overview of the division - united nations office at genevahttpassets)/2aab3a2485… · overview of...

Overview of the Division

• Interpretation Service

• Languages Service

• Production and Support Service

• Central Planning and Coordination Service

Structure of the Interpretation Service

Interpretation ServiceOffice of the Chief

ArabicInterpretation

Section

ChineseInterpretation

Section

English Interpretation

Section

French Interpretation

Section

RussianInterpretation

Section

SpanishInterpretation

Section

Interpretation Service

• There are 100 staff interpreters, who are helped by

freelance interpreters as per the need;

• English, French, Russian and Spanish interpreters

work into their native languages from at least two of

the official languages;

• Arabic and Chinese interpreters work into and from

their native languages and are required to have an

excellent command of one foreign language, normally

English or French.

• Simultaneous interpretation in the official

languages of the United Nations to an average of

3,000 meetings per year including:

– UN Conferences at the Geneva Headquarters

– Conferences held away from the Headquarters

– Special Rapporteurs and other field missions

Interpretation Service

Meetings held or Serviced by UNOG 2006 - 2016

What does the Languages Service do?

https://vimeo.com/237399245/bc7264903d

Issuance compliance rate

The issuance compliance rate for the last 365 days as of

10 October 2017 stands at 98%

38%

50%

38%42%

37% 40%

57%

82%

98%

2009 2010 2011 2012 2013 2014 2015 2016 2017*

Documents issued on time out of those submitted on time and within the established word limits

*Sessions starting between 1st October 2016 and 30 September 2017

Production and Support ServiceAward Winning Publishing• Integrated suite of communication products

• Reduced hard copies, Increased digital presence

• Recycled paper; vegetable inks

• ISO 14001 certification

• Growing client base

Distribution• Distribute documents to participants attending

meetings

• Pre-sort and mail official UN documents and

publications

Support other Services• Mail for UNOG staff in E Bldg

• Provide additional

meeting room attendant capacity

Sustainable Publishing

Fewer copies of more

documents.

Production and Support Service

Information Technology

SectionITS supports over 1,000 users, including

DCM staff, delegates, and conference

participants through:

• IT project management

• Conference Business Analysis

• Collaboration with internal clients

Joint Service with UNOG’s Regional

Technology Centre – Europe (RTC-E)

• Centralised Helpdesk Services – Unite

Service Desk

• Centralized Infrastructure Services

• Centralized Desktop Services

• Cyber Cafe for delegates

• 1st floor E building

What CPCS can do for you

• Planning and servicing of over 10,000

meetings and of over 220,000 pages

translated pages per year;

• Allocation of rooms for calendar and non-

calendar meetings;

• Planning and coordination of provision of

conference services such as

interpretation, documentation, technical

services;

• Assistance in the rooms;

• Provision of accessible services for

persons with disabilities: ISL, closed

captioning, Braille documentation.

OHCHR, UNFCCC and UNECE held the largest number of meetings

Meeting Share of Main Clients 2016

Conference Services Practical Guidelines

Part 1

• Booking a meeting room

• Role of Meeting Room Assistants

• Interpretation dos and don’ts

• Indico- online conference management

and registration

• Multimedia services

Facilities• 37 rooms in the Palais des Nations; three rooms

at Palais Wilson;

• Concordia space inaugurated in 2016;

• Accommodate 12 to 1,939 delegates;

• Complemented by office space near meeting

areas;

• 14 rooms equipped for simultaneous

interpretation six official languages; 8 rooms in

five languages;

• Sound recording or automatic sound

amplification;

• All conference rooms equipped with WiFi and

most with a multimedia projector;

• Videoconferencing or audioconferencing

services upon special request.

How the booking process worksIn order to process your query, you will need to provide:

• Basic information

o Title and context of the meeting

o Date and timetable

o Number of participants

o Any other meeting requirements

e.g., interpretation services and other, technical requirements

• Room allocation & electronic booking

Based on availability, MCPU will allocate a room and advise you on the

submission of the necessary (prebooked) request via eMeets 2.0.

Every Permanent or Observer Mission has a generic username and

password to access eMeets.

• Reimbursable services

If need be, a cost estimate will be established for services provided on a

reimbursable basis.

A detailed seven minute tutorial on room booking is available on the website

of the Division of Conference Management at www.unog.ch/conferences.

http://www.unog.ch/conferences

The Meetings Coordination and Planning Unit

(MCPU) stands ready at any time to reply to

your questions about the conference rooms and

related services, and to provide you with any

help, guidance, and assistance you may require

prior and during the room booking process.

