| United Nations Development Programme

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

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

1.0

Step

Identify and estimate costs in all anticipated programmatic and operational support from UNDP country offices and HQ cost.

Include all support services and DE in development project proposals.

Responsible Party

Country Office Project Manager(s)

Template/Guideline

Project Document Template

Guidelines for Project Budgeting and Costing Funding from the European Union

Project Costing and UNDP Support Services GEF Financed Projects

Guidance Note on Planning and Costing Global Fund (GF) Projects

Explanatory Notes

All project inputs, including those provided by UNDP staff, should be fully budgeted and included in the multi-year work plan.

The requirements for developing a project budget are outlined in Prepare Fully Costed Budgets for Projects.

Refer to the detailed procedures for Costing and Budgeting of projects funded by the following partners:

2.0

Step

Assess and budget annually, support services required from UNDP HQ and country offices in each development project.

Responsible Party

Country Office Project Manager(s)

Template/Guideline

Guidelines on UNDP Country Office Workload Survey

Guidelines on UNDP Country Office Workload Survey - French

Guidelines on UNDP Country Office Workload Survey - Spanish

UPL or LPL

Annual Position Proforma

Workload Study Template

Explanatory Notes

Apply workload study results to estimate and validate the cost of support and DE services from UNDP CO and HQ to projects.

3.0

Step

Determine appropriate methodology to finance all support and DE services from development projects.

Responsible Party

Template/Guideline

Guidance note for Atlas position type - Guidance for Quantum will be available soon-

User guide on DES (DPC) account codes

User Guide for DES (DPC) Entries in Quantum

DPC webinars corporate communications and FAQs

Annex 1: Managing a Delivery Enabling Services Project for Pre-Positioning Capabilities Until Information on Projects to be Charged Becomes Available

Explanatory Notes

Delivery Enabling Service Cost, formerly known as “Direct project costs" (services) can be charged via multi-COA positions (payroll) -preferred method, UPL/LPL billing, zero-dollar Invoices (in Quantum Payables module) and quarterly reversals from a delivery enabling services project (refer to pre-positioning capacity needs as per Annex 1 of this policy).

3.1

Step

Pre-financing:

When the development project COA is not available, the units can establish a delivery enabling service project (pre-financing) until information projects to be charged becomes available.

Responsible Party

Template/Guideline

DPC Exception Reports

Explanatory Notes

Atlas query for 2022 data- UN_DPC_PRE_FINANCING (KK) – KK data of all projects with fund code 11309 revenue, expense and resource balances from KK – This could be useful to monitor the budget utilization of pre-financing in KK;

Atlas query for 2022 data - UN_DPC_PRE_FINANCING (GL) – GL data of all projects with fund code 11309 revenue, expense and resource balances from GL.

HQ and COs pre-financing project can be set up with Atlas Quantum fund 11309.

Provide a pre-financing either from XB ASL or a fund transfer from country co-financing cost-sharing fund (11888).

Enter annual budget in Quantum for a pre-financing.

On monthly or quarterly basis, review actual costs incurred in a pre-financing project and distribute the costs to development projects viaa zero-dollar Invoice in Quantum Payables module.

3.2

Step

Pre-financing:

At year-end, attribute all expenses from a pre-financing project to development projects to ensure a NIL expense in a pre-financing project.

If expenses cannot be transferred to development projects due to change in workload, reverse such expenses to the office institutional budget.

Responsible Party

Template/Guideline

Explanatory Notes

Year-end guidelines may require a certification on DPC account and balances in pre-financing fund (11309) by each office.

Review DPC exceptions reports and clear incorrect use of DPC accounts.

Any expenses remaining in pre-financing project at year-end should be reviewed and documented by the office management.

4.0

Step

Provide services to projects.

Responsible Party

HQ and Country Offices

Template/Guideline

Explanatory Notes

5.0

Step

Review regularly actual delivery of support services vis-à-vis actual costs incurred: Revise project budgets if necessary.

Responsible Party

Country Office Project Manager(s)

Template/Guideline

DPC implementation report is available on a quarterly basis.

