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G E N E R A L      S E C R E T A R I A T

ADMINISTRATIVE MEMORANDUM NO. 65
SUBJECT:
VERBAL NOTES TO MISSIONS AND DELEGATIONS

I. DECISION. By decision of the Secretary General, the following will take effect as of the date of this Order:

1. Missions and Delegations of the member states shall be notified by verbal note of the following matters:

a. Appointment or transfer of staff to serve in an Office Away from Headquarters or in another position in a member country.

b. Official travel by staff members (excluding home leave) to the member country away from Headquarters.

c. Travel of CPR contractees to the member country.

2. In the case of the appointment or transfer of a staff member to the field (a) verbal notes shall follow the format indicated in Annex I and be delivered early in the appointment procedure, so that the government involved can inform the General Secretariat of its agreement. A courtesy copy shall, at that time, also be sent to the staff member concerned. This notification must comply with the schedules contained in Annex III.

3. In the cases of (b) official travel and (c) CPR's verbal notes shall follow the format indicated in Annex II and be accompanied by the appropriate number of courtesy copies (Annex III) and a complete or summary curriculum vitae, OAS form 354, (Annex IV). Advance notification shall be made in accordance with the schedule contained in Annex III. A courtesy copy shall also be sent to the staff member or the CPR contractee.

4. In the case of communications regarding CPR contractees, the item on "purpose" in the verbal note shall contain a summary of the terms of reference and indicate the national institution requesting the services. The item on "OAS Official Travel Document" shall contain the statement ("not entitled to OAS Official Travel Document") followed by identification of the contractee's passport.

5. Appointments, transfers or official travel shall be undertaken after compliance with the provisions of this memorandum and if no objection have been raised by the respective Mission or Delegation. (See Annex III).

6. It will be the responsibility of the Administrative Service Units to ensure that member country Missions and Delegations are appropriately and timely informed of such arrangements by the originating offices or Departments. The General Secretariat Office Away from Headquarters where the official travel originates will ensure adherence to these procedures. The verbal note engaging the prior consultation of the government shall follow the format and procedures indicated in paragraph 2 and 3 above, except where a government specifically requests differently.

II. Nullification or Amendment of previous decisions: This Administrative Memorandum supersedes Administrative Memorandum No. 46 and amends items 1, 2, 3 and 4 of Administrative Memorandum No. 39.

 

FOR THE SECRETARY GENERAL


 Assistant Secretary for Management

 

Date: November 19, 1979

ANNEX I

FORMAT FOR VERBAL NOTES REGARDING NEW APPOINTMENTS*
AND TRANSFERS TO THE FIELD

(original and 9 copies)

Date:

 

The General Secretariat of the Organization of American States presents its compliments to the Permanent (Mission/Delegation) ..... and has the honor to inform that the person mentioned below is being considered for (a staff appointment/transfer) to serve __________________ for the period and purpose indicated below:

Should this person be appointed/transferred, the General Secretariat would greatly appreciate official recognition, by the appropriate authorities, of this person's status as an international civil servant and all cooperation they may lend to ensure the success of the mission to be performed.

Name:
Nationality:
Title and Grade of Position:
OAS Official Travel Document No.:
Department/Office:
Departing from:
Status and Duration:
Approximate date of official arrival in country:
Institution where work will take place:
Purpose:

Complete Curriculum Vitae attached:

____________________
* Early in 1980 this format will be available at the newly established Word Processing System. This will enable instant and accurate printing of text, requiring only the pertinent information from the requesting office

 

  

ANNEX II

FORMAT FOR VERBAL NOTES REGARDING OFFICIAL TRAVEL OF**
STAFF MEMBERS AND CPR CONTRACTEES

(Original and 9 copies)

Date:

The General Secretariat of the Organization of American States presents its compliments to the Permanent (Mission/Delegation) ..... and has the honor to communicate that, if agreeable to the Government of that country, the person mentioned below will travel there on official mission on the date and for the purpose indicated.

The General Secretariat will greatly appreciate all cooperation lent by government officers with a view to the success of the traveler's mission.

Name:
Nationality:
Status/Position:
OAS Official Travel Document No.
Department/Office:
Dates of Trip:
Departing from:
Entities to be visited:
Purpose:

Summary or complete Curriculum Vitae Attached:

__________________
** Early in 1980 this format will be available at the newly established Word Processing System. This will enable instant and accurate printing of text, requiring only the pertinent information from the requesting office.

