| United Nations Development Programme

Step

Assess and budget annually support services required from UNDP HQ and country offices in each development project.

Responsible Party

Country Office Project Manager

Template/Guideline

Explanatory Notes

Step

Conduct the workload studies for the office

Responsible Party

Template/Guideline

Guidelines on UNDP Country Office Workload Survey

Guidelines on UNDP Country Office Workload Survey - French

Guidelines on UNDP Country Office Workload Survey - Spanish

Explanatory Notes

WLS template

Step

Include the direct project costs in programme project budgets

Responsible Party

Country Office Project Manager

Template/Guideline

Explanatory Notes

Project document. WLS results.

Step

Update the chartfield distribution of positions in Quantum HCM and position type in Quantum

Responsible Party

Country Office/Position Administrator

Template/Guideline

A guidance note for Atlas position type

Explanatory Notes

Based on WLS results

Guidance for Quantum will be available soon

Step

Create speed charts for staff entitlement expenses that are paid directly through Quantum Payables module (not paid through payroll HCM)

Responsible Party

Country Office Finance unit

Template/Guideline

Explanatory Notes

Based on WLS results

Step

Create speed charts for GOE (post-incumbency expenses such as rent, utilities, communications, supplies) in Quantum Payables module

Responsible Party

Country Office Finance unit

Template/Guideline

Explanatory Notes

Based on WLS results

Step

Revise position chartfield distribution if significant changes occur in service delivery

Revise development project budget to reflect the estimated position costs

Responsible Party

Template/Guideline

DPC implementation report

Explanatory Notes

Total number of positions that are co-funded from management and development funds are reported in DPC implementation report with respective proforma.

Step

Prepare/Review/Update Office/Unit/HQ NY Risk assessment

Responsible Party

BCP focal point

Template/Guideline

Risk Assessment Template

Explanatory Notes

- This includes Country Security Risk Assessment (SRM) prepared and approved by UN Security Management System in country.
- Risk Assessment should be annexed to the BCP.

Step

Prepare/Review/Update Office/Unit/HQ NY Business Impact Analysis (BIA)

Responsible Party

BCP focal point

Template/Guideline

Business Impact Analysis Template

Explanatory Notes

- Identify critical business functions and assess the impact from identified risks along with Recovery Time Objectives (RTO) of critical functions along with necessary ICT tools/equipment to continue these functions;
- Identify essential office/unit/bureau documents; keep hard and soft copies in off-site location/OneDrive;
- This is a collective exercise that is done in consultation with senior management;
- Assessment should be annexed to BCP.

Step

Prepare/review/update Office/Unit/Bureau BCP document

Responsible Party

BCP focal point

Template/Guideline

Business Continuity Planning (BCP) - All Templates

Disaster Recovery Plan Template

Explanatory Notes

- Based on the Risk Assessment and BIA, review/update existing BCP to ensure inclusion of most recent critical function and critical staffing list with alternates and their contact details;
- Pre-identify off-site location to ensure that in the event of an emergency, Office/Unit/Bureau can operate from the alternative site. Necessary power and ICT connectivity is essential including when/if working from home or from another agency office;
- ICT Disaster Recovery Plan is to be prepared.

Step

Share draft BCP with all supporting documents with BMS Directorate

Responsible Party

BCP focal point

Template/Guideline

Explanatory Notes

Via email

Step

BMS Directorate review and provide Office/Unit/Bureau any comments

Responsible Party

Template/Guideline

Explanatory Notes

Via email

Step

Approve/sign off BCP documents

Responsible Party

Head of Office/Unit/Bureau

Template/Guideline

Explanatory Notes

- All supporting documents are to be annexed to the BCP.

Step

Arrange for BCP Test

Responsible Party

Head of Office/Unit/Bureau

Template/Guideline

Business Continuity Management User Guide

Explanatory Notes

- BCP simulation exercise should test the viability of the identified critical functions and procedures in the way that they would be performed in a real crisis/critical incident;
- The test can be conducted to include Office/Unit/Bureau Crisis Management Plan, Business Continuity Plan, and/or ICT Disaster Recovery Plans (i.e. one or several components of the plan);
- Lessons learnt should be drawn from the exercise and the BCP should be modified as necessary.

