A common operational (harmonized) framework for transferring cash to government and non‑governmental IPs, irrespective of whether these partners work with one or multiple United Nation agencies. The objective of the HACT framework is to support a closer alignment of development aid with national priorities and to strengthen national capacities for management and accountability, with the ultimate objective of gradually shifting to national systems. It is intended to serve as a simplified set of procedures on requesting, disbursing, providing assurance, and reporting on funds as a way to effectively manage risks, reduce transaction costs and promote sustainable development in a coordinated manner.
Source: Harmonized Approach to Cash Transfers (HACT)
Harassment is any improper and unwelcome conduct by UNDP personnel against UNDP or external personnel that has caused, or that might reasonably be expected or be perceived to cause, offence or humiliation. Harassment may be present in the form of words, gestures, electronic communication or other actions that annoy, alarm, abuse, demean, intimidate, belittle, or cause personal humiliation or embarrassment to another, or cause an intimidating, hostile or offensive work environment. It includes but is not limited to harassment based on any grounds, such as race, religion, color, creed, ethnic origin, physical attributes, gender identity, or sexual orientation. Harassment will often consist of a series of incidents, but it may be brought about by a single incident only.
Source: Harassment, Sexual Harassment, Discrimination, and Abuse of Authority
A joint decision of the Executive Boards of UNDP/UNFPA, UNICEF and UNWOMEN approved a new harmonized conceptual framework for defining and attributing all costs, both programme costs and organizational costs (DP-FPA/2012/1), and a new harmonized methodology for calculating cost-recovery rates on other resources (non-core) (DP-FPA/2013/1; DP/2013/9).
Source: Harmonized Conceptual Funding Framework and Cost Recovery Methodology
“Head of Office” refers to the head of either a UNDP headquarter office or UNDP country office, i.e. Bureaux Directors, Resident Representatives, heads of UNDP liaison offices, and heads of UNDP administered funds and programmes. Heads of Regional Service Centers and Heads of Policy Centers receive their delegated authorities from the Regional or Central Bureaux Directors as the case may be and/or from those directly delegated specific functional authorities by the Administrator (such as the Chief Procurement Officer, Chief Finance Officer, Treasurer etc.) and hence not included in this definition. Similarly, Country Directors receive their authorities from the Resident Representatives and are not considered heads of offices;
Source: Delegation of Authorities
The purpose of the Home Leave (HL) travel entitlement is to allow eligible internationally recruited staff members periodic visits to their home country to renew and strengthen cultural and family ties. Having a multicultural staff is a founding principle of our international civil service. The UN invests in maintaining its multicultural nature through the HL entitlement. HL does not carry any extra entitlement to days of leave beyond the normal annual leave entitlement. The time spent on HL is charged against the staff member’s normal annual leave entitlement. Absence on HL is subject to the exigencies of service, as determined and approved by the staff member’s supervisor.
Source: Home Leave
Official UNDP hospitality is intended to facilitate external networking activities undertaken by UNDP officials to serve the interest of UNDP and the larger United Nations (UN) community. guidelines for headquarters locations and other locations, including country offices. UNDP's policy on hospitality recognizes representational activities of senior UNDP staff members in receipt of a representational allowance and explains what the allowance is expected to cover and provides for the reasonable reimbursem*nt of hospitality-related expenses.
Source: Hospitality Expense
Refers to the recruitment, transportation, transfer, harbouring or receipt of persons by a vendor, by means of the threat or use of force or other forms of coercion, of abduction, of fraud, of deception, of the abuse of power or of a position of vulnerability or of the giving or receiving of payments or benefits to achieve the consent of a person having control over another person, for the purpose of exploitation
Source: Vendor Sanctions
Refers to the recruitment, transportation, transfer, harbouring or receipt of persons by a vendor, by means of the threat or use of force or other forms of coercion, of abduction, of fraud, of deception, of the abuse of power or of a position of vulnerability or of the giving or receiving of payments or benefits to achieve the consent of a person having control over another person, for the purpose of exploitation
Source: Vendor Sanctions
O
Refer to ICT components that can no longer perform their intended function due to loss of compatibility with other ICT systems or failing to meet standards. Obsolete components cannot and should not be used UNDP ICT environments. For example, hardware becomes obsolete when it is unable to efficiently run a minimal version of UNDP standard software. Software becomes obsolete when it is unable to integrate with other ICT infrastructure components or it is no longer able to run on hardware with minimum supported configuration defined in this document.
