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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. 82-6
SUBJECT:  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:

That, by resolution AG/RES. 561 (XI-O/81), the General Assembly authorized the Secretary General to modify the programs and structure of the General Secretariat, in order to adapt them to the present needs of the Organization, and

That it is appropriate to implement the modifications of the programs and structure of the General Secretariat in accordance with the "Plan of Action for Reorganizing the General Secretariat of the Organization of American States" (OEA/Ser.G/CP/doc.1251/82 rev. 1) presented to the Permanent Council on April 12, 1982,

RESOLVES:

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

I. ORGANIZATIONAL STRUCTURE

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

A. Office of the Assistant Secretary for Management

B. Department of Human Resources

C. Department of Program-Budget

D. Department of Material Resources

E. Department of Management Systems

F. Office of the Treasurer

G. Office of Communications and Security Services

The former Administrative Services Units are hereby abolished.

An organizational chart of the Secretariat for Management is appended to this Executive order, and is a part thereof.

II. RESPONSIBILITIES AND FUNCTIONS

A. OFFICE OF THE ASSISTANT SECRETARY FOR MANAGEMENT

1. Responsibilities

a. Advisory: Serves as the principal staff advisory office to the Secretary General, the Assistant Secretary General, the Executive Secretaries, and the Assistant Secretary for Legal Affairs 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 supervision and support to the Audit Office and serves as business manager 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 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

a. Policy: Plans, organizes and coordinates the overall 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-processing and word-processing, printing, buildings and grounds, communications, and the security of property and persons. Provides administrative support to the Audit Office. 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. Supervisory: Responsible for the supervision, direction and control of the following departments and offices in their capacity as principal advisory offices of the Secretariat in their respective fields:

i. Department of Human Resources

ii. Department of Program-Budget

iii. Department of Material Resources

iv. Department of Management Systems

v. Office of the Treasurer

vi. Office of Communications and Security Services

B. 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 management of the human resources of the General Secretariat. Ensures the conformity of all actions concerned with personnel and the utilization of human resources with the General Standards, the Staff Rules, the contracting regulations, 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 entitlements. 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 General, the Assistant Secretary for Management, other senior offices, the governing bodies, and the staff on all matters related to personnel policies and the use of outside consultants, personnel management policies and programs, and the application of the related procedures. Develops and implements the basic personnel policies of the Organization and the procedures for their implementation; administers salary systems and consultant fees; counsels staff members. Serves as the liaison with the Staff Association, the Rowe Fund Committee, and the Retirement and Pension Committee.

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

c. Staff Services and Technical Support: Administers staff benefits, including health and life insurance, and applies pertinent rules and regulations; informs personnel on rules and regulations governing performance contracts, official travel, and the transportation of household effects and other benefits. Maintains the central files on current personnel and applicants; prepares offers of employment; completes credit verification of employment; processes visa documents and official travel documents. Provides medical assistance and emergency treatment to staff members at headquarters and to members of the Permanent Council and the missions and delegations.

C. 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 and plans of operation. Issues allotments, reviews and approves obligation requests, manages and executes their recording, and authorizes field disbursements for all funds administered by the General Secretariat. Maintains the Position 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 Assistant Secretary General, the Executive and Assistant Secretaries, the governing bodies, and the member states fully informed on budget execution and the status of budget accounts. Ensures 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, develops execution procedures, and recommends adjustments to comply with directives). Supervises the implementation of the budget; provides assistance in the preparation of plans of operations; issues and controls the allotment levels of all funds administered by the Secretariat; analyzes, controls, and approves obligation requests; registers obligations; authorizes field disbursements; controls and evaluates the execution of the budget so that activities carried out will comply with the approved plans of operations and 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 follow-up reporting on the program approved by the Councils. Prepares the Progress Reports and special studies on 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.

D. 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, printing, contracting, and general services of the General Secretariat, and on the establishment of uniform procedures for all 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 printing, contracting, and general services.

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

c. Service: Plans, directs, and provides centralized administrative and technical services for the printing (including graphic design, typography, and the procurement of services from outside sources) and distribution of OAS publications and for General Secretariat contracting and general services, among them the following: 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 adviser to the Publications Board; proposes all administrative measures required for the efficient execution of the publication and printing 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 printing, 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, and under supervision of the Assistant Secretary for Management, 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. Collaborates in preparing the draft General Plan of Publications for approval by the Publications Board. Administers the Revolving Fund for Printing. 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; 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 and in the field.

c. Printing: Provides and procures duplicating and printing services to reproduce Organization documents. Provides centralized, professional, advisory, and technical services for the distribution of OAS publications. Administers and maintains OAS mailing lists, establishes and maintains inventory controls, and maintains liaison with postal authorities of the member states.

d. General Services: Programs, coordinates, and controls parking, the provision of office supplies, equipment maintenance and repairs, moves, shipments, the receipt and delivery of all equipment, furniture, and 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.

E. 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-processing 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 that established procedures are operational and effective.

c. Service: Performs management, office automation, and information systems studies; recommends alternative solutions for improvement of 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-processing and word-processing equipment and other automated information-handling equipment and monitors the use of such equipment for optimum effectiveness; 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. Ensures 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, clearance, and issuance of Executive Orders, Administrative Memoranda, Management Circulars, manuals, 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 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.

F. OFFICE OF THE TREASURER

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 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 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: Performs 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 at 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 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 account.

c. Cash Management: Receives, disburses, and serves as the custodian of all cash, investments, letters of credit, and other monetary assets 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 at headquarters. Records vouchers and other transactions effected at offices away from headquarters. Serves as the center of financial supervision of and accountability for all activities away from headquarters.

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

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. Normative: 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 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 provides for the safety of its personnel. Ensures 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); records incoming cable and telex messages, registers the messages sent, and assigns the costs to the appropriate 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: Maintains the security force needed to protect the property and buildings of the General Secretariat and to ensure the safety of persons in them.

III. AMENDMENTS AND REPEALS

A. In all other Executive Orders and administrative issuances, the terms "Department of Publications" and "Contracting Office" should be understood as referring to the Department of Material Resources; the term "Office of Financial Services," should be read Office of the Treasurer; the term "Office of Personnel," should be understood as referring to the Department of Human Resources; the term "Office of Program-Budget," as referring to the Department of Program-Budget.

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

Executive order No.81-7 "Organizational Structure of the Secretariat for Management".

Administrative Memorandum No.47 "Integration of Administration".

Administrative Memorandum No.49 "Consolidación de dependencias de la Subsecretaría de Administración"

IV. EFFECT

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

 

Alejandro Orfila
Secretary General

Date: November 5, 1982
Original: English

Attachment: 1