| United Nations Development Programme

Step

Send Request for Information (RFI)

Responsible Party

Programme Staff

Template/Guideline

Request for Information from CSO/NGO Template

Explanatory Notes

Identify potential NGOs relevant to UNDP programmatic areas

Step

Filter Request for Information

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Filter NGOs relevant to UNDP programmatic areas

to submit Partner Capacity Assessment tool. Basic criteria:

a. Not Proscribed

b. Area of expertise of interest to UNDP

Step

Send Partner Capacity Assessment tool

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Obtain detailed information from NGOs

Step

Conduct Partner Capacity Assessment

Responsible Party

Template/Guideline

Explanatory Notes

Identify capacity to deliver & Identify capacity development opportunities

Step

Conduct General Risk Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Assess the general risks for UNDP in engaging with the NGO

a. Identified risk levels (actual/ mitigated)

b. Maximum financial ceiling to channel through the NGO

Step

NGO Overall Information Capture

Consolidate information

Responsible Party

If objective is to establish an office Roster in identified areas a Roster manager to be identified to maintain/ updated roster

Template/Guideline

Explanatory Notes

The following information will be consolidated from all previous steps:

a) Relevance against need

b) Capacity to deliver

c) Opportunity for capacity development

d) Financial ceiling

e) Risk level/ mitigation

Step

Terms of Reference for the Specific Engagement

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Defined clear outputs and deliverables for UNDP project

Step

Identify Unique Collaborative Advantage Criteria

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify specific unique collaborative advantage criteria for NGO for the project success.

Such criteria will be the basis for the later “Collaborative Advantage Analysis” once the long list of NGOs have been identified

Step

Identify NGOs from the Roster

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

Explanatory Notes

Identify suitable NGOs from the roster – Long List to be established based on:

a. Area of expertise

b. Access to beneficiaries

c. Ceiling

Step

Reassessment of Risk Based on Specific TOR

Responsible Party

Template/Guideline

CSO/NGO Selection: Risk Analysis Template

Explanatory Notes

Confirm/Reconfirm general risk level in light of the specific TOR

Step

NGO Collaborative Advantage Analysis

Responsible Party

Panel: Programme Staff Operations Staff Independent Participant (appointed by RR)

Template/Guideline

CSO/NGO Selection: Comparative Advantage Analysis Template

Explanatory Notes

Determination of the most appropriate modality for engaging NGO(s)

Decision on whether

Selection based on unique collaborative advantage

(OR)

Selection based on competitive process

Step

Endorsement by Senior Manager if Selection Based on Unique Collaborative Advantage

Responsible Party

RR/OIC (no further delegation)

Template/Guideline

Explanatory Notes

Accountability for selection through non-competitive process

Decision on NGO(s) with whom RPA can be negotiated

Step

Engagement Through Unique Collaborative Advantage Selection Process

Responsible Party

Template/Guideline

Explanatory Notes

Definition of key areas such as:

a. Activity Work Plan (AWP)

b. Cost negotiations including overheads

Step

Engagement Through Competitive Selection Process

Responsible Party

Operations Staff

Template/Guideline

Call for Proposals from NGOs Instructions

Quality-Based under a Fixed Budget Methodology Selection Guide

Procurement Methods Policy

Explanatory Notes

Selection through a competitive process as several NGO can deliver

Subject to oversight by the procurement committees

Step

Negotiation of Responsible Party Agreement. Please refer to the Programme and Project Management (PPM) Select Responsible Parties and Grantees policy for Responsible Party definition.

Responsible Party

Programme & Operations Staff

Template/Guideline

Responsible Party Agreement between UNDP and a Civil Society Organization

Explanatory Notes

Clear understanding of expectations on both sides

RPA ready for signature

Step

Signature of RPA

Responsible Party

As identified in the ICF[SB2]

Template/Guideline

Internal Control Framework

Explanatory Notes

NGO legally engaged

Step

Update of Project M&E and Results Framework

Responsible Party

Programme Staff

Template/Guideline

Explanatory Notes

Manage NGO-specific risks NGO-specific capacity development and risks incorporated into the overall project design

