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Chapter 5: Support Services

(All amounts in US$ 000)

 

Major Programme

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

Trust Fund

5.1

Information and Publications Support

16,081

555

16,636

(706)

15,930

0

5.2

Administration

44,531

(2,870)

41,661

(1,726)

39,935

0

Total

60,612

(2,315)

58,297

(2,432)

55,865

0

Cost Increases

   

2,292

 

2,235

 

Total - recosted

   

60,589

 

58,100

 

Major Programme 5.1: Information and Publications Support

(All amounts in US$ 000)

 

Programme

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

Trust Fund

5.1.1

Public Information and Publications Support

14,942

435

15,377

(644)

14,733

0

5.1.9

Programme Management

1,139

120

1,259

(62)

1,197

0

Total

16,081

555

16,636

(706)

15,930

0

Cost Increases

   

569

 

550

 

Total - recosted

   

17,205

 

16,480

 

683. 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 outposted Information Officers in the Regional Offices, and programme management by GII and the Office of the Assistant Director-General, General Affairs and Information Department (GID). It spearheads implementation of the Strategy on Communicating FAO's Messages, itself complemented by the more detailed Corporate Communication Policy and Strategy.

684. During the 2002-03 biennium, GII has undertaken a re-organization, integrating its Media Relations Branch and its Multimedia Group into a News and Multimedia Service. This Service comprises three Groups, covering: News, Multimedia Production and Communication and Design. To provide more effective support to other units in their publishing activities, particularly with regard to processes, procedures and policy, the General Affairs and Information Department (GI) will capitalize on an open, integrated publishing workflow management system, building on the capacities and existing resources of its editorial, production and sales and marketing groups.

Resources

685. The proposal envisages an increase in resources, including for annual seminars of Regional Information Officers and enhanced support to the regional communication planning process. However, the major part is for three needed new posts of Senior Officer, News Group (P-5), Assistant Exhibitions Officer (P-2), and Information Product Distribution Officer (P-2) to ensure the proper dissemination to Members of both new and existing technical publications. The remaining funds would contribute to the cost of the GI Information Technology Officer post.

Impact of Zero Real Growth (ZRG) Resource Levels

Reductions under the ZRG scenario will impact directly on the ability of GII to deliver its services. The duties of the Information Product Distribution Officer will continue to be required, but they will have to be funded from non-staff resources, thereby reducing funds available for other essential publishing activities.

The inability of the Division to create the post of Assistant Exhibitions Officer, and the need to establish the post of P-5, Senior Officer, News Group, by compressing non-staff resources, will lead to significantly lower non-staff resources, e.g. curtailing required investment in updating digital communication systems.

Programme 5.1.1: Public Information and Publications Support

(All amounts in US$ 000)

 

Programme Entity

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

5.1.1.3

Multimedia Production

5,055

(5,055)

0

0

0

5.1.1.4

Publishing Policy & Support

4,385

(75)

4,310

(224)

4,086

5.1.1.5

Media Relations

5,502

5,565

11,067

(420)

10,647

Total

14,942

435

15,377

(644)

14,733

Cost Increases

   

508

 

490

Total - recosted

   

15,885

 

15,223

Publishing Policy and Support

686. As in previous biennia, technical departments will be assisted in the production and dissemination of information products in all official languages, in both print and electronic format. The foreseen continued relative increase in the amount of material published in electronic format will be met by adjusting skills in the division, as required.

687. While still providing core technical expertise in editing, design, layout and graphics, GII will shift towards the provision of normative services through FAO's Inter- and Intranet, e.g. in the form of online templates for technical publications, and guidelines on publishing policies and procedures. Further service enhancements are foreseen through an integrated web-based publishing workflow system, which will be accessible not only to staff in the Publishing Management Service, but also to technical departments and decentralized offices to enable them to monitor and control more effectively their publishing activities.

688. GII will continue to seek co-publishing arrangements with commercial publishers in all FAO languages. As decided by the Corporate Communication Committee, a review of the current Chinese Publications Programme will be undertaken to increase both the number of titles and the distribution of publications in China. A reduced level of resources will be available for books in non-official languages, through selected publishers at country level.

689. It is recalled that the Information Products Revolving Fund and the Money and Medals Programme were merged in order to benefit from synergies between the two activities in respect of order handling and sales promotion, also seeking to develop new ideas together with technical departments, to increase the outreach of FAO information products.

Media Relations

690. Emphasis is being placed on mainstreaming communication planning within the Programme of Work and Budget formulation exercise, to ensure effective links between communication activities and key programmes, and to involve decentralized offices more fully in the process. Understanding and responding to the expectations of key target audiences – including government decision-makers, bilateral donors, multilateral agencies, international financing institutions, technical counterparts, the scientific and research community, non-governmental and civil society organizations, the private sector and medium-sized agricultural producers – will remain a priority.

