RPP 2002-2003
Department of Foreign Affairs and International Trade

Section IV: Departmental Organization

Departmental Organization

• the Minister for International Cooperation, who is responsible for the Canadian International Development Agency (CIDA);
• the Secretary of State (Asia-Pacific);
• the Secretary of State (Latin America and Africa) (Francophonie); and
• the Secretary of State (Central and Eastern Europe and Middle East).

The three secretaries of state represent and promote Canada's foreign policy and trade priorities within their designated regions or organization.

A number of other organizations outside the Department report to the Minister of Foreign Affairs, specifically:

• the International Development Research Centre, which helps communities in developing countries to address social, economic and environmental problems;
• the International Joint Commission, a joint Canada-U.S. body that manages and protects lake and river systems on the border between the two countries; and
• the International Centre for Human Rights and Democratic Development, an independent organization that promotes human and democratic rights.

The Minister for International Trade has additional responsibility for:

• the Canadian Commercial Corporation, an export sales agency that works to expand Canada's international trade;
• Export Development Canada, a financial institution that provides trade-related financial services to Canadian exporters and investors;
• the Northern Pipeline Agency, which oversees planning and construction of the Canadian portion of the Alaska Highway Gas Pipeline Project; and
• the North American Free Trade Agreement (NAFTA) Secretariat (Canadian Section), which helps administer the dispute settlement provisions of NAFTA.

The Department has its headquarters in Ottawa and serves Canadians across the country through 29 passport offices and a network of regional trade commissioners. Outside Canada, the Department operates some 137 diplomatic missions (embassies, high commissions, consulates) and 27 satellite offices in 97 countries, assisted by a further 108 honorary consuls. Canada's representatives are accredited to 192 countries around the world.

The missions and other offices abroad are an essential component of the Department. By providing a kind of one-stop shopping for federal services and functions in other countries, they demonstrate the Department's ability to manage issues horizontally and coordinate a broad range of activities. These include trade promotion, political and economic relations, immigration and tourism services as well as international assistance to Canadians travelling, working or doing business abroad.

At its headquarters, below the level of deputy minister, the Department has a Legal Adviser and 10 assistant deputy ministers (ADMs). Six of these ADMs are responsible for the Department's eight functional business lines (see table on next page); they develop policies and initiatives to achieve the specific objectives of those business lines worldwide. The business lines form the structure for managerial accountability in the Department and provide the organization for the Department's plans, estimates and performance reports to Parliament. These six ADMs are also accountable for nine missions to international organizations.

The Department's four other ADMs are in charge of policies and operations for specific geographic regions: Africa and the Middle East (32 missions, 6 satellites); the Americas (34 missions, 10 satellites); Asia-Pacific (27 missions, 6 satellites); and Europe (44 missions, 5 satellites). These four ADMs, as well as the Legal Adviser, ensure the horizontal coordination and appropriate delivery of all business line policies and initiatives in their region(s) or field of jurisdiction.

The Department's employees are divided into three distinct categories: rotational, non-rotational and locally engaged. Both the rotational and non-rotational are referred to as Canada-based and the numbers below refer to actual people, not positions.

• Over 1900 members of the foreign service are rotational, relocating regularly between Ottawa and missions abroad. This group is made up of senior executives, foreign service officers (trade commissioners and officers dealing with political/economic issues), management and consular staff, information technology specialists and administrative support personnel.
• Approximately 2100 non-rotational employees work both at headquarters (mostly in Corporate Services, Passport Services or Services to Other Government Departments) and at regional passport offices and trade centres across Canada.
• Approximately 4700 locally engaged staff work at Canadian missions abroad in administration or program areas, such as international business development, public affairs and cultural activities. One third directly support the work of other departments, particularly the immigration program. These employees provide local expertise, including language proficiency, and ensure smooth and efficient continuity of service in Canada's missions abroad.

Adjustments include items identified for DFAIT in the Federal Budget of December 2001 for which DFAIT will seek spending authority via Supplementary Estimates.

*Totals may not add due to rounding.

Section V: Annexes

Financial Information

Table 1: Capital Spending by Business Line ($ millions)

Table 2: Details on Major Capital Project Spending ($ millions)

PPA denotes preliminary project approval by the Treasury Board and indicates that the project is still in the planning stage.

