Major programme 175. Internal Administration
Summary of 1998-99 proposals and comparison with previous biennium (including funds from other sources)
| SUBPROGRAMMES | REGULAR BUDGET 1998-99 (IN US DOLLARS) | OTHER SOURCES 1998-99 | ||||||||
| WORK-YRS/MTHS | STAFF COSTS | OTHER COSTS | TOTAL RESOURCES | WORK-YRS/MTHS | STAFF COSTS | OTHER COSTS | TOTAL RESOURCES | |||
| P | GS | P | GS | |||||||
| BUILDING | 2/00 | 32/00 | 4,009,728 | 9,018,090 | 13,027,818 | - | - | - | - | - |
| INTERNAL AND SECURITY SERVICES | - | 74/00 | 9,745,023 | 2,882,000 | 12,627,023 | - | - | - | - | - |
| TRAVEL SERVICES | - | 6/00 | 688,320 | - | 688,320 | - | - | - | - | - |
| OFFICE PURCHASING AND SUPPLY | 2/00 | 20/00 | 2,633,088 | 3,544,690 | 6,177,778 | - | - | - | - | - |
| TECHNICAL COOPERATION EQUIPMENT PROCUREMENT AND SUBCONTRACTING | - | - | - | - | - | 6/00 | 1/00 | 1,130,784 | 12,690 | 1,143,474 |
| RECORDS MANAGEMENT AND COMMUNICATIONS | 4/00 | 44/00 | 5,725,056 | 2,577,745 | 8,302,801 | - | - | - | - | - |
| PROGRAMME MANAGEMENT AND SUPPORT | 6/00 | 6/00 | 2,006,384 | 503,971 | 2,510,355 | 2/00 | - | 338,688 | - | 338,688 |
| 1998-99 TOTALS | 14/00 | 182/00 | 24,807,599 | 18,526,496 | 43,334,095 | 8/00 | 1/00 | 1,469,472 | 12,690 | 1,482,162 |
| 1996-97 TOTALS | 20/00 | 194/00 | 27,315,060 | 19,293,280 | 46,608,340 | 5/06 | 10/00 | 2,078,592 | 14,116 | 2,092,708 |
175.1. The function of this major programme is to provide central administrative services, with a view to ensuring satisfactory working conditions for the Office and administering the headquarters building and the Organization’s other property effectively and economically. The quality of the logistic and administrative services provided by this major programme is a determining factor in the productivity of the Office as a whole and affects the working conditions of the staff, as well as the physical security of all those using the ILO headquarters building. The responsibilities of the major programme currently cover the following functions at headquarters, as well as policy guidance in respect of parallel activities decentralized to the field:
(a)
operation and maintenance of the headquarters building, including the management of contracts for the maintenance and repair of technical installations for the provision of heating and air-conditioning, as well as the operation of the building management system;
(b)
management of contracted Office services, including security, headquarters catering and cleaning;
(c)
arranging official travel and related documentation and shipments and overseeing the ILO’s in-house travel agent’s activities;
(d)
procurement, supply and inventory of furniture, fixtures, stationery and other supplies for headquarters and external offices, as well as equipment procurement and subcontracting for technical cooperation projects;
(e)
management of headquarters and field office telephone systems, as well as correspondence and maintenance of the relevant files and records, including archives; and
(f)
contracting for and administration of insurance, supervision of ILO field office premises and liaison with local authorities.
175.2. There is a net decrease of some $3.3 million in real terms in the level of resources proposed for this major programme in comparison with the biennium 1996-97. Continuous efforts to rationalize and streamline the services provided have achieved a net reduction of 6/00 Professional work-years and 12/00 General Service work-years, and some $882,000 in other costs.
Building
175.3. This subprogramme covers the running costs of the headquarters building. With the ageing of the ILO headquarters building, maintenance operations for its upkeep demand greater attention. A continuing programme of preventive maintenance is required in order to avoid deterioration, which would imply costly repairs in the future. The unit responsible for these operations comprises a team of technical support staff which, inter alia, supervises the work undertaken by outside contractors for the maintenance of the building. Overall, there is a reduction of 2/00 Professional work-years and some $440,000 under non-staff costs under the Building subprogramme resulting from the revision of maintenance contracts and a reduction in specific operational work. The table overleaf sets out the resources required for general operating costs.
