IV REGIONAL MEETING OF THE ILO STAFF UNION AMERICAS (LIMA AUGUST 2009) CONCLUSIONS

Transcription

1 IV REGIONAL MEETING OF THE ILO STAFF UNION AMERICAS (LIMA AUGUST 2009) CONCLUSIONS In accordance with Article 25 of the Staff Union Rules and within the framework of Conventions 87 on Freedom Association and the Right to Organise; 98 on the Right to Organise and Bargain Collectively; 151 on Labour Relations (Public Sector) and in accordance with the collective agreements signed between the ILO Staff Union and the Administration, the representatives of the Offices of the Americas present in Lima confirm the IV Regional Committee is duly constituted and comprised of the delegates present at the meeting and representing all the offices in the Region. The meeting also designated a Regional Coordinating Team comprised as follows: Amalia O. de Cuba, who is a member in her own right in her capacity of Regional Delegate for the Americas; as well as Patricia Bustos, Vice President of the ILO Staff Union Santiago; Adolfo Ciudad, President of the Staff Union San José; and Paula Robinson, Staff Union Representative Port of Spain, who were elected by consensus of all the staff union delegates present at the meeting. The Committee expresses its appreciation for the hospitality and participation of the Deputy Regional Director, Ms. Carmen Moreno, as well as the participation of the Ms. Françoise Martínez and Ms. Barbara Collins from the Human Resources Department of Headquarters and the Regional Office respectively. I. Selection and Recruitment 1.1 Staff selection and recruitment processes for all posts whether Professional (P), General Services (GS) or National Officers (NO) should guarantee the principles of transparency, equal opportunity, qualified and efficient staff. 1.2 With respect to the recruitment of GS and NO staff in the Region, the existing Local Selection Committees as well as the Regional Selection Committee play an important role. These committees should also have clear and precise procedures adapted to their operation and to the Staff Regulations as well as the Collective Agreements in force. 1.3 In light of the positive experience of staff union participation in the Local Selection Committees in the Region, the Regional Committee proposes the extension of this procedure to all selection processes with a view to having these processes standardized for all staff (Professionals, GS and NO) posts, irrespective of the source of their funding. 1.4 The processes in the region should be the same for all personnel, applying the same selection tests, which would facilitate having a staff complement homogenous in quality and classification. 1.5 Within the context of the Field Structure Review, the extra workload as well as the selection and recruitment process are areas of concern. The Staff Union fully supports that international staff posts on the Technical Teams of the various offices are being filled, however, the Committee is aware of the urgent need to strengthen the support teams of general service staff in these offices so as to avoid work overload for these staff members. The Committee is also aware that the international staff is increasingly covering a greater number of countries.

2 2 1.6 It must also be highlighted that in the Region, SSA contracts have been eliminated. However, the Committee notes that there still exist precarious contractual arrangements in some offices under the 3.5 contract modality. For this reason it is recommended that there should be a regularization of these contracts by December On the other hand, the Committee urges the Administration to eliminate the use of EXCOLL contracts for the execution of tasks not related to a determined product, as, unfortunately, these contracts continue to be used to hire staff who carry out tasks of an almost permanent nature and are present in the office on a regular basis. 1.8 It is desirable to define in coordination with HR and the Regional Directorate, the criteria for the temporary nature of contracts. To this effect it is necessary to determine within the short term, the guidelines which revoke the 2004 memorandum from the Regional Directorate which lay out the procedures to follow when filling vacant Technical Cooperation posts or posts financed from funds of a temporary nature. II. SHIF/CASP: 2.1 The Committee considered it important to follow up on the commitment made during III Regional Meeting; reference is made to the study done on Staff perceptions with regard to the ILO health insurance fund in the region. 2.2 As a result of this study and in close coordination with SHIF, Human Resources and the Regional Staff Union delegates, an awareness raising campaign on the best use of SHIF will be developed. 2.3 On the other hand, there are still steps to be taken to speed up the agreements with the various health centres providing care in the cities where ILO Offices are located in the region. To date only some offices in the region have managed to establish agreements with clinics and health care establishments. HR is urged to give special priority to this subject so as to resolve this matter at the earliest. 2.4 Another issue requiring attention is reducing the time it takes to receive reimbursements of medical expenses. It is also necessary to make available information related to cases where reimbursements of medical bills remain unpaid for a protracted period. III. Reclassification of Posts 3.1 In the context of increased technical cooperation in the Region and consequently the increase in the workload generated, it is necessary to see to it that officials are recruited for the duties that they really carry out, and with the appropriate reclassification of their posts. 3.2 It is also recommended that there be an optimization of personnel in each office in such a manner that the work teams are established with the number of persons required for the existing volume of work. IV. Local Staff Salaries 4.1 As a follow up to the 2007 Regional Meeting, we are appreciative of the actions relating to local staff salaries taken by both HRD and the ILO Staff Union. It is also important to highlight the contribution of the ILO Staff Union in the ICSC Working Group toward the formulation of concrete proposals for changes in the existing local staff salaries methodology which will enter into force as from 2011; proposals which obtain the protection of local staff 2