1	Step Complete “Advance Request for Non-US Visa” form to request information on visa requirements.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Request should be signed by the applicant. The applicant should create a UNall case by selecting the Operations service icon under ‘travel documents and visa’ select Visa.
2	Step Complete visa forms and forward to the UNDP Visa Desk together with travel document (UNLP and national passport if required)	Responsible Party Staff member	Template/Guideline	Explanatory Notes
3	Step Review completed form; prepare UNDP Note Verbale addressed to the consulate; deliver application to the consulate; pick up from the consulate the travel document with the visa and contact the traveller.	Responsible Party	Template/Guideline	Explanatory Notes When personal appearance is required by the consulate, the UNDP Visa & Passport Desk at HQ in New York will contact the traveller when the UNDP Note Verbale is ready for his/her to bring to the consulate along with the completed form and his/travel document; the Visa & Passport desk will dispatch a courier to retrieve the visa when it is ready.
4	Step Sign Note Verbale to consulate	Responsible Party	Template/Guideline	Explanatory Notes
5	Step Advise the traveller if a visa fee is required; obtain receipt from the consulate and hand it over to the traveller together with the travel document containing the visa.	Responsible Party	Template/Guideline	Explanatory Notes The traveller should advance the visa fee and claim reimbursement using the travel expense claim form.

1	Step Submit the request through the Operations service icon in UNall. Upload completed forms and other documentation to the UNall case, have forms certified by General Operations/BMS then submit to the UN Visa Committee.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Form TTS.1 should be certified by General Operations/BMS.
2	Step Forward approved application to UNTTS.	Responsible Party	Template/Guideline	Explanatory Notes UN Visa Committee will advise the staff member on the status of the application and of any required additional information. All follow-ups should be made directly with the UN Visa Committee or the UNTTS.
3	Step Send a cable requesting issuance of the visa, to the US consulate in the city where the G-5 visa will be picked up.	Responsible Party	Template/Guideline	Explanatory Notes The staff member may request a copy of the cable for the household employee to present to the US consulate.
4	Step Provide all required documentation to the household employee.	Responsible Party Staff member	Template/Guideline	Explanatory Notes
5	Step Apply for the G-5 visa in person at the US consulate where the visa is to be picked up and where the UNTTS has sent the cable.	Responsible Party	Template/Guideline	Explanatory Notes The household employee should carry all required documents, including a copy of the UNTTS cable to facilitate the visa application processing.

1	Step Submit the request through the Operations service icon in UNall. For local renewal a DS.1648 and the latest i-94 record should be uploaded to the UNall case. For visas to be issued outside the US complete form DS 160 online indicating the city where visa is to be picked up.	Responsible Party Staff member	Template/Guideline	Explanatory Notes
2	Step Submit the completed application through the Operations service icon in the UNall Service Portal.	Responsible Party Staff member, Certifying Officer in General Operations/BMS	Template/Guideline UNall/Operations/General Operations Services	Explanatory Notes The national passport should be valid for at least 6 months; if a visa is also requested for eligible dependents, their national passports should also be submitted.
3	Step Review, sign form and forward to UNTTS together with the national passport/s.	Responsible Party	Template/Guideline	Explanatory Notes
4	Step Request the U.S. Department of State’s Bureau of Consular Affairs (CA), Diplomatic Liaison Division in Washington, D.C. to grant the visa.	Responsible Party	Template/Guideline	Explanatory Notes For G-4/G-5 visas to be issued in New York.
5	Step Send cable to US consulate outside the US requesting issuance of the visa.	Responsible Party	Template/Guideline	Explanatory Notes For G-4/G-5 visas to be issued outside the US, a copy of the cable will be provided to the staff member.
6	Step For visas to be issued outside the US, go in person to the US consulate to complete a visa application form.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Bring a valid national passport valid for at least 6 months. Present a copy of the UNTTS cable to expedite the processing of visa application.

