ࡱ> q` ԱbjbjqPqP c::w$JDJDJDPDLDl^ELE(EEEHF]HyH$NhՂISG"HISISՂEE#VWWWISEEsWISWW~DERE P+C>]JD-UW&l0}jU0L HK4aWMOHHHՂՂ WXHHHISISISISD F%F%  ASK PtN "Please type part number (for headers)" \* MERGEFORMAT 4 Restricted distribution IOC/EC-XLI/3 prov. Pt.4 Paris,  TIME \@ "d MMMM yyyy" 1 July 2008 Original: English  INTERGOVERNMENTAL OCEANOGRAPHIC COMMISSION (of UNESCO) Forty-first Session of the Executive Council Paris, 24 June 1 July 2008 DRAFT SUMMARY REPORT Part  FILLIN "Please type part number (for title)" \* MERGEFORMAT 4 (Agenda items  FILLIN "Please enter agenda items covered in this part" \* MERGEFORMAT 2.5, 4.1.1 (cont'd), 4.1.2 (cont'd), 5.1-5.3) 2. ORGANIZATION OF THE SESSION [] ROGER REVELLE MEMORIAL LECTURES The Chairman introduced this item. In deciding the theme of the Revelle Memorial Lectures, the IOC Officers wished to give high visibility to the impact of climate change on the marine environment and coastal zones. Three lecturers were invited to address this subject, each from a different perspective. Ms Nadia Pinardi, Associate Professor at the Laboratorio di Simulazioni Numeriche del Clima e degli Ecosistemi Marini, Italy (SINCEM), addressed Operational oceanography: the present system and the future challenges. Dr Robert J. Nicholls, Professor of Coastal Engineering at the School of Civil Engineering and the Environment, Southampton, United Kingdom, addressed Adaptation frameworks for climate change and sea-level-rise impacts on the coastal zone. DrCecilie Mauritzen, Director, Climate Division at the Norwegian Meteorological Institute, addressed "Arctic observations: meeting the needs of operational ocean forecasting, climate monitoring and all timescales in between". Each presentation was followed by an open debate moderated by the Head of the IOC Ocean Observations and Services Section, DrKeith Alverson. On this occasion, the Chairman presented the lecturers with the IOC Roger Revelle Medal. 4. PROGRAMME MATTERS REQUIRING DECISIONS BY THE EXECUTIVE COUNCIL 4.1 GENERAL POLICY AND COORDINATION Working Group on the Future of IOC (contd) The Chairperson of the sessional Working Group on the Future of IOC, DrSavi Narayanan, briefly reviewed the Groups conclusions. The Group prepared a Draft Resolution; the key provisions of the Draft Resolution were: (i) to investigate possible financial and administrative mechanisms to strengthen IOC as a body within UNESCO, with particular attention to IOCs contribution to intersectoral and interdisciplinary cooperation; (ii) consultation of the IOC Chairman with the Member States; (iii) to request the Executive Secretary to identify and analyse current agreements with partner organizations, highlight Member States obligations with respect to the work of the Commission, explore possibilities for an IOC presence in the work of the UN General Assembly, and keep Member States informed of relevant activities; (iv) to call on Member States to: promote The Oceans and Intergovernmental Cooperation as the theme for the Ministerial Round Table at the UNESCO General Conference in 2011; explore innovative ways to make full use of Article 10 of the IOC Statutes; collaborate closely with the Chairman and Officers and contribute to the intersessional analysis of financial and administrative mechanisms that would lead to a more efficient and effective IOC; promote the role of IOC in the UN system; and support the strengthened delivery of IOC programmes at the regional level through the UNESCO network of decentralized units and through the increased collaboration with other UN organizations with a regional presence. 4.1.2 The Fiftieth Anniversary of the Intergovernmental Oceanographic Commission of UNESCO (contd) Prof. David Pugh (Past Chairman of IOC), reported on the Groups recommendations regarding the plan of associated activities. The logo will be available shortly, and will be made available in digital form, for all interested participants to use. Celebrations can begin now, with the logo being used on programmes of events. The Working Group specifically recommended the following activities: The 43rd IOC Executive Council, in 2010, should be held at the UN headquarters in New York and, if possible, be associated with the Informal Consultative Process (ICP), and with a theme related to ocean science and policy; Regional ocean science conferences and a global ocean conference, perhaps in Paris and involving the IOC, the UN and other partner organizations; The 26th Session of the IOC Assembly, in 2011, should be held in association with the UNESCO 36th General Conference, and if possible, the General Conference should include an Ocean Day, with a ministerial roundtable, exhibitions and key speakers; The publication of a book on the first 50 years of IOC, guided by a geographically-balanced advisory editorial board, and including a CD containing