standard operating procedure (sop) undp co …portal.undp.org.lb/mct/other relevant...

SOP UNDP Lebanon March 2010

Standard Operating Procedure (SOP) – UNDP CO Lebanon (March 2010)

1.Justifying a project

Step

Task Responsible

Required documents for Step Outputs of Step

1. Identify opportunities and propose new ideas Government, donor, programme staff

2. Identify Partners Programme manager

3. Provide justification, implementation and management arrangements, develop budget, identify funding source

Programme manager & programme officer

Draft concept note and draft Results and Resources Framework (RRF)

4. Approve the concept RR /CD Draft concept note

5. Entering concept into ATLAS at proposal level Programme assistant Concept note Proposal created in ATLAS


2. Developing a project

Step Task Responsible Required Documents for Step Outputs of Steps

1. Prepare AWP and risk log, finalise RRF, prepare project document, establish project organization/structure including Project Board

Programme manager and/or programme officer

Approved concept note and draft RRF

Draft project document AWP Risk log RRF Project organization and implementation arrangements

2. Conduct internal EPAC Programme manager Draft project documentation

3. Convene external LPAC chaired by RR (as necessary)

Programme manager Draft project documentation LPAC minutes

4. Finalise project documentation, funding, budget Programme manager Draft project documentation and

LPAC minutes Final project documentation

5. Generate award in ATLAS RMPST Manager

6. Sign project document and AWP 1. RR/CD

2. Implementing agency Signed project document

7. Dispatch project document and letter of agreement (LoA) reflecting implementation arrangements

Programme manager Signed project document Letter of Agreement

8. Enter RBM information into ATLAS and link to project tree, activate project management module, update AWP and RRF in ATLAS

Programme officer Signed project document

9. Send to KK RMPST manager Signed project document


3. Running a project

Step Task Responsible Required documents for Step Outputs of Step

1. Establish project based on the provisions of the Project documentation

Programme manager and programme officer

2.

Implement project set-up, update project documentation and prepare implementation plans

Project manager in co-operation with Programme manager and officer and partners

Signed project document and AWP

Annual budget (AWP) in ATLAS Procurement plan Recruitment plan Reporting, monitoring and evaluation plan Inception report Project management in ATLAS Updated risk log Draft annual implementation plan (outside ATLAS)

3.

Review of AWP and draft plans and submit to project board for signature Programme manager

Annual budget (AWP) Procurement plan Recruitment plan Reporting and Monitoring plan Inception report Risk log Annual implementation plan

4.

Implement project/Reporting: 4a. - Prepare periodic project progress PPR in agreed formats; - Prepare periodic reports to Project Board; - Update project plans at agreed intervals; - Prepare ad hoc reports as required; - Update risk logs; -Update any other project documentation, as requested

Project manager

Project implementation reports(quarterly, monthly) Project implementation plans Report to Project Board (Snapshot format?)

4b. Collect plans/reports from projects on regular basis (monthly, quarterly)) and update project fact sheets/internal documentation to reflect new information

Programme Assistant

Updated project fact sheets

4c. Review project implementation reports and approve plans (monthly, quarterly and annual)

Programme manager/ Programme officer

Annual budget Procurement plan Recruitment plan Reporting and Monitoring plan Inception report Risk log Annual implementation plan Project implementation reports(quarterly,


monthly) Project implementation plans

5.

Implement project/ monitoring and project assurance: 5a. - Monitor progress of key activity results, monitor risks, update ATLAS; - Conduct periodic monitoring visits to projects


Updated project monitoring schedule in ATLAS Field visit report

5b. -Monitor project expenditures on ongoing basis; -Perform financial oversight and organise periodic audits

Project manager Programme manager/Programme officer

ATLAS disbursement reports/CDRs

5c. -Conduct periodic project implementation review meetings with projects teams with attendance of PST/Operations (as required) - Organise periodic project reviews and meetings of the Project Board


APR

Minutes of meetings/revised plans Minutes of the Board meeting


4. Budget revision for development projects

Step Task Responsible


1.