Source: UNDP ICT Standards
Obstruction or Obstructive Practice is an act or omission by a vendor that prevents or hinders UNDP’s data gathering and analysis in a particular case.
Source: Vendor Sanctions
The Offeror’s response to the Invitation to Offer, including the Offer Submission Form, Technical Offer and Price Schedule and all other documentation attached to the Offer.
Source: Solicitation
An Offer of Settlement, as further described in paragraphs 44 and 45 below. An OoS may be made by UNDP to the Respondent(s) under either the DRP and PRP
Source: Vendor Sanctions
Any legal entity that may submit, or has submitted, a Offer for the supply of goods and provision of related services requested by UNDP.
Source: Solicitation
Any business unit (e.g. HQ Bureaus and Offices, Regional Centers, Country Offices, liaison offices, “Deliver as One” office, etc.).
Source: Information Classification and Handling
A staff member or a group of staff members who are designated with an authority for acquiring, creating, maintaining and disposing of information and corresponding ICT systems as well as to make operational, strategic, financial or human resource decisions in the corresponding office (e.g. Director of the Bureau or Office, Deputy Director, Resident Representative, Country Director or Operations Manager, etc).
Source: Information Classification and Handling
The OAI, as internal auditor of UNDP, conducts its audit to give reasonable assurance to UNDP senior management about the activities undertaken by a given UNDP unit and to bring to their attention areas requiring improvement. OAI reports to the Administrator.
Source: Working with External Auditors
Use of ICT resources by an authorized user in the discharge of his or her official functions and within the scope of his or her authorization;
Source: Use of ICT Resources and Data (ST/SGB/2004/15)
UNDP policy requires that a project be audited once in a lifetime (OIL).
Source: Agency Implementation Finances
This sourcing method creates awareness in the business community of an opportunity related to a specific project, and requires advertisem*nt in an appropriate medium (including, but not limited to, the UNDP global website) depending on the nature of the procurement activity. In an open competitive bidding process, there will be no shortlisted companies; consequently, all vendors wishing to participate in the process are invited to do so.
Source: Sourcing and Market Research
Opening competition to the international market provides equal opportunity to all eligible vendors. It entails a public advertisem*nt in globally accessible media. The following conditions must be met: a. The procurement opportunity should be advertised on UNDP’s corporate website; b. It should be posted in the UN Global Marketplace (i.e., www.ungm.org); and c. Advertisem*nts should remain online for a minimum of two weeks.
Source: Procurement Methods
See AlsoBeyond Greed and Fear - PDFCOFFEE.COMMotivation Theories - [PPTX Powerpoint]What Is An Investment Trust?$1 Billion in Tax Refunds Disappears Today If You Don't Claim ItPO that has not been completely liquidated into a payment invoice is considered as an open PO.
Source: Quantum Financial Closure Instructions
These are trust funds established by UNDP to receive contributions from multiple donors for global, regional or broad thematic programmes, which usually consist of a number of projects. Their terms of reference outline their purpose, objectives and administrative arrangements.
Source: Trust Fund Management
An Operating Lease is a lease other than a Finance Lease. For office space, a Lease that has been formulated and agreed following UNDP’s Standard Lease Template will be an Operating Lease.
Source: Type of Leases and Treatment in UNDP Books
Operations Management & Administration: Activities related to overall staff/office management and the provision of workplace and support services (ICT, Finance, OHR, UNDP security, travel, assets and general services) which permit UNDP to carry out the mission of the organization (but excluding direct project implementation support). Activities related to the harmonization and simplification of UN operational processes and business practices should also be included here.
Source: Cost Recovery from Other Resources - GMS
The VRC may recommend, and the CPO may decide to impose, other sanctions that it finds appropriate, including requiring that future contracts with the Vendor reflect specialconditions, or that the vendorcompensate UNDP for any loses and/or costs sustained or incurred by it as a result of theVendor’sinvolvementin a ProscribedPractice.
