Folder - 4 Module - OSCE

OSCE - GENERAL MISSION GUIDE

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TABLE OF CONTENTS

Chapter Page

FOREWORD ..........................................................................................................1

INTRODUCTIONPurpose ......................................................................................................

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HOW TO USE THE GENERAL GUIDE FOR MISSION MEMBERS..............2

MISSION MEMBERS........................................................................................................Categories of staff in a Mission.......................................................................4

1. Seconded Mission members (secondees)..............................................................42. Fixed-term staff.....................................................................................................43. Local staff..............................................................................................................44. National Professional Officers (NPOs).................................................................45. Other .................................................................................................................46. Nationals of neighbouring countries......................................................................4

RIGHTS, OFFICIAL DUTIES AND ARRIVAL..................................................51. Job positions, titles and chain of authority............................................................52. Arrival of new internationally recruited Mission members...................................53. What to bring.........................................................................................................54. Vaccination............................................................................................................65. Red OSCE identification cards..............................................................................76. Privileges and immunities.....................................................................................77. Code of Conduct....................................................................................................88. Taxatio .................................................................................................................89. Family relationship................................................................................................910. Dependants............................................................................................................9

Entitlements – conditions of work....................................................................91. Salaries .................................................................................................................92. Board and lodging allowance (BLA).....................................................................93. Hazard pay.............................................................................................................94. Normal working week and compensation for overtime......................................105. Leave ...............................................................................................................106. Telephone calls....................................................................................................127. Insurance..............................................................................................................128. Medical evacuation..............................................................................................13

Working environment.....................................................................................13

Staff development..........................................................................................141. Performance Appraisal System...........................................................................142. Extension of Contract..........................................................................................153. Training...............................................................................................................15

COMPENSATION FOR LOSS OF PERSONAL EFFECTS..........................16

Separation from the Mission..........................................................................161. Termination of appointments...............................................................................162. Resignation..........................................................................................................163. Disciplinary action...............................................................................................164. Separation procedure...........................................................................................175. Hand-over procedure...........................................................................................176. Certificates of Service.........................................................................................17

Gender issues...................................................................................................17

1. Action Plan for Gender Issues.............................................................................18Contact points....................................................................................................

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SECURITY AND SAFETY ISSUES..............................................................................25THE FIVE PRINCIPLES OF PERSONAL SECURITY..................................25

Security is a state of mind.............................................................................25

General rules.....................................................................................................25

Areas of risk ..................................................................................................26(a) Physical attack.......................................................................................26(b) Kidnapping/hostage taking....................................................................26(c) Robbery.................................................................................................26(d) Threats (telephone calls, letters, etc.)....................................................26(e) Others.....................................................................................................26SECTION 6. SECURITY AND SAFETY AT HOME......................................26

Section 7. Always be prepared..................................................................27

Section 8. Security of documents..............................................................27

Section 9. Staying in contact.....................................................................28

Section 10.Driving.........................................................................................28 (b) Accidents or breakdowns.......................................................................28(c) Checkpoints...........................................................................................29Section 11.Mines...........................................................................................29

Section 12.Radios.........................................................................................29

Section 13.Hostage incidents........................................................................29(a) Capture...................................................................................................30(b) Transportation and or/consolidation of the situation.............................30(c) Confinement..........................................................................................30(d) Termination...........................................................................................30Section 14.Contact point...............................................................................30

CHAPTER IV. REPORTING AND MISSION LIAISON IN THE OSCE SECRETARIAT

Section 1. Mission Reports........................................................................31

Section 2. Contact points...........................................................................31

CHAPTER V. SECRETARIAT SITUATION ROOM.....................................................SECTION 1. THE KEY FUNCTIONS OF THE SITUATION ROOM..............32(a) To provide a 24-hour facility able to respond to “silent hours”

inquiries/emergency situations..............................................................32(b) To co-ordinate all medical evacuations (MEDEVAC) from field

operations...............................................................................................32(c) To maintain comprehensive, accurate, and up to date information on all

OSCE field activities.............................................................................32(d) To assist in the distribution of Mission reports.....................................33Section 2. Contact point............................................................................33

CHAPTER VI. MEDIA GUIDELINES FOR OSCE MISSION MEMBERS...................Section 1. General guidelines....................................................................34

Section 2. Contact point............................................................................34

CHAPTER VII.LEGAL ASPECTS....................................................................................Section 1. Legal Adviser............................................................................35

SECTION 2. CONSULTATION WITH THE OSCE LEGAL ADVISER..........35(a) Contracts................................................................................................35(b) Memorandum of Understanding............................................................35(c) Legal status............................................................................................35(d) Personnel Issues.....................................................................................35(e) Claims....................................................................................................35(f) Insurance matters.......................................................................................Section 3. Clearance.................................................................................35

Section 4. Intervention...............................................................................36

SECTION 5. CONTACT POINT........................................................................

CHAPTER VIII. FINANCE ISSUES............................................................................Section 1. Finance Services......................................................................36

Section 2. Cash Management...................................................................37

Section 3. Operating Bank Accounts.........................................................37

SECTION 4. OSCE UNIFIED BUDGET PREPARATION.............................39

Section 5. Budget 2000.............................................................................40

Section 6. Contact points...........................................................................40

CHAPTER IX. INTERNAL AND EXTERNAL AUDIT..................................................Section 1. Audit activities...........................................................................41

SECTION 2 GUIDELINES FOR MISSION MEMBERS................................41

Section 3. Contact point............................................................................42

CHAPTER X. INFORMATION TECHNOLOGY...........................................................SECTION 1. INFORMATION TECHNOLOGY IN THE OSCE......................43(a) IT operations and responsibilities..........................................................43

(b) Mission IT facilities...............................................................................44SECTION 2. IT INFRASTRUCTURE INFORMATION,.................................44

SECTION 3. SUMMARY OF IT POLICIES AND STANDARDS....................45(a) Electronic data interchange...................................................................45(b) Internet use............................................................................................46(c) Computer workstation Software............................................................46Section 4. Dos and Don’ts for IT................................................................47(a) Do..........................................................................................................47(b) Do not........................................................................................................Section 5. IT support and training..............................................................48(a) Manuals, Mission IT staff and colleagues.............................................48(b) Financial systems support in Vienna.....................................................48(c) IT Help Desk Facilities..........................................................................48(d) Training.................................................................................................48(e) IT points of contact................................................................................48

CHAPTER XI. COMMUNICATIONS..............................................................................SECTION 1. GENERAL COMMUNICATIONS GUIDELINES.......................49

SECTION 2. ....COMMUNICATION SERVICES AND EQUIPMENT IN OSCE MISSIONS 49

SECTION 3. RIGHTS AND RESPONSIBILITIES OF THE MISSION MEMBERS – USERS OF COMMUNICATIONS EQUIPMENT AND SERVICES 49

SECTION 4. HOW TO USE THE DIFFERENT TYPES OF EQUIPMENT INSTALLED AND OPERATED AT THE OSCE OFFICE..............................50(a) Telephones.............................................................................................50(b) Fax machines.........................................................................................50(c) Cellular/mobile (GSM) phones.............................................................50(d) Iridium phones.......................................................................................50(e) Secure phones........................................................................................51(f) Satellite phones......................................................................................51(g) VHF/UHF radios and networks.............................................................51(h) HF radios and networks.........................................................................52(i) Satellite C/GPS systems........................................................................52SECTION 5. USEFUL TIPS WHEN USING COMMUNICATIONS EQUIPMENT.................................................................................................52

Section 6. Contact point............................................................................52

CHAPTER XII.THE PROCUREMENT SYSTEM............................................................Section 1. Basic principles.........................................................................53

Section 2. Procurement Requests.............................................................53

Section 3. Contact point............................................................................54

CHAPTER XIII. LOGISTICAL SERVICESSection 1. Purpose....................................................................................55

Section 2. Definition...................................................................................55

(a) Supply....................................................................................................55(b) Transport................................................................................................55(c) Maintenance...........................................................................................55SECTION 3. PRINCIPLES OF LOGISTICS SERVICES...............................55(a) Objective................................................................................................55(b) Stockholding..........................................................................................56(c) Co-operation within the OSCE..............................................................56Section 4. Contact point............................................................................56

CHAPTER XIV. THE SUPPLY SYSTEM.......................................................................Section 1. Definition of supplies................................................................57

Section 2. Supply requests........................................................................57

SECTION 3. RECEIPT AND HAND-OVER OF OSCE SUPPLIES...............57(a) Definition of custodian..........................................................................57(b) Receiving a fixed asset..........................................................................57(c) Handing over items to other Mission personnel....................................57(d) Leaving the Mission..............................................................................57Section 4. Loss or damage........................................................................58

Section 5. Contact point............................................................................58

CHAPTER XV. THE TRANSPORT SYSTEM...........................................................Section 1. Official Travel............................................................................59(a) Nature of travel......................................................................................59(b) Travel expenses.....................................................................................59SECTION 2. TRANSPORT SERVICES (MOVEMENT CONTROL).............60(a) Introduction...........................................................................................60(b) Definition...............................................................................................60(c) Transport................................................................................................60(d) Reference...............................................................................................61SECTION 3. THE MISSION’S VEHICLE ESTABLISHMENT........................61(a) General...................................................................................................61(b) Vehicle replacement policy...................................................................61Section 4. Use of Vehicles.........................................................................61(a) Definitions.............................................................................................61(b) General use of OSCE vehicles...............................................................62(c) OSCE Driver’s Permit...........................................................................63(d) Vehicle Trip Tickets..............................................................................63(e) Monthly Vehicle Reports.......................................................................64Section 5. Private use of vehicles..............................................................64(a) Conditions..............................................................................................64(b) Reimbursement for use of OSCE vehicles............................................64SECTION 6. DRIVING RULES – ROAD SAFETY........................................65(a) Speed limits...........................................................................................65(b) Seat belts................................................................................................65(c) Driving while under the influence of alcohol or drugs..........................65(d) Security..................................................................................................65

(e) Night driving..........................................................................................65(f) Winter driving........................................................................................65(g) In the event of a breakdown..................................................................66Section 7. Accidents and damage.............................................................66(a) Actions to be taken in the Event of an Accident...................................66Section 8. Liability and insurance..............................................................68(a) Driver’s financial liability.....................................................................68(b) Responsibility of drivers........................................................................69(c) International Mission members’ authority to supervise drivers of OSCE

vehicles..................................................................................................69(d) Transportation of non-OSCE personnel................................................69Section 9. Contact point............................................................................70

CHAPTER XVI. DOCUMENTATION ISSUES..............................................................Section 1. Style and format.......................................................................71(a) Style.......................................................................................................71(b) Format....................................................................................................71Section 2. Correspondence.......................................................................73(a) Formal letters.........................................................................................73(b) Informal letters......................................................................................73(c) Notes verbales........................................................................................73(d) Interoffice memoranda..........................................................................73(e) Internal notes/notes for the file..............................................................74(f) Telefaxes................................................................................................74Section 3. Records management..............................................................74(a) Official correspondence.........................................................................74(b) Mission files..........................................................................................75(c) Special handling procedures..................................................................75Section 4. Websites...................................................................................75(a) Contact point..........................................................................................76

CHAPTER XVII. OSCE – A BRIEF INTRODUCTION...................................................SECTION 1. THE OSCE SECRETARIAT: TASKS AND STRUCTURE......77(a) Organizational chart of the Secretariat..................................................77Section 2. OSCE COUNTRY activities......................................................79

SECTION 3. CO-OPERATION BETWEEN OSCE COUNTRY ACTIVITIES80

CHAPTER XVIII. FURTHER READING

CHAPTER XIX. OSCE DIRECTIVES, INSTRUCTIONS AND REGULATIONS........Section 1. Organization Directives............................................................83

SECTION 2. ADMINISTRATIVE INSTRUCTIONS.......................................83

Section 3. Financial Instructions................................................................84

SECTION 04. ADMINISTRATIVE CIRCULARS............................................84

Section 5. Technical Instructions...............................................................84

(a) Personnel Technical Instructions...........................................................84(b) Procurement Technical Instructions......................................................84(c) Logistics Technical Instructions............................................................84(d) Supply Technical Instructions...............................................................85(e) Transportation Technical Instructions...................................................85(f) Maintenance Technical Instructions......................................................85(g) Communications Technical Instructions...............................................85

CHAPTER XX. LIST OF ABBREVIATIONS............................................................

CHAPTER XXI. LIST OF FORMS...................................................................................

FOREWORD

Welcome to the first edition of the OSCE General Guide for Mission Members. It has been produced to help you come to grips with different aspects of working in an OSCE Mission or country activity. It is designed as a training device and a general reference tool. Therefore, this Guide is neither a collection of OSCE Directives, Instructions and Circulars making up the policies of the OSCE nor a legal or technical instrument for specific operational tasks. OSCE policies and procedures are communicated officially to Missions by the Secretary General in different forms.

To realise your concrete task in a particular Mission, you need to supplement it with the instructions issued by your Mission as well as with your job description, and any instructions specific to your responsibilities.

In the past four years, notably since the inception of the first OSCE large mission in 1996 – the Mission to Bosnia and Herzogovina – OSCE activities have been rapidly and constantly growing, both in intensity and complexity. This can be documented by two figures – the budget has grown since 1995 from 24 million Euro to 208 million Euro in 2000 and the number of international Mission members from 60 to 1150 at present. The breathtaking development of the young Organization has given us little time so far to develop, improve and organize a coherent body of norms and guidelines, and to foster institutional memory. The OSCE General Guide for Mission Members plays an important role in our efforts to do so. Nevertheless, much more remains to be done.

Considerable work has gone into the creation of the Guide, including from staff members with extensive mission experience and the heads of administration and support of the larger Missions. I am grateful to all who have contributed.

I hope you will find the Guide to be a useful and friendly aid for your life and work in an OSCE mission. It should provide you with a strong knowledge base of the principles implemented across the Organization in support of our various activities that participating States have recognized to be essential to the Organization’s goal: improving security and well-being of people in Europe and the world at large.

Jan KubisSecretary Gene

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INTRODUCTION

PURPOSE

It is often difficult to absorb large amounts of information, especially in a new environment, with new colleagues and with little time to devote to understanding the details. This OSCE General Guide for Mission Members should help you find the information you need during your time in the Mission.

When considering what to include in the Guide the main criterion was whether the contents would be of interest to all Mission members. It will provide you with information on your status, rights and benefits and familiarize you with working practices and conduct common to all field activities of the OSCE. It will not be used as a vehicle to publish directives and instructions. However, reference is made to OSCE norms where appropriate and a list of all directives and instructions is annexed to the Guide. Thus all Mission members are provided with the relevant background to the various policies of the Organization. Hyperlinks to the directive or instruction in questions are installed in the “soft” version of the Guide.

A brief word on the norms of the OSCE is appropriate at this stage. Several mechanisms exist to establish OSCE policies:

- Organization Directives: These deal with the basic functions of the OSCE as a whole and are applicable to all OSCE Institutions and Missions.

- Administrative Instructions: These deal with functions of an administrative or budgetary character and are instructions of a lasting nature. They are applicable to Secretariat staff and set standards to be followed in Missions.

- Administrative and Staff Circulars: These are of a practical or temporary nature and are applicable in the Secretariat only.

Technical Instructions: These instructions give detailed technical guidelines on operational questions and the procedures set out are to be respected in Missions. Please note that the Technical Instructions on Personnel are being updated and the information provided in this Guide is based on the most updated version of these guidelines.

As in any organization and more so in the OSCE as it is a young and rapidly evolving organization, these policies and norms are in constant review and improvement. Please keep in mind, therefore, that whilst the Guide currently provides the most updated version of the above-mentioned norms they may change in the coming months.

HOW TO USE THE GENERAL GUIDE FOR MISSION MEMBERS

You are advised to read the entirety of the Guide before deployment or upon arrival in the Mission. In this way you can acquaint yourself with the different situations that may arise in the field and also find the answers to numerous questions which will inevitably arise. It is structured in such a way that readers can turn to individual chapters to find the answers to specific questions.

The Guide exists in two formats – hard copy and soft copy. The hard copy or “book version” is distributed during the induction training before deployment. You can also ask to have it sent to you before departure. The soft copy is available on the Internet and can be downloaded for study before departure from the country of origin. If access

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to the Internet is available you are strongly advised to consult the Guide before departure, as it contains various tips about life in the Mission and will also give rise to questions which can be answered during the induction training.

The soft copy also provides hyperlinks with the Organization Directives and Administrative Instructions of the OSCE, thus creating easy cross-referencing with the established norms.

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CHAPTER I – MISSION MEMBERS

CATEGORIES OF STAFF IN A MISSION

1. Seconded Mission members (secondees)

Mission members who are seconded by or through a participating State for service with the OSCE for a period of 6 months with a possibility of extension. The costs or salaries, emoluments and other benefits of such staff are borne by the seconding State. The OSCE only pays board and lodging allowance. For more information on conditions of employment of these staff see part 10 of the Technical Instructions.

2. Fixed-term staff

Fixed-term (FT) staff are internationally recruited Mission members holding fixed-term appointments. Recruitment of FT staff is done on the basis of competitive selection by the Personnel Unit of the OSCE Secretariat in conjunction with the Director of Administration of a Mission. In addition to board and lodging allowance, the OSCE pays salaries of such staff. Fixed-term appointments are normally given for a period of 3 months to 2 years. For more information on conditions of employment of these staff, see Administrative Instruction No. 04/98.

3. Local staff

Local staff are recruited locally and usually hold fixed-term appointments with a Mission. Their salaries are paid by the OSCE and the level of salaries is set according to local market conditions. A sample document concerning conditions of employment of such staff can be obtained from the Personnel Unit of the Secretariat. It is to be adapted according to local conditions.

4. National Professional Officers (NPOs)

This category exists only in large Missions. These are locally recruited professional staff whose salaries are paid by the OSCE on the basis of a separate salary scale established according to local market conditions.

5. Other

A Mission may set up an internship programme. Interns are not paid and their service is guided by the Organization Directive No. 3/Rev. 1. In addition to the above categories of staff, when additional assistance is needed a Mission may be authorized to employ staff on the basis of Special Service Agreements (SSAs). The authorization for employing staff on SSAs should be sought from the Director for the Conflict Prevention Centre for non-administrative posts and from the Director for Resources in the case of administrative posts.

6. Nationals of neighbouring countries

It is the OSCE policy not to assign nationals of the host country or the neighbouring countries to the posts designated for international recruitment. Exceptions may be authorized by the OSCE Secretariat in cases of administrative posts. A neighbouring country means any country bordering the host country.

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RIGHTS, OFFICIAL DUTIES AND ARRIVAL

1. Job positions, titles and chain of authority

When the OSCE governing body, the Permanent Council, establishes a Mission and its mandate, it authorizes the number of posts and the job titles, and, in the case of large Missions, stipulates how many posts may be filled by FT staff. On the basis of these guidelines, the Head of the Mission is expected to issue an organization chart clearly showing the chain of command. For each authorized post there should be a job description that defines the duties of the post. Job descriptions for seconded and FT staff are to be prepared jointly by the Mission and the OSCE Secretariat. The Mission is fully responsible for preparing the job descriptions of local staff and NPOs, but may be assisted by the Personnel Unit of the OSCE Secretariat.

Posts authorized for contracting (whether they are to be filled by local staff or by internationally recruited staff) are to be graded according to the classification system established by the International Civil Service Commission of the United Nations Common System. Posts occupied by seconded staff need not be graded.

Any change in titles, duties and structure of the Mission is to be co-ordinated with the OSCE Secretariat, which will then decide whether the proposal needs the approval of the Permanent Council.

2. Arrival of new internationally recruited Mission members

All internationally recruited Mission members are expected to have a valid passport and a valid driving licence. Diplomatic passports are not required but can be useful. All Mission members are also expected to be in good health and prepared for the difficult working conditions of the Mission.

