|
Preparatory Commission for the Organisation for the Prohibition of Chemical Weapons |
PC-VIII/A/WP.1 (1) 15 July 1994 (English only) |
BUDGET AND PROGRAMME OF WORK
1995
VOLUME ONE
TEXT
PTS-OPCW-417
CONTENTS
PART I AND PART II BUDGETS
EXECUTIVE SECRETARY'S PREFACE
1. OVERVIEW AND INTRODUCTION
2. OFFICE OF THE EXECUTIVE SECRETARY
3. VERIFICATION DIVISION
4. TECHNICAL COOPERATION AND ASSISTANCE
5. EXTERNAL RELATIONS DIVISION
6. LEGAL DIVISION
7. ADMINISTRATION DIVISION
7.1 Office of Director of Administration
7.2 Budget and Finance Branch
7.3 Conference Services Branch
7.4 General Services Branch
7.5 Information Systems Branch
7.6 Personnel Branch
8. COMMON SERVICES NOT DISTRIBUTED TO PROGRAMMES
9. ALL PROGRAMMES
EXECUTIVE SECRETARY'S PREFACE
1. The two elements necessary for the preparation of a sound budget are a clear forward view of the continuing activities and new plans of the Organisation, and a basis of past experience as a foundation for cost projections. The newness of the OPCW means that both of these elements were lacking to a significant extent when the first two budgets of the Preparatory Commission were drawn up. The 1993 Budget was prepared within the first weeks of existence of the Secretariat and had to be based largely on intelligent guesswork. Although the 1994 Budget was prepared at a time when the Commission had been in existence for 6 months, the accounting systems were still being developed and were not able to provide historical data as a basis for budgeting to the necessary level of detail. The experience and the mechanisms for making accurate medium and long-term organisational and budgetary projections was in the early development phase. The 1995 Budget, therefore, is the first to be prepared on a reasonably secure basis. Eighteen months into the work of the Commission, it is now possible to identify in much greater detail the work which remains to be done and the shape of the future Organisation in terms of both staff and functions. We also have the capability to measure over the past 12 months our actual experience of certain factors related to personnel costs. The uncertainty over the likely date of Entry Into Force (EIF) is still a major complicating factor in planning the work of the Organisation and the historical basis is much shorter than that available to a mature organisation.
2. The Expert Group on Programme of Work and Budget requested me to take as a target, a budget which did not exceed in total for 1995 the total of Parts I and II of the 1994 Budget. The draft presented below goes only part-way to meeting this requirement. The proposed Budget totals Dfl. 68.5 million against a total for 1994 of Dfl. 56.5 million. Part I remains virtually unchanged at Dfl. 34 million. However, Part II for 1995 shows an increase of nearly Dfl. 12.5 million. The reasons for this situation lie in two principal areas. Firstly, it is not yet clear whether it will be possible to spend any of the Dfl. 7.6 million included in 1994 Part I for inspection and laboratory equipment. The full recosted equipment package (now Dfl. 8.6 million) has, therefore, been re-included in Part I 1995. Furthermore, the Secretariat has identified a requirement for nearly Dfl. 5 million of additional equipment to be available immediately after Entry Into Force and for which orders therefore need to be placed from the Part II Budget. Secondly, the Secretariat has identified a need to train 26 more inspectors than had been identified in the 1994 Part II Budget. This, combined with an increase in the length of the General Training Scheme from 18-20 weeks, has resulted in an increase of 4 million in the estimated cost of inspector training. If these items, which are outside the control of the Secretariat, are excluded, then the target can be shown to have been met. If a way could be found of either using in 1994, or freezing and transferring to 1995, the Dfl. 7.6 million for equipment in Part I, the position would be much eased. Precedents for the freezing and subsequent expenditure of unspent income exist in comparable international organisations such as the IAEA.
3. I was also asked to ensure that the staffing proposed at EIF remained compatible with the size of the building to be provided by the Host Country for the Organisation. It was suggested that the target figure, including the first group of inspectors, should be 400 persons. The present Budget, if the additional 26 inspectors proposed by the Secretariat are provided, will bring the total staff at EIF to 233 Secretariat members and 166 inspectors completing training (from a group of 186 trainees), giving a grand total of 399. It is possible that a small number of additional conference service staff (linguists) will need to be brought on board immediately following EIF to service the first Conference of the State Parties and, subsequently, the Executive Council. These are not included in the above figures.
4. A necessary cautionary note relates to the cash-flow position. The over-budgeting which resulted from the necessary caution due to lack of information at the time of drafting the 1993 and 1994 Budgets has meant that the cash-flow position remained comfortable, despite the fact that a large number of Member States have not so far paid their assessments. In 1994, our current projection for expenditure to the year end shows that we have sufficient cash in hand, but we have only received a little over three-quarters of the assessed funding. If the Budget for 1995 proves to have been much more accurately prepared, it will be necessary for all Member States to meet their obligations to provide on time the full amount of their assessments.
I.R. Kenyon
Executive Secretary
15 July 1994SECTION ONE: OVERVIEW AND INTRODUCTION
OVERVIEW
Presentation
1.1 This first volume of the 1995 Budget sets out the full Programme of Work for each division of the Secretariat and the resources required. The necessary financial budget is summarised in a set of tables and charts in Volume Two, which accompanies it. The tables in Section 1 of Volume II provide an overall summary of resources required in both money and personnel, together with an overall organisation chart. The subsequent sections 2-8 provide tables for each division in turn, giving more detail, but using the same formats. A personnel chart is included for each division indicating for each position, the grade and the budget in which it was approved if already existing, or, if this is not the case, the section of the 1995 Budget in which the request for the post is made. In both volumes, the data for Administration Division is further broken down by Branch.
1.2 The two volumes have been so organised that the numbering of each section of each volume corresponds exactly to the numbering of the relevant section in the other volume. For example, section 2 of this volume I contains analysis of the resource requirements of the Office of the Executive Secretary, while section 2 of Volume II contains tables and charts about the same Office. This pattern repeats itself throughout both volumes, and will, it is hoped, be useful to the reader.
Summary
1.3 As Table 1.1 shows, the Part I Budget for 1995 is almost the same in total as that for 1994. However, the Part II Budget shows a sharp increase.
1.4 Table 1.2 shows the Part I Budget by programme. It can be seen that the individual divisions' budgets vary only slightly from the 1994 equivalent. This was to be expected in all cases except for the Verification Division, where Dfl. 7,590,000 of non-recurring expense for the purchase of inspection and laboratory equipment should have dropped out in 1995. It now appears that this money may not be spent in 1994, and provision is made to have this re-inserted in 1995.
1.5 Tables 1.4 and 1.5 show an increase in Part II expenditure as a result of several significant factors. Firstly, proposed Verification Division expenditure is increased by some Dfl. 9 million as a result of an identified need for additional inspection equipment and an increase in the estimate for training of inspectors of nearly Dfl. 4 million. There is also a significant increase, Dfl. 2.6 million in common services not distributed to programmes. This arises largely from a provision of Dfl. 1.2 million for rent for additional premises for the Commission (this provision will be discussed with the Committee on Relations with the Host Country in advance of the meeting of the Expert Group on Programme of Work and Budget). There is also a newly identified requirement of just over Dfl. 1 million for separation benefits for PTS staff not transferring to the Organisation after EIF.
INTRODUCTION
1.6 In accordance with Article 3 of the Financial Regulations adopted at the Fourth Session of the Preparatory Commission for the Organisation for the Prohibition of Chemical Weapons on 1 October 1993 (PC-IV/23, paragraph 5.6), the Executive Secretary hereby submits the draft Budget for the Fiscal Year (FY) 1995.
1.7 The funds authorised in the 1994 Part II Budget remain available to be spent by the Executive Secretary for a period of six months after the deposit of the sixty-fifth instrument of ratification, - the "Part II trigger" - (assuming this occurs in 1994) regardless of the fact that this period may run partly into financial year 1995. The current Budget proposal includes a revised Part II to be called upon by the Executive Secretary if the Part II trigger does not occur until some time in 1995. The financial and staffing tables show the full 1995 Part II budget request but the explanatory notes highlight only the changes from the already approved 1994 Part II Budget. If the trigger occurs in 1994 after approval of the 1995 Budget the Executive Secretary will request activation of the revised Part II.
1.8 In preparing the budget estimates for FY 1995, due account was taken of the guidance offered by the Commission in the Report of its Sixth Session (PC-VI/22).
1.9 As directed in paragraph 3.2 of the Financial Regulations and paragraph 23 of PC-IV/A/WP.7, this submission follows the general tenets of a Programme Budget whereby it is "...closely linked to the Programme of Work".
1.10 The 1995 Programme of Work of the Commission has been prepared on the basis of the following documents:
(a) the Chemical Weapons Convention;
(b) the Resolution establishing the Commission;
(c) documents PREPCOM/II/WGA/WP.5 and the 1994 Budget as adopted by the Commission at its Fifth Session (PC-V/A/WP.3);
(d) "Proposed Structure for the Budget of the Commission for 1995" (Annex 2, PC- VI/A/WP.11); and
(e) the Finance Group: Report of the Second Meeting (30 May and 1 June 1994); and
(f) the Sixth Report of the Expert Group on Programme of Work and Budget (PC-V/A/WP.4).
1.11 The specific content of the Programme of Work for 1995 will depend upon progress made by the Expert Groups in completing their work during 1994 and the rapidity with which the 65th instrument of ratification is deposited. Nonetheless an extensive list of tasks has been prepared for each section of the Secretariat identifying both continuing activities and new requirements identified since the preparation of the 1994 Programme of Work, which was, of course, intended to be a comprehensive list of actions needed to complete the Commission's task ready for EIF.
1.12 The provisions for temporary assistance and consultancy have been utilised according to the following principles. Where a new post has been identified as necessary for the remainder of the existence of the Commission and where there is a likelihood that a similar post will be required in the Technical Secretariat of the Organisation, a proposal is made for placing such a new post on the establishment and the costs include Common Staff Costs. Where the post is identified as being necessary shortly before the commencement of Phase II following the deposit of the 65th instrument of ratification, the full cost of the post has been included in the Part II Budget with a provision in Part I for one or two months of temporary assistance at the equivalent grade. Similarly, posts which are identified as necessary only in the build-up to EIF, or in one case in the period prior to the commencement of Phase II, have been covered from temporary assistance and no permanent increase to the establishment is proposed. All requirements for consultancy have been reviewed to assess whether the function could be performed by the staff on the regular establishment, or whether it could be performed by a suitably qualified person on temporary appointment. "Consultancy" funds are only requested in cases where an outside company will be contracted to undertake a definite piece of work which cannot be accommodated in the aforementioned ways.
Primary assumption
1.13 All Member States of the Commission are committed to an early entry into force of the Convention.
Objectives
1.14 The objectives listed in PC-V/A/WP.3, paragraph 2.3, remain in force. Objectives may apply to more than one division. The 1994 Programme of Work for the Commission identified the objectives which have to be accomplished by Entry into Force (EIF) of the Convention. These objectives are set out in the introductory text for each division in sections 2 to 8 below.
