WMO Continuing Policy

Executive Council Resolution 8 (EC-75) requests that the Secretary-General make:

The full text of selected resolutions of the Executive Council expressing the continuing policies of the Organization, accessible through the WMO website and separate publications.

Pursuant to this request, the Secretariat has compiled this content, which brings together WMO policies that remain in force through resolutions adopted by the Executive Council, as well as two resolutions adopted by the World Meteorological Congress. Its purpose is to provide a single, consolidated reference for these continuing policies, thereby facilitating their accessibility, review, and understanding.

The document will be maintained and updated regularly to ensure that it remains current and reflects any relevant developments. 

A subtitle for WMO

The Congress decides to adopt the subtitle “weather, climate and water” for the Organization, to be used on all official documentation, correspondence and publications. 

Resolution 24 (Cg-XIV) 

_____________________________

Emblem and flag of the World Meteorological Organization

The Congress recognizing: 

  1. That it is desirable to mark the more than 50 years of existence of the Organization by changing the colour of the wind rose superimposed on the United Nations emblem to gold,
  2. That it is also desirable to enhance the visibility and the distinctiveness of the WMO emblem by adding at the bottom of the emblem the full name of the Organization in Arabic and Chinese, and its abbreviation in the other four official languages, English, French, Russian and Spanish,
  3. That it is necessary to strengthen the protection of the name of the Organization, its emblem and flag, including through the adoption of precise guidelines,

Decides:

  1. That the design referred to above shall be the emblem and distinctive sign of the World Meteorological Organization and shall be used for the flag of the Organization;
  2. That the Secretary-General shall maintain the flag code and regulations concerning the dimensions, proportions and use of the flag;
  3. That the Secretary-General shall adopt guidelines concerning the use and reproduction of the WMO emblem and official seal;
  4. That Members of the World Meteorological Organization should maintain within their own jurisdiction appropriate measures as are necessary to prevent the use, without authorization by the Secretary-General, and in particular for commercial purposes by means of trademarks or commercial labels, of the emblem and the name of the World Meteorological Organization, and of abbreviations of that name through the use of its initial letters.

Resolution 45 (Cg-XV) 

_____________________________

Consultative status of non-governmental international organizations

Definition of the consultative status which may be accorded by the WMO to Non-Governmental International Organizations

  1. Consultative status may be granted to all the non-governmental international organizations which request it. after the World Meteorological Organization Executive Committee accepts their affiliation.
  2. Consultative status accords a non-governmental international organization:  

               (i)    Entitlement to be represented by an observer without voting rights at sessions of the World Meteorological Organization Congress;

               (ii)    The possibility of being invited by the Secretary-General, after consultation with the President of the constituent body concerned, to sessions of the Regional Associations or of the Technical Commissions in which it is interested;

               (iii)    Entitlement to present, at these meetings, working documents on items on the agenda of the meeting which are of particular interest to it;

               (iv)    Entitlement to propose items for the agenda of the meetings to which it has been invited;

               (v)    Entitlement for the observer of the organization in question to speak on the items concerning it, before the Associations or Commissions, with the prior consent of the President of those bodies; an observer at the Congress may speak subject to the prior consent of the Bureau of Congress.

            3.    The World Meteorological Organization requires a non-governmental organization to which it accords consultative status:

               (i)    To inform the Secretary-General in which Regional Association and/or Technical Commission of the Organization it is particularly interested;

               (ii)    To accord the Organization the same privileges as the Organization grants it. 

Resolution 2 (EC-IV) 

_____________________________

Annual World Meteorological Day

The Executive Committee,

Decides to establish an Annual World Meteorological Day to be celebrated each year on 23 March;

Urges the Members of the Organization to do their utmost to celebrate the World Meteorological Day in an appropriate manner; and

Directs the Secretary-General to assist the Members of the Organization in this connexion.

Resolution 6 (EC-XII) 

_____________________________

WMO Staff Pension Committee 

The Executive Council,  

Decides that the composition of the WMO Staff Pension Committee shall be as follows:

(a)    Three members and one alternate member appointed by the Executive Council acting on behalf of Congress,

(b)    Three members and one alternate member appointed by the Secretary-General from amongst the senior officers of the Secretariat,

(c)    Three members and one alternate member elected by the WMO participants in the United Nations Joint Staff Pension Fund.

Resolution 21 (EC-XXXV) 

_____________________________

WMO Programme Support Cost Policy

In line with United Nations system-wide practice, this Programme Support Cost Policy applies to voluntary contributions to WMO and refers to variable or incremental costs that would not be incurred if the Organization did not administer voluntary contributions including the work effort directly affected by transaction volume.  

The WMO Programme Support Cost Policy is as follows:

  1. A programme support cost recovery rate of 7 per cent should be applied to those activities supplementing regular budget activities of WMO Scientific and Technical Programmes (standard setting and normative activities) in order to recover indirect costs;
  2. A rate of 10 per cent for Voluntary Cooperation Programme (VCP) projects shall be applied as per the Rules of the VCP1 for management of the VCP;
  3. A rate of 12 per cent for support costs for the management of the funds for Junior Professional Officers;
  4. A programme support cost recovery rate of 13 per cent should be applied to technical cooperation projects for capacity development, for which the following flexibility might be granted, even cumulatively where applicable, the minimum recovery rate being 7 per cent in cases where:

                (a)    The recipient government or the donor assumes responsibilities for certain functions, as direct costs or otherwise, which could be performed by the WMO Secretariat, a reduction in the rate by up to 2 per cent shall be granted;

                (b)    The technical cooperation project consists only of the procurement of equipment, supplies or materials, a rate of 9 per cent shall be applied;

                (c)    The donor accepts simplified reporting with a narrative report describing the use of funds and the results achieved, the reduction in the rate by 1 per cent shall be granted, on the understanding that the financial performance will be reported within the framework of the statutory biennial closure of accounts;

            (d)    The recipient least developed country is the donor, the minimum rate of 7 per cent shall be applied;

         5.    Programme support cost recovery rates set by the Climate Funds, the European Commission, the United Nations Development Programme, the World Bank and regional development banks should be applied respectively for the management of projects financed by these donors. Programme support cost recovery rates for the United Nations system Multi-Donor Trust Funds should be applied for the management of projects financed within the framework of the United Nations system Multi-Donor Trust Funds;

         6.    Beyond those mentioned herein, there shall be no exceptions to these overhead rates unless explicitly granted by the Secretary-General after due consideration of the costs and benefits which would accrue to WMO and its Members. 

