(WITH Annex-I containing Amendments as approved at the 10^th Meeting of the

ECO Council of Ministers held at Tehran on June 8, 2000)

PREAMBLE

In view of the main principles visualized in Article II of the Treaty of Izmir with the objective to consolidate cultural affinities and spiritual and fraternal ties that bind the people of the Member States through social and cultural channels of thought and action,

Recognizing the importance of mass consciousness of the common cultural heritage and its impact on enrichment and development of cooperation in all aspects in the Region,

Whereas adoption of suitable measures shall be primarily oriented towards promoting goodwill and harmony amongst all classes of the people of the Region,

In conformity with the endorsement of the Heads of the ECO Member States regarding the revival of the ECO Cultural Institute as stated in the Istanbul Declaration, the former R.C.D. Cultural Institute which was active for 17 years from 1966 till 1983 is revitalized under the name of “ECO Cultural Institute” in order to achieve the foregoing objectives according to the following Articles:

ARTICLE-I

Name/Aims and Functions

The ECO Cultural Institute hereinafter mentioned as the “Institute” shall function as an initiating, coordinating, financing, and monitoring agency within the framework of ECO for the promotion of the following activities:-

1. The foster and promote closer association and cooperation among the people of the Region, in general, and among mass media, intellectuals, artists, in particular.

2. To carry out researches in the common cultural heritage of the countries of the Region for the purpose of strengthening the awareness

of their indivisible unity and for bringing out those traditions which bind the people of the Region together.

3. To publish the result of their studies in the form of books, monographs and periodicals in English, and in the languages of the Region (as far as possible).

4. To publish selected works of the eminent contemporary writers, painters, photographers, and etc. of the Member States in English and in the languages of the

5. To make arrangements for the teaching of the languages of the Region in the Institute and its branches if possible, as well as to adopt effective measures for promotion of these languages in the universities and other languages institutes of the

6. To coordinate cultural exchange programmes such as visits of scholars, teachers, writers, artists, guest-speakers, eminent personalities, students, youth and members of the women’s

7. To promote cooperation amongst the universities and other cultural institutions of the

8. To organize programmes of exchange of academics in the field of

9. To host literary educational and cultural functions and exhibitions reflecting the cultural and social life of the people of the member

10. To organize exhibitions of folk, traditional and modern

11. To undertake the responsibility of ECO Awards in the field of literature and fine arts. The programme shall be carried out annually and the modality for the ECO Award shall be worked out by the

12. To conduct and coordinate the programmes of the ECO Cultural Week.

13. To make arrangements for the exchange of documentary feature films and radio/TV package programmes related to the life, customs and social activities of the Region.

14. To promote cooperation in the field of history, demography, anthropology, archaeology and preservation and restoration of the common cultural, architectural heritage of the

15. To establish network connection among cultural centres, national libraries and museums of the region to exchange books, manuscripts and valuable pieces of arts, slides/microfilms of the old

16. To exchange training programmes for scholars in reparation and immunization of the old books and manuscripts.

17. To establish and expand libraries so as to provide books, magazines, newspapers and audio-visual material and equipment mainly related to the life and culture of the people of the Member States and to provide reproduction facilities for the benefit of the scholars, teachers, journalists,

18. To promote regional cooperation pertaining to the

19. To promote cooperation between the news agencies of the Region by means of establishing network connection among

20. To publish a quarterly journal in English and to the extent possible in national languages of the Region in local branches to and Farsi in Headquarters to:-

1. Promote further understanding amongst the people of the Region; focusing on literature, folklore, traditional music and national customs of the Member

1. Stimulate the interest of the people of the member countries to the existing cultural, educational and social problems of the

1. Disseminate the news of the cultural events convening in the Region such as conferences, seminars, congress,

21. To take any other necessary measures to promote deeper understanding and closer ties amongst the people of the Region through cultural

ARTICLE-II

Legal Status

The Institute, as an ECO specialized agency, shall have perpetual succession and common seal, and subject to the provisions of this constitution and in conformity with its own financial and staff regulations, shall carry out its programmes and conduct its affairs.

ARTICLE-III

Organs

1- Board of Trustees

The Institute shall have a Board of Trustees consisting of the following:

1. The Ministers of Culture or any other Minister responsible for cultural affairs of the Member States.

1. ECO Secretary General

1. President of the Institute

1. One eminent cultural personality from each Member State being assigned by the relative

The Board of Trustees shall be the principal policy and decision-making body of the Institute.

The Board of Trustees shall meet biennially/triennially by rotation in the national territories of the Member States.

2- The council of permanent representatives of ECI member states (ECI- CPR)

It comprises of Ambassadors/ Permanent Representatives of ECI member states. The ECO member states who have signed the Charter of ECO Cultural Institute may attend the meetings of the council as observers till the time they become accredited members. (Approved by 18^th CoM, 9 March 2009, Tehran & 4^th BoT, 21 March 2009, Mazarsharif, Afghanistan)

3- President

 The President of the Institute shall be nominated from amongst eminent dignitaries of the region in the cultural field and appointed by the ECO Council of Ministers on the proposal of the Board of Trustees, for a non-renewable term of three years by rotation and in alphabetical order. (Approved by 10^th CoM, Tehran, 8 JUNE 2000)

The President of the Institute shall be responsible for carrying the general policies and decisions of the Board of Trustees and taking appropriate measures for implementation of the approved programmes of the Institute.

4- Executive Director

 The conduct and management of the affairs of the Institute shall vest in an Executive Director who chairs the Executive Committee. The Executive Director shall be the national of the Member countries by rotation. His tenure of office shall be for four years extendable for 1 year on the proposal of the President and approval of the Board of Trustees or ECO Council of Ministers. (Approved by 10^th CoM, Tehran, 8 JUNE 2000)

In the absence of the president of ECI due to any reasons and other emergencies, the function and authorities of the president should be exercised by the executive director. The consent of ECI-CPR meeting is necessary for such transfer of functions and authorities. (Approved by 18^th CoM, 9 March 2009, Tehran & 4^th BoT 21 March 2009, Mazarsharif, Afghanistan)

5- Executive Committee

• The Executive Director shall  be assisted by cultural  experts preferably in different fields from the nationals of the Member States on an equal basis.
• The cultural experts shall form the Executive Committee and the number of the experts may vary according to the needs of the Institute.

6-Local Staff

 Local Staff consisting of administrative, secretarial, and lower employees must be nationals of the Member States but resident and locally recruited in Iran.

7-Additional Appointments

Subject to the approval of ECO Council of Ministers, the Institute may recruit on temporary basis such consultants or experts it may consider necessary for the efficient performance of its functions, on such terms and conditions as it may deem fit.

ARTICLE-IV

Headquarters/Branches

The Institute shall have its headquarters in Tehran. The Institute shall also have a branch (or coordination unit) in each Member State which will be established in accordance with the prevailing regulations of each Member State. The branches shall function in close cooperation with the Headquarters and facilitate the implementation of the approved programmes.

ARTICLE-V

Relations with ECO Organs

The Institute shall submit annual or periodic reports covering a review of the existing activities and future projects of the Institute for consideration and approval of the Member States through ECO Secretariat to the related Committee and ECO Councils.

The Institute according to the guidelines of the Board of Trustees shall prepare long-term programme of action to be approved by the Council of Ministers.

ARTICLE-VI

Relations with Other Organizations

The Institute shall be in close cooperation with cultural international organizations, as well as relevant governmental/non-governmental organizations/agencies of the Member States. Any cooperation agreement with aforementioned organizations/agencies shall be in accordance with the policy direction of competent ECO Councils.

ARTICLE-VII

Finance

The Institute shall have independent budget and funds for programmes and administration which consists of:-

1. Grant made by the Member States.
2. Donations and
3. Other

ARTICLE-VIII

Commencement

Following its approval by the ECO Council of Ministers, the Charter of the Institute will come into force for each country according to its ratification or approval procedure based on its national regulations.

