ANNEX XXIII
STUDY OF EMPLOYMENT CONDITIONS OF THE NETWORK OF AQUACULTURE CENTRES IN ASIA

I. INTRODUCTION

1. This study was arranged at the request of the Network of Aquaculture Centres in Asia (NACA) UNDP/FAO Project RAS/76/003 and conducted during the period 23 to 27 February 1987. The need for the study emanated from the anticipated conversion of the status of the UNDP/FAO-executed project to an inter-governmental organization. A conversion would make it mandatory to bring the employment conditions of the staff into close alignment with conditions governing experts and officials involved in similar research activities at governmental institutions within the region. Heretofore, project experts have been employed under employment conditions applying to internationally recruited personnel of United Nations Organizations. Employment conditions including salaries of UN staff must of necessity be attractive enough to recruit staff on a global basis. Converting the project into an inter-governmental organization with the institutional and related costs carried by the member governments would eliminate generally the need for extending the recruitment area beyond the confines of the region. It follows that employment conditions including salaries and emoluments should under the anticipated revised arrangements be harmonious and consistent with those prevailing in the countries responsible for financial support and management of the organization. Any significant deviation from such harmonization would impede the interchange and transfer of personnel between governmental technical and scientific institutions of the member countries and NACA. In summary, it is imperative that employment conditions of NACA should be attractive enough to enable recruitment and retention of personnel from the member countries and to ensure that staffing and related costs are at a level which would enable NACA to operate within available financial resources.

2. The terms as reference for the study were formulated with the above considerations in mind. Within the short time available a review of employment conditions of a limited number of organizations employing similar personnel were examined in order to establish a basis for formulating a frame work which would permit NACA to begin to function at least on an interim basis under revised arrangements proposed in this study consistent with the change in status which is anticipated.

II. CHARACTERISTICS AND NEEDS OF THE ORGANIZATION

3. The activities of NACA involve facilitating research in the field of aquaculture and encouraging the sharing of the results of research through regional cooperation and TCDC activities. NACA is part of the global network of regional aquaculture centres established and coordinated through the UNDP/FAO Aquaculture Development and Coordination Programme (ADCP). As such it serves the Asia/Pacific region with eleven participating governments represented in its Advisory Committee (ADCOM) along with UNDP, FAO and other collaboration agencies and organizations. The participating governments are: Bangladesh, China, India, Indonesia, Malaysia, Nepal, Philippines, Singapore, Sri Lanka and Thailand and the Hong Kong region.

4. The immediate objectives of NACA are to strengthen four national aquaculture institutions designated to serve as regional lead centres. The purposes in achieving the above have a very direct influence on the kind and level of personnel which need to be recruited and retained on the staff. Those purposes are to:

• conduct interdisciplinary research on selected aquafarming systems for adaptation or improvement of existing technologies and for the development of new technologies;

• training core personnel needed for aquaculture development; and

• establishing and maintaining a regional information system for the provision of appropriate data and information for development planning, research and training.

5. The participating countries represent a great diversity of characteristics but include those where aquaculture originated and in which research and development activities in the disciplines involved in aquaculture are most prevalent, well advanced and which will benefit most greatly from research and development efforts in this activity. There is no lack of talented scientists, technicians, and trainors, in these countries. For this reason as well as the fact that the primary support for the framework of the new institution should come from the participating governments, the organization should be staffed by nationals of these countries. It also follows that the conditions of service should be fashioned with the distinctive characteristics of the countries of the region and the levels of salaries and emoluments prevailing within the region in mind.

6. NACA is now and has been functioning as UNDP/FAO project and as such, as already stated, is employing professional and technical staff under terms applicable to United Nations agencies and organizations and General Service staff according to the local salary, salary levels and conditions of employment applicable to such UN staff.

