III. GENERAL SECRETARIAT

THE GENERAL SECRETARIAT

Chapter XVI of the Charter describes the functions and authorities of the General Secretariat, the OAS' permanent, central organ headquartered in Washington, D.C.

Elected by the General Assembly, the Secretary General directs the General Secretariat, serves as its legal representative and participates, with voice but without voice, in all meetings of the Organization. The Secretary General has the authority to bring to the attention of the General Assembly or the Permanent Council any matter that, in his judgment, could affect the peace and security of the Hemisphere or the development of the member states. It is the Secretary General's responsibility to establish whatever offices he deems necessary within the General Secretariat, to determine the number of staff members, appoint them, regulate their duties and functions and fix their remuneration.

Also elected by the General Assembly, the Assistant Secretary General is the Secretary of the Permanent Council and an advisory officer to the Secretary General, whose functions he performs during the latter's temporary absence or disability. He also serves as the Secretary General's representatives in all matters that the Secretary General may entrust to him.

OFFICE OF THE SECRETARY GENERAL

1. Office of the Secretary General

In keeping with policy and practice decided by the General Assembly and with the pertinent decisions of the Councils, the Office of the Secretary General, under the provisions of Article 110 of the Charter, directs the functions associated with the promotion of economic, social, juridical, educational, scientific and cultural relations among all the member states of the Organization.

Activities

The entry into force of the Protocol of Managua on January 29, 1996, and the launching of the Inter-American Council for Integral Development (CIDI) set in motion an institutional reform that is now in full progress. Its purpose is not only to give the Organization a simpler and more efficient structure, but also new areas of business and a new work style.

2. Department of Public Information

The principal function of the Department is to conduct an information gathering and reporting program through press, radio and television activities, reference services, public relations and production, in order to bring news about the OAS to the public in the member states and thus increase their awareness and understanding of the Organization's purposes, programs and achievements.

Press

Internet

At the Organization's home page on the Internet, the space devoted to "This Week at the OAS" continued to be updated. The calendar of the Permanent Council's activities was included, as were press communiques, the Weekly Report on Activities of the General Secretariat, and the Secretary General's speeches. As part of a strategy aimed at building up this resource, additional institutional information is now being added, as is information about the radio and television areas.

Television

Radio

The program titled The Voice of the OAS continued to be broadcast daily to Latin America and the Caribbean, in Spanish and English, respectively. The weekly programs in Portuguese also continued, as did two weekly programs in English broadcast in the United States and the Caribbean. A number of events were broadcast live. There were correspondent services and broadcast press conferences. During the twenty-sixth session of the General Assembly in Panama, there was daily coverage of the sessions in Spanish and English, with special dispatches to be included in the OAS' own transmissions and in programs broadcast by stations throughout the Hemisphere. In the last quarter of 1996, a plan got underway to modernize the sector, which involves a change in the Spanish-language programming in 1997 and the production of special programs to extend and optimize the Organization's radio broadcasting circuit.

Dissemination

Americas Magazine

The membership of the Editorial Board of Americas appointed by the Permanent Council in 1993, was renewed in 1996. Ambassador Carlos Víctor Montanaro, Permanent Representative of Paraguay, was named Chairman. The other members of the Board are the Representatives of Barbados, Brazil, Canada, Colombia, Costa Rica, Mexico and the United States.

Americas put out six issues in 1996, each with a total run of 65,000, with separate English and Spanish editions. The magazine was circulated in the member states through subscriptions, sales at magazine stands, advertising campaigns, controlled distribution and exchanges. Americas is one of the publications of the Secretariat that has stirred tremendous interest in the general public and in 1996 earned an important distinction: it was given the award of excellence by the United States' Printing and Graphics Communications Association.

In the last months of 1996, a promotional campaign was launched in which one million notices were mailed offering the magazine at a discount. In early 1997, a promotional campaign was set in motion in which the Agenda de las Américas [Americas Magazine daily agenda] was offered gratis. The advertising campaign is expected to generate a considerable increase in the number of subscribers, which will make up for the revenues lost when subscribers failed to renew. The novelty of the 1996 campaign is that it used lists of specially selected subscribers and 300,000 offers in Spanish were sent out (included in the one million figure cited earlier). This campaign is sounding out the market with a view to future promotional campaigns in the member states.

During 1996 Americas focused on magazine-stand sales. Since the magazine was first established, sales at magazine stands have been very low. Before March 1996, less than 1,000 copies were sold at magazine stands, almost all of them in the United States. These sales represented about 8 percent of the total. However, since March 1996 the situation has changed drastically. Over 20,000 copies of the January-February 1997 issue were distributed at magazine stands in the United States and Canada. Sales were up by 21 percent. A market survey has also been conducted in Uruguay and, with the support of the Permanent Observer Mission of Spain, talks have gotten under way with a number of Spanish distributors with a view to selling the magazine in Spain as well.

