The Deputy Secretary-General's handover noteof current responsibilities and outstanding issues

A comprehensive outline of the multitude of responsibilities and activities undertaken bythe Deputy Secretary-General and her Office is provided in the attached end of mandate report.While there are some obvious responsibilities that will automatically be assumed by the newDeputy Secretary-General, some of the specific functions and issues that require considerationare summarized below.

I. The second phase of the World Summit on the Information Society(16-18 November 2005, Tunis, Tunisia)

There are two issues that would require the active involvement of EOSG, both related tointernet governance.

The second phase of the Summit asked the Secretary-General to convene the InternetGovernance Forum (IGF) and start a process towards enhanced cooperation on internationalpublic policy issues pertaining to the Internet. A multi-stakeholder Advisory Board will assistthe Secretary-General in convening the IGF. The first meeting of the Forum will take place 30October-2 November 2006 in Athens.

The DSG could, on behalf of the Secretary-General, approve the list of members of thisBoard (in April or May).

On enhanced cooperation, the Secretary-General has asked Mr. Nitin Desai (his SpecialAdviser on WSIS) to consult informally on how to start this process. A decision on this processwould have to be taken at one point in 2006.

WSIS also requested the Secretary-General to establish within CEB a UN Group on theInformation Society and report to the GA through ECOSOC by June 2006 on the modalities ofinteragency coordination for implementation.

These two processes are on track and are not expected to require much, if any, directinvolvement of the Deputy Secretary-General.

II. Consultations with the EU/EC

In recent years, the Deputy Secretary-General has made official visits to the EU,accompanied by senior officials from DPA, DPKO and OCHA for senior-level consultationswith the EU/EC and NATO officials. These visits, which include also a trip to the EuropeanParliament in Strasbourg, normally take place in the early part of the year.

It is strongly recommended that the new DSG continue this tradition and makearrangements for an early visit to Brussels in 2006.

Following concerns raised by the Commissioner for External Relations about theinadequate visibility of EC contributions managed by UN entities, the DSG had asked UNDGand ECHA to take steps to address these concerns. The report produced under the aegis of theUN team in Brussels is almost complete, and will need to be forwarded by the new DSG to theCommissioner. An interim response has been sent by the DSG.

III. UNFIP and UNDEF

The Deputy Secretary-General has been providing guidance and overall supervision tothe Executive Director of UNFIP. She also chairs the Advisory Board.

The new UN Democracy Fund is located within UNFIP, with the Executive Directorproviding administrative supervision of the small UNDEF office headed by an Executive Headwho reports to the UNDEF Advisory Board on substantive aspects.

Presumably these responsibilities will be assumed by the new DSG.

IV. Civil society

The relationship between the United Nations and civil society requires priority attention.Earlier attempts to set up a Partnerships Office did not receive support from Member States. Atpresent, there is no clear focal point in the UN Secretariat, with the exception of the units inDESA and DPI that deal primarily with accreditation. ODSG has over the years providedleadership and support in specific situations - including for the Cardoso Panel's work in2003/2004, and the preparations of the Civil Society hearings in 2005.

A decision needs to be taken on strengthening the capacity of the Secretariat in dealingwith civil society, as well as assigning clear focal point responsibilities in EOSG (a taskassigned in the past to Ms. Sorrenson 's office)

V. Chairmanship of a reform implementation committee

This would probably be a reconfigured successor to the current DSG's Post SummitCoordination Committee, which will meet for one final time on 29 March.

VIII. Chairmanship of the Management Performance Board

The Board, which is chaired by the DSG, has not yet held its first substantive meeting.

A decision will need to be taken on the criteria for the 2006 compact with USGs.

IX. Management Committee

To date, the Committee has been chaired by the Secretary-General, with ODSG providingsecretariat support. In the reform report, it is proposed that the Deputy Secretary-General assumethe chairmanship.

This will need to be implemented immediately so that the Committee can be convenedunder by the new DSG.

X. Oversight Committee.

The Assembly asked the Secretary-General to establish a "High-level follow-upmechanism" in December 2004, but the first meeting has still not taken place. An SGB wasissued in May 2005. Some questions have been raised subsequently by DM on the title, terms ofreference, composition and chair which still have not been resolved. The mater has been passedon to the Chef de Cabinet.

Urgent action needs to be taken to address outstanding issues so that this mechanismstarts functioning.

XI. Influenza Steering Committee

The Committee is chaired by the DSG and provides policy guidance to the TechnicalWorking Group which is chaired by the UN System Coordinator, Dr. David Nabarro. Themeetings are usually held once every 4 to 5 weeks depending on developments.

This function would be assumed by the new DSG, as has been announced to theCommittee members at the meeting on 27March 2006.

The UN system Coordinator is located within the DGO (with an office in the Chryslerbuilding). The terms of reference indicate that he reports to the Chair of UNDO until such timeas a pandemic occurs when the reporting line would be changed to the Chair of ECHA. Inpractice, it has become apparent that this arrangement has not worked. There appears to havebeen little contact between Dr. Nabarro and Mr. Dervis. While the Steering Committee providesguidance to Dr. Nabarro and the TWG that he chairs, it would be necessary to revisit the currentreporting lines to ensure clear lines of accountability.

// is recommended that this issue be dealt with as early as possible either by ensuringthat the current reporting line is implemented effectively, or by changing it so thatDr. Nabarro reports directly to the Chair of the Steering Committee.

XII. HIV/AIDS

ODSG supports the Secretary-General on issues related to HIV/AIDS and theGlobal Compact, which have been amongst his top personal priorities. At present, ODSG is co-chairing inter-departmental meetings in preparation for the General Assembly review meeting on31 May-2 June. Discussions are also under way with UNAIDS on arranging a meeting betweenthe Secretary-General and CEOs of pharmaceutical companies, as requested by the Secretary-General. The meeting is expected to take place preferably in July, or in September should it notbe possible to convene the participants earlier.

EOSG and UNAIDS to finalize preparations, with UNAIDS checking on theavailability of CEOs and UN participants arrangements.

Office of the Deputy Secretary-General31 March 2006

Table of Contents

Responsibilities and activities of the Deputy Secretary-General and her Office2 March 1998 to 31 March 2006

I. Establishment of post of Deputy Secretary-General 1

II. Enhancing coherence and coordination within the United Nations systemA. Strengthening coherence at the country level 2B. Coordination of UN system response

to Avian and Human Influenza 2C. Comprehensive assessment of the UN's work

on children and armed conflict 2D. Reforms of the UN system security management system 3E. Establishment of an office to support the Permanent Forum

on Indigenous Issues 3F. Enhancing governance mechanisms for UNOPS 4G. Developing a coordinated position on exposure to Depleted Uranium 4H. Coordination of UN system programmes at the regional level 4I. Establishment of the United Nations Democracy Fund (UNDEF) 4J. Establishment of the Office of High Representative for LDCs, LLDC

and SIDS 5K. Gender mainstreaming 5

III. Development of coordination mechanisms in post-conflict situations 6

IV. Leading the Secretary-General's reform programmes 7A. Implementation of the Secretary-General's 1997

"Programme for Reform" 8B. Support and follow- up to the Report of the Brahimi Panel

on UN Peace Operations 8C. Preparation and implementation of the SG's 2002 Agenda

For Further Change 8D. Implementation of measures to improve ethical conduct, strengthen

oversight and accountability and improve senior managementdecision-making and performance 9

E. Creation of the Policy Committee and Management Committee 9F. Formulation of the proposals for the SG's final management reform -

"Investing in the United Nations: For a Stronger Organizations Worldwide" 9

V. Spearheading the Secretary-General's AIDS CampaignA. Coordination of major conference/events on HIV/ AIDS 10B. Access to HIV care and treatment in developing countries 10C. Funding 10D. Other initiatives 11

VI. Ensuring coherent strategies for major UN conferences and summitsA. The Millennium Summit (6-8 September 2000) 11B. The International Conference on Financing for Development

(18-22 March 2002, Monterrey. Mexico) 12

C. The World Summit on Sustainable Development(26 August - 4 September 2002, Johannesburg, South Africa) 12

D. The 2005 World Summit (14-16 September 2005) 13E. The Second phase of the World Summit on the Information Society

(16-18 November 2005, Tunis, Tunisia) 14

VII. Coordination of the UN system's support for Africa's development 14

VIII. Policy Dialogue and cooperation with the European Union Institutions 15

IX. United Nations Fund for International Partnerships (UNFIP) 16

X. Global Compact 16

XI. Strengthening relations with Civil Society 17

XII. Secretary-General's Youth Employment Network 17

XIII. Zero tolerance policy on sexual exploitation and abuse 18

XIV. Other key issues 18

Responsibilities and activities of the Deputy Secretary-General and her Office2 March 1998 to 31 March 2006

I. Establishment of the post of Deputy Secretary-General

The post of Deputy Secretary-General was created by the General Assembly atthe end of 1997 (resolution 52/12B), in response to the package of reform measuresproposed by the Secretary-General for renewing the United Nations (A/51/950 and Add1-7). The post is an integral part of EOSG, with responsibilities delegated by theSecretary-General, including the following:

• To assist the SG in managing the operations of the Secretariat;• To act for the SG in his absence and in other cases decided by the SG;• To support the SG in ensuring intersectoral and inter-institutional coherence

of activities and programmes;• To support the SG in elevating the profile and leadership of the UN in

economic and social spheres;• To represent the SG at conferences and other events;• To undertake other assignments as determined by the SG.

The DSG was appointed following consultations with Member States. The term ofthe office of the DSG would not exceed that of the SG.

For protocol purposes, the status of the DSG is second only to the SG, and aboveall other senior officials of the UN. In the absence of the SG from UN headquarters, theDSG acts for him and represents him, and hence moves to the first position on the orderof precedence (Circular issued by the Chief of Protocol to Member States of 4 May 1998- PRO/DSG).

II. Enhancing coherence and coordination within the United Nations system

Ever since the DSG assumed her function she has used her position to promoteand push forward efforts to enhance the coherence of the United Nations' developmentprogrammes and activities. The DSG supported this agenda in several ways.

A. Strengthening coherence at the country level

The DSG ensured greater coordination and coherence of the UN system,especially at the country level. In the past eight years, the Resident Coordinator systemhas been strengthened, together with the enhancement in the coordinating role of theUNDO and its Development Group Office.

The DSG or her office participated in CEB and UNDG meetings where measuresto improve the coherence and coordination of the UN's work in the filed were discussedand agreed upon. Throughout her period in office, she used her good offices to encouragethe Executive Heads of UN funds, programmes and agencies to work in a collaborativemanner, with clear division of labour, and taking into account the comparativeadvantages that each has to offer. This helped put the focus on how best the UN cansupport developing countries more than on agency-specific concerns. One recent examplewas the action taken to bring together the Executive Heads of the main UN systemorganizations in Colombia to address long-standing problems, and to propose a commonvision on how the UN would assist the country.

B. Coordination of UN system response to Avian and Human Influenza

Since September 2005, the DSG has chaired Steering Committee on Avian andHuman Influenza, which includes relevant UN agencies, funds and programmes, theWorld Bank, Medical Services, DSS, OHRM, and DPKO. The Steering Committeeprovides policy guidance to the Technical Working Group chaired by the UN SystemCoordinator. ODSG provided support and guidance to the Coordinator and his team indeveloping the UN's strategic approach document submitted to the Beijing donorsconference, as well as the UN's contingency plans for staff and operational continuity.

C. Comprehensive assessment of the UN's work on children and armed conflict

In 2004, the DSG oversaw the work of the Management Consultancy section ofOIOS which had been requested by the Secretary-General to undertake a comprehensiveassessment of the effectiveness of the UN system response to the issue of children andarmed conflict, mandated by the Assembly. The recommendations to streamline functionsand to reduce posts in the Office of the SRSG-CAAC were implemented. The objectivewas to ensure that the Office adhered to its mandate and collaborated more closely withother key UN entities.

D. Reforms of the UN system security management system

In 2000, the DSG led the process for the development of a new UN staff securitymanagement system, in collaboration with UNSECOORD, major operational Funds andProgrammes and the High-level Committee on Management (HLCM). This resulted inapproval by the General Assembly of the Secretary-General's proposals for major reformmeasures, the authorization of significant resources, and the appointment of a full-timeSecurity Coordinator for the first time.

In 2003, the DSG chaired the Steering Committee which oversaw the externalreview of the UN's security management system. The recommendations for a majoroverhaul of the UN's security management arrangements were endorsed by the SteeringCommittee, only days before the attack on the Canal Hotel UN headquarters in Baghdad.

Following the bombing of the UN headquarters, ODSG coordinated the launch ofthe investigations carried out by UNSECOORD and the Ahtisaari Panel, as well as thesubsequent Walzer Panel that examined individual responsibilities.

With guidance from the Policy Group on Iraq, a "lessons learned" exercise wascarried out with a view to improving how the UN responds to crisis situations. The inter-departmental and inter-agency exercise was led by DPKO. The recommendations for thesetting up of a robust crisis management mechanism were endorsed by the Policy Group,and subsequently approved by the Senior Management Group. Regrettably, the resourcesrequired were not identified, and no concrete action was taken. Subsequently, the matterwas taken up by the Steering Committee on security management reform, and theresponsibility for moving the process forward was assigned to the USG/DSS.

In 2003/04, the DSG led the process for the second major reform of the UNsecurity management system, resulting in the establishment of a unified system(UNSECOORD, SSS and DPKO). The Assembly approved a significant increase insecurity personnel and resources, as well as the creation of DSS headed by a full-timeUSG.

E. Establishment of an office to support the Permanent Forum on IndigenousIssues

In 2003, the DSG led the process for the establishment of an office at the UNHeadquarters to support the Permanent Forum on Indigenous Issues, in compliance withthe ECOSOC resolution. This was an important achievement for the Forum. The newoffice was set up in DESA.

F. Enhancing the governance mechanisms for UNOPS

In 2002, the SG requested the DSG to identifying key bottlenecks in the relationsbetween UNDP and OPS and to make proposals for changes in the existing governancearrangements. This involved close intercaction with UNDP, OPS, OIOS, OLA andMember States. The proposals - including the expansion of the ManagementCoordination Committee and the creation of a Working Group to support it - wereforwarded by the SG to the Executive Board which approved them.

G. Developing a coordinated position on exposure to Depleted Uranium

Following reports in 2001 of potential exposure to Depleted Uranium (DU) in theBalkans and Iraq, ODSG organized a task force involving UNEP, WHO, IAEA and theMedical Services to develop a UN position. The policy group chaired by the DSG agreedon measures to protect the safety of UN staff and to offer assistance to affected countries.The issue was also taken up with NATO and Iraq by the SG.

H. Coordination of UN system programmes at the regional level

In compliance with the ECOSOC resolution, the ODSG organized the first roundof regional coordination meetings of UN agencies. The DSG chaired meetings of UNsystem entities and regional commisions at EGA, ECE, ECLAC, ESCAP and ESCWA.As foreseen in the resolution, the conveneing of subsequent regional coordinationmeetings was delegated to the Executive Secretaries of the five regional commissions.

I. Establishment of the United Nations Democracy Fund (UNDEF)

The DSG provided leadership in the establishment of the Fund, under theauthority of the Secretary-General. ODSG chaired an inter-departmental steering groupwhich was responsible for preparing the terms of reference, the governance andprogrammatic frameworks for the Advisory Board, as well as other related structures andmechanisms. The process involved lengthy consultations with Member States. TheDemocracy Fund was eventually launched by the SG at the African Union Summit inJuly 2005. The creation of the Fund was welcomed by the 2005 World Summit. The firstmeeting of the Advisory Board took place in March 2006. The first Chair is Dr. RimaKhalaf Hunaidi from Jordan. As of March 2006, the Fund has receivedpledges/contributions of over $40 million, and is expected to approve projects for fundingat its second session in the second quarter of 2006.

The office of the UNDEF has an Executive Head and dedicated staff, and islocated in UNFIP. The Executive Head reports to the Advisory Board on programmaticaspects, and to the Executive Director of UNFIP for administrative purposes. TheExecutive Director in turn reports to the DSG. Following the meeting of the AdvisoryBoard, a proposal to upgrade the post of the Executive Head from D-l to D-2 is to besubmitted to the ACABQ.

J. Establishment of the Office of High Representative for LDCs, LLDCs andSIDS

At the request of the SG, the DSG undertook consultations with Member Stateson possible options for implementing paragraph 116 of the Brussels Programme ofAction. The following actions were taken by ODSG to establish the first Office of HighRepresentative for LDCs, LLDCs and SIDS at the United Nations:

• Negotiations with UNCTAD and OSCAL on transfer of posts required for thenew office for the LDCs; LLDCs and SIDS;

• Preparation of the SG's report to the Assembly proposing the establishment ofan office of High Representative for LDCs, LLDCs and SIDS, as well aspresenting the proposal in meetings of the G-77, the Third Committee, theACABQ and the Fifth Committee;

• Supervision of the Office for 3 months and liaison with Member Statespending the appointment of the High Representative.

K. Gender mainstreaming

ODSG has served as focal point on gender in EOSG, working closely with theSG's Special Adviser on Gender Issues and other relevant entities on efforts towardsachieving gender parity and gender mainstreaming. In 2002, ODSG guided thefmalization of the SG's study on women, peace and security mandated by SecurityCouncil resolution 1325. ODSG collaborated with UNIFEM in the review of the report ofthe independent study on "women, war and peace" undertaken by Elizabeth Rehn andEllen Johnson-Sirleaf, which was also presented to the Council. More recently, ODSGworked with the Special Adviser and the CEB office to follow-up on decisions taken byMember States on gender mainstreaming and the UN system Action Plan onimplementing resolution 1325, including the preparation of the SG's communications toCEB Executive Heads and SMG members.

III. Development of coordination mechanisms in post-conflict situations

The DSG played a crucial role in the establishment of multi-dimensional peaceoperations in post-conflict situations, as well as in improving coordination of the UN'sactivities that included peacekeeping, political, transitional justice, humanitarian andreconstruction components. Some of the key actions taken were as follows:

• Oversee the development of strategic frameworks to integrate politicalstrategy with humanitarian and reconstruction programmes in Afghanistan(1998) and in Sierra Leone (2000).

• Ensure that relevant parts of the UN Departments, Funds and Programmes andAgencies supported the new role of the Resident Coordinator/HumanitarianCoordinator in the context of integrated missions such as UNAMSIL.

• Following the eruption of the Kosovo conflict in 1999, the DSG chaired anInter-Departmental Task Force that brought together the various concernedUN entities. The UN assumed the lead role for the international civil presencein Kosovo with the adoption of a Security Council mandate on 10 June 1999.

• In 1999, the United Nations established the Transitional Administration inEast Timor (UNTAET), endowed with overall responsibility for theadministration of East Timor, and empowered to exercise all legislative andexecutive authority. The DSG's role was to bring together all parts of theSecretariat, as well as the funds and programmes, to ensure a coordinatedapproach in setting up the Mission.

• Following the crisis in the UN mission in Sierra Leone (May-July 2000), theDSG chaired a Policy Group on Sierra Leone in order to develop a strategy fora political settlement combined with a robust military presence. The strategyformed the basis of future UN work in the country.

• In the context of the Oil-for Food programme, established by resolution 986,the DSG chaired two meetings of representatives of UN agencies, OIP and theHumanitarian Coordinator to resolve problems, and to urge that the substantialresources entrusted to the UN be utilized in an efficient and effective manner.ODSG also supported the SG in the review of reports being submitted to theSecurity Council.

• From 2003 to 2005, the DSG chaired the Policy Group on Iraq (PGI) whichprovided policy guidance on UN activities prior to and after the war in Iraq, aswell as advice to the SG. The responsibility also included assisting OIP intransferring responsibilities to agencies, and subsequently phasing out theOil-for-Food Programme. The DSG chaired the launch of the first appeal forurgent humanitarian needs after the war in 2003, and subsequently led theprocess that culminated in the Iraq Reconstruction Meeting in New York. Oneof the novel approaches introduced was the establishment of a UNDG trustfund into which donor resources were channelled. The PGI also providedguidance for the establishment of UN Mission in Iraq (UNAMI).

• In 2005, the DSG chaired the Policy Coordination Group on Sudan until theestablishment of the Policy Committee chaired by the SG. Two of the keytasks of the Group were to address the humanitarian and political crisis inDarfur, and to provide policy guidance for the establishment of the UNMission in Sudan (UNMIS) in the context of the North/South peaceagreement.

