UN/CS/RAI/USAA/DB01/2004-00132

I. Organisation

Legislations (Omnibus Statute, resolutions, consensus, etc.)                                     ORG    100

Major studies (Capacity Study - future studies can be numbered in consecutive order )      ORG    101

Participation in UNDP                                                                           ORG    120

Channel of communications                                                                    ORG    122

            with governments                                                                      ORG    122/1

            with participating and executing agencies                                    ORG    122/2

Terminology                                                                                          ORG    123

Management inspections                                                                        ORG    124

Cooperation and consultation                                                                  ORG    130

            UN organs and offices (by organ or office)                                                ORG    130/1

            Government (by ministry, if necessary)                                                           ORG    130/2

            Specialized agencies (by agency)                                                    ORG    130/3

            Organisations including universities and firms                              ORG    130/4

            Regional development banks, multilateral organisations

outside UN                                                                   ORG    130/5

            Individuals (alphabetically)                                                              ORG    130/6

Meetings and conferences

            UN organs and offices                                                               ORG    130/1/1

            Governments                                                                             ORG    130/2/1

            Specialized agencies                                                                  ORG    130/3/1

            Organisations including universities and firms                              ORG    130/4/1

            Regional development banks, multilateral organisations

outside UN                                                                   ORG    130/5/1

            Resident Representative - global                                     ORG    130/6/1

                                                - regional                                             ORG    130/6/1/1

                                                - other                                                  ORG    130/6/1/2

Machinery of the UNDP - organisation and management                         ORG    141

            Administrator and Deputy Administrators                                    ORG    141/1

                        Report of the Administrator                                            ORG    141/1/1

            Governing Council                                                                     ORG    141/2

                        Terms of reference and rules of procedure                     ORG    141/21

                        Appointment and election of members                            ORG    141/22

                        Meetings                                                                       ORG    141/23

                        Representation at meetings (by session)                             ORG    141/24

Committees and working parties                                                             ORG    141/25

(Working Group on Technical Co-operation among Developing Countries, PWG and WGAFM)

Reports from                                                                                         ORG    141/26

Inter-Agency Consultative Board (IACB)                                               ORG    141/3

            Terms of reference and rules of procedure                                 ORG    141/31

            Meetings                                                                                   ORG    141/32

            Reports from                                                                             ORG    141/33

Advisory Panel for Policy Planning (general)                                           ORG    142/1

            Meetings (including reports, by session)                                      ORG    142/11

Conference planning                                                                              ORG    150

            Preparation and distribution of documents                                   ORG    151

            Governing Council                                                                     ORG    151/1

            IACB                                                                                       ORG    151/2

II. Public Information Activities

Policy                                                                                                   PUB     171

Consultative Committee on Public Information                                         PUB     171 CCPI

Letters from general public                                                                    PUB     171/1

Speaking engagements (speeches)                                                          PUB     171/2

Publications (general)                                                                            PUB     171/3

            Pre-Investment News                                                                PUB     171/31

            Pre-Investment News (covers production)                                  PUB     171/311

            Commitment                                                                             PUB     171/314

Press                                                                                                    PUB     171/32

 (covers all aspects of news and features, correspondences with agencies, OPI and UNIC through Resident Representatives, etc.)

Individual publications “case files” by publication/brochures                      PUB     171/33

            Special articles                                                                                      PUB     171/34

Fuller reporting (general)                                                                        PUB     171/4

Audio and visual information                                                                  PUB     171/5

            TV and films                                                                             PUB     171/51

            Radio and recordings                                                                 PUB     171/52

            Photographs                                                                              PUB     171/53

            Displays and exhibits                                                                 PUB     171/54

            Postage stamps and UN medals                                                 PUB     171/55

Hospitality                                                                                             PUB     171/6

Non-governmental organisations                                                 PUB     171/7

Public information (including UN Day-Human Rights Day)                                               PUB     171/8

Publication and sale (UN publications, project descriptions, etc. )                            PUB     171/9

 

 

 

III. Financial Administration and Management                                             FIN      210

 

Financial control                                                                                 FIN      211

Financial policies and procedures                                                FIN      211/1

Financial reports of the participating/executing agencies   FIN      211/2

Administrative and programme support services                          FIN      211/3

(including budget estimates - Headquarters and by COs)

Budget control statement                                               FIN      211/3/1

Correspondence with external auditors                                        FIN      211/4

Correspondence with Internal Audit Service                                FIN      211/5

Financial regulations and rules                                                    FIN      211/6

Computer operations                                                                  FIN      211/7

Adjustments to indicative planning figures                                   FIN      211/8

UNDP financial year-end action                                                 FIN      211/9