(i) Fixed-term staff

The OSCE assumes full responsibility for the appointment and repatriation travel of FT staff from their place of recruitment to the duty station and back (see Administrative Instruction No. 4/98 for details). They are authorized to bring 80 kg of accompanied excess baggage or 300 kg as an unaccompanied shipment. The OSCE will reimburse the costs to the staff upon presentation of receipts.

(ii) Seconded staff

The seconding government is responsible for the costs of travel between the residence of a Mission member and Vienna upon arrival and departure. Costs of travel from Vienna to the Mission and back are the responsibility of the OSCE. Mission members are entitled to the transport of up to 100 kg of luggage on their initial travel from Vienna to the Mission area and back on their return, and the OSCE will pay the cost for up to 80 kg of excess baggage. The OSCE arranges for travel from Vienna to the duty station and back for seconded Mission members. The OSCE will not cover the costs of stay in Vienna unless this has been previously authorized and agreed upon with the Secretariat.

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3. What to bring

(i) Clothes

Bring enough clothes to last a maximum of about ten days without laundry. The weather varies according to where the Mission is, but most Missions are in regions with very cold winters. Houses are usually not well heated or insulated. Include footwear which can be easily removed at the front door. The public areas and roads may be dirty, so a strong pair of boots or outdoor shoes are essential, especially in the winter when the paths and roads are often covered with ice. A good outdoor jacket, loose-fitting so that multiple layers can be worn under it, would be very useful. A good sleeping bag is essential in the winter. It should be carried in vehicles in winter in case of breakdowns.

(ii) Gadgets and luxuries

The following items are useful, although none are essential. Bring a small torch (flashlight), a bedside reading lamp (rechargeable ones are ideal, if somewhat expensive), a small electric kettle, an unbreakable flask, a Walkman with small speakers, headphones, a travel iron and a short-wave radio. Please note that the OSCE will not be responsible for breakage, loss or damage to personal valuables.

(iii) Checklist

The following is a checklist of items to take with you when you go to your Mission:

- Passport (with applicable visas if required) - Driver’s licence- International Vaccination Certificate - Photographs (at least six recent passport-size photos for additional

identification papers) - Raincoat, overcoat, warm field jacket (for winter/cold weather) - Field/hunting boots- Winter gloves and hat - Underwear (thermal) - Suit/jacket/dress shirts and ties- Dress shoes- Casual wear (may include sports clothes and footwear) - Flashlight (with batteries) - Sunglasses - Spare spectacles - Water bottle (thermos) - Toilet articles - Towels - Individual medicines (prescription items/small first-aid kit)- Small sewing kit- Sleeping bag- Water filter kit - Candles/matches- Battery-operated reading lamp (optional)

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4. Vaccination

Recommended vaccinations against the major health risks existing in the area of the Mission must be obtained before going on assignment. In the light of present conditions, the Institute of Tropical Medicine in Vienna strongly recommends that the following vaccinations be obtained:

Area HepatitisA

HepatitisB

Diphtheria/Tetanus

Polio Typhoid Cholera(oral)

Malaria(oral)

Albania x X x x xArmenia x X x x xAzerbaijan x X x x xBelarus x X x x xBosnia Herzegovina x X x x xChechnya x X x x xCroatia x X x x xEstonia x X x xGeorgia x X x x xKazakhstan x X x x x x*Kosovo x X x x x x*Kyrgyzstan x X x x x x*Latvia x X x xMoldova x X x xNagorno-Karabakh x X x x x X**The former Yugoslav Republic of Macedonia

x X x x x

Tajikistan x X x x x x* X**Turkmenistan x X x x x xUkraine x X x x xUzbekistan x X x x x

*) For long term residents only**) only from June to September in rural areas

Parenteral (rather than oral) polio vaccine is recommended, to prevent interaction with the oral cholera vaccine. Parenteral typhoid vaccine is preferable, as it is a single-shot vaccine. Cholera and malaria medication should be brought so that it is available in case of need. Vaccination against rabies should also be considered, especially by persons who will be working in places where medical support is minimal (dog bites can lead to rabies).

The Institute recommends that all vaccinations be completed at least three weeks prior to arrival in the area of the Mission.

Missions do not have supplies of medicines, and in most Mission areas it is very difficult to obtain even rudimentary medical supplies. All Mission members must bring their own prophylactic and other medication.

5. Red OSCE identification cards

The Mission Staffing Section of the OSCE Secretariat issues the OSCE ID Cards. These cards have no legal validity but are recognized by local authorities and can be helpful in the duty station. The system of OSCE ID Cards is governed by Administrative Instruction No. 3/1997.

6. Privileges and immunities

During their assignment, Mission members enjoy the privileges and immunities as agreed between the OSCE and the host country in the Memorandum of

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Understanding. They usually correspond to those set forth in the Vienna Convention on Diplomatic Relations or the Vienna Convention on Special Missions, and in the Provisions concerning the Legal Capacity of the CSCE Institutions and Privileges and Immunities adopted by the CSCE Council on 1 December 1993. Such privileges and immunities do not exempt Mission members from the performance of obligations which apply to them outside the performance of their duties or from the observance of laws, police regulations, local customs and traditions. In any case where the question of claiming immunity from a legal suit or process may arise, the Mission member involved must immediately report such a question through the supervisor to the Head of Mission. The Secretary General is to decide, in consultation with the Chairman-in-Office and the Head of Mission concerned, whether immunity should be waived. Where such a question arises with respect to a Head of Mission, it is to be considered by the Chairperson-in-Office.

7. Code of Conduct

By accepting appointment, Mission members pledge themselves to discharge their functions and regulate their conduct with the interests of the OSCE only in view. Mission members are subject to the authority of the Head of the Mission. In the performance of their duties Mission members are responsible to the Head of the Mission. They are neither to seek nor to accept instructions from any Government or from any authority external to the OSCE.

Members of OSCE Missions are to conduct themselves at all times in a manner befitting the international status of the OSCE. They are not to engage in any activity which is incompatible with the proper performance of their duties with the OSCE. They are to avoid any action and, in particular, any kind of public pronouncement which may adversely reflect on their status as well as on the integrity, independence and impartiality of their position and function as staff members of the OSCE. They are to respect the laws of the countries in which they enjoy privileges and immunities.

Mission members are to observe maximum discretion with regard to all matters of official business. They may at no time use information known to them by reason of their official position to private advantage nor may they publish anything based thereon except with the written approval of the respective Head of Mission. Mission members are also not to communicate such information to third parties except in connection with the discharge of their functions. These obligations do not cease upon separation from the OSCE.

Except as part of official duties, Mission members are required to seek prior approval of the Head of the Mission for performance of any one of the following acts, if such act relates to the purpose, activities or interests of the OSCE or involves the use of information known to them by reason of their official duties:

- Issue statements to the press, radio or other media of public information;

- Accept speaking engagements;

- Take part in film, theatre, radio or television productions or presentations; or

- Submit articles, books or other material for publication.

Mission members are to make every effort to ensure the security of the Mission as a whole and of its individual members and to follow closely all instructions regarding safety matters.

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Mission members are to protect, manage and use OSCE resources and property efficiently and with necessary care and should not wilfully or through negligence cause any waste, loss and/or damage to OSCE property (including vehicles), documents and resources. Mission members may be required to reimburse the OSCE either partially or in full for any financial loss suffered by the OSCE as a result of their negligence or of their failure to observe any regulation or administrative instruction. Reimbursement is in any event required if the loss is due to a wilful act by the Mission member.

All rights, including title, copyright and patent rights, in any work performed by a Mission member as part of his/her official duties are vested in the OSCE with a view to ensuring the widest possible distribution of information.

8. Taxation

The OSCE is not to be held responsible regarding national income taxation which may be affected by the net salaries and emoluments paid to the Mission member.

9. Family relationship

A person who is the father, mother, son, daughter, brother, sister, spouse or partner of a Mission member will not be allowed to serve in the same Mission.

The marriage of one Mission member to another does not affect the service of either spouse but their entitlements and other benefits may need to be modified.

A Mission member may not be assigned to serve in a post which is superior or subordinate in the line of authority to his/her spouse. He/she is to disqualify himself/herself from participating in the process of reaching or reviewing an administrative decision affecting the status or entitlement of his/her spouse.

10. Dependants

International Mission members are not encouraged to bring family members to live in the Mission area. If they do have accompanying family members, it is at their own financial responsibility and security risk.

ENTITLEMENTS – CONDITIONS OF WORK

1. Salaries

Salary scales for FT staff, local staff and NPOs are annexed to the documents governing their conditions of employment.

2. Board and lodging allowance (BLA)

The OSCE will pay all seconded and internationally recruited fixed-term staff the board and lodging allowance (BLA), designed to cover the costs of accommodation, food and miscellaneous expenses at the duty station. This allowance is determined, for each duty station, in United States dollars, by the Finance Section of the OSCE Secretariat and is based on the cost of living in the Mission area. It is subject to change without prior notice. If the Mission provides accommodation, the OSCE will only pay the board portion of the allowance.

Mission members may receive their BLA on a monthly basis or as a lump sum at the conclusion of their assignment with the Mission. They are encouraged to have their payment deposited directly in their individual bank accounts, particularly when they

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are in areas where forwarding of large cash amounts could result in difficulties. Mission members should specify at the beginning of their assignment which payment alternative is best for them. No advance payment of BLA will be made without prior approval of the Head of Mission. The payment is guided by Administrative Instruction No. 6/98.

3. Hazard pay

Hazard pay may be granted to Mission members who are required to work under hazardous conditions, defined as war or active hostilities. It is a form of compensation that is reserved for duty stations where the most difficult security conditions prevail and which cannot be adequately addressed by the security criteria in the hardship scheme. For internationally recruited staff the amount is currently set at USD 1,000 per month and is subject to periodic review. For local staff, it is 20 per cent of the mid-point of the applicable local salary scale, also payable monthly.

Duty stations eligible for hazard pay are approved by the Chairman of the International Civil Service Commission in consultation with the United Nations Security Co-ordinator. Hazard pay may be approved for periods of up to three months at a time subject to ongoing review, and is lifted when hazardous conditions are deemed to have abated.

4. Normal working week and compensation for overtime

The Head of Mission is to establish a normal working week and decide which days are to be observed as official holidays. There are nine OSCE holidays in each calendar year.

The normal working week is to consist of five working days, Monday through Friday, of eight working hours each for full-time staff and four working hours each for half-time staff. The Head of Mission may make exceptions depending on the needs of the OSCE. Mission members are to work beyond the normal working hours if required. When conditions require particularly long working days and week-end duty, the Head of Mission may grant compensatory time off to the seconded or FT Mission member affected. Mission members are not entitled to compensatory time off in the Missions where the rest and recuperation leave is applicable. Compensatory time off may be taken in conjunction with annual leave.

Local staff who have been explicitly required by their supervisors to work in excess of the established working week are to be given compensatory time off or may receive additional payment, under conditions established by the Head of Mission.

5. Leave

Leave entitlements are applicable to all categories of Mission staff except the interns and staff on Special Service Agreements. Their requests for leave will be treated on a case-by-case basis.

Requests for leave are to be made on a form designated for this purpose. All leave, except sick leave, has to be requested in advance and is subject to authorization by the Mission member’s supervisor. The form should be submitted to the Mission’s Personnel Office or the Administrative Officer, depending on the system used in each particular Mission.

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The payment of BLA for Mission members who are on leave and who are entitled to it is governed by Administrative Instruction No. 6/98. The different categories of leave are explained below:

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Home leave : Seconded and FT staff are entitled to go on home leave every six months. Mission members whose tour of duty is extended beyond the initial six months by a minimum of three months will be entitled to home leave. Mission members using their home leave entitlement must utilize their accrued annual leave for the days of absence from their duty station. While on home leave, the Mission member will continue to receive BLA, unless the Mission provides accommodation, in which case the Mission member will receive no lodging allowance. Details of this entitlement are explained in Administrative Instruction No. 01/99. However, this Administrative Instruction is in the process of revision as the provision on lump sum has been cancelled.

Annual leave : Mission members accrue 2.5 days of annual leave per month. They may utilize their leave entitlement subject to the exigencies of the service. The conditions for carry over or payment of unutilized annual leave are different for each category of staff and are explained in the documents governing their conditions of employment. While on leave, the Mission member will continue to receive BLA, unless the Mission provides accommodation, in which case the Mission member will receive no lodging allowance.

Sick leave : FT staff may take up to 24 working days of paid sick leave in one year, of which seven may be uncertified, subject to a maximum of three consecutive uncertified leave days. Credits towards sick leave, whether certified or uncertified, accrue at the rate of two working days for each month of continuous service and may be carried forward. Upon return from sick leave, a Mission member should complete the leave form and attach a medical certificate, unless he/she requests such leave to be treated as uncertified sick leave. Cases of prolonged illness will be treated on a case-by-case basis. BLA is payable when a staff member is on sick leave within the Mission area. Since meals in the hospital are covered by health insurance, a staff member hospitalized in the Mission area shall be entitled to the lodging portion of the BLA if the OSCE has not provided the Mission member with accommodation. BLA is not payable when a staff member is hospitalized or on sick leave outside the Mission area. However, in case of hospitalization, the OSCE is to pay the actual cost for retained accommodation subject to submission of supporting documentation and up to the accommodation portion of the BLA. If a Mission member decides to take accrued annual leave during the period of treatment, the lodging portion of the per diem can be paid for a period of up to 14 days.

Rest and recuperation leave (RRL) : In consideration of the health and well-being of Mission members and in the interest of the Organization, a rest and recuperation policy has been established to enable Mission members to take a regular period of time off while on mission service for rest and recuperation and to ensure their optimal performance. This is an automatic, periodic absence from the duty station to relieve Mission members of the adverse effect on mental and physical well-being of daily exposure over a long period to hazardous and/or hardship working conditions and/or environment. Internationally recruited Mission members assigned to the duty station where the policy of RRL has been instituted are granted 3 days of RRL following two months of service in the Mission and for every two-month period thereafter.

RRL may not be taken prior to the completion of the first two months of service and must be taken within the 30-day period immediately following the two months accrual period. RRL not taken during this 30-day period will be

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forfeited. RRL may be taken in conjunction with annual leave and will be taken in lieu of any other compensatory time off. BLA applies in the same way as for annual leave.

Special leave : Mission members may be granted, in exceptional cases, special leave on full pay, for the following reasons:

- Marriage of the Mission member: one day;

- Change of residence of the Mission member: one day;

- Death of spouse/child: four days;

- Death of a parent/parent-in-law: two days.

Special leave for reasons other than those mentioned above may be granted, on full or partial pay or without pay, at the discretion of the Head of Mission for exceptional reasons and in the interest of the OSCE. The OSCE will not pay or reimburse the expenses associated with travel or en route accommodation of a Mission member who must return to his/her home or travel elsewhere as a result of a family emergency or any other matter. BLA applies in the same way as for annual leave

Unpaid leave : may be granted to seconded and FT staff who have a minimum of one year of consecutive service with the Mission, provided that the Mission member’s accrued annual leave has been fully exhausted. When on unpaid leave lasting over one month, Mission members will not accrue service credit towards sick, annual or home leave. Neither salary nor BLA will be paid while the Mission member is on unpaid leave [see CPC Mission Staffing fax dated 15 Jul 99 – Policy regarding “Unpaid Leave”].

Maternity leave : Maternity leave entitlement is only applicable to FT staff, local staff and NPOs and is explained in the documents governing their conditions of employment.

Unauthorized absence from work : No salary or BLA shall be paid to Mission members in respect of periods of unauthorized absence from work.

6. Telephone calls

Mission Members may make private calls on Mission telephones at OSCE expense. The total time is not to exceed twenty minutes a month.

7. Insurance

There are different types of insurance coverage offered by the OSCE. All Mission members will be covered by an insurance for death and disability caused by accidents. The premiums will be borne by the OSCE. Local staff and NPOs may also elect to extend life and accident insurance to 24 hours, but the OSCE will not cover the premiums. Details of the different types of insurance cover may be obtained from the Mission’s Personnel Office or the Administrative Officer as the case may be.

All Mission members should have health insurance coverage that is valid in the Mission area. In the case of secondees, it is the responsibility of their Governments or themselves. In the case of interns and staff on Special Service Agreements, it is their own responsibility. For secondees, the OSCE may arrange for their participation in the Van Breda Group Medical Insurance Plan. The premiums will

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be deducted from the Mission member’s BLA. Details of this coverage are explained in the Information Circular for Seconded Mission members dated 10 November 1997 and are included in the briefing package of the new Mission member. Requests should be sent to the Personnel Unit of the OSCE Secretariat that administers the Plan.

FT staff are also covered by Van Breda health insurance but the cost of premiums is shared by the OSCE. FT staff also participate in the OSCE Provident Fund. Details of both health insurance and the Provident Fund are provided in the briefing package.

Local staff and NPOs may either be covered by Van Breda health insurance or by the local social security system. The decision on the insurance cover is left to the Head of Mission. The premiums are shared between the staff and the OSCE. In addition, if the Head of Mission so decides, they may participate in the OSCE Provident Fund unless they are already covered by the local pension plan. The Head of Mission may, in lieu of health insurance cover, elect to enrol all local staff of the Mission in the Basic Recovery Insurance Coverage offered by Van Breda. In such a case, the full premium will be borne by the OSCE.

At the time of appointment each Mission member is to designate a beneficiary or beneficiaries to whom all amounts standing to his/her credit from the OSCE are to be paid in the event of death of the staff member. The Mission member concerned is responsible for updating that designation. Such payment releases the OSCE from all liability in respect of any sum so paid.

8. Medical evacuation

An internationally recruited Mission member (secondee or FT) who requires urgent medical treatment will normally be evacuated to the closest acceptable facility or to his/her home country. Provision for such evacuation is included under the life and accident insurance policy.

Mission members in outpatient care in Vienna are responsible for arranging their own accommodation. The Secretariat will assist only in finding available hotel accommodation. For more details on life and accident insurance, please contact the Mission Staffing Section of the OSCE Secretariat.

WORKING ENVIRONMENT

The OSCE is committed to providing a professional working environment in which all staff members are treated equally with respect, regardless of gender, race, religion or belief, nationality, ethnic or social origin, age, sexual orientation, marital status, or other aspects of personal status. The OSCE guarantees to all persons equal and effective protection from a hostile or abusive work environment. Mission members are advised to read Organization Directive No. 11 on the OSCE Working Environment, which touches on matters such as harassment, including sexual harassment, and discrimination and is applicable to all OSCE staff, including Mission members.

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Smoking policy : In principle the OSCE encourages a non-smoking office environment. However, it is up to every Head of Mission to decide on the smoking policy within the Mission concerned.

Recreation and recuperation : A special programme focusing on the recreation time of Mission members exists in most field activities. The type of advantage offered may differ between Missions, and Mission members should inform themselves of the programme available in their Mission. In particular, the OSCE enjoys discounts at certain hotels and the person in charge in the Mission or in the Secretariat may be contacted for further information.

Harassment and Discrimination : The Gender Adviser at the Secretariat is tasked with those aspects of gender issues concerning equal opportunities for women and men within the organization. She oversees the implementation of the Professional Working Environment Policy (Organization Directive No.11/99), which was developed in order to prevent discrimination and harassment at the workplace.

The OSCE is committed to maintaining a work environment free from discrimination and sexual harassment. As an institution, the OSCE dedicates itself to promoting human rights and democracy. By applying the same standards to the Organization itself, it seeks to ensure a work environment where all Mission members, including local staff, can perform their duties with confidence and without fear of discrimination and coercion. In a professional work environment, staff members are able to develop their talents and capabilities at their best. A workplace free of discrimination therefore contributes to the efficiency of the Organization.

The Professional Working Environment Policy (PWE) outlines the procedures that apply to reported cases of harassment or discrimination. The Gender Adviser at the Secretariat and the Mediators appointed in the field Missions can be asked to assist in the case of a complaint with regard to the PWE. A concise information leaflet is available in all Missions, which elaborates on the specific types of interpersonal relationships mentioned hereunder.

