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 Am�ricas.
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 Am�ricas
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
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