| United Nations Development Programme

Step

Communications & Consultation

Responsible Party

Risk Owner

Template/Guideline

Explanatory Notes

Include key stakeholders in risk identification and risk analysis process. Communicate UNDP risk profile to EG through annual reporting cycle.

Step

Scope, context and criteria

Responsible Party

Risk Committee

Template/Guideline

Risk Committee TORs

Explanatory Notes

Step

Risk Assessment:

Identification of Risks

Risk Analysis

Evaluation of Risk

Responsible Party

Risk Committee

Template/Guideline

Corporate Risk Register (Quantum+)

Explanatory Notes

Identify major risks (both threats & opportunities) at corporate level affecting UNDP, twice a year at a minimum.

Review and analyze the overall UNDP risk profile and present to Risk Committee.

Evaluate each risk in the Corporate Risk Register to define the risks that require priority treatment based on UNDP’s risk acceptance in order to meet its objectives in the SP and avoid harm.

Step

Risk Treatment

Responsible Party

Risk Committee

Template/Guideline

Corporate Risk Register (Quantum+)

Explanatory Notes

Escalate the risks from HQ units & all Bureaux for Risk Committee consideration to make decisions on escalated corporate risks (prioritize them and specific actions to be taken).

Step

Risk Monitoring & Review

Responsible Party

Risk Owner

Template/Guideline

Corporate Risk Register (Quantum+)

Explanatory Notes

Document the decisions taken by Risk Committee in the Corporate Risk Log, and monitor and update it regularly.

Step

Risk Recording and Reporting

Responsible Party

Risk Committee

Template/Guideline

Corporate Risk Register (Quantum+)

Explanatory Notes

Records Risks in the ERM risk Register and Report the overall risk profile of UNDP; Prepare a bi-annual report to the EG, based on a strategic analysis of UNDP's overall risk landscape.

1	Step Product Design	Responsible Party Issuing Office	Template/Guideline Knowledge Product Production Guidelines	Explanatory Notes The issuing office identifies the need and elaborates the necessary details (intended impact, target audience, budget, roll out plans, etc.) to guarantee that the knowledge product is clearly justified, targeted and impactful. These details will be submitted in Form 1 of the online assessment as per step 1.1 of these procedures. For further information on knowledge product types, life cycle steps, production processes, and quality assurance standards, please see the Knowledge Product Production Guidelines.
1.1	Step Submit Product Details (Online)	Responsible Party	Template/Guideline Step 1 of the online assessment	Explanatory Notes The focal point submits the new publication for approval. The focal point inputs in the online quality assurance form the justification for the product, the audience, the budget and other product details. See form sample.
1.2	Step Approve product design	Responsible Party	Template/Guideline	Explanatory Notes After the submission of Step 1 by the Focal Point, an email soliciting the approval of the new knowledge product is sent to the Approver. The Approver follows the link on the email to the online form and approve the knowledge product details or rejects it. If it is approved, the knowledge product can then be completed by the Issuing Office. If the form is rejected, the workflow resumes from step 1.1., where the Knowledge Product Focal Point will review and address the Approver’s comments.
2.0	Step Produce the knowledge product	Responsible Party Issuing Office	Template/Guideline	Explanatory Notes Following the approval of the knowledge product and its details, the issuing office can proceed to produce the product. All products, once finalized in draft, should be subject to critical review. The product’s type determines the nature of the review, the composition of the reviewers and whether an external review is called for.
2.1	Step Assess quality standards (online)	Responsible Party	Template/Guideline Step 2 of the online assessment	Explanatory Notes Clearing a knowledge product for publication is to certify that the product meets the quality standards set at Step 2 of the online quality assurance forms. This step is completed on the Knowledge Products Quality Assessment site.
2.2	Step Clearance for publication	Responsible Party	Template/Guideline Step 2 of the online assessment	Explanatory Notes Following the inputs submitted by the Focal Point on the online quality assurance forms, the Approver receives an email notification soliciting the clearance of the form. The email notification will lead to an online form for final certification that the product meets the quality assurance. The Approver can either “approve” or “reject” the details in the forms. If the submission is cleared, it will be uploaded first internally (step 3) and subsequently issued on www.undp.org (and any of the appropriate regional and country sub sites) If the form is rejected, the workflow resumes at step 2.1 of these procedures. The Knowledge Product Focal Point then reviews the Approver’s comments and corrects the issue.
3.0	Step Upload the knowledge product	Responsible Party	Template/Guideline Step 3 of the online quality assurance	Explanatory Notes Following the Approver's clearance of the knowledge product, the Focal Point will complete “Step 3” of the online quality assurance form. This step is to guarantee that the product details, clearance process, and product itself are documented and uploaded for storage and audit purposes.
3.1	Step Publish the knowledge product	Responsible Party	Template/Guideline	Explanatory Notes The KM Team (knowledge@undp.org) assists the Issuing Offices and Knowledge Product Focal Points in publishing quality approved knowledge products on UNDP’s public site.
3.2	Step Roll out the product	Responsible Party Issuing Office	Template/Guideline	Explanatory Notes The issuing office will continue to communicate and roll out plans as indicated in the product’s strategy and details.
4.0	Step Track product’s performance and impact	Responsible Party Knowledge Product Focal Point and Issuing Office	Template/Guideline Knowledge Product Report on Power BI	Explanatory Notes Track and Monitor the impact of the knowledge product. Consult the Knowledge Product Report (Power BI) User Guide.

