RECOMMENDATIONS OF THE AD HOC PREPARATORY GROUP TO THE

Executive Board Hundred and eighty-ninth session 189 EX/AHPG/Recommendations PARIS, 21 February 2012 Original: English RECOMMENDATIONS OF THE AD HOC PREPARATORY GROUP TO THE 189th SESSION OF THE EXECUTIVE BOARD 16-20 FEBRUARY 2012

(i) TABLE OF CONTENTS Page Item 4 Item 17 Item 5 Report by the Director-General on the implementation of the Programme and Budget and on the results achieved in the previous biennium (2010-2011 35 C/5) (Draft 37 C/3)... 1 Follow up to recommendations by the External Auditor: recruitment and end-of-service procedures and status on agreed separation packages... 1 Report by the Director-General on the follow-up to decisions and resolutions adopted by the Executive Board and the General Conference at their previous sessions... 2 Preparations for drafting the Programme and Budget for 2014-2017 (37 C/5)... 2 Mechanisms for linking the quadrennial programme and the biennial budgets in the new programme cycle... 2 Item 11 Follow-up to the independent external evaluation of UNESCO and monitoring by the Executive Board: report by the Director-General on progress in the implementation of recommendations... 3 Item 16 Internal Oversight Service (IOS): annual report 2011... 3 Item 6 Reports by the Director-General on specific matters... 3 Part II Preparation of the Third International Congress on Technical and Vocational Education and Training... 3 Item 15 Financial situation of the Organization and its implications for the implementation of document 36 C/5... 3 Part I Report by the Director-General on the cashflow situation of the Organization... 3 Part III Special Emergency Multi-Donor Fund for UNESCO priority programmes and reform initiatives under documents 35 C/5 and 36 C/5... 4

189 EX/AHPG/Recommendations The Ad Hoc Preparatory Group met on 1, 16, 17 and 20 February 2012, and held seven sessions with 18 Member States designated by the Executive Board (188 EX/Decision 13) and with enhanced participation of other Member States in the discussions. The Ad Hoc Group was chaired by Ms Véra Lacoeuilhe (Saint-Lucia) and Mr Jens Dalsgaard (Denmark) as Vice-Chair. The Chair recalled the mandate of the Ad Hoc Group as per 188 EX/Decision 13, i.e. support the preparation of the work of the two plenary commissions of the Executive Board in their consideration of agenda items. She also underlined that this meeting was an experimental one, and that the working methods may evolve over the next sessions. It was decided that the discussions and recommendations of the Group to the Executive Board will be reflected as an Information (INF) document (189 EX/AHPG/INF.10) to be distributed to the Executive Board Members. The Ad Hoc Preparatory Group examined seven (7) items, which were attributed to it following the consultations between its Chair and the Chairs of the Executive Board, the Programme and External Relations (PX) and Finance and Administrative (FA) Commissions. Item 4 Report by the Director-General on the implementation of the programme and Budget and on results achieved in the previous biennium (2010-2011 35 C/5) (Draft 37 C/3) (189 EX/4 and 189 EX/4 Add.) Following an introduction by BSP representative, the Ad Hoc Group discussed item 4 at length. The discussion focused on two main aspects. Member States intervened on the format and content of the EX/4 document underlining that while improvements and innovations in the structure of the document were to be recognized, efforts should be pursued towards evidence-based and impactoriented analytical reports which Member States can use as a tool for assessing the performance of the Organization and make informed decisions on future programmes. The other discussions also substantially addressed the reporting of programmes sectors and the global priorities of Africa and gender equality. In this regard, Member States identified major issues which they felt required further strategic debate and reflection by Member States in the framework of the Executive Board. These concern mainly the global leadership of UNESCO in its areas of competence notably in the context of the post-2015 MDG agenda and more specifically on UNESCO s role in EFA; the positioning and strategy of UNESCO as regards youth ; and culture and development. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). After examination of item 4, the Ad Hoc Preparatory Group recommended that the Executive Board consider focusing the debate on the following issues: 1. UNESCO global leadership notably in the context of the post-2015 MDG agenda, including UNESCO s role in EFA as leader or facilitator 2. Which role and way forward for UNESCO in relation to youth 3. Culture and development, including the Culture Conventions as tools, their credibility and efficiency Item 17 Follow-up to recommendations by the External Auditor: Recruitment and end-ofservice procedures and status on agreed separation packages (189 EX/17) Regarding item 17, following an introduction by HRM on the agreed separations granted in 2011 and on the voluntary separation programme undertaken also in 2011 in line with best practices under budgetary restrictions, Members States took the floor to seek clarifications principally on whether the separation benefits were in conformity with the International Civil Service Commission (ICSC) standards, were in the best interest of the Organization and how the Organization was to absorb costs not covered through the staff costs savings from vacant posts on the regular