Resolution 20 (EC-64) 

Footnotes

1 Costs involved in the management of VCP should be kept to a minimum and should be met from the appropriate allocations in the regular budget together with allocations from the VCP Fund (VCP(F)), as necessary, but not exceeding 10 per cent of VCP(F) and interest credited to VCP(F) (amended by the Executive Council at its forty eighth, fiftieth and fifty-sixth sessions).

_____________________________

Policy on disclosure of internal audit reports

Introduction  

1.    The WMO Policy is to operate in a transparent and accountable manner. Consistent with this guiding principle, annual reports prepared by the Internal Oversight Office for Congress or the Executive Council and its Committees, as specified in the regulatory framework and the Charter of the Internal Oversight Office, are publicly available on the WMO Website. In addition, all final reports of the Office that arise from internal audits, inspections, functional reviews and other assurance work at the Secretariat (Assurance Reports), are accessible to the Executive Council Audit Committee. WMO has further determined that, to the maximum extent possible, such final reports should be accessible to Member States and Territories, subject to conditions/criteria defined in this Policy. In this regard, WMO also recognizes that there may be exceptional circumstances where legal or practical constraints limit the ability of WMO to achieve full transparency if it is to protect the interests of WMO and its Members or the legitimate interests of those who deal with WMO.

2.    This Policy governs disclosure of Assurance Reports and supersedes or amends any restrictions as regards such final reports of the Office in the WMO regulatory framework or documents describing the mandate and operations of the Office. Disclosure of evaluation and investigation reports will be covered under separate policies.

3.    This Policy will be implemented and adjusted according to experience and under the guidance of the Audit Committee.

General principles  

4.    All final Assurance Reports issued by the Internal Oversight Office are transmitted to the Secretary-General and other pertinent members of management, as well as to the External Auditor, according to provisions in the WMO regulatory framework and the Charter of the Internal Oversight Office. All such reports are available to the members of the Audit Committee.

5.    In addition, all final Assurance Reports issued by the Office will be made available upon request to members of the Executive Council and authorized representatives1 of WMO Members, except where the Audit Committee decides otherwise in accordance with the following provisions.

Restricted reports  

6.    The Secretary-General and the Director, Internal Oversight Office, may at his or her discretion propose to the Audit Committee limitations to disclosure of Assurance Reports where such disclosure would:

(a)    Cause undue harm to the interest of WMO, its Members, or the legitimate interests of those who deal with WMO;  

(b)    Expose WMO to the risk of legal action by persons named in the report, or others whose identity may be inferred from it, or by government agencies for alleged violation of a criminal or civil statute;

(c)    Impede, jeopardize or interfere with other investigations in progress or pending by the Internal Oversight Office, law enforcement or other investigatory authorities;

(d)    Risk alerting anyone involved with crimes, that their activities may be known to investigating authorities or under investigation, or be otherwise potentially helpful to anyone perpetrating or contemplating unlawful activities;

(e)    Put the safety or welfare of anyone who is working for, on behalf of, or with WMO at increased risk.

7.    In cases when the Secretary-General or the Director, Internal Oversight Office, proposes to restrict disclosure of a particular report in accordance with this Policy, the initiator of the proposal will send such a report to the WMO Legal Counsel, together with a written submission stating the reasons for wishing to restrict disclosure by reference to the criteria (paragraph 6) outlined in this disclosure Policy and his or her opinion as to whether the report should be made available in a redacted form and, if so, the nature of the proposed redactions.

8.    The Legal Counsel will prepare a written response to give his or her opinion on the issue, including whether the report should be made available in a redacted form. If this is the case, the Legal Counsel may also propose appropriate redactions to the report.

9.    The Secretary-General or the Director, Internal Oversight Office, will consult with WMO Legal Counsel and may modify his or her proposed restrictions based on the Legal Counsel’s advice. The Secretary-General or the Director, Internal Oversight Office, will then submit the Assurance Report, his or her submission, Legal Counsel’s opinion and, if applicable, the proposed redactions to the report to the Audit Committee for consideration. The Audit Committee will make a final determination as to whether the Assurance Report should be disclosed and in what form. The Office will keep a record of the full process relating to restricted reports.

10.    Upon a written request channelled through the Office of the Secretary-General, WMO will provide Executive Council members or authorized representatives of Members the opportunity to read specific restricted reports in any redacted form decided by the Audit Committee in a secured environment, for example the premises of the Internal Oversight Office. The Internal Oversight Office will provide such access on the basis of signed confidentiality undertakings. The confidentiality obligations will prevent public disclosure but allow Members to discuss the general conclusions set forth in the specific reports with their constituency on an “as needed” basis, provided that no information concerning any person referred to in the reports is publicly disclosed. Neither hard nor electronic copies of the reports will be made available to such authorized representatives.

11.    In all cases of requests by other WMO stakeholders such as donor intergovernmental organizations the Secretary-General, in consultation with the Chair of the Audit Committee as necessary, will have the authority to determine as to whether and how internal audit reports could be disclosed.

12.    The decision to provide the reports should be made on a case-by-case basis and stakeholders granted access to the internal audit reports shall adhere to WMO confidentiality procedures. 

Resolution 23 (EC-64) 

Footnotes

1 Assurance Reports are available to the members of the Executive Council, their alternates and advisers, as well as to any authority specifically designated for that purpose by the Government of the Member concerned. By default, Permanent Representatives with WMO and Ministries of Foreign Affairs (including Permanent Missions to the United Nations Office in Geneva) shall have the power to designate the persons whom they authorize to request access to Assurance Reports on behalf of the Member concerned.

