| United Nations Development Programme

Step

Submit a travel claim in UNall/ Quantum for Reimbursement of Expenses” with the relevant receipted bills.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Local staff required to travel outside of the country on official business travel

Reimbursable costs include passport application fee, photographs and birth certificate

Step

Identify a development challenge, outcome and background information

Responsible Party

Programme Unit/Manager

Template/Guideline

Explanatory Notes

Business Units are required to consult and receive support from Procurement Services Unit (PSU) and Development Impact Group (DIG) of BPPS when designing an Innovation Challenge. This will also facilitate the validation of the applicability of the policy.

Step

Based on the identified development challenges, undertake analysis to determine whether the traditional solicitation method or an innovation challenge will be required to generate solutions or ideas

Responsible Party

Template/Guideline

Explanatory Notes

Step

Approve to pursue a non-traditional solicitation of ideas and solutions

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Step

Determine the appropriate prize for an innovative solution

Responsible Party

Template/Guideline

Explanatory Notes

There is no single recommended scheme for designing a prize for an innovation.

Consider:

Incentives and motivation of potential participants – why would they participate and what is in it for them in both the short and long run?
Social value of the prize (e.g., recognition, research opportunities, other non-monetary rewards, etc.) also encourages increased participation.

How the prize can be utilized to further optimize the benefits and impact of the solution?

Step

Estimate the social and economic value of a winning solution in the community and the market once it is implemented

Responsible Party

Template/Guideline

Explanatory Notes

This is not applicable for all the cases. This step is required when a solution entails mass production and consumption of goods and/or services for social benefit. (Refer article 5 to 7 on “Innovation Challenges Policy” on intellectual property rights and licenses).

Step

Define eligibility requirements, and provide clear and fair parameters for evaluation

Responsible Party

Programme and Project Manager supported by the Operations Manager

Template/Guideline

Explanatory Notes

The eligibility requirements for an entity to participate, evaluation criteria and scoring method must be clearly defined and documented. All these elements should be made known to the public before people/entities register to participate. High level review panel should be assembled and its composition made public as the quality of the review panel can attract contributors to a challenge and enhance the visibility of the challenge.Well-thought evaluation criteria and method are critical in order to optimally draw public interest and participation from the target audience.

Step

Prepare and execute a communication campaign to solicit ideas

Responsible Party

Head of Programme and Communication Officer

Template/Guideline

Explanatory Notes

Customize messages in a manner that is understandable to the target audience where potential solutions may be found.

Utilize appropriate communication channels, including moderated public discussions, which could optimally reach the targeted audience.

The Business Unit may organize public discussions or event

Communicate the rights and obligations of UNDP to the public, as well as in the advertised document.

Step

Consider combining or clustering entries, or processing group of entries into a single solution

Responsible Party

Programme Manager and Operations Manager

Template/Guideline

Explanatory Notes

Upon evaluation of the ideas or solutions received, the Business Unit may award a single entry. However, a solution can be found by combining proposals into a single solution for a greater impact. In such a case, the Business Unit should clearly justify awarding the combination of multiple entries.

It is therefore recommended that this possibility is clearly explained early at the stage of communicating on the solicitation to the public.

Step

Award the winner

Responsible Party

Resident Representative

Template/Guideline

Model Innovation Challenge Agreement (Company)

Model Innovation Challenge Agreement (Individual)

Explanatory Notes

Use the template for signature: company or individual; individual (Spanish); company (Spanish); individual (French); company (French)

Step

Utilize Account 71455 in QUANTUM

to record the prize of the innovation award

Responsible Party

Template/Guideline

Explanatory Notes

This will enable UNDP to track innovation Awards separately from grants

Step

Flowchart

Responsible Party

Template/Guideline

UN Worldwide Plan (WWP) Insurance Flowchart

Explanatory Notes

Step

Enrollment of staff:

Application/Request for Change Form completed and submitted together with supporting documents in respect of staff member’s participation, including his/her eligible family members, where relevant