3 3 conditions of service and avoid the loss of purchasing power in the different locations. 4.2 It is recommended that the Interagency Committees for Local Salaries (ICLS) be strengthened as joint organs of the UN System, which should continue participating in the implementation of the Salary Surveys in each location, and which, in addition, represent the guarantee of strict fulfillment of the provisions in the salary methodology as well as of the transparency of the survey results. For this reason, in as far as possible, all efforts should be made to support training activities for the staff representatives on these Committees which may either suffer from a lack of technical capacity or require reinforcement in this field. 4.3 The Committee also considered it essential to continue training staff affiliated to the Staff Union in the use and development of the methodology, and also to work with local FUNSAs to obtain a better coordination and ILO leadership in the Interagency Committees on Local Salaries. 4.4 Counting on the support of the local FUNSAs and FICSA as well as CCISUA, steps will be taken to request that United Nations, New York, which is responsible for the review of the surveys and the approval of local staff, salary scales, redraft or redesign the B6 software, in an Excel configuration for the processing of the salary surveys so that this software may be placed at the disposal of all the ICLS Committees for the advancement of their own work on the salary surveys. 4.5 With the backing of local FUNSAs, FICSA and CCISUA, UN New York will be requested to provide permanent support to the ICLS committee in each location for the search for and greater suitability of the comparator firms. 4.6 With the support of ICLS committees and in close coordination with FICSA and CCISUA, it is proposed to draft a manual of good practices for the use of the Local Salary Committees, based on successful experiences of those Committees which are developing and have developed salary surveys with optimal results. 4.7 It is agreed to request the intervention of FICSA and CCISUA, so that they may contact UNISERV, United Nations International Civil Servants Federation, with a view to coordinating with this federation, a platform of joint work aimed at developing activities and consensual motions in the area of local staff conditions of service related to the changes in the salary methodology in the ICSC Working Group. V. Conflict Resolution 5.1 The Administration is urged to take measures against all forms of harassment, or violence at work, by monitoring supervisory personnel and by training them and informing them of the rules and existing procedures. 5.2 The Administration is urged to ensure an effective intervention by local facilitators and the Regional facilitator to prevent formal complaints and to improve communication. It is also urged to ensure the relevant training of trade union representatives in each one of the offices in the region. The prevention of conflict should be a matter of priority for the Region. 5.3 In the same way, it is considered necessary to improve and enhance the representativity of the local facilitators. 3

