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Fellowship

1
Step

Discuss and sign the Fellowship Agreements with selected partner institution.


In case of UNDP Corporate Fellowship, discuss and agree on Fellowship Project/Programme document with the UNDP funding/implementing office 

 
Responsible Party

OHR/TAPP,

OHR Policy and TAPP

Template/Guideline

Fellowship Agreement Template

Explanatory Notes

Until further notice all Fellowship Agreements must be approved by OHR/TAPP prior to signature.

2
Step

Create Fellowship Terms of Reference (ToR)

 
Responsible Party

Fellow sup​ervisor

Template/Guideline

Fellowship Terms of Reference (TOR) Template

Explanatory Notes

3
Step

Submit Fellowship ToR to OHR/TAPP

 
Responsible Party

Hiring unit focal point

Template/Guideline
Explanatory Notes

4
Step

Liaise with the partner institution(s) to earmark ToR

 
Responsible Party

OHR/TAPP

Template/Guideline
Explanatory Notes

5
Step

Advertise specific ToR or issue an open call for applications 

 
Responsible Party
Template/Guideline
Explanatory Notes

6
Step

Candidate assessment – long listing and short listing 

 
Responsible Party
Template/Guideline
Explanatory Notes

As detailed in the Fellowship Agreement

 

7
Step

Candidate assessment – final selection

 
Responsible Party

Hiring unit focal point

Template/Guideline
Explanatory Notes

Reviews short-list of candidates and informs HR focal point of final decision

 

8
Step

Confirm offer of fellowship, and provide offer letter/package

 
Responsible Party

OHR/TAPP

Template/Guideline

UNDP Fellowship Undertaking Letter for Fellowships Funded by UNDP

UNDP Fellowship Undertaking Letter for Fellowships Funded by A Sponsoring Entity

Explanatory Notes
  • Confirms acceptance to fellowship and start/end dates;
     
  • Advise where and to whom to report;
  • Include a copy of the ToR;
  • Advise Fellowship is subject to:
    • A signed Fellowship Undertaking letter;
    • Medical Certificate of Good Health;
    • Proof of medical insurance for duration of contract;
  • All forms must be completed/signed by Fellow prior to start of Fellowship.
  • Register Fellow’s details into the applicable Quantum group.
  • Register Fellows as a vendor in Quantum when eligible to receive a stipend from UNDP.
     

9
Step

Orientation
 
Responsible Party

Hiring Unit / Fellow supervisor

Template/Guideline

Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission

ST-SGB-2002-9
Explanatory Notes
  • Upon arrival, Fellows should be given:
    • An overview of security and safety in the duty station and inserted in the security plan as necessary;
    • Briefing on conduct and responsibilities of UN personnel, and framework for reporting allegations of workplace and sexual harassment, abuse of authority and fraud or mismanagement of funds;
       
    • A copy of the Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission;
    • Briefing on the project to which Fellow will be assigned, its objectives, structure and inputs, including his/her specific role and activities directly related to the ToR;
  • Discuss/review learning objectives of the fellowship
     

10
Step

Training (if required)

 
Responsible Party

Hiring Unit / Fellow supervisor

Template/Guideline
Explanatory Notes
  • Receiving office is responsible for the development of a relevant programme of learning for the Fellow for the duration of the fellowship


 

11
Step

Stipend (when applicable)

 
Responsible Party

OHR Policy and Compensation Unit (stipend amount determination)

Template/Guideline
Explanatory Notes
  • The OHR Policy and compensation unit will publish, on 1 January of every year, the schedule of stipends by duty station. 


 

12
Step

Evaluation

 
Responsible Party

Fellow sup​ervisor

Template/Guideline
Explanatory Notes
  • Performance discussions should be held at least once at the midpoint of Fellowship.
  • At the end of the Fellowship, the Fellow’s Supervisor shall prepare a Fellowship evaluation and meet with the Fellow to discuss performance and provide feedback.

13
Step

Provide UNDP Certificate of Completion of Fellowship Assignment

 
Responsible Party

OHR/TAPP

Template/Guideline

Certificate of Completion of Fellowship Assignment

Explanatory Notes
  • Upon request from the Fellow



 

14
Step

Manage partnership relation with partner institutions, including agreement extensions

 
Responsible Party

OHR/TAPP

Template/Guideline
Explanatory Notes

Selection Procedures for other Rotational Positions

1
Step

Establishment of an Annual Rotation Catalogue 

 
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes
  • OHR/BMS in consultation with the Bureaux, will establish an Annual Rotation Catalogue of rotational positions.
  • Director OHR/BMS informs staff members who are due to rotate during the year and whose positions will thus be advertised as part of the Annual Rotation Exercise.
  • Bureau Directors request OHR/BMS to review position classifications if needed.
  • OHR/BMS with Bureau Directors or their designates will prepare recruitment strategies for the positions. 


