Functions and role description

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1 Functions and role description World Association of Girl Guides and Girl Scouts representative at the United Nations and its agencies (WAGGGS representative at the UN) Introduction The World Association of Girl Guides and Girl Scouts (WAGGGS) co-operates with the United Nations (UN) and its specialised agencies on various issues which are of interest and importance to WAGGGS. These include health, girls, women, youth, youth participation, decision-making, human rights, non-formal education, environment, food and nutrition, refugees and peace. WAGGGS representatives at the UN (or UN representatives) play a key role in the delivery of WAGGGS advocacy programme and its vision to be a growing worldwide Movement ~ the voice of girls and young women who influence issues they care about and build a better world. UN representatives are volunteers who advocate in both directions. On one hand they inform and influence the international UN agenda about WAGGGS issues regarding girls and young women, including education about WAGGGS grassroots programmes. They facilitate the active participation of WAGGGS in UN-related matters and represent WAGGGS at UN meetings and events. On the other hand they contribute input to WAGGGS programmes and advocacy initiatives by updating the organization of UN priorities and activities. WAGGGS relations to the United Nations WAGGGS has general consultative status with the Economic and Social Council of the United Nations (ECOSOC). WAGGS has formal consultative relations with the United Nations Educational, Scientific and Cultural Organization (UNESCO). WAGGGS has liaison status with the Food and Agriculture Organization (FAO). WAGGGS works closely with United Nations High Commissioner for Refugees (UNHCR), United Nations Children Fund (UNICEF), United Nations Fund for Women (UNIFEM), United Nations Environment Programme (UNEP), United Nations Population Fund (UNFPA), World Health Organization (WHO) UN Joint Programme on HIV/AIDS (UNAIDS). United Nations High Commissioner for Human Rights (UNHCHR), World Food Programme (WFP), International Labour Office (ILO), United Nations Office for Drug Control and Crime Prevention (UNODCCP) United Nations Centre for Human Settlements (Habitat). Conference of NGOs (CONGO) NGO Committees 1

2 Functions of WAGGGS representatives at the UN As the link between WAGGGS and the UN and its agencies, a UN representative has a dual function: 1. To be an active ambassador for WAGGGS, including promoting the cause of the organization and that of girls and young women; delivering WAGGGS advocacy strategy; seeking actively to liaise with opinion formers at the UN and elsewhere; and representing officially WAGGGS at events, visits and other occasions 2. To contribute UN related issues to WAGGGS agenda, including collecting information on trends, policies and opportunities which would be of use or interest to WAGGGS; identifying potential partners for WAGGGS to liaise with and establish the first contact Communication and support structure within WAGGGS UN representatives are accountable to the World Board, through the World Board UN liaison and the communications coordinating group. UN representatives communicate to the World Bureau primarily through the communications officer at the World Bureau. UN representatives communicate to the communications coordinating group and the World Board primarily through the World Board UN liaison. The World Bureau communications team will regularly update and inform WAGGGS representatives at the UN and trainees on WAGGGS work and WAGGGS priorities. Regular mailings from the World Bureau will include updates on regional and world level activities. This Graphic shows the communications structure from the UN team s perspective: World Board World Bureau communications coordinating group communications team Liaise through UN liaison to the World Board Liaise through communications officer UN teams Geneva, Nairobi, New York, Rome, Paris, Vienna UN team coordinator UN representatives t i 2 Pool of extra representatives

3 Subject to funding, there will be a series of meetings throughout the triennium. One year all UN representatives meet, the next year all UN team coordinators will meet, and in the third year those UN representatives able to attend the World Conference will meet. UN teams and UN team coordinators A group of WAGGGS representatives at the UN in a given city is called a UN team. Teams usually have between two and five members, although some teams may have more. Some teams may utilize a pool of extra representatives for specific tasks. Each Team has a UN team coordinator. The UN team coordinator is responsible for the performance of the team, ensuring that members represent WAGGGS and its key messages at appropriate UN events and that they communicate with the team. The team coordinator will ensure that an annual budget is submitted to the communications officer, and that the team s financial reports are submitted at the appropriate time. A UN team coordinator will ensure that regular UN team meetings are held and that appropriate training is given to new UN representatives and trainees. Each UN team is responsible for choosing its own UN team coordinator. The team coordinator has to be selected democratically. It is advisable to reach consensus within the team or otherwise hold a vote. The prospective team coordinator needs to be announced at least three months before taking over the position and needs to be approved by the World Board UN liaison. Nomination process and terms of service Team coordinators are responsible for nominating trainees. The trainee s CV is sent to the communications officer. The communications officer will regularly update the World Board UN liaison of any changes to teams. After a probation period of six months to a year, the UN team coordinator submits a request that the trainee becomes a full representative to the UN liaison to the World Board through the communications officer. On the UN liaison s recommendation, the World Board appoints a trainee to full representative either at the following World Board meeting or by postal ballot. WAGGGS representatives at the UN are appointed by the World Board for three years at any point during the triennium and are eligible for re-appointment by the World Board on the recommendation of the World Board UN liaison three years later up to a further three years. UN representatives term of service does not exceed six years except in extraordinary circumstances. Terms of service can be extended if, for example, the term of service for a team coordinator ends with no obvious successor. When a WAGGGS representative at the UN may have a particular task for a specified amount of time at the UN, the term of service may be extended for the duration of that particular task. Member of the pool of extra representatives for specific tasks do not need to be approved by the World Board, although the communications officer must be given the names and some background information about them for their own record. A member of the team should ensure that all information is shared with the pool of extra representatives and that reports on their activities are sent to the World Bureau through the communications officer. 3

