Agreement between the United Nations and the government of the kingdom of Morocco regarding the arrangements for the Economic Commission for Africa conference of African ministers of finance, planning and economic development (2019)

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AGREEMENT BETWEEN

THE UNITED NATIONS AND

THE GOVERNMENT OF THE KINGDOM OF MOROCCO

REGARDING THE ARRANGEMENTS FOR THE ECONOMIC COMMISSION FOR AFRICA

CONFERENCE OF AFRICAN MINISTERS

OF FINANCE, PLANNING AND ECONOMIC DEVELOPMENT

(2019)

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WHEREAS the Government of the Kingdom of Morocco has offered to host the fifty- second session of the Economic Commission for Africa (hereinafter referred to as “ECA”) Conference of African Ministers of Finance, Planning and Economic Development (hereinafter referred to as the “Conference”) at the Palais des Congrés de la Palmeraie in Marrakech, Morocco;

WHEREAS ECA shall have the responsibility to organize, conduct and manage the Conference, while the Government of the Kingdom of Morocco shall, for its part, provide all the necessary facilities and assistance to ensure the success and smooth running of the Conference;

WHEREAS the General Assembly of the United Nations, per paragraph 17, section A, of its resolution 47/202 dated 22 December 1992, reaffirmed that the United Nations Organization may hold its sessions away from its Headquarters when the Government issuing the invitation for a session to be held within its territory has agreed to defray, after consultations with the Secretary-General of the United Nations as to their nature and possible extent, the actual additional cost directly or indirectly incurred;

NOW, THEREFORE, the United Nations, represented by the secretariat of ECA (hereinafter referred to as the “secretariat”), and the Government of the Kingdom of Morocco (hereinafter referred to as the “Government”) hereby agree as follows:

Article I

Date and venue of the Conference

The Fifty-second session of the Conference, including the meeting of the Committee of Experts, shall be held from 20 to 26 March 2019 in the premises of the Palais des Congrés de la Palmeraie.

Article II

Participation and attendance

1. The Conference shall be open to the participation of the following, upon invitation or designation of the Executive Secretary of the Economic Commission for Africa (hereinafter referred to as the “Executive Secretary”) in consultation with the Government and within the limit not exceeding 1,000 participants:

(a) Representatives of member States;

(b) Representatives of specialized agencies and other related agencies of the United Nations;

(c) Representatives of other relevant bodies of the United Nations invited to the Conference by the secretariat;

(d) Experts on mission for the United Nations;

(e) Observers from intergovernmental organizations invited to the Conference by the secretariat;

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(g) Representatives of the private sector;

(h) Officials of the United Nations Secretariat;

(i) Observers from organizations that have received standing invitations from the United Nations to participate in the sessions and work of all international conferences organized under its auspices;

(j) Other persons invited to the Conference by the Executive Secretary; and

(k) Any other persons invited by the United Nations to perform specific functions within the context of the Conference.

2. The public meetings of the Conference shall be open to representatives of the information media, who shall be duly accredited by ECA.

3. The Executive Secretary shall designate the officials assigned to service the Conference.

4. The secretariat and the Government shall pursue a common strategy to ensure appropriate and maximum participation at the ministerial level, to involve and elicit the support and participation of all African Embassies based in Rabat.

5. A list of organizations participating under paragraphs 1(e), (g) and (j) above, to the extent reasonably possible, will be shared with the Government for its information prior to the Conference.

Article III

Premises and related facilities and services

1. The Government shall provide, at its own expense, the premises required for the Conference, including conference rooms for informal meetings, office space, working areas and other related facilities, as specified in annexes I and II of this Agreement. The Government shall provide and bear the cost for furnishing, equipping and maintaining these premises and facilities in good repair, in a manner that the secretariat shall consider appropriate for the effective conduct of the Conference. The conference rooms shall be equipped for reciprocal simultaneous interpretation in three languages (Arabic, English and French) and shall have facilities for sound and visual recording in the said languages and for slide (PowerPoint) presentations, video projections, press, television, radio and film operations, as required by ECA. The premises shall remain at the disposal of the secretariat 24 hours a day, and the plenary hall shall be ready two days prior to the Conference until the date of the closure of the Conference. Other Conference-related facilities will be made available as per the schedule, as mutually agreed by the parties.

2. The Government shall ensure that the following facilities are made available: banking and exchange facilities, mobile telephone, fax, Internet (3G/4G), photocopy services, an office of Royal Air Maroc, for use by the participants on a commercial basis.

3. The Government shall ensure that the premises, facilities and services referred to in paragraphs 1 and 2 of this Article are adequately staffed without cost to the secretariat, and that

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they shall operate in accordance with the timetable agreed upon between the Government and the Executive Secretary.

4. The premises, facilities and services referred to in paragraphs 1 and 2 of this Article that are required for the Conference are set forth in annexes I and II to this Agreement.

Article IV

Equipment and supplies

1. The Government shall bear the costs for installing and maintaining the Conference equipment in good working order. Subject to availability, the secretariat may make certain equipment available for the Conference. The equipment and the supplies to be provided by the Government are specified in annexes I–VI of this Agreement. The secretariat shall return all equipment and unused supplies to the Government.

2. The Government shall bear, through its financial contributions to the secretariat, the costs of transport and insurance charges, from ECA headquarters to the Conference premises and back, of supplies, equipment and documents required for the Conference. The secretariat shall determine the mode and route of shipment of such supplies, equipment and documents as may be required for the smooth running of the Conference.

Article V Utilities

1. The Government shall bear the costs for all necessary utility services including water, gas and electricity required for the smooth functioning of the conference premises referred to in Article III, together with the costs for webcasting of general debates (as required for the conference proceedings), diplomatic pouch and international communications by telephone between the conference premises and Addis Ababa for the Conference. The Government shall also bear the costs for local telephone, telex and facsimile communications made by the secretariat.

Article VI Medical facilities

1. The Government shall bear the costs for medical facilities within the conference premises to ensure the availability of adequate first aid to the persons referred to in Article II.

The Government shall provide in the conference premises a medical unit with a medical doctor and two paramedics with a fully equipped ambulance. Furthermore, the Government shall, whenever necessary, ensure immediate admission to hospital and transportation from the conference premises to a hospital.The cost of any hospitalization shall be borne solely by the patient.

