gr-mcp-docs/reference/cospas-sarsat/p-series/p012.md

---
title: "P012: P12NOV05.doc"
description: "Official Cospas-Sarsat P-series document P012"
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# Extended Cospas-Sarsat metadata
documentId: "P012"
series: "P"
seriesName: "Programme"
documentType: "programme"
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issue: 1
revision: 1
documentDate: "November 2005"
originalTitle: "P12NOV05.doc"
---

> **📋 Document Information**
>
> **Series:** P-Series (Programme)
> **Version:** Issue 1 - Revision 1
> **Date:** November 2005
> **Source:** [Cospas-Sarsat Official Documents](https://www.cospas-sarsat.int/en/documents-pro/system-documents)

---

COSPAS-SARSAT SECRETARIAT
MANAGEMENT GUIDE
C/S P.012
Issue 1 – Revision 1


COSPAS-SARSAT SECRETARIAT MANAGEMENT GUIDE
History
Issue
Revision
Date
Revised Pages
Comments

Apr 2005
All new
Approved (CSC-34)


Nov 2005
i, ii, 1-1, 3-8, Annex C
Approved (CSC-35)


List of Pages
Page \#
Date of
Page \#
Date of
latest
latest
revision
revision
cover
Nov 05
5-1
Apr 05

Nov 05
5-2
Apr 05

Nov 05
5-3
Apr 05

Apr 05
5-4
Apr 05

Apr 05
6-1
Apr 05
1-1
Nov 05
6-2
Apr 05
1-2
Apr 05
6-3
Apr 05
1-3
Apr 05
6-4
Apr 05
1-4
Apr 05
A-1
Apr 05
2-1
Apr 05
A-2
Apr 05
2-2
Apr 05
2-3
Apr 05
B-1
Apr 05
2-4
Apr 05
B-2
Apr 05
3-1
Apr 05
C-1
Nov 05
3-2
Apr 05
C-2
Nov 05
3-3
Apr 05
C-3
Nov 05
3-4
Apr 05
C-4
Nov 05
3-5
Apr 05
C-5
Nov 05
3-6
Apr 05
C-6
Nov 05
3-7
Apr 05
C-7
Nov 05
3-8
Nov 05
C-8
Nov 05
4-1
Apr 05
D-1
Apr 05
4-2
Apr 05
D-2
Apr 05
4-3
Apr 05
D-3
Apr 05
4-4
Apr 05
D-4
Apr 05
4-5
Apr 05
4-6
Apr 05
4-7
Apr 05
4-8
Apr 05


TABLE OF CONTENTS
Page
History ............................................................................................................................................................i
List of Pages...................................................................................................................................................ii
Table of Contents..........................................................................................................................................iii
1.
GENERAL PRINCIPLES AND SCOPE OF THE MANAGEMENT GUIDE ................. 1-1
1.1
General Principles, Definitions ....................................................................................... 1-1
1.2
Scope of the Secretariat Management Guide .................................................................. 1-2
1.3
Reference Documents...................................................................................................... 1-3
2.
COSPAS-SARSAT COUNCIL OVERSIGHT ..................................................................... 2-1
2.1
Council Direction and Guidance ..................................................................................... 2-1
2.2
Communication between the Parties and the Secretariat ................................................ 2-2
2.3
Control of Secretariat Activities...................................................................................... 2-3
3.
MANDATE AND OBJECTIVES OF THE HEAD OF SECRETARIAT ......................... 3-1
3.1
Secretariat Services.......................................................................................................... 3-1
3.2
Head of Secretariat Mandate ........................................................................................... 3-6
3.3
Head of Secretariat Objectives ........................................................................................ 3-7
3.4
Liaison with the Host Country......................................................................................... 3-7
4.
HUMAN RESOURCES .......................................................................................................... 4-1
4.1
Human Resources Management Policy........................................................................... 4-1
4.2
Secretariat Staff Positions................................................................................................ 4-1
4.3
Recruitment and Contracts .............................................................................................. 4-2
4.4
Remunerations................................................................................................................. 4-4
4.5
Staff Benefits................................................................................................................... 4-5
4.6
Dismissal of Staff ............................................................................................................ 4-6
4.7
Staff Performance Assessment, Grievances and Disciplinary Actions........................... 4-6
4.8
Staff Development and Training Programmes ................................................................ 4-7
5.
ADMINISTRATION AND REPORTING ........................................................................... 5-1
5.1
General Administration of the Programme...................................................................... 5-1
5.2
Conference Administration.............................................................................................. 5-2
5.3
Reports on Secretariat Activities..................................................................................... 5-3


6.
FINANCIAL RESOURCES MANAGEMENT..................................................................... 6-1
6.1
Participants' Contributions and Funds Management ....................................................... 6-1
6.2
Financial Statements and Reporting................................................................................ 6-1
6.3
Annual Spending Plan and Long-Term Funding Requirements...................................... 6-2
6.4
Procurement and Accounting .......................................................................................... 6-3
LIST OF ANNEXES
A.
LIST OF ACRONYMS .......................................................................................................... A-1
B.
FORMAT OF ANNUAL SPENDING PLAN ...................................................................... B-1
C.
PROCUREMENT, PAYMENT AND ACCOUNTING PROCEDURES ......................... C-1
D.
SUMMARY OF COUNCIL OVERSIGHT ON SECRETARIAT ACTIVITY................ D-1

1 - 1

1.
GENERAL PRINCIPLES AND SCOPE OF THE MANAGEMENT GUIDE
The management of the International Cospas-Sarsat Programme and the operation of the
Cospas-Sarsat System are responsibilities of the Parties to the International Cospas-Sarsat
Programme Agreement (ICSPA).  All decisions in respect of Programme management are
made by the Council, which consists of the designated Representatives of the Parties.  The
Council policies for the management of the Cospas-Sarsat Programme are described in the
document C/S P.011 "Cospas-Sarsat Programme Management Policy".
The direction of the Cospas-Sarsat Secretariat and the control of its performance are part of
the Council functions.  The objective of this document is to spell out the Council guidance in
respect of the Secretariat operation and the procedures that should be followed by the Council
and the Secretariat, both part of the Organization established in Canada, for the coordination
of the Organization's activities.
1.1
General Principles, Definitions
The International Cospas-Sarsat Programme Agreement (ICSPA - Article 7) established
two organs:
a)
the Council; and
b)
the Secretariat.
Per Article 10 of the ICSPA, the Cospas-Sarsat Secretariat is the "permanent
administrative organ of the Programme and shall assist the Council in the
implementation of its functions".
Article 10 also states that "the Secretariat shall be managed by a Head of Secretariat
appointed pursuant to procedures approved by the Council", and that "the Secretariat
shall take direction from the Council in the performance of its functions".
Under the Arrangement between Canada, the Republic of France, the Russian
Federation and the United States of America Regarding the Headquarters of the
International Cospas-Sarsat Programme (Headquarters Arrangement), signed on 5 April
2005, and pursuant to the Canadian Government Order in Council ref. SOR/2005-112
dated 19 April 2005, the Cospas-Sarsat Programme (designated as "the Organization")
is accorded "the legal capacities of a body corporate under Canadian domestic law" and
the Head of Secretariat is designated as "its legal representative with respect to the
functions described in the Programme Agreement".

1 - 2

In this document, the terms:
- "Secretariat" designates the Secretariat of the Cospas-Sarsat Programme established
pursuant to the ICSPA;
- "Council" designates the Cospas-Sarsat Council established pursuant to the ICSPA;
- "Parties" means the Cospas-Sarsat Parties signatory to the ICSPA;
- "Participants" means the Parties and other States and organisations associated with
the Programme in accordance with the provisions of the ICSPA;
- "Organization" designates the Cospas-Sarsat Programme established as a body
corporate under Canadian domestic law, which encompasses the Council and the
Secretariat;
- "Council guidance" means general directions given by the Council in the form of
decisions recorded in the Summary Records of Council sessions or other approved
documents, concerning tasks or actions that should be routinely performed by the
Secretariat; and
- "Council direction" means a specific Council direction given in the form of a
decision recorded in the Summary Record of a Council session or an approved
document, concerning a specific task or action to be performed by the Secretariat.
1.2  Scope of the Secretariat Management Guide
This management guide establishes:
o the Council policies in respect of the management of the Secretariat, including the
objectives and mandate of the Head of Secretariat; and
o the procedures to be followed by the Council and the Secretariat to coordinate
their respective activities.
The Council has full authority to amend this document and change the policies,
procedures and objectives outlined herein.  However, consistency of these policies,
procedures and objectives with the provisions of the ICSPA should be maintained at all
times.  The ICSPA provisions shall take precedence if contradictions or inconsistencies
between the two documents were noted.
The Head of Secretariat should rely on the guidance provided in this document to
accomplish the tasks and objectives assigned by the Council, unless specific directions
have been given by the Council, or by the Council Chair on behalf of the Parties.

