CHAPTER 1: GENERAL POLICY AND DIRECTION

(All amounts in US$ 000)

MAJOR PROGRAMME 1.1: GOVERNING BODIES

(All amounts in US$ 000)

165. The reduced provision reflects further savings, particularly in documentation and the number of days in relation to meetings of Governing Bodies (Programme 1.1.1) and restructuring of Management Support Units (MSUs) (Programme 1.1.9), in the latter case leading to transfers of some staff back to other Programmes (1.1.2 and 1.1.3).

Programme 1.1.1: Conference and Council

(All amounts in US$ 000)

166. This programme covers the direct costs of sessions of Conference and Council, as well as some Council committees and Regional Conferences. Expenditures relate primarily to costs for documentation and interpretation, in addition to the travel of government representatives, as provided for in the Financial Regulations. The programme also includes provisions related to the McDougall Memorial Lecture and commemorative awards. The organization of Regional Conferences is the responsibility of the Regional Offices.

167. In addition to further savings in the costs of Conference and Council, realignment in provisions needs to be made to reflect recent actual cost experience.

Programme 1.1.2: Conference Services

(All amounts in US$ 000)

Sub-programme 1.1.2.1: Support to Governing Bodies and Relations with Governments

168. This sub-programme covers the cost of the Secretariat for Conference and Council sessions, including preparation of agendas, coordination of the production of documents, and ensuring all necessary procedural and logistical arrangements. It also includes the management and production of official correspondence from the Director-General to senior levels of governments. The increase is largely the result of the transfer of a post from the Management Support Unit of the department to the Conference, Council and Protocol Affairs Division (GIC) to manage the recruitment of temporary staff for meetings.

Sub-programme 1.1.2.2: Meeting Programming and Documentation Services

169. This sub-programme covers planning for meetings and arranging meetings facilities at Headquarters, provision of interpretation services and translation of documents into FAO languages, including terminology, final typing of translated documents and internal printing of meetings papers. Most of the increase derives from the transfer of a post from the MSU to assist in the provision of interpretation, translation and documentation services. GIC will continue to aim at further reductions in the number and length of meetings and enhanced productivity based on recently acquired computer-assisted translation tools and new terminological software. The full integration of the new tools is scheduled over a three-year period and will be operational at the end of the biennium.

170. GIC will provide remote translation services from Headquarters to field locations for in-session production of the required language versions of meetings reports. Remote translation is planned for the five Regional Conferences and all major meetings held in locations with reliable communications. Remote translation represents a saving of direct incremental costs otherwise incurred for travel/subsistence for Headquarters translation staff or to recruit local staff.

171. All large reports from corporate financial and personnel systems previously printed by contractors are now printed internally, and the more efficient use of central printing facilities at Headquarters has eliminated the need for less economical printing facilities outside GIC. The latter is planning to extend further the use of on-demand printing, thereby reducing the need for bulk printing of documents and long-term storage of publications.

172. Interpretation services and translation of documents and internal printing activities are carried out under two self-financing pool accounts. The expected level of resources to be managed through these pool accounts is in excess of US$ 10 million. These costs are to be recovered from the allocations provided under each programme for meetings and for the production of documentation and publications.

Programme 1.1.3: Protocol Services

(All amounts in US$ 000)

173. This programme covers liaison and protocol work at Headquarters, i.e. liaison with Permanent Representatives and Missions accredited to FAO, liaison with the host government regarding implementation of the Headquarters Agreement, and the issuance of travel documents, visas and identity cards. Most of the increase relates to strengthening of staff in support of, and the broadening of, the ministerial database.

MAJOR PROGRAMME 1.2: POLICY, DIRECTION AND PLANNING

(All amounts in US$ 000)

174. This major programme covers: provisions for the immediate Office of the Director-General (ODG), the Office of Programme, Budget and Evaluation (PBE) and the Office of the Inspector-General (AUD). It also includes the share of the total costs of the Legal Office (LEG) as relates to legal services to the Organization and the share of the cost of the Office for Coordination of Normative, Operational and Decentralized Activities (OCD) as relates to its overall coordination responsibilities. The remaining costs of the latter two offices are budgeted under Programme 3.1.3, Legal Assistance to Member Nations, Major Programme 3.4, FAO Representatives, and Programme 3.5.3, Cooperation Agreements with Member Nations and Support to ECDC and TCDC, for which OCD is the related focal point.

