HELSINKI COMMISSION HELCOM HOD 14/2003 Heads of Delegation 14 th Meeting Helsinki, Finland, December 2003

Transcription

1 HELSINKI COMMISSION HELCOM HOD 14/2003 Heads of Delegation 14 th Meeting Helsinki, Finland, December 2003 TABLE OF CONTENTS MINUTES OF THE 14TH MEETING OF HEADS OF DELEGATION (HELCOM HOD)...2 Introduction...2 Agenda Item 1 Adoption of the Agenda...2 Agenda Item 2 HELCOM Institutional and Organizational Matters...2 Agenda Item 3 Budget 2004/ Agenda Item 4 Preparations for HELCOM 25/ Agenda Item 5 Matters arising from the HELCOM Groups...4 Agenda Item 6 Next Meeting(s)...6 Agenda Item 7 Any other business...6 Agenda Item 8 Outcome of the Meeting...7 ANNEXES Annex 1 Annex 2 Annex 3 List of Participants...8 Agenda...11 Procedure to recruit P-staff members to the HELCOM Secretariat Page 1 of 1

2 MINUTES OF THE 14TH MEETING OF THE HEADS OF DELEGATION (HELCOM HOD 14/2003) INTRODUCTION 0.1 The 14th Meeting of the Heads of Delegation was held in Helsinki, Finland, on December The List of Participants is contained in Annex 1 to this document. 0.2 The Meeting was chaired by the Chair of the Commission, Ms. Inese Vaidere. Agenda Item 1 Adoption of the Agenda Documents: 1/1, 1/2 1.1 LD 1 The Meeting adopted the Agenda as contained in Annex 2 to this document. Agenda Item 2 HELCOM Institutional and Organizational Matters Documents: 2/1, 2/1/Rev.1, 2/2, 2/3, 2/4, 2/5 2.1 LD 2 Russia informed the Meeting that she is not able to lift her study reservation concerning the legal aspects in 4-5 of the document HELCOM HOD 13/2003, 2/1/Rev.2 and in order to resolve this issue the Meeting decided to establish a working group which will meet in Moscow and prepare a revised version for approval by HELCOM 25/ LD 3 The Meeting endorsed the proposed overall organisational structure (document 2/2) and, in particular: (i) the proposal that HOD should address policies and strategies and that, as a consequence, the existing Strategy Group should be closed down (Section 1.1); (ii) the proposal to maintain the remaining five working groups (Section 1.2), but that the overall organisational structure should be reviewed by LD 4 The Meeting endorsed the proposal by the Secretariat of how interlinkages between permanent working groups should be handled (Section 1.3). 2.4 LD 5 The Meeting endorsed in general the allocation of the priority areas of work to the proposed permanent working groups (Section 2 and Annex 1). 2.5 LD 6 The Meeting stressed the need for closer involvement of the HODs to the development/coordination of the working programmes of the HELCOM subsidiary bodies and decided to have further discussion on the topic at the first HOD meeting after HELCOM 25/2004. The Chairmen supported by the Secretariat were requested to prepare draft working programmes to be discussed by the HODs. 2.6 LD 7 The Meeting endorsed the proposed outline of how to improve the intersessional work (Section 1.4). 2.7 LD 8 The Meeting agreed that the proposal for issues to be dealt with intersessionally during 2004 and 2005 (Section 3) should be considered further at the first HOD Meeting after HELCOM 25/2004 in connection with the discussion on the working programmes. 2.8 LD 9 The Meeting also agreed that the issues under point 3.3 (Development of Control Measures for Hazardous Substances - Input to the Marine Strategy) should be prepared and presented to HELCOM 25/2004. Further it was agreed to continue the work under point 3.7 (Dioxin report) as planned in the proposal. 2.9 LD 10 The Meeting was of the opinion that the 50 percent reduction goal is valid but the future reporting should use the indicator based assessment approach and take into account the quality objectives. This approach should be further considered when preparing the detailed working programme for HELCOM LAND. Page 2 of 2

