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Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)

1.a.
Step

Estimate annual minimum contributions from host government

 
Responsible Party

CO Regional Bureaux

Template/Guideline
Explanatory Notes

Refer to an illustrative computation template in paragraph 11 of the policy

 

Support will be provided by OFM and Regional Bureau.

 

1.b.
Step

Perform biennial updates in income status for the programme countries

 
Responsible Party
Template/Guideline
Explanatory Notes

Biennial updates in income status for the programme countries can be found here.
 

2.
Step

Inform and negotiate annual contributions with host government 

 
Responsible Party

CO Regional Bureaux

Template/Guideline
Explanatory Notes

A letter from UNDP Resident Representative to the host government.

 

Annual contributions from host governments are normally made through exchange of letters based on SBAA.


But some countries have signed agreements for their annual contribution to local offices. These agreements are available from UNDP HQ: RBx, LSO and OFM.
 

3.
Step

Submit a request via UNALL to create a master contract  for expected contribution
 
Create annual contract for host government contribution
 
Responsible Party

CO,
Template/Guideline
Explanatory Notes

Cash payments from host governments are applied to the respective year’s master contract.

 

4.
Step

Receive contributions and submit a request through UNALL.
 
Send “Thank you” letters to host governments.

 
Responsible Party
Template/Guideline
Explanatory Notes

COA
High-MIC and NCC fund – 11303
Account  51016 – current year and arrears
 
Prepaid for multi-year
Fund 11303
Account 51017
 

(to be reversed in the subsequent years to 51016 by GSSU upon CO request)
 

5.
Step

Apply cash payments  to a revenue event
 
Responsible Party
Template/Guideline
Explanatory Notes

6.
Step

Report annually to UNDP stakeholders and UNDP Executive Board
 
Responsible Party
Template/Guideline
Explanatory Notes

UNDP financial statements, The United Nations Board of  Auditors


The Documents for The Executive Board sessions, Annual review of Financial Situation, table 4

 

7.
Step

Report to UNDP Executive Board through Integrated Budget
 
Responsible Party
Template/Guideline
Explanatory Notes

Integrated budget documents

 

Procurement Authority and Increased Delegated Procurement Authority

1
Step

Submit a request for an increase in delegated procurement authority to the respective Regional Chief Procurement Officer (COs) or CPO (HQ units)
Responsible Party

Resident Representatives, heads of bureaux and out posted headquarters units

Template/Guideline

Request for Increased Delegation of Procurement Authority (IDPA)

Explanatory Notes

A detailed procurement plan should cover the duration of the proposed increase.​

2
Step

Review the request.
Responsible Party

Procurement Oversight Unit in consultation with the Procurement Support Unit, Regional Bureau and other relevant offices

Template/Guideline
Explanatory Notes

Requests 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.
 
For requests up to US $700,000 and US $1.5 million, an in-depth assessment will be conducted covering additional aspects such as strategic procurement plan, market positioning and analysis, supply chain and preparedness capacity and CAP capacity. RCPO in consultation with the Regional Bureau Director may request an on-site procurement capacity assessment mission prior to any recommendation for on-site review of practices, systems and resources that support procurement. ​​

3
Step

Make recommendations to the Regional CPO or CPO as applicable.
Responsible Party
Template/Guideline
Explanatory Notes

Recommendations should be based on collective views on the assessment.​

4
Step

Issue a final decision.
Responsible Party

Regional CPO or CPO as applicable

Template/Guideline
Explanatory Notes

The 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.

Closing a Bank Account in a Regular Operating Environment

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

Harassment Informal Complaint Procedure

1
Step

Initiate informal dispute resolution.
Responsible Party
Template/Guideline
Explanatory Notes


An informal dispute resolution process can provide UNDP Personnel with the opportunity to resolve any complaints or grievances in an open, honest, non-threatening, and non-contentious manner. The informal options available to UNDP Personnel include: 

a) Approaching the alleged offender (self-initiated discussion); 
b) Support by a colleague/manager; or 
c) Consulting the Office of the Ombudsman for professional, impartial and confidential advice as to how to resolve the issue informally, including via mediation

 

1.1
Step

Approach alleged offender (self-initiated discussion).
Responsible Party
Template/Guideline
Explanatory Notes

A member of UNDP Personnel may not understand that he/she is being offensive and, if asked, may stop or alter his/her behaviour. UNDP Personnel who feel that they are being subject to any type of prohibited conduct are encouraged, where necessary, to inform the alleged offender, at the earliest point in time, that his/her conduct is unwelcome and request that such conduct cease.

