The purpose of the safe driving bonus (SDB) is to financially compensate drivers with an additional one week’s net salary at the end of each year for performing accident-free and safe driving functions on a regular basis, subject to the following conditions: a) The driver has worked for the UNDP office since 1 January of that year; b) The driver has not been involved in any automobile accident considered to be his/her fault during the entire year; c) The driver has not been convicted of any traffic violation, such as reckless driving or going through a red traffic light, during the year. At the discretion of the Resident Representative, fines for improper parking need not be considered as a traffic violation for this purpose.
The purpose of a within-grade salary increment from one step to the next higher step within the established salary scale is to award a staff member an increase in salary for satisfactory performance and conduct during a qualifying period. The qualifying period is one year, except for movement to longevity steps as specified in the respective salary scale. For staff at or above P-2 step 12, P-3 step 14, P-4 step 13, P-5 step 11, D-1 step 5, and all steps at D-2, the qualifying period is two years. Award of the increment is subject to confirmation of the staff member’s satisfactory performance in his/ her assignments and conduct as evaluated by his/her supervisor(s) and documented in UNDP’s performance evaluation mechanism; and to the existence of a higher step within the staff member’s current grade in the respective salary scale.
An administrative determination, including any measures or rehabilitative requirements, as determined and applied by the CPO as a result of a Vendor being involved in Proscribed Practices. Potential sanctions include: censure, debarment, other possible sanctions.
The document included in this ITB which lists the goods required by UNDP, their specifications, the related services, activities, tasks to be performed, and other information pertinent to UNDP’s receipt and acceptance of the goods.
Scheduled audit: These refer to systematic and independent examination of data, statements, records, operations and performances of a partner. A scheduled audit is either an internal control audit which is conducted for Partners which are rated “Low” risk and “Medium” risk or a financial audit which should be conducted for all other Partners including non-assessed Partners.
Secondment: Movement of a staff member from one organization to another for a fixed period, normally not exceeding two years, during which the staff member will normally be paid by and be subject to the staff regulations and rules of the receiving organization, but will retain his or her rights of employment in the releasing organization. The period of secondment may be extended for a further fixed period by agreement among all the parties concerned. Secondments are generally granted with a general lien to the organization.
Refers to the financial contribution to a government budget, managed in a national account by a government entity for a specific set of sector or programme results.
It is mandatory for United Nations system personnel and eligible family members to obtain security clearance for all official travel, regardless of location, and they cannot commence official travel without obtaining it except in compelling cases, where insufficient time is available such as during periods requiring immediate medical evacuation or other life-threatening situation. For the purpose of this policy, official travel includes official home leave or other entitlement travel where the cost of travel is borne by organizations of the United Nations system. This applies regardless of whether official travel is undertaken by air, sea, land, or any combination thereof.
The senior most UNDP staff member at the country level (typically the RR) will represent UNDP at the Security Management Team (SMT). The next most senior UNDP staff member should be appointed as an alternate SMT member for periods when the RR is performing the functions of Designated Official (DO)6 ad interim or away on leave. Members of the SMT are responsible for supporting the DO in discharging their mandate related to the safety and security of all UN personnel, premises and assets.
Segregation of duties is anchored in UNDP financial regulation 20.02 and is a keystone control that helps UNDP safeguard its assets and mitigate the risk of fraud and error. Segregation of duties is based on ensuring that no one staff member can: (i) have custody of assets; (ii) authorize and approve the use of assets; and (iii) record and report assets.
UNDP selects one implementing partner for each project in consultation with the government coordinating agency. This is also the case for project portfolios; one implementing partner is selected for each project within the portfolio, while more than one implementing partner can be part of a portfolio (directly and nationally implemented projects may be part of the same portfolio). In multi-country and South-South projects, one implementing partner can be selected per country.
For UN Agencies who do not use Quantum (the “non-Quantum Agencies”), a dedicated Service Clearing Account (SCA) is established for each Agency. Through the SCA, all global prefunding received from UN Agencies are recorded, and all services provided by UNDP Offices to these UN Agencies are recorded. A dedicated Service Clearing Account is not applicable to Quantum Agencies (UNFPA, UN Women, UNU, UNCDF, UNV, UNITAR).
The service contract (SC) is a modality for hiring individuals under a non-staff contract. The SC is a decentralized contracting instrument, which is cost effective and flexible for use only by UNDP country offices and regional centres outside of Headquarters. The SC is not for use in HQ duty stations and Liaison Offices e.g. New York, Geneva, London, Madrid, Montreal, Paris, Rome, Vienna, Brussels, Copenhagen, Geneva, Tokyo and Washington. Payment under the SC is based on services satisfactorily provided in accordance with the terms of reference under the SC. The payment terms can be based on (i) all-inclusive lump-sum monthly payments, where cash payments are included for pre-existing social security as described in the Section on Social Security Arrangements below or (ii) monthly remuneration with provision of a local social security scheme where applicable and legally feasible.
The entire scope of tasks and deliverables requested by UNDP under an RFP, or the scope of tasks related or ancillary to the completion or delivery of the goods, as required by UNDP under the ITB or RFQ.
