Steps

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

Explanatory Notes

Until further notice all Fellowship Agreements must be approved by OHR/TAPP prior to signature.

Steps

Create Fellowship Terms of Reference (ToR)

 

Responsible Party

Fellow sup​ervisor

Template/Guideline

Explanatory Notes

Steps

Submit Fellowship ToR through the OHR/TAPP online request system

 

Responsible Party

Hiring unit focal point

Template/Guideline

Explanatory Notes

Steps

Liaise with the partner institution(s) to earmark ToR

 

Responsible Party

OHR/TAPP

Template/Guideline

Explanatory Notes

Steps

Advertise specific ToR or issue an open call for applications 

 

Responsible Party

Template/Guideline

Explanatory Notes

Steps

Candidate assessment – long listing and short listing 

 

Responsible Party

Template/Guideline

Explanatory Notes

As detailed in the Fellowship Agreement

 

Steps

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

 

Steps

Confirm offer of fellowship, and provide offer letter/package

 

Responsible Party

OHR/TAPP

Template/Guideline

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.
   

Steps

Orientation
 

Responsible Party

Hiring Unit / Fellow supervisor

Template/Guideline

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
   

Steps

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

Steps

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. 

Steps

Evaluation

 

Responsible Party

Fellow sup​ervisor

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.

Fellowship Evaluation Form (link to be updated)

 

Steps

Provide UNDP Certificate of Completion of Fellowship Assignment

 

Responsible Party

OHR/TAPP

Template/Guideline

Explanatory Notes

• Upon request from the Fellow

Certificate of Completion (link to be updated)

 

Steps

Manage partnership relation with partner institutions, including agreement extensions

 

Responsible Party

OHR/TAPP

Template/Guideline

Explanatory Notes