OEA/Ser.P AG/RES. 1839 (XXXI-O/01) 5 June 2001 Original: English THE PROGRAM-BUDGET OF THE ORGANIZATION FOR 2002, QUOTAS AND CONTRIBUTIONS TO THE VOLUNTARY FUND FOR 2002 (Resolution adopted at the fourth plenary session, held on June 5, 2001;. subject to review by the Style Committee) THE GENERAL ASSEMBLY, HAVING SEEN: The proposed program-budget of the Organization for fiscal year 2002, submitted by the Secretary General (AG/CP/doc.623/01); and The report of the Preparatory Committee on the proposed program-budget of the Organization for 2002 (AG/doc.3980/01); AG/RES. 2 (XXVII-E/00) Measures for Improving the Administration, Structure, Budgeting Process and Financial Management of the Organization, and The Declaration of Quebec City and the Plan of Action of the Summit of the Americas; and CONSIDERING: That, in accordance with Articles 54 and 55 of the Charter, the General Assembly approves the Program-Budget of the Organization and establishes the bases for fixing the quota that each Government is to contribute to the maintenance of the Organization, taking into account the ability to pay of the respective countries and their determination to contribute in an equitable manner; That the Organization is mandated to give preference to the political priorities defined by its members, within the limits of its available resources; That, pursuant to Article 60.b of the Charter, the Preparatory Committee transmitted to the General Assembly a report on the proposed program-budget of the Organization for 2002; and That it is useful to establish guidelines for a personnel structure that enhances opportunities for junior and mid-level professionals in the General Secretariat; TAKING NOTE: With satisfaction of the increased efforts made by member states to comply with their financial obligations to the Organization, and of the General Secretariat's implementation of the measures to encourage the timely payment of quotas approved in resolution AG/RES. 1757 (XXX-O/00), which have improved the financial situation of the Organization; Of the efforts of the General Secretariat to reduce travel costs; That the Declaration of Quebec City instructed the Ministries of Foreign Affairs to advance and deepen the process of reform in the OAS, supported by appropriate resources, to improve its functioning and to enable the Organization to better implement the Summit mandates; Of the success of the United Nations and other International Organizations in raising external funds to supplement funds provided by member states; CONCERNED that the continuing real decrease in the Organization's budget, coupled with increased contractual personnel costs, have impaired the Organization's ability to implement fully the mandates given by the member states, RESOLVES: I. BUDGET APPROPRIATIONS 1. To approve and authorize the program-budget of the Organization for the fiscal period starting January 1 through December 31, 2002, financed by the following funds at the corresponding levels: 2002 (US$1,000) a. Regular Fund 76,000.0 b. Voluntary Fund 8,373.5 for a total appropriation of US$84,373.5, except with respect to programs relating to personnel and other contractual obligations to which reference is made in the General Provisions of this resolution. 2. To approve the specific levels of appropriation by chapter, program, and subprogram with the recommendations, instructions, or mandates as detailed below: 2002 (US $1,000) CHAPTER 1 - GENERAL ASSEMBLY AND OTHER ORGANS 12,402.0 10A General Assembly (thirty-second regular session) Administrative Tribunal sessions 157.9 10B 74.6 10D Board of External Auditors 154.5 10E Secretariat of the General Assembly, the Meeting of Consultation and the Permanent Council 1,191.3 10G Secretariat of Conferences and Meetings 5,012.7 10H Inter-American Drug Abuse Control Commission 530.1 10K Meetings of the Inter-American Council for Integral Development and Inter-American Committees 151.5 10O Inter-American Commission on Human Rights 3,154.5 10P Inter-American Juridical Committee 342.7 10Q Inter-American Court of Human Rights 1,354.7 10W OAS Conferences 277.5 10Y Unprogrammed Resources to Fund New General Assembly Mandates 0.0 CHAPTER 2 - SPECIALIZED ORGANIZATIONS AND OTHER ENTITIES 5,147.3 20A Inter-American Defense Board 1,822.8 20B Inter-American Children's Institute 1,624.9 20C Inter-American Commission of Women 879.6 20D Pan American Development Foundation 166.6 20J Inter-American Telecommunication Commission 653.4 CHAPTER 3 - EXECUTIVE OFFICES OF THE GENERAL SECRETARIAT 10,338.3 30A Office of the Secretary General 2,277.7 30B Office of the Assistant Secretary General 1,273.0 30C Department of Public Information 2,007.6 30D Department of Legal Services 924.2 30E Office of the Inspector General 716.9 30F Museum of Art of the Americas 639.3 30G Columbus Memorial