Fellowship | United Nations Development Programme

1	Step 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 Fellowship Agreement Template	Explanatory Notes Until further notice all Fellowship Agreements must be approved by OHR/TAPP prior to signature.
2	Step Create Fellowship Terms of Reference (ToR)	Responsible Party Fellow supervisor	Template/Guideline Fellowship Terms of Reference (TOR) Template	Explanatory Notes
3	Step Submit Fellowship ToR to OHR/TAPP	Responsible Party Hiring unit focal point	Template/Guideline	Explanatory Notes
4	Step Liaise with the partner institution(s) to earmark ToR	Responsible Party OHR/TAPP	Template/Guideline	Explanatory Notes
5	Step Advertise specific ToR or issue an open call for applications	Responsible Party	Template/Guideline	Explanatory Notes
6	Step Candidate assessment – long listing and short listing	Responsible Party	Template/Guideline	Explanatory Notes As detailed in the Fellowship Agreement
7	Step 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
8	Step Confirm offer of fellowship, and provide offer letter/package	Responsible Party OHR/TAPP	Template/Guideline UNDP Fellowship Undertaking Letter for Fellowships Funded by UNDP UNDP Fellowship Undertaking Letter for Fellowships Funded by A Sponsoring Entity	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.
9	Step Orientation	Responsible Party Hiring Unit / Fellow supervisor	Template/Guideline Regulations Governing the Status, Basic Rights and Duties of Officials other than Secretariat Officials, and Experts on Mission ST-SGB-2002-9	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
10	Step 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
11	Step 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.
12	Step Evaluation	Responsible Party Fellow supervisor	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.
13	Step Provide UNDP Certificate of Completion of Fellowship Assignment	Responsible Party OHR/TAPP	Template/Guideline Certificate of Completion of Fellowship Assignment	Explanatory Notes Upon request from the Fellow
14	Step Manage partnership relation with partner institutions, including agreement extensions	Responsible Party OHR/TAPP	Template/Guideline	Explanatory Notes