691. Opportunities will be sought to generate hard news related to identified priority issues in agriculture, forestry and fisheries, in particular food safety, food security and poverty, mounting integrated campaigns covering print, broadcast and electronic media. Public Service Advertisements will be prepared for broadcast by global TV stations. Partnership arrangements will be sought with target broadcasters. The FAO Web site will continue to be an important channel of communication to the media, as well as key target audiences and the general public. Modern tools and systems will be adopted and put to use across a range of media formats: radio, video, internet, CD-ROM, multimedia presentations and print to maximize the dissemination of information. Equipment and systems will be updated, to take full advantage of technological advances in the digital media context. A new Assistant Exhibitions Officer post will respond to the increase in the number of exhibitions required to enhance FAO's visibility around the world.

2004-05 Estimates by Funding Source, Unit and Region (US$ 000)

Funding Source

Organizational Unit

Region

Fund

Total

Unit

Programme of Work

Trust Fund

Total

Region

Total

Programme of Work

 

AFI

822

0

822

Global

11,446

Regular Programme

15,377

GII

12,024

0

12,024

Africa

769

Programme of Work

15,377

LOWA

370

0

370

Asia and Pacific

975

Trust Fund Activities

 

RO

2,161

0

2,161

Near East

613

Trust Funds

0

       

Europe

623

Trust Fund Activities

0

       

Latin America / Caribbean

952

Programme 5.1.1 Total

15,377

 

15,377

0

15,377

 

15,377

Major Programme 5.2: Administration

(All amounts in US$ 000)

 

Programme

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

Trust Fund

5.2.1

Financial Services

20,273

(2,242)

18,031

(743)

17,288

0

5.2.2

Information Systems and Technology Services

1,715

(27)

1,688

(58)

1,630

0

5.2.3

Human Resources Services

17,295

(813)

16,482

(823)

15,659

0

5.2.9

Programme Management

5,248

212

5,460

(102)

5,358

0

Total

44,531

(2,870)

41,661

(1,726)

39,935

0

Cost Increases

   

1,723

 

1,685

 

Total - recosted

   

43,384

 

41,620

 

692. Major Programme 5.2 includes the provisions for the financial, computer and human resource 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 services to AF divisions.

Resources

693. The posts and attendant resources (US$ 1.7 million) assigned to the Travel Unit currently in the Finance Division (AFF) will be transferred to the MSS. This will bring travel operations into a servicing environment closer to user departments, benefiting from connection with appointment, separation, education, home leave and shipping entitlements which are already authorized in the MSS. As a result of this transfer, allocation for the Chapter has been reduced, because the cost of MSS is distributed across the programme management entities of all programmes to which it provides services.

694. Additional resources have been provided to AFF (US$ 1 million) to address staffing constraints identified in recommendations by external consultants. Additional funds were also provided to the Human Resources Management Division (US$ 600,000) to address staff development objectives identified in the Medium-Term Plan 2004-09 (MTP). Funding for the Information Systems and Technology Division (AFI) has declined due to the removal of budgeted amounts for previous Oracle development activities.

695. However, additional funding was provided to AFI (US$ 3.3 million) to address present staffing constraints and to fund operational support for the growing Wide Area Network (WAN), but like the MSS, most of AFI costs are also distributed, hence this increase is also not readily apparent in the tables.

Impact of ZRG Resource Levels

The ZRG level would imply lower non-staff resources for many activities in Major Programme 5.2. In particular, the attendant resource constraints would limit AFF’s ability to contract needed human resources from outside to support adequately improvements in financial functions and for servicing users. AFI would not be able to take systems development initiatives beyond essential maintenance. Planned initiatives in the Human Resources Management Division (AFH), as identified in the MTP, for enhanced staff development programmes would be severely curtailed.

Programme 5.2.1: Financial Services

(All amounts in US$ 000)

 

Programme Entity

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

5.2.1.3

Central Accounting, Reporting and Control

13,094

(3,741)

9,353

(173)

9,180

5.2.1.4

Payables and Receivables

6,529

703

7,232

(417)

6,815

5.2.1.5

Treasury Operations

650

796

1,446

(153)

1,293

Total

20,273

(2,242)

18,031

(743)

17,288

Cost Increases

   

732

 

716

Total - recosted

   

18,763

 

18,004

696. AFF’s primary functions are to maintain the accounts of the Organization to the highest standards with reference to UN System Accounting Standards and Generally Accepted Accounting Principles, and to provide accurate and timely financial information to all levels within the Organization and to the Governing Bodies.