Resources

175. Whilst there is no substantial change in the work of these established offices, the increase under Programme 1.2.2 (under zero real growth) is to cover the cost of replacing the Budget Preparation and Work Planning Modules of the corporate system PLANSYS with an Oracle-based version integrated into the new financial systems of the Organization.

176. The decrease under Programme 1.2.3 Audit and Inspection reflects primarily the reduction in services provided to the World Food Programme (WFP). On the other hand, the change in resources under Programme 1.2.4 is due to increased services dedicated to and fully reimbursed by WFP.

Programme 1.2.1: Director-General's Office

(All amounts in US$ 000)

177. This programme covers the immediate Offices of the Director-General and the Deputy Director-General including the Cabinet and the Special Adviser to the Director-General.

Programme 1.2.2: Programme Planning, Budgeting and Evaluation

(All amounts in US$ 000)

178. This programme covers the coordination of programme formulation including planning documents such as the Strategic Framework, Medium Term Plan (MTP) and biennial Programme of Work and Budget (PWB). It encompasses the full programming cycle through implementation monitoring and evaluation and is supported by the appropriate corporate information systems at both centralized and decentralized levels. It also includes advice on budget formulation of field projects.

179. In developing programmes, PBE also monitors and evaluates the likely flow of resources for all sources as well as external factors (e.g. inflation, exchange rates, etc.) which may impact upon the Programme of Work. PBE also acts as the focal point for the exchange of programme budget documents between agencies of the UN system and for contacts with the Joint Inspection Unit (JIU) and in both cases acts as a clearing house for the consolidation of comments made by affected departments.

180. FAO's comprehensive evaluation practices will be pursued, including selective external evaluations and ad hoc reviews of specific programmes. Revised evaluation arrangements will be developed, in consultation with the Programme Committee, to address the needs of the new programme budget process and in particular, the Strategic Framework. Field project and programme evaluation missions will aim at improving the overall approach to technical assistance, as well as the effectiveness of individual projects.

181. In addition to the key planning documents (i.e. MTP and PWB), the office will prepare the Programme Evaluation Report (PER) and the Programme Implementation Report (PIR), as major accountability reports, in cooperation with all units concerned.

182. An important task in the next biennium will be to develop an Oracle-based version of the Budget Preparation and Work Planning Modules of the corporate system hitherto used for these purposes, PLANSYS.

Programme 1.2.3: Audit and Inspection

(All amounts in US$ 000)

183. The audit and inspection function includes, as specified in FAO's Basic Texts, external audit as provided by the Auditor-General (or person exercising an equivalent function) of a Member Nation appointed by the Governing Bodies of the Organization and reporting directly to them, and by the Office of the Inspector-General (AUD) located in the Office of the Director-General. AUD operates as an integral part of the Organization under policies established by senior management. Full cooperation is ensured between the Inspector-General and the External Auditor, for each to perform their different roles in a coordinated and complementary manner. In this respect the External Auditor automatically receives copies of the reports of the Inspector-General. In addition, local audits of imprest accounts, records, bank reconciliations and asset verification take place at FAO field and Liaison Offices - these are budgeted under Programme 5.2.1.

184. The audit strategy and scope of the Office of the Inspector-General retain the concept of comprehensive auditing embodying financial, compliance and value-for-money features. It operates on an integrated basis which includes investigation, inspection, audit monitoring and management control. The programme will continue to assist management in improving the operations of the Organization and promoting control at reasonable cost; and to provide FAO units with advisory services to enable them to discharge their responsibilities in the most effective manner. The annual report of the Inspector-General to the Director-General is communicated to the Finance Committee, so too will be any other similar report that in the view of the Inspector-General should be made available to that Committee.

185. The programme will continue to comprise: Headquarters activities responsible for ensuring the reliability and integrity of financial and operating information, compliance with the Organization's policies and rules and the proper safeguarding of assets; decentralized activities responsible for providing assurance that structures and offices, as well as field operations, are run in an economical, efficient and effective manner; and special management assignments for conducting reviews to determine the economy, efficiency and effectiveness of management's operations, for investigating potential fraud, and performing special reviews and studies.

