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Functional Areas
- Principal Recipient Start-Up
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Legal Framework
- Overview
- Project Document
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The Grant Agreement
- UNDP-Global Fund Grant Regulations
- Grant Confirmation
- Grant Confirmation: Face Sheet
- Grant Confirmation: Conditions
- Grant Confirmation: Conditions Precedent (CP)
- Grant Confirmation: Special Conditions (SCs)
- Grant Confirmation: Schedule 1, Integrated Grant Description
- Grant Confirmation: Schedule 1, Performance Framework
- Grant Confirmation: Schedule 1, Summary Budget
- Implementation Letters and Performance Letters
- Agreements with Sub-recipients
- Agreements with Sub-sub-recipients
- Signing Legal Agreements and Requests for Disbursement
- Language of the Grant Agreement and other Legal Instruments
- Amending Legal Agreements
- Other Legal and Implementation Considerations
- Legal Framework for Other UNDP Support Roles
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Health Product Management
- Overview - Health Product Management
- UNDP Quality Assurance Policy
- Product Selection
- Quantification and Forecasting
- Supply Planning of Health Products
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Sourcing and regulatory aspects
- Global Health Procurement Center (GHPC)
- Development of List of Health Products
- Development of the Health Procurement Action Plan (HPAP)
- Health Procurement Architecture
- Local Procurement of health products
- Procurement of Pharmaceutical Products
- Procurement of non-pharmaceutical Health Products
- Other Elements of the UNDP Procurement Architecture
- Submission of GHPC CO Procurement Request Form
- Guidance on donations of health products
- International freight, transit requirements and use of INCOTERMS
- Inspection and Receipt
- Storage
- Inventory Management
- Distribution
- Quality monitoring of health products
- Waste management
- Rational use
- Pharmacovigilance
- Risk Management for PSM of health products
- Compliance with the Global Fund requirements
- UNDP Health PSM Roster
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Financial Management
- Overview
- Grant-Making and Signing
- Grant Implementation
- Sub-recipient Management
- Grant Reporting
- Grant Closure
- CCM Funding
- Import duties and VAT / sales tax
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Monitoring and Evaluation
- Overview
- Differentiation Approach
- Monitoring and Evaluation Components of Funding Request
- Monitoring and Evaluation Components of Grant Making
- M&E Components of Grant Implementation
- Sub-Recipient Management
- Grant Reporting
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Capacity development and transition, strengthening systems for health
- Overview
- Interim Principal Recipient of Global Fund Grants
- A Strategic Approach to Capacity Development
- Resilience and Sustainability
- Legal and Policy Enabling Environment
- Functional Capacities
- Capacity Development and Transition
- Transition
- Capacity Development Objectives and Transition Milestones
- Capacity Development Results - Evidence From Country Experiences
- Capacity development and Transition Planning Process
- Capacity Development and Transition - Lessons Learned
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Risk Management
- Overview
- Introduction to Risk Management
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Risk Management in the Global Fund
- Global Fund Risk Management Framework
- Local Fund Agent
- Challenging Operating Environment (COE) Policy
- Additional Safeguard Policy
- Global Fund Risk Management Requirements for PRs
- Global Fund Risk Management Requirements During Funding Request
- Global Fund Review of Risk Management During Grant Implementation
- Risk management in UNDP
- Risk Management in UNDP-managed Global Fund projects
- UNDP Risk Management Process
- Risk management in crisis settings
- Audit and Investigations
- Human rights, key populations and gender
- Human resources
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Grant closure
- Overview
- Terminology and Scenarios for Grant Closure Process
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Steps of Grant Closure Process
- 1. Global Fund Notification Letter 'Guidance on Grant Closure'
- 2. Preparation and Submission of Grant Close-Out Plan and Budget
- 3. Global Fund Approval of Grant Close-Out Plan
- 4. Implementation of Close-Out Plan and Completion of Final Global Fund Requirements (Grant Closure Period)
- 5. Operational Closure of Project
- 6. Financial Closure of Project
- 7. Documentation of Grant Closure with Global Fund Grant Closure Letter
Global Fund inventory
For the purpose of the Global Fund grants, examples of inventory are health products such as pharmaceuticals, medical consumables, and medical equipment. UNDP Country Offices (COs) are required to count and report Global Fund inventory items only in cases where complete control over the Global Fund inventory is exercised until final distribution to the beneficiaries. In these cases, UNDP manages the complete logistics of inventory management either directly or through contracted third parties. The UNDP Global Fund Partnership and Health Systems Team (GFPHST) reviews country arrangements and will confirm where inventory recognition is required.
There are different practices in exercising control over Global Fund inventories until they are finally distributed to the beneficiaries. The Country Offices might be required to count and report Global Fund inventory items, i.e., where UNDP is deemed to have full control over inventory in accordance with UNDP’s inventory policy and year end guidelines on financial year closure.
Important: if arrangements have changed in other countries (resulting in UNDP’s control over inventory), it will be the responsibility of the CO to inform the GFPHST, count the inventory and submit the required reports. If there are any questions, COs should contact their respective OFM/Finance Business Advisor (FBA) Manager with the GFPHST in copy.
It is expected that all undistributed health products in the following scenarios should be reported as inventory at the end of a quarter if one or more of the control criteria are met:
- Inventory items held at UNDP Central or Regional Warehouses/ storage locations.
- Inventory items are held at Government Central or Regional warehouses/ storage locations.
- Inventory items are held at an SR’s warehouses who are contracted by UNDP for providing logistics.
- UNDP can control or dictate further distribution of the items held at the above locations.
- Items in stock are insured by either UNDP or Global Fund project funds.
- UNDP bears the risks of loss, theft, damage, spoilage, etc.
The relationships UNDP has with Sub-recipients (SRs) and Agents vary but the following underlying concepts should be used as a guide:
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Sub-recipients: According to standardized SR Agreements, the SR is in charge of the distribution and safeguarding of the inventory (inventory in SR/government warehouses and under their control) whilst UNDP acts in a monitoring and evaluation role. In these instances, the inventories will be expensed when procured and not treated as a current asset at the end of a quarter if not distributed. However, there are instances where according to the nonstandard agreements, UNDP is always in control of Inventories until it reaches the end users where control is transferred. Consequently, these will be regarded as UNDP inventory at a period end and recorded and reported as inventories under generic project 00039902.
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Agents: Where UNDP employs a third party to act on its behalf as an Agent to store and distribute health products to the end users, if UNDP still controls and administers the distribution i.e. decides who, where and when; and is responsible for any loss, damage or spoilage in transit before it reaches the final end users, then it should be regarded as UNDP inventory. At the point the inventory is officially handed over to the end users, it is no longer UNDP inventory. Again, this is dependent on the agreement UNDP has with the Agent. UNDP must examine the substance of the transaction, rather than the form of the agreement with other parties and ensure that control is demonstrated before recognizing and reporting inventories as assets.
Global Fund-specific count procedures:
The standard file-naming convention for the inventory count reports differentiates submission type between Global Fund and Non-Global Fund projects.
For Global Fund projects, medical items are bought centrally by the Copenhagen office. As such, column 22 (Valuation) should be the same as column 18 (cost). If the medical items are not bought centrally, then valuation must be estimated and documented.