Article VII

Officials of the United Nations

1. A maximum number of 80 (eighty) personnel of the secretariat will be assigned to service the Conference. Some of those personnel shall be required to work at the conference premises from five days before the opening and until two days after the closing of the Conference.

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administrative practices regarding the itinerary, mode of travel, class, the journey and excess baggage.

3. The Government shall bear, through its financial contributions to the secretariat, the travel costs of the officials referred to in paragraph 2 of this Article, from the secretariat offices where they are stationed to the site of the Conference, which shall include flights, baggage allowances and terminal expenses, in accordance with the United Nations rules and regulations as well as administrative practices.

4. The Government shall bear, through its financial contributions to the secretariat, the expenses for the daily subsistence allowance, which the secretariat pays to their officials assigned to plan for or to service the Conference. The secretariat shall establish the rate of the subsistence allowance to be paid to their officials assigned to plan for or service the Conference in accordance with the United Nations rules and regulations as well as administrative practices.

5. The Government shall also bear, through its financial contributions to the secretariat, all costs for any consultation missions that take place prior to the conference.

Article VIII Local staff

1. The Government shall appoint and bear the expenses for a senior official who shall act as liaison officer between the secretariat and the Government. The official shall have the authority to make and carry out administrative and personnel arrangements for the Conference, as required under this Agreement.

2. The Government shall recruit and bear the costs for local staff for the Conference, in consultation with the secretariat.

3. The local staff shall, for the duration of the Conference, be under the supervision of the secretariat and shall be required to work in accordance with the calendar and time schedule established by it. Some of the persons shall be available a minimum of five days before the opening of the Conference and until a maximum of two days after its close.

Article IX

Accommodation and liaison service

1. The Government shall bear, through its financial contributions to the secretariat, the costs (inclusive of taxes) for suitable hotel accommodation for the secretariat.

2. The Government shall ensure that adequate accommodation in hotels or residences is available at reasonable commercial rates for persons participating in or attending the Conference.

3. The Government shall provide a liaison service at the airports in Marrakech and Casablanca to facilitate the arrival and departure of the persons referred to in Article II of this Agreement.

4. The secretariat shall provide the Government with a list of officials of the secretariat assigned to service the Conference and information such as their respective flight schedule

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(date, time and number of flight, and airport on arrival and departure) and hotels not later than three weeks prior to the opening of the Conference.

Article X Local transport

1. The Government shall provide transportation free of charge for persons referred to in Article II of this Agreement, from the airports in Marrakech and Casablanca to the recommended hotels as well as a shuttle service between these hotels and the Conference premises. Arrangements for the local transport of the international staff are specified in annexes I and IV of this Agreement.

2. The Government shall provide and bear the cost for vehicles with drivers for official use by the secretariat as specified in annex I of this Agreement.

3. The coordination and use of cars, buses and minibuses made available pursuant to this Article shall be ensured by transportation dispatchers to be provided by the Government, as reflected in annex IV of this Agreement.

4. The Government shall ensure the availability of transport for all participants and those attending the Conference between the airports in Marrakech and Casablanca, the principal hotels and the Conference area.

Article XI

Financial arrangements

1. The Government, in addition to the financial obligations provided for elsewhere in this Agreement, shall bear any additional direct or indirect costs involved in holding the Conference in the Kingdom of Morocco, rather than in Addis Ababa. These costs shall include the actual additional costs as specified in annex VII of this Agreement, including return travel and the related entitlements as well as the daily subsistence allowance of personnel of the secretariat assigned to plan for or to service the Conference; the costs for the planning missions;

compensation for travel time of language staff assigned to the Conference; communications;

and the cost for the shipping of documents, equipment and supplies from any United Nations office to the Conference premises and return. The figures set out in annex VII of this Agreement are estimates and subject to the provisions of this Article.

2. The Government shall pay, no later than 31 January 2019, such costs to the secretariat into the following bank account:

Economic Commission for Africa

JP Morgan Chase – International Agencies Banking 1166 Avenue of the Americas, 17^th Floor

New York, NY 10036-2708, Account Number: 485000539 Swift Code: CHASUS33 Routing/ABA No. 021000021 United States of America

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3. As soon as possible after the Conference, and no later than 60 days after the end of the Conference, the secretariat shall submit to the Government detailed financial accounts showing the actual additional costs incurred by the secretariat and to be borne by the Government, pursuant to paragraph 1 of this Article. These costs shall be expressed in United States dollars, using the United Nations official rate of exchange prevailing at the time the payments were made. ECA, on the basis of this detailed set of accounts, shall refund to the Government any funds unspent out of the deposit or the advances required by paragraph 2. Should the actual additional costs exceed the deposit, the Government shall remit the outstanding balance of the United States dollars within one month of the receipt of the detailed accounts. The final accounts shall be subject to audit as provided in the financial rules and regulations of the United Nations. The final adjustment of accounts shall be subject to any observations which may arise from the audit carried out by the United Nations Board of Auditors, whose determination shall be accepted as final by both the Government and the secretariat.

Article XII Security

1. The Government shall furnish such police and security protection as may be required to ensure the effective functioning of the Conference in an atmosphere of security and tranquillity free from interference of any kind. Such services shall be under the direct supervision and control of a senior official designated by the Government who shall work in close cooperation with a senior official designated by the Executive Secretary as the Event Security Coordinator. The access to and the security within the Conference premises will be under the direct supervision of the senior official designated by the Executive Secretary.

2. Security within the Conference premises, designated “Blue Zone”, shall be under the direct supervision and control of the United Nations, and shall be carried out in close collaboration with the security authorities of the Kingdom of Morocco, whereas security outside the Conference premises shall be the responsibility of the Government. The boundaries of these two security zones and the modalities of cooperation shall be clearly defined by the Government and the United Nations by the time the premises are handed over to the authority of the United Nations.

3. The modalities of security cooperation between the United Nations and the Government in these two zones are detailed in annex VIII to the Agreement. The United Nations and the Government shall cooperate in the preparation of a comprehensive security plan based on the United Nations security assessment of the Conference. This security plan shall be the framework upon which all tasks relating to security will be executed.

4. The Government shall provide security equipment and security personnel at its own expense to the United Nations as specified in annex VIII to this Agreement.

