GUIDANCE REQUEST: COMMITTEE ON CONFERENCES, THE UN

UNCLAS USUN NEW YORK 000804 SIPDIS E.O. 12958: N/A TAGS: AORC KUNR UNGA SUBJECT: GUIDANCE REQUEST: COMMITTEE ON CONFERENCES, THE UN BODY ON CONFERENCE MANAGEMENT TO CONVENE SUBSTANTIVE SESSION ON SEPTEMBER 8, 2008 ¶1. This is an guidance request. See paragraph 13. ¶2. Summary: The Committee on Conferences (CoC),the intergovernmental body mandated to make recommendations to the General Assembly on all matters related to conference servicing, will hold its substantive session September 8-12, ¶2008. USDel will work to pursue outcomes that reduce the cost, frequency and duration of conferences and meetings. Further guidance, if necessary, is sought from the Department on specific measures to achieve the USG goals and objectives in regards to this issues. ¶3. The CoC agenda and program of work for 2008 is contained in document A/AC.172/2008/1. Particular areas of interest for the USG include the approval of the calendar of conferences and meetings (and intersessional departures from this approved calendar, the provision of conference services for the meetings of non-calendar bodies such as regional groups, the utilization rate at all four duty stations (New York, Geneva, Vienna and Nairobi),the impact of the capital master plan on conference services at UN Headquarters and The Department of General Assembly and Conference Management's DGACM) progress in implementing integrated global management system. End Summary. ¶4. INTEGRATED GLOBAL MANAGEMENT: The Secretary-General's report is contained in document A/63/119. The report states that DGACM is in the process of implementing its integrated global management initiative, which will improve coordination and harmonization of policies, practices and procedures across the four duty stations. The report states that DGACM has put increased emphasis on information technology solutions to maximize the use of common processes in reporting, meetings management and documentation planning and processing. USDel will continue to support efforts by DGACM to improve cost-effectiveness of UN conference services through the use of new technologies and the implementation of reforms and management improvements. ¶5. UTILIZATION RATE: The overall utilization rate for 2007 remained at 83 percent - the same as in 2006 - which represents a 2 percent decrease form the 2005 rate. Vienna registered the largest rate increase among the four duty stations, from 85 percent in 2006 to 90 percent in 2007. However, the rates decreased in both New York (from 81% in 2006 to 79% in 2007) and in Nairobi (from 100% in 2006 to 96% in 2007). The utilization factor for Geneva remained at 87 percent - the same as in 2006. ¶6. INCREASE IN MEETINGS: The report states that there has been a significant increase of meetings for "as required" bodies due to the creation of new bodies such as sanctions committees and the Peacebuilding Commission. Since most of these meetings are informal and unpredictable, interpretation services were not always provided. DGACM has put in place a strategy reserve of three additional meetings per week specifically to accommodate these bodies. The volume of meetings by these bodies, especially the Peacebuilding Commission, is continuing to expand. ¶7. MORE RESOURCES FOR RECRUITMENT: DGACM predicts an increase in vacancies due to the impending retirement of staff in language services. DGACM is therefore calling for "additional temporary resources to the Examinations and Tests Sections of the Office of Human Resources Management," which is responsible for the recruitment of language staff. The report states that high vacancy rates in the text-processing units for some languages can only be addressed through international competitive recruitment campaigns, meaning more resources for OHRM. DGACM, however, has developed an outreach program to universities and other training institutions for language staff, and strengthened training for current staff to prepare them for an increased workload due to retirement of language staff. USDel will encourage DGACM to continue to develop outreach programs and recruitment strategies that are in accordance with human resources rules and regulations and that can be implemented using existing resources. ¶8. CONTINUED VACANCIES AT UNON: The report emphasized UN Offices at Nairobi's (UNON) continued vacancies. At the time the SYG report was being prepared, the overall vacancy rate for the interpretation section of UNON was 35 percent. To deal with the problem, the report suggests converting the less desirable extrabudgetary language posts to regular budget posts, which have a different contractual situation with respect to job security and duration of contract. Additionally, the report suggests creating language posts at a higher level (possibly making them P-5 posts) to improve recruitment and ensure retention in Nairobi. Comment: The issue of vacancy rates at UNON is a perpetual one in the CoC. The high rate of vacancy at UNON is due largely to the fact that UNON is a less desirable posting than a posting at UNOV, UNOG and/or NYHQ, respectively. It is unclear whether the desirability of a posting at UNON will improve by converting the posts alone. Unless otherwise instructed, USDel will oppose such a conversion until the impact of such a conversions can be adequately explored. End Comment. ¶9. MEETINGS OF REGIONAL AND OTHER MAJOR GROUPINGS OF MEMBER STATES: The report noted that the percentage of these meetings provided with conference services in the four main duty stations decreased to 76 percent in 2006 from 87 percent in 2005. However, the percentage of these meetings provided with conference services significantly increased to 84 percent in 2007. ¶10. POTENTIAL PROBLEMS: SUMMARY RECORDS: Summary records have been an issue of contention in the past that will most likely come up again during this year's meeting of the Committee on Conferences. USDel will not agree to any language that detracts from General Assembly resolution 60/236 B which allows the Secretary-General to clear the backlog of summary records only if no financial implications arise. USDel will maintain that summary records should be reduced or be completely eliminated; no other delegation has shared this opinion. ¶11. DEDICATED FUNDING FOR THE MEETINGS OF REGIONAL GROUPS: It is expected that the G-77 will once again attempt to submit language that allows for dedicating of conference servicing for non-calendar bodies like the G-77 and other groups of Member States. The report states that there was an increase in the percentage of meetings with interpretation services from 76 percent in 2006 to 84 percent in 2007. USDel will continue to oppose any move towards dedicated conference services for regional groups. Providing regional group meetings with such services could set a precedent that would give regional and other major groupings the same status as calendar bodies such as the General Assembly and Security Council, with an allotted number of meetings and easy way to request additional meetings. ¶12. VACANCIES IN INTERPRETATION AND TRANSLATION SECTIONS: The UN Office at Nairobi continues to have high levels of vacancy in their interpretation section. The main reason for this perpetual problem is due to the fact that individuals who pass language examinations can choose the duty station where they want to serve; Nairobi is the least popular of the four. The SYG report has suggested establishing language posts at a higher level, but that would incur more costs. USDel will oppose such reclassification of posts without sufficient justification. ¶13. GUIDANCE REQUEST: At a cost of approximately $600 million dollars, Conference Management is second single largest budget line item after peacekeeping. Accordingly, USDel will pursue negotiation strategies to include initiatives to reduce the costs, frequency and duration of conferences and meetings. USDel will also pursue efforts to limit meetings with interpretation services and continue to object to departures from established rules governing the convening of meetings, especially those meetings of regional groups. USUN welcomes further guidance from the Department. Khalilzad