 

2
Step

Vacancy Announcement and Application Process

 
Responsible Party

OHR/BMS Staff

Template/Guideline

Mobility Policy

Explanatory Notes
  • Vacancies in the Catalogue will be advertised internally for UNDP staff for 3 weeks.
  • Interested and eligible candidates will be able to express their interest in up to 3 positions.  
     

In considering their applications, candidates must take into account the following:

  • Candidates, over the course of their career, will be encouraged to apply for and serve in positions in:
     

    • countries of different types (e.g. middle-income countries, countries in special development situation, etc.);
       
    • duty stations with different hardship levels (A, B, C, D, E);
       
    • countries in different regions.
       


     

  • In their applications, candidates will be required to indicate the order of preference of the positions they are applying for. 
     

3
Step

Review of Applications and development of shortlists

 
Responsible Party

OHR/BMS Bureau management

Template/Guideline

Mobility Policy

Explanatory Notes
  • Longlisting will be conducted by OHR/BMS.
  • The shortlisting of the applicants and establishment of a list of shortlisted candidates for each position will be carved out by corporate shortlisting panels to be established for this purpose by OHR/BMS.
  • To ensure corporate approach, corporate shortlisting panels will include a designated representative of the ‘hiring Bureau’, 1-2 designated representatives of other Bureaux and 1 representative from OHR/ BMS. 
     

4
Step

Presentation of the Shortlists  

 
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes
  • Based on the results of the corporate shortlisting panels, OHR/BMS will prepare the ARE documentation packages and submit them to the respective Corporate Selection panels.
  • The documentation package will include, among others:
  1. shortlists with comments of the shortlisting panels;
  2. lists of all candidates who applied for each of the positions;
  3. CVs;
  4. Job descriptions.

5
Step

Selection recommendations 

 
Responsible Party
Template/Guideline

Mobility Policy

Explanatory Notes

The Corporate Selection Panels will conduct desk reviews or interviews and/or other types of assessment as needed and identify the recommended candidates. 

 

6
Step

Selection decision 
 
Responsible Party
Template/Guideline

Mobility Policy

Explanatory Notes

The Associate Administrator will review and approve the recommendations of D1 and above positions and BMS Director- P5 and below positions.  Some recommendations may require re-consideration, in which case the respective Corporate Selection Panels will be convened again.
 

7
Step

Implementation of the reassignments

 
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes

Once the final decisions are taken, OHR/BMS will communicate with the selected candidates and inform them of the decisions.

 

Selection Procedures for Candidate Pool Positions

1
Step

Establishment of an Annual Rotation Catalogue of vacancies
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes
  • Based on the established tour of duty for rotational positions (as guided by the ICSC hardship classification of duty station and relevant UNDP policies), OHR/BMS in consultation with the Regional Bureaux, will establish an Annual Rotation Catalogue of positions.
  • OHR/BMS facilitates update of post profiles of confirmed vacancies by the respective Regional Bureaux.
  • Director OHR/BMS informs staff members who are due to rotate during the year and whose positions will thus be advertised as part of the Annual Rotation Exercise.
  • Bureau Director request OHR/BMS to review position classifications if needed.

2
Step
Vacancy Announcement and Application Process 
Responsible Party

OHR/BMS Staff

Template/Guideline

Mobility Policy

Explanatory Notes
  • Vacancies in the Catalogue will be advertised for 3 weeks among the members of the Candidate Pools.
  • Interested and eligible candidates will be invited to express their interest in up to 25% of vacancies in the Catalogue (maximum 6 positions).
  • To be eligible to apply, candidates should be members of the relevant Candidate Pools (members of the RR pool can apply to DRR positions)
In considering their applications, candidates must take into account the following:
  • In line with the objective of building a strong senior management cadre of staff able to effectively serve in various UNDP offices, countries and development/humanitarian environments, candidates, over the course of their career, will be encouraged to apply for and serve in positions in:
    • countries of different types (e.g. middle-income countries, countries in special development situation, etc.);
    • duty stations with different hardship levels (A, B, C, D, E);
    • countries in different regions.
  • In their applications, candidates will be required to indicate the order of preference of the positions they are applying for. They will also have the option to indicate their willingness to be assigned to any available positions in the Catalogue.
  • Staff members who are currently serving in the positions included in the Catalogue may apply for other rotational positions, or any other positions available in the Organization that they are suitable for. The selection processes for the latter will be undertaken outside of the ARE.  

