Pittaway. Guide for NGOs at UNHCR Consultations

8/7/2019 Pittaway. Guide for NGOs at UNHCR Consultations

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AGuideforNGOstoParticipatingin

UNHCRsAnnualConsultationswith

NGOs

WithAdditionalInformationonUNHCRsExecutiveCommittee,theHigh

CommissionersDialogueonProtectionChallenges,andtheAnnual

TripartiteConsultationsonResettlement

Authors

EileenPittawayandJamesThomson

October2008


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Acknowledgements

This Guide has been jointly produced with the generous funding and support of

UNHCRs InterAgencyUnit (IAU)and the InternationalCouncilofVoluntaryAgencies

(ICVA). Itwasproducedby JamesThomson,DirectorofPolicyandAdvocacy,Act for

Peace,NationalCouncilofChurches inAustralia,andEileenPittaway,Director,Centre

forRefugeeResearch,UniversityofNewSouthWales,tostrengthenNGOparticipation

inUNHCRsconsultativeanddecisionmakingprocesses.Theauthors regularlyattend

UNHCRmeetingsandthisguideisbasedontheirexperience.

Specialthanksgoto:

ClaireLoxleywhoundertookresearchforvarioussectionsoftheGuideandwhocontributedtothefirstdraft;

DamayanthiMuthukumarageforthewonderfulgraphics; GeraldineDoneyforherinput; JudiTuckerandAnneMarieKerriganDericheforlayout; ICVAfortheirvaluablefeedbackandeditingoftheGuideand; TheIAUfortheirsupportofthisproject,theircontinuingassistance,

encouragementofthenongovernmentalsector,andtheirdesiretosharethis

Guidewithasmanypeopleaspossible.

HowtoProvideFeedback

TheGuide is intended tobea livingdocumentandwillbeupdatedas required.As

such,wewouldreallyappreciateyourthoughtsontheGuideanditsusefulness.

Email comments to ICVA ([email protected]), the IAU ([email protected]) or

theauthors:[email protected]@unsw.edu.au.

The Guide is available on the UNHCR and ICVA websites: www.unhcr.org/ngo

consultationsandwww.icva.ch.

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mailto:[email protected]:[email protected]:[email protected]:[email protected]://www.unhcr.org/ngo-consultationshttp://www.unhcr.org/ngo-consultationshttp://www.unhcr.org/ngo-consultationshttp://www.icva.ch/http://www.icva.ch/http://www.unhcr.org/ngo-consultationshttp://www.unhcr.org/ngo-consultationsmailto:[email protected]:[email protected]:[email protected]:[email protected]


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TableofContents

Acknowledgements...............................................................................................................2 HowtoProvideFeedback .........................................................................................................2

Acronyms ..............................................................................................................................5 AboutThisGuide...................................................................................................................6

Introduction ..............................................................................................................................6HowWillThisGuideHelpYou?.................................................................................................7WhyShouldYouAttend? ..........................................................................................................7WhatCanYouDoinGeneva? ...................................................................................................7HowCanYouParticipateWithoutGoing?................................................................................8

WhatisUNHCR?...................................................................................................................9 MandateandFunctions ............................................................................................................9SomeofUNHCRsImportantTasksAre: .................................................................................10TheExecutiveCommittee(ExCom) .........................................................................................11

UNHCRsAnnualConsultationswithNGOs ..........................................................................12 Introduction ............................................................................................................................12WhoPlansandOrganizestheAnnualConsultations?............................................................12WhereAretheConsultationsHeld?........................................................................................12WhoAttendstheConsultations? ............................................................................................12WhatHappensDuringtheNGOConsultations?.....................................................................13ICVAOrientationSession ........................................................................................................13 RegionalSessions....................................................................................................................13ThematicSessions...................................................................................................................13SideMeetings..........................................................................................................................13TheRoleofNGORapporteuroftheAnnualConsultations.....................................................14ParallelEvents.........................................................................................................................14HowtoRegisterfortheAnnualConsultations........................................................................14CriteriaandAccess..................................................................................................................15

ParticipatingintheNGOConsultations ...............................................................................16 ICVAOrientationSession ........................................................................................................16 WhatCanYouDoattheFormalMeetings? ...........................................................................16WhereDoYouSitintheMeetings? ........................................................................................16LanguagesLiveInterpretationandDocumentTranslation .................................................17HowtoAskaQuestion?..........................................................................................................17TheImportanceofPlanningandPreparation ........................................................................18DisplayingDocumentation......................................................................................................18WheretoFindKeyDocuments................................................................................................18OtherDocuments....................................................................................................................18HowtoMakeContactsandArrangeInformalMeetings........................................................18ArrangingSideMeetings ........................................................................................................19 ArrangingInformalMeetings .................................................................................................19Networking:OpportunitiestoMeetandIdentifyPeople .......................................................19

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UNHCRsExecutiveCommittee ............................................................................................20 WhatisUNHCRsExecutiveCommittee?................................................................................20WhoAttendstheAnnualExComMeeting? ............................................................................20WhatHappensDuringExCom?...............................................................................................20

ParticipatinginUNHCRsExComMeeting ...........................................................................21 SeatingattheExComMeeting ...............................................................................................21ExComWorkingLanguages ....................................................................................................21 SideEvents ..............................................................................................................................21CanNGOsArrangeInformalMeetings? .................................................................................21NGOParticipation...................................................................................................................22WheretoFindKeyDocuments................................................................................................23MeetingPeopleattheExComMeeting ..................................................................................23AttendingtheExComMeetingasanNGOonaGovernmentDelegation ..............................24

HowtoMaketheMostofYourTimeinGeneva ..................................................................26 InformalNetworkingwithOtherNGOs ..................................................................................26LinkingintoFormalNGONetworks ........................................................................................27BilateralMeetingswithUNHCRPersonnel .............................................................................27WhoElseShouldYouSeeinGeneva? .....................................................................................28

PreparingfortheMeetingsHowtoProvideInputintotheNGOConsultationsortheExCom

Meeting ..............................................................................................................................30 WithWhomDoYouNeedtoBeinTouch? .............................................................................30PreparationforInputtotheMeetings....................................................................................31

AdvocacyinGeneva ............................................................................................................33 GeneralAwarenessRaising ....................................................................................................34 ExchangingViews ...................................................................................................................34WrittenMaterial:....................................................................................................................35ImportantPointswhenPreparingWrittenMaterialsAre: .....................................................35NotesforAllTypesofAdvocacy..............................................................................................35CoordinatingandWorkinginGroups .....................................................................................36

TheHighCommissionersDialogue......................................................................................38 WhatistheHighCommissionersDialogue? ..........................................................................38WhoAttendstheDialogue?....................................................................................................38AFrankandOpenDialogue ....................................................................................................38 FurtherReading: .....................................................................................................................39

TheAnnualTripartiteConsultationsonResettlement..........................................................40 WhatistheATCR? ..................................................................................................................40HowistheATCROrganized?...................................................................................................41WhoCanAttendtheATCR? ....................................................................................................41

WheretoStay,Eat,andHowtoGetAroundGeneva ...........................................................42

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Acronyms

Acronym FullTitle

ATCR AnnualTripartiteConsultationsonResettlement

CEDAW CommitteeontheEliminationofAllFormsofDiscriminationAgainstWomen

CICG/ICCG InternationalConferenceCentreGeneva

ECOSOC EconomicandSocialCouncil(UN)

ECRE EuropeanCouncilonRefugeesandExile

ExCom ExecutiveCommitteeoftheHighCommissionersProgramme

IAU UNHCRsInterAgencyUnit

ICRC InternationalCommitteeoftheRedCross

ICVA InternationalCouncilofVoluntaryAgencies

IDP InternallyDisplacedPerson

IFRC InternationalFederationofRedCrossandRedCrescentSocieties

IGO IntergovernmentalOrganization

INGO InternationalNonGovernmentalOrganization

IOM InternationalOrganizationforMigration

NGO NonGovernmentalOrganization

OHCHR OfficeoftheHighCommissionerforHumanRights(UN)

PreExCom UNHCRsAnnualConsultationswithNGOs

UNHCR UnitedNationsHighCommissionerforRefugees

UNICEF UnitedNationsChildrensFund

WHO WorldHealthOrganization(UN)

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AboutThisGuide

Introduction

Every year over 300 representatives from around the world attend UNHCRs Annual

ConsultationswithNGOsinGeneva. WhiletheConsultationsstartedoutasahalfday

discussionwhereUNHCRtalkedwithNGOsabouttheupcomingExCom(thereasonwhy

it is often called PreExCom), it has now grown into a major international meeting

point for NGOs and UNHCR. It provides a forum to network, gather and share

information, hearaboutnewpoliciesandbestpractice,discuss protection gaps,and

identifyjointsolutions. IthasbecomethemajorinternationalforumforNGOsworking

withrefugees,IDPs,andotherpersonsofconcern.