Library 1,120.3 30H Protocol Office 484.3 30I Official Functions (SG/SGA/PC) 48.5 30J Office of External Relations 391.2 30K Office of Summit Follow-up 455.3 CHAPTER 4 - UNITS AND SPECIALIZED OFFICES 12,293.1 40A Trade Unit 1,849.3 40B Foreign Trade Information System (SICE) 417.0 41C Unit for the Promotion of Democracy 3,071.7 42D Intersectorial Tourism Unit and Caribbean Tourism Organization 730.7 43A Executive Office of CICAD 1,798.4 44E Unit for Sustainable Development and Environment 1,608.4 46F Unit for Social Development, Education and Culture 1,763.8 48H Office of Science and Technology 1,053.8 CHAPTER 5 - INTER-AMERICAN AGENCY FOR COOPERATION AND DEVELOPMENT 11,084.3 50A Office of the Executive Secretary for Integral Development/Director General of the IACD 1,262.0 51A Department for Program Development 1,029.7 52A Department of Information Technology and Human Development 8,339.9 54A Department of Operations and Finance 452.7 CHAPTER 6 - OFFICES OF THE GENERAL SECRETARIAT IN THE MEMBER STATES 5,928.9 60G Offices of the General Secretariat in the Member States 5,928.9 CHAPTER 7 - SECRETARIAT FOR LEGAL AFFAIRS 2,042.3 70A Office of the Assistant Secretary for Legal Affairs 425.5 70B Department of International Law 966.1 70G Secretariat of the Administrative Tribunal 200.8 70H Department of Cooperation and Legal Dissemination 449.9 CHAPTER 8 - SECRETARIAT FOR MANAGEMENT 10,839.8 80M Executive Office of the Assistant Secretary for Management 412.6 80N Department of Financial Services 2,221.2 80P Department of Management Analysis, Planning & Support Services 2,292.1 80Q Department of Technology and Facility Services 3,236.8 80R Department of Human Resources Services 1,689.7 80T Office of Procurement Management Services 987.4 CHAPTER 9 - COMMON SERVICES 5,924.0 90B Computer equipment and supplies 273.8 90C Equipment and supplies 36.4 90D Building management and maintenance 2,272.4 90E General insurance 215.5 90F Post audits 32.5 90G Recruitment and transfers 80.2 90H Terminations and repatriations 633.3 90I Home leave 199.6 90J Education and language allowance, medical examinations 92.6 90K Pension for retired executives and health and life Insurance for retired employees 1,679.0 90L Human resources development 51.0 90M Contribution to the Staff Association 5.0 90Q Management systems Modernization 352.7 II. FINANCING OF THE BUDGET APPROPRIATIONS 1. To set the quotas with which the governments of the member states will finance the program-budget of the Organization for the year 2002 corresponding to the Regular Fund, in accordance with resolution AG/RES. 1073 (XX-O/90) and the decision of January 19, 1955 (doc.C-I-269) on income tax reimbursements, using the scale and amounts shown in Table B. 2. To finance the year 2002 program-budget of the Regular Fund with the quotas of the member states, estimated interest income, and administrative and technical support contributions from the voluntary and specific funds, and all other miscellaneous income. 3. To authorize contributions for the voluntary fund portion of the program-budget of the Organization at the level approved for programming in the year 2002 by CEPCIDI for execution in 2003. III. GENERAL PROVISIONS A. BUDGETARY 1. Personnel a. To instruct the Secretary General to continue to limit the personnel costs in object 1.a of the Regular Fund to 50% of the sum of the 2002 Regular Fund appropriation and the 2001 actual specific funds expenditures. b. To instruct the Secretary General to seek to reduce the percentage of posts above the P-4 level (senior positions). The reduction shall be achieved by distributing to other senior staff, where feasible, the higher level functions of senior positions vacated by the voluntary separation from service of the incumbent and by reclassifying the vacated post at a level below P-5, consistent with the classification standards in force, until the reform of personnel policy is adopted. The Secretary General shall report on a quarterly basis to the Permanent Council on progress on achieving this objective. c. To instruct the Secretary General to ensure that, in executing the program-budget, early separations, transfers, and reassignment of personnel are carried out in such a manner as to not adversely affect the approved programs. 2. Amendment to Article 99 of the General Standards on Transfers Between Chapters During Budget Execution To amend the chapeau and Section (a) of Article 99 of the General Standards to state: Article 99. Transfers Between Chapters. For any fiscal period, the Secretary General has the authority to transfer Regular Fund resources from one Chapter of the Program-Budget to another, subject to the following conditions. a. The following transfers shall require the prior approval of the Permanent Council: (i) Transfers that exceed five percent of the total Regular Fund resources approved for the Chapter from which those resources are withdrawn; (ii) Transfers that exceed five percent of the total Regular Fund resources approved for the Chapter to which those resources are to be transferred; and (iii) Transfers that involve substantial alteration of any approved program. This provision shall remain in force indefinitely until otherwise modified or derogated. 