Standard Operating Procedure (SOP) UNDP CO Lebanon (March 2010) SOP UNDP Lebanon March 2010 Page 1

Transcription

1 Standard Operating Procedure (SOP) UNDP CO Lebanon (March 2010) Justifying a project Step Task Responsible Identify opportunities and propose new ideas Government, donor, programme staff Identify Partners Programme manager Provide justification, implementation and Programme manager & programme management arrangements, develop budget, officer identify funding source Required documents for Step 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 1

2 Developing a project Step Task Prepare AWP and risk log, finalise RRF, prepare project document, establish project organization/structure including Project Board Responsible Programme manager and/or programme officer Required Documents for Step Approved concept note and draft RRF Conduct internal EPAC Programme manager Draft project documentation Convene external LPAC chaired by RR (as Programme manager Draft project documentation necessary) 4. Finalise project documentation, funding, budget Programme manager Draft project documentation and LPAC minutes 5. Generate award in ATLAS RMPST Manager 6. Sign project document and AWP RR/CD Implementing agency Dispatch project document and letter of 7. agreement (LoA) reflecting implementation arrangements Enter RBM information into ATLAS and link to Signed project document 8. project tree, activate project management Programme officer module, update AWP and RRF in ATLAS 9. Send to KK RMPST manager Signed project document s Draft project document AWP Risk log RRF Project organization and implementation arrangements LPAC minutes Final project documentation Signed project document Programme manager Signed project document Letter of Agreement SOP UNDP Lebanon March 2010 Page 2

3 Running a project Step Task Responsible Required documents for Step Establish project based on the provisions of the Programme manager and Project documentation programme officer 4. Implement project set-up, update project documentation and prepare implementation plans Review of AWP and draft plans and submit to project board for signature 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 4b. Collect plans/reports from projects on regular basis (monthly, quarterly)) and update project fact sheets/internal documentation to reflect new information 4c. Review project implementation reports and approve plans (monthly, quarterly and annual) Project manager in cooperation with Programme manager and officer and partners Programme manager Project manager Programme Assistant Programme manager/ Programme officer Signed project document and AWP Annual budget (AWP) Procurement plan Recruitment plan Reporting and Monitoring plan Inception report Risk log Annual implementation plan Annual budget Procurement plan Recruitment plan Reporting and Monitoring plan Inception report Risk log Annual implementation plan Project implementation reports(quarterly, 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) Project implementation reports(quarterly, monthly) Project implementation plans Report to Project Board (Snapshot format?) Updated project fact sheets SOP UNDP Lebanon March 2010 Page 3

4 5. Implement project/ monitoring and project assurance: 5a. - Monitor progress of key activity results, monitor risks, update ATLAS; - Conduct periodic monitoring visits to projects 5b. -Monitor project expenditures on ongoing basis; -Perform financial oversight and organise periodic audits 5c. -Conduct periodic project implementation review meetings with projects teams with attendance of PST/Operations (as required) Programme manager/ Programme officer Project manager Programme manager/programme officer Programme manager/ Programme officer monthly) Project implementation plans ATLAS disbursement reports/cdrs APR Updated project monitoring schedule in ATLAS Field visit report Minutes of meetings/revised plans Minutes of the Board meeting - Organise periodic project reviews and meetings of the Project Board SOP UNDP Lebanon March 2010 Page 4

5 4. Budget revision for development projects Step Task Responsible Required documents for Step DEX DEX Prepare budget revision in hard copy and ATLAS, submit to programme officer Prepare budget revision in hard copy, submit to programme officer Review and validate the budget revision in hard copy Incorporate changes in hard copy and in ATLAS Project manager Programme officer Project manager Hard copy budget revision ATLAS AWP Hard copy budget revision Input BR into ATLAS RMPST - PA 4. Validate and verify financial information in ATLAS RMPST/RMA Prepare for signature of: Letter to government and AWP and 5. Deputy Country Director cover page RMPST/RMA Implementing agency/counterpart (as necessary) 6. Send to KK and finalize RMPST manager Signed budget revision 7. Upload signed BR RMPST/RMA Signed budget revision Standard format budget revision ATLAS AWP ATLAS AWP AWP and cover page SOP UNDP Lebanon March 2010 Page 5

6 5. Closing a project Step Task Responsible Required documents for Step Prepare end project review report Project manager (in cooperation with Partner) Final APR, Final Report Project final review/tpr Programme manager Final APR/Final report Minutes of final TPR 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 6

7 6. Recruitment of SSA Step Task Time Frame Prepare ToR in accordance with project/co recruitment plan DEX Approve ToR in consultation with the CD, propose recruitment method/fee for approval of CD Create a requisition in ATLAS, notify approving programme officer Responsible Development projects Management projects Project management DEX or Hiring unit in CO Programme manager Operations manager Project manager-dex Required documents for Step Approved recruitment plan ToR in UNDP template Approved ToR, approved waiver as applicable Prepare request for service and submit to programme officer Project manager- 4. CO DEX Create a requisition in ATLAS, notify approver Approve requisition in ATLAS Approve service request (submit to RMPST PA for creation of E-requisition), approve requisition in ATLAS upon notification from PST HR Programme officer (for DEX and ) Approved E-requisition Approved SSA request CO Approve requisition in ATLAS Operations manager 5. Conduct competitive process (roster, publication on web etc), receive CVs, long list according to ToR, proposal for short list or selection 6. Approve selection/short listing HR Project manager DEX/ (in consultation with programme officer) CVs for short list Hiring unit in CO Verify selection/short-list, arrange interviews, as HR Short list Interview forms 7. applicable, select candidate Prepares job offer for signature of CD, dispatch to HR Signed job offer by CD 8. candidate 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 7

8 1 Issue contract for signature of DCD HR 1 Sign SSA contract DCD 1 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 15. Create vendor in ATLAS, notify approver RMPST-PFA HR assistant 16. Approves vendor Finance 17. Creates PO in ATLAS, notify approver RMPST-PFA HR assistant 18. Approve PO/budget check in ATLAS RMPST-PFASSOCITE RMPST manager Signed SSA contract Completed vendor form Signed contract Signed SSA Operations manager 19. Process DSA, coordination travel arrangements as Hiring unit applicable 20. Contract Management Hiring unit See SOP for contract management SOP UNDP Lebanon March 2010 Page 8

9 7. Amend contract Procurement of SSAs Step Task Time frame Responsible Development projects Management projects Prepare request for contract amendment including justification and supporting documentation in hard copy for approval Certify request, submit thru Head/HR to CDC for approval Contracting unit Project manager Contracting unit in CO Programme manager/programme officer Operations manager Required documents for Step Standard memo and supporting documentation Request for contract amendment and supporting documentation including evaluation form Approve request (when <USD 100,000; when> USD 100,000 CAP/ACP process, see SOP 10) DCD/SOP Prepare contract amendment for signature of DCD HR assistant 5. Amend PO in ATLAS, notify approver RMPST- PFA HR assistant RMPST FPASSOCIATE 6. Approve PO RMPST Manager Operations manager 7. Contract management Contracting unit Signed memo and supporting docs Contract amendment in hard copy signed by UNDP and SSA holder Contract amendment in hard copy signed by UNDP/DCD and SSA holder PO in ATLAS SOP UNDP Lebanon March 2010 Page 9

10 8. Recruitment of Service Contract (SC) for development projects Step Task Time Frame Responsible Requested documents for Step Prepare Terms of Reference (ToR) according to project Project manager or Approved recruitment DEX recruitment plan, and create requisition in ATLAS, Programme officer plan notify Programme manager Terms of Reference (ToR) in UNDP format ATLAS requisition Prepare Terms of Reference (ToR) according to project recruitment plan, prepare Service request; send to Programme Manager for approval Review and approve ToR and approve requisition in Recruitment ATLAS (PST-PA to create requisition in ATLAS, notify programme manager for approval), forward to HR Programme manager ToR Review and classify TOR HR ToR 4 Publish on web HR 5. Receipt application, long listing according to ToR, HR proposal for shortlist 6. Approve short list Programme Proposed manager/officer in and CVs consultation with project manager 7. Arrange interview panel and select candidate by interview panel plan, short-list HR CVs of shortlisted candidates Interview forms Approved ToR, service request ATLAS requisition Proposal for short list Approved short list Filled and signed interview forms 8. Prepares minutes of meetings, conducts reference HR Consolidated interview report check, prepare document for CAP 9. CAP review of recruitment process & recommend CAP Consolidated Minutes of CAP meeting candidate interview report 10. Approve and sign CAP minutes CD Minutes of CAP 1 Prepares job offer for signature of CD HR Minutes of CAP Job offer signed by CD 1 Sign offer and confirm starting date Candidate Notification to hiring unit 1 Sends recruitment package to candidate, HR communicate starting date to hiring unit 14. Issue contract for signature of CD, update SC HR database 15. Sign SC contract CD Signed SC 16. Submit documents and sign SC contract Candidate a.Upload contract on the extranet 17b. Create vendor profile in ATLAS, notify approver Vendor form Signed SC 1 17a. HR assistant 17b: RMPST-PFA 1 SC module to be introduced to replace SOP steps SOP UNDP Lebanon March 2010 Page 10

11 HR assistant 18. Create address, modify group address IT 19. Approve vendor profile in ATLAS Finance 20. Creates PO in ATLAS, notify approver RMPST-PFA 2 Approve PO/budget check in ATLAS RMPST manager 2 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 11 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 If amendment below USD 30,000, approve request and approve E-requisition If amendment over USD 30,000, approve E-requisition in ATLAS and submit to HR for CAP process (SOP 10 steps 7-11) Prepare CAP minutes, prepare contract amendment for signature of CD, upload contract on the extranet Programme manager Programme manager HR assistant Standard memo and supporting documentation Signed memo and supporting docs SC extension 4. Amend PO in ATLAS, notify approver RMPST- PFA 5. Approve PO RMPST Manager (<30,000) DCD (>30,000) 6. Contract management Project manager SOP UNDP Lebanon March 2010 Page 11

12 10. Procurement of goods and services < Step Task Time frame Responsible Required documents for Step DEX Initiate procurement action based on the approved project/co procurement plan and consultation 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 Development projects Management projects Procuring unit Project manager (DEX/) Procuring unit in CO Project Manager -DEX Approved project/co procurement plan Supporting documents in hard copy (specification, ToR, bill of quantity, scope of work) -Standard tender dossier (RFQ or RFP) -Received proposals -Technical evaluation sheets -Financial comparison sheet to select best proposal 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 Project Manager- Approved E-requisition and supporting documents CO Request and receive proposals/quotations, select at least 3 technically compliant quotations based on best proposal criteria Procurement assistant Create E-requisition in ATLAS, notify approver RMPST-PA Approve E-Requisition 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 6. Create vendor in ATLAS, as required Programme officer Head of Procurement 5a. RMPST -PFASSOCIATE Procurement assistant 5b. Head of procurement RMPST - PFA Procurement assistant 7. Approve vendor in ATLAS Finance 8.a Prepare contracts (in case of services) RMPST-PFASSOCIATE 8. 8b. Generate PO in ATLAS, notify approver (8a) RMPST/PFA (8b) Project/CO procurement plan Supporting documents (specification, ToR, bill of quantity, scope of work) -notification of selected vendor -bank transfer request (vendor) -evaluation sheets -selected proposal Approved E-requisition Print purchase order/contract SOP UNDP Lebanon March 2010 Page 12

13 9. Approve PO/budget check in ATLAS 10. Dispatch in ATLAS, notify requesting unit 1 Sign by vendor, and by UNDP (ATLAS PO for goods and contract for services ) 1 Contract Management Procurement assistant -ToR, BoQ RMPST-PFASSOCIATE/ RMPST Manager Print PO, contract, tender dossier Operations manager RMPST-PFA Procurement assistant DCD and Vendor Contracting unit Project CO unit Print purchase order for goods Institutional contract for services See business process for contract management ATLAS PO Signed ATLAS PO/signed contract SOP UNDP Lebanon March 2010 Page 13

14 1 Procurement of goods and services > or = USD Step Task Time frame Responsible For development projects For management projects DEX Initiate procurement action based on the approved project procurement plan and prepare specifications/tors/bill of quantities; Create requisition in ATLAS Project manager (DEX and ) Required documents for Step Requisition, Specifications/ToRs, /BoQ Initiate procurement action based on the approved project procurement plan and prepare specifications/tors/bill of quantities; Prepare SRF to launch procurement Procurement plan CO Initiate procurement action based on the approved CO procurement plan and prepare specifications/tors/bill of quantities; create requisition on ATLAS CO unit Review procurement plan and ensure that procurement action is included, approve requisition in ATLAS or hard copy for, appoint ad hoc technical evaluation panel Create requisition in ATLAS, notify approver (see previous step) Identify procurement method in consultation with programme and project, prepare tender documentation Approve tender documentation for posting on web or invitation to bid Receive proposals/bids, conduct bid opening by Bid Opening Committee and prepare for technical evaluation by ad hoc panel Organise and conduct CAP Open and compare financial proposals Programme manager Operations manager RMPST PA Head of procurement Operations manager/cd Procurement unit Secretary of CAP/Chair of CAP 8. Prepare CAP minutes of meeting Procurement unit 9. Check CAP minutes of meeting for consistency Chair and secretary of CAP Updated procurement plan, Requisition, Specifications/ToRs, /BoQ Updated procurement plan, Requisition, Specifications/ToRs, /BoQ -Requisition approval notification -Technical specs/boq/tor/sow, evaluation scores, payment terms Tender dossier Received bids/proposals Technical evaluation sheets Financial offers CAP minutes of meeting Tender dossier (ITB, RFP, RFQ, expression of interest) Technical evaluation sheets prepared based on tendering documentation and signed by ad hoc panel Winning bid/proposal Financial comparison sheets Draft 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 14

15 1 Submission to ACP as necessary 11a. CAP received less than 3 technically valid proposals/bids 11b. Procurement action is > USD Head of procurement CAP report 1 Award notification and prepare CAP report, ACP report, selected Procurement unit contract/manual purchase order proposal, award posting 1 Sign contract/manual purchase order DCD/vendor Entire package 14. Create vendor in ATLAS, as required RMPST-PFASSOCIATE Procurement assistant Vendor form 15 Approve vendor in ATLAS, as required Finance 16. Create PO in ATLAS and notify approver RMPST/PFA Procurement assistant Signed contract/purchase order 17. Approve PO in ATLAS and budget check DCD Entire package 18. Dispatch, and notify contracting unit RMPST-PFA 19. File Procurement assistant RMPST-PA/PFA Procurement unit 20. Contract Management Contracting unit See SOP for contract management ACP submission Award notification, draft contract/purchase order ATLAS PO SOP UNDP Lebanon March 2010 Page 15

16 1 Amend contract Procurement of goods and services Step Task Time frame Responsible Development projects Management projects 1 Prepare request for contract amendment including justification and supporting documentation in hard copy for approval Certify request, submit to Head/procurement for review and forwarding to DCD for approval Contracting unit Project manager Contracting unit in CO Programme manager/programme officer Operations manager Required documents for Step Standard memo and supporting documentation Request for contract amendment and supporting documentation Approve request; if amended contract value > USD 30,000, CAP/ACP process (see SOP 10) DCD 4. Prepare contract amendment for signature of CD Procurement assistant 5. Amend PO in ATLAS, notify approver RMPST- PFA Procurement assistant RMPST PFASSOCIATE/ 6. Approve PO RMPST Manager Operations manager 7. Contract management Contracting unit Signed memo and supporting docs Contract amendment in hard copy signed by UNDP and vendor Contract amendment in hard copy signed by UNDP and vendor PO in ATLAS SOP UNDP Lebanon March 2010 Page 16

17 1 Contract management contracts/ssas Step Task Time frame Responsible Development projects Management projects 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) ONLY FOR PROJECTS: Acknowledge by initials, submit to RMPST for uploading Programme officer Upload receipt into ATLAS; verify payment, 1 RMPST PFA Create voucher from PO in ATLAS and budget Procurement assistant/ check HR assistant SSAs 4. Run pay cycle Finance 5. Notification of payment issuance to vendor Finance 7a. Completion of contract/ssa by submission of duly certified required docs to Procurement Unit (Contracts) and HR (SSAs) 6. 7b. Cancellation of contract/penalty cases: Notification for action to Procurement (Contracts) or HR (SSA) Contract manager in contracting unit (project or CO) Required documents for Step Template 7a.Final completion certificate Contractor performance evaluation report Signed standard format for certification of completion Initialed certification SOP UNDP Lebanon March 2010 Page 17

18 14. Travel Step Task Time Frame Responsible Development projects Management projects DEX/ Initiate travel according to the AWP, prepare travel request, submit to Programme for approval Project manager (project assistant) Traveler Required documents for Step Project quarterly/monthly implementation plan Travel request and costs supporting documentation (agenda,), vendor form Supporting documentation, vendor form CO Request travel approval from CD by DEX/ Receive travel request, check compatibility with AWP and approve, notify travel assistant Programme officer Approved travel request CO Receive approved travel request Travel assistant Verify documentation, calculate DSA, request Travel assistant travel agent to issue ticket, create vendor in ATLAS, create PO, notify approver, admin assistant for input into security lists 5. Approve PO and budget check RMPST-PFA/RMPST Manager Operations manager 6. Dispatch PO RMPST-PA 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 1 Prepare PO, notify approver Travel assistant SOP UNDP Lebanon March 2010 Page 18

19 1 Approve PO and budget check RMPST-PFA/ RMPST manager Operations manager 1 Dispatch PO RMPST-PA 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 < 500 USD Step Task Time frame Responsible Required documents for Step DEX 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) 4. DEX Certify payment as part of AWP and verify correctness compliance with UNDP rules and regulations, sign RDP Verify accuracy of documentation RDR compliant process RDP not compliant back to initiator for clarification Create vendor, as necessary, in ATLAS, notify approver Project manager RMPST- PFASSOCIATE RMPST-PFA RDP and supporting documents See Business process for VAT 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 19

20 16. Create vendor Step Action Time frame Responsible For development projects For management projects (incl. UN agencies) Project manager/vendor Fill in UNDP Lebanon vendor form Check vendor data base, request additional information as necessary, create and modify, upload in ATLAS Review vendor information and approve vendor In ATLAS 4. File the form Requestin unit in CO/vendor RMPST-PFA Procurement assistant Head of Finance RMPST-PFA Finance assistant Required documents for Step Vendor form Vendor form Vendor form Vendor form signed (and stamped) by the vendor SOP UNDP Lebanon March 2010 Page 20

21 17. Cost-sharing agreements/ 3 rd Party MoUs Step Task Time frame Responsible Required documents for Step Donor agrees with donor on substance Programme manager/officer Inputs to agreement Prepare agreements and other legal documents Draft agreement RMPST manager/rmob Inputs to agreement (MoU) Submit cleared by RMPST manager, draft to donor focal point for review, discussion on RMPST Rmob Draft agreement received by donor pending issues 4. Signature of agreement RR Final agreement Signed cost-sharing agreement 5. Submit signed agreement to donor for signature RMPST-Rmob Signed cost-sharing agreement 6. Receipt of signed agreement and upload to PMS, notify Programme, file original agreement RMPST-Rmob Create reporting schedule in PMS, notify Programme RMPST-Rmob Create pending item in ATLAS RMPST-Rmob Approve pending item RMPST manager 10. Monitor bank receipts (BoA) and create a Deposit ID/Copy of deposit Finance Donor/code and project ID deposit in ATLAS 1 Apply deposit to pending item RMPST manager Projects can disburse! 1 Create cash receipt voucher in ATLAS and send Cash receipt voucher RMPST-Rmob to donor 18. Donor reporting Step Task Time frame Responsible Required documents for Step Check PMS for reporting schedule, notify Programme RMPST-Rmob Prepare narrative Programme manager/programme officer (input from project managers) Narrative donor report according to format Prepare certified financial report RMPST Rmob Certified financial report 4. Clear financial report RMPST manager Cleared financial report 5. Compile report and send to donor RMPST-Rmob SOP UNDP Lebanon March 2010 Page 21

22 19. Reverse charges (GLJE) Step Task Time frame Responsible Development projects Management projects Required documents for Step Prepare adjustments and memo RMPST-RMA Draft memo in standard format Finance unit Clear memo RMPST manager Operations manager Approve and sign memo DCD Cleared memo Signed memo 4. Prepare GLJE, process, edit and submit in RMPST- PFA/RMA ATLAS, notify approver Finance 5. Approve GLJE in ATLAS Head of Finance/DCD 6. File documentation RMPST PFA/RMA Finance 20. Budget Check for over-ride Step Task Time frame Responsible Required documents for Step For development projects For management projects Budget check in Atlas, if error notify RMPST (for development projects) and Finance (for management projects) Approver Error diagnosis: RMPST-RMA 2a.Budget not available over-ride process 2b. Mistake - correct Finance Prepare override memo RMPST-RMA Finance 4. Clear memo RMPST manager Operations manager 5. Approve memo CD Cleared memo 6. Dispatch in ATLAS RMPST-PFA Finance 7. Override budget error in ATLAS DCD Signed memo Standard format memo and justification SOP UNDP Lebanon March 2010 Page 22

23 2 Billing UPL for management and development projects Step Task Time frame Responsible Required documents for Step Prepare list of services provided and submit to Service providers (HR, GS, Certified list of services Finance RMPST) Create bill in ATLAS Finance Review bill in ATLAS Operations manager 4. Correct entries in ATLAS Finance 5. Change status to ready in ATLAS for system generated income 6. Send consolidated bill to agencies HQ Operations manager 2 Project audit ( and DEX projects) Step Task Time frame Responsible Required documents for Step Initiate audit process for /DEX projects ToR for audit according to UNDP s rules and HQ instructions and inform Programme/PST/CD Operations manager 2 In consultation with the CD, initiate contracting of audit company Operations manager Prepare a list of projects to be audited and ToR for audit List of projects RMPST - RMA related CoA, notify Programme and projects HQ instructions 4. Create requisition in ATLAS, notify approver RMPST 5. Prepare financial information for projects RMPST - RMA 6. Prepare required documentation and information Programme/RMPST/projects 7. Contract audit company, conduct procurement process Procurement unit ToR for audit/list of projects 8. Create ATLAS PO PST 9. Organise preparatory meeting to agree on audit issues RMPST manager and RMA 10. Act as focal point during the audit process/disseminate requests and questions RMPST -RMA 1 Receive and disseminate draft audit report for Draft audit report Operations review 1 Follow up, collect comments and prepare response to draft report RMPST together with Programme and projects and Operations 1 Follow up on implementation of audit findings CD/DCD Final audit reports 14. Process payment and close contract I.35 PST Letter of response to the auditors SOP UNDP Lebanon March 2010 Page 23