ARTICLE-IX

Regulations

The Institute shall formulate its own financial and staff regulations as well as the rules of procedures which shall be approved by the ECO Council of Ministers and within one year of its operation.

ARTICLE-X

Amendments

Amendments to this Constitution, proposed either by a Member country or by the President of the Institute shall require the approval of the Board of Trustees and the Council of Ministers.

DONE AT Islamabad on this 15^th day of March in the year One Thousand

Nine Hundred and Ninety Five, in one single copy in English which shall remain deposited with the Government of the Islamic Republic of Iran, and duly certified copies shall be transmitted by that Government to all the signatory states within thirty days from today.

0BURULES OF PROCEDURE OF THE

UECO CULTURAL INSTITUTE

UPREAMBLE

These rules shall be called Rules of Procedure for meetings/programmes of the ECO Cultural Institute. These rules shall come into force with effect from the date of their approval by the ECO Council of Ministers and shall apply to all activities of the ECO Cultural Institute.

UChapter – I

UMANDATES AND FUNCTIONS OF THE PRINCIPAL ORGANS

A) UBOARD OF TRUSTEES

Board of Trustees shall be the highest policy and decision-making body of ECO Cultural Institute. It shall meet biennially preferably prior to the beginning of ECO Cultural Institute fiscal year by rotation, in the territories of the Member States. The Board of Trustees shall have, inter-alia, the following responsibilities:

1. Approve policies, strategies, and work programmes of the Institute;

1. Nominate and appoint the President and the Executive Director of the Institute;

• Review and adopt the reports of the Institute;

1. Establish such subsidiary or ad-hoc Committees as appropriate;

1. Approve annual budget and audit reports of the Institute;

1. Decide on the scale of assessment of contribution by Member States to the budget of the Institute;

• Report to the ECO Council of Ministers/Summit on all matters related to the cultural policies and the implementation of ECO Cultural Institute’s programmes and projects;

• Determine and review as and when necessary, rules and regulations regarding all fiscal, administrative and organizational matters and provisions of financial and staff regulations of the

14B               B)       UPRESIDENT OF THE INSTITUTE

• The President of the Institute shall be responsible for carrying the general policies and decisions of the Board of Trustees and taking appropriate measures for implementation of the approved programmes of the

• In line with the objectives of the Institute and the directives of the Board of Trustees and supervision of the President of the Institute, the function of the Institute shall be as under:

1. To prepare plans, programmes and projects envisaged by the Institute’s decision making organs;

1. To serve as the permanent channel of communications and coordination among Member Governments in all areas related to Institute’s agreed programmes and activities through all means available to it; in this context also to provide practical information to the Member States on procedural matters and all other fields as may be

• To serve as the custodian of all documentation and archives of Institute;

1. To service technically and administratively all meetings of the Board of Trustees and activities of the Institute and help the preparation of reports and documents;

1. To act as the information agency for the Institute in all related areas within as well as outside the region;

1. To communicate, cooperate and interact with relevant regional and international organizations and agencies in agreed areas in accordance with the policy documents and directives of the Board of Trustees;

• To engage in activities and contacts in support of the member governments in order to facilitate financing of agreed projects and activities through international financial organizations, investors and donors;

• To maintain contact with the ECO Summit and Councils through the ECO

1. To prepare and submit Annual Report to the Council of Ministers on the overall performance and activities of the Institute through the ECO Secretariat;

1. To prepare Biennial Reports for consideration and approval of the Board of Trustees;

1. To prepare annual budget of the Institute for consideration and approval of the decision making body;

• To carry out such other functions and duties as may be assigned to it by the Board of Trustees or the ECO Council of Ministers and the Council of Permanent Representatives;

• To establish and operate a documentation and publication system in line with international standards;

• To maintain effective communications with the Permanent Missions/ Embassies and national focal points of the Member States through a modern and speedy network;

1. To assist the signatory Member States in establishing the Institute’s Branch or coordination unit in their countries in accordance to their own prevailing

C)            ECI Council of Permanent Representatives (ECI-CPR)

1. Council of permanent representatives of ECI shall meet under the chairpersonship of the representative of the Member State holding the chairpersonship of the Board of Trustee of
2. ECI CPR meeting will be preferably held back to back with ECO CPR.

• The ECI-CPR will carry out the following functions:

1. It shall be responsible on behalf of and in the name of the Board of Trustees of the Eco Cultural Institute to implement its decisions and carry out its
2. Report to the Board of Trustees on all policy related issues and matters referred to it by
3. Consider the budget and audit reports of the Institute and recommend them to the BOT for approval.
4. Advise/ recommend to the Regional Planning Council on the cultural functions of the Institute and other technical matters referred to it by the RPC.
5. Review all the reports of the
6. Prepare the draft agenda and expedite other arrangement for the RPC and BOT meetings
7. Monitor follow up action on decisions of the
8. Matters of certain urgency such as annual budget, implementation of approved project or programmes, convening of urgent ad-hoc expert meetings, change on the date or venue of certain meetings or programmes and etc. (Approved by 18^th CoM, 9 March 2009, Tehran & 4^th BoT, 21 March 2009, Mazarsharif, Afghanistan)

1BUCHAPTER – II

22BUMEETINGS / PROGRAMMES

• All meetings of the Institute shall be held according to the biennial programmes approved by the Board of Trustees.

• For the meetings organized at the Institute, each participating delegation shall bear his/her own expenses. For the meetings held in the Member States, local hospitality and internal travel for the duration of the meeting shall be provided by the host country, while the international travel to and from the venue of the meeting shall be borne by the participating Member States.

• For the events to be held in the ECO Member States, the dates may, in exceptional cases, and at the request of the host country, be changed from those approved date. The concurrence of other Member States shall be secured by the Institute.

• Approved programmes such as seminars, exhibitions, festivals, tournaments etc…shall be carried out by the Institute at the Member States in consultation between the Institute and the sponsor country and / or the relevant regional, international All the expenses for such programmes excluding the international travel to and from the venue shall be borne by the host country.

UCHAPTER – III

UAGENDA

• The draft agenda of the meetings of the Board of Trustees with its annotations shall be prepared by the Institute not later than three months before the date of the meeting and shall be immediately circulated to Member States by the

• Any Member may propose new items for inclusion in the agenda for a meeting of the Board of Trustees which shall be sent to the Institute for circulation at least four weeks before that meeting. However, for such an item to be adopted in the final agenda, the presence of the Member States proposing it shall be

• The Institute shall prepare and circulate the provisional agenda for other meetings of the Institute agenda eight weeks in advance of the meetings. Within three weeks the Member States shall convey their comments/amendments to the proposed agenda. A final draft agenda shall be circulated four weeks in advance of the meeting. The Institute shall also provide agenda annotations and/or working papers if possible four weeks advance. Any Member State may propose the inclusion of any new agenda item before the adoption of the final agenda in the

• Agenda or Work programme of the activities such as seminars, exhibitions, festivals etc… shall be prepared by the host country in consultation with the Institute. The prepared programmes shall be circulated to the Member States by the Institute 4 weeks before the approved

UCHAPTER – IV

UCHAIRPERSONSHIP

• For the meetings of the Board of Trustees, the relevant Minister or the representative of the host Member States shall be elected

• The President of the Institute or his/her representative shall assist the chairperson of the meetings of the Board of Trustees.

• In the meetings to be held at the Institute, the President or the representative of the Institute shall chair the meeting.

• For cultural activities such as seminars, festivals and so on, which the main responsibility lies with the host country sponsoring the programme, an official of the host country shall be chairperson if so is needed according to its work

UCHAPTER – V

UREPRESENTATION OF THE INSTITUTE IN THE MEETINGS

• The President of the Institute, or his/her designated representative shall attend all meetings of the Institute, and may make oral or written statements, as well as offer clarifications upon request.