189 EX/AHPG/Recommendations page 2 programme. The Secretariat provided clarifications. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). This item being closely linked to item 15, the main concerns identified by Member States for the attention of the Executive Board are reflected in the paragraph devoted to item 15. Item 5 Report by the Director-General on the follow-up to decisions and resolutions adopted by the Executive Board and the General Conference at their previous sessions - Preparations for drafting the Programme and Budget for 2014-2017 (37 C/5) and Mechanisms for linking the quadrennial programme and the biennial budgets in the new programme cycle (189 EX/5) Concerning item 5, Member States expressed concern regarding the consultation process as presented in the document and by the representative of BSP, in particular regarding the timeline which did not seem realistic to some Member States. It was recalled that the Independent External Evaluation (IEE) recommended reviewing the consultation process and that it would be worth associating Member States in this reflection. Specific questions were raised about the questionnaire, notably its format according to recipients, content, and information treatment, on which BSP representative provided additional information. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). After examination of item 5, the Ad Hoc Preparatory Group recommended that the Executive Board consider focusing the debate on the following issues: 1. The format of the regional consultation and the questionnaire on the future C/4 and C/5 documents 2. The timeframe for the consultation process Item 11 Follow-up to the independent external evaluation of UNESCO and monitoring by the Executive Board: report by the Director-General on progress in the implementation of recommendations (189 EX/11) As regards Item 11, following an introduction by IOS on the Independent External Evaluation (IEE) of UNESCO and the progress in the implementation of the recommendations relating to the same, discussion focused on how the Executive Board should best monitor progress on the IEE. A debate should take place on how the Executive Board should be involved in the monitoring of IEE and there should be a clear understanding about when a recommendation is to be considered completed. It was also importantly signalled that the work on the IEE was a joint effort between the Member States and the Secretariat and that there were questions about the pilot mechanism on governance related to the three organs of the Organization which had to be clarified. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). After examination of item 11, the Ad Hoc Preparatory Group recommended that the Executive Board consider focusing the debate on the following issues: 1. Quality monitoring by the Executive Board on the IEE and the format through which discussions could be held 2. Mechanism for consultation among the three organs of UNESCO

