| United Nations Development Programme

1	Step The Gifts Administrator will establish and maintain a Registry for all gifts, honours, decorations, favours and hospitality, received by UNDP personnel as of the date this policy takes effect. The Registry will include the following information: The name and functional title of the recipient; The name of the governmental or non-governmental source; A description of the item and the circumstances that led to it being presented; The date of receipt; and The action taken for the item's disposition, including if the item is transmitted to the Gifts Administrator.	Responsible Party Gifts Administrator	Template/Guideline	Explanatory Notes
2	Step If an individual becomes aware that they are to be offered a gift or item, other than remuneration from a non-government source that is not an individual or entity doing or seeking to do business with the UN/UNDP, and wishes to accept the item on an exceptional basis, they must first obtain their Head-of-Office or Resident Representative’s agreement and then complete and submit to the Gifts Administrator the UNDP Gift Declaration and Registration Form. The individual shall not accept the offered item unless formal approval is granted by the Gifts Administrator. Where required, the Gifts Administrator may consult with the Ethics Office, the Legal Office and other offices in UNDP prior to communicating a decision to the individual.	Responsible Party Head-of-Office or Resident Representative, Gifts Administrator	Template/Guideline Gift Declaration and Registration Form	Explanatory Notes
3	Step If the Gifts Administrator approves the request, they shall inform the individual in writing and record the item in the Registry. In cases of approval, the Gifts Administrator will determine the final disposition of the item, including: Authorizing that the item be retained by the recipient; Authorizing that the item be retained by UNDP and displayed in the respective UNDP office; Instruction for the item to be sent to the Gifts Administrator for retention by UNDP and returned to the UNDP personnel further to their separation from service; Instruction for the item to be sent to the Gifts Administrator for disposition by UNDP, including monetization for the benefit of UNDP or other group as determined by UNDP; or Any other means of disposition determined by the Gifts Administrator to be in the best interests of UNDP.	Responsible Party Gifts Administrator	Template/Guideline	Explanatory Notes
4	Step Should the Gifts Administrator not approve the request, the individual shall be instructed in writing by the Gifts Administrator to decline the offered gift or other item.	Responsible Party Gifts Administrator	Template/Guideline	Explanatory Notes

Step

Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets

Responsible Party

Template/Guideline

Standard Operating Procedure for Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets

Explanatory Notes

The Standard Operating Procedure document provides Country Offices, Regional Bureaus, Central Units and HQ units ("Offices") with the relevant procedures, including required due diligence for submitting a request for write-off. The procedure includes the following:

Summary of the Regulatory Framework;
Procedures to be followed in submitting a request for write-off; and
Supporting document requirements.

This procedure is applicable to all items except for Property, Plant & Equipment (PP&E) and Intangible Assets.

Step

Provision or Impairment of Financial Assets and Accounting for Fraud and Financial Loss

Responsible Party

Template/Guideline

Standard Operating Procedure: Provision or Impairment of Financial Assets and Accounting for Fraud and Financial Loss

Explanatory Notes

The Standard Operating Procedure document provides the procedures to be applied for the recognition of an allowance for doubtful accounts, as well as the treatment of losses due to fraud and financial loss. The procedure contains two sections:

The first section provides the process and procedure for determining an allowance/impairment for financial assets in the UNDP accounts.
The second section depicts the accounting procedures related to losses due to fraud and financial loss.

Step

Provide guidance to UNDP managers and personnel on key UNSMS/UNDP security responsibilities

Responsible Party

Programme and Project Managers UNDP, UNV, UNCDF,

Security Focal Point,

Resident Representative

Template/Guideline

UNDP Security Framework of Accountability (FoA) Explainer

Explanatory Notes

All to familiarize themselves with security responsibilities inherent to their respective roles.