Discrimination is the unequal treatment of parties that are similarly situated based on gender, race, religion or belief, nationality, ethnic or social origin, age, sexual orientation, marital status, or other aspects of personal status.

Harassment is defined as visual, verbal or physical conduct that has the purpose or effect of unreasonably interfering with an individual’s work performance or which creates an intimidating, hostile or offensive work environment. Sexual harassment, as one particular form of harassment, is defined as any unwelcome sexual advance, request for sexual favours or other verbal or physical conduct of a sexual nature with the same purpose or effect, or when it is made a condition of employment.

With regard to intimate relationships among staff members in general, the Organization has a basic policy. The OSCE will not, as a general rule, interfere with intimate relationships, as they are considered extremely sensitive and personal matters. However, cases of intimate relationships where there exists clear and unmistakable evidence of favouritism with detrimental effects as a result (for example, within the same chain of command, where promotion or training prospects are decided by one partner of a relationship or where one partner may be required to evaluate the other) are a matter of concern for the OSCE.

It is strongly recommended that the parties involved voluntarily take steps to remedy the situation to the extent possible. This could be done, for instance, by one of the parties

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requesting a transfer out of the chain of command and out of a situation involving evaluation of work performance. If a transfer proves necessary, it will wherever possible be made by mutual consent and all transfers will be made fairly and without discrimination.

STAFF DEVELOPMENT

1. Performance Appraisal System

The performance of Mission members will be the subject of periodic reports prepared by the Mission member’s supervisors in accordance with a system that is currently being developed in the Secretariat. The performance appraisal report will serve to determine whether the Mission member carries out his/her assigned work effectively and efficiently and also to provide a basis for work-related counselling of the staff member.

The performance appraisal report will be shown to and discussed with the Mission member, who will have a right of rebuttal. The report and any related documents will form a part of the Personnel record of the Mission member.

FT staff will be evaluated on an annual basis and seconded staff will be evaluated on a half-yearly basis. A new procedure relating to a Performance Appraisal System (PAS) is currently in progress. For the time being, only FT staff are evaluated on the basis of the Performance Evaluation Report (PER) as explained in Organization Directive No. 4.

2. Extension of Contract

The above-mentioned Performance Appraisal System is a prerequisite to any proposal or request for the extension of a Mission member’s contract. If relevant, the extension of contracts is decided in conjunction with the preparation of the Performance Appraisal Report.

3. Training

The Strategy on Capacity-Building through Training within the OSCE was adopted by Permanent Council Decision No. 291 on 18 March 1999. This strategy aims to boost the ability of OSCE Missions and Institutions to carry out their mandates and tasks, strengthen the performance of the OSCE and improve the capability of the OSCE Missions in their contribution to the sustainable development of civil society and democratic institutions in host countries. The specific objectives arising from these goals will assist Mission members in their daily working life in the Mission. For example, they will receive systematic information about the activities of the OSCE, its purposes and principles, be provided with the necessary skills for specific jobs and for work with the authorities and NGOs in the host country, and receive information on agreed standards of behaviour. Furthermore, the strategy supports the development of a unity of doctrine, helps to build functioning teams and clarify staff roles, improves institutional communication and contributes to the development of an institutional memory. A number of principles underpin the OSCE training strategy:

- staff members have an increasing obligation to assume direct responsibility for acquiring the skills and knowledge necessary for the fulfilment of their tasks

- supervisors must assume their role in developing and training staff

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- a flexible system must exist to ensure that the relevant parts of the Organization acquire the necessary knowledge and skills and that there is consistency and quality in the training

- Missions should assume a role in identifying the training needs of Mission members. Finally, staff members should be involved in the training strategy and its implementation.

Prior to travelling to the assigned Mission, each Mission member should undergo a two-day induction programme which offers her/him the opportunity to meet the Secretariat staff and obtain information about the OSCE and the Mission’s activities and specificity.

In the larger Missions, the Mission member attends a longer training session where all the issues discussed during the induction course in Vienna are emphasized and thoroughly studied.

In addition, staff who are to assume functions in the administrative field will remain for one to two additional days in the Secretariat in order to obtain detailed training in their field.

COMPENSATION FOR LOSS OF PERSONAL EFFECTS

The OSCE has defined terms, conditions and limits for compensation in the event of loss of or damage to personal effects of international Mission members if this loss can be directly attributable to the performance of official duties on behalf of the OSCE. Administrative Instruction 3/2000 sets out the conditions for entitlement to compensation and procedures to follow in order to make a claim, and determines the maximum limits for compensation.

SEPARATION FROM THE MISSION

1. Termination of appointments

The Head of Mission or his/her representative may terminate the appointment of a Mission member before the intended expiration date if such action would be in the interest of the good administration of the Organization. The appointment of a Mission member may be terminated on the following grounds:

- If the Mission member has not completed or is unable to complete the probationary period in a satisfactory manner, where applicable;

- If the needs of the OSCE require abolition of the post or reduction of staff;

- If the Mission member is, for reasons of health, incapacitated for further service;

- If the Mission member has committed a serious breach of the OSCE regulations and rules;

- If the services of the Mission member prove to be unsatisfactory or if his/her conduct clearly indicates that he/she does not meet the standards of integrity required under the Code of Conduct.

The termination notice period is annexed to the documents governing the conditions of employment for each Mission member. No notice of termination is required in the case of expiration of the appointment or in the case of disciplinary action leading to summary dismissal.

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2. Resignation

An FT Mission member may resign by giving the Head of Mission one month’s written notice, unless a different period is specified in the Mission member’s letter of appointment. The Head of Mission may, however, accept shorter notice.

A seconded Mission member may resign under the conditions agreed between the four parties involved in the secondment: the Mission member, the seconding authority, the Head of Mission and the Mission Staffing Section. The notice period will be decided at the time of such agreement.

3. Disciplinary action

Mission members should note that the OSCE has established provisions for disciplinary measures in the event of misconduct by OSCE staff members, including Mission members. The details of the measures can be found in Organization Directive No. 12.

Disciplinary Action may be taken against a Mission member if there is evidence of non-compliance, either deliberate or through carelessness, with his/her obligations under the Staff Regulations and Staff Rules, the Code of Conduct or relevant administrative publications. A warning or a written reprimand will be issued to a Mission member guilty of misconduct before the situation becomes critical.

If the situation is not resolved satisfactorily or if misconduct is serious the following disciplinary measures may be taken:

- Written censure;

Suspension without pay, or with only partial pay, of emoluments or allowances;

- Separation from service, with or without notice or compensation in lieu thereof;

- Summary dismissal.

However, no suspension without pay or with only partial pay, or separation from service, can be imposed until after the matter has been fully investigated by a Disciplinary Advisory Committee set up in each Mission. The details of the procedures and the role of the Disciplinary Committee can be found in Organization Directive No. 12.

4. Separation procedure

The Head of Mission shall establish procedures for the payment, upon separation, of salary and allowances to which a Mission member is entitled. Normally, the Mission member should fill in the clearance form and obtain all the necessary signatures before receiving the last payment from the OSCE. The Personnel Office or the Administrative Officer of the Mission should initiate clearance procedure a month before the Mission member’s separation.

5. Hand-over procedure

Prior to leaving the Mission, Mission members should prepare in writing a briefing document outlining all outstanding matters that they have been working on. Moreover, they should leave sufficient information to their successor regarding the work previously done.

6. Certificates of Service

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All internationally recruited Mission members will be given a certificate of service upon leaving the Mission. The Mission Staffing Section will issue this certificate. In addition, Mission members may request their supervisors for certificates of service explaining the nature of their work and their performance. Before issuing such certificates, supervisors should check with the Personnel Office or the Administrative Officer in order to make sure that the dates of service as well as the titles of posts occupied are correct.

GENDER ISSUES

Gender awareness within the OSCE has gained growing significance and the participating States attach great importance to the development of a clear policy both within the Organization and in the activities it undertakes with external partners. This is reflected in the establishment of an Action Plan for Gender Issues.

The OSCE participating States have agreed on a number of commitments related to equality of opportunity for men and women and the protection of the human rights of women, most recently in the Charter for European Security signed in Istanbul in November 1999. The Organization also subscribes to the concept of gender mainstreaming.

Gender mainstreaming as a new concept emerged at the Third United Nations World Conference on Women (Nairobi, 1985), concerned with the role of women in development. It was seen as a means of promoting the role of women in the field of development and of integrating women’s values into development work; it was explicitly endorsed at the Beijing Conference (1995) and has since gained wide acceptance.

The following definition highlights the goals, process, objectives and active subjects of mainstreaming:

“Mainstreaming a gender perspective is the process of assessing the implications for women and men of any planned action, including legislation, policies or programmes, in any area and at all levels. It is a strategy for making women’s as well as men’s concerns an integral dimension in the design, implementation, monitoring and evaluation of policies and programmes in all political, economic and societal spheres so that women and men benefit equally and inequality is not perpetuated. The ultimate goal is to achieve gender equality.”

A mainstreaming strategy is not exclusively related to women and their specific needs and concerns. It also includes initiatives for men, when needed as well as initiatives for women and men together.

OD11 on the Professional Working Environment (see above, Section 4) addresses issues of gender discrimination and harassment. The OSCE as an organisation takes these issues very seriously and aims to treat any such case in a rapid and effective manner.

1. Action Plan for Gender Issues

The OSCE Action Plan for Gender Issues differentiates actions referring to the equality of women and men in the organization and actions referring to equality of women and men in OSCE participating states.

The OSCE has developed extensive co-operation with international organizations such as the UNDP, UNIFEM, the United Nations High Commissioner for Human

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Rights, the Council of Europe, the International Organization for Migration and non-governmental organizations (NGOs) on gender issues. Some Missions participate in regional co-ordination bodies bringing together these organizations. The aim of such bodies is to consult and inform the members, distribute tasks and responsibilities to avoid duplication and ensure a co-ordinated approach on the field level.

Co-operation with NGOs takes place at several levels: at Secretariat level, in the ODIHR and especially in OSCE Missions. NGOs are an invaluable source of information and expertise, especially on the grass-roots level, and can contribute to efforts to mainstream a gender perspective as well as play a special role in the promotion and protection of the human rights of women.

CONTACT POINTS

The documents referred to in this part of the Mission Guide can be obtained either from the Mission’s Personnel Officer (in large Missions) or Administrative Officer (in small Missions), or from the OSCE Secretariat (Mission Staffing Section and/or Personnel Unit).

If you have any questions regarding the OSCE training strategy please contact the training section in your Mission, if applicable, or Ms Gudrun Steinacker, the Co-ordinator for Training and Capacity-Building in the Secretariat Tel. +43-1-514.36242 and e-mail: gsteinacker@osce.org

Some Missions have a Focal Point for Gender issues whom you can contact on more specific issues. Otherwise, please contact the Gender Adviser in the Secretariat: Ms Beatrix Attinger, Tel: +43-1-514.36275, e-mail: equality@osce.org

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SECURITY AND SAFETY ISSUES

These guidelines are primarily aimed at first-time Mission members but may also be used as an aide memoire by those who have already been on mission. Personal security is very much an individual responsibility. There is no mystery attached to it, rather it is a matter of common sense, combined with best practices, designed to reduce risks to your safety. Many of the areas in which the OSCE has Missions deployed present some security challenges, these challenges can be best met by: developing a practical approach to security awareness, adapting your behaviour to the environment in which you find yourself, and reducing the risks to which you expose yourself. It should be pointed out that these are guidelines and not rules. Rules will be put in place by the individual Missions and must be obeyed e.g., “no driving after dark”, or “no movement” on a particular road, etc. It should always be borne in mind that there are sound reasons for such restrictions and non-compliance may well put your safety or that of colleagues at risk, and at worst jeopardize the Mission.

Mission members are not permitted to carry weapons of any type and may not bring any weapons to the Mission area.

Going on mission is a very satisfying and fulfilling experience; if you adhere to some or all of these guidelines, it hopefully should also be a safe one.

THE FIVE PRINCIPLES OF PERSONAL SECURITY

1. Be aware and suspicious. Look out for the unusual: loiterers, unauthorized parked cars, being followed. Presume that you may be a victim.

2. Avoid routine, such as taking the same route to and from your home and place of work at the same times. Don’t be conspicuous or draw attention to yourself.

3. Be methodical and disciplined in establishing and maintaining your personal security procedures.

4. Maintain good communications, they are vital to good security.

5. Adhere to procedures but exercise initiative and common sense in an emergency.

SECURITY IS A STATE OF MIND

1. Keep well informed and raise your level of awareness accordingly

2. Remember that over 50 per cent of security incidents occur during travel, and mostly after dark. Therefore ask yourself “Is my journey necessary?” and plan your work so that you can be off the roads before the onset of darkness.

3. Proactive security is preferable to reactive security. Prepare and plan in advance, avoid getting into situations which are dangerous and over which you have no control.

GENERAL RULES

1. Do not hesitate to call attention to yourself if you are in danger: scream, shout, blow the horn of your vehicle.

2. Be sure you are aware of specific security arrangements in the Mission area.

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3. Find out about local customs, how you are expected to dress and behave, potential threats and areas to avoid.

4. Learn a few phrases of the local language so that you can signal your need for help.

5. Rehearse what actions you would take if you were to be confronted.

6. Remember that your life is not worth risking for material possessions.

AREAS OF RISK

Physical attack

- Sexual- Violent robbery- Political/protest- Without motive (crazed)

Kidnapping/hostage taking

- Individual- Group

Robbery

- Home- Work place

Threats (telephone calls, letters, etc.)

- Work-related- Personal (debts, grudge)- Political- Sexual

Others

- Negligence- Accidents- Acts of God

NB: All security-related incidents must be reported, no matter how unimportant they may appear.

SECURITY AND SAFETY AT HOME

Choosing a place to live will possibly be your first security test. It is important to choose wisely because after your workplace it will be where you spend most time. Do not rush into a decision before you have checked out all the details. Remember that the cheapest is not always the best bargain. Some points about choosing your house and making it secure:

- Take advice from Mission members who have lived in the area for some time. Local staff will always have more local knowledge.

- Location is important; your dwelling should not be too far from your workplace, and ideally within walking distance.

- Close proximity to other colleagues or staff of diplomatic missions or other international organizations.

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- Rather than taking a low-cost flat in a bad location, why not share with a colleague?

- Ensure that your dwelling is in a well-lighted area and not too isolated.

- Try not to take a ground-floor flat, as it is easier to rob; but do not take one too high up, because of fire risks.

- Ensure that doors and locks are strong, it’s a good idea to change entrance locks when you move in. Always lock doors even when at home.

- Make sure that entrances are well-lit.

- Consider making one room your strongroom where you can go in emergencies, but make sure that it has a fire escape.

- Have blinds or curtains on all windows.

- Get to know your neighbours.

- Do not keep large amounts of cash or valuables at home.

- Do not open your door to strangers; if possible, have a peephole installed in your entrance door.

- Try not to have too many sets of keys hanging around. Keep a spare set with a colleague or at the office.

ALWAYS BE PREPARED

You should at all times ensure:

- That your passport, travel documents, ID cards, visas and any other official documents are up to date and close at hand. It is a good idea to make copies of all important documents and have them kept in a safe place.

- That you have a small reserve of cash in both local currency and USD or DM.

- That you keep an emergency store at home to include:

1. Food2. Water3. Candles/matches4. Flashlights5. Spare batteries6. Radio7. First-aid kit

- If you have a vehicle assigned, ensure that it is in good working order, contains breakdown equipment, and always has plenty of fuel.

SECURITY OF DOCUMENTS

1. All documents of a sensitive nature, particularly political or security-related, must be secured and locked away when not in use.

2. Remember that e-mail is not secure and always use your password when filing documents on your computer.

3. Documents of a highly sensitive nature should be restricted to those personnel who need to know.

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4. The movement of sensitive documents should be controlled by a booking out/in system.

5. Offices should have a safe for securing such documents; this safe should be fixed to the floor.

STAYING IN CONTACT

It is of the utmost importance that Mission members should be contactable at all times, particularly when travelling. The best way of ensuring this is to establish what is known as the “Ops Room” procedure; simply put, you report out on your departure and in on your return. If you are on private recreation trips or home leave, always inform your office/supervisor/colleague of your travel arrangements. If they should change, you should advise accordingly. When you travel in the Mission area, the following information should be provided:

- Estimated time of departure (ETD) from home base;

- Estimated time of arrival (ETA) at destination;

- Arrival time at destination and anticipated time to be spent there;

- Time of departure for home base plus ETA;

- Arrival time back at home base.

DRIVING

Driving incidents are by far the most common risks to the safety of Mission members. They can be reduced by common-sense precautions. Always wear your safety belt – you are not covered by insurance if you do not – and ensure that everyone else in your vehicle wears theirs. Always stick to the speed limit, and if you are being driven insist the driver does. Remember that 50 per cent of all security incidents occur during travel. Use the following checklist to reduce risk while travelling. (Please also refer to Chapter XV on “The Transport System” for further details and advice on driving).

- Always get authority to travel- Always carry a means of communication (radio mobile telephone, etc.)- Assess the security situation- Plan the trip (maps, communications, breakdown equipment, water, etc.)- Inform all concerned of your travel plans- Do not travel alone- Do not consume any alcohol or other drugs before driving- Adjust speed to limits and conditions- Keep a distance from other vehicles- Do not travel after dark unless necessary (rarely)- Report progress regularly to base- Follow accident procedures- Do not carry unauthorized passengers- Stick to main routes- Always wear belts- Avoid known hostile areas- Be ready to take evasive action- Always keep doors and windows locked- Always check vehicle before you depart

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1. Accidents or breakdowns

- Stay calm- Avoid further damage (get off road)- Report (who, where, when, why, what, how)- Apply first aid if required and await assistance

2. Checkpoints

- Slow down (if it is dark, dim headlights, turn on interior light, keep both hands on the wheel and visible)

- Do not stop unless signalled to- Be friendly and courteous- If requested, show ID card, but do not surrender it- Stay close to the vehicle- Observe any search closely (beware of planting or theft)- Protest any removal of equipment but do not resist if they insist

MINES

Mines are an ever-present danger in areas that are experiencing or have experienced hostilities. They are present in a number of areas where OSCE field Missions are deployed. Mine awareness programmes are available in these areas and a special briefing will be provided in the Mission concerned. If you should find yourself in a minefield, keep movement to a minimum and try to extricate yourself along the tracks you came in on. There are some golden rules:

- Always try to walk on a hard surface- Don’t touch- Don’t approach- Mark area- Inform authorities- Make sketch

RADIOS

In many Missions you will be issued a hand-held radio, or a radio will be mounted in your vehicle. They are essentially issued for your safety and security and can be invaluable in an emergency situation. It is important that you should learn to use and take care of the radio properly. It is not a secure means of communication because it can be listened to by practically anyone so it should not be used to pass military or security-related information; neither is it for social calls. Remember to:

- Keep the battery charged- Keep in the “on” position- Make sure the antennae and cables are secured- Ensure you are on the correct channel and frequency

HOSTAGE INCIDENTS

Being taken hostage is probably one of the most devastating experiences a Mission member can face. Every hostage or kidnap situation is different. There are no strict rules of behaviour, however there are a number of steps which you can take to minimize the effects of detention and enhance your ability to cope and see the incident through to

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a successful release. Remember that the first 15 to 45 minutes are the most dangerous. It is important to follow instructions of your captors; they will be in a highly emotional state and could well strike out. The longer the situation goes on the better the chance of a successful outcome. The following is a suggested checklist on how to behave during the four phases of a hostage situation.

1. Capture

- Obey orders- Keep calm- Do not speak unless spoken to- Do not whisper to colleagues- Do not offer suggestions- Do not argue- No sudden movements, ask first- Do not be humorous- Try not to give up ID or clothing- First hour most dangerous- Regain composure

2. Transportation and or/consolidation of the situation

- Be patient, try to rest- Advise on and request any special medication you may need- Be polite – treat captors courteously- Develop rapport by reminding your captors of your humanity- Listen well, and do not argue

3. Confinement

- Keep physically active- Keep mentally active; read, write, and think positive thoughts- Physical exercise and sleep are equally important- Escape attempts must be calculated- Survival chances improve with time- Always face your captors- Never threaten captors- Do not reject food or water- Devise a method of telling time- Do not despair

4. Termination

- Negotiated release- Police/military rescue – stay where you are confined, take cover

CONTACT POINT

The Security Co-ordinator in the Secretariat: Mr. Declan Greenway, Tel. +43-1-514 36 725, Mobile +43 664 1823704, E-mail dgreenway@osce.org.