3
Step
Review of Applications and development of shortlists
Responsible Party

OHR/BMS Bureau management

Template/Guideline

Mobility Policy

Explanatory Notes
The shortlisting of the applicants and establishment of a list of shortlisted candidates for each position will be carved out by corporate shortlisting panels to be established for this purpose by OHR/BMS. Shortlisting will be conducted based on the criteria established for the selection exercise.
  • To ensure corporate approach, corporate shortlisting panels will include a designated representative of the 'hiring Bureau', 1-2 designated representatives of other Bureaux and 1 representative from OHR/BMS. All Bureau representatives should be at D1 level and above for RR positions, and P5 level and above for DRR and other positions. OHR/BMS representative should be at the P5 level and above.
  • Upon the closure of the application period, OHR/BMS will compile the lists of applicants for all positions and provide relevant documentation and information to the panel members.

4
Step
Presentation of the shortlists  
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes
  • Based on the results of the corporate shortlisting panels, OHR/BMS will prepare the Annual Rotation Exercise (ARE) documentation packages and submit them to the respective Corporate Selection Committees.
  • The documentation package will include, among others:
  • ranked shortlists with the comments of the shortlisting panels;
  • lists of all candidates who applied for each of the positions;
  • summary profiles of the candidates.
    		•

    5
    Step
    Selection recommendations 
    Responsible Party

    Corporate Selection Committees

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    The Corporate Selection Committees will review the shortlists and recommend selections to be submitted to the Administrator (for the RR positions) and to the Associate Administrator (for the DRR positions) for approval.

    6
    Step
    Selection decision 
    Responsible Party

    The Administrator,
    Template/Guideline

    Mobility Policy

    Explanatory Notes
    The Administrator and Associate Administrator will review and decide on the recommendations. Some recommendations may require re-consideration, in which case the respective Corporate Selection Committee will be convened again.

    7
    Step
    Implementation of the reassignments
    Responsible Party

    OHR/BMS

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    Once the final decisions are taken by the Administrator or Associate Administrator, OHR/BMS will communicate with the selected candidates and inform them of the decisions.

    Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)

    1.a.
    Step

    Estimate annual minimum contributions from host government

     
    Responsible Party

    CO Regional Bureaux

    Template/Guideline
    Explanatory Notes

    Refer to an illustrative computation template in paragraph 11 of the policy

     

    Support will be provided by OFM and Regional Bureau.

     

    1.b.
    Step

    Perform biennial updates in income status for the programme countries

     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    Biennial updates in income status for the programme countries can be found here.
     

    2.
    Step

    Inform and negotiate annual contributions with host government 

     
    Responsible Party

    CO Regional Bureaux

    Template/Guideline
    Explanatory Notes

    A letter from UNDP Resident Representative to the host government.

     

    Annual contributions from host governments are normally made through exchange of letters based on SBAA.


    But some countries have signed agreements for their annual contribution to local offices. These agreements are available from UNDP HQ: RBx, LSO and OFM.
     

    3.
    Step

    Submit a request via UNALL to create a master contract  for expected contribution
     
    Create annual contract for host government contribution
     
    Responsible Party

    CO,
    Template/Guideline
    Explanatory Notes

    Cash payments from host governments are applied to the respective year’s master contract.

     

    4.
    Step

    Receive contributions and submit a request through UNALL.
     
    Send “Thank you” letters to host governments.

     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    COA
    High-MIC and NCC fund – 11303
    Account  51016 – current year and arrears
     
    Prepaid for multi-year
    Fund 11303
    Account 51017
     

    (to be reversed in the subsequent years to 51016 by GSSU upon CO request)
     

    5.
    Step

    Apply cash payments  to a revenue event
     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    6.
    Step

    Report annually to UNDP stakeholders and UNDP Executive Board
     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    UNDP financial statements, The United Nations Board of  Auditors


    The Documents for The Executive Board sessions, Annual review of Financial Situation, table 4

     

    7.
    Step

    Report to UNDP Executive Board through Integrated Budget
     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    Integrated budget documents

     

    Electronic Signatures Solution (External)

    1
    Step

    Create a user map of all external partners who will require, or potentially require, electronic signatures

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    The CO may need to interface with an external partner in using e-signatures on electronic documents. 

     

    2
    Step

    Determine whether current UNDP electronic signatures solutions are compatible with and acceptable to external partners.

