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GENERAL SECRETARIAT OPERATIONAL PLAN FOR 2003

INTERNATIONAL  TELECOMMUNICATION  UNION

 

COUNCIL

Document C2002/EP/1-E

18 February 2002

Original: English

GENEVA        2002 SESSION      (22 APRIL - 3 MAY)

 

 

 

 

 

Information Report by the Secretary-General

GENERAL SECRETARIAT OPERATIONAL PLAN FOR 2002

 

For information purposes, I have the honour to provide the Council with the General Secretariat Operational Plan for 2002.   

 

                                                                                                                                                                                                 Yoshio UTSUMI
                                                                                                            Secretary-General

 

Gender Issues

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget

Resourcesin work/months from extra-budgetary sources

A.    Support for Conferences, Meetings & Telecom events

 

 

 

 

 

 

B.    Ongoing Activities

 

 

 

 

 

 

 

GGI

       Celebration of International Women’s Day, 8 March 2002, with musical theme on women’s conditions

       Briefing for Councillors during Council-02 on Gender Issues confronting the PP-02 in continuation of the series of briefings for Councilors started during Council-99.

       Attendance by staff and delegates to meetings

 

 

       Number of Councillors attending

Resolution 70 (PP-98)

½ month of P staff time
2 weeks G staff

CHF 10.000.-

 

1 week D1
2 weeks P

 

 

 

 

 

 

 

 

 

GGI

 

 

 

 

 

 

 

       Organization of workshops to enhance the capacity of ITU staff to work on gender mainstreaming in their own areas of responsibilities, specifically aimed at the workplans and programmes of the various Sectors and Departments of  ITU. The ITU Focal Point on Gender Issues (ITU-FPGI) and the BDT Focal Point on Gender Issues (BDT-FPGI) will actively participate in the workshops as resource persons.

       Number of staff participating and concrete results to be presented to Management

 

 

 

 

 

 

Resolution 70 (PP-98)

 

 

 

 

 

 

 

CHF 5.000.-

1 week P staff
1 week G staff

 

 


 

 

 

 

 

 

 

 

GGI

 


GGI

 

 

 

FPGI

       Development of Website for GGI to  be linked to BDT Gender Website and UN-wide Website

       Review of work/family life of staff in cooperation with the Personnel Department.

       Participation in the internal WG on HRM

       Propose a harassment policy for ITU in an effort to promote a work environment free of harassment based on gender and other concerns, such as religion, nationality and sexual orientation.

       Establishment of Website.
Share with UN organizations.

       Proposals for adoption

 

 

 

       Policy to be proposed for adoption

Res.70 (Minneapolis, 1998)


Res. 70 (Minneapolis, 1998)

 

 

 

Res.70 (Minneapolis, 1998)

4 weeks
P + G staff

8 months internships
1 week D/P staff



1 week D
1 week    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FPGI + BDT Focal Point

 



FPGI + BDT Focal Point

       Various proposals will be developed as a follow-up to the MoU signed in 2000 to enhance the effectiveness of ITU, UNIFEM and UNDP in gender mainstreaming in ICTs at the policy level in addition to field projects.

       Continued negotiations on cooperation with UNCTAD on gender and ICTs in the context of globalization.

       Number of proposals for adoption

 

 

 



       Participation in UNCTAD meetings.  Project proposal to be adopted and financed

Res. 7 (Valetta, 1998)

1 month conceptual work

 



 

1 month conceptual work

 


 

C.    New Initiatives

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

FPGI + GGI + BDT FP

 

 

 

 

 

 

 

 

 

       Task Manager for the Task Force on Gender and ICTs created in 2000, under the IAMWGE (Inter Agency Meeting on Women and Gender Equality) with a specific mandate to 1) research and develop an inventory of projects and programmes on gender and ICTs carried out by the organizations of the UN system to be made available on the Web and
2) develop and coordinate system-wide efforts to include a gender perspective in the preparation for the WSIS and its outputs in cooperation with the constituencies of the various member organizations.

 

       Initiation of database

       Coordination strategy

       Gender specialist for WSIS Ex. Sec.

 

 

 

 

 

 

 

 

Res. 70 and 73 (Minneapolis, 1998)

 

 

 

 

 

 

 

 

 

 

 

 

2 months P + G

 

 

 

 

FPGI + FI

       One week workshop on gender mainstreaming in programme budgets offered by the IAMWGE. This will enable ITU’s management to identify all areas in which work is ongoing on gender mainstreaming over and above those already clearly identified, particularly in BDT and the General Secretariat. In addition, the exercise will enable ITU to identify all expenses which have a gender component to provide a complete picture of all areas and expenditures related to gender issues.

       Financial indicators

Res. 70 (Minneapolis, 1998)

1 week
20 P/G

Consultants provided by IAMWGE

 

FPGI

       Participation in Council Ad Hoc WG on HRM

       Gender perspective included in proposals for Council

Res.70 (Minneapolis, 1998)

1 week
D

 

 

FPGI + BDT FP

       Participation in preparations for WTD-02

       Publication of articles, studies

Council decision on WTD‑02 Res.70 (Minneapolis, 1998)

2 weeks
D/P

 


 

Legal Affairs Unit

Operational Activity Highlights

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget
(approx.)

Resources in work/months from extra-budgetary sources (approx.)

A     Support for Conferences, Meetings & Telecom events

 

 

 

 

 

1. Legal advice and assistance to WTDC-02, Council-02, PP-02 and ITU Telecom Events 2002/03.

       Provide timely and adequate legal advice and assistance; and in particular, draw the attention of the SG on possible conflicts between foreseen decisions of Conferences & Meetings and ITU legal instruments;

       Prepare and review legal/procedural documents;

       Act as Secretary of Conferences Committees and Council Working Groups.

       Timeliness;

     Smooth running of Conferences, Meetings and Telecom events from the legal/procedural point of view.

-CS76

-CV91

      Group of Experts on CV Chap.II:
PP-98 Res.76 +
C/01 Res. 1131

      Group of Experts on ITU Reform :
C/01 Res. 1181&1186

      Group of Experts on Stable Election Procedures:
PP-98 Res.78

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B.   Ongoing Activities

 

 

 

 

 

1.   Legal advice and assistance to the General Secretariat and the Bureaux;

2.   Draft and review various legal instruments of the Union;

3.   Represent the Secretary General before the Administrative Tribunal;

4.   Negotiate, draft and review contracts, agreements and other legal documents.

5.   GMPCS

       Provide timely and adequate legal advice and assistance;

       Prepare and review ITU’s cases submitted to ILOAT;

       Protect – from the legal standpoint – the interests of the Union with regard to contractual arrangements.

 

 

 

 

 

 

 

 

 

       Acts as depositary of the GMPCS-MoU and administrator of the Project

 

       Timeliness;

       Coherence of legal instruments;

       Adequacy of legal instruments with decisions of relevant organs;

       Rationalization and efficiency of Internal Administrative Procedures; and

       Small number of contractual disputes.

 

 




       Timeliness;

       Smooth running of GMPCS Project

CS76

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ý        33

ï

ï

ï

ï

ï

þ

 

16.5

 

 

 

 

 

 

 

 

 

 

 

 

 

 



 

C.  New initiatives

 

 

 

 

 

Legal advice and assistance in the framework of WSIS

       Prepare rules of procedure of Preparatory Committees and of the Summit

       Smooth running of the Summit and its Preparatory Committees from legal and procedural standpoints.

 

PP-98 Res. 73 +
C/01 Res. 1179.

 

 


Office of Chief, CEC

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget

Resources in work/months from  extra-budgetary sources

A.   Support for Conferences, Meetings & Telecom events

 

 

 

 

 

 

A

CEC

Provide the Secretary for the Council, the Plenipotentiary Conference, the Coordination Committee and the Policy and Strategy Committee

     Smooth functioning of ITU conferences and meetings

     Accomplishment of goals set out in Article 8 and Council Decision 497

 

1 D.1

1 G.6

 

A    B.    Ongoing Activities

 

 

 

 

 

 

S    Supervise the CU, EAU and CCU Units

CU, EAU, CCU

The activities and objectives of these Units are described in their respective entries as follows.