Article XIII Liability

1. The Government shall be responsible for dealing with any action, claim or other demand against the United Nations, or their officials and arising out of:

(a) Personal injury, or property loss or damage, in the Conference premises referred to in Article III of this Agreement that are provided by or are under the control of the Government;

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(b) Personal injury, or property loss or damage, caused by, or incurred in using, the transport services referred to in Article X of this Agreement that are provided by or are under the control of the Government; and

(c) The employment for the Conference of the local staff arranged for or provided by the Government under Article VIII of this Agreement.

2. The Government shall indemnify and hold harmless the United Nations, and their officials in respect of any such action, claim or other demand, except where the Government and the United Nations agree that such damage, loss or injury was caused by the gross negligence or wilful misconduct on the part of the officials of the United Nations.

Article XIV

Privileges and immunities

1. The Convention on the Privileges and Immunities of the United Nations (hereinafter referred to as the “Convention”), to which Morocco is a Party, shall apply with respect to the Conference. In particular, representatives of States referred to in Article II, paragraph 1(a), of this Agreement shall enjoy the privileges and immunities provided under Article IV of the Convention. Officials of the United Nations, including the members of the Secretariat participating in or performing functions in connection with the Conference, referred to in Article II, paragraphs 1(h) and 3, shall enjoy the privileges and immunities provided in Articles V and VII of the Convention. Experts on mission for the United Nations in connection with the Conference, referred to in Article II, paragraph 1(d), of this Agreement shall enjoy the privileges and immunities provided under Articles VI and VII of the Convention.

2. The representatives, observers and participants referred to in Article II, paragraphs 1(c), (e), (f), (g), (i), (j) and (k), shall enjoy immunity from legal process in respect of words spoken or written and any act performed by them in connection with their participation in the Conference.

3. The representatives from the specialized agencies and other related agencies, falling under Article II, paragraph 1(b), of this Agreement, shall enjoy the privileges and immunities provided by the Convention on the Privileges and Immunities of Specialized Agencies, approved by the General Assembly of the United Nations on 21 November 1947 or the Agreement on the Privileges and Immunities of the International Atomic Energy Agency of 1 July 1959, as appropriate.

4. Notwithstanding the preceding paragraphs of this Article, all persons performing functions in connection with the Conference shall enjoy the privileges, immunities and facilities necessary for the independent exercise of their functions in connection with the Conference.

5. All participants and persons performing functions in connection with the Conference, including accredited media representatives, shall have the right of entry into and exit from the Kingdom of Morocco, and no impediment shall be imposed on their transit to and from the Conference area. They shall be granted facilities for speedy travel. Visas and entry permits, where required, shall be granted free of charge, as speedily as possible and no later than two weeks before the date of the opening of the Conference, provided that applications for visas

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Arrangements shall also be made to ensure that visas for the duration of the Conference are delivered at the airports in Marrakech and Casablanca to participants who were unable to obtain them before their arrival. Exit permits, where required, shall be granted free of charge, as speedily as possible, and in any case no later than three days before the closing of the Conference.

6. For the purpose of the Convention, the Conference premises as set forth in Article III, shall be deemed to constitute the premises of the United Nations within the meaning of section 3 of the Convention, and access thereto shall be subject to the authority and control of the United Nations. The premises shall be inviolable for the duration of the Conference, including the preparatory stage and the wind-up.

7. All persons referred to in Article II shall have the right to take out of the Kingdom of Morocco at the time of their departure, without any restrictions, any unexpended portions of the funds they brought into the Kingdom of Morocco in connection with the Conference and to re-convert any such funds at the official rate on the date of the re-conversion.

8. The privileges and immunities provided for by the above-mentioned Conventions shall be applicable without prejudice to Article IV, Section 15 of the 1946 Convention on the Privileges and Immunities of the United Nations and Article V, Section 17 of the 1947 Convention on the Privileges and Immunities of the Specialized Agencies, to which the Kingdom of Morocco is a party.

9. Without prejudice to the privileges and immunities accorded by this Agreement, it is the duty of all persons enjoying such privileges and immunities to respect the laws and regulations of the Kingdom of Morocco, and not to interfere in the internal affairs of the Kingdom of Morocco.

10. The Government shall suspend taxes and duties for the importation of all equipment, including technical equipment accompanying representatives of information media, as well as for supplies necessary for the Conference. It shall issue without delay any necessary import and export permits for this purpose and ensure that a system for speedy clearance of these items for the Conference is in place.

11. The United Nations shall enjoy the same value added tax (hereinafter referred to as

“VAT”) privileges for this Conference that other United Nations agencies and/or international organizations in Morocco currently enjoy. Accordingly, the United Nations will recover any VAT paid in connection with the Conference from the Revenue Services of Morocco paid upon presentation of original tax invoices. The Government shall facilitate the recovery of VAT paid by the United Nations for the Conference.

Article XV Settlement of disputes

1. Any dispute concerning the interpretation or the application of this Agreement, except for a dispute subject to section 30 of the Convention on the Privileges and Immunities of the United Nations or of any other applicable agreement, shall, unless the Parties otherwise agree, be resolved by negotiations or any other agreed mode of settlement. Any such dispute that is not settled by negotiations or any other agreed mode of settlement shall be submitted at the request of either Party for a final decision to a tribunal of three arbitrators, one of whom shall be appointed by the Secretary-General of the United Nations, one by Morocco and the third,

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who shall be the Chairperson, by the other two arbitrators. If either Party does not appoint an arbitrator within three months of the other Party having notified the name of its arbitrator or if the first two arbitrators do not within three months of the appointment or nomination of the second one of them appoint a Chairperson, then such arbitrator shall be nominated by the President of the International Court of Justice at the request of either party to the dispute.

Except as otherwise agreed by the Parties, the tribunal shall adopt its own rules of procedure, provide for the reimbursement of its members and the distribution of expenses between the Parties, and take all decisions by a two-thirds majority. Its decision on all questions of procedure and substance shall be final and, even if rendered in default of one of the parties, be binding on both of them.

Article XVI Final provisions

1. This Agreement may be amended by written agreement between the United Nations and the Government.

2. This Agreement shall enter into force immediately upon signature by the parties hereto and shall remain in force for the duration of the Conference and for such period thereafter as is necessary for all matters relating to any of its provisions to be settled.

3. The annexes to this Agreement shall form an integral part hereof and unless expressly provided otherwise, a reference to this Agreement constitutes, at the same time a reference to any annex hereto. The exact number of items listed in the annexes may be subject to minor revisions.

4. Notwithstanding paragraph 3 of the present Article, the standards and number of items listed in the annexes to this Agreement should be considered minimum standards and numbers.

