English
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1.0 |
StepDesign a portfolio. |
Responsible PartyUNDP Portfolio Manager |
Template/Guideline |
Explanatory NotesFollow the Portfolio Design Protocol, perform a system analysis of interrelated challenges, identify potential gaps in the programme’s theory of change that are not already being addressed, and formulate the portfolio theory of change. Funding and collaborating partners and potential stakeholders must be identified and consulted as early as feasible, ensuring a wide range of partners (international financial institutions, civil society, private sector, etc.) If an implementing partner can be selected prior to developing the portfolio document, please see Select Implementing Partners Otherwise, select an implementing partner at the appropriate time. Please refer to the Portfolio Document Guidance The draft Portfolio Document must be quality assured (see Appraise and Approve) and a SESP must be performed before sign-off from the LPAC. |
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2.0 |
StepDevelop a portfolio document that adheres to UNDP quality standards and partner requirements. |
Responsible PartyUNDP Portfolio Manager |
Template/Guideline |
Explanatory NotesThe portfolio document must attach:
For further guidance, see: |
|
3.0 |
StepPrepare fully costed budgets to ensure that all anticipated programmatic and operational costs, including development effectiveness and implementation support arrangements are identified. |
Responsible PartyUNDP Portfolio Manager |
Template/Guideline |
Explanatory NotesThe requirements for developing a budget are outlined in Prepare Fully Costed Budgets |
|
4.0 |
StepIdentify potential risks and conduct iterative assessment and treatments. |
Responsible PartyUNDP Portfolio Officer |
Template/Guideline |
Explanatory NotesThe initial Portfolio Risk Register and the Social and Environmental Screening Procedure (SESP) are submitted to the appraisal committee as annexes to the Portfolio Document. Risks will be iteratively identified and managed throughout implementation. Enterprise Risk Management Policy Managing Risks Across UNDP Programming and Operations: Guidance Note |
Policy Areas
- Programme and Project Management
- Crisis Response
-
Financial Resources Management
- Inventory Management
-
Cash Banking and Investment
- Banking Arrangement
-
Cash Management
- UNFCU Share Account Management
- Management of Cash Planning/Forecasting of Cash Flows
- Management of Cash in Crisis or Emergency Situations
- Management of Zero-Balance Account System
- Bank Account Reconciliation
- Issuing Letters of Credit
- Management of Local Investments
- Safe Management
- Handling of Cash and Receipts Treasury
- Cash Arrangement
- Financial Closure of Development Projects and Trust Funds
- Financial Management and Implementation Modalities
- Financial Operations Management
-
Pipeline and Revenue Management
- Regular Resources
-
Other Resources
- Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)
- Non-Core Contributions
- Revenue Management for Joint Programming
- Accounts Receivable
- Memorandum for Provision of Services (formerly Management Service Agreements)
- US Letter of Credit (LOC) Agreements
- Trust Fund Management
- Pipeline Management
- Country Co-Financing Cost Sharing Interest (Fund 11888), Non-Earmarked Programme Cost Sharing (Fund 30083), Country Co-Financing Project Residual balances (Fund 11890)
-
Expense Management
- Purchase Orders (Obligations, Maintenance and Closure)
- Prepayments
- Accounts Payable
- Disbursing Funds (Making Payments)
- Regular Maintenance Accounts Payable
- Hospitality Expense
- Receipt of Goods, Services and Works
- Raising E-requisitions
- Quantum Financial Closure Instructions
- Supplier Management
- Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets
- Resource Planning and Cost Recovery
- Working with External Auditors
-
Human Resources Management
- Duties, Obligations and Privileges
- Classification of Posts
- Salaries and Related Allowances
-
Appointment and Promotion
- Types of Appointment
-
Recruitment and Selection
- Career Transitions
- Eligibility for International Benefits and Entitlements and Determination of Official UN Nationality
- Family Relationships
- Recruitment and Selection Framework Policy
- Experience and Academic Qualifications
- Rules and Procedures for the UNDP Compliance Review Panel (CRP)
- Interim Roster Rules of Procedure
- Mobility
- Rank-in-Post
- Annual and Special Leave
-
Social Security
- Compensation
-
Insurance Plans
- Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance
- Malicious Acts Insurance Policy (MAIP)
- Medical Insurance: UN NY Aetna Medical Insurance
- Medical Insurance: UN NY HIP Health Plan
- Medical Insurance : UN Worldwide Medical Insurance Plan