     High-quality services to the membership and excellent relations with other organizations

     Smooth functioning of ITU conferences and meetings organized by the General Secretariat

     Enhanced image and visibility for the ITU

 

1 D.1

1 G.6

 

      Plan and direct ITU involvement in the preparation of the World Summit on the Information Society

WSIS

Team

To ensure the successful and timely preparation of the World Summit.

     Well-organized preparatory meetings

     Assessment of optimal output of Summit

 

1 D.1

1 G.6

 


C. New initiatives

 

 

 

 

 

 

World Summit on the Information Society

CEC
with inputs from SPU, Sectors

In line with Resolution 73 (PP-98), the Council has asked “the Secretary-General to coordinate with other international organizations and with the various partners concerned (Member States, Sector Members, etc.), with a view to holding a world summit on the information society;”

     Resolution 1179 of Council 2001 endorsed the framework for the Summit

     Timely execution of scheduled preparations

Resolution 73 (PP-98) refers to the “the fact that the globalization of telecommunications must take account of a harmonious evolution in policies, regulations, networks and services in all Member States…”.

CEC: 26 w/m
SPU: 6 w/m

Voluntary contributions, with extra-budgetary funding from ITU-TELECOM used as seed money.

 



Corporate Communication Unit (CCU)



Operational Activity Highlights

Unit[1]

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work/months from budget

Resources in work/months from extra-budgetary source

s

 

A.  Support for Conferences, Meetings & Telecom Events

 

 

 

 

 

 

 

 

CCU

 

    To prepare and implement the communication plan for PP-02

 

P5 1 w/m
P4 1 w/m
[FL1] 
P3 2 w/m
[FL2] 
G6 2 w/m
[FL3] 
G6 1 w/m
[FL4] 
G5 3 w/m
[FL5] 

 

 

 

CCU with BDT

 

    To prepare and implement the communication plan for WTDC-02

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

P5 1 w/m
[FL6] 
G5 2 w/m
[FL7] 

 

 

 

CCU with General Secretariat

    To attract media to cover the ITU Telecom Asia 2002

    To prepare and implement a media relations plan

    To coordinate media relations activities with Exhibitors’ press officers

    To carry out all organizational tasks to setup the Press Service

P4 1 w/m[FL8] 
P3 1 w/m
[FL9] 
G6 1 w/m
[FL10] 

P3 6 w/m[FL11] 
G5 6 w/m
[FL12] 

 

 

CCU with General Secretariat (Telecom, FI and Publications)  and Bureaux

    To coordinate the ITU Stand project at ITU Telecom Asia 2002

    To develop input for Calls for Bids based on cross-sectoral consultation

    To develop content

    To manage project implementation

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

P5 2 w/m
G5 2 w/m
[FL13] 

 

 

CCU with Bureaux

    To promote the achievements of key activities of Study Groups and Bureaux

    To write feature articles, reports for ITU News, press releases

    To arrange for the publication of Op-Eds on topical issues

    To arrange media interviews

P4 1 w/m[FL14] 
P3 2 w/m
[FL15] 

 

B.B.  Ongoing Activities

 

 

 

 

 

 

Media Relations and Public Information

CCU with BR, TSB, BDT, TELECOM and Publications

    To increase the number, type and breadth of communication products that promote ITU activities and expertise, so that its role becomes much better known

    To update the current brochure on the mission and functioning of ITU

    To produce and disseminate a corporate annual report

    To write features, articles, reports for ITU News, factsheets, web content

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

All the goal/priorities of the Strategic Plan (28 to 32.4) through advocacy, enhanced communication with our Members, a more effective, consistent and authoritative communication with the corporate world and the general public through the media

P4 2 w/m[FL16] 
P3 3 w/m
[FL17] 
G5 2 w/m
[FL18] 
G4 2 w/m
[FL19] 
G6 2 w/m
[FL20] 

 

 

CCU

    To respond to public queries

    To handle correspondence of the pressinfo account

G4 3 w/m[FL21] 

 

 

CCU

    World Telecommunication Day

    To organize the support to Member States and media, produce, distribute and track all promotional material

G4 3w/m[FL22] 

 

ITU Web Site

CCU with WEB

    To review ITU website information architecture to create positive user experience

    To review the branding, restructure the existing sites with suitable navigability and logical web-based information structure based on separate linguistic sites.

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

All the goal/priorities of the Strategic Plan (28 to 32.4) through advocacy, enhanced communication with our Members, a more effective, consistent and authoritative communication with the corporate world and the general public through the media

P5 1 w/m
P4 3 w/m
[FL23] 
P3 1 w/m
[FL24] 

 

 

CCU

    To produce and update corporate content

    To keep up-to-date the material posted and to broaden the content available

P3 2 w/m[FL25] 
G6 5 w/m
[FL26] 
G4 1 w/m
[FL27] 

 

 

 

    Quality assurance of the Web Site

    To monitor compliance with style guide and web publishing policy

    To provide QA and technical support on web issues for the corporate website

P3 2 w/m[FL28] 
G6 2w/m
[FL29] 

 

ITU Photolibrary

CCU with IS

    To make ITU visual resources available to all ITU staff

    To source new photos for coporate requirements

    To complete the scanning of photos

    To redevelop the interface for user-friendly data management and information retrieval

 

P3 1 w/m[FL30] 
G6 7 w/m
[FL31] 

 


 

PPI database management and ITU News subscription

CCU with IS

    Maintain personal data of the existing contacts and seek data for new contacts and groups of contacts to ensure that our information is targeted to wider audiences and to the right people

    To manage the ITU News subscriptions and coordinates orders with booksellers, agents, individual and corporate subscribers and ITU Sales service

    Eliminate the current 3500+ erroneous e-mail/fax coordinates

    Segment the data to be able to target Head (CEO, head of regulatory agency, etc), PR, others for each category

    To switch database to SQL server and structures to meet the added requirements for better targeting

    To automate production and distribution of documents through overnight batch routines

    To incorporate document sources into database to allow automated generation in desired format

    Improved automated renewal facilities and links to Sales system

    Restructure to accommodate accounts managed by booksellers and agents

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

All the goal/priorities of the Strategic Plan (28 to 32.4) through advocacy, enhanced communication with our Members, a more effective, consistent and authoritative communication with the corporate world and the general public through the media

P5 1 w/m
P3 4 w/m
[FL32] 
G4 9 w/m
[FL33] 

 

ITU News

CCU

    To publish ITU News in print

    To develop editorial calendar, To develop synopsis for each issue, research, enrich the content of ITU News, arrange for special issues, negotiate input with external authors

    To produce 10 issues per year in 3 languages (30 issues) and to coordinate between the editorial and art/production teams

P3 10 w/m[FL34] 
G7 10 w/m
[FL35] 

 

 

 

 

    To develop and improve graphic line, review BAT for F/S versions to ensure compliance with graphic line, create original pagelayout, prepare all graphic art elements and inserts

G6 10 w/m[FL36] 

 

 

CCU with Publications and Printing/
Dispatch

 

    To prepare and edit interviews and feature articles

    To prepare Official information and Conferences columns

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

All the goal/priorities of the Strategic Plan (28 to 32.4) through advocacy, enhanced communication with our Members, a more effective, consistent and authoritative communication with the corporate world and the general public through the media

P3 1 w/m[FL37] 
P3 4 w/m
[FL38] 
G7 1 w/m
[FL39] 

 

 

CCU

    To improve the presentation of each issue with more photos, graphics and illustrations

    To write briefs for sourcing visuals and control usability (quality, copyrights etc)

    To source additional photos and suggest photomontage

P3 1 w/m[FL40] 
G7 1 w/m
[FL41] 
G6 3 w/m
[FL42] 
G6 2 w/m
[FL43] 

 

 

