Plan of Operation

　Country: JAPAN

　Title of Project: International Institute of Seismology and
　　　　　　　　　　　　Earthquake Engineering (Phase II)

　Summary data

　UNDP(SF) allocation・・・・・US$694,500

　Consisting of:

　UNDP(SF) contribution US$655,000

　Government contribution towards

　local operating oosts US$39,500

　Government counterpart contribution in kind US$805,000

　Duration 4years

　Participating and Executing Agency: United Nations Educational,
Scientific and Cultural
Organization (Unesco)

　Co-operating Government Agency: Ministry of Construction

PREAMBLE

　For the purpose of the further development of the International Institute of Seismology and Earthquake Engineering to be undertaken by the Government of Japan (hereinafter reffered to as "the Government"), with the assistance of the United Nations Educational, Scientific and Cultural Organization shall act as the Participating and Executing Agency (hereinafter referred to as the "Executing Agency"), the parties agree that this Plan of Operating shall be subject to the Agreement signed on 31 October 1962 by the Government of Japan and the United Nations Special Fund concerning assistance from the Special Fund for the establishment of an International Institute of Seismology and Earthquake Engineering, and shall be the Plan of Operation provided for in Article I, paragraph 2, of the said Agreement. It has been established in three original copies.

I PURPOSE AND DESCRIPTION

1.1 Purpose

　The purpose of this second-phase project, the duration of which is four years, is to assist the Government in expanding the training programme and advisory services offered to developing countries by the International Institute of Seismology and Earthquake Engineering.

1.2 Description

1.21 During first phase of the project, between 1963 and 1968, the Institute offered one-year post-graduate courses in seismology and in earthquake engineering which, during the five years, were attended by 128 trainees to a number of developing countries in connexion with educational programmes and with reconstruction of areas damaged earthquakes.

1.22 The current ourrioulum if the Institute will be expanded and reorganised. Instruction will be given at two levels, in separate courses for advanced and regular trainees, as follows:

(a) Advanced training courses - Participants will be trained in research and teaching methodologies and will devote much of their time to research work and problems needing urgent solution in their home countries. The research assignments of participants will be selected in consultation with the Director and staff the Institute. Participants in the advanced course may also be requested to assist in the teaching of the regular courses.

(b) Regular training courses - The two alternative courses which have been offered so far in seismology and earthquake engineering will be continued but with some modifications:

(i) Seismology

　During the first half of the academic year the course will be essentially the same as the present course. For the second part of the year trainees are choice between 

(a) more intensive training in applied seismology including seismic soning and seismotectonios with more research and independent study; and 

(b) a new curriculum in instrumentation of data processing with emphasis on practical training in techniques for seismological observation.

(ii) Earthquake engineering

　Trainees will be given a choice between courses on building construction engineering and civil engineering construction. Trainees in both courses will be divided into theoretical research groups in design and construction.

1.23 The phase II project will ensure that seismologists and earthquake engineers in the advanced and regular training courses have a common technical knowledge and that each is conversant with scientific the and technical language of the other. Special attention will be given to improving communications between seismologists and earthquake engineers as there is a lack of real understanding of the problems. approaches and methods between these two fields of work throughout the world.

1.24 THe Advisory Services provided by the Institute will be reinforced during the second phase of the project. In response to specific requests from other countries, the Japanese staff of the Institute will collect and analyse data on damage caused by earthquakes, and will advice on programmes of reconstruction, technical measures to minimize damage in the event of future earthquakes, and education and training in the field of seismology and earthquake engineering.

1.3 Site

　The institute is housed in a building adjacent to the Building Research Institute of the Ministry of Construction, located in Shinjuku, Tokyo.

1.4 Language of Instruction

　The working language of the Institute is English, and all courses will be given in this language.

1.5 Requirements for admission

1.51 The required qualification for admission will be:

(a) for the regular training courses, a bachelor's degree, or the equivalent, in an appropriate field;

(b) for the advanced course, a master's degree or the equivalent, in an appropriate field.

