| OPCW | Conference of the States Parties |
| First Session | C-I/DEC.74 |
| Agenda item 13 | 23 May 1997 |
| Original: ENGLISH |
PROGRAMME AND BUDGET
AND WORKING CAPITAL FUND
The Conference
Recalling that Article VIII, paragraph 21(a) of the Convention provides that the Conference shall consider and adopt at its regular sessions the programme and budget of the OPCW, submitted by the Executive Council in accordance with Article VIII, paragraph 32 of the Convention,
Noting that, in accordance with OPCW Financial Regulation 6.4, a Working Capital Fund shall be established in an amount and for purposes to be determined from time to time by the Conference,
Being aware that Article VIII, paragraph 7 of the Convention provides that financial contributions of States Parties to the Preparatory Commission shall be deducted in an appropriate way from their contributions to the regular budget of the OPCW,
Considering the draft OPCW programme and budget for 1997 submitted to the Conference by the Executive Council, as contained in EC/CRP.2 and Add.1,
Hereby:
1. Adopts the OPCW programme and budget for 1997 annexed hereto and
(a) appropriates, in Dutch Guilders, a total amount of Dfl. 88,873,800, Dfl. 29,714,700 for the chapter relating to administrative and other costs and Dfl. 59,159,100 for the chapter relating to verification costs, and authorises the Director-General to incur expenditures for 1997 not exceeding the total amount voted for each chapter;
(b) decides that the appropriations specified in subparagraph 1(a) above shall be financed from contributions by all States Parties in the total amount of Dfl. 88,773,800 in accordance with the scale of assessments for 1997 approved by the Conference, and from estimated interest income in the amount of Dfl. 100,000; and
(c) requests States Parties to pay their contributions to the OPCW's 1997 budget in full within thirty days of the receipt of the communication from the Director-General requesting the contribution.
2. Determines that the Working Capital Fund shall be established in the amount of Dfl. 10,000,000 for the purposes of ensuring initial capital for the OPCW to finance budgetary expenditures pending receipt of assessed contributions and
(a) appropriates, in Dutch Guilders, a total amount of Dfl. 10,000,000;
(b) decides that the appropriation specified in subparagraph 2(a) above shall be financed from advances by all States Parties in accordance with the scale of assessments for 1997 approved by the Conference ; and
(c) requests States Parties to pay their advances to the OPCW Working Capital Fund in full within thirty days of the receipt of the communication from the Director-General requesting the advance.
3. Decides to defer a decision on the deduction of financial contributions of States Parties to the Commission in accordance with Article VIII, paragraph 7 of the Convention until after the final audited financial statements of the Commission are presented to the Conference.
Annex
ORGANISATION FOR THE PROHIBITION
OF CHEMICAL WEAPONS
BUDGET
1997
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TABLE OF CONTENTS
EXECUTIVE SUMMARY
ORGANISATIONAL CHART
OVERVIEW AND INTRODUCTION (including definitions)
Chapter 1 ADMINISTRATIVE AND OTHER COSTS
Overview
Programme A.1 Executive Management
Section A.1.1 Director-General
A.1.2 Deputy Director-General
A.1.3 Internal Oversight
A.1.4 Legal
A.1.5 Policy-Making Organs and Subsidiary Bodies
A.1.6 Security
Programme A.2 Administration
Section A.2.1 Administration Management
A.2.2 Budget and Finance
A.2.3 Conference Services
A.2.4 General Services
A.2.5 Human Resources
A.2.6 Information Systems
Programme A.3 External Relations
Section A.3.1 External Relations Management
A.3.2 Government Relations and Political Affairs
A.3.3 Protocol and Visa
A.3.4 Media and Public Affairs
A.3.5 Industry Relations
Programme A.4 International Cooperation and Assistance
Section A.4.1 International Cooperation and Assistance Management
A.4.2 Assistance and Protection
A.4 .3 International Cooperation
Programme A.5 Common Services not Distributed to Programmes
Chapter 2 VERIFICATION COSTS
Overview, Detailed Assumptions and Costs of Verification
Programme V.1 Verification
Section V.1.1 Verification Management
V.1.2 Confidential Information Monitoring and Archiving
V.1.3 Processing of Verification Information
V.1.4 Declarations Validation and Evaluation
V.1.5 Policy and Review
V.1.6 Industry Verification and Chemical Demilitarisation
V.1.7 Technical Support
V.1.8 Training
Programme V.2 Inspection Personnel Management and Field Operations (Inspectorate)
Section V.2.1 Inspectorate Management
V.2.2 Operations and Planning Centre
V.2.3 Inspection Team Personnel Management
V.2.4 On-Site Inspection Costs for Chemical Weapons Facilities
V.2.5 On-Site Inspection Costs for Old and Abandoned Chemical Weapons
V.2.6 On-Site Inspection Costs for Schedule 1 Facilities
V.2.7 On-Site Inspection Costs for Schedule 2 Facilities
V.2.8 On-Site Inspection Costs for Schedule 3 Facilities
V.2.9 Interpretation during Inspections and Systematic Verification
TABLES OF RESOURCE REQUIREMENTS BY PROGRAMME AND MAIN OBJECT OF EXPENDITURE TOGETHER WITH PRELIMINARY ESTIMATES FOR 1998
Table 1 Summary By Programme
Table 2 Summary By Main Object of Expenditure
Table 3 Administrative and Other Costs By Programme
Table 4 Administrative and Other Costs By Main Object of Expenditure
Table 5 Verification Costs By Programme
Table 6 Verification Costs By Main Object of Expenditure
Small numbers throughout the text refer to annotations, which contain explanations or further details. The Conference did not review or approve the final version of these, but they are available, in English only, upon request.
EXECUTIVE SUMMARY
1. The 1997 Budget for the OPCW is for the eight-month period from 29 April 1997, the date of entry into force of the Chemical Weapons Convention, to 31 December 1997.Preliminary, projected figures for 1998 are also shown throughout this 1997 Budget document, but are illustrative in nature. The presence of the 1998 figures in this Budget does not prejudge any decisions on the 1998 OPCW Budget.
OPCW POSTS 1997 1998 Posts approved by the Commission, 373 373 including 140 inspectors from Training Group A Additional posts requested for 1997 32 32 Inspectors from Training Group B 71 joining in 1998 Total 405 476
Posts Programmes A.1 - A.5 166 166 Posts Programmes V.1 - V.2 239 310 Total 405 476
OPCW BUDGET1 1997 1998
Dfl.(000s) Dfl.(000s)
Administrative and other costs 32,068.5 43,738.4
Verification costs 56,805.3 116,802.4
Total 88,873.8 160,540.8
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OVERVIEW AND INTRODUCTION
1.1 The Executive Council, in accordance with subparagraph 32(a), Article VIII, of the Chemical Weapons Convention ("the Convention") is submitting the draft programme and budget ("the Budget") of the Organisation for the Prohibition of Chemical Weapons (OPCW) to the Conference of the States Parties (EC/CRP.2) and recommends that the Conference approve it. This Budget, covers the period from entry into force (EIF) on 29 April 1997 through 31 December 1997. The Budget also contains projected figures for the 1998 budget, but these are preliminary in nature and incomplete for some programmes. The presence of the 1998 figures in this Budget does not prejudge any decisions on the 1998 OPCW Budget. The Paris Resolution, namely in subparagraph 11(a) charged the Commission with "preparation of programme of work and budget of the first year of activities of the Organisation" and in subparagraph 11(b), charged it with the "preparation of detailed budgetary provisions for the Organisation taking into account that the budget shall comprise two separate chapters, one relating to administrative and other costs, and one relating to verification costs." The Commission was unable to reach consensus on a recommendation. The Executive Council considered a "Note by the Executive Secretary, Proposal for the Draft OPCW Budget" (PC-XVI/A/WP.2, 8 May 1997), which contained the draft text of a programme and budget considered extensively but not agreed to by the Commission.
1.2 As required by the Convention, the Budget is divided into two chapters. Chapter 1, Administrative and Other Costs, contains five programmes, whereas Chapter 2, Verification Costs, contains two programmes. Each programme is subdivided into sections, which in some cases are once again subdivided into "items". Some programmes and sections correspond to a functional unit, whereas others cut across functional units.
1.3 The OPCW Financial Regulations (C-1/DEC/3) direct that an overview and introduction to the budget describe:
(a) the objectives identified for the work to be financed by the budget;
(b) the basic assumptions having budgetary implications;
(c) the detailed assumptions having budgetary implications; and
(d) overall budgetary growth proposed (real and nominal) together with a brief explanatory statement.
This overview and introduction describe (a) and (b) above. Subparagraph (c), on detailed assumptions, seems to fit more logically into the programmes to which it applies. Subparagraph (d), on overall growth, will apply to subsequent budgets. The Overview and Introduction also contain sections on the principles and procedures adopted for costing the OPCW Budget and on a description of the structure of the Budget.
Objectives
1.4 The objectives listed below, for the most part drawn from the Convention, apply to the Secretariat as a whole. Individual programmes and sections of the Budget contain more detailed objectives.
(a) To carry out functions entrusted to the OPCW under the Convention as well as those functions identified by the Conference and the Executive Council.
(b) To assist the Conference of the States Parties (CSP) and the Executive Council in the performance of their functions (VIII 37).
(c) To prepare and submit to the Executive Council the draft programme and budget of the Organisation (VIII 38(a)).
(d) To prepare and submit to the Executive Council the draft report of the Organisation on the implementation of the Convention and such other reports as the Conference or the Executive Council may request (VIII 38(b)).
(e) To provide administrative and technical support to the Conference, the Executive council and subsidiary organs (VIII 38(c)).
(f) To assist in managing the organisation and functioning of the Scientific Advisory Board (VIII 21(h) and 45).
(g) To carry out the verification measures provided for under the Convention (VIII 37).
(h) To provide technical assistance and technical evaluation to States Parties in implementing provisions of the Convention, including the evaluation of scheduled and unscheduled chemicals (VIII 38(e)).
