Assignments

1. Read the text and answer the checkup questions1. What is the medium for internal correspondence within the UN Secretariat? 2. What subjects require interoffice memoranda? 3. When are they generally used? 4. Who are they usually addressed to? 5. How many subjects are normally dealt with in each memorandum? 6. What is the basic outline of an interoffice memorandum? 7. What is the correct form of the date in interoffice memoranda?

II Complete the following sentences using the required information limn the above text.

1. Interoffice memoranda are used for.... 2. Each memorandum should deal with ... . 3. It should be prepared on... . 4. The memorandum may be addressed to... . 5. If the sender and the addressee(s) are in the same department, ... . 6. When a memorandum is sent through an intermediary ... 7. The text of a memorandum should begin....

III. Decipher the following Latin abbreviations consulting Appendix l if necessary

i.q .e. d.; 1. c; loc. cit; 1. s.; NB; op. c; op. cit; p. a.; Q. E. D.

IV. Study the texts in exhibits 62 and 63, comment on their style and imposition.

V. Summarize the following in English taking note of the words and phrases in bold type.

Interoffice memorandum

To the Under-Secretary for Conference Services

1. You asked for our comments and advice on the subject of protection of l United Nations cultural property in the event of an armed conflict, in particular as it related to the United Nations Office at Geneva.

The question of the applicability to the United Nations of the Con­vention for the Protection of Cultural Property in the Event of an Armed Conflict appeared, upon examination, to be one of considerable complexity

In order to clarify the various matters involved, we decided to seek I he advice of Unesco, under whose auspices the Convention was concluded and which under the Convention has certain special responsibi­lities in regard to its application.

2. Our observations would be as follows:

(i) Because under the Convention "cultural property" covers property "irrespective of origin or ownership», United Nations cultural property is already protected, under Chapter I of the Convention, in those Slates which are Parties to the Convention.

(ii) Article 3 of the Convention states that "The High Contracting Parties undertake to prepare in time of peace for the safeguarding of cultural property situated within their own territory against the foreseeable effects of an armed conflict, by taking such measures as they con­sider appropriate". There may be advantage for the United Nations Office at Geneva to retain contacts in this connection with the Swiss au­thorities, in order to be informed of the measures of protection envisaged or adopted by Switzerland.

It would appear however to us that the United Nations itself should take the precautionary measures which it may deem fit while keeping tin-Swiss authorities informed in appropriate circumstances.

3. In the light of all relevant factors, our opinion would be that while we should remain in contact with Switzerland and possibly other host States Parties to the Convention as to the measures they are taking under the Convention and make them aware, at appropriate times, of the problem which the utilization for military purposes of areas surrounding United Nations buildings may present for the Organization, we should not, in the present circumstances, seek "special protection" under the Convention.

Our position in this respect is motivated by the general attitude the United Nations has to preserve as regards the admissibility of armed conflicts, the responsibilities it has with respect to the maintenance of international peace and security, and the fact that we may assume that the Organization's buildings and belongings would presumably be respected to the extent possible in case of an armed conflict, because of their very nature and purposes.

VI. Write an interoffice memorandum on behalf of the Director of Radio and Visual Services Division using the information below. See exhibits 58 and 59.

Addressees: ALL Staff RVSD/DPI.

Date: 15 July 19 ...

Reference: DPI 1542 (1-2).

Subject: Reports on conferences, seminars and meetings away from Headquarters.

RVS staff members officially assigned to conferences, seminars and meetings away from Headquarters are reminded of their responsibility to submit post-mission reports to the Office of the Director upon their return. The reports are requested within one week of the end of the conference.

VII. Study the different uses of numbers in UN communications. Some of the principal rules are given below.

1. In general, numbers under 10 should be expressed in words: numbers from 10 on should be expressed in figures except when they begin a sentence. In statistical texts, however, numerals should be used exclusively.

2. Numerals rather than words should be used in referring to a chapter or section of a document (e. g., chapter V, paragraph 4). Care should be taken to distinguish between the Roman and Arabic numerals appropriate hi such cases.

3. Sums of money and decimals are normally given in Arabic numerals, is in

$ 6.50. The appropriate currency symbol should be given: for example, Jamaican dollars should be abbreviated $ "J", the symbol preceding the indication of the country.

4. Main Committees of the General Assembly are numbered by ordinals (e.g., the First Committee). Arabic numerals are used in the recording of voles, except for zero (e. g., the draft resolution was adopted by 12 votes to none, with 1 abstention).

5. The numbers of sessions of the General Assembly or of the Councils are spelt out (e. g., the thirty-eighth session), but the numbers of meetings не given in figures (e. g., the 9th meeting).

6. Percentages should be expressed in figures, and the words "per cent" should normally be written out. The sign may be used in tables, but only

7. Dates are given in the form: 4 January 1997, not January 4, 1997. Forms such as 4/1/97 are not used in official correspondence because of differences in usage regarding the positions of the numerals indicating the day and the month. Time is indicated as follows: 10.25 a. m., not 10: 25 a. m...

VIII. * Translate into English.

1) взносы членов-сотрудников в размере 60% от минимальной нормы; 2) на 93% больше, чем в 1995-1996 г.г.; 3) нота от 10 декабря 1998 года; 4) повестка дня тридцать второй сессии Генеральной Ассамблеи ООН; 5) резолюция 478 Совета Безопасности от 20 августа 1990 года; 6) резолюция 1514 (XV) Генеральной Ассамблеи ООН от 14 декабря 1960 года; 7) сорок вторая сессия Генеральной Ассамб­леи ООН.

IX. Speak on the means of correspondence within the UN Secretariat.