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HRP/1988/1(rev. 2012) ORIGINAL: ENGLISH

Memorandum on the Administrative Structure of the Special Programme of Research, Development and

Research Training in Human Reproduction (HRP)1

The Special Programme of Research, Development and Research Training in Human Reproduction (hereinafter called the Special Programme, or HRP) is structured on the basis of cosponsorship by the United Nations Development Programme (hereinafter called UNDP), the United Nations Population Fund (hereinafter called UNFPA), the United Nations Children’s Fund (hereinafter called UNICEF), the World Health Organization (hereinafter called WHO), the International Bank for Reconstruction and Development (hereinafter called The Bank), and operates within a broad framework of intergovernmental and interagency cooperation and participation.

1. Basic structure

1.1 The Special Programme is a global programme of international technical cooperation initiated by WHO to promote, coordinate, support, conduct and evaluate research in human reproduction, with particular reference to the needs of developing countries, by:

(i) promoting and supporting research aimed at finding and developing safe and

effective methods of fertility regulation, and identifying and eliminating obstacles to such research and development;

(ii) identifying and evaluating health and safety problems associated with fertility

regulation technology, analysing the behavioural and social determinants of fertility regulation, and testing cost-effective interventions to develop improved approaches to fertility regulation within the context of reproductive health services;

(iii) strengthening the training and research capability of developing countries in the

field of human reproduction;

(iv) establishing a basis for collaboration with other programmes engaged in research

and development in human reproduction, which will include the identification of priorities across the field and the coordination of activities in the light of such priorities.

1 Amended by the Co-sponsoring Agencies in agreement with the Twenty-fifth Session of Policy and Coordination Committee in 2012, with effect

from 1 December 2012.

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1.2 The Cooperating Parties are:

1.2.1 Governments contributing to Special Programme resources; governments

providing technical and/or scientific support to the Special Programme; and governments with policies designed to address the needs for fertility regulation and family planning for their populations in the context of their overall plans for health care and social and economic development.

1.2.2 Intergovernmental organizations, United Nations Funds and Programmes, and

other non-profit-making organizations contributing to Special Programme Resources or providing technical and scientific support to the Special Programme.

1.3 The Cosponsors are UNDP, UNFPA, UNICEF, WHO and The Bank.

1.4 The Executing Agency is WHO.

1.5 Special Programme Resources are the financial resources made available to the

Special Programme by governments and organizations through the WHO Voluntary Fund for Health Promotion.

2. Policy and Coordination Committee

The Policy and Coordination Committee (PCC) is the governing body of the Special Programme.

2.1 Functions

PCC shall, for the purpose of coordinating the interests and responsibilities of the

parties cooperating in the Special Programme, have the following functions:

2.1.1 To review and decide upon the planning and execution of the Special

Programme. For this purpose it will keep itself informed of all aspects of the development of the Special Programme and consider reports and recommendations submitted to it by the Standing Committee referred to in Section 3 of this Memorandum (hereinafter called the Standing Committee), the Executing Agency and the Scientific and Technical Advisory Group referred to in Section 4 of this Memorandum (hereinafter called STAG).

2.1.2 To review and approve the plan of action and budget for the coming financial

period prepared by the Executing Agency and reviewed by STAG and the Standing Committee.

2.1.3 To review the proposals of the Standing Committee and approve

arrangements for the financing of the Special Programme.

2.1.4 To review proposed longer term plans of action and their financial implications.

2.1.5 To review the annual financial statements submitted by the Executing Agency,

and the audit report thereon submitted by the External Auditor of the Executing Agency.

2.1.6 To review periodic reports that will evaluate the progress of the Special

Programme towards the achievement of its objectives.

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2.1.7 To review and endorse the selection of members of STAG by the Executing Agency in consultation with the Standing Committee.

2.1.8 To consider such other matters relating to the Special Programme as may be

referred to it by any Cooperating Party.