Step

Upload signed BCP and BCP test report

Responsible Party

BCP focal point

Template/Guideline

BCM platform for internal use only

Explanatory Notes

1	Step Deliver Works	Responsible Party Supplier	Template/Guideline	Explanatory Notes Completion of Milestones/Works
2	Step Submit documentation for works completed	Responsible Party Supplier	Template/Guideline	Explanatory Notes Submit appropriate supporting documentation, such as a CP, Report, and Timesheet etc. for works completed, to supervisor (Project Manager / Requester).
3	Step Prepare the AP Invoice	Responsible Party Directly by the supplier through the Supplier Portal (preferred for transparency and efficiency of payment process) or indirectly via UNDP Finance Staff and managers	Template/Guideline	Explanatory Notes Submissions through the supplier portal are stored electronically. Finance staff are the custodians for the hard copies of the supporting documents. Finance staff / managers: Review the accuracy of the payment amount. Ensure that the payment modality is correct. Ensure that the Distribution and PPM chart field is correct. Confirm that payment has not already been paid. Verify supplier banking details. Ensure credit notes received will be offset against the amount paid. Ensure payments are entered into the system with the correct due date (term), so that payment can be scheduled in accordance with the agreed payment terms. In addition, for PO invoice, finance staff must: Ensure that the terms and conditions of payment are consistent with the PO or contract document; Verify, if the Project Manager (or his/her designate) has recorded satisfactory receipt of goods/services in Quantum (or confirm outside Quantum that services were delivered in case of travel payments) and attach to the invoice in Quantum, Bring any exceptions such as exceeding tolerance breaches, use of wrong account codes, currencies and accounting dates etc. to the attention of the approving manager who approved the PO. In addition, for non-PO Invoices, finance staff must: Verify that the request for non-PO payment is approved by the Project Manager (including where applicable, verifying of satisfactory receipt of goods/services); Verify if the payment does not require a PO (i.e. NIM/ DIM advances, advances to implementing UN Agencies, national utility payments, staff salary advances, etc.); Verify that the payment is in compliance with UNDP procedures; Obtain explanations for any exceptions from the Project Manager such as lack of a documented receipt, lack of adequate budget, lack of an expense authorization etc., and bring these to the attention of the Approving Manager, prior to his/her approval of the non-PO payment The invoice should be managed and stored in accordance with Records Management. Important dates for GMS computation in PPM and posting to GL - Non-PO Invoice: The date of the transaction shall be the invoice date (on the invoice header). If the supplier submits the invoice through the supplier portal, the invoice date defaults to the date that the supplier uploads the invoice, not to the date printed on the invoice. This is to ensure that payment due date is calculated appropriately. If the supplier sends the invoice to UNDP by post or by email, and a UNDP Finance User enters the invoice, the invoice date is defaulted by Quantum to today's date but should be manually changed to reflect the date printed on the supplier's invoice since Quantum derives accounting date, and all other dates, from the invoice date. Users should not adjust any date in Quantum other than the invoice date on the header when entering a transaction. The “accounting date” in Quantum is the basis for recording the transaction in UNDP’s ledgers and for recognising the expenditure for financial and donor reporting purposes. If the financial period of the invoice date is open, “accounting date” is the same as the invoice date; if the