Hundred and seventieth Session REPORT BY THE DIRECTOR-GENERAL ON THE GEOGRAPHICAL DISTRIBUTION OF THE STAFF OF THE SECRETARIAT SUMMARY

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1 ex United Nations Educational, Scientific and Cultural Organization Executive Board Hundred and seventieth Session 170 EX/23 PARIS, 20 August 2004 Original: English Item 7.5 of the provisional agenda REPORT BY THE DIRECTOR-GENERAL ON THE GEOGRAPHICAL DISTRIBUTION OF THE STAFF OF THE SECRETARIAT SUMMARY In accordance with 167 EX/Decision 7.7 and 32 C/Resolution 71, the Director-General submits an annual report on the situation of the geographical distribution of staff and a progress report on the implementation of measures aimed at improving the geographical distribution of staff. As requested in 32 C/Resolution 71, the report contains statistical information on the geographical distribution of Directors and above by regional group, and on the geographical distribution of staff using a post-weighting approach. It also includes statistical data on the external recruitment to posts in the Secretariat from January 2004 to June 2004, in relation to non- and under-represented Member States. Decision proposed: paragraph 50.

2 170 EX/23 INTRODUCTION 1. This document is submitted in pursuance of 167 EX/Decision 7.7 and 32 C/Resolution 71 inviting the Director-General to report to the Executive Board on the situation regarding the geographical distribution of staff. As requested by the General Conference at its 32nd session, this report includes information on the geographical distribution at the level of Directors and above, by regional group, as well as information on the geographical distribution of staff using a postweighting approach. It also includes statistical data on the external recruitment to posts in the Secretariat from January 2004 to June 2004, in relation to non- and under-represented Member States. 2. This report is divided into eight parts: Part 1: presents the geographical distribution of the staff in the Secretariat as of 1 June 2004 and an analysis of the general trends since June 2000 and since June 2003; Part 2: presents the geographical distribution of staff by regional group, including the distribution, by region, at Director level and above; Part 3: presents the geographical distribution of staff within sectors, central services and field offices; Part 4: presents the geographical distribution of staff using a post-weighting approach; Part 5: presents external recruitment data in relation to non- and under-represented Member States; Part 6: presents retirement data over the next five years in relation to the geographical distribution of staff; Part 7: reports on the review of the language posts; Part 8: presents a progress report on the implementation of measures to improve geographical distribution, as proposed in document 166 EX/ Annexes with detailed information are attached to this report. PART 1: GEOGRAPHICAL DISTRIBUTION OF THE STAFF IN THE SECRETARIAT AS OF 1 JUNE 2004 Background 4. In 2003, two factors affected the geographical quotas of Member States: The inclusion of the United States, with a minimum and maximum quota of 46 and 76 geographical posts against a stable base figure of 850 geographical posts; The adoption by the General Conference, at its 32nd session, of a revised formula for the calculation of geographical quotas, including the introduction of a population factor of 5% and the reduction of the contribution factor from 35% to 30%. The membership factor was unchanged (65%).

3 170 EX/23 page 2 5. These changes had the following impact: The inclusion of the United States quota resulted in a downward adjustment of the quotas of most Member States, particularly the largest contributors, and resulted in a change of geographical status (from under- to normally represented, or from normally to overrepresented) for Member States which were close to the lower or the upper limit of their quota. The quota of small contributors was not affected and remained at 2-4; The introduction of a population factor of 5% had an impact on the most populated countries, notably China and India, which experienced a significant increase of their maximum quota; The reduction of the contribution factor from 35% to 30% affected the largest contributors by decreasing their maximum quota. The most impacted countries were Japan, Germany, France, the United Kingdom and Italy. Current situation as of 1 June As of 1 June 2004, the situation is as follows (Annexes I and II provide detailed information): 158 Member States are represented within the Secretariat. UNESCO has now the highest rate of representation among other United Nations agencies (Table 1); As of 1 June 2004, 73 (38%) Member States are normally represented, 26 (14%) are overrepresented, 59 (31%) are under-represented and 32 (17%) are non-represented (Table 2). United Nations agency Table 1 Represented Member States in selected United Nations specialized agencies using geographical quotas. Total number of Member States Member States represented % of represented Member States UNESCO FAO* WHO* ILO* UNIDO* * Data as of April/May 2004

4 170 EX/23 page 3 Status of representation Table 2 Situation of the geographical distribution in UNESCO as at 1 June 2004 Number of Member States % of the total Over-represented Normally represented Under-represented Total number of Member States represented Non-represented Total number of Member States Global trends over the past four years 7. As shown in Table 3, the global trends over the past two biennia (June 2000-June 2004) are as follows: an improvement of the global representation level of Member States, from 144 to 158, e.g. 83% of Member States represented within the Secretariat; a significant decrease in the number of non-represented countries from 44 to 32; a moderate but continuous reduction of the level of over-representation, from 31 to 26; a subsequent increase in the number of under- and normally represented countries (respectively from 46 to 59 and 67 to 73). Table 3 Evolution of the geographical distribution from June 2000 to June 2004 Level of representation 1 June June June 2004 Variation since 1 June 2000 Variation since 1 June 2003 Over represented 31 (16.5%) 22 (12%) 26 (14%) Normally represented 67 (35.6%) 77 (41%) 73 (38%) +6-4 Under-represented 46 (24.5%) 57 (30%) 59 (31%) Total represented 144 (76.6%) 156 (83%) 158 (83%) Non-represented 44 (23.4%) 32 (17%) 32 (17%) Total Member States 188 (100%) 188 (100%) 190 (100%)