4 VI. UN Reform 6.1 The Administration is urged to continue providing timely information on the working group s progress on the issue of UN reform. 6.2 The involvement of Staff representatives in the interagency consultation process on this issue is considered to be of great importance. 6.3 There is urgent need to present a common denominator of working conditions in the areas of standardization and efficiency proposed within the framework of UN reform, which should be inspired by the procedures dealing with staff matters within the ILO, in particular, facilitating the processes of consultation and negotiation with the ILO Staff Union. 6.4 The Staff Union is committed to strengthen its links with the other agencies of the UN system at the local level, and with the FUNSAs in order to coordinate activities. For this reason, it will keep in constant contact with the CCISUA so as to be informed of the progress achieved at this level. VII. Training 7.1 With respect to the planning and use of training resources allocated to each Office, the existence and the good functioning of the Local Learning/Training Committees was highlighted as a good practice. For this reason, it is important to ensure that staff representatives on the Local Training Committees monitor the planning and use of training resources allocated to each office. 7.2 It is indispensable to ensure training of the local committee members through the preparation of specific guidelines for their functioning. 7.3 We consider that all proposed training should be related to career prospects within the ILO. 7.4 The Staff Union recognizes the value of the Local Learning/Training Committees and recommends that the use of training resources allocated to each office be authorized through these Committees. VIII. Staff Union Training, Information and Strengthening 8.1 There is need to improve staff union training as well as internal information and to make training more participatory at all levels, whether the region level, at headquarters or in the field. 8.2 There is need to reinforce among the staff, knowledge about the role of the Staff Union and its different organs, to this end a manual is being drafted. 8.3 The Regional Committee will contribute to the updating of the Staff Union web page with links so that information concerning the Region is more visible. IX. Occupational Safety and Health 9.1 Through the Safety and Health Committees established in each office and in a coordinated manner with the Administration, the material conditions of the different offices and the technical cooperation projects should be assessed. 9.2 Given the deterioration of the working environment in several offices in the Region, there is need to find ways to facilitate communication and interaction, which will avoid frustration and a lack of motivation, as well as ways to organize activities aimed at improving these negative conditions, which have consequences for the physical and mental health of officials in the Region. 4 4

5 5 9.3 In accordance with the former, particular attention will also be given to the training and information related to occupational safety and health in all areas of the Organization in the Region. 9.4 The participants in the IV Regional Meeting of the ILO Staff Union Americas want to place on record their solidarity with the staff of the ILO Office in Port of Spain, given the working environment in this Office. The Meeting requests the Human Resources leadership and the Regional Directorate to give this matter special attention. The Staff Union for its part will provide every support necessary to the colleagues in the Port of Spain Office as required. X. Equal Treatment and Non-discrimination 10.1 The Staff Union reaffirms its desire to achieve greater equality not only between male and female officials but also at all levels and in the policies of the Organization. XI. Performance Appraisal 11.1 The Administration is urged to organize training activities on the components of the performance appraisal process, to be implemented in January 2010, for the personnel in all offices XII. Working Conditions and Salaries of Subcontractors: 12.1 There is need to have internal measures established in order that the ILO may require that subcontractors adequately respect the rights of workers, guaranteeing fair conditions of work in accordance with national labour legislation and ILO Standards Within the framework of actions taken as a part of the UN management team, the ILO ought to insist that the other Agencies in the Common System respect the fundamental rights of workers who provide maintenance, security and other services for those offices. XIII. Improve Dialogue and the Consultation Processes 13.1 The effective application of the principles contained in ILO Conventions 87, 98 and 151 is urged The Recognition and Procedural Agreement states that the Office and the Union recognize that, so far as it has the authority to do so, the Office, as an employer, should promote the principles and rights embodied in the Freedom of Association and Protection of the Right to Organise Convention, 1948 (No. 87), the Right to Organise and Collective Bargaining Convention, 1949 (No. 98), the Labour Relations (Public Service) Convention, 1978 (No. 151) These conventions determine the rules indispensable for the effective functioning of trade unions and the relations between the employer and the trade union The Regional Committee draws the attention of the Administration, both at Headquarters and in the Region, to these principles in order that they may be implemented. The Committee is particularly concerned about the lack of respect for the Staff Union s autonomy to procure the services of legal support on the one hand, and the assignment of facilities for the performance of their duties as trade union representatives We urge the Administration to hold regular meetings and to provide space for debate and discussion at the different levels (Directors, HR Representatives) 5

