Note This section deals with inter-organization consideration of proposed budgets and of budgetary performance reports for inter-organization bodies whose costs are shared by the participating organizations.
Other activities for which costs are shared, as well as principles relating to cost-sharing between the organizations, are dealt with in Section 16.6. In the paragraphs below, discussions in CCAQ are summarized first as they relate to jointly-financed budgets in general, and thereafter in relation to individual activities, in the order in which budgets for such activities came under examination in the Committee.
(A1) At the 41st session (March 1975: CO-ORDINATION/R.1088, para. 26), in connection with a discussion of proposed 1976 and 1977 estimates for the secretariat of IOB, CCAQ agreed that all budgets for jointly-financed activities should be costed at the same exchange rates.
(A2) At the 49th session (September 1978: CO-ORDINATION/R.1307, para. 15), in the framework of a discussion of revised 1978-1979 budget estimates for jointly-financed activities, CCAQ agreed that UN would adjust the estimates in due course to take account of costing assumptions approved by the General Assembly in the framework of the next performance report on the UN programme budget. ACC subsequently endorsed the estimates on this understanding. The arrangement was the subject of further agreements at later sessions, in the first instance the 51st (September 1979: ACC/1979/R.69, para. 15), where the agreement applied to all jointly-financed budgets under review by CCAQ at that time.
(A3) In relation to the action by ACABQ mentioned in paragraph B19 below, and to other modifications made in budgets for jointly-financed activities in the course of their consideration by central reviewing authorities, the Committee agreed at its 52nd session (March 1980) that the procedures involved gave rise to certain questions, which it requested its secretariat to report upon (ACC/1980/16, para. 17). At the 53rd session (September 1980), having considered the report submitted, it agreed that each jointly-financed body should be represented by its Chairman, or another senior participant designated by him, when ACABQ came to review proposed budgets for the body concerned.
(A4) At the 55th session (September 1981), in connection with a review of 1980-1981 expenditures of ICSC, the Committee requested UN to inform the CCAQ secretariat in a timely manner in future of all anticipated overspendings under budgets for jointly-financed activities (ACC/1981/30, para. 18).
(A5) In the context of a review of 1986-1987 budget estimates of ICSC at the 62nd session (March 1985), CCAQ requested UN to ensure in future that full technical clearance was given to all budget proposals coming forward for consideration on behalf of ACC (ACC/1985/7, para. 10).
(A6) At the 65th session (September 1986) the Committee took the opportunity of a review of budgets for jointly-financed activities to consider such budgets in relation to general financial policy. It agreed that the same constraints had to apply to these budgets as were currently affecting the budgets of organizations. Accordingly, the jointly-financed budgets for 1988-1989 should in real terms be kept at least within the financial limits approved for 1986-1987. In addition, opportunities for economies should be actively sought. It was equally important to exercise restraint in respect of new cost-sharing arrangements. The secretariat was requested in this connection to prepare data on the evolution of resources devoted to jointly-financed activities in order that the Committee might at its next session consider the possibility of a system-wide ceiling on contributions to these activities (ACC/1986/12, paras. 10 and 11).
(A7) These data were considered by the Committee at the 66th session (March-April 1987). The Committee noted with concern that the rate of increase in dollar terms in the budgets of jointly-financed activities over the period 1975-1987 was more than double the rate of increase in the combined total regular budgets of the organizations over the same period. It recommended to ACC that to the largest possible extent jointly-financed activities should be subject to the same budgetary constraints as the funding organizations - i.e., zero real growth and, where reasonably possible, absorption of cost increases due to inflation and exchange-rate changes (ACC/1987/6, para. 5).
(A8) During a review at the 72nd session (March 1990) of the budgetary performance in 1988-1989 of jointly-financed activities, it was pointed out that even when budgets were not exceeded, individual participating organizations often found themselves called upon to pay more than they had provided for in their own budgets. CCAQ believed such difficulties arose from the fact that jointly-financed budgets could not be finalized before those of most participating organizations; the latter therefore needed to project expenditures with particular care (ACC/1990/5, paras. 8, 9).
(A9) At the 73rd session (September 1990), in the context of proposed revised estimates for the substantive secretariat of CCSQ(OPS), the Committee asked its secretariat to ensure that all budget estimates submitted to it for jointly-financed activities be routed in good time through the responsible services of UN. It also stressed the importance, in respect of activities at the inter-organization level, of the general principle that no commitments involving expenditure be entered into without prior financial clearance. It wished to be consulted in advance on activities contemplated by other inter-organization bodies which could involve costs for participating organizations (ACC/1990/12, paras. 10, 16).
(A10) At the 74th session (March 1991) the Committee further clarified its attitude towards budget proposals for jointly-financed activities. Of primary importance was the principle of zero real growth, which continued to be insisted upon by Governments in respect of the budgets of the organizations themselves; it implied that any new priorities that arose had to be provided for through adjustments in the existing programme. As long as such constraints affected the organizations' budgets CCAQ would be guided by them when reviewing budget proposals for jointly-financed activities (ACC/1991/6, paras. 9-11).
(A11) The Committee restated its position concerning zero real growth at the 78th session (March 1993), recalling that this principle was insisted upon by Governments in respect of the budgets proposed by the organizations themselves, sometimes with the farther requirement that part of the higher costs due to currency instability and inflation should be absorbed. Non-payment and delayed payment of contributions had now obliged organizations to seek still further economies, so that not only zero growth, but also reductions in expenditure levels, had to be sought where they appeared feasible (ACC/1993/7, paras. 5-8).
(A12) At the 79th session (August-September 1993), the Committee had before it the Summary of Conclusions of an Ad Hoc Inter-Agency Consultation on Jointly-Financed Secretariats of ACC Standing Committees (July 1993), dealing inter alia with possible common facilities for such secretariats and the grading of their senior posts, as well as with general issues concerning their budgets. The Committee found some merit in the idea of common or neighbouring premises for jointly-financed activities located in Geneva (a possibility also dealt with in a UNOG study placed before the Committee), at least as far as the secretariats of the existing consultative committees were concerned, but believed that day-to-day contact with organizations grouped around UNOG, and proximity to central facilities and services were important for their work and that every effort should be made to accommodate them at the Palais des Nations. The Committee noted the agreement reached during the Consultations that the D-1 level was likely in most instances to be the most appropriate grade for recruitment to the senior posts in jointly-financed secretariats of ACC subsidiary bodies, and the further agreement, which coincided with the position of CCAQ(FB), that there should be no overall increase in inter-organization budgets or staff, economies being sought wherever available subject to possible reallocations of resources among budgets (ACC/1993/23, paras. 4-6).
(A13) Also at the 79th session, CCAQ(FB) decided in the interests of economy that in future it would not expect representatives of the secretariats of jointly-financed bodies to attend its sessions to present programme budget proposals unless they were specifically requested to do so by its Chairman. These secretariats might, however, be represented by one of the participants in the Committee's session (ibid., para. 12).
(A14) At the same session, in connection with the proposed programme budget of the CCAQ secretariat for 1994-1995, CCAQ(FB) was requested to provide general guidance on the subject of funds made available to jointly-financed activities over and above their approved budget levels. Instances of such funds were contributions agreed by CCAQ(PER) for observer status at its sessions and possible charges for copies of a handbook. CCAQ(FB) believed that the granting of observer status at sessions of ACC subsidiary bodies was a matter for decision by ACC, and had reservations about levying charges for such status. It did not object in principle to the acceptance of external funds for jointly-financed programme activities, but considered that any revenue other than contributions from member organizations should be reported to the inter-organization body concerned and to CCAQ(FB) through the budget-making process (ibid., paras. 17-18).
(A15) At its 82nd session (February 1995), CCAQ(FB) examined a number of budgets of jointly-financed activities. In doing so, it recalled the general considerations of financial policy which had guided its review of these budgets for some time and which continued to be relevant, namely that of zero real growth, and where, feasible, budget reductions (ACC/1995/6, para. 4).
(A16) At its 83rd session (August - September 1995), CCAQ(FB) reviewed the process by which it examined the budgets of jointly-financed activities in the interest of making its review more effective. Participants were concerned about the lack of uniformity in the format of budgets and the implications, for organizations' budgets and for the Committee's review, of proposals which were presented very late in the budgetary cycle. The former meant that meaningful comparisons between budgets for different bodies, and between budgetary periods for a given body, were difficult, while the latter had often led to proposals being presented to the Committee at a point when organizations could no longer make the appropriate provisions in their own budgets.
(A17) Furthermore, programme budget proposals were often presented to the Committee more than once, since substantive Committees had not yet examined the budgets. CCAQ(FB) considered that the prior review by the substantive Committee was a precondition since it was during this review that the programme of activities for the body was approved. Members of the Committee also believed that the budgets of the jointly-financed bodies should reflect the reality of organizations' budgets; reductions in organizations' budgets meant that the budgets of jointly-financed bodies would also need to be reduced. Finally, the Committee had noted that proposals which were subject to review and approval by the United Nations General Assembly (e.g. JIU and ICSC) often did not reflect the budget levels recommended by CCAQ(FB) on behalf of ACC.
(A18) After an extensive and fruitful discussion on the various means open to the Committee to achieve the objective of making its review more effective, the Committee reached the following conclusions which it recommended to ACC for endorsement (ACC/1995/20, paras. 2 - 5):
(a) At its fall session in even-numbered years, the Committee would recommend to ACC resource guidance levels for the following financial period for each of the jointly-financed bodies.
(b) Jointly-financed bodies would thereafter be required to present their programme budget proposals to the following session of CCAQ(FB) (i.e. the spring session in odd-numbered years). Proposals would need to reach the CCAQ(FB) secretariat at least one month before the date of the session in order to allow organizations to carry out a thorough analysis of the proposals.
(c) Review of these programme budget proposals by the substantive Committee (where one exists) would be mandatory before the proposals were presented to CCAQ(FB). Where the present pattern of meetings of a substantive Committee did not permit adherence to this schedule, the Committee concerned should adjust its programme of work to meet this requirement. While CCAQ(FB) could accept that, in exceptional cases, the substantive Committee's review could be by correspondence, it would, in those cases, be essential that sufficient time was given to organizations to make full comments on the proposals; such comments, and a summary recommendation concerning the proposals, should then be reflected in the presentation to CCAQ(FB). The review by the substantive Committee should take into account the date by which the proposals should reach the CCAQ(FB) secretariat mentioned in (b) above.
(d) All programme budget proposals for jointly-financed bodies should be presented in the format used by the United Nations, and should be reviewed, before presentation to the substantive Committee, by the organization administering the body.
(e) Jointly-financed bodies which carry out programme activities should also present budgetary tables which analyse their proposals in programme terms (e.g. for the Joint Inspection Unit, budget tables showing the expected cost per study planned (based on the proposed work programme) with a detailed breakdown by object of expenditure; for the ICC, analysis of the proposed billing rates for services offered, distinguishing between fixed costs and variable costs).
(f) Proposed programme budgets should also present budgetary performance for previous and current financial periods to permit comparison of budgets and actual expenditure.
(g) As already decided by the Committee, Secretaries of jointly-financed bodies would not be required to attend CCAQ(FB) sessions in order to present their budgets. The Committee would however nominate a lead organization in the duty station where each jointly-financed body was situated in order to liaise with the jointly-financed body on the proposed programme budget.
(h) The Committee would consider, at its fall 1996 session, the question of setting up working groups to examine individual budgets for jointly-financed bodies and to make recommendations to the full Committee.
(i) In those cases where a proposed programme budget is subject to review and approval by the United Nations General Assembly, ACC would review and transmit to the Secretary General of the United Nations its views on that budget, taking account of the recommendations made by CCAQ(FB).
(B) CCAQ secretariat
(B1) At its 27th session (1966: CO-ORDINATION/R.532, para. 77) CCAQ agreed that tentative estimates of joint costs should be prepared nearly two years ahead of the year of expenditure. The Committee approved an estimate of $168,000 for joint costs in 1966, but noted that part of this was non-recurring.
(B2) At the 28th session (1967: CO-ORDINATION/R.604, para. 70) CCAQ agreed an estimate of $132,000 for 1967. This included provision of $15,000 (CO-ORDINATION/R.604, para. 29) for a classification expert in respect of whom ICAO said it could not approve the costs involved.
(B3) At the 29th session (March 1968: CO-ORDINATION/R.679, para. 17 and annex IV) CCAQ approved an estimate of $177,700 for CCAQ joint costs in 1968.
(B4) At its 30th session (March 1969: CO-ORDINATION/R.733, para. 115) CCAQ agreed an estimate of $201,000 for joint costs in 1969. It requested that a three-year forecast of expenses be presented annually.
(B5) At the 31st session (1970: CO-ORDINATION/R.799, para 53) CCAQ approved an estimate of $3l7,450 for CCAQ joint costs in 1970. This included $82,450 for the second phase of an EDP study. The Committee took note of forecasts of $267,800 and $295,200 as the joint cost estimates for 1971 and 1972.
(B6) At the 33rd session (March 1971: CO-ORDINATION/R.864, paras. 39-43), CCAQ recommended a joint costs budget of $224,000 for 1971. CCAQ requested that tentative estimates for 1972 be updated by the autumn of 1971 so that they might be examined and a recommendation concerning them go to ACC before 1972 began. A similar practice should be followed in future years. In addition it was requested that the estimates be presented in greater detail.
(B7) At the 35th session (CO-ORDINATION/R.930, paras. 30 and 31), UN and ILO expressed the wish to include in the joint costs budget the full costs which they incurred (as distinct from certain direct extra costs) on cost-of-living survey work for the post adjustment system. The other organizations were unable to accept the proposal. In so far as ILO was bearing costs which should be borne by UN, and vice versa, the question should be resolved between UN and ILO.
(B8) At the 34th session (October 1971: CO-ORDINATION/R.903, para. 31 and annex C), CCAQ approved a budget for joint costs in 1972 of $271,250. At the 35th session (March 1972: CO-ORDINATION/R.930, para. 29 and annex F), it approved a budget for 1973 of $244,000. This figure was based on the assumption that after the conclusion of the Special Committee's work the strength of the CCAQ secretariat could revert to the 1969 level. It was later agreed (CO-ORDINATION/R.931, para. 80), that the strength should remain unchanged until at least June 1973 and that a supplementary estimate would be required.