The purpose of the settling-in grant is to provide eligible staff members reasonable financial support for relocation on initial appointment or reassignment to a new duty station. It is the total compensation payable by the Organization towards costs incurred by the eligible staff member and his or her family members as a result of an appointment or reassignment involving relocation, as well as any pre-departure expenses that the staff member may incur as a result. The settling-in grant enters into force on 1 July 2016, and replaces the former Assignment Grant which is discontinued as of that date. 3. The grant consists of two elements: a) a Daily Subsistence Allowance (DSA) portion; b) a lump-sum portion
For the purposes of the present bulletin, the term “sexual exploitation” means any actual or attempted abuse of a position of vulnerability, differential power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially or politically from the sexual exploitation of another.
Refers to all forms of inappropriate conduct of a sexual nature committed by an employee, officer, adviser, or representative of a vendor, with the knowledge of that Vendor.
Sexual Harassment is a form of harassment and is any unwelcome sexual advance, request for sexual favour, verbal or physical conduct or gesture of a sexual nature, or any other behaviour of a sexual nature that has or that might reasonably be expected or be perceived to cause offense or humiliation. Sexual harassment may result in an intimidating, hostile or offensive environment or is made a condition of employment. Sexual harassment normally implies a series of incidents. However, a one-time incident could fall within the definition of sexual harassment if it has an unambiguously offensive sexual character. Staff members with any gender identity can be either the injured party or the offender.
Shortcuts limit time for bidding and inappropriate issue expressions of interest or requests to quote. Risks of fraud rise dramatically, as both suppliers and UNDP personnel act on insufficient information. This is a critical risk especially in emergency situations.
Staff members who are unable to perform their duties due to illness or injury, or whose attendance is prevented by public health requirements, may be granted sick leave under United Nations Staff Rule 6.2 and in accordance with the provisions of this policy document. For sick leave specifically related to injury or illness that is considered to be attributable to the performance of official duties on behalf of UNDP, in addition to the relevant provision of the Sick Leave policy document, Appendix D of the UN Staff Rules applies. Staff members are responsible for informing their supervisors and HR focal points/leave monitors promptly of absence due to injury or illness to enable timely entry into the UNALL HR e-Services module. Certified sick leave will be granted only on the basis of a medical certificate or report from a medical practitioner licensed to practice where the certificate or report is issued, except in cases of uncertified sick leave as detailed in paragraphs 6 and 7.
Signatories are staff who have been designated by the Treasurer to operate UNDP bank accounts. The Signatory Panel for any UNDP bank account is made up of those individuals designated by the Treasurer or under the delegated authority, by the Resident Representative to operate that UNDP bank account.
The signatory is a person who can be uniquely identified and linked to an electronic signature and who has the sole control over the password-authentication key related to the electronic signature. An electronic signature can only be attributed to the person that owns and places the electronic signature in a record and is not attached to the function occupied by the signatory at the time of the placing of the signature. Since the electronic signature is personal, it cannot be shared.
We can define significant purchases as those that are of high relative expenditure and/or for which supply is difficult to secure. The relative expenditure of goods and services is defined as their cost relative to the total purchasing expenditure of the business unit or agency. For UNDP, a transaction of 100,000 USD or more is considered a significant purchase.
UNDP programmes and projects adhere to the objectives and requirements of the Social and Environmental Standards (SES). The SES objectives are to: (a) strengthen the quality of programming by ensuring a principled approach; (b) maximize social and environmental opportunities and benefits; (c) avoid adverse impacts to people and the environment; (d) minimize, mitigate, and manage adverse impacts where avoidance is not possible; (e) strengthen UNDP and partner capacities for managing social and environmental risks; and (f) ensure full and effective stakeholder engagement, including through a mechanism to respond to complaints from project-affected people.
A staff member (other than a TA) who is temporarily (i.e. for a period not exceeding one year) assigned to a higher level post, or is temporarily required to perform higher level functions while remaining on his/her current post may be granted a non-pensionable Special Post Allowance (SPA) after completion of 3 months of continuous service at the higher level functions, subject to confirmation in writing by the supervisor that the staff member is indeed performing at the higher level. The reason for the three-month grace period is that, from time to time and as part of their normal duties, staff may be expected to temporarily assume higher level functions (during periods of absence, for instance). However, (i) when a staff member is temporarily assigned to a post more than one level above their personal grade or to a different category or (ii) when the temporary assignment is in a D or E hardship category, SPA may be granted by the supervisor with immediate effect and will not have to wait three months provided that the supervisor confirms that the staff member is performing all the responsibilities attached to the higher position.
Categories of costs of a cross-cutting nature that (a) involve material capital
investments, or (b) do not represent a cost related to the management activities of the organization.
Periodic on-site reviews (spot checks) are performed to assess the accuracy of the financial records for cash transfers to the IP and the status of programme implementation (through a review of financial information), and to determine whether there have been any significant changes to internal controls. The spot check is not an audit hence, the extent of expenditure testing is generally lower than what would be undertaken during an audit. Spot checks should be completed prior to the operational and financial closure of the project to ensure supporting documents are still available for review and any adjustments required in Quantum are made.
