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Security

Life and Accidental Insurance: Group Life Insurance Plan (GLIP)

1
Step

Enrollment: 

Enrollment in the plan for eligible staff members who apply more than 60 days after signing the qualifying letter of appointment is conditional on the provision by the staff member at the time of application, on a special form for the purpose, of evidence of insurability satisfactory to the insurance company.
Responsible Party

Staff member

Template/Guideline

Life Insurance Application Form

​

Beneficiary certification form_1: (This form is to be completed by United Nations Group Life Insurance beneficiaries who do not have a United States Social Security Number and do not reside in the United States of America)

Beneficiary certification form 2. (This form is to be completed by United Nations Group Life Insurance beneficiaries with a United States Social Security Number or beneficiaries who reside in the United States of America)

Life Insurance Termination Waiver Form

Explanatory Notes

The group life insurance plan is offered as a part of the scheme of social security for the staff that the Secretary-General is required to establish under staff regulation 6.2. The underwriter of the plan is the Hartford  and the policy holder is the United Nations.

The plan is financed solely from the contributions of participating staff members. No subsidy is paid by the Organization.

Participation in the plan is voluntary for all eligible staff. A staff member may withdraw from the plan at any time. The plan provides term insurance coverage only and has no cash value at the time of withdrawal.

Enrolment in the plan is automatic for eligible staff members who apply for life insurance coverage under the plan, on the appropriate form, within 60 days of signing the qualifying letter of appointment. They will be covered from the effective date of the letter of appointment.

A revised administrative instruction (ST/AI/2002/6) has been issued. In addition, the same information and any updated administrative instructions may be accessed via the Internet at the following URL: http://www.un.org/insurance.
 

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

 

2
Step

Enrollment: 

Data on enrollment form is verified and validated and any change in coverage is processed in the system promptly
Responsible Party

OHR

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 documents.
 

3
Step

Enrollment: 

Staff member records in the system 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 enrollment and reporting directly with the Insurance Company on behalf of UNDP

4
Step

Premiums: 

The premiums for the plan must be paid in full by the staff member participating in the plan. 
The premiums shall be paid by monthly payroll deduction.
Responsible Party

Staff member

Template/Guideline

Access to the Group Life Insurance Rate Stimulator

UN HLIS - Life insurance

Explanatory Notes

The premiums and benefits are receivable and payable by the insurance company in United States dollars 

The premium rate is determined by the insurance company, in consultation with the Organization, and will be announced periodically in an information circular

5
Step

Claims: 

All life insurance claims must be processed through the Health and Life Insurance Section at Headquarters. Claims or notification of claims should not be transmitted to the Hartford Life Insurance Company directly.
Responsible Party

UN Health and Life Insurance Unit

Template/Guideline

Life insurance Death Claim Checklist

Explanatory Notes

Health and Life Insurance Section is informed about the death of a participant in the group life insurance programme or when all applicable claim documents are received along with notification of death. In the former case, in order to permit the insurer,  The Hartford, to pay the requisite benefits, the UN Health and Life Insurance Section will provide the beneficiaries with clear instructions regarding the documents that must be completed and submitted. In the latter case, the Section will forward the properly furnished set of claim documents to The Hartford  for processing.
 

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

Mobility Incentive

1
Step

Monitoring of 5 years of uninterrupted service with UNDP
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes
  • 5 years of uninterrupted service is counted as of the last entry on duty (EOD) with UNDP (hire/rehire) unless staff member has joined UNDP on transfer, secondment or loan from another agency.

2
Step

Activate Mobility Incentive in  Quantum for the assignment
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

3
Step

Payment
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes
  • Payment is automated and paid monthly through payroll.
  • The mobility incentive assignment count and start date is included on the Personnel Action form.Entitlement to the incentive ends upon 5 years in a duty station regardless of when the entitlement started to be accrued. 
  • The mobility incentive is activated per assignment in Quantum.

4
Step

Monitor and end entitlement to Mobility Incentive on the date of 5 years in duty station.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes
  • Entitlement to the incentive ends upon 5 years in a duty station regardless of when the entitlement started to be accrued. 

5
Step

Reinstate mobility upon reassignment to a new duty station
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Hardship Allowance

1
Step

Staff member is assigned to a duty station with a hardship classification B to E.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Hardship Allowance is paid automatically through payroll based on the hardship classification of the duty station. The hardship classifications are published by ICSC and the classification is maintained in Quantum by GSSC.

Non-Family Service Allowance

1
Step

Staff member is assigned to a non-family duty station.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Non-Family Service Allowance is paid automatically   through payroll based on the classification of the duty station. Non-Family Duty Station status’ are published by the Interagency Field Group based on UNDSS recommendation and the status is maintained in Quantum by GSSC.

Government Contribution to Local Office Costs (GLOC) from LIC and MIC

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
 

Safe Driving Bonus (SDB)

1
Step

Payment Calculation

The SDB comprises one week’s net salary payable at the level and step of each eligible Driver according to the criteria outlined in paragraphs 2 through 5 above. Payment is calculated at the end of each calendar year on 31 December, for approval by the Resident Representative (RR).

 
Responsible Party

CO,
Template/Guideline
Explanatory Notes
If the applicable salary scale is subsequently revised affecting the December salary calculation, payment of the bonus is adjusted accordingly.

2
Step

Payment Withheld

Payment of SDB is withheld in respect of any driver who is involved in an accident requiring review by the UNDP Property Survey Board, pending receipt of the Board’s decision. In cases where a SDB is withheld, a Personnel Action form is prepared for record purposes.