(B9) At the 36th session (September 1972: CO-ORDINATION/R.960, para. 51) CCAQ recommended a supplementary estimate for 1973 of $12,700.
(B10) At the 37th session (March 1973: CO-ORDINATION/R.985, para. 47) CCAQ noted that the 1974 budget estimates for joint projects repeated the figures already approved for 1973 in a total of $256,700 because it had not been possible to prepare definitive estimates owing to uncertainty about the future of CCAQ, ICSAB and ECPA after the establishment of ICSC. It recommended that ACC should approve the estimates as submitted, subject to further review when the uncertainty was dissipated (CO-ORDINATION/R.985, annex G).
(B11) At the 38th session (September 1973: CO-ORDINATION/R.1004, para. 42) CCAQ recommended a revised joint costs budget for 1973 of $283,800.
(B12) At the 39th session (March 1974: CO-ORDINATION/R.1032, para. 39) CCAQ recommended revised budget estimates totalling $316,500 for 1974. It accepted that in view of the uncertainties about the future of joint projects the planning estimates for future years should also be at that level.
(B13) At the 40th session (September 1974: CO-ORDINATION/R.1054, paras. 28 and 29) CCAQ recommended that, pending a General Assembly decision on the establishment of ICSC, the joint projects budget for 1975 be provisionally established at the same figure as the revised estimate for 1974, namely $316,500.
(B14) At the 41st session (March 1975: CO-ORDINATION/R.1088, paras. 28-34) CCAQ took note of information supplied by UN concerning the budgetary arrangements for ICSC and the effect that these would have on the estimates for CCAQ joint costs. As regards the 1975 estimates for the CCAQ secretariat, CCAQ agreed that UN's share of the cost of the Classification Officer and one General Service post for the 9 months beginning 1 April 1975 would be absorbed by the other organizations, since ACABQ and the Fifth Committee had been informed that these posts were being transferred to the ICSC as from that date.
(B15) At the 42nd session (September 1975: CO-ORDINATION/R.1114, paras. 43-46), CCAQ recommended a revised budget of $239,500 for CCAQ secretariat in 1975, and an estimate of $511,700 for the biennium 1976-1977. Noting that the latter estimates assumed a US dollar/Swiss franc exchange rate of 3.10, the Committee felt that a rate of 2.70 would have been more realistic and anticipated that supplementary estimates of up to $40,000 might be required at a later stage.
(B16) At the 46th session (February-March 1977: CO-ORDINATION/R.1208, paras. 25 and 26, and CO-ORDINATION/R.1211, paras. 35 and 36) CCAQ recommended revised expenditure estimates of $539,500 for 1976-1977 and a budget of $580,900 for 1978-1979. It was agreed that the UN would participate in the cost of CCAQ job classification activities from 1 January 1978. The estimates for 1978-1979 were approved by ACC for submission to the General Assembly through ACABQ (CO-ORDINATION/R.1219, para. 114); they were agreed subject to a reduction of $5,000 in the provision for general temporary assistance and consultancy funds, recommended by ACABQ (A/32/8, para. 22.96).
(B17) At the 47th session (September 1977: CO-ORDINATION/R.1238, paras. 19 and 21 and annex VI) CCAQ recommended revised 1976-1977 expenditure estimates in a total amount of $560,900 subject to possible overspending due to the evolution of the dollar-Swiss franc exchange rate. These arrangements were subsequently endorsed by ACC (CO-ORDINATION/R.1255, para. 98).
(B18) At the 49th session (September 1978: CO-ORDINATION/R.1307, paras. 14 and 15 and annex III) CCAQ considered revised expenditure estimates totalling $730,500 for 1978-1979 (costed at 1.93 Swiss francs to the dollar) - an increase of $154,600 over the approved estimates (costed at 2.51). The entire increase was due to cost changes. It recommended that ACC should endorse the new figure on a provisional basis, and on the understanding that it would be adjusted by UN to take account of costing assumptions approved by the General Assembly. ACC accepted this recommendation.
(B19) The 1980-1981 estimates for CCAQ were before the Committee at its 50th session (March 1979). While raising no objection to the proposals as far as they went, the Committee considered that they made insufficient provision for its growing workload in the financial and budgetary area; in the circumstances, and giving full weight to the budgetary and financial difficulties facing the organizations, it decided that provision should be made for a new P-3 post. Revised accordingly, the estimates amounted to $853,700 (ACC/1979/R.11, paras. 29-31 and annex VII). This recommendation was later rejected by ACABQ. See paragraph A3 above.
(B20) Further revised 1978-1979 estimates for CCAQ (see para. 24 above) were considered by the Committee at its 51st session (September 1979). It was agreed that UN would adjust the estimates to take account of the cost factors used in its performance report (ACC/1979/R.69, para. 15).
(B21) At the 53rd session (September 1980), it was agreed (see para. B19 above) that as the workload of the CCAQ secretariat had not evolved as expected, it would be met with existing staff resources for the time being, having recourse as necessary to temporary assistance or consultants (ACC/1980/32, para. 8).
(B22) At the 54th session (March 1981) the Committee approved revised expenditure estimates for the CCAQ secretariat for 1980-1981. For 1982-1983, it requested the secretariat to provide UN with revised proposals providing for no real growth in relation to the revised level for 1980-1981 (ACC/1981/10, paras. 12 and 13).
(B23) At the 58th session (March 1983) CCAQ(FB) approved revised expenditure estimates for the CCAQ secretariat for 1982-1983, already accepted by CCAQ(PER), providing for increases under staff costs and official travel of staff and for savings under established posts. CCAQ(FB) further approved a proposed programme budget for the CCAQ secretariat for 1984-1985, also accepted by CCAQ(PER), in a total amount of $892,000. It urged restraint in the convening of meetings, in official travel of staff, and under the programme generally (ACC/1983/11, paras. 6-9).
(B24) At the 61st session (September 1984) CCAQ(FB) examined a proposed programme budget for the CCAQ secretariat for 1986-1987, in a total amount of $934,000. It requested its Chairman to communicate to the Chairman of CCAQ(PER) its views on the proposed regrading to D-1 of the post of Assistant Secretary for Financial and Budgetary Questions. This upgrading was subsequently approved (see also section 1.7). A proposal for the introduction of text and data-processing facilities was accepted, but the secretariat was requested to review the content and costing of its proposed travel programme (ACC/1984/17, paras. 17-20).
(B25) At the 65th session (September 1986) CCAQ(FB) considered a proposed programme budget for the CCAQ secretariat for 1988-1989, providing for total resources some 4.2 per cent lower in real terms than those approved for 1986-1987. CCAQ(PER), which had already reviewed the proposals, had thought that requirements might arise that could exceed the amounts budgeted for consultancy services and staff travel and had suggested that economies should be sought by holding meetings of CCAQ subcommittees in Geneva as a general rule unless there were convincing reasons to the contrary (ACC/1986/10, para. 130). CCAQ(FB) appreciated the restraint reflected in the proposals, which it approved on behalf of ACC on the understanding that the provision of additional funding for consultant services would be considered in the light of the actual work programme; it agreed that savings should be sought during implementation of the budget wherever possible by reducing the length of sessions and scheduling meetings of subsidiary bodies in such a way as to limit travel costs (ACC/1986/12, paras. 17 and 18).
(B26) At its 70th session (March 1989) CCAQ(FB) reviewed the 1990-1991 programme budget for the CCAQ secretariat, as well as the budget situation for the current biennium. Noting the increased requirements arising from the comprehensive review of conditions of service for the Professional and higher categories, the Committee authorized, for the 1988-1989 budget, transfers between objects of expenditure as necessary to meet operating requirements, subject to prior approval by the Chairman of the appropriate component of the Committee and within the limit of global allotments. For the 1990-1991 budget, to which CCAQ(PER) had agreed (ACC/1989/6, paras. 84-87), it approved the proposed level of $1,357,200 (at currently-assumed cost levels), subject to a reduction of $8,600 for official staff travel (ACC/1989/7, paras. 15, 16).
(B27) At the 71st session (September 1989), in the context of the cost-sharing formula to be established for the substantive secretariat of CCSQ(OPS), the Committee recommended to ACC that the apportionment for the CCAQ secretariat from 1 January 1990 should be based on the CCAQ personnel statistics at 31 December 1989, in accordance with current practice (ACC/1989/15, paras. 13-19).
(B28) At the 74th session (March 1991) the Committee examined the proposed programme budget for 1992-1993 of the CCAQ secretariat, totalling $1,713,000, a real increase of $152,400. CCAQ(PER) had reviewed the proposals at its own 74th session; while expressing concern at the real growth in the estimates, it had found that real increases along the lines proposed were warranted by a clear increase in workload (ACC/1991/5, paras. 136-142). CCAQ(FB) considered that it could not depart from the principle of zero real growth. It suggested that the level of activity attained in the past might not necessarily continue, especially if the schedule of ICSC meetings were curtailed (ACC/1991/6, paras. 19 and 20).
(B29) Programme budget proposals for the CCAQ secretariat for 1994-1995 were considered by CCAQ(FB) at the 78th session (March 1993), taking account of the views of CCAQ(PER). The proposals, at $1,668,000 at revised 1993 rates, provided for a marginal decrease in real resources. the Committee considered that the proposed provision for travel could have taken greater account of the biennialization of the work programme of ICSC and that the time spent by members of the secretariat at sessions of ICSC and the General Assembly could be reduced. It was agreed that the estimate for travel costs should be cut by 10 per cent over all (ACC/1993/7, paras. 20-21).
(B30) In the light of further developments (see notably para. A12 above) the Committee returned at its 79th session (August-September 1993) to the programme budget for 1994-1995. It was agreed that further savings might now be made by downgrading the post of Secretary of CCAQ (from D-2 to D-1) with effect from 1 January 1994. Subject to this measure and the reduction in the provision for travel which had been agreed at the last session, the Committee approved the proposed programme budget for 1994-1995 on behalf of ACC (ACC/1993/23, para. 16). (For the question of fees for observers status at sessions of CCAQ and other extrabudgetary resources, see para A14 above.)
(B31) A proposed programme budget for 1996-1997 for the secretariat of CCAQ was examined by CCAQ(FB) at its 82nd session (February 1995). The Committee reiterated its concern that the period of attendance of different members of the secretariat during sessions of the GA and the ICSC could be curtailed, and accordingly approved a budget on behalf of ACC with a 10 per cent reduction in the resources proposed for travel (ACC/1995/16, paras. 31).
(B32) At its 86th session (February 1997)the Committee reviewed the proposed programme budget for 1998-1999 for CCAQ, which was within the resource guidance target recommended by CCAQ to ACC in September 1996 and slightly higher than the indicative amount set by the United Nations in January 1997. The Committee noted the considerable reductions in the revised budget for 1997-1998 and that one General Service post was being eliminated in the proposed 1998-1999 budget. Reviewing the level of resources for travel, the Committee recommended that the period of attendance of different members of the secretariat during sessions of the General Assembly and ICSC be kept to the minimum necessary. Noting the proposals for increased expenditure on contractual services in conjunction with the conversion of the existing staffing database, on the understanding that this increase in costs in the next biennium should be reflected in ongoing cost reductions for data processing in future biennia, CCAQ, on behalf of ACC, approved the proposed programme budget.
(B33) At its 89th session (February 1999: ACC/1999/6, paras. 4, 10 & 15) CCAQ(FB) reviewed the proposed programme budget for 2000-2001 for CCAQ, which incorporated zero nominal growth compared to the budget appropriations for 1998-1999, was lower than actual expenditures for 1996-1997 and eliminated one General Service post. The Committee repeated its concern on the travel of different members of the secretariat to attend the General Assembly and ICSC and expressed the hope that ICSC would respond to calls for it to adopt a biennial work programme and reduce the length of its sessions. The Committee approved the proposals for expenditure on contractual services relating to the ongoing development of the PER and FB web sites and the staffing database and recommended devoting any available funding to improvements to the PER database to avoid a duplicative database in ICSC. The Committee then approved the proposed budget on behalf of ACC. At its 90th session (April 1999: ACC/1999/5, para. 36) CCAQ(PER), recalling the need to maintain services of the highest quality at low cost, commended the secretariat for the innovation it had shown to live within the budget while at the same time enhancing its services, endorsed the budget proposals.
(B34) At its 6th Session (October 2003: CEB/2003/5, paras. 31-32) HLCM was informed that, as agreed at its last meeting, further details, including the budget fascicle, had been circulated to members in June for their information. Since then, the ACABQ had reviewed and recommended approval of the budget proposal and had welcomed the restructuring and establishment of the jointly-financed secretariat. It was expected that the General Assembly would agree with the recommendations of the ACABQ; thus, by the end of 2003, vacancy announcements could be circulated for positions in the CEB secretariat. For future bienniums, the budget process would most likely be revised to reflect the recommendation that the FB Network review jointly-financed budgets. The Committee took note and asked to be kept informed of further developments.
(B35) At the 7th session (March 2004: CEB/2004/3, paras. 57-58) of HLCM, the Director of the CEB secretariat recalled that this was the first biennium where there was one jointly-financed secretariat. In developing the CEB secretariat proposals, a commitment had been made to the Board to accommodate the 2004 2005 budget requirements without a real increase in the overall amounts assessed to CEB organizations under the former inter agency mechanisms. The situation was to be reviewed as experience was gained in working with the new high level committee structure and the concomitant demands being placed on the secretariat. Discussions at the HLCM meeting, particularly in the context of the resources requested for the Accounting Standards and Extranet projects, had underscored that a review of the requirements was necessary. It was also clear that the FB Network would need to review the issue of cost sharing, with a view to making proposals to incorporate funding from the organizations not presently contributing to funding the CEB secretariat. Both the review of the requirements and cost sharing would be undertaken so as to incorporate their results into the preparation of the biennial budget for 2006 2007. The Committee requested the CEB secretariat to present its draft budget for the period 2006 2007 to the next session of the Committee and that this budget should include appropriate cost sharing based on the revised CEB membership and revised requirements based on requests from HLCP and HLCM, with possibly a line item for contingency for unforeseen priority activities, as necessary.