1.2
Step

Seek support from a colleague/manager.
Responsible Party
Template/Guideline
Explanatory Notes

UNDP personnel, including the affected person may request a colleague/manager to be present at a meeting with the alleged offender to let her/him know that his/her conduct is unwelcome and request that such conduct cease.

1.3
Step

Consult the Office of the Ombudsman.
Responsible Party
Template/Guideline
Explanatory Notes

(i)The Office of the Ombudsman plays an important role when it comes to workplace related problems. UNDP Personnel may consult the Office if they feel harassed, and/or have witnessed an incident of harassment.  The services of the Office include listening and conflict coaching, identification and evaluation of options, facilitation of dialogue and mediation. The Office is a safe, confidential and informal place for the affected to express their concerns, and examine the various options in the dispute resolution process. The Office provides support within the informal process, informs on the procedures foreseen in the formal grievance process and makes appropriate referrals where necessary.

1.4
Step

Seek third-party neutral intervention.
Responsible Party
Template/Guideline
Explanatory Notes

Send an email to: ombudsmediation@fpombudsman.org

Third-party neutral intervention, particularly mediation, is a process whereby a third-party neutral with no stake in the outcome helps the parties whose lives are affected by a problem make decisions themselves that are mutually acceptable and which may resolve the problem. Mediation can also help prevent a recurrence of situations that cause conflict.

 

 

2.0
Step

Review progress with informal process and initiate formal process.
Responsible Party
Template/Guideline
Explanatory Notes

If the affected person is not satisfied with the results of the informal process or if they wish to pursue the formal process immediately, they may submit a formal complaint to OAI at any time.

3.0
Step

Consult the Ethics Office.
Responsible Party
Template/Guideline
Explanatory Notes

Send an email to:ethicsoffice@undp.org

UNDP Personnel may contact the Ethics Office for confidential advice and guidance on their options.

Annual Planning (Projects)

1.0
Step

Review multi-year workplan for annual planning.
Responsible Party

Project Manager

Template/Guideline

Multi-Year Work Plan

RBM guidance on Annual Planning

Explanatory Notes

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

2.0
Step

Prepare procurement and HR plans
 
Responsible Party

Project Manager

Template/Guideline

Quantum

Explanatory Notes

Procurement plans are required for “standard or complex business needs”, the 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.
 

Preparation of new policies (including identification of retiring policies and translation)

1
Step

Consider whether intended content is appropriate for prescriptive content (policy), or other forms of content (technical guidance, position papers, etc.)
Responsible Party

Content Owner

Template/Guideline

Managing prescriptive content: UNDP working definitions

Explanatory Notes

See the definitions of different kinds of content

2
Step

Check whether there is similar content, and consider whether this is revision of an existing policy (policies) or a completely new policy.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

For the amendment of existing policies, please see procedure on “Amendment of Existing Policies” below.

3
Step

Consult with other offices and BMS/Directorate to ensure consistency in formulating a policy and identify paragraphs in relevant policies that should be refined, and policies to be retired.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

4
Step

Draft a policy and corresponding procedures (content).
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

5
Step

Solicit comments through internal professional networks and groups as appropriate.
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes


 

​

6
Step

Submit the new content to the Organizational Performance Group (OPG) for review and approval.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Ensure the content is principle-based and as brief as possible.
Any details and technical guidance should be captured in the procedures table.

7
Step

(Once approved) Arrange translation into Spanish and French
Responsible Party

Content Owner

Template/Guideline
Explanatory Notes

Subject to resource availability. Legal templates or documents, which require to be signed by third parties will be prioritized.

8
Step

Determine whether the content has to be password protected only when required from security perspective.
Responsible Party

Director, Bureau for Management Services

Template/Guideline
Explanatory Notes

In principle, all POPP content should be public, except for security reasons such as ICT security and physical security.

9
Step

Submit the content for publication.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

Provide a summary of the update for the “Latest updates” section of the policy page and for the “What’s new” page. For guidance, please contact BMS/Directorate.