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Staff members who have no insurance coverage under a United Nations plan or through a family member must be strongly urged to obtain medical insurance coverage for themselves and their eligible family members, as the cost of medical care can result in financial hardship for individuals who fall ill and/or injured and have no coverage

If a staff member or eligible family members is/are not enrolled within 31 days after an event that gives rise to an entitlement for coverage, an application for coverage may be submitted during the annual enrolment campaign. See https://www.un.org/insurance/content/un-wwp for more information
In the case of a staff member married to another staff member, the insurance coverage, whether at the two-person or family level, must be carried by the higher salaried staff member

Education of staff about the provisions under the insurance plan and distribution of materials by the person most familiar with the scheme is absolutely necessary

If an office administers personnel on behalf of another agency, the same rules procedures for UNDP staff must be followed

Step

Enrollment of staff:

The completed application for enrollment form is certified and submitted to the Insurance and Disbursement Services within 31 days of eligibility for the entitlement

Responsible Party

Template/Guideline

Explanatory Notes

Entitlements Services Unit in BES/GSSC in Copenhagen

The UN Health and Insurance Unit administers the workflow of enrolment and reporting directly with the insurance carrier on behalf of UNDP.

Step

Enrollment of staff:

Staff member records in Quantum are validated, contributions are computed, and coverage is activated

Responsible Party

UN Health and Life Insurance Unit

Template/Guideline

Explanatory Notes

Step

Managing eligibility data in Quantum:

Data on enrollment form is verified and validated and any change in coverage is processed into Quantum promptly

Responsible Party

UN Health and Life Insurance Unit

Template/Guideline

Explanatory Notes

Step

Issue ID card:

Electronic ID cards are available in the staff member’s personal web page. If requested
Identity cards are issued to the staff member and eligible dependent(s)

Responsible Party

Staff member,

Template/Guideline

Explanatory Notes

It is the responsibility of the staff member to ensure the correct mailing address is submitted. Incomplete or incorrect mailing addresses in Quantum will result in misdirected mail or failure to receive important information.

Step

Claims:

Insurance claims are submitted through Online Claiming tool or, in a sealed envelope together with supporting documents, on a claim form directly to the insurance carrier, following the instructions on the claim form

Responsible Party

Staff member

Template/Guideline

Online claiming guide

Explanatory Notes

Subscribers should note that claims for reimbursement must be submitted to the insurance carrier no later than two years from the date on which the medical expense was incurred. Claims received later than one years after the date on which the expense was incurred will not be eligible for reimbursement.

The administration and management of the health insurance plans for internationally recruited staff governed by the UN Staff Regulations and Staff Rules are administered by the UN Health and Life Insurance Unit. Any questions/queries on the provisions under the plan or any disputes regarding claims must be submitted directly to this unit, located at 304 East 45th Street, 3rd Floor; or by email: hlis@un.org.

Step

Verification and reimbursement of claims:

Insurance carrier reimburses staff member directly

Responsible Party

Template/Guideline

P-2 Form Designation of Beneficiaries

HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2

Explanatory Notes

Payment is made to the insured person, but, if the subscriber is no longer alive, payment will be made to his/her beneficiary as per P-2 Form Designation of Beneficiaries

Step

Request a review if a claim is denied:

A claim denied in whole or in part must be submitted to the insurance carrier. The insurance carrier will provide the subscriber with a written notice explaining the reason for the denial and the appeal procedure.

Responsible Party

Staff member,

Template/Guideline

Explanatory Notes

The request for review must be submitted in writing within 60 days of receipt of the notice. The subscriber should include the reasons for requesting the review and submit the request to the insurance carrier. The insurance carrier will review the claim and ordinarily notify the subscriber of its final decision within 60 days of receipt of the request. If special circumstances require an extension of time, notification will be given to that effect.