EPA denotes effective project approval by the Treasury Board and indicates that the project is being implemented. Totals may not add due to rounding.

Table 3: Summary of Transfer Payments by Business Line ($ millions)

Table 4: Details of Transfer Payments Programs

Grants

International Security and Cooperation

Business Line Objective: Work toward a peaceful, law-based international system reflecting Canadian values, in which Canada is secure from threats.

Grants in lieu of taxes on diplomatic, consular and international organizations' property in Canada ($6.4 million) Planned Results: This grant exists to fulfil Canada's international obligations to foreign diplomatic and consular missions pursuant to the Vienna Convention on Consular Relations as well as obligations pursuant to headquarters agreements in force between Canada and international organizations.

Milestone: As stated above, the purpose of this grant is to pay the tax charges that would normally have been billed to property owned by foreign countries that is recognized as for official use (ambassador residences, chancery, embassy). Regular monitoring of the number of properties that are eligible takes place. The Department also monitors that the payments for the pre-approved properties are made in the required time frame.

Public Diplomacy

Business Line Objective: Creation of interest and confidence in Canada's role in the world and fostering of an international public environment favourable to Canada's political and economic interests and Canadian values.

Grants in Aid of Academic Relations ($13.5 million)

Planned Results: The purpose of grants in aid of academic relations is to foster an informed, well-disposed and sustained interest in Canada among foreign professionals and leaders; provide effective Canadian policy responses in education to a changing international environment; and expand markets for Canadian educational services abroad.

Grants in Aid of Cultural Relations ($7.8 million)

Planned Results: The purpose of grants in aid of cultural relations is to ensure the presence of Canadian professional artists in high-quality cultural presentations abroad; engage foreign agents and impresarios in Canadian arts festivals and showcases; achieve an adequate representation of Canada in arts promotional activities abroad; and expand markets for Canadian cultural products and services.

Milestones: (applicable to both grants in aid of academic relations and grants in aid of cultural relations) In fiscal year 2002-2003, the Department will implement a Results-Based Management and Accountability Framework that specifically covers the above-mentioned grants. This framework will provide the necessary performance measurement, monitoring, audit and evaluation of the agreed short-term, intermediate and long-term outcomes.

Contributions

International Security and Cooperation

Business Line Objective: Work toward a peaceful, law-based international system reflecting Canadian values, in which Canada is secure from threats.

Assessed Contributions to International Organizations ($188 million)

Planned Results: Canada has membership in a wide range of international organizations. The purpose of membership is to further the Government's foreign policy goals and provide it with a voice in the international community. To this end, the Department makes contributions to international organizations, often in the form of dues or membership fees. These are assessed based on a number of factors, the most common being a percentage of gross national product. The Department is just one of a number of government departments and agencies that participate in the activities of these organizations.

Assessed Contribution to UN Peacekeeping ($121 million)

Planned Results: Under the Canadian Interests Abroad Program, it is a primary objective of political and international security affairs to contribute to international peace, stability and the rule of law. One of the principal means of achieving this objective is through UN peacekeeping operations that are authorized by the UN Security Council.

Peacebuilding and Human Security Program ($6.5 million)

Planned Results: This program was created to advance Canada's foreign policy objectives for human security, which were determined through a broad interdepartmental consultative process. They include the following priority areas: protection of civilians, peace support operations, conflict prevention, accountability and public safety. In its first fiscal year of operation, the program has been very successful in funding practical, action-oriented projects in support of Canada's human security agenda.

International Business Development

Business Line Objective: To contribute to the creation of employment and prosperity in Canada by assisting the Canadian business community in taking full advantage of international business opportunities and by facilitating investment and technology flows.

Program for Export Market Development ($9.5 million)

Planned Results: The Program for Export Market Development (PEMD) helps Canadian companies enter new markets by sharing the costs of activities that companies normally could not or would not undertake alone, thereby reducing the risks involved in entering a foreign market. Eligible costs and activities include market visits, trade fairs, visits of incoming buyers, product testing for market certification, legal fees for international marketing agreements, transportation costs of offshore company trainees, product demonstration costs, promotional materials and other costs necessary to execute a market development plan. The program also shares the cost of preparing bids on major capital projects outside Canada.

