Chapter 6: Common Services

717. This chapter covers the cost of common services, including mail and pouch, document distribution, archives and records, procurement, buildings maintenance and security at Headquarters, under the management of the Administrative Services Division (AFS). It also covers similar costs for common services in the Regional and Sub-regional Offices.
718. The resources to be provided to this chapter show no real change over the current biennium. The apparent increase reflects changes in the distribution of the various indirect costs including the computer services pool and the Management Support Service (MSS).

Documents, Central Records and Communications User Services

719. The programme covers mail, diplomatic pouch, document distribution and archives. The concerned Unit will focus on the enhancement of the Digital Records Management System with the development of an integrated Search Engine, capable of operating across all digital records on the FAO local and wide-area networks.

Building Maintenance

720. Building maintenance includes the cost in the first instance of utilities and ongoing maintenance requirements including cleaning, renovation and refurbishment. It also includes one-off major maintenance for the buildings and for ancillary technical installations. As in the past, the budgetary provision for major maintenance works and upgrading of the infrastructure remains tight. For infrastructure improvements, reliance is being placed on the support of the Italian Government, as well as governmental and corporate donors. However, it is clear that the generous interventions and investments made by the Host Government require increased monitoring by the Infrastructure Service and higher expenditures for moves, cleaning and other accompanying measures. Main activities will include monitoring of the completion of the new library, and other important works, all projects being financed by the Host Government. The Service will also pursue its environment-friendly policy, with the improved recycling of waste, as well as more efficient use of energy sources.

Procurement

721. The Procurement Service (AFSP) uses purchasing or contract instruments for national and international tendering and related procurement activities for both the regular and field programmes. Due to emergency work, procurement functions have expanded considerably and the current high level of activities is expected to continue. AFSP will further assist decentralized offices in the implementation of procurement activities. It will also take a new role of institutional building and training, assisting the concerned Member Nations in strengthening their procurement capacity, in the context of important unilaterally funded programmes and projects.

Security and Transport

722. This area covers the protection of people, property and premises at Headquarters, and related coordination with government authorities. It also includes fire prevention and local official transport. Security has become a heightened concern in the light of recent world tensions.

Divisional Management

723. Divisional Management covers the entire office of the Director, AFS, which is heavily involved with procurement operations in the field, necessary monitoring of important infrastructure projects at Headquarters, and the expanded activities to attract sponsors. The multiplication of non-FAO events at Headquarters also requires additional attention from the Division.

Impact of ZRG resource levels

Allocations at the ZRG level would lead to a reduction in the standards of service provided by AFS. Some building maintenance activities may need to be delayed, or applied less frequently. FAO initiated infrastructure improvements would not be pursued, while reductions may need to be applied to key service contracts, such as cleaning, or utilities.