Acquisition and Maintenance (Furniture and Equipment)

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Programme and Project Management
Crisis Response
- Standard Operating Procedure for Crisis Response and Recovery
  - Standard Operating Procedure for Crisis Response and Recovery
- Financial Resources for Response
  - Allocation of TRAC 3 Resources for Crisis Engagements
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
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Programme and Project Management
Crisis Response
Financial Resources Management
Human Resources Management
Procurement
Partnerships
Administrative Services
Accountability
Information and Communications Technology
Security

Programme and Project Management

Programming Standards
Design
Implement
Close
- Close and Transition

Crisis Response

Standard Operating Procedure for Crisis Response and Recovery
- Standard Operating Procedure for Crisis Response and Recovery
Financial Resources for Response
- Allocation of TRAC 3 Resources for Crisis Engagements

Financial Resources Management

Inventory Management
- Inventory Management
Cash Banking and Investment
Financial Closure of Development Projects and Trust Funds
Financial Management and Implementation Modalities
Financial Operations Management
- Corporate Operations and Information Management
- Statutory Financial Reporting
Pipeline and Revenue Management
Expense Management
Resource Planning and Cost Recovery
Working with External Auditors
- Working with External Auditors

Human Resources Management

Duties, Obligations and Privileges
- Standards of Conduct
  - UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
- Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
  - Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
Classification of Posts
- Job Evaluation
Salaries and Related Allowances
Appointment and Promotion
Annual and Special Leave
Social Security
Travel and Removal Expenses
- Entitlement Travel
- Relocation Shipment
  - Relocation Shipment
Separation from Services
- Entitlements upon Separation
- Types of Separation
Disciplinary Measures and Appeals
- UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
Non-Staff
Workforce Management
- Organizational Unit Restructuring
  - Organizational Unit Restructuring
- Performance Management
  - Performance Management and Development
  - Probation upon Appointment

Procurement

Procurement Overview
Procurement Strategy and Planning
- Procurement Forecasting and Delivery
- Transactional Procurement Strategies and Procurement Planning
Requisition
- Requisition and Procurement of Goods, Civil Works and Services
Sourcing of Suppliers
- Sourcing and Market Research
- Vendor Sanctions
Procurement Methods
- Procurement Methods
Innovation, CSO engagement
Solicitation Process
Evaluation of Offers and Pre-award Negotiations
- Evaluation of Offers
- Pre-Award Negotiations
Procurement Review Committees
- Procurement Oversight and Procurement Review Committees
Award and Management of Contract
Construction Works
- Construction Works
Individual Contract
- Individual Contract
Long Term Agreements (LTAs) and Cooperation with UN Entities
- Long Term Agreements (LTAs) and Cooperation with UN Entities

Partnerships

Managing Partnerships
- Managing Partnerships
Private Sector
- Policy on Due Diligence and Partnerships with the Private Sector
- Private Sector Partnerships
Foundations
- Foundations

Administrative Services

Asset Management - Property, Plant and Equipment
Asset Management (Intangible Assets)
- Intangible Assets
Vehicle Management
- Vehicle Management
Lease Management (Premises and Equipment)
Management of Local Presences
- Establishing UNDP-supported presence outside a country office
- Closing a Local Presence
Duty Travel
Corporate Purchasing Card
- Corporate Purchasing Card

Accountability

Accountability System Policy
- Accountability System Policy
Information Disclosure
- Information Disclosure
Internal Control Framework (ICF)
- Internal Control Framework
- Anti-Fraud Policy
Risk Management
- Enterprise Risk Management
- Anti-Money Laundering and Countering the Financing of Terrorism Policy
Business Continuity Management
- Business Continuity Management
Delegation of Authorities
- Delegation of Authorities
- Participation and Role of UNDP Delegates at Major International Conferences and Events
Ethics
Evaluation
- Evaluation Policy
Managing Prescriptive Content
- Managing Prescriptive Content

Information and Communications Technology

ICT Security
ICT Oversight
- Change Control and Release Management Standards
Enterprise Solutions
Global Services
- UNDP ICT Standards

Security

Framework of Accountability for Security
- Framework of Accountability for Security
Security Policy
- Security Policy
Commercial Air Travel Safety
- Commercial Air Travel Safety Guidelines

Home
Administrative Services
Asset Management - Property, Plant and Equipment
Furniture and Equipment
Acquisition and Maintenance (Furniture and Equipment)

Main navigation

Asset Management - Property, Plant and Equipment
Asset Management (Intangible Assets)
- Intangible Assets
Vehicle Management
- Vehicle Management
Lease Management (Premises and Equipment)
Management of Local Presences
- Establishing UNDP-supported presence outside a country office
- Closing a Local Presence
Duty Travel
Corporate Purchasing Card
- Corporate Purchasing Card

Focal Point

Kanwarjit SACHDEVA

Effective Date

25/07/2016

Planned Review Date

09/01/2026

Version

8.0

Latest updates

January 09, 2023 -

The policy has been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system.

September 21, 2021 -

The Furniture and Equipment: Acquisition and Maintenance policy has been updated to clarify that vehicle mileage is not a blank approval for vehicle disposal but is only a trigger to assess the vehicle for disposal.

February 25, 2021 -

A new SLA between UNDP and UNDSS was signed in 201

January 09, 2023 -

The policy has been updated to reflect UNDP's transition to its new cloud-based management platform Quantum in January 2023, replacing its previous ATLAS system.

September 21, 2021 -

The Furniture and Equipment: Acquisition and Maintenance policy has been updated to clarify that vehicle mileage is not a blank approval for vehicle disposal but is only a trigger to assess the vehicle for disposal.

February 25, 2021 -

A new SLA between UNDP and UNDSS was signed in 2019, replacing the 2006 MoU. Clause 18 of the Furniture and Equipment: Acquisition and Maintenance policy has been updated to link to the new SLA.

February 11, 2021 -

The Furniture and Equipment: Acquisition and Maintenance policy is now available in Spanish. To access the document, click on the Spanish language tab.

March 13, 2020 -

The International Commercial Terms (INCOTERMS) 2020 has been linked in clause 64 of the Furniture and Equipment: Acquisition and Maintenance policy, as well as in clause 1 of the Asset Management Atlas User Guide.

Differences between Incoterms 2010 and 2020:

- The Incoterms FCA (Free Carrier) now provides the additional option to make an on-board notation on the Bill of Lading prior loading of the goods on a vessel.

-The costs now appear centralized in A9/B9 of each Incoterms rule.

- CIP now requires at least an insurance with the minimum cover of the Institute Cargo Clause (A) (All risk, subject to itemized exclusions).

- CIF requires at least an insurance with the minimum cover of the Institute Cargo Clause (C) (Number of listed risks, subject to itemized exclusions).

- The Incoterms rules Free Carrier (FCA), Delivered at Place (DAP), Delivered at Place Unloaded (DPU) and Delivered Duty Paid (DDP) now take into account that the goods may be carried without any third-party carrier being engaged, namely by using its own means of transportation.

- The rule Delivered at Terminal (DAT) has been changed to Delivered at Place Unloaded (DPU) to clarify that the place of destination could be any place and not only a “terminal”.

- The Incoterms 2020 now explicitly shifts the responsibility of security-related requirements and ancillary costs to the seller.

February 14, 2020 -

The UNDP Service Request Form User Guide is now linked in clause 9 of the policy.

February 07, 2020 -

UNDP has changed its asset capitalization threshold from US $1,500 to US $5,000. This policy change will significantly reduce the volume (i.e. quantity) of assets in the asset register thereby allowing UNDP to focus attention on higher value items. The change in policy should also result in a more effective verification and certification process. The following clauses of the policy have been updated to reflect the new asset capitalization threshold: 3, 5-7; 14; 35-37; 41, 43, 46, 48; 73 and 83.

August 23, 2019 -

The Furniture and Equipment: Acquisition and Maintenance policy is available in French. To access the document, click on the French language tab.

June 12, 2018 -

The updated Property, Plant and Equipment (PP&E) section clarifies the nature of NGO involvement in Asset Management processes in response to the newly revised Programme and Project Management (PPM) chapter and also reflect the change to the asset certification process approved by the Senior management as part of the recent business streamlining initiatives

Following the OAI recommendation at the end of 2015, the roles and responsibilities for the Regional Bureaus were clarified in Feb 2017. Reviewed and edited (without substantive changes) in Q1 2016.

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Relevant Regulations and Rules

UNDP Financial Regulations and Rules
IPSAS - 2012 Handbook of International Public Sector Accounting Pronouncement

Policies

Main Policy

Furniture and Equipment: Acquisition and Maintenance

DOCX (118.68 KB)

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Related Policies

Internal Control Framework
Depreciation, Reconciliations Reports and Centralized Functions (Plant and Property)

United Nations
Development Programme

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