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

EXECUTIVE ORDER No. 81- 7
SUBJECT:  ORGANIZATIONAL STRUCTURE OF THE SECRETARIAT FOR MANAGEMENT

 

THE SECRETARY GENERAL,

In exercise of the Powers conferred upon him under Articles 115 and 119 of the Charter, and Articles 4, 8, and 11 of the General Standards, and

CONSIDERING:

The need to adjust the structure of the Secretariat for Management to take advantage of the many systems improvements installed in recent years and to further integrate certain management activities,

RESOLVES:

That the Secretariat for Management shall have the organizational structure and the responsibilities and functions established in this Executive Order.

I. ORGANIZATIONAL STRUCTURE

A. INSTRUMENTALITIES

The Secretariat for Management shall be composed of the following instrumentalities:

1. Office of the Assistant Secretary for Management

2. Office of the Treasurer

3. Department of Human Resources

4. Department of Program-Budget

5. Department of Material Resources

6. Department of Management Systems

7. Office of Communications and Security Services

8. Administrative Services Units

An organizational chart of the Secretariat for Management is included in the Appendix attached to this Executive Order, which is part thereof.

B. INTERNAL ORGANIZATIONAL CHANGES

The following internal organizational changes adopted by Memorandum of the Secretary General as of June 1, 1981 are hereby ratified:

1. The former Office of Financial Services is called the Office of the Treasurer.

2. The former Office of Personnel is called the Department of Human Resources.

3. The former Office of Program-Budget is called the Department of Program-Budget.

4. The former Department of Publications and the Contracting Office are merged into a new Department of Material Resources.

5. The Messenger, Mail and Transportation Unit, formerly under the Office of Communications and Security Services, is transferred to the Department of Material Resources.

6. The Electronic Data Processing Systems Analysis Unit and the Management Analysis Unit are merged into a new Department of Management Systems.

7. The Office of Communications and Security Services becomes part of the Office of the Assistant Secretary for Management.

II. RESPONSIBILITIES AND FUNCTIONS

The instrumentalities of the Secretariat for Management shall have the responsibilities and functions defined in the following Sections:

A. OFFICE OF THE ASSISTANT SECRETARY FOR MANAGEMENT

1. Responsibilities

a. Advisory: Serves as principal staff advisory office to the Secretary General, the Assistant Secretary General, and the Executive and Assistant Secretaries on all matters pertaining to the management of the General Secretariat, including those related to human, material, budgetary and financial resources and other auxiliary services, administrative processes and systems, and any others the Secretary General may delegate. Provides administrative counsel and support to the Audit Division and to the Office of Américas.

b. Normative: Is responsible for the issuance, upon the approval of the Secretary General, of instructions, rules, and procedures in the management sphere, including but not limited to personnel, budgetary and financial, organizational, internal control, and contracting matters. Is responsible for enforcing the provisions of the Charter, the resolutions of the General Assembly and the Councils and issuances approved by the Secretary General pertaining to matters falling within the sphere of competence of the Management Area.

c. Service: Provides administrative and management services to the General Secretariat; coordinates the delivery of administrative services to all operations of the General Secretariat, at headquarters or in the field, through the central administrative offices of the Management Area, the decentralized Administrative Services Units, and the Field Administrative Officers assigned to duty stations away from headquarters. Assures adequate budgetary and internal control in the management of the financial affairs of the General Secretariat.

2. Functions

The functions of the Office of the Assistant Secretary for Management include the overall planning, organizing, coordinating, directing, and control of administrative activities and operations related to the Program-Budget, financial management, human resources, management improvement systems, issuances, purchases of goods and contractual services, automated data and word-processing, publications, buildings and grounds, communications and the security of property and persons. Provides administrative support to the Audit Division. The Assistant Secretary or the person designated by him serves as business manager for the Office of Américas and is responsible for the budgetary and staff support required.

B. OFFICE OF THE TREASURER

1. Responsibilities

a. Advisory: Serve as the principal staff advisory office to the Secretary General, the Assistant Secretary General, and the Executive Assistant Secretaries on all matters related to the effective management of the financial resources entrusted to the General Secretariat; recommends accounting principles and standards and financial management procedures and develops financial policy that conforms to the General Standards and the statutes of the specialized Councils and are in accordance with generally accepted accounting principles.

b. Normative: Verifies the compliance of all financial operations with the standards and regulations established for the General Secretariat, particularly the Budgetary and Financial Rules; assures the timely and effective performance of all financial operations.

c. Service: Provides all treasury and financial accounting functions of the General Secretariat. Establishes and maintains accounts of the General Secretariat; prepares financial statements and reports on the status of all funds, subfunds, and special accounts; records and manages the collection of quotas and voluntary contributions payable to the General Secretariat; prepares projections of receipts in consultation with the delegations of the member states or other granting sources, and reports on receipts; authorizes the disbursement of salaries and related benefits and all other financial obligations incurred both at and away from headquarters; receives, disburses, and serves as custodian of all cash and investments entrusted to the General Secretariat. Provides for effective and adequate internal accounting control.