• The President shall represent the Institute in external relations. He may also designate member(s) of the staff to represent the Institute in international

UCHAPTER – VI

UCONDUCT OR BUSINESS

UQuorum:

• The approved programmes and participation in meetings shall be considered as mandatory, for all members. However, in case of unavoidable circumstances, the necessary quorum shall be as under:-

• The quorum for all meetings of the Board of Trustees, shall be four-fifth of the total

• For all other meetings or programmes, the quorum shall be simple majority of the total membership.

• In case a Member State cannot attend a meeting, it shall inform the Institute at least four weeks before the date of the

UProgrammes of Activities:

• The Programmes of Activities, which shall cover all activities of the Institute, shall be prepared by the Institute and approved by the Board of Trustees.

• For meetings to be held in the Member States, in case confirmation of participation by Member States required for obtaining necessary quorum for a meeting is not received by the Institute at least two weeks before the approved date of that meeting, such a meeting shall be Fresh dates shall be proposed by the host government/Institute, and concurrence to these dates by other Member States shall be obtained by the Institute.

• Except for the meeting of the Board of Trustees, if a Member State is unable to host a previously committed meeting, it shall inform the Institute at least two months before the approved In such a situation, the meeting shall be held in the Institute.

• For cultural programmes such as seminars, exhibitions, tournaments and etc… the dead line for confirmation of participation by Member States is one month before the approved

UDrafting Committees/Working Groups:

• Any meeting may assign open-ended drafting committee(s) or working group(s) for preparation of the reports of the meetings with the assistance of the

• The Board of Trustees may establish ad-hoc interim committees to discuss matters referred to them whenever

UCHAPTER – VII

UDECISION-MAKING

• Each Member State present and voting shall have one

• With the exception of decisions of the Board of Trustees on vital issues which requires unanimity, decisions on all other meetings, shall be adopted by simple majority of the total membership of the Institute with every member having the right to record his reservations, if any. Budgetary allocation appointment of the President, and other issues which the Board of Trustees consider to be of vital importance to the Institute shall be taken on the basis of unanimity.

• The reports of all meetings of the Institute shall be adopted at the closure of the

• The Member States who have been unable to participate in a meeting may express their views in writing within four weeks to the Institute which shall be circulated to other Member States.

• A representative may at any time raise a point of order in the meetings, which shall immediately be decided by the Chairperson in accordance with the present rules. A representative may appeal against the ruling of the chairperson. The appeal shall immediately be put to the vote, and the chairperson’s ruling shall stand unless over- ruled by a majority of the members present in the meeting and A representative may not, in raising a point of order, speak on the substance of the question under discussion.

• The decision taken by the Board of Trustees shall be binding on all Member

UCHAPTER – VIII

ULANGUAGES

English shall be the official language for all meetings/programmes. Arrangements for adequate unofficial Russian translation and interpretation services shall be provided by the Government hosting the meeting or the Institute in cases where it is the venue of the meetings.

UCHAPTER – IX

USUMMARY RECORDS

UAND

UREPORTS OF THE MEETINGS

• Reports and summary records of all meetings or programmes of the Institute shall comprise essentially the points agreed, views expressed and operative decisions taken by the Member States. They should be prepared in a way to secure progressive implementation of projects and achievement of Institute’s agreed

• The reports of the Board of Trustees shall take immediate effect, whereas all other reports shall be of recommendatory nature until they are adopted by the Board of Trustees or ECO Council of Ministers.

UCHAPTER – X

USTATUS AND PARTICIPATION OF INVITEES

Subject to the approval of the Board of Trustees or the Council of Permanent Representatives:

• Representatives of the relevant regional/international organization or governmental/non- governmental cultural agencies of the Member States may be invited to inaugural and closing ceremonies of the Board of Trustees

• They may also be invited to be present during discussions on proposals or projects involving collaboration with their organizations/countries.

3BSTAFF REGULATIONS

4BOF THE ECO CULTURAL INSTITUTE

The Staff Regulations of the ECO Cultural Institute referred to in Article-IX of the Charter of the Institute shall be as follows:-

8BSCOPE AND PURPOSE

The Staff Regulations embody the fundamental conditions of service and the basic rights and obligations of the staff of the ECO Cultural Institute.   These regulations will be brought in line with the decisions of the ECO Council of Ministers or the Institute’s Board of Trustees taken from time to time in respect of rights and obligations of the officials and the staff of the Institute. The President of the Institute shall also ensure that administrative orders and instructions are issued as may be necessary to give effect to the principles embodied in these Regulations. These administrative orders and instructions shall be issued by the President of the Institute.

9BDEFINITIONS

For the purpose of these Regulations, certain terms used in the Regulations are defined as follows:

(a) Institute

ECO Cultural Institute.

(b) Charter

Charter of the ECO Cultural Institute.

(c) Member State

A State which is a member of the ECO Cultural Institute and contributes to the Budget of the Institute.

(d) Council of Ministers

The Council of Ministers of the Economic Cooperation Organization.

(e)Board of Trustees

Board of Trustees of the ECO Cultural Institute.

(f) Council of Permanent Representatives

The Council of Permanent Representatives (CPR) of the Economic Cooperation Organization

(g) President

The President of the ECO Cultural Institute.

(h)Officials

The officials of the Institute who are nominated by the Member States whose emoluments are a charge against the Institute’s budget.

(i) Professional Staff

Personnel of the Institute whose emoluments are provided by the Host country and are directly recruited by the Institute.

(j)Auxiliary Staff

Staff directly recruited to established minor employee positions in the Institute.

(k) Temporary Staff

Staff either directly recruited or seconded by contributing countries or other international agencies whose services are engaged on a temporary basis by the Institute for special short-term assignment, e.g., experts, specialists, consultants, interpreters, etc.

(l) Non-Resident Staff

Non-Iranian staff who are obliged to establish residence in the Islamic Republic of Iran as a consequence of their employment by the Institute.

(m) Resident Staff

All staff not included in the definition of Non-Resident Staff.

CHAPTER – I

OBLIGATIONS AND PRIVILEGES

Article – 1

• The President and all officials and the staff of the Institute are full time international civil servants of the Institute. Their responsibilities are exclusively international in Officials and the staff of the Institute shall, in the performance of their duties, neither seek nor accept instructions from any Government or any authority other than the President.

• Officials and the staff of the Institute are subject to the general authority of the President and shall be assigned to their duties by him and be responsible to him for their

• While the officials and the staff are not expected to give up their national sentiments or their political and religious convictions, they shall at all times bear in mind the reserve and tact incumbent upon them by reason of their international

• The President may, subject to his overall responsibility, delegate the exercise of his authority in personnel matters to the Executive Director of the

Article – 2

2.1. Officials and the staff shall exercise the utmost discretion in regard to all matters of official business. They shall not communicate to any person any information known to them by reason of their official position which has not previously been made public.

Article – 3

• Officials and the staff of the Institute shall obtain the permission of the President before accepting any favour, gift or monetary reward from any source external to the

• Officials and the staff may exercise the right to vote but shall not engage in any political activity which is inconsistent with or which might reflect upon the independence and impartiality required by their status as international civil

• Officials and the staff of the Institute shall not engage in any activity outside the

• Officials and the staff of the Institute shall conduct themselves as all times in a manner compatible with their status as members of the Institute. They shall avoid any action or activity which may in any way reflect on their position or on the good repute of the

• Officials and the staff of the Institute shall not accept gratuities in cash or in kind or favours of any sort from commercial firms or individuals doing or seeking business with the

• Officials and the staff shall not, except in the normal course of official duties or with the prior approval of the President perform any of the following acts:-

• Issue statements to the Press, Radio or other agencies or public information;

• Accept speaking

• Take part in film, theatre, radio or television productions;

• Submit articles, books or other material for publication.