3 2.10 The Meeting was of the opinion that the involvement of IFIs should be considered at the next HOD meeting following HELCOM 25/2004 and requested the Secretariat to invite a representative of IFIs to the HELCOM HOD meeting LD 11 The Meeting discussed the amendments to the "Procedure to Recruit P- staff Members to the HELCOM Secretariat" as proposed by the HELCOM Chair in document 2/1 and approved the procedure in a slightly amended form, as contained in Annex 3 to this document LD 12 The Meeting established two recruitment panels, one for the post of Professional Secretary for HELCOM LAND and the other for HELCOM MONAS/HABITAT. Finland, Latvia and Russia indicated their interest to participate in both of the Recruitment Panels and Poland (Mieczysław S. Ostojski) in the Recruitment Panel for the Professional Secretary for MONAS/HABITAT. The Meeting requested the HELCOM Chair, after consultation with the interested countries, to decide on the three members to the Panel recruiting the Professional Secretary for MONAS/HABITAT. The Meeting approved the following timetable for the recruitments: MONAS/HABITAT Professional Secretary (expiring 31 July 2004) - Vacancy announcement to the HELCOM home page and to the Heads of Delegation for national distribution by 31 December 2003; - Applications to Secretariat by 26 February 2004; - Recruitment Panel meeting date/venue to be decided later; - Approval of the Executive Secretary's decision by the Heads of Delegation by correspondence; - Selected person to start on 1 August LAND Professional Secretary (expiring 31 December 2004) - Vacancy announcement to the HELCOM home page and to the Heads of Delegation for national distribution by 2 February 2004; - Applications to Secretariat: 2 April 2004; - Recruitment Panel meeting date/venue to be decided later; - Approval of the Executive Secretary's decision by the Heads of Delegation by correspondence; - Selected person to start on 2 January LD 13 The Meeting approved the Vacancy Announcement (document 2/5) for the post of Professional Secretary for the HELCOM MONAS/HABITAT Groups and asked the Secretariat to add the recruitment process timetable (shortlisting/interviews). Agenda Item 3 Budget 2004/2005 Documents: 3/1, 3/1/Add.1, 3/2, 3/3 3.1 LD 14 The Meeting considered the draft budget and the draft budget estimate (document 3/1) together with the background information (document 3/1/Add.1) as well as the proposal by Poland (document 3/3) and advised the Executive Secretary to forward the budget 2004/2005 as contained in document 3/1 to HELCOM 25/2004 for adoption together with the budget estimate for 2005/ LD 15 The Meeting decided to discuss the relationship between HELCOM and ICES and the possibility to include HELCOM requests to the core programme of ICES at the next upcoming HELCOM HOD meeting after HELCOM 25/2004 and requested the Secretariat to invite a representative of ICES to that meeting. 3.3 LD 16 The Meeting, in principle, endorsed the proposals in document 3/2 in order to get the level of the Special Fund in line with Rule 3.3 of the Financial Rules of the Page 3 of 3