Source: Vendor Sanctions
A portion of a commitment that has not yet been disbursed accrued or discharged.
Source: UNDP Financial Regulations and Rules
Overpayments: Payments made by the Organization to a staff member in excess of his/her salary, benefits and entitlements under the UN Staff Regulations and Staff Rules and relevant policies;
Source: Recovery of Overpayments
Oversight means the general process of review, monitoring, evaluation, supervision, reporting and audit programmes, activities, policy implementation, and results of the organization. This is to ensure organizational, financial, operational and ethical accountability, effectiveness of internal controls, and the prevention of fraud and malpractice.
Source: Accountability System Policy
All UNDP programmes and projects must be governed by a multi-stakeholder board or committee established to review performance based on monitoring and evaluation, and address implementation issues to ensure quality delivery of results. In crisis contexts where constraints prevent the government from being able to participate in relevant programme and/or project boards, the Regional Bureau can grant approval for modified oversight mechanisms, taking risks and stakeholders into account.
Source: Provide Oversight
Overtime means the time worked in excess of the scheduled workday or scheduled workweek or during any of the UN official holidays. 2. The following is not considered as overtime: a) Time spent travelling to and from the place of work; b) Work performed during the lunch period; c) Work performed outside regular working hours due to the adoption of a shift system except when the total time worked exceeds the scheduled workday or workweek. Overtime compensation (OC) is payable to General Service (GS) staff members, with Permanent, Continuing or Fixed-Term appointments governed by the UN Staff Regulations and Staff Rules. OC is neither payable to National Professional Officers (NPOs) nor to International Professional staff members.
Source: Overtime Compensation
R
Rank-in-post is a system by which staff are graded and paid for their expected contribution. Rank-in-post means that a serving staff member who is competitively selected for a post classified and budgeted at a higher level, for an expected period of one year or longer, is automatically promoted to that higher level immediately upon assumption of the higher level duties. There are no qualifying periods and no seniority requirements and no promotion bodies to recommend approval. Only candidates meeting the pre-defined requirements for a post as per the job description can be selected. Rank-in-post is based on standardized classification of jobs and transparent recruitment and selection processes, with oversight exercised by the relevant Compliance Review Bodies i.e. Compliance Review Board (CRB) or Compliance Review Panel (CRP) . Hiring units will be responsible for strictly complying with the corporate procedures on classification, recruitment, reassignment and selection, to ensure that only candidates with “the highest standards of efficiency, competence and integrity” as required by the Charter of the United Nations and who possess the right skills, experience and competencies required for the properly classified and budgeted posts are selected.
Source: Rank-in-Post
Gain/loss on exchange due to difference in the dates of the voucher and the date of the payment.
Source: Harmonized Approach to Cash Transfers (HACT)
DAP can be used on all means of transport. The seller clears the goods for export when the goods are placed at the disposal of the buyer on the arriving means of transport and the goods are ready for unloading at the named place of the destination. All risks to that point are for the account of the seller. The Buyer must pay costs of unloading and import formalities.The Receipt date is the date when the goods have arrived at the specified place, whether they are unloaded from the forwarder’s truck, vessel or other means of transport. This is the date at which the ownership for the goods procured is transferred to UNDP.
Source: Receipt of Goods, Services and Works
The FOB is commonly used in the sale of bulk commodity cargo such as oil, grains and ore. In FOB, the seller clears the goods for export and is responsible for the costs and risks of delivering the goods on the ship at the named port. Carriage to be arranged by the buyer. Buyer pays for the cost of pre-shipment inspection, except if the inspections are required by the country of export. The Buyer pays all costs associated with securing documentation originating in the country of export as required for import. The Receipt date is the date when the goods are placed on board the vessel, because on that date the risk is transferred from the supplier to UNDP
Source: Receipt of Goods, Services and Works
Components or systems described as recommended are considered as the primary options when designing or specifying a new system. Not complying with recommended options, while complying with accepted or supported options is not considered as non-compliance.
Source: UNDP ICT Standards
Reconciliation is the accounting process used to compare at least two sets of records to ensure the figures are in agreement and are accurate. Given that the Intangible Assets data will be initiated in one module and ultimately recorded in the Quantum Asset Module as well as the General Ledger Account, there will be a need to reconcile the data and information in the three modules.