Internal and security services
175.4. This subprogramme covers: internal mail distribution, Office vehicles and drivers, services related to the provision of meeting rooms, the cleaning of the building, security, the scheduling of tours of the building by visitors, fire and general safety measures, and the adaptation of office space to meet changing requirements.
| 1996-97 US dollars |
1998-99 US dollars |
|
| Current upkeep | 776 910 | 956 030 |
| Spare parts | 373 075 | 362 070 |
| Supplies and material | 522 290 | 396 550 |
| Maintenance contracts | 3 753 985 | 3 497 410 |
| Specific maintenance work | 761 240 | 439 650 |
| Utilities (water, electricity, fuel oil) | 3 268 750
|
3 366 380
|
| TOTAL | 9 456 250 | 9 018 090 |
175.5. The 37 positions for which provision is made under this subprogramme include guards for the security control centre, night security, fire detection and parking duties, as well as messengers, drivers and receptionists and the officials responsible for the administration of meeting rooms and offices. A reduction of 2/00 Professional and 6/00 General Service work-years has been achieved by streamlining the services provided under this subprogramme.
Travel services
175.6. With the assistance of the designated in-house travel agent, arrangements for the authorized travel of officials, experts, Governing Body members and participants at ILO meetings are made under this subprogramme. The subprogramme also covers the transport of household and personal effects resulting from the recruitment, transfer and repatriation of officials and experts, as well as customs clearance and related matters.
| 1996-97 US dollars |
1998-99 US dollars |
|
| General operating expenses Freight and cartage | 75 450 | 55 000 |
| Rental and maintenance of equipment and motor vehicles | 1 056 250 | 886 500 |
| Miscellaneous services and supplies (laundry, uniforms, overalls, etc.) | 205 800
|
142 190
|
| Subtotal | 1 337 500 | 1 083 690 |
| Stationery and office supplies | 860 000 | 730 000 |
| Acquisition of furniture and equipment | 814 530 | 891 000 |
| Expendable computer supplies | 675 000 | 610 000 |
| Computer hardware and software, including software licence fees | 230 000
|
230 000
|
| Subtotal | 2 579 530 | 2 461 000 |
| Total | 3 917 030 | 3 544 690 |
Office purchasing and supply
175.7. The functions of this subprogramme include the purchase, storage, distribution and maintenance of office furniture, equipment, stationery and other goods and supplies, as well as the management of the inventory system. The subprogramme is also responsible for non-expendable equipment in external offices and the provision of the equipment required at meetings outside Geneva. Computerized procedures for the procurement of supplies and equipment, developed over recent years, ensure that stock levels are efficiently maintained. The non-staff resources of some $3.5 million for this subprogramme include an allocation for the renewal of office furniture. The subprogramme’s resources, other than staff costs, are as shown above.
Technical cooperation equipment procurement and subcontracting
175.8. The objective of this subprogramme is the cost-effective procurement and delivery of equipment and subcontracted services in support of the ILO’s technical cooperation programme, in accordance with the ILO’s Financial Rules and procurement guidelines. The activities covered by the subprogramme include participation in the Inter-Agency Procurement Services Office (IAPSO) in order to ensure that ILO procedures and guidelines are consistent with United Nations procurement policies and practices. Close cooperation is maintained with the Turin Centre in order to assist in conducting training courses in equipment procurement management. This subprogramme is financed entirely from Programme Support Income.
Records management and communications
175.9. This subprogramme covers telephone, cable, facsimile, telex; the dispatch of outgoing mail through the post or by diplomatic pouch; the sorting, registering, indexing and routing of incoming mail, cables and telexes; and the maintenance of central filing and ILO archives. A reduction of 2/00 Professional and 4/00 General Service work-years has been achieved through the rationalization of operations.
Programme management and support
175.10. In addition to programme management, this subprogramme is also responsible for making the necessary arrangements with the United Nations and the Swiss authorities for the holding of the International Labour Conference. The reduction of 2/00 General Service work-years is a result of the absorption of the insurance administration function by the Travel services subprogramme.