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    Review of the current e-signatures solutions and their use will provide an update on status and gaps when compared to the users of electronic signatures. 

     

    3
    Step

    Compare new or current solutions with the authenticity and integrity of the electronic signatures policy (Corporate and Regional LTAs for e-signatures) and with the list of existing and emerging corporate systems and solutions for electronic approvals.

     
    Responsible Party

    Operations Manager/IT Manager,

    Procurement

    Template/Guideline

    Electronic Signatures Policy

    List of UNDP Systems and Tools for Electronic Records and Approvals

    Explanatory Notes

    It’s important to ensure that the solutions suit and comply with the policy, and that the list of existing and emerging corporate systems, and solutions for electronic approvals has been considered.

     

    4
    Step

    Compare new or current solutions with the other policies mentioned in the Electronic Signatures Policy

     
    Responsible Party

    Operations Manager

    Template/Guideline

    Information Security Policy

    Electronic Signatures Policy

    Minimum Standards for ICT Infrastructure and Technology

    Explanatory Notes

    It’s important to ensure that the solutions suit and comply with existing POPP Policies.

     

    5
    Step

    Based on the results of the review, technological solutions can either be used or replaced with more appropriate solutions

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    Ensure that technical solutions are kept current and meet the technical requirements for electronic signatures. 

     

    6
    Step

    Complete a brief report on the review and repeat this procedure annually

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    The report should be filed for auditing purposes. 

     

    7
    Step

    Communicate new procedure and technological use

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    The system will only work if users know how to use it. It’s important to spend time training staff and communicating the method for employing electronic signatures. 

     

    Electronic Signatures Solution (Internal)

    1
    Step

    Create a user map of all internal users who will interact with electronic signatures

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    The CO’s need for electronic signatures depends upon the current status of all internal users. Internal users will change, as will their technical solutions. 

     

    2
    Step

    Understand where the current electronic signatures solutions are compatible with and acceptable to internal partners.

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    Review of the current e-signatures solutions and their use will provide an update on status and gaps when compared to the users of electronic signatures. 

     

    3
    Step

    Compare new or current solutions with the authenticity and integrity requirements of the electronic signatures policy (Corporate and Regional LTAs), and with the list of existing and emerging corporate systems and solutions for electronic approvals.

     
    Responsible Party

    Operations Manager/IT Manager,

    Procurement

    Template/Guideline

    Electronic Signatures Policy

    List of UNDP Systems and Tools for Electronic Records and Approvals

    Explanatory Notes

    It’s important to ensure that the solutions are compatible with the policy and that the list of existing and emerging corporate systems, and solutions for electronic approvals has been considered.

     

    4
    Step

    Compare new or current solutions with the other policies mentioned in the electronic signatures policy

     
    Responsible Party

    Operations Manager

    Template/Guideline

    Information Security Policy

    Internal Control Framework

    Electronic Signatures Policy

    UNDP Standards for IT Infrastructure and Services

    Explanatory Notes

    It’s important to ensure that the solutions are compatible with IAW POPP Policies, existing UNDP infrastructure and recommended solutions


     

    5
    Step

    Based on the results of the review, technological solutions can either be used or replaced with more appropriate solutions

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    Ensure that technical solutions are kept current. 

     

    6
    Step

    Complete a brief report on the review and repeat this procedure at least annually

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    The report should be filed for auditing purposes. 

     

    7
    Step

    Communicate new procedure and technological use

     
    Responsible Party

    Operations Manager

    Template/Guideline
    Explanatory Notes

    The system will only work if users know how to use it. It’s important to spend time training staff and communicating the electronic signature solution. 


     

    Reporting, retaining, and disposing received gifts, honours, decorations, favours, hospitality, or remuneration received from governmental or non-governmental sources without prior UNDP approval

    1
    Step

    Within seven calendar days of receiving, without prior UNDP approval, a gift or other item from a governmental or non-governmental source for any of the reasons stated under paragraphs 15 – 25 of the Gifts Policy, the recipient must notify their Head-of-Office or Resident Representative, complete the UNDP Gift Declaration and Registration Form, and submit the form to the Gifts Administrator (gifts.administrator@undp.org).
     
    Responsible Party

    Head-of-Office or Resident Representative,

    Gifts Administrator

    Template/Guideline

    Gift Declaration and Registration Form

    Explanatory Notes

    2
    Step

    Upon receipt of a completed UNDP Gift Declaration and Registration Form, the Gifts Administrator shall record the declared item in the Registry and, in addition to the options listed under paragraph 30 of the Gifts Policy, may instruct the staff that the item be declined and returned to the source.
     
