THE SECRETARY GENERAL:
In the exercise of the powers conferred
upon him by articles 4, 8, and 11 of the General Standards to Govern the Operations of the
General Secretariat of the Organization of American States, and
CONSIDERING:
That the General Secretariat's
involvement in election observation and other on-site democratic development activities
has placed new demands on the Secretariat which were not anticipated when the Staff Rules
and Rules for Performance Contracts ("CPR Rules") were adopted.
That since 1989, the General Secretariat
has been contracting the services of Election Observers and Other Special Democratic
Development Personnel ("Observers") through Performance Contracts
("CPRs") under the CPR Rules;
That the contracting of Observers under
CPRs has proved largely unsatisfactory because (1) persons contracted under CPRs are not
staff members and therefore are not eligible for the privileges and immunities conferred
upon staff members in many of the Member States; (2) persons contracted under CPRs are by
definition independent contractors and therefore are not eligible for health insurance,
social security, and other basic benefits provided employees; (3) the use of the CPR
rather than the employment contract for retaining Observer services has required the
establishment of ad hoc policies regarding leave, insurance, and other practices;
That the contracting of Observers under
the short-term employment contract would facilitate the administration of Observer
Missions and provide Observers with the legal protection they need to do their work and
provide them with greater protection in the performance of their duties;
That the United Nations has developed for
contracting Observers and other short-term personnel working in political development
activities a special type of short-term employment contract -- the "Three Hundred
Series" -- with fewer benefits than those provided other employees.
That the Staff Rules should be modified
by way of Executive Order so as to permit the establishment of a special short term
contract for Observers which will give the General Secretariat the same flexibility the
United Nations has for hiring Observers as staff members with special voluntary and other
special funds.
RESOLVES:
1. To amend Staff Rule 104.3(d) by
replacing it with the text set out in Annex No. 1 of this Executive Order.
2. To add to the Staff Rules
"Appendix E: Rules for Special Observer Contracts", as set out in Annex No. 2 of
this Executive Order.
3. To repeal any provision, rule, or
practice inconsistent with or contrary to this Executive Order.
This Executive Order shall enter into
force upon the day it is signed.
March 13, 1995
Annex No. 1
STAFF RULE 104.3(d)
(d) Contracts for a limited time are of
four kinds:
(i) Short-term contracts, when their
duration is less than a year. Short term contracts can be extended but in no case may the
total of their original length plus the extension or extensions reach a total of one year
of service;
(ii) Special Observer Contracts
("SOCs"), which are short-term contracts specifically governed by the provisions
set out in Annex E of these Staff Rules.
(iii) Long-term contracts, when their
duration is a year or more; and
iv) Part-time contracts, when their
duration is for a fixed term agreed upon but where the staff member is required to serve
the General Secretariat for one-half of the normal daily working hours at the duty
station.
Annex No. 2
APPENDIX E
RULES FOR SPECIAL OBSERVER CONTRACTS
I. Definitions, Characteristics of
Special Observer Contracts, and Special Requirements and Considerations
1.1 An Observer is a person hired under a
short-term contract to provide services in election or human rights observation missions
or other services in connection with democratic development activities.
1.2 A Special Observer Contract
("SOC") is a contract with an Observer for less than one year. Like a general
short term contract, an SOC can be extended, but in no case may the total of the original
SOC and extensions reach one continuous year of service without at least one week's break
in service.
1.3 The SOC is a temporary appointment
for a limited time (also known as a "fixed term"), the period of which is
expressly specified in the letter of appointment.
1.4 A SOC may be terminated prior to its
expiration if at anytime it is the Secretary General's opinion that such action would be
in the interest of the General Secretariat.
1.5 An Observer may be ordered to leave a
duty station without prior notice if in the opinion of the Secretary General or his duly
designated agent, the Observer's presence at the duty station is undesirable or may
prejudice the mission or the activity for which the Observer was contracted.
1.6 An SOC is a contract funded by
special or voluntary funds; not by the Regular Fund.