2.2 Membership

PCC shall consist of 34 members from among the Cooperating Parties as follows:

2.2.1 Largest financial contributors: 11 government representatives from the

countries that were the largest financial contributors to the Special Programme in the previous biennium.

2.2.2 Countries elected by the WHO regional committees: 14 government

representatives from Member States elected by the WHO regional committees for three-year terms according to population distribution and regional needs, distributed as follows:

Africa 4 Americas 2 South-east Asia 3 Europe 1 Eastern Mediterranean 1 Western Pacific 3

In these elections due account should be taken of a country's financial and/or technical support to the Special Programme and its interest in the fields of family planning, research and development and in human reproduction and fertility regulation, as demonstrated by national policies and programmes.

2.2.3 Other interested Cooperating Parties: two members elected by PCC for

three-year terms from the remaining Cooperating Parties.

2.2.4 Permanent members: the Cosponsors of the Special Programme,the

International Planned Parenthood Federation and the Joint United Nations Programme on HIV/AIDS.

Members of PCC in categories 2.2.2 and 2.2.3 may be re-elected.

2.3 Observers

Other Cooperating Parties may be represented as observers with the approval of the

Executing Agency after consultation with the Standing Committee. Observers attend sessions of PCC at their own expense.

2.4 Operation

2.4.1 PCC shall meet at least once a year, and in extraordinary sessions, if

required, subject to the agreement of the majority of its members. The Executing Agency shall provide the secretariat.

2.4.2 PCC shall elect each year from among its members, a chairman, a vice-

chairman and a rapporteur.

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2.4.3 The Chairman shall:

• convene and preside over sessions of PCC; • undertake such additional duties as may be assigned by PCC.

2.4.4 Subject to any special arrangements that may be decided upon by PCC,

members of PCC shall make their own arrangements to cover the expenses incurred in attending sessions of PCC.

2.5 Procedures

2.5.1 In its proceedings PCC shall be guided mutatis mutandis by the Rules of

Procedure of the World Health Assembly.

2.5.2 In consultation with the Chairman, the secretariat shall prepare an annotated

provisional agenda for each session.

2.5.3 A report, prepared by the Rapporteur with the assistance of the secretariat,

shall be circulated as soon as possible after the conclusion of the session for the approval of participants.

3. The Standing Committee 3.1 Composition

The Standing Committee shall be comprised of representatives of the Cosponsors.

3.2 Functions

The Standing Committee shall have the following functions:

3.2.1 To review plans of action and a budget for the coming financial period,

prepared by the Executing Agency and reviewed by STAG, in time for presentation to the annual session of PCC.

3.2.2 To make proposals to PCC for the financing of the Special Programme for the

coming financial period.

3.2.3 To review the reallocation of resources during a financial period, as

recommended by STAG and the Executing Agency, and to report to PCC.

3.2.4 To examine the reports submitted to the Executing Agency by STAG and the

Executing Agency's comments; make the necessary observations thereon; and transmit these, with comments as appropriate, to PCC.

3.2.5 To review particular aspects of the Special Programme, including those that

may be referred to it by PCC, and present findings and recommendations to PCC.

3.2.6 To inform PCC, as required, regarding Special Programme matters of interest

to PCC.

3.2.7 To prepare an annual report of its activities for PCC.

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3.3 Operation

3.3.1 The Standing Committee shall usually meet twice a year; once at the time of

the PCC session, and additionally between sessions of PCC.

3.3.2 The Executing Agency shall arrange for support services and facilities as may

be required by the Standing Committee.

3.3.3 Members of the Standing Committee shall make their own arrangements to

cover the expenses incurred in attending meetings of the Standing Committee.

4. Scientific and Technical Advisory Group (STAG) 4.1 Functions

STAG shall have the following functions:

4.1.1 To review, from a scientific and technical standpoint, the content, scope and

dimensions of the Special Programme, including the research areas covered and approaches to be adopted.

4.1.2 To recommend priorities within the Special Programme, including the

establishment and disestablishment of task forces, and all scientific and technical activities related to the Special Programme.