Telephone: +41 (0)22 917 36 68

E-mail: [email protected]

mailto:[email protected]


Part 1





and registration


The role Meeting Servicing Assistants

https://vimeo.com/145487430


Part 1





and registration


How to get the best from your interpreters

• Speak at a reasonable pace, 120 wpm or or

foresee one written page for a 2 minute

intervention. Speed is one the main

challenges when communicating.

• Intepreters listen, process and speak at the

same time. In order to convey your message,

high sound quality is required. Thus…

Please Avoid

• Mobile phones/computers/headsets and ear

pieces near microphones as these cause

interference;

• Phone or Skype links as sound quality is

insufficient;

• Remote participation should be requested well

in advance through MMS to ensure:

– (1) you have a properly equipped room and;

– (2) a sound check can be conducted with

interpreters.

Communicate

• Provide any speeches, speaking notes,

presentations or documents to the

interpreters. On the day via the Meeting

Service Assistants and also in advance to:

[email protected]

• Present and communicate. If a native

speaker listening live cannot follow, neither

can delegates listening through

interpretation.

• Think about being interpreted, allow time for

a reaction and for the interpreters to finish

with a 4-11 second time lag.

Sign language interpretation• International Sign Language provided

by accredited Free lance interpreters;

• National Sign Language can also be

provided to Treaty body meetings

depending on State requests (country

reviews);

• Please contact relevant secretariat to

inform them of such requests in good

time;

• Delegations could assist in identifying

National Sign interpreters;

• Closed captioning (max 2 languages

due to physical constraints) also

complements Sign Language;

• Same conditions and dos and don'ts as

for spoken interpretation.

Remote participation and Videoconferences

• IS developed a VC Request Form and a

Recommended Procedure to provide useful

general and technical information to prepare for

a successful remote participation with

interpretation;

• Please indicate your request well in advance to

MMS but also send your completed Request

Form to [email protected];

• Sound and image tests will be conducted with

interpreters and technical services;

• Be aware that not all rooms are equipped with

the necessary technology;

• Be aware that if the remote participant does not

use VC equipment of a minimum quality the risk

of failure is high.


Part 1




• Indico - online conference management

and registration


Long wait time at the gate to get

badges for entry into UNOG

Limited services to participants

INDICO

Conceived in 2015 ➢ improve IT systems➢ modernise processes

Piloted with UNCTAD XIV in Nairobi in July 2016~7000 participants registered

~6600 badges issued

Full implementation at Palais des Nations to be complete Dec. 2017

The Project

Direct cost 0 $

Indico (Integrated Digital Conference)

The Solution

Worldwide 40 +

Free and Open Source

Used by 40+ institutions &

organizations globally

Modular 100 % Customisable and

scalable

Enterprise-class Developed and used by

CERN since 2004

Shorter and faster queues at the Pregny Gate

Expanded services to conference participants

Once account created, easy to register for events

Support for remote venues

The Benefits

Users of UNOG Indico (Oct.2017)

SSS UNCTAD OHCHR ODA ODG UNIS LIB IGF Permanent

Missions UNECE * UNISDR * WHO * UNAIDS * UNHCR * UNRISD *

DESA UN Women ILC * DGACM * UMOJA *

UNEP UNON/Sec *

UNCCD

* Adoption of Indico is under consideration or in progress

244 conferences and events

3,124 sessions organised with Indico

33,968 approvals

of registrations by Conference Managers

41,645 registrations

by participants to conferences and events

Statistics

28,209 badges printed

by Security

Basic Indico Workflow 1/2

Participants

Secretariats

Set up a conference

Open the online registration

Participants

Share the linkRegister online for

events/Conferences

Secretariats

Approve or reject registrants

If approved, participants receive an eTicket with QR

code by email

Basic Indico Workflow 2/2

Participants register for events/conferences

Participants come to the venue with QR

code and ID or Passport

QR code printed

QR code on mobile

No QR code

Participant has not registered.

So, no e-Ticket

Badge Issued


Part 1





and registration


Multimedia Serviceshttps://vimeo.com/185454631

Multimedia production capacity

includes:

• content creation

• development and production

of electronic publications

The UNOG Annual Report was designed, produced and

published as an “App” for Apple and Android tablets and

smartphones in English and French versions.

Scan me!

Scan me!

https://vimeo.com/185454631

http://www.unog.ch/80256EDD006B8954/(httpAssets)/7106F4F9939E641FC1257E0A00338037/$file/15_02039E_PDF_2.pdf

Multimedia ServicesContent we create includes

videos, 360o photographs,

augmented reality, aerial

footage, social media feeds

and content for interactive

touch screens – some of

which is shown here.

