opportunity management, which is response to positive events.
Rotation is a centrally managed process of assigning staff to rotational positions. Staff can participate in a rotation exercise whether or not they encumber a rotational position.
Rotational positions are positions subject to rotation. They include positions that exist in multiple country offices, HQs Bureaux/offices and in global and regional offices/centres. Their profiles, in terms of functions, qualifications, experience, competencies, expected contribution, level of responsibility and outputs are generally similar to those of multiple positions across UNDP. All rotational positions are subject to an Annual Rotation Exercise (ARE), though rotational positions may also be filled outside of the ARE when vacant or when it is in the interest of UNDP to do so.
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.