(B36) At its 9th session (April 2005: CEB/2005/3, paras. 71-72) HLCM considered the budget proposal of the CEB secretariat for the biennium 2006-2007. The Committee: (a) noted that the budget represented zero-growth and would require adjustment for inflation and exchange rate fluctuations in accordance with the standard methodology of the United Nations and as applied to all budgets administered by it; (b) recalled that it had agreed at its eighth session that the CEB secretariat should receive a six-monthly statement and a year-end closing statement in order to monitor more effectively the status of all cost-shared budgets; (c) agreed that, for the future, it would be desirable, in accordance with the results-based budgeting being applied by all organizations, to have the opportunity to discuss the programme of work and output of the secretariat; (d) endorsed the budget proposed for the biennium 2006-2007.
(C) Joint Inspection Unit
(C1) At its 29th session (March 1968) CCAQ reviewed the 1969 budget of the Joint Inspection Unit whose establishment had been endorsed by the General Assembly in its resolution 2360 (XXII) (CO-ORDINATION/R.679, paras. 23-25 and annex III).
(C2) At the 30th session (March 1969: CO-ORDINATION/R.733, paras. 112 and 113 and annex H) the Committee agreed budget estimates of $370,000 for the JIU in 1970. Provided this total was not exceeded, unforeseen increases in one item could be met from savings in other items without the need for further review by CCAQ and ACC.
(C3) A special session of CCAQ in September 1969 recommended approval of a supplementary estimate for the JIU in 1970 of $32,000 (CO-ORDINATION/R.762, para. 13 and annex D). CCAQ also recommended approval of an estimate of $433,500 for 1971.
(C4) At the 33rd session (March 1971: CO-ORDINATION/R.864, paras. 44-46) when recommending the budget estimates for the JIU, CCAQ suggested expanding the information provided so that comparisons between years would become possible.
(C5) At the 35th session (March 1972: CO-ORDINATION/R.930, paras. 27 and 28 and annex E), CCAQ recommended approval of a budget of $492,400 for the JIU in 1973.
(C6) At the 37th session (March 1973: CO-ORDINATION/R.985, para. 46 and annex F) CCAQ recommended approval of a JIU budget for 1974 of $535,700, calculated on the basis of information available in January 1973 regarding exchange rates and cost-of-living projections.
(C7) At the 39th session (March 1974: CO-ORDINATION/R.1032, paras. 41-43) CCAQ recommended a JIU budget for 1975 of $673,900.
(C8) At the 4lst session (March 1975: CO-ORDINATION/R.1088, paras. 17-24), CCAQ examined estimates for the JIU for the biennium 1976-1977, in the amount of $2,150,900. It transmitted the estimates to ACC with a number of comments and with an alternative budget totalling $1,992,200. ACC decided at its 64th session to refer the JIU's appropriation request to ACABQ without comment, and the Advisory Committee subsequently recommended (A/10008) a figure of $1,992,200 for the approval of the General Assembly.
(C9) At the 46th session (March 1977: CO-ORDINATION/R.1211, paras. 38-41) the Committee recommended, subject to the position of organizations that had not yet accepted the new statute of JIU, a proposed 1978-1979 budget for the Unit in the amount of $2,687,900. This budget was subsequently agreed by ACC (CO-ORDINATION/R.1219, para. 115); the amount approved by the General Assembly, after consideration by ACABQ (A/32/8, para. 22.91) and technical adjustments, was $3,191,900. In accordance with the new statute, this amount was included in the UN budget.
(C10) At the 47th session (September 1977: CO-ORDINATION/R.1238, paras. 19 and 21 and annex V) the Committee recommended revised 1976-1977 expenditure estimates for JIU in a total amount of $2,282,700. These estimates were subsequently endorsed by ACC, which also agreed to possible overspending during 1976-1977 for jointly-financed activities located in Geneva to the extent that the overspending resulted from changes in the exchange-rate position (CO-ORDINATION/R.1255, para. 98).
(C11) Revised estimates for JIU for 1978-1979 were considered at CCAQ'S 49th session (September 1978: CO-ORDINATION/R.1307, paras. 14 and 15 and annex III), totalling $3,515,000. The increases were wholly due to cost changes, including recosting at 1.93 instead of 2.51 Swiss francs to the dollar. CCAQ recommended that ACC should endorse the revised estimates on a provisional basis, and on the understanding that they would be adjusted by UN to take account of costing assumptions approved by the General Assembly. ACC accepted this recommendation.
(C12) At the 50th session (March 1979: ACC/1979/R.11, paras. 25-28) CCAQ considered budget estimates of JIU for 1980-1981. It endorsed the estimates, totalling $4,145,800.
(C13) At the 54th session (March 1981) the Committee reviewed a programme budget proposed for 1982-1983 by JIU, and requested UN to re-examine the estimates with the latter with a view to maintaining them at the level of 1980-1981 in real terms (ACC/1981/10, para. 11).
(C14) At the 55th session (September 1981) the Committee reviewed expected 1980-1981 JIU expenditures. UN was requested to examine with JIU how to avoid an anticipated small overspending (ACC/1981/30, paras. 17-19).
(C15) At the 58th session (March 1983) CCAQ agreed on behalf of ACC a proposed programme budget for JIU for 1984-1985, in an amount of $4,439,100 (ACC/1983/11, para. 5).
(C16) At the 61st session (September 1984) the Committee reviewed on behalf of ACC a proposed programme budget of JIU for 1986-1987, providing for expenditure of $4,691,100, and a request that a new post requested for a bilingual secretary should be made available in the course of 1984-1985. The Committee opposed the proposed real growth of 2.5 per cent, which was not linked to programme expansion. It considered that the career development arrangements proposed were unnecessary in view of existing UN training facilities, and that the bilingual secretary post could not be provided in a period of budgetary austerity; a proposed regrading of a research officer would have to be examined in the light of established job classification standards. Other provisions, such as a proposed increase in travel appropriations, were also queried (ACC/1984/17, paras. 11-16).
(C17) At the 65th session (September 1986) the Committee reviewed with one of the inspectors preliminary indications concerning the proposed programme budget that would be put forward by JIU for 1988-1989. It expressed regret that JIU had not been able to complete its proposals in time for this review, and draw attention to its general policy concerning the level of financing of jointly-financed activities (see para. A6 above) and to the arrangements for circulation of 1988-1989 proposals which it had agreed as regards ICSC (see para. E14 below) (ACC/1986/12, paras. 15 and 16).
(C18) At the 68th session (March 1988) the Committee agreed that UN and WFP would examine the question of the latter's contribution to the costs of JIU (ACC/1988/5, para. 9). Following that examination, the Committee decided (69th session, September 1988) that the basis for fixing the shares of organizations participating in the financing of the Unit should remain unchanged - i.e. total expenditures under all sources of funds during the preceding biennium. Amounts erroneously billed for 1987 would be adjusted in 1988 (ACC/1988/13, paras. 17, 18).
(C19) At the 69th session CCAQ also reviewed the staffing levels of the secretariats of ICSC and the JIU, in the light of the recommendation of the Group of 18, endorsed by the General Assembly (resolution 41/213), for reductions of 15 per cent in the number of UN regular budget posts within three years. It expressed its appreciation of the responsibilities and workload of the two bodies, but called attention to the financial circumstances of the organizations, which made it difficult for them to meet the cost of ICSC and JIU at their present levels. It would be appropriate for JIU to adjust its work programme to take account of the organizations' reduced capacity both to contribute to the costs and to take advantage of the results; the Committee recommended to ACC the abolition of three Professional posts and one General Service post for research staff, on the understanding that the functions of two of the posts be entrusted to Junior Professional Officers or Associate Experts. The Committee also recommended that ACC invite the General Assembly to re-examine the number of Inspectors serving at any one time, with a view to reducing it progressively to eight (ACC/1988/13, paras. 6-14).
(C20) ACC subsequently recommended that two and not three Professional posts be abolished (decision 1988/27), but the Unit's proposed programme budget for 1990-1991 (amounting to $6,401,400 at currently-assumed cost levels) provided for the deletion of only one Professional post. Reviewing the budget at the 70th session (March 1989) CCAQ recommended maintenance of ACC's recommendation, as well as reductions of 10, 20 and 1.5 per cent respectively in the 1988-1989 level of appropriations for general temporary assistance, consultants and official staff travel. Noting that the usefulness of the Unit had been questioned in some governing bodies, the Committee expressed the belief that its performance should be kept under careful review (ACC/1989/7, paras. 6-9).
(C21) At the 74th session (March 1991) the Committee examined the proposed programme budget for 1992-1993 of JIU, totalling $8,137,200 at currently- assumed cost levels, a real increase of $506,900. Citing serious questions of cost-effectiveness, the Committee was unable to support any real increase which could not be fully counterbalanced by reductions elsewhere (ACC/1991/6, paras. 14, 15).
(C22) A proposed programme budget for JIU for 1994-1995, amounting to $8,144,500 at revised rates, was examined at the 78th session (March 1993). Although the proposals provided for no real increases in resources, the Committee accepted them with some reluctance, observing that the usefulness of JIU had been questioned by several governing bodies and administrations, as noted in the relevant recent report of ACABQ (A/47/755) (ACC/1993/7, paras. 16-17).
(C23) At its 82nd session, CCAQ(FB) examined programme budget proposals for the JIU for 1996-1997 amounting to $8,267,600, representing growth of $262,700. Organizations were concerned about the cost benefits of many of the Unit's studies and believed that the output of an average of seven to ten reports per year did not justify the large investment.
(C24) The Committee could not support the upgrading of one of the posts of researcher to the D1 level nor the proposal for an additional P4 researcher post. Concern was also expressed about the magnitude of the travel provisions of the Unit, and about the number of training sessions proposed. The resources proposed for computer hardware and software also seemed excessive. Finally, those organizations which were not involved in peace-keeping activities questioned the extent of the use of the Unit's resources, which were jointly-financed, for these types of studies, in particular given the fact that the cost-sharing formula excluded expenditure on peace-keeping.
(C25) Bearing in mind the principle that jointly-financed activities should have no more than zero real growth, and preferably negative growth where this appeared to be feasible, CCAQ(FB) recommended the following adjustments to the proposals (ACC/1995/6, paras. 24 - 28):
(a) The reclassification of a researcher post to D1 and the establishment of a new P4 post were not supported;
(b) The proposed resources for travel of the inspectors should be decreased by an amount representing the cost of one mission per inspector to New York per year;
(c) A further decrease of 10 per cent of the remaining proposed travel resources should be made based on efficiencies which the Executive Secretary had indicated to the Committee would be made in the travel of researchers, and of savings which the Committee believed could be made in the duration of missions;
(d) Proposals for resources for computer hardware and software should be reduced after critical examination by the competent services of the United Nations;
(e) The list of training needs should be extensively examined by the appropriate services of the United Nations and, whether financed by the United Nations or by the Unit itself, should be reduced to the minimum required for the work of the Unit.
(C26) At its 86th Session, the Committee reviewed Documents: ACC/1997/FB/R.7; ACC/1997/FB/86/CRP.6 and CRP.10, the programme budget proposals for 1998-1999 for JIU, amounting to $9,456,100. In examining the proposals, participants emphasized that in a climate where organizations were restricted in virtually all cases to zero or negative growth, JIU should review its programme and prioritize its work to reflect these realities. It was noted that the proposed budget for staffing costs totalling $8,590,400 assumed a 6.4% vacancy rate (lapse factor) and that this was unrealistic in that almost half the staffing costs were represented by the inspectors' posts, where 100% incumbency was expected. This distorted the comparison of the proposed budget with the level of the revised budget for 1996-1997 as far as the cost of the existing staff was concerned and thus the apparent reduction in staffing costs as indicated in the budget proposal was extremely improbable.
The Committee could not support the request for the addition of one professional post. While the Committee expressed its appreciation that the JIU had responded to its concerns expressed in previous sessions about the need for reductions in travel and temporary assistance, it was still concerned about the magnitude of the travel provisions ($598,800) of the Unit. While being aware that the Statute of the Unit stated that inspectors should make on-the-spot inspections, participants believed that the proposals incorporated excessive travel provision, of $111,800, for the presentation of reports to the General Assembly and the legislative organs of other participating organizations.
As regards the proposals for computer hardware and software, the Committee believed that while further computerization of the Unit might assist in efficiency gains, these productivity gains did not appear to be reflected in the proposed budget. In addition the provision for purchase of equipment appeared excessive in that less expensive equipment would be more cost-effective.
In summary, the Committee recalled the principle, which it had already stated on a number of prior occasions, that jointly-financed activities should have no more than zero real growth, and preferably negative growth where this appeared to be feasible. In this spirit, the Committee endorsed, on behalf of ACC, the proposed programme budget for 1998-1999 for JIU, subject to the following recommended adjustments:
(a) Redeployment of existing established posts thus eliminating the need for creation of an additional professional post, which should result in a budget reduction of $241,000.
(b) The proposed resources for travel should be strictly controlled with the aim of further reducing these by $25,000.
(c) Proposals for resources for data processing services and replacement of office automation equipment should be reduced by $18,000.
(d) Proposals for communications costs should be reduced by $12,000.
(C27) At its 89th Session, the JIU submitted a budget proposal for 2000-2001 with a total cost of $8,174,000. The Committee noted that this proposal represented zero nominal growth compared with the budget appropriation for 1998-1999. With regard to the proposed budget for travel ($522,900), the Committee recalled its concerns expressed in previous sessions about the substantial amount for this item. The Committee noted a high budget for computer equipment which in part reflected the fact that JIU ran a Local Area Network separate from that of the United Nations Office in Geneva. Following relocation of the JIU to the Palais des Nations, the case for such an independent LAN might be reviewed in the light of potential cost savings and other efficiencies if the existing UNOG LAN were to be used. The Committee also noted that more use of video-conferencing could be made in order to cut down on travel. Thus it recommends an increase in the amount budgeted for video-conferencing, to be offset by a reduction in travel costs. Subject to these comments, the Committee decided to recommend approval by ACC of JIU's proposed budget.