Revised basic assumptions having budgetary implications
1.15 Listed below are the basic assumptions (a revision of those appearing in PC-V/A/WP.3) which should form the basis for elaborating the 1995 Programme of Work and Budget of the Commission:
(a) for budgetary planning purposes it is assumed that on the one hand deposit of the 65th instrument of ratification might occur before 1 January 1995 whilst on the other hand it might not occur until after 30 June 1995;
(b) the United States of America and the Russian Federation will deposit their instruments of ratification prior to EIF;
(c) States which possess or have under their jurisdiction or control the majority of declarable facilities will deposit their instruments of ratification prior to entry into force (EIF);
(d) the bilateral agreement of June 1990 between the Russian Federation and the United States of America on destruction and non-production of chemical weapons will be in force and in the process of implementation at EIF. The Commission will recommend that the Organisation decide, pursuant to Article IV, paragraph 13 and Article V, paragraph 16, of the Convention, to limit verification by the OPCW to measures complementary to those to be undertaken under this agreement;
(e) the Budget of the Commission for 1995 will be sufficient to permit the Commission and the Secretariat to complete the Programme of Work and complete preparations for Phase II;
(f) the projected Budget figures for 1995, when taken with the 1994 Part II Budget approved by the Commission at its Fifth Session and the proposed supplement thereto, will be limited to the minimum needed for the preparation for the effective implementation of the Convention. The 1995 estimates will be based on resource requirements needed to conduct Commission activities in an efficient, effective and economical manner through the new Budget year;
(g) new staff for the Secretariat in 1995 will be appointed at the lowest grade at which personnel with suitable qualifications and experience are able to 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 the recruitment of general services and manual worker categories of staff;
(h) appointment of professional personnel under the 1995 Programme of Work and Budget will take into account the current situation in the Secretariat and the views expressed at the Third and Fourth Sessions of the Commission with respect to the personnel policy, in the light of the recommendation in paragraph 7 of the Report on Staff Regulations (PC-IV/A/WP.5) that due regard will be paid to the importance of properly applying Staff Regulation 4.2 concerning the requirement of recruiting the staff on as wide a geographical basis as possible;
(i) the procurement of equipment will be made on a competitive basis, taking into account the relevant Financial Regulations, in particular Article 10.5 (PC-IV/A/WP.4);
(j) appropriate arrangements will be developed in order to facilitate the transition from the operations of the Provisional Technical Secretariat (PTS) to those of the Technical Secretariat (TS); and
(k) assessed contributions will be available by January 1995.
Detailed assumptions with budgetary implications
1.16 The section comparable to this one in PC-V/A/WP.3 contained costing criteria and detailed assumptions of the budgets of certain divisions and branches. The costing criteria remain, but the detailed assumptions, if any, of divisions and branches, have been transferred to the respective sections of the Budget dealing with individual units of the Secretariat. Consolidating all the relevant information in individual sections should make for easier reference.
Costing
1.17 Budget proposals for the salaries and common staff costs are based on standard costs which have been recosted in light of actual statistical data with regard to the average salary step and the average number of dependants within the professional and the general service staff, the weighted average standard costs of GS-other levels general services staff, the percentage of international recruits within the general service staff, and the average cost of each element of the common staff costs.
1.18 The standard salary costs were calculated on the basis of the prevailing salary scales of the United Nations Common System. For the staff of the professional and higher categories, separate standard costs for each level from P-2 to the highest level ASG were calculated at the average step IV. In respect of the general service category of staff, only two standard salary rates were calculated at the average step III, one for the "principal level" at the level GS-6 and the other at the "other levels" representing the weighted average salary cost of levels GS-2 to GS-5.
1.19 Separate standard costs are provided for common staff costs which are comprised of recurrent and non-recurrent allowances. The recurrent elements are dependency allowance, education grant (including travel), home leave travel, rental subsidy and the contributions of the Commission for the Provident Fund and to the medical insurance plans. The non-recurrent common staff costs are the costs payable by the Commission for the employment of internationally recruited staff. They consist of cost of travel on interview of short-listed candidates, travel on appointment of the selected candidate and his dependants, assignment grant and the cost of removal of household effects. Separation costs have been placed in a separate provision (see below).
1.20 The common staff costs have been computed on 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 a half; and
(b) 5% of the GS posts are considered international recruits with the entitlements that this status entails.
1.21 A provision for separation benefits has been computed on the assumption that 20% of the staff of the Commission will not continue their employment with the OPCW. The provision is included in Part II of the 1995 Budget under the heading of common services not distributed to programmes. It is comprised of repatriation grants, cost of removal of household effects, travel on separation and commutation of annual leave.
1.22 With regard to budget proposals other than staff costs, actual costs prevailing in the market were obtained to the extent possible in order to arrive at reasonably accurate figures. The point of departure has been the stated requirements based on detailed assumptions of each programme/division. For example, for travel programmes, wherein area destination and approximate durations have been the basis of calculations, costing has followed presently prevailing air tariffs and travel entitlements. The cost of air travel will be budgeted at full fare economy class for trips of less than 14 hours duration. For trips of more than 14 hours' duration, a stopover would be authorised.
1.23 The costing of budgetary provisions for 1995 has taken into account the following percentage increases for inflation projected for the Netherlands by the Dutch Central Plan Bureau and for major countries in Europe, North America and Asia by an economic forecast prepared by the Chase Manhattan Bank:
3% on local procurement of supplies, equipment and services;
3% on international procurement of supplies, equipment, services and travel;
3% on salaries and common staff costs of all staff; and
3% on provisions for other resource requests.
Format
1.24 In order to improve the clarity and transparency of the presentation of the resource requirements, a new table format has been introduced for use in the 1995 and all future Programmes of Work and Budget of the Organisation.
1.25 The resource requirements are analysed in 10 columns, as follows:
(a) Column 1 shows the main types of expenditure by programme or branch (for Administration Division) under which resources are requested and approved;
(b) Column 2 shows the current year's (1994) budget allotments by type of expenditure as approved by the Commission;
(c) Column 3 shows the adjusted current year's budget allotments after transfers have been made from the approved budget allotments;
(d) Column 4 reflects the cost effect attributable to the recosting of the approved or adjusted current year's budget at revised cost rates applicable to the next year's (1995) budget. It includes such items as changes resulting from the revision of assumptions for the calculation of salary and common staff cost standard costs and other costs and excludes non-recurrent items which were included in the current year's budget;
(e) Column 5 shows the effect attributable to inflation;
(f) Column 6 shows the sum of columns 4 and 5;
(g) Column 7 shows the effect of actual growth (positive or negative);
(h) Column 8 shows the sum of columns 6 and 7;
(i) Column 9 shows the total increase or decrease in percent of the approved or adjusted budget of the current year; and
(j) Column 10 shows the budget estimate or proposal for the next year (1995) as the sum of column 2 or 3 (whichever applies) and column 8.
1.26 The table "Analysis of Resource Requirements" is supplemented by a table providing a break-down of the 1995 Budget proposals into recurrent and non-recurrent costs. This table is also new and will henceforth be included for each programme.
Revision to basic assumptions for Part II
Legal Division
1.27 The staffing requirements foreseen in Part II of the 1995 Budget are based on the assumption that bilateral and other agreements designed to implement the Convention will be conducted in only one authentic text from among the official languages of the OPCW.
SECTION 2. OFFICE OF THE EXECUTIVE SECRETARY
Objective
2.1 To provide full support to the Commission in all aspects of preparation for the entry into force of the Convention including recruitment and training of staff; development and, where appropriate, implementation of technical and administrative procedures; and procurement of equipment.
Programme of Work (Part I and Part II)
2.2 The following Programme of Work is to be performed by the Office of the Executive Secretary:
(a) Administer work programmes and budgets approved by the Commission;
(b) Direct and manage the Secretariat in its work in implementing such programmes and budgets;
(c) Make recommendations to the Commission on appointments to senior management positions and directly appoint all other necessary staff; and
(d) Conduct internal audits of the Secretariat.
Part I resource requirements
Personnel appropriations
2.3 No new posts are required. In order to assist the Commission to perform the function of internal auditor, the Executive Secretary recommends that the Budget provide Dfl. 6,200 to contribute to the travel costs between The Hague and the home base of an Auditor on loan from a Member State for six months of 1995.
Dfl. 6,200
Other Part I appropriations: official travel
2.4 By virtue of their positions, the Executive Secretary and Deputy Executive Secretary receive invitations from Member States, international organisations, and other entities, which require travel to represent the interests of the Commission and the Secretariat. The amount requested, Dfl. 118,500, remains the same as last year, with an adjustment for inflation.
Dfl. 118,500
Part II resource requirements
Personnel appropriations
2.5 Two new posts are required.
(a) Secretary for the Policy-Making Organs of the OPCW (P-5)
An experienced person at P-5 level will be required to prepare all documents and papers for consideration and decision by the Conference of the States Parties, the Executive Council, and other bodies which may be established, such as the Scientific Advisory Board. The Secretary should be on duty at the earliest stage of Phase II to enable him to be fully informed in terms of substance and procedure in preparing for EIF and to be able to operate effectively immediately after EIF. The Secretary will liaise with relevant PTS departments, including Conference Services, to coordinate their substantive involvement and to provide assistance and support to the Executive Secretary, as required. A comparable position exists in the office of the Director-General of the International Atomic Energy Agency. It is proposed that the person should begin his or her duties at EIF minus 90 days.
(b) Secretary (GS-OL)
This post is required to provide secretarial support to the Secretary for the Policy-Making Organs of the OPCW, as well as to other professional category staff members of the Office of the Executive Secretary who currently lack secretarial support. It is proposed that the person should begin his or her duties at EIF minus 90 days.
Other Part II appropriations
2.6 No other resources are required.
SECTION 3. VERIFICATION DIVISION
Overview
3.1 The Division is responsible for assisting the Commission with the development of all procedures and the establishment of all capabilities required to verify compliance with the Convention upon its entry into force.
Responsibilities
3.2. The Division derives its responsibilities from the following provisions of the Paris Resolution: paragraphs 1; 8(c) and (d); 10 (d) and (g); 11 (a) and (b); 12 (a), (e), (f), (g), (h), (i), (j), (k), (l), (m), (n), (o), (p), (q), (r), (s), (t), (u), (v) and (w); 15; 16; and Annex 3, paragraphs 10, 11 and 12. All of these are closely linked to the implementation of the Convention after its entry into force, in particular to Articles I, II, III, IV, V, VI, VIII, IX, and XV; the Annex on Chemicals; the Annex on Implementation and Verification ("Verification Annex"); and the Annex on the Protection of Confidential Information ("Confidentiality Annex").
Objectives
3.3 Mandated Objectives (PC-V/A/WP.3)
(a) Fully trained inspectors and inspection assistants;
(b) List of inspection personnel for designation;
(c) List of inspection equipment ready for approval;
(d) Procedures and equipment ready for on-site monitoring;
(e) Equipment store in place, bulk of inspection equipment acquired;
(f) Maintenance procedures and guidelines established;
(g) All model facility agreements completed;
(h) All declaration formats and guidelines completed and ready for despatch;
(i) All guidelines required for verification activities finalised and draft inspection manuals completed;
(j) Calibration procedures and personnel in place;
(k) OPCW logistics plan finalised;
(l) Complete build-up of the OPCW Laboratory;
(m) Operations Centre fully operational;
(n) Health and Safety Office fully operational;
(o) Rules for transportation of samples finalised;
(p) All guidelines for handling of confidential information completed; and
(q) Classification system for confidential information in place.
Programme of Work
3.4 The Programme of Work for Phase 1 in 1995 will comprise eight main elements, as follows
(a) Declaration procedures
This element in the Programme of Work (paragraph 12 (a) of the Paris Resolution) embraces the following components:
(i) Finalise all declaration handbooks and forms and accompanying instructions and implement data structures and client applications for data management for:
Chemical Weapons (CW) storage facilities;
CW production facilities and their destruction or conversion;
CW destruction facilities;
Schedule 1 facilities;
Schedule 2 facilities;
Schedule 3 facilities;
Other chemical production facilities;
Riot control agents;
Past CW development activities;
Destruction of CW and chemical weapons production facilities (CWPFs); and
Provision of detailed facility information;
(ii) Conduct further trial declaration exercises; and
(iii) Conduct test-runs of the functioning of the initial phase-in of the OPCW IMS system.