key documents and publications; and The creation of a central web-based calendar and portal to all anniversary events. Generic activities will include preparation of flags, badges, calendars, a photographic competition, medals and prizes for eminent oceanographers and young people. These will require offers of leadership, extrabudgetary resources from Member States and other sources. Member States are also asked to provide support for the Secretariat work, and for publicity and outreach activities. Finally, all Member States, the IOC and its Subsidiary Bodies are encouraged to plan celebratory events and to keep the Executive Secretary informed as these plans evolve. ADMINISTRATION AND MANAGEMENT 5.1 MAIN LINES OF ACTION FOR THE DRAFT PROGRAMME AND BUDGET FOR 2010-2011 The Chairman of the statutory sessional Programme and Budget (Financial) Committee, Mr Neville Smith, introduced this item. The Programme and Budget Committee considered the Executive Secretarys report on the execution of the Programme and Budget 20062007 (documents IOC/EC-XLI/2 Annexes 1 and 2 and Addendums). The Committee concluded that the Programme and Budget 20062007 had been executed consistent with the agreed programme and budget documents IOC-XXIII/15, and IOC/EC-XXXIX/10. The Programme and Budget Committee addressed a number of issues arising from the Executive Councils consideration of the Commissions Draft Operating Plan for 20082009 (agenda item 4.1.3). The Committee recalled that IOC Resolution XXIV-15 aligned the IOC budget with priorities identified in the Biennial Strategy 20082009 (IOC Resolution XXIV-2), consistent with the results-based approach adopted by UNESCO. The Operating Plan intended to show the flow of Regular Budget and Extrabudgetary resources down to the level of activities and projects. The Committee recognized the considerable progress in this area, but also accepted that a number of Member States desired even greater transparency, particularly in terms of the principles that underpin the relative balance between Regular Budget and Extrabudgetary resources. The intention is to better inform Member States of the logic and the assumptions behind the distribution reflected in the Plan, not to micro-manage the budget. The Committee noted that GEBCO is included in the priorities associated with High-level Objective 1 and the action Developing guidelines for coastal hazards and ICAM and coastal mapping, but had been overlooked in the organization chart. The Committee noted that there had been no formalization of an Arctic GOOS Regional Alliance, so the reference should be removed from Figure 3 in IOC/EC-XLI/2 Annex 4. Further, in document IOC/EC-XLI/2 Annex 5, the Committee noted the need to clearly distinguish some GRAs from IOC Subsidiary Bodies. The Committee noted that the Executive Secretary has re-confirmed the intention to contribute funds to the World Climate Research Programme, as decided at the Assembly at its 24th Session. The Committee recognized the concerns of a number of Member States with respect to Priority Africa. In the current Operating Plan, this is addressed in the section on Subsidiary Bodies and in the analysis of funds among regions and global actions. However, the Committee agreed that a more explicit and visible attribution of actions to UNESCO Priority Africa should be provided. The Executive Council requested the Executive Secretary to revise the Operating Plan taking into account the issues raised in the foregoing paragraphs by the Programme and Budget Committee. The Programme and Budget Committee noted a number of proposed activities in the Plan of Action for the 50th Anniversary of the IOC (agenda item 4.1.2; documents IOC/EC-XLI/2 Annex 3 and Draft Resolution EC-XLI.(4.1.2) require some support from the budget. While the two priorities Facilitating intergovernmental coordination on oceans and coasts and Coordinating IOC activities and liaising with UNESCO, Member States and the UN system are relevant to the execution of this Plan of Action, some members of the Committee believed that additional authority may be required via a decision of the Executive Council. The Committee was briefed on the discussions of the sessional Working Group on the Future of IOC requesting Officers of the IOC, with the assistance of the IOC Executive Secretary, to consult with the Director-General of UNESCO concerning financial and administrative mechanisms and an enhanced role in intersectoral mechanisms. The Committee supported that approach and noted its importance in terms of the future Programme and Budget. A number of Member States also raised the question of the extent of leveraging by Regular Budget funds of extrabudgetary resources, and the inability of the budget process to recognize contributions that are managed by IOC and explicitly contribute, in terms of their