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Procurement and Inventory Management and Reporting

1
Step

Manage inventory of consumables and equipment.
Responsible Party
Template/Guideline
Explanatory Notes

Stock should be used on the basis of a first-in/first-out policy.

All information relating to the physical inventory of non-expendable equipment covered by the UN Clinic should be reported in Atlas under a separate heading called ‘Medical Equipment'.

2
Step

Donate consumable stock if applicable.
Responsible Party
Template/Guideline
Explanatory Notes

Medications within the last month before expiry may be donated, after approval of the UN Medical Director, to local health facilities for immediate use.  This donation is subject to UNDP rules and procedures and a record kept for audit purposes.

3
Step

Prepare inventory report for UNCT on a quarterly basis
Responsible Party
Template/Guideline
Explanatory Notes

A detailed inventory of all consumables and non-consumables must be prepared before placing the yearly order.

4
Step

Prepare procurement orders promptly when stock is being reviewed or as needed.
Responsible Party

,

UN Medical Services ( DHMOSH)

Template/Guideline
Explanatory Notes

Procurement of medical goods and supplies should be based on the United Nations Clinic Catalogue of Fleischhacker accessible through UNMSD.

Purchasing should be standardized as far as possible and done through bulk orders.  Genuinely unforeseen requirements, including supplies for new UN Clinics and items that cannot be stocked for long periods, can be requested from the vendor with the approval of the UN Medical Director on an ad hoc basis or can be procured locally, subject to UNDP rules and procedures.

5
Step

Clear procurement list.
Responsible Party
Template/Guideline
Explanatory Notes

Clearance must be based on the full epidemiological profile of the duty station.

Responsible Party: WHO Representative as Chair of the LIACMC

6
Step

Obtain agreement of UNCT on recommended procurement list.
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

7
Step

Approve procurement list.
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

8
Step

Procure medical goods and supplies for UN Clinics against the Common Services project.
Responsible Party

CO

Template/Guideline
Explanatory Notes

Medical goods and supplies should be procured from one or a combination of the following sources:

1.  Reputable and approved local, regional, or international vendors, using use the existing LTA with UNDP;

2.  UNICEF where a local office exists in the same location;

3.  World Health Organization (WHO).

9
Step

Ensure funding is available for procurement, operation and  subsequent maintenance of non-medical equipment.
Responsible Party

CO

Template/Guideline
Explanatory Notes

10
Step

Procure non-medical equipment as needed.
Responsible Party

CO

Template/Guideline
Explanatory Notes

The UNDP Country Office directly procures non-medical equipment e.g. furniture, refrigerators, fans and any other non-medical items) subject to audit and accountability, rules, and procedures.

11
Step

Make payment for goods and services according to terms and conditions of procurement.
Responsible Party

CO

Template/Guideline
Explanatory Notes

Payments must be made with one of the following options:

1.  Bank transfers (most preferred option);

2.  Checks (least desirable option); or

3.  Agency Service Clearing Account via GLJE.

In either case, the following must be carefully observed:

1.  Bank Transfer: The UNDP Country Office must include all the banking details as provided on the invoice.

2.  Agency Service Clearing Account: The description field of the GLJE must refer to the invoice number indicated on the invoice and/or any other reference number.

3.  The GLJE must use the following chart fields: GL Account – 54015; Fund – 12000; and Donor – 00006.

12
Step

Prepare inventory control report(s).
Responsible Party

,

CO

Template/Guideline

Inventory Management

Explanatory Notes

Following procedures should be followed when submitting job classification requests to OHR

1
Step

Preparation of the job description
Responsible Party

Hiring unit

Template/Guideline

Job Evaluation : Classification Template

Explanatory Notes
  • The job description is typically prepared by the supervisor, with the assistance of the human resources staff using the standard UNDP job description template;
  • All positions require an official position number and budget to cover the expenses of the position.​

2
Step

Classification request submission to GSSC
Responsible Party

Resident Representative,

Head of Office

Template/Guideline

Request for classification template

Explanatory Notes

Classification requests are submitted to  the GSSC Classification team, New York. A complete submission consists of the following documents: 