Agency flexibility arrangements (by agency)                               FIN      211/10

Remittance requests (by agency)                                                            FIN      211/11

Cost sharing, UNDP-assisted projects                                        FIN      211/12

Field office IPF records                                                             FIN      211/13

Standard costs reporting                                                 FIN      211/14

Cost measurement system                                                         FIN      211/15

Contributions                                                                                      FIN      212

Pledging conference                                                                  FIN      212/1

Voluntary contributions from governments to UNDP                   FIN      212/2

Contributions from governments to other organisations                 FIN      212/2/1

Donations from private sources                                                  FIN      212/3

Local costs - UNDP-assisted projects                                        FIN      212/4

Local costs - regular programme of agencies                              FIN      212/4/1

Negotiating Committee for Extra Budgetary Funds                      FIN      212/5

Cash counterpart contributions                                                   FIN      212/6

Contributions in kind                                                                  FIN      212/7

Government contributions toward country office expenditures      FIN      212/8

Capital Development Fund -(Contributions from governments and

other sources)                                                                    FIN      212/9

Trust funds (general and policy)                                                 FIN      212/10

UN trust funds administered by UNDP                           FIN      212/10/1

UNDP trust funds                                                         FIN      212/10/2

 

Handling and custody of funds                                                           FIN      213

Banking arrangements                                                               FIN      213/1

Operational reserve                                                                   FIN      213/2

Currency management                                                               FIN      213/3

Investment and financial data (printed material)                           FIN      213/4

Stipend rates (general and by country)                                        FIN      213/6

Rates of exchange (general and by country)                                FIN      213/7

Investments                                                                              FIN      213/8

Reimbursable loans                                                                    FIN      213/9

Field accounts                                                                           FIN      213/10

Accounting and payment instructions                              FIN      213/10/1

Petty cash - stamp account                                            FIN      213/10/2

Auditors report/observation on field accounts                  FIN      213/10/3

Duty status summaries (salaries)                                                            FIN      213/13

 

UNDP accounts                                                                                  FIN      214

Central accounts - general                                                         FIN      214/1

Central accounts - by agency                                                     FIN      214/1/-

UNDP administrative budget (accounts)                                     FIN      214/2

UNDP loans                                                                             FIN      214/3

Exchange of currencies                                                             FIN      214/6

 

Programme financing                                                                          FIN      215

Projects

Projects components                                                                  FIN      215/1

Standard costs                                                                           FIN      215/2

Experts                                                                         FIN      215/2/1

Fellowships                                                                   FIN      215/2/2

Data processing system                                                             FIN      215/3

Programme reserve                                                                   FIN      215/5

Overhead costs of participating/executing agencies                      FIN      216

 

IV. Administration

General                                                                                                 ADM   250

Activities of the staff                                                                             ADM   250/1

Inventory of non-expendable property                                                     ADM   250/2

Summary of country office organisation                                                  ADM   250/4

Briefing                                                                                                ADM   250/5

Certifying officers (pouch, accounts, etc.)                                               ADM   250/6

Commissary and staff house                                                                  ADM   250/7

Communications facilities                                                                       ADM   250/8

Pouch - postal                                                                           ADM   250/8/1

Telex - cables                                                                           ADM   250/8/2

Communications study                                                               ADM   250/8/2/1

Telephone                                                                                             ADM   250/8/3

Registry activities                                                                                  ADM   250/8/4

Decentralisation of registry                                                        ADM   250/8/4/1

File classification (global system)                                                ADM   250/8/4/2

Lists of files - country offices                                                     ADM   250/8/4/3

Lists of files and their location - HQ                                           ADM   250/8/4/4

Records retirement - UN Archives                                             ADM   250/8/4/5

Records retirement - HQ storage                                                           ADM   250/8/4/6

Records - surveys and statistics                                                  ADM   250/8/4/7

Procedures - handling of correspondence                                    ADM   250/8/4/8

Registry equipment                                                                    ADM   250/8/4/9

Radio equipment                                                                                    ADM   250/8/5

Charges to agencies for electronic messages                                           ADM   250/8/6

Leased channel - RCA                                                                          ADM   250/8/7

Telecommunications for the United Nations (Pilnick Survey)                    ADM   250/8/8

Communications in the United Nations system (Macy Report)                  ADM   250/8/9

Communications in the United Nations system                                         ADM   250/8/9

Field coordination questions                                                                    ADM   250/9

Cost of living surveys                                                                             ADM   250/10

Credit union                                                                                          ADM   250/11

Customs clearances and import procedures                                             ADM   250/12

Documents, reproduction, distribution, requests for                                   ADM   250/13

Office equipment and supplies                                                                ADM   250/14

            Disposal of office equipment and property                                   ADM   250/14/1

Manuals                                                                                                ADM   250/15

General services                                                                                    ADM   250/16

Housing - surveys - availability                                                               ADM   250/17

- Constructions and loans                                                           ADM   250/17/CL

- Rental subsidies and deductions                                                ADM   250/17/1

Identification cards, ground passes and parking permits                            ADM   250/18

Interns and trainees                                                                               ADM   250/19

Living conditions reports - briefing reports                                               ADM   250/20

Survey Board - minutes                                                                         ADM   250/21

Transportation - use of vehicles and availability, etc.                                ADM   250/22

Office - establishment of                                                                        ADM   250/23

Office space, leases, contracts                                                   ADM   250/23/1

Maintenance                                                                             ADM   250/23/2

Protocol                                                                                                ADM   250/24

Reference library                                                                                  ADM   250/25

Security                                                                                                ADM   250/26

Staff Benevolent Fund                                                                           ADM   250/27

Staff list                                                                                                ADM   250/28

Staff meeting                                                                                        ADM   250/29

Staff movements - condolences - deaths                                                 ADM   250/30

Training and orientation - general                                                            ADM   250/31

Policy and procedure                                                                             ADM   250/31/1

Study leave and UNDP-assisted independent studies                               ADM   250/31/2

Seminars and workshops outside UN system                                           ADM   250/31/3

Training and fellowship offers                                                                ADM   250/31/4

Training for Headquarters and field staff - general                                   ADM   250/31/5

Orientation course for professionals - Headquarters                     ADM   250/31/5/1

Orientation course and training for general service staff               ADM   250/31/5/2

- Headquarters

Language training - country offices and Headquarters                             ADM   250/31/5/3

Regional and inter-regional seminars                                                       ADM   250/31/5/4

Project workshops;  guest speakers                                                        ADM   250/31/5/7

Equipment and supplies                                                                          ADM   250/31/6

Catalogues, pamphlets and books                                                ADM   250/31/6/1

Vehicles - purchase, insurance and maintenance                                     ADM   250/32

  - Sale, accidents, donation and theft                                          ADM   250/32/1

Visitors ADM                                                                                       250/33

Parties                                                                                                  ADM   250/34

Importation facilities for field personnel                                                   ADM   250/35

Committee on contracts                                                                         ADM   250/36

 

Project services                                                                                  ADM   255

Contract and procurement                                                          ADM   255/10

Dissemination of information on contract                                     ADM   255/11

            work in UNDP-assisted projects

Inquires from consulting firms (A-Z)                                           ADM   255/12

Contracting and procurement policy matters                                ADM   255/13

Correspondence with governments and other                              ADM   255/14

            relevant information on “contract point”                         

Contract awards and contracts to be awarded                             ADM   255/15

            for publication in Pre-Investment News

- Related matters                                                           ADM   250/15/1

- Contract awards                                                         ADM   255/15/2

- Contract tenders - by agency                                       ADM   255/15/3

Requests (and related matters) for inclusion                                ADM   255/16

            in mailing list for Pre-Investment News

Equipment, supplies and control                                                  ADM   255/20

Inventory                                                                      ADM   255/21

Aircraft                                                                        ADM   255/22

Vehicles                                                                       ADM   255/23

Fishing vessels                                                              ADM   255/24

 

 

V. Personnel Administration

General                                                                                                 PER     260

 

Duties, obligations and privileges of staff                                          PER     260/1

Hours of work                                                                           PER     260/2

Official holidays                                                                        PER     260/3

            Change of official duty station                                                    PER     260/4

Inter-agency transfers (loans)                                                    PER     260/5

Outside interests and activities (honours,                                     PER     260/6

            decorations, favours, gifts, political activities)

Service and conduct reports (periodic reports)                             PER     260/7

 

Salaries and related allowances                                                          PER     261

Professional staff                                                                      PER     261/1

Salary scales for field service personnel                                      PER     261/2

Salary scales for general service personnel                                 PER     261/3

Salary scales for locally-recruited mission personnel                    PER     261/4

Currency of salary payments/3rd currency                                  PER     261/5

Language allowance - examinations for translators, etc.               PER     261/7

Post adjustment                                                                         PER     261/9

Daily subsistence allowance rate                                                PER     261/11

Salary policy in promotions                                                         PER     261/13

Tax exemption and income tax liabilities                                      PER     261/14

Special post allowance                                                               PER     261/15

Overtime and compensatory time off                                          PER     261/16

Salary advances                                                                        PER     261/17

Pensionable remuneration                                                          PER     261/18

Staff Assessment Plan                                                               PER     261/19

Dependency benefits                                                                 PER     261/20

Education grant                                                                         PER     261/21

Salaries and allowances during mission assignments                     PER     261/22

Assignment allowance                                                               PER     261/23

Representation allowance (hospitality)                                        PER     261/24

Safe driving bonus                                                                     PER     261/25

 

Appointments and promotion                                                             PER     262

Appointment, letter of                                                                PER     262/1

Re-employment                                                                         PER     262/2

Notification by staff members and                                              PER     262/3

            obligations to supply information

Geographical distribution                                                            PER     262/4

Local recruitment                                                                      PER     262/5

International recruitment                                                            PER     262/6

Criteria for selection of Resident                                    PER     262/6/1

Representatives and other field officers

Hiring of experts for duty in home country                      PER     262/6/2

Nationality                                                                                PER     262/7

Family relationships                                                                   PER     262/8

Temporary appointments and fixed term appointments                 PER     262/9

Permanent and regular appointment                                            PER     262/10

Appointment and Promotion Board                                             PER     262/11

Promotion policy                                                            PER     262/11/1

Medical examination - examination physicians -                           PER     262/12

            vaccinations - inoculations

Group life insurance                                                       PER     262/12/1

Medical insurance                                                         PER     262/12/2

Medical Expenses Assistance Plan                                 PER     262/12/3

Medical facilities and evacuation                                    PER     262/12/4

 

Annual and special leave                                                                    PER     263

Annual leave                                                                             PER     263/1

Special leave                                                                             PER     263/2

Military service                                                                         PER     263/3

Home leave                                                                              PER     263/4

Jury  duty                                                                                  PER     263/5

 

Social security                                                                                     PER     264

Pension fund                                                                             PER     264/1

Mission personnel                                                                      PER     264/2

Sick leave                                                                                 PER     264/3

Maternity leave                                                                         PER     264/4

Compensation for death, injury or illness                                      PER     264/5

            attributable to service

Compensation for loss or damage to personal                              PER     264/6

            effects attributable to service

 

Travel and removal expenses                                                            PER     265

Official travel of staff members                                                  PER     265/1

Official travel of dependents - established offices                        PER     265/2

Official travel of dependents - mission service                             PER     265/3

Loss of entitlement to return transportation                                  PER     265/4

Travel and removal expenses - eligible dependents                      PER     265/5

Authority for travel                                                                    PER     265/6

Travel expenses                                                                        PER     265/7

Route, mode and standard of transportation -                               PER     265/8

Travel by automobile                                                                 PER     265/9

Purchase of tickets                                                                    PER     265/10

Terminal expenses                                                                     PER     265/11

Expenses while in transit                                                            PER     265/12

Travel subsistence allowance                                                     PER     265/13

Installation                                                                                PER     265/14

Excess baggage and unaccompanied shipments                           PER     265/15

Insurance                                                                                  PER     265/16

Travel advances                                                                        PER     265/17

Transportation of decedents                                                       PER     265/18

Removal costs                                                                           PER     265/19

Laissez- passer, passports and visas                                           PER     265/20

Shipment of personal effects and privately-owned automobiles     PER     265/21

Travel claims                                                                            PER     265/23

Official travel agent                                                                   PER     265/24

Official freight forwarders                                                         PER     265/25

Hotels                                                                                       PER     265/26

Travel reports and statistics                                                        PER     265/27

 

Staff relations                                                                                      PER     266

Staff Consultative Committee                                                     PER     266/1

Joint Advisory Committee                                                          PER     266/2

 

Separation from service                                                                     PER     267

Termination                                                                               PER     267/1

Resignation                                                                               PER     267/2

Repatriation grant                                                                      PER     267/3

Retirement                                                                                PER     267/4

Expiration of fixed-term appointments                                         PER     267/5

Commutation of accrued annual leave                                         PER     267/6

Restitution of advance annual and sick leave                               PER     267/7

Last day for pay purposes                                                          PER     267/8

Certification of service                                                               PER     267/9

 

Disciplinary measures                                                                        PER     268

Joint Disciplinary Committee                                                      PER     268/1

Disciplinary measures                                                                PER     268/2

Suspension pending investigation                                                 PER     268/3

Appeals and Joint Appeals Board                                               PER     268/4

 

General provisions                                                                             PER     269

Financial responsibility - liability insurance                                   PER     269/1

Staff members beneficiaries                                                       PER     269/2

Proprietary rights                                                                       PER     269/3

Arrangements relating to military service                                    PER     269/4

 

Personnel files (see Unnumbered files - Miscellaneous, below )

 

 

 

VI. Programming Organization and Activities (Continued)

 

UNDP Country programmes (by country, agency,                                   PRO     300

            policy and general)

Indicative planning figures                                                          PRO     300 IPF

Country programmes                                                                 PRO     300 CP

Inter-country programmes                                                          PRO     300 ICP

Regional projects                                                                       PRO     300 REG

Inter-regional projects                                                                PRO     300 INT

Global projects                                                                          PRO     300 GLO

OPAS                                                                                      PRO     300 OPAS

Fellowships                                                                               PRO     300 FEL

Seminars                                                                                   PRO     300 SEM

Funds-in-trust projects                                                               PRO     300 FIT

UN Volunteers                                                                          PRO     300 UNV

UN Fund for Population Activities                                              PRO     300 FPA

UN Capital Development Fund                                                   PRO     300 CDF

Programme monitoring                                                                           PRO     300 PM

General policy files could be established for all programmes of activity      PRO 301/........

 

Reports

Annual report to IACB                                                  Country/Annual/IACB

Annual report on development assistance                        Country/Annual//Dev.

                                                                                    Assist.

Investment follow-up                                                     Country/Investment

Bilateral programmes (by country)                                              PRO     302

Regular programmes (by country, agency)                                  PRO     303

Experts (general and policy)                                                                   PRO     304

Briefing                                                                                    PRO     304/1

Listing of                                                                                  PRO     304/2

Periodic meeting of                                                                    PRO     304/3

Reporting procedures                                                                 PRO     304/4

Fellows (general and policy)                                                                   PRO     305

Candidates                                                                                PRO     305/1

List of                                                                                       PRO     305/2

Appointment procedures                                                            PRO     305/3

Agency advisors                                                                                    PRO     306-310-....

Evaluations                                                                                           PRO     400

Programme evaluation and analysis reports                                             PRO     410

            and recommendations

Programme evaluation and analysis (internal reports)                   PRO     411

Methodology and techniques                                                      PRO     420

Meetings and seminars (general)                                                PRO     430

Inter-Agency Study Group on Evaluation                                    PRO     431

Country files                                                                             PRO     440

Bureau for Africa                                                                      PRO     441      

Bureau for Latin America and Caribbean                                    PRO     442

Bureau for Asia and the Pacific                                                 PRO     443

Bureau for Arab States                                                              PRO     444

Bureau for European Communities                                             PRO     445

Project files (by project)                                                                         PRO     450

Mid-project and other reviews of individual projects                                 PRO     470

Special studies                                                                                       PRO     480

 

 

 

VII. Legal Matters

Participation in UNDP, policy -

States and governments                                                             LEG     500

Regional and other organisations                                                 LEG     500/1

Relationship with governments (by country)                                            LEG     501

Agreements with government (policy and by country)                              LEG     502- Technical Assistance

- Special fund

- Operational assistance

- Office agreement

Plans of operations/project documents                                                    LEG/PO or  /PD

Agreements/relationship with executing agencies                                     LEG     503

            (policy and by agency)

UNFPA agreements                                                                              LEG     504

UN Volunteers agreements                                                                    LEG     505

Agreements for sectoral advisers to Resident Representatives                 LEG     506

Agreements with UNDP contractors                                                      LEG     507

Construction and/or loan agreements                                                      LEG     508

Equipment agreements                                                                           LEG     509

Capital Development Fund agreements                                                   LEG     510

Leases (office and residential housing)                                                    LEG     511

Patent questions                                                                                    LEG     512

Privileges and immunities (policy and by country)                                    LEG     520

Income tax                                                                                LEG     520/1

Conditions of service, social security, participation                                   LEG     520/2

            and payments

Other tax exemptions of organization and staff                            LEG     520/3

(Importation of equipment - release of office cars)

Immigration procedures, entry clearance procedures                    LEG     520/4

and permits, work permits, identification cards,                           

etc. for staff, national service obligations, UN         

laissez-passer, free movement, persona non-grata  

doctrine

Car and other accidents, police investigations,                              LEG     520/5

arrest of staff, waiver of immunity, etc.

Other questions on privileges and immunities                               LEG     520/6

(e.g. additional facilities for Resident Representative),                 

privileges and immunities in connection with UNDP-

assisted projects

 

 

VIII. Unnumbered Files - Miscellaneous

Staff members                          1 Official status file

1 Confidential file (for privileged and/or non-privileged material)

1 Travel and finance file

 

Experts                                     )                                                          

Consultants                               )

Advisers                                   )  By name - 1 File personnel matters

Volunteers                                )                    1 File finance - travel

Fellows                                     )

Employment Queries                 By name

Leave Reports                          By Name