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D 1 UNIVERSAL .. POSTAL UPU International Bureau To: Weltpoststrasse 4 3015 BERNE — Member countries of the Postai SWITZERLAND Operations Councii (POC) T+41 313503111 — POC observers F +41 31 3503110 www.upu.int Contact: Ms Wendy Eitan (POC Secretary)/ Mr Jeremy Pawsey (POC Assistant Secretary) Berne, 28 November 2022 T +41 31 350 36 22/+41 31 350 3548 wendy.eitanupu.intfjeremypawseyupu.int Reference: 4880(DOP.EPSI)1 122 Subject: Invitation to the February/March 2023 POC standing groups session, 20 February to 3 March 2023 Dear Sir/Madam, On behaif of the Chair of the Postal Operations Councii, 1 wish to invite the POC members and observers to attend the POC standing group meetings. These meetings are to be heid atthe UPU International Bureau (IB) in Berne from 20 February to 3 March 2023, from 9.00 to 17.00 CET (UTC-I-1). The timetable and provisional agendas and meeting documents for the standing group meetings will be made avaiiabie on the UPU website at www.upu.int/en/Members-Centre. The session wiii be heid in hybrid format, namely, physicai participation on site in Berne, with remote partici pation for delegates unable to attend the session in person. 1 Registration ofparticipants Registration is compulsory for ali delegates. Ali deiegates participating in the session, whether in person or remotely, are required to register through the UPUs Event Management Ptatform (EMP). Registration wiiI open on 16 January 2023. Piease register at events.upu.int. Note that registration for observers and ad hoc observers wiii ciose on 3 February 2022. / Practicai information for deiegates attending in person can be found in Annex 1. ii Interpretation cosfs During the POC standing groups session, simultaneous interpretation wiii be provided. it shouid be noted that the cost of the interpretation services wili be divided among ali the participating countries (POC members and observers). Information on the choice of ianguages by UPU member countries at POC meetings is contained in the reievant articies of the POC Rules of Procedure. Accordingiy, UPU member countries that are not members of the POC but wiii be participating as observers in the POC standing groups session are asked to inform the iB, using the form provided in Annex 2, of the lan guage(s) that they wish to use. Yours faithfuily, MAJAU JA K0MM1JNIKATSIOOMM,7RIUM 02. 12. 2022 Director General N .4a/9- /  D UNIVERSAL Annex 1 to Ietter488O(D0P.EPS1)1122 .. POSTAL of 28 November 2022 D UNION Practical information for ali participants in the FebruarylMarch 2023 POC standing groups session Guidelines for delegation registration 1 To faciiitate the registration of member country delegations and other eligibie participants for the POC standing group sessions, the international Bureau would like to remind ali prospective participants of the applicabie guidelines, and provide the foiiowing step-by-step process for successfui registration: Step 1 Notification to the IB of the responsible entity and accreditor and of the composition of the — delegation (for member countries only) 2 The Event Management Platform enabies participants to register for ali UPU meetings. It streamlines the registration process and helps to ensure that UPU member countries are represented at meetings by ndividuais duly authorized and empowered by their national authorities. These individuais are referred to coi lectiveiy as the “delegations”. 3 In this connection, ali UPU member countries must provide: i) the name of the entity responsible for providing formal notification of delegates’ names (referred to as the responsibie entity”); and ii) the contact detaiis of the person within the responsible entity who wiIl act as accreditor on the EMP. Most UPU member countries have provided this information in order to register for previous meetings, and therefore aiready have a designated accreditor responsibie for vaiidating the registrations of their delegates for the meetings of the bodies of the UPU (Congress, CA and P00). 4 UPU member countries are asked to verify that the information sent to the POC secretariat regarding their designated accreditor for previous POC sessions is stili vaiid. UPU member countries that do not have a designated accreditor, or that need to communicate a change of accreditor, are asked to complete the form in Attachment 1 and return it to the POC secretariat as soon as possibie. Piease note that the 1B must be notified of the nomination of the designated accreditor by the competent governmental authority of the UPU member Country concerned, i.e. by the supervising ministry, department, embassy or permanent mission to the United Nations and other international organizations. 5 UPU member countries that have yet to compiete this first step are kindly invited to do so without further deiay. Step 2 — Participant registration (for member countries, observers and ad hoc observers) 6 Ali delegates from POC members and observers wishing to participate in the session, whether on site in Berne or remotely, are required to be registered. 7 Following registration, prospective participants wili receive an e-mail stating that their registration has been received and is pending confirmation. Step 3 Participant registration validation by the accreditor — — this step is required for confirmation of submitted registrations (for member countries only) 8 Subject to the formal notification requirements referred to above, accreditors are officiais named by the responsible entity of a member country as authorized to accredit the individual pending registrations of that organization’s delegation members (see § 3 and 4 above).  2 9 As a first step, ali accreditors must iog in to the EMP and update their profiies. Once logged in to the system, accreditors wili be able to review the pending registrations of their delegates (see step 2 above). 10 The accreditor must verify whether the person requesting registration is indeed a member of the organ ization’s deiegation. if not, the accreditor is expected to reject the persons registration request. Once the accreditor validates a registration request, the delegate concerned wili receive an e-maii stating that his/her registration has been confirmed. Should the accreditor reject a request, the person concerned wili receive an e-maii to that effect with the reasons for the refusai. 11 Please note that accreditors also attending the meeting must both register and accredit themseives. 12 Note that participants that are considered observers or ad hoc observers of the POC (e.g. United Nations, restricted unions, Consuitative Committee, international organizations) wiii be vaiidated by the iB and wiII not be requested to provide the accreditor information referred to in step 1. Step 4— Doubts and difficulties encountered during the above processes 13 in case of any doubts or difficulties encountered during the processes described above, UPU member countries and observers are kindiy invited to send an e-maii to one of the foiiowing addresses: — For technicai issues reiating to the EMP: [email protected]; — For ali other issues: [email protected].  Annex 1 .Attachment 1 to letter 4880(DOP. EPSI)1 122 of 28 November 2022 FebruarylMarch 2023 Postal Operations Council standing groups session Form to be completed by the relevant government entity of the UPU member country concerned (e.g. ministry, department, embassy or permanent mission to the United Nations and other international organiza tions, etc). Please return the completed form to the International Bureau by fax (+41 31 350 31 10) or e-maiI ([email protected]) by 3 February 2023 at the Iatest. Fuil name and title of person completing this form Mr DMs FulI name of entity Position/title Address Tel. Fax E-mail Date Signature Accreditor (ministry, regulator, designated operator, head office of observers, etc.) responsible for notifying the International Bureau of delegates’ names in advance of each Congress, CA and POC session; FuIl name and title of individual Mr DMs FulI name of accreditor entity Address Tel. Fax E-mail  Annex 2 to letter 4880(DOP.EPSI)1 122 f’ D POSTAL UNIVERSAL .. of 28 November 2022 , - -‘ To: POC Secretariat Universal Postal Union Weltpoststrasse 4 3015 BERNE SWITZERLAN D Fax: +41 31 3503110 poc.secretariat@upu. int UPU member country (including non-members of the POC invited as observers) The above POC member or observer wiII be using the foNowing Ianguage(s) of discussion during the February/ March 2023 POC standing groups session and wiII bear the associated cost in accordance with article 22 of the POC Rules of Procedure. D French Arabic English LJ Spanish If no declaration is made, the above Country wiII be automatically placed in the category deemed most appro priate, either according to its membership of a language group or on the basis of the language of disCussion it has Ch0Sen in the past. Sender Mr Ms Fu nction/title Address Fax Date Signature