• In no case may any officials and the staff member accept payment for such activities without the prior approval of the

Article – 4

4-                 Non-citizen and non-resident officials of the Institute at the D grade shall enjoy the same privileges and immunities as are accorded to the diplomatic missions of comparable ranks. The privileges and immunities enjoyed by the official of the Institute (covered by the Host Country Agreement) are accorded for securing the unhindered functioning of the officials during the execution of the duties in relation with the Institute and not of the interest of the individual members of the Institute. These privileges and immunities shall not be used to avoid private obligations or as an excuse for failure to observe local laws and police regulations or to evade the laws and regulations of their own country.   In the event of any incident occurring in which these privileges and immunities might be applicable, the official member of the Institute concerned shall immediately report it to the President who shall with the approval of the member Government to which the official belongs decide whether or not the immunities and privileges shall be waived in that instance.

CHAPTER – II

CLASSIFICATION OF POSTS AND GRADING OF STAFF

Article – 5

• The overall sanctioned officials and the staff strength of the Institute shall be as shown in Annex-I. The officials and the staff strength shall be reviewed from time to time by the Council of Ministers/Board of Trustees.

• With the exception of the President, the officials and the staff of the Institute shall consist of four categories:-

• Category-I :           Directing Staff

• Category-II :           Cultural Expert

• Category-III :           Professional Staff

• Category-IV :           Auxiliary Staff

• Each category of the staff shown in the officials and the staff strength shall be further sub-divided in Grades, in accordance with the duties and responsibilities attached to the The Grades in descending order are as follows:-

• Category-I :           D3, D2, D1

• Category-II :           P3

• Category-III :           P2, P1

• Category-IV :           A3, A2, A1

CHAPTER – III

APPOINTMENT, RECRUITMENT AND PROMOTION

Article – 6

• The President shall be elected and appointed by the Board of Trustees and ECO Council of Ministers in accordance with Article-III of the Charter for a non-renewable term of three years from among cultural dignitaries of the Member States, with following eligibility requirements:

• Must be a national of one of the ECO Member

• Must possess strong substantive managerial skills, wide international cultural background and exposures and preferably full command of English language both written and spoken; and

• Must have a University

• The Board of Trustees shall define the duties and powers of the President in keeping with the provisions of the Charter and shall establish the conditions of his The Board of Trustees/Council of Ministers shall have the authority to terminate the services of the President.

• Appointment to the posts in categories-I (grade D2 and D1) shall be made by the Board of Trustees at the recommendations of the

• The terms of appointment in category-I (grade D2-D1) shall be 4 years extendable for 1 year on the proposal of the President and approval of the Board of Trustees or ECO Council of Ministers, the number of the officials including the President at D grade shall be up to 5 persons.

• The posts in category-I (grade D2 and D1) shall be advertised by the institute through the Ministry of Foreign Affairs of the Member States specifying requisite qualifications and experience of each post as prescribed in Annex-I.

• Recruitment of the staff in categories II and III posts shall be made by the President through a proper selection procedure on the basis of the requisite qualifications and experience for each post as prescribed in Annex-I.

• The terms of appointment to the categories II and III posts shall be 4 years which depending on the overall performance and conduct as well as job requirement can be renewed every 4 years upon contract up to superannuation with approval of the Board of Trustees. However, satisfactory completion of a probationary period of not less than six months and not more than one year, is required for these posts, the number of the posts in categories II and III shall be up to 10 in each

• The President may, in accordance with the relevant rules and subject to approval by Board of Trustees/the council of Permanent Representatives, appoint Temporary Staff for a short-term to carry out specific assignments of highly specialized nature in the event of extreme Only nationals of Member States with requisite qualifications and experience shall be recruited for this purpose. The term of appointment for Temporary Staff shall be specified in their Contracts.

6.8.1   The member states may second staffs to ECO Cultural Institute with the approval of the ECI-CPR for the specified time for ECI projects. These staff shall be paid by their respective governments. (Approved by 18^th CoM, 9 March 2009, Tehran & 4^th BoT, 21 March 2009, Mazarsharif, Afghanistan)

• The President may assign an official or staff member on temporary basis and without compensation to hold charge of a vacant post at the same or higher level within his category in addition to his own post.

• For all appointments, the concurrence of the Government of the national concerned shall be

• The conduct and management of the affairs of the Institute shall vest in an Executive Director (D2) who shall chair the Executive Committee. The Executive Director shall be assisted by cultural experts preferably in different fields from the nationals of the Member States on an equal basis who shall form the Executive Committee and the number of experts may vary according to the needs of the Institute.

6.12          Executive Committee

The Executive Director shall be assisted by cultural experts preferably in different fields from the national of the Member States on an equal basis. The cultural experts shall form the Executive Committee and the number of experts may vary according to the needs of the Institute. (This may also be considered relevant to define the Executive Committee if to be read under the provisions of DEFINITIONS below the captioned part of SCOPE AND PURPOSE under STAFF REGULATIONS).

Article – 7

• The paramount consideration in the appointment of the officials and the staff in all categories shall be the necessity of security the higher standard of efficiency, competence and integrity.

• To the extent compatible with 1 above, every endeavour shall be made to provide for a fair distribution of category-I appointments among the nationals of member countries.

• Considering budget provisions, staff in category-II and III shall be national or resident of the host country to the extent that smooth functioning of the Institute

• Persons closely related by blood or by marriage to a staff member of the Institute shall not normally be selected for

Article – 8

8. In addition to the provisions contained in the preceding Articles, an appointee to the Institute must meet the following conditions:

• Must be a national of one of the Member States of the Institute.

• Must be at least 21- years of

• Must fulfil the qualification requirements set out in Annex-I of the present

• Must be free of diseases and infirmity that may hinder the exercise of his duties and represent a risk to others.

• In some cases of appointments to Category-III posts at the discretion of the President, a candidate will be required to undergo a medical examination to ensure his physical

Article – 9

• Members of the Institute shall receive a letter of appointment signed by the President. The letter of appointment shall state:

• that the appointment is subject to the provisions of the ECO Cultural Institute’s Staff Regulations, rules framed thereunder and the Financial Regulations and associated Rules and Procedures and to changes which may be duly made in such regulations and rules from time to time.

• the nature, category and grade of the appointment, the commencing rate of salary, annual increment and the maximum salary attainable and other allowances and benefits admissible;

• the date at which the staff member is required to enter upon his/her duties;

• the period of appointment, the notice required to terminate it and period of probation, if any.

• Staff Members of the Institute, on acceptance of appointment, which document will also bear signatures of either the Executive Director, ECI or the Administrative Officer, ECI below the signatures of the appointee, who shall also make the following oath or declaration:

“I solemnly swear (undertake, affirm, promise) to carry out with loyalty, discretion and conscience the functions entrusted to me as a staff member of the ECO Cultural Institute and to discharge these functions and regulate my conduct with the interest of the Institute utmost in view, and further not to seek or accept instructions in regard to the performance of my duties from any government/organization or other authority external to the Institute”.

• The staff members of the Institute shall affix their signatures on the above declaration before the Executive Director or the concerned administrative officer (either of whom will affix his signatures as witness beneath the signatures of the appointee).

Article – 10

• The President may make appropriate provisions for the conduct of an annual performance planning and appraisal in respect of all officials and the staff members. The performance planning and appraisal process shall comprise of two components: performance goals setting and assessment of performance relative to the performance

• During the first quarter of each year, every staff member in consultation with his immediate supervisor, shall identify performance goals that directly contribute to or support the achievement of his unit’s goals and

• During the last quarter of each year, the performance of every staff member shall be reviewed and assessed by his immediate supervisor in relation to the performance goals that had previously been agreed upon. The results of the appraisal shall be discussed between he staff and his immediate

• The performance planning and appraisal process shall be geared to give the officials and the staff member the formal occasion to discuss with the supervisor:

1. performance goals;
2. areas of strength on which to build; and

• areas of performance requiring further

• For the review period, the officials and the staff member’s performance shall be rated on one of four categories:

• Excellent – implies rare, consistent, universally recognized and truly outstanding performance results that far exceed, in quality and quantity, the normal results expected of the position and the agreed upon performance goals. The number of officials and the staff to be graded in this category shall not exceed 20% of total staff who shall be eligible for receiving full annual

• Very Good – implies performance that exceeds the requirements of the position and the agreed upon performance goals. The number of officials and the staff to be graded in this category shall not exceed 40% of total staff who shall be eligible for receiving 75% of annual increment.