_____________________________

Guidelines on the planning and production of WMO publications

The aim of the WMO publishing programme is the most effective and widest possible dissemination to target audiences of timely and authoritative information that is directly linked to the objectives of the Organization, as articulated in the WMO mission and Strategic Plan.

Categories of publications and documents  

The Sixteenth World Meteorological Congress agreed that all formal publications, that is, those bearing a WMO number and ISBN, are grouped into two categories:

  1. Governance and technical publications, including the official records of WMO constituent bodies and weather-, climate- and water-related publications originating from the technical commissions and departments;
  2. General information publications, which are outreach publications targeting the general public, policymakers and decision-makers.

Other information products without a WMO number are also issued. These include design projects (folders, travel kits, posters, etc.), documentation and reports associated with meetings of working bodies of the Executive Council, technical commissions, regional associations and other non-constituent bodies, conferences and workshops, and studies prepared by experts and WMO staff. When needed, programme series numbers may be maintained.

Languages and formats  

Congress defines the languages in which planned publications are issued. Translation of technical publications, especially education and training publications, into the six official languages of WMO (Arabic, Chinese, English, French, Russian and Spanish) is generally accorded high priority, in order to facilitate the transfer of knowledge and standard and recommended methodology. Offers from Members for in-kind translation and editing of publications are welcome.  

The formats and means of distribution of publications (print, Web-based downloadable pdf, CD-ROM, USB key) are chosen to meet the needs of target readers and the requirements of WMO Corporate Visual Identity Guidelines, within the constraints of available resources.

Responsibilities  

Management of the publications programme is the responsibility of the Secretary-General within the framework established by Congress and taking into account the guidance given by the Executive Council.  

Within this framework, the originating constituent body and relevant Secretariat department are responsible for:

  1. Ensuring the quality of the substantive and technical content of the publications and other information products they prepare;
  2. Delivering a manuscript that complies with WMO style and formatting guidelines for authors;
  3. Allocating funds to cover the costs of publication.

The Publications Board is responsible for reviewing and coordinating the implementation of the WMO publications programme and ensuring the maintenance of high technical standards of WMO publications.

Planning

Planning well in advance helps ensure efficient coordination of the WMO publishing programme and the most cost-effective management of resources. This applies equally to documentation associated with constituent body sessions and other meetings and events, to new governance, technical and general information publications, and to updated or new editions of existing titles.  

New publications bearing a WMO number should be initiated and approved by a constituent body resolution and/or by the Secretary-General. In planning new publications, the following criteria should be considered:  

  1. The work should add value to the literature within the WMO sphere of activities;
  2. The content must be scientifically, technically and legally valid and of wide interest;
  3. The text will remain valid and of significant interest to Members and the wider scientific community for a reasonable period of time;
  4. The content should not be in breach of copyright or other reproduction restrictions and thus able to be published by WMO.  

The list of WMO publications to be produced during a given financial period is defined by a resolution of Congress. The list proposed to Congress is based on the recommendations of WMO constituent bodies or the Secretary-General. Before Congress, departments are also asked to secure the necessary funds to be included in the regular budget proposal for the forthcoming four years.  

Publications not included in the list approved by Congress and other information products may be produced given the availability of the necessary funding and subject to the approval of the proposal by the Secretary-General, following a recommendation from the Publications Board.  

Initial planning by originating departments and/or constituent bodies should include:

  1. A designated responsible officer;
  2. Designated author(s) or contributor(s);
  3. A decision on the intended status of the material, for example, governance (WMO endorsed standard), technical or general information;
  4. A review process, depending on the category of the proposed publication, to ensure the quality of the substantive and technical content;
  5. An estimate of the volume of the document;
  6. The languages and formats in which it should be produced, taking into account the target audience and the availability of the financial resources;
  7. A tentative schedule, including time needed for drafting and review;
  8. A cost estimate.  

Review  

To ensure the high quality of WMO publications, the manuscripts of all governance, technical and general information publications should be reviewed before being submitted for production.  

With the exception of abridged constituent body reports, the final manuscript of each governance and technical publication should be appraised by a carefully chosen referee, assisted by advisers, as necessary. The president of a technical commission shall normally act as referee for technical publications related to the work of the commission concerned. The technical commissions, regional associations or an Executive Council panel of experts or working group are encouraged to establish their own review mechanism, as set out in Annex 2 to Resolution 1 (CHy-XIII).  

The manuscript of each general information publication should be circulated for review to the Communications and Public Affairs Office.  

Dissemination  

WMO publications are disseminated in a variety of formats depending on the type of publication and its target audience. The Secretariat publishes a Web catalogue showing a historic listing of publications as well as those available for sale.  

Free online availability of documents  

The Secretariat should make publications available online and inform Members and experts of each release. As Congress agreed, hard copies should not be provided systematically, but mostly on request.

Resolution 24 (EC-64) 

_____________________________

WMO quality policy statement

WMO, through its Programmes and activities, is dedicated to ensuring the highest possible quality of all meteorological, climatological, hydrological, marine and related environmental data, products and services, in particular, those supporting the protection of life and property, safety on land, at sea and in the air, sustainable economic development and protection of the environment.  

To achieve this goal, WMO is committed to the adoption and implementation of an Organization-wide quality management approach, associated with meeting the WMO main objectives and strategic priorities.  

The quality management approach provides WMO Members’ National Meteorological and Hydrological Services (NMHSs) and other relevant stakeholders with a framework to assist in:

(a)    Understanding their purpose and the context in which they operate both nationally and internationally;  

(b)    Planning and instigating their strategic direction;  

(c)    Identifying and providing the appropriate resources to achieve planned objectives;

(d)    Achieving the consistent delivery of high-quality products and services;  

(e)    Evaluating and reviewing organizational practices, procedures and processes to drive continual improvement.  