  •  A completed request for classification template, which provides justification for classification and contextual information (e.g. description of programme, programme components, complexity, change management process, previous duties/revised duties, how changes in this position affect other positions in the same function, etc.) as well confirmation of funds availability to cover the position in question and position number. The request for classification of positions should be signed by the resident representative or country directors (country offices) or head of department (headquarters);
  •   An updated job description;
  •   An up-to-date organizational chart showing the placement of the position in question and other positions affected by the proposed classification. The organizational chart should include job code titles, position numbers, grade levels, source of fund (optional), type of contract;
  •   Previous organization chart (if the request is based on a reorganization);

  Change management materials and documents (if applicable).​

3
Step

Classification of the post
Responsible Party

GSSC Classification Team

Template/Guideline
Explanatory Notes
  • Upon submission of a request for classification, GSSC Classification team reviews and confirms the completeness of the submission. Should additional material be required or submitted material is unclear, GSSC Classification team advises the submitting office. Only upon confirmation that the submission is complete (i.e. clear and fully documented), will it be considered formally received for classification;
  • When confirming the receipt of a request for classification, GSSC Classification team establishes a target date for notification of the classification results. This target date normally falls within two weeks of the receipt of the completed submission, which will allow for proper analysis of the request;
  • In case of a full office review, GSSC Classification team after proper analysis of the submitted documentation will advise the submitting office of a target date. The target date for a full office review usually falls within two to four weeks of the receipt of the completed submission. GSSC Classification team reserves the right to request any additional information necessary for classification;
  • At the end of the classification process, GSSC Classification team sends a memo with classification results to the requesting business unit;
     
  • If a full office restructuring is taking place, the HR business advisor serving the duty station and GSSC Classification team should be informed and involved in the process and agree on the positions that should be reviewed by headquarters. All restructuring information and documentation (new strategy of the country office, restructuring process, methodology, a draft new organizational chart, etc.) should be presented to the HR business partner and GSSC Classification team during the 'aligning structures' phase of the change management process. Final job descriptions, classification decisions done by country offices, request for classification of certain positions by HQ, and the new organizational chart should be submitted to GSSC Classification team for final review and confirmation of levels during the 'optimizing resources' phase of the change management process​

4
Step

Post-classification action
Responsible Party

Requesting office (country office, regional centre / headquarters unit)

Template/Guideline
Explanatory Notes

After notification of classification results, the submitting office has the right to initiate a new classification submission. A new submission should reflect substantive changes in functions for a post that were not a part of an earlier review. It is anticipated that a request for a new classification review would occur only after significant revision of duties, for example, the reorganization of an office. A new submission should normally not occur within 12 months following the completion of an earlier review.

NOTE: When a review results in a change of the classified level, the new grade of the position is implemented effective the first day of the month following the acknowledged receipt of a complete submission. The effective date of classification is assigned only if the position number and budget are available.​

Telecommuting

1
Step

Request telecommuting
Responsible Party

Staff member

Template/Guideline

Annex 1 – Telecommuting Connectivity Guidelines

Annex 2 – Telecommuting Agreement: Part 1 – Compact

Annex 2 – Telecommuting Agreement: Part 2 – Organizational Form

Annex 2 – Telecommuting Agreement: Part 3 – Confirmation

Annex 2 – Telecommuting Agreement: Part 4 – Manager’s Guidelines

Explanatory Notes

Telecommuting requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for telecommuting
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for telecommuting.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member telecommuting must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements;

Inform HR administrator.

Application for UN Laissez-Passer (UNLP) and UN Family Certificates (UNFCs)

1
Step

Check the validity of his/her travel documents as soon as travel is planned to ensure that all are valid for the minimum duration required.
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Most consulates require a minimum 6-month validity of the UNLP and/or national passport before granting a visa.

2
Step

UNLPs/UN Family Certificates (UNFCs) 
Submit the request through the Operations service icon in UNall Service Portal with one photograph (jpeg format).
 
Responsible Party

Staff member

Template/Guideline

TTS.2 (5-23) - English (for UNLP)

TTS.2 (5-23) - French (for UNLP)

PT-39E Application for UN Family Certificate

Explanatory Notes

If holding an UNLP, SM must submit it together with an application for a new one. 
(Exceptional procedures exist for SMs posted at a duty station where the UN Department of Safety and Security has determined that a security condition exists.)
Detailed instructions and requirements are provided in the form. 
Rush requests to process in less than five (5) days will incur additional fees.

3
Step

Certify application after verifying all information on the form and ensuring the applicant’s eligibility for a UNLP/UNFC and forward the certified forms to UNTTS/DOS.
 