3. Quota payments To urge member states to pay in full their quota arrears, or alternatively to submit to the General Secretariat a payment plan for their arrears before January 1, 2002, bearing in mind resolution AG/RES. 1757 (XXX-O/00). 4. External Funding To instruct the Secretary General to submit to the Permanent Council on a quarterly basis a report detailing the efforts and results of each dependency of the General Secretariat in obtaining external financing. This report should include a table listing each dependency, the external funds it has raised as of that date, and the source of funds raised. Where it is found to be necessary and cost-effective, sensitization of heads of dependencies of the General Secretariat should be undertaken. 5. Museum of the Americas To instruct the Secretary General to enter into cooperative agreements with other museums, at no additional cost to the Regular Fund, to promote exhibitions of the Museum's collection, and attract external funding, and to provide to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three year plan of action for strengthening the Museum, proposing concrete ways in which non-Regular Fund resources can be obtained. 6. Columbus Memorial Library To instruct the Secretary General to provide to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three-year plan of action for strengthening the Columbus Memorial Library, proposing concrete ways in which non-Regular Fund resources can be obtained. 7. Americas Magazine To instruct the Secretary General to provide to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001, a three-year plan of action towards strengthening the magazine's financial outlook, proposing concrete ways in which non-Regular Fund resources can be obtained. 8. Performance Contracts a. To instruct the General Secretariat to continue to submit to the Permanent Council every six months a report on independent contractors (CPRs) funded by the Regular Fund. The report will include the source of funds used, the name of the CPR, the time frame of the contract and the amount of the contract. In order to make it possible to identify staff needs in the areas and ensure that Performance Contracts are used sparingly, the report must indicate how many times the person has worked for the OAS on a performance contract since January 1, 2000, and indicate the total amount of time this represents, the area of the Secretariat requiring the CPR and a detailed justification for the needs as well as a statement why on-board personnel cannot accomplish the task for which the CPR is needed. b. To instruct the Secretariat to consult with all member states how to alter the format of the current report so that it meets the needs of the Committee on Administrative and Budgetary Affairs. b. To urge the Secretary General to increase the Secretariat's efforts to contract independent contractors from a broad range of nationalities, and to choose from among nationals of member states, as he is similarly is required to do in selecting staff members in accordance with Article 39 of the General Standards. 9. Meetings a. To urge Chairpersons of Committees and Working Groups of the organs financed by the Regular Fund to: i) Take into consideration the overall cost of meetings when planning and implementing their work, to ensure that the cost of meetings does not exceed the amount authorized in the Program-Budget and conforms to the applicable guidelines established by the Permanent Council under Resolution CP/RES. 768 (1234/00); and ii) To exchange information to avoid duplication and to maximize efficiency of Committees and Working Groups' work; b. To recommend that all organs of the Organization financed by the Regular Fund amend their rules of procedure to provide that absent exceptional circumstances, no new Committees or Working Groups may be created without prior consideration of a written proposal setting out the mandate of the proposed Committee or Working Group, its expected costs, and a description of the anticipated work product or other results desired; c. To instruct the General Secretariat to submit quarterly reports to the Permanent Council on the number and cost of Committee and Working Group meetings held. 10. Incorporation of Prior Budgetary Provisions on Reappropriation of Unused Appropriations into Article 95 of the General Standards To add the following paragraph to Article 95 ("Appropriations