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REPORTING AND MISSION LIAISON IN THE OSCE SECRETARIAT

MISSION REPORTS

Mission Reports are the principal method of conveying information from Mission and Field Activities to the Chairmanship, Delegations and the Secretariat. The information is also used by the Press and Public Information Section in the Secretariat for press releases, the OSCE newsletter and for updating the web pages.

Reports from Missions should focus on aspects which are relevant to the Missions’ mandate in the light of OSCE commitments. Analysis of a general nature should be avoided. The overriding principle in the formulation of a Mission Activity Report should be that it aims to describe progress in terms of the increased implementation of the mandate in line with the narrative of the Mission’s current programme budget. Themes should be addressed in a progressive and analytical manner rather than merely in a descriptive fashion. In larger Missions these themes should reflect the work of separate departments and Field Offices of the Mission. Reports can be released for transmission to Vienna only after clearance by the Head of Mission or a designated representative. Details on the different types of reports and their content can be found in the Reporting Guidelines issued on 16 March 2000.

CONTACT POINTS

Mission Liaison Section (OSCE Secretariat)Head of Mission Liaison Section Mr. Fredrik Schiller

Tel. +43-1-514 36 177E-mail: fschiller@osce.org

Senior Mission Liaison Officer for the Mission in Kosovo Mr. Mark EtheringtonTel. +43-1-514 36 134E-mail: metherington@osce.org

Senior Mission Liaison Officer for the Missions to Moldova and Ukraine, Activities in Latvia and Estonia and the Advisory and Monitoring Group in Belarus

Ms. Maria Letizia PuglisiTel. +43-1-514 36 125E-mail: mlpuglisi@osce.org

Senior Mission Liaison Officer for the Assistance Group to Chechnya, the Mission to Georgia, the Conflict in the Area Dealt with by the Minsk Conference (Nagorno-Karabakh) and the Office in Yerevan

Mr. Jaroslaw PietrusiewiczTel. +43-1-514 36 142E-mail: jpietrusiewicz@osce.org

Mission Liaison Officer for the Mission to Bosnia and Herzegovina

Mr. Mihaly TothTel. +43-1-514 36 503E-mail: mtoth@osce.org

Mission Liaison Officer for the Presence in Albania, the Mission to Croatia and the Spillover Monitor Mission to Skopje

Mr. Antonio OrtizTel. +43-1-514 36 538E-mail: aortiz@osce.org

Senior Mission Liaison Officer for the Mission to Tajikistan, the Liaison Office in Central Asia and the Centres in Almaty,

Ms. Elaine ConkievichTel. +43-1-514 36 155

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Ashgabad and Bishkek E-mail: econkievich@osce.org

SECRETARIAT SITUATION ROOM

The Situation Room is positioned in the Conflict Prevention Centre (CPC). The main function of the Situation Room is to provide operational support to the OSCE Secretariat in liaising with, and managing, field operations. It provides a flexible emergency management cell capable of responding effectively to a broad range of contingencies on a 24-hour basis, seven days a week. THE KEY FUNCTIONS OF THE SITUATION ROOM

Part of a wider integrated planning, monitoring and management capability of the OSCE Secretariat, the Situation Room provides services and guidance both to Missions and to the OSCE Chairmanship and participating States. The principal functions of the Situation Room are threefold:

To provide a 24-hour facility able to respond to “silent hours” inquiries/emergency situations

As the primary OSCE point of contact outside normal working hours, the Situation Room provides permanent duty cover to respond to emergency situations or urgent field operation needs. The Situation Room staffs the OSCE emergency telephone 24 hours, seven days a week. The facility can transmit urgent messages to relevant parties or link them up with the appropriate staff of the Secretariat as necessary.

To co-ordinate all medical evacuations (MEDEVAC)* from field operations

The OSCE insures all international staff of field operations (Missions, Presence, Assistance Group and Advisory Group) for medical evacuation (See Chapter XIII, Personnel Issues, Section 03(h)).

Upon receiving an authorized request for a Medical Evacuation, the Situation Room co-ordinates all evacuation procedures. These include contacting the Air Ambulance, and notifying and updating all relevant senior staff of the OSCE Secretariat, the relevant OSCE delegations and the OSCE Chairmanship. The MEDEVAC procedures and the co-ordinating responsibility of the Situation Room end with the arrival of the Mission member in a medical facility.

To maintain comprehensive, accurate, and up to date information on all OSCE field activities

The Situation Room maintains comprehensive information on all OSCE field activities,including Mission mandates, background information, recent Mission activity reports, and full map coverage for all Mission areas.

The Situation Room ensures 24-hour monitoring of electronic media reports on significant Mission and political developments. The facility provides a daily briefing to senior staff of the OSCE Secretariat and the OSCE Chairmanship, and maintains a short-notice briefing capability for delegations and other visitors.

* MEDEVAC from Bosnia and Herzegovina is normally organized by the Swiss Medical Doctor who has the discretionary authority to call in the Swiss air ambulance (REGA) as and when required. However, this service is due to end at the end of the year 2000.

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To assist in the distribution of Mission reports

In out-of-office hours and during holiday periods, the Situation Room assumes responsibility for assessing the urgency of Mission reports and, where necessary, distributing them. This is done in conjunction with the Mission Liaison Officers, who instruct the Situation Room as to whether immediate distribution is warranted.

CONTACT POINT

Telephones: Emergency (24 hour): (+ 43-1) 51436777

Normal: (+ 43-1) 51436167

Independent phone line: (+ 43-1) 5126836

Mobile telephone: (+ 43) (0) 6641120543

Fax: Independent: (+ 43-1) 5128099

E-mail (24 hour monitoring): Sit1@osce.org

Sit2@osce.org

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MEDIA GUIDELINES FOR OSCE MISSION MEMBERS

Many OSCE Missions and field activities attract a great deal of media attention. There is a possibility that you as an OSCE Mission member will come into contact with journalists and may be asked to respond to questions. While in most cases journalists will contact the Press Office of the Mission for information, Mission members should be prepared to respond to media inquiries as well, following the general guidelines described below and specific guidelines set up by each Mission and field activity.

The OSCE believes in trying to maintain good relations with the media. We need the media to gain support for the work of the OSCE, and the public depend on the media for information. In their encounters with the press, OSCE Mission members should be guided by the following three principles: be friendly, be open, and be factual.

GENERAL GUIDELINES

The Mission Spokesperson, if there is one, speaks on behalf of the Head of Mission and is responsible for setting press policy. The Spokesperson is the main public voice of the Mission. In smaller Missions and field activities, the Head of Mission retains chief responsibility for media relations or designates a Mission member to act as focal point for media.

Mission members are not to grant interviews or make on-the-record statements to the press without the prior knowledge of the Spokesperson or Head of Mission.

However, Mission members who meet journalists in the course of their work should be friendly, helpful and open. Using your own judgement, you are free to describe your own area of responsibility in concrete, factual terms.

Mission members are not to offer opinions or comments on Mission policy or speculate on issues. Do not comment on rumours. Journalists should be referred to the Spokesperson’s office for any official comment.

Mission members are to avoid any action and, in particular, any kind of public pronouncement which may adversely reflect on their status as well as on the integrity, independence and impartiality of their position and function as staff members of the OSCE.

OSCE Mission members are not allowed to comment on the policy or activities of United Nations bodies or other partner organizations.

Upon separation from the OSCE Mission members may not disclose any information acquired during their service with the organization for reason of their official position and should continue to exercise discretion.

Please also refer to the Code of Conduct in Chapter II, Section 2(g) on page 17 of this Guide

CONTACT POINTFor further advice on press and media guidelines contact the Press Officer in your Mission or the Press and Public Information Section in the Secretariat (tel. +43-1-51436180 or info@osce.org).

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LEGAL ASPECTS

Within the framework of the Mission’s activities, there are several issues on which the Mission members may require the assistance of a Legal Adviser.

LEGAL ADVISER

Small Missions do not have any Legal Adviser available and Mission members should therefore refer any legal issues to the OSCE Legal Adviser in the Secretariat, through the Head of Mission. In large Missions it is possible to consult the Mission Legal Adviser directly. However, the latter may take the opportunity of contacting the OSCE Legal Adviser, especially on important legal issues or when a harmonization of positions between the Secretariat and Missions is required.

CONSULTATION WITH THE OSCE LEGAL ADVISER

Advice should be sought on the following legal issues. This list is not exhaustive.

1. Contracts

All major contracts or any other legal documents involving financial liability or a legal commitment on the part of the Mission in particular or the OSCE in general, except for contracts of a routine character or following a standard form.

2. Memorandum of Understanding

Interpretation of the basic instrument governing the status and the activities of the Mission (Memorandum of Understanding).

3. Legal status

Matters affecting the legal status of the Mission and its members, or related to privileges and immunities.

4. Personnel Issues

Interpretation of the basic texts governing working conditions, disciplinary cases, appeals, etc.

5. Claims

This includes claims by or against the Mission or its members (third party claims) as well as claims by the Mission members against the Mission in particular or the OSCE in general, or vice versa.

CLEARANCE

Documents which establish commitments for the OSCE (e.g., contracts) should be submitted to The Legal Adviser for advice and clearance. Exceptions can be made for those involving minor amounts, following approved patterns (such as purchase orders, letters of appointment) or being of a routine character.

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INTERVENTION

It should be emphasized that the intervention of a Legal Adviser at an early stage is desirable in order to prevent any legal difficulty or misunderstanding; where legal assistance is sought only once the situation has escalated, a legal resolution becomes more difficult.

FINANCE ISSUES

FINANCE SERVICES

The aim of Finance Services is to provide efficient and cost-effective management and reporting of the financial resources of the OSCE, while at the same time ensuring transparency and accountability in accordance with the Financial Regulations. The Secretary General of the OSCE is accountable for the proper management of the Organization’s financial resources.

Finance Services is comprised of three Units: Accounts, Budget and Treasury. Each Unit has its own area of responsibility, but maintains a close working relationship with the other two.

The Accounts Unit undertakes the processing and recording of financial transactions, applying appropriate financial controls, and producing relevant reports, including the preparation of the Organisation’s Financial Statements. The Chief of Accounts heads the Unit.

The Budget Unit is responsible for managing and advising upon the budget formulation, executing, monitoring and reporting of the Secretariat, Institutions and Missions, reporting on financial issues and making financial projections for new activities. The Chief of Budget heads the Unit.

The Treasury Unit holds responsibility for managing the cash resources for the Secretariat and all Institutions and Missions, the processing of cash receipts and payments, and informing participating States of their obligations regarding assessed contributions, and preparing reports related to assessed contributions and other financial matters. The Treasurer is in charge of the Unit.

The Deputy Director for Finance is responsible for the three Units and is himself accountable to the Director for Resources.

The OSCE financial year runs from 1 January to 31 December. In March the Budget Outline instructions are issued to all Institutions and Missions, by mid April the submission of the Budget Outline Proposals from Institutions and Missions should be received in the Secretariat, ready for the review and consolidation of the Unified Budget Outline. During May the Unified Budget Outline is discussed by the Informal Financial Committee and the Permanent Council. In early July instructions for the Budget Proposals will be issued, followed by submission of proposals from Institutions and Missions in early August. These submissions are then reviewed, costed and consolidated into the Unified Budget Proposal from the middle of August and into September. Discussions on the Unified Budget Proposal take place in October and November, culminating in their approval by the informal Financial Committee and the Permanent Council.

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CASH MANAGEMENT

The following general rules should be followed when handling cash in Missions:

- Formally appoint a fund custodian and designate a deputy fund custodian.

- Document all hand-overs and attach a cash count.

- Make regular closures of the cash imprest funds.

- Make and document regular cash counts.

- Maintain a cash book and up date it prior to cash payment and after the receipt of funds.

- Make a month end imprest fund closure report.

- Keep all cash funds in the safe and all petty cash in lockable boxes.

- Keep cash balances to a minimum in order to meet short-term operational costs.

- Never leave keys or cash boxes unattended.

- Restrict access to the payment office.

- Cash box keys should be the sole responsibility of the fund custodian.

- Reserve safe key or combination codes should be kept in a signed sealed envelope in a bank safety deposit box or by the Head of Mission. Reserve keys may only be used in an emergency approved by the Head of Mission in order to retain full accountability.

- Payments may only be made against approved vouchers.

- Double check all cash payments: On preparation, on hand-over and on receipt.

- Only pay persons identified on the payment voucher.

- For suppliers: request authorisation from their company that they are approved to collect funds on their behalf.

- All collections must be signed as collected.

- Retain payment vouchers in a safe place.

- Use only officially approved foreign exchange facilities.

- Document foreign currency exchanges and obtain official receipts.

- Notify immediately Head of Mission of any losses.

OPERATING BANK ACCOUNTS

1. Opening an account

Identify local banks that may be able to provide the required services. Request recommendations about local banks from other international organisations and official embassies.

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Obtain information regarding the local account opening procedure and financial information about the banks in the form of certified annual accounts and brochures.

Negotiate bank charges and request formal confirmation to the scale of bank charges and levels of service. Request additional bank services such as cash delivery to the office.

Designate an official signatory list, approved by the Head of Mission. The Head and Deputy Head of Mission should be included on the signatory panel. Operate dual signatory accounts.

Co-ordinate with the Treasurer of the OSCE and request approval from the OSCE Treasurer to open a bank account. On completion of opening the account to inform the Chief of Accounts and Treasurer of the OSCE the account details.

Keep track of new developments within the bank, paying special attention to the banks liquidity.

Request regular replenishments to the account, keeping balances on account to an operational minimum.

2. Cash Collections:

Order cash collections in advance avoiding specifying exact times and request the bank to hand over cash in restricted areas such as a back office etc.

Avoid collecting unnecessary large balances.

Always co-ordinate with Mission security.

Make several collections in order to reduce balances.

Avoid routine for cash collections

Always use OSCE security, vehicles and drivers for cash collections.

Be accompanied whenever possible by a second mission member when collecting, transporting or exchanging cash.

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OSCE UNIFIED BUDGET PREPARATION

BUDGET 2000Budget administered by DAO amounts EUR 193,423,400 (29 February 2000)

CONTACT POINTS

Finance Officers in the Mission or the Finance Section in the Secretariat:

Deputy Director of Financeand Personnel

Mr. François d’ArtagnanTel. (+43-1) 514 36542E-mail: fdartagnan@osce.org

Chief of Accounts Mr. Salim Abado (Ms Elisbeth Carrio until November 2000)Tel. (+43-1) 514 36140E-mail: sabado@osce.org

Chief of Budget Mr. Labib SahabTel. (+43-1) 514 36535E-mail: lsahab@osce.org

Treasurer Mr. Stuart BaldwinTel. (+43-1) 514 36148E-mail: sbaldwin@osce.org

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INTERNAL AND EXTERNAL AUDIT

AUDIT ACTIVITIES

Participating States take a great interest in how OSCE funds are spent and the Secretary General is accountable to the Permanent Council for the proper management of the financial resources. The Secretary General therefore needs a way in which to obtain assurances that there are systems in place to ensure that economy is exercised, that money is spent in a proper and regular manner and that the assets of the Organization are protected and used efficiently.

The Internal Audit Section provides this service. It reports directly to the Secretary General and has unrestricted access to all OSCE personnel, records and other papers. Its main objectives are to:

- Examine and recommend measures to strengthen OSCE management control systems;

- Assist all levels of staff in the efficient, effective and economical delivery of OSCE programmes;

- Examine OSCE operations to ensure compliance with existing rules, policies and procedures and the efficient management of all OSCE resources;

- Assess whether internal controls exist and are functioning effectively.

Audits may be financial – concerned with the reliability and accuracy of the accounts and other aspects of financial management – or operational – concerned with the efficiency and effectiveness of OSCE activities. Examinations are carried out in accordance with a work programme agreed with the Secretary General.

At the conclusion of each audit or investigation the Internal Audit Section produces a draft report based on the findings. The draft report may contain recommendations for remedial action and is discussed with the section, Mission or institution before being passed to the Secretary General. The Internal Audit Section monitors the implementation of any recommendations.

As far as is possible and appropriate the work of the Internal Audit Section is co-ordinated with the plans and activities of the External Auditor. The External Auditor reports directly to the Permanent Council.

While Internal Audit is a tool of the SG to assist him in his responsibilities, the External Auditor is an organ of the PC. The current External Auditor is the Swedish National Audit Office.

GUIDELINES FOR MISSION MEMBERS

Mission members working in Administration and Support are most likely to have contact with Auditors, although increasingly Audit is looking at the wider aspects of the Organization’s activities.

When conducting an audit and/or interviewing mission members, the auditor should explain the objectives of the audit, what he or she is trying to achieve, and the methodology that is being adopted. In case a Mission is contacted directly by the External Auditor, the Secretariat should be informed. Mission members should:

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feel free to ask questions, try to be objective when answering questions put to them, but above all be open.

If the Internal Auditors are to help improve the way the Organization operates, they need to know, for example, how procedures are being applied in practice rather than how they should be applied in an ideal world.

When writing its reports the Internal Audit Section will try not to attribute views or comments to any individual. However, should a Mission member have a particular concern about confidentiality, then this should be discussed with the auditor.

CONTACT POINT

Mr. Andrew CaddiesHead of Internal Audit SectionTel. 514 36 740E-mail wcaddies@osce.org

Liaison with the External Auditor

Deputy Director of Finance and Personnel Mr. François d’ArtagnanTel. (+43-1) 514 36542E-mail: fdartagnan@osce.org

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INFORMATION TECHNOLOGY

INFORMATION TECHNOLOGY IN THE OSCE

The OSCE aims to take full advantage of current information technology to help staff achieve the objectives of the Organization through the use of advanced software and information systems on up-to-date computer equipment and networks. The OSCE Secretariat and the large Missions and Institutions have units dedicated to IT, staffed with experienced personnel responsible for operating and supporting the IT facilities while the small Missions have local support available whenever possible. The IT Service in the Secretariat (ITS) is the focal point for IT information or guidance.

1. IT operations and responsibilities

(i) Ordering and installing hardware/software

The IT functions in the Secretariat and in the Missions are responsible for ordering and installing all computer hardware and software required by users. Users are not allowed to install hardware and software themselves as they may conflict with existing standard software, introduce viruses, or may otherwise damage OSCE equipment, data or systems. IT purchases for the Missions and Institutions are guided and technically vetted by the IT Service in the Secretariat. IT hardware and software for specialized needs is typically procured on a case-by-case basis provided that a requirement can be justified. Mission members should contact the IT unit in their Mission for specific needs.

(ii) Implementing information systems

Within the scope of the current Information Systems Strategic Plan (ISSP), a suite of financial and materials management systems were installed OSCE-wide. Other systems such as an electronic document management system, a human resources management system and a group ware application are currently in the pipeline for implementation.

(iii) IT standards

A set of standards have been adopted for software and hardware used throughout the OSCE. The objective of implementing such standards is to ensure that the various Missions and the Secretariat can easily communicate and that deployment can be quick and easy.

These standards cover computer servers, desktop personal computers, printers and other devices. The standard for software is the Windows NT 4.0 operating system for desktop and laptop PCs, and MS Office 97 for word processing, spread-sheeting, presentation graphics and small databases. As newer software and hardware appears on the market, reviews are conducted to establish the usefulness of new technologies to the organization. These reviews drive enhancements to OSCE standards. Standards must be adhered to in order to promote data sharing, interconnectivity, compatibility, stability, scalability and end user support.

