| 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.

1.0	Step Identify project activities and/or portfolio interventions to be provided by a responsible party.	Responsible Party Project Manager and/or Portfolio Manager	Template/Guideline	Explanatory Notes
2.0	Step Select a suitable responsible party using the appropriate method.	Responsible Party Project Manager and/or Portfolio Manager	Template/Guideline	Explanatory Notes
3.0	Step Screen the selected responsible party and complete any required capacity assessments instructed by the PCAT.	Responsible Party Project Manager and/or Portfolio Manager	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	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.
4.0	Step Sign standard agreement with the responsible parties.	Responsible Party Project Manager and/or Portfolio Manager	Template/Guideline Letter of Agreement (LOA) between UNDP and a Government Ministry/Institution or IGO for the Implementation of a Project/Portfolio where UNDP serves as the implementing partner Contract Face Sheet (for Goods and/or Services) Responsible Party Agreement between UNDP and a Civil Society Organization UN Agency to UN Agency Transfer Agreement	Explanatory Notes

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	Step Guarantee Origination: CO identifies opportunity to use guarantee, conducts initial diagnostic, drafts concept note and initiates country risk assessment, consulting with the GPN and Guarantees Project Team as required, and submits proposal for review.	Responsible Party CO in consultation with GPN & Guarantees Project Team	Template/Guideline	Explanatory Notes Guarantees Project Team is a dedicated project team established to support the initial phases of roll out of the guarantees policy.
2	Step Review guarantee proposal, including the diagnostic, evidence of positive impact and country risk assessment. Approve or request CO to revise and resubmit.	Responsible Party Finance Sector Hub &GPN	Template/Guideline	Explanatory Notes
3	Step Conducts financial and programmatic structuring of the guarantee, including appropriate exit strategy, pricing based on credit risk assessment of the lending portfolio and cost recovery, consulting with the Guarantees Project Team and GPN as required. Guarantees Project Team reviews the guarantee structure, including proposed pricing and cost recovery, and requests CO to modify if necessary	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Initiate identification, screening (including initial due diligence and credit risk assessment), selection and engaging of lender(s) and guarantee issuer in consultation with Guarantees Project Team and BMS/OFM Treasury.	Responsible Party CO in consultation with Guarantees Project Team & BMS/OFRM Treasury	Template/Guideline	Explanatory Notes
5	Step Conduct solicitation process for guarantee issuer. Provide advice, review and clearance for lender(s) selection. Provide advice on due diligence and credit risk assessments, as required. Initiate formal agreement process with guarantee issuer.	Responsible Party BMS/OFRM Treasury	Template/Guideline	Explanatory Notes
6	Step Conduct initial due diligence and credit risk assessment of lender(s) and guarantee issuer, consulting with Treasury as required. Assess if OK to proceed with guarantee. If not OK, reject guarantee proposal and notify CO.	Responsible Party Guarantees Project Team	Template/Guideline	Explanatory Notes Due diligence on borrowers is conducted by lender(s).
7	Step Modify financial and programmatic structuring, if necessary, in consultation with Guarantees Project Team and GPN, and submit guarantee documentation (agreements) for review.	Responsible Party	Template/Guideline	Explanatory Notes
8	Step Review guarantee arrangement, advise on legal and other issues/risks of the guarantee, and approve or reject the guarantee arrangement. For exceptional cases, Treasury escalates the guarantee to the Credit Risk Committee and CFO for review.	Responsible Party	Template/Guideline	Explanatory Notes Refer to paragraph 49 for examples of cases that must be escalated to the Credit Risk Committee for review and approval.
9	Step Credit Risk Committee and CFO review exceptional cases and approve/reject or escalate to Enterprise Risk Management (ERM) committee for final decision.	Responsible Party Credit Risk Committee & CFO, followed by ERM Committee	Template/Guideline	Explanatory Notes Credit Risk Committee will be advised and supported by the Guarantees Project Team
10	Step If guarantee agreement is cleared, record the guarantee and assign guarantee funds to the escrow account	Responsible Party Treasury, BMS/GSSU and BMS/OFRM Treasury	Template/Guideline	Explanatory Notes
11	Step Conduct ongoing programmatic and financial monitoring, reporting and oversight of guarantees.	Responsible Party CO, GPN, Finance Sector Hub, Guarantees Project Team, BMS/OFRM Treasury, Credit Risk Committee, ERM Committee	Template/Guideline	Explanatory Notes Includes providing donor reporting and refunds where required by financing agreements.