CCU with IS

    To administer the ITU News subscriptions

    Implement subscription policy

    Handle the itunews account and responde to subscription enquiries

G4 6 w/m[FL44] 

 

 

C.  New Initiatives

 

 

 

 

 

 

 

Corporate Communication

CCU
with BR, TSB, BDT and Telecom

    To increase the overall effectiveness of the Union’s external communication and stimulate proactivity in the communication function to take the ITU’s messages to its audiences

    To develop a corporate communication strategy

    To develop an annual communication plan for implementing the strategy at the bureau and corporate levels

    To develop a small number of key messages with all audiences which reinforce the role and standing of the ITU

    To develop media guidelines

    To develop corporate style guidelines (selection and use of typefaces, publication layouts, web page design, slide templates and use of the logo)

    To develop template for PowerPoint presentations used externally for a common visual identity

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

All the goal/priorities of the Strategic Plan (28 to 32.4) through advocacy, enhanced communication with our Members, a more effective, consistent and authoritative communication with the corporate world and the general public through the media

P5 2 w/m
G5 1 w/m
[FL45] 
P4 1 w/m
[FL46] 
G6 1 w/m
[FL47] 

 

 

 

CCU
with BR, TSB, BDT, Telecom,
Publications

    To develop a consistent style, image and key messages (branding)

 

 

ITU Web Site

CCU with WEB

    To coordinate ITU website policies

    To develop guide of best practices and style guide

    To develop a Web Publishing policy

Strategic orientations 26.1 to 26.9 and in particular “improve customer service, innovate, inform”

All the goal/priorities of the Strategic Plan (28 to 32.4) through advocacy, enhanced communication with our Members, a more effective, consistent and authoritative communication with the corporate world and the general public through the media

P5 2 w/m
P3 1 w/m
[FL48] 

 

Media Relations and Public Information

CCU with BR, TSB, BDT, TELECOM and Publications

    To increase the number, type and breadth of communication products that promote ITU activities and expertise, so that its role becomes much better known

    To develop a series of communication products

     Video Production

     Interactive multimedia CD-ROM

     Small Portable Exhibits

     Posters

    To prepare and place op-eds in mainstream media

P5 1w/m
P3 1 w/m
[FL49] 
G5 1 w/m
[FL50] 
 
[FL51] 

 

 

CCU with
BR, TSB, BDT and TELECOM

    To monitor media on perception of ITU’s role and importance and building relationship with those journalists to change their perception and reporting

    To appoint a Media Monitoring company through a partnership agreement in the framework of TELECOM to track reporting on ITU in key media of key markets and undertake a qualitative editor/opinion former audit to determine views and expectations

P4 1 w/m[FL52] 
G5 1 w/m
[FL53] 

 

 

CCU
Training (PE)

    To provide media training to officials called to convey ITU messages publicly

    Training of spokespersons responsible for high-profile topics

    Training of regional office staff

    Follow-up training of elected officials

P4 2 w/m
G5 1 w/m
[FL54] 

 



Coordination Unit (CU)

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work/months from budget

Resources in work/months from extra-budgetary sources

A     Support for Conferences, Meetings & Telecom Events

 

 

 

 

 

 

Plenipotentiary Conference

CEC
with inputs from SG Depts & Bureaux

Good governance of the Union, as reflected in Article 8 of the ITU Constitution.

 

Within the CEC, CU plays a key planning, organizational and coordination role in plenipotentiary conference operations

     Accomplishment of goals set out in Article 8 of the Constitution and Council Decision 497.

     Timely preparation of invitations to the conference and guidelines for the presentation of proposals.

     Timely coordination, collection and distribution of reports prepared by the Secretariat and contributions received from Member States in advance of the Plenipotentiary Conference (including production of CD-ROMs). Smooth production and turn-around of documents during and after the Conference.

     Timely collection and registration of candidatures in accordance with Article 9 of the Constitution.

     Timely collection and registration of announced participants and efficient registration service throughout Conference.

     CS Art. 7 (No. 40) and CV Art. 1 - PP is supreme organ of ITU and meets every four years.

     CV Art. 23 – Invitation and admission to PPs

     CS Art. 55 (Nos. 224&225 & CV Art. 42 (Nos. 519&520 - Provisions for amending the CS & CV)

     CV Art. 30 (Time limits and conditions for submission of proposals and reports to Conferences)

     Council R 1141 + ITU Res. 62, 103 & 104 109 RP 109 to 121(Working languages and document management)

     CV Art.23 – Invitation and admission to PPs

P.5/2 w/m;
P.3/2 w/m;
G.7/3 w/m;
G.5/3 w/m;
G.5/2 w/m;
G.4/3 w/m

 

 

 

 

Council

CEC
with inputs from SG Depts & Bureaux

Good governance of the Union, as reflected in Article 4 of the ITU Convention.

Within the CEC, CU plays a key planning, organizational and coordination role in Council operations

     Accomplishment of the goals set out in Article 4 of the ITU Constitution and the Rules of Procedure of the Council.

     Timely preparation of invitation & provisional draft agenda and time management plan for the 2002 session.

     Timely coordination, collection and distribution of reports prepared by the Secretariat and contributions received from Member States in advance of the session (including production of CD-ROMs). Smooth production and turn-around of documents during and after the Conference.

 

     CV Art. 4 (No. 62) :“The Council shall, in the interval between two Plenipotentiary Conferences, supervise the overall management and administration of the Union”.

 

     Rules 1, 4, 7, 12 & 20 – Council Rules of Procedure & CV Art. 4 (No. 60A) – Invitatation and provisional agenda

 

     Council R 1141 & D 495 & (document handling)
Rules 13, 14, 20 & 21

 

P.5/2 w/m;
P.3/2 w/m;
G.7/2 w/m;
G.5/2 w/m;
G.5/2 w/m;
G.4/2 w/m;

 

 

Council Groups:

 

- Strategic Plan

- Financial
       Regulations

- Experts on ITU
       Reform

- Procedures for
       Elections

- Human Resources
      Management

 

Input from CU to

SPU


FI

JUR

JUR

 

PE

To plan and prepare for PP02 through:


Draft strategic plan for 2003-07

)

)

)

)

)

) ITU Res 74 & 90 -

) Review and improvement of
)  management, structure and
)  functioning of the Union

)

)

       Timely operational assistance and preparation/distribution of materials

 

 

     Council D 504

 

               Council R 1171

       Council R 1181 & R 1186

       ITU Res 78

       Council R 1181 & R 1186

 

P.5/2 w/m;
P.3/2 w/m;

G.7/2 w/m;
G.5/2 w/m;

G.5/2 w/m;
G.4/2 w/m;

 


B.   Ongoing Activities

 

 

 

 

 

 

Coordination Unit

 

Planning, organizing and coordinating operations for SG Conferences & Meetings
(see also Part A)

CU

The activities of the Coordination Unit include acting as focal point for the preparations and operations of conferences and meetings of the General Secretariat (Plenipotentiary Conference, Council and its groups, World Telecommunication Policy Forum and others). To do so, it must keep abreast of ITU policies in the area of conference preparations and must maintain sound relations with contributors/participants (membership) and with ITU staff throughout the Union.

       Timely submission of operational/planning reports to Coordination Committee, PSC, Bureaux Secretariats and ITU membership.

       Timely preparation and mailing of general correspondence to ITU membership

       See further indicators under PP/Council+Groups above

    CS Art. 26

 

P.5/4 w/m;
P.3/4 w/m;

G.7/3 w/m;
G.5/3; w/m;

G.5/4 w/m;
G.4/3 w/m;

 

Publications

CU
with inputs from SG Depts & Bureaux

The main objective of the Publications of the General Secretariat is to communicate information about the activities of the Union, and about the telecommunications sector in general, both to Members and non-Members of the Union, in a form that is accessible and attractive.