189 EX/AHPG/Recommendations page 3 Item 16 Internal Oversight Service (IOS): Annual report 2011 (189 EX/16 and 189 EX/INF.7) Concerning item 16, IOS presented the annual report for 2011, following which members intervened to query principally the follow-up mechanism of the recommendations, the role of the Board with reference to the evaluations conducted by IOS and the cooperation with the United Nations Joint Inspection Unit. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). After examination of item 16, the Ad Hoc Preparatory Group recommended that the Executive Board consider focusing the debate on the following issues: 1. Possible mechanisms allowing evaluations with recommendations of relevance for the Executive Board to be discussed in a timely manner 2. Ensuring that the recommendations of the IOS evaluations are factored into future programming 3. Review of cooperation between UNESCO s Secretariat and National Commissions for UNESCO Item 6 Reports by the Director-General on specific matters Part II Preparation of the Third International Congress on Technical and Vocational Education and Training (189 EX/6 Part II) Concerning item 6, Member States welcomed the opportunity to discuss the Third International Congress on Technical and Vocational Education and Training in the preparatory phase. Issues and requests for clarification were raised regarding the expected results and outcomes of the Congress which were underlined as an important event by some Member States as the last Congress dates back to 1999. Moreover, additional information was requested as to the follow-up to be given to the Congress results, notably in view of the forthcoming review of the TVET midterm strategy. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). After examination of item 6, the Ad Hoc Preparatory Group recommends that the Executive Board consider focusing the debate on the following issues: 1. Expected results and outcomes of the Congress as well as planned follow-up in order for the Board to provide inputs 2. Include the results of the Congress when discussing the TVET mid-term strategy at the next Board session Item 15 Financial situation of the Organization and its implications for the implementation of document 36 C/5 Report by the Director-General, Findings of the working group set up by the General Conference at its 36th session on the need to increase the level of the Working Capital Fund on a voluntary basis, Special Emergency Multi-Donor Fund for UNESCO priority programmes and reform initiatives under the 35 C/5 and 36 C/5 (189 EX/15 Part I and Add., 189 EX/15 Part II, 189 EX/15 Part III) With regard to this item, the members of the Ad Hoc Preparatory Group decided not to discuss Part I of the document related to the report by the Director-General on the cashflow situation, but to send this Part directly to the Board for its consideration. The Group therefore focused its discussions on Part I Add. of the document, which is the report on the current situation and roadmap for the implementation of document 36 C/5, and on Part III which pertains to the Special Emergency Multi-Donor Fund. Given the importance of this item, the Group also decided to refrain from recommending to the Board the issues on which the Board should focus its debate, as was

189 EX/AHPG/Recommendations page 4 done for other documents, but decided to hold an extensive debate on this item in order to provide the Board with useful clarification as a basis of its discussion. The discussions, including issues raised by Member States and answers provided by the Secretariat, are reflected in the INF document (189 EX/AHPG/INF.10). After examination of item 15, the Ad Hoc Preparatory Group identified the following main concerns to be brought to the attention of the Executive Board: General Education 1. Lack of funds for statutory and intergovernmental meetings 2. What is to be considered as staff cost 3. To ensure that the Executive Board has the opportunity to review that the priorities determined by the General Conference are respected 4. Criteria for prioritization and responsibility for identifying core priorities and defining where UNESCO has comparative advantage 5. Linear cuts and prorated cuts not addressing necessarily core priority and sectors specificity 6. Ability of the Organization to deliver what has been decided by the General Conference 7. How the emergency funds will be allocated (priority core programmes) 8. Need for comparative chart showing impacts of budget cuts in order to facilitate comparison across programmes and sectors 9. Need for reporting on Part III of the budget/corporate services 10. Management and priorities of extrabudgetary resources to ensure alignment with the priorities set by the General Conference 11. List of statutory meetings for all sectors 12. Information should be provided to Member States on the new teacher initiative, including how past experience will be drawn upon 13. Criteria to review/evaluate category 1 institutes and centres Natural and Exact Sciences 14. Rationale for selection of expected results to be achieved 15. IOC, IHP and MAB important cuts 16. IOC not able to fully deliver for Rio+20 17. IOC shortfalls should be considered for Emergency Fund

189 EX/AHPG/Recommendations page 5 Social and Human Sciences Culture 18. Impact of the reduced budget on the programme 19. Ensure intersectoral cooperation 20. Implementation of Youth Strategy for Africa 21. Lack of funds to hold the statutory meetings of the six Culture Conventions 22. Culture Conventions to be considered as priority for Emergency Fund Communication and Information Roadmap No major concerns were raised. 23. House-wide partnership strategy including fundraising modalities 24. Modalities and timelines for restructuring the Organization, reviewing its programmatic and administrative needs and competency requirements 25. Assessment of the comparative advantage of the Organization 26. Staff/activity ratio to be redefined and refined 27. Staff development, enhanced mobility and human resources strategy Item 15 Special Emergency Multi-Donor Fund for UNESCO priority programmes and reform initiatives under the 35 C/5 and 36 C/5, Part III After examination of item 15 Part III, the Ad Hoc Preparatory Group recommended that the Executive Board consider focusing the debate on the following issues: 1. The role of the Executive Board in overseeing that priorities of the General Conference are reflected in the allocation of the Emergency Fund (Article 3 of the Financial Regulations) 2. Issue on the support costs Printed on recycled paper