(i) To negotiate with States Parties, subject to approval by the Executive Council, agreements or arrangements relating to implementing verification activities (VIII 39(a)).
(j) To inform the Executive Council of any problem that has arisen with regard to the discharge of the Technical Secretariat's functions, including doubts, ambiguities or uncertainties about compliance (VIII 40).
(k) To coordinate the establishment and maintenance of permanent stockpiles of emergency and humanitarian assistance in accordance with Article X (VIII 39(b)).
(l) To administer the voluntary fund in accordance with Article X (VIII 39(c)).
(m) To foster international cooperation for peaceful purposes in the field of chemical activities (VIII 21(g)).
(n) To address and receive communications on behalf of the Organisation to and from States Parties on matters pertaining to the implementation of the Convention (VIII 38(d)).
(o) To appoint staff and to manage the overall organisation and functioning of the Technical Secretariat (VIII 44).
(p) To ensure the protection of confidential information (ConfA 2).
(q) To establish a stringent regime governing the handling of confidential information (ConfA 2).
(r) To report annually to the Conference on the implementation of the regime governing the handling of confidential information by the Technical Secretariat (ConfA 3).
(s) To establish an internal oversight mechanism which will include internal audit.
1.5 Basic assumptions having budgetary implications
(a) Approximately one hundred States will have become States Parties by the end of 1997.
(b) The expected deposit by the Russian Federation of its instrument of deposit will occur at a date in 1997 to permit the deferral of most mandatory inspections until early 1998.
(c) The Conference of the States Parties will meet for no more than four weeks in the first year, including the First Session and an annual session. The Executive Council may meet at the same time as the Conference of the States Parties.
(d) The Executive Council, any subordinate bodies to be established by the Conference, the Scientific Advisory Board and the Commission for the Settlement of Disputes will, in toto, meet for no more than a total of 68 working days during 1997, including the four weeks mentioned in (c) above.
(e) From May through December 1997, there will be a staff turnover of 5% for various reasons; accordingly, the OPCW Budget will include funds for recruitment and entry into service of their replacements, and separation costs for the retiring staff members.
(f) New staff for the Secretariat will be appointed at the lowest grade at which personnel with suitable qualifications and experience can be recruited, taking into account the duties of the position and the level of responsibility associated with it. Maximum use will continue to be made of local hires in recruiting general services staff.
(g) The expenditure of funds allocated for the appointment of new professional personnel will be incurred taking into account the requirement of the Convention that staff be recruited on as wide a geographical basis as possible.
(h) The Budget will be sufficient to permit the Organisation to fulfil its programme.
1.6 Budget Section A.1.4. (Legal) and Programme A.4 (International Cooperation and Assistance) and the Overview to Chapter 2 contain detailed assumptions.
Principles and procedures adopted to cost the first OPCW Budget
Salaries and common staff costs
1.7 Budget proposals for salaries and common staff costs are based on standard costs which have been recalculated in the light of actual statistical data from the PTS with regard to the average salary step and the average number of dependants within the professional and the general service (GS) staff, as well as of the weighted average standard costs of General Service Principal Level (GS-PL) and GS Other Level (GS- OL) staff, the percentage of international recruits within the GS staff, and the average cost of each element of the common staff costs.
1.8 The standard salary costs were calculated on the basis of the prevailing salary scales of the United Nations common system. The salaries of the professional (P) and higher categories were calculated at the average step III. The salaries of GS-PL were calculated at step III, representing the weighted average salary costs of levels GS-6 and GS-7. The salaries of GS-OL were calculated an average step III, representing the weighted average salary cost of levels GS-2 to GS-5.
1.9 The common staff costs have been computed on the basis of the following assumptions:
(a) the average number of dependants for each staff member in the P category is two and in the GS category one and one-half;
(b) 5% of the GS posts are international recruits with the entitlements that this status entails; and
(c) the turnover of staff during the first year of the OPCW will be 5% of the internationally recruited staff.
1.10 The common staff costs are allocated to both programmes and sections as appropriate, and consist of the following items:
(a) Contributions to the Provident
Fund
(b) Contributions to medical
insurance plan
(c) Non-removal allowances
(d) Dependency allowances
(e) Education grants
(f) Rental subsidies
(g) Cost of new staff appointments
(h) Representation allowances
(applicable to D-2 and above)
(i) Home leave
(j) Cost of expected staff turnover
(k) Maternity leave
Inflation
1.11 The costing of budgetary provisions for 1997 and projections for 1998 has not taken into account any increase for inflation.
Income (excluding assessments)
1.12 Miscellaneous income comprises mainly interest income from investments of temporary surplus cash and rent paid for the first three years by the OPCW Foundation for the OPCW Laboratory and Equipment Store. Interest income is estimated at Dfl. 100,000. Rent for the OPCW Laboratory and Equipment Store is estimated on the basis that it will be Dfl. 156,000 for the twelve-month period 1 March 1997 - 28 February 1998, and that it is indexed annually. Prorated for 1997, the rent amounts to Dfl. 100,000.
Structure of the programme and budget
1.13 The Financial Regulations require a breakdown of each budget chapter by programme, providing for each programme:
(a) an overview statement;
(b) a statement of responsibilities;
(c) a statement of objectives;
(d) the proposed activities to be performed, listed in order of priority and divided by section, where appropriate, with a brief description;
(e) the appropriations required, by section and by main object of expenditure; and
(f) comparison between the budgets of the current and previous financial periods.
1.14 In most cases in this Budget, subparagraphs 1.13(a) - (c) above have been combined into a single statement, entitled Objective. Comments on earlier drafts of this Budget confirmed that the above distinctions were often artificial and led to confusion. Given the beginning nature of the OPCW, prioritising in accordance with subparagraph 1.13(d) above has proved difficult in some cases. The text of the Budget provides appropriations by programme and, where appropriate, by section as per subparagraph 1.13(e) above, whereas the tables provide details by main object of expenditure. Subparagraph 1.13(f) will apply to later budgets.
1.15 Administrative and Other Costs has five programmes, which are further broken down into twenty budget sections. Verification Costs has two programmes, which are broken down into seventeen budget sections, some of which are further subdivided into budget "items". This Budget provides financial details only for budget sections within Programme A.2. Future budgets may provide a breakdown for more budget sections. Programmes usually coincide with an organisational unit - a division. Budget sections often coincide with branches within a division. Some branches have organisational subdivisions called "sections" but these should not be confused with budget sections. Perhaps the Financial Regulations might have used the term "sub-programme" rather than section, but this Budget nonetheless adheres to the term specified in the Regulations.
1.16 In respect of personnel resources, all requests for change are relative to the staff establishment of posts as approved by the Commission for Parts I and II of the 1996 Budget (230 posts) plus three posts approved for hire at EIF as well as posts for 140 inspectors. The remaining 71 inspectors will not join the establishment until 1998. This Budget provides for adding a further 32 posts (marked with an asterisk *) to the establishment. Including inspectors, the proposed number of posts will be 405 in 1997, increasing to 476 in 1998.
1.17 The Director-General in Document C-I/DG.3 expressed his hope that "States Parties and signatory States will be able to agree that . . . he should be permitted a certain degree of flexibility, within limits and consistent with the OPCW Financial Regulations and Rules and Staff Regulations and Rules, in relation to expenditures and the staff structure in order to take account of developments which cannot be foreseen at this stage". In Document C-I/DG.5, the Director-General announced his "intention to conduct a thorough review of the placement of existing posts and functional units within the Organisation to ensure that their placement properly serves the needs of the new Organisation." In presenting the members of the top structure of the Secretariat, he stated that it was his "intention to closely work with the above-mentioned members of my staff, who will report directly to me and my Deputy Director-General on as regular a basis as possible."
(Extract from OPCW Financial Regulations)
DEFINITIONS
2.1 The OPCW's financial period shall be the calendar year.
2.2 For the purpose of these Regulations and any Financial Rules and Directives issued hereunder, the definitions set out below shall apply.
Appropriations shall mean the aggregate of the expenditure authorisations approved by the Conference of the States Parties for the regular budget of the OPCW for a financial period against which obligations may be incurred for the purposes specified by the Conference of the States Parties.
Budget Chapter shall mean either: that part of the budget relating to administrative and other costs; or that part of the budget relating to verification costs.
Budget Programme shall mean a subsidiary of the budget chapter which represents a group of activities having a common objective in the programme and budget.
Budget Section shall mean a subsidiary of the budget programme, grouping together activities with common detailed objectives in the programme and budget.
Expenditure shall mean the sum of disbursements and unliquidated obligations.
Funds shall mean an independent accounting entity established pursuant to these Regulations for a specified purpose.
Obligation shall mean entering into a contractual agreement or other transaction involving a liability against which authority has been given.
Object of Expenditure shall mean a component of expenditure comprising, amongst other things, the following: salaries; common staff costs; overtime; contractual services; consultants' costs; temporary assistance; general operating expenses; data processing equipment; inspection equipment; and laboratory supplies.
Programme and Budget shall mean that document which sets out the OPCW's activities, objectives, and aims - together with the resource requirements - for a defined financial period.
Regular Budget Fund shall mean that fund established in accordance with Article VIII of the Chemical Weapons Convention to finance the OPCW's verification, administrative and other costs from the financial contributions of States Parties.
Transfer shall mean an increase in a budget chapter, a budget programme or a budget section within a budget programme offset by decreasing by the same total amount another budget chapter, budget programme or budget section within a budget programme.
Voluntary Contributions shall mean those resources, whether in cash or in kind, provided by donors to fund either the Voluntary Fund for Assistance or activities specified by the donor.
