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Overview of the Division

• Interpretation Service

• Languages Service

• Production and Support Service

• Central Planning and Coordination Service

Structure of the Interpretation Service

Interpretation Service Office of the Chief

Arabic Interpretation

Section

Chinese Interpretation

Section

English Interpretation

Section

French Interpretation

Section

Russian Interpretation

Section

Spanish Interpretation

Section

Interpretation Service

• There are 100 staff interpreters, who are helped by

freelance interpreters as per the need; • English, French, Russian and Spanish interpreters

work into their native languages from at least two of the official languages;

• Arabic and Chinese interpreters work into and from

their native languages and are required to have an excellent command of one foreign language, normally English or French.

• Simultaneous interpretation in the official languages of the United Nations to an average of 3,000 meetings per year including:

– UN Conferences at the Geneva Headquarters

– Conferences held away from the Headquarters

– Special Rapporteurs and other field missions

Interpretation Service

What does the Languages Service do? Translation and editing in six official languages for some 50

bodies of the United Nations system

• In 2015, 60 million words were translated in-house and 13 million words were translated contractually.

• As of 31 October 2016, 55 million words were translated in-house and over 11 million words were translated contractually.

Human rights, Disarmament, Climate change, Desertification, Codification

of international law, Macro-and micro-economics, Trade promotion, Transportation, Transportation of dangerous goods

Structure of Languages Service

Languages Service Office of the Chief

Arabic Translation

Section (ATS)

Chinese Translation

Section (CTS)

English Translation

Section (ETS)

French Translation

Section (FTS)

Russian Translation

Section (RTS)

Spanish Translation

Section (STS)

Editing Section

(ES) Translation & Editorial Support Section (TESS)

Contractual Work Unit

Reference Unit

Terminology Unit

Language Support Unit

Six Text Processing

Units

Issuance compliance rate

The issuance compliance rate for the last 365 days as of 31 October 2016 stands at 73%

Production and Support Service Publishing • Reduced copies ● Recycled paper

• Vegetable inks ● ISO 14001 certification • Multi-media production

Distribution • Distribute documents to participants attending meetings

• Pre-sort and mail official UN documents and publications. • Update online database of UN official documents (ODS).

Information Technology ITS supports over 1,000 users, including DCM staff, delegates, and conference participants through:

• IT project management • Conference Business Analysis

• Collaboration with internal clients • Centralised Helpdesk Services – Unite Service Desk

http://www.unog.ch/80256EDD006B8954/(httpAssets)/7106F4F9939E641FC1257E0A00338037/$file/15_02039E_PDF_2.pdf

Sustainable Publishing

20

30

40

50

60

70

80

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2010 2011 2012 2013 2014 2015

Mil

lio

ns

Paper use 2010 - 2015 Total sheets of A4 paper

What CPCS can do for you • Planning and servicing of over 10,000 meetings and

of over 220,000 pages translated pages per year; • Allocation of rooms for calendar and non-calendar

meetings; • Planning and coordination of provision of

conference services such as interpretation, documentation, technical services;

• Assistance in the rooms; • Provision of accessible services for persons with

disabilities: ISL, closed captioning, Braille documentation.

OHCHR, UNFCCC and UNECE held the largest number of meetings

Main Clients 2015

Conference Services Practical Guidelines Part 1

• Booking a meeting room

• Role of Meeting Room Assistants

• Interpretation dos and don’ts

• Indico- online conference management and registration

• Multimedia services

Facilities • 37 rooms in the Palais des Nations; three rooms at Palais Wilson;

• Concordia space inaugurated in 2016;

• Accommodate 12 to 1,939 delegates;

• Complemented by office space near meeting areas;

• 14 rooms equipped for simultaneous interpretation six official languages; 8 rooms in five languages;

• Sound recording or automatic sound amplification;

• All conference rooms equipped with WiFi and most with a multimedia projector;

• Videoconferencing or audioconferencing services upon special request.

How the booking process works In order to process your query, you will need to provide:

• Date and timetable; • Number of participants; • Title and context of the meeting; • As well as any other meeting requirements, such as languages of interpretation,

if any and other technical requirements; • Based on that information and depending on availability, MCPU will allocate a

room to you, and advise you of further steps to be taken prior to the booking; • Once a room has been allocated, submit your request via eMeets which is the

electronic conference management system used at all UN duty stations. Every Permanent or Observer Mission has a generic username and password that gives you access to eMeets;

• A detailed seven minute tutorial on room booking is available on the website of the Division of Conference Management at www.unog.ch/conferences.

http://www.unog.ch/conferences

Meetings Coordination and Planning Unit stands ready at any time to reply to your questions about the conference

rooms and related services and provide you with any help, guidance and assistance you may require prior and

during the room booking process.