5 170 EX/23 page 4 Evolution since June As mentioned in paragraph 4, two factors affected the geographical distribution in 2003: the re-entry of the USA within the Organization (and the subsequent downward adjustment of geographical quotas of most countries) and the introduction of a new formula to calculate the geographical quotas. 9. The trends noted since June 2003 are as follows: a slight increase of the total number of countries represented within the Secretariat (from 156 to 158) while, over the same period, two new Member States joined or re-joined the Organization (Timor-Leste on 5 June 2003 and the United States on 1 October 2003); a moderate increase in the number of over- and under-represented countries (respectively from 22 to 26 and 57 to 59) with a corresponding decrease in the number of the normally represented countries (from 77 to 73). Movements between categories from June 2003 to June A significant number of movements took place between categories from June 2003 to June 2004 as follows (Annex III provides detailed information). Normally represented countries 11. The number of normally represented countries has decreased by four units (from 77 to 73). Movements between categories took place as follows: 11 under-represented countries and 3 over-represented countries became normally represented; 11 normally represented countries became under-represented and 7 countries, overrepresented. Over-represented countries 12. There are 26 over represented countries as of 1 June 2004, an increase by four units. The following movements took place: seven normally represented countries became over-represented. In the case of Germany, Italy and Brazil, the change is due to the cumulative effect of the inclusion of the USA quota and the implementation of the new formula; three countries formerly over-represented are now normally represented. In the case of India, the move is due to the introduction of the population factor and the increase of the geographical quota for this country. 13. The majority of over-represented Member States (19 over 26) are over-represented by not more than four units: 5 by one unit and 14 by two to four units. Seven countries, on the other hand, exceed their maximum quota by 5 or more units (Annex IV).

6 170 EX/23 page 5 Under-represented countries 14. There are 59 under-represented Member States as of 1 June 2004, an increase by 2 units since June Movements concerned the following countries: 6 non-represented countries, 11 normally represented countries and one new Member State (USA) entered this category; 11 under-represented countries became normally represented, and 5 under-represented countries became non-represented. 15. The majority of under-represented Member States (47 of 59 i.e. 80%) fall below the minimum range of normal representation by only one unit. Non-represented countries 16. The total number of non-represented countries (32) has remained stable since June However, some moves occurred during this period: 6 non-represented countries became under-represented; 5 under-represented countries became non-represented; 1 country (Timor-Leste) became a new Member State in June PART 2: SITUATION OF THE GEOGRAPHICAL DISTRIBUTION BY REGIONAL GROUP 17. All regional groups are now normally represented, with the exception of Group III (GRULAC) and Group IV (ASPAC) which remain below their minimum quotas. Group I is the largest regional group (with 41%), followed by Groups IV and V(a) (Africa) both with 16%. Group III, V(b) (Arab States) and II are close, with 10%, 9% and 8% respectively (Table 4). Table 4 Evolution of the geographical distribution by regional group Regional Groups* Situation on 1 June 2003 Situation on 1 June 2004 Quotas Mini Maxi Staff in geographical posts Mini Quotas Maxi Staff in geographical posts Variation since 1 June 2004 Status of geographical distribution Group I (42%) (41%) - 7 Normally represented Group II (8%) (8%) = Normally represented Group III (11%) (10%) - 8 Underrepresented Group IV (16%) (16%) + 6 Under represented Group V (a) (15%) (16%) + 8 Normally represented Group V (b) (8%) (9%) + 1 Normally represented Total * Electoral groups: Group I; Group II; Group III: GRULAC; Group IV: ASPAC; Group V(a): Africa; Group V(b): Arab States.

7 170 EX/23 page 6 Geographical distribution by region at Director level and above 18. As shown in Table 5 below, Group I has the largest representation at Director level and above (38%), while Group II has the lowest representation (3%) at that level. All the other regional groups have a comparable number of Directors and above, ranging from 14% to 16%. 19. The representation of Groups I, IV and V (a) at the Director level broadly mirrors their representation at Secretariat level; Group III and Group V(b) show a higher representation at Director level (15%-14%), than at the Secretariat level (10%-9%), while Group II has a lower representation at Director level than at the Secretariat level. Table 5 Geographical distribution by regional group of staff at Director level and above compared to total staff (41%) 34 (38%) 58 (8%) 3 (3%) 75 (10%) 14 (15%) 120 (16%) 15 16% 116 (16%) 13 14% 62 (9%) Group I Group II Group III Group IV Group V(a) Group V(b) Total Staff on geographical posts D and above 13 14% PART 3: SITUATION OF THE GEOGRAPHICAL DISTRIBUTION WITHIN SECTORS, CENTRAL SERVICES AND FIELD OFFICES AS OF 1 JUNE 2004 (ANNEXES 5 TO 6) 20. In 32 C/Resolution 71, the General Conference invited the Director-General to work to the extent possible, towards an equitable geographical balance in sectors/bureaux and field offices. 21. The review of data in sectors, central/support services and field offices shows the following trends: The geographical distribution of regional groups within the sectors and central services at Headquarters globally reflects the situation of the geographical distribution at the level of the Secretariat, with Group I showing the largest representation (45% to 46%), and the other groups represented in a range between 7% and 20% (Tables 6 and 7); In field offices, this distribution appears more balanced, with less significant differentiations between the largest groups. Group I, notably, is less predominant than at Headquarters, with a representation of 30%;

8 170 EX/23 page 7 There are between 90 and 100 different nationalities represented in the programme sectors, central services, and field offices against a total of 158 Member States represented in the Secretariat. 22. In field offices, as shown in Table 8, Group V(a) becomes the second largest group (with 23%). Groups III and V(b), also show an increased representation in the field with 16% and 11% respectively. Group IV maintains a similar level of representation both at field and Headquarters level, while Group II has a significantly lower representation in the field (3%) than at Headquarters. Table 6 Table 7 Geographical distribution by regional group at Headquarters: Programme Sectors Geographical distribution by regional group at Headquarters: Central and Support Services Group V (a) 11% Group V (b) 7% Group I 45% Group V (a) 16% Group V (b) 7% Group I 46% Group IV 20% Group III 7% Group II 10% Group IV 13% Group III 9% Group II 9% Table 8 Geographical distribution by regional group in Field offices Group V 23% Group V 11% Group I 30% Group IV 17% Group II 3% Group III 16% Geographical distribution of the regional groups in programme sectors and central/support services at Headquarters 23. As shown in Table 9, Group I is represented in similar proportions in each programme sector at Headquarters (43% to 48%). Group IV s representation ranges between 15% in SHS, CI and CLT to 28% in ED, where it is the second largest regional group. Group V(a) is represented in the same proportions in most sectors (slightly above 10%), except in CII (6%). Group II s representation, on the other hand, shows significant variations from one sector to another, with its lowest rate in ED (5%), and its highest in CII (22%), where it is the second largest regional group. At the other end of the spectrum, Groups III and V(b) are represented by less than 10% in all programme sectors.