and obligations") of the General Standards to Govern the Operations of the General Secretariat: Unused appropriations may only be re-appropriated if they are fully funded with cash at the time they lapse into the Reserve Subfund. Unused appropriations unfunded at the time they lapse may not be used for any purpose. For programs specifically funded with unused appropriations, the Secretariat must show the Permanent Council that at the time the appropriations lapsed they were fully backed with cash. If that cannot be shown, then the Secretary General must ask the Permanent Council for specific authority to disburse from current funds. This provision shall remain in force indefinitely until otherwise modified or derogated. 11. Plan of Action To request the Permanent Council to continue the study of the Plan of Action (CP/doc.3422/01), submitted by the General Secretariat pursuant to AG/RES. 2 (XXVII-E), and AG/DEC.24 (XXX-O/00), and to present its conclusions and recommendations to the thirty-second regular session of the General Assembly. 12. Proposal for Scale of Quota Assessments for the Regular Fund To extend until the thirty-second regular session of the General Assembly the Permanent Council's mandate under Resolution AG/RES. 1746 (XXX-O/00), "Scale of Quota Assessments for the Regular Fund," to submit to the General Assembly a proposal for the OAS scale of quota assessments, based on the guidelines set out in that Resolution, taking into account that this subject is a priority to strengthening the future of the Organization. 13. Measures to Encourage the Timely Payment of Quotas To encourage the member states and the General Secretariat to continue their commitment with respect to this endeavor, in accordance with resolution AG/RES.1 (XXVII-E/00) and the measures established in Resolution AG/RES. 1757 (XXX-O/00). 14. Presentation of Annual Reports a. To remind the organs of the Organization to present their Annual and Special Reports to the General Secretariat in accordance with Article 35 of the Rules of Procedures of the Permanent Council, so that the Committee on Budgetary and Administrative Affairs may take them into consideration while examining the proposed program-budget; b. To request the submitting organs to include in their next Annual Reports a section setting out measurable results achieved; c. To request the Permanent Council, through its Committee on Budgetary and Administrative Affairs, to establish guidelines for the production of the Annual Reports which set out uniform standards for content, format, and maximum length and to present those guidelines for the approval of the next regular session of the General Assembly; and d. To urge the dependencies of the General Secretariat to collaborate and to coordinate their work to ensure the timely translation, publication, and dissemination of Annual Reports. 15. Report on Reduction of Travel Costs in the Regular Fund To take note of the General Secretariat's Report on travel costs (CP/doc. 3436/01) and to request it to continue its efforts to reduce those costs. 16. Career Service a. To extend the mandate of the Permanent Council set out in Resolution AG/RES. 1725 (XXX-O/00) to complete its study of possible changes in the career service and related aspects of personnel policy, and to adopt ad referendum of the General Assembly, such amendments to the General Standards and the Staff Rules as are necessary in order to implement a career service system and a personnel policy more in keeping with the needs and interests of the Organization and with the principles established in the Charter; b. To take note of the Report of the Secretary General on a consensus proposal for redefining the career service in the OAS General Secretariat (CP/doc.3469/01), which the Secretary General presented to the Permanent Council on May 25, 2001, pursuant to resolution AG/RES. 1725 (XXX-O/00), and to instruct the Permanent Council to take that Report into account in completing its study of the career service; and c. To instruct the Secretary General to maintain, without prejudice to the future of the career service, the freeze on all vacant slots in the career service until such time as the General Assembly takes a definitive decision. 17. Matching Organizational Structure and Staffing with Mandates and Resources a. To extend until October 31, 2001, the mandate given to the Permanent Council in AG/RES. 2 (XXVII-E/00) to review, in conjunction with its study of the career service, the structure and distribution of the staff of the Secretariat across all levels, taking into account the Organization's mandates and the Study on Personnel Policy submitted by the General Secretariat pursuant to resolution AG/RES. 1 (XXV-E/98), and to take the appropriate action; b. To extend until October 31, 2001, the mandate given to the Secretary General in AG/RES. 2 (XXVII-E/00) to submit to the Permanent Council a proposal for conducting a comprehensive study and analysis for matching organizational structure with mandates and resources; and c. To instruct the Secretary General, as part of the study mentioned under section a above, to revise the present policies relating to trust positions in the General Secretariat, with a view to reducing the present percentage as of January 1, 2001 and to recommend to the Permanent Council the necessary changes to the standards. 