Responsible Party

Certifying Officer

Template/Guideline
Explanatory Notes

4
Step

Issue UN travel document and forward to TSS/GO/BMS.
 
Responsible Party
Template/Guideline
Explanatory Notes

Allow a minimum of five (5) business days for processing (upon receipt of the completed application)

5
Step

Contact applicant at HQ in New York to pick up; or deliver to UNDP Mail Room for dispatch by pouch if sending to CO or other BU outside of HQs by courier service (courier charges to be borne by BU).
 
Responsible Party
Template/Guideline
Explanatory Notes

The UNDP Visa & Passport Desk at HQ in New York will contact local SM’s to pick up the UNLP. For non-local SM’s the document will be dispatched to the UNDP Mail Room for dispatch by pouch. The travel document is accompanied by a transmittal memo (refer to Section 8.0 for the template) for the SM to sign as acknowledgement of receipt. Acknowledgement receipt should be returned to the Pouch Unit.
 

6
Step

Return UNLP/UNFC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization. This includes replaced UNLP s where exceptional UNLP procedures are in place.
 
Responsible Party

Staff member

Template/Guideline

TTS7 - UNLP Cancellation

Explanatory Notes

Create a case through the Operations service icon in UNall Service Portal prior to returning the document.
 

Cash transfers, disbursement and reporting

1
Step

Finalize Partner Risk Rating.
Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

See Table 4 for triggers prompting review of Partner Risk Rating arising from spot checks
See Table 5 on triggers prompting a change of Partner Risk Rating arising from scheduled audits 

2
Step

Determine the appropriate Cash Transfer Modality.
Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

See  Table 3 Cash transfer modality for Partner based on adjusted risk rating​.

3
Step

Review FACE form prior to disbursement and reporting.
Responsible Party

Office

Template/Guideline

Direct Cash Transfers and Reimbursements procedure

UNSDG HACT Framework

Explanatory Notes

Refer to Direct Cash Transfers and Reimbursements procedure when using the standard FACE forms.

See Appendix VI of UNSDG HACT Framework for template of FACE form and Appendix VII for guidelines for completing FACE form. 

Closure of the UN Clinic

1
Step
Plan for continuation of medical care
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes
Responsible party is the RR on behalf of UNCT

2
Step
Request closure of UN Clinic
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes
Responsible party is the RR on behalf of UNCT

3
Step
Approve closure of UN Clinic
Responsible Party

UN Medical Director

Template/Guideline
Explanatory Notes
The UN Medical Director can also initiate this process in consultation with the Resident Representatitve.

4
Step
Inform government and UN Medical Directors Group of decision to close a UN Clinic
Responsible Party

UN Medical Director

Template/Guideline
Explanatory Notes

Rest and Recuperation

1
Step
Establishes qualifying R&R duty stations
Responsible Party

HR Network Standing Committee on Field Duty Stations_Field Group

Template/Guideline
Explanatory Notes
Based on hardship classification and security criteria as set out in the ICSC R & R framework

2
Step
Establishes R&R destination
Responsible Party

HR Network Standing Committee on Field Duty Stations_Field Group

Template/Guideline
Explanatory Notes
Based on cost, geographic proximity, connectivity and security conditions.

3
Step
Establishes frequency of R&R cycles
Responsible Party

International Civil Service Commission (ICSC)

Template/Guideline
Explanatory Notes
According to ICSC R&R Framework

4
Step
Determines the frequency of R&R breaks
Responsible Party

HR Network Standing Committee on Field Duty Stations_Field Group

Template/Guideline
Explanatory Notes
Based on the ICSC R&R framework and Field Group agreement

5
Step
Requests R&R
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
The request for absence from work on R&R is submitted to the staff member’s supervisor for approval. The authority to approve the entitlement to R&R travel is delegated to the Head of Office.

6
Step
The request for absence from work on R&R is submitted to the staff member’s supervisor for approval. The authority to approve the entitlement to R&R travel is delegated to the Head of Office.
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

7
Step

Authorizes R&R breaks for Head of Office
Responsible Party

Regional Bureau Director

Template/Guideline
Explanatory Notes

8
Step

Processes/certifies the Travel Authorization
Responsible Party

Operations Manager

Template/Guideline
Explanatory Notes
  • Eligible individual receives lowest fare, economy class, by the cheapest and most direct route air ticket from duty station to recognized R&R destination, and terminal expenses (or lump sum)
  • For internationally-recruited staff members serving in designated R&R duty stations the R&R is charged to the same funding source that the individual's salary is charged.
  • For locally-recruited staff members on travel status to designated R&R duty stations, the R&R is charged to the same funding source as all other travel expenses are charged.