9 170 EX/23 page 8 Table 9 Geographical distribution by regional groups in programme sectors at Headquarters 100% 80% 60% 40% 20% 6% 6% 6% 3% 8% 9% 12% 12% 11% 16% 11% 15% 9% 20% 15% 28% 9% 9% 22% 8% 8% 8% 13% 5% 48% 44% 46% 44% 43% 4% 0% SHS CI SC CLT ED Group I Group II Group III Group IV Group V (a) Group V (b) 24. In the Central and Support Services, there is a large predominance of Group I in the Administration Sector, while the regional groups are distributed more evenly in the External Relations Sector (Table 10). Table 10 Geographical distribution by regional groups in Central and Support Services 100% 80% 60% 40% 14% 8% 7% 62% 4% 5% 12% 11% 9% 19% 23% 13% 14% 12% 6% 16% 20% 26% 39% 0% ADM ERC Central Services Group I Group II Group III Group IV Group V (a) Group V (b) Geographical distribution of the regional groups in field offices 25. In field offices, as shown in Table 11, the regional group corresponding to the geographical region achieves the largest representation. In all regions, two groups are dominant: first, the group of the region (between 49% and 68%) followed by Group I, while the representation of the other groups varies between 2% to 15%. In the case of Europe and North America, Group I is the largest group, followed by Group II.

10 170 EX/23 page The largest variations are noted in the Latin America/Caribbean and the Africa regions, with the group of the region represented in a proportion close to 70%. The smallest variations are in Field offices in Europe and North America, where Group I has slightly less than 50% representation, followed by Groups II, III and IV which have a similar share of 13% to 15%. Table 11 Geographical distribution by regional groups in field offices 100% 80% 60% 40% 20% 0% 5% 6% 6% 3% 5% 3% 3% 4% 13% 13% 54% 15% 55% 67% 68% 4% 49% 11% 2% 10% 32% 32% 21% 18% 2% Europe/North Am. Latin Am./Caribbean Asia/Pacific Arab States Africa Group 1 Group 2 Group 3 Group 4 Group 5 (Afr) Group 5 (Ara) PART 4: SITUATION OF THE GEOGRAPHICAL DISTRIBUTION USING A POST- WEIGHTING APPROACH 27. In 32 C/Resolution 71, the General Conference requested the Director-General to report to the Executive Board on the geographical distribution of the staff in the Secretariat by grade for each Member State, using a post-weighting approach. 28. To implement the post-weighting approach, the base figure of 850 posts was converted into points calculated on the basis of the regular budget posts approved in document 32 C/5 and using the parameters described in document 167 EX/35, as follows: P-1 to P-3 posts are attributed one point each, P-4 to P-5: two points, D-1 to D-2: three points and ADG/DDG posts: four points. The application of the three factors (65% for the membership, 30% for the contribution and 5% for the population) to the base figure of 1,399 points results in a minimum and a maximum quota also expressed in points. Annexes 7 and 8 provide detailed statistical information. Geographical distribution of the staff using a post-weighting approach 29. As shown in Table 12, the application of the post-weighting approach results in: a significant increase in the number of over- and under-represented countries (respectively from 26 to 36 and 59 to 90); a considerable reduction in the number of normally represented Member States (from 73 to 32).

11 170 EX/23 page An analysis of the data shows the following trends: Countries already under- or over-represented under the current formula are not affected by the introduction of a post weighting system; Most of the countries which became over-represented combine a small geographical quota with a representation in senior posts. This is the case for Congo, Kenya, Malawi, Mali, Yemen and to a lesser extent for Ireland and New Zealand; 28 countries which were normally represented, albeit at the junior level (P-1 to P-3), become under-represented, as a result of the application of the post-weighting approach. Table 12 Geographical distribution on 1 June 2004 using a post-weighting approach Situation as at 1 June 2004 Overrepresented Member States Normally represented Member States Underrepresented Member States Nonrepresented Member States Current UNESCO formula (65% membership, 30% contribution and 5% population) Current UNESCO formula using the post-weighting approach Geographical distribution using a post-weighting approach for staff at Director level and above by regional group 31. To implement the post-weighting approach at the Director level, by regional group, the following method was used: Points were attributed to each Director and above post, as above: D-1 to D-2: three points and ADG/DDG: four points. The total points obtained (302, rounded to 300), based on the number of D and above geographical posts of the regular programme approved in document 32 C/5 (86 D-1/2, 10 ADG and 1 DDG), were distributed equally among each regional group to arrive at an ideal number of points corresponding to a normal representation; A current number of points is also established for each regional group on the basis of the current situation of occupied posts in each Group, as at 1 June The findings are as follows: Group I is largely above the ideal number of points. Except for Group II, which is far below the ideal number of points, the situation in the other groups is more favourable, with Groups III, IV and both Groups V, being somewhat below, but close to the ideal number of points (Table 13).

