U� Administrative Meeting

Date: 16, January 2008, 10:00 AM Venue: UNDP, Jerusalem

Attendees:

Joan Byrne UNESCO j.byrne@unesco.org Nasri Sidawi UNICEF nsidawi@unicef.org Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriquez UNSCO rodriquez4@un.org Mayyada Malki UNFPA mayyada.malki@undp.org Joumana Siriani UNOPS joumanas@unops.org

Djibrilla Modi UNOPS djibrillam@unops.org Maha Abu Ghosh OHCHR maha.abu-ghosh@undp.org Hiba Risheq FAO hiba.risheq@undp.org Tanja Manenti FAO tanja.manenti-popovic@undp.org Khaled Shahwan UNDP khaled.shahwan@undp.org Johan Potgieter UNDP johan.potgieter@undp.org

Gerlienke Meijer UNDP gerlienke.meijer@undp.org

Ann Mahmood UNDP ann.mahmood@undp.org Suzanne Abboud UNDP suzanne.abboud@undp.org Nadine Nammari UNDP nadine.nammari@undp.org Murad Bakri UNDP murad.bakri@undp.org Janyna Rhor UNDP janyna.rhor@undp.org Omar Abu El Hawa UNDP omar.abuelhawa@undp.org Christian Lherisson WHO clh@who-health.org Husein Shahin UNOCHA shahinh@un.org

Maureen Koussa Kando UNOCHA koussa@un.org Shirine Rofa UNOCHA rofa@un.org Manoj Giani UNTSO giani@un.org Nisreen Qumqam UNOPS/Int. nisreen.qumqam@unops.org Dalal Abu Saleh ILO dalal.abusaleh@undp.org Fida Amasheh UNIFEM fida.amasheh@unifem.org Jean Lausberg UNDSS j.lausberg@unrwa.org Chandana Tiwari UNDSS c.tiwari@unrwa.org

A meeting with representatives from UNESCO, UNICEF, WFP, UNSCO, UNDSS, UNFPA, UNOPS, UNOPS/Interpeace, OHCHR, WHO, UNTSO, UNOCHA, FAO, ILO and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale.

AGE�DA

UNDSS: Training for Security Guards (follow-up from previous meeting) UNDP:

• Armoured Vehicles in Gaza

• New SC Guidelines

• Security Responsibilities

• Service Unit o Procurement o Leases o Travel o HR

• MoU Common House Ramallah The DSR(O) welcomed everybody and reminded the attendees of the promises of 2007 concerning the services of the UNDP towards the other UN agencies and hence a large part of this meeting focused on this issue.

Issue 1: Training for Security Guards

DSS confirmed that both trainings for new guards and follow-up trainings for already trained guards can be organized. An indication is needed of how many guards would need to attend such trainings. WFP, UNDP, UNTSO, OCHA and WHO are interested in trainings for newly recruited guards. UNDP, UNTSO and UNESCO are interested in refreshment trainings. DSS explained that last summer UNOPS implemented trainings and UNOPS representatives confirmed that Jack Parnell could do such trainings again. In general, follow-up trainings are recommended for all guards (DSS). A training for new guards could be organized in February; agencies need to submit to DSS the numbers of new guards that need to be trained in order for DSS to proceed the arrangements. Issue 2: Armoured Vehicles in Gaza

DSR(O) reminded of the discussion during the last UN Admin meeting and the action taken; a letter was sent to all Heads of UN agencies and the DSS was contacted to become in control of all the armoured vehicles in Gaza. DSR(O) received a verbal OK from the Israelis to go ahead with this arrangement. DSS explained the type of control it will have over the vehicles. The FSCO in Gaza ensures on the one hand that armoured vehicles are parked at night at the UNRWA field office in Gaza, where the drivers leave the key with the security office there. On the other hand FSCO will control the use of armoured vehicles. DSS emphasized that the cars remain the full responsibility of the agencies themselves (i.e. maintenance, in case of accidents, etc.). When agencies need to use the vehicles, the radio room or Mick Scannell should be contacted and the key should be picked up from the FSCO (DSS). The control of the use of the vehicles is mainly for the FSCO to liaise in case the vehicles are to be used for

purposes other than those of the respective agencies (for instance an agency can authorize the Quartet mission to use one of their armoured vehicles). Moreover, Mick can ask an agency for authorization to use the vehicle within the Gaza Strip. In the case of an emergency, evacuation or an order for relocation, FSCO can use the cars without authorization. DSR(O) stressed that in the case of an emergency all UN assets can be used in support of the emergency situation. UNOPS requested whether an SOP for this matter was possible. DSS advised negatively. UNOPS could draft one if desired, but agencies already agreed to this procedure. UNESCO checked with DSS about the regulation of 4x4 vehicles in the West Bank and DSS confirmed that the decision is still that in phase 3 (WB) all movement should take place in 4x4 vehicles. The exception of using the UN Sedan MOSS compliant vehicles for Ramallah, Bethlehem and Jericho has to be authorized by DSS first, but takes time. Case by case is reviewed and DSS has to accept it. OCHA inquired about the issue of international drivers in Gaza. The DSS informed that inside Gaza national drivers can drive any kind of vehicle, but for going in and out from Erez the current restrictions are applying (i.e. only internationals driving the vehicle).

Issue 3: Security Responsibilities

DSR(O) and FSA (Johan Potgieter) repeated that the UNDP is not in charge nor responsible security wise for any of the UN agencies (except for UNIFEM and UNV and also only after the signing of a proper MoU). A request for security assistance to the UNDP has to come in writing, but it should be taken into account that the FSA UNDP/PAPP was specifically appointed to strengthen the security capacity of UNDP/PAPP. DSS explained that the DSS is there for all the UN staff, but the FSA PAPP is for the PAPP staff only. UNSCO, UNTSO, UNICEF and UNRWA have security officers, while some other agencies have security focal points. A Security Officer has to sign MOSS reports. Security incidents that occur with agencies that don’t have a security officer should be reported directly to DSS. For PAPP, the FSA does the recommendations and the DSS has to sign off. The Field Security Coordination Office (FSCO) in Jerusalem works on a 24/7 basis. Requests for security clearance that are obtained from outside the country; they should follow up and can call FSCO. A request for instance for a Head of Agency to go to Gaza: the staff member should complete the security form (ISECT), the DSS in Gaza (Mick) coordinates and makes a list on a daily basis of people going in and out of Gaza. The DSS only gives security clearance, but not the authorization. FSA (Johan) further emphasized that personnel contracted by UNDP, but working for one of the other agencies, do not fall under the security responsibility of the UNDP. Hence if there is a security incident, they should report directly to the DSS (or contact the radio room). They could inform UNDP later as well. In short, in case of a security problem, Jean Lausberg or the DSS should be contacted. In case of an administrative issue, it should go to the UNDP. DSR(O) inquired about the UN Stress Counsellor, who is under the supervision of the DSS on behalf of other agencies. DSS gave the example of rape of a female staff member. In that case Jean should be contacted to activate the emergency support; Jean will contact the stress counsellor to deal with the trauma and Chandana (FSCO) for the

security issue, who will also function as the gender focal point. DSS is therefore only acting as the first activation of the support system and further details will remain confidential. The DSR(O) informed about general issues such a request for a workshop. DSS stated that then the stress counsellor can be contacted directly.

Issue 4: MoU Common House Ramallah

DSR(O) reminded that HQ requested such an MoU and requested everybody to have the document signed and sent to UNDP. Agencies could not be in the building without signing.

Issue 5: The Service Unit

DSR(O) referred to the lessons learned in 2007: there were problems with providing the services and there were problems with receiving the requests. Therefore UNDP will be establishing a Service Unit, which will filter the requests and transfer them to the Operations units for providing the services requested. The Service Unit will give confirmation of receipt of the request and feedback on how much time is needed to process the request and provide the end service. Agencies are kindly requested to call and inquire only after the expected and indicated deadline has passed. The Unit will be in place from February 2008 and all requests will need to be submitted to this Unit. Further detailed information will be circulated at a later stage. Travel (Suzanne Abboud): The main problem has been that agencies (mainly 3) send their request and immediately call. The Travel Unit needs time to carefully read the request in order to provide a proper service. It has been primarily UNICEF that had urgencies on a very frequent basis. For ID cards, at least Travel is to be informed that someone comes to pick it up. Suzanne also emphasized the good arrangement with MOFA; 1 week (Tuesday to Tuesday) for visa extensions. MOFA respects this agreement and doesn’t want emergency requests. This issue has been creating friction between MOFA and the UNDP and UNDP does not want to jeopardize their relation and agreement and hence everyone is requested to take in account the time needed for visa extension. For issuing an ID, Travel needs at least one full day (next day to pick it up). For driving licenses, agencies should be aware that not every staff member is allowed to drive a UN vehicle. Therefore, the Heads of Agencies should send clarifications/justifications with the request, which is for Travel the authorization to proceed. Visas for nationals from Arabic countries need at least three weeks. For visas for nationals from other countries, Travel prepares a letter for the agency (1 day), after which the agency should send it to the Israeli embassy abroad and then it is in the hands of the Israeli embassy. The extension of UNLPs need 1 to 2 days, depending on needed signatories. A new problem has risen with MOFA; MOFA requested that the new visa form is filled in Hebrew only. UNDP nor other agencies can translate everything. DSR(O): we will approach UNSCO to coordinate and check with Israeli authorities. UNDP will not comply with this new regulation, until UNSCO informs us we will have to. DSR(O)

referred to the 1-week passport gap; UNDP provides an official letter with which personnel can cross checkpoints. As for the MOFA card, Travel notified attendees that no cards are requested for contracts less than 7 months. OCHA inquired about who is allowed to obtain a driving license. Travel Unit: drivers and project personnel mainly. DSR(O): one has to be able to drive other people, like a taxi. For UNDP CO the rule is that only drivers (who have a taxi driving license) are to drive a car and DSR(O) recommended that only OCHA drivers drive their cars. DSS added that through this Admin meeting Heads of Agencies are to be requested to authorize a staff member to drive a UN vehicle and obtain a license. DSR(O): this letter of authorization is now serving as an official request for UNDP to deliver the service. DSS also mentioned that although a consultant is included in the UN Security Management system, that person is not a UN staff member. Finally, Jean Lausberg as a regular user of UNDP Travel gave his compliments to Travel for the support to DSS. Also UNOPS thanked Suzanne especially. Procurement (Janyna Rhor): New: SSA (issued by UNDP) falls under procurement and hence should be assigned on a competitive basis. This is a requirement from HQ. SSA requirements were distributed among attendees and will be attached to the final minutes. With a waiver one should justify why this or that person was selected. There is no more 1$-contract; a 1$- contract that is already in place can be continued. The note on 6 months indicates 6 months in a row. For non-Atlas users there is no form, a request should be sent. Atlas-users: requisition plus supporting documents. An SSA contract can be up to three years, but it is usually used for consultancy and lump sums are paid. There is an evaluation form available for extension of the contract. The SSA is a standard contract. WFP inquired whether an SSA can be used for replacing someone on maternity leave. HR UNDP: No, there are other modalities, such as ALD, for replacement. Evaluation Panel of Offers – Declaration of Impartiality: When UNDP is requested to procure goods, someone from the requesting agency is always invited to be in the panel. HQ instructions: all the evaluators must sign the declaration of impartiality. For everybody’s information, UNDP has a list of the 12 LTA’s currently active (will be posted on PAPP intranet soon, where details and list of items can be viewed as well). Mr. Omar Abu El Hawa added: If UNDP is requested to procure for an other agency, it can be on behalf of and on the request of that agency, where in the latter case UNDP rules apply solely. If UNESCO (not under the umbrella of the UNDP) would want to buy IT equipment, it will be the same approach. LTA’s are valid for a period of three years, after which updates are needed. The market will be assessed and the prices adjusted. Note: all detailed LTA’s will be circulated with the final minutes of the meeting. UNIFEM inquired about the procedure for items not included in the LTA’s. If the contract is less than $30,000 a request for quotations is needed and at a minimum 3 quotations need to be received. This takes a couple of weeks. If the item/contract is between $30,000 and $100,000, it should be reviewed by CAP and takes 3-4 weeks if the requisition is complete. If it is above $100,000 it needs a public tender, then a minimum of 10 days of advertising is required, up to 2 months. The whole process takes a couple of months. Contracts above $1,000,000 need ACP (New York). The DSR(O) stressed that concerning procurement, agencies can cooperate more and buy together. Although this

was requested last year, no action was taken. The Admin meeting could think of some kind of mechanism for procurement officers in order to plan and buy together maybe. Procurement Unit emphasized that LTA’s are optional and in case goods need to be procured for offices/projects in the field, better offers could be obtained locally. Leases (DSR(O)): Umbrella agencies in Jerusalem are reminded that the UNDP is to sign on their lease agreements and that the agreement should be in the name of the UNDP on behalf of the organization in question (for Arnona and legal reasons). Israel recognizes UNDP as the umbrella organization. Internationals are no longer entitled to Arnona discount and can purchase duty free for the first six months only. Note: A document will be circulated as well with the final minutes including requirements and needed documents for processing a lease agreement (new or extension), which need to be submitted at least three months prior to the commencement of the lease agreement (has already been sent before). Cost-Recovery: Agencies are requested to settle their dues within 20 days. Finance issues go directly to Finance. DSS noted that it pays globally to UNDP NY and therefore is not charged for cost-recovery. OHCHR noted that it also has a global agreement. DSR(O) will check this. HR (Ann Mahmood): Also at HR problems are experienced with urgency requests. In general, the HR Unit obtains requests for the following services: adds for vacancies, joining interview panels, issuing certificates, issuing SC contracts and issuing fixed term contracts. If UNDP’s HR was not involved in a recruitment process, it cannot issue contracts in 1-2 days. HR schedules a medical check with a UN physician and sends it to NY for clearance. Reasonable time is needed. In some cases proper recruitment procedures are note even followed and HR is required to fix something after the agency has already informed candidate C that he/she has been selected. Coordination therefore is requested concerning the various criteria. Regulations and time frames will be circulated with the final minutes, as well as the full recruitment process. HR: It would be good if agencies could plan ahead, so that HR knows about issues from before and if necessary during peaks, could bring in extra assistance. Omar Abu El Hawa: For international staff that is leaving, UNDP needs to be informed what will happen with their private car. DSR(O): inform us when internationals leave the country, in order to settle things before they leave. DSS will be recruiting a local security assistant, a senior security operations assistant in Jerusalem and in Gaza and 7 security operations assistants (radio room) for Gaza and 7 for Jerusalem. DSS requested UNDP if it can have a delegated person from HR for the Jerusalem recruitment process (to be concluded by the end of January). Since all agencies contribute financially to these positions, they are invited to participate in the recruitment process. But, if an agency wishes to participate, it should join the whole pre-selection and/or all the interviews. DSS also recommended an HR associate to focus on an SOP for HR.

Admin Officers were reminded that when they recruit staff, these staff members need to have security clearance for Jerusalem, Israel, WB and Gaza through Integrated Security Clearance and Tracking (ISECT). A staff member should get that through their UN e-mail or an admin officer can develop a profile for a consultant and then apply for security clearance for that person. DSS (Chandana): need to obtain residential area of internationals. DSS (Jean): please wear your ID cards (for emergency cases). Before some attendees had to leave prior to the HR presentation on the new SC guidelines, it was decided to hold the next U� Admin meeting on Wednesday, 13

February 2008 at 10:00AM at FAO, Jerusalem. The following agencies remained to attend the SC presentation: OCHA (Maureen Kando), OHCHR, DSS (Chandana Tiwari), UNIFEM, WFP, UNOPS and FAO (Hiba Risheq). Note: the presentation on the SC guidelines will be circulated with the final minutes of the meeting.

UN Administrative Meeting Date: 3 December 2008, 10:00 AM Venue: UNDP, Ramallah

Attendees:

Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Prasanna Ariyarathna UNICEF pariyarathna@unicef.org Suheil Neiroukh FAO suheil.neiroukh@fao.org Nisreen Qumqam Interpeace nisreen.qumqam@undp.org Alexis Bonnell UNOPS-JMOC alexisb@unops.org Michael Antoine UNTSO antoine2@un.org Joan Byrne UNESCO j.byrne@unesco.org Shirine Rofa-Smeir OCHA rofa@un.org Ana Rodriguez UNSCO rodriguez4@un.org Camille Curtis UNSCO curtis@un.org Edwin Nicolas UNRWA e.nicolas@unrwa.org A meeting with representatives from UNESCO, UNICEF, UNTSO, OCHA, FAO, UNOPS-JMOC, UNOPS/Interpeace, UNSCO and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale. AGENDA UNDP:

Meeting with MOFA

UNSCO: Introduction of Ms. Camille Curtis, UNSCO CMS Pending contributions to UNRCP project fund

UNOPS:

Payment of Arnona Jerusalem leases Training locations

Meeting with MOFA DSR(O) informed about two meetings he had with MOFA (one with UNRWA and one with UNTSO). DSR(O) met with Uri Resnick of the Department of Political Affairs on behalf of UN agencies under the Administrative Umbrella of UNDP/PAPP. DSR(O) explained that recently there have been delays in obtaining the yellow ID cards and Mr.