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(iv)Consulting services and back-up for local support

ITS in the Secretariat also provides consulting services to the Missions and back-up service in the case of problems that cannot be locally resolved by the IT staff in the Missions or when local IT staff are not available. ITS also contributes significantly to the establishment of IT facilities for new Missions.

(v) Supporting and training users

ITS and the Mission IT functions provide help-desk support to staff. This form of user support is designed to resolve problems related to hardware and software and is normally available during working hours. Typically, field offices that fall with the Area of Responsibility of a larger Regional/Co-ordination Centre will be provided with IT support by that entity.

Mission members are introduced to the use of IT resources and policies pertaining to them. Where applicable computer networks or other means of inter-connectivity within Missions is explained to staff at the beginning of their assignment to the Mission.

2. Mission IT facilities

Large OSCE Missions have well-developed LANs and WANs. This applies in particular to the Missions in Bosnia and Herzegovina, Kosovo and Croatia. The head offices and the Regional/Co-ordination Centres (R/CCs) of these Missions are networked and connected to each other through communication lines.

IT service and support is provided by the IT personnel at either the Mission HQ or each RC. While day-to-day issues in the field are resolved by the R/CC IT personnel, the IT unit in the HQ provides higher-level support to the field IT function. In addition, the IT unit provides specialized database development and support, IT training (co-ordinated through the Mission Training Unit), electronic mail, Intranet, Internet and major systems access and assistance.

IT INFRASTRUCTURE INFORMATION: INFORMATION SYSTEMS, NETWORKS, HARDWARE AND SOFTWARE

Missions run their networks with the Netware operating system or Windows NT. The Mission in Bosnia and Herzegovina has an extensive countrywide computer network connecting all the regional centre local area networks. The Mission to Croatia has a main headquarters in Zagreb, and Co-ordination Centres (CCs) in Vukovar, Sisak and Knin each serving as headquarters to a number of field offices. The Mission is also in the process of implementing a countrywide data network and is upgrading its hardware and software. The Mission in Kosovo, in its turn, is establishing LANs for the various locations and regional centres, including the voter registration and elections offices.

As part of the implementation of the Information Systems Strategic Plan, an Oracle suite of integrated financial and materials management systems was recently implemented OSCE-wide. These modern information systems cover:

- General ledger- Accounts payable- Accounts receivable- Cash management

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- Procurement- Fixed assets- Work flow

These systems have a central database of all financial and materials data that can be accessed by any user who is properly authorized throughout the Organization. They are run on computer servers located in the OSCE Secretariat but can be accessed and used by all the Missions and Institutions either using the Internet or through leased communication lines, in both cases utilizing a Web browser. The first phase of the implementation process has been completed and the second phase will be carried out in the year 2000.

It is intended to extend these systems to cover human resources management and payroll, electronic document management and other information management areas identified in the ISSP.Some of the Missions have their own applications that have been developed to cater for their specific needs. For example, a very sophisticated database has been created in the Bosnia and Herzegovina (BiH) Mission for the elections. A similar one is planned for Kosovo.

SUMMARY OF IT POLICIES AND STANDARDS

1. Electronic data interchange

With the growing use of computers within the Organization, it is essential that standard formats be applied to ensure consistent communication, particularly in the case of attached documents.

- The following standards must be used for any electronic communication between OSCE bodies (unless specifically agreed by the sending and receiving parties). These need to be used as at the lowest common denominator within the Organization.

Type of document Software standard File extensions(where * must not exceed eight characters)

Word processing Word 97(WordPerfect 5.1 old material)

*.doc(*.wpd)

Calculations/spreadsheets Excel 97 *.xlsPresentations PowerPoint 97 *.pptOSCE Newsletters PageMaker 6 or

Corel Draw 9Acrobat Reader 4.x

*.pm6*.cdr*.pdf

Technical drawings Visio 5 *.vsdDatabase files Oracle 8

Access 97 *.mdb

- The sending party is responsible for the conversion of documents to this format and should verify the conversion before sending the document.

- If you are sending e-mails with an attachment, do not attach more than one document in one transmission, as otherwise the documents tend to get corrupted.

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- If large files are being sent (ten pages or more) they should be compressed prior to being attached using WinZip software. Your IT staff will assist with this procedure if necessary.

- For OSCE internal e-mail attachments, files must be binary and ‘uuencoded’ (Pegasus e-mail users please select: File Type = “binary”, Encoding = “UUencoding”)

- For external e-mail attachments, it is recommended to use binary and ‘uuencoded’ files, or basic MIME if that is not successful.

2. Internet use

The Internet has established itself as an extremely powerful source of information and an excellent communication tool. Access to the Internet is not a free service and currently costs the Secretariat and the Missions a considerable amount of money. The ever-increasing awareness of the power of this tool has lead to a steady increase in demand, which of course leads to a rise in the cost of maintaining acceptable levels of service.

At present neither the amount of use nor the sites that can be accessed over the Internet are restricted; a system of honour is relied upon. Individual access is monitored in order to optimise systems as well as to ensure appropriate usage. In the event that staff members abuse Internet access, automated restrictions will be implemented to control the types of sites that are accessible.

- Internet browsing software (e.g., Netscape or Internet Explorer) will be made available to an individual staff member only if there is a clear, documented business need. This must be communicated via the expending manager responsible for the section’s budget.

- During the core business hours of the Organization the software may be used only for OSCE-related activities.

- Outside these hours the software may be used for personal research and education, but only for accessing sites containing material appropriate to a public, international organization such as the OSCE.

- Web-based e-mail services must not be used (due to security and resource constraints).

- When signing up for online ordering or Internet subscription-based services (which will often require you to enter a password for subsequent access), NEVER give your OSCE network password. If you have already done this, please contact your IT staff immediately to change your OSCE password.

- When subscribing to Internet mailing-lists, the procedures for cancellation or discontinuation must be recorded and filed for future reference.

Please remember that your e-mail address identifies you as an employee of the OSCE; any transaction that you initiate on the Internet reflects also upon the Organization. You should be aware that any access via a Web browser could be traced back to the OSCE and the originating computer workstation.

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3. Computer workstation Software

Only fully licensed, virus-free software appropriate to the functioning of the OSCE can be installed on computer workstations, laptops and servers in the Organization. This is to ensure cost-effective configuration, stability, efficient operations and support by the staff responsible for IT in each organizational entity.

- All software must be fully licensed.

- Only staff of the competent IT unit are permitted to install software.

- Personal programs are not to be used or stored on local or network folders; this also applies to software directly transmitted to colleagues via e-mail (including screen savers, animation, etc.).

- All computers on which software has been installed by anyone other than IT staff will be disconnected immediately from the local area network and, time permitting, the standard software will be re-installed by IT staff.

- Any software developed by users such as macros, Access databases and other system modules must be technically approved by your IT staff to ensure they are consistent with OSCE software standards.

DOS AND DON’TS FOR IT

DO

Use OSCE standard software

It is imperative to use only the OSCE standard software. Where there are specialized needs not covered by the standard software, the Secretariat IT Service or the Mission IT staff should approve the use of the software concerned and carry out the installation.

Back up your files continuously

Normally you should keep all your files on the LAN drives so that they are continuously backed up to avoid any data loss. In the absence of a LAN, regular back up of the hard disk must be ensured.

Scan foreign diskettes for viruses

Never read a file from a foreign diskette without first scanning it with an anti-virus software. This software is normally installed on your workstation and regularly updated.

Handle computers with care

Kindly avoid putting objects on your system or drinking and eating near the keyboard or the system to prevent accidental damage of the keyboard and system.

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DO NOT

Attempt to fix hardware yourself

Please do not attempt to repair your workstation yourself even if you feel competent to do so. All such tasks are to be performed by IT staff only.

Install software yourself

Installing software can lead to conflicts with existing software, propagation of viruses, loss of data, etc. therefore no staff members other than those working directly in IT may carry out such installations.

Open mail attachments from unknown sources

External mail is currently a serious source of dangerous software viruses. The correct procedure is to save attachments first, scan them and only then open the file.

Use Internet-based e-mail

For the same reason as above, we do not encourage the use of Internet-based mail. These systems are often weak on security.

IT SUPPORT AND TRAINING

1. Manuals, Mission IT staff and colleagues

Normally software manuals for the OSCE standard software are available in the Mission or the Secretariat. Please consult manuals and training material as frequently as necessary. Your colleagues can also provide a valuable source of help with IT problems however be aware that more serious problems should only be tackled by qualified IT personnel.

2. Financial systems support in Vienna

Support for Oracle financial and materials Management systems is only available in Vienna. Limited support for the BiH Mission is locally available.

3. IT Help Desk Facilities

Vienna - Help-desk support on all OSCE standard software is available from 8.30 to 17.30 every day, Monday-Friday (tel. +43-1-514 36 911).

Help-desk support is also available in Missions.

4. Training

Scheduled and ad hoc individual training is currently being provided in the Secretariat and in some Missions. This training is designed to better prepare users for the use of the network environment as well as to empower users to utilize IT resources more effectively. Training in OSCE standard software is planned for some Missions and the Secretariat. In addition, any change to software standards, implementation of new systems, etc. is typically supported with training.

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5. IT points of contact

Secretariat – ViennaDr. Zaid Abdul-HadiChief, IT ServiceOSCE Secretariat ViennaKärntnerring 5-71010 Vienna

IT Help Desk

Tel. +43 1 514 36 ext. 571 Fax +43 1 514 36 ext. 588E-mail zhadi@osce.org

Tel. +43 1 514 36 ext. 911Bosnia and HerzegovinaMr. Maglen StipcevicChief, ITOSCE Mission to Bosnia and HerzegovinaObala Kulina Bana 19,Sarajevo, Bosnia

Tel. +871 682 322 294+873 682 322 285

Fax +873 682 322 286+871 154 43 10

E-mail MaglenS@oscebih.org

CroatiaMr. Salem AvanIT OfficerOSCE Mission to CroatiaFlorijana Andrašeca 14, Zagreb, 10000, Croatia

Tel. +385 1 3096 620 ext. 161Fax +385 1 3096 621E-mail salem.avan@oscecro.org

KosovoMr. Roger PlathChief, ITOSCE Mission in KosovoBeogradska 2938000 Pristina, Kosovo

Tel. +381 38 500 162 ext. 333+381 38 500 768

Fax +871 382 425 022+47 51 848 780 VSAT+47 51 848 793 VSAT

E-mail roger.plath@omik.orgrplath@mindspring.com

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COMMUNICATIONS

GENERAL COMMUNICATIONS GUIDELINES

The main task of the Mission Communications Section is to provide reliable and independent local and global communications and in doing so to support the Mission in operating efficiently and fulfilling its mandate within the required time and budget constraints. The communications systems established in the Mission area must enable the Head of Mission (HOM) and Mission members to communicate within their area of activity, with the OSCE structures abroad and respective delegations and with their families. Communications systems in the Mission must observe the established chain of command, but it should be noted that priority is given to the security requirements in the area of operations.

In the small Missions, where there is no Communications Section, designated individuals cater for the communications demands of the Mission.

COMMUNICATION SERVICES AND EQUIPMENT IN OSCE MISSIONS

The following types of communication facilities are used in Missions and other field activities:

- PSTN (PTT) telephone/facsimile services;- Direct Landline links (leased lines);- Cellular/mobile phones and services;- HF, VHF, UHF networks and equipment;- Microwave links;- Satellite communications networks and terminals;- GPS and fleet management satellite systems;- Special equipment (e.g. secure telephones, iridium terminals);- Public address and conference systems;- Messenger service.

RIGHTS AND RESPONSIBILITIES OF THE MISSION MEMBERS – USERS OF COMMUNICATIONS EQUIPMENT AND SERVICES

Mission members have access to communications equipment and services in accordance with the operational requirements of their position in the Mission. Each Mission member is responsible for the equipment in his/her inventory. Any irregularities regarding the equipment or services should be brought to the attention of the respective communications personnel, so as to ensure maximum operational readiness and identify defects before they result in serious damage or high costs. Mission members have the right to make personal telephone calls free of charge for approximately twenty minutes in total a month using OSCE communications facilities (note: please ask the administration of your Mission for the exact allowed duration of free calls and for payment arrangements for additional personal calls). In cases of loss or damage of communications equipment due to negligence, the Mission member may be asked for reimbursement.

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HOW TO USE THE DIFFERENT TYPES OF EQUIPMENT INSTALLED AND OPERATED AT THE OSCE OFFICE

1. Telephones

The OSCE Missions operate in an infrastructure environment which offers communications facilities varying from none to very good. The telephone services organized for the Mission may therefore be completely independent or rely fully on the local infrastructure. This pattern changes with time as a result of the fact that some of the Missions are deployed in a post-conflict environment, where the infrastructure may be very weak and undergoing reconstruction and services may be upgraded in the course of the OSCE operation.

The types of telephones, telephone systems and services used in the Missions are of a International standard and should not pose a difficulty to the user. The different calling options are explained in the telephone directory given to newcomers in the Mission. Some of the telephone traffic is routed via satellite links, and users may experience some delay (and even echo) while conversing over such means of communication.

To keep track of communications expenditures, call-logging systems are attached to most OSCE switchboards. As already mentioned, Mission members are normally entitled to twenty minutes of personal calls free of charge per month.

2. Fax machines

The OSCE offices use standard fax machines, which do not require particular skills from the user. At larger offices one or more heavy-duty fax machines may be in use. They are operated by appointed personnel (assistants) and should not be used by Mission members unfamiliar with the operating procedures.

Finally, “satellite fax machines” have communications settings adapted for transmission over satellite links. They normally require some preliminary training and experience from the user. Short private faxes may be sent free of charge.

3. Cellular/mobile (GSM) phones

Cellular/mobile phones used in OSCE Missions are mainly of the European standard GSM. Some Missions use other cellular standards with almost the same features as GSM mobile phones. The quality of service and the coverage area depend on the local service provider and in the majority of cases are constantly improving. Users of cellular/mobile phones do not require special training and should familiarize themselves with the user’s manual for the particular model of phone.

Most GSM networks in the Mission have International Roaming, which enables Mission members to use their private GSM phone either by using the SIM card (number) of their country or by getting another SIM card from the local service provider (whichever is more economical). Please note that not all mobile phones are compatible with the GSM networks in the Mission areas (particularly those used in the American market).

To keep track of communications expenditures, calls on mobile phones are logged. They are for official use and all personal calls should be made on the fixed phone system.

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4. Iridium phones and/or other handheld terminals

These phones look very similar to a normal GSM phone but provide satellite voice connectivity. They may also provide dual connectivity (GSM and satellite). It is important to remember that using the satellite feature of the phone is only possible outdoors, where line of sight with satellite system is ensured. When the phone is used as a GSM phone, indoors application is possible if enough signal is available.

5. Secure phones

The secure phones provide encrypted communications. They are used by the OSCE only when operational requirements justify such a cautious approach and only by certain offices in the Mission. A short training session is required.

6. Satellite phones

Satellite phones are used by the OSCE field Missions whenever no other means are available and as back-up. They provide voice, fax and data connectivity. Inexperienced users require an initial briefing by a competent person, or should at least obtain information from the user’s manual. Inmarsat terminals used in OSCE Missions are easy to install following the instructions of the user’s manual. It is important to remember that the antenna must have a clear line of sight with an Inmarsat satellite (normally it is not possible to have connectivity within the building). Some of the models (e.g. Inmarsat M and Mini M) still have an echo on the channel, and additional speaking discipline is required from the user. The technology for these phones has rapidly improved and they have decreased in size and provide friendly interfacing. Experience has shown that certain technical habits must be adopted by in order for the user to feel comfortable with these phones.

The phones provide global connectivity. It is important to remember that existing terrestrial “bottle-necks” may be a problem, especially for locations where the infrastructure is not developed. The phones indicate this with a message “Terrestrial Congestion”.

7. VHF/UHF radios and networks

The acronyms VHF and UHF stand for Very High Frequency and Ultra-High Frequency.

VHF and UHF radios and networks are used for operational and security purposes for communications between OSCE offices, mobile units (in vehicles) and Mission members. In Missions where such a network is deployed, base stations are installed in the offices and Mobile stations in the vehicles, and hand-held radios are given to Mission members. The majority of the radio transceivers and repeaters in use are of the Motorola brand. With this equipment you can have real-time communications at a distance which is dependent on the terrain (for good communications a clear line of sight between antennas is required). Repeater stations are installed on dominant sites to increase the range of communications.

In the case of user without experience, preliminary training as well as an operational briefing is required before the user can successfully use the system. Call signs and a particular phraseology are used when communicating over VHF/UHF radios. The necessary information is included in a VHF network briefing in all Missions that use such services. Experience has shown that time is needed to become familiar with the VHF/UHF operation of the Mission, and newcomers are expected to be patient but persistent in discovering all the details. A lot of information can be obtained by

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monitoring existing radio traffic and getting used to the sounds on the net, the call signs and the language used by the conversing parties. Technical Instructions (700 Series) have more details on the procedures of radio communications. The messages transmitted over the network must be kept short and contain only essential information. In each channel only one correspondent can transmit, and it is therefore a golden rule to maintain radio discipline and allow emergency traffic to pass. This rule may save human lives.

8. HF radios and networks

The acronym HF stands for High Frequency (short wave). This type of equipment is used to cover longer distances in areas where practically no communications infrastructure is available. After installation it is relatively simple to use such a radio (either fixed or mobile in a vehicle). HF communications suffer from propagation problems which may result in loss of communications at a certain distance from the correspondent; changing of the working frequency and location may improve the situation. The radio procedures for voice communications are the same as for VHF/UHF radios.

9. Satellite C/GPS systems

The Satellite C/GPS system is based on a store-and-forward principle and provides a telex type exchange of messages between mobile teams and a stationary unit serving as a control centre. Positioning information, speed of the mobile teams (vehicles), etc., is available to the control centre as well. The system requires a short period of preliminary training for non-experienced users.

USEFUL TIPS WHEN USING COMMUNICATIONS EQUIPMENT

1. Before switching on any unfamiliar equipment, read the user’s manual. You may find the answers to most of your questions there.

2. Before leaving on a duty trip around the Mission area, check your communications equipment and report any fault you have noted to the communications personnel.

3. Try to establish your own individual pattern using the communications equipment. Such useful habits may save you a lot of time and trouble.

4. Please do not get angry at the equipment – patience and persistence will be more successful.

5. Plan your conversation or message before pressing the “send” button.

CONTACT POINT

The Communications Officer in your Mission or the Communications Unit in the Secretariat: Mr. Maksim Gjergi, Tel. +43-1-514 36 553, e-mail: mgjergi@osce.org

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THE PROCUREMENT SYSTEM

BASIC PRINCIPLES

The basic principles of procurement are submission of a Procurement Request (PR), competitive bidding, and the issuance of a Procurement Order (PO). As the OSCE has a principle of non-stockholding of equipment it practises an “in time procurement”. This means that it demands a lot of foresight to get the desired items at the right time.

PROCUREMENT REQUESTS

A Procurement Request (PR) is the basis for initiating procurement action. It must be signed by the authorized expending officer and certified for the availability of adequate budget cover.

A PR must be made for all purchases above 100 Euro. It is submitted by the user and includes detailed specifications of the requested item and a realistic cost estimate (with freight charges), and be signed by the authorized officer/Procurement Officer.

All PRs for action by Procurement Vienna must be sent via fax, regular mail or Oracle. The PRs will be forwarded to the Chief of Budget for certification of funds; subject to availability of funds, procurement action will start.

The OSCE must procure equipment and services through competitive bidding.

A Request for Quotation/Invitation to Tender is sent to prospective suppliers so that they can bid for the supply of a specific well-defined requirement. A request for quotation should be made if the value of the PR is estimated to be between 1,000 and 70,000 Euro. An invitation to tender (sealed, mailed bids) should be made if the value of the PR is estimated to be over 70,000 Euro.

The authority to waive tendering procedures in the Mission is limited to HoM’s awarding authority. Requests for waivers for purchases of an estimated value exceeding this amount must be submitted to the Secretariat for approval by the Secretary General (or designee if this authority has been delegated).

