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Carbon Neutral Public Service Programme

Carbon Emissions Reduction Plan Ministry of Foreign Affairs and Trade & New Zealand Agency for International Development

Date 18 March 2008 - For the period 2008 – 2012

The Government is committed to moving towards a carbon neutral public service.

The Ministry of Foreign Affairs and Trade is one of 34 Stage 2 core public service agencies that will be on the path to carbon neutrality by the year 2012.

Managing emissions is an important step in the context of carbon neutrality. Having measured the emissions, it will be necessary to research and initiate behaviour change to work towards reducing or maintaining emissions as much as practical and still be cost effective to implement. Any remaining emissions could then be offset to make the core public service carbon neutral.

The role of this emissions plan is to identify and record opportunities and initiatives that help to reduce or minimise emissions from MFAT’s operations.

Organisational Overview

The Ministry of Foreign Affairs and Trade exists to advance and protect New Zealand’s security and prosperity interests abroad. It is the channel through which the Government promotes its international agenda and deals with other countries and organisations. The Ministry of Foreign Affairs and Trade (MFAT) and the New Zealand Agency for International Development (NZAID) have 712 full time employees. A total of 498 staff are located in Wellington head office, 2 are in an Auckland office and 230 staff are overseas in 50 posts. The Ministry has a further local staff establishment of 381 serving its overseas operations. (Source of information MFAT 2007/2010 SOI).

Deputy Secretary

Programme 1

John McArthur Appointment Pending

Divisions

Americas
Asia

Overseas Posts

Americas: Brasilia, Buenos Aires, Los Angeles, Mexico City, Ottawa, Santiago, Washington
Asia: Bangkok, Beijing, Dili, Ha Noi, Hong Kong, Jakarta, Kuala Lumpur, Manila, New Delhi, Seoul, Shanghai, Singapore, Tokyo

Programme 2

Caroline Forsyth

Divisions

Economic
Trade Negotiations
Trade Policy Liaison
CEP/FTA Negotiators

Overseas Posts

New York, Vienna, Geneva (UN)

Programme 3

Divisions

Antarctic Policy
Consular
Environment
International Security and Disarmament
Legal
Protocol
United Nations, Human Rights and Commonwealth Divisions
Audit
Capability Development Unit
Europe
Finance
Human Resources
Information and Communications
Technology
Management Services
Maori Policy Unit
Organisational Planning and Performance
Property and Capital Management
Security
NZAID coordination (organisational issues) Divisions
Auckland Office
Australia
Information and Public Affairs
Middle East and Africa
Pacific
Special Relations Unit (Tokelau and Niue)
NZAID co-ordination (policy issues)

Overseas Posts

Europe: Berlin, Brussels, London, Madrid, Moscow, Paris, Rome, The Hague, Warsaw

Programme 4

Deputy Secretary

Peter Hamilton

Divisions

Global Group
Management Services Group
Pacific Group Strategy, Advisory and Evaluation Group
Executive Directors Group

Overseas Posts

Australia, Canberra, Sydney

Programme 5

Mike Green

Divisions

Auckland Office
Australia
Information and Public Affairs
Middle East and Africa
Pacific
Special Relations Unit (Tokelau and Niue)
NZAID co-ordination (policy issues)

Overseas Posts

Australia: Canberra, Sydney
Pacific: Apia, Honiara, Niue, Noumea, Nuku’alofa, Port Moresby, Port Vila, Rarotonga, Suva, Tarawa,
Middle East & Africa: Ankara, Cairo, Riyadh, Tehran, Pretoria

NZAID

Peter Adams

Divisions

Global Group
Management Services Group
Pacific Group
Strategy, Advisory and Evaluation Group
Executive Directors Group

NZAID Office based within MFAT Posts

Bangkok, Dili, Geneva, Ha Noi, Jakarta, Manila, New York, Pretoria
Apia, Honiara, Niue, Nuku'alofa, Port Moresby, Port Vila, Rarotonga, Suva, Tarawa

Ministry of Foreign Affairs and Trade (MFAT) - Current Position

The Ministry of Foreign Affairs and Trade joined the Govt3 programme in May 2006. Since then the Ministry has completed two waste audits and reduced waste to landfill by 82% in the period Jun-06 to Jul-07. The Ministry completed a Carbon Emission inventory report in November 2007 and is now moving onto the next stage which is to develop an emissions management plan. The reduction plan will focus on the following 7 key sustainable practice indicators:

Energy management (including travel)
Sustainability in procurement
Waste management/minimisation
Printing and publications
Sustainability in buildings
Social environment and wellbeing
Leadership in operational sustainability

The Ministry’s Management Services Unit is leading this initiative with assistance from other MFAT units including Environment (ENV) Division, Operational Planning and Performance (OPPU), and Human Resources (HRS) to ensure the Ministry is on the road to a carbon neutral public service by 2012.

This will be a living document that will be reviewed and adjusted periodically to reflect the changes within MFAT’s scope and operating environment.