(C28) At its 86th session (February 1997) the Committee reviewed the proposed programme budget for 1998-1999 for JIU, amounting to $9,456,100, and emphasized that in a climate where organizations were restricted in virtually all cases to zero or negative growth, JIU should review its work programme and establish priorities to reflect these realities. The Committee considered the 6.4 per cent vacancy rate unrealistic since half the staffing costs were represented by the inspectors' posts, where 100 per cent incumbency was expected. This distorted the comparison of the proposed budget with the level of the revised budget for 1996-1997 and the apparent reduction in staffing costs as indicated in the proposal was extremely improbable. The Committee could not support the request for the addition of one Professional post.
(C29) While appreciating that JIU had responded to concerns expressed in previous sessions about the need for reductions in travel and temporary assistance, the Committee was still concerned about the magnitude of the provision for travel. In particular, it considered the proposals for travel to the General Assembly and the legislative organs of other participating organizations for the presentation of reports to be excessive. The Committee also considered the provision for the purchase of data processing equipment excessive in that less expensive equipment would be more cost-effective and it did not find any productivity gains that might be achieved by further computerization reflected in the proposed budget. Recalling the principle that jointly-financed activities should have no more than zero real growth, and preferably negative growth where feasible, the Committee approved, on behalf of ACC, the proposed programme budget for 1998-1999 for JIU, subject to the following adjustments: (a) Redeployment of existing posts thus eliminating the need for an additional professional post, resulting in a budget reduction of $241,000. (b) The proposed resources for travel should be strictly controlled with the aim of further reducing these by $25,000. (c) Proposals for resources for data processing services and replacement of office automation equipment should be reduced by $18,000. (d) Proposals for communications should be reduced by $12,000.
(C30) At its 89th session (February 1999: ACC/1999/6, paras. 4 & 13) the Committee reviewed the proposed programme budget for 2000-2001 for JIU, amounting to $8,174,000, and noted that it represented nominal zero growth compared with the budget appropriation for 1998-1999. With regard to the proposed budget for travel the Committee reiterated its concerns expressed on the review of the previous budget and noted that the high budget for computer equipment reflected in part that the JIU ran a Local Area Network (LAN) separate from that of the United Nations Office at Geneva. Following relocation of JIU to the Palais des Nations, the case for an independent LAN might be reviewed in the light of potential savings and other efficiencies if the existing UNOG LAN were to be used. The Committee noted that more use could be made of video-conferencing in order to cut down on travel and recommended an increase in the amount budgeted for video-conferencing to be offset by a reduction in travel costs. On this basis the Committee decided to recommend approval by ACC of JIU's proposed budget.
(D) Secretariat of the Inter-Organization Board for Information Systems; of the Advisory Committee for the Coordination of Information Systems; and of the Information System Coordination Committee (ISCC)
(D1) At its 33rd session (March 1971; CO-ORDINATION/R.864, para. 43) CCAQ indicated that it was unable to comment on proposed budgets for 1971, 1972 and 1973 for the secretariat of the Inter-Organization Board for Information Systems and Related Activities, in view of the direct relationship between IOB, which had already agreed the estimates, and ACC.
(D2) At the 41st session (March 1975: CO-ORDINATION/R.1088, paras. 25-27), recalling that ACC had already approved estimates for the IOB secretariat amounting to $405,000 and $426,000 for 1976 and 1977 respectively, CCAQ decided that it would be better if all the budgets for jointly-financed activities were costed at the same exchange rates, and recommended revised estimates of $468,000 and $483,000 for 1976 and 1977.
(D3) At the 46th session (March 1977: CO-ORDINATION/R.1211, paras. 42 and 43) the Committee recommended a proposed 1978-1979 budget of $900,200 for the IOB secretariat. The proposals were approved by ACC (CO-ORDINATION/R.1219, para. 116). ACABQ postponed making a final recommendation on the estimates to the spring of 1978.
(D4) Revised estimates for the IOB secretariat for 1978-1979 were considered at CCAQ's 49th session (September 1978: CO-ORDINATION/R.1307, paras. 14 and 15 and annex III). They totalled $1,131,300. The increases were wholly due to cost changes, including recosting at 1.93 instead of 2.51 Swiss francs to the dollar. CCAQ recommended that ACC should endorse the revised estimates on a provisional basis, and on the understanding that they would be adjusted by UN to take account of costing assumptions approved by the General Assembly. ACC accepted this recommendation.
(D5) At its 51st session (September 1979) CCAQ considered revised estimates for 1978-1979 for the IOB secretariat. It was agreed that UN would adjust those estimates to take account of the cost factors finally used in its performance report (ACC/1979/R.69, para. 15).
(D6) At the 54th session (March 1981) it was agreed that CCAQ could not usefully examine a programme budget for the IOB secretariat until ACC had reached conclusions on a study which it had requested on the system-wide efficacy of the Board and its future functioning (ACC/1981/10, para. 14).
(D7) At the 55th session (September 1981) the Committee reviewed expected 1980-1981 expenditures of the IOB secretariat (ACC/1981/30, paras. 17 and 19).
(D8) At the 57th session (September 1982), referring to ACC's report to ECOSOC on strengthening the co-ordination of information systems, which recognized the need for a continuing inter-organization secretariat in this area, the Committee recommended provisional appropriations for such a secretariat in 1983 at the same real level as had been approved for the IOB secretariat in 1980-1981 (provision had already been made for the continuation of inter-organization secretariat services in the field of information systems in 1982) (ACC/1982/25, para. 8).
(D9) At the 59th session (September 1983) the Committee examined a proposed 1984-1985 programme of work and budget for the secretariat of the new Advisory Committee for the Co-ordination of Information Systems, providing for a programme which continued and developed the one approved for 1983. CCAQ considered that any subsequent increases in the estimates should pass through the normal budget review process. It trusted that as the organization of ACCIS work progressed the budget proposals submitted to CCAQ would come forward with the initial clearance of ACCIS itself and that the secretariat of ACCIS would be represented for the purposes of the CCAQ review (ACC/1983/21, paras. 10-12).
(D10) At the 61st session (September 1984) the Committee reviewed a proposed programme of work and budget for the ACCIS secretariat for 1986-1987, providing for resources in a total amount of $1,285,000. As proposals had not yet been examined by ACCIS, CCAQ hoped, given the timing constraints involved in UN budgetary procedures, that future sessions of ACCIS could be scheduled to prevent recurrence of this problem. Since no real growth was provided for, the Committee confined itself to reiterating its concern about the potential cost of the proposed Register of Development Activities and expressed doubts about the need to continue the ACCIS Newsletter. It asked to be kept informed through its secretariat about developments concerning the Register (ACC/1984/17, paras. 21-24). (Such developments were communicated to the members in subsequent memoranda of the secretariat.)
(D11) At the 65th session (September 1986) the Committee reviewed with the Officer-in-Charge of the ACCIS secretariat preliminary indications concerning the proposed programme of work and budget to be put forward for 1988-1989. Several participants expressed the hope that the implementation of ACCIS programmes, and in particular work on the Register of Development Activities, would not involve significant new demands on the resources of the organizations; in this respect it was recalled that ECOSOC had wished such work to remain within the limits of existing appropriations and that ACCIS planned to take account of organizations' individual capabilities for the provision of data. The Committee regretted that the ACCIS secretariat had not been able to complete its proposals in time for this review, and draw attention to its general policy concerning the level of financing of jointly-financed activities (see para. A6 above) and to the arrangements for circulation of 1988-1989 proposals which it had agreed as regards ICSC (see para. E14 below) (ACC/1986/12, paras. 15 and 16).
(D12) At the 70th session (March 1989) the Committee, on behalf of ACC, approved as submitted a proposed programme of work and budget for 1990-1991 for the secretariat of ACCIS, totalling $2,041,400 at currently-assumed cost levels and based on the principle of no overall real growth (ACC/1989/7, para. 18).
(D13) At the 74th session (March 1991) the Committee accepted the proposed programme of work and budget of the ACCIS secretariat for 1992-1993, providing for total expenditure of $2,355,400 at currently-assumed cost levels - a slight decrease in real terms (ACC/1991/6, para. 21).
(D14) A proposed programme budget for 1994-1995 for the ACCIS secretariat was submitted at the 78th session (March 1993). Bearing in mind the consideration being given by ACC to the restructuring of its subsidiary machinery, CCAQ(FB) agreed that it could not usefully examine the proposals at that stage; it accepted the proposals provisionally and subject to further review at its next session, when account would be taken of any needs for major adjustments that might grow out of the decisions to be taken by ACC (ACC/1993/7, paras. 22-24).
(D15) At the 79th session (August-September 1993) it was noted that the Task Force established by ACC to study future arrangements for inter-organization information activities was scheduled to report in the near future. Bearing in mind the potential impact of the decisions to be taken by ACC on the work of ACCIS, CCAQ(FB) agreed that no final position could yet be taken on the 1994-1995 programme budget proposals of the ACCIS secretariat, but it requested UN to take the administrative measures required to maintain the functioning of the secretariat (ACC/1993/23, paras. 19-20).
(D16) At its 80th session (February - March 1994), CCAQ(FB) was presented with a proposed programme budget for 1994-1995 for the new Information Systems Coordination Committee (ISCC), which had replaced ACCIS. It regretted that, in the absence of detail in the proposals, it had not been possible for a financial review of the estimates to be carried out. It hoped to receive revised proposals at its next session, and, in the meantime, requested the United Nations to take the administrative measures necessary to ensure the functioning of ISCC, on the understanding that no transfers of resources would be made between the various sections of the budget and that the implementation of the budget would be subject to the relevant ACC decisions (ACC/1994/5, paras. 6 and 7).
(D17) A revised programme budget for 1994-1995 was presented to CCAQ(FB) at its 81st session (August - September 1994). On the understanding that further savings would arise in 1996-1997 when provision would not need to be made for a transitional budget, CCAQ(FB) approved the proposals (ACC/1994/15, paras. 3 and 4).
(D18) At its 82nd session (February 1995), CCA(FB) examined the proposed programme budget for 1996-1997 for ISCC. Since the proposals had not yet been examined by ISCC itself, the Committee decided to confine itself, at this time, to recalling that budgets levels should reflect zero real growth and preferably negative growth where this was possible. It expected to receive such proposals at its next session (ACC/1995/6, paras. 32 and 33).
(D19) Revised proposals for 1996-1997 reflecting negative growth were presented to and approved by CCAQ(FB) at its 83rd session (August - September, 1995) (ACC/1995/20, paras. 23 - 25).
(D20) At its 86th session (February 1997) the Committee reviewed the proposed programme budget for 1998-1999 for ISCC. It noted that the proposals totalling $1,452,900 were below the target level recommended by CCAQ as well as the indicative amount set by the United Nations in January 1997. The Committee approved, on behalf of ACC, the proposed programme budget for 1998-1999 for the ISCC secretariat. Noting that provision was made for transfer to ICC of $640,800 of ISCC resources, of which $424,800 was under the heading of General Temporary Assistance, the Committee reiterated its concern that ISCC not become committed to ongoing maintenance of production systems which were not within its terms of reference. Recalling the decision of ACC that the jointly-financed secretariats should be co-located in Geneva, the Committee recommended that the proposal to move the ISCC secretariat on a temporary basis to New York be reconsidered.
(D21) At its 89th session (February 1999: ACC/1999/6, paras. 4, 10 & 16) the Committee reviewed the proposed programme budget for 2000-2001 for the ISCC secretariat and noted that the proposals totalling $1,346,900 were slightly below the budget appropriations ($1,358,600) for 1998-1999. The Committee welcomed the recent co-location of the ISCC secretariat with the secretariats of CCPOQ and CCAQ and noted that resulting efficiencies included the provision of secretarial and administrative back up by CCAQ to ISCC in exchange for ISCC assistance with CCAQ's Web site development. The Committee also welcomed the extensive use made by ISCC of video-conferencing which had enabled ISCC to hold only one annual session, with consequent savings of time and travel costs for participants. The Committee noted that provision was made for transfer to ICC of some ISCC resources but that these were at a much lower level than in previous biennia. The Committee approved, on behalf of ACC, the proposed programme budget for 2000-2001 for the secretariat of ISCC.
(D21) At its 89th Session, the Committee had before it the proposed programme budget for 2000-2001 for the Secretariat of the Information Systems Coordination Committee (ISCC) and noted that the proposals totalling $1,346,900 were slightly below the budget appropriations ($1,358,600) for 1998-1999. The Committee welcomed the recent co-location of the ISCC secretariat with the secretariats of CCPOQ and CCAQ and noted that resulting efficiencies included the provision of secretarial and administrative back up by CCAQ to ISCC in exchange for ISCC assistance with CCAQ's Web site development. The Committee also welcomed the extensive use made by ISCC of video-conferencing which had enabled ISCC to hold only one annual session, with consequent savings of time and travel costs for participants. The Committee noted that provision was made for transfer to ICC of some ISCC resources but that these were at a much lower level than in previous biennia. The Committee approved, on behalf of ACC, the proposed programme budget for 2000-2001 for the secretariat of ISCC.
(E) International Civil Service Commission
(E1) At its 41st session (March 1975: CO-ORDINATION/R.1088, paras. 31-34) CCAQ took note of information supplied by UN concerning budgetary arrangements for the International Civil Service Commission, whose statute had been approved by the General Assembly at its 29th session.
(E2) At the 42nd session (September 1975: CO-ORDINATION/R.1114, paras. 39-42) CCAQ considered 1976-1977 budget proposals amounting to $2,972,604 formulated by ICSC. CCAQ reported that it found itself in some difficulty because of the absence of any clear link between the amounts proposed - on an object-of-expenditure basis - and the projected workload of the Commission.
(E3) The Committee agreed at the 45th session (September 1976: CO-ORDINATION/R.1174, paras. 14-16) that a presentation like that submitted to the General Assembly at its 31st session (A/C.5/1700) would be sufficient for its purposes in reviewing proposed budgets of ICSC in future if a clear distinction was made between cost and programme increases.
(E4) At the 47th session (September 1977: CO-ORDINATION/R.1238, para. 22 and annex VII) the Committee recommended 1978-1979 expenditure estimates for ICSC in a total amount of $3,202,500. The ICSC estimates were endorsed by the organizations by correspondence (CO-ORDINATION/R.1255, para. 99). Following adjustments, the amount approved by the General Assembly, for inclusion in the UN budget, was $3,166,500.
