PMU structure and terms of reference

As the establishment of the Project Management Unit (PMU) should start as soon as possible after UNDP has been confirmed at the PR to ensure that the required human resources are in place, one of the key activities in the start-up process is defining the structure and terms of reference (TORs) of the PMU.

The structure and terms of reference of the PMU should be defined with support from the UNDP GFPHST, with consideration to the following:

The structure should allow for the necessary human resources to be available to ensure adherence to the terms of the Grant Agreement and the implementation of programme activities.
PMU structures vary considerably both across and within regions, reflecting the diversity of programme activities and levels of risk. COs should determine PMU resource needs by viewing the grant in terms of its life cycle, as the structure may change over time with surges of staff required during peak times (e.g. net distribution campaigns). For monitoring and evaluation:
- The PMU should assess the need for at least one dedicated M&E position at the appropriate level, reflecting the complexity of programme implementation (e.g., number of service delivery areas, number and capacity of Sub-recipients).

It is preferable not to combine Programme and M&E positions, unless it is in a managerial or oversight capacity. Combining these positions can compromise effective oversight and also high-priority programme activities may overshadow M&E activities.
Dedicated M&E capacities enable the PMU to effectively analyse performance and apply the lessons learned, which can have a positive impact on performance management and can also enhance national health management information systems and capacities.
PMU staff costs (staff, operating costs) should be budgeted in the grant as direct costs for grant management. UNDP’s pro forma costs are accessible here. For more information regarding budgeting for PMU and other staff costs, please refer to the financial management section of this Manual.
COs should not overlook the human resources needs that will be required during the grant closure period.
The terms of reference for each PMU position should include the standard UNDP core competencies, cross-functional competencies, technical competencies and people management competencies clearly defining the key responsibilities of their respective roles. Structure of the UNDP competency framework and further details can be found here.

For examples of TORs for various positions please reach out to the UNDP GFPHST.

Following the introduction of the new PSA policy framework in 2021, UNDP BMS/OHR issued the Guide on Using Contractual Modalities which sets out the roles, responsibilities, and accountabilities governing the selection and usage of appropriate contractual modalities within UNDP. An additional Memorandum on appropriate use of contractual modalities was related in September 2023 to draw attention to this Guide and, given the critical importance of ensuring that the correct contractual modality is used in each case, highlight the key criteria that must be followed when considering how best to meet a particular staffing need. In October 2025, the Executive Office approved revisions of the IPSA and NPSA policies. The revised policies clarify and improve conditions of service, such as annual increments of 3%, pension payments of 8.33% for IPSA holders, and applicability of flexible working arrangements policy to PSA holders. An overview of the PSA policies can be found here.

COs have leveraged United Nations Volunteers (UN Volunteers) as an efficient and cost-effective way of mobilizing additional human resources needed for project implementation beyond the core team, in functions ranging from medical and health service professionals to engineers, ICT, M&E and procurement specialists. UNV and UNDP have developed a number of standard Descriptions of Assignment (DoA) templates to support future deployments: Monitoring and Evaluation, Procurement and Supply Chain Management Specialist, Civil Engineer (health infrastructure), Finance Officer. For more information on types of UNV profiles and how to host a UN Volunteer, please see the UN Volunteers section of the Manual, which includes additional links to UNV guidance material.

Practice Pointer

As part of the PR Capacity Assessment Tool that the Global Fund requires COs to complete during grant-making, COs are often required to submit the PMU structure and TORs for review by the Local Fund Agent (LFA). For further guidance on other components of the start-up process, please refer to the PR start-up section of the Manual.

Resources

Generic UNV DoA Template for Civil Engineer-Health Infrastructure Download

Functional Area: Human Resources Project Stage: PR Start-up Author: UNDP Language: English Type: Template Topic: UNV, Human Resources, UN Volunteers Resource File Format: Word Resource Accessibility: Publicly accessible

Generic UNV DoA Template for GF Finance Officer Download

Functional Area: Human Resources Project Stage: PR Start-up Author: UNDP Language: English Type: Template Topic: UN Volunteers, UNV, Human Resources Resource File Format: Word Resource Accessibility: Publicly accessible

Generic UNV DoA Template for GF Monitoring and Evaluation Specialist Download

Generic UNV DoA Template for Health Procurement and Supply Chain Management Specialist Download

Functional Area: Human Resources Project Stage: PR Start-up Author: UNDP Language: English Type: Template Topic: UN Volunteers, Human Resources, UNV Resource File Format: Word Resource Accessibility: Publicly accessible

UNDP Finance Resource Management Policies

Functional Area: Human Resources Project Stage: PR Start-up Author: UNDP Language: English Type: Policies, Procedures and guidance Topic: Resource Management, PR Start-up, Human Resources Resource File Format: Link Resource Accessibility: Publicly accessible

UNDP POPP - Individual Contract

Functional Area: Human Resources Project Stage: PR Start-up Author: UNDP Language: English Type: Policies, Procedures and guidance Topic: Contractual Modality, PR Start-up, Human Resources Resource File Format: Link Resource Accessibility: Publicly accessible

Functional Areas

Project Lifecycle