DPC Implementation Report

Explanatory Notes

Revise position COA distribution and speed charts to reflect services required for projects; distribute expenses via a zero dollar Invoice in Quantum Payables module based on workload and UPL/LPL.

1.0

Step

Assessment of performance during probation

Within three weeks after entry on duty: Discuss job description and confirm duties

Responsible Party

Staff member

Template/Guideline

Probationary Performance Appraisal Report

Explanatory Notes

The first level supervisor discusses the job description with the staff member and provides them with a plan of work embracing the duties to be performed or objectives and tasks to be completed within six months after entry on duty;

Staff and supervisors will have to use the Word version of the Probationary Performance Appraisal Report while the PMD site is being updated.

1.1

Step

No later than six months after entry on duty: Complete staff member's Probationary Performance Appraisal Report

Responsible Party

Staff member

Template/Guideline

Probationary Performance Appraisal Report

Explanatory Notes

The first level supervisor completes a Probationary Performance Appraisal Report, and discusses it with the staff member.

1.2

Step

No later than ten months after entry on duty: Second review for staff member's Probationary Performance Appraisal Report

Responsible Party

second level supervisor,

Staff member

Template/Guideline

Probationary Performance Appraisal Report

Explanatory Notes

The first level supervisor completes the Probationary Performance Appraisal Report for the second review period and includes the second level supervisor’s decision to:

a) confirm the appointment;

b) extend the probationary period; or

c) not confirm the appointment.

2.0

Step

Confirmation of appointment

Responsible Party

second level supervisor,

Staff member

Template/Guideline

Explanatory Notes

If the second level supervisor recommends confirmation of appointment, the report, including any attachments, is included in the staff member's personnel file. A copy is sent to the staff member.

3.0

Step

Extension of Probationary Period

Responsible Party

second level supervisor,

OHR

Template/Guideline

Probationary Performance Appraisal Report

Explanatory Notes

If the second level supervisor decides that the extension of the probationary period is warranted, the Office of Human Resources is informed of the reasons for the extension. and is provided with a copy of the Probationary Performance Appraisal Report, together with any observations of the staff member. If the probationary period is extended:

a) The first within-grade salary increment is suspended for the staff member concerned and is granted retroactively to the staff member if the appointment is subsequently confirmed.

b) A further plan of work is established by the first level supervisor covering the period of extension. At the end of the extension, the Second level supervisor’s decides to: i) confirm the appointment; or

c) not confirm the appointment. c)Copies of the report, notice of extension, work plan and other relevant documents are included in the staff member's personnel file.

4.0

Step

Termination of appointment

Responsible Party

second level supervisor,

BMS Director

Template/Guideline

Probationary Performance Appraisal Report

Explanatory Notes

If the second level supervisor considers that separation is in UNDP’s interest because the probationary period was not satisfactorily completed, the staff member must be notified in writing.

The staff member has five working days following receipt of the written notice in which to comment. A copy of the staff member's comments is sent to the Office of Human Resources, along with any supporting documentation.

After consideration of the staff member's reply or, failing such reply, at the close of the five-day period, the second level supervisor submits a recommendation to the Director, Human Resources, who forwards it to the Assistant Administrator and Director Bureau for Management Services (BMS) (for decision, with further comments as necessary.

The Director, Human Resources advises the second level supervisor concerned and the staff member of the decision taken. Copies of the report, the notification and other relevant documents are included in the staff member's personnel file.

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/OFM	Template/Guideline	Explanatory Notes
13	Step Approve write-off	Responsible Party	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 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/OFM	Template/Guideline	Explanatory Notes
13	Step Approve write-off	Responsible Party	Template/Guideline	Explanatory Notes

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

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.

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.

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.

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:

shortlists with comments of the shortlisting panels;
lists of all candidates who applied for each of the positions;
CVs;
Job descriptions.

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.

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.

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.

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.

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

Subscribe to

Policy Areas

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Procedures regarding eTendering Approval Roles

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Planning and Paying for Delivery Enabling Services to Projects

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Probation upon Appointment

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Revenue Process Procedures

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party