Step

Send Request for Information (RFI)

Responsible Party

Programme Staff

Template/Guideline

Request for Information from CSO/NGO Template

Explanatory Notes

Identify potential NGOs relevant to UNDP programmatic areas

Step

Filter Request for Information

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Filter NGOs relevant to UNDP programmatic areas

to submit Partner Capacity Assessment tool. Basic criteria:

a. Not Proscribed

b. Area of expertise of interest to UNDP

Step

Send Partner Capacity Assessment tool

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Obtain detailed information from NGOs

Step

Conduct Partner Capacity Assessment

Responsible Party

Template/Guideline

Explanatory Notes

Identify capacity to deliver & Identify capacity development opportunities

Step

Conduct General Risk Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Assess the general risks for UNDP in engaging with the NGO

a. Identified risk levels (actual/ mitigated)

b. Maximum financial ceiling to channel through the NGO

Step

NGO Overall Information Capture

Consolidate information

Responsible Party

If objective is to establish an office Roster in identified areas a Roster manager to be identified to maintain/ updated roster

Template/Guideline

Explanatory Notes

The following information will be consolidated from all previous steps:

a) Relevance against need

b) Capacity to deliver

c) Opportunity for capacity development

d) Financial ceiling

e) Risk level/ mitigation

Step

Terms of Reference for the Specific Engagement

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Defined clear outputs and deliverables for UNDP project

Step

Identify Unique Collaborative Advantage Criteria

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify specific unique collaborative advantage criteria for NGO for the project success.

Such criteria will be the basis for the later “Collaborative Advantage Analysis” once the long list of NGOs have been identified

Step

Identify NGOs from the Roster

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify suitable NGOs from the roster – Long List to be established based on:

a. Area of expertise

b. Access to beneficiaries

c. Ceiling

Step

Reassessment of Risk Based on Specific TOR

Responsible Party

Template/Guideline

CSO/NGO Selection: Risk Analysis Template

Explanatory Notes

Confirm/Reconfirm general risk level in light of the specific TOR

Step

NGO Collaborative Advantage Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

CSO/NGO Selection: Comparative Advantage Analysis Template

Explanatory Notes

Determination of the most appropriate modality for engaging NGO(s)

Decision on whether

Selection based on unique collaborative advantage

(OR)

Selection based on competitive process

Step

Endorsement by Senior Manager if Selection Based on Unique Collaborative Advantage

Responsible Party

RR/OIC (no further delegation)

Template/Guideline

Explanatory Notes

Accountability for selection through non-competitive process

Decision on NGO(s) with whom RPA can be negotiated

Step

Engagement Through Unique Collaborative Advantage Selection Process

Responsible Party

Template/Guideline

Explanatory Notes

Definition of key areas such as:

a. Activity Work Plan (AWP)

b. Cost negotiations including overheads

Step

Engagement Through Competitive Selection Process

Responsible Party

Operations Staff

Template/Guideline

Call for Proposals from NGOs Instructions

Quality-Based under a Fixed Budget Methodology Selection Guide

Procurement Methods Policy

Explanatory Notes

Selection through a competitive process as several NGO can deliver

Subject to oversight by the procurement committees

Step

Negotiation of Responsible Party Agreement. Please refer to the Programme and Project Management (PPM) Select Responsible Parties and Grantees policy for Responsible Party definition.

Responsible Party

Programme & Operations Staff

Template/Guideline

Responsible Party Agreement between UNDP and a Civil Society Organization

Explanatory Notes

Clear understanding of expectations on both sides

RPA ready for signature

Step

Signature of RPA

Responsible Party

As identified in the ICF[SB2]

Template/Guideline

Internal Control Framework

Explanatory Notes

NGO legally engaged

Step

Update of Project M&E and Results Framework

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Manage NGO-specific risks NGO-specific capacity development and risks incorporated into the overall project design