Todate,however,verylittleinformationhasbeenavailabletohelpNGOsconsiderthe

value of attending and to help them participate more effectively. This lack of

informationandadvicehasmadeparticipationparticularlydifficult forpeoplecoming

for the first timeand smaller,or lesswell funded,nationalor indigenousNGOswith

littleinternationalpresence. Indeed,firsttimeparticipantsinthesemeetingsoftenend

upspendingmuchoftheirtimeworkingouthowtoget involved,ratherthanactually

takingadvantageoftheopportunitiesavailable. Hencethefrequentcomment:Iwas

justfindingmyfeetwhenitwastimetoleave.

This guide aims to provide information and advice to help NGOs participate in the

AnnualConsultationsandExComand,insodoing,strengthenthepartnershipbetween

NGOsandUNHCR inprovidingprotectionandassistance topersonsofconcern. The

guidealsocoverstheHighCommissionersDialogueonProtectionChallengesandthe

AnnualTripartiteConsultationsonResettlement.

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HowWillThisGuideHelpYou?

By increasing your knowledge and understanding of UNHCRs AnnualConsultations with NGOs, UNHCRs Executive Committee (including its annual

Plenaryand StandingCommitteeSessions), theHighCommissionersDialogue

on Protection Challenges, and the Annual Tripartite Consultations onResettlement.

Byexplainingtheroleandfunctionofthesemeetings,howtheyareorganized,andwhatopportunitiesyouhavetoengageintheseconsultations.

Byreferringyoutomoredetailedsourcesofinformationandorganizationsthathelp you participate, such as UNHCRs InterAgency Unit (IAU) and the

InternationalCouncilofVoluntaryAgencies(ICVA).

Bygivingyouhandytipsonhowtoprepare,strategize,andseekadvice.

WhyShouldYouAttend?

Tohighlighttheprotectionandassistanceneedsofrefugees,statelesspersonsand internally displaced persons (IDPs), particularly protection and assistance

gaps.

Toshareinformation,gettoknow,andconsultwith,otherNGOs. ToinfluenceUNHCRpolicies,processes,andprogrammes. Toraiseawarenessofemergingissues. NGOsattendingthesemeetingsusuallyreturnhomewithnewcontacts,better

sources of information, new policies, examples of good practice, and useful

resources to assist them in their work. Sharing these new resources and

information with other NGOs back home will help strengthen their work and

collaboration. Tonetworkandgathergoodcontactsandsourcesofinformation.

WhatCanYouDoinGeneva?

Arrange meetings with Genevabased UNHCR staff, including UNHCR seniormanagers,todiscussandhighlightissuesofconcern.

Circulatepositionpapersandbriefingsoutsidethemeetingrooms. Ifyouhaveproposedandhadyour suggested topicaccepted inadvance,you

willbeinvolvedinplanningandoverseeingthatsessionontheday.

MeetpeopleworkingwithNGOs inverydifferent settingsandnotonly learnfromthem,butdiscusscommonissues.

To lobbyUNHCRandState representatives.NGOsoften find thatmembersofStatedelegationsaremorewillingtomeetwiththeminGenevaastheyexpect

thatNGOsattendingUNHCRmeetingsarewellbriefedandhaveahighlevelof

credibility.

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HowCanYouParticipateWithoutGoing?

By arranging for other NGOs to raise your concerns at the Consultations,meetingwiththembeforehand,anddebriefing.

ByprovidingtimelyinformationandupdatestoNGOsandUNHCR. BydisseminatingthereportfromtheConsultations.

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WhatisUNHCR?

MandateandFunctions

UNHCR was created by the UN General Assembly in 1950 to lead and coordinate

international action to protect refugees and to resolve refugee problems. UNHCR

works with NGOs, regional organizations, and governments to seek solutions for

refugees,according to the1951 Convention Relating to the Status of Refugees (1951

Convention), and its 1967 Protocol. UNHCR provides protection and assistance to

refugeesirrespectiveoftheirrace,religion,politicalopinion,orgender.

TheheadofUNHCR istheUnitedNationsHighCommissionerforRefugees. UNHCRs

ExCom and the UN General Assembly have authorized the organization to assume

responsibilityforothergroups. Theseincludeformerrefugeeswhohavereturnedto

their homeland; internally displaced people; and people who are stateless or whose

nationalityisdisputed(UNHCRMissionStatement).

UNHCRstrivestoensurethateveryonecanexercisetherighttoseekasylumandfind

saferefugeinanotherState,andworkstofindlongtermsolutionsforrefugeessuchas

returninghomevoluntarily,integratingintheasylumorhostcountry,orresettlingina

thirdcountry. Thesearereferredtoasdurablesolutions.

Forfurtherinformation,consultUNHCRswebsite:www.unhcr.org.

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SomeofUNHCRsImportantTasksAre:

To work closely with governments to persuade them to adopt theinternationalconventionsrelatingtorefugees,andtodevelopnationallawsin

linewithinternationalrefugeelaw.

Toprotecttherightofpeopletoseekasylumunderproceduresthatarefairandequitable.

Toassistwithrefugeestatusdetermination. To coordinate and deliver protection and assistance to refugees and other

personsofconcern.

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TheExecutiveCommittee(ExCom)

TheworkoftheHighCommissionerforRefugeesisguidedbytheExecutiveCommittee,

which comprises 76 Member States as of 2008. The Executive Committee holds an

annualfivedaymeetinginGenevainthefirstweekofOctober,whichisalsoreferredto

asthePlenarySessionorsimplyExCom.

TheAnnualCycleofExComandUNHCRMeetings:

The work of ExCom is done through an annual cycle of meetings, consisting of the

ExCom Plenary meeting (in October) and the three Standing Committee meetings,

which are usually in March (focusing on operational issues), June (which focuses on

protection) and September (which focuses on budget and administration issues). A

planningmeetingisalsoheldinDecembereachyear.

OthermeetingsofUNHCRandExCominclude:

InformalConsultativeMeetingsoftheExComcalledbytheChairmanfortopicsrequiringindepthdiscussion;

InformalPreparatoryConsultations(openonlytoMembersofExCom),heldtoconsiderConclusionsandDecisionsoftheExecutiveCommittee;

HighCommissionersDialogueonProtection;and TheAnnualTripartiteConsultationsonResettlement.

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UNHCRsAnnualConsultationswithNGOs

Introduction

TheAnnualConsultationsbetweenUNHCRandNGOshavebeenheldforapproximately

30years,andhavegrownsignificantlyovertime. Theystartedasahalfdaymeetingfor

NGOs before ExCom and are often referred to as PreExCom, but they have now

developed into a busy threeday forum. The Annual Consultations provide an

important opportunity for NGOs to raise issues, network, and exchange views with

UNHCRandotherNGOs. Informationon theConsultations ismadeavailableon the

UNHCRswebsite,at:www.unhcr.org/ngoconsultations.

WhoPlansandOrganizestheAnnualConsultations?

UNHCRs InterAgency Unit is responsible for organizing the Annual Consultations in

collaborationwiththeInternationalCouncilofVoluntaryAgencies(ICVA).

WhereAretheConsultationsHeld?

The meeting is held in Geneva, in the International Conference Centre (CICG/ICCG)

and/orthePalaisdesNations(homeoftheUNinGeneva).

Who

Attends

the

Consultations?