CHAPTER 1
ADMINISTRATIVE AND OTHER COSTS
OVERVIEW
Programme A.1 Executive Management
A.1.1 Director-General
A.1.2 - Deputy Director-General
A.1.3 - Internal Oversight
A.1.4 - Legal
A.1.5 Policy-Making Organs and Subsidiary Bodies
A.1.6 Security
SUBTOTAL 6,323,900 11,542,900
Programme A.2 Administration
A.2.1 Administration Management
A.2.2 Budget and Finance
A.2.3 Conference Services
A.2.4 General Services
A.2.5 Human Resources
A.2.6 Information Systems
SUBTOTAL 14,241,800 16,012,300
Programme A.3 External Relations
A.3.1 External Relations Management
A.3.2 Government Relations and Political Affairs
A.3.3 Protocol and Visa
A.3.4 Media and Public Affairs
A.3.5 Industry Relations
SUBTOTAL 1,814,900 2,706,200
Programme A.4 International Cooperation and Assistance
A.4.1 International Cooperation and Assistance
Management
A.4.2 Assistance and Protection
A.4.3 International Cooperation
SUBTOTAL 2,354,300 4,555,500
Programme A.5 Common Services not Distributed to
Programmes
SUBTOTAL 7,333,600 9,331,500
Total Administrative and Other Costs 32,068.5 44,148.4
Personnel Resources 16,161.2 24,250.5
Other Resources 15,907.3 19,897.9
Programme
A.1
Executive Management
1. Objective
To establish the Technical Secretariat, appoint its staff, direct its activities, and ensure financial and programme accountability; to ensure the protection of confidential information; to assist the Conference, the Executive Council and subsidiary bodies in the performance of their functions and to carry out the other functions entrusted to the Technical Secretariat under the Convention as well as those functions delegated to it by the Conference and the Executive Council.
2. Programme
The programme consists of six budget sections.
No. Section
1.1 Director-General
1.2 Deputy-Director-General
1.3 Internal Oversight
1.4 Legal
1.5 Policy-Making Organs and Subsidiary
Bodies
1.6 Security
3. Summary of resources
Executive Management
1997 1998
Salaries and CSC (43) 4,799,700 8,243,700
Other
(a) Official travel 114,700 172,000
(b) Consultants 90,000 135,000
(c) Health and Safety 476,200 407,600
(d) Quality Assurance 87,700 108,000
(e) Security 755,600 2,476,600
Subtotal other 1,524,200 3,299,200
TOTAL 6,323,900 11,542,900
Section A.1.1
Director-General
1.1.1 Objective
To supervise the staff and manage and coordinate the overall budgets, plans and operations of the Organisation and ensure financial accountability for all programmes.
1.1.2 Tasks
Appoint the initial staff and establish internal policy, plans and procedures; in consultation with States Parties, appoint members of the Scientific Advisory Board, who shall serve in their individual capacities.
1.1.3 Personnel resources
Office of the Director-General No Grade Post 1 USG Director-General 1 P-5 Chief of Cabinet 1 P-5 Special Adviser 1 GS-PL Personal Assistant 1 GS-OL Senior Secretary 5
1.1.4 Other resources
Office of the Director-GeneralPage: 13
(a) Official travel 60,000 90,000Page: 13
(b) Consultants 40,000 60,000 Total 100,000 150,000
Section A.1.2
Deputy Director-General
1.2.1 Objective
Under the supervision of the Director-General, manage and coordinate the functioning of the staff, budgets, plans, and operations of the Administration, External Relations, International Cooperation and Assistance and Verification Divisions and the Inspectorate.
To provide the OPCW with a comprehensive, quality assured occupational health and safety service, implement the OPCW Health and Safety Policy, Regulations, and Guidelines; and support the Assistance and Protection Branch
1.2.2 Tasks
Supervise, as authorised by the Director-General, the carrying out of the tasks of the Divisions of the Secretariat and manage the tasks listed below of the Health and Safety Branch.
Item A. Health and safety support the Verification Division and to the Inspectorate to acquire the necessary health and safety equipment and infrastructure, oversee and perform medical examinations for recruitment and maintenance of medical standards, ensure adequate health and safety training, establish health and safety information resources, provide health support for duty travel, provide consultation and counselling services to staff experiencing problems, and ensure the effective implementation of the OPCW Health and Safety Policy, Regulations, and Guidelines.
Item B. Health and safety support to the rest of the OPCW: services are the same items as listed above, but focus is on health and safety in OPCW premises and non- inspection duty travel.
Item C. Health and safety support to the Assistance Protection Branch: coordinate with the Branch (International Cooperation and Assistance Division) for maintaining a safety and medical capability to support an assistance evaluation mission.
1.2.3 Personnel resources
Item A are verification-costs (Chapter 2) and Item B administrative and other costs (Chapter 1).
No. Grade Post
Office of the Deputy Director-General
Page:
15
1 D-2 Director
1 P-5 Planning Officer
1 P-4 Assistant to the Director
Page:
15
1* GS-PL Budget Analyst
1 GS-PL Personal Assistant
Health and Safety Branch (estimated staff years ) Item A Item B
1 P-5 Health and Safety Adviser 0.7 0.3
1 P-4 Senior Medical Officer 0.7 0.3
1 P-4 Senior Safety Officer (CW) 0.9 0.1
1 P-4 Senior Safety Officer 0.9 0.1
(Industry)
1 P-3 Safety Officer (CW) 0.8 0.2
1 P-3 Safety Officer (Industry) 0.8 0.2
1 GS-OL Secretary 0.7 0.3
1 GS-OL Clerk (Health Records) 0.7 0.3
1 GS-OL Nurse 0.7 0.3
1 GS-OL Clerk (Industry Safety 0.8 0.2
Support)
1 GS-OL Technical Assistant (CW 0.9 0.1
Safety Support)
16
1.2.4 Other resources
Office of the Deputy Director-General 1997 1998Page: 15
(a) Travel 34,700 52,000
Subtotal 34,700 52,000
Health and Safety Branch 1997 1998
Page:
15In all calculations, totals were rounded off to the nearest Dfl. 100. Where expenses are noted as proratable, the total reflects an 8-month prorated figure.
ITEM A 1.2.4(a) Health and safety equipment. This equipment is 1997 1998 required to establish the clinical medical ability of the Health and Safety Section, and to implement safety programmes in OPCW premises (including the Laboratory) (i) Clinical medical equipment for conducting medical 34,000 0 examinations, lung function testing, electrocardiograms, and for basic procedures (e.g. vaccinations) once only expense. Not proratable. (ii) Replacement of disposable items (e.g. syringes, 2,000 3,000 needles, dressings) Annual expense prorated for 1997. (iii) Environmental monitoring equipment for internal OPCW 34,500 workplace assessment and laboratory safety, once-only expense. Not proratable. (iv) Radiation monitoring equipment (dosicards) for 16,500 handling and storage of NIPPS radioactive sources on OPCW premises. Once-only expense. Not proratable. (v) Equipment maintenance (15% of cost of maintainable 8,700 13,000 items). Annual expense prorated for 1997. Subtotal 1.2.4(a). Health and safety equipment 95,700 16,000
ITEM A 1.2.4(b). Pharmaceutical supplies. Calculations are based 1997 1998 on the assumptions stated below. Inspection-related supplies: Dfl. Dfl. (i) All Training Group B inspectors (71) require typical 17,800 frequent traveller profile @ Dfl. 250 - once-only expense. Not proratable. (ii) 20% of inspectorate (28 in 1997; 42 in 1998) will 1,700 2,500 require an additional vaccination for specific destinations @ Dfl. 60. Not proratable. (iii) 20 additional HQ staff will require frequent 3,300 5,000 traveller vaccination cover @ Dfl. 250. Annual cost of Dfl.5,000 prorated for 1997. (iv) Malaria prophylaxis: 10% of inspections (22 in 1997, 13,200 24,000 40 in 1998) will occur in malaria areas, with 10 team members requiring cover @ Dfl. 60 each Subtotal inspection-related supplies 18,200 49,300 General supplies (i) 5 individual travel medical kits @Dfl. 180 (bringing 900 total stock to 15) Once only expense:. Not proratable (ii) 4 personal water filters @ Dfl. 150 (bringing total 600 stock to 10) Once only expense. Not proratable. (iii) Maintenance/replacement of medications and filters 900 1,400 in travel kits and water filters (30% of stock value/per annum). Annual expense of Dfl. 1,400 prorated for 1997. (iv) (Assuming that 35 non-inspection duty travel trips 1,400 2,100 will occur in malaria areas with one person per trip requiring cover @ Dfl. 60. Annual expense of Dfl. 2,100 prorated for 1997. Subtotal General Supplies. Of this subtotal for general 1,700 3,300 supplies (Dfl. 3,800 for 1997, 7,300 for 1998), Dfl. 1,700 7,300 are assumed to be verification-related (therefore appearing in this section), and 55% or Dfl. 2,100 are covered by non-verification travel. The HQ staff ratio balance is approximately 45% for the Verification [Department], and 55% for other units. Subtotal: 1.2.4(b). Pharmaceutical supplies. 22,000 56,600
ITEM A
1.2.4(c). External medical services 1997 1998
Verification costs: Dfl. Dfl.
(a) 50 screening medicals for Training Group B at the 28,000
standard UN budget rate of Dfl. 560 - once-only expense
during late 1997: Not proratable.
(b) All inspectors (140 in 1997;211 in 1998) and 25% of 25,100 35,700
109 HQ verification staff (27) will require annual/periodic
medicals with external laboratory tests totalling Dfl. 150
each - annual not proratable.
(c) Biological monitoring: All inspectors (140 in 10,200 15,300
1997;211 in 1998) require a baseline cholinesterase at Dfl.
15 each (with at least two, and in 50% of cases, three,
tests needed to establish baseline). All inspectors need
basic opthalmological screening at Dfl. 35 each - Annual
not proratable expense.
(d) 10% of inspectors (14 in 1997, 21 in 1998) will need 14,000 21,000
heat stress sensitivity screening @ Dfl. 750 each due to a
risk profile, and a further 10% of inspectors will have
heat stress sensitivity examinations to act as a pool
certified for strenuous IPE activities (@ Dfl. 250 each) -
50% of this is an annual not proratable expense.
(e) Assuming a 10% annual turnover rate for the 109 HQ
Verification staff (and an equal number of international
versus local recruits), and a 10% turnover of inspectors -
proratable expense:
(i) new inspectors (10 in 1997 and 21 in 1998) will require 5,600 11,800
international recruitment screening @ Dfl. 560 each.