 

 

ANEXO III

NOTIFICATION REQUIRED BY EACH MISSION OR DELEGATION TO THE OAS***
NOTIFICACIONES REQUERIDAS POR CADA MISION O DELEGACION ANTE LA OEA

Country Courtesy Copies Advance notification of travel
País Copias de Cortesía Aviso anticipado al viaje
ARGENTINA 1 (2 copies of Attachments)
   (2 copias de cada anexo)
30days/días
BARBADOS 3 30
BOLIVIA 1 30
BRASIL 3 30
COLOMBIA

1 (Nombre, institución y
   personas a entrevistar)

25
COSTA RICA 1 25
CHILE 1 30
DOMINICA 2 30
ECUADOR 2 25
EL SALVADOR 1 25
ESTADOS UNIDOS 2 7
GUATEMALA 1 30
GRANADA 1 30
HAITI 1 30
HONDURAS 1 25
JAMAICA 2 20
MEXICO 1 (Prior approval/Anuencia) 45
NICARAGUA 1 25
PANAMA 1     "    " 45
PARAGUAY 1 (Complete Curriculum Vitae) 30
PERU 1 30
SANTA LUCIA 2 30
SURINÁM 1 30
REP. DOMINICANA 5 25
TRINIDAD Y TOBAGO 3 30
URUGUAY 1 30
VENEZUELA 4 25


______________________
With copies to/Con copias a:

2 Secretary General's Office/Oficina del Secretario General.
2      Office of Executive or Assistant Secretary/Oficina Secretario Ejecutivo o Subsecretario.
1      Field Coordination Office/Oficina de Coordinación en el Campo (With copy of Curriculum Vitae/Con copia del Currículum Vitae). The basic contents of verbal note and arrival and departing dates should be simultaneously transmitted by telex/El contenido básico de la nota verbal, con las fechas del viaje deberá ser transmitido simultáneamente vía telex.
1      Office of Personnel/Oficina de Personal.
1      Administrative Services Unit/Unidad de Servicios Administrativos
1      Concerned Staff Member/Funcionario Interesado
1      Travel Office/Oficina de Viajes.

OAS FORM 351                                                 ANNEX IV
(10-73)


CURRICULUM VITAE

Nombre
Name
Nome
Nom

Lugar de nacimiento
Place of birth
Lugar de nascimento
Lieu de naissance


Nacionalidad
Nationality
Nacionalidade
Nationalité

Título del Cargo y Departamento
Position Title and Department
Denominacao do cargo e departamento
Nom du Poste et Departement

 

 

Fecha de ingreso y funciones principales en la OEA
(Los Consultores indicarán experiencias en otras organizaciones)
Initial employment date and principal OAS duties
(Consultants will Indicate experience in other organizations)
Data de admissao e funcoes principais na OEA
(Os consultores indicarao a experiencia em outras organizacoes)
Date d'entrée et Taches principales á I'OEA
(Les consultants indiqueront leur experience au service d'autres organisations)

ANNEX III

(Revisión al Anexo III / 14-II-1980)

NOTIFICATION REQUIRED BY EACH MISSION OR DELEGATION
TO THE OAS****
NOTIFICACIONES REQUERIDAS POR CADA MISION O DELEGACION
ANTE LA OEA

Country Courtesy Copies Advance notification of travel
País Copias de Cortesía Aviso anticipado al viaje
ARGENTINA 1 (2 copias de cada anexo) 30days/días
BARBADOS 3 30
BOLIVIA 1 30
BRASIL***** 3 (Institución y personas a  
   entrevistar/Curriculum 
   Vitaecompleto/Anuencia
   previa)
30
COLOMBIA

1 (Institución y personas a
   entrevistar)

25
COSTA RICA 1 25
CHILE 1 30
DOMINICA 2 30
ECUADOR 2 25
EL SALVADOR

1

25
ESTADOS UNIDOS 2 7
GUATEMALA 1 30
GRANADA 1 30
HAITI 1 30
HONDURAS 1 25
JAMAICA 2 20
MEXICO 1 (Prior approval/Anuencia) 45
NICARAGUA 1 25
PANAMA 1 " " 45
PARAGUAY 1 (Complete Curriculum Vitae) 30
PERU 1 30
SANTA LUCIA 2 30
SURINÁM 1 30
REP. DOMINICANA 5 25
TRINIDAD Y TOBAGO 3 30
URUGUAY 1 30
VENEZUELA 4 25

________________________
****
With copies to/Con copias a:

2      Secretary General's Office/Oficina del Secretario General.

2      Office of Executive or Assistant Secretary/Oficina Secretario Ejecutivo o Subsecretario.

1      Field Coordination Office/Oficina de Coordinación en el Campo (With copy of Curriculum Vitae/Con copia del Curriculum Vitae). The basic contents of verbal note and arrival and departing dates should be simultaneously transmitted by telex/El contenido básico de la nota verbal, can las fechas del viaje deberá ser transmitido simultáneamente vía telex.

1      Office of Personnel/Oficina de Personal.

1      Administrative Services Unit/Unidad de Servicios Administrativos.

1      Concerned Staff Member/Funcionario Interesado.

1      Travel Office/Oficina de Viajes.

______________________
***** To be addressed in Portuguese.

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