Selection of the new Head of the Convention Secretariat

Conference of the Parties to the WHO Framework Convention on Tobacco Control Eighth session Geneva, Switzerland, 8−10 October 2018 Provisional agenda item 8.11 FCTC/COP/8/27 21 September 2018 Selection of the new Head of the Convention Secretariat Purpose of the document This document summarizes the procedure for the selection of the Head of the Convention Secretariat of the WHO Framework Convention on Tobacco Control (WHO FCTC), which was adopted by a Decision of the Conference of the Parties (COP) to the WHO FCTC in 2014. The document also discusses the issues raised by the entry into force of the Protocol to Eliminate Illicit Trade in Tobacco Products (Protocol) with regard to the procedure adopted for the selection, as well as the increased role and responsibilities for the Head of the Convention Secretariat in terms of leadership, governance, policy and political support. The document examines possible amendments to the procedure should the Parties to the WHO FCTC decide that the Bureau of the Meeting of the Parties (MOP) to the Protocol should play an equivalent role to the one the Bureau of COP will play. The document also proposes the establishment of the position of Executive Secretary of the Convention and its Protocols, in line with the practices of other United Nations treaty secretariats. As the selection procedure will require adoption by the two governing bodies – the COP and the MOP – this document has been prepared and submitted for the consideration of both governing bodies. Action by the Conference of the Parties and the Meeting of the Parties The COP and MOP are invited to review and adopt the draft decision which amends the procedure for the selection of the Head of the Convention Secretariat by including the role of the MOP and providing for revised terms of reference for the proposed position of Executive Secretary. Contribute to the Sustainable Development Goals (SDGs): SDG 3 and Target 3.a Link to the workplan and budget item: N/A Additional financial implications if not included in the workplan and budget: None Author team(s): Legal, Trade and Protocol team Related document(s): none FCTC/COP/8/27 2 BACKGROUND INFORMATION AND CONTEXT 1. At its fifth session, the Conference of the Parties (COP) to the WHO Framework Convention on Tobacco Control (WHO FCTC) reviewed document FCTC/COP5/25 entitled “Process for appointment of the Head of the Convention Secretariat: Proposals by the Bureau of the Conference of the Parties”, prepared by the Bureau of COP. That review grew out of decision FCTC/COP4(6), in which the Fourth session of the Conference of the Parties requested the Bureau, with the support of the Convention Secretariat, to propose for consideration at the Fifth session of the Conference of the Parties (COP5) a process for the appointment of the Head of the Convention Secretariat, taking into account decision FCTC/COP1(10) on the establishment of a permanent secretariat of the WHO FCTC and decision FCTC/COP4(6). 2. In preparing document FCTC/COP5/25, the COP5 Bureau examined relevant practices among other treaties in the United Nations System that have established a permanent secretariat within an organization of the United Nations that is not, however, integrated into a programme of that organization, as is the case with the permanent Convention Secretariat of the WHO FCTC. 1 Such practices have been previously reviewed by the Open-Ended Intergovernmental Working Group on the WHO FCTC at its second session (31 January to 4 February 2005) when considering options for the permanent secretariat.2 3. The COP5 Bureau proposed that the title of the post be renamed to become “Executive Secretary of the Convention”, rather than the current “Head of the Convention Secretariat”, in line with similar positions in many secretariats of other treaties in the United Nations System. Nevertheless, decision FCTC/COP5(21) provided for the finalization of the selection process by Bureau members and regional coordinators but did not address the issue of the title of the position. 4. At its sixth session, the COP adopted decision FCTC/COP6(22) by which a “process for the appointment of the Head of the Convention Secretariat” was established.3 Such procedure provided for the COP Bureau to play a central role, in accordance with Rule 24ter.1(a) of the COP Rules of Procedure (COP ROP). 5. COP decision FCTC/COP6(22) also mandated the COP Bureau, “with the support of the regional coordinators and in consultation with the Parties, to prepare proposals for consideration by the COP on 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”. 1 The Basel Convention on the Control of Transboundary Movements of Hazardous Wastes and their Disposal, the Convention on Biological Diversity, the Convention on International Trade in Endangered Species of Wild Fauna and Flora, the Rotterdam Convention on the Prior Informed Consent Procedure for Certain Hazardous Chemicals and Pesticides in International Trade, the Stockholm Convention on Persistent Organic Pollutants, the United Nations Convention to Combat Desertification and the United Nations Framework Convention on Climate Change. 