(ii) 21 departing inspectors and 16 departing HQ 3,700 5,600
Verification staff will require discharge screening @ Dfl.
150 - Annual expense of Dfl. 5,600 prorated for 1997.
(iii) 6 new HQ verification staff will require 2,300 3,400
international recruitment screening @ Dfl. 560 - Annual
expense of Dfl. 3,400 prorated for 1997.
(iv) 6 new HQ verification staff will require local 600 900
recruitment screening @ Dfl. 150 each. Annual expense of
Dfl. 900 prorated for 1997
(f) Development of guidelines for protective clothing use. 20,000
As the development of heat stress is a potentially fatal
consequence of wearing protective clothing in hot
conditions, guidelines for heat exposure limitation need to
be established for the IPE being used by the OPCW.
Specialist consultants will be used for this purpose -
once-only expense:
General costs:
(g) Consultancy fees: The services of an external medical 11,200 16,800
consultant are used to advise the H&S Section on matters
involving the local medical infrastructure, for liaison
with local medical practitioners and facilities, and to
assist with staff counselling. The fees for such services
are typically Dfl. 250 per hour - annual expense of Dfl.
24,000; prorated for 1997: Dfl. 16,000. As the total staff
ratio balance is approximately 70% Verification
[Department], and 30% other units, 70% of the 1997 cost, or
Dfl. 11,200, is assumed to be verification-related
(therefore appearing in this section), and 30%, or
Dfl. 4,800, is included under non-verification costs (see
under Item B below).
(h) Replacement of departing HQ staff from non-ratifying
countries: It is assumed that 50 HQ staff will be replaced
(with 35 being international and 15 being local recruits) -
once-only expense:
(i) 35 new HQ staff will require international recruitment 19,600
screening @ Dfl. 560 each.
(ii) 15 new HQ staff will require local recruitment 2,300
screening @ Dfl. 150 each.
45% of this subtotal of Dfl. 21,900 ((h) (i) and (ii) 9,900
above), i.e. Dfl. 9,900, is assumed to be
verification-related (therefore appearing in this section),
and the remaining 55% (Dfl. 12,000) is covered under
non-verification external medical services. The HQ staff
ratio balance is approximately 45% for the Verification
[Department], and 55% for other units.
Subtotal 1.2.4(c). External medical services 152,500 110,500
ITEM A
1.2.4(d) First aid services
(a). The organisation currently maintains 5 small and 3
large first aid kits distributed around the PTS/OPCW
workplaces, costing Dfl. 120 and 200 respectively to stock.
(i) 5 new small kits are required for the interim 600
accommodation premises - once-only expense.
(ii) 30 % of the total stock value should be budgeted for 400 600
annual replacement - proratable. Annual expense of Dfl. 450
prorated for 1997.
(b) First aid training is provided to maintain a body of 10,000
registered first aiders in the workplace (in accordance
with Netherlands requirements).
Of this total of Dfl. 11,000, Dfl. 7,800 are assumed to be
verification-related (therefore appearing in this section),
and 30% (Dfl. 3,300) are covered under non-verification
costs.
Subtotal 1.2.4(d). First aid services 7,800
ITEM A 1997 1998
1.2.4(e). Professional registration and liability insurance Dfl. Dfl.
(a) All 11 medical personnel (2 doctors and 1 nurse at HQ, 2,200 2,200
4 doctors and 4 paramedics in the Inspectorate) must
maintain professional registration @ approx. Dfl. 200 -
Annual expense. Not proratable.
(b) 6 doctors must maintain international medical liability 90,000 90,000
insurance cover @ 15,000 each- Annual expense. Not
proratable
(c) 4 paramedics and 1 nurse must maintain medical 25,000 25,000
liability insurance @ 5,000 each - Annual expense. Not
proratable
Subtotal. 1.2.4(e). Professional registration and 117,200 117,200
liability insurance
ITEM A 1997 1998 1.2.4(f). Medical evacuation insurance. Dfl. Dfl. 140 inspectors @ Dfl. 360 annual expense. Not proratable. 50,400 76,000 211 inspectors @ Dfl. 360 Subtotal 1.6.4(f) Medical evacuation insurance 50,400 76,000
TOTAL ITEM A 445,600
ITEM A 1997 1998 1.2.4(g). Information and library resources (a) and (b) Dfl. Dfl. below are included in the budget of common services, while (c) and (d) below are in the budget of Information Systems (a) Verification-related reference materials for the H&S 1,500 2,300 library - proratable expense. (b) Subscriptions to health and safety periodicals and 25,000 25,000 CD-ROM reference databases (e.g. professional journals, on-line travel advisory database, CIS-ILO reference database, Sax Hawley reference CD-ROM, Toxline, Medline, HSDB (CIS-ILO module) - Annual not proratable expense (c) Software (risk analysis) - once-only expense. 4,000 (d) Hardware (H&S information reference PC, with Internet 10,000 connection, modem, CD-ROM tower, and printer) - once-only expense. Subtotal 1.2.4(g). Information and library resources 40,500 27,300
ITEM B 1997 1998 For explanations see comparable entries under Item A Dfl. Dfl. 1.2.4(b). Pharmaceutical supplies. See 1.6.4(b). General 2,100 4,200 Supplies section above for explanation. 1.2.4(c). External medical services (a) Assuming a 10% annual turnover rate for the HQ non-Verification staff (and an equal number of international versus local recruits) - proratable expense: (i) 7 new HQ staff will require international recruitment 2,600 3,900 screening @ Dfl. 560 (ii) 7 new HQ staff will require local recruitment 700 1,100 screening @ Dfl. 150 (b)..25% of non-Verification HQ staff (34) will require 5,100 5,100 annual/periodical medicals with external laboratory tests totalling Dfl 150. Annual not proratable expense. (c) Medical consultancy fees 4,800 7,200 (d) Replacement of departing HQ staff from non-ratifying .12,000 countries Subtotal 1.2.4(c). External medical services 25,200 17,300 1.2.4(d) First aid services 3,300
Total Item B 30,600 21,500
1.2.4(g) Information and library resources (in budget of 1,000 1,500
common services) General H&S reference materials
Item A Item B
(a) Health 95,700
and
safety
equipme
nt
(b) Pharmac 22,000
eutical
supplie
s
(c) Externa 152,500
l
medical
service
s
(profes
sional,
laborat
ory
and
radiolo
gical)
(d) First 7,800
aid
service
s
(e) Profess 117,200
ional
registr
ation
and
liabili
ty
insuran
ce
(f) Medical 50,400
evacuat
ion
insuran
ce
Subtota 445,600
l
Total other resources Total Item Item Total 16,00060,
2,10025, A95,7002 B16,000 4,20016, 800127,00
2003,300 4,100177 56,6001 5003,100 010,60011
30,600 ,70011,1 10,5007 23,800 7,20076,0
00117,20 ,500117 00407,600
050,4004 ,20076, 459,600
76,20051 000383,
0,900 800
Included
in the budget of common services:
(g) Information and 40,500 1,000 41,500 27,200 1,000 28,700
library resources
Section
A.1. 3
Internal Oversight
1.3.1 Objective
To assist the Director-General in the management of the OPCW's resources, through internal audit, inspection, evaluation and investigation in order to enhance the efficiency, and economy of the operations of the OPCW; to audit the implementation of the confidentiality regime; and to establish and maintain and the Quality Assurance (QA) regime for the Organisation.
1.3.2 Tasks
(a) Conduct internal oversight audits in order to review, evaluate and report on the soundness, adequacy and application of systems, procedures and related internal controls as well as on the accomplishment of objectives of programmes and budgets.
(b) Investigate and report on allegations of waste, fraud and mismanagement and recommend corrective actions as required.
(c) Establish the confidentiality auditing regime and compile the draft annual report on the implementation of the confidentiality regime as stipulated in paragraph 3 of the Confidentiality Annex .
(d) Ensure confidentiality for persons reporting violations of OPCW rules and regulations or perceived misconduct, as well as due process for all parties concerned.
(e) Ensure that the Director-General, the External Auditor, and the governing bodies are fully informed of relevant findings in conformity with Financial Regulations 12.4 and 12.5.
(f) Establish and maintain the accreditation of the Quality Assurance regime.
1.3.3 Personnel resources
Internal Oversight
No Grade Post
1 D-1 Director of Internal Oversight
1 P-4 Confidentiality Auditor
1 P-4 Internal Auditor
1* P-4 Quality Assurance Manager
1 GS-OL Audit Clerk
5
1.3.4 Other resources
Internal Oversight 1997 1998Page: 16
Registration (=one-time fee) Dfl. 4,000
Assessment to ISO 9001 (=one-time fee) Dfl. 26,000
Assessment to Guides 25/39 (=one-time fee) Dfl. 17,000
[Dfl. 47,000]
Although non recurring, this cost appears in both columns, as it cannot be determined in which year the accreditation would actually take place.
(a) Accreditation of the QA regime 47,000 47,000
(non-recurrent cost)
Page:
16Training Dfl. 17,000
Consultants Dfl. 14,000
Surveillance fees (= yearly fee) Dfl. 18,000
Calibration(*) Dfl. 12,000
[Dfl. 61,000 for 12 months or Dfl. 40,700 for 1997]
(*) External calibration is required to demonstrate compliance with QA, and for legal reasons some equipment such as weighing equipment needs to be calibrated by the regulatory body.
(b) Assessment and maintenance of the 40,700 61,000 regime (recurrent cost) Total 87,700 108,000Section A.1.4
Legal
1.4.1 Objective
To provide legal services to the policy-making organs of the OPCW and to all units of the Secretariat and States Parties; and to implement the legal aspects of the OPCW programme arising from the OPCW's activities in fulfilling its mandate.
