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

What are conference services? Meetings support Meetings support Interpretation Interpretation Summary Record Drafting Summary Record Drafting Meeting Room Attendants Meeting Room Attendants Sound technicians Sound technicians Captioning Captioning Documentation Editing Translation Terminology Referencing Formatting Printing Distribution Braille (Arabic, Chinese, English, French, Russian, Spanish) 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) 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 Under the authority of UNOG Director- General Resources allocated in Section 2 of the budget Resources allocated in Section 2 of the budget

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

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

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

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

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

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

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

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

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

Response ACABQ recommended taking into account views of bodies entitled to summary records ACABQ recommended taking into account views of bodies entitled to summary records Committee on Conferences deferred discussion to Fifth Committee 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. 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 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 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 Existing resources are inadequate to fulfil the conference servicing mandate for treaty bodies Current service levels will erode further 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 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 DCM ready to work with each body to identify possibilities for change