ADMINISTRATIVE MEMORANDUM NO. 69
SUBJECT: DESIGNATION OF STAFF FOR PARTICIPATION IN CONFERENCES
AND MEETINGS HELD AWAY FROM HEADQUARTERS

I. BACKGROUND

Because of the international character of the Organization of American States, many of its conferences and meetings take place in member states, away from headquarters. Service at such conferences and meetings constitutes a valuable opportunity for the staff of the General Secretariat to broaden its work experience and its knowledge of the countries that make up the inter-American community. Since staff requests for assignment to these conferences and meetings far exceed the number of openings, the following policies, criteria, and application procedures have been developed to facilitate the designation process.

II. POLICIES

1. In designating staff for a conference or meeting away from headquarters, the primary objective shall be to provide efficient, highly professional technical and support services at the lowest possible costs in order to best meet the needs of the Organization.

2. Supervisory staff to provide specialized support and service activities requiring extensive experience at a conference or meting shall be selected from those who regularly perform such functions in the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences, the Department of Material Resources, and the Office of Public Information.

3. Nonspecialized support and service staff will be assigned from headquarters only when it is not feasible or economical to contract personnel for such services in the host country or from a nearby member state.

4. Technical staff shall be designated by the substantive technical area within whose purview a conference or meeting falls. Such assignments shall be subject to the limitations established in the budget for the conference or meeting.

5. Staff members scheduled for home leave in or near the host country shall be considered for service at conferences and meetings held away from headquarters, in accordance with Staff Rule 106.4 (m).

III. CRITERIA FOR THE DESIGNATION OF NONSPECIALIZED SUPPORT AND SERVICE STAFF

1. Nonspecialized support and service staff shall be designated to serve at conferences and meetings held away from headquarters in accordance with the following criteria, which are listed in order of priority:

a) Demonstrated capacity to perform the duties required;

b) Availability, as confirmed by approval of the staff member's supervisor;

c) Willingness to perform similar duties in conferences and meetings held at headquarters;

d) Nationality, giving preference to staff members of nationality close to the site of the conference or meeting; and

e) Equitable rotation of similarly qualified personnel giving preference to staff members who have not had an opportunity to serve at previous conferences or meetings.

2. The designation of nonspecialized support and service staff shall be made by the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences. Selection, shall be made by the Assistant Secretary General and submitted to the Secretary General for final approval.

3. In designating staff members for participation at a conference or meeting, the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences shall explain briefly when any exceptions to the above criteria are recommended.

IV. APPLICATION PROCEDURE

1. To facilitate the designation and selection process, and in order that full consideration may be given to all eligible nonspecialized support and service staff members, a computerized list of staff with conference and meeting skills experience shall be developed and maintained by the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences in coordination with the Department of Human Resources.

2. Staff members who wish to be included on this list should obtain OAS Form 573 (copy attached) from the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences. The completed form should he returned to that Office. Those indicating that they have conference or meeting skills or experience may be required to provide proof thereof through appropriate tests conducted by the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences.

3. A staff member shall submit a memorandum to the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences for each specific conference or meeting for which consideration is desired. The request shall contain information related to the designation criteria listed above and shall be transmitted through the staff member's supervisor for approval and/or comment.

4. If sufficient staff requests are not received to meet the needs of a conference or meeting, the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Conferences shall contact supervisors to determine the availability of staff members possessing the necessary skills. A staff member shall not be solicited for participation at a conference or meeting without the prior notification of the supervisor.

V. REPEAL

This Administrative Memorandum supersedes the Assistant Secretary General's Memorandum "Selection of staff members for participation in conferences and meetings away from Headquarters" (SC/ASG/EO/23/81) and repeals Personnel Circular No. 107/80 "CONFERENCE STAFFING INFORMATION BASE."

VI. EFFECT

This Administrative Memorandum shall take effect on the date on which it is signed.

By Order of the Secretary General

Assistant Secretary for Management

Date: October 29, 1982
Original: English

Attachment