• Good – implies performance that meets the requirements of the The full responsibilities of the position and the agreed performance goals have been carried out in a satisfactory manner. The number of staff to be graded in this category shall not exceed 40% of the total staff who shall be eligible for receiving 50% of annual increment. (Approved by 2^nd ECI- CPR, 11 January 2010)

• Unsatisfactory – implies performance that does not substantially meet the significant requirements of the position and the agreed performance goals, either because of lack of ability, poor work attitude or some other serious problems including misconduct and doubtful integrity. The staff to be graded in this category shall not be eligible for annual increment. (Approved by 2^nd ECI- CPR, 11 January 2010)

• The process shall involve the use of an individual Performance Planning and Appraisal Form to be accomplished by the officials and the staff member’s immediate supervisor submitted to the President of the Institute for final review and

• An official or a staff member who receives a rating of at least “Good” (2) for two consecutive rating periods shall be eligible for a renewal of contract for the same post, subject to the limit of allowable maximum tenure at the same level.

• A staff member who receives a rating of “Unsatisfactory” for two consecutive rating periods shall be subject to separation from the service, in accordance with Chapter-V of the present

CHAPTER – IV

SALARIES, ALLOWANCES, INCREMENTS AND OTHER BENEFITS

Article – 11

• The emoluments to the Official members shall be paid in accordance with the scales of salaries and allowances approved by the Board of Trustees/Council of Ministers as shown in Annex-II of the present Regulations. These scales shall be reviewed from time to time by the Board of Trustees/Council of Ministers at the recommendation of the President and approved by the Board of Trustees/Council of Ministers.

• All personnel of the institute shall be entitled, on their appointment, to the initial step in the salary scale of the Grade to which they are appointed.

• Any personnel of the institute may be appointed at a higher salary within his salary scale, if so justified by this qualification and experience but it should not exceed two advance increments in the same Grade. In addition, some staff members in the Category of Professional Staff may be given proficiency allowance equal to two advance increments, if they qualify a proficiency test undertaken by the

• Any personnel of the institute shall not be entitled to the salary of the period in which he does not work unless otherwise stipulated in the present Regulations.

• When a personnel of the institute is promoted, he shall receive an increase in his salary as much as the step increment next higher in the Grade out of which he is being promoted or at the nearest step increment if the personnel of the institute member is at the highest step of the Grade.

• If a staff member is suspended from duty, pending investigation by the competent authority, he shall receive half salary and other allowances during

the period of suspension. If he is acquitted, his remaining entitlement for the period of suspension shall be disbursed to him. However, if he is punished in a manner other than dismissal, the President shall decide the amount to be disbursed to the staff member out of the remaining part of the entitlement.

Article – 12

Annual Increments

• The Grades referred to Article-5.3 shall have the following number of annual increments:-

• Category-I Grades: 3 or 4 increments the terms of their

• Category-II Grades: 10

• Category-III Grades: 10

• Subject to satisfactory performance, any personnel shall be entitled to an annual salary increment upon completion of one year service in his Grade of appointment in accordance with the approved salary scales shown in Annex-II of the present

Article – 13

Allowances

Children Allowance

• The President and the other personnel having children shall receive a monthly allowance of US$60/- for the first child and US$30/- for every other child upto a maximum of three children less than 21 years of

Conveyance Allowance

• The President shall be provided with a chauffeur-driven official car. All other officials shall be entitled to a monthly conveyance allowance at fixed rates as shown in Annex-III of the present

Housing Allowance

• The President shall be provided free-furnished accommodation, befitting the status of an Ambassador within the prescribed budgetary ceiling. A monthly house allowance shall be admissible to the officials in accordance with the approved rates as shown in Annex-II of the present

Article – 14

Special Bonus and Honorarium

• The President may grant special bonus once a year to deserving staff members in Category-III not more than one month salary on the occasion of their national/religious

• The President may also grant special honorarium upto one month salary or an exceptional scale increase to any staff member in Category-II and III in recognition of extraordinary services rendered including research work relevant to the Institute’s activities and special contribution to the working of the

• The grant of special bonus or special honorarium shall be subject to availability of funds through appropriate allocation in the budget which shall not exceed 5% of the total allocation under the Chapter “Salaries”.

Article – 15

Overtime

• If the exigencies of the work demand it, the officials and the staff members shall be required to work beyond the normal working hours or on holidays as prescribed by administrative

• There shall be no provision of overtime. In exceptional cases, however, the President may make provision for compensatory leave in lieu of overtime. Only Category-III staff shall receive overtime payment. This payment shall be made at rates to be determined by the President with the approval of the Board of Trustees or the Council of Permanent

Article – 16

16. Entitlement to salary, allowances and other benefits shall end on the date of termination of an

Article – 17

Installation/Transfer Grant

17. Installation/transfer grant shall be paid to the non-citizen, non-resident President and official members equivalent to one month’s basic salary in case of married persons and half month’s basic salary in case of unmarried persons at the time of commencement and termination of tenure/service to meet the cost of transfer of (Approved by 2^nd ECI- CPR, 11 January 2010)

• The Staffs may, with the approval of the president, receive an advance payment at the commencement of tenure/services in case of the availability of fund, which shall not be more than 2 months of their salaries. It must be reimbursed in 4 months effective from the first salary received. (Approved by 18^th CoM, 9 March 2009, Tehran & 4^th BoT, 21 March 2009, Mazarsharif, Afghanistan)

• The President may pay up to 2 months of the monthly emoluments of the newly installed staff for her/his installation expenses, in advance. This advance payment would be deducted from her/his first four salaries. (Approved by 2^nd ECI- CPR, 11 January 2010)

CHAPTER – V

SEPARATION FROM THE INSTITUTE

Article – 18

18. Separation from the Institute may take any of the following forms:

• Abolition of the post by a decision of the Board of Trustees/Council of

• Certified physical

• Resignation – separation initiated by staff member

• Termination/completion of the service

• Retirement at the age of 60 for men and 55 for

• Dismissal – disciplinary separation required by the President in accordance with Article-20.

Article – 19

19. In the case of all staff members, conditions governing separation from the Institute shall be specified in the letter of appointment and the following provisions would normally apply:-

• Staff wishing to resign shall give thirty days notice to the

• The President shall have discretion to dispense with the services of staff, on giving thirty days notice, for the following reasons:

• Owing to a general staff reduction or abolition of the post;

• If the services of the individual concerned prove unsatisfactory;

• If for reasons of health, the individual concerned is unable to render efficient service to the Institute;

• Upon attaining the age of 60, the President may, however, re-employ on yearly basis a retired member of staff for a further period which shall not exceed five

• If there shall be some other compelling reason which, in the opinion of the President, requires the prompt removal of a staff member from his duties, the President shall have discretion to suspend the individual concerned forthwith, with a view to possible

Article – 20

Disciplinary Measures

• The President may take appropriate disciplinary action in respect of an official/staff member for misconduct or

• Disciplinary measures may comprise:

• Oral warning,
• Written Censure,
• Suspension from duties,
•  

• The President may take appropriate action in respect of the

• After suspension from duties which shall not exceed three months or before dismissal on disciplinary grounds, the concerned official/staff member shall be given a written statement by the President of the charge against him and a reasonable opportunity to answer the charges in This procedure may be dispensed with in cases involving suspension and dismissal on security grounds in which event the President will immediately consult the representative on the Council of Permanent Representatives of the country concerned.

20.5 Before or after disciplinary action in respect of a member of the staff, the President may refer the case for advice, to an impartial panel to be composed of three senior members of the Institute, not involved in the case.

