25 April 2017
Responsibilities of Officers of the International Tropical Timber Council
1.

Purpose and Background1.1

Purpose of this document

This document describes the responsibilities of individuals who have been
elected to serve as officers of the International Tropical Timber Council (ITTC).
Although some of the responsibilities of officers may be well understood—suchas managing meetings—other responsibilities, such as the role of officers inappeals regarding staff discipline, are not routine and may not be widely
recognized. Therefore, this document is designed to inform and help prepareindividuals who are considering a position or have been elected as an officer of
ITTC.
1.2

Background

The International Tropical Timber Organization (ITTO) is an intergovernmentalorganization promoting the conservation and sustainable management, use andtrade of tropical forest resources. The ITTO was established by the International
Tropical Timber Agreement (ITTA); the most recent ITTA was concluded in 2006
and entered into force in 2011. Governments join the ITTO in one of two
categories of membership: Producer members and Consumer members. As set
out in the ITTA, 2006, the governing body of the ITTO is the International
Tropical Timber Council (ITTC), which is composed of all theOrganization's members.
The ITTC is supported by four standing committees, which provide advice andassistance to the Council on administrative, policy and project issues. The workof the Council and each of the committees is guided by two officers, a Chair anda Vice-chair, each of whom is nominated by one of the two Member Groups andapproved by members as a whole. The offices of Chair and Vice-chair of theCouncil and the offices of Chair and Vice-chair of each of the committees
alternate between the categories of members.1 In the temporary absence of the
Chair of the Council or of one of the committees, the respective Vice-chair of thatbody is asked to assume the responsibilities of the Chair.
The Chair and Vice-chair of the Council are elected by the Council, typically atthe end of the annual Council session, for a term of office that begins on January
1 of the following year. 2 The committees meet during Council sessions, as arule, and elect their respective chairs and vice-chairs and report the results to theCouncil. Committee officers also serve for an annual term that begins on
January 1 of the following year. It is common practice, although not required,1
2

ITTA, 2006; article 8.3.
ITTA, 2006; article 8.1.
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25 April 2017that Vice-chairs of the Council and of each of the committees are nominated andelected to serve as the Chair in the following year.
Individuals serving as Officers of the ITTC must be accredited members of thedelegation of an ITTO Member. However, individuals serve as officers in an
individual capacity; that is, they do not represent either their government or theirgovernment’s category of membership. Instead, in their capacity as Officers of
the ITTC they are expected to understand and to represent the interests of theOrganization as a whole. The expenses and salaries of Members serving as
Officers of the ITTC are not paid by the Organization.3
All Officers of the ITTC are expected to be familiar with the key reference
documents that guide the work of the Council, Committees and Secretariat of the
ITTO. These documents include:






International Tropical Timber Agreement, 2006 (available at
http://www.itto.int/itta/)
ITTO
Rules
of
Procedure(2012)(availableat
http://www.itto.int/rules_procedure/)
ITTO Staff Regulations and Rules (2016) (Upon request from theSecretariat)
ITTO Financial Rules and Rules Related to Projects (2016) (available at
http://www.itto.int/financial_rules/)Terms of reference for the Committees (see annex 1 of this document)

In addition, as background, all officers are encouraged to review, at a minimum,
the report of the previous Council meeting (which includes reports of all
Committees). Reports of all previous Council meetings are available at:
http://www.itto.int/council_reports/.
1.3

Officers of the ITTC

The officers of the ITTC are:






3

Chair and Vice-chair of the Council
Chair and Vice-chair of the Committee on Finance and Administration
Chair and Vice-chair of the Committee on Reforestation and Forest
Management
Chair and Vice-chair of the Committee on Economics, Statistics andMarkets
Chair and Vice-chair of the Committee on Forest Industry

See ITTA, 2006, article 8.1 and article 19.3.
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25 April 20172.