12 170 EX/23 page 11 Regional groups* Table 13 Ideal number of points and current situation by regional group Ideal number of points Current situation (as at 1 June 2004) Comparison to the average Group I Group II Group III Group IV Group V (a) Group V (b) Total * Electoral groups: Group I; Group II; Group III: GRULAC; Group IV: ASPAC; Group V(a): Africa; Group V(b): Arab States PART 5: EXTERNAL RECRUITMENT IN RELATION TO GEOGRAPHICAL DISTRIBUTION External recruitment of nationals from under- and non-represented countries 33. In 32 C/Resolution 71, the General Conference invited the Director-General to fill, as an objective for the biennium, a minimum of 50% of the posts open for external recruitment with candidates from non- or under-represented Member States. 34. From January to June 2004, 17 external candidates were appointed to geographical posts advertised externally. From these 17 candidates, 6 (35%) were nationals from under-represented countries. In addition to these external appointments, 10 young professionals were appointed in the Secretariat in early 2004: 3 came from non-represented countries and 7 from under-represented countries. 35. A total of 16 candidates from non- and under-represented countries (including 10 young professionals) were appointed to the Secretariat from January to June 2004, which represents 59% of the external candidates appointed during this period. PART 6: RETIREMENTS FORESEEN OVER THE NEXT FIVE YEARS: IMPACT ON THE GEOGRAPHICAL DISTRIBUTION 36. Over the next five years, 210 staff members in geographical posts will retire, representing 29% of the total number of staff in geographical posts. In the Director and above category, 50 staff members will retire over the same period. are concerned. As shown in Table 15, a total of 121 staff members due to retire over the next 5 years are nationals from over- represented Member States, 59 come from normally represented countries and 30 from under-represented countries. Annexes IX and X provide detailed information.

13 170 EX/23 page 12 Table 14 Retirements of international professional and above staff members over the next five years ADG D-2 D-1 Total D and above P-5 P-4 P-3 P-2 P-1 Total P-1 to P-5 Total Total number of staff members in geographical posts Total number of retirements over the next 5 years 5 (56%) 15 (60%) 30 (53%) 50 (54%) 66 (43%) 48 (30%) 25 (15%) 20 (16%) 1 (3%) 160 (25%) 210 (29%) Table 15 Retirements of professional and above staff members over the next five years by category of geographical representation Normally represented Overrepresented Underrepresented Total Total number of occupied geographical posts Total number of retirements over the next five years Percentage of retirements for each category The high turnover of the coming years will provide an opportunity to improve the geographical distribution. Retirements will impact all three categories of over-, normally and underrepresented countries; these trends are closely monitored and will be integrated into the recruitment strategies. PART 7: LANGUAGE POSTS AND THE CALCULATION OF GEOGRAPHICAL QUOTAS (ANNEXES XI AND XII) 38. In 32 C/Resolution 71, the General Conference asked that the possibility of considering language posts as geographical posts be further examined by the Director-General. In the United Nations system, language posts are considered as non-geographical, given the specific language requirements attached to these posts, which where mother tongue is requested, limit the recruitment to these posts to nationals from specific Member States. Geographical posts, on the other hand, must be such that they may be performed by nationals of any Member State. 39. In document 167 EX/35, the Executive Board proposed to consider language posts (interpreters, translators and revisers) as geographical posts, together with an increase of the base figure from 850 to 890 posts. The rationale for such recommendation was that the criteria for selection to these posts are, like other posts, based on expertise and competence and that the linguistic skills required for language posts are no longer restricted to mother tongue but also include principal language, i.e. the language in which applicants have been educated. This

14 170 EX/23 page 13 recommendation was not endorsed by the General Conference which called for a further examination of the issue. 40. There are currently 37 language posts from the regular budget occupied by 33 staff members representing 17 nationalities (Annex XII). A simulation has been made with a base figure of 890 posts and an inclusion of the language posts, with the following results: The overall situation of the geographical distribution would practically not be affected (Table 16). The slight increase of the mid point would result in a move towards the over-represented category for three countries close to their maximum quota. This is the case for Cuba, Egypt and Ireland which would become over-represented. It would also result in two countries (Chile and Germany, over-represented) becoming normally represented, while the Democratic Republic of the Congo and Hungary would become under-represented. Situation as at 1 June 2004 Table 16 Situation of the geographical distribution including staff in language posts (Base figure: 890 posts) Overrepresented Member States Normally represented Member States Underrepresented Member States Nonrepresented Member States Current UNESCO formula (65% membership, 30% contribution and 5% population) Formula including staff in language posts and a base figure of 890 posts PART 8: PROGRESS REPORT ON THE IMPLEMENTATION OF MEASURES AIMED AT IMPROVING THE GEOGRAPHICAL DISTRIBUTION OF STAFF 41. At the 32nd session of the General Conference, the Secretariat reported on the implementation of the measures proposed in document 166 EX/32 to improve the geographical distribution of staff. The General Conference invited the Director-General to work, as a matter of priority, with Member States to increase the number of qualified candidates from non- or under-represented Member States for posts in the Secretariat and to implement inter alia the measures it had proposed. This progress report summarizes the specific activities undertaken in this respect from October 2003 to June Recruitment missions: After a first recruitment mission to two countries of the Gulf region which resulted in the representation of a country which was non-represented before, a second recruitment mission to two non- and under-represented countries took place in November 2003 in the Asia and the Pacific region. As a result of this mission, UNESCO was able to establish a more efficient network with local partners, in particular the National Commissions and Ministries. To that effect, mutual agreements on how to promote and to achieve a broader dissemination of UNESCO s vacancy notices have been reached. Some of the candidates interviewed have been referred to Sectors/Bureaux for consideration for upcoming vacancies. The Bureau of Human Resources Management expects that the mission will lead to an increased number of candidates from these countries in the coming months.