If the Government wishes to provide higher standards or more items than requested by the United Nations, the Government may do so after prior consultation with the United Nations.

Done at Rabat on [ ] January 2019, in duplicate in the English and French languages, both texts being equally authentic.

For the United Nations For the Government of the Kingdom of Morocco

____________________________

Vera Songwe

Executive Secretary

Economic Commission for Africa

____________________________

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Annex I

Basic requirements: Conference premises and related facilities and services, including staffing

The Government shall provide, appropriately furnish and maintain in good working order the Conference hall and other facilities at the Palais des Congrès de la Palmeraie, hereafter referred to as the “Conference Centre”, from 20 to 26 March 2019 as described below.

A. Plenary halls and other meeting rooms

Plenary hall for Experts Meeting and Conference of Ministers

1. The plenary hall should be arranged in a semicircular, conference-room style configuration with the following capacity and equipment for each:

(a) At least 600–800 participants seated at tables with chairs (two persons for each of the 54 member States¹) with advisers’ seats (behind the participants seated at tables), observers, non-governmental organizations plus additional seats (gallery) for press and invited guests (chairs only, no tables, to be placed at the back of the conference room). Tables must be equipped for simultaneous interpretation in three languages (Arabic, English and French);

(b) One 10-position podium with one row of seats for advisers and assistants behind;

the front of the podium should be draped or constructed so as to present a solid front to the audience; the podium and adjustable speaker lectern area should be accessible to the disabled as well. There should be at least 10 microphones on the podium and headset receivers for all seats to receive simultaneous interpretation. The podium may need to be adapted to allow for more seats if necessary in the course of the Conference. The podium should also be equipped with a PC linked with the video-data projector to allow on-screen text editing or presentations to be made, and one printer;

(c) Two large wall video-projection screens or equivalent will be required on each side of the podium (right and left side), as well as video-data projectors. A large monitor (on the floor) facing the podium would also be required to enable people on the podium to view presentations being shown on the big screens behind the podium;

(d) One adjustable standing lectern at the right-hand side of the podium with microphones, reading light and area for water and glasses; the conference logo should be affixed to the front of the lectern;

(e) Two standing flagpoles to be provided by the Government, on which the Kingdom of Morocco flag and the United Nations flags will be flown;

(f) Positions for television cameras with the capability of producing a steady head- and-shoulder image of participants seated in the hall. It should be possible to split video feed to the two screens so that one will be used for the live video and the other for graphic support;

(g) One table with four seats for Secretariat staff; the table should be wired for

1 N.B. One delegation is composed of two representatives seated at tables with two advisers seated behind them on chairs – in a two plus two configuration (in accordance with United Nations seating standards, 3.7 m² are usually allocated to such a delegation).

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reception of interpretation and have a silent telephone with blinking lights (not bell) as well as a PC and one printer;

(h) One table with 10 seats for drafting team; the table should be wired for reception of interpretation and have a silent telephone with blinking lights (not bell);

(i) The Government may also wish to establish a broadcast switching and distribution system that makes it possible to simultaneously cover the two plenary rooms live;

(j) One desk and four chairs near the podium for conference officers; the desk should be wired for reception of interpretation and should have two PCs, two printers and a silent telephone with blinking lights (not bell);

(k) One booth inside the room wired for interpretation and equipped with a silent telephone with blinking lights (not bell) for documents distribution;

(l) Outside and near the above-mentioned plenary room, a medium-sized photocopier should be made available for the exclusive use of the conference officers;

(m) One backdrop according to Secretariat specifications, that is, showing title, dates and venue of Conference, United Nations logo, ECA logo, and Conference logo, the former being larger (banner);

(n) Three separate interpretation booths (three Conference languages plus sound control). The booths must meet United Nations standards;

(o) All interpretation booths should be equipped with flat-panel monitors (minimum 17 inches) to display text-editing process or presentations in the meeting room;

(p) The required capacity of the plenary hall should be about 1,000 to 1,200 square metres to accommodate approximately 600 to 800 participants;

(q) A total of 400 microphones and about 800 headset receivers should be made available for that room. In addition, 10 mobile (wireless) microphones should be made available.

(r) Two presentation laptops;

(s) One silent telephone with blinking lights on the podium.

Plenary hall for the Regional Coordination Mechanism Meeting

2. The plenary hall for the Regional Coordination Mechanism (RCM) meeting should be arranged for the following capacity and equipment:

(a) Classroom-style set-up for seating a total of 250–300 participants;

(b) Podium seating of 10 with 10 microphones and 10 headsets;

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(c) Three-language interpretation equipment with booths equipped with flat-panel monitors (minimum 17 inches) to display the text-editing process or presentations in the meeting room;

(d) 200 microphones and 300 headsets are required;

(e) Two projectors/screens on each side of the podium (left and right);

(f) Two presentation laptops;

(g) Two telephones (one on podium and one on the secretariat desk).

3. In addition to the above plenary halls and, in the same structure, the following meeting rooms will be required:

(a) Adequate number of executive offices for the Chairperson of the Conference, the Executive Secretary of ECA, Deputy Executive Secretaries of ECA, other dignitaries and their staff as specified in annex II. The offices should be equipped with CCTV. The Office of the Executive Secretary of ECA should have a waiting lounge and space for two assistants to be seated separately outside, equipped with two PCs, one photocopier/scanner, one network printer, and one telephone;

(b) One VIP holding room for 10 persons with sofas, centre and coffee tables close to the plenary hall with adequate space for tea/coffee stations;

(c) One Ministerial Lounge for 50 to 60 persons with sofas, centre and coffee tables close to the plenary hall with adequate space for tea/coffee stations;

(d) Located across the office of the chairperson, adequate soundproof rooms for bilateral consultations (without interpretation equipment and sound amplification) with CCTV;

(e) Document distribution counters should be made available adjacent to the plenary halls on either side of the main entrance. It should be equipped with a long counter and shelves behind for sorting documents.

B. Four meeting rooms for side events

4. Four meeting rooms with a 100-person capacity each are required for the side events, which are to be held on 23 and 24 March 2019. The set-up should be U-shaped with microphones, headsets, LCD projectors, presentation laptops and three-language interpretation facilities.