2. Functions

a. Policy and Direction: Advises the Secretary General, the Assistant Secretary for Management, and other senior officers, the organs of governing bodies, and the staff on matters related to policy on financial matters. The Treasurer serves as Treasurer of the Organization and the Leo S. Rowe Pan American Fund, as Secretary Treasurer of the Rowe Memorial Fund, and as Technical Secretary of the Board of External Auditors.

b. Accounting: Provides advisory services with respect to the application of accounting principles and standards related to the financial accounts and records of the Secretariat; ensures compliance with those standards and is responsible for processing financial transactions and for maintaining the books of accounts.

c. Cash Management: Receives, disburses, and serves as the custodian of all cash entrusted to the General Secretariat. Is responsible for all banking relations. Advises on the programming and administration of investments.

d. Disbursement Control: Reviews and records vouchers and authorizes disbursements for the payment of salaries, related benefits, and all other liabilities incurred by the funds administered by the General Secretariat, both at and away from headquarters. Serves as the center of financial supervision of and accountability for all the activities away from headquarters.

e. Financial Reporting: Prepares all financial reports of the General Secretariat, including internal financial reports useful to management and formal financial statements for external reporting purposes, in accordance with accounting and financial reporting principles adopted by the Organization.

C. DEPARTMENT OF HUMAN RESOURCES

1. Responsibilities

a. Advisory: Serves as the principal staff advisory office to the Secretary General, the Assistant Secretary General, and the Executive and Assistant Secretaries on all matters related to the administration of General Secretariat personnel and outside consultants. Develops and proposes personnel management policies, programs, and procedures for the consideration and approval of the Secretary General and advises on their implementation.

b. Normative: Determines the applicability of policies, rules and directives on all matters related to the administration of the human resources of the General Secretariat. Insures the conformity of all actions concerned with personnel and the utilization of human resources with the General Standards; the Staff Rules; the contracting regulations (SUC/OEA); and the policies and procedures that have been established for the General Secretariat at headquarters and in the field.

c. Service: Plans, organizes, and administers the human resource programs of the General Secretariat and maintains the pertinent information and reporting systems; maintains records on individual staff members and consultants as required for the determination of qualifications and entitlement. Provides advisory services and consultation to all Executive and Assistant Secretaries on human resource issues in their areas. Assures sound internal control over human resources.

2. Functions

a. Policy and Direction: Advises the Secretary General, the Assistant Secretary for Management, other senior officers, the governing bodies, and the staff on matters related to policy on personnel and the use of outside consultants, to administration, and to the application of the related procedures; develops and implements the basic personnel policies of the Organization; counsels staff members; and serves as the liaison with the Staff Association, Rowe Fund Committee, and Retirement and Pension Committee.

b. Human Resource Requirements: Analyzes the requirements of the General Secretariat for human resources and plans for their effective allocation; designs and maintains an active recruitment program; searches, selects, and recruits the Secretariat's staff; places them properly; assures that their tasks are properly and clearly defined and that their work is appropriately classified and remunerated. Assist the areas in the search for and selection of consultants.

c. Staff Services and Technical Support: Administers staff benefits (including health and life insurance), the salary system, the personnel information service, rules and regulations governing performance contracts, consultants' fees, official travel, and the transportation of household effects; maintains the central files on current personnel and applicants; processes visa documents. Provides medical assistance and emergency treatment to staff members at headquarters and to members of the Permanent Council and the missions and delegations through the Health Unit.

D. DEPARTMENT OF PROGRAM-BUDGET

1. Responsibilities

a. Advisory: Serves as the principal staff advisory office to the Secretary General, the Assistant Secretary General, and the Executive and Assistant Secretaries on all matters related to the design and formulation of the program-budget system of the Organization. Provides advisory services to the governing bodies and advises all levels of management on the formulation of the Program-Budget, the estimates of budgetary requirements, the preparation of the programs, and the processing of obligations.

b. Normative: Develops and implements budgetary policy for presentation and approval, and controls the implementation of the Program-Budget of the General Secretariat. Verifies the compliance of all budgetary actions with policies and special directives on allocation levels and approved programs.

c. Service: Prepares and issues the Program-Budget of the General Secretariat. Processes project requests from member states. Issues allotments, reviews, approves and manages the recording of obligations for all funds administered by the General Secretariat. Maintains the Positions Control File and such other supporting documentation and files as are required to substantiate budgetary actions for audit and analysis purposes. Prepares and distributes the Progress Reports; monitors the budgetary progress of the projects; prepares special studies on budget matters to keep the Secretary General, the Executive and Assistant Secretaries, the governing bodies and member states fully informed on budget execution and the status of budget accounts. Assures adequate budgetary control.

