Annex B

Call For Proposals (CFP) Template for Responsible Parties

(For Civil Society Organizations)

Section 1

CFP No. UNW-HQ-WPP-CFP-2025-001

a. CFP Letter for Responsible Parties

UN Women plans to provide funding to civil society and women’s rights organizations working towards achieving the goals of
the Generation Equality Action Coalition on Feminist Movements and Leadership as defined in accordance with these
documents. UN Women now invites proposals from qualified proponents to provide the requirements for the submission as
defined in the UN Women Terms of Reference.

Proposals must be received by UN Women at the address specified not later than 23:59 EDT (NY Time) on 10 November 2025.

The budget range for this proposal should be min. $45,000 - Max. 1 $150,000 USD.

This UN Women Call For Proposals consists of two sections: Documents to be completed by proponents and
returned as part of their proposal (mandatory)
Section 1
a. CFP Letter for Responsible Parties Annex B-1 Mandatory Requirements/Pre-Qualification
b. Proposal Data Sheet for Responsible Parties Criteria and Contractual Aspects
c. UN Women Terms of Reference
d. Acceptance of the terms and conditions outlined in the template
Partner Agreement
e. Annex B-1 Mandatory Requirements/Pre-Qualification
Criteria and Contractual Aspects
Section 2
a. Instructions to Proponents, which includes the following: Annex B-2 Template for Proposal Submission
Annex B-2 Template for Proposal Submission Annex B-3 Format of Resume for Proposed Personnel
Annex B-3 Format of Resume for Proposed Personnel Annex B-4 Capacity Assessment Minimum Documents
Annex B-4 Capacity Assessment Minimum Documents
Annex B-5 UN Women template Partner Agreement
Annex B-6 UN Women Anti-Fraud Policy

Interested proponents may obtain further information by contacting this email address: WYDE@unwomen.org
________________

b. Proposal Data Sheet for Responsible Parties

Program/Project: Requests for clarifications due:

Women and Youth Democratic Engagement (WYDE) | Date: 20 October 2025 and 27 Time: 23:59
Women’s Leadership October EDT

Programme Officer’s name: Via e-mail: wyde@unwomen.org

Email: wyde@unwomen.org UN Women clarifications to proponents due:
Date: 27 October 2025 and 5 Time: 23:59
November 2025 EDT
Proposal due:
Date: 10 November 2025 Time: 23:59
EDT

Planned award date:

Planned contract start- 28 February
date/delivery date (on or before): 2026
Contact:

1 If the proposed budget is beyond the maximum range, the proposal will be rejected.
c. UN Women Terms of Reference

1. Introduction

a. Background and Context

The WYDE | Women’s Leadership Initiative is a collaborative global effort aimed at advancing
women’s full and effective political participation and decision-making at all levels, especially those
most often left furthest behind. Women and young women leaders remain unequally represented
in decision making globally due to entrenched barriers to the full and effective participation of
women in public life. Although women’s political participation has increased over the past 30
years, power imbalances remain, and progress is unequal between countries. As of 1 January
2025, the proportion of women heading ministries decreased to 22.9 per cent, down from 23.3
per cent one year before, and women led just 25 countries. Women remain significantly
underrepresented in most regions as regards cabinet ministers, with nine cabinets having no
women members at all. 2 This sets the backdrop for the continued implementation of WYDE |
Women’s Leadership, showing the breadth of the work remaining to reach parity, as envisioned
under the newly adopted CEDAW Committee General Recommendation 40 “On the equal and
inclusive representation of women in decision-making systems”. 3 Adopted in 2024 and developed
in partnership with UN Women and IPU, the recommendation represents a visionary roadmap of
legislative, policy and other measures which governments should take to achieve parity in
leadership including youth engagement, intersectional approaches and structural transformation.

As a multistakeholder initiative, funded by the European Union, UN Women together with the
International Institute for Democracy and Electoral Assistance (International IDEA), the Inter-
Parliamentary Union (IPU), and the United Cities and Local Governments (UCLG) are implementing
the Women and Youth Democratic Engagement (WYDE)| Women’s Leadership component
through the project titled “Advancing Women’s Political Participation and Decision-Making
through Social Norms Change, Networking and Global Advocacy”.

Over three years, this initiative seeks to address the multiple challenges to women’s participation
through advocacy, networking, and transformative social norms change. The programme leverages
collective action, partnerships, coordination, knowledge, and resources at global and regional
levels, and specifically through:
i. Advocacy & Networking: Support women’s leadership through coordinated
advocacy, intergenerational networking and access to knowledge and
resources.
ii. Global Knowledge Sharing: Increase and share global knowledge on women’s
political participation for use by policy makers and to inform capacity building
initiatives.
iii. Social Norms Change: Promote transformative social norms change on
women’s political participation through evidence-based advocacy and capacity
building.

Underpinning this work is the goal to ensure that women are perceived as equally legitimate
political actors as men in decision-making processes and institutions. To accomplish these goals

2
Inter-Parliamentary Unition and UN Women, 2025: https://www.unwomen.org/en/digital-
library/publications/2025/03/women-in-politics-map-2025
3
https://docs.un.org/CEDAW/C/GC/40

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requires countering entrenched social norms which limit women’s rights and participation, and
necessitates raising awareness and sensitizing community leaders, men and boys, as well as the
public at large through specific and deliberate actions. Civil society and women’s rights
organizations are fundamental in carrying out social norms change through demand driven
approaches.

Therefore, through WYDE | Women’s Leadership, UN Women and partners will contribute to
strengthening leadership and networking of women in public life including through existing
dialogue mechanisms, at global, regional, and local levels. One of the approaches used is to
strengthen partnerships with women’s organizations and networks to support the
implementation of commitments made by the Generation Equality Forum (GEF) Action Coalition
on Feminist Movements and Leadership (AC6) by directly funding civil society and women’s rights
organizations who are dedicated to advancing women’s political participation and with a specific
focus on young women. This funding, through this Call for Proposals of approximately USD
$1,000,000, will directly support women’s organizations and youth movements which are
advancing the AC6’s targets to support women and girls’ meaningful participation, leadership, and
decision-making power.

This Call for Proposals is the second round of funding under WYDE | Women’s Leadership for civil
society and women’s rights organizations. The first round of funding awarded approximately USD
$900,000 to eight civil society and women’s rights organizations in four regions.

To be able to fully meet their potential as leaders and commitment makers, women’s
organizations and youth leaders require long-term funding to strengthen and capacitate their
organizations, promote knowledge-sharing and cross-learning and common action to meet the
AC6 targets. During a time of increasingly shrinking space for women’s rights organizations around
the world and reduced funding for these organizations and the work of advancing women’s
leadership, this funding aims to mobilize feminist movements globally. The EU-UN shared
ambition to fast-track progress on achieving SDG 5 gender equality goals, and to support partners
to advance women’s participation in public life globally in line with CEDAW GR40 presents an
important opportunity to leverage collective action, partnerships, coordination, knowledge, and
resources at a global level to help address key obstacles to the full and effective participation and
decision-making of women and girls in all their diversity.
2. Description of expected results

This funding will enable UN Women to directly support civil society and women’s rights
organizations, including young women’s organizations, in the context of increasingly shrinking
spaces for women’s rights and civil society organizations. Civil society organizations and women’s
rights organizations are on the forefront of shifting and redefining social norms to promote gender
equality. Specifically, organizations funded through WYDE | Women’s Leadership focus on creating
space and consultations to empower feminist networks, build capacity, provide networking spaces
towards creating lasting and transformative social norms change over the next two years. Further,
implementation of funded projects will directly work to strengthen the leadership of women in
public life through dialogue mechanisms at global, regional and local levels.

Applicant’s work should focus on actions to accelerate change to social norms and shift cultural
attitudes which negatively portray women’s roles in communities and society while aligning with
the goals and commitments of the Generation Equality Action Coalition on Feminist Movements
and Leadership. Through coalition-building, organizations will work to transform social norms which
often prevent women leaders from gaining traction and creating long-term change. It is envisioned

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 that results from the funded organizations will enable these shifts in societal attitudes through
implementing new or existing evidence-based methodologies.

A strong and sustained women’s movement is the basis for achieving the intended results of the
WYDE | Women’s Leadership programme. To advance the women’s movement, organizations
should seek to promote and expand a transformative and intersectional approach to decision-
making and leadership which could include intergenerational exchanges between seasoned
women’s advocates and youth leaders. This may include mentoring young leaders to build the next
generation of strong feminist leaders, as an example.

Therefore, seeking to expand women’s leadership and political participation, WYDE welcomes
applicants from civil society and women’s rights organizations, and encourages those who are
commitment makers of the Generation Equality Action Coalition on Feminist Movement’s and
Leadership (AC6), to respond to this Call for Proposals. Based on expertise in their specific context,
applications may focus on strategies including the following:

• Building women’s political leadership capacity: CSOs/WROs may choose to build women’s
leadership skills through enhancing their capacity such as through the delivery of training
materials or methodologies. 4 In addition, organizations focusing on building the leadership
capacities of underserved women and girls including women living with disabilities,
Indigenous and representing the LGBTQI+ community, as non exhaustive examples, should
be prioritized to meet the goals of advancing inclusive feminist movements.

• Mentorship for emerging leaders: CSOs/WROs may connect existing networks or feminist
movements with youth-led or other emerging leaders with experienced activists to build
their ability to make collective change. For instance, women’s and especially young
women’s organizations may benefit from networking with organizations who have long
histories of advocacy and impact in feminist movements. Activities can include funding
programmes which equip feminist leaders with skills to mobilize communities towards
shifting social norms through advocacy and coalition building. This may also include the use
of new or innovative technologies to engage with young activists and encourage young
women’s political engagement and participation. Youth-led organizations are highly
encouraged to apply as the lead organization and/or be included as a sub-partner or as a
member of a consortium involved in implementation.

• Leverage convening powers for social norms change: CSOs/WROs partners will engage
men and boys and key stakeholders, like the media, as agents of change, and as strategic
partners in eliminating all forms of discrimination against women and girls, by
understanding and addressing unequal power relations, gender stereotypes and practices
that perpetuate discrimination, combating gendered disinformation and supporting the
design and implementation of policies and programmes that address the roles and
responsibilities of men and boys in transforming negative social norms and attitudes.
Further, as an illustrative example, organizations may work to prevent and address violence
against women in public life through transforming social norms at all levels of society. In
addition, supporting narratives shifts is a key strategy in transforming social norms.
Therefore, organizations may work through the media, media training, or other campaign
related initiatives to change social norms surrounding women’s political participation
through supporting local narrative shifts.

4
Note that some tools and materials may be available for use by organizations from WYDE | Women’s
Leadership including women’s leadership academy modules.

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 • Bolster feminist movement building: Through building the capacity of the women’s
movement through supporting women’s rights and civil society organizations as a
consortium, lead organizations should ensure they are engaging in direct sub-partnering
with additional civil society partners to best deliver the intended results. Further, lead and
sub-partner organizations from constituency-led organizations are encouraged to apply to
ensure representative perspectives in project implementation. Therefore, organizations
submitting applications with partners will be prioritized.

• Increasing women’s political leadership: Organizations should consider implementation

strategies which aim to increase the opportunities for women leaders to engage in
consultations around new policies and legislations. Activities may therefore include
advocacy to include women in decision making bodies through taking a structural change
approach. This can also include creating knowledge and evidence around women’s political
leadership. As an example, activities may include undertaking a perception survey or
conducting baseline reviews to change social norms towards increasing women’s political
leadership.

Organizations’ work should encourage inclusive feminist movements through taking an

intersectional approach in programmatic activities. For example, organizations should ensure the
active participation of women facing multiple threats of discrimination and disadvantages such as
women with disabilities, Indigenous women, LGBTQ+ women and other underserved women to
encourage inclusive leadership. In addition, organizations may take a specific approach to lead
social norms changes focused on the intersectional discrimination experienced by women who are
most underserved.

Finally, all proposals should include strategies and approaches that will contribute to achieving
Outcome 1 under the results framework of WYDE | Women’s Leadership.

WYDE | Women’s Leadership Outcome 1: “Leadership and networking of women in public life are
strengthened, including through existing dialogue mechanisms, at global, regional, and local
levels.”

Applicants are encouraged to craft proposals which directly link to the above Outcome statement,
and include this statement when creating their monitoring and reporting plans.

3. Application modalities:
Successful applications from CSOs will include in their proposals to what extent they will use sub-
partners, and include the names of all proposed sub-partners. The lead organization may aim to
engage sub-partners to build the capacity of, and support, a consortium of organizations. This
strategy of engaging sub-partners in a consortium should be clearly described in the proposal
documents as an outcome of the proposed funding describing which organizations will be sub-
partners, the methods of engagements and expected outcomes in terms of transforming social
norms and building feminist movements and women leaders. Further, in addition to being lead
organization applicants, applicants should prioritize engaging young women-led organizations as
sub-partners should be considered as well as engaging constituent-led organizations where possible
including organizations led by women living with disabilities and Indigenous-led/women-led
organizations, among other women-led organizations.

4. Timeframe: Start date and end date for completion of required services/results

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 • Funding is available for a period of 12 - 22 month projects for a budget between
minimum $45,000 - $150,000. Partner agreements are expected to be signed by 28
February 2026 at the latest.
• Project implementation will take place after partner agreements are signed and will
conclude by 31 December 2027.

Competencies:
Mandatory criteria
• The lead organization must by a legally registered non-governmental organization with a
proven track record in promoting women’s political participation, transforming social
norms and leadership, enhancing in advocacy and movement building, or similar criteria.
• The lead organization must have certified annual financial statements for the previous
three years.
• The lead organization must have at least 3 years of experience in work related to women’s
political participation, leadership, human rights and/or movement building or related
themes.
• The proposal must be for an initiative in one country (applications must be single country
proposals only).
• The country of implementation must be located in a country eligible to receive Official
Development Assistance. 5
• Applicants must answer the mandatory questions on (a) fraud and wrong-doing and (b)
sexual exploitation and abuse and (c) sanctions. (I.e. not be under any sanctions or
investigations or been the subject of a finding of wrongdoing following an
investigation). These would need to be agreed to in order to sign the Partner Agreement.
• The lead organization must accept the terms and conditions of the Partner Agreement.
• The lead organization must ensure that the sub-partners adhere to the terms and
conditions of the Partner Agreement.

Priority criteria:
Thematic expertise
• Expertise in implementing projects to promote women’s political participation.
• Track record and proven experience in transforming social norms to advance women’s
participation; including results achieved in transforming social norms through work with
men, boys, the media and community members.
• Experience in implementing projects working with women’s networks or women’s and
feminist movements and, ideally, as networks together with other CSO members.
Applications will be prioritized for work to build and support feminist and women’s
movements, and especially those promoting young women. Interventions could promote,
create or expand networks and movements.
• Proven organizational experience in coalition-building of relevant civil society
organizations, including key local stakeholders such as local and national government
agencies.
• Champion diverse leaders including women leaders living with disabilities, Indigenous
women leaders, LGBTQI+ women leaders, women leaders from the lowest income groups,
among others.
• Proven experience of operating in shrinking spaces and contexts for women’s rights and
civil society operations.

5
https://www.oecd.org/en/topics/sub-issues/oda-eligibility-and-conditions/dac-list-of-oda-
recipients.html#oda-recipients-list

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 • Experience in building the leadership and political capital of women leaders and/or
training and capacitating young women on political leadership.

Organizations
The Call for Proposals will prioritize the following:
• Prioritize women’s rights organizations: An organization must demonstrate its core work
is dedicated to women’s rights and the leadership and promotion of gender equality. This
can be evidenced through the organization’s mission statement or vision statement.
• Prioritize Commitment makers to the Generation Equality Action Coalition on Feminist
Movements and Leadership: Organizations who are a commitment maker of UN
Women’s Generation Equality Action Coalition on Feminist Movements and Leadership
will be prioritized, globally.
• Prioritize organizations operating in Africa: In recognition of constrained resources for
women’s rights and civil society organization in Africa, country-level projects from the
African continent will be prioritized for funding.
• Prioritize organizations led by young women and/or dedicated to the advancement of
young women’s leadership: A young women’s led organization would be defined as at
least 51 per cent of leadership positions being held by young women, including directors
and board members (young women to be defined between the age of 18-35). 6 Proposals
should indicate clearly in the application if they are a youth-led organization and/or
dedicated to the advancement of young women’s leadership.
• Prioritize applications led by or for marginalized/underserved populations, specifically
organizations led by women living with disabilities: An organization for instance led by
and for the advancement of LGBTQI+ women leaders, organizations led by and for
persons living with disabilities and Indigenous led organizations are examples.
• The lead organization should sub-partner with implementing partner organizations
towards capacity building: To encourage building women’s movements, lead
organizations should work to build the capacity of organizations through partnership on
delivery of the programme.

Exclusionary criteria (specific to funding under the European Union)10:

Specific to whether the partner or a person having powers of representation, decision-making or
control over the organization, or a member of the organization’s administrative, management or
supervisory body has been the subject of a final judgment or of a final administrative decision for
one of the following reasons:
• bankruptcy insolvency or winding-up procedures;
• breach of obligations relating to the payment of taxes or social security contributions;
• grave professional misconduct, including misrepresentation;
• fraud;
• corruption;
• conduct related to a criminal organization;
• money laundering or terrorist financing;
• terrorist offences or offences linked to terrorist activities;
• child labour and other trafficking in human beings;
• creating a shell company;
• being part of a shell company; or
• any other irregularities that may be a cause for concern.

6
Established by the General Assembly resolution 76/306 on the Establishment of the United Nations Youth
Office

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d. Acceptance of the terms and conditions outlined in the template Partner Agreement

• Proponents must include an acceptance of the terms and conditions outlined in the template Partner Agreement or
their reservation or objections thereto.
• Submission of any such reservations or objections does not mean that UN Women will automatically accept them should
the proponent be selected as a Responsible Party.
• UN Women will evaluate any reservation or objection during its evaluation of the proposal and may accept or reject
any such reservation or objection.

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 Annex B-1
Mandatory Requirements/Pre-Qualification Criteria and Contractual Aspects
[To be completed by proponents and returned with their proposal]

Call For Proposals

Description of Services
CFP No. UNW-HQ-WPP-CFP-2025-001

Proponents are requested to complete this form and return it as part of their submission. Proponents will receive a pass/fail
rating on this section. To be considered, proponents must meet all the mandatory criteria described below. All questions
should be answered on this form or an exact duplicate thereof. UN Women reserves the right to verify any information
contained in a proponent’s response or to request additional information after the proposal is received. Incomplete or
inadequate responses, lack of response or misrepresentation in responding to any questions will result in disqualification.

Mandatory requirements/pre-qualification criteria Proponent’s response

1. Are the services being requested part of the key services that the proponent Reference #1:
has been performing as an organization? This must be supported by a list of at Reference #2:
least two customer references for which similar service has currently or has
been provided by the proponent. [Please attach reference letters if available]
2. Is the proponent duly registered or does it have the legal basis/mandate as an Yes/No
organization? [Please attach a copy of the official registration here].
3. Has the proponent as an organization been in operation for at least five (5) Yes/No
years 7?
4. Does the proponent have a permanent office within the location area? Yes/No
5. Can UN Women conduct a site visit at a customer location in the location or Yes/No
area with a similar scope of work as the one described in this CFP?
6. Fraud or other wrongdoing: Yes/No
i. Has the proponent, its employees, personnel, sub-contractor or sub-
contractor’s sub-contractor or sub-partner or sub-partner’s
partner been the subject of a finding of fraud or any other
wrongdoing following an investigation conducted by UN Women,
another United Nations entity or otherwise?
OR

ii. Is the proponent, its employees, personnel, sub-contractor or sub-

contractor’s sub-contractor or sub-partner or sub-partner’s partner
currently under investigation for fraud or any other wrongdoing by UN
Women, another UN entity or otherwise?
7. Sexual exploitation and abuse: Yes/No
i. Has the proponent, its employees, personnel, sub-contractor or sub-
contractor’s sub-contractor or sub-partner or sub-partner’s partner
been the subject of any investigations and/or been charged for any
misconduct related to sexual exploitation and abuse (SEA) 8?
OR
ii. Is the proponent, its employees, personnel, sub-contractor or sub-
contractor’s sub-contractor or sub-partner or sub-partner’s partner
currently under investigation for SEA by UN Women, another UN entity or
otherwise?
8. Has the proponent or any of its employees or personnel been placed on any Yes/No
relevant sanctions list including as a minimum the Consolidated United Nations
Security Council Sanctions List(s), United Nations Global Market Place Vendor
ineligibility and any other donor sanction list that may be available for use, as
applicable?
9. Has the proponent read and accepted the standards set out in section 3 of Yes/No
ST/SGB/2003/13 “Special measures for protection from sexual exploitation
and sexual abuse”?