4 Commission. Therefore, the Meeting requested the Executive Secretary, when preparing budget proposals in the future to continue to level off the annual contributions by the Contracting Parties by transfers from the Special Fund. 3.4 LD 17 The Meeting requested the Secretariat to further elaborate on proposal c) in document 3/2 together with a more accurate statement of the foreseen transfers from the Special Fund and to send it to the Heads of Delegations for their comments by 20 January Based on comments received the revised proposal shall be submitted for consideration by the Heads of Delegations meeting prior to HELCOM 25/2004, and eventual adoption by the Commission at its 25th annual meeting in accordance with Rule 3.2 of the Financial Rules. Agenda Item 4 Preparations for HELCOM 25/2004 Documents: 4/1, 4/2, 4/3, 4/4, 4/5, 4/6 4.1 LD 18 The Meeting discussed the provisional agenda for HELCOM 25/2004 (document 4/1) as well as the proposals from Finland (document 4/6). The Meeting decided to amend the agenda according to the proposal made by Finland. 4.2 LD 19 The Meeting decided that HELCOM 25/2004 will start on 2 March 2004 at o clock and finish on 3 March in the afternoon. HELCOM Heads of Delegation will meet prior to the Commission meeting on 2 March 2004 at LD 20 The Meeting considered the tentative programme for the Jubilee Session (document 4/2) and took into account the Finnish information and proposals of the event during HELCOM 25/2004, 4 March 2004 (document 4/5) and: - welcomed the greetings by the President of the Republic of Finland already at the beginning of the 25th Meeting of the ; - welcomed the opening words at the Jubilee Session to be presented by the Chair of HELCOM, Ms. Inese Vaidere; and - requested the Executive Secretary to inform the appropriate Finnish contacts accordingly. 4.4 LD 21 The Meeting welcomed the proposal by Germany to arrange a HELCOM 30 Years' Youth Forum chaired by Mr. Peter Ehlers as contained in document 4/3. The Youth Forum will take place on 1 March The Meeting agreed that the outcome of the forum should be handed over to the President of the Republic of Finland during the opening of HELCOM 25/2004, if possible by a Youth Forum participant born on 22 March The Contracting Parties were invited to inform the Secretariat about contributions and ideas before the 12 January LD 22 The Meeting took note of the information on the HELCOM Jubilee publication/brochure as contained in document 4/4. The Meeting appreciated the content of the publication and provided a few amendments to the timeline in Annex 1 to the document. Agenda Item 5 Matters arising from the HELCOM Groups Documents: 5/1, 5/2, 5/3, 5/4, 5/5 5.1 The Chairman of the Land-based Pollution Group, Mr. Torben Wallach, Denmark, presented the outcome of HELCOM LAND 8/ LD 23 The Meeting took note of the outcome of HELCOM LAND 8/2003, as contained in document 5/1 and endorsed the following draft Recommendations with a view to have them adopted at HELCOM 25/2004: - Draft HELCOM Recommendation concerning the elimination of PCBs and PCTs as contained in Attachment 1 to the document; - Draft HELCOM umbrella Recommendation for industry on effective use of BAT as contained in Attachment 2 to the document; Page 4 of 4