In 2008, over 350 representatives from 206 different organizations attended the

Consultations, including 93 participants representing national NGOs. Participants

included representatives from a diverse range of NGOs, international and UN

organizations, includingUNHCRstaff,communitybasedrefugeeorganizations,UNHCR

operationalpartners,humanrightsgroups,andhumanitarianagencies. Inrecentyears,

there has also been a welcome increase in the number of refugees attending who

providedvaluableinsights. OrganizationsrangefromnationalorindigenousNGOsand

communitybased organizations to international NGOs with budgets exceeding

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UNHCRs. AlthoughtheConsultationsarebetweenUNHCRandNGOs,Statedelegates

(governmentrepresentatives)arealsoinvitedtoattendthethematicsessions.

NGOsmustregistertoattendtheConsultationsbyapplyingtotheIAU.

WhatHappensDuringtheNGOConsultations?

The Annual Consultations begin with an opening plenary session, followed by

concurrentthematicandregionalsessions,beforeaclosingplenaryonthemorningof

thelastday. Thethematicandregionalsessionsaresupplementedbyaprogrammeof

sidemeetingsheldbeforeorafter the formalprogrammeofmeetingsorduring the

lunch breaks. An Agenda at a Glance is published on the UNHCR website

http://www.unhcr.org/ngoconsultations in advance of the Consultations, and a

detailedprogrammeofmeetingsisavailablebeforetheConsultationscommence.

ICVAOrientationSession

OnthefirstmorningofeachyearsConsultations,ICVAorganizesanorientationsession

forNGOsattendingtheConsultationsforthefirsttime. Fordetailsofthismeeting,see

theParticipatingintheAnnualConsultationssectionofthisguide.

RegionalSessions

EachofUNHCRsfiveRegionalBureauxconductsaRegionalSessiononissuesrelevant

tothatregion. TheDirectorsoftheBureauxoftenprovideabriefoverviewofpriorities

intheregionandthenopenthefloorforquestionsanddiscussion.

ThematicSessions

TopicsforthethematicsessionsareproposedbybothUNHCRandNGOs,andselected

byNGOvote severalmonths inadvanceof theAnnualConsultations. AllNGOs that

haveattendedtheConsultationsinpreviousyearsareinvolvedintheselectionprocess.

The NGO (or UNHCR section) proposing the topic is asked to organize the session,

includingselectingamoderator (usuallyanNGOrepresentative)andspeakers forthe

panel. ThepanelsarediverseandgenerallycomprisespeakersrepresentingUNHCR,an

NGO,andoneother(NGO,UN,intergovernmentalorganization,State,academic,etc.),

thus bringing different perspectives to the discussion. Speakers make short

presentationstoallowformaximumdiscussionwhenthemoderatoropensthefloorfor

questionsandcomments.

SideMeetings

NGOscanrequesttorunformalsidemeetingsontheir issuesofconcern,whilesome

topicsaremergedwithothersessions. Inthiscase,theNGOwishingtoorganizeaside

meetingshouldsenditsrequesttotheIAUwellinadvanceoftheConsultations. Once

confirmation is received, theNGOmustorganize themeeting, includingamoderator

andspeakersforthepanelandpublicisingtheevent.

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RegistrationisrequiredfortemporaryaccreditationtotheUNforgainingaccesstothe

PalaisdesNationsand theCICG/ICCG. Tomeet the strict security requirements,you

shouldensurethatthenameonyourregistrationformandcredentialletterareexactly

thesameasshownonyourpassport,andthatyoubringyourpassportandacopyof

theregistrationformwithyouwhencollectingyourbadge. Individualswithpermanent

UNaccreditationmuststillregisterasdescribed.

CriteriaandAccess

NGOswishingtoattendshouldmeetatleastoneofthefollowingcriteria:

Have consultative status with ECOSOC (please consult the UN website atwww.un.org/esa/coordination/ngo/ for further details on accreditation with

ECOSOC);

Be a member of ICVA (International Council of Voluntary Agencies) pleaserefertowww.icva.ch;

BeanimplementingpartnerforUNHCRintheprecedingorcurrentyear;and BeanoperationalpartnerofUNHCR(withawrittenrecommendationfromthe

UNHCRFieldOfficeconcerned).

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ParticipatingintheNGOConsultations

Note:Inthepast,UNHCRsAnnualConsultationswithNGOshavebeenheldinthelastweek

ofSeptemberinordertodirectlyprecedeUNHCRsExecutiveCommitteeinthefirstweekof

October. This fact enabled some NGOs to stay in Geneva for both meetings. In 2008,

however,theConsultationswerebroughtforwardtoJunetocoincidewithExComsStanding

Committeemeeting. Onereasonforthischangewastoassessifthechangeindateswould

provide an opportunity to link the outcomes of the NGO Consultations to the ExCom

discussions.

ICVAOrientationSession

It is worthwhile making sure that you arrive in Geneva in time to attend the ICVA

orientation session on the first morning of the Annual Consultations, which targets

NGOsattending for the first time. The meetingbegins witha short introductionby

UNHCR,

and

then

ICVA

provides

an

overview

of

the

forthcoming

meetings,

outlining

the

major themes and challenges. ICVA also explains how NGOs can participate in the

meetings,includingopportunitiestofeedintoNGOstatements,updatesonthedrafting

ofExComConclusions,andanyspecialeventsormeetingsbeingheld.

Participants are encouraged to introduce themselves and their organization, which

providesagoodopportunitytogetasenseofwho isattendingandtoidentifypeople

they may wish to meet. ICVA also runs through the agenda and introduces the

ConsultationsRapporteur. Teaandcoffeeisservedinthehalfhourbeforeorientation

begins, which also provides a good opportunity to meet and greet other NGOs and

UNHCRstaffinformally,andtoidentifywhoisworkingonwhatissues.

WhatCanYouDoattheFormalMeetings?

TheAnnualConsultationscanseem intimidating,asmanypeopleseem toknoweach

otherandthelanguageisoftenveryformalandisgenerallyinEnglish. Itisabig,busy

meeting,oftenwithsimultaneoussessionsandyoumaybeunsureofwhichsessionsto

attend. Dontworryaboutaskingforadvice;peopleareusuallypleasedtoassist,andif

youarereally lost,findsomeone from ICVAorthe IAUandtheywillpointyou inthe

rightdirection. Chattootherparticipants. Thecoffeebarisoftenagoodplacetomeet

people,shareexperiencesandfindoutwhatisgoingon. SomeNGOstakeaformalrole

in theproceedings, forexample, sittingonapanel,orchairinga roundtable session.

Thisinvolvementisoftenanaturalprogressionfromhavingaspecificinvolvementinan

issue, having worked on the statement drafting process, or from organizing side

meetings.

WhereDoYouSitintheMeetings?

Seats in the opening and closing plenary sessions of the Annual Consultations are

allocated alphabetically according to the name of the organization you represent.

Dependingonthenumberofparticipants,UNHCRmaynotbeabletoprovideoneseat

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perparticipantatthetablewithamicrophone,butyouwillbeabletosit inasecond

rowandcomeforwardtouseamicrophoneifyouwishtoaskaquestion. Youarefree

tochoosewhereyousitinthethematicandregionalsessions.

LanguagesLiveInterpretationandDocumentTranslation

Under standardUN procedure, all formalUNHCR documentsare provided inEnglish

andFrench,andtranslatedintootherUNlanguagesaccordingtoneed.

During the main Plenary Sessions of the Annual Consultations, simultaneous

interpretation is provided in English, French, and Spanish through a headphone set

locatedonthedesksandbychangingchannelsyoucanselectthelanguage. Oftenthe

speakerscannotbeheardfromthebackoftheroom,sotheheadsetsareusefultohear

well. Allspeakersneedtouseaclear,measuredtonetoenableaccurateinterpretation

andshouldprovideacopyoftheirpresentationinadvancetotheIAUstaffinorderto

assisttheinterpreters. FortheRegionalSessions,interpretationinArabicorRussianis

oftenprovideddependingon the region,but sidemeetingsareusually conducted in

English, and interpreters are not available unless specifically requested and pre

arranged.

HowtoAskaQuestion?

Duringquestion timeanddebates in theAnnualConsultations, thosewithquestions

indicate to the moderator that they have a question by raising their nameplate or

placing ituprighton the desk. Simply raise your hand toaskaquestion during the

thematicandregionalsessions. Themoderatorcanthenseewhohasaquestionand

will call on the organization. S/He will indicate the order for your turn to take the

microphone. Pressthebuttononthemicrophone,sothatthelightappears,inorderto

talk. Ifthelightdoesnotcomeon,youmustraiseyourhandornameplatetosignalto

the technicians (in the booths) that youneed them to switch the microphoneon in

front of you. It is important to speak using the microphone (a) to be heard by all

participantsand(b)foryourquestionorcommenttobeinterpreted.