III. CONSIDERATIONS AND PROPOSALS

7. The arrangements proposed have been developed to meet, to the greatest extent possible, the most immediate needs of NACA to prepare, in terms of planning, for the early implementing stages when it is converted into an intergovernmental organization. The agreement for such a conversion may permit implementation by 1989. It is assumed that the organization will be required to operate with stringent budgetary constraints and yet the conditions of employment should be attractive enough to attract and retain qualified scientists and technicians from the region. Every attempt has been made to do justice and to give sufficient consideration to these almost irreconcilable requirements. At the same time, conditions of employment, including salaries and the amounts of allowances, have been based on existing situations and practices of several organizations located in Bangkok with responsibilities within Thailand and other countries of the region, namely organizations of an international and more specifically a regional character.

8. A thorough survey of salaries and employment conditions has not been possible in the time allotted to the study. However, information from several organizations employing staff with some similarity of requirements has been obtained. Full account has been taken and great reliance placed on salary levels agreed upon between the Department of Technical and Economic Cooperation and UNDP in Thailand for Thai National Experts.

9. It is reasonable and prudent to assume that NACA during its formative stages would need no more than three levels or grades of staff. It is assumed that local or support staff may be provided to NACA by other means, therefore, proposals for salary scales and employment conditions for support staff are not included in this study. On the basis or the above it is suggested that three grade levels should be established for the staffing of NACA.

10. Grade Level 1, the lowest of the three professional levels should be used for persons having completed academic training, preferably to the advanced degree level, in the appropriate field of scientific or technical specialization or in training or informatics as required. Normally a minimum of two or three years of relevant experience in an appropriate field of work should have been completed prior to recruitment. In terms of UN grades the duties and responsibilities are equivalent to the P 1 and P 2 levels.

11. Grade Level 2 should be used for staff performing fully independent scientific research or other work requiring general direction only in the kind of work to be performed. Normally four up to eight or nine years of relevant experience at the time of recruitment would be required. Such individuals should be able to advise and train research staff of institutions in participating countries. In terms of UN grades the duties and responsbilities are equivalent to the P 3 and 4 grade levels.

12. Grade Level 3 should be used for senior level posts of a very senior level of responsibility for which ten to fifteen years of experience are required. For this as well as the lower levels the number of years of experience should not be accepted as the sole or even the primary criterion but rather as an indicative factor. The level and variety of experience, growth, progression, and development of professional expertise and competence of the individual, insofar as this can be demonstrated in terms of scientific publications or the evaluation of research results, should if anything receive more emphasis in the evaluation process than years of experience alone. Grade Level 3 is the equivalent in terms of duties and respensibilities of the P 5 grade level and extends into the D-1 grade level.

13. Should the need arise to make appointments of any staff members under the revised grading system proposed in this report in partial preliminary implementation prior to ratification of the agreement to establish an intergovernmental organization, it is recommended that their status be considered to be that of National Experts.

14. The first year of service of any staff member appointed to a post at NACA should be considered as a trial or probationary period. No extension of the period of service should be effected if there are reservations regarding the quality of the performance of the person concerned. However, should there be any doubt or uncertainty at the end of the initial twelve months' appointment regarding the quality of the performance a short extension without the award of an incremental step may be considered in order to ensure that a thorough performance evaluation may be made. Given performance which is fully satisfactory one incremental step should be awarded after twelve months of such service. In the case of superior or outstanding performance demonstrated consistently during a twelve months' period of consecutive service two steps may be awarded.

15. A salary scale based on information obtained from various sources and with the professional and technical needs and financial limitation in mind, has been constructed with Grade Levels 1, 2 and 3 and is attached as an Annex. Ten incremental steps to provide for modest annual increase are provided.

16. An arrangement for allowances for staff members recruited from countries other than that in which the duty station is located, who transfer with dependants, is required in view of the financial obligations connected with such a transfer. For such transfers if for twelve months or longer dependancy allowances for a spouse and for a maximum of two children up to the age eighteen none of whom are employed and who accompany the staff member to the duty station in the amount of two hundred seventy-five dollars (US$275) for each eligible dependant is proposed.