1	Step Identify individuals required to file an annual declaration	Responsible Party Head of Office, Financial Disclosure Policy focal points	Template/Guideline	Explanatory Notes The Financial Disclosure Policy identifies the main filing categories as staff at the D1/P6 level and above, those whose principal duties are in procurement and investment, others who have access to confidential procurement and investment information, and all Ethics Office staff. New filers who are entering any of the Financial Disclosure Policy categories of filers will be required to complete an initial financial disclosure statement, described as an 'induction' filing. The declaration must cover the 12-month period immediately preceding the effective date of appointment, promotion or change of function.
2	Step Notify identified individuals of their current obligation and filing requirement each year	Responsible Party	Template/Guideline	Explanatory Notes The annual filing exercise takes place in the March/April timeframe each year. After participants are identified from FDP Focal Points and OHR listings of those in the affected grades, the Ethics Office issues an email with all appropriate links and instructions, to each participant for that filing year.
3	Step Preemptively gather necessary information in advance, at the end of each calendar year, to ensure that their statements will be complete and accurate, and can be verified by objective third-party documentation, if so required. All questions should be directed to the Financial Disclosure Policy focal point for the office or unit or to the Ethics Office.	Responsible Party Staff members in identified grade levels and roles generally designated to file	Template/Guideline	Explanatory Notes
4	Step Submit annual on-line statements	Responsible Party Staff members in identified grade levels and roles generally designated to file	Template/Guideline Financial Disclosure	Explanatory Notes Fill out an online form, disclosing sources of income and assets, outside activities and affiliations, including those of his or her spouse and any dependent children. All on-line submissions are kept confidential in a secure server location and are used for the purpose of identifying, resolving and giving advice on conflicts of interest. Supporting documentation is maintained in a secure location. Access to disclosures and documentation is limited to Ethics Office staff and their designees.
5	Step Review of statements	Responsible Party	Template/Guideline	Explanatory Notes Review the individual statements to ensure the information is complete and consistent. The information submitted is cross-checked against a list of UNDP vendors and investment funds for the filing year. Finally, outside interests and activities of filing individuals are examined against relevant prohibitions or restrictions contained in the UN Staff Regulations and Rules. The screening is intended to detect potential conflicts of interest, which can be defined as situations where someone’s private interests may or may appear to interfere with the proper discharge of his/her official functions or obligations.
6	Step Provide clearance and advice	Responsible Party	Template/Guideline Request for Approval to Engage in an Outside Activity Gift Declaration Form	Explanatory Notes When the Ethics Office does not detect a conflict of interest, the filer will be notified that the filing process is complete and that no further action is required. When a statement shows interests that may be incompatible with the filer's functions or status, the Office communicates with the filer on the best ways to handle such a situation. For example, the filer may be advised that he or she must file for approval to engage in an outside activity or should resign from an outside position, or divest certain holdings, if such activities or assets are incompatible with his or her professional role and duties. Any gifts or honoraria received must be declared on a Gift Declaration form and submitted to the Administrative Services Division. Guidance on acceptability of gifts or honoraria is available on the Ethics Office intranet site.
7	Step Verify statements	Responsible Party	Template/Guideline	Explanatory Notes Conducts verification among a random sampling of filers of all grades and offices. Selected filers must, within the time specified, provide a copy of supporting documentation from a third-party, such as income tax returns (with exhibits), bank, brokerage or mortgage statements; articles of incorporation; and certificates of title or loan agreements, in order that the Ethics Office can verify the veracity of the disclosures.
8	Step Additional Information	Responsible Party	Template/Guideline Additional Information	Explanatory Notes

Step

Provide guidance to UNDP managers and personnel on key UNSMS/UNDP security responsibilities

Responsible Party

Resident Representative,

UNDP, UNV and UNCDF personnel

Template/Guideline

Framework of Accountability for Security

Explanatory Notes

All to familiarize themselves aware of security policy and the security responsibilities inherent in their roles.

Step

Provide guidance on the applicability of individuals employed/hosted by UNDP

Responsible Party

Resident Representative

Template/Guideline

UNDP Security Applicability Guideline

Explanatory Notes

Due to the broad nature of the UNSMS applicability policy, the UNDP Security Applicability Guideline is developed and expands on the applicability of certain individuals within UNDP’s context including clarity on if the same individuals fall under UNDP’s security accountability and responsibility.