15 170 EX/23 page Recruitment seminars: In cooperation with an under-represented Member State, two recruitment seminars have been held, one in that country and one at Headquarters in Paris, with the participation of some 300 nationals of the Member State concerned. These seminars contributed to familiarize participants with UNESCO s recruitment policy, as well as with current and future employment opportunities within the Secretariat. They have increased UNESCO visibility and it is expected that some of the participants will apply for future vacancies or to the Young Professionals Programme. 44. Participation at regional consultations with National Commissions: The Bureau of Human Resources Management took part in the UNESCO Asia/Pacific Regional Meeting in May 2004, to which 24 representatives from non- or under-represented Member States from that region participated. The aim was to better inform National Commissions on UNESCO s recruitment policies and on the special measures to improve the geographical distribution, as well as to discuss means to attract more qualified candidates from non- or under-represented countries from that region. Its participation at the regional consultation permitted a closer dialogue on geographical distribution between the Bureau of Human Resources Management and National Commissions, particularly on the implementation of more pro-active measures to improve the geographical distribution in non- and under-represented Member States. To follow up, the Bureau of Human Resources Management has written to the National Commission of these 24 non- and underrepresented countries to formalize and put in place a broader dissemination of UNESCO s vacancy notices. 45. Consultation with Permanent Delegations: The Delegation of a Member State initiated and hosted in Paris an informal lunch discussion on geographical distribution with 16 Permanent Delegations, mostly of non- and under-represented countries. Such informal discussions proved to be well received by the Member States concerned. Further to this meeting, the Bureau of Human Resource Management is now working with two non- and under-represented Member States to determine the specific causes for non/under-representation and identify concrete measures that could be taken by all parties concerned to address these causes. 46. Young Professionals Programme: The Young Professionals Programme remains an important mechanism for the improvement of the geographical distribution of staff. In 2004, 3 young professionals from non-represented Member States and 7 young professionals from underrepresented Member States have joined the Organization. For the next 2005 intake, some 400 candidates from non- or under-represented Member States have submitted an application. The final selection of 10 young professionals will take place in October Conclusion 47. In 2003, two measures had an impact on the geographical quota of Member States (the inclusion of the United States quota and the change in the formula), which led to changes in the status of representation of a number of Member States, and hence in the overall geographical representation in the Secretariat. Bearing this in mind, comparisons between June 2004 and June 2003 show a small decrease in the number of normally represented Member States. 48. However, if we consider the trends over the past four years, e.g. since June 2000, these show a clear, positive move towards an improvement of geographical representation, with 14 countries newly represented in the Secretariat, reaching a level of 83% of Member States represented. This places UNESCO (together with FAO) at the top level of representation among selected specialized United Nations agencies. Over the same four-year period, normally represented countries increased moderately, but steadily, while over-representation decreased in similar proportions, which confirm the overall positive trends.

16 170 EX/23 page A balanced geographical distribution will take time to achieve. However, with the measures that the Secretariat has or is putting in place, and with the continued mobilization of all key partners (the Secretariat, Member States, National Commissions), the Secretariat is confident that the situation will continue to steadily improve, so as to reach in the medium/long term a more equitable geographical balance. Draft decision 50. The Executive Board may wish, in the light of the considerations set out in this document, to adopt a decision along the following lines: The Executive Board, 1. Recalling 32 C/Resolution 71 and 167 EX/Decision 7.7, 2. Having examined document 170 EX/23, 3. Takes note of the information provided by the Director-General regarding the situation of the geographical distribution of the staff as of 1 June 2004; 4. Also takes note of the progress concerning the implementation of the specific measures aimed at improving the geographical distribution, in particular towards the non- and under-represented Member States; 5. Invites the Director-General to submit to it at its 172nd session a report on the situation of the geographical distribution of the staff of the Secretariat.

17 170 EX/23 page 17 LIST OF ANNEXES Situation as at 1 June 2004 Annex I: Geographical distribution as at 1 June 2004 Annex II: Geographical distribution by grade as at 1 June 2004 Annex III: Change in representation (1 June June 2004) Annex IV: Over/under-represented Member States by level of representation (1 June 2004) Geographical distribution in sectors, central services, field Annex V(a): Annex V(b): Annex V(c): Annex VI(a): Annex VI(b): Staff members in geographical posts in programme sectors at Headquarters, by nationality and grade, as at 1 June 2004 Staff members in geographical posts in central and support services at Headquarters, by nationality and grade, as at 1 June 2004 Staff members in geographical posts in the field, by nationality and grade, as at 1 June 2004 Geographical distribution by regional group in programme sectors, central and support services and in the field as at 1 June 2004 Geographical distribution by regional group in the field (geographical regions), as at 1 June 2004 Geographical distribution using a post-weighting approach Annex VII: Geographical distribution using a post-weighting approach, as at 1 June 2004 Annex VIII: Geographical distribution using a post-weighting approach, by nationality and grade, as at 1 June 2004; Retirement of staff in geographical posts Annex IX: Annexes X(a), (b) and (c): Retirement of staff members in geographical posts over the next 5 years Impact on geographical distribution of the retirement of staff members in geographical posts over the next 5 years Language posts Annex XI: Simulation of geographical distribution as at 1 June 2004 including 33 staff members in language posts and a base figure of 890 posts Annex XII: Nationalities of the staff members in language posts as at 1 June 2004

18 170 EX/23 Annex I ANNEX I GEOGRAPHICAL DISTRIBUTION AS AT 1 JUNE 2004 Over-represented In Balance Under-represented Non-represented Algeria Albania Afghanistan Angola Belgium Andorra Armenia Antigua and Barbuda Benin Argentina Bahamas Azerbaijan Brazil Australia Barbados Bahrain Cameroon Austria Botswana Belize Canada Bangladesh Cape Verde Bolivia Chile Belarus Central African Republic Cook Islands Colombia Bhutan Chad Dominican Republic Denmark Bosnia and Herzegovina China Fiji France Bulgaria Costa Rica Iceland Germany Burkina Faso Croatia Iraq Italy Burundi Cyprus Kiribati Jordan Cambodia Czech Republic Marshall Islands Lebanon Comoros Ecuador Micronesia (Federated States of) Morocco Congo El Salvador Myanmar Peru Côte d'ivoire Equatorial Guinea Nauru Philippines Cuba Eritrea Niue Romania Democratic People's Republic of Korea Estonia Palau Russian Federation Democratic Republic of the Congo Georgia Paraguay Senegal Djibouti Ghana Qatar Spain Dominica Grenada Saint Vincent and the Grenadines Sri Lanka Egypt = Guatemala Slovenia Sudan Ethiopia Guinea-Bissau Solomon Islands Tunisia Finland Guyana Suriname United Kingdom of Great Britain and Northern Ireland Gabon Honduras Tajikistan Uruguay - Gambia Indonesia Timor-Leste Greece Japan Tonga Guinea Kazakhstan Turkmenistan Haiti Kuwait (1) Tuvalu Hungary Lao People's Democratic Republic United Arab Emirates India Latvia Vanuatu Iran (Islamic Republic of) Lesotho Viet Nam Ireland Liberia Israel Libyan Arab Jamahiriya Jamaica Lithuania Kenya Luxembourg Kyrgyzstan Malaysia Madagascar Maldives Malawi Mexico Mali Monaco Malta Mongolia Mauritania Niger Mauritius Norway Mozambique Oman Namibia Portugal Nepal Republic of Moldova Netherlands Rwanda New Zealand San Marino Nicaragua Sao Tome and Principe Nigeria Saudi Arabia * The symbols preceeding certain member states indicates their representation the previous month. (+ : Over-represented, = : In Balance, - : Under-represented, 0 : Non-represented)