(b) Model facility agreements
This element in the Programme of Work (paragraphs 12 (i) and (r) of the Paris Resolution), carried out with the assistance of the Legal Division, embraces the following components:
Finalise model facility agreements and the development of procedures for their use for:
- CW storage facilities;
- CW production facilities;
- CW destruction facilities;
- Schedule 1 facilities;
- Schedule 2 facilities; and
- Schedule 3 facilities (optional).
(c) Confidentiality
This element in the Programme of Work (paragraphs 12 (u), (v), and (w) of the Paris Resolution and the Confidentiality Annex), carried out with the assistance of the Legal Division, the Information Systems Branch and the Security Branch, embraces the following components:
(i) Compile the final draft of all guidelines related to the handling of confidential information (procedures and regulations for accepting, processing, filing and storing, procedures in case of breach or alleged breach, release procedures, and clearance procedures for access); and
(ii) compile administrative directives to implement the OPCW Policy on Confidentiality.
(d) Verification activities
This element in the Programme of Work (paragraphs 12 (a), (f), (j), (k), (l), (m), (n), (o), (p), (q), (s), (t) of the Paris Resolution, and the Verification Annex) embraces the following components:
(i) Finalise all guidelines and procedures for verification activities including provisions for inspection frequencies at declared facilities:
CW storage facilities;
CW production facilities;
CW destruction facilities; and
Schedule 1 facilities.
(ii) Fine tune inspection report (initial/draft and final) formats for:
CW storage facilities;
CW production facilities;
CW destruction facilities;
Schedule 1 facilities;
Schedule 2 facilities;
Schedule 3 facilities;
Challenge inspections;
Investigations of alleged use of chemical weapons; and
Old and abandoned chemical weapons.
(iii) Conduct visits to various types of facilities to refine and finalise development of procedures, report formats, etc.;
(iv) Conduct visits to CW destruction facilities to discuss the detailed arrangements for transitional verification arrangements;
(v) Finalise drafts of inspection manuals;
(vi) Maintain contacts with the chemical industry;
(vii) Contribute, where appropriate, to regional seminars;
(viii) Compile appropriate databases for the support of verification activities;
(ix) Finalise (with the assistance of the Legal Division) with appropriate Member States the detailed arrangements for the conduct of complementary verification;
(x) Finalise (with the assistance of other divisions) administrative arrangements for the conduct of inspections, including procedures for use of scheduled and non-scheduled flights, transport of inspection equipment, etc.;
(xi) Initiate preliminary inspection planning for the first months after EIF;
(xii) Finalise criteria for toxicity, corrosiveness and other technical factors to assess the risk of converted CW production facilities; and
(xiii) establish a quality assurance (QA)/quality control (QC) regime for the Division.
(e) Inspection equipment
This element in the Programme of Work (paragraphs 10 (g) and 12 (e) of the Paris Resolution) embraces the following components:
(i) Finalise the draft list of inspection equipment for consideration and approval by the First Conference of the States Parties;
(ii) Finalise the development of maintenance and calibration procedures for inspection equipment;
(iii) Finalise procedures for the installation, monitoring, repair and physical security of on-site monitoring equipment;
(iv) Assist the Administration Division with the procurement of inspection equipment, approved by the Commission as part of the 1994 Budget, intended to support the conduct of training courses and inspection activities immediately after EIF; and
(v) Establish the OPCW Equipment Store.
(f) Recruitment of technical support staff
This element in the Programme of Work (paragraphs 8 (c) and 10 (d) of the Paris Resolution), carried out with the Legal and Administration Divisions, embraces the following components:
(i) Finalisation of employment terms and conditions for inspectors;
(ii) Select the inspector/inspection assistant candidates;
(iii) Select staff for Phase II posts in the Verification Division;
(iv) Review the certification of national training programmes; and
(v) Develop training materials for trainees and, where resources permit, assist with instruction in national training courses.
(g) Analytical services
This element in the Programme of Work (paragraph 12 (h) of the Paris Resolution) embraces the following components:
(i) Conduct inter-laboratory comparison tests;
(ii) Compile the OPCW Compound Spectral data base;
(iii) Finalise screening/validation procedures of designated laboratories;
(iv) Assemble network of designated laboratories;
(v) Develop procedures for the security, integrity, and preservation of the confidentiality of samples;
(vi) Finalise the build-up of the OPCW Laboratory; and
(vii) Assist the Administration Division in the procurement of all approved OPCW Laboratory equipment.
(h) Health and Safety
This element in the Programme of Work (paragraph 12 (g) of the Paris Resolution) embraces the following components:
(i) Finalise health and safety documentation and procedures;
(ii) Establish hazard database (including occupational exposure limits);
(iii) Establish database on health information of Member States for planning of inspections;
(iv) Establish medical criteria for substantiation of alleged use of chemical weapons; and
(v) Assess the medical suitability of inspector candidates and Phase II staff.
Part I resource requirements
3.5 Personnel appropriations: current situation
3.5.1 The authorised strength for the Division in Phase 1 in the 1994 Budget was 38 posts. Fourteen of these were so-called EIF minus 7 months posts, i.e. full funding for them was provided from June 1994 (EIF minus 7 months) onwards. At its Sixth Session, the Commission authorised filling three of these fourteen EIF minus 7 month posts on an immediate basis.
3.5.2 Of the 27 posts now authorised for filling in Phase I, 23 are currently occupied and action is underway to recruit the remaining four.
3.6 Proposed modification to approved staff allocation
3.6.1 In the light of the reevaluation of the role and functions of the OPCW Laboratory, it is proposed to downgrade the position of the Head of the OPCW Laboratory from P-5 to P-4.
3.6.2 It is proposed to make the following changes in 1995 to the remaining eleven EIF minus 7 month posts:
Deletions
one P-3 Training Officer (National Authorities/PTS)
one P-3 Training Officer (Trainee recruitment and evaluation).
Temporary assistance
3.6.3 Temporary assistance will be required to deal with the establishment of terms and conditions for inspectors, the assessment of the applications, and the recruitment, including interviews, of inspector candidates for training. To date, the Secretariat has received over 1050 applications from citizens of 62 Member States for the positions of inspectors and inspection assistants advertised in January 1994. Many more are expected. Assessing the applications and carrying out the initial screening is already proving to be a time-consuming task which has required the engagement of a consultant during the current financial year. If the 65th ratification is not deposited during the current year, it will be necessary to continue this work into 1995 as the list of inspector candidates for training will need to be continuously reviewed and updated. The work will become particularly intense in the period immediately prior to the 65th deposit when successful candidates will have to be alerted and informed of practical arrangements. It is proposed that for this purpose, provision should be made for the temporary recruitment of a member of staff at a senior and experienced level. It is estimated that the financial resources required will be the equivalent of one P-5 salary for six months. In summary, the incumbent will, in cooperation with relevant units and personnel in the Verification and Administration Divisions, coordinate the Secretariat's development of the technical, administrative, and logistical aspects of the preparation of the timely establishment of the first group of inspectorate trainees.
Dfl. 75,900
3.6.4 In the 1994 Part I Budget several posts were identified as authorised for filling one month before the end of the Phase I period. This had the result of distorting the Budget, as an arbitrary date for costing the position had to be included. To avoid the problem it is proposed to include those posts in the establishment for Part II with full recruitment costs for Part II of the Budget. In Part I of the Budget 27 person/months under General Temporary Assistance are included to facilitate the actual recruitment of the following posts a few weeks before the deposit of the 65th instrument of ratification (3 at P-4 level, 1 at P-2 level, 5 at GS-OL level).
Dfl. 182,800
Sub-total: Dfl. 258,700
3.7 Other Part I appropriations
Official travel
3.7.1 The estimate under official travel of staff (Dfl. 290,000) is slightly higher than in 1994. It is designed to cover the cost of air tickets, daily subsistence allowances and terminal expenses in support of travel undertaken in accordance with the Programme of Work. It thus includes travel connected with the following activities:
(a) Inter-laboratory comparison tests (4 trips, 3 days' duration)
The Secretariat is responsible for co-ordinating the programme of inter-laboratory comparison tests. It will therefore be necessary for the Secretariat to oversee on a selective basis sample preparation procedures and the evaluation process as well as discuss the results of the inter-laboratory comparison tests with the relevant laboratories involved in sample preparation and evaluation of the results. The requirement is for 4 trips, proportionate to the number of inter-laboratory comparison tests planned for 1995 (four).
(b) Health and Safety Office (6 trips, 3 days' duration)
Six trips need to be made by the Health and Safety Office. Most trips will cover several activities in each place visited. These activities are: collection of health information on Member States (review commercial and non-commercial databases), assessment of medical evacuation options (review services available in region), establishment of OPCW exposure limits (discuss limit variations in specific countries), and establishment of hazard computer database (take up offer by the International Labour Office for the Safety Officer (Information) to make use of its database).
(c) Direct contacts with the chemical industry (5 trips, 3 days' duration)
This activity will be carried out as part of the industry outreach programme conducted under the auspices of the Secretariat's Inter Divisional Industry Outreach Task Force headed by the External Relations Division. It is therefore intended to broaden the Secretariat's knowledge about the industries and facilities covered under the Convention and to apprise industry of the detailed requirements for the implementation of the CWC. For budget purposes it is assumed that the five trips planned will be to the five geographical regions.
(d) Regional seminars (10 trips, 4 days' duration)
Currently 6 regional seminars are planned for the last six months of 1994. It is expected that approximately the same rate of activity will be maintained in 1995. The Verification Division is therefore expecting to participate at least in 10 such seminars next year to provide participants with technical advice and guidance on issues related to the implementation of the Convention.
(e) Quality Assurance/Quality Control (QA/QC) programme (4 trips, 4 days' duration)
This request is intended to cover visits to laboratories which apply to become OPCW designated laboratories, to check, inter alia, on their QA/QC procedures and, if necessary, to assist with the development of such a regime for the OPCW Laboratory,
(f) Trial declaration exercise (5 trips, 3 days' duration)
Five trips to five regions are planned for the purpose of holding discussions with the participants of the trial declarations exercise upon its completion. The purpose is to identify areas of difficulty that signatory States, and in particular, developing countries may have with filling out declaration forms, as well as identifying facilities subject to declarations under the CWC. Follow-up discussions will facilitate the development of the declarations processing procedure, and will ensure the consistency of data tables and data fields used.
(g) Visits to declarable facilities (10 trips, 4 days' duration)
Working visits to declarable facilities are required to clarify the practical implications of the verification regime and to improve and adjust where necessary the contents of the Inspection Manual and Inspection Procedures prior to the initiation of inspector training. Current planning is that this provision will involve five 2-person trips to five major types of facilities (chemical weapons storage facilities (CWSFs), chemical weapons production facilities (CWPFs), chemical weapons destruction facilities (CWDFs), and Schedule 1, and Schedule 2 and 3 facilities) subject to the verification regime under the Convention.
(h) Remainder of the Programme of Work of the entire Division (14 trips, 4 days' duration)
This line item is planned at almost half the level of the 1994 Budget, as the Verification Division's travel requirements become more programme-specific. It is to enable senior officers of the Division to undertake activities not included in the programme above, such as to respond to invitations to visit Member States and to accept invitations to attend arms control conferences and seminars.
Total: 58 trips Dfl. 290,000
Consultants
3.7.2 The consultancy provision (Dfl. 100,900) is reduced by Dfl. 47,900 from the provision in the 1994 Budget. The reduction resulted from the completion of certain tasks or from the ability of staff members to perform the functions. Consultancy fees in the Netherlands are typically of the order of Dfl. 245 per hour, and the provision is for 400 hours of consultancy, with an inflation adjustment of 3%. Consultants would be engaged to assist the Secretariat to complete specific tasks only when in-house expertise is not available. Such tasks could include, inter alia:
(a) finalisation of the layout of inspection manuals, training materials, declaration forms and handbooks, attachments for model facility agreements and other materials, by employing a professional designer to advise on their "user friendliness";
(b) development of IMS client applications for the processing of verification data, to include e.g. data input applications for declarations to be submitted by Member States, applications for the generation of inspection reports, facility agreements and other structured verification data;
(c) compilation of data from appropriate databases for inclusion in the chemicals handbook and in part of the IMS, to include data on chemical nomenclature, health and safety information, physical, chemical and toxicological properties and other data. Appropriate databases might include: CAS, Chemical Business News Base, Chaminform RX, Chemical Industry Notes, Chem Sources, CSOR), Gmelin, Phar, Beilstein Online, Derwent World Patents Index, IRPTC, NIOSH, ILO. Furthermore, data made available by interested Member States will be included;
(d) assistance with the development of QA/QC procedures for the Verification Division; and
(e) assistance in the development of requirements for OPCW Laboratory design, equipment stores including maintenance and calibration facilities, assistance in compliance with Dutch construction and chemical operation permits requirements.
Total Dfl. 100,900
Equipment: inspection (and Equipment Store)
3.7.3 The amount contained in the 1994 Budget for procurement of inspection equipment and associated development and running costs was Dfl. 6,500,020. This equipment was intended to support the conduct of "training courses and inspection activities immediately after EIF". The procurement cycle for some items of this equipment is estimated to be 7 months after market surveys begin.
3.7.4 In view of the current uncertainties over the point at which Phase II will commence, the possibility exists that the funds authorised in 1994 may not be spent. The provision for equipment in the 1995 Budget will be for that equipment needed for the efficient conduct of inspector training in Phase II, and is included in Attachment 1 to this section. Included in that Attachment is the basis for costing the procurement of this equipment. There is also a request in Phase II of the 1995 Budget for the procurement of items of approved inspection equipment additional to those authorised in this section of the Budget to support the conduct of inspection activities in the first six months after EIF. This request is outlined in detail in the Phase II budget document.
Inspection Equipment
Basic cost (Attachment 1) at 1994 prices Dfl. 5,538,813
3% inflation Dfl. 166,164
Basic cost (Attachment 1) plus 3% inflation Dfl. 5,704,977
Shipping, delivery and installation (15 %) Dfl. 855,747
Running costs (10 %) Dfl. 570,498
Development costs (6 %) Dfl. 342,299
Sub-total Dfl. 7,473,521
3.7.5 The rent, heating, maintenance and other running costs associated with the OPCW Equipment store will not be covered by the Host Country and, therefore, will have to be borne by the Commission. The monthly rent for the Store, to include running costs (heating and maintenance) will be Dfl. 4,500.
Equipment Store
Annual rent (including running costs and 3% inflation) Dfl.55,620
Total Dfl. 7,529,141
Laboratory (analytical services and the OPCW Laboratory)
3.7.6 The annual costs for the rent, heating, maintenance, other running costs and services associated with the OPCW Laboratory in 1995 will not be covered by the Host Country and, therefore, will have to be borne by the Commission. The monthly rent for the OPCW Laboratory, to include running costs (gas, electricity, water, central gas supply, cleaning, routine maintenance) will be Dfl. 3,500. The annual cost for consumables to be borne by the Commission is estimated at Dfl. 20,000.
OPCW Laboratory
Annual rent (including running costs and 3 % inflation) Dfl. 43,260
Consumables plus 3% inflation Dfl. 20,600
Sub-total Dfl. 63,860
3.7.7 Support for inter-laboratory comparison tests. At its Sixth Session, the Commission adopted the criteria for designation of laboratories by the Organisation. It decided, inter alia, that this would include regular participation and successful performance in inter-laboratory proficiency tests (paragraph 6.4 (c) of PC-VI/22). It is assumed that the current practice of inter-laboratory comparison tests being conducted under the Commission's auspices will be continued.
(a) For planning purposes, it should be assumed that four such tests will be carried out in 1995. Each test will involve the following functions:
(i) preparation of the samples and shipping them to up to 25 participating laboratories; and
(ii) evaluation of the results and preparation of a report for circulation to the participating Member States.
(b) The costs to laboratories of Member States participating in inter-laboratory comparison tests, including the cost set out in paragraph 3.7.7 (a) above, will be borne by the laboratories participating in the tests. A provision will be made in the Budget proposals for the Technical Cooperation and Assistance Division for assistance, if necessary, to laboratories in developing countries to participate in these tests.
3.7.8 Equipment sufficient for the OPCW Laboratory to fulfil its role of providing support to the inter-laboratory comparison tests and subsequently also to play its quality assurance role for designated laboratories will be needed by early 1995.
3.7.9 The estimated costs of equipment for the OPCW Laboratory and associated running and development costs contained in the 1994 Budget remain at Dfl. 1,090,380. This amount has already been approved by the Commission in the 1994 Budget. In view of the current uncertainties over the point at which Phase II will commence, the possibility exists that the funds authorised in 1994 may not be spent. Accordingly, the same amount plus 3% for inflation is requested for 1995 (the basis for costing the procurement of equipment is shown in Attachment 1).
Laboratory Equipment - sub-total Dfl. 1,123,100
Total Dfl. 1,186,960
Training
(i) Inspection requirements
3.7.10 The detailed assumptions in relation to inspection requirements in the first year after entry into force are set out in Attachment 2. They have undergone only minor changes to the inspection requirements set out in the 1994 Budget approved by the Commission at its Fifth Session. These minor changes do not in themselves affect resource requirements for Phase I for 1995.
(ii) Selection of training courses
3.7.11 The principal criteria for selecting training courses from amongst those offered by Member States shall be cost effectiveness and the quality of training offered. The Secretariat has prepared and circulated to Member States that have offered training courses a comprehensive course certification questionnaire soliciting a wide variety of information on the facilities, instructors, course content, etc., including their cost implications.
3.7.12 The following options in regard to reimbursement for certified training courses offered by Member States are envisaged:
(a) training courses free of charge for the Commission excluding remuneration, comprehensive insurance and international travel for the trainees;
(b) training courses free of charge for the Commission excluding remuneration, accommodations and meals, comprehensive insurance and all travel for the trainees;
(c) training courses to be reimbursed in part; and
(d) training courses to be reimbursed fully by the Commission.
(iii) Selection of inspector/inspection assistant trainees
3.7.13 The Secretariat will be responsible for the selection of inspector/inspection assistant trainees from candidates offered by Member States and for their training (element (f)(ii) in the Programme of Work, to be carried out in conjunction with the Administration Division). As part of the selection process, the Secretariat will interview all short-listed candidates in person. An amount for this purpose has been included in the Budget proposals for the Administration Division.
3.7.14 The number of inspector/inspection assistant candidates engaged in training courses will be higher than the number of inspection personnel required, to account for a normal drop-out rate during the course. It is therefore assumed for budget purposes that 160 [186] inspector/inspection assistant candidates will undergo training at EIF minus 5 months and will complete their training by EIF.
3.7.15 The following criteria will apply in the selection process prior to actual training. Candidates must have, in the judgement of the Secretariat, the necessary background and experience to complete successfully inspector/inspection assistant training and be employed as inspectors/inspection assistants. They will be required to pass the appropriate medical examinations before commencing the training courses. These medical examinations must be conducted in accordance with the approved OPCW Health and Safety Policy Statement.
3.7.16 The process of identification of trainees commenced at the end of January 1994. Interviews will take place in the period 120-90 days prior to the start of training. Selection of inspector/inspection assistant trainees by the Secretariat, which will include medical screening of selected candidates, will be completed no later than 90 days prior to the start of training. For this process to proceed smoothly, appropriate staff in other areas (e.g. personnel, finance, data management, health and safety) will need to be recruited and in place no later than 120 days prior to the start of training.
(iv) Selection of Phase II staff
3.7.17 During Phase I the Secretariat will initiate selection of candidates for posts in the Division in Phase II which were authorised by the Commission and would have to be filled in the first two to three months after the start of Phase II (element (f)(iii) in the Programme of Work, to be carried out in conjunction with the Administration Division).
Health and Safety
(a) Databases
3.7.18 The Health and Safety Office will establish and maintain a comprehensive chemical hazards database on scheduled chemicals and other hazardous chemicals and non-chemical hazards (paragraphs 5.1.2 and 5.1.3 of the approved Health and Safety Policy Statement, PC-VI/B/WP.10). The database will also include relevant health and safety information from Member States (ibid., paragraph 5.3.2 (a)). Costs of this item have been included in the IMS budget.
3.7.19 The Health and Safety Office will also maintain, in conjunction with the External Relations Division, a database of prevailing health conditions and existing medical facilities in Member States in order to plan for the safe conduct of inspections (paragraph 5.3.3 (a) of the approved Health and Safety Policy Statement, PC-VI/B/WP.10). This will require subscription to one or more commercial databases of this kind. Provision has been made for this in the Information Services Branch budget.
(b) Medical treatment
3.7.20 The Health and Safety Office will make the following provisions in relation to medical treatment in the budget of the Personnel Branch:
(a) for the Secretariat offices in The Hague: limited first aid; and
(b) for Secretariat staff travelling away from The Hague on duty: vaccinations, travellers' medical kits, and provision for medical evacuation.
(c) Medical examinations
3.7.21 A provision for this is included in the appropriate part of the budget for the Administration Division.
(d) Health and Safety Library
3.7.22 No provision was made in the 1994 Budget for a Health and Safety Library. This is necessary for reference for the preparation of Health and Safety Regulations and Guidelines and Treatment Protocols in Phase 1. While specialist reference texts on such subjects as tropical medicine, toxicology, occupational exposure levels, occupational medicine, occupational hygiene are available from other libraries in The Hague and elsewhere, these references will be required after EIF for the provision of medical and health and safety advice at all hours to inspection teams in the field. Thus it is clear that the OPCW will require its own intrinsic Health and Safety Library that can be accessed at any time. An amount of Dfl. 5,200 is proposed for this activity. There will be modest recurrent annual costs, as updates to this information will be required from time to time.
Total Dfl. 5,200
VERIFICATION DIVISION (PART II)
Phase II - Programme of Work (revision of PC-V/A/WP.3, Annex 1, paragraph 3.2).
3.8 The following Programme of Work will be implemented in Part II:
(a) Complete the training of the first group of inspector trainees and selected Verification Division staff;
(b) Establish the Operations Centre;
(c) Procure any additional equipment needed for inspections during the first six months after EIF;
(d) Complete the transition to the EIF structure of the Verification Division;
(e) Prepare all necessary material for the First Conference of the States Parties, including:
(i) verification-related components of the OPCW Budget;
(ii) approved list of equipment; and
(iii) all verification-related guidelines required under the Paris Resolution; and
(f) Draw up a list of inspectors/inspection assistants for designation for routine and challenge inspections for the Director-General to submit to the States Parties shortly after EIF.
3.9 Part II resource requirements
Personnel appropriations
3.9.1 A number of changes are proposed to the Part II recruitments authorised by the Commission in its 1994 Budget. It is proposed to increase the number of posts recruited in Phase II by: the creation of the new posts in Phase II which were part of the Division's original proposals for recruitment at EIF, but which were struck out of the 1994 Budget on the understanding that they will be considered by the Commission again later as part of the first draft OPCW budget request; and to offset partially the increase by the elimination of seven posts already approved by the Commission for recruitment. The net effect of these changes, if approved, will be to increase the number of staff to be recruited to the Division in Phase II by 4, to a total of 71, from the total of 67 posts approved by the Commission at its Fifth Session. The proposed changes are as follows:
Nine "EIF minus 7 months" posts financed in Phase I through temporary assistance budget
3.9.2 These include the nine posts initially approved by the Commission in the 1994 budget for recruitment at EIF minus 7 months. These posts have been deleted from the 1995 Phase I structure and their recruitment at EIF minus months will be financed prior to the initiation of Phase II from the Temporary Assistance budget contained in the Administration Division's request for Phase I 1995 (see paragraph 3.6.4). Therefore, full funding for these posts already authorised in the 1994 Budget should commence at the start of Phase II.
New Posts (eleven)
The Health and Safety Office (four)
3.9.3 The proposal is to establish the Health and Safety Office with the structure recommended by the Expert Group on Safety Procedures and approved by Working Group B at the Fifth Session of the Commission (paragraph 7.4 of PC-V/B/10), adjusted to take into account the evolving requirements of the Commission. Thus the original structure of 13 will be reduced to 11. One of the additional four posts requested in Phase II - GS-OL Clerk (Data Processing) - will be created by transferring an approved 1994 Phase II GS-OL position from the Information Validation Section in the Declarations and Confidentiality Branch to the Health and Safety Office. Therefore, the net increase will amount to three new posts. The following posts, including the transferred GS-OL post, will need to be created:
(a) Occupational Hygienist (P-4)
The tasks of this officer will include carrying out of measurements of hazards on inspections to assess compliance with the OPCW exposure standards for inspectors. The person will be expected to be able to work effectively immediately on EIF. In order to do this the sophisticated occupational hygiene equipment (once purchased) will have to be properly calibrated and tested. Thus the suggestion is to move the engagement dates for this post from EIF to EIF minus 3 months to allow time for this.
(b) Nurse (GS-OL)
The Nurse will provide support to the medical officer on clinical matters. The person's duties will include assisting with routine medical examinations, carrying out vaccinations, maintaining vaccination records, updating information on vaccination requirements for different countries, and providing basic first aid. The person will have to give vaccinations to the trainees who will become inspectors at EIF. To take proper effect, vaccinations will have to be given to inspectors well before EIF. This person must be engaged at EIF minus 4 months, i.e. before the start of Module 3 training, rather than at EIF. Some of the vaccinations required for some countries are not readily available from Dutch clinics, or in the country of recruitment of individual inspector trainee candidates. It is thus important that the OPCW has the in-house ability to give whatever vaccinations are deemed necessary. The occupant of the post will also provide support to the Senior Medical Officer on occupational health matters for OPCW staff and inspectors. These duties will include assisting with occupational health examinations and counselling, biological monitoring, maintenance of standards and training.
(c) Clerk (Data Processing) (GS-OL) (transfer from Declarations and Confidentiality Branch)
The Clerk (Data Processing) will assist the Safety Officer Information and other professional officers of the Health and Safety Office in maintaining the occupational hazard database and other databases, and will provide other staff members of the Health and Safety Unit with appropriate training related to the database. The person's duties will include input of data from electronic and other sources, cross-referencing of data, and retrieval of data on request.
(d) Technical Assistant (GS-OL)
The Technical Assistant will assist the Occupational Hygienist in carrying out work place hazard measurements. The person's duties will include calibration and maintenance of occupational hygiene equipment, and the setting up for and conduct of work place measurements, all under the supervisions of the Occupation Hygienist.
OPCW Laboratory
Analytical Chemist (P-3)
3.9.4 The Analytical Chemist will carry out analytical functions in the OPCW Laboratory using various analytical instrumental techniques, supervise sample handling and sample preparation, check and monitor sample analysis results carried out by designated laboratories, and supervise the QA/QC regime in designated laboratories.
Equipment Store
2 Storage Specialists (GS-PL)
4 Storage Specialists (GS-OL)
3.9.5 In view of the requirement to procure all the inspection equipment by the start of Module 2 training, it will be necessary to have the Equipment Store operational by EIF minus 4 months. These six posts will therefore have to be moved from EIF to EIF minus 4 months.
Additional inspectors
3.9.6 There is a requirement for a further 26 inspectors at EIF, additional to those approved by the Commission in its 1994 Budget. The reason for that additional requirement is set out in attachment 2.
Posts eliminated (five)
3.9.7 To offset the increases above, it is recommended that the following five posts in the staffing structure contained in the 1994 Budget be eliminated: Analytical Assistant (P-2); Laboratory Technician (GS-OL); GS-OL Data Processing Clerk (Information Processing Section); P-2 Validation Officer (Information Validation Section); and GS-OL Data Processing Clerk (Information Validation Section) (transfer to the Health and Safety Office).
Other Part II appropriations
Training: inspectors and selected Secretariat staff
(a) Inspection requirements
3.9.8 As indicated in the Phase I documents, the detailed assumptions in relation to the inspection requirements set out in the 1994 Budget papers approved by the Commission at its Fifth Session have undergone minor refinements which do not in themselves affect resource requirements for Phase I for 1995. As noted in paragraph 3.9.6, however, there is a requirement for a further 26 inspectors at EIF, additional to those approved by the Commission in its 1994 Budget, which will affect the training requirements. The reason for the additional requirement is given in Attachment 4.
(b) Inspector resources
3.9.9 The Inspectorate required to carry out the projected inspection tasks at EIF is 163 [189]. The Inspectorate will initially consist of 140 [166] inspectors/inspection assistants, 20 Operations Centre personnel and 3 directorate office staff. It is estimated that an additional 45 more inspectors/inspection assistants will be needed by EIF + 180 days, for a total Inspectorate staff of 208 [234]. It is expected that this estimated number will be reviewed based on experience and on more specific information concerning the number of facilities subject to inspection. The following table provides information on the hiring of inspectors. The tables covering the recruitment of staff in the Office of the Director of the Inspectorate and the Operations Centre (23 staff) are contained in the staffing tables for Phase II of 1995 budget.
Hiring of Inspectors
(Days before and after Entry into Force)
GRADES -180 -90 -30 EIF +30 +60 +180 +360
P-5 - - - 17 17 17 21 21
P-4 80 80 80 59 82 82 77 77
P-3 97 97 97 85 116 116 108 108
GS 9 9 9 5 5 5 5 5
TOTAL 186 186 186 166 220 220 211 211
3.9.10 Suitably qualified OPCW staff, particularly in the Verification Division, may be designated as inspectors/inspection assistants to enable them to participate as required in inspections, to help deal with peak or unexpected inspection loads created, and to enhance their practical understanding of the verification process.
(c) Inspector training
3.9.11 The Secretariat will be responsible for the training of inspector/inspection assistant candidates and for selecting trainees from candidates offered by Member States.
3.9.12 The detailed assumptions and projections for training are set out in Attachment 6 and result in the following cost estimate. The basis for its calculation is set out separately in Attachment 7.
Total Dfl. 15,555,117
Operations Centre
3.9.13 The OPCW Operations Centre will be established at the beginning of Part II, at EIF minus 6 months, in order to provide operational and logistical support to inspector/inspection assistant candidates undergoing training world-wide. The three Centre staff whose recruitment was commenced in Part I will begin manning the Centre at that time using telecommunications and PC equipment available from within existing Secretariat assets. The Centre will operate during normal Secretariat working hours until EIF.
3.9.14 At EIF, the Centre will begin to operate for 24 hours per day on three eight-hour shifts, 7 days a week. Recruitment for the remaining 8 professional and 9 general service staff will begin at EIF minus 6 months and take place in a phased manner to permit some of them to undergo Module 1 (7 weeks) and selected Module 2 training (2 weeks), with all personnel in place at the Centre to begin 24-hour operations at EIF.
3.9.15 The equipment acquisition cycle for the approved Centre equipment will begin at EIF minus 6 months. The objective is to have the equipment installed and operational in the Centre no later than EIF +30 days. The list of mission essential equipment needed to operate the Centre is provided in Attachment 5. Running costs for six months and an inflation adjustment of 3% have also been included in this figure.
Total Dfl. 144,100
Inspection equipment
3.9.16 The equipment procured for on-site inspections will be the minimum necessary to carry out effective verification of compliance with the Convention. Within this overall framework, equipment procured for use in complementary verification will be limited to protective and safety and appropriate recording equipment necessary to enable the OPCW's inspectors/inspection assistants to function with full efficiency in conjunction with bilateral inspection teams.
3.9.17 Equipment needed for the efficient conduct of training courses and inspection activities in the period from EIF to EIF + 6 months must be delivered and available at EIF, or at the latest at EIF + 1 month. Procurement of this equipment will proceed based on the already approved procurement cycle. The Secretariat consequently will require funding authority to begin procurement of the additional numbers of inspection equipment in Phase II.
3.9.18 The requirement for additional numbers of approved inspection equipment, referred to above, to be procured in Phase II for delivery at EIF or at the latest at EIF + 1 month - which is in addition to the amount requested for Phase 1 - is set out in detail in Table 3.8. The total budget requested for the procurement of inspection equipment in Phase II is as follows:
Inspection Equipment
Basic cost at 1994 prices Dfl. 3,450,172
3% inflation Dfl 103,505
Basic cost (Table 3.8) plus 3% inflation Dfl. 3,553,677
Shipping, delivery and installation (15 %) Dfl. 533,052
Running costs (10 % for six months) Dfl. 177,684
Development costs (6 %) Dfl. 213,220
Total Dfl. 4,477,633
Health and Safety training requirements
3.9.19 An appropriation is required by the Health and Safety Office in Phase II for vaccinations for inspectors. The appropriate amount is included in the Administration Division's budget request.
3.9.20 It has also been decided to make a small number of changes to the structure of the Division in Phase II. These changes, which do not have any resource implications, are set out in Attachment 3.
ATTACHMENT 1
Basis for calculating the Cost of Equipment
The costs of equipment contained in the 1995 Budget include the cost of the equipment quoted by the manufacturer, plus:
(a) an additional 15% for the cost of shipping, delivery and installation (a standard condition of purchasing scientific equipment);
(b) an additional 10% per year for running costs; and
(c) an additional 6% for development costs.
The base cost of Dfl. 5,538,813 for inspection equipment in paragraph 3.7.4 includes Dfl. 445,075 for medical/occupational safety equipment.
ATTACHMENT 2
Detailed Assumptions For Verification Activities
1. The number of inspectors/inspection assistants required by the OPCW at EIF is related to the number of sites declared by States Parties liable for inspection.
2. The inspections work load will determine the number of required inspectors which, in turn, will affect the size of the support staff required in both the Verification Division, in particular and the Technical Secretariat, in general.
3. For budgetary purposes it is assumed that the initial number of facilities/sites to be declared/inspected will be:
CW production facilities (bilateral): 12
CW production facilities (other): 31
CW storage facilities(bilateral): 32
CW storage facilities: (other) 1
CW destruction facilities (bilateral): 3
CW destruction facilities (other): 1
Old and abandoned CW sites: 40
Schedule 1 facilities: 75
Schedule 2 facilities: 300
Schedule 3 facilities: 400
"Other" chemical production facilities: 5000
(not liable for inspection at EIF)
4. At this stage in the budget planning cycle, the average inspection team size, by type of inspection is:
CW production facilities: 8
CW storage facilities: 9
CW destruction facilities: 14
Old and abandoned CW sites: 6
(Non-prohibited activities,
Schedule 1 facilities): 4
Schedules 2 and 3 facilities: 8
5. The estimated number of days required on-site to complete an inspection for the following types of facilities will be:
Schedule 1 facilities 2 days
Schedule 2 facilities 4 days
Schedule 3 facilities 1 day
All inspections of CW-related facilities, with the exception of old and abandoned CW sites, will be up to 5 days.
Average on-site time for old and abandoned CW sites is estimated to be 3 days.
Following the initial inspection, all CW destruction facilities will be subject to continuous on-site monitoring with on-site instruments and the physical presence of inspectors.
6. The estimated inspection cycles (from initial planning to the completion of the final report) for inspections of the following facilities and sites in days will be:
for CWSFs 15 average
for CWPFs 15 average
for CWDFs 15 days, initial, a separate 14-person team will rotate
(45 or 60 day cycle) on continuous monitoring at each
site thereafter
for Schedule 1 facilities 13 initial, 12 subsequent
for Schedule 2 facilities 15 initial
for Schedule 3 facilities 10 first
for old and abandoned CW 13 initial, 9 subsequent
sites
for CWDFs (bilateral) 15 initial, a separate 6-person team will rotate (45 or
60 day-cycle) on continuous monitoring at each site
thereafter.
for CWSFs (bilateral) 15 average
for CWPFs (bilateral) 15 average
7. Inspection parameters are:
(a) initial inspections:
(i) initial inspections of all CWPFs will occur from EIF + 90 days to EIF + 120 days;
(ii) initial inspections of all CW storage and Schedule 1 facilities will be carried out so as to enable the conclusion of the respective facility agreements by EIF + 180 days;
(iii) CWDFs in operation at EIF may require a continuous presence beginning at EIF; those planned to begin operation within 360 days after EIF will be visited between EIF +30 days and EIF + 60 days;
(iv) a limited number of initial Schedule 2 facility inspections will commence in the first six months after entry into force, with substantial increases in those numbers beginning at EIF +180 days;
(v) a limited number of Schedule 3 facility inspections will begin at EIF + 180 days; and
(vi) the initial bilateral inspection schedule will match that required under the Verification Annex to the Convention with regard to facility agreement timelines.
(b) Inspection frequencies:
(i) all CWPFs are inspected on average twice a year;
(ii) all CWDFs have continuous on-site inspectors/inspection assistants after the initial inspections;
(iii) single small-scale Schedule 1 facilities (SSSF) are inspected on an average twice a year and other Schedule 1 facilities are inspected once per year;
(iv) old and abandoned CW sites are inspected at an initial rate of 12 sites per year;
(v) after the initial inspections of CW storage facilities, subsequent inspections will be limited to 4 per country per year;
(vi) one third of the declared Schedule 2 facilities will be inspected in each of the first 3 years after EIF; and
(vii) 36 inspections of Schedule 3 plant sites are planned for the period EIF+7 to EIF+12 months.
(c) "other" chemical production facilities are not inspected in the first 3 years after EIF; and
(d) no specific allowance is made in the number of inspections for challenge inspections or for investigations of alleged use. Where the OPCW is required to undertake such inspections/investigations, the inspection personnel will be drawn from available resources. As a consequence, inspection activities will be organised to ensure a sufficient surge capability.
8. Inspector resources:
(a) The Inspectorate required to carry out the above-mentioned tasks at EIF is 163 [189]. The Inspectorate will initially consist of 140 [166] inspectors/inspection assistants, 20 Operations Centre personnel and 3 directorate office staff. It is estimated that an additional 45 inspectors/inspection assistants will be needed by EIF + 180 days for a total inspectorate staff of 208 [234]. It is expected that this estimated number will be reviewed based on experience and more specific information on the number of facilities subject to inspection; and
(b) Suitably qualified OPCW staff may be nominated as inspectors/inspection assistants to enable them to participate as required in inspections, so as to help deal with peak or unexpected inspection loads created, for example, by the need to provide staff for challenge inspections, and to enhance their practical understanding of the verification process.
ATTACHMENT 3
CHANGES TO THE STRUCTURE OF THE
VERIFICATION DIVISION IN PHASE II
1. Policy and Review Branch (the Former Policy and Evaluation Branch)
1.1 In the policy and evaluation area, it has been decided to maintain for Phase II a structure similar to the one established for Phase I. The reasons for this are threefold:
First, the structure for the Inspectorate initially proposed by the Secretariat last year has been reduced by the elimination of a number of posts in the Office of the Director of the Inspectorate which had a central role in the inspection planning process. It is therefore now necessary for the relevant officers in the former Policy and Evaluation Branch to be much more closely involved in inspection planning than was thought necessary when the current Phase II structure was proposed.
Second, the definition of the functional requirements for the IMS in relation to inspection planning that has taken place since the adoption of the 1994 budget suggests that this is the more logical structure in Phase II and possibly after EIF itself.
Third, further consideration and evaluation of the verification process after EIF suggests that it is premature to combine the verification functions into a generic entity, which was the basis for the original proposal last year and that certainly for Phase II a continuation of the current structure, or something very close to it, is the more logical way to proceed.
1.2 The structure of the Division has therefore been rearranged to provide for:
the Policy and Review Branch;
the Chemical Demilitarisation Branch; and
the Industry Verification Branch.
2. Technical Support Branch and the OPCW Equipment Store
A revaluation of the functions of the Technical Support Branch has led to the conclusion that a continuation of the current structure of the Branch into Phase II is the most appropriate way to proceed. The P-4 and P-3 positions shown as Head of the Equipment Store and Equipment Officer have been redesignated as Technical Support Officers and will continue as part of the Technical Support Branch, and the responsibility for running the store will be vested in a GS-PL Equipment Store Supervisor who will report to the Head of the Technical Support Branch.
ATTACHMENT 4
NEED FOR ADDITIONAL INSPECTORS
1. By oversight, the planning which formed the basis of the Phase II request contained in the 1994 Budget request did not adequately provide for the rotational replacement of inspector/inspection assistants serving on on-site assignments involving continuous monitoring. Initially, when the 45 day (or 60 day) rotational cycle called for 26 inspector replacements at the 2 bilateral CWDFs and the 1 third party CWDF, the plan was to draw them from the inspector/inspection assistant complement who were not committed to an inspection cycle in support of other required inspections. Further examination of the inspection plan revealed, however, that a sufficient number of properly qualified specialists would not be available to carry out these functions, regardless of the rotation cycle. Therefore, an additional 26 suitably qualified and trained inspectors are required specifically to provide rotational replacements for continuous on-site monitoring at these CWDFs.
2. In addition, the Expert Group on Programme of Work and Budget has been informed that a third bilateral CWDF may be in operation at EIF. If this is the case, the real number of additional inspectors required is 38. The Secretariat is of the view, however, the additional 26 personnel will provide it with sufficient flexibility to provide continuous monitoring with suitably qualified inspectors for this third site.
ATTACHMENT 5
LIST OF OPERATIONS CENTRE EQUIPMENT
LIST OF MISSION-ESSENTIAL EQUIPMENT FOR THE OPERATIONS CENTRE
Recommended Equipment Unit Cost Number Total Base Cost
Dfl. Dfl.
SATCOM Terminals 85,000 1 85,000
Geographic World Time Display 2,300 1 2,300
Plexiglas Information Display 3,800 1 3,800
Classified Material 2,500 4 10,000
Containers (4 drawer)
Cellular Phones 2,000 4 8,000
Telephone Pagers 500 15 7,500
* Additional telecommunications as well as personal computer and reproduction equipment required for Centre operations have been identified and provided to IS Branch for inclusion into their budget These items will be purchased or leased for use within the Operations Centre.
Base cost (1994 prices) Dfl. 116,600
1995 inflation (3%) Dfl. 3,500
Base cost plus 3% inflation Dfl. 120,100
Cost of shipping, delivery and installation Dfl. 18,000
Running costs (for 6 months) Dfl. 6,000
Total estimated cost Dfl. 144,100
ATTACHMENT 6
TRAINING ASSUMPTIONS
1. The number of inspector/inspection assistant candidates engaged in training courses will be higher than the number of inspection personnel required, to account for a normal drop-out rate during the course. It is therefore assumed for budget purposes that 160 [186] inspector/inspection assistant candidates will undergo training no later than EIF minus 5 months and will complete their training by EIF.
2. For the first six months, a substantial majority of the inspectors will be involved in inspecting CW facilities, while the others complete the required initial Schedule 1 inspections and begin inspecting a small number of Schedule 2 facilities. Beginning at EIF +180 days, the emphasis will shift to the chemical industry, with the majority of the inspectors conducting Schedule 2 and a limited number of Schedule 3 inspections.
3. In order to provide the necessary incentive to trainees, the Secretariat/Technical Secretariat will employ inspector/inspection assistant candidates prior to the commencement of training courses on the understanding that:
3.1 candidates must have, in the judgement of the Secretariat/Technical Secretariat, the necessary background and experience to complete successfully inspector/inspection assistant training and be employed as inspectors/inspection assistants. They will be required to pass the appropriate medical examinations before commencing the training courses. These medical examinations must be conducted in accordance with approved OPCW health and safety requirements;
3.2 candidates performance will be monitored by PTS staff and training course management staffs during each of the three modules of training. Each candidate must attain a certain level of proficiency at the conclusion of the training courses and prior to being confirmed as inspectors/inspection assistants;
3.3 this approach will be reflected in the contractual arrangements between the Secretariat and the trainees concluded prior to the commencement of training which will include the obligation to accept nomination as an inspector/ inspection assistant if so decided by the Secretariat/Technical Secretariat at the conclusion of the training course;
3.4 candidate inspector/inspection assistants will not be eligible for payment of removal costs, assignment grants and other remuneration associated with hiring until such time as they have accepted appointment with the Technical Secretariat;
3.5 inspector/inspector assistants will be recruited initially at the P-4/P-3/GS grade level (step 1) depending on qualifications and experience, and will be paid during training at 75% of the selected base grade level for each candidate;
3.6 notwithstanding paragraph 3.5 above, depending on their performance on the training course and other relevant factors such as experience, qualifications, and functions, some successful inspector candidate trainees will be offered appointment at a higher grade level; and
3.7 the provisions of paragraphs 3.5 and 3.6 above do not prejudge the eventual remuneration package that may be paid to inspectors/inspection assistants on appointment by the OPCW.
4. The General Training Scheme (GTS) will consist of three Modules: Module 1 (Basic Course) to be attended by the candidates selected as trainees and certain Secretariat staff members as appropriate, Module 2 (Specialists Application Courses) and Module 3 (On-Site Trial Inspection Training). The modules will have to be taken in sequence by the trainees.
5. The overall length of the GTS will be approximately 20 weeks.
5.1 The length of each Module is as follows:
(a) Module 1 (M1): 7 weeks (35 training days)
(b) Module 2 (M2): 8-9 weeks (40-45 training days)
(c) Module 3 (M3) 4 weeks (20 training days)
5.2 Under the initially agreed 6-week Module 1 scenario, training centres would be required to teach approximately 8.5 hours each training day to complete a course program of about 250 hours. Training centres that have been consulted by the Secretariat consider this requirement to be high, particularly when the language of instruction for many trainees will not be their native tongue. Most centre representatives agree that a comprehensive M1 course should consist of 210-230 hours of instruction. The Secretariat therefore estimates that 7 weeks of training (6 to 6.5 hours of lecture per day) will be required to present the Module 1 course of instruction and is a realistic figure.
5.3 Based on the need for all trainees to complete their respective primary specialist training in Module 2 (averaging from 4 to 9 weeks in the approved core curriculum), and for as many of them as practical to undergo Team Communications and Management, Support to Inspection Team or non-specialists Health and Safety training, 8-9 weeks will be required to complete this module.
5.4 Module 3 training will be reduced from 6 weeks to 4 weeks.
5.5 Module 1 and Module 2 training will be conducted at different locations in certified training courses offered by Member States, under the overall supervision of the Secretariat. All trainees will initially assemble in The Hague for the first week to complete essential PTS in-processing and to attend block A of the Module 1 course. Approximately 80 trainees will stay in The Hague for the remaining 6 weeks of their M1 training, while the other trainees will complete M1 training at various other M1 training centres.
5.6 Module 3 training will be organised by the Secretariat. It will include classroom and on-site trial inspections training at facilities offered by Member States. For the Module 3 course, all 160 [186] trainees will assemble in The Hague after the completion of the Module 2 training to undergo 1 week of training. During the first week, the Secretariat staff will organise trainee inspection teams; supervise and assist in team planning preparations, and provisionally select team leaders and deputy team leaders for rotational assignments (and final course management leadership evaluation) during the following 3 weeks of on-site trial inspection training.
6. The following options in regard to reimbursement for certified training courses offered by Member States are envisaged:
6.1 training courses free of charges for the Commission excluding remuneration, comprehensive insurance and international travel for the trainees;
6.2 training courses free of charge for the Commission excluding remuneration, accommodations and meals, comprehensive insurance and all travel for the trainees;
6.3 training courses to be reimbursed in part; and
6.4 training courses to be reimbursed fully by the Commission.
7. The Commission's Budget shall, in respect to the training course, contain appropriations for:
7.1 trainees' salaries, accommodations and meals, comprehensive insurance and travel to various training locations/sites; and
7.2 any reimbursement for the use of specialised equipment/facilities provided in either M2 or M3 training, if not covered by Member States offering the training.
8. Trainees recruited as inspectors/inspection assistants will begin induction at the OPCW Headquarters in The Hague beginning from EIF + 2 weeks to prepare to begin the inspection cycle at EIF +30 days.
9. The Commission's budget for training inspector/inspection assistants and selected Secretariat staff will contain provisions for:
9.1 remuneration for 160 [186] trainees calculated at 75% level P-4/P-3/GS, step 1 base net salary, without dependants, for 20 weeks (beginning no later than EIF minus 5 months), including comprehensive insurance; and
9.2 travel, which includes the following:
(a) air fares of 160 [186] trainees from home countries to The Hague to begin Module 1 training under the assumption of approximately 20% from each of the 5 regions based on full economy class air fares according to current flight rates;
(b) air fares for 80 [106] trainees from The Hague to training centres in the US-30 [40], Western Europe-20 [26], India-15 [20], and Russia-15 [20] to continue M1 training (80 trainees will remain in The Hague to complete M1 training);
(c) air fares for 15 [20] trainees from India to Western Europe to undergo M2 training. Travel within Europe to three locations and return to The Hague to begin M3 training. Air fare for 15 [20] trainees from Russia to the US for M2 training. Travel within the US to three locations and return to The Hague to begin M3 training;
(d) air fares for 57 [52] trainees already in Western Europe taking M1 training to visit three locations in Europe to undergo M2 training and return to The Hague to begin M3 training;
(e) air fares for 43 [54] trainees training in Western Europe to the US for M2 training. Travel within the US to three locations and return to The Hague to begin M3 training;
(f) air fares for 30 [40] trainees already in the US for M2 training. Travel within the US to three locations and return to The Hague to begin M3 training;
(g) air fares for 72 trainees from The Hague to undergo M3 training. Three groups of approximately 23 personnel will visit two locations in Europe and one in the Far East and return to home countries ( 5 regions);
(h) air fares for 44 [57] trainees from The Hague to three sites in the US for M3 training and return to home countries (5 regions); and
(i) air fares for 44 [57] trainees from The Hague to three sites in Russia for M3 training and return to home countries (5 regions).
9.3 Travel subsistence allowance was calculated on the basis of applicable UN Daily Subsistence Allowance (DSA) rates converted to Dutch Guilders and multiplied by the respective number of trainees and the duration of each respective training course (M1, 7 weeks, M2, 9 weeks and M3, 4 weeks).
9.4 Reimbursement to Member States:
(a) reimbursement for conducting training programmes within Module 2 for 160 [186] trainees for 9 weeks. Costs were calculated on the basis of Dfl. 475 (US$ 250) per trainee per week.
(b) reimbursement for providing facilities for Module 3 on-site trial inspections for 160 [186] trainees for 3 week. Costs were calculated on the basis of Dfl. 1,900 (US$ 1,000) per trainee per week.
10. For budgetary purposes it is assumed that Secretariat staff travel in support of the Training Programme for inspector/inspection assistant candidates (approximate duration of trips is 10 days in support of Module 1 and 2 training and 23 days in support of Module 3 on-site trial inspection training) will be:
10.1 eleven single round-trips to evaluate Module 1 and 2 training being conducted by Member States; to assess student leadership performance, and to assist course training managers as required; and
10.2 nine single round trips to facilitate the on-site trial inspection process; to assist inspection team leader trainees, and to evaluate student performance.
10.3 Travel costs are calculated as follows:
air fares for 20 observers/facilitators from The Hague, 10 to the US (3 will visit three locations within the US), 7 within Europe (4 will visit three locations within Europe and 3 will rotate between two locations within Europe and one location in the Far East), and 3 to Russia (all will visit three locations within Russia). DSA calculated for a total of 318 days by applying applicable UN rates.
11. The Secretariat will assist Member States providing national or regional training to personnel of National Authorities to implement the Chemical Weapons Convention within the limits set by the budget of the Commission. Such assistance could comprise, inter alia:
11.1 drafting model programmes for training courses for National Authorities;
11.2 Secretariat staff participating as lecturers and advising on experts outside the Secretariat who could be invited to lecture in such national programmes;
11.3 submitting documentation to support national/regional course activities; and
11.4 providing expertise to support and facilitate national implementation measures.
ATTACHMENT 7
THE BASIS FOR THE CALCULATION OF THE COST FOR TRAINING
1. The estimated costs for training contained in the approved 1994 budget was based on the requirement to train 160 trainees for 18 weeks.
2. The total figure for the training of inspector/inspection assistant trainees, Dfl. 15,555,117 provided as the total in column 5 of the chart below is based on training 186 trainees for 20 weeks (an increase of Dfl. 3,243,081 over the revised 1994 total cost in column 2 of the chart).
3. The cost for two additional weeks of training is approximately Dfl. 1,130,000 (the differences between the totals displayed in columns 2 and 4 (160 trainees) or columns 3 and 5 (186 trainees) on the chart).
4. The cost to train 26 additional trainees is approximately Dfl. 2,112,000 (the differences between the totals displayed in columns 2 and 3 (160 trainees) or columns 4 and 5 (186 trainees) on the chart).
5. A substantial contributing factor to the overall increase in the cost of training 186 trainees for an additional 2 weeks is the increase of Dfl. 1,332,850 in the estimated cost of reimbursement to Member States for M2 and M3 training.
Revised Calculation for
Training Budget
Figure in
DFL.
Object of expenditure 18 Weeks 20 Weeks
160 186 160 186
Trainees Trainees Trainees Trainees
1994 Revised 1995 1995 1995
1994
Cost
Estimate
1 2 3 4 5
(i) Remuneration 3,635,500 3,505,993 4,077,504 3,895,547 4,530,562
payable to
Trainees
(ii) Travel cost and 7,095,200 6,783,660 8,045,693 7,269,590 8,424,163
daily subsistence
allowance
(iii) Travel cost and 362,500 0.0 0.0 0.0 0.0
daily
subsistence allowance for
lecturers/trainers (1994)
(iv) Travel cost and 0.0 291,980 291,980 291,980 291,980
daily subsistence
allowance for
observers
(v) Reimbursement of 522,500 1,371,800 1,590,300 1,596,000 1,855,350
Member States for
providing training and
facilities
11,615,700 11,953,433 14,005,477 13,053,117 15,102,055
Inflation 3% 348,471 358,603 420,164 391,594 453,062
(rate for 1995)
11,964,171 12,312,036 14,425,641 13,444,711 15,555,117
SECTION
4. TECHNICAL COOPERATION AND ASSISTANCE(PART I)
Overview
4.1 The Division is responsible for all matters pertaining to Articles X and XI as well as for national implementation issues in a broader sense, including issues related to National Authorities.
Responsibilities
4.1.1 The Division derives its its responsibilities from the following items listed in the Paris Resolution: preparation of lists of items to be stockpiled for emergency and humanitarian assistance [12 (b)]; development of procedures for the provision of information by States Parties on their programmes related to protective purposes [12 (d)]; and facilitation of the exchange of information between Signatory States concerning legal and administrative measures for the implementation of the Convention, and if requested, give advice to Signatory States on these matters [14 (a)].
4.1.2 Objectives
(a) Rules for the administration of the Voluntary Fund for assistance in place;
(b) Draft model agreement between the OPCW and the States Parties for the procurement of assistance in place;
(c) Format for declaration from States Parties for providing assistance under Article X in place;
(d) All databases regarding implementation of Article X in place; and
(e) All arrangements necessary for the transition from the Commission to the OPCW prepared.
4.2 Programme of Work
Ongoing activities
(a) Support regional seminars on implementation issues, technical cooperation, assistance and protection, in cooperation with other divisions;
(b) Make preparations for the stockpiling of equipment for emergency assistance to be maintained by the OPCW;
(c) Contribute to finalising a design of the database for maintaining information from future States Parties, required under Article X, on the availability of emergency and humanitarian assistance;
(d) Actively search for and procure documents for the data bank on protection;
(e) Complete a manual for declarations from future States Parties under Article X of the kind of assistance they might provide;
(f) Further develop a curriculum for a training course for officials of National Authorities;
(g) Contribute to the development and finalisation of the design of the database for the IMS/OPCW on national and multilateral measures governing trade and cooperation among future States Parties in the chemical field;
(h) Evaluate, in cooperation with the IS Branch, offers of databases for National Authorities;
(i) Support and participate in the organisation of seminars on Article X issues;
(j) Arrange for the training of officials of National Authorities in Convention implementation;
(k) Collaborate with other divisions in training officials of National Authorities; and
(l) Solicit and collate, in collaboration with other divisions, information from signatory States on their national implementation measures;
New activities
(m) In cooperation with the IS Branch, assemble and determine the organisation of books and other documents and materials, that will constitute the data bank related to Articles X and XI; which will require a greater effort due to the paucity of contributions to date;
(n) Enter the required data into the database required under Article X, on the availability of emergency and humanitarian assistance (see (c) above);
(o) Identify measures to promote international cooperation in the chemical field;
(p) Provide advice and assistance on establishing National Authorities by consulting directly with officials of Member States that request such support.; and
(q) Support the participation of laboratories from developing countries in the inter-laboratory comparison tests.
4.3 Part I resource requirements
Personnel appropriations
No permanent staff posts are required beyond those approved in PC-V/A/WP.3.
4.4 Other appropriations
Official travel
4.4.1 The Technical Cooperation and Assistance Division will continue to play a role in supporting up to 10 seminars on national implementation in 1995. The Division will send one person to each seminar.
4.4.2 Coordinated trips, in cooperation with other divisions, will be required to assist newly established National Authorities in solving problems. It is assumed that of the 65 first ratifications 30 will be by Member States with very few declarable activities and that half of the 30 would need advice from the Secretariat/TCAD in their respective capitals on aspects of implementing the Convention. Considering that the trips would be combined, only seven would be required, each of five days' duration.
4.4.3 Trips will be required to various laboratories for collecting information for the data bank when necessary. This would involve the selection of documents at the various libraries of the facilities, for inclusion in the data bank . These would require four trips of an average of five days duration.
Dfl. 51,500
Temporary assistance
4.4.4 The entering of data into the databases will initially require the general temporary assistance for about six person-months of general services type personnel.
Dfl. 25,300
4.4.5 The design and setting up of the databases under Articles X and XI will require professional consultants in the order of magnitude of 12 person-months, unless this figure can be reduced by use of in-house personnel. The database on the data bank will not be designed in-house but a commercially available system will be used. The other databases, however, must be compatible with the general IMS architecture and meet the confidentiality requirements, which will necessitate in-house development work to a considerable extent.
Inter-laboratory comparison tests
4.4.6 In order to facilitate the widest possible geographical distribution of designated laboratories, support for participation in the inter-laboratory comparison tests of laboratories in the developing world will have to be provided. This support would consist of the Secretariat covering their share of hard-currency costs for the preparation of samples and the evaluation of results.
4.4.7 The costs for the preparation of samples for the test and for evaluation of test results are to be covered by the participants. These costs can be estimated not to exceed Dfl. 225,000 per test. Assuming two tests during 1995 and 30 participants in each test, the total cost per participant would be Dfl. 15,000. For budgetary purposes it is assumed that ten of the participants would be laboratories in the developing world, which would have considerable problems in finding the necessary hard-currency financing of their participation if such costs were involved.
4.4.8 Thus Dfl. 150,000 are required to cover the hard-currency costs of sample preparation and test evaluation for ten laboratories in the developing world in order to ascertain that such laboratories would also be among the designated ones. If no support is given it appears questionable whether any laboratory in two of the five geographical regions can qualify for designation.
Dfl. 150,000
Data processing equipment
4.4.9 Establishing the databases under Articles X and XI requires the purchase of Dfl. 34,000 in computer hardware and software. This includes the required servers, communication hardware, etc., to make the database on protection available to States Parties on-line or through bi-monthly tape backup. Activities (a), (b) and (c) of the draft IMS Budget contain details of the request.
Data bank material
4.4.10 The limited contributions by Member States to the data bank on protection requires the Division to search actively for material, e.g. by subscribing to journals, buying books and using services of commercial databases (a detailed justification is annexed). The amounts specified under activity (e) of the draft Budget for the IMS should be sufficient to cover the costs of commercial or otherwise readily available software for databases, but acquiring the estimated 10,000 documents and other material will cost an estimated Dfl. 100,000.
4.4.11 It has been estimated by the Expert Group on Technical Cooperation and Assistance (PC-V/B/WP.16) that the data bank on protection will originally contain 10,000 documents. Although it is very difficult to determine the proportion of the various categories of documents with any degree of certainty, a guesstimate is that in the order of magnitude of 400 documents (mainly books) would have to be procured at an average cost of Dfl. 100 apiece and 4000 documents (mainly reports on technical investigations, research reports, etc.) would have to be procured at an average cost of Dfl. 10 apiece. The remainder of the documents are expected to be provided free of charge by, for example, originating Member States and producers of protective equipment. To the document costs should be added subscriptions to 40 scientific and technical journals of high relevance for protection against chemical weapons at an average cost of Dfl. 500 per year. The total expenditure is thus estimated at Dfl. 100,000.
Dfl. 100,000
TECHNICAL COOPERATION AND ASSISTANCE DIVISION
(PART II)
4.5.1 Phase II - Programme of Work (revision of PC-V/A/WP.3, Annex 1, paragraph 3.3).
(a) Finalise the design of the database for the availability of emergency and humanitarian assistance from future States Parties in the chemical field;
(b) Finalise the design of the database for information on protection against chemical weapons;
(c) Finalise the design of the database for national and multilateral measures governing trade and cooperation among future States Parties in the chemical field;
(d) Encourage future States Parties to consider providing protective equipment as well as other items for the OPCW stockpile; and
(e) On the basis of reviews undertaken under Article XI, paragraph 2(e), analyse the compatibility of national regulations on trade in the field of chemicals with the objectives of the Convention and provide advice to States Parties.
4.6 Part II resource requirements
Personnel appropriations
4.6.1 No additional personnel are required.
Other Part II appropriations
4.6.2 No other resources are required.
Blank Page
SECTION 5. EXTERNAL RELATIONS DIVISION (PART I)
Overview
5.1 The External Relations Division is responsible for promoting and assisting in the further progress of signatures and ratifications to the CWC with a view toward achieving its early entry into force and universality. Its aim is also to build a positive image of the Commission and to further the goals of the Convention. An important task of the Division is to generate support for the Convention in major political constituencies as well as in the chemical industry world-wide. The Division maintains contacts with Signatory and non-Signatory States, the public, media, non-governmental organisations, research institutions, industry, UN and other intergovernmental organisations. It disseminates information on the activities of the Commission, acts as a focal point for facilitating the participation of Member States in the meetings of the Commission and analyses progress toward signatures and ratifications of the Convention. The tasks of the Division in these areas are undertaken on a continuous basis.
Responsibilities
5.1.2 In general, the External Relations Division derives its responsibilities explicitly from the provisions of Paragraphs 1, 11(e), 12(c), 13, 14 (a)(b) and 18 of the Paris Resolution establishing the Preparatory Commission for the Organisation for the Prohibition of Chemical Weapons. A number of its functions derive implicitly from specific tasks listed in the Paris Resolution, particularly those relating to contacts between the Commission on the one hand and Member States, the chemical industry, media and the general public on the other hand.
Objectives
5.1.3 The objectives listed in paragraph 2.1.1(h) (e) and (d) and Paragraph 2.3. of the Programme of Work and Budget of the Commission (PC-V/A/WP.3) do not explicitly explain the objectives for the External Relations Division. By deduction, however, the primary objective of the Division is to facilitate the earliest possible entry into force of the Convention by promoting, through various means, the achievement of a variety of tasks and assumptions identified by the Convention, the Paris Resolution, and the Commission. Its key objective during 1993 and 1994 has been to establish and then improve upon the necessary infrastructure and basic procedures, data bases, points of contact etc., in order to serve as the Commissions' first line of contact with Member States, the international chemical industry, the media, and the general public. To this end, the Division established three branches during 1993: Government Relations (all aspects of relations with governments, including privileges and immunities of representatives of Member States to the Commission), Media and Public Affairs, and Industry Relations. In general, the objectives will be valid throughout the life of the Commission and the OPCW. In 1995, while the Division will continue to perform the tasks mandated for 1994 it is expected that the amount of work will increase, particularly in promoting ratification of the Convention and developing a dialogue with the chemical industry.
5.2 Programme of Work
A. Ongoing Activities
Government Relations
(i) Provide assistance to Member States on ratifying and implementing the Convention;
(ii) Monitor actions by States on signing and ratifying the Convention, establishing or designating National Authorities, adopting implementing legislation, in order to make assessments to the Commission on the likely date for EIF;
(iii) Support the Commission's efforts aimed at achieving universal adherence to the Convention;
(iv) Assist Member States in establishing National Authorities and in making other preparations for EIF;
(v) Organise official visits and consultations undertaken by the Executive Secretary including preparing background material, arranging itineraries, and setting up meetings with high level officials; and
(vi) Undertake protocol activities which will include providing appropriate protocol and visa assistance to representatives and experts of Member States and liaising with the Host Country Ministry of Foreign Affairs and other authorities on behalf of the Secretariat, inter alia, in relation to Articles 12, 13 and 14 of the Headquarters Agreement.
Media and public affairs
(vii) Establish and maintain contacts with local media and foreign correspondents, arrange media briefings and issue press releases, draft articles and briefing notes for local and international media; arrange speaking engagements for Secretariat staff; and otherwise provide for coverage of the work of the Commission and of events related to the Convention;
(viii) Cooperate with NGOs, research institutions and support centres to encourage external support for the activities of the Commission;
(ix) Prepare and distribute regular and occasional publications such as the OPCW Synthesis, as well as information materials on the Convention (e.g. the various Information Series), on the Commission and on other events related to the work of the Convention;
(x) Prepare and publish the proceedings of seminars organised or assisted by the Secretariat;
(xi) Establish and maintain contacts with international organisations based in The Hague and in The Netherlands in the interests of the Commission;
(xii) Reply to queries on the contents and implications of the Convention from NGOs, international research institutions and the general public; and
(xiii) Arrange for the publication of Convention-related articles in publications of the United Nations and other relevant international organisations.
Industry relations
(xiv) Develop proposals on the Commission's policies regarding relations with the chemical industry and industrial associations in the chemical fields relevant to the Convention; and
(xv) Encourage participation of chemical industry representatives in the work of the Commission and provide them with regular updates on all results achieved, taking into account the special needs of developing countries and the particular situation of different regions.
Combined Division activities
(xvi) Take the lead in coordinating the organisation of regional, national and international events, such as seminars, symposia and workshops on the implementation process of the Convention and the work of the Commission. This involves cooperation with Technical Cooperation and Assistance and other divisions in the Secretariat, assessing the political situation in each region and the initiatives of States which host seminars, identifying and arranging for extra budgetary funding for such events; and
(xvii) Maintain contacts with the Secretariat of the UN, its bodies and other international organisations on issues relevant to the work of the Commission.
New activities (not appearing in 1994 Programme of Work and continuing in 1995)
(xviii) Undertake preparations for establishing the Protocol and Visa Branch at EIF minus 180 days and prepare for its operational capability by EIF minus 120 days. This requires determining its organisational and logistical structure, analysing functions and preparing job descriptions. It also requires undertaking a survey of visa practices by Member States, developing formats for travel documents, and deciding on a data base for recording and processing such activities;
(xix) Establish and maintain a joint database with the Office of Health and Safety;
(xx) Implement a draft OPCW policy on relations with the information media as recommended by the Expert Group on Confidentiality and the Expert Group on Declarations and Model Facility Agreements (the draft policy itself is to be developed in 1994);
(xxi) Prepare and distribute an information brochure on the Commission prior to the deposit of the 65th instrument of ratification; and
(xxii) Prepare explanatory material covering various issues being considered by the Commission with a view to facilitating public understanding of the problems involved, and at the same time assist Member States to keep track of the Commission's activities.
5.3 Part I resource requirements
Personnel appropriations
5.3.1 In the absence of a Protocol and Visa Branch, which will not be fully operational until 120 days before EIF, the Division is already providing protocol and visa assistance to Member States' representatives and experts and is performing functions stemming from Article 14 of the Host Country Agreement. It is also performing visa-related tasks in the interest of the Secretariat as a whole.
5.3.2 In order to cope with the increased workload, it is intended to redeploy a clerk/typist GS-OL presently providing support to the Office of the Director and the Industry Relations Branch to the Government Relations Branch, which has responsibility for visa matters. The Division will be provided with other Secretariat resources to support the Industry Relations Branch.
Temporary assistance
5.3.3 The Division also finds itself involved on an increasing basis in protocol tasks such as questions of privileges and immunities etc. arising out of discussions in the Expert Groups on Transitional Arrangements and the Committee on Relations with the Host Country. It also looks after the issue of legitimation cards, and the programmes of delegations from Member States visiting the Secretariat. There is a requirement for arranging and coordinating meetings within the Secretariat and, on occasions, with representatives of Member States. The implementation of the Headquarters Agreement requires continuous contact with the Host Country authorities including the Ministry of Foreign Affairs and other Ministries. At present these functions are mainly performed by the Political Affairs Officer and the Head of the Government Relations Branch. This does not represent a proper use of their time. General Temporary Assistance is requested equivalent to two and one-half days a week at GS-PL level.
Dfl. 32,500
Other Part I appropriations
Official travel
5.3.4 An amount of Dfl. 100,000 had been approved for official travel of staff for the Division for the 1994 Programme of Work and Budget. Based on past experience an amount of Dfl. 128,800 will be required to support travel, including DSA and terminal expenses, for the following purposes:
(a) bilateral visits to signatory States;
(b) contacts with authorities in non-signatory States for promoting universality of membership;
(c) contacts with the media;
(d) contacts with United Nations bodies and intergovernmental organisations;
(e) direct contacts with industry;
(f) support for regional seminars; and
(g) participation in seminars organised by NGOs, research institutions and international organisations.
5.3.5 Whenever feasible, the trips will combine several tasks, and will cover a set of countries in a particular region. A typical example is the recent trip to Brazil, Argentina and Peru, undertaken by the Head of the Industry Relations Branch for contacts with the industry, which cost a total of Dfl. 7,778. The trip was planned to allow, in addition to meetings with industry representatives and visits to facilities, for discussions with officials from Ministries of Foreign Affairs and Defence, National Authorities etc., to review the over-all preparation for implementation of the Convention.
Dfl. 128,800
Consultants
5.3.6 Consultancy s