7
In exceptional circumstances, three (3) years of history registration may be accepted and it must be fully justified only for proposals up to
USD 75,000.
8 Secretary General’s Bulletin, 9 October 2003 on “Special measures for protection from sexual exploitation and sexual abuse”

(ST/SGB/2003/13), and United Nations Protocol on Allegations of Sexual Exploitation and Abuse involving Implementing Partners.

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10. Does the proponent acknowledge that SEA is strictly prohibited, and that UN Yes/No
Women will apply a policy of “zero tolerance” in respect to SEA of anyone
including the proponent’s employees, agents, sub-partners and sub-
contractors or any other persons engaged by the proponent to perform any
services?
11. Has the proponent reviewed and taken note of UN Women Anti-Fraud Policy Yes/No
(Annex B-6)?

Please provide the following information:

1 Is the highest executive (e.g., Director, CEO, etc.) in the proponent organization Yes/No
a female?
2 What is the female to male ratio in the proponent’s board?

Acceptance of the terms and conditions outlined in the template Partner Agreement.

• Proponents must include an acceptance of the terms and conditions outlined in the template Partner Agreement or
their reservations or objections thereto.
• Submission of any such reservations or objections does not mean that UN Women will automatically accept them
should the proponent be selected as a Responsible Party.
• UN Women will evaluate any reservation or objection during its evaluation of the proposal and may accept or reject
any such reservation or objection.

Requirements Proponent’s response

Acceptance of the terms and conditions outlined in the template Partner Agreement. Yes/No
Indicate any reservations or objections to the terms and conditions outlined in the
template Partner Agreement.

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 Section 2

CFP No. UNW-HQ-WPP-CFP-2025-001

a. Instructions to Proponents

1. Introduction
1.1 UN Women invite qualified parties to submit Technical and Financial Proposals to provide services associated with the UN
Women requirements for a Responsible Party.
1.2 UN Women is soliciting proposals from Civil Society Organizations (CSOs). Women’s organizations or entities are highly
encouraged to apply.
1.3 A description of the services required is described in CFP Section 1 – c) “UN Women Terms of Reference”.
1.4 UN Women may, at its discretion, cancel the services in part or in whole.
1.5 Proponents may withdraw the proposal after submission, provided that written notice of withdrawal is received by UN
Women prior to the deadline prescribed for the submission of proposals. No proposal may be modified subsequent to
the deadline for the submission of proposals. No proposal may be withdrawn in the interval between the deadline for
submission of proposals and the expiration of the period of proposal validity.
1.6 All proposals shall remain valid and open for acceptance for a period of 90 calendar days after the date specified for receipt
of proposals. A proposal valid for a shorter period may be rejected. In exceptional circumstances, UN Women may solicit
the proponent’s consent to an extension of the period of validity. The request and the responses thereto shall be made in
writing.
1.7 Effective with the release of this CFP, all communications must be directed only to UN Women, by email at
WYDE@unwomen.org. Proponents must not communicate with any other personnel of UN Women regarding this CFP.

2. Cost of Proposal
2.1 The cost of preparing a proposal, attendance at any pre-proposal conference, meetings or oral presentations shall be
borne by the proponent, regardless of the conduct or outcome of the CFP process. Proposals must offer the services for
the total requirement. Proposals offering only part of the services will be rejected.

3. Eligibility
3.1 Proponents must meet all mandatory requirements/pre-qualification criteria as set out in Annex B-1. See point 4
below for further explanation. Proponents will receive a pass/fail rating on this section. UN Women reserves the right
to verify any information contained in proponent’s response or to request additional information after the proposal
is received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any
questions will result in disqualification.

4. Mandatory/Pre-Qualification Criteria
4.1 The evaluation of technical and financial proposals by UN Women is conducted in two phases (see section 11 below) and
the mandatory requirements/pre-qualification criteria have been designed to ensure that, to the degree possible in the
initial stages of the CFP selection process, only those proponents with sufficient experience, financial strength and stability,
demonstrable technical knowledge, evident capacity to satisfy UN Women requirements and superior customer
references for supplying the services envisioned in this CFP will qualify for further consideration. UN Women reserves the
right to verify any information contained in proponent’s response or to request additional information after the proposal
is received. Incomplete or inadequate responses, lack of response or misrepresentation in responding to any questions
will result in disqualification.
4.2 Proponents will receive a pass/fail rating in the mandatory requirements/pre-qualification criteria section. In order to be
considered for Phase I, proponents must meet all the mandatory requirements/pre-qualification criteria described in this
CFP.

5. Clarification of CFP Documents

5.1 A prospective proponent requiring any clarification of the CFP documents may notify UN Women in writing at the UN
Women email address indicated in the CFP by the specified date and time. UN Women will respond in writing to any
request for clarification of the CFP documents that it receives by the due date for requests for clarification as outlined
in Section 1b of this annex (on page 1).
5.2 Written copies of UN Women’s responses to such inquiries (including an explanation of the query but without
identifying the source of inquiry) will be posted using the same method as the original posting of this (CFP) document.
5.3 If the CFP has been advertised publicly, the results of any clarification exercise (including an explanation of the query
but without identifying the source of inquiry) will be posted on the advertised source.

6. Amendments to CFP Documents

6.1 At any time prior to the deadline for submission of proposals, UN Women may, for any reason, whether at its own
initiative or in response to a clarification requested by a prospective proponent, modify the CFP documents by
amendment. All prospective proponents that have received the CFP documents will be notified in writing of all

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 amendments to the CFP documents. For open competitions, all amendments will also be posted on the advertised
source.
6.2 In order to afford prospective proponents reasonable time in which to take the amendment into account in preparing
their proposals, UN Women may, at its discretion, extend the deadline for the submission of proposal.

7. Language of Proposals
7.1 The proposal prepared by the proponent and all correspondence and documents relating to the proposal exchanged
between the proponent and UN Women, shall be written in English.
7.2 Supporting documents and printed literature furnished by the proponent may be in another language provided they
are accompanied by an appropriate translation of all relevant passages in English. In any such case, for interpretation
of the proposal, the English translation shall prevail. The sole responsibility for translation and the accuracy thereof
shall rest with the proponent.

8. Submission of Proposals
8.1 Technical and financial proposals should be submitted as part of the template for proposal submission (Annex B2) in one
email with the CFP reference and the clear description of the proposal by the date and time stipulated in this document.
If the emails and email attachments are not marked as instructed, UN Women will assume no responsibility for the
misplacement or premature opening of the proposals submitted. The email text body should indicate the name and
address of the proponent. All proposals should be sent by email to the following secure email address:
WYDE@unwomen.org .
8.2 Proposals should be received by the date, time and means of submission stipulated in this CFP. Proponents are responsible
for ensuring that UN Women receives their proposal by the due date and time. Proposals received by UN Women after
the due date and time will be rejected.
8.3 When receiving proposals by email (as is required for the CFP), the receipt time stamp shall be the date and time when
the submission has been received in the dedicated UN Women inbox. UN Women shall not be responsible for any delays
caused by network problems, etc. It is the sole responsibility of proponents to ensure that their proposal is received by
UN Women in the dedicated inbox on or before the prescribed CFP deadline.
8.4 Late proposals: Any proposals received by UN Women after the deadline for submission of proposals prescribed in this
document, will be rejected.

9. Clarification of Proposals
9.1 To assist in the examination, evaluation and comparison of proposals, UN Women may, at its discretion, ask the
proponent for a clarification of its proposal. The request for clarification and the response shall be in writing and no
change in the price or substance of the proposal shall be sought, offered or permitted. UN Women will review minor
informalities, errors, clerical mistakes, apparent errors in price and missing documents.

10. Proposal Currencies

10.1 All prices shall be quoted in USD.
10.2 UN Women reserves the right to reject any proposals submitted in a currency other than the mandatory currency for
the proposal stated above. UN Women may accept proposals submitted in another currency than stated above if the
proponent confirms during clarification of proposals, see item (9) above in writing, that it will accept a contract issued in
the mandatory proposal currency and that for the purposes of conversion, the official United Nations operational rate
of exchange of the day of CFP deadline (as stated in the CFP letter) shall apply.
10.3 Regardless of the currency stated in proposals received, the contract will always be issued and subsequent payments
will be made in the mandatory currency for the proposal (as stated above).

11. Evaluation of Technical and Financial Proposals

11.1 PHASE I – TECHNICAL PROPOSAL (70 points)
Only proponents meeting the mandatory criteria will advance to the technical evaluation in which a maximum possible 70
points may be determined. Technical evaluators who are members of an Evaluation Committee appointed by UN Women
will carry out the technical evaluation applying the evaluation criteria and point ratings as listed below. In order to advance
beyond Phase I of the detailed evaluation process to Phase II (financial evaluation) a proposal must have achieved a
minimum cumulative technical score of 50 points.

Suggested table for evaluating technical proposal

1 The proposal is compliant with the CFP requirements 15 points

2 The organization’s mandate is relevant to the work to be undertaken in the UN Women Terms of 20 points
Reference (component 1)
3 The proposal demonstrates a sound understanding of the requirements of the UN Women Terms 35 points
of Reference and indicates that the organization has the prerequisite capacity to undertake the
work successfully (components 2, 3, 4 and 5)
TOTAL 70 points

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11.2 PHASE II - FINANCIAL PROPOSAL (30 points)
Financial proposals will be evaluated (using component 6) following completion of the technical evaluation. The
proponent with the lowest evaluated cost will be awarded 30 points. Other financial proposals will receive pro-rated points
based on the relationship of the proponents’ prices to that of the lowest evaluated cost.

Formula for computing points: Points = (A/B) Financial Points

Example: Proponent A’s price is the lowest at $10.00. Proponent A receives 30 points. Proponent B’s price is $20.00.
Proponent B receives ($10.00/$20.00) x 30 points = 15 points.

12. Preparation of Proposals

12.1 Proponents are expected to examine all terms and instructions included in the CFP documents. Failure to provide all
requested information will be at the proponent’s own risk and may result in rejection of the proponent’s proposal.
12.2 The proponent’s proposal must be organized to follow the format of this CFP. Each proponent must respond to every
stated request or requirement and indicate that the proponent understands and confirms acceptance of UN Women’s
stated requirements. The proponent should identify any substantive assumption made in preparing its proposal. The
deferral of a response to a question or issue to the contract negotiation stage is not acceptable. Any item not specifically
addressed in the proponent’s proposal will be deemed as accepted by the proponent. The terms “proponent” and
“contractor” refer to those organizations that submit a proposal pursuant to this CFP.
12.3 Where the proponent is presented with a requirement or asked to use a specific approach, the proponent must not only
state its acceptance, but also describe, where appropriate, how it intends to comply. Failure to provide an answer to an
item will be considered an acceptance of the item. Where a descriptive response is requested, failure to provide one will
be viewed as non-responsive.
12.4 The terms of reference in this document provides a general overview of the current operation. If the proponent wishes to
propose alternatives or equivalents, the proponent must demonstrate that any such proposed change is equivalent or
superior to UN Women established requirements. Acceptance of such changes is at the sole discretion of UN Women.
12.5 Proposals must offer services for the total requirement, unless otherwise permitted in the CFP document. Proposals
offering only part of the services will be rejected unless permitted otherwise in the CFP document.
12.6 Proponents may use the services of sub-contractors or sub-partners to partially perform the work except if the
proponent is providing grant-making work. The proponent’s Technical Proposal shall indicate clearly if the proponent
is intending to use sub-contractors or sub-partners and their names. If it is not possible to include the names of sub-
partners and sub-contractors in the proposal, the names must be submitted to UN Women as soon as possible.
12.7 The proponent’s proposal shall state the following and include all of the following labelled annexes:

CFP submission (on or before proposal due date):

As a minimum, proponents shall complete and return the below listed documents (annexes to this CFP) as an integral
part of their proposal. Proponents may add additional documentation to their proposals as they deem appropriate.

Failure to complete and return the below listed documents as part of the proposal may result in proposal rejection.

Part of proposal Annex B-1 Mandatory Requirements/Pre-Qualification Criteria and Contractual Aspects
Part of proposal Annex B-2 Template for Proposal Submission
Part of proposal Annex B-3 Format of Resume for Proposed Personnel
Part of proposal Annex B-4 Capacity Assessment Minimum Documents

If after assessing this opportunity you have made the determination not to submit your proposal, we would appreciate
it if you could return this form indicating your reasons for non-participation.

13 Format and Signing of Proposals

13.1 The proposal shall be typed or written in indelible ink and shall be signed by the proponent or a person or persons
duly authorized to bind the proponent to the contract. The latter authorization shall be indicated by written power-
of-attorney accompanying the proposal.
13.2 A proposal shall contain no interlineations, erasures, or overwriting except as necessary to correct errors made by
the proponent, in which case such corrections shall be initialled by the person or persons signing the proposal.

14 Award
14.1 Award will be made to the responsible and responsive proponent with the highest evaluated proposal(s) following
negotiation of an acceptable contract. UN Women reserves the right to conduct negotiations with the proponent
regarding the contents of their proposal. The award will be in effect only after acceptance by the selected proponent of
the terms and conditions of the agreement and the terms of reference. The agreement will reflect the name of the

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 proponent whose financials were provided in response to this CFP. Upon execution of agreement UN Women will
promptly notify the unsuccessful proponents.
14.2 The selected proponent is expected to commence providing services as of the date and time stipulated in this CFP.
14.3 The award will be for an agreement with an original term of 12-22 months.

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 Annex B-2
Template for Proposal Submission

Call For Proposals

Description of Services
CFP No. UNW-HQ-WPP-CFP-2025-001

Mandatory Requirements/Pre-Qualification Criteria

Proponents are requested to complete this form (Annex B-2) and return it as part of their submission.

Proponent’s Eligibility Confirmation and Information Proponent’s Response

1 What year was the organization established?
2 In what province/state/country has the organization been established?
3 Has the organization ever been adjudged bankrupt, or been liquidated, or been insolvent, Yes/No
or applied for a moratorium or stay on any payment or repayment obligations, or applied
to be declared insolvent? (If YES, explain in detail the reasons why, filing date, and current
status.)
4 Has the organization ever been terminated for non-performance on a contract? If YES, Yes/No
describe in detail.
5 Has the organization or any of its employees and personnel ever been: Confirm
a. suspended or debarred by any government, a UN agency or other international Yes/No
organization;
b. placed on any relevant sanctions list including the
- https://www.un.org/sc/suborg/en/sanctions/un-sc-consolidated-list, United
Nations Global Market Place Vendor ineligibility or any other Donor Sanction List;
and/or
c. been the subject of an adverse judgment or award?
If YES, provide details, including date of reinstatement, if applicable.
(If proponent is currently on any relevant sanctions list this should be disclosed in
Question 8 of the Mandatory Requirements/Pre-Qualification Criteria above and is
grounds for immediate rejection.)
6 It is UN Women policy to require that proponents and their sub-contractors and sub- Confirm
partners observe the highest standard of ethics during the selection and execution of Yes/No
contracts. In this context, any action taken by a proponent, a sub-contractor or a sub-
partner to influence the selection process or contract execution for undue advantage is
improper. The proponent must confirm that it has reviewed and taken note of UN Women
Anti-Fraud Policy (Annex B-6). The proponent must also confirm that the proponent and
its sub-contractors and sub-partners have not engaged in any conduct contrary to that
policy including in competing for this CFP.
7 Officials not to benefit: The proponent must confirm that no official of UN Women has Confirm
received or will be offered any direct or indirect benefit arising from this CFP or any Yes/No
resulting contracts by the proponent or its sub-contractors or its sub-partners.
8 The proponent must confirm that the proponent is not engaged in any activity that would Confirm
put it, if selected for this assignment, in a conflict of interest with UN Women. Yes/No
9 The proponent must confirm that the proponent, its sub-partners or sub-contractors have Confirm
not been associated, or involved in any way, directly or indirectly, with the preparation of Yes/No
the design, terms of references and/or other documents used as a part of this CFP.
10 UN Women policy restricts organizations from participating in a CFP or receiving UN Confirm
Women contracts if a UN Women personnel or their immediate family are an owner, Yes/No
officer, partner or board member or in which the personnel or their immediate family has
a financial interest in the organization. The proponent must confirm that no UN Women
personnel or their immediate family are an owner, officer, partner or board member or
have a financial interest in either the proponent, or its sub-partners or its sub-contractors.

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 Proponent’s Eligibility Confirmation and Information Proponent’s Response
11 Is the proponent a commitment maker, or affiliate, of the Generation Equality Action Confirm
Coalition on Feminist Movements and Leadership. Yes/No

Component 1: Organizational Background and Capacity to implement activities to achieve planned results (max 1.5
pages)

This section should provide an overview (with relevant annexes) that clearly demonstrate that the proponent has the
capacity and commitment to implement the proposed activities and produce results successfully. Key elements to be covered
in this section include:
1. the nature of the proponent – whether it is a community-based organization, national or sub-national NGO, research
or training institution, etc.;
2. the overall mission, purpose, and core programmes/services of the organization;
3. the organization’s target population groups (women, indigenous peoples, youth, etc.);
4. the organizational approach (philosophy) - how the organization delivers its projects (e.g., gender-sensitive, rights-
based, etc.);
5. the organization’s length of existence and relevant experience;
6. an overview of the organization’s capacity relevant to the proposed engagement with UN Women (e.g., technical,
governance and management, and financial and administrative management);
7. details of the following relating to prevention of SEA:
a. describe what measures are in place to prevent SEA;
b. describe reporting and monitoring mechanisms and procedures;
c. describe what capacity exists to investigate SEA allegations;
d. describe past allegations of SEA, if any, and how they were handled, including the outcome;
e. describe what SEA training the people (employees or otherwise) who will perform the services have completed;
and
f. describe what reference and background checks have been done for employees and associated personnel.
8. details relating to grant-making work, if applicable:
a. describe the proponent’s institutional capacity to manage grants, including appropriate grant award management,
system/framework for undertaking grant proposal evaluation, due diligence and, appropriate governance and risk
management (including composition and terms of reference of the independent designated steering committee or
grant selection committee);
b. describe relevant history in managing resources through grant awards;
c. describe the proponent’s grant portfolio;
d. describe relevant history in working with small organizations including experience in providing technical assistance;
e. describe the proponent’s programmatic capacity, including monitoring and evaluation capacity; and
f. describe the proponent’s capacity to assess and manage risks.

Component 2: Expected Results and Indicators (max 1.5 pages)

This section should articulate the proponent’s understanding of the UN Women Terms of Reference (TOR). It should contain
a clear and specific statement of what the proposal will accomplish in relation to the UN Women Terms of Reference. This
should include:
1. The problem statement or challenges to be addressed given the context described in the UN Women Terms of
Reference.
2. The specific results expected (e.g., outputs) through engagement of the proponent. The expected results are the
measurable changes which will have occurred by the end of the planned intervention. Propose specific and measurable
indicators which will form the basis for monitoring and evaluation. These indicators will be refined, and will form an
important part of the agreement between the proponent and UN Women.

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 Component 3: Description of the Technical Approach and Activities (max 2.5 pages)

This section should describe the technical approach and should be able to show the soundness and adequacy of the proposed
approach, what will actually be done to produce the expected results in terms of activities. There should be a clear and direct
linkage between the activities and the results at least at the output level. Specific strategies should also be described to
support the achievement of results, such as building partnerships, etc.

Activity descriptions should be as specific as necessary, identifying what will be done, who will do it, when it will be done
(beginning, duration, completion), and where it will be done. In describing the activities, an indication should be made
regarding the organizations and individuals involved in or benefiting from the activity.

This narrative is to be complemented by a tabular presentation that will serve as Implementation Plan, as described in
Component 4.

This section should also include the details of all proposed sub-contracting and sub-partnering.

Component 4: Implementation Plan (max 1.5 pages)

This section is presented in tabular form and can be attached as an annex. It should indicate the sequence of all major
activities and timeframe (duration). Provide as much detail as necessary. The Implementation Plan should show a logical
flow of activities. Please include all required milestone reports and monitoring reviews in the Implementation Plan.

Implementation Plan

Project No: Project Name:

Name of proponent organization:
Brief description of project
Project start and end dates:
Brief description of specific results (e.g., outputs)
with corresponding indicators, baselines and
targets. Repeat for each result.
List the activities necessary to produce the results and indicate Duration of Activity in Months (or Quarters)
who is responsible for each activity
Activity Responsible 1 2 3 4 5 6 7 8 9 10 11 12
1.1
1.2
1.3
1.4

Monitoring and Evaluation Plan (max. 1 page)

This section should contain an explanation of the plan for monitoring and evaluating the activities, both during its
implementation (formative) and at completion (summative). Key elements to be included are:
• how the performance of the activities will be tracked in terms of achievement of the steps and milestones set forth in
the Implementation Plan;
• how any mid-course correction and adjustment of the design and plans will be facilitated on the basis of feedback
received; and
• how the participation of community members in the monitoring and evaluation processes will be achieved.