(a) Alternate Work Modalities; and (b) Personnel and family restrictions (relocation and evacuation) are covered by the United Nations Security Management System (UNSMS) Security Policy Manual – Chapter IV Section D – Revised Policy on Risk Avoidance.

Step

Assignment of an Agency Country Security Focal Point (ACSFP)

Responsible Party

Resident Representative

Template/Guideline

ACSFP Terms of Reference

Letter of Assignment template

Explanatory Notes

In the absence of a dedicated UNDP security professional, the senior most UNDP representative at the country level, in consultation with the UNDP Security Office, will assign an ACSFP to assist the RR in managing the day to day security related matters of UNDP.

Step

Provide guidance on security mainstreaming

Responsible Party

Resident Representative

Template/Guideline

Guidelines for the mainstreaming of security into programme and project management

Explanatory Notes

Ensures security considerations form an integral dimension of the design, implementation, monitoring and evaluation of all projects and programmes. It necessitates early consultations with the UNDP Security Office to ensure security inputs are prioritized at the inception stage, that costs for security are included in appropriate budget lines in proposals and operating budgets.

Step

Request for Security Support Mission

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Missions are conducted by UNDP security personnel to assist Offices in the implementation of Security Risk Management measures, to monitor and report on security compliance and provide technical security advice to enable and ensure the mainstreaming of security in all programmes and activities.

Step

Request for Surge Support

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

While the Security Office remains UNDP’s first line of security surge support and backstopping, capacity to respond over the medium term can be stretched. The Security Office maintains or has access to a structured roster as follows: Internal UNDP Security Advisory Resources, External Security Advisory Resources within the UN and a roster of Pre-Identified Security Advisory Resources including the ExpRes Consultancy Roster.

Step

Provide support to UNDP Country Offices for Surge response

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

UNDP Security Office may provide temporary central funding for a maximum period of 3 months in principle to address security surge requirements. Beyond 3 months, COs will need to commit to mainstreaming the cost of the security advisory/support requirements.

Step

Provide database on all approved Residential Security Measures in duty stations

Responsible Party

Template/Guideline

RSM Database

Explanatory Notes

RSMs are intended to protect personnel from physical harm or injury at their residence as a result of increased criminal activity and are only applicable to all internationally recruited, or internationally deployed, personnel covered under the UNSMS including eligible family members residing at the duty station of internationally recruited personnel serving elsewhere. Regarding cost-based elements, Offices will notify personnel of the financial and implementation modalities under which such RSM elements may be obtained and will hold personnel accountable for any default, fraud, and deceit with regards to the RSMs.

Step

Request psychosocial support

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Personnel requiring support during assignments should directly contact UNDP counsellors via oshw.focalpoint@undp.org or the local CISMS UNDSS Counsellor.

Step

Request security clearance for movement or travel in complex high-threat environments

Responsible Party

Resident Representative

Template/Guideline

Acceptable risk oversight and approval mechanism (AROAM)

Explanatory Notes

In line with the SRM’s Acceptable Risk Model and the Guidelines on Acceptable Risk Oversight and Approval Mechanism (AROAM), a separate procedure is required to clear movement and travel in Very High Risk contexts for personnel delivering PC1 activities.

Approval by the UNDP Administrator will be required to confirm that personnel operating in an area with very high security risk are engaged in PC1 activities.

Step

Reporting Security Incidents

Responsible Party

Template/Guideline

Explanatory Notes

UNDP personnel are required to report security related information and/or security incidents to UNDSS and through the UNDP Security Office¹ to the corresponding UNDP manager.

[1] In the absence of a UNDP Security Office personnel, reports should be made to the Agency Country Security Focal Point.

Step

Request for Support in recruiting CO security personnel

Responsible Party

Resident Representative

Template/Guideline

Guideline for the Recruitment of UNDP Security Personnel

Explanatory Notes

Offices should follow procedures stipulated, to ensure due diligence in the selection process. Hiring managers should consult with the UNDP Security Director to ensure inputs of the Security Office are incorporated at each stage of the planning and selection process.