1	Step Request to close the bank account. Account with no activity for 6 months needs to be reviewed for closure or provide the explanation to Treasury to keep the account open.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
2	Step Provide current B2B, and last 3-month bank statements, clear all outstanding B2B issues, move the fund out of bank account and make available balance zero.	Responsible Party RR/Business Unit Head	Template/Guideline	Explanatory Notes
3	Step Review bank account closing request.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
4	Step Review B2B report, provide clearance to close the account.	Responsible Party Chief, CFRA	Template/Guideline	Explanatory Notes
5	Step Approve bank account closing request.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
6	Step Arrange for preparation of the official letter to close the bank account if the request is approved.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes
7	Step Send Official Letter to close bank account to bank.	Responsible Party	Template/Guideline	Explanatory Notes
8	Step Obtain and provide in bank’s letterhead the confirmation that the account has been closed at bank.	Responsible Party Bank,	Template/Guideline	Explanatory Notes
9	Step Close the bank account in Quantum.	Responsible Party Treasurer	Template/Guideline	Explanatory Notes

Step

Before starting health procurement services for a government, Business Units (BU) (e.g. COs, RBx, GPSD-Health) should be aware of the UNDP QA Policy for health products and inform the partners of the need to comply with the Policy. The BU should seek guidance from the QA team to ensure that the health products to be supplied will comply with the requirements of the UNDP QA Policy for health products.

Responsible Party

CO Director and Programme Manager,

RBx,

GPSD-Health

Template/Guideline

Explanatory Notes

Quality Assurance Policy should be implemented by all business units doing health procurement (e.g., COs, RBxs, GPSD-Health).

Introductory and regular trainings of UNDP staff involved in health procurement activities in COs, RBx and in Copenhagen will be conducted by UNDP QA team to ensure full understanding and implementation of the Quality Assurance Policy.

Step

If the procurement strategy defined is to do health procurement using the global procurement architecture, the COs/RBx engages the services of GPSD-Health. In this case, the GPSD-Health must engage the services of the QA Team as outlined in 4 below

Responsible Party

CO or RBx Procurement team,

GPSD-Health

Template/Guideline

Explanatory Notes

GPSD-Health will ensure the SOPs are regularly updated on QA aspects in close collaboration with the UNDP QA Team and shared with CO procurement colleagues and UNDP QA team will guide them to implement the QA aspects.

The UNDP QA team will review and clear all new procurement processes, based on category and related risks involved, in line with the QA policy and will validate new suppliers and conduct assessment of the manufacturing site and the product as required by the QA policy.

Step

In case local procurement is justified, the BU must engage the services of the QA Team as per step 4. The QA Team should be engaged before the procurement starts to facilitate smooth QA process.

Responsible Party

CO,

RBx,

UNDP QA Team

Template/Guideline

Explanatory Notes

The project implementation should be carried out in close collaboration with UNDP QA CO.

Step

QA services in a procurement process: The UNDP QA Team must be involved to review the list of products to be supplied, develop technical TORs (including review of technical specifications), in developing the QA criteria used in solicitation documents to select the products and sources, in evaluating technical offers received and to approve the products and sources before contracts are awarded.

Responsible Party

UNDP QA Team

Template/Guideline

Explanatory Notes

UNDP QA Team will follow relevant SOPs to ensure the Technical TORs of the solicitation documents include the technical and regulatory requirements and that the products to be procures comply (technical and regulatory) with UNDP QA Policy.