2 Document A/FCTC/IGWG/2/2, available at: http://apps.who.int/gb/fctc/E/E_igwg2.htm. 3 Decision FCTC/COP6(22). All decisions and other documents of the COP are available at http://www.who.int/fctc/publications FCTC/COP/8/27 3 6. It is on the basis of that mandate that the COP Bureau prepared recommendations that were reflected in document FCTC/COP/7/27 entitled “Process and methodology to conduct the performance evaluation for the current and subsequent Head of the Convention Secretariat”. Taking note of these recommendations, COP adopted decision FCTC/COP7(15) by which it established a “process and methodology to conduct the performance evaluation for the current and subsequent Head of the Convention Secretariat”. 7. In accordance with the COP ROP, the procedures for both the selection of the Head of the Convention Secretariat and for his/her evaluation provided an exclusive central role for the Bureau of the COP. No role was provided for any governing body of the Protocol to Eliminate Illicit Trade in Tobacco Products (Protocol), as no protocols related to the WHO FCTC existed at that time. 8. However, with the entry into force of the Protocol and the establishment of the Meeting of the Parties (MOP) to the Protocol and its Bureau, it has been proposed that the Parties to the WHO FCTC consider examining the role that the MOP Bureau may play in both procedures to select and evaluate the Head of the Convention Secretariat. 9. This is particularly relevant as the selection of the next Head of the Convention Secretariat will take place during the intersessional period between eighth and ninth sessions of the COP. That means that the Eighth session of the Conference of the Parities (COP8) will be the last time the Parties to the WHO FCTC will meet in a regular session before the selection takes place. Thus, should the Parties so decide to adopt any amendments to the selection procedure, COP8 would be the last opportunity. 10. The entry into force of the Protocol entails that the Convention Secretariat, which was established as the Secretariat of the WHO FCTC, will also become Secretariat of the Protocol, in accordance to article 34.1 of the Protocol and with its functions described under that specific provision. It is expected that the current Head of the Convention Secretariat also will be in charge of the Protocol Secretariat. This entails the increased role of leadership, governance, policy and political support both to the COP to the WHO FCTC and to the MOP to the Protocol. It also leads to increased commitments as well as responsibilities to implement the respective workplans and budgets, undertake creative fundraising, and manage additional staff ensuring team spirit and commitment. 11. This sends the discussion back to the possible change of the name of the position proposed by the COP5 Bureau, which would conform to other treaty bodies’ practices and would also differentiate the position from a number of heads of secretariat of established bodies within the WHO, with a more technical nature.4 Furthermore, the establishment of renewed position recognizes the significant shift in leadership on technical matters related to treaty implementation to that of the political alignment within the United Nations frameworks on noncommunicable diseases (NCDs), the Sustainable Development Goals (SDGs), and participation in United Nations high-level action on tobacco control. 4 Such as Head of Secretariat Global Coordination Mechanism/NCD, a technical position within the WHO FCTC/COP/8/27 4 12. Furthermore, while the Protocol has emanated from the WHO FCTC, it is anticipated that the work carried out for its implementation will fall primarily outside the health sector. This will increase the need for direct access to high-level officials from various United Nations agencies and executive secretaries from relevant treaty secretariats, especially those beyond the normal reach of the health sector. Thus, increased collaboration with regional economic integration blocks and entities is required. However, this effort is being compromised by the perception that the position of Head of the Convention Secretariat is predominantly of a technical nature (such as a director- level post), which means the Head of the Convention Secretariat is often viewed as an equivalent to technical-level leaders of international bodies and organizations. 13. Similarly, the current role and responsibilities of the Head of the Convention Secretariat to the WHO FCTC is also further expanded to include oversight and governance leadership supporting Protocol implementation at the Party level, as the treaty expands its expertise beyond the countries health portfolio – engaging sectors from ministries of foreign affairs, security, justice and customs. 