Milestone: PEMD activity costs are shared on a pre-approved, 50-50 basis, supported by documented proof of actual expenses. The contribution is repayable, based on the sales volume achieved in the target market by the company, further to receiving the assistance.

Trade, Economic and Environmental Policy

Business Line Objective: Contribute to economic growth by creating jobs and prosperity in Canada by effectively managing Canada's trading relationships and liberalizing trade and capital flows around the world, based on clear and equitable rules that reflect Canadian interests.

World Trade Organization ($5.3 million) and Organization for Economic Cooperation and Development ($8.8 million) Planned Results: Contribution spending by this business line is non-discretionary, representing assessed contributions arising from Canada's membership in two international financial organizations that aim to contribute to economic growth.

Table 5: Sources of Respendable and Non-Respendable Revenue ($ millions)

Table 6: Net Cost of the Department for 2002-2003 ($ millions)

Table 7: Passport Office Revolving Fund Statement of Operations ($ millions)

Table 8: Passport Office Revolving Fund Statement of Cash Flows ($ millions)

Table 9: Projected Use of Passport Office Revolving Fund Authority ($ millions)

Table 10: Sustainable Development Strategies

As required by the Auditor General Act, the Department tabled Agenda 2003: A Sustainable Development Strategy for the Department of Foreign Affairs and International Trade in February 2001. It provides a framework for the sustainable development (SD) intentions of the Department in the 2001-2003 period. Below are the six goals in the Strategy. Some of the commitments are specific to the 2002-2003 period, and others have been extracted from this year's business planning process.

1. Make sustainable development an operating premise for the Department:

• Ensure that the SD Task Force continues to work with senior management to monitor progress, identify opportunities and promote capacity building and dialogue on policy integration of SD. The Task Force will oversee the development of a policy paper on the integration of SD at DFAIT for Policy Board consideration and action by December 2002 (once outcomes of the World Summit on Sustainable Development are known).
• Implement environmental management programs for 11 priority areas by March 2003, including energy, solid waste, land use, contaminated sites, procurement, emergency response, fuel storage tanks, ozone-depleting substances, water, hazardous materials and vehicle fleets.

2. Improve the trade-environment interface:

• In keeping with Canada's Framework for Conducting Environmental Assessments of Trade Negotiations, ensure that environmental assessments are initiated and applied to upcoming multilateral trade negotiations at the World Trade Organization and the Free Trade Area of the Americas and to bilateral trade negotiations such as those with Singapore and the Central America Four (Nicaragua, Honduras, El Salvador and Guatemala).
• Implement the International Forestry Partnerships Program in cooperation with selected missions in Europe, the United States and Japan to facilitate the communication of objective, science-based information on Canada's sustainable forest management policies and practices to decision makers in our major markets for forest products.

3. Promote sustainable development in the Department's international activities:

• Ensure Canadian and international progress on climate change issues in conjunction with other key departments and agencies that would allow for ratification of the Kyoto Protocol by 2003.
• Implement the Canada-U.S. Great Lakes Binational Toxics Strategy by 2003 to virtually eliminate the release of certain persistent toxins.
• Work with the International Development Research Centre, CIDA and Natural Resources Canada and with other interested countries to expand the International Model Forest Network and put it on a more secure financial basis by mid-2002.
• Conclude negotiations with France by 2003 to permit the safe and sustainable extraction of oil and gas from reserves straddling Canadian and French areas of jurisdiction near St. Pierre and Miquelon.

4. Clarify the place of human security and human rights in sustainable development:

• Complete the Phase Two review of implementation of the Organization for Economic Cooperation and Development Bribery Convention.
• Seek to complete negotiation of the UN Convention Against Corruption.
• Aim for the identification of regional child protection focal points in the Economic Commission of West African States, the Organization for Security and Cooperation in Europe and the Organization of American States.

5. Implement the sustainable development aspects of the Northern Dimension of Canada's Foreign Policy:

• Work with northerners to explore business opportunities in new economic areas that contribute to sustainable communities.
• Work to find other sources of financial support for the University of the Arctic's international mobility program.
• Improve communication and coordination regarding projects in Russia within DFAIT and with other government departments.