(E5) At the 50th session (March 1979: ACC/1979/R.11, paras. 25-28) CCAQ considered the budget estimates of ICSC for 1980-1981. Although endorsing the estimates, totalling $3,620,500, it expressed concern at the rate of growth envisaged by the Commission given the budgetary constraints in the participating organizations.
(E6) At the 51st session (September 1979) CCAQ considered revised estimates for 1978-1979. It was agreed that UN would adjust these estimates to take account of the cost factors finally used in its performance report (ACC/1979/R.69, para. 15).
(E7) At the 53rd session (September 1980) CCAQ(FB) considered a request by ICSC to strengthen the Cost-of-Living Section of its secretariat in 1981 (posts for a P-3 statistician, a G-5 research assistant and a G-4 senior statistical clerk). The request had been supported by CCAQ(PER) and FICSA. The Committee agreed on the importance of bringing and keeping the work of the Cost-of-Living Section up to date but, bearing in mind the budgetary position of the organizations, recommended that all possibilities for providing the resources necessary for this purpose through redeployment should be explored (ACC/1980/32, paras. 10-12).
(E8) At the 55th session (September 1981) the Committee reviewed expected 1980-1981 expenditures of ICSC, which comprised a large anticipated overspending. See paragraph 4 above.
(E9) At the 55th session (September 1981) CCAQ(FB) reviewed a proposed programme budget for ICSC for 1982-1983, providing for real growth of 6.5 per cent. Most members were prepared to envisage some real increase, and all attached importance to the principles of holding some ICSC sessions in Europe; most of the related costs were provided for in the programme budget of UN. It was agreed that provisions should be added to the ICSC estimates for the additional cost to the Commission of holding two sessions in Geneva during the biennium and for temporary assistance for such meetings, which would be held at UNOG. If another organization wished to act as host it would be asked to meet the extra cost of holding the session at the place proposed. CCAQ(FB) also concurred with CCAQ(PER) in supporting the addition of only two Professionals and two General Service posts in the Cost-of-Living Division and the leasing of word-processing equipment (ACC/1981/30, paras. 20-24).
(E10) At the 57th session (September 1982) CCAQ(FB) reviewed proposed supplementary estimates under the budget of ICSC for 1982-1983, which had already been examined by CCAQ(PER). To some extent these could be viewed as a redeployment of resources, but they also involved additional costs, including some regradings. CCAQ(FB) concurred with CCAQ(PER)'S support of efforts to computerize the Cost-of-Living Division, while urging that ICSC expenditures should be stabilized in line with the current financial position of the organizations. In connection with the arrangements agreed in September 1981 for the additional costs of holding ICSC sessions in Geneva it was agreed that one of the Geneva organizations which had extended an invitation to ICSC should discuss arrangements which might be made for the provision by UN of in-session services; no additional costs to other organizations should result (ACC/1982/25, paras. 11-16).
(E11) At the 59th session (September 1983) CCAQ(FB) reviewed a proposed programme budget for ICSC for the biennium 1984-1985, which had already been considered by CCAQ(PER), and which provided for real growth of 1.8 per cent in relation to 1982-1983. Recalling its previous agreement on the desirability of holding sessions of ICSC in different locations, the Committee invited the Executive Secretary to consider proposing a programme of meeting locations with the estimates for 1986-1987 and to provide in the estimates for the cost of sessions to be held at offices other than those of UN (ACC/1983/21, paras. 7-9).
(E12) At the 61st session (September 1984) CCAQ(FB) examined a report, already reviewed by ICSC and CCAQ(PER), on the implementation of the ICSC budget for 1984-1985. In this connection, it took note of preliminary information on the costs involved in holding an ICSC session at a field location. The Committee considered that the functions of administrative officer, for which a P-3 post was requested, should be financed through organizational measures that would not involve the creation of a new post, bearing in mind UN's willingness to assist in administrative matters. It was agreed that the computerization of data maintained by the ICSC secretariat, which was expected to lead to savings, should be pursued; an amount of $51,500 could be added to the budget for such measures in respect of the post adjustment and rental subsidy systems and the duty-station classification system (ACC/1984/17, paras. 7-10).
(E13) In the course of a review at the 62nd session (March 1985) of a proposed programme budget of ICSC for 1986-1987, the Committee had some difficulty with the figures placed before it. Since, under the Statute of ICSC, the estimates were to be established by the Secretary-General after consultation with ACC, on the basis of proposals by the Commission, CCAQ requested UN to review all of the costings in the light of its standard budgeting practice and, in future, to assure that full technical clearance was given to all budget proposals coming forward for consideration on behalf of ACC. See paragraph A5 above. CCAQ also considered that adherence to the timetable for the preparation and submission of contributions to the UN programme budget, although it involved the preparation of proposals at a very early date, had several advantages and facilitated discussions between the parties involved (ACC/1985/7, paras. 10 and 11).
(E14) At the 65th session (September 1986) the Committee expressed regret that it had received no proposed programme budget for ICSC for 1988-1989 and hoped that such problems of timing could be overcome when the proposals for 1990-1991 came to be prepared. As soon as the 1988-1989 proposals had been completed in consultation with the competent services of UN, the latter was to circulate them, accompanied by its own analysis, through the CCAQ secretariat for review by participating organizations on behalf of ACC. The Committee also drew the Executive Secretary's attention to its general policy on the level of budgets for jointly-financed activities (see para. A6 above) (ACC/1986/12, paras. 12-14).
(E15) 1988-1989 programme budget proposals for ICSC were before CCAQ(FB) at the 66th session (March-April 1987), with the views of CCAQ(PER) and a report by the Commission. Taking account of problems encountered in defining real growth and suggestions for programme adjustments, the latter had agreed on reductions in its secretariat's activities, a change in air travel standards from first to business class for members of the Commission and savings on language services for its next session. CCAQ(FB) hoped that possibilities of further economies could be explored, e.g. that of holding sessions of the Commission outside New York only once every other year until the financial situation of funding organizations had improved (ACC/1987/6, para. 6).
(E16) At the 69th session (September 1988) CCAQ reviewed the staffing levels of the secretariats of ICSC and JIU, in the light of the recommendation of the Group of 18, endorsed by the General Assembly (resolution 41/213), for reductions of 15 per cent in the number of UN regular budget posts within three years. It expressed its appreciation of the responsibilities and workload of the two bodies, but called attention to the financial circumstances of the organizations, which made it difficult for them to meet the cost of ICSC and JIU at their present levels. In the case of the Commission secretariat CCAQ(PER) had already recommended that it concentrate its attention in priority areas, and that vacant posts in the Personnel Policies and Cost-of-Living Divisions not be filled (ACC/1988/12, paras. 130-134); CCAQ(FB) recommended to ACC that a total of three Professional and two General Service posts in those divisions be abolished (ACC/1988/13, paras.6-10, 12, 14). ACC accepted that recommendation (decision 1988/27).
(E17) At the following (70th) session (March 1989) the Committee reviewed the proposed programme budget for ICSC for 1990-1991, amounting to $8,767,000 at currently-assumed cost levels. Recalling its earlier recommendation for the abolition of posts in the Commission's secretariat (see para. (E16) above), it agreed to recommend - in the light of an agreement between the ICSC secretariat and CCAQ(PER) - that the Professional posts affected be one P-4 and 2 P-3 posts, rather than the reverse; the Commission secretariat could decide the organizational units affected. The Committee further recommended a reduction of 10 per cent in the proposed provision for consultants, halving of the proposed increase in the provision for overtime, and reduction by $3,800 in the proposed provision for rental and maintenance of electronic data-processing equipment (ACC/1989/7, para. 5; see also ACC/1989/6, paras. 89-94).
(E18) At the 74th session (March 1991) the Committee examined the proposed programme budget for 1992-1993 of ICSC, totalling $10,428,100 at currently-assumed cost levels, a real increase of $141,800. These proposals had recently been examined by CCAQ(PER), which had concluded that in the light of the budget constraints in virtually all the organizations there could be no question of an overall increase in expenditure on jointly-financed activities; the work programme of the secretariat should be streamlined and focused on priority elements, real increases being avoided by more cost-effective use of existing resources (ACC/1991/5, paras. 144-148; see also ibid., para. 140). CCAQ(FB) concurred. It could support a proposed reclassification and some other increases as long as there were corresponding cost reductions in other areas (ACC/1991/6, paras. 12, 13).
(E19) A proposed programme budget for ICSC for 1994-1995, providing as presented for total expenditure of $10,407,300, was considered at the Committee's 78th session (March 1993), at which time the views of CCAQ(PER) were also available. The Committee had a number of difficulties with the proposals, which did not conform to the principle of zero real growth, had not been prepared in accordance with the UN budget timetable (and so could not be studied in advance) and had not been the subject of technical financial review by UN. The Committee also had difficulty with several substantive aspects of the proposals, including their responsiveness to action of the General Assembly relevant to the ICSC work programme, the extent to which they provided for the economies that should result from biennialization of the ICSC work programme, the manner in which they provided for the costs of ICSC sessions away from New York, and their failure to take full account of the likely effects of administrative improvements. For the ICSC secretariat as a whole the Committee considered that up to five posts could be eliminated and that no increase was needed for consultant services. The Committee discussed the advantages and disadvantages of covering travel costs for ICSC representation at governing body discussions of staff questions through the ICSC budget. It was agreed that $20,000 should be separately earmarked for this purpose on a trial basis in 1994-1995, within the limits of the estimates for general travel costs; the use of this provision was to be reported upon separately in the proposals for 1996-1997, and the need for it was to be examined when these proposals came to be considered (ACC/1993/7, paras. 9-15).
(E20) At CCAQ(FB)'s 82nd session, a proposed programme budget for 1996-1997 amounting to $10,559,000 was presented. CCAQ(FB) was very concerned to note that the Commission had not taken account of any of the comments made during the Committee's examination of the 1994-1995 programme budget, notably concerning a reduction in the length of the Commission's sessions as a result of the biennialization of its work, the excessive travel of staff to meetings, an apparent overprovision for temporary assistance for meetings, and a reduction in staffing which should have resulted from the administrative improvements which the Commission had indicated, in its 1994-1995 proposals, would be made in the Cost-of-Living Division.
(E21) With the exception of one organization which had reservations on the matter of the reduction in posts, CCAQ(FB) recommended the following (ACC/1995/6, paras. 20 - 23):
(a) a reduction of five posts;
(b) a decrease in the provision for temporary assistance for meetings, overtime and rental and maintenance of premises to the level of 1992-1993 expenditure, recosted to take account of inflation and exchange rate changes; and
(c) a reduction in the provisions for travel of staff to meetings and other official travel of 10 per cent of the amount proposed, on the understanding that field visits would not be affected.
(E22) At its 86th session (February 1997) CCAQ(FB) reviewed the proposed programme budget for 1998-1999 for ICSC for $10,493,000 which, while within the resource guidance communicated by the United Nations, was marginally above the target recommended by CCAQ to ACC and felt that further cost reductions might be effected. The Committee could not support the proposal to hold one of the Commission's sessions in a field location in view of the extra costs all round and, although the of the Commission had adopted a biennial programme of work, felt that the length and number of its sessions could be further reduced. The Committee considered the travel of staff to meetings of the Commission appeared excessive and regretted that insufficient emphasis had been given to productivity improvements.
(E23) The Committee, noting that further review of the proposed budget by the United Nations, CCAQ(PER) and the Commission itself was still to come and that the ICSC secretariat might be the subject of a management audit, decided to recommend to ACC, subject to the results of the other reviews, that: (a) no provision be made for any ICSC session to be held elsewhere than at the United Nations or another Headquarters location where conference services were available, (b) in consequence, corresponding reductions of 10 per cent be made in the provision for travel to meetings and 20 per cent in the provision for temporary assistance for meetings, (c) CCAQ and ACC be kept informed of the status and outcome of the management audit and that any structural changes arising from such audit be reflected in revised budget estimates and (d) the P-5 post proposed for redeployment to the Office of the Executive Secretary be held vacant pending the results of the review requested in General Assembly resolution 51/216.
(E24) At its 89th session (February 1999: ACC/1999/6, paras. 4, 7-9 & 11-12) the Committee noted that the budget level of $12,994,100 proposed by ICSC for 2000-2001 considerably exceeded the level of $11,475,800 appropriated for the 1998-1999 biennium. It included the creation of two additional posts and substantial expenditure for consultancy services with respect to development of information systems. The Committee, noting the increasing pressure organizations were facing in their own budgets and the general considerations which had guided its review of budgets of jointly-financed bodies, decided to recommend to ACC decreases in the proposed budget. It was also informed that the ICSC proposals were still to be reviewed by CCAQ(PER) and by the Commission itself. The Committee further noted that, in its resolution 52/12B, section H, the General Assembly had requested the competent intergovernmental bodies to consider the modalities for "a review of ICSC including its mandate, membership and functioning in order to increase its effectiveness in meeting the challenges facing the United Nations system." ACC, at its second session in 1998, had endorsed proposed Terms of Reference for a Review Group to undertake this review. As the Review Group's report would be submitted no later than 30 November 1999, it appeared premature to recommend approval of the ICSC budget to ACC at this session.
(E25) As an interim measure, the Committee decided to recommend to ACC, subject to the results of the reviews referred to above, that reductions be made in the proposed ICSC budget for 2000-2001 so that there was no nominal increase compared to the budget appropriation for the 1998-1999 biennium. If two new posts were considered essential to develop the ICSC information systems, the necessary funding should be obtained by redeployment of existing posts. The proposed increase in consulting costs should also be offset by a reduction of other costs. In addition, in view of the departure of WTO, the Committee recommended that the ICSC budget for 2000-2001 be reduced below the level of the 1998-1999 appropriation by the amount of WTO's share of ICSC costs.