DEX Prepare budget revision in hard copy and ATLAS, submit to programme officer Prepare budget revision in hard copy, submit to programme officer

Project manager

Standard format budget revision ATLAS AWP

NEX

2. Review and validate the budget revision in hard copy

Programme officer Hard copy budget revision ATLAS AWP

3.

DEX

Incorporate changes in hard copy and in ATLAS Input BR into ATLAS

Project manager RMPST - PA

Hard copy budget revision

ATLAS AWP NEX

4. Validate and verify financial information in ATLAS

RMPST/RMA

AWP and cover page

5.

Prepare for signature of: 1. Deputy Country Director 2. Implementing agency/counterpart (as

necessary)

RMPST/RMA

Letter to government and AWP and cover page

6. Send to KK and finalize RMPST manager Signed budget revision

7. Upload signed BR RMPST/RMA Signed budget revision


5. Closing a project

Step Task Responsible Required documents for Step Outputs of Step

1. Prepare end project review report Project manager (in co-

operation with Partner)

Final APR, Final Report

2. Project final review/TPR Programme manager Final APR/Final report Minutes of final TPR

3. Initiate project final evaluation, if reflected in project M&E plan

Programme manager

4. Transfer of assets

Project manager (in co-operation with programme officer and executing agency)

Inventory of assets

Transfer of assets letter

5. Notification of operational closure Programme officer and project manager

Signed letter of transfer Inventory of assets Final APR Final TPR minutes Notification of operational completion

6. Operationally close the project in ATLAS RMPST/PA

Signed letter of transfer Inventory of assets Final APR Final TPR minutes Project Manager notification of operational completion

Semi-final budget revision in ATLAS

7. Signature of final budget revision by DC and conduct financial closure of project in ATLAS

RMPST/RMA Final budget revision


6. Recruitment of SSA

Step Task Time Frame

Responsible 1. Development

projects 2. Management

projects


1.

Prepare ToR in accordance with project/CO recruitment plan

Project management DEX or NEX Hiring unit in CO

Approved recruitment plan ToR in UNDP template

2.

Approve ToR in consultation with the CD, propose recruitment method/fee for approval of CD

1.Programme manager 2. Operations manager

Approved ToR, approved waiver as applicable

3.

DEX

Create a requisition in ATLAS, notify approving programme officer Prepare request for service and submit to programme officer Create a requisition in ATLAS, notify approver

Project manager-DEX Project manager-NEX HR

NEX

CO

4.

DEX

Approve requisition in ATLAS Approve service request (submit to RMPST PA for creation of E-requisition), approve requisition in ATLAS upon notification from PST Approve requisition in ATLAS

1.Programme officer (for DEX and NEX) 2.Operations manager

Approved E-requisition Approved SSA request

NEX

CO

5.

Conduct competitive process (roster, publication on web etc), receive CVs, long list according to ToR, proposal for short list or selection

HR

6.

Approve selection/short listing

1.Project manager DEX/NEX (in consultation with programme officer) 2.Hiring unit in CO

CVs for short list

7.

Verify selection/short-list, arrange interviews, as applicable, select candidate

HR Short list Interview forms

8.

Prepares job offer for signature of CD, dispatch to candidate

HR Signed job offer by CD

9. Sign offer and confirm starting date Candidate Notification to hiring unit

10. Send recruitment package to SSA candidate, t HR SSA package (including UNDP vendor form)


11. Issue contract for signature of DCD HR

12. Sign SSA contract DCD

13. Submit documents and sign SSA contract Candidate

14. Enter expert profile on extranet Upload contract on Extranet, update SSA database, process security clearance as applicable

HR assistant Signed SSA contract Completed vendor form

15. Create vendor in ATLAS, notify approver 1. RMPST-PFA 2. HR assistant

16. Approves vendor Finance

17. Creates PO in ATLAS, notify approver 1. RMPST-PFA 2. HR assistant

Signed contract

18. Approve PO/budget check in ATLAS

1.RMPST-PFASSOCITE RMPST manager 2.Operations manager

Signed SSA

19. Process DSA, coordination travel arrangements as applicable

Hiring unit

20. Contract Management Hiring unit See SOP for contract management


7. Amend contract – Procurement of SSAs

Step Task Time frame Responsible 1.Development projects 2.Management projects


1. Prepare request for contract amendment including justification and supporting documentation in hard copy for approval

Contracting unit 1. Project manager

2. Contracting unit in

CO

Request for contract amendment and supporting documentation including evaluation form

2. Certify request, submit thru Head/HR to CDC for approval

1.Programme manager/programme officer 2.Operations manager

Standard memo and supporting documentation

3.

