English
Locations
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1 |
StepInform management of staff members reaching Mandatory age of separation (MAS) . |
Responsible PartyGSSC and Local HR focal points |
Template/Guideline |
Explanatory NotesGSSC identifies and informs management and Business Partners of staff members who will be reaching MAS several months in advance. Country Offices HR Associates have the ability to run these reports in Quantum and to bring these instances to the attention of Bureau/CO management. |
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2 |
StepFilling upcoming vacancies. |
Responsible PartyBureau/CO management |
Template/Guideline |
Explanatory NotesBureau/CO management is required to take the necessary steps to fill the upcoming vacancy, including the preparation of updated Terms of Reference, ensuring job classification, announcement of vacancy, conducting selection process, and completing an Exit (handover) Note. Advice in all aspects of the process is available from the Business Partners. |
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3 |
StepObtaining an extension. |
Responsible PartyBusiness Partner |
Template/Guideline |
Explanatory NotesOrganizational units wishing to obtain an extension should first approach their Business Partner three months prior to the staff member reaching MAS, who will review the justification and context as per the Policy and make, in most cases, an initial determination on suitability. |
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4 |
StepReview of the extension. |
Responsible PartyBusiness Partners/Bureau Director/Director, OHR |
Template/Guideline |
Explanatory NotesAny justification determined to have merit by the Business Partner and endorsed by the Bureau Director will be sent to the Director, OHR, for review. |
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5 |
StepConfirmation of budget availability. |
Responsible Party
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Template/Guideline |
Explanatory NotesUpon confirmation of the budget availability, a decision for an extension up to six months may be approved. Any case beyond six months cannot be considered unless the direst of consequences to organization and staff members are present. |
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6 |
StepExtraordinary circumstances. |
Responsible Party
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Template/Guideline |
Explanatory NotesIn such an extraordinary circumstance, the HR Director will refer the case, along with his or her assessment, to the Director, Bureau of Management Services (BMS), for an exception to be granted by the Associate Administrator. |
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7 |
StepApproval of extension. Beyond MAS |
Responsible Party |
Template/Guideline |
Explanatory NotesRefer to paras. 12 and 13 of the policy |
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1 |
StepForm the Rebuttal Panel |
Responsible PartyHuman Resources Management |
Template/Guideline |
Explanatory Notes |
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2 |
StepSubmit a formal rebuttal request, in writing, with a copy to the respective HR Business Partner or HR focal point in the office |
Responsible PartySupervisee |
Template/Guideline |
Explanatory NotesA rebuttal request should be summited to hq.rebuttal@undp.org within 15 working days of the final decision by the TMC being communicated to the supervisee. Requests submitted after the deadline without a reason that is in the opinion of the Chair of the Rebuttal Panel compelling will not be accepted. The Rebuttal Request should include: |
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3 |
StepRefer the request to the Rebuttal Panel for review |
Responsible PartySecretary of the Rebuttal Panel in OHR |
Template/Guideline |
Explanatory Notes |
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4 |
StepAssign members of the review team for each rebuttal case |
Responsible PartyChair of the Panel |
Template/Guideline |
Explanatory Notes |
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5 |
StepReview the case and present findings in a report |
Responsible Party
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Template/Guideline |
Explanatory NotesThe review panel will be supported by the consultant, as specified in the Terms of Reference. This will allow to ensure shorter timelines for processing rebuttal cases. |
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6 |
StepReview the recommendation of the review team and sign-off |
Responsible PartyChair of the Panel |
Template/Guideline |
Explanatory NotesThe final decision is captured in the Rebuttal Panel Report signed-off by the Chair. |
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7 |
StepInform the supervisee, the supervisor, and the Head of the Office |
Responsible PartySecretary of the Rebuttal Panel in OHR |
Template/Guideline |
Explanatory Notes |
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8 |
StepImplement the decision of the Rebuttal Panel |
Responsible PartySupervisor and/or Supervisee, as needed |
Template/Guideline |
Explanatory Notes |
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1 |
StepSubmit a request for an increase in delegated procurement authority to the respective Regional Chief Procurement Officer (COs) or CPO (HQ units) |
Responsible PartyResident Representatives, heads of bureaux and out posted headquarters units |
Template/Guideline |
Explanatory NotesA detailed procurement plan should cover the duration of the proposed increase. |
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2 |
StepReview the request. |
Responsible PartyProcurement Oversight Unit in consultation with the Procurement Support Unit, Regional Bureau and other relevant offices |
Template/Guideline |
Explanatory NotesRequests 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. |
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3 |
StepMake recommendations to the Regional CPO or CPO as applicable. |
Responsible Party |
Template/Guideline |
Explanatory NotesRecommendations should be based on collective views on the assessment. |
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4 |
StepIssue a final decision. |
Responsible PartyRegional CPO or CPO as applicable |
Template/Guideline |
Explanatory NotesThe 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. |
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1 |
StepAuthorize clinic services and supplies as a distinct activity in the Common Services project in the same manner as other common/shared services. |
Responsible Party
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Template/Guideline |
Explanatory NotesTotal 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. |
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1 |