(E26) At its 90th session (April 1999: ACC/1999/5, para. 39) CCAQ(PER) noted the recommendation of CCAQ(FB) to ACC and could not support the proposed increase in budget level. The Committee confirmed that any proposals to introduce an information system had to take account of the findings of the Board of Auditors, which had identified a comprehensive business re-engineering process within the ICSC secretariat which would entail appropriate organizational changes, changes of job profiles suitable to new user requirements, the development of process manuals and the rationalization of staff resources. It recalled in particular the Board's recommendation that any new computerized management information system should be compatible with systems in place in UN common system organizations and that active coordination with these organizations was required for the development of an information system for ICSC. The Committee emphasized that in order to define how to move forward in the development of the system it was vital to review the current capacities and systems of the organizations to ensure compatibility and avoid duplication.
(E27) At its first meeting in June 2001 (ACC/2001/HLCM/7, para. 14) the Human Resources (HR) Network noted that the proposed programme budget proposals also reflected an internal review of the activities of the Office of the Executive Secretary and the three substantive divisions, taking account of the recommendations of the Board of Auditors on the management of the ICSC secretariat. For the organizations, the most important element in the consideration of the budget for the next biennium was that of ensuring that the budget provisions were flexible enough to allow for whatever extra support was needed in pursuing effectively and speedily the review of the system which underpinned pay and benefits. The Commission took note of the programme budget proposals (ICSC/53/R.14, para. 102).
(E28) At its March 2003 meeting (CEB/2003/HLCM/12, para. 14) the HR Network noted that the ICSC budget for the next biennium was already being reviewed by the UN Budget Division and decided to express its concern of the low level of financing for staff training and development. The Commission took note of the proposed programme budget for the biennium 2004-2005 ICSC/56/R.11, para. 254).
(E29) At its July 2005 meeting (CEB/2005/HLCM/27, para. 14) the HR Network expressed appreciation for the fact that the proposed budget for the ICSC secretariat for the biennium 2006-2007 was based on a zero growth approach, with the proposed nominal increases resulting from recosting. However, even the proposed nominal increases could represent a problem for organizations in that they had finalized their 2006/2007 budgets and the proposed increases had not been received early enough to be included in the cost-sharing provisions. Organizations therefore requested that in the future, an earlier submission be ensured so that the Secretary-General could consult in a timely manner with the CEB as provided for under Article 21 of the ICSC Statute. It noted that the Commission envisaged two three-week sessions and two two-week sessions during the biennium. In this regard, the Network continued to fully support the recommendation of the High-level Panel on the Strengthening of the International Civil Service that Commission sessions should be limited to two weeks. Almost all organizations of the common system had in recent years reduced the length of their meetings, without compromising the quality and productivity of their sessions. The Network requested more detailed information on the use of the consultants and proposed examining the possibility of substituting existing staff resources for some of the consultancy services, which would facilitate the building up of the ICSC secretariat’s own internal expertise and knowledge base. It considered that the proposed amount allocated to staff training was quite inadequate when taking into consideration the importance of the role that the secretariat staff must play in the development of innovative approaches in the field of human resources. The Network believed that the ICSC secretariat was trailing behind the rest of the common system. It also noted that the structure of the ICSC secretariat had remained the same. By contrast, virtually all organizations of the common system had undertaken comprehensive restructuring, reprofiling and reorganization exercises over the last few years. These exercises had been driven by the need to adapt to changing external environments, changed business needs and the requirements for greater flexibility and simplification in administrative processes. The organizations of the common system, particularly those that had gained ample and useful experience with their own restructuring efforts, stood ready to assist the ICSC secretariat in any effort it might wish to initiate in this regard. ICSC endorsed the proposed programme budget for the biennium 2006-2007 (ICSC?61/R.18, para. 107).
(F) International Computing Centre
(F1) At its 47th session (CO-ORDINATION/R.1238, paras. 23-27 and annex VIII) the Committee reviewed a proposed budget of the International Computing Centre for 1978. This review was undertaken at the request of UN, ACABQ having pointed to the need for the estimates, which were to be included in the UN budget, to be considered at the inter-organization level before they were submitted for approval at the intergovernmental level. ACC subsequently noted (CO-ORDINATION/R. 1255, para. 100) that ICC, as a multi-agency co-operative, was different from other jointly-financed activities whose budgets were reviewed by CCAQ. It considered that inter-organization review of ICC budget estimates could most appropriately be performed by a panel of CCAQ members using ICC services rather than by the Committee's full membership. At its 48th session (March 1978) CCAQ indicated that this could best be done by allowing time for discussions between the members concerned in conjunction with regular CCAQ sessions; the outcome of such discussions would be recorded in the Committee's reports (CO-ORDINATION/R.1279, paras. 23 and 24).
(F2) In line with the procedure outlined above, a panel representing users of ICC met in conjunction with CCAQ'S 49th session (September 1978) for a financial review of the proposed ICC budget for 1979, in an amount of $4,280,800 (costed provisionally at 1.93 Swiss francs to the dollar). The panel endorsed the estimates from the financial point of view, for consideration by the ICC Management Committee, but raised some matters linked with the harmonization of budget methods and presentation. In particular it suggested that special flexibility arrangements would be needed if ICC were to continue to respond to ad hoc requests from its users, since the existing arrangements imposed in effect a ceiling on its activities and expenditures. It also recommended (a) measures to ensure that the costing factors used in the estimates conformed where practicable to those of UN; (b) that ICC should study the possibility of presenting its estimates biennially; and (c) that the estimates should include summary tables in the UN format showing the total amounts by major activity and by object of expenditure (CO-ORDINATION/R.1307, para. 16 and annex IV).
(F3) Reviews of ICC budget estimates were subsequently carried out annually in conjunction with the September sessions of CCAQ(FB).
(F4) At the 66th session (March-April 1987) the Director of ICC consulted the Panel of CCAQ(FB) members on the possible conversion of three vacant General Service posts to Professional posts at the P-2/P-3 level, to respond to requests by users for new activities and services. This proposal was endorsed (ACC/1987/6, para. 8), and was taken into account in the 1988 ICC budget estimates considered at the 67th session (September 1987). These estimates were also expressed for the first time in Swiss francs (ACC/1987/12, paras. 12-15).
(F5) At the 70th session (March 1989) CCAQ emphasized the importance it attached to the post of Director of ICC, and asked its Chairman to convey its position to the Chairman of the Centre's Management Committee, with a view to ensuring that CCAQ would be consulted before any decision were taken on a successor to the present incumbent (ACC/1989/7, para. 65).
(F6) Following the 70th session members of CCAQ had agreed that it would be appropriate to study within the framework of CCAQ the financial, administrative and related arrangements for the Centre, and the Committee carried out such a study at its 71st session (September 1989). It concluded that the ACC machinery, and CCAQ(FB) in the first instance, should keep itself informed of ICC's procedures and operations; to this end it welcomed an offer by the Director to provide it regularly with the Centre's financial statements, and expressed the hope that it could also receive his reports on the Centre's activities. After considering the possible merits of CCAQ(FB) representation on the Management Committee, the Committee decided that a conclusion need not be reached at that time (ACC/1989/15, paras. 33-36).
(F7) Pursuant to arrangements discussed at the 71st session (see para. (F6) above), a panel representing organizations using the services of ICC took note, at the 73rd session (September 1990) of the Director's Interim Report for 1990 and of the financial statements for 1989; it hoped to receive those documents on a regular basis (ACC/1990/12, para. 21).
(F8) At the 77th session (August-September 1992), following a review of the Centre's activities and its most recent financial statements, the panel representing user organizations concluded that a prudent assessment of the Centre's role in, say, five years' time, taking account of such factors as those affecting equipment and demand for services, would be most useful (ACC/1992/25, para. 9).
(F9) At the 79th session (August-September 1993), the budget estimates of ICC were presented for the first time on a biennial basis (1994-1995). It was noted that the proposals might be affected, and thus need to be reviewed again, as a result of action in the Management Committee or of decisions to be taken by ACC on inter-organization information activities. Further to questions raised on the costing of the estimates, WHO, as the Centre's host organization, agreed to assume responsibility for technical review of future proposals before their release (ACC/1993/23, paras. 21-23).
(F10) Revised programme budget proposals for 1994-1995 were presented to the Panel of user members at CCAQ(FB)'s 80th session (February - March 1994). Since these had not yet been examined by the Management Committee of the Centre, it was decided to defer their consideration to the next session (ACC/1994/5, paras. 14 - 16).
(F11) At CCAQ(FB)'s 81st session (August - September 1994), the Panel of user members reexamined and approved the proposed budget for 1994-1995. In doing so, it requested that future budgets should continue to be presented in Swiss francs, with indicative figures in United States dollars to facilitate the evaluation of the budget by organizations which expressed their budgets in the latter currency (ACC/1994/15, paras. 5 and 6).
(F12) The Centre's programme budget proposals for 1996-1997 were presented to the Panel at CCAQ(FB)'s 83rd session (August - September 1995). The Panel recalled its previous request that future budgets should be presented in Swiss francs, with indicative figures in United States dollars and noted that the present proposals had not been presented in this way. It accordingly reiterated its request. Members of the Panel also expressed concern about a number of provisions in the budget; notably the resources for travel and for the Management Committee of the Centre, and the increase in the number of filled posts. The Panel also recalled that the implementation of the Centre's budget at the proposed level would depend on organizations utilizing the services as indicated, while most organizations' budgets were experiencing major downward trends. On the understanding that the Management Committee would look into these matters, the Panel approved the revised budget subject to the Management Committee's eventual approval (ACC/1995/20, paras. 29 and 30).
(F13) At its 86th session (Month 1997) a panel of user members of CCAQ(FB) reviewed the proposed programme budget for 1998-1999 for ICC amounting to 44,675,000 Swiss francs, compared to revised estimates for 1996-1997 of 38,384,000 Swiss francs and was concerned that the budget presentation was not uniform with budgets presented by other jointly-financed activities. It suggested greater collaboration with the UN Programming and Budget Division with regard to presentation and the assumptions to be used. Further detail was necessary to show transparently what cost increases resulted from inflation and what from resource growth as a result of the transfer of operations from New York and to make clear the interface with ISCC in that transfers identified in the ISCC budget as General Temporary Assistance appeared to be reflected in permanent posts in the ICC staffing table. Accordingly, the Committee approved the proposed budget in principle and requested that these points should be addressed before its next session when the budget could be further reviewed and approved.
(F14) At the same session, the panel also agreed that ICC should not be excluded from internal audit arrangements by WHO and believed that the exact arrangements, including to whom the internal audit report should be addressed, should be decided by the Management Committee of ICC.
(F15) At its 87th session (1997) the Committee considered the proposed programme budget for 1998-1999 for the Centre amounting to 44,675,000 Swiss francs, compared to revised estimates for 1996-1997 of 38,384,000 Swiss francs and having received the requested clarifications gave final approval of the Swiss franc amount, the dollar equivalent being given for information only. The Committee noted that a Memorandum of Understanding had been finalized and covered the income expected from the United Nations with respect to the transfer of mainframe operations from New York to Geneva for the first year of operations, with charges for future years to be adjusted in line with actual workload. The Committee agreed that invoicing in Swiss francs should be the subject of bilateral discussions between WHO and interested organizations.
(F16) At its 90th session (August-September 1999: ACC/1999/14, paras. 4, 8-9) the Committee considered a proposed programme budget for 2000-2001 for ICC amounting to 54,094,000 Swiss francs. Of this amount, 68 per cent or SFR 36,764,000, represented the proposed Regular Budget while the remaining 32 per cent, or SFR 17,330,00, represented Extra-Budgetary resources. The Committee noted that there had been a shortfall between income and expenditure in the original budget proposal presented at the 89th session but that the gap had been closed as a result of discussions in the ICC Management Committee. Discussion had been postponed to the 90th session to give the Management Committee the opportunity to carry out further discussions with user organizations. The United Nations indicated that it wished to suggest minor editorial changes to the budget document before it was submitted to ACABQ but that these would be communicated directly to ICC. On behalf of ACC, the Committee approved the ICC proposed budget for 2000-2001 in an amount of 54,094,000 Swiss francs, noting that the dollar equivalent given in the budget document was for information only.
(G) Salary-survey activities
(G1) At the 60th session (March 1984) CCAQ(FB) concurred with CCAQ(PER) in accepting a proposal for the establishment of a post for a salary survey specialist, together with other provisions, to assist organizations in carrying out General Service salary surveys in the field (ACC/1984/10, paras. 8-10).
(G2) Following this agreement to strengthen resources for General Service salary survey activities in the field, CCAQ(FB) at its 62nd session (March 1985) considered measures for the practical implementation of the arrangements envisaged, which provided for inter-organization financing of a salary survey specialist to be administered by UNDP, of his secretary, and of official travel related to his functions. The Committee agreed to add the resources required for this purpose to the CCAQ secretariat budgets for 1984-1985 and 1986-1987, in a separate part of the budget; the costs incurred would be shared in accordance with the normal CCAQ formula (ACC/1985/7, paras. 18-22).
(G3) At the sixty-third session (September 1985) CCAQ(FB) was informed that ACABQ had not been convinced by the explanations provided to it in respect of salary-survey activities and had recommended against the corresponding estimates for 1986-1987. It was accordingly agreed that UN and UNDP should explore means by which the costs which had been provided for could be met in that biennium; the costs incurred in 1985 would be covered by over-all savings under the secretariat's budget for 1984-1985 (ACC/1985/17, paras. 13-16). UN and UNDP reported at the 64th session (March 1986) that they had concluded means of financing the staff and travel costs of the salary survey specialist in 1986 and 1987 in accordance with the standard cost-sharing formula (ACC/1986/4, para. 15).
(G4) Returning to the matter of jointly-financed salary survey activities, CCAQ(PER) at its 66th session (March 1987) recalled that existing funding arrangements for such activities would expire at the end of 1987 and considered means of financing them in future years. It expressed appreciation of the work being done but noted that UN would be unable to participate in cost-sharing beyond the amount of resources that it was already devoting to such work. The Secretary was requested to prepare an analysis of the volume of salary-survey activities carried out from all sources, with an indication of what an over-all sharing of costs would mean for each organization on the basis of different cost-sharing formulas. In the meantime UNDP was to proceed with the recruitment of a new salary-survey specialist (ACC/1987/4, paras. 100-105). CCAQ(FB) associated itself with this action at its 66th session (March-April 1987) and agreed to the continuation of inter-organization salary survey work under some form of cost-sharing arrangement after 1987 (ACC/1987/6, para. 7).
