ICITO Administrative Memorandum No. 12 26 October 1955 Tenth Session 1. Office hours As from 27 October 1955 to the end of the Session the regular offioe hours of the secretariat will include Saturday morning. Translation service; to. toichelet, Chief Reviser, will bo responsible for the necessary arrangements for the teams of translators (from 9 a.m. to 9 p.m.). (One shift to be available until 9 p.m.toondaythrough Friday.) Documents control and secretarial assistance; In the absence of Mrs. Haefeli, tome. Micheline brunetti will be Acting Pool Supervisor. The hours of work would be by shifts in accordance with instructions given by the Pool Supervisor (8.45 a.m. to 9.30 p.m. Saturday: 8.45 a.m. to 1.45 p.m.). As far as possible, overtime worked b^ the General Service staff and temporary staff would be compensated by time off. The overtime record for the pool will be kepi by toe. brunetti and tome, toathez. In other services, suitable arrangements will be made for recording overtime of the General Service staff. 2. Conference arrangements Order of the Day - This document will be issued for every day that meetings are held and will appear under the series 0D/. It will be prepared by the Conference Officer after the Secretary of'meetings,tor.haight, has indicated the items to appear on the programme for plenary meetings, and after approval is obtained from the Executive Secretary or tho Deputy Exeoutive Secretary. Agenda items for plenary meetings as shown on the Order of the Day will be followed by the numbers of the relevant documents. Meetings of working parties - Secretaries of meetings are reminded that chairmen of working parties cannot decide on the date and hour of meetings. Secretaries of meetings should pass their requests to the Conference Officer who will prepare a draft programme for approval by tor. Haight, Secretary of Meetings, Unavoidable changes to the fixed Order of bhe Day must be reported to the Conference Officer noo later than 5.45 p.m. Mgt/111/55
-4- Secretariat assignments - A secretariat assignment sheet will be issued and posted every day by the Conference Officer. This will indicate the time and place of meetings, names of the secretaries of plenaries or working parties, interpreters, prdeis-writers, etc., who will service the meetings in question. This sheet can be consulted with the attendants at doors No. 2, 6 and 14, in the Operations Unit, Languages Unit, Central Office and at the entrance hall to the Villa "le Bocage". To contact the attendants the telephone extensions are: Door No. 2 (Conciergerie) - Ext. 2901; Door No. 6 - Ext. 2906j Door No. 14 - Ext. 3114; Bocage - Ext. 3470. Conference Officer - Mr. Roth will be responsible inter alia for assigning conference rooms to working parties and arranging the seating and disposition of the rooms, for keeping a record of dates those rooms are used (to be transmitted to the Administrative Office at the end of the Session), for informing daily the United Nations of tho programme of meetings-for the following day (ext. 3444 or after 6 p.m. ext. 2901), for issuing the Order of the Day and the secretariat assignment sheet, for checking representatives' credentials and report to the Executive Secretary on those not received or accredited, for compiling and keeping up to date the list of representatives and any changes thereto, for preparation of the admission cards, for keeping the catalogue of information cards completed by representatives, for having distributed the attendance sheets in plenary meetings, for receiving documents from delegations and forwarding them to the Operations Unit and subsequently forwarding when necessary to the Pool Supervisor, for supervising the documents' distribution during the Session, for assuring an adequate supply of documents in conference rooms, for maintaining and controlling the social calendar and assisting delegations on questions of protocol in so far as possible, for supervising the preparation of the signature copy of any protocol drawn up at the Tenth Session and thereafter its signature or the signature of any other protocol including the full powers therefor of the signatories. Summary records editor - Miss Peaslee and Mr. Saager will prepare the summary records. Miss Peaslee will be responsible for their revision and for having them issued, in so far as possible, in English two days following the meeting and in French one day later. Secretaries - Every plenary and working party meeting will be attended by one of the three available secretaries (Miss Breen, Mme, Feinsilber and Mrs. Wilson) for the purpose of assisting the secretary of the meeting and the Conference Officer; the secretary of the meeting or working party may excuse the attending secretary when he feels that her services will not be needed. She will be responsible for seeing that all documents mentioned on the Order of the Day are in the documents case in the conference room and for controlling their distribution. In plenary meetings she will circulate the attendance sheet and at the close of the meeting give it to the preciswriter. She will distribute documents around the conference table if a