5 - Draft HELCOM Recommendation for forestry as contained in Attachment 3 to the document; - Draft HELCOM Recommendation on fish farming as contained in Attachment 4 to the document. 5.3 LD 24 The Meeting approved the deletion of two Polish Hot Spots 104 "Rokita" Chemical Plant in Brzeg Dolny and 74 "Jamno" Wastewater Treatment Plant in Koszalin. 5.4 LD 25 The Meeting welcomed the invitation for co-operation regarding the proposed project on capacity building and chemicals management in Russia to be carried out by Baltic Environment Forum (BEF) and endorsed the proposal for HELCOM to be in the project steering group as well as the participation by the Professional Secretary, Mr. Kaj Forsius, in some meetings/seminars with regard to the project. 5.5 LD 26 The Meeting approved in general the establishment and funding of the HELCOM project Development of a basis for a common strategy to obtain information on the occurrence of hazardous substances in markets, uses and releases to the Baltic Sea as contained in document 5/2 with small remarks. Concerning the funding of the project the Meeting was of the opinion that a more detailed budget proposal should be circulated to HELCOM HODs for approval (tacit acceptance) by 20 January The Meeting was of the opinion that cost estimates should be specified in applications for HELCOM Projects with budget estimates exceeding The Meeting was of the opinion that the HELCOM projects on specific topics are important in facilitating the intersessional work and joint issues of the groups. Furthermore it was pointed out that the limited duration of the projects will ensure that the work done in projects is not substituting the regular work of the subsidiary groups. 5.8 LD 27 The Contracting Parties were invited to nominate candidates for Project Manager and Project Assistant for the project by 20 January 2004 as well as expert members for the project group. Furthermore, the Meeting mandated the Executive Secretary, the Chairman of HELCOM LAND and the Professional Secretary of HELCOM LAND to select the Project Manager and Project Assistant from the candidates. 5.9 The Meeting took note of the information on the Seminar on hazardous substances to be held in conjunction with the Baltic Sea Day on March 2004 in St. Petersburg, Russia (document 5/4) The Chairman of the HELCOM Response Group Mr. Thomas Fagö presented the outcome of the HELCOM RESPONSE 3/2003 Meeting and Balex Delta Mr. Fagö drew the special attention to the poor implementation of HELCOM Recommendation 23/3 "Enhancing the Use of Pilots in Route T and the Sound by Notification to Departing Ships and Establishment of an Early Warning System" and informed that this issue will be further discussed during HELCOM MARITIME 2/ LD 28 The Meeting took note of the oral information on the status of HELCOM MON-PRO (Project to review the HELCOM Monitoring and Assessment programmes) and invited Estonia, Lithuania and Russia to nominate their members of the Expert Group latest by 31 December The Meeting took note of the election of Mr. Bertil Håkansson, Sweden, as the Project Manager of MON-PRO and that the kick-off document, a draft road map for the project, has already been sent to the Project Group Members for their comments and amendments and the Strategic Plan for the project is under preparation. The project will report on progress regularly to HELCOM HOD The Meeting was concerned about problems related to submission of data to ICES and noted with satisfaction that the current non-flexible reporting format for the environmental data will be updated and new, considerably more flexible ones will be issued in Page 5 of 5

6 5.14 The Meeting took note that the Working Group on European Marine Monitoring and Assessment (EMMA) is considering data reporting and handling issues at the European level and that the outcome of the Group could be used in the future planning of HELCOM data handling The Meeting welcomed the presentation of Mr. Sebastian Valanko, the Project Assistant of the HELCOM EcoQO project, on the present status of the Project LD 29 The Meeting promoted the current EcoQO Project by: - Endorsing the road map showing the main route to be taken in the initial implementation and development of EcoQOs within the Baltic Sea area; - Endorsing the framework outlined for defining ecological quality at different levels within the context of the Convention and the future strategies and goals of HELCOM and by; - Accepting that the HELCOM Heads of Delegation should act as project correspondents to be involved in the development of EcoQOs, by giving further advice to ensure that the developed EcoQOs have true policy relevance and that EcoQOs development is in line with HELCOM s overall strategy (in terms of HELCOM s future role and priorities). Agenda Item 6 Next Meeting(s) Documents: None 6.1 LD 30 The Meeting decided that time should be reserved for the Heads of Delegation to meet prior to the HELCOM 25/2004 Meeting on 2 March 2004 at LD 31 The Meeting decided to reserve June 2004 for the next regular HOD meeting. The Heads of Delegation will confirm the dates when meeting prior to HELCOM 25/2004. Agenda Item 7 Any other business Documents: 7/1, 7/2, 7/3, 7/4, 7/5, 7/6 7.1 LD 32 The Meeting discussed offshore activities as contained in document 7/1, 7/3 and 7/6 and the letter of CPMR-Baltic Sea Commission. The Meeting strongly supported the bilateral efforts of Lithuania and the Russian Federation to clarify disagreement in the procedure of planning and constructing the D6 oil field in Kaliningrad Region. The Meeting requested Lithuania and the Russian Federation to provide HELCOM 25/2004 with a document (preferably the report of a respective bilateral meeting, planned for mid January 2004) in particular commenting on shortcomings with regard to the implementation of HELCOM regulations/recommendations. Based on that discussion the establishment of an ad hoc Working Group with the aim to consider the procedure for information and consultation with regard to activities having an impact to the Baltic Sea and with transboundary effects should be considered. 7.2 LD 33 The Meeting took note of the information that HELCOM had obtained accreditation by the UN Economic and Social Council (ECOSOC) as observer to the ECOSOC and it functional commissions (document 7/2). 7.3 LD 34 The Meeting took note of the information presented by Finland regarding the Save the connecting Baltic - the Trans-Baltic Race (document 7/4) and supported in principle the initiative. 7.4 The Meeting took note of the Statement from UNEP concerning a Global Initiative for Regional Seas Cooperation, Regional Seas Strategic Directions for as presented in document 7/ LD 35 The Meeting took note of the recommendation on observation of chemical munitions dumped into the Baltic Sea by the Baltic Assembly and requested the Secretariat to inform the Baltic Assembly on the updated information assessed by HELCOM after the Final Report of the ad hoc Working Group on Dumped Chemical Munition (HELCOM Page 6 of 6