Article – 21

Provident Fund

• A staff savings scheme shall be provided for all official/staff members including the President in the form of Provident Fund contributed by the Institute and the official/staff member @ 2.5% and 5% respectively of the salary of the participating official/staff member. The total amount of the joint contributions plus the interest accruing thereon shall be paid to the official/staff members at the time of the termination of their tenure/service.

• In case of termination of services of an official/staff member by the decision of the President for inefficiency or disciplinary reasons, 50% of the amount contributed by the Institute with proportionate interest accruing thereon shall be

• A staff member may, with the approval of the President, borrow from the amount accumulated in his provident Fund provided that:

• the amount requested as loan does not exceed 75% of the total amount accumulated in the Termination Benefit Fund of the official/staff member concerned,

• re-payment of the loan should be made in 12 equal instalments effective from the first salary received after receiving the loan,

• such loan should not be granted for more than once in each Fiscal

Article – 22

22. Should the Government of a Member State request the withdrawal of one of its nationals on the grounds of national security or for any other reason, the President shall arrange for the release of the individual concerned, complying as far as possible with the wishes expressed by the concerned Government in respect of the timing of such release.

Article – 23

End of Service Gratuity and Social Security/Pension Insurance Scheme

• At the time of the termination of the tenure/service, staff members with a minimum of

2 years period of their tenure in the Institute shall be paid as “End of Service Gratuity” an amount equivalent to 15 days last salary and allowances (excluding housing allowance) for every completed year of satisfactory service subject to a maximum of 20 years. Fractions of year may be calculated proportionally. This will be applicable to all, from the President to the lowest level of staff. No end of service gratuity shall be paid in case of termination of service of a staff member on disciplinary grounds. (Approved by 2^nd ECI- CPR, 11 January 2010)

• The staff members in Category-I shall subscribe to Pension and Group Insurance Schemes on their own or through their respective

• All resident staff members in Category-II and III shall be covered by an appropriate Social Security or Pension Scheme of the host Government guaranteeing their health care and retirement benefits applicable to Iranian The contribution towards the Social Security Insurance Scheme shall be paid by the Institute on behalf of the staff members under relevant scheme.
• Staff members shall be entitled to compensation in the event of death, serious injury or illness attributable to their performance of official duties on behalf of the ECO Cultural Institute (ECI), in accordance with the modalities which will be adopted by the ECI – (Approved by 2^nd ECI- CPR, 11 January 2010)

CHAPTER – VI

Article –24

TRAVEL

• The President, Officials and Staff of the Institute shall travel on official business within the ECO region by sanction and discretion of the President. Approval of the Board of Trustees or Council of Permanent Representatives shall be required in case of travel outside the ECO region, unless covered under the approved programmes of

• Staff of the Institute and other officials authorized to travel on duty on behalf of the Institute under an approved travel order, shall be entitled to the reimbursement of their

travelling expenses. The President shall be entitled to travel in the first class and all other members of the Institute in the economy class.

• The Staff of the Institute and other officials authorized to travel on duty on behalf of the Institute under an approved travel order, shall be entitled to a Daily Subsistence Allowance (DSA), in accordance with the scales approved by the Board of Trustees, as shown in Annex III. If lodging is provided by the host Government or ECI, 50 percent of the Daily Subsistence Allowance shall be admissible. If the lodging is not provided, the President, Officials and Staff will be paid the actual accommodation charges of single-room accommodation not exceeding the amount of the Daily Subsistence Allowance admissible upon presentation of hotel invoice plus 50% of the respective DSA. (Approved by 2^nd ECI- CPR, 11 January 2010)

• The Institute shall cover the expenses of boarding and lodging of its officials and staffs on the official duty within and outside of the region if local hospitality is not extended by host If lodging is provided by the host government or organization, 50 percent of the Daily Subsistence Allowance shall be admissible. If the lodging is not provided, the actual accommodation charges not exceeding the amount of full Daily Subsistence Allowance shall be admissible upon presentation of Hotel invoice plus %50 of the respective DSA. (Approved by 18^th CoM, 9 March 2009, Tehran & 4^th BoT, 21 March 2009, Mazarsharif, Afghanistan)

Article – 25

Home Leave Passage

25. The cost of return home leave passage in accordance with the entitlement vide Article

24.2. shall be paid to the non-resident President and official/staff members, their spouses and upto a maximum of three dependent children upto the age of 21 years, once every two years.

Article –26

26. The  cost   of   travel   expenses   in   accordance   with   the   entitlement   vide Article 24.2 shall be paid to non-resident President and official/staff members, their spouses and upto a maximum of three dependent children upto the age of 21 years, on appointment and termination of service in the

CHAPTER – VII

OFFICIAL WORKING HOURS, HOLIDAYS AND LEAVE

Article – 27

27. Normal official working hours of the Institute shall be 40 hours a week and the Institute shall follow the official holidays of the country hosting its

Article – 28

Leave

Annual Leave

• The official/staff of the Institute shall accrue annual leave at the rate of two and one half working days per month of employment. Annual leave is earned for all periods of service except leave without pay in excess of two weeks per year. Depending upon the exigencies of services, the President shall determine the timing of annual leave to be availed by each member of the institute. Only a maximum of 15 days annual leave shall be carried over into subsequent years, and the accumulated leave which may be utilized at any one time shall not exceed 45 (forty five)

• In case where owing to exigencies of service an official/staff member cannot avail annual leave, the encashment thereof on the basis of the basic salary upto a maximum limit of 45 days shall be allowed at the time of termination of tenure/services or

Home Leave

• Non-resident staff of the Institute shall be entitled to utilize their annual leave as home leave after completing each two years of service. The cost of passage of non-resident employees and their dependents would be paid in the form of non-refundable and non-reroutable tickets directly purchased by the Institute.

Leave Without Pay

• Periods of leave without pay aggregating more than two weeks per year will not stand as a credit towards agreed tour of duty, nor towards the year of service for salary increment purposes or termination gratuities, nor will other leave accrue during each Such leave will only be granted under exceptional circumstances for one month for every year of service subject to a maximum of 12 months during the period of service.

Absence for Health Reasons and Sick Leave

• Personnel of the Institute shall be entitled, on production of a medical certificate, to sick leave without full pay and allowances for a maximum period of twenty one days in any one calendar year. This can be extended by another 21 days at half pay. Only in case of serious illness, the President may consider extending the period of leave on half

• Continuous absence due to sickness or accident, extending over more than three months, may be regarded by the President as grounds for termination of service.

• Frequent recurrence of short periods of illness may be regarded by the President as ground for termination of service. In such cases, the President may also require the members of the staff concerned to undergo further medical

• Maternity leave up to eight weeks (not to be charged against sick or annual leave) shall be granted to female members of the Institute on production of an appropriate medical

CHAPTER – VIII

MEDICAL CARE/HEALTH INSURANCE

Article –29

• Staff members of the Institute including the President and their immediate dependents as mentioned in Para 29.3 below, except resident staff in Category-III who shall be covered under an appropriate social security scheme vide Article 23.3, are entitled to medical and dental treatment at the ECO Cultural Institute’s (ECI) expense vide modalities proposed by the President and adopted by the ECI-Council of Permanent Representatives, within the following limits: (Articles 29.1.1 to 29.1.4 of the ECO Cultural Institute (ECI) Staff Regulations). (Approved by 2^nd ECI- CPR, 11 January 2010)

• Consultation with a medical practioner and the supply of drugs, medicines, therapeutic and pharmaceutical substances and appliances necessary for the treatment of diseases and ailments.

• Hospital treatment operations and specialized examinations and services at institutions approved by the Institute or specified by a medical practioner, provided that the medical practioner certifies that such treatment operations and specialized examinations and services are

• Dental services for the treatment of diseases of the gums and teeth and teeth replacement excluding the use of gold and other precious

• Maternity

Medical Care for Cosmetic Treatments

• Expenses for cosmetic surgeries and treatments such as plastic surgery, teeth implantation, teeth orthodontics, skin beauty creams and relevant medicines, are not covered under this scheme. (Approved by 2^nd ECI- CPR, 11 January 2010)

• The cost of appliances mentioned in paragraph 1.1. above, except in urgent cases of medical necessity, will be met by the Institute only if the official member has obtained the Institute’s approval prior to purchase.