Responsibilities Related to Council and Committee meetings

2.1

Council Chair and Vice-chair

The Council Chair is responsible for managing all aspects of the Council
meeting. This includes consultations with the Secretariat prior to the Council
meeting to compose the agenda and make preliminary decisions on theorganization of the meeting and initial allocation of time to Council, Committees
and other events that take place during the Council session.
Prior to the Council meeting the Council Chair convenes the Informal Advisory
Group (IAG) whose purpose is to advise the Chair on all aspects of the Council
session.4 Members of the IAG include the Chair and Vice-chair of the Council,
the four Committee Chairs, the Spokespersons, a representative of the hostcountry of ITTO Headquarters, a representative of the host country when Council
is held outside Headquarters, and the Executive Director. During the Council
meeting, the Council Chair convenes daily meetings of a Chairperson’s Bureau,
composed of the members of the IAG plus the vice-chairs of the fourCommittees. The Chairperson’s Bureau assesses daily progress in the work of
the Council and Committees and advises the Chair on the conduct of the Council
meeting.
In the course of the Council meeting the Council Chair also: convenes a meeting of donors to coordinate the allocation of voluntary
contributions to the organization’s project and policy activities;
 convenes ad-hoc meetings as needed to advance items under debate by
the Council; and convenes an open-ended meeting to prepare final drafts of decisions forconsideration by the Council.
The Council Vice-chair participates in all meetings of the Council. In thetemporary absence of the Council Chair, the Vice-chair is asked to assume thefunctions of the Chair. The Council Chair may also ask the Vice-chair to convene
ad-hoc meetings among members to address specific issues on the Council’s
agenda.
In the course of the Council meeting the Council Vice-chair also: participates in the meeting of the IAG;
 serves on the Chairperson’s Bureau; and convenes a panel of members who review applications and advise theCouncil on the award of ITTO Fellowships.
2.2
4

Committee chairs and vice-chairs

See Decision 2(LI) (2015) available at: http://www.itto.int/decisions/.

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25 April 2017

For each of the committees, the Committee Chair is responsible for presiding
over meetings of the committee and consulting with members and the Secretariat
to ensure the work of the committee is both effective and efficient. The
Committee Chair and Vice-chair are expected to be familiar with the terms ofreference for their Committee (see annex 1). The Committee Chair is
responsible for managing the work of the Committee to achieve the objectives
within the time allocated by the Council Chair. Committee chairs also participate
in the meeting of the IAG and serve on the Chairperson’s Bureau.
Committee Chairs, assisted by the ITTO Secretariat, are required to prepare a
written report of the Committee’s work prior to the end of the Council session.
The Committee Chair typically requests the assistance of the Committee Vicechair in drafting and reviewing this report. The Committee Chair is asked topresent a summary of the report of the committee to the Council.
During the Council session, the Chair of the Committee on Finance andAdministration also convenes a meeting of the Panel on Sub-account B of theBali Partnership Fund.
2.3

Spokespersons

Spokespersons for the two member groups (Producer Members and Consumer
Members) are not officers but nevertheless play an important role in the smoothfunctioning of the Organization, both during and between Council meetings. The
Spokespersons are selected by members of each of the groups and are
responsible for coordinating the work and consultations of the group and, as
necessary, representing the group’s views or interests to the Council. The termof office for the spokesperson is decided by the member group.
The primary responsibility of the Spokespersons is to convene meetings of theMember Group during Council sessions in order to facilitate the Member Group’s
consideration of items on the Council agenda. The Spokespersons’ participation
in meetings of the IAG and the Chairperson’s Bureau is designed to further thiscommunication and coordination.
Specific responsibilities off the Spokespersons include: coordinating the Member Group’s nominations (including officers, experts
to serve on technical panels, and members of the group who are to be
designated to participate in various ad-hoc and formal groups convenedby the Council); facilitating discussions within the Member Group on issues before theCouncil; and as necessary, communicating the views of the Member Group to theCouncil.

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25 April 2017
The contribution of the Spokespersons is especially important during the Council
session, but the responsibilities of the Spokespersons also include facilitating
communication with and among members of the group between Council
sessions.
3.