697. During 2004-05, AFF will consolidate and strengthen financial system support and extend procedural guidance to budget holders throughout the Organization. AFF will also continue to work in close collaboration with other units to develop solutions to changing business needs. The overall aim is to strengthen financial functions in FAO, realign processes to meet the needs of users, and identify and implement best business practices in financial processes.

698. Realignments of units in AFF will include strengthening the treasury and investments monitoring function with the creation of a Treasury Operations Branch reporting directly to the Division Director, the incorporation of the Controls Branch into the renamed Financial Operations and Systems Service, and strengthening of the Accounting, Reporting and Analysis Group with the transfer of staff from the Decentralized Accounting Group.

2004-05 Estimates by Funding Source, Unit and Region (US$ 000)

Funding Source

Organizational Unit

Region

Fund

Total

Unit

Programme of Work

Trust Fund

Total

Region

Total

Programme of Work

 

AFF

15,813

0

15,813

Global

15,527

Regular Programme

14,530

AFI

982

0

982

Africa

680

TF / UNDP PSC

3,159

RO

670

0

670

Asia and Pacific

418

Other Sundry

90

SO

566

0

566

Near East

356

Investment Earnings

252

       

Europe

383

Programme of Work

18,031

       

Latin America / Caribbean

668

Trust Fund Activities

             

Trust Funds

0

           

Trust Fund Activities

0

           

Programme 5.2.1 Total

18,031

 

18,031

0

18,031

 

18,031

Programme 5.2.2: Information Systems and Technology Services

(All amounts in US$ 000)

 

Programme Entity

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

5.2.2.0

Information Systems and Technology Services

1,715

(27)

1,688

(58)

1,630

Total

1,715

(27)

1,688

(58)

1,630

Cost Increases

   

105

 

105

Total - recosted

   

1,793

 

1,735

699. The provision under this programme covers only AFI’s direct managerial costs, 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$ 27.8 million in 2004-05, are distributed to the various programmes making use of the IT infrastructure, network and telecommunications services and of computerized applications.

700. Responding to expanding 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 systems and applications in line with 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.

701. Therefore, 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) and the Forestry Information System (FORIS), all of which make heavy use of Internet-based technology.

702. AFI will also devote time and resources in the next biennium to: the strengthening of IT Governance and Information Security; the introduction of best-practice methodology for Service Management and Service delivery; the implementation of systems in support of decentralization of project operations in FAO Representations; the replacement of legacy Human Resources and Payroll systems; and ensuring the required computer infrastructure.

2004-05 Estimates by Funding Source, Unit and Region (US$ 000)

Funding Source

Organizational Unit

Region

Fund

Total

Unit

Programme of Work

Trust Fund

Total

Region

Total

Programme of Work

 

AFI

1,524

0

1,524

Global

1,402

Regular Programme

1,569

RO

164

0

164

Africa

40

TF / UNDP PSC

119

       

Asia and Pacific

84

Programme of Work

1,688

       

Near East

77

Trust Fund Activities

         

Latin America / Caribbean

84

Trust Funds

0

           

Trust Fund Activities

0

           

Programme 5.2.2 Total

1,688

 

1,688

0

1,688

 

1,688

Programme 5.2.3: Human Resources Services

(All amounts in US$ 000)

 

Programme Entity

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

5.2.3.3

Health and Medical Services

2,869

279

3,148

(60)

3,088

5.2.3.4

Personnel Policy and Planning

2,556

2,713

5,269

(56)

5,213

5.2.3.5

Organization Development and Services

5,433

(2,331)

3,102

(640)

2,462

5.2.3.6

Recruitment, Servicing and Systems Support

4,589

(4,589)

0

0

0

5.2.3.7

Social Security

1,848

(224)

1,624

(21)

1,603

5.2.3.8

Staffing Services

0

3,339

3,339

(46)

3,293

Total

17,295

(813)

16,482

(823)

15,659

Cost Increases

   

616

 

597

Total - recosted

   

17,098

 

16,256

703. This programme relates primarily to AFH’s work, which will continue to cover the broad spectrum of human resources management issues. The functions of the division have evolved 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 has been implemented with respect to human resources planning and human resources development.

704. AFH will continue to enhance its advisory role and provide support to the decentralized offices. It will also ensure that human resources management policies are fully consistent with the cross-organizational issues and overall strategic directions of the Organization. Human resources planning activities initiated in 2003 will be further developed to support the cross-organizational strategies for ensuring excellence, enhancing inter-disciplinarity and broader partnerships and alliances. The implementation of a new Human Resources Management System (HRMS) (based on Oracle applications) initiated in 2002-03 will constitute a major undertaking.

705. The structure of AFH reflects this strategic change, with three organizational units reporting to its Director: the Human Resources Development Service (AFHO), the Human Resources Policy, Planning and Systems Service (AFHP), and a Legal Matters Unit.