-3- special distribution (e.g. secret documents, etc.) is necessary. She will be expected to provide secretarial assistance to members of the secretariat when required during the meeting. Whenever delegates provide the secretariat with copies of their prepared speeches she will assist in getting a copy to the interpreter concerned before the speech is made. At the opening plenaries she will issue to delegates the admission and the white information cards at the entrance of the conference room. Careful control is to be kept of the numbering of admission cards since delegates will not be allowed to enter the rooms without them. 3. Enquiries office The office of the Conference Officer (office A.660, ext. 3034) will be attended at all times for answering enquiries with regard to the conduct of the session. In addition to assisting the Conference Officer, the clerk in the enquiries office will maintain the liaison with Villa "le Bocage" and despatch the drivers as necessary. 4. Delegations In document TEN/3, "Information for Delegations», most of the points are covered on which queries may be made by delegationsj however, it is advisable that secretariat members acquaint themselves with the contents of this document so that they will be able to properly inform delegations. Numbered admission cards will be distributed to delegates and observers before the opening plenary meetings at the entrance to Conference Room XII or thereafter by the Conference Officer (office A.66O). A provisional list of representatives will be distributed on the first day of the session, and as soon as all lists of delegations and credentials have been submitted a final list will be issued. All credentials, lists of delegations and information cards should be given to the Conference Officer. If any delegation requests office space, supplies or secretarial assistance, they should be referred to Mme. Tissot, ext. 3471. Likewise, for any other administrative questions the Administrative office (ext. 3471) should be contacted. Outside office hours and weekends the Palais Conciergerie (ext. 2901) can be contacted to obtain private addresses of delegates; otherwise this information is available in the Enquiries Office. 5. Registry. Members of the secretariat are reminded that whenever an official communication is given to than by a delegation it should be immediately sent to the registry clerk at Villa "le Bocage» for registering and filing before further action is taken. Exceptionally in the case of an urgent communication the action required in the communication may be taken if it is sent immediately thereafter to the Registry for registering and filing.
_4-6. Documents control Mme. Brunetti, Acting Pool Supervisor, will be responsible for the channelling of documents, once she receives thorn in draft form, to the ohief revisor, M. Michelot, for their subsequent preparation on stencils, chucking and for obtaining when feasible final approval by requesting officer, for transmittal to United Nations Document Service (office C.lll) with proper forms for reproduction and ultimate distribution. She will assure that stenographic assistance is regularly available to allow for the daily issuing of the Order of the Day, secretariat assignment sheet and the summary records. All documents including Press Releases to be issued must pass first to Mme. Brunetti who registers them and sends them on for translation and stencilling. Requesting officers must attach the proper request form (regular or urgent) to the document to be issued, giving complete instructions for its preparation and paying particular attention to indicate necessary references for the translators. If full information is not given the Pool Supervisor will return the document without delay to the requesting officer for completion. Once the document has been reproduced it is the responsibility of the Conference Officer for its distribution, and it is the responsibility of the attending secretaries to distribute it in the conference rooms. Inadequate or the omission of references will necessarily result in delays in the translation of a document. A single daily distribution of documents will be made to the secretariat and delegations Monday through Saturday mornings no later than 9 a.m. in the Bocage and the Palais. The acting Pool Supervisor shall not deal with requests made by delegations for documents; such requests should be referred to Documents Distribution Service (offioe C.lll) or to the Conference office. The schedule of reproducing documents by the Documents Distribution Service in the Palais is as follows: Monday through Friday documents will be accepted for reproduction for distribution the following morning until 8 p.m. if more than six stencils until 9 p.m. if not more than six stencils until 9.45 p.m. if not more than two stencils until 10 p.m. regardless of length of document but only for a limited distribution in a conference room* in the course of the following morning and the regular distribution a day later (i.e. the date of that document's normal circulation). and * In such cases the Acting Pool Supervisor must take into account that the total roll for such a document must be increased by the amount to be sent to the conference room otherwise the Distribution Service will run short in the regular circulation of the document.
