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Security

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

1
Step

Enrollment: 

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

Staff member

Template/Guideline

Life Insurance Application Form

​

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

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

Life Insurance Termination Waiver Form

Explanatory Notes

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

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

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

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

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

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

 

2
Step

Enrollment: 

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

OHR

Template/Guideline
Explanatory Notes

It is the responsibility of the staff member to ensure the correct mailing address is submitted. Incomplete or incorrect mailing addresses in 

 Quantum will result in misdirected mail or failure to receive important documents.
 

3
Step

Enrollment: 

Staff member records in the system are validated, contributions are computed and coverage is activated
Responsible Party

UN Health and Life Insurance Unit

Template/Guideline
Explanatory Notes

The UN Health and Insurance Unit administers the workflow of enrollment and reporting directly with the Insurance Company on behalf of UNDP

4
Step

Premiums: 

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

Staff member

Template/Guideline

Access to the Group Life Insurance Rate Stimulator

UN HLIS - Life insurance

Explanatory Notes

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

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

5
Step

Claims: 

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

UN Health and Life Insurance Unit

Template/Guideline

Life insurance Death Claim Checklist

Explanatory Notes

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

Facts Anterior

1
Step

Submission of the request for termination of appointment. 
Responsible Party

Bureau or Country Office

Template/Guideline
Explanatory Notes

2
Step

Review of the request. 
 

 

 
Responsible Party

OHR Business Partner and Legal Office

Template/Guideline
Explanatory Notes

Review by Legal Office required in all cases. 
 

 

3
Step

Approval of the request in section 1.0.
Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approve termination of appointment. 
 

 

4
Step

Implementation of the decision. 


 
Responsible Party

OHR Business Partner,

Staff member

Template/Guideline
Explanatory Notes

Notify staff member and prepare Request for Personnel Action.

Receive notification.

Calculation of indemnities.

Implement termination decision.
 

 

 

Select Implementing Partner

1.0
Step

Apply criteria to determine the appropriate implementing partner.
Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline
Explanatory Notes

Apply the criteria for selecting an implementing partner.

2.0
Step

Screen the selected implementing partner and complete any required capacity assessments instructed by the PCAT.

 
Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline

The PCAT tool is a macro excel file which contains macros. To complete the download of the PCAT, please follow the quick guide under the explanatory notes.

Partner Capacity Assessment Tool (PCAT)

Quick guide to downloading the Partner Capacity Assess Tool (1851)

Explanatory Notes

Partners’ capacities are assessed through the Partner Capacity Assessment Tool, which assesses the partner management and other capacities. The PCAT is completed for any implementing partner other than UN agencies. (Quick Guide to Downloading the PCAT).  
 
Financial capacities are assessed through the HACT micro-assessment if more than $150,000 is expected to be transferred in one year.
 

3.0
Step

Complete relevant sections of the project document and/or portfolio document once the implementing partner has been selected, including building in capacity development support to national partners as needed.
Responsible Party

Project Developer and/or Portfolio Developer

Template/Guideline
Explanatory Notes

Quality Assurance (Portfolios and Development Projects)

1.0
Step

Conduct a design stage portfolio or project QA Assessment, including identifying management actions to address any areas that need improvement.
Responsible Party

QA Assessor

Template/Guideline

Portfolio/Project QA Design and Appraisal User Guide (Quantum+)

Portfolio/Project QA Design Stage (Quantum+)

Evaluation Plan

Evaluation Plan Quality Assurance Checklist

Explanatory Notes

Portfolio/Project QA Design and Appraisal User Guide (Quantum+)

The QA Assessor is accountable for project assurance, which is independent of the portfolio or project manager. A UNDP programme or monitoring and evaluation officer typically holds the project assurance role on behalf of UNDP. For GEF- and GCF-financed projects, project assurance is undertaken as per the requirements of the vertical funds, and these services are covered by the fee provided by the vertical fund.
Programme officer and or the M&E focal point fill the Evaluation Resource Center’s evaluation plan upon approval of the Project Document by the LPAC

1.1
Step

Recommend a decision on whether and how resources should, or should not, be committed to the portfolio or project.
Responsible Party

Local project appraisal committee, reported by QA Assessor

Template/Guideline
Explanatory Notes

Decisions include:
• Approve
• Approve with modifications
• Disapprove

1.2
Step

Review portfolio or project QA Assessment, make adjustments as needed and approve.
Responsible Party
Template/Guideline
Explanatory Notes

2.0
Step

Conduct implementation stage portfolio or project QA Assessment every two years, including identifying management actions to address any areas that need improvement.
Responsible Party
Template/Guideline

Portfolio/Project QA - Implementation and Monitoring (Quantum+)

Explanatory Notes

Select Unit, Year, Portfolio or Project, Project No and Name, and “Create New Implementation and Monitoring Form”
 

2.1
Step

Review portfolio or project QA Assessment, make adjustments as needed and approve.
Responsible Party
Template/Guideline
Explanatory Notes

The QA Approver may consult others as appropriate.

