Chapter 6: Common Services

799. Under the management of the Administrative Services Division (AFS), this chapter supports the cost of common services, including mail and pouch, document distribution, archives and records, procurement, buildings maintenance and security at Headquarters and Regional and Sub-regional Offices.

800. Sub-programme 6.0.0.1 covers mail, diplomatic pouch, document distribution and archives. With the introduction of the Digital Records Management System, the Archives Group is progressively restructuring to address the requirements of ongoing maintenance of digital archives.

801. As a first priority, Sub-programme 6.0.0.2 is to cover the cost 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. The Italian Government, and other country and corporate donors, have continued to generously contribute extra-budgetary funds for infrastructure improvements. AFS has set aside some funds as the Organization's contribution for ancillary works associated to major projects financed out of extra-budgetary resources.

802. Sub-programme 6.0.0.3 covers the Procurement Service (AFSP), which uses purchasing or contractual instruments for national and international tendering and related procurement activities for both the regular and field programmes. Because of increased emergency work, procurement activities have expanded considerably and this high-level of activities is expected to continue. AFSP will examine the possibility of expanding its use of the Internet and utilising functionalities associated with electronic procurement with respect to its operations. By regrouping some duties relating to assets inventory and system development, AFSP is abolishing one professional post, thereby limiting the overall increase in resources, despite the transfer of responsibilities and functions from the Finance Division (AFF), concerning the payment of invoices.

803. The sub-programme on security and transport (6.0.0.4) deals with the protection of people, property and premises at Headquarters, and related coordination with government authorities. It also includes fire prevention, and local official transport. The increase in resources is due to the centralisation in the Security Service of all functions concerning the issuance of building passes, some of which used to be fulfilled by the Conference, Council and Protocol Affairs Division (GIC), and to the transfer of residual funds to support driving services out of 6.0.0.2.

804. Sub-Programme 6.0.0.9 (programme management) now covers the entire Office of Director, AFS, part of which used to be provided for under Chapter 5. The increase in resources is due to such transfer; the transfer of the divisional Office Technology Coordinator (OTC) post; and of the maintenance costs of the catering equipment out of 6.0.0.2. The Office of Director also deals with very large procurement operations in Iraq, and with monitoring of the important infrastructure projects at Headquarters.

Proposed Activities for 2002-2003

805. Main planned actions include:

1. monitoring of the construction of the new library, and other important works in buildings A (restructuring to meet EU security and safety standards) and D (air-conditioning and sanitary installations), which are projects financed by the Host Government;
2. the execution of important works (e.g. building signs, signals and markings);
3. the development of a new procurement strategy within the Internet environment;
4. the restructuring of the Archives Group in parallel with the ongoing maintenance of the Digital Records Management system; and
5. the development of new security plans taking into account the possibilities offered by recent infrastructure and technologies, and the challenge posed by the presence of highly valuable office equipment.