Source: Intangible Assets : Amortizations, Reconciliations, Reports and Centralized Functions
Records comprise any information, regardless of physical form or characteristics, which originate from, or are received by, UNDP within the framework of its official activities.
Source: Record Retention, Data Security and Contingency
Relates to the creation, use and maintenance of current records in a systematic manner.
Source: Record Retention, Data Security and Contingency
An overpayment that creates a debt to the Organization on the part of the staff member will normally be recovered immediately by means of deductions from salaries, wages, and other emoluments payable under the UN Staff Regulations and UN Staff Rules. However, the HR Specialist or the Resident Representative, as the case may be, may agree with the staff member who has received overpayments on: a) Alternative means of repaying the amount due, such as payment by bank transfer, bank cheque or personal cheque from the staff member; or b) Recovery in monthly instalments subject to the contract expiry date of the staff member; or c) Other methods of recovery at the disposal of the Organization.
Source: Recovery of Overpayments
The resources of UNDP that are comingled and untied. These will include voluntary contributions, contributions from other governmental, intergovernmental or nongovernmental sources and related interest earnings and miscellaneous revenue.
Source: UNDP Financial Regulations and Rules
The designated process in a particular case, through which a Vendor that has been Sanctioned regains its eligibility status and the particular entry related to a specific case is updated on UNDP and the UNGM Ineligibility Lists. This only affects Sanctions issued by UNDP, and not any sanction that may be issued at any given time by another Agency.
Source: Vendor Sanctions
Funds are provided by UNDP to the Partner for obligations made and expenditures incurred in support of activities agreed in work plan.
Source: Harmonized Approach to Cash Transfers (HACT)
The purpose of the rental subsidy scheme is to facilitate the settlement of new staff members and to encourage mobility within the UN Common System. It subsidizes the rental costs of eligible staff members whose rental accommodations are of a reasonable standard but cost significantly more than the average for the duty station. There are two different types of rental subsidy: one for staff members serving in Europe and North America and another for staff members serving outside Europe and North America.
Source: Rental Subsidy
A repatriation grant is paid to internationally recruited staff members upon separation from service as compensation for being stationed away from the home country at the Organization's initiative for a period exceeding 5 years, in order to contribute to the extraordinary one-time expense of relocation and reinstallation.
Source: Repatriation Grant
Reporting is an important accountability function. It draws on data and analysis collected through monitoring and communicates updates on results, risks, quality, learning and operational performance to oversight mechanisms, funding partners and other stakeholders. Reporting is a key input to decision-making at all levels as it provides information required to adjust programming to ensure results are achieved. To this end, reports must capture lessons learned on what worked and what didn’t work and explain how data and learning were used to adjust course or inform other interventions.
Source: Report
The Assistant Administrator and Director of the Bureau of Management authorizes the establishment of a reasonable representation allowance for certain UNDP staff who have extensive outside representation functions. Representation allowances are provided following appropriate authorization directly into the salary of the staff member concerned because these staff members often incur considerable miscellaneous personal expenses in connection with their representational responsibilities (e.g. ad-hoc refreshments, tea, coffee, transportation, gratuities, greeting cards, flowers and other symbolic gifts to hosts, local phone calls etc.).
Source: Hospitality Expense
Media and public attention and visibility, Member States expectations, donor expectations, perception of UNDP’s role by the public, national stakeholders and partners.
Source: Standard Operating Procedure for Crisis Response and Recovery
A request for information is a cost-effective method to continually update a UNDP office’s vendor database and to deepen understanding of markets and existing technologies. Written communications by the vendor provide the company profile, and information about products, services, resources, qualifications and experience.
Source: Sourcing and Market Research
The Request for Proposals consisting of instructions and references prepared by UNDP for purposes of selecting the best service provider to perform the services described in the Terms of Reference.
Source: Solicitation
A request for quotation is used to procure readily available goods, services or works, or any combination thereof. A written request with a clearly described requirement is sent to a vendor, soliciting a written price quotation. A request for quotation is mandatory for contract values ranging from US $5,000 ($10,000 if approved by the Bureau) to US $200,000. Beyond this amount, requests for proposals or invitations to bid must be used.
Source: Procurement Methods
a)MAY – This word, or the adjective "OPTIONAL", mean that an item is truly optional.b)MUST – This word, or the terms "REQUIRED" or "SHOULD", mean that the definition is an absolute requirement of the standard.c)MUST NOT – This phrase, or the phrase "SHALL NOT", mean that the definition is an absolute prohibition of the standard.d)SHOULD – This word, or the adjective "RECOMMENDED", mean that there may exist valid reasons in particular circ*mstances to ignore a particular item, but the full implications should be understood and carefully weighed before choosing a different course.e)SHOULD NOT – This phrase, or the phrase "NOT RECOMMENDED" mean that there may exist valid reasons in particular circ*mstances when the particular behavior is acceptable or even useful, but the full implications should be understood and the case carefully weighed before implementing any behavior described with this label.
Source: Information Classification and Handling
All contributions received and all revenue earned by UNDP
Source: UNDP Financial Regulations and Rules
A Vendor that the Vendor Review Committee (VRC) is assessing because of allegations that it is, or has been, involved in a Proscribed Practice.
Source: Vendor Sanctions
National capacity to respond to crisis situations.
Source: Standard Operating Procedure for Crisis Response and Recovery
Responsibility” refers to a duty or obligation to carry out an assigned task or tasks to a successful conclusion
Source: Delegation of Authorities
Any organization that is legally constituted and duly registered may become a responsible party for a UNDP project where UNDP is the implementing partner or providing country office support to the implementing partner (and that support involves contracting a responsible party for certain activities). This includes government agencies, intergovernmental organizations, private firms, other UN agencies, or civil society organizations, including non-governmental organizations, advocacy groups, state-owned enterprises and academia.
Source: Select Responsible Parties and Grantees
Any organization that is legally constituted and duly registered may become a responsible party for a UNDP project where UNDP is the implementing partner or providing country office support to the implementing partner (and that support involves contracting a responsible party for certain activities). This includes government agencies, intergovernmental organizations, private firms, other UN agencies, or civil society organizations, including non-governmental organizations, advocacy groups, state-owned enterprises and academia. The same policies and procedures for selecting civil society organizations as Responsible Parties are used for private and non-governmental academic institutions and foundations (notwithstanding their form of ownership, i.e., public or private) and state-owned enterprises.
Source: Select Responsible Parties and Grantees
Rest and Recuperation (R&R) is provided to alleviate stress and promote the health and wellbeing of staff assigned to designated locations. R&R is neither additional annual leave nor financial compensation or incentive for the hardship of the duty station; rather it is an investment in productivity and wellness for those assigned to dangerous and stressful duty stations where regular absences from the stressful location is a necessary form of stress relief.
Source: Rest and Recuperation
Retaliation is any direct or indirect detrimental action recommended, threatened or taken against an individual because that individual engaged in a “Protected Activity” as defined in the UNDP Policy for Protection against Retaliation. Interim and permanent protective measures may also be implemented to ensure the victim of retaliation is shielded from current or future threats or acts of retribution. However, the legitimate application of regulations, rules or administrative policies, issuances or procedures, or the mere expression of disagreement, admonishment, criticism or a similar expression regarding work performance, conduct or related issues within a supervisory or similar relationship, do not constitute Retaliation. Retaliation is itself a separate act of misconduct and a violation of the UNDP Policy for Protection against Retaliation.
Source: Protection against Retaliation , UNDP Legal Framework for Addressing Non-Compliance with UN Standards of Conduct
A staff member who has not received an allowance, grant, or other payment to which he/she is entitled, does not receive it retroactively unless a written claim has been made within one year following the date on which the staff member would have been entitled to such payment.
Source: Retroactivity of Payments
The inflow of contributions, fees and other considerations received by or due to UNDP
Source: UNDP Financial Regulations and Rules
Revenue recognition is the process of recording revenue in the General Ledger (GL) accounts for eventual reporting in the UNDP financial statements. Under the International Public Sector Accounting Standards (IPSAS) revenue may be recorded before cash is received, however, spending by UNDP may only occur after cash is deposited into the respective UNDP bank accounts, in accordance with the UNDP FRRs.
Source: Non-Core Contributions
Adopted in 2014, it supersedes the previous framework adopted in 2005. The revised framework represents a shift from assurance for cash transfers derived from project level controls and audits towards a method of assurance derived from risk/system-based assessments and audits. In essence, it reaffirms a shift from a control-based to a risk-based management approach. The revised Framework provides added clarity on the integrated suite of assurance activities (financial audits, internal control audits, special audits, programming visits and spot checks) to be performed based on the results of macro and micro assessments.
Source: Harmonized Approach to Cash Transfers (HACT)
The process, conducted by the RFP evaluation committee in HQ or a country office, with specific steps and procedures prescribed in the RFP for Banking Services and Guidelines to assess the type and quality of services offered by banks within a local environment. The objective of the RFP is to select a bank, among the banks that are evaluated, to provide banking services based on the business requirements of UNDP HQ and/or country offices and based on UNDP procurement principle of the best value for money.
Source: Procurement of Banking Services
The effect of uncertainty on organizational objectives, which could be either positive and / or negative (ISO 31000:2018). Risk is described as a ‘future event’, with its causes and its potential consequences. UNDP ERM is concerned with: • Institutional risk. Existing and emerging uncertainties that could facilitate or hinder the efficiency and effectiveness of core operations within the organization. • Programmatic risk. Existing and emerging uncertainties that could facilitate or hinder the realization of programme or project objectives. • Contextual risk. Existing and emerging uncertainties that could facilitate or hinder progress towards development priorities of a given society. ERM considers contextual risk when these external uncertainties also present institutional or programmatic risks. Note that some contextual risks may fall under established risk management practice and definitions that need to be considered (e.g. for climate and disaster risk).
Source: Enterprise Risk Management
The amount and type of risks that projects, programmes/units, and UNDP as a whole is willing to take in order to meet its strategic objectives at each level respectively.
Source: Enterprise Risk Management
The overall process of risk identification, risk analysis and risk evaluation.
Source: Enterprise Risk Management
A risk classification system in relation to what organization does to help to systematically identify and track the risks across its main areas of performance.
Source: Enterprise Risk Management
Transfer of risk ownership to the next in line in the organizational hierarchy.
Source: Enterprise Risk Management
Significance of a risk, expressed as the combination of impact and likelihood.
Source: Enterprise Risk Management
Coordinated activities to direct and control an organization with regard to risk at all levels. Risk management is concerned with exploring new opportunities and avoiding negative consequences within the realization of UNDP Strategy.
Source: Enterprise Risk Management
A designated person responsible for facilitating and coordinating the management of risk.
Source: Enterprise Risk Management
The individual who is accountable for ensuring a risk is managed appropriately.
Source: Enterprise Risk Management
A description of any set of risks. The set of risks can contain those that relate to the whole organization, part of the organization, a programme or project, or as otherwise defined.
Source: Enterprise Risk Management
A risk management tool that serves as a record of all risks across the organization, including at the project level, programme/unit level, and corporate level. For each risk identified, it includes the following information: risk ID, risk description (cause, event, consequences), likelihood, impact, significance level, risk category, risk owner, risk treatment action, risk escalation, and risk status.
Source: Enterprise Risk Management
A measure to modify risk exposure to provide reasonable assurance towards the achievement of objectives. This includes risk treatment, which is response to negative events, and opportunity management, which is response to positive events.
Source: Enterprise Risk Management
The individual who is responsible for executing the risk treatment.
Source: Enterprise Risk Management
Rotation is a centrally managed process of assigning staff to rotational positions. Staff can participate in a rotation exercise whether or not they encumber a rotational position.
Source: Mobility
Rotational positions are positions subject to rotation. They include positions that exist in multiple country offices, HQs Bureaux/offices and in global and regional offices/centres. Their profiles, in terms of functions, qualifications, experience, competencies, expected contribution, level of responsibility and outputs are generally similar to those of multiple positions across UNDP. All rotational positions are subject to an Annual Rotation Exercise (ARE), though rotational positions may also be filled outside of the ARE when vacant or when it is in the interest of UNDP to do so.
Source: Mobility