(G5) CCAQ(PER) at its 67th session (June-July 1987) considered the analysis requested from the Secretary and agreed on a revised formula for the apportionment of the costs of jointly-financed salary survey activities for the period 1988-1990 (ACC/1987/10, paras. 136 and 137). This apportionment was endorsed by CCAQ(FB) at its 67th session (September 1987), during which the Committee also agreed that the jointly-financed activities should continue to be administered by UNDP, that costs incurred should be billed to participating organizations by UN, and that estimates should be submitted biennially for advance approval by both components of CCAQ, starting with the biennium 1990-1991 (ACC/1987/12, paras. 10 and 11).
(G6) At its 70th session (March 1989: ACC/1989/6, paras. 65-68) CCAQ(PER) approved budget estimates of $358,900 covering the cost of inter-organization salary survey activities in 1990-1991 and agreed that the existing cost-sharing arrangements should continue for that period. These decisions were endorsed by CCAQ(FB) (70th session, March 1989: ACC/1989/7, paras. 19, 20).
(G7) At the same session CCAQ(FB) approved expenditure estimates for jointly-financed salary survey activities amounting to $209,700 for 1992 and $220,500 for 1993, which had been endorsed by CCAQ(PER) (ACC/1991/5, para. 141). Recosted estimates of $199,500 for 1991 were also approved (ACC/1991/6, para. 22).
(G8) At the 79th session (August-September 1993), the Committee agreed a proposed programme budget for salary-survey activities for 1994-1995, amounting to $241,500. In line with a position taken by CCAQ(PER) on the related cost-sharing formula, CCAQ(FB) requested its secretariat to submit proposals for a new version at a later session. The new scale was to provide separately, if appropriate, for separate contributions by UNDP and UNFPA and by FAO and WFP (ACC/1993/23, paras. 25- 26).
(G9) At its 83rd session (August - September 1995), CCAQ(FB) approved a proposed programme budget for 1996-1997 for salary-survey activities which was based on the new cost-sharing arrangements (cf. 16.6, para. 59) and which therefore took into account the contributions in kind of those organizations which carried out salary-survey activities (ACC/1995/20, para. 31).
(G10) At its 88th session in1998, the Committee reviewed and approved the salary survey budget for 1998-1999 for a total of $1,796,700, including "in kind" contributions of staff by the United Nations, UNDP, UNHCR and WHO. The budget reflected the staffing levels agreed in earlier sessions and the allocation of costs was in line with the cost-sharing formula previously endorsed by the Committee. The Committee confirmed that all organizations would be subject to a minimum 1 per cent share of the costs, regardless of the presence of staff in field locations.
(G11) At its 90th session (August-September 1999: ACC/1999/14, paras. 13-14) the Committee reviewed and approved the proposed salary survey budget for 2000-2001 for a total of $1,924,200, including "in-kind" contributions of staff by the United Nations, UNDP, UNHCR and WHO. UNIDO requested clarification of the allocation of a 4 per cent share of costs, given the substantial reduction in UNIDO staffing, and was informed that the allocation was in line with the bands agreed by the Committee which took into account the large number of duty stations at which UNIDO staff were serving (ACC/1999/14, para. 13).
(G12) At the same session the Committee was briefed by UNDP on the significant increase in the number of comprehensive surveys in recent years, covering a larger number of duty stations than at the beginning of the jointly-funded programme in 1985. It was also given an indication of the magnitude of the income earned from the provision of compensation consultations to organizations outside the United Nations system. UNDP stated that the income was used for the benefit of all participating organizations on expenditures in support of the salary survey activity, for equipment, training and systems development, including an integrated salary survey software package. The Committee agreed that future budget proposals for the salary survey activities should be more transparent by incorporating details of such income earned, with a dollar estimate where possible, and on the expenditures financed by this particular source of funds (ACC/1999/14, para. 14).
(G13) At its March 2004 meeting (CEB/2004/HLCM/14, para. 20) the HR Network expressed appreciation to the UN for its conference room paper on jointly-funded salary survey activities, including a revised proposed budget for 2004 2005, as well as for the additional information presented, and to UNDP for its conference room paper on UNDP metrics and the additional information on the role and function of its Global Consulting Service (GCS). The Network considered that (a) more information was required on the sale of data collected in the context of the salary survey process and the role of lead agency in duty stations and (b) further consultation was required to reach agreement on a streamlined, simplified formula for cost sharing and on means to ensure that the mechanisms for staff involvement in the process were fully utilized and that lead agency responsibilities were respected in each duty station. It looked forward to receiving, at its next session, a report on these consultations with a view to concluding its consideration of the matter.
(G14) At its July 2004 meeting (CEB/2004/HLCM/25, para. 25) the HR Network agreed on the proposed level of the jointly funded salary survey activities of USD 1,194,200 for 2005 and the cost sharing of the budget. It noted that WTO would be included in the cost sharing arrangements. The Network further agreed on the creation of an open ended working group to look at all aspects of the salary survey process, its budget and cost sharing mechanism, with a view to reaching inter agency agreement and requested the CEB secretariat to convene the working group as soon as possible with a view to concluding its work by February 2005, thus ensuring that its conclusions on cost sharing could be ready in time to be incorporated into individual organizations' budget planning cycles for the next biennium, and to enable the designated agencies to undertake planning for salary survey activities. It agreed that discussions in the working group should be sequenced in such a way that the business model for the survey process would be considered and agreed upon prior to any associated decisions by individual organizations on the issue of outsourcing.
(G15) At its February 2005 meeting (CEB/2005/HLCM/8, para. 17) the HR Network considered the work of a working group of the HR Network which met in December 2004 and January 2005 to look at all aspects of the salary survey process, its budget and cost-sharing mechanism, with a view to reaching inter-agency agreement. The Network (a) took note of the additional calculation models provided by the CEB Secretariat; (b) agreed to conclude the Network's deliberations of the subject as quickly as possible by correspondence and possibly through a video-conference with all concerned, including bilateral discussions between the United Nations and UNDP; and (c) noted that IMO should be added to the list of organizations conducting local salary surveys.
(H) Substantive secretariat of CCSQ(OPS) and secretariat of the Consultative Committee on Programme and Operational Questions
(H1) At the 62nd session (March 1985) and at the request of CCSQ(OPS), CCAQ drew up 1985 and 1986 budget estimates for the substantive secretariat of that Committee with a related staffing table and agreed that these expenses should be shared by its participating organizations in accordance with the CCAQ cost-sharing formula. Arrangements for the substantive secretariat were subsequently agreed by ACC on an interim basis (ACC decision 1985/5); ACABQ, however, took the view that the expenses involved should be met without a separate additional charge to the budgets of UN and participating organizations (A/40/7/Add.2, para. 3). With this in mind, CCAQ at its 63rd session (September 1985) agreed that secretariat costs to be incurred in connection with the sessions of CCSQ(OPS) in October 1985 and April 1986 should be met on an inter-organization basis within current budget levels and shared in accordance with a special apportionment based on the CCAQ formula (ACC/1985/17, paras. 10-12). ACC, in its decision 1985/25, decided to resume at its first regular session of 1986 its review of the functioning of its subsidiary machinery and long-term arrangements for the secretariat of CCSQ(OPS).
(H2) At the 65th session (September 1986) the Committee took note of arrangements recently approved by ACC on a temporary basis for secretariat support for CCSQ(OPS). It was informed of continuing reservations concerning this activity by WHO, whose financial commitment would accordingly be confined to its percentage share in CCAQ cost-sharing arrangements (ACC/1986/12, para. 21).
(H3) At the 68th session (March 1988), in line with a recommendation by the Organizational Committee of ACC that the Co-ordinator of CCSQ(OPS) should continue in his functions for the time being, CCAQ agreed to extension of the budget estimates to provide for continuing operation of the substantive secretariat of CCSQ(OPS), at the level of expenditure currently authorized, for a further year (ending 30 April 1989). This was on the understanding that in due course more permanent arrangements for CCSQ(OPS) would be considered in the framework of ACC's review of the functioning of its subsidiary machinery (ACC/1988/5, para. 10). In response to inquiries, UN indicated that it could at present see no way of participating in the cost-sharing arrangements for CCSQ(OPS); the participating organizations present urged early action to ensure that the cost of substantive secretariat functions was equitably shared (ibid., para. 11).
(H4) At the 70th session (March 1989) the Committee once again considered the current budget of the substantive secretariat of CCSQ(OPS), as well as its proposed programme budget for 1990-1991. On behalf of ACC it approved without change adjusted expenditure estimates of $435,000 for the biennium 1988-1989, on the understanding that any expenditure not provided for in the adjusted estimates would be contained within their global limits. CCAQ also approved the proposed 1990-1991 estimates of $456,300. At the Committee's request UN agreed to assume responsibility for administering the budget of the substantive secretariat, an issue which had been unclear. WHO indicated that pending financial participation by UN and ICAO it would continue to restrict its own commitment to the substantive secretariat to the percentage it contributed to the cost of the CCAQ secretariat. The Committee observed that it was incumbent on all organizations concerned by the activities of jointly-financed bodies to participate in their financing to the full extent of their share (ACC/1989/7, paras. 10-14).
(H5) In the light of a decision taken by the Organizational Committee on behalf of ACC in April 1989, CCAQ at the 71st session (September 1989) reviewed the cost-sharing arrangements for the substantive secretariat of CCSQ(OPS). ACC had asked CCAQ(FB) to propose a rationalized cost-sharing formula based on the principles that all participating organizations without exception should share the financial costs, that there should be comparability between the proportions paid by organizations for financing the secretariats of each Consultative Committee, and that cost-sharing should be extended to all participating UN entities (decision 1989/13). On the first principle, CCAQ was informed that UN was taking steps to participate in financing the substantive secretariat of CCSQ(OPS), and ICAO - whose budgeting arrangements would make participation extremely difficult - was attempting to find a solution. On the second principle a majority in the Committee considered that the advantages of using a single formula for different committees were outweighed by the desirability of adapting the formula to the nature of the committees' different concerns; in the case of CCSQ(OPS) this suggested that the formula used should reflect expenditures during a given period (which might be the preceding biennium) for technical co-operation and/or programme activities, as appropriate. The Committee noted that UN had the third principle under review and intended among other things to provide for continuing participation of UNICEF in financing the substantive secretariat of CCSQ(OPS); cost-sharing by UNFPA was being worked out between it and UNDP. Finally, CCAQ suggested that as from 1 January 1990 the apportionment of costs of CCSQ(OPS) should be based on a special collection of data on total expenditures for the activities considered in 1988-1989 (ACC/1989/15, paras. 13-19
(H6) Details of the expenditures to be taken into account to determine organizations' shares were agreed by CCAQ at the 72nd session (March 1990), as follows:
(a) For UN, UNDP (including UNFPA), specialized agencies and IAEA, expenditures incurred for operational activities for development, as published in the Administrator's report to the UNDP Governing Council on regular and extrabudgetary technical co-operation expenditures;
(b) For UNICEF and WFP, the programme expenditures that they judged to be appropriate for this purpose (ACC/1990/5, paras. 10-13).
(H7) At the 73rd session (September 1990) the Committee approved an apportionment of the cost of CCSQ(OPS) based on the formula described above (ACC/1990/12, para. 14 and annex III). It further agreed that the formula be used to distribute net costs of $63,095 for developing a training programme in the management of field co-ordination, under the auspices of CCSQ(OPS) (ibid., para. 15).
(H8) At the same session the Committee also reviewed revised 1990-1991 budget estimates for the substantive secretariat of CCSQ(OPS). It was informed that they reflected the recent growth in the activities of that Committee and the increased demands placed on its substantive secretariat. Several participants observed that in their organizations increases in budget estimates in the course of a financial period were permitted only for increases due to inflation or currency fluctuations; increased programme expenditure in one area could be met only by reductions elsewhere. Noting that no unobligated funds were available for further staff travel in 1990, CCAQ agreed to an increase not to exceed $10,000 for travel to attend the October session of CCSQ(OPS). It declined to approve other proposed increases, and asked CCSQ(OPS) to review the priorities of its substantive secretariat within existing budgetary limits (ACC/1990/12, paras. 9-13).
(H9) However, CCSQ(OPS) subsequently urged that the proposals be re-examined, subject to some adjustments, and a new increase in the budget level for 1990-1991 was proposed at the 74th session (March 1991). The new proposal amounted to $524,000, incorporating increases totalling $26,000. UN informed CCAQ that according to its records the allotments for 1990 for the substantive secretariat of CCSQ(OPS) had been overspent by some $15,000. Expressing dissatisfaction with the overspending and some concern at the way the substantive secretariat managed its budget, the Committee also called attention to the principle that no decisions involving expenditure should be taken without prior financial authorization. It nevertheless accepted the proposed increases, on the understanding that the resulting total appropriation of $524,000 would not be exceeded under any circumstances (ACC/1991/6, paras. 5-8).
(H10) At the same (74th) session the Committee examined the substantive secretariat's proposed programme budget for 1992-1993, totalling $518,000 at rates currently assumed, an increase in real terms of $69,300. However, it understood that a forthcoming meeting of CCSQ(OPS) could have significant implications for the structure of the budget of its substantive secretariat. In the circumstances the Committee decided to postpone consideration of the budget; it would not, however, be prepared to entertain new proposals exceeding the 1990-1991 resource base - excluding the additional $26,000 approved earlier (see para. (43) above) - recosted at 1992-1993 rates (ACC/1991/6, paras. 16-18).
(H11) New budget proposals for CCSQ(OPS) totalling $593,200 at currently-assumed cost levels were presented to CCAQ at its 75th session. The Committee was informed that they were the result of extensive consultations, that the growth provided for had been judged essential, and that they had been framed with a view to obtaining maximum value from available resources. Following discussion in the Committee on whether or not to relax the upper limit it had imposed at its previous session (see para. (44) above), a compromise agreement was reached under which the resource base for 1990-1991 would be taken to include (rather than exclude) the additional $26,000 approved for that biennium. On that basis the recosted 1992-1993 budget would amount to $572,500, at currently-assumed rates. However, subject to possible recostings in accordance with established UN procedures, that amount would not be increased during the biennium (ACC/1991/18, paras. 5-9).