1.52 All trainees must have a command of English sufficient for them to follow the course on instruction.

1.53 Candidates for fellowships to be awarded by the Executing Agency on behalf of the UNDP(SF) must be national of Member States of the United Nations or its Specialized Agencies.

1.6 Enrolment

　The breakdown by year of the number of trainees who will attend the regular and advanced training courses is given in Table 1,which shows also the sources of funds.

II PRIOR OBLIGATIONS

2.1 The Government will make available, in accordance with its relevant rules and regulations, the existing facilities of the International Institute of Seismology and Earthquake Engineering, including classrooms, offices and laboratories, as part of the Government's contribution.

III WORK PLAN

A. PARTICIPATION AND CONTRIBUTION OF THE UNDP (SF)

　The UNDP (SF) shall provide the following through the Executing Agency:

3.1
a. Experts

　A total of  114 man-months of expert service. Within the total of 114 man-months of expert of expert service minor adjustments individual post assignments may be made by the Executing Agency, in consultation with Government, if this is found to be in the best interest of the project.

b. Fellowship 

　Fellowships at an estimated cost of $268,000 Fellowships awarded under this Plan of Operation shall be administered in accordance with the fellowship regulation of the Executing Agency. Within the allocation of $268,000 minor adjustments of individual fellowships may be made if this is found to be in the best interest of the project.

c. Equipment and supplies

　Equipment and supplies at a cost not exceeding $62,600 (including the cost of their transportation and from the country of origin to the port of entry).

d. Miscellaneous local operating costs

　Miscellaneous services and facilities, falling under local operating costs, at an estimated cost of $31,500.

B. PARTICIPATION AND CONTRIBUTION OF THE GOVERNMENT

1. Counterpart Contribution

3.2 The Government shall, on the basis of its relevant and applicable laws and in accordance with its annual budgetary appropriations, provide the following as a counterpart contribution in kind:

a. Personal Services

　Professional staff. A total of 572 man-month of professional staff service. Within the total of 572 man-months of professional staff service minor adjustments of individual post assignments may be made by the Government, in consultation with the Executing Agency, if this is found to be in the best interest of the project.

　Non-professional staff. An estimated total of 672 man-months of non-professional staff service.

b. Fellowships 58 fellowships at an estimated total cost of $222,200.

　trainees allowances at an estimated cost of $-(n.a.)

c. Land and buildings

　Land and buildings at an estimated cost of $85,556.

d. Eqiupment and supplies

　Eqiupment and supplies at an estimated cost of $102,777

e. Advisery services

　Advisery services at an estimated cost of $22,222.

f. Misoellaneous

　Running costs and facilities, including installation and maintenance of equipment provided by the UNDP (SF) at an estimated cost of $151,772.

g. Cost of transporting and handing of equipment

　The cost of import and custom clearance of project equipment; its transportation from the port of entry to the project sites, handing, storage and related expenses within the country; its safe custody, insurance. and replacement if necessary, after delivery to the project site. 

h. Records and information

　The Government will, in accordance with its relevant rules and regulations, make available to the project any records and information necessary for its implementation. This will include reports, maps, records and other and other data which, in the opinion of the Executing Agency, would facilitate the operation of the project.

i. Housing

　The Government undertakes to assist project personnel in finding suitable housing accommodation at reasonable rents, whenever such assistance is required.

3.21 The services and facilities summarized in paragraph 3.2 above are detailed are in Appendix II and Table 2.

3.22 The estimated cost of the contribution as detailed in Appendix II below is based on the most realistic information available at the time of drafting this Plan of Operation. It is understood that price fluctuations during the period of execution of the project may necessitate an adjustment of said contribution in monetary terms; the latter shall at all times be determined by the value of the service and facilities required for the proper execution of the project.

ii Locating Operating Costs

3.23 With reference to the payments to be made by the Government under Article V, paragraph 1 (a) to (d) of the Agreement referred to in the preamble to this Plan of Operation, excepting the cost within the country for transportation of project supplies and equipment, which is a counterpart contribution, the Government shall pay to the UNDP (SF) in Japanese currency the equivalent of US$39,500 as a contribution towards local operating costs. This amount represents 15 per cent of the total estimated cost to the UNDP (SF) of foreign project personnel.