Resnick promised to do their best to issue those in three weeks time. DSR(O) also addressed the issue of internationals coming first on consultancy contracts (not eligible for duty free purchases) and who are recruited later on for fixed term positions (making them eligible for duty free). Currently they are denied tax exemption, because they have already been in the country for more than 6 months. Mr. Resnick understood the matter and promised to check with responsible authorities. DSR(O) referred to the case of Ms. Emma Creighton. Regarding the problem of exit fees at Allenby Bridge, where only UNRWA has a list, Mr. Resnick also promised to assist. The Legal Officer of UNRWA might be able to add internationals to their list, all agencies should send details (UNLP/UN certificate and MOFA card) for that purpose. UNTSO noted it has a longstanding agreement for the Bridge, no specific list, according to which international staff only show their white ID cards. UNRWA mentioned it sends its updated list approximately two times a year and Bridge officials always verify whether a person is on that list or not (you obtain a number for that). DSR(O) suggested that both UNDP and UNRWA should go to MOFA again in order to check if it is possible for internationals to show only the UN ID (like UNTSO). All agreed that this should be tried first and if it did not work, then they should go for the list option. UNRWA mentioned that it did not obtain a MOFA card for a staff member holding a UN Certificate. Alexis Bonnell of UNOPS said she did obtain a MOFA card with her UN Certificate. She submitted a copy of each page of her national passport and Certificate. Hazard Pay The DO recommended to HQ to stop HP for the West Bank; although no official confirmation was received yet, agencies should consider that HP has stopped as of 1 December 2008. UNRCP UNSCO noted that the issue of pending contributions was resolved. UNOPS-JMOC noted that it was understood that FSCO WB would negotiate with the landlord about the rent increase for 2009. UNOPS-JMOC asked not to do that on behalf of all agencies, since UNOPS-JMOC already has a clause in its lease agreement that the landlord can only raise the rent with $1,000. Interpeace explained a committee would be set up for these negotiations. DSA WB/GS UNSCO stated that HQ had circulated the new rates after the recent review of DSA. They will be sent with the final minutes. It was noted in this regard that international staff need security clearance (from DSS and HoA) to stay overnight in the WB. It was discussed whether international staff can move

to live in Ramallah. It was noted that if their duty station is Ramallah, they can live in Ramallah (upon the approval of the DO). Spouses can join upon the approval of the DO as well, but children cannot. UNRWA added that the same rules apply for international consultants and the DSR(O) confirmed that these consultants are included in the security plan. Arnona payment Jerusalem UNOPS-JMOC inquired whether all international staff and consultants pay Arnona; they do. Only agencies’ offices are exempt. How is an estimate of the Arnona obtained? DSR(O) explained that most people do not declare the exact number of square meters of their houses, in order not pay the full price, which is pretty high. They lie to the Municipality. If the Municipality does not trust it, they will send someone to measure the surface. The number of square meters will be correct then and hence the invoice as well. The amount is per square meter and depending on the area (there are different zones with different prices). One can go to the Municipality to inquire for more details. One can pay at the beginning of the year or in instalments. UNDP is receiving the Arnona invoices and forwards to UNOPS-JMOC. Note: organizational space is zero. Jerusalem leases The SR of UNDP/PAPP will sign on the lease agreement and after that the landlord. Training facilities UNOPS-JMOC noted it would be good to receive from other agencies general information on their facilities for training/conferences/warehouse (nr. of people to accommodate for, facilities such as video conferencing, internet, etc.). UNOPS-JMOC also emphasized its need for cars. AOB

UNTSO stated its current PX Manager is retiring. Hence they are looking for a new SI Manager in early 2009, among the international/diplomatic community (spouses for instance). A Draft TOR was circulated among attendees, but conditions of service and application procedures are to be announced later. DSR(O) noted in relation to the PX that UNDP has received complaints of rising prices at the PX. UNTSO responded that only a few items are indeed duty free (cigarettes, perfumes, alcohol for instance) other items are purchased on the local market and are subjected to mark-up. Also the rising cost of prices world wide has affected the prices in the PX. DSR(O) inquired whether UNTSO could get the items directly from outside. UNTSO PX can bring in goods and request customs

clearance for items over $200 for UNTSO and UNSCO staff only. UN Agency staff would need to acquire such clearance through their respective Agencies. UNTSO will discuss this issue further with the SI Board.

UNOPS-JMOC noted on the issue of Arnona that they requested a copy of passport or ID of lessee. DSR(O) noted he has never heard of that.

DSR(O): Eid al Adha will be on Monday and Tuesday (8 and 9 December). For WB and GS also half a day on Sunday.

DSR(O) mentioned there are problems with UNDP plates for other UN agencies. Cars are being driven in an inappropriate way (parking in wrong places, driving through red light). UNDP has never had any problems with the Traffic Department until the last 3-4 months due to other UN agencies. Now UNDP is facing problems in obtaining plates for itself even. It is requested that Admin Officers make sure that vehicles are being used according to the policy. UNOPS-JMOC noted some of its vehicles are unmarked, upon the request of DSS. DSR(O) indicated that this is ok, but advised to obtain this in writing from DSS and send a copy to UNDP.

Driving Licenses: DSR(O) noted that drivers with UNSCO DL can drive a UNDP vehicle. But due to the CARLOG system at UNSCO, UNDP DL holders cannot drive UNSCO vehicles. Even UNSCO drivers cannot drive UNTSO vehicles, neither visa versa. Only UNRWA, UNSCO and UNTSO have a different DL. These three agencies were asked to revisit their current policy, in view of possible evacuation cases or other emergencies where drivers might need to use other agencies’ vehicles. In this regard it was suggested to have one UN DL.

Security briefing: DSR(O) mentioned that a good briefing on security and checkpoint issues had been given to the Access Cell by someone from UNRWA (Lens). DSR(O) suggested that this person will be asked to give the same briefing to the Admin forum. UNRWA will check if this is possible.

SC scale: Interpeace inquired about the new scale. UNDP has sent this scale to agencies that requested it.

Bank Leumi: DSR(O) explained that the issue is now between the Legal Departments of HQ and Bank Leumi and in the meantime the Bank has not been asking for any signatures.

15 December will be the last day for any payments to be processed at UNDP. Erez: DSR(O) informed attendees that Erez officials have asked UNDP to send

them a list of staff in Gaza, list of projects and NGO partners. DSR(O) noted that UNSCO (RC) will have to determine whether UNDP and other agencies should send such information or not.

Gaza: UNOPS-JMOC informed it has people stuck in Gaza, national staff that need to go back to the WB. DSR(O) inquired whether the Access Cell can assist in this matter. UNOPS-JMOC informed that DSS wants to finalize the post of Operations Officer first. Information from all agencies on persons that are stuck, should be sent to Alexis Bonnell of UNOPS-JMOC, who will forward to the Access Cell. It was noted that Gaza officials say Gaza is completely closed, but some people have in fact entered (DSS and Mr. Hani Murad). It was suggested maybe one coordination day could be arranged to have people get out of Gaza

who are stuck there and have people enter that were stuck outside of Gaza (UNDP has one case).

BCP: DSR(O) informed that UNDP had finalized its BCP and that WFP, UNOPS and UNICEF have signed a Letter of Agreement for that purpose. UNRWA had also been asked for a Letter of Agreement as well, but nothing was heard. The UNRWA representative informed that maybe in January 2009 a response could be given.

Jordan: DSR(O) mentioned that many agencies have staff/consultants going to Jordan and hence suggested to share a driver/car in Jordan (either through UNOPS or UNDP) instead of always sending a separate driver, paying DSA, etc. UNSCO would have to review this suggestion.

Pouch to Vienna: UNOPS-JMOC inquired whether any agency has a pouch going to Vienna. No one has. UNTSO noted however it might send a pouch to Vienna through Amman.

The next UN Admin meeting will be held on Wednesday, 14 January 2009 at 10:00AM at UNDP, Jerusalem.

UN Administrative Meeting Date: 5 November 2008, 10:00 AM Venue: UNDP, Jerusalem

Attendees:

Mayyada Malki UNFPA malki@unfpa.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Sam Mukasa UNICEF smukasa@unicef.org Suheil Neiroukh FAO suheil.neiroukh@fao.org Nisreen Qumqam Interpeace nisreen.qumqam@undp.org Alexis Bonnell UNOPS-JMOC alexisb@unops.org Michael Antoine UNTSO antoine2@un.org Joan Byrne UNESCO j.byrne@unesco.org Shirine Rofa-Smeir OCHA rofa@un.org Dalal Abu Saleh ILO abusaleh@ilo.org Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriguez UNSCO rodriguez4@un.org Savita Hande UNDSS s.hande@unrwa.org Maha Abu Ghosh OHCHR mabu-ghosh@ohchr.org A meeting with representatives from UNESCO, UNICEF, UNTSO, OCHA, ILO, UNFPA, FAO, UNOPS-JMOC, UNOPS/Interpeace, UNSCO, WFP, OHCHR, UNDSS and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale. AGENDA

Common Premises WB Security Situation R&R 2009 VA Official Holidays 2009 Internationals leaving the country

Before going to the agenda, DSR(O) introduced Emma Creighton (Procurement Specialist) to discuss a few important matters in relation to procurement activities. First of all Emma suggested to arrange a meeting of all Procurement Officers of UN agencies in January 2009 in order to avoid duplication of efforts and check which LTA’s are currently in place among the different agencies. Secondly, she stressed that agencies often don’t give Procurement enough time to process an SSA request. She informed that one week is needed. When the case is complicated or contract with high amount, it is possible that more time is required (need for CAP maybe). Thirdly, Emma referred to a

case where an SC extension was requested too late and the employee is currently working without a valid contract. She stressed that the SC holder in this case is not covered for anything, since there is no contract in place. She urgently asked all agencies to plan in advance and emphasized there is no excuse, because you know you want to extend contracts. Finally, she informed agencies that LTA procurement requests will be processed up to 1 December 2008. Common Premises DSR(O) informed that in Nablus a new and more suitable place was located to host UNDP, OCHA, UNICEF and WFP. OCHA noted it is interested, but had a few concerns. OCHA thought that following the bombings in Algiers and Somalia the recommendation was not to have all UN agencies in one compound. Besides, its current office in Nablus is MOSS compliant. WFP, sharing this office with OCHA, stressed that it had previously informed it is not interested in Common Premises (CP). CSA emphasized that there have been observations in the accountability panel report to look at the issue of one UNCP in high risk locations. This cannot be applied as a decision regarding all places. Individual places should be looked at. In any case, there is no decision yet on this matter. Therefore, there should be no limitation for moving to common premises unless a decision is taken by the concerned UN office at HQ. Till then, we can continue to have several UN offices in one building/compound. DSR(O) inquired about the current premises of WFP and OCHA, whether it is MOSS compliant or not. CSA informed that it is not bad, blast assessment was done and cleared, in general it is a good building. CSA hence recommended UNDP move into that building. UNDP would need 1 room for 2 staff members. UNICEF inquired what would happen with the recent proposal. CSA encouraged all to move to building of OCHA/WFP. UNICEF would need 2 rooms (3 staff members). West Bank Security Situation The CSA informed the members of the Admin Group of her latest briefing to the Country Team (CT) and highlighted the procedures and policy of the UN security phases. She emphasized that the suggestions and recommendations of the Admin forum are highly appreciated and respected by the UNCT. However, a change in phase from phase III and above needs to be approved by the Secretary-General himself. The Admin forum could pass their observations to their Heads of Organizations. The DSR(O) will also pass the observations to the Special Representative of UNDP/PAPP to discuss at the UNCT if necessary. If need be, the UNCT will then request the SMT to discuss the issue. The DO in consideration with the SMT could take the decision to have a new risk assessment and possible phase change. All concerned parties will be involved and in the end there should be a recommendation to the SMT to change the security phase or not.

This process takes about 2 to 3 months. UNOPS-JMOC asked about the possibility to break up the West Bank (i.e. Ramallah, Jericho, and Bethlehem etc be on different phase than the rest of the West Bank) . CSA noted that at the UN HQs the steps are being taken to modify the policy on the security phase structure in view of IPSS Barahim Panel observations post Algiers explosions at the Un HQs in December 2007. In particular the phase system has been criticized because of it’s politicization. It might take around few months for the new policy to be in place and hence it was recommended to the SMT/UNCT to wait for it. UNOPS-JMOC inquired in relation to Hazard Pay (H.P.). CSA informed that H.P. does not come automatically with phase III. It has to be justified by the DO on the grounds of war or active hostilities every three months before sending to ICSC through UNDSS. The issue of HP would be brought up in the next SMT meeting. R&R Questionnaire 2009 UNDP, in cooperation with UNSCO and UNDSS, have completed the questionnaires and sent it to HQ. The recommendation was to keep the R&R unchanged. VA DSR (O) reminded agencies of the new procedure: uploading VA on UNDP website and placing a small reminder for each agency in the newspapers, referring to the UNDP website. Agencies can of course advertise through their own website. DSR (O) stressed though that if UNDP would be requested to do the SC contract, HR of UNDP should be involved in the advertising and recruitment to ensure that UNDP guidelines are adhered to as well and for purposes of transparency. Note: UNFPA indicated that it will have to clear this matter with its Headquarter. Official Holidays 2009 It was suggested that the RC circulate the official holidays for 2009. Both UNSCO and UNTSO observe one Israeli holiday; Yom Kippur. Other agencies are either taking this day as administrative leave or work from home, since no vehicle movement is possible. UNDP will send its list to UNSCO for the RC. Note: both UNSCO and UNDP proposed official holidays were circulated. The majority of responding agencies were ok with the UNDP proposed holidays. An official list will be circulated shortly. Internationals leaving the country DSR (O): UNDP is facing many problems with MOFA because of vehicle plates. Sometimes internationals leaving the country take their yellow MOFA ID card and their cars, which is causing trouble. MOFA stopped giving UNDP new plates. UNICEF agreed that a system should come in place to monitor this matter and suggested for instance that the international should go with Omar Abu El-Hawa (UNDP) to the Traffic Department for arranging needed formalities. An exit checklist was suggested as well.

WFP noted that an international leaving the country after completing his assignment, usually wants to take his/her MOFA ID card to facilitate his/her departure at the airport. DSR(O) responded that at the airport and the Bridge, the UNLP should be enough. Internationals do not need their MOFA ID card to exit the country for reassignment, only a visa on their UNLP or national passport. UNICEF agreed that this should be enforced. AOB

Taxes Bridge: DSR(O) informed agencies UNDP had sought the assistance of UNRWA, but received no response. According to MOFA regulations, only diplomats are exempted, but all of UNRWA’s staff is listed at the Bridge. UNTSO noted its staff doesn’t pay, maybe only the military observers. UNOPS-JMOC stressed that the only list at the Bridge is of UNRWA, which the DSR(O) confirmed. UNTSO and UNSCO mentioned that UNTSO’s list is at the Bridge, as at all other crossings. DSR(O) inquired whether to approach UNRWA again. All agencies agreed.

Visa: DSR(O) informed that people coming from Egypt can now obtain their visa from the Israeli Embassy in Egypt, without going to MOFA. UNOPS-JMOC added that for Kenia the same applies. Direct visa application.

Gaza trips: UNICEF inquired whether there was a way to liaise for trips to the Gaza Strip, since many cars seem to go at the same time. It was suggested to do this through DSS, because they have the list of people going to Gaza. CSA noted DSS can forward this information, but no website can be put in place for this matter (security issue). Then another agency, UNDP or else, could be the focal point. CSA also informed that as of 1 December an Operations Officer of DSS should go to Gaza. UNOPS-JMOC advised that its security officer, Jack Parnell might be asked for this and checked on the spot whether his TOR would include this. Jack Parnell agreed to be the contact person (in cooperation with DSS) to assist agencies to go together to Gaza, but UNOPS stressed that agencies should cooperate. Contact information Jack Parnell: e-mail jackp@unops.org and phone # 054 – 8174157. UNICEF emphasized its concern is to get through Khamsa Khamsa and Erez, a vehicle will be ready after that. UNOPS-JMOC advised to inform Jack Parnell of exact needs, so that he can coordinate.

Armored vehicles Gaza: UNICEF had understood that it was an SMT decision that an armored vehicle should be used by internationals travelling within the Gaza Strip. But UNICEF heard that other agencies have their nationals use these vehicles as well. It was reminded that all vehicles in the Gaza Strip are under the control of DSS, where the FSCO is dispatching cars only. UNICEF suggested to have a look at the matter of nationals, since mortars are sometimes flying around and a human being is a human being, no matter whether national or international. CSA stressed that nationals going to the border areas should be in armored vehicles. CSA moreover noted that it is also a security issue that national staff are walking through the tunnel. Internationals that go through the tunnel are not covered. Only internationals with a MOFA ID card or internationals with a service visa in their UNLP can stay in their vehicles while crossing. Internationals with a service visa in their national passport cannot cross by car. It was noted that

this issue should be raised in the SMT. UNSCO added that the intend of keeping the armored vehicles under DSS control was to safeguard the cars. DSR(O) also stressed that this was done due to the Israeli concern.