Component 5: Risks to Successful Implementation (1 page)

Identify and list any major risk factors that could result in the activities not producing the expected results. These should
include both internal factors (for example, the technology involved fails to work as projected) and external factors (for
example, significant currency fluctuations resulting into changes in the economics of the activity, risk of sub-contactors or

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sub-partners not performing). Describe how such risks are to be mitigated.

In this section also include the key assumptions on which the activity plan is based on. In this case, the assumptions are
mostly related to external factors (for example, the assumption that the relevant government’s environmental policy will
remain stable) which are anticipated in planning the activity, and on which the feasibility of the activities depend.

Please attach a risk register to capture the above risk factors and risk mitigation measures.

Component 6: Results-Based Budget (max. 1.5 pages)

The development and management of a realistic budget is an important part of developing and implementing successful
activities. Careful attention to issues of financial management and integrity will enhance the effectiveness and impact of
activities. The following important principles should be kept in mind in preparing a project budget:
• Include costs which relate to efficiently carrying out the activities and producing the results which are set forth in the
proposal. Other associated costs should be funded from other sources.
• The budget should be realistic. Find out what planned activities will actually cost, and do not assume that they would
cost less.
• The budget should include all costs associated with managing and administering the activity or results, particularly the
cost of monitoring and evaluation.
• Support Costs mean those indirect costs that are incurred to operate the Partner as a whole or a segment thereof and
that cannot be easily connected or traced to implementation of the Work, i.e., operating expenses, overhead costs
and general costs connected to the normal functioning of an organization/business, such as cost for support staff,
office space and equipment that are not Direct Costs.
• If the partner has a Support Cost Policy that specifies a rate, the partner can include this rate to not exceed a rate of
7% or the rate set forth in the Donor Specific Conditions, if that is lower).
• If the Partner does not have a Support Cost Policy, the partner must provide a break-down of support costs (not
exceeding a rate of 7% or the rate set forth in the Donor Specific Conditions, if that is lower).
• The budget line items are general categories intended to assist in thinking through where money will be spent. If a
planned expenditure does not appear to fit in any of the standard line-item categories, list the item under other costs,
and state what the money is to be used for.
• The figures contained in the budget sheet should agree with those on the proposal header and text.
• Depending on the results to be delivered, following suggestive thresholds could be followed for costs:
− maximum for personnel related costs on a proposal - 20% of programming costs;
− between 3-5% for audits (to be retained by UN Women for Responsible Party audits) (may change as per the annual
audit cost);
− 3% for monitoring and evaluation; and
− up to 7% (or as per relevant donor agreement) – support costs including (utilities, rent etc.).

Applicants are encouraged to attach a detailed input/results based budget

Result 1 (e.g., Output) Repeat this table for each result 9.

Year 1 [Local Year 2 (Local currency), Total [local Total Percentage
Expenditure Category
currency] If applicable currency] (US$) Total
1. Personnel
2. Equipment/Materials
3. Training/Seminars/Travel
Workshops
4. Contracts
10
5. Other costs
6. Incidentals
7. Other support requested
8. Support costs (not to exceed
7% or the relevant donor

9
If the budget is for grant-making activities, add a field for grants. For grant-making, (i) only up to 50% of the Partner proposal amount may
be used to fund grants, (ii) not more than 25% of the Partner Agreement value can be issued per individual grant.
10 “Other costs” refers to any other costs that is not listed in the results-based budget. Please specify what they are in the footnote.

_____________________________________________________________

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 percentage)
Total Cost for Result 1

I, (Name) ___________ certify that I am (Position) ______________ of (Name of Organization) ______________; that by
signing this proposal for and on behalf of (Name of Organization) _________________, I am certifying that all information
contained herein is accurate and truthful and that the signing of this proposal is within the scope of my powers.

I, by signing this proposal, commit to be bound by this proposal for carrying out the range of services as specified in the CFP
package and respecting the terms and conditions stated in the UN Women template Partner Agreement.

_____________________________________ (Seal)
(Signature)

(Printed Name and Title)

(Date)

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 Annex B-3
Format of Resume for Proposed Personnel

Call For Proposals

Description of Services
CFP No: UNW-HQ-WPP-CFP-2025-001

Name of personnel: __________________________________________________________

Title: __________________________________________________________

Years with CSO: _____________________ Nationality: ____________________

Education/Qualifications:

Summarize college/university and other specialized education of personnel member, giving names of schools, dates
attended, and degrees-professional qualifications obtained.

Employment Record/Experience

Starting with present position, list in reverse order, every employment held:
− For all positions held by personnel member since graduation: List each position and provide dates, names of
employing organization, title of position held and location of employment.
− For experience in last five years: Detail the type of activities performed, degree of responsibilities, location of
assignments and any other information or professional experience considered pertinent for this assignment.

References

Provide names and addresses for two (2) references.

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 Annex B-4
Capacity Assessment Minimum Documents
[To be submitted by proponents and assessed by the reviewer]

Call For Proposals

Description of Services
CFP No. UNW-HQ-WPP-CFP-2025-001

Document Mandatory / Optional

Governance, Management and Technical
Organization’s legal registration documentation Mandatory
Rules of governance of the organization Mandatory
Organigram of the organization Mandatory
List of key management at organization Mandatory
CVs of key personnel of organization who are proposed for the engagement with Mandatory
UN Women
Details of organization’s anti-fraud policy framework (which shall be consistent Mandatory
with UN Women’s anti-fraud policy)
Details of organization’s PSEA policy framework Optional
Mandatory
Documentation evidencing training offered by organization to its employees and
associated personnel on prevention and response to SEA.
Organization’s policy and procedure documents in respect to grant-making (if Mandatory
grant-making activities are included in the UN Women Terms of Reference of the
CFP)
Organization’s policy and procedure for selecting partners (if sub-partner/s are Mandatory
going to be used)
Administration and Finance
Administrative and financial rules of the organization Mandatory
Details of the organization’s internal control framework Mandatory
Audited statements of the organization during last 3 years Mandatory
List of banks with which organizational bank accounts are held Mandatory
Name of external auditors of organization Optional
Procurement
Organization’s procurement policy/manual Mandatory
Templates of the solicitation documents for procurement of goods/services (e.g., Mandatory
request for quotation (FRQ), request for proposal (RFP) etc.) used by organization
List of main suppliers/vendors of organization and copies of their contract(s) Mandatory
including evidence of their selection processes
Client Relationship
List of main clients/donors of organization Mandatory
Two references for organization Mandatory
Past reports to clients/donors of organization for last 3 years Mandatory

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 UN WOMEN PARTNER AGREEMENT

Note to UN Women users: When and how to use this Partner Agreement template
PLEASE NOTE THAT PARTNER AGREEMENTS MUST BE GENERATED THROUGH THE PARTNER AND
GRANTS AGREEMENT MANAGEMENT SYSTEM ON OneApp. THIS TEMPLATE IS FOR TRAINING AND
INFORMATION PURPOSES ONLY.

1. This Partner Agreement template must be used when entering into agreements for the full or partial implementation of a UN
Women programme or project with an Implementing Partner (IP) or with a Responsible Party (RP). For the purposes of this
Partner Agreement, both IPs and RPs are called Partners. This Partner Agreement template is not to be used in circumstances
in which a Small Grant Agreement should be used. Please see the Small Grants Policy and Procedure for this purpose.

2. The Partners may be: (1) government entities; (2) non-UN inter-governmental organizations; and, (3) registered Civil Society
Organizations (CSO), which means Non-State, not-for-profit, voluntary entities formed by people in the social sphere that are
separate from the State and the market. CSOs represent a wide range of interests and ties. The definition of CSOs includes but
is not limited to community-based organizations (CBOs), non-governmental organizations (NGOs), youth-led organizations,
LGBTI organizations, faith-based organizations and academic institutions but the definition of CSOs does not include business
or for-profit associations. If the Partner is a UN Agency, this Partner Agreement should not be used and the UN to UN agreement
template should be used instead.

3. The UN Women user must ensure that a project document, which in this context is called a Partner Project Document is
attached to the agreement. The UN Women user must ensure that the Partner Project Document contains all relevant information
relating to the Partner Agreement for example: (1) a detailed description of the work to be provided; (2) a detailed description
of the parties’ responsibilities; (3) the expected outputs and outcomes; (4) the work plan; (5) the budget; and, (6) the installment
schedule setting out schedule of proposed payments to the Partner. For IPs, the Partner Project Document is the UN Women
approved Project Document that is counter-signed by the IP. For RPs, the Partner Project Document can be: (a) the Call for
Proposal (CFP) together with the proposal, used to select and engage the Partner; or (b) if there is no CFP, the UN Women
Terms of Reference (TOR) prepared by UN Women used to select and engage the Partner, and the proposal submitted in
response to the TOR. Whatever option applies, the UN Women user must ensure that such document contains all the relevant
information mentioned in (1) to (6) above.

4. The Partner Agreement consists of the following parts: (1) the agreement document; (2) ST/SGB/2003/13 “Special measures
for protection from sexual exploitation and abuse” (Annex 1); (3) the UN Women General Terms and Conditions for Partner
Agreements (“GTCs”) (Annex 2); (4) Donor Specific Conditions meaning any conditions under which UN Women has accepted
contributions relevant to this Partner Agreement (the UN Women user should check all donor agreements, which are funding
sources for the Partner Agreement, and ensure that any conditions which UN Women is required to impose on Partners are
reflected in an annex to this Partner Agreement. The EC is an example of this) (Annex 3); (5) Partner Project Document (Annex
4); (6) the FACE Form (Annex 5); (7) the Progress Report Form (Annex 6); and (8) Special Terms and Conditions for Partners
Performing Grant-Making Work (Annex 7). All these documents together form the Partner Agreement between the parties. The
GTCs are annexed as part of this document. All other attachments can be found on the PPG Intranet site. Annex 3 is applicable
in cases when donor specific conditions apply. Annex 7 is applicable when the Partner is performing Grant-Making
Work. Please note that engaging a Partner to perform Grant-Making work requires that UN Women: (a) has decided to
outsource the management of grants to a Partner as outlined in the Programme Formulation Policy; (b) has selected a Partner to
perform Grant-Making Work as outlined in the Procedure for Selecting Programme Partners; and (c) has incorporated a
description of the Grant-Making Work into the Partner Project Document.

5. Changes to the text of this template may be made solely if fully justified and with the prior written approval of the Director
of the Division of Management and Administration after clearance by the Legal Office at HQ. Absolutely no changes, deletions
or revisions may be made in the text of the ST/SGB/2003/13 (Annex 1) or the GTCs (Annex 2).

6. Two original copies are signed. One copy is retained by the UN Women office entering into the Partner Agreement and one
by the Partner.

7. The signed Partner Agreement and all the annexes must be uploaded onto the Partner and Grants Agreement Management
System platform (OneApp) on the UN Women Intranet.

8. After the Partner Agreement has been signed, any amendments (please note that the ST/SGB/2003/13 and the GTCs cannot
be amended) must be made in writing in accordance with Article 19.0 of the GTCs. Please number each amendment to keep

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Version 24 September 2021
 UN WOMEN PARTNER AGREEMENT

track of how many amendments have been made and describe clearly the change to the agreement. Please note that amendments
cannot be made retroactively after the Partner Agreement has ended. In those cases, a new agreement will have to be concluded.
Please remember amendments are generated through the Partner and Grants Agreement Management System and signed
amendments must be uploaded to the System when they are signed.

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Version 24 September 2021
 UN WOMEN PARTNER AGREEMENT

PARTNER AGREEMENT

This Partner Agreement (the “Agreement”) is between the United Nations Entity for
Gender Equality and the Empowerment of Women, a subsidiary organ of the United Nations,
established by the General Assembly of the United Nations, with Headquarters at 220 East
42nd Street New York, NY 10017 (“UN Women”) and [Full name and address of partner and
legal registration number], (the “Partner”).

UN Women and the Partner hereinafter collectively referred to as the Parties and
individually also as a Party.

UN Women has been entrusted by its donors with certain resources that can be
allocated for the implementation of its programmes and UN Women is accountable to its
donors and its Executive Board for the proper management of these resources.

UN Women is willing to make resources available to engage the Partner to contribute

to the implementation of UN Women’s programmes by performing the Work and achieving
the Results.

The Parties therefore agree as follows:

ARTICLE I
DEFINITIONS

In this Agreement:

“Direct Costs” mean costs that can easily be connected and traced to the implementation of
the Work. For example, if an employee or consultant is hired to work on the implementation
of the Work, either exclusively or for an assigned number of hours, their labor on the
implementation of the Work is a direct cost.

“Donor Specific Conditions” mean the conditions requested by a donor when making a
contribution for the Work to UN Women, which are required to be imposed on the Partner,
and accepted by UN Women.

“FACE Form” means the Funding Authorization and Certificate of Expenditure Form
attached to this Agreement. The FACE Form is used for (i) requests for cash advances, direct
payments or reimbursements and (ii) financial reporting by the Partner.

“Fraud” is any act or omission whereby an individual or entity knowingly misrepresents or

conceals a material fact (i) in order to obtain an undue benefit or advantage for himself, herself,
itself, or a third party, and/or (ii) in such a way as to cause an individual or entity to act, or fail
to act, to his, her or its detriment.

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Version 24 September 2021
 UN WOMEN PARTNER AGREEMENT

“Grant-Making Work” means such work and activities relating to the management of grants
outsourced to the Partner as described in the Partner Project Document. Grant-Making Work
may be one component of a broader project, or the sole purpose of the project. Grant-Making
Work may also include project design, project management and grant administration,
monitoring and evaluation.

“Partner Authorized Official” means the person or persons appointed by the Partner to be
its focal point for this Agreement with the authority to and ability to respond to all questions
from UN Women and authorized to sign the FACE Forms and Progress Report Forms and
other funding authorization forms. In addition, the Partner Authorized Official is authorized to
sign the written statement set forth in Article V, section 5 (c).

“Partner Project Document” means the document describing in detail the Work, the Parties’
responsibilities, the expected Results including the work plan, the budget and the installment
schedule. The Partner Project Document is the basis for requesting, committing and disbursing
funds to carry out the Work and for monitoring and reporting.

“Progress Report Form” means UN Women’s standard form for progress reports attached to
this Agreement.

“Property” means equipment, supplies, non-expendable materials and other property either
provided by UN Women to the Partner for the purposes of this Agreement or purchased by the
Partner with the funding provided by UN Women under this Agreement.

“Results” mean the outcomes and outputs described in the Partner Project Document.

“Sexual Abuse” has the same meaning as set forth in ST/SGB/2003/13, in which it is defined
as follows: “the actual or threatened physical intrusion of a sexual nature, whether by force or
unequal or coercive condition.”

“Sexual Exploitation” has the same meaning as set forth in the “Special measures for
protection from sexual exploitation and sexual abuse” (“ST/SGB/2003/13”), in which it is
defined as follows: “any actual or attempted abuse of a position of vulnerability, differential
power, or trust, for sexual purposes, including, but not limited to, profiting monetarily, socially
or politically from sexual exploitation of another.”

“Support Costs” mean those indirect costs that are incurred to operate the Partner as a whole
or a segment thereof and that cannot be easily connected or traced to implementation of the
Work, i.e., operating expenses, overhead costs and general costs connected to the normal
functioning of an organization/business, such as cost for support staff, office space and
equipment that are not Direct Costs.

“Support Cost Rate” means the flat rate at which the Partner will be reimbursed by UN
Women for its Support Costs, as set forth in the Partner Project Document and not exceeding
a rate of 8% or the rate set forth in the Donor Specific Conditions, if that is lower. The flat rate
is calculated on the eligible Direct Costs.

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“Work” means the activities, work and services to be performed by the Partner as set forth in
this Agreement including Grant-Making Work.

ARTICLE II
AGREEMENT DOCUMENTS

1. This Agreement consists of the following documents:

(a) This agreement document;

(b) ST/SGB/2003/13 "Special measures for protection from sexual exploitation and
sexual abuse" (Annex 1);

(c) The General Terms and Conditions for Partner Agreements (Annex 2);

(d) Donor Specific Conditions, as applicable (Annex 3);

(e) The Partner Project Document (Annex 4);

(f) The Face Form (Annex 5);

(g) The Progress Report Form (Annex 6);

(h) Special Terms and Conditions for Partners Performing Grant-Making Work, as
applicable (Annex 7).

2. The documents listed under section 1 above, form an integral part of this Agreement. All
parts of the Agreement are intended to be complementary and what is set forth in any one
document is as binding as if set forth in each document. In the event of any conflict,
discrepancy, error or omission among any parts of the Agreement, either Party shall
immediately notify the other Party. The Parties shall in good faith consult and decide
how to remedy such conflict, discrepancy, error or omission including if necessary,
making the required amendment to this Agreement.

3. If the Partner is a government entity, this Agreement supplements the relevant provisions
of any host country agreement entered into between the Government and UN Women. If
there is no such agreement then the Standard Basic Assistance Agreement entered into
between the Government and the United Nations Development Programme (UNDP), or
any other applicable host country agreement between the Government and UNDP, shall
apply mutatis mutandis between UN Women and the Partner for the purposes of this
Agreement.

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ARTICLE III
GENERAL RESPONSIBILITIES OF THE PARTNER

1. The Partner shall perform the Work and achieve the Results.

2. The Partner shall use the funds and the Property provided by UN Women under this
Agreement exclusively for performing the Work as set forth in this Agreement.

3. The Partner shall not accept funding from any other source than UN Women for
performing the Work without UN Women’s prior written approval.
The Partner shall inform UN Women in writing of the name of the source and the details
of such funding.

4. The Partner shall not use the funds provided under this Agreement to award grants unless
specifically stated in the Partner Project Document. The Partner acknowledges and
agrees that Annex 7 will be applicable to any Grant-Making Work funded by UN Women
funds.

5. The Partner’s responsibilities include:

(a) Commencing the Work in accordance with the timeline but not before both Parties
have signed the Agreement;

(b) Making its designated contributions of technical assistance, services, equipment,

non-expendable materials and other property towards the Work;

(c) Completing its responsibilities with diligence and efficiency, and in conformity with
the requirements set out in the Partner Project Document (including in connection
with the workplan and budget);

(d) Providing the reports required under this Agreement in a timely manner and
satisfactory to UN Women, and furnishing any other information relating to the Work
and the use of any funds and Property that UN Women may reasonably ask for;

(e) Exercising a high standard of care when handling and administering the funds and
Property provided to it by UN Women;

(f) Appointing a Partner Authorized Official to act as the focal point for the Partner with
the authority to and ability to respond to all questions from UN Women and sign the
FACE Forms, Progress Report Forms and other funding authorization forms or
requests required by UN Women on behalf of the Partner. In addition, the Partner
Authorized Official/s is authorized to sign the written statement set forth in Article
V, section 5 (c).

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Full name of Partner Authorized Official:

Name: [enter name]

Title: [enter title]

Sample signature: [____________________________ ]

Name: [enter name]

Title: [enter title]

Sample signature: [____________________________ ]

It is understood, for the avoidance of doubt, that any removals from or amendments
to the (list of) Partner Authorized Official/s identified above shall require a written
amendment to this Agreement in accordance with Article 19.0 of the General Terms
and Conditions for Partner Agreements.

(g) In relation to Sexual Exploitation and Sexual Abuse:

i. Undertaking that the Partner accepts the standards of conduct set out in section 3
of ST/SGB/2003/13 including, inter alia:

1. Acknowledging that Sexual Exploitation and Sexual Abuse are strictly

prohibited. The Partner, any of its employees, personnel, sub-contractors and
others engaged to perform the Work shall not engage in Sexual Exploitation
or Sexual Abuse.

2. Acknowledging the following specific standards:

a. Sexual activity with any person less than eighteen years of age (“child”),
regardless of any laws relating to the age of majority or to consent, shall
constitute the Sexual Exploitation and Sexual Abuse of such person.
Mistaken belief in the age of a child shall not constitute a defense under
this Agreement.
b. The exchange or promise of exchange of any money, employment, goods,
services, or other thing of value, for sex, including sexual favors or sexual
activities, shall constitute Sexual Exploitation and Sexual Abuse.
c. Sexual relationships between Partner’s employees, personnel, sub-
contractors and others engaged to perform the Work and beneficiaries of
assistance, since they are based on inherently unequal power dynamics,
undermine the credibility and integrity of the work of UN Women and are
strongly discouraged.