Beginyourquestionorcommentbyfirstsayingyournameandthatoftheorganization

you

represent.

Questions

need

to

be

short

and

concise.

Long

statements

or

confusing

questionsarediscouraged. Ifyouwanttoaskaquestion,itisadvisabletowriteitdown

andmakesureitiseasilyunderstoodbeforeyouthendirectthequestiontoaspeaker

onthepanel. Ifaquestioncannotbeanswered,oneofthespeakersmaytakenoteof

thequestionandthen look intothematter later,but it isuptoyoutofollowupwith

the speaker to getananswer. Asking specificquestionsof thepanellistsduring the

meetings isan importantopportunitytogetan issueontherecordand isalsooneof

thebestwaystobringittotheattentionofotherpeopleinthemeeting.

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TheImportanceofPlanningandPreparation

Mostpeopleattendinordertorepresenttheiragenciesandtoadvocateeitherwith,or

on behalf of, refugees. You should be familiar with the agenda items and what

meetingsyouwish toattend inadvanceof themeeting. Forexample, ifyouarean

NGO

coming

from

Africa

and

you

work

with

IDPs

you

would

probably

want

to

attend

theregionalsessionsforAfrica inadditiontomeetingsregardingprotection issuesfor

IDPs.

DisplayingDocumentation

Itispossibleforyourorganizationtodisplaysomedocumentationontablesavailableat

thebackoftheroomduringtheConsultations. Pleaseensurethatyoubringenough

copies,as theConferenceRoom isnotequippedwithaphotocopymachine (youwill

need around 150 copies). If you are giving a presentation, or are advocating for a

particular issue, it is a good idea to bring a short, eyecatching briefing paper for

distribution and ensure they are available at the time of the relevant session. This

distribution is often more effective than bringing a longer report, particularly if you

wantpeople to respondduring the Consultation,as themeetings are very busy and

peopledonothavetimetoread. Peopledotakelongerreportshome,butastheycan

weighalot,itisbettertoputlargedocumentsontoaCDfordistribution. Alternatively,

youcancirculateaonepageflyerwithadescriptionofthereportandthewebaddress.

WheretoFindKeyDocuments

Documents for the Annual Consultations are given to each participant during the

registrationattheUNHCRwelcomedeskandareavailableonUNHCRswebsiteforthe

Consultationswww.unhcr.org/ngoconsultations. Thereyouwillalsofindmapsofthe

CICG/ICCG and the Palais des Nations, a list ofhotels andparticipants, reports from

previousConsultations,andotherusefulinformation.

OtherDocuments

InthePalaisdesNations,there isan informationdeskwhereyoucanrequestanyUN

document,provideditisinprintandyouareabletoprovidethemwiththedocument

number. To find the information desk, enter at the Pregny entrance (opposite the

HeadquartersbuildingoftheInternationalCommitteeoftheRedCross,ICRC)andturn

leftafterenteringthePalaisbuildingthroughDoor40.

HowtoMakeContactsandArrangeInformalMeetings

Tip!Dontwaitforpeopletotalktoyou. Introduceyourself;askwherepeople

arefromandwhytheyareattheConsultationswhatdotheywanttoachieve?

Tip!Togetan ideaofwhoattendstheAnnualConsultations,readthroughthe

NGO

Profile

from

the

previous

years

meeting.

This

document

will

also

help

you

getan ideaofwhoyoumay like tomeet. At theConsultations,youwillalso

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receivethreelistsofparticipants:onesortedbyname,onebyorganization,and

anotherbycountry.

Tip! A copy of UNHCRs Internal Telephone Directory is made available to

participants at the Consultations, which will help you contact UNHCR staff in

Geneva.

To

find

other

UNHCR

staff,

call

the

UNHCR

switchboard,

or

ask

IAU

staff.

ArrangingSideMeetings

As well as the formal sessions in the Annual Consultations, NGOs organize side

meetings,usuallyinthemorningsbetween09:0010:00hrs(910am)orduringlunch

time from13:0015:00hrs (13pm). Ameeting room isprovidedbyUNHCR for this

purpose. A lotof importantworkhappensat thesemeetingsandNGOs frommany

different places come together to share issues, documents, and experiences. To

organizeasidemeeting,aroommustbebookedthroughtheIAUatleasttwoweeksin

advance of the Annual Consultations and the NGO must organize and promote the

meeting toensureattendance. Even ifyoudonotwant toholda sidemeeting it is

important to checkeachday to seewhat ison theagenda. Theoutcomesof these

meetingsarealsoincludedintheRapporteursreporttoExCom.

ArrangingInformalMeetings

NGOs are also encouraged to meet with UNHCR staff informally to discuss issues of

common concern and share information and ideas. For that purpose, the UNHCR

OrganizationalStructure,aswellasthoseoftheRegionalBureauxwillbeavailableon

UNHCRs website for the NGO Consultations www.unhcr.org/ngoconsultations and

hardcopieswillbeincludedinyourregistrationfolder. Thesewillallowyoutoorganize

meetingsdirectlywithrelevantUNHCRstaffduringyourstayinGeneva.

Networking:OpportunitiestoMeetandIdentifyPeople

Thereareseveralopportunities foryou to

identify people whom you may wish to

meet. AttheAnnualConsultations, ICVAs

orientationsessionbeginswitharoundof

introductions. UNHCRs reception,usually

heldinUNHCRsCafeteriaonthefirstnight

oftheConsultations,alsoprovidesagreat

opportunitytominglewithUNHCRstaff.

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UNHCRsExecutiveCommittee

WhatisUNHCRsExecutiveCommittee?

The

Executive

Committee

of

the

High

Commissioners

Programme

(ExCom)

was

formed in1958toadvisetheUNHighCommissionerforRefugees intheexerciseof

UNHCRsfunctions. ExCommeetsinGenevaannuallytoreviewandapproveUNHCR's

programmesandbudget,adviseoninternationalprotection,anddiscussawiderange

of other issues with UNHCR and its intergovernmental and nongovernmental

partners.

ABureauoftheExecutiveCommitteeiselectedeachyearandismadeupofthree

office bearers: a Chair, a ViceChair, and the ExCom Rapporteur. The Bureaus

function is to liaisebetween ExCom Member States andUNHCRand theyorganise

informalmeetingsonaregularbasis.

WhoAttendstheAnnualExComMeeting?

TheannualExCommeetingisattendedby:

RepresentativesoftheExComMemberStates. RepresentativesofotherMemberStatesoftheUNwhoattendasobservers. RepresentativesoforganizationsoftheUNsystem. Representativesofintergovernmentalorganizations. NGOs meeting the ExCom established criteria (i.e. ECOSOC accreditation

and/ormemberofICVA).

WhatHappensDuringExCom?

ThePlenaryopenswith comments from theExComChairandpresentationsby the

HighCommissionerandaguestspeaker. Thefollowingdaysare largelyoccupiedby

theGeneralDebate. TheGeneralDebateinvolvespresentations(interventions)

byMemberandobserverStates. Therearealsootherspecificagendaitemsthatare

addressed.

NGO statements on agenda items and the Rapporteurs Report on the Annual

Consultationsaredelivered.

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ParticipatinginUNHCRsExComMeeting

TheExComannualmeetingisverydifferentfromtheNGOConsultations. Itisaformal

meetingofUNHCRsgoverningbody. NGOsattendasobserversandengage in the

debate

through

the

NGO

statements.

All

of

the

meetings

are

held

at

the

Palais.

SeatingattheExComMeeting

Seating at the ExCom meeting is by ExCom Members followed by observer States,

intergovernmental organizations,

andNGOs. SinceNGOsparticipate

as a collective body, individual

name plates are not provided.

Instead, NGOs sit behind or near

thenameplatemarkedNGO. The

seats behind each State are

reserved for members of that

delegation.

ExComWorkingLanguages

DuringtheExCommeeting,simultaneoustranslationisprovidedintheUNlanguages

Arabic,Chinese,English,French,Russian,andSpanish throughaheadphone set

located on the desks or beside each chair with a control to select the desired

language.