1.a)	Step Shipping Arrangements: (These do not apply to staff that have opted for the Relocation Grant): a) if shipping from NY or from a place where there is no UNDP office, contact the TSS once the shipment has been authorized, to discuss the forwarding arrangements.	Responsible Party Staff Administrative Services (BES/JPOSC)	Template/Guideline	Explanatory Notes The SM must clearly indicate to the estimator and to the packers which items he/she intends to ship and whether the goods will be shipped by air or by surface;
1.b)	Step An estimate of the goods that the staff member intends to ship must be arranged with the forwarding agent/agents as early as possible and the list of the items included in the estimate must be signed by both the SM or his/her representative, and the forwarding company;	Responsible Party Staff member	Template/Guideline	Explanatory Notes An estimate of the goods that the staff member intends to ship must be arranged with the forwarding agent/agents as early as possible and the list of the items included in the estimate must be signed by both the SM or his/her representative, and the forwarding company;
1.c)	Step If shipping from a place where there is a UNDP office, contact the local HR/Operations Manager, once the shipment has been authorized, to make the shipping arrangements using an authorized forwarding agent.	Responsible Party Staff member	Template/Guideline	Explanatory Notes The SM or his/her representative must be present at the time of packing to ensure that the packing list accurately describes the goods and their condition. He/she should sign the packing list, noting any exceptions if necessary, and retain a copy of the list which will be helpful in preparing an insurance request, or filing an insurance claim.
1.d)	Step If the shipment is estimated to exceed the weight entitlement, the shipping company will advise the SM. If the SM agrees to the charges assessed by the shipping company they will need to arrange proper payment directly with the shipping company.	Responsible Party	Template/Guideline	Explanatory Notes
2.a)	Step For shipments arriving in the NY tri-state area, contact the Traffic Unit, UN Secretariat, Room FF-0285, tel. (212) 963-9389 (212) 963-9389 , email shipments@un.org Immediately upon arrival in NY to provide them with the following documents required for customs clearance: copies of a) G-4 visa; b) I-94; c) passport; d) ocean bill of lading or airway bill; e) shipment arrival notice; and f) approved travel request .	Responsible Party Staff member	Template/Guideline	Explanatory Notes The SM (including SMs who have opted for the Relocation Grant) should be at the destination when the shipment arrives to attend to customs clearance requirements and delivery to residence. The SM will be liable for any charges resulting from delays attributed to his/her failure to do so.
2.b)	Step For shipments arriving in the CO and other BUs outside of HQs, contact the local HR/Operations Manager to complete the customs clearance forms (this also applies to staff who have opted for the Relocation Grant) and to make arrangements for the clearance and delivery of the shipment.	Responsible Party Staff member	Template/Guideline	Explanatory Notes On taking delivery of the shipment, the SM (or the person authorized by the SM to receive the shipment) should take note of any external damage to the shipment, or any missing packages or crates.
3.a)	Step Contact the SM if contact information has been provided ; arrange for the estimate, packing and pick-up of the shipment in accordance with both the SM’s written instructions and the authorized entitlement (weight, , origin and destination, mode of shipment and the number of shipments.	Responsible Party	Template/Guideline	Explanatory Notes The CO and other BUs outside of HQs will arrange for at least three forwarding companies to view and estimate the weight of the goods and to provide their quotations; evaluate the quotations on the basis of cost and quality of service and award the job accordingly; endeavor to arrange shipments door-to-door and settle all costs with the forwarding agent; if necessary to arrange a shipment door-to-port, ensure that the destination services will be handled by the CO and other BUs outside of HQs at the destination, or by TSS/GO/BMS if there is no UNDP CO at destination.
3.b)	Step As soon as the shipment takes place, a) forward original shipping documents to the destination agent or the UNDP office handling the destination services ; b) provide the SM with a copy of all relevant shipping documents ; c) provide the UNDP office, or UNDP GO/TSS if there is no UNDP office at destination, with shipping details (departure/arrival dates, mode of shipment, shipping line,ocean bill of lading or airway bill number, weight of shipment, and number of pieces ; d) if shipment was arranged door-to-port, authorize the UNDP office at destination, or TSS/GO/BMS if there is no UNDP CO at destination, to arrange the destination services (clearance, storage - if authorized, and delivery to residence, providing such office with the relevant debit instructions (approved travel request number, PO number, chart of accounts-COA).	Responsible Party	Template/Guideline	Explanatory Notes