C. Adedeji Lectures

5. The Adedeji Lectures is a special annual event to be organized over the lunch break on 25 March 2019, the first day of the Ministerial Conference. The event is in honour of the late Prof. Adebayo Adedeji, former Under-Secretary-General and former Executive Secretary of ECA from 1975 to 1991. The room set-up should be classroom-style with round tables, with a capacity of between 250 and 300 participants, with microphones and headsets. A lectern with microphone, headset, two presentation screens, two presentation laptops and three-language interpretation facilities are required.

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D. Small meeting room

6. One small meeting room for up to 50 participants with public address systems but no interpretation facilities; additional chairs could be made available if required. Each room should be equipped with one PC linked to a video-data projector to allow on-screen text editing or presentations to be made, one screen and one printer. A total of 30 microphones should be made available for the room.

E. Interpretation booths requirements

7. All interpretation booths equipped with sound systems for simultaneous interpretation from and into the official languages together with facilities for sound recording. All the Arabic, English and French interpretation booths should accommodate interpreters comfortably in each booth. At any given time, interpreters should be able to switch to three channels, that is, the floor language in use (either A, E, or F), as well as the two other language channels. The ISO standards regarding the dimension and technical requirement of the booths will be made available to the Government. Sound recording facilities should be available in the Plenary halls and the Committee Room.

8. All conference rooms shall be made available according to the Secretariat’s operational requirements. During that period all conference rooms shall be cleaned before each meeting, and fresh water and clean glasses shall be provided for the podiums, the speaker’s lectern in the Conference halls, and in all interpretation booths, and to participants at the back of the rooms.

F. Cyber café

9. A cyber café with Internet links and with sufficient network printers will be made available for the common use of participants in the hall located near the Conference Centre (16 PCs and two network printers).

G. Media room

10. A media room will be allocated for use of media. The set-up should be in theatre-style for 100 persons. Microphones, headsets and three-language interpretation facilities and a podium with six chairs will be required.

H. Office space

11. All computers in all offices and other premises should be linked to the Internet as specified in the equipment, facilities and services section of this annex.

National Liaison Officer

12. A senior official of the Government should be designated at an early date to serve as the Government Administrative and Liaison Officer with whom the Secretariat can deal directly regarding arrangements for the Conference. The Secretariat will designate a conference coordinator. All arrangements with the Secretariat should therefore be channelled through him.

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Secretariat offices

13. It is suggested that the following offices should be provided for a total of 100 officials and secretariat staff (annex II):

- ECA Executive Secretary

- ECA Deputy Executive Secretaries - Two offices for Special Assistants - ECA Secretary to the Commission - Chairperson of the Conference - ECA Directors’ Office

- Conference Coordinator - Other ECA Directors - Conference Officers offices

- Chief of the Communications Office

Secretariat offices (drafting team, typists, interpreters and translators) - Substantive staff (10)

- Professional and conference servicing staff - Interpreters (office space for 10)

- Meeting document processing coordinators (3) - Translators and Editors(12)

- Text processors (8) workstations

- Reception and information desk with 100 pigeon holes - Documents printing and collating room (large)

- Documents distribution counters (3) - National Liaison Officer

- National conference officers - Security/immigration officers

- Protocol – visa and logistics officers

- ICT Office for Configuration and Distribution of Equipment

I. Information desk/counter for publications and general information

14. An information counter for publications and general information will be located at the entrance of the conference centre. A desk/counter and two chairs will be required.

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J. Documents distribution service

15. A documents distribution service should be made available at the main entrance of the conference centre, using the existing counter. It should be equipped with shelves behind for sorting documents. An office for one supervisor and two assistants will be required with one PC, one printer and one telephone. The office should be located in the area that will house the document reproduction. It should also include five heavy-duty recto-verso photocopiers, as well as space to accommodate local document distribution assistants with desks and chairs.

Extra chairs, hand trucks for moving documents, two large waste bins, three wastepaper baskets, and 10 large tables should also be provided.

K. Structure for registration and accreditation

16. The centralized registration and accreditation centre will be located in an appropriate space at the Conference premises. The centre should be made operational from 18 March 2019.

17. The registration of member States, regional economic commissions, United Nations and international agencies and organizations, intergovernmental organizations, non- governmental organizations, civil society organizations, media and press and other participants for the Conference, will be carried out using distinguished colours on the appropriate badge type (special laminated paper) used for the Annual Meetings of the Secretariat in Addis Ababa.

18. The area should be of appropriate size in order to allow for the installation of several computers, printers, scanners, furniture, desks, filing systems, photocopiers, faxes and other equipment necessary for the accreditation/administration processes. It should also be sufficient in size to handle the number of expected participants in a channelled and rapid manner. Taking into account the number of expected participants for the joint meetings a minimum of 800 square metres will be required. The front area of the centre should have an enclosed area with a long registration counter with adequate PCs and cameras, laser colour printers, scanners, etc.

The back area should have separate offices to accommodate people with storage facilities (lockable cabinets).

19. The accreditation counters should be divided into different categories such as:

(a) Delegations of member States;

(b) Intergovernmental organizations, specialized agencies and United Nations programme bodies;

(c) Non-governmental organizations;

(d) Media;

(e) Civil society and national institutions;

(f) Private sector;

(g) Local authorities, local assistance and courtesy badges.

L. Important general requirements

20. ECA advance team dealing with logistics and other support services will arrive on

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21. All the coffee/bar areas of the existing centre should be operational for the duration of the Conference, from 7 a.m. to 9 p.m. and offer a choice of food and beverages. One coffee/bar (snack bar) should be operational late into the night.

22. Unless otherwise specified, all areas of the Conference (including other eventual external temporary structures) will have wireless connectivity to the Internet at no cost.

M. Arrival and departure transport

23. The Government will provide the following services:

(a) Transfer from Casablanca and Marrakech airports to hotels and from hotels to airport for delegations;

(b) Transfer from Casablanca and Marrakech airports to hotels and from hotels to airport for ECA personnel. The schedule of arrivals and departures will be communicated to the Government by the General Services Coordinator three weeks in advance based on the official “entry on duty” and “close of business” dates of servicing staff.

N. Vehicles for official use

24. The Government will provide, for official use by ECA, vehicles with drivers as stated in annex IV:

(a) The use of vehicles will be under the control of the Government.