financial period is closed, “accounting date” is the first day of the earliest open financial period in Quantum. Expenditure should be recognised in the period it occurred or as close as possible if the earlier periods are closed. The “conversion date” is the date used to translate non-USD transactions to USD and is defaulted to the accounting date in the invoice header. The “budget date” is defaulted to the “accounting date” and should not be overwritten. The “expenditure item date” is defaulted to the accounting date Important note: when the transaction currency is in non-USD, the GMS amount is calculated on transaction currency (i.e. a local currency e.g., AFN) using the UNORE based on the "Expenditure Item Date".
4	Step Validate the invoice and initiate approval (optional for PO and Non-PO invoice, otherwise Quantum batch process will validate invoice and initiate approval every 4 hours beginning 6 am, NY time and again every other 4 hours)	Responsible Party Finance staff	Template/Guideline	Explanatory Notes The CO should review validation errors and fix them. Errors could arise from insufficient budget, budget period is not open, insufficient receipt or lack of receipt, wrong receipt line selected for matching, etc.
5	Step Correct errors related to inconsistent distribution combination and PPM chartfields and ensure all errors are corrected, validated and resubmitted for approval.	Responsible Party Finance Officer	Template/Guideline	Explanatory Notes
6	Step Approve AP PO Invoice PO Invoice is approved automatically once it is validated. If the amount excedes USD20,000 or equivalents, the PO Invoice requires 2nd approval by GSSC .	Responsible Party	Template/Guideline	Explanatory Notes Ensure that the details match the PO; Check the following agree to the PO Invoice: Goods received note (GRN) attached, Invoice information such as amount, currency, date supplier must be correct and consistent with the supplier invoice.
7	Step Approve non-PO Invoice CO needs to approve all Non-PO Invoices. If the amount exceeds USD5,000 or equivalent, the non-PO Invoice requires 2nd approval by GSSC.	Responsible Party CO approvers and GSSC approvers	Template/Guideline	Explanatory Notes Confirm that supporting documents are attached, correct dates including Expenditure Item dates are correctly stated, correct Paygroup and payment method are selected.
8	Step Follow up with relevant staff in the procurement office or with the project manager to ensure future due diligence when the error is on the supplier information.	Responsible Party Finance staff	Template/Guideline	Explanatory Notes
9	Step Follow up with suppliers on failures on their part, and return the goods and invoices, as required	Responsible Party	Template/Guideline	Explanatory Notes
10	Step File the signed and the approved AP invoice together with all supporting documentation	Responsible Party Finance staff	Template/Guideline	Explanatory Notes The following documents are mandatory and the hard copies must be attached as supporting documentation to the AP invoice: For PO voucher: Signed and authorized PO; Signed and authorized Receipt of Goods; Supplier invoice. For Non-PO voucher: For small value payments and for utilities provided by a Government – a receipt document is not required, but goods and services must be received before raising an AP invoice; However supporting documents such as requests for payment signed by the Project Manager and suppliers invoices must be attached. Agency services – Agency Service Request form duly signed and authorized by the appropriate agency official for Non-Quantum Agency payments; prepayments to Responsible Party –, FACE forms duly signed and authorized by the appropriate Responsible Party's official; Letter of Agreement (LOA) or Responsible Party Agreement(RPA), Low Value grant – LVG agreement, Request for payment or invoice from the grantee for subsequent payments after the first.