This WMO Quality Policy is underpinned by relevant WMO regulatory and guidance material and sustained through compliance with national and international regulatory requirements and the practical application of the principles of quality management1:  

(a) Customer focus;  

(b) Leadership;  

(c) Engagement of people;  

(d) Process approach;  

(e) Improvement;  

(f) Evidence-based decision-making;  

(g) Relationship management. 

Resolution 19 (EC-69) 

Footnotes

1 As specified by ISO 9001:2015 Quality management systems – Requirements, sub para 0.2.

_____________________________

Policy and rules governing payment of travel expenses and subsistence allowances in respect of non-staff Members of WMO

1.    Introduction

Under certain circumstances persons who are not staff members of the World Meteorological Organization may be authorized to travel on behalf of the Organization. This document defines the policy and financial arrangements that shall apply in such cases in respect of travel expenses and subsistence allowances.

The present Policy and Rules are issued on the authority of the Executive Council of the World Meteorological Organization.

2.    Applicability

Travel expenses and subsistence allowances can be paid to persons who are not staff members of WMO only if they fall within one of the following categories:

(a)    President of WMO travelling on official WMO business (see paragraph 9);

(b)    Members of the Executive Council, except the President, attending sessions of the Executive Council (see paragraph 10);

(c)    Hydrological advisers to the presidents of the regional associations (when travelling to attend sessions of the Executive Council) (see paragraph 11);

(d)    Presidents of regional associations (when travelling on official WMO business other than for sessions of the Executive Council) (see paragraph 12);

(e)    Presidents of technical commissions; Chair of the Research Board, Chair of the Scientific Advisory Panel, co-Chair of the joint WMO/IOC Collaborative Board, representatives of the World Meteorological Organization at meetings of other international organizations; members of subsidiary bodies of the Executive Council, other constituent bodies of WMO and the Research Board authorized to meet at the expense of the Organization in accordance with General Regulation 31; experts called for consultation or to attend WMO constituent body meetings on invitation of chairs when authorized by the respective terms of reference or other meetings, as well as seminars and conferences associated with activities authorized by a decision taken by Congress or the Executive Council (see paragraph 13);

(f)    Principal delegates attending technical commission sessions from low-income economies, lower-middle income economies and least developed countries (see paragraph 14);

(g)    Members of the Audit and Oversight Committee attending sessions of the Committee, (see paragraph 15);

The scale of payments of each category is defined in the following paragraphs.

3.    General policy and conditions

(a)    Travel expenses and subsistence allowance will be borne by WMO when a journey has been authorized by a senior official of the requesting department with authority delegated by the Secretary-General. Such authorization will in all cases be effected by means of an official and approved WMO Travel Authorization. The Travel Authorization will be issued before the journey is made unless for reason of urgency such a course is impracticable. In such cases the Travel Authorization will be issued with a minimum of delay;

(b)    The authority regarding travel and duration of mission specified on the Travel Authorization must not be exceeded without the prior permission of a senior official of the requesting department with authority delegated by the Secretary-General;

(c)    The Organization will meet expenses only in respect of journeys actually accomplished and costs actually incurred;

(d)    The travel costs to be borne by the World Meteorological Organization must normally not exceed the cost of a return journey from the usual place of residence or duty to the place of the meeting;

(e)    Travel shall be by the most economical and direct route, unless the necessity for travel by other routes is officially established and approved;

(f)    If a traveller takes an indirect route for his/her own personal convenience, reimbursement for expenses shall be based on the itinerary actually travelled, provided that the travel expenses do not exceed what would have been incurred had the traveller used the most economical and direct route , as per WMO financial liability;

(g)    Whenever possible, the travel tickets will be purchased by the Organization. When the travel tickets are purchased by the traveller, the following conditions apply:

(i)    If there are changes to the planned official travel, the traveller is responsible for managing any associated change, and refund requests by dealing directly with the ticket provider and covering any extra charges related to these changes;

(ii)    Travellers are responsible for obtaining their own security and medical clearances, and meeting the visa requirements for their approved official travel;

(h)    Travel expenses and subsistence allowance include:

(i)    Transportation expenses (see paragraph 4);

(ii)    Subsistence allowance during the period at the place of the meeting for which the travel has been authorized (see paragraph 5);

(iii)    Necessary additional expenses during travel (see paragraph 6).

4.    Transportation expenses

(a)    Mode of travel

Rail shall be the normal mode of travel where practicable. For journeys longer than six hours, transportation by air can be chosen as normal mode of travel at the expense of the World Meteorological Organization. It shall be by direct route and economically acceptable. If prompt, speedy and economical transportation by air or rail is not available, an alternative mode of transportation most appropriate to the concept of speed and economy shall be authorized.

(b)    Class of accommodation during travel

Subject to the qualifications given in paragraph 9, travel shall be by air in economy class, or by rail in first class.

The business class, where available, shall be provided for official travel on official business for WMO President, Vice-Presidents, presidents of technical commissions and presidents of regional associations, when a single leg journey is nine (9) hours or more and for multi-leg journeys if the combined official travel time of the journey is eleven (11) hours or more, including a maximum of 2 hours of connection time, provided that the journey to the next destination resumes within 12 hours, in accordance with the WMO rules and travel policy applicable to WMO staff.

(c)    Travel by car

In certain cases travel by private car may be permitted against reimbursement of expenses at the rates and under the conditions specified in the WMO travel policy.

(d)    Other means of transport

Travel expenses to and from the meeting, during the course of the session or consultation, are included in the daily subsistence allowance.

The hiring of transport for more extensive use than that detailed in the foregoing paragraph shall not be permitted unless such hiring is specifically authorized.

5.    Travel subsistence allowance

(a)    Definition

The travel subsistence allowance is granted to compensate the traveller for the necessary increase in living expenses resulting from travel.

The allowance is the Organization's total contribution toward charges such as meals, lodging, local transportation at the place of the meeting, communication costs and minor expenses.

Any expense that exceeds the allowance shall be borne by the traveller.

(b)    Rates of subsistence allowance

Subsistence allowance, when payable, shall be met by a flat daily allowance.