Forms for Erez crossing: CSA informed that the CT has agreed to use the format, but with some modifications. The modified form will be circulated with the final minutes.

DSS database: Agencies using UNDP contracts were kindly requested to put the information in the database. CSA: it appeared that some agencies do not put all information on the website (only 3 out of 8 contracts for instance). CSA reminded that each agency is responsible to update the database. Also SSA and SC contracts should be included. The DSS link of the database was already forwarded to concerned parties after the meeting.

Transportation services: DSR(O) mentioned that sometimes UNDP requires the assistance of other UN agencies with providing cars when it has many missions. UNSCO added it faces the same problem sometimes, lack of cars, but assists whenever it can. UNTSO responded it does not allow others than UNTSO drivers to drive its vehicles. Moreover, its mandate is different and there are political implications. Hence it depends on the travel destination. DSR(O) suggested that 3 UNDP drivers do a test at UNTSO in order to obtain an UNTSO DL. These drivers could then take cars from UNTSO for use in Jerusalem/Israel only, while UNDP cars could be dispatched to the WB. DSR(O) suggested that maybe 3 jeeps could be purchased on the basis of cost share and placed under the control of DSS, to have them stationed at UNRWA and have UNRWA plates. It could be planned for the 2009 budget. UNOPS-JMOC suggested that one agency purchase the jeep(s) and have it on loan for all agencies, because if all agencies cost-share the purchase, they will want to ensure they are using the vehicles for their share as well.

Car plates: DSR(O) referred to the problem that UNDP has too many plates. UNDP plates have diplomatic status, UNRWA does not have diplomatic plates. This makes a difference at checkpoints. The privileges and immunities of diplomatic plates are better. UNDP vehicles are not checked at the airport for instance.

UNOPS-JMOC: Two vehicles needed for the period 25 November 2008 to 15 January 2009 for a mission. UNOPS-JMOC also has an armored vehicle for loan if needed.

Lifespan vehicles and mileage: WFP inquired about this issue with the agencies. DSR(O) informed that, due to the unique status of this country, UNDP keeps the vehicles till they are dead. It is extremely difficult to get new ones. The normal policy, 5 years lifespan or over 150,000 mileage, is not applied. UNDP does not depreciate on assets, it uses card value book. From next year, IPSAS will be applied. Agencies were not entirely sure whether 10 or 20% depreciation rate will be used. In this regard it was mentioned that mileage fees are set for 0.124$/km. There is a different price for the WB: 0.143$/km.

UNCP Ramallah: UNSCO stressed that the security guards of the CP have not been paid yet. It is mainly due to the fact that certain agencies (among others UNOPS, OHCHR and OCHA) have not deposited any funds in the shared budget.

They were urgently requested to do this as soon as possible, so that the guards can receive their October salaries.

Bringing in electronics: UNSCO inquired whether other agencies have experience with bringing in electronics into the country, whether these have to be inspected by the standard institute. DSR(O): UNDP had such a case. UNTSO had something opened (not sent by pouch). CSA informed that there are privileges and immunities and goods could contain UN information. UNSCO added that the goods were shipped as UN property, directly from the supplier and that it was even being charged for the inspection. Another security matter is that something could have been put into the goods during the inspection. UNDP, UNTSO and UNSCO should bring this issue up at a meeting with MOFA.

Bank Leumi: The bank was linked to HQ and no official response yet. Bank Leumi is not pushing for the documents anymore.

SC scale: DSR(O) explained that a PA document concerning the fact that no pension scheme is in place was needed and the Ministry of Social Affairs had promised to sign. In the end the Ministry noted it cannot sign, but give verbal acceptance. Hence HQ is now testing the system with 3 contracts and it is expected that by 1 December it should be ok.

WFP: Its driver will have to bring the Country Director to Amman by crossing the Bridge. The driver will then have to return with the vehicle. DSR(O) stated that it is possible, but the car will then be searched, which is a risk. Only cars with internationals with yellow ID are not subject to checking. In any case, it needs Bridge coordination. DSR(O) further noted that West Bankers go through Musa Alami and get the bus. They are dropped in Jericho, Istiraha, you cannot take them to the terminal yourself. Only exceptions are made for VIP’s, such as the Head of Gaza office.

The next UN Admin meeting will be held on Wednesday, 3 December at 10:00AM at UNOPS/Interpeace, Ramallah.

UN Administrative Meeting Date: 8 October 2008, 10:00 AM Venue: FAO, Jerusalem

Attendees:

Mayyada Malki UNFPA malki@unfpa.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Christian Lherisson WHO clh@who-health.org Regine Weber UNICEF rweber@unicef.org Suheil Neiroukh FAO suheil.neiroukh@fao.org Mirna Mardini FAO mirna.mardini@fao.org Rand Al-Mimi UNIFEM rand.almimi@unifem.org Nisreen Qumqam Interpeace nisreen.qumqam@undp.org Alexis Bonnell UNOPS-JMOC alexisb@unops.org Michael Antoine UNTSO antoine2@un.org Joan Byrne UNESCO j.byrne@unesco.org Shirine Rofa OCHA rofa@un.org Dalal Abu Saleh ILO abusaleh@ilo.org A meeting with representatives from UNESCO, UNICEF, UNTSO, OCHA, ILO, UNFPA, WHO, FAO, UNIFEM, UNOPS-JMOC, UNOPS/Interpeace and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale. AGENDA

Common Premises – decision Heads of Agencies to recommend to SMT Harmonization working hours Contracts (HR) UN agencies Procurement Group – focal points needed from some agencies Extension Hazard Pay

Common Premises DSR(O) referred to the e-mail that was circulated concerning the proposal for CP in Jerusalem, Hebron, Nablus and Ramallah to be recommended to the SMT and emphasized an answer would need to be given to the DO and RC before Friday. DSR(O) noted that not all agencies are interested in CP, neither in the blast engineer cost-sharing. It was decided that each of the agencies will do their own arrangements for the blast engineer assessment. DSR(O) stressed that at least for CP in the West Bank areas a decision should be taken today. Since no suitable locations can be found, the suggestion is to recommend to the

SMT for the RC to approach the PA president for a piece of land for the UN agencies to build on. UNRWA, not present and not interested in CP, informed per e-mail prior to the meeting it is in favor of this solution. Also DSS had expressed to recommend this to the SMT. All participants of the meeting in principal agreed. DSR(O) continued with CP in Jerusalem and noted that the only place would be UNTSO, because it is very problematic to find another place. At the UNTSO compound there is still a lot of land available, security-wise it is good, the only problem is politics. The suggestion is for the RC to approach the General of UNTSO again. UNOPS-JMOC stated it is in favor in principal, but expressed concern only that due to increase in scale of operations, agencies might grow quickly and that this should be taken in account before actually constructing. The area should have extra space. UNICEF also expressed it is in favor since the security measures are already in place. OCHA noted their current office, the MAC House, is already an UNTSO premise. There was general agreement to inquire in the matter again by suggesting to the SMT that the RC will approach the General. Harmonization of working hours This was brought up further to last month’s meeting. UNOPS-JMOC noted that the timeframes of its projects delivery require the agency to have working hours from 8AM to 17PM. UNFPA noted the flexibility hour in the morning. OCHA informed its hours are flexible, based on need, but that drivers for instance follow the working hours of UNDP 8 – 15:30. UNOPS/Interpeace also has flexible hours. UNICEF follows UNDP, but there is a possibility on individual basis to have flexible working hours, which has to be authorized. FAO would like to adhere to its current working hours Mon-Thurs 8 – 16:15 and Fri 8 – 12. UNESCO follows instructions of its HQ, 7,5 working hours per day (8:30 – 16:30). UNIFEM has the same hours as UNDP. Result: all agencies to maintain their own working hours. DSR(O) stressed though that all UN agencies should have the same official holidays. UNOPS-JMOC asked why not to follow Israeli or PA working days. DSR(O) stated that for UNDP, the Gaza and WB offices work from Sunday to Thursday, according to the PA. UNOPC-JMOC inquired why Jerusalem offices actually work from Monday to Friday. DSR(O) mentioned that staff were asked a long time ago and the majority wanted to be off on Saturday and Sunday. UNICEF inquired whether working days could be changed. DSR(O): yes, if all agencies agree. Harmonization HR contracts DSR(O): to inquire whether we could have standard UN contracts, or at least same naming and modalities. UNOPS-JMOC informed it has ICA contracts for locals, which is basically like the UNDP SC contracts. UNESCO noted it has to follow its HQ and works with SC, SSA and consultant contracts. DSR(O) stressed that we are all one UN and hence, why wouldn’t we have a few kinds of contracts applicable to all? Since most agencies are following instructions from their own HQ on the contracts, DSR(O) suggested to at least start an initiative to change this and approach HQ with a proposal to harmonize the contracts. WHO noted that for local contracts this might be done, but that it would be difficult for international staff. DSR(O) referred to messages of the Secretary-

General on the issue of one UN, but wondered how to go to one UN if all agencies have different contracts, working hours, etc. DSR(O) emphasized that on this point, practical issues should also be taken in consideration. UNOPS-JMOC added that when discussing harmonization of contracts, UNOPS itself is concerned about the salary and the package it offers, not the exact name of the contract. Additional note: UNSCO informed it works with 2 types of contracts: Contract for Individual Contractor and Consultant Contract. The new salary scale for SC contracts was brought up in this regard as well. DSR(O) informed that the UNDP HQ needs to receive a letter from the PA stating there is no pension fund scheme in place in the country. After that the new scale will be approved. In addition, the new SC guidelines will include enrollment in a medical plan. Once all is approved, agencies will be informed accordingly. Procurement Group Additional focal points from UN agencies will be: Laura Sigerist (UNOPS-JMOC); Ines Odeh (UNESCO); Nisreen Qumqam (UNOPS/Interpeace) and Dalal Abu Saleh (ILO). UNFPA informed agencies that a procurement mission will arrive shortly from Kopenhagen. The mission would like to meet decision-makers (Admin Officers) and procurement officers from UN agencies to discuss UN procurement reform. The meeting will most likely take place on October 25, all agencies will be informed by UNFPA. Note: UNSCO informed after the meeting that Mr. Nigel Wilson will be their focal point. Extension Hazard Pay DSR(O) informed that an e-mail had been circulated on this matter. UNOPS-JMOC noted that it has included a lump sum for Hazard Pay (H.P.) and does not pay on a daily basis, its HQ has accepted this. UNFPA stated that H.P. is really becoming a burden on its budget. DSR(O) responded that the only way to change this is that Gaza and the West Bank are no longer security phase IV and III. UNOPS-JMOC inquired whether the DO can give approval for internationals living in Ramallah? DSR(O): yes, but it is a non-family duty station. UNOPS-JMOC also questioned whether the DSS could be recommended to revisit the security phase in the West Bank, because one cannot compare the West Bank to places like Iraq, Afghanistan and Sudan for instance. And hence suggested that cities like Ramallah and Jericho could maybe be declared phase II. DSR(O) inquired with all agencies and the majority recommends that the security situation be reassessed. Only UNESCO objected. UNOPS-JMOC noted that it hears of complaints that UN agencies milk the system and that it is ridiculous that places like Ramallah are under phase III. It therefore suggests also to break the West Bank apart, because the situation differs from city to city. UNOPS-JMOC stressed that it is worth to bring it up again at the SMT. AOB

WHO referred to the CP in Jerusalem again; WHO thought it was not possible to build at UNTSO. DSR(O) stressed that the situation should be revisited and it should be recommended that the RC check again with the General. UNTSO added

that for the CP at UNTSO political obligations and implications are involved. Also UNTSO would have to get an idea about how many offices and people would move to the compound. DSR(O): all agencies except for UNRWA. Moreover, a list of requirements was sent to the General and the Chief Administrative Officer approximately 6 months ago.

UNOPS-JMOC is looking for MOSS compliant space in Ramallah. UNICEF noted it still has problems with the Zero VAT in Gaza. Authorities are

not excepting the standard UNDP letter. DSR(O) stated that maybe a vague letter should be drafted, ‘To whom it may concern’, not mentioning Gaza.

UNOPS-JMOC inquired whether any agency is facing difficulties with obtaining a visa to Jordan from the Jordanian Consulate in Ramallah. UNOPS has a visa for an Indian national pending for two weeks. DSR(O) noted and agencies agreed, that this Consulate is very helpful. DSR(O) will contact the Consulate. There are problems with the Egyptian Consulate though.

UNOPS/Interpeace inquired whether for Hebron and Jenin, where Interpeace is sharing offices with among others OCHA, agencies are leaving because the offices are not MOSS compliant. DSR(O) stressed that UNDP has closed its Nablus offices because it did not pass MOSS. UNOPS-JMOC inquired whether any agency had tried to host its offices with a partner organization, in which case other MOSS standards apply. DSR(O) informed that the FSA is working on this matter.

DSR(O) reminded that concerning vacancy announcements, UNDP is only placing small advertisements twice a week in the newspapers notifying people to refer to the website for new post, bids, etc. UNOPS-JMOC added that it would be necessary to list the new postings by name, in order to attract those people interested.

The next UN Admin meeting will be held on Wednesday, 5 November at 10:00AM at UNDP, Jerusalem.

UN Administrative Meeting Date: 10 September 2008, 10:00 AM Venue: UNFPA, Jerusalem

Attendees:

Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriquez UNSCO rodriquez4@un.org Mayyada Malki UNFPA malki@unfpa.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Munther Yousef DSS m.yousef3@unrwa.org Christian Lherisson WHO clh@who-health.org Paula Kim UNTSO kimp@un.org Regine Weber UNICEF rweber@unicef.org Suheil Neiroukh FAO suheil.neiroukh@fao.org Mirna Mardini FAO mirna.mardini@fao.org Rand Al-Mimi UNIFEM rand.almimi@unifem.org Maha Abu Ghosh OHCHR mabu-ghosh@ohchr.org A meeting with representatives from UNICEF, WFP, UNSCO, UNTSO, UNDSS, UNFPA, WHO, FAO, UNIFEM, OHCHR and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale. AGENDA UNDP:

Common Premises – updates Jerusalem, Ramallah, Hebron and Nablus Blast Engineer Assessment Travel: UN hotel rates

UNIFEM:

Purchasing used 4*4 jeep for Gaza office Summary of actions to be taken

Response concerning cost-sharing for blast engineer assessment – maximum by September 21 agencies should inform UNDP whether they want to join or not;

All agencies to send the UN rates they receive for Jerusalem hotels to Suzanne Abboud (suzanne.abboud@undp.org);

For next meeting: harmonization of working hours of UN agencies (prepare proposals);

For next meeting: harmonization of contracts – kinds of contracts (and contents) each agency provides;

Nominating a procurement officer from each agency to participate in a Procurement Group.

DSR(O) opened the meeting by emphasizing that this UN Admin meeting is becoming a very important forum in addition to the Country Team (CT) meeting. The CT will note the recommendations and implement if appropriate and agreed by all. Hence, security should be present at the Admin meeting, as well as an admin representative from each agency. These representatives should have the authority to take decisions and not always have to go back to their organization to endorse the recommendations. For instance, a decision should be taken on the official holiday on the occasion of the International Peace Day. Admin officers should be in charge of admin issues and hence the UN Admin meeting should be senior enough to take decisions. The minutes of this meeting should contain decisions or strong recommendations to the CT. Common Premises The working groups on the issue of common premises were requested to provide updates on any progress, because the SMT should be informed. Working group for Hebron – headed by OCHA; OCHA not present to provide updates. Working group for Nablus – headed by UNDP; DSR(O) informed that so far no suitable space was found. Working group for Ramallah – headed by UNSCO; UNSCO had called for a meeting, but only UNSCO and UNDSS attended. UNSCO will recommend to the RC to approach the PA for a piece of land. DSR(O) also noted that this was the best approach, to build ourselves. UNSCO stressed that its representative and the group will try to indicate a few suitable pieces of land and then to approach the PA. Next week a follow-up meeting will be held by the working group. Working group for Jerusalem – headed by UNICEF; UNICEF’s representative (replacement for admin officer) was not able to provide the meeting with an update on this matter. Blast Engineer DSR(O) followed up on last month’s meeting and repeated that a blast engineer has already done the assessment for UNDP. Other agencies could use the same blast engineer, since the team is still in the country. UNSCO noted it will not participate in a cost-share arrangement for agencies to do such an assessment. Both WFP and UNFPA will not participate either, since they have already done an assessment. FAO is interested in cost-sharing, but would have to check with HQ on the possibility budget-wise. UNICEF will check the matter Wednesday and will get back with an answer. WHO does not yet know if and when they will move out of their current office. DSR(O) noted that there is approximately one month left over for the assessment and by September 21 the company should know whether it will have to do

more assessments or not (by that time the company will give a presentation to the SMT). DSR(O) mentioned that approximately agencies should budget around $20,000 for the blast engineer assessment, but of course it depends on how many agencies and offices will join the arrangement. DSR(O) also noted that UNRWA had said in the previous meeting that it is interested, UNTSO mentioned it is most likely not interested. It was decided to give agencies one week to determine whether they want to be involved in a cost-sharing arrangement or not, so responses should be received maximum by Monday morning 22 September. DSR(O) will check how long the company will remain in the country and circulate this information. Additional note: UNTSO does not require services of blast engineer, while UNICEF will come with a final decision shortly. Hotel rates UN (Jerusalem) DSR(O) informed that in a previous Admin meeting (August 6) agencies were requested to send to UNDP’s Travel Unit (Ms. Suzanne Abboud – suzanne.abboud@undp.org) the UN rates they receive for hotels in Jerusalem. Unfortunately, almost nothing was received. Agencies are kindly requested to still submit the rates they obtain, in order to see if there are differences. UNIFEM – 4*4 jeep UNIFEM wishes to purchase a jeep for its Gaza office and inquired if there is an agency that wishes to sell one of its vehicles. No positive responses. If anyone would know of a suitable vehicle, please contact UNIFEM. AOB

WFP inquired about duty-free gasoline in the West Bank. DSR(O) noted that negotiations are still ongoing. Invoices used to come from a Jerusalem gas station, in order to obtain a refund. This arrangement was used for all UNDP plated vehicles, but did not work well. Hence they went back to gas stations in Ramallah, but the PA should endorse it (duty-free use of gasoline) and till today no final answer was given. By Monday 15 September a reply should be received. DSR(O) noted that one can fill cars at Israeli gas stations in the West Bank, as long as they are not in settlements and along the main road. DSR(O) stressed that security clearance should be obtained though. UNSCO noted it would like to be informed of any outcome as well.