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ii. The Partner must take all appropriate measures to prevent Sexual Exploitation and
Sexual Abuse by anyone including any of its employees, personnel, sub-
contractors and others engaged to perform the Work.

iii. Acknowledging that UN Women will apply a policy of “zero tolerance” with
regard to Sexual Exploitation and Sexual Abuse including in respect to the Partner,
its employees, agents or any other persons engaged by Partner to perform any
services under this Agreement.

iv. Reporting to UN Women and investigating any allegation of Sexual Exploitation

and Sexual Abuse as such allegations arise in the context of the Work as set forth
in 14.3 of the General Terms and Conditions.

v. Ensuring that its employees, personnel, sub-contractors and others engaged to

perform the Work have undertaken training on prevention and response to Sexual
Exploitation and Sexual Abuse, including information on the definition and
prohibition of Sexual Exploitation and Sexual Abuse, the requirements for prompt
reporting of Sexual Exploitation and Sexual Abuse allegations to the Partner and
referral of victims to immediate assistance. Training options include the UN
Sexual Exploitation and Sexual Abuse online training that is available for all
implementing partners at: https://agora.unicef.org/course/info.php?id=7380.

(h) In relation to Fraud:

i. Reviewing and taking note of the UN Women Anti-Fraud Policy (or such other
URL as UN Women may from time to time decide).

ii. Having a written fraud prevention and fraud awareness policy in place, which at a
minimum shall provide a system to prevent, detect, report, address and follow-up
on fraud, corruption and other proscribed practices.

iii. Reporting to UN Women any allegation of fraud as such allegations arise in the
context of the Work as set forth in 14.3 c of the General Terms and Conditions;

iv. Acknowledging that any fraud may lead to the imposition by UN Women of
sanctions (including censure or ineligibility/debarment) with regard to future
transactions with UN Women, at UN Women’s sole discretion and without
prejudice to any other right or remedy available to UN Women.

(i) Opening a separate bank account for the funds, if requested by UN Women.

ARTICLE IV
GENERAL RESPONSIBILITIES OF UN WOMEN

1. UN Women shall contribute to the Work as set forth in this Agreement, including by:

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(a) Commencing and completing the responsibilities allocated to it in this Agreement in

a timely manner, provided that all necessary reports and other documents are
available, and UN Women is satisfied with the same;

(b) Making transfers of funds in accordance with the provisions of this Agreement;

(c) Making Property available in accordance with the provisions of this Agreement;

(d) Undertaking and completing monitoring, evaluation and oversight of the Work;

(e) Liaising on an ongoing basis, as needed, with the relevant Government (as
applicable), other members of the United Nations Country Team, donors, and other
stakeholders;

(f) Providing training, if stated in the Partner Project Document, overall guidance,
oversight, technical assistance and leadership, as appropriate, for the Work, and
making itself available for consultations as reasonably requested; and,

(g) Reimbursing the Partner for its Support Costs at the Support Cost Rate. The Partner
acknowledges and agrees that the Partner is not entitled to any reimbursement for
Support Costs exceeding, or any indirect costs in addition to, the agreed Support Cost
Rate.

ARTICLE V
FUND REQUESTS

1. UN Women shall provide the Partner with funds for the Work, subject to the availability
of funds and the terms of this Agreement. UN Women’s funding to the Partner shall not
exceed the total amount of [fill currency and total amount] as set forth in the Partner
Project Document. UN Women shall provide such funding to the Partner utilizing, at its
discretion, any of the following three fund transfer modalities:

(a) Cash advance by UN Women to the Partner;

(b) Reimbursement by UN Women to the Partner; and,

(c) Direct payment by UN Women on the Partner’s behalf to the Partner’s vendor or
supplier.

2. The fund transfers shall be made in installments as set forth in the Partner Project
Document or more frequently if the criteria set forth in this Agreement have been
satisfied. Each fund transfer shall be made utilizing the fund transfer modality decided
solely by UN Women. The fund transfers shall be made in the currency used in the
country where the Work is taking place.

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Terms and conditions applicable to all fund transfer modalities

3. Any request for a fund transfer by the Partner shall fulfill the following criteria to the
satisfaction of UN Women, failing which UN Women may decide not to honor the
request in whole or in part:

(a) The Partner may submit funding requests, using the FACE Form, every three months
during the term of the Agreement or more frequently provided that the Work relevant
for those months has been completed and the corresponding funds expended, and the
relevant criteria in the Agreement are satisfied.

(b) The FACE Form shall be signed by a Partner Authorized Officer.

(c) The request for fund transfer shall be accompanied by the financial and progress
reporting as provided in Article VIII.

(d) The amount and purpose of the request shall be consistent with the provisions of this
Agreement.

(e) The request shall be reasonable and justified under principles of sound financial
management, in particular the principles of value for money and cost-effectiveness.

(f) Prior fund transfers shall have been reported on to UN Women’s satisfaction in
accordance with Article VIII.

(g) At least 80% or more of the expenditure relating to the immediately preceding fund
transfer and 100% of the expenditure relating to all previous fund transfers, if any,
have been reported to the satisfaction of UN Women. If the fund transfer request is
made more frequently than every three months, all Work relevant for those months
has been completed and all corresponding funds expended.

(h) There shall be no other grounds for believing the expenditure is in contravention of
this Agreement, including the Partner Project Document.

Specific procedures for each fund transfer modality

4. Requests for cash advances:

(a) The Partner may submit funding requests for cash advances, using the FACE Form,
every three months during the term of the Agreement except as set forth in sections
(b) and (c) below.

(b) The Partner may submit the first funding request for a cash advance as soon as both
Parties have signed this Agreement.

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(c) The Partner may submit requests more frequently than every three months in
accordance with section 3 above.

5. Requests for direct payment transfers:

(a) The Partner may submit to UN Women a written request for direct payment to the
Partner’s vendor or supplier.

(b) The request for direct payment must be submitted no later than the three-month
period following receipt of the goods or services.

(c) The request for direct payment shall in all cases include the vendor or supplier’s
banking information, the original invoice or invoices issued by the vendor or supplier
to the Partner, the purchase order, the quotation and a written statement by the Partner
Authorized Officer certifying that the vendor or supplier delivered the goods and/or
performed the services satisfactorily and in accordance with the terms of the contract
between the Partner and the vendor or supplier.

6. Requests for reimbursements:

(a) Any expenditure by the Partner from its own resources in respect of which the Partner
intends to request a reimbursement under this Agreement, shall be subject to prior
funding authorization by UN Women. To obtain funding authorization of the
Partner’s expenditures that will be subject to reimbursement, the Partner shall submit
to UN Women a funding authorization request for reimbursement in a form and
format as decided by UN Women. This funding authorization request may not exceed
the relevant amount set forth in the Partner Project Document and shall be duly signed
by a Partner Authorized Officer. If the funding authorization request for
reimbursement is in proper form and complete and all the requirements in this
Agreement are met, UN Women will determine the amount to be authorized for
funding and will authorize that amount by written reply to the Partner.

(b) Subject to prior authorization under section 6 (a) above, the Partner may submit to
UN Women a written request for a reimbursement further to section 3 above. The
request for reimbursement shall be submitted in connection with satisfactory
financial and proper progress reporting (see Article VIII).

Other provisions relevant for fund transfers

7. Revision of budget by Partner:

The Partner may, without UN Women’s approval but with prior written notice to UN
Women, revise the budget by re-allocating funds either within an activity or between
activities identified by account codes on the FACE Form, as long as the re-allocation is
not (i) exceeding twenty percent (20%) of the total budgeted amount; (ii) negatively

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impacting the Results; or, (iii) increasing the total budgeted amount. Any other revisions
of the budget require an amendment to this Agreement.

8. Payment of fund transfers by UN Women:

(a) If each request for fund transfer is received in a timely fashion and is in proper form
and complete and all the requirements in this Agreement have been met, UN Women
will determine the amount to be transferred and will transfer that amount to the
Partner, or if the direct payment modality is used, on behalf of the Partner, within
reasonable time.

(b) UN Women may decide to adjust the amount of any fund transfer where it has reason
to do so, including:

i. To take into consideration the general progress made to the Work to date;
ii. To take into consideration any unspent or unsatisfactorily reported balance
remaining with the Partner from any previous fund transfer or any amounts paid
by UN Women as direct payment, reimbursement or otherwise, lost by the
Partner or used by the Partner other than in accordance with this Agreement,
including any amounts shown by audits, site/field visits, spot checks or
investigations to have been so paid, lost or used;
iii. To take into consideration any expenditure that is ineligible in accordance with
this Agreement;
iv. To take into consideration interest or income earned by the Partner from a
previous fund transfer; and,
v. To withhold up to 10% of the total budgeted amount for the Work for risk
management purposes.

(c) UN Women is only required to transfer to or (where the direct payment modality is
used) on behalf of the Partner, the amount UN Women determines is due under the
terms of this Agreement. UN Women shall not be liable to the Partner or any third
party, including the Partner’s vendor or supplier, for any amounts that UN Women
determines are not owing under this Agreement.

(d) The fund transfers other than direct payments shall be made by UN Women to the
following bank account:

Bank name: [ ]

Bank address: [ ]

Account title: [ ]

Account No.: [ ]

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Bank contact person: [ ]

ARTICLE VI
ADMINISTRATION OF FUNDS AND PROPERTY

Administration of funds

1. The Partner shall administer the funds and carry out the Work under its own financial
regulations, rules and procedures to the extent that they are determined to be appropriate
by UN Women. Where UN Women determines that the Partner’s financial regulations,
rules, policies and procedures are not appropriate, UN Women shall give written notice
the Partner. In such cases, UN Women may decide, inter alia, to implement the Work or
any parts thereof, including procurement activities, directly or transfer the
implementation thereof to another partner.

2. Where the Partner buys goods or services from the funds, the Partner shall do so giving
due consideration to the following principles:

(a) Best value for money;

(b) Fairness, integrity and transparency; and,

(c) Competition.

Administration of Property

3. UN Women shall remain the owner of the Property.

4. UN Women may during the term of this Agreement decide that Property shall be
reassigned towards the implementation of another UN Women programme or project,
which may be implemented by the Partner or by another partner. In the latter case, the
Partner shall, upon written instructions by UN Women, transfer the Property to the other
partner, as directed. Article IX sets forth the obligations when the Work is completed, or
the Agreement ends.

5. The Partner shall be responsible for the care, security, maintenance and physical
inventory of the Property.

6. The Partner, unless self-insured, shall maintain insurance for the Property. Upon request,
the Partner shall produce documentary evidence of such insurance including self-
insurance.

7. The Partner shall place UN Women markings on the Property in consultation with UN
Women.

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8. In cases of damage, theft or other losses of the Property, the Partner shall provide UN
Women with a comprehensive report, including a police report, where appropriate, and
any other evidence giving full details of the events leading to the loss of the Property.

9. UN Women shall assist the Partner in clearing the Property through customs at places of
entry into the country where the Work is taking place.

10. Detailed inventories shall be taken of the Property by the Partner at the end of every year,
or if the Agreement is for less than a calendar year, at the end of the Agreement.

ARTICLE VII
RECORD KEEPING/ACCOUNTING SYSTEM

1. The Partner shall establish and maintain, for a period of seven (7) years after this
Agreement ends the books and records set forth in this Article in a reasonable accounting
system that enables UN Women to readily identify how the funds received under this
Agreement have been used, including detailed inventories of the Property, expenditures,
costs of goods and services, supporting documentation, all fund transfers received by the
Partner and any unspent funds.

2. The Partner’s books and records shall clearly show which transactions recorded in its
accounting system represent the expenditures reported for each line on the FACE Form.

3. The books and records shall in addition to what is referred to under section 1 of this
Article, include, but not be limited to, accounting records, written policies and
procedures; sub-contractor or sub-partner files (including proposals of successful and
unsuccessful bidders, bid recaps, etc.); all paid vouchers including those for out‐of‐
pocket expenses; other reimbursement supported by invoices; purchase orders; suppliers’
invoices; contracts (including employment contracts); delivery notes; leases; airline
tickets; gasoline coupons; ledgers; cancelled checks; deposit slips; bank statements;
journals; original estimates; estimating work sheets; contract amendments and change
order files; backcharge logs; insurance documents; payroll documents; timesheets;
memoranda; correspondence and HR records for personnel hired to assist with the Work;
and any other relevant supporting documentation.

4. The Partner acknowledges and agrees that a written statement by the Partner that money
has been spent is insufficient and cannot replace the original documentation to support
expenditures.

5. If any necessary and supporting documentation or detailed inventory of Property is not

properly maintained and available for review, or was lost or prematurely destroyed, UN
Women may stop any further payment under the Agreement and demand refund of such
amounts as set forth in Article 14.1 f of the General Terms and Conditions for Partner
Agreements.

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6. The Partner acknowledges and agrees that UN Women has the right to conduct audits,
site/field visits, spot checks and investigations in accordance with Article 14 of the
General Terms and Conditions for Partner Agreements.

ARTICLE VIII
REPORTING REQUIREMENTS

Financial reporting

1. The Partner shall submit to UN Women the reports detailed below signed by the Partner
Authorized Official. Such reports shall be in English. When UN Women has reviewed
the reports, UN Women will determine to what extent it will approve the expenditure and
further process fund transfers. UN Women’s approval of the expenditure at this stage of
the process does not preclude UN Women from claiming a refund of the same amount if
it is later shown, including by an audit, site/field visit, spot check or investigation, that
the initially approved expenditure was not in accordance with this Agreement or relates
to misuse of funds including fraud or other proscribed practices.

2. All financial reporting to UN Women shall be performed by the Partner in the currency
in which the fund transfer was made.

3. The Partner shall, using the FACE Form, submit financial reports no later than 20
calendar days after the end of every three-month period starting three months after UN
Women disbursed the first fund transfer, or every time the Partner is requesting fund
transfers, if the requests are made more frequently than every three-month period. The
FACE Form:

(a) Shall include only eligible expenditures in the form of Direct Costs that are
identifiable and verifiable. Direct Costs are identifiable when the expenditures are
recorded in the Partner’s accounting system and the accounting system shows which
transactions represent the Direct Costs reported for each line on the FACE Form.
The Direct Cost is verifiable when the expenditures can be confirmed by supporting
documentation as set forth in Article VII;

(b) Shall include only expenditures that have been paid by the Partner. The financial
report has been designed to reflect transactions on a cash basis. For this reason,
unliquidated obligations or commitments should not be reported to UN Women, i.e.,
the reports should be prepared on a "cash basis", not on an accrual basis, and thus
will include only expenses paid by the Partner and not commitments. Any cash
disbursement to sub-partners, sub-contractors or vendors can be reported as
expenses in the financial report only after the sub-contractor, sub-partner or vendor
complete the activities for which these funds have been transferred;

(c) Shall not include any expenditures that are ineligible for fund transfer, as stipulated
in section 5 below;

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(d) Shall include the balance of any unspent funds remaining from any previous fund
transfers;

(e) Shall include any refunds or adjustments received by the Partner against any
previous fund transfers;

(f) Shall include interest earned on any unspent balance remaining from any previous
fund transfers;

(g) Shall include any income earned when performing the Work; and,

(h) Shall include the Support Costs.

4. The Partner shall submit an Excel sheet listing all documents supporting the liquidation
of expenditure in the FACE Form and at a minimum specifying the name of the vendor
or supplier, the date and a description of the goods or service and provide any original
supporting documentation to UN Women immediately upon written request by UN
Women.

5. The following are non-exhaustive examples of ineligible expenditures and, therefore,

shall not be included in the FACE Form and UN Women shall be entitled to reject any
such ineligible expenditure:

(a) Expenditures not made for the Work, or not necessary for the Partner to perform the
Work as set forth in this Agreement;

(b) Expenditures for value-added tax unless the Partner can demonstrate to the
satisfaction of UN Women that it is unable to recover the value-added tax;

(c) Expenditures paid or reimbursed to the Partner by another donor or entity;

(d) Expenditures in relation to which the Partner has received an in-kind contribution
from another donor or entity;

(e) Any expenditure for indirect costs in excess of the Support Cost Rate;

(f) Expenditures that are not verifiable by supporting documentation as provided in

Article VII of this Agreement;

(g) Salaries for Partner’s employees, if the Partner is not a government, exceeding the
rates payable by UN Women for comparable functions performed by locally
recruited staff members at the relevant duty station;

(h) Salaries for Partner’s employees, if the Partner is a government, exceeding the
established salary or pay scale rates of the Partner for comparable functions, and in

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no case exceeding the rates payable by UN Women for comparable functions

performed by locally recruited staff members at the relevant duty station;

(i) Expenditures in respect of fees for individual consultants retained by the Partner
exceeding the rates payable by UN Women for comparable services rendered by
individual consultants;

(j) Expenditures for travel, daily subsistence and related allowances for the Partner’s
employees or consultants exceeding the rates payable by UN Women to its staff
members or consultants, as applicable;

(k) Expenditures that have been incurred but have not actually been paid (see section 3
(b) above);

(l) Expenditures that merely represent financial transfers between administrative units
or locations of the Partner;

(m) Expenditures that relate to obligations that were entered into before the
commencement or after the end date of this Agreement; or,

(n) Debt and debt service charges.

Progress Reporting

6. The Partner shall, using the Progress Report Form, submit narrative progress reports no
later than 20 calendar days after the end of every three-month period starting three
months after UN Women disbursed the first fund transfer, or every time the Partner is
requesting fund transfers, if the requests are made more frequently than every three-
month period.

7. The Partner shall always submit the progress report together with the financial report
and such progress reports shall be filled out appropriately and duly signed by a Partner
Authorized Official.

Inventory Reporting on Property

8. A detailed inventory report of the Property shall be submitted to UN Women within 30

calendar days after each calendar year, and at the end of the Agreement. If the Agreement
is for less than one calendar year, the Partner shall submit the inventory report within 60
calendar days after the end of the Agreement.

ARTICLE IX
COMPLETION OF THE WORK

1. The Partner shall, no later than 60 calendar days after the Work has been completed or
the Agreement expired or is prematurely terminated, whichever happens first:

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(a) Submit to UN Women an inventory report of the Property. UN Women may decide
that the Property shall be: (i) transferred for use by another partner; (ii) transferred
back to UN Women; or (iii) donated to the Partner or a third party. The Partner shall
deliver the Property at a reasonable time and place as instructed by UN Women in
writing and shall fully cooperate with UN Women in good faith in the transfer and
delivery;

(b) Submit to UN Women a final financial report, using the FACE Form, including a
request for reimbursement of any withheld amount; and,

(c) Submit to UN Women a final progress report using the Progress Report Form.

2. UN Women shall when the Work has been completed or the Agreement expired or is
prematurely terminated, whichever happens first, make a final liquidation of the funding
provided under this Agreement. If UN Women’s final liquidation shows that the Partner
has received more funds than the Partner is entitled to in accordance with this Agreement,
the Partner shall repay such balance within 30 calendar days of receiving a request for
repayment. UN Women shall, when making such final liquidation of the funding,
consider items, including any unspent funds, interest or income earned, ineligible
expenditure or funds used for expenditure not supported by documentation.

ARTICLE X
TERM OF AGREEMENT

This Agreement shall enter into force on the date it is signed by both Parties. It shall
expire automatically on [fill in the date the Work shall be completed according to the timeline]
unless terminated earlier in accordance with the terms of this Agreement.

IN WITNESS, WHEREOF, the undersigned, duly authorized by the respective Parties,

have signed this Agreement.

For the Partner: For UN Women:

Name: [ ] Name: [ ]

Title: [ ] Title: [ ]

Signature: _________________________ Signature: _________________________

Date: [ ] Date: [ ]

Email: [ ] Email: [ ]

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 United Nations ST/SGB/2003/13
Secretariat
9 October 2003

Secretary-General’s Bulletin
Special measures for protection from sexual exploitation and
sexual abuse
The Secretary-General, for the purpose of preventing and addressing cases of
sexual exploitation and sexual abuse, and taking into consideration General
Assembly resolution 57/306 of 15 April 2003, “Investigation into sexual
exploitation of refugees by aid workers in West Africa”, promulgates the following
in consultation with Executive Heads of separately administered organs and
programmes of the United Nations:

Section 1
Definitions
For the purposes of the present bulletin, the term “sexual exploitation” means
any actual or attempted abuse of a position of vulnerability, differential power, or
trust, for sexual purposes, including, but not limited to, profiting monetarily,
socially or politically from the sexual exploitation of another. Similarly, the term
“sexual abuse” means the actual or threatened physical intrusion of a sexual nature,
whether by force or under unequal or coercive conditions.

Section 2
Scope of application
2.1 The present bulletin shall apply to all staff of the United Nations, including
staff of separately administered organs and programmes of the United Nations.
2.2 United Nations forces conducting operations under United Nations command
and control are prohibited from committing acts of sexual exploitation and sexual
abuse, and have a particular duty of care towards women and children, pursuant to
section 7 of Secretary-General’s bulletin ST/SGB/1999/13, entitled “Observance by
United Nations forces of international humanitarian law”.
2.3 Secretary-General’s bulletin ST/SGB/253, entitled “Promotion of equal
treatment of men and women in the Secretariat and prevention of sexual
harassment”, and the related administrative instruction 1 set forth policies and
procedures for handling cases of sexual harassment in the Secretariat of the United
Nations. Separately administered organs and programmes of the United Nations
have promulgated similar policies and procedures.
__________________
1 Currently ST/AI/379, entitled “Procedures for dealing with sexual harassment”.