(H12) Following a review by ACC of the role and functioning of its subsidiary machinery, elements of the work programme previously carried out by CCSQ(OPS) were entrusted, with a number of other functions, to a new body which was first given the title of Consultative Committee on Substantive Questions, and then that of Consultative Committee on Programme and Operational Questions (CCPOQ). At the time of CCAQ(FB)'s 78th session (March 1993) terms of reference and secretariat support arrangements for the new Committee were still under consideration, and CCAQ(FB) concluded that it could not yet consider specific questions relating to the Committee's budget and financing. CCAQ(FB) trusted that it would be consulted in due course on 1993 and 1994-1995 programme budget proposals and related cost-sharing arrangements (ACC/1993/7, paras. 18-19).
(H13) Programme budget proposals for the secretariat of CCPOQ for 1994-1995 were submitted at the 79th session (August-September 1993), providing for maintenance of the existing resource level of the secretariat of the former CCSQ(OPS) for the remainder of 1993 and increased resources in 1994-1995 to take account of the responsibilities of the new Committee. CCAQ(FB) recognized these responsibilities, while noting that an explicit programme for the work to be carried out remained to be formulated. After discussion, it was agreed (a) that the real level of resources provided for the secretariat of CCSQ(OPS) should continue to be available to the secretariat of CCPOQ up to the end of 1993; (b) that the same real level of resources should be made available to the secretariat of CCPOQ for 1994-1995, subject to transfer to the budget line for consultant services of savings achieved through the downgrading of the post of the Chief of the secretariat; and (c) that this 1994-1995 resource level would be re-examined by CCAQ(FB) at its next session on the basis of a more specific programme of work and taking account of any savings agreed in budget provisions for other jointly-financed activities (ACC/1993/23, paras. 13-15).
(H14) A revised programme budget for 1994-1995 was submitted at the 80th session (February - March 1994) and approved by CCAQ(FB), subject to decisions to be taken by ACC on the recommendations of the Information Systems Coordination Committee which, if accepted, would result in savings which could be used to finance the increase in resources proposed for CCPOQ. CCAQ(FB) also agreed in principle that, for this secretariat, a cost sharing formula based on expenditure would be appropriate, but decided not to formally adopt a formula until the issues raised in its current discussion on reporting under the JIU formula could be resolved (ACC/1994/5, paras. 3 - 5).
(H15) At its 82nd session (February 1995), CCAQ(FB) examined and approved a proposed programme budget for 1996-1997 for CCPOQ, with the following adjustments: (a) the resources for consultants would be maintained at the same level, in real terms, as in 1994-1995; and (b) the proposed travel budget would be reduced by 10% (ACC/1995/6, paras. 29 and 30).
(H16) At its 86th session (February 1997), the Committee reviewed the proposed programme budget for 1998-1999 for CCPOQ, which was within the resource guidance target recommended by CCAQ to ACC in September 1996 but higher than the limit indicated by the United Nations in January 1997. The Committee considered the level of the provision for consultants was reasonable and welcomed the forthcoming move of the CCPOQ to premises in the Palais des Nations adjacent to the CCAQ secretariat, responding to ACC decisions on co-location and enabling cost reductions as a result of sharing resources with CCAQ. It encouraged CCPOQ to seek further savings made possible by co-location and, on behalf of ACC, approved the proposed programme budget.
(H17) At its 89th session (February 1999: ACC/1999/6, paras. 4, 10 & 14) the Committee reviewed the proposed programme budget for 2000-2001 for CCPOQ, which incorporated zero nominal growth compared to the budget appropriations for 1998-1999. The Committee noted that the proposed provision for consultants appeared reasonable given the number of reports and studies that were planned. The Committee welcomed the recent move of the CCPOQ secretariat to the Palais des Nations and encouraged CCPOQ to seek further savings made possible by co-location. On behalf of ACC, the Committee approved the proposed programme budget.
(H16) At its 86th Session, the Committee reviewed Document: ACC/1997/FB/R.8, the proposed programme budget for 1998-1999 for CCPOQ amounting to $974,200, which was within the resource guidance target of $ 986,700 as recommended by CCAQ to ACC in September 1996 but higher than the limit of $879,400 as indicated by the United Nations in January 1997.
In examining the programme budget, the Committee noted that no increase had been proposed under the provision for consultants, and that the level appeared reasonable in relation to the consultancies carried out in 1996. It was noted that consultants were engaged on a fee per report basis. The Committee welcomed the forthcoming move of the CCPOQ secretariat to the Palais des Nations in Geneva, directly adjacent to the CCAQ secretariat, thus responding to ACC decisions on co-location and enabling cost reductions as a result of sharing of resources with CCAQ. While some consequent savings had already been reflected in the proposed budget, the Committee strongly encouraged CCPOQ to seek further savings made possible by co-location. Every effort should be made to reduce the travel budget. In conclusion, the Committee approved, on behalf of ACC, the proposed programme budget for 1998-1999 for the secretariat of CCPOQ.
(H17) At its 89th Session, the Committee had before it, for examination on behalf of ACC, the proposed programme budget for 2000-2001 of the Secretariat of the Consultative Committee on Programme and Operational Questions (CCPOQ) amounting to $ 851,000, which incorporated zero nominal growth compared to the budget appropriations for 1998-1999. In examining the programme budget, the Committee noted that there was an amount of $30,000 proposed under the provision for consultants, and that the level appeared reasonable given the number of reports and studies that were planned. The Committee welcomed the recent move of the CCPOQ secretariat to the Palais des Nations in Geneva, directly adjacent to the CCAQ secretariat, thus responding to ACC decisions on co-location and enabling cost reductions as a result of sharing of resources with CCAQ. While some consequent savings had already been reflected in the proposed budget, the Committee encouraged CCPOQ to seek further savings made possible by co-location. In conclusion, the Committee approved, on behalf of ACC, the proposed programme budget for 2000-2001 for the secretariat of CCPOQ.
(I) ACC Subcommittee on Nutrition
(I1) At the 75th session (September 1991) the Committee considered, at the request of ACC, appropriate budgetary, financial and administrative arrangements for the ACC Subcommittee on Nutrition. A programme budget amounting to $1,988,000 was proposed for 1992-1993 (of which $286,300 would be financed from extrabudgetary resources), along with a proposed cost-sharing system and administrative and support arrangements made with WHO, the host organization. The Committee was informed that the proposals represented the outcome of consultations among the organizations concerned. CCAQ recognized the importance of the matters dealt with by the Subcommittee and the need for a focal point in that area, and suggested to ACC that the Subcommittee's work and need for adequate financial support be brought to the attention of central intergovernmental bodies. At the same time it was not in a position to act on the proposals before it, which would involve sharp increases in the contributions of participating organizations as well as new contributions from others, at a time when new or additional contributions could not be provided for in organizations' budgets for the coming financial period. It suggested that the Subcommittee itself attempt to identify a feasible expenditure level for 1992-1993 on the basis of available contributions. CCAQ(FB) could then review the conclusions reached and approve revised programme budget proposals for the biennium, which need not be a base for future expenditure if increased resources later became available. As for the scale of contributions, the Committee suggested that the scale already proposed be refined, taking account of organizations' interest in the Subcommittee's work as reflected in their past or potential willingness to pay. In line with the established principle, all participating organizations should participate in the Subcommittee's financing (ACC/1991/18, paras. 10-18).
(I2) The results of the Subcommittee's examination of its budget requirements were before CCAQ at the 76th session (March 1992). The Subcommittee had agreed on a budget level of $1,908,000 subject to the availability of funds: $1,154,000 were expected to be available from participating organizations and $336,000 from supplementary contributions, leaving $418,000 still to be found. Indications were also provided of requirements in 1994-1995. On the basis of this information and of clarifications provided by a representative of the Subcommittee, CCAQ, on behalf of ACC, accepted the proposed programme budget for 1992-1993 on the understanding that reductions would be made to the extent that the funding still outstanding was not forthcoming. The ILO stated that it was not in a position to participate in financing the Subcommittee in 1992-1993 and did not expect to be able to do so in 1994-1995 (ACC/1992/11, paras. 6-9).
(I3) A proposed programme budget for the Subcommittee for 1994-1995 was submitted at the 78th session (March 1993). The estimates, coming to a total of $2,052,000 at rates commonly agreed by the Geneva organizations, provided for zero real growth. It was brought to the Committee's attention that at the request of the Organizational Committee the Subcommittee had reviewed its role and functioning and had concluded that it continued to fulfil a useful function, which should be maintained. The Committee reiterated the view, already stated in relation to other jointly-financed activities, that all organizations participating in such activities should contribute to their financing; this was not the case for the Subcommittee for 1994-1995. There was also uncertainty about the ability of certain participants, including large contributors, to meet the financial commitments foreseen in the proposals. CCAQ(FB) could not agree to the proposed programme budget until agreed basic contributions were assured, and requested the Subcommittee to pursue this matter with interested organizations with a view to submitting revised financing proposals at the next session (ACC/1993/7, paras. 25-29). It was noted at that session (August-September 1993) that the secretariat of the Subcommittee intended to contact its members towards the end of 1993 to obtain firm commitments for the basic contributions required. Pending approval of a programme budget for 1994-1995 the Committee requested WHO to take the necessary administrative measures to ensure continuity in the Subcommittee's activities (ACC/1993/23, para. 24).
(I4) Revised financing proposals for 1994-1995 were presented to CCAQ(FB) at its 80th (February - March 1994) session. It was noted that the SCN would henceforth report to CCPOQ and that CCPOQ had, at its recent session, agreed to the revised proposals subject to a reservation by one of its members. Several members of CCAQ(FB) indicated that the contributions shown for their organizations had not been confirmed. CCAQ(FB) recalled that the proposals would be submitted to the Subcommittee for confirmation at its forthcoming session and that CCPOQ was scheduled at its next session to carry out a full-scale review of the functioning and methods of work of the Subcommittee, including its programme budget. In these circumstances CCAQ(FB) was prepared to agree to the proposals with the proviso that the level of core expenditure would be maintained at all times within that of confirmed income (ACC/1994/5, paras. 17 - 19).
(I5) At CCAQ(FB)'s 82nd session (February 1995), one organization expressed concern about the use of the Subcommittee's funds for meetings not within its mandate, in particular the discussions on the separation of the Subcommittee from the ACC machinery (ACC/1995/6, para. 49).
(I6) CCAQ was presented, at its 83rd session (August - September 1995), with a proposed programme budget for 1996-1997 for the Subcommittee which had been reviewed and endorsed by CCPOQ and by the Subcommittee itself. During the discussion, UNDP and FAO stated that they might be unable to make the contribution proposed in the budget document. In these circumstances, the Panel approved the budget subject to the proviso that the level of core expenditure would be maintained at all times within that of confirmed income (ACC/1995/20, paras. 26 - 28).
(I7) At its 87th session (Month) the Committee reviewed the proposed budget for 1998-1999 for the core expenditures of SCN totalling $976,000. In view of the fact that several participants were unable to confirm their voluntary contributions or would be making a lower contribution than indicated in the budget, it appeared that the proposed core expenditures were well in excess of confirmed voluntary contributions of $801,000. While in past budget cycles shortfalls in expected income were subsequently offset by reductions in expenditure, as when the post of Technical Secretary was kept vacant for several months, this post had been filled. The Committee recommended that the number of meetings of the Advisory Group on Nutrition (AGN) be kept at two for the next biennium instead of four as proposed and that the amount budgeted for travel of staff be reduced from $75,000 to $50,000. In view of the precarious nature of the funding, the Committee reminded WHO, the organization administering the SCN budget, that extreme care should be taken with regard to the creation of any long term liabilities, such as for fixed term contracts for SCN staff.
(I8) At its 88th session (1998) the Committee reviewed a revised programme budget for 1998-1999 for the SCN based on a review of pledges totalling $913,000, an increase of $112,000 from the level of confirmed pledges at the previous session. Not all organizations were able to confirm their pledges and the Committee noted that there was a need to explore further the status of core contribution balances carried forward from the previous biennium. The Committee recalled its previous approval for a budget of $801,000 and, while it noted the revised budget, repeated its previous proviso that, in the case of any shortfall in expected voluntary contributions to SCN, the level of core expenditure would be maintained at all times within the level of available income and repeated its warning with regard to the creation of long term liabilities.
(I9) At its 90th session (August-September 1999: ACC/1999/14, paras. 4, 10-12) the Committee reviewed a proposed programme budget for 2000-2001 for SCN based on an estimate of pledges totalling $899,000, an increase over the level of pledges estimated for 1998-1999 of $855,400. Any shortfall between proposed expenditure and voluntary contributions would be funded by the balance of funds carried forward at the end of 1999, estimated to total $270,300. The host organization, WHO, indicated that, in addition to its voluntary contribution listed in Annex III of the budget document (ACC/1999/FB/R.16, annex III), it made significant 'in-kind' contributions, valued at around $200,000, including provision of services and premises. In future biennia it would probably charge the SCN for such services. Although it had not yet been agreed, this charge might possibly be offset by an increase in the level of voluntary contribution.
(I10) At the same session organizations listed by SCN as pledging contributions were requested to confirm the amounts in the session but in some cases were unable to do so. Certain organizations indicated that the amounts listed were higher than those budgeted by the participating organizations or, in some cases, that no contribution was to be expected in the biennium. The reduction in expected contributions was in excess of $100,000 and the Committee felt that only part of this $100,000 shortfall could be provided from the balance carried forward from 1998-1999, as an adequate carry-forward was essential to fund expenditures in the early part of 2000 before contributions for 2000-2001 were received. The host organization stated that it could not advance any working capital to SCN and urged all contributors to make their payments as early as possible. The Committee recommended a $50,000 reduction of budgeted amounts for non-staff costs and approved a reduced budget of $811,000 subject to a proviso that the level of core expenditure would be maintained at all times within the level of available income. The Committee repeated its warning with regard to the creation of long term liabilities, given the voluntary and fluctuating nature of the funding and questioned the SCN's practice of endorsing a programme of activity before confirmation of funding. It strongly urged the Technical Secretary to check with the budget sections of those organizations making voluntary contributions before submitting a budget based on a list of expected contributions.