6. Prepare for the World Summit on Sustainable Development in 2002:

• Ensure the endorsement of concrete decisions to strengthen international environmental governance.
• Ensure the endorsement of increased capacity-building efforts by encouraging the implementation of multilateral environmental agreements by developing countries.
• Communicate the outcomes of the process and of the Summit to Canadians by late fall 2002 to build public understanding and support for the implementation of Summit decisions.

To review all of the commitments included in Agenda 2003, visit: http://www.dfait-maeci.gc.ca/foreignp/agenda2003/HTML/toc-e.asp.

Progress reports on meeting the commitments are available at: http://www.dfait-maeci.gc.ca/sustain/SustainDev/ProgressIndex2003-e.asp.

Table 11: Modern Management

In an effort to modernize the comptrollership function, a Capacity Check tool was developed to evaluate the current capacity of each department and agency. The evaluation examines the following elements: strategic leadership, motivated people, integrated performance information, integrated risk management, rigorous stewardship, clear accountability, and shared values and ethics. In addition, the Treasury Board Secretariat (TBS) created various groups and committees to exchange information and monitor progress. In the summer of 2001, TBS expanded this initiative from the 15 pilot departments to the rest of the government.

Based on the results of its Capacity Check (May 2001), the Department completed a Departmental Assessment. Taking into consideration the recommendations from both exercises, a Modern Management Strategic Action Plan has been developed and will evolve to capture the important change initiatives that are going on throughout the Department.

In the coming three years, the Department intends to modernize its management through initiatives grouped under three key result areas:

• Departmental strategic results will be realized through establishment of a results-based strategic planning process and a review of the scope and the nature of Canadian representation abroad.
• Integrated management regime will look at streamlining and modernizing management and administrative processes, rationalizing the Department's role as common-services provider, integrating management property infrastructure and implementing assurance services with internal audit.
• Effective management of human resources will be improved through enhanced recruitment and retention, restructuring of the FS (foreign service) group, broadening of the foreign service community, the development of a learning organization, the resourcing and streamlining of processes, workforce diversity and representativeness, and the establishment of a framework for values and ethics.

Initiatives under these three key areas should assist in creating a Department that is focussed on the achievement of results, that is flexible, that is guided by a clear set of values, and that is considered an employer of choice.

Table 12: Government On-Line

Context

Canadians are world leaders in the use of the Internet. They expect to receive up-to-date information and fast service on-line from many sources, including the federal government. Under the federal Government On-Line (GOL) program, each department and agency is undertaking ongoing initiatives to provide government services to Canadians via the Internet. This was identified as a priority in the 1999 Speech from the Throne which stated the government's intention to "be known around the world as the government most connected to its citizens, with Canadians able to access all government information and services on-line at the time and place of their choosing."

The GOL initiative has been extended to encompass a comprehensive five-year program (2000-2005). Its purpose is to develop and implement electronic service delivery using a client-centred model. The Department of Foreign Affairs and International Trade plays a key role in this effort by:

• placing on-line selected programs and services for Canadians travelling and doing business abroad, such as Passport Application On-Line and Consular Services On-Line;
• improving access of foreign citizens to Government of Canada information and programs where it serves Canada's interests to do so (on issues such as the facilitation of trade, investment, tourism, studying in Canada and promotion of Canada's values and positions on international issues); and
• providing the common service and telecommunications infrastructure for the government outside Canada, including the network of Canadian embassies and missions abroad.

The need for increased on-line function and service in the Department is supported by data showing a large number of people accessing the Department's Internet site (http://www.dfait-maeci.gc.ca). Currently, it attracts an average of one million visitors per month.

GOL is making it easier for citizens and businesses to find what they need through one-stop access points or portals. The main portal is the Government of Canada Web site (http://www.canada.gc.ca) at which services and information are organized not just by government department but also by theme, such as environment, or by client group, such as services for seniors.

