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Options for approaching potential foundation partners

1
Step
Submitting a letter of inquiry
Responsible Party
Template/Guideline
Explanatory Notes
This is the most common method preferred by foundations and can sometimes be accompanied by a project submission.

Many foundations accept letters of inquiry on an ongoing basis while others set specific submission deadlines.

2
Step
Submitting project proposal - foundations often invite organizations to submit proposals following a successful review of a letter of inquiry
Responsible Party
Template/Guideline
Explanatory Notes
A direct request for proposal may also occur in instances where a foundation is initially approached informally and, upon expressing interest regarding a proposed project idea.

3
Step
Informal approaches – in cases where there is significant partnership potential and foundations only support pre-selected organizations
Responsible Party

RR focal points, and Directors of initiating business unit

Template/Guideline
Explanatory Notes
Informal approaches and efforts to establish and maintain good rapport, can often open doors to the possibility for future collaborations with a foundation.

Establishment of UN Clinic

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.

Direct Billing

1
Step

Establish direct billing arrangement
Responsible Party

Resident Representative,

Human Resources Management,

UN Insurance Unit,

MIP Administrator,

UN Medical Services ( DHMOSH)

Template/Guideline
Explanatory Notes

Responsible parties are:  RR and third party MIP administrator in consultation with OHR, UNMSD and UN Insurance Unit

2
Step

Pre-certification for medical treatment at UN Clinic
Responsible Party
Template/Guideline
Explanatory Notes

3
Step

Charge insurance for medical services received at UN Clinics
Responsible Party

MIP Administrator

Template/Guideline

Medical Insurance: Medical Insurance Plan (MIP)

Explanatory Notes

The service providers administering the various UN insurance plans will treat the charges associated with the provision of clinic services in the same manner as other medical services. When determining billable services associated with a UN Clinic, reference should be made to the benefits and limitations under the respective UN insurance plans.

The reasonable and customary charges will be determined on the basis of nationally established pricing tariffs or, where no national tariffs exist, market rates and/or a database of pricing determined by the insurance scheme.

The rules and procedures by which the insurance will reimburse for such services must be adhered to.

Responsible party is the Third party MIP administrator.

 

4
Step

Pay co-payment or out of pocket portion for medical services received at UN Clinic
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

5
Step

Certification of co-payment bills
Responsible Party
Template/Guideline
Explanatory Notes

The bills must include the official stamp and signature of the attending physician (i.e., not of the nurse).

Responsible party is the Attending UN Clinic Physician.

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.

Modalities of payment and adjustment to all Allowances

1
Step

Payment in currencies other than United States dollars.
Responsible Party

BES/JPOSC HR Focal point, in consultation with the OHR Policy and Compensation Unit

Template/Guideline
Explanatory Notes

The allowances are established in, and are normally paid in, United States dollars. Should the staff member request payment of salary and allowances in another currency, in accordance with prevailing rules on currency and modalities of payment of salaries and allowances, payment shall be made at the United Nations operational rate of exchange prevailing on the date the payment is made. No adjustments shall be made to account for changes in exchange rates once the payment has been made.

2
Step

Adjust or discontinue payment of allowance.
Responsible Party

BES/JPOSC HR Focal point

Template/Guideline
Explanatory Notes

Adjustments or discontinuation of payments shall be made when applicable as a result of change of duty station, change of dependency status, change of designation or classification of duty station, promotion, completion of five (or, exceptionally six) continuous years’ at the duty station, as applicable, period on special leave or separation. An adjustment shall also be made if a staff member receives a special post allowance to a higher level which would bring the staff member’s entitlement into another range (this normally would apply for special post allowances at the P-4, D-1 or FS-7 level), thus giving rise to a higher amount of the allowances in accordance with the amounts specified in the tables in the annex.

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. 

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

Formalizing private sector partnerships through MOU

1
Step

Draft Memorandum of Understanding (MOU)
Responsible Party

Programme/project manager of the unit initiating the partnership

Template/Guideline

MOU Templates

Explanatory Notes

An MoU sets a framework for partnerships with no transfer of resources between partners.

Guidance on MOUs.
 

2
Step

If deviates from the standard template (MOU), request for legal clearance
Responsible Party

,
Template/Guideline
Explanatory Notes

Bureau of Management Services, Legal Office

3
Step

Sign MOU
Responsible Party

RR for CO, Regional Director for RBx

Template/Guideline
Explanatory Notes
  • RR – for country level agreements with national entities or national branch of multinational entities. 
     
  • RBx Director for regional agreements with region entities or regional branch of a multinational entity.  
     
  • Administrator, Associate Administrator or Central Bureau Directors for corporate or global partnerships.

4
Step

Upload signed MOUs
Responsible Party

Programme/project manager of the unit initiating the partnership

Template/Guideline

Non-Financial Agreements Library

Explanatory Notes

All MoUs should be uploaded in the partnerships Unity Agreements module which is the central UNDP Non-Financial Agreements Repository.

 

Universal Price List (UPL) and Local Price List (LPL)

1
Step

Conclude MoU with each UN Agency regulating the overall framework of the relationship.
Responsible Party
Template/Guideline
Explanatory Notes

MOUs - UN Partners​​
 

2
Step

UPL/LPL guidance issued.
Responsible Party

BMS/OFRM

Template/Guideline
Explanatory Notes

Office of Financial Resources Management - UPL​

3
Step

Update UPL and LPL tool annually.
Responsible Party

BMS/OFRM

Template/Guideline
Explanatory Notes

Office of Financial Resources Management - UPL​

4
Step

Annually update list of Special Development Situation Counties
Responsible Party

BMS/OFRM in consultation with Regional Bureaus

Template/Guideline
Explanatory Notes

5
Step

Ensure sufficient capacities and resources (staff and office infrastructure) exist to provide timely and quality services.
Responsible Party
Template/Guideline
Explanatory Notes

6
Step

Submit the authorized service request through UN Agency Portal
Responsible Party

UN Agency

Template/Guideline
Explanatory Notes

7
Step

Service pricing mechanism established: 
UPL and LPL 
Update LPLs annually using the annual LPL tools from OFM
Responsible Party
Template/Guideline

Annual LPL Tool

Explanatory Notes

Office of Financial Resources Management - UPL​

8
Step

Monitor application of UPL rates by COs
Responsible Party

Regional Bureaus

Template/Guideline
Explanatory Notes

9
Step

Approve deviation  from published UPL rates for standard UPL services
Responsible Party

OFRM based on RBx clearance

Template/Guideline
Explanatory Notes

10
Step

Service is carried out, initial service request in Agency portal is updated to Complete 
Responsible Party
Template/Guideline
Explanatory Notes

POPP Cost Recovery from Agency at the Country Office Level for detailed procedures​ 
 

11
Step

Revenue lines generated and posted back to Quantum
Responsible Party
Template/Guideline
Explanatory Notes

 

Agency service income is recorded to fund 11302 account 54015 from 2017 onwards.

Offices can monitor their actual revenues earned from provisions of SLA/MOU or UPL/LPL services through the Corporate Agency Services Revenue Report

 

12
Step

A local service level agreement (SLA) may be useful in clarifying service provision levels and expectations.
Responsible Party
Template/Guideline
Explanatory Notes

13
Step

The service provider and recipient review items in question and promptly resolve any disputes. Unresolved service issues should be referred to BMS/OFM only after several (i.e. at least three) documented attempts to solve them have been undertaken at the office level.
 
Responsible Party
Template/Guideline
Explanatory Notes
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