-5- Saturday morning documents will bo accepted for reproduction and for distribution on Monday morning until 11 a.m. if more than six stencils until 12 noon if not more than six stencils until 12»45 p»m. if not more than two stencils (practically, the Order of the Day and nothing else) until 1 p.m. regardless of size but only for a limited distribution in a conference room* in the course of Monday morning and the regular distribution on Tuesday morning. Officers are reminded that during the session no special distribution to delegation offices and addresses will be made and that no commitments should be made in this regard. The duties of the attendants at conference rooms comprise controlling the entrances, 'setting up the rooms (placing pencils, scratch paper, country name cards, etc.), answering telephones, adjusting the lighting and ventilation, etc.; further, attendants should not be called upon to fetch documents and to run errands taking them from their post - if they render such services it is in violation of their instructions and duties laid down by the administration of the Palais. 7. Languages service. -.-... M. Glémet, Languages Officer, will be responsible for indicating the assignments of interpreters to the various meetings to the Conference Officer ' ' before : 5*45 p.m. daily. For the entirety of' the session, within the framework of his duties as Languages Officer, he will remain available to the Executive Secretary-for translation work. M. Michelet, chief revisor, will be directiy responsible for assigning work to the translators, bearing in mind the priority schedule and taking account of the instructions and references for the translation of thé document. Documents should not be sent : directly to the chief revisor but should be processed through the Acting Pool Supervisor charged with documents control. Translators should not hesitate to contact the various officers concerned for queries on the clarity of texts, their references etc. * In such cases the Acting Pool Supervisor must take into account that the total roll for such a document must be increased by the amount to be sent to the conference room otherwise the Distribution Service will run short in the regular circulation of the document.
8, Priorities In the case of urgent documents that cannot be processed by the translation and stenographic services by the time indicated on request foms, the Pool Supervisor will contact the Head of the Operations Unit who shall establish priorities for documents issued by his unit or handed in by delegations. When the decision on priorities involves other units than the Operations Unit, the matter should be referred to the Deputy Executive Secretary who may, if necessary, convene a meeting, with representatives of the units and of the services concerned, to be held at "le Bocage". 9. Secretariat offices The following persons will have offices at the Palais des Nations for the duration of the Tenth Session: Office No. Mr. E, Wyndham White A.652 Mr. J. Royer A,656 Mr. J.W. Evans A.648 Mr. R. Glémet A,658 Mr. W.E. Roth A. 660 (Miss J. Breen A.648 Secretaries:(Mme. M. Feinsilber A.654 (Mrs. M. Wilson A.654 Enquiries office: Mme. P. Makaeff A.660 10. Car service Telephone 3030 3032 3028, if no answer 3031 3033 3034 3028, if no answer 3031 3031 3031 3034 Two cars will assure the liaison with the Palais des Nations. hours of service of the drivers will be as follows: From Monday through Friday: Mr. Beckett M. Richard The 8.45 a.m. to 12.15 p.m. 2.15 p.m. to 6 p.m. (to come back in the evening at 8 p.m. until 9.30 p.m. for collection of doouments to be taken to roneo and drive any staff members to the Place des Nations) 9.30 a.m. to 1 p.m. 2.p.m. to 8 p.m.
-7- Saturday: - 9 a.m. to 1 p.m. (to alternate) Mr. Papadimas (huissier) - 9 a.m. to 12 p m«1 p.m. to 6 p,m. Saturday: 8.45 a.m. to 12 p.m. As far as possible Mr, Beckett will oontinue his normal duties and M. Richard will cover conference needs. All requests for drivers should be channelled at the Villa through Mr. Bugge (ext. 3474) and at the Palais des Nations through the Enquiries office (ext. 3034). On no account should instructions be given to the drivers by persons other than Mr. Bugge or the person designated by him to give those Instructions. Members of the staff are requested to refrain as far as possible from sending in requests for errands at the Palais, any such requests should continue to be channelled through Mr. Bugge. These requests will be met only if they do not interfere with the official duties of the drivers. 11. Gate During the Tenth Session the small gate between "le Bocage» and Palais des Nations (Library side) will be open every day from 9 a.m. to 7 p.m. (normally the gate is only open from 12 noon to 2.30 p.m.). 12. Meals No luncheons will be served at the Villa "le Bocage", but Mme. Bachmann (ext. 3498 or 3497) has agreed to serve snacks for those desiring to eat at the Villa in the evening. It would be appreciated that at least three hours' warning is given to Mme. Bachmann before 6 p.m. In order to avoid keeping accounts, the snacks will have to be paid cash. It would also help tremendously, in view of the increased number of staff members during the session, if teas and coffees were paid, as far as possible, in the same manner. 13. Conference of Foreign Ministers Members of the secretariat are kindly requested to follow the instructions contained in Information circular No. 520 issued by the European Office of the United Nations. All staff members (including temporary conference staff) should at all times carry with them the yellow card issued by the secretariat.