User Guide for NGO Accreditations

Transcription

1 NGO Liaison Unit, Office of the Director-General, United Nations Office, Geneva User Guide for NGO Accreditations Created: 27 October 2010 Last updated: 4 April 2012 Abstract This document describes the procedures for designations of NGO representatives in Geneva.

2 Overview... 1 Log into the system... 1 Proceed with the designations (annual or temporary) 4 Confirmation of designations.6 Business Rules... 6 Picking-up your Geneva Ground Pass. 7 Cancellation of designations. 8 User Guide for NGO Accreditations.doc i

3 Overview This document describes the procedures to accredit NGO representatives in Geneva. Although the duty station used in this document is Geneva, the steps apply to New York and Vienna as well. Each NGO in consultative status with ECOSOC can designate representatives to obtain passes for the UNOG premises, valid until 31 December of each year. A maximum of 5 such passes can be issued for New York, 5 for Geneva, and 5 for Vienna, in addition to the Chief Administrative Officer (CAO) and the President or Chief Executive (2 additional passes). Log into the system Each NGO in consultative status with ECOSOC has received a login and a password to enable it to have a secure access to the NGO Branch/DESA website. If those details are missing, a new password should be requested by e- mail to the NGO Branch, using the Civil Society Network ( "Contact us". NGOs should keep in mind that the login details to the secure NGO Branch/DESA website are of confidential nature and should not be divulgated. User Guide for NGO Accreditations.doc 1

4 There are two different ways to log into the system: 1) through the UNOG Website ( follow the link to The United Nations and Civil Society and then, "Accreditation" : User Guide for NGO Accreditations.doc 2

5 2) through the NGO Branch/DESA Website: The NGO Branch/DESA website can be found at the following address: The following screen will appear : Log into the system by clicking on "Login for the icso Database" and the following screen will appear: User Guide for NGO Accreditations.doc 3

6 Enter your username and password and click the button Login to login to the system. Proceed with the designations (annual or temporary) Place your cursor on the Consultative Status divider, four options will open up (Applications, Re-classification, Quadrennial Report and Designations). Click the Designations link; a new page will open, click on New Designation. The following screen will appear : User Guide for NGO Accreditations.doc 4

7 1) Under contact type, choose Designation and do not forget to confirm your option by clicking on the first arrow to the right, on top of the list. 2) Select a duty station (New York, Geneva or Vienna). 3) Select the type of pass you are requesting, either annual or temporary. 4) Select the type of representation (President, Chief Admin Officer, Chief Executive Officer, Main or Additional Representative). The President, Chief Admin Officer and Chief Executive Officer have to be the same for the 3 duty stations. 5) Select the date of validity of the requested pass. 6) Provide the requested details (items with a red asterisk must be filled-in) 7) Click Add at the end of the page. Proceed the same way for all your designations and click on logout on top of the page when you are finished with your accreditations. User Guide for NGO Accreditations.doc 5

8 Confirmation of designations Annual Representatives: Provide a formal letter on the official letterhead of the organization, signed by your Chief Executive/President (whose name should appear on the list of representatives), designating a maximum of five representatives for annual passes (plus two for the CEO and Chief Executive). Please note that any signature other than that of your Chief Executive/President will not be accepted and that your Chief Executive/President has to be accredited on line. The letter should be forwarded to the NGO Liaison Unit, United Nations Office at Geneva, either by fax, or post; Please note: if you are already in possession of a United Nations Headquarters ground pass, present this to the security officer in the Pass and Identification Unit at the Pregny Gate. Information regarding your accreditation to Geneva will then be entered onto your existing pass, without having to issue a different one. Temporary Representatives: Provide a formal letter on the official letterhead of the organization, signed by your Chief Executive/President (whose name should appear on the list of representatives), with full name of the representative designated for a temporary pass, stating the meeting or other activity the representative will attend and the requested date of validity. Please note that any signature other than that of your Chief Executive/President will not be accepted. The letter should be forwarded to the NGO Liaison Unit, United Nations Office at Geneva, either by fax, or post; Only upon receipt, in the NGO Liaison Unit, of the confirmation letter, the designations may be approved. You may check the status of your designations (whether approved or not) by logging into the system. Please note : a one week delay is needed for the NGO Liaison Unit to approve the designations made on-line. IMPORTANT REMINDER If your request concerns the designation of a delegate of your organization in replacement of another delegate, please return the valid ground pass before submitting the new request. No new pass will be issued before the one to be cancelled has been returned. Business Rules For each organization, the business rules for each duty station, New York, Geneva, and Vienna are: Maximum 1 designation with the representative type as Chief administrative officer Maximum 1 designation with the representative type as Main representative Maximum 1 designation with the representative type as President chief/executive officer Maximum 4 designations with the representative type as Additional representative for annual passes, unlimited number for temporary passes. User Guide for NGO Accreditations.doc 6

9 If the business rules are violated, an error message will appear on the top of the page. For example, if an administrator user tries to add more than 4 additional representative annual pass, the error message will show up as in the screen below. Remember : By designating your representatives for a ground pass, you entitle them to interact with UN staff and government representatives on behalf of your organization. Picking up your Geneva ground pass Bring a picture ID to the Pass and Identification Unit at the Pregny Gate of the Palais des Nations from Monday to Friday, from 8:00 am to 5:00 pm where a ground pass will be issued (the person must be present). There is no time limit for obtaining the pass. It may be issued at the first convenient opportunity or while attending a meeting organized at UNOG. User Guide for NGO Accreditations.doc 7

10 Cancellation of designations If an NGO wishes to cancel the designation of an either annual or temporary representative, it cannot proceed with such a cancellation on the secure web-site of the NGO Branch/DESA. Provide a formal letter on the official letterhead of the organization, signed by your Chief Executive/President, with full name of the representative whose UNOG ground pass has to be cancelled. Please note that any signature other than that of your Chief Executive/President will not be accepted. The letter, together with the ground pass to be cancelled should be forwarded to the NGO Liaison Unit, United Nations Office at Geneva by post. User Guide for NGO Accreditations.doc 8