1.4.2. Tasks for the Legal Division
Inter alia, provide legal support to the Conference of the States Parties and its subsidiary organs, including the Confidentiality Commission; provide legal support to the Executive Council and its subsidiary organs; advise the Director-General on legal aspects of the implementation of the Convention and other OPCW activities and on other matters of law; within available budgetary resources and upon request provide legal assistance to States Parties and National Authorities on the national implementation of the Convention; assiste in the negotiation, conclusion and implementation of agreements between the OPCW and States Parties, as well as of agreements between the OPCW and other international organisations; supporte the OPCW functional unit(s) in charge of verification on the legal aspects of matters related to inspections and declarations; advise on the legal aspects of relations with the Host Country; provide legal advice on contracts for the purchase of goods and services by the OPCW; support legal aspects of the development and implementation of OPCW staff and financial policy; perform custodial duties; and provide legal support for the transfer of the property, archives and functions of the Commission to the OPCW and the final dissolution of the Commission.
1.4.3 Personnel resources
Legal Division
Office of the Legal Adviser
No Grade Post
1 D-1 Legal Adviser (Director)
1 GS-PL Senior Legal Assistant
1 GS-OL Senior Secretary
Treaties Branch
1 P-5 Deputy Legal Adviser
1 P-3 Legal Officer
1 GS-OL Secretary
Internal Matters Branch
1 P-4 Senior Legal Officer
1 P-3 Legal Officer
1 P-3 Legal Officer
9
1.4.4 Other resources
Legal Division (a) Official travel 20,000 30,000 (b) Consultants 50,000 75,000 Total 70,000 105,000
1.4.5 Detailed assumptions with budgetary implications
Continuing uncertainties make it difficult to determine the precise extent of the Legal Section of the budget. One important area of uncertainty is the nature of the model facility agreements and agreements on privileges and immunities in accordance with Article VIII, paragraph 50 to be used by the OPCW. If it is not possible to develop model facility agreements that can be used with limited substantive changes for the relevant facilities and if facility agreements are utilised as the best way of protecting confidential information, it will be necessary to increase the resources allocated to the Legal Division. A staff increase will also be required if it is not possible to develop a single text for the agreements on privileges and immunities of the OPCW. Should this happen, every such agreement between the OPCW and each State Party will have to be negotiated individually. The extent of legal work required with respect to facility agreements, as well as to other matters, willbe determined with greater certainty during the course of 1997. Accordingly, the specific request for personnel resources above reflects only the staffing level of the Legal Division as of the end of Phase II of the Commission. Additional resources will have to be considered when the anticipated legal workload can be determined more precisely. The 1998 OPCW budget for the Legal Division may accordingly require adjustment in order to cope with an expanded workload.
Section A.1.5
Policy-Making Organs and Subsidiary Bodies
1.5.1 Objective
To ensure the effective servicing and functioning of the policy-making organs and their subsidiary bodies.
1.5.2 Tasks
Organise sessions of the policy-making organs and their subsidiary bodies; coordinate the preparation of documents, background and other materials required by those organs; follow up and monitor implementation of decisions of the policy- making organs; and develop and implement the editorial policy for the OPCW.
1.5.3 Personnel resources
Policy-Making Organs and Subsidiary Bodies
No Grade Post
1* D-1 Secretary to the Policy-Making
Organs
1 P-3 Editor
1 GS-OL Secretary
3
Section A.1.6.
Security
1.6.1 Objective
To protect the information, operations, personnel and property of the OPCW.
1.6.2 Tasks
Establish and implement OPCW security policies, regulations, and procedures; establish and implement programmes for facility security, personnel security and crime prevention; conduct security threat analysis; and provide reception services.
1.6.3 Personnel resources
Security
No Grade Post
1 P-4 Security Officer
1 GS-PL Security Assistant
1 GS-OL Senior Receptionist
2 GS-OL Receptionist/Telephonist
5
1.6.4 Other resources
Page: 20
(i) Security guard force services for Laan van Meerdervoort 51. Provides security guard services after normal working hours and on weekends and holidays, and as a backup when a receptionist is ill and there are no on-call receptionists available for replacement.
(ii) Security guard force patrol services for the OPCW Laboratory and Equipment Store. This amount pays the annual dues for participation in the community patrol service conducted jointly by the police and the security guard company in the Rijswijk industrial area, which provides after- NP=Not Security pro- rated hours security patrol services for the facility.
(iii) Security guard alarm services for the OPCW Laboratory and Equipment Store. This amount will pay for centralised alarm monitoring of the internal alarm system of the facility. The cost includes an after-hours notification service to OPCW security personnel, and coordination with the security guard patrol service (above). This amount incorporates the cost of security guard patrol services incurred when the alarm is activated by intruders or other causes (estimated at six times per year).
(iv) Security guard services for conferences, seminars and workshops held in leased facilities (to include the NCC). This amount does not include security for routine meetings held in the NCC.
1.4.4(b). Dfl. 50,000 (not prorated). Security access control systems
(i) Dfl. 12,000. This includes the costs of routine lock and key purchases, upgrades to locks on high-security areas (e.g. computer rooms, executive offices, Verification Division rooms, etc.), and key boxes.
(ii) Dfl. 35,000. Upgraded lock system (all items are to be transferred to the new OPCW building, but are not included in new building costs) and 20 electronic door locks. Locks will be primarily used to increase security on sensitive rooms, such as computer facilities.
(iii) Dfl. 3,000. 20 key boxes (for use by branches to control keys).
1997 1998
(a) Security contractual services
Page:
20
(i) Security guard force services for 242,300 60,600
Laan van Meerdervoort 51
(ii) NP Security guard force patrol 8,000 8,000
services for the OPCW Laboratory
and Equipment Store
(iii) Security guard alarm services for 5,300 8,000
the OPCW Laboratory and Equipment
Store
(iv) Security guard services for 50,000 75,000
conferences, seminars and
workshops held in leased
facilities (to include the NCC)
Subtotal 305,600 151,600
(a)
(b) Security access control systems
NP(i) Routine costs of locks, keys, 12,000
upgrades
NP(ii) Special locks and electronic door 35,000
locks
NP(iii) 20 key boxes 3,000
Subtotal 50,000
(b)
Page:
20
1.1 The security costs associated with interim accommodation are dependent on several factors, including:
(a) facility specifications (i.e. quantity, size, location);
(b) the purpose of the facility (operations to be conducted by OPCW);
(c) the present security systems (existing security features);
(d) the level of security required (depending on the items to be protected);
(e) the upgrades required; and
(f) the security maintenance required (the cost of maintaining security).
1.2 The following is a cost estimate to upgrade and operate the facility located at Churchillplein, which is partially occupied by the United Nations International Criminal Tribunal for the Former Yugoslavia (ICTY).
Assumptions: Occupancy by the Verification Division to begin o/a 15 March 1997. Full PTS security in operation prior to 29 April 1997. Facility to be operational 24 hours per day. Exterior facility security provided by existing ICTY security force at no cost to the PTS.
Security zone system: A security zone system will be used to compartment information and operations within the PTS area of the facility. The extent of the zone system will be determined by the operational and security requirements outlined by the Verification [Department].
Cost recovery: To the greatest extent possible, security hardware costs will be allocated for systems which can be removed from the facility when it is vacated by the PTS/OPCW. Systems, wherever possible, will be compatible with those planned for the new OPCW building. Recovered systems will be used to fill-in new building systems currently projected for future installation or optional installation.
Security scheme of operations: The scheme of operations for security management at the facility will mirror, to the greatest extent possible, those planned for the new OPCW building. The level of protection will be equivalent to that planned for the new building. If necessary, to reduce fit-up and operational costs in the facility, convenience of operations may be reduced during the interim duration of the PTS/OPCW occupancy.
Contract security 117,000 (8 months)
Reception services 283,000 (8 months)
Total estimated 1997 costs 400,000
Costs for 1998 are prorated for two months, after which the new OPCW building should be fully available.
(c) Security - interim accommodation 400,000 100,000Page: 20
Initial estimate of the additional costs for security of the new OPCW building is Dfl. 2,225,000. This includes: fixed-term team to run 24-hour security control centre; a contract guard force; and basic security system maintenance.
This does not include costs associated with
(a) already approved staff: Security Officer, Security Assistant, and 3 Receptionists;
(b) costs associated with building maintenance;
(i) key/lock work (routine, but can cost several thousand a year);
(ii) computers/badge machines (initially supplied with building installation);
(iii) supplies; and
(iv) furniture upon move-in (presumably included in overall furniture plan); and
(c) costs associated with other OPCW buildings.
(d) Security - OPCW building 2,225,000 Total 755,600 2,476,600
Security costs for the First Session of the Conference of the States Parties (Dfl. 729,740) are shown under Programme A.2.3 (Conference Services).
Programme A.2
Administration
1. Objective
To provide a full range of administrative services for the OPCW by means of six sections: Administration Management, Budget and Finance, Conference Services (including language services), General Services, Human Resources, and Information Systems.
2. Programme
This programme consists of six sections, each of which is budgeted separately.
No. Section 1997 1998 A.2.1 Administration Management 261,600 390,100 A.2.2 Budget and Finance 1,067,800 1,534,800 A.2.3 Conference Services 7,468,000 6,806,000 A.2.4 General Services 1,184,200 1,680,100 A.2.5 Human Resources 1,089,100 1,374,800 A.2.6 Information Systems 3,171,100 4,226,500 Total 14,241,800 16,012,300
Section A.2.1
Administration Management
2.1.1 Objective
To advise and assist the Director-General on all administrative issues and to manage the day-to-day administrative functions of the OPCW.
2.1.2 Tasks
(a) Prepare and implement all administrative directives, on the basis of the Financial and Staff Regulations and Rules of the OPCW.
(b) Coordinate within the Secretariat all matters related to the interim accommodation of the Secretariat, the new permanent OPCW building and the administrative support for the OPCW Laboratory and Equipment Store.
(c) Supervise the establishment and maintenance of the information management system of the OPCW.
(d) Resolve all administrative and financial transitional issues.
(e) Prepare recommendations on administrative methodologies and policy, as required, for the Secretariat and for the relevant organs of the Conference.
