Update on actions taken to address the audit

Update on actions taken to address the audit of official travel at the United Nations Sonja Leighton-Kone Environment Programme Director, Corporate Services Division

Presentation Overview Key Audit Findings 1 4 Next Steps Lessons Learned 2 3 Actions taken by UNEP

The Audit and Key Findings The Office of the Internal Oversight Services (OIOS) conducted an audit of official travel at the United Nations Environment Programme The audit covered the period from 1 st January 2016 to 31 st March 2018 The audit showed that there is a critical need for UNEP to enhance accountability and transparency in the management utilization of travel funds 14 Recommendations in total – One is critical 13 are important Who? When? Findings?

Management Establish an appropriate tone at the top by emphasizing the necessity for managers and staff to respect the applicable regulations and rules established

Compliance Ensure that staff record the leave taken during official travel in the time management module

Enforce Establish and enforce an accountability mechanism to ensure that managers and staff travelling on mission prepare mission reports and promote transparency.

Assess Ensure that managers and supervisors reviewing travel plans clearly indicate on the travel plan that the necessity of travel has been assessed

Monitor Establish a mechanism to monitor and resolve long outstanding travel advances.

Minimize Develop policies and incentives that minimize travel

Plan Ensure that managers and supervisors reviewing travel plans clearly indicate on the travel plan

Resolve Establish a mechanism to monitor and resolve long outstanding travel advances.

Actions taken by UNEP 01 Issuance of strengthened travel guidelines. 02 03 Strengthen link between use of travel and results Respect of UN rules and regulations In-depth review of individual travel plans and linkages to other staff policies. 04 05 Standardize processes, reports and intensify training

Lessons Learned This is opportunity to have a renewed commitment to effective management mechanisms and processes. Implementation of improved guidelines which offer preventive + detective controls. There was a gap in senior leader’s visibility on travel, not only of direct report but more widely across teams. Adhering to the spirit of the new delegated authorities issued; clarity has been provided on accountabilities and the monitoring mechanisms which will be placed at the disposal of senior leaders to support them.

Next Steps • Refresher training of key staff in the travel process • Behavior to model in travel planning • Use of templates • Updates on steps taken in implementation with the supporting document evidence is updated + shared. • Of particular note, pleased to report 80% of outstanding advances cited have been settled and further actions are on-going.

For further information: Sonja Leighton-Kone Director, Corporate Services Division Mobile No: +254 -741 -604 -440 Email: sonja. leighton-kone@un. org.