In support of the government's single-window Internet access strategy, this Department is championing the interdepartmental effort to develop the gateway for non-Canadian clients (http://CanadaInternational.gc.ca) and its information clusters: Going to Canada; Doing Business with Canada; and Canada and the World. The Canada International gateway has been widely accessed during its first year, attracting about 21 percent of the visitors to the Canada site. This Department will continue to lead the development of clusters on both the Canadians Gateway (Travel at Home and Abroad) and the Canadian Business Gateway (Exporting/Importing). A second version of the Canada International gateway will be launched in time for use in 2002-2003, with content in Spanish, Portuguese, German and Chinese. Future language offerings may include Japanese, Arabic and Hindi.

Selected Departmental GOL Initiatives:

Section VI Supplementary Information

How to Reach Us: Information and Media Services

The Department of Foreign Affairs and International Trade provides two principal methods of access to its wealth of information resources and reference tools: the InfoCentre and the departmental Library.

The InfoCentre is a referral service and information resource centre where Canadians can obtain information on international markets and Canadian foreign policy. Publications prepared by the Department's officers in Ottawa and abroad are made available to clients through the following channels: the Enquiries Centre, FaxLink and the departmental Web site (http://www.dfait-maeci.gc.ca).

The departmental Library holds a unique collection of materials in both electronic and non-electronic format in areas of research relevant to the mandate of the Department. Selected services are available to Canadian and foreign clients conducting serious research in the subject areas of foreign affairs and international trade, where the fulfilment of their research needs is not mandated to public, academic or special libraries.

Enquiries Centre

The Enquiries Centre operates a toll-free (1 800 267-8376 in Canada) enquiries telephone line and acts as the Department's first line of contact with the public. Accordingly, the Centre responds to general enquiries about the Department's mandate, organizational structure and diplomatic representation abroad, trade-related enquiries concerning exporting procedures and foreign markets, and questions about Canada's foreign policy and involvement in international organizations. Where specialized knowledge is required, clients are referred to the Department's geographic or sectoral experts. The Centre also coordinates the storage and distribution of the Department's hard-copy publications.

FaxLink

The InfoCentre maintains two interactive fax-on-demand systems that provide access to departmental publications for both Canadian and foreign clients. FaxLink Domestic stores a wide variety of trade and foreign policy-related documents and is accessible within Canada only. The system can be reached by calling (613) 944-4500 from the handset attached to a fax machine (users must call the system from a fax phone). FaxLink International is a separate fax-on-demand system designed to respond to foreign investors, business people and those requiring general information on Canada. This system is accessible worldwide by calling (613) 944-6500 from the handset attached to a fax machine.

Media Relations Office

Working with Canadian and foreign media, the Media Relations Office of the Department promotes greater public awareness and knowledge of Canadian foreign policy and trade policy issues and initiatives. The Media Relations Office provides information to media on all aspects of Canada's foreign and trade policy and departmental operations. The Media Relations Office can be reached by calling (613) 995-1874 or faxing (613) 995-1405.

Main Publications

The Department is responsible for the publication of a large number of documents. It is possible to access them through http://www.dfait-maeci.gc.ca/english/news/public.htm.

Web Access

The Department of Foreign Affairs and International Trade has over 180 Web sites dealing with specific client needs both domestically and internationally. The departmental site and the sites of the special operating agencies, corporations and commissions that report through the ministers to Parliament are as follows:

Department of Foreign Affairs and International Trade: http://www.dfait-maeci.gc.ca
Canadian Commercial Corporation: http://www.ccc.ca
Canadian International Development Agency: http://www.acdi-cida.gc.ca
Export Development Corporation: http://www.edc-see.ca 
International Centre for Human Rights and Democratic Development: http://www.ichrdd.ca
International Development and Research Centre: http://www.idrc.ca
International Joint Commission: http://www.ijc.org
Northern Pipeline Agency: http://canada.gc.ca/depts/agencies/npaind_e.html
NAFTA (North American Free Trade Agreement) Secretariat: http://www.nafta-sec-alena.org
Passport Office: http://www.dfait-maeci.gc.ca/passport/menu_e.asp

For one-stop access to Government of Canada programs and services, visit: http://www.canada.gc.ca

or call:

1 800-O-Canada (1 800 622-6232) TTY/TDD 1 800 465-7735

Office Locations of the Department and of Related Organizations

Acronyms and Abbreviations

Acknowledgements

* The photograph of the Minister for International Trade, The Honourable Pierre Pettigrew, was taken by J.M. Carisse.