4 Upon recommendation from the World Board UN liaison, the World Board may ask a UN representative to step down. Reasons for such a recommendation may include failure to attend meetings, failure to communicate with the team, or failure to contribute to the achievement of WAGGGS vision and its key messages. Aims A WAGGGS representatives of the UN is an ambassador for WAGGGS, supporting the organization s advocacy work, and helping to achieve its vision that we are a growing worldwide Movement ~ the voice of girls and young women who influence issues they care about and build a better world. To achieve this, a WAGGGS representative at the UN should: 4 Identify and participate in UN and NGO activities which relate to WAGGGS current key messages and its advocacy priorities. Identify potential partners for WAGGGS Promote an image of WAGGGS and Girl Guiding/Girl Scouting which reflects current activities and style. Play an active role in the work of NGO Committees and working groups dealing with UN issues relevant to WAGGGS work. Act as accredited observers to the United Nations and its agencies with the aim of sharing knowledge on issues of importance and interest to WAGGGS. Create opportunities for WAGGGS representatives to meet influential senior personnel in the UN, its agencies and NGOs. Be alert to trends and policies which could influence the work of WAGGGS and to report on these to the World Bureau. Be alert to other organizations and their activities and report on them to the World Bureau. Seek for new opportunities where WAGGGS Member Organizations could benefit Duties 1. Background information A WAGGGS representative at the UN is aware of WAGGGS principles and ways of work as expressed in the Constitution and Bye-Laws, as well as WAGGGS Mission, Vision and Strategic Plan, and is informed of WAGGGS current policies and procedures. 2. Liaison With the UN and its agencies: o Introduces and explains WAGGGS to new contacts and updates existing contacts on WAGGGS work and, thus, raises WAGGGS profile. o Seeks contacts, liaises and promotes WAGGGS with UN departments whose areas of work are linked with WAGGGS key issues/triennial theme. With other Non-Governmental Organizations (NGOs): o Takes part in the work of NGO Committees and NGO Working Groups. o Introduces and explains WAGGGS to new contacts and updates existing contacts on WAGGGS work and, thus, raises WAGGGS profile. o Seeks contacts with NGOs whose areas of work are linked with WAGGGS key issues/triennial theme. With WAGGGS Regions and Member Organizations through the communications officer With World Board through the World Board UN Liaison Between team members and teams.

5 3. Meetings Attends, as appropriate, meetings/events organised by the UN and its specialized agencies, other NGOs and WAGGGS Regions. 4. Statements. Informs the communications team of the necessity for a statement to be issued pertaining to an important world issue in a timely manner. Assists with the writing of a first draft that will be finalized by the communications director or Chief Executive, World Bureau. Any written statement must always be authorized by the Chief Executive, and/or the Chairman of the World Board, before a WAGGGS representative at the UN signs or endorses it. Where a policy has previously been agreed upon, a WAGGGS representatives at the UN is authorised to speak in the name of WAGGGS on matters relevant to WAGGGS work. Distribute WAGGGS position statements 5. Reports The UN team coordinator sends reports to the communications officer on priority matters that need follow-up action, The team coordinator submits every June and December a six monthly report to the communications officer. This report should contain brief information on the main meetings and events attended; major themes covered in the past six months; and any contacts made during this period. This report should demonstrate how the team is contributing to the WAGGGS strategic plan and advocating on its key messages The WAGGGS report format should be used for report writing and is available from the communications officer. 6. Information Informs the communications team at the World Bureau of the UN s trends and priorities that are of relevance to WAGGGS and its key messages. 7. Training Collects, develops and adapts materials on WAGGGS and on the UN, as appropriate, for training of Team members or other WAGGGS members at seminars and other events, or for presenting WAGGGS to other organizations. One person per Team should be responsible for training new trainees and UN representatives. 8. Recruiting Promote UN reps within their area and try to recruit trainees. 9. Fund-finding/Partners Advises the communications officer at the World Bureau of the availability/possibility of funding sources. Any potential partnerships with other organizations should be submitted to the communications officer. 10. Assistance Assists WAGGGS participants attending an event in a city where a UN team is based. 11. Relations within the UN team 5

6 WAGGGS representatives at the UN are expected to attend UN team meetings regularly and keep the UN team coordinator informed of their activities. Criteria Essential Knowledge of WAGGGS, WAGGGS advocacy strategy and WAGGGS strategic plan Ability to represent the values of Girl Guiding/Girl Scouting Knowledge of the UN and its agencies Must live in or very near to city where UN team is based Some time commitment Desirable Experience of working with the UN Experience in advocacy work Membership of Member Organization Young person Budget and expenses WAGGGS representatives at the UN and trainees are reimbursed for expenses incurred in connection with their duties. The UN team coordinator or member of the UN team appointed as treasurer submits a provisional budget for the next financial year (i.e. calendar year), drafted in conjunction with the UN team, to the communications officer within two months before the start of a financial year. At the same time the UN team coordinator or appointed treasurer submits a report of the expenses incurred by the UN team to the communications officer, using budget forms provided by the communications team. Reimbursable expenses are annual fees to the NGO Committees and the UN and its specialized agencies, postage and telephone bills, lunches/coffees whilst at the UN, local travel, hospitality expenses. Receipts are needed for reimbursement not matter how small the amount is. Agreed by the World Committee at its 55 th Meeting, March-April 1976 Amended: 58 th World Committee Meeting, August st World Committee Meeting, March nd World Committee Meeting, September st World Board Meeting, January th World Board Meeting, October 2000 Updated: September

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