Conference, Security and General Services
CSG continued improving conference facilities in 2014, following the fully interactive linkage (video, audio and simultaneous interpretation) of Conference Rooms 1, 2 and 3 to provide better service to Member States. Conference Room 3 has been renamed the “Roberto Kobeh Chamber” in recognition of the former President of the Council. A broadcast system has been deployed in the Conference Centre, allowing the display of ongoing meeting schedules as well as other information on large screens at strategic locations across the facilities. The Delegates’ Lounge has been equipped with a high-definition projector and screen to improve the quality of service for Delegations hosting social functions.
Major renovations and construction projects were completed in the office tower in 2014 with the renovation of the Medical Centre, improved space for Delegations and re-organization and optimization of space for the Secretariat. In coordination with Public Works and Government Services Canada (PWGSC), major maintenance and repairs were completed in the Conference Centre, the Office tower and on the envelope of the building. The Heating, Ventilation and Air Conditioning (HVAC) system has been upgraded, and a carpet change programme has begun.
The organizational Business Continuity Plan was established, bringing together ongoing efforts to strengthen the Organization’s ability to ensure staff safety and security, as well as to maintain continuity of critical functions during a serious incident of any nature.
A full physical inventory count was completed, together with the disposal of a large amount of obsolete furniture and equipment. This was a major achievement for inventory management of the Organization.
CSG developed and adopted a complete client service approach with the implementation of the Service Desk, and is now able to monitor and follow up on all conference, building and office services related requests, bringing significant efficiency gains and enhanced client services. The first phase of the eConference project has been completed with the delivery of the new CRM-based registration module for regular ICAO events. Registration for paid events is expected in early 2015. In line with efficiency improvement and sharing of best practices, ICAO has adopted a tool developed by UNODC (United Nations Office on Drugs and Crime) and used by numerous UN entities for management of room bookings. The implementation of this new advanced tool will be completed in 2015.
Conference Services coordinated a record 340 meetings and conferences in 2014, and the occupancy rate culminated at 94 per cent.