Conference Service Resources in Support of the Treaty Body System Division of Conference Management, UNOG 02April 2012 Ms. Kira Kruglikova, Executive Officer kkruglikova@unog.ch

What are conference services? Meetings support Interpretation Summary Record Drafting Meeting Room Attendants Sound technicians Captioning Documentation Editing Translation Terminology Referencing Formatting Printing Distribution Braille Provided in six official languages (Arabic, Chinese, English, French, Russian, Spanish)

Division of Conference Management, UNOG Integrated global management (IGM) of conference servicing under the USG, Department for General Assembly and Conference Management (DGACM) Under the authority of UNOG Director-General Resources allocated in Section 2 of the budget

Legislative Framework The Committee on Conferences determines the legislative framework for provision of conference services. Four goals: Quality Timeliness Cost-effective Quantity

How do we do it? Mix of modes Language-specific Permanent capacity Freelance temporary staff Contractual Language-specific Six languages means 30 potential combinations Need right combination for each task

Growing Workload - meetings

Treaty Bodies Consume Resources

Growing Workload - documentation 2011 – 62.3 million words processed (10% more than 2010; 33% more than 2006)

Largest volume of documentation

2012-2013 budget Section 2 Changes DCM Changes $10 million resources returned for summary records $10 million reduced – no reason specified DCM Changes $2.8 million additional for contractual translation $1 million reduction in printing supplies Net $1.38 million reduction for freelancers $2.77 million allocated for extra week of CRPD $5.74 million allocated for HRC decisions in 2011

Some figures Budget not allocated to specific clients Treaty Body share of 2010-2011 expenditures very roughly $72 million For example, one additional week of meetings for CESCR estimated to cost $523,000 Four languages (E,F,R, and S) 270 pages of documentation Summary Records

Another example One additional week of meetings for CRPD estimated to cost $1,385,400 annually Six languages interpretation - $105,300 920 pages of documentation - $669,200 Summary Records (E, F, and S only) - $143,300 Sign language - $222,900 Braille - $223,900 Captioning - $10,000

Something has to change Existing resources are already inadequate Workload still growing What can be done?

Successes CEDAW proactively reviewed its entire conference servicing mandate to focus on highest priorities Summary records only in English Replies to lists of issues fully mandated UPR, after initial difficulties, successful disciplined body 93% on time submission of reports Reports kept within self-imposed word limits

Summary records – background Summary record is official record of meetings Different from verbatim report No legal status Decision to change or relinquish a given entitlement is with intergovernmental body Could change number of languages Could request only certain meetings have SRs Could have SRs drafted upon request from sound recordings

Proposal in budget Budget proposed changes Continue creation of summary records in English or French Geneva practice is half of meetings are done in English and half in French Replace translation with access to secure, searchable digital recordings in all official languages Printed version of records available upon request Pilot project in UNOV

Response ACABQ recommended taking into account views of bodies entitled to summary records Committee on Conferences deferred discussion to Fifth Committee Concerns about lack of consultations with intergovernmental bodies, erosion of multilingualism, security of closed meetings, user friendliness of webcast/recording, etc.

Fifth Committee Fifth Committee declined to approve proposal on changing summary records globally In its Pattern of Conferences resolution, stressed that proposals for changes require approval by Member States in their relevant intergovernmental bodies

Priorities and Realities Existing resources are inadequate to fulfil the conference servicing mandate for treaty bodies Current service levels will erode further Priorities – interpretation for meetings, translation of documents (core documents, initial and subsequent reports, replies to lists of issues, etc.), accessibility, meeting records DCM ready to work with each body to identify possibilities for change