Step

All business units should maintain a record of the health’ products supplied to governments/partners (key documents: POs, delivery notes, certificate of analysis, and batch numbers) and details of suppliers to justify the sources selected with National Regulatory Authorities and to facilitate recalls, handling quality alerts or quality complaint.

Responsible Party

CO/RBx Procurement teams GPSD-Health team,

GPSD-Health team

Template/Guideline

Explanatory Notes

All business units doing health procurement should keep files with all documents related to:
1. Products supplied (POs, delivery notes, certificate of analysis, and batch numbers).
2. Suppliers – regulatory certificates/approvals, contact details, supplier master file etc.

Step

Quality Control (QC) activities (testing of samples) are part of the general QA policy.
All QC activities initiated at CO level must be managed in accordance with the “Guidance for UNDP Country Offices on Health Products Quality Assurance in the Supply Chain”.

Any non-compliant QC results (Out of Specifications = OOS) should be reviewed under the supervision of the UNDP QA team.

Responsible Party

CO/RBx Procurement teams,

UNDP QA Team,

GFPHST PSM Country focal points

Template/Guideline

Explanatory Notes

The second template for this step, “SOP on QC testing of health products” is forthcoming.

COs should share with UNDP QA team any non-conformed results found through Quality Control testing and follow the instructions on how to interpret these results.

Step

Any quality complaints, quality alerts, recalls should be reported to UNDP QA Team. Each case will be reviewed, and relevant instructions and guidance will be provided by UNDP QA Team to BU doing health procurement (e.g. COs, RBx, GPSD-Health).

Responsible Party

Procuring entity e,g, GPSD-Health, CO, RBs,

Suppliers UNDP QA Team

Template/Guideline

Explanatory Notes

All quality-related complaints should be carefully treated since it may lead to a risk of reputational damage. The role of the CO is to collect information and to transfer it immediately to the UNDP QA team and to follow the instructions given by the UNDP QA team to handle the case (communication with national counterparts, with suppliers, with media).

Step

Submission of an Annual Quality Assurance Report to the Associate Administrator.

Responsible Party

UNDP QA Team

Template/Guideline

Explanatory Notes

In the UNDP QA Policy, it is agreed BPPS/HHG will submit an annual Quality Assurance Report to the Associate Administrator with copy to Regional Bureaux, Bureau of Management Services, and the Office of Audit and Investigations.

1.0

Step

Designate a Programme Officer to manage the engagement facility.

Responsible Party

Template/Guideline

Quantum Project Creation Process Overview

Review Selecting the Delivery instrument:

RBM Guidance on selecting the delivery instrument

Explanatory Notes

Consider using the RBM Guidance to assist on selecting the best delivery instrument for the initiative.

2.0

Step

Establish a project ID in Quantum, and select engagement facility as the project type.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

The project ID can remain open for the duration of the country programme unless closed in accordance with step 6.0.

3.0

Step

Prepare a multi-year workplan, identify financial resources for activities and update the workplan as new activities are foreseen.

Responsible Party

UNDP Programme Officer

Template/Guideline

Multi-year workplan template

RBM guidance on Annual Planning

Explanatory Notes

Consider using the RBM Guidance to assist with steps in developing the workplan.

3.1

Step

Ensure that all anticipated programmatic and operational costs, including development effectiveness and implementation support arrangements are identified, fully costed in the budget.

Responsible Party

UNDP Programme Officer

Template/Guideline

A budget template is available here

A detailed list of components to be budgeted is available here

Explanatory Notes

The requirements for developing a project budget are outlined in Prepare Fully Costed Budgets for Projects.

4.0

Step

Approve the multi-year workplan, committing resources.

Responsible Party

Template/Guideline

Explanatory Notes

See notes 1, 2, 3 and 4.

Note 1: (a) Core resources are allocated to the country office through an ASL. Unspent core resources do not roll forward to the next year. The following COA for the ASL resources used for the Engagement Facility should be used to set up the allocation in the project budget:

Year: current year

Fund: 04400

OP Unit: CO code

Impl. Agent: 001981 (UNDP)

Donor: 00012

(b) The fund code (04xxx) for core resource allocations from regional and global windows will be provided by the issuing office.