2.2
Step

Determine one of three possible decisions for the project and take action accordingly.
Responsible Party

Programme Manager

Template/Guideline
Explanatory Notes

Decisions include:
• Continue
• Suspension
• Cancellation

3.0
Step

Conduct closure stage portfolio or project QA Assessment, and add summary comments and lessons learned as needed.
Responsible Party

QA Assessor

Template/Guideline

Portfolio/Project QA - Closure (Quantum +)

Explanatory Notes

Portfolio/Project QA - Closure User Guide (Quantum+)
 

3.1
Step

Review project QA Assessment, make adjustments as needed and approve. 
Responsible Party

QA Approver

Template/Guideline
Explanatory Notes

The QA Approver may consult others as appropriate.

Agreed Separation

1
Step

Submission of application.

 
Responsible Party

Staff Member, Country Office Management or OHR Business Partner

Template/Guideline

The application for the agreed termination

Country Office Submission

New Calculation

Due Process Tracking

Memo

Explanatory Notes

If eligibility criteria are met, the staff member should submit application through Head of Office/Unit to which he/she is assigned.

2
Step

Review of application.
Responsible Party

OHR Business Partner

Template/Guideline
Explanatory Notes

Consider the interests of UNDP and takes into account whether criteria are fullfilled:

  • Review summary prepared by OHR on staff members applying for agreed termination;
  • Determine in the case of recommendations for approval, the applicable terms and conditions as outlined in policy;
  • Ensure process followed took place in full and fair consideration of the staff member's applications;
  • Ensures staff members being selected meet the criteria of the current agreed termination agreements;
  • Seek any additional information from relevant Bureau/Units or Offices
  • Seek Bureau Endorsement
  • Make recommendation to the Assistant Administrator and Director of BMS.

3
Step

Authorize payment of additional termination indemnities.
Responsible Party

Director, OHR

Template/Guideline
Explanatory Notes

Authorizes payment of additional termination indemnities, in accordance with, and limited to the amounts included in the schedule provided in Annex I.

 

4
Step

Decision to terminate the appointment. 

 
Responsible Party

Assistant Administrator and Director, BMS

Template/Guideline
Explanatory Notes

Approves termination of appointment.

 

5
Step

Sign Certificate of No Contest (CNC)
 
Responsible Party

OHR Business Partner, Staff Member

Template/Guideline
Explanatory Notes

Prepare CNC.

Required to sign the Certificate of No Contest (CNC) within two weeks of receipt of notification of approval. 

If staff member does not respond within one month of the date of notification of approval or agreed termination, the proposed agreed termination will lapse, and UNDP will initiate termination of appointment as per the UN Staff Rules and Staff Regulations, Annex III for all approvals. 
 

6
Step

Implementation of approved cases. 
 
Responsible Party

OHR Business Partner,

Staff member

Template/Guideline
Explanatory Notes

For locally recruited staff, prepare Request for Personnel Action to Global Payroll Services. 

For International Professional & General Service staff based at Headquarters, prepare RPA to BES/GSSC 
 

Multiple Funding Lines for Positions

1
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

2
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​

3
Step

Include the direct project costs in programme project budgets
Responsible Party

Country Office Project Manager

Template/Guideline
Explanatory Notes

Project document. WLS results.

4
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
 

 

5
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

6
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

7
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.

Procurement and Inventory Management and Reporting

1
Step

Manage inventory of consumables and equipment.
Responsible Party
Template/Guideline
Explanatory Notes

Stock should be used on the basis of a first-in/first-out policy.

All information relating to the physical inventory of non-expendable equipment covered by the UN Clinic should be reported in Atlas under a separate heading called ‘Medical Equipment'.