7 CHEMU) in The Meeting was of the opinion that HELCOM has not been provided with information by the Contracting Parties that would raise special concern with regard to dumped chemical munitions. The Meeting welcomed the Baltic Assembly recommendations for further investigations and requested Russia to report the results of their special investigations made by RV "Professor Shtokman" for the consideration of HELCOM MONAS. The Meeting further requested all Contracting Parties to continue reporting on new findings and investigations concerning dumped chemical munitions and their effects in the Baltic Sea ecosystem to the Lead Country Denmark. 7.6 The Meeting took note of the information by BSPC on the results of the Baltic Sea Parliamentary Conference held in Oulu in September 2003 and the new relationships between the Council of Baltic Sea States and the Baltic Sea Parliamentary Conferences. The themes of the Baltic Sea Parliamentary Conference to be held in Bergen in September 2004 will be the environment of the Baltic Sea and health in the Baltic Sea region and the Chairman of HELCOM was invited to give a presentation at the conference. BSPC also informed the Meeting on the outcome of a Plenary Meeting of the Nordic Prime Ministers at the Nordic Council as well as the position of Danish Government concerning NEFCO. 7.7 The Meeting appreciated the information that Professor Fielmann, who organized the Baltic Media Summit in Germany last summer, is offering a gift to the Helsinki Commission as a symbol of sustainable development for future generations in the Baltic region. Professor Fielmann offers to plant trees (around 20 or 25 in each location) in the Baltic cities of Kiel (Germany), Stettin (Poland), Klaipeda (Lithuania) and Riga (Latvia) in connection with the celebrations in March. The exact location (harbour area or elsewhere) would need to be selected and arranged by the national administration. Professor Fielmann will take care of shipping the trees and planting them. It was agreed that the Secretariat would facilitate the contacts between Professor Fielmann and the HODs in the four countries. Agenda Item 8 Outcome of the Meeting Documents: 8/1, 8/2 8.1 LD 36 The Meeting adopted the List of Decisions as contained in document 8/1. Page 7 of 7