- After-Service Health Insurance: ASHI MIP
- Dental Insurance: UN NY Cigna Dental Plan
- After-Service Health Insurance: ASHI UN
- Medical Insurance: Medical Insurance Plan (MIP)
- Group Life Insurance Plan (GLIP)
- Pension Fund
- UN Clinics
- Travel and Removal Expenses
- Separation from Services
- Disciplinary Measures and Appeals
- Non-Staff
- Workforce Management
-
Procurement
- Procurement Overview
- Procurement Strategy and Planning
- Requisition
- Sourcing of Suppliers
- Procurement Methods
- Innovation, CSO engagement
- Solicitation Process
- Evaluation of Offers and Pre-award Negotiations
- Procurement Review Committees
- Award and Management of Contract
- Construction Works
- Individual Contract
- Long Term Agreements (LTAs) and Cooperation with UN Entities
- Partnerships
-
Administrative Services
- Asset Management - Property, Plant and Equipment
- Asset Management (Intangible Assets)
- Vehicle Management
- Lease Management (Premises and Equipment)
- Management of Local Presences
- Duty Travel
- Corporate Purchasing Card
- Accountability
-
Information and Communications Technology
-
ICT Security
- Information Classification and Handling
- Information Security Policy
- Personal Data Protection and Privacy Policy
- Electronic Signatures Policy
- System Acquisition, Development and Maintenance Standards
- ICT Disaster Recovery Standards for UNDP Offices
- System Logon Banner Standards
- Bring Your Own Device and Acceptable Usage of ICT Resources
- ICT Oversight
- Enterprise Solutions
- Global Services
-
ICT Security
- Security
Programme and Project Management
Financial Resources Management
- Inventory Management
-
Cash Banking and Investment
- Banking Arrangement
-
Cash Management
- UNFCU Share Account Management
- Management of Cash Planning/Forecasting of Cash Flows
- Management of Cash in Crisis or Emergency Situations
- Management of Zero-Balance Account System
- Bank Account Reconciliation
- Issuing Letters of Credit
- Management of Local Investments
- Safe Management
- Handling of Cash and Receipts Treasury
- Cash Arrangement
- Financial Closure of Development Projects and Trust Funds
- Financial Management and Implementation Modalities
- Financial Operations Management
-
Pipeline and Revenue Management
- Regular Resources
-
Other Resources
- Government Contributions from Net Contributing Countries (NCCs) and High Middle-Income Countries (High-MICs)
- Non-Core Contributions
- Revenue Management for Joint Programming
- Accounts Receivable
- Memorandum for Provision of Services (formerly Management Service Agreements)
- US Letter of Credit (LOC) Agreements
- Trust Fund Management
- Pipeline Management
- Country Co-Financing Cost Sharing Interest (Fund 11888), Non-Earmarked Programme Cost Sharing (Fund 30083), Country Co-Financing Project Residual balances (Fund 11890)
-
Expense Management
- Purchase Orders (Obligations, Maintenance and Closure)
- Prepayments
- Accounts Payable
- Disbursing Funds (Making Payments)
- Regular Maintenance Accounts Payable
- Hospitality Expense
- Receipt of Goods, Services and Works
- Raising E-requisitions
- Quantum Financial Closure Instructions
- Supplier Management
- Write-Off Requests, Excluding Property, Plant and Equipment and Intangible Assets
- Resource Planning and Cost Recovery
- Working with External Auditors
Human Resources Management
- Duties, Obligations and Privileges
- Classification of Posts
- Salaries and Related Allowances
-
Appointment and Promotion
- Types of Appointment
-
Recruitment and Selection
- Career Transitions
- Eligibility for International Benefits and Entitlements and Determination of Official UN Nationality
- Family Relationships
- Recruitment and Selection Framework Policy
- Experience and Academic Qualifications
- Rules and Procedures for the UNDP Compliance Review Panel (CRP)
- Interim Roster Rules of Procedure
- Mobility
- Rank-in-Post
- Annual and Special Leave
-
Social Security
- Compensation
-
Insurance Plans
- Medical insurance: UN NY Empire Blue Cross PPO Medical Insurance
- Malicious Acts Insurance Policy (MAIP)
- Medical Insurance: UN NY Aetna Medical Insurance
- Medical Insurance: UN NY HIP Health Plan
- Medical Insurance : UN Worldwide Medical Insurance Plan
- After-Service Health Insurance: ASHI MIP
- Dental Insurance: UN NY Cigna Dental Plan
- After-Service Health Insurance: ASHI UN
- Medical Insurance: Medical Insurance Plan (MIP)
- Group Life Insurance Plan (GLIP)
- Pension Fund
- UN Clinics
- Travel and Removal Expenses
- Separation from Services
- Disciplinary Measures and Appeals
- Non-Staff
- Workforce Management
Procurement
- Procurement Overview
- Procurement Strategy and Planning
- Requisition
- Sourcing of Suppliers
- Procurement Methods
- Innovation, CSO engagement
- Solicitation Process
- Evaluation of Offers and Pre-award Negotiations
- Procurement Review Committees