Note 2: Non-core resource contributions to the engagement facility are cash controlled. The recording of income is done as follows:

(a) For transfers of unutilized cost-sharing balances, the following applies:

Offices are to ensure that corresponding cost-sharing projects are financially closed, and there are no outstanding financial obligations or commitments;
Offices are to secure the concurrence of all relevant donors to redeploy these funds to the engagement facility;
The transfers are done with a general ledger journal entry based on the following entries:

Line	Account	Fund	Project	Oper.	Dept.	Amount	Comment
1	51035	As per cost-sharing project fund	Cost-sharing project	CO	CO	Specify	DEBIT to cost-sharing project(s) to transfer funds to engagement facility
2	51035	As per the funding source	EF project	CO	CO	Specify	CREDIT to engagement facility project from cost-sharing project(s)

(b): When the country office mobilizes government or third-party cost sharing contributions for the engagement facility, upon receipt of the contribution, offices are to apply the contribution to the Engagement Facility through the Document Management System (DMS).

Note 3: UNDP's cost recovery policy on management of non-core resources and general management support charges apply to government and third-party contributions, and transfers from the 11888 account.

Note 4: The facility can receive funds from a variety of core and non-core resources noted above. Once income is recorded in the engagement facility, however, it cannot be considered fungible, and thus is not eligible for transfer for other purposes.

5.0

Step

Report results achieved in the Results-Oriented Analysis Report and annual reviews of the country programme.

Responsible Party

Template/Guideline

RBM guidance on Reporting

Explanatory Notes

Consider using the RBM Guidance to assist with report design, writing and template.

6.0

Step

Close the Engagement Facility when it is no longer needed.

Responsible Party

UNDP Programme Officer

Template/Guideline

Explanatory Notes

The Engagement Facility should be closed in Quantum when it is no longer needed. At least once during the programme period, all Engagement Facilities should be reviewed to see if closure is needed. See Close and Transition.

1.0	Step Integrated Programme Assessment Committee reviews the programme's draft theory of change.	Responsible Party Regional Bureau Director	Template/Guideline RBM guidance on the Theory of Change	Explanatory Notes This should take place when the draft theory of change is robust enough for a meaningful review and before the programme priorities are finalized in order for the priorities to be informed by the knowledge and lessons tabled during the IPAC. Consider using the RBM Guidance to assist with the design and use of the Theory of Change.
2.0	Step Programme Appraisal Committee of CPD/RPD quality.	Responsible Party Regional Bureau Director	Template/Guideline Programme Quality Assurance (QA) Assessment Template Regional Programme Quality Assurance (QA) Assessment Template	Explanatory Notes The programme appraisal committee ensures the programme meets UNDP's quality standards for programme and reviews the office's capacity to implement the proposed programme.
3.0	Step Submit the programme (CPD or RPD) to the Executive Board for approval.	Responsible Party	Template/Guideline New Country Programme Clearance Form RMT Country Programme Performance Summary	Explanatory Notes Programme documents are submitted through the Executive Board Secretariat for onward submission to the Executive Board for approval. All required documentation, including evidence that the CPD meets UNDP quality standards, must be submitted with the documents that will be posted to the Executive Board. Documents to be submitted for clearance (RBx -> BPPS/Quality and Impact Hub -> EB Secretariat) Signed Clearance Sheet Final draft CPD and RRF (one document, max 6000 words including footnotes) Evaluation Plan (as separate file) Signed RMT table UN Cooperation Framework for posting on EB website Government endorsement(s). In the case of Multi-Country Programmes, the endorsement of all relevant governments is required. Written endorsement of alignment by Resident Coordinator ICPE or Country Programme Performance Summary
4.0	Step Endorsement of the programme by the executing partner (typically the programme country government).	Responsible Party	Template/Guideline Country Programme Action Plan Template Cooperation Framework Legal Annex Cooperation Framework 2019 Guidance	Explanatory Notes UNDP's CPD is considered part of the United Nations Sustainable Development Cooperation Framework. It represents UNDP's contribution to the Cooperation Framework. The CPD must be co-designed with national partners; the final draft must be endorsed by the executing partner of the programme (typically the national government). Once the Cooperation Framework is agreed, it is signed by the government and all UN entities.This establishes the government's execution of the programme. The Resident Coordinator sends the signed Cooperation Framework to all partners and to the chair of the UNSDG. The completed Cooperation Frameworks are posted on the UNSDG website. If a Cooperation Framework cannot be prepared, a country programme action plan is prepared and signed.

Step

Communications & Consultation

Responsible Party

Risk Owner

Template/Guideline

Explanatory Notes

Include key stakeholders in risk identification and risk analysis process. Communicate & consult with relevant parties of the Bureau and the Office at all stages of RM processes and update them at regular/planned intervals.