8 ANNEX 1 Ms. Inese Vaidere Chair of HELCOM LIST OF PARTICIPANTS LR Saeima Jekaba 11 LV-1811 Riga CHAIR Dir.Phone: +371 (7) Fax: +371 (7) inese.vaidere@saeima.lv Mr. Joergen Magner Mr. Torben Wallach Mr. Harry Liiv DENMARK Ministry of the Environment, Danish EPA Strandgade 29 DK Copenhagen K Ministry of the Environment Danish Environmental Protection Agency Strandgade 29 DK-1401 Copenhagen K ESTONIA Ministry of the Environment of Estonia Toompuiestee 24 EE Tallinn Dir.Phone: Fax: jm@mst.dk Dir.Phone: Fax: tw@mst.dk Dir.Phone: Fax: harry.liiv@ekm.envir.ee EUROPEAN COMMISSION Mr. Ben van de Wetering Ms. Eeva-Liisa Poutanen European Commission DG Environment, Unit B1 Office BU-9 03/174 B-1049 Brussels FINLAND Ministry of the Environment P.O. Box 35 FIN Government Dir.Phone: +32 (2) Fax: +32 (2) ben.van-de-wetering@cec.eu.int Dir.Phone: +358 (9) Fax: +358 (9) eeva-liisa.poutanen@ymparisto.fi Mr. Jan Ekebom Ms. Heike Imhoff Ms. Baiba Zasa Metsähallitus Natural Heritage Services P.O. Box 94 FIN-01301Vantaa GERMANY Federal Ministry for the Environment, Nature Conservation and Nuclear Safety Robert-Schuman-Platz 3 D Bonn LATVIA Latvian Environment Agency 23 Rupniecibas Str. LV-1045 Riga Dir.Phone: Fax: jan.ekebom@metsa.fi Dir.Phone: +49 (228) Fax: +49 (228) heike.imhoff@bmu.bund.de Dir.Phone: +371 (7) Fax: +371 (7) baiba.zasa@lva.gov.lv Mr. Guntis Drunka Ministry of Environment Marine Environment Board Voleru Street 2 LV-1007 Riga Dir.Phone: +371 (7) Fax: +371 (7) juras.parvalde@jvp.gov.lv Page 8 of 8

9 Mr. Aleksandras Spruogis Mr. Arturas Daubaras Mr. Mieczysław S. Ostojski Mr. Vsevolod Sapronov LITHUANIA Ministry of Environment of the Republic of Lithuania A. Jaksto St 4/9 LT-2600 Vilnius Ministry of Environment of the Republic of Lithuania A. Jaksto St 4/9 LT-2600 Vilnius POLAND Ministry of the Environment Department of Water Resources 52/54, Wawelska Street PL Warsaw RUSSIA Ministry of Natural Resources of the Russian Federation 4/6, B. Gruzinskaya str. RU Moscow Russia Dir.Phone: +370 (5) Fax: +370 (5) Dir.Phone: Fax: Dir.Phone: +48 (22) Fax: +48 (22) Dir.Phone: +7 (095) Fax: +7 (095) Mr. Nikolay Buzykanov Embassy of the Russian Federation Tehtaankatu 1 B FIN Helsinki Dir.Phone: +358 (9) Fax: +358 (09) Mr. Leonid Korovin Saint- Petersburg Public Organization / "Ecology and Business" P.O.B. 66 RU St. Petersburg Dir.Phone: +7 (812) Fax: +7 (812) korovinl@sovintel.spb.ru Ms. Anna Bohman SWEDEN Ministry of the Environment Division for Natural Resources SE Stockholm Dir.Phone: +46 (8) Fax: +46 (8) anna.bohman@environment.ministry.se Mr. Thomas Fagö Mr. Henrik Hagemann Ms. Lotta Nummelin Mr. Marko Mälly Mr. Bo Grönholm Swedish Coast Guard Headquarters Stumholmen P.O. Box 536 SE Karlskrona OBSERVERS Baltic Sea Parliamentary Conference (BSPC) Folketinget DK-1240 Copenhagen K Coalition Clean Baltic (CCB) Nature and Environment Annankatu 26 FIN Helsinki Conference of Peripheral Maritime Regions of Europe- Baltic Sea Commission (CPMR) P.O.Box 50 FIN Lahti Finland European Boating Association (EBA) Iirislahdentie 27 B FIN Espoo Dir.Phone: +46 (455) Fax: +46 (455) thomas.fago@coastguard.se Dir.Phone: +45 (33) Fax: +45 (33) nrheha@folketinget.dk Dir.Phone: +358 (9) Fax: +358 (9) lotta.nummelin@naturochmiljo.fi Dir.Phone: +358 (3) Fax: +358 (3) marko.mally@paijat-hame.fi Dir.Phone: +358 (9) Fax: bo.gronholm@kolumbus.fi Page 9 of 9