Spouse or partner: an individual whose personal status has been recognized as such for purposes of United Nations entitlements, or where that status is legally recognized as such under the laws where the marriage or partnership was formed.
In order to avoid inequalities in the level of taxation between staff members of different nationalities, a uniform amount of tax (i.e., staff assessment) is levied by the United Nations and only the resulting net amount is paid to the staff member. Like most national income tax scales, the scale of staff assessment is progressive, i.e., the higher the salary, the higher the percentage rate of assessment. The amount of the staff assessment is credited to the Tax Equalization Fund. 3. Those Member States that do not impose income tax on UN earnings receive a portion of the Tax Equalization Fund as an offset against their assessments for the UN regular budget, peacekeeping, and tribunal budgets. When staff members have to pay national income taxes on their UN earnings, they are reimbursed from the Tax Equalization Fund irrespective of the total amount of staff assessment deducted from their salaries.
Unified and approved approach to achieve highest integration with overall UNDP IT infrastructure and services. UNDP will consider standards as the most commonly used solution across the organization and therefore all future solutions will be aligned and based on standard configurations. It is strongly recommended that all offices use these standards as the base for their IT infrastructure and services.
Up to 2013, there was one type of contract used for EU contributions channelled through the UN, called the Standard Contribution Agreement (SCA) with international organizations. Since 2013, in addition to this, the use of the EU Grant Contract was introduced.
The Standard Operating Procedure (SOP) for immediate crisis response provides a corporate institutional and operational framework so that critical decisions and actions can be taken quickly in response to crisis situations. The SOP focuses on the relatively brief period between the onset or identification of an imminent crisis and the point when a Country Office has in place the resources to implement recovery and resilience initiatives. The SOP outlines the relationships, responsibilities and communication between Country Office, Regional Hub and Headquarters, during the crisis response.
Standard services are those that are provided in the same way each time they are requested, and following the standard procedures in more or less the same fashion across UNDP offices. A list of standard services is included in the Universal Price List (Annex 2 - UPL). All costs are computed using the existing guiding costing methodology (Annex 1). If a UNDP office assesses that the UPL does not fully cover the total costs for providing services, they can establish locally negotiated prices using transparent, prevailing market rates. These rates should be communicated to the UN entities prior to implementation.
The Statistical Annex reflects the financial situation of UNDP both at the aggregate and detailed levels, presented in the form of statistical tables. It contains the following information:a. 10 year-trend of UNDP Programme expenditureb. Overall Revenue, Expenses and Accumulated Surpluses, by resource categoriesc. Total Expenses by cost classification, region and expense categoryd. Programme expenses by executing entity/implementing partners, responsible party; by country, region or territory; by expense category; by trust fund, territory and country
Or “archiving”, deals with the preservation and maintenance of non-current records on a temporary or permanent/indefinite basis in accordance with an established retention schedule.
In collaboration with BERA, the Structured Funding Dialogue is prepared in response to Executive Board decision 2018/16, which requested that UNDP review the format and content of the annual report on contributions and revenue projections for future years to improve the quality of the Structured Funding Dialogue, including by providing an overview of the funding in relation to funding requirement for the implementation of the current UNDP Strategic Plan and the resource estimates for the next Strategic Plan. BMS/OFM inputs focus on the financial situation which is detailed in annex I and the section relating to Working with United Nations system assets where feedback is sought from relevant areas such as UNV, UNCDF.
Substantive revisions are changes to the project design, approach, implementing partner, theory of change or results framework made in response to changes in the development context or new evidence and learning. Revisions may be made any time in response to monitoring, evaluation and review activities. When there is a substantive change in the design, the inputs and the budget will normally also need to be changed.
Supplemental Information to the ITB/RFP – a written communication issued by UNDP to prospective Offerors/Proposers containing clarifications, responses to queries received from prospective Offerors/Proposers, or changes to be made in the ITB/RFP, at any time after the release of the ITB/RFP but before the deadline for the submission of Offer/Proposal.
UNDP may provide support services for any implementing partner, called Country Office Support (COS). These can include delivering specified outputs, implementing select project activities, contracting a responsible party on behalf of the implementing partner, or providing procurement, recruitment, payment or other services. COS is specified and agreed between UNDP and the implementing partner through a signed letter of agreement.
A country programme may be suspended by UNDP when the situation in the country makes it impossible to achieve programme outcomes. The relevant Regional Bureau Director decides on suspension in consultation and agreement with the Associate Administrator. The Executive Board will be notified of programmes that have been suspended at the next practical session.
Sustainable procurement integrates requirements, specifications and criteria that are compatible with the protection of the environment, social progress and economic development. It seeks to ensure efficient use of resources, improved quality of products and services, and optimized costs.
These are series of cheques automatically produced by Quantum in the pay cycle batch process. Cheque numbers are assigned automatically. The starting number is increased by one unit each time a cheque is generated for a particular bank account. The user downloads the payment file generated during the pay cycle for cheque printing. Offices can use the cheque-writer software developed specifically for use with the System Check format to customize cheque formats and add special characters.
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.