Many of the publications of the General Secretariat are published in close co-ordination with the Sectors

       Timely publication & dispatch of  Council Resolutions/Decisions, ITU Activities Report

       Timely publication and dispatch of Council Report to PP

       Timely publication & dispatch of PP Final Acts

    Council Rule 21 + ITU Resolution 66:  “instructs the SG to ensure that publications in paper format are made available as quicky as possible so as not to deprive Member States or Sector Members not possessing electronic facilities or access to publications of the Union.”

P.5/1 w/m;
P.3/1 w/m;

G.7/1 w/m;
G.5/1 w/m;

G.5/1 w/m;
G.4/1 w/m;

 

 

 

C.  New initiatives

 

 

 

 

 

 

Creation of central SG conferences and meetings support group

CU

Group set up 1) to liaise with staff throughout the Union to ensure efficient SG meeting operations and effective use of ITU resources 2) to liaise with external SG conferences/meeting participants/ contributors.

     Timely meeting assistance provided: coordination of information, web set-up, general logistics, coordination, preparation and distribution of documentation, delegate registration.

        Res. 71 - Strategic orientation 49.1-5:

- Efficiency & transparency
- Improved customer service

- High quality response to customer needs

- instil effective organizational climate
- build skills & acquire relevant competences

P.5/1 w/m;
P.3/1 w/m;

G.7/1 w/m;
G.5/1 w/m;

G.5/1 w/m;
G.4/1 w/m;

 

 

D.  Activities to be  reduced or terminated

 

 

 

 

 

 

Working Group on ITU Reform

CU

Pursuant to ITU Resolutions 74&90 (PP-98), the Council set up a Working Group on ITU Reform (Res 1132) in 1999

     To review the management, functioning and structure of the ITU

     To review the contribution of Sector Members towards defraying the expenses of the Union

 

WG has completed its work

 

 

 

 

 

 

   

External Affairs (EA)

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work/months from budget

Resources in work/months from extra-budgetary sources

A     Support for Conferences, Meetings & Telecom Events

 

 

 

 

 

 

 

CEC/
EAU

     Secretariat support for Council and PP-02;

       Quality of information provided by membership;

       The CS and CV generally describe relations with other organizations, the rights and obligations of Member States and Sector Members and the depository “function” of the ITU.

1 P5 w/m

2 P3 w/m

2 G6 w/m

6 G5 w/m

1 G4 w/m

1 G3 w/m

 

B   Ongoing Activities

 

 

 

 

A

 

 

 

       Membership management and follow up;

       Official notifications on status of Member States/ITU instruments;

       Participation and follow up for activities of UN System mechanisms UN/GA, ECOSOC, CEB, HLCP, and other organisations (ISO3166MA);

       Relations with Geneva Diplomatic Missions;

       ITU promotion and visits to ITU;

       Maintenance of central registry/routing of correspondence in ITU;

       Trend in number of Sector Members;

       Timeliness of publication;

       Briefs, documents, meeting attendance; sound bases for cooperation;

       Protocol; Notes verbales; ad hoc meetings

       Enhanced image and visibility of ITU;

       Number of incoming and outgoing items (mail, fax, email) and timeliness of response.

 

 

 

 


 

 

 

 

Strategy & Policy Unit (SPU)

 

 

 

 

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget

Resources in work/months from  extra-budgetary sources

A Support for Conferences, Meetings & Telecom events

 

 

 

 

 

 

World Telecom Policy Forum

SPU, with inputs from CEC

WTPF shall be convened ”in order to discuss and exchange views and information on telecommunication policy and regulatory matters, especially on global and cross-sectoral issues” Minn. Res. 2

     Adherence to timetable established by Council (Decision 498) for delivery of background report and draft opinions;

     Inclusiveness of forum (e.g., no. of Members present)

       Minneapolis Res. 2 “the WTPF “shall be convened on an ad hoc basis to respond quickly to emerging policy issues arising from the changing telecommunications environment”

0

 

No WTPF is planned in 2002.

0

Council

CEC with inputs from SPU, Sectors, etc.

Good governance of the Union, as reflected in Article 4 of the ITU Convention.

    Accomplishment of the goals set out in Article 4 of the ITU Constitution.

    Timely distribution of documents in advance of the Council (in line with the procedural rules of the Council) and smooth distribution of new documents during the Council

       In line with Article 4, No. 62 of the ITU Convention, “The Council shall, in the interval between two Plenipotentiary Conferences, supervise the overall management and administration of the Union”.

SPU: 6 w/m

n.a.

Plenipotentiary

CEC with inputs from SPU, Sectors, etc.

Good governance of the Union, as reflected in Article 8 of the ITU Constitution.

       Accomplishment of the goals set out in Article 8 of the ITU Constitution.

     Timely distribution of materials, documents and membership contributions in advance of the Plenipotentiary, as well as smooth production and turn-around of documents during the Conference.

       According to the ITU Constitution, Article 7, No. 40, the Plenipotentiary Conference is the Supreme Organ of the Union and normally meets every four years.

SPU: 6 w/m

n.a.

 

Informal Group on the Strategic Plan

Membership, with inputs from SPU, CEC, Sectors

In line with Article 10 of the ITU Constitution, the Secretary-General shall make available materials to assist the membership in developing a strategic plan.

       Accomplishment of the goals set out in Article 10 of the ITU Constitution.

       Timely preparation and distribution of materials to assist the membership, notably the chair of the Informal Group.

       Preparation of the draft strategic plan for 2003-07, for consideration by the PP.

SPU: 4 w/m

 

B.  Ongoing Activities

 

 

 

 

 

 

Publications

SPU, CEC, with Sectors

The main objective of the Publications of the General Secretariat is to communicate information about the activities of the Union, and about the telecommunications sector in general, both to Members and non-Members of the Union, in a form that is accessible and attractive.

Many of the publications of the General Secretariat are published in close co-ordination with the Sectors

       The success of the publications is reflected in the number of readers they reach, including via the Web.

       Additional performance indicators are the timely publication and dispatch of the publications.

       In line with Article 5, No. 98 of the ITU Convention, the Secretary-General shall “take necessary action for the timely publication and distribution of service documents, information bulletins, and other documents and records prepared by the General Secretariat and the Sectors…”.

SPU: 12 w/m

Contractual services provide a further 10 w/m.

Sales of publications provide income that partially offsets costs.

 

Voluntary contributions provide a further 12 w/m.

Strategy and Policy Unit

SPU

Activities of the SPU include developing the New Initiatives programme, including holding Strategic Planning Workshops, commissioning Telecommunication Case Studies, and analysing Internet policy trends; publishing reports for world-wide dissemination, including ITU Internet Reports; organizing the World Telecommunication Policy Forum; and maintaining sound relations with industry, research institutions, the media and the general public.

       The role of the SPU is to act as a “think tank” on behalf of the Secretary-General and the membership. The performance of this role will be judged by the ability of the unit to identify, forecast and analyse emerging trends in the telecommunications and Information Technology sectors and to communicate that information effectively.

       Performance indicators include the timely publication of relevant reports and articles, the successful identification of new trends and issues, and the provision of sound advice to the Secretary-General and the elected officials.

       The SPU supports the Secretary-General by, inter alia: identifying emerging trends in the telecommunications environment; analysing their implications for the ITU and its membership; preparing position papers on issues of a strategic nature; promoting the growth and expansion of the Internet and the Information Society.

SPU: 12 w/m

Voluntary contributions provide a further 6 w/m.

 

C.  New initiatives

 

 

 

 

 

 

New Initiatives Programme

SPU, with inputs from CEC and Sectors

The main objective of the new initiatives programme is to ensure that the ITU remains relevant and continues to provide services to its membership, particularly policy-making bodies and independent regulatory agencies, by providing a forum for the discussion and study of issues of high current policy interest.

     Ensuring that the work of the ITU continues to remain relevant and useful to members

     Posting of background reports for workshops within four weeks of the event;

     The timely commissioning, completion and posting of telecommunication case studies.

       In line with Council Resolution 1133, a programme of new initiatives was included in the budget of the Union, 2002-2003. The three lines of this programme are Strategic Planning Workshops, Telecommunication Case Studies and Internet Policy.