10 Mr. Riku Vahala Mr. Rustam Azhdar European Union of National Associations of Water Suppliers and Waste Water Services (EUREAU) c/o Finnish Water and Waste Water Works Association Ratavartijankatu 2 A FIN Helsinki Embassy of Ukraine Vähäniityntie 9 FIN Helsinki Dir.Phone: +358 (9) Fax: +358 (9) riku.vahala@vvy.fi Dir.Phone: +358 (9) Fax: +358 (9) economy@ukrainianembassy.fi HELCOM SECRETARIAT Ms. Anne Christine Brusendorff Executive Secretary Dir.Phone: +358 (9) Fax: +358 (9) anne.christine. brusendorff@helcom.fi Mr. Kaj Forsius Professional Secretary Dir.Phone: +358 (9) Fax: +358 (9) kaj.forsius@helcom.fi Mr. Claus Hagebro Professional Secretary Dir.Phone: +358 (9) Fax: +358 (9) claus.hagebro@helcom.fi Mr. Juha-Markku Leppänen Professional Secretary Dir.Phone: +358 (9) Fax: +358 (9) juha-markku.leppanen@helcom.fi Mr. Tadas Navickas Professional Secretary Dir.Phone: +358 (9) Fax: +358 (9) tadas.navickas@helcom.fi Ms. Ritva Kostakow-Kämpe Administrative Officer Dir.Phone: +358 (9) Fax: +358 (0) ritva.kostakow-kampe@helcom.fi Mr. Sebastian Valanko EcoQO Project Secretary Dir.Phone: +358 (09) Fax: +358 (09) sebastian.valanko@helcom.fi Ms. Mari Lamio Assistant Dir.Phone: +358 (9) Fax: +358 (9) mari.lamio@helcom.fi Ms. Satu Tofferi-Bishai Assistant Dir.Phone: +358 (0) Fax: +358 (0) satu.tofferi-bishai@helcom.fi Page 10 of 10

11 ANNEX 2 AGENDA 1 Adoption of the Agenda 2 HELCOM Institutional and Organizational Matters 3 Budget 2004/ Preparations for HELCOM 25/ Matters arising from the HELCOM Groups 6 Next Meeting(s) 7 Any other business 8 Outcome of the Meeting Page 11 of 11

12 ANNEX 3 PROCEDURE TO RECRUIT P-STAFF MEMBERS TO THE HELCOM SECRETARIAT 1) When a P-staff post in the Secretariat falls vacant, the Executive Secretary shall, after approval by the Heads of Delegation, display the vacancy announcement on the HELCOM home page and submit it to the Heads of Delegation for national distribution, inviting applications within a given time, not less than two months, to the Secretariat. 2) The Secretariat shall inform the Heads of Delegation about national candidates applying for a P-staff post in the Secretariat. 3) The selection procedure shall be conducted by a Recruitment Panel (hereinafter referred to as the "Panel") consisting of the Chairman of the, and the Executive Secretary of the, ex officio, as well as three other Panel members to be nominated in their personal capacity by the Heads of Delegation. The Panel will elect an independent Chairman for the Panel amongst the three nominated Panel members. 4) The Executive Secretary shall distribute the applications to the members of the Panel for evaluation and selection. 5) The Panel may call for interview up to five candidates. 6) When evaluating the candidates the personal competence and qualifications of the candidates shall be the only criteria for selection. The Panel should apply the same procedure equally to each candidate. 7) The Panel shall make all efforts to arrive at decision unanimously. In the exceptional case where no unanimity can be reached, the simple majority decision should, in the spirit of compromise, be recognized unanimously. 8) The Chairman of the Panel presents in writing the Panel's formal recommendation to the Executive Secretary of the person to be appointed. 9) The Executive Secretary forwards his/her decision together with the recommendation of the Panel and the CV of the chosen person to the Heads of Delegation for approval. Page 12 of 12