SideEvents

During the week of the ExCom meeting, State delegations and UNHCR organize a

considerablenumberofmeetingsonthemarginsofExCom. Theseareheldeitherin

themorningbefore the formal sessionstarts,orduring the lunchbreak. NGOsare

usuallywelcometoattendmostofthese,andtheyareoftenveryworthwhile.

CanNGOsArrangeInformalMeetings?

DuringtheExCommeeting,shortand informalmeetingsaremostcommonlyheld in

the coffee lounge outside of the main meeting rooms in the Palais des Nations.

Rooms for largermeetingscanbebooked throughUNHCRs InterAgencyUnit. For

those that do stay, there is often more time available to meet during the ExCom

meetingweekthanduringtheConsultations.

During the ExCom meetings, State delegates should normally not be approached

duringsession,particularlywhenamemberofthedelegationisspeakingorotherwise

engaged inthedebate. Ifyouwish tomakecontact,wait forameetingbreakora

break between speakers to approach them. Alternatively, you can leave a

handwrittennoteaskingforthemtocallyouduringthebreaktoarrangeameeting.

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MostStatedelegatesalsohavemobileor cellphones that receiveemailsand text

messages,whichcanbeausefulwayofarrangingameeting.

NGOParticipation

ExComMemberStateshavepermittedtwomechanismsforNGO input intheformal

proceedings: an NGO Statement per ExCom agenda item (NGOs can request

permission for a second statement from the ExCom Chair), and the Report of the

RapporteuroftheAnnualConsultationstoExCom.

NGOsarenotpermittedtospeakindividuallyoraskquestionsintheExCommeeting.

Collectively, NGOs are allowed to make one intervention (verbal presentation) on

eachagendaitem,whichiscoordinatedbyICVA. NGOsmakeeveryefforttoensure

thatkeypoints from theNGOConsultationsare included in theNGOstatements to

ExCom. Somepeoplequestionthevalueofattendingthesemeetingswhenwehave

suchasmallofficialrole. Atthesametime,NGOswhoworkprimarilyasadvocates

see thismeetingasaverygoodopportunity tohearwhat thevariousgovernments

havetosayaboutkey issuesofconcern. It isalsoagoodopportunitytomeetwith

manyof theseState representativesanddiscuss issueswith them. Thesemeetings

usuallyhappeninthecoffeeloungeatthePalais.

Attending the ExCom meeting gives NGOs an opportunity to hear what the High

Commissionerandotherseniormanagershavetosayaboutthecurrentsituationfor

refugees around the world. There are also someexcellent side events held in the

morningsandduringthe lunchbreaks. AswiththeNGOConsultations,tomakethe

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23/42

mostofattending theExCommeeting,youneed tocomepreparedandknowwhat

youwanttoachieve.

WheretoFindKeyDocuments

Documents for the ExCom meeting are available at the back of the main meeting

rooms. Manystatementsareplacedonthetablesaftertheyaredelivered.

MeetingPeopleattheExComMeeting

Tip!During theExCommeeting,a listofmembersof Statedelegationsand

their titles is provided to all attendees. This list will help you familiarize

yourselfwithwhoattendsaspartof thegovernmentdelegation,what staff

your State has based permanently in Geneva, and who is heading the

delegation.

Tip!AlistofattendingNGOsisalsoavailable.

Tip! Knowwhoyouare talking to! StateandNGO representativescanbe

distinguishedby thecolourof theirbadge:usuallytheyarebrown forNGOs

and red or yellow for States (including NGOs attending as part of a State

delegation),andblueforUNHCRstaff.

Tip! At ExCom, the main opportunity for networking is the High

Commissioners reception, usually held on the first evening where States,

UNHCR staff,andNGOsmeet together informally. This reception isagood

opportunity

for

you

to

have

a

casual

chat,

ask

questions

and

get

to

know

some

oftheStatedelegatesandseniorUNHCRstaff.

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AttendingtheExComMeetingasanNGOonaGovernmentDelegation

Some governments currently have NGO representatives on their government

delegation(e.g.Australia,Canada,Finland,andtheUSA). Beawarethatthisposition

isadifferentroletobeinganNGOobserver. Thegovernmentwillestablishprotocols

abouttheroleyouwilltake,andwhatyouareallowedtosayanddo. YouwillbelessfreetoadvocateduringtheExCommeetingasanindependentNGOrepresentativein

formalmeetings. However,inprivatesettingsyouwillbeabletospeakonbehalfof

yourNGObymakingclearyouarespeakingonbehalfofyourNGO.

Whatadvantageswillyouhavebeingonagovernmentdelegation?

YouhaveagreaterlevelofaccesstokeypeoplefromthegovernmentwhileinGeneva,whichcanbuildtrustandrelationshipsforyouryearroundadvocacy

and help you to build a greater understanding of how the government

involvementinExComworks.

Youwill(dependingontheattitudeofthegovernment)beinvitedtobilateralmeetings with other governments and get an opportunity to get more

understanding of the views of other governments, and also how the

governmentinteractswithothergovernments.

YouwillalmostinevitablypickupinformationwhichyouwouldnothearbeinganNGOobserveralonebutyoumaynotbefreetosharethiswithyourNGO

colleagues.

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Being on a government delegation works best when you can work with NGOs at

ExCom who are not restricted by being part of a government delegation. Where

appropriate, you can share information with NGOs, pass on input for possible

inclusioninNGOstatementsandgatherinformationfromNGOrepresentativestoask

questionsofthegovernmentdelegation.

Whether you are on a government delegation or not, you should encourage

governments, especially of your home country, to meet for a meal and/or an

(in)formal meeting during ExCom with the NGOs present from your country. Such

meetingsareveryvaluableforbothsides:forthegovernmenttounderstandandget

to know NGOs better and for NGO advocates to understand the pressures and

limitationsongovernments(andtorealizetheyarehumanafterall).

UnderstandwhattheGovernmentDelegationisdoing:

Tip!Askthegovernmentforafulllistofmeetingsthey intendtohaveduring

theweek.

Tip! Once you have a list of meetings scheduled, ask what topics they will

coverandwhatthegovernmentisrecommendingtoUNHCRorotherStates.

Tip!Askwhatmeetingsyoucanattendandwhetheryouwillbepermittedto

speakinthemeetings.

Establishgroundrulesforyourparticipation:

Tip!Asktoattenddelegationbriefingsanddebriefings. Ifthatisnotpossible,

ask for a member of the delegation to be assigned to you to keep you

informed.

Tip! Remember that the government will start planning well in advance, so

makesureyouforwardyourrequestswellinadvance.

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HowtoMaketheMostofYourTimeinGeneva

WhilethemainpurposeofyourvisittoGenevawillbetoattendtheUNHCRAnnual

Consultations with NGOs or the ExCom meeting, there are many other important

thingsthatyoucandowhileyouarethere.

InformalNetworkingwithOtherNGOs

People come from all over the world to these meetings, and from all sectors of

humanitarianandrefugeeadvocacywork. Itisanexcellentopportunitytobuildyour

networkswithotherNGOswhohavetravelledtoGeneva. Mostareactivelyworking

inthefieldorarerefugeeadvocates. ByworkingtogetherwithNGOsfromdifferent

countries

you

can

present

a

stronger

case

to

UNHCR

about

common

issues

of

concern.

Itcanbeausefulspacetoidentifyandsharecommonproblems,todiscusspotential

solutions and an

opportunity to learnabout

best practice in working

with refugees. It also

providesanopportunityfor

some refugees who are

resettled in third countries

to share their experience

asrefugeesandduringthe

processofresettlement.

Contacts made in these

meetings can lead to

international cooperation,

exchange of information, training materials, joint research projects, and strong

contacts between countries of origin, first asylum countries, and resettlement

countries.

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LinkingintoFormalNGONetworks

Identifying and building relationships with Genevabased NGOs and NGOs who

regularlyattendtheAnnualConsultationsandtheExCommeetingiscritical,whether

youaregoingtoGenevaortryingtoprovideinputfromhome.

AswellasNGOswhotraveltoGenevaforUNHCRmeetings,someNGOshaveoffices

there. The roleof theirstaff is toworkasadvocates. TheseNGOsmayattend the

Consultationsand theExCom sessions,aswellas the variouspreparatorymeetings

andspecialbriefingsgivenbyUNHCR.

