Administrative Circular - AC/UNITAR/2023/2 - Revision to the Policy Guidelines for Agreements with Implementing Partners

Sep 16, 2026

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Administrative Circular AC/UNITAR/2023/2 (dated 12 January 2023) revises the Policy Guidelines for Grant Agreements to Implementing Partners (“Grants-Out”), replacing the November 2021 revision. The updated guidelines incorporate decisions approved by the Board of Trustees at its Sixty-Third Session (4 November 2022) and provide implementation, eligibility, due diligence, documentation, cost rules, reporting, audit access, and financial reporting requirements for UNITAR staff and personnel. Grants already under implementation receive grandfathering.

LanguageEnglish

CategoryLetters

FormatPDF

Pages19

Reading Time7 min

AccessFree to download

Purpose

Entry into force

Summary of changes (November 2022 revision)

Contents

I. Introduction

II. Eligibility and exclusion criteria

III. Procedures for awarding grants to IPs

IV. Eligible and ineligible costs

V. Use of instruments and standard templates

VI. Elements required in agreements

VII. Terms and conditions of the main agreement

VIII. Agreements with businesses

IX. Procedure

Administrative Circular Reference: AC/UNITAR/2023/02 Date: 12 January 2023 | From: Nikhil Seth, UN Assistant Secretary-General, UNITAR Executive Director | | --- | | Subject: Revision to the Policy Guidelines for Agreements with Implementing Partners | Purpose 1. The purpose of this Administrative Circular AC/UNITAR/2023/2 is to revise the Policy Guidelines for Grant Agreements to Implementing Partners (“Grants-Out”), as approved by the Board of Trustees at its Sixty-Third Session on 4 November 2022. The present guidelines replace the revision of November 2021 (AC/UNITAR/2021/09) . 2. The annexes referenced in these guidelines are avaialble on the Partnership and Grant Oversight webpage on UNITARnet. Entry into force 3. This Administrative Circular shall come into effect immediately. Grants presently under implementation shall be grandfathered from the revisions contained herein. Policy Guidelines for Agreements with Implementing Partners “GRANTS – OUT” Revision approved by the Board of Trustees at its Sixty-Third Session (November 2022) | Title | Policy Guidelines for Agreements with Implementing Partners | | --- | --- | | Responsible unit | Partnership and Grants Oversight Unit | | Creator | Partnerships and Grants Oversight Unit | | Consultation | Management (30 September 2022-6 October 2022) , Board of Trustees, 31 October 2022 – 4 November 2022 | | Date approved | 4 November 2022 | | Audience | UNITAR staff members and personnel | | Applicability | Applies to all grants issued by UNITAR to implementing partners | | Replaces | Policy Guidelines for Agreements to Implementing Partners (AC/UNITAR/2021/09) | | Is part of | Policies and procedures for acceptance and disbursement of funds | | Related documents | Policy Guidelines for Agreements on the Acceptance of Contributions for Specific Purposes (“Grants-In”)
Due Diligence Assessment for Implementing Partners | Summary of changes (November 2022 revision): Section II paragraph 6d): Requirement for a Declaration on Honour from all IPs. Section II para 7c): Paragraph 18 requires NGOs to be subject to a Due Diligence Assessment (DDA) for projects above $30,000 . Section III para 10: Programme Managers shall ensure that the IP identified by the donor or under the project document does not represent a reputational risk to UNITAR. Section III para 11: Direct grant award selection to be documented. Section III para 13: Competitive Selection procedure which introduces objective methodology on the assessment of proposals. Section III para 14: Clarifies that any waiver to the policy requires prior approval by the Executive Director. Section III para 15: Requires the performance of a DDA to Ips that receive USD 100,000 within 2 years, even if the grants come from different donors. Section III para 16: DDAs should comply with specific donor requirements and/or shall be based on the purpose of the grant. Section III para 21 : Requires Programme Managers to report on the implementation of DDA recommendations at the end of the project and/or before the issuance of anew Grant to the same IP. Section IV articles 22, 23 and 24: Introduces the eligible and ineligible cost for Grant Agreements. Section IX para 32: Prior to entering into a grant agreement, the IP shall submit its latest financial statements. If the IP is a business, detailed organigramme shall also be submitted. Section XI para 43: UNITAR reserves the right to undertake spot checks, expenditure verifications and, if required by the donor, an audit. Section XI para 44: All grants above $200,000 shall be subject to an expenditure verification to be carried out by an independent auditor unless the project’s donor expresses otherwise. Grants below this threshold may be subject to an expenditure verification on the basis of risk and/or a donor request. Section XI para 45: IP shall keep original documents for seven years after the end of the agreement. Section XI para 46: The IP

FAQs

What is the purpose of Administrative Circular AC/UNITAR/2023/2?

It revises the Policy Guidelines for Grant Agreements to Implementing Partners (“Grants-Out”), replacing the November 2021 revision approved by the Board of Trustees.

When do the revised guidelines enter into force, and how are ongoing grants handled?

The circular takes effect immediately, while grants presently under implementation are grandfathered from the revisions.

What major changes were introduced in the November 2022 revision?

Key updates include requirements for declarations, due diligence assessments, reputational risk checks, documentation of grant award selection, clarification on waivers, eligible and ineligible cost provisions, and additional financial reporting and verification requirements.

Sep 16, 2026

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