2.1.3 Personnel resources
Office of the Director of the 1997 1998
Administration Division
Salaries and CSC (2) 224,900 335,100
No Grade Post
1 D-1 Director
1 GS-OL Senior Secretary
2
2.1.4 Other resources
Office of the Director Official travel for all sections, 36,700 55,000 administered by the Director
TOTAL 261,600 390,100
Section A.2.2
Budget and Finance
2.2.1 Objective
To ensure the efficient and cost-effective management of the financial resources of the OPCW in accordance with the Financial Regulations and Rules and the specific decisions of policy-making organs, which includes budgeting, planning, forecasting, expenditure control, cash management, accounting and reporting for regular and operational budget activities and projects, as well as for special funds and accounts established under the Financial Regulations.
2.2.2 Tasks
Budget Section
(a) Coordinate, cost and compile the draft budget of the OPCW; support, monitor and report on the implementation of approved budgetary appropriations and operational budget allocations.
(b) Prepare monthly budget status reports; introduce an operational budget reporting system for managers; and issue programme allotment advice to programme directors.
(c) Process, record and control obligations for the purpose of budgetary control.
Disbursements and Treasury Section
(d) Examine, calculate, and approve all disbursements, and liquidate obligations.
(e) Process the payroll and entitlements, including insurance and Provident Fund, of all staff.
(f) Prepare scales of assessment for the regular budget and the Working Capital Fund; notify States Parties; collect assessments; and prepare corresponding reports.
(g) Prepare short- and long-term cash forecasts; manage and control the receipt, custody, disbursement and investment of all funds; report on all investments; and administer all bank accounts.
Accounts Section
(h) Process and maintain records of financial transactions, including monthly reconciliation of assets and liabilities for all funds between general ledger and subsidiary ledger accounts; and monthly reconciliations of all bank accounts.
(i) Prepare financial statements of the OPCW, Provident Fund and other funds, and draft special reports on and analyses of financial issues as required by management; and periodically review unliquidated obligations.
2.2.3 Personnel resources
Page: 24
Section A.2.2 Budget and Finance
In addition to the eleven staff available at EIF, the following additional three posts are necessary to provide adequate financial support services for an organisation with an expected annual budget of approximately Dfl. 150 million and a total staff of some 450 employees.
All personnel costs are for 12 months.
(a) Budget Section.
The post of Senior Budget Clerk (GS-OL) which was included in the original request for new posts and not approved for 1997 will be considered for addition in the 1998 Budget in accordance with experience gained and workload identified during 1997.
(b) Accounts Section
Finance Officer (P-2). Dfl. 196,900. The Finance Officer will supervise the Accounts Section and will provide the additional support required to cope with the increased accounting work due to the substantial increase in the budget and the activity level and the adoption of the United Nations Accounting Standards which result in additional accounting and reporting requirements. In addition, the Finance Officer will be responsible for the preparation of the draft annual financial statements of the OPCW, the Provident Fund and of other funds as well as for special financial reports and analysis, as required by the Financial Rules and Regulations. The determination of whether this post should be upgraded to P-3 in 1998 will depend upon an evaluation of the workload and responsibility of this position during 1997. This post will be considered for upgrading to P-3 in the 1998 Budget in accordance with the level of responsibility identified during 1997.
(c) Disbursements and Treasury Section
(i) Finance Assistant (GS-PL). (Dfl. 97,600) is required to cover an expected 7-fold increase in travel claims (from currently 600 p.a. to over 4,000 p.a.), mainly as a result of inspector travel, and a doubling in other claims due to the expected expansion of staff from 230 to some 450 and a substantial increase in the budget which results in more payments for goods and services.
(ii) Senior Cashier (GS-OL). (Dfl. 75,900) is required to handle treasury operations as described under activities (e) to (h) of the programme. So far, no support has been provided in this area on a full-time basis, which is now necessitated by the considerable increase in assessed contributions and investments which have to be properly controlled.
(iii) The post of a third Finance Clerk (GS/OL) which was included in the original request for new posts and not approved for 1997 will be considered for addition in the 1998 Budget in accordance with experience gained and workload identified during 1997.
Budget and Finance Branch 1997 1998
Salaries and CSC (14) 1,067,800 1,534,800
No Grade Post
1 P-5 Head of Branch
1 GS-OL Senior Finance Clerk
Budget Section
1 P-3 Budget Officer
1 GS-PL Budget Assistant
1 GS-OL Budget Clerk
Accounts Section
1* P-2 Finance Officer
1 GS-PL Finance Assistant
1 GS-OL Finance Clerk
Disbursements and Treasury Section
1 P-3 Payroll, Allowances and Disbursing
Officer
1 GS-PL Senior Finance Assistant
1* GS-PL Finance Assistant
1 GS-OL Finance Clerk
1 GS-OL Finance Clerk
1* GS-OL Senior Cashier
14
TOTAL 1,067,800 1,534,800
Training costs are included in the budget of common services.Page:
24
Professional training of five staff members (1/3 of total staff on a
rotational basis) in the fields of accounting, budgeting, treasury management
on the basis of one week of training per staff at the average rate of Dfl.
5,000 including travel and DSA.
Section A.2.3
Conference Services
2.3.1 Objective
To ensure the efficient and cost-effective management of the conference services resources of the OPCW and to service the different organs of the Organisation.
2.3.2 Tasks
Prepare official documentation of the Organisation for distribution; provide translation of official documentation as necessary; maintain the archives of the official documents of the Organisation; maintain the external databases of official documents in the languages of the Organisation; recruit temporary interpreters, translators and typists; administer contractual translation and contracts for copying/printing equipment and services; establish and maintain the terminological capacity of the Organisation; and issue a weekly journal of the activities of the Organisation.
2.3.3 Personnel resources
Conference Services Branch 1997 1998
Salaries and CSC (33) 3,245,400 4,496,000
No Grade Post
1 P-5 Head of Branch
1 GS-OL Secretary
Page:
25Technician (GS-PL) (four months). The equipment to be installed for conference services in the new building (microphone systems etc. in three conference rooms, voting equipment in the Executive Council Chamber, eleven interpreters' booths, electronic projecting equipment, requires a technician able to operate and maintain the specific brands of equipment used in the building. (At present the services of a technician during the sessions of the Commission are included in the rental costs of the Carel Willink Hall). The technician would also be responsible for maintenance and repair of similar equipment throughout the OPCW building. The technician should join the staff approximately five months in advance of the availability of the OPCW building to ensure time to become familiar with the confidentiality regime and to receive necessary training in operating and maintaining all items of equipment that will be required in that building. The post would become a fixed-term post in the 1998 and subsequent budgets.
1* GS-PL Technician (as of 1 Sept. 1997)Page: 25
Language Section
2.3.4 Other resources
Conference Services Branch NP=not 1997 1998
prorated
(a) Contractual services
(i) NP two-week annual session of the 292,500 292,500
Conference (for 9 free-lance
interpreters and 6 language typists)
(one week Dfl. 180,000)
Page:
26
(ii) Interpretation for other occasions 100,000 150,000
(iii)NP Contractual translation 500,000 500,000
Subtotal (a) 892,500 942,500
(b) General temporary assistance (not 190,000 285,000
included in common services budget)
(c) Overtime(not included in common 95,400 142,500
services budget)
Page:
26
(d) General operating expenses- 626,700 940,000
Photocopying
Subtotal Other 1,804,600 2,310,000
Page: 26
The First Session of the Conference of the States Parties
(this revised text was formerly in Section 8 of PC-XV/A/WP.3, the Red Book (the
first draft OPCW Budget). The original paragraph numbering has been retained.
8.1 Conference facilities. No budgetary provision is requested for the renting of conference facilities. It is assumed that all conference rooms, including two main conference rooms with debating installations, will be provided by the Host Country, together with furniture and furnishings.
8.2 Conference and general services (costs at subparagraphs 8.6(a) - (f) below). For the three-week First Session of the Conference of the States Parties to provide simultaneous interpretation to one organ with no more than two sessions per organ per day and with the possibility of also providing simultaneous interpretation to only one more organ at the same time and for the translation of no more than 250 pages during the session, the following is required: one extended team of free-lance interpreters; fifteen translators; and twelve language typists. For the distribution and copying of documents there will be a requirement for the temporary recruitment of twenty temporary staff (conference clerks, ushers, messengers, drivers and handymen).
8.3 IMS requirements (costs at subparagraphs 8.6(g) and (h) below). In order to maintain the network and to ensure the proper functioning of the network system during the session in the NCC and to provide support for the linguists, thus ensuring that the software is functioning properly, it is necessary to recruit two network and systems officers at P-2 level and three network support clerks at GS-PL level.
8.4 Registration (costs at subparagraph 8.6(i) below). A number of extra staff members will be required immediately before and during the First Session of the Conference of the States Parties. Although some of these functions will be fulfilled by current staff members of the External Relations Division, temporary hire of a total of 12 staff at GS-OL level is required to perform the following tasks:
(a) Badges: Six temporary GS-OL staff will be required to prepare badges. Three days prior to the commencement of the FSCSP, three staff will be moved to the NCC to start the preparation of badges. For the first week of the First Session, six GS-OL staff will be required, three of whom will stay on for the duration of the First Session.
(b) Protocol and Registration: six GS-OL staff on a temporary basis for the first week of the FSCSP, three of whom will stay on for the duration of the First Session.
8.5 Media (costs at subparagraph 8.6(j) below). A number of extra staff members will be required immediately before and during the First Session of the Conference of the States Parties. Although some of these functions will be fulfilled by current staff members of the External Relations Division, it will be necessary to have a total of 13 staff, 9 of whom (GS-OL) will be hired on a temporary basis for the duration of the First Session to perform the following tasks:
(a) Accreditation: One assistant participating in all arrangements before the FSCSP commences, and two staff for the accreditation desk during the FSCSP.
(b) Information: The information desk at the Press Centre will be responsible for the distribution of documents and assistance with enquiries. Since there is always a chance that one person may be called away, at least two staff members will be required for this function.
(c) Bookings: It is necessary to have one person in charge of bookings for the briefing rooms, television and radio studios, and editing rooms.