Step

Submit a travel claim in UNall/ Quantum for Reimbursement of Expenses” with the relevant receipted bills.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

Local staff required to travel outside of the country on official business travel

Reimbursable costs include passport application fee, photographs and birth certificate

1	Step UN Certificates (UNC) Submit the request through the Operations service icon in UNall Service Portal with one photograph (jpeg format).	Responsible Party	Template/Guideline PT.64	Explanatory Notes
2	Step Certify form PT.64 in accordance with the traveller’s contract with UNDP and forward to UN TTS/DOS.	Responsible Party Certifying Officer	Template/Guideline	Explanatory Notes
3	Step Issue UNC and forward to UNDP Travel Service Section for delivery to the applicant.	Responsible Party	Template/Guideline	Explanatory Notes The UNDP Visa & Passport Desk at HQ in New York UNDP will deliver the UNC to the UNDP Mail Room for dispatch by pouch
4	Step Return UNC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization.	Responsible Party UNC holder	Template/Guideline TTS7 - UNLP Cancellation	Explanatory Notes Create a case through the Operations service icon in UNall Service Portal prior to returning the document.

1	Step Check the validity of his/her travel documents as soon as travel is planned to ensure that all are valid for the minimum duration required.	Responsible Party Staff member	Template/Guideline	Explanatory Notes Most consulates require a minimum 6-month validity of the UNLP and/or national passport before granting a visa.
2	Step UNLPs/UN Family Certificates (UNFCs) Submit the request through the Operations service icon in UNall Service Portal with one photograph (jpeg format).	Responsible Party Staff member	Template/Guideline TTS.2 (5-23) - English (for UNLP) TTS.2 (5-23) - French (for UNLP) PT-39E Application for UN Family Certificate	Explanatory Notes If holding an UNLP, SM must submit it together with an application for a new one. (Exceptional procedures exist for SMs posted at a duty station where the UN Department of Safety and Security has determined that a security condition exists.) Detailed instructions and requirements are provided in the form. Rush requests to process in less than five (5) days will incur additional fees.
3	Step Certify application after verifying all information on the form and ensuring the applicant’s eligibility for a UNLP/UNFC and forward the certified forms to UNTTS/DOS.	Responsible Party Certifying Officer	Template/Guideline	Explanatory Notes
4	Step Issue UN travel document and forward to TSS/GO/BMS.	Responsible Party	Template/Guideline	Explanatory Notes Allow a minimum of five (5) business days for processing (upon receipt of the completed application)
5	Step Contact applicant at HQ in New York to pick up; or deliver to UNDP Mail Room for dispatch by pouch if sending to CO or other BU outside of HQs by courier service (courier charges to be borne by BU).	Responsible Party	Template/Guideline	Explanatory Notes The UNDP Visa & Passport Desk at HQ in New York will contact local SM’s to pick up the UNLP. For non-local SM’s the document will be dispatched to the UNDP Mail Room for dispatch by pouch. The travel document is accompanied by a transmittal memo (refer to Section 8.0 for the template) for the SM to sign as acknowledgement of receipt. Acknowledgement receipt should be returned to the Pouch Unit.
6	Step Return UNLP/UNFC to UNDP Travel Service Section (HQ) if expired, no longer required or if separating from the organization. This includes replaced UNLP s where exceptional UNLP procedures are in place.	Responsible Party Staff member	Template/Guideline TTS7 - UNLP Cancellation	Explanatory Notes Create a case through the Operations service icon in UNall Service Portal prior to returning the document.

Step

Present meal and hotel receipts with travel claim

Responsible Party

Traveller

Template/Guideline

Explanatory Notes

Hotel and meal receipts: When requesting DSA for a stopover.

Hotel receipt: When Ad hoc, special hotel DSA rate or supplementary DSA is applicable.

Hotel receipt: When early arrival at the destination upon arrival from an overnight flight necessitates early check-in or when late departure at the destination necessitates late check-out.

Step

Calculate supplementary DSA as follows:
a) Take the difference between the actual daily room cost (including room tax and service charge) and the room percentage of DSA for the location;
b) Multiply the daily difference by the number of days of stay in the hotel;
c) Pay supplementary DSA if the product in (b) above is at least $50; pay if below $50 provided the period of stay is 3 days or less and (a) above is at least 10% of the total DSA;
d) Do not pay if the conditions in (c) above are not met.

Responsible Party

Traveller

Template/Guideline

Explanatory Notes

Traveller or authorizing unit responsible for calculating travel claims

Example:
Actual room cost: $120; DSA rate: $150
Room percentage: 65% of $150 = $97.50
Daily difference: $120 – $97.50 = $22.50

Note:
If the traveller stays in a hotel for which there is higher DSA rate but the room percentage is still not sufficient to cover the actual room costs in that hotel, the supplementary DSA should be calculated using the Elsewhere rate for that city, and not the higher hotel rate. The DSA payment for that location will then be the Elsewhere DSA plus the supplementary DSA, therefore completely ignoring the higher hotel DSA rate.

Step

Submit a request for an increase in delegated procurement authority to the respective Regional Chief Procurement Officer (COs) or CPO (HQ units)

Responsible Party

Resident Representatives, heads of bureaux and out posted headquarters units

Template/Guideline

Request for Increased Delegation of Procurement Authority (IDPA)

Explanatory Notes

A detailed procurement plan should cover the duration of the proposed increase.

Step

Review the request.

Responsible Party

Procurement Oversight Unit in consultation with the Procurement Support Unit, Regional Bureau and other relevant offices

Template/Guideline

Explanatory Notes

Requests up to US $400,000 shall be reviewed through a desk assessment to define the baseline procurement capacity of the country office. A number of basic procurement-related indicators are assessed based on data from internal and external sources. They fall in the categories of procurement planning, demand, policy compliance, procurement and CAP capacity, procurement oversight and other indicators, supply market and external environment.

For requests up to US $700,000 and US $1.5 million, an in-depth assessment will be conducted covering additional aspects such as strategic procurement plan, market positioning and analysis, supply chain and preparedness capacity and CAP capacity. RCPO in consultation with the Regional Bureau Director may request an on-site procurement capacity assessment mission prior to any recommendation for on-site review of practices, systems and resources that support procurement.

Step

Make recommendations to the Regional CPO or CPO as applicable.

Responsible Party

Template/Guideline

Explanatory Notes

Recommendations should be based on collective views on the assessment.

Step

Issue a final decision.

Responsible Party

Regional CPO or CPO as applicable

Template/Guideline

Explanatory Notes

The final decision can be to grant the IDPA, to grant it conditional subject to recommended corrective actions within a specific duration, or not to grant IDPA.

Step

Request Special Leave using the Special Leave Request Form in UNall.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See section Paragraph 59.

Step

Process Special Leave request.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

For staff holding UNDP letters of appointment for service limited to another organization, agency, fund or programme and administered by UNDP on behalf of such an organization, agency, fund or programme, any requests for Special Leave (with or without pay) must be reviewed in consultation with the respective organization.

Step

Approval of Special Leave request.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

See Paragraphs 60 and 61.

Step

Communicate decision of request for Special Leave to staff member.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

Step

Advise and educate staff member on policy and conditions governing medical coverage and eligibility requirements for ASHI.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

In the case of SLWOP for periods of 30 calendar days or more, the staff member has the option of continuing coverage by making full payment (his/her contribution plus the UNDP contribution) of the premiums involved. UNDP does not subsidize health or life insurance coverage during periods of SLWOP of 30 calendar days or more.
After Service Health Insurance (ASHI) is available to a staff member who has been on SLWOP and separates from the organization on condition the staff member opts for continuing coverage as outlined in Paragraph 33 and meets the eligibility criteria spelled out in the policies governing ASHI: After-Service Health Insurance: ASHI MIP and After-Service Health Insurance: ASHI UN.
A staff member who does not opt for continuous coverage during SLWOP is not eligible for ASHI upon separation unless he/she is returned to active service and is enrolled in a United Nations health insurance plan for at least one month before separation.

Step

Provides follow-up communication to Staff Member stating all terms and administrative formalities of Special Leave and adjusts benefits and entitlements accordingly.

Responsible Party

HR Associate OHR Copenhagen,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraph 63.

Step

Notification of return to active duty or other alternatives.

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

See Paragraphs 51 and 52.

Step

Assist Staff Member in returning to active duty.

Responsible Party

HR Business Partner,

Operations Officer

Template/Guideline

Explanatory Notes

See Paragraphs 53 and 42 above.

Step

Separation (if applicable).

Responsible Party

Director of BMS

Template/Guideline

Explanatory Notes

See Paragraphs 57 and 58 above. Responsible parties are Director, OHR and in case of agreed separation, the UNDP Administrator who delegated authority to the Director of BMS.

Subscribe to

Policy Areas

Engaging CSO/NGO as a Responsible Party

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

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

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Consular visas

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step

Responsible Party

Template/Guideline

Explanatory Notes

Step