input, to the achievement of expected results of IOC Programmes, when these contributions do not enter the UNESCO/IOC budgetary flow and are subject to financial management provided by partner organizations (BoM for GOOS and the Perth Office; VLIZ for IODE and the Ostend Office). The Committee believed that the Executive Secretary should examine this issue. Several Member States sought further clarification on the additional allocations provided to IOC in the Draft 34 C/5 2nd version ($200,000) and the adopted 34 C/5 ($500,000). These allocations were directed, pursuant to IOC Resolution IOC XXIV-15, to reinforcing activities dealing with: additional investment in the area of climate change and impacts and adaptation strategies for coastal regions, specifically for the benefit of Africa, Small Island Developing States and Least-Developed Countries: Enhanced staff support for the coordination of GOOS-Africa, Revitalization of IOCEA and IOCWIO, Coordination of the Adaptation to Climate Change in Coastal Zones Project, Reinforcement of GLOSS. additional support for the response to the risks posed by tsunamis, and specifically within actions associated with HLO 1 action (a): Support to the Tsunami Unit, the Intergovernmental Coordination Groups for Tsunami Early Warning and Mitigation Systems (ICGs), and the Working Group on Tsunamis and Other Ocean Hazards Warning and Mitigation Systems (TOWS-WG). new support to provide additional actions in the prevention and mitigation of natural hazards and, in particular, to extend the level of activity, across all lines of IOC: Development of coastal and ocean mapping and guidelines for ICAM and on marine hazards. the global reporting process for assessment of the marine environment: Support to the Group of Experts for the Assessment of the Assessment. In addition, pursuant to IOC Resolution XXIV-5 (Ocean Sciences Programme Priorities), new activities were created on marine modelling and ocean acidification. The Programme and Budget Committee examined the response to UNESCO Priority Africa. In addressing UNESCO Priority Africa, IOC took into consideration the relevance of its action to well-defined continental priorities, such as the NEPAD Action Plan, Programme Area 4, and the Science and Technology Plan of the African Union. Activities foreseen in the biennium 20082009 include: Monitoring and observations: Enhanced staff support for the coordination of GOOS-Africa; installation of three new GLOSS sea-level stations (Angola, Namibia, Tanzania); Ocean data and information management: ODINAFRICA III under completion (strengthening of national oceanographic data centres, further development of the African Marine Atlas and enhanced services); ODINAFRICA IV in planning phase (coastal observation networks, development of products and services related to coastal area management, disasters, 25 countries involved); Capacity-development: Final workshop for marine science directors (Maputo, April 2008); workshop on project proposal-writing in IOCEA region, targeting coastal erosion (July 2008); project proposal for a decision-support tool (coastal modelling) in East Africa, Tanzania (IOCWIO Region); support to the IOC UNESCO Chair in Marine Sciences and Oceanography at the Eduardo Mondlane University; Adaptation to climate change: Implementation of the Adaptation to Climate in Coastal Zones (ACCC) Project in Cape Verde, Gambia, Guinea, Guinea-Bissau, Mauritania, Senegal (GEF/UNDP project, 2008-2011); project proposal being developed for a similar intervention (coastal erosion) in West Central Africa at the request of Angola, Cameroon, Congo, and Gabon; Tsunami early warning system and other marine hazards: Continuing the coordination of the Indian Ocean Tsunami Warning System (IOTWS); development of inundation maps for Comoros, Kenya, Madagascar, Mauritius, Mozambique, Seychelles, Tanzania (COAST-MAP-IO project); IOC Regional Committees: Revitalization of IOCEA (Central and Eastern Atlantic) and IOCWIO (Western Indian Ocean); UNCLOS Awareness-raising and assistance for desktop studies for the establishment of limits for the extended continental shelf, within the mandate of IOC. Moreover, the IOC Secretariat is engaging in a process of harmonization of its activities in Africa to improve synergies and impacts. The Programme and Budget Committee considered the Executive Secretarys statement concerning the intention to submit to the Assembly, at its 25th Session, a report on the status of primary and secondary Subsidiary Bodies and proposals for their optimization, with reference to Rule of Procedure 24, paragraph 1 ( the Assembly can review terms of reference and continuing requirements for each of these bodies and make changes and decisions as necessary.). The Committee believed this was good discipline and encouraged regular review as a way of improving