17. Provision needs to be made to assist in defraying education costs of accompanied dependant children of the staff member who is a national and a resident of a country other than that in which his/her duty station is located. In view of budgetary constraints it is considered appropriate to restrict the grant to a maximum of two children in full-time attendance at a recognized school who are between the ages of six to eighteen years of age. The amount of the grant per eligible child should not exceed the cost and is proposed at a maximum two thousand five hundred dollars (US$2,500) per school year while the child is in attendance at a school located at the duty station.

16. A Dislocation Allowance may be authorized for staff members recruited from countries other than that of the duty station in the following amounts per annum:

The dislocation allowance shall not be paid for more than five years of service in respect of service at one duty station.

19. A staff member recruited from another country may be authorized an installation allowance amounting to a DSA allowance for the first month including travel time from the place of recruitment to the duty station. In additional, half of the DSA allowance may be authorized for a maximum of three dependents who accompany the staff member and who will resident at the duty station.

20. Personnel to be employed for a year or longer may be authorized the shipment of personal effects and household goods by the most economical means of transportation including shipment by air as determined by the Director up to a maximum including the weight or volume of packing of:

1. 500 kg for the staff member

2. 250 kg for the first eligible family member

3. 100 kg for each additional family member authorized to travel at NACA expense.

21. It is proposed that for purposes of duty travel of staff the DSA Daily Subsistence Allowance (DSA) system of the United Nations be applied.

22. It is anticipated that the budget of NACA will be made in U.S. dollars and for this reason the salary scale and the allowances have been denominated in the same currency. Actual payment of salaries and allowances would normally be effected in the currency of the duty station although this need not prevent payment to the staff member in US dollars of another currency of choice should this be wish of the staff member.

23. The importance of ensuring that the salaries and other emoluments of the staff be exempt of national income taxes in each of the member or participating countries cannot be overemphasized. Inclusion of this principle in the project document and the eventual negotiation of a Headquarters Agreement to ensure continued recognition of the principles of exemption from taxation as well as duty-free import privileges should be ensured. Similarly, arrangements should be made, if at all possible, for issuance of a travel document similar to a laissez-passer which would be recognized by each of the participating governments.

24. This study has been conducted during a very short period of time without the opportunity to observe the functioning of the organization other than at project headquarters. The anticipated conversion to a status quite different from its current one has been a complication factor in the study. Bearing this in mind the proposals submitted should be considered to be of an interim nature subject to possible further review or confirmation once the agreement to convert to an intergovernmental organization has been ratified. The necessity for such a review will be affected by the length of time that will elapse before implementation is undertaken.

25. It may be prudent to provide eventually for accident and health insurance for NACA staff. Staff should be required to pay for at least part of the cost of health insurance if and when it is provided. Since Bangkok is fortunate enough to have good medical facilities it is suggested that NACA attempt to make arrangements with a locally based insurer or insurance company to provide for coverage for the above. A plan for health insurance would be desirable but arrangements for insurance against duty-related accidents is of primary importance to avoid lengthy and costly litigation.

26. It may be premature to consider making arrangements for an annuity plan to provide a benefit that might take the place of a pension plan. The need for such a plan is related directly to the duration of tenure staff are likely to have with NACA. Should most staff be seconded by governments which would be desirable, there might not be any need for concern for an annuity or pension plan of any kind. If staff members should generally serve for relatively short fixed-term periods of 5 years or less no pension plan would be required. It may be advisable to obtain the benefit of experience before considering or undertaking any action on the above issue.

27. It is apparent that staffing costs of NACA are likely to continue to be a very critical issue. There is no way of providing staff which will not involve financial outlays of substantial amounts. One means of providing staff which is less costly than most is the use of United Nations Volunteers (UNV). This has been effective with many organizations and governments. It is suggested that NACA might benefit from exploring the possibility of recruiting UNV's, since there are UNV candidates available from most if not all countries of the region representing disciplines which are essential to the activities of NACA.