14. As a consequence, the renewed responsibilities the incumbent will require include knowledge and capacity to navigate and provide leadership and direction not just within the health sector but across other sectors, necessitating the expertise and foresight to handle a broad range of policy development issues. 15. Recognizing the shift in responsibilities for the current Head of the Convention Secretariat, the Parties are seeking increased focus on new competencies in addition to transparency in the selection of the Head of the Convention Secretariat and the criteria on which assessments of that person are made. To that end, this would elicit a draft list of competencies that clearly define the shift in responsibilities from those of predominantly technical leadership to one that adds political and policy stewardship and an ambassadorial role to support the implementation of the Convention and the Protocol across multiple sectors in international, regional and national fora. 16. Strengthening the position of the leadership of the Executive Secretary of the WHO FCTC and its Protocols would also provide the incumbent with enhanced status and access to decision- makers in order to engage in more effective fundraising that is increasingly relevant with the ongoing zero nominal growth policy currently applied by a number of governments to proposed increases in accessed contributions. PAST IMPLEMENTATION AND CHALLENGES 17. The current Head of the Convention Secretariat was appointed by the WHO Director-General for a term of four years from 20 June 2014 until 19 June 2018. Accordingly, in compliance with Decision FCTC/COP7(15), the above-mentioned procedure was implemented in 2017 for the evaluation of the current Head of the Convention Secretariat. FCTC/COP/8/27 5 18. After considering the procedure, and in order to ensure a proper evaluation interview of the Head of the Convention Secretariat, the members of the Bureaus of the Sixth session of the Conference of the Parties (COP6) and the Seventh session of the Conference of the Parties (COP7) agreed to limit the number of interview panellists to five. 19. The COP6 and COP7 Bureau members agreed to give the mandate to the Convention Secretariat to develop, in cooperation with WHO, a draft template evaluation matrix for consideration by Bureau Members. Once the matrix was approved, the COP6 and COP7 Bureau members employed it in their evaluations.5 20. The interview of the Head of the Secretariat took place on 14 November 2017. The five members of the interview panel were present or connected through electronic means. After the interview, the members completed their report. 21. The five members of the interview panel reported back to the COP6 and COP7 Bureau members. After deliberating, the 10 Bureau members adopted their recommendation to renew the term of office of the Head of the Convention Secretariat. 22. The decision was communicated by the President of the COP to the Head of the Convention Secretariat. In accordance with decision FCTC/COP7(15) and on the basis of Rule 24ter of COP ROP, the President of the COP transmitted to the WHO Director-General the COP Bureau’s recommendation to: “renew the term of office of the Head of the Secretariat […] in accordance with Decision COP1(10), for a period of three years, subject to the WHO applicable regulations and rules and without the possibility of any further renewal”. 23. Pursuant to that recommendation, and apparently taking into consideration WHO’s Staff Rule 1020.1.4, the WHO Director-General renewed the term of office of the Head of the Convention Secretariat for one and a half years from 20 June 2018 to 23 January 2020.6 24. Some challenges posed by the procedure adopted by COP became evident during the evaluation of the Head of the Convention Secretariat in 2017. With the entry into force of the Protocol, the challenges may be more important. 25. As provided in Article 34 of the Protocol, “The Convention Secretariat shall be the Secretariat of the Protocol.” Similarly, Article 33.4 of the Protocol provides that the ROP COP “shall apply, mutatis mutandis” to the MOP. 26. Unless the MOP decides otherwise, this means that in accordance with Rule 21 of COP ROP, the MOP will be electing at its first session a “President and five Vice-Presidents” that shall constitute the Bureau of MOP. 5 9 out of 10 members of the COP6 and COP7 Bureaus filled the evaluation matrix 6 Note has to be taken that apparently, the WHO Director-General, when implementing the recommendation of the Bureau also applied the age limitation provided for in WHO Staff Rules, in particular Rule 1020.1.4 that reads "In exceptional circumstances the Director-General may, in the interest of the Organization, extend a staff member’s appointment beyond retirement age, provided that such extensions shall not be granted for more than one year at a time … For those who would normally retire pur suant to Staff Rule 1020.1.3, extensions shall not be granted beyond the staff member’s sixty-eighth birthday." FCTC/COP/8/27 6 27. Taking into consideration Rule 24ter of COP ROP, previously cited, the Bureau of the MOP would be, in principle, mandated to “make a recommendation to the Director-General of WHO regarding the appointment of the Head of the Secretariat and undertake the performance evaluation on matters related to the delivery” of the Protocol and “technical activities for the possible renewal of the Head of Secretariat’s term of office”. 