OneofthemostimportantglobalNGOnetworksistheGenevabasedorganizationsis

the International Council of Voluntary Agencies (ICVA, www.icva.ch), which works

closelywithUNHCRtofacilitateinputfromNGOsintoUNHCRmeetings.

Many

of

the

Geneva

based

NGOs

get

to

know

people

who

work

in

the

many

governmentpostsorconsulates. Throughthesecontactstheycaninformallypresent

anNGOpositiontogovernmentsandUNHCR,andwithoutthemwewouldnothavea

formalavenuetomakeourvoicesheard.

ItisveryusefulforNGOsthatdonothaveapermanentpresenceinGenevatogetto

know these organizations, and through establishing links and networks, have their

voicestakentomeetingswhentheycannotattend.

BilateralMeetingswithUNHCRPersonnel

OneofthemostusefulaspectsofgoingtoGenevaistheopportunitytohaveinformal

meetings with UNHCR personnel (bilateral meetings). To make the most of this

opportunity it is important to plan ahead whenever possible. The Annual

ConsultationsandtheExCommeetingareverybusytimesforUNHCRastheyarrange

theconferences,preparebackgroundreports,andsitonanumberofthepanels. To

makethemostofyourtime,itisimportantthatyoumeetwiththemostappropriate

personorsection.

Forexample, ifyouwanttodiscussresettlementthenyouneedtovisitsomeone in

UNHCRsResettlementSection. IfitisaboutsomethinghappeninginAsia,youneed

to identifythemostappropriateperson intheAsiaPacificBureau. Thepeoplewho

cangiveyoumostassistanceare the staff inUNHCRs InterAgencyUnit. Theyare

available toadviseyouwhoyou should seeaboutwhich issue,and toassistyou to

makeappointments.

If you wish to have bilateral meetings with UNHCR staff it is important that you

prepare before you travel to Geneva. Be very clear about what it is you wish to

discussand, if feasible, let themknow the topic inadvance. Ifpossible,preparea

shortbriefingnoteandtakesupportingdocumentationwithyou. Makesureyouare

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fullyinformedabouttheissue;ifyouarediscussinganincident,havedetailsliketimes

anddatesavailable.

ItisalsoimportanttobeclearwhatyouareaskingUNHCRtodo. Areyouaskingthem

to review policy, to investigate an incident, or to address an issue that has not

previously

been

discussed?

Do

you

want

them

to

take

action,

or

do

you

want

them

to

supportyouorothergroupstotakeaction? Thebetterpreparedyouare,themore

likelyyouaretohaveaproductivemeeting.

Agroupofnationalor indigenousNGOs travelling toGeneva from the same region

shouldalsoconsiderhavingagroupmeetingwiththeDirectoroftheRegionalBureau.

Forexample,eachyear,theDirectorandotherseniorstaffoftheAfricaBureaumeet

withAfricanNGOstodiscussissuesofconcernandshareideasandexperiences. The

agenda is drawn up based on suggestions

received from theNGOs inadvanceof the

meeting. FormanynationalNGOs,itisthe

only opportunity to meet the Director of

theBureauand,so, it isan initiativeworth

pursuing.

WhoElseShouldYouSeeinGeneva?

Other UN organizations and some of the

major international organizations also have headquarters or offices in Geneva.

Dependingon the focusofyourwork,youmay find ituseful tovisit someof these

agencies.

Many of these organizations deal with various aspects of humanitarian aid and

addressmanyoftheproblemsweencounter inthefield. Itmaybegoodforyouto

findoutmoreabouttheroletheyplayandforthemtolearnaboutwhatyoudo.

A list of humanitarian organizations with an office in Geneva can be found at the

website of the Centre dAccueil Genve Internationale:

www.cagi.ch/en/Humanitarian.htm. You can also find more details about these

organizationsintheBriefingBookonInternationalOrganizationsinGeneva2004at

website:www.genevabriefingbook.com/contents.html.

SomeoftheinternationalhumanitarianorganizationsinGenevaarethefollowing:

InternationalCommitteeoftheRedCross(ICRC),www.icrc.org. International Federationof theRedCrossandRedCrescentSocieties (IFRC),

www.ifrc.org.

InternationalOrganizationforMigration(IOM),www.iom.int.

TheJointUnitedNationsProgrammeonHIV/AIDS(UNAIDS),www.unaids.org.

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http://www.cagi.ch/en/Humanitarian.htmhttp://www.genevabriefingbook.com/contents.htmlhttp://www.icrc.org/http://www.ifrc.org/http://www.iom.int/http://www.unaids.org/http://www.unaids.org/http://www.iom.int/http://www.ifrc.org/http://www.icrc.org/http://www.genevabriefingbook.com/contents.htmlhttp://www.cagi.ch/en/Humanitarian.htm


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OfficeoftheHighCommissionerforHumanRights(OHCHR),www.ohchr.org. OfficefortheCoordinationofHumanitarianAffairs(OCHA),ochaonline.un.org. TheUNChildrensFund(UNICEF),www.unicef.org. WorldHealthOrganization(WHO),www.who.org

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http://www.ohchr.org/http://ochaonline.un.org/http://www.unicef.org/http://www.who.org/http://www.who.org/http://www.unicef.org/http://ochaonline.un.org/http://www.ohchr.org/


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PreparingfortheMeetingsHowtoProvideInput

intotheNGOConsultationsortheExComMeeting

TheAnnualConsultationsandtheExCommeetingprovideuswithmanyopportunities

foradvocacy,action,informationcollection,anddissemination.

Theseopportunitiesincludethefollowing:

InternationalnetworkingwithotherNGOs; Awarenessraising; Gainingsupportforfutureactionstoassistrefugees; Planningfollowupstrategies; Talkingwithgovernments; Learningof,andsuggesting,actionswhichmightbetakentoprotecttherights

ofrefugees;

LearningandunderstandingmoreabouthowUNHCRfunctions; LearningaboutotherNGOsandIGOs; Identifyingbestpractiseinrefugeepolicyandserviceprovision;and Identifyinggapsandservicefailures,andsuggestingsolutions.

Todotheabove,youmustpreparebeforeyougotoGeneva,beactive

whileyouarethere,andcommityourselftofollowingupwhenyou

returnhome

WithWhomDoYouNeedtoBeinTouch?

EvenifyoucannottraveltoGenevayoucanfollowwhatishappeningviathewebor

email. ByworkingwithpeoplewhoareattendingorNGOsbasedinGenevayoucan

makesurethatyourviewsareputforwardintotheproceedings. Ifyouareinterested

inbeingpartoftheprocess, it is importantthatyouare incontactwiththeUNHCR

Inter

Agency

Unit,

and

get

onto

their

e

mail

list

at

[email protected].

They

send

out a constant streamof excellent informationabout the variousUNHCRmeetings

andbriefings,andbackgroundpapers,whichwillkeepyouwellinformedaboutwhat

isgoingon. Wheneverappropriate,theyprovideopportunitiesforNGOcomment.

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TheotherkeysourceofinformationistheInternationalCouncilofVoluntaryAgencies

(ICVAsee:www.icva.ch). ICVAwas founded in1962and isaglobalNGOnetwork

thatbringstogetherhumanitarianandhumanrightsNGOsasanadvocacyalliancefor

humanitarianaction. Focusingonhumanitarianandrefugeepolicyissues,ICVAdraws

upon the work of its members at the field level and brings their experiences to

internationaldecisionmakingforums. ICVAprovidesameansforthecollectivebody

of

its

members

to

work

together

to

effect

change,

and

also

assists

members

to

improvetheirownworkthroughaccessto initiativesandtoolsthathelpto increase

qualityandaccountability.

ICVAworks inpartnershipwithUNHCRtoorganizetheNGOConsultations,andNGO

input intoother importantmeetings. ICVA isanetworkofNGOsandtofullyaccess

theirexcellentsiteyouneedtobeamember. However,ICVAalsosendsoutalotof

information to people on their mailing list, and importantly, they coordinate the

drafting of NGO statements into all of the meetings. If your organization is not a

member,itissuggestedthatyoujoin.