    Responsible Party

    Gifts Administrator

    Template/Guideline
    Explanatory Notes

    3
    Step

    Regarding items that may be held by UNDP, pending being returned to the recipient upon their separation from UNDP, the Office of General Operations is limited to storing personalized medals, small plaques, and other similar items. The Office of General Operations will be responsible for determining how such an item will be stored.
     
    Responsible Party

    Office of General Operations

    Template/Guideline
    Explanatory Notes

    Obtaining prior approval to receive a gift, honour, decoration, favour, or hospitality from a non-governmental source

    1
    Step
    The Gifts Administrator will establish and maintain a Registry for all gifts, honours, decorations, favours and hospitality, received by UNDP personnel as of the date this policy takes effect.

    The Registry will include the following information:
    • The name and functional title of the recipient;
    • The name of the governmental or non-governmental source;
    • A description of the item and the circumstances that led to it being presented;
    • The date of receipt; and
    • The action taken for the item's disposition, including if the item is transmitted to the Gifts Administrator.
    Responsible Party

    Gifts Administrator

    Template/Guideline
    Explanatory Notes

    2
    Step
    If an individual becomes aware that they are to be offered a gift or item, other than remuneration from a non-government source that is not an individual or entity doing or seeking to do business with the UN/UNDP, and wishes to accept the item on an exceptional basis, they must first obtain their Head-of-Office or Resident Representative’s agreement and then complete and submit to the Gifts Administrator the UNDP Gift Declaration and Registration Form. 

    The individual shall not accept the offered item unless formal approval is granted by the Gifts Administrator. Where required, the Gifts Administrator may consult with the Ethics Office, the Legal Office and other offices in UNDP prior to communicating a decision to the individual.
    Responsible Party

    Head-of-Office or Resident Representative,

    Gifts Administrator

    Template/Guideline

    Gift Declaration and Registration Form

    Explanatory Notes

    3
    Step
    If the Gifts Administrator approves the request, they shall inform the individual in writing and record the item in the Registry. In cases of approval, the Gifts Administrator will determine the final disposition of the item, including:  
    • Authorizing that the item be retained by the recipient;
    • Authorizing that the item be retained by UNDP and displayed in the respective UNDP office;
    • Instruction for the item to be sent to the Gifts Administrator for retention by UNDP and returned to the UNDP personnel further to their separation from service;
    • Instruction for the item to be sent to the Gifts Administrator for disposition by UNDP, including monetization for the benefit of UNDP or other group as determined by UNDP; or
    • Any other means of disposition determined by the Gifts Administrator to be in the best interests of UNDP.
    Responsible Party

    Gifts Administrator

    Template/Guideline
    Explanatory Notes

    4
    Step
    Should the Gifts Administrator not approve the request, the individual shall be instructed in writing by the Gifts Administrator to decline the offered gift or other item. 
    Responsible Party

    Gifts Administrator

    Template/Guideline
    Explanatory Notes

    Permanent Residency (Where a staff member holds permanent residency at the time of appointment or acquires permanent residency in the United States or elsewhere during active service)

    1
    Step

    Prior to taking steps to obtain permanent residency (or similar status) in another country than that of their officially recognized nationality the staff member must inform OHR or GSSC
    Once the staff member has obtained permanent residency, the staff member immediately sends a copy of the permanent residency documents to BES-GSSC/JPOSC for recording and review of its effect on benefits and entitlements.
     
    Responsible Party

    Staff member

    Template/Guideline
    Explanatory Notes

    If the staff member’s duty station is in the country of permanent residency, the staff member will normally no longer be eligible for international benefits. The staff member’s place of home leave will be amended to reflect the country of permanent residency.

     

    1.2
    Step

    For US Permanent Residency:  Upon notification from staff member that US Permanent residency has been obtained, BES-GSSC/JPOSC authorizes staff member to sign the "Waiver of Privileges Exemptions and Immunities” (I-508). 

     
    Responsible Party

    GSSC-Copenhagen /JPOSC

    Template/Guideline
    Explanatory Notes

    Link to form
     

    1.3
    Step

    Staff member signs I-508 and sends a copy to BES-GSSC/JPOSC together with his/her social security number.

     
    Responsible Party

    Staff member

    Template/Guideline
    Explanatory Notes

    2.0
    Step

    BES-GSSc/JPOSC records the staff member as US tax payer in Atlas. The staff member will be entitled to tax reimbursements as of the date of the signature of the waiver.

     
    Responsible Party

    GSSC-Copenhagen /JPOSC

    Template/Guideline
    Explanatory Notes
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