Step

Achieve full security compliance to Security Risk Management requirements

Responsible Party

Resident Representative

Template/Guideline

SCS tool

Explanatory Notes

The exercise is annual, mandatory and applies to the main offices, sub-offices, Regional Service Centres, HQ locations/Coordination Offices and GSSU. It is also highly recommended for project offices and includes offices of UNV and UNCDF. The self-assessment process will be completed in the last quarter of the year being assessed.

Step

Applying for UNMSM resources

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Guidelines outline budgetary, financial, and procurement procedures for the resources available centrally within UNDP to cover UN Mandated Security Measures (UNMSM). These requirements are undertaken in response to United Nations Security Management System (UNSMS) policy directives and recommendations made within the Security Risk management (SRM) process to ensure security compliance in duty stations.

Step

Support in the use of Commercial Air Travel

Responsible Party

Resident Representative

Template/Guideline

Commercial Air Travel Safety Guidelines

Explanatory Notes

All UNDP Personnel are expected to comply with the safety requirements and briefings provided by crew members with regard to safety while on board an aircraft. UNDP personnel will share concerns or observations regarding the safety of a commercial air carrier to local UNDSS advisor and the UNDP Air Travel Focal points reachable at security@undp.org.

Step

Request Special Leave using the Special Leave Request Form in UNall.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See section Paragraph 59.

Step

Process Special Leave request.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

For staff holding UNDP letters of appointment for service limited to another organization, agency, fund or programme and administered by UNDP on behalf of such an organization, agency, fund or programme, any requests for Special Leave (with or without pay) must be reviewed in consultation with the respective organization.

Step

Approval of Special Leave request.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

See Paragraphs 60 and 61.

Step

Communicate decision of request for Special Leave to staff member.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

Step

Advise and educate staff member on policy and conditions governing medical coverage and eligibility requirements for ASHI.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

In the case of SLWOP for periods of 30 calendar days or more, the staff member has the option of continuing coverage by making full payment (his/her contribution plus the UNDP contribution) of the premiums involved. UNDP does not subsidize health or life insurance coverage during periods of SLWOP of 30 calendar days or more.
After Service Health Insurance (ASHI) is available to a staff member who has been on SLWOP and separates from the organization on condition the staff member opts for continuing coverage as outlined in Paragraph 33 and meets the eligibility criteria spelled out in the policies governing ASHI: After-Service Health Insurance: ASHI MIP and After-Service Health Insurance: ASHI UN.
A staff member who does not opt for continuous coverage during SLWOP is not eligible for ASHI upon separation unless he/she is returned to active service and is enrolled in a United Nations health insurance plan for at least one month before separation.

Step

Provides follow-up communication to Staff Member stating all terms and administrative formalities of Special Leave and adjusts benefits and entitlements accordingly.

Responsible Party

HR Associate OHR Copenhagen,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraph 63.

Step

Notification of return to active duty or other alternatives.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See Paragraphs 51 and 52.

Step

Assist Staff Member in returning to active duty.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraphs 53 and 42 above.

Step

Separation (if applicable).

Responsible Party

Director of BMS

Template/Guideline

Explanatory Notes

See Paragraphs 57 and 58 above. Responsible parties are Director, OHR and in case of agreed separation, the UNDP Administrator who delegated authority to the Director of BMS.

1	Step Complete “Advance Request for Non-US Visa” form to request information on visa requirements.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Request should be signed by the applicant. The applicant should create a UNall case by selecting the Operations service icon under ‘travel documents and visa’ select Visa.
2	Step Complete visa forms and forward to the UNDP Visa Desk together with travel document (UNLP and national passport if required)	Responsible Party Staff member	Template/Guideline	Explanatory Notes
3	Step Review completed form; prepare UNDP Note Verbale addressed to the consulate; deliver application to the consulate; pick up from the consulate the travel document with the visa and contact the traveller.	Responsible Party	Template/Guideline	Explanatory Notes When personal appearance is required by the consulate, the UNDP Visa & Passport Desk at HQ in New York will contact the traveller when the UNDP Note Verbale is ready for his/her to bring to the consulate along with the completed form and his/travel document; the Visa & Passport desk will dispatch a courier to retrieve the visa when it is ready.
4	Step Sign Note Verbale to consulate	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Advise the traveller if a visa fee is required; obtain receipt from the consulate and hand it over to the traveller together with the travel document containing the visa.	Responsible Party	Template/Guideline	Explanatory Notes The traveller should advance the visa fee and claim reimbursement using the travel expense claim form.