Telephone: (022) 917-3668;

E-mail: [email protected]

mailto:[email protected]

The role Meeting Servicing Assistants

https://vimeo.com/145487430

How to get the best from your interpreters • A short clip produced by interpreters to provide

guidance to speakers at international conferences. • Aim is to help you communicate your message.

Smart Speaking video

http://www.calliope-interpreters.org/sites/all/files/videos_html5/smart_en.mp4










Please Avoid

• Mobile phones or computers near microphones;

• Placing headsets/ear pieces near microphones;

• Speaking over background music;

• Phone or Skype links;

• Remote participation unless booked well in advance through MMS to ensure you have a properly equipped room and a sound check can be conducted with interpreters to make sure the videoconference will be possible.

Communicate • Provide any speeches, speaking notes,

background documents or an oral briefing. On the day via the Meeting Service Assistants and also in advance to:

[email protected] • Present and communicate. If a native speaker

listening live cannot follow, neither can delegates listening through interpretation.

• Think about being interpreted, allow time for a reaction and for the interpreters to finish with a 4-11 second time lag.

Sign language interpretation • International Sign Language provided by

accredited Free lance interpreters;

• National Sign Language can also be provided to Treaty body meetings depending on State requests (country reviews);

• Please contact relevant secretariat to inform them of such requests in good time;

• Delegations could assist in identifying National Sign interpreters;

• Closed captioning (max 2 languages due to physical constraints) also complements Sign Language;

• Same conditions and dos and don'ts as for spoken interpretation.

Remote participation and Videoconferences • Request Form and a Recommended Procedure to

provide useful general and technical information to prepare for your VC;

• Please make the technical request to the ICTS via [email protected] but also send your completed Request Form to [email protected]

• Testing to ensure a successful VC with interpretation;

• Be aware that not all rooms are equipped with the necessary technology;

• If the remote participant does not use VC equipment of a minimum quality the risk of failure is high.





• Indico - online conference management and registration


What is INDICO?

• A system for managing registration and access for conferences,

meetings and events.

• Collaboration hub and archiving of events metadata.

• Used by conference entities, security and delegates.

• Initially developed by CERN, web-based, open source (GPL)

What is INDICO? CONFERENCE PLATFORM SOLUTION

What is INDICO - Out of the box features Online registration

Accreditation

Security Badge production

Digital recordings

Indoor navigation Mobile Apps

Boarding pass

Docs

Powered by

Bilaterals

Interactive

Kiosks

Scanners

Integrations

Current status

System operational since February 2016

Pilot with UNCTAD/Security

First conference: 16 March 2016

Major milestone: UNCTAD XIV in Nairobi

Project Board Meeting, 14 Oct. 2016

Roadmap (phase 1) approved by the Board

Accreditation Pilot Project at UNOG

• Started in 2015, completed with UNCTAD 14 conference in July 2016.

• Used by UNCTAD and SSS to accredit ~8000 delegates.

• Overall outcome successful

• Continues to be used today by UNCTAD and SSS

• ODG used it for Geneva Peace Talks

• Indico Project Board Meeting, 14 Oct. 2016

• Building on the success of the pilot

• Mandate to expand Indico across UNOG

• Currently stabilising and strengthening information security

• In future: expand to international Geneva

Multimedia Services https://vimeo.com/185454631

The Section is constantly

evolving and we are currently

expanding our multimedia

production capacity to include

content creation as well as development and production of

electronic publications.

The UNOG Annual Report was designed, produced and

published as an “App” for Apple and Android tablets and

smartphones in English and French versions.

Scan me!

Scan me!



http://www.unog.ch/80256EDD006B8954/(httpAssets)/7106F4F9939E641FC1257E0A00338037/$file/15_02039E_PDF_2.pdf

Multimedia Services

Content we create includes

videos, 360o photographs,

aerial footage, social media

feeds and content for

interactive touch screens – some of which is shown on the

screens here.

Aerial

360o photo

Coffee break

3:50 to 4:15 p.m.