2. Functions

a. Policy and Direction: Advises the Secretary General, the Assistant Secretary General, the Executive and Assistant Secretaries and all levels of management on all program-budget activities and, in general, on budgetary management policies. Represents the General Secretariat during discussion and approval of the proposed Program-Budget of the Organization by the policy organs that deal with matters related to program-budget activities.

b. Budgetary Analysis and Operations: Coordinates, advises, and provides assistance in all the various stages of the budgetary process (designs and prepares formats and instructions, trains pertinent personnel, performs budget analysis, and recommends adjustments to comply with directives). Supervises the implementation of the budget; provides assistance in the preparation of plans of operations; issues allotments against all the funds administered by the Secretariat; controls and evaluates the execution of the budget so that activities carried out will comply with the existing standards and rules. Performs comparative analyses of costs and benefits and of efficiency, and reports on the results.

c. Budgetary information and Reporting: Advises on and provides technical support in the preparation of the Program-Budget by the General Secretariat and the following-up reporting on the programs approved by the Councils. Prepares the Progress Reports and special studies oil the execution of the budget by program; coordinates and publishes all data and information related to the Program-Budget and its financial execution; establishes standards for the provision of information on the counterpart contributions of countries and international institutions participating in OAS projects; designs, expands, and implements the integrated Program-Budget information system.

E. DEPARTMENT OF MATERIAL RESOURCES

1. Responsibilities

a. Advisory: Serves as the principal staff advisory office to the Secretary General, the Assistant Secretary General and the Executive and Assistant Secretaries on all matters related to the plans, policies, procedures, and standards governing the management of the material resources, publications, contracting and general services of the General Secretariat, and on the establishment of uniform procedures for contracts or agreements with financial impact to which the General Secretariat is a party. Recommends to the Secretary General, through the Assistant Secretary for Management, methods and procedures for carrying out the directives of the General Assembly on policies and programs dealing with publications, contracting, and general services.

b. Normative: Verifies the conformity of publication, contracting, and general services activities with approved policies and standards.

c. Service: Plans, directs, and provides centralized administrative and technical services for the implementation of publication programs (including printing, editing, graphic design, typography, distribution, sales and promotion), contracting and general services within the General Secretariat; procurement orders for publication services to be obtained from outside sources; the sale and distribution of OAS publications and films; the assignment, use, and maintenance of office space in owned and rented buildings; centralized leasing or purchase, delivery and processing of equipment and supplies; use, maintenance, and inventory control of office furniture and equipment; and the property and casualty insurance programs for headquarters and the field. In collaboration with the Executive and Assistant Secretaries, and office and department directors, prepares the draft General Plan of Publications; acts as advisor to the Publications Board; proposes all administrative measures required for the efficient execution of the publication policies and programs of the General Secretariat. Assures sound internal control over material resources.

2. Functions

a. Policy and Direction: Advises the Secretary General, the Assistant Secretary for Management, and other senior officers on all matters concerning publications, on the establishment of policies and uniform administrative procedures for the preservation and maintenance of all Secretariat property at headquarters and in the field, and on all contracts or agreements with financial impact to which the General Secretariat is a party. Under authority delegated by the Secretary General exercises the legal power to engage in contracts or agreements in his name. Manages and controls the budgetary and financial aspects of the common services accounts related to real property, office supplies, equipment, furniture, building maintenance, and insurance. Prepares the General Plan of Publications for approval by the Publications Board and administers the Publications Reprint Fund; approves all arrangements for printing and related services, including the award of material resource contracts for services to be performed outside and the sale and distribution of OAS publications and films; manages the hiring of temporary printing staff.

b. Procurement: Programs, coordinates, and controls the procurement of technical and other equipment, scientific material, furniture and supplies for the General Secretariat and for projects in member countries. Negotiates and processes maintenance, lease repair, and insurance contracts. Manages property and casualty insurance programs for activities at headquarters or in the field.

