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SOP UNDP Lebanon March 2010 Page 1
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
SOP UNDP Lebanon March 2010 Page 2
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
SOP UNDP Lebanon March 2010 Page 3
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,
SOP UNDP Lebanon March 2010 Page 4
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
Programme manager/ Programme officer
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
Programme manager/ Programme officer
APR
Minutes of meetings/revised plans Minutes of the Board meeting
SOP UNDP Lebanon March 2010 Page 5
4. Budget revision for development projects
Step Task Responsible
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 6
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
SOP UNDP Lebanon March 2010 Page 7
6. Recruitment of SSA
Step Task Time Frame
Responsible 1. Development
projects 2. Management
projects
Required documents for Step Outputs of Step
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)
SOP UNDP Lebanon March 2010 Page 8
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
SOP UNDP Lebanon March 2010 Page 9
7. Amend contract – Procurement of SSAs
Step Task Time frame Responsible 1.Development projects 2.Management projects
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 10
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
SOP UNDP Lebanon March 2010 Page 11
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
Standard memo and supporting documentation
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
SOP UNDP Lebanon March 2010 Page 12
10. Procurement of goods and services <30.000
Step Task Time frame Responsible
1.Development projects 2. Management projects
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 13
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
SOP UNDP Lebanon March 2010 Page 14
11. Procurement of goods and services > or = USD 30.000
Step Task Time frame Responsible 1. For development
projects 2. For management
projects
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 15
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
SOP UNDP Lebanon March 2010 Page 16
12. Amend contract – Procurement of goods and services
Step Task Time frame Responsible 1.Development projects 2.Management projects
Required documents for Step Outputs of Step
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
Standard memo and supporting documentation
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
SOP UNDP Lebanon March 2010 Page 17
13. Contract management – contracts/SSAs
Step Task Time frame Responsible 1.Development projects 2.Management projects
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 18
14. Travel
Step Task Time Frame Responsible 1. Development projects 2. Management projects
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 19
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
SOP UNDP Lebanon March 2010 Page 20
16. Create vendor
Step Action Time frame Responsible 1. For development
projects 2. For management
projects (incl. UN agencies)
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 21
17. Cost-sharing agreements/ 3rd
Party MoUs
Step Task Time frame Responsible Required documents for Step Outputs of Step
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
Step Task Time frame Responsible Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 22
19. Reverse charges (GLJE)
Step Task Time frame Responsible 1.Development projects 2.Management projects
Required documents for Step Outputs of Step
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 2. For management
projects
Required documents for Step Outputs of Step
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
SOP UNDP Lebanon March 2010 Page 23
21. Billing – UPL for management and development projects
Step Task Time frame Responsible Required documents for Step Outputs of Step
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)
Step Task Time frame Responsible Required documents for Step Outputs of Step
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