03-55040 (E) 101003

*
035
504
0*
ST/SGB/2003/13

Section 3
Prohibition of sexual exploitation and sexual abuse
3.1 Sexual exploitation and sexual abuse violate universally recognized
international legal norms and standards and have always been unacceptable
behaviour and prohibited conduct for United Nations staff. Such conduct is
prohibited by the United Nations Staff Regulations and Rules.
3.2 In order to further protect the most vulnerable populations, especially women
and children, the following specific standards which reiterate existing general
obligations under the United Nations Staff Regulations and Rules, are promulgated:
(a) Sexual exploitation and sexual abuse constitute acts of serious misconduct
and are therefore grounds for disciplinary measures, including summary dismissal;
(b) Sexual activity with children (persons under the age of 18) is prohibited
regardless of the age of majority or age of consent locally. Mistaken belief in the age
of a child is not a defence;
(c) Exchange of money, employment, goods or services for sex, including
sexual favours or other forms of humiliating, degrading or exploitative behaviour, is
prohibited. This includes any exchange of assistance that is due to beneficiaries of
assistance;
(d) Sexual relationships between United Nations staff and beneficiaries of
assistance, since they are based on inherently unequal power dynamics, undermine
the credibility and integrity of the work of the United Nations and are strongly
discouraged;
(e) Where a United Nations staff member develops concerns or suspicions
regarding sexual exploitation or sexual abuse by a fellow worker, whether in the
same agency or not and whether or not within the United Nations system, he or she
must report such concerns via established reporting mechanisms;
(f) United Nations staff are obliged to create and maintain an environment
that prevents sexual exploitation and sexual abuse. Managers at all levels have a
particular responsibility to support and develop systems that maintain this
environment.
3.3 The standards set out above are not intended to be an exhaustive list. Other
types of sexually exploitive or sexually abusive behaviour may be grounds for
administrative action or disciplinary measures, including summary dismissal,
pursuant to the United Nations Staff Regulations and Rules.

Section 4
Duties of Heads of Departments, Offices and Missions
4.1 The Head of Department, Office or Mission, as appropriate, shall be responsible
for creating and maintaining an environment that prevents sexual exploitation and
sexual abuse, and shall take appropriate measures for this purpose. In particular, the
Head of Department, Office or Mission shall inform his or her staff of the contents of
the present bulletin and ascertain that each staff member receives a copy thereof.
4.2 The Head of Department, Office or Mission shall be responsible for taking
appropriate action in cases where there is reason to believe that any of the standards
listed in section 3.2 above have been violated or any behaviour referred to in section

2
 ST/SGB/2003/13

3.3 above has occurred. This action shall be taken in accordance with established
rules and procedures for dealing with cases of staff misconduct.
4.3 The Head of Department, Office or Mission shall appoint an official, at a
sufficiently high level, to serve as a focal point for receiving reports on cases of
sexual exploitation and sexual abuse. With respect to Missions, the staff of the
Mission and the local population shall be properly informed of the existence and
role of the focal point and of how to contact him or her. All reports of sexual
exploitation and sexual abuse shall be handled in a confidential manner in order to
protect the rights of all involved. However, such reports may be used, where
necessary, for action taken pursuant to section 4.2 above.
4.4 The Head of Department, Office or Mission shall not apply the standard
prescribed in section 3.2 (b), where a staff member is legally married to someone
under the age of 18 but over the age of majority or consent in their country of
citizenship.
4.5 The Head of Department, Office or Mission may use his or her discretion in
applying the standard prescribed in section 3.2 (d), where beneficiaries of assistance
are over the age of 18 and the circumstances of the case justify an exception.
4.6 The Head of Department, Office or Mission shall promptly inform the
Department of Management of its investigations into cases of sexual exploitation
and sexual abuse, and the actions it has taken as a result of such investigations.

Section 5
Referral to national authorities
If, after proper investigation, there is evidence to support allegations of sexual
exploitation or sexual abuse, these cases may, upon consultation with the Office of
Legal Affairs, be referred to national authorities for criminal prosecution.

Section 6
Cooperative arrangements with non-United Nations entities or individuals
6.1 When entering into cooperative arrangements with non-United Nations entities
or individuals, relevant United Nations officials shall inform those entities or
individuals of the standards of conduct listed in section 3, and shall receive a written
undertaking from those entities or individuals that they accept these standards.
6.2 The failure of those entities or individuals to take preventive measures against
sexual exploitation or sexual abuse, to investigate allegations thereof, or to take
corrective action when sexual exploitation or sexual abuse has occurred, shall
constitute grounds for termination of any cooperative arrangement with the United
Nations.

Section 7
Entry into force
The present bulletin shall enter into force on 15 October 2003.

(Signed) Kofi A. Annan

Secretary-General

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 UN WOMEN PARTNER AGREEMENT

ANNEX 2: GENERAL TERMS AND CONDITIONS

FOR PARTNER AGREEMENTS

1. LEGAL STATUS: The Partner shall have the legal status of an independent contractor vis-à-vis UN
Women and nothing contained in or relating to the Agreement shall be construed as establishing or
creating between the Parties the relationship of employer and employee or of principal and agent. The
officials, representatives, employees, or sub-contractors of each of the Parties shall not be considered in
any respect as being the employees or agents of the other Party, and each Party shall be solely responsible
for all claims arising out of or relating to its engagement of such persons or entities.

2. THE PARTNER'S RESPONSIBILITY FOR EMPLOYEES, PERSONNEL AND SUB-

CONTRACTORS: The Partner shall be responsible for the professional and technical competence of
the employees, personnel and sub-contractors it assigns to perform work under this Agreement and will
select reliable and competent individuals who will be able to effectively perform the obligations under
this Agreement and who, while doing so, will respect the local laws and customs, and conform to a high
standard of moral and ethical conduct.

3. ASSIGNMENT: The Partner may not assign, transfer, pledge or make any other disposition of the
Agreement, of any part of the Agreement, or of any of the rights, claims or obligations under the
Agreement except with the prior written authorization of UN Women. Any such unauthorized
assignment, transfer, pledge or other disposition, or any attempt to do so, shall not be binding on UN
Women. Except as permitted with respect to sub-contractors, the Partner shall not delegate any of its
obligations under this Agreement, except with the prior written consent of UN Women. Any such
unauthorized delegation, or attempt to do so, shall not be binding on UN Women.

4. SUB-CONTRACTING/SUB-PARTNERING:

Sub-contracting: The Partner may use the services of sub-contractors to partially perform the Work
under this Agreement. The Partner shall select any sub-contractor in accordance with its own financial
regulations, rules and procedures to the extent that they are determined to be appropriate by UN Women
and by giving due consideration to the principles set forth in Article VI, Section 2 of this Agreement.
The Partner shall at all times be responsible and liable for the performance of its sub-contractors as if
the Partner had performed the Work itself and the Partner shall always remain responsible for performing
the Work and achieving the Results. UN Women may, in its sole discretion, withdraw this approval to
subcontract in general or in a specific case. Such withdrawal shall be in writing and shall provide the
Partner with reasonable time to terminate its agreement with sub-contractor/s. No provision in the
agreements between the Partner and its sub-contractors shall constitute a contractual bond between UN
Women and the sub-contractor. The Partner shall immediately inform UN Women of the name/s of its
sub-contractors and sub-contractors’ sub-contractors. The Partner shall ensure that each sub-contractor
agrees in writing to be bound by the terms and conditions of this Agreement relevant to the portion of
the work or services to be performed by such sub-contractor.

Sub-partnering: The Partner may use sub-partners to partially perform the Work under this Agreement.
The Partner shall select any sub-partner in accordance with its own financial regulations, rules and
procedures to the extent that they are determined to be appropriate by UN Women and by giving due
consideration to the principles set forth in Article VI, Section 2 of this Agreement. The Partner shall at
all times be responsible and liable for the performance of its subpartners as if the Partner had performed
the Work itself and the Partner shall always remain responsible for performing the Work and achieving
the Result. UN Women may, in its sole discretion, withdraw this approval to sub-partner in general or
in a specific case. Such withdrawal shall be in writing and shall provide the Partner with reasonable time
to terminate its agreement with sub-partner/s. No provision in the agreement between the Partner and its
sub-partner shall constitute a contractual bond between UN Women and the sub-partner. The Partner
shall immediately inform UN Women of the name/s of its subpartners and sub-partners’ sub-partners.
The Partner shall ensure that each sub-partner agrees in writing to be bound by the terms and conditions
of this Agreement relevant to the portion of the Work to be performed by such sub-partner.

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 UN WOMEN PARTNER AGREEMENT

5. OFFICIALS NOT TO BENEFIT: The Partner warrants that it has not and shall not offer to any
representative, official, employee, or other agent of UN Women any direct or indirect benefit arising
from or related to the performance of the Agreement or of any other contract with UN Women or for
any other purpose intended to gain an advantage for the Partner or otherwise act contrary to any
applicable code of conduct or anti-fraud policy. The Partner agrees that breach of this provision is a
breach of an essential term of this Agreement.

6. OBSERVANCE OF THE LAW: The Partner shall comply with all laws, ordinances, rules, and
regulations bearing upon the performance of its obligations under the Agreement.

7. INDEMNIFICATION: The Partner shall indemnify, hold and save harmless, and defend, at its own
sole expense, UN Women, its officials, agents, servants and employees from and against all suits,
proceedings, claims, demands, losses and liability of any nature or kind, brought by any third party
against UN Women including all litigation costs and expenses, attorney’s fees, settlement payments and
damages based on, arising from or relating to any acts or omissions of the Partner, or Partner’s
employees, officers, agents or sub-contractors, in the performance of this Agreement, which give rise to
legal liability to anyone not party to the Agreement. This provision shall extend, inter alia, to claims and
liability in the nature of workmen's compensation, product liability and liability arising out of the use of
patented inventions or devices, copyrighted material or other intellectual property by the Partner, its
employees, officers, agents, servants or sub-contractors. The obligations under this Article do not lapse
upon termination of this Agreement.

8. ENCUMBRANCES/LIENS: The Partner shall not cause or permit any lien, attachment or other
encumbrance by any person to be placed on file or to remain on file in any public office or on file with
UN Women against any monies due to the Partner or that may become due for any work done or against
any goods supplied or materials furnished under the Agreement, or by reason of any other claim or
demand against the Partner or UN Women.

9. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS:

9.1 Except as is otherwise expressly provided in writing in the Agreement, UN Women shall be entitled to
all intellectual property and other proprietary rights including, but not limited to, patents, copyrights, and
trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other
materials which the Partner has developed for UN Women under the Agreement and which bear a direct
relation to or are produced or prepared or collected in consequence of, or during the course of, the
performance of the Agreement. The Partner acknowledges and agrees that such products, documents and
other materials constitute works made for hire for UN Women.

9.2 To the extent that any such intellectual property or other proprietary rights consist of any intellectual
property or other proprietary rights of the Partner: (i) that pre-existed the performance by the Partner of
its obligations under the Agreement, or (ii) that the Partner may develop or acquire, or may have
developed or acquired, independently of the performance of its obligations under the Agreement, UN
Women does not and shall not claim any ownership interest thereto, and the Partner grants to UN Women
a perpetual license to use such intellectual property or other proprietary right solely for the purposes of
and in accordance with the requirements of the Agreement.

9.3 At the request of UN Women, the Partner shall take all necessary steps, execute all necessary documents
and generally assist in securing such proprietary rights and transferring or licensing them to UN Women
in compliance with the requirements of the applicable law and of the Agreement.

9.4 Subject to the foregoing provisions, all maps, drawings, photographs, mosaics, plans, reports, estimates,
recommendations, documents, and all other data compiled by or received by the Partner under this
Agreement shall be the property of UN Women, shall be made available for use or inspection by UN
Women at reasonable times and in reasonable places, shall be treated as confidential, and shall be
delivered only to UN Women’s authorized officials on completion of work under the Agreement.

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 UN WOMEN PARTNER AGREEMENT

10. USE OF UN WOMEN’S NAME AND LOGO:

10.1 The Partner may use the UN Women name or logo without the UN emblem, only in direct connection
with the Work. The Partner’s use shall be limited to recognizing association with UN Women in the
Partner’s materials in the following format: “[An Implementing Partner] [A Responsible Party] of UN
Women”. The Partner shall, on all deliverables produced by the Partner as part of the Work (publications,
brochures, videos, knowledge products, CDs, or other deliverable), include the UN Women logo without
the UN emblem in smaller size, preferably at the bottom, after the line “Funded by” or “Supported by”.
If the UN Women logo is used together with other images, the Partner shall ensure that such other images
are appropriate and not in any way reflects negatively on UN Women. UN Women has the right to review
any material and deliverable that includes the UN Women name or logo before it is published. The
Partner shall immediately stop publishing the material or deliverable, upon written requests by UN
Women.

10.2 UN Women may, in its sole discretion, permit the Partner to use UN Women's official logo (which
includes the UN emblem) with the prior written approval of UN Women.

10.3 UN Women may use the logo of the Partner on any of UN Women’s materials but is under no
circumstances obliged to do that. It is at the discretion of UN Women to do so when it is considered
beneficial to UN Women.

10.4 The Partner acknowledges that it is familiar with UN Women’s ideals and objectives and recognizes that
its name and logo may not be associated with any political or sectarian cause or otherwise used in a
manner inconsistent with the status, reputation and neutrality of UN Women.

11. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS:

11.1 In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the
affected Party shall give notice and full particulars in writing to the other Party, of such occurrence or
change if the affected Party is thereby rendered unable, wholly or in part, to perform its obligations and
meet its responsibilities under this Agreement. The affected Party shall also notify the other Party of any
other changes in conditions or the occurrence of any event that interferes or threatens to interfere with
its performance of this Agreement. Not more than fifteen (15) calendar days following the provision of
such notice of force majeure or other changes in condition or occurrence, the affected Party shall also
submit a statement to the other Party of estimated expenditures that will likely be incurred for the
duration of the change in condition or the event of force majeure. On receipt of the notice or notices
required hereunder, the Party not affected by the occurrence of a cause constituting force majeure shall
take such action as it reasonably considers to be appropriate or necessary in the circumstances, including
the granting to the affected Party of a reasonable extension of time in which to perform any obligations
under the Agreement.

11.2 If the Partner is rendered permanently unable, wholly or in part, by reason of force majeure to perform
its obligations and meet its responsibilities under this Agreement, UN Women shall have the right to
suspend or terminate this Agreement on the same terms and conditions as are provided for in Article 12,
”Termination”, except that the period of notice shall be seven (7) calendar days instead of thirty (30)
calendar days. In any case, UN Women shall be entitled to consider the Partner permanently unable to
perform its obligations under the Agreement in case the Partner is unable to perform its obligations,
wholly or in part, by reason of force majeure for any period in excess of ninety (90) calendar days.

11.3 Force majeure as used in this Article means any unforeseeable and irresistible act of nature, any act of
war (whether declared or not), invasion, revolution, insurrection, terrorism, or any other acts of a similar
force or nature, provided that such acts arise from causes beyond the control and without the fault or
negligence of the Party concerned.

11.4 The Partner acknowledges and agrees that, with respect to any obligations under this Agreement that the
Partner shall perform in any areas in which UN Women is engaged in, preparing to engage in, or

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 UN WOMEN PARTNER AGREEMENT

disengaging from any peacekeeping, humanitarian or similar operations, any delays or failure to perform
such obligations arising from or relating to harsh conditions within such areas or to any incidents of civil
unrest occurring in such areas shall not, in and of itself, constitute force majeure under this Agreement.

12. SUSPENSION/TERMINATION:

12.1 UN Women may, suspend or terminate the Agreement for any reason by giving sixty (60) calendar days’
written notice to the Partner.

12.2 Either Party may terminate this Agreement by giving thirty (30) calendar days’ written notice to the
other Party in each of the following situations:

a. if a Party has breached its obligations under this Agreement and has not remedied that breach after
having been given not less than fourteen (14) calendar days’ written notice to do so with effect from
a date specified in such notice; and,

b. if a Party cannot meet its obligations under this Agreement.

12.3 UN Women may also suspend or terminate this Agreement with immediate effect by giving written
notice to the Partner in the following situations:

a. if the implementation of Work has not commenced within a reasonable time;

b. If the Partner or any of its employees, personnel, sub-contractor or sub-contractor’s sub-contractor

engage or has engaged in fraud, Sexual Exploitation, Sexual Abuse or other proscribed
practices, as determined solely by UN Women;

c. If the Partner fails to take preventive measures against Sexual Exploitation and Sexual Abuse or
fails to take corrective action if Sexual Exploitation or Sexual Abuse has occurred;

d. if the Partner is adjudged bankrupt, or is liquidated or becomes insolvent or applies for a

moratorium or stay on any payment or repayment obligations or applies to be declared insolvent;
the Partner is granted a moratorium or a stay, or is declared insolvent; the Partner makes an
assignment for the benefit of one or more of its creditors; a Receiver is appointed on account of
the insolvency of the Partner; the Partner offers a settlement in lieu of bankruptcy or
receivership; in which case the Partner shall immediately inform UN Women of the occurrence
of any of the above event and shall provide UN Women with any information pertinent thereto;

e. if the Partner or any of its employees, personnel, sub-contractor or sub-contractor’s sub-contractor

fails to report to UN Women or to investigate allegations of fraud, Sexual Exploitation and Sexual
Abuse or other other proscribed practices;

f. if UN Women’s funding is decreased, curtailed or terminated; and,

g. if the Partner otherwise has substantively breached its obligations under this Agreement.

12.4 The Party receiving a notice of suspension or termination will immediately take all necessary steps to
suspend or terminate (as the case may be) its Work in an orderly manner so that continued expenses are
kept to a minimum, including but not limited to terminating all subcontracts and orders or agreements
for materials, services or facilities and take any other action that may be necessary, or that the UN
Women may direct in writing, for the minimization of losses and for the protection and preservation of
any property, whether tangible or intangible, related to the Agreement that is in the possession of the
Partner and in which UN Women has or may be reasonably expected to acquire an interest.

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 UN WOMEN PARTNER AGREEMENT

12.5 Immediately upon sending or receiving a notice of termination, UN Women will cease disbursement of
any funds under this Agreement and the Partner shall not make any forward commitments, financial or
otherwise, in connection with this Agreement.

12.6 Article IX of the agreement document, “COMPLETION OF THE WORK” applies to the Partner when
the Agreement is terminated in accordance with this Article.

13. EVALUATION: UN Women and its authorized representatives have the right to conduct evaluations
of the Work according to such standards, scope, frequency and timing as decided by UN Women, during
the term of the Agreement.

14. RIGHT TO CONDUCT AUDITS, SITE/FIELD VISITS, SPOT CHECKS AND

INVESTIGATIONS OF FRAUD ETC:

14.1 Right to conduct audits, site/field visits, spot checks and investigations of fraud etc.:

a. UN Women and its authorized representatives have the right to conduct audits, field/site visits,
spot checks and investigations into fraud, Sexual Exploitation, Sexual Abuse and other
proscribed practices according to such standards, scope, frequency and timing as decided
by UN Women, during the term of the Agreement and for a period of seven (7) years
following the expiration or premature termination of the Agreement.

b. If the Partner is a government entity, UN Women at the request of the Government, may agree
that audit/s shall be conducted by the Government’s supreme audit institution.

c. The Partner shall at its own expense make its records available for audit, inspections for
site/field visits and spot checks and investigations by UN Women, its investigative service and
its authorized representatives. Such records shall be made available to UN Women, its
investigative service and its authorized representatives in hard copy and easily viewable
electronic format at the Partner’s office where the majority of the records are housed unless
otherwise stipulated by UN Women, its investigative service or its authorized representatives.
The Partner shall make all such records available during the hours of 8:00 a.m. to 5:00 p.m.,
Monday through Friday. If the previously mentioned schedule significantly interferes with
the Partner’s operations, the Partner shall in writing offer an alternative 40 hours of availability
per standard week. In the event that no such location is available, then such records, together
with the documents supporting the Partner’s expenditure, shall be made available for
audit, inspection for site/field visit, spot check or investigation at a time and location that is
convenient for UN Women, its investigative service or authorized representative. The Partner
shall provide UN Women, its investigative service and its authorized representatives
reasonable workspace, electricity, lighting, water, restroom facilities, Internet access and
other relevant facilities and equipment. UN Women, its investigative services and its
authorized representatives shall have the right to examine and to make and retain copies of or
extracts from all financial and related records (in whatever form they may be kept, whether
written, electronic, or other) relating to or pertaining to this Agreement kept by or under the
control of the Partner and those kept by the Partner’s employees, personnel, agents, other
advisors and sub-contractors.

d. The Partner shall make available a responsible party with the authority and ability to respond
to all questions, assist in document interpretation, and authorize requests for information.

e. The Partner shall provide its full and timely cooperation in good faith with any such audit,
site/field visit, spot check or investigation, which shall include the Partner’s obligation to make
available the Partner’s current and former employees, personnel, agents, other advisors and sub-
contractors and make available any site or premises where the Work is performed.