Supporting Policies, Plans and Resources

This Emission Plan is intended to complement and coexist with a number of other MFAT polices and procedures including:

The Govt3 Action Plan
Travel Policy
Manual of Purchasing Policies and Procedures
Internal sustainable procurement guidelines, plans, policies
Other such policies that will help MFAT to reduce emissions

MFAT’s Overseas Operations

This emissions plan does not include MFAT’s operations which are located globally in New Zealand’s overseas diplomatic and consular posts. MFAT and MFE will continue discussions on the type of information and data which could be collected from these operations and be of meaningful benefit to the Ministry’s overall carbon emission plan. This data would need to be cost effective to collect, validate and retain under ongoing audit.

The Ministry’s concern is with the issues associated with extrapolating New Zealand data and applying this offshore to MFAT’s 50, relatively small, overseas operations. These are located in countries with wide ranging climatic conditions, are at different levels of economic development (developing and developed countries), and receive their energy from a variety of sources. Emissions control and reduction policies are not within the control of MFAT’s overseas operations and are dependent on host government policies and business practices in place in those countries. How best to effect relevant policies in line with those in place in New Zealand requires further discussion.

Energy (NZ)

Energy use accounts for approximately 10% of the Ministry’s greenhouse gas emissions.

Initiatives already undertaken:

A review of lighting and the disposal of old bulbs and fluorescent tubes
Sensor lighting is being installed in all new fit outs
Installing solar curtaining is standard in all new office fit outs

Actions listed below aim to:

reduce electricity consumption
reduce heat loss or gain and therefore minimise our dependence on heating and air conditioning
promote awareness of and improve energy efficiency behaviours
ensure that 90% of all light bulbs used throughout our buildings are energy efficient

Action Responsibility Timeframes Measure of Success

Complete a level 2 energy audit of MFAT tenancies in HSBC Tower and Optimation House. Management Services Unit and Building Managers By 30 October 2008

• Stage 2 energy audit completed.

Audit recommendations to be implemented & added to CNPS reduction plan

Review and implement recommendations arising from the level 2 energy audit. Management Services Unit and Building Managers By 30 June 2010

• No significant increase in energy use per FTE

Waste to Landfill (NZ)

Waste to landfill accounts for approximately 1.5% of the Ministry’s greenhouse gas emissions.

Initiatives already undertaken in the Wellington Office:

the installation of recycling stations on all floors
weekly collection Paper/recycling
the removal of all waste bins beside each officer’s desk
supplied Govt3 approved paper bins and cubes to all officers
annual waste audits

Actions listed below aim to:

increase staff awareness
increase the opportunities for recycling
reduce overall waste produced

Action Responsibility Timeframes Measure of Success

Continue the staff awareness programme. Programme 4 Units Ongoing.

• No increase in levels of waste to landfill per FTE

Carry out regular waste audits. MSU 6 monthly.

• No increase in waste to landfill per FTE.

Reset all printers and multi- function devices to double sided printing as a default setting. Information and Communications Technology (ICT) Division 4th Quarter of 2008.

• Reduction in paper purchased and paper discarded for recycling

Transport (NZ)

International and domestic travel, taxi and rental car hires account for approximately 88.5% of the Ministry’s overall greenhouse gas emissions.

Initiatives already undertaken/underway:

installed a bike cage in the HSBC Tower building

improved access to shower facilities and lockers in the adjacent Harcourt’s building
the Ministry’s Govt3 action plan includes:
encouraging staff where possible to walk to external meetings
implementation of a video conference policy
investigate access to bus tickets for around city travel
the use of fuel efficient vehicles where possible
Note – In respect of vehicle purchases, MFAT requires its posts purchasing new vehicles to ensure that they are, inter alia, fuel efficient and comply with internationally recognised standards for vehicle emissions.

Action steps are noted below:

Action Responsibility Timeframes Measure of Success
Undertake a review of MFAT’s overall travel policy.
Provide managers with tools including reports (Orbit Travel) that will assist with monitoring and decision making involving official travel. HRS/MSU 2nd Quarter 2009.
- Review of travel policy completed, plan in place.
Reports are sufficient to equip managers with the necessary information to monitor and manage official travel
Evaluate the feasibility of enhanced usage of video conferencing. ICT 4th Quarter 2008.
- Video conference review completed
video conferencing options identified and implemented
Continue to encourage walking and/or use of bus tickets to meetings within Wellington’s CBD.
MSU/HRS/FIN 2nd Quarter 2008.
- Staff walk to meetings and bus tickets used
Encourage the use of taxi sharing to and from airports for work purposes where practical. MSU/HRS/Orbit Travel 4th Quarter 2008.
- Staff uptake of taxi sharing results in reduced claims for private vehicle mileage and/or taxi expenses by single users for airport activity.
Use fuel efficient modes of transport for work purposes where available. All MFAT Ongoing.
- Increased use of energy efficient transport, including rental vehicle

Review of plan

This plan is to be reviewed annually

Approval

This plan has been approved by:

Simon Murdoch
Chief Executive
Ministry of Foreign Affairs and Trade
18 March 2008

Page last updated: Tuesday, 19 August 2008 09:17 NZST

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