1.7 The term Chief of Mission, as used in
these rules, refers to the Principal Coordinator or Chief Operating Officer of the
Observer Mission stationed in the duty station where the Observer is assigned.
1.8 To reduce potential liability for
payment of the sixty-day termination notice provision required under Article 53 of the
General Standards and Staff Rule 110.4, the length of an Observer Contract, or any
individual extension period thereof, should not exceed thirty days unless the Secretary
General otherwise orders in writing. In the event a contract or an extension for more than
thirty days is granted, funds from the voluntary and special funds used to finance the
Mission to which the Observer is assigned shall be placed in a special reserve account in
an amount sufficient to cover the potential cost of the required notice.
1.9 The existence of the SOC does not
prohibit the General Secretariat from contracting Observers as independent contractors
under Performance Contracts ("CPRs") where in the opinion of the Secretary
General, the conditions so permit. Observers contracted under Performance Contracts,
however, are not staff members and the Staff Rules and these provisions do not apply to
them.
II. Precedence and Interpretation
2.1 In the event of any conflict between
these Special Rules and other Staff Rules and regulations, these Special Rules shall apply
to SOCs.
2.2 These Rules must be construed in
light of their purposes, which is to provide the Secretariat with a fair and flexible and
contracting mechanism similar to that employed by the United Nations for contracting
Observers as staff members without incurring the full costs of employing career and
long-term contract staff.
III. Obligations and Rights
3.1 The provisions of Chapter I of the
Staff Rules on Obligations and Rights apply, except as otherwise stated in this Section.
3.2 The holidays for each duty station
away from Headquarters shall be those established in Staff Rule 101.2(c) unless otherwise
notified to the Observers by the Secretary General.
3.3 Any Observer may be required to
reimburse the General Secretariat either partially or in full for any financial loss
suffered by the General Secretariat as a result of the staff member's negligence or his or
her having violated any regulation, rule or administrative instruction.
IV. Classification of Post
4.1 The provisions of Chapter II of the
Staff Rules on Classification of Posts apply, except as otherwise stated in this Section.
4.2 Staff Rule 102.3(c) does not apply;
however an Observer who is asked to perform higher level functions may be eligible for the
Special Duties allowance under the terms and conditions of Staff Rule 103.7.
4.3 Where merited, the Secretary General
may relax formal educational and experience requirements because of the short term of
these contracts and because the appointments hereunder are not subject to the competition
requirements.
V. Salaries and Allowances
5.1 The provisions of Chapter III of the
Staff Rules on Salaries and Allowances apply, except as otherwise stated in this Section.
5.2 Unless otherwise expressly stated in
the Letter of Appointment form, the following benefits and corresponding rules shall not
apply: Rent Subsidy (Staff Rule ("SR") 103.2(a)); Language Allowance (SR 103.6);
Installation Allowance (SR 103.12); Education Grant (SR 103.13); Salary and Allowances
During Special Mission Assignment (SR 103.14); Assignment Allowance (103.15); Dependency
Allowance (103.16); Nonresident allowance (103.17); Reimbursement of Income Tax (103.19).
5.3 Observers in the general services
category who are nationals of the duty station in which they are working will be paid in
accordance with the local salary scales for that duty station established under Executive
Order No. 91-1, unless their permanent residence at the time they are contracted is a
country other than the duty station.
VI. Types of Employment, Selection,
and Promotion
6.1 The provisions of Chapter IV of the
Staff Rules on Types of Employment, Selection, and Promotion shall apply except as
otherwise stated in this Section.
6.2 No SOC, including any extensions
thereof, may reach a total of one continuous year of service.
6.3 No SOC may be converted into a
long-term contract. No Observer may be continuously employed by the General Secretariat
beyond the permissible term of an SOC, and any permissible extensions thereof. An Observer
may be reemployed after a one-week break in service; however, in no case shall
reemployment after that break in service be construed as continuity of service for any
purpose under the Staff Rules.
