Antenna Offices management guide: UNESCO Representation in ...unesdoc.unesco.org/images/0016/001610/161094e.pdf · Antenna Offices Management Guide UNESCO Representation in Brazil

Antenna OfficesManagement GuideUNESCO Representationin Brazil

Document version: 1.0

Date of issue: 27th June 2008

BR/2008/PI/H/29

P R E F A C E

1. In line with the “One UNESCO” concept, the UNESCO Brasília Office and its Antenna Offices shallbe considered “One” and as such shall follow the same rules and regulations. The particular, nature ofUNESCO in Brazil operations demanded the elaboration of local guidelines providing clear definition of rolesand responsibilities, administrative and programming procedures to be followed and alignment within andbetween offices operations.

2. Such local guidelines are in compliance with the existing UNESCO policies and procedures as found inthe Medium term Strategy (C/4), the Biennial Regular Programme Budget (C/5), the AdministrativeManual and Circulars, Staff Regulations and Staff Rules as well as the Tables of Delegation ofAuthority and Accountability and can be accessed through the following guides:

a) Antenna Office Management Guide;b) Guide on Project Management Cycle (under elaboration); c) UBO’s Project Execution Guide (under revision); d) Table of Delegation of Authority and Accountability on Travel for the UNESCO Brazil staff (under elaboration)

3. The Antenna Office Management Guide is addressed to all Antenna and Brasilia Office staff. It presentsthe Antenna mandate and role as well as the procedures and practices that govern its day-to-day operationsaligned with the ones used by UNESCO Brasilia, but adapted to local conditions and requirements. It alsoincludes orientation on the office running cost budget planning, communication strategy, relationship withpartners and the Brasilia Office, Human Resource management and orientation on the office operations andcontrols. This guide also includes a Table of Delegation of Authority and Accountability for AntennaOffices presenting types of authority delegated and the correspondent accountability to ensure compliancewith UNESCO rules, policies, procedures and staff rules.

4. The Project Cycle Management Guide is addressed to all UBO Project Officers and Coordinators as atool for the negotiation, implementation and monitoring of cooperation activities of UNESCO in Brazil. Thisguide will present premises and values related to the cooperation rendered by UNESCO, as well as proceduresand the sharing of responsibilities and accountability throughout the process of developing and implementinga cooperation activity, be it a project or not. It also includes templates for these activities.

5. The UBO’s Project Execution Guide is addressed to all UBO coordinators, project officers and assistantsas well as to partners that participate actively on the project execution. It presents the administrative andfinancing rules to be applied during project execution, actors involved and their responsibilities, as well asdetailed procedures to be followed during the execution of a project (contract, payment and travel execution)and tools available for project execution and monitoring.

6. The Table of Delegation of Authority and Accountability on Travel for the UNESCO Brazil staffis addressed to the UNESCO Brasilia and Antenna Office staff. It presents types of authority delegated and thecorrespondent accountability to ensure compliance with UNESCO rules, policies, procedures and staff rules.

8. Since UNESCO is under constant evolution, those guides shall be regularly updated.

9. The most recent full version of these guides are available online on the UNESCO Brazil’s Intranet(http://intranet.unesco.org.br/).

Antenna Offices Management GuideUNESCO Representation in Brazil 3

http://intranet.unesco.org.br

Preface

Introduction..........................................................................................................................................................7

Part I – Antenna Offices mandate ...................................................................................................................9

1. Background Information ...............................................................................................................................92. The Antenna Offices mandate .....................................................................................................................93. The Antenna Offices role............................................................................................................................11 4. The UNESCO Brasilia Office role..............................................................................................................125. Antenna Office relations with state and local partner organizations...............................................13 6. Antenna Office overall results assessment ............................................................................................14

Part II – Antenna Offices Organization chart and relationship...............................................................15

7. Antenna Office structure and reporting line...........................................................................................158. Antenna Office coordinator........................................................................................................................169. Antenna Liaison Office................................................................................................................................1710. Advisory Group ...........................................................................................................................................17

Part III –Antenna Office Budget Planning and Financial Execution......................................................19

11. Funding of the Office .................................................................................................................................1912. Budget planning .........................................................................................................................................1913. Execution and monitoring of Office budget ..........................................................................................19 14. Petty Cash2 ....................................................................................................................................................015. Procurement and purchases ....................................................................................................................2016. Reimbursement of hospitality and courtesy expenses.......................................................................21

Part IV –Antenna Office Seed Money and FITOCA Generation...............................................................23

17. Seed money .................................................................................................................................................2318. FITOCA generation .....................................................................................................................................24

Part V– Communication Strategy ..................................................................................................................25

19. Press relations............................................................................................................................................2520. Use of UNESCO Logo .................................................................................................................................25

5Antenna Offices Management Guide

UNESCO Representation in Brazil

C O N T E N T S

6

Part VI – Management of Human Resources..............................................................................................27

21. Recruitment, selection contracting and dismissal of staff................................................................2722. Performance Evaluation............................................................................................................................2723. Antenna Office working hours and leave .............................................................................................2824. Control of leave and days worked..........................................................................................................2824.1. Leave planning .........................................................................................................................................2824.2. Leave Authorization.................................................................................................................................2824.3. Leave and attendance report ................................................................................................................2924.4. Annual leave entitlement........................................................................................................................29 25. Training.........................................................................................................................................................2926. Overtime .......................................................................................................................................................2927. Travel on Mission.......................................................................................................................................3028. Staff security ...............................................................................................................................................31

Part VII – Antenna Offices Operations .........................................................................................................33

29. Office Premises and security...................................................................................................................3329.1. Premises negotiation........................................................................................................................3329.2. Premises insurance ..........................................................................................................................3329.3. Premises security..............................................................................................................................33 29.4. Premises inviolability........................................................................................................................34

30. Use of regular, mobile and satellite telephones..................................................................................3431. Document filing, postal services and pouch ........................................................................................3532. Transportation .............................................................................................................................................3532.1. Persons authorized to use official vehicles........................................................................................35 32.2. Control over official vehicle use ...........................................................................................................3532.3. Control of official vehicle fuel consumption .......................................................................................3532.4. Official vehicle maintenance and parking...........................................................................................3532.5. Accidents with official vehicle and Insurance...................................................................................3632.6. Use of Taxi.................................................................................................................................................36 33. Use of business cards ...............................................................................................................................3634. Use of ID tag................................................................................................................................................3635. Uniforms .......................................................................................................................................................3736. Asset management.....................................................................................................................................3737. Maintenance and basic services............................................................................................................3838. Clipping and access to newspapers and magazines..........................................................................38

ANNEX 1 – Table of Delegation of Authority and Accountability for Antenna Offices ......................39ANNEX 2 – List of Acronyms

I N T R O D U C T I O N


The present guide has been developed to provide the Antenna and Brasilia Offices’ staff (i.e. UBO) orienta-tion and guidance on the Antennae mandate and role as well as on procedures and practices that govern themanagement of its operations aligned with the ones used by the UNESCO Brasilia Office. These guidelines arefundamental to help the Antenna Offices taking up all aspects of their delegated authority and accountability,as established in the Table of Delegation of Authority and Accountability for Antenna Offices (Annex 1).

The objectives of this guide are the following:• Provide better understanding on the Antenna Offices operations;• Harmonize and standardize administrative practices within Brasilia and Antenna Offices; • Improve synergy and interaction among Antenna and Brasilia Office staff;• Give clear orientation allowing a more efficient and effective execution;• Facilitate planning and implementation of the office activities;• Provide staff with a reference document which can also be used for training purposes.

Information contained in this guide is based on a range of inputs from the existing UNESCO norms andregulations, official reports, internal memos and internal consultations:

• UNESCO rules and regulations: the Administrative Manual and Circulars, Staff Regulations andStaff Rules, the Table of Delegation of Authority and Accountability;

• UNESCO 2006 Internal Audit (IOS) report on the Antenna Offices;• Executive Board documents and decisions: 175 EX/INF.6 and 175 EX/24;• Internal memoranda from the UNESCO Representative in Brazil (DIR/UBO) issued by means of letters.

The guide is structured around the following major themes:

1. Antenna Offices mandate;2. Antenna Offices organization chart and relationships;3. Antenna Office budget planning and financial execution; 4. Antenna Office seed money and FITOCA generation;5. Communication strategy;6. Management of human resources; and7. Antenna Offices operations

A comprehensive training programme with orientation established in this guide shall be provided periodicallyto all UBO staff aiming at strengthen their capacity.

Background documents and web sites mentioned on this guide underlined in blue are available atUNESCO’s Intranet (http://intranet.unesco.org.br).

http://intranet.unesco.org.br

Part I – Antenna Offices mandate


1. Background Information

The Brazilian Constitution of 1988 has provided the country with a decentralized public policyframework, in which the existing 27 states and 5.564 municipalities became responsible for thedelivery of basic education, health care and social assistance programmes to their population.Considering that several state and municipal governments lack the human capital and managerialrequirements needed to carry out these new responsibilities, opportunities for international technicalcooperation have become increasingly present at both local and regional levels.

In order to respond to such demands, UNESCO has developed in Brazil a decentralization strategybased on institutional presence at state level through a network of Antenna Offices. Besides bringingUNESCO’s principles and technical contributions to local governments, Antenna Offices may offerlocal private sector and civil society organizations the same international cooperation prospectspresented at Federal level by the UNESCO Representation in Brasília.

This decentralization strategy for Brazil has been set out in detail at the 175th session of theExecutive Board in 2006 (for further details, please refer to documents 175 EX/INF.6 and 175 EX/24).