Aerial

360o photo

Coffee break

3:50 to 4:15 p.m.


Part 2

• Documents classification and prioritization

• Summary records & corrections procedure

• Distribution counters & print on demand

• Where to find information and

documentation

– DCM website

– UNTERM

Translation – Principal Users for 2016

238,777PAGES

Provision of official documentation

• Documents managed in line with pertinent rules and guidelines:

Editorial directives;

Submission, processing and issuance within prescribed timelines(10-4-6/ 8-4-4 rules);

Prioritization based on categories (pre-, in- & post-); and timelyversus late.

• Also assigned to service conferences outside Geneva for which DCM coordinates remote translation and availability of documents on site, including UNFCCC and UNCCD conferences;

• Upstream and downstream services before and after submission.

Upstream PlanningAdvance workload forecasting and slotting of

documentation

• Substantive secretariats documentation forecasts reviewed, negotiated and approved in line with:

Clear legislative mandates and budgetary entitlements, as necessary;

Feasibility of submission and request dates in line with established patterns;

Established word limits, e.g. 10,700 or 8,500 words;

Overall volume of documentation;

• Parliamentary documents slotted based on agreed submission/ issuance dates and volume of text;

• Mutual commitment i.e. the substantive department agreeing to submit by the agreed deadline and DCM agreeing to issue in time (in 4 weeks for documents within established limits);

• Forecasting information shared with DCM processing sections/units for capacity planning purposes.

Downstream ManagementDocuments submitted by substantive secretariats and

assigned for processing

• Documents cross checked upon submission to ensure that they comply with forecast and criteria set for official UN documentation;

• Documents scheduled for processing according to type of submission (in-, pre- and post session documents) and submission compliance, i.e. timely vs. late submitted;

• Guidance and feedback to submitting departments;

• Coordination of all required actions and monitoring of jobs to ensure: Timely issuance and availability in time for conferences Simultaneous distribution in all languages

• Permanent Missions can manage receipt of hard copies;

• Official documents can be accessed on ODS

Simultaneous distribution

• In line with the Organization’s policy on multilingualism;

• As per pertinent General Assembly rules, documents considered issued when all requested languages are available;

• Simultaneous distribution of documents strictlyrespected;

• Under the close scrutiny of the Committee on Conferences.


Part 2





documentation

– DCM website

– UNTERM

Summary records & corrections procedure

• Provide an analytical summary of the discussions;

• Not to be confused with verbatim records;

• Cannot be altered post facto i.e. referencecan only be made to what was actually said;

• Any corrections to be transmitted to the Division of Conference Management in the language in which the SR was issued;

• Corrections to the records will be issued as a technical reissue.


Part 2





documentation

– DCM website

– UNTERM

Distribution counters• Door 40, 2nd floor, E Building (servicing HRC,

UNCTAD and all other meetings taking place at the E building).

• Door 6, 3rd floor, C Building, C-337 (servicingECE and the Conference on Disarmament).

• Palais Wilson (servicing Human Rights Treaty bodies).

• Meeting Rooms

• Permanent Missions Pigeonholes

– Quai 49 (E Building)

Print-on-Demand

• UN policy to minimize paper consumption

• Documents pre-printed for meetings in limited

numbers

• Supplementary copies reproduced as and when

requested

• Documents made available online digitally

Digital Document Distribution

• Official Document System (ODS)

Secretariat Websites

• Tablets

• QR Codes


Part 2




• Where to find information and documentation

– DCM website

– UNTERM

Where to find information and documentationDCM website with pages in all 6 languages

Targeted tailor-made

information

Multilingual pages in all 6

languages

http://unogwebsite.unog.un.org/80256EE60057CB67/(httpPages)/CFF6C33C6C105732C1257ED8004C6877?OpenDocument

http://unogwebsite.unog.un.org/__80256ee60057cb67.nsf/(httpPages)/d7a68d4d00cfa65bc1257ed9004666fa?OpenDocument&ExpandSection=1

UNTERMThe United Nations Terminology Database

• Multilingual terminology management system

• Global Terminology Project

• Over half million multilingual records:

• All UN Secretariat Duty Stations / Regional

Commissions

• Public, web based access:

Terminology

Nomenclature

Proper Names

Phraseology

untermportal.un.org

Country

Names

untermportal.un.org

Global Terminology

• Global project

standardization

harmonization

consolidation

feedback

• Fully integrated with other tools in the document

processing chain

consistency

global team

work

Example

untermportal.un.org

untermportal.un.org

Questions & Answers