4.a)	Step Arrange for customs clearance as soon as possible in order to avoid demurrage charges.	Responsible Party	Template/Guideline	Explanatory Notes In case of delays, the reason/s for such delays should be documented and the party/ies responsible for such delays identified for the purpose of pinpointing responsibility and accountability.
4.b)	Step If the shipment was arranged : a) door-to-door, do not make any payment for destination services, unless specifically authorized by the office which arranged the shipment ; b) door-to-port, and the office which arranged the shipment has authorized the CO to arrange for destination services, settle the relevant invoice and charge the costs in accordance with the authorizing CO’s or with TSS/GO instructions, approved travel request, PO number and COA.	Responsible Party	Template/Guideline	Explanatory Notes
5.a)	Step Relocation Grant (RLG): Indicate his/her preference in writing to the appropriate Human Resource (HR) Service Center.	Responsible Party	Template/Guideline	Explanatory Notes The SM will be required to sign an attestation waiving the normal shipping entitlement for shipment and accepting the lump sum payment as complete for all costs related to his/her relocation.
5.b)	Step For moves administered by COs, pay RLG in the appropriate amounts upon notice from the HR Service Centre	Responsible Party	Template/Guideline	Explanatory Notes
5.c)	Step For moves administered by COs, pay RLG in the appropriate amounts upon notice from the HR Service Centre.	Responsible Party Resident Representative	Template/Guideline	Explanatory Notes
6.a)	Step Insurance arrangements: Submit a fully completed Itemized Valued Inventory form PT.78 (with a copy of the travel authorization indicating the insurance entitlement) to TSS/GO /BMS if making more than one shipment, an itemized valued inventory for each shipment must be prepared separately.	Responsible Party Staff Member (who has not opted for the RLG)	Template/Guideline	Explanatory Notes If the total value of the inventory exceeds the insurance entitlement and the staff member has not indicated his/her agreement to pay for the over-entitlement, coverage will be requested only up to the maximum insurance entitlement. The itemized valued inventory should list all articles in the shipment, including containers such as suitcases, and the replacement value in U.S. dollars of each article in the inventory. All articles of special value, such as antiques, jewelry, furs and coin and stamp collections, should be listed separately. Information on the premium chargeable under the UN insurance policy is available upon request from the office that is responsible for arranging the insurance of the shipment
6.b)	Step If the SM indicated on the PT.78 his/her agreement to pay for excess insurance coverage, inform him/her of the amount to be recovered from salary; if the SM is separating from service, collect the excess premium before submitting the PT.78 to UNTTS.	Responsible Party	Template/Guideline	Explanatory Notes
6.c)	Step Extension of insurance to cover personal effects/HHG placed in storage after shipment: Request an extension of coverage (from the arrival at the port to the date the goods are delivered to residence) from the company which insured the shipment so that the goods would be protected in the event of an insurance claim; request extension of insurance from the UNTTS (if insured through the UN) ; otherwise, request directly from the insurance company.	Responsible Party Staff member	Template/Guideline	Explanatory Notes SM is advised to arrange extension of insurance with the same company that was used for the in-transit insurance to ensure continuity . SM should provide name and location of the commercial warehouse, the date the goods were placed in storage. Storage insurance ceases automatically upon expiration of the period for which the SM has paid the premium for storage insurance.
7. a)	Step Insurance Claim (This does not apply to staff who have opted for the Relocation Grant): Write a memorandum or letter addressed to the Chief of Transportation Operations Unit, UNTSS, Room FF-0279 Mr. Guido den Braven, indicating origin/destination, mode, delivery date of shipment and listing the items damaged/missing with dollar amounts of claim.	Responsible Party Staff member	Template/Guideline	Explanatory Notes A completed PT-78 (Itemized Valued Inventory/Request for Insurance Coverage) should have been submitted to UNTTS prior to on forwarding of shipment. Make arrangements to have the shipment unpacked and examined immediately upon delivery; Make notations on the delivery receipt describing the nature and extent of the loss/damage in a quantifiable manner; do whatever is necessary to prevent further loss or damage; do not dispose of damaged property or packing material until a survey has been made; do not accept offers of settlement from carriers without the underwriter's approval; immediately contact the UN Transportation Operations Unit, Shipment Team at menonj@un.org, (tel.212-963-6287); nwe@un.org, (tel.212-963-6202); ganze@un.org, (tel.212-963-9389); abalos@un.org,(tel.212-963-9388) for further instructions; Keep a copy of all documents forwarded to UNTSS.