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 UN WOMEN PARTNER AGREEMENT

f. If any necessary and supporting documentation is not properly maintained and available for
review, or was lost or prematurely destroyed, UN Women may stop any further payment under
the Agreement. In addition, UN Women may ask for a refund of amounts not covered by
supporting documentation or in the case of Property not covered by an inventory report and the
Partner shall pay such amount within thirty (30) calendar days of receipt of the refund request
from UN Women.

g. Costs of any audits, site/field visit, spot check or investigation conducted hereunder shall be for
the account of the Work and shall be included in the budget and work plan if not otherwise
stated in the Agreement or unless the audit, site/field visit, spot check or investigation identifies
unsupported expenditure, fraud or other proscribed practices or non-performance issues. In
such cases, the Partner shall reimburse UN Women for the total costs of the audit, site/field visit,
spot check or investigation of fraud or other proscribed practices. In addition, the Partner
shall repay the amount identified in an audit, site/field visit, spot check or investigation as
expenditure unsupported by documentation, originated in fraud, other proscribed practices or
non-performance. The Partner shall reimburse such costs and repay such amount within
thirty (30) calendar days of receiving a request for reimbursement or repayment from UN
Women.

h. In the event that an audit is conducted hereunder by auditors authorized by UN Women, UN

Women or the auditors shall provide a copy of the final audit report to the Partner. In the event
that the audit is conducted by the Government’s supreme audit institution, the Partner shall
provide a copy of the final audit report to UN Women immediately. The Partner hereby consents
to the disclosure by UN Women, if UN Women determines that such disclosure is appropriate,
of audit reports to any third party that provided financing or co-financing to UN Women
towards the Work.
14.2 Additional provisions applicable for site/field visits and spot checks:

In addition, to what is stated under Article 14.1 above, the Partner shall at any time and frequency
requested by UN Women, allow UN Women to observe or participate in the Work. The Partner shall
provide UN Women access to any site where the Work is performed. Moreover, the Partner shall provide
UN Women with any participant lists or statistics relating to the Work immediately upon UN Women’s
request. The Partner shall fully and timely participate and cooperate in good faith with any interviews
requested by UN Women at the site/field visit or spot check.

14.3 Additional provisions applicable for fraud, Sexual Exploitation, Sexual Abuse and other proscribed practices
and duty to report:

a. In addition to what is stated under Article 14.1 above, UN Women, its investigative service and its
authorized representatives shall have the right to conduct investigations of any alleged fraud, Sexual
Exploitation, Sexual Abuse and other proscribed practices by the Partner, or any of its employees,
personnel, sub-contractor or sub-contractor’s sub-contractor as these allegations relate to any
aspect of this Agreement or the award thereof, the obligations performed under the Agreement, or
the operations of the Partner generally relating to the performance of this Agreement at any time
during the term of the Agreement and for a period of seven (7) years following the expiration or
premature termination of the Agreement.

b. The Partner has a duty to report to UN Women’s investigative service any alleged fraud, Sexual
Exploitation, Sexual Abuse or other proscribed practices as these allegations relate to any aspect
of this Agreement or the award thereof, the obligations performed under the Agreement, or the
operations of the Partner generally relating to the performance of this Agreement, of which the
Partner has been informed or has otherwise become aware, within one business day. The duty to
report is fulfilled if the Partner has reported the other proscribed practices in one of the ways
described on UN Women’s website (unwomen.org/About us/Accountability/Reporting other
proscribed practices).

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c. The Partner shall properly and without delay investigate any alleged fraud, Sexual Exploitation,
Sexual Abuse or other proscribed practices as these allegations relate to any aspect of this
Agreement or the award thereof, the obligations performed under the Agreement, or the
operations of the Partner generally relating to the performance of this Agreement, of which the
Partner has been informed or has otherwise become aware. (It is understood, however, that any
investigation conducted by the Partner shall be without prejudice to the right of UN Women
to conduct investigations.) If so requested, the Partner shall keep UN Women informed during
the conduct of the investigation, without prejudice to the due process rights of any persons
concerned. Following the conclusion of the investigation by the Partner, Partner shall if
requested promptly provide a copy of the investigation report to UN Women, without
redactions, edits or omissions. Upon request, Partner shall provide relevant evidence to UN
Women for examination and further use by UN Women as deemed necessary solely by UN
Women. UN Women may decide that the obligation on the part of the Partner under this clause to
conduct an investigation shall not apply if an investigation is being or has been conducted by
competent national authorities. In the event that competent national authorities are conducting
or have conducted the investigation, Partner shall assist UN Women and take all necessary steps, to
the extent legally possible, for UN Women to obtain information on the status and outcome of the
investigation, including disclosure of a copy of the relevant investigation report.

15. ASSESSMENTS: UN Women and its authorized representatives have the right to conduct assessments
of the Partner according to such standards, scope, frequency and timing as decided by UN Women,
during the term of the Agreement. Such assessment includes but is not limited to assessment of the
Partner’s capacity and internal control framework. Article 14.1 c, d and e. shall apply to such assessment.

16. REMEDIES CUMULATIVE: Except as otherwise provided herein, no remedy conferred by any of
the specific provisions of this Agreement or otherwise available to a Party is intended to be exclusive of
any other remedy, and each remedy shall be cumulative and in addition to every other remedy available
hereunder, now or hereafter existing at law or in equity or by statute or otherwise. The election of any
one or more remedies by either Party shall not constitute a waiver of the right to pursue other available
remedies.

17. CHILD LABOR: The Partner represents and warrants that neither it, its parent entities (if any), nor any
of the Partner’s subsidiary or affiliated entities (if any) is engaged in any practice inconsistent with the
rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter
alia, requires that a child shall be protected from performing any work that is likely to be hazardous or
to interfere with the child’s education, or to be harmful to the child’s health or physical, mental, spiritual,
moral, or social development.

18. MINES: The Partner represents and warrants that neither it, its parent entities (if any), nor any of the
Partner’s subsidiaries or affiliated entities (if any) is engaged in the sale or manufacture of anti-personnel
mines or components utilized in the manufacture of anti-personnel mines.

19. AUTHORITY TO MODIFY: No modification or change shall be valid and enforceable against UN
Women unless provided by a valid written amendment to the Agreement signed by duly authorized
representatives of the Parties.

20. NO SUPPORT TO TERRORISM: Consistent with UN Security Council Resolutions relating to

terrorism, including UN Security Council Resolution 1373 (2001) and 1267 (1999) and related
resolutions, the Partner is firmly committed to the international fight against terrorism, and in particular,
against the financing of terrorism. Similarly, the Partner recognizes its obligation to comply with any
applicable sanctions imposed by the UN Security Council. The Partner will use all reasonable efforts to
ensure that the funds received under this Agreement is not used to provide support or assistance to
individuals or entities associated with terrorism as designated by any UN Security Council sanctions
regime. If, during the term of this Agreement, the Partner determines that the funds received by the
Partner under this Agreement may have been used to provide support or assistance to individuals or
entities associated with terrorism as designated by any UN Security Council sanctions regime it will as

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soon as it becomes aware of it inform UN Women and undertake any response UN Women deems
appropriate.

21. SETTLEMENT OF DISPUTES:

21.1 AMICABLE SETTLEMENT WHEN THE PARTNER IS NOT A GOVERNMENT: The Parties
shall use their best efforts to amicably settle any dispute, controversy, or claim arising out of this
Agreement or the breach, termination, or invalidity thereof. Where the Parties wish to seek such an
amicable settlement through conciliation, the conciliation shall take place in accordance with the
Conciliation Rules then obtaining of the United Nations Commission on International Trade Law
(“UNCITRAL”), or according to such other procedure as may be agreed between the Parties in writing.

21.2 ARBITRATION WHEN THE PARTNER IS NOT A GOVERNMENT: Any dispute, controversy,
or claim between the Parties arising out of this Agreement or the breach, termination, or invalidity
thereof, unless settled amicably under the preceding paragraph, within sixty (60) calendar days after
receipt by one Party of the other Party’s written request for such amicable settlement, shall be referred
by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining. The
decisions of the arbitral tribunal shall be based on general principles of international commercial law.
The arbitral tribunal shall be empowered to order the return or destruction of goods or any property,
whether tangible or intangible, or of any confidential information provided under the Agreement, order
the termination of the Agreement, or order that any other protective measures be taken with respect to
the goods, services or any other property, whether tangible or intangible, or of any confidential
information provided under the Agreement, as appropriate, all in accordance with the authority of the
arbitral tribunal pursuant to Article 26 “Interim measures” and Article 34 “Form and effect of the award”
of the UNCITRAL Arbitration Rules. The arbitral tribunal shall have no authority to award punitive
damages. In addition, unless otherwise expressly provided in the Agreement, the arbitral tribunal shall
have no authority to award interest in excess of the London Inter-Bank Offered Rate (“LIBOR”) then
prevailing, and any such interest shall be simple interest only. The Parties shall be bound by any
arbitration award rendered as a result of such arbitration as the final adjudication of any such dispute,
controversy, or claim.

21.3 AMICABLE SETTLEMENT WHEN THE PARTNER IS A GOVERNMENT: The Parties shall
use their best efforts to settle amicably any dispute, controversy or claim arising out of this Agreement.

21.4 ARBITRATION WHEN THE PARTNER IS A GOVERNMENT: Any dispute, controversy or claim
between the Parties arising out of this Agreement which is not settled amicably in accordance with the
foregoing paragraph shall at the request of either Party be submitted to a tribunal of three arbitrators
(“the Tribunal”). Each Party shall appoint one arbitrator, and the two arbitrators so appointed shall
appoint a third arbitrator, who shall be the chairperson of the Tribunal. If, within 15 calendar days of the
appointment of two arbitrators, the third arbitrator has not been appointed, either Party may request the
President of the International Court of Justice to appoint the arbitrator referred to. The Tribunal shall
determine its own procedures, provided that any two arbitrators shall constitute a quorum for all
purposes, and all decisions shall require the agreement of any two arbitrators. The expenses of the
Tribunal shall be borne by the Parties as assessed by the Tribunal. The arbitral award shall contain a
statement of the reasons on which it is based and shall be final and binding on the parties.

22. PRIVILEGES AND IMMUNITIES: Nothing in or relating to this Agreement shall be deemed a
waiver, express or implied, of any of the privileges and immunities of the United Nations its subsidiary
organs, including UN Women.

_______________________________________________________________________________

Page 8 of 8
 UN WOMEN PARTNER AGREEMENT – DONOR SPECIFIC CONDITIONS – ANNEX 3

Note to UN Women users: When and how to use Annex 3

PLEASE NOTE THAT ANNEX 3 MUST BE GENERATED THROUGH THE PARTNER AND GRANTS AGREEMENT
MANAGEMENT SYSTEM ON OneApp. THIS TEMPLATE IS FOR TRAINING AND INFORMATION PURPOSES ONLY.

1. Annex 3 is intended to be used when the Work is funded by a donor requiring that certain conditions apply to UN
Women’s partners.
2. Please read through the donor agreement covering the funding of the Work to check if the donor is requiring that
UN Women impose certain conditions on its partners, for example, in the case of the EU
or USAID.
3. The most straightforward way to do this is to insert the conditions into Annex 3, however, in some cases you may
have to modify them depending on what the conditions say. For example, some donor agreements will require UN
Women to impose UN Women’s obligations vis-à-vis the donor on UN Women’s partner; whereas other donor
agreements may contain partner-specific conditions.

Here are some examples:

EU:

The following provisions from the Funding Agreement are applicable to the Partner: Article 2.4 of Annex II - General
Conditions for Contribution Agreements (the General Conditions), Articles 2.6, 5 (Conflict of interests), 7 (Data
protection), 8 (Communication and Visibility), 16 (Accounts and archiving) and Article 17 (Access and financial
checks) of the General Conditions.

USAID:

The following provisions from the Funding Agreement are applicable to the Partner: Sections 2 (drug traffickers), 8
(prostitution and sex trafficking), 9 (abortion and involuntary sterilization) and 10 (family planning)

MB this sentence doesn’t show in the system but could be kept for the PPG.In any event, please note that some of the
conditions apply to all partners and some conditions only apply in specific cases. One example is HIV/AIDS activities
where USAID requires that Section 8 be included in agreements with partners. In addition, USAID in some cases
require that a particular condition be included in agreements with partners. As an example, with respect Section 2,
USAID requires that the following provision be included in the Partner Agreement:

4. “The recipient must insert the following clause, or its substance, in its agreement with the designated subrecipient:
The Partner reserves the right to terminate this agreement or take other appropriate measures if (the subrecipient) or
a key individual of (the subrecipient) is found to have been convicted of a narcotic offense or to have been engaged
in drug trafficking. Drug trafficking is defined as any activity undertaken illicitly to cultivate, produce, manufacture,
distribute, sell, finance or transport, or to assist, abet, conspire, or collude with others in illicit activities, including
money laundering, relating to narcotic or psychotropic drugs, precursor chemicals, or other controlled substances.”]

5. Check the donor agreement carefully to ensure that you have identified all conditions relevant in your case.

6. There should not be any inconsistencies between the donor agreement and the Partner Agreement. However, if you
do identify inconsistencies please contact the Legal Office before you proceed.
 UN WOMEN PARTNER AGREEMENT – DONOR SPECIFIC CONDITIONS – ANNEX 3

WHEREAS, UN Women entered into a Donor Agreement, with [fill in the donor] on [insert date] (“the
Funding Agreement”) to receive funding which UN Women has determined to allocate to the Partner for
the Work.

WHEREAS, pursuant to the Funding Agreement UN Women is required to impose certain conditions in
relation to the Work.

The Parties therefore agree as follows:

1. The Partner shall have full programmatic and financial accountability for the use of the funds
allocated for the Work and for the Results. In this regard, in addition to and notwithstanding the
terms of the Partner Agreement, the Partner agrees to implement and comply, and ensure
compliance, with all Funding Agreement provisions and requirements imposed on the Partner
mutatis mutandis or partner-specific as set forth below.

2. PLEASE INSERT THE DONOR SPECIFIC CONDITIONS HERE.

3. In the event that UN Women’s funding under the Funding Agreement is subject to eligibility
requirements, and in the event that the donor considers ineligible any expenses incurred,
payments made or activities undertaken with respect to the Work implemented by the Partner
under the Partner Agreement, further to the Work financed under the Funding Agreement, the
Partner assumes full financial responsibility for these expenses, payments or activities, and the
consequences thereof, in accordance with the terms of the Funding Agreement. Such expenses,
payments or activities shall be deemed in breach of Article VIII, Section 3 (a) of the Partner
Agreement and unapproved by UN Women. UN Women shall not be liable for any such expenses,
payments or activities. The Partner shall seek to resolve the issue directly with the donor. If the
donor refuses or the matter is otherwise not able to be resolved, the Partner will hold UN Women
harmless and indemnify it against all claims and demands made by the donor, and any related
expenses incurred by UN Women in defending against any such claim or demand. Any such claim,
demand or expense shall be deemed as arising out of the Partner’s acts or omissions further to
Article 7 of the General Terms and Conditions for Partner Agreements.

4. In event of any conflict, discrepancy, error or omission between this Annex 3 and the agreement
document, Article II, Section 2 of the agreement document applies.

__________________________________
Funding Authorization and Certificate of Expenditures UN Women Date: DD/MM/YYYY

Country: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX Type of Request:

Programme Code & Title: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX □ Direct Cash Transfer (DCT)

Project Code & Title: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX □ Reimbursement

Responsible Officer(s): XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX □ Direct Payment

Partner: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX
Partner IA Code: XXXXXXXXXXXXXXXXXXXXXXXXXXXXXX

Currency: ___________________________ Budget REPORTING REQUESTS / AUTHORIZATIONS

Planned Actual Project Expenditures New Request Period Outstanding

2018 AWP Balance Authorised Amount Balance Authorised Amount
Activity Description from AWP with Duration Activity ID General ledger code Expenditure Expenditure accepted by Agency & Amount Authorised Amount
Jan -Dec 2018 June -August MM-MM YYYY MM-MM YYYY
A B C D=A-C E F G=D+F

Country needs assessments and consultations ( June - July 2018)

Advances to Implementing Partner 16005 75,000 65,000 65,000
International Consultants 71205 10,000 5,000 5,000
Local Consultants 71305 15,000 15,000 0
Travel 71605 25,000 10,000 15,000
Training Workshops and Conferences 75710 20,000 10,000 10,000
Identification and mapping of existing contents and identify gaps
(July - August 2018)
Communications & Audio Visual Equip 72405 10,000 10,000 0
Supplies 72505 15,000 5,000 10,000
Training Workshops and Conferences 75710 25,000 20,000 5,000
Adaptation of existing content and development of new content
(August - Sept 2018)
Professional Services 74105 20,000 20,000
Audio Visual & Print Production Costs 74205 30,000 30,000
Training Workshops and Conferences 75710 50,000 50,000
Total 220,000 75,000 145,000 0 0 0 0 75,000 65,000 65,000

Accrued Interest for this period:

Total accrued interest to date:

CERTIFICATION
The undersigned authorized officer of the above-mentioned implementing institution hereby certifies that:

□ The funding request shown above represents estimated expenditures as per AWP and itemized cost estimates attached.
□ The actual expenditures for the period stated herein has been disbursed in accordance with the AWP and previously approved itemized cost estimates. The detailed accounting documents for these expenditures can be made available for examination, when required, for the period of five years from the date of the provision of funds.
Date Submitted: Name: Title:

NOTES: * Shaded areas to be completed by the UN Agency and non-shaded areas to be completed by the counterpart.

FOR UN Women USE ONLY:

Approval by Programme Officer:

Approval by Finance Officer:
Signature : _____________________________________
Signature : _____________________________________
Name : _______________________________________
Name : ____________________________________
Title : Programme Officer _____
Title : Finance Officer ________
Date : ______________________________________

FACE Form (Request for funds)

Template for Quarterly Progress Report (to be submitted with FACE form on a quarterly basis)

Section 1. Project and Partner Overview

1.1 Project UN Women Office
reference Project Title
Agreement Reference No.
1.2 Organization Organization / Acronym
information Name of Partner Authorized
Official
Title of Authorized Official
Email of Authorized Official
Phone of Authorized Official
Name of Project Focal Point
Title
Email
Telephone
1.3 Project Project Duration
Information Start Date DD/MM/YYYY
End Date DD/MM/YYYY
Reporting period From MM/YYYY to MM/YYYY
1.4 Budget Project budget Currency, value
information UN Women Contribution Currency, value
Funds received to date Currency, value % of total
1.5 Signature of
Partner Authorized Date:
Official
 2. Reporting on Results Achieved
The table below provides an overview of results achieved during the reporting period and cumulatively since the onset of the project.

Cumulative Approximate annual

Planned Activities (All activities, including sub- Budget (for
Expenditure till Achievements in Cumulative Progress To Date Project Completion of
activities (if any), listed in the Workplan for the the Project
the Reporting Reporting Period1 Towards Results 2 Activity (%)
Project Duration must be included below) Duration)
Period
Output 1:
Activity 1:
Sub activity (if included in
the Work Plan)
Activity 2:
Sub activity (if included in
the Work Plan)
Output 2:
Activity 3:
Sub activity (if included in
the Work Plan)
Activity 4:
Sub activity (if included in
the Work Plan)
Challenges/
bottlenecks faced in
the reporting period
Proposed way forward

1
Succinct narrative account of status of implementation of activities, including clear identification of planned activities not yet implemented, with reasons why. Supporting evidence must be available.
2Narrative assessment/summary of progress of how activities completed contribute to t achievement of the Workplan specific indicators. List the Workplan indicator(s) and target(s) and report against their
progress
FOR UN Women OFFICE Rating Comment if applicable
USE ONLY
Overall progress of the On Track
progress report
Constrained
No Progress
Due to be Initiated Later
Met
Name of UN Women Project Manager

Title of UN Women Project Manager

Signature: Date:
 UN WOMEN PARTNER AGREEMENT

Annex 7: Special Terms and Conditions for Partners Performing Grant-Making Work

Whereas, the Partner has been selected by UN Women to perform Grant-Making Work as outlined in the Partner
Project Document (being Annex 4 of the Partner Agreement), the Partner agrees to be bound by the following
provisions:

1. Grant Award Process

1.1 The Partner shall in accordance with Article VI, section 1 of the Partner Agreement, administer the funds
and carry out the Grant-Making Work under its own financial regulations, rules and procedures to the
extent that it is determined by UN Women that these do not contravene the principles of the financial
regulations and rules of UN Women and that these otherwise are appropriate for the Grant-Making Work.