186. Headquarters priorities will focus more on technical activities than heretofore, without duplicating the work of the Evaluation Service and without losing sight of the need to continuously review the core financial and accounting functions. Priority will be given to field audits by assisting Regional and Sub-regional Offices, as well as some 60 country offices, in accomplishing their expanded objectives within the decentralized structure having regard to matters of economy, efficiency and effectiveness, and to ensuring that field projects are properly managed and executed, with emphasis placed on the most significant programme priorities. Special management assignments will cover value-for-money audits of major contracts, as well as a follow-up of audits performed in the 1998-99 biennium. The Office of the Inspector-General will continue to offer independent, impartial and unbiased judgement in controlling the tender panel operations. This will involve the supervision of some 700 tender openings.

Programme 1.2.4: Legal Services

(All amounts in US$ 000)

187. Programme 1.2.4 is delivered by the Legal Counsel and the General Legal Affairs Service, while maintaining strong interactions with Programme 3.1.3 (Legal Assistance to Member Nations) implemented by the Development Law Service.

188. In general terms, Programme 1.2.4 covers the "in-house counsel" work of the Legal Office including advice to the Director-General, technical departments and Governing Bodies of the Organization on legal matters; servicing of the Committee on Constitutional and Legal Matters (CCLM); preparation of international legal agreements at the global and regional levels and performance of the Director-General's depositary functions; advice on legal aspects of relations with the host government and with other governments and international organizations; and representation of FAO in judicial proceedings and in settlements of disputes and, in particular, handling of cases before the International Labour Organization (ILO) Administrative Tribunal. The Legal Office also provides services to the WFP Secretariat and Executive Board under this programme.

189. As such, the programme is responsive to requests from "its clients". It is expected that high priority matters to be dealt with during the 2000-01 biennium will include:

• further work on the legal aspects of the conservation and sustainable utilization of genetic resources for food and agriculture, including work to facilitate the negotiations on the revision of the International Undertaking on Plant Genetic Resources and the further development of the international network of seed banks;
• review of the constituent agreements of FAO regional fisheries management bodies, in the light of recent international developments;
• work relating to the functioning of the Interim Commission on Phytosanitary Measures and the Codex Alimentarius Commission;
• follow-up to the World Food Summit, including work on the right to adequate food in support of the activities of the High Commissioner for Human Rights;
• participation of the European Community (EC) in bodies and agreements established under the Constitution of FAO;
• the legal aspects of personnel matters; and
• expanded legal services to WFP.

Programme 1.2.5: Programme and Operational Coordination

(All amounts in US$ 000)

190. OCD will continue its role of focal point for coordination between Headquarters and the decentralized offices.

191. With a view to consolidating the steps taken so far in the decentralization process, OCD will seek to maintain synergy and close integration of the decentralized offices in the mainstream substantive programmes of the Organization, as well as efficient delivery of services.

192. OCD will support in particular:

• the interactive contribution from the field offices to the overall work of the Organization in policy formulation and priority setting, which is responsive to the needs of Members;
• the contribution of field offices to an efficient and cost-effective utilization of the Organization's overall resources in the implementation of its programme and priorities;
• mechanisms for linkages and consultations between field offices and Headquarters;
• an increased capacity of field offices in the dissemination of information and services to Members;
• the planning, organizing, implementing and follow-up of Regional Conferences;
• the management of the Small Scale Facility, which assists FAO Representatives in meeting identified needs for technical and policy support through recourse to local expertise; and
• timely and effective support to the Regional Offices in the organization of the Regional Conferences and, in particular, in the establishment of agendas, the preparation, review and clearance of documentation and related conference reports.

MAJOR PROGRAMME 1.3: EXTERNAL COORDINATION AND LIAISON

(All amounts in US$ 000)

Programme 1.3.1: External Relations and Coordination

(All amounts in US$ 000)

193. Sub-programme 1.3.1.1 covers the work of the unit placed in the Office of the Special Adviser to the Director-General (SAD), which supports FAO's cooperation with other organizations of the UN system through monitoring of developments, information exchange and facilitating FAO participation in the Administrative Committee on Coordination (ACC) and subsidiary machinery.

194. Sub-programme 1.3.1.3 covers FAO's contribution to jointly funded inter-agency mechanisms including:

Programme 1.3.2: Liaison Offices

(All amounts in US$ 000)

195. This programme covers the Liaison Offices with the United Nations (New York and Geneva), for North America (in Washington D.C.), as well as in Belgium with the European Union and the host country, and in Japan. There is no major change in resources under ZRG.