1	Step Sign Contribution Agreements	Responsible Party Head of Office	Template/Guideline	Explanatory Notes
2	Step Entry into UNITY/ UNALL within 1 week of signature	Responsible Party UNDP office staff assigned by the head of office/unit	Template/Guideline	Explanatory Notes
3	Step Entry into the Contract Management Module and activate contract. Contract Information to be entered	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.1	Step Overview – Includes all the general information relating to the agreement	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.2	Step Accounting Distribution - This is the full chart of account information relating to the revenue and accounts receivable provided by the UNDP Office to GSSC.	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.3	Step Agreement date - This is the date that the agreement came into effect and is the key trigger that is set-up in the Contract Management Module for revenue recognition. These are dependent on type of agreements and interpretation of relevant IPSAS policy.	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.4	Step Invoice event - The invoice event includes the event type that needs to be achieved to create the billing and generate Accounts Receivable entries in the General Ledger.	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.5	Step Revenue Event - The revenue event will be created upon signing the relevant contribution agreement as revenue entries are generated upon signature of the contribution agreement.	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.6	Step Amendments - Amendments can be made to original contracts that have already been entered in the Contract Management Module using the amend function.	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Review contract in Contract Management Module	Responsible Party GSSC Manager (GSSC Approving Manager)	Template/Guideline	Explanatory Notes
5	Step Record the receipt of contributions against the accounts receivable item, provided that the following documents are available: - Notification of receipt into UNDP bank account from the bank; or - Receipt of a cheque	Responsible Party GSSC Treasury & GSSC Deposits (GSSC Finance Function)	Template/Guideline	Explanatory Notes
6	Step Application of funds	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
7	Step Approval of invoice adjustment (Note: In Quantum, approval of application of fund is not required)	Responsible Party GSSC Manager (GSSC Approving Manager)	Template/Guideline	Explanatory Notes
8	Step Monitor Unapplied receipts	Responsible Party GSSC Treasury & GSSC Deposits (GSSC Finance Function)	Template/Guideline	Explanatory Notes
9	Step Review and follow-up of accounts receivable	Responsible Party First authority (Project Manager)	Template/Guideline	Explanatory Notes
10	Step Sign off as evidence of review of accounts receivable	Responsible Party Approving Manager or Program Manager	Template/Guideline	Explanatory Notes
11	Step Recommend write-off or doubtful debts provision with the appropriate justification	Responsible Party Head of Office	Template/Guideline	Explanatory Notes
12	Step Approve provision for write-off (This role is not included in the ICF but included in this table as it is considered a necessary step.)	Responsible Party Chief of FPMR/OFRM	Template/Guideline	Explanatory Notes
13	Step Approve write-off	Responsible Party	Template/Guideline	Explanatory Notes

