Performance Management and Development

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Performance Management
Performance Management and Development

Main navigation

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

Focal Point

Lida Van Staden, Nelly Owano

Effective Date

01/01/2024

Planned Review Date

01/01/2027

Version

5.0

Latest updates

July 10, 2024 -

This change to the Performance Management and Development policy introduces an additional option in the Annual Performance Review (APR) overall rating scale. Previously, the overall performance rating scale options included: ‘Successfully meets performance expectations’ and ‘Does not fully meet performance expectations’. From 2024 onwards, an additional option will be included, namely: ‘Partially meets performance expectations’.

The Talent Management Committee (TMC) can now review both ‘Partially meets performance expectations’ and ‘Does not meet performance expectations’ ratings under dispute. And both ratings, should staff members disagree with the TMC outcome, can be

July 10, 2024 -

The introduction of the new rating scale has also resulted in some changes to the Performance Improvement Process for underperformance related to timelines and procedures. Supervisors can still initiate a Performance Improvement Plan (PIP) early in the year if needed, but it now becomes mandatory if the Mid-Term Review indicates significant improvement is necessary. PIPs must also be implemented following Annual Performance Reviews that result in 'Partially meets' or 'Does not meet' ratings.

If performance does not improve as expected or if the supervisee refuses to comply with the PIP, their appointment may be terminated or not renewed. A supervisee can have up to two consecutive PIPs for a 'Partially meets' rating and one PIP for a 'Does not meet' rating unless a waiver is obtained. Supervisors are responsible for developing PIPs and for providing ongoing support and feedback throughout the process.

August 24, 2023 -

The following three minor changes have been made to the PMD policy: 1) The policy has been revised to modify the titles of the overall rating options to: ‘Successfully meets performance expectations’ and ‘Does not fully meet performance expectations.’ The definitions of the ratings were updated to capture that ‘Successfully meets performance expectations’ refers to instances where the individual meets all or most of the performance expectations. 2) The policy updates also include updating the TMRG (Talent Management Review Group) to TMC (Talent Management Committee). 3) Lastly, the policy has been modified to establish that the recommendation for a certificate of special recognition should be endorsed by the second-level supervisor and approved by the Head of the Office instead of the TMRG. If the person reports to the Head of Office, then the Head of Office will provide the final endorsement.

December 14, 2021 -

The Performance Management and Development policy is now available in French. To access the document, click on the French language tab.

March 01, 2021 -

The Performance Management and Development policy was amended to include reference to the Probation upon Appointment policy which will apply to initial appointments of more than one year.

December 22, 2020 -

The Performance Management and Development policy is now available in Spanish. To access the document, click on the Spanish language tab.

March 27, 2020 -

The Performance Management and Development policy and procedures have been updated with a view to:

- Further strengthening accountability for performance and performance management;

- Enhancing linkages between performance and other human resources management decisions; and

- Further streamlining performance management processes and procedures.

The revision of the policy on PMD is part of a more comprehensive effort to improve the quality of talent management in UNDP and, as such, is closely linked to a series of other initiatives related to performance management (e.g. a new programme on reward and recognition), career management (e.g. talent interviews), succession (e.g. staff selection for key roles) and learning and development.

February 01, 2017 -

The former Rebuttal policy was retired and is now incorporated into the Performance Management policy. It also replaces the PMD Guidance Note of 2013.

EXPAND

Relevant Regulations and Rules

Staff regulations and staff rules, including provisional staff rules, of the United Nations

Policies

Main Policy

Performance Management and Development

DOCX (85.1 KB)

View Download

Procedures

Main Procedures

Step

Discuss the annual performance and learning and development goals

Responsible Party

Supervisor (initiative) Supervisee (participate, request)

Template/Guideline

See Quantum PMD Module

Explanatory Notes

See guidance on how to prepare for an annual performance planning discussion. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on annual goals.

In discussing learning and development goals, it is important to have a discussion with the supervisee about their career aspirations so that goals could relate to both current and potential future jobs.

Step

Draft annual performance and learning and development goals based on the discussion; record them in the on-line PMD tool

Responsible Party

Supervisee

Template/Guideline

See Quantum PMD Module

Explanatory Notes

See guidance on setting goals.