1 - 3

1.3
Reference Documents
C/S P.001 International Cospas-Sarsat Programme Agreement (ICSPA)
C/S P.002 Procedure for the Notification of Association with the International
Cospas-Sarsat Programme by States Non-Party to the Cospas-Sarsat
Agreement
C/S P.003 Procedure for the Association of Organizations with the International
Cospas-Sarsat Programme
C/S P.007 Guidelines for Participating in the Cospas-Sarsat System
C/S P.011 Cospas-Sarsat Programme Management Policy
C/S P.013 Cospas-Sarsat Secretariat Staff Handbook
- END OF SECTION 1 -

1 - 4

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2 - 1

2.
COSPAS-SARSAT COUNCIL OVERSIGHT
The ICSPA states that the functions of the Council include, inter alia, "the direction of
Secretariat activities" (ICSPA – Article 9) and that the Secretariat "shall take directions from
the Council in the performance of its functions" (ICSPA – Article 10).
The above ICSPA statements clearly establish the complete authority of the Council to direct
and control Secretariat activities.
Although the Head of Secretariat is the legal representative of the Organization under
Canadian law, he/she should only act in accordance with Council direction and guidance and
must report to the Council as the ultimate authority in the Organization.
This section describes how the Council directs the Secretariat and oversees Secretariat
activities.  More detailed guidance concerning the management of the Secretariat is provided
in sections 3 to 6.  Annex D summarises the Council oversight in the major areas of
Secretariat activities, for typical tasks performed by the Secretariat routinely or on Council
request.
2.1
Council Direction and Guidance
Council direction and guidance will normally be provided to the Head of Secretariat at
Council meetings in the form of decisions recorded in the Summary Record of the
session.  Alternatively, Council direction will be provided:
-
in the annual Work Plan for the Secretariat, including the annual Spending Plan,
approved by the Council and signed by the Representatives of the Parties; or
-
in specific documents approved by the Council such as this document C/S P.012.
When direction or guidance provided via the above mentioned documents conflict with
previous guidance or direction, the latest Council decision on the matter should prevail,
except if it conflicts with the provisions of the ICSPA or existing legal requirements
that might be breached should the latest Council decision be executed.  If necessary, the
Head of Secretariat should consult with the Representatives of the Parties, via the Chair
of the Council, to clarify issues and confirm or amend the Council guidance.
In cases where the ambiguity of existing guidance or contradictions between directions
need to be addressed, or to document changes of policy, the appropriate documents
should be amended by the Council at its next session and the appropriate decision
should be recorded in the Council Summary Record to reflect the applicable direction
or guidance.

2 - 2

When assigning a task to the Secretariat, the Council should decide whether the
Secretariat should proceed in accordance with the notification, direction or approval
procedures described below, and document its decision as appropriate:
a)
Notification: the task can be performed by the Secretariat without new guidance
and the Council will be informed of its completion in accordance with the usual
reporting procedures.
b)
Direction / Guidance: the task is to be performed in accordance with specific
direction provided by the Council, as recorded in the Summary Record of a
Council session.  Between Council sessions, direction must be provided in
writing by the Council Chair, following appropriate coordination with the Parties.
c)
Approval: the Secretariat shall seek Council or Party approval before proceeding
with a task or action.  Between Council session such approval must be obtained
from each Party in writing.
If no specific guidance is given to the Head of Secretariat concerning the need to
consult with the Parties for direction, or obtain approval before performing a specific
task, the Head of Secretariat may assume that approval for performance or
implementation was automatically given when the task was assigned to the Secretariat.
2.2
Communication between the Parties and the Secretariat
Exchange of information between the Parties and the Secretariat should be supported by
written material in the language most appropriate to the sending Party, and this material
should be circulated among all Parties (CSC-1/CLD/SR/6.8.2).  Correspondence from
Parties concerning the Programme should be exchanged among all Parties and copied to
the Secretariat (CSC-12/CLD/SR/3.7.2).  Correspondence from the Secretariat shall be
directed to all Parties' Representatives.
The Head of Secretariat is entitled to rely on communications from the Parties or their
designated Cooperating Agencies.
Between the sessions of the Council, matters requiring urgent action by the Secretariat
should be coordinated with the Chair of the Council.  If conflicting views or requests
are expressed by the Parties' Representatives, other Participants in the Programme or
their Cooperating Agencies concerning the resolution of an urgent matter, the
Secretariat should endeavour to resolve the conflict through discussion with the
interested parties and, if necessary, coordinate the action to be taken with the Chair of
the Cospas-Sarsat Council.  In fine, the Secretariat shall rely on the written direction
given by the Chair of the Cospas-Sarsat Council.

2 - 3

2.3
Control of Secretariat Activities
The control of Secretariat activities is the responsibility of the Cospas-Sarsat Council.
The Council controls Secretariat activities:
-
through the approval of document or reports prepared by the Secretariat at the
request of the Council;
-
through the review of reports prepared by the Head of Secretariat in accordance
with Council requests, which are performed at regular or extraordinary Council
sessions; and
-
as necessary between Council sessions through the review by Parties
Representatives or their designated experts of ad hoc reports prepared by the Head
of Secretariat upon a specific request of the Council Chair.
When deciding a particular action or providing guidance for a particular activity to be
performed by the Secretariat, the Council should define the level of control required,
the reporting method and the deadlines.  However, the Parties may at any time, via the
Council Chair, direct the Head of Secretariat to seek their approval before releasing a
document, a report or a letter.
The Parties may also request the Head of Secretariat at any time, via the Council Chair,
to prepare in a reasonable time-frame reports on specific matters pertaining to the
Secretariat activities or the financial status of the Organization.
In the absence of a specific Council requirement for the approval of documents, reports
or correspondence prepared by the Secretariat for the accomplishment of the tasks
requested by the Council, the Head of Secretariat should rely on the guidance generally
applicable for similar tasks performed routinely by the Secretariat.  In such cases
Council control is exercised following the performance of the task or action in
accordance with the Notification procedure described above in section 2.1 (i.e. through
the usual reports submitted to Council).
- END OF SECTION 2 -

2 - 4

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3 - 1

3.
MANDATE AND OBJECTIVES OF THE HEAD OF SECRETARIAT
The purpose of the Secretariat is to "assist the Council in the implementation of its functions"
(ICSPA Article 10.1).  This includes, but is not limited to providing the services outlined in
the ICSPA and detailed below in section 3.1.  Specifically, the Secretariat will work with the
Council to set long-term goals and objectives for the Organization, identify specific strategies,
build partnership with other organizations and develop action plans for achieving the goals
and objectives.
The mandate of the Head of Secretariat to act on behalf of the Organization is outlined in
section 3.2.  The assistance to be provided to Council in terms of Programme management
and long-term, strategic planning is addressed at section 3.3.  Specific aspects of liaison with
the Host Country are detailed in section 3.4.
3.1
Secretariat Services
The services to be provided by the Secretariat are listed at Article 10 of the ICSPA.
They include:
" a)
conference services for the meetings of the Council and its subsidiary organs;
b)
administrative
services
concerning
general
correspondence,
system
documentation and promotional materials;
c)
technical services including the preparation of reports as instructed by the
Council;
d)
liaison with Ground Segment Providers, User States and international
organizations; and
e)
such other services as may be required by the Council for the implementation of
the Agreement."
The technical services mentioned at Article 10 of the ICSPA also include Cospas-Sarsat
operational matters addressed by the Secretariat.
The Secretariat, to operate as the administrative organ for the Organization established
in Canada, is also required to perform the following functions:
- human resources management, including the recruitment of staff;
- budget, accounting and fund management services, including invoicing
Participants for the agreed contribution towards the Common Costs of the