O. Personnel to be provided by the Government

25. Part of the Conference servicing staff will need to be provided locally.

26. The following local staff will be required to service the Conference:

- 10 to 15 reception and information guides - Six Registration Assistants

- Twenty conference room attendants - Eight messengers/ushers

- Printing machine operators - Eight document assistants

- Six document distribution clerks - Four sound recording technicians

- 20 local ICT technicians, working in two shifts (meaning 10 per shift) to provide ICT support

- 2 bilingual secretaries to assist the Secretariat advance team

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P. Miscellaneous items required to be provided by the Government Materials and supplies

27. Annex II of the list shows furniture and equipment required for the Conference.

Stationery and other office supplies to be provided by the Government and shown in annex III should be available locally in Marrakech in the Kingdom of Morocco.

Nameplates

28. Country nameplates and other required signs should be provided by the Government and facilities made readily available for the printing or lettering of such signs as may be required. The Government may nevertheless decide to print special nameplates and insignia for the Conference.

Flags

29. The flags of the United Nations, together with those of the 54 member States of ECA should be provided by the Government and flown at the Conference area during the meetings.

Badges

30. The secretariat shall prepare and issue badges for the Conference as follows:

(1) Participants 550

(2) Observers 50

(3) Media 50

(4) Interpreters 60

(5) ECA secretariat 65

(6) Officials 50

(7) Local personnel 100

31. The badges should be distinguished by different colours by overprinting the names of the various categories. Special car passes will also have to be provided by the Government to facilitate traffic and parking.

32. It will be necessary to issue grounds passes to persons requiring access to the Conference area who are not in any of the six categories mentioned. Such persons would include those working at the post and telecommunications office, the bank, the travel agency and maintenance personnel.

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Annex II

Conference rooms, office and equipment requirements

2 International and local telephone lines required.

Conference rooms/ office allocation

Telephone² Fax PC Printer/other equipment

Furniture/other requirements

Space allocated

Date required A. CONFERENCE/MEETING ROOMS

One Plenary Hall (Experts Meeting and Conference of Ministers)

1 (silent telephone with blinking lights

2 laptops, 3 PCs,

2 desktop printers Classroom style for seating a total of 600-800 participants. Podium seating of 10 with 10 microphones

400 microphones 800 headsets

3-language interpretation 1 large monitor facing the podium

2 projectors and 2 large screens

1 adjustable lectern with microphones

2 flag poles

1 table with 4 seats wired for reception of

interpretation,

1 silent blinking telephone, 1 table with 4 seats, table wired with reception of interpretation,

1 silent telephone,

18 March 2019

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1 table with 8 seats, tabled wired for reception of interpretation,

1 silent blinking telephone 1 booth inside the plenary wired for interpretation, 2 chairs, 1 silent

telephone, 2 large tables for display of documents 1 photocopier near the plenary room for use by conference services staff One Plenary hall

(Regional Coordination Mechanism – RCM)

1 2 laptops,

1 PC

1 printer Classroom-style set-up for 250–300 participants Podium seating for 10 with 10 microphones,

10 headsets

3-language interpretation 3 booths with 17 inches flat panel monitors

2 projectors and 2 screens (left and right)

1 table with 1 silent blinking telephone, 2 chairs

1 silent blinking telephone on podium

21 March

One meeting room with a 50-person capacity, public address systems, PC linked

18 March 2019

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editing and presentations, one screen, two printers and microphones

Four meeting rooms with 100-person capacity for side events (U-shaped, with microphones and headsets, LCD projectors, three-language

interpretation facilities)

1 laptop 18 March 2019

One meeting room for Adedeji Lectures (Cristal Room)

Classroom-style set-up with round tables for 300 persons, 300 headsets and microphones, lectern with microphone, LCD

projectors, 2 screens, three-language

interpretation facilities

2 laptops 24 March 2019

Meeting room for Heads of Delegation

U-shaped room for seating 60 persons with 60 chairs, microphones, headsets, three-language

interpretation equipment, 1 screen, LCD projector

1 laptop 18 March 2019

B. OTHER ROOMS

Media room 1 20 2 black and white

multifunction printers

20 desks and chairs 18 March 2019

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Wi-Fi

Cyber café 2 - 16 2 network

wireless multifunction printers (1 colour, 1 black and white) Wi-Fi

16 desks and chairs 18 March 2019

Press briefing room (theatre-style with 3- language interpretation facilities and a 100-person capacity)

18 March 2019

VIP Lounge 1 Sofas, centre and coffee

tables and adequate space for tea/coffee stations

18 March 2019

Ministerial Lounge with 50 – 60 person capacity

1 Sofas, coffee tables and

adequate space for tea/coffee stations

18 March 2019

Bilateral rooms (4) Set of sofas, centre and

coffee tables for each room

18 March 2019

Registration Area

(separate venue set-up by

Government) 3 14

2 network multifunction colour printers

14 workstations, 14 chairs + 20 chairs for registrants

18 March 2019

C. OFFICE SPACE

Deputy Secretary-General 1 2 1 Appropriate configuration

for Principal and Secretary and Waiting Area

(reception)

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and Waiting Area (reception) President, African

Development Bank

1 2 1 Appropriate configuration

(reception)

President of ECOSOC 1 1 1 Appropriate configuration

(reception)

18 March 2019

Executive Secretary of the Economic Commission for Africa

(reception)

18 March 2019

Deputy Executive Secretaries

(reception)

18 March 2019

Assistant of the Executive Secretary

1 International line

1 1 printer +1

Photocopying Machine

2 desks and 4 chairs 18 March 2019

Assistants of the Deputy Executive Secretaries (2 offices)