Step

Submit a request for an increase in delegated procurement authority to the respective Regional Chief Procurement Officer (COs) or CPO (HQ units)

Responsible Party

Resident Representatives, heads of bureaux and out posted headquarters units

Template/Guideline

Request for Increased Delegation of Procurement Authority (IDPA)

Explanatory Notes

A detailed procurement plan should cover the duration of the proposed increase.

Step

Review the request.

Responsible Party

Procurement Oversight Unit in consultation with the Procurement Support Unit, Regional Bureau and other relevant offices

Template/Guideline

Explanatory Notes

Requests up to US $400,000 shall be reviewed through a desk assessment to define the baseline procurement capacity of the country office. A number of basic procurement-related indicators are assessed based on data from internal and external sources. They fall in the categories of procurement planning, demand, policy compliance, procurement and CAP capacity, procurement oversight and other indicators, supply market and external environment.

For requests up to US $700,000 and US $1.5 million, an in-depth assessment will be conducted covering additional aspects such as strategic procurement plan, market positioning and analysis, supply chain and preparedness capacity and CAP capacity. RCPO in consultation with the Regional Bureau Director may request an on-site procurement capacity assessment mission prior to any recommendation for on-site review of practices, systems and resources that support procurement.

Step

Make recommendations to the Regional CPO or CPO as applicable.

Responsible Party

Template/Guideline

Explanatory Notes

Recommendations should be based on collective views on the assessment.

Step

Issue a final decision.

Responsible Party

Regional CPO or CPO as applicable

Template/Guideline

Explanatory Notes

The final decision can be to grant the IDPA, to grant it conditional subject to recommended corrective actions within a specific duration, or not to grant IDPA.

