Conference Service Resources in Support of the Treaty Body System Division of Conference Management,...

Conference Service Conference Service Resources in Resources in

Support of the Support of the Treaty Body SystemTreaty Body System

Division of Conference Management, UNOGDivision of Conference Management, UNOG02April 201202April 2012

Ms. Kira Kruglikova, Executive OfficerMs. Kira Kruglikova, Executive Officerkkruglikova@unog.chkkruglikova@unog.ch

What are conference What are conference services?services?

Meetings supportMeetings support InterpretationInterpretation Summary Record Summary Record

DraftingDrafting Meeting Room Meeting Room

AttendantsAttendants Sound techniciansSound technicians CaptioningCaptioning

DocumentationDocumentation EditingEditing TranslationTranslation

TerminologyTerminology ReferencingReferencing

FormattingFormatting PrintingPrinting DistributionDistribution BrailleBraille

Provided in six official languages (Arabic, (Arabic, Chinese, English, French, Russian, Spanish)Chinese, English, French, Russian, Spanish)

Division of Conference Division of Conference Management, UNOGManagement, UNOG

Integrated global management (IGM) of Integrated global management (IGM) of conference servicing under the USG, conference servicing under the USG, Department for General Assembly and Department for General Assembly and Conference Management (DGACM)Conference Management (DGACM)

Under the authority of UNOG Director-Under the authority of UNOG Director-GeneralGeneral

Resources allocated in Section 2 of the Resources allocated in Section 2 of the budgetbudget

Legislative FrameworkLegislative Framework

The Committee on Conferences The Committee on Conferences determines the legislative determines the legislative framework for provision of framework for provision of conference services.conference services.

Four goals:Four goals: QualityQuality TimelinessTimeliness Cost-effectiveCost-effective QuantityQuantity

How do we do it?How do we do it?

Mix of modesMix of modes Permanent capacityPermanent capacity Freelance temporary staffFreelance temporary staff ContractualContractual

Language-specificLanguage-specific Six languages means 30 potential Six languages means 30 potential

combinations combinations Need right combination for each taskNeed right combination for each task

Growing Workload - Growing Workload - meetingsmeetings

2'530

2'925

2'410 2'533 2'5492'284

2'4712'312

2'632 2'607 2'693 2'748

,0

,500

1,000

1,500

2,000

2,500

3,000

Nu

mb

er o

f m

eeti

ng

s

2000 2002 2004 2006 2008 2010

MEETINGSWith Interpretation - Held at or serviced by UNOG2000 - 2011

Treaty Bodies Consume Treaty Bodies Consume ResourcesResources

Regional and other major groupings

2.9%

UNCCD1.3%

ECE22.2%

UNCTAD7.6%Other OHCHR

19.7%

HR Treaty Bodies21.2%

CD3%

UNFCCC1.6%

UNHCR1%

Others19.5%

MEETINGS - Principal users for 2011

2'748 meetings with interpretation Source Emeets

Growing Workload - Growing Workload - documentationdocumentation

2000

2001

20022003

2004 2005

2006

2007

2008

2009 2010

2011

40000

45000

50000

55000

60000

65000

in '000 w

ord

s

Total words translated by year

2011 – 62.3 million words processed (10% more than 2010; 33% more than 2006)

Largest volume of Largest volume of documentationdocumentation

Total in-house translation/revision in 2011, main clients

OTHERS7.3%

CD2.4%

UNCCD3.1%

UNFCCC4.1%

UNCTAD6.6%

ILC7.9%

ECE10.3%

HR excluding Treaty Bodies

28.4%

HR Treaty Bodies30.0%

190'654 pages Source DRITS, not included the Contractual f igures (44'050pages)

2012-2013 budget2012-2013 budget

Section 2 ChangesSection 2 Changes $10 million resources returned for summary $10 million resources returned for summary

recordsrecords $10 million reduced – no reason specified$10 million reduced – no reason specified

DCM ChangesDCM Changes $2.8 million additional for contractual translation$2.8 million additional for contractual translation $1 million reduction in printing supplies$1 million reduction in printing supplies Net $1.38 million reduction for freelancersNet $1.38 million reduction for freelancers

$2.77 million allocated for extra week of CRPD$2.77 million allocated for extra week of CRPD $5.74 million allocated for HRC decisions in 2011 $5.74 million allocated for HRC decisions in 2011