Betweenthesetwoorganizationsyouwillhaveaccesstomostoftheinformationthat

youneedtoguideyouthroughthemazeofformalandinformalmeetingsinGeneva.

PreparationforInputtotheMeetings

Thoroughpreparationprior to your visit to Geneva is vital for successful advocacy.

While it is always interesting to hear what is happening in the world, and the

experience of other participants, one of the most important reasons for going to

Genevaistopresentissuesofconcernfromyourworkandyourregion. Thisadvocacy

canbedonethroughgoodnetworkingevenifyoucannotattend. Forexample,NGOs

fromAustraliadoalotofworkwithcommunitybasedorganizationswhosemembers

31
http://www.icva.ch/http://www.icva.ch/


32/42

are refugees living in Thailand. They are not able to travel to Geneva, but they

preparematerialsandgivethesetoAustralianNGOstopresentontheirbehalf. The

SouthernLegalAidNetworkrepresentsabroadconstituencyfromAfricanandother

countriesfromtheSouthandoperatesinasimilarway.

Preparation

should

begin

long

before

you

come

to

Geneva.

It

is

very

difficult

for

refugeestotraveltoGenevatospeakontheirownbehalf. Youaretheretoadvocate

fortherightsofrefugeesanddisplacedpeople,yourorganizations,yourconstituents,

notyourselves.

Therearesome importantstepsto taketodoso. Youcouldconsultwithrefugees,

andcommunitybasedorganizationstoheartheirissuesofconcernandprioritiesfor

action. You could contact other NGOs in your country, your region, and

internationallywhomaybeworkingonsimilarissues. Itisveryusefultogettoknow

thepositionsofvariousgovernments,andhowtheyarethinking. Youcanprepareby

corresponding with NGOs and by reading the reports from the UNHCR Standing

Committee and other key meetings, which are available on the UNHCR website,

www.unhcr.org.

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AdvocacyinGeneva

AdvocacyisanimportantpartofwhatyoucandowhileinGeneva.

It is important to remember that you should not only work on advocating to the

governmentofyourhomecountry,butyoushouldidentifyotherkeydelegationsthat

may

have

some

involvement

or

interest

in

your

issues.

Thereareseveraltypesofadvocacythatyoucanandshouldengageinwhilstyouare

atUNHCR. Eachmethodshouldbetailoredtosuitthepersonorgroupyouareaiming

tolobby. Youshouldcomepreparedandknowwhatyourstrategyisgoingtobe. Ifit

isyourfirsttimeattending,thefollowinginformationisusefulinidentifyingwhatmay

beapplicablegivenyourcircumstances. Key lobbyingcanbedone inpersonduring

formalandinformalopportunities. Theimportanceofhavingconfidencetoapproach

delegates cannotbeoveremphasized. For further informationonhow toapproach

peoplepleaserefertoHowtomakethemostofyourtimeinGeneva.

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Youneedtobeclearabout:

Whatyouwanttoachievethroughadvocacy,andwhy? Whatareyouaskingtobedoneandwhoareyouasking? Whatinformationdoyouneedtobackupourpositions? Doyouhaveenoughevidencetotalkabouttheissues?

GeneralAwarenessRaising

Ifyouaretryingtodrawattentiontoaparticulartopic,agoodplacetostartisthrough

generalawarenessraising. Mostattendeesofthesemeetingshavecomewiththeir

own objectives to try and draw attention to their particular concerns. The key to

beingsuccessfulwiththismethod istocomeprepared,withawelldocumentedand

concise

message.

ExchangingViews

Asmentionedinprevioussectionsinformalmeetingsare

oneof thekeysmethodsof communicatingwithother

participants. General awarenessraising is a well

accepted form of advocacy, and often leads to an

exchangeofviewsregardingyourtopic. Itmaybethat

the person you are talking to already has his/her own

viewofthesituationandwouldliketodiscussitwithyou

eitherformallyorinformally.

Exchangingviewscanandshouldbeanenjoyableexperience. Tomakethemostof

theseexchangesalwayscomewithanopenmindandbereadytohearotherpointsof

view. By allowing other people to express their ideas they will be more open to

hearingyours. If,however,youblatantlytelltheotherpersonthattheyarewrong,

youwillbedisadvantagingyourself.

Exchangingviewsalsoworksbest ifyouhaveexamplesto justifyyour thoughtsand

ideas. Ifyouhaveawellreasonedargument,youaremorelikelytogaintherespect

andinterestofthepersonwithwhomyouareengaging.

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Remember if another person becomes hostile in these exchanges, it is best not to

engage,simplyagreetodisagreeandleaveitatthat.

WrittenMaterial:

Writtenmaterialsshouldbean importantcomponentofyourstrategy.Theseshould

beclear,havesufficientcontactdetailsofyourorganization,bewritten inaccessible

languageand,mostimportantly,beconcise. Writtenmaterialisparticularlyimportant

asmostdelegatesofboththeExCommeetingandtheAnnualConsultationswantto

be appraised of situations around the globe, but are often bombarded with

information that they may not be able to absorb during the short time that the

meetings run. Theycancarefullyconsider the informationafter themeetingshave

finished.

ImportantPointswhenPreparingWrittenMaterialsAre:

Besureyouhavethoroughlyresearchedtheissuesyouarepresenting. Haveashortconcisesummaryofyourargument. Have clear recommendations for UNHCR, governments, and other NGOs

peoplewanttoknowwhattodo!

Preparealongerpaperforpeopletotakeawayandreadlater. Make sure thatyour summarydocument is strongandgraphic, so that they

willwanttoreadthefulldocument.

Reference the issueyouarepresentingto the1951RefugeeConventionandthe 1967 Protocol, the Agenda for Protection, and to other applicable UN

documentsandconventions,suchastheConventiontoEliminateAllFormsof

DiscriminationAgainstWomen(CEDAW),theConventionoftheRightsofthe

Child, the Convention Relating to the Status of Stateless Persons, the

ConventionAgainstTorture,and theUNSecurityCouncilResolution1325on

Women,PeaceandSecurity. Theymaystrengthenyourargument.

Takesufficientnumbersofyoursummaryfordistribution(at least150totheAnnualConsultationsand150totheExCommeeting).

NotesforAllTypesofAdvocacy

Regardless of what method of advocacy that you choose, it is absolutely vital to

ensurethatwhateveryousayorwhateveryouwriteisfactuallycorrect. Doublecheck

your factsand figureswithreliablesourcesandhave itcheckedwithexpertsbefore

releasinganyinformation. Ifyoufailtodoso,yourargumentoropinioncanbeeasily

discreditedalongwithyourorganization. Anotherpitfallthatiscommonistoonlyuse

one case or example. If the example isnot accurate, you run the riskof not only

discrediting

yourself,

but

also

other

advocates.

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Ifyoucan,alwaysuseanexampleintheformofapersonsstory. Itallowsthepeople

towhomyouaretalkingtorelatetosomethingmorethanfactsandfigures.

CoordinatingandWorkinginGroups

Working

with

other

organizations

in

a

collaborative

and

coordinated

approach

can

be

averyadvantageousmoveforNGOs. Workinginateamprovidesgreatercapacityto

target specific individuals or to conduct research. Often attendees from within a

specificregionalgrouphavethesameconcernsandquestionsasotherNGOs inthe

region. Byworkingtogether,youcanavoidunnecessaryduplicationofeffort. Other

NGOs may also have contacts that others do not and are willing to share these

contactsaspartofacollaborativeeffort.

When working in groups it is advisable that all participants have an agreed joint

statementand,iftimeallows,asetlistofotherquestionsthatcanbeexplored.

Beclearaboutyourpolicyobjectivesandparticularlywhich issuesarerelevantfor

UNHCRandwhichareprimarilydomestic issues thatneed tobetakenupathome.

Understand clearly for whom you are speaking and actively engage appropriate

peoplefromyourconstituencyincontributingideas. Givethemfeedbackanddevelop

aclear strategy to sharewithyourconstituency. Beclearaboutwhereyourpolicy

objectivesconvergewithinterestsofgovernmentsandwheretheydiverge.

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Seekformalandinformalopportunitiestodiscussthe issueslikelytocomeupatthe

ExCommeetingwell inadvancewithmembersof the governmentdelegation from

yourhomecountry. Beopenwithgovernmentsaboutareasofcommoninterestand

alsoissuesyouwillbetakingup. Aimforhonestandopendialoguewherebothsides

understandtheothers'positions,acceptdifferences,andworktogetheroncommon

goals.