6.4 SOCs are exempt from the competition
procedures stated in the Staff Rules.
6.5 Staff Rule 104.14(a) on family
relationships shall not apply; however, absent an exception pursuant to Staff Rule
113.4(b), no SOC shall be awarded to an Observer who is a relative, as defined in Staff
Rule 104.14(a), of a staff member classified at the N (P-5) level or above.
VII. Change of Post of Functions and
Work Performance
7.1 The provisions of Chapter V of the
Staff Rules on Change of Post, of Functions, and Work Performance shall apply, except as
otherwise stated in this Section.
VIII. Annual. Special, Official, and
Home Leave
8.1 The provisions of Chapter VI of the
Staff Rules on Annual, Special, Official, and Home Leave shall apply except as otherwise
stated in this Section.
8.2 Observers are not eligible for Home
Leave (Rule 106.4), and the entitlements under Rule 106.4 shall not apply.
8.3 An Observer may be ordered to take
special leave with pay pending the investigation of any incident in which he may be
involved.
8.4 Staff Rule 106.1(c) shall not apply
and Observers shall be credited with the corresponding annual leave as of the first month
of service and shall be entitled to take such leave beginning after the first month of
service.
8.5 Observers may carry over accumulated
annual leave in accordance with the provisions of Chapter VI of the Staff Rules, but must
use all such leave before having completed eleven months and twenty-nine days of
continuous service. Observers will be entitled to payment for unused leave only with the
permission of the Director of Human Resources, and in the event such permission is
granted, it shall extend to no more than the number of days indicated in Staff Rule 106.1
(b).
IX. Insurance and Health Benefits
9.1 The provisions of Chapter VII of the
Staff Rules on Insurance and Health Benefits shall apply except as otherwise stated in
this Section.
9.2 The entitlements of Observers to sick
leave will be identical to those provided other staff members holding short term contracts
under the Staff Rules and in accordance with Staff Rule 107.1(a)(ii).
9.3 Observers shall not be entitled to
the life and accidental death insurance subsidized by the General Secretariat under Staff
Rules 107.3(a) and 107.3(d).
9.4 The Secretary General, at his option,
may provide Observers with an insurance plan and policies (Health and Worker Compensation,
loss of personal effects) different from that provided to all other staff members under
Staff Rules 107.3 and 107.4.
9.5 Observers who own or drive motor cars
shall, unless they are designated official drivers by the Chief of Mission, carry public
liability and property damage insurance in an amount adequate to insure them against
claims arising from injury or death to other persons from damage to the property of others
caused by their cars.
X. Travel
10.1 The provisions of Chapter VIII of
the Staff Rules on Travel shall apply except as otherwise stated in this Section.
10.2 The following provisions shall not
apply: Travel for Recruitment Interviews (SR 108.1(b)); Official Travel of Dependents (SR
108.2); Official Travel of Dependents-Missions (SR 108.3); Eligible Dependents for
Purposes of Payment of Travel Expenses (SR 108.5); Terminal Expenses for Dependents (SR
108.12(a)).
10.3 Like other staff Members on short
term contracts, Observers are ineligible to receive Moving Expenses under Staff Rule
108.19.
10.4 An Observer who accepts employment
as an Observer after a break in service of less than one week shall have no entitlement to
payment of travel expenses from the duty station to his home country at the expiration of
his last contract proceeding the break in service, or to payment of travel expenses back
to the duty station from his home country for the purpose of initiating his next contract
after the break in service, unless otherwise agreed to by the Secretary General in
writing.
XI. Relations With The Staff
11.1 The provisions of Chapter IX of the
Staff Rules on Relations with the Staff shall apply except as otherwise stated in this
Section.
11.2 Observers shall not be eligible to
serve on the Staff Committee or as Representatives or Committee Members Under Chapters XI
and XII of the Staff Rules.
XII. Separation From Service
12.1 The provisions of Chapter X of the
Staff Rules on Separation from Service shall apply except as otherwise stated in this
Section.