1	Step Flowchart - Malicious Acts Insurance Policy (MAIP)	Responsible Party	Template/Guideline Flowchart - Malicious Acts Insurance Policy (MAIP) HR_Insurance Plans_MAIP Flowchart	Explanatory Notes
2	Step Receive MAIP Census request	Responsible Party OHR	Template/Guideline Form P-2 Designation, Change or Revocation of Beneficiary HR_Insurance Plans_Designation, Change or Revocation of Beneficiary Form P-2	Explanatory Notes Enrollment: No forms need to be completed for enrollment. Coverage is automatic and OHR New York makes all arrangements for payment of the premium. Local Administrative Officers must ensure that all staff members and individual consultants have the original of the latest duly completed Designation, Change or Revocation of Beneficiary Form in their files. For international staff, the form will be kept in their files at Headquarters.
3	Step Compile data for premium calculation	Responsible Party OHR	Template/Guideline	Explanatory Notes Premium: Coverage under MAIP is at no cost to the individual. UNDP bears the full cost of the premium.
4	Step Validate numbers, budget planning and funds sufficiency checks for all workforce included in MAIP	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Complete MAIP Census request with UNDP data, send to UN	Responsible Party OHR	Template/Guideline	Explanatory Notes
6	Step Claim documents should be submitted with as much information related to the incident as possible to the HR Administrative Office. The information should include, if relevant, security/police report, death certificate, post-mortem report and beneficiary designation.	Responsible Party Claimant	Template/Guideline	Explanatory Notes Security Measures: Insured individuals must strictly follow all security instructions issued by the UN DO and the Field Security Officer or Adviser. Ignoring security instructions may be taken as deliberate exposure to exceptional danger, which could render an individual's coverage null and void. Resident Representatives in countries covered by MAIP: - Must ensure strict adherence to security measures declared in countries, as failure to do so could result in tragic incidents and denial of related insurance claims - Should maintain and submit to the UN DO in the country a regularly updated list of all staff present in the area - Are responsible for ensuring that all staff members and consultants hold a valid contract at all times. No claim may be submitted without a valid contract.
7	Step Medical invoices substantiating claim should be certified as necessary and include valid costs and attached to the claim.	Responsible Party UN Medical Officer	Template/Guideline	Explanatory Notes Security Clearance. Before insured individuals travel at UNDP's expense to a country in Security Levels 1 through 6, regardless of the purpose of travel, they must request and receive security clearance from the UN DO for the destination country. It is also advisable to obtain security clearance for in-transit stops in such countries. This is especially important if the traveller(s) must leave the airport to travel to another airport to make a flight connection, since, in many instances, there are restrictions on within-country movement.
8	Step All incidents potentially leading to MAIP claims must be immediately reported to the United Nations – Insurance and Disbursement Service (IDS) as well as Department of Safety and Security (DSS) Liaising with the claimant and or beneficiaries throughout the claim process	Responsible Party	Template/Guideline Request for Security Clearance HR_Insurance Plans_Security Clearance Request Form	Explanatory Notes Travel to or through such a country may not commence and tickets should not be given to the traveller until security clearance is received. To request security clearance, the traveller should complete the form Request for Security Clearance and fax or e-mail it to the UN DO for security at the destination duty station two weeks ahead of the proposed travel. The UN DO will fax or e-mail the reply to the traveller.
9	Step All MAIP claims are subject to certification that the victim was in compliance with prevailing security guidelines and procedures	Responsible Party DSS	Template/Guideline	Explanatory Notes Notification: DSS must be notified within the first 48 hours following the incident
10	Step After the insurer’s claims adjuster has received the claim from the HR Administration Office and reviewed it, the claim will be approved or denied based on terms of policy coverage	Responsible Party IDS (Insurance and Disbursement Service)	Template/Guideline	Explanatory Notes Claims: All claims, together with supporting documentation, must be submitted by the staff member or surviving beneficiary(ies) to the local Human Resources/ Operations Manager, who is responsible for reviewing such claims and forwarding them to the HR Specialist in OHR Copenhagen serving the duty station. In the Event of Death: In the event of death, the following documentation should be submitted to the HR Specialist in OHR Copenhagen serving the duty station, who will process the claim through DSS: - Original claim - Copy of the individual’s contract with UNDP - If locally recruited staff member, copy of the local salary scale at the time of the death - If locally recruited, copy of the applicable Designation, Revocation or Change of Beneficiary form - Copy of the beneficiary’s birth certificate or national passport - If on travel status, copy of the Travel Authorization (TA) - Copy of the official death certificate - Copy of the autopsy report - Copy of the security clearance - Confirmation that all internal UN security procedures were fully complied with by UNDP and the individual concerned when the incident occurred In the Event of Injury. In the event of injury, the following documentation should be submitted to the HR Specialist in OHR Copenhagen serving the duty station, who will process the claim through DSS: - Original claim - Copy of the individual’s contract with UNDP - If locally recruited staff member, copy of the local salary scale at the time of the injury - If on travel status, copy of the TA - Copy of the official medical report, describing the extent of the injuries - Copy of the security clearance - Confirmation that all internal UN security procedures were fully complied with by UNDP and the individual concerned at the time the incident occurred
11	Step A claims funding amount is sent from the claims adjuster to the UN	Responsible Party IDS (Insurance and Disbursement Service)	Template/Guideline	Explanatory Notes Fraud: Any fraud, misstatement, or concealment by an insured person in relation to any matter affecting this insurance or in connection with the making of any claim shall render this insurance null and void in so far as it relates to the insured person in question. Furthermore, any claim determined to be fraudulent will result in disciplinary measures against the relevant party(ies).
12	Step After verification and consultation with HR Administrative Office, if need be, disbursement of funds to claimant or beneficiaries	Responsible Party IDS (Insurance and Disbursement Service)	Template/Guideline	Explanatory Notes

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