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Whereas common services provided under these guidelines may include the following services: 1) shared services, jointly financed and managed by a group of offices of United Nations (UN) Funds, Programmes or Agencies; 2) shared services, managed by one office of UN Fund, Programme or Agency and provided to other offices of UN Funds, Programmes or Agencies; 3) out-sourced services to the private sector on behalf of offices of UN Funds, Programmes or Agencies; and 4) pooled services, i.e. individual participating offices of UN Funds, Programmes or Agencies contribute towards the common service in kind rather than in cash. Whereas offices of UN Funds, Programmes and Agencies in or operating from Kenya* have assessed the need for common services. Whereas the provision of common services to offices of UN Funds, Programmes and Agencies in or operating from Kenya has led to the establishment of a constructive relationship between offices of UN Funds, Programmes and Agencies in or operating from Kenya. Whereas the offices of UN Funds, Programmes and Agencies in or operating from Kenya have jointly assessed the benefits and costs associated with the establishment and provision of common services. Whereas the United Nations General Assembly and Secretary-General have stressed the importance of common services as a way to achieve further administrative and technical uniformity, ensure the most efficient use of personnel and resources and avoid establishment and operation of competitive or overlapping facilities and services. NOW THEREFORE, offices of UN Funds, Programmes and Agencies in or operating from Kenya have approved "Guidelines on the Provision of Common Services to Offices of UN Funds, Programmes and Agencies in or Operating from Kenya" (Guidelines) as set out below. *) Includes, where applicable, offices of associated international organizations. 1. The objective of the Guidelines is to establish an overall framework for the establishment, management and operation of specific common services which shall be subject to separate Agreements between offices which would manage specific common services (service managers) and offices which agree to subscribe to those services (service users) and to determine the terms and conditions of the UN Common Services in Kenya (Common Services) relating to management, oversight, budget, cost sharing mechanisms and mutual obligations. 2. Services shall be available to offices of UN Funds, Programmes and Agencies in or operating from Kenya that have approved the Guidelines and have signed relevant Agreements on specific services available under the Common Services between a service manager and service user. Terms and conditions apply as specifically outlined in the Guidelines and the relevant separate Agreements on specific services. Subsequent detailed procedures, arrangements and commitments will be set forth in an amendment or supplement and may be added to the Guidelines as a result of periodic review provided for in Section V below. Such additional arrangements will be documented, sequentially numbered and attached to the present Guidelines as an integral part thereof. III Nature and Scope of Services 3. Common Services are provided by or on behalf of offices designated as service managers to service users. Each separate Agreement on specific services will define Objective, Applicability, Nature and Scope of the Common Service, Management Structure and Oversight Mechanism, Periodic Review, Financial Matters, Obligations, Effective Date, Duration, Changes and Termination, Verification of Records and Disputes. 4.
For the purpose of organization of work on the Common Services project
in Kenya and following consultations with offices of UN Funds, Programmes
and Agencies in or operating from Kenya, the United Nations Office
at Nairobi (UNON) has established an Office of the Coordinator, UN
Common Services in Kenya. Initially, during the stage of launching
Common Services in Kenya, the Office of the Coordinator will administratively
form part of the Office of the Chief, Division of Administrative Services
(DAS) of UNON and the Coordinator will have functional accountability
to the Chief, DAS/UNON and the Resident Coordinator, Kenya. The Office of the Coordinator will be adequately
staffed as appropriate, incl. administrative and other support staff.
The Coordinator will maintain close liaison with counterparts at offices
of UN Funds, Programmes and Agencies in or operating from Kenya and
relevant Kenyan authorities. The Coordinator will work in close contact
with established inter-agency coordination mechanisms in Kenya (Kenya
UN Country Team, Common Services Board, Common Services Executive Committee, Common Services Management Team), etc.) and will seek regular guidance from the various bodies
established under separate Agreements on specific services. The Coordinator
will perform the following functions: ii. Identify areas that potentially lend themselves to be managed as Common Services. Initiate and facilitate negotiations between offices of UN Funds, Programmes and Agencies on Common Services. Formulate draft Agreements on Common Services. iii. Monitor Common Services. Review performance and performance standards to evaluate the quality and timeliness of the Common Services and to recommend improvements and changes in performance standards to Common Services Governance Framework (CSGF). Monitor performance of service managers of specific services for review by CSGF. Verify costs and ensure preparation of or prepare draft budgets of Common Services for review by CSGF. iv. Facilitate relevant inter-agency processes on Common Services. Act as Secretary of Common Services Executive Committee and the CS Management Team when the Committee considers Common Services-related matters. IV Management Structure and Oversight Mechanism 5. The principal governance functions with respect to Common Services will be performed by the CSGF being the only UN inter-agency body in Kenya that includes representatives of all offices of UN Funds, Programmes and Agencies in or operating from Kenya. For this purpose, meetings of CS Board will be conducted periodically, at least twice a year, at the level of Heads of offices of UN Funds, Programmes and Agencies in or operating from Kenya. CS Executive Committee 4 times a year and the CSMT at operational level monthly. CSGF may establish subcommittees, task forces and working groups as appropriate for the purpose of oversight of Common Services. For matters requiring CSGF decision or approval relating to a specific service, a group of services or common services in general, only service-users will be eligible to be involved in the decision or approval process. 6. Separate Agreements on specific services as well as the annual work plan and budget for the Common Services will be submitted to CSGF for review and approval. The work plan and budget will include both operating expenses and capital improvements. CSGF will review on a periodic basis, as determined by CSGF, progress made in implementing annual work plans and expenditures as shown in financial statements. CSGF will periodically, at least once a year, review the Common Services, relevant annual activity reports and user satisfaction with the services. Initially, during the stage of launching Common Services in Kenya, the Chief DAS/UNON and the Resident Coordinator, in close cooperation with CSGF will be responsible for the performance appraisal of the Coordinator, UN Common Services in Kenya, using the regular UN Performance Appraisal System. 7. The Guidelines are subject to review at any time upon written request of offices of UN Funds, Programmes or Agencies in or operating from Kenya, but will be reviewed on an annual basis in order to: i. Determine the need for its continuation, modification or termination; ii. Review performance and performance standards to evaluate the quality and timeliness of the Common Services, monitor user satisfaction, and to make any needed changes in performance standards; iii. Make adjustments in any of the areas covered in the Guidelines. iv. Review present and projected costs, including the cost sharing mechanism. 8. The budget proposals for specific services under Common Services shall be prepared on an annual basis in line with established UN regulations, rules and procedures by the service manager in close consultation with and under the guidance of the Coordinator, UN Common Services in Kenya. The proposed budget for a calendar year together with a cost-sharing proposal will be submitted to CSGF for approval in the third/fourth quarter of the preceding calendar year. Based on the approved budget and cost sharing mechanism, invoices will be sent to all service users. 9. On a yearly basis, financial statements relating to the operation of Common Services will be provided to all offices of UN Funds, Programmes and Agencies in or operating from Kenya. 10. General terms and conditions as outlined in the Guidelines and separate Agreements on specific services will apply. i. Service managers, subject to timely payment in full by service users will ensure that the approved staffing, property, equipment and logistical resources are available to provide the service users with the Common Services; ii. Service users will pay their share of the costs of the Common Services in accordance with Section VI above. iii. Service users may be required to contribute to the procurement of capital assets required to establish Common Services. Such contributions will be apportioned to each service user as mutually agreed. Offices of UN Funds, Programmes or Agencies in or operating from Kenya that decide subsequently to participate may be requested to make a capital contribution as mutually agreed by service users. Such contributions may be distributed as credits to service users in proportion to their original contribution. iv. Service users will settle invoices not later than 30 working days following receipt thereof. VIII Effective Date, Duration, Amendments and Cancellation 11. The Guidelines will be effective as of the date of their approval by CSGF and will remain in effect until cancelled. Amendments to the Guidelines resulting from reviews called by either service managers, service users or at scheduled intervals will be documented as described in Section II and V above. 12. The Guidelines may be cancelled, in whole or in part, at the initiative of participating offices of UN Funds, Programmes or Agencies in or operating from Kenya with six months advance notification to the Coordinator, UN Common Services in Kenya who will inform all other participating offices of UN Funds, Programmes and Agencies in or operating from Kenya. Such cancellation will not, however, affect what has previously been done, or affect the orderly conclusion of any on-going specific commitments. IX
Accountability 14. The individuals responsible for the administration and coordination of the terms of separate Agreements within and for their respective service manager or service user will be identified in those Agreements. X Disposition of Assets 15. Specific terms and conditions regarding disposition of assets generated under specific Common Services will be indicated in separate Agreements on specific services. In principle, proceeds from the sale of equipment will be apportioned to service users in proportion to their contribution for the procurement of the same equipment. Service users that withdraw from Common Services, even with appropriate notice, will not be reimbursed for their contribution to the purchase of equipment until that the service manager disposes of equipment. XI Verification of Records 16. The Coordinator, UN Common Services in Kenya will provide relevant information and documentation related to Common Services as requested by offices of UN Funds, Programmes and Agencies in or operating from Kenya. Service managers will also make available accounts records as well as financial statements, which will be audited in accordance with the standards and the frequency of the service manager, as indicated in Section VI above. XII Disputes 17. Disputes that cannot be resolved between offices of UN Funds, Programmes and Agencies in or operating from Kenya will be referred to CSGF. If CSGF is not able to resolve such disputes, CSGF will appoint three arbitrators. The offices of UN Funds, Programmes and Agencies in or operating from Kenya shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any dispute. |
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