3. Department of Legal Services

Under Executive Order 96-4 of May 1996, the Secretariat for Legal Affairs was reorganized and the Department of Legal Services was transferred from that Secretariat to the Office of the Secretary General. The Department's function remained unaltered, which is to deal with the legal matters that arise with regard to the Organization's activities, its internal rules and regulations and its relations with other entities. The Department accomplishes its objectives by providing legal advisory services, representation in litigation and negotiations, and helping to draft legal documents for the General Secretariat, the political bodies and other organs within the Organization. Given its nature, the work is extensive, varied and intensive.

Litigation Services

Advisory Services

Other Activities

4. Office of the Inspector General

The Office of the Inspector General operates under the provisions of the General Standards to Govern the Operations of the General Secretariat, Chapter XV of the Budgetary and Financial Rules, and Executive Order No. 95-05, which provide for the internal auditing function that helps the Secretary General and the governing bodies monitor to ensure that the various levels of administration are fully discharging their responsibilities vis- a-vis the programs and resources of the General Secretariat, thereby ensuring a systematic review of the operating procedures and financial transactions of the General Secretariat at headquarters and in the offices of the General Secretariat in the member states. It also checks to ensure that the established policies, rules and practices are being observed and carried out correctly, efficiently and economically.

Audits

During the period from March 1, 1996, to February 28, 1997, the Office of the Inspector General (OIG) conducted 12 audits and a number of inspections and investigations that reached into almost every area of the General Secretariat's operations. As in previous years, this work has been carried out with complete freedom and independence and with open, unrestricted access to staff, records, documents and papers at headquarters and away from it. On only two occasions did the OIG meet with any resistance from certain staff members to its access to documents or files; in both cases the situations were quickly resolved. The work done covered the General Secretariat's Offices in Antigua and Barbuda, Grenada, Jamaica and Trinidad and Tobago; within the Secretariat for Management, the OIG's work concerned the Department of Human Resources (Travel Office, long-distance phone calls, official travel) and the Department of Human Resources (contracting mechanisms); within the Executive Offices, the OIG looked into the Unit for the Promotion of Democracy (concerning the International Civilian Mission in Haiti, MICIVIH); within the Executive Secretariat for Education, Science and Culture, it was the Department of Cultural Affairs (Inter-American Music Editions); in the area of Conferences, it was the Unit of Language Services; and among the specialized organizations, it was the Inter-American Commission of Women. As of the date of this Report, the recommendations that the Inspector General presented to the Secretary General have all been approved. Those recommendations represented a savings to the General Secretariat on the order of US$250,000 during the 1995-1996 period.

Other Activities

The Inspector General designated an auditor to follow up on the recommendations resulting from the audits. This step was taken to help make these recommendations more effective by making the OIG's contacts with the various departments, offices and areas more dynamic, while clarifying any doubts and resolving any differences that might arise.

The OIG has continued to provide advisory services to various areas of the General Secretariat and has sat in on meetings of the Secretary General's Executive Board, the Internet Committee, the Sales Committee, the Committee on Contracting Methods and the Publications Board, among others.

5. Protocol Office

The Protocol Office plans and coordinates the official ceremonies of the governing bodies, the Secretary General, the Assistant Secretary General, the Executive Secretaries and the Assistant Secretaries. It serves as liaison between the permanent missions and the United States Department of State on matters concerning the privileges and immunities of the members of the missions. It also organizes and coordinates the use of the OAS' Main Building for protocolary and social functions.

The Office concerned itself with matters relating to the protocol to be observed at official events and meetings that took place and the diplomatic and social functions associated with them. The Directory of Heads of State and of Government and other high- ranking officials of the members states and of the permanent missions and permanent observer missions to the OAS was updated and published in October. Assistance was provided to members of the permanent missions to the OAS in matters relating to visas and the like.

6. Department of Fellowships

The Department of Fellowships administers the Organization's fellowship programs. It applies the standards for awarding fellowships and helps evaluate the training activities conducted by the General Secretariat.

Fulfillment of Mandates

In compliance with the directives that the General Assembly adopted during its twenty-sixth regular session [AG/RES. 1381 (XXVI-O/96)III.A.4], the following activities have been carried out:

Overall Outcome of the Principal Activities

During the period covered by this Report, around 1,260 fellowships are in the process of being awarded, at an estimated cost of some $8.0 million. If the extra-budgetary resources that will be raised through the courses conducted thanks to the participation of the observer countries (PEC courses) and through horizontal cooperation (ADPD) with the member countries are factored in, then the Department will have handled an estimated $10.0 million in training services. These overall figures are similar to previous years, but below the figures in some years in the 1980s, particularly in unit terms when some 2,000 fellowships were granted each year. This is in part because of the Organization's overall financial situation; even though the fellowship programs are a priority when it comes to allocating Regular Fund resources, the levels approved have not been sufficient to offset the rapid increase in the unit costs of the fellowships, particularly those for postgraduate studies, where the increase in tuition fees has been excessively high.

