Major Programme 220. Relations, Meetings and Document Services
Summary of 1998-99 proposals and comparison with previous biennium (including funds from other sources)
| PROGRAMME | TITLE | WORK-YEARS/MONTHS | U.S.DOLLARS | ||||
| PROFESSIONAL | GENERAL SERVICE | STAFF COSTS | OTHER COSTS | TOTAL RESOURCES | |||
| 220.1 | DEPARTMENTAL MANAGEMENT | 6/00 | 10/00 | 2,244,720 | 159,455 | 2,404,175 | |
| 220.2 | OFFICIAL RELATIONS | 19/00 | 16/00 | 9,578,056 | 149,000 | 9,727,056 | |
| 220.3 | OFFICIAL DOCUMENTATION | 80/01 | 15/00 | 15,652,432 | 570,000 | 16,222,432 | |
| 220.4 | DOCUMENTS PRODUCTION AND DISTRIBUTION | 24/00 | 196/00 | 27,586,160 | 5,174,193 | 32,760,353 | |
| 1998-99 TOTALS | |||||||
| REGULAR BUDGET | 129/01 | 237/00 | 55,061,368 | 6,052,648 | 61,114,016 | ||
| OTHER SOURCES | - | - | - | - | - | ||
| 1996-97 TOTALS | |||||||
| REGULAR BUDGET | 136/00 | 269/00 | 61,280,669 | 6,152,744 | 67,433,413 | ||
| OTHER SOURCES | - | - | - | - | - | ||
220.1. The functions of this major programme are the servicing of all ILO conferences and meetings, including the timely production of documents (translation, typing, printing and distribution), the provision of interpretation services of good linguistic quality in all relevant languages and the maintenance of official relations with member governments. As part of the economy measures approved by the Governing Body in November 1995, it was decided to transfer the Printing and typing programme and the Distribution subprogramme from major programme 180 (Editorial and document services) to this major programme in order to improve the planning and delivery of document production by placing the entire process within a single operation.
220.2. The resources for this major programme have been reduced by some $6.3 million in real terms as compared with the biennium 1996-97. Under the Official relations programme, there is an economy of some $213,000 in consequence of the reorganization of the internal interpretation services, which will not affect the quality or level of the interpretation services provided. The provision for freelance interpretation for the Governing Body, sectoral and other technical meetings has been reduced by a total of $889,000 as a result of the decision of the Governing Body to hold fewer sectoral and other technical meetings each biennium. However, this economy is offset by the addition of some $178,000 , covering the cost of additional interpretation, in order to respond to the increasing need for additional sittings of Governing Body committees, for meetings of certain committees more often than previously envisaged, for a significant increase in group meetings, and for recurring meetings of working parties of the Governing Body. Under the Official documentation programme, the resources have been decreased by some $2.8 million (7/11 Professional and 9/00 General Service work-years and some $430,000 under other costs) as a result of the rationalization and computerization of the language services. There has been a reduction of some $2.9 million (22/00 General Service work-years and some $345,000 in other costs) under the Document production and distribution programme as a result of the rationalization of the text-processing, printing and distribution functions. This reduction is offset by an increase of 2/00 Professional work-years to administer the outsourcing of some typing and printing work.
220.1. Departmental management
220.3. Provision is made under this programme for the director of the department, secretarial and administrative support. In view of the potential for productivity improvements and cost reductions through the use of new technologies, provision is also made for a central document management service, consisting of a specialist in organization and methods, a systems developer and a computer technician, as well as $135,500 for external consultancy and equipment. In addition, this programme is responsible for the administration of the central mailing list for the Office as a whole (previously under programme 180.2, Publications).
220.2. Official relations
Organization and servicing of meetings
220.4. The main function of this subprogramme is to coordinate the arrangements for all ILO meetings and to organize and service the Conference and the Governing Body and its committees. Its responsibilities include: organizational arrangements; the convocation of participants; the provision of secretarial services; protocol services; the processing of resolutions; and administrative services for delegates to ILO meetings and conferences.
Interpretation services
220.5. Provision is made under this subprogramme for interpretation services for all ILO meetings, except the Conference and regional meetings (for which provision is made under major programmes 10 and 30). Provision is also made for short-term support staff, such as committee secretaries and operators, for all meetings except the Conference, regional meetings and sectoral meetings (for which provision is made under major programmes 10, 30 and 100).
Official correspondence
220.6. The work of this subprogramme includes the drafting, editing and translation of official communications to governments and to members of the Governing Body, as well as other official correspondence for the Director-General. It is also responsible for producing the Official Bulletin.
220.3. Official documentation
Language services
220.7. The main functions of this programme are to edit, translate and revise in English, French and Spanish and also, as the case may be, in Arabic, Chinese, German and Russian, all reports, documents, abstracts and other texts required for the Conference, the Governing Body and other meetings convened by the Governing Body. Additional functions include the translation of articles and notes for the International Labour Review, the translation and editing of major reports, such as World Employment, and the translation of various other documents, including circulars, replies to ILO questionnaires and materials received in languages other than English, French or Spanish.
Terminology and reference
220.8. The work of this subprogramme includes the provision of referencing, documentation and terminology support for the linguistic staff of the programme and of other major programmes.
220.4. Document production
and distribution
Text processing
220.9. The work of this subprogramme includes the provision of text-processing services in seven languages for the Conference, the Governing Body and other meetings convened by the Governing Body. Text-processing and, in some cases, page make-up services are also provided for periodicals, non-periodical publications and various other documents published by the Office. A new responsibility of this subprogramme is the prospection and training of candidates for secretarial positions throughout the Office. In order to cut costs, external typing services will be used where appropriate.
Internal printing
220.10. The work of this subprogramme includes the in-house reproduction of the documents referred to in the preceding paragraph.
External printing and proof-reading
220.11. The work of this subprogramme includes arranging for the external printing of reports submitted to the Conference and other meetings, and of other ILO publications and documents. Its activities include: copy preparation and proof-reading in various languages; the provision of technical advice and the setting of standards for typographical presentation, layout and formats; the establishment of technical methods and procedures to facilitate the use of ILO computer databases for the purposes of photocomposition; and the quality control of printed material produced by external printers.
Distribution
220.12. The work of this subprogramme includes the reception, registration, warehousing, stock-keeping, archiving and dispatch of all documents and publications, an information service on available publications and documents, and document distribution facilities during meetings.