Step

Scope, context and criteria

Responsible Party

Bureau Director

Template/Guideline

Project Document Template

Portfolio Document Template

Unit Risk Register (Quantum+)

Explanatory Notes

Integrated in Regional Programme Document; Global Programme Document; Bureau IWP; Office IWP.

Step

Risk Assessment:

Identification of Risks

Risk Analysis

Evaluation of Risk

Responsible Party

Bureau Director

Template/Guideline

Unit Risk Register (Quantum+)

Explanatory Notes

In consultation with relevant stakeholders, identify major risks for the overall objectives across COs in the region, Central Bureaux or the Office level, and track in respective IWPs (Risk Register), during programme design and twice a year at a minimum during implementation.

Analyze likelihood and impact of programme/unit risks by applying the ERM Criteria Model and record in Risk Register.

Evaluate each risk in the Programme/Unit Risk Register specific to Regional/Central Bureaus to define which risks require priority treatment based on the Bureau & Office’s risk acceptance in order to meet the Programme objectives and avoid harm.

Step

Risk Treatment

Responsible Party

Bureau Director/ Designate

Template/Guideline

Unit Risk Register (Quantum+)

Explanatory Notes

Respond to the COs & Units' escalated risks; Escalate the risks that cannot be adequately addressed by Central/Regional Bureaux, and the Offices to the Risk Committee.

Step

Risk Monitoring & Review

Responsible Party

Risk Owner

Template/Guideline

Unit Risk Register (Quantum+)

Explanatory Notes

Monitor risks at the frequency that is best fit for the risk and complexity of the Programme/Unit. Update Risk Register on bi-annual basis at a minimum. For RBx, ensure risk management being conducted in COs across the region.

Step

Risk Recording and Reporting

Responsible Party

Bureau Director/ Designate

Template/Guideline

Unit Risk Register (Quantum+)

Explanatory Notes

Records Risks in the ERM risk register and Report the Bureau and the Offices' major risks bi-annually in IWP and annually in ROAR.

1.0	Step Appraise the quality of the project in the local project appraisal committee.	Responsible Party	Template/Guideline Project QA - Design and Appraisal (Quantum+) Social and Environmental Standards - see procedures	Explanatory Notes Project QA Design and Appraisal User Guide (Quantum+) Local project appraisal committee terms of reference. For projects where UNDP serves as the managing agent for a CBPF, see the Country Specific Operational Manual for the CBPF.
2.0	Step Update and approve the final quality assurance report in the Corporate Planning System.	Responsible Party	Template/Guideline Project QA Design and Appraisal User Guide (Quantum+)	Explanatory Notes Project QA Design and Appraisal User Guide (Quantum+)
2.1 VERT	Step Delegation of authority letter from the UNDP BPPS Vertical Fund Executive Coordinator to the Resident Representative.	Responsible Party UNDP BPPS Vertical Fund Executive Coordinator	Template/Guideline Delegation of Authority (DOA) Agreement for GEF projects – GEF TF LDCF SCCF NPIF – Master Template Delegation of Authority (DOA) Agreement for GCF Funding Proposals – Master Template Delegation of Authority (DOA) Master Template for Adaptation Fund Fully Developed Proposals Delegation of Authority (DOA) and Initiation Plan for GEF Project Preparation Grants - template [automated] Delegation of Authority (DOA) Agreement for GCF Project Preparation Facility (PPF) Grants - template Delegation of Authority (DOA) template for Adaptation Fund Project Formulation Grants (PFG)	Explanatory Notes For GEF Project Preparation Grant (PPG) projects, the signed PPG Delegation of Authority (DOA), including the annexed PPG Total Budget Workplan, constitutes the equivalent of the corporate Project Initiation Plan for the PPG phase, serving as the formal authorization for initiating PPG activities. The same process is followed for Adaptation Fund Project Formulation Grant (PFG) projects. Note that additional quality assurance and oversight must be provided by BPPS for GEF, GCF and AF projects as outlined in the RACI. For AF, please follow the GEF RACI: GEF RACI (Responsible, Accountable, Consulted and Informed) for NIM projects GCF RACI (Responsible, Accountable, Consulted and Informed) for NIM projects
3.0	Step Approve and sign the project document.	Responsible Party Programme manager/Resident Representative, Government development coordination authority (as applicable), Implementing partner	Template/Guideline	Explanatory Notes The agreement of the government development coordination authority can be acknowledged by any of the acceptable methods as agreed with government, including an exchange of letters or minutes of the LPAC.
4.0 ALT	Step Approve and sign the initiation plan.	Responsible Party Programme Manager/ Resident Representative	Template/Guideline	Explanatory Notes Evidence that the government agrees to the initiation plan is required through meeting minutes, an exchange of letters or emails, or a signature on the initiation plan document.
5.0	Step Apply the Output Markers and activate the project in Quantum	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes The multi-year workplan should be ‘mirrored’ in Quantum, so that there is a clear correspondence between the outputs and activities identified in the workplan, and the outputs and activities established in the system. Once the project has been approved by the local project appraisal committee, its proposal should be ‘awarded’ in Atlas. After the project ID is generated, multi-year budgets clearly indicating the responsible parties, funding sources, and planned budget amounts as per the annual workplan must be finalized. Each output under the project ID must also be linked to a relevant country programme outcome.
5.1 ALT	Step Ensure the project is linked to the relevant portfolio in Quantum, if relevant.	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes This will enable joint project management, assurance and reporting features in Quantum and the corporate planning system.
6.0	Step Sign contribution agreements with donors or memorandum of understanding for joint programme, as relevant.	Responsible Party or staff with delegated authority	Template/Guideline Contribution Agreement Templates UNSDG Memorandum of Understanding for Joint Programmes	Explanatory Notes
7.0	Step Initiate the project.	Responsible Party UNDP Programme Officer	Template/Guideline	Explanatory Notes Agrees on project manager's responsibilities, as well as the responsibilities of other key members of the project management team. Delegates any project assurance function as appropriate. Reviews the progress report for the initiation stage (if an initiation plan was approved). Reviews and appraises detailed project plans, including the multi-year workplan and Quantum reports covering activity definition, an updated risk log and the monitoring schedule plan. Shares annual reports and relevant information on achievement of the outcomes with the programme board and outcome group.
OPT	Step Advance authorization	Responsible Party	Template/Guideline Advance Authorization Cover Page	Explanatory Notes