Performance goals should include goal statements and more detailed descriptions to clarify expectations and success criteria. Goals should be prioritized to acknowledge that they can be different in terms of importance/criticality and time and effort required.

Performance goals should include a mandatory goal on effective people management for all staff with supervisory responsibilities. This goal is assigned automatically, through a centrally managed process.

Project Managers, Heads of Offices, senior managers in Country Offices, Regional Hubs and HQs and other staff with delegated authority and accountability for budget and financial management should also have a goal on financial management. This goal is assigned automatically, through a centrally managed process, to all RRs and Heads of Offices.

In line with the commitments of the UNDP Gender Equality Strategy and Gender Parity Strategy, managers and staff should include into their performance goals results related to gender equality and gender parity. These individual results should be aligned with and contribute to the specific results/targets that the Bureau/office/unit plans to achieve both in terms of UNDP policy/programmatic response to gender equality and empowerment of women, as well as gender inclusion in the workplace. This goal is assigned automatically, through a centrally managed process, to all Heads of Offices.

All RRs will have a mandatory goal related to their contribution to the UNCT results. It will be assigned to them through a centrally managed process. Additional indicators of success should be discussed with the UN RC, as needed. Other staff should also include such goals as relevant.

Learning and development goals should include goal statements and more detailed descriptions of activities to advance staff development, including increase their proficiency in the UNDP core and technical competency areas.

Learning and development goals may respond to immediate needs for a staff member to be/remain successful in the current job, as well as those that relate to their longer-term career aspirations and plans.

Since goals should be aligned with one's functions, it is important to ensure that Job Descriptions are kept up to date and are reflective of the functions that a staff member is expected to perform.

Step

Approve the annual performance and learning and development goals

Responsible Party

Template/Guideline

See Quantum PMD Module

Explanatory Notes

Approval should be recorded in the on-line PMD tool.

Supervisor can assign additional goals to the supervisee in the PMD tool, as needed, following the discussion.

Step

Ensure that all supervisors in their team approve the annual goals of their supervisees. Find an appropriate solution in case goal plans are not completed for some supervisees

Responsible Party

Supervisor of the supervisor,

Head of Office

Template/Guideline

Explanatory Notes

Step

Discuss modifications to the annual goals

Responsible Party

Template/Guideline

Explanatory Notes

Periodic performance check-ins and the mid-term review should provide a forum for discussions about potential modifications to the annual goals. In case of matrix reporting, both direct and matrix supervisors should be part of the discussion on goal modifications.

Step

Record modifications in the annual goals in the Quantum PMD Module

Responsible Party

Template/Guideline

Quantum PMD Module

Explanatory Notes

Step

Approve modifications in the annual goals and provide justification in the Quantum PMD module

Responsible Party

Template/Guideline

Quantum PMD Module

Explanatory Notes

Supervisor can decide on modifications but has the obligation to inform the staff member.

Step

Hold regular check-in discussions with the supervisee about performance, provide feedback, and discuss support needs; record their results in the Quantum PMD module, as appropriate

Responsible Party

Supervisor (initiative) Supervisee (participate, request)

Template/Guideline

Quantum PMD module

Explanatory Notes

While the supervisor is responsible for providing feedback to supervisees on performance, in line with the principle of mutual accountability for performance, supervisees should also proactively seek feedback on performance and indicate support and development needs.

Records of the periodic reviews are strongly encouraged for all staff but optional. For staff with performance shortcomings, however, the supervisor must make a record of performance discussions and agreements on improvement, next steps, consequences, etc.

Step

Hold a formal mid-term review of the supervisee’s performance and record its results in the on-line PMD tool

Responsible Party

Template/Guideline

Quantum PMD module

Explanatory Notes

Unless confirmed otherwise, the mid-term reviews of performance are expected to be conducted in July-August of the year.
The record of the mid-term review in the on-line PMD tool should include an update on progress in the achievement of annual goals, confirmation of any modifications in the annual plan, if required, and brief feedback on performance to-date and support needs (the latter part is optional).

Detailed comments are required for supervisees with identified performance shortcomings. Performance Improvement Plans (PIPs) should be attached to the mid-term reviews in the on-line PMD tool.

In case of matrix reporting, both direct and matrix supervisors should be part of the mid-term review discussion/decisions.

Step

Hold a discussion about supervisee’s performance, achievements and development in the past year

Responsible Party

Template/Guideline

Explanatory Notes

In case of matrix reporting, both direct and matrix supervisors should be part of the annual performance review discussions/decisions.

Step

Prepare a statement of annual achievement and post it in Quantum

Responsible Party

Supervisee

Template/Guideline

Quantum PMD module

Explanatory Notes

In case the supervisee has not prepared and submitted the statement of annual achievement within the agreed timeframe, the supervisor must still complete their annual performance review.

Step

Request additional feedback from others (optional)

Responsible Party

Template/Guideline

See Quantum PMD module

Explanatory Notes

Requesting additional feedback from others is optional and it is recommended that it is requested throughout the year, as appropriate (e.g. after large projects are completed) rather than all at once at the time of the annual performance review.

It is advisable that an indicative list of potential additional feedback providers is discussed by the supervisor and the supervisee when the performance goals are agreed on, but the final decision on who to request additional feedback from should be made at the time of the request.

In Quantum, the supervisee will see all the feedback provided by others without the indication of who provided what feedback.

Step

Record the outcome of the annual review in Quantum

Responsible Party

Template/Guideline

APR Offline Template (for reference purposes)

Download

Quantum Step by Step guide

APR Guidance

Core Behavioural Competencies

People Management Competencies

Explanatory Notes

An annual performance review by the supervisor includes:

Responses to a set of questions regarding the supervisee’s performance and competency proficiency, and narrative comments
An indication of whether the performance of the staff member ‘Successfully meets performance expectations’ and ‘Does not fully meet performance expectations’

For the staff members reassigned to new positions within UNDP during the performance year, as a general principle, the supervisor who supervised the staff member for most of the year will lead the annual review. However, specific arrangements for the review and its record in Quantum will be determined depending on the time of the reassignment and circumstances of the case.

Step

Make a recommendation for supervisees to receive a special recognition certificate to TMRG

Responsible Party

Template/Guideline

Guidance for Supervisors on recommending Certificates of Special Recognition

Explanatory Notes

Supervisees are qualified to receive special recognition for consistently exceeding performance expectations throughout the year, or for a special achievement(s) or impact achieved.

The supervisor should include into the annual performance review of such staff members examples of incidents where expectations were exceeded or of special achievements.

The recommendation of the supervisor should be endorsed by the second level supervisor and approved by the Head of the Office before uploading the certificate to Quantum.

Step

Review the annual performance review by the Supervisor

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

Step

In case of disagreement, request a TMC review

Responsible Party

Supervisee

Template/Guideline

Guidance for HR focal point to create TMC Document on Quantum

Explanatory Notes

The request for the TMC review should be submitted within 10 working days from the notification that the supervisor has completed their review to the HR Focal Point. The HR Focal Point will capture this in a TMC Document for the supervisee on Quantum

Step

Review the outcomes of all performance reviews in the respective Bureau/Office where staff have received a ‘Does not fully meet performance expectations’ rating to ensure consistency between teams in the application of standards.

Review cases of supervisees who disagree with the annual performance review by the Supervisor.

Responsible Party

Template/Guideline

Talent Management Committee (TMC) Terms of Reference (TOR)

Explanatory Notes

Step

Record the final TMC comments, as needed, in the supervisee’s personal record on Quantum

Responsible Party

Template/Guideline

Explanatory Notes

Step

Review the final results of the annual performance review and provide relevant comments, as needed

Responsible Party

Supervisee

Template/Guideline

See Quantum PMC Module

Explanatory Notes

Step

Ensure that all supervisors in their team complete the annual reviews of their supervisees. Find an appropriate solution in case reviews are not completed.

Review recommendations for special recognition submitted by supervisors in their team along with the comments and examples of special achievement. If in agreement, endorse the recommendation and submit certificate to the Head of the Office for approval.

Responsible Party

Supervisor of the supervisor

Template/Guideline

Explanatory Notes

Template for Certificate of Special Recognition-to be uploaded in Quantum once proposal is approved.

Step

Once approved upload the Certificate of Special Recognition to Quantum.