28. It is thus apparent that the entry into force of the Protocol may raise the issue of the role the MOP Bureau should play in the selection and evaluation of the Head of the Convention Secretariat. 29. Additionally, assigning a title to the position that is aligned with the practice of other convention secretariats had been recommended by the COP5 Bureau and would raise the profile and the recognition of the incumbent as the Executive Secretary of a treaty body. Furthermore, including the name of the Protocol in the name of the position will also provide clarity on the functions of the incumbent. It will therefore be of relevance to consider that the new position should be called “Executive Secretary of the WHO FCTC and its Protocols”. 30. Furthermore, the Executive Secretary position would automatically become an unclassified position equivalent to the level of an Assistant Director-General of WHO, which in addition to the technical aspects of the job, would raise the profile of the position so that it became more political in nature, enjoying higher visibility and qualifying for increased access to a number of key decision-makers and providing for the political stance needed for the performance of duties and for fundraising efforts. It would also provide access to high-level authorities in charge of development assistance policies, thus facilitating fundraising initiatives necessary for the implementation of both the Treaty and the Protocol. 31. The Executive Secretary position would be instrumental in raising the profile and positioning of the WHO FCTC within WHO and in providing additional recognition of the global importance of tobacco control activities, under the auspices of WHO as we move forward with collaborative approaches supporting the work around the SGDs, NCDs and efforts within the United Nations Economic and Social Council (ECOSOC) and the United Nations System. It places the Convention and Protocol at the table and provides for effective and efficient engagement as we look to new and emerging global options for addressing tobacco control activities. SELECTION AND EVALUATION OF THE THIRD AND SUBSEQUENT HEADS OF THE CONVENTION SECRETARIAT 32. The term of office of the current Head of the Convention Secretariat will end on 23 January 2020. Accordingly, a new incumbent shall be selected, in principle, for a term of office going from 24 January 2020 until 23 January 2024. 33. Alternatively, the COP and MOP could decide/recommend to the WHO Director- General that the current position of the Head of the Convention Secretariat to be abolished and a new position be established of Executive Secretary to the WHO FCTC and its Protocols, taking into consideration the need for increased visibility and empowerment for her or him to perform the required duties. FCTC/COP/8/27 7 34. Should the Parties decide to amend the procedure for the Selection of the Head of the Convention Secretariat, contained in decision FCTC/COP6(22), to create a role for the MOP Bureau, the COP8 Bureau and eventually the MOP1 Bureau would, between their election in October 2018 and the end of January 2020, have to prepare, along with the regional coordinators, a job description for the Head of the Convention Secretariat (or alternatively a list of competencies and commitments if an unclassified position of Executive Secretariat is established instead of a director position), in consultation with the WHO Secretariat to be submitted to the WHO Director-General no later than eight months before the contract of the incumbent ends. This means that the job description (or list of competencies and commitments) shall be submitted to the WHO Director-General on 22 May 2019 at the latest. 35. Should the Parties decide that the COP and MOP Bureaus shall together prepare the job description (or alternatively a list of competencies and commitments), both Bureaus would need to discuss and begin working on this matter from their respective or joint first meeting in March or April 2019. During the period between the first meeting and the second meeting, at end of September 2019, the COP and the MOP Bureaus would need to, with the support of one representative of the WHO Director-General, decide on an initial shortlist of no more than six candidates to be interviewed. Following the interviews, the COP and MOP Bureaus would select the suitable candidate and would recommend to the WHO Director-General a single candidate. 