28. An additional scheme for providing effective staff would be for governments to second staff to NACA with their retention on government payrolls but with a living allowance paid to them from the NACA budget. Such staff members during a period of service in assisting NACA activities would be gaining invaluable experience which would be of great value to governments upon their return to such service. Such a scheme would facilitate keeping the NACA budget at a modest level. An appropriate amount for a living allowance would be five hundred dollars (US$500) per month using modest accommodation made available by the Centre.

IV. CONCLUSION AND RECOMMENDATIONS

29. It is proposed that three professional grade and salary levels be established for NACA for implementation once the Agreement to establish, it as an inter-governmental organization is approved. Should there be a need to apply the salary levels before ratification of the Agreement it is recommended that the individuals be appointed as National Experts. It is recommended that the Salary Scale included in the Annex be approved.

30. It is recommended that a probationary period of one year be applied to all new appointments of NACA staff.

31. It is recommended that normally appointments be made at Step 1 but should it be desirable for reasons of current earning of the applicants or senior experience, appointments may be made at an advanced step.

32. It is recommended that one year of satisfactory service be required before advancement from one incremental step to another is made.

33. It is recommended that in the event of superior or outstanding service consideration be given to awarding more than one step. However, superior or outstanding service should be recognized in this manner only if such performance has been clearly established by means of demonstrated results, e.g. for research personnel, publications of exceptional value and other equally important activities.

34. The financial burden placed upon a staff member who is required to transfer from one country to another with a family is very great. Therefore, some financial assistance is desirable to help defray the extra costs. It is recommended that for dependants who accompany the staff member and who will reside with the staff member at the duty station for 12 months or longer an allowance of two hundred seventy five US dollars ($275) be authorized. It is further recommended that an allowance of the same amount be authorized for a maximum of two dependant children who accompany and are residing with the staff member and who are not employed up to the age of eigh-teen years.

35. The education of children has become increasingly expensive and financial assistance to attract capable staff who have children of school age is frequently necessary. It is recommended that an education allowance amounting up to a maximum of two thousand five hundred dollars ($2,500) but not to exceed actual costs be authorized for a maximum of two children accompanying the staff member and residing with him between the ages 6 to 18 years who are in full-time attendance at a recognized school.

36. A Dislocation Allowance will be required to make it possible for qualified staff members to transfer from their home country to the country of the duty station if the appointment is to be for one year or longer. It is recommended that a dislocation allowance be authorized for staff members who are required to transfer from one country to another. The eligibility for such an allowance should be limited to a maximum period of five years and should be in the following amounts per annum:

37. It is recommended that an Installation Allowance be authorized for staff members who are required to transfer from one country to another. The allowance should be the equivalent of a DSA allowance of one month for the staff member and one half of this amount for each eligible dependant up to maximum of three family members who accompany the staff member and who will reside at the duty station.

38. It is recommended that shipment of personal effects be authorized for staff members required to transfer from one country to another for a period of one year or longer up to a maximum weight as outlined in paragraph 20 at follows:

1. 500 kg for the staff member

2. 250 kg for the first eligible dependant

3. 100 kg for each additional family member authorized to travel at NACA expense and who will reside at the duty station. The total number of dependants for whom shipments are authorized under b) and c) should not exceed three.

39. It is recommended that NACA apply the Daily Subsistence Allowance (DSA) as authorized by the United Nations.

40. The salary scale and the rates of allowances included in this report are denominated in US dollars for the reasons stated in the report. However, this is not intended to suggest that payments be made in this currency. The kind of currency in which actual payments are made should be determined by the Director in accordance with management, financial and legal considerations.

PROPOSED SALARY SCALE
(Monthly Rate in US Dollars)

INCREMENTAL STEPS

Note: Incremental steps will be awarded to staff members after 12 months of satisfactory service; two steps may be awarded for superior or outstanding service.