3 - 2

Programme, maintaining the appropriate records of income and expenditure,
managing bank accounts, and preparing financial statements and funding
forecasts; and
- contracting for the procurement of goods and services.
The management of human resources, financial and administrative matters is addressed
separately in sections 4, 5 and 6 of this document.  The management of other Secretariat
services is described below.
3.1.1
Conference Services
The Council guidance for Cospas-Sarsat meetings is provided in document C/S P.011
"Cospas-Sarsat Programme Management Policy"
The schedule of Cospas-Sarsat Meetings is established by the Council at the Open
Meeting of the last Council session of the year.  The Council approves the preliminary
agenda for Council and Joint Committee Meetings and the terms of reference for Task
Group and Experts' Working Group meetings.
For each of these meetings, in accordance with the usual Council guidance or the
applicable Council direction for the particular meeting, the Secretariat shall:
a)
organise, prepare and provide the required meeting support using the Secretariat
resources or contracting for additional services as necessary;
b)
issue invitations with information on practical arrangements (venue of the
meeting, delegates' accommodation, travel advice, etc.);
c)
prepare working documents and reports for submission to the meeting;
d)
register, format and publish on the Cospas-Sarsat website the documents
submitted by Participants in accordance with the agreed guidelines for submission
of meeting documents;
e)
draft during the meeting the summary record of discussions and decisions, or the
report of the meeting, for approval by participants at the end of the meeting; and
f)
prepare under the direction of the meeting Chair and distribute to participants the
final summary record or report, including annexes.
The Secretariat may, under the responsibility of the Head of Secretariat, prepare and
submit any document, report or proposal that is consistent with the agenda or the terms
of reference of the meeting and the pertinent guidance or direction of the Council.  The
Head of Secretariat should consult as necessary with the Chair of the meeting to ensure
that Secretariat submissions are consistent with the applicable Council guidance.

3 - 3

The Secretariat shall, in accordance with the applicable Council guidance, carry out the
action items agreed at Cospas-Sarsat meetings, including the preparation for review by
the Parties and distribution to interested States or international organisations of
information documents on Council decisions, resolutions and recommendations, and
the preparation of technical reports on the status of the Cospas-Sarsat System.
3.1.2
Technical and Operational Services
The technical and operational services to be provided by the Secretariat include:
a)
the management and maintenance of the System technical and operational
documentation and the preparation of updates, amendments or new documents for
submission to Cospas-Sarsat meetings, as appropriate;
b)
analysing System performance, processing anomalies, beacon population, traffic
loads and any other aspect of the System operation as requested by Council, and
preparing reports, including the annual System Status and Operations Report, for
submission to Cospas-Sarsat meetings and/or approval by Council, as appropriate;
c)
developing test procedures in consultation with beacon manufacturers and test
laboratories as necessary to account for particular beacon characteristics,
reviewing and analysing 406 MHz beacon type approval testing reports and
preparing summary reports for approval by the Council or the Parties'
Representatives;
d)
maintaining comprehensive databases describing the operational status and
performance of the System, or the characteristics of its components, for
publication on the Cospas-Sarsat website and in various reports and general
information documents (e.g. System Data documents, Information Bulletins);
e)
assisting the Parties and other Participants in the implementation of
commissioning procedures, or any matter related to System operation, as directed
by the Council;
f)
assisting the Parties and other Participants in the preparation, implementation,
analysis and reporting of System exercises and trials, as requested by the Council;
g)
providing information and expertise to administrations, regulatory authorities,
SAR services and beacon owners on Cospas-Sarsat matters, in accordance with
the applicable Council guidance; and
h)
contracting for the implementation and managing the operation of the
International 406 MHz Beacon Registration Database (IBRD) as directed by the
Council, and providing assistance to registration authorities, SAR services and
users in accordance with Council guidance.

3 - 4

For the performance of the above technical services, the Secretariat is entitled to rely on
technical and operational information provided by the responsible Agencies or
Administrations of the Parties and Participants associated with the Programme.
Information providers should check the validity and accuracy of the information
prepared by the Secretariat and submitted for their review prior to publication.  In the
absence of comments by responsible Agencies or Administrations from Parties and
Participants, the Secretariat is entitled to assume that the technical or operational
information submitted for review is correct.
3.1.3
Cospas-Sarsat Programme Documentation
Programme documentation includes:
a)
Programme documents that record the Council policy on the management of the
Programme, including the relations with existing or prospective Participants and
international organisations,  and are referenced in the C/S P.xxx series;
b)
System documents that provide a detailed description of the System and its
operation, which comprise general documents referenced in the C/S G.xxx series,
operational documents referenced in the C/S A.xxx series, technical documents
referenced in the C/S T.xxx series, and IBRD documents referenced in the
C/S D.xxx series;
c)
general information documents for the public, including beacon users and
administrations, that are publicly released and made available on the website after
review and concurrence from the Parties (e.g. Information Bulletin, System Data,
or any promotional material describing the Cospas-Sarsat System);
d)
Reports prepared at the request of the Council and referenced in the C/S R.xxx
series;
e)
Secretariat documents referenced in the C/S S.xxx series that address the internal
administration of the Secretariat and are produced by the Secretariat for its own
use and Council information; and
f)
meeting documents, including working or information papers submitted to
meetings, meeting reports and Council Summary Records.
The Secretariat shall maintain the documentation of the Cospas-Sarsat System in
accordance with guidelines established by the Council, review the existing
documentation and propose corrections or updates as necessary to reflect the exact
status and the operation of the System.  The Secretariat will provide all Participants
with an updated list of all currently available documents, as approved by the Council,
and distribute copies on request.
The Secretariat shall maintain electronic archives of all documents and hard copies for a
minimum of 5 years.   Programme and System documents under configuration control

3 - 5

shall be archived in electronic and paper form, with a view to allowing the restitution of
previously approved issues and revisions within the last five year period.
The Council decides whether a document can be publicly released, or distributed to a
restricted list of recipients, or should be kept in confidence because of personal or
proprietary information.  Documents that are available for public release after Council
approval (e.g. System and general information documents) are placed on the Cospas-
Sarsat website for downloading without restriction.
Documents prepared for submission to meetings, meeting reports and the Summary
Records of the Open Meeting of Council sessions will be made available for
downloading from restricted sections of the Cospas-Sarsat website.  Passwords for
accessing the restricted sections of the website will be distributed by the Secretariat to
Participants' Representatives and other authorised recipients in accordance with Council
guidance.
3.1.4
International Communication and Coordination
The Secretariat will coordinate with the Council to develop and implement internal and
external communication strategies, which should include:
a)
maintaining and further developing the Cospas-Sarsat website in the three
languages of the Programme, in accordance with Council guidance;
b)
developing awareness of the Cospas-Sarsat System amongst non-participating
countries and international organisations with responsibilities in the field of SAR,
radiocommunications, maritime and aeronautical safety, radio equipment
standardisation, etc.;
c)
promoting awareness of the Cospas-Sarsat System amongst distress beacon users,
equipment manufacturers, regulators and media organisations;
d)
participating in seminars and conferences, attending international organisations'
meetings as required, and informing Cospas-Sarsat Parties and Participants about
the relevant activities of these organisations;
e)
preparing for review by the Parties or for Council approval, and presenting on
behalf of Cospas-Sarsat, official inputs to the relevant meetings of international
organisations, to include ICAO, IMO, ITU, etc.; and
f)
publishing after review and approval by the Parties, as appropriate, general
information documents in English, French and Russian, on the Cospas-Sarsat
Programme and System performance (e.g. System Data and Information Bulletin).
In addition, the Secretariat will coordinate with Ground Segment Providers and User
States with a view to supporting their participation in the System and reporting to
Council on Participants' queries.

3 - 6

The Secretariat shall also liaise with potential Participants in the System, report to
Council on their interest and queries, and coordinate with the Council or the Parties the
Cospas-Sarsat response in respect of their possible association or requests for
assistance.
The Secretariat shall not issue press releases, statements or reports on behalf of Cospas-
Sarsat to media organisations or the general public without appropriate endorsement or
approval by the Council or the Parties.  Requests for information or interviews by the
media addressing System status or performance shall be handled exclusively by the
Head of Secretariat, the Deputy Head of Secretariat or the Officer designated by the
Head of Secretariat to address the particular issue.
3.2
Head of Secretariat Mandate
The Head of Secretariat is responsible for the management of the Cospas-Sarsat
Secretariat and the performance of the services outlined above.  The Secretariat shall
perform these services in accordance with the Council directions given either in:
-
the annual Work Plan and Spending Plan;
-
the Summary Records of the Council; or
-
correspondence from the Chair of the Council to the Head of Secretariat.
For the performance of the required services, the Head of Secretariat may authorise
expenditures as approved by the Council in the annual Spending Plan.  The total
expenditure of the Secretariat during the accounting year shall not exceed the annual
spending approved by the Council.  The approved annual spending can be amended by
the Council, or by the Parties through the Council Chair between the sessions of the
Council.
The Head of Secretariat, as legal representative of the Organization, can sign contracts
for the employment of staff as directed by the Council, and the procurement of goods
and services as required for the performance of the services requested by the Council.
Any contract or expenditure in excess of the maximum amount decided by the Council
shall be approved and explicitly authorised in writing by the Council or the Parties via
the Council Chair.
The Head of Secretariat is mandated to manage the Organization's bank accounts and
the available funds in accordance with Council guidance.  The funds made available to
the Organization through the annual contribution of Participants towards the Common
Costs of the Programme shall be managed in the best interest of the Organization and in
accordance with the guidelines established by the Council.  A financial statement shall
be prepared annually for approval by the Council.