DSR(O) mentioned the problem with VAT reimbursements, which have not been received for years. Yesterday UNDP received an amount of NIS 1,000,000 and agencies will be reimbursed according to the documentation present as soon as possible. UNICEF noted it has a problem with Gaza. The Ministry of Finance there requested a letter from UNICEF itself. DSR(O): for VAT issues UNDP only contacts the Ministry of Finance in Ramallah, even if a zero certificate is needed for Gaza, this is obtained from the PA. Nothing is arranged through Gaza. DSR(O) advised that UNICEF’s finance officer will contact UNDP (Mr. Khalil Ghanem). WFP inquired what should be done in the case Ramallah declines to

provide such a certificate. DSR(O) assured that Ramallah will not decline, since they want to show they are still in control of Gaza.

The holiday on the occasion of the International Peace Day is officially set for Thursday 18 September, but the DSR(O) suggested to change this into Friday in order to have a long weekend, but sought a unilateral approach to this. WFP noted it already marked this holiday as a floating day, meaning personnel can take off on this day or any other day instead and did not find it a good idea to change the holiday and set it for Friday 19 September, since staff might already have plans. UNTSO noted it has other holidays in the first place. DSR(O) stressed that the aim of this Admin meeting is harmonization towards one UN. Therefore it would be good to have all UN agencies observe the same holidays. The same with winter time; Ramallah working hours (UNDP and other agencies) are according to the winter time, but Jerusalem offices should follow the local time (which is still summer time at the moment). DSR(O) noted that UNICEF is the only agency in Jerusalem that works according to the PA winter time. DSR(O) said that all agencies should be the same. In fact the RC office should decide on such a matter, but due to the set up in this country, the UNDP could take the lead in this. When discussing general working hours, WFP noted on Friday the office opens half a day (8-12). DSR(O) stated that the Admin forum should settle this issue of different working hours among UN agencies. UNSCO noted that for agencies working under the administrative umbrella of UNDP, the RC would be pleased to endorse a proposal to harmonize working hours. It was suggested to revisit working hours. UNTSO noted it is different for its office. UNRWA (not present) has different working hours as well. It was decided for next month’s meeting that each agency brings a proposal concerning harmonizing working hours. Currently agencies have the following working hours:

o WHO: 8 – 15:30 with flexible time between 8 and 9 to come and leave between 15:30 and 16:30 (reception controls this mechanism)

o OHCHR: 8 – 15:30 o UNTSO: 7:00 – 14:30 (half hour break 10:30-11:00) o UNFPA: 8 – 15:30 (flexible half hour) o UNDSS: 8 – 15 (without break) o UNICEF: 8 – 15:30 (half hour break and flexible hours can be agreed

upon on individual basis) o UNIFEM: 8 – 15:30 o FAO: Mon-Thurs 8 – 16:15 and Fri 8 – 12 o WFP: Mon-Thurs 8 – 16:30 and Fri 8 – 12 o UNSCO: 8:30 – 16

DSR(O) emphasized that it is not appropriate to have different working hours. UNICEF noted it is good to harmonize working hours and stressed the importance also of working on Friday due to international businesses and the possibility of flexible hours. WHO stated that UN offices in lots of countries are off on Friday afternoon. At the next Admin meeting the issue will be checked and it will be decided what is most preferable (harmonizing hours and if yes, which hours).

DSR(O): contracts might also be an issue to harmonize. UNDP fought for the ranking post business; it succeeded only one month ago to implement it. The

Ranking Post means that when you are occupying a post higher than your level, as of July 1 you could move to the new level immediately (for instance from G4 to G7). UNTSO noted their staff can only apply for a post which is one level higher. DSR(O): ALD will be fixed term soon. WHO inquired where agencies should harmonize exactly. DSR(O): HR. It was discussed how agencies have different kinds of contracts. DSR(O) noted that the SC contract is done for UNDP everywhere, but emphasized that SC holders are not staff members and that normally SC’s do not obtain UN ID cards. This was only done due to the set up in this country and the checkpoints. For the next meeting each agency should present what kind of contracts they work with and what each contract exactly entails.

DSR(O): the UNIFEM/Interpeace premises are not MOSS compliant. The blast assessment determined that it is not possible to take mitigating measures and hence these agencies will have to find other office space. If anyone knows of suitable and appropriate offices (UNIFEM at least 4 rooms and a conference room and Interpeace 1 room), please inform UNDP. WHO offered UNIFEM to use some of its space until the end of September/beginning of October. DSR(O) inquired whether the WHO office is MOSS compliant. WHO noted that it does not have the required stand-off distance. DSR(O) stressed that the UNDP Nablus office was found not MOSS compliant and hence UNDP has moved all its staff out of the building and they are currently working from home. If staff would remain in not MOSS compliant offices and something will happen, the Head of Agency and Admin Representative are responsible. At least agencies should show that they are doing something after a negative security advise (for instance WFP and UNFPA are working on new offices). DSR(O) stressed once again that it was an SMT decision to have a blast engineer do an assessment and UNDP is offering agencies to use the same blast engineer. Hence the SMT will know which agency does not want to do such an assessment.

DSR(O): only UNDP, UNTSO and UNRWA are recognized by the Israeli authorities. Hence all visas and car plates are done by these agencies and for agencies under their umbrella. UNESCO wanted to be independent and approached the MoFA by itself and signed an agreement with the MoFA. Immediately UNESCO was requested to move its offices to the West Bank; they were forbidden to have an office in Jerusalem. Israel does not want too many organizations to deal with. When UNDP came to the country in 1976, it was under the umbrella of UNTSO. UNDP expanded though and Israel agreed then for UNDP to be umbrella for many agencies.

Holiday International Peace Day: the meeting is still undecided on changing the holiday date or not – 6 or 7 are in favor of moving the day from Thursday 18 to Friday 19 September. A final answer is still to be received. WFP had already decided it is a floating day. Additional note: majority is in favor of keeping the original day, Thursday 18 September.

Procurement Group: in order to harmonize procurement issues such as LTA’s, it had previously been suggested to establish a group consisting of a procurement officer from each agency. Nothing has been done since then. Therefore agencies are again requested to nominate a procurement officer. The following agencies provided names immediately: WHO (Karam Abu Hadid), UNICEF (Regine

Weber), UNDSS (Munzer Yousef), OHCHR (Maha Abu Ghosh), UNIFEM (Rand al-Mimi) and UNFPA (Rasha Abu Shanab – replacement Mayyada Malki). Additional note: focal point UNTSO is Mr. Michael Williams.

The next UN Admin meeting will be held on Wednesday, 8 October 2008 at 10:00AM at FAO, Jerusalem.

UN Administrative Meeting Date:6 August 2008, 10:00 AM Venue: UNDP, Jerusalem

Attendees:

Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriquez UNSCO rodriquez4@un.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Lara Ohannessian UNDP lara.ohannessian@undp.org Emma Creighton UNDP emma.creighton@undp.org Joan Byrne UNESCO j.byrne@unesco.org Inas Odeh UNESCO i.odeh@unesco.org Munther Yousef DSS m.yousef3@unrwa.org Jane Salfiti OCHA salfiti@un.org Hussein Shahin OCHA shahin@un.org Nisreen Qumqam Interpeace nisreen.qumqam@undp.org Sam Mukasa UNICEF smukasa@unicef.org Regine Weber UNICEF rweber@unicef.org Michael Antoine UNTSO antoine2@un.org Joumana Malki UNOPS joumanas@unops.org Nadine Nammari UNOPS nadinen@unops.org Christian Lherisson WHO clh@who-health.org Ed Nicolas UNRWA e.nicolas@unrwa.org M. Savege UNRWA m.savege@unrwa.org Renad Zamamiri OHCHR rzamamiri@ohchr.org Rand Mimi UNIFEM rand.almimi@unifem.org Fida Amasheh UNIFEM fida.amasheh@unifem.org Rand Husseini ILO g8robeirut@ilo.org Giaeomo Vecchiarell UNSCO vecchiarell@un.org Asmat Rayyan UNFPA rayyan@unfpa.org Rasha Abu Shanab UNFPA shanab@unfpa.org A meeting with representatives from UNICEF, WFP, UNSCO, UNTSO, UNDSS, UNFPA, WHO, OCHA, UNESCO, UNOPS, UNOPS/Interpeace, UNIFEM, ILO, OHCHR and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale.

AGENDA Presentation Blast Engineer Common Premises (UNDP) ICSC Hardship Duty Stations (UNSCO/UNDP) LTA Hotels WB (UNESCO)

Presentation Blast Engineer – Explora Security Architects & Enigneers A detailed presentation was held by this company on “Blast Effects and Security Assessment Methodology”. The effects of explosives were discussed (airblast, fragmentation, debris and progressive collapse of structural elements) and measures that can be taken to mitigate the blasts. The new methodology of energy absorption was explained; by the blast walls will start to bend (absorping the energy) and will remain in place by building the concrete wall with two layers (steel or other material) on the sides (encagement). This method also prevents serious fragmentation. One could place blast walls at the perimeter if new walls cannot be put inside the building. Glass nonetheless is the biggest concern; it shatters in a million pieces sharp like knives. Blast film can be applied, it is connected to the glass like glue and once the glass shatters it remains connected to the film. You should simply know exactly which film to apply to which window. Another technology comes in the form of a system that catches the pieces that do shatter on the inside of the window. The issues of threat analysis, damage analysis and risk assessment were also discussed, as well as counter measures and cost effectiveness analysis to determine what is economically feasible. If it is not feasible to obtain good protection for a building, the solution is to move to another building. Moreover, if an entry control point is placed outside the building, guards should be protected there. Admin discussion on Blast Engineer presentation DSR(O) explained that this presentation was held on the request of the SMT. Explora started one month ago with the assessment of the six UNDP offices (3 in Jerusalem, Nablus, Gaza and Ramallah), costing approximately $120,000. While UNDP already started this process, the Admin forum was asked whether all UN agencies would be interested in cost-sharing for a blast engineer firm to assess all offices. It is not clear yet how the costs will be shared, but most likely by number of premises. Interested agencies so far: UNRWA, UNICEF (probably), UNESCO, UNDSS, UNTSO (to confirm), UNSCO (to confirm), OCHA, ILO (to confirm), UNIFEM, OHCHR (to confirm), Interpeace and WFP. All agencies are requested to give a final answer by COB Wednesday August 6. It was raised that the money UNDP is spending is for an assessment only; after that still a lot will need to be spent on making the buildings MOSS compliant. Common Premises The DSR(O) noted that for the interim period, common offices will remain in Ramallah, Hebron, Jerusalem, Nablus, etc. The permanent scenario would be to build common

premises for all UN agencies in Ramallah (by requesting the PA to check the possibility for obtaining a piece of land) and maybe to build at UNTSO in Jerusalem. To that end working groups were established in order to find a suitable place to accomodate all agencies in Ramallah, Jerusalem, Nablus and Hebron. Working group for Ramallah: UNFPA, RC (UNSCO) and UNDSS. Working group for Jerusalem: UNOPS, OCHA, UNICEF and WHO. Working group for Nablus: UNDP, OCHA and UNICEF. Working group for Hebron: OCHA, UNDP and UNICEF. A message will be circulated later on to set dates for meetings of these working groups. Moreover, the RC will look into the matter of building at the Government House. Note: after reviewing the draft minutes, WFP informed that it is not its approach to move into Common Premises and will hence not participate in the working groups. Also UNESCO noted it will not join the group for Ramallah. Hence both agencies have been taken off the list. Hardship Duty Stations Questionnaires UNDP prepared the questionnaires for the West Bank locations, UNRWA for the Gaza Strip.UNSCO noted that the deadline for receiving the completed draft questionnaires is August 31, 2008. The RC will go through them and send it to HQ by mid September. The UNDSS and WHO are requested to fill in the respective parts on security (and international staff members) and health issues by August 15, the rest is the same as previous years. The already completed parts will be circulated to all agencies for their endorsement (Heads of Agencies) and after August 15 also the parts on security and health. LTA Hotels West Bank UNESCO asked whether their are LTA’s in place with hotels in the West Bank. DSR(O): no, there are only UN rates. UNESCO explained that for instance in Bethlehem the only hotel that was cleared security wise is the Intercontinental, but that its rates are high. Rates for UNESCO staff were even higher than rates for consultants. UNICEF noted it is happy with the cooperation though with this hotel and does not face such problems. DSR(O) mentioned that we could try to have an LTA with this hotel. AOB

UNICEF inquired with UNDP about a message received from UNDP HQ Treasury about signing forms for Bank Leumi and wants to know whether UNICEF should sign or not. DSR(O): Bank Leumi wants UN agencies to sign new agreements, which UNTSO and UNDP discussed during a meeting at the Bank’s main office. It was decided that the HQs of agencies will be contacted by the Bank, but that at the moment no documents will be signed. The problem is that the documents are in Hebrew and that it entails a new commitment. DSR(O):

it is up to HQ to decide. UNICEF might involve its HQ’s Legal Office to look into the matter. It was suggested that the current documents could be amended.

UNTSO is still not agreeing to show passports of foreigners for cashing checks and believes that the MOFA card is sufficient. It has sent a letter to the bank on this matter. DSR(O) noted that during the meeting of UNTSO and UNDP UNTSO’s Finance Officer accepted to show passports for cashing checks, in fact all (UNDP, UNTSO and UNRWA) accepted at that time. In general also it might be better to send such letters on behalf of all agencies to make a common stand and not one agency by itself.

UNOPS/Interpeace stated that the bank now started to request from WB people to show their magnetic cards and permits (or a copy of these documents when someone else is cashing it). DSR(O) noted that this is for Israel a security issue. But UNDP Finance informed not to accept to show the permit in addition to the magnetic card (the Bank requested originally only the magnetic card) and will get back to the bank on this point. UNIFEM and UNOPS/Interpeace mentioned that in general they face difficulties in cashing checks on behalf of others – DSR(O) responded to approach Finance at UNDP. DSR(O) emphasized that the “regulations” were circulated among all agencies after the meeting with Bank Leumi and the Bank should accept this. Problems with transfers from Bank Leumi to Palestinian banks were also noted. Bank Leumi however is transferring to nearly every Palestinian bank, so it was suggested to have staff open accounts in one of these banks.

UNSCO: trainings are organized at UNSCO/UNTSO on Collaborative Negotiations (2 days), Transformative Mediation (2 days) and Global Diversity under the heading of “Conflict Resolution at Work”. For those interested, still a number of 4 to 5 persons can participate.

The next UN Admin meeting will be held on Wednesday, 3 or 10 September 2008 at 10:00AM at ........