12.2 An Observer may resign by giving
two-weeks written notice to the Secretary General; however, the Secretary General may
waive the notice period at his option. Staff Rule 110.1, as set out in the Staff Rules,
does not apply,
12.3 Directive D-17 of November 12, 1985
shall not apply (Appendix D of Staff Rules). Observers shall be entitled to join the
Provident Plan. They shall not participate in the OAS Retirement and Pension Plan.
12.4 SOCs shall expire automatically
without prior notice on the expiration date of the period specified in the letter of
appointment, contract, or any extensions thereof. Separation as a result of the expiration
of any such appointment shall not be regarded as a termination within the meaning of the
Staff Regulations and Rules.
12.5 Because the success and safety of an
entire mission depends on the strict discipline of its members and decorum which does not
disrupt the relationship of the mission with the Government of the duty station, serious
misconduct under Staff Rule 110.5 includes any conduct by an Observer which (1) requires
the removal of the Observer from the duty station; (2) insubordination; (3) failure to
comply with rules, regulations, curfews and other orders established or issued by the
Chief of Mission; unauthorized statements about the mission and your work as an observer
to the press, government officials, the media, or other persons who are likely to publish
them.
12.6 There is no right to a termination
indemnity unless otherwise specified expressly in the letter of appointment or contract
form.
12.7 In those instances where advanced
notice of termination is required, the Secretary General may terminate the Observer
immediately, and if he does so, he shall compensate the Observer for any required notice
period by paying the Observer the salary he would have received had the date of
termination been at the end of the notice period.
12.8 Observers are not entitled to
payment of the Repatriation Grant provided under Staff Rule 110.8 nor to the payment for
one additional day's pay in relation to repatriation travel under Staff Rule 110. 10(b).
12.9 For Observers, the last day for pay
purposes in the case of death is the date of death, and Staff Rule 110. 10 regarding the
extension of that date in the case of surviving dependents shall not apply.
12.10 The procedure set out in Staff Rule
110.4(f) for termination in the best interest of the Organization shall not apply; rather,
the Secretary General is authorized to terminate an Observer in the best interest of the
Organization after: (1) consulting with the Mission Chief, (2) asking the affected Staff
Member to show cause or otherwise explain in writing within twenty-four hours as to why he
should not be summarily dismissed; and (3) reviewing the Staff Member's writing.
Separation in the best interest of the Organization may occur, inter alia: when the
mission is discontinued; when funding for the mission is reduced; when staffing needs for
the mission diminish; when the duty station of the mission changes; when the skills of the
Observer, in the opinion of the Mission Chief, are no longer needed; or when the continued
presence of the Observer in the mission is, in the opinion of the Mission Chief,
inconsistent with mission objectives.
XIII. Discipline
13.1 The provisions of Chapter XI of the
Staff Rules on Discipline shall apply except as otherwise stated in this Section.
13.2 The last sentence of Staff Rule
111.3(e) which defines time spent by staff members in the Disciplinary Process as time
"devoted to official duties" shall not apply to Observers involved in that
process unless otherwise permitted in writing by the Chief of Mission; however, Observers
will not be charged annual leave to attend any Hearing convoked by a Joint Disciplinary
Committee to consider charges against them.
XIV. Hearing and Reconsideration
14.1 The provisions of Chapter XII of the
Staff Rules on Hearing and Reconsideration shall apply except as otherwise stated in this
Section.
14.2 The last sentence in Staff Rule
112.6 which defines time spent by staff members in the Reconsideration procedure as time
"devoted to official duties" shall not apply to Observers involved in that
process unless otherwise permitted in writing by the Chief of Mission; however, Observers
will not be charged annual leave to attend any Hearing convoked by a Reconsideration
Committee considering matters brought by them.
XV. General Provisions and Transitory
Provisions
15.1 The
provisions of Chapters XIII and XIV of the Staff Rules shall apply, unless otherwise
stated in this Section.
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