(c)    Computation of allowance

(i)    The full applicable rate of the daily subsistence allowance (DSA) is payable when travellers must spend a night away from their residence;

(ii)    The standard DSA shall be reduced:

(a)    By 50% if accommodation is provided by a government, other organization or private company (including airline) at no expense to the traveller or if no evidence of payment for the cost of the hotel is provided;

(b)    By 60% for a journey of more than ten hours and less than twenty-four hours which does not involve a night away from the traveller’s residence;

(c)    By 100% when travellers are in flight from one location to another and for the day on which the official travel is concluded;

(d)    In accordance with the published rates established by ICSC.

(iii)    For travel by private car, subsistence allowance shall be paid for the period for which the journey could have been accomplished by the most economical and direct route;

(iv)    Participants may be paid a lump sum covering all official travel expenses, the tickets, the DSA and terminal expenses or covering the DSA and terminal expenses only. In both cases, the amount of the lump sum must not exceed 80% of the entitlement under WMO official travel rules.

6.    Miscellaneous travel expenses

Additional necessary travel expenses may be reimbursed for visa fees for official travel, baggage fees charged by airlines, equivalent to the charge for one checked bag up to 23 kg, when no free baggage allowance is offered by the airline, cost of inoculations and vaccinations imposed by National Health Service regulations and required for official travel and airport taxes for the approved itinerary.

7.    Travel advances and travel claims

An advance payment of up to 100% of the estimated subsistence allowance may be made to non-staff members travelling on behalf of WMO or whose official travel is paid for by WMO.

Individuals travelling on behalf of WMO or whose official travel is paid for by WMO shall, within two calendar weeks after completion of the official travel, submit a completed official travel reimbursement claim, with supporting documents, including hotel invoices and boarding passes.

Recovery of official travel advances (or “due to”) shall be initiated if an individual travelling on behalf of WMO fails to submit a duly completed claim together with the supporting documents, or if, on review of the claim, it is determined that the official travel advance exceeded the amount of reimbursable official travel expenses.

8.    Insurance

Non-staff members of WMO who are authorized to travel at the Organization's expense and/or who are receiving a DSA from WMO must ensure they are fully responsible for expenses incurred in the event of death, illness or injury during official travel and attendance at meetings on behalf of the Organization. They are, therefore, fully responsible for arranging life, health, accident, as well as any other forms of insurance with an adequate level of coverage for the duration of such meetings and events.

WMO liability is limited to the performance of services or attendance at a meeting on behalf of the Organization, is covered by an injury and illness benefit insurance which provides a limited coverage for medical, emergency and supplementary official travel expenses

9.    President of the World Meteorological Organization travelling on official WMO business (including sessions of the Executive Council)

Standard of accommodation:

By rail           By air

First class     Economy/Business class, when applicable.  

The standard rate of the DSA as established by the United Nations.

10.    Members of the Executive Council (when travelling to attend sessions of the Council) except the President

(a)    General

All members of the Executive Council except the President (see paragraph 9) are entitled to reimbursement of the costs of transportation and/or to payment of subsistence allowances for the purpose of attending sessions of the Executive Council, within the conditions provided hereafter.

In the case of a president of a regional association being unavoidably prevented from attending a session, the same expense may be paid for an alternate.

In exceptional cases, the same expenses will be paid to a person replacing a member, when the latter is unable to attend.

(b)    Standard of accommodation:

By rail          By air First class

First class    Economy/Business class, when applicable.

(c)    Subsistence allowance:

A subsistence allowance for the period of attendance at the sessions of the Executive Council will be paid, on request, in lieu of the transportation costs, under the following conditions:

The standard rate of the DSA as established by the United Nations.

Payment under this Rule, consequent to the exercise of his/her option by an Executive Council member, will automatically cancel his/her entitlement for the reimbursement of transportation costs provided under any other Rule.

(d)    Least developed countries

Notwithstanding the above paragraphs (a), (b) and (c), both travel expenses and subsistence allowance will be paid upon request to Executive Council members from least developed countries (LDCs) if they are in need of such support to enable their full participation in sessions of the Council.

The list of LDCs is established by the United Nations.

11.    Hydrological advisers to the presidents of the regional associations (when travelling to attend sessions of the Executive Council)

The material arrangements for this attendance are in accordance with General Regulation 125(b).

12.    Presidents of regional associations (when travelling on official WMO business other than for attendance at sessions of the Executive Council)

Standard of accommodation:

By rail    By air

First class    Economy/Business class, when applicable.  

The standard rate of the DSA, as established by the United Nations.

13.        Presidents of technical commissions; Chair of the Research Board, Chair of the Scientific Advisory Panel, co-Chair of the joint WMO/IOC Collaborative Board, representatives of the World Meteorological Organization at meetings of other international organizations; members of subsidiary bodies of the Executive Council, other constituent bodies of WMO and the Research Board authorized to meet at the expense of the Organization in accordance with General Regulation 31; experts called for consultation or to attend WMO constituent body meetings on invitation of chairs when authorized by the respective terms of reference or other meetings, as well as seminars and conferences associated with activities authorized by a decision taken by Congress or the Executive Council.

Standard of accommodation:

By rail          By air

First class    Economy/Business class, when applicable.  

The standard rate of the DSA, as established by the United Nations.

Travel and subsistence allowance shall not be paid by the Organization, as applicable, for the period during which the president of the technical commission or any other of the aforesaid persons is included in the delegation of a Member to the session of the constituent body concerned.

14.    Principal delegates attending technical commission sessions from low-income economies, lower-middle income economies and least developed countries.

(a)    Low-income and lower-middle income economies

Principal delegates from low-income economies and lower-middle income economies of Members of the technical commissions that are classified as low-income economies or lower-middle income economies, as per the yearly classification of the World Bank, are entitled to reimbursement of the costs of transportation and/or to payment of subsistence allowances for the purpose of attending sessions of technical commissions within the conditions provided hereafter.

In exceptional cases, the same expenses will be paid to an alternate replacing the principal delegate, when the latter is unable to attend.

