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UNICS

MUN Guide 1

Organizational Roles and Documents


Table of Contents
Organizational Structure and Roles ............................................................................................................. 2
I. Organizing Committee ....................................................................................................................... 2
Roles: ................................................................................................................................................... 2
II. Secretariat ........................................................................................................................................ 3
Roles: ................................................................................................................................................... 3
III. General Committee ........................................................................................................................ 6
Role of the General Committee: .......................................................................................................... 6
IV. Bureau: ........................................................................................................................................ 7
Role of the Bureau: .............................................................................................................................. 7
Documents produced: ................................................................................................................................. 7
1) Memorandum of the Secretary-General on the Organization of the xxth regular session of the
[insert name of MUN] General Assembly ............................................................................................ 7
2) Annotated version of the preliminary list of items to be included in the provisional agenda of
the [insert name of MUN] General Assembly ...................................................................................... 8
3) General Committee Report .......................................................................................................... 8
4) Secretary-General Reports ........................................................................................................... 8
5) Delegate Guide ............................................................................................................................ 8
6) Scripts for the Chair of each Committee ...................................................................................... 9
7) The Programme of Work for each Committee ............................................................................ 9
Timeline for Organizers ................................................................................................................................ 9
Other Documents: ..................................................................................................................................... 10
1. Sample Gantt Chart Timeline ......................................................................................................... 10
2. Sample Budget ................................................................................................................................ 10
3. Sample Sponsorship letter .............................................................................................................. 10
4. Sample Country Matrix ................................................................................................................... 10
5. Sample Committee Delegate List ................................................................................................... 10


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Organizational Structure and Roles

I. Organizers
Steering
Commi`ee Chair

Execuave
Commi`ee

Fundraising and Financing and


Programme Communicaaons Logisacs Sponsorship Budgeang
Commi`ee Commi`ee Commi`ee
Commi`ee Commi`ee

I. Organizing Committee

Mode of selection: Decided by the host institution, relevant teachers and/or students association.
Members of the Organizing Committees can share roles and/or responsibilities with the Secretariat
members once they are selected.

Roles:
1. The Steering Committee Chair heads the entire operation.

2. The Executive Committee, headed by a Chairman, oversees the work of the steering
committee(s) and makes basic decisions about the leadership roles to be simulated within the
General Committee and the Secretariat, duration of the conference, the Rules of Procedure that
will be used, how many days will be devoted to pre-conference activities and how many will be
devoted to simulating GA Plenary and GA Main Committees, external speakers etc. The
following committees are recommended:
3. The Programme Committee makes recommendations on which GA Main Committees, and
other committees, will be simulated, how many topics will be discussed in each Committee, and
drafts a Programme for the conference [See Documents section]
4. The Communications Committee develops a communication strategy to promote and brand the
conference and reach out to potential participants
5. The Logistics Committee proposes a venue, looks at housing and transportation for delegates,
proposes social events, manages the registration process
6. The Fundraising and Sponsorship Committee looks for sponsors of the conference in
the private sector, among foundations, etc.
7. The Financing and Budget Committee determines how much it is all going to cost and
manages the budget


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II. Secretariat Secretary


General

Deputy
Secretary
General

Under Secretary USG GA Aairs and USG Communicaaons Commi`ee


General (USG) for USG Economic Conference and Public
Poliacal Aairs and Social Aairs Management Informaaon Secretaries

II. Secretariat

Mode of Selection: Applications should be opened to all registrants for the conference, and a steering
committee convened to make selections. As per the size of the conference and preferences of the
organizers, selection should be done in a fair and transparent manner with wide geographic and
institutional representation and gender balance. The organizers themselves may also fulfill these roles.

Roles:
1) Secretary-General

a) Assisting in the selection of Secretariat members


b) Effectively leading the team of Secretariat members and overseeing the planning of all aspects
of the conference;
c) Managing the Secretariat members by assigning tasks to ensure an efficient and successful
conference;
d) Providing substantive guidance on the issues to be discussed at the conference and convening
meetings with his/her staff to plan and implement decisions;
e) Seeking assistance from the Under-Secretaries-General in drafting the Secretary-Generals
report to be presented to the General Assembly plenary on the theme of the conference
f) Preside over the plenary alongside the President of the General Assembly;
g) Presenting reports to the General Assembly Committees;
h) Communicating regularly with his/her senior staff to ensure that the Assemblys affairs are well
managed;
i) Updating the Executive Committee on all and any developments; and
j) Drafting a final report on the outcomes of the conference committees, Secretariat
roles and duties, including recommendations and best practices.