All international procurement is done via the Procurement Section in the Secretariat. However, Missions are authorized to procure supplies, equipment and services ordered by the user’s office locally without prior approval by ProcO/Ops if there are sufficient funds and if the value of the goods, per PR, does not exceed Mission limits. If the value of the goods exceeds these limits, Local Procurement Authority (LPA) must be obtained from ProcO/Ops prior to procurement action.

Upon selection of a vendor to provide equipment or services, a Purchase Order is drawn up as a legal document (a contract) committing the Organization and a vendor to a purchase transaction as specified therein. The Purchase Order form must incorporate the appropriate terms and conditions governing the transaction as well as the General Conditions of Purchase of the OSCE. Furthermore, in view of the OSCE policy of standardization of some essential equipment, this authority excludes computer equipment, communications equipment and vehicles.

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Procurement by a Mission should only be carried out within the national boundaries of the country in which the Mission office is situated. Exceptions to this rule must be authorized by C/Ops.CONTACT POINT

The Procurement Officer in your Mission or the Procurement Unit in the Secretariat: Mr. Jack Duggan, Tel. +43-1-514 36 284, e-mail: jduggan@osce.org

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LOGISTICAL SERVICES

PURPOSE

Logistics management in the Missions reflects the logistics system in the Secretariat, which is defined and outlined in the Technical Instructions. However, in order to implement the OSCE’s principles and policies there is a need to harmonize logistics procedures and to ensure close co-operation between staff members responsible for the implementation of such procedures in both the Secretariat and the Missions. Logistics management in the Mission is an integral part of overall supply chain management within the OSCE.

DEFINITION

The logistics system in the Mission forms part of the supply chain covering the management of assets and consumables from reception at the defined delivery place within the area of responsibility of the Mission until the disposal or transfer of fixed assets or final consumption of consumables.

Logistics management in the Secretariat is organized in three units which cover the main functions within the supply chain management:

1. Supply

Reception, inspection, storage, distribution, inventory and disposal of fixed assets and consumables.

2. Transport

Transport of OSCE freight or cargo on the surface (road, rail) or by air as well as passengers when using an OSCE-chartered aeroplane. OSCE freight or cargo includes OSCE equipment, consumables and mail.

3. Maintenance

Management of the technical aspects of all OSCE vehicles and generators, including maintenance, provision of spare parts, fuel and lubricants:

- Supervising the management of fleet vehicles in all operational aspects, including the development and implementation of policies for the use of OSCE vehicles (allocation, assignments, driving rules, road safety);

- Accident reporting and evaluation;

- Co-ordination and follow-up of liability and insurance cases.

- Logistics management in the Missions may be organized in a different way; however, all the logistics functions as described herein need to be clearly assigned and individual responsibilities need to be defined accordingly.

PRINCIPLES OF LOGISTICS SERVICES

1. Objective

The overall objective of logistical services in the Missions is the continuous supply chain management of OSCE’s fixed assets and consumables in the most efficient

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manner from the point of view of cost and operational capacity, in line with the OSCE’s rules and regulations.

2. Stockholding

The OSCE is bound by the principle of being a non-stockholding organization. This means that fixed assets and consumables are purchased and utilized for a defined purpose, mentioned in the annual or specific budget. Storage of both fixed assets and consumables is permitted only for operational purposes (reception, awaiting further distribution), and under no circumstances to maintain reserve stocks. In the event that equipment or fixed assets should no longer be required in a Mission, such equipment should be transferred to another Mission or to the Secretariat, wherever needed.

3. Co-operation within the OSCE

A continuous supply chain management can only be achieved as and when all units and individuals concerned or responsible within this management, from procurement until final disposal, co-operate and maintain the necessary communication with each other. Within the supply chain management there is a necessary overlap in responsibilities. Regular mutual co-operation therefore needs to be maintained through the personal efforts and contributions of all concerned. Such co-operation may not be limited to logistics units or services but may also involve other departments, such as IT or Communications. In this area the same approach of mutual co-operation should apply.

The different elements within the supply chain management are further described in the following chapters.

CONTACT POINT

The Logistics Officer in your Mission or the Logistics Unit in the Secretariat: Mr. Uli Schmid, Tel. +43-1-514 36 505, e-mail: uschmid@osce.org

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THE SUPPLY SYSTEM

DEFINITION OF SUPPLIES

The Supply Section administers the Mission’s assets. Supplies are defined as any items or equipment in the Mission’s stores as well as in the hands of Mission members. Requests for supplies must be directed to the Supply Officer. Fixed assets (referred to as ‘Non-expendables’ in the Technical Instructions) are defined as all property with an individual cost in excess of 2,000 Austrian schillings and listed on the Mission inventory. Items with a service life of one year or more are also considered fixed assets for inventory purposes, as are attractive items (cameras, calculators). All other property is expendable.

SUPPLY REQUESTS

All requests for supplies must go through the Supply Officer at the head office. The operations officer at each Regional Centre is responsible for requesting, receiving and distributing supplies and equipment for the RC and its field offices. To request an item, a completed and authorized initial request form must be completed indicating the type, quantity, specifications and justification for the required item, and submitted to the Supply Officer.

RECEIPT AND HAND-OVER OF OSCE SUPPLIES

1. Definition of custodian

The custodian is the person accountable for an item and under whose name and signature it is listed in the inventory. The custodian of an item is the person who appears on the latest recorded authorized hand-over document. He/she may have received the item directly from supply stores or from the inventory unit supervisor. If an item is lost and damaged, the custodian may be held financially accountable for that item, based on the decision of the local property survey board.

2. Receiving a fixed asset

When a Mission member receives an item from the supply office, a warehouse officer or the RC operations officer, a hand-over document must always be completed and authorized. It officially registers the recipient as the custodian responsible for the item.

3. Handing over items to other Mission personnel

For all fixed assets passed from one Mission member to another, a hand-over document must be completed and submitted to the supply office. If none is signed, the item will remain the financial responsibility of the custodian who was recorded as recipient on the most current authorized hand-over document.

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4. Leaving the Mission

Upon separation from the Mission or when transferring from one position in the Mission to another, the personnel office and the respective inventory unit supervisor (IUS) should be informed of the departure date, as soon as it is known and at least a week before departure. An inventory audit must be performed with the participation (as far as possible) of the departing Mission member, the incoming replacement (if already present) and the responsible IUS. If a head of department or an IUS is leaving, the inventory should be performed with the IUS from the next higher immediate organizational level. For these inventory checks for incoming and outgoing personnel, the inventory must be checked against a printout of the full inventory list for the specific office and position, attached to a complete and authorized hand-over document.

LOSS OR DAMAGE

All loss or damage of fixed assets must be reported officially. If a lost or damaged item is not reported, items will remain listed in the inventory as active and the person recorded as custodian will be held responsible for such items. In some cases a board of inquiry may be established by the logistics co-ordinator or an RC director, in order to investigate as outlined in Technical Instruction No. 303. Lost items may become the financial liability of the person responsible for the items.

For more details on reimbursement to the OSCE of the value of lost property, refer to Technical Instructions Nos. 302 and 303, which give details on the measures taken in cases of loss or damage to OSCE property and the bodies convened to examine individual cases.

CONTACT POINT

The Supply Officer in your Mission or the Logistics Unit in the Secretariat: Mr. George Bazhenov, Tel. +43-1-514 36 271, e-mail: gbajenov@osce.org

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THE TRANSPORT SYSTEM

OFFICIAL TRAVEL

1. Nature of travel

Official travel refers to travel on official business for the OSCE and travel by Mission members upon their appointment, in connection with home leave or change of duty station, and upon separation from service. The guidelines for official travel are set out in Organization Directive No. 10/98.

Any trip considered as official travel should use a route, mode and standard of transportation approved in advance in writing by the Head of Mission concerned or his/her designated representative. For this purpose, an Official Travel Authorisation (OTA) must be obtained. In exceptional cases official travel may be undertaken on the basis of an oral authorization which, however, requires written confirmation as soon as possible after completion of the travel. It is the responsibility of the Mission member to obtain the necessary authorization before commencing official travel. When requesting the OTA, Mission members should also check if any further insurance or vaccinations are required.

All tickets for official travel are to be purchased in advance by the OSCE or its authorized representative (such as a travel agency), unless other arrangements have been authorized. If Mission members buy their own tickets, the provisions of Organization Directive No. 10/98 must be strictly followed. Excess costs for any deviation from these provisions will be borne by the Mission member.

The normal mode of transport is travel by air by the most direct route at the lowest available price but this may vary depending on the purposes and objectives of the travel, the duty period involved and the safety of the traveller.

Reimbursement for all travel undertaken upon appointment, home leave, change of duty station and separation from service will not exceed the cost of travelling by air, economy class, full fare. Whenever possible, advantage is to be taken of reduced rates. Costs for excess baggage of up to ten kilograms will be reimbursed for travel on the above-mentioned occasions.

The normal mode of transport at Missions is by air or by train. Travel by air is by economy class if the scheduled journey time is less than seven hours; if the scheduled journey exceeds seven hours, travel can be by business class or equivalent. The scheduled journey time means scheduled flight time and excludes waiting periods between connections and time required for embarkation or disembarkation.

When travel by train is authorized, the standard is first class (single sleeper where applicable) provided that the total cost does not exceed that of air travel at the standard to which the Mission member would otherwise be entitled.

2. Travel expenses

Travel expenses to be paid or reimbursed by the OSCE comprise:

- Cost of transportation by the approved route, mode and standard;

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- Travel Subsistence Allowances (TSA) is payable for travel on official business at rates established by the Secretary General for each authorized overnight stopover or stay at a destination. If the travel is more 10 hours, but does not involve an overnight stay, 40 per cent of the TSA for the applicable destination is payable. Mission members should check for special arrangements which may apply under their terms of service. The TSA consists of a lodging component, a meals component and an incidental component for gratuities and other payments made for essential services. If lodging is in a hotel granting special rates to OSCE personnel special TSA rates apply and if free board and lodging is officially provided the TSA rate is lowered accordingly. It should be noted that the TSA constitutes the total contribution of the OSCE towards additional expenses incurred as a result of travel (accommodation, meals and other incidental expenses);

- Terminal expenses are payable in respect of each inward or outward journey and include expenses for transportation to or from the airport or other point of arrival or departure, baggage and other incidental charges;

- Necessary miscellaneous expenses are additional expenses incurred in connection with the transaction of official business while travelling are reimbursed by the OSCE after completion of travel if the necessity and nature of the expenses are satisfactorily explained and supported by proper receipts which are required for all expenditures of individual items in excess of USD 10.00. The OSCE shall also reimburse necessary visa costs incurred in connection with official travel on behalf of the OSCE. The details and conditions of all the above travel expenses are provided in Organization Directive No. 10.

TRANSPORT SERVICES (MOVEMENT CONTROL)

1. Introduction

This section aims to give Mission members a general overview of the transport support provided by the Department for Administration and Operations (DAO) of the OSCE Secretariat to the Mission.

2. Definition

Within the OSCE, “transport” is defined as movement control, i.e. the planning, implementation and supervision of movement using all available means of transport.

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3. Transport

The Transport Unit in the Secretariat advises and instructs Missions in transport-related matters. It is involved in the procurement of transport services by identifying transport needs, inviting offers and negotiating with the suppliers of transport services. The procurement of these services is carried out in accordance with Organizational Directive No. 2.

All movements from vendors to Missions or from Mission to Mission are co-ordinated by the Transport Unit in the Secretariat. The comprehensive paperwork is also assured by this unit.

Movement of passengers may be either duty or private. Duty travel may take place by OSCE means of transport and commercial services. Mission members receive TSA when travelling on business. In principle, all private travel should be organized and paid for by the individual. However, the OSCE organizes shuttle services for duty travel between Vienna and the Missions when necessary and, when there are empty seats, private travel is accepted free of charge. Today, the OSCE operates a shuttle Vienna-Pristina-Vienna twice a week and Vienna-Sarajevo-Vienna once a week. The Transportation Officer in the Mission (also called MovCon or AirOps) administers all bookings for OSCE shuttle flights for journeys out of the Mission, and the Transportation Officer in Vienna for all journeys from Vienna.

New Mission members are entitled to up to 100 kg of luggage on such flights. The same applies after the end of the Mission. In the intervening period the regulation for commercial flights applies: 20 kg of luggage per person. The Mission is normally able to advise on how extra private luggage may be transported and how value added tax is refunded.

4. Reference

For detailed information please refer to Technical Instruction Nos. 500 and 501.

THE MISSION’S VEHICLE ESTABLISHMENT

1. General

Every OSCE vehicle is the property of the OSCE Secretariat in Vienna and is assigned to the corresponding OSCE Mission as equipment necessary for the proper functioning of that Mission.

The Maintenance Officer (MO) in the Secretariat is the main point of contact for all motor transportation (maintenance) activities and maintenance advice for all OSCE Missions.

Within a Mission, responsibility for vehicle activities is usually assumed by the Motor Transportation/Maintenance Officer. At smaller Missions with no specific logistics staff, a designated Mission member will assume the duties of MT/MO.

2. Vehicle replacement policy

The general policy covering the replacement of OSCE-owned vehicles at Missions is that the recognition that at some point, in the normal course of events, motor vehicles will reach the end of their economic life. The point at which it is no longer viable to operate a vehicle varies, depending on vehicle type, the terrain and

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maintenance schedules, but as a general rule it is a function of either vehicle age or distance travelled.

USE OF VEHICLES

1. Definitions

OSCE vehicles Include vehicles owned, leased or hired by the OSCE and vehicles loaned to the OSCE by the host government and/or member States for the sole use of an OSCE Mission

Private use Any use of an OSCE vehicle which is clearly not related to the duties of the Mission member or local employee concerned or which is not authorized will be considered private.

Non-OSCE personnel For the purpose of this chapter, OSCE personnel include Mission members on secondment, locally hired staff and OSCE personnel from other OSCE Institutions on official visits; all other persons are considered non-OSCE personnel.

Mission area The area inside the boundaries of the country in which the Mission is located, unless otherwise defined by the OSCE Organization Directives.

Ordinary negligence Involves carelessness, lack of attentiveness, error of

judgement, and minor traffic violations.

Gross negligence Driving at obviously excessive speed, unauthorised or while intoxicated or in obvious breach of the rules of the road.

Vehicle Trip Ticket A form to be filled out by the operator of an OSCE vehicle before and after every journey in the vehicle.

2. General use of OSCE vehicles

Vehicles are provided to a Mission in order to ensure that adequate transport is available to Mission members for their official duties. No vehicle may be used without proper authorization.

(i) Official travel

- Official travel includes the following travel categories:

- Travel ordered by an appropriate officer or considered necessary for the performance of official duties;

- Travel to and from residence and place of duty in connection with the performance of official duties;

- Travel for physical examinations, for medical or dental treatment, and for other purposes certified by the Head of Mission as being required in connection with duty needs.

Other travel may be considered official and authorized on an individual basis at the recommendation of the HOM, and requests should be addressed to him/her. Travel not included in the above categories, if not specifically

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authorized by the HOM or his representative, is regarded as private and thus subject to reimbursement.

(ii) Persons authorized to travel in OSCE vehicles

Vehicles are assigned by the Transportation Officer (TransO) - or, if there is no TransO, a Mission member to whom the task is delegated - and may be assigned to:

- Staff members of the OSCE for use in their official capacities;

- A section for collective use by its personnel; or

- A motor pool for collective use by all authorized personnel.

Individuals to whom vehicles have been assigned may permit their use by other staff members as required, but must receive permission from TransO prior to hand-over.

In the case of vehicles assigned to a section for collective use, it is the responsibility of the officer in charge of the section to appoint individuals authorized to control the use of the vehicle for official purposes. In a motor pool, a dispatcher is to be appointed to exercise this authority. The authority may not be delegated to others.

Under compelling circumstances, other persons may be authorized by the HOM or TransO to travel in OSCE vehicles.

3. OSCE Driver’s Permit

No person may drive an OSCE vehicle unless in possession of a valid OSCE Driver’s Permit.

A potential driver of an OSCE vehicle must possess a valid national and/or international driver’s licence in order to qualify for an OSCE Driver’s Permit. The sole issuing authority for an OSCE Driver’s Permit is TransO/Mission, who will arrange for the necessary testing of all Mission personnel requiring an OSCE Driver’s Permit. The HOM is the ultimate issuing authority and may reverse the decision of TransO.

An applicant for an OSCE Driver’s Permit must complete a form (prepared and printed locally), bearing a serial number and the name of the Mission. The person must enter his/her name and position and indicate clearly the type(s) of vehicles which he/she is being authorized to drive.

No driver, irrespective of driving ability, may be issued with an OSCE Driver’s Permit unless he/she has demonstrated a knowledge of all local traffic regulations and OSCE driving rules.

If the validity of the OSCE Driver’s Permit extends to other types of vehicles, the types in question should be listed in typescript in the blank spaces of the Permit and initialled by the issuing authority.

Local staff may be issued with an OSCE Driver’s Permit if their service with the Mission so requires. They must meet the same criteria as international Mission members.

OSCE Driver’s Permits are to be withdrawn from personnel found to be driving under the influence of alcohol or drugs, and from personnel who commit serious

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traffic violations or whose driving habits indicate a lack of competence or of sense of responsibility.

4. Vehicle Trip Tickets

No OSCE vehicle may be driven unless the driver is in possession of a Vehicle Trip Ticket authorizing each trip.

It is the responsibility of the driver to make sure that the Vehicle Trip Ticket is completed accurately and signed by himself/herself and the authorizing officer.

Each trip entry, made on a separate line, must give the following information:

- Name of driver and type and number of vehicle;

- Distance (total number of miles/kilometres travelled on the day concerned/on one particular trip);

- Speedometer readings - total kilometres to date before and after the trip;

- Under “Daily Check”, in the “Before” and “After” columns, the results of the driver’s visual and physical check of the vehicle. A positive check is one denoting that all requirements as outlined under Daily Preventative Maintenance Service before and after operation are met. In the “Before” or “After” column, place a tick for a positive entry and a cross for a negative entry;

- Details of passengers;

- In the “Remarks” column, any negative findings of the daily check (e.g. low water or oil level, dent in left rear fender, etc.). Corrective action should be taken immediately and a note of it made in the “Remarks” column;

- When applicable, an indication that the vehicle is being used for private purposes - through insertion of the letter “P” in the “Remarks” column.

5. Monthly Vehicle Reports

On the basis of the Vehicle Trip Tickets submitted by drivers, TransO/Mission compiles a Monthly Vehicle Report, which is sent to the Fleet Manager/MSS (FltMgr/MSS) after checking that the entries are correct and plausible. Monthly Vehicle Reports containing obviously incorrect data or entries such as “no Vehicle Trip Ticket” should not be sent. Transport at Mission headquarters should take appropriate steps if Vehicle Trip Tickets are not submitted from Regional Centres or field offices.

PRIVATE USE OF VEHICLES

1. Conditions

OSCE vehicles can only be used for private purposes if the vehicles in question are temporarily not required for official purposes. Approval must be given by the HOM, or his designated representative, and a senior officer must sign the Vehicle Trip Tickets. It is recommended that Mission members form groups to use vehicles for recreational purposes, leaving more vehicles available during weekends, etc., for official business.

If justified, vehicles can be used free of charge for group welfare activities. However, they must be properly organized and approved by the HOM and a senior officer must sign the Vehicle Trip Ticket.

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OSCE vehicles may be used for private purposes only within the officially defined Mission area. Under certain circumstances, the HOM may authorize trips to destinations outside the Mission area.

OSCE vehicles must not be modified to suit a group welfare activity, and under no circumstances may OSCE vehicles be used for hunting expeditions or in such a manner as to bring discredit to the OSCE.

2. Reimbursement for use of OSCE vehicles

Operating costs, i.e. fuel and oil, shall be covered or reimbursed by the Mission Member using the vehicle for private purposes. Specific Mission instructions may direct reimbursement based on a specified cost per kilometre. In the event that a local driver is authorized and employed, any overtime salary expenses must be covered as well.