Step

Service Level Agreement signed between UNDP and the Agency.

Responsible Party

Template/Guideline

UNDP Service Level Agreement (SLA) template

Explanatory Notes

Repository of Agency Agreements

Step

Submit written and authorized service request.

Responsible Party

UN Agency

Template/Guideline

Authorized Agency Signatories List

Explanatory Notes

Refer to last page of Annex II for the payment request form template.

Step

a) Provision of standard Services to Agencies as per UPL such as processing payments, conducting procurement process.

b) Provision of ad hoc Services to agencies as per SLA signed or LPL.

Responsible Party

COs and HQ units

Template/Guideline

Explanatory Notes

Refer to the relevant POPP policies on Procurement, Expense management and Human Resources management.

Step

Determine the type of services (standard, ad-hoc, global or common services) and applicable fees based on UPL/LPL.

Responsible Party

COs and HQ units

Template/Guideline

POPP policy and procedure: UN Agency Services

Universal or Local Price List - UPL or LPL

Explanatory Notes

Step

Prepare service bills to UN agencies and apply service revenue.

Responsible Party

COs and HQ units

Template/Guideline

POPP policy and procedure: Service Clearing Account (SCA): Charging, Billing and Fee Collection

Explanatory Notes

Service fees will be generated and accounted for based on UPL and LPL in the UN Agencies Portal from which accounting entries will flow to the GL.

Step

Prepare monthly SCA reports and provide to agencies.

Responsible Party

GSSC SCA Team

Template/Guideline

SCA Monthly Reports

Explanatory Notes

GSSC SCA team uploads monthly SCA reports in the agencies site

Step

Completion of Semi-annual 12a reconciliation.

Responsible Party

UN Agency

Template/Guideline

12a Reconciliation Reports

Explanatory Notes

GSSC SCA team uploads 12a reports in the agencies site.

Step

Monitor application of service revenue by COs.

Responsible Party

Template/Guideline

Explanatory Notes

Step

Monitor and resolve the SCA rejections.

Responsible Party

COs and HQ units

Template/Guideline

SCA Dashboard

Explanatory Notes

UNDP COs/HQ units liaise directly with the UN agency for resolution.

1	Step Identify staff whose service to projects could be charged better via UPL/LPL rather than multiple position COA	Responsible Party	Template/Guideline	Explanatory Notes Conduct WLS
2	Step Update position type and position COA where project support services are provided	Responsible Party	Template/Guideline Guidance note for Atlas position type	Explanatory Notes Positions 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
3	Step Estimate support services required for projects	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Use average monthly payments for similar sized project Template/Guideline: Procurement, Recruitment, Travel, Asset retirement plan etc.
4	Step Estimate cost of support services using UPL and LPL for projects	Responsible Party Country Office Project Manager	Template/Guideline Office of Financial Resources Management - UPL	Explanatory Notes
5	Step Include the estimated support services in project budget	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Budget revisions
6	Step Submit written, authorized service request	Responsible Party Project Manager	Template/Guideline	Explanatory Notes
7	Step Service is carried out, recorded and reported to development projects	Responsible Party	Template/Guideline	Explanatory Notes
8	Step Prepare 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 User Guide on DES (DPC) Entries In Quantum User guide on DPC account codes How to perform invoice adjustment on processed PO invoice. (service-now.com) How to adjust Distribution information (or COA) and Project Segment in NON-PO Invoices (service-now.com)	Explanatory Notes The 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).
9	Step Review 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 Guidance on DPC Exception Report	Explanatory Notes DPC account codes should be used to recover service costs from projects Template/Guideline: DPC exception reports; Refer to the year-end closing guidelines
10	Step Review 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

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.

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.

Step

Review results of assessment conducted.

Responsible Party

Office

Template/Guideline

HACT Annexes A-D

Explanatory Notes

In consultation with programme and operations team to consider additional variables in the assurance planning process.

See Annex D for the roles and responsibilities in implementing the HACT framework.

Step

Develop Assurance activity plan for Partners.

Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

The coverage, type and frequency of assurance activities is guided by the overall risk rating associated with the Partner, as determined through the micro assessment.
See Table 2 for UNDP specific guidelines assurance activities required for each Partner based on Partner risk rating.

Step

Approve Assurance activity plan.

Responsible Party

Office

Template/Guideline

HACT Annexes A-D

Explanatory Notes

The final assurance activity plan must be approved by the Head of Office or his/her designate.
See Annex A for additional UNDP specific guidance on the conduct of spot checks. See Annex B for additional guidance on financial audits.

Step

Solicit third party service provider for planned assurance activities.

Responsible Party

Office

Template/Guideline

HACT Long Term Agreements (LTA)

Explanatory Notes

Offices are encouraged to use the service providers engaged through the HACT Long Term Agreements (LTAs).

Step

Upload results of assurance activity conducted.

Responsible Party

Office

Template/Guideline

Explanatory Notes

Results of Partner Assurance Activities shall be reviewed by Head of Office or his/her designate and remedial actions shall be discussed with the Partner.

The reports of assurance activities should be uploaded in the HACT Platform. Issues highlighted in the report including the action plan needs to be documented in the HACT Platform.