3 - 7

Except for the procurement of goods and services as authorised by the Council or the
performance of actions specifically required by the Council, the Head of Secretariat
shall not enter into agreements with third parties or organizations without prior
approval of the Council or the written agreement of all Parties.
The Head of Secretariat, or the Secretariat Officer designated by the Head of Secretariat
for that purpose, is mandated to represent the Organization at international meetings
where Cospas-Sarsat related matters are discussed.  The Head of Secretariat should
report on these matters to the Council and/or the Joint Committee, as appropriate.
The Head of Secretariat reports exclusively to the Council on the performance of the
Secretariat.
3.3
Head of Secretariat Objectives
3.3.1
Annual Objectives
The Head of Secretariat objectives for the forthcoming year are outlined in the annual
Work Plan signed by the Representatives of the Parties.
These objectives may be amended by the Council, or at any time between the sessions
of the Council by the Parties through the Chair of the Council.
The Head of Secretariat shall report at each Council session or on request by the
Council Chair, on the progress made towards the completion of the objectives assigned
by the Council.
3.3.2
Strategic Planning
The Head of Secretariat shall assist the Council in the development of a Cospas-Sarsat
strategic plan to include the Organization's long-term goals and objectives.  In
particular, the Head of Secretariat shall perform analysis to forecast the Secretariat
resources, including funding and staff, that will be required to provide the services and
attain the objectives set forth in the Strategic Plan .
3.4  Liaison with the Host Country
Under the Arrangement between Canada, the Republic of France, the Russian
Federation and the United States of America Regarding the Headquarters of the
International Cospas-Sarsat Programme (the Arrangement), signed on 5 April 2005, in
Montreal, Canada, and pursuant to the Canadian Government Order in Council dated
[18 April 2005], the Cospas-Sarsat Programme is accorded "the legal capacities of a
body corporate under Canadian domestic law" and the Head of Secretariat is designated
as "its legal representative with respect to the functions described in the Programme
Agreement".

3 - 8

The Organization, the representatives of member States and Officials of the
Organization are accorded exemptions, fiscal advantages and courtesies pursuant to the
Understanding Between the Gouvernement du Quebec and the Cospas-Sarsat
Programme, signed on 17 May 2005.
In accordance with the provisions of the above mentioned Arrangement and
Understanding, the Head of Secretariat will liaise with federal and provincial authorities
and organisations in Canada on behalf of the Cospas-Sarsat Programme.
The Head of Secretariat will inform the Parties, take direction from the Council or the
Parties through the Chair of the Council, and report to the Council on all matters
pertaining to relations with the host country, including issues concerning the privileges
and immunities of the Organization, the Secretariat Staff, representatives of the Parties
and experts on missions for the Organization.
The Head of Secretariat shall notify the host country of the list of delegates to Cospas-
Sarsat meetings held at the Cospas-Sarsat Programme Headquarters, or at other
locations in the host country, as provided for in the Arrangement.
- END OF SECTION 3 -

4 - 1

4.
HUMAN RESOURCES
The Head of Secretariat is responsible for the management of human resources at the Cospas-
Sarsat Secretariat.  The Head of Secretariat takes direction from and reports to the Council on
all matters regarding the Organization's human resources management.
4.1
Human Resources Management Policy
The Organization's human resources management policy is outlined in the Staff
Handbook approved by the Council.  Amendments to the Staff Handbook shall be
approved by the Council.  The Head of Secretariat shall consult and take direction from
the Parties on all issues that may arise concerning the implementation of the Cospas-
Sarsat human resources management policy, including Secretariat staff positions,
working arrangements and benefits, staff recruitment, contracts, remuneration, work
ethics and disciplinary procedures.
Human resources issues should normally be addressed at regular meetings of the
Council, however, should urgent decisions be required, such matters may also be
addressed by consultation between the Head of Secretariat and the Representatives of
the Parties, through the Council Chair.
Information on personnel matters, including remunerations and benefits, which may
have to be disclosed to Parties' Representatives for the purpose of decisions required on
human resources management issues, shall be treated as confidential.  For this reason,
the Council may decide, upon request by the Head of Secretariat, to restrict attendance
at Council meetings where discussions on confidential matters will be held, to the Head
of Secretariat, the Secretariat Officer in charge of human resources matters and Parties'
Representatives only.  Documents including confidential information will be identified
as "Confidential, For Parties' Representatives Only" and shall not be circulated beyond
the intended recipients.
The Secretariat Administration Officer in charge of human resources shall maintain a
personnel file for each employee, which shall contain all official documents pertaining
to the employee, including contracts, job descriptions, performance assessments,
promotions, salary reviews and bonuses, records of absence, annual leave, etc.
Employees shall have access to their personnel file on request.  Information in the
employees' personnel files shall be treated as confidential.
4.2
Secretariat Staff Positions
The Secretariat staff positions shall be opened either to local staff only or to expatriate
and local staff, as directed by the Council.

4 - 2

For each staff position at the Cospas-Sarsat Secretariat, a job description must be
prepared by the Head of Secretariat and submitted to Council for approval.  The job
description shall indicate whether the staff position is open to local staff only, or to both
local and expatriate staff.  The Head of Secretariat submission to Council shall be
accompanied with the proposed grading and remuneration levels.
The Head of Secretariat decides on working arrangements and assigns responsibilities
to staff in the Cospas-Sarsat Secretariat, as required to achieve the objectives agreed
with the Council.  The Head of Secretariat may amend a job description and change the
assignment of responsibilities as necessary to fulfil the work plan approved by the
Council.  However, no staff position should be created or suppressed, nor staff recruited
or dismissed, without the consent of the Council or the Parties through the Council
Chair.
4.3
Recruitment and Contracts
The Head of Secretariat is responsible for the recruitment of staff.  However, staff
recruitment should be performed in accordance with the procedures outlined below and
the applicable Council directions.
4.3.1
Recruitment of Expatriate Staff
The Cospas-Sarsat Secretariat staff will normally comprise at least one national from
each of the Parties to the ICSPA with a view to providing appropriate liaison between
the Secretariat and each Party.  Except for Canadian citizens or permanent residents of
Canada, these nationals would normally be recruited as expatriate staff.
The Parties may propose candidates for the Cospas-Sarsat Secretariat staff positions.  In
the event that the above provision cannot be satisfied due to temporary unavailability of
suitable candidates to meet the requirements of the Cospas-Sarsat Secretariat, the Head
of Secretariat will determine, in conjunction with the Council, the appropriate course of
action.
The recruitment of expatriate staff into a Secretariat staff position shall be authorised by
the Council.  The terms and conditions of expatriate staff contracts shall be in
accordance with the provisions of the Staff Handbook unless otherwise specified in the
employment contract.  The term of expatriate staff contracts will normally be three
years, with possible renewal as proposed by the Head of Secretariat and subject to the
Parties' approval.
A Canadian citizen or permanent resident of Canada recruited into a staff position also
open to expatriate staff will be recruited with a local employment contract under terms
and conditions agreed with the Head of Secretariat and approved by the Council or the
Parties through the Council Chair.