UN Administrative Meeting Date: 2 July 2008, 10:00 AM Venue: WHO, Jerusalem

Attendees:

Thafer Abu Ghanam WFP thafer.abu-ghannam@wfp.orh Jane Salfiti OCHA salfiti@un.org Nadine Nammari UNOPS nadinen@unops.org Joumana Siriani UNOPS joumanas@unops.org Suheil Neiroukh FAO suheil.neiroukh@fao.org Hiba Risheq FAO hiba.risheq@fao.org Nisreen Qumqam UNOPS –

Inter peace nisreen.qumqam@undp.org

Savita Hande UNDSS s.hande@unrwa.org Samer Ghosheh UNDSS s.ghosheh@unrwa.org Munzer Yousef UNDSS m.yousef3@unrwa.org Christian Lherisson WHO clh@who-health.org Khader Kamal UNICEF kkamal@unicef.org Ana Rodriguez UNSCO Rodriguez4@un.org Mayyada Malki UNFPA malki@unfpa.org Wilhelm Haupt UNRWA whaupt@unrwa.org Ed Nicolas UNRWA e.nicolas@unrwa.org Uchenna Odenigbo UNTSO odenigbo@un.org

Chairperson Khaled Shahwan UNDP khaled.shahwan@undp.org Admin. Assistant Suzanne Abboud UNDP Suzanne.abboud@undp.org A meeting with representatives from WHO, WFP, UNTSO, UNSCO, UNICEF, UNRWA, UNDSS, UNOPS, FAO, UNOPS Interpeace, OCHA, UNFPA and UNDP was held on Wednesday 2 July 2008 at WHO office in Jerusalem. Agenda: 1) The use of UNDP ID cards after working hours/weekend 2) Cost recovery for ID & Driving License (DL) Cards 3) UNDSS – Security Survey of Recommended Hotels in Jerusalem 4) Special UN Rate at Jerusalem hotels 5) Israeli Customs Office - vehicles 6) Searching UN Cars at check points 7) Licenses for UN vehicles in Gaza 8) MOFA Yellow ID card

1) The use of UNDP ID cards after working hours/weekend Thafer (WFP) raised the issue of local staff using UNDP ID cards after working hours and on weekends. Thafer reported an incident in which a WFP staff member was stopped by an Israeli soldier who refused to let him use his UN ID to pass because it was after working hours. Khaled Shahwan: The UNDP ID card is a permit given to all UNDP staff and

those under the UNDP/PAPP umbrella in order to identify them as UN staff at check points and facilitate their movement. Khaled added, if requested by the soldiers, staff members should show their national passport, Israeli ID card in addition to the UNDP ID card. Khaled further advised that there is no policy limiting the use of the ID cards to a specific time or day, and that there are no restrictions for when or how the ID card can be used by a staff member. Khaled suggested that it is possible that at the DCO check point-Ramallah, the use of the IDs after working hours is not acceptable by the IDF check point instructions. However, if this is the case, it is against UN policy. Khaled noted that this issue will be referred to UNDSS for follow-up.

UNDSS, Savita Hande advised that she is examining the policy regarding the use of UN ID cards, and will share the information with the rest of the UN Organizations.

Savita further advised that from a security point of view, holders of UN ID cards should not misuse their ID. Example: breaking the queue at the check point after working hours.

Khaled Shahwan: Khaled recommended that staff members avoid passing through the DCO Ramallah when on private time and/or when driving in private vehicles.

2) Cost Recovery for ID & Driving Licence (DL) Cards UNICEF questioned the payment of the cost recovery for the ID & DL cards that UNDP issues for their staff members. Khaled Shahwan: UNICEF is obligated to pay for this. Furthermore, driving

licenses should be renewed for all UNICEF staff who are entitled to drive UNICEF vehicles plated with UNDP.

UNICEF: will revert to Kahled Shahwan with a request for the driving license

extensions. UNTSO: Ms. Odenigbo asked about the issuance of the ID and DL cards. Khaled Shahwan: clarified that UNDP ID and DL cards are issued only for the

UN Organizations who are under the umbrella of UNDP/PAPP. 3) UNDSS – Security Survey of Recommended Hotels in Jerusalem UNDSS is working on a list of recommended "Secured" hotels within the Jerusalem area. Last month UNDSS conducted a survey of hotels. Each hotel was visited by a representative of UNDSS, Samer Ghosheh. With the understanding that it is still confidential, it was distributed to the participants of the meeting. UNDSS followed a standard check list to determine the recommendations which fall into one of three categories: a) Recommended Hotels: Hotels to be used by UN staff members and visitors

on missions. b) Low to Medium Hotels: Hotels that need to improve their security

standards/modalities. Hotels that are easy to attack/bomb. These hotels are not recommended, but there are no major objections to be used.

c) Not Recommended Hotels: The major objection not to use these hotels is that they are located in the Old City of Jerusalem

.

UNDP: Suzanne Abboud, UNDP asked if there will be a plan by UNDSS to approach Low to Medium Hotels and advise them on improving their security.

Savita Hande, UNDSS will consider this suggestion. 4) Special UN Rate at hotels in Jerusalem: UNSCO: Ms. Ana Rodriguez recommended Hotel Dan Boutique-Jerusalem to

be used because they are offering a good rate. Khaled Shahwan asked all the UN agencies to share the UN rate they get

from the hotels in Jerusalem in order to see if other UN agencies get the same (one UN rate). Information to be sent to Suzanne.abboud@undp.org within one week time from the day receiving this minutes.

5) Israeli Customs Office - Vehicles Khaled Shahwan asked if any UN agencies are facing difficulties from MOFA offices, especially when receiving new vehicles. UNTSO: Ms. Odenigbo mentioned that they have vehicles that are stuck - not being

cleared from customs, and that they will only be cleared after showing replacement vehicles.

UNSCO: doesn't have this problem. They met with MOFA and in turn the

MOFA agreed to separate the UNSCO requests from UNTSO requests. UNRWA : Mr. Willy mentioned that old UNRWA vehicles are destroyed in order

to obtain approvals for new vehicles.

UNDP: Khaled Shahwan advised that UNDP sells old vehicles rather than destroying them.

Also, UNDP is clearing cars for themselves as well as for other agencies under their umbrella. Clearance is being obtained from Beit El. Khaled Shahwan recommended that UNTSO call Ms. Hana from Israeli Customs Office to help and assist them with their vehicle problems.

WFP : Thafer, mentioned that when importing vehicles instead of purchasing

them in the country, they need clearance and approvals. Thafer also raised the issue of donating old vehicles. UNSCO: mentioned that their vehicles need to be taken outside the country. UNSCO: advised that they loan their vehicles to other UN agencies. UNDP: noted that UNDP plates are on almost all vehicles. 6) Searching UN Cars at Check Points UN cars are not to be searched by check point soldiers under any circumstances. Any UN staff member who sees a UN vehicle being searched should report immediately to the UN agency concerned and provide the vehicle number, location and date/time of the incident. There will be a brochure cleared by UNDSS in each UN vehicle with the policy of what to do and how to behave while in a UN vehicle at a check point. A committee of staff members are currently working on this brochure. Recommendation: A briefing session to all UN agencies to be held by UNDSS. Other issues related to UN Cars: Khaled Shahwan advised that all UN

vehicles are to be parked at UN premises. 7) Problem with Obtaining Licenses for UN vehicles in Gaza There is still a problem with getting UN vehicles out of Gaza to be licensed. There are not enough people to go to Gaza and drove these cars out. At this time, only diplomatic UN staff can drive in/out of Gaza through Erez. 8) MOFA Yellow ID card MOFA Yellow ID cards are not issued to holders of national passports even with valid visas. UNTSO: military staff are not entitled to be issued a UNLP. Having said so that

means not having UNLP, they will not get yellow ID MOFA card, and will not be able to get their own private vehicles.

UNRWA They have MOFA cards for all holders of national passports. They don’t know what will happen when requesting the extensions. Some of their staff got their MOFA card by providing MOFA office a copy of the UN certificate.

Some of the international participants of this meeting prefer not to show the yellow card at check points. But the issue here is that the yellow card is done and issued by MOFA office to the internationals to facilitate their movement and other issues related. Khaled Shahwan confirms that internationals should show their MOFA card,

and if requested by check point soldiers they also have to show their national passport as second identification and UN ID card.

UNTSO mentioned a problem that at Beit Shean check point with receiving a

hard time passing through. UNICEF mentioned that two months ago one of their staff waited for 25

minutes arguing to let him pass without being checked and at the end he left to go to a different check point.

UNTSO said that they are discussing this issue on a higher lever with the Israeli

authorities for some action to be taken. Khaled Shahwan asked when there is any action taken to inform all UN

agencies. Next meeting will be in August 6th 2008 at UNDP office at 10:00am

UN Administrative Meeting Date: 4 June 2008, 10:00 AM Venue: UNDP, Jerusalem

Attendees:

Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriquez UNSCO rodriquez4@un.org Mayyada Malki UNFPA malki@unfpa.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Joan Byrne UNESCO j.byrne@unesco.org Munther Yousef DSS m.yousef3@unrwa.org Savita Hande DSS s.hande@unrwa.org Maureen Koussa OCHA koussa@un.org Jane Salfiti OCHA salfiti@un.org Nisreen Qumqam Interpeace nisreen.qumqam@undp.org Sam Mukasa UNICEF smukasa@unicef.org Michael Antoine UNTSO antoine2@un.org Carsten Olsen UNTSO olsen@un.org Maha Abu Ghosh OHCHR mabu-ghosh@ohchr.org Joumana Malki UNOPS joumanas@unops.org Nadine Nammari UNOPS nadinen@unops.org Christian Lherisson WHO clh@who-health.org A meeting with representatives from UNICEF, WFP, UNSCO, UNTSO, UNDSS, UNFPA, WHO, OCHA, UNESCO, UNOPS, UNOPS/Interpeace, OHCHR and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale. AGENDA

DSA Rates MOFA Cards Bank Leumi VA Salary Survey

DSA Rates WFP noted its Country Director suggested to have a fixed rate for Jerusalem and not different rates for hotels like the American Colony (ACH) and King David (KDH). It is not clear now who is entitled to the first or second rate.

DSR(O) responded that the normal procedure is that the Resident Coordinator (RC) is in charge of the DSA. UNTSO did the survey, but now there is a RC (with UNSCO). UNSCO expressed the need to share information beforehand and coordinate. DSR(O) explained that UNDP in most countries has the RC and hence does the DSA survey. Here UNTSO has done it since a long time. Recently an RC was appointed, who should be in charge of it now. The RC is to approve the survey and submit it to HQ. When the previous rate was established no one was involved, but the newly suggested rate and survey has been circulated among all. UNSCO noted that the lowest DSA rate is the standard and the higher rate is an exception, for high missions and VIP guests for instance. UNSCO is required to send a justification to their HQ as to why the higher DSA rate hotel is chosen. UNTSO confirmed the same; it has to certify to HQ, for instance in the case that the lower DSA rate hotels are all full and hence there is no other choice. DSR(O) noted that this is not added to the DSA information. UNTSO continued that if an individual chooses to stay in a higher priced hotel, he/she is expected to cover the excess on DSA. UNTSO also emphasized that if there would be one single DSA rate for Jerusalem, this would be very high, because the gap between the regular and high rate (ACH/KDH) is large. WFP inquired about covering the actual invoices and WHO noted this was once applied, but stopped as it was too cumbersome. It was mentioned also that a list of MOSS compliant hotels is to be established by DSS. UNICEF indicated that Amman also has one DSA rate and suggested that a Task Force be established in order to recommend a rate for the ACH and KDH and a rate for the rest of the hotels and submit this to the RC. It was noted by UNTSO that the DSA rate survey has just been undertaken and hotels were selected and a DSA rate suggested. WHO inquired whether comments were taken in account (recent e-mail circulations). Concerning the fact that West-Jerusalem hotels were selected only, UNTSO explained that this was not of political nature, but simply to establish a rate for Israel proper. WHO stated that including high-end West-Jerusalem hotels to the list was skewing the overall per diem rate upwards to an exaggerated extent and that this would have serious programmatic implications. DSR(O) noted that it is a priority to have a list with MOSS compliant hotels. CSA (DSS) confirmed that the hotel survey should be done in the coming 15 days. CSA emphasized though that hotels will be recommended, not approved. Also, there is a possibility that some of the hotels included in the DSA survey might not have proper security arrangements. UNTSO expects the DSA rate to go up, where WHO noted that whereas previously the DSA rate had gone down by less than US$10, it was now being proposed for it to be increased by nearly US$100. DSR(O) responded that the DSA survey is based on questionnaires filled in by hotels and restaurants and also that newcomers should be taken in account, who usually need to stay for a while in hotels. In any case, ICSC will take the survey in consideration and take a decision. UNTSO mentioned that only few hotels have diplomatic rates for UN and none of the hotels advised to have a contract for special rates. DSR(O) and others responded that there are signed letters with hotels for UN rates. After the DSS completes the hotel survey, there could be a UN contract with hotels. MOFA Cards

UNTSO stated that a meeting at higher level had taken place a few weeks ago and that UNTSO was informed by MOFA that MOFA will not issue MOFA cards to its military observers. DSR(O) added that MOFA requested to receive a copy of a contract (more than 6 months), which UNDP refused. DSR(O) requested UNTSO to send the circular from MOFA, so it can be sent to all UN agencies. UNOPS noted that most of their staff are not in possession of UNLPs, but only of UN certificates. DSR(O) mentioned that someone who has obtained a service visa, should be eligible for a MOFA card as well. UNICEF noted that maybe MOFA looks at UNTSO differently, due to its military observers and peacekeeping nature. UNICEF suggested to go together with UNDP to MOFA. DSR(O) initially responded that UNTSO had already said it would go on behalf of all UN agencies and that it is a sensitive issue, since the RC should be involved. Both UNSCO and UNTSO did not have objections, so DSR(O) agreed to UNICEF’s request to meet with MOFA next week. DSR(O) explained that the problems recently arising with MOFA are also due to the change of personnel at MOFA. UNICEF mentioned a specific problem it is facing: embassies refuse to give the service visa, because upon entry into the country a normal visa can be obtained. But once a person enters on a regular visa, the visa cannot be transferred into a service visa. UNICEF mentioned the embassy in Paris is example. Bank Leumi The main issue discussed by UNDP and UNRWA (present at the meeting held in Tel Aviv) was cashing checks on behalf of others. The following are the general regulations valid for all:

WB residents can cash their own checks presenting their magnetic cards; WB residents can endorse another person to cash a check on their behalf – this

person should show a copy of the magnetic card of the payee and show his/her own ID (if Jerusalemite) or magnetic card (if WB resident);

Cashing a check on behalf of a foreigner – show a copy of the foreigner’s passport, his/her own ID (Jerusalemite) or passport (international) and a letter of authorization (authorizing person X or Y to cash the check on his/her behalf) signed by the foreigner;

Cashing a check on behalf of a Jerusalem ID holder – show copy of this ID and own ID.

There is no maximum amount to cashing a check and one person can cash a check for different persons at the same time (taking copies of all IDs/passports/magnetic cards).

DSS inquired about WB residents stationed in the WB; DSR(O) responded that bank transfers are used in these cases and added that in general UNDP is trying to do everything through bank transfers. Interpeace noted it has problems with such transfers. DSR(O) replied that the problem is not with Bank Leumi, but with the Arab banks.

Vacancy Announcements DSR(O): UNDP recently started implementing a new policy for VA and tenders. UNDP now posts twice a week (Mon/Thurs) a short announcement in the local newspapers referring to the UNDP website for new VA and tenders. UNDP is encouraging other agencies to do the same. DSR(O) acknowledge the advertisement itself should be in Arabic as well. WHO inquired whether titles of new posts are included in the advertisement, in order to give the reader an idea whether it is worthwhile to check the UNDP website. DSR(O) responded that this is not done, because those that have an interest in working with UNDP should take the time to visit the website anyway and see which posts are available. Salary Survey UNICEF inquired about this. UNTSO is still awaiting an answer from HQ and will follow up on this matter. It will be retro-active. Concerning ICSC Post Adjustments, the multiplier has gone up to 55.8 (see also separately attached document sent to UNTSO by ICSC). The waiver of the 40% of rent limit on rental subsidies is no longer applicable. UNTSO noted the impact on agencies is great and mentioned that UNTSO had established the ceiling at US$1,810 with effect from 1 January 1997. DSR(O) mentioned that there should be a ceiling. Now one has to indicate whether the rent is reasonable or not, but there are rental amounts of 1500 and 3500. UNICEF added that there is a big difference concerning location Shufat/Beit Hanina or Sheikh Jarrah and suggested that for each of such areas a ceiling should be established. DSR(O) noted that it is a big responsibility to sign of on reasonable rent for the rental subsidy form. UNTSO agreed that one should look at East and West Jerusalem areas, however it is important that all UN offices in Jerusalem operate with the same ceiling, if any. In this respect participants mentioned that the Admin Officers are functioning as filters for their agencies and that they could and should submit issues like these to the Head of Agencies meeting, which should be cleared though by the RC. AOB

Arnona: UNICEF inquired whether individuals are reimbursed for this tax paid to the government. DSR(O): no. WFP clarified that it is not a tax, but payment for services. DSR(O) explained the history of Arnona: it was introduced a long time ago and the mayor of then granted the UN to be exempted from Arnona. After several mayor changes, the third mayor was not supportive of the UN and raised the issue. It was then decided that offices remain exempted, all national employees should pay Arnona and internationals should also pay. There are only 5 or 6 internationals at the most senior diplomatic level who are exempted from Arnona payments. Since the invoice mentions services, it could be included in the rent fees. Some landlords refuse this however, they want to keep the Arnona in

their name in order to keep their Jerusalem ID. Nonetheless the advice is to have Arnona fees included in the rent and hence in the rental subsidy request. DSR(O) warned though not to include things like electricity and water in the rent, because some agents are not fair and according to DSS also, do not inform people fully. UNICEF also confirmed that sometimes people are double charged. DSR(O): Arnona is not paid for offices. DSS CSA inquired whether individuals with a diplomatic status get a percentage reimbursed. DSR(O) responded that only some very senior diplomats obtain it. WFP inquired about the premises and DSR(O) noted that if an agency is planning to move its office, UNDP should be informed and UNDP should go, together with the agency, to the municipality in order to get the Arnona on 0.