StepStaff member is assigned to a duty station with a hardship classification B to E. |
Responsible PartyBES/JPOSC HR Focal point |
Template/Guideline |
Explanatory NotesHardship 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. |
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1 |
StepIdentify staff whose service to projects could be charged better via UPL/LPL rather than multiple position COA |
Responsible Party |
Template/Guideline |
Explanatory NotesConduct WLS |
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2 |
StepUpdate position type and position COA where project support services are provided |
Responsible Party |
Template/Guideline |
Explanatory NotesPositions that provide UPL/LPL based services to projects could be partially funded from XB or a stand-alone project Template/Guideline: Refer to IWP, Resources Section, Positions on how to plan positions by major cost classifications Guidance for Quantum will be available soon |
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3 |
StepEstimate support services required for projects |
Responsible PartyProject Manager |
Template/Guideline |
Explanatory NotesUse average monthly payments for similar sized project Template/Guideline: Procurement, Recruitment, Travel, Asset retirement plan etc. |
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4 |
StepEstimate cost of support services using UPL and LPL for projects |
Responsible PartyCountry Office Project Manager |
Template/Guideline |
Explanatory Notes |
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5 |
StepInclude the estimated support services in project budget |
Responsible PartyProject Manager |
Template/Guideline |
Explanatory NotesBudget revisions |
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6 |
StepSubmit written, authorized service request |
Responsible PartyProject Manager |
Template/Guideline |
Explanatory Notes |
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7 |
StepService is carried out, recorded and reported to development projects |
Responsible Party |
Template/Guideline |
Explanatory Notes |
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8 |
StepPrepare service bills to projects and recover the service costs via: (1) Zero Dollar Invoice (ZDI) for initial entries (2) Use original Invoice to make correcting entries |
Responsible Party |
Template/Guideline |
Explanatory NotesThe service fee should be credited either to XB or a stand-alone project or other chartfields based on staff funding source (refer to step 2 above). |
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9 |
StepReview monthly DPC exception reports and correct incorrect entries attributing project services Ensure that all DPC exceptions are cleared at the year-end. |
Responsible Party |
Template/Guideline |
Explanatory NotesDPC account codes should be used to recover service costs from projects Template/Guideline: DPC exception reports; Refer to the year-end closing guidelines |
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10 |
StepReview annual recovery of UPL/LPL based services from projects and establish annual average support services for projects depending on their implementation |
Responsible Party |
Template/Guideline |
Explanatory Notes |
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1 |
StepDiscuss modifications to the annual goals |
Responsible Party
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Template/Guideline |
Explanatory NotesPeriodic performance check-ins and the mid-term review should provide a forum for discussions about potential modifications to the annual goals. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on goal modifications. |
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2 |
StepRecord modifications in the annual goals in the Quantum PMD Module |
Responsible Party
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Template/Guideline |
Explanatory Notes |
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3 |
StepApprove modifications in the annual goals and provide justification in the Quantum PMD module |
Responsible Party
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Template/Guideline |
Explanatory NotesSupervisor can decide on modifications but has the obligation to inform the staff member. |
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1 |
StepStaff member is assigned to a non-family duty station. |
Responsible PartyBES/JPOSC HR Focal point |
Template/Guideline |
Explanatory NotesNon-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. |
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1 |
StepEstablish direct billing arrangement |
Responsible PartyResident Representative, Human Resources Management, UN Insurance Unit, MIP Administrator, UN Medical Services ( DHMOSH) |
Template/Guideline |
Explanatory NotesResponsible parties are: RR and third party MIP administrator in consultation with OHR, UNMSD and UN Insurance Unit |
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2 |
StepPre-certification for medical treatment at UN Clinic |
Responsible Party
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Template/Guideline |
Explanatory Notes |
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3 |
StepCharge insurance for medical services received at UN Clinics |
Responsible PartyMIP Administrator |
Template/Guideline |
Explanatory NotesThe 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.
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4 |
StepPay co-payment or out of pocket portion for medical services received at UN Clinic |
Responsible PartyStaff member |
Template/Guideline |
Explanatory Notes |
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5 |
StepCertification of co-payment bills |
Responsible Party
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Template/Guideline |
Explanatory NotesThe 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. |
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1 |
StepUN Certificates (UNC) |
Responsible Party |
Template/Guideline |
Explanatory Notes |
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2 |
StepCertify form PT.64 in accordance with the traveller’s contract with UNDP and forward to UN TTS/DOS. |
Responsible PartyCertifying Officer |
Template/Guideline |
Explanatory Notes |
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3 |
StepIssue UNC and forward to UNDP Travel Service Section for delivery to the applicant. |
Responsible Party |
Template/Guideline |
Explanatory NotesThe UNDP Visa & Passport Desk at HQ in New York UNDP will deliver the UNC to the UNDP Mail Room for dispatch by pouch |
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4 |
StepReturn UNC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization. |
Responsible PartyUNC holder |
Template/Guideline |
Explanatory NotesCreate a case through the Operations service icon in UNall Service Portal prior to returning the document. |