Distribution: limited
UNESCO/170 HQ/BUR.5 PARIS, 23 March 2009 Original: French
UNITED NATIONS EDUCATIONAL, SCIENTIFIC AND CULTURAL ORGANIZATION BUREAU OF THE HEADQUARTERS COMMITTEE Fifth meeting (Paris, 12 February 2009) REPORT 1. The Bureau of the Headquarters Committee held a preparatory meeting on 12 February 2009 for the 170th session of the Committee, with H.E. Ms Ina Marčiulionytė (Lithuania), Chairperson of the Committee, in the Chair. Also attending the meeting were Ms B. Hernandez (Mexico), Vice-Chairperson; Mr M. Attar (Algeria), Vice-Chairperson; Ms A. Siwicki (Australia), Rapporteur; Mr H. de Canson (France), member; Mr A. Khene, Assistant Director-General for Administration; Mr A. Egoshkin, Director, Headquarters Division; Ms T. McGinnis, Executive Assistant, Office of the Director of the Headquarters Division, Secretary of the Headquarters Committee; Ms M. Bhatta, Bureau of the Budget (BB/DAS); Mr J. Coe, Bureau of the Comptroller, (BOC/FRA); Mr N. Sharma, Bureau of the Comptroller, (BOC/FRA); Ms E. Mbonyingingo, Administrative and Financial Unit, Sector for Administration (ADM/EO/AO); Mr A. Ibrahim, Assistant to the Assistant Director-General for Administration; and Mr E. Matias, UNESCO Staff Union (STU). 2. The provisional agenda of the 170th session of the Committee was as follows: 1. 2. Adoption of the provisional agenda Report of the fourth meeting of the Bureau of the Headquarters Committee (Bureau: for adoption) (Committee: for information) Report of the 169th session of the Headquarters Committee (Bureau: for information) (Committee: for adoption) Preparation of the Report by the DirectorGeneral, in cooperation with the Headquarters Committee, on managing the UNESCO complex UNESCO Restaurant Services Works of Art and Special Projects Telephone service offered to Permanent Delegations and NGOs with offices at UNESCO Headquarters NGOs occupying offices at UNESCO Headquarters Suzhou Chinese Garden 170 COM/SIEGE/1 169 COM/SIEGE/BUR.4
3.
169 COM/SIEGE/Report
4.
170 COM/SIEGE/2
5. 6. 7.
170 COM/SIEGE/3 170 COM/SIEGE/4 170 COM/SIEGE/5
8. 9.
170 COM/SIEGE/6 170 COM/SIEGE/7
3. The Chairperson opened the meeting and announced that the agenda of the meeting of the Bureau consisted of two items: adoption of the report of the fourth meeting of the Bureau of the Headquarters Committee (17 November 2009), and preparation of the 170th session of the Committee, scheduled for 13 February 2009.
UNESCO/170 HQ/BUR.5 – page 2 REPORT OF THE FOURTH MEETING OF THE BUREAU OF THE HEADQUARTERS COMMITTEE (BUREAU: FOR ADOPTION) (COMMITTEE: FOR INFORMATION) 4. The Chairperson introduced the report of the fourth meeting of the Bureau of the Headquarters Committee, which, after being examined page by page, was adopted. She recalled that it would be submitted on the following day to the Committee meeting in plenary, for information only. PROVISIONAL AGENDA OF THE 170th SESSION OF THE COMMITTEE 5. The Chairperson introduced the provisional agenda of the 170th session of the Committee, which included nine items. She emphasized that item 4 (Preparation of the Report by the Director-General, in cooperation with the Headquarters Committee, on managing the UNESCO complex) (4 March 2009) would be considered at a separate Committee meeting since the information concerning the report of the External Auditor would not be available for the following day, 13 February 2009. 6. The Director of the Headquarters Division confirmed that the final version of the report of the External Auditor was not yet ready. It was being finalized and was expected to be submitted to the Committee at its meeting of 4 March 2009. 7. Noting that the text of the report was to be translated into several languages, the Assistant Director-General for Administration (ADG/ADM) suggested postponing by a few days the meeting scheduled for 4 March. Furthermore, he himself would be absent until 6 March 2009. He therefore wished the meeting to be held after that date, if possible. 8. Recalling that the date of 4 March 2009 had been agreed upon by the Secretariat, the Chairperson drew attention to the fact that the holding of a meeting after 4 March would affect compliance with the statutory deadline for the submission of documents to the Executive Board. 9. The delegate of Mexico confirmed that the deadline should not exceed one month. If, due to lack of time, it were difficult to produce various language versions of the report, it would be necessary, in her view, to be flexible and to have it translated into English only. It was absolutely essential, however, that the date of 4 March 2009 be maintained. 10. The ADG/ADM expressed regret that he would be unable to attend the meeting of 4 March 2009. The Chairperson suggested that he submit in writing to the Committee his comments and observations on the report, if any, before his departure. They could be very useful for discussions on that issue. 11. Lastly, she suggested that the Bureau propose to the Committee the date of 4 March 2009 for its second meeting which was, in any event, essential. It would then be up to the Committee to take a decision on that proposal at its meeting of 13 February 2009. It was so decided. 12. The Bureau subsequently examined, one by one, the nine items on the agenda. It was stated that no documents would be provided for item 5 (UNESCO Restaurant Services) and item 9 (Suzhou Chinese Garden) but that the Secretariat would present an oral report. 13. In the absence of comments on the draft agenda, it was adopted by the Bureau, which decided to submit it, unchanged, to the Committee. 14. After thanking the participants for their cooperation, the Chairperson declared the meeting closed.