UNDP FIJI Multi Country Office CDM Training

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UNDP FIJI Multi Country OfficeCDM Training

• Management Services Unit
• Presentation

We keep the wheels turning..
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MSU team
Operations Manager Michael Lal
ICT Unit Reginald Kewal
Finance Unit Cecilia Pauu
Human Resources Unit Vacant
Administration Unit Ronil Prasad
Programme Support Unit Vacant
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FinanceStructure of the finance unit

• Finance Team Leader
• Cecilia Pauu cecilia.pauu_at_undp.org
• Finance Associate/ Accountant G7
• Recruiting
• 3 Finance Associates G6
• Alice Lum- alice.lum_at_undp.org
• Shobna Singh- shobna.singh_at_undp.org
• Kushneel Goundar- kushneel.goundar_at_undp.org
  (Focal Point CDMs)
• 1 Finance Clerk/ Pay Cycle
• Radhika Devi- radhika.devi_at_undp.org

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Services and Functions of the Finance Unit

• Payments
• Vendor
• DSA
• Travel Claims
• Medical Claims (MIP)
• Reimbursement of Official Expenses (F10 Claim
  Form)
• Project Advances
• NOTE. UNDP also runs the pay cycle for Pacific
  Centre and other UN Agencies like UNFPA , UNIFEM,
  FSO, UNAIDS.
• Receipting of funds.
• Petty Cash Facility
• Payroll

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• Treasury functions
• Replenishment of local Bank Accounts (Fiji, USD
  and SBD).
• Bank Reconciliations
• Reconciliations and maintaining proper financial
  data in ATLAS
• Vendor
• General Ledger Accounts
• Extra Budgetary Funds (XB funds)
• Clearance of financial data exception reports
• Reporting and Oversight
• Finance Dashboards
• Other reports as per reporting Grid

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• Cost Recovery
• Generation of Cost recovery Bills
• Other Services
• Collating bank exchange rate data for submission
  to UNDP H/Q for establishment of UN Monthly
  Exchange rates.
• Vendor approvals
• Budget revisions of Management Projects in
  particular Core Budget
• Providing support to Pacific Centre and Solomon
  Island Sub-Office

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Rules and regulations

• Programme and Operations Policies and Procedures-
  http//content.undp.org/go/userguide/finance
• Questions ??

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Major Functions of the ICT Unit ICT Strategic
Framework

• Information Technology (IT) IT addresses
  hardware and infrastructural issues such as
  connectivity, network infrastructure and
  operating systems, security, and desktop
  environments. IT Security, BCP, Networking
• Information Systems (IS) IS addresses the
  applications layer of technology, including
  corporate solutions, such as Atlas off-the-shelf
  business productivity tools, such as desktop
  suites and locally-developed applications.
  Messaging system, Software licensing,
  e-documentation
• Information Management (IM) IM addresses
  information usability and impact, including human
  dimensions such as information management and
  basic competencies. Information management plan,
  ICT Committees, regional ICT Support, E-Filing

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UNDP IT Security Threats

• Email impersonation
• ATLAS transaction fraud
• Network device attacks
• Host/NOS vulnerabilities
• Application layer protocol(s) attacks (http(s),
  ssh, telnet, etc.)
• Password Attacks
• Back door techniques - social engineering,
  unauthorized modems/networks, etc.
• Distribution of sensitive data
• IP Address Spoofing
• Denial of Service (DoS), Distributed DoS (DDoS)
• Wireless packet sniffing and insertion attacks

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UN Directives ICT Drivers and Compliance

• UNDP Formal Directives and Policies
• Management Accountability Framework
• Internal Controls Framework
• UNDP Strategic Plan
• UNDP ICT Usage Policy
• UNDP ICT Security Policy
• Informal User Expectations
• Personal Data Protection
• Personal Privacy Assurance
• Confidential information Protection

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Administration and Procurement

• Registry
• Weekly Pouch, Courier , registry email
• Supplies Flags , general supplies , stationary
• Driving vehicle and fuel management Vehicle
  management
• Cost recovery UPL
• Archive Management records retention guidelines
  
• Look at opening Courier account and provide
  office address for mails etc
• Fellowship
• Organise travel , DSA , Workshops and logistics
  for UN Agencies
• Send nominations to Pac Island Government
  Ministries and follow up
• Staff travels / DSA ( Travel guidelines and DSA
  guidelines )
• Travel Agent performance review
• Follow up on refunds
• DSA Surveys

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• Procurement
• Contract Management SSA , Professional ,
  Institutional contracts ( SSA guidelines )
• General Procurement of goods and services
  applicable procedures for over and below USD2500
  ( Procurement Guidelines )
• CAP and ACP submissions
• Asset Management (Procurement , recording ,
  verification , disposal of assets)- Asset
  Management Guidelines
• ATLAS Functions Raise Requisitions , Purchase
  orders , receiver functions and exception reports
  ICF

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Human Resources

• HR Management JD Review , classification /
  reclassification , Recruitment Fixed term
  (100,200) , ALD (300) and Service Contract ,
  Appointment and promotion panel , ( Staff rules
  and regulations , Recruitment guidelines , SC
  and ALD guidelines )
• Medical medical for staff ( Local and UNMS) -
  GMC
• Leave Management ( Leave Policy , Leave Form ,
  Attendance Sheet)
• ATLAS Functions Purchase orders , HR
  Management ( Upload Personal information ,
  contract extension , increments , pension ,
  dependants , Separation ) , Reporting
• Performance Management RCA ( Mid term and
  Annual ) , CRG
• Surveys place to place , hardship
• Staff Development - Learning ( on going staff
  learning internal / external ) LMS (
  Mandatory courses , learning goals , LMS training
  ), EAP
• Staff well being , staff Counselling and work
  life Balance work life policy
• Foreign Affairs work permits , immigration ,
  protocol

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Programme Support UnitServices Provided

• Delivery monitoring and oversight
  (http//home.undp.org http//atlas-snapshot.undp
  .org/ )
• Quarterly submission of the Financial Report
  (FR)/FACE form by the Implementing Partner.
• Follow up outstanding OFA balances
• Monitor progress on delivery against the current
  year AWP
• Government Contribution to Local Office Costs
  (GLOC)
• Follow up with the Government Coordinating
  Agency/Ministry of Finance of the payment of
  outstanding and current GLOC
• NEX Audits (http//intra.undp.org/oapr/index.htm)
  
• Coordinate response from country on nomination of
  auditors to undertake NEX audits (Implementing
  Partner/Foreign Affairs/Project Management)
• Coordinate the commencement of audits between
  Project National Audit Office
• Assist CO to monitor and follow up on audit
  progress to ensure completion of audits prior to
  30th April each year

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• NEX Audits Contd
• Management comments on draft audit reports
• Implementation of recommendations/Closure of
  audit gaps
• Project Management/RMG Compliance
  (http//content.undp.org/go/userguide/)
• Operational closure of projects
• Asset transfer
• Settlement of obligations
• Signature on final CDR

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• Compliance to Results Management Guidelines
  (http//content.undp.org/go/userguide/results-mana
  gement---accountability/?langentop)
• Timely completion and submission of risks logs,
  issues logs, monitoring items, communications
  plans, quality logs
• Timely completion and submission of Annual
  Workplans for the following year
• Timely revisions to reflect any changes in budget
  allocation, outputs
• Compliance with NEX procedures as per the POPP
• Asset Management
• Records Management
• Procurement and recruitment
• Financial Management

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• Questions ????