(b)    Standard of accommodation  

By rail          By air

First class    Economy class

(c)    Subsistence allowance (DSA)

A subsistence allowance for the period of attendance at the sessions of technical commissions will be paid, on request, in lieu of the transportation costs, under the following conditions:

(i)    The standard rate of DSA as established by the United Nations;

(ii)    Payment under this Rule, consequent to the exercise of his/her option by the delegate will automatically cancel his/her entitlement for the reimbursement of transportation costs provided under any other Rule.

(d)    Least developed countries

Notwithstanding the above paragraphs (a), (b) and (c), both travel expenses and subsistence allowance will be paid upon request to the principal delegates from least developed countries (LDCs) if they are in need of such support to enable their full participation in sessions of technical commissions.

The list of LDCs is established by the United Nations.

15.    Members of the Audit and Oversight Committee (AOC) attending sessions of the Committee

Standard of accommodation

By rail          By air

First class    Economy/Business class, when applicable

The business class, where available, shall be provided for official travel on official business for members of the Audit and Oversight Committee, when a single leg journey is nine (9) hours or more and for multi-leg journeys if the combined official travel time of the journey is eleven (11) hours or more, including a maximum of 2 hours of connection time, provided that the journey to the next destination resumes within 12 hours.

16.    Exceptional cases

In the application of these rules the Secretary-General may have to use discretion in cases of ill health. 

Resolution 43 (EC-76) 

_____________________________

Terms of reference for the Bureau functions and tasks of the president and the vice-presidents

President and Vice-Presidents of the World Meteorological Organization - A Practical Guide

Bureau

1.1    What is the Bureau?

The Bureau is an informal consultative mechanism with primary, though not exclusive, focus on the preparation of sessions of the Executive Council and Congress, functioning in a transparent manner and with its deliberations communicated to Members.

1.2    Who are the members of the Bureau?

The Bureau is composed of:

  • President of the Organization
  • Vice-Presidents of the Organization
  • Secretary-General

1.3    What are the terms of reference of the Bureau?

The terms of reference of the Bureau are defined in Annex IV of the Fifteenth World Meteorological Congress Abridged final report with resolutions (WMO-No. 1026), recalled by Resolution 40 (Cg-19).

        WMO Bureau - Terms of reference

            1.    Definition, purpose and scope

The Bureau is an informal consultative mechanism to advise the President of the Organization and facilitate discharge of his mandate as defined in the WMO Convention and General Regulations.

The Bureau consists of the President, the three Vice-Presidents and the Secretary-General.

Its primary role is planning, organization and coordination of the work of Congress and the Executive Council. It also reviews the implementation of the directives of Congress and the Executive Council, and facilitates consultation on a broader range of topics, including cross-cutting and emerging issues, especially those requiring prompt attention.

            2.    Organization of the work and resource implications

The meetings of the Bureau will normally be held twice a year, with one short meeting organized in conjunction with every regular session of Congress or the Executive Council. The President, in consultation with the Secretary-General, may invite other participants with respect to consultations that may be required.

The cost of travel and subsistence will be met by the Organization in accordance with applicable rules (General Regulation 31 and Resolution 27 (EC-73) – Rules governing payment of travel expenses and subsistence allowances in respect of non-staff members of WMO, amended by Resolution 43 (EC-76) – Revised Travel Policy with regard to Audit and Oversight Committee (AOC) Members). The Secretariat provides the necessary support for the meetings.

            3.    Agenda and outcomes

The President will inform Members of the agenda before Bureau meetings to enable feedback, as well as on the deliberation and outcomes following the meetings.

2.    President and Vice-Presidents of the Organization

2.1    Who are the President and the Vice-Presidents of the Organization?

The Organization has (Convention, Art. 4 (b)):

  • One President
  • Three Vice-Presidents: First, Second and Third Vice-President

Only persons who are designated as Directors of their Meteorological or Hydrometeorological Services by the Members of the Organization can be elected as the President or a Vice-President (Convention, Art. 6 (a)).

If the President or a Vice-President of the Organization ceases to be a Director of a Meteorological or Hydrometeorological Services of a Member also ceases to hold that office (General Regulation 9).

In the performance of their duties the President and the Vice-Presidents act as representatives of the Organization and not of particular Members (Convention, Art. 6 (b)).

The President and the Vice-Presidents of the Organization shall normally belong each to a different Region (General Regulation 66).

2.2    What are the functions and tasks of the President of the Organization?

  • The President of the Organization is:
  • President of Congress and of the Executive Council (Convention, Art. 4 (b));

Ex officio member of the Executive Council (Convention, Art. 13).

The President of the Organization cannot be at the same time President or Vice-President of regional associations or technical commissions or elected members of the Executive Council (General Regulation 7).

2.2.1    Functions of a generic character

2.2.2    Functions and tasks related to Congress and the Executive Council  

SESSIONS

Convenes ordinary sessions of Congress (General Regulation 102)

            –    Opens and closes the meetings

            –    Directs the discussions

            –    Ensures the observance of the provisions of the Convention and of the Regulations applicable to the body concerned

            –    Accords the right to speak, including imposing a time limit on each speaker and calling a speaker to order if the remarks are irrelevant to the subject under discussion

            –    Put questions to the vote and announce decisions

            –    Has control over the proceedings and the maintenance of order at its meetings

            –    Rule on points of order

            –    Has the power to propose adjournment or closure of the debates or adjournment or suspension of meetings

            –    The activities of the Organization and its constituent bodies

            –    Actions taken or decisions or directives adopted during the intersessional period, including those which are not within the ambit of previous decisions by Congress or the Executive Council or the Regulations of the Organization and need to be confirmed by Congress or the Executive Council

            [It is customary for the President to include in the report to the Executive Council the authorization, done on behalf of the Executive Council, of the retention by the Secretary-general of staff members in the Professional category and above beyond the age of 65.]

