لعلكم تعلمون أن الدورة التاسعة والستين للمجلس التنفيذي ستعقد في مقر المنظمة (WMO) في جنيف في

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1 30 الرسالة رقم: 11938/2017/LCP/CNF/EC-69 آذار/ مارس 2017 عدد المرفقات: 5 الموضوع: )متوافرة باإلنكليزية فقط( الدورة التاسعة والستون للمجلس التنفيذي اإلجراء المطلوب: للعلم واتخاذ اإلجراء الالزم )السفر والتسجيل المسبق( تحية طيبة وبعد لعلكم تعلمون أن الدورة التاسعة والستين للمجلس التنفيذي ستعقد في مقر المنظمة (WMO) في جنيف في الفترة أيار/ مايو وسيجري المجلس التنفيذي خالل الدورة وتحديدا في 11 أيار/ مايو 2017 حوارا خاصا بشأن مستقبل خدمات األرصاد الجوية للطيران. وسيتوافر في الوقت المناسب فقط من خالل الموقع الشبكي للمنظمة (WMO) ( جدول األعمال المؤقت المشروح ووثائق الدورة وكذلك المعلومات بالترتيبات المادية. وستحم ل الوثائق التحضيرية للدورة على الموقع تباعا عند توافرها. الخاصة وفي ما يخص ترتيبات السفر قرر المجلس التنفيذي في دورته الحادية واألربعين )جنيف 5-16 حزيران/ يونيو 1989( إما سداد أسعار تذاكر السفر جوا وإما دفع بدل معيشة يومي كامل بمعدالت األمم المتحدة عند الطلب ألعضاء المجلس التنفيذي الذي يحضرون دورات المجلس. غير أن المجلس قد قرر في دورته الرابعة واألربعين )جنيف 22 حزيران/ يونيو 4 تموز/ يوليو 1992( أن يمنح بناء على الطلب وفي حاالت استثنائية نفقات السفر وبدل المعيشة اليومي كليهما ألعضاء المجلس من أقل البلدان نموا الذين يحتاجون لهذا الدعم ليتمكنوا من المشاركة بشكل كامل في الدورات الالحقة. ولذلك يرجى إبالغ األمانة في موعد غايته 21 نيسان/ أبريل 2017 بما تفضلونه أي بما إذا كنتم ترغبون في الحصول على تذكرة السفر جوا أم على بدل المعيشة اليومي أم على دعم مالي كامل )نفقات السفر وبدل المعيشة اليومي( حسب االقتضاء. وللعلم فإن بدل المعيشة اليومي الحالي في جنيف يبلغ 370 فرنكا سويسريا. المرفق ويرجى من األعضاء الذين يختارون الحصول على تذاكر السفر جوا اتباع إجراءات الحجز الواردة في.4 ولتيسير الردود فيما يتعلق بترتيبات السفر يدعى أعضاء المجلس إلى استيفاء االستمارات المرفقة الخاصة بمعلومات عن السفر )المرفق 1 أو المرفق 2 حسب االقتضاء( واستمارة طلب مساعدة مالية )المرفق 3( وإعادتها على البريد اإللكتروني:.tconcepcion@wmo.int إلى: صورة إلى: أعضاء المجلس التنفيذي المستشارين الهيدرولوجيين للممثلين الدائمين )للعلم(

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3 10536/2017/LCP/CNF/EC-69, ANNEX 1 TO BE RETURNED TO THE WMO SECRETARIAT (tconcepcion@wmo.int) BEFORE 21 April 2017 TRAVEL INFORMATION FOR MEMBERS ATTENDING EC-69 (10-17 May 2017) Name of EC member: I wish to have WMO pay for: - My air ticket For journeys including long-distance flights (over nine hours of non-stop flying time) you may request WMO to issue the cheapest upgradeable economy class air ticket. The cost of the upgrade shall be covered by the traveler. OR - My Daily Subsistence Allowance (DSA) I choose to travel to Geneva by private car and claim reimbursement based on the UN rates of reimbursement for travel by private car. Please be informed that travelling by personal car to and from Geneva is not covered by WMO insurance. Date of arrival in Geneva: Date of departure from Geneva: Date: Signature:

4 10536/2017/LCP/CNF/EC-69, ANNEX 2 TO BE RETURNED TO THE WMO SECRETARIAT (tconcepcion@wmo.int) BEFORE 21 April 2017 TRAVEL INFORMATION FOR MEMBERS FROM LEAST DEVELOPED COUNTRIES ATTENDING EC-69 (10-17 May 2017) Name of EC member: I wish to have WMO pay for: - My air ticket For journeys including long-distance flights (over nine hours of non-stop flying time) you may request WMO to issue the cheapest upgradeable economy class air ticket. The cost of the upgrade shall be covered by the traveler. OR - My Daily Subsistence Allowance (DSA) OR - Both my air ticket AND my Daily Subsistence Allowance (DSA) Date of arrival in Geneva: Date of departure from Geneva: Date: Signature:

5 10536/2017/LCP/CNF/EC-69, ANNEX 3 Sixty-ninth session of the WMO Executive Council (EC-69) Geneva, May 2017 MF60002 CER PLEASE READ CAREFULLY THE INSTRUCTIONS FOR THE USE OF THIS FORM PROVIDED ON PAGE 3 OF THIS ANNEX AND RETURN IT, WITH A COPY OF YOUR PASSPORT, BEFORE: 21 April 2017 To the Secretary: Teresita Concepcion (tconcepcion@wmo.int) 1. PARTICIPANT Please complete the following form by typing the following MANDATORY information as it appears in your passport (no handwriting): Gender Male Female FAMILY NAME MAIDEN NAME (if applicable) First Name Nationality Place of birth Passport number Holding US visa Yes No Not applicable Schengen visa Yes No Not applicable Address Date of birth (DD/MM/YY) Validity (DD/MM/YY) City Country Mobile phone number address Postal code Office phone number 2. ASSISTANCE FROM WMO FOR TRAVEL Request Assistance requested: yes no Once you receive a proposed itinerary from the WMO travel agency, please confirm it and send it to the WMO secretary responsible for the meeting. Please check that the you receive clearly states that it is an ELECTRONIC TICKET. If not, it is most probably an itinerary waiting for your confirmation.

6 ANNEX 3, p ASSISTANCE FROM WMO FOR DAILY SUBSISTENCE ALLOWANCE (DSA) To request DSA, please provide the following information. Allowable DSA, Terminal Expenses and other refundable expenses will be transferred to you in advance of the meeting, provided that your request has been received before the deadline indicated on page 1 of this form. 3.1 Request Assistance requested: yes no 3.2 Payment procedure (i) Preferred payment method is by bank transfer. Please indicate full bank details: Name of the bank: Address: Name of account holder Account number SWIFT Code ABA Code (USA) SORT Code (UK) IBAN Code (Europe except UK) Currency of account (ii) (iii) (iv) Payment by Swiss Bankers Card (CHF) for use in Switzerland Payment by reloading of existing Swiss Bankers Card in my possession (CHF) Through UNDP Office (on exceptional basis) 4. INFORMATION ON SUPPORT RECEIVED IN ADDITION TO WMO ASSISTANCE 4.1 Declaration No additional support received OR Additional support received 4.2 Information In case additional support is received, please indicate type of funding (e.g. ticket, subsistence allowance, accommodation, meals, local transportation) and estimated value: APPLICABLE RULES AND INSTRUCTIONS The travel shall be conducted in accordance with relevant WMO rules and instructions. An excerpt of these is provided in the Annex to this form. Please read it carefully. By signing this form, I confirm that the information provided in this form is correct to the best of my knowledge and that I shall comply with the relevant WMO rules and instructions. Signature of the participant:.. Date:...

7 EXCERPT from applicable rules and instructions ANNEX 3, p. 3 Please note that, as per WMO travel rules, air travel shall be provided in economy class, for the most direct and economical route. Please note that if you are unable to travel after the ticket has been issued, you must inform the airline company at least 2 hours prior to departure to ensure that the ticket will be reimbursed. Failure to do so will mean you are declared as a no show passenger and the cost of the ticket will not be reimbursed. Please also inform the secretary responsible for the meeting, as soon as you cancel your travel. It is your responsibility to obtain all necessary visas (for transits and final destination) prior to departure. Evidence of travel (original of boarding passes for air travel or hotel bill when travel has been undertaken by train or car) must be submitted to the WMO secretary responsible for the meeting within 16 calendar days after completion of travel. Failure to do so will result in recovery of DSA and of other advance payments made by the WMO. You may choose to purchase the airline ticket yourself. In this case, please inform the travel agency and the secretary responsible for the meeting. However please note the following: - Tickets purchased below the financial limit provided by the WMO proposal will be reimbursed up to the actual cost incurred by the traveller and only up to this limit; - The invoice or e-receipt relating to the self-purchased ticket needs to be provided to the WMO before any refund can be processed and must show the name of the provider, the name of the clients, ticket number and form of payment accompanied by the WMO travel agency proposal; - Traveller should not purchase an air ticket before obtaining the official WMO travel agency proposal. A ticket purchased prior to obtaining the official proposal may not be reimbursed by the Secretariat; - In case you are unable to travel, the WMO shall not reimburse the cost of selfpurchased tickets. INSTRUCTIONS for the use of this form - Please complete this form in block letters by typing only (no handwriting) and return it together with a copy of your passport to the secretary responsible for the meeting, as indicated on page 1 of this form. To allow for the timely processing of the travel authorization and the transfer of DSA and other refundable expenses, this form must be received within the deadline indicated.