IV. Leading the Secretary-General's reform programmes

The process of UN reform has been a hallmark of this Secretary-General's tenure- with three big packages introduced over a ten-year period as well as a number ofdiscrete issue-specific initiatives. The DSG's role has ranged from ensuring thecontinuous generation and formulation of proposals to overseeing production of reportsto the General Assembly. She has also been responsible for ensuring that the reforms areproperly implemented and that their impact is measured over time.

Shortly after her arrival, the DSG chaired a Steering Committee on Reform andManagement, which oversaw the implementation of various reform proposals from 1998until 2005. A number of sub-committees and high-level working groups, chaired by theDSG, were also formed during this period to oversee development of specific proposals.These included a sub-committee on human resource management which met from 1999-2001, largely to develop the "ten building blocks" of a new strategy for managing UNpersonnel. Following the 2005 World Summit, the DSG chaired a Post-SummitCoordination Committee, to ensure that the requests made in the Outcome Documentagreed by world leaders were delivered in early 2006.

A. Implementation of the Secretary General's 1997 "Programme for Reform"

Upon taking office in 1998, one of the DSG's major responsibilities was tooversee the implementation of multiple aspects of the Secretary-General's reformprogramme. This included the development of a results-based budgeting framework toreplace the old system of input-based budgeting, and a comprehensive strategy for humanresource management. The latter foresaw a new approach to recruitment, placement andpromotion, performance appraisal, mobility and career development.

B. Support and follow-up to the Report of the Brahimi Panel on UN PeaceOperations

As the Panelists indicated in their 1999 report, the DSG's role was indispensablein making sure that their recommendations were ambitious yet feasible, and wereconsistent with future anticipated requirements. In response to the Panel's requests, theSecretary-General appointed the DSG to oversee the initial implementation of the Panel'sreport. Given the far-reaching nature of the Panel's recommendations, it was essentialfirst to obtain system-wide buy-in on the implementation plan, then to ensure aresponsible and well argued budget document in support of it. Finally a strategy wasdeveloped for obtaining the approval of Member States after deliberations in severallegislative bodies. There were many moments and opportunities for this entireimplementation effort to falter, but the DSG's guiding role ensured that it remained ontrack and was brought to a successful outcome.

The implementation of this Panel's recommendations, through the development ofa specific road-map, has led to a major strengthening of the Organization's planning andstaffing capacity, its rapid deployment capability and its ability to draw on the lessonslearned from the large number of peacekeeping missions deployed over the last 15 years.

C. Preparation and implementation of the SG's 2002 Agenda for FurtherChange

This second major reform package contained proposals for a major overhaul ofthe Department of Public Information and the Department of General Assembly Affairsand Conference Management. Since then, a demonstrable improvement in meetingsservicing and documents production have occurred. Nine UN Information Centres inWestern Europe were closed and consolidated into one modernized hub in Brussels.Other improvements to the budgeting and planning process and the work/life conditionsfor UN staff were also achieved. In addition a UN strategy for more effective use ofinformation and communications technologies was developed.

D. Implementation of measures to improve ethical conduct, strengthenoversight and accountability and improve senior management decision-making and performance

In response to serious shortcomings in the management of the Oil-for-Foodprogramme, in the conduct of some peacekeeping personnel and some troublingperceptions arising from a 2004 staff survey, the DSG led the implementation of some 20management improvement measures. These included the introduction of a whistleblowerprotection policy, stricter provisions for financial disclosure of senior UN officials,establishment of a Management Performance Board (under the chairmanship of the DSG)and an Ethics Office. In addition, the DSG led efforts to enhance the quality and breadthof internal communications through the development of the "i-seek" global intranet.

E. Creation of the Policy Committee and the Management Committee

While the SMG created as part of the 1997 reform would continue as an importantforum for the wider UN family to exchange views and for strategic guidance by the SG,two smaller, action-oriented Committees were created in 2005 to be chaired by the SG:the Policy Committee and the Management Committee in order to improve the speed andquality of executive decision-making. The DSG chairs both Committees in the absence ofthe SG. She has also supervised the preparation of submissions to both Committees withthe support of the secretariat for the Policy Committee located in the SPU, and thesecretariat for the Management Committee which is a responsibility of ODSG.

F. Formulation of the proposals for the SG's final management reform report -"Investing in the United Nations: For a Stronger Organization Worldwide"

The DSG oversaw the development of proposals for the presentation of thispackage in March 2006, in response to the request from world leaders in the 2005 WorldSummit. Contained in this package are a comprehensive overhaul of human resourcemanagement, budget and finance rules, regulations and procedures, as well as proposalsfor more effective management of the UN Secretariat - including more strategic use ofinformation and communications technology and better procurement and service-deliverysystems.

V. Spearheading the Secretary-General's AIDS Campaign

A. Coordination of major conferences/events on HIV AIDS

In 2001, the Deputy Secretary-General and her office steered the preparations ofthe historic UN Special Session on HIV/AIDS (25-27 June) which brought togetherHeads of State and Government and civil society organizations. This was carried out incollaboration with UNAIDS and other relevant parts of the UN. The Special Sessionestablished an important precedent for the participation of civil society at a GeneralAssembly event. More importantly, it established time-bound targets to reverse thespread of AIDS. One of the organizational challenges was to achieve a balance betweenMember States' special interests and sensitivities around some of the HIV/AIDS-relatedissues. ODSG coordinated the preparations for the General Assembly's High-levelMeeting on HIV/AIDS in June 2005, which provided an opportunity for an interimtechnical review of the goals set out in the Declaration of Commitment of 2001.

B. Access to HIV care and treatment in developing countries

In 2001, ODSG - in collaboration with UNAIDS and WHO- helped efforts toestablish a common approach on drug pricing in developing countries, as part of the UNbroader strategy on care for people living with AIDS. Part of this approach included thepreparation of the Secretary-General's meetings with the Chief Executive Officers(CEOs) of the major research-based pharmaceutical companies working on HIV/AIDS on5 April 2001 and 4 October 2001. The April meeting provided the opportunity for theSecretary-General to share the UN's position on drug pricing and advocate moreforcefully for affordable drugs in the developing countries, a position that was oftenquestioned as unattainable. As the companies began to announce price reductions, theOctober meeting focused on the need to build new partnerships with NGOs and privateemployers as treatment service providers.

C. Funding

In 2001, the DSG steered the preliminary discussions on the establishment of aninternational fund to attract significant additional resources to tackle HIV/AIDS and otherinfectious diseases. It was agreed that the role of the United Nations agencies and theWorld Bank would be to support the development of national plans and theirimplementation, as well as to support national capacity development to absorbinternational funds for national programmes as quickly and efficiently as possible. Thesedeliberations led to the Secretary-General's call for "a war chest" and the subsequentestablishment of the Global Fund to Fight HIV/AIDS, Tuberculosis and Malaria in 2002.In 2004-2005, ODSG worked closely with the Global Fund to support the Secretary-General's Chairmanship of Global Fund's Voluntary Replenishment Mechanism. InMarch 2005, the DSG represented the SG at the first meeting in Stockholm. At the

10

London meeting in September 2005, US$3.7 billion was committed for the period of2006-2008.

D. Other initiatives

In 2003, ODSG, in collaboration with relevant UN entities, supported thedevelopment of the Global Media AIDS Initiative (GMAI), which was launched by theSecretary-General in January 2004 with the support of UNAIDS, DPI, the Kaiser FamilyFoundation, and the Bill and Melinda Gates Foundation. The GMAI was designed toexpand public knowledge and understanding about HIV/AIDS. The initiative, whichinitially comprised of twenty-two broadcasting organizations - including BBC, MTV,South African Broadcasting Corporation and Viacom - now includes 100 companies in62 countries.

At the request of six major financial services companies, including GoldmanSachs, JP Morgan and Merrill Lynch, ODSG helped to organize the Wall Street WorldAIDS Day in December 2004. The event helped to galvanize support and resources fromthe financial sector in the fight against HIV/AIDS. ODSG was also involved in thepreparation of the Secretary-General's participation in numerous community-led eventssuch as the yearly World AIDS Day commemoration at St. John Cathedral in New York,the Secretary-General's meeting with non-governmental organizations during theinternational conference on AIDS in Bangkok in July of 2004, as well as in ensuring thatHIV/AIDS was raised in major speeches and talking points of the SG.

VI. Ensuring coherent strategies for major UN conferences and summits

The DSG ensured, partly through Steering Committees and strategy meetings,which she chaired, coherence among different UN entities, including Departments andfunds and programmes in the lead-up to major UN conferences. The guidance increasedthe effectiveness of the UN's preparations and participation as one UN team speakingwith one voice.

A. The Millennium Summit (6-8 September 2000)

The DSG spearheaded a process that lasted one year and ensured effectivecoordination and preparation for the Millennium Summit. The main achievement was toturn the historic opportunity into a substantive gathering of world leaders, rather than onethat was likely to end up being a ceremonial occasion. In 2001, the DSG coordinated andthe preparationn and fmalization of the Road Map for the implementation of theMillennium Declaration, which was submitted to the General Assembly.

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The DSG also gave guidance to and coordinated the follow-up to the MillenniumSummit, including the annual Report of the Secretary-General on the implementation ofthe Millennium Summit, a system-wide effort to support the MDGs, the MillenniumProject and the Millennium Campaign.

B. The International Conference on Financing for Development(18-22 March 2002, Monterrey, Mexico)

The DSG was instrumental in formulating a strategy involving DESA, DPI andother UN entities to optimize the success of the Conference, including through strategicinterventions by the Secretary-General at the G-8 Summit (Ottawa, 17 November 2001),with the U.S. (28 November 2001) and at the World Economic Forum (4 February 2002).

The DSG chaired four Communication Strategy meetings between November2001 and March 2002. In addition, the DSG assisted the SG with the appointment of andguidance for Michel Camdessus and Trevor Manuel as Special Envoys for Financing forDevelopment. She also assisted the SG in the establishment of the High-level Panel onFinancing for Development, chaired by Ernesto Zedillo (15 December 2000 -28 June 2001). One of the major successes of the Conference was the announcement bya number of donor countries to increase Official Development Assistance, which was aturning point in ODA trends.

C. The World Summit on Sustainable Development(26 August - 4 September 2002, Johannesburg, South Africa)

There were concerns that there were too many major summits in 2002(Monterrey, the Food Summit, the General Assembly Special Session on children,Johannesburg), and that WSSD could have been the one Summit too many. Throughcollaborative efforts, it was possible to make the Summit a success. Part of the effort wasthe appointment of a Special Envoy, Jan Pronk (23 October 2001 - September 2002).The DSG and her office were deeply involved in the creation of the Friends of the Chairin July 2002. In addition, the DSG assisted the SG in establishing the Panel of EminentPersons (23 October 2001 - September 2002).

As a further step in ensuring a successful Summit, the DSG addressed andparticipated in the fourth Preparatory Committee for WSSD in Bali, Indonesia (27 May-7 June 2002). The DSG also chaired five Communication Strategy meetings betweenApril 2002 and July 2002 and six Steering Committee meetings between March 2002 andJune 2002.

Under the guidance of the DSG and the Communication Strategy meetings, a listof five priorities of the Secretary-General was identified for the Summit: water andsanitation, energy, health, agriculture and biodiversity, which became known under theacronym WEHAB. These five priorities provided a much needed focus and impetus to

12

the WSSD preparatory process. For each area, an inter-agency framework for action wasdeveloped.

As part of the follow-up to WSSD, the DSG assisted the SG in the creation of hisAdvisory Board on Water and Sanitation (22 March 2004 - present).

D. The 2005 World Summit (14-16 September 2005)

The Steering Committee that the DSG chaired for the 2005 World Summitdetermined the strategy to maximize the results for the Summit. It brought the differentstrands, such as the High-level Panel on Threats, Challenges and Change, the five-yearreview of the Millennium Declaration, the Millennium Development Goals and theMillennium Project, together. This seems obvious in retrospect, but in 2004 it was not,not in the least among Member States.

The DSG provided direct guidance to Robert Orr, who was responsible for theSecretary-General's report for the Summit (In larger freedom: towards development,security and human rights for all).

The DSG, and the Steering Committee, also laid out the timeline and strategiesfor the release of the various reports (of the High-level Panel (2 December 2004),Millennium Project (17 January 2005) and the Secretary-General) and meetings, such asthe GA Hearings with civil society, NGOs and the private sector and the High-levelDialogue on Financing for Development. The Secretary-General's report on modalities,format and organization of the Summit (issued on 3 November 2004) was written underthe DSG's guidance.

Through frequent meetings with various officials from the EU and UK(Presidencies of EU in the second half of 2005 and G-8 in 2005), the DSG alsogalvanized support for and focus on the Summit. All major decisions, whether by EU,G-8 or OECD/DAC regarding ODA and debt relief, were taken with an eye to theSummit.

The DSG chaired fifteen Steering Committees meetings between January 2004and May 2005. She, or through her Steering Committee, also provided guidance to theinter-departmental Operations Group which was chaired by ODSG. The OperationsGroup was responsible for the organizational and logistical aspects of the Summitbetween December 2004 and September 2005.

Prior to the September Summit, ODSG chaired similar inter-departmental taskforces to prepare for the Civil Society Hearings, the meeting on HIV/AIDS, and themeeting on Financing for Development, all mandated by the General Assembly.

13

Following consultations between the DSG and representatives of ASEANMember States, ODSG was responsible for organizing the UN/ASEAN Summit inSeptember 2005, involving the SG, the ten ASEAN leaders and the Executive Heads ofWHO, UNDP, UNCTAD and UNAIDS . This was accomplished with the support of twotask forces, one focusing on logistics and the other on the drafting of a substantive jointcommunique. ODSG worked closely with the Permanent Missions concerned andensured that in addition to development cooperation and trade, HIV/AIDS and avianinfluenza were also on the agenda.

E. The second phase of the World Summit on the Information Society(16-18 November 2005, Tunis, Tunisia)

The first phase of the Summit (10-12 December 2003, Geneva) asked theSecretary-General to assist the Member States in two areas where they could not reach anagreement. The Secretary-General was asked to create a task force on financing and aworking group on Internet governance. The Task Force on Financial Mechanisms (4October 2004 - January 2005) and the Working Group on Internet Governance (11November 2004 - July 2005) were established under the direct guidance of the DSG andthe Steering Committee she chaired.

This Steering Committee was also critical in ensuring coherence among entitieswithin the UN Secretariat and UNDP. The Committee also coordinated and providedguidance on the follow-up to the Summit, including the establishment of the InternetGovernance Forum.

VII. Coordination of the UN system's support for Africa's development

While peace and security issues regarding Africa were handled by other parts ofEOSG, the DSG has been responsible for providing leadership in efforts to enhance thecoherence and coordination of the UN's support to Africa's development. Some of thekey activities carried out in this area include the following:

• Oversee the creation of a mechanism for UN support to NEPAD subsequentlyadopted by the CEB.

• Guide and supporting the Secretariat's role in the evaluation of SpecialInitiative on Africa and UN-NADAF mandated by the Assembly;

• Lead the process for the establishment of the Office of the Special Adviser onAfrica, in the context of the 2002 reform proposals of the SG;

• Finalize the proposal for the first regional United Nations Office in the WestAfrica sub-region. The Office headed by an USG was approved by theSecurity Council and established in Dakar in 2002.

• Lead the inter-departmental and inter-agency review of the recommendationmade in November 2003 to open a similar office in Central Africa. It was

14

agreed to propose to the Security Council alternative ways of assisting thesub-region were proposed to the Security Council.Represent the UN at the OAU Summit in Ouagadougou in June 1998, as wellas at the inauguration of the President of Liberia in March 2006.Visit to the Headquarters of the African Union for discussions with Secretary-General Salim Salim in October 1999.Official visits to several African countries, including to four peace-keepingoperations.

VIII. Policy Dialogue and cooperation with the European Union Institutions

In 2001 the Deputy Secretary-General started annual policy consultations ondevelopment/humanitarian/political and post conflict issues with the European Unioninstitutions (Commission, Parliament, and Council) and NATO. These consultationsprovided a unique opportunity to exchange information, as well as to identify areas ofpolicy and operational cooperation, particularly in the areas of poverty reduction andMDGs, response to humanitarian crises and post conflict.

In 2002, the Office of the Deputy Secretary-General developed the terms ofreference for and proposed the establishment of a United Nations Office in Brussels(UNOB) to represent the UN system at the European Union and its institutions. Theoffice also advises the Secretary-General and the Deputy Secretary-General on strategic,policy, and operational issues of common interest. Over the last four years, UNOB hascontributed to strengthening high-level policy dialogue and coordination as well asoperational and programmatic cooperation between the UN Secretariat and the EUinstitutions which, in 2005, exceeded $ 1 billion.

The DSG and her office contributed to improving EU-UN system operationalcooperation by spearheading the preparation of the Financial and AdministrativeFramework Agreement (FAFA), which was co-signed by the EU CommissionerPoul Nielson and the DSG on 29 April 2003. The DSG and her office also coordinatedthe preparation of the Joint Declaration on UN-EU Cooperation in Crisis Management,signed by the Secretary-General and Prime Minister Berlusconi of Italy on 24 September2003. Most recently, the DSG led the United Nations system efforts to address concernsraised by the EC about insufficient visibility given to some EC funded programmesmanaged by the UN.

15

IX. United Nations Fund for International Partnerships (UNFIP)

The DSG provides guidance to UNFIP in the context of the strategic objective ofstrengthening the United Nations' overall partnership building efforts. UNFIP serves asinterface and partnership facilitator between the United Nations system and the UnitedNations Foundation (UNF) and as a one-stop service for partnership opportunities withthe private sector, foundations, civil society, individuals and non-profit organizations.

The DSG serves as the Chairperson of the UNFIP Advisory Board, which wasestablished to advise the Secretary-General on proposals from the UN system for fundingby the UN Foundation focusing on the following areas: children's health; women andpopulation; environment, and; peace, security and human rights. The UNFIP AdvisoryBoard consists of the Under Secretary-General for Management, the Under Secretary-General for Economic and Social Affairs, the President of ECOSOC, the Chairman of theSecond Committee and the Executive Director of UNFIP (ex-officio), in their functionalcapacities. The other members are Mr. Franklin Thomas, President of the FordFoundation Study Group, Dr. Lincoln Chen, Director of the Global Equity Initiative,Harvard University - JFK School of Government and Ms. Mary Oakes Smith, formerManager, World Bank. The chairperson frequently benefits from the Boardmembership's counsel on enhancing public-private partnerships. As Chairperson of theBoard, the DSG may at times be requested to act on behalf of the Board - including asneeded on an inter-session basis - with subsequent reporting to the Board.

As part of her oversight responsibility of UNFIP, the DSG provides guidance tothe Executive Director of the Office, who is responsible for the executive direction andmanagement for the activities of UNFIP. The Executive Director meets the DSG on aperiodic basis to inform and advise her on overall activities of the office.

X. Global Compact Office

The Deputy Secretary General has played a key role in supporting the GlobalCompact launched by the Secretary-General. With the exception of operational matters,which were handled by the Chef de Cabinet and the Executive Office, the DeputySecretary-General has overseen the development of the initiative, providing overallguidance for policy aspects of the work of the Global Compact Office.

The initiative has grown from slightly more than 35 companies to a globalnetwork of more than 2,700 participants and other stakeholders in 90 countries. LocalNetworks have also sprung up in more than 40 countries to help carry forward theinitiative and its ten principles at the local level.

16

More specifically, the DSG has:

• Hosted events for Governrhent supporters of the Global Compact;• Chaired the Global Compact Advisory Council;• Provided guidance on the overall development of the initiative and its position

within the Organization;• Provided guidance on key questions such as the role of civil society

organizations in the initiative and the position of the Global Compact in thepartnership agenda;

• More recently, in the context of the strategic review of the initiativecommissioned by the Secretary-General, the DSG provided important inputsand feedback on the proposed governance framework, as well as on integritymeasures for the initiative as a whole.

