Delegation of Authority - Summary of Delegation of Authority to WHO Representatives in the SEA Region by the Regional Director (as on 1 August 2008)

Delegation of authority

Summary of Delegation of Authority to WHO Representatives in the SEA Region by the Regional Director effective 1 August 2008 (Cumulative revision of 1 May 2006 version)

This Delegation of Authority cancels and supersedes all previous delegations of authority. Additional delegations are also stated in the WHO Manual. In case of conflict, the provisions in this Delegation of Authority shall prevail over Manual provisions. There is a separate set of provisions on delegation of authority in case of emergencies as elaborated in Standard Operating Procedures for Emergencies (http://intranet.who.int/homes/hac/sop/ )

I. PROGRAMME

i. The framework for WR's delegated authority is provided through the Organization's result-based management concepts and the biennial Workplan. Once the Workplan has been approved by the Regional Director, the Products and Activities under the Workplan provide the WR with the authority to implement WHO's collaborative programme with the country.

II. PROGRAMME CHANGES

i. WRs are authorized to create new activities in the country workplans as long as these are related to achieving the Products and OSERs (Office Specific Expected Results) within the same workplan.

ii. WRs are authorized to move allotted funds between products within the same OWER (Organization-wide Expected Results) in a Strategic Objective.

iii. However, following programme changes will require approval from the Regional Office (DRD, DPM or DAF, as appropriate):

Creating new products in an OSER

Moving funds from one OWER to another in the same Strategic Objective

Shifting funds from one Strategic Objectives to another or increasing the budgeted amount in a Strategic Objective

No funds can be shifted from staffing provisions (LTS) or general operating expenses (GOE) without DAF’s prior approval.

Any additions/deletions to HR Plan or change in planned costs need approval of Regional Office (DRD, DPM, DAF, as appropriate).

iv. All Programme changes requiring approvals in the Regional Office are to be forwarded to PPC Unit in SEARO for further processing.

v. DRD, DPM and DAF would exercise judgment in deciding on what needs to be brought to RD's attention in this regard.

III. DUTY TRAVEL

i. WRs are authorized to approve travel within the country of assignment as well as international travel within the South-East Asia Region for all staff under their direct supervision, on the understanding that such travel is only undertaken when agreement has been obtained from the WR in the country of destination and if necessary, the national authorities concerned. In order to ensure inter-regional coordination, any duty travel outside SEAR needs approval of DRD/DPM/DAF as the case may be.

ii. Travel by WR outside the country of their assignment will need to be referred to DRD/DPM/DAF for clearance as the case may be according to the purpose of travel and RD for prior approval. Travels within the country of assignment can be managed through blanket approvals by RD at the beginning of the year, instead of requesting approval for each case.

iii. WRs are also authorized to approve travel of nationals in relation to WHO activities within and outside the Region.

iv. Within the prescribed guidelines in WHO Manual , WRs are authorized to approve excess baggage up to 10 Kgs for travels of WHO staff under WR’s authority for approval. Beyond 10 Kgs it should be referred to DAF for approval.

IV. MONETARY LIMITS

Notwithstanding the basic delegation outlined above, the following monetary limits will apply to WRs' delegated authority:

a. Agreement for Performance of Work (APW)

(WHO Manual Provision VI. 7.190-245) US$50,000

i. Country-based Contract Review Committee (CRC) should review the proposal for APW, if deemed necessary by the WR.

ii. A justification for any advance payment is always required. The amount of initial payment on signature should normally not exceed 25% of the total contract amount. If an initial payment of more than 25% is required, full justification must be sent to DAF/SEARO for decision.

b. Direct Financial Cooperation (DFC)

[formerly Local Cost Subsidies]

(WHO Manual IV. 1. 170•240) US$50,000

i. As with LCS, Direct Financial Cooperation (DFC) is used to cover the costs of items that would otherwise be borne by governments, in order to strengthen their health development capacity and ability to participate in WHO technical cooperation at country level. Government requests for DFC must be part of an approved workplan.

ii. WRs’ authority in this regard does not apply to Government requests for salary subsidies, which is not delegated.

iii. WRs should also ensure that the total DFC requests under Assessed Contribution do not exceed 15% of the overall country planned budget.

iv. DRD or DPM will be the signatory on agreements beyond the WRs' delegated authority. Prior to signatures by DRD or DPM:

DFC over US$ 200,000 needs DAF’s review;

RD's approval is needed if the DFC is beyond US$ 500,000.

v. Full advances are allowed for one time activities of a short duration (3 months); otherwise payments are to be made in instalments as specified in the agreement with initial advance not exceeding 80%. Further advances/ instalments must be withheld from contractual partners when reports and Statements of Expenditures (SoE) are overdue.

vi. WCO should maintain and monitor status of DFC advances, outstanding Statement of Expenditure (SOEs) and overdue cases. Quarterly status of outstanding/overdue DFC advances should be sent to BFO in the standard format.

c. Technical Service Agreements (TSAs)

(WHO Manual XII.3) US$50,000

i. WRs are authorized to conclude TSAs up to the amount specified above in respect of provisions made in the approved country workplans.

ii. The amount of initial payment on signature should normally not exceed 25% of the total contract amount. If an initial payment of more than 25% is required, full justification must be sent to HSD/SEARO for decision.

d. Supplies & Equipment

(WHO Manual VI.9) US$50,000 (Tier 1)

US$25,000 (Tier 2)

Tier 1 Countries: BAN, DPRK, IND, INO, MMR

Tier 2 Countries: BHU, MAV, NEP, SRL, THA, TLS

i. WRs are authorized to incur expenditures for local procurement per individual Purchase Order up to the level indicated above, provided that quotations are invited from at least 3 suppliers, whenever the cost of a single purchase of goods and services exceeds US$ 1,000.

ii. If competitive bidding is not practical for various reasons, an Adjudication Report must be prepared in accordance with Manual provisions VI.1.320-330.

iii. With increase in monetary limits for procurement, it is essential to strengthen controls in this sensitive area. Therefore, all proposals above US$5,000 must be submitted to country-based CRC2.

V. HUMAN RESOURCES (Selection and Appointment)

The following delegation of authorities relate to selection and appointment of staff as per prevailing policy guidelines.

a. Fixed-term Professional Staff (P Staff)

i. Selection of ‘P’ staff will be retained at the Regional Office, but WR may participate as member of the Selection Panel for all such posts in his/her respective country.

b. Fixed-term National Professional Officers (NPOs)

i. WRs are authorized to recruit staff for fixed-term NPO posts; the final formal approval will be accorded by RD. Based on selection documents, PER/SEARO will issue the offer of appointment in all cases.

c. Fixed-term General Service Staff (GS staff)

i. WRs are authorized to recruit staff against vacancies for GS posts in the country office, irrespective of grade but subject to detailed guidelines from PER/SEARO. Final approving authority will, however, be DRD/DPM/DAF and RD as the case may be. (IC-2007-33 refers). Based on the selection documents, PER/SEARO will issue the offer of appointment in all cases.

d. Temporary International Professional (TIP)

i. WRs are authorized to recruit TIPs up to six months or less under Staff Rule 420.4 against a temporary function of the Country Office for activities included in the approved workplans/HR Plan (including activities where original plan did not envisage hiring TIP) or against any vacant post.

ii. Recruitment of TlPs under WRs' delegated authority should be undertaken in consultation with the concerned technical units and Directors in SEARO.

iii. Any TIP contract of more than six months or extension/renewal beyond the initial six months (with or without contract break) should be referred to PER/SEARO for review and further approval by RD through DRD/DPM or DAF as the case may be. Such appointments should be either advertised or selection made through a formal roster maintained by relevant technical department (IC-2007-37 and IC-2008-10 [Rev.1] refer).

iv. Personnel Payroll Information System (PPIS) should be used by all country offices in the processing of TIP recruitment until GSM goes live.

e. Consultants

[former Short Term Consultants (STC)]

i. WRs are authorized to recruit Consultants in place of TIPs up to six weeks in case of emergency need, epidemic control, disease outbreak, with justification for cost increase. Consultant should not be recruited against any existing vacant post.

ii. WRs are authorized to appoint consultants with remuneration as per band A&B only and at band C for only the minimum limit (US$ 450) as defined in IC-2008-25.

iii. Any recruitment beyond this delegated authority needs RD’s approval through DRD/DPM/DAF as the case may be.

f. Temporary National Professional Staff (TNP)/ Temporary GS Staff (TGS) under Staff Rule 420.4

i. WRs are authorized to select and recruit TNP/TGS up to 24 months under staff Rule 420.4 against a temporary function in the country offices for activities included in the approved workplans/HR Plan (including activities where original plan did not envisage hiring TNP/TGS) or against any vacant post.

ii. Temporary appointments of more than six months' duration should be made through advertisement or through a formal roster established by WHO Country Office for generic categories of job according to the guidelines to be provided by PER/SEARO.

iii. When recruitment takes place through advertisement or through established roster, subsequent temporary appointments may be offered without re-advertising, provided all the following conditions are met:

terms of reference remain substantially the same

the grade level is unchanged,

subject to satisfactory performance

up to maximum duration of temporary appointments and temporary function and bearing in mind that the total duration of uninterrupted services under consecutive temporary appointments does not exceed two years.

Any requests for deviations should be submitted through DRD/DPM/DAF (as the case may be) for clearance and to the Regional Director for a decision.

g. Temporary Appointments of 60 days or less (Staff Rule 030 and 1320)

i. This new type of appointment introduced under contract reform is different from the temporary appointments of less than six months under Staff Rule 420.4.

ii. This generally applies to GS categories, to meet conference and short-term service e.g. ushers, messengers, guards, audio technicians, typists etc. However, in certain cases for specific professional skills, staff under professional categories (both International and National) can also be appointed, such as event organizers, journalists etc.

iii. Exceptionally, in the event of a natural disaster or similar emergency situations, a temporary appointment of 60 days or less may be issued pending full assessment of emergency needs in the longer term.

iv. WRs are authorized to approve temporary appointment of 60 days or less.

h. Special Services Agreements (SSAs)

i. WRs are authorized to conclude SSA agreements locally as per the new policy guidelines (IC-2008-28 refers). For purposes of reporting to HQ on Malicious Act Insurance Policy (MAIP) coverage, monthly status reports of serving SSAs will however need to be sent electronically to PER/FSO/BFO for information and follow-up.

i. Temporary Advisers

i. The term "temporary adviser" applies to persons invited for short periods to provide advice to the Regional Director. Temporary advisers are not considered as staff members in any sense and receive neither appointment nor salary.

ii. For urgent assignments for a maximum of 3 weeks duration, WRs are authorized to recruit Temporary Advisers (keeping RD informed). This mechanism is to be used selectively for urgent assignments only.

iii. Temporary Advisers could be brought in for such short-term assignments on the basis of a Travel Authorization. In addition to the per diem, Temporary Advisers could also be paid supplementary daily allowance according to the approved ceiling (IC-2008-18 refers).

VI. HUMAN RESOURCES (Entitlements)

a. Medical Evacuation

i. RD's approval is necessary for evacuation of WHO Country staff. Only under very exceptional circumstances, where the medical status is imperative and serious (life threatening emergencies), WR is authorized to issue a Travel Authorization and medically evacuate the staff upon the recommendation of the UN examining Physician or UN Dispensary Physician at the duty station. WR should, however inform this action to RSP/SEARO by telephone/ Fax/ email.

b. Rest and Recuperation (R&R)

(Applies only to specific countries)

i. WRs are authorized to approve R&R travel for eligible staff under their supervision as per the R&R policy applicable from time to time, provided there is at least a one month gap between the return from R&R and the next.

ii. R&R travel can also be combined with duty travel and annual leave as per the WHO Manual, whenever this is convenient to the staff member concerned.

iii. Requests for R&R leave for WRs should be referred to RD for approval. The same conditions stated above will apply also to WRs.

VII. COORDINATION WITH UN AGENCIES

i. WRs are authorized to sign in-country agreements with UN agencies, using their discretion, subject to the following conditions being met:

If the agreement:

is not legally binding;

does not commit WHO financially;

is not contrary to the Organization's policy, strategy and direction, and

is just for the purpose of coordination and cooperation.

ii. In case of any concern on the issue of what is legally binding, WRs may raise these issues with DAF.

VIII. RESOURCE MOBILIZATION

i. WRs are authorized to accept voluntary contributions up to US$50,000 under a standard exchange of letters (letter of acceptance) with the donor agency. Beyond US$50,000, ERO/SEARO should be consulted

IX. PAYMENTS

a. APW/DFC/TSA

i. WRs are authorized to make relevant payments for APW/DFC/TSA signed under their delegated authority, including advances and installments (when satisfied that the services have been rendered to the technical and managerial satisfaction of the Organization, and the required reports submitted accordingly).

b. On-Entry Payments to TIPs

i. WRs are authorized to effect payments of initial per diem to TIPs (maximum of 30 days), if applicable, and advance salary payment up to one month after reporting at the duty station in order to help the person getting settled with housing and other initial expenses.

c. Payment of Per diem

i. WRs are authorized to pay full per diem as applicable to participants and Temporary Advisers attending WHO meetings, prior to their departure, with a copy to BFO/SEARO for information.

X. ACCOUNTABILITY

Accountability goes hand in hand with delegation of authority. Whenever staff are given responsibility for certain duties, they should also be held accountable at the end for whether or not the results were achieved as planned, and if not, why not.

Accordingly, in order to increase the degree of compliance as well as to document the accountability, it is recommended that the concerned technical staff completes certain checklists at the planning stage, prior to routing the file to the Administrative Officer for clearance and then for WR's approval. Similar checklists should be prepared at the completion stage also. The completed and signed checklists should stay with the files, so that accountability also can be correctly attributed later, in case of subsequent audit queries and review missions.

a. Planning stage checklists

i. DFC (Annex-I)

ii. APW and TSA contracts (Annex-II)

iii. TIP recruitment (Annex-III)

iv. Local Procurement (Annex-IV)

v. International Travel (Annex-V)

b. Completion stage checklist

i. Completion stage checklist is attached as Annex-VI. This is recommended for the completion stage of contracts, on which the Professional Staff/NPO concerned should briefly make their assessments.

1 August 2008 Samlee Plianbangchang, M.D., Dr.PH.