Responsibilities related to ITTO governanceIn addition to their roles in managing the work of the Council and Committees,
Officers of the ITTC may be required to participate directly in oversight of the
management of the Organization. These responsibilities may include: serving ona panel to consider a staff member’s appeal against a disciplinary measure
imposed by the Executive Director; ensuring effective implementation of ITTO’s
Whistleblower Policy; and participating in mechanisms to provide financial
oversight.
3.1

Appeals against disciplinary actions

The ITTO Staff Regulations and Rules describe, among other regulations andrules, procedures through which the Executive Director can impose disciplinary
measures on staff members who fail to comply with obligations under the Staff
Regulations and Rules, Financial Rules, ITTA or any other administrativeissuances. These disciplinary measures can be used whether the failure tocomply is intentional or through negligence.5
As described in the Staff Regulations and Rules, the Executive Director isrequired to establish a Joint Disciplinary Committee to advise him in disciplinary
cases. Rule 805 of the regulations and rules provides a staff member who issubject to disciplinary action the opportunity to appeal the Executive Director’s
decision to the Council Chair.
In the event of an appeal of a disciplinary measure by a staff member, theCouncil Chair is required to refer the appeal to a five-member panel composedof himself/herself, the Council Vice-chair and the Chairs of three of theCommittees. Committee Chairs participating in the review of the appeal arechosen jointly by the Council Chair and Vice-chair. The appeal panel isrequired to take a decision within thirty days, and the decision of the panel isfinal.
3.2

Whistleblower reports and retaliation

The ITTO Whistleblower Policy is designed to ensure that ITTO functions in an
open, transparent, ethical and equitable manner, with the objective of enhancing
protection for staff members who report misconduct or cooperate with duly
authorized investigations. The ITTO Whistleblower Policy is contained in Annex
1 of the ITTO Staff Regulations and Rules (Third Edition).
5

See ITTO Staff Regulations and Rules, Third Edition (adopted by Decision 3(LII)), chapter 8.
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25 April 2017
ITTC Officers are required to make several contributions in the effective
implementation of the Whistleblower Policy. These include: receiving andreviewing reports of possible misconduct from individuals unable or unwilling to
make a report to the Executive Director; and receiving and reviewing complaintsof retaliation or threats of retaliation.
3.2.1 Whistleblower Reports of Misconduct
As a general practice, reports of misconduct are expected to be made throughthe established internal mechanisms of ITTO.
However, in somecircumstances—such as the possibility of retaliation, or failure to act on aprevious report—the use of internal mechanisms may not be possible. In thesecircumstances individuals are encouraged to report possible misconduct to oneof the following Council Officers: the Council Chair, Council Vice-chair, or the
Chair of the Committee on Finance and Administration.6 To facilitate thisprocess, current contact information for Council Officers is maintained andposted in a place accessible to all ITTO staff members. Council Officers
receiving a report of misconduct are required to protect the identity of the person
making the report, to the maximum extent possible.
3.2.2 Whistleblower Reports of Retaliation
Individuals who believe that retaliatory action has been taken or may be taken
against them because they have reported misconduct or cooperated in a duly
authorized investigation are encouraged to forward all information anddocumentation substantiating their complaint to the Council Chair, Council
Vice-chair, or the Chair of the Committee on Finance and Administration.7
The Council Officer to whom the initial report is made is asked to serve as theprincipal point of contact for the duration of the process.
The three Council Officers are expected to act collaboratively and are required
to keep a confidential record of all complaints received. The Council Officers
are responsible for conducting a preliminary review to determine if (i) thecomplainant engaged in a protected activity; and (ii) there is a prima facie casethat the protected activity was a factor in causing the alleged retaliation or threatof retaliation. The Council Officers are expected to complete their review within
45 days of receiving a complaint.
If the Council Officers find that there is a credible case of retaliation or the
threat of retaliation, they are to notify the Executive Director, in writing, for further
action. If, however, the Executive Director cannot or will not act impartially, thecase is referred to the Council Chair and Vice-chair. Throughout the process,the Council Officers are expected to recommend measures to safeguard theinterest of the complainant.
6
7

ITTO Whistleblower Policy, section 5.3.
ITTO Whistleblower Policy, sections 6.1 through 6.10.
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At the conclusion of the process, the Council Officers will notify the complainant
in writing regarding the outcome of the investigation and make recommendations
on the case to the Executive Director. If the review concludes that there is no
credible case of retaliation or threat of retaliation, the Council Officers may
recommend informal mechanisms of conflict resolution to address interpersonal
problems.8
3.3