the performance of Subsidiary Bodies and their impact on IOC planning and implementation. The Committee also recalled the direction provided by IOC-XXIV/2, requesting all IOC Subsidiary Bodies, Sub-Commissions and other bodies responsible for the implementation of the Biennial Strategy of the IOC to monitor and evaluate progress against the Expected Results and Performance Indicators relevant to their plans, including their targets of action. Several Member States emphasized again the importance of effectively using and supporting IOCs regional Subsidiary Bodies and decentralized Offices in the implementation of both global and regional elements of the Commissions Programme, and stressed that this should be taken into account in the revision of the Operating Plan. The Executive Council, recognizing the importance of the 50th Anniversary celebrations and the limited ability of the budget agreed at the 24th Session of the Assembly to absorb costs of the actions agreed in IOC Resolution EC XLI.(4.1.2), requested the Executive Secretary to: (i) develop a budget for the 50th Anniversary project in line with the actions agreed at the present session of the Executive Council; and (ii) identify extrabudgetary resources needed for the project and enhanced IOC Secretariat support, as appropriate. The Executive Council invited Member States to contribute to this important activity. Regarding extrabudgetary resources and financial support for IOC Programme activities that do not enter the UNESCO/IOC budgetary flow, the Executive Council requested the Executive Secretary to: (i) provide guidance within the revised Operating Plan on the principles that govern the balance between Regular Budget and Extrabudgetary allocations; and (ii) determine a method to include, in the Report on Budget Execution to be presented at the 25th Session of the Assembly, the IOC contributions that are managed by IOC and explicitly contribute, in terms of their input, to the achievement of the expected results of the IOC programme, but do not enter UNESCO/IOC budgetary flow and are subject to financial management by partner organizations. The Executive Council reconfirmed the direction provided by the Assembly at its 24th Session to seek harmonized and consistent format for reports from all Subsidiary Bodies, to contribute to the review of the terms of reference of these Bodies and to assist the Assembly in making any necessary changes. The Programme and Budget Committee considered the implications of the schedule of preparation of the UNESCO Programme and Budget (Appendix to IOC/EC-XLI/2 Annex 10). The Committee understands that the Director-General of UNESCO will communicate Preliminary Proposals to the Chairpersons of UNESCO Commissions in AugustSeptember for their consideration and response. Further, there is an issue of establishing a mechanism to provide input and response to the Draft 35 C/5. The Committee concluded that a device, such as an Intersessional Financial Advisory Committee, may be needed, taking full account of Article 10. The Committee emphasized the advisory nature of the proposed Intersessional Financial Advisory Committee and that its intersessional operation would need to be harmonized with the formal requirement to constitute a Financial Committee during sessions of a Governing Body (Rule of Procedure 12). The Committee believes this could be achieved by convening a meeting of the intersessional Programme and Budget (Financial) Committee immediately prior to sessions of the Executive Council and the Assembly. According to the Terms of Reference provided in Annex A to the Committees report (in Annex ____ to the present report), the intersessional Programme and Budget (Financial) Committee would have a core membership defined to facilitate appropriate and adequate participation in the activities of the Committee, and which is representative of the IOC Electoral Groups. France and Portugal supported the establishment of an Intersessional Financial Advisory Committee, in the light of the functional autonomy of the IOC, but noted the need to clarify issues pertaining to the composition and nomination of the Committee. The Russian Federation also supported the idea, but echoed Frances view on the issue of the core composition of the Committee. The Executive Secretary explained that the functions of the proposed Intersessional Financial Advisory Committee may be in conflict with those of the Director-General which are delegated to him on financial matters. He informed the Council that he would seek the opinion of the UNESCO Legal Advisor, in order to facilitate the decision of the Executive Council. The Programme and Budget Committee also considered strategic proposals raised in plenary and by members of the Committee. The tragedy in Myanmar suggests that coastal hazards, inundation and vulnerability