            –    Other matters affecting the Organization or its constituent bodies

  • May invite any Director of a Meteorological or Hydrometeorological Service or any other individual to be present at, and to participate in, the discussions of Congress with a view to securing the widest possible technical representation (Convention, Art. 7 (c))
  • May invite to participate in sessions of the Executive Council:

            –    The Chair of the WMO AOC and other bodies established by Congress or the Executive Council (Rules of Procedure for the Executive Council and for the Bodies Reporting to the Executive Council, I – EC, 3.2)

            –    Individual experts or representatives of international organizations (Rules of Procedure for the Executive Council and for the Bodies Reporting to the Executive Council, I – EC, 3.4)

INTERSESSIONAL PERIOD

            –    If the President so decides

            –    If any of those entitled to vote requests such action within 30 days of the date of dispatch of the request to vote

            –    If the question put to the vote falls within one of the following categories:

                    ▪    Questions leading to changes in the Technical Regulations

                    ▪    Questions affecting the Organization’s programme

                    ▪    Questions affecting the relations between the Organization and another intergovernmental body or an organization with which WMO has defined its relations

                    ▪    Proposals whose implementation, if they are accepted, would call for extensive or costly action on the part of Members 

SUBSIDIARY BODIES

General

  • Determines working languages at the Executive Council’s committees’ sessions based on the participation of members (General Regulation 97)

Financial Advisory Committee

Policy Advisory Committee

Audit and Oversight Committee

            –    The disciplinary process or any associated points of law as established by the misconduct rules annexed to the contract of the Secretary-General (Rules of Procedure for the Executive Council and for the Bodies Reporting to the Executive Council, II.B – AOC, 2 (3) (r))

            –    Assessing the investigation report and supporting information and any comments from the Secretary-General; the recovery of financial losses suffered by the Organization; assessing potential or actual conflicts of interest of members of the Executive Council Disciplinary Committee (Rules of Procedure for the Executive Council and for the Bodies Reporting to the Executive Council, II.B – AOC, 2 (3) (s))

Disciplinary Committee

Joint WMO-IOC Collaborative Board

            –    Five (out of ten) representatives of WMO scientific and technical bodies and programmes, including co-sponsored entities, representing the leadership of activities in observing system, data processing and management, forecasting systems, services and applications, and research; from a meteorological perspective

            –    Three members of the WMO Executive Council, taking into account overall (with IOC) geographical balance

            –    A WMO Vice-President as the Co-Chair

Hydrological Coordination Panel

Panel on Polar and High-mountain Observations, Research and Services

Capacity Development Panel

2.2.3    Functions and tasks related to other bodies

CONSTITUENT BODIES OTHER THAN CONGRESS AND THE EXECUTIVE COUNCIL

  • Decides on the acceptance of invitations by Members to host sessions of constituent bodies based on the provision of assurances and the list of Members which intend to be represented at the session (General Regulations, Annex I.8)
  • In case of a vacancy in the presidency and vice-presidency of a regional association or technical commissions, assumes the responsibility of Acting President of that body until the President is elected (General Regulation 15 (b and d))

            [This provision includes the President designating one of the Vice-Presidents to act as a president of a regional association in case of a vacancy of both the president and Vice-President.]

REGIONAL ASSOCIATIONS (SPECIFIC)

  • Is consulted, with the presidents of the regional associations, by the Secretary-General on the drawing up of a provisional programme of sessions of associations (General Regulation 138 (a))
  • Agrees to the time and place of meetings of regional associations determined by the presidents of the regional associations, which meet as often as necessary (Convention, Art. 18 (C))
  • Agrees to the date and place of an ordinary or an extraordinary session of a regional association determined by the president of the association after consultation with the Secretary-General (General Regulation 138 (a))
  • In the case where invitations are received from more than one Member to act as host for the same session of a regional association, makes a decision upon submission of the matter by the Secretary-General (General Regulation 138 (b))

2.2.4    Functions and tasks related to the Secretary-General and the Secretariat

2.2.5    Functions and tasks related to finances

  • Approves ex gratia payments that the Secretary-General may make deeming to be necessary in the interest of the Organization, provided that a statement of such payments shall be submitted to the Executive Council with the financial statements as detailed in Regulation 14.1 (Financial Regulations, Art. 13.4)
  • Approves the appointment or separation of the head of Internal Oversight Office made by the Secretary-General after consultation with the President (Financial Regulations, Art. 13.9)
  • In case of urgency, approves the referral by the Secretary-General to Members, for decision by correspondence, financial matters that are beyond the competence of the Executive Council (Financial Regulations, Art. 17.1)
  • In case of doubt as to the interpretation or application of any of these Financial Regulations in important cases, confirms that the Secretary-General is authorized to rule thereon (Financial Regulations, Art. 17.4)

2.2.6    Functions and tasks related to external relations

  • Is consulted, together with president of the association or the commission most directly concerned, by the Secretary-General concerning the representation and the nomination of representatives of the Organization at the sessions or on relevant bodies of other international organizations (General Regulations 37 and 39)

2.2.7    Responsibilities and roles related to ethics

            –    Breaches of the Code are brought to the attention of the President, who decides how to proceed in the best interests of the Organization. Actions in this regard may include but are not limited to the President bringing the matter to the attention of the relevant Member State (1.4)

            –    To be informed in writing, as soon as possible, preferably well before the matter becomes a question of public discussion, by the relevant Officer, EC or Committee member or delegate where individual circumstances arise with a reasonable likelihood of negatively affecting the image and reputation of the Organization (2.3)

            –    In this regard, is consulted by the relevant delegate, Officer, EC member or Committee member so that the relevant person: (a) voluntarily steps down from office; or (b) refrains from any participation in constituent body sessions, EC or the relevant Committee until the circumstances are resolved. The President decides whether he/she considers the circumstances resolved to his/her satisfaction. If the matter relates to an Officer or an EC/Committee member and is not deemed resolved by the next EC meeting, or within 1 (one) year from the date that it was reported to the President (whichever is later), the Officer, EC or the Committee member shall definitively step down and the usual procedure for election/designation of a new Officer, EC and Committee member shall be launched (2.4)