c. Printing: Provides duplicating and printing services to reproduce Organization documents. Provides centralized, professional, advisory, and technical services for the daily distribution of OAS documents and publications. Edits OAS publications, documents, and other issuances; prepares style manuals and other statements of OAS editorial policy for approval by the Publications Board. Develops and implements programs to promote the sale and circulation of OAS published materials and microfiche editions and analyzes their results; administers and maintains OAS mailing lists, establishing and maintaining inventory controls and maintaining liaison with postal authorities of the member states

d. General Services: Programs, coordinates, and controls parking, office supplies, equipment maintenance and repairs, moves, shipments, receipt and delivery of all equipment, furniture, supplies and other related services; manages the assignment, utilization and maintenance of buildings and grounds at headquarters and office space at headquarters and in the field; maintains inventory control of equipment, furniture and supplies at headquarters and in the field. Manages the operation of the photocopying centers. Provides messenger services to collect and distribute inter-office correspondence and mail; maintains automobiles for the transportation of correspondence and for use by authorized personnel.

F. DEPARTMENT OF MANAGEMENT SYSTEMS

1. Responsibilities

a. Advisory: Serves as the principal advisory office to the Secretary General, the Assistant Secretary General, and the Executive and Assistant Secretaries on all matters related to policies and plans for systems development, operations analysis, management procedures, and official issuances. Provides advisory services to the Data Processing Steering Committee and to other executives and top managers of the General Secretariat.

b. Normative: Develops, implements, and controls standards and procedures for the conformity of automated data and word-processing, and other office automation applications and facilities of the General Secretariat for cost-effective use of equipment and personnel. Designs and monitors management systems to ensure established procedures are operational and effective.

c. Service: Performs management, office automation and information systems studies; recommends alternative solutions for improved systems and procedures; plans, designs, and implements new or improved systems in accordance with selected alternatives. Determines computer, word-processing, and office automation hardware and software requirements for new or planned systems and coordinates their acquisition, development, and utilization; reviews and approves all procurement of data and word-processing equipment and other automated information-handling equipment and monitors the effective utilization of such equipment; plans and recommends training courses and procedures for users. Provides technical assistance to other entities in matters concerning management systems and organization, automated data processing, word processing, and office automation. Provides computer processing services. Maintains a system for the development and issuance of Executive Orders, Administrative Memoranda, Directives of the Secretary General, Management Circulars, manuals of procedure, and other administrative issuances. Assures that adequate internal controls are incorporated into all management systems.

2. Functions

a. Policy and Direction: Plans, directs, and supervises the planning, analysis, design and development of systems and procedures for the control and use of automated equipment, to ensure the optimum flow of management information through the Organization.

b. Management Analysis and Improvement: Performs management systems studies that contain recommendations and plans for improved management policies, systems, procedures and organizational' structure and coordinates their integration into the operating and planning systems of the organization. Investigates procedural and other management problems and develops alternatives for their solution. Maintains a system for the updating, preparation, and clearance of issuances for Executive Orders, Administrative Memoranda, Management Circulars, manuals of procedure, and other administrative issuances. Provides technical assistance to other entities throughout the Organization in matters involving management systems, policy and procedures.

c. Systems Development: Reviews the operation of existing systems and develops systems proposals to determine the feasibility and benefits of new or improved automation. Designs, programs, develops standards for, and coordinates the implementation of automated information systems, and maintains existing systems and documentation; determines hardware and software needs for the support and operation of planned and existing systems and coordinates their acquisition and installation; provides liaison and training services for computer users with regard to systems operations.

d. Computer Operations: Schedules, controls, and operates computer-processing activities and outputs. Installs and maintains computer and related hardware, telecommunications lines and equipment, operating software, languages, and systems utilities. Controls magnetic media libraries, production-run books, and the inventory of computer equipment, forms, and supplies.

G. OFFICE OF COMMUNICATIONS AND SECURITY SERVICES

1. Responsibilities

a. Advisory: Serves as the staff advisory office to the Assistant Secretary for Management on all matters related to the formulation of policies and the establishment of administrative procedures concerned with communications and security within the General Secretariat.

b. Formative: Verifies that all communication and security activities of the Organization conform to the policies and regulations of the General Secretariat and assures that they are cost-effective.

c. Service: Provides telex, cable, telephone, and related services for all official communications of the Organization and maintains pertinent records and cost-allocation information. Supervises and maintains a security force to protect the buildings and property of the General Secretariat and provide for the safety of its personnel. Assures adequate control over communications and facilities.