1.0	Step Designate a UNDP staff member to manage the development services (account manager).	Responsible Party	Template/Guideline Selecting the delivery instrument	Explanatory Notes Selecting the best delivery instrument for the initiative.
2.0	Step Prepare a development services agreement, including two annexes (multi-year work plan, schedule of payments) and assess risks.	Responsible Party Development services account manager	Template/Guideline Development Services Agreement Operational Handbook for OCHA CBPFs	Explanatory Notes Assessing risks includes the SESP, where applicable. See policy on Social and Environmental Standards.
3.0	Step Approve the agreement.	Responsible Party	Template/Guideline	Explanatory Notes
4.0	Step Establish a project ID in Quantum, and select development services as the project type.	Responsible Party Development services account manager	Template/Guideline Quantum Project Creation Process Overview	Explanatory Notes Note: Resources mobilized from partners should be credited using the Fund Code 32050. These are cash-controlled and cannot be transferred for other purposes.
5.0	Step Report results achieved in the Results-Oriented Analysis Report and in annual reviews of the country programme.	Responsible Party	Template/Guideline RBM guidance on Reporting	Explanatory Notes Consider using the RBM Guidance to assist with report design, writing and template.
6	Step Once development services have been delivered, prepare the final report and set status to closed in Quantum.	Responsible Party Development services account manager	Template/Guideline	Explanatory Notes

Step

Inform management of staff members reaching Mandatory age of separation (MAS) .

Responsible Party

GSSC and Local HR focal points

Template/Guideline

Explanatory Notes

GSSC 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.

Step

Filling upcoming vacancies.

Responsible Party

Bureau/CO management

Template/Guideline

Explanatory Notes

Bureau/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.

Step

Obtaining an extension.

Responsible Party

Business Partner

Template/Guideline

Explanatory Notes

Organizational 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.

Step

Review of the extension.

Responsible Party

Business Partners/Bureau Director/Director, OHR

Template/Guideline

Explanatory Notes

Any justification determined to have merit by the Business Partner and endorsed by the Bureau Director will be sent to the Director, OHR, for review.

Step

Confirmation of budget availability.

Responsible Party

Template/Guideline

Explanatory Notes

Upon 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.

Step

Extraordinary circumstances.

Responsible Party

Template/Guideline

Explanatory Notes

In 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.

Step

Approval of extension. Beyond MAS

Responsible Party

Template/Guideline

Explanatory Notes

Refer to paras. 12 and 13 of the policy

Subscribe to

Policy Areas

Managing Corporate Risk

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

Knowledge Product Production and Quality Assurance

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Closing a Bank Account in a Regular Operating Environment

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes