Co-Funding Arrangements for UNDP JPOs

 

 

Third year extensions of JPOs under UNDP co-funding arrangements

A number of donors to the JPO Programme make the funding of a third or fourth year of the JPO assignment conditional on co-funding from UNDP. The majority of these donors normally require 50% co-funding.

In such cases, where UNDP will co-fund 3, 6 or 12 months of the extension of the JPO assignment beyond the initial two or three years funded by the donor, the following procedures will apply:

Requests for co-funded extensions:

  • Requests for extensions must be submitted by the UNDP business unit (country office, regional office or headquarter unit) to the JPO Service Centre (JPOSC) six months prior to the expiration of the second or third year of the JPO assignment. Requests should include confirmation that the UNDP business unit will co-fund 50% of the extension and the relevant chart fields (COA).


  • The JPOSC will submit an official request for extension to the donor and confirm that UNDP will co-fund part of the extension in accordance with the policy of the respective donor.


  • The JPOSC will also inform the donor that the original date for reporting final expenditure balances will be pushed forward to include the co-funded extension period (the UNDP expenditure will not be included in the donor reports). The donor will be reminded that the repatriation grant will be held in escrow for the normal period of 2 years following the COB of the JPO assignment (including the full co-funded period).


  • The JPOSC will confirm the JPO extension arrangements with the UNDP business unit

 

Duration:

  • Depending on the donor funded period, UNDP co-funding may be 3, 6 or 12 months. However, the maximum duration of co-funding of a JPO assignment is 12 months.

 

Contract modality:

  • The preferred contract modality for the co-funded extension will be the JPO-limited 200 series appointment (i.e., same entitlements and benefits as the previous JPO assignment). No re-advertisement or competitive process is necessary as it is a continuation of the previous JPO assignment.


  • All entitlements will continue to apply exactly as during the initial 100% donor funded JPO assignment in order to satisfy the condition of continuation of the contract on the same terms.


  • The JPOSC will continue to administer the JPO for the entire period of the co-funded extension.

 

Funding:

  • The JPOSC will submit a costing sheet, including the total cost of the co-funded period to be equally shared between the donor and the UNDP business unit. As a condition, the UNDP business unit will need to provide the JPOSC upfront with COAs together with the request for extension of the JPO assignment.


  • The costs of the co-funded period will be equally shared between the donor and the UNDP business unit (charged to COA) per transaction and on a monthly basis.

 

Costs and JPO entitlements:

  • Assignment grant:

    JPOs are entitled to 2nd month lump-sum assignment grant, at the time of the third year extension, provided that they complete three full years of service with UNDP in the same duty station. The 2nd month lump-sum assignment grant is shared 50/50 between the donor and UNDP business unit in case of a co-funded third year extension. In case of co-funding starting as from the fourth year extension, no prorating of the second month lump-sum assignment grant is applicable as this entitlement was already applicable to the s/m under the donor funded JPO contract for the third year extension of appointment in the same duty station.


  • Travel:

    • JPOs are entitled to a relocation grant of USD.6,000 (single) or USD.9,000 (with family).


    • JPOs are not entitled to split shipment.


    • On appointment, home leave, training, or separation travel JPOs are not entitled to travel business class regardless of duration of travel.


    • JPOs are not allowed transportation of private vehicle to duty station.


    • The same entitlement as for JPO will continue to apply for the co-funding period.


  • Training:

    • JPOs receive an annual duty travel and training allowance (DTTA). The exact amount is determined by the donor.


    • The UNDP business unit will be required to co-fund the DTTA during the period concerned on a pro-rated basis (to be specified in the cost estimate prepared for the UNDP business unit).


  • Pension:

    Some donors fund participation in the UNJSPF, while other donors fund participation in national pension schemes. In cases where the JPO is part of the UNJSPF such costs will be included into the costing sheet prepared by the JPOSC and shared equally between the donor and the UNDP business unit. In cases where the JPO is part of national pension scheme during the 100% donor funded JPO assignment, such costs will also be included in the costing sheet for the co-funded period, and included into the total costs for the co-funded period to be shared equally between the donor and the UNDP business unit. The JPO will be informed that he/she is not participant to the UNJSPF during the co-funded period when they are part of national pension scheme, even though the UNDP business unit is sharing the cost of their national pension scheme.


  • Separation:

    • Relocation grant in lieu of shipment upon separation will be covered by the donor and will not be co-funded by the UNDP business unit. Relocation grant in lieu of shipment will be held in escrow for one year following the expiration of the co-funded extension in such cases where the JPO is retained by UNDP on a regular 200/100 series contract. The difference between the JPO relocation grant entitlement and the regular 200-series relocation grant entitlement will be borne by the UNDP business unit if separation takes place within one year after the Co-funded period. Thereafter, the costs will be fully borne by the UNDP business unit.


    • Repatriation travel will be covered by the donor and will not be co-funded by the UNDP business unit. Repatriation travel will be paid at COB of the JPO assignment (including the co-funded period) if the JPO separates and will not be held in escrow. If separation takes place anytime after COB of the JPO assignment (including the co-funded period), the repatriation travel cost will be borne by the UNDP business unit.


    • Repatriation grant (which is payable upon presentation of evidence of permanent relocation) will be shared 50/50 by the donor and the UNDP business unit in case of a co-funded extension and during the co-funded period only. Repatriation grant will be held in escrow for up to a maximum of 2 years following the expiration date of the co-funded extension. This entitlement may be forfeited, if not utilized within the above maximum period.


  • Leave:

    • The cost of the applicable home leave travel in a 24-month HL cycle duty station (Home leave in 24 month cycle duty stations) will be funded fully by the donor if utilized within the co-funded period. The cost of the applicable home leave travel in a 12-month HL cycle duty station (Home leave for 12 month cycle duty stations) will be co-funded (50/50) by the donor and UNDP, if utilized within the co-funded period. As such, home leave points accumulated during the donor funded period of the JPO contract will be carried over and continued into the co-funded period of the contract, and (applicable HL travel cost) will be funded by the donor (as indicated above). If HL travel is undertaken after COB of the JPO assignment (including the co-funded period), the cost will be borne by the UNDP business unit.


    • Annual and sick leave balances accumulated during the donor funded period of the JPO contract is carried over to the UNDP co-funded period (contract). Any accumulated annual leave days at the end of the co-funded period, and if the JPO separates from UNDP will be shared equally by the donor and the UNDP business unit.

 

Extension of the JPO-limited 200 series contract
following completion of the donor funded and/or co-funded period
(fully funded by UNDP)

  • In such cases, following the completion of the donor-funded and/or co-funded period of the JPO assignment, where the UNDP business unit would like to extend the JPO assignment under the same terms of reference and conditions, the JPO limited 200-series contract may be extended for a maximum of six months. Following the completion of the six months extension, no more extensions of the JPO-limited 200-series contract can be approved and the JPO will separate as a JPO.


  • The funding UNDP business unit will provide the JPOSC with a request to extend the contract beyond the donor funded and/or co-funded period minimum two months prior to the expiration of the donor funded and/or co-funded contract period. The request will include also a COA to which to charge the costs of the extension.


  • The JPO-limited 200-series contract will be extended under the same conditions as the JPO assignment, excluding the DTTA budget.


  • For JPOs who do not participate in the UNJSPF, neither pension enrolments nor payments will be included in the contract extension beyond the donor-funded and/or co-funded period.


  • For JPOs, who participate in the UNJSPF, their participation in the UNJSPF will be extended and fully funded by UNDP.


  • Please see above regarding relocation grant, repatriation travel and repatriation grant.

 

Completion of the JPO assignment
JPO-limited 200-series contract change to regular 200 and 100 series contract
(fully funded by UNDP)

  • In such cases, following the completion of the JPO assignment where a JPO is selected for a regular 200 or 100 series international position, the ex-JPO completes the JPO contract and contract administration is transferred from the JPOSC to the Benefits & Entitlements Service (BES). The ex-JPO will be rehired through a "Modify Appointment" personnel action in IMIS and a "Change of Functional Title", as applicable.


  • In such cases, following the completion of the JPO assignment, where the JPO is offered a new regular 200 international appointment for a period of less than one year, and the terms of reference are the same there is no need for a competitive process.


  • If there is a change in terms of reference or if the position is at a higher level, or if the position is extended beyond one year on a 100% UNDP funded post, a competitive selection process is required.


  • Donor-funding of the repatriation grant corresponding to the JPO portion of the assignment is kept in escrow for up to two years from the date of completion of JPO contract. The costs of the repatriation grant will be prorated between donor (covering the period of the s/m's service as JPO) and the receiving business unit (covering the rest the s/m's assignment), if separation is within the two years grace period. If separation is later, the payment for the entire repatriation grant entitlement will be borne by the receiving business unit.


  • All entitlements for JPO assignment as of the close of business date are calculated automatically, and prorated according to number of years covered by different funds upon separation. No action is required from the JPOSC in terms of payment of final financial entitlements. JPOSC will take necessary action to terminate the JPO assignment (i.e. cancellation of Group Life Insurance Coverage, termination of DTTA etc.)


  • Duty Travel and Training Allowance (DTTA) utilization stops at the point of conversion from JPO to regular 200/100 series, and all training/travel must have been completed prior to the conversion.


  • The following annual leave days accumulated during the JPO service may be carried over to the new regular 200/100 series appointment: maximum 30 days if completed JPO service is at least one year; maximum 45 days if completed JPO service is more than one year up to two years; maximum 60 working days if completed JPO service is more than two years (if agreed by the receiving unit).


  • Home leave points accumulated while on JPO contract will be carried over and continued into the new 200 series contract. [If agreed by the receiving unit and up to maximum 40 home leave points].


  • The UNLP will be changed/updated after the conversion to reflect the new title.


  • The Group Life Insurance coverage, which is mandatory for all JPOs and funded by their respective donors, becomes optional upon conversion from JPO contract to the regular 200/100 series appointment and if the s/m decides to continue the GLI participation he/she will pay the full premium.


  • Medical/dental insurance will be extended if the JPO stays with the same duty station. If the JPO is reassignment, a new medical/dental insurance application is required.


  • For the regular 200/100 series appointment of six months or longer, pension fund coverage is mandatory.


  • The functional title will be changed to reflect the one provided by the receiving UNDP Unit.

 

Completion of the JPO assignment
JPO-limited 200 series change to 300 series ALD
(local or international)

  • A former JPO, holder of a 200 series contract type, may be selected for a 300 series (ALD) appointment without a break in service for up to a maximum of one year, ONLY if an agreement exists between the donor government and the requested/receiving UNDP office to share the costs for up to one year of the ALD assignment e.g. 6 months are paid by the donor government and 6 months are paid by the requested/receiving UNDP Office. Once the agreement period not exceeding one year is over, the ALD appointee is required to take a three-month break in service before he/she may be rehired under a 300 Series (ALD contract) following a competitive process.


  • If there is no agreement between the donor government and UNDP (i.e., the JPO is being recruited under a 300 series ALD following the end of the JPO assignment and separation from the 200 series contract), the JPO is required to take one month break in service before he/she may be rehired under a 300 series ALD following a competitive process.


  • The JPO will be separated from the 200 limited series appointment, and no entitlements will be carried over into the 300-series appointment. Repatriation grant will be held in escrow for up to maximum 2 years following the expiration date of the JPO assignment. This entitlement may be forfeited, if not utilized within the above maximum period.

 

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