8 WMO TRAVEL PROCESS 10536/2017/LCP/CNF/EC-69, ANNEX 4 Previously, travelers to WMO meetings were requested to contact our travel agency after receipt of the Request for Financial Assistance (RFA) form. With the new travel process, the WMO secretary responsible for the meeting will communicate to our travel agency all necessary information provided by the traveler in the RFA form. The traveler will then be contacted by our travel agency with a travel itinerary based on the WMO travel policy and the dates and place of the meeting. Upon receipt of this proposal, the traveler is requested to choose one of the three options below: (1) Accept the travel proposal by returning a written acceptance to the travel agency with copy to the WMO secretary responsible for the meeting; or, (2) Request a modification of the itinerary proposed by the travel agency according to his/her personal needs, with the understanding that the WMO financial responsibility will be based on the original proposal provided by the travel agency and that the cost difference, if any, will be borne by the traveler; or, (3) Refuse in writing the travel agency s proposal and self-purchase his/her ticket. The reimbursement of this ticket will be processed after the meeting, upon submission of a travel claim accompanied by the ticket invoice/receipt, boarding passes. The original CWT proposal will serve as the maximum WMO financial ceiling for reimbursement. In case of self-purchased ticket (option 3), the following additional rules will apply: (a) (b) (c) (d) Tickets purchased below the financial limit provided by the WMO proposal will be reimbursed up to the actual cost incurred by the traveler and only up to this limit; Reimbursement of self-purchased tickets will be processed only after the meeting and upon submission of related invoice or e-receipt indicating the name of the provider, the name of the traveler, the ticket number and the form of payment accompanied by the WMO travel agency proposal; Traveler should not purchase an air ticket before obtaining the official WMO travel agency proposal. A ticket purchased prior to obtaining the official proposal may not be reimbursed by the Secretariat; In case you are unable to travel, WMO shall not reimburse the cost of self-purchased tickets. In general, airline bookings are legally held up to 24 hours, and the deadline for ticket issuance will be notified by the travel agency on their proposal. It is the responsibility of the traveler to reply to the travel agency within the time frame, otherwise the traveler will have to contact the official travel agency to reactivate his/her booking. Travelers should note that obtaining all necessary visas (for transits and final destination) prior to departure remains under their responsibility.

9 10536/2017/LCP/CNF/EC-69, ANNEX 5 GUIDELINES EVENT REGISTRATION SYSTEM (ERS)

10 ANNEX 5, p. 2 ACCESS TO THE ERS AND LOGIN Here is the link to access the ERS: When you reach the login page, enter your username and password. Please note that newly designated Permanent Representatives shall receive an automatically generated containing the link, the username and the password that would allow them to access the ERS. If the has not been received, please contact registration@wmo.int.

11 ANNEX 5, p. 3 RESETTING OF YOUR PASSWORD You can also decide to personalize your password. When logged in, click on the Change password tab, enter the current password and the new one. A confirmation message Password has been successfully changed will appear. If you experience any technical problem or haven t received your password, please contact registration@wmo.int.

12 ANNEX 5, p. 4 STEPS TO FOLLOW TO PRE-REGISTER A PARTICIPANT OPTION A I have already pre-registered the participant to a previous WMO event OPTION B The participant has never attended a WMO event the profile of the participant exists in the ERS. the profile of the participant doesn t exist in the ERS. 1. Look for the existing participant s profile and select it 1. Create the participant s profile 2. Verify and update the participant s information 2. Pre-register the participant to the event. 3. Pre-register the participant to the event.

13 ANNEX 5, p. 5 OPTION A: The profile of the participant exists in the ERS. 1. Look for the existing participant s profile and select it Click on the Registration tab to have access to all the existing participant s profiles. Look for the participant that you want to pre-register and click on his/her name. 2. Verify and update the participant s information Before clicking on the Proceed button, make sure that the existing information is correct, add missing data and upload a photo (if missing). Please fill in all the fields that you can.

14 ANNEX 5, p Pre-register the participant to the event Fill in the fields with the participant s registration information corresponding to the event. Click on Register.

15 ANNEX 5, p. 7 OPTION B: The profile of the participant doesn t exist in the ERS. 1. Create the participant s profile Click on the Registration tab and on the Add Profile Button. Fill in the fields with the participant s personal information. Please fill in all the fields that you can.

16 ANNEX 5, p Pre-register the participant to the event Fill in the fields with the participant s registration information corresponding to the event. Click on Register.

17 ANNEX 5, p. 9 Attendance Sheet Click on the Attendance Sheet tab and select an event to display all the participants that you have already pre-registered for this specific event. Modifying registration details for participants whose status is already Confirmed will change their status back to Pre-registered.