• For the purpose of this medical scheme, immediate dependents must be resident in Tehran with the staff members, and include wife and three children up to the age of 21 years. Age limitation in this Para shall not apply to disabled children. (Approved by 2^nd ECI- CPR, 11 January 2010)

• Non-resident member will normally pay their own medical expenses in the first instance and then submit a claim on the prescribed form supported by receipt bills (which will be retained by the Institute and the appropriate prescriptions certified by the medical or dental practitioner.

• Only in the following special circumstances the refunds will be made by the Institute on production of medical certificate for treatment undertaken without the recommendation of a practitioner nominated by the Institute.

• When the official/staff member falls ill while on duty outside

• When the official staff member or his dependants are on home leave/

• Leave within the Region and need immediate medical

• Non-resident members and their dependants could receive medical treatment abroad provided that three medical practitioners nominated by the President examine him and certify that adequate facilities for treatment of his disease or ailment is not available in the ECO Member countries. In such cases, only the actual expenses of medical treatment shall be paid by the Institute.

• In all cases of medical and dental treatment mentioned in this Chapter, the Institute shall pay 80% of the medical expenses and 50% of the dental expenses. Cost of treatment in respect of diseases or ailments known or subsequently proved to have existed before an official/staff member joins the Institute will not normally be met under this Exceptional cases may be permitted, however, where such treatment is of a temporary nature.

CHAPTER – IX

ENTRY INTO FORCE, IMPLEMENTATION AND AMENDMENTS

Article – 30

30. The present Regulations, once approved, shall come into force with immediate

Article – 31

31. Amendment to these Regulations and its Annexes, proposed either by a Member State or by the President shall require the approval of the Council of Ministers or the Board of

Annex-I

Staff Strength of the ECO Cultural Institute

1. President

2. The Remaining posts are classified into categories and grades as follows:

Total 24 Staff                                       *Grades are in descending order of seniority. Category I                             D3, D2,D1

Category II               P3,P2,P1 Category III             A3,A2,A1

Staff in categories II and III shall be national or resident of the host country as far as possible (600-14E)

** Approved by 2^nd ECI- CPR, 11 January 2010.

10BAnnex-II

Salary Scale

5BECO Cultural Institute

1. The Salary Scale* of the President and the staff of ECO Cultural Institute for various grade shall be as follows:

*This new Salary Scale has been adopted by ECI-Board of Trustees at its sixth session, held in Khujand, Republic of Tajikistan, on 22 March 2015.

2. The Daily Subsistence Allowance (DSA) rates shall be as follows:

* All figures in US$

23BECO CULTURAL INSTITUTE, TEHRAN

24BLetter of Appointment

No. Mr…………….

You are appointed as ……………………. in the ECO Cultural Institute, Tehran. The terms and conditions of this appointment are indicated as below:

1. The appointment is subject to provisions of ECO Cultural Institute’s regulations, rules framed thereunder and the Staff Regulations and Financial Regulations and associated Rules and Procedures which may be duly made in such regulations and rules from time to time.

1. The appointment will take effect from ………………………

• The appointment is sanctioned in Category I, II, III, IV: A3, A2,

1. Terms of appointment is four (4) years. (In the absence of renewal, it will, therefore, expire without prior notice on expiry date of the present terms of appointment i.e. from the date you assume duty till the completion of four (4) years terms).

1. Monthly Emoluments: US$ Per Month

–           Salary scale:                                                                                           ——————-

–           Conveyance Allowance:                                                                     ——————-

–           House Rent Allowance:                                                                     ——————-

Total:                                                                                                      ——————-

1. Annual Increments:

As per Staff Regulations (Chapter IV) (Article 12).

• Other Benefits:

• Provident Fund and End of Service Gratuity: As per Staff

• Medical Care: As per Staff

• Children Allowance: As per Staff Regulations (Chapter IV) (Article 13.1) Staff members shall receive a monthly allowance of US$60/- for their first child and US$30/- for every other child upto a maximum of three children less than 21 years of age.

• Travelling Expenses: As per Staff Regulations, Economy Class air tickets on joining the duty and on completion of tenure for self and family (spouse and upto a maximum of three dependent children upto the age of 21 years) shall be admissible.

• Installation/Transfer Grant: As per Staff

• Home Leave and Other Leave: As per Article 25 and 28 of Staff

• Obligations and Privileges:

Obligations and Privileges of the Staff members are enumerated in Articles 1,2,3 and 4 in Chapter I of the Staff Regulations.

1. Medical Certificates:

According to Article 8.4 of Staff Regulations, the staff member is required to submit a medical certificate stating that he/she is free of diseases and infirmity that may hinder the exercise of his /her duty and represents risk to others.

1. Separation from Service:

Separation from the ECO Cultural Institute may occur according to the provisions enumerated in Article 18, Chapter V of the Staff Regulations.

1. Oath:

Staff members shall make the required oath as indicated in Article 9.2 and 9.3 of the Staff Regulations(Staff members shall affix their signature on the text of the oath enclosed herewith to be witnessed by the Executive Director /ECI or Administrative Officer/ECI).

Dated …………….                                                                              …………………………..

President

ECO Cultural Institute

25BAcceptance of Appointment

I hereby accept the terms and conditions specified in the letter of appointment addressed to me and those laid down in the Staff Regulations and Financial Regulations of the ECO Cultural Institute, together with such amendments as may be duly made to the said Regulations. I also hereby submit the text of the oath duly signed.

Dated: ………………………..                                                                         …………………………

Signatures of Appointee

Witness:         Executive Director/ ECI Or

Administrative Officer /ECI

26BTEXT OF THE OATH

“I solemnly swear (undertake, affirm, promise) to carry out with loyalty, discretion and conscience the functions entrusted to me as a staff member of the ECO Cultural Institute and to discharge these functions and regulate my conduct with the interest of the Institute utmost in view, and further not to seek or accept instructions in regard to the performance of my duties from any government/organization or other authority external to the ECO Cultural Institute.”

Dated: ………………………..                                                                …………………………

Signatures of Appointee

Witness: Executive Director/ ECI Or

Administrative Officer /ECI

27BCONFIDENTIAL

ECO CULTURAL INSTITUTE, TEHRAN

Annual Performance Planning and Appraisal Form

(for the period ending 31^st December,                   )

• Performance Goals (1^st Quarter of the Year)

(Ref.10.1.1. of Article 10 of Staff Regulations)

Relative to directly contributing to or supporting the achievement of ECI goals and objectives

21BINITIALS

Reporting Officer                             Counter-signing Officer

1. Performance Assessment & Review (Last Quarter of the Year)

(Ref 10.1.2 of Article 10 of Staff Regulations) Relative to the performance of ECI goals agreed upon:

Performance Over-All  ( Whole Year )

(Ref. 10.1.1 of Article 10 of Staff Regulations)

6BRelative to (a) performance goals; (b) areas of strength  and (c) areas of performance:

]

]

]

[

Signatures of Reporting Officer:

Signatures of Counter-Signing Officer:

President, ECI

FINANCIAL   REGULATIONS OF THE ECO CULTURAL INSITUTE

PREAMBLE

These Regulations shall govern the financial administration of the ECO Cultural Institute and financed through centralized annual budget contributed by the Member States.

Article – 1

General

1. When the Board of Trustees of the Institute or the ECO Council of Ministers or the Council of Permanent Representatives are considering questions involving expenditure by the Institute, the President of the Institute shall report on the financial implications

Article – 2 Financial Year

2. The financial year shall run from the first day of January to the last day of

Article – 3 Preparation of the Budget

• The annual budget estimates of the Institute shall be prepared by the President of the The draft budgets shall be available for examination by member Governments not later than four months before the beginning of the financial year.

