Appendix 2 of the Rules of Procedure of the General Conference : Procedure for the election of Members of the Executive Board
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I. Groupings of Member States for the purpose of elections to the Executive Board
As decided by the General Conference at its 40th session, the composition of electoral groups for the purpose of elections to the Executive Board and the distribution of seats on the Executive Board among the groups is as follows:
Group I (25) Nine seats
United Kingdom of Great Britain and Northern Ireland
Group II (25) Seven seats
Bosnia and Herzegovina
Republic of Moldova
Group III (33) Ten seats
Antigua and Barbuda
Bolivia (Plurinational State of)
Saint Kitts and Nevis
Saint Vincent and the Grenadines
Trinidad and Tobago
Venezuela (Bolivarian Republic of)
Group IV (44) Twelve seats
Democratic People's Republic of Korea
Iran (Islamic Republic of)
Lao People’s Democratic Republic
Micronesia (Federated States of)
Papua New Guinea
Republic of Korea
Group V (66) Twenty seats
Central African Republic
Democratic Republic of the Congo
Sao Tome and Principe
Syrian Arab Republic
United Arab Emirates
United Republic of Tanzania
II. Provisions governing the procedure for the election of Member States to the Executive Board
A. Submission of the names of candidate states
The Director-General shall ask each Member State, at least three months prior to the opening of any ordinary session of the General Conference, whether it intends to stand for election to the Executive Board. If so, its candidature must be sent to him or her at least six weeks, as far as possible, prior to the opening of the session, it being understood that candidate Member States may at the same time communicate to the other Member States and to the Director-General any information they consider relevant, including the name and curriculum vitae of the person they intend, if elected, to designate as their representative on the Board.
At least four weeks prior to the opening of the ordinary session of the General Conference the Director-General shall send Member States the provisional list of Member States candidates.
At the opening of the ordinary session of the General Conference the Director-General shall have drawn up and delivered to the Chairperson of the Nominations Committee and to each head of delegation a list of the Member States’ candidatures that have been transmitted to him or her by that date.
Subsequent candidatures shall be admissible only if they reach the Secretariat of the General Conference at least forty-eight hours before the beginning of the ballot.
The Nominations Committee shall submit to the General Conference a list of all the Member States candidates, indicating the electoral group to which they belong and the number of seats to be filled in each electoral group.
B. Election of Member States to the Executive Board
The election of Members of the Executive Board shall be conducted by secret ballot.
Before the ballot begins, the President of the General Conference shall appoint two or more tellers from among the delegates present and shall give them the list of delegations entitled to vote and the list of Member States candidates. The duties of the tellers shall be to supervise the balloting procedure, count the ballot papers, decide on the validity of a ballot paper in any case of doubt, and certify the result of each ballot.
The Secretariat shall prepare for each delegation an envelope without any distinguishing mark and separate ballot papers, one for each of the electoral groups.
The ballot paper to elect Member States for each electoral group shall be of a different colour from the others and bear the names of all the Member States that are candidates for election in that electoral group. The voters shall indicate the candidates for which they wish to vote by inserting the sign x in the box appearing opposite the name of each candidate in this way: ⌫. This sign will be considered as an affirmative vote in favour of the candidate so indicated. The ballot paper shall carry no other notation or sign than those required for the purpose of indicating the vote.
Ballot papers and envelopes shall be distributed to delegations by the Secretariat the day before the ballot, together with relevant information concerning the carrying out of the ballot. Each delegation shall be invited to choose a person to vote on its behalf.
The ballot shall be held in a room separate from the meeting rooms. This room shall be equipped with voting booths and with polling stations to which the delegations will be directed according to alphabetical arrangements corresponding to the names of their respective states. Ballot papers and envelopes shall also be available in the room.
Voting shall be supervised by the President of the General Conference (or by a Vice-President designated by the President) and by the tellers. They will be assisted by members of the Secretariat designated by the Secretary of the General Conference.
The tellers shall satisfy themselves that the ballot box is empty and, having locked it, shall hand the key to the President of the General Conference or the Vice-President designated by the President.
Delegates may cast their vote at any time within the period indicated for the ballot. Before placing the envelope in the ballot box, each delegate will be required to write his or her name on the list of Member States entitled to vote at the session and sign it. A delegate who comes forward to vote on behalf of his or her delegation will be presumed to represent that delegation, once the tellers have checked that he or she belongs to that delegation, it being understood that only one vote per delegation is allowed. To indicate the recording of each Member State’s vote, one of the tellers shall sign or initial the list mentioned above, in the margin opposite the name of the Member State concerned.
After the closure of the ballot, the counting of votes shall be carried out under the supervision of the President or one of the Vice-Presidents of the General Conference designated for this purpose by the President.
When the President of the General Conference or the Vice-President designated by the President has opened the ballot box, the tellers shall check the number of envelopes. If the number is greater or less than that of the voters, the President shall be informed, and shall then declare the vote invalid and announce that it is necessary to reopen the ballot.
The following shall be considered invalid:
(a) ballot papers on which a voter has cast an affirmative vote in favour of more candidates than there are seats to be filled;
(b) ballot papers on which the voters have revealed their identity, in particular by apposing their signature or mentioning the name of the Member State they represent;
(c) ballot papers on which the name of any candidate appears more than once;
(d) ballot papers containing no indication as to the intention of the voter;
(e) subject to the provisions (a), (b), (c) and (d) above, a ballot paper shall be considered valid when the tellers are satisfied as to the intention of the voter.
The absence of any ballot paper in the envelope shall be considered to be an abstention.
The counting of the votes for each electoral group shall take place separately. The tellers shall open the envelopes, one by one, and shall sort the ballot papers into electoral groups. The votes cast for the candidate Member States shall be entered on the lists prepared for that purpose.
When the counting of the votes is completed, the President shall announce, in a plenary meeting, the results of the ballot as specified in Rule 95 of the Rules of Procedure of the General Conference, separately for each of the electoral groups.
After the declaration of the results of the ballot, the ballot papers shall be destroyed in the presence of the tellers.
The lists on which the tellers have recorded the results of the vote, after signature by the President or the Vice-President designated by the President and by the tellers, shall constitute the official record of the ballot and shall be lodged in the archives of the Organization.