19 170 EX/23 Annex I - page 2 GEOGRAPHICAL DISTRIBUTION AS AT 1 JUNE 2004 Over-represented In Balance Under-represented Non-represented Pakistan Slovakia Panama South Africa Papua New Guinea Swaziland Poland Switzerland Republic of Korea Thailand Saint Kitts and Nevis Turkey Saint Lucia Ukraine Samoa United States of America Serbia and Montenegro Venezuela Seychelles Sierra Leone Somalia Sweden Syrian Arab Republic The former Yugoslav Republic of Macedonia Togo Trinidad and Tobago Uganda United Republic of Tanzania Uzbekistan Yemen Zambia Zimbabwe (1) Young Professional on Leave without Pay Total : 190 * The symbols preceeding certain member states indicates their representation the previous month. (+ : Over-represented, = : In Balance, - : Under-represented, 0 : Non-represented)

20 ANNEX II GEOGRAPHICAL DISTRIBUTION AS AT 1 JUNE 2004 BY GRADE 170 EX/23 Annex II Member States Acronym DDG ADG D2 D1 P5 P4 P3 P2 P1 Total Min. Max. Situation 1 Afghanistan AFG Albania ALB = 3 Algeria ALG Andorra AND = 5 Angola ANG 2 4 O 6 Antigua and Barbuda ANT 2 4 O 7 Argentina ARG = 8 Armenia ARM Australia AUL = 10 Austria AUS = 11 Azerbaijan AZN 2 4 O 12 Bahamas BHA Bahrain BAH 2 4 O 14 Bangladesh BGD = 15 Barbados BAR Belarus BYE = 17 Belgium BEL Belize BZE 2 4 O 19 Benin BEN Bhutan BHU = 21 Bolivia BOL 2 4 O 22 Bosnia and Herzegovina BIH = 23 Botswana BOT Brazil BRA Bulgaria BUL = 26 Burkina Faso BKF = 27 Burundi BDI = 28 Cambodia CAM = 29 Cameroon CMR Canada CAN Cape Verde CVI Central African Republic CAF Chad CHD Chile CHI China CPR Colombia COL Comoros COI = 38 Congo PRC = 39 Cook Islands CKI 2 4 O 40 Costa Rica COS Côte d'ivoire IVC = 42 Croatia CRO Cuba CUB = 44 Cyprus CYP Czech Republic CZE Democratic People's Republic of Korea DRK = 47 Democratic Republic of the Congo ZAI = 48 Denmark DEN Djibouti DJI = 50 Dominica DMI = 51 Dominican Republic DOM 2 4 O 52 Ecuador ECU Egypt EGY = 54 El Salvador ELS Equatorial Guinea EQG Eritrea ERI Estonia ENA Ethiopia ETH = 59 Fiji FIJ 2 4 O 60 Finland FIN = 61 France FRA Gabon GAB =

21 170 EX/23 Annex II - page 2 GEOGRAPHICAL DISTRIBUTION AS AT 1 JUNE 2004 BY GRADE Member States Acronym DDG ADG D2 D1 P5 P4 P3 P2 P1 Total Min. Max. Situation 63 Gambia GAM = 64 Georgia GEO Germany GER Ghana GHA Greece GRE = 68 Grenada GRN Guatemala GUA Guinea GUI = 71 Guinea-Bissau GBS Guyana GUY Haiti HAI = 74 Honduras HON Hungary HUN = 76 Iceland ICE 2 4 O 77 India IND = 78 Indonesia INS Iran (Islamic Republic of) IRA = 80 Iraq IRQ 2 4 O 81 Ireland IRE = 82 Israel ISR = 83 Italy ITA Jamaica JAM = 85 Japan JPN Jordan JOR Kazakhstan KZH Kenya KEN = 89 Kiribati KIR 2 4 O 90 Kuwait (1) KUW Kyrgyzstan KIZ = 92 Lao People's Democratic Republic LAO Latvia LVA Lebanon LEB Lesotho LES Liberia LIR Libyan Arab Jamahiriya LIB Lithuania LTA Luxembourg LUX Madagascar MAG = 101 Malawi MLW = 102 Malaysia MAL Maldives MDV Mali MLI = 105 Malta MAT = 106 Marshall Islands MAS 2 4 O 107 Mauritania MAU = 108 Mauritius MAR = 109 Mexico MEX Micronesia (Federated States of) MIC 2 4 O 111 Monaco MNC Mongolia MON Morocco MOR Mozambique MOZ = 115 Myanmar MYA 2 4 O 116 Namibia NAM = 117 Nauru NAU 2 4 O 118 Nepal NEP = 119 Netherlands NET = 120 New Zealand NZE = 121 Nicaragua NIC = 122 Niger NER Nigeria NIR = 124 Niue NIU 2 4 O