• The Board of Trustees of the Institute is the principal organ to examine and approve the budget of the Institute. On occasion that meeting of the Board of Trustees is not foreseen, the ECO Council of Permanent Representatives and ECO Council of Ministers shall adopt and approve the annual or supplementary budgets of the Institute.
• On the absence of the Board of Trustees the budget of the Institute shall be examined by member Governments and after incorporation of their views on the budget it shall be adopted by the Council of Permanent Representatives for submission to the Council of Ministers for final During the consideration of the budget by the Council of Permanent Representatives, finance and accounting experts of the Member States contributing to the budget may participate in the meeting of the CPR.

Article – 4

• The budget proposals shall be drawn up in accordance with the present budget format of ECO. If the proposed expenditure under any Chapter exceeds or falls short of the current year’s budget provision by 10 per cent, break-up of expenditure shall be given with general explanation in respect of extension or reduction of any existing

• If any major increase or decrease of activity involving a fluctuation of more than 10 per cent either way in any Chapter or addition of a new Chapter for any new activity is proposed, detailed explanatory information and such other evidence as may be deemed necessary to support the budget proposals in that Chapter will be attached to the budget documents in the form a self-contained Institute note for approval by the Board of Trustees or the relevant ECO

Article – 5

5. The budgets shall be drawn up in US dollars.

Article – 6

• The budgets are normally approved before the beginning of the new financial year.
• If the budgets have not been approved before the beginning of the new financial year, the President of the Institute shall be authorized to make payments to sustain Institute’s essential functioning on the basis of the authorization given by the Council of Permanent Representatives according to the provisional budget.

• If the Board of Trustees or the ECO Council of Permanent Representatives is unable to meet or adopt the budget before the beginning of the new financial year, the President of the Institute shall be authorized to make payments to sustain Institute’s essential functioning on provisional basis for a maximum period of three months on the basis of the budget approved for the previous financial

Article – 7 Supplementary Budget

7. Supplementary budgets should be avoided so far as possible. However, if the necessity for a supplementary budget should arise, it may be submitted to the CPR for approval at least two months before the time during which the actual expenditure has to be made.

Article – 8

Application of the Budget

• The President of the Institute may transfer credits between items in any one Chapter upto 50% of the budget within the limit of the credit voted for the Chapter

• The President of the Institute may transfer funds between Chapters of the budget, upto 10 per cent whenever needed. Funds may only be transferred between Chapters under his authority and without reference to the Member Governments in order to meet unforeseen expenses on purposes for which expenditure has already been sanctioned by the Council of Ministers or the Board of

• All such transfers shall be shown in the financial statements referred to in Article 20, together with an explanation of the unforeseen

Article – 9

• Credits shall be available for commitment only during the financial year, to which they relate. The balance so available shall be transferred to a general reserve Expenditure from the general reserve fund in the subsequent

years shall only be made with specific authorization of the Board of Trustees or the ECO Council of Ministers.

• However, payments made during the first two months following the end of the financial year in respect of commitments properly incurred before the end of that financial year, shall be charged to the budget of that financial

• If payment of a commitment for the previous financial year has not been made before the beginning of the fourth month of the following financial year, the credits concerned shall be cancelled automatically and corresponding credits as necessary will be sought by means of a supplementary

• All transfers of money, cheques, financial commitments, payment orders and any other document related to the expenditure of the budget shall be sealed and signed by the President of the Institute and the Accounts Officer. The signature of Accounts Officer is required on the vouchers pertaining to all The President of the Institute may temporarily authorize the Executive Director to sign the above documents on his behalf.

Article – 10

Provision of Funds

• The appropriations approved by Board of Trustees or the ECO Council of Ministers shall be financed by contributions from Member States on equal or such proportionate basis as may be determined by the aforementioned organs in accordance with Article 7 of the Charter of the Institute.

• Funds available through means other than contribution of Member States such as donations, endowments and other resources as mentioned in Article 7 of the Charter, shall be kept in special accounts for implementation of certain

• After approval of the annual budget, the President of the Institute shall, within 14 days, advise the contributing States of their assessed contribution under the respective budgets and request them to remit funds.

• Contributions of Member States to the annual budgets shall be considered due and payable in full within 30 days of the receipt of the letters of assessment. However, a programme for the payments of contributions shall be prepared by the President of the Institute in consultation with the Governments of the Member States and submitted to them. In drawing up such a programme, the technical financial difficulties of Member States shall be taken into account to the extent consistent with meeting the financial requirements of the In no case shall contributions be payable before the beginning of the financial year. Any amount received in excess of the assessed share of a Member State shall, in consultation with the Government of the Member States concerned,

either be returned or held in a separate account on behalf of the concerned State for adjustment against its contribution in the following year/s.

• Contributions to the budget shall be payable in US dollars. The President of the Institute may, however, subject to the approval of the Board of Trustees or the ECO Council of Permanent Representatives, request member Governments to pay all or part of the contribution in other convertible currencies, if he considers such currency is

Article – 11

• The funds of the Institute shall be kept in a regularly scheduled Bank excluding any private investment, finance or trading Any change in the established arrangements shall require approval of the Board of Trustees or the ECO Council of Ministers.

• The President shall conduct all exchange operations necessary for the requirements of the Institute through the legal agencies against proper exchange

• The President shall designate the Executive Director or the Accounts Officer in the Institute who may disburse and receive funds on his/her behalf. All cheques issued by the Institute should bear at least two signatures, authorized by the President.

Article – 12

• Accounts shall be kept to show:

• amounts authorized, commitments undertaken, payments made, and available balances of authorizations – with respect to each item in the budget;

• assessments made against contributing Governments, together with the payments received from them and the balances remaining due;

• miscellaneous income;

• cash balance and balances at banks;

• other assets and liabilities of the

• The Institute shall also maintain documentation to support the accounts mentioned

• Special bank accounts shall be opened for the Termination Benefit account and the Contingencies account, and the funds provided in the budget for these purposes shall be transferred to the special bank accounts as soon as possible after the budgets are

• Payments from the Provident Fund shall be made in accordance with Staff

• A statement on the balances, income and expenditure from these accounts shall be attached to the auditor’s report each

Article – 13

Write Offs

• The President of the Institute may after full investigation, authorize the writing off on losses of cash, stores and other assets upto US$100/- in each case. A full statement of all such amounts written off shall be attached as an annex to the annual accounts.

• Cases involving sums in excess of US$100/- will be referred to the member Governments for their consideration and decision by the Board of Trustees or the Council of Permanent

Article – 14

Investments

14. The President of the Institute is authorized to take advantage of interest/profit accorded to deposits by the bank or banks in which the funds of the Institute are kept. Such interest/profit will be shown in the accounts under the Chapter for

Article – 15

Currency and Exchange

15. The accounts of the Institute shall be kept in the currency of the Budgets as laid down in Article-5.

Article – 16

Audit of Accounts

• The Audit Board appointed by the Board of Trustees or the ECO Council of Ministers shall audit the accounts of the
• The President of the Institute shall provide the Audit Board with all the facilities including necessary services it may require for the accomplishment of its
• The audit board shall submit their report to the President of the Institute for forwarding to the member
• The salaries, travelling expenses, subsistence allowance and all other expenses of the Auditors and their assistants shall be paid by their own

Article – 17

17. The accounts and financial statements for financial year shall be completed not later than four months after the end of the financial year and shall then be submitted to the Audit

Article – 18

18. The Board of Trustees or in its absence the ECO Council of Permanent Representatives shall examine the Audit Board’s report and any observations which the President of the Institute has made Approval of the report by the Board of Trustees or the ECO Council of Ministers shall authorize the closing of the accounts of the Institute for the financial year in question.

Article – 19

Effective Date

19. These Regulations once approved shall take immediate

Article – 20

20. Amendments to these Regulations, proposed either by a Member State or by the President of the Institute shall require the approval of the Council of Ministers or the Board of Trustees.