UNCP Ramallah: UNSCO reminded agencies that the invoices for the shared project fund were sent out and kindly requested agencies to settle their invoices.

Stress Counsellor: UNCTAD, HABITAT and UNIFEM still have outstanding balances for these services.

Guards WFP/WHO/UNFPA: WHO inquired about step increments for these guards. DSR(O) informed they were entitled to step increments and should have received them. WHO will consult with WFP and UNFPA on this matter.

Armoured vehicles: UNDP has received two armoured vehicles, the vehicles were insured (comprehensive) and are ready to be used. WHO confirmed its armoured vehicle has finally been brought to Gaza.

Checkpoints: DSR(O) stated that many do not know what to show at checkpoints and suggested the regulations to be standardized. CSA DSS had received a document from Lynn Hastings (UNSCO), which noted that UN ID should be shown in addition to a non-Israeli ID, such as DL for instance, but not a visa. There was confusion about this document. If anything needs to be changed, the Country Team should be involved. WHO informed that according to information from the Technical Access Group (TAG), yellow cards were only to be shown when crossing internationally recognized borders. DSR(O) noted that in general for entering Jerusalem, a WB resident should show a permit, a Jerusalem resident his/her Jerusalem ID and a foreigner his/her visa. Yellow MOFA cards are to be shown at borders only and inside the WB only a UN ID is shown. Since Jerusalem is occupied by Israel, one should show that he/she has a visa or MOFA yellow card. It was agreed that this issue should be raised in the Country Team. UNICEF related on a recent serious incident with its staff at a checkpoint for entering Jerusalem; additional documents were requested and staff was not responding in a unified way. It was stressed by the meeting participants that vehicles should not be searched. Due to the confusion and different ways of staff members in showing identification, it was emphasized that the checkpoint procedures need to be standardized. All involved staff should act the same. It was mentioned that procedures should also be cleared with the government, because checkpoint personnel receive instructions for letting people enter Israel. CSA DSS met with IDF, which confirmed that anyone crossing checkpoints could be asked for 2 IDs in order to confirm identity (double check), this is IDF’s logic. On the ground this can lead to conflict (IDF procedures – UN procedures). After UNICEF informed that its staff had been faced with guns while being asked for

additional documents, CSA advised that in the end it is indeed also a matter of common sense. It was agreed this issue should be on the agenda of Friday’s Country Team meeting.

DCO Ramallah: DSR(O) reminded all that this DCO was opened for UN and Red Cross staff (initially it was for the military only). Hence all are asked to comply with the established rules and use the appropriate lanes.

The next UN Admin meeting will be held on Wednesday, 9 July 2008 at 10:00AM at WHO, Sheikh Jarrah, Jerusalem.

UN Administrative Meeting Date: 7 May 2008, 10:00 AM Venue: UNFPA, Jerusalem

Attendees:

Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriquez UNSCO rodriquez4@un.org Shamsul Haque UNSCO shamsul.haque@un.org Mayyada Malki UNFPA malki@unfpa.org Hiba Risheq FAO hiba.risheq@fao.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org Alexis Bonnell UNOPS alexisb@unops.org Joan Byrne UNESCO j.byrne@unesco.org Dalal Abu Saleh ILO dalal.abusaleh@undp.org Munther Yousef DSS m.yousef3@unrwa.org Savita Hande DSS s.hande@unrwa.org Rania Katan WHO rka@who-health.org Maureen Koussa OCHA koussa@un.org Jane Salfiti OCHA salfiti@un.org Nisreen Qumqam Interpeace nisreen.qumqam@undp.org Djibrilla Modi UNOPS djibrillam@unops.org Sam Mukasa UNICEF smukasa@unicef.org A meeting with representatives from UNICEF, WFP, UNSCO, UNDSS, UNFPA, WHO, FAO, OCHA, ILO, UNESCO, UNOPS, UNOPS/Interpeace and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale. AGENDA

Duty Stations Questionnaires (ICSC) Security Training for all UN agencies DSA rate – response from UNSCO

Summary of actions to be taken

DSR(O) to check with CAO of UNTSO about Duty Stations Questionnaires – done on Thursday, awaiting response from UNTSO;

DSR(O) to inquire with UNTSO about the DSA rate, since agencies agreed to fight the current rate – done on Thursday, awaiting response from UNTSO;

UNSCO to check about the budget for the Stress Counsellor (amount/time period);

UNDP to check about the CARLOG system. Duty Stations Questionnaires (ICSC) DSR(O): usually in August the duty stations (hardship) questionnaires are circulated and need to be completed in October. UNTSO is responsible for the duty stations in Israel, UNRWA for the Gaza Strip and UNSCO for the West-Bank. DSR(O) suggested to start working from now, because a lot of agencies fill in part of the questionnaires (DSS, WHO, UNDP, UNSCO, UNTSO). The DSR(O) will check with the Chief Administrative Officer (CAO) at UNTSO and will then coordinate accordingly. Questionnaires will be shared with agencies before submission, as usual. Security Training for all UN Agencies DSR(O) wished to address this issue, since it has been discussed during previous meetings, but no further action had been taken. DSS informed that it is planning for comprehensive security trainings (2 full days) for all staff of UN agencies. UNOPS indicated that their Security Training Programme Manager (Jack Parnell) would be available to provide certain trainings. DSS confirmed that its planned trainings will be held during the coming months. DSR(O) emphasized that dates and times are needed to ensure proper planning. The DSR(O) also inquired about radio communication trainings, also very much needed. DSS confirmed that this can be easily provided upon agencies’ request. It was suggested that it would be better to gather all staff of interested agencies together and conclude one training (for instance in the Notre Dame). The DSR(O) mentioned that wrong communication terminology is being used in oPt. During his training mission in Jordan it appeared that a lot of terminology is different. The locally used “repeat” for instance in fact means “hit again” and the locally used “loud and clear” is in fact coded by numbers. DSS informed that our signs and codes are built upon the UN HQ matrix. UNOPS also noted there is a need for refreshment trainings. DSR(O) has a small, but very useful booklet, which he could circulate. DSR(O) also referred to a special security training in Jordan in which he had participated; they could implement such a training here. DSR(O) stressed once again that radio communication trainings are needed and general refreshment trainings from DSS. The new CSA (DSS), Ms. Savita Hande, introduced herself and confirmed that a 2-day security training package is needed, country specific training for all staff. The radio communication will be part of such a training. CSA requested agencies to share with each other if they offer specific trainings. DSR(O) believed that all security trainings should be through DSS. UNOPS indicated it is interested in armoured trainings. CSA noted that we should differentiate between general staff trainings and specific expert trainings and asked attendees to come up with topics they wish to be trained in, which could then be added to the general training. The DSR(O) noted the searching of cars by guards, a comprehensive search (as done in his Jordan training) would take about 45 minutes. UNOPS inquired about certifications, most notably after Algiers, which would be good to show to HQ. CSA mentioned this

should not be a problem. UNICEF indicated that it has done lots of trainings for staff (Chriss McCann). This can be shared with other agencies and UNICEF can assist them. DSA Rate DSR(O) questioned how the rate went down. UNSCO responded that the survey was done only for WB and GS, while Jerusalem survey was done by UNTSO. UNTSO sent it to HQ, while it had excluded the expensive hotels and based on that ICSC reduced the DSA rate from 237 to under 200. The mistake was found and the DSA rate increased to 216. The American Colony and King David Hotel charge $180 a night, so ICSC was asked if those hotels can have a special rate, which has been set at $353 now. UNSCO still does not know why the rate went down, but the initial mistake was with UNTSO. UNOPS had 2 concerns; first of all the idea of dropping the rate is not acceptable looking at the current rate of the USD and secondly, if people wish to obtain the higher DSA rate, they can only chose between two hotels. UNSCO noted it had to certify why staff/consultants stay in the two expensive hotels. DSR(O) will send a message to UNTSO CAO in order to find out who should take the lead (UNTSO/UNSCO), because all agencies agree that the rate should be fought. UNOPS advised that also tourism seasons and peaks should be taken in account, since prices are a lot higher then. It was agreed a message should be sent to UNTSO, requesting to do the survey again and to put agencies in the picture before sending it to HQ and ICSC. It was noted that for anything related to security, the DSS should be informed before agencies sending it to their HQ. UNDP/UNTSO/UNSCO are the focal points for surveys and they will inform agencies. UNSCO suggested to share such surveys with other agencies before submitting to HQ, because maybe some mistakes have been made or information is missing. UNSCO has the Resident Coordinator (RC); anything concerning surveys goes through the RC, this is the mechanism. UNICEF suggested a committee to review such surveys before submitting it to the SMT or Heads of Agencies meeting. UNOPS indicated that this Admin meeting is a very useful forum to place something on the agenda of the Heads of Agencies meeting and that it would be UNSCO to put it on the agenda through the RC. It was briefly pointed out that the RC replacement is the SR (UNDP/PAPP), this should have been circulated. AOB The CSA inquired whether the Admin meeting focal persons could also be the

security focal points for matters related to operations/administration, such as budget implications etc. CSA noted that this Admin forum could be used to relay security matters of importance to admin officers – everyone agreed.

UNOPS noted that there is a difference between minimum MOSS requirements and best practice in relation to financial implications.

CSA informed that there has been an SMT decision that warden responsibilities will be absorbed by bigger UN agencies for the smaller agencies. An MoU is to be established to this end.

CSA noted that the Risk Assessment is to be consolidated by the end of May in order to get clear MOSS standards for the Jerusalem area. Cases are to be discussed (against the background of Algiers) and what is needed in which scenario. CSA also mentioned that the Security Plan is not yet consolidated; this has to be presented to the SMT and approved.

DSS local cost share issue: UNDP Finance informed DSS that there is not enough budget remaining to pay salaries. Hence a reminder to all agencies to pay their share. UNOPS requested to receive due amounts per e-mail. DSS noted that invoices were sent to agencies. UNSCO responded that the security costs are based on estimates and requested DSS to provide an actual statement of expenses by the end of the year.

DSR(O) referred to the problem with the cost of the stress counsellor, which was paid up to February 2008. After that there has not been an agreement yet. There has been confusion concerning amounts to be paid and for which time periods. UNSCO will check this matter.

Budget UN Common Premises Ramallah: UNSCO presented budget at meeting of May 6. If the contracts for two cleaners, 9 guards and a Facilities Management Assistant go through UNDP, hazard pay has to be paid, which makes the costs very high. Agencies collectively decided not to have these contracts through UNDP. UNICEF will do the contracts, without hazard pay, according to the salary scale of UNDP. It was also agreed that the number of security guards will be reduced from 9 to 6 (FSCO WB was present and agreed on this). It was decided to place the total project amount under UNDP control, for UNDP to pay the common expenses from. UNSCO noted it expects the current UNDP contracts will be terminated as of 1 July 2008. UNDP would need to receive official confirmation on this point as soon as possible. UNICEF will provide 1$ SSA contracts, to be paid through UNDP. DSR(O) inquired how UNICEF can still have these contracts while UNDP stopped issuing those a long time ago; UNICEF confirmed it can still issue such SSA contracts. The final cost share percentages and amounts will be presented at Friday’s UNCT meeting.

Cement blocks/Caravan – Municipality/Governor Ramallah: DSR(O) noted that UNDP asked the Municipality before putting any of the concrete blocks around the building (MOSS requirement), but it refused. The Governor was then contacted and informed UNDP to just put the blocks in place (they will not be removed), but to notify the police. Now the cement blocks have been removed half a meter towards the building and hence it should be ok.

UNSCO added that its Local Security Officer had advised that it would be safer if the landlord would move out of the basement of the building. But for that, the landlord requested an additional $15,000. Also a matter of concern was the tank with 8000 liter of fuel belonging to the landlord.

UNOPS inquired how to deal, administrative wise, with internationals leaving the country for a weekend trip to for instance Taba in Egypt or the Dead Sea area in Jordan. The CSA responded that international staff travelling to a phase I or II area need to apply for security clearance for holiday trips (to Jordan with CSA Jordan).

National staff going for non-official trips to phase I and II areas do not need to report this. However, ideally they should apply for clearance before coming back to Jerusalem (phase I).

DSR(O) inquired about cleared hotels in Jerusalem. The hotel surveys have not yet been done, but CSA confirmed that it is needed. UNICEF noted it is urgent for agencies to know, because some visitors want to stay at hotels in Salah Addeen Street and there is no written document stating this is impossible.

UNOPS inquired about the status of the CARLOG system; UNDP will check with its Procurement Department. UNOPS also inquired whether anybody has a system for doing background checks on new personnel, since its HQ was asking for that. DSR(O) confirmed UNDP does not do background checks (for political reasons), but only uses the UN terror check list. DSR(O) explained that the problem is that Israel has its security files in levels, so one person can be registered on normal days in level 1, while on special holidays in a much higher level. UNOPS noted it will go back to its HQ and state it undertakes thorough reference checks before recruitment.

UNICEF requested shared costs invoices to be sent on a monthly basis. UNDP is working on that. UNICEF also inquired about the VAT of the PA. DSR(O) noted that the PA VAT department promised to pay international organizations from June, retroactively. UNICEF wanted to inquire about the Arab Bank; DSR(O) noted that during the last meeting the issue of Bank Leumi was discussed and that Headquarters agreed not to sign the documents as requested by Bank Leumi (as a means of reopening accounts).

UNOPS addressed the issue that an MoU with a donor states that UNOPS is not to pay any taxes. The problem is that with Israeli authorities taxes are paid and received back and the PA provides a Zero VAT letter.

WFP informed that finally its armoured vehicle was licensed and the one of WHO is in the final stage, which has been taking a very long time. The DSR(O) informed that the weight of the armoured vehicle should be according to Israeli standards. The official supplier should provide a certificate mentioning the exact weight of the vehicle, but the supplier might not do that. The DSR(O) noted that it is in principle ok to import an armoured vehicle, but the advise is to bring exact specifications to UNDP from before. UNDP can then go to the Traffic Department to check these. UNICEF noted that they have a problem with a local supplier; it received quotations based on a high dollar rate, but then the price raised due to the drop of the dollar at the moment of purchasing and UNICEF’s HQ refused. It was suggested by attendees to import the car itself and to armour the vehicle locally. UNSCO informed that regulations for UNSCO and UNTSO have changed; they can buy (customs and MOFA approval), but new is that they have a quota. DSR(O) noted that the problem is often with the Traffic Department concerning the registration of the vehicle. UNOPS suggested that the issue of raising the quota for agencies should be addressed at a higher level, because agencies are in need of more vehicles (programs are expanding in general). The CSA suggested to have approval to buy these vehicles in Israel.

DSR(O) updated attendees on the Business Continuity Plan (BCP). The first and second draft have been sent to UNDP HQ. The BCP mentions that in the case UNDP would not be able to use its office anymore (after a disaster), the alternate office

would be either at UNOPS or UNTSO. For that purpose, UNDP should get a LoU with these agencies. Also, the Security Plan should be an annex to the BCP.

It is not clear under which agency UNCTAD/ASYCUDA falls (UNDP or UNOPS). DSR(O) is meeting with ASYCUDA staff today.

The next UN Admin meeting will be held on Wednesday, 4 June 2008 at 10:00AM at UNDP (big conference room), Jerusalem.

U� Administrative Meeting

Date: 9 April 2008, 10:00 AM

Venue: Government House (Briefing Room), hosted by UNTSO/UNSCO

Attendees:

Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org

Ana Rodriquez UNSCO rodriquez4@un.org

Shamsul Haque UNSCO shamsul.haque@un.org

Mayyada Malki UNFPA malki@unfpa.org

Maha Abu Ghosh OHCHR mabu-ghosh@ohchr.org

Hiba Risheq FAO hiba.risheq@fao.org

Tanja Manenti Popovic FAO tanja.popovic@fao.org

Khaled Shahwan UNDP khaled.shahwan@undp.org

Gerlienke Meijer UNDP gerlienke.meijer@undp.org

Christian Lherisson WHO clh@who-health.org

Michael Antoine UNTSO antoine2@un.org

Anton A. Kainzner UNTSO kainzner@un.org

Baffoa Amoa UNTSO amoa@un.org

Jean Lausberg UNDSS j.lausberg@unrwa.org

Shirine Rofa OCHA rofa@un.org

Mable Ng’audu UNICEF mngaudu@unicef.org

Alexis Bonnell UNOPS alexisb@unops.org

Joumana Malki UNOPS joumanas@unops.org

Joan Byrne UNESCO j.byrne@unesco.org

Dalal Abu Saleh ILO dalal.abusaleh@undp.org

A meeting with representatives from UNICEF, WFP, UNSCO, UNDSS, UNFPA,

OHCHR, WHO, UNTSO, FAO, OCHA, ILO, UNESCO, UNOPS and UNDP was held to

discuss a UN approach for issues relating to operations in order to avoid duplication of

work and to benefit from savings due to economy of scale.

