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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

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Human Resources Management
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UN Clinics

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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

Sarah Rose

Effective Date

22/04/2015

Planned Review Date

01/07/2025

Version

1.0

Latest updates

January 01, 2015 - While the effective date remains the same, the content has been reviewed and edited without substantive changes in 2014 and 2015. p tag used here for line break

Relevant Regulations and Rules

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

Policies

Main Policy

UN Clinics

DOCX (53.93 KB)

Download

Procedures

Main Procedures

1

Step

Provide guidance on administration of UN Clinics on an ongoing basis.

Responsible Party

UNDP HQ [BMS]

Template/Guideline

Explanatory Notes

The relevant office int he Bureau for Management Services [BMS] should be consulted depending on the support required.

2

Step

Assess local medical facilities

Responsible Party

Template/Guideline

Explanatory Notes

Upon request or the RR

3

Step

Determine whether there are sufficient numbers of UN staff members and eligible dependents at the duty station.

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

4

Step

Obtain formal agreement from the local government authorities for establishment of a UN Clinic

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

5

Step

Propose establishment to the UNCT and obtain respective agreements

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

6

Step

Create funding mechanism

Responsible Party

Template/Guideline

Explanatory Notes

All participating agencies are required to share the costs of the UN Clinics activities in advance.

7

Step

Set the criteria for the cost-sharing distribution and share it with all participating agencies and non UN entities

Responsible Party

Template/Guideline

Explanatory Notes

Cost-sharing is determined by headcount by agency/non-UN entity.

1

Step

Authorize clinic services and supplies as a distinct activity in the Common Services project in the same manner as other common/shared services.

Responsible Party

Template/Guideline

Explanatory Notes

Total running costs, itemized by expenditure purpose as listed in paragraph 17, as well as the average yearly percentage of total costs charged to each agency, should be recorded.

1

Step

Manage inventory of consumables and equipment.

Responsible Party

Template/Guideline

Explanatory Notes

Stock should be used on the basis of a first-in/first-out policy.

All information relating to the physical inventory of non-expendable equipment covered by the UN Clinic should be reported in Atlas under a separate heading called ‘Medical Equipment'.

2

Step

Donate consumable stock if applicable.

Responsible Party

Template/Guideline

Explanatory Notes

Medications within the last month before expiry may be donated, after approval of the UN Medical Director, to local health facilities for immediate use. This donation is subject to UNDP rules and procedures and a record kept for audit purposes.

3

Step

Prepare inventory report for UNCT on a quarterly basis

Responsible Party

Template/Guideline

Explanatory Notes

A detailed inventory of all consumables and non-consumables must be prepared before placing the yearly order.

4

Step

Prepare procurement orders promptly when stock is being reviewed or as needed.

Responsible Party

,

UN Medical Services ( DHMOSH)

Template/Guideline

Explanatory Notes

Procurement of medical goods and supplies should be based on the United Nations Clinic Catalogue of Fleischhacker accessible through UNMSD.

Purchasing should be standardized as far as possible and done through bulk orders. Genuinely unforeseen requirements, including supplies for new UN Clinics and items that cannot be stocked for long periods, can be requested from the vendor with the approval of the UN Medical Director on an ad hoc basis or can be procured locally, subject to UNDP rules and procedures.

5

Step

Clear procurement list.

Responsible Party

Template/Guideline

Explanatory Notes

Clearance must be based on the full epidemiological profile of the duty station.

Responsible Party: WHO Representative as Chair of the LIACMC

6

Step

Obtain agreement of UNCT on recommended procurement list.

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

7

Step

Approve procurement list.

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

8

Step

Procure medical goods and supplies for UN Clinics against the Common Services project.

Responsible Party

CO

Template/Guideline

Explanatory Notes

Medical goods and supplies should be procured from one or a combination of the following sources:

1. Reputable and approved local, regional, or international vendors, using use the existing LTA with UNDP;

2. UNICEF where a local office exists in the same location;

3. World Health Organization (WHO).

9

Step

Ensure funding is available for procurement, operation and subsequent maintenance of non-medical equipment.

Responsible Party

CO

Template/Guideline

Explanatory Notes

10

Step

Procure non-medical equipment as needed.

Responsible Party

CO

Template/Guideline

Explanatory Notes

The UNDP Country Office directly procures non-medical equipment e.g. furniture, refrigerators, fans and any other non-medical items) subject to audit and accountability, rules, and procedures.

11

Step

Make payment for goods and services according to terms and conditions of procurement.

Responsible Party

CO

Template/Guideline

Explanatory Notes

Payments must be made with one of the following options:

1. Bank transfers (most preferred option);

2. Checks (least desirable option); or

3. Agency Service Clearing Account via GLJE.

In either case, the following must be carefully observed:

1. Bank Transfer: The UNDP Country Office must include all the banking details as provided on the invoice.

2. Agency Service Clearing Account: The description field of the GLJE must refer to the invoice number indicated on the invoice and/or any other reference number.

3. The GLJE must use the following chart fields: GL Account – 54015; Fund – 12000; and Donor – 00006.

12

Step

Prepare inventory control report(s).

Responsible Party

,

CO

Template/Guideline

Inventory Management

Explanatory Notes

1

Step

Establish direct billing arrangement

Responsible Party

Resident Representative,

Human Resources Management,

UN Insurance Unit,

MIP Administrator,

UN Medical Services ( DHMOSH)

Template/Guideline

Explanatory Notes

Responsible parties are: RR and third party MIP administrator in consultation with OHR, UNMSD and UN Insurance Unit

2

Step

Pre-certification for medical treatment at UN Clinic

Responsible Party

Template/Guideline

Explanatory Notes

3

Step

Charge insurance for medical services received at UN Clinics

Responsible Party

MIP Administrator

Template/Guideline

Medical Insurance: Medical Insurance Plan (MIP)

Explanatory Notes

The service providers administering the various UN insurance plans will treat the charges associated with the provision of clinic services in the same manner as other medical services. When determining billable services associated with a UN Clinic, reference should be made to the benefits and limitations under the respective UN insurance plans.

The reasonable and customary charges will be determined on the basis of nationally established pricing tariffs or, where no national tariffs exist, market rates and/or a database of pricing determined by the insurance scheme.

The rules and procedures by which the insurance will reimburse for such services must be adhered to.

Responsible party is the Third party MIP administrator.

4

Step

Pay co-payment or out of pocket portion for medical services received at UN Clinic

Responsible Party

Staff member

Template/Guideline

Explanatory Notes

5

Step

Certification of co-payment bills

Responsible Party

Template/Guideline

Explanatory Notes

The bills must include the official stamp and signature of the attending physician (i.e., not of the nurse).

Responsible party is the Attending UN Clinic Physician.

1

Step

Plan for continuation of medical care

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Responsible party is the RR on behalf of UNCT

2

Step

Request closure of UN Clinic

Responsible Party

Resident Representative

Template/Guideline

Explanatory Notes

Responsible party is the RR on behalf of UNCT

3

Step

Approve closure of UN Clinic

Responsible Party

UN Medical Director

Template/Guideline

Explanatory Notes

The UN Medical Director can also initiate this process in consultation with the Resident Representatitve.

4

Step

Inform government and UN Medical Directors Group of decision to close a UN Clinic

Responsible Party

UN Medical Director

Template/Guideline

Explanatory Notes

United Nations
Development Programme

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