SPU: 18 w/m

 

Contractual services provide a further 14 w/m.

Voluntary contributions provide an extra 26 w/m

World Summit on the Info Society

CEC/
TELECOM, with inputs from SPU, Sectors

In line with Resolution 73 (PP-98), the Council has asked “the Secretary-General to coordinate with other international organizations and with the various partners concerned (Member States, Sector Members, etc.), with a view to holding a world summit on the information society;”

       Resolution 73 (PP-98), refers to “drawing up a strategic plan of action for concerted development of the information society by defining an agenda covering the objectives to be achieved and the resources to be mobilized”.

       Timely execution of scheduled preparations

       Resolution 73 (PP-98) refers to the “the fact that the globalization of telecommunications must take account of a harmonious evolution in policies, regulations, networks and services in all Member States…”.

SPU: 6 w/m

Voluntary contributions, with extra-budgetary funding from ITU-TELECOM used as seed money.

D Activities to be reduced or terminated

 

 

 

 

 

 

International Telecom Regulations

SPU, with inputs from CEC, TSB

Resolution 79 foresees a consultation of Members concerning possible reform of the ITRs. During 2001, this work will concentrate on conduct of a questionnaire polling membership views on four proposed options for reform.

     Timely dispatch, analysis and reporting of the results of the questionnaire survey to Council.

     Inclusiveness of the consultation process.

       Resolution 79 (PP-98) instructs the ITU Secretary-General, in consultation with the Director of TSB and a balanced group of appropriate experts, to advise the Council on any action the Union should take in relation to the ITRs.

SPU: 2 w/m

A voluntary contributions provide an extra 6 w/m.


 

Finance Department

 

Operational Activity Highlights

 

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget

Resources in work/months from  extra-budgetary sources

A    Support for Conferences, Meetings &

     Telecom events

 

 

 

 

 

1    Financial advice & secretarial services for C2002 and PP 2002.

·         Improve preparation of Council documents

·         Provide clear and concise information and advice

·         Timely submission of input

·         Work of Finance Committee

·         Services provided meet customer’s needs (feedback)

 

·         Strategic orientation #1 - improve customer service

·         Strategic orientation #3 - strengthen the Union's financial foundations

32 w/m

12 w/m

2    Budget preparation for World and Regional Conferences/Assemblies, and advice and input to Budget Control committees

 

·         Provide clear and concise information and advice

·         Advice and services provided meet customer’s needs (feedback)

 

·         Strategic orientation #1 - improve customer service

·         Strategic orientation #3 - strengthen the Union's financial foundations

10 w/m

 

3    Financial advice and input to the Working Group on the ITU Reform, and other ITU statutory committees and meetings

 

·         Provide clear and concise information and advice

·         Advice and services provided meet customer’s needs (feedback)

 

·         Strategic orientation #1 - improve customer service

·         Strategic orientation #3 - strengthen the Union's financial foundations

10 w/m

 

4    Budget preparation and accounting services for Telecom events

·         Improve budget information and budget presentation

·         Enhance the efficiency of the registration system

 

·         Timely submission of input

·         Services provided meet customer’s needs (feedback)

 

·         Strategic orientation #1 - improve customer service

·         Res. 11 - World and regional telecommunications exhibitions and forums

 

10 w/m

2 w/m

B.  Ongoing Activities

 

 

 

 

 

5    Financial advice and services to the SG, VSG, Department Heads, Sectors, and the Contract Committee

 

·         Provide clear and useful information and advice

·         Improve management accounting

·         Advice and services provided meet customer’s needs (feedback)

·         Management accounting tools, data and reports

 

·         Strategic orientation #1 - improve customer service

·         Strategic orientation #3 - strengthen the Union's financial foundations

 

32 w/m

10 w/m

6    Draft Union’s Financial Plan for 2004-2007

·         Enhance the financial planning process

·         Improve the quality and contents of the Financial Plan

·         Ensure clarity and transparency of the information

 

·         Timely submission of input

·         Revisions and comments from the SG and the Coordination Committee

·         Council’s review

·         PP’s review and adoption of limits

 

·         To be linked with the Strategic Plan of the Union 2004-2007

 

32 w/m

 

7    Budget control

·         Adhere to the financial rules and procedures

·         Ensure efficiency of work-flow, and of control systems

·         Control that commitments are planned and authorised

 

·         Accuracy of operations

·         Timeliness

·         External Auditor’s approval of operations/accounts

 

·         Strategic orientation #1 - improve customer service

·         Strategic orientation #7 – inform

60 w/m

 

8    Cost analysis

·         Ensure an efficient use of the methodology for cost allocation

·         Maintain and update the cost allocation system as and when necessary

·         Identify areas of possible savings, cost reductions and improved efficiency

 

·         General use and integration in the financial system of the cost allocation methodology

·         Availability of information on full costs of products/activities

·         Effectiveness of proposed resource optimisation measures

·         Strategic orientation #8 - promote the principle and implementation of a competitive telecommunication environment

·         Res. 88 - Implementation of processing charges for satellite network filings

·         Res. 91 - Cost Recovery for some ITU products and services

·          Res. 103 - Gradual lifting of interim limitations on the use of official and working languages

·          Res. 104 - reduction of the volume and cost of documentation for ITU conferences

 

12 w/m

 

 

9    General accounting, financial statements

 

·         Revise Financial Regulations and Rules, streamline the procedures

·         Maintain a consistent chart of accounts

·         Monitor the accounts with efficiency

·         Council’s approval of proposed amendments to the Financial Regulations

·         Efficient work flow and accounting control systems

·         External Auditor’s approval of accounts

 

·         Strategic orientation #1 & #2 - improve customer service and innovate

·         Strategic orientation #7 - inform

 

40 w/m

18 w/m

10  Accounts payable, processing of invoices

 

 

·         Ensure that accounting entries comply with the financial rules and procedures

·         Check that invoices are properly authorised

·         Maintain the accounts payable

 

·         Accuracy of data capture

·         Invoices are properly recorded

·         Accounts reconciliation

·         Strategic orientation #1 & #2 - improve customer service and innovate

·         Strategic orientation #7 - inform

 

16 w/m

 

11  Debtor’s Accounts, arrears accounts, Contributions

 

·         Ensure that accounting entries comply with the financial rules and procedures

·         Ensure efficiency in the control of arrears accounts

·         Maintain the accounts receivables

 

·         Accuracy of data

·         Contributions are properly recorded

·         Accounts reconciliation

·         Strategic orientation #1 & #2 - improve customer service and innovate

·         Dec. 4 - Choice of contributory class

·         Res. 41 - Arrears and special arrears accounts

 

40 w/m

18 w/m

12  Payroll

·         Improve efficiency of systems

·         Streamline work procedures

 

·         Accuracy of operations

·         Timeliness

 

·         Strategic orientations #1 & #2 - improve customer service, innovate

 

48 w/m

 

13  Treasury

·         Maintain & improve an efficiency cash management system

·         Optimise cash flow

·         Obtain competitive rates on the market for the investment of funds

 

·         Accuracy of cash and bank operations

·         Payments on due date

·         Overall yield on deposits as high as possible

 

·         Strategic orientations #1 & #2 - improve customer service, innovate

·         Strategic orientation #3 - strengthen the Union's financial foundations

12 w/m

 

 

C   New initiatives

 

 

 

 

 

14  Design and development of a new tool covering our needs in the area of HR

 

 

·         Integrate payroll with SAP Financial Management System

·         Ensure the efficiency of the payroll system

 

·         Fulfilment of the terms of reference of the project team

·         Implementation, achievements

·         Strategic orientation #1 - improve customer (internal) service

·         Res. 74 – review and improvement of management

8 w/m

 

15  Set-up a financial and management information system

·         Provide key figures, status reports and forecasts in the intranet (EIS)

·         Ensure the efficiency of the reporting of financial data

 