10
Step

Publish the content.
Responsible Party

BMS/Directorate POPP Focal Point for Content Owning Bureau

Template/Guideline
Explanatory Notes

11
Step

Regularly communicate the new content to country offices.
Responsible Party

Content Owning Bureau

Template/Guideline
Explanatory Notes

BERA to support as required.

Claim - Reimbursement for the Issuance of a National Passport

1
Step

Submit a travel claim in UNall/ Quantum for Reimbursement of Expenses” with the relevant receipted bills.
 
Responsible Party

Staff member

Template/Guideline
Explanatory Notes

Local staff required to travel outside of the country on official business travel 

Reimbursable costs include passport application fee, photographs and birth certificate 
 

Selection Procedures for Candidate Pool Positions

1
Step

Establishment of an Annual Rotation Catalogue of vacancies
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes
  • Based on the established tour of duty for rotational positions (as guided by the ICSC hardship classification of duty station and relevant UNDP policies), OHR/BMS in consultation with the Regional Bureaux, will establish an Annual Rotation Catalogue of positions.
  • OHR/BMS facilitates update of post profiles of confirmed vacancies by the respective Regional Bureaux.
  • Director OHR/BMS informs staff members who are due to rotate during the year and whose positions will thus be advertised as part of the Annual Rotation Exercise.
  • Bureau Director request OHR/BMS to review position classifications if needed.

2
Step
Vacancy Announcement and Application Process 
Responsible Party

OHR/BMS Staff

Template/Guideline

Mobility Policy

Explanatory Notes
  • Vacancies in the Catalogue will be advertised for 3 weeks among the members of the Candidate Pools.
  • Interested and eligible candidates will be invited to express their interest in up to 25% of vacancies in the Catalogue (maximum 6 positions).
  • To be eligible to apply, candidates should be members of the relevant Candidate Pools (members of the RR pool can apply to DRR positions)
In considering their applications, candidates must take into account the following:
  • In line with the objective of building a strong senior management cadre of staff able to effectively serve in various UNDP offices, countries and development/humanitarian environments, candidates, over the course of their career, will be encouraged to apply for and serve in positions in:
    • countries of different types (e.g. middle-income countries, countries in special development situation, etc.);
    • duty stations with different hardship levels (A, B, C, D, E);
    • countries in different regions.
  • In their applications, candidates will be required to indicate the order of preference of the positions they are applying for. They will also have the option to indicate their willingness to be assigned to any available positions in the Catalogue.
  • Staff members who are currently serving in the positions included in the Catalogue may apply for other rotational positions, or any other positions available in the Organization that they are suitable for. The selection processes for the latter will be undertaken outside of the ARE.  

3
Step
Review of Applications and development of shortlists
Responsible Party

OHR/BMS Bureau management

Template/Guideline

Mobility Policy

Explanatory Notes
The shortlisting of the applicants and establishment of a list of shortlisted candidates for each position will be carved out by corporate shortlisting panels to be established for this purpose by OHR/BMS. Shortlisting will be conducted based on the criteria established for the selection exercise.
  • To ensure corporate approach, corporate shortlisting panels will include a designated representative of the 'hiring Bureau', 1-2 designated representatives of other Bureaux and 1 representative from OHR/BMS. All Bureau representatives should be at D1 level and above for RR positions, and P5 level and above for DRR and other positions. OHR/BMS representative should be at the P5 level and above.
  • Upon the closure of the application period, OHR/BMS will compile the lists of applicants for all positions and provide relevant documentation and information to the panel members.

4
Step
Presentation of the shortlists  
Responsible Party

OHR/BMS

Template/Guideline

Mobility Policy

Explanatory Notes
  • Based on the results of the corporate shortlisting panels, OHR/BMS will prepare the Annual Rotation Exercise (ARE) documentation packages and submit them to the respective Corporate Selection Committees.
  • The documentation package will include, among others:
  • ranked shortlists with the comments of the shortlisting panels;
  • lists of all candidates who applied for each of the positions;
  • summary profiles of the candidates.
    		•

    5
    Step
    Selection recommendations 
    Responsible Party

    Corporate Selection Committees

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    The Corporate Selection Committees will review the shortlists and recommend selections to be submitted to the Administrator (for the RR positions) and to the Associate Administrator (for the DRR positions) for approval.