18. Funding Sources for Summit Mandates To instruct the Permanent Council, through its Committee on Administrative and Budgetary Affairs, to identify Summits mandates requiring financing and to develop by October 31, 2001, a plan to finance those mandates, with Regular Fund, specific fund and external fund resources. 19. The Offices of the General Secretariat in the Member States To instruct the General Secretariat to undertake an evaluation of the operations of the Offices of the General Secretariat in the Member States and to present a report to the Committee on Administrative and Budgetary Affairs, through the Permanent Council, by October 31, 2001. This report should indicate recommendations or proposals on how these Offices could more effectively and efficiently serve the needs of member states within the context of the designated role of the OAS as implementation agency for the Summit of the Americas and General Assembly mandates, and in keeping with the Charter of the OAS. 20. 10W Unprogrammed Conferences of the OAS Funds under this subprogram are to be held in reserve for conferences and meetings to be approved by the Permanent Council by October 31st, 2001. OTHER 1. Honoraria To maintain the sum of $150 a day for honoraria paid to members of the following bodies entitled to such compensation: Administrative Tribunal, Board of External Auditors, Inter-American Commission on Human Rights, Inter-American Juridical Committee, and Inter-American Court of Human Rights. 2. Permanent Observer States To recognize the support of the Permanent Observer states and to encourage them to continue to contribute to the financing of the programs and projects of the Organization, through contributions to the specific funds. 3. Program-Budget for 2003 a. To instruct the General Secretariat to submit to the Committee on Administrative and Budgetary Affairs, as early as possible, but no later than November 15, 2001, prototype formats for the program-budget presentation: including Results-Based Budgeting and Mandate-Based Budgeting, together with another method if it so chooses. The Permanent Council will then select the format for future program-budget presentation; b. To instruct the Secretary General to submit a draft program-budget for the Regular Fund for the year 2003 at the level for which he can demonstrate available financing but no higher than US$76,000.000. Should the General Secretariat obtain financing over the 2002 approved level, these funds should go into the Reserve Subfund until it reaches the level prescribed by the General Standards; c. To instruct the Secretary General and Preparatory Committee of the General Assembly to include in the proposed program-budget an unprogrammed amount for the funding of new mandates arising out of the General Assembly; and d. To instruct the Permanent Council or the Preparatory Committee to require that, prior to approval, any resolution that may have budgetary implications be accompanied by an opinion from the Committee on Administrative and Budgetary Affairs on the ability of the Regular Fund budget to finance it. Table A PROGRAM-BUDGET OF THE ORGANIZATION FOR 2002, QUOTAS AND CONTRIBUTIONS TO THE VOLUNTARY FUND, 2002 (US$1,000) BUDGETARY APPROPRIATIONS TOTAL REGULAR FUND VOLUNTARY FUND 1. GENERAL ASSEMBLY AND OTHER ORGANS 12,402.0 12,402.0 2. SPECIALIZED ORGANIZATIONS AND OTHER ENTITIES 5,147.3 5,147.3 3. EXECUTIVE OFFICES OF THE GENERAL SECRETARIAT 10,338.3 10,338.3 4. UNITS AND SPECIALIZED OFFICES 12,293.1 12,293.1 5. INTER-AMERICAN AGENCY FOR COOPERATION AND DEVELOPMENT 19,457.8 11,084.3 8,373.5 6. OFFICES OF THE GENERAL SECRETARIAT IN THE MEMBER STATES 5,928.9 5,928.9 7. SECRETARIAT FOR LEGAL AFFAIRS 2,042.3 2,042.3 8. SECRETARIAT FOR MANAGEMENT 10,839.8 10,839.8 9. COMMON SERVICES 5,924.0 5,924.0 TOTAL APPROPRIATIONS 84,373.5 76,000.0 8,373.5 Table A - (cont.) PROGRAM-BUDGET OF THE ORGANIZATION FOR 2002 FINANCING THE BUDGET OF THE ORGANIZATION FOR THE YEAR 2002 (US$1,000) 1. Regular Fund Total Regular Fund Voluntary Fund a. Quotas 73,727.1 73,727.1 b. Contribution for technical supervision and administrative support 1,000.0 (1,000.0) c. Other income 1,272.9 1,272.9   2. Voluntary Fund a. Pledges received 7,279.2 7,279.2 b. Pledges pending 1,094.3 1,094.3 TOTAL 83,373.5 76,000.0 7,373.5