(d) Guides: Two guides will be required to accompany high-ranking officials to the briefing rooms in the media area.
(e) Technician: It will be necessary to have a separate technician for the press area, in case technical problems arise in the Press Conference Room, Press Centre or briefing rooms.
8.6 Costs of temporary staff
NP First Session of the Conference of the Dfl.
States Parties
(a) 1 extended team (20 free-lance interpreters) 781,583
for 3 weeks
(b) 15 translators for 3 weeks 298,215
(c) 12 language typists for 3 weeks 212,496
(d) 6 conference clerks at GS-2 level for 4 weeks 24,978
(e) 10 conference clerks/ushers at GS-1 level 37,468
for 3 weeks
(f) 2 drivers and 2 handymen at GS-2 level for 4 16,712
weeks
(g) 2 network and systems officers at P-2 level 18,090
for 4 weeks
(h) 3 network support clerks at GS-PL level for 22,270
4 weeks
(i) 12 temporary staff at GS-3 level to assist 54,000
with badges, registration, visas and other
functions for 4 weeks
(j) 9 temporary staff at GS-3 level to assist 39,375
with accreditation, information,
coordination of media arrangements, bookings
for briefing rooms, guiding high-ranking
officials, etc.
Subtotal 1,455,187
8.7 Data processing equipment
(a) PC workstations, printers, fax machines, 72,000
networking equipment, cellular phones and
cabling and additional copying equipment
8.7 General operating expenses
(a) Rental of additional copying equipment 90,000
(b) Rental of 2 vehicles for 4 weeks 5,000
(c) Stationery 16,000
Subtotal 111,000
8.8 Security
Security measures for the First Session of the Conference of the States Parties (FSCSP) will require significant resources, most of which are not available within the organisation. The following factors determine the cost of security which must be funded.
(a) level and number of VIPs attending the conference and length of period of their stay;
(b) total number of persons attending the conference;
(c) size and configuration of the conference space provided by the host country;
(d) size and location of any additional spaces;
(e) security support provided free of charge by the Host Country (e.g. loaned equipment, temporary personnel, etc.);
(f) extent of external security support provided by the Host Country;
(g) length of the conference; and
(h) security threat level.
Security assumptions
(a) The conference will begin on 6 May 1997 and will end on 23 May 1997. VIPs will attend the conference during the period 6-9 May 1997. Persons attending between 10-23 May 1997 will be at the same approximate diplomatic level as those attending previous plenary sessions of the Commission;
(b) the conference facility will not include the entire NCC complex. Non-OPCW activities will be conducted elsewhere in the NCC simultaneously;
(c) the Host Country will provide all external security. External security begins at the physical boundary of the OPCW spaces;
(d) the Host Country will provide free of charge some internal security support, based on informal discussions held with the Security Officer in 1996-1997; and
(e) the general security threat level to the OPCW will not be significantly higher than in the previous year.
Security cost estimates
Dfl.
(a) Personnel and technical services 20,000
(i) services and supplies 10,000
(ii) pre-conference security and set-up 40,000
(b) Uniformed interior security officers 425,000
(c) Uniformed security reception personnel 65,000
(d) On-call/overtime: PTS 29,500
security/reception staff
(e) Security equipment/supplies (rented) 47,000
(f) Security equipment/supplies (purchased) 48,500
(g) Security access control 44,740
equipment/supplies
Subtotal 729,740
8.9 GRAND TOTAL Dfl. 2,417,927
2,418,000
TOTAL 7,468,000 6,806,000
Training costs are included in the budget of common services.
Section A.2.4
General Services
2.4.1 Objective
To undertake all procurement on behalf of the Organisation in accordance with the Financial Regulations and Rules; to provide travel, transportation and shipment services and to ensure the safe and efficient maintenance and repair of the buildings and associated equipment.
2.4.2 Tasks
Procurement Section
(a) Procure equipment, supplies and services, including identifying potential suppliers; maintain the "supplier list" of the OPCW; invite and evaluate proposals; and conclude purchase orders and contracts.
(b) Supervise and control all non-Verification equipment of the Organisation, including the receipt, storage, distribution and maintenance of all office equipment, furnishings and supplies.
(c) Act as principal point of contact with the supplier designated by The Hague (Paagman B.V.).
(d) Provide adequate insurance cover for all aspects of the work of the Organisation.
Travel and Transportation Section
(e) Provide a full range of travel services in conjunction with the appointed Travel Agency; prepare coordinated travel budgets for the OPCW; and process travel authorisations and travel payment instructions.
(f) Arrange shipments and insurance of personal effects, household goods and as required or organisational property.
(g) Manage, operate and maintain the vehicle fleet.
Building/Facility Management Section
(h) Act as the principal point of contact for all technical matters pertaining to the new OPCW building; prepare for its occupation in January 1998; and draw up required building maintenance manuals.
(i) Manage facility services within the buildings of the OPCW, including supervising contract service staffs (e.g. cleaning, catering, repairmen) and relocating all offices.
(j) Prepare plans for the return of Laan van Meerdervoort 51 and interim accommodation (Aegon building) to the respective landlords.
2.4.3 Personnel resources
General Services Branch 1997 1998
Salaries and CSC (17) 1,089,200 1,620,100
No Grade Post
1 P-4 Head of Branch
1 GS(PL) General Services Assistant
Procurement Section
1 P-3 General Services Officer (Procurement)
1 GS(PL) General Services Assistant
(Procurement)
1 GS(OL) General Services Clerk
1 GS(OL) General Services Clerk
Travel and Transportation Section
1 GS(PL) Travel and Transportation Assistant
1 GS(OL) Travel and Removal Clerk
1 GS(OL) Travel and Removal Clerk
1 GS(OL) Senior Driver
1 GS(OL) Senior Driver
1 GS(OL) Driver
1 GS(OL) Driver
Building/Facility Management Section
1 P-3 Building Officer/Facility Manager
1 GS(OL) Facility Management Clerk
Page:
28Two Handymen (GS-OL). Dfl. 75,900 x 2 = Dfl. 151,800. Assist with office furniture relocation, undertake minor repairs, restock bulk quantities of paper for photocopying machines, undertake emergency cleaning tasks, escort and oversee contractors dealing with recycling and distribution of supplies. One handyman is required initially at each of 2 buildings of the OPCW.
2* GS(OL) Handymen 17
2.4.4 Other resources
General Services Branch NP = not prorated 1997 1998Page: 28
(a) NP Consultants - operation manuals for new 70,000
OPCW building and equipment
Page:
28
(b) NP Consultants - computer-aided building 25,000
management and maintenance system
(c) Consultants - OPCW building 600,000
-environmental health survey, etc.
Subtotal Other 95,000 600,000
TOTAL 1,184,200 1,680,100
Training costs are included in the budget of common services. Page: 28
Recruitment of the fourth driver was withheld for budgetary reasons until just
prior to the Sixteenth Session. Additionally one of the regular cadre of three
drivers was replaced only in March 1997. There was not the time, therefore, to
provide the driver with the necessary security and defensive driver training
needed to best ensure the safety of the staff members of the OPCW whilst
travelling.
Section A.2.5
Human Resources
2.5.1 Objective
To manage and implement the Organisation's policy on human resources, including recruitment, induction, orientation and training, assignment or deployment, administration and separation of staff and consultants, in keeping with the Regulations, Rules and Directives.
2.5.2 Tasks
General
(a) Prepare or review draft policy documents, administrative decisions, employment contracts, special service agreements, and insurance programmes.
Recruitment
(b) Select the best qualified staff from the widest geographical distribution possible in a cost effective manner and prepare all initial employment contracts.
(c) Maintain records of all job descriptions for posts in the staffing tables during the first year of the OPCW to use as the basis for a post classification review.
Staff Administration
(d) Register newly arrived staff with the Host Country Ministry of Foreign Affairs and process requests for identity cards and drivers' licences.
(e) Process and authorise requests for travel for interviews, travel on appointment, home leave travel, education grant travel and travel upon separation. Process and authorise requests from staff members for the removal of household goods and personal effects upon appointment and separation.
(f) Determine and administer other entitlements of staff; ensure timely administration of staff performance appraisals and contract extensions; ensure payments of benefits by effective payroll input; and make any required reports on staff disciplinary issues.
Induction, Orientation and Training
(g) Plan and coordinate initial induction and orientation of all headquarters staff and the participation of staff members in professional refresher courses, symposia and seminars.
(h) Produce, update and distribute a staff orientation information brochure.
2.5.3 Personnel resources
Human Resources Branch 1997 1998
Salaries and CSC (11) 849,100 1,254,800
No Grade Post
1 P-5 Head of Branch
1 GS-OL Secretary
Recruitment Section
1 P-3 Head of Recruitment Section
1 GS-PL Senior Recruitment Assistant
1 GS-OL Recruitment Clerk
Staff Administration Section
1 P-3 Head of Staff Admin. Section
1 GS-PL Staff Administration Assistant
1 GS-OL Senior Staff Administration Clerk
(Contracts, performance
appraisals)
1 GS-OL Staff Administration Clerk
(Registration and leave
administration)
1 GS-PL Insurance and Compensation Assist.
1 GS-OL Human Resources Clerk (Travel
and removal authorisations)
11
Page:
30Following completion of the training of inspectors, there will be a review of the OPCW's training structure, with a view to adding some of the posts now in the Verification Division to the Human Resources Branch, which would then add a Training Section.
Training and Orientation Section
2.5.4 Other resources
Human Resources Branch NP = not 1997 1998
prorated
(a) Advertising of vacancies 40,000 60,000
(b) Trainee recruitment travel 200,000
(c) Consultant to review the classification 60,000
of posts
Subtotal Other 240,000 120,000
TOTAL 1,089,100 1,374,800
Training costs are included in the budget of common services.
Section A.2.6
Information Systems
2.6.1 Objective
To manage the information management system (IMS), including its computer networks and systems, telecommunications, systems applications, systems security, and archives, library and registry, using electronic and traditional systems.