Approve request (when <USD 100,000; when> USD 100,000 CAP/ACP process, see SOP 10)

DCD/SOP 10

4. Prepare contract amendment for signature of DCD

I.1 HR assistant Signed memo and supporting docs

Contract amendment in hard copy signed by UNDP/DCD and SSA holder

5. Amend PO in ATLAS, notify approver I.2 1.RMPST- PFA 2.HR assistant

Contract amendment in hard copy signed by UNDP and SSA holder

PO in ATLAS

6. Approve PO I.3 1.RMPST–FPASSOCIATE RMPST Manager 2.Operations manager

7. Contract management Contracting unit


8. Recruitment of Service Contract (SC) for development projects

Step Task Time Frame Responsible Requested documents for Step

Outputs of Step

1. DEX

Prepare Terms of Reference (ToR) according to project recruitment plan, and create requisition in ATLAS, notify Programme manager Prepare Terms of Reference (ToR) according to project recruitment plan, prepare Service request; send to Programme Manager for approval

Project manager or Programme officer

Approved recruitment plan

Terms of Reference (ToR) in UNDP format ATLAS requisition

NEX

2. Review and approve ToR and approve requisition in ATLAS (PST-PA to create requisition in ATLAS, notify programme manager for approval), forward to HR

Programme manager Recruitment plan, ToR

Approved ToR, service request ATLAS requisition

3. Review and classify TOR HR ToR

4 Publish on web HR

5. Receipt application, long listing according to ToR, proposal for shortlist

HR Proposal for short list

6. Approve short list Programme manager/officer in consultation with project manager

Proposed short-list and CVs

Approved short list

7. Arrange interview panel and select candidate by interview panel

HR CVs of shortlisted candidates Interview forms

Filled and signed interview forms

8. Prepares minutes of meetings, conducts reference check, prepare document for CAP

HR Consolidated interview report

9. CAP review of recruitment process & recommend candidate

CAP Consolidated interview report

Minutes of CAP meeting

10. Approve and sign CAP minutes CD Minutes of CAP

11. Prepares job offer for signature of CD HR Minutes of CAP Job offer signed by CD

12. Sign offer and confirm starting date Candidate Notification to hiring unit

13. Sends recruitment package to candidate, communicate starting date to hiring unit

HR

14. Issue contract for signature of CD, update SC database

HR

15. Sign SC contract CD Signed SC

16. Submit documents and sign SC contract Candidate

17. 17a.Upload contract on the extranet 17b. Create vendor profile in ATLAS, notify approver

17a. HR assistant 17b: 1.RMPST-PFA

Vendor form Signed SC

1

1 SC module to be introduced to replace SOP steps


2. HR assistant

18. Create email address, modify group address IT

19. Approve vendor profile in ATLAS Finance

20. Creates PO in ATLAS, notify approver RMPST-PFA

21. Approve PO/budget check in ATLAS RMPST manager

22. Contract management Project manager

See SOP for contract management

9. Extension of Service Contract (SC) for development projects

Step Task Time frame Responsible

Required documents for Step

Outputs of Step

11 1.