will need to be accorded even greater emphasis in the IOC Biennial Strategy for 2010-2011. Biodiversity issues were also raised under a number of items, including consideration of the follow-up of the Census of Marine Life. The Committee agreed that this increased emphasis should be reflected in the draft Biennial Strategy for 2010-2011. The profile of IOC actions for the Arctic could also be raised. Actions arising from the discussions on the Future of IOC and on the 50th Anniversary celebrations also need to be included in the Biennial Strategy. Otherwise, the Committee believed that the Biennial Strategy 20082009 provided an appropriate basis for the 20102011 Biennial Strategy, consistent with the Medium-Term Strategy developed by the Executive Council at its 39th Session (Resolution EC-XXXIX.1). The Executive Council adopted Resolution EC-XLI/5., including the draft Biennial Strategy for 20102011 appended to it. Annex A Terms of Reference of an IOC Intersessional Financial Advisory Committee Purpose To provide advice from IOC Member States for the Chairperson of IOC and to the Assembly and the Executive Council in a transparent and objective fashion on: (a) The affordability, sustainability and implementation of the results-based budget; (b) Financial matters of the Commission; Term The Financial Advisory Committee will be constituted at each Session of the IOC Governing Body and operate for the following intersessional period. Functions To advise on the adequacy of the linkage between the results-based budget and the IOC Strategic Plan; To advise on preliminary proposals from the Director-General of UNESCO for strategy and draft budgets provided by UNESCO; To advise on the adequacy of regular and extrabudgetary resource allocations against expected results; and To advise on the overall budget level, taking into account issues of affordability and sustainability. Composition An Officer of the Commission serves as chairperson; Core membership includes the Chairperson of the Commission and two Officers, selected by the Chairperson; Open to all IOC Member States; however, the Executive Council and Assembly, as appropriate, may request the participation of Member States as part of the core membership. Working arrangements The Financial Advisory Committee will conduct the majority of its business by electronic means; If appropriate, the Chairperson should convene the meeting in time, and for a long enough period, to prepare a report prior to the commencement of the Assembly or the Executive Council; The Financial Advisory Committee will provide a report of all its activities to subsequent meetings of the Assembly and Executive Council, as appropriate; Relevant documents should be made available at least three weeks before the Financial Advisory Committee meeting; and The Committee should follow procedures for IOC bodies, seeking to formulate its recommendations through consensus. 5.2 DATES AND PLACES FOR THE FORTY-SECOND AND FORTY-THIRD SESSIONS OF THE EXECUTIVE COUNCIL The Executive Council considered the date of the 42nd Session of the Executive Council (15 June 2009), acting as Steering Committee of the 25th Assembly (starting on 16 June 2009), proposed by the Assembly at its 24th Session. The Executive Secretary noted the conflict, for the third consecutive year, with the tentative dates of the 10th meeting of the Informal Consultative Process (ICP) (1519 June 2009), should the continuation of the ICP be confirmed by the UN General Assembly this year. On this basis, and considering that the next Executive Council, at its 42nd Session, will also need to address in camera the nomination of the next Executive Secretary and consider the findings and recommendations of the Task Team on the Future of IOC, the Executive Council decided that the 42nd Session of the Executive Council will be held in Paris on Monday 22 June 2009; the 25th Session of the Assembly will therefore be held from Tuesday 23 June to Friday 3 July 2009, with the possibility of an extra half day on Saturday 4 July. As considered by the sessional Working Group on the 50th Anniversary and in plenary, the 43rd Session of the Executive Council should be held in New York, possibly in conjunction with the 11th meeting of the ICP. Pending the confirmation of this meeting and its dates, as well as information about the possibility to hold the Executive Council session in New York, the Executive Council tentatively set the dates of its 43rd Session from 9 to 16 June 2010. 