• Documents classification and prioritization

• Summary records & corrections procedure

• Distribution counters & print on demand

• Where to find information and documentation – DCM website

– UNTERM

Translation – Principal Users for 2015

Provision of official documentation

• Documents managed in line with pertinent rules and guidelines: Editorial directives; Submission, processing and issuance within prescribed timelines (10-4-6/

8-4-4 rules); Prioritization based on categories (pre-, in- & post-); and timely versus

late. • Also assigned to service conferences outside Geneva for which DCM

coordinates remote translation and availability of documents on site, including UNFCCC and UNCCD conferences;

• Upstream and downstream services before and after submission.

Upstream Planning Advance workload forecasting and slotting of documentation

• Substantive secretariats documentation forecasts reviewed, negotiated and

approved in line with: Clear legislative mandates and budgetary entitlements, as necessary; Feasibility of submission and request dates in line with established patterns; Established word limits, e.g. 10,700 or 8,500 words; Overall volume of documentation;

• Parliamentary documents slotted based on agreed submission/ issuance dates and volume of text;

• Mutual commitment i.e. the substantive department agreeing to submit by the agreed deadline and DCM agreeing to issue in time (in 4 weeks for documents within established limits);

• Forecasting information shared with DCM processing sections/units for capacity planning purposes.

Downstream Management Documents submitted by substantive secretariats and assigned for processing

• Documents cross checked upon submission to ensure that they comply with forecast and criteria set for official UN documentation;

• Documents scheduled for processing according to type of submission (in-, pre- and post session documents) and submission compliance, i.e. timely vs. late submitted;

• Guidance and feedback to submitting departments; • Coordination of all required actions and monitoring of jobs to ensure:

Timely issuance and availability in time for conferences Simultaneous distribution in all languages

• Permanent Missions can manage receipt of hard copies;

• Official documents can be accessed on ODS

Simultaneous distribution

• In line with the Organization’s policy on multilingualism;

• As per pertinent General Assembly rules, documents considered issued when all requested languages are available;

• Simultaneous distribution of documents strictly respected;

• Under the close scrutiny of the Committee on Conferences.






– UNTERM

Summary records & corrections procedure • Provide an analytical summary of the discussions;

• Not to be confused with verbatim records;

• Cannot be altered post facto i.e. reference can only be made to what was actually said;

• Any corrections to be transmitted to the Division of Conference Management in the language in which the SR was issued;

• Corrections to the records consolidated in a single corrigendum.






– UNTERM

Distribution counters • Door 40, 2nd floor, E Building (servicing HRC,

UNCTAD and all other meetings taking place at the E building).

• Door 6, 3rd floor, C Building, C-337 (servicing ECE and the Conference on Disarmament).

• Palais Wilson (servicing Human Rights Treaty bodies).

• Meeting Rooms

• Permanent Missions Pigeonholes – Quai 49 (E Building)

Print-on-Demand

• UN policy to reduce paper consumption • Documents printed for meetings in limited numbers. • Supplementary copies reproduced as and when requested. • Documents made available online digitally.

Digital Document Distribution • Official Document System (ODS)

Secretariat Websites

• Tablets

• QR Codes






– UNTERM

Where to find information and documentation DCM website with pages in all 6 languages

Targeted tailor-made information

NEW multilingual pages in all 6 languages

http://unogwebsite.unog.un.org/80256EE60057CB67/(httpPages)/CFF6C33C6C105732C1257ED8004C6877?OpenDocument

http://unogwebsite.unog.un.org/__80256ee60057cb67.nsf/(httpPages)/d7a68d4d00cfa65bc1257ed9004666fa?OpenDocument&ExpandSection=1

UNTERM

The United Nations Terminology Database

• Multilingual terminology management system

• Global Terminology Project

• Over half million multilingual records:

• All UN Secretariat Duty Stations / Regional Commissions

• Public, web based access:

Terminology Nomenclature

Proper Names

Phraseology

untermportal.un.org

Country Names

untermportal.un.org

Example

untermportal.un.org

untermportal.un.org

Global Terminology

• Global project standardization

harmonization

consolidation

feedback

• Fully integrated with other tools in the document processing chain

consistency global team work

Future

• Global terminology consolidation

• Global production

• Thematic focus

• Collaboration with external partners

• Include external data • (UNDP, IMO, IATE (European Union), …)

• Disseminate UN terminology

Questions & Answers