OPCW	Technical Secretariat
International Cooperation and Assistance Division
S/341/2003
26 February 2003
ARABIC, ENGLISH, AND FRENCH only

FIRST REGIONAL MEETING OF NATIONAL AUTHORITIES OF STATES PARTIES IN AFRICA
KHARTOUM, THE SUDAN, 19 – 21 APRIL 2003

1. On behalf of the Government of the Sudan and the Organisation for the Prohibition of Chemical Weapons (OPCW), the Director-General wishes to invite representatives of National Authorities to nominate participants to attend the First Meeting of National Authorities of States Parties in Africa, which will be held in Khartoum, the Sudan, from 19 to 21 April 2003. The meeting is designed as a forum for personnel from National Authorities who are involved daily with issues surrounding the national implementation of the Chemical Weapons Convention (CWC). Individuals nominated to participate in the meeting should actually be responsible for the specific tasks of implementing the Convention at the national level.

2. This meeting has been organised with the aim of fostering cooperation with the OPCW—an aim expressed by African National Authorities during the Fourth Annual Meeting of National Authorities in October 2002. The meeting will follow the tradition established by similar cooperative efforts in Latin America and the Caribbean, and in Eastern Europe. It is intended to provide a framework within which representatives of National Authorities can review and discuss issues relating to the practical implementation of the CWC under the following thematic clusters:

(a) the role of National Authorities in the implementation of the CWC in individual Member States represented at the meeting: their organisation, their position within the structure of their respective governments, and their rights and responsibilities;

(b) administrative requirements for the successful functioning of a National Authority;

(c) declaration-related issues;

(d) implementing legislation;

(e) assistance and protection against chemical weapons (CWs);

(f) international cooperation projects in the region; and

(g) implementation support projects in the region.

3. At a practical level, the meeting is also intended to facilitate the exchange of contact information among representatives of the African and other interested National Authorities, and to foster the creation of personal working relationships among them. These relationships will lead to the creation of a regional network that will support the continued implementation of the CWC, in particular in areas where collective action might be required, such as tracking transfers of scheduled chemicals, developing effective national implementing legislation, assistance and protection against CWs, and procedures for clarification. All participants will be expected to make presentations on each of the following topics:

(a) how their National Authorities are organised;

(b) what implementation legislation is in force in their respective jurisdictions;

(c) what mechanisms are in place to coordinate and enforce implementation of the CWC in their respective jurisdictions; and

(d) any specific problems they have in these areas.

4. In accordance with the recommendation of the Fourth Annual Meeting of National Authorities, the meeting in Khartoum will seek to identify regional priorities and requirements for sustained technical assistance to States Parties in Africa, in order to enable the capacity-building required for the implementation of the CWC and for peaceful uses of chemistry. It will also seek to identify common areas where support for national implementation may be required. Finally, the meeting will provide space for consultations between individual National Authorities and Secretariat officials on implementation issues.

5. The provisional programme of the meeting is contained in Annex 1 to this Note.

6. The Technical Secretariat (hereinafter “the Secretariat”) expects to be able to sponsor the participation of a limited number of representatives of National Authorities. Each nomination should specify whether sponsorship is a condition of the nominee’s participation. For sponsored participants, the Secretariat will cover the costs of travel, meals, and medical insurance, and will provide a limited subsistence allowance to cover sundry expenses. In cases where the Secretariat arranges accommodation for sponsored participants, it will also cover the costs of that accommodation. Sponsored participants who do not intend to use the accommodation provided by the Secretariat are requested to indicate that to the Secretariat as soon as possible, so that it does not incur hotel cancellation fees. The daily subsistence allowance will remain unchanged for those participants who opt to make their own accommodation arrangements. When making travel arrangements for sponsored participants, the Secretariat will seek the most economical options. The Secretariat will purchase tickets and send them to participants. Participants will be allowed to purchase tickets locally only if this leads to further savings for the Secretariat and if the Secretariat authorises it. In order for the Secretariat to keep costs to a minimum, participants are expected to arrive no earlier than Friday, 18 April 2003, and to depart no later than Tuesday, 22 April 2003. The Secretariat’s agreement is required for any changes to the arrival and departure dates. The Secretariat will not cover expenses unrelated to the meeting or that result from changes in travel arrangements it has not authorised. Sponsored participants shall bear all costs resulting from changes they make, including cancellations, once the Secretariat has purchased tickets. Participants who have not been sponsored are requested to make their own travel and accommodation arrangements, although the Secretariat can, if necessary, arrange accommodation at reduced rates.

7. Participants are requested to obtain any necessary visas (including transit visas) before travelling to the Sudan.

8. All activities during the meeting will be conducted in English, with the possibility of Arabic and French interpretation. When nominating participants, National Authorities are requested to indicate whether interpretation facilities for Arabic or French will be required. All participants are expected to have a good command of one of these languages.

9. Interested National Authorities are invited to complete the nomination form that is included as Annex 2 to this Note, providing all the details it requests so that the Secretariat can communicate directly with the nominees. Completed forms should be addressed to the Director, International Cooperation and Assistance Division, OPCW, Johan de Wittlaan 32, 2517 JR The Hague, the Netherlands. Nominations may also be submitted by fax to +31 (0)70 306 3535, or by e mail to ipb@opcw.org. All nominations must be received by the Secretariat no later than 21 March 2003. Please be advised that participants must present an OPCW acceptance letter in order to register at the conference.

10. Additional information about the meeting may be obtained from the Implementation Support Branch, International Cooperation and Assistance Division. The contact persons are Ms Katerina Minarikova, +31 (0)70 416 3823, and Ms Maria Elena Bruno Pousadela, +31 (0)70 416 3825.

Annexes (English only):

Annex 1: Provisional programme
Annex 2: Nomination form

Annex 1

FIRST REGIONAL MEETING OF NATIONAL AUTHORITIES OF
STATES PARTIES IN AFRICA
KHARTOUM, THE SUDAN
19 – 21 APRIL 2003

PROVISIONAL PROGRAMME

Friday
18 April
Arrival of participants

Saturday
19 April
08:30 Registration
09:00 Opening ceremony
Implementation status of the Chemical Weapons Convention (CWC)
10:00 Overview of the CWC and related obligations
10:45 Coffee break
11:00 The role of National Authorities in implementing the CWC
12:45 Lunch
14:00 Presentations by National Authorities on the status of the implementation of the CWC in their countries, including areas of concern, interest, or difficulty
15:45 Coffee break
16:00 Presentations by National Authorities, continued
16:45 Summary of the day's deliberations
17:00 – 18:00 Bilateral consultations
18:30 Dinner

Sunday
20 April
09:00 Issues related to declarations under Article VI:
• obligations under the CWC
• data monitoring and evaluation
• decisions of the Conference of the States Parties
• aggregate national data
• national implementation
• discussion of experiences
10:45 Coffee break
11:00 Unresolved issues surrounding declarations
12:45 Lunch
14:00 Implementing legislation:
• CWC requirements, legal assistance
• updates by National Authorities on CWC legislation at the national level
• discussion of experiences
15:45 Coffee break
16:00 Practical implementation of the CWC relating to import and export controls:
• obligations under the CWC
• practical implementation
• data discrepancies
• discussion of experiences
16:45 Summary of the day's deliberations
17:00 – 18:00 Bilateral consultations
18:30 Dinner

Monday
21 April
09:00 The possible impact of the First CWC Review Conference
09:30 Assistance and protection against chemical weapons (CWs)
10:00 International cooperation programmes in the region
10:45 Coffee break
11:00 Implementation support projects in the region
11:45 Follow-up actions, next regional meeting
12:15 Summary and closing of the whole meeting
12:45 Lunch
14:00 – 18:00 Bilateral consultations
18:30 Social event

Annex 2

FIRST REGIONAL MEETING OF NATIONAL AUTHORITIES OF
STATES PARTIES IN AFRICA
KHARTOUM, THE SUDAN
19 – 21 APRIL 2003

NOMINATION FORM

Please submit the completed form by 21 March 2003 to:
The Director, International Cooperation and Assistance Division, OPCW,
Johan de Wittlaan 32, 2517 JR The Hague, the Netherlands
Fax: +31 (0)70 –306 3535; e-mail: ipb@opcw.org.

Please use BLOCK LETTERS.

*Please check appropriately

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