4 - 3

When a staff position is declared vacant and open for recruitment of staff under
expatriate contract, the position description and the general terms and conditions of the
contract shall be publicised by the Head of Secretariat to all Cospas-Sarsat Parties.  The
Parties are free to propose candidates.
The Head of Secretariat will establish a short list of candidates to be interviewed and
will make a selection on the basis of the qualification and experience required to
perform adequately in the job, taking also into consideration the objective of having one
national from each of the Parties in the Secretariat.  The proposed recruitment of the
candidate selected by the Head of Secretariat shall be submitted to the Parties for
review and the appointment shall be approved by the Council or the Parties acting
through the Council Chair.
4.3.2
Recruitment of Local Staff
The recruitment of local staff in Secretariat positions approved by the Council will be
performed by the Head of Secretariat on the basis of the competencies, qualifications
and experience of the candidates.  The recruitment shall be performed in accordance
with the "Equal Opportunity" guidelines contained in the Staff Handbook approved by
the Council.
The detailed terms and conditions of local staff contracts, including the remuneration,
will be agreed between the new recruit and the Head of Secretariat.
The terms and conditions of local staff contracts, including the proposed remuneration,
shall be in accordance with the guidelines (i.e. standard contract, post description and
grading) approved by the Council.  The term of local staff contracts may be fixed or
indefinite, as decided by the Council on the basis of the staff position description.  Any
divergence from standard guidance on local staff contracts shall be approved by the
Council.
4.3.3
Recruitment of the Head of Secretariat
The recruitment of the Head of the Cospas-Sarsat Secretariat is the sole responsibility
of the Council.
The Council decides on the terms and conditions of the Head of Secretariat contract.
The Head of Secretariat will normally be recruited under a three year, fixed term
employment contract, which may be renewed at the discretion of the Council.  For
non-Canadian nationals, the conditions of remuneration and allowances will normally
be in accordance with the provisions of the staff handbook in respect of expatriate staff.
The Head of Secretariat shall be recruited amongst candidates proposed by the Parties
on the basis of proven qualifications, competencies and experience.

4 - 4

4.4
Remunerations
The salaries and emoluments paid to employees of the Cospas-Sarsat Secretariat
include:
-
the salary paid to Local and Expatriate employees net of the internal levy raised
by the Organization;
-
allowances paid to Expatriate staff in accordance with the policy of the
organization, as decided by the Council; and
-
bonuses that may be paid annually at the absolute discretion of the Council.
4.4.1
Employees with Local Employment Contracts
In accordance with Article 18 of the Arrangement Regarding the Headquarters of the
Cospas-Sarsat Programme, Canadian citizens and permanent residents are liable to pay
taxes and duties imposed by any law in Canada.  The salary of locally recruited
employees is specified in the employment contract as an annual gross salary, payable
bi-weekly in arrears on the last working day of the pay period.
The salary is paid net of the internal levy raised by the Organization in accordance with
the provisions of the Canadian federal tax law and Quebec provincial tax law.  The
amount of internal levy raised by the Organization should be listed on in the employee's
annual tax return with a view to offsetting the employee's federal and provincial tax
liabilities by the same amount.  The Organization's internal levy will be adjusted from
time to time to reflect the forecast amount of taxes that would be due in respect of the
agreed pay.
The Gross salary and the amount of internal levy raised by the Organization shall be
listed on the pay slip of Local employees.
4.4.2
Employees with Expatriate Employment Contracts
Employees that are not Canadian citizens nor permanent residents of Canada may be
recruited in certain Secretariat staff positions, as directed by the Council, under an
Expatriate employment contract.  In accordance with Article 13 of the Arrangement
Regarding the Headquarters of the Cospas-Sarsat Programme, Officials of the
organization that are not Canadian citizens or permanent residents of Canada are
exempt from taxation on salaries and emoluments paid by the Organization.
The salary of employees recruited as Expatriates is specified in the employment
contract as an annual basic salary, payable bi-weekly in arrears on the last working day
of the pay period.  The basic salary is net of the internal levy raised by the Organization
in accordance with the provisions of the Canadian federal tax law and Quebec
provincial tax law.  Therefore, the gross salary of Expatriate employees is the basic

4 - 5

salary mentioned in the employment contract increased by the amount of the internal
levy raised by the Organization.
In addition to their salary, Expatriate staff are entitled to an Expatriate Allowance and a
Housing Allowance as stated in their contract.
The basic salary, the allowances and the amount of internal levy raised by the
Organization shall be listed on the pay slip of Expatriate employees.  The Organization
internal levy will be adjusted from time to time to reflect the forecast amount of taxes
that would be due in respect of the gross salary and allowances.
4.4.3
Annual Salary Review
A salary review will normally be performed by the Head of Secretariat at the end of
each calendar year, in accordance with directions and guidelines provided by the
Council.  Revised salaries will take effect on the first January of the following calendar
year.
4.4.4
Bonus Scheme
The Council may, at its absolute discretion, establish an annual bonus scheme in
recognition of the Secretariat staff performance.  Bonuses will be awarded by the Head
of Secretariat in accordance with directions provided by the Council, following a review
of the performance of each staff member.  All staff members, whether under Local or
Expatriate contracts, are eligible to participate in the bonus scheme.
4.5
Staff Benefits
The Organization contributes on behalf of Local and Expatriate staff to the Quebec
health insurance and hospital insurance scheme, as provided for at Article 14 to the
Understanding with the Quebec Government.  In addition, the Organization complies
with the provisions of the Act respecting occupational health and safety and the Act
respecting industrial accidents and occupational diseases, including the contributions
on salaries, in accordance with Article 13 of the Understanding with the Quebec
Government.
All employees are eligible to participate in the Cospas-Sarsat Staff insurance schemes,
including Health Insurance, Health Screen, Life Insurance, Accident and Disability
Insurance, in accordance with the provisions of the Staff Handbook.
4.5.1
Local Staff
Cospas-Sarsat contributes to the Quebec Pension Plan on behalf of employees under a
Local contract of employment.  In addition, the gross salary stated in the employment
contract or revised pursuant to the annual salary reviews includes an amount that local

4 - 6

employees may use as their contribution to a Registered Retirement Savings Plan
(RRSP).  Employees are solely responsible for contributing to the RRSP.
Entitlements to Annual Leave and other special leave, including leave without pay and
sickness absence, are described in the Staff Handbook and may be changed from time to
time by the Council.
4.5.2
Expatriate Staff
Expatriate staff are eligible to participate in the Cospas-Sarsat Expatriate Employees'
Trust by contributing the amount set by the rules of the Trust.  Membership in the
Cospas-Sarsat Expatriate Employees' Trust is optional.  The Council may decide to
contribute discretionary amounts to the Cospas-Sarsat Expatriate Employees' Trust to
complement employees' contributions.
Entitlements to Annual Leave, Special Leave, Unpaid Leave, Sickness Absence and
Maternity and Paternity Leave are described in the Staff Handbook and may be changed
from time to time by the Council.  Home leave assistance is provided to Expatriate staff
and their dependents every two years in accordance with the rules described in the Staff
Handbook.
Education assistance is provided to Expatriate staff with dependent children in
accordance with the rules described in the Staff Handbook.
4.6
Dismissal of Staff
The employment of Staff in the Secretariat may be terminated in circumstances
identified in the Staff Handbook (e.g. expiration of fixed term appointment,
redundancy, gross misconduct, etc.) and in accordance with the procedure provided in
the Staff Handbook.
The Head of Secretariat shall consult with the Parties or the Council prior to
terminating the employment contract of a Staff member.  Council approval shall be
obtained in the case of employees with an Expatriate staff contract.
4.7
Staff Performance Assessment, Grievances and Disciplinary Actions
The performance of new recruits shall be assessed by the Head of Secretariat or the
designated supervisor at the end of the probation period and documented in the
personnel file of the employee.  After an employee has been confirmed in his/her
position, an annual performance assessment shall be performed jointly by the Head of
Secretariat, or the designated supervisor, and the employee, and documented in the
employee's personnel file.

