Local Contracts

Last updated on 27/02/2017

This module is meant to manage Local Services Contracts signed by Decentralized Offices. It enhances the monitoring of expenditures, the forecasting of budgetary requirements and provides an efficient tool for administrative follow-up exercises between Decentralized Offices and their Regional Offices.

For contracts related to Premises please click here.

 

  • How to get there
  • Search for a local contract
  • Add a new local contract
  • Edit a local contract
  • Add a new term

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    How to get there

    Log-on using your Username and Password, click on "Countries & Offices" on the top navigation bar, then click on "Local Contracts" and select "Local Contracts".

    The Local Contract Main page provides a list of all local services contracts.

     

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    Search for local contracts

    Local contracts can be easily searched using the Filter Selection criteria by selecting the Status, Year Fund and/or Contract type.

    To view the information in alphabetical or chronological order, click on the on the column header and select "Sort Ascending" or "Sort descending".

    To "View/Hide" columns click on the column header and select/deselect the relevant boxes as per image below:

    Local contract can also be grouped by the selected column header by selecting "Grouped by this field" or can be arranged in groups by selecting the "Show in Groups" option.

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    Add a new local contract

    To register a new local contract, click on the "New Local Contract" link on the top left-hand side of the screen to open the new contract form.

    Contract Information:

    • Type*: Select the type of contract from the drop down menu. 
    • Language*: Specify the language used for the contract: English, French, Spanish, Chinese, Arabic or Russian.

    Contractor

    • Type*: Specify if the contractor is a private company/individual or an UN Agency. 
    • Name*: Name of the contractor
    • Address*: Address of the contractor 

     

    Important note: If the contract type relates to "Premises" additional information is required, please click here for detailed instructions.

     

    The contract information is made out of two sections accessible from two separate tabs: Details and Terms

     

    DETAILS tab:

    Fund*: Select between Regular Programme RP and Field Programme FP
    Advance Payment*: Specify if the contractor wishes to be paid in advance. The default is set to "No".

    Renewal

    • Renewal Notice: If the contract is renewable.
      • Days: Specify the numbers of days for the Renewal advance notice.
      • Method: Choose from the drop down menu if the Renewal notice is tacit, or if it should be given in writing.
    • Termination Notice:
      • Days: Specify the numbers of days for the Termination advance notice.
      • Method: Choose from the drop down menu if the if the Termination notice is tacit, or if it should be given in writing.
    • Remarks: Open field that allows to enter any useful remarks. 
    • Attachments: Click the "Attachments" link to attach scanned copies of the signed local contracts or any other pertinent documentation.

     

    TERMS tab:

    Current Term

    • From*: Specify the starting date of the contract period of reference either manually or by using the calendar
    • To*: Specify the end date of the contract period of reference either manually or using the calendar
    • Currency*: Specify the currency stipulated in the contract.
    • Payment Frequency*: Specify the frequency payments should be made by selecting the applicable period from the drop-down menu: Monthly, Every 2 months, Every 3 months, Every 4 months, Every 6 months, Yearly, Every 2 years and Full duration.
    • Total Term Amount*: Specify total amount due for the whole contract period.
    • Remarks: Open field that allows to enter any useful remarks.

    Previous Terms

    This section displays in chronological order all registered contract terms, the list is empty when a term is registered for the first time. 

    Please note: all fields marked with an asterisk * are compulsory.

     

    If the contract has not yet been signed, you can click the "Save" button, this will save the record for future use and it will be listed with status "Draft". To register the contract click the "Activate" button.

    To close window without saving, click the "Cancel" link.

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    Update a local contract

    Depending on the their status, contracts can be viewed or edited by right clicking on them and selecting the required action:

    Available actions are:

    • View: To view all information about the contract.
    • Edit: To edit the information saved. This action can only be performed when the contract is in "Draft" mode.
    • Add New Term: To renew the contract or change its conditions. Click here for more information.
    • Edit Attachment: This action allows the upload or deletion of the attachments of an active contract.
    • Close: This action opens a pop up window asking for the date the Contract has been Closed, the date is defaulted to the current date, but it can be changed manually or by using the calendar.
    • Reopen: If the contract has been closed, this action re-opens the contract by changing its status back to "Active".
    • View/Edit Payments: These two actions are specifically addressed to "Premises" type contracts, in order to register the rent payments, click here for more information.
    • Correct: This action is only available to authorized users.
    • Delete: To delete the contract. This action can only be performed when the contract is in "Draft" or "Closed" mode.

     

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    Add a new term  

    To renew or change the conditions of the contract, right click on the contract and select "Add New Term":

    The details of the new term can be entered in the "Current Term" section:

    Current Term

    • From*: Specify the starting date of the contract period of reference either manually or by using the calendar.
    • To*: Specify the end date of the contract period of reference either manually or using the calendar.
    • Currency*: Specify the currency stipulated in the contract.
    • Total Term Amount*: Specify the total amount due for the whole contract period.
    • Payment Frequency*: Specify the frequency payments should be made by selecting the applicable period from the drop-down menu: Monthly, Every 2 months, Every 3 months, Every 4 months, Every 6 months, Yearly, Every 2 years and Full duration.
    • Remarks: Open field that allows to enter any useful remarks.

    Previous Terms

    This section displays the previous terms details in read mode and can be removed by right clicking on them and select "Remove".

    Please note that the most recent terms cannot be removed.

     

    To save the new term click the "Save" button. To close window without saving, click the "Cancel" link.

    Once saved the new term will be appearing in the "Previous Terms" section.

     

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