AGE�DA

• Presentation on the new SC Salary Scale by Mr. Majed Kreitem

1. UNTSO:

• Finance and Budget Section: reviewing Bank Leumi services to UN agencies and

responding as one entity in relation to recent change in services (contrary to the

initial agreements signed between the Bank and agencies)

2. UNSCO:

• Introduction OiC Mission Support

• Request contact details of HR Focal Points from all UN Agencies

• Status of West Bank refuel options (feedback requested from UNRWA)

3. UNDP:

• Presentation Business Continuity Plan by Mr. Khaled Shahwan

• Follow up on shuttle bus

Summary of actions to be taken:

• DSR(O) UNDP set up a meeting with the Branch Manager of Bank Leumi on

Tuesday, 15 April 2008. Mr. Shahwan, Mr. Ghanem (UNDP) and Mr. Amoa

(UNTSO) participated.

Issues discussed:

o Charges (0,15%) on checks exceeding NIS 10,000 – The Branch Manager explained this is a law in Israel, but she agreed to do the necessary

arrangements to come up with a new rate (less than 0,15%) for UN

agencies;

o Refusal third party cashing check – It was explained that no one can endorse a check for someone else, each staff member should come in

person to cash his/her check. There is no problem with bank accounts. It

was suggested by the DSR(O) to provide the Bank with an official signed

memo indicating that person X is to cash the checks for the persons listed

in the attachment (providing the bank with a detailed list of names each

time). This was accepted by the Bank.

o Delays bank transfers to national staff Gaza – It was explained that this is not the problem of Bank Leumi; Bank Leumi is processing transfers the

same day or overnight. The problem of delay lies with the beneficiary

bank, in this case the Palestinian bank in Gaza.

o Signed document re-activating account – Bank Leumi informed that an

official signed document (by agency HQ) should be received from all

agencies in order to re-activate the accounts.

• All agencies to send contact details of their HR focal points to UNDP Common

Services (gerlienke.meijer@undp.org), after that to be forwarded to UNSCO.

• DSR(O) to circulate the problems UN agencies faced during and after the Algiers

bombing.

• Agencies to confirm with UNDP Common Services whether they want to participate in UNDP meetings on crisis management and a business continuity

plan, to be held per unit (HR, Finance, IT, Procurement, Records/Archiving).

• Agencies to confirm with UNDP Common Services by COB, Monday April 14

whether they want to share in the procurement of a big bus to be used as shuttle

for staff between Ramallah and Jerusalem (calculations for purchasing the bus

will be based on the number of staff per agency that need to use the shuttle).

• UNTSO to send UNDP Common Services tentative schedule of trainings (and

dates) to be held in Jerusalem, for circulation among UN agencies (they can send

1 or 2 employees).

• Interested internationals to inform UNDP Common Services if they wish to join

the Arabic classes organized at UNDP two times a week – since classes have

already started, it is urgent for individuals to sign up.

Presentation SC Salary Scale Survey For the survey on the SC Salary Scale a manual with procedures and methodology was

sent by UNDP HQ. Instead of best conditions, the new survey had to focus on prevailing

conditions and average remunerations. Moreover, the 50th percentile of the survey had to

be taken, with a maximum to 60%. A committee was established consisting of HR,

Finance and an SC contract holder, for reasons of transparency and credibility towards

the employers. Eleven employers were included in the survey; four embassies (public

sector); four international NGOs; and three local companies (private sector). The

questionnaire was distributed among the employers and a report on where they stand was

circulated (through codes confidentiality was ensured). Allowances and benefits were

obtained from all the employers, as well as the average gross salaries. 60% was taken of

the average salaries and allowances paid by the employers. HQ had determined that

instead of the current 11 SC grades, there should now be 5 bands for services. After

concluding the survey, it was found that a minor increase should be established in the SC

salary scale. UNDP is sending the survey results to HQ and waiting for their approval or

request for adjustments.

Upon questions, Mr. Kreitem noted that some employers paid for actual travel costs,

while high level positions were sometimes supported with a car. He emphasized it was a

one-time survey, meaning no retroactivity and no adjustments within the year. Moreover,

the five bands will include a minimum, mid and maximum.

1. U�TSO – Bank Leumi Services

UNTSO is facing three problems with Bank Leumi:

a) Charges of 0,15% on checks exceeding the amount of NIS 10,000; b) UN IDs are not accepted anymore when cashing checks; UNLP, national passport

or Israeli ID should be shown (UNTSO was verbally informed). There have also

been refusals for a third party (showing Israeli ID) cashing a check, the employee

was informed everyone should come in person to cash his/her check;

c) Delays with bank transfers to national staff in Gaza. DSR(O):

a) These charges are new in Israel and applied by all banks. UNDP has sent Bank Leumi a letter rejecting the charges on checks exceeding NIS 10,000, but the

bank’s reply is that it will be applied. UNDP will check with its HQ as well.

b) The issue of showing national passports/UNLPs or Israeli IDs is true; UNDP has not faced problems with a third party collecting a check (he/she should show also

ID).

c) UNDP has not faced any problems with delays in bank transfers.

DSR(O) suggested to go to the bank collectively for a meeting with the manager before

going to HQ. UNTSO is facing the problem of a third party cashing a check from the end

of March; they were informed each one should collect in person. According to the

DSR(O) the bank should accept a third party to cash a check, if the payee has signed on

the check. OHCHR also confirmed their driver is cashing checks for different individuals.

UNOPS inquired whether it would be a problem for a driver cashing 5 checks to show his

ID, concerning taxes etc. UNOPS wished to receive clarity on the agreed procedures.

CSA DSS recommended not to fight the issue of IDs and mentioned it was agreed with

the bank that when a national staff member is cashing a check, the money does not go

into the income account of him/herself. DSR(O) added that it is a new policy that a copy

of the ID or national passport should be sent along with a bank transfer, a regulation out

of security concerns as well. UNTSO, UNDP and UNOPS will go together for a meeting

with a representative at the bank. UNICEF advised to require the bank to put procedures

and regulations in writing.

2. U�SCO – HR Focal Points and fuel Gaza Strip

Mr. Wolfgang Weiszegger will be out of the office for three months, Mr. Shamsul Hague

will be Officer in Charge during that period. UNSCO OiC Personnel requested to receive

contact details of HR focal points in agencies. Agencies are hereby requested to send this

information to UNDP Common Services (gerlienke.meijer@undp.org) and this will be

forwarded to UNSCO.

UNSCO had wished to receive feedback from UNRWA on the matter of fuel fillings in

the West Bank, but UNRWA was not present. OHCHR noted that their staff are unable to

take fuel from gas stations in the Gaza Strip for their private cars. DSR(O): there is an

agreement with UNRWA for filling official cars, but we cannot ask UNRWA to also start

filling private cars of employees. WFP inquired what would happen if the situation gets

worse and also taxi’s need to stop their services due to the lack of fuel and staff members

would not be able to get to work anymore. DSR(O): in that case we could think of official

transportation services office-work for employees. CSA agreed that a duty bus would be

ok, only low risk threats are involved. Internationals in Gaza are at risk of kidnapping and

shooting and therefore are transported by armoured vehicle (home-office). The problem

is the shortage of fuel; people are leaving vehicles at the garage for days to have them

filled with fuel. It is a crisis, because it has an effect on the staff (productivity and

inability to get to work), but it is an administrative concern, not a security concern. If

there would no longer be fuel at UNRWA, then there is a real problem, because UNRWA

is currently providing agencies with fuel for their official vehicles. UNSCO and UNDP

are picking up staff from home to go to work. OHCHR requested support of UNDP for

using this shuttle for their staff members too. DSR(O): OHCHR can refer to UNDP Gaza

office with its request.

3. U�DP – Business Continuity Plan and Bus Shuttle

DSR(O) briefed on a workshop he attended on the lessons learned of Algiers and

Lebanon. Nearly all records, equipments and cars were lost. Therefore agencies should be

prepared for Crisis Management and a Business Continuity Plan should be designed.

Finance for instance should figure out how to do payments if no records are available and

no stamps. HR should be prepared to recruit without records nor office. Main

departments involved in BCP: Finance, HR, Archiving, Procurement, ICT and Records.

Procurement for instance should be concluding LTAs from now with hotels (as

emergency offices) and a water company for providing water to UNDP as a priority in

case of emergency. Agencies that are interested in joining UNDP for brainstorming and

designing a BCP are more than welcome to do so and hence requested to confirm this

with UNDP (Common Services) as soon as possible.

CSA explained that as part of the security plan, there should be an administrative

business continuity plan and hence recommended each office to work on this or join the

UNDP. DSR(O) referred to the problems of Algiers; coordination between agencies and

the fact that each head of agency wanted to take the leading role. DSR(O) informed that

UNDP is currently creating a team to work on the BCP and agencies could join by

section (i.e. Finance, HR, Procurement, IT or Records/Archiving) after initial UNDP

meetings. UNDP’s target is to have an initial BCP by June. The BCP has to be approved

by HQ and tested every two months.

DSR(O) reminded of the Bus Shuttle (staff Ramallah-Jerusalem) which was discussed

during the previous meeting. Agencies interested in cost-sharing the procurement of a big

bus for 50 persons (around €200,000, delivery between 3 to 4 months) and hence also

cost-sharing the use of the bus are requested to confirm this in writing by COB Monday,

April 14, 2008 with UNDP (Common Services). The cost sharing will be based on the

expected number of employees per agency using the bus.

AOB

• UNOPS requested information about the CARLOG system for leisure/duty

trips. DSR(O) informed that UNDP Procurement is working on this issue after

last month’s meeting and presentation by UNTSO.

• UNOPS also requested concerned agencies to discuss the handling of the leases in

the Ramallah UN Common Premises. Brief: ground floor will be taken care of

by UNSCO (on behalf of UNDSS also), UNOPS will take care of first and third

floor (in coordination with other agencies). Concerning the issue of guards,

UNOPS was under the impression that the number of guards could be reduced

after the PA police was brought to guard outside of the building. UNOPS to call

for a security meeting with DSS and UNSCO to determine this issue.

• U�DP will be moving to a new parking lot (UNOPS cars to be included); all of

the cars will be moved away from the office.

• UNTSO inquired on the way lump sums are paid to international staff. UNDP

receives instructions from HQ, UNICEF pays locally (3 quotations needed).

UNTSO also wished to obtain additional information on Travel Management

services – UNTSO to send UNDP DSR(O) e-mail concerning exact needs for this

matter.

• UNTSO noted that several trainings will be organized during the coming months

in Jerusalem and agencies interested to join, could send one or two staff members.

For that purpose, UNTSO will send UNDP (Common Services) a tentative

schedule for circulation among agencies.

• DSR(O): UNDP has arranged for Arabic lessons for its international staff

members. Classes are held Mondays and Wednesdays between 16 and 17.

Interested internationals from other agencies are welcome to sign up (confirm

with UNDP Common Services asap).

• UNTSO’s planned meeting with MOFA had been postponed several times and

will now be held on Monday, April 14. Issues to be discussed: Privately Owned

Vehicles, MOFA ID card and lists with details of staff (MOFA sent a detailed

circular to be filled in). DSS: the country team has agreed that nominal

information should be provided to MOFA, such as name, nationality and function.

UNDP and UNSCO confirmed they provide this basic information. In regards to

cars there is no problem with confidentiality, details are already present with

MOFA anyway. DSR(O) noted that MOFA has recently rejected several visa

applications and has informed UNDP that a copy of the letter of appointment

needs to be attached to the visa application. UNTSO AO will mention this during

the meeting with MOFA as well, but noted it is questionable that a request sent by

a Head of Mission is not accepted anymore as sufficient information. CSA

remarked that the Head of Mission of UNTSO and the Head of Mission of UNDP

have mandates, all other agencies fall under these umbrella’s. UNOPS asked why

MOFA cards can only be given to UNLP holders, most of the staff have only

national passports and hence would like to receive the MOFA card based on that.

UNTSO AO will address this point during the meeting as well.

• DSR(O): the new DSA for Jerusalem has been set at 203, while it used to be 216.

UNSCO: ICSC has already been asked for a clarification, ICSC is expected to

respond by next week.

The next U� Admin meeting will be held on Wednesday, 7 May 2008 at 10:00AM at

U�DP, Jerusalem.

U� Administrative Meeting

Date: 12 March 2008, 10:00 AM Venue: FAO, Jerusalem

Attendees:

Sam Mukasa UNICEF smukasa@unicef.org Khader Kamal UNICEF kkamal@unicef.org Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org Ana Rodriquez UNSCO rodriquez4@un.org Mayyada Malki UNFPA mayyada.malki@undp.org Maha Abu Ghosh OHCHR mabu-ghosh@undp.org Hiba Risheq FAO hiba.risheq@undp.org Khaled Shahwan UNDP khaled.shahwan@undp.org Gerlienke Meijer UNDP gerlienke.meijer@undp.org

Lara Ohannessian UNDP lara.ohannessian@undp.org

Christian Lherisson WHO clh@who-health.org Michael Antoine UNTSO antoine2@un.org Emmanuel Bernateau UNTSO bernateau@un.org Anton A. Kainzner UNTSO kainzner@un.org Nisreen Qumqam UNOPS/Int. nisreen.qumqam@unops.org Munzer Yousef UNDSS m.yousef@unrwa.org Jean Lausberg UNDSS j.lausberg@unrwa.org Ed Nicolas UNRWA e.nicolas@unrwa.org Shirine Rofa OCHA rofa@un.org Maureen Koussa Kando OCHA koussa@un.org

A meeting with representatives from UNICEF, WFP, UNSCO, UNDSS, UNFPA, UNOPS/Interpeace, OHCHR, WHO, UNTSO, FAO, OCHA, UNRWA and UNDP was held to discuss a UN approach for issues relating to operations in order to avoid duplication of work and to benefit from savings due to economy of scale.

1. U�TSO

• Presentation on the CARLOG System – Mr. Emmanuel Bernateau of UNTSO

2. U�SCO

• Appointment of new UNSCO RC/HC, Max Gaylard

• Feedback from ICSC/Post Adjustment/DSA

• UNSCO VA – Administrative Assistant: Office of COS & Regional Affairs Unit

• Update on UNSCO Management of UN House in Ramallah

3. U�DP

• Gas stations in the West Bank and Gaza

• Gas stations in Jerusalem

• Colour of UN vehicles – DSS

• Driving licenses

• Bus quotations

• Common Services

• Internships

4. OCHA

• Time frame rules for yellow MOFA card application for international staff members.

1. U�TSO – Presentation CARLOG system by Emmanuel Bernateau

Summary: The advantage of this data logger is that the company is based in Haifa, Israel. Agencies can moreover adopt it to their specific needs. Upon unlocking the system with a DL, the system starts collecting information. The server (computer) is installed in the office. Features of the Fleet Management System:

• Records can be kept as to who is driving the vehicle, where to, when, etc.

• The system works on Windows and you can store data (names of drivers, ID numbers, etc.).

• Anti-theft system.

• The Driving License (DL) can have a magnetic line for duty and liberty use. Charge for liberty can be added for automatic charges on a monthly basis.

• Speed recording is possible, the program can be set to warn the driver when he is speeding.

• The last five minutes before an accident can be traced; speed, driver, etc.

• Fuel consumption can be recorded as well.

• Possibility for GPS to trace the vehicle.

• Easy to install and very light and includes a bypass system; this small key will unlock the system and record everything except for the driver’s name and ID.

DSS CSA noted that UNRWA in Gaza can see all cars on a screen as well and expressed interest in the tracking system. CSA recommended administrative officers to recommend to their Heads for all agencies to implement the CARLOG fleet management system in addition to a common tracking system (which could be collectively traced tracked though the JSCO radio room) for security reasons. UNICEF added that with the support of the CSA the issue should be brought up in the SMT after which it should go to headquarters (financial implications). Costs depend on needs of requesting agency; a rough estimate would be NIS 5,000 per vehicle. All attendees agree to recommend this system for security reasons. UNTSO could be asked to provide technical advice and check with the company on the additional costs for the tracking feature.

2. U�SCO

• The new Deputy Special Coordinator, Max Gaylard, will arrive early April. Feedback from ICSC/Post Adjustment/DSA: A place to place survey is conducted every two years, but every four months updates can be made. As of 1 March 2008, the adjustment has been increased. The DSA rate for the American Colony Hotel (ACH) and King David Hotel has been raised to $353. The DSR(O) mentioned that

maybe it should be justified why someone stays in the ACH. UNSCO noted that their guests/VIPs always stay in the ACH. UNTSO’s new SAO mentioned that prior to settling guests in a hotel with a special DSA rate, this should be requested. UNSCO confirmed that they request approval internally, rather than requesting ad-hoc DSA for each hotel stay.