1.2 Funding provided by the Partner to any individual grant recipient must not exceed 25% of the value of the
Partner Agreement. Funding provided by the Partner to all grant recipients cumulatively must not exceed
50% of the value of the Partner Agreement.

1.3 The Partner acknowledges and agrees that it does not have the right to engage a sub-partner to perform
Grant-Making Work.

1.4 The Partner shall conduct an assessment of grant recipient proposal(s) against the pre-established
eligibility, selection and exclusion criteria outlined in the Partner Project Document meeting the minimum
requirements outlined in section 1.5, below. The Partner shall submit eligible grant proposal(s) to an
independent designated steering committee or grant selection committee for consideration and final
selection. UN Women may appoint a representative on the committee.

1.5 The Partner shall ensure that:

a. The grant award process is organized in a fully transparent manner that guarantees impartiality and
equal treatment to all applicants.
b. Local potential grant recipients are invited to submit applications/proposals for grants.
c. All stages of the grant award process are formally documented.
d. Grants are awarded in accordance with formal rules of procedure, including adequate due diligence
policies and processes.
e. The evaluation process is based solely on the criteria for eligibility, selection and exclusion outlined in
the Partner Project Document.
f. The grant recipient is duly organized and is in good standing in its state/country of organization.
g. Grants are not awarded to applicants:
i. listed on the Consolidated UN Security Council Sanctions List;
ii. involved in child labor;
 UN WOMEN PARTNER AGREEMENT

iii. being investigated for fraud, corruption, sexual abuse, sexual exploitation or other proscribed
practices;
iv. engaged in the sale or manufacture of anti-personnel mines or components utilized in the
manufacture of anti-personnel mines;
v. engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of
the Child, including Article 32 thereof; or
vi. currently or previously engaged as an Implementing Partner or a Responsible Party of UN Women.
h. Grants are not awarded to provide civil construction work, engineering work, purchases of vehicles or
other tangible or intangible property, except for copiers, scanners, printers, laptops and computers.
i. All applicants are notified in writing of the grant award outcome.
j. Grant funds are channeled transparently and effectively to grant recipients and paid in tranches based
on demonstrated achievement or as outlined in the Partner Project Document.
k. No grant is awarded retroactively for activities already started or completed at the time of the
application.
l. A written agreement is entered into with the grant recipient.
m. Procedures are in place (and set forth in any agreements the Partner enters into with grant recipients
pursuant to this Partner Agreement) to:
i. recover grant funds unduly paid, and/or to prevent and address irregularities and fraud by the grant
recipient;
ii. provide UN Women with the Intellectual Property Rights outlined in section 1.6;
iii. ensure that a grant recipient repay the grant, fully or partially, if the grant results in the grant
recipient generating revenue or reducing its costs; and,
iv. suspend, reduce or terminate the grant if the grant recipient fails to comply with its obligations.
1.6 Ownership of patent rights, copyrights, and other similar rights (“Intellectual Property Rights”) to any
discoveries, inventions or works resulting from the use of the grant shall vest in the recipient of the grant.
Nonetheless, the recipient of the grant shall grant UN Women a perpetual, irrevocable, world-wide, non-
exclusive and royalty-free license to use, reproduce, adapt, modify, distribute, sub-license and make use
of such Intellectual Property Rights, including the ability to further license to program country
governments in accordance with the requirements of the agreement between the UN Women and the
government(s) concerned.

2. Managing and Monitoring Performance of Grant Recipient(s)

2.1 The Partner shall supervise and monitor the grant recipient’s activities and its achievement of specified
results pursuant to the grant proposal selected.
 UN WOMEN PARTNER AGREEMENT

2.2 The Partner shall measure the grant recipient’s performance based on results achieved against agreed
performance targets outlined in the agreement with the grant recipient. Performance shall be monitored
and assessed through the progress/narrative and financial reports specified in section 2.3 below.

2.3 The Partner shall ensure that each grant recipient uses the grant as agreed between the grant recipient
and the Partner. The Partner shall ensure that effective performance targets are in place against which
the grant recipient must report periodically and which the Partner will monitor through regular reporting,
at least on an annual basis.

2.4 In addition to Article 14 of Annex 2 of the Partner Agreement, the Partner must ensure that UN Women
may undertake various independent assurance measures (such as site/field visits, spot checks, audits and
investigations) of grant recipients’ programmatic and financial activities.

3. Reporting and Audit

3.1 The Partner shall have in place its own systems to assess and monitor the grant recipient’s activities and
use of grant funds, including reporting and audit requirements.

3.2 The Partner shall ensure the timeliness and accuracy of the grant recipient’s reporting in relation to the
grant and shall be responsible for the management of the grant recipient’s audits. The Partner shall
determine the frequency of audits of grant recipient(s), evaluate audit quality, and monitor audit findings
and any corrective measures to ensure resolution. Notwithstanding the above, UN Women shall have the
right to audit the grant recipient’s related books and records as UN Women may require. Upon request,
the Partner shall provide or cause to be provided to UN Women a copy of audit reports of the grant
recipient(s).

3.3 The Partner shall provide reporting as outlined in the Partner Agreement. In addition, the Partner shall
consolidate the narrative and financial reporting from grant recipient(s) in an annual report that must be
submitted to UN Women no later than 30 days after the end of the year.

4. Responsibility of the Partner

4.1 The Partner shall be solely liable for claims by third parties arising from the grant recipient’s acts and/or
omissions in the course of performing activities under the grant agreement entered into between the
Partner and the grant recipient. UN Women shall assume no responsibility for the actions of grant
recipients and shall in no way be held liable for third party claims arising therefrom.
 ANTI-FRAUD POLICY
Effective Date 22 September 2025
Review Date 21 September 2029
Approved by Executive Director
Director – Strategy, Planning, Resources and Effectiveness
Content Owner/s
Manager - Enterprise Risk Management

Table of Contents
1 Purpose ......................................................................................................................................... 2
2 Application .................................................................................................................................... 2
3 Definitions ..................................................................................................................................... 2
4 Roles and Responsibilities ............................................................................................................. 4
5 Policy ............................................................................................................................................. 7
6 Exceptions to this Policy.............................................................................................................. 16
7 Other Provisions .......................................................................................................................... 17
8 Relevant documents ................................................................................................................... 17

Anti-Fraud Policy Page 1 of 19

1 Purpose
1.1 UN Women is committed to upholding the highest standards of integrity and accountability in
all its operations. Any acts of Fraud in UN Women’s activities result in the loss of funds, assets
and other resources necessary to fulfill the entity’s mandate. Fraud can also seriously damage
UN Women’s reputation and diminish the trust of UN Women’s stakeholders in its ability to
deliver results in an accountable and transparent manner. Furthermore, it may affect
Personnel effectiveness, motivation and morale, and impact on UN Women’s ability to attract
and retain a talented work force. As part of this commitment, UN Women has developed a
comprehensive Anti-Fraud Management Framework. The framework is not a standalone
initiative but is designed to be integrated with other related frameworks and applied to ensure
coordinated practices across UN Women’s activities.
1.2 The purpose of the Anti-Fraud Policy (‘this Policy’) is to:
a) Clarify the roles and responsibilities with respect to the application of this Policy.
b) Outline the measures to be followed to prevent, detect and respond to Fraud within UN
Women.
c) Enhance transparency and accountability among stakeholders, safeguarding resources
and upholding the integrity of UN Women’s mission to advance gender equality and
women empowerment.

2 Application
2.1 This Policy applies to all Personnel. It is of specific relevance to all those with roles and
responsibilities in respect of its application, in accordance with section 4.
2.2 Entities that have contractual arrangements with UN Women such as programme partners are
expected to be aware of this Policy, have in place policies and procedures for combatting Fraud
and have a duty to ensure that UN Women’s resources are safeguarded and used for the
intended purposes. Although not within the scope of this Policy, appropriate provisions are
included in all contractual agreements with programme partners.

3 Definitions
3.1 For the purposes of this Policy, the terms and phrases referred to herein have the following
meaning:
“Affiliate Personnel” means those Personnel engaged by UN Women to perform services for UN
Women whose contractual relationships are not governed by letters of
appointments subject to the Staff Regulations and Rules of the United Nations,
including independent contractors (which include service contract holders,
personnel services agreement holders and consultants), Personnel engaged on

Anti-Fraud Policy Page 2 of 19

 a Non-Reimbursable Loan Agreement, United Nations Volunteers, fellows, and
interns.
“Anti-Fraud The adopted Fraud management principles, approach, methodology and tools
Management that UN Women uses to articulate the governance of Fraud. This includes this
Framework” Policy, the Fraud Risk Assessment Guidance and other related tools, templates
and systems.
“Business Process Heads of Headquarters (global functions) who are responsible for overseeing
Owners” and managing a specific business process, from end to end, and for designing
and implementing policies, procedures and guidance.
“Business Unit(s)” means a Headquarters Division/Section, a Regional Office or and Country
Office.
“Fraud” means any act or omission whereby an individual or entity knowingly
misrepresents or conceals a material fact (a) in order to obtain an undue
benefit or advantage for himself, herself, itself, or a Third Party, and/or (b) in
such a way as to cause an individual or entity to act or fail to act, to his, her or
its detriment (High-Level Committee on Management (HLCM), 33rd Session,
March 2017).

For the purpose of this Policy, Fraud is the collective term used to describe
prohibited practices such as Coercion, Collusion, Corruption, Money
Laundering, Obstruction, Theft/Misappropriation.
“Heads of Office” means a Division Director at Headquarters, a Regional Director, a Multi-
Country or Country Representative, or a Head of Liaison Office. (Note: Regional
Directors and Representatives of Multi-Country Offices are the Heads of Offices
for Non-Physical Presence Offices and Sub-Offices)
“Investigation” means an administrative fact-finding exercise and examination of evidence to
objectively determine the facts following the receipt of an allegation. At the
conclusion of an Investigation, a file of evidence is assembled to form the basis
of possible further action, including disciplinary measures.
“Misconduct” means the failure by a Staff Member to comply with their obligations under the
Charter of the United Nations, the Staff Regulations and Rules or other relevant
administrative issuances, or to observe the standards of conduct expected of
an international civil servant. Such a failure could be deliberate (intentional or
willful act) or result from an extreme or aggravated failure to exercise the
standard of care that a reasonable person would have exercised with respect
to a reasonably foreseeable risk (gross negligence) or from a complete
disregard of a risk which is likely to cause harm (recklessness).”
“Personnel” means Staff Members and Affiliate Personnel
“Retaliation” under the Protection Against Retaliation Policy, means any direct or indirect
detrimental action that adversely affects the employment or working

Anti-Fraud Policy Page 3 of 19

 conditions of a member of Personnel, where such action has been
recommended, threatened, or taken for the purpose of punishing,
intimidating, or injuring a member of Personnel because that individual
engaged in a protected activity as defined in the Protection Against Retaliation
Policy.
“Risk Assessment” means a process which involves identifying and evaluating UN Women’s
applicable standardized Risks, evaluating and measuring the Risk severity, as
well as determining appropriate mitigating actions.
“Staff Member(s)” means a person who is working for UN Women whose employment and
contractual relationship are defined by a letter of appointment subject to the
Staff Regulations and Rules of the United Nations.
“Third Party/Parties” means any external party that has a contractual agreement with UN Women.

4 Roles and Responsibilities

4.1 In accordance with UN Women’s three lines model, the following personnel and/or functions
have specific roles and responsibilities with respect to the implementation of this Policy:
Primary Stakeholders
UN Women Executive Provides oversight over the effectiveness of UN Women’s risk management
Board framework and receives updates on the management and mitigation of the UN
Women’s significant risks and emerging exposures.
Executive Director Ultimately accountable for the establishment and management of an
effective system for Fraud prevention, detection and response, with the
support of other relevant Personnel and functions, as outlined within
the roles and responsibilities section of this Policy.
First and Second Line
Business Process ▪ Design and operate efficient and effective Fraud prevention and detection
Owners (BPOs) controls within the respective span of control and authority, by including
provisions for the management of Fraud within the related policies,
procedures and guidance, and oversee the implementation of and
compliance thereof, within each business process.
▪ Provide oversight in respect of compliance with relevant policies and
procedures and the provisions related to Fraud
▪ For relevant business processes, as outlined in section 5.10 of this Policy,
carry out Fraud Risk Assessments and ensures that the Fraud risk profile is up
to date.
▪ Regularly monitor the effectiveness of the application and effectiveness of
existing and planned mitigation actions.

Anti-Fraud Policy Page 4 of 19

 ▪ Manage the risk of Fraud that may arise from outsourcing of services to Third
Party providers.
Head(s) of Office ▪ Ensure compliance with this Policy and other relevant policies, procedures
and guidance.
▪ Establish an ethical working environment to support the organizational
culture, by raising awareness of this Policy and reiterating the importance of
preventing, managing and reporting Fraud.
▪ Ensure that Fraud Risk Assessments are carried out biennially, in accordance
with the Fraud Risk Assessment Guidance, as well as any other relevant
instructions provided.
▪ Maintain and review the relevant Fraud risk register, and in doing so, validate
the likelihood and impact of risks identified and the effectiveness of existing
controls.
▪ Provide guidance in the consideration of additional mitigating actions that
may be required to manage the risk of Fraud.
▪ Escalate any Fraud risks that crystallize and that meet one or all the
established criteria for escalation, as per the process outlined in the Risk
Management Procedure.
▪ In collaboration with the Learning and Development unit of the Human
Resources Division, shall be responsible for monitoring and tracking the
progress on the completion of the above training for all Personnel and shall
provide updates as part of the quarterly business review process.
Personnel ▪ Understand and comply with the provisions of this Policy, obligations and
rights, understanding the roles and responsibilities with respect to the
implementation of this Policy.
▪ Complete mandatory training on Fraud and corruption, ethics and integrity
and attend and contribute to organizational learning and awareness sessions.
▪ Contribute to Fraud Risk Assessments as may be required.
▪ Report, in good faith, suspicions and allegations of Fraud using the
mechanisms provided in section 5.22 of this Policy.
Chief Risk Officer ▪ Manages the implementation of UN Women’s Anti-Fraud Management
Framework. This shall include an assessment of the effectiveness of UN
Women’s Anti-Fraud measures to ensure alignment of these measures with
overall risk management strategies, as well as providing insights and
recommendations to those with relevant roles and responsibilities within the
Anti-Fraud Management Framework, ensuring it remains robust and
responsive to emerging risks.
▪ Leads efforts on reporting to the Risk Management Committee.
Ethics Advisor ▪ The Ethics Advisor promotes an organizational culture of integrity,

Anti-Fraud Policy Page 5 of 19

 transparency and accountability, by providing confidential ethics advice to all
Personnel on appropriate standards of conduct, as well as the inclusion,
where relevant, of ethics in anti-Fraud training programs.
▪ Receives and conducts preliminary reviews of requests for protection against
Retaliation following a report of possible Misconduct or cooperation with an
audit or Investigation in accordance with the Protection Against Retaliation
Policy.
Financial ▪ Ensures the adequacy of design and operating effectiveness of financial
Management internal controls (including those designed to prevent and detect Fraud) and
Function ensuring overall compliance with relevant policies such as the Internal
Control Framework Policy and the Delegation of Authority Policy.
▪ Working with other relevant functions provides support for the recovery of
financial loss or other assets.
Legal Office ▪ Reviews the Investigation reports prepared by the Investigation Function and
recommending the initiation of disciplinary and administrative actions,
where relevant
▪ Assists, as appropriate, in the recovery action of any financial loss.
▪ Considers, in consultation with the UN Office of Legal Affairs, whether a
referral to national authorities is appropriate
Regional Offices and ▪ Raise awareness of Fraud by ensuring that ongoing training and guidance is
HQ Divisional provided to relevant Personnel and ensure that mandatory training
Directorates requirements are met for all respective offices and functions.
▪ Oversee the implementation of Fraud risk management activities within the
respective region/directorate, ensuring that biennial Fraud Risk Assessments
(where applicable) are completed within the timelines provided.
▪ For Regional Offices, review Fraud risk registers of individual offices and
ensure that these reasonably reflect the Fraud risk profile of the office, based
on the effectiveness and application of existing controls.
▪ Ensure that a feedback mechanism is in place for receiving external party
reporting of suspected cases of Fraud (outside of the provisions outlined in
section 5.20 of this Policy).
Risk Management ▪ Leads the oversight and monitoring of fraud prevention and detection
Committee measures designed to manage potential risks that may expose the
organization to Fraud.
▪ Receives an annual update on the Fraud risk plan and on UN Women’s Fraud
risk profile.
Risk Management ▪ Provides technical support towards the application of this Policy, serving as
Function the repository of knowledge of the Anti-Fraud Management Framework and
leads efforts to enhance awareness thereof.
▪ Monitors Fraud risk management activities across UN Women and ensures

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 that the approaches are aligned to best practices.
▪ Provides guidance on the completion of the Fraud Risk Assessments within
the planned time frames.
▪ Supports, where appropriate, the facilitation of Fraud Risk Assessments,
particularly for significant projects, specific Country Offices, and/or Business
Process Owners.
▪ Carries out quality assurance of Fraud risk registers and provides
feedback thereon.
▪ Consolidates, disaggregates and reports on Fraud risk data across all UN
Women Business Units, with the purpose of determining the corporate
wide Fraud risk profile.
▪ Reports on the implementation of the UN Women fraud risk management
plan on an annual basis to the Risk Management Committee.
▪ Oversees the nominated Fraud champions who act as facilitators as part of
capacity building initiatives.
▪ Works collaboratively with other corporate oversight functions to
implement consistent and effective approaches to the governance of Fraud.
Third Line
Independent ▪ Provides independent advice on the adequacy of internal controls to manage
Evaluation, Audit the risk of Fraud and other types of wrongdoing.
and Investigation ▪ Working with OIOS, has the authority and responsibility for investigating
Service (IEAIS) allegations of Fraud.
United Nations ▪ Provides independent advice on the adequacy of internal controls to manage
Board of Auditors the risk of Fraud and other types of wrongdoing.
▪ Reporting on losses arising because of Fraud within the financial statements.

Roles and responsibilities across the components of the Anti-Fraud Management Framework are
summarized in Annex 1.

5 Policy
General Principles

5.1 This Policy is based on the principles set out in the Staff Regulations and Rules of the United
Nations, the Financial Regulations and Rules, the Standards of Conduct for the International
Civil Service, the standards of conduct outlined in the regulations set forth in ST/SGB/2002/9
entitled “Regulations Governing the Status, Basic Rights and Duties of Officials other than
Secretariat Officials, and Experts on Mission” as well as other relevant UN Women policies and
procedures as outlined in section 8 of this Policy. It also reflects the principles underlying the
United Nations Convention against Corruption and on prevailing best practices for the
management of Fraud.