2.6.2 Tasks
Network and Systems Section
(a) Maintain and support computer networks and systems, including all personal computers of the OPCW and all telecommunications in the following five environments: security critical, security non-critical, OPCW Laboratory and Equipment Store, remote access to security non-critical sources, and access to external sources.
(b) Install any new hardware and software relating to network and systems and new telecommunications equipment.
(c) Advise States Parties on setting up remote data communications.Page:
31
Section A.2.6. Information Systems
2.6.2(c). It is understood that the OPCW will not provide funding for the data communications systems of States Parties.
Systems Application Section
(d) Assess functional requirements, evaluate appropriate technical solutions, and implement, train, enhance and maintain computer applications.
(e) Complete or integrate in stages applications software, to include the administrative software, the verification information system (VIS), the inspection planning system, the Health and Safety systems, and the visa processing system.
(f) Plan, design and install funded applications software during the expansion of the computer systems.
Systems Security Section
(g) Maintain and support systems security for the OPCW infrastructure.
(h) Develop and implement security guidelines and training for network and systems, systems applications, and all OPCW computer users.
(i) Develop and implement procedures to ensure regular monitoring of IMS security procedures, to include establishing an audit plan with random testing for potential vulnerability.
(j) Develop and implement a disaster recovery plan.
Archives, Document Management and Library Section
(k) Establish procedures to process correspondence and create a standard classification system for all OPCW documents.
(l) Plan, design and implement the funded electronic document management environment.
(m) Plan and design the physical archive space; adapt archives to the electronic document management system; and maintain all archival materials.
(n) Plan and develop the OPCW Library and provide library services.
(o) Develop user procedures and train staff for (k) - (n) above as well as for the telephone system.
OPCW building
(p) Plan and implement the necessary infrastructure - including phone services, dedicated leased lines, and rented computer hardware - to maintain a dual capability for key elements of information systems during the move from PTS headquarters and interim accommodation into the new permanent OPCW building in January 1998.
2.6.3 Personnel resources
Page: 32
2.6.3. All personnel costs are for 12 months.
The Secretariat requested eleven new posts for this Branch in the Preliminary Draft 1997 [Part I] Budget of the Commission (PC-XV/A/WP.2), but these were not approved. After careful evaluation, the Secretariat believes that the following eight fixed-term posts are essential in order to implement the programme of the Branch. GTA will be necessary for an estimated two years in order to perform functions originally assigned to the additional three fixed-term posts.
(a) Administrative Assistant (GS-OL). Dfl. 75,900
The IS Branch has no post to provide routine administrative support. Even more critically, the Branch must maintain extensive records of all licences for software and warranties and maintenance agreements for thousands of pieces of hardware. In addition, it is necessary to maintain a systematic record of details of many contracts, including work performed. Centralised management of numerous IMS projects in different buildings is essential. The clerk will prepare, in coordination with the Procurement Officer, many requisitions for computer-related material, which involve the tracking of quotations, the preparation of MODs and appropriate purchase orders, the tracking of equipment receipts, the reconciliation of invoices with MODs, and the updating of the IS budget spreadsheets. The clerk will maintain the Branch's budget and track and monitor work that has been contracted out for hardware, software, databases, telephones, Internet, etc. The volume of these activities requires a full-time staff member. Since late 1995, a short-term contractor has assumed these essential responsibilities.
Network and Systems Section
(b) Telecommunications Technician (GS-PL). Dfl. 97,600
The PTS/OPCW relies heavily on telecommunications. Access to the security non-critical and security critical networks and the telephone systems is essential. Regular maintenance will avoid major problems and will minimise costs. The telecommunications technician is needed to take care of the extensive cabling system in the current Secretariat 4 buildings in The Hague and in Rijswijk. Periodic analyses of communications traffic are essential to project the correct sizing of external lines. The telecommunications technician will interface with the OPCW buildings officer to ensure the appropriate planning and implementation of cabling and telephone systems. A close relationship is also necessary with the PC technician, as requests for adding/deleting telephone extensions, connecting/relocating new/existing users within the network are associated with the physical relocation of PCs. Supporting the OPCW Laboratory and Equipment Store in Rijswijk, some 15 km from the Secretariat, increases the workload of this technician.
(c) PC Technician (GS-PL). Dfl. 97,600
During 1996 there has been a sizeable increase in the number of technical failures in PCs, due partly to the age of our existing computers (over three years), partly to the lack of routine maintenance in the past, and partly to the lack of qualified technicians. The Network and Systems Section is deluged with requests to fix, replace, and reconfigure PC hardware and software. A "minor" PC problem often leaves a PC inoperable for several hours. Preventive maintenance will be an important component of the everyday responsibility of the PC technician. In 1997, the number of PCs under the responsibility of IS has doubled, and appropriate staffing is required to provide appropriate technical support. There are frequent requests to move PCs to accommodate new arrivals, departures, new office configurations, Sessions of the Commission, training, etc. Each request requires that each PC is tested, reconfigured, and its disk drive cleaned up, as well as the completion of the user identification process. The OPCW Laboratory and Equipment Store also requires support. The PC technician will also help to give hands-on PC training to users who have encountered difficulties. One PC technician will not be able to assume this function, especially as four buildings have to be serviced. GTA will be required to carry the load.
Systems Application Section
(d) Database Administration Officer (P-3). Dfl. 221,600.
The administration system (Dun & Bradstreet Smartstream) already has 50 databases (Sybase). Three additional databases will be created and integrated with the others. Other databases such as systems for document management and contract management are also required. On the security critical side, Ingres is essential for inspection planning, while MS SQL Server will be essential for the management of the verification information system (VIS). The database administrator ensures that these databases are error free (data integrity), with no data redundancy, and that the data is secure (audits, regular backups, access rights, etc.). This person works closely with the analyst programmers to develop data models and design databases (normalisation). Close coordination is also required with the systems security officers to ensure that database designs do not compromise the measures approved for systems security.
(e) Applications Programming Officer (P-3) (Security Non-Critical). Dfl. 221,600
The post is required to provide minor enhancements of, and to maintain and support the 14 security non-critical applications. Each of these applications requires an in-depth knowledge of the practices of this organisation, as well as the capacity to match these with the operational capabilities of the system, and to communicate effectively about this with the non-specialist users of these applications. Some 80 to 90 users will require support on a daily basis. Their learning curve will inevitably place a heavy burden on this staff member. These applications support the data vital to the running of the organisation, and to reporting to the States Parties, and need to operate with maximum efficiency, while giving the users the capabilities necessary to do what they are expected to do, without compromising the integrity and security of the data. Although the post is more than one Applications Programming Officer can perform, only one post is budgeted on a fixed- Information Systems Branch term basis. Other work will be contracted out, as this is more economical than hiring a fixed-term staff member.
(f) Applications Programming Officer (P-3) (Security Critical). Dfl. 221,600
The systems applications residing in the security critical network include, at a minimum, the declaration data management system, the inspection planning system, and the inspection data management system. The technical platform requiring applications programming support differs from that in the security non-critical network. The inspection planning system (US offer) runs on Ingres and is written in C++, on a UNIX server. Other security critical systems may have similar technical platforms, or will have to interface with this inspection planning module. The systems applications defined so far have been based on the projected operational requirements of the OPCW. It is safe to assume that, after EIF, the Verification [Department] will articulate new requirements that will reflect on the operational needs of the OPCW at that time. It is possible that, after EIF, one applications programming officer may not be sufficient to handle the workload.
(g) Document Management Applications Officer (P-3). Dfl. 221,600
All divisions need a document management system to efficiently register, classify, store, distribute, retrieve, and audit documents. Usage of an electronic document management system requires in-depth knowledge both of the document management-related practices of this organisation, and of the existing opportunities for interfaces in the existing systems applications. Several document processes with appropriate access privileges and security will be implemented to reflect the required work flows and controls. For example, the Office of the Director-General will be concerned with the association of documents, their confidentiality and the tracking of tasks assigned, completed and outstanding, while the Legal Division may require the tracking of various versions of documents for authentication purposes. The volume of documents processed will grow, and appropriate enhancement, maintenance and support will be required to respond to the growing need. The electronic document management application of Verification (component of the VIS) will require continuous support to reflect enhanced indexes, workflows and corresponding security.
Archives, Document Management and Library Section
(h) Mail Clerk (GS-OL). Dfl. 75,900
The receipt and processing of mail, including faxes, is a necessary function. Every working day, a substantial amount of mail is received. Incoming mail must be sorted and distributed four times a day. The processing of outgoing mail is also essential, with the mailings to States Parties as a significant factor in the overall workload. Since September 1995, a short-term contract has provided the IS Branch with relief for this post. A fixed-term post is essential for the efficient and reliable mail service required by the organisation. An internal assessment of mail processing requirements to handle the interim accommodations identifies the need to compensate the fixed-term mail clerk by another short-term staff to enable mail functions in the Aegon building where the Verification [Department] will reside, accounting for more staff that was handled in the PTS by one mail clerk.
1997 1998
Salaries and CSC (21) 2,129,300 2,776,500
No Grade Post
1 P-5 Head of Branch
1* GS-OL Administrative Assistant
Network and Systems Section
1 P-4 Head of Network and Systems Section
1 P-3 Network and Systems Associate Officer
1 GS-PL Network Administration Support Assistant
1* GS-PL Telecommunications Technician
1* GS-PL PC Technician
Systems Application Section
1 P-4 Head of Systems Application Section
1* P-3 Database Administration Officer
1* P-3 Applications Programming Officer
(Security Non-Critical)
1* P-3 Applications Programming Officer
(Security Critical)
1* P-3 Document Management Applications Officer
1 P-2 Applications Training Officer
1 GS-OL Applications Support Clerk
Systems Security Section
1 P-4 Information Security Officer
Archives, Document Management and Library Section
1 P-2 Head of Archives, Document Management and
Library Section
1 GS-OL Archivist Clerk
1 GS-OL Library Clerk
1 GS-OL Document Management Clerk
1 GS-OL Document Management Clerk
1* GS-OL Mail Clerk
21
2.6.