DEX

Prepare SC evaluation form in hard copy and E-requisition in ATLAS for approval of Programme manager Prepare request for contract extension including justification, COA and duly signed SC evaluation form in hard copy for approval of Programme manager (thru PST-PA to create requisition in ATLAS)

1 month to end of SC contract

Project manager

Project recruitment plan

Request for SC extension (standard memo) and supporting documentation including SC evaluation form

NEX

If amendment below USD 30,000, approve request and approve E-requisition

Programme manager


2. If amendment over USD 30,000, approve E-requisition in ATLAS and submit to HR for CAP process (SOP 10 steps 7-11)

Programme manager

3. Prepare CAP minutes, prepare contract amendment for signature of CD, upload contract on the extranet

I.4 HR assistant Signed memo and supporting docs

SC extension

4. Amend PO in ATLAS, notify approver I.5 RMPST- PFA

5. Approve PO I.6 RMPST Manager (<30,000) DCD (>30,000)

6. Contract management Project manager


10. Procurement of goods and services <30.000

Step Task Time frame Responsible

1.Development projects 2. Management projects


1.

Initiate procurement action based on the approved project/CO procurement plan and consultation

Procuring unit 1. Project manager

(DEX/NEX) 2. Procuring unit in CO

Approved project/CO procurement plan

Supporting documents in hard copy (specification, ToR, bill of quantity, scope of work)

2.

DEX

2a. Create requisition in ATLAS; notify approver 2b. Request and receive proposals/quotations, select at least 3 technically compliant quotations based on best proposal criteria 2a. Request and receive proposals/quotations, select at least 3 technically compliant quotations based on best proposal criteria 2b. Prepare SRF, submit documents to RMPST-PA 3.Request and receive proposals/quotations, select at least 3 technically compliant quotations based on best proposal criteria

1.Project Manager -DEX 1.Project Manager- NEX 2.Procurement assistant

Approved E-requisition and supporting documents

-Standard tender dossier (RFQ or RFP) -Received proposals -Technical evaluation sheets -Financial comparison sheet to select best proposal

NEX

CO

3. NEX Create E-requisition in ATLAS, notify approver 1.RMPST-PA

4. Approve E-Requisition

1. Programme officer 2. Head of Procurement

Project/CO procurement plan Supporting documents (specification, ToR, bill of quantity, scope of work)

Approved E-requisition

5.

5a. Review requisition and verify supporting documentation; 5b. In case of less than 3 technically compliant proposals or direct contracting, Head of procurement reviews justification and supporting documents prior to approval by CD

5a. 1.RMPST -PFASSOCIATE 2.Procurement assistant 5b. Head of procurement

6. Create vendor in ATLAS, as required 1.RMPST - PFA 2.Procurement assistant

-notification of selected vendor -bank transfer request (vendor)

7. Approve vendor in ATLAS Finance

8. 8.a Prepare contracts (in case of services) 8b. Generate PO in ATLAS, notify approver

1.RMPST-PFASSOCIATE (8a) RMPST/PFA (8b)

-evaluation sheets -selected proposal

Print purchase order/contract


2. Procurement assistant -ToR, BoQ

9. Approve PO/budget check in ATLAS

1.RMPST-PFASSOCIATE/ RMPST Manager 2. Operations manager

Print PO, contract, tender dossier

10. Dispatch in ATLAS, notify requesting unit 1.RMPST-PFA 2. Procurement assistant

ATLAS PO

11. Sign by vendor, and by UNDP (ATLAS PO for goods and contract for services )

DCD and Vendor Print purchase order for goods Institutional contract for services

Signed ATLAS PO/signed contract

12. Contract Management Contracting unit

1. Project 2. CO unit

See business process for contract management


11. Procurement of goods and services > or = USD 30.000

Step Task Time frame Responsible 1. For development

projects 2. For management

projects


1.

DEX

Initiate procurement action based on the approved project procurement plan and prepare specifications/TORs/bill of quantities; Create requisition in ATLAS Initiate procurement action based on the approved project procurement plan and prepare specifications/TORs/bill of quantities; Prepare SRF to launch procurement Initiate procurement action based on the approved CO procurement plan and prepare specifications/TORs/bill of quantities; create requisition on ATLAS

1.Project manager (DEX and NEX) 2. CO unit

Procurement plan

Requisition, Specifications/ToRs, /BoQ

NEX

CO

2.