XL Strengthening relations with Civil Society

The DSG has provided substantial support to the SG's objective of strengtheningrelations with Civil Society. She was instrumental in establishing the Panel of EminentPersons on United Nations-Civil Society Relations (February 2003 - 21 June 2004). Thecreation of this Panel was one of the ideas in the 2002 reform report (Strengthening theUnited Nations). The DSG provided guidance on the launch of the Panel's report. Shealso proposed that the Secretary-General issue his own report to the General Assembly inresponse to the Panel's report. This report was written by ODSG under her guidance(issued on 13 September 2004).

The DSG also provided guidance on engaging civil society in the preparatoryprocess for the 2005 World Summit, and met with civil society representatives in todiscuss their ideas and concerns.

XII. Secretary-General's Youth Employment Network

In 2001, the Office of the Deputy Secretary-General coordinated theestablishment of the Secretary-General's Youth Employment Network (YEN), inaccordance with the framework of the Millennium Declaration where Heads of State andGovernment resolved to "develop and implement strategies that give young peopleeverywhere a real chance to find decent and productive work." Since its creation,eighteen countries from Asia, Africa, Latin America, the Middle East and Europe havestepped forward as lead countries for the Network and prepared national action plans onyouth employment. Efforts are underway to find practical ways to support theimplementation of these work plans and to better mainstream this issue in the work of theUN system and the wider international community.

17

XIII. Zero tolerance policy on sexual exploitation and abuse

Following revelations in 2004 of sexual exploitation and abuse by a significantnumber of UN peacekeeping personnel in a number of missions, the DSG visited fivepeacekeeping missions in 2005 to reinforce the Secretary-General's zero tolerance policyon sexual exploitation and abuse (SEA) for United Nations personnel. In each mission,the DSG met with the Head of the Mission, Heads of Agencies, Funds and Programmesin the Country Team, as well as military and civilian police officers in leadershippositions, as well as with the focal points working on SEA issues. The DSG conductedtown hall meetings for all international and local staff. As part of her visits, the DSG alsomet with the Heads of State and other senior government officials in each country.

The first round of visits covered Liberia, Sierra Leone and Cote d'lvoire(28 February to 6 March 2005). During the visit, a number of priorities were identified,including: a pro-active media and communications strategy to broadly publicize UNstandards of conduct; an increased capacity to address misconduct so as to be able toconduct more expeditious and professional investigations into SEA allegations; improvedwelfare and recreational facilities; better training on UN standards of conduct; and newpolicies for a number of "grey areas", including victim assistance, paternity claim leadingto child support, and relations between international UN personnel and nationals ofcountries where peacekeeping missions are deployed.

The visits to Kosovo and Burundi took place from 5 to 10 June 2005, andhighlighted effective preventive approaches by both missions (such as the designing of anoff-limits list by UNMIK monitored by its Civilian Police component, and a proactiveapproach by the Mission leadership in ONUB to enforce the code of conduct for UNpersonnel). The following key gaps were identified in both missions: the need to developstreamlined procedures for repatriation of uniformed personnel found to have engaged inserious misconduct; the need to clarify penalties for the violation of the code of conductof UN personnel; and the need to conduct more systematically fact-finding verificationsin the initial phase of allegations lodged against UN personnel, in consultation wit OIOS.

XIV. Other key activities

Chair various ad hoc inter-departmemtal and inter-agency coordinationmeetings, including Convenors of Executive Committees;Chair the Board of the UN Staff College, which included overseeing majorreforms at the institute;Undertake official visits to some 40 countries, including representing theUN at three summit meetings: the OAU Summit in June 1998; the OASSummit in April 1998; and the CARICOM Summit in July 1998.

18

Receive of delegations from Member States, Civil Society and educationalestablishments, including Heads of States in the absence of the SG;Replace the SG on the podium of the General Assembly and at the table ofthe Securit Council;Deliver statements and major speeches at the UN, and as invited speakeroutside headquarters;Review and approve reports of the Secretary-General being submitted tothe General Assembly and ECOSOC.

ODSG Team31 March 2006

19

mXm

UNITEDNATIONS

General Assembly

Distr.GENERAL

A/RES/52/12 B9 January 1998

Fifty-second sessionAgenda item 157

RESOLUTION ADOPTED BY THE GENERAL ASSEMBLY

[without reference to a Main Committee (A/52/L. 72/Rev. 1)]

52/12. Renewing the United Nations: a programme for reform

B*

The General Assembly,

Having considered further the report of the Secretary-General on renewing the United Nations: aprogramme for reform,1 and the recommendations contained therein,

Recalling its resolution 52/12 A of 12 November 1997,

Recalling also its resolutions 50/227 of 24 May 1996, 51/240 of 20 June 1997 and 51/241 of 31 July1997, as well as all other relevant resolutions and decisions, which contain legislative mandates andprogramme guidance, and, in particular, the medium-term plan for the period 1998-2001,

Reaffirming that financial implications of any reform measure or proposal on which the GeneralAssembly is to take action should be considered in accordance with rule 153 of the rules of procedure of theGeneral Assembly,

A. Deputy Secretary-General

1. Decides to establish the post of Deputy Secretary-General as an integral part of the Office of theSecretary-General, as set out in addendum 1 to the report of the Secretary-General2 and in the statementmade by the Secretary-General on 4 November 1997 to the open-ended informal consultations of the General

* Consequently, resolution 52/12 of 12 November 1997 becomes resolution 52/12 A.

'A/51/950 and Add. 1-7.2A/51/950/Add.l.

98-76111

A/RES/52/12 BPage 2

Assembly on United Nations reform: measures and proposals,3 without prejudice to the mandate of theSecretary-General as provided by the Charter of the United Nations and, in accordance with the existingsystem of decision-making, with responsibilities delegated by the Secretary-General, including the following:

(a) To assist the Secretary-General in managing the operations of the Secretariat;

(b) To act for the Secretary-General at United Nations Headquarters in the absence of the Secretary-General and in other cases as may be decided by the Secretary-General;

(c) To support the Secretary-General in ensuring intersectoral and inter-institutional coherence ofactivities and programmes and to support the Secretary-General in elevating the profile and leadership of theUnited Nations in the economic and social spheres, including further efforts to strengthen the United Nationsas a leading centre for development policy and development assistance;

(d) To represent the Secretary-General at conferences, official functions and ceremonial and otheroccasions as may be decided by the Secretary-General;

(e) To undertake such assignments as may be determined by the Secretary-General;

2. Notes that the Secretary-General will appoint the Deputy Secretary-General following consultationswith Member States and in accordance with Article 101 of the Charter of the United Nations and that theterm of office of the Deputy Secretary-General will not exceed that of the Secretary-General;

B. New approaches to policy formulation

3. Welcomes the recommendations of the Secretary-General aimed at the rationalization, streamliningand enhancement of the work of the General Assembly, taking into account the measures already undertakentowards this end in order to further strengthen the Assembly as the organ of the United Nations that mostfully embodies the universal and democratic character of the Organization;

4. Decides, in this context, to continue during its fifty-second session its in-depth consideration ofthose recommendations under the item entitled "Revitalization of the work of the General Assembly", takinginto account the report to be submitted by the Secretary-General in accordance with resolution 51/241;

C. Peace, security and disarmament

5. Invites Member States to improve the supply of information to the Secretary-General that couldassist the Organization to prevent conflict and maintain international peace and security in full accordancewith the provisions of the Charter of the United Nations;

6. Stresses that enhancing the rapid deployment capacity of the United Nations in peacekeepingoperations can play a valuable role in the effectiveness of its response to a conflict, and, in this context,requests the appropriate organs to consider, as a matter of priority, specific measures to that effect, inaccordance with General Assembly resolution 52/69 of 10 December 1997 and taking into account theproposals to be submitted by the Secretary-General and the views of Member States;

7. Endorses the recommendation that the Security Council, in establishing a peacekeeping operationin the future, should prescribe a time-frame for the conclusion of the status-of-forces agreement between theUnited Nations and the host Government for the operation in question and that, pending the conclusion of

See A/52/585.

A/RES/52/12 BPage3

such an agreement, a model status-of-forces agreement would apply provisionally unless otherwise agreedby the parties concerned, and invites the Security Council to consider the matter;

8. Decides that the Disarmament Commission and the First Committee of the General Assembly shouldundertake a review of their work, to be concluded before the end of the fifty-second session, with a view toits revitalization, rationalization and streamlining, taking into account discussions that have already takenplace on this issue;

D. Economic and social affairs

9. Invites the Economic and Social Council to consider, at its organizational and substantive sessionsin 1998, as part of the review of the mandates, composition, functions and working methods of its functionalcommissions and expert groups and bodies, as mandated by the General Assembly in its resolution 50/227,the recommendations of the Secretary-General relating to the reform of its subsidiary bodies, including a time-frame for implementation of its decisions thereon, as well as his recommendations relating to the organizationand methods of work of the Council, and to report thereon to the Assembly as early as possible during itsfifty-second session;

10. Invites the Economic and Social Council, in consultation with Member States and appropriateintergovernmental regional bodies, to conduct a general review of the regional commissions at its substantivesession of 1998, bearing in mind the relevant provisions of resolution 50/227 and the individual reviews eachcommission has already carried out, in order to consider the competencies of the regional commissions, takinginto account the competencies of global bodies and other regional and subregional intergovernmental bodies,and to submit a report thereon to the General Assembly before the end of its fifty-second session;

11. Endorses the recommendation of the Secretary-General to discontinue the High-level AdvisoryBoard on Sustainable Development;

E. Development cooperation

12. Accepts that management of funds and programmes would be enhanced by greater integration ofintergovernmental oversight, and requests the Economic and Social Council, in the context of the nexttriennial policy review of the United Nations, during its operational activities segment of 1998, to considerarrangements for closer integration of the governance oversight of the United Nations DevelopmentProgramme and the United Nations Population Fund and of the United Nations Children's Fund, withconsecutive and/or joint meetings of the existing Executive Boards, bearing in mind the respective mandatesof the Executive Boards of the funds and programmes;

13. Takes note, in this context, of the decision already taken by the Executive Board of the UnitedNations Development Programme and the United Nations Population Fund and by the Executive Board ofthe United Nations Children's Fund to organize a joint meeting in January 1998;

14. Recognizes the urgent need for resources for development on a predictable, continuous and assuredbasis, taking fully into account the principle of neutrality, and requests the Secretary-General to submit, bythe end of March 1998, for consideration by the General Assembly, specific proposals for the establishmentof a new system of core resources, taking into account the views expressed by Member States;

F. Humanitarian affairs

15. Decides to designate the Emergency Relief Coordinator as the United Nations HumanitarianAssistance Coordinator, who will, inter alia, retain responsibility for coordination of natural disaster relief;

16. Decides also to transfer to the United Nations Development Programme the responsibilities of theEmergency Relief Coordinator for operational activities for natural disaster mitigation, prevention and

A/RES/52/12 BPage 4

preparedness, with the understanding that the resources for this task will be separate and additional to theresources of the United Nations Development Programme for development activities and that they will beprovided by a grant from the regular budget of the United Nations for the biennium 1998-1999;

17. Requests the Secretary-General to submit, before the end of the fifty-second session of the GeneralAssembly, a report on the method of financing of natural disaster mitigation, prevention and preparednessactivities beyond the biennium 1998-1999;

18. Decides to establish a humanitarian affairs segment of the Economic and Social Council, with effectfrom 1998, and, in this connection, requests the Council to consider expeditiously the related practicalarrangements and make an early recommendation to the General Assembly, without prejudice to the workof the other segments of the Council;

G. Financing the Organization

19. Reaffirms the obligation of all Member States, in accordance with the Charter, to pay their assessedcontributions in full, on time and without conditions;

20. Takes note of the recommendation of the Secretary-General that a revolving credit fund beestablished through voluntary contributions or any other means of financing that Member States may wishto suggest, and requests the Secretary-General, taking into account the views expressed by Member States,to submit by the end of March 1998 detailed proposals to the General Assembly, through the competentbodies, for the proposed establishment of such a fund, including its financing, management and operation,while emphasizing that the priority lies in the compliance by all Member States with their financialobligations to the United Nations;

21. Takes notes also of the recommendation of the Secretary-General that, in future, any unspentbalances under the regular budget at the end of the fiscal period be retained, and invites the competent bodiesto consider the implications of such retention, as well as the appropriate use of such balances, includingpossible allocation to development programmes, on the basis of a report to be submitted by the Secretary-General to the General Assembly, before the end of its fifty-second session;

H. Management

22. Decides to examine the recommendation of the Secretary-General on initiating a review of theInternational Civil Service Commission, and, on the basis of information to be provided by theSecretary-General, requests the competent intergovernmental bodies to consider the modalities for such areview and to report to the General Assembly before the end of its fifty-second session;

23. Notes that the Secretary-General has submitted the draft Code of Conduct for United Nations Staff*to the General Assembly, and agrees to expedite its consideration;

24. Decides to establish, in the programme budget for the biennium 1998-1999, a development accountto be funded from savings from possible reductions in administration and other overhead costs, withoutaffecting full implementation of mandated programmes and activities, and requests the Secretary-General tosubmit a detailed report by the end of March 1998 identifying the sustainability of this initiative, as well asthe modalities of implementation, the specific purposes and associated performance criteria for the use of suchresources;

A/52/488.

A/RES/52/12 BPageS

25. Takes note of the recommendation of the Secretary-General to shift United Nations programmebudgeting towards a system of results-based budgeting, and requests him to submit, through the competentbodies, a more detailed report that will include a full explanation for the proposed change, and themethodology to be used, as well as a mock-up of one or more sections of the budget for consideration beforethe end of the fifty-second session of the General Assembly;

I. Longer-term changes

26. Recognizes that reform of the United Nations will be an ongoing process and that there is a needfor the United Nations to consider changes of a more fundamental nature and other broader issues, and invitesthe Secretary-General to elaborate further his proposals, taking into account the views of Governments, andto present them to the General Assembly by the end of March 1998 on:

(a) A new concept of trusteeship;

(b) A Millennium Assembly;

(c) A Millennium Forum;

(d) The United Nations system (a Special Commission at the ministerial level to examine the need forpossible amendments to the Charter of the United Nations and the treaties from which the specializedagencies derive their mandates);

(e) Provisions whereby initiatives that involve new mandates and institutional machinery would besubject to specific time limits that would require explicit review and renewal by the General Assembly (sunsetprovisions);

27. Looks forward to the convening of the United Nations Conference of Plenipotentiaries to finalizeand adopt a convention to establish an international criminal court as a step that would strengthensignificantly the rule of law in the century ahead;

28. Decides to include in the provisional agenda of its fifty-third session the item entitled "UnitedNations reform: measures and proposals".

78th plenary meeting19 December 1997

U N I T E D NATIONS NATIONS U N I E S

A.DDHES5 - U.DBCSSC,

TIONS. N.T. ITO17

TIOBIH MCWTOBK

EXECUTIVE OFFICE OF THE SECRCTARY-GENCRAl

CABINET og SECRETAIRE GENEHAU

PRO/DSG .

The Chief of Protocol of the United Nations presents her compliments to the PermanentRepresentatives and Observers to the United Nations and has the honour to inform them that theestablishment by the General Assembly of the post of the Deputy Secretary-General has broughtabout a modification in the United Nations order of precedence.

The status of the Deputy Secretary-General is second only to the Secretary-General andabove all other senior officials of the United Nations. Bearing this in mind, it is desirable that forthe events hosted by the Permanent Representatives and Observers to the United Nations both at andoutside United Nations Headquarters, the Deputy Secretary-General is ranked in accordance withthis practice - immediately after the Secretary-General and above other invitees of comparable rank.In the absence of the Secretary-General from United Nations Headquarters,, the Deputy Secretary-General., as a rule, acts tor him and represents him at official and social functions, ceremonial andother events and hence moves to the first position on the order of precedence.

On special occasions - including regular and special sessions of the General Assembly, andsocial events hosted by the President of the Security Council or Heads of other United Nationsorgans and bodies - it would be advisable for the Permanent Representatives and Observers, hostsof such events, to seek the recommendations of the Chief of Protocol on the ranking and specificseating arrangements with regard to the senior officials of the United Nations.

The Chief of Protocol of the United Nations avails herself of this opportunity to renew to mePermanent Representatives and Observers to the United Nationjj^e^qautgnces of her highestconsideration.

H.E. The Permanent Representativeof.... to the United Nations

New York

Deputy Secretary-General'sSteering Committee on Influenza Preparedness

Chair:

Members:

Mr. Mark Malloch Brown

Mr. Kemal Dervi§

Mr. Jean-Marie Guehenno

Mr. Jan Egeland

Mr. David Veness

Mr. Shashi Tharoor

Ms. Ann Veneman

Dr. Margaret Chan

Dr. David Nabarro

Dr. Louise Fresco

Dr. Sudershan Narula

Ms. Jan Beagle

Mr. John Underwood

Ms. Susana Malcorra

Ms. Wendy Chamberlin

Dr. Christianne Brushke

UNDP

DPKO

OCHA

DSS

DPI

UNICEF

WHO

Senior Coordinator

FAO

Medical Unit

DM

The World Bank

WFP

UNHCR

OIE (Observer)

Note on UN System Coordination Mechanism for the Avian/Human Influenza

1. In order to ensure common strategies and joint action, the following mechanismto coordinate the activities of organizations in the UN system is being put into effect.

2. A Steering Committee, chaired by the Deputy Secretary-General of the UnitedNations, will and set policy and guidance for a coordinated response by the UN system,and will provide advice to the Secretary-General. The members are the Chair of UNDGand Administrator of UNDP, WHO, FAO, DPKO, OCHA, UNICEF, DSS, DM, and theMedical Service.

3. A Technical Working Group will support the Steering Committee and managethe coordinated efforts of the UN. The Technical Group will be led by the UN SystemSenior Coordinator who will report to the Steering Committee through the Chair ofUNDG. He will also be a member of the Steering Committee.

4. At the country level, the UN Country Team, under the leadership of the ResidentCoordinator, will be responsible for concerted response and support by the UN system.The Country Teams will benefit from policy guidance and other necessary support by theSteering Committee and the Technical Group,

5. Close linkages will be maintained with other stakeholders including, developmentbanks, donor agencies, private entities, non-governmental and humanitarian groups, andprofessional bodies.

United Nations Democracy FundComposition of the Advisory Board

Representatives (Confirmed) Alternates (Confirmed^Member States ( Largest Contributors')

1. Australia

2. France

3. Germany

4. India

5. Qatar

6. United States

HE. Ms. Caroline MillarCharge d' Affaires a.LHE. Mr. Jean- Marc de La SabliereAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeDr. Gunter PleugerAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeHE. Mr. Nirupam SenAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeHE. Mr. Nassir Abdulaziz Al- NasserAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeHE.Mr.JohnBoltonAmbassador Extraordinary andPlenipotentiaryPermanent Representative

Ms Natasha SmidiCounsellor (Development)Mr. Michael DuclosMinister PlenipotentiaryDeputy Permanent Representative

Dr. Wolfgang F. TrautweinAmbassador Extraordinary andPlenipotentiaryDeputy Permanent RepresentativeHE. Mr. Ajai MalhotraAmbassador and DeputyPermanent Representative

Mr. Jamal Nasser Al-BaderMinister Plenipotentiary

HE. Mr. Alejandro WolffAmbassador Extraordinary andPlenipotentiaryDeputy Permanent Representative

Member States ( Geographical Distribution)

7. Benin

8. Chile

9. Hungary

10. Indonesia

11. South Africa

Appointed bv the Secretary-General12. Professor Michael Doyle

Columbia UniversityNew York

13. Professor Guillermo ODonnellUniversity of Notre DameIndiana

14. Ms. Rima Khalaf HunaidiAssistant AdministratorUNDP

15. Mr. Amir A. Dossal (Ex-CffidoMerrixr)Executive DirectorUnited Nations Fund for InternationalPartnerships (UNFIP)

HE. Mr. Simon IdohouAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeHE. Mr. Heraldo MunozAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeHE.Mr.GaborBrodiAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeProf. Dr. Azyumardi AzraPresident of the State IslamicUniversity of Jakarta

HE. Mr. Dumisani Shadrack KumaloAmbassador Extraordinary andPlenipotentiaryPermanent Representative

Professor Michael Doyle

Professor Guillermo OTDonnell

Ms. Rima Khalaf HunaidiAssistant Administrator

Mr. Amir A. DossalExecutive Director(Ex-Offiao Merrier)

Mr. Jean- Francis Regis ZinsouMinister Counsellor

HE. Alfredo LabbeDeputy Permanent Representative

Ms. Kinga SimonDeputy Permanent Representative

HE. Mr. Rezlanlshar JenieAmbassador Extraordinary andPlenipotentiaryPermanent RepresentativeMs. Fiyola Hbosen, Counsellor(Human Rights and SocialDevelopment)

Non-Governmental Organizations16. QVICUS: World Alliance for Citizen

Participation(Dr. Kurri Naidoo, Secretary General)

17. International Commission of Jurists(Mr. Nidxlas Haaen, Secretary General)

Dr. Kumi NaidooSecretary- General

Mr. Nicholas HowenSecretary General

Mr. Param Cumaras-wamyICJ Commissioner

Observer: Ms. Margaret Vogt (UN Department of Political Affairs) Chair of the Programme Consultative Group (PCG)

United Nations Democracy Fund

Terms of Reference

Background, objectives, purpose and scope

1. Following the proposal for the establishment of a Democracy Fund, andconsultations conducted with Member States, the Secretary-General has established aUnited Nations Democracy Fund (UNDEF).