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	Step Raise PO to acquire the goods, services and works.	Responsible Party	Template/Guideline	Explanatory Notes For non-PO invoice, offices are not required to enter a receipt date in Quantum, however, the offices are required to make sure the payment are processed in the correct accounting period.
2	Step Deliver goods, render services and perform the works.	Responsible Party Supplier	Template/Guideline	Explanatory Notes Shipment of the goods according to the contract and INCOTERMS 2020. Render the services and perform the works according to the contract. Ensure all the relevant supporting documents are provided to the buyer. Liaise with the Buyer on contract management issues (if delivery is not according to the procurement contract).
3	Step Delivery of goods.	Responsible Party Shipment Carrier (If applicable)	Template/Guideline	Explanatory Notes Physical delivery of the goods to the specified location.
4	Step Certify the receipt of the shipment and inspect goods.	Responsible Party Shipment Carrier (If applicable)	Template/Guideline	Explanatory Notes Certify the receipt of the shipment. Proceed with the delivery to UNDP and forward the supporting documentation such as delivery note, bill of landing, shipping bills, insurance papers to UNDP.
5	Step Physically receive the goods, services and works.	Responsible Party	Template/Guideline	Explanatory Notes Buyers exercise their procurement role on behalf of Project Managers and other clients. To achieve segregation of duties, the Buyer must not perform the receipts of goods, services or works in the Quantum.
6	Step Review supporting documentation.	Responsible Party	Template/Guideline	Explanatory Notes Review supporting documentation such as GRN, shipping documents, custom clearance, insurance etc. Follow up with both the Supplier and Shipment Carrier if necessary.
7	Step Notify requester, project manager and finance.	Responsible Party	Template/Guideline	Explanatory Notes Notify the requester/project manager about the shipment, so that the requester knows when to expect the physical receipt of the goods. Forward the invoice and payment information to finance unit for payment to the Supplier.
8	Step Enter a receipt in Quantum to record event when goods and services are received by UNDP in accordance with the terms and condition set out in the contract or PO.	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Managers may delegate this function to other project staff. Where the volumes are significant, this delegation should be in writing and should be copied to the Operations Manager, so that the Finance unit is aware of the delegation. The office has two options for receipting in Quantum: The Project Managers (or his/her designate) documents receipt on the Goods Received Note (GRN), and forwards the GRN to the Finance unit to record, in Quantum, receipt of goods, services or works. Project Manager (or designate) directly record receipt of goods, services and works in Quantum after verifying. It is important that the receipts be entered promptly in Quantum when the goods and services are actually received. It is mandatory to enter receipts in Quantum within 48 hours of actual receipt of goods and services, so that the expense and asset recognition is done correctly in accordance with UNDP accounting policy. When UNDP procures "services", receipts must be entered in Quantum on the date when services are a properly rendered according to the contract and accepted. For services such as individual contracts (IC), it is important to enter receipts when actual deliverables are achieved against milestones, if any, defined in the contract, e.g. submission of reports, assessments, certain number of hours etc. If the contract runs for a longer period of time, but several deliverables or payments are agreed upon, then receipts occur at each deliverable. For instance, for a six-month IC with monthly payments for which a PO has been raised, a portion equivalent to the monthly payment needs to be received each month before the payment of the IC. Prompt receipt of goods in Quantum also determines when to capitalize an item (for capital assets) and also facilitates evaluation of supplier performances. Careful attention to Incoterms under which goods are being procured is required, as this will also dictate the date when the receipts are to be entered in Quantum. For example, if the goods are being procured under FOB-shipping point basis, then the risk of losses during the shipping is transferred to UNDP as soon as the supplier hands over the goods to the shipper. Thus, the "receipt date" on which the goods are deemed to be received by UNDP will be the date when goods were handed over to the shipper. A receipt must be entered in Quantum immediately even though the actual goods have not arrived at the destination. However, a physical verification of such goods on actual arrival must be carried out, recorded and supporting documents uploaded to the Quantum procurement receipt application. Construction works (collectively, "Works") need to be received/recorded at the stage when milestones, according to the contract, are completed and accepted by the UNDP as part of the regular project monitoring activities. Refer to the policy in regard to the receipt date for different Incoterm. INCOTERMS 2020 International Commercial Terms
9	Step Create partial receipts in Quantum.	Responsible Party Project Manager	Template/Guideline	Explanatory Notes Partial receipts can be created in Quantum when the goods and services are being delivered progressively rather than all at once.
10	Step Forward the receipt and shipping information to the Buyer for reference if everything is in order.	Responsible Party	Template/Guideline	Explanatory Notes If the inspection shows any reason for complaint, the contract management sub-process is activated (liaison with Buyer, Supplier, shipment carrier and insurance company, as required).