4 - 7

Any complaints by the employee, or written warning made by the Head of Secretariat or
the supervisor in accordance with the disciplinary procedure described in the Staff
Handbook, shall be recorded in the employee's personnel file.
4.8
Staff Development and Training Programmes
The Council may authorise staff development or training programmes, as proposed by
the Head of Secretariat.  Such  programmes must be consistent with the objectives of
the Organization and the qualification requirements of a staff position.  The Secretariat
will normally arrange language training in English or French for employees and their
spouses who do not have the language as their mother tongue.
The provision of staff development and training, including language training,  will be
subject to the availability of adequate funding in the Spending Plan approved by the
Council.
- END OF SECTION 4 –

4 - 8

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5 - 1

5.
ADMINISTRATION AND REPORTING
The Secretariat is the permanent administrative organ of the Programme (ICSPA –
Article 10.1).  Per the Arrangement between Canada, the Republic of France, the Russian
Federation and the United States of America Regarding the Headquarters of the Cospas-
Sarsat Programme, the Head of Secretariat is the legal representative of the Organization
established in Canada, which includes the Council and the Secretariat.
Pursuant to the provisions of the ICSPA and the Headquarters Arrangement, the Head of
Secretariat is responsible for the administration of the Programme under the direction and
control of the Council.
5.1
General Administration of the Programme
The general administration of the Programme includes:
-
the revision, preparation and dissemination of system documentation and
promotional materials approved by the Council;
-
answering general correspondence, inter alia, the correspondence with national
administrations,
international
and
national
organizations,
equipment
manufacturers and distress beacon owners/operators;
-
maintaining the database of contact details for the official Representatives of
Parties
and
Participants,
document
holders,
prospective
participants,
administrations, international organisations, equipment manufacturers, etc.;
-
maintaining the Cospas-Sarsat website in accordance with Council guidance;
-
maintaining the archives of the Programme documentation in accordance with
Council guidance;
-
recruiting and managing staff in accordance with Council directions; and
-
procuring goods and services as required to support the requested services, i.e.
administrative, financial, accounting, conference, technical and international
liaison, as defined in sections 4 and 6 of this document and the annual Work Plan
and Spending Plan approved by the Council.
The Secretariat shall maintain a filing and archiving system that allows access to any
item of correspondence and documentation received or issued during the last five year
period.

5 - 2

5.2
Conference Administration
The Secretariat shall organise Cospas-Sarsat meetings as directed by Council and
coordinate as necessary with the designated Chair for the meeting.  The Secretariat is
also responsible for coordinating meeting requirements with the host for meetings held
away from the Organization's Headquarters.  In particular, the Secretariat shall:
-
rent appropriate conference facilities for the meeting held in Canada or coordinate
with the host for the provision of adequate facilities for meetings held away from
the Organization's Headquarters;
-
arrange for simultaneous interpretation from and to English, French and Russian
at Council meetings;
-
arrange for secretarial support for the meeting, including staff and office facilities,
either using the resources of the Cospas-Sarsat Secretariat or coordinating with
the host for meetings held away from the Organization's Headquarters; and
-
arrange hospitality for delegates in accordance with Council guidance.
The agreed rules for convening the meetings of the Council and its subsidiary organs
and inviting for representation at meetings, including the meeting rules of procedure,
are addressed in the document C/S P.011 "Cospas-Sarsat Programme Management
Policy".
The Secretariat shall manage the registration, preparation and distribution of the
documents submitted for consideration, and reports produced at Cospas-Sarsat
meetings, in accordance with the applicable Council guidance, including the rules
concerning the submission of documents.
The Cospas-Sarsat Representative for each Participant and the official point of contact
for Observers shall inform the Secretariat in advance of a meeting of the members of
their delegation.  The Secretariat shall maintain the list of meeting attendees on the
basis of information forwarded by Representatives, prepare security badges and provide
delegates with practical information in respect of the conference facilities, including
special arrangements made for meals, accommodation, travel, telephones, etc.
The Secretariat will not make arrangements on behalf of delegates concerning their
travel and accommodation requirements.  The registration of a delegate as part of an
invited delegation shall always be confirmed by the Representative or Head of
Delegation.
For meetings held in Canada, in accordance with the provisions of the Headquarters'
Arrangement, the Secretariat shall provide the Canadian authorities with the list of
registered delegates to Cospas-Sarsat meetings.

5 - 3

The Head of Secretariat will assign responsibilities to the staff of the Secretariat for the
preparation of meetings and decide on the level of Secretariat staff support that is
required for meetings held away from the Organization's Headquarters.  Secretariat staff
requested to travel for meetings will be compensated for their expenses in accordance
with the business travel policy outlined in the Staff Handbook.  The hosts of meetings
held away from the Organization's Headquarters are expected to cover the additional
costs incurred in respect of the meeting, except for the Secretariat staff travel and
accommodation, in accordance with the policy agreed by the Council, as described in
the document C/S P.011 "Cospas-Sarsat Programme Management Policy".
5.3
Reports on Secretariat Activities
The Head of Secretariat shall prepare for review at the Open Meeting of the last
Council session in the calendar year a report of Secretariat activities for the past twelve
months.  This report should address the routine activities of the Secretariat in respect of
the services outlined in section 3 of this document, and any specific task or action that
was undertaken by the Secretariat in response to specific Council requests.
The Head of Secretariat should also address in the Secretariat activity report, or in
separate reports as appropriate, any issue that affected the Programme management, the
System operation, Secretariat activities and/or the amount or quality of services
provided by the Secretariat during the past year, as well as theses issues that may affect
Programme objectives, System operation, or Secretariat services and activities in the
future.
The Council may, from time to time, request the Head of Secretariat to prepare reports
on specific tasks or activities, as required for the management of the Programme or to
ensure reliable System operation.
- END OF SECTION 5 -

5 - 4

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6 - 1

6.
FINANCIAL RESOURCES MANAGEMENT
The Head of Secretariat shall manage the financial resources of the Organization according to
guidance provided below, or as specifically directed from time to time by the Council.
6.1
Participants' Contributions and Funds Management
The Council will determine on the basis of the agreed forecast of expenditures and
funds required to meet the medium-term operating costs of the Organization, the level
of the annual contributions from Parties and Participants towards the Common Costs of
the Programme.  When determining the appropriate level of contributions, the Council
will take into account the need for a reasonable operating reserve that will allow the
Secretariat and the Organization to continue operating at the beginning of the
accounting year, before payments are received from Parties or Participants.  Similarly, a
contingency reserve shall be maintained at all times to provide for possible liabilities of
the Organization, particularly in respect of the employment of staff in the Secretariat.
Forecast funding requirements should be based on an operating reserve at the end of the
accounting year equal to 40% of the operating budget, and a contingency reserve
representing 80% of the estimated liabilities that might be incurred in respect of the
staff employed at the Secretariat.  An evaluation of the required contingency funds shall
be produced by the Secretariat on an annual basis and the Council should adjust the
agreed level of contingency reserve from time to time, as appropriate.
The Secretariat shall invoice each Party and Participant at the beginning of the calendar
year for their agreed amount of contribution towards the Common Costs of the
Programme, including overdue contributions from previous years.  Separate accounts
shall be maintained for each Participant with a record of invoiced amounts and
individual payments.  Overdue contributions shall be added, or excess payments
deducted from the following year's invoice.
The funds available to the Organization and not immediately required for the operation
of the Secretariat shall be managed by the Secretariat so as to produce a reasonable
interest income.
6.2
Financial Statements and Reporting
The Secretariat shall prepare forecast income and expenditure statements for review by
the Council at the end of each accounting year, and a final financial statement for
approval by the Council at the session that follows the end of the accounting year.  The
Organization's accounting year shall be the calendar year.

6 - 2

For each accounting year, the Secretariat financial statements shall include:
-
a status of contributions by all non-Party Participants;
-
a status of contributions by the Parties;
-
a status of expenditure detailed per the items of the approved Spending Plan;
-
a status of income and expenditure for the accounting year; and
-
the balance of funds at the end of the accounting year.
In addition, the Secretariat shall prepare a separate status of each Party's accounts,
showing the exact debtor/creditor status of each Party with respect to the funds of the
Organization.
The Secretariat accounts shall be audited by independent auditors selected by the
Council.  The conclusion of the audit shall be reported to the Council, together with the
Secretariat financial statements.
Exceptional items may be included in the final statement of expenditure to offset
deferred income from unpaid contributions in the end of year balance of funds.
However, except for specific Council direction, debt from unpaid contributions shall
not be cancelled and will be accounted for as deferred income in the forecast funding
requirements.
6.3
Annual Spending Plan and Long-Term Funding Requirements
The Head of Secretariat shall prepare at the end of each calendar year a Spending Plan
for the following year, which will be submitted to the Open Meeting of the Council for
approval.  The Spending Plan shall include all expected expenditure for performing the
services described in the Work Plan approved by the Council for the accounting year,
including staff costs, meeting costs and overheads (see pro-forma Spending Plan at
Annex B).
For the performance of any additional service or any additional expenditure beyond
those anticipated in the approved Work Plan and the corresponding Spending Plan,
specific approval of the Parties is required.  Such specific approval shall be given to the
Head of Secretariat through the Chair of the Council.  However, the Head of Secretariat
is allowed to adjust the Spending Plan to satisfy the need for secretarial, administrative
or conference support, subject to savings on other items in order to maintain the total
spending within the agreed limit (CSC-8/CLD/SR/3.3.5).
In addition to the annual spending plan, the Head of Secretariat shall prepare for review
by the Council a ten year forecast of funding requirements with a view to determining
the date at which new Council decisions will be required to maintain adequate funding
for the Common Cost of the Programme.

