| United Nations Development Programme

Step

Flowchart - Flexible Working Arrangements

Responsible Party

Template/Guideline

Flowchart - Flexible Working Arrangements

Explanatory Notes

Step

Flowchart

Responsible Party

Template/Guideline

Flowchart - After-Service Health Insurance: UN

Explanatory Notes

Step

Enrollment:

An Application for ASHI Form must be completed and submitted together with supporting documents in respect of staff member’s application for After-Service Health Insurance (ASHI) coverage, including his/her eligible family members, where relevant

In cases in which eligibility for ASHI coverage accrues as a result of the death of a staff member, the surviving spouse and/or eligible dependent children must apply for ASHI coverage within the three months following the date of death of the staff member

Responsible Party

Staff member,

Template/Guideline

Application For After Service Health Insurance and Pension Fund Deduction of Premiums

United Nations Health and Life Insurance - How to prepare for retirement

Administrative instruction : After-service health insurance (ST/AI/2007/3)/

Explanatory Notes

Administrative Instruction ST/AI/394 dated 9 May 1994 sets out the established policy in regard to the provision of the After-Service Health Insurance (ASHI) coverage under specified conditions

Administrative instruction ST/AI/2007/3 dated 1 July 2007 sets out the change in conditions for eligibility and cost of participating in a UN ASHI plan for staff recruited on or after 1 July 2007

Staff members who become eligible after an event that gives rise to an entitlement for coverage for ASHI must be informed of the procedures for enrollment. Education of staff about the provisions under the insurance plan and distribution of materials by the person most familiar with the scheme, are absolutely necessary.

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

At the time of retirement, a staff member may switch from the insurance plan that he/she had on an in-service basis to a health insurance plan that is more appropriate following separation from service, under certain conditions. For example, a staff member who, while in active service, participated in a Headquarters health insurance plan, may switch to a non-United States-based plan if he/she will reside outside the United States following separation from service, provided that covered dependants will also reside outside the United States.

After-Service Health Insurance participants who change their country of primary residence following separation may also transfer from one insurance plan to another if a different plan is more appropriate to the new country of residence. In such cases, the change in plan will become effective on the first day of the month following receipt of written notification regarding the change in country of residence or as soon thereafter as is practical. With respect to health insurance plans available to after-service participants who reside in the United States, transfer from one plan to another may be made subject to the condition that there must be two years' coverage under any such plan before a change can be made. . For more information, visit https://www.un.org/insurance

Step

Enrollment:

Staff members separating from service at Headquarters may submit the relevant application forms directly to the Health and Life Insurance Section, Office of Programme Planning, Budget and Accounts, 304 East 45th Street, 3rd Floor, Room FF-300.

Staff members at other duty stations who apply for ASHI coverage under a plan administered at Headquarters must submit the relevant application forms through their administrative office, not directly to the UN Health and Life Insurance Unit at Headquarters.

Staff members separating from service at other duty stations who wish to apply for After-Service Health insurance coverage under a plan that is not administered at Headquarters should contact the local human resources office or the office administering their in-service health insurance coverage.

Responsible Party

OHR Copenhagen,

UN Health and Life Insurance Unit,

BES-GSSC

Template/Guideline

Explanatory Notes

The administration of this category of employees is centralized in the Benefits & Entitlements Services Unit in BES-GSSC in Copenhagen

Step

Enrollment:

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

Responsible Party

OHR Copenhagen,

BES-GSSC

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 documentation.

Step

Enrollment:

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

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

Step

Payment of contributions to the cost of After-Service Health Insurance coverage:

Staff member must include the authorization permitting UNJSPF to effect monthly deduction from the periodic pension benefit as an integral application component for after-service coverage

In the case of ASHI subscribers who:
- elect to defer pension payments or
- receive monthly pension benefit payments that are insufficient to meet the cost of the participant’s monthly health insurance coverage;
- or where automatic deductions from periodic pension payments payable from the UNJSPF or Appendix D are not available, payment of the requisite contribution must be made in advance of the period of coverage under the applicable health insurance plan on a quarterly, semi-annual, or annual basis.

After-Service Health Insurance participants whose premium contributions are payable on the basis of an invoice, rather than through the automatic pension deduction mechanism, must remit full payment of the amount billed by the due date indicated on the invoice.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Subscribers covered under the ASHI will have their contributions deducted on a monthly basis from their periodic pension and/or Appendix D benefit.

Contributions must be made in a currency acceptable to the Organization for the purposes of the insurance plan chosen. In the case of health insurance plans administered at Headquarters, the only currency acceptable is the United States dollar.

Failure to remit the premium in full by the date indicated will result in suspension of insurance coverage, without further notice. Insurance coverage may be reinstated provided that the full required premium payment is remitted within three months of the date of suspension of coverage, along with payment for any subsequent period that may have become due. Failure to reinstate coverage by the latter date will result in termination of eligibility to participate in the ASHI programme.

Step

Claims:

Insurance Claims are submitted on a claim form directly to the insurance carrier in a sealed envelope together with supporting documents, following the instructions on the claim form.