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 supervisor	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 supervisor	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

1	Step Sign Contribution Agreements	Responsible Party Head of Office	Template/Guideline	Explanatory Notes
2	Step Entry into UNITY/ UNALL within 1 week of signature	Responsible Party UNDP office staff assigned by the head of office/unit	Template/Guideline	Explanatory Notes
3	Step Entry into the Contract Management Module and activate contract. Contract Information to be entered	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.1	Step Overview – Includes all the general information relating to the agreement	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.2	Step Accounting Distribution - This is the full chart of account information relating to the revenue and accounts receivable provided by the UNDP Office to GSSC	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.3	Step Agreement date - This is the date that the agreement came into effect and is the key trigger that is set-up in the Contract Management Module for revenue recognition. These are dependent on type of agreements and interpretation of relevant IPSAS policy.	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.4	Step Invoice event - The invoice event includes the event type that needs to be achieved to create the billing and generate Accounts Receivable entries in the General Ledger	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.5	Step Revenue Event - The revenue event will be created upon signing the relevant contribution agreement as revenue entries are generated upon signature of the contribution agreement.	Responsible Party Revenue Specialist (GSSC Finance Function)	Template/Guideline	Explanatory Notes
3.6	Step Amendments - Amendments can be made to original contracts that have already been entered in the Contract Management Module using the amend function	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Review contract in Contract Management Module	Responsible Party GSSC Manager (GSSC Approving Manager)	Template/Guideline	Explanatory Notes
5	Step Record the receipt of contributions against the accounts receivable item, provided that the following documents are available: - Notification of receipt into UNDP bank account from the bank; or - Receipt of a cheque.	Responsible Party GSSC Treasury & GSSC Deposits (GSSC Finance Function)	Template/Guideline	Explanatory Notes
6	Step Application of funds	Responsible Party	Template/Guideline	Explanatory Notes
7	Step Approval of invoice adjustment (Note: In Quantum, approval of application of fund is not required)	Responsible Party GSSC Manager (GSSC Approving Manager)	Template/Guideline	Explanatory Notes
8	Step Monitor Unapplied receipts	Responsible Party	Template/Guideline	Explanatory Notes
9	Step Review and follow-up of accounts receivable	Responsible Party First authority (Project Manager)	Template/Guideline	Explanatory Notes
10	Step Sign off as evidence of review of accounts receivable	Responsible Party Approving Manager or Program Manager	Template/Guideline	Explanatory Notes
11	Step Recommend write-off or doubtful debts provision with the appropriate justification	Responsible Party Head of Office	Template/Guideline	Explanatory Notes
12	Step Approve provision for write-off (This role is not included in the ICF but included in this table as it is considered a necessary step.)	Responsible Party Chief of FPMR/OFRM	Template/Guideline	Explanatory Notes
13	Step Approve write-off	Responsible Party	Template/Guideline	Explanatory Notes

1.0

Step

For programme extension requests, submit required documentation to the BPPS Effectiveness Group (through the Regional Bureau, for country programmes) for clearance.

Responsible Party

Template/Guideline

RMT

Routing and Clearance Form for Extensions of Country Programmes

Explanatory Notes

Required supporting documentation:

Signed clearance form with reason for extension
Letter from the government requesting/agreeing with the extension of the Cooperation Framework or equivalent
Signed agreement from UN country team confirming harmonized approach to the extension
RMT cleared by the Bureau for Management Services/Office of Financial Management covering complete programme period.

2.0

Step

Submit request for extension to Executive Board for approval.

Responsible Party

BPPS/Quality Programming Team

Template/Guideline

Explanatory Notes

This is included in the note of the administrator to the Executive Board.

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Policy Areas

Managing Corporate Risk

Step

Responsible Party

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Explanatory Notes

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Responsible Party

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Explanatory Notes

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Responsible Party

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Responsible Party

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Responsible Party

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Explanatory Notes

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Responsible Party

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Explanatory Notes

Responsible Parties

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Responsible Party

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Responsible Party

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Step

Responsible Party

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Explanatory Notes

Step

Responsible Party

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Explanatory Notes

Framework of Accountability for Security

Step

Responsible Party

Template/Guideline

Explanatory Notes

UNDP-supported Guarantees Procedures

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

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Explanatory Notes

Step

Responsible Party

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Explanatory Notes

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Responsible Party

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Explanatory Notes

Step

Responsible Party

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Explanatory Notes

Step

Responsible Party

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Explanatory Notes

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Responsible Party

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Explanatory Notes

Step

Responsible Party

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