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2) Deputy-Secretary-General (optional, depends on the size of the conference)

a) Supporting the work of the Secretary- General and representing him/her at the plenary sessions
and in the GA Committees, if required;
b) Assisting the Secretary-General in managing the operations of the Global Model UN Secretariat,
in addition to all preparations for the conference;
c) Assisting the Secretary-General in managing the staff to ensure the smooth functioning of the
conference;
d) Coordinating with the Secretary-General in the preparation of his/her report to the General
Assembly Plenary; and
e) Communicating regularly with Secretary-General on all and any developments


3) Under-Secretary-General (USG) for Political Affairs (especially important to have when doing
Security Council simulations, effectively a political affairs expert)

a) Advising the Secretary General and staff members on political developments with information
and research support
b) Making substantive presentations to committees on political questions as and when required or
dictated by agendas and committee levels
c) Acting as a negotiator between blocs and advising delegates on political consequences of their
actions
d) Organizing meetings for the SG with country delegations if required

4) Under-Secretary-General for Economic and Social Affairs (very important to the work of the Second
and Third Committees, this USG is useful in making presentations on substantive issues to these
Committees, effectively an economic and social affairs expert)

a) Advising the Secretary-General and staff members with information and research support on
the substantive issues related to economic and social affairs and/or the theme of the
conference;
b) Supervise and train the Committee Secretaries to ensure that they are well prepared for their
roles in support of the Bureaux of the Committees (Chairperson, Vice-Chairpersons and
Rapporteur)
c) Making substantive presentations to committees on economic and social aspects as and when
required or dictated by agendas and committee levels

5) Under-Secretary-General for General Assembly Affairs and Conference Management (this position
is critical to the success of the conference because he/she oversees every logistical aspect of the
conference, and must coordinate closely with or take on the roles of the Logistics Committee)

a) Managing the details of the logistics of the committees;


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b) Ensuring the efficient management of all meetings, including all conference services the
content and issuance of the daily journal or newsletter, the timely availability and distribution of
documents, translations and interpretation, speakers lists and the staffing support for each
meeting;
c) Overseeing the logistical requirements of the process of drafting and finalizing resolutions to
ensure the timely availability of the final resolution/s for adoption at the end of the conference,
including managing printers, projectors etc;
d) Providing support for the work of the Committee Secretaries;
e) Supervising volunteer staff that will serve as part of the conference logistics team;
f) Monitoring the room set-ups for Opening/Closing ceremonies, as well as for the committees;
g) Welcoming delegates to the Global Model UN Conference by distributing registration packets;
and
h) Communicating regularly with the Logistics Committee, the SG and the DSG


6) Under-Secretary-General for Communications and Public Information

a) Raising the visibility of the conference through communicating among the delegates as well as
communicating with the external media environment;
b) Contacting media houses and liaising with the media to cover the conference
c) Conducting and organizing interviews for media houses, as well as for the conference newsletter
d) Issuing press releases on committee proceedings, events and the conference as a whole
e) Documenting the conference and
f) Publishing a newsletter that keeps the delegates up to date on what is happening

7) Secretary (one per Committee, perhaps the most important position on the Bureau, the Secretary is
responsible for advising the Chair on matters dealing with the Rules of Procedure, providing scripts
of what the Chair needs to say during each Committee meeting, liaising with delegates regarding
requests to be put on the Speakers List, tabling resolutions and amendments, etc.)

a) Opens the committee session as Interim Chair before the Chairperson is elected by the
committee
b) Provide continuous guidance and advice to the Chairperson concerning the organization of
work, status of negotiations, and conduct of business including interpretation of the rules of
procedure;
c) Prepare the talking points and scripts for the Committee Chairperson for each Committee
meeting in consultation with the Chairperson;
d) Be expected to respond to informal questions on the Committees agenda and follow-up with
delegates on issues related to the Committees agenda;
e) Provide procedural guidance to the Chairperson while seated at the podium alongside the
Chairperson and Rapporteur;
f) Be well versed in the rules of procedure, Committees and UN resolution processes;
g) Be expected to be knowledgeable about the substantive work of his/her Committee, particularly
as it relates to the theme of the conference and general Member State positions on
the issues; and


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GA President


GA Vice III. General
Presidents Commi`ee


GA Commi`ee GA Commi`ee
Chair Chair

GA Commi`ee GA Commi`ee
Vice-Chairs Vice-Chairs IV. Bureau

GA Commi`ee GA Commi`ee
Rapporteur Rapporteur

III. General Committee


Mode of Selection: Applications should be opened to all registrants for the conference, and a steering
committee convened to make selections. As per the size of the conference and preferences of the
organizers, selection should be done in a fair and transparent manner with wide geographic and
institutional representation and gender balance.

Role of the General Committee:


1. Discusses draft agenda and organization of session and submits a report to GA (P) in its first
session containing recommendations on:
a. Inclusion of agenda items
b. Allocation of agenda items or aspects of agenda items to the Main Committees
c. Time frames for Main Committees work, time limits for speeches etc
2. Makes recommendations on conduct of meetings, meeting records and documentation


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IV. Bureau:
Mode of Selection: Applications should be opened to all registrants for the conference, and a steering
committee convened to make selections. As per the size of the conference and preferences of the
organizers, selection should be done in a fair and transparent manner with wide geographic and
institutional representation and gender balance.