Each journey or deviation for private use must be marked with a “P” in the Remarks column of the duly completed Vehicle Trip Ticket.

Transport may classify all mileage that is entered on a Vehicle Trip Ticket but is not covered by specific duty trips as private, and such mileage may be charged accordingly.

Transport is responsible for notifying the Accounts Department at the OSCE Secretariat of the accumulated mileage for private use of the OSCE vehicles at the Mission and of the names of the drivers in question. Notification shall be made monthly, and the Accounts Department shall make the appropriate deductions from the payments due to the persons concerned (deductions from per diem).

Staff members making private use of OSCE vehicles shortly before the end of their contract are required to verify that the resulting charges have been processed and received by the Accounts Department at the OSCE Secretariat or by the Mission prior to departure.

Approval for the private use of an OSCE vehicle outside the Mission area requires the written agreement of the driver to bear the total cost of recovering the vehicle and returning it to the nearest office of the Mission, regardless of whether recovery is necessitated by accident, damage or normal mechanical failure and whether the driver/user was personally responsible.

If the OSCE incurs expenses in connection with the recovery of an OSCE vehicle used for private purposes, the HOM is empowered, when assessing any costs to be charged to the driver, to include such portion of those expenses as he/she considers reasonable.

DRIVING RULES – ROAD SAFETY

1. Speed limits

The driver must observe the speed limits and not exceed the speed that is safe and appropriate for the prevailing conditions. The maximum vehicle speed for all OSCE vehicles is 100 km per hour. The senior Mission member in the vehicle is responsible for ensuring that the driver does not exceed the safe speed.

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2. Seat belts

The driver and all passengers must wear seat belts whenever the vehicle is in motion. The senior Mission member in the vehicle is responsible for ensuring that the seat belts of the driver and all passengers are properly secured. (Please note: if either a Mission member or a local employee refuses to fasten his seat belt after being reminded to do so, he will be asked to leave the vehicle and use alternative transportation.)

3. Driving while under the influence of alcohol or drugs

No one is permitted to operate an OSCE vehicle while under the influence of alcohol or drugs or while otherwise impaired in such a way that the safe operation of the vehicle cannot be ensured.

4. Security

Whenever an OSCE vehicle is unattended, i.e. when it is not under the direct observation of the driver or a Mission member, all available anti-theft security/locking devices must be employed.

5. Night driving

When driving at night, speed should be reduced in order to be able to stop well within the distance of the driver’s vision at all times. The high-beam headlights should never be used in the face of oncoming traffic, and both the inside and the outside of the windscreen should be kept clean in order to avoid glare and poor visibility.

6. Winter driving

Keep winter driving to a minimum. If a journey is necessary, the route should be planned carefully and the Mission should be informed of the intended route, destination and expected arrival time.

Before starting the vehicle, remove all snow and ice, including caked snow and ice from inside the wheel arches.

When temperatures are low, always allow time for the engine to warm up before setting out. If necessary, switch on the light and the windscreen wipers.

Use snow chains if the road is covered with snow and the incline is more than 10 per cent. Snow chains should be fitted only in pairs and on the same axle on all driven wheels. On ice, drive much more gently and do not make sharp turning actions. A pumping action should be used for braking.

7. In the event of a breakdown

- The hazard lights should be switched on.- The vehicle should be moved to the edge of the road.- The warning triangle should be placed visibly at the side of the road between

50 and 150 metres to the rear of the vehicle.- The Mission should be informed.- A towing service should be contacted.

ACCIDENTS AND DAMAGE

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1. Actions to be taken in the Event of an Accident

Priorities

The safety of Mission personnel and the protection of Mission equipment are the main priorities at all times.

Involvement in a traffic accident

If you are involved in a traffic accident, do the following:

- Stop immediately, or as soon as it is safe to do so. Park your car so as not to endanger yourself or other traffic.

- Do not change the factual position of the accident without a compelling reason, i.e. protection of the injured, traffic security (immediately mark the position).

- Minimal damage: Mark the location of the vehicles and tracks, then open the street to traffic.

- Make traffic secure

Switch on the hazard flasher; place the warning triangle at least 50 metres, with fast-moving traffic at least 150 metres, behind the vehicle.

Accidents on level railway crossings (or interference for train traffic): immediately notify the next railway station.

- Stay with the injured

Bring the injured to safety and immediately mark their original situation.

Position the injured correctly (those unconscious on their sides or stomachs) and protect them from cold, dampness and direct sunlight.

Within your capabilities, provide first aid (first-aid box in vehicle, individual first-aid packages carried on one’s person, if available).

Make sure that help has been requested (doctor, medical services).

Make sure that the injured are transported quickly, the seriously injured in a lying position (ambulance or other applicable vehicle), to the next hospital. The lightly injured should be transported to hospital or to the next doctor (possibly by car).

The dead should be covered over and left lying.

- Inform the police immediately, when

Mission persons are (lightly or seriously) injured;

Local persons (third parties) are injured

The total material damage amounts to more that USD 500;

It is demanded by one of the persons involved;

Local or Mission persons have been killed;

A danger cannot be immediately eliminated (e.g. if liquids could pollute surface or underground water).

- Inform your supervisor or your office immediately, if possible

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- Safeguard the evidence of the accident

Mark whatever might be changed or erased - the positions of injured persons and of vehicles and other objects, tracks etc.

Aids to this: chalk, rubber soles of shoes, tools which scratch, etc.

- Remain at the scene of the accident

Until the police have arrived, the scene of the accident should be left only by someone bringing help (doctor, police) or needing help himself/herself.

- Locate witnesses

Request them to wait for the police; note down any statements.

- As a basis for the accident report, note the facts for yourself (independent of the actual police report). Note at least:

The addresses of those involved (possibly requesting identification);

The types of injury sustained;

The type and make of vehicle and the licence number;

The owner;

The insurance company and the insurance contract number;

The damage sustained by the vehicle and by whatever else was damaged;

The exact place and time of the accident;

The road and weather conditions;

The addresses of witnesses and their positions.

Summarize the accident situation and take important measurements (position of the vehicle, tracks). Take photographs. Remember: photographs of BOTH vehicles (i.e. your vehicle and the third-party vehicle) MUST be taken AT THE SCENE OF THE ACCIDENT and NOT later at a place to which the vehicles have been towed.

Ask for the “green insurance card” if the vehicle is registered in another country.

Fill out an international accident form (provided to all OSCE vehicles) together with the adversary driver. The types of accident mentioned in the middle of the form (e.g. “I crashed into ...”) should, if possible and relevant, be crossed by the adversary driver himself and signed below, if relevant.

Do not make any comments in response to questions about liability or guilt.

Do not sign any acceptances of responsibility or guilt.

After the preparation of the accident report, clean the road of glass splinters, oil stains, etc. Request help if needed.

In the office, write down, from memory, a description of how the accident happened, including the parameters (distances, speed, road/weather conditions, chronology, ...)

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Request an “Accident Protocol” from the police and add it to your report.

2. Traffic accidents on highways

- Vehicles that can still be driven should be driven on to the emergency lane before you get out. Do not put any signs on the highway.

- Safeguard the site of the accident. Immediately turn on the hazard flasher. Run towards the traffic on the outside of the road waving the emergency triangle up and down and position it at about 150 metres from the site of the accident.

- Take injured immediately off the highway. Careful: keep oncoming vehicles in view!

- Notify the police and call an ambulance, if necessary, by means of one of the emergency telephones posted along the highway.

- Provide first aid.

- Do not go back on to the highway.

- Those involved in the accident should remain in security outside the emergency lane. (Special care on bridges!)

- In the event of a traffic tie-up: Make a path for emergency vehicles! On the right lane to the right (on the emergency lane), on the other lanes detour to the left.

- Do not hold back following traffic when the police and/or ambulance are at the accident site.

3. Reporting of accidents

- If any OSCE Staff member is involved in a serious accident, the OSCE Secretariat must be informed immediately.

- A preliminary report concerning the factors leading to the accident must be faxed to the OSCE Secretariat as soon as possible. It will be used to notify the insurance company about the accident pending receipt of the official police report.

- The OSCE has insurance coverage on all OSCE vehicles for drivers and passengers (only OSCE personnel) as well as third-party liability; but insurance claims can be made only on the basis of an accurate accident report.

LIABILITY AND INSURANCE

1. Driver’s financial liability

When making recommendations as to financial responsibility for accidents which occur while the personnel concerned are on duty, the HOM must bear in mind that in some areas drivers are required to use roads not normally used by private vehicles and other extremely rugged terrain; that they are often on duty for long periods without relief; and that they are sometimes required to be on duty at very short noticeWhen assessing financial responsibility, the HOM or the members of the Property Survey Board should make a clear distinction between losses that occur when a staff member is driving on official OSCE business and those that occur when he/she is using the vehicle for non-official or private purposes.

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In the event of an accident that occurs while the vehicle is being used for official travel, the driver is held financially accountable for damage caused to the vehicle as a result of both ordinary and gross negligence on his/her part. The Property Survey Board determines the driver’s financial responsibility. More detailed information on drivers’ financial responsibility can be found in Technical Instruction No. 302, “Property Survey Board”, especially in Section 12.4.

If the vehicle was being used without permission, the driver will be assessed for 100 per cent of the OSCE’s financial losses.

2. Responsibility of drivers

No person may drive an OSCE vehicle until issued with an OSCE Driver’s Permit.

It is the driver’s responsibility to fill out Vehicle Trip Tickets and submit them to TransO/Mission on a regular basis.

Drivers must ensure that the vehicles in their charge are used for official/authorized purposes only and operated in such a way as to achieve utmost efficiency and economy.

Drivers of OSCE vehicles must always use the most direct route possible from one point to another, with due consideration given to the prevailing road conditions and to other conditions which may affect the choice of route.

All drivers must abide by the local rules of the road and any pertinent highway traffic laws promulgated by the host country.

All drivers must ensure constant and close supervision of the use of vehicles and, using the checklist provided in MSS Technical Instruction No. 603, their maintenance and cleanliness, and must report any malfunction or disturbances immediately. No vehicle should be used unless it is in a mechanically safe condition.

3. International Mission members’ authority to supervise drivers of OSCE vehicles

It is important that the drivers of OSCE vehicles follow the traffic rules and do not drive dangerously, with excessive speed and under the influence of alcohol or drugs. If an international Mission member, while travelling in an OSCE vehicle, notices that the driver of the vehicle is not driving safely or is driving with excessive speed or under the influence of alcohol or drugs, he/she has the authority and the obligation to give corrective instructions to the driver. If the driver does not follow those instructions, the international Mission member should ask the driver to stop driving and continue driving himself/herself.

4. Transportation of non-OSCE personnel

As the transportation of non-OSCE personnel in OSCE vehicles may result in a financial liability for the OSCE in cases of claims arising from loss, damage, injury or death, such passengers are required to sign a waiver of insurance coverage exempting the OSCE from liability. A formal request for the transportation of such passengers - specifying their names, nationalities, and relationship(s) with the OSCE and passport numbers - must be submitted to the HOM for his/her prior approval.

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A driver who, contrary to these instructions, transports unauthorized persons in a Mission vehicle does so at his/her own risk, being responsible in the event of an accident involving the death or injury of any of those persons.

CONTACT POINT

The Transport Officer in your Mission or the Maintenance Unit in the Secretariat: Mr. Sergui Poplavski, Tel. +43-1-514 36 502, e-mail: spoplavski@osce.org

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DOCUMENTATION ISSUES

STYLE AND FORMAT

1. Style

The following describes the established style conventions to be used when drafting OSCE documents and publications. Specific guidelines for correspondence can be found in the OSCE Style Manual, but in general the principles set out here should be followed in the drafting of correspondence.

OSCE publications and documents should be written in clear, concise and simple language, avoiding ambiguities. The prescribed spelling for a selected number of words on which the drafter may need guidance can be found in the OSCE Style Manual, which also covers hyphenation, the use of italics and, in a few cases, the use of initial capitals.

The elimination of stereotyped concepts of the role of women and men in all areas should be matched by the use of non-sexist language. Any written document should be revised as to its content of words relating to either sex and modified in order to remove any sexist connotations. The terms used should apply equally to both sexes. Basically, there are four points to remember:

Avoid gender-specific pronouns when the sex of the person concerned is not known. As alternatives:

- Use the plural form (“children and their right”, not “the child and his right”);

- Reword the sentence (“on arriving, a staff member must …”, not “when a staff member arrives, he must …”);

- Delete the pronoun (“anyone should give reasons”, not “anyone should give his reasons”);

- Replace the pronoun (“the staff member sent the luggage”, not “the staff member sent his luggage”).

Avoid “man” words:

- Instead of “chairman, chairwoman”, use “chairperson”;

- Instead of “businessmen,” use “business community,” “industry” etc.

Use parallel language:

- “Men and women”, “ladies and gentlemen”, “husbands and wives”

- Address Mr. and Ms.(not Mrs./Miss)

Avoid stereotypes:

- Instead of “ambassadors and their wives”, write “ambassadors and their spouses”.

2. Format

In order to standardize the appearance of OSCE documents, the following specifications should be adhered to in their preparation:

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Word processing/page set-up:

Margins: Top, bottom, left and right: 2.54 cm; Header and footer (from edge): 1.27 cmMirror margins: OffPaper size: A4 (21 x 29.7 cm, not “letter” or “legal”, etc.)Page justification: Left justified

Font:

Default font: Times New Roman; regular; size 12 pt; character spacing normal, no kerning

Paragraph and tabs:

Alignment: Left justification is preferredIndentation: 0 cmSpacing (before/after): 0 ptDefault tab stops: 1.27 cm

Logos

OSCE logo: All logos should be in conformity with the reference Manual for OSCE logos. Logo colours should be restricted to black and white or grey scale (256 colours). Logo sizes have to be specified according to the OSCE logo scheme.

Tables, Excel sheets

These should be separated by section breaks and embedded in the document. Otherwise the document’s format will change or it will not be possible for the document to be opened. For the table of contents, the “index and table” function should be used, in order to guarantee the correct references.

Tables: For repeated lines at the beginning of each page, use Word’s Headings function (Table menu).

Excel sheets: Take care to use the proper object version. The currently valid format is Excel 5.0/95. Clean Excel tables from any outside links and references (DDE).

OLE (Object Linking and Embedding): Avoid using OLE objects. Translate the embedded object into one of the supported picture formats (see logos) or specify exactly in which application the object was generated.

Date

The date should be in the form “9 August 2000”. The name of the month should not be abbreviated and cardinal numbers should be used. Dates should not be split over two lines. This can be avoided by using a “hard space” (Ctrl+Shift+space bar) between day, month and year, e.g.: 6 August 1999.

Page numbering

Please avoid using Word’s Insert-Page Numbers way of inserting page numbers. Instead, use tab stops to position page numbers in headers. By OSCE convention, page numbers should be inserted in the header with a hyphen-space before and space-hyphen after.

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File formats

Currently valid file formats for Documents Distribution are Microsoft Word 6.0 and Microsoft Word 97.

CORRESPONDENCE

The correspondence of the Organization must be clear and accurate in content, direct and dignified in style, correct in form and attractive in appearance. English is the working language of the OSCE but communications may be written in any of the six official languages of the OSCE (English, French, German, Italian, Russian and Spanish). Regarding clearance and signature of outgoing correspondence, enclosures, copies (cc) and identification of drafter and typist, please refer to the OSCE Style Manual or the specific guidelines of your Mission.

The OSCE’s official communications may take the form of formal or informal letters, notes verbales, interoffice memoranda, internal notes, telefaxes or, increasingly, electronic communications (i.e., e-mail). Guidelines for the form and content of official correspondence conducted via e-mail have not yet been formulated by the OSCE. Below, you will find the most important guidelines for the other forms of correspondence mentioned above. For more detailed instructions including sample letters, please refer to the OSCE Style Manual.

1. Formal letters

Formal letters are used for communications to Heads of State or Government, ministers for foreign affairs and heads of delegations, on such subjects as official statements of policy by the Secretary General, actions taken or contemplated by the Secretary General in connection with decisions or recommendations of organs of the OSCE, acknowledgements of the credentials or appointment of heads of delegations, and similar information to governments and delegations on matters involving the duties and responsibilities of the Secretary General.

If a formal communication is to be addressed to a ministry, office or international organization rather than to a person, it may be in the form of a note verbale (see below).

2. Informal letters

Informal letters are used for the day-to-day correspondence of the OSCE with persons outside the organization and, for communications with the specialized agencies. They are also used for letters from the Secretary General or from department heads to senior delegation staff, except when the subject-matter makes a formal letter more suitable.

3. Notes verbales

Notes verbales are formal communications between institutions written in the third person. They should not be addressed to private persons or to non-governmental organizations. They are commonly used to transmit requests for and acknowledge receipt of information and documents; to transmit information regarding the times and places of meetings; to acknowledge changes in the membership of delegations; and for other requests or acknowledgements to participating States or delegations. Notes verbales are generally used in reply to incoming communications that are in note verbale form; they should touch on only one topic.

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4. Interoffice memoranda

Interoffice memoranda (IOMs) should be used for interdepartmental correspondence. They are appropriate for correspondence both within a given office and within OSCE Missions and field offices. They may, at the discretion of the sender, be sent to staff members in OSCE offices at other locations. They are used to record facts, decisions or opinions to which reference may be necessary later. IOMs are incorporated in the official files. They are the accepted way of making written reports for internal use. They should not be used for a simple message, for which a routing slip may be more appropriate. Each memorandum should normally deal with one subject only. Where a memorandum requires supporting analyses or detailed statistical information, these should be set out in an annex.

5. Internal notes/notes for the file

The same guidelines as those given for interoffice memoranda also apply to the creation of internal notes, notes for the file, records of meetings, etc.

6. Telefaxes

Although the use of electronic messaging (e-mail) has increased dramatically, the sending and receipt of faxes still remains the most frequent means of communication between the OSCE Secretariat and its Missions and field activities.

In order to speed up delivery of the communication, OSCE staff often fax many of the forms of correspondence listed in this Manual (letters, notes verbales, IOMs, etc.). However, depending on the nature and intrinsic importance of their subject-matter and the rank of the person addressed, the originals of the correspondence (formal letter, note verbale) should also be dispatched by mail in addition to being faxed. Where questions of protocol or of a delicate nature are involved, faxing may not be advisable or appropriate.

If a fax is to be distributed to various people in the Secretariat please send only one copy to the central fax number (0043-1-5143696) and the Records Management Unit will forward it to those on the distribution list.

RECORDS MANAGEMENT

Records can be defined as recorded information, regardless of form or medium, created or received by the OSCE and its employees in the conduct of business and retained by the OSCE as evidence of its activities or in pursuance of its legal obligations. Records management, which embraces all record categories and media, is the systematic control of recorded information from its creation to final disposal, whether this is by destruction, temporary or permanent retention or transfer to another medium.

1. Official correspondence

All incoming, outgoing and internal communications which are not personal and which relate to the work of the OSCE are considered to be official correspondence.

Originals of all official incoming and outgoing communications (letters, faxes, internal notes, inter-office memoranda, notes verbales, etc.), together with any attachments, should be provided to the Mission’s registry staff for registration and central filing. In most cases, the addressee of an incoming document will be given a copy of that document. Only in exceptional cases will the addressee be given the document original (in which case the Registration Unit will keep a copy).

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Copy distribution: The Registration Unit automatically distributes information copies of incoming communications to officers who have a substantive interest in the subject-matter or whose names have been included upon request in the distribution list for a particular subject. Requests for inclusion on this list should be addressed to the Head of the Registration Unit.

Action Officers: For incoming correspondence the contents of which suggest that a reply will be necessary, the registry staff will indicate an Action Officer who will be responsible for replying in an appropriate and timely manner. The designation as Action Officer does not in any way affect the duty to undertake necessary co-ordination with other officers or to obtain required clearances. If the designated Action Officer does not consider that he/she is the appropriate person to take action on a particular piece of correspondence, it is his/her task to transfer the Action Officer responsibility to the appropriate person. The action remains the responsibility of the first person designated until someone else has accepted the responsibility. The details of the Action Officer system can be found in Administrative Instruction 02/99.