36. Additionally, the regional coordinators, of both the COP and the MOP, would be consulted in the selection process and would facilitate the two-way communication with the Parties in their respective regions. 37. Pursuant to decision FCTC/COP6(22), the COP and MOP would, through a decision to be adopted at their eighth and first sessions, respectively, invite the WHO Director-General to advertise the post of Head of the Secretariat (or of the Executive Secretary of the WHO FCTC and its Protocols), as submitted by the Bureaus, to ensure wide circulation of the advertised post. 38. The appointment of the Head of the Convention Secretariat (or Executive Secretary) would be made by the WHO Director-General in consultation with the President of the COP and the President of the MOP. 39. Pursuant to decision FCTC/COP6(22), the term of office of the third and subsequent Heads of the Convention Secretariat (or Executive Secretaries) shall be for a period of four years, with the possibility of being selected for an additional single period of four years. 40. Similarly, should the Parties to the COP decide to give the MOP Bureau a similar role to the one the COP Bureau has in the selection and evaluation of the Head of the Convention Secretariat, the procedure provided for in this decision would also require amendment. 41. Moreover, should the Parties decide to adopt the above-described amended procedures, some amendments to the COP ROP would be necessary. These amendments are described below and are duly reflected in document FCTC/COP/8/21 entitled “Possible amendments to the Rules of Procedure of the Conference of the Parties” and in the draft decision proposed there. (Suggested new language appears in brackets and red font.) FCTC/COP/8/27 8 Rule 24bis [5. Joint intersessional meetings of the Bureau of the Conference of the Parties and the Bureau of the Meeting of the Parties shall be held to deal with any matters for which a coordinated decision of both Bureaus or of the Conference of the Parties and the Meeting of the Parties is required. 7. The joint intersessional meetings of the Bureaus shall be held at the request of either the Bureau of the Conference of the Parties or the Bureau of the Meeting of the Parties, or when it is mandated by the Rules of Procedure of the Conference of the Parties or the Rules of Procedure of the Meeting of the Parties or by a decision of the Conference of the Parties or Meeting of the Parties.] To allow the coordinated work and decision-making of the Bureau of the Conference of the Parties and the Bureau of the Meeting of the Parties (MOP). Rule 24ter 1(a) to make a recommendation[,in coordination with the Bureau of the Meeting of the Parties,] to the Director-General of WHO regarding the appointment of the Head of the Secretariat (or Executive Secretary) and undertake[, in coordination with the Bureau of the Meeting of the Parties,] the performance evaluation on matters related to delivery of treaty and technical activities for possible renewal of the Head of the Secretariat’s term of office (or Executive Secretary), in accordance with arrangements that may be decided by the Conference of the Parties [in coordination with the Meeting of the Parties.] To provide for the MOP and the MOP Bureau a role in the selection process FCTC/COP/8/27 9 ACTION BY THE CONFERENCE OF THE PARTIES 42. The COP and MOP are invited to review the information presented by the Secretariat in the present report, and consider adopting the draft decision contained in Annex 1 and the timeline for the selection of the third Head of the Convention Secretariat (Executive Secretary) contained in Annex 2. FCTC/COP/8/27 10 Annex 1 Draft decision: Appointment, renewal and evaluation of the term of office of the Head of the Convention Secretariat The Conference of the Parties (COP), Recalling document FCTC/COP5/25 and decisions FCTC/COP1(10) on the establishment of a permanent secretariat of the WHO Framework Convention on Tobacco Control (WHO FCTC), FCTC/COP4(6) on the Head of the Convention Secretariat, and FCTC/COP5(20), FCTC/COP5(21), FCTC/COP6(22) and FCTC/COP7(15) on the role of the Bureau of the COP on the appointment, evaluation and renewal of the term of office of the Head of the Convention Secretariat, Taking note of the report prepared by the Convention Secretariat contained in document FCTC/COP/8/27 entitled “Selection of the new Head of the Convention Secretariat”, 1. DECIDES, after consulting WHO and subject to the Meeting of the Parties (MOP) to the Protocol to Eliminate Illicit Trade in Tobacco Products adopting a similar decision, that the position of the Head of the Convention Secretariat should be abolished and a new position of Executive Secretary of the WHO FCTC and its Protocols to be established as an unclassified position equivalent to the level of an Assistant Director-General of WHO; OR DECIDES to recommend to the WHO Director-General, and subject to the MOP adopting the