6 - 3

6.4
Procurement and Accounting
The Head of Secretariat is responsible for the procurement of goods and services as
required for the performance of Secretariat services requested per the annual Work
Plan, including the establishment of the staff payroll.  The Head of Secretariat may
decide on the procurement of goods and services in accordance with Council guidance
for a maximum amount of CAN$ 30,000.  When the expected procurement cost or
payment for services is over this limit, specific direction shall be obtained from the
Council or the Parties through the Chair of the Council.
The Head of Secretariat shall ensure that appropriate accounting procedures are
established and adhered to for recording and reporting the exact status of income
realised and expenditure incurred by the Organization, as required for the auditing of
the Organization's accounts.
The agreed procurement, payment and accounting procedures are provided at Annex C
to this document.
- END OF SECTION 6 -

6 - 4

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ANNEXES
TO THE
COSPAS-SARSAT SECRETARIAT MANAGEMENT GUIDE

page left blank

A - 1

ANNEX A
LIST OF ACRONYMS
CLD
Closed
CSC
Cospas-Sarsat Council
ICSPA
International Cospas-Sarsat Programme Agreement
ICAO
International Civil Aviation Organisation
IMO
International Maritime Organisation
ITU
International Telecommunication Union
OPN
Open
SAR
Search and Rescue
SR
Summary Record
- END OF ANNEX  A -

A - 2

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B - 1

ANNEX B
FORMAT OF ANNUAL SPENDING PLAN
COST ITEM
Jan - Dec 2005 Approved plan
Forecast

1. Secretariat Staff
1.1
Salaries
392,500
385,500
1.2
Allowances
135,000
130,000
1.3
Employer Costs
142,000
122,000
1.4
Recruit/Installation/Relocation


1.5
Training/conferences
5,000
5,000
674,500
642,500
2. Temp. Personnel
and Other Professional services
2.1
Temporary Staff
1,000
1,000
2.2
Translation Services
4,000
4,000
2.3
Professional Services
5,000
4,000
10,000
9,000
3. Cospas-Sarsat Meetings
3.1
Interpretation
25,000
23,500
3.2
Meeting Rooms
40,000
42,000
3.3
Other Costs
13,000
13,000
78,000
78,500
4. Overheads
4.1
Accommodation and Office Service
84,000
81,000
4.2
Telephone/Fax
4,000
4,000
4.3
Promotional Material
3,000
3,000
4.4
Travel
52,000
50,000
4.5
Office Supplies
5,000
5,000
4.6
Postage + Freight
7,000
7,000
4.7
Printing + Copying
7,000
6,500
4.8
Computer Expenses
3,000
3,000
4.9
IT Services
27,000
27,000
4.10 Depreciation
3,000
3,000
195,000
189,500
5. Financial Expenses
5.1
Interest Paid


5.2
Bank Charges


5.3
Currency (gains)/losses


TOTAL RECURRING EXPENDITURE
958,000
920,000
6. Exceptional Items


TOTAL OPERATING EXPENDITURE
958,000
920,000
- END OF ANNEX  B -

B - 2

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C - 1

ANNEX C
PROCUREMENT, PAYMENT AND ACCOUNTING PROCEDURES
TABLE OF CONTENTS
C.1
PAYMENTS ............................................................................................................... C-3
C.1.1
Goods and Services ........................................................................................C-3
C.1.2
Staff Expenses ................................................................................................C-3
C.1.3
Business Travel Expenses ..............................................................................C-4
C.1.4
Petty Cash Advances ......................................................................................C-4
C.1.5
Cheque Run ....................................................................................................C-4
C.2
INCOME ..................................................................................................................... C-4
C.2.1
Invoicing .........................................................................................................C-4
C.2.2
Receipts ..........................................................................................................C-5
C.3
ACCOUNTING .......................................................................................................... C-5
C.3.1
Accounting System ........................................................................................C-5
C.3.2
Accounting Reports ........................................................................................C-5
C.4
PAYROLL .................................................................................................................. C-6
C.4.1
Payroll Data and Amendments ......................................................................C-6
C.4.2
Payroll Payment Authorisation ......................................................................C-6
C.5
APPROVAL OF FINANCIAL DOCUMENTS ..................................................... C-6
C.6
FILING ....................................................................................................................... C-7
Note:  Adopted at CSC-22/CLD (see CSC-22/CLD/SR/3.2.7) – Revised at CSC-35.

C - 2

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C - 3

C.1
PAYMENTS
C.1.1
Goods and Services
Goods and services purchased will require:
• Purchase orders if suppliers are to be paid on agreed credit terms; or
• Cheque requisition if no credit is given for payment of goods and services.
a)
Goods and services to be paid under credit terms
A purchase order will be raised by the Executive Assistant, approved by the Head of
Secretariat, sent to the supplier and a copy filed in accordance with the secretariat
filing system.
Invoices received from the supplier will only be processed for payment if the
description, quantity and price of the goods and services agree with the
corresponding purchase order.  The invoices will then be authorised by the buyer or
an authorised signatory.
Invoices with discrepancies will be placed under query (DO NOT PAY status) until
rectified and approved as above.
(b)
Goods and services to be paid under no credit terms
A cheque requisition will be raised with all relevant documents (invoices, booking
forms etc.) attached.
All cheque requisitions shall be reviewed and approved by the Head of Secretariat
before processing for payment.
C.1.2
Staff Expenses
Staff will complete an expense claim form with all relevant documents (receipts, proof
of payment etc.) attached.
All completed expense claim forms shall be reviewed and approved by the Head of
Secretariat before processing for payment.

C - 4

C.1.3
Business Travel Expenses
Staff will complete a Travel Authorisation Form for the approval of the Head of
Secretariat before the trip.
A Business Travel Claim Form will be completed after the trip with all relevant
documents (receipts, proof of payment, etc.) attached.
All completed Business Travel Claim Forms shall be reviewed by the Finance and
Administration Officer and approved by the Head of Secretariat before processing for
payment.
Differences between the claim and the Travel Authorisation Form will place the claim
under query (DO NOT PAY status) until discrepancies have been rectified, or clarified
and approved as above.
C.1.4
Petty Cash Advances
Staff will complete a Petty Cash Form.  All completed Petty Cash Forms will be
reviewed and approved by the Finance and Administration Officer before processing
for payment.  Petty cash advances will normally be limited to a maximum of
CAN$ 200,00.
An Expense Claim Form will be completed after the event with all relevant documents
(receipts, proof of payment, etc.) attached, for approval by the Head of Secretariat.
C.1.5
Cheque Run
Cheques will be raised on the 2nd and 4th Fridays of each month.  There will be
exceptional cases at the discretion of the Head of Secretariat where cheques may be
paid at other dates.  All cheques shall be signed by two authorised signatories as
stipulated in the Bank mandate.
C.2
INCOME
C.2.1
Invoicing
Invoices in respect of contributions will be raised in accordance with the Council's
directions.  All other invoices will be raised as deemed necessary.
All invoices shall be reviewed, approved by the Head of Secretariat and despatched
with a covering letter.

C - 5

C.2.2
Receipts
Receipts from Parties' and Participants' contributions will be deposited into the
Organization's Canadian dollar bank account.
US$ and UK£ payments will be converted to CAN$ using the current exchange rate as
on the date of receipt of the payment, and the corresponding CAN$ amount will be
recorded as the actual Participant's contribution.
All deposit remittance advices will be filed in accordance with the Secretariat filing
system.
C.3
ACCOUNTING
C.3.1
Accounting System
The accounting system chosen at the moment to provide the necessary checks and
controls for the smooth running of the Secretariat is SAGE Line 100 (single user).
The system is made up of the Sales, Purchase and General Ledgers, along with the
Cash Book and Report Writer modules.  This will provide the Secretariat with an
accurate forecasting tool and clearly presented management reports for both planning
and decision making.
The system will be installed onto the PCs of the Executive Assistant, the Finance and
Administration Officer and the Head of Secretariat.  Inputs will be restricted to the
Executive Assistant and the Finance and Administration Officer.  The SAGE Line 100
(single user) does not allow for multiple simultaneous access.
C.3.2
Accounting Reports
The following management reports will be produced monthly by the Finance and
Administration Officer:
§
Aged Debtors Report:  A list of aged outstanding debts due to the Secretariat.
§
Aged Creditors Report:  A list of aged outstanding debts due from the
Secretariat.
§
Bank Reports:  A report on the status of the Secretariat's bank accounts.
§
Expenditure Analysis Report:  A report on the monthly comparison of actual and
budgeted expenditure.

