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THE SECRETARY GENERAL,
In the exercise of the
powers conferred upon him by Articles 109 and 113 of the OAS Charter and Articles 4, 8,
and 12 of the General Standards to Govern the Operations of the General Secretariat of the
Organization of American States, and
CONSIDERING:
The need to adjust the
structure of the Secretariat for Management to reflect new management systems and
procedures implemented to facilitate the integration and coordination of managements
activities,
RESOLVES:
That the Secretariat for Management shall
have the structure, responsibilities, and functions set forth below:
I. DEPENDENCIES
A. The Secretariat for Management shall
be composed of the following dependencies:
1. Executive Office of the Assistant
Secretary for Management;
2. Department of Human Resources;
3. Department of Program-Budget;
4. Department of Material Resources;
5. Department of Financial Services; and
6. Department of Management Systems and
Information Technology.
B. The Secretariat for Management and its
dependencies are under the over-all direction, supervision, and control of the Assistant
Secretary for Management, pursuant to the corresponding provisions of the General
Standards, the Program Budget Resolution, and other Resolutions of the General Assembly
and the Permanent Council, this Executive Order, and other pertinent rules and regulations
of the General Secretariat.
II. THE EXECUTIVE OFFICE OF THE ASSISTANT
SECRETARY FOR MANAGEMENT ("EOASM")
A. Structure
1. The EOASM includes the the EOASM staff
and the Assistant Secretary for Management ("ASM"), who is directly responsible
to the Secretary General.
2. The ASM directs the EOASM secretariat
staff, which provides the ASM with secretarial, administrative and advisory support.
3. In accordance with the Program-Budget
and the internal rules of the General Secretariat, the ASM, is responsible for
establishing an internal structure for the Secretariat which assures efficiency,
competence, and responsiveness with the resources provided.
B. Responsibilities and Functions
1. Serves as the principal advisory
office on all administrative issues to the Secretary General, Assistant Secretary General,
the Executive Secretary for CIDI, the Assistant Secretary for Legal Affairs, the Chiefs of
Staff, and other senior staff of the Organization, as well as to the political bodies,
including, but not limited to the General Assembly, The Permanent Council, the Committee
on Administrative and Budgetary Affairs of the Permanent Council and its sub-committees
and working groups, CIDI, CEPCIDI, and other entities of the Organization as requested.
2. Coordinates and oversees: a) the
enforcement of