2. The Antenna Offices mandate

The UNESCO Antenna Offices are decentralized organizational units that are an integral part ofthe UNESCO Brasilia Office (UBO). The main objective of Antenna Offices is to serve Brazil moreeffectively by responding to the specific needs and particular circumstances at the local, state andmunicipal levels while drawing full benefits from the wealth of knowledge, experience and ideasaccumulated or generated by the UNESCO Office in Brasília and by the Organization as a wholethroughout the world. They are also intended to ensure the active presence of the Organizationwithin the country along with other agencies and funds of the United Nations system.

Within this framework, the Antenna Offices operate under three main mandates, in line with theAntenna Office TAA (Annex 1) section Leadership& representation, programme planning, budgetingand implementation as well as section Programming and financial management of EXB resources:

(a) Priority setting and fundraising (both from public and private sectors) – local presenceprovides Antenna Offices with significant comparative advantages, like a deep understanding of thesocial, political and economical context in the field and a closer dialogue with key social actors. Itallows Antenna staff to identify relevant issues, propose new ways to address them and develop new

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international technical cooperation agreements, programmes or projects based on UNESCO’smandate and expertise.

This mandate includes, among others:

(a.1) Articulate with public and private sector entities, NGOs, international financial institutionsand other potential partners;

(a.2) Identify emerging priorities or opportunities related to one or more of UNESCO’s fiveprogrammatic areas;

(a.3) Develop partnerships within those programmatic areas and in accordance with UNESCO’sobjectives and priorities;

(a.4) Prepare new or review existing cooperation agreements and/or project proposals followingUNESCO’s guidelines, rules and regulations, in coordination with each concerned programmaticarea(s), Executive Office and Corporate Services;

(a.5) Mobilize the extra-budgetary funds required at state and municipal levels from public andprivate partners (in that sense, Antenna Offices should help ensuring the sustainability of UBOoperations, besides their own financial independence). This function should be developed vis-à-visAntenna Office’s and Brasilia Office’s work plans. All projects or initiatives should be in line with theStrategic Framework for UNESCO in Brazil, as well as the UCPD, the Medium Term Strategy (C/4) andthe Biennial Regular Programme Budget (C/5). Antenna Offices are expected to play an instrumentalrole for implementing these strategies, thus contributing to achieve UNESCO’s overall programmaticobjectives.

(b) Project management – Antenna Offices are fully responsible to implement and manage theprogrammes and projects signed with state or municipal partners mainly (but not exclusively) in theregion covered by each one of them, where there is a programme specialist for that sector in theOffice. Work should be carried out with technical reporting to the corresponding Brasilia OfficeProgramme Area Coordinator. For projects without a programme specialist in the Antenna Office, theimplementation is under Brasilia Office’s responsibility; however all communications with localauthorities or partners should be copied to the Antenna Office. All projects should be approved byUBO and HQ, following UNESCO’s rules and regulations.


(b.1) Implement approved work plans, executing the activities assigned to UNESCO and assistingproject partner executants on the execution of their responsibilities, thus ensuring an effectiveproject execution within the project’s timeframe;

(b.2) Receive and/or provide training or technical assistance on specific project issues to projectpartners and project executants;

(b.3) Provide inputs (human, financial or material resources) required for the project’s activities,in accordance with the approved budget;


(b.4) Monitor project execution at both technical and financial levels, including partner disburse-ments as agreed in the partnership agreement;

(b.5) Report to concerning areas at Brasília Office on project execution, difficulties and achieve-ments, taking the corresponding corrective actions whenever necessary;

(b.6) Assist the implementation of projects and activities handled directly by the Brasilia Office inthe states/municipalities covered by the Antenna, when requested;

(b.7) Assess and systematize project results in order to share lessons learned at local, nationaland international levels; organize the contents of books and publications;

(b.8) Disseminate information on UNESCO’s experiences in Brazil and abroad at the local level.

(c) Local representation of the Organization – as an integral part of the UBO, Antenna Offices areexpected to represent UNESCO at the state or municipal levels mainly (but not exclusively) in theregion covered by each of them, whenever necessary. This representation role should be performedaccording to UNESCO’s rules and regulations, as well as under the authority and direct supervisionof DIR/UBO, as described in the Table of Delegation of Authority and Accountability for AntennaOffices.


(c.1) Attend local conferences, seminars and workshops, either as a participant or a speaker, inhis/her field of competence;

(c.2) Prepare and deliver papers, texts, presentations, documents and reports;

(c.3) Respond to external requests for information and materials on UNESCO’s mandate (includ-ing, among others, the Strategic Framework, C-4 and C-5 documents), institutional positions, policiesand modus operandi (particularly towards partnerships);

(c.4) Act as a source for the media when requested by DIR/UBO or the press adviser at UBO;

(c.5) Strengthening and coordinating the articulation of UNESCO with think-tank institutions,universities, research centers and UNESCO Chairs

(c.6) Participate in knowledge networks, e.g. advisory boards, on behalf of UNESCO;

(c.7) Take part in meetings with stakeholders in order to provide information and technical inputsto decision-making processes related to UNESCO’s mandate.

3. The Antenna Offices’ role

By fulfilling their mandates, Antenna Offices are also expected to perform at the local level thesame set of five roles/functions developed by the Brasilia Office, according to the local technicalcapacity available. These roles are:

• Technical support (and some administration support) to local partners;

• Catalyst for local development cooperation acting as a broker to coordinate and support localpartners to work together on joint initiatives;

• Capacity development (e.g. project design, training materials development);

• Laboratory of ideas (e.g. for pilot projects with innovative design and/or approach);

• Clearing house for information (e.g. disseminating lessons learned from UNESCO’s and otherpartner’s social projects within and beyond the State, as well as international experience from otherUNESCO offices).

In addition to these roles, in the case of Antenna Offices special attention should also be given tothe function of advocacy, aiming local public policy development, as well as fundraising based onwork plans, as stressed in point (a.5) above.

4. The UNESCO Brasilia Office role

The Brasilia Office remains responsible for the overall operations of UNESCO in Brazil, in particular:

(a) Represent UNESCO at the national level in Brazil;

(b) Promote and advocating UNESCO’s ideals and objectives and disseminating them toGovernments, professional communities and the public at large;

(c) Promote the visibility of the Organization within the country;

(d) Anticipate issues in UNESCO’s fields of competence and formulating innovative approaches toaddress them;

(e) Analyse trends in the Organization’s fields of competence in Brazil to inform policies andactions both at local, national and global levels;

(f) Formulate and refine UNESCO strategies and work plans in Brazil, in line with theOrganization’s mandate, global strategies, principle objectives and comparative advantages as wellas with the inter-agency programming for Brazil (UNDAF document) and other joint United Nationsinitiatives, and coordinating country-wide initiatives, including awareness-raising campaigns;

(g) Assist federal authorities and local levels of government in states where no Antenna Officesexist as well as other stakeholders, to enhance and expand their capacities, in defining/refining poli-cies and strategies and in the identification and formulation of development projects in line with theOrganization’s mandate and programmes, and mobilizing extrabudgetary funds for their implementation;

(h) Act as broker for best practices and expertise in the Organization’s fields of competence;

(i) Promote South-South initiatives;

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(j) Set up and coordinate nationwide networks and clearing-houses and providing input to theOrganization’s networked global clearing-houses on innovative approaches and research in Brazil;

(k) Contribute to the United Nations country team activities, notably to the implementation of theUnited Nations Development Activity Framework (UNDAF) and other United Nations joint initiatives;

(l) Oversee the Antenna Offices by:

• Providing policy and executive direction;

• Approving their strategies and work plans;

• Approving extrabudgetary projects they develop (first at the early outline stage and subsequentlythe fully-fledged proposals) and signing corresponding agreements with partners following clear-ances from Headquarters and ABC;

• Ensuring distribution of resources among antennas from the Agency’s overhead earnings (PSC)on extrabudgetary projects in Brazil;

• Monitoring and evaluating their activities;

• Providing expert advice or reference (backstopping) as necessary;

• Providing other central service functions (management and development of human resources,financial management and control); and

(m) Overall reporting to Headquarters on all operations in Brazil, including those carried out by theAntenna Offices.

5. Antenna Office relations with state and local partner organizations

The relations of the Antenna Office with local government authorities and local project coordinatorsshould be cordial and supportive. However, the Antenna Offices should preserve their administrativeand decision-making independence in regard to such institutions. Furthermore, the Antenna Officeshould occupy its own independent physical space. In the event of situations arising that may leadto discomfort or friction, they should be reported to the appropriate sector of the Brasília Office, tothe Antenna Liaison Office and in more serious situations, to the DIR/UBO as well.

It is the responsibility of the Antenna Office regarding local partner organizations:

• To provide projects with the necessary support;

• To train project teams with support from relevant areas;

• To define, together with the partner, the terms of reference and the actions to be undertaken; toaccompany the activities being carried out;

• To keep Liaison, Programme and Administrative areas at the office in Brasília informed onproject developments;



• To control the flow of documents being processed between the partner and the UNESCORepresentation in Brasília through the Antenna Office; maintain a parallel filing system of documentshandled by the Antenna Office.

It is the responsibility of local authorities and partner project managers:

• To initiate execution, monitor and evaluate the activities provided for in the agreements;

• To propose any necessary modifications or adjustments and to prepare periodical progressreports in line with the guidelines provided by UNESCO.

• In addition, they should have their own location for administering the activities and keep controlover the documentation under their responsibility.

6. Antenna Office overall results assessment

The overall Antenna Offices’ results will be evaluated annually based on the fulfilment of theirmandates, roles and functions as mentioned in this Guide, as well as accomplishments in terms oftargets established in the annual activities work plan prepared and submitted by each AntennaOffice to Brasília. This results-oriented appraisal will be carried out by the Brasilia Office and even-tually by external evaluators/auditors. It should take into account, among other criterion:

• Contributions to UBO’s Strategic Framework;

• Achievements and lessons learned;

• Outcome of fundraising initiatives, including those with private sector;

• Contributions to the UN decentralization initiatives;

• Resource requirements;

• Compliance with UNESCO rules and regulations.