            –    Where actual circumstances have not yet arisen, but it is reasonably foreseeable that they will, is informed by the delegate, Officer, EC or Committee member, and decides how to proceed (2.5)

            –    Receives a declaration from an Officer, an EC member or a Committee member having an actual, potential or apparent conflict of interest concerning a deliberation or a decision to be taken by EC prior to the relevant session (3.6)

            –    May receive a written request from an Officer, an EC member or a Committee member having a conflict of interest concerning a decision of EC or the relevant Committee to be adopted by written or tacit procedure and abstaining from communicating with other EC or Committee members about the decision and abstaining from voting on such decision that his/her abstention on grounds of conflict of interest be recorded (3.7)

2.3    What are the function and tasks of the Vice-Presidents of the Organization?

The Vice-Presidents are:

A Vice-President of the Organization cannot be at the same time president or Vice-President of regional associations or technical commissions or elected members of the Executive Council (General Regulation 7).

[This provision does not exclude a Vice-President to be designated by the President as acting president of a regional association in case of a vacancy of both positions.]

If a Vice-President of the Executive Council cannot attend a session, that Vice-President is entitled to send an observer, who will have the same rights as an alternate to an elected member of the Council (General Regulation 113).

The Vice-Presidents may assist the President by chairing meetings of sessions of Congress or the Executive Council as agreed among them.

The Vice-Presidents can act as chairs (or co-chairs) of subsidiary bodies of the Executive Council, as established by terms of reference or decisions of the Executive Council concerning membership:

Currently the chairpersonships of the Vice-Presidents are as follows (Decision 5 (EC-77); Decision 16 (EC-78)):

  • First Vice-President

            –    CDP

            –    Task Force on the Comprehensive Review of Regional Mechanisms and Approaches (TF-CRRMA)

  • Second Vice-President

            –    TCC

  • Third Vice-President

            –    JCB (Co-Chair for WMO)

        –    Task Force on the Elections and Appointments (TF-EA)

A Vice-President is expected to act as an Executive Council focal point for the Scientific Advisory Panel to ensure cross-communication (Rules of Procedure for the Executive Council and for the Bodies Reporting to the Executive Council, II.C – SAP, Composition).

2.4    How are the President and the Vice-Presidents of the Organization elected?

The President and Vice-Presidents of the Organization are elected by Congress (Convention, Art. 8 (j); General Regulation 109 (8)), at ordinary sessions (General Regulation 62).

There are separate elections for the President, First Vice-President, Second Vice-President and Third Vice-President of the Organization, in that order (General Regulation 66).

At each session of Congress holding elections, a Nomination Committee is established to prepare and submit to Congress a list of nominees for each office for which an election is to be held. The Nomination Committee of Congress consists of 12 principal delegates, each Region being represented (General Regulation 25).

Prior to each election, a list of the candidates to be voted upon is compiled, comprising:

  • Persons nominated and included in the list prepared and proposed by the Nomination Committee
  • Persons nominated from the floor

This list includes only the names of those persons who are eligible and who have stated that they are willing to be included among the candidates for election (General Regulation 63).

Only Members which are States can vote for the election of the President and Vice-Presidents of the Organization (Convention, Art. 11 (a) (4)).

The decisions are taken by simple majority of the votes cast (Convention, Art. 11 (b)).

Voting is by secret ballot, unless when there is only one candidate; in this case the candidate is declared elected without a ballot (General Regulation 64).

The elections of the remaining places on the Executive Council, other than those of the presidents of the associations, take place after the elections of the President and the Vice-Presidents of the Organization (General Regulation 68).

2.5    What are the terms of office of the President and the Vice-Presidents of the Organization?

The term of office of the President and Vice-Presidents of the Organization are from the end of one ordinary session to the end of the succeeding ordinary session of Congress.

They are eligible for re-election at the end of their term of office for no more than two consecutive terms (General Regulation 10).

If the President of the Organization is not able or eligible to carry out the functions of that office, for any cause, the First Vice-President of the Organization serves as Acting President for a period not exceeding the remainder of the term of office of the President. The Vice-President, acting as President, shall have the same powers and duties as the President (General Regulation 11).

If the First Vice-President of the Organization resigns or is not able or eligible to carry out the functions of the office, for any cause, the Second Vice-President of the Organization serves as Acting First Vice-President of the Organization for a period not exceeding the remainder of the term of office of the First Vice-President (General Regulation 12).

If the Second Vice-President of the Organization resigns or is not able or eligible to carry out the functions of the office, for any cause, the Third Vice-President of the Organization serves as Acting Second Vice-President of the Organization for a period not exceeding the remainder of the term of office of the Second Vice-President (General Regulation 13).

If the Third Vice-President of the Organization resigns or is not able or eligible to carry out the functions of the office, for any cause, the Executive Council designates an Acting Third Vice-President from amongst elected members of Executive Council in accordance with the provisions of Article 13 (c) of the Convention of WMO. The Acting Third Vice-President serves for a period not exceeding the remainder of the term of office of the officer who is being replaced (General Regulation 14).

2.6    How is the participation of the President and the Vice-Presidents in official meetings supported?

Given the President and the Vice-President act as representatives of the Organization and not of particular Members, their participation in meetings of subsidiary bodies of constituent bodies (such as the Bureau) is considered of a general interest and therefore financed by the Organization by decision of Congress or the Executive Council (General Regulation 31).

The condition of travel for official business applicable to the President and the Vice-Presidents are determined by the WMO Travel Policy (Resolution 27 (EC-73), amended by Resolution 43 (EC-76), Annex, sec. 4), essentially:

  • By rail, in first class, when practicable
  • By air, for journeys longer than six hours, in business class when a single leg journey is nine (9) hours or more and for multileg journeys if the combined official travel time of the journey is eleven (11) hours or more, including a maximum of 2 hours of connection time, provided that the journey to the next destination resumes within 12 hours 

Resolution 16 (EC-79)

Footnotes

1 The PAC may also be chaired by a Vice-President. 

_____________________________