CHAPTER 5: SUPPORT SERVICES

Major Programme 5.1: Information and Publications Support

533. Major Programme 5.1 consists of Programmes 5.1.1 and 5.1.9, which relate to the work of the Information Division (GII) and its ouposted Information Officers in the Regional Offices, and programme management by GII and the Office of Assistant Director-General, General Affairs and Information Department (GID). It spearheads implementation of the Corporate Communications Policy and strategy.

Changes in Resources

534. The net increase of resources would allow for a number of qualitative improvements to GII's information and publication support activities, primarily through: a post of Arabic Language Editor (enhancing the quality of outputs in that language), making full use of the public relations potential of the Atrium at Headquarters, and ensuring a consistent corporate image of the vast wealth of FAO media-oriented and printed information products. It will also facilitate media outreach in decentralized offices. At the same time, adjustments in staffing are made to reflect fast technological changes in this sector.

Programme 5.1.1: Public Information and Publications Support

535. This programme aims to take a high-impact approach to communicating priority messages to FAO's major audiences. It will focus on the Organization's policies and programmes, and will promote the goals of the World Food Summit (WFS), highlighting the importance of concerted action to ensure food security. The target audiences will comprise media, civil society organizations (CSOs), including women and youth organizations, technical and institutional partners as well as governments and the general public. Promotion of World Food Day and support to TeleFood activities will continue.

536. GII will continue to provide advisory services with respect to the Organization's Corporate Communication Policy, including guidance to technical departments in formulating annual communication plans to ensure focused, cost-effective communication and give FAO a distinctive visual identity. The division will seek the integration of media (television, radio and Internet) to create a dynamic, interactive homepage as a primary outlet for news and information about FAO's work in the official languages of the Organization. New information activities through the Atrium Exhibition Centre and a revamped Visitors' Resource Centre, will be implemented. Productive media relations through cooperative arrangements and external partnerships will aim to bring greater visibility to field projects, FAO's normative work and issues of regional and national interest. Printed information products in all language versions will continue to be produced and distributed, bearing in mind imperatives of cost effectiveness and efficiency.

537. Emphasis will continue to be placed on close cooperation between Headquarters and the decentralized offices to respond to local needs and demands through the Information Officers in the Regional Office for Africa (RAF), Regional Office for Asia and the Pacific (RAP), Regional Office for Latin America and the Caribbean (RLC), and the Regional Office for the Near East (RNE). One Information Officer covers the European region and is assigned to the Regional Office for Europe (REU), while another Information Officer is now located in the Liaison Office for North America (LOWA).

Programme 5.1.9: Programme Management

538. This programme covers the applicable portion of the cost of GID, including the Programme Coordination Unit (GIDP) and the divisional direction of GII.

Major Programme 5.2: Administration

539. Major Programme 5.2 includes the provisions for the financial, computer and personnel services provided by the Administration and Finance Department (AF) and provisions for related services in the Regional and Sub-regional Offices. It also includes the Office of Assistant Director-General, AF (AFD), and the share of the overall Management Support Service (MSS) cost relating to the provision of management services to AF divisions.

Changes in Resources

540. The net changes in resources reflect a combination of different factors. In the first instance the efforts to implement further savings, particularly through the abolition of a number of posts in the Office of Assistant Director-General (AFD) and the Personnel Division (AFP), so as to be able to meet substantial additional costs required to bring the Finance Division (AFF) up to the staffing level considered essential to effectively manage the new financial systems (e.g. Oracle). Amounts totalling approximately US$ 5 million have also been provided for the subsequent development phases of the Oracle-based major overhaul of FAO's financial and administrative systems (e.g. payroll, data warehouse financial information, human resource module). The amount is considered provisional as work is currently underway to identify the full cost of Phase II which may be as much as US$ 10 million in the next biennium. Hence, the provisions indicated assume that additional resources for this purpose will be made available from the expected payment of arrears. A more precise picture should be available in the full Programme of Work and Budget. Secondly, some posts of the Information Systems and Technology Division (AFI), hitherto under Programme 5.2.2, have been moved to the pool managed by this division - the cost of which is spread throughout the Organization according to actual use of computer services. Thirdly, resources have been transferred from Major Programme 5.2 to the following Chapter 6, particularly affecting respective programme management provisions (5.2.9 and 6.0.0.9).