Guidelines for activities work plan preparation will be provided by the office in Brasília to theAntenna Offices.

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7. Antenna Office structure and reporting line

Each Antenna Office is composed of a minimum base team funded by UNESCO (FITOCA) assigned to carryout its programme and administrative activities. Additional staff may be financed by specific EXB projects and,as part of his or her tasks, contribute to the Antenna’s activities, in formal accordance with the project partner.

The structure of the Antenna base team is shown in the organization chart below:

The straight line in this diagram indicates the supervision and reporting relationship while the dotted lineindicate functional relations. It is important to note that the communication among areas is not limited by theselines and shall be applied in all vertical and horizontal levels whenever needed.

The Antenna Office coordinator reports directly to the DIR/UBO. Antenna Coordinators also shall keep adirect link to the Senior Liaison Officer (SLO) who will provide general orientation and guidance aiming forrationalization and coherence among the Antenna Offices’ action. Programmatic and institutional issues shouldbe dealt with in articulation with the corresponding Programme Area Coordinator(s), Executive Office andCorporate Services at the Brasilia Office.

All Antenna staff reports directly to the Antenna Office Coordinator for day-to-day operations. In case ofthe Antenna Office Finance and Administration Assistant, he/she has also a direct link to the DDIR/ CorporateServices for orientation and guidance in UNESCO’s norms and procedures.

Part II – Antenna Offices organization chart and relationships

DIR/UBO

DDIR/Corp.Serviceand Administrator Antenna Liaison

Officer

DDIR/Programme

AntennaCoordinator

Driver(whenever applicable)

Secretary

Finance andAdministration

Assistant

AdministrativeClerk

(whenever applicable)

Project Officer(1 or more)

Ant

enna

Offi

ceU

NES

CO B

rasi

lia

ProgrammeArea

Coordinators

8. Antenna Office coordinator

Antenna Office coordinators are the official representatives of UNESCO in their states and are thus inte-grally responsible for actions carried out locally, as well as accountable for any and every act carried out by theAntenna Office on behalf of UNESCO as established in the Table of Delegation of Authority andAccountability of the Antenna Office. They shall also follow the Standards of Conduct of theInternational Civil Service, which applies to all UNESCO staff. This document sets out clear rules onconduct at work and offers practical guidance in regards to procedures and relations with partner organizations.

Antenna Office Coordinators are responsible for ensuring fulfilment of the three mandates held by AntennaOffices (priority setting and fundraising, project management and local representation). In addition, they shoulddevelop their specific strategies and work plans, built on a results-based approach in accordance with guide-lines provided by the office in Brasília. They are also responsible for setting priorities for action based on theUNESCO Strategic Framework for Brazil, focusing on direct impact, high visibility type of actions and projects.

More specifically, Antenna Office coordinators are expected to:

• Promote and advocate UNESCO’s ideals and objectives and disseminating them to local levels of govern-ment, professional communities and the public at large;

• Foster technical cooperation among various local actors and develop new partnerships, identifying andformulating/supervising the elaboration of development projects in line with the Strategic Framework forUNESCO Operations in Brazil;

• Mobilize, execute and monitor the use of extrabudgetary funds for implementing these projects;

• Seek effective implementation of the Office’s activities and projects;

• Promote the visibility of the Organization at local level;

• Establish strategies, including fundraising strategies, and work plans aligned with the StrategicFramework for UNESCO Operations in Brazil;

• Assist local governments and other stakeholders to strengthen their capacities in defining/refining policiesand strategies;

• Contribute to the United Nations joint activities and initiatives at the local level;

• Manage efficiently the Antenna Offices’ human and financial resources, as well as premises and securityarrangements; and

• Report regularly on all programmatic, administrative and financial matters to the Brasilia Office, includingdifficulties and constraints encountered while undertaking their functions;

• Observe the code of conduct for international civil servants; and

• Comply with UNESCO’s rules and regulations.

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9. Antenna Liaison Office

A Liaison Office has been established within UBO to act as focal point for Antenna Offices, improving theflow of information and coordination among Antenna Offices and the Brasilia Office. The aim is to strengthenUNESCO’s decentralization strategy, by developing synergies and complementarities among the offices thatcould enhance their efficiency and effectiveness.

Currently, the Liaison Office is under the responsibility of a Senior Liaison Officer (SLO), who is in charge of:

• Ensuring efficient liaison between the Antenna Offices and UNESCO Brasília Office, both from adminis-trative and programmatic perspectives;

• Providing daily support, counseling and guidance to counterparts in Antenna Offices in any issue that mayrequire immediate solution, e.g. problem-solving;

• Liaising with other UN entities, particularly those which also have similar arrangements in state andmunicipalities (regional offices), in order to pursue joint UN activities and maximize/rationalize efforts,presence and resources;

• With support of DDIR/Programme UBO and programmatic units, contribute tor the designing of newproject initiatives, partnerships and cooperation arrangements;

• Regularly reporting to Antenna Offices, the office in Brasília and HQ the latest achievements performedby Antenna Offices and future trends related to the cooperation rendered by UNESCO in states and municipalities;

The SLO is a member of the Executive Office and, as such, reports directly to DIR/UBO, obtaining guidancefrom DDIR/Programme for programmatic issues or from DDIR/Corporate Services for administrative issues.

10. Advisory Group

Cross-cutting issues presenting a higher level of complexity and requiring extra coordination effortsmight be discussed by the ad-hoc Advisory Group (AG) before its submission for decision.

The objective of this group is to assist the DIR/UBO on decision-making process. More specifically the AGis responsible for:

(a) Identify common strategies and potential joint initiatives among the offices in Brasília and in the states;

(b) Improve coordination among different areas, thus strengthening inter-sectoral approaches; and

(c) Help build consensus among different areas and with the Antenna Offices.

The Advisory Group is part of the Executive Office and is formed by at least three members appointed byDIR/UBO. Whenever the DIR/UBO, DDIR/Programme UBO, Executive Office, Programmatic Area or AntennaOffice find it necessary, the AG could initiate an internal consultation process either by calling a meeting withthe parties involved to discuss the issue and/or gathering relevant information to brief the DIR/UBO priorhis/her decision.



Issues of interest for Antenna Offices can be channeled to the Advisory Group through the SLO; once arequest is presented, the SLO will take on the responsibility of calling up an AG meeting and inviting the par-ties to present their views; alternatively such meetings could be carried out by teleconference.

Once the Advisory Group has reached a conclusion, a final meeting is scheduled between the AG and theDIR/UBO for presenting and discussing the results of the consultation process.

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11. Funding of the Office

The Antenna Office’s core personnel1 and running costs will be provided from the UBO extrabudgetaryproject support costs earnings (via FITOCA) or from donations received from local Government (via AdditionalAppropriation to the Regular Programme). Whenever possible, additional costs will be charged against extra-budgetary projects under execution by the Antenna Office.

12. Budget planning

The proposed office budget work plan for the year should be drawn up together with the Antenna LiaisonOfficer and the Budget Unit of UNESCO Brasília and forwarded for approval by the DIR/UBO in November ofeach year for the following calendar year.

The Antenna Office budget work plan, describing activities to be carried out by the Antenna Office teamduring the year, is presented by General Ledger - GL specifying the nature of the expenditure and set forth:

Detailed activities planned for the period and resources needed (including the use of seed money);

Antenna Office running costs:

• personnel

• materials and facilities

• services

• maintenance

The office budget work plan shall be aligned with the Antenna Office annual activities work plan, whichdefines objectives and targets at the institutional and programmatic levels.

13. Execution and monitoring of Office budget

The Antenna Office coordinator is accountable for executing the approved Antenna Office budget incompliance with UNESCO norms and regulations, the UBO Project Execution Guide and orientation set forth inthe present Guide. In case of doubt arising during implementation of the office Budget where no clear instructionis set forth in these guides, the Antenna Office may consult the correspondent area within the UNESCOBrasilia Office

Part III –Antenna Office Budget Planning and Financial Execution

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It is imperative to ensure the parsimonious and rational use of the resources available in accordance withthe approved budget. It is worthwhile to note that by reducing its running costs, the Antenna Office iscontributing directly to improve its own sustainability. Furthermore, actions towards sustainable developmentshall be applied in the daily running of the Antenna Office, such as:

• reducing the number of documents printed;

• using digitalization of documents and/or their visualization, only printing them when strictly necessary;

• recycling paper and printer ink cartridges;

• encouraging staff to save electricity (e.g.: switching off computers at night, switching off lights and airconditioners when leaving the room);

• reducing Antenna Office car use to save fuel and cut emissions.

Continuous monitoring of the budget’s execution must be carried out. Thus, whenever needed, timely revi-sions could be requested either by the Liaison Office or by the Antenna Office Coordinator and submitted to theDIR/UBO for approval.

14. Petty Cash

A petty cash fund shall be established in order to meet minor items of expenditure such as postage, maildelivery charges, miscellaneous items of office supplies, messenger services. The following procedures mustbe observed in the establishment and operation of such a fund:

• The petty cash holder shall be defined by the Antenna Office coordinator. He or she shall be part of theAntenna Office core team and will be responsible for the proper use of these funds.

• A round sum of cash equivalent to USD 500,00 is deposited in a Visa pre-paid card and is put at the avail-ability of the petty cash holder. Funds shall be managed and withdrawn periodically by the card holder when-ever needed.

• Individual petty cash payments should not exceed the equivalent of US $50.

• Payments of advances, salaries, overtime and allowances should not be made from petty cash. Inaddition, it can not be used for the acquisition of non-expendable equipments.

• The petty cash holder is responsible to render accounts monthly of funds, adding invoice/receipts andsupport documents, submitting it to the UNESCO Brasilia Accounts Unit for analysis and approval.

Further information on the management of this fund is available at “Project Execution Guide”.