·         Fulfilment of the terms of reference of the project team

·         Implementation, achievements

·         Strategic orientation #1 - improve customer (internal) service

·         Res. 74 - review and improvement of management

10 w/m

 

   

 

Personnel Department (PE)

 

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget

Resourcesin work/months from extra-budgetary sources

A. Support for Conferences, Meetings & Telecom events

 

 

 

 

 

 

1.     Council, PP and other ITU meetings

 

Office of the Chief

 

 

 

Recruitment

 

Travel

       Timely submission of Council/PP documents and statistics

       Effective management of Council/PP time (Committee on Staff Matters)

       Support ITU conferences by ensuring timely recruitment of temporary staff and by rapid processing of travel authorizations

 

       All council documents are submitted before the deadlines set by CEC

       Committee on Staff Matters finishes its work within the fixed timeframe with expected output

       Temporary staff recruited within 7 working days following request

       Travelers receive necessary documents 2 days before departure at the latest, if requests were submitted in good time

       Strategic Orientation #1 - Improve customer service

       Res. 71 - Improvement of ITU functioning and management

1P x 2 w/m

2P x 1 w/m

1G x 2 w/m

 

 

3G X 3 w/m

3G X 10 w/m

 

 

 

2      Representation of ITU in inter-agency meetings related to HRM

Office of the Chief

       Ensure that the specific needs of ITU are considered when discussing common system employment conditions in meetings organized by ICSC, HLCM, Pension Board, local coordination, etc.

       ITU’ s specific needs are recognized and taken into account in the inter-agency decision-making process

       Res. 72 – Compensation Matters

       Res. 48 - HRM/D

1G x 1 w/m

1P x 2 w/m

 

 

3P x 1 w/m

 

3      Services to internal committees and joint bodies

Office of the Chief

       Produce high quality documents and reports expeditiously for PSC, COCO, JAC, APB, Mancom, SHIF, Pension Committee meetings, etc.

       Decision-making process of committees and joint bodies are facilitated by professional contributions and advice given by staff of the Personnel Department.

       Relevant reports are submitted within deadlines

       Strategic Orientation #1 - Improve customer service

       Res. 71 - Improvement of ITU functioning and management

 

2P x 2 w/m

3P x 1 w/m

1G x 2 w/m

 


 

B.    Ongoing Activities

 

 

 

 

 

 

4      Coordinating development of HRM policy, strategy and regulatory framework

Office of the Chief

       Improve HR policy and strategy development and coordination

       Provide advice and information to clients more effectively

       Ensure application of the UN common system employment conditions, taking into account the gender and geographical representations

       Propose changes to staff Regulations and Rules

       Staff policies and procedures are streamlined and simplified

       Majority of staff perceive greater openness and transparency of staff policies

       “Irritants” in existing staff Regulations and Rules are removed on an ongoing basis

       Res. 71 - Goals, strategies and priorities of the secretariat

       Res. 48 - HRM/D help achieve ITU management goals

       Res. 71 - Improvement of ITU management

       Res. 47 - Compensation Matters

1P x 6 w/m

1G x 6 w/m

1P x 3 w/m

 

5.545         Managing people and posts

Job Classification

 

Recruitment

 

Staff Admin

 

Sections

       Ensure fair and equitable post classification

       Carry out efficient recruitment services considering geographical and gender distributions

       Manage personal promotion scheme

       Provide advice on HR needs and organisational changes

       Classification requests are processed within 3 months of receiving complete documentation

       Vacancy Notices are finalized and issued within 1 month of receiving complete request

       All papers related to recruitment, promotion and classifications are submitted to APB/Coco within the deadlines

       An appropriately qualified person for each short-term request is identified within 7 working days provided the request is complete

       Advice provided to managers on organizational issues are considered as an expert opinion

       Res. 48 - Secure adequate number of qualified candidates for Union posts

       Res. 71 - Improve HRM/D

2P x 11 w/m

6G x 12 w/m

2P x 2 w/m

2G x 2 w/m

 


 

6      Managing administrative services

Staff Admin


Travel

       Prepare contracts and personnel actions in good time

       Improve services related to allowances and entitlements

       Administer travel entitlements and facilitate duty travel, removals etc.

       Provide clear advice and information to staff and management

       Appointment offer and contract are sent to selected staff within 2 weeks after the final decision

       Recruitment process is completed within 2 months after offer is sent.

       Streamlining of processes and reduction of average response time

       Education grant advances are processed within 1 week and other allowances are treated within 2 weeks following receipt providing request is complete

       Education grant is reimbursed within the month following receipt of complete request

       Average processing time for travel authorization and claims is reduced

       Res. 71 - Instilling culture of customer service, accountability, etc.

1P x 6 w/m

1P x 10 w/m

1G x 8 w/m

6G x 10 w/m

 

7      Ensuring social protection and welfare services

Pensions and Insurance

 

Social Welfare

 

       Manage pension funds and various insurance schemes

       Ensure cost effectiveness of insurance schemes

       Provide welfare services for staff

       Accurate Information re: pension /insurances provided to participants promptly

       Medical and compensation claims are processed within 3 weeks following receipt

       Pension and separation benefits are processed in 8 days following request

       Interview with social assistant is accorded within 8 days of request

       Staff Notice board is updated every month

       Res. 71 - Instilling culture of customer service, accountability, etc.

       Res. 47 -Compensation Matters

       Res. 71 - Instilling culture of customer service, accountability, etc.

 

 

 

1P x 11 w/m

1P x 1 w/m

1G x 3 w/m

4G x 12 w/m

1P x 9 w/m

 


 

8      Managing training programs

Career Mgt & Training

       Design, organise and manage training activities more effectively

       Information package created and distributed

       All staff participate in at least one training activity per year

       All departments have their own training plan and priorities

       Training information and material placed on the Web by mid-2002

 

       Res. 71 - Improve HRM/D

       Res. 48 - Prepare medium and long term HRM/D plans

1P x 12 w/m

1P x 5 w/m

1G x 12 w/m

1G x 5 w/m

 

9      Staff/Management relations and consultation

Office of the Chief

 

Chief HRD

       Enhance cooperation between management and staff

       Maintain good relations with staff representatives

       Pers. Dept. is perceived as an effective interface between senior management and staff

       Frank and constructive dialogue is held with staff representatives every month

 

       Res.51 - ITU Staff participation in conference of the Union

2P x 1 w/m

2G x 6 w/m

 

C.  New initiatives

 

 

 

 

 

 

10    Developing an integrated HRD policy and programme

 

 

 

Career Mgt & Training

Chief HRD

       Provide effective advice to management and staff on HRD issues

       Develop comprehensive training and career development programmes

       Identify HR planning and staff mobility policy

       Provide assistance for effective implementation of the new performance appraisal system

       Career management policy and strategy are put in place by mid-2002

       Appropriate IT system for career management database is up and running by end 2002

       HR needs for the next 5 years per occupational group are compared with potential internal candidates

       50% of managers and staff are trained on the new performance appraisal system by mid-2002

       Res. 48 - Prepare medium and long term HRM/D plans

       Res. 71 - Career opportunities

       Res. 71 - Staff are evaluated and rewarded for the achievement of agreed objectives

1P x 6 w/m

1P x 2 w/m

1G x 5 w/m

 

 

 



 

Conference Department (CONF)

 

 

 

 

 

 

 

 

 

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work/months from budget

Resources in work/months from extra-budgetary sources

A    Support for conferences, meetings & TELECOM events

 

 

 

 

 

 

 

Office of the Chief of the Department

·       Ensure the smooth running of
all meetings and conferences

·       Ensure effective utilization of the resources of the Department and application of good management practices

·    No. of complaints

·    Timeliness

·    Adequate logistical facilities

CV 94-97

Strategic Plan § 49 (1, 2
& 3)

ITU customer service charter

3 w/m – D1

1 w/m – G6

4 w/m – G4

 

 

 