C - 6

C.4
PAYROLL
C.4.1
Payroll Data and Amendments
The two-week payroll data, including all changes, will be prepared by the Finance and
Administration Officer and reviewed by the Head of Secretariat before transmission to
the payroll bureau.
A copy of the approved payroll data will be filed by the Finance and Administration
Officer.
C.4.2
Payroll Payment Authorisation
The payroll bureau will provide the corresponding payment data (payslips).  Any
change to the payment data shall be reviewed by the Finance and Administration
Officer and authorised by the Head of Secretariat before actual payment is made.
The authorised payments will be made into individual staff Bank accounts via BACS,
normally on the last working day of each pay period.
C.5
APPROVAL OF FINANCIAL DOCUMENTS
In the absence of the Head of Secretariat, the Deputy Head of Secretariat or the Officer
designated by the Head of Secretariat may approve all of the above documents required
for procurement, payment and accounting, except:
a)
the payroll data and payroll payment authorisation which must be established by
the Finance and Administration Officer and approved by the Head of Secretariat;
and
b)
petty cash advances which are approved by the Finance and Administration
Officer.
In the absence of the Finance and Administration Officer, the Head of Secretariat may
approve all relevant documents.  Inputting data on the Sage accounting system,
reviewing and all other functions performed by the Finance and Administration Officer
will be suspended until his return.  If deemed necessary, inputting will be performed by
the Executive Assistant, reviewing and other functions will be performed by a
designated Officer.

C - 7

C.6
FILING
The Secretariat central filing system in respect of Accounting, Payroll, Procurements
and Human Resources will be maintained by the Finance and Administration Officer.
HR and Payroll files will be kept in a secured cabinet with access restricted to the
Finance and Administration Officer and the Head of Secretariat.
- END OF ANNEX  C -

C - 8

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D - 1

ANNEX D
SUMMARY OF COUNCIL OVERSIGHT OF SECRETARIAT ACTIVITY
Ref. in
C/S P.012
Task
Procedure
Comments
CONFERENCE SERVICES
3.1.1
Meeting schedule,
agenda, terms of
reference
Approval
Schedule of meetings, preliminary agenda
and terms of reference for TG and EWG
meetings are approved by Council.
3.1.1
Meeting support
Guidance /
Direction
Secretariat makes arrangements, issues
invitations, prepare documents, registers
participants, draft meeting summary.
3.1.1
Working documents
Notification
Secretariat may prepare, submit documents
in accordance with Council guidance.
3.1.1
Meeting reports
Approval
Meeting participants approve report to
Council, Council approve Summary Record
of Council session.  SR or Report are issued
under Meeting Chair direction.
TECHNICAL AND OPERATIONAL SERVICES
3.1.2
Analyse system
performance, develop
test procedures
Guidance
then
Approval
Secretariat performs analysis, prepare report
and submits report to Council / Parties for
approval.
3.1.2
Assist commissioning
procedures
Guidance /
Direction
As requested by Participants.
3.1.2
Beacon Type
Approval
Approval
Secretariat reviews and analyses test reports
and prepares summary report for approval
by Council or Parties.
3.1.2
Provide information
and expertise
Notification
Support
Administrations,
regulatory
authorities, SAR service, beacon owners.
3.1.2
IBRD
Direction
Secretariat to implement and manage the
IBRD as directed.
.../...

D - 2

PROGRAMME DOCUMENTATION
3.1.3
Review, update,
archive and generate
new system
documentation
Direction
and
Approval
Council
approves
documents
under
configuration control, decides on their
release.
COORDINATION AND COMMUNICATION
3.1.4
Promote awareness of
the Cospas-Sarsat
System
Notification,
Direction
and/or
Approval
Secretariat prepares and presents, on behalf
of Cospas-Sarsat, official inputs to relevant
meetings of international organisations, to
include ICAO, IMO, ITU, etc.
3.1.4
Provide current
information on
System status,
maintain website
Notification
Status to be provided by operator.
Publish general
information on
Programme and
System performance
Approval
e.g. System Data and Information Bulletin
3.1.4
Press Releases
Direction
and
Approval
Press releases, statements or reports on
behalf
of
Cospas-Sarsat
to
media
organisations or the general public must be
approved by Council.
HEAD OF SECRETARIAT MANDATE / OBJECTIVES
3.3.1
Work Plan
Approval
Council approves annual work plan (see
also 6.3 on Spending Plan).
3.3.2
Strategic Planning
Approval
Secretariat prepares forecasts of resources
required to support long-term goals and
objectives defined/approved by Council.
3.4
Liaison with host
country
Notification
Secretariat reports to Council/Parties on all
issues related to host county
ADMINISTRATION AND REPORTING
5.1
General Admin.
Notification
5.2
Conference Admin.
Notification
5.3
Reports
Direction
As requested, Head of S. prepares reports on
specific tasks or activities

D - 3

HUMAN RESOURCES
4.1
Staff Handbook
Approval
Any amendment must be approved by
Council.  Part A of Staff Handbook is
contractual.
4.1
Personnel Files
See comment
Confidential – Parties' Representatives only
on need to know basis.
4.2
Staff Position
Descriptions
Approval
Including category (Local / Expat.), grading
and remuneration.
4.2
Working
Arrangements
Assignment of Duties
Notification
Head of Secretariat to report to Council as
necessary.
4.3.1
Recruitment of
Expatriate Staff
Direction
and Approval
Terms and conditions as per Staff
Handbook, otherwise to be approved by
Council.
4.3.2
Recruitment of
Local Staff
Direction and
Notification
Terms and conditions as per Staff
Handbook, otherwise to be approved by
Council.
4.4.1
and
4.4.2
Basic Salary and
Applicable
Allowances
Direction
(see 4.2)
Agreed between staff and Head of Secretariat
in accordance with staff position description
approved by Council.
4.4.3
Annual Salary
Review
Direction
Performed by Head of Secretariat per Council
direction.
4.4.4
Bonus
Direction
Awarded by Head of S. per Council direction.
4.6
Dismissal of Staff
See comment
Consultation with Parties –Approval required
for Expatriate staff.
4.7
Staff Assessment
See comment
Confidential – Parties' Representatives only
on need to know basis.
4.8
Development and
Training
Direction
Subject to annual funding approved by
Council.  Proposed by Head of Secretariat,
authorised by Council.
FINANCIAL RESOURCES MANAGEMENT
6.1
Invoice Parties and
Participants
Direction
Council determines the level of annual
contributions towards the Common Costs.
6.2
Statements
Approval
Secretariat prepares income and expenditure
statements for Council approval.

D - 4

FINANCIAL RESOURCES MANAGEMENT (continued)
6.3
Spending Plan
Approval
Spending plan must be approved by Council
with max. spending limit.
6.3
Forecast of funding
requirements
Direction
Council reviews 10 year forecast of funding
requirements to determine the required level
of contributions.
6.4
Procurement
Notification
or Approval
Council approval required for procuring
goods or services in excess of
CAN$ 30,000.
Definition of Terms  (reference C/S P.012 section 2.1):
Notification:
the task can be performed by the Secretariat without new guidance and the Council will
be informed of its completion in accordance with the usual reporting procedures.
Direction / Guidance:
the task is to be performed in accordance with specific direction provided by
the Council, as recorded in the Summary Record of a Council session.  Between
Council sessions, direction must be provided in writing by the Council Chair, following
appropriate coordination with the Parties.
Approval:
the Secretariat shall seek Council or Party approval before proceeding with a task or
action.  Between Council session such approval must be obtained from each Party in
writing.
- END OF ANNEX D -
- END OF DOCUMENT -

Cospas-Sarsat Secretariat
1250 Boul. Rene-Levesque West, Suite 4215, Montreal (Quebec) H3B 4W8  Canada
Telephone: +1 514 500 7999  /  Fax: +1 514 500 7996
Email: mail@cospas-sarsat.int
Website: www.cospas-sarsat.int