7. Office of Culture

The promotion of cultural values is one of the areas whose tradition and history date back to the very beginning of the inter-American system. Over that period, the shape of the cultural area has changed several times, as has its organizational structure. The most recent is the current Department of Cultural Affairs, established by Executive Order No. 82-4, of November 5, 1982. Its basic responsibilities are to advise the various governing bodies and organs of the Organization, and to provide training, technical cooperation and institutional support services to the institutions that participated in the then Regional Cultural Development Program. During the twenty-sixth regular session of the General Assembly, a new Inter-American Cultural Program was established [AG/RES. 1434 (XXVI-O/96)], intended to reaffirm the importance of culture for the integral development of the member states. Accordingly, measures are now underway to transform the Department of Cultural Affairs into an Office of Culture.

Inter-American Prizes

The 1995 "Gabriela Mistral" Inter-American Prize for Culture, awarded in the field of the music arts and sciences, went to Venezuelan maestro José Antonio Abreu. Honorable mentions went to tenor Luis Alva of Peru and guitarist Abel Carlevaro of Uruguay. The competition for the 1996 "Gabriela Mistral" Inter-American Prize for Culture was announced.

Publications

Regional Activities

8. Office of Science and Technology

This Office was created by the Secretary General on January 29, 1997, through Executive Order No. 97-1. Under that Executive Order, it comes under the Office of the Secretary General and is the advisory office to the Secretary General, the Assistant Secretary General and the Executive Secretary for Integral Development and the Organization's governing bodies on all matters related to activities in science and technology. The Office of Science and Technology replaces the former Department of Scientific and Technological Affairs and its functions and responsibilities are: to strengthen the technical capability and the programs that have some scientific and/or technological component; to assist the member states in matters within its competence; to cooperate with and support the activities of the Executive Secretariat for Integral Development; to foster the exchange and dissemination of specialized information; to coordinate the inter-American prizes in its area of specialization, and to serve as Executive Secretariat of the Inter-American Nuclear Energy Commission.

Regional Activities and Projects

Regional Science and Technology Indicators

In keeping with a MERCOCYT initiative recommended by the Ministers of Science and Technology in their Plan of Action, in 1995 a project on regional science and technology indicators got underway in cooperation with the Ibero-American Science and Technology Program (CYTED). In the latter half of 1996, the project had funding from CEPCIDI. An Inter-American/Ibero- American Network has been formed and a regional publication has been prepared containing data from the countries of the region. The second publication will come out in the latter half of 1997. The data are now available at a page on Internet's World-Wide Web.

Hemispheric Inter-university Scientific and Technological Information Network (RedHUCyT)

The purpose of the Network is to connect the OAS member states to the Internet by creating a computerized network for sharing information. The project supplies high-tech equipment and technical assistance and sponsors technical seminars and workshops in the region to prepare projects, improve technical expertise, share specialized know-how and train the network's managers in the countries. This commitment was ratified during the Meeting of Ministers of Science and Technology held in Cartagena, Colombia, in March 1996. The project has also involved important collaboration with various organizations, such as the United States' National Science Foundation (NSF), the World Bank and the Central American Bank for Economic Integration (CABEI). Its funding came from the governments of the United States and of other member countries. Recently, through CEPCIDI, the sum of $1.1 million was approved to expand the project

Biotechnology and Technology of Foods

Support was provided for the following: a) the Common Market of Scientific and Technological Knowledge Program; b) "SIMBIOSIS" - Multinational System of Specialized Information on Biotechnology and Food Technology; c) the Department's relationship and cooperation with other regional and national institutions; and d) preparation of documents and publications.

Common Market of Scientific and Technological Knowledge Program (MERCOCYT)

MERCOCYT is a multinational Program of the member states that is both a forum for hemispheric dialogue on scientific and technological policy and a mechanism of inter-American cooperation in science and technology. As a forum, the Program facilitates hemispheric dialogue on policies, strategies, instruments and mechanisms in science and technology. As a vehicle of cooperation, the Program provides a means for the Hemisphere's universities and research centers to communicate with each other and also generates conditions more conducive to providing better support for technological innovation in industry and public services, by working in cooperation with business associations and national and local governments. The MERCOCYT Program is directed by a Permanent Committee, composed of high- ranking delegates from the member states, most of whom are either chairmen or executive directors of national science and technology organizations.