Programme 5.2.1: Financial Services

541. The primary functions of the Finance Division (AFF) are to maintain the accounts of the Organization to the highest standards with reference to UN Accounting Standards and Generally Accepted Accounting Principles, and to provide accurate financial information to all levels within the Organization and to the Governing Bodies.

542. The main focus of AFF in the 2002-03 biennium will be directed towards consolidation of FAO's financial systems. This will include further refinement of the systems and procedural changes already implemented to support the rationalisation and decentralization of the budget management process and transaction processing throughout the Organization. It is hoped that this will be achieved within existing resource levels, although some one-time costs of stabilising the new systems may still be incurred in 2002. It is proposed that such additional resources, as may be required, be allocated from arrears.

543. AFF will actively support the management of the change process, providing benefits throughout the Organization, and will continue its own internal reorganization, in line with the absorption of new business procedures.

Programme 5.2.2: Information Systems and Technology Services

544. The provision under this programme covers only the direct managerial costs of the Information Systems and Technology Division (AFI), with the exception of the Director and his Secretary who are shown under Programme Management. The remaining costs of information technology (IT) services, amounting to approximately US$ 27.4 million in 2002-03, are distributed to the various programmes making use of the information technology infrastructure, network and telecommunications services and of computerized applications.

545. In line with vastly expanded use of information systems and new technologies, AFI will continue to assist programme managers and technical staff in applying modern communication tools and techniques. The development and coordination of corporate systems and applications within the framework of corporate and departmental strategies requires that AFI undertake the overall management of shared computer resources and telecommunications infrastructure, including local and wide-area network management and Internet systems management.

546. Through its collaboration in the development and maintenance of key components, AFI assists in the delivery of the programmes of the Organization through computer application initiatives such as the World Agricultural Information Centre (WAICENT), Food Insecurity and Vulnerability Information and Mapping System (FIVIMS), Fisheries Global Information System (FIGIS), INFOSYLVA and FAOMAP, all of which make heavy use of Internet-based technology.

547. AFI will devote much of its time and resources in 2002-03 to: upgrade of Oracle applications; new releases and their further development and support; implementation of systems in support of decentralization of project operations to FAO Representations; replacement of legacy Human Resources and Payroll systems; and provision of the required computer infrastructure.

Programme 5.2.3: Human Resources Services

548. The Personnel Division (AFP) - and the Medical Unit are covered under this programme. AFP will continue to address the broad spectrum of human resources management issues. The functions of the division have been evolving over the last two biennia, from a traditional rules-based prescriptive approach to a more strategic one, involving the provision of policy and advisory services. A more integrated approach is also being implemented with respect to human resources planning and human resources development.

549. The proposed structure of AFP seeks to reflect this strategic change, with three organizational units reporting to its Director: Human Resources Development Service Unit (AFPO), Human Resources Policy, Planning and Systems Service (AFPP), and a Legal Matters Unit. The division will implement important initiatives focusing on such aspects as: targeted recruitment and development programmes for young professionals to replace skills that will be lost through retirement; review of jobs within the general service category to ensure that they meet future needs of the Organization and support career development of staff; assurance that gender and diversity issues are integrated into the mainstream of human resources management activities; and an enhanced programme of staff development, with particular emphasis on supporting key cross-organizational themes emerging from the Strategic Framework and the Medium Term Plan (MTP). The implementation of Oracle Phase II (human resources module) in 2002-03, delayed from 2000-01, will require a large commitment from the Human Resources Division.

550. Within the UN system, AFP will continue to participate in inter-agency consultations, particularly relating to the International Civil Service Commission (ICSC) and the UN Joint Staff Pension Fund, in order to maintain a common approach on personnel matters.

551. The Medical Unit will continue to fulfil its mandate of maintaining and improving the health of staff. Further to initiatives already carried out (work station ergonomic assessment, physiotherapy and extended travel clinic), it will introduce a dispensary and walk-in-clinic, as well as preventative programmes on the basis of data from the Occupational Health Information System now implemented.

Programme 5.2.9: Programme Management

552. This programme covers AFD, the offices of division directors, the direct managerial costs of the Management Support Service (MSS) and the portion of the distributed costs of the MSS corresponding to the service provided to the AF Department. The remaining costs of the MSS, amounting to approximately US$ 6.9 million, are distributed to the various management programmes of Headquarters departments being serviced by the MSS.