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5.2 Committing Fraud is against the core values of UN Women and can have a serious impact on
the effective implementation of UN Women’s activities and operations. Fraud not only diverts
resources from their ultimate purposes but also undermine public trust and confidence in UN
Women. Consequently, UN Women has a low-risk appetite towards Fraud and a zero-
tolerance of Fraud and other types of wrongdoing.
5.3 Examples of types of Fraud, that are collectively referred to as proscribed practices, are
included below:
a. Corruption/corrupt practices means the offering, giving, receiving, or soliciting, directly
or indirectly, or attempting to do so, of anything of value to improperly influence the
actions of another party. Without limiting the foregoing, corruption could involve,
among other things, abuse of a conflict of interest, improper gratuities (including
unauthorized acceptance of honors, gifts, or remuneration), bribery (including
kickbacks) or economic extortion.
b. Coercion: means impairing or harming, or threatening to impair or harm, directly or
indirectly, any party or the property of the party to influence improperly the actions of
a party.
c. Collusion/collusive practice means an arrangement between two or more parties
designed to achieve an improper purpose, including but not limited to, influencing
improperly the actions of another party.
d. Money laundering: means the processing of criminal proceeds to conceal or disguise the
nature, source, location, disposition, movement of such proceeds or aiding, abetting and
facilitating such acts.
e. Obstruction: means deliberately destroying, falsifying, altering or concealing of evidence
material to the Investigation or making false statements to investigators to materially
impede a duly authorized Investigation into suspected cases of Fraud; and/or
threatening, harassing or intimidating any party to prevent that party from disclosing its
knowledge of matters relevant to the Investigation or from pursuing the Investigation;
or acts intended to materially impede the exercise of UN Women’s contractual rights of
access to information.
f. Theft/Misappropriation means the unauthorized taking of anything that belongs to
another individual or entity

5.4 The Anti-Fraud Management Framework is aligned with the Committee of Sponsoring
Organizations of the Treadway Commission (COSO) 2013 Fraud Risk Management Guide, and
includes the following components:
a) Fraud risk governance
b) Fraud Risk Assessments
c) Fraud control activities
d) Fraud Investigation and corrective action
e) Fraud risk monitoring activities

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Fraud Risk Governance
5.5 UN Women shall establish an Anti-Fraud Management Framework that demonstrates the
entity’s commitment to high integrity and ethical values regarding the management of the risk
of Fraud and that is aligned to the Risk Management Policy, Internal Control Framework Policy,
Investigations and Disciplinary Process Policy and the Protection Against Retaliation Policy.
5.6 Fraud risk governance is meant to facilitate the delivery of UN Women’s objectives by ensuring
that resources are spent effectively and that assets are safeguarded. The governance of Fraud
risk falls into three main categories; prevention, detection and response, which are
interdependent and mutually reinforcing.
5.7 The management of Fraud is a shared management responsibility that cuts across functional
and managerial reporting lines. Heads of Offices and Business Process Owners, with delegated
authority, are accountable for complying with this Policy and ensuring the adequacy of
relevant fraud risk management measures, including fraud control activities (including
prevention and detective controls), Fraud Risk Assessments, training and awareness,
remediation and corrective actions.
5.8 This Policy also promotes a strong ethical and organizational culture that is driven by
management’s commitment to encouraging an anti-fraud culture that is consistent with the
standards of conduct expected of personnel, such as those relating to conflicts of interest, gifts
and hospitality, abuse of authority and harassment. The standards of conduct include those
prescribed in the United Nations Staff Regulations and Rules, the Standards of Conduct for the
International Civil Service, and the “Status, basic rights and duties of United Nations staff
members” (ST/SGB/2016/9) which are applicable to Staff Members and the contractual
obligation requirements applicable to Affiliate Personnel and Third Parties are designed to
encourage the highest standards of professional conduct, align with organizational values in
doing so, and deter fraudulent practices. These efforts ensure that the ethical and
organizational culture adequately supports the risk culture and the overall approach to the
management of the risk of Fraud.
Fraud Risk Assessments

5.9 In accordance with this Policy, regional and country office Business Units, as well as relevant
Headquarters Business Units shall undertake and complete Fraud risks assessments on a
biennial basis (every 2 years), as an iterative process for identify and assessing Fraud risks
relevant to UN Women, or more frequently as may be needed. These shall be undertaken as
follows:
a) Business Process Owners from specific Headquarters Business Units shall carry out Fraud
Risk Assessments, the outputs of which shall inform the design and approach to the
Regional/Country office Fraud Risk Assessments. These specific HQ business process
Fraud Risk Assessments relate to business processes that have an inherent exposure to
the risk of Fraud as follows: Procurement and Travel Services, Project Management,
Programme Partner Management, Human Resources, Finance, Asset Management,

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 Information Systems and Telecommunications and other business processes that may
emerge as having an inherently high risk of exposure to Fraud.
b) Regional Office and Country Office Fraud Risk Assessments shall then be carried out.
These assessments include the identification of Fraud risk scenarios, the evaluation of the
likelihood and impact of these scenarios occurring based on the adequacy and
effectiveness of existing controls, the development of mitigation actions and the reporting
of Fraud risks as identified and evaluated. Where relevant, outputs of these assessments
may be used to inform HQ business process owners of areas of emerging risks that may
not have been considered and/or additional controls that may need to be considered.
5.10 Fraud Risk Assessments shall be completed in accordance with the Fraud Risk Assessment
Guidance, the outputs of which are Fraud risk registers, which are intended to be used to
minimize UN Women’s exposure to Fraud related risks and facilitate the identification of areas
where management should focus its efforts, while strengthening the UN Women’s Anti-Fraud
Management Framework.
5.11 The completed Fraud risk registers shall be the subject of an independent quality assurance
process, carried out by the Risk Management function, and supported by the Regional Risk
Focal Points (for the Country Offices) as may be required. This quality assurance process is
intended to ensure that the Business Units undertake a balanced assessment of Fraud risks,
taking into account feedback received from other internal and external sources (e.g.,
assessment results from UN Women’s third line), and also ensure that opportunities are
identified where actions can be taken to strengthen the control environment.
5.12 In addition to the biennial cyclical Fraud Risk Assessments, risks related to Fraud must be
identified and considered in the development and implementation of policies to govern
business processes. This may require an assessment by the respective Business Process Owner,
to consider how easily acts of Fraud might occur and to ensure that adequate controls are
included in the provisions of the respective policy.
5.13 When designing a new project, it is important to ensure that the risk of Fraud is fully
considered and assessed as part of the project design and that this risk is evaluated within the
project risk register. This is especially important for high-risk projects that may be complex or
that are implemented in environments that have an inherently high exposure to such types of
risks. The Head of Office is responsible for ensuring that Project Managers evaluate the risk of
fraudulent acts as part of the project design and implementation. Informed decisions by the
Head of Office shall be made on additional mitigating actions, including strengthened controls.
Where there are concerns about the level of Fraud risk within a project, this shall be supported
by an expert in-depth analysis, if necessary, to identify effective mitigation actions.
Fraud Control Activities
5.14 Fraud control activities are integral to UN Women’s internal control environment. Control
activities are the actions established through the policies and procedures to ensure that
management directives and instructions are carried out and complied with. In addition to

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 communicating management’s intent and risk appetite, Fraud control activities are designed
to mitigate the risk of Fraud. Fraud control activities can be classified as either preventive
(designed to avoid a fraudulent event or transaction) or detective (designed to discover a
fraudulent event or transaction). Fraud control activities are established through the Internal
Control Framework Policy, the Internal Control Framework Implementation Procedure and
other policies and procedures contained in the Policy, Procedure and Guidance (PPG)
Framework.
5.15 Fraud prevention and detection controls are managed in accordance with the following:
a. Design and implementation of prevention and detection controls: Business Process Owners
are responsible for designing control activities, as part of policies and procedures, preventive
and detective controls (automated and manual) and which must be continuously monitored
at all levels for effectiveness. Heads of Offices are responsible for ensuring that these
preventive and detective controls are applied by all Personnel in an effective manner and for
ensuring compliance thereto. Examples of controls included in relevant policies that may
mitigate the risk of Fraud are as follows:
i. Management of Personnel – due diligence in hiring processes and effective
performance management. Due diligence is conducted during any recruitment
process for Personnel, regardless of appointment or contract type or grade/level and
includes assessment of actual or perceived conflict of interest, for which all
Personnel are required to make ongoing declarations of any perceived or actual
conflict. Relevant managers and supervisors shall make use of documented work
plans and performance appraisals.
ii. Segregation of duties: effective separation of duties and assignment of
responsibilities. UN Women implements appropriate levels of checks and balances
regarding the actions of individuals, in addition to establishing defined reporting
lines, job descriptions, delegation of authority for decision making.
iii. Data integrity and reconciliations: this includes validation checks and data integrity
analysis, that shall be inbuilt into the automated systems for real-time prevention
and detection of anomalies and errors. Business Process Owners shall continuously
review the business processes and shall make efforts to update automated controls
for the purpose of strengthening the effectiveness of automated controls.
iv. Access controls: this includes the monitoring of system profiles and physical access
to premises. UN Women implements a user matrix with defined system role profiles
which are assigned to relevant Personnel in line with responsibilities based on the
separation of duties as detailed in the Internal Control Framework Procedure.

b. Management of Third Parties: all Heads of Office (supported by relevant Personnel) have a
responsibility to identify the types of Fraud risks that UN Women may be exposed to, within
each respective area. This includes those related to the management of programme
partners, vendors, and other Third Parties as follows:

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 i. Relevant Personnel are expected to undertake rigorous selection procedures for
programme partners and vendors including an assessment of their capacity to fulfil
their obligations. In addition, relevant Personnel shall undertake regular and ongoing
monitoring of Third Parties including thorough performance evaluations and
feedback mechanisms, which are intended to monitor performance, but are also
intended to identify exposures to the risk of Fraud.
ii. Engagements with Third Parties should include an analysis of the contracting terms
that include theeffective management of Third-Party risks including Fraud.
Furthermore, Business Process Owners, Heads of Offices and pertaining
Programme/Project managers shall implement effective monitoring tools, as
appropriate, for Third-Party activities including an assessment of UN Women’s
exposure to the risk of Fraud arising from the outsourced services and/or
engagements.
iii. Programme Partners: as part of the risk-based capacity assessment of programme
partners, Heads of Office supported by Project Managers must ensure that an
assessment is made of whether Programme Partners have effective policies and
systems in place to prevent, detect and report on Fraud, and to address and follow
up on such irregularities. In accordance with the Partner Agreement, Project
Managers should provide existing and potential programme partners with a copy of
this Policy to ensure that UN Women’s mechanisms, reporting obligations and
relevant corrective actions that may be required are clear. Furthermore, UN Women
shall not engage programme partners that appear on the Consolidated United
Nations Security Council Sanctions List and the United Nations Global Market Place
Vendor Ineligibility List. Programme Partners under sanctions will also be flagged on
the UN Partner Portal.
iv. The Procurement and Travel Services function is responsible for providing oversight
and monitoring tools to Personnel/offices who shall ensure, through the due
diligence processes, that vendors adhere to the highest standards of moral and
ethical conduct, respect international and local laws and not engage in any form of
proscribed practices, as referred to in section 5.3 of this Policy. As set out in the UN
Women General Conditions of Contract, vendors have an obligation to comply with
relevant Investigations conducted on behalf of UN Women.
v. In accordance with UN Women’s Private Sector Engagement Policy, relevant
Personnel shall ensure that UN Women does not engage with private sector entities
that are involved in exclusionary and sensitive criteria, that may include Fraud. In
addition, in compliance with the United Nations Security Council sanctions regime,
UN Women shall not engage in partnerships with entities or individuals involved in
such activities.

5.16 Internal Controls: UN Women’s internal control framework, as outlined in the Internal Control
Framework Policy and the Internal Control Framework Implementation Procedure features
five interrelated components of internal control that are an integral element of an effective
accountability framework, and which includes the control environment; risk management;

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 control activities; information and communication; and monitoring. Internal controls are
established in various areas such as procurement, asset management, financial management,
human resources management, programme and project management, and contain various
components aimed at enabling UN Women to detect control deficiencies or risks.
5.17 Training: all Personnel, regardless of contract type, must complete ALL mandatory training
(available online), within 180 days of commencing their contract/appointment with UN
Women. This includes the following, which are relevant to the management of Fraud:
a) Fraud and Corruption Awareness and Prevention
b) Ethics and Integrity at the United Nations
5.18 Awareness: Heads of Offices shall be responsible for ensuring that all Personnel attend in-
person and virtual training that is made available, and that focuses on raising awareness on
anti-fraud activities. Heads of Offices shall also be expected to ensure that all programme
Personnel are aware of the Fraud Awareness for Implementing Partners course that is
available on the Agora platform and the UN Partner Portal and shall encourage programme
Personnel to complete this course to be able to effectively build capacities of programme
partners in Fraud awareness.
Fraud Investigation and Corrective Actions

5.19 UN Women will investigate all credible allegations of Fraud involving UN Women. Where these
actions are established, UN Women will determine the appropriate steps in accordance with
the Investigations and Disciplinary Process Policy
5.20 Reporting of allegations of Fraud:
a) Staff Members with information about suspected Fraud are required to report the
allegation to the Office of Internal Oversight Services (OIOS). Affiliate Personnel and Third
Parties with information regarding suspected Fraud are strongly encouraged to report the
allegation to the OIOS. OIOS has established and maintains a reporting mechanism, also
known as the Investigation Hotline, to ensure that persons wishing to report Fraud may
do so at any time, free of charge, and confidentially. The Investigation hotline can be
directly accessed worldwide in different ways:
Online reporting form: Report wrongdoing through this link

Phone: + 1 212-963-1111 (24 hours a day)

Regular mail:
Director, Investigations Division – Office of Internal Oversight Services
1 United Nations Plaza 9th Floor
New York, NY, 10017, U.S.A.

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 b) Where relevant, Personnel are also encouraged to report suspected Fraud to the
supervisor or any other appropriate supervisor within the Business Unit who may then
make the report to OIOS, based on the evidence available.

Protection Against Retaliation

5.21 UN Women does not tolerate any form of retaliation. Personnel who believe that retaliatory
action has been taken against them because they have reported Misconduct or wrongdoing,
including Fraud, or cooperated with a duly authorized Investigation or audit, may submit a
request for protection against Retaliation to the Ethics Advisor by email to ethics@unwomen.org
using the Protection Against Retaliation Form. Upon receipt of a completed Protection against
Retaliation Request Form, the Ethics Advisor will promptly acknowledge receipt and conduct
a preliminary review of the request to determine whether (a) the complainant engaged in a
protected activity; and (b) there is a prima facie case that the Protected Activity was a
contributing factor in causing the alleged Retaliation. Prima facie cases of Retaliation will be
referred to OIOS for Investigation.
5.22 Investigations and case analysis: All reports received by OIOS will be assessed through an
intake process. Where it is determined that the matter warrants an OIOS Investigation, it will
be appropriately assigned. The Investigation is a detailed inquiry and examination of evidence
to objectively determine the facts following the receipt of an allegation. At the conclusion of
an Investigation, a file of evidence is assembled to form the basis of further action (such as a
decision on whether formal charges of misconduct should be made against a staff member or
administrative action should be taken against a staff member, Affiliate Personnel, vendors,
programme partners or other Third Parties).
5.23 Remediation and Corrective Action: upon the conclusion of an Investigation process and upon
receipt of the information on the results of the Investigation(s), UN Women will determine
what further action shall be taken such as the following:
a) For Staff Members, further action may include disciplinary or non-disciplinary measures,
or, in consultation with the UN Office of Legal Affairs, referral of the matter to the
appropriate national authorities of the Member State in accordance with General
Assembly resolution 62/63.
b) For other parties, including Affiliate Personnel, Programme Partners, and vendors, action
may be taken in accordance with the contractual arrangements between UN Women and
the relevant party. This may include sanctions, contractual claims and/or termination of
contract. In addition, in consultation with the UN Office of Legal Affairs, the matter could
be referred to the appropriate national authorities of the Member State.
c) If there is evidence of improper use of funds as determined after an Investigation, UN
Women will use its best efforts, consistent with its regulations, rules, policies, and
procedures to recover any funds misused.

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 d) Lessons learned from incidents of Fraud provide UN Women with insights into control
weaknesses and possible recurring patterns. The Risk Management function, working with
Business Process Owners and Heads of Offices, shall, as part of lessons learned, ensure
that actions are taken to rectify lapses in controls that may have been identified, and
which have been highlighted by IEAIS as key matters arising from closed investigations
which point to control weaknesses or gaps in internal controls. These matters, where
available, should be included as part of the Fraud Risk Assessment process to prevent both
the likelihood and impact of recurrence and should, where relevant, inform revisions to
relevant policies, procedures and guidance.
5.24 Referral to Law Enforcement and Civil Litigation: the Legal Office shall consider, in
consultation with the UN Office of Legal Affairs, whether a referral of a matter to national
authorities of a Member State is appropriate, including whether a referral is required in
accordance with UN General Assembly Resolution 62/63.
5.25 Recovery of Financial Loss or Assets: Financial Management Services, working with relevant
functions such as the Legal Office, Human Resources Division and/or Programme Management
Support Unit, is responsible for taking actions to recover any financial loss or assets identified
during the Investigation.
5.26 Disclosing and reporting cases of Fraud: Fraud investigated by the Investigation Function will
be reported to the Executive Board through its established reporting mechanisms, as follows:
a) Cases of confirmed Fraud are publicly reported to the UN Women’s Executive Board by
the United Nations Board of Auditors through the Report of the Board of Auditors.
b) An annual report on Investigation activities is also provided to the Executive Board. As
requested by the Executive Board in its decision UNW/2015/4, this report includes
complaints received broken down by category including fraud, disposition of cases, and
any financial loss as well as information on the actions taken and UN Women’s
management’s response to substantiated allegations of misconduct including fraud.
c) Pursuant to the Investigation and Disciplinary Process Policy and “in the interests of
transparency, the Executive Director shall inform the UN Women Executive Board of
disciplinary decisions taken in the course of the preceding year and publish an annual
report of cases of misconduct (without the individuals’ names) that have resulted in the
imposition of disciplinary measures.”
d) The Director, IEAIS and OIOS, may provide additional reports to the Executive Board, and
may also provide in-person briefings during the year, as they deem appropriate, or in
response to requests for such a briefing from the President of the Executive Board.
e) Information relating to allegations of Fraud, subsequent Investigations and post-
Investigation actions are to be treated confidentially and with the utmost discretion to
ensure inter alia the probity and confidentiality of any Investigation, to maximize the
prospect of recovery of funds, to ensure the safety and security of persons or assets, and
to respect the due process rights of all involved.

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Monitoring Activities
5.27 The monitoring of the design and effectiveness of this Policy and the overall Fraud
Management program shall be undertaken by the Risk Management Function; this shall be
undertaken in a manner that ensures that the five components of the program, as defined in
this Policy are present and functioning as designed, and to ensure that UN Women identifies
changes in a timely manner.
5.28 The monitoring of compliance with relevant provisions of this Policy shall be undertaken by
relevant Business Process Owners, Regional Offices and HQ Divisional Directors. This shall
include the review and monitoring of compliance to policies and procedures and the review of
the fraud risk landscape to identify areas where UN Women may be exposed to a high risk of
Fraud. Examples of monitoring activities include the following:
5.29 Providing oversight to ensure compliance with the Internal Control Framework Policy and the
Delegation of Authority Policy. This also included compliance with anti-fraud controls in other
policies such as the Procurement and Contracts Management Policy, Asset Management
Policy, Programme Partner Management Policy, etc.
5.30 Use of measures to detect instances of non-compliance, e.g. exception reporting to detect risk
factors that exceed the thresholds set in the policies or procedures, or that deviate from the
expected norm, and which may highlight potential compliance issues.
5.31 Requests for certifications from Heads of Offices, confirming compliance to internal controls
outlined in related policies, procedures and guidance.
5.32 Review of the results of audits and Investigations that are related to actual or potential Fraud.

6 Exceptions to this Policy

6.1 Exceptions to this Policy are strongly discouraged and are permitted only in very limited
circumstances and require pre-approval by the Executive Director. The process to be followed
in the unlikely event that an exception to this Policy is required is outlined in paragraph 5.9 of
the Policy, Procedure and Guidance Framework Procedure.
6.2 A deviation from this Policy that has not been pre-approved by the Executive Director will be
classified as a post-facto case and is not permitted.
6.3 It is not acceptable under any circumstance for Personnel to take any action that is inconsistent
with this policy as this could lead to reputational, financial, governance and other types of
risks.
6.4 Personnel who do take any action that is inconsistent with this Policy will be held accountable
for their actions.
6.5 Monitoring and reporting on exceptions: The content owners of this Policy (Director, SPRED
and Manager ERM) have an obligation to monitor the validity and application of all approved

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 exceptions to this Policy and the related procedures (where granted), and to report to the
Internal Policy Management Team on a quarterly basis, on the validity of these exceptions

7 Other Provisions
7.1 This Policy supersedes the Anti-Fraud Policy dated 20 June 2018.

8 Relevant documents
8.1 Risk Management Policy
8.2 Internal Control Framework Policy
8.3 Investigation and Disciplinary Process
8.4 Charter of the Independent Evaluation Audit and Investigation Services
8.5 Protection Against Retaliation Policy
8.6 Procurement and Contract Management Policy
8.7 Staff Rules and Regulations of the United Nations
8.8 Addressing Allegations of Fraud by a Partner or its Personnel-Guidance

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 Annex 1 – Roles and Responsibilities Matrix across the Anti-Fraud Management Framework
P: Primary Responsibility (Lead) A: Assist (Supporting Role) SR: Shared Responsibility
BPOs Heads of Office ERM IEAIS OIOS Legal Ethics RMC ED

1. Fraud Risk Governance

1.1 Anti-Fraud strategy P P
1.2 Anti-Fraud Policy framework ownership SR P
1.3 Anti-Fraud Policy compliance P P SR
1.4 Anti-Fraud Framework evaluation and reporting P
2 Fraud Risk Assessments
2.1 Fraud Risk Assessment SR P
3. Fraud Control Activities
3.1 Fraud Prevention & Detection Controls P SR
3.2 Internal Controls P(Fin)
3.3 Fraud Training and Awareness P SR
4 Fraud Investigation, Protection Against Retaliation and Corrective Actions
4.1 Management of Investigations Hotline P
4.2 Protection Against Retaliation mechanism P1 P2
4.3 Investigations and Case analysis SR P
4.4 Remediation and Corrective action, including Disciplinary Actions SR SR A P
4.5 Referral to Law enforcement and Civil Litigation P
4.6 Recovery of Financial Loss/Assets P(Fin)
4.8 Disclosing and reporting cases of Fraud P
5 Fraud Risk Management Monitoring Activities
5.1 Monitoring of compliance with the Anti-Fraud policy and related P SR SR
procedures

1 Investigations
2 Preliminary reviews

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