3.24 The contribution towards local operating costs, the equivalent of US$39,500,shall be deposited by the Government in Japanese currency to the credit of the United Nations Development Programme Contributions Account with the Mitsui Bank Head Office in TOKYO in accordance with the following schedule:

　Equipment of US$ 6,600 on signature of the Plan of Operation

　Equipment of US$ 7,700 1 May 1969

　Equipment of US$10,000 1 May 1970

　Equipment of US$ 9,600 1 May 1971

　Equipment of US$ 5,500 1 May 1972

　The amount payable in each instalment is determined on the basis of the United Nations operating rate of exchange in effect at the date the payment falls due or at the date payment is made, whichever is later. Payment of the above amounts on or before the dates specified is a prerequisite to operation.

C. ORGANIZATION

3.3 In addition to the UNDP (SF) there are five other parties concerned whose roles are defined hereunder:

3.31 The Executing Agency

　The Executing Agency shall be responsible for the satisfactory provision of the UNDP (SF) contribution, by providing due time the experts, fellowships and equipment mentioned in paragraph 3.1 above, in close consultation with the Co-operating Government Agency.

3.32Co-operating Government Agency

　The Co-operating Government Agency, which is the Ministry of Construction, shall be responsible for the provision of the Government Counterpart Contribution to the project, by providing in due time the professional and non-professional staff, the fellowships, the land and buildings, the equipment and supplies, and other services and facilities mentioned in paragraph 3.2 above. 

3.33 Borad of Consultants

　The General scientific and technical programme of the Institute shall be subject to periodic review by a Board of Consultants composed of three senior consultants appointed by the Executing Agency and three appointed by the Government, The Board will hold two meetings in Tokyo during the course of the second phase of the project, in 1969 and in 1971, the precise dates to be decided upon by agreement between the Executing Agency and the Co-operating Government Agency. The Board of Consultants shall, at each of three meeting:

(a) review the teaching, research and advisory activities of the Institute and assess the extent to which they attain their objectives;

(b) advice on what changes, if any, should be made to the teaching curricula in order to meet more precisely the needs of the trainees from developing countries;

(c) advice on any problem that may arise relating to the coordination of the contribution to the project of the UNDP (SF) with that of the Government;

(d) submit a report, containing the findings and recommendations of the Board, to the Executing Agency and to the Co-operating Government Agency.

3.34 International Project Personnel

　The international project personnel shall consist of the experts and consultants appointed by the Executing Agency with the approval of the Government, to serve on the project. One expert shall be designated as Chief Technical Adviser.

　In the discharge of his duties the Chief Technical Adviser, in consultation with the Director of the Institute, shall:

(a) be the normal channel of communication on administrative matters between the experts, the Director of the Institute and the Executing Agency; he shall report only to the Executing Agency;

(b) act as secretary of the Board of Consultants of the Institute (see paragraph 3.33 above);

(c) assist in the selection of candidates for UNDP (SF) fellowships;

(d) approve the lists of equipment to be supplied to the project by the Executing Agency and submit them to Unesco Headquarters for purchase in accordance with the normal procedures;

(e) be responsible to the Executing Agency for all equipment provided by the Executing Agency and for the local disbursement of the miscellaneous funds allocated to the project by the UNDP (SF) through the Executing Agency;

(f) be responsible for the submission to use Executing Agency, at the proper times, of the required  reports prepared by the experts and by himself on the implementation of the project, and

(g) in general in accordance with his judgement, take all necessary action to ensure the harmonious participation of the expert and fellows in the teaching and research activities of the Institute.

　In the discharge of their duties, the international experts shall:

(a) participate in the teaching and research activities of the Institute, as requested by the Chief Technical Adviser in consultation with the Director of the Institute;

(b) submit to the Executing Agency at the proper times, through the Chief Technical Adviser, the required periodic reports on their activities in the implementation of the project;

(c) in general, assist the Chief Technical Adviser and the Director of the Institute in the full development of the Institute's programme of activities.