Inter-American Program of Diagnostic Methods and Tools to Improve Competitiveness and Compliance with Environmental Regulations among Small- and Medium-size Businesses

This Inter-American Program has been implemented in conjunction with Canada's International Development Research Centre (IDRC), through the Central American Industrial Support Network (CAISNET- CODETI). It consists of a series of regional workshops targeted at representatives of business and industrial associations, national and regional bureaus of standards, and development institutions. It was organized with the idea of cultivating the strengths of small- and medium-size businesses. Workshops were held in Trinidad and Tobago (February 1996), Ecuador and Costa Rica (March 1996), and Jamaica (May 1996).

Inter-American Program for Environmental-Technological Cooperation in Key Industrial Sectors

This Program emphasizes integrated action in the area of the environment so as to further, in all the member states, direct dialogue between public and private institutions in every sector of industry.

9. Trade Unit

The Trade Unit was created by Executive Order No. 95-4, of April 3, 1995, which made the Foreign Trade Information System (SICE) part of that Unit. The Unit is to assist the member states in following up on trade-related decisions adopted in the Hemisphere. It is charged with providing technical support to the Special Committee on Trade (CEC), studying various aspects of hemispheric trade relations, ensuring effective coordination with regional and subregional integration organizations, and strengthening the trade information systems.

One of the Trade Unit's most important missions is to assist in the development of a free trade agreement encompassing the inter- American area. The formation of the Free Trade Area of the Americas (FTAA) is necessitated by the changes that have taken place in the economies of the Western Hemisphere and the entire world. Inter-American relations are changing and the Hemisphere has set itself upon a course that would have been unimaginable only a few short years ago. The economic reforms in Latin America, the increase in subregional and hemispheric trade, the support of Canada and the United States for the regional agreements, and the very fact that all the countries of the Western Hemisphere share the rules and disciplines of the World Trade Organization (WTO): these factors have combined to change the face of inter-American economic and trade relations. The Trade Unit also provides support to the Special Committee on Trade, which watches trade and the new developments in trade within the region, and to its Advisory Group.

Support to the Process of Forming the Free Trade Area of the Americas

The formation of the FTAA is in progress and the Ministerial Meeting on Trade that took place in Cartagena in March 1996 helped to keep that process moving in the right direction. This Meeting was decisive in giving the FTAA process a structure and keeping the preparatory work of the negotiations moving. The Meeting also served to underscore the political commitment that all the participating countries have to establishing the FTAA by the year 2005, and to achieving tangible progress in that direction by the end of the decade.

The FTAA Working Groups

Special Committee on Trade and its Advisory Group

The Trade Unit provided support and technical assistance to the Special Committee on Trade (CEC) and its Advisory Group. It has performed the following activities in that connection:

10. Unit for Social Development and Education

The Unit for Social Development and Education was created by Executive Order No. 96-5, of June 1996. It is responsible for assisting with formulation of public policy and coordination of programs of action aimed at overcoming poverty, strengthening educational systems, job training, and promotion of employment opportunities and social integration. It also conducts activities to identify and share experiences in those areas, to promote and carry out human resource training activities, and to develop and support horizontal cooperation initiatives in order to promote collective action and partnership among the countries, government institutions and institutions of civil society.

Project on "Social Policies and Overcoming Poverty"

The Project involves activities geared to helping agencies in the member states design social policies; supporting CEPCIDI's Committee on Social Development with preparation of a draft Inter-American Program to Overcome Poverty and Discrimination; and assisting the Latin American and Caribbean Social Network with institution building and strengthening of its human resources.

Social Development and Youth Projects

Labor Matters and Employment

Education

11. Unit for Sustainable Development and Environment

The Unit for Sustainable Development and Environment (UDSMA) was created by the Secretary General on June 28, 1996, through Executive Order No. 96-6. Under the latter, the UDSMA is part of the Office of the Secretary General and the General Secretariat's principal entity in charge of matters directly related to sustainable development and environment. The UDSMA replaced the Department of Regional Development and Environment (DDRMA). The Executive Order spelled out the Unit's functions and responsibilities and its basic structure. Programs and those elements of projects that directly concern tourism are now the responsibility of the Inter-Sectoral Unit for Tourism, while the UDSMA remains in charge of the administration of all DDRMA projects and programs that are related to sustainable development and the environment.

Given this background, the activities summarized below are those performed by the DDRMA when it was still operational (March-June 1996) and that became the responsibility of the UDSMA once it was established. Also summarized below are the new activities that the UDSMA has itself undertaken.

Political and Technical Fora

Technical Cooperation Activities