4.1.3 To provide PCC and the Standing Committee with a continuous and

independent evaluation of the scientific and technical aspects of all activities of the Special Programme.

4.1.4 To review the plans of action and the budget for financial periods prepared by

the Executing Agency and make proposals to the Standing Committee for possible reallocation of resources within the scientific and technical component of the Special Programme during each financial period.

For these purposes, STAG may propose and present for consideration to the Executing Agency, the Standing Committee or PCC, as appropriate, such technical documents and recommendations as it deems necessary.

4.2 Composition

4.2.1 STAG shall have 15-18 members, who shall serve in their personal capacities

to represent the broad range of biomedical and other disciplines required for Special Programme activities.

4.2.2 Members of STAG, including the Chairman, shall be selected, on the basis of

scientific and technical competence, by the Executing Agency, in consultation with the Standing Committee and with the endorsement of PCC.

4.2.3 Members of STAG shall not be members of other committees of the Special

Programme, principal investigators in studies undertaken by the Special Programme, or Special Programme grantees.

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4.2.4 Members of STAG, including the Chairman, shall be appointed to serve for a period of three years, and shall be eligible for immediate reappointment only once.

4.3 Operation

4.3.1 STAG shall meet at least once each year.

4.3.2 The Executing Agency shall provide the secretariat of STAG, including

sustained scientific, technical and administrative support.

4.3.3 STAG shall elect a vice-chairman and a rapporteur for each meeting from

among its members.

4.3.4 STAG shall prepare an annual report on the basis of a full review of all

technical and scientific aspects of the Special Programme. This report, containing its findings and recommendations, shall be submitted to the Executing Agency and to the Standing Committee. The Executing Agency shall submit its comments on the report (if any) to the Standing Committee. The Standing Committee shall then transmit the report, including any comments of the Executing Agency, together with its own observations and recommendations, to PCC. The Chairman of STAG, or in the absence of the Chairman a member of STAG acting as deputy, shall attend all sessions of PCC.

5. The Executing Agency

The Executing Agency, after consultation with the Standing Committee and other consultations as appropriate, shall appoint the Director, Special Programme, and appoint or assign all other personnel to the Special Programme, as specified in the plans of work. Drawing, as required, on the administrative resources of the Executing Agency, and in cooperation with the Cosponsors, the Assistant Director-General supervising the Director, Special Programme will be responsible for the overall management of the Special Programme. Drawing to the full on the scientific and technical resources of the Executing Agency, the Director, Special Programme shall be responsible for the overall scientific and technical development and operation of the Special Programme, including the plans of action and the budget.

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UN City, Marmorvej 51 Tel.: +45 45 33 68 51 Email: eugovernance@who.int DK-2100 Copenhagen Ø Fax: +45 45 33 70 01 Website: https://www.who.int/europe Denmark

Annex 1. Vacancies on WHO governing bodies and committees: process

and criteria for nominations and elections

WHO governing bodies

Underlying principles and selection criteria

1. Regarding the election of membership to WHO governing bodies and committees, Rules 14.2.1 and 14.3 of the Rules of Procedure of the Regional Committee for Europe set out the need for equitable geographical distribution, adequate representation of the interests of the WHO European Region, the opportunity for all Member States in the Region to participate over time in the work of WHO governing bodies and committees, as well as other considerations relevant to maximizing the effectiveness of the work of the governing bodies and committees.

2. Equitable geographical distribution is ensured through the creation of three subregional groupings of Member States (resolution EUR/RC63/R7, Annex 1).

3. Other selection criteria refer to:

(a) the equal opportunity for each Member State to serve on WHO governing bodies and committees;

(b) the candidate countries’ past engagements and collaborations with WHO and their commitment to WHO’s priorities at the global and regional levels, as reflected in the Thirteenth General Programme of Work, 2019–2025, and the European Programme of Work, 2020–2025 – “United Action for Better Health”; and

(c) the proposed representatives’ broad mix of skills and practical experience in public health and in national administration, as well as gender balance (as further detailed in Annex 2 of resolution EUR/RC63/R7).