·       Ensure (through negotiations with host countries and the sectors) proper facilities for conferences/meetings held outside headquarters. Make arrangements to ensure in the six working languages of the Union of WDTC-02 and PP-02 documentation, partly in Istanbul and Marakech, partly remote (Geneva. Moscow, Beijing)

·    Facilities available for delegates

·    Smooth functioning of conferences and meetings

PP Res. 71, §§ 26.1,26.7

Council proposal to ensure  use of the six working languages during conferences (see documents C2001/44,C2001/72 and C-01/DT5

1 w/m – D1

 

 

Documents production and administration unit

·       Setting up adequate arrangements for the translation services and the clients to ensure the timely production of documents required for meetings and conferences, including when translation is done remotely

·    Timeliness: target dates met

·    Cost-effectiveness: increased rationalization of working methods

CS 171,172

PP Res. 62, 103,Strategic Plan § 49 (1, 2& 3)

ITU customer service charter

Council decisions

5 w/m – P3

7.5 w/m –G5

7.5 w/m – G4

 

 

 

Interpretation

·       To manage and provide interpretation services for all ITU meetings inside and outside Geneva

·    Quality service

·    Timely provision of interpretation services

Res. 71 Nos. 26.1, 26.4 & 49.4

Improve customer service

10 w/m – G7

 

 

Conference
Service

·       Logistic organization of meetings/conferences outside Geneva

·    Quality services

·    Timely services

Strategic plan §§ 6.1, 49.1 & 49.2; ITU customer service charter

12 w/m – G7

12 w/m – G3

 

 

 

·       Coordination, planning and organization of meetings and conferences in Geneva.

·       Coordination  of the on-line RMS system

Quality and timely services

Application for meetings and conferences for internal and external users

 

 

3 w/m – G5

 

 

LING E

·    Timely provision of quality English translations of conf/meeting docs (from F,S,R,A ) and linguistic revisions ("editing") of texts in E

·    Provision of quality minutes/SRs/reports for confs/meetings

·    Support to Editorial Committees (WDTC-02,PP-02)

·    Quality: Client feedback, Meeting efficiency

·    Timeliness: Availability of docs for conf/meeting

·    Records published on time

·    Amount of delegate/client alignments

·    Accurate, correct and aligned Final Acts

 

CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU customer service charter; Council decisions

As above + §§ 17 & 18 of Rules of Procedure

CS 172 & 173, § 4.3 of Rules of Procedure

3 w/m – P5

12 w/m – P4

4.8 w/m – P3

-

 

LING F

·    Timely provision of quality French translations of conf/meeting docs (from E, S, R, A) and linguistic revisions

·    Support to Editorial Committees

·    Quality: Client feedback

·    Timeliness: 100% deadlines met

·    Accurate, correct and aligned Final Acts

CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU customer service charter; Council decisions

CS 172 & 173, § 4.3 of Rules of Procedure

4.8 w/m – P5

33.6 w/m – P4

24 w/m – P3

26 w/m - Short Term

-

 

 

LING S

·    Timely provision of quality  Spanish translations of conf/meeting docs (from E, F, R, A) and linguistic revisions of texts in S

·    Support to Editorial Committees

·    Quality: Client feedback

·    Timeliness: 100% deadlines met

·    Accurate, correct and aligned Final Acts

CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU customer service charter; Council decisions

CS 172 & 173, § 4.3 of Rules of Procedure

4.8 w/m – P5

31.2 w/m – P4

19.2 w/m – P3

26 w/m - Short Term

-

 

LING A/C/R

 

·      Translation, revision and typing of documents for Council–02, WDTC-02 &PP-02 etc

·            Support for Editorial Committee

·    Quality: Client satisfaction

·    Timeliness and satisfaction of membership needs

CS 172

PP Res. 62 & 103

PP Res. 71 (Strategic Plan, Annex 2, §§ 49.1, 49.2 & 50.1)

Council decisions related to the use of languages and production of documents

CHF 1,115,000.--

(see C2001/DT10,11,
C2001/105)

This included work carried out on-site and externally.

 

 

 

STRAIT

 

Enhanced reference services for translators

Customer satisfaction, timeliness in
the submission of translations

PP-98 Res.71, § 50.1

1.2 w/m – P4

18.6 w/m –G5

 

 

POOL E/F/S

·    Delivery of quality documents: within the prescribed deadlines

·    Support for Editorial Committee

·    24‑hour coverage

·    Feedback from delegates

·    Timely publication of top‑quality Final Acts

Meet delegates' requirements

Resources included under B below

 

 

EDMG

Posting of documents on Reftext and the internal web.

Rapid provision of documents on the internal and external web.

Meet delegates' requirements.

Resources included under B below.

 


 

B    Ongoing Activities

 

 

 

 

 

 


Office of the Chief of the Department

·    Supervision of the department and all its functionalities

·    Timeliness

·    Clients requests met within deadlines

·    No. of problems to be resolved

·    No. of backlogs in the various sections

Strategic plan §§ 26, 49
& 50

 

5 w/m – 1-D1

10 w/m –1-G6

8 w/m –1-G4

 

 

 

·    Inter-agency cooperation work

·       Represent ITU’s interest at IAMLADP meetings

·       Chairman of IAMLAPD WG on translation practices

·      Core group, IAMLAPD WG on training of language staff

·    Establishment and adoption of best practices in language and documentation fields.

·    Response to changing environment, including technology

Strategic plan §§ 48, 26.2

 

1 w/m –D1

1 w/m –P5

3 day mission for each of the above staff within Europe.

 

 

 

Planning and Control

·    Financial planning & management

·    Management and establishment of contracts for document production work done outside particularly for Arabic, Chinese and Russian  languages.

·       Introduction of  a new material management policy

·    Expenditure is kept within the limits of the established budget

·    Keeping in line with the contractual terms with the various organizations

·       Keeping the material management budget within the established limits.

 

 

PP Res. 62 & 103,

Strategic plan §§ 26.3, 48
& 50.1.

10 w/m –1-P3

12 w/m –1-P1

 

 

Documents production and administration unit

·    Inter-sectorial coordination

·    Coordination and centralization of documents production

·    Client information and feedback

·    Timeliness: target dates met

·    Rationalization of working methods

CS 171, 172, PP Res. 62 & 103, Strategic plan § 49 (1, 2& 3)

ITU customer service charter, Council decisions

7 w/m –1-P3

4.5 w/m –1-G5

4.5 w/m –1-G4

 

 

 

LING E

 

·    Timely and cost-effective provision of quality English translations (from F,S,R,A & others) and linguistic revisions ("editing") of texts in E

·    Language support and tools for Union as a whole

·    Support to CONF activities, in particular IAMLADP

·    Quality: Client feedback

·    Timeliness: >95% deadlines met

·    Availability of style guide, Background information, Gender-neutral language, editorial support(e.g. LAU,SGO, Sectors, Final Acts, etc)

·    General and specific support to CONF work/methods/reforms, (reports, briefing, proposals, etc).

 CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU customer service charter; Council decisions

OM 99/16, PP Res. 70, OM 00/08

5 w/m –P5

18 w/m –P4

7.2 w/m –P3

 

 

LING F

·    Timely and cost-effective provision of  quality French translations (from E,S,R,A & others) and linguistic revisions

·    Language support and tools for Union as a whole

·    Support to CONF activities

·    Quality: Client feedback

·    Timeliness: >95% deadlines met

·    Cost-effectiveness: Productivity >1650 wds/day/translator

·    General & specific inputs to CONF work/methods/reforms/etc.

1) CS 172, PP Res. 62 & 103 Strategic plan §§ 49.1 & 49.2; ITU customer service charter; Council decisions

7.2 w/m –P5

50.4 w/m –P4

36 w/m –P3

39 w/m Short Term

Approximately 4000 pages outsourced

 

 

LING S

·    Timely and cost-effective provision of quality Spanish translations (from E,F,R,A & others) and linguistic revisions

·    Language support and tools for Union as a whole

·    Support to CONF activities

·    Quality: Client feedback

·    Timeliness: >95% deadlines met

·    Cost-effectiveness: Productivity >1650 wds/day/translator

·    General & specific inputs to CONF work/methods/reforms/etc.

