Process and methodology to conduct the performance evaluation for the current and subsequent Head of the Convention Secretariat: report by the Bureau of the Conference of the Parties

Conference of the Parties to the WHO Framework Convention on Tobacco Control Seventh session Delhi, India, 7–12 November 2016 Provisional agenda item 7.6. FCTC/COP/7/27 15 May 2016 66 Process and methodology to conduct the performance evaluation for the current and subsequent Head of the Convention Secretariat Report by the Bureau of the Conference of the Parties MANDATE OF THE BUREAU AND PROCESS 66 1. By decision FCTC/COP6(22), adopted at its sixth session (Moscow, 13–14 October 2014), the Conference of the Parties (COP), taking into account the recommendations of the fifth Bureau, adopted a process for the appointment of the Head of the Convention Secretariat, the terms of office, and possible renewal of the terms of office. By the same decision, COP6 mandated its Bureau, with the support of the regional coordinators and in consultation with the Parties, to prepare proposals for consideration by the COP of the process and methodology by which the performance evaluation of the current and subsequent Head of the Secretariat should be conducted, and to report thereon to the COP at its seventh session. 2. At its second meeting in October 2015, the sixth Bureau considered a note prepared, at the invitation of the President of the Bureau, by the Department of Human Resources Management and the Office of the Legal Counsel of WHO, in cooperation with the Convention Secretariat, to assist the Bureau in its deliberations. The note gave an overview of past discussions and action on the issue; noted the dual accountability of the Head of the Secretariat; described the method of performance evaluation of the first Head of the Secretariat; set out the key elements of a possible process for performance evaluation of the Secretariat Head that had been identified by the previous Bureau; and identified possible elements of the evaluation process for consideration by the Bureau. The Annex contained a draft COP decision for consideration by the Bureau. 3. Based on the discussion of the Bureau, the draft COP decision was amended and the Bureau with the support of the regional coordinators reflected on it during the intersessional period. On behalf of the President, the Secretariat subsequently circulated the draft decision and Bureau members and regional coordinators were invited to provide proposals, following consultations within their respective regions as appropriate. FCTC/COP/7/27 2 4. At its third meeting in April 2016, the Bureau considered a revised draft decision that incorporated inputs received since the second meeting. The Bureau considered the revised draft and agreed to submit it to the COP at its seventh session for consideration and possible adoption. The draft decision is contained in the Annex to this report. 5. The Head of the Convention Secretariat did not participate in any way in the preparation of the documentation or other actions to assist deliberations of the Bureau, and recused herself from the meetings of the Bureau when this issue was discussed. ACTION BY THE CONFERENCE OF THE PARTIES 6. The COP is invited to consider adopting the draft decision contained in the Annex to this document. FCTC/COP/7/27 3 Annex Draft Decision: Process and methodology for the performance evaluation of the Head of the Convention Secretariat The Conference of the Parties (COP), Recalling decisions FCTC/COP4(6), FCTC/COP5(20), FCTC/COP5(21), and FCTC/COP6(22); Taking note of the recommendations of the sixth Bureau of the COP contained in document FCTC/COP7(27); DECIDES to establish the following process and methodology for the evaluation of the Head of the Convention Secretariat: (a) Taking into account the dual accountability of the Head of the Secretariat as set out in decision FCTC/COP1(10), the performance of the Head of the Convention Secretariat shall be evaluated by a panel composed of the members of the Bureau in office and the immediately preceding Bureau, concerning the delivery of treaty and technical activities, and by the Director-General of WHO concerning administrative and staff management matters, and technical activities as appropriate, as set out in paragraphs (2), (3) and (4) of this decision. (b) The performance evaluation by the panel shall comprise - a matrix to be completed by all members of the panel, which takes into account the responsibilities of the Head of the Convention Secretariat related to delivery of treaty and technical activities. The matrix shall be based on Article 24.3 of the Convention and other relevant provisions; Rule 15 of the Rules of Procedure; the post description of the Head of the Convention Secretariat; and the work plan and performance report submitted by the Head of the Convention Secretariat to the Conference of the Parties that precedes the performance evaluation; - an interview of the Head of the Convention Secretariat, to be conducted by the panel or designated members thereof as decided by the panel. (c) The work of the evaluation panel shall be conducted within the existing budgetary resources of the Convention Secretariat and shall, to the extent possible, employ electronic means of communication in order to reduce costs. (d) A template matrix reflecting the elements in paragraph 2 shall be developed by the Bureau to be used for the performance evaluation of the current and future Heads of the Convention Secretariat. (e) The template matrix and any other elements of the evaluation process both by the Bureau and the Director-General shall be made available to the Conference of the Parties. A complete record of each evaluation shall be kept by the Convention Secretariat. (f) The performance evaluation by the Director-General shall be conducted in a manner that includes the essential elements of a performance evaluation of WHO staff as set out in the FCTC/COP/7/27 4 applicable rules, taking into account the dual accountability of the Head of the Convention Secretariat and the resultant special nature of the evaluation. (g) The Director-General shall submit to the Bureau, at the latest 12 months before the expiry of the contract of the Head of the Convention Secretariat, copies of the regular performance evaluations. The Bureau shall subsequently submit to the Director-General, at the latest six months before the expiry of the contract, a copy of the evaluation report of the panel. = = =