Financial OversightAt its 52nd meeting (2016), the Council adopted a number of measures designed
to strengthen the Council’s oversight of the Organization’s finances. Effective
implementation of this enhanced oversight includes additional responsibilities forCouncil Officers, including the responsibility to review financial reports between
Council sessions.
Among other measures for enhanced financial oversight, the ITTO Investment
Policy9 establishes an Investment Oversight Panel (IOP). The IOP functions as amonitoring body and an advisory panel, reporting to the Council. Guided by the
Chair, the Committee on Finance and Administration is responsible forreviewing the work of the IOP and making recommendations to the Council.
The Council Chair and Vice-chair are required to designate two expert
members of the IOP. As a matter of routine, the IOP is expected to meetquarterly and more frequently, if required.10 The IOP reports to the Chair of theCommittee on Finance and Administration and the IAG through the Council
Chair.

8

ITTO Whistleblower policy, section 7.1.
The ITTO Investment Policy is Annex 2 of the Financial Rules and Rules Relating to Projects of
the International Tropical Timber Organization (Second Edition, 2016), adopted by Decision4(LII).
10
The charter of the ITTO Investment Oversight Panel, including reporting requirements, isAnnex 3 of the Financial Rules and Rules Relating to Projects of the International Tropical Timber
Organization (Second Edition, 2016), adopted by Decision 4(LII).
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Annex 1: FUNCTIONS OF THE COMMITTEES11
A. Functions Common to the Committees
1. Advise and make recommendations to the Council on respective policy
matters, including identifying new and emerging issues [pursuant to Article
1 (s) of the ITTA, 2006] and opportunities for cooperation with internationaland regional organizations, processes and initiatives.
2. Advise and make recommendations to the Council jointly on cross-cutting
matters, for example those related to:a)
The role of forests in contributing to sustainable development andpoverty alleviation;b)Strategies for achieving exports of tropical timber from sustainably
managed resources;c)
Strengthening the capacity of Members to improve forest law
enforcement and governance and to address illegal logging andrelated trade in tropical timber; andd)
The contribution of non-timber forest products and environmental
services to sustainable management of tropical forests.
3. Share information on voluntary mechanisms for promoting sustainable
tropical forest management; and4. Provide efficient mechanisms for Members to:a)Approve pre-project and project proposals; andb)
Review appeals arising in connection with the review of project
proposals by the Expert Panel on the Technical Appraisal of
Projects and Pre-Projects.
5. Ensure effective design, monitoring and evaluation of pre-projects andprojects, including through ex-post evaluations of completed projects andreports, with a focus on lessons learned.
6. Review projects with implementation problems, in particular, thoserequiring additional funding.
7. Review reports of ITTO diagnostic missions presented to Council, with aview to advising Council on follow up actions needed.
8. Encourage contributions of the Civil Society Advisory Group and Trade
Advisory Group in the Committees’ policy agendas in order to broaden theinformation base on stakeholder views.
9. Review progress and constraints in implementing the ITTO Action Plan.
10. Advise on the development of effective mechanisms for the provision of
new and additional financial resources from all sources.
B. Functions of the Committee on Forest Industry
1. Promote increased and further processing of tropical timber fromsustainable sources in producer member countries, including by small and11

