Minutes UN Admin 13 January 2010 2 - intra.undp.psintra.undp.ps/Docs/op/gen/min10.pdf · A meeting...
Transcript of Minutes UN Admin 13 January 2010 2 - intra.undp.psintra.undp.ps/Docs/op/gen/min10.pdf · A meeting...
UN Administrative Meeting Date: 13 January 2010, 10:00 AM Venue: UNDP/PAPP, Jerusalem
Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Fatima Abassi UNOPS‐JMOC [email protected] Tawfic Shawish UNOPS‐JMOC [email protected] Suheil Neiroukh FAO [email protected] Khader Kamal UNICEF [email protected] Cletus Wamalwa UNSCO [email protected] Mayyada Malki UNFPA [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Joan Byrne UNESCO [email protected] Shirine Rofa Smeir OCHA [email protected] Lina Lama WHO lla@who‐health.org Munzer Yousef UNDSS [email protected] Dalal Abu Saleh ILO [email protected] Hiba Khamashta ILO [email protected] Adli Nammari UNTSO [email protected] Norman Butler UNTSO [email protected] A meeting with representatives from UNICEF, FAO, UNOPS‐JMOC, UNSCO, UNFPA, UNESCO, WFP, ILO, WHO, OCHA, UNDSS and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
It must be noted, unfortunately, that some agencies and in particular UNRWA, OHCHR, Interpeace, UNHABITAT, UNIFEM and UNODC are not participating on a regular basis. They are highly encouraged to do so for their own benefit.
Agenda: UNTSO
Brief on Salary Survey 2010 UNDP
Income taxes – briefing for all FT national staff
Arabic Classes
UNRCP fund
UNTSO Brief Salary Survey 2010 – Mr. Adli Nammari and Mr. Norman Butler Mr. Norman Butler introduced himself as the appointed chairperson for the Salary Survey panel. This panel had its first meeting on 29 December and another meeting will be held today. Mr. Adli Nammari continued by explaining the processes and the status of the survey. Every four years a comprehensive Salary Survey is done, with minor surveys every year, and for 2010 a comprehensive survey will be undertaken. A Local Salary Survey Committee (LSSC) is responsible
for the preparation stage: to identify potential employers, which are leading companies in the region and which will influence salaries in the survey. The actual survey is done by international experts. They go to the employers and obtain information, which they analyze. The selected employers should represent a broad section of the labor market; public, private, and industrial sectors. Some of the companies approached for the last survey will be kept, maybe new ones will be added also. The Salary Survey Scale is an Israel‐based scale, therefore companies based in Israel are taken, plus the European Union. NGOs in the West Bank were used last time, but taken out, because they don’t have a salary scale and their salaries are much lower. Participating companies should have an established salary structure, at least 15 staff for office work and at least be operative for 5 years. Information was also obtained from different UN offices; inventory of staff, how many staff are present at different levels. Israeli income tax rates were obtained for 2010, which will be sent to the specialists as well. The DSR(O) questioned whether all agencies were involved (due to previous complaints). Among others UNFPA, WFP, OCHA, UNICEF, UNDP and UNHCR were. The LSSC is represented by staff and professionals. The DSR(O)furthermore noted that last year some competitors refused to give information and a letter was sent to the British for instance. The DSR(O) offered that UNDP could provide such assistance again if similar problems were faced this year. UNESCO inquired when the results could be expected. Mr. Nammari noted that the specialists still have to start the actual survey and when they finalize it, the scale will be sent to ICSC and it will probably not be published before July. It is not known when it will be applied. The DSR(O) warned that rumors started to get out already that there will be a 7% increase and that even some agencies have already implemented this. This is definitely not true; in fact the survey is still to be conducted by the experts. Income Taxes Further to previous meetings, it was decided by the attendees to organize a workshop/briefing for national FT staff on Thursday 4 February 2010. The DSR(O) advised that Majed Kreitem would join and that maybe we could also ask the consultant who did the letter for some of the UNTSO staff. Most likely the meeting will take place in Jerusalem only, since the income tax issue pertains to Jerusalemites only. The DSR(O) explained that UNTSO staff obtained a letter and paid NIS200 for this. The consultant said other staff could get it too. In fact there is no need for such a letter according to both Mr. Nammari and the DSR(O), but some staff requested it. Arabic classes The DSR(O) noted that in the past UNDP had established LTAs for the provision of Arabic classes, but this year the following offers were circulated to international staff and the courses are open to interested internationals of other agencies as well: Kathleen Kenyon Institute 1500NIS Center for Jerusalem Studies 2200NIS The invitation e‐mail will be forwarded to the Admin Officers.
UNRCP The DSR(O) reminded agencies that all agreed to settle their share for the year 2010 upfront and that without money being deposited in the UNRCP fund, managed by UNDP, UNDP cannot pay anything on behalf of the UNRCP. Till today only one agency actually paid its contribution and two other agencies are in the process of payment. UNDP cannot issue contracts and provide other services if agencies are not paying their share. Agencies were requested to settle their dues by 15 January 2010, but maximum by the end of this month. If this is not done, then UNDP will definitely stop providing any services. AOB
The DSR(O) informed that one of the UNDP staff members from Ramallah was stopped at Hizma checkpoint and arrested. His wife was about to deliver in Jerusalem and since he did not have a permit, he used the trunk of a vehicle to get into Jerusalem and was caught. He did not state he was a UN staff member, but the soldiers found his UNID. As a result, when a UNDP vehicle leaves Ramallah, the passengers are to search the car and the driver has to sign that they searched the car. This letter is kept in the office.
The DSR(O) also discussed the concerns regarding requests for searching the UNDP bus at Jerusalem checkpoints. UNSCO has been contacted and after final debates it was decided to create low windows at the back of the bus for UNDP’s own benefit, i.e. enabling drivers to check the bus before departure. Some agencies mentioned incidents that had taken place which are jeopardizing the situation and the problem that other agencies are not aware of such incidents. UNFPA suggested that maybe the Access Cell could prepare a brief on incidents and circulate this for the Admin group.
UNSCO and UNDP furthermore discussed the issue of mail being sent from Gaza to Jerusalem and vice versa and the problems being faced by some agencies. The DSR(O) further commented that UNDP only allows drivers to drive the vehicles and they are expected to check the vehicles before departure.
WFP further warned that one of its staff used unofficial, and hence illegal, transportation (Fords) from Ramallah to Jerusalem. The Ford was stopped by police and all passengers were taken for 1‐2 hours as witnesses to confirm they have paid the driver. Therefore the advise to staff is to use the official public transportation.
UNTSO mentioned it had received UNDP’s request for relocation of archives to UNTSO premises. The DSR(O) confirmed UNDP heard that UNTSO is building, but newly placed containers would also be good. UNTSO would check regarding the establishment of an MoU and the DSR(O) confirmed UNDP is committed to pay for any space.
FAO inquired about an update regarding the Bakri building. The DSR(O) noted that UNHABITAT, UNODC, UNOPS and ILO joined a meeting in this regard and UNDP was not aware FAO was interested as well. The DSR(O) briefly explained that the building is now MOSS compliant and the landlord offered to rent it to the UN. FAO stated it might be interested and would want to know some more details. UNOPS inquired about the number of parking lots, since the space looks tight. The DSR(O) responded that both UNDP and UNOPS Engineers checked it yesterday and will do the calculations, but it might be
suitable for 20 vehicles. The DSR(O) further informed that UNOPS looked at another place in Beit Safafa as well. UNOPS is still waiting for a price offer.
UNTSO brought up the issue of a centralized conference facility and asked whether anyone was interested. It might be established at UNTSO and it could be a facility for around 200 people. At the moment the idea is only discussed. The DSR(O) inquired whether visitors to workshops (from PA, NGOs, et.) would be allowed to enter the UNTSO premises. UNTSO confirmed as long as an attendance list is sent in advance, these visitors will be allowed entrance. Engineers of UNDP and UNOPS could get together with UNTSO to further discuss this matter. UNTSO noted it would have to submit a proposal by September and it would be for the budget 2012‐2013. UNDP confirmed its interest and advised other agencies to think about it as well, since nearly all agencies rent places for events such as conferences and workshops.
DSS inquired again about the SC pension fund. There is no news yet. The DSR(O) noted that also some SC holders said that they want the lump sum. UNDP will follow up.
WFP informed regarding the problem with the MOFA card for one of its internationals. The DSR(O) stated that unfortunately when an Arab national is coming to Israel for work at the UN, there will be a problem. It could be the visa is not granted in time, or the security clearance is a problem, or the MOFA ID card. Documents of Arab nationals are always taken for security check and if approved, a three months visa is given, because security clearance is usually for 3 or maximum 6 months. The DSR(O) emphasized that UNDP has tried to solve it, but the problem remains. The additional problem is that in fact a 5 months and 29 days visa is obtained and this will not allow for duty free purchases and will not entitle for MOFA ID. Therefore the advise is to take these things in consideration if you want to recruit an Arab national or make sure all is arranged and then sign the contract.
DSR(O) stated that surprisingly UNRWA is not here most of the time, while lots of the problems come from UNRWA and its vehicles, especially at checkpoints. DSS commented UNRWA used to have big buses, but are sending small buses right now to pick up staff from Hizma. DSS confirmed the problem is with the big 54 passenger bus of UNRWA. The DSR(O) commented the problem is also that UNRWA doesn’t have control of its vehicles. DSS explained UNRWA has different types of drivers: working drivers (authorized to use it personal also), home‐office‐home drivers and duty drivers. DSR(O) once again stated that the person driving the car, should be the driver to drive others. Agencies will be questioned if something happens when someone drove people who is not a driver and this might cause problems. For UNDP only drivers are driving staff.
WFP noted that the mileage charged for liberty is in fact very low. The DSR(O) confirmed, and suggested that UNTSO as leading agency could take this up. The DSR(O) asked agencies again why they don’t have drivers only to drive people. OCHA responded it is a Head of Agency decision. UNICEF policy is to have drivers only. UNSCO noted that peacekeeping requirements are that staff have a driving license, since they will not be assigned a driver.
The DSR(O) further stated that UNTSO should maybe also be approached to take in consideration the differences in living conditions for Gaza and Jerusalem (and maybe WB also) in regards to the Salary Scale Survey.
The DSR(O) informed agencies UNDP is working on the purchase of a big bus for several agencies and the price will be sent as soon as obtained. UNDP will also be working very
soon on the issue of a driver stationed in Amman, a commitment of the agencies is needed however and the salary for one driver for a full year will have to be shared.
In 2009 UNDP paid more than 100,000$ for mobile phones and hence is cutting mobile phones off now, while leaving it for zone wardens and people going into the field. UNICEF confirmed its costs are too high as well. All UNICEF staff carry a mobile phone, in the past given for security reasons, but the office is reconsidering it. The DSR(O) informed that UNDP staff are requested to highlight the official calls.
The DSR(O) discussed the issue of Facebook. This will be blocked at UNDP, especially the Farmville. Skype and Messenger are being blocked as well, since most staff seemed to use it. The danger of lack of privacy due to Facebook was mentioned in this regard (intelligence agencies seem to use information for different purposes) and hence people should be careful with what they write. In response to UNESCO, the DSR(O) stated that possible sanctions are not yet known, but staff were already aware for a long time that such programs and games cannot be used during work and that IT can be given the instruction to check computers and internet surfing behavior of staff.
The next meeting is scheduled for Wednesday, 10 February 2010 at 10:00AM at OCHA, Jerusalem.
UN Administrative Meeting Date: 11 August 2010, 10:00 AM Venue: UNTSO, Government House Jerusalem Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Michael Antoine UNTSO [email protected] Simon Minassian UNTSO [email protected] Mayyada Malki UNFPA [email protected] Inas Abu Remeileh WHO iar@who‐health.org Savita Hande UNDSS [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Suheil Neiroukh FAO [email protected] Joan Byrne UNESCO [email protected] Khader Kamal UNICEF [email protected] Regine Weber UNICEF [email protected] Fernando Siles UNCTAD/ASYCUDA [email protected] Sylvia Schollbrock UNOPS [email protected] Shirine Rofa OCHA [email protected] Sara Hamouda UNSCO [email protected] Tim Henry UNRWA [email protected] Karin Traonvouez UNRWA [email protected] Maurice Savage UNRWA [email protected] Maha Abu Ghosh OHCHR mabu‐[email protected] A meeting with representatives from UNSCO, UNTSO, UNFPA, UNESCO, WHO, UNOPS, UNDSS, WFP, FAO, UNCTAD/ASYCUDA, UNICEF, OHCHR, OCHA and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda UNDP:
ICSC Hardship Duty Station questionnaires
R&R and SOA
MOFA ID
Change to Winter Time (WB/GS)
Titles UNRWA:
Policy hiring first degree family members
Change to Winter Time The DSR(O) noted this was a sudden decision . UNSCO was consulted and both the West Bank and Gaza are now on winter time. Israel will change the time around the 12th of September, hence Jerusalem offices are still operating according to summer time. For UNDP the only problem is with Ramallah staff coming to Jerusalem, they were asked to discuss amongst each other for the office to decide upon. MOFA ID The DSR(O) emphasized that the issuance of MOFA IDs is a continuous problem. It seems the person working on this matter is the bottleneck. The DSR(O) had suggested to UNSCO for agencies to join together and complain about this situation. UNRWA also noted that decisions are not consistent. UNRWA moreover stated that MOFA IDs are not issued for dependents anymore, while the guidelines state differently. Nobody was notified of this change. The DSR(O) informed UNDP had an issue with a vehicle, where the MoD had confirmed it was approved, but MOFA did not cooperate. UNICEF added it is waiting since quite some time for the extension ID of the Deputy. The DSR(O) suggested to prepare a list of all what is pending and for how long already. UNRWA further suggested to meet with the director as well (not only the person responsible for issuing the IDs) to discuss all issues in detail, including the fact that changes in policies should be communicated. The DSR(O) mentioned there seems to be no trust towards the UN at the side of MOFA. UNDP will prepare the facts for UNDP cases and agencies under UNDP/PAPP umbrella and if UNESCO and UNRWA want to join, that would be good. UNRWA noted it currently has the issue of dependents only (introduced without notification). UNESCO confirmed after the meeting that its office is also facing problems and delays with the MOFA ID and wishes to join forces. The DSR(O) suggested to hold a meeting as soon as possible between UNDP, UNSCO, UNTSO, UNRWA and UNESCO and see if together MOFA should be approached. ICSC This year the ICSC requested to review security factors only, hence UNDSS was asked for the input and questionnaires were not circulated among agencies. UNDSS completed its part and the UNSCO representative was asked to whom the documents can be send for UNSCO to follow up for RC comments and signature. UNSCO representative noted that UNTSO in general is responsible for such questionnaires and had no further information from the side of UNSCO. She was requested to check this matter after the meeting. The DSR(O) clarified that usually for the ICSC questionnaires, UNTSO is responsible for Israel, UNRWA for the Gaza Strip and UNDP for the West Bank cities, with DSS contribution to security factors and WHO to health factors. However, the RC is supposed to add the final comments and sign on the document before submission. R&R and SOA Gaza UNDP did not have international staff in Gaza before, but now has two internationals stationed in Gaza. Questions have arisen due to the fact that the R&R destination is Amman and SOA is Cyprus. The issue is why family cannot be in Israel. The DSR(O) inquired whether other agencies receive the same questions from international Gaza‐based staff. DSS confirmed. If there are
more questions, it could be sent to HQ. The DSR(O) already checked and we can together propose to HQ for them to decide. The issue should be discuss and referred to the UNCT. Some agencies (UNESCO, UNRWA, WHO) give a lump sum and staff can decide where to go. The DSR(O) noted there might be a financial implication to the organization, because if R&R would be Jerusalem, then staff would get more than Amman (according to DSA). But the question is why not Jerusalem. It is a family duty station. DSS confirmed it would support its staff for Jerusalem. Agencies were asked if they have any objection to bring it to UNCT. UNICEF suggested to allow time for organizations to make calculations before (review impact on organization) and to check with staff in Gaza if it is really an issue. DSS noted it becomes a problem if family members stay without agencies knowing it. The DSR(O)asked if the Admin group can recommend to have it on the agenda of the UNCT next Friday (why Amman/Cairo is the R&R location and not Jerusalem, with Jerusalem calculation and with regards to the SOA, at the moment Cyprus, that Jerusalem is closer). It was decided agencies will discuss it within their organization in order for the issue to be added to the agenda of the next UNCT. The recommendation of UNDP (and UNSCO) is to change it to Jerusalem, DSS supports it as well from a security point of view. The UNCT has to decide and recommend to HQ for their approval. Titles The DSR(O) mentioned that lately many vacancy announcements include titles such as chief, head of this/that and asked whether agencies look at the issue of titles. UNRWA confirmed it announces according to policies, job descriptions and its classification system. Other agencies present also stated that they used titles in accordance with their respective policies. The DSR(O) informed there had been a complaint from one agency. WHO representative responded the office raised this matter to its HQ, because for instance it is very difficult to get the title ‘assistant’. WHO HQ responded and noted it wanted to know about other agencies and their policies/use of titles. UNRWA – family members UNRWA HR representative informed that the advise of HQ was sought and the rule is not straight, it says ‘normally brother/sister/father/mother should not be hired within the agency’. UNRWA has 29,000 staff though, so this is nearly impossible. UNRWA however makes sure that family members are not working in the same division/department. UNOPS commented that this makes sense, since it avoids the conflict (or appearance thereof) of interest. UNICEF stated that the limitation of first degree family members within the UN was discontinued, hence for UNICEF it is possible to recruit brothers or sisters of staff working for different UN agencies. UNICEF noted this new rule came with the contract reform in July 2009 and is included in the UNICEF handbook. UNDP cannot recruit brothers/sisters from staff of another agency. UNDP HQ had informed that this was a new rule, applying to all agencies. Peacekeeping missions do not hire brothers/sisters anywhere, the same applies to UNDP. UNOPS suggested to check with HQ HR again, specifically with regards to the contract reform (where the change in policy was noted).
AOB
UNRWA informed that an MoU was signed between WFP and UNRWA MoU with regards to the transfer of the armored vehicle from UNRWA to WFP. The agencies are waiting for approval of the MoD (the UNRWA plates would then be replaced by UNDP plates).
UNOPS inquired about the note that MOFA recently informed that MOFA IDs would not be issued after staff have already been in the country for more than a year. The DSR(O) suggested that maybe it is better to ask for a longer visa than the short term service visa, in case consultants might later on receive long‐term staff contracts so as not to lose eligibility for a MOFA ID. In that case agencies would have to make sure to cancel visas prior to early departure of staff though. UNCTAD/ASYCUDA mentioned that their Geneva visa section will not request for a long visa if the contract is short‐term. UNDP advised it could help. It was noted that maximum a one year visa (renewal) can be requested. UNOPS further stated that its Head of Office arrived to the country on mission status, prior to actual appointment, but with service visa. The MOFA ID application should have been filled according to arrival date for the appointment to the oPt position. MOFA confirmed that the time of the mission should not have been included.
The DSR(O) emphasized that the lawyers from UNTSO and UNRWA are needed and that people from URNWA, UNTSO and UNDP should sit together on MOFA IDs, vehicles and armored vehicles to check whether MOFA is for instance correctly imposing quotas on agencies (as per the MOFA rules and regulations). UNRWA noted in this regard that MOFA required that the ‘destruction of vehicle’ certificate is now needed before replacement of the vehicle. The DSR(O) suggested that the two lawyers will meet together and then hold a special session for us, to see what is correct and what not (what can be fought with MOFA) and then act accordingly. It was suggested the two lawyers address all issues (water also) for the next Admin meeting and also for the UNCT. UNICEF further asked UNDP/PAPP for something in writing regarding visa/MOFA ID/vehicle procedures and SOPs. The DSR(O) confirmed that some SOPs exist and that a general orientation document for internationals is available as well.
DSS – The CSA informed that during the last SMT the issue of internationals on local contracts was discussed. The question is how to treat them from a security perspective. Each agency was asked to inform DSS how many of these cases they have. UNDP is still to provide the information. The CSA explained that the Security Hand Book includes international consultants. UNICEF commented that e‐mail that was circulated states ‘staff members’ and agencies might misunderstand this or be confused, since from an HR perspective staff members are different from consultants. UNRWA also advised to be careful with terminology, because a staff member is a full staff member, other contract holders are not eligible for all entitlements. The CSA explained that for security arrangements it does not matter whether an international is on FT, SC or SSA, all are included. The only exception is persons receiving daily wages, they are not included. Therefore DSS needs to know about all people with foreign passports on local contract, in order to obtain an overview and solve the problem how to treat these persons. Some agencies asked about cases with dual citizenship, they should look to what contract they were assigned on. CSA further noted it is about non‐Palestinian foreigners. The problem might arise in case of evacuation, those with international passports might come to the organization to be included. DSS is collecting the statistics to determine what should be done (the Security Hand Book is not clear in these cases). WFP commented it includes such conditions in the contract. UNTSO noted that the internationals on local contracts are usually not brought into the country by the UN and hence should fall under the
responsibility of their embassies. DSS confirmed this is not the case, the persons hold UN contracts and hence fall under the UN system responsibility. DSS explained that in Algeria in 2007 this caused a problem, since many killed were on SSA contracts and arrangements were not clear. Agencies asked about the inclusion of interns, DSS responded it depends on whether the interns receive a salary. UNDP confirmed its interns are not receiving any money, so they do not fall under the security arrangements. They should sign a waiver. UNDP confirmed interns do not obtain a UNID and international interns do not obtain a visa through UNDP.
UNTSO introduced Mr. Simon Minassian, the new assistant for Learning. As for the Language Proficiency Examination (LPE) 65 applications were received and sent to HQ. The dates of the LPE are 19‐20 October. No applications were received from Gaza. It was noted maybe GS FT staff are not fully aware of the exam or benefits. The DSR(O) offered that UNDP could nominate a focal person for the LPE in Gaza. UNTSO stated that a test site (if for WB and GS separately) would need to be approved from before, so this should be discussed at an early stage for next year’s LPE. Of the 65 applications UNTSO should determine how many are from the West Bank and whether or not each agency will need to secure permits through the assistance of the Access Support team in time for those applicants to sit the exam at Government House, Jerusalem.
The next meeting is scheduled for Wednesday, 22 September 2010 at 10:00AM at OHCHR, UNRCP building, Ramallah.
1
UN Administrative Meeting Date: 14, February 2007, 10:00 AM Venue: UNFPA, Jerusalem Final Minutes Attendees:
Abdul Farook UNICEF [email protected] Joan Byrne UNESCO [email protected]
Wolfgang Weiszegger UNSCO [email protected] Ana Rodriguez UNSCO [email protected] Mayyada Malki UNFPA [email protected] Fida Amasheh UNIFEM [email protected] Thafer Abu Ghannam WFP [email protected] Jean Lausberg DSS [email protected] Dalal Abu-Saleh ILO [email protected] Carolyn Squire OCHA [email protected] Rania Katan WHO [email protected] Edwin Nicolas UNRWA [email protected] Francois Del Marmol UNRWA [email protected] Khaled Shahwan UNDP [email protected] Rebekah Kosinski UNDP [email protected] A meeting with Administrative representatives from UNFPA, OCHA, UNSCO, UNICEF, UNDSS, UNESCO, UNRWA, WHO, WFP, ILO & UNDP was held in order to discuss issues relating to administration / operations / security. AGENDA:
1. Presentation by Arab Bank Representative 2. UNV Learning Manager 3. ICSC Questionnaire 4. Rest & Recuperation 5. Any other business
Issue 1: Arab Bank Mr. Firas Najjab, bank manager of Arab Bank in Ramallah attended the meeting in order to brief UN Admin officers on the general history of Arab Bank and the various services it offers the UN. When Abdul Hameed Shoman established the Arab Bank in Jerusalem in 1930, he wanted to build an institution that would serve the Arab world. The growth of the Arab Bank has come against a background of both regional political turbulence and spectacular growth and development. The Arab Bank has 300 branches all over the
2
world, yet primarily concentrated in the Arab world. There are 14 branches in the major cities of the West Bank and Gaza. Arab Bank offers a range of direct banking services covering Internet Banking (Arabi Online), Phone Banking (Hala Arabi), SMS Banking and ATM Banking. Arab Bank ATMs enable the customer to execute banking transactions, which has proven to be less time consuming. CORPORATE BANKING A focal point from the bank will be designated to assist in account management. Within corporate banking, Arab bank provides the following services: Deposit Account:
- Current account - Call account - Fixed deposit account - Savings
Loans / Credit Facilities:
- Car loan - Hiring loan - Purchase - Overdrafts - Short term loans
Remittance services:
- Transfer outward and inward - Foreign currency buy / sell - Travelers cheques - Drafts – outward - Drafts purchase / collection
PERSONAL BANKING Same as above Contact information: For more information visit the Arab Bank website at: www.arabbank.ps or www.arabbank.com (Global) Mr. Firas Najjab, bank manager of Ramallah Branch. Contact number: 0599237458
3
Issues raised by UN Admin officers to Arab Bank representative:
1. UNESCO expressed their concern regarding delays in transferring funds from New York Headquarters to the Arab bank. In response, Mr. Najjab remarked that any mistake in the account details would cause this delay. In addition, UNESCO is facing problems with timely delivery of bank statements. Mr. Najjab assured UNESCO that he would intervene by initiating contact with UNESCO’s branch.
2. WFP questioned Mr. Najjab regarding banks charges for installments. Mr. Najjab explained that the Arab Bank is not affiliated with the service agent, Israeli Credit Card (ICC) and therefore customers are charged for interest.
3. UNESCO raised another issue concerning exorbitant bank charges for bank charges. The Bank will offer more reasonable rates to for those who transfer funds frequently, and so Mr. Najjab said he would look into this issue.
4. UNSCO mentioned that they have received complaints from staff regarding delays in salary transfers (from Bank Leumi to Arab Bank). Mr. Najjab stated that transfer of funds should be accredited within 2 days. Any delay is due to the fact that two different banks are involved.
5. UNDP questions Arab Bank representative whether there would be any restriction for a UN staff member to open an account. The Answer is No. Furthermore, Mr. Najjab confirmed that the same services are available for both Nationals and Internationals.
6. UNDP also raised a question concerning the facilities that would be available in the event of a crisis. Arab Bank representative affirmed that the bank has a department specifically geared towards ‘business continuity management’.
Issue 2: UNV Learning Manager
Further to last month's UN Administrative meeting in which the participants proposed to assign an International or National UNV to all UN agencies to work as a learning manager, the following details pertaining to the estimated cost for an International UNV ( including travel expenses, etc) and a national UNV were presented to the Admin officers.
Contract duration
Normal pro forma rate for International UNV
6-month post:
$ 27,580
12-month post:
$ 47,170
Extensions:
Costs for extensions of contracts will depend on the length of the initial contract, and also of the UNV’s number of dependents. Contact the UNV office for tailored information.
4
Contract duration
Normal pro forma rate for National UNV Specialist
6-month post:
$ 7,615.08
12-month post:
$ 15,230
Extensions:
Costs for extensions of contracts will depend on the length of the initial contract, and also of the UNV’s number of dependents. Contact the UNV office for tailored information.
UNDP established draft Terms of References for the proposed UNV which were also shared with the agencies (see attached). It was suggested by the DSS to make this an extra-budgetary project as opposed to cost – share basis, stating that the latter can be problematic. On the other hand, UNDP strongly believe that the UN should be responsible for financing the development of its own staff. Action: It was agreed that the UN Agencies need more time, check with Heads of Agencies and confirm their participation in this arrangement. * So far, OCHA, UNESCO and UNDP have confirmed that they will not be involved. Issue 3: ICSC Questionnaire
It was suggested by UNDP DSR (O) to circulate the ICSC questionnaire to all heads of agencies and for them to start working on the questionnaire well in advance. Issue 4: Rest and Recuperation
Following last month’s meeting, the criteria for R & R received from HQs was presented to the Heads of agencies and we are awaiting their final decision. Issue 5: Hazard Pay for SC holders
WFP were questioned for providing their SC field workers with hazard pay. In response, WFP confirmed that this was a management decision and that although SC holders are not considered ‘staff members’ they do have similar entitlements to the staff member (including maternity leave, Van Breda Health insurance). Although WFP are bound to UNDP’s rules and regulations, they have their own staff rules which may state that SC holders are entitled to Hazard Pay. Issue 6: Security Clearance
UN DSS FSCO has been approving retroactive security clearances and is warning the agencies that he will stop doing this as of Friday 09/02/2007. Once the FCSO raises his concern at the next SMT meeting, he will circulate a message ensuring that everyone is aware of this matter.
5
Issue 7: Overtime
A question about the limit for overtime per month was addressed to the various UN agencies. Most agencies confirmed that the maximum amount of overtime hours per month is 40. The DSS only authorizes overtime for weekends. UNSCO does not have funds available for overtime payments. Staff are compensated through time off only *See attached UNDP Rules and Regulations for Overtime. Issue 8: Other Security related business:
- The training on Advanced Security in the Field must be done before the end of February or the staff member will not be security cleared.
- Following an incident whereby a UN staff was stopped by IDF and his private vehicle confiscated because a UN sticker was displayed on his private vehicle, it has been advised to remove UN stickers from private vehicles.
- From a security point of view it is preferable to use Orange or Jawwal mobile phones as opposed to Mirs.
- Internationals on SSA should possess a multiple entry visa to Gaza.
Issue 9: Any other business:
- Only the 5 staff members under secretary General level are entitled to receive discounts on Arnona.
- Some UN Agencies are required to pay exit fees at Alenby bridge. UNDP has tried to resolve this issue by contacting the Legal Department, Ministry of Foreign Affairs but have not received a final answer yet.
Post meeting note: UNSCO CAO has confirmed that Mr. Kevin Kennedy, Deputy Special Coordinator in his capacity as Development Coordinator is de-facto the Resident Coordinator. In this respect, issues and concerns pertaining to R&R and the post classification will be raised with the Resident Coordinator, Mr. Kevin Kennedy.
Next meeting: 14, March 2007, 10 AM at UNICEF. Participants are encouraged to invite their Procurements Officers / Communication Officers to the next meeting to ensure transparency and an open discussion regarding communication(s), mobile telephones/VHF and their usefulness in all areas, plus the Vendor(s) used to procure these items. Procurement officers are requested to bring along all their Long Term Agreements to the meeting.
UN Administrative Meeting Date: 14 July 2010, 10:00 AM Venue: UNTSO, Government House Jerusalem Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Suzanne Abboud, Coordinator UNDP [email protected] Cletus Wamalwa UNSCO [email protected] Michael Antoine UNTSO [email protected] Mayyada Malki UNFPA [email protected] Inas Abu Remeileh WHO iar@who‐health.org Munzer Yousef UNDSS [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Suheil Neiroukh FAO [email protected] Joan Byrne UNESCO [email protected] Khader Kamal UNICEF [email protected] Fernando Siles UNCTAD/ASYCUDA [email protected] Djibrilla Modi UNOPS‐JMOC [email protected] Adan HajYehia UNOPS‐JMOC A meeting with representatives from UNSCO, UNTSO, UNFPA, UNESCO, WHO, UNOPS‐JMOC, UNDSS, WFP, FAO, UNCTAD/ASYCUDA, UNICEF and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda UNDP:
POV
Visa/MOFA issues
LPE
DSA Gaza
Exemption taxes Bridge
Telecom working group (UNTSO)
Feedback agencies hiring first degree family members UNDSS:
Arab Bank – Gaza Branch
MOFA ID Cards UNDP confirmed that some MOFA cards have been received. LPE (UNTSO)
UNDSS noted that last year no invitation was sent to three DSS staff members who had submitted their applications. UNTSO advised UNDSS representative to speak with UNTSO responsible staff directly. The issue of Gaza was again raised and UNTSO noted that the LPE is monitored at UNSTO for WB, Jerusalem and Tel Aviv applicants. The DSR(O) suggested that UNTSO can use the UNDP/PAPP premises in Ramallah for the LPE as well, for those staff members that are unable to come to Jerusalem. There were inquiries about the exam procedures as well and UNTSO explained that there is a written exam which takes 3 hours and an oral exam which takes approximately half an hour. Staff should take in consideration, with time in between the exams, that the LPE will take one full day. UNTSO will send a website with further information about the exam. The LPE will take place in October 2010 and those who fail can take the test again until they pass. Instructions for applications were already circulated among the UN agencies. DSA Gaza (UNSCO) UNSCO confirmed the DSA for Gaza as of 1 July 2010 is $192. The rate published by the ICSC for the month of June 2010, $254, should have been used during that month. Staff that travelled have the right to obtain the published rate of the DSA. WFP inquired on what basis the rate had been changed. UNSCO noted there was a change in the cost of Al‐Deira Hotel and the rate is based on two rooms only. WFP added after the meeting: WFP stands for its position that June's DSA rate of $254 has been done on a wrong basis. Such same point of view has been confirmed during the UNCT meeting notes dated 25 June 2010. Accordingly, the June rate of $254 will not be applied by WFP. Telecom Working Group UNTSO had spoken in the last Admin meeting about the IT or Telecom Working Group, consisting of IT representatives of all UN agencies. UNDP IT will start working on this issue. UNDP will announce the information accordingly. Recruiting first degree family members Agencies had been requested to approach their HQ and provide feedback during this Admin meeting with regards to their policies on recruiting first degree family members (whether this is not allowed only within the UN agency or also not allowed within the UN family). UNFPA confirmed this rule only applies to UNFPA UNESCO confirmed this only applies within UNESCO WHO confirmed it applies to all UN agencies WFP provided feedback after the meeting that the rule applies to WFP only UNOPS update after the meeting: since the contract reform in July 2009, limitations of recruiting first degree family members apply to UNOPS only UNTSO confirmed it applies to all UN agencies UNSCO confirmed it applies to all UN agencies UNICEF correction after the meeting: the rule applies to UNICEF only (handbook July 2009 after contract reform) FAO does not have information yet
UNDSS follows UNDP and hence the rules applies to all UN agencies UNCTAD/ASYCUDA follows UNDP and hence the rules applies to all UN agencies UNDSS – Arab Bank Gaza Branch UNDSS representative noted that there is a problem for staff members to cash their salaries. They usually wait a long time in the queue and are then told they can only withdraw a maximum of NIS 2,000 per day. And there is only one branch for all staff in Gaza. WFP, UNFPA and FAO noted they have not received such complaints from staff. UNFPA moreover noted that the problem is that there is no cash in the banks. UNOPS did receive complaints regarding the delay in transferring the money. The DSR(O) suggested to inquire whether a special window for UN staff on a special day could be arranged by the bank. UNDP to follow up on this matter. AOB
Vehicle plates – WFP. WFP noted that information had been received a while ago that all the vehicle plates had to be changed. Some of WFP staff still have the old plates. UNDP confirmed all vehicle plates were changed upon the request of the Ministry of Defense and Foreign Affairs. UNFPA noted some of its vehicles need to be changed as well.
IDs for interns – the DSR(O) confirmed this is not done, because interns are not staff members. It was mentioned that UNRWA is issuing IDs for interns. It was suggested that UNRWA representatives explain this during the next meeting, why they are issuing IDs for interns and on what basis they do so. They refer also to the Secretary‐General. The issue of blue and black vehicle plates and letters was mentioned in this regard as well. It was noted in general peace‐keeping missions use black and blue is used by agencies.
Service Visa – It was confirmed also by UNTSO that new staff or consultants should have a service visa prior to their entry into the country. UNICEF noted in regards to the visa letters that some embassies had requested the UNDP stamp to show also Jerusalem.
MOFA – The DSR(O) emphasized that the lists of staff are very much checked by MOFA at this moment, the trust
The next meeting is scheduled for Wednesday, 11 August 2010 at 10:00AM at UNFPA, Jerusalem.
UN Administrative Meeting Date: 16 June 2010, 10:00 AM Venue: UNDP/PAPP, Ramallah Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Adel Khateeb UNDP [email protected] Michael Antoine UNTSO [email protected] Jean‐Marc Lafrenière UNTSO [email protected] Claudio A. Valenzuela UNTSO [email protected] Roland Ramrattan UNTSO [email protected] Mayyada Malki UNFPA [email protected] Tim Henry UNRWA [email protected] Maurice Savage UNRWA [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Suheil Neiroukh FAO [email protected] Ulrik Ahnfeldt‐Mollerup UNODC ulrik.ahnfeldt‐[email protected] Sylvia Schollbrock UNOPS‐JMOC [email protected] Joan Byrne UNESCO [email protected] Manhal Qarashouli UNESCO [email protected] Shirine Rofa Smeir OCHA [email protected] Sara Hamouda UNSCO [email protected] Lina Lama WHO lla@who‐health.org Maarten Kockelkoren WHO mko@who‐health.org Nael Salman HABITAT [email protected] Nabil Awad HABITAT [email protected] A meeting with representatives from UNSCO, UNTSO, UNFPA, WHO, UNOPS‐JMOC, WFP, UNRWA, UNODC, OCHA, FAO, UNESCO, UNHABITAT and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda Presentation by Ms. Malvena Al‐Jamal of Ramallah Municipality on waste management and recycling UNDP:
POVs
MOFA IDs
Visa Arab nationals
VAT Exemption
BCP
Rafah
No objection letter
DSA Survey – feedback from UNTSO UNTSO:
Telecom Working Group
IT Resource Pool OCHA:
Recommended shipping companies
Presentation Ramallah Municipality – Ms. Malvena Al‐Jamal, Head of the Environment Section The PowerPoint presentation, highlighting solid waste recycling, waste minimization efforts in Ramallah Municipality will be distributed among agencies.
The DSR(O) afterwards emphasized that UNDP is launching recycling activities in its offices. If the issue of collection of plastic cannot be solved in Ramallah, it will be taken to Jerusalem. Some agencies, UNFPA, UNESCO and OCHA noted their offices are not using plastic cups anymore. The DSR(O) suggested that someone from the Israeli municipality could come to our meeting in Jerusalem and do a similar presentation. It was recognized that the major problem is East‐Jerusalem, in West‐Jerusalem there are many waste collection points for different materials. UNRWA is currently working with two companies for collection of waste. POVs There are no private vehicles pending anymore, all were approved. UNDP finalized the vehicle of the ex‐UNICEF staff, unfortunately the vehicle of the ex‐WHO staff is still pending since the needed documents were not yet received. This might effect new requests. UNTSO still has some problems in this regard as well, UNDP might be able to assist if needed. MOFA IDs The DSR(O) noted that more than 24 IDs were pending. So far 18 were received. According to the authorities the IDs were pending due to the list of internationals. They compared the first (general) and second list (including all details) and some discrepancies were found also between the lists and application forms for IDs submitted. Other remaining cases (6) should be resolved in the coming week(s). Agencies could check with UNDP which cases are still pending. It was further noted that spouses are no longer able to get MOFA IDs, except for the Head of Office (the authorities went back to their regulations and noted this should always have been the case). This applies to all; UNRWA, UNTSO and UNDP. UNRWA noted its lawyer is looking into it. DSR(O): one lawyer maybe to be acting on behalf of all agencies, maybe it could be the UNRWA lawyer. The DSR(O) suggested to meet with UNRWA lawyer to look into this issue. Visa Arab nationals The DSR(O) confirmed the problem still exists, but the Jordanian and Egyptian Representative Offices are willing to help where possible. The UNDSS case was solved yesterday.
WFP still has a problem with one of its staff. The DSR(O) advised that WFP provide UNDP with all needed documents/papers in order to bring it up with one of the Representative Offices. VAT exemptions The DSR(O)noted there was some miscommunication also which delayed this matter. However, instructions should be given today from COGAT to the Civil Administration to approve it and then to send it to the VAT department. This will include the issue of exemption from taxes at the Bridge for international staff members, an issue which is pending for a long time already. BCP The DSR(O) informed that for the UNDP/PAPP BCP, there are agreements with UNICEF and UNTSO for providing support in emergency situations. UNDP/PAPP will test it again in the coming three months, hence the offices will be closed for 1 or 2 days and agencies might find it difficult to reach UNDP/PAPP staff, since they will be working from home, vehicle or other remote location. Rafah There is a new agreement for staff from Gaza to go through Rafah to Egypt. A request letter should be addressed to the Access Unit, Sandra or Ruben, in Arabic. According to the SOP, a minimum of 3 weeks is needed to obtain approval. No objection letter The DSR(O) informed that currently, Gaza staff going to Jordan or transit Jordan are in need of such a letter. It takes about 10 days to obtain it from the Jordanian authorities. The RC agreed that UNDP will explore the possibility of getting an exemption for this. For Gaza national staff, the visa is not done on the UNLP, but on their national passport (per order from the king). This is due to an incident that took place apparently with an UNRWA staff who used the UNLP on private basis and demonstrated inappropriate behavior at the airport. The staff showed his UNLP and claimed UN staff should get a visa immediately. DSA survey – UNTSO The DSR(O) asked UNTSO for an update. UNTSO noted that UNSCO will do the survey in Gaza. There was confusion on this. During the last meeting the UNSCO representative noted they would go back to ICSC in order not to put in effect an earlier suggested increase because incorrect information was used. However, it seems that the DSA rate for Gaza was increased and is effective. UNSCO will check this matter. Telecom Working Group ‐ UNTSO Mr. Roland Ramrattan, Chief Communication and IT Services (CCITS), addressed the meeting. He noted that since UNTSO has the longest presence in the country, UNTSO is always approached by the Ministry of Communication, but does not always know to which agency the matters relate. Therefore UNTSO suggests to create a group, which would make it easier to send
requests and would most likely mean approvals are obtained quicker also. UNDP expressed interest and so did other participants. UNESCO inquired about the import of wireless equipment, UNTSO noted a license is needed in that case and suggested to plan as a body. The DSR(O) commented that paying for licenses is becoming a burden and asked whether there is anything agencies could do about that. It was mentioned that DPKO is using global licenses. It could be studied by such a group what agencies are/can be using, for instance a corporate license with Microsoft. UNOPS asked whether UNTSO was referring to use of equipment by the UN and/or PA beneficiaries when. UNTSO confirmed it is about items used by the UN. It was suggested agencies ICT focal persons meet and UNTSO to chair. IT Resource Pool UNTSO CCITS referred to agencies’ human resources, UNTSO for instance has expertise in Lotus applications. Agencies could help each other, share information, resources and expertise. Instead of each working independently, it is better to coordinate. All would benefit from such cooperation. The DSR(O) suggested to call for a meeting with ICT focal persons from all agencies. There are HR and Procurement Groups also. AOB
UNESCO inquired about the increase in the salary scale. It was confirmed the scale for Fixed Term staff increased, and would be effective March 2010. The survey on the SC salary scale was done and after review the results should go to HQ for their approval. Many agencies noted they were not officially informed of the increase of the FT scale, no memo was received. UNTSO, as leading agency for such surveys, promised to check whether an official memo was sent out to all agencies or not. Note: UNTSO confirmed after the meeting that no memo was sent from their side. Agencies’ HQ were informed by the ICSC though and the new scale can be found online. Nonetheless, UNTSO will circulate their internal memo.
UNDP inquired about the Language Proficiency Examination (LPE), which agency would undertake it in Gaza. UNTSO confirmed it will arrange the exam for Jerusalem, but did not yet know who would be dealing with Gaza. UNTSO also confirmed that LPE in Jerusalem will be undertaken somewhere mid October.
OCHA asked agencies for recommendations for shipping companies, since their HoA is about to move. Some agencies recommended Ocean.
OCHA also informed the forum of its experience with the Security Training for Armored Vehicles. A driver from Gaza was signed up to participate, but did not get a permit to leave Gaza. The company noted that according to a clause in the registration form, it had the right to charge OCHA 50‐100% of the training fee in case of cancellation and eventually claimed 60%. OCHA emphasized this was not a contract, simply a registration form and it was not fair considering circumstances to charge the office 60%. OCHA informed they are checking the matter with UNTSO legal office to see whether the company can legally claim this percentage. Agencies will be informed of the outcome.
WFP requested feedback from agencies about this security driving training in Jericho, WFP office is thinking to have Gaza staff take it. The DSR(O) confirmed it was good, other agencies also responded positively. OCHA inquired about a similar course in Amman. UNESCO will be sending staff. The DSR(O) noted this was arranged by the AST (Ruben) and DSS.
UNDP asked whether UNRWA could provide an update of the Procurement Group activities. UNRWA procurement focal person stated 19 areas for possible LTAs were defined and currently smaller groups are working on several contracts. UNICEF has lead and completed the LTA for stationery. Other areas some agencies are currently working in are security equipment for instance. The Procurement Group is also working on a shared vendor database and had a presentation from the UN Global Marketplace UNGM). UNICEF, as part of audit recommendations, will have a consultant to review their vendor list, which could then be used for creating a local vendor database. It was noted though that there is limited ability for assessing performance at the UNGM. The DSR(O) inquired whether piggybacking on LTAs is possible? UNRWA confirmed that when the process is done, agencies should be able to recognize this procurement process and hence could use LTAs. It was noted around 15 people join the Procurement Group of different agencies, meaning a good example of one UN. UNRWA WBFO has approached its HQ to propose that country UN contracts may be better than an agency contract, since it is taking specifics of the country in account. Blanket agency agreements might not cover special needs. UNOPS commented that the use of a local roster at UNGM should be the first such example.
UNDP DSR(O) also informed of the HR Group which is getting together on a monthly basis. The only issue at the moment is the hiring of brothers/sisters/fathers/mothers. UNDP HQ now informed that this is not allowed at all and applicable to all agencies. There has been flexibility from other agencies, which has a negative effect on UNDP (people question why it is allowed at other agencies and at UNDP not). According to the rules a brother/father/sister/mother should not be recruited. OCHA noted that UNDP representative in the HR Group had mentioned the only exception to this is UNRWA. This will have to be checked. According to UNOPS this rule only applies to staff contracts. The DSR(O) responded that for UNDP it applies to FT, SC and SSA contracts, within the agency and within the UN. The DSR(O) advised all agencies to refer to their HQ before recruiting new staff, since this is a recent development. First degree family members cannot be taken in consideration, unless one can proof there is no other applicant that would be suitable. If Agencies HQs provide different answers to this, UNDP would like to know in order to get back to UNDP HQ. UNRWA asked whether a husband/wife would be accepted. The DSR(O) noted this is ok, as long as one is not supervising the other. UNOPS commented that it is very bad when people do not disclose family relationships in an application. UNOPS also noted this new rule might only apply to agencies/programmes falling under the same umbrella. Different kinds of contracts could also matter. The DSR(O) concluded by noting all work under the UN rules and regulations. Agencies were requested to obtain information in this regard from their HQ, to be shared during the next meeting.
UNODC inquired about its official vehicle. Note: UNDP checked this and the vehicle will be handed over to UNODC on Friday 18 June.
WFP noted it has a total of 3 vehicles left within its quota of 26, but is bringing in another 4 vehicles. The DSR(O) advised that WFP should send a justification letter for the need of an additional vehicle or write off a vehicle from the fleet, noting the last would be easier.
WFP inquired about the transfer of an armored vehicle from UNRWA to WFP. No approval was obtained yet. The DSR(O) noted that authorities had said UNRWA should be moving vehicles out of Gaza, which was not yet done. UNRWA commented that this
particular armored vehicle had always been in WB/Jrs. The DSR(O) will check it, also with regards to the OHCHR Jerusalem armored vehicle.
HABITAT inquired about spare parts of vehicles that need to go to Gaza. The DSR(O) advised to approach the Access Cell (UNDP will do this in behalf of HABITAT).
The next meeting is scheduled for Wednesday, 14 July 2010 at 10:00AM at UNTSO, Jerusalem.
UN Administrative Meeting Date: 19 May 2010, 10:00 AM Venue: FAO, Jerusalem Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Cletus Wamalwa UNSCO [email protected] Cecilia McGill UNTSO [email protected] Michael Antoine UNTSO [email protected] Mayyada Malki UNFPA [email protected] Inas Abu Remeileh WHO iar@who‐health.org Savita Hande UNDSS [email protected] Tim Henry UNRWA [email protected] Edwin Nicolas UNRWA [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Olivia Hantz WFP [email protected] Suheil Neiroukh FAO [email protected] Ulrik Ahnfeldt‐Mollerup UNODC ulrik.ahnfeldt‐[email protected] Khader Kamal UNICEF [email protected] Sheila Black UNMAT [email protected] Sylvia Schollbrock UNOPS‐JMOC [email protected] Renad Zamamiri OHCHR [email protected] A meeting with representatives from UNSCO, UNTSO, UNFPA, WHO, UNOPS‐JMOC, UNMAT, UNDSS, WFP, UNRWA, UNODC, OHCHR, UNICEF and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda UNDP:
One UN DL
Problem MOFA Private Vehicles
MOFA ID Cards UNSCO:
Procurement from settlements
One UN Driving License Currently UNTSO, UNRWA and UNDP have different driving licenses (DL) and hence cannot drive each other’s vehicles. UNRWA mentioned the office uses a car log system and one has to swipe his/her card before using the vehicle. The DSR(O) noted the test is also an issue and asked when a test is done at UNTSO, whether they could drive other vehicles as well or vice versa. UNTSO
CMS responded this might be possible and continued that UNTSO does a theoretical and practical test, acceptable by the authorities. The same applies to UNDP. UNMAT added that first a common standard should be determined, acceptable to all. The UNTSO license is accepted by authorities, but according to the law, internationals should have a local license when they stay in the country longer than one year. Therefore two approaches are needed according to UNMAT: 1) common standard license and then 2) enforcement of national DL for internationals. A lot of internationals are currently not complying, but Israelis are becoming stricter in this regard. UNMAT also noted UNDP Transportation focal person would look into the matter and inquire if internationals could be allowed to do minimum testing only instead of going through all required steps. Mr. Tim Henry of UNRWA mentioned he recently obtained a temporary Israeli DL (in the beginning of his assignment in the oPt) after passing an eye test only and showing his national British DL. It was discussed that in fact the UNDL is an internal UN matter; it seems that the UN DL is accepted by the police up to one year. UNTSO CMS advised the Ministry of Transportation (MoT) could be approached for clarification and it should be explained that the UN has a global UN DL. The problem also is that the Israeli authorities do not accept all kinds of national DLs. The DSR(O) further noted it might be good to meet with the Traffic Department to see what is required (UNDL or also national Israeli DL) and in which cases (official UN vehicle / private vehicle with white plates). It was decided that Transportation focal persons of UNRWA, UNTSO and UNDP would get together regarding the issue of one UN DL. Privately Owned Vehicles – Problems with MOFA The DSR(O) explained there is a big problem with the Ministry of Foreign Affairs (MOFA) and Ministry of Transportation (MoT) in regards to two international staff members of UNICEF and WHO. The internationals left the country before finalizing their papers at the MoT and now MOFA has stopped giving any approvals. All new and pending cases are on hold, both at the MOFA and MoT, till these two cases have been solved. The MoT wanted to receive both internationals in person at the MoT. Now they agreed to receive a new power‐of‐attorney to a UNDP staff member directly and we are waiting to obtain this document from WHO and UNICEF ex‐staff. Therefore all is on hold now. UNDP has moreover sent a memo to all internationals under the UNDP/PAPP umbrella, with a copy to MOFA, urgently asking them not to leave the country before finalizing their vehicle issue. WFP noted they have a case of an international who had to depart on urgent basis and who left a power‐of‐attorney certified by a notary. The Customs office informed them it is valid for one month only. WFP wanted to sell it passport‐to‐passport though and with everything being on hold and visa and MOFA ID cards taking more time than usual, the month is nearly passed. UNTSO strongly advised UNDP and agencies to follow up on these two pending cases and finalize them as soon as possible, otherwise the situation will become very problematic. UNTSO has been facing similar problems for the past two years and official issues are being linked to POV issues. The authorities will not give in, so the two cases must be resolved. Agencies agreed to this. UNOPS commented all efforts should be used to solve this and then one could ask for lenience. UNRWA further noted internationals should take in consideration to start procedures of selling/exporting their vehicles 3‐6 months prior to their departure. The DSR(O) emphasized that agencies were notified many times, but MOFA holds UNDP responsible. UNRWA suggested using a sign‐off document before departure from the agency and duty
station. The WHO case however pertained to the Admin Officer who basically signed himself out. UNMAT inquired whether this issue will affect the MOFA ID cards or visa extension. UNTSO CMS commented that visa extension is linked to the contract a staff member has with the agency in this duty station. The CMS further emphasized that this country is a unique place and that has to be taken in account whenever doing business. One cannot simply pack up and leave, but has to follow the appropriate rules and regulations. UNTSO for instance had one international on mission in New York who wanted to move directly from New York to his new duty station, but UNTSO required the international to come back to Jerusalem to do the proper check‐out and finalize everything. Note: both UNICEF and WHO were requested to push their ex‐staff to finalize their pending cases. The DSR(O) stated UNDP will have to finalize it by Monday. Delays MOFA ID Cards The DSR(O) confirmed this is caused by the POV issue. A new MOFA ID card should take 2‐3 weeks, but now it is taking much longer. The authorities are scrutinizing everything; it seems there is no trust between the UN and MOFA anymore. There are also new people working at MOFA. The DSR(O) asked whether we should ask our HQ to speak to the Israeli mission in NY. UNTSO CMS confirmed it has been done before. It seems that even UN official vehicles have become political issues. UNOPS commented that if there are such delays in issuing MOFA ID cards, there will be costs involved (storage of goods etc.). UNMAT noted that at least internally within the UN we should recognize the challenges in dealing with local authorities requirements. Hence time wise there will be delays, possible extra costs, etc., and this should be taken in account. For instance, staff stationed in Gaza will have to get out of Gaza for at least 10 days for visa/MOFA ID extension and they will need to be paid DSA for that time. We can continue to put pressure, but there are consequences of living in an environment with challenges in dealing with local authorities requirements. We should accept that we cannot change everything. It is an unfortunate reality; we should plan for it and deal with it. Also, as UN, we should make sure that all what we submit is more than 100% correct. It was noted that HQ should help, but maybe first a legal approach should be initiated and UNDP should meet with the legal office of UNRWA. UNOPS suggested all agencies show the increased costs due to such delays. Procurement from settlements With regards to the last meeting, where the meeting between the UN and the police was mentioned, UNSCO confirmed there is nothing in writing. UNSCO further confirmed there is a move to withdraw settlement products from the PX. The Office of Legal Affairs (OLA) had been asked for advice and advised that the Secretariat should not perform acts to support the establishment and/or maintenance of illegal settlements. UNSCO representative noted that this in fact means that settlement products may not be purchased. UNMAT commented that the decision of the PX does not stand by itself. There is a ruling from the Secretariat and has implications for local procurement. It means not to purchase from settlement companies and not to visit buildings in settlements. If you have a UN car parked
outside of a settlement building, it does give a perception. Therefore the ruling should apply to persons as well. UNMAT noted we should have a look at products we are using in offices and UNOPS suggested each agency to seek advise on policy and procurement, and that we find out which is the official settlements/companies list. UNSCO representative noted that at UNSCO it had been suggested to include a phrase in tender documents such as ‘products made in settlements cannot be purchased’. The DSR(O) warned, and many agencies agreed, that it is very sensitive to enter such sentences and that such a close would not be accepted by HQ. Furthermore, wherever you go in Israel you have products from settlements. If the advise of OLA is followed, this will have implications. It was concluded that there is no official list yet of settlements and settlement companies. Where for the PX it is ok not to sell such products, in other cases the UN has to be more sensitive. DSA Gaza – UNSCO UNRWA Amman HQ requested UNSCO to do a review for the DSA Gaza, the current rate of $172 was deemed not enough and the newly proposed rate was $249 (meal, hotel). HQ agreed to move to this rate and if there are no objections, then 1 June 2010 it will be effective. UNSCO had circulated this among some agencies and received two objections, agencies wanted less than the suggested. According to them the maximum ground rate for a hotel was $120, and not $175 as mentioned by UNRWA Amman. It was also said that one hotel is owned by family of a UN staff member. The CSA commented that in Gaza there are only two (security) approved hotels. If the ownership becomes an issue, then there will be no more hotels in Gaza. UNSCO stated that the new information will be sent back to HQ again. UNTSO AO confirmed that the DSA survey for ICSC on Israel and WB/GS will be undertaken between Tuesday and Thursday next week. UNTSO Finance is sending requests to agencies for info on hotels, restaurants etc today. The CSA noted that WB approved hotels should be looked at for overnight accommodation. It was clarified that UNTSO is the focal agency for surveys through ICSC and UNSCO did the Gaza DSA survey separate upon the specific request of another agency. UNTSO will review the feasibility of including Gaza in the current DSA survey for Israel. AOB
Language Proficiency Exam: The DSR(O) inquired whether FAO is involved in the LPE now FAO explained it does the LPE for Rome‐based agencies only. UNTSO is still doing it in the field. UNTSO CMS confirmed UNTSO will do it for Israel and WB, but does not have a representation in Gaza. This will be decided later and UNTSO will inform agencies. WFP explained they arranged it through FAO (Rome) and received the written tests for their GS and WB staff.
Taxes Bridge – WFP inquired whether there has been any news since the last meeting. The DSR(O) confirmed he had spoken to UNRWA about including internationals on the UNRWA list. UNDP will check again.
HIV/Aids Training announced through UNTSO – UNOPS inquired how this works and whether it is supposed to be for all agencies. UNTSO CMS responded it is not mandatory per se for other UN agencies, but as a concept, UNTSO sends invitations whenever there is a
training. It was postponed and should be held next week. People from HQ are coming to do the course, so therefore it is good if other agencies could also join. Some space is still left over.
Visa for Arab nationals – WFP inquired whether this was checked with MOFA (as per the last meeting). The DSR(O) met with MOFA and they stated a security clearance is needed every 6 months and therefore the visa is time bound. The Egyptian Representative Office was also approached and they noted they might be able to help. UNMAT commented that while the UN should not give in, we should recognize the challenges in dealing with the local authorities requirements and therefore if you have the opportunity to recruit someone else, maybe do so. The CSA commented that Indonesia etc., Arab and Muslim countries do not recognize Israel, so citizens of these countries will not be able to come. Jordan and Egypt do have diplomatic relations though. WFP emphasized that the problem is that these internationals lose their entitlements. WFP inquired if UNDP can ask for extension of this 6 month period. The DSR(O) confirmed this is not possible.
UNRWA – Mr. Edwin Nicolas informed the forum this was his last meeting. He will be moving to another function, outside of administration.
The next meeting is scheduled for Wednesday, 16 June 2010 at 10:00AM at UNTSO, Jerusalem (or UNDP Ramallah if confirmation is received from Ramallah Municipality to do a presentation on waste management/environmental awareness).
UN Administrative Meeting Date: 7 April 2010, 10:00 AM Venue: UNDP/PAPP, Jerusalem Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Cletus Wamalwa UNSCO [email protected] Mayyada Malki UNFPA [email protected] Joan Byrne UNESCO [email protected] Maureen Koussa OCHA [email protected] Lina Lama WHO lla@who‐health.org Munzer Yousef UNDSS [email protected] Tim Henry UNRWA [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Olivia Hantz WFP [email protected] Fernando Siles UNCTAD/ASYCUDA [email protected] Ulrik Ahnfeldt‐Mollerup UNODC ulrik.ahnfeldt‐[email protected] Samar Shareef UNIFEM samar.al‐[email protected] A meeting with representatives from UNSCO, UNFPA, UNESCO, WHO, OCHA, UNDSS, WFP, UNRWA, UNCTAD/ASYCUDA, UNODC, UNIFEM and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda UNDP:
List names staff
Land UN – SG Visit
Meeting with the police
Cars – MOFA
Armored vehicles
Premises in Jerusalem UNFPA:
Share technical information on best practices regarding environmental conscious practices
List names of national and international staff ‐ MOFA DSR(O): UNDP had requested that all agencies under its umbrella send their list of national and international staff, which will have to be submitted to MOFA. Not all agencies complied, some information is still missing and therefore agencies are requested to send their lists before the end of this week. WFP inquired whether SC contract holders should be included on the list or not. The DSR(O) responded UNDP had included its SC holders, since they are considered staff and treated the same as FT staff. If they are arrested for instance, UNDP can refer to the list that
was sent to MOFA. It therefore depends whether WFP is considering its SC holders as staff (using the office premises permanently) like FT or not. Land UN DSR(O): during the last Admin meeting it was mentioned that UNDP would approach UNSCO to check if the Secretary‐General can mention it during its visit. No feedback was yet received from UNSCO, but the DSR(O) was informed it was mentioned. Jerusalem was not mentioned, because of political reasons. The UNSCO representative was asked to check with the RC to obtain feedback and if this issue was not mentioned by the Secretary‐General, the RC office might be asked to bring the matter to the PA President directly. Premises Jerusalem Agencies were reminded that there are premises in Jerusalem. UNOPS was interested, but cannot take the entire premises alone. Those agencies interested could check out the location and it was noted the price is reasonable. Meeting police DSR(O): UNDP noted before there would be a meeting with the police to brief the police about all the UN agencies. The meeting has taken place between UNDSS, UNRWA, OCHA, UNSCO, UNDP and the police. The police briefed the UN on checkpoints and other security measures and mentioned during the meeting they didn’t know anything about the different agencies. The minutes of this meeting are held by UNSCO, therefore UNSCO representative was asked to check whether the document can be sent to other agencies. Cars DSR(O): all requests for vehicles go directly through MOFA now and they sent them to MoD (whether the vehicle is for Jerusalem, Gaza, armored or not). Eight cars were pending and UNDP got them cleared by MOFA last week. MOFA noted the delay was because they didn’t know about the UN agencies under UNDP umbrella, therefore UNDP sent all information. Armored Vehicles There are several pending with MoD, one important one for OHCHR. The first request for OHCHR armored vehicle in Gaza was refused, because they didn’t have international staff there. Now OHCHR has an international staff member in Gaza and COGAT promised to work on it and try to obtain the approval, which will hopefully come soon. UNFPA – Environmental Practices UNFPA is interested to know about environmental good practices from other agencies with regards to garbage collection, waste, energy saving, recycling. UNFPA deals with a place in Beit Jala which takes shredded paper for recycling. Attendees agreed this could be something for a joint initiative.
UNRWA noted there is no infrastructure in place for recycling in the West Bank. UNRWA will check out contacts for companies it has dealt with in the past (waste scrap). OCHA mentioned it is using a company for recycling and provided the following contact details after the meeting: Amnir Recycling Industries Ltd.; PO Box 142 Hadera; mobile 052‐3605665 and telephone 02‐5383690. Other agencies noted they don’t do anything at the moment, but are interested to introduce such initiatives. UNSCO representative stated that UNTSO is using a company for paper waste recycling, but added that all these companies are in Jerusalem, none in the West Bank. UNFPA informed that in the office they introduced measures such as no more plastic glasses, double printed papers and awareness sessions for staff. The DSR(O) concluded by suggesting the Admin group invites a company to address this issue during the next Admin meeting. It was also mentioned by one of the attendees that Ramallah Municipality started an action on waste recycling. It was therefore suggested to have the next Admin meeting in Ramallah and to invite the Municipality to brief us on this. UNCTAD/ASYCUDA also mentioned the UNDP HQ website includes guidelines on greening the office. AOB
UNRWA briefed on the follow‐up meeting with regards to LTAs; 19 LTAs were defined where agencies could work together. UNRWA also noted that 6 companies were identified for processing a local furniture LTA. UNRWA has a very large furniture requirement with regards to schools, but in principle LTAs could be used for piggy‐backing. The next Procurement meeting is organized by UNDP on 28 April. UNRWA added that the Israeli Standard Institute is becoming worrying, since they insist to check every item and charge high fees per item. The goal is to have this testing requirement being removed, because the goods are not for the commercial market, but solely for use by the UN. UNRWA stated that the Commissioner of the Standard Institute wants clearance from MOFA.
UNCTAD/ASYCUDA inquired whether it would be possible to adopt an approach where Palestinian companies are being selected first during procurement processes, especially for projects in the WB. If a RfQ is done, the winning bidder is usually an Israeli company. The problem however is that software needs upgrading and services/maintenance needs to be provided at location, while Israeli companies cannot come into the WB. UNCTAD/ASYCUDA therefore suggested some kind of waiver that procurement for WB projects is awarded to Palestinian companies. UNFPA confirmed it faces similar problems, but emphasized that the office adds criteria in the tender document such as requirement for partner agents in the WB and the need for spare parts. UNFPA evaluates accordingly and awards the contract to the company offering the best price for the required goods (while complying with all requirements), whether it is a Palestinian or Israeli company. The DSR(O) confirmed that the suggestion is to include such evaluation criteria. UNCTAD/ASYCUDA will inquire with UNDP Procurement.
UNRWA inquired about the use of companies in settlements and gave the example that the best company for vehicle maintenance turned out to be in a settlement, but the answer from management was no. UNSCO commented the political office has said no to Eden Water. It is an issue coming up and a common UN approach is needed. The DSR(O) agreed, but noted also that Culligan company at least for a period of time used water from Eden company. The DSD(O) added that also there is no other choice except for Eden Water. UNDP introduced filters, but it is not the same. If there is a UN approach then all should follow. UNSCO was requested to check with the RC office with regards to an official approach towards purchases from settlements. It is not nice that one agency is using Eden
Water for instance and the other one is refusing, since it is a political issue. UNSCO representative also informed that the PX had introduced a new policy by not taking anything from settlements anymore (wines for instance were banned).
UNRWA asked whether any agencies have problems with the Palestinian construction authority. UNDP confirmed there used to be a problem, but UND came to formula, with UNOPS and UNRWA, and this was accepted. UNDP will send this to UNRWA (through the Engineering Unit).
WFP further inquired about the armored vehicles which are not yet cleared. The WFP case is a transfer from UNRWA to WFP with the armored vehicle to be used for Jerusalem. The DSR(O) noted that MOFA is still asking for the accurate account of armored vehicles in Gaza, MOFA says agencies didn’t submit correct information. Some agencies bought a replacement vehicle and didn’t get the old one out of Gaza. Israeli authorities are afraid of misuse and they claim the armored vehicles were misused during the last war, they say they have records of this (used as ambulance for instance). Officially they note for security issues, hence cases still pending.
UNDP: problem with Rafah crossing ‐ UNRWA stopped assisting other agencies. UNDP started to work on it; channels were opened with the Egyptian Representative Office in Ramallah, lately though there has been confusion between the Representative Office in Ramallah and people on the ground in Rafah. UNDP will try to solve the issue as soon as possible. It also happens sometimes that they say Rafah is closed, but then it appears the same day that URNWA was able to get people out. Erez on the other hand is easier than before; people from Gaza can leave if there are no security issues, agencies only have to prove where they stay and for what purpose they need to go out. It is easier if they will stay in Ramallah, not Jerusalem. Agencies could apply through the Access Cell (Sandra) directly, but can also do this through UNDP. The Access Cell is following up on all applications. The DSR(O) confirmed that the chances for Jerusalemites to go to Gaza are really minimum. Only Dr. Murad from the DSS has been entering. Israeli authorities emphasize their concern is about the security of the Jerusalem people in case something happens in Gaza. If Jerusalemites are allowed entrance, they have to sign a paper it is their own responsibility.
WFP: there have been problems obtaining a visa from MOFA for a Jordanian staff member, which was finally obtained, but now it seems there is a problem with the application of his family. The DSR(O) suggested the Legal Office of UNRWA and UNDP draft a letter to complain about this matter, because even Arab nationals obtain a visa, they get it for maximum 6 months, which does not allow them to apply for a MOFA ID card and hence they will not be able to purchase duty‐free. MOFA notes they have to check every 6 months for security reasons. The DSR(O) also informed that MOFA stopped issuing yellow MOFA ID cards for spouses, which according to the rule is correct (only for the spouse of the Head of Mission). The DSR(O) will speak with the Legal Office of UNRWA to see how to write this letter, WFP offered assistance, since it currently faces the problem. The DSR(O) promised the letter would be sent to MOFA before the next Admin meeting.
DSR(O): there was an issue at Hizma yesterday, they wanted to stop a UNDP vehicle. It was solved, but authorities there said that the UNICEF bus is stopped on a daily basis and opened for checking. If this is true, this is against the policy. That is why UNDP opened windows in the bus, not to give in to the Israeli authorities, but to allow the UNDP driver to check the bus before departure. The driver inspects the bus to ensure everything is normal and no private goods are being transported and signs a special form. The UN Coordinator (Ms. Hastings) had also agreed to open windows in the bus. The matter has to be checked with UNICEF. UNDP noted the format used by UNDP for the drivers to sign on can be
shared with UNRWA. The DSR(O) added there had also been an incident with an UNRWA international transporting items from WB to Jerusalem and back to WB.
The DSR(O) heard about a road Ramallah‐Jerusalem which is easier than Hizma and Qalandiyah and if possible, would like to use it for a VIP mission on Thursday, since traffic is too much at Hizma (16‐18PM). It was noted that one arrives in Ramot, with only one checkpoint. The DSR(O) asked whether the road was cleared by DSS. DSS stated the road is not banned, but takes you through many villages (it is not a main road). UNCTAD/ASYCUDA representative questioned if we could receive a map of all such roads and added he had used another road to the airport, from BirZeit University. It was mentioned there is another road to Bethlehem as well, Al‐Wallajee. The DSS confirmed the tunnel road to Bethlehem cannot be used at night (being used by settlers, Palestinians and UN, at night security incidents like stone throwing are more likely). It was suggested the DSS revisit the issue of what checkpoints and roads to be used at what times (daylight/night).
UNESCO is looking for a second‐hand 4x4 vehicle. It was advised to inquire with UNTSO or UNRWA. An international colleague at WFP is leaving and would like to sell its VW vehicle. It was then discussed to find a method for circulating ads for passport‐to‐passport vehicles and the DSR(O) suggested the could be posted at the UNDP Intranet, next to the Admin minutes. UNDP to follow up.
WFP asked for an update on Allenby Bridge taxes. The DSR(O) stated applications were sent several times and it was mentioned during the meeting at the MOFA. MOFA however noted UNRWA has frequent travel between offices and the same applies to UNTSO. It seems therefore the only way is to register all names under UNRWA.
The DSR(O) informed agencies UNDP is fighting with HQ with regards to the prices we are charging agencies for services. The service provision is not the same as in Jordan, visa issues, exemptions, everything takes more time and efforts and is therefore more expensive. If UNDP will not be moved from mid‐high to high in the UPL, then UNDP will start setting up local agreements with agencies and we will then work directly with the agencies to determine the fees and agree upon services provided. It was tried with MOFA to have agencies contact MOFA separately, but MOFA refused. There are global contracts, but if services are not listed in UPL, we could add them locally.
The DSR(O) mentioned that more coordination is needed at the HR level. There are still cases that staff is being fired from one agency, then apply to and get hired by another agency. Reference checks should be correct and dealt with properly. It seems however that good reference letters are being given while actually they should not have been given. Agencies could at least give a phone call to inform the other agencies. It has to be informal, but we have to be honest.
UNCTAD/ASYCUDA inquired about working from government offices. The DSR(O) responded that for UNDP the place of work was cleared by UNDSS, but the people are considered project staff.
The next meeting is scheduled for Wednesday, 19 May 2010 at 10:00AM at UNDP/PAPP, Ramallah.
UN Administrative Meeting Date: 10 March 2010, 10:00 AM Venue: UNTSO, Government House, Jerusalem
Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Emma Creighton, Procurement UNDP [email protected] Lara Ohannessian UNDP [email protected] Djibrilla Modi UNOPS‐JMOC [email protected] Mazen Kaloti UNOPS‐JMOC [email protected] Suheil Neiroukh FAO [email protected] Khader Kamal UNICEF [email protected] Philippe Ankani UNICEF [email protected] Mable Ng’andu UNICEF [email protected] Cletus Wamalwa UNSCO [email protected] Mark Mina UNFPA [email protected] Haifa EL‐Issa UNFPA hel‐[email protected] Inas Odeh UNESCO [email protected] Shirine Rofa‐Smeir OCHA [email protected] Lina Lama WHO lla@who‐health.org Munzer Yousef UNDSS [email protected] Sheila Black UNMAT [email protected] Nael Salman HABITAT [email protected] Ed Nicolas UNRWA [email protected] Tim Henry UNRWA [email protected] Michael Antoine UNTSO [email protected] Michael Williams UNTSO [email protected] Thafer Abu Ghannam WFP thafer.abu‐[email protected] Mahmoud Khweis WFP [email protected] Hiba Khamashta ILO [email protected] A meeting with representatives from UNICEF, FAO, UNOPS‐JMOC, UNSCO, UNFPA, UNESCO, WHO, OCHA, UNDSS, WFP, UNTSO, UNRWA, UNMAT, ILO, HABITAT and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda UNDP:
Common Services – Procurement
Briefing MOFA meeting
Taxes Allenby UNOPS:
Place to Place Survey
Salary Survey National Staff – UNTSO Chief Mission Support Ms. Cecilia McGill UNTSO CMS appealed to all agencies to cooperate and do their best to make the survey a success, by preparing for the experts to come from HQ and complete the process. UNTSO is coordinating the survey and has been working on it since the past two months, but needs support from the agencies. New York has accused the local UN not working enough on the matter. The CMS emphasized that this national salary survey is done once every 5 years and that this is the only opportunity for a raise in the scale. Moreover, it will have an effect on all agencies and national staff. The DSR(O) confirmed all agencies should be involved in it. However, it seems no one is actually cooperating through the group UNTSO created (while many had previously noted they will be joining). Agencies are requested to contact Mr. Adli Nammari from UNTSO to assist (interviews, contacting companies). Common Services – Procurement The DSR(O) introduced Ms. Emma Creighton, Procurement Specialist at UNDP and leading the Procurement Group. On the matter of LTAs Ms. Creighton explained that UNDP has had several for a couple of years now. They can only be in place for three years and have to be renewed after that. At the end of 2009 UNDP started to review LTAs. UNICEF and UNOPS joined to work on the LTAs together, UNICEF is leading on stationery and UNDP on security goods. UNDP recently met with UNRWA as well. UNRWA is doing an analysis to be ready by the end of this month which would allow all Procurement Officers to sit together in April to see where the agencies can benefit each other. Some agencies already have some LTAs, these could all be uploaded to a local portal. It could however be cumbersome to ask all agencies to join the process of establishing an LTA and hence easier to use each other’s LTAs. It has also proven to be problematic to update vendor rosters. UNRWA Procurement Officer noted UNRWA has indeed a big spend, but receives pressure from HQ to have UNRWA contracts. Another problem is the commercial divide between Israel and (for instance, Zerox Israel/Mediterranean and oPt/Middle East). It could be beneficial for agencies to lead on particular contracts (UNRWA could do furniture, since it is a big spender there). UNRWA will check whether a UN country LTA would be ok, instead of one agency LTA. It is difficult though to get furniture from Jordan (UNRWA spends a lot there), but beneficial to use UNRWA LTA for furniture. UNRWA informed it is also interested in getting away from Dell, since there is a cost of NIS 10,000 per item involved for standard testing (Dell Middle East is used through UNRWA). UNTSO Procurement representative noted that DPKO has different rules and regulations. UNHQ should give permission for agency cooperation. UNTSO would participate in meetings and then report to HQ to see if they can proceed. UNTSO is mainly interested in vehicles and stationery. Ms. Creighton noted DPKO can buy vehicles at half price, there are problems however getting them into the country (waiting permission more than half a year). Local prices are so much higher; hence it would strengthen negotiating power if other agencies like UNTSO would join LTAs for vehicles. UNOPS‐JMOC has LTAs for security, furniture, stationery and it was mentioned that UNICEF has some LTAs too, where a lot of Procurement is done through their HQ. It was mentioned that BCI is the only Motorolla supplier, but has problems to get radios into the country. Quotes from Israeli suppliers received were only slightly lower. UNTSO as a peacekeeping mission is expected to use system contracts from HQ. Due to the problems with entering goods from outside companies, UNTSO is trying with HQ to push for local contracts as well. It is trying to piggy bank on the travel contract of UNDP Amman, but
waiting for approval from HQ. UNRWA warned for charges on top of the discount though. UNDP has an LTA with 3 travel agencies (meaning bidding should be done for each purchase), but might go back to one agency and doing the tender process for that. The DSR(O) emphasized that all agreed that Procurement Officers should be meeting and cooperating. WFP has 19 LTAs for low risk items and is ready to share them. WFP would like to use other agencies LTAs as well, but is not in favor of assigning an agency to lead a special LTA, because different agencies have different needs. The DSR(O) noted that the Procurement Group should do the recommendation to the Admin forum to be forwarded then to the UNCT for a decision. UNRWA confirmed that this particular challenge was delaying the agreement for furniture (UNICEF standard school furniture). Briefing on MOFA Meeting The DSR(O) informed the forum that the meeting between UNDP and the Head of Protocol (and Assistant) has taken place and the problems were discussed. It seems the Ministry of Defense (MoD) requested to receive the requests through MOFA. Beit Eil (Civil Administration) should not have dealt with UNDP in regards of tax exemption and vehicle plates. The Civil Administration used to give the ok for vehicle plates and it was then forwarded to MOFA and processed. Now all requests go to MOFA directly, then to MoD (which either approves or not) and then to the tax department. UN Agencies should deal with MOFA, it was confirmed that the Civil Administration deals with NGOs only. For the moment this means delays, maybe in the future it will mean facilitation. Therefore agencies are requested to be patient. There are some requests for vehicles pending. Approval for two OHCHR vehicles was received. MOFA had requested a list of agencies under UNDP/PAPP umbrella and this was already sent. The list now has to be approved by the Political Affairs department. For vehicles, the MOFA is checking and ensuring that there is at least one international per agency, otherwise vehicles will not be approved. With regards to the food commodities of WFP, this was still under discussion at the time of the Admin meeting. The DSR(O) noted that the beneficiaries are the Palestinians and that if something is UN property, it should go to the MOFA. Note: it was confirmed later that week, that the MOFA, MOD and Tax Department all agreed that requests for WFP commodities can be sent directly to the Tax Department. UNSCO inquired whether above was valid for agencies under the UNDP umbrella and noted that UNSCO and UNTSO have a problem with the privately owned vehicles (POVs). The DSR(O) noted that UNDP does not face problems with private vehicles. The DSR(O) explained that UNTSO has some problems with staff that left the country without returning vehicle plates (and/or MOFA ID), and noted there are also vehicles parked at the UNTSO premises. This issue has to be solved with MOFA, UNTSO needs to show what it is going to do with these vehicles for instance. Secondly, UNTSO had previously refused to register its vehicles in Israel. UNTSO Admin Officer stated during the last meeting that the vehicles will now be checked in Israel. WFP inquired whether the MoD is involved in everything, which the DSR(O) confirmed. UNESCO noted science kits were refused by MOFA, which indicated the request should be sent directly to MOD. DSR(O) advised UNESCO to try again. WFP inquired whether the change of plates would be an issue for the licensing authority. The DSR(O) responded that it has been confusing, UNDP was first informed we should only have the Israeli number, now they want UNDP in addition to the license number, so that at checkpoints they can see the vehicle is UNDP. The Licensing Department/Ministry of Transportation has already been informed by the Israeli authorities.
The DSR(O) informed the forum that UNDP had sent to MOFA its list of staff and vehicles (with all vehicles of agencies under the umbrella of UNDP included) as per the MOFA request. Now also the names of international and national staff of the agencies under the UNDP umbrella should be sent. UNSCO was asked during the last Admin meeting to confirm what information should be included. UNDP sent its list and only provided name, ID number and DOB for national staff, the same as last year. UNSCO confirmed it was not yet agreed what information should be provided. The DSR(O) asked to circulate something upon finalization. Allenby Bridge Taxes The DSR(O) confirmed this issue was not yet resolved. Authorities had asked to receive the list again. Some people heard that UNRWA WB staff only showed their MOFA ID and were exempted from taxes without being on the list. Hence the DSR(O) advised to try to show the MOFA ID when crossing the Bridge. In any case, agencies will be contacted for an updated list. Land for the UN The DSR(O) had mentioned during the last Admin meeting that UNSCO should be approaching the PA for land in Ramallah and Jerusalem for the UN to build on. The DSR(O) spoke to the RC, Mr. Gaylard, and during the Secretary‐General’s visit, the Secretary‐General will be approached to ask the PA himself for land. If agreed, then maybe UNDP and UNOPS can build together. AOB
UNDP – the DSR(O) inquired whether agencies received letters from the Water Authority, UNDP did not yet receive it. UNRWA received a letter with request for over 3 million shekel, apparently based on land area (in regards to infrastructure improvement), not usage. UNTSO Legal Officer and Engineer had a meeting last week with the Water Authority; the outcome however is not yet sure. UNTSO will let agencies know about the result. Only UNTSO and UNRWA received such a letter.
OCHA inquired about Income Taxes in relation to National Insurance. The DSR(O) received something that National Insurance should be paid. The document confirming this was circulated after the meeting.
UNFPA asked about ICT charges with regards to a new MoU and noted UNFPA is still awaiting a response from UNDP ICT Unit. UNDP will follow up on this matter.
WFP asked whether it is allowed to use private workshops in Gaza (not UNRWA). The DSR(O) noted that UNDP is using UNRWA workshops only. DSS should respond as to what is required in terms of security.
UNICEF inquired about Common Services and a scheduled meeting for the HR Group. It was confirmed consultants are dealt with by Procurement (SSA) and work needs to be done on the consultancy roster.
UNSCO briefed on the upcoming Secretary‐General visit on 20 and 21 March and confirmed requests have been sent for vehicles and drivers. Agencies are requested to assist where possible. The DSR(O) assured UNDP can provide two vehicles and the armored vehicle. WFP noted it has an armored vehicle stationed at UNRWA (pending change of registration to WFP).
The next meeting is scheduled for Wednesday, 7 April 2010 at 10:00AM at UNDP/PAPP, Jerusalem.
UN Administrative Meeting Date: 17 Feb 2010, 10:00 AM Venue: UNDP/PAPP, Jerusalem
Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Lara Ohannessian UNDP [email protected] Fatima Abassi UNOPS‐JMOC [email protected] Antonia De Meo UNOPS‐JMOC [email protected] Suheil Neiroukh FAO [email protected] Hiba Risheq FAO [email protected] Khader Kamal UNICEF [email protected] Philippe Ankani UNICEF [email protected] Cletus Wamalwa UNSCO [email protected] Mayyada Malki UNFPA [email protected] Elke Mayrhofer UNFPA [email protected] Joan Byrne UNESCO [email protected] Maureen Koussa Kando OCHA [email protected] Yehezkel Lein OCHA [email protected] Lina Lama WHO lla@who‐health.org Inas Abu Remeleh WHO iar@who‐health.org Samer Ghosheh UNDSS [email protected] Maha Abu Ghosh OHCHR mabu‐[email protected] Sheila Black UNMAT [email protected] Nael Salman HABITAT [email protected] Ed Nicolas UNRWA [email protected] Michael Antoine UNTSO [email protected] Sasidharan Thettikuzhi UNTSO [email protected] Philipp Meissner UNODC [email protected] Ola Atiyeh ASYCUDA [email protected] A meeting with representatives from UNICEF, FAO, UNOPS‐JMOC, UNSCO, UNFPA, UNESCO, WHO, OCHA, UNDSS, UNODC, ASYCUDA, UNTSO, UNRWA, UNMAT, OHCHR, HABITAT and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda: Briefings by Agencies UNTSO
Brief on Place to Place Survey (Personnel Section) UNHABITAT
Vehicles stationed Jerusalem
The DSR(O) started the meeting with the note that the monthly Admin meeting is becoming more important as it sends matters to the UNCT and SMT and that hence decision‐makers should come to the Admin meeting. UNDP/PAPP is the umbrella for a number of UN agencies in the country that were established after UNDP, upon the request of the Israeli Government and as such deals on behalf of these agencies with the Ministry of Foreign Affairs (MOFA) and Civil Administration. UNDP/PAPP was established in the oPt in 1978 and initially fell under UNTSO, but became independent in 1982. Only UNTSO, UNRWA, UNSCO (with UNTSO) and UNESCO are independent. UNDP currently has 3 offices (Jerusalem, Gaza and Ramallah) and its main focus is development work. UNOPS operates mainly in the West Bank, with a primary focus on the security sector and infrastructure. UNSCO is operating from the Government House, its main HQ was in Gaza, but relocated to Jerusalem. Its focus is twofold: advancing the peace process (Palestinian and Israeli sides) and coordinating humanitarian support of the missions to the Palestinian people. UNSCO holds the Resident Coordinator function (coordinator for the UNCT) and the Special Coordinator if the Secretary‐General’s representative to the Quartet. UNICEF is working on the following four program components: health nutrition, child protection, water sanitation and adolescents. All programs are delivered in Gaza as well. In the West Bank UNICEF has sub‐offices in Jenin, Nablus, Ramallah and Hebron. ASYCUDA/UNCTAD project focuses on automating Palestinian customs and involves replacing the Israeli declaration with a Palestinian declaration, training custom offices and overall activating Palestinian customs. Through the Direct Trade Input activation, offices/suppliers can process their own information in the ASYCUDA database. UNODC currently focuses on prison reform in the context of a project on strengthening the management, operation and oversight of civil prisons administered by the Palestinian Authority (PA). Priority areas include training the leadership and general staff, the initiation of rehabilitation programmes in prisons, and the improvement of the healthcare situation in the centers. UNODC is also a sub‐recipient of the Global Fund grant in oPT, including activities in the field of HIV/AIDS prevention and drug treatment. UNFPA runs three main programs around reproductive health (including standard settings, safe motherhood), population development (related to policies, Palestinian census) and gender issues. The office is thinking of scaling up the Gaza office and works according to the national execution model and in close relationship with Ministries. UNTSO, the United Nations Truce Supervision Organization (UNTSO) was initially established in May 1948 by the UN Security Council to assist the United Nations Mediator and the Truce Commission in supervising the observance of the truce in Palestine. Since then, the Security Council has mandated UNTSO with the provision of assistance to the parties of the General
Armistice Agreements of 1949 between Israel and its Arab neighbors; and to the United Nations Interim Force in South Lebanon (UNIFIL) and United Nations Disengagement Observer Force (UNDOF) in the fulfillment of their mandates. UNTSO is a peacekeeping operation with established presences in Egypt, Israel, Lebanon and Syria. WHO has been working for over 50 years with the Palestinians, its main contact is with the Ministry of Health. WHO’s mission is to promote the health of the population and development of the health system. The main WHO programs include support to health and policy, HIV/AIDS, Jerusalem health centers policies, emergency programs and advocacy for the right to health. FAO Jerusalem is an emergency office, with zonal offices in Ramallah and Gaza. FAO provides agricultural technical advise to the Ministry of Agriculture and has a 2010 budget of 22 million USD. FAO works to assist the agricultural sector by direct implementation in support to farmers. FAO is working with other UN agencies as well, such as UNDP and WFP. UNESCO is based in Ramallah and opened an office in Gaza as well last year (after war), where it is working to create schools in safe zones. Safety for journalists, long term cultural projects, as well as gender equality are also part of UNESCO’s work. HABITAT’s goal is to provide a shelter to all and assists with planning cities. The Special Human Settlements Programme for the Palestinian People is implemented since 2005 and it now involves housing projects for low income group, training, assistance to the Ministry of Housing with policy development and service delivery by municipalities. UNMAT is mandated by UNSCO as result of the war in Gaza in order to provide a rapid response to early recovery, to remove UXO amongst others. UNOPS is its support office (contracts) and it reports to UNMAS (DPKO). UNMAT has only 4 international staff, national staff are joining on consultant contracts only. It is involved in the rubble removal project and branching into other areas (support to FAO and NGOs). OHCHR is working in the oPt since 1996, where it started in Gaza with technical assistance projects. The main office is now Ramallah, soon there will be offices in Hebron and Nablus as well and OHCHR is considering to establish a presences in Jerusalem also. OHCHR focuses on integrating Human Rights in Palestinian legislation. After the war in Gaza, monitoring and protection of Human Rights is being done after the resolution of the Human Rights Council. OCHA is an arm of the UN secretariat, ensuring coherent responses to natural disasters and complex emergencies and functioning as part of integrated missions. OCHA supports the work of the Humanitarian Coordinator(HC) (UNSCO). In its function of humanitarian coordination, OCHA is serving as guardian of the UN Consolidated Appeals Process. OCHA, together with the HC chairs the UN CT (and NGOs) working in the humanitarian area. OCHA negotiates access on behalf of other actors, from UN and NGOs. It works to preserve operational space for humanitarian purposes and coordinates with local government regarding humanitarian response. The other set of OCHA activities involves promoting an environment for providing assistance in a principal manner. This is done through policy formulation, advocacy, analysis, awareness raising missions, translation, outreach and raising awareness on the humanitarian situation.
UNRWA started operations in 1949, to assist the refugee population (1946‐1948) who lost their livelihoods. Due to the dispersion of the refugee population, there are also offices in other countries. Gaza has a separate operations office, like the WB. There are around 1,9 million registered refugees. The WB counts 19 refugee camps and the GS 8 GS. The UNRWA mandate focuses on primary education, primary health care, social services (job assistance, cash assistance) and also has a separate emergency program. The HQ element is in Gaza, but the Commissioner‐General is based in Jerusalem. UNDSS serves as the security umbrella over all UN agencies and in that role works on setting security scenario’s and appropriate preparedness planning. UNTSO – Place to Place Survey (Mr. Sasidharan Thettikuzhi) Being the lead organization in Israel, UNTSO is conducting surveys on behalf of the ICSC. The Place to Place Survey has an impact on earnings in terms of post adjustment. UNTSO will be sending the questionnaire to focal points of all agencies for them to send to international staff and to return to UNTSO. The exercise or questionnaire is to obtain information regarding housing, domestic expenditure and other household expenses. It is intended for professional staff, not GS staff. The other part of the survey is for the RC to complete (in this case CMS UNTSO). Three pricing agents are sent to HQ and they identify one. The pricing agent will collect prices of food stuff and essential commodities. Agencies were requested to identify a focal point and send this to UNDP. A letter should be addressed to each staff member. UNTSO is thinking of a general meeting, where an expert can explain technicalities. UNDP was asked in this regard, but the DSR(O) noted that the consultant worked with UNDP regarding the establishment of a ceiling for rental subsidy. The goal is to get accurate data to rectify the earlier outcome; there was a reduction of post adjustment of 5% last year. The questionnaire should be sent in a few days, and then a meeting with an identified expert will take place to explain how to fill the form. The deadline for submitting the survey to the ICSC is mid April. By the end of March, the completed questionnaires have to be with UNTSO. The DSR(O) suggested one briefing session for all internationals (at the Notre Dame or else) and to let them fill the questionnaire at the spot after the brief, since the goal is to have as many international staff members join as possible. UNMAT suggested the questionnaire is also sent electronically and noted many newcomers to the UN do not know the possible impact and might not want to fill it in. That is why the DSR(O) suggested one briefing session at the Notre Dame or at UNTSO. UNRWA advised to minute the information and circulate this to all internationals. The DSR(O) warned though that if you don’t let people fill it on the spot, they will forget it. DSR(O) reminded that last time UNTSO was blamed for the bad results. It is about maneuvering to get good results. The approximate number of eligible international staff is as follows: UNICEF 25, UNDP 17, UNSCO 29, UNMAT 5, WHO 8, OCHA 8, UNESCO 4, UNFPA 3, OHCHR 5, HABITAT 1, DSS 5, UNODC 1, UNRWA 50 and UNRWA Gaza 20. UNTSO The office received requests from the Jerusalem Water and Waste Water Cooperation for payment of sewage level fee and system development fee (both addressed to UN Observers HQ) in the amounts of NIS 708,000 and NIS 1,000,000. This is completely new to UNTSO. UNRWA received the same requests. UNDP did not receive it.
The other issue is the Notes Verbales received from MOFA in regards to a) information on vehicle lists (armored and compulsory insurance) for which the UNTSO Legal Department decided to send as requested and b) staff list – local personnel and diplomatic/consular staff. UNTSO had concerns in the past and wanted to know what the consensus is. UNDP will send the vehicles list as requested. Regarding personnel, there should be a coordinated response from UNSCO. Last time a special format was created by UNSCO (internationals: name, MOFA ID and personal phone number). The DSR(O) noted this should be reconfirmed by UNSCO and all agencies should respond the same way. For national staff, name and Israeli ID were given previously, private addresses were not sent. The list pertains to staff only, not to SSA holders. Agencies are requested to submit their lists to UNDP and UNSCO representative will follow up at their side. Vehicles – MOFA DSR(O): there are new developments in connection with the MOFA office. UNDP recently received instructions from Beit Eil that they will not deal with vehicles and clearances anymore. UNDP used to send all requests to Eliane Haddad (who used to be helpful to the UN). There was a decision by the Ministry of Defense (MoD) and MOFA that she is not in charge of the UN, only of NGOs. This means that all requests now have to be sent to MOFA for approval and if there are doubts, they will be forwarded to the MoD. The MoD confirmed the new arrangements. It had been a verbal agreement previously, but in fact the UN should not have dealt with the Civil Administration. Hence the UN should now deal with MOFA, which is not helpful lately for many reasons. Some things are our fault; some are faults of the Israeli government. There are complaints that expired MOFA IDs are being used at Erez or elsewhere, while it is illegal to use expired IDs. There is the problem of internationals taking the ID when leaving the country as well. The DSR(O) informed there is a meeting planned for next week with MOFA, with the Head of Protocol. If it will take place, all problems will be discussed. The problem is the focal person for MOFA ID cards and vehicles, who is not cooperative. For example, the food WFP imports used to be approved very soon, now it might go to the MoD and hence take months. The DSR(O) requested all agencies to check MOFA ID cards of staff and to ensure they do not leave the country without returning the MOFA ID and cancelling their private vehicle. UNTSO had a meeting with the Protocol person responsible for MOFA ID Cards and another person, because there are also problems with vehicles for UNTSO and UNSCO. The DSR(O) noted however that UNTSO problems are different than UNDP problems, the vehicle plates are different. UNTSO agreed the car fleet to be inspected by Israeli authorities. But the vehicle plates need to remain, because the mission is frequently crossing borders (unique status). Unfortunately the MoD is now in the loop and MOFA should not give any approval without consulting with the MoD. The authorities now want to know about cars in Gaza, where the vehicles are stationed and used and whether they are armored or not. An official letter from HQ that there is a new organization working under UNDP umbrella is also needed and if there are no internationals, they will not give car plates. Even UNDP auditors question why UNDP has so many cars (according to rules it should be less), since there are many of agencies under the administrative umbrella. UNOPS noted that this should be raised with donors as well, since they don’t realize the problems in obtaining vehicles. Usually donors want to take vehicles back after the end of the project. Maybe agreements should include that the cars will remain with the UN. A donation to the PA is not easy either.
The DSR(O) advised that normally one should write Jerusalem, meaning that the vehicle can be used to Gaza, but cannot be stationed there. But for armored vehicles it should be mentioned that they are located in Gaza. It seems that something broke the trust between the UN and MOFA. They are even suspicious when requesting visas. MOFA contacted a HQ for instance to verify whether a person would be coming. Something has happened, but hopefully the trust will be rebuilt. Visa support letters are being checked the past 2 weeks only, which means there is no trust. The DSR(O) will try to solve it in the Operations form. To that end the group should be more active and decision‐makers should attend the meetings. DSR(O): if it is imposed the UN should go through MOFA, this means that UNDP needs more manpower and/or flexibility from agencies (for instance agencies preparing UNDP headed papers to be sent to MOFA with UNDP only signing). UNOPS noted small agencies might not be able to do that (UNOPS itself will have someone for protocol issues soon though). If MOFA approached agencies directly, they should let UNDP know immediately and tell UNDP what MOFA asked and what the agency responded. UNICEF asked whether agencies could work themselves with MOFA in the future. The DSR(O) responded that last time it was tried, but refused. MOFA wants to deal with UNDP only as the umbrella agency. UNTSO inquired about UNDP experience with the person at the Protocol responsible for issuing MOFA ID cards. The DSR(O) noted her negative attitude and instances of denying she received something. Professional wise the DSR(O) cannot judge. She was rude during the meeting to a person with an expired ID. UNTSO noted she is rechecking the signature of the CMS. UNSCO mentioned that also NGOs are not obtaining visas etc. UNMAT concluded it seems to be a sequence of events, what the authorities are doing seems a shift in their control mechanism. UNMAT inquired whether agencies should start to raise these issues at the RC level, because it starts to have a political impact. UNOPS noted the reverse is also true and work on the political level will have operational effects. The DSR(O) confirmed that UNSCO is the only contact for referring matters to the Country level. UNMAT commented there is still a lot to come, the situation will get worse, hence closing the parameters within which we can work. The fact that the government authorities only deal with 3 agencies is an indicator that they want to be able to control and channel information. On the operational level it is going to handcuff all very badly. The DSR(O) confirmed that on the political and CT level things are already done, UNSCO met with MOFA and UNTSO as well. Now it will be tried on the Operations level (with the highest person at Protocol level). AOB
There still is a problem with the taxes paid when crossing Allenby Bridge. Only UNRWA and UNTSO have a recognized list, both have offices in Jordan. The only option would be to send names to one of these agencies as if they were UNRWA or UNTSO staff, but this would be found out sooner or later.
The DSR(O() suggested a group to be created for the Admin forum, through UNDP IT, where all new things can be mentioned and problems/solutions shared. UNOPS advised the UN Staff College, in Turin, can be used for that purpose. Another idea is to create a newsletter and the target would be for the oPt admin group to be the best of all Country
Offices. Therefore agencies are requested to send representatives with decision‐making authority.
DSR(O): Common Services, this could be done for LTA’s such as stationery. The Admin forum tried to create the idea of one UN (most particular for HR and Procurement matters). Unfortunately the Procurement group has not been very active. All agencies have mobiles and cars, but purchase from different suppliers. The same applies to common premises, after locating a suitable location, some cancel and each agency looks for something better. Sometimes there even is a problem between the UN agencies and their heads. UNICEF expressed its interest for common services and suggested a separate meeting on this. UNOPS noted if agencies say yes to common services, they could not opt no for some minor issues. It was decided to invite Procurement Officers from all agencies to join the next Admin meeting on 10 March.
The DSR(O) noted there are still some problems with regards to the Tokyo building in Ramallah, it seems no agency wants to be in charge. UNDP could offer to do the entire management, but agencies will then be charged.
The DSR(O) mentioned the land for the UN as another long pending matter. The Admin group had asked the RC to approach the PA President to give the UN land for building an office (Jerusalem and Ramallah). UNSCO is requested to ask the RC to at least approach the PA President. If a positive response is received, UNOPS or UNDP could build.
HABITAT inquired about the need for offices for project staff on location. The DSS had informed HABITAT such staff would need a station. UNDP has engineers in the field though and doesn’t have an office and doesn’t recommend it. UNOPS confirmed it never heard of this. DSS is requested to check with the CSA in order to have the response in the final minutes.
The next meeting is scheduled for Wednesday, 10 March 2010 at 10:00AM at OCHA, Jerusalem.
UN Administrative Meeting Date: 22 September 2010, 10:00 AM Venue: OHCHR, UNRCP building, Ramallah Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Sylvia Schollbrock UNOPS [email protected] Suheil Neiroukh FAO [email protected] Khader Kamal UNICEF [email protected] Sara Hamouda UNSCO [email protected] Mayyada Malki UNFPA [email protected] Thafer Abu Ghannam WFP thafer.abu-‐[email protected] Joan Byrne UNESCO [email protected] Maureen Koussa Kando OCHA [email protected] Maarten Kockelkoren WHO mko@who-‐health.org Ahmed Farouk UNDSS [email protected] Dalal Abu Saleh ILO [email protected] Maurice Savage UNRWA [email protected] Maha Abu Ghosh OHCHR mabu-‐[email protected] Richard Mazula UNTSO [email protected] Simon Minassian UNTSO [email protected] A regular meeting with representatives from UNICEF, FAO, UNOPS, UNSCO, UNFPA, UNESCO, WFP, ILO, WHO, OCHA, UNDSS, UNRWA, UNTSO, OHCHR and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda: UNDP
• Relations with Israeli authorities / provision of services by UNDP to umbrella agencies\ • Arab Bank • Coordination between agencies towards MOFA • Signing of leases • Monthly attendance on behalf of agencies • Issues to be discussed by lawyers next Admin • ICT services to agencies outside of ICT agreement
WFP
• Pending MOFA issues • Transportation for staff by UN agencies (policies, procedures)
Relations with Israeli authorities The DSR(O) started the meeting with the request to agencies to indicate whether they are satisfied from UNDP services provided to them. Agencies were asked to be frank and the DSR(O) emphasized UNDP is open for positive and negative feedback. The issue was brought up, because some agencies approached the Ministry of Foreign Affairs (MOFA) directly asking to be independent. UNDP then hears it from the Israeli authorities only, which is not appropriate. The DSR(O) noted that UNDP at least has to know. The DSR(O) asked what the reasons are for agencies to want to be independent, is it because of the issue of permits, delays or armored vehicles? MOFA recently started to ask questions such as why agencies are under the umbrella of UNDP, whether all agencies are legal in the country or not and requested proof in this regard from UNDP. MOFA for instance wants to see MOUs between UNDP and the agencies. Therefore the DSR(O) requested all agencies under PAPP umbrella to send copies of these MOUs at HQ level to UNDP as soon as possible. The DSR(O) noted we might explain the full situation to MOFA for them to get a clearer picture. The DSR(O) then asked about the provision of services by UNDP, whether there are any problems. WHO mentioned there are some problems with obtaining entry service visas from Israeli embassies/consulates, which sometimes inform new staff/consultants to go to the Ministry of Interior upon arrival to the country. WHO suggested UNDP to request MOFA to call embassies and consulates to clarify this procedure (with UNDP letter to obtain an entry service visa). The DSR(O) added there is a problem with obtaining additional vehicles and armored vehicles. The problem with MOFA IDs also remains (delays and some not issues). UNOPS commented that detailed guidelines/SOPs regarding services in general and dealing with MOFA in particular (rules, timeframes and supporting documents needed from agencies) would be helpful. UNOPS further suggested UNDP to advocate more with the Israeli authorities and advised UNDP to have the services of a lawyer at its disposal at all times to ensure reasoning of MOFA is according to the rules. In response the DSR(O) mentioned the following: a) The contact between MOFA and embassies/consulates is an agreement between the MOFA
and its missions abroad and all agencies (UNTSO, UNRWA, UNDP and UNESCO) currently follow the same procedure. It was also noted that whenever UNDP inquires with MOFA regarding problems with issuance of visas at missions abroad, MOFA informs UNDP that MOFA does not approach embassies/consulates directly, but that clear instructions have been circulated among the missions abroad (confirming the current procedure of obtaining a service visa prior to arrival to the country). The DSR(O) stated UNDP could try with MOFA to send us the internal circular. WHO mentioned that lately they had problems with embassies in Russia and Georgia.
b) The DSR(O) explained that obtaining approval for additional vehicles started to become a problem after the issue with POVs of UNICEF and WHO staff. Moreover, UNDP used to send requests for initial approval to the Office of the Coordinator for Government Activities in Beit Eil (Eliane Haddad) after which the MOFA approval would not take much time. About seven months ago the procedures changed and any vehicle request has to be sent to MOFA directly now and the Ministry of Defense (MoD) is also in the picture. MOFA nowadays asks how many agencies fall under the PAPP umbrella, whether these are legal or not, why they need too many vehicles, why old vehicles are not written off and what new projects they
have. The DSR(O) has spoken with the MoD, but nothing can be done, this is the new procedure that has to be followed. The focal point at MOFA is tough with the UN, requests all details and does not appreciate it if UNDP checks with the MoD directly regarding requests for vehicles. Unfortunately the UN has to deal with the MOFA focal point, the UN could check whether an official complaint could be sent, but the situation might get worse if this is done. The DSR(O) noted we could suggest to have a meeting with all UN agencies and the MOFA focal point (or higher management at MOFA). It would allow MOFA to know the faces behind the agencies and MOFA to explain procedures and policies. It would be a briefing regarding general procedures for vehicles, MOFA IDs and visa issues, not a meeting to solve particular problems. The problem at MOFA is also that agencies sometimes provided wrong information. UNOPS questioned why it is not tried to solve case by case. The DSR(O) preferred a general meeting to understand the entire situation and not discuss individual cases. UNICEF brought up the issue of staff receiving 3-‐month visas, which are extended initially up to 6 months. Some of these are in the meantime offered a one-‐year contract, but cannot have their visas renewed until their 6 month visa is about to expire, meaning they will loose any entitlements granted to internationals (MOFA ID, duty free purchases). UNDP confirmed that visas indeed cannot be extended till about two weeks before expiry, as per MOFA rules. Hence the only solution would be to immediately request for a one year extension for all international staff (even though their initial contract is only 3 or 6 months). In case such staff would depart prior to the one year period, agencies would need to cancel their visas through UNDP accordingly though. UNTSO confirmed it faces similar problems and added it has vehicles stuck in the port for a long time already. The DSR(O) also addressed the issue of Jordanian and Egyptian international staff and their problems in obtaining a MOFA ID. This however is a political issue as well and it would have to be discussed to get the respective embassies involved or not. The matter could be compared with Israelis going on official mission to Egypt and Jordan. Mr. Ahmed Farouk of UNDSS confirmed the Egyptian embassy is aware of his case, but was asked not to interfere at this stage. Since it is a political matter, the DSR(O) will check with UNSCO in order for the ‘political UN’ to give its ok for embassies and consulates to interfere.
c) UNOPS went back to the issue of advocacy, noting for UNOPS this would mean more to discuss all problems the agencies currently have and to explain also why certain things are not working for agencies from a UN perspective. UNOPS hence advised to do both, get to know each other (MOFA and UN agencies) and discuss general matters and procedures, as well as to have a look at individual cases and problems and see how they could be solved. The problem is that MOFA now started to say that certain agencies are not legal in the country. At the suggested general briefing, each of the agencies would have to indicate what they do in the country, how they assist the Palestinian people and Israel in helping the Palestinians, how many staff they have (local, international). Then the MOFA representative could discuss procedures and problems the MOFA office faces. Agencies could afterwards sit together and come up with answers or requests regarding individual cases. The DSR(O) confirmed the idea of having a lawyer at UNDP’s disposal is very interesting; UNDP could request its HQ to appoint someone. It was further noted it would be good if the lawyers of UNRWA and UNTSO would be able to give a briefing session in between the two Admin meetings. UNRWA was asked to check with its lawyer, UNRWA confirmed such a briefing could be done, but the lawyer would need to know the exact problems the UN is
constantly facing. The DSR(O) mentioned for instance the issue of Arnona exemption for internationals, it was stopped, the same for MOFA IDs for dependents (MOFA noted they had made a mistake), the issue of additional vehicles (justification/writing off), the issue of Jordanian/Egyptian staff. The DSR(O) reminded how 2 POVs lead to a stop in giving approvals for office vehicles, while the two vehicles in question were not official vehicles. Moreover, approval is now linked also to the fact of internationals working for the agency or not. Every time there is a new rule, hence the need for legal support is well recognized by UNDP and the DSR(O) said if it could not be realized through UNDP it would have to be done through a cost-‐share arrangement with agencies. UNOPS inquired about the existence of a Host Country Agreement and it was also noted that the UN is treated differently than embassies and consulates. WFP asked for advise regarding a POV imported by an international staff member, which now has a serious engine problem and the staff member is thinking of disposing of it. The Customs office in Jerusalem informed WFP that the vehicle should be towed to Ashdod (not Qalandia, as was the previous location). Moreover, Customs required the vehicle is towed through Customs, not any private company. The DSR(O) requested WFP to provide full details of the case, since UNDP is not aware of the problem. Upon that UNDP will try to find out what can be done.
The DSR(O) went back to the provision of services by UNDP to agencies and asked for their feedback, in particular whether there are any problems. Some representatives suggested a survey in order to provide for feedback. The DSR(O) asked whether all are happy being under the umbrella of UNDP/PAPP or wish to have another arrangement. Maybe the MOFA office will also pose this question. UNRWA representative commented that a few focal points towards MOFA would be sufficient, since this way it is easier to channel information. The DSR(O) repeated that the umbrella status of many UN agencies requires them to send the global MOUs in place between UNDP and their agencies to clarify this with MOFA. Arab Bank UNDP inquired whether there are still problems with cashing money at the Arab Bank in Gaza. UNDP has contacted the bank to facilitate this for staff by arranging for special time/window. None of the agencies had received further complaints from staff. Coordination between Agencies towards MOFA The DSR(O) brought up this issue, because recently UNRWA returned back the MOFA ID of a JPO working at UNRWA, but for whom UNDP had been arranging visa and MOFA ID. This was confusing for MOFA. UNDP already sent an explanation letter to MOFA, but in the future the agency requesting such ID should also return it. Details on the case were sent to UNRWA after the meeting. Signing Leases
UNDP was recently given some leases to be signed on behalf of agencies retro-‐actively, which is not appropriate. It is not legal either and the DSR(O) urgently requested agencies to send their lease extensions at least a few days prior to expiry. Monthly Attendance UNDP is currently maintaining the attendance records of staff of many agencies under its umbrella, while this is inappropriate and there is no need to do so. Therefore UNDP will send letters to these agencies requesting them to take over their own attendance records as of 1 October 2010. UNDP would only need to receive the dates of annual leave as taken by Fixed Term staff per month. Issues Lawyers Matters for lawyers to brief the Admin form to be sent to UNRWA/UNTSO. WFP – Pending MOFA Issues WFP representative confirmed the office has been waiting for 3-‐4 months on the renewal of the MOFA ID of one of its international employees. UNDP will check what the situation is or whether MOFA is in need of any further information. WFP – Transportation for Staff WFP had heard that some drivers were allowed to park the vehicle overnight near their residence in order to arrange for the transportation of staff the next morning. WFP also wanted to inquire about procedures at other UN agencies. The DSR(O) explained that staff from Ramalla are picked up every morning from a focal location (Zabaneh). The UNDP bus is parked overnight at the UNDP Ramallah office or other UN premises. In the Jerusalem area UNDP only provides transportation services to staff coming from Mount of Olives, since some staff from that area need to be in the office early. Currently UNDP does not offer transportation for Bethlehem staff, it may be done if there is enough staff. Issues like mileage and over-‐time also play a role. UNDP charges NIS 176, based on the results of the local salary survey, which includes transportation fees. Since there was an incident in the past, it was decided to park UN vehicles at UN premises only after working hours. Ad hoc there might be exceptions. WHO noted it is interested in sharing transportation services with other agencies, since it currently only has two staff members coming form Ramallah. WFP will discuss this matter with WHO separately. UNOPS noted it is in the process of procuring a mini bus, obtaining approval for it and registering. When actually operational, and until filled up with UNOPS personnel, other agencies might join the service. UNRWA confirmed it still has a problem with the big bus at Hizma and therefore sends two smaller buses into Hizma to pick up staff from the big bus there. UNDP advised UNRWA to do the same as UNDP. UNDP has opened small windows in the back of the bus for the benefit of the bus driver, since for UNDP the driver is responsible to check the bus before departure from Ramallah and signed forms are kept in the office. UNRWA noted they are not willing to do this.
AOB The next meeting is scheduled for Wednesday, 20 October 2010 at 10:00AM at UNFPA, Jerusalem.
UN Administrative Meeting Date: 20 October 2010, 10:00 AM Venue: UNFPA, Jerusalem Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Lara Ohannessian UNDP [email protected] Fatima Abassi UNOPS [email protected] Suhier Zalatimo FAO [email protected] Philippe Ankani UNICEF [email protected] Cletus Wamalwa UNSCO [email protected] Mayyada Malki UNFPA [email protected] Olivia Hantz WFP [email protected] Shirine Rofa Smeir OCHA [email protected] Inas Abu Remeileh WHO iar@who-‐health.org Savita Hande UNDSS [email protected] Michael Antoine UNTSO [email protected] Fernando Siles UNCTAD/ASYCUDA [email protected] Nour Al-‐Masoud UNHABITAT nour.al-‐[email protected] Louay Al-‐Husseini UNIFEM louay.al-‐[email protected] A regular meeting with representatives from UNICEF, FAO, UNOPS, UNSCO, UNFPA, WFP, WHO, OCHA, UNDSS, UNTSO, UNCTAD/ASYCUDA, UNHABITAT, UNIFEM and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda: UNDP
• Relations with the Israeli authorities – MOUs and umbrella status • Update MOFA meeting • Learning – MCITP training • Internal follow-‐up systems • Survey on Provision of Services by UNDP/PAPP • Gender workshop
UNDSS
• Security levels briefing Relations Israeli authorities The DSR(O) informed that UNDP has been questioned on several occasions regarding the status of UNDP and agencies under its umbrella. Recently the MOFA inquired about UNIFEM and asked for a letter from UNIFEM’s HQ. This letter, confirming that UNIFEM is under the umbrella of
UNDP, was sent to MOFA. This proof is important for MOFA. The DSR(O) noted that if other agencies could do the same, it would be better. Even if MOFA did not yet ask about them, it could be coming in the near future. A sample will be circulated by UNDP/PAPP. MOUs should also be sent to UNDP. WFP asked if MOUs are actually being sent to MOFA. The DSR(O) confirmed this is not done, unless MOFA specifically asked for this. The DSR(O) advised it is better to draft the letters and keep it any way at the UNDP office. Update MOFA meeting UNDSS, UNSCO, OCHA and UNDP joined for the meeting with MOFA. The CSA noted the meeting didn’t end with positive assurances/support. The main issues discussed were the Jerusalem periphery checkpoints and passengers crossing. In 2011 it is expected that CPA will take over from IDF and border control police at the checkpoints. This will prohibit national staff movements. UN staff without MOFA cards would have to get out of the vehicles or submit to vehicle checks. And according to most recent statistics this would mean around 90% of UN staff (national and internationals not eligible for MOFA card).The CSA noted that the basic answer is that Israeli security cannot be compromised. These issues are being shared with the Permanent Mission of Israel to the UN. With regards to armored vehicles (AV), the authorities are still looking into it. The DSR(O) added that the list of delays in issuing MOFA IDs was presented, MOFA complained many requests are incomplete. Moreover the date of the latest submission (additional missing information or revised application form etc.) should be taken in account when counting the time period. Applications could be returned by MOFA, revised by the UN staff member and then sent back through UNDP to MOFA. MOFA noted we do not do our job when completing and/or checking the forms and sometimes the supporting documents are not present. The DSR(O) stated that with UNIFEM it was not clear for MOFA that this agency is under the umbrella of UNDP and hence the letter was prepared. The DSR(O) noted there was a similar case with UNHABITAT, MOFA requested a copy of the contract of the CTA. UNDP HQ and UNHABITAT HQ both confirmed contracts are not shared, but certification of employment can be provided. MOFA agreed and the certification was sent to MOFA. CSA informed of the DSS case of an Arabic staff member. The CSA confirmed that the only visa channel is through UNDP. The visa would always be given for 5 months and 29 days, basically excluding him from issuance of MOFA. The CSA had just received confirmation from the MOFA office that a compromise solution was found. MOFA cannot help with the 6 month visa rule, but will give him a yellow MOFA ID card with the next visa renewal. UNDSS did not let the staff member approach the Egyptian embassy with a request for interference. The DSR(O) confirmed that the problem with the Jordanian case of WFP was that the staff member did go through the Jordanian Embassy directly in order to obtain an extended visa. The DSR(O) confirmed a meeting with the Jordanian Embassy has taken place and they are ready to help. But not the way that WFP did. The Jordanian Embassy should be notified informally and they will follow up and monitor if the ID was given or not. WFP commented it had been the staff member himself that decided to approach the Jordanian Embassy directly and ask for their assistance. The DSR(O) confirmed that the issuance of MOFA IDs for spouses was stopped while ago. There were some problems with spouses that had the ID and did not return it maybe. Only the spouse of the Head of Mission is eligible to get a MOFA ID, they will say that the Head of UNDP is the Head of all agencies under the umbrella of UNDP.
Survey UNDP has been working on a survey on the provision of services by UNDP/PAPP to agencies under its umbrella mainly in order to determine where and how it can or should improve. The survey is expected to be finalized next week and agencies focal person’s will most likely be invited for a short briefing to explain the purpose and importance of this survey and how best to complete it online. The survey should not take more than 10 minutes. Internal follow-‐up mechanisms The DSR(O) noted that despite the fact that UNDP is dealing on behalf of UN agencies under its umbrella on many issues (visa, MOFA ID, vehicles in particular), agencies themselves should nonetheless have their follow-‐up system as well. Whenever they are asked to provide for information on pending visas for instance, the agencies should be able to respond themselves and not forward all to UNDP. UNDP has updated information and lists, but agencies should have their lists (staff/vehicles etc.) ready and updated as well. MCITP Agencies were informed that a company was selected to provide the entire MCITP – Enterprise Administrator training at the UNDP/PAPP premises. It will take around 5 months to be completed and will be held on Sundays (8:00-‐15:30) and Wednesdays (11:30 – 15:30). The cost per person is $3,500 and on Sunday 24 October the introduction to the course will be done. Interested agencies are welcome to register their IT staff. AOB • Vehicles – UNSCO inquired about armored vehicles (AV) not being used. UNSCO is
interested in using these AVs and would like to set up an agreement in this regard. The DSR(O) advised that for UNDP it could be ok to use the AV on ad hoc basis, but not on permanent basis. UNSCO has an AV that cannot be fixed; they said something went wrong while armoring it. The DSR(O) confirmed that whenever UNDP AV is available, it could be used by UNSCO. The DSR(O) emphasized in this regard, that when UNDP is in need of vehicles/drivers, we also rely on other agencies. Some missions coming from abroad initially only request airport pick up services, but realize later due to the situation on the ground, that they need a vehicle and driver for their entire mission.
• The DSR(O) informed all agencies UNDP/PAPP will test its Business Continuity Plan (BCP) the following day, 21 October 2010. UNDP will pretend there is a crisis and see if the entire office can work from home. No one will at the office. UNTSO and UNICEF have entered into agreements with UNDP, in such emergency cases UNDP can use premises and receive support from their staff. UNDP might use the UNICEF conference room. The results of the test will be sent to HQ. All 3 offices will participate and it was not planned for at all. All staff will be requested to work from home, open their e-‐mails and have their mobiles on. Agencies could be joining in the “lessons learned” session.
• Gaza – The DSR(O) informed that UNDP and UNRWA received approvals for some projects, commodities are to enter into Gaza in this respect. An Access Unit will be established (staff to paid by the donor) for commodities entering Gaza, goods that have been approved by the Israeli authorities such ad steel and cement to finish construction projects. The UNDP FSA
will be in charge until the staff will be hired. It will be a UNDP team and they will be responsible to monitor the transport of goods from Israel to Erez and then from there to UNDP warehouses to verify that all that was approved reaches the end destination.
• The DSR(O) referred to the issue of R&R for Gaza based international staff, the R&R destination is now Amman, but the suggestion a while ago was to change it to Jerusalem. No feedback was received from agencies, it was mentioned in the SMT. Staff actually prefer to have families come to Jerusalem. If agencies don’t have an objection they should inform UNDP. The decision should come from the DO and then go to HQ. The UNCT asked the Operations group to obtain an idea from the agencies. The written feedback from agencies is required within one week. Note: after the Admin meeting, the R&R questionnaire was received and agencies were requested to confirm by COB 26 October 2010 whether they agree with the proposal to have both Amman and Jerusalem as R&R destinations.
• UNTSO representative informed the forum that a new CMS is in process of being recruited (selected, but to be finalized). The acting CMS is Mr. Bandula Seneviratne, the Administrative Officer Ms. Miho Hirose left for Congo. It is expected that the new CMS will be joining in the coming days.
• UNSCO referred to the recent e-‐mail sent out by Ms. Lynn Hastings in regards to the MOFA meeting and pending vehicles, MOFA IDs and visa issues. UNSCO mentioned the quota to be imposed on all UN agencies, meaning that restrictions are being placed on the UN with regards to importing/using vehicles. Road-‐ready vehicles according to specifications should be ok. UNSCO representative noted that the General Assembly does not understand what is happening here and what a quota application entails. UNSOC concluded that the advise of NY is being sought. A response from NY is expected within one week.
• The DSR(O) referred to the discussion during the last UN Admin meeting on legal officers to join the UN Admin group and brief them. The DSR(O) noted that the legal officers/advisors of UNRWA and UNTSO could at least inform the forum of what is right and wrong in dealing with the Israeli authorities. The DSR(O) also noted that for the Access Unit there will be a lawyer and that person could help in other things as well. Currently there is for example a Palestinian SC holder who has been arrested and till now is in prison. A Military Court ordered him for 6 month detention. A lawyer however confirmed there no grounds for his detention. UNRWA has a lawyer who could help in such cases maybe. The DSR(O) suggested to have a meeting planned for next week, UNTSO should inquire with its legal advisor when she could come. It was noted that Lance from UNRWA should join as well. The DSR(O) noted that Tony French could be asked as well, since he has experience dealing with the Israeli authorities as well. An agenda should be approached. It was suggested to include issues related to the Palestinians as well, for instance if someone is detained by the PA what to do and whom to approach. UNTSO noted that its office always refers to the privileges and immunities of the UN, but understands that other agencies have other type of contracts, where SC holders legally are not considered staff. The DSR(O) emphasized that a lawyer familiar with such cases is needed. It was mentioned a cost-‐share arrangement could be done. It was also suggested to have two layers, one with Palestinian and one with Israeli background. DSS confirmed the need for a dedicated legal system for umbrella agencies.
• The DSR(O) raised the issue of improving communication between UN agencies and noted that for instance nobody exactly knew what the strike at UNRWA is about. The CSA informed the issue is now that UNRWA did not pay for the previous strike.
• WFP informed one of its staff members in Gaza lost the UNID. UNDP Gaza advised that a police report should be obtained in order for UNDP to issue a new ID. The DSR(O) confirmed that normally this is the procedure, but acknowledged the difficulties in Gaza. Hence it was suggested to authorize FSCO Gaza to sign on the loss of a UNID.
• The DSR(O) asked whether the FSCO Gaza is still controlling armored vehicles (AV) in Gaza. CSA noted this is not the case; each agency dispatches its own vehicles, but entry through Erez is officially coordinated by UNDSS (they can call other staff members to join for the trip).
• The DSR(O) also inquired about mechanisms for getting UN property through Erez. The CSA informed it is the Access Unit, but noted not to hide anything. The DSR(O) confirmed it has already sought for approval to get a metal detector in. The CSA advised that a quicker option could be UNRWA, for which agencies can coordinate with Judy Clark and/or Scott Anderson. UNRWA transports goods into Gaza on a daily basis.
• UNCTAD/ASYCUDA representative noted in the matter of having goods enter checkpoints that the Palestinian Ministry of Finance is working with Customs to follow up and finalize donations. Within the new, yet to be implemented, online system, the donor is required to start the process of donation based on the PA requirements. Forms will be done electronically and through the system a copy of the package goes to the Israeli authorities for further control and facilitation. Once approval is granted from their side, all is ready for the donor and the donor is responsible to confirm the goods arrived.
• UNICEF inquired if the received security shared budget 2011 could be discussed. The CSA noted the estimates have been distributed to Heads of Agencies and certain questions referring to financial implications will be forwarded to HQ for follow up.
• It was noted that the document on vehicles security measures as approved by the SMT should be implemented.
The next meeting is scheduled for Wednesday, 10 November 2010 at 10:00AM at OCHA, Jerusalem.
UN Administrative Meeting Date: 10 November 2010, 10:00 AM Venue: OCHA, MAC House, Jerusalem Attendees: Khaled Shahwan, Chairperson UNDP [email protected] Gerlienke Meijer, Coordinator UNDP [email protected] Suhier Zalatimo FAO [email protected] Munzer Yousef DSS [email protected] Olivia Hantz WFP [email protected] Thafer Abu Ghannam WFP thafer.abu-‐[email protected] Shirine Rofa Smeir OCHA [email protected] Maarten Kockelkoren WHO mko@who-‐health.org Sheila Black UNMAT [email protected] Sylvia Schollbrock UNOPS [email protected] Mark Mina UNFPA [email protected] Sara Hamouda UNSCO [email protected] Joan Byrne UNESCO [email protected] Maha Abu-‐Ghosh OHCHR mabu-‐[email protected] Dalal Abu Saleh ILO [email protected] Khader Kamal UNICEF [email protected] Nour Al-‐Masoud UNHABITAT nour.al-‐[email protected] Ulrik Ahnfeldt-‐Mollerup UNODC ulrik.ahnfeldt-‐[email protected] Louay Al-‐Husseini UNIFEM louay.al-‐[email protected] A regular meeting with representatives from UNICEF, FAO, UNOPS, UNSCO, UNFPA, WFP, WHO, OCHA, UNDSS, OHCHR, ILO, UNOD, UNESCO, UNMAT, UNHABITAT, UNIFEM and UNDP was held to discuss a UN approach for issues relating to Operations in order to avoid duplication of work and to benefit from savings due to economy of scale.
Agenda: UNDP
• Sample letter umbrella status • Survey on provision of services by UNDP/PAPP • Meeting with UNTSO/UNRWA lawyers • R&R Questionnaires • Official Holidays for the Eid • Closing date Finance UNDP/PAPP • Closing date Procurement UNDP/PAPP • UNDP BCP Drill
UNDSS
• Invoices for Security Local Cost Share
Letter UNDP/PAPP umbrella status The DSR(O) referred to the discussion during the October Admin meeting, where it was noted that although the MOFA office did not yet ask about other agencies than UNIFEM, it is better to keep letters confirming the umbrella status of agencies on file. Hence the final sample will be circulated and it is appreciated that agencies send such a letter to UNDP. Survey on Provision of Services by UNDP/PAPP UNDP/PAPP has finalized the survey on the provision of services by UNDP/PAPP. A sample page was distributed during the meeting and at the end of the meeting each agency received a sealed envelope containing the questionnaire. The DSR(O) emphasized that it would be highly appreciated if agencies focal points take some time to fill in the survey, since the results will be analyzed by a consultant and will determine where and how UNDP can improve. Agencies were requested to indicate also how many times a month they request services from a certain unit, since this will be taking in account when analyzing the results. The issue of ‘requests completed within reasonable amount of time’ was raised and the DSR(O) confirmed that for most requests it is known how much time UNDP would need to process (permits for instance need at least a week or three to be issued if there are no problems). Finally, agencies were encouraged to provide any further comments or indicate particular problems they might face. It would be appreciated if agencies return the completed questionnaire by Tuesday 23 November. It is optional to indicate the agency name; it can be left blank as well. Meeting with lawyers The DSR(O) noted we have been trying to arrange for this meeting with UN lawyers for a long time already. The lawyers indicated the week starting 22 November would be suitable. The majority of agencies preferred to set it for Tuesday 23 November. UNDP will follow up with the lawyers and check where it can be held as well (it might have to be at OCHA or WFP since UNDP conference room is already booked). R&R The DSR(O) mentioned that the R&R issue was discussed in the UNCT and the UNCT recommended not to change the current destination (Amman), hence the questionnaires were submitted accordingly. If in the future there is a request to change to somewhere else, we will wait for the instruction from the RC. There were complaints at the UNCT regarding the suggested change. UNMAT noted they had received feedback from the UNCT; the CT felt that decisions were made for them by the Admin forum, this is how it was presented. UNMAT continued that it might be thrown back to the Admin group again to do a recommendation. If discussed again an appropriate recommendation with justification should be presented. UNMAT noted there is resistance, mostly from those agencies with staff in Gaza, including UNMAT. These are against Jerusalem as destination for R&R. UNMAT suggested it should not just be the vote of majority, but substantive evidence should be presented. The DSR(O) met with Mr. Max Gaylard and they agreed not to take any steps, unless upon the request from the RC. The DSR(O) confirmed that the Admin group will not discuss the
matter again with in the end one of the agencies complaining. If the request would come from the UNCT through the RC to the Admin forum, that is ok. At the UNCT there is strong objection to change it. For the moment, the documents were already sent to HQ with Amman as destination. UNMAT noted that the UNCT is relying on the Admin forum to make recommendations or suggestions to consider and it was clear this time that the UNCT rejected the idea. The DSR(O) noted it can also be done, that if there is a need to discuss among Admin Officers, we discuss the issue and then suggest to the RC to have it at the agenda of the UNCT. UNMAT emphasized that the argument also is that the situation in Gaza should not allow for R&R in Jerusalem. Official Holidays – 16 and 17 November for Eid Al-‐Adha Closing date for UNDP Finance and Procurement Units An e-‐mail was circulated after the UN Admin meeting, confirming that any payment request should reach the UNDP Finance Unit by Monday 13 December 10:00AM (documents relating to the payroll by 3 December). Requests received after that date will be proceeded in 2011. Another e-‐mail was circulated after the meeting as a notification on the deadline for receiving Procurement requests, 26 November 2010. BCP Drill UNDP The DSR(O) informed that the test was done two weeks ago and was very successful. UNDP key staff operated from the UNICEF office, based on the agreement regarding the BCP. The Scenario was an earthquake, some staff were stuck inside the building, the same in Gaza. The DSR(O) noted that UNDP can share the results with interested agencies and UNDP is ready to help other agencies if they are working on their own BCP. If there is a need for an agreement with UNDP as an agency’s back-‐up organization, then this could be arranged. Local Cost Share Security UNDSS distributed the invoices to the agencies after the meeting. UNOPS inquired on which basis the invoices are prepared. DSS confirmed that the issue was discussed during the SMT of the 4th and 15th of October, with SMT approval following during the meeting of 29 October. The amounts are based on the 31 October staff lists of agencies. The budget was finalized and sent to Heads of Agencies and Alternates. UNOPS further inquired whether provisions are taken for changes (up or down) in the head count for the year 2010 on which the budget is made. DSS confirmed it asks for projections, but that feedback received indicated fixed numbers. Now the budget and cost share is completed and there is no possibility to change. The DSR(O) confirmed that previously there had been efforts to create a new and fairer system, which was sent to DSS and shared with UNCT members, but never implemented. Therefore agencies still pay on the basis of head count on one day in October, which is not fair. It could be discussed again. DSS noted that the idea was implemented with the 2009 budget, the cost calculator was presented and provided feedback for DSS. For the year 2010/2011 no feedback was
received regarding prospective staff numbers (for the first or second 4 months). It was noted UNDP is paying most. The issue was raised if it would be possible to see if all Heads of Offices brief their Admin Officers. It was noted that for certain issues Finance and/or Admin Officers should be receiving information and should be sharing in the preparation of documents and/or questions for the SMT. There was discussion on Admin Officers possibly joining the SMT or receiving the SMT minutes. The issue is that between the SMT and DSS are also the Admin responsibilities in the middle. This group of people should be targeted for such issues as well. DSS further stated that agencies were requested to update their staff numbers on the database and DSS could see that changes are being done. UNMAT noted that some agencies are responding, while for others this might not be possible. DSS emphasized that the staff database should be continuously updated. DSS confirmed many agencies do not adequately update, either staff are listed while it is known they already left a while ago or new staff members started weeks/months ago and are still not listed. The same applies for the issue of staff members living in the West Bank, this is not noted in the database. And many new-‐born babies are not listed as dependents. UNMAT commented daily updates are not possible, but the DSR(O) stressed that Admin Officers are accountable for this. UNMAT noted that for these matters DSS should address the Admin Officers – there could be a greater link between DSS and the Admin Officers. UNOPS noted this matter should be addressed internally by agencies (to cover the gap of information). It was agreed that all agencies will address this issue of missing information/gap in transmission of information to their Head of Agency or Security Officer. AOB • OCHA proposed, since there is an LTA with one travel agent only, to send an e-‐mail
directly to the agent with a copy to Ms. Suzanne Abboud of UNDP when requesting to purchase a ticket, instead of requesting UNDP Travel Unit to book on their behalf.
• The DSR(O) informed that 2-‐3 places were identified for a new office, so UNDP’s current office could become vacant for interested agencies. UNDP would like to have all offices in one building, hence UNDP might move. The current office is about 1000 square meter and around 80 people are in the building. UNODC noted it is still interested to share space with other agencies. UNOPS confirmed it is not going to move. UNDP is paying US$ 300,000 per year. For the building next to UNDP they initially asked $140,000, but recently went up to $190,000 per year. This space is approximately 500 square meters and therefore very expensive.
• UNMAT referred to the issue of DSA Gaza change in June/July. UNMAT noted there seems to be some contradiction as to what was applied further to the change. The $254 Gaza DSA rate for June was recognized as too high and corrected to $192 in July, hence the new rate of $192 was to be applied in June as well, as this was confirmed the correct rate. Some people think that the amount of $254 should have applied for that month. The Admin group recommended using the correct rate. The DSR(O) confirmed the understanding was that the $254 rate for June should not be used and all agreed. UNMAT will gather the correspondence and show the discrepancy.
• WFP inquired about international staff based in Gaza whose visa comes to expire and noted that last time a staff member had to stay in Jerusalem for three weeks until the
visa was actually extended. Some WFP staff heard from UNRWA that there is a special agreement for staying in Gaza while renewing visa. UNDP noted it will check with UNRWA. UNMAT mentioned that at times the internationals might be allowed to stay in Gaza and travel on their national passports, but this has been changing over the past 6 months. UNMAT warned it might not necessarily be a MOFA decision, but maybe locally implemented from time to time. Therefore UNDP will check with UNRWA first what exactly is their agreement. UNMAT noted that CLA/IDF are facilitating crossings at Gaza and hence this should not be jeopardized by checking up with MOFA on this matter. The DSR(O) noted nothing is changing with MOFA. Lynn Hastings from UNSCO is currently at HQ to take everything up with the Permanent Representation of Israel to the UN. The DSR(O) further mentioned that MOFA never gives anything in writing, in general does not answer and hence it seems nothing can be done except through the Israeli mission at the UN.
• It as noted that the issue of purchasing duty free items within the first six months upon arrival (true or not) should be discussed by the lawyers. WFP commented that if MOFA is delaying the issuance of visa and/or MOFA ID, then the staff member will loose its entitlements. UNMAT referred to another case that the lawyers could shed light on: staff already in the country for a long period (on UNLP, previously on national passport) were officially declined to get a MOFA ID (although now on long term contract, visa and UNLP). These staff have previously been on short-‐term contracts, hence were never eligible before.
• UNOPS inquired about progress on the approval for their mini-‐bus. UNDP is following up.
The next meeting is scheduled for Wednesday, 15 December 2010 at 10:00AM at UNDP/PAPP, Jerusalem.