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Contract Management

Effective Date

Aug 01, 2017

Summary of Changes

This policy provides clarity on post-award contract management activities including roles and responsibilities of the procurement and requesting units in managing contracts; monitoring of contract implementation, change management, performance evaluation and dispute resolution. This policy is intended to lead to savings on time and resources spent on contract management tasks, enhance the reputation of UNDP in the market, reduce delays in delivery as well as reduce the number and cost of unresolved disputes.

Experience and Academic Qualifications

Effective Date

Aug 01, 2017

Summary of Changes

This updated policy provides required years of experience for holders of Bachelor’s degree to apply for General Service positions.

Recruitment and Selection Framework Policy

Effective Date

Aug 01, 2017

Summary of Changes

The updates are intended to provide a more flexible framework for the recruitment of staff. The following changes were made in July 2017 and the reflected changes were made among others;

  • Clarifies the eligibility for General Service (GS) positions in New York was made.
  • Time-in-Post provision has been removed.
  • Provides a range of assessment methods.
  • Vacancy Announcements may be advertised internally and externally at the same time.
  • A shortlist for any assessment must be comprised of at least two candidates. If no female candidate is included on the shortlist, a Hiring Unit must document the efforts that have been made to identify qualified female candidates including re-advertisement. However, no gender waiver is needed.
  • Participation of national counterparts or government officials on UNDP interview panels is not allowed as either a panel member or observer.

    • Reference checks can be conducted by phone but they must be documented.

    Managing Prescriptive Content

    Effective Date

    Aug 02, 2017

    Summary of Changes

    The new policy on the management of prescriptive content (Programme and Operations Policies and Procedures -- POPP) provides a full-cycle approach to maintaining the POPP. The cycle starts with conceptualization and preparation of prescriptive content, country office inputs and feedback, inter-Bureau consultations, approval and publication. The Policy sets out key principles on what constitutes prescriptive content, and formalizes new standards for writing polices to ensure that they are short, easy to understand and apply. The Policy requires that policy contain procedures in simple form, preferably in tabular form, to facilitate quick reference. Coherence and timely publication and communication of updates and new content is also required.

    Information Disclosure

    Effective Date

    Aug 11, 2017

    Summary of Changes
    The policy was updated to reflect best practice in the review and appeal process relating to information disclosure. The new provisions are intended to ensure independence of the Information Disclosure Panel in its decision making on contested disclosures.

    GMS Fee Set-up and Collection

    Effective Date

    Aug 29, 2017

    Summary of Changes
    'Guidance note GMS setup and reports -2017' link fixed. (Procedure 1, Step 2)

    Private Sector Partnerships

    Effective Date

    Sep 21, 2017

    Summary of Changes

    ​Changes were made to the procedures (steps 2 and 4) as well as the MOU template. In particular, it has been clarified that UNDP will apply the UNSG Bulletin on Acceptance of pro-bono goods and services (2006), In addition, when a private sector entity approaches UNDP with an unsolicited offer of pro bono contribution of goods or services, it is necessary, in addition to the risk assessment of the private sector entity itself, to take special care to ensure that there is a unique feature to the offer being made. If not, then it is essential to undertake a thorough mapping and scoping exercise to research comparable alternatives and to:

    a. approach a wide range of similar companies in order to ascertain that there are no better offers available;

    b. provide evidence that the pro bono services or goods are fit for purpose and offer best value by obtaining complete specifications of donated goods, including quality standards;

    c. define the necessary quality checks to be conducted depending on the nature of the donation;

    d. have a documented process of peer review of options;

    e. conduct an analysis as to whether the contribution may lead to a 'future standardization whereby a specific good/service limits UNDP future choice and imposes unexpected costs. In particular, the analysis must show that there will be no dependency that can incur future costs.

    f. provide no unfair advantage.
     

    Private Sector Partnerships

    Effective Date

    Sep 22, 2017

    Summary of Changes

    Private Sector Partnerships through Pro Bono Agreement (Procedure 4, Step 1) link replaced and 'Explanatory Notes' column added with the following:

    -When a private sector entity approaches UNDP with an unsolicited offer of pro bono contribution of goods or services, it is necessary, in addition to the risk assessment of the private sector entity itself, to take special care to ensure that this is the most cost effective way to achieve a particular objective. If it is not clear that there is a unique feature to the offer being made, then it is essential to undertake a thorough mapping and scoping exercise to research comparable alternatives and to:

    a. approach a wide range of similar companies in order to ascertain that there are no better offers available;

    b. provide evidence that the pro bono services or goods are fit for purpose and offer best value by obtaining complete specifications of donated goods, including quality standards;

    c. define the necessary quality checks to be conducted depending on the nature of the donation;

    d. have a documented process of peer review of options;

    e. Conduct an analysis as to whether the contribution may lead to a 'future standardization whereby a specific good/service limits UNDP future choice and imposes unexpected costs. In particular, the analysis must show that there will be no dependency that can incur future costs.

    f. Provide no unfair advantage.

    Individual Contract

    Effective Date

    Oct 02, 2017

    Summary of Changes

    [Updated] Individual Contractors Policy (IC): Determining a competitive process for Individual Contractors (ICs).

    The policy was changed to align the requirements of a competitive process for ICs with that of RFQ/ITB/RFP-

    Sourcing of candidates:

    70a. An individual contractor selection process is considered competitive, even if it results in less than three responsive bids. An award may still be made, but approval depends on due diligence to ensure that sourcing was properly conducted, and that the limited market response was not the result of a restrictive short list or unsuitable sourcing strategy.

    Individual Contract

    Effective Date

    Oct 18, 2017

    Summary of Changes

    [Updated] Individual Contractors policy (IC): Restrictions concerning former staff members in receipt of a pension benefit.

    The policy was updated to align it with the new HR policy on maximum compensation to be paid to former staff members on pension benefit.

    120. Employment of former staff members who are in receipt of a pension benefit from the UNJSPF shall be subject to the following restrictions:

    a) Former staff members may not receive compensation of more than US$ 50,000 for up to six months of employment or engagement, without suspension of his or her UNJSPF retirement benefit.

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