Annex to Decision 5(XLVIII) with the exception of Functions of the Committee on Finance andAdministration (see note 12).
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medium sized forest enterprises.
2. Promote and support research and development, and share informationand experiences related to forest industries, including cooperation among
members, with particular emphasis on:a)Developments in further processing and new product technologies
relevant to tropical timber and non-timber forest products;b)
Employment, human resources development and training;c)
Investment and joint ventures, including enabling environments;d)
Use of lesser known and lesser used species;e)Harmonization of nomenclature and specifications of processed
products;f)
Improving knowledge and development of codes and standards;g)
Use of efficient wood processing and utilization technologies toimprove economic output, reduce waste and enhance recycling;h)
Diversification in utilization of wood; andi)Fostering competitiveness of forest products from sustainably
managed tropical forests.
3. Review research and development needs to improve wood utilization andthe competitiveness of the tropical wood products industry relative to otherproducts.
4. Make recommendations to Council on the above matters, as appropriate.
C. Functions of the Committee on Economics, Statistics and Markets
1. Review structural conditions in international timber markets, emphasizing
markets for tropical timber, including:a)Factors affecting market access;b)
Current situation and short-term prospects;c)Consumer preferences; andd)Conditions leading to prices reflecting costs of sustainable forest
management.
2. Make recommendations to the Council on the need for, and nature of,studies contributing to market transparency and understanding of market
conditions and economic issues associated with tropical timber, including
studies on:a)Prices and market adjustments to changes in prices;b)
Factors affecting competitiveness and substitution;c)Marketing and distribution of tropical timber and timber products,
including new products;d)Market trends, including information on species and trade-related
data; ande)Long-term trends in consumption and production.
3. Identify ways to improve marketing and distribution of tropical timber bypromoting consumer awareness of tropical timber and timber products
from sustainably managed and legally harvested sources.
4. Advise the Council on the type of statistical information to be provided by9

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Members.
5. Review the availability and quality of statistic and other information
furnished by members under Article 27.5, and advise Council on
appropriate action, including on technical capacity building needs ofmembers of to meet their statistic and reporting requirements.
6. Make recommendations to Council on preparations for the biennial reviewof the international timber situation.
D. Functions of the Committee on Reforestation and Forest Management
1. Exchange information on the management of tropical timber producing
forests and identify ways to enhance the sustainable management of
tropical forests, inter alia by reviewing developments on:a)Research and development applications for improving managementof tropical timber producing forests;b)
Afforestation and reforestation, and rehabilitation and restoration of
degraded forest land;c)
The application of ITTO and other comparable criteria andindicators for sustainable forest management as important tools for
all members to assess, monitor and promote progress towardsustainable management of their forests;d)Conservation of other forest values, such as biodiversity andwildlife, in timber producing forests;
e)Integrated approaches to forest management, including protectedareas;
f)
Addressing threats from fire, pests, diseases and invasive alien
species; andg)
The relationship of forests to sustainable development, poverty
alleviation, food security and climate change.
2. Share experiences on national policies aimed at sustainable utilization andconservation of timber producing forests, as well as on the implementationof national forest programmes.
3. Consider strategies to enhance the capacity of forest-dependentcommunities to sustainably manage tropical timber producing forests.
4. Make recommendations to Council on the above matters, as appropriate.
E. Terms of reference for the Committee on Finance and Administration
Functions of the Committee on Finance and Administration12
1. Examine and make recommendations to the Council regarding approval of
the Organization’s administrative budget and the management operationsof the Organization.
2. Review the assets and liabilities of the Organization and makerecommendations to the Council on prudent asset and cash flow
12

Terms of reference as revised by Decision 7(LII).
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management and levels of reserves needed to carry out its work.
3. Review the work and recommendations of the Investment Oversight
Panel.
4. Examine and make recommendations to the Council on the budgetary
implications of the Organization’s biennial work programme and on actions
that might be taken to secure the resources needed to implement theobjectives of the ITTA.
5. Recommend to the Council the choice of independent auditors and review
the independent audited statements pursuant to the requirements of the
ITTO Auditing Standard.
6. Recommend to the Council any modifications the Committee may judge
necessary to the Organization’s Rules of Procedure, Staff Regulations andRules or the Financial Rules and Rules Related to Projects including theirrespective Annexes.
7. Review the Organization’s revenues and the extent to which they
constrain the work of the Secretariat.
F. Committee Procedures
1. Where appropriate, Committees should meet jointly. As a general rule, thethree Technical Committees meet in joint sessions when considering
matters of mutual interest including crosscutting issues, annual market
discussion, findings of diagnostic missions and ex-post evaluations ofcompleted projects. The Committees on Forest Industry and on
Economics, Statistics and Markets will continue to meet jointly due to theirrelated agendas.

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