Responsible Party

Staff member

Template/Guideline

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 two 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 under 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.

Step

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 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 claim office of the respective 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.

1	Step Create record and maintain record	Responsible Party Finance staff	Template/Guideline Records Management Guidelines	Explanatory Notes Ascertain accuracy and correctness of the record and its supporting documentation Financial records should be created, managed and stored in accordance with paragraphs 4, 5 and 6 of the Record Retention policy Documents to be filed in a sequential order and in safe storage. When the office is closed, chequebooks, issued cheques and petty cash must be placed in the safe for safekeeping
2	Step Store records permanently for staff payments/ payroll	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
3	Step Establish an area for archiving according to the following guidelines: a) The files/records storage area must be secure and locked at all time b) Files must be easily retrievable c) There must be a log and master list for everything archived and its anticipated disposal date	Responsible Party CO	Template/Guideline	Explanatory Notes
4	Step Ensure regular monitoring of the contracted storage space	Responsible Party Administrative Services Division (ASD) at Headquarters and country offices	Template/Guideline	Explanatory Notes
5	Step Store records for a minimum of seven years for all other financial documents except staff payments/ payroll	Responsible Party	Template/Guideline	Explanatory Notes
6	Step Decide whether to dispose of financial records older than 7 years (apart from documents related to staff payments/payroll)	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes Disposal at the discretion of Res. Rep. after seven years in accordance with paragraphs 7 and 8 of the Record Retention policy on the POPP However, if further guidance is required, please contact the Office of Finance
7	Step Dispose of records	Responsible Party Senior GS Finance staff	Template/Guideline	Explanatory Notes Files will be disposed of by incineration and/or shredding

1	Step Provide guidance on administration of UN Clinics on an ongoing basis.	Responsible Party UNDP HQ [BMS]	Template/Guideline	Explanatory Notes The relevant office int he Bureau for Management Services [BMS] should be consulted depending on the support required.
2	Step Assess local medical facilities	Responsible Party	Template/Guideline	Explanatory Notes Upon request or the RR
3	Step Determine whether there are sufficient numbers of UN staff members and eligible dependents at the duty station.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
4	Step Obtain formal agreement from the local government authorities for establishment of a UN Clinic	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
5	Step Propose establishment to the UNCT and obtain respective agreements	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
6	Step Create funding mechanism	Responsible Party	Template/Guideline	Explanatory Notes All participating agencies are required to share the costs of the UN Clinics activities in advance.
7	Step Set the criteria for the cost-sharing distribution and share it with all participating agencies and non UN entities	Responsible Party	Template/Guideline	Explanatory Notes Cost-sharing is determined by headcount by agency/non-UN entity.

1	Step Estimate annual preliminary GLOC targets to country offices	Responsible Party	Template/Guideline OFM site	Explanatory Notes GLOC target tables include GOC targets in cash and GLOC in-kind contributions
2	Step Issuance of GLOC targets to country offices	Responsible Party	Template/Guideline	Explanatory Notes A joint memo from OFM and RBx sent to the Resident Representatives
3	Step Communicate GLOC targets and settlement of arrears to Host Governments	Responsible Party Country Offices	Template/Guideline Create UNALL case with GSSC to create master contract	Explanatory Notes
4	Step Create a master contract for GLOC cash targets	Responsible Party	Template/Guideline	Explanatory Notes Cash payments from host governments are applied to the respective year’s master
5	Step Clarify any issues related to GLOC cash and in-kind contributions to host governments	Responsible Party	Template/Guideline	Explanatory Notes Support will be provided from OFM and Regional Bureau
6	Step Revise and communicate GLOC targets if necessary, based on the final year-end certification of the GLOC in-kind and GLOC master contracts based on revised final GLOC targets	Responsible Party	Template/Guideline Refer to Government Local Office Cost -GLOC- Valuation of the In-Kind Contribution from the Host Government	Explanatory Notes Upon closure of the year-end certification, OFM reviews and updates in-kind GLOC contributions on annual basis
6.a.	Step Receive GLOC contributions and submit a request through UNALL for all GLOC payments (current, arrears and advance) Send “Thank you” letters to host governments	Responsible Party	Template/Guideline Submit GLOC contributions information through UNALL	Explanatory Notes CO should indicate the contribution amounts with a corresponding GLOC target year including the future years, in case of advance payments.
6.b.	Step Apply cash payments to GLOC cash targets Transfer an annual portion of deferred revenue to the current year target account	Responsible Party	Template/Guideline	Explanatory Notes COA- GLOC fund – 00200; accounts: Current year payment – 51015 Arrears payment – 51014 Advance payment – 51017
7	Step Issue GLOC performance reports	Responsible Party	Template/Guideline GLOC Performance Report	Explanatory Notes GLOC performance report is updated automatically from Quantum.
8	Step Apply accounting linkage, if any, to outstanding GLOC targets	Responsible Party BERA	Template/Guideline	Explanatory Notes BERA – validates and confirms voluntary contributions (VC) GSSC & OFM – determines the amount of accounting linkage from VC and posts the entries in GL Based on voluntary contributions received from host governments, any shortfall in GLOC targets are settled through GLOC accounting linkage
9	Step Report annually to UNDP stakeholders and UNDP Executive Board Issue an appreciation letter for the payment of GLOC cash and in-kind	Responsible Party ExO and Regional Bureaux	Template/Guideline UNDP financial statements The United Nations Board of Auditors Annual Review of the Financial Situation, table 4 and 8 The Documents for the Executive Board sessions	Explanatory Notes A letter from UNDP Associate Administrator is sent after the closure of Contract Module in Quantum upon finalization of revenue entries.
10	Step Report to UNDP Executive Board through Integrated Budget	Responsible Party	Template/Guideline	Explanatory Notes Integrated budget documents