If at all possible, formalize the consultation process with your constituency (invite

people to participate in planning meetings, to put forward ideas, to share in the

developmentperhapsviaemailifnotinpersonofacombinedposition). Also,try

to formalize the consultation process with the government of your country, for

example, by means of a governmentNGO consultation well before the ExCom

meetingtodiscussthegovernmentsposition.

Whilethesestrategiestaketime,theywillmakeyourtimeinGenevaworthwhile.

Youwillbeanactiveparticipant,notaspectator!

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TheHighCommissionersDialogue

WhatistheHighCommissionersDialogue?

Theideaofaflexible,nondirectiveconsultationbetweentheHighCommissionerand

StatesfirstemergedduringUNHCRsGlobalConsultationsonInternationalProtection

whichtookplacebetween2000and2001. TheAgenda forProtection,endorsedby

ExCom at the conclusion of that process, urged UNHCR to maintain the positive

momentumoftheGlobalConsultationsprocessandprovideaforumforhighlevel

and participatory dialogue on protection issues, emerging global themes and

challenges, as well as specific protection situations, particularly those of an urgent

character.1

The High Commissioner has recognized the need for, and value of, a flexible

mechanism at his disposal for dialogue on a broad range of protection issues,

emergingglobal themesandchallenges, specificprotectionsituations,andpotential

responses. TheDialogueisintendedtoserveasthismechanism,withoutbecominga

standingbody.2

WhoAttendstheDialogue?

TheDialogueaimstoincludestakeholders,partners,andthosewithspecificexpertise

toofferonthechosentheme. Participation is,thus,not limited toExComMember

States.

AFrankandOpenDialogue

TheDialogueprovidesan importantopportunityforallparticipants, includingNGOs,

toraiseissues,askquestions,andmakerecommendations. Moreimportantly,itgives

NGOs theopportunity toparticipate,onanequal footing, inadialoguewithStates,

UNHCR, IGOs, and academics. Such an opportunity is not available in the Annual

Consultations(asStatedelegatesrarelyattend)ortheExCommeeting (asNGOsare

onlypermittedtomakeoneformalNGOstatementperagendaitem).

Unlike the ExCom meeting, where States deliver prewritten and preapproved

statementsduringthediscussion,theHighCommissionerencouragesthoseattending

to participate freely rather than deliver formal statements. The Dialogue was

designedtoencourageaninteractive,informal,frank,andopenexchangeofviews.

1Agenda for Protection, UNHCR, Goal 1, Objective 5.2ConceptPaperontheHighCommissionersDialogueonProtectionChallenges,UNHCR,30July2007.

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FurtherReading:

HighCommissionersDialogueHomepage:www.unhcr.org/protect/473db6522.html,whichincludesaconceptnoteon

theDialogue,themainbackgrounddocument,UNHCRs10PointPlan,and

practicalinformationonhowtheDialoguewasorganized.

HighCommissionersDialogueOnlineVideo:www.youtube.com/watch?v=A1qLS7O8A5U.

ForrelatedUNHCRvideossee:www.youtube.com/unhcr.

39
http://www.unhcr.org/protect/473db6522.htmlhttp://www.youtube.com/watch?v=A1qLS7O8A5Uhttp://www.youtube.com/unhcrhttp://www.youtube.com/unhcrhttp://www.youtube.com/watch?v=A1qLS7O8A5Uhttp://www.unhcr.org/protect/473db6522.html


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TheAnnualTripartiteConsultationson

Resettlement

WhatistheATCR?

TheAnnualTripartiteConsultationonResettlement(ATCR,sometimesreferredtoas

ATC)isanannualmeetingbetweenUNHCR,governments,andNGOsofresettlement

countries. It was first convened by UNHCR in October 1995. In 2008, NGO and

governmentparticipantswerefrom22countries.

TheATCRpredominantly focusesonhowUNHCR identifiespeople for resettlement,

how States process refugees referred, and how governments and NGOs resettle

refugeesaftertheyarrive. Itplaysanimportantroleinraisingawarenessandbuilding

consensusforresettlementissuesamongExComMembers. Theseissuesmayinclude:

UNHCR'sresettlementactivities,operationalissues,andkeyresponsibilitiesforcaseandgroupidentification,andreferral;

Establishingnewprograms; Theregularsharingofinformationaboutresettlementneeds; Programplanning;and Analysisofpolicyissues.

TheATCR isoneofthefewopportunitieswhereNGOscandiscuss issuesfreelywith

governmentrepresentativesandUNHCRpersonnelonresettlement. NGOsarethere

as participants in recognition of the critical role they play in resettlement, both in

countriesoffirstasylumandincountriesofresettlement.

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Themeetingallowsallparticipantstoexchangeinformationanddevelopstrategiesfor

the identificationof vulnerablepopulations in urgentneedof resettlement,debate

abouttheprocessofidentificationandprocessingofthesepopulations,andtheissues

pertinent to the experienceof resettled refugees in third countries. The countries

involvedincludethosethathaveanexistingandestablishedresettlementprogramme,

but also those countries that are either considering or starting to develop a

resettlementprogramme.

HowistheATCROrganized?

The ATCR meeting is held every year in Geneva in late June or early July. It is

convened by the ATCR Working Group on Resettlement (WGR) and the work

continues throughout the year to prepare for this meeting and its followup. The

WGRiscomprisedofStatesandUNHCR. NGOsparticipateinoneofthetwoworking

group meetings held each year. The Chair of the ATCR Working Group rotates

betweengovernmentsofresettlementcountriesonanannualbasis. TheNGOinput

into the meetings is coordinated by the ATCR NGO Focal Point, which changes

annually. Traditionally,theNGOfocalpointisfromthesamecountryastheWorking

Group and ATCR Chair. UNHCR also holds regional resettlement consultations and

meetswithresettlementNGOs.

WhoCanAttendtheATCR?

In order to preserve the informal character of the meeting, participation has been

limited, but with equal numbers of government representatives and NGO

representatives fromeachcountry. Asmallnumberof internationalNGOs thatcan

showthattheirworkhasadirectlinktoresettlementcanalsoattend. Inrecentyears,

thenumberofcountries involved in resettlementhas increased significantly,ashas

theinterestofNGOstoattendthesemeetings.

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WheretoStay,Eat,andHowtoGetAround

Geneva

Tip:Bookearly,Genevacangetquitebusy!

UNHCR and ICVA do not have the capacity to assist with bookings or hotel

recommendations, although UNHCR usually provides a list of hotels that offer

preferential UN rates (www.unhcr.org/ngoconsultations). The John Knox Centre

also offers rooms with cheaper prices (www.johnknox.ch or email:

[email protected]).

MANDAT is an organization offering cheap accommodation for NGOs attending

meetings in Geneva (approximately 2030 Swiss Francs per night including

breakfast). Preference isgiven topeopleapplying from lessdeveloped countries.

See:www.mandint.org.

Geneva has an efficient public transport network (www.tpg.ch), which covers the

entirecity. Fromtheairport,youcantakebuses,trains,ortaxis. Youcanalsogeta

freebus ticketvalid foronehourat theairport fromamachine to the left, in the

baggagereclaimarea,beforeyoupassthroughcustoms.

Mosthotelsprovideacomplimentary transportcard,whichentitlesguests to free

publictransportaroundGeneva.

You canalso consult theGenevaTourismOffice (seewww.genevetourisme.ch,e

mail:[email protected])forinformationbothonhotelsandonrestaurants.
http://www.unhcr.org/ngo-consultationshttp://www.unhcr.org/ngo-consultationshttp://www.unhcr.org/ngo-consultationshttp://www.johnknox.ch/mailto:[email protected]://www.mandint.org/http://www.tpg.ch/http://www.geneve-tourisme.ch/http://www.geneve-tourisme.ch/http://www.geneve-tourisme.ch/mailto:[email protected]:[email protected]:[email protected]:[email protected]://www.geneve-tourisme.ch/http://www.tpg.ch/http://www.mandint.org/mailto:[email protected]://www.johnknox.ch/http://www.unhcr.org/ngo-consultations