• Notification of VA for the position of Administrative Assistant, Office of the Chief of Staff and Regional Affairs Unit (GS-4).

• Ramallah building update: UNDP left, UNSCO is taking over coordination of the building after transition period on 1 April 2008. Name building: UN Common Premises.

3. OCHA – MOFA ID Card

DSR(O): Applying for a MOFA ID card can only be done for holders of a UNLP, not anymore for national passports. The process at MOFA takes approximately 3-4 weeks. UNRWA and UNSCO (processed through UNTSO) confirmed it takes about 3 weeks. DSR(O): MOFA itself confirmed this time frame. The condition is that applicants should stay more than 6 months. UNRWA noted that also their staff based in Jordan, but who need to travel back and forth to Israel, can apply and also those who stay less than 6 months. UNTSO informed that their staff based in Syria and Lebanon are also entitled to apply for a MOFA ID Card. The card is linked to the visa.

4. U�DP

• Gas Stations WB/GS – in Gaza UNDP is now using the UNRWA gas stations and would like to check if this is possible for the WB as well. UNDP used to go through Sonol (Israeli company) for reimbursements, but had to stop. UNRWA informed they go to different gas stations in the WB, but UNRWA itself does not have fuel stations inside the camps. WFP inquired whether tax exemption can be obtained for solar in the WB. UNDP will check this.

• Gas Stations Jerusalem – the one opposite to the American Colony Hotel is used.

• Colour of UN vehicles – CSA DSS: there is no provision at HQ that UN vehicles should have a specific colour. Nonetheless CSA recommended that white is the preferred neutral colour for UN field vehicles, but not all cars need to be white. The marking of vehicles is a security issue. Recommendation: all UN vehicles should be marked, especially in the WB and GS. If a UN vehicle is clearly marked and vandalized in Jerusalem, then it is nearly sure that the vehicle was vandalized because it is a UN vehicle. For the WB and GS: the IDF cannot claim mistaken identity if a car is clearly marked. CSA confirmed that in the WB and GS the UN is not a target of militant groups, all accept the presence and operations of the UN. Hence it is strongly recommended to mark UN vehicles, also for checkpoints and IDF. For Jerusalem this might change; it is for Heads of Agencies to decide. UNTSO inquired about the effects on coverage of the malicious insurance act. CSA: if a car was not marked in the WB/GS and there was a malicious act, a thorough research on the act should be conducted. CSA emphasized that the UN marks should be clearly visibly (sides, front, roof) from a distance. DSR(O) noted that one car had

to be painted white in the GS, because this area is in security phase IV. CSA: DPKO is the only agency that has an SOP for marking vehicles. Final note: this is the only country where blue marking is UNRWA and black for the rest of the UN agencies.

• Driving Licenses – DSR(O): UNDP noticed that not all DL have been renewed for UNICEF. UNICEF: our HQ provides an allocation for DL and it appeared that our office has been overspending this budget. UNICEF HQ also noted that one cannot have two DL (national and UNDP). UNICEF stressed that the host government requirement is that one has an Israeli ID and driving license. Hence UNICEF pays for the renewal of their drivers’ national driving licenses. UNTSO noted that the rule of the UN is that a person should have a valid national or international driving license, after which the UN provides a UN driving permit (not license). It is the UN organization that ensures that a staff member is indeed capable of driving and hence provides the UN permit. UNDP stated that it does not pay for renewal of national driving licenses. DSS confirmed that national staff should have a national driving license and a UN permit to drive UN vehicles. International staff should have a valid national driving license, international permit and UN driving permit. Only UNTSO, UNRWA and UNDP/PAPP are allowed to issue UN driving permits. DSR(O): for renewal of UN driving permits, UNDP will charge approximately $5. UNTSO noted that for international staff, they approach the Israeli transportation authorities with a copy of the national driving license in order to obtain an A4 with photo stating that X person is legally allowed to drive in Israel for a period of two years.

• Bus shuttle Ramallah – Quotation for a 32 person bus is around €125,000 and for a 50 person bus between €180,000 and €200,000 (delivery 3-4 months). Confirmed interested agencies: UNICEF (12 staff), WHO (2 staff), UNDP (15 staff) and UNFPA (to confirm number of staff). DSS CSA security advise: since this bus will carry a lot of personnel during peak hours, the bus is recommended to have 2-3 exits for escape.

• Common Services UNDP/PAPP: agencies requested to address their envelops to Common Services (cc-Khaled Shahwan) and to include official memo’s (request for contracts/SSA/SC/permit/procurement/etc.) addressed also to DSR(O) for purposes of proper registration at UNDP’s Operations and forwarding to Common Services.

• Internships: OCHA would be interested in receiving internship applications . DSR(O) noted that internationals might undertake an internship in Jerusalem, but not in the WB. DSS had already previously expressed their interest for interns, but requested that the program become wider including also for instance students of security risk management, who could really benefit from an internship with DSS. UNDP to follow up.

AOB

WHO mentioned its problem of bringing their armoured vehicle into Israel due to the programmed radios. CSA offered to write a letter from DSS as to the UNTSO-host government agreement on frequencies, also noting that the current frequencies will be de-programmed and that the car will be newly programmed according to UNTSO frequencies. General advise for importing vehicles: dismantle the radio system. UNSCO inquired about the LTA for Travel. DSR(O): UNDP will soon conclude 3 LTA’s for Travel issues for a period of three months. Agencies could obtain the information afterwards.

The next U� Admin meeting will be held on Wednesday, 9 April 2008 at 10:00AM at U�TSO, Government House, Jerusalem.

U� Administrative Meeting

Date: 13 February 2008, 10:00 AM

Venue: FAO, Jerusalem

Attendees:

Joan Byrne UNESCO j.byrne@unesco.org

Sam Mukasa UNICEF smukasa@unicef.org

Thafer Abu Ghannam WFP thafer.abu-ghannam@wfp.org

Ana Rodriquez UNSCO rodriquez4@un.org

Mayyada Malki UNFPA mayyada.malki@undp.org

Joumana Siriani UNOPS joumanas@unops.org

Maha Abu Ghosh OHCHR mabu-ghosh@undp.org

Hiba Risheq FAO hiba.risheq@undp.org

Tanja Manenti FAO tanja.manenti-popovic@undp.org

Khaled Shahwan UNDP khaled.shahwan@undp.org

Gerlienke Meijer UNDP gerlienke.meijer@undp.org

Christian Lherisson WHO clh@who-health.org

Michael Antoine UNTSO antoine2@un.org

Nisreen Qumqam UNOPS/Int. nisreen.qumqam@unops.org

Dalal Abu Saleh ILO dalal.abusaleh@undp.org

Munzer Yousef DSS m.yousef@unrwa.org

A meeting with representatives from UNESCO, UNICEF, WFP, UNSCO, UNDSS,

UNFPA, UNOPS-JMOC, UNOPS/Interpeace, OHCHR, WHO, UNTSO, FAO, ILO and

UNDP was held to discuss a UN approach for issues relating to operations in order to

avoid duplication of work and to benefit from savings due to economy of scale.

Issue 1: Colour of U� vehicles

DSR(O): UNDSS was asked to check with HQ this morning about the standard colour of

official UN vehicles which are marked with UN. According to the DSR(O) these vehicles

should be white, while private UN vehicles or the vehicle of the Representative can be of

any other colour. For the WB for instance, Israel knows that UN cars are white.

UNESCO stated it has one light blue car in Ramallah and UNOPS conveyed it had

checked this issue, but had not received written confirmation. According to UNICEF

vehicles in the WB and GS should be white, while inside Israel they could be of another

colour, since Israel is currently in phase I.

DSR(O) indicated that the phase is not an issue because phases could be changed at any

time. Once UNDSS has received a reply from their HQ, UN agencies will be informed of

the correct regulations for colours of official UN vehicles and requested to deal with the

issue accordingly.

Issue 2: U�DP at Tokyo Premises Ramallah

FAO inquired about the status of UNDP moving from the Tokyo premises. DSR(O):

UNDP will be moving out. There is a big problem with the leases. After the bombing in

Algiers, it appeared that not all had been arranged according to the regulations. Therefore

agencies were asked in the past days to sign this “Letter of Confirmation”, whereby it is

indicated that UNDP will only sign the lease agreement in Jerusalem on behalf of other

UN agencies. This will go to UNDP HQ only, where the legal office will have a look at it

and after the legal office has given its approval, the respective UN agency can arrange for

its own lease and have UNDP sign on their behalf only. In the WB leases do not even

have to be in the name of UNDP.

DSR(O) explained once again UNDP/PAPP’s problem with the Tokyo premises; only 5

UNDP staff are in the building, while another 30 staff members are currently in other

buildings, while they cannot be accommodated in the Tokyo building in addition to the

other agencies’ personnel. UNOPS-JMOC offered to take over the UNDP floor and

UNCTAD offices, they will provide UNDP with a final answer by Monday. Concerning

management of the building, it will either have to be done by another agency or UNDP

will continue on the basis of cost recovery. As for security, the DSS is in overall charge

of security, but there should be a focal person from another agency present in the

building. This senior person is to be in charge for instance in emergency situations and to

inform people of what should happen, based on the advise of the DSS.

The caravan for the police guards is to arrive shortly and also the pots will be placed

within 20 days. Since UNDP will definitely be moving out, it is currently looking for a

big building which is according to all security standards. If WFP wishes to have an office

in the Tokyo Building, it should inform UNDP. UNSCO reiterated concerns over the

MoU for 2007.

Issue 3: Shuttle Ramallah (U�ICEF)

UNICEF pointed out that currently a few shuttles are being run between Jerusalem and

Ramallah; UNRWA has a big bus, UNDP has a bus. Operation wise this is becoming

quite expensive, mainly due to the overtime that needs to be paid to drivers (leaving

Jerusalem early in the morning and getting back from Ramallah late in the afternoon),

while money reimbursed from staff is not sufficient. UNICEF suggested to arrange for

one big bus (30 people) and share the cost among agencies using it. UNDP has

approximately 15 staff members and UNICEF 10. DSR(O) expressed that it is a good

idea and UNICEF requested UNDP to explore the issue. DSR(O) added that UNDP has

more than 10 drivers now that staff are not allowed to drive anymore, only qualified

people are entitled to drive.

Issue 4: Insurances

DSR(O) informed that UNDP has a comprehensive insurance with Eithar and asked other

agencies whether they have a comprehensive insurance as well. UNICEF replied that

their HQ does not allow them to have a comprehensive insurance, but the global policy of

UNICEF stipulates that they should be insured through a third party. UNTSO noted it had

been problematic for them, since Israel would not recognize their global insurance.

Issue 5: Hazard Pay SC

FAO noted that nothing had been received in writing yet. DSR(O) emphasized that the

hazard pay should be paid and also retroactively from January 2008. UNDP has recruited

Mr. Kreitem for the salary scale research for SC. DSR(O) noted that UNDP pays hazard

pay for people in WB and GS. UNICEF only pays for fixed term. WHO also pays short-

and fixed term staff. DSR(O) mentioned that in the GS staff are paid for each working

day. Note: document on the new SC guidelines is attached.

Issue 6: Sola for internationals

UNICEF raised this issue and wondered whether it should be MSA based. DSR(O): the

only international based in Gaza, as for his knowledge, is Mick Scannell from DSS. His

sola is paid for, but not known how it is calculated. UNICEF pays based on MSA, but

noticed that a second option might to be pay based on DSA. UNTSO informed attendees

that their military observers receive MSA, for which a survey is held every two years for

different areas. DSR(O) advised UNICEF to inquire with Adli Nammari from UNTSO.

Issue 7: Post adjustments internationals

UNSCO noted that UNSCO, UNTSO and UNDP sent a request to their HQ regarding

this matter. UNSCO clarified: a recent study showed that the purchasing power has gone

down with 10% due to the rate of the dollar and they are waiting for feedback from their

HQ. It could be that another survey will be considered, while the last survey has been

conducted last summer and usually every two years a survey is done.

Issue 8: Hotel rates Jerusalem

UNICEF requested the DSR(O) to send a fax regarding special UN rates to those hotels

that have agreements with UNDP. For instance, UNDP has agreements with the

Ambassador Hotel, Addar and Meridian. The list of hotels is available at the Travel unit

at UNDP. Note: a list of the latest UN rates for hotels in Jerusalem is attached.

Issue 9: U�DP plated vehicles into Jordan

DSR(O): UNDP used to do Bridge clearance for cars going to Jordan, but apparently

agencies now send this clearance themselves. Since these are official vehicles carrying

UNDP plates, UNDP needs to be informed that these vehicles are to go into Jordan. If

something happens to these cars without UNDP knowing that they were about to go to

Jordan, this can become a serious issue, since they carry UNDP plates. DSR(O) hence

requested agencies to resume asking UNDP to do the Bridge coordination. DSR(O) also

referred to a hit and run accident caused by a UN car with UNDP plate in Talpiot

recently; UNDP will be contacted, because the car is with UNDP plate, and therefore

UNDP will be held responsible. DSR(O) stated that it would be much easier if all

agencies could obtain their own number plates and not have their cars carry UNDP

plates.

UNICEF suggested that agencies send a fax to the UNDP informing UNDP that their car

is about to travel to Jordan. The agency will then do the Bridge clearance itself. DSR(O):

if the Head of Agency or Operations Manager is authorizing the travel to Jordan and

signing the fax, then it would be ok for UNDP. WFP agreed that UNDP should receive

such things in writing and DSR(O) added that UNDP should receive in writing which 2

or 3 persons are authorized to sign for these travel authorizations.

Issue 10: Service Center within U�DP Operations structure

DSR(O) asked attendees about their experiences with the Center so far. A brief

explanation was given about the Service Center: facilitating flow of incoming requests

and outgoing services. The Center will receive all requests, filter them and ask for

additional supporting documents where needed and then transfer the complete request to

the respective Operations units for actual proceeding. It was mentioned that only a few

agencies have responded to UNDP’s fax and e-mail by nominating a focal person from

their side for sending requests and following up where needed.

Agencies requested for a special session for the involved focal points, the DSR(O)

welcomed this idea, but noted that we should first know then who the focal points will be.

DSR(O) referred to the latest Admin meeting, where the problem was highlighted of

UNDP receiving many urgency requests and many late requests which in fact cannot be

processed in time. In particular visa requests cannot be expected to be completed on the

spot; it is a process and for some countries it is more difficult than others. Hence these

requests should be submitted a long time before the intended travel.

Issue 11: DSS Radio Room

DSS representative expressed the problem that often one driver after another sends

his/her message to the radio room, which does not give the radio operator decent time to

properly register the messages. Therefore he requests agencies and their drivers to give at

least 15-20 seconds between messages, enabling the operator to register everything

(emergencies excluded). From the agencies side it was mentioned that sometimes it is

simply rush hour and difficult to get through sending a message, while also one is

expected to send his/her message before actually departing.

DSR(O) referred to a training session 7 months ago and suggested DSS send out

information leaflets with call signs and message codes (radio language in writing),

mentioning also that drivers are to give a time span between messages. DSS replied to

UNESCO that if three separate cars are travelling, three messages should be sent.

Issue 12: Training for Drivers in Armoured Vehicles (WFP)

WFP inquired about such trainings, DSR(O) answered that DSS is the focal point for that.

For instance UNDP will send two drivers for a training in Jericho in March. WHO also

did such a training in Jericho, but directly with a company. DSS confirmed that Stoof

does these trainings and provides for a car. If agencies wish to arrange for the training

through DSS, they are to provide their own vehicle. UNSCO mentioned that in Latrun

also general safe driving courses can be taken, but not for armoured vehicles.

Issue 13: Confirmation in Writing (U�DP)

DSR(O) mentioned that when UNDP receives a request from the Head of Agency or

Operations Manager for a UN ID, DL, UNLP, UNDP takes for granted that the person it

is requested for is hired by your agency and has a valid contract with your agency. The

Head of Agency is responsible. UNDP would like to receive this confirmation in writing,

because it is requested by UNDP HQ. This written confirmation will cover UNDP and its

HQ in the case something is wrong with the request. UNDP HQ has some problems with

the fact that UNDP is doing basically everything for other agencies in Jerusalem.

Issue 14: Computer Car Log System

WFP inquired about the car log systems which have software to trace the car and which

includes liberty for private and official use. DSR(O) noted that using the same system

might be cheaper. UNSCO will check how they obtained this system, which is monitored

through UNTSO. Hereby the DL can be used for the car system as well.

Issue 15: WFP – Road �r. 6 WFP noted it had problems again with uncertain invoices for Road Nr. 6. Through e-mail

correspondence an agreement was reached between UNDP-WFP-Road Nr. 6. This

mechanism was in place until people were replaced at Road Nr. 6. DSR(O) will follow up

and set for another meeting if needed.

Note: Job Vacancy at UNICEF for Report and Proposal Writer.

The next U� Admin meeting will be held on Wednesday, 12 March 2008 at

10:00AM at U�ICEF, Beit Hanina, Jerusalem.