same measure, for the position of the Head of the Convention Secretariat to be abolished and for a new position of Executive Secretary of the WHO FCTC and its Protocols to be established as an unclassified position equivalent to the level of an Assistant Director-General of WHO; 2. DECIDES to recommend the WHO Director-General to appoint the current Head of the Convention Secretariat as Executive Secretary of the WHO FCTC and its Protocols during the remainder of her term of office as recommended by the Bureau of the Seventh session of the Conference of the Parties; 3. DECIDES to amend as follows the process for the appointment of the Head of the Convention Secretariat, term of office and possible renewal of the term of office (bold font represents new language and strike-through text represents text to be deleted): (a) The Bureau of the Conference of the Parties together with the Bureau of the Meeting of the Parties, in consultation with participation with the support of the Regional coordinators of both the Conference of the Parties and the Meeting of the Parties ,7 shall prepare a job description for the Head of the Secretariat a list of competencies and commitments for the Executive Secretary, in consultation with the WHO Secretariat, on the basis of the existing job description, Article 24.3 of the WHO FCTC and Article 34 of the Protocol and other relevant Articles of the WHO FCTC and the Protocol, and taking into account comments made by the Conference of the Parties at its sixth and eighth sessions as well as comments made by the Meeting of the Parties at its first session; the job description the list of competencies and 7 It is expected that the regional coordinators will support the work of the Bureau in the process of appointment and renewal of the term of office of the Head of the Convention Secretariat. FCTC/COP/8/27 11 commitments shall be submitted to the WHO Director-General no later than eight months before the contract of the current incumbent ends; (b) The Conference of the Parties and the Meeting of the Parties shall invite the WHO Director-General to advertise the post of Head of the Convention Secretariat Executive Secretary of the WHO FCTC and its Protocols , as submitted by the Bureaus, no later than 30 days after submission; in order to ensure wide circulation of the advertised post, including by informing and inviting the Parties to the WHO FCTC and Parties to the Protocol to encourage qualified candidates to apply and to utilize the WHO Secretariat services to screen applications; (c) The WHO Secretariat services shall forward to the Bureaus a complete list of all applications received along with the WHO Secretariat’s recommendations as to which candidates should be shortlisted and brief reasons for the recommendations; (d) The Bureaus , with the support of one representative of the WHO Director-General, shall decide on an initial shortlist of no more than six candidates to be interviewed, whom they consider to be the most qualified, taking into account the job description their qualifications , and following the interviews, the Bureaus shall select the suitable candidate and will recommend to the WHO Director-General a single candidate. The regional coordinators, as referred to in Rule 24quater of the Rules of Procedure of the Conference of the Parties, will be invited to observe along the complete selection process and will facilitate the two-way communication with the Parties in their respective regions; (e) The WHO Secretariat services shall communicate the list of candidates and the shortlist of candidates to be interviewed to the Parties of the WHO FCTC and to the Parties of the Protocol, through a dedicated and protected website; (f) The appointment of the Head of the Secretariat Executive Secretary of the WHO FCTC and its Protocols shall be made by the WHO Director-General in consultation with the President of the Conference of the Parties and the President of the Meeting of the Parties ; (g) The term of office of the first and subsequent Head of the Secretariat Executive Secretaries of the WHO FCTC and its Protocols shall be for a period of four years, with the possibility of being selected for a single period of four years a single renewal for a further four years following the process described above in sub-paragraphs 1(1) to 1(6). 