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.

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.

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.

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)

Step

Apply cash payments to a revenue event

Responsible Party

Template/Guideline

Explanatory Notes

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

Step

Report to UNDP Executive Board through Integrated Budget

Responsible Party

Template/Guideline

Explanatory Notes

Integrated budget documents

Step

Manage user roles in Quantum/UNall

Responsible Party

Business Unit/ITM

Template/Guideline

Explanatory Notes

Step

Quantum/UNall User Guide

Responsible Party

Business Unit

Template/Guideline

Quantum UNall Step by Step User Guide

Explanatory Notes

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.

Step

The Contract Management Module is designed to automate contract management and enable colleagues working in programme and operations to better track and manage contracts.

Responsible Party

Template/Guideline

Quantum

Explanatory Notes

1.0	Step Conduct a design stage programme quality assurance assessment, including identifying management actions to address any areas that need improvement.	Responsible Party BPPS Quality Programming (Programme QA Assessor)	Template/Guideline Programme Quality Assurance (QA) Assessment Template Regional Programme Quality Assurance (QA) Assessment Template Evaluation Plan Template Evaluation Plan Quality Assurance Checklist	Explanatory Notes
1.1	Step Based on a review of programme quality, recommend a decision on whether the programme should be sent to the Executive Board for approval.	Responsible Party Bx Director (Programme QA Approver)	Template/Guideline	Explanatory Notes
2.0	Step Conduct an implementation stage programme quality assurance assessment annually through the Results-Oriented Analysis Report (ROAR).	Responsible Party Programme Manager (Programme QA Assessor)	Template/Guideline	Explanatory Notes Quality of the programme is assessed through the narrative in the Results Oriented Analysis Report.
2.1	Step Review the Results-Oriented Analysis Report, adjust as needed and approve for submission.	Responsible Party Regional Bureau (programme QA Approver)	Template/Guideline	Explanatory Notes The QA Approver may consult others as appropriate to review the programme.
3.0	Step Conduct a thorough and objective assessment of the programme at the closure stage, including lessons learned.	Responsible Party Programme Manager (Programme QA Assessor)	Template/Guideline Country Programme Performance Summary	Explanatory Notes If there is no Independent Country Programme Evaluation (ICPE), then the country office must complete the Country Programme Performance Summary for the Executive Board.
3.1	Step Review the programme evaluation or summary report; approve for submission to the Executive Board.	Responsible Party Regional Bureau (programme QA Approver)	Template/Guideline	Explanatory Notes

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Policy Areas

Obtaining prior approval to receive a gift, honour, decoration, favour, or hospitality from a non-governmental source

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Responsible Party

Template/Guideline

Explanatory Notes

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Responsible Party

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Responsible Party

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Responsible Party

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Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets

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Responsible Party

Template/Guideline

Explanatory Notes

Provision or Impairment of Financial Assets and Accounting for Fraud and Financial Loss

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Responsible Party

Template/Guideline

Explanatory Notes

Framework of Accountability for Security

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Responsible Party

Template/Guideline

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Organized Shipments

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Responsible Party

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