2 2 2 2 desks and 4 chairs 18 March 2019

Secretary of the Commission

1 1 1 1 1 desk and 3 chairs 18 March 2019

Chairperson of the Conference

1 1 1 1 executive desk and 1

chair + 2 visitors’ chairs

18 March 2019 Rapporteur of the

Conference

1 1 1 1 1 desk and 1 chair 18 March 2019

Conference Coordinator 1 1 1 desk and 1 chair 18 March 2019

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Drafting Team Coordinator

1 1 1 1 desks and 1 chair 18 March 2019

Documents Control Officers

1 3 3 3 desks and 3 chairs 18 March 2019

Translation and Editing Team

1 12 with 4

Arabic keyboards, 4 English keyboards and 4 French keyboards

2 12 desks and 12 chairs 18 March 2019

Text Processing Team 1 8 3 8 desks and 8 chairs 18 March 2019

Security Coordinator 1 1 1 1 desks and 2 chairs 18 March 2019

Larger offices Secretariat of the Commission

5 1 2 1 network printer 5 desks and 5 chairs 18 March 2019

Directors 1 5 1 network printer 6 desks and 6 chairs 18 March 2019

Head of Conference and Conference Staff

1 1 2 network colour

printers

6 desks and 6 chairs 18 March 2019

Interpreters’ Room 1 4 1 network printer 10 desks and 10 chairs 18 March 2019

Drafting Team 5 5 1 network printer 5 desks and 5 chairs 18 March 2019

Secretaries to Drafting Team

1 5 1 network printer 5 desks and 5 chairs 18 March 2019

Communications 1 2 1 network printer 7 desks and 7 chairs 18 March 2019

DSA payment 1 1 1 2 desks and 10 chairs,

money safe

18 March 2019

Printing 1 2 1 network colour

printer, 5 heavy duty digital

5 large desks and 5 chairs 1 large room

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minimum 105 copies per minute with automatic document feeder, finisher / sorter and online stapler auto-duplex, reduction /enlargement function (25 per cent to 400 per cent in 1 per cent

increments), high capacity paper tray holding minimum of 2,000 sheets copy paper A4 and A3, + 1,500 reams of A4 white

photocopying paper 80 g 40 ink, cartridges 4 boxes staples each containing 3 packets of 5,000 staples

*Recommended equipment:

Canon IR 85 or IR 105

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ICT Office 1 1 5 desks and 5 chairs 18 March 2019

Storage room 18 March 2019

Information desk/counter (at the entrance of the Conference Centre)

1 desk/counter and 2 chairs 18 March 2019

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S

ummary of total equipment required

Office space = 15

Larger office space = 13

Telephone simcards = 59

Telephones (with extension numbers) in 2 plenary rooms = 7

Fax machine = 3

PCs = 100

Laptops = 19

Desktop printers = 12

Executive desk = 7

Executive chairs = 7

Multifunctioning printers (supports wireless printing,

Scanning, copying) – black and white = 10

Multifunctioning printers (supports wireless printing,

Scanning, copying) – Colour = 16

Standard desks = 134

Standard chairs = 140

Visitors’ chairs = 10

Large tables = 2

Photocopier (standard model) = 1

Photocopier (Canon IR85 or IR105) = 5

Interpretation equipment for plenary hall 1 = 400 microphones and 800 headsets

Interpretation equipment for plenary hall 2 (Cristal) = 200 microphones and 300 headsets

Plenary hall 1-seating capacity (23 and 24 March) = 600-800 Plenary hall 2 (Cristal) – seating capacity (25 March) = 250–300 Heads of delegations meeting room seating capacity = 60

Side events meeting room capacity = 100

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Annex III

Stationery, office supplies and office equipment

1. Xerox photocopying paper (A-4) (reams) 400

2. Ruled writing pads for participants and secretariat (8.5 x 11 cm) 1 500

3. Black ballpoint pens 2 000

4. Pencils 100

5. Paper clips 20 boxes

6. Scotch tape (2.5 x 250 cm) 10 rolls

7. Rubber bands/elastics 5 packs

8. Staplers (2 heavy-duty) 20

9. Staples for the staplers 50 boxes

10. Staple removers 20

11. Desk-type pencil sharpeners 5

12. Glue 20

13. Perforator (2-hole 7 and 8 cm) 10

14. Scissors 10 pairs

15. Markers (assorted colours) 50

16. Heavy-duty photocopiers 5

17. Toners for photocopiers/printers 10 each

18. Screens (2 plenary rooms, 7 side events rooms, 1 drafting room) 12 19. Flip chart stands (2 in each meeting room)

20. Flip chart easel pads 50

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Annex IV

Transport requirements

VIP saloon car (with a

driver)

Saloon car (with a driver)

Minibus 12-seater (with a driver)

Minibus 30-seater (with a driver) Conference participants

Deputy Secretary-General 1 1

African Union Chairperson 1 1

President, African Development Bank 1

President of ECOSOC 1 1

Ministers of Finance, Planning and

Economic Development 54

Heads of United Nations agency delegations

5

Special guests of the Commissions 5 1

Experts 5

ECA STAFF SERVICING THE CONFERENCE

Executive Secretary 1

Deputy Executive Secretaries 2

Secretary to the Commission 1

Members of the secretariat of the Conference

1 1

Officials of ECA secretariat 3

Drafting Team Coordinator 2

Directors 4

Logistics Officer 1

Chief of Protocol 1

Conference Coordinator 1

Communication Team 1

Drafting Team 2

Translators, Editors, Text Processing Team

2

Printing Team 1

Office of the Executive Secretary

2

Interpreters 1

Security 1

TOTAL 71 18 11 5

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Grand total of transport requirements 71 = VIP saloon vehicles 18 = saloon vehicles 11 = 12-seater minibuses 5 = 30-seater minibuses

Please note:

1. Vehicles required for use by the Secretariat during the Conference should be parked in one centralized area for collection each day.

2. Transport supervisor will sign for all vehicles taken each day for vehicles returned so that no vehicles will be used after the period it is required.

3. All drivers should have mobile telephones, if possible.

4. All vehicles should be properly maintained and fuelled each day.

5. Each security will provide each vehicle with a sticker for easy identification and for security purposes.

6. The Secretariat to receive contact details of the transport committee.

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Annex V

Mobile telephone sets, SIM cards and adequate airtime to be provided by the Government

- Executive Secretary

- Deputy Executive Secretaries (2) - Special Assistants (4)

- Secretary of the Commission - Members of the Secretariat (2)

- Personnel assisting the Executive Secretary - Chief Coordinator, Drafting Team

- Coordinator of the Conference - Directors (16)

- Head, Conference Staff - Drafting Team (10) - Protocol Team (6) - Security (6)

- Heads of Translation and Editing teams (3) - Coordinator of Interpretation

- Text Processing Team Supervisor - Communication Team (6)

- Secretary, Drafting Team - Supervisor, Registration - Logistics (2)

- Transport (3) - Printing Team (2) - Registration Team (6)

- Document Control Officers (2) - Conference staff (6)

- ICT Support Team (4)

TOTAL 90

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Annex VI

Communication and media requirements

- Exhibition space within Conference parameters with two large LCD screens for content - Multiple power inputs including dividers

- Pentium IV PC with CD writer, 1 GB RAM and multimedia speakers - VCR Multisystem and 36’’ TV

- Publications and CD display stands

- VTCs

- CNBC Broadcast requirements:

 5 power points

 Bandwidth 35mbps

 3 LAN outlets

- Dedicated Internet service to support webstreaming and broadcasting of the conference - Dedicated Internet Bandwidth (with backup and automatic failover), minimum

u60/d120Mbps

- A broadcasting room for editing where the broadcast team can store equipment overnight

Africa Hall Exhibition Requirements

- A television screen of 50 to 55 inches, 1 laptop and a socket - 1 small desk/table with 2 armchairs

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Annex VII

The table below provides the draft cost estimate for hosting the fifty-second Conference of African Ministers of Finance, Planning and Economic Development, to be held in Marrakech, Morocco, from 20 to 26 March 2019.