4. DECIDES also to amend as follows the procedure for the evaluation of the first and subsequent Executive Secretaries: (a) Taking into account the dual accountability of the Head of the Secretariat Executive Secretary as set out in decision FCTC/COP1(10), the performance of the Head of the Secretariat Executive Secretary of the WHO FCTC and its Protocols shall be evaluated by a panel composed of the members of the Bureau of the Conference of the Parties and the members of the Bureau of the Meeting of the Parties in office and the immediately preceding Bureau, concerning the delivery of treaty and technical activities, and by the WHO Director-General concerning administrative and staff management matters, and technical activities as appropriate, as set out in paragraphs (2), (3) and (4) of the present decision; FCTC/COP/8/27 12 (b) The performance evaluation by the panel shall comprise: 1) a matrix to be completed by all members of the panel, which takes into account the responsibilities of the Head of the Secretariat Executive Secretary of the WHO FCTC and its Protocols related to delivery of treaty, protocol and technical activities. The matrix shall be based on Article 24.3 of the Convention, Article 34 of the Protocol and other relevant provisions; Rule 15 of the Rules of Procedure of the Conference of the Parties and Rule 15 of the Rules of Procedure of the Meeting of the Parties; the list of competencies and commitments for the Head of the Secretariat Executive Secretary; and the workplan and performance report submitted by the Head of the Secretariat Executive Secretary to the Conference of the Parties and the Meeting of the Parties that precedes the performance evaluation; 2) an interview of the Head of the Secretariat Executive Secretary of the WHO FCTC and its Protocols 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 that includes qualitative and quantitative metrics reflecting the elements in paragraph 2 shall be developed by the Bureaus to be used for the performance evaluation of the third and subsequent Heads of the Secretariat Executive Secretaries of the WHO FCTC and its Protocols. (e) The template matrix and any other elements of the evaluation process both by the Bureaus and the WHO Director-General shall be made available to the Conference and the Meeting of the Parties. A complete record of each evaluation shall be kept by the Convention Secretariat. (f) The performance evaluation by the WHO 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 applicable rules, taking into account the dual accountability of the Head of the Secretariat Executive Secretary and the resultant special nature of the evaluation. (g) The WHO Director-General shall submit to the Bureaus, at the latest 12 months before the expiry of the contract of the Head of the Secretariat/ Executive Secretary, copies of the regular performance evaluations. The Bureaus shall subsequently submit to the WHO Director-General, at the latest six months before the expiry of the contract, a copy of the evaluation report of the panel. FCTC/COP/8/27 13 Annex 2 Timeline for the selection and appointment of the Head of the Convention Secretariat (or Executive Secretary) Timeline Activity 1–10 October 2018 The Conference of the Parties (COP) to the WHO Framework Convention on Tobacco Control and the Meeting of the Parties (MOP) to the Protocol to Eliminate Illicit Trade in Tobacco Products to invite the WHO Director-General to advertise the list of competencies and commitments that will be developed by the Bureaus for the Executive Secretary. October 2018 – March 2019 The COP and MOP Bureaus to revise, through electronic means, the list of competencies and commitments, and prepare the new list including consultation with the regions through the regional coordinators and the WHO Legal and Human Resources offices. March–April 2019 First meeting of the COP and MOP Bureaus, finalization and submission of the list of competencies and commitments to the WHO Director-General of WHO. 15 April 2019 The COP and MOP Bureaus to send the list of competencies and commitments to the WHO Director-General. 1 May 2019 – 31 July 2019 Publication of vacancy notice, for three months, on WHO recruitment web pages. Parties informed and invited to encourage qualified candidates to apply. Publication of the position in professional journals (The Lancet and The Economist). 1 August 2019 – 22 August 2019 Screening of applications by WHO Human Resources. A complete list of applications along with recommendations of candidates to be shortlisted and brief reasons for the recommendations sent by Convention Secretariat to the Bureau. 2–7 September 2019 Selection panel (members of the COP and MOP Bureaus and representatives of the WHO Director-General): review of candidates received and finalization of the initial shortlist of six candidates to be interviewed. Discussion of the methodology for interviews. 23–27 September 2019 Meeting of the selection panel in Geneva, parallel to the second COP and MOP joint or separate Bureau meetings, to conduct interviews of the shortlisted candidates and finalize the selection report and recommendation to the WHO Director-General. 14–18 October 2019 WHO Director-General offers a contract of appointment to the selected candidate (at least three months in advance of the starting date). The presidents of the COP and the MOP inform the Parties to the WHO FCTC and the Protocol of the outcome of the selection and appointment by the WHO Director-General. 24 January 2020 New Executive Secretary takes office for a term that runs until 23 January 2024. = = == = =