9
Step
Takes R&R
Responsible Party

Staff member

Template/Guideline
Explanatory Notes
Eligible individual must provide proof of travel to the R&R  destination

10
Step

Records absence and updates records in the system
Responsible Party
Template/Guideline
Explanatory Notes

Assurance activities planning and implementation

1
Step

Review results of assessment conducted.
Responsible Party

Office

Template/Guideline

HACT Annexes A-D

Explanatory Notes

In consultation with programme and operations team to consider additional variables in the assurance planning process.

See Annex D for the roles and responsibilities in implementing the HACT framework. 

2
Step

Develop Assurance activity plan for Partners.
Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

The coverage, type and frequency of assurance activities is guided by the overall risk rating associated with the Partner, as determined through the micro assessment.
See Table 2 for UNDP specific guidelines assurance activities required for each Partner based on Partner risk rating​.

3
Step

Approve Assurance activity plan.
Responsible Party

Office

Template/Guideline

HACT Annexes A-D

Explanatory Notes

The final assurance activity plan must be approved by the Head of Office or his/her designate.  
See Annex A for additional UNDP specific guidance on the conduct of spot checks.  See Annex B for additional guidance on financial audits.

4
Step

Solicit third party service provider for planned assurance activities.
Responsible Party

Office

Template/Guideline

HACT Long Term Agreements (LTA)

Explanatory Notes

Offices are encouraged to use the service providers engaged through the HACT Long Term Agreements (LTAs).

5
Step

Upload results of assurance activity conducted.
Responsible Party

Office

Template/Guideline
Explanatory Notes

Results of Partner Assurance Activities shall be reviewed by Head of Office or his/her designate and remedial actions shall be discussed with the Partner. 

 The reports of assurance activities should be uploaded in the HACT Platform. Issues highlighted in the report including the action plan needs to be documented in the HACT Platform. 

6
Step

Conduct review of implementation of Assurance Plan.
Responsible Party

Office

Template/Guideline
Explanatory Notes

Offices are required to monitor the findings identified and necessary action plan should be documented in the HACT Platform. To ensure that the risk does not materialize the action plan should be executed and identified findings promptly closed in the HACT Platform. The execution of the action plan is the responsibility of the Office.

The action plan needs to be communicated and agreed with the Partner.

7
Step

Follow up of findings of periodic on-site reviews (spot checks) and special and scheduled audits.
Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

See Table 4 for triggers prompting review of Partner Adjusted Risk Rating arising from spot checks.
See Table 5 on triggers prompting a change of Partner risk rating arising from scheduled audits.

Claim - Reimbursement for the Issuance of a National Passport

1
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 
 

Annual Leave

1
Step

Request annual leave
Responsible Party

Staff member

Template/Guideline

Request for Leave: Quantum Link

Explanatory Notes

Request for Leave: Quantum link requires UNDP username and password.

  • Staff member applies for annual leave in Quantum.
  • Staff members are responsible at all times for ensuring that they have sufficient annual leave accrued to cover. any period of absence on annual leave, home leave, family visit, reverse education grant travel in lieu of a child.

2
Step

Requests annual leave through the regional bureau for approval.
Responsible Party
Template/Guideline
Explanatory Notes

The regional bureau should be advised by the Resident representative of any absences from the country of the duty station, and to designate an officer-in-charge during such absence.

3
Step

Approve, Deny or request amendment for the annual leave request.
Responsible Party
Template/Guideline
Explanatory Notes
  • Leave is approved in accordance with the leave plan of the office.
  • Staff member is automatically informed via via Quantum notification.
  • Approval, denial or request to amend annual leave that is submitted manually off-line must be entered retroactively in Quantum and approved.

4
Step

Take leave
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

5
Step

Staff member and supervisor ensure annual leave balance in Quantum is correct.
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

It is the responsibility of the staff member and supervisor to ensure that annual leave is properly recorded and approved to ensure balance in Quantum is correct.

6
Step

Commutation of Annual Leave
Responsible Party
Template/Guideline
Explanatory Notes

The annual leave balance in Quantum at the time of close of business will be used for the commutation of annual leave upon separation. 

A sign off is no longer needed by staff member and business unit.
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