Liaison at United Nations Headquarters and Geneva

196. The main function is to assist decision-making at FAO Headquarters in relation to developments in the UN system, mainly through representation at meetings in New York and in Geneva, through liaison with representatives of Member States of the UN and specialized agencies, and through liaison with the secretariats of these organizations. The offices contribute to strengthened cooperation and coordination, and active information exchange.

197. Specific activities are to:

• represent FAO at intergovernmental meetings, notably meetings of the UN General Assembly (UNGA)and the Economic and Social Council (ECOSOC), as well as related committees, functional commissions and subsidiary bodies; and report on such meetings to FAO Headquarters;
• represent FAO at inter-agency meetings as needed and maintain working relations with all organizations and entities of the UN system in New York and Geneva and their secretariats, and with the representatives of the specialized agencies stationed there; key subjects covered include: follow-up to the World Food Summit (WFS), international trade, humanitarian affairs, sustainable development, etc.;
• maintain liaison with intergovernmental, non-governmental and private institutions, including foundations, associated with UN system activities and development generally;
• contribute to public information and public relations at UN Headquarters, and deal with local public information requests;
• provide services to visiting FAO officers, including briefing them on developments related to the purpose of their mission.

Liaison with North America

198. The functions are to assist FAO Headquarters in formulating and implementing policy and maintaining communications and cooperation between FAO and the North American governments and public, as well as with Washington-based international organizations, specifically:

• to represent the Director-General before the Governments of Canada and of the United States of America and Washington-based international organizations;
• to provide general information, also in support of World Food Day (WFD) and related events, about worldwide food problems and FAO activities, to the North American governments and Non-governmental Organizations (NGOs);
• to identify, analyze and report to Headquarters, developments regarding policies, legislation, programmes, events and public opinion developments in the region, relevant to the objectives and programmes of FAO;
• to provide the secretariat and servicing for the Consultative Sub-committee on Surplus Disposal (CSSD) in support of the Organization's worldwide activities in monitoring food aid programmes, including the World Food Programme (WFP);
• to carry out a wide range of administrative support functions in North America;
• to participate, on behalf of FAO, in governmental and non-governmental groups and meetings, and in particular to work with private voluntary groups involved in fighting hunger;
• to arrange official visits and consultations in North America for FAO Headquarters, regional and country staff.

Liaison Offices in Belgium and Japan

199. The Liaison Office with the European Union in Brussels and the host country, Belgium, follows the work of the European Commission and other organs of the European Community (EC) in areas of competence of FAO with a view to enhancing greater cooperation between FAO and the European Union. It facilitates communication and cooperation between FAO and the Government of Belgium and other institutions based in Brussels. Its function is more specifically:

• to represent FAO before the European Commission and other organs of the European Community and to monitor the evolution of the EC development policies, legislation, programmes and related subjects with potential implications on FAO;
• to provide information on food, agriculture and rural development issues and FAO's policies and programmes to the European Community and to the Government of Belgium as well as the public and non-governmental organizations based in Belgium;
• to provide liaison, maintain contact and represent the Organization at meetings convened by the European Commission and by other organs of the European Community;
• to foster FAO/EC collaboration and respond to information needs concerning the Organization's programmes and activities;
• to support as appropriate visits of FAO officials to the Community and to Belgium.

200. The Liaison Office in Japan aims at closer communication and greater cooperation between FAO and the Japanese Government, civil society and the public, as well as Japan-based international organizations. Its function is more specifically:

• to represent FAO before the Government of Japan and Japan-based international organizations;
• to provide general information about world-wide food problems and FAO activities to the Government of Japan and to organizations of civil society;
• to identify, analyze and report to Headquarters developments regarding policies, legislation, programmes, events and public opinion in the country, relevant to the objectives and programmes of FAO;
• to carry out a wide range of administrative support functions in Japan;
• to participate, on behalf of FAO, in groups and meetings which are relevant to or can support the objectives and programmes of FAO;
• to arrange official visits and consultations in Japan for FAO staff; and
• to maintain close relations with the Japan FAO Association.

MAJOR PROGRAMME 1.9: PROGRAMME MANAGEMENT

(All amounts in US$ 000)

201. Major Programme 1.9 covers the cost of the administrative unit supporting ODG offices.