CHAPTER 6: COMMON SERVICES

(All amounts in US$ 000)

772. This chapter covers the cost of the Administrative Services Division (AFS) at Headquarters, except for the Office of the Director, which is covered under programme management in Chapter 5, and similar costs for common services in the Regional and Sub-regional Offices.

773. The reduction in resources is largely due to the completion of the transfer of the telecommunications functions from AFS to the Information Systems and Technology Division (AFI). However, there are counter-balancing increases in the provisions for Regional Offices due to upgrades in telecommunications infrastructure. Although work under the various components has been strengthened where possible, the budgetary provision for major maintenance works remains tight. Reliance continues to be placed extensively on the support of the Italian Government in accordance with the Host Country Agreement, and on governmental and corporate donors.

774. Sub-programme 6.0.0.1 covers mail, diplomatic pouch, document distribution and archives, with activities undertaken by a consolidated mail and distribution unit that will be capable of providing a more integrated service to the Organization. The transfer of the telecommunications function from AFS to AFI largely accounts for the reduction under this sub-programme.

775. As a first priority, the Buildings Maintenance Sub-programme (6.0.0.2) is to cover the cost of utilities and on-going maintenance requirements including cleaning, renovation and refurbishment. It also includes one-off major maintenance for the buildings and for ancillary technical installations. The Organization, in consequence of host country and Members' contributions, has managed to attract substantial extra-budgetary resources to support infrastructure improvements.

776. The Procurement Service in AFS (6.0.0.3) uses purchasing or contract instruments for national and international tendering and related procurement activities for both the regular and field programmes. Procurement activities have expanded and a high level of activities is expected to be maintained, earning important extra-budgetary revenues for the Organization.

777. The Sub-programme on Security and Transport (6.0.0.4) 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.

Proposed Activities for 2000-01

778. Main planned actions include:

• the development of a Digital Records Management System (DRMS), which is expected to protect the institutional memory of the Organization by integrating electronic mail and other digital correspondence into record-keeping infrastructure and enhance user access to records kept in registries;
• major maintenance items, including the renewal of translators' booths in the Red Room, security systems associated with the external fencing of the Headquarters building and some electrical and fire safety works;
• the modification of operative procedures for procurement in the light of the implementation of Oracle and the Field Accounting System (FAS). In addition, it will be necessary to deal with the substantial rise in emergency procurement operations and undertake related short-term missions;
• the introduction of new security equipment for building pass control and fire protection, the fencing of the FAO grounds, and improved working procedures which will further enhance the effectiveness of controlling access to, and security and safety of the premises.

779. As evidenced above, the chapter covers a wide range of essential services to the Organization. It has managed to attract significant extra-budgetary resources. Resource limitations and greater utility consumption limit the scope for further improvement and expansion of activities.