15. Procurement and purchases

Office materials, goods and maintenance services for Antenna Office use can be purchased by Antennaedirectly, without clearance from DDIR/Corporate Services, up to the amount of USD 2,500.00 - provided that the

item is included in the approved Office budget. However, the quoting conducted by the Antenna staff for thisacquisition shall have at least 3 proposals from reliable suppliers.

For purchases above USD 2,500.00, the process requires previous authorization from DDIR/CorporateServices and will be conducted by the Procurement Unit at Brasilia Office.

16. Reimbursement of hospitality and courtesy expenses

Authorization for expenditure on meals as part of internal events or representation events must be requestedin advance from the DIR/UBO who shall in turn, evaluate the request and authorize them if aligned with theorganization’s interests.

Hospitality expenses: costs of receptions and /or meals for UNESCO employees and their guests whendealing with matters of institutional interest.

Courtesy expenses: food and drinks provided during activities like training sessions and internal events. Themaximum amount that can be approved per event is USD 250.

Payment of such expenses should initially be made by the respective employee. Subsequently Form 517should be filled up. This form together with the list of names of persons entertained (with their institutionalaffiliation), approval from the DIR/UBO, the Payment Reimbursement forms (SP) and original documents shallbe sent to Unesco Brasilia Office for payment.

1 See “Base Team’, item 07



17. Seed money

As a key input to accomplish their mission, Antenna Offices are provided by UBO/Brasilia office with anannual budget under the heading of “seed money” exclusively for activities which are endowed with real poten-tial for originating or renewing partnerships of interest to UNESCO in the country.

The seed money envelope for each Antenna Office shall be kept under the exclusive responsibility of theAntenna Office coordinator who shall be responsible for the good use of these funds. In order to maximize fundsallocation, it is recommended that Antenna Office coordinators check upon the activities developed with seedmoney by other areas or Antenna Offices with the Liaison Office and/or programme coordinators.

The seed money shall be used for:

(a) Consultancies for project proposal or project document elaboration;

(b) Events or seminars where UNESCO and its Strategic Framework are addressed;

(c) Missions, meetings and other fundraising activities; and

(d) Publications or information materials that disseminate and promote UNESCO and its StrategicFramework.

Seed money could be used for the elaboration of project proposals or project documents; on the other hand,translation costs should be covered by project partners or, whenever possible, recovered from project budget,once it is approved. In that case, funds could be advanced by UBO under the FITOCA Translation Budget –633BRZ9002, upon formal approval from the SLO. Seed money cannot be used to hire permanent staff, only con-sultancies for product delivery.

The UNESCO Representation in Brazil together with programme area coordinators (ED, CLT, SC, SHS, andCI) and the Liaison Office will closely follow the use made of this resource. The concrete results of seminars,events, missions and other actions funded by such resources must be regularly assessed and are conditioningfactors for approving resources for the following year in addition to influencing the evaluation of the perform-ance of the Antenna Office coordinator.

A seed money monitoring table to follow-up all activities and assess its qualitative results shall be filledin periodically and submitted to the Liaison Office and UBO’s Budget Unit.

Part VI – Management of Human Resources


18. FITOCA generation

As previously mentioned, the Antenna Office’s running cost may be financed by project support cost (PSC)earnings of extrabudgetary projects (consolidated in FITOCA). It is therefore essential for the sustainability ofthe UNESCO’s decentralization strategy in Brazil that Antenna Offices and the office in Brasília are able to iden-tify and articulate new partnerships, as well as to renew current ones, thus generating sufficient resources tocover the running costs of each office and to improve the outreach of the technical cooperation provided byUNESCO within the country.

To avoid competition and stimulate cooperation and team work among Antenna Offices and the office inBrasília, fundraising results are to be assessed through a matrix model designed to consolidate at once bothprogrammatic and geographic outcomes.

According to this support cost policy, the totality of efforts carried out in a given state and a totality of PSCgenerated by new and on-going projects within that State are due to be considered as the result of the Antennasuch State is related to, regardless the location of the Project Officer or project implementation responsibility.Likewise, the totality of funds raised by projects related to a given Programmatic Area is also due to beconsidered as the result of that Programmatic Area, no matter if the projects are managed by the office inBrasília or Antenna Offices. The same rationale is applied for new projects and partnerships developed by aparticular Antenna Office in other States or at national level, regardless the location of the Project Officer - thesupport cost earnings generated will be simultaneously considered as part of the Antenna Office as well as theProgrammatic Area results. Joint projects and other particular cases will be dealt with by UBO onan individual basis.

This policy is based on the recognition that Antenna Offices are active extensions of the office in Brasília;that Antenna Offices have a role to play, even in those cases where the project is based in the office in Brasília;and that sustainability is a matter of collective concern, not only an objective to be pursued by Antenna Offices.

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19. Press relations

All actions involving relations with the Brazilian and international press are coordinated by theCommunication and Publication's Centre (CeCom) and executed by the Public Information Unit (Ascom) atUNESCO's Representation in Brasília. The office in Brasília undertakes the role of ensuring the high quality ofinformation from UNESCO disseminated in the media and certifies it is in line with UNESCO policy and priori-ties. It is Ascom's responsibility to establish a bridge between UNESCO and the press in order to respondpromptly to the demands of journalists, clear up doubts and supply the necessary clarifications.

To keep up the high levels of visibility and credibility UNESCO has in the press and public opinion, thefollowing instructions must be followed:

• Antenna Office coordinators must follow the orientations defined by CeCom in Brasília;

• All requests received from the media (newspapers, magazines, radio and television stations, electronicpublications, websites etc.) must first be reported to Ascom.

According to instructions from DIR/UBO, only the Antenna Office coordinator may give interviews and theyshall be limited to issues at State or municipal levels; DIR/UBO may also designate a specialist on specificthemes related to his or her field of activity for that matter.

Antenna Office coordinators must inform Ascom about any disseminated news items that affect UNESCO’sinterests.

The Antenna Offices must regularly forward to the Liaison Office and CeCom e-mail address [email protected], information on their activities and news items that can be publicized in the media and inUNESCO’s own communication system.

All material produced by Ascom (press releases, articles, speeches, electronic bulletins, UNESCO Newsetc.) is available on its site http://www.unesco.org.br/noticias/index_html/mostra_documento andshould be consulted by the Antenna Offices and passed on to those who seek information about UNESCO.

20. Use of UNESCO Logo

With the aim of guaranteeing the appropriate use of the UNESCO logo, which is its visual identity andcorresponds directly to the image of the institution, strict rules and regulations have been established forconceding the right to use it. Authorization for its use can only be granted by the UNESCO Representative inBrazil (DIR/UBO).

Part V– Communication Strategy

mailto:[email protected]

mailto:[email protected]

http://www.unesco.org.br/noticias/index_html/mostra_documento

In the case of requests for support and permission to use the UNESCO logo, the Antenna Office coordina-tor should request approval from DIR/UBO via UNESCO correspondent Programme Area Coordinator at UBOinvolved (ED, SC, CLT, SHS, CI) with a brief statement about the event, project, activity etc.

In case it is approved, the Antenna Office must request the file containing the appropriate format of the logofrom CeCom. The use of the UNESCO logo must necessarily undergo prior submission to the said two sectorsbefore the production of the respective material can be approved (see Annex 2 for additional informationregarding the use of the UNESCO logo for project products and materials).

A specific logo for the Antenna Offices, identifying the Office location, is also available at CeCom andshould be used for templates, materials and activities developed at the local level by the Antenna Office.

Further instructions regarding UNESCO’s visual identity are available through the electronic linkwww.unesco.org/en/graphics.

For internal and external letters sent as well as for internal communication at UNESCO, the followingtemplates shall be applied (please refer to the templates corresponding to your particular office, wheneverapplicable):

Letter (color heading);

Letter (black & white heading);

Fax slip;

Routing slip (for internal communication);

Memorandum;

Power-point presentations.

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http://www.unesco.org/en/graphics

21. Recruitment, selection, contracting and dismissal of staff

The hiring of new employees to work in Antenna Offices’ facilities, whether involving extrabudgetaryresources or regular programme resources, shall be submitted to DIR/UBO for approval. The recruitment andselection process will be conducted by the Human Resources Unit in Brasília; process should be open and com-petitive, based on the common criteria adopted by UBO.

As from 2007 the Service Contract - SC was adopted for the teams in place and Special Service Agreement- SSA for any new contract. Until further notice, no other type of contracts may be used.

Staff contracts are renewed periodically upon DIR/UBO authorization but are subject to a performanceevaluation made by the immediate supervisor of each employee. Another obligatory condition to be observedis fluency in one of the Organization’s working languages, English or French.

Dismissal of an employee shall be submitted to the DIR/UBO for approval. Upon confirmation of dismissal,the HR section in Brasília shall be informed for action.

22. Performance Evaluation

The performance of Antenna Offices’ coordinators and staff will be reviewed vis-à-vis the annual activitieswork plan and his/her contributions for the overall Antenna Office’s results. Antenna Offices’ Coordinatorsaccountability extends to representation, image, programme development and implementation in UNESCO’s allfields of competence, as well as human and financial management. For further details see Part II, Item 8.

In order to assess such individual contributions, a Performance Agreement Document should be elaboratedat the beginning of each biennium by each Antenna coordinator together with the Senior Liaison Officer (SLO);the Performance Agreement should be approved by the DIR/UBO to be used as evaluation reference. ThisAgreement should define clearly the outputs expected from the coordinators within the proposed timeframe. Amid-term assessment will be carried out at the end of the first year, by DIR/UBO with assistance of SLO, and afinal results-oriented evaluation will take place at the end of the biennium.

As for the remaining Antenna staff, a short version of the Performance Agreement Document will beused by the Antenna coordinator. Both standard and short versions are based on the Perfoweb forms, availableat the HQ Intranet.

In addition to the Performance Evaluation, which addresses primarily the results achieved, a one-page indi-vidual Evaluation Form should also be filled in for each staff by his/her immediate supervisor and has to bedelivered at the end of each contract, in order to have it renewed. Until further notice, the Performance



Part VI – Management of Human Resources

Agreement (Perfoweb) evaluation forms do not substitute the Evaluation Form for contract renewing purposes,therefore both should be filled in.

23. Antenna Office working hours and leave

UNESCO follows the working hours and holidays set out yearly in the official calendar established by UNagencies operating in Brazil through UNDP. It is composed of some official UN holidays and some Braziliannational holiday dates.

Since the Antenna Offices are part of UBO, the United Nations official calendar and working hours shouldalso be adhered. The UN official calendar shall be disseminated at the beginning of each year to all staff. Inrespect to working hours, the following timetable shall be applied:

Mondays to Thursdays from 8:30 am to 12:30 pm and from 2:00 pm to 6:00 pm

Fridays from 8:30 am to 14:00 pm.

In case of Brazilian National holidays not observed by the United Nations official calendar, it is the respon-sibility of the Antenna Office to negotiate with those responsible for them or the local authorities, free accesson such exceptional dates to the spaces where the office is located. This procedure has been adopted by theUNESCO Representation in Brasília which is accommodated in a federal building made available by theBrazilian Ministry of Science and Technology.

The eventual impossibility of having access to the Office - whether it be due to administrative restrictionsin the buildings where they are located or because of the suspension of basic services like electricity, airconditioning, cleaning or security - should be reported in advance to the UNESCO Representative in Brazil andto the Human Resources section so that office closure may be duly authorized. Such days however will beregistered as leave taken.

24. Control of leave and days worked

24.1. Leave planning

Staff members should plan their leave periods in advance. The Leave Planning document should be filledin and forwarded to UNESCO Brasilia’s Human Resources section every half-year for control purposes. It is theresponsibility of the Antenna Office to file a copy of such documentation.

24.2. Leave Authorization

All requests for annual leave or absence leave must be formalized by filling out the Leave Request orLeave of Absence request forms. The form must be signed by the employee and his/her supervisor and thenforwarded on a monthly basis to UNESCO Brasilia’s Human Resources section together with the Leave andAttendance Report. The Antenna Office must keep a copy of such documentation on file.

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In case of Antenna Office coordinators, annual leaves or leaves of absence should be approved by SLO (bydelegation of DIR/UBO).

24.3. Leave and attendance report

The Leave and Attendance Report must be filled out, registering all absences of Antenna Office employeesdue to medical leave, missions, annual leave, compensation etc. The said document must be signed by theAntenna Office coordinator and sent to UNESCO Brasilia’s Human Resources section on a monthly basis by thetenth working day of the subsequent month. The Antenna Office must keep a copy of such documentation on file.

24.4. Annual leave entitlement

Entitlement for annual leave must be respected taking into account the employee’s type of contract andduration of service. The rules to be applied are as follows:

Service Contract (SC) – two and a half days annual leave are granted for each completed month worked andthey should be taken during the period that the respective contract is in force. There shall be no monetary com-pensation for any contracted employee that fails to utilize his or her respective annual leave days within theperiod his/her contract is valid.

Special Service Agreement (SSA) - one day annual leave is granted for each completed month worked inthe case of contracts with duration of at least six months. Holiday leave should be taken during the period thatthe respective contract is in force. There shall be no monetary compensation for any contracted employee thatfails to utilize his or her respective annual holiday days within the period of validity of the contract. Contractsvalid for fewer than six months do not qualify for annual leave, although subsequent contract extensions whichbring the total service to at least six months qualify for one day of annual leave per completed month ofservice, available from the seventh month on.

25. Training

A survey of training needs should be submitted annually to UNESCO Brasilia’s Human Resources depart-ment. In turn, it shall consolidate all demands received from the Antenna Offices and the office in Brasilia andthen submit the proposal to the DIR/UBO for approval. Detail orientation and instruction will be forwarded bythe Human Resources Unit.

26. Overtime

The overtime - hours worked over and above the normal working hours - may be paid to employees inexceptional circumstances upon prior approval of DIR/UBO or DDIR/Corporate Services on the basis of awritten justification. Delegation is granted to Antenna Office coordinator to authorize driver overtime relatedto their official duties. This delegation shall be applied in a manner that meets the needs and interests of theorganization.



This benefit can only be granted to employees in the General Services category. Staff under supervisory ormanagement posts are not entitled to such benefit.

To that end it is necessary to fill out the overtime form, specifying the date, and time and a briefdescription of the work done. The form should be signed by the Antenna Office coordinator and submitted toUNESCO Brasilia’s Human Resources section together with prior approval for the overtime.

The overtime hours should be compensated for in the form of days off (compensatory time) taken by theemployee during the three months following the working of overtime. It is the responsibility of the AntennaOffice coordinator to monitor that compensation.

After three months, if compensation has proved impossible, the Human Resources section shall forwardinstructions to the Payroll section for the payment of the corresponding amount via the regular payroll or viaregular payment.

27. Travel on Mission

All missions undertaken by UNESCO employees must follows travel rules established in the UNESCOManual item 1500 and Administrative Circular 2260 dated 24 March 2005. The Table of Delegation ofAuthority and Accountability for UBO staff travel may also be used for consultation and guidance.

Some of the procedures to be followed are set out in brief as follows:

All mission travel needs to be included in the Antenna Office Quarterly Travel Plan and submitted forapproval of the DIR/UBO;

All Antenna Office employees must undergo the security training courses set out below in accordance withthe guidelines of the BFC – Bureau of Field Coordination and the UNDSS - UN Department of Safety andSecurity. Such training is obligatory for all UNESCO staff travelling on official missions and is available at theUNESCO Intranet site. Should there be any difficulty in accessing this site, a copy of the training programme inCD-ROM can be obtained from the Human Resources section in Brasília.

Basic Security in the Field Training Course

Advanced Security in the Field (ASITF) Training Course

UNESCO staff travelling to countries or regions classified in phases 1 to 5 of Security Phase are obliged toobtain a Security Clearance from UNDSS before the travel date (preferably one week before). They shouldprovide the following information: name, post, agency, itinerary, arrival time, departure time and the purposeof the mission. The Security Clearance form can be accessed at UNDSS webpage (https://dss.un.org/dssweb).Prior registration is required and can be done on-line by any UNESCO staff.

Travel Order – a TO should be filled in, signed by the traveller, by the supervisor, by a certifying officer andby the DIR/UBO. The DIR/UBO TO signature is not necessary if the mission is provided for in a Travel Planapproved by DIR/UBO;

30

https://dss.un.org/dssweb

UNESCO employees shall receive 100% UN per diem rate, whereas project consultants shall receive theamount budgeted for in their projects;

Travel Record – following the trip, a TR should be filled in and forwarded to the UBO Travel Unit, togetherwith a Mission Report, copy of the TO, boarding pass and the hotel invoice;

Eventual deductions against accommodation expenses not duly proven shall be calculated according to thepercentage established in the UNESCO daily expense rate tables;

Free transport between airport and hotel and hotel and airport provided by travel agency must be used formissions to Brasilia.

28. Staff security

All Persons employed by UNESCO and their eligible dependants shall take responsibility for their ownsafety and security, irrespective of their location of assignment by:

• Familiarizing themselves with information provided to them regarding the United Nations securitymanagement at their location;

• Completing the security training “Basic Security in the Field” and “Advanced Security in the Field” (fortravel, assignment or reassignment to a duty station in Phase I and above) and the subsequent refresher trainings;

• Receiving security clearance prior to travelling, when required and in accordance with prevailing DSS pro-cedures (i.e. ISECT);

• Being appropriately equipped for service at the duty station;

• Applying and complying with all security regulations and procedures at the duty station, whether on oroff duty;

• Providing the DDIR/Corporate Service/Security Focal point with updated personal information includingwhereabouts, changes in status of dependants;

• Comporting themselves in a manner which will not endanger their safety and security or that of others;



29. Office premises and security

29.1. Premises negotiation

Safe and suitable premises shall be provided to UNESCO by the relevant local governmental authorities, forthe activities of the Antenna Office, at no cost for UNESCO. These premises shall be considered inviolable, asper Article III, Section 5 of the Convention on the Privileges and Immunities of the Specialized Agencies.

In accordance with the UN General Assembly resolutions 44/211 of 22/12/1989 and 47/199 of 22/12/1992,whenever possible, UNESCO will make the necessary arrangements to establish common premises with otherUN agencies and bodies, in the spirit of “One UN”.

Exceptionally, this space may be rented and, whenever possible, the costs shall be covered by the relevantlocal governmental authorities.

Negotiations regarding the Antenna Office premises must be pre-approved by DIR/UBO and shall be donejointly with UBO’s Legal Officer and SLO.

29.2. Premises insurance

The Antenna Office space shall be covered by insurance against damage to real property and damage to orloss of non-expendable property for premises, equipment and furnishings.

The placing, reviewing and renewing insurance coverage shall be managed by DDIR/Corporate Services andmonitored by General Service area in Brasilia.

Any damage or loss identified by the Antenna shall be notified immediately to the DDIR/Corporate Servicesand SLO who will takes appropriate follow-up action with the insurers with a view to the settlement of theclaims.

29.3. Premises security

UNESCO shall provide to the Antenna Office security of personnel and assets by implementing securityaction as per BFC and UNDSS guidelines and instructions. In addition, the Antenna Office should follow therequirements established both by the security plan and MOSS (Minimum Operating Security Standards) forBrazil defined by UNDSS.

The Antenna coordinator shall maintain contact with the appropriate local authorities to obtain thenecessary protection for the Office and its staff. In case security services are not available, after due appraisalby UNDSS and authorization from UNESCO Security Focal Point, a private company may be contracted to pro-vide such services.



Part VII – Antenna Offices Operations

Any break-in, theft or other kinds of security-related incident within the office or involving any AntennaOffice staff must be immediately reported to UNDSS and the UNESCO Security Focal Point, currently representedby the DDIR/Corporate Services

29.4. Premises inviolability

The premises of the Antenna, as all other UNESCO premises, shall be inviolable and are protected by theConvention on Privileges and Immunities (Dec. 52.288/63). Considering that the premises shall be immune fromsearch, requisition, confiscation, expropriation and any other form of interference, whether by executive,administrative, judicial or legislative action, no “oficial de justiça” shall be admitted at the Antenna’s premiseand no judicial notification from them shall be received, based on the Section 5 of the above mentionedConvention. It is advisable, in such cases, to provide the “oficial de justiça” a copy of the Convention.

30. Use of regular, mobile and satellite telephones

All regular and mobile telephone services contracting for the Antenna Office use, including addition and/orcancelation of new phone lines, shall be managed by the Brasilia General Service unit.

Each Antenna Office shall have one or more regular telephone lines, depending on the size of the office. Inaddition, the Antenna Office coordinator and the driver are entitled to use an official UNESCO mobile tele-phone.

Telephones are provided essentially for the official calls of the Organization. They should not be used forprivate incoming or outgoing calls except in cases of urgency. Furthermore, UNESCO telephones cannot receivereverse-charge calls.

Therefore the cost of private calls to other states or countries should be deducted from the employee’ssalary. The following procedure for salary deduction and telephone invoice payment should be adopted:

• When receiving the telephone bill, the person responsible for exercising this control shall identify anyprivate calls made and their respective costs;

• The private calls form should be filled in and signed by the employee that used this service;

• This form with the deductions to be made should be forwarded to the office in Brasília together with thetelephone company invoice (SP + supporting document);

• The UBO’s Accounts Payable section shall forward the document to the Payroll section to carry out therespective deductions.

• The satellite phone shall be used on in emergency situations, in case no other communication means areavailable.

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31. Document filing, postal services and pouch

Antenna Offices are required to keep on file copies of all official and relevant correspondence and docu-ments exchanged with the office in Brasília and project partners regarding ongoing projects, contracts oragreements.

The forwarding of correspondence between Antenna Offices and UNESCO in Brasilia is done twice a weekthrough pouch. Whenever needed, regular or express postal services (e.g.: Sedex, DHL) may also be used. Incase of postal costs related to extrabudgetary projects execution, amount shall be debited against the projectsthat originated them.

32. Transportation

32.1. Persons authorized to use official vehicles

In principle all UNESCO employees of the Antenna Office, Brasília office, headquarters or from other filedoffices are authorized to use official transport to attend official events if there are vehicles and drivers available.

The transport authorized refers exclusively to the journey from the UNESCO office to the venue of the meetingor event and back to the office. Transport from the airport to the hotel and from the hotel back to the airportcan only be authorized for UNESCO employees on missions.

UNESCO official cars shall be driven only by UNESCO drivers or someone from the UNESCO base teamdesignated by the Antenna Coordinator.

Authorized drivers shall comply with the Brazilian rules and legislation related to traffic, including therespect to traffic agents and traffic blitz while driving UNESCO official cars.

32.2. Control over official vehicle use

Control must be exercised over the use of vehicles by means of the daily updating of the Vehicle logbook. The following information shall be monitored by the designated driver: date, driver name, passenger,times, car mileage and itinerary.

At the beginning of each month, a copy of the log book with the registering of transportation done onprevious month shall be sent to the General Service area in Brasilia for monitoring.

32.3. Control of official vehicle fuel consumption

A pre-paid fuel card is decentralized to each Antenna Office for the refuelling of official vehicles. Reportscontaining refuelling data and average fuel consumption rates can be obtained through the internet and addi-tional information can be obtained from the General Service unit at Brasilia.

32.4. Official vehicle maintenance and parking

Periodic maintenance of the vehicles under the responsibility of each Antenna Office must be carried out inaccordance with the recommendations of the car’s manual. Services should be carried out by a duly authorizedfranchised dealer.



When the vehicle is not being used for official purposes, at night, or over the weekends, it should be keptin the garage of the building where the office is located. Should there be no space available then a privateparking space should be rented for the exclusive purpose of parking the official vehicle.

32.5. Accidents with official vehicle and Insurance

All official UNESCO vehicles must be insured. Insurance is to be renewed every year by the General Servicesunit at the UNESCO Representation in Brazil.

In case of accidents or incidents involving the vehicle like theft, collisions (traffic accidents in general) orother harmful acts practised by third parties the Antenna Office shall report to the local police and obtain to thedocumentation needed for insurance purpose. This situations must be immediately reported to the GeneralServices unit , DDIR/Corporate Services and the SLO.

32.6. Use of Taxi

The use of taxi services is allowed for official purpose in the following conditions: (a) in case the AntennaOffice is not covered by an official car or (b) whenever an official vehicle is not available (being used by otherstaff, car maintenance, etc).

The Antenna Office together with UBO’s Procurement Unit may define a local taxi company to render servicesto the office whenever required. Whenever needed, the Antenna Office Coordinator may authorize taxi trans-portation use through voucher approval or any other control mechanism established with the local taxi compa-ny. At the end of the month, a lump sum payment shall be made directly to the supplier.

Exceptionally, payment for taxi fare may be done directly by staff. For those cases, upon the presentationof a receipt, justification and proper approval of the Antenna Office Coordinator, the staff will be reimbursed.Reimbursement can be done directly into the staff account through the issuing of a SP or using petty cash funds.

33. Use of business cards

UNESCO Administrative Circular no 2182 establishes that the right to use the official UNESCO business cardis held by Professional staff members only. The cards should present the standard UNESCO format and the num-ber of copies of cards allocated to an individual staff member shall not exceed 300 per annum.

Exceptionally the DIR/UBO has authorized the issuing of official business cards to the Antenna Office coor-dinators and Project Officers contracted through FITOCA funds. The demand for the printing of cards should besent to UNESCO’s General Services Department in Brasília together with the relevant employee information.

34. Use of ID tag

An identification tag will be made available to all employees. The use of this tag is obligatory insideUNESCO facilities and it should follow the layout approved by the DIR/UBO.

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The General Services unit in Brasília is responsible for producing and distributing these tags. Wheneverneeded, the Antenna Office shall send their demands to this area. In case of staff dismissal, the Antenna Officeis responsible to receive back the staff tag and return it to the General Service unit.

35. Uniforms

The use of official UNESCO uniforms will be provided by UNESCO to drivers and receptionists/telephoneoperator. Uniforms shall conform to the following specifications:

• use of the UNESCO official colours, navy blue and white,

• embroidered with UNESCO logo.

The demand of uniforms should be sent to UNESCO’s General Services unit in Brasília.

36. Asset management

The objective of Asset Management is to achieve the best possible efficiency from the assets by ensuringmaximum use of the resources by proper care and maintenance during the life cycle of the property andproper disposal in the interests of the Organization.

The Local Property Survey Boards (PSB), was established in UNESCO Brasilia office to manage allUNESCO Brasilia and Antenna property. The Chairperson of the Board, currently represented by DIR/UBO, isauthorized to make decisions and/or recommendations, as advised by the members of the Boards and asrequired in order to maintain the property inventory of the office in a well-managed manner.

The Assets shall be managed property as follows:

(a) Initial registration of all newly procured or arrived properties through SICOF Web and SIW,

(b) Proper recording of loans of assets to custodians under UBO General Service responsibility in SIW,

(c) Regular conduct of a physical inventory (at least annually), as well as random checks under responsibilityof the General Service unit, however support from Antenna staff may be required. The check shall be done bya person other than the one responsible for the initial registration of the asset or involved in the procurementprocess of the same.

(d) Follow-up on information concerning maintenance of the assets, under Antenna Office responsibility,

(e) Decision on disposal of assets at the end of their serviceable lives (retirement) or in the event of assetloss/damage is under responsibility of the Local Property Survey Board - PSB. Any change shall be uploadedin SIW.



37. Maintenance and basic services

Some Antenna Offices are housed in local government buildings and consequently may benefit from thelocal maintenance and basic services such as:

• Premises cleaning services including cleaning material;

• Premises basic maintenance (public basic services such as light, water, etc)

• Equipment maintenance (printers, computers, air conditioners, etc)

• Drinking water, coffee and tea including glasses and coffee cups and or disposable cups;

Those Antenna not covered by these services are authorized to purchase or subcontract these services.

38. Clipping and access to newspapers and magazines

UNESCO, jointly with other agencies of the UN system, has a daily electronic clipping system to trackUNESCO information appearing in newspapers and TV channels all over the country. This clipping is availableto all UNESCO staff. Access to this facility can be obtained by contacting the Bureau of Public Information, whowill provide a personal identity code.

In addition, the Antenna Offices are authorized to have one local newspaper and one magazine with nationalcirculation subscription to follow up subjects of interest to UNESCO.

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ANNEX 1 – Table of Delegation of Authority and Accountability for Antenna Offices

Adaptation of Appendix 1F of UNESCO MANUALAUTHORITIES AND ACCOUNTABILITIES - DELEGATED BY UBO TO ANTENNA OFFICESLEADERSHIP & REPRESENTATION, PROGRAMME PLANNING, BUDGETTING AND IMPLEMENTATION

CATEGORY TYPE of AUTHORITY ASSIGNMENT OFAUTHORITY

ACCOUNTABILITY (For each authority there isaccountability to ‘ensure compliance with UNESCO rules,

polices, procedure and staff rules’)

Leadership inAntenna Office

Representation inAntenna Office

1. Lead the UNESCOAntenna Office operations

2. Represent UNESCO withinthe State and Programmepartnership to help facilitateUNESCO’s missions with thehost State government,United Nations agencies,international institutions,media, civil society, non-government organizations,etc.