　The Executing Agency shall appointed the three consultants who will serve, for the duration of the second phase of the project, as members of the Institute's Board of Consultants (see para. 3.33)

3.35 Counterpart Project Personnel

　The Co-operating Government Agency will be represented on the project by the Director of the Institute. He shall be responsible for the organization and administration of the Institute and for the implementation of its programme of teaching, research and advisory activities, into account the advice and recommendations of the Board of Consultants.

　The staff required for the operation of the Institute shall be provided by the Co-operating Government Agency in accordance with paragraph 3.2 above, and shall carry their duties as determined by the Director.

3.36 Equipment

　All material and equipment provided to the project in accordance with this Plan of Operation shall be used exclusively for the project.

　All equipment and supplies purchased for the project from UNDP (SF) resources shall remain the property of the UNDP (SF) as is specified in this Plan of Operation, and shall be administered on its behalf by the Executing Agency.

　Equipment provided to the project by the UNDP (SF) shall be marked with the insignia of the UNDP (SF) and of the Executing Agency.

D. SEQUENSE OF OPERATIONS

3.4 The Executing Agency shall commence execution of the project upon receipt of written authorization to do so from the Administrator.

3.41 Not including the period of active pre-operational planning at the project site by Executing Agency and Government project personnel, field operations are planned to commence on 1 September 1968 and to continue for approximately 4 years thereafter.

3.42 The planned Sequence of Operation for the project is set out in some detail in Appendix IV, Schedule of Operations.

IV. BUDGET

4.1 The estimated cost of the services and facilities to be provided for the project is detailed in the Plans of Expenditure appended to this Plan of Operation. Funds will be provided by the UNDP (SF) and Government as indicated below:

1. Allocation by the UNDP (SF) .....................................US$694,000

　Consisting of:

　UNDP (SF) contribution ....................................US$655,000

　Government contribution towards local operating costs .....US$ 39,500

2. Counterpart contribution in kind by the Government ..............US$805,000

V. REPORTS

　The Executing Agency shall submit periodic progress reports to the UNDP (SF) on the implementation of the project. Such reports shall, as appropriate, include an up-to-date Schedule of Operation. The timing and frequency of these reports are determined in operating procedures agreed between the UNDP (SF) and the Executing Agency.

　The Executing Agency and the Government shall exchange reports, the content and timing of which shall be agreed by correspondence.

　The Executing Agency and the Government shall, at the each of each calendar year, submit to the UNDP (SF) a joint certified inventory of project equipment purchased from the UNDP (SF) allocation and for which title remains with the UNDP (SF.)

　As soon as possible following the conclusion of project operations and not later than two month from that date, the Executing Agency shall submit a final comprehensive report on the project to the Administrator for presentation to the Government.

VI. CHANGES IN THE PLAN OPERATION

6.1 On the basis of periodic reviews of project activities the three parties to the project shall, as appropriate, confer to determine if any modification to the Plan of Operation be required. All modifications which shall be a matter of  agreement between the three parties, subject to their respective legal procedures, shall be reflected in Adjustments or Amendments to the Plan of Operation.

VII. STEPS TO BE TAKEN AT THE COMPLETION OF UNDP (SF) ASSISTANCE TO THE PROJECT

7.1 Within three month of receiving the final report the Government shall submit to the Executing Agency and the UNDP (SF) a report on the benefits derived from the project and the actions planned by the Government to implement the recommendations contains in the final report.

7.2 At the successful conclusion of the project the Government, Executing Agency and the UNDP (SF) shall consult with a view to transferring title to the Government, or to an Agency nominated by the Government, of that part of the equipment provided by the UNDP (SF) which is essential for the continued operation of the project or for activities following directly from the project.

　Agreed, on behalf of the Parties, by the undersigned:

　Government of JAPAN

　United Nations Development Programme

　United Nations Educational, Scientific and Cultural Organization