22 170 EX/23 Annex II - page 3 GEOGRAPHICAL DISTRIBUTION AS AT 1 JUNE 2004 BY GRADE Member States Acronym DDG ADG D2 D1 P5 P4 P3 P2 P1 Total Min. Max. Situation 125 Norway NOR Oman OMA Pakistan PAK = 128 Palau PLW 2 4 O 129 Panama PAN = 130 Papua New Guinea PNG = 131 Paraguay PAR 2 4 O 132 Peru PER Philippines PHI Poland POL = 135 Portugal POR Qatar QAT 2 4 O 137 Republic of Korea ROK = 138 Republic of Moldova MOV Romania ROM Russian Federation RUS Rwanda RWA Saint Kitts and Nevis STK = 143 Saint Lucia STL = 144 Saint Vincent and the Grenadines STV 2 4 O 145 Samoa SAM = 146 San Marino SMN Sao Tome and Principe STP Saudi Arabia SAU Senegal SEN Serbia and Montenegro YUG = 151 Seychelles SEY = 152 Sierra Leone SIL = 153 Slovakia SLO Slovenia SVN 2 4 O 155 Solomon Islands SOI 2 4 O 156 Somalia SOM = 157 South Africa SAF Spain SPA Sri Lanka SRL Sudan SUD Suriname SUR 2 4 O 162 Swaziland SWA Sweden SWE = 164 Switzerland SWI Syrian Arab Republic SYR = 166 Tajikistan TAD 2 4 O 167 Thailand THA The former Yugoslav Republic of Macedonia FYM = 169 Timor-Leste TLS 2 4 O 170 Togo TOG = 171 Tonga TON 2 4 O 172 Trinidad and Tobago TRI = 173 Tunisia TUN Turkey TUR Turkmenistan TKM 2 4 O 176 Tuvalu TUV 2 4 O 177 Uganda UGA = 178 Ukraine UKR United Arab Emirates UAE 3 4 O 180 United Kingdom of Great Britain and Northern Ireland UK United Republic of Tanzania URT = 182 United States of America USA Uruguay URU Uzbekistan UZB = 185 Vanuatu VAN 2 4 O 186 Venezuela VEN

23 170 EX/23 Annex II - page 4 GEOGRAPHICAL DISTRIBUTION AS AT 1 JUNE 2004 BY GRADE Member States Acronym DDG ADG D2 D1 P5 P4 P3 P2 P1 Total Min. Max. Situation 187 Viet Nam VIE 3 4 O 188 Yemen YEM = 189 Zambia ZAM = 190 Zimbabwe ZIM = Total Non Member States Singapore SIN Others Palestine PAL Stateless STA Total (1) Young Professional on Leave without Pay General Total

24 GROUP I ANNEX III Geographical distribution Change in representation (01/06/03 01/06/04) IN Status at 1 June 2004 OUT Status at 1 June = 0 + = 0 GER ITA UK AUS ISR CYP SMN USA* II BYE LVA SLO BYE SLO III BRA CHI COL PAN IV CAM/ROK IND NEP V(a) CMR COI/SOM GAM/ZIM SIL COS/ GUY ECU/MEX GUA/VEN CPR/THA INS MAL BOT CVI DOM SUR FIJ TLS* VIE IND GER ITA UK BRA/ CHI COL/COS GUY/ECU MEX/GUA/VEN CPR/MAL INS THA AUS ISR DOM PAN SUR CAM/ROK FIJ/VIE NEP ZIM CMR COI/SOM GAM SIL V(b) EGY LIB OMA EGY LIB OMA CYP SMN LVA BOT CVI (*) Timor-Leste and the USA joined the Organization in 2003 (+: Over-represented; =: In Balance; : Under-represented; 0: Non-represented) 170 EX/23 Annex III

25 ANNEX IV 170 EX/23 Annex IV OVER-/UNDER-REPRESENTED MEMBER STATES BY LEVEL OF REPRESENTATION AS AT 1 JUNE 2004 Member States with quota other than minimum quota Regional Groups * Group I Group II Group III one unit 2 to 4 units 5 & above units one unit 2 to 4 units 5 & above units Belgium (2 units) Canada (7 units) Turkey Norway (2 units) USA (27 units) Germany UK (2 units) France (66 units) Portugal (2 units) Brazil Chile Italy (3 units) Denmark (4 units) Spain (4 units) Colombia (2 units) Russian Federation (9 units) Czech Rep. Switzerland (3 units) Ukraine (2 units) Venezuela (2 units) Group IV Philippines Malaysia Indonesia (2 units) China (5 units) Group V(a) Group V(b) Over-represented Member States above maximum range by: Under-represented Member States below minimum range by: Thailand South Africa Japan (4 units) Saudi Arabia (2 units) Group I Group II Romania (3 units) Cyprus Luxembourg Monaco San Marino Armenia Croatia Estonia Georgia Kazakhstan Latvia Lithuania Moldova (Rep. of) Slovakia Member states with minimum quota (4-2) Group III Group IV Uruguay (2 units) Peru (3 units) Sri Lanka (3 units) Bahamas Barbados Costa Rica Ecuador El salvador Grenada Guatemala Guyana Honduras Lao PDR Maldives Mongolia Mexico (2 units) Group V(a) Group V(b) Botswana Benin (2 units) Senegal (13 units) Cape Verde Cameroon (3 units) Centr.Afr.Rep Chad Equatorial Guinea Eritrea Ghana Guinea-Bissau Lesotho Liberia Niger Rwanda Sao Tome & Principe Swaziland Algeria (3 units) Jordan (5 units) Afghanistan Kuwait (2 units) Sudan Morocco (4 units) Lebanon (5 units) Libyan Arab Jam. Tunisia (5 units) Oman * Electoral groups: Group I; Group II; Group III: GRULAC; Group IV: ASPAC; Group V(a): Africa; Group V(b): Arab States.