Step

Conduct review of implementation of Assurance Plan.

Responsible Party

Office

Template/Guideline

Explanatory Notes

Offices are required to monitor the findings identified and necessary action plan should be documented in the HACT Platform. To ensure that the risk does not materialize the action plan should be executed and identified findings promptly closed in the HACT Platform. The execution of the action plan is the responsibility of the Office.

The action plan needs to be communicated and agreed with the Partner.

Step

Follow up of findings of periodic on-site reviews (spot checks) and special and scheduled audits.

Responsible Party

Office

Template/Guideline

HACT Tables

Explanatory Notes

See Table 4 for triggers prompting review of Partner Adjusted Risk Rating arising from spot checks.
See Table 5 on triggers prompting a change of Partner risk rating arising from scheduled audits.

Step

Prepare and send letter to bank to open Zero Balance Account (ZBA). Request appropriate payment and reporting mechanisms for the account and ensure that all mechanisms are functioning after account is opened

Responsible Party

Treasurer,Cash Manager and treasury System Analyst

Template/Guideline

Explanatory Notes

Ensure timely reporting through Online Banking Platforms, Positive Pay (for Bank America) daily bank statement import to Quantum, Fed Wire and ACH payment ability

Step

Country Office uses the Zero Balance account to fund local currency needs by self –replenishment and make supplier/staff payments. Replenishments and supplier/staff payments are done by checks or Electronic Funds Transfer (EFT). Country offices should use HQ bank accounts not ZBA to receive contributions and reimbursements from other UN Agencies and staff.

Responsible Party

Template/Guideline

Explanatory Notes

All payments from the ZBA must be created and approved in Quantum before they are sent out to supplier/staff. All receipts to ZBA must be booked in Quantum within one business day. Tardy booking of ZBA transactions will delay and complicate ZBA bank reconciliation

Step

ZBA’s will have intraday net debit or credit balances. Where there is a net debit balance, the balance at the end of the day is brought to zero by a transfer from the ZBA Master Account to the ZBA. Where a ZBA has a net credit balance at the end of the day, this credit balance is transferred to the Master Account to bring the ZBA balance to zero. These end-of-day transfers are automatically done by the bank holding the Master ZBA and accounted for by Quantum after the bank statements are uploaded into Quantum. Uploads are normally done one business day after the transaction date recorded by the bank.

Responsible Party

Template/Guideline

Explanatory Notes

Timely bank reconciliations will identify errors and anomalies

Step

The Master ZBA is funded daily by Treasury to ensure that sufficient funds are available to offset daily total net disbursements by country offices. Country offices must inform Treasury of any payment for USD 500,000(or Euro equivalent) or more from their ZBA in order to prevent an overdraft in the Master ZBA.

Responsible Party

Template/Guideline

Explanatory Notes

Close daily monitoring of the disbursement trend from Master ZBA is necessary. Senior Treasury Associates must also be aware of periods of increased expenditures - for example, the final quarter of the year

Step

Develop Procurement Risk Assessment (PRA), based on project concept note

Keep as a risk log to be regularly monitored and updated

Responsible Party

Head of Programme and Operations Manager

Template/Guideline

Explanatory Notes

Ensure both Programme and Operations are aware of procurement challenges
The form of the PRA should be appropriate to the scale and nature of the project.
Assessment questions include, among others:

Do we know how to procure what the project needs for its successful delivery?
Is there a clear understanding of the procurement process and the particular need of this project?
Do we have the capacity (resources and ability) to procure what the project needs for its successful delivery?
What key risks can we identify from our answers to the previous questions?
What steps must we take to minimize the likelihood of the identified risks occurring and/or to minimize the damage caused should the identified risks occur?

Step

Approve a procurement plan

Responsible Party

Template/Guideline

Quantum

Explanatory Notes

Procurement plans are required for “standard or complex business needs”, a Head of BU has to approve all procurement plans by monitoring requisite report in QUANTUM. All procurement plans (Project and Operations) are established at the activity level in projects in Quantum. Consolidated plans can be viewed and analyzed in Quantum by running the applicable reports.

Step

Categorize the project as having “Complex Business Needs”

Responsible Party

Business Unit Head

Template/Guideline

Explanatory Notes

Projects with "Complex Business Needs" are defined as being those that meet one or more of the following conditions:

Total project budget is above US$1 million (or their equivalent in the local currency of the programme country);
Procurement accounts for more than 60% of the total project budget;
The Business Unit's senior management considers the project to be of primary significance to its overall performance, in the current and/or subsequent years; and/or
The nature of the project requires procurement activities that the BU does not have prior experience in, and requires significant quantities of any of the following “high risk” categories:

i. Drugs & Pharmaceuticals

ii. Security Services

iii. Laboratory Equipment & Medical Supplies

iv. Medical kits (when specialized)

v. Contraceptives

vi. Elections Equipment

vii. Consultancy Firm Services

viii. Permanent Structures

ix. Construction Services

x. Technical Studies (when they are highly specialized and could impact downstream work).

Step

Inform PSU of project details

Responsible Party

Business Unit Head

Template/Guideline

Explanatory Notes

Projects categorized as having Complex Business Needs require more rigorous procurement planning. In some instances it may be advisable for the Business Unit to contact the Office of Pocurement (OP) to obtain necessary assistance.

Step

Provide guidance to BU

Responsible Party

Office of Procurement/Bureau for Management Services

Template/Guideline

Explanatory Notes

Step

Develop a detailed risk mitigation plan for all individual projects in this category using the Risk Assessment Matrix.

Responsible Party

Programme Manager,

Operations Manager

Template/Guideline

The risk assessment matrix is a tool, developed alongside the policies and the procedures that will allow the risks of a specific project to be identified. The template will be linked to the POPP screen for the initial rollout.

Risk Assessment Matrix

Explanatory Notes

In particular the matrix has been designed to highlight:
- The specific risk that has been identified;
- The consequences of that risk occurring;
- The impact that the risk would have on the performance of the BU;
- The likelihood of the risk occurring;
- The sensitivity of the project to the risk; and
- Proposed solutions for mitigating the likelihood of the risk occurring, and/or the impact the risk would have should it occur.

Step

Ensure the implementation of mitigation plans.

Responsible Party

Business Unit Head

Template/Guideline

Explanatory Notes

Step

Prepare a Procurement Plan using corporate web-based planning tool.

Responsible Party

Programme/DRR/Operations Manager/ Head of Procurement

Template/Guideline

Quantum

Explanatory Notes

In particular, Programmes should define key procurement requirements, while Operations should determine appropriate procurement methods.

Use the web-based planning tool for this step.

Step

Review Procurement Risk Matrix and Procurement Plan

Responsible Party

Business Unit Head

Template/Guideline

Explanatory Notes

Step

Based on CO needs, provide guidance to the CO

Responsible Party

Office of Procurement/Bureau for Management Services

Template/Guideline

Explanatory Notes

Step

Approve project for submission to Commitment Control (if necessary steps have been taken to comply with policy and procurement needs have been satisfactorily addressed).

Responsible Party

Head of BU

Template/Guideline

Explanatory Notes

Use Finance Module of Quantum.
Regular updates of procurement plans may be necessary when:
1. New funds for the same project are received and programmed;
2. Budget revisions have to be made; or
3. Change or re-alignment of project activities are needed.

Step

Ensure that the BU’s “Consolidated Procurement Plan” shall be updated whenever new projects are approved, and/or when the procurement plans for already approved projects are modified.

Responsible Party

DRR/OM/Head of Procurement

Template/Guideline

Quantum

Explanatory Notes

The online tool provides real time access and updates.

Step

Hold programme / operations joint meetings on a regular basis as appropriate to monitor risks by going through questions of the Procurement Risk Assessment

Responsible Party

Head of BU

Template/Guideline

Explanatory Notes

For high-risk procurement

Step

Contact the Office of Procurement for advice and guidance

Responsible Party

Head of BU

Template/Guideline

Explanatory Notes

BUs are encouraged to inform the Office of Procurement when projects are categorized as “Complex Business Needs.”

Step

Provide tailored support

Responsible Party

PSU/BMS

Template/Guideline

Explanatory Notes

Step

Review of Procurement Forecasting and Delivery for all projects categorized as “Complex Business Needs”.

Responsible Party

Head of Programme and Operations Manager

Template/Guideline

Explanatory Notes

Office of Procurement /Bureau for Management Services codify case studies to enhance knowledge management on righ-risk and/or high volume procurement.

1	Step Initiate discussions with Partner Entity on NRLA.	Responsible Party Requesting Bureau or Office	Template/Guideline Model Non-Reimbursable Loan Agreement (English) Model Non-Reimbursable Loan Agreement (French) Model Non-Reimbursable Loan Agreement (Spanish)	Explanatory Notes Discussions should be based on NRLA template.
2	Step Secure agreement from Partner entity in accordance with paragraph 19 (c).	Responsible Party Requesting Bureau or Office	Template/Guideline	Explanatory Notes
3	Step Certify that the proposal does not involve financial liability for UNDP.	Responsible Party Requesting Bureau or Office	Template/Guideline	Explanatory Notes
4	Step If any changes to the NRLA template are made secure review and clearance by LO.	Responsible Party Requesting Bureau or Office	Template/Guideline	Explanatory Notes
5	Step Inform BERA’s Partnership Group of NRLA.	Responsible Party Requesting Bureau or Office	Template/Guideline	Explanatory Notes
6	Step Calculate the value of the services offered on the basis of the salary element of the pro-forma cost for the grade and obtain account codes from OFM.	Responsible Party	Template/Guideline	Explanatory Notes Use pro forma costs as indication. Where the ToRs do not indicate an equivalent grade for the services offered, the pro forma cost for a staff member at the P4 step 5 can be used. The income from cost recovery is used to fund UNDP’s institutional costs in line with approved budget processes. Income from cost recovery should be recorded under the following COA: Operating Unit :H18 Account:54010 Fund:11820 Dept ID:11006
7	Step Consult Security Office.	Responsible Party Requesting Bureau or Office	Template/Guideline	Explanatory Notes Necessary if NRLA is being considered in a non-family duty station.
8	Step Fill out conflict of interest form and consult Ethics Office if necessary.	Responsible Party Requesting Bureau or Office	Template/Guideline New Personnel Conflict of Interest Declaration Form	Explanatory Notes
9	Step Sign NRLA MOA.	Responsible Party Requesting Bureau or Office	Template/Guideline	Explanatory Notes
10	Step Address request for NRLA to Director, OHR.	Responsible Party Director of Requesting Bureau/Requesting Bureau Management	Template/Guideline	Explanatory Notes Request to include information on services to be performed and draft ToRs, and where known partner entities were approached collectively, a selection strategy.
11	Step Assist in selection procedure, if and when required, and approve candidate.	Responsible Party OHR	Template/Guideline	Explanatory Notes
12	Step Assist in obtaining clearances and visas necessary to assignment.	Responsible Party	Template/Guideline	Explanatory Notes BMS will assist in obtaining visa clearances in New York.
13	Step Raise RPA.	Responsible Party OHR	Template/Guideline	Explanatory Notes Request GSSC to register candidate so that non-staff individuals serving with UNDP can be accounted for.
14	Step Register candidate in Quantum	Responsible Party	Template/Guideline	Explanatory Notes Candidate to be registered in Atlas in a non-pay group as a Person of Interest (POI).

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Policy Areas

Multiple Funding Lines for Positions

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

Business Continuity Planning

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

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Responsible Party

Template/Guideline

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Accounts Payable

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Responsible Party

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Responsible Party

Template/Guideline

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Responsible Party

Template/Guideline

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Responsible Party

Template/Guideline

Explanatory Notes