Some figuresSome figures

Budget not allocated to specific clientsBudget not allocated to specific clients Treaty Body share of 2010-2011 Treaty Body share of 2010-2011

expenditures very roughly $72 millionexpenditures very roughly $72 million

For example, one additional week of For example, one additional week of meetings for CESCR estimated to cost meetings for CESCR estimated to cost $523,000$523,000 Four languages (E,F,R, and S)Four languages (E,F,R, and S) 270 pages of documentation270 pages of documentation Summary RecordsSummary Records

Another exampleAnother example

One additional week of meetings for One additional week of meetings for CRPD estimated to cost $1,385,400 CRPD estimated to cost $1,385,400 annuallyannually Six languages interpretation - $105,300Six languages interpretation - $105,300 920 pages of documentation - $669,200920 pages of documentation - $669,200 Summary Records (E, F, and S only) - Summary Records (E, F, and S only) -

$143,300$143,300 Sign language - $222,900Sign language - $222,900 Braille - $223,900Braille - $223,900 Captioning - $10,000Captioning - $10,000

Something has to changeSomething has to change

Existing resources are already Existing resources are already inadequateinadequate

Workload still growingWorkload still growing

What can be done?What can be done?

SuccessesSuccesses

CEDAW proactively reviewed its CEDAW proactively reviewed its entire conference servicing mandate entire conference servicing mandate to focus on highest prioritiesto focus on highest priorities Summary records only in EnglishSummary records only in English Replies to lists of issues fully mandatedReplies to lists of issues fully mandated

UPR, after initial difficulties, UPR, after initial difficulties, successful disciplined bodysuccessful disciplined body 93% on time submission of reports93% on time submission of reports Reports kept within self-imposed word Reports kept within self-imposed word

limitslimits

Summary records – Summary records – backgroundbackground

Summary record is official record of Summary record is official record of meetingsmeetings Different from verbatim reportDifferent from verbatim report

No legal statusNo legal status Decision to change or relinquish a given Decision to change or relinquish a given

entitlement is with intergovernmental body entitlement is with intergovernmental body Could change number of languagesCould change number of languages Could request only certain meetings have SRsCould request only certain meetings have SRs Could have SRs drafted upon request from Could have SRs drafted upon request from

sound recordingssound recordings

Proposal in budgetProposal in budget

Budget proposed changes Budget proposed changes Continue creation of summary records in Continue creation of summary records in

English or FrenchEnglish or French Geneva practice is half of meetings are done in Geneva practice is half of meetings are done in

English and half in FrenchEnglish and half in French Replace translation with access to secure, Replace translation with access to secure,

searchable digital recordings in all official searchable digital recordings in all official languageslanguages

Printed version of records available upon Printed version of records available upon requestrequest

Pilot project in UNOVPilot project in UNOV

ResponseResponse

ACABQ recommended taking into ACABQ recommended taking into account views of bodies entitled to account views of bodies entitled to summary recordssummary records

Committee on Conferences deferred Committee on Conferences deferred discussion to Fifth Committeediscussion to Fifth Committee Concerns about lack of consultations with Concerns about lack of consultations with

intergovernmental bodies, erosion of intergovernmental bodies, erosion of multilingualism, security of closed multilingualism, security of closed meetings, user friendliness of meetings, user friendliness of webcast/recording, etc.webcast/recording, etc.

Fifth CommitteeFifth Committee

Fifth Committee declined to approve Fifth Committee declined to approve proposal on changing summary proposal on changing summary records globallyrecords globally

In its Pattern of Conferences In its Pattern of Conferences resolution, stressed that proposals resolution, stressed that proposals for changes require approval by for changes require approval by Member States in their relevant Member States in their relevant intergovernmental bodiesintergovernmental bodies

Priorities and RealitiesPriorities and Realities Existing resources are inadequate to Existing resources are inadequate to

fulfil the conference servicing mandate fulfil the conference servicing mandate for treaty bodiesfor treaty bodies Current service levels will erode furtherCurrent service levels will erode further

Priorities – interpretation for meetings, Priorities – interpretation for meetings, translation of documents (core translation of documents (core documents, initial and subsequent documents, initial and subsequent reports, replies to lists of issues, etc.), reports, replies to lists of issues, etc.), accessibility, meeting recordsaccessibility, meeting records

DCM ready to work with each body to DCM ready to work with each body to identify possibilities for changeidentify possibilities for change