2
Step

Donate consumable stock if applicable.
Responsible Party
Template/Guideline
Explanatory Notes

Medications within the last month before expiry may be donated, after approval of the UN Medical Director, to local health facilities for immediate use.  This donation is subject to UNDP rules and procedures and a record kept for audit purposes.

3
Step

Prepare inventory report for UNCT on a quarterly basis
Responsible Party
Template/Guideline
Explanatory Notes

A detailed inventory of all consumables and non-consumables must be prepared before placing the yearly order.

4
Step

Prepare procurement orders promptly when stock is being reviewed or as needed.
Responsible Party

,

UN Medical Services ( DHMOSH)

Template/Guideline
Explanatory Notes

Procurement of medical goods and supplies should be based on the United Nations Clinic Catalogue of Fleischhacker accessible through UNMSD.

Purchasing should be standardized as far as possible and done through bulk orders.  Genuinely unforeseen requirements, including supplies for new UN Clinics and items that cannot be stocked for long periods, can be requested from the vendor with the approval of the UN Medical Director on an ad hoc basis or can be procured locally, subject to UNDP rules and procedures.

5
Step

Clear procurement list.
Responsible Party
Template/Guideline
Explanatory Notes

Clearance must be based on the full epidemiological profile of the duty station.

Responsible Party: WHO Representative as Chair of the LIACMC

6
Step

Obtain agreement of UNCT on recommended procurement list.
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

7
Step

Approve procurement list.
Responsible Party

Resident Representative

Template/Guideline
Explanatory Notes

8
Step

Procure medical goods and supplies for UN Clinics against the Common Services project.
Responsible Party

CO

Template/Guideline
Explanatory Notes

Medical goods and supplies should be procured from one or a combination of the following sources:

1.  Reputable and approved local, regional, or international vendors, using use the existing LTA with UNDP;

2.  UNICEF where a local office exists in the same location;

3.  World Health Organization (WHO).

9
Step

Ensure funding is available for procurement, operation and  subsequent maintenance of non-medical equipment.
Responsible Party

CO

Template/Guideline
Explanatory Notes

10
Step

Procure non-medical equipment as needed.
Responsible Party

CO

Template/Guideline
Explanatory Notes

The UNDP Country Office directly procures non-medical equipment e.g. furniture, refrigerators, fans and any other non-medical items) subject to audit and accountability, rules, and procedures.

11
Step

Make payment for goods and services according to terms and conditions of procurement.
Responsible Party

CO

Template/Guideline
Explanatory Notes

Payments must be made with one of the following options:

1.  Bank transfers (most preferred option);

2.  Checks (least desirable option); or

3.  Agency Service Clearing Account via GLJE.

In either case, the following must be carefully observed:

1.  Bank Transfer: The UNDP Country Office must include all the banking details as provided on the invoice.

2.  Agency Service Clearing Account: The description field of the GLJE must refer to the invoice number indicated on the invoice and/or any other reference number.

3.  The GLJE must use the following chart fields: GL Account – 54015; Fund – 12000; and Donor – 00006.

12
Step

Prepare inventory control report(s).
Responsible Party

,

CO

Template/Guideline

Inventory Management

Explanatory Notes

Telecommuting

1
Step

Request telecommuting
Responsible Party

Staff member

Template/Guideline

Annex 1 – Telecommuting Connectivity Guidelines

Annex 2 – Telecommuting Agreement: Part 1 – Compact

Annex 2 – Telecommuting Agreement: Part 2 – Organizational Form

Annex 2 – Telecommuting Agreement: Part 3 – Confirmation

Annex 2 – Telecommuting Agreement: Part 4 – Manager’s Guidelines

Explanatory Notes

Telecommuting requests should be submitted in writing to the staff member’s immediate supervisor and head of office.

2
Step

Review of request for telecommuting
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The immediate supervisor and head of office review each request on a case-by-case basis, with particular concern for ensuring adequate staff coverage.

3
Step

Discussion within unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The unit/team meets to discuss set goals, work objectives and distribution of work.

4
Step

Approval
Responsible Party

Head of Office

Template/Guideline
Explanatory Notes

The head of office decides on requests for telecommuting.

5
Step

Communication of decision to staff member and unit/team
Responsible Party
Template/Guideline
Explanatory Notes

The staff member telecommuting must be made aware that, due to the exigencies of service, he/she may be requested to resume normal working arrangements;

Inform HR administrator.
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