1	Step Chartfields Create chartfield in Quantum General Ledger.	Responsible Party OFRM/BMS/CFRA	Template/Guideline	Explanatory Notes The only exception is the Project chartfield, which is created in the QuantumProjects and Portfolio Management (PPM).
2	Step Request a new chartfield or make changes to existing chartfields (if necessary). Complete and forward the appropriate QuantumChart of Accounts Maintenance forms with appropriate supporting documentation as indicated on the forms	Responsible Party OFRM/BMS/FBA	Template/Guideline	Explanatory Notes Send the form to cfra.mdm@undp.org Quantum Account code creation forms
3	Step Funds Reviewed any change to the Fund.	Responsible Party OFRM/BMS/FBA	Template/Guideline	Explanatory Notes Quantum fund code creation/modify form
4	Step Ensure that any chartfield trees affected by the change are updated immediately as soon as a change occurs in the Fund chartfield table	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Assign at least one individual responsible for reviewing requests for chartfield changes	Responsible Party Business owner	Template/Guideline	Explanatory Notes The assigned individuals should also be responsible for maintaining and updating related chartfield trees.
8	Step Donor Code Create a Donor Code by setting up a new customer identification code in Quantum Accounts Receivable	Responsible Party	Template/Guideline	Explanatory Notes Send the form to BMS OFM PDI bms.ofm.pdi@undp.org Quantum customer form
9	Step Record contributions from donors using account 51005 and enter the relevant operating unit , cost entre, fund ID and the donor code	Responsible Party	Template/Guideline	Explanatory Notes If the fund code is cost-sharing or project level co-financing, the project ID, project business unit and a default activity should also be entered
10	Step Record expenses using the appropriate expenditure account in the 6xxxx or 7xxxx series.	Responsible Party	Template/Guideline	Explanatory Notes The cost centre ID entered for expenses should be the detailed cost centre ID (not the budgetary cost centre).
11	Step Include chartfields in all expenses without any exception	Responsible Party	Template/Guideline	Explanatory Notes
12	Step Other asset or liability accounts in the 1xxxxx or 2xxxx series should include, as a minimum, the following chartfield values: account, operating unit, fund and cost centre	Responsible Party	Template/Guideline	Explanatory Notes
13	Step Forward the request form to Accounts Division and update the donor tree as soon as a new donor code is created	Responsible Party	Template/Guideline	Explanatory Notes
14	Step Ensure that no duplicate values exist	Responsible Party	Template/Guideline	Explanatory Notes A review of the donor chartfield values should be regularly undertaken to “inactivate” the duplicated values.

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.

Step

Request for temporary part-time employment

Responsible Party

Staff member

Template/Guideline

Annex 3 – Temporary Part-Time Employment Costing Sheet

Explanatory Notes

Part-time employment requests should be submitted in writing to the staff member’s immediate supervisor and head of office;

The request should include the reason for the temporary conversion to part-time employment, a suggested start date and an estimate of how long he/she wishes to work part time.

Step

Review of request for temporary part-time employment

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.

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.

Step

Approval

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

The head of office decides on requests for temporary part-time employment;

Requests to work temporarily on a part-time basis may be approved initially for a minimum of six months and no more than 12 months;

Any extension beyond the introductory six months requires the mutual agreement of the Organization and the staff member;

Once the request is approved, a copy should be sent to initiate the necessary administrative action (including personal action form) regarding:
- International staff stationed outside New York: to the HR associate serving the duty station;
- International and local staff stationed in New York: to the HR associate serving the organization unit; and
- Local staff stationed outside New York: to the local operations manager.

Step

Communication of decision to staff member and unit/team

Responsible Party

Template/Guideline

Explanatory Notes

The staff member on temporary part-time employment must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements;

Inform HR administrator to permit the appropriate administration of benefits and entitlements.

Step

Authorize clinic services and supplies as a distinct activity in the Common Services project in the same manner as other common/shared services.

Responsible Party

Template/Guideline

Explanatory Notes

Total running costs, itemized by expenditure purpose as listed in paragraph 17, as well as the average yearly percentage of total costs charged to each agency, should be recorded.

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

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Policy Areas

Flowchart - Flexible Working Arrangements

Step

Responsible Party

Template/Guideline

Explanatory Notes

After-Service Health Insurance: ASHI UN

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

Record Retention, Data Security and Contingency

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

Template/Guideline

Explanatory Notes

Establishment of UN Clinic

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Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline