Managing exceptions THROUGH ALTERNATIVE Procedures

8.0 Managing exceptions THROUGH ALTERNATIVE Procedures

As mentioned above, closing a project may be delayed by the fact that the criteria called for in the checklist cannot be met. For example, an outstanding NEX advance cannot be reconciled or remains un-cleared by the Government counterpart. The reasons why may vary, but often this is due to turnover or a departure of key project personnel in either the government/IP and UNDP or both. The turnover of personnel can be further aggravated by changes in Government structures such as merging or the split of Institutions and in those cases the Government authorities might not be able to agree on closure. The result being that no one is willing to sign off on the checklist. To address this difficulty, alternative procedures have been developed to move past these obstacles

1. 
   Where such exceptions apply, the business unit should exercise due diligence by exploring alternative solutions in consultation with the CO Programme/Project Manager, DRR, IP, Regional Bureau/HQ or OFM. Exceptions and issues are handled on case-by-case basis with approval and guidance of HQ, and any issues outside of POPP should be documented and explicitly approved by OFM through the bureau. Offices should not move the unspent balances to account 21030 (pending refunds to donors) before the appropriate steps and due diligence are carried out while adopting the alternative procedures and before confirming refund balances and bank accounts details with the donor.
   

Below are some potential issues and exceptions faced in the past and the respective alternative measures performed. Please note that this list is not exhaustive and additional guidance should be requested from HQ if/as needed. Please note also that all other procedures should follow the requirement of POPP Project Completion checklist