Responsible Party

Template/Guideline

Guidelines for uploading Certificate of Special Recognition on Quantum

Explanatory Notes

Step

Form the Rebuttal Panel

Responsible Party

Human Resources Management

Template/Guideline

See Terms of Reference of the Rebuttal Panel

Download

Explanatory Notes

Step

Submit a formal rebuttal request, in writing, with a copy to the respective HR Business Partner or HR focal point in the office

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

A rebuttal request should be summited to hq.rebuttal@undp.org within 15 working days of the final decision by the TMC being communicated to the supervisee. Requests submitted after the deadline without a reason that is in the opinion of the Chair of the Rebuttal Panel compelling will not be accepted. The Rebuttal Request should include:

1. a copy of the annual performance review to be rebutted
2. a cover memo outlining the reasons for rebuttal and the justifications
3. any other supporting documents as deemed necessary.

The expectation is that each case will take, on average, 30 working days to complete.

No template. Submission is to be done by e-mail.

Step

Refer the request to the Rebuttal Panel for review

Responsible Party

Secretary of the Rebuttal Panel in OHR

Template/Guideline

Explanatory Notes

Step

Assign members of the review team for each rebuttal case

Responsible Party

Chair of the Panel

Template/Guideline

Explanatory Notes

Step

Review the case and present findings in a report

Responsible Party

Template/Guideline

See Terms of Reference of the Rebuttal Panel for more details

Download

Explanatory Notes

The review panel will be supported by the consultant, as specified in the Terms of Reference. This will allow to ensure shorter timelines for processing rebuttal cases.

Step

Review the recommendation of the review team and sign-off

Responsible Party

Chair of the Panel

Template/Guideline

Explanatory Notes

The final decision is captured in the Rebuttal Panel Report signed-off by the Chair.

Step

Inform the supervisee, the supervisor, and the Head of the Office

Responsible Party

Secretary of the Rebuttal Panel in OHR

Template/Guideline

Explanatory Notes

Step

Implement the decision of the Rebuttal Panel

Responsible Party

Supervisor and/or Supervisee, as needed

Template/Guideline

Explanatory Notes

Step

Issue the first notification to the supervisee of performance shortcomings and initiate the development of PIP.

Record the notification in the on-line PMD tool and upload the PIP

Responsible Party

Template/Guideline

See template for the Improvement Performance Plan (PIP)

Download

Explanatory Notes

The PIP should generally be of at least 3 months, provided sufficient time is available within the supervisee’s contract with UNDP. It should be finalized within 10 working days from the time of the notification.

Step

Implement improvement measures

Responsible Party

Supervisee

Template/Guideline

Explanatory Notes

Supervisee is responsible for participating in relevant discussions and implementing required improvements.

Step

Periodically monitor implementation of agreed activities

Responsible Party

Template/Guideline

Explanatory Notes

Supervisor is responsible for providing agreed support, having regular performance discussions with the supervisee, and providing guidance.

Step

Assess the need for the second PIP

Responsible Party

Template/Guideline

Explanatory Notes

Step

Issue the second the notification to superviseeof performance shortcomings and initiative the revision/extension of PIP

Responsible Party

Template/Guideline

Explanatory Notes

Step

If improvement in performance is not achieved in line with the established expectations and within the established timeline, make a recommendation to the Head of the Office re: next steps

Responsible Party

Template/Guideline

Explanatory Notes

Step

Initiate action in accordance with policy on Separation from Service/Termination of Appointment, in case the recommendation is to separate the staff member from service

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

Step

If the performance of the supervisee is rated as not fully satisfactory, submit a request not to award the within-grade increment to the Director of OHR

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

This should be done within 5 working days after the decision on the rating is final. If the supervisee contests the rating, the decision is final only after the Rebuttal Panel decision.

Step

Take decision regard the within-grade increment

Responsible Party

Template/Guideline

Explanatory Notes

Step

Inform the supervisee and the payroll team in the Global Shared Services Center (GSSU) about the decision, with a copy to the Head of the Office where the supervisee serves

Responsible Party

OHR Business Partner

Template/Guideline

Explanatory Notes

Step

Do not process the award of the increment, which is otherwise due, or arrange for the recovery of the increment

Responsible Party

Template/Guideline

Explanatory Notes

Step

Take action in accordance with Policy on Separation from Service/Termination of Appointment, including with regard to entitlements related to separation.

Responsible Party

Head of Office

Template/Guideline

Explanatory Notes

United Nations
Development Programme

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