Table

Draft cost estimates for hosting the fifty-second Conference of Ministers in Marrakech, Morocco

Description

Estimates (in US dollars)

Government contribution

(in US dollars)

ECA contribution

(in

US dollars) Remarks

In-country local requirements

Venue cost

Conference rooms - - Not costed -Cost to be covered by Government

Offices - - Not costed -Cost to be covered by Government

Registration area/counter - - Not costed -Cost to be covered by Government

Information counter - - Not costed -Cost to be covered by Government

Printing/ distribution area - - Not costed -Cost to be covered by Government

Cyber café with PCs and network

printers - - Not costed -Cost to be covered by Government

Exhibition space - - Not costed -Cost to be covered by Government

Refreshment area - - Not costed -Cost to be covered by Government

Conference equipment and other

items

Interpretation equipment with mic - - Not costed -Cost to be covered by Government

Heavy-duty photocopiers - - Not costed -Cost to be covered by Government

Photocopiers - - Not costed -Cost to be covered by Government

PCs - - Not costed -Cost to be covered by Government

(34)

Network printers - - Not costed -Cost to be covered by Government

Printers - - Not costed -Cost to be covered by Government

Telephones with local line - - Not costed -Cost to be covered by Government

Telephones with international line - - Not costed -Cost to be covered by Government

Fax machines - - Not costed -Cost to be covered by Government

Executive desks with chairs - - Not costed -Cost to be covered by Government

Standard desks - - Not costed -Cost to be covered by Government

Standard chairs - - Not costed -Cost to be covered by Government

Mobile telephones - - Not costed -Cost to be covered by Government

Cameras and scanner - - Not costed -Cost to be covered by Government

Overhead projector - - Not costed -Cost to be covered by Government

Screen - - Not costed -Cost to be covered by Government

Trolley - - Not costed -Cost to be covered by Government

Display stand - - Not costed -Cost to be covered by Government

VCR/ DVD player with screen/TV - - Not costed -Cost to be covered by Government

Tape recorder - - Not costed -Cost to be covered by Government

Flags of ECA member States - - Not costed -Cost to be covered by Government

Local support staff costs - -

Reception/ Information guides (10-

15) - - Not costed -Cost to be covered by Government

Conference room attendants/ushers

(16) - - Not costed -Cost to be covered by Government

Machine operator/ collators (16) - - Not costed -Cost to be covered by Government

Document distribution clerks (6) - - Not costed -Cost to be covered by Government

Audio visual technicians (4) - - Not costed -Cost to be covered by Government

1 Professional and 1 secretary - Not costed -Cost to be covered by Government

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VIP vehicle hire (67) - - Not costed -Cost to be covered by Government

Saloon vehicle hire (12) - - Not costed -Cost to be covered by Government

12 seater bus hire (5) - - Not costed -Cost to be covered by Government

30 seater bus hire (5) - - Not costed -Cost to be covered by Government

Social event (Reception) - - Not costed -Cost to be covered by Government

Special guests - ECA

150

000 150 000 - 150 000 ECA's contribution Social event - ECA (Reception)

39

000 39 000 - 39 000 ECA's contribution

ECA secretariat 583 811 -

Members of ECA secretariat to be determined

Travel, DSA and Terminal

533

811 533 811 - Cost to be covered by Government

Shipment costs

40

Freight insurance

10

Interpretation 225 000

Arabic

75

000 - 75 000 ECA's contribution

English and French

150

Translation and Editing 117 604

English, French and Arabic

92

Editing and text processing

25

ECA secretariat support staff 25 000

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Support short-term staff (OES)

25

Document dissemination 15 000

Conference document dissemination

15

Communications

247

000 247 000 247 000 ECA's contribution

Subtotal 1 422 415 583 811 818 604 Contingency (5 per cent) 71 121 29 191 40 930

Grand total

1 493

536 613 002 859 534

Note: Cost estimates at this planning stage are indicative only. Actual costs will be determined at a later date.

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Annex VIII

Security modalities and the requirement for security forces and equipment

A. Security modalities

1. In execution of Article XII of the Agreement, the United Nations Department of Safety and Security (hereinafter referred to as “UNDSS”) and the Government will undertake the following:

(a) A representative of UNDSS will act as United Nations Event Security Coordinator (hereinafter referred to as “ESC”) for the preparation and execution of the security coverage of the Conference. Equally, the Government will designate a representative to act as Host Country Senior Security Officer (hereinafter referred to as “SSO”) for external operations;

(b) Both designated officers will work together to prepare a security plan (hereinafter referred to as “Security Plan”). The Security Plan will describe in detail the security coverage of the Conference, which is regarded as a joint operation of both the United Nations Security and Safety Service and the authorities of Morocco;

(c) Although it is understood that the secretariat is in full control of the Conference premises, any major security related situation that could affect the normal running of the Conference shall be evaluated in conjunction with Host Country authorities and recommendations thereof will be submitted to the Executive Secretary for eventual decision.

The only exception will be in the event that a fire breaks out and a fire emergency is apparent, where the Fire and Evacuation Plan for the premises will be applied and the local fire department will take over the fire response operations.

2. The Conference premises, which will be under the responsibility of UNDSS, shall include all areas exclusively dedicated to the development of the Conference.

3. The Government will provide assistance, by prior agreement with ESC, in the following areas:

(a) Operations liaison and support;

(b) Access control to the Conference venue and restricted areas;

(c) Provision of security equipment as per annex VIII of the Host Country Agreement;

(d) VIP protection;

(e) Fire and safety support;

(f) Medical support;

(g) Explosives detection/bomb sweeps of the Conference venue;

(h) Prior screening of all persons/vehicles entering the Conference venue.