Responsible Party

CO,
Template/Guideline
Explanatory Notes

Pre-Award Negotiations

1
Step

Submit the request for approval. 

 
Responsible Party

CO Procurement

Template/Guideline

Pre-Award Negotiations Strategy

Explanatory Notes

Negotiations on procurement actions below the CAP threshold shall be initiated after authorization by the Head of Business Unit or personnel delegated with Procurement Authority.

Negotiations on procurement actions above the CAP threshold shall be initiated after authorization by the Procurement Authority (Head of BU or RCPO or CPO), based on the recommendation of the appropriate Procurement Review Committee (CAP, RACP or ACP).

2
Step

Manage negotiations (see Managing Negotiations Guidance Notes) 
 
Responsible Party
Template/Guideline

Guidance Notes on Managing Negotiations

Explanatory Notes

Conducting due diligence for private sector entities

1
Step

Conduct due diligence and complete the mandatory Risk Assessment Tool (RAT) digitally in UNITY/Quantum+
Responsible Party
Template/Guideline

Private Sector Risk Assessment Tool

UNDP Private Sector Due Diligence Risk Assessment Tool User Manual

Explanatory Notes

The Business Unit Initiating the partnership completes the Private Sector Risk Assessment Tool in Quantum+ and makes a recommendation to engage or refrain from engaging. Refer to the Private Sector Resource Mobilization for additional information and to the Offline Private Sector Risk Assessment Tool Guide.

2
Step

Develop risk log, monitoring plan and communications material
Responsible Party

Initiating Business Unit – Project/Programme Manager

Template/Guideline

Risk Management

Explanatory Notes
  •  Document the identified risks into a risk log. If the partnership is part of a project that already has a risk log, these risks can be added into the existing mechanism. In low-risk and short-term partnerships the project manager may decide that a risk log is not needed.
  • Monitoring activities to screen publicly available information relating to the partner and the industry as well as assessing whether the partner is meeting the conditions (if any) of the partnership.
  • The communications materials covers the basic details about the partnership and should address the main risks identified during the risk assessment process

3
Step

Quality assurance
Responsible Party

For Low-Risk: Country Office (CO) Private Sector Due Diligence Focal Point (PSDD) for CO level partnerships; Regional Bureau PSDD Focal Point for regional level partnerships; and relevant Central Bureau PSDD Focal Point for global level partnerships,

For Moderate/Substantial Risk: CO Private Sector Due Diligence (PSDD) Committee for CO level partnerships; Regional PSDD Committee for regional level partnerships; and HQ Inter-Bureau PSDD Committee for global level partnerships,

For High-Risk: Regional Private Sector Due Diligence Committee for CO level partnerships; HQ Inter-Bureau Private Sector Due Diligence Committee for regional and global level partnerships

Template/Guideline
Explanatory Notes

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification.

4
Step

Decision making
Responsible Party

For Low-Risk: RR for CO level partnerships; relevant Bureau Director for regional and global level partnerships,

For Moderate/Substantial Risk: Relevant Bureau Director for CO, regional and global level partnership,

For High-Risk: Corporate Risk Committee

Template/Guideline
Explanatory Notes

For moderate, substantial and high-risk cases the CO, Regional or HQ Private Sector Due Diligence Committee provides quality assurance and advisory support to the relevant decision maker. 

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification. 

5
Step

Monitoring the partnership, managing risks, reporting 
Responsible Party

Initiating Business Unit – Project/Programme Manager

Template/Guideline
Explanatory Notes

Initiating business unit conducts monitoring on a regular basis. 

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification. 

6
Step

Spot-check
Responsible Party

The relevant Regional Bureau for Due Diligence conducted by Country Office,

BPPS/Quality Programming Team will organize independent assessment for Due Diligence conducted by Regional and Central Bureaus

Template/Guideline
Explanatory Notes

Refer to Policy on Due Diligence and Partnerships with the Private Sector for further clarification. 

Cost Recovery from Other Resources - GMS

1
Step

Ensure all agreements (new and renewed agreements eod 1 January 2014 ) in accordance with new cost recovery policy

 
Responsible Party

UNDP Office and Fund Managers

Template/Guideline

Financing Agreements and Templates

Explanatory Notes

A renewal of existing agreements with additional contributions should be amended with new cost recovery rates; please see Financing Agreements and Templates.

2
Step

Regularly review average GMS charged to projects to ensure that correct and latest rates are entered in Quantum
 
Responsible Party

UNDP Office and Fund Managers

Template/Guideline

OFM Reports -GMS exceptions report

Explanatory Notes

OFM report:

Cost Recovery - Average GMS rates

 

3
Step

Seek an approval for any deviations, exceptions and special GMS rate prior to signing donor agreement
Responsible Party
Template/Guideline

Template: Action Memorandum for the Assistant Administrator and Director Bureau of Management Services

Explanatory Notes

Refer to Template: Action Memorandum for the Assistant  Administrator and Director Bureau of Management Services with relevant justifications to BMS director.  The requesting bureau needs to  obtain a clearance from BMS/OFM prior to its submission. 

4
Step

Review  requests on exceptions on GMS rates
Responsible Party
Template/Guideline
Explanatory Notes

Non-standard GMS rates are reported to the Executive Board

5
Step

Endorse GMS internal distributions such as Vertical Funds.
Responsible Party

Executive Office

Template/Guideline
Explanatory Notes

6
Step

Report on average GMS by funding source and budget departments
Responsible Party
Template/Guideline
Explanatory Notes

7
Step

Report to the EB on all waiver cases
Responsible Party
Template/Guideline
Explanatory Notes
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