The nomination process: applicable rules and practices

4. The process for selecting Member States in the Region to serve on WHO governing bodies and other committees is governed by Rules 14.2 and 14.3 of the Rules of Procedure of the Regional Committee for Europe.

5. Following notification by the Regional Director, Member States are required to submit their nomination, with (1) a curriculum vitae, in a standard format, of the representative they intend to nominate if elected, as well as (2) a letter of intent explaining their relationship with WHO, their commitment to WHO priorities at the global and regional levels, and the contribution that they would make as a member of the specific body or committee (Rule 14.2.2 (a)).

6. After the deadline for submitting nominations is passed, the Secretariat first reviews the validity of the nominations received, namely, checking if each nomination was received within the deadline and with all the necessary documentation. Then, this information is compiled in the Membership of WHO bodies and committees document and communicated to the members of the SCRC.

7. Based on this information, the SCRC is asked to review all nominations received and identify which candidates in its opinion would best meet the criteria enumerated in the Rules of Procedure and relevant resolutions. This is done in a private session, usually held during the fourth session of the SCRC in June. The outcome of these deliberations are reflected in an assessment report that is sent to the candidate countries.

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In so doing, the SCRC in the first instance tries to seek consensus among Member States submitting nominations in case there are more candidates than seats (Rule 14.2.2 (b)). SCRC members representing a Member State that submitted its nomination for one of the vacant seats shall abstain from the assessment of received candidacies for that particular body or committee.

8. If consensus is not possible, and if immediately prior to the start of the Regional Committee session there would still be more nominations than seats to be filled for a specific body and within a particular subregional group, the SCRC will submit the relevant assessment report to the Regional Committee for its information (Rule 14.2.2 (c)).

9. If consensus is still not reached by the time of the actual selection, the Regional Committee will proceed to an election by secret ballot in accordance with Rule 43. Candidate Member States must be represented during the relevant agenda item at the Regional Committee session (Rule 14.2.2 (d)).

Requirements for submitting nominations

10. Nominations received no later than 31 May 2024 will be presented to the Regional Committee at its 74th session in October 2024. Nominations should be submitted to the following email address: eugovernance@who.int.

11. Each candidature must be accompanied by a curriculum vitae in standard format and a letter of intent.

Curriculum vitae

12. A curriculum vitae needs to be completed for the representative whom a Member State intends to appoint if elected for any of the above-mentioned bodies and committees. The templates in standard format are attached.

Letter of intent

13. The letter of intent must be written in one of the four official languages of the Region and should not exceed 600 words in length. It should include a short description of the following items:

(a) an overview of the key elements of the relations between WHO and the nominating Member State, including events or programmes of particular relevance to the Member State concerned;

(b) which WHO priorities the nominating Member State plans to represent during its three-year membership term; and

(c) how the nominating Member State plans to achieve those priorities during its three-year term, and the reasons why the Member State is applying for membership of a governing body.

14. To facilitate a comparative consideration of the candidacies submitted by Member States, the letter of intent may include:

(a) a record of Member States’ engagement with WHO’s governance and technical activities, for example, active participation in governing bodies’ meetings, the country's financial and/or technical support to the Special Programme and its interest in the fields of family planning, research and development and in human reproduction and fertility regulation, as demonstrated by national policies and programmes; active participation and involvement in intergovernmental negotiations launched under the aegis of WHO; compliance with reporting requirements to WHO at regional or global level; as well as other examples considered relevant by Member States to demonstrate a high level of engagement with WHO;

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(b) details and evidence of their commitment to the implementation of global and regional WHO policies considered as a priority by them within the framework of their national health policies as well as their foreign policy; and

(c) details of how they aim to engage and cooperate with WHO if elected, and the contributions they intend to make as members of the PCC HRP.