2. Functions

a. Policy and Direction: Advises the Assistant Secretary for Management on policies, procedures, directives, and instructions regarding communications and security within the General Secretariat in order to ensure efficient and economical communication services and the physical security of the property and personnel of the General Secretariat at headquarters and in the field.

b. Communications: Provides services for official national and international communications of the Organization (cables, telexes, and telephone switchboard services); classifies incoming cable and telex messages, registers the messages sent, and assigns the costs to the respective budget accounts; arranges for the installation of new telephone units and lines and the transfer of existing ones to different locations; prepares the telephone directory of the Organization and keeps it up-to-date.

c. Security Services Unit: Maintains the effective security force needed to protect the property and buildings of the General Secretariat and to ensure the safety of persons in them.

H. ADMINISTRATIVE SERVICES UNITS

Although the Administrative Services Units serve three different organizational entities--the Executive Secretariat for Economic and Social Affairs; the Executive Secretariat for Education, Science and Culture, and the Secretariat for Development Cooperation--their responsibilities and functions are similar, differing only as the modes of operations of the three areas require.

1. Responsibilities

a. Advisory: As the representatives of the Assistant Secretary for Management, serve as advisers or advisory offices on internal administrative policies and procedures to the Executive or Assistant Secretary and to the Executive Officer, department and office directors, and program managers of the area to which the Unit is assigned. Advise the Assistant Secretary for Management, the Executive Officer, and the directors of offices in the Management Area on operational problems and recommend procedural modifications that will simplify and improve service. The chiefs of the Administrative Services Units are also representatives of the Assistant Secretary for Management in matters of coordination, administrative, and operational support to the pertinent technical councils and committees and to their appropriate groups.

b. Normative: Exercise internal control of administrative operations for the secretariats they serve in order to ensure their conformity with approved statutes, standards, policies, and rules.

c. Service: Provide operational support to the technical programs and units in the processing of all administrative actions required for the execution of their projects and, where required, coordinate the processing of all transactions in representation of the central administrative offices, to assure timely and efficient performance. Prepare or forward administrative, financial, statistical, and special reports as required by the technical areas, coordinating with the central administrative office responsible for the information.

2. Functions

Advise and assist the program managers and department and office directors of the areas they serve in planning and scheduling the processing of operational support actions. Review and process plans of operations for the approval of the Executive or Assistant Secretary of the area served. Process all actions directed to offices in the Management Area; enter obligations to the various accounts under the management of the Department of Program-Budget; authorize disbursements to the field for approved plans of operations; review and authorize disbursements that conform to approved plans of operations and for which specific delegations of authority are made; maintain processing plans and control numbers. Arrange for actions to be initiated and follow them up to assured their timely processing. Coordinate the delivery of all administrative services to General Secretariat programs both at headquarters and in the field; maintain records required to advise the program managers at any time on the status of their budgetary accounts and posts.

III. INTERNAL STRUCTURE AND DIVISION OF FUNCTIONS

The internal structure and division of functions of the various Departments and Offices shall be determined by an Administrative Memorandum issued by the Assistant Secretary for Management, by order of the Secretary General.

IV. AMENDMENTS AND REPEALS

A. This Executive Order amends the following issuances:

Executive Order No. 75-1, paragraph 1.c., "Organizational Structure of the General Secretariat of the OAS," in that it replaces all references to the instrumentalities that are under the Assistant Secretary for Management.

The Organization Manual of the OAS General Secretariat of 1977, in that it supersedes the part related to the Secretariat for Management (pages M-1 to M-31 of that document).

B. In any other Executive Order and administrative issuances wherever the terms Department of Publications and Contracting Office appear it should be read as Department of Material Resources; Office of Financial Services should be read Office of the Treasurer; Office of Personnel should be read Department of Human Resources; Office of Program-Budget should read Department of Program-Budget.

C. This Executive Order supersedes all present norms, regulations and practices of the General Secretariat to the contrary and repeals the following issuances:

EO No. 65-3 - "Changes in the Organization of the PAU", as concern to II Department of Administrative Affairs, XIII Office of Publication Services and XIV Office of Financial Services.

EO No. 69-5 - "Changes in the Organization of the General Secretariat"

EO No. 75-7 - "Creation of Special Officer for Personnel Relations"

EO No. 75-8 - "Organizational Structure of the General Secretariat of the OAS"

EO No. 75-10 - "Office of Organization Development and Training"

EO No. 75-11 - "Contracting Office"

EO No. 75-16 - "Office of Program-Budget, Office of Financial Services, and Electronic Data Processing (EDP) Systems Unit"

EO No. 75-19 - "Change in the Internal Organization of the General Secretariat - Establishment of the Department of Publications"

EO No. 76-8 - "Office of Communications and Security Services - Functions and Structure"

V. EFFECT

This Executive Order shall take effect on the date on which it is signed.

 

Alejandro Orfila
Secretary General

Date: September 29, 1981
Original: English