This policy outlines the mandatory actions, roles and responsibilities, and risk mitigation controls for effective document management in UNFPA. The purpose is to improve information access, safeguard organizational digital property and preserve institutional memory.
This policy details information on the provision, management and coordination of headquarters real estate, building and administrative services including office supplies, reprographic services, circular, space management, building maintenance, mail, pouch and courier, conference, travel, and headquarters vehicle services, as well as environmental sustainability and greening measures.
The Policy for Translation of Official Documents lays out the general principles of translation of official documents at UNFPA (i.e., working languages, types of documents to translate, etc.) and includes information on procurement of translation services and funding of translations.
The Policy and Procedures for Mail and Pouch relates to the collection, distribution, sending, and receiving of mail including selection of an appropriate delivery method.
The Policy for Vehicle Management contains information on the provision, use, control, insurance, maintenance, safety and protection, accidents, and theft of UNFPA owned and controlled vehicles.
The Policy for Real Estate ManagementIn Field Offices purpose is to equip UNFPA field offices with the information and tools necessary to establish, maintain, and operate office premises, including determining types of premises, office premises selection, UN houses, common and shared premises, and insurance coverage requirements.
The Policy for Hospitality Events provides information on what is considered to be a hospitality event, how to have an event approved and it sets limits on spending for such events. It also provides rates and conditions for reimbursement.
The Policy for Office Supplies and Furniture sets out the main principles, rules and procedures regarding the management of office supplies and furniture. This includes stationery, flags, insignia, and business cards.
The Policy and Procedures for Fixed Asset Management provides information on the recording, use, security, control, maintenance, disposal, and theft of all UNFPA-owned and -controlled assets, whether purchased by UNFPA or obtained through a donation in-kind.