26 ANNEX V(a) STAFF MEMBERS ON GEOGRAPHICAL POSTS IN PROGRAMME SECTORS (HQS) AS AT 1 JUNE 2004 (BY NATIONALITY AND GRADE) 170 EX/23 Annex V(a) Nationalities ADG D-2 D-1 P-5 P-4 P-3 P-2 P-1 Total AFGHANISTAN 1 1 ALGERIA ANDORRA 1 1 ARGENTINA 1 1 ARMENIA 1 1 AUSTRALIA AUSTRIA BANGLADESH BARBADOS 1 1 BELGIUM BENIN 1 1 BHUTAN 1 1 BOSNIA and HERZEGOVINA 1 1 BRAZIL 1 1 BULGARIA BURUNDI 1 1 CAMBODIA 1 1 CAMEROON 1 1 CANADA CHAD 1 1 CHILE CHINA COLOMBIA COMOROS 1 1 CONGO DEM.REP of the CONGO 1 1 COSTA RICA 1 1 COTE D'IVOIRE 1 1 CZECH REP 1 1 DENMARK DPR OF KOREA DJIBOUTI 1 1 EQUATORIAL GUINEA 1 1 ETHIOPIA 1 1 FINLAND FRANCE GERMANY GHANA 1 1 GREECE GRENADA 1 1 GUATEMALA 1 1 GUINEA 1 1 GUINEA-BISSAU 1 1 HUNGARY 1 1 INDIA IRAN, ISLAMIC REPUBLIC OF 1 1 IRELAND ITALY JAMAICA 1 1 JAPAN JORDAN KAZAKHSTAN 1 1 KENYA KYRGYZSTAN 1 1 LATVIA 1 1 LEBANON 1 1 2

27 170 EX/23 Annex V(a) - page 2 STAFF MEMBERS ON GEOGRAPHICAL POSTS IN PROGRAMME SECTORS (HQS) AS AT 1 JUNE 2004 (BY NATIONALITY AND GRADE) Nationalities ADG D-2 D-1 P-5 P-4 P-3 P-2 P-1 Total LIBYA 1 1 LITHUANIA 1 1 LUXEMBOURG 1 1 MADAGASCAR 1 1 MALAWI 1 1 MALAYSIA 1 1 MALI 1 1 MALTA MAURITIUS 1 1 MEXICO 1 1 MOROCCO NEW ZEALAND NEPAL 1 1 NETHERLANDS NIGERIA 1 1 PAKISTAN 1 1 PERU PHILIPPINES POLAND REPUBLIC OF KOREA ROMANIA RUSSIA SAN MARINO 1 1 SAUDI ARABIA 1 1 SENEGAL SEYCHELLES 1 1 SLOVAKIA 1 1 SPAIN SRI LANKA ST KITTS AND NEVIS 1 1 SUDAN 1 1 SWEDEN SYRIAN ARAB REPUBLIC 1 1 THAILAND 1 1 TUNISIA 4 4 TURKEY UNITED STATES OF AMERICA UNITED KINGDOM URUGUAY UZBEKISTAN 1 1 YUGOSLAVIA ZAMBIA 1 1 Total

28 ANNEX V(b) STAFF MEMBERS ON GEOGRAPHICAL POSTS IN CENTRAL AND SUPPORT SERVICES (HQ) AS AT 1 JUNE 2004 (BY NATIONALITY AND GRADE) 170 EX/23 Annex V(b) Nationalities DDG ADG D-2 D-1 P-5 P-4 P-3 P-2 P1 Total ALBANIA ALGERIA ANDORRA 1 1 ARGENTINA 1 1 AUSTRALIA 1 1 BAHAMAS 1 1 BELARUS 1 1 BELGIUM BENIN BOSNIA and HERZEGOVINA 1 1 BOTSWANA 1 1 BRAZIL BULGARIA 1 1 BURKINA FASO 1 1 CAMBODIA 1 1 CAMEROON CANADA CENTRAL AFRICAN REP. 1 1 CHILE 1 1 CHINA COLOMBIA 1 1 COMOROS 1 1 CONGO 1 1 COTE D' IVOIRE 1 1 CYPRUS 1 1 CZECH REP 1 1 DENMARK DPR OF KOREA 1 1 ERITREA 1 1 ESTONIA 1 1 ETHIOPIA F.Y.R.MACEDONIA FINLAND FRANCE GABON 1 1 GAMBIA 2 2 GERMANY GUINEA 1 1 HAITI 1 1 HONDURAS 1 1 HUNGARY 1 1 INDIA 1 1 INDONESIA IRAN, ISLAMIC REPUBLIC OF IRELAND 2 2 ISRAEL ITALY JAMAICA 1 1 JAPAN JORDAN 1 1 KUWAIT 1 1 KYRGYZSTAN 1 1 LAO P.D.R. 1 1 LEBANON LESOTHO 1 1

29 170 EX/23 Annex V(b) - page 2 STAFF MEMBERS ON GEOGRAPHICAL POSTS IN CENTRAL AND SUPPORT SERVICES (HQ) AS AT 1 JUNE 2004 (BY NATIONALITY AND GRADE) Nationalities DDG ADG D-2 D-1 P-5 P-4 P-3 P-2 P1 Total MALAWI 1 1 MALAYSIA 1 1 MALI 1 1 MALTA 1 1 MAURITANIA 1 1 MEXICO MOLDOVA 1 1 MONACO 1 1 MOROCCO MOZAMBIQUE 1 1 NEW ZEALAND 1 1 NAMIBIA 1 1 NEPAL 1 1 NETHERLANDS 1 1 NICARAGUA 1 1 NIGER 1 1 NIGERIA 1 1 PANAMA 1 1 PERU 1 1 POLAND 1 1 PORTUGAL 1 1 REPUBLIC OF KOREA 2 2 ROMANIA RUSSIA SAMOA 1 1 SENEGAL SEYCHELLES 1 1 SIERRA LEONE 1 1 SOMALIA 1 1 SPAIN SRI LANKA ST LUCIA 1 1 SOUTH AFRICA SWEDEN 2 2 TANZANIA TOGO 1 1 TUNISIA UNITED STATES OF AMERICA UNITED KINGDOM UGANDA 1 1 UKRAINE 1 1 URUGUAY UZBEKISTAN 1 1 YEMEN ZIMBABWE 1 1 Total