| United Nations Development Programme

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 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.

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.

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.

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

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

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.

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.

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).

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

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.

Step

Preparation of the job description

Responsible Party

Hiring unit

Template/Guideline

UNDP job description 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.

Step

Classification of the post

Responsible Party

HR staff,

deputy resident representative / deputy country director,

Operations Manager

Template/Guideline

Explanatory Notes

The position is classified by human resources staff and certified by the deputy resident representative/deputy country director or operations manager;
Prior to classification, all positions require a position number and budget to cover the expenses of the position. For core positions, position numbers are allocated by UNDP headquarters; for extra-budgetary positions, position numbers are created by the country office.

Step

Review of the classification package by the Local Corporate Review Panel (CRP)

Responsible Party

CRP

Template/Guideline

Explanatory Notes

Classification documents are submitted to the CRP, which reviews the classification package, examines the completeness of the submission (noting things such as the adequacy of the job description, supporting documentation, respect for due process regarding classification) and makes recommendations to the resident representative

Step

Approval of classifications

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Classification recommendations are approved by the resident representative. The following documents should be submitted to the CRP and resident representative:

Note to the file on classification with the detailed justification for the revision in grading, comparison of previous duties/revised duties (for re-classifications) and detailed explanation of the process and tools/standards used (for all classifications) signed by the human resources staff and deputy resident representative/deputy country director or operations manager;
The classification form/ summary (classification template for general service category) signed by the human resources staff and deputy resident representative/deputy country director or operations manager. Classification summary for professional positions should be printed out from the online job evaluation system. Classification forms are not necessary if the job description coincides with the pre-classified generic job description;
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), and type of contract;
Previous organizational chart (if classification is based on reorganization);
Recommendation of the CRP (to be submitted to the resident representative).
Documents pertaining to the classification should be maintained on file, in the HR unit, with each delegated classification decision for monitoring/audit purposes;
The resident representative can delegate classification authority to country director, deputy resident representative or deputy country director. Delegation of authority should be done in writing and kept on file for audit purposes.

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 classification of the post. The effective date of classification is assigned only if the position number and budget are available

1	Step In the event that the requester is not satisfied with the response from the Legal Office to the request to review, and a request for a document remains denied in whole or in part, the requester may submit an appeal against this response from the Legal Office to the Information Disclosure Oversight Panel, providing reasons for the appeal. Requests for appeals should be directed to: Coordinator of the Information Disclosure Oversight Panel: Effectiveness Group, Bureau for Policy and Programme Support United Nations Development Programme 304 East 45th Street, FF-16th Floor New York, NY 10017 USA Email: IDPOversightPanel@undp.org	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
2	Step Every request for Appeal will be acknowledged. The Panel shall review the denial of requests to disclose a document or portion of a document as described in the appeal to a member of the public. The Panel will have the authority to make the final decision and will make its best efforts to do so within 45 calendar days of receipt of the appeal.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
3	Step The Panel will share its decision with the appellant, the UNDP Administrator and the relevant internal unit or office. If the Panel determines that the requested information will not be disclosed, its reasons will be provided to the appellant.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
4	Step Functions: The Panel’s primary function is to review appeals submitted to it, and to consider whether UNDP’s Information Disclosure Policy has been properly applied. Such consideration shall be guided by the principle of seeking amicable solutions in the context of the request and the parties who may be affected by the release of the information.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
5	Step The Panel may also review the implementation of the Policy, and recommend, as appropriate, more detailed mechanisms and procedures for the review of denied requests in light of operational and other changes within UNDP.	Responsible Party Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes
6	Step Membership. The Panel consists of three members who are independent to UNDP: one from a non-governmental organization; one from a foundation and one from a UN agency other than UNDP. The Chair of the Panel will be selected from amongst, and by, the Panel members.	Responsible Party , Information Disclosure Oversight Panel	Template/Guideline	Explanatory Notes Criteria for selection of Panel members. Members are selected through a competitive selection process on the basis of the following criteria: keen understanding of UNDP policies, structures, programmes and operations at Headquarters and Country Office levels; knowledge of programmes and operations of UNDP’s associated Funds and Programmes; knowledge of, and familiarity with, information disclosure and access to information policies; and proven ability to work with development partners. All members are appointed by the UNDP Administrator. Members serve for a term of three years, which may be extended for another term at the discretion of the Administrator. Appointments are made at the expiry of the term of a member any time during the course of the year or when a vacancy arises.

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

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

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

1	Step Set up project budget, including GMS budget component in Quantum, for each fund and donor combinations	Responsible Party	Template/Guideline GMS Calculator	Explanatory Notes Use the GMS Calculator to determine amounts for project programmable budget and GMS budget List of funds subject to GMS can be found here (taken from UN_GMS_FUNDS)
2	Step Set up GMS fee in Quantum Grants Module under Awards - MS fee collection method is pre-set to 'earn as you go' - Set up GMS fee at the Project / fund / donor levels - Ensure the correct GMS Rate is selected from the drop-down menu.	Responsible Party Office or Fund Managers	Template/Guideline Guidance Note on GMS Setup in Quantum	Explanatory Notes Ensure Distribution modality is communicated to GSSC through a UNALL case and is setup properly in Contracts Module
3	Step Monitor GMS fee set up	Responsible Party Office/Bureau	Template/Guideline	Explanatory Notes
4	Step Review GMS exception reports and take corrective actions	Responsible Party Office/Bureau	Template/Guideline GMS Exceptions - Power BI	Explanatory Notes Review and monitor the GMS exceptions – Power BI regularly and make necessary corrections.
5	Step Process daily/monthly GMS batch process	Responsible Party IMT/OFRM	Template/Guideline	Explanatory Notes Refer to monthly closing deadlines from OFM
6	Step Monitor GMS charged to projects and funds Monitor GMS Income	Responsible Party	Template/Guideline Review Ledger results until Quantum queries are made available. Refer to: Guidance Note on GMS Setup in Quantum	Explanatory Notes Corporate - Average GMS Rate Performance - Power BI

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Policy Areas

Management of UN Clinic

Step

Responsible Party

Template/Guideline

Explanatory Notes

Establishment of UN Clinic

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Following procedures should be followed for job classifications conducted at the country office level

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party