    6
    Step
    Selection decision 
    Responsible Party

    The Administrator,
    Template/Guideline

    Mobility Policy

    Explanatory Notes
    The Administrator and Associate Administrator will review and decide on the recommendations. Some recommendations may require re-consideration, in which case the respective Corporate Selection Committee will be convened again.

    7
    Step
    Implementation of the reassignments
    Responsible Party

    OHR/BMS

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    Once the final decisions are taken by the Administrator or Associate Administrator, OHR/BMS will communicate with the selected candidates and inform them of the decisions.

    Selection Procedures for other Rotational Positions

    1
    Step

    Establishment of an Annual Rotation Catalogue 

     
    Responsible Party

    OHR/BMS

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    • OHR/BMS in consultation with the Bureaux, will establish an Annual Rotation Catalogue of rotational positions.
    • Director OHR/BMS informs staff members who are due to rotate during the year and whose positions will thus be advertised as part of the Annual Rotation Exercise.
    • Bureau Directors request OHR/BMS to review position classifications if needed.
    • OHR/BMS with Bureau Directors or their designates will prepare recruitment strategies for the positions. 


     

    2
    Step

    Vacancy Announcement and Application Process

     
    Responsible Party

    OHR/BMS Staff

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    • Vacancies in the Catalogue will be advertised internally for UNDP staff for 3 weeks.
    • Interested and eligible candidates will be able to express their interest in up to 3 positions.  
       

    In considering their applications, candidates must take into account the following:

    • Candidates, over the course of their career, will be encouraged to apply for and serve in positions in:
       

      • countries of different types (e.g. middle-income countries, countries in special development situation, etc.);
         
      • duty stations with different hardship levels (A, B, C, D, E);
         
      • countries in different regions.
         


       

    • In their applications, candidates will be required to indicate the order of preference of the positions they are applying for. 
       

    3
    Step

    Review of Applications and development of shortlists

     
    Responsible Party

    OHR/BMS Bureau management

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    • Longlisting will be conducted by OHR/BMS.
    • The shortlisting of the applicants and establishment of a list of shortlisted candidates for each position will be carved out by corporate shortlisting panels to be established for this purpose by OHR/BMS.
    • To ensure corporate approach, corporate shortlisting panels will include a designated representative of the ‘hiring Bureau’, 1-2 designated representatives of other Bureaux and 1 representative from OHR/ BMS. 
       

    4
    Step

    Presentation of the Shortlists  

     
    Responsible Party

    OHR/BMS

    Template/Guideline

    Mobility Policy

    Explanatory Notes
    • Based on the results of the corporate shortlisting panels, OHR/BMS will prepare the ARE documentation packages and submit them to the respective Corporate Selection panels.
    • The documentation package will include, among others:
    1. shortlists with comments of the shortlisting panels;
    2. lists of all candidates who applied for each of the positions;
    3. CVs;
    4. Job descriptions.

    5
    Step

    Selection recommendations 

     
    Responsible Party
    Template/Guideline

    Mobility Policy

    Explanatory Notes

    The Corporate Selection Panels will conduct desk reviews or interviews and/or other types of assessment as needed and identify the recommended candidates. 

     

    6
    Step

    Selection decision 
     
    Responsible Party
    Template/Guideline

    Mobility Policy

    Explanatory Notes

    The Associate Administrator will review and approve the recommendations of D1 and above positions and BMS Director- P5 and below positions.  Some recommendations may require re-consideration, in which case the respective Corporate Selection Panels will be convened again.
     

    7
    Step

    Implementation of the reassignments

     
    Responsible Party

    OHR/BMS

    Template/Guideline

    Mobility Policy

    Explanatory Notes

    Once the final decisions are taken, OHR/BMS will communicate with the selected candidates and inform them of the decisions.

     

    Fellowship

    1
    Step

    Discuss and sign the Fellowship Agreements with selected partner institution.


    In case of UNDP Corporate Fellowship, discuss and agree on Fellowship Project/Programme document with the UNDP funding/implementing office 

     
    Responsible Party

    OHR/TAPP,

    OHR Policy and TAPP

    Template/Guideline

    Fellowship Agreement Template

    Explanatory Notes

    Until further notice all Fellowship Agreements must be approved by OHR/TAPP prior to signature.