Communication by e - mail : Pending development of an Organization-wide policy for the management of electronic records, if a communication on a substantive matter has been received and/or a reply sent via e-mail, Mission members are requested to transmit a copy via e-mail to the Registration Unit or to the appropriate unit responsible for filing. The unit will register the mail and decide whether to print out a hard copy for the archive or not.

2. Mission files

All records received or produced by officials of the OSCE in carrying out their duties are inviolable and remain the property of the OSCE. In the case where a staff member is leaving the Mission and will not immediately be replaced by a successor, a hand-over of documents related to his/her office work should take place.

Mission files are reviewed periodically and records that have no lasting value are disposed of. Other files are either retained in the Mission or may be transferred by Records Management to the Secretariat for permanent custody and/or inclusion in the archives of the OSCE.

3. Special handling procedures

In order to protect sensitive information, special handling procedures are being established for certain categories of items (e.g., personnel-related, security-related, classified information, etc.). These procedures are in preparation and will appear as official guidelines.

WEBSITES

The Internet is emerging as a primary source of communication and information. The OSCE will exploit this technology as part of an overall strategy to increase the amount, quality and timeliness of the delivery of public information. The same technology is being considered for facilitating the sharing of operational and decision-making information that is restricted to limited audiences.

The primary OSCE website can be found at http://www/osce.org. This web page is considered the main entry point for locating OSCE information and/or services.

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The Press and Public Information Section of the OSCE Secretariat in Vienna manages the OSCE web site, in co-operation with the Information Technology Section. Specific sections of the site may be maintained by those responsible for programmes and structures (i.e., the ODIHR, employment, some large Missions).

In general, all OSCE Institutions and field activities are expected to maintain, as a minimum, a home page with a brief description of activities and contact information. The Press and Public Information Section will assist those Institutions and field activities with limited capabilities in this area. Assistance may also be provided to maximize links to OSCE web pages, promote specific websites, and develop specialized website features (i.e., common databases, multimedia tools, interactive features, etc.) All OSCE press releases (including those from Institutions and field activities) are issued through the Press and Public Information Section and simultaneously posted on the web site.

General guidelines for creating and maintaining OSCE websites, as well as guidelines relating to OSCE corporate identity standards, are included in the OSCE Style Manual.

CONTACT POINT

Further information is available by contacting the OSCE Online Manager, Press and Public Information Section, OSCE Secretariat, Vienna, tel.: (+43-1) 51436180 or info@osce.org

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OSCE – A BRIEF INTRODUCTION

Details of the history and background of the Organization can be found in the OSCE Handbook, so they will not be repeated here. The Handbook also gives information on the different structures and Institutions that make up the Organization. Mission members should refer to the Handbook for information on the Office for Democratic Institutions and Human Rights, the High Commissioner on National Minorities, the Parliamentary Assembly, the Representative on the Freedom of the Media and the Secretariat. As Mission members will be working primarily with the Secretariat, a short overview and an organizational chart are given below.

THE OSCE SECRETARIAT: TASKS AND STRUCTURE

The OSCE Secretariat, under the direction of the Secretary General, provides administrative and operational support to the Chairmanship, the different institutions of the OSCE and the Missions and field activities. It is based in Vienna and is assisted by an office in Prague.

The Secretariat is the primary institution designated to supporting OSCE Missions and field activities. Within this context its duties specifically include liaison with the Missions, mission staffing, procurement, supply and logistics. Two new activities introduced in the Secretariat are the development of the REACT programme and the creation of an Operations Centre to focus on the planning and deployment of field operations.

The Secretariat is made up of the Office of the Secretary General, the Conflict Prevention Centre, the Department for Administration and Operations and the Co-ordinator of OSCE Economic and Environmental Activities.

The Prague Office of the Secretariat assists with public information projects, houses a significant portion of the OSCE archives, is active in distributing documentation and information, hosts visiting researchers, and assists in the organization of meetings held in Prague.

Fact sheets providing more detailed information for some of its departments are available from the Secretariat.

1. Organizational chart of the Secretariat

The diagram on the next page shows the structure of the Secretariat and the breakdown of the various departments.

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OSCE COUNTRY ACTIVITIES

OSCE Missions and field activities are the front line of the OSCE’s work. They are the vehicles through which political decisions are translated into action in their areas of responsibility according to their mandate. Their work addresses all phases of the conflict cycle: early warning, preventive diplomacy, conflict management, and post-conflict rehabilitation. In mid-2000, approximately 3,000 international and national staff work for the OSCE in the field, and about 86 per cent of the OSCE budget goes towards financing OSCE field activities.

Although no two mandates are the same, generally speaking the purposes of Missions are to facilitate the processes that are intended to prevent or settle conflicts, to monitor the situation and to provide advice and assistance.

The mandates, composition and operation of Missions and other field activities are increasingly varied, underlining the flexibility of this instrument. However, for all Missions the tasks centre on the human dimension, democracy and developing the rule of law. OSCE Missions and field activities vary in size, the number of international Mission members ranging from four (OSCE Centres in Central Asia) to up to 700 (OSCE Mission in Kosovo).

All OSCE Missions co-operate with international and non-governmental organizations in their areas of work.

Today the OSCE has Missions or other forms of field operations and presences in Kosovo (Federal Republic of Yugoslavia), Bosnia and Herzegovina, Croatia, Estonia, Georgia, Latvia, Moldova, Tajikistan and the former Yugoslav Republic of Macedonia. There is also an OSCE Assistance Group to Chechnya (Russian Federation), a Presence in Albania, an Advisory and Monitoring Group in Belarus, a Central Asia Liaison Office and OSCE Centres in Almaty (Kazakhstan), Ashgabad (Turkmenistan) and Bishkek (Kyrgyzstan). An office in Yerevan, Armenia, opened at the beginning of 2000 and technical negotiations are being finalised with a view to opening an office in Baku, Azerbaijan. A Project Co-ordinator works in Ukraine

Missions and other field activities are established by a decision of the Permanent Council, with the agreement of the host country. They are generally deployed with a mandate for an initial period of six months to a year and renewed as necessary. Most Mission members are seconded by participating States and some administrative and technical posts are contracted. Missions are led by a Head of Mission who is from an OSCE participating State, and appointed by the Chairman-in-Office. Mission activities are guided by the Chairmanship, which, together with the Secretariat supervises and supports them.

South-eastern Europe is the area with the highest concentration of OSCE field activities. The OSCE has five field activities in the region, including its four biggest: the OSCE Mission in Kosovo, the OSCE Mission to Croatia, the OSCE Mission to Bosnia and Herzegovina, and the OSCE Presence in Albania. The fifth is the Spillover Monitor Mission to Skopje. The Balkans is the region to which the OSCE despatched its first Missions - to Kosovo, Sandjak and Vojvodina in September 1992, and to Skopje (the former Yugoslav Republic of Macedonia), in the autumn of the same year.

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CO-OPERATION BETWEEN OSCE COUNTRY ACTIVITIES

Regional co-operation between OSCE field activities is a key approach to achieving common goals and promoting a common identity. Field activities can help each other by sharing information and lessons on how to realize different commitments that are within their mandate. For example, Missions can share their experiences with regard to elections and help one another with the processes involved, or they can share know-how on dealing with human rights questions. Co-operation between Missions and other field activities is most common on a regional basis and Mission members should be aware of any OSCE presence in countries neighbouring that of their Mission.

The initiation of processes such as the Stability Pact, placed under the auspices of the OSCE, and the recognition of the need to promote a Regional Strategy in South-eastern Europe, will assist the organization in the active promotion of its common values. They contribute to improved security not just in the region in question but throughout the OSCE ar

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FURTHER READING

Publications Publisher/Editor Language(s)OSCE Newsletter (monthly)Volume VII (2000), Volume VI (1999), Volume V (1998), Volume IV (1997), Volume III (1996), Volume II (1995), Volume I (1994)

OSCE Secretariat since 1. 1.1998 in all six OSCE official languages(English, French, German, Italian, Russian and Spanish) 1994-97 in English and Russian only

Factsheets (revised January 2000) What is the OSCE? 1 The OSCE Secretary General and the Secretariat Office for Democratic Institutions and Human

Rights2

Representative on Freedom of the Media High Commissioner on National Minorities OSCE Parliamentary Assembly2

Mission to Bosnia and Herzegovina3

Mission to Croatia3

Mission in Kosovo3

Presence in Albania3

OSCE Secretariat 1 ‘What is OSCE?’ is available in all six OSCE official languages.

2 Also available in Russian.

3 Also available in local languages.

OSCE Handbook general information on OSCE, Third Edition(March 1999)

OSCE Secretariat English

Currently available on-line at: www.osce.org/publications

Survey of OSCE Long-Term Missions and other OSCE Field Activities(January 2000)

OSCE Secretariat / Conflict Prevention Centre

English

CD-ROM Compilation of documents 1973-1997Includes documents from Summit Meetings, Follow-up and Review Conferences, Ministerial Councils, Senior and Permanent Council, Forum for Security Co-operation, Expert Meetings, OSCE Newsletters, Secretary General Annual Reports, OSCE Parliamentary Assembly and ODIHR publications, Seminars, public releases and speeches from the OSCE High Commissioner on National Minorities and much more, First Edition

OSCE Secretariat,Prague Office

Each CD-Rom contains the documents in all 6 OSCE official languages

The Secretary General's Annual Report on OSCE Activities (1993, 1994, 1995, 1996, 1997, 1998 and 1999)

OSCE Secretariat In all six OSCE official languages

OSCE Office for Democratic Institutions and Human Rights Semi-annual Reports

ODIHR English, Russian

Other publications on democratization and human rights are available at the ODIHR website: (www.osce.org/odihr/publications.htm)

ODIHR English

From CSCE to OSCEStatements and Speeches by Dr. Wilhelm Höynck, Secretary General of the OSCE, 1993-96

OSCE Secretariat English

81

Publications Publisher/Editor Language(s)Bibliography on the OSCE High Commissioner on National Minorities: Documents, Speeches, Related PublicationsThird Edition

The Foundation on Inter-Ethnic Relations,The HagueMarch 1997

English

The Role of the OSCE High Commissioner on National Minorities in OSCE Conflict Prevention - An Introduction

ibid.June 1997

English

The Oslo Recommendations Regarding the Linguistic Rights of National Minorities and Explanatory Note

ibid.February 1998

EnglishRussian

Report on the Linguistic Rights of Persons Belonging to National Minorities in the OSCE area

ibid.March 1999

English

The Lund Recommendations on the Effective Participation of National Minorities in Public Life

ibid.June 1999

English

Chronological Review from 1973 to 2000 of CSCE/OSCE official publicationsList of bound versions of documents issued at the conclusion of a review, follow-up and other major CSCE/OSCE events including the Negotiations on Confidence- and Security-Building Measures

Prague Office English

Reference Manual - Decisions Compilation 1993-94, 1995,1996,1997, and 1998

Prague Office English

OSCE SecretariatPress and Public Information

Kärntner Ring 5-7,A-1010 Vienna, Austria

tel.: (+43-1) 514 36 180 fax.: (+43-1) 514 36 105e-mail: info@osce.org

Prague Office of the OSCE SecretariatRytířská 31

CZ-110 00 Prague 1, Czech Republictel.: (+420-2) 216 10 217 fax.: (+420-2) 216 10 227

e-mail: quest@osceprag.cz

For more information, please check the OSCE Website: h t t p : / / w w w . o s c e . o r g

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OSCE DIRECTIVES, INSTRUCTIONS & REGULATIONS

ORGANIZATION DIRECTIVES

No. 1 Organization and structure of OSCE Institutions and Missions

13/02/1995

No. 2 Procurement and contracting 03/03/1995 Revised 12/11/1999Supplement to procurement 03/05/1996Revision of conditions of purchase 11/02/1997Amendments for KVMAmendment to OD No 2/1 dated 12 November 1999

09/02/199916/02/2000

No. 3(3/Rev.1/00)

Use of volunteers/interns 10/06/1994 Revised 10/1/2000

No. 4 Performance evaluation system 18/04/1995No. 5 Management of voluntary cash

contributions24/08/1995

No. 6 Internal audit 15/04/1996No. 7 The Provident Fund Committee 03/05/1996No. 8 Recruitment to posts included in

the Official Post Table of the OSCE Secretariat

15/03/1996 Rev.1 09/03/1999

No. 9 Selection and appointment of seconded personnel

15/03/1996

No. 10 Official travel 10/11/1998No. 11 Professional working environment

in the OSCE09/06/1999

No. 12 Disciplinary procedures 12/10/1999

ADMINISTRATIVE INSTRUCTIONS

01/1994 Compensation overtime 16/03/1994 Cancelled by May 199402/1994 CSCE ID cards 04/07/1994 Cancelled by May 199703/1994 Missions – weekly mail 06/07/199404/1994 Separation from service 30/11/1994 Cancelled by May 199705/1994 Overtime rule 22/12/1994 Cancelled by January 199706/1994 Training policy 27/12/199407/1995 Cash management instruction 03/01/199508/1995 Use of the OSCE logo and flag 10/05/199501/1997 Policy on overtime compensation 11/06/1997 Amended 19/02/1998

Supplement/Duty travel 13/01/1999 Added 13/01/199902/1997 Separation from service 09/07/199703/1997 ID cards 08/08/199701/1998 Payment of salaries 22/01/199802/1998 Clearance of documents 03/02/199803/1998 IT Policies and standards 18/05/199804/1998 Admin. fixed-term staff mission 29/05/199805/1998 Duty officer system 06/07/199806/1998 Mission (BLA) 24/11/199801/1999 Implementation home leave MM 15/04/1999 to be revised

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02/1999 Action officer 15/06/199903/1999 Reassign/promote 27/12/1999 To SG01/2000 Signature NV February 200002/2000 Reassignments February 2000

FINANCIAL INSTRUCTIONS

FI 01/1999 Receipt, management and disbursement of funds

10/05/1999

FI 01/2000 Representation funds 10/01/2000

ADMINISTRATIVE CIRCULARS

01/1995 Safe custody of cash 26/08/199402/1995 Incoming telephone calls 31/08/199403/1995 Newspapers and other periodicals 19/03/199504/1995 Weekly mail to Missions/Institutions 02/03/199505/1995 Weekly mail, Sarajevo 31/03/199506/1996 Access to fourth Floor Offices 18/08/199601/1997 Leave 09/07/199701/1998 Co-ordination of training 05/10/199802/1998 Implementation of PC.DEC/257 10/11/199803/1998 Transfer of equipment 11/11/199804/1998 Secretariat Reorganization 26/11/199805/1998 Family relationships 04/12/199801/1999 Y2K individual preparations 28/10/199901/2000 Accreditation media representatives 07/02/200002/2000 Organization nomenclature 23/02/2000

TECHNICAL INSTRUCTIONS

(a) Personnel Technical Instructions

100 Personnel services 01/08/1998

(b) Procurement Technical Instructions

200 Executive summary and general guidelines for procurement of supplies, equipment and services

01/07/1999

201 Preparation and processing of procurement requests

01/07/1999

202 Preparation and issue of Purchase Order 01/07/1999203 Procurement 01/07/1999

(c) Logistics Technical Instructions

300 Executive summary of logistic support 01/07/1998301 Logistic support 01/07/1998302 Property Survey Board 01/07/1998303 Boards of Inquiry 01/07/1998

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304 Sale/disposal of OSCE property 01/07/1998

(d) Supply Technical Instructions

400 Executive summary of supply management 01/07/1998401 Supply of goods and equipment 01/07/1998402 Transfer of goods and equipment 01/07/1998403 Inventory control 01/07/1998

(e) Transportation Technical Instructions

500 Summary of transport 01/07/1998501 Movement Control 01/07/1998

(f) Maintenance Technical Instructions

600 Maintenance summary 01/07/1998601 Mission’s vehicle establishment 01/07/1998602 General conditions for the use of OSCE vehicles 01/07/1998603 Maintenance and inspection of vehicles and

generators01/07/1998

604 Insurance of OSCE vehicles 01/07/1998

(g) Communications Technical Instructions

700 General communications 01/07/1998701 Maintenance and inspection of communications

equipment01/07/1998

702 Radio communications procedures 01/07/1998703 Communications for movement of vehicles and

personnel01/07/1998

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LIST OF ABBREVIATIONS

BSEC Black Sea Economic Co-operationCAO Central Asian OfficeCBSS Council of Baltic Sea StatesCC Co-ordination CentreCEI Central European InitiativeCFE Conventional Armed Forces in EuropeCiO Chairman-in-OfficeCIS Commonwealth of Independent StatesCoE Council of EuropeCommO Communications OfficerCPC Conflict Prevention CentreCSBM(s) Confidence and Security Building Measure(s)DAO Department for Administration and OperationsDCS Department of Conference ServicesD/CPC Director of CPCD/RES Director of ResourcesEBRD European Bank for Reconstruction and DevelopmentECE Economic Commission for Europe (United Nations)ECMM European Community Monitor MissionEEA European Economic AreaEEA European Environment AgencyEFTA European Free Trade AreaEIB European Investment BankEU European UnionFSC Forum for Security Co-operationFO Field OfficeFYROM Former Yugoslav Republic of MacedoniaHCNM High Commissioner on National MinoritiesHFA Helsinki Final ActHLPG High Level Planning GroupHoM Head of MissionICRC International Committee of the Red CrossIFOR Implementation Force*ILC International Law CommissionILO International Labour OrganisationIMF International Monetary FundIO International OrganisationIOM International Organisation on MigrationIPTF International Police Task ForceJCG Joint Consultative GroupJNA Yugoslav National Army

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KDOM Kosovo Diplomatic Observation MissionKFOR Kosovo ForceKVM Kosovo Verification MissionLogO Logistics OfficerMC Ministerial CouncilMLO Mission Liaison OfficerMSO Mission Staffing OfficerNACC North Atlantic Co-operation CouncilNATO North Atlantic Treaty OrganisationNGO Non-Governmental OrganisationNNA Neutral and Non-Aligned (States)NPT Non-Proliferation TreatyOCEEA OSCE Co-ordinator for Economic and Environmental ActivitiesODIHROffice for Democratic Institutions and Human RightsOECD Organisation for Economic Co-operation and DevelopmentOFE Office for Free ElectionsORFM OSCE Representative on Freedom of the MediaOSCC Open Skies Consultative CommitteeOSG Office of Secretary GeneralOST Open Skies TreatyPA Parliamentary AssemblyPC Permanent CouncilPfC Partners for Co-operationPfP Partnership for PeacePO Purchase OrderPR Procurement RequestPrepCom Preparatory CommitteeProcO Procurement OfficerRC Regional CentreRO Regional OfficeSC Senior CouncilSG Secretary GeneralSFOR Stabilisation ForceUNMIBH UN Mission in Bosnia and HerzegovinaUNMiK UN Mission in KosovoUNPA United Nations Protected AreaUNPREDEP United Nations Preventive Deployment Force (in FYROM)UNPROFOR United Nations Protection Force in Yugoslavia (in Croatia, BiH, FYROM)UNTAES UN Transitional Administration for Eastern Slavonia (Croatia)WEU Western European Uni

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LIST OF FORMS

The following forms are available upon request at the Administrative Offices in your Mission.

1. BLA Request

2. Hazard Pay (where applicable)

3. Leave Request

4. OTA Form (Official Travel Authorization)

5. TSA Form (Travel Subsistence Allowance)

6. Bank Details

7. Request for Payment and Reimbursement

8. Request for Official Representation

9. Request for Goods

10. Request for Transport

11. Accident Incident Report

12. Trip Ticket

13. General Release Form

14. Performance Evaluation Form

15. Warnings (according to OSCE Disciplinary Procedures)

16. Business Card Request

17. Job Description

18. All insurance related forms

19. Overtime Sheet

20. Handover Document

21. Personnel Location List

22. OSCE Flight Request.

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