Substantive thrusts under ZRG conditions

338.     Under the management of the Administrative Services Division (AFS), this chapter covers the cost of common services, including mail and pouch, document distribution, archives and records, procurement, buildings maintenance and (unless alternative financial management arrangements are approved under the Security Expenditure Facility by the governing bodies) the protection of people, property and premises at headquarters, and related coordination with government authorities. It also covers similar costs for common services in the Regional and Subregional Offices.

339.     AFS operates in a climate of high service level demands, rising headquarters facility management and expansion costs, as well as increases in utilities and air conditioning costs, generating severe resource pressures. Within procurement, there is understaffing in the monitoring, vendor and registry support areas due to expanded activities, potentially exposing the Organization to inadequate controls.

340.     Procurement functions have expanded considerably, due to emergency-related work, and the current high level of activities is expected to continue. AFS 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.

341.     Documents, central records and communications user services will continue to focus on the enhancement of the Digital Records Management System, capable of operating across the FAO local and wide-area networks. These initiatives have resulted in some restructuring of the registries, with further changes planned for the next biennium. Work will also be done on the automation of the publications distribution process, through the adoption of new printing technology and different outsourcing of services.

342.     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 inadequate. For infrastructure improvements, reliance is being placed on the support of the Italian Government, as well as governmental and corporate donors.

Zero Nominal Growth Impact

343.     ZNG would entail serious maintenance shortfalls leading to interruptions of service (e.g. air conditioning). Some maintenance cycles, which could not be fully respected in the past, would have to be interrupted with the risk of shortening the life cycle of equipment and incurring longer term higher capital costs for replacements. In addition, AFS would have to further reduce the frequency of cleaning activities, with social and health associated risks, implement a drastic reduction in office moves, eliminate the purchase of new furniture and seek maximum recovery of costs in all circumstances, for example by backcharging all its services for non-FAO meetings.