5.3 RECRUITMENT OF THE IOC EXECUTIVE SECRETARY The Executive Secretary introduced this item. He recalled the procedure for the nomination of the Executive Secretary and the calendar set by the Executive Council at its 40th session (Paris, 18 June 2007), the draft terms of reference and the post announcement. He suggested that the post announcement be advanced to early November 2008 instead of December 2008 as presently envisaged. Canada recalled the excellence of the Executive Secretaries who have led the Secretariat of the Commission in the last 50 years and noted the importance of the successful identification of the person. It regretted that the current Executive Secretary will leave, especially when it happens at the beginning of the year in which the Commission wants to showcase its successes in the light of the celebrations of the 50th Anniversary, and in conjunction with the departure of the current Director-General of UNESCO. It underlined the importance of avoiding a gap between the incumbent and the new Executive Secretary, although an interim solution may become necessary. It supported the idea of a post announcement in November or before. Canada expressed the wish to take more time to comment on the draft terms of reference and post announcement, as well as on the preliminary list of candidates that will be announced at the next session of the Executive Council. Portugal agreed with Canada and appreciated the fact that the current Director-General of UNESCO would give the next Director-General the opportunity to choose the new incumbent. As Canada, Portugal would have liked to see the terms of reference before. It considers that the terms of reference presented to the Executive Council are not adequate and that a small ad hoc group, possibly formed by the Officers, should review them. Tunisia and the United States supported the idea of a small ad hoc group to examine the terms of reference. The United States requested a clarification as to whether the qualifications for the post of Executive Secretary are to be decided by the Director-General of UNESCO or by the Commission. The UK recalled the discussion held by the Officers and encouraged Member States to find good candidates within their borders. The Executive Secretary informed the Council that the contribution of the Commission should be to refining the qualifications, since it is possible to propose a revised version to the Director-General who has the authority to approve them. The role of the Executive Secretary is defined by Article 8 of the Statutes, but the formulation of the duties could be reconsidered, without burdening the function of the Executive Secretary with excessive tasks, however. Concerning the respective roles of the Director-General and the Commission in the selection of a candidate, the Executive Secretary recalled the issues raised by the External Auditor from Canada in 2000 in terms of such a role, as well as of the possibility of electing the Executive Secretary rather than a nomination. He recommended that the Executive Council form a small ad hoc group, consisting of the present and past Officers of the Commission to review the terms of reference for the post. The Executive Council decided to form the proposed ad hoc group and requested it to review the terms of reference for the post of Executive Secretary during this session. The Executive Council, taking into account IOC/EC-XLI/Inf.3 and the attached draft post announcement (SC-079), considering the comments by Member States, and the critical importance of the choice of the Executive Secretary to the Commission, requested the Executive Secretary, to ensure that any revision of the post announcement take into account the following concerns: (i) The title of the post announcement should specify that it is for the post of Executive Secretary of the Intergovernmental Oceanographic Commission. (ii) The Main Responsibilities section should be shortened and amended to reflect more adequately the roles and responsibilities of the Executive Secretary, as specified in the Statutes and the Rules of Procedure of the Commission, and should underline the authority of the Executive Secretary under the guidance of the Chairperson and Officers of the Commission and of its Governing Bodies. The section should also emphasize the importance of cooperative work with other sectors and programmes of UNESCO and with other intergovernmental and international organizations dealing with ocean affairs. (iii) The Qualifications and Experience section should reflect the broad nature of ocean issues so as to allow applications from appropriate candidates from both the natural and social scientific disciplines. The language skills should recognize the two working languages of the secretariat in UNESCO (English and French). (iv) The "Competences" section should include the ability to conduct high-level negotiations at an international level on behalf of the IOC and, as appropriate, on ocean-related matters, as the ocean arm of UNESCO. (v) In a recruitment process in UNESCO, candidates can be individuals, governmental candidates or UN-system staff-members. 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