Role of the Bureau:


1. Managing the Committee proceedings and maintaining order
2. Maintaining complete control over rulings on matters of procedure, time limitations for
speakers, and making decisions on extending, curtailing or adjourning debates (Particularly the
President of the GA)
3. Declaring the opening and closing of each meeting of the committee, directing its discussions,
ensuring observance of the Rules of Procedure by ruling on all Points of Order, granting the right
to speak, and announcing decisions (Particularly Chairpersons)
4. Drafting the Programme of Work for the Committee
5. Reporting on the Committees work in Plenary sessions
6. Choosing facilitators to help the committee reach consensus
7. Making recommendations to the Committee about the direction of debate- Even though the
Committee usually goes along with the Bureaus recommendations it always has the right to
question, make changes or even put those recommendations to a vote.
8. Vice-Chaipersons take over in the Chairpersons absence, and also act as facilitators in building
consensus in the committee
9. Rapporteurs are record-takers who take roll-call, manage committee volunteer staff and
oversee all documents produced by and for the committee.

Documents produced:

1) Memorandum of the Secretary-General on the Organization of the xxth regular session of


the [insert name of MUN] General Assembly
This contains recommendation of the Secretary-General on a draft agenda to be considered by the
General Assembly in its session, and any other items the Secretary-General wants to bring to the notice
of the committee. It is submitted to the General Committee in advance of the conference, and forms the
basis of the General Committee Report.

Prepared By: Secretary-General


Prepared for: General Committee
When: Before the General Committee decides on the agenda, at least two months before the
conference


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2) Annotated version of the preliminary list of items to be included in the provisional
agenda of the [insert name of MUN] General Assembly
This gives a brief history of each item proposed for inclusion on the agenda, lists selected documents
from the previous sessions and projects major documents (reports, etc.) to be submitted for discussion
under the individual items. This can help form the outline of the Secretary-Generals Report on each
agenda item.

Prepared by: Secretariat

Prepared for: Secretary-General and General Committee

When: Before the Secretary-Generals Reports are prepared, after the agenda is decided by the General
Committee

3) General Committee Report


Based on the draft agenda in the Memorandum of the Secretary-General, the General Committee offers
its recommendations as to which items it thinks the General Assembly should adopt, which items should
be allocated to each committee and the order in which they should be addressed.

Prepared by: General Committee

Prepared for: Delegates

When: Circulated two months before the conference, adopted at the first meeting of the GA Plenary

4) Secretary-General Reports
This is an in-depth report each topic to be discussed that gives the delegates an overview of the issue,
the challenges that need to be faced, what the UN has done so far, and what still needs to be done. It is
the equivalent of an MUN background guide and should be circulated to delegates well in advance of
the conference. It can be prepared by the Bureaux, vetted by the Secretariat and released by the
Secretary-General.

Prepared by: Bureaux and Secretariat

Prepared for: Delegates

When: Circulated 6-8 weeks before the conference, referenced in preambulatory clauses of the
resolution

5) Delegate Guide
This contains information about organization of the conference, what will be simulated, what topics will
be debated, guidelines on writing position papers, how to submit them, what will take place during
Plenary and Committee meetings, how to inscribe on the Speakers List, digital tools to help delegates
communicate prior to the conference and documents they will need to prepare, important
details about the Rules of Procedure and how they may differ from other conferences
delegates have participated in, a description of what is meant by consensus, information


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about regional groups, an overview of the process for tabling resolutions and amendments, description
of the awards policy, and information about the selection and role of Head delegates.

Prepared by: Organizing Committee, Secretary General

Prepared for: Delegates

When: 6-8 weeks before the conference

6) Scripts for the Chair of each Committee


These need to be done in advance of the conference to guide the Chair on what to say when managing
each phase of the Committees work. These scripts need to written with the objective to try to address
any situation that might come up. Standard situations include presenting the General Committee report

Prepared by: Secretaries of committees

Prepared for: Chairpersons

When: 1-2 weeks before the conference

7) The Programme of Work for each Committee


The organization of work essentially consists of a timetable in which the work will have to be performed
(e.g., how much time should be spent debating each item on the agenda, how long should speakers be
allowed to speak, how much time should be scheduled to take action on resolutions that have been
tabled) including the scheduling of any special events (e.g., when substantive experts should be invited
to speak to the delegates, etc.) While the General Committee puts together the Programme of Work for
Plenary meetings of the GA, the Bureaux do the same for work carried out within each Committee with
the assistance of the Secretariat and in consultation with the organizing committee members.

Once the programme of work has been informally agreed, it will be submitted to the delegates at the
opening session. Thereafter it is an important reference for the Bureau and for all delegates. The
committee aims for it to be completed by the end of the conference.

Prepared by: General Committee for GA Plenary, Bureaux for Main Committees

Prepared for: Bureauxs and Delegates

When: Prepared 1-2 weeks before the conference, submitted to delegates at the opening session

Timeline for Organizers


Make a timeline or a Gantt Chart to plan, assign and monitor tasks to different members of the
Organizing Committee and/or Secretariat. A sample Gantt Chart is included in this package.


10 Organizational Roles and Documents

Other Documents:

1. Sample Gantt Chart Timeline

2. Sample Budget

3. Sample Sponsorship letter

4. Sample Country Matrix

5. Sample Committee Delegate List