- Coordinator of theAntenna Office

-Effective and efficient management of the office’s opera-tions and resources -Correct application of organizationalpolicies and procedures –Effective leadership and team-based management of office staff towards UNESCO pro-gramme goals which include effective supervision of allstaff in the office in performing their tasks, fostering goodstaff relations and development of a spirit of cooperationand teamwork -Securing values and sharing ethical integri-ty –Identification in coordination with HR Unit at BrasiliaOffice of staff training and development needs to improvetheir performance -Effective functioning of internal controlwithin the office to protect UNESCO resources includingensuring implementation of audit/evaluation recommenda-tions and timely reporting of possible wrong doing or irregu-larities in the office to relevant divisions/sectors in HQ -Efficient and effective maintenance of office premises,equipment and other resources -Accurate and timely report-ing of the office’s performance, achievements and activities,including difficulties and constraints, as well as State con-text (politics, economy, etc.) to Brasilia Office -Effective andefficient UNESCO collaboration with the local representa-tion of the UN system, including the introduction of mecha-nisms for improved UN collaboration.

- Prepare or oversees the preparation of the Antenna Officeannual activities planning and budget work plan in line withthe UBO orientation.

-Maintain close liaison with UNESCO Brasilia Office in orderto stimulate the interchange of ideas and ensure effectiveprogramme coordination in the fields of UNESCO’s compe-tence -Primary channel for communication, consultation,and maintaining effective relations between UNESCO andthe local State, with particular reference to the planning andexecution of programmes cooperation between UNESCOand the host State -Effective dissemination of information onUNESCO’s policies, programmes and activities to the localState covered by the Antenna, National Commission, UNagencies, international institutions, media, civil society, non-government organizations, etc. including effective and effi-cient media relations under the guidance of Ascom and/orDIR/UBO. – Guarantee the proper use of UNESCO logo.

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3. Host State Agreement

- Preserve the Antenna administrative and decision-makingindependence in regard to the host state.

-Increase of the profile of the education, science, culture,communication and information issues within the area cov-ered by the Antenna

-Ensure that UNESCO interests are respected in every wayand that the agreement is prepared based on draft proposedby UBO Executive Office and UBO/LO.

- Support DIR/UBO and UBO/LO on the negotiation of hostState Agreement;–Ensure the monitoring of the implementa-tion of the host State commitment as stated in the agree-ment.

Development ofBienniumProgramme andBudget (C/5)

Development ofWork plans

4. Provide early input onlocal State needs and vision

5. Support the developmentof FO work

6. Supportplans

7. Achievement of expectedresults


-Ensure that, within the framework of DG’s and ADG’sinstructions and of DIR/UBO, DDIR/Programme and UBOProgramme Coordinators orientations, inputs are obtainedfrom States and other stakeholders in the State covered bythe Antenna -Ensure that the inputs are analyzed and appro-priate recommendations made to DIR/UBO and UBOProgramme Coordinators.

- Contribute with UBO Programme Coordinators on thepreparation of work plans (activities and resources) foractivities to be developed in order to produce outputs, orresults, that will contribute to the results of upper levels ofprogramming.

- Provide leadership in implementing the work plans underthe responsibility of the Antenna

-Monitor the implementation of those projects and reportsin SISTER - Accurate and timely assessment, evaluationand reporting on results. - Achievement of expected resultsof the element he/she is responsible for (e.g. activity), asagreed upon and indicated in SISTER - -Accurate and time-ly assessment, evaluation and reporting on results

Planning and imple-mentation of OfficeRunning CostsBudget

Implementation ofthe Antenna SeedMoney Budget

8. Support the planning ofthe Antenna work plans

9. Support implementationof the activity

10.Implement seed money


- Contribute with UBO Budget Unit on the preparation of theyear Office Running Cost budget work plans (activities andresources) and its revision.

- Provide leadership in implementing the Office RunningCost work plan of the Antenna. The Antenna Office coordi-nator is accountable for executing the approved AntennaOffice budget in compliance with UNESCO norms and regu-lations, the UBO Project Execution Guide and orientationset forth in this TAA.

- Upon approval of UBO seed money budget for theAntenna, provide leadership in implementing activitieswhich are endowed with real potential for originating orrenewing partnerships of interest to UNESCO in the coun-try.

- The Antenna Office coordinator shall be responsible forthe good use of these funds. In order to maximize fundsallocation, it is recommended that Antenna Office coordi-nators check upon the activities developed with seedmoney by other areas or Antenna Offices with the LiaisonOffice and/or programme coordinators. He or She is alsoaccountable for executing funds in compliance withUNESCO norms and regulations, the UBO Project ExecutionGuide and orientation set forth in this TAA.

-Monitor its implementation and results by filling up moni-toring tables to be submitted to the DIR/UBO.

PROGRAMMING AND FINANCIAL MANAGEMENT OF EXTRABUDGETARY RESOURCES






Identifyextrabudgetaryresources

11. Identify and draft proj-ects within the Area cov-ered by the Antenna,


- Contribute with UBO Programme Coordinators on thepreparation of EBP project work plans (activities andresources) to be developed in order to produce outputs, orresults, that will contribute to the results of upper levels ofprogramming.

- Identify emerging priorities or opportunities related to oneor more of UNESCO’s five programmatic areas. Developpartnerships within those programmatic areas and in accor-dance with UNESCO’s objectives and priorities;

-Formulate project proposal -Ensure concurrence of thepotential beneficiary on the overall scope of projects andvarious administrative terms should be sought before pres-entation of the proposal (adm.manual 545.6) -As much aspossible, the project proposals, including their correspon-ding budget estimates shall be presented in the standardformats.

-Ensure overall compatibility with substantive and regionalpriorities indicated by donors and their criteria for approvingprojects for funding -Ensure that the established standards(forms, standard unit costs for budget calculation etc.) areused in the project proposal

-Ensure that programme substance is in line with UNESCOglobal priorities and strategies

Register/recordproject details inUNESCO systemand monitoring ofexecution

12. Solicit fund

10. Monitoring Project sig-nature, registering andimplementation

13. Submit financial report todonor

14. Elaborate together withdonor, Project progress/implementation report


-Ensure that all UNESCO rules and procedures that lead tothe signing of the agreement by DIR/UBO have been fol-lowed

- Ensure that release of funds, as stated in the project agree-ment, have been fulfilled

-Ensure that project details are recorded accurately and ona timely basis in SICOF/FABS and that the information isupdated regularly to reflect developments andresults/outputs -Ensure that the project is contributing toexpected outputs -Monitor developments -Ensure that infor-mation in the financial report, elaborated by Brasilia OfficeAdministration based on information received from BOC,accurately represent all financial transactions related to theproject and conformity of expenditures vs. project agree-ment -Ensure that the information in the progress reports,achievement including results is accurate -Ensure thatreport is complete i.e. contains all items as agreed in theproject agreement. -Ensure timely submission of report tothe donor -Ensure that all activities were completed or oper-ationally terminated -Ensure all obligations are liquidated -Ensure final financial report and project implementationreport have been completed and sent to donor

Overall FinancialControl

15. Overall Financial Control -Maintain effective and adequate internal control in man-agement, receipts and disbursement of office funds, i.e.monitor the budget and expenditures, establishing andmaintaining a system of records and controls to ensure thatobligations and/or payments remain within the limits of thebudgetary allotments for the year concerned

- No financial authority functions - authorizing, certifying,approving functions – is currently delegated to the AntennaOffice. However, Antenna Office staff shall:

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- Ensure proper use and administration of the funds placedat the disposal of Antenna office -Ensure that the amountallotted to incur obligations and to expend funds is made upto the limit specified for each particular activity, in accor-dance with the approved work plans - Ensure that the obli-gation is raised for the office’s activities to support theachievement of programme/operational objectives, in linewith the approved work plan and available funds as allotted-Ensure that the corresponding service (deliverables) hasbeen received, in terms of quantity and quality, as per legaldocument (e.g. contract, purchase order)

-Ensure that the receipt of service is certified -Ensure thatinvoice submitted for payment is original invoice, that thecalculation is correct (quantity, unit cost, total cost, andother charges, if any), no previous payment was madeagainst the same invoice; invoice is attached with propersupporting document (certified receipt of deliverable, origi-nal legal document)

HR MANAGEMENT




Antenna OfficePersonnel contract-ed under (SSA/SC)

16. Request contracting ofnew staff and propose TOR-Term of Reference

17. Approve post creationand TOR

18. Selection Process:

- Advertise post

- Short-list

- Recommendation


- DIR/UBO

HR/UBO

-Ensure that the posts are needed to achieve the office’sprogramme objective and that the existing resources areefficiently utilized. -Ensure that the main duties and respon-sibilities of the post are complete, clearly stated and in linewith the approved post description, and other necessaryinformation required in the TOR information is properly com-pleted and that the qualifications required for the post areappropriate for the duties and responsibilities of the post.For programme posts, there is a need to consult the relevantUBO Area Coordinators.

-Ensure that the request for post creation is fully justifiedand that funds are available

-Ensure that the advertisement contains accurate informa-tion as stated in the job description - Advertises locally andprepares recommendations

-Ensure a competitive, transparent and objective short-list-ing process to obtain the most qualified candidates in theshortlist. -Ensure that the process is in accordance with theUNESCO rules and procedures to secure the highest stan-dards of efficiency, competence and integrity. -Ensure thatthe short-listing process includes the evaluation of theapplicants against the pre-established criteria for the post -

-Ensure that the most suitable candidates are recommend-ed and that the basis or justification for the recommendationis clearly explained in writing.

Staff Managementin Antenna Office

19. Assess Antenna Stafffor Contract Extension;


- Ensure that the Standards of Conduct of the InternationalCivil Service are being applied by all staff.