6 6 with the Staff Union Representatives so as to maintain a constant flow of information and consultation. XIV. IRIS in the field: 14.1 The Staff Union requests that the Regional Directorate provide information in a timely manner on the process for implementing IRIS in the field It also requests that the training required to cope with the transition from one system to the other (Fisext to IRIS) is provided beforehand. XV. Next Meeting: In accordance with the Rules, the Committee agrees that the next ordinary meeting will take place during The dates and location will be determined in consultation with the Committee. The Regional Committee also considers it desirable to organize an annual coordination meeting at a time and place to be determined in consultation with the Committee. Selection and Recruitment STAFF UNION PLATFORM OF ACTION Follow up on the finalizing the Regional Directorate s communication on the Selection Process in the event of temporary vacancies irrespective of the source of funding. Timeline: 30 September 2009 In accordance with Circular No. 630 and points 1.6 and 1.7 of this document, each local trade union representative will present the Regional Delegate with a list of officials with precarious contracts. Timeline: October Make an official request to the Regional Directorate for information on the Restructuring of the Field. Timeline: October SHIF/CASP Ensure the prompt implementation of the awareness raising campaign on the best use of SHIF. Timeline: November Monitor the receipts from SHIF in each one of the offices so as to verify the time it takes to receive a response. Keep the SHIF Director in Geneva and HRD, Lima informed on the outcome. Timeline: October Improve coordination with Regional HRD to develop a Model Agreement with local clinics, with a view to obtaining group rates which redound directly to the benefit of the staff and SHIF. Timeline: October Local Staff Salaries Methodology Preparation of a manual of good practices for the use of the Local Salary Committees, based on the positive outcome which these Committees are experiencing and have experienced with the salary survey yielding optimal results. Ensure the realization of training sessions on the local salary methodology for the offices in the region. Timeline: December Conflict Resolution 6

7 7 Update and disseminate the list of facilitators in the region (for the Mediation and Conflict Resolution system). In strict application of the Collective Agreement on the subject, the election of facilitators should be carried out in consultation with the Staff Union. Timeline: December Safety and Health Committee Constitute Safety and Health Committees in all the offices in the Region. Timeline: 15 October Organize an information and awareness raising campaign on harassment in the workplace, as part of trade union protection of colleagues experiencing this situation. Timeline: March Carry out the Survey on Organizational Environment distributed during the meeting with a view to developing a diagnostic of the Safety and Health situation in the offices. Timeline: March In coordination with the Staff Union and HR, organize a training session for the members of the Safety and Health Committee (Administration and Staff Union), using as input the diagnostic obtained from the Survey on Organizational Environment. Timeline: November Dissemination, information and Trade Union Strengthening In collaboration with the colleagues responsible for the Staff Union portal, contribute to the development of a more dynamic and better integrated webpage, which would incorporate links to the regional delegations, a database with an interface to search for documents and an option to subscribe to union information alerts. Timeline: April Lima 28 August 2009 CARMELINA BONAVIA, ILO Staff Union Representative New York KITTY SHEA, ILO Staff Union Representative Washington ERIKA FLORES, President ILO Staff Union México ADOLFO CIUDAD, President ILO Staff Union San José CARMEN BENITEZ, President ILO Staff Union Lima PAULA ROBINSON, ILO Staff Union Representative Port of Spain LILIANA MACEIRAS, President ILO Staff Union Buenos Aires PATRICIA BUSTOS, Vice President ILO Staff Union Santiago 7

8 ALEJANDRO IBARRA, President ILO Staff Union CINTERFOR 8 RAFAELLA EGG, Vice President ILO Staff Union Brasilia AMALIA O. DE CUBA, Regional Representative ILO Staff Union AMERICA Chris Land-Kazlauzkas, President ILO Staff Union - Geneva Gloria Moreno- Fontes, Second Vice President ILO Staff Union Geneva Alternate Regional Representative Americas 8