- Award and Management of Contract
- Construction Works
- Individual Contract
- Long Term Agreements (LTAs) and Cooperation with UN Entities
Administrative Services
- Asset Management - Property, Plant and Equipment
- Asset Management (Intangible Assets)
- Vehicle Management
- Lease Management (Premises and Equipment)
- Management of Local Presences
- Duty Travel
- Corporate Purchasing Card
Information and Communications Technology
-
ICT Security
- Information Classification and Handling
- Information Security Policy
- Personal Data Protection and Privacy Policy
- Electronic Signatures Policy
- System Acquisition, Development and Maintenance Standards
- ICT Disaster Recovery Standards for UNDP Offices
- System Logon Banner Standards
- Bring Your Own Device and Acceptable Usage of ICT Resources
- ICT Oversight
- Enterprise Solutions
- Global Services
Handling of Cash and Receipts Treasury
Effective Date
Sep 30, 2024
Summary of Changes
The policy has been updated in para. 5 to clarify the link with the Management of Cash Planning/Forecasting of Cash Flows policy which specifies the amounts of payments that offices can receive locally directly from the agencies.
General Considerations of Contracting
Effective Date
Sep 27, 2024
Summary of Changes
The Contract Face sheet for Contracts for Goods and/or Services has been revised to include additional instructions on the ‘Effective Date’, removal of Bank Account details from the Face sheet and some minor edits. The Contract Face Sheet (for Goods and/or Services) is also available in French and in Spanish,
Security Policy
Effective Date
Sep 27, 2024
Summary of Changes
The UNMSM Operational Guidelines have been updated to incorporate clarifications and reflect process transition to UNall without changing the document’s substance. The updates include the following:
- Request offices to regularly update the Security Office regional teams on the progress of implementation of UNMSM measures to ensure that these are implemented on time and to the required standards/specifications, and to inform of any potential delays affecting the implementation as soon as such circumstances occur.
- Replace references to the old ERP with the new one (Atlas to Quantum).
- List the location-specific factors that security practitioners should consider when approving funding requests.
- Reflect the change in platform for the application and utilization of UNMSM resources (from the old SharePoint to UNall).
Quality Standards for Programming
Effective Date
Sep 24, 2024
Summary of Changes
The policy and the procedures have been updated to reflect the applicability of the programmatic quality standards to the portfolio as a new delivery instrument.
Long Term Agreements (LTAs) and Cooperation with UN Entities
Effective Date
Sep 17, 2024
Summary of Changes
The Long Term Agreements (LTAs) and Cooperation with UN Entities policy has been updated in paragraph 7 to incorporate the new template for solicitation of proposals through secondary bidding (mini-bid) in LTAs: Request for Secondary Bid adopting the UN HLCM template for use by UNDP and reflecting UNDP's transition to its new cloud-based management platform Quantum/UNall in January 2023. The new template is also available in French and in Spanish and is also included in Section 3. Multiple Vendor LTAs with secondary competition of the Guidance Note on LTA Policy.
Request for Secondary Bid
Document Type
Template
Published in:
Internship
Effective Date
Sep 06, 2024
Summary of Changes
The Internship Agreement Form was revised to align with the current policy prohibiting the shortening of an internship for appointment while not restricting interns from applying to positions during their internship.
Sustainable Procurement
Effective Date
Sep 04, 2024
Summary of Changes
The Sustainable Procurement policy has been updated to include the hyperlinks to sustainable procurement guidance notes which all business units are requested to use when establishing requirements, specifications, terms of reference for the relevant procurement categories:
- Sustainable Procurement of Paper
- Sustainable Procurement of Cooling Assets
- Sustainable Procurement of Pharmaceuticals
- Sustainable Procurement of Security Services
- Sustainable Procurement of Cleaning Products and Services
- Sustainable Procurement of Hospitality and Conference Management Services
Other useful sustainable procurement guidelines for various procurement categories have also been included in the policy: in the United Nations Global Marketplace (www.ungm.org) under the section “resources for UN staff members”.
Sourcing and Market Research
Effective Date
Sep 03, 2024
Summary of Changes
Paragraph 12 b of the Sourcing and Market Research policy has been updated to include the Request for Expression of Interest (REOI) template which is a new template from the HLCM.