-Ensure that the terms of employment and the conditions ofservice are in line with the provisions of the administrativecirculars regulating these contracts - Ensure that the condi-tions under the contract are met.



- Ensure that all staff contracted are assessed upon conclusionof contract and that the proposal for contract extension fully jus-tified are send for DIR/UBO approval, via HR unit in Brasilia Office.

-In consultation with HR/UBO, identify training needs toassist a particular group of staff to perform their jobs andthat the training results will contribute to the achievement ofthe programme objectives and submit to DIR/UBO approval,via HR unit in Brasilia Office.

-Ensure that overtime is incurred only upon proper justification andwritten approval by DIR/UBO or DDCS/UBO. Delegation is grantedto the Antenna Office coordinator to authorize driver overtime;

- Make sure that there is a real need to work in excess of the nor-mal working hours. (Admin. Manual 2315.6) -Ensure that the over-time hours do not exceed the maximum limit of overtime as perestablished policy. – Ensure monitoring of overtime compensation.

- Each of the assigned staff supervisor has the followingaccountabilities: approve and ensure that leave is grantedand taken according to UNESCO policies and proceduresthat are established for each particular type of contract

- Each of the assigned staff prepares jointly with its supervi-sor performance targets and objectives, and evaluatesresults obtained periodically. Supervisor shall ensure thatthe statement on the achievements of the staff reflectsaccurately actual achievements. He/She may also ensurethat the analysis of the performance is objective and fair.

TRAVEL MANAGEMENT




Travel Planning 24. Prepare travel plan of allAntenna office staff


-Ensure that the purpose of the travel is related to theachievement of the office’s programme/operational objec-tives or to support the achievement of the UNESCO pro-gramme/operational objectives and that the Antenna Travelplan is submitted to DIR/UBO approval.

- Send Signed Travel Plan to the Travel Unit.

Undertake Travel 25. Prepare travel order –for official mission

26. Approve travel order


- Staff supervisorand

Certifying Officer

- Ensure timely issuance of travel order

- Ensure that the purpose of the travel is related to theachievement of the office’s programme/operational objec-tives or to support the achievement of the UNESCO pro-gramme/operational objectives

- Ensure that fund obligation has been raised to cover for thetravel costs

- For those missions provided for in the Travel Plan signed bythe UBO/DIR, ensure that the Travel Order is signed by thetraveler, the supervisor and the Certifying Officer. Any mis-sion not provided for in the Travel Plan must have the TravelOrder signed by UBO/DIR.

Evaluation of Travel 27. Certify mission report - Staff supervisor - Ensure that the mission has been undertaken per author-ized purposes as stated in the travel order

- Ensure that travel was undertaken and that support docu-ment was properly received and sent for analysis of the UBOTravel Unit within the time limit (maximum of 30 days afterthe completion of the mission).

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Acquisition up toUSD 2,500

28. Approve the acquisitionrequest

- Coordinator of theAntenna Office orthe Finance and AdministrationAssistant

-Ensure that acquisitions are related to the achievement ofthe office’s programme/operational objectives or to supportthe achievement of the UNESCO programme/operationalobjectives and it is aligned with the budget work planapproved for the Office. Direct single source procurementapplies for values less than USD 2,500. Value for moneyhave to be ascertained, therefore at least 3 quotes shall beobtained to identify best supplier price.

Acquisitions overUSD2,500

29. Approve the request forcontract

28. Select contract

DDIR/CorporateService

UBO ProcurementUnit

-Ensure that the purpose of the contract is related to theachievement of the office’s programme/operational objec-tives or to support the achievement of the UNESCO pro-gramme/operational objectives and it is aligned with thebudget work plan approved for the Office

-Ensure that a transparent and objective process in compliancewith UNESCO policies has led to the selection of contractor

-Ensure that appropriate funds have been committed andobligation is available

-Ensure that the interest of UNESCO is protected.

Receive the deliver-ables CertifyInvoice

30. Certify receipt of deliv-erables and certifyinvoice30. Certify receipt ofdeliverables and certifyinvoice

- Coordinator of theAntenna Office orthe Finance andAdministration

Assistant

-Ensure that the deliverables stated in the contractual doc-ument have been provided and received, and correspondwith quality and quantity specified in the contract -Ensurethat the quantity and specification of the deliverables in theinvoice agrees with the certified statement of receipt of thedeliverables -Ensure that the invoice calculation is correctand that the payment terms agree with the contractual doc-ument - In the invoice, confirm in writing and sign that goodsor services were delivered as agreed. Insert paymentinstruction in SICOF Web (SP document), sign electronicallyand send this document together with invoice to theAccounts Payable unit in Brasilia.

CONTRACT MANAGEMENT (incl. Procurement)

GENERAL ADMINISTRATION / FIELD STAFF SAFETY AND SECURITY




Office Premises 31. Negotiate with localState in kind donations (Office Premise)

32. If not possible, leasingof Premise

- DIR/UBO andAntenna Coord., Antenna Coord.,and SLO

LO/UBO

DIR/UBO

- Coordinator of theAntenna Office,DDCS/UBO, LO/UBOand SLO

- DIR/UBO

In case of in kind donations:

- Ensure negotiations with local state government.

- Ensure identification of premises and that the property issuitable in terms of location, staff safety, etc

- Ensure consultation to relevant sectors/divisions in HQ:BFC and LA for legal issues

- Ensure signature of agreement

In case of Leasing:

- Ensure identification of premises and that the property issuitable in terms of location, staff safety, etc

-Ensure that the cost is reasonable for the local market andthat budget funds are available;

- Ensure that UNESCO interests are protected

- Ensure signature of contract



Non-expendableProperty

33. Administer non-expend-able inventory

- Coordinator of theAntenna Office orthe Finance andAdministrationAssistant

- Maintain up-to-date inventory list of UNESCO property.

-Safekeeping, maintenance and proper use of equipment;

-Support the General Service Area of Brasiliacarrying out ayearly physical inventory of non-expendable property.

- Recommend to the Local Property Survey Board – PSB dis-posal of assets at the end of their serviceable lives (retire-ment) or in the event of asset loss/damage.

Office VehicleOffice telephonesOffice ComputerAll other officeequipment

34. Administer the officevehicle

35. Administer the use ofoffice telephone

36. Administer the use ofoffice computer

37. Administer the use ofthe office equipment andproperty

- Coordinator of theAntenna Officeand/or the Financeand AdministrationAssistant

-Safekeeping, maintenance and proper use of office vehicle,taking action in the event of loss of, damage to the vehicle –In case of accidents or incidents involving the vehicle liketheft, collisions (traffic accidents in general) or other harm-ful acts practised by third parties report to the local policeand obtain to the documentation needed for insurance pur-pose, report to the General Services unit , DDIR/CorporateServices and the SLO.-Maintain up-to date logbook of vehi-cle use and ensure the use of the vehicle for official purpos-es only - Take the necessary action to ensure cost effective-ness and efficiency in using the office vehicle – Designatedrivers to use UNESCO official cars.

-Safekeeping, maintenance and proper use of office tele-phones -Ensure monitoring on the use of office telephone forpersonal use by office’s staff and management.

-Safekeeping, maintenance and proper use of office com-puter

-Safekeeping, maintenance and proper use of office equip-ment and property.

-Ensure that the office equipment and property are properlyinventoried and not used for personal purposes

- Report to UNDSS and the UNESCO Security Focal Point onany break-in, theft or other kinds of security-related incidentimpacting the office asset. In addition, report to the localpolice, obtain to the documentation needed for insurancepurpose and inform the General Services unit ,DDIR/Corporate Services and the SLO

- Keep the Local Property Survey Board (PSB) informed inthe event of asset loss/damage.

Staff Security 38. Implement and coordi-nate Prevailing securitymeasures

- Coordinator of theAntenna Officeand/or the Financeand AdministrationAssistant

- Ensure adequate security conditions of the Antenna staffand their dependants within the inter-organizational fieldsecurity arrangements set up by the Office of the UNSecurity Coordinator (UNSECOORD), under the overallresponsibility of the Designated Official for Security and/orUNESCO Security Focal point, and in compliance withUNSECOORD instructions

-Ensure full and complete compliance by his/her staff withall security-related instructions

-Consult, assist and collaborate with the Designated Officialfor Security on all matters concerning security and theimplementation of the Security Plan including evacuationarrangements and Minimum Operating Security Standards –MOSS and compliance with both

-Report promptly to the Designated Official/ UNESCOSecurity Focal point all security related incidents

-Assist staff members traveling on mission to the duty stationin obtaining required security clearance, whenever applicable.

46

AG Advisory Group

Ascom Public Information Unit

CeCom Communication and Publication's Centre

CIP Consultant and Project’s Information Centre

DDIR/Corporate Services Deputy Director for Corporate Services

DIR/UBO UNESCO Representative in Brazil

DDIR/Programme UBO Deputy Director for Programme

EO Executive Office (of the DIR/UBO)

FITOCA Funds in Trusts for Overhead Costs Allocation

HQ UNESCO Headquarters (Paris, France)

IOS Internal Oversight Service (located at UNESCO Headquarters)

PBS Local Property Survey Boards

PSC Project Support Costs (“overhead”)

SA Contracting Request

SIW Web Integrated Solution(Solucão Integrada Web)

SP Payment Request

SLO Senior Liaison Officer

SPD Ticket and Per Diem Request

TO Travel Order

TR Travel Record

UBO UNESCO Brasilia Office (as for the UNESCO representation in Brazil)

UCPD UNESCO Country Programme Document

UN United Nations

ANNEX 2 – List of Acronyms

Documents

Antenna Offices management guide: UNESCO Representation in ...unesdoc.unesco.org/images/0016/001610/161094e.pdf · Antenna Offices Management Guide UNESCO Representation in Brazil