FICSA/C/65/A&B/4 Provisional agenda item 11(b)

FICSA Council 65th Session – World Health Organization - Copenhagen 13 to 17 February 2012

Proposed budget for 2012

FEDERATION OF INTERNATIONAL CIVIL SERVANTS’ASSOCIATIONS FEDERATION DES ASSOCIATIONS DE FONCTIONNAIRES INTERNATIONAUX

Geneva, 19 January 2012

2 Introduction General 1. The standard practice in preparing the proposed budget is to use the United Nations operational rate of exchange (RoE) of December of the preceding year. In this case, CHF 0.945 to US$ 1 compared to CHF 0.951 to US$ 1 used last year. 2. Annex 1 contains general observations on the proposed budget for 2012 item-byitem. As in previous years, a particular effort has been made to contain the required appropriations while maintaining a cost-effective execution of the programme. 3.

The Executive Committee may:

(a) Promote membership to FICSA by full and associate members and by members with observer status (Federations of United Nations Staff Associations – FUNSAs); and (b) Seek financial contributions from individual organizations and agencies to help cover travel costs. Comparisons 5. The total budget proposed for consideration by Council amounts to CHF 812,368, which represents an increase of 6.5 per cent from the previous year’s approved budget. 6.

In making comparisons, the following should be noted:

(a) The FICSA budget is influenced by the exchange rate between the Swiss franc and the US dollar (see paragraph 1 above). (b) The data for 2012 is based on the actual expenditure from January to December with a year-end estimate (FICSA/C/65/A&B/2). The purchasing power of the budget is maintained through increases that match the inflation rate for given categories. These increases, to compensate for inflation, are known as “price increases”. The projected inflation rate for 2012 is taken from the IMF home page, World Economic Outlook. In addition, an estimate has been included for exchange rate differences, which results from the exercise of closing the accounts and updating all balance sheet items to the year-end exchange rate. Basic assumptions 7. As is customary, since the composition of the Executive Committee is not known at the time of preparing the budget, estimates for Executive Committee travel are based upon the duty stations of the current Committee. The same applies to travel provisions made under Chapter One for attendance at meetings of common system and other bodies, where the name of the representative and his/her location is uncertain. 8. The total draft Budget proposed for consideration by Council is based, following experience in 2011, upon the assumption that FICSA will need to give increasing attention to some areas, such as training, safeguarding of conditions of employment and legal

3 assistance to members, while continuing a similar level of activity in other areas. A comparison against the 2011 approved budget can be found in Annex 2. Please note that certain chapter contents have been rearranged to match the heading. The Secretariat has identified ways to down size and streamline the budget presentation. This means merging items together and changing titles. These presentational changes, in themselves, are not meant to reduce the target of the budget or reflect programmatic changes but simply offer a more concise and streamlined document for members. Below are the items to be cancelled and changed in 2012:  Item 1.09 Public relations and information is now called “External relations and contingency travel”.  2.02 has been renamed “ExCom and regional activities”.  2.03 External Affiliation has been removed. New item called FICSA Council overheads  Chapter Three is now called “FICSA services”.  P Questions is now merged under “Training on salary matters” (3.07).  Field Questions and Training & Workshops are now merged under “Regional workshops” (3.20).  GS Questions/Methodology is now called “Training on salary matters” (3.07).  SocSec/OHS Questions is now called “Training on pension and social security matters” (3.06).  3.07, Legal Defence Fund, is now under item 4.13.  Legal Questions is now called “Training on legal questions” (3.05).  SMR Questions is now called “Training for capacity building & staff reps.” (3.03).  HRM Questions is now called “Training on HR matters” (3.04).  Item 3.10, FUNSA Participation in Council, is not valid anymore.  Item 4.01a is now called “Geneva staff costs” and is now under item 4.01.  Item 4.01aa is now called “Staff assessment” and is now under item 4.02.  Item 4.01b is now called “New York service contracts” and is now under item 4.03.  Item 4.01bb, “US$ service contract lobbying/liaison NY” is not valid anymore.  Item 4.02 is now called “Telecommunications & IT services” and is now under item 4.04.  Item 4.03 is now called “Supplies & materials” and is now under item 4.05.  Item 4.09 is now called “Staff training” and is now under item 4.11.  Item 4.11 Legal Retainer & Consultations has been moved to item 3.01 “Legal services to FICSA members”.

4 9. Chapter One: FICSA representation. The proposed increase in appropriations as compared to last year is due to additional resources required for lobbying missions related to the UN General Assembly; ICSC meetings and working groups (pensionable remuneration, Standards of Conduct, etc.); and Inter-Agency Security Management Network (IASMN) activities, as well as the inclusion of funds for participation in the 59th session of the UN Joint Staff Pension Board (UNJSPB) (the 58th session was held in Geneva last year). The Executive Committee also recommends increasing the funds for contingency travel to allow more flexibility for FICSA representation at interorganizational meetings or to promote membership in the Federation. 10. Chapter Two: FICSA ExCom. The chapter shows an increase compared with last year; the incoming ExCom could use part of this allocation for regional activities or, possibly, a mid-year ExCom meeting. 11. Chapter Three: FICSA services. Due to the high demand for training in subjects other than the traditional ones, funds have been allocated to permit a larger selection of workshops. In addition, the item “Legal services to FICSA members” was moved to this heading (from Chapter 4, “FICSA administration”). This chapter therefore shows a substantial increase in comparison to the 2011 budget. 12. Chapter Four: FICSA administration. This chapter shows a decrease in required appropriations as compared to the 2011 budget. The 64th Council decided to allocate funds for the payment of staff assessment with the proviso that payments for arrears should be made only after legal clearance. Discussions with the UN Administration on this matter are still ongoing; the current request covers the estimated amount due to reimburse staff assessment for 2011 (to be disbursed in 2012). In addition, legal services to FICSA members have been moved to Chapter 3. 13.

Income

(a) Bank interest is budgeted at a low level as the deposit rates are extremely low at the current juncture. (b) Income from non-member participants and administration representatives at FICSA training has been budgeted at the same level as 2011 i.e. on the assumption that similar workshops on GS salary survey methodology, pensions, legal appeal process and staff representation would be held in 2012. The financial situation of FICSA 14. The financial situation remains fragile since there are no reserves. It is essential that members undertake to make good their commitments, not only by paying their contributions in full, including all arrears, but also by paying on time. Annexes Annex 1: Annex 2: Annex 3: Annex 4:

Activities budget 2012 (with general observations) Proposed budget for the year 2012 (expenditures) Proposed budget for the year 2012 (income) Proposed list of travel for the year 2012

5 Annex 1 Activities budget 2012 – General observations Chapter One – FICSA representation Item 1.01 – United Nations General Assembly (UNGA) (CHF 9,886) The appropriation is based on 12 days of intense advocacy activities, during the 67th session of the United Nations General Assembly, by two FICSA representatives (normally the President and General Secretary for 7 days in October and, if necessary, 5 more days in December by the President prior to the approval of the Fifth Committee’s resolution on the Common System and related issues). Item 1.02 – United Nations Joint Staff Pension Board (UNJSPB) (CHF 1,981) The Board will meet in July in Paris. FICSA has one observer seat. The assumption is that a FICSA representative will attend so funding is required. Funds are also allocated for 2 representatives (one of the two already located in Paris) to attend the pre-Board meeting as well. Item 1.03 – High-Level Committee on Management (HLCM) (CHF 5,873) The Committee will meet in Madrid on 15 and 16 March and probably in New York in the autumn. The appropriation is based upon the assumption that FICSA will be represented by the President at the European session and by the President and a local Executive Committee member/representative at the autumn session. Item 1.04 – HR Network (CHF 5,608) The Human Resources Network will meet in Geneva from 21 to 23 February and again in the summer (venue not known). The assumption is that the local-based General Secretary and the FICSA Information Officer will participate in the Geneva session and the President will attend both sessions. Chief Executives Board for Coordination (CEB) Since the Federation has not been invited to attend this meeting for several years, it has been deleted from the budget. Item 1.05 – International Civil Service Commission (ICSC) (Sessions, working groups and committees) (CHF 46,494) The Commission will hold two sessions in 2012: its 74th session from 27 February to 9 March in Bangkok; and its 75th session from 9 to 20 July in New York. The appropriation is based upon the attendance of the President, General Secretary for the full two weeks and, if needed, a full week by another member of the ExCom or a resource person for the first session and two weeks for the President and General Secretary in the second session. Depending on developments, the resource person may be required at the summer session. This item also covers the travel and DSA of a member of the Executive Committee to attend the 34th session of the Advisory Committee on Post Adjustment Questions (ACPAQ) in Rome from 23 to 30 April. It also covers the travel and DSA of two FICSA representatives to attend the meetings of ICSC Working Group on pensionable

6 remuneration. The first meeting will be held in Lisbon from 23 to 26 January; the venue for the second meeting is still unknown, possibly in Europe. It also includes FICSA participation in the Mid-year and Annual review meetings on the classification of hardship duty stations according to life and work. At the time of preparing the budget, the exact number of ICSC working group meetings during the year is not known. Item 1.06 –Inter-Agency Security Management Network (IASMN) (CHF 6,172) The first meeting will be held from 6 to 9 February in Bangkok. Provisions are for one representative to attend from Europe. The second meeting will be held in New York in the autumn and provisions have once again been made for one person to attend from Europe. Item 1.07 – External relations and contingency travel (CHF 15,225) This request covers unexpected meetings where the Federation’s presence would be of importance for promotional purposes or to cover unscheduled missions. Chapter Two – FICSA ExCom Item 2.01 – FICSA Council (CHF 29,903) This item includes travel costs and per diem for the Executive Committee members and one member of the FICSA secretariat to attend the 65th (current) FICSA Council in Copenhagen. It also includes honorarium, travel and DSA for the Council Rapporteur (8 days); and travel and DSA (4 days) for the FICSA Legal Advisor from Vienna. Item 2.02 – ExCom and regional activities (CHF 12,665) This item includes 1 day DSA for pre-Council meeting of the Executive Committee and, if possible, one mid-year meeting. It is expected that the Executive Committee will also continue to meet regularly via teleconference, at no cost to the Federation, as was the practice over the last two years. It also covers limited travel of the FICSA regional representatives within their region. Venues are to be selected during the year, with preference in conjunction with FICSA training workshops. Item 2.03 – FICSA Council overheads (CHF 10,150) This item covers staff overtime, hospitality and extra interpretation during the session. Chapter Three – FICSA services Item 3.01 – Legal services to FICSA members (CHF 10,150) The appropriation covers the monthly retainer fee of €600 for the FICSA Legal Advisor, Mr. Larry Fauth, plus an additional amount to cover extra services delivered and an allowance for the legal appeal of the FICSA General Secretary’s release. Item 3.02 – Regional workshops (CHF 20,300) This item covers workshops on GS salary survey methodology. One workshop is scheduled to take place in Cairo from 15 to 19 January. Additional workshop events are expected to take place in Latin America and Asia, and possibly a French-speaking workshop in Africa. As requested by the 59th Council, a participation fee charged to non-

7 members and administration representatives is shown separately in income under the heading “Workshops – External participants”. Item 3.03 - Training for capacity building and staff representatives (CHF 12,180) The appropriation is based on three sessions in Europe and will cover DSA, travel and honorarium for the trainers. Item 3.04 – Training on HR matters (CHF 15,225) This item covers two workshops on job classification (one for GS and the other for P staff). Item 3.05 - Training on legal matters (CHF 10,150) The appropriation is based on two sessions, one non- and one European-based, and will cover DSA and travel for the trainer. Item 3.06 – Training on pension & social security matters (CHF 6,090) The appropriation for this budget item is based on one workshop in Europe and covers the DSA and travel for the trainer. Item 3.07 – Training on salary matters (CHF 25,375) The appropriation is based on funds required to organize 6 training workshops on salary setting methods (for GS and Ps) and will cover DSA, travel and honorarium for trainers. Chapter Four – FICSA administration Item 4.01 – Geneva staff costs (CHF 485,000) The appropriation is based upon the current staffing level of the Geneva secretariat:     

Information Officer (P-4, 100%) Administrative Assistant (G-6, 80%) Secretary (G-4, 50%) Clerk (G-4, 50%) Accountant (Consultant)

Item 4.02 – Staff assessment (CHF 25,000) Staff assessment costs for the Information Officer for 2011. Item 4.03 – New York service contracts (CHF 1,000) This item covers a service contract for the services of a secretary on a casual basis (US$20 per hour). Item 4.04 – Telecommunications and IT services (CHF 12,688) This appropriation covers the cost of telephones, fax, mail, pouch charges and carriers. It also covers hiring a new Webmaster for the FICSA website (CHF 6,000). Item 4.05 – Supplies and materials (CHF 4,669) The appropriation is for normal office supplies and material for the Geneva office and includes the cost of printing business cards for the Executive Committee members, regional representatives and the FICSA Legal Advisor.

8 Item 4.06 – Geneva office rent (CHF 8,120) The appropriation is to cover the rent for the offices in Geneva. Item 4.07 - New York virtual office (CHF 8,072) This item includes rent for the virtual office in New York and storage costs for furniture, files and filing cabinets from the former Liaison Office. Unfortunately, free office space in New York has not been secured and therefore cannot be taken into consideration for the purpose of the budget. Item 4.08 - Computers and electronic equipment (CHF 8,120) The appropriation covers the possibility of renewing computer equipment and a change in the photocopier contract to include a colour printer. Item 4.09 - Bank charges (CHF 1,200) Charges are expected to continue at similar rates to 2011. Item 4.10 – Contingencies (CHF 2,000) This budget allows for any unforeseen expenditures apart from travel. Item 4.11 - Staff training (CHF 2,030) FICSA has not been charged for training through the UN. However, funds should still be allocated in case needed. Item 4.12 – Termination indemnity fund (CHF 11,042) This budget represents the amount needed to bring the Termination Indemnity Fund to the amount required; however, no expenditure is planned under this heading. Item 4.13 – Legal Defence Fund (CHF 0) No replenishment is foreseen.

9 Annex 2 2012 DRAFT BUDGET in Swiss Francs (CHF)

2011 Approved Budget 1

Price Adjust ment (*)

2012 Estimates at 2012 prices

Chapter One, FICSA representation

1.01

UN General Assembly

1.02

UNJSPB

1.03 1.04 1.05

ICSC (Sessions, Working Groups & Committees)

1.06

IASMN

1.07

External Relations & Contingency Travel Total, Chapter One

2

2012 Estimates at 2011 prices

6,325

9,740

1.5%

9,886

-

1,952

1.5%

1,981

HLCM

5,554

5,786

1.5%

5,873

HR Network

4,574

5,525

1.5%

5,608

37,057

45,807

1.5%

46,494

5,160

6,081

1.5%

6,172

11,000 69,670

15,000 89,891

1.5% -

15,225 91,239

Chapter Two, FICSA Council and ExCom

2.01

FICSA Council

41,825

29,461

1.5%

29,903

2.02

ExCom and regional activities

6,000

12,478

1.5%

12,665

2.03

FICSA Council overheads Total, Chapter Two

47,825

10,000 51,939

1.5% -

10,150 52,718

8,998

10,000

1.5%

10,150

-

20,000

1.5%

20,300

17,242

12,000

1.5%

12,180

-

15,000

1.5%

15,225

9,860

10,000

1.5%

10,150

-

6,000

1.5%

6,090

28,625 64,725

25,000 98,000

1.5% -

25,375 99,470

3

Chapter Three, FICSA services

3.01

Legal services to FICSA members

3.02

Regional workshops

3.03

Training for capacity building & staff reps.

3.04

Training on HR matters

3.05

Training on legal matters

3.06

Training on pension & social security matters

3.07

Training on salary matters Total, Chapter Three

4

Chapter Four, FICSA administration

4.01

Geneva staff costs

477,079

485,000

0.0%

485,000

4.02

Staff assessment

59,438

25,000

0.0%

25,000

4.03

New York service contracts

12,616

1,000

0.0%

1,000

4.04

Telecommunications & IT services

6,220

12,500

1.5%

12,688

4.05

Supplies and materials

4,620

4,600

1.5%

4,669

4.06

Geneva office rent

8,000

8,000

1.5%

8,120

4.07

New York virtual office

8,854

8,000

0.9%

8,072

4.08

Computer and electronic equipment

1,800

8,000

1.5%

8,120

4.09

Bank charges

1,100

1,200

0.0%

1,200

4.10

Contingencies

1,000

2,000

0.0%

2,000

4.11

Staff training

-

2,000

1.5%

2,030

4.12

Termination Indemnity Fund

-

11,042

0.0%

11,042

4.13

Legal Defence Fund Total, Chapter Four

580,727

568,342

-

568,941

Grand Total

762,947

808,172

-

812,368

* Source: IMF, World Economic Outlook 2012, page 187: Europe and USA

10 Annex 3 PROPOSED BUDGET FOR THE YEAR 2012 in Swiss Francs (CHF) INCOME Budget 2011 Income, Dues Receipts Current Year Receipts Previous Years Receipts Observers and Consults Receipts Associate and Special Status Income, Dues Income, Other Receipts, Bank Interest Workshops - External Participants Receipts, Other Total Income Loss/Gain on Exchange Rates Income, Other Total

Actual 2011

Proposed Budget 2012

650241 4433 7800 32624 769946

3000 20000 0 23000 (30000) (7000) 762946

695098

3468 16543 (2009) 18002 1099 19101 714199

799368

3000 20000 0 23000 (10000) 13000 812368

* Amount to be used for the calculation of Members'/Associate Members' contributions

*

11 Annex 4 MEETINGS & TRAVEL PROPOSED FOR 2012 in Swiss Francs (CHF) Estimated Budget Line

Venue

Dates

Attendee

Title/Topic/Purpose

UN General Assembly

Expenditure 9 740

New York

October

President

Liaison/advocacy on 5th Committee

3 891

New York

October

General Secretary

Liaison/advocacy on 5th Committee

3 891

New York

December

President

Liaison/advocacy on 5th Committee

1 958

Paris

2 July

FICSA Representative

Pre-sessional meeting

772

Paris

3-11 July

FICSA Representative

UNJSPB (59th session)

1 180

Madrid

15-16 March

President

HLCM (23rd session)

1 260

USA

September

President

HLCM (24th session)

2 263

USA

September

General Secretary

HLCM (24th session)

2 263

Geneva

21-23 February

General Secretary

HR Network (24th session)

Geneva

21-23 February

Information Officer

HR Network (24th session)

-

Geneva

21-23 February

President

HR Network (24th session)

1 000

USA

12-14 July

President

HR Network (25th session)

2 263

USA

12-14 July

General Secretary

HR Network (25th session)

2 263

Bangkok

27 February-9 MarchPresident

ICSC 74th session

6 016

Bangkok

27 February-9 MarchGeneral Secretary

ICSC 74th session

6 017

Bangkok

27 February-9 MarchResource person (1)

ICSC 74th session

2 964

New York

9-20 July

President

ICSC 75th session

5 677

New York

9-20 July

General Secretary

ICSC 75th session

5 677

Lisbon

23-26 January

FICSA Rep (M.Pace)

WG on Pensionable Remuneration (1st meeting)

1 866

Lisbon

23-26 January

FICSA Rep. (D.Neal)

WG on Pensionable Remuneration (1st meeting)

2 026

New York

April

FICSA Representative

WG on Pensionable Remuneration (2nd meeting)

2 263

New York

April

FICSA Representative

WG on Pensionable Remuneration (2nd meeting)

2 363

Rome

23-30 April

President

ACPAQ (34th session)

-

Rome

23-30 April

FICSA Representative

ACPAQ (34th session)

3 692

New York

June

FICSA Representative

Mid-Year review of ICSC Hardship DS

2 263

New York

November

President

Annual review of ICSC Hardship DS

2 363

New York

November

FICSA Representative

Annual review of ICSC Hardship DS

2 620

Bangkok

6 to 9 February

Vincenzo de Leo

16th session IASMN

3 104

New York

not yet known

Vincenzo de Leo

17th session IASMN

2 977

United Nations Joint Staff Pension Board

1 952

High Level Committee on Management

5 786

Human Resources Network

5 526

International Civil Service Commission

-

26 351

ICSC (working groups and ad hoc committees)

19 456

IASMN

6 081

External relations & contingency travel

15 000

FICSA Council

29 461 Copenhagen

11-19 February

M.Pace

65th FICSA Council

2 735

Copenhagen

10.18 February

MT C. de Beyssac

65th FICSA Council

3 108

Copenhagen

10-18 February

N. Sahab

65th FICSA Council

2 391

Copenhagen

12-18 February

G. Munoz

65th FICSA Council

2 760

Copenhagen

12-18 February

V.De Leo

65th FICSA Council

2 611

Copenhagen

12-18 February

J.B: Pambou

65th FICSA Council

3 685

Copenhagen

12-18 February

V. Allain

65th FICSA Council

3 485

Copenhagen

9-18 February

A. Gatti

65th FICSA Council

3 634

Copenhagen

11-19 February

P. Lillie

65th FICSA Council

3 170

Copenhagen

14-17 February

L. Fauth

65th FICSA Council

1 882

Copenhagen

11 February

M.Pace

Pre-council Meeting

354

Copenhagen

11 February

M.T. de Beyssac

Pre-council Meeting

354

Copenhagen

11 February

N. Sahab

Pre-council Meeting

354

Copenhagen

11 February

G. Munoz

Pre-council Meeting

354

Copenhagen

11 February

V. De Leo

Pre-council Meeting

354

Copenhagen

11 February

J.B. Pambou

Pre-council Meeting

354

Copenhagen

11 February

V. Allain

Pre-council Meeting

TBD

TBD

ExCom/Reg Reps

ExCom or regional activities

ExCom and regional activities

12 478

354 10 000