CS 172, PP Res.62 & 103 Strategic plan §§ 49.1 & 49.2; ITU customer service charter; Council decisions

7.2 w/m –P5

46.8 w/m –P4

39 w/m Short Term

Approximately 5000 pages outsourced

 

 

LING A/C/R

·    Implementation of Coordinated translation programme for 2001. Provision of quality translations and well-revised and edited documents

·    Effective, quick and quality response. Cost-effectiveness in productivity

·       Compilation/revision/ validation of terminology database as a translation aid.

·                     Restructuring /expanding of the various services to be able to cope with increasing demand..

·    Customer satisfaction

·    Maintain expected quality translation/revision/editing

·    Timeliness (deadlines) and satisfaction of membership needs

·    Cost reduction, time, productivity

CS 172

PP Res. 62 & 103

PP Res. 71 (Strategic Plan, Annex 2, §§ 49.1, 49.2 & 50.1), Council decisions

Dec. No.5, PP.p. 1.2

 

CHF 5,687,462.--

 

 

STRAIT

·    Reorganization of terminology validation method and management

·    Enhanced terminology and reference services for translators

·    Computer-aided translation

·    Electronic full text retrieval system dealing with all six languages.

·    Number of interventions

·    Customer-satisfaction, timeliness in document processing

·    Cost reduction and translation quality enhancement

·    Increase productivity

·    Improve response time

·    Relations and cooperation with other relevant organizations

Staategic Plan §§ 50.1 & 50.2

4.8 w/m –P4

12 w/m –P3

2.4 w/m –P2

41 w/m –G5

 

 

 

·    Inter-agency work

 

 

 

 

 

POOL E/F/S

·    Unify presentation of documents and publications

·    Delivery of quality documents within the prescribed deadlines

·    Increase the speed of use of Office 2000 and Designer

·    Achieving uniformity in all ITU documentation

·    Provision of files on the Web

·    Feedback from customers

Decisions taken by the "Template Review Group" mandated by IPPC

Meet the requirements of internal and external customers

12 w/m –3-G6

12 w/m –12-G5

12 w/m –14-G4

12 w/m –19-G3

-

 

 

QPUB

·    Rapid TSB publications.

·    Deal with urgent jobs and unforeseen volume of work

·    Reduce the publication time of TSB Recommendations for provision on the Web

·    Reduce time required for publication of Recommendations in three languages

·    Give priority treatment to Recommendations in English

TSB Alternative Approval Process (AAP)

12 w/m –1-G6

12 w/m –5-G5

12 w/m –5 G4

-

 

EDMG

·    Electronic archiving on Reftext and RefTSB of all ITU files

·    Facilitate conferences

·    Provision of files for all ITU

Strategic plan §§ 49.1 & 49.2; ITU improve customer service strategic plan §§ 26.1; 49.1 & 49.2 Council decisions

12 w/m –2-G6

12 w/m –2-G4

-

C   New initiatives

 

 

 

 

 

 

 

Office of the Chief of the Department

·    Supervise “remote interpretation” pilot project

·    Explore practical possibilities of using this concept for meetings and conferences (conducting real 0life tests)

Strategic plan §§ 26.2, 26.4, 26.5 & 28

 

1 w/m –1-D1

 

 

 

·    Manage remote translation

·    Increase productivity

·    Reduce costs

 

 

 

 

Planning and Control

·    Implementation of remote interpretation pilot project tests

·    Costs comparison between traditional and remote concept based on real-life tests.

 

2 w/m –1-P3

 

 

Interpretation

·    Management of human aspect of pilot project

·    Application for meetings

Strategic Plan § 26.2

2 w/m –1-G7-

 

 

 

Documents production and administration unit

·    Setting up a new internal document management system to better meet the needs of the clients while ensuring a more effective and efficient use of the resources available in CONF

·     Timely and coordinated production of documents

·     Rationalization of information flow

·     Specific inputs to CONF working methods, reforms, etc.

 

Resources included
in B

 

 

LING S

·    Trial of a Machine Translation software (ENGSPAN)

·    Efficiency, as compared with “traditional” methods of translation

 

Included in line items A and B

 

 

 

 

STRAIT

·     Machine translation project fro English to Spanish using ENGSPAN

·     Development of a new data base management module for terminology.

·     Costs reduction and translation quality enhancement

·     Customer satisfaction, timeliness in document process

Improvement of our services Res. 71.

Strategic plan §§ 26.1, 26.7, 50.1 & 50.2.

6 w/m –P4

18.6 w/m –P2

 

 

LING A

·     Restructuring the Arabic service for improving efficiency of ongoing activities

·     Cost efficiency and reduction in lead time

PP Res. 62 and 103

 

 

 

POOL E/F/S

·     Training of all Pool staff on various types of software: Excel, WinZip and PowerPoint

·     Remote working: small conferences and outside meetings

·     Optimum use of electronic files received in the service

·     Establishment of shifts or mini‑shifts and coordination with "Documents Control"

·     Reduction of cost of conferences and meetings

Improvement of our services

Strategic plan §§ 50.1 & 50.2.

12 w/m –P1

Additional resources included under B above

-

 

EDMG

·     Formatting of files for machine translation

·     Training of staff on Engspan software

 

Resources included under B above

-

   

Common Services Department (SC)

Operational Activity Highlights

Unit

Objectives

Indicators

Relationship to Strategic Policies and Plans

Resources in work /months from budget

Resources in work/months from extra-budgetary sources

A.  Support for Conferences, Meetings & Telecom events

 

 

 

 

 

 

1. Preparation and printing of conference / meeting documents (paper & CD-ROM)

PUBL; PDD / Repro, Pub

- On-time delivery

- Service reliability

- Minimize costs

·     Monthly & annual statistics

·     Delegate comments

Resolutions 66, 71 and 104 (PP-98)

18 / P

321 / G

BDT: 10 days + TELECOM invoicing

2.             Distribution of conference / meeting documents

PDD / EXPD (Conf. Doc. Service)

- Timely distribution of documents.

- Minimize costs.

- Service reliability

·     Monthly & annual volume of documents distributed

·     Delegate comments

Resolutions 66, 71 and 104 (PP-98)

101 / G

BR: 31 days

TSB: 688 days

BDT: 94 days

3. Packing and dispatch of conference / meeting documents

PDD/EXPD

- Timely mailing of documents.

- Minimize costs.

- Service reliability

·     Monthly & annual volume of mail

·     Overall costs

Resolutions 66, 71 and 104 (PP-98)

48 / G

TSB: 210 days

BDT: 10 days

4. Audiovisual services and support for electronic installations in conference rooms

LOG

- Reliability of equipment

- Delegate satisfaction

·     Comments and complaints (delegates and staff)

Resolution 71 (PP-98)

24 / G

 

5. Participation during ITU forum, conference and Telecom events (in the ITU Stand)

SAMA

 

- Promotion of publications

- Service to Members

- Contact potential customers

·     Visitors feed-back

·     Number of sold publications

Resolution 66 (PP-98)

3.5 / G

 

6. Production of flyers and promotional material

PUBL / COMP

Promotion of ITU services and activities

·     Secretariat feedback

Resolutions 66, 71 and 104 (PP-98)

See A.1

TELECOM invoiced in compensable working hours

B.   Ongoing Activities

 

 

 

 

 

 

1. Electronic preparation of publications

PUBL

Timely delivery of appropriate quality within the planned cost

·     Monthly & annual statistics

·     Comments and complaints (delegates, customers and author units)

Resolutions 66, 71 and 91 (PP-98)

60 / P

434 / G

TELECOM invoiced in compensable working hours

2. Printing of publications (paper & CD-ROM)

PDD / REPRO, PUB

Timely delivery of appropriate quality within the planned cost

·     Monthly & annual statistics

·     Comments and complaints (delegates, customers and author units)

Resolutions 66, 71 and 91 (PP-98)

1