2. In the 2005 World Summit Outcome, the Heads of State and Governmentreaffirmed that democracy is a universal value based on the freely expressed will of thepeople to determine their own political, economic, social and cultural systems and theirfull participation in all aspects of their lives. They also reaffirmed that there is no singlemodel of democracy, that it does not belong to any country or region, and reaffirmed thenecessity of due respect for sovereignty and the right of self-determination. The SummitOutcome stresses that democracy, development and respect for all human rights andfundamental freedoms are interdependent and mutually reinforcing.

3. The Heads of State and Government renewed their commitment to supportdemocracy by strengthening countries' capacity to implement the principles and practicesof democracy, and resolved to strengthen the capacity of the United Nations to assistMember States upon their request. They also welcomed the establishment of aDemocracy Fund at the United Nations.

4. The Heads of State and Government invited the Secretary-General to help ensurethat practical arrangements for the Democracy Fund take proper account of existingUnited Nations activity in this field. The United Nations is already engaged in useful andeffective support of democracy in a variety of ways, through activities carried out by theDepartment of Political Affairs (DPA), the United Nations Development Programme(UNDP), the Office of the High Commissioner for Human Rights (OHCHR), as well asother entities in the United Nations system. The creation of the UNDEF wouldcomplement current efforts and contribute to a more focused approach.

5. The primary purpose of the UNDEF will be to promote democratizationthroughout the world. The UNDEF will provide assistance for projects that build andstrengthen democratic institutions, promote human rights, and initiatives that are intendedto ensure the full participation of all groups in the democratic process.

6. The UNDEF will provide assistance to government, non-government, national,regional, and international entities including relevant United Nations departments,offices, funds, programmes and agencies.

Structure and administration

7. The UNDEF will be established as a Trust Fund by the Secretary-General underhis authority, and will be administered in accordance with United Nations FinancialRegulations and Rules. Every project to be supported by the UNDEF will be subject tothe standard programme support cost reimbursement utilized by the United Nations Fundfor International Partnerships (UNFIP).

8. An Advisory Board will be established by the Secretary-General to provide policyguidance for the development of programme frameworks and funding guidelines, and toconsider proposals for funding. The Advisory Board will recommend funding proposalsfor approval by the Secretary-General.

9. The Advisory Board will comprise one representative from each of the six largestMember State contributors - as confirmed by firm commitments to the United Nations;one representative each from five other Member States selected by the Secretary-Generalto reflect diverse geographical representation; three members to be appointed by theSecretary-General; two representatives of non-governmental organisations which will beselected by the Secretary-General; as well as the Executive Director of UNFIP who willserve in an ex officio capacity. The Advisory Board will normally meet quarterly.

10. The initial members will be appointed exceptionally for a period of 15 monthsfrom the first meeting of the Advisory Board. At the quarterly meeting of the AdvisoryBoard, three months prior to the expiration of the exceptional initial period of 15 months,the membership will be reassessed on the basis of the cumulative level of contributions toUNDEF up to that point, as well as to facilitate rotation amongst the other categories ofmembers. On the expiry of the initial period of 15 months, the members of the AdvisoryBoard will be appointed for a period of one year.

11. The Advisory Board will select one of its members to be appointed as Chair bythe Secretary-General. The eleven Member States and two NGOs will be responsible fordesignating their representatives on the Advisory Board. Members would not receiveremuneration for their services.

12. The Advisory Board will be supported by an Office of the UNDEF that willconsist of an Executive Head and other staff appointed by the Secretary-General.The appointment of the Executive Head will be made in consultation with the AdvisoryBoard.

13. The Office of the UNDEF will be located within UNFIP. For administrativepurposes, the Executive Head of the Office will report to the Executive Director ofUNFIP, who reports to the Secretary-General through the Deputy Secretary-General. Forsubstantive support to the Advisory Board, the Executive Head will deal directly with theAdvisory Board.

14. The core functions of the Office of the UNDEF will be as follows:

(i) develop programme funding criteria, in consultation with the ProgrammeConsultative Group

(ii) solicit and receive proposals on the basis of guidelines approved by the Board(iii) review project proposals for submission to the Board(iv) conduct outreach activities(v) facilitate in-kind donations of technical assistance from States and NGOs(vi) arrange monitoring and evaluation, as well as audit exercises(vii) handle all aspects of the allocation, disbursement, accounting of funds(viii) submit reports to the ACABQ and Fifth Committee of the General Assembly,

as and when required

15. All staff costs, as well as all central support services, will be borne by theUNDEF. All financial management and administrative services will be provided byUNFIP on a reimbursable basis.

16. The Secretary-General will establish a Programme Consultative Group (PCG)which will provide advice to the Board on programme funding criteria and on projectproposals, through the Executive Head of the Office of the UNDEF.

17. The PCG may comprise up to a total of seven senior representatives from DP A,UNDP, OHCHR and other relevant UN system organizations who will be appointed bythe Secretary-General. One of the members will serve as Chair. The Executive Head ofthe UNDEF will be an ex qfficio member of the PCG and will be responsible forconvening the meetings of the PCG.

18. The Advisory Board may request the Chair of the PCG to attend its meetings asappropriate.

19. In order to keep all donors to the UNDEF apprised of developments, a meeting ofrepresentatives from donors that have contributed to the UNDEF will be convened atleast once a year by the Secretary-General or a designated Senior Official; this will alsoprovide an opportunity for consultations between the Advisory Board and all donors.

20. The arrangements set out above may be revised by the Secretary-General in thelight of experience and evolving needs after due consultations.

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SPEECHES AND MESSAGES OF THE DEPUTY SECRETARY-GENERAL

1998 - 2006

2 March 1998

5 March 1998

6 March 199820 March 1998

24 March 19981 April 1998

20 April 199823 April 1998

24 April 199830 April 1998

8 May 1998pi May 1998

13 May 199815 May 199820 May 1998

27 May 199828 May 199829 May 1998

4 June 19985 June 19988 June 1998

15 June, 199818 June, 199823 June 1998

25 June, 199826 June, 1998

Address at the International Franklin D. Roosevelt Award Ceremony for DisabledPersons, New YorkRemarks to a Panel Discussion on the occasion of International Women's Day, NewYorkStatement to the European Women's Lobby, New YorkAddress to the Resumed Session of the Second Committee of the UN GeneralAssembly, New YorkStatement to the Council of American Ambassadors, New YorkStatement at the Opening of the Exhibition on Landmines organized by the ImperialWar Museum, LondonAddress to the United Nations Association of America, New YorkStatement on the occasion of the UN's "Take your daughters to work Day", NewYorkTranscript of the Live Radio Interview with DPI International Radio, New YorkStatement at the ceremony to commemorate the 50th anniversary of the Organizationof American States, Santa Fe de Bogota, ColombiaRemarks at the Press Briefing for World Red Cross Day, New YorkStatement at the International Peace Academy (IP A) Seminar on Peacemaking andPeacekeeping - "The Price of Peace: The Crucial Role of Development inPeacemaking and Peacekeeping ", Tarrytown, New YorkAddress to the Council on Foreign Relations, New YorkTalking Points for a Video-conference with the UN Staff College in TurinRemarks at a ceremony marking the official opening of the Headquarters of theOrganization for the Prohibition of Chemical Weapons (OPCW), The HagueAddress to the Foreign Policy Association, New YorkRemarks at the High-level Meeting on Informatics, New YorkTalking Points for Remarks to the Women's International Forum on the Role of theDeputy Secretary-General, New YorkRemarks at ceremony marking 150th anniversary of the Swiss Federation, BernRemarks at ceremony marking the opening of the Palais Wilson, GenevaStatement at the 24th Conference of Heads of State and Government of theOrganization of African Unity, OuagadougouStatement to the Women's National Republican Club, New YorkKeynote Address at the Annual Meeting of ACUNS, Nova ScotiaAddress at the opening of the fifth consultative meeting of the Consultative Group toAssist the Poorest (CGAP), UNHQStatement at the Meeting of the Council on Microcredit, New YorkTalking Points - Dialogue on Microcredit organized by the Friends of Microcredit atthe United Nations, New York

K> June 1998

8 July 1998

9 July 199814 September 1998

16 September 199817 September 1998

18 September 199824 September 1998

29 September 1998

30 September 1998

1 October 1998

Ik October 1998

6 October 1998

7 October 1998

14 October 199820 October 199823 October 199823 October 1998

26 October 1998

27 October 1998

29 October, 1998

29 October 1998

5 November 199810 November 1998

Statement at the Security Council Tribute to Angola Envoy, Maitre Alioune BlondinBeye, and team members killed in plane crash, UNHQAddress at a Forum on the Special Representative of the Secretary-General:"Shaping the UN's Role in Peace Implementation " , New York (off-the-cuff)Remarks at presentation of the 1998 United Nations Population Award, UNHQRemarks at the opening of an exhibition celebrating the 50th anniversary of theWorld Health Organization, UNHQConcluding Remarks at the 51st Annual DPI-NGO Conference, New YorkStatement at the High-Level Meeting of the UN General Assembly on the "Renewalof the Dialogue on Strengthening International Economic Cooperation forDevelopment through Partnership ", New YorkRemarks at Memorial Ceremony on UN Staff Day, UNHQStatement at the Unveiling of the Statuary of St. Cyril and St. Methodius donated bythe Government and people of the Slovak Republic, UNHQ (delivered by Mr. deSoto)Address to the Security Council on "Protection of Humanitarian Assistance toRefugees and others in Conflict Situations ", UNHQKeynote Address at the seventh annual World Economic Development Congress,Washington, D.C.Remarks at press conference on International Campaign to Ban Landmines to mark40th ratification of the Ottawa Convention, UNHQAddress to the twentieth annual United Nations Forum of Parliamentarians forGlobal Action, UNHQAddress at reception given by the Congressional Human Rights Caucus, Washington,D.C.Address at the opening of the General Assembly commemorative meeting markingthe 20th anniversary of the Buenos Aires Plan of Action, UNHQAddress to the International Association of Refugee Law Judges, OttawaAddress on the occasion of World Food Day, UNHQRemarks at United Nations Day concert, UNHQAddress to the annual dinner of the United Nations Correspondents Association(UNCA), New YorkAddress to parliamentarians attending the 53rd session of the UN General Assembly,UNHQAnnual John Holmes Memorial Lecture at the Canadian Institute of InternationalAffairs (CIIA), Glendon College, York University, TorontoTalking Points - Opening Remarks at the Town Hall Meeting with Staff on HumanResources Management ReformRemarks on receiving the Letter of Peace, from the Universitas Albertiana inBarcelona, UNHQAddress to the World Business Council for Sustainable Development, UNHQStatement at the opening of the United Nations Technical Meeting on theDemographic Impact of HIV/AIDS, UNHQ (Delivered by the Director of thePopulation Division of DES A)

Bk November 199817 November 199820 November 1998

20 November 199823 November 1998

30 November 19981 December 1998

2 December 19983 December 1998

3 December 1998

4 December 1998

8 December 1998

8 December 199817 December 1998

Remarks at the UNEP Sasakawa Environment Prize award ceremony, New YorkAddress to the Women's Foreign Policy Group, Washington, D.C.Address to the UN General Assembly on the occasion of Africa IndustrializationDay, UNHQRemarks at the closing of the World Television Forum, UNHQRemarks to the International Council of the National Academy of Television Artsand Sciences at the International Emmy Awards Gala, New YorkAddress on the International Day of Solidarity with the Palestinian People, UNHQRemarks at panel discussion in observance of World AIDS Day, "Youth: A Forcefor Change", UNHQAddress to the Cosmopolitan Club, New YorkStatement to the Informal Consultations of the UN General Assembly on theMillennium Assembly, New YorkAddress on the occasion of the 50th anniversary of the Conference on Non-Governmental Organizations (CONGO), UNHQStatement at the Unveiling of the Statute, "Amaneciendo Verticalmente ", donated bythe Government of Uruguay, UNHQAddress to the Overseas Development Institute (ODI): "What do we mean by GlobalGovernance? ", LondonAddress to an All-Party Parliamentary Group on Overseas Development, LondonRemarks at the UN21 Awards Ceremony, UNHQ

1999

Date

25 January 1999

8 February 1999

8 February 1999

23 February 1999

26 February 1999

8 March 1999

17 March 1999

U6 March 1999

' " ' ' • : - - " - ' • • : ' . . • : .... : . ; • . . ; ..;.; : Occasion/event ; . ' • • • " . ' • / r ' ' ' . " . - ' : . • ' . , - . ; - ' • • • • ' ' : ' • . ' • ' • •

Address at a Conference of the Treasury Board of Canada - "Building a World-ClassWorkforce ", OttawaRemarks to the Panel of Executive Heads at the UNFPA International Forum, TheHagueInaugural Address to the UNFPA International Forum , The Hague

Keynote Address at the American University - Forum on United Nations SustainableDevelopment Programmes, Washington, D.C.Address at the World Food Programme (WFP) Global Meeting, Tunis

Remarks at Luncheon of the Women's International Leadership (WIL) Programme onthe occasion of International Women's Day, New YorkStatement at a Luncheon Debate - Centre d'Etudes Diplomatiques et Strategiques,New YorkTalking Points for meeting with US Editorial Writers - National Conference ofEditorial Writers, UNHQ

^ Date

R March 1999

6 April 1999

21 April 1999

22 April 1999

22 April 1999

27 April 1999

28 April 1999

29 April 1999

29 April 1999

3 May 1999

17 May 1999

^0 May 1999

31 May 1999

7 June 1999

7 June 1999

9 June 1999

18 June 1999

22 June 1999

29 June 1999

30 June 1999

8 July 1999

15 July 1999

19 July 1999

20 July 1999

« August, 1999

Occasion/event

Address to the Annual Meeting of the American Society of International Law,Washington, D.C.Remarks at a meeting of the Forum of Small States, New York

Address at the Opening of the high-level segment of the Seventh Session of theCommission on Sustainable Development, UNHQRemarks on the occasion of Earth Day, UNHQ

Address to the 1999 Leadership for Environment and Development (LEAD)Programme, UNHQRemarks to UNDP/CISCO Systems Initiative on the Eradication of Poverty, UNHQ

Address to the G77 Open-ended Preparatory Committee on the South Summit, UNHQ

Opening Address at the joint meeting of ECOSOC with the Bretton WoodsInstitutions, UNHQToast at a Luncheon following the meeting of ECOSOC and the Bretton WoodsInstitutions, New YorkStatement at the First meeting of States Parties to the Ottawa Convention on theProhibition of Anti-Personnel Landmines, MaputoStatement at the First Session of the Preparatory Committee for the Special Session ofthe UN General Assembly on the Implementation of the Outcome of the WorldSummit for Social Development and Further Initiatives, UNHQAddress at a Luncheon hosted by the Association of Former International CivilServants (AFICS-NY), New YorkAddress to the World Conference on Governance, Manila

Statement on the 20th Anniversary of the Convention on the Elimination of All Formsof Discrimination against Women, New YorkAddress to the World Bank Institute High-Level Workshop on Development,Washington, D.C.Remarks at the ceremony for the 1999 United Nations Population Award, UNHQ(Delivered by Mrs. Gillian Martin Sorensen, ASG for External Relations)Address to the Montreal Council on International Relations (CORIM), Montreal

Closing Remarks to the ECOSOC Open-ended Working Group on Informatics,UNHQRemarks to the Advisory Board on Disarmament Matters, UNHQ

Video-Conference Address to Launch Argentinian Model UN in Buenos Aires,UNHQAddress to the Security Council debate on disarmament, demobilization andreintegration, UNHQAddress to the Summer Institute on the Global South, UNHQ

Address to the Coordination Segment of ECOSOC, New York

Remarks at the Opening of an Exhibition on children and small arms, UNHQ

Remarks upon receiving the Assisi Peace Centre's Message of Peace, New York

^ Date

^September 1999

15 September, 1999

September 1999

4 October 1999

6 October 1999

9 October 1999

10 October 1999

14 October 1999

19 October 1999

20 October 1999

25 October 1999

28 October 1999

|K October 1999

1 November 1999

11 November 1999

15 November 1999

17 November 1999

17 November 1999

24 November 1999

1 Decemberl999

3 December 1999

• • . . : • • : • . , . . ; " • . ' • . ' • • • • ' • : • ' • :;-: . • ' . . . - . • ' ! ' . Occasion/event • • : : ; . . . . . " . ' '"'•" - " : - ' " ' • ' • • . ' - - 1 . ; . • , - . • • • • . .

Remarks at the Dag Hammarskjold Luncheon, UNHQ

"The United Nations in the Era of Globalization " - Article for the McGill Model UN1 0th Anniversary Publication"The World in Canada; Canada in the World", a message to young Canadians -Article for Time Magazine (Canada)Address at the General Assembly Plenary Meeting to consider the follow-up to theInternational Year of Older Persons, UNHQAddress to the Conference on Facilitating the Entry into Force of the ComprehensiveNuclear Test Ban Treaty (CTBT), ViennaAddress to a high-level panel discussion on human security on the occasion of the 20th

anniversary of the Vienna International Centre, ViennaAddress to the Seoul International Conference on NGOs, Seoul

Address to the UN General Assembly on Staff Security, UNHQ

Message on the occasion of World Food Day, UNHQ (Delivered by Mr. Nitin Desai)

Remarks at the Funeral of President Julius Nyerere, Tanzania

Opening Remarks at the Inaugural Session of the African Development Forum, AddisAbabaRemarks at the joint meeting of the Economic and Social Council and the ExecutiveDirectors of the International Monetary Fund (IMF), New YorkRemarks at the Luncheon hosted by the President of the Association of Inspectors-General in honour of Mr. Karl Paschke, New YorkAddress to the 27th International Conference of the Red Cross and the Red Crescent,GenevaAddress to the UN General Assembly as it commemorated 10th Anniversary of theConvention on the Rights of the Child, New YorkRemarks at a Dinner opening the Meeting of Women Ministers of Justice, convenedby the Council of Women World Leaders, New YorkRemarks at the Memorial Service for the victims of the WFP Air Crash over Kosovo,New YorkRemarks at the UNEP Sasakawa Environment Prize Award Ceremony, New York

Address upon receiving an honorary degree at the University of Toronto, Toronto

Remarks at a Symposium in observance of World AIDS Day, UNHQ

Introductory Remarks at a Workshop on Social Policy Principles and the SocialDevelopment Agenda - Carnegie Council on Ethics and International Affairs

2000

\ : • ' I Date • ' .

19 January 2000

31 January 2000

3 1 January 2000

9 February 2000

2 March 2000

3 March 2000

13 March 2000

14 March 2000

14 March 2000

fj March 2000

1 April 2000

10 April 2000

13 April 2000

1 8 April 2000

25 April 2000

26 April 2000

3 May 2000

5 May 2000

8 May 2000

15 May 2000

25 May 2000

: • - • , ' . : ' • " ' . ' • • • : - - • . -•:• - • , • • : • • • • ' — I ' 1 . ™ ; l • " • ' f!":". ;.', rriTrrM"" , • ' . , • • . • : : : • • . ; • . - • . : " . • • . > . ; . • : • • • ; . - • • • . . ! , • : < • • •

' • . : . " . • • . ; • : • ; . • / . ' . • ; " : • ; ; . ; ;;v;:-:-:;:-:Occas.ioii/eyent. ;-..:-^: ; , . . • / : • ' . - _ • • ' . ; . • • • ' : • : • , : . - : " : ' : r - ;-:y:v

Keynote Address to the United Nations University (UNU) Conference - "On theThreshold: The United Nations and Global Governance in the New Millennium;Confronting the Millennium: The Future United Nations ", TokyoStatement to the Security Council on Africa, UNHQ

Address to the Intergovernmental Forum on Forests (IFF), UNHQ

Statement to the Security Council meeting on the protection of UN and associatedpersonnel in conflict zones, UNHQSpeaking Notes for Statement to the 24th Annual UNIS-UN Annual Conference - "AChanging World: Examining Global Interdependence and Inequalities ", New YorkRemarks at the Third Session of the Preparatory Committee for the UN GeneralAssembly Special Session: "Women 2000: Gender, Equality, Development andPeace for the 21st Century", UNHQOpening Address at the World Sports Forum, St. Moritz, Switzerland

Hendrik Brugman Memorial Lecture at the College of Europe - "Building a WorldCommunity ", Bruges, BelgiumRemarks on the signing of the Memorandum of Understanding between theGovernment of Flanders (Kingdom of Belgium) , the United Nations University(UNU) and the College of Europe, Bruges, BelgiumRemarks to the Donor's Conference on Sierra Leone, London

Address to the Third Annual UNA-USA Members Day at the United Nations, UNHQ

Address to the 1 0th UN Congress on the Prevention of Crime and the Treatment ofOffenders, ViennaTalking Points for Remarks to the International Peace Academy (IP A) Seminar -"From Reaction to Prevention: Opportunities for the UN System in the newMillennium ", New YorkAddress to the 2000 National Model United Nations, New York

Notes for Address to the Association of Permanent Representatives, New York

Remarks at the opening of the High-level Segment of the Eighth Session of theCommission on Sustainable Development (CSD), New YorkAddress to the International Press Institute World Congress, Boston

Address at Raoul Dandurand Colloquium, Montreal

Talking Points for the International Peace Academy (IP A) Peacemaking andPeacekeeping Seminar - "From Reaction to Prevention: Challenges for the UnitedNations in the new Millennium ", New YorkMessage to a Special Meeting on the Central African Republic, UNHQ(Delivered by Mr. Ibrahima Fall, ASG for Political Affairs)Address to the Plenary Interactive Session of the Millennium Forum, New York

^ Date

Rune 2000

10 June 2000

14 June 2000

15 June 2000

22 June 2000

26 June 2000

5 July 2000

5 July 2000

5 July 2000

5 July 2000

5 July 2000

^Q July 2000

IR July 2000

1 1 August 2000

24 August 2000

29 August 2000

25 September 2000

12 October 2000

16 October 2000

17 October 2000

17 October 2000

17 October 2000

18 October 2000

24 October 2000

• ' ; ' : - ' - ; i : ; ' \ ' ' ' " - " " • " ' ' • 0 ' Occasion/event,; . ' • ; • > ; ' • . - , . V ^ . - ^ ' ( • • ' " ' • , " . . . : • . ' . . ' . •

Address to the Canadian Institute of International Affairs and United NationsAssociation of Canada - "United Nations Peacekeeping: A Changing Landscape",OttawaSpeech at Laval University, Quebec

Address to the Ministerial Session of the Rio Group (was not delivered)

Address to the Third Summit on the Safety, Security and Independence of UnitedNations and associated personnel, UNHQRemarks at the Ralph Bunche film screening, UNHQ

Statement to the OECD Forum 2000 Panel on "Partners hip for the 21st Century",ParisAddress at the High-level Segment of ECOSOC on Information and CommunicationTechnologies and Development, UNHQRemarks at the Luncheon hosted by the President of ECOSOC on the occasion of theHigh-level Segment, UNHQRemarks on the signature by President Bill Clinton of the USA of the OptionalProtocols to the Convention on the Rights of the Child, UNHQRemarks at the 2000 UN Population Awards Ceremony, UNHQ

Opening Remarks at the Inauguration Ceremony of the ECOSOC IT Exhibition, NewYorkRemarks at the UN21 Awards Ceremony, New York

Opening Remarks at the Security Council Open Debate on children and armedconflict, UNHQAddress to the International Model UN Conference, UNHQ

Transcript of press conference on Millennium Events at the UN, UNHQ

Remarks to the Conference of Women Presiding over National Parliaments, UNHQ

Remarks at Memorial Ceremony on Staff Day, New York

Remarks at the presentation of the Elie Wiesel Ethics Award to the United NationsAssistance Mission in East Timor (UNAMET), New YorkRemarks at the premiere of the United Nations documentary, "Armed to the Teeth ",UNHQRemarks to participants in the World March 2001 of Women to mark the InternationalDay for the Eradication of Poverty, New YorkRemarks at the Inter- Agency Meeting on the Humanitarian Programme in Iraq, NewYorkOpening Remarks to the Workshop on "Communication as a Reform Tool for theUnited Nations System " - Staff College in TurinRemarks to mark World Food Day, UNHQ

Address to the Fourth Forum on Global Issues - "Strengthen the UN: New Impulsesaster the Millennium Summit", Berlin

L Date

m) October 2000

1 November 2000

2 November 2000

3 November 2000

7 November 2000

13 November 2000

15 November 2000

27 November 2000

27 November 2000

4 December 2000

Occasion/event

Remarks to the First Meeting of the United Nations Economic and Social Council(ECOSOC) with the Heads of the three Rome-based food agencies - FAO, IF AD andWFP, UNHQAddress to the Fifth Committee of the General Assembly on the Reform of HumanResources Management, UNHQRemarks at Jane's Weekly conference on "Policing the Peace", New York (off-the-cuff)Address at the Maple Leaf 2000 Gala Ball, New York

Remarks to the Tripartite Meeting of OIOS, the Joint Inspection Unit and the Board ofAuditors, UNHQKeynote Address at the Swedish Forum for Human Rights, Stockholm

Address to the Swedish Institute for International Affairs (Utrikespolitiska Institutet),StockholmRemarks to the Diplomatic Academy, Vienna

Address to the Eighth Ministerial Council of the Organization for Security andCo-operation in Europe (OSCE) - "Civilian Crisis Management: Rapid Reaction toEmerging Crises ", ViennaKeynote Speaker at the Washington Chapter of the Society for InternationalDevelopment, Washington, D.C.

2001

Date of event

16 January 2001

8 February 2001

26 February 2001

8 March 2001

8 March 2001

15 March 2001

19 March 2001

* " > ,- - ~*^/i-' "' f ;•-'••'" -"• "^Occasion ( "": -''•"•t'-'\-'J: "'••-'-" " .» ' ' *~~Statement at the Open Debate of the Security Council on: Strengthening Cooperationwith Troop-Contributing Countries, UNHQAddress at the First Annual Arthur Kroeger College of Public Affairs LeadershipForum and Awards Dinner - Carleton University, OttawaAddress to the open-ended informal consultation of the President of the GeneralAssembly on the preparations for the special session of the UN General Assembly onHIV/AIDS, UNHQRemarks at GERWUN//WEDO Event For International Women's Day "50/50 In TheUnited Nations", New YorkRemarks for International Women's Day at UNIFEM dinner, New York

Opening Remarks to the Seminar on "The Aland Islands as an Example for PeacefulGovernance"; "Autonomy: An Alternative to Secession ", New YorkAddress to Paasikivi Society- "The Role of the United Nations in Peacebuilding,Prevention and Crisis Management", Helsinki

NDate of event

larch 2001

3 April 2001

25 April 2001

26 April 2001

1 1 May 2001

11 June 2001

21 June 2001

21 June 2001

9 July 2001

12 July 2001

Pleptember 2001

ieptember2001

20 September 2001

4 October 2001

11 October 2001

11 October 2001

26 October 2001

30 October 2001

6 November 2001

17 November 2001

19 November 2001

30 November 2001

~. .Occasion , ," '" " ' "

Helvi Sipila Lecture on the 90 anniversary of the Finnish Central Association ofWomen's Organizations and the 20th anniversary of Finnish UNIFEM - "The UNToday and Tomorrow: Women on the UN Agenda ", Helsinki University, HelsinkiAddress at the Switzerland Parliamentary Hearings on the United Nations and itsFuture, BernAddress to the annual luncheon meeting of the Pilgrims of the United States (onHIV/AIDS), New YorkRemarks at the Opening Ceremony of the OCHA/DPI Exhibition - "Black wind, whiteland: Living with Chernobyl", commemorating Chernobyl, UNHQLuncheon Address at the Ministerial Meeting of the Human Security Network, Petra

Address to the 3rd Substantive Session of the Preparatory Committee for the SpecialSession of the UN General Assembly on Children, UNHQStatement to the Open Debate of the Security Council on the Report of the Secretary-General on the Prevention of Armed Conflict, UNHQRemarks at special event organized by the United Nations Volunteers Programme,UNHQAddress at UN Conference on the illicit trade in small arms and light weapons in all itsaspects, UNHQAddress to the UN General Assembly on the Report of the Secretary-General on thePrevention of Armed Conflict, UNHQAddress upon receiving an honorary degree from University of Turin, Turin

Address at Carnegie Council's Worldview breakfast programme: "The UN and theGlobal Fight against HIV/AIDS: Myth and Reality", New YorkRemarks at High-level dialogue on strengthening international economic cooperationfor development through partnership, UNHQTalking Points for Opening Remarks to the 25th Session of the Staff-ManagementCoordination Commirtss (SMCC), New YorkRemarks at the Annual Dag Hammarskjold Luncheon, New York

Remarks at the Cocktail Reception for the Annual meeting of affiliated UNFCUs, NewYorkAddress upon receiving an honorary degree at Queens University, Kingston, Ontario

Remarks at the UN General Assembly Memorial Service for Ismat Kittani

Address to the Asian Society Luncheon, New York

Address at the Consultative Conference of CIS countries to combat HIV/AIDS,Tuberculosis and Malaria, MoscowAddress at the opening of the roundtable on cooperation between UN and the Russianbusiness community, MoscowRemarks at town hall-style meeting in observance of World Aids Day, UNHQ

2002

Date of event -

28 January 2002

29 January 2002

12 February

28 February 2002

25 March 2002

26 March 2002

3 April 2002

18 April 2002

29 April 2002

L^May 2002

6 May 2002

7 May 2002

13 May 2002

20 May 2002

5 June 2002

1 1 June 2002

10 July 2002

5 September 2002

9 September 2002

4 October 2002

10 October 2002

Jj 5 October 2002

05 October 2002

-,1 ~ ' •>. - -r - Y ; ', ^Occasion- %' ^ _ •"'-- ' *-\ '• ' * T ' ~ „?, , ""'

Address at the Launching Ceremony for the International Year of Ecotourism, NewYorkRemarks to the Security Council meeting on the situation in Africa, UNHQ

Opening Statement to the First Meeting of the 2002 Substantive Session of the SpecialCommittee on the situation with regard to the Implementation of the Declaration on theGranting of Independence to Colonial Countries and Peoples (Special Committee of24), UNHQAddress at Dickinson College, Pennsylvania on "After September 11th: Challengesand Opportunities for the UN" (DSG to be awarded the Benjamin Rush award forHumanistic Values in Corporate and Government Life)Talking Points for an Address to the IPA-FAFO Seminar on, "Economic Agendas inArmed Conflict: Defining and Developing the Role of the United Nations ", New YorkRemarks at the Security Council Meeting to present the report on Afghanistan, UNHQ

Address at Yale University entitled, "A New Consensus on Development? Moving onfrom Monterrey ", New HavenAddress to the Annual Meeting of the Canadian Bar Association, Montreal

Video Message for the First World Urban Forum (HABITAT) in Nairobi

Remarks to the Better World Campaign Breakfast on the Global HIV/AIDS crisis,hosted by Mayor Wellington Webb & First Lady Wilma Webb, DenverAddress at the 34th World Congress of the International Chamber of Commerce(Global Compact), DenverRemarks to the Pacific Council on International Policy (AIDS), San Francisco

Address to the First Session of the Permanent Forum on Indigenous Issues, New York

Remarks at the Security Council public meeting on the occasion of the Independenceof East Timor, UNHQAddress at the Fourth Session of the Preparatory Committee for the World Summit onSustainable Development (WSSD), BaliRemarks at the Annual Summit on Staff Security, UNHQ

Remarks at the Opening of the Coordination Segment of the 2002 Session of theEconomic and Social Council (ECOSOC), New YorkTalking Points at a Luncheon in honour of the President of the 56th Session of the UNGeneral Assembly, H.E. Mr. Han Seung-soo, New YorkAddress to the 55th Annual DPI/NGO Conference, UNHQ

Remarks to the ECOSOC Meeting commemorating the 10th anniversary of the signingof the General Peace Agreement ending the conflict in Mozambique, UNHQRemarks at the opening of photo exhibit organized by the US Committee for UNFPA -"Family of Woman ", UNHQRemarks to the Security Council meeting on Iraq, UNHQ

Remarks at opening of FAO exhibit to mark World Food Day, UNHQ

tDate of event

)ctober 2002

24 October 2002

25 October 2002

25 October 2002

4 November 2002

6 November 2002

7 November 2002

8 November 2002

14 November 2002

15 November 2002

19 November 2002

26 November 2002

26 November 2002fcH November 2002

2 December 2002

12 December 2002

12 December 2002

- • 1 • " ""• -V I*"1 "--'-Occasion ~; - " - . - , " ' - . . " ' ,

Remarks at the 9th Francophonie Summit, Beirut

Remarks at public ceremony marking UN Day in Ralph Bunche Park, New York

Remarks at Staff Day flag raising ceremony, UNHQ

Address on Staff Day (Reform Report), UNHQ

Remarks at the Open-ended Informal Consultations of the Plenary of the UN GeneralAssembly on the Strengthening of the UN, New YorkRemarks to the Fifth (Administrative and Budgetary) Committee introducing the ICSCreport, UNHQTalking Points on the UN System Staff College for the 2002 Fall Session of the UNSystem Chief Executives Board (CEB) for Coordination, New YorkTalking Points for the CEB Session on the UN System's Support of NEPAD

Remarks at the Open-ended Informal Consultations of the Plenary of the UN GeneralAssembly on the Strengthening of the United Nations, New YorkRemarks at the closing session of the series on Policy Awareness and Training inInformation Technology, UNHQStatement at the Global Launch of the UN Consolidated Inter-Agency Appeals - 2003,BernRemarks at opening of World AIDS Day event, UNHQ

Remarks at a Luncheon on the occasion of the UN General Assembly debate on theoutcome of the International Year of Volunteers 2001, UNHQRemarks to introduce the Rory Kennedy film and exhibition entitled, "Pandemic:Imaging AIDS ", New YorkAddress at the 2002 Helsinki Conference on "Democracy and Globalisation: GlobalValues and Aims of Global Governance ", HelsinkiRemarks at ceremony on the launching of the International Year of Freshwater - 2003,UNHQAddress at the Opening of the Annual Harvard Model UN Conference, Boston

2003

Date of event

16 January 2003

23 January 2003

13 February 2003

13 February 2003

||March 2003

-" " : ~ f 'Occasion', - / "^ * ' "" "-'"-t ""• * _ *

Talking Points for the Third Global Compact Advisory Council Meeting, New York

Address at the Opening Ceremony of the 13th Annual McGill Model United NationsGeneral Assembly (Lester B. Pearson Lecture Series), MontrealRemarks to mark the Launch of the UN Literacy Decade, UNHQ

Remarks on Iraq - Informal Briefing to Members of the Security Council, NewYorkRemarks at International Women's Day event, "Gender Equality and the MDGs ",New York

^ Date of event

m March 2003

28 March 2003

28 March 2003

3 April 2003

14 April 2003

14 April 2003

15 April 2003

16 April 2003

29 April 2003

2 May 2003

8 May 2003

ftp May 2003

16 May 2003

22 May 2003

30 May 2003

23 June 2003

3 July

14 July 2003

28 August 2003

29 August 2003

4 September 2003

8 September 2003

25 September 2003

| 26 September 2003

, ' " ' ' ' " -" » "> ~r Occasion * " 3'*!J - " ' * - ' "" - ", _I 1 . . , , , . ' _ - - « - — ' -

Remarks at reception hosted by the Mayor of New York City to celebrate "TheUnited Nations in New York", New YorkRemarks at a press conference to launch the Flash Appeal for HumanitarianAssistance to the Iraqi People, UNHQRemarks at the National Aboriginal Achievement Awards, Ottawa

Briefing to the UN Security Council on the situation in Iraq, New York

Talking Points at a Dinner hosted by Mr. Ted Turner (re energy platform), NewYorkAddress at UNDP African Capital Markets Forum, Wall Street

Remarks at the launch of a TV series entitled, "What's going on?", New York

Talking Points for the Informal Consultations of the Security Council on theHumanitarian Situation in Iraq and the implementation of resolution 1472, NewYorkOpening Remarks at the Symposium on "The UN Security Council and CivilSociety: The Evolving Agenda and Partnership ", organized jointly by the MexicanMission and the International Peace Academy (IP A), New YorkRemarks at World Press Freedom Day event, "Media 's Role in Armed Conflict",UNHQTalking Points for the Informal Consultations of the Security Council - Update onthe Humanitarian Situation in Iraq, New YorkAddress at brainstorming "retreat" in preparation for UNCTAD XI (on relationshipamong the process of strengthening the Org., follow-up to UN summits and majorconferences and UNCTAD XI), Tarrytown (off-the-cuff)Address at a meeting of the African-Caribbean-Pacific countries - European Union(ACP- EU) Council of Ministers, BrusselsBriefing to the Open Meeting of the Security Council on the response to thehumanitarian situation in Iraq, UNHQRemarks at flag-raising ceremony on Staff Day, UNHQ

Remarks at meeting to launch the Revised Humanitarian Appeal for Iraq, UNHQ

Remarks upon the adoption of the General Assembly resolution on the prevention ofarmed conflict, UNHQAddress to the 57th Session of the International Civil Service Commission (ICSC),UNHQRemarks at Memorial Ceremony for Sergio Vieira de Mello, Geneva

Remarks at memorial ceremony for victims of attack on UN office in Iraq, Geneva

Message for the launch of "Les Debrouillards" calendar (school calendar producedby Quebec educational magazine)Address to the 56th Annual DPI/NGO conference (human security), UNHQ

Remarks upon receiving gift from Poland, UNHQ

Remarks to the meeting of the Geneva Group, New York

"•'"•';;i"'"I?ate of event" """^. .: 4,V-

^October 2003

19 October 2003

27 October 2003

29 October 2003

3 November 2003

f " . ' ' ~ .1, ' ' ' ""Occasibtf ' , \ — ~ 1 ~° ~ ' ,

Remarks at roundtable discussion organized by the International Crisis Group on"Key issues in Conflict Resolution ", New YorkAddress to the UN General Assembly of the World Tourism Organization, Beijing

Remarks to the UN General Assembly plenary debate on UN reformimplementation, UNHQAddress to the Annual Meeting of the Peace and Security Funders Group, UNHQ

Remarks at special meeting of the UN General Assembly plenary on commoditiesand development, UNHQ

2004

'; " V-'wvt>ate of event"

19 January 2004

27 January 2004

5 February 2004

*•^February 2004

19 February 2004

29 March 2004

7 April 2004

7 April 2004

12 April 2004

14 April 2004

26 April 2004

27 April 2004

4 May 2004

^0 May 2004

. f Occasion - " ',"• "' lj ," _* -' , '- ' ~, -*

Address to a conference hosted by the Canadian Club in Montreal - "Les NouveauxObstacles a la Paix: Avons-nous les Moyes de les Surmonter? ", MontrealKeynote Address at the opening of the 6th Asian Security Conference onInternational Security, Multilateralism and the United Nations, New DelhiPanel Discussion at the Woodrow Wilson International Centre for Scholars - "TheFuture of the United Nations ", WashingtonOpening Remarks at the High-level meeting on security sector reform in the DRC,New YorkKeynote Address at the First Annual Fletcher Conference on Innovative Approaches- "Rethinking Interdisciplinary Action in Conflict", Fletcher School of Law andDiplomacy, Medford, MassachusettsAddress to the European Parliament Committee on Foreign Affairs, Human Rights,Common Security and Defence Policy, StrasbourgRemarks to the UN General Assembly meeting to mark the International Day ofReflection of the Genocide in Rwanda, with the participation of the President of theSecurity Council, UNHQRemarks at a panel discussion, "A Decade After Rwanda: The UN and theResponsibility to Protect", organized by SPU, UNHQRemarks to the Third General Meeting between representatives of the CaribbeanCommunity (CARICOM) and the United Nations system, New YorkRemarks to the UN General Assembly meeting on road safety, UNHQ

Toast at Luncheon on the occasion of the meeting of ECOSOC with BWI and WTO,New YorkRemarks on accepting the EastWest Institute 2004 Peacebuilding Award on behalfof Sergio Vieira de Mello, New YorkRemarks at the launch of the Global Compact in Italy, Rome

Remarks at Europe Day reception at Dahesh Museum, New York

"•—^ Date of event ' " -ft. 'P) May 2004

7 June 2004

7 June 2004

17 June 2004

21 June 2004

23 June 2004

24 June 2004

28 June 2004

6 July 2004

12 July 2004

14 July 2004

14 July 2004

15 September 2004

ft21 September 2005

27 September 2004

4 October 2004

12 October 2004

13 October 2004

14 October 2004

1 8 October 2004

19 October 2004

27 October 2004

1 November 2004

' ' " f Occasion " ^ - . - _ ' _ - "

Address to the European Foundation Centre's Annual General Assembly, Athens

Address at the 8th UN Senior Management Seminar on: Security for the UnitedNations and associated personnel, and humanitarian workers, New YorkAddress at a High-Level Global Consultation on "Linking HIV/AIDS with Sexualand Reproductive Health in the New Millennium ", New YorkRemarks upon receiving honorary degree from the University of Waterloo, Ontario

Remarks for the Briefing by former President Cardoso on the Report of the Panel ofEminent Persons on UN-Civil Society Relations, New YorkRemarks at a Dinner for government officials attending the Global Compact LeadersSummit, New YorkLunch Announcement at the Global Compact Leaders Summit

Address to the 2004 High-Level Segment of ECOSOC, New York

Remarks at the United Nations Population Award annual event, New York

Remarks to the 59th Session of the International Civil Service Commission (ICSC),New YorkAddress to the 2004 Goldman Sachs Global Leadership Institute luncheon -"Leading without borders: UN leadership in these difficult times ", New YorkStatement at the Fifth Coordination Meeting of Conference Managers, New York

Opening Remarks at a conference on Gender Justice in Post-conflict Situations -"Peace Needs Women, and Women Need Justice ", United Nations DevelopmentFund for Women/International Legal Assistance Consortium, New YorkTalking Points for the Resident Coordinators/Resident Representatives Induction -"UN Reform and Vision ", New YorkRemarks at the Inauguration of the refurbished Vienna Cafe, UNHQ

Remarks at the introduction to the UN General Assembly of the Secretary-General'sreport on implementation of the Cardoso Panel recommendations, UNHQRemarks at a dinner of the US Council for International Business, New York

Remarks at the commemoration of the 25th anniversary of the Adoption of theConvention on the Elimination of all Forms of Discrimination against Women(CEDAW), UNHQRemarks to the UN General Assembly commemorative mtg. on ICPD + 10, UNHQ

Remarks on the occasion of World Food Day and the 59th anniversary of FAO,UNHQ (via video-conference to Mexico)Remarks at opening ceremony of the Annual IPU Parliamentary Hearings - "FromDisarmament to Lasting Peace: Defining the Parliamentary Role ", New YorkTalking Points for the Second Anniversary Panel Discussion of the Office of theOmbudsman - "The Role of the Ombudsman as Facilitator of Informal ConflictResolution and as Agent for Change ", New YorkAddress at the Inauguration of the School of Political Studies at the University ofOttawa, Ottawa

"Date of event :*feP& November 2004

16 November 2004

29 November 2004

10 December 2004

17 December 2004

17 December 2004

," "~ ~- " * 'Occasion - * , •„ _

Address to the Danish Council for International Development Cooperation -"MDGs and expected outcomes of the 2005 review of the Millennium Declaration ",CopenhagenOpening Remarks for the Seventh Tripartite Oversight Coordination Meeting, NewYorkOpening Remarks at the UNICEF Senior Staff Meeting - "Making UN ReformWork for Children ", New York (off-the-cuff)Remarks to the UN General Assembly on Human Rights Day, New York

Talking Points - Open Forum organized jointly by the Center for Strategic andInternational Studies (CSIS) and the United Nations Foundation - "An Agenda forUN Reform in 2005: Iraq, Darfur and Beyond", WashingtonTalking Points at the UNF/BWF Board Meeting and Dinner - "UN's Role in IraqiElections ", Washington

2005

Date of event"

•^ January 2005

24 January 2005

31 January 2005

2 February 2005

10 February 2005

17 February 2005

23 February 2005

8 March 2005

15 March 2005

3 April 2005

Occasion /- ^ ^ ' . -s- , " • '

Remarks at a UN press conference (Noon Briefing) to introduce the new USG forSecurity, Mr. David Veness, UNHQRemarks at the meeting with Representatives of Civil Society on the 2005Summit, New YorkAddress to the Canadian Club of Toronto, Toronto

Address at a Luncheon Event of the Women's Foreign Policy Group - "NewChallenges for the United Nations", Washington, D.C.Statement at the Opening of the High-Level Plenary Meeting of the Commissionfor Social Development, New YorkRemarks at the opening of the 2005 Session of the Committee on Decolonization,UNHQRemarks to the Foreign Affairs Committee of the European Parliament,StrasbourgAddress on the occasion of the 80th anniversary of the Friedrich Ebert StiftungFoundation, BerlinAddress at the First Meeting of the Replenishment Process of the Global Fund toFight AIDS, Tuberculosis and Malaria, StockholmPublic Lecture at the Opening Session of the Conference on UN Reform hostedby the Centre for International Governance Innovation (CIGI) at the University ofWaterloo - "The UN: Adapting to the 21st Century", Waterloo, Canada

Date of event ' *'

R April 2005

20 April 2005

7 May 2005

9 May 2005

16 May 2005

17 May 2005

19 May 2005

24 May 2005

26 May 2005

27 May 2005

^June 2005

T5 June 2005

23 June 2005

7 July 2005

11 July 2005

9 September 2005

13 September 2005

13 September 2005

13 September 2005

16 September 2005

30 September 2005

" Occasion " , - , " * ' " "

Keynote Address at the Opening Session of the Conference on, "ConflictPrevention and Resolution: Challenges and Change for the United Nations ",StockholmRemarks to the High-level Segment of the Thirteenth Session of the Commissionon Sustainable Development (CSD), UNHQRemarks at a concert celebrating the 60th Anniversary of the end of World War IIand the Founding of the United Nations, UNHQRemarks at a Meeting of the UN General Assembly to mark the 60th anniversaryof the end of World War II, UNHQRemarks to the Opening of the Fourth Session of the United Nations PermanentForum on Indigenous Issues, UNHQBackground Briefing to the Press on UN Reform Measures, New York

Keynote Address at the Seventh Ministerial Meeting of the Human SecurityNetwork, OttawaRemarks at a Meeting of the International Working Group on Sport forDevelopment and Peace, UNHQRemarks to the Security Council public debate on peace-building, UNHQ

Address upon receiving a honorary doctorate from the University of Montreal,MontrealRemarks on the occasion of the UN21 Awards, UNHQ

Address at the Opening Session of the Second South-South Summit of the Groupof 77, DohaOpening Remarks at the UN General Assembly Hearings with Civil Society onthe 2005 Summit, UNHQRemarks at the United Nations Population Awards Ceremony 2005, UNHQ

Remarks to the 61st Session of the International Civil Service Commission(ICSC), New YorkRemarks at a Meeting of Women Speakers of Parliament, New York

Talking Points for a Breakfast Discussion - "Responding to the Challenges of theMillennium Declaration and the AIDS Epidemic: UNAIDS and UN Reform ",New YorkKeynote Address at the Opening of the Global Roundtable Forum on "Innovationand Investment: Scaling Science and Technology to Meet the MDGs ", New YorkRemarks at the Launch of the High-Level Commission on Legal Empowermentof the Poor, New YorkTalking Points for the Breakfast organized by France on Innovative Sources ofFinancing, New YorkRemarks to the Pledging Conference for the Special Court for Sierra Leone, NewYork

- ^ ""ttafc of everit^--*"

^Dctober 2005

6 October 2005

10 October 2005

13 October 2005

19 October 2005

24 October 2005

27 October 2005

1 November 2005

8 November 2005

9 November 2005fe^December 2005

7 December 2005

'•> ,. *- -'-"' -1 ' "i - r f- - "' Occasion^ - *• ~ f"-" • l • ^ ?

Talking Points for the 2005 Induction Briefing for First-time UN ResidentCoordinators - "UN Reform and Vision ", New YorkRemarks to the UN General Assembly Plenary Meeting to commemorate the 10th

Anniversary of the UN World Programme of Action for Youth to the Year 2000and Beyond, UNHQKeynote Address at the Opening Plenary Session of the Second InternationalPhilanthropy Conference on "Global Philanthropy and the MDGs ", MelbourneAddress to the Australian Institute for International Affairs - "Whither the UN,Post the UN Summit?", SydneyRemarks to the Occidental College Symposium, New York

Remarks on the occasion of the dedication ceremony commemorating theRestoration of the Chagall Peace Window - Meacenas World PatrimonyFoundation, UNHQRemarks to the Security Council Open Debate on Women, Peace and Security,UNHQRemarks at the University of Ottawa upon receiving the 2005 DistinguishedCanadian Leadership Award , OttawaRemarks at a meeting to mark the 100th ratification of the Rome Statute of theInternational Criminal Court, UNHQ2005 Keith Davey Lecture at the Ninth Annual Keith Davey Lecture Series: "TheUN at 60: Too Old to Reform? ", University of Toronto. TorontoOpening Address at the High-Level Segment of the Eleventh Conference ofParties to the United Nations Framework Convention on Climate Change and theFirst Conference of Parties to the Kyoto Protocol, MontrealRemarks on the Presentation of the Inter-Press Service International AchievementAward to 'Global Call to Action Against Poverty', New York

2006

Date of event'"-' 3"

26 January 2006

1 February 2006

23 February 2006

24 February 2006

ft

" § " -* ' " 3 8 " , • - " . Occasion _ '' , - ' ^ , ' ,*..- ' -,**"! - »f '--1 >"% * «iV-t

Address at the 2006 Raoul Dandurand Conference on UN Reform - University ofQuebec, MontrealAddress at an Event hosted by the Pace University School of Law - "Reform atthe United Nations ", White PlainsRemarks at the Opening of the 2006 Session of the Special Committee onDecolonization, UNHQAddress at the International Peace Academy's Security-Development NexusConference - "Taking Security and Development Seriously: An Agenda forPolicy Reform", New York

Date of event

V February 2006

27 February 2006

27 February 2006

14 March 2006

14 March 2006

~ ' '~l Occasion _ - \> - r > " ' , . _ '

Remarks at a Meeting of Women Speakers of Parliament, New York

Remarks at the Excellence in Corporate Philanthropy Luncheon, New York

Remarks at the 50th Session of the Commission on the Status of Women, NewYorkRemarks to the International Women's Forum Luncheon Event - "My EightYears as Deputy Secretary-General", New YorkRemarks at the Launch of the publication, "Ten Episodes in China 'sDiplomacy", by former Vice-Premier and Foreign Minister of China,Mr. Qian Qichen

Office of the Deputy Secretary-GeneralMarch 2006

THE OFFICE OF THE DEPUTY SECRETARY-GENERAL

MANUAL ONWORK FLOWS AND PRACTICES

11

June 2005

TABLE OF CONTENTS

I. Introduction 1

II. Handling of correspondence 1

III. Organizing the Deputy Secretary-General's meetings and her participation inintergovernmental and other events 2

1. Invitation to an intergovernmental, internal, or other event 22. Requests for meetings with the Deputy Secretary-General 33. Meetings convened by the Deputy Secretary-General 44. Format and contents of briefing material for the DSG 45. Social invitations 56. Invitations to the Secretary-General 5

IV. Organizing the Deputy Secretary-General's official travels 6

1. Logistics 62. Preparation of the pro gramme during the visit 83. Security aspects 84. Public information aspects 9

V. Procedures for the preparation of statements by the Deputy Secretary-General 9

VI. Media support 11

1. Media Updates 112. Disseminate information about the Deputy Secretary-General 113. Interaction with Media 11

VII. Clearance of reports 12

VIII. Office Management 13

1. Ensuring coverage of the office 132. Equipment and office supplies 153. Internal Meetings 154. Training 15

Ill

IX. Annexes 16

i. Resolution creating the post of Deputy Secretary-General 16ii. Protocol rules regarding the Deputy Secretary-General 17iii. Bulletin (ST/SGB) on the Executive Office of the Secretary-General 18iv. Current structure of the Office of the Deputy Secretary-General 19v. Guidelines on preparation of letters for the signature of the SG 20vi. Guidelines on preparation of briefing materials for the SG and the DSG 25vii. Sample letters to Permanent Representatives re travels of the DSG 29viii. Memorandum on the clearance of reports 31ix. Chart 1: Workflows relating to correspondence 32x. Chart 2: Workflows relating to DSG's invitations, meetings and events 33

I. INTRODUCTION

The post of Deputy Secretary-General was created at the end of 1997 as part of the first track ofreform of the Secretary-General.

The Deputy Secretary-General assists the Secretary-General in the full range of his responsibilities.She also represents the United Nations at conferences and official functions. (Resolution 52/12 B onthe role of the DSG is at Annex (i), page 16)

ODSG supports the Deputy Secretary-General in discharging the full range of her responsibilities. Italso assists the Secretary-General on issues falling within the purview of the Office of the DeputyS ecretary-General.

II. HANDLING OF CORRESPONDENCE

* All incoming mail is logged by the DSG's Assistant. This ensures that correspondence isregistered and facilitates subsequent tracking. E-mails requiring follow-up action (e.g.,invitations) are also logged.

* After logging, the incoming mail is forwarded to the principal ODSG focal point (FP) with acopy to the Director only - based on the list of responsibilities.

* Should there be lack of clarity on who is the FP, the DSG's Assistant checks with theDirector's Assistant who, in turn, consults the Director as necessary.

* The FP who receives the "action" copy will be responsible for taking prompt action,including consulting and copying other ODSG colleagues where the correspondence may have abearing on their areas of responsibility.

4 The FP takes the necessary action, including the preparation of responses, advice, etc. The FPshould seek guidance from the Director, where appropriate, to determine follow-up action.

* The Director decides whether the correspondence needs to be forwarded to the DSG (eitherimmediately or after follow-up action has been taken by FPs) or to the SG or his Chef de Cabinet.

* Mail that goes directly to the DSG through her Front Office normally consists of: code cables,faxes to and from the SG's delegation (when the SG travels), public information material, socialinvitations and strictly confidential mail for her eyes only. All other mail is channeled through theDirector for information and advice to the DSG.

* The Assistants, under the guidance of the Director's Assistant, ensure that draft letters for the SG'ssignature are in conformity with EOSG's guidelines for preparing letters from the SG (see Annex(vi), page 25);

* The Assistant on lunch duty follows-up on outstanding mail in the pending file (mail for whichfeedback/a draft response was requested from Departments).

{Chart 1 at Annex (ix), page 32, summarizes workflows relating to correspondence].

III. ORGANIZING THE DEPUTY SECRETARY-GENERAL'S MEETINGSAND HER PARTICIPATION IN INTERGOVERNMENTAL

AND OTHER EVENTS

1. Invitation to an intergovernmental, internal or other event

* These invitations are received by letter, e-mail or notes from the Scheduling Office of theSecretary-General (SOSG) and logged by the DSG's Assistant.

* The Special Assistant clarifies the DSG's role (statement, talking points or "off-the-cuffremarks, the programme, the participants, the topic) and consults with ODSG, Departments,SOSG and others.

4 The Director and Special Assistant make recommendations on the DSG's participation basedon the information received.

4 The Personal Assistant blocks the event in the DSG's Lotus Notes calendar (e.g., "hold for..").

* The invitation is accepted/declined. (The DSG's Assistant and the Special Assistant prepareletters for the Director's signature).

4 If the invitation is accepted:

• The Personal Assistant confirms the event in the DSG's calendar.• The Special Assistant obtains the event's scenario (including the DSG's time of

arrival/departure, other speakers, length/type/focus of remarks).

The Special Assistant requests a statement or remarks (via e-mail to the speechwriters) ortalking points (from ODSG or other Departments) with a deadline (see Section V -Procedures for Statements, page 9).

DSS advises whether security is needed (the DSG's programme is sent to DSS daily).

2. Requests for meetings with the DSG

4 These requests are received by the Personal Assistant by phone, mail or e-mail.

* The Personal Assistant and - if needed - the Special Assistant ascertain the topics of themeeting.

4 If necessary, the Personal Assistant checks the appropriateness of the meeting with theDirector.

* The Personal Assistant obtains the DSG's approval (by e-mail).

4 If the meeting is confirmed, the Director provides guidance on possible participants fromODSG or other parts of the UN, and on the briefing material needed (this may also bediscussed in the scheduling meetings1).

4 The Personal Assistant invites UN officials, asks for a notetaker, and for briefing notes/talkingpoints as needed, consulting with the Director.

4 The ODSG focal point and/or the Special Assistant review the briefing notes, and prepare themeeting folder well in advance of the meeting.

4 The Director clears the folder.

4 The Special Assistant - helped by the Personal Assistant - ensures that meeting folders aregiven to the DSG 24 hours in advance of the meeting.

4 The Special Assistant and the ODSG focal point review the notes of meetings.

4 The Director clears the note and the distribution list.

4 The Assistant designated as the FP for tracking the notes of the DSG's meetings circulates thenotes and ensures that records are duly updated.

4 ODSG and/or the relevant Department ensure follow-up action - the note is kept in the pendingfile until action is completed.

4 The Personal Assistant files the note in the office.

Scheduling meetings are held between the Director, his Assistant, the DSG's Special Assistant and Personal Assistant.

3. Meetings convened by the DSG

4 Invitations to these meetings are handled by the Personal Assistant or by other Assistants.Where senior level participation is imperative, the Director may send the first invitation to themeeting, to be followed-up by the Personal Assistant.

4 The Director identifies a focal point for the meeting in ODSG, if needed.

4 The Personal Assistant and other Assistants schedule the meeting; invite participants andrequest a note taker.

* The FP in ODSG and his/her Assistant are responsible for preparing in advance:

• an agenda for participants• an annotated agenda for the DSG• a meeting folder for the DSG with all relevant papers

(The Special Assistant should ensure that the meeting folders are received a day and a halfbefore the meeting. The folder is given to the Personal Assistant and passed to the SpecialAssistant for review and possible additions. It is then submitted to the Director for approval.)

4 The Personal Assistant or other designated ODSG staff member arranges for a video-conference (when necessary), confirms participants, and circulates the documents for themeeting.

* The FP in ODSG or another note-taker prepares the note of the meeting.

* The FP/Special Assistant reviews the note.

* The Director reviews and clears the note and the distribution list.

4 The FP for meeting notes circulates the note of the meeting and sends it to Central.

* The FP in ODSG and his/her Assistant initiate or monitor follow-up actions - they keep thenote in a pending file until action is completed.

4 The Personal Assistant files the note in the Office.

4. Format and contents of briefing material for the Deputy Secretary-General

4 Briefing materials for the Deputy Secretary-General's meetings and travels are requested bythe Personal Assistant for meetings, and by the Special Assistant or the Director for travels.

4 The background briefing note should be well structured (with subheadings), fairly brief andcontain the necessary background information and latest developments. It should also capturethe essential message(s) that the UN should convey to the interlocutor, through a fewtalking points. In those cases where the DSG has not followed the subject closely, moredetailed talking points on the message to be conveyed are required.

* The DSG generally prefers her talking points to be on paper and not on cards. However, whenthere is a large number of briefings - each containing talking points for different meetings - thetalking points for each meeting should be extracted on cards (e.g., for visits to the EuropeanUnion).

* For courtesy calls by new Permanent Representatives (PRs), the DSG needs only the PR'sbiography.

* For meetings with delegations of parliamentarians, no briefing material is usually needed.

[See Guidelines on preparation of briefing materials for the SG and DSG, at Annex (vi), page 25]

5. Social Invitations

* Social invitations are dealt with by the Deputy Secretary-General's Personal Assistant.

• These invitations are received by phone, card or letter.• The Personal Assistant indicates the DSG's availability and ascertains if the DSG wishes to

accept (by e-mail).• The Personal Assistant then declines/sends note/accepts.• If accepted, the Personal Assistant gives the card/information to DSG's driver.• DSS advises when security is required.

[Chart 2 at Annex (x) outlines workflows relating to the DSG's invitations, meetings and events.]

6. Invitations to the Secretary-General

* Invitations to the Secretary-General are sent to SOSG for action and copied to ODSG whenthey relate to substantive areas covered by ODSG.

* ODSG makes recommendations on whether the SG should attend (in response to SOSG'srequest, on its own initiative, and/or during the regular "Grid meetings" on the SG'sprogramme).

* SOSG accepts or declines the invitation.

IV. ORGANIZING THE DEPUTY SECRETARY-GENERAL'S OFFICIAL TRAVELS

1. Logistics

Once the DSG has approved an official travel (see Section III), the following steps should betaken:

The DSG's Assistant books flights, in consultation with the Special Assistant and the DSG.The DSG's ticket should, as a rule, always be issued by American Express - even if theorganizers cover the costs.

The DSG's Assistant requests that a security officer accompany the DSG (via e-mail).

The DSG's Assistant drafts a memo (or e-mail), to be signed by the Director, addressed tothe Executive Officer informing of the trip, the delegation's composition (EOSG staff only),flights and hotel prices (if they exceed usual amounts);

The Director informs the Permanent Representative of the receiving country of theupcoming visit and requests assistance (including on programmatic, organizational andsecurity aspects — letter prepared by DSG's Assistant and Special Assistant (see sample letterat Annex (vii), page 29).

• If the DSG transits via another country, the Permanent Mission concerned should beinformed so that the DSG is provided with protocol/security assistance while in transit — letterprepared by DSG's Assistant and Special Assistant (see sample letter at Annex (vii), page 30).

4 The local UN office or UN peace-keeping mission is informed of the visit (letter from theDirector prepared by the DSG's Assistant and Special Assistant; or communication fromDPKO, in case of a visit to a peace-keeping mission).

* The Permanent Mission or local UN mission/office is asked to obtain clearance for theweapon of the security officer accompanying the Deputy Secretary-General (request includedin the above-mentioned letters).

4 The laissez passer numbers of the delegation members are sent to the respective Governmentvia the Permanent Mission or local office (DSG's Assistant) and the peace-keeping mission(DPKO).

+ The DSG's Assistant or the local UN office/mission ~ in consultation with the SpecialAssistant and Director as needed -- makes hotel reservations bearing in mind that

» The DSG should be consulted on the choice of the hotel;• It is desirable for the delegation to stay in the same hotel as the DSG;• The DSG is usually assigned a junior suite and delegation members standard rooms;• The room assigned to the Security Officer should be in close proximity to that of the DSG

(at least on the same floor);• Where possible, there should be internet access in the hotel room;• A fax machine should be requested for whoever is accompanying the DSG.

* The local UN office/mission should also:

• Assist with arranging for local transportation (and provide ODSG with the cell/tag numbersof the driver and vehicle in advance of the mission);

• Provide note-takers for meetings with Government officials (in case there is no notetaker inthe DSG's delegation);

• Arrange a spacious office for the DSG with a computer and internet access;• Arrange an office(s) and for computers/internet access for each member of the delegation;• Provide cell phones for the DSG and delegation members and give the numbers in advance;• Make sure that the cell phones have international access;• Arrange for the head of the office/senior official to greet the DSG on arrival and

accompany her when she departs;

+ The DSG's Assistant informs the Executive Office of the travel advance needed for the trip-after consultation with the Security Officer and Special Assistant.

4 The DSG's Assistant, (with inputs from DPKO, in case of a visit to a peace-keeping mission)in consultation with the Special Assistant and Director, compiles the DSG's Travel Book. Thebook usually contains:

• Table of contents/Index• Contact Numbers• DSG's programme/Itinerary• Briefing notes (occasionally cards: check ahead of time with DSG) (see Section III, No. 4)• Statement(s) and/or talking points• Carefully selected background information• If needed, information on the weather - for each city visited• If useful, a map of the area and a floor map of the hotel.

A duplicate travel book is usually kept in the office.

4 'Thank you' letters are sent the week following the DSG's return to office. The DSG andDirector/delegation members are consulted on whom should receive such letters. (The SpecialAssistant or ODSG focal point prepares these letters, with the help of the DSG's Assistant).

2. Preparation of the programme during the visit

* A draft programme is requested from the local UN office, the Government or the meeting'sorganizers. The Director and the Special Assistant discuss the proposed programme with theDSG to obtain her guidance.

4 Preparatory meetings are convened by the Director with concerned Departments to discuss allrelevant aspects of the visit.

* The DSG's Assistant reflects the programme for each visit in the DSG's Lotus Notescalendar.

* Briefings and talking points are requested, with a deadline, by the Special Assistant - inconsultation with the Director and focal point, as needed.

* Briefing materials for the DSG's trips should be received from Departments two weeks inadvance for review. Specific country briefings should be sent five working days beforeher departure.

4 The Special Assistant requests a statement (see Section V, page 9, on statements).

* The ODSG focal point and the Special Assistant review briefing materials, countrybriefings and talking points; the Director then clears them.

3. Security aspects

* A security assessment is requested early on from the DSS (Memo or e-mail from theDirector prepared by the DSG's Assistant and Special Assistant).

4 A planning meeting is held between the delegation, the security officer accompanying theDSG, the Director and other concerned colleagues, prior to the mission.

* During the trip, daily meetings should be held with the security officer to review theprogramme for the next day.

* The Government or local UN office should provide the contact information of the focal pointsresponsible for the DSG's security during her visit (the security officer follows up).

4. Public information aspects

4 A few days before the visit, the Special Assistant informs the Spokesman of the visit via e-mail• so that it is announced at the Noon Briefing.

* The head of the local UN mission should inform the DSG as soon as possible after her arrival,of issues that might come up in questions posed by reporters.

4 The local public information officers should:

• Prepare daily summaries on key meetings/events to be used by the Spokesman at theNoon Briefing (alternatively a member of the delegation or the note-taker will do this)and/or prepare an overall summary at the end of the visit. These should be cleared bythe head of the delegation and the Director.

• Provide the DSG with the following:

o Press clippings relevant to the visit;o Clippings on key international/UN developments (check if the local office has access

to DPPs press clippings' website (http://unhq-apps-01.un.org/dpi/nmu.nsf/ac/);o The Spokesman's daily press highlights and Noon Briefing (if the DSG's blackberry

does not function).

• Interviews/press coverage of DSG's activities need to be cleared individually by theODSG Director and the DSG ahead of time. During the visit, local public informationcolleagues and delegation members support the DSG in this regard.

• Inform the Spokesman's Office of interviews done by the SG during her visit and e-mail orfax press clippings/press reviews relating to the visit.

V. PROCEDURES FOR THE PREPARATION OF STATEMENTSBY THE DEPUTY SECRETARY-GENERAL

The DSG will provide guidance on major speeches. A meeting may also be organized betweenthe DSG and the speechwriters to discuss the contents of a statement.

The Special Assistant requests the statement from the speechwriters with sufficient leadtime. He/she provides information on the meeting, the participants, the scenario, the length ofthe statement and its broad focus and gives a deadline.

10

4- The speechwriters seek the inputs they deem necessary. The Director and focal pointadvise on who should be consulted, if needed. The ODSG focal point meets or providesspeechwriters with input for the speech, if necessary.

4 Speechwriters often directly consult the DSG on a preliminary draft. The DSG's Assistantgives copies of the draft to the Director, focal point and Special Assistant - who providecomments, if necessary. If the DSG is not consulted by speechwriters, the focal point and theDirector review the preliminary draft and the Director decides whether the DSG needs to see itat this point.

4 The first draft should be ready for review by the DSG four working days before deliveryof the statement or departure from Headquarters, in case of travel.

4 After the speech is approved by the DSG, the Special Assistant informs the appropriate offices.

4 The DSG's Assistant provides conference service officers with 10 copies (hand-delivered tothe meeting room a few minutes before the meeting is scheduled to begin). The SpeechwritingUnit arranges translation, if necessary, and transmits the speech to the Office of the Spokesmanfor release to the press under embargo.

4 The person accompanying the DSG to the event should

• take one extra copy of the statement in "reading" format; extra copies for distribution tointerested participants (with the notation, "Check against delivery "); and an electronicversion, if the event is not taking place at HQ, to incorporate last-minute changes;

• In case of a closed meeting or of a meeting away from Headquarters:o Check the speech against delivery;o Ensure that the speech is corrected as delivered (only major substantive changes

should be reflected);o Provide the final version, as delivered, to the Office of the Spokesman.

[The Spokesman's Office usually checks the speech against delivery for publicmeetings held at Headquarters]

• Provide feedback to speechwriters (e.g., on sentences that seemed difficult to read).

4 If the DSG delivers the statement away from Headquarters, the local UN press officer shouldensure dissemination of the statement in the usual manner.

4 The DSG's Assistant files the speech. The DSG's speeches are also accessible on theSpokesman's website (http://www.un.org/aboutun/DSG/).

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VI. MEDIA SUPPORT

The following media support is provided to the Deputy Secretary-General by the Spokesman'sOffice:

1. Media updates

* The Spokesman's Office provides the DSG with regular daily updates of media coverage of theUnited Nations and all relevant international issues. These take the form of Morning Alerts,Morning Headlines, press clippings, the Noon Briefing, the Spokesman's Note - at the end ofthe day - and (as of May 2005) big breaking news stories as warranted. The DSG receivesthese updates by e-mail.

2. Disseminate information about the DSG

* The Spokesman's Office makes public the DSG's statements, her daily appointments and pressconferences.

4 Updates of the DSG's activities are reported at the Noon Briefing as warranted. The SpecialAssistant - consulting with the Director - provides inputs to the Spokesman via e-mail.

* Every Thursday evening, the Special Assistant draws the Spokesman's attention to eventsof particular importance in the DSG's programme for the upcoming week.

3. Interaction with media

Interview requests

The Spokesman's office keeps tracks of interview requests and makes recommendations basedon those requests. The following steps are usually followed:

* Interview requests must come via the Spokesman's Office. (Journalists calling ODSGdirectly are referred to the Spokesman's Office). Requests must be made in writing (letter ore-mail).

4 The Spokesman screens incoming requests and makes his recommendation.

* The DSG does interviews with national news organizations, if recommended by theSpokesman, but not with local media.

: . 12

Ii

j ^^ * Selected interview proposals are conveyed to the Special Assistant, with the Spokesman's^B recommendation and additional information as needed.

! 4 The Special Assistant consults the DSG and conveys her views.

4 The Spokesman's Office accepts/regrets the interview.

4 The Personal Assistant schedules the interview. In case of multiple interview requests (as forthe launch of the "In Larger Freedom " report) DPI or the Spokesman's Office should set upthe interviews directly with the media, in light of the DSG's programme.

• The Spokesman's Office accompanies the DSG at all interviews and records them.

4 Whenever the DSG travels, media relations are handled by the information officers based at thelocal UN office or mission, under the close supervision of the members of her delegation.

^~VII. CLEARANCE OF REPORTS

The following steps are to be taken for the clearance of reports of the Secretary-General:

Departments should send the report to the Director for clearance, at least seven workingdays before it is due to be submitted to Documents Control. Departments are required tobring to the attention of the Secretary-General the report's key conclusions andrecommendations that he would need to approve. This should be done in a covering noteaccompanying the report or publication (see Annex (viii), page 31).

The Director determines who will review the report in ODSG and also decides whetherother staff within ODSG needs to review or be consulted on the report.

The Assistant to the Director ensures that the report is logged and sent to reviewer(s). Thefocal point for tracking report clearance should also be copied.

The reviewers should ensure that the report respects rules regarding length (maximum8500 words) and is consistent and coherent with the overall policies and priorities of theSecretary-General and of the United Nations.

Reviewers will discuss changes or points of clarification directly with the authors in therelevant Department. Exchanges of e-mails on this issue are copied to the Director.

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* Substantive points that relate to the overall policies and priorities of the Secretary-General and the United Nations should be discussed with the Director. The Director, orthe reviewer(s) on his/her behalf, will discuss with the submitting Department.

* If there are changes, the revised version of the report needs to be submitted (by theDepartment) in "track changes" mode for easy comparison.

* The Director clears the report. The Front Office of the submitting Department isinformed by e-mail.

* ODSG will ensure that the cleared report (or the cover note or e-mail transmitting the clearedreport) is properly logged for future reference. Reviewers will keep an electronic file of allcleared reports.

4 The focal point keeps records of the entire process (review and clearance), including a hardcopy of the notice of clearance. He/she maintains a table of reports to be reviewed forclearance. Only he/she can make changes to this table.

VIII. OFFICE MANAGEMENT

1. Ensuring coverage of the office

Coverage/Rosters

* The DSG's Personal Assistant prepares the roster for early and evening duty for the DSG'sFront Office. These duties are covered by the Personal Assistant, the DSG's Assistant and oneAssistant from the 32nd floor. All Assistants should ultimately be trained to cover the desk ofthe DSG's Personal Assistant and that of her Assistant.

* A roster is established for lunch and evening duty for Assistants working with the Director andwith the Principal Officer. The Assistant of the Director, the Assistant of the Principal Officer,and the Assistants of ODSG professionals on the 32nd floor are responsible for covering theseduties.

4 A master copy of the ODSG duty roster is kept in the fax room. Changes made bilaterallymust be reflected on that copy as soon as they have been agreed.

14

The deadline for receiving incoming mail in ODSG is 6:00 p.m.

Cut off time for evening duty is 7:30 p.m. In case the workload requires it, the latest cutoff time will be 9:00 p.m.

Priority criteria {see Box below) determine what is urgent for that evening and what can bedone the following day. If in doubt, the Assistant on duty should consult with the Director orthe Officer-in-Charge.

The Director's Assistant should ensure that the Director's calendar for the following day iscleared before the Assistant on evening duty takes over.

No pending routine work should be left by Assistants before handing over to the person onduty.

Professionals need to be aware that often there is "carry over" work to be handled by theevening duty Assistant the following morning.

There should be normally be four Assistants on the 38th floor (except if the workload warrantsdifferently). Assistants from the 32nd floor are also required to work on the 38th floor whenneeded.

Correspondence to be addressed as a priority by the late duty Assistant

Priority:

• Notes to the SG

• Letters to be signed by the SG depending on the subject: "thank you" letters,congratulatory notes or letters on subjects that do not require urgent action can beleft for the next day. Invitation letters for meetings that are approaching, repliesto Heads of State or Government, or any letter that should be dealt withimmediately should be finalized. These should be given to the Chef-de-Cabinet'soffice immediately or first thing in the morning if his office is already closed.

• Notes to the Chef-de-Cabinet: correspondence asking for his action/advice.

• Notes to the DSG, and correspondence seen by the Director that need to go toDSG, should be given to the DSG's Special Assistant.

• Any document requiring advice or giving a deadline for a response.

• Any draft approved by the Director that needs to be dispatched.

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Annual Leave

4 Leave plans are cleared by the direct supervisor and then submitted for the Director'sapproval, through the focal point for leave.

4 Summer/end-of-year leave is planned 4 or 5 months in advance.

4 Daily attendance is recorded by the Deputy Secretary-General's Personal Assistant (38th

floor) and by one Assistant (32n floor) and then submitted to the Executive Office.Annual/sick leave slips should be submitted to the Executive Office as soon as the staffmember returns to office.

2. Equipment and Office Supplies

4 Equipment needed on 38th floor is to be reviewed annually by a designated focal point.Requests for new equipment should be submitted to the Executive Officer in time for budgetsubmissions/reviews.

4 The task of ordering supplies (every 2 or 3 months or whenever required) is the responsibilityof the designated focal point.

3. Internal Meetings

4 ODSG staff meetings - held weekly, normally on Tuesdays;4 ODSG scheduling meetings - held on an "as needed" basis;4 Ad hoc meetings are convened on specific topics or events.

4. Training

4 Each staff member can avail himself/herself of training opportunities offered by OHRM.ODSG colleagues are encouraged to take part in training courses.

4 One professional and one Assistant are tasked with monitoring training opportunities, liaisingwith OHRM and keeping all ODSG informed of these opportunities as they becomeavailable.

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IX. ANNEXES

i. RESOLUTION CREATING THE POST OF DEPUTY SECRETARY-GENERAL

The General Assembly created the post of Deputy Secretary-General at the end of 1997, in response tothe programme presented by the Secretary-General for renewing the United Nations (A/51/950 andAdd 1-7). In resolution 52/12B, the Assembly decided"

1. ... to establish the post of Deputy Secretary-General as an integral part of the Office of the Secretary-General, as set out in addendum 1 to the report of the Secretary-General2 and in the statement made by theSecretary-General on 4 November 1997 to the open-ended informal consultations of the General Assembly onUnited Nations reform: measures and proposals,3 without prejudice to the mandate of the Secretary-General asprovided by the Charter of the United Nations and, in accordance with the existing system of decision-making,with responsibilities delegated by the Secretary-General, including the following:

(a) To assist the Secretary-General in managing the operations of the Secretariat;

(b) To act for the Secretary-General at United Nations Headquarters in the absence of the Secretary-General and in other cases as may be decided by the Secretary-General;

(c) To support the Secretary-General in ensuring intersectoral and inter-institutional coherence ofactivities and programmes and to support the Secretary-General in elevating the profile and leadership of theUnited Nations in the economic and social spheres, including further efforts to strengthen the United Nations asa leading centre for development policy and development assistance;

(d) To represent the Secretary-General at conferences, official functions and ceremonial and otheroccasions as may be decided by the Secretary-General;

(e) To undertake such assignments as may be determined by the Secretary-General;

2. [Noted] that the Secretary-General will appoint the Deputy Secretary-General following consultationswith Member States and in accordance with Article 101 of the Charter of the United Nations and that the termof office of the Deputy Secretary-General will not exceed that of the Secretary-General;"

'A/51/950/Add.l.

3 See A/52/585.

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ii. PROTOCOL RULES REGARDING THE DEPUTY SECRETARY-GENERAL

4 In a circular sent to Member States on 4 May 1998 (PRO/DSG), the Chief of Protocolinformed Permanent Representatives of the modified order of precedence resulting from thecreation of the post of Deputy Secretary-General:

"The status of the Deputy Secretary-General is second only to theSecretary-General and above all other senior officials of the UnitedNations. Bearing this in mind, it is desirable that for the events hosted bythe Permanent Representatives and Observers to the United Nations both atand outside United Nations Headquarters, the Deputy Secretary-General isranked in accordance with this practice - immediately after the Secretary-General and above all other invitees of comparable rank. In the absence ofthe Secretary-General from United Nations Headquarters, the DeputySecretary-General, as a rule, acts for him and represents him at officialand social functions, ceremonial and other events and hence moves tothe first position on the order of precedence.

On special occasions - including regular and special sessions of the General Assembly, andsocial events hosted by the President of the Security Council or Heads of other United Nationsorgans and bodies - it would be advisable for the Permanent Representatives and Observers,hosts of such events, to seek the recommendations of the Chief of Protocol on the ranking andspecific arrangements with regard to the senior officials of the United Nations".

4 Regarding the order of precedence between the DSG and the President of the GeneralAssembly, Protocol advised that no document gives the speaking order between the GeneralAssembly President, the SG or the DSG for all occasions ~ precisely because eachmeeting/event/ceremony is different. The context and the nature of the event will decide thespeaking order. Generally, it can be said that in all GA meetings and events directlyrelated to the General Assembly, the GA President will take precedence over the SG butat all other meetings/events, the SG will take precedence. In the absence of the SG, theDSG will move to the SG's position.

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iii. BULLETIN (ST/SGB) ON EOSG

Organization of the Executive Office of the Secretary-General

The Secretary-General, pursuant to Secretary-General's bulletin ST/SGB/1997/5, entitled "Organization ofthe Secretariat of the United Nations", and for the purpose of establishing the organizational structure of the ExecutiveOffice of the Secretary-General, promulgates the following:

Section 1

General provision

The present bulletin shall apply in conjunction with Secretary-General's bulletin ST/SGB/1997/5, entitled"Organization of the Secretariat of the United Nations".

Section 2

Functions and organization

2.1 The Executive Office, headed by the Chef de Cabinet, assists the Secretary-General in the exerciseof his responsibilities. In particular, the Executive Office:

(a) Assists the Secretary-General in the establishment of general policy and in the exercise ofexecutive direction in relation to the work of the Secretariat and of United Nations programmes and other entitieswithin the Organization;

(b) Assists the Secretary-General in his relations with the principal organs of the Organization;

(c) Assists the Secretary-General in supervising and coordinating the work of the Organization,pursuant to his decisions and the relevant directives of the intergovernmental bodies concerned, relating to politicalmissions, preventive diplomacy, peacemaking, peacekeeping and peace-building, as well as the economic, social,humanitarian and human rights areas, and administration and management;

(d) Assists the Secretary-General in his capacity as Chairman of the Administrative Committee onCoordination and in his inter-agency coordination function in relation to the United Nations system of organizations;

(e) Assists the Secretary-General in his contacts with Governments, delegations, non-governmentalorganizations, the press and the public;

(f) Prepares speeches and statements for the Secretary-General, and prepares, or coordinates thepreparation of, briefing material for his personal attention;

(g) Deals with protocol, liaison and representation, organizes official ceremonies and similar functionsand makes arrangements for official receptions and other functions hosted by the Secretary-General;

(h) Provides the Secretary-General with administrative support, makes travel arrangements for theSecretary-General and his party on official missions and maintains the personal security of the Secretary-General andhis family.

2.2 The Executive Office similarly assists the Deputy Secretary-General in the exercise of theresponsibilities assigned to that Office.

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iv. CURRENT STRUCTURE OF ODSG

ODSG currently comprises the following posts:

Director (D-2)Principal Officer (D-l)

Senior Officer (P-5)Senior Officer (P-5)First Officer (P-4)DSG's Special Assistant (P-5)

DSG's Personal Assistant (G-7)Assistant to the Director (G-5)DSG's Assistant (G-5)Assistant (G-5)Assistant (G-5)Assistant (G-5)

20

v. GUIDELINES ON PREPARATION OF LETTERS FOR THE SIGNATURE OFTHE SECRETARY-GENERAL

UNITED NA TIONS HM NA TIONS UNIES•

INTEROFFICE MEMORANDUM

TO: DATE:

A: All Heads of Departments, Funds and Programmes

FROM: Chef de CabinetDE:

SUBJECT: Guidelines for preparing letters for the Secretary-General's signature

1. As you are aware, letters addressed to Heads of State or Government must be signed by theSecretary-General. Please find attached updated guidelines for preparing such letters, which supersedethose of 26 August 1998.

2. It is essential that you ensure that letters for the Secretary-General's signature are submitted inaccordance with the following guidelines, so that clearance by the EOSG is not delayed and time is notlost in sending letters back to departments for revisions. I would appreciate it if Heads ofDepartments, Funds and Programmes could ensure that this memorandum is distributed as widely aspossible, so that all staff involved in producing letters for the Secretary-General are aware of theproper procedures and formats for such letters.

3. While, in general, the quality of letters received for the Secretary-General's signature is high,there are errors that recur, and slow the process down. Please ask your staff to pay particular attentionto the following issues:

a) Using correct and up to date names and titles of officials, consistent with the Protocol andLiaison Services list of Heads of State/Government and Foreign Ministers;

b) Including transmittal letters along with substantive letters;c) Not using abbreviations;d) Ensuring that words such as Secretary-General, United Nations (and others identified in the

guidelines) are not divided at the end of lines.

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4. These guidelines, rather than the Correspondence Manual, should be considered the primaryguide for preparing the Secretary-General's correspondence. The Correspondence Manual, while avaluable and important guide for style, spelling and protocol rules, is intended as a guide for generalcorrespondence.

5. A consistent high quality in the Secretary-General's letters could be maintained if eachDepartment designated two or three senior, experienced staff in the General Service category to beresponsible for a final review of such letters before they are sent to EOSG.

Thank you.

A. Guidelines for Letters from the Secretary-General

1. Letters in response to major events: When a major event occurs which requires an officialreaction from the Secretary-General, the relevant department should immediately prepare a letter tothe government concerned for the Secretary-General's signature. Examples of such events areappointment/election of a new Head of State or Government, illness or death of a Head of State orGovernment, significant ceremonial occasions, disasters or accidents. If the letter from the Secretary-General refers to an incoming letter, the incoming letter should be included in the folder.

2. Format: The format for letters signed by the Secretary-General is attached. It is theresponsibility of the substantive department to ensure that names and titles of officials are consistentwith the Protocol Unit's updated list of Heads of State or Government, Prime and Foreign Ministers.

3. Final editing: Due to the high volume of draft letters submitted to the EOSG on a daily basis,the EOSG cannot make required editing changes. If an urgent letter is submitted for immediatedispatch, departments should be prepared to have staff (including secretaries) on stand-by until lettershave received final clearance from the EOSG. Nevertheless, in extremely urgent cases, the EOSGmay have to make editing changes on the spot. All letters sent to the EOSG should, therefore, beaccompanied by a diskette.

4. Transmittal letters: Letters addressed to Heads of State/Government and Ministers submittedto the EOSG for the Secretary-General's signature must be accompanied by a transmittal letter to thePermanent Representative to the United Nations (see example A, attached).

5. Exceptions: Effective immediately, papers will not be accepted in the EOSG after6:00 p.m., and urgent papers will only be accepted in the circumstances outlined in para. 3 above andshould be preceded by a phone call to the office of either the Chef de Cabinet or the Deputy Chef deCabinet.

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B. Format for Letters signed by the Secretary-General

All letters should be typed on Secretary-General Letterhead, no drafts, (see example B, attached),except letters to Heads of State/Government, which should be typed on cream coloured Head of Statepaper and special envelopes (see example C, attached). All letters should have the appropriatelanguage heading (in English, French or Spanish).

Font;

Times New Roman 12 (the font used in this note) or Courier New 12.

S pacing/Margins:

All letters should be single-spaced, but the text can be in 1.5 spacing if the letter is very short.The left margin should align with the middle of the UN emblem (approx. 1.75").The top margin should be at least 1.75", if the letter is short, the date can be placed lower.The right margin should be at least 1.5".The bottom margin should be no less than 0.75".

Second page:

If a letter on Secretary-General Letterhead has 2 or more pages, the subsequent pages should beprinted on second page paper, not regular typing/photocopy paper. Head of State paper has its ownsecond page.

Page numbers:

Letters with one or two pages should not have page numbers. Letters with three or more pages shouldhave page numbers, beginning with 2, typed as "2" (not -2-), and centred at the top of the page.

Salutations and closings:

When writing to an Ambassador or higher, use "Excellency" and close with "Please accept,Excellency, the assurances of my highest consideration." Less formal letters may carry the salutation"Dear Mr./Ms. XX" and close with "Yours sincerely,". Either way, the salutation and closing pairs arealways the same (Never use "Excellency" and close with "Yours sincerely", for example).

Text:

"Secretary-General", "United Nations", proper names, names of countries, numbers, titles, dates,"A" and "I" should not be divided up and carried over to the next line. "Secretary-General" and"United Nations" should never be abbreviated. When organizations have long names, acronyms canbe used after first usage. In these cases, the first usage should be followed by acronym in parenthesis.

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Signature block:

The signature block [name of the Secretary-General] should align with the date, with the centre tab at3.25", be centred under "Yours sincerely," (where used), and be set down from the closing of the letterby six single spaces.

Address block:

The address should always appear on page 1 and be single-spaced. Only the name, title, organizationand city should be used (no street names or zip codes). When a title or organization name needs twolines, the second line should be indented two spaces. "His/Her Excellency" must be spelled out (donot use H.E.).

Transmittal letters:

Transmittal letters should carry the same date as the letter being conveyed (see example A, attached).

Drafter:

Please identify, on a separate slip of paper to the letter, the drafter of any correspondence prepared forthe Secretary-General.

Sign-off:

hi order to save time and prevent letters being returned to departments because of typographical errors,departments should ensure that a staff member familiar with these procedures reviews allcorrespondence for the Secretary-General's signature before it reaches the EOSG.

C. Drafting of letters in French for the Secretary-General's signature

Please ensure that letters in French for the Secretary-General's signature are drafted accordingto the following rules, in addition to the general guidelines outlined above.

1. Regie generate

En fran9ais, on n'utilise "Excellence" ni dans la formule d'appel, ni dans la formule de politesse.En general, on utilise "Monsieur" ou "Madame" et le titre de la personne, si elle en a un, tant dans laformule d'appel que dans la formule de politesse.Exemples: Monsieur 1'Ambassadeur, Monsieur le President, Madame la Ministre

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2. Cas particuliers

Dans certains cas particuliers, la formule d'appel n'est pas rappelee dans la formule de politesse.Roi:Appel: SireCourtoisie: Je prie Votre Majeste d'agreer les assurances de mon profond respect.Reine:Appel: MadameCourtoisie: Je prie Votre Majeste d'agreer les assurances de mon profond respect.Grand Due de Luxembourg:Appel: MonseigneurCourtoisie: Je prie Votre Altesse Royale d'agreer les assurances de mon profond respect.Princes souverains (Monaco, Lichtenstein)Appel: MonseigneurCourtoisie: Je prie Votre Altesse Serenissime d'agreer les assurances de mon profond respect.Princes et princesses des maisons souveraines:Appel: Monseigneur, MadameCourtoisie: Je prie Votre Altesse (Imperiale, Royale, Serenissime) d'agreer les assurances de ma tresrespectueuse consideration.

Souverain Pontife:Appel: Tres Saint-PereCourtoisie: Je prie Votre Saintete d'agreer les assurances de mon profond respect.

3. Bloc adresse

On ecrit« Monsieur » ou « Madame » en entier, precede de « Son Excellence » lorsque le destinataireest un ambassadeur ou une personnalite politique de haut rang.

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vi. GUIDELINES ON PREPARATION OF BRIEFING MATERIALS FOR THESECRETARY-GENERAL AND THE DEPUTY SECRETARY-GENERAL

August 2004

Purpose

• Briefing materials and talking points (TPs) should assist the Secretary-General to make themost of his meetings by updating him on the latest developments of an issue, preparing him forwhat his interlocutor is likely to bring up and, when appropriate, injecting specific messagesthat will help achieve UN objectives.

• Also, in some cases, the Secretary-General would wish to "tease out" information from hisinterlocutors (what are they thinking? what do they really want?). This objective should alsobe kept in mind when preparing talking points.

Focus on the Secretary-General's objectives

• Requests for briefing material will indicate the topics for discussion that have beencommunicated to EOSG by the requestor of the meeting. This does not mean that the talkingpoints must be limited to these subjects. Desk officers are encouraged to think more broadlyabout what the Secretary-General can get out of the meeting, and whether there are anyspecific issues that he should raise.

• Where appropriate, talking points should include (in square brackets), "if asked" points - i.e.points that we anticipate that Secretary-General could be asked about, and should have aprepared response to, but that he would not necessarily raise himself.

• Background information should be limited to elements essential for the meeting at hand.Briefing notes on the same issue within the span of a couple of days or weeks need not reiterateobvious background points, particularly when Departments are aware that the Secretary-General has been following an issue closely.

Tailoring

• Briefing materials should be tailored to the type of meeting (e.g. courtesy call, in-depthmeeting on a specific subject, Security Council briefing or bilateral during an official visit).EOSG will indicate, when possible, the expected length of the meeting. Notes should not bestandardized.

• TPs for working luncheons or dinners need to be briefer and more "telegraphic" than for ameeting, and should include only a minimum of background.

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• Requests to departments will always indicate, where available, the issues to be discussed or thereason for the meeting. As indicated above, desk officers are also encouraged to provide TPson additional topics that they think the Secretary-General should raise.

• Desk officers are welcome to contact the Scheduling Office if further details are needed. Incases where a meeting has been confirmed, desk officers should also feel free to contact theircounterparts at missions to obtain more information.

• If a meeting has been arranged at the request of the Secretary-General, this will be indicated inthe request for briefing material/talking points.

Consultation with other departments

• Even if not specifically requested by EOSG, it is expected that desk officers in the leaddepartment will consult with their counterparts in other departments prior to finalizing briefingmaterials. If EOSG requests that Depts. A and B provide input to the lead department, the leaddepartment must consider this input, and send Departments A and B copies of the finalmaterials that were submitted to the EOSG. (This applies to trips as well as meetings at HQ).

Format of Talking Points

• The basic format introduced in 2000 will continue, with briefing points incorporated with thetalking points, all on the same index card. (See Annex).

• As of August 2004, we are asking all departments to use the standard template for SG talkingpoints that can be found in MS Word under UNHQ Templates. (Click on "File", then on"New ". On the right side of the screen, click on "General templates ", then select tab with"UNHQ Templates ".) When typing directly in the template, it will automatically give thecorrect font for the headings, briefing section, and the bullets.

• Bullet points should not run over to the next card. The template referred to above willautomatically move a bullet to the next card, should it not fit on the initial one.

• Bullet points should always be short and concise. There is no reason - ever - to have a bulletpoint that goes on for 7 or 8 lines.

• Wherever possible, it is helpful to include sub-headings by subject.

• Form (e.g. whether first person or imperative is used) is not as important as substance andclarity. General guideline: If the Secretary-General is folio wing an issue very closely, heprobably does not need full sentences. If the issue is complicated, or he is unfamiliar with thedetails, precise wording, in full sentences, is advisable.

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• For meetings in French, the talking points should always be in full sentences. Please note thatwhile the bullets should be in French, the italicized background information should be inEnglish.

Briefing notes

• Briefing notes are only required if (i) there are new developments about which the Secretary-General must be briefed in detail; (ii) the issue is very complex or technical; or (iii) an in-depthmeeting is to take place on that particular issue. Otherwise, if the meeting is routine or a"Courtesy call", the format in Annex A should be used (i.e. no separate briefing note).

• The Secretary-General frequently expresses concern that briefing materials are too long. If abriefing note is required, it should be as concise as possible, and important points must be inbold. (Desk officers should review the note to determine if the text that they have not put inbold is even required). Keep in mind that you are not preparing him for every possiblescenario, but using your judgment to anticipate the issues most likely to arise.

Inclusion of "UN data"

• The decision to include information about troop contributions, assessments, UN programmes inthe country should be taken on a case-by-case basis (e.g. if the issue is likely to come up in themeeting, or if the Secretary-General is advised to raise it). Otherwise, it could simply "clutter"the talking points or briefing note.

Trips

Briefing materials for trips should continue to include both briefing notes and talking points.The submission to the EOSG should include two sets of talking points on cards.

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Deputy Secretary-General's briefing materials

• Briefing materials for the Deputy Secretary-General's meetings and travel will continue to berequested directly by her office, from the departmental focal points.

• The DSG appreciates a background briefing note that is well organized (with subheadings),that contains the necessary background information and latest developments, but also capturesthe essential message(s) that the UN should convey to the interlocutor. A few well-selectedtalking points at the end of the briefing note are welcome. Detailed talking points are requiredonly in those cases where the DSG has not followed a subject closely.

• For courtesy calls with new permanent representatives, the DSG would like to receive a one-page political background note on the country concerned. For more substantive meetings,ODSG will provide the subjects to be discussed. As is the case for meetings with theSecretary-General, desk officers should feel free to approach their contact in the relevantmission if more information is needed.

Review of materials

• USGs/ASGs must ensure that all briefing materials sent to the EOSG have been carefullyreviewed for substance, grammar and spelling.

EOSGAugust 2004

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vii. SAMPLE LETTERS TO PERMANENT REPRESENTATIVES REGARDING UPCOMING TRAVELSOF THE DEPUTY SECRETARY-GENERAL

(a.) Travel Notification:

Excellency,

I am pleased to inform you that the Deputy Secretary-General, will travel to (destination) on(date) where she will be the keynote speaker at the official opening of the School of Political Studies.

Attached are the details of her travel and the serial number of the weapon to be carried by (UNSecurity Officer), the United Nations security officer who will accompany her. I would be grateful ifthe Permanent Mission could assist in facilitating the formalities for the Deputy Secretary-General'sarrival and departure, and in expediting the procedures related to the weapon of (UN SecurityOfficer).

Please accept, Excellency, the assurances of my highest consideration,

DirectorOffice of the Deputy Secretary-General

His ExcellencyMr.Permanent Representativeof (Member State) to the United Nations

New York

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(b.) Transit:

Excellency,

I am writing to inform you that the Deputy Secretary-General will travel through Frankfurtnext week on her way back from an official event in Stockholm.

I would like to seek the assistance of German authorities in ensuring that the Deputy Secretary-General is assisted by Protocol and security officials while she transits through the Frankfurt airport.

The Deputy Secretary-General will arrive on (date) at (time) on flight from Stockholm.She will leave again from Frankfurt at (time) for New York on flight —. She will be accompaniedby .

As the Deputy Secretary-General will also be accompanied by (United Nations SecurityOfficer), we would also need your help in obtaining the necessary authorization for his/her weapon. Ihave attached the relevant information in this regard.

Please accept, Excellency, the assurances of my highest consideration.

DirectorOffice of the Deputy Secretary-General

His ExcellencyMr.Permanent Representativeof (Member State) to the United Nations

New York

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V11I. MEMORANDUM ON THE CLEARANCE OF REPORTS

TO

A

T H R O U G H

S/C DE

F R O M

DE

SUBJECT

O B J E T

Heads of Departments, Funds and Programmes DATE: 18 February 2005

R E F E R E N C E :

Chef de Cabinet

Clearance of Reports by the Executive Officeof the Secretary-General

1. It is important that major reports issued in the name of the Secretary-Generalsystematically come to the attention of this office. This not only helps ensure consistencyin our policy analysis and recommendations but also helps avoid situations where theSecretary-General is not aware of the substance of such reports.

2. I would accordingly request that you bring to the attention of the Secretary-General thekey conclusions and recommendations that he would need to approve. This should be donein a covering note when the report or publication is sent to the Executive Office of theSecretary-General for clearance.

Thank you.

ix. CHART 1 - WORKFLOWS RELATING TO CORRESPONDENCE

32

Incoming Mail CORRESPONDENCEOutgoing Mail

dispatch withinEOSG

' (action/-4 -Inform'

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x. CHART 2 - WORKFLOWS RELATING TO THE DSG's INVITATIONS,MEETINGS AND EVENTS

PA = Personal AssistantDS= DSG SecretaryDIR = DirectorSA = Special AssistantA = Assistants

Invitations/Meetings/Events

Social Invitationsphone, card, letter)

Indicate DSG'svailability

(by email)

Ascertain if DSGwants to go(by email)

Decline/note/Accept

If accepted,give card to driver

ivitation to an eventIntergovernmental,

internal, other)(letter, email)

Clanfy DSG's role(statement; talking points;

off the cuff)ProgrammeParticipants

TopicConsult SOSG/Depts/ODSG

Recommendationon DSG participation

DIR ~+ >~ SA

Blocking calendar (SA)

Request for meetingwith DSG

phone, mail, email)

Obtain DSG's approval

PA (by email)

Decide on UN/ODSG participants(DIR/PA)

Schedule Meeting (PA)Briefing notes/Talking Points (DIR/PA)Review Briefing notes (DIR/PA/ODSG)

Ask for officials and noletaker (PA)Prepare and review folders (SA, PA,

ODSG)

- Confirm on calendar (PA)- Obtain scenario (including DSG time ofarrival/departure, other speakers, length/type/focus of remarks)- Request statement or remarks(speechwriters) or talking points(Department) (SA)- Give guidance on statement/TalkingPoints (DSG)- Review/ clear statement/Talking Points j(DIR, DSG)- Check against delivery and circulate toDPI- DSS to determine if security needed- If travel involved, follow appropriateprocedures.

Review note of meeting(DIR/SA/ODSG participants

Clearance of note (DIR)Ensure follow-up action

(ODSG/Department)

I - Ascertain topic (PA/SA)- Check appropriateness of

y meeting (PA/DIR)

Prepare in advanceagenda; annotated

agenda for DSG, folder forDSG (focal point in

ODSG/PA)Arrange for video

conference, confirmparticipants, circulate

documents (PA)

Schedule meeting;identify focal point in

ODSG; requestnotetaker (PA/DIR)

Invitation (PA orin some casesleeting convened by

the DSG