Main Activities in 2004-2005

706. AFH will continue to cover a broad range of human resources management activities, including: development of personnel policies and procedures; position management and control; support to recruitment of staff; management studies and job classification; salaries and allowances administration; social security provisions; identification of training requirements and provision of a range of services in relation to training; administration of appeals procedures and consultation with staff representative bodies; monitoring and support of the administration and servicing of staff; and advisory services to management and staff in its areas of responsibilities.

707. The division will pursue the implementation of the initiatives highlighted in the MTP aimed at enhancing the Organization's human resources planning capacity, focusing on such aspects as:

  1. targeted recruitment and development programmes for young professionals to replace skills that will be lost through retirement;
  2. integration of gender and diversity issues into human resources management (taking into account the Gender and Development Plan of Action), while maintaining an appropriate geographical balance; and
  3. an evolving programme of staff development, with particular emphasis on supporting key cross-organizational themes emerging from the Strategic Framework and the MTP.

708. Following completion of the review of the General Service category in 2003, these jobs will be updated to ensure that they keep abreast of technological developments and meet the future needs of the Organization. AFH will also identify higher-level skills and competencies, as well as training and development requirements to ensure enhanced flexibility in the deployment and mobility of staff.

709. In relation to career development of staff, the various building blocks will be addressed including performance management and appraisal, skills inventory, defining of the core organizational competencies for staff and implementation of development programmes.

710. Human resources policies and procedures will be regularly reviewed and streamlined to ensure that they take account of best practices within the UN common system and national administrations and enhance productivity and efficiency. In this context, AFH will continue to participate in inter-agency consultations, including meetings of the Human Resources Network of the Chief Executives Board for Coordination (CEB), the International Civil Service Commission (ICSC) and the UN Joint Staff Pension Fund (UNJSPF), in order to monitor developments at the UN common system level.

711. To ensure that FAO's employment conditions and entitlements are competitive, AFH will maintain its active role in the on-going ICSC review of pay and benefits as it moves through the pilot phase. AFH will also review non-monetary conditions of service to ensure that FAO remains an “employer of choice.”

712. AFH will continue to administer the social security benefits for both staff and non-staff employees, both at Headquarters and in the field. Working methods will be improved to enhance service to employees, including conversion of paper pension records to an electronic format compatible with that of the UNJSPF.

713. Close consultation will be carried out with staff representative bodies, with a view to promoting dialogue and achieving consensus and collaboration on human resources management projects and initiatives, such as staff and career development, introduction of flexible work practices, performance management, and work and family policies.

714. The implementation of the HRMS is seen as an integral and critical component to support all AFH initiatives in the long term. The business requirement review completed in 2003 will serve as the basis for the design, development, testing and implementation stages of this major project.

Medical Service

715. The Medical Service (AFDM), which reports directly to the Office of Assistant Director-General, AF, will continue to fulfil its statutory functions and undertake preventive measures to improve the health of the staff, with a view to maximising human and economic benefits.

2004-05 Estimates by Funding Source, Unit and Region (US$ 000)

Funding Source

Organizational Unit

Region

Fund

Total

Unit

Programme of Work

Trust Fund

Total

Region

Total

Programme of Work

 

AFD

2,768

0

2,768

Global

14,710

Regular Programme

13,940

AFH

11,813

0

11,813

Africa

253

TF / UNDP PSC

1,342

AFI

858

0

858

Asia and Pacific

449

Other Sundry

874

RO

929

0

929

Near East

404

Miscellaneous Trust Fund Secondments

326

SO

114

0

114

Latin America / Caribbean

666

Programme of Work

16,482

           

Trust Fund Activities

             

Trust Funds

0

           

Trust Fund Activities

0

           

Programme 5.2.3 Total

16,482

 

16,482

0

16,482

 

16,482

Programme 5.2.9: Programme Management

(All amounts in US$ 000)

 

Programme Entity

2002-03 Programme of Work

RG Programme Change

RG 2004-05 Programme of Work

ZRG Programme Change

ZRG 2004-05 Programme of Work

5.2.9.1

Departmental Direction

3,376

(123)

3,253

(61)

3,192

5.2.9.2

Divisional Direction

1,872

335

2,207

(41)

2,166

Total

5,248

212

5,460

(102)

5,358

Cost Increases

   

270

 

267

Total - recosted

   

5,730

 

5,625

716. This programme covers AFD, the offices of Division Directors 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 are distributed to the various management programmes of Headquarters departments being serviced by the MSS. It is recalled that the MSS provides a range of administrative support services, advice and management information to Division Directors and Department Heads in the areas of finance, budget, procurement-requisitioning, personnel and travel, in accordance with the established rules and regulations of the Organization.

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