    2
    Step

    Create Fellowship Terms of Reference (ToR)

     
    Responsible Party

    Fellow sup​ervisor

    Template/Guideline

    Fellowship Terms of Reference (TOR) Template

    Explanatory Notes

    3
    Step

    Submit Fellowship ToR to OHR/TAPP

     
    Responsible Party

    Hiring unit focal point

    Template/Guideline
    Explanatory Notes

    4
    Step

    Liaise with the partner institution(s) to earmark ToR

     
    Responsible Party

    OHR/TAPP

    Template/Guideline
    Explanatory Notes

    5
    Step

    Advertise specific ToR or issue an open call for applications 

     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    6
    Step

    Candidate assessment – long listing and short listing 

     
    Responsible Party
    Template/Guideline
    Explanatory Notes

    As detailed in the Fellowship Agreement

     

    7
    Step

    Candidate assessment – final selection

     
    Responsible Party

    Hiring unit focal point

    Template/Guideline
    Explanatory Notes

    Reviews short-list of candidates and informs HR focal point of final decision

     

    8
    Step

    Confirm offer of fellowship, and provide offer letter/package

     
    Responsible Party

    OHR/TAPP

    Template/Guideline

    UNDP Fellowship Undertaking Letter for Fellowships Funded by UNDP

    UNDP Fellowship Undertaking Letter for Fellowships Funded by A Sponsoring Entity

    Explanatory Notes
    • Confirms acceptance to fellowship and start/end dates;
       
    • Advise where and to whom to report;
    • Include a copy of the ToR;
    • Advise Fellowship is subject to:
      • A signed Fellowship Undertaking letter;
      • Medical Certificate of Good Health;
      • Proof of medical insurance for duration of contract;
    • All forms must be completed/signed by Fellow prior to start of Fellowship.
    • Register Fellow’s details into the applicable Quantum group.
    • Register Fellows as a vendor in Quantum when eligible to receive a stipend from UNDP.
       

    9
    Step

    Orientation
     
    Responsible Party

    Hiring Unit / Fellow supervisor

    Template/Guideline

    Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission

    ST-SGB-2002-9
    Explanatory Notes
    • Upon arrival, Fellows should be given:
      • An overview of security and safety in the duty station and inserted in the security plan as necessary;
      • Briefing on conduct and responsibilities of UN personnel, and framework for reporting allegations of workplace and sexual harassment, abuse of authority and fraud or mismanagement of funds;
         
      • A copy of the Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission;
      • Briefing on the project to which Fellow will be assigned, its objectives, structure and inputs, including his/her specific role and activities directly related to the ToR;
    • Discuss/review learning objectives of the fellowship
       

    10
    Step

    Training (if required)

     
    Responsible Party

    Hiring Unit / Fellow supervisor

    Template/Guideline
    Explanatory Notes
    • Receiving office is responsible for the development of a relevant programme of learning for the Fellow for the duration of the fellowship


     

    11
    Step

    Stipend (when applicable)

     
    Responsible Party

    OHR Policy and Compensation Unit (stipend amount determination)

    Template/Guideline
    Explanatory Notes
    • The OHR Policy and compensation unit will publish, on 1 January of every year, the schedule of stipends by duty station. 


     

    12
    Step

    Evaluation

     
    Responsible Party

    Fellow sup​ervisor

    Template/Guideline
    Explanatory Notes
    • Performance discussions should be held at least once at the midpoint of Fellowship.
    • At the end of the Fellowship, the Fellow’s Supervisor shall prepare a Fellowship evaluation and meet with the Fellow to discuss performance and provide feedback.

    13
    Step

    Provide UNDP Certificate of Completion of Fellowship Assignment

     
    Responsible Party

    OHR/TAPP

    Template/Guideline

    Certificate of Completion of Fellowship Assignment

    Explanatory Notes
    • Upon request from the Fellow



     

    14
    Step

    Manage partnership relation with partner institutions, including agreement extensions

     
    Responsible Party

    OHR/TAPP

    Template/Guideline
    Explanatory Notes
    Subscribe to