Review procurement plan and ensure that procurement action is included, approve requisition in ATLAS or hard copy for NEX, appoint ad hoc technical evaluation panel

1.Programme manager 2.Operations manager

Updated procurement plan, Requisition, Specifications/ToRs, /BoQ

3. NEX Create requisition in ATLAS, notify approver (see previous step)

RMPST – PA Updated procurement plan, Requisition, Specifications/ToRs, /BoQ

4.

Identify procurement method in consultation with programme and project, prepare tender documentation

Head of procurement -Requisition approval notification -Technical specs/BoQ/toR/SoW, evaluation scores, payment terms

Tender dossier (ITB, RFP, RFQ, expression of interest)

5. Approve tender documentation for posting on web or invitation to bid

Operations manager/CD Tender dossier

6. Receive proposals/bids, conduct bid opening by Bid Opening Committee and prepare for technical evaluation by ad hoc panel

Procurement unit Received bids/proposals

Technical evaluation sheets prepared based on tendering documentation and signed by ad hoc panel

7. Organise and conduct CAP Open and compare financial proposals

Secretary of CAP/Chair of CAP

Technical evaluation sheets Financial offers

Winning bid/proposal Financial comparison sheets

8. Prepare CAP minutes of meeting Procurement unit Draft CAP minutes of meeting

9. Check CAP minutes of meeting for consistency

Chair and secretary of CAP CAP minutes of meeting

Signed CAP report

10. Approve CAP recommendations CD CAP minutes of meeting Approved CAP report


11.

Submission to ACP as necessary 11a. CAP received less than 3 technically valid proposals/bids 11b. Procurement action is > 100.000 USD

Head of procurement CAP report

ACP submission

12. Award notification and prepare contract/manual purchase order

Procurement unit CAP report, ACP report, selected proposal, award posting

Award notification, draft contract/purchase order

13. Sign contract/manual purchase order DCD/vendor Entire package

14. Create vendor in ATLAS, as required 1.RMPST-PFASSOCIATE 2.Procurement assistant

Vendor form

15 Approve vendor in ATLAS, as required Finance

16. Create PO in ATLAS and notify approver 1.RMPST/PFA 2. Procurement assistant

Signed contract/purchase order

17. Approve PO in ATLAS and budget check DCD Entire package

18. Dispatch, and notify contracting unit 1.RMPST-PFA 2.Procurement assistant

ATLAS PO

19. File 1. RMPST-PA/PFA 2. Procurement unit

20. Contract Management Contracting unit See SOP for contract management


12. Amend contract – Procurement of goods and services



1 Prepare request for contract amendment including justification and supporting documentation in hard copy for approval

Contracting unit 1.Project manager

2.Contracting unit in CO

Request for contract amendment and supporting documentation

2. Certify request, submit to Head/procurement for review and forwarding to DCD for approval

1.Programme manager/programme officer 2.Operations manager


3.

Approve request; if amended contract value > USD 30,000, CAP/ACP process (see SOP 10)

DCD

4. Prepare contract amendment for signature of CD I.7 Procurement assistant Signed memo and supporting docs

Contract amendment in hard copy signed by UNDP and vendor

5. Amend PO in ATLAS, notify approver I.8 1.RMPST- PFA 2.Procurement assistant

Contract amendment in hard copy signed by UNDP and vendor

PO in ATLAS

6. Approve PO I.9 1.RMPST–PFASSOCIATE/ RMPST Manager 2.Operations manager

7. Contract management Contracting unit


13. Contract management – contracts/SSAs



1.

Verify that services/goods have been received, certify by preparing a certification of completion (for milestones or final)

Contract manager in contracting unit (project or CO)

Signed standard format for certification of completion

2. ONLY FOR PROJECTS: Acknowledge by initials, submit to RMPST for uploading

Programme officer Template Initialed certification

3. Upload receipt into ATLAS; verify payment, Create voucher from PO in ATLAS and budget check

1 RMPST – PFA 2. Procurement assistant/ HR assistant SSAs

4. Run pay cycle Finance

5. Notification of payment issuance to vendor Finance

6.

7a. Completion of contract/SSA by submission of duly certified required docs to Procurement Unit (Contracts) and HR (SSAs) 7b. Cancellation of contract/penalty cases: Notification for action to Procurement (Contracts) or HR (SSA)

Contract manager in contracting unit (project or CO)

7a.Final completion certificate Contractor performance evaluation report


14. Travel

Step Task Time Frame Responsible 1. Development projects 2. Management projects


1. DEX/ NEX

Initiate travel according to the AWP, prepare travel request, submit to Programme for approval Request travel approval from CD by email

1.Project manager (project assistant) 2. Traveler

Project quarterly/monthly implementation plan

Travel request and costs supporting documentation (agenda,), vendor form Supporting documentation, vendor form

CO

2.

DEX/ NEX

Receive travel request, check compatibility with AWP and approve, notify travel assistant Receive approved travel request

Programme officer Travel assistant

Approved travel request

CO

3. Verify documentation, calculate DSA, request travel agent to issue ticket, create vendor in ATLAS, create PO, notify approver, admin assistant for input into security lists

Travel assistant

5. Approve PO and budget check 1.RMPST-PFA/RMPST Manager 2.Operations manager

6. Dispatch PO 1.RMPST-PA 2. Travel assistant

7. Create a voucher in ATLAS and pay cycle Finance unit

8. Pick up ticket Traveler

9. Submit F-10 to the travel assistant Traveler Completed F-10 form and supporting docs (ticket stubs, receipts/invoices for all claims, mission report)

10. Verify entitlements and supporting docs Travel assistant

11. Prepare PO, notify approver Travel assistant


12. Approve PO and budget check 1.RMPST-PFA/ RMPST manager 2.Operations manager

13. Dispatch PO 1. RMPST-PA 2.Travel assistant

14. Certify F-10 claim Head of finance

15. Create a voucher in ATLAS and pay cycle Finance unit

16. Notification of payment issuance to vendor Finance unit

15. Direct Payment without UNDP PO < 2.500 USD

Step Task Time frame Responsible Required documents for Step Outputs of Step

1. DEX NEX

Prepare RDP and supporting documentation Project manager (project assistant)

AWP/implementation plan

RDP and supporting documents

(Original invoice, receipt or other

supporting documentation; when

applicable, verification by project

manager of satisfactory receipt of

goods/services)

2. DEX NEX

Certify payment as part of AWP and verify correctness compliance with UNDP rules and regulations, sign RDP

Project manager

3.

Verify accuracy of documentation RDR compliant – process RDP not compliant – back to initiator for clarification

RMPST- PFASSOCIATE RDP and supporting documents See Business process for VAT

4. Create vendor, as necessary, in ATLAS, notify approver

RMPST-PFA RDP and supporting documents

5. Approve vendor in ATLAS Finance RDP and supporting documents

6. Create non PO voucher, notify approver RMPST-PFA RDP and supporting documents

7. Approve and budget check (Atlas and paper), if error print error and return to RMPST-RMA

Programme officer RDP and supporting documents

8. Run pay cycle Finance

9. Notification of payment issuance to vendor Finance


16. Create vendor

Step Action Time frame Responsible 1. For development


projects (incl. UN agencies)


1. Fill in UNDP Lebanon vendor form

1.Project manager/vendor 2.Requestin unit in CO/vendor

Vendor form signed (and stamped) by the vendor

2. Check vendor data base, request additional information as necessary, create and modify, upload in ATLAS

1. RMPST-PFA 2. Procurement assistant

Vendor form

3. Review vendor information and approve vendor In ATLAS

Head of Finance Vendor form

4. File the form 1.RMPST-PFA 2. Finance assistant

Vendor form


17. Cost-sharing agreements/ 3rd

Party MoUs


1. Donor agrees with donor on substance Programme manager/officer Inputs to agreement

2. Prepare agreements and other legal documents (MoU)

RMPST manager/Rmob Inputs to agreement Draft agreement

3. Submit cleared by RMPST manager, draft to donor focal point for review, discussion on pending issues

I.10 RMPST Rmob Draft agreement received by donor

4. Signature of agreement I.11 RR Final agreement Signed cost-sharing agreement

5. Submit signed agreement to donor for signature I.12 RMPST-Rmob Signed cost-sharing agreement

6. Receipt of signed agreement and upload to PMS, notify Programme, file original agreement

I.13 RMPST-Rmob

1. Create reporting schedule in PMS, notify Programme

I.14 RMPST-Rmob

2. Create pending item in ATLAS I.15 RMPST-Rmob

3. Approve pending item I.16 RMPST manager

10. Monitor bank receipts (BoA) and create a deposit in ATLAS

I.17 Finance Donor/code and project ID Deposit ID/Copy of deposit

11. Apply deposit to pending item I.18 RMPST manager Projects can disburse!

12. Create cash receipt voucher in ATLAS and send to donor

I.19 RMPST-Rmob Cash receipt voucher

18. Donor reporting


1. Check PMS for reporting schedule, notify Programme

RMPST-Rmob

2. Prepare narrative

Programme manager/programme officer (input from project managers)

Narrative donor report according to format

3. Prepare certified financial report I.20 RMPST – Rmob Certified financial report

4. Clear financial report I.21 RMPST manager Cleared financial report

5. Compile report and send to donor I.22 RMPST-Rmob


19. Reverse charges (GLJE)



1. Prepare adjustments and memo 1.RMPST-RMA 2.Finance unit

Draft memo in standard format

2. Clear memo 1.RMPST manager 2.Operations manager

3. Approve and sign memo DCD Cleared memo Signed memo

4. Prepare GLJE, process, edit and submit in ATLAS, notify approver

I.23 1.RMPST- PFA/RMA 2.Finance

5. Approve GLJE in ATLAS I.24 Head of Finance/DCD

6. File documentation 1.RMPST PFA/RMA 2.Finance

20. Budget Check for over-ride

Step Task Time frame Responsible 1. For development


projects


1. Budget check in Atlas, if error notify RMPST (for development projects) and Finance (for management projects)

Approver

2. Error diagnosis: 2a.Budget not available – over-ride process 2b. Mistake - correct

1.RMPST-RMA 2.Finance

3. Prepare override memo 1.RMPST-RMA 2.Finance

Standard format memo and justification

4. Clear memo 1.RMPST manager 2.Operations manager

5. Approve memo CD Cleared memo

6. Dispatch in ATLAS 1.RMPST-PFA 2.Finance

7. Override budget error in ATLAS DCD Signed memo


21. Billing – UPL for management and development projects


1. Prepare list of services provided and submit to Finance

Service providers (HR, GS, RMPST)

Certified list of services

2. Create bill in ATLAS Finance

3. Review bill in ATLAS Operations manager

4. Correct entries in ATLAS Finance

5. Change status to ready in ATLAS for system generated income

Operations manager

6. Send consolidated bill to agencies HQ

22. Project audit (NEX and DEX projects)


1. Initiate audit process for NEX/DEX projects according to UNDP’s rules and HQ instructions and inform Programme/PST/CD

Operations manager ToR for audit

2 In consultation with the CD, initiate contracting of audit company

Operations manager

3. Prepare a list of projects to be audited and related CoA, notify Programme and projects

RMPST - RMA ToR for audit HQ instructions

List of projects

4. Create requisition in ATLAS, notify approver I.25 RMPST

5. Prepare financial information for projects I.26 RMPST - RMA

6. Prepare required documentation and information

I.27 Programme/RMPST/projects

7. Contract audit company, conduct procurement process

I.28 Procurement unit ToR for audit/list of projects

8. Create ATLAS PO I.29 PST

9. Organise preparatory meeting to agree on audit issues

I.30 RMPST manager and RMA

10. Act as focal point during the audit process/disseminate requests and questions

I.31 RMPST -RMA

11. Receive and disseminate draft audit report for review

I.32 Operations Draft audit report

12. Follow up, collect comments and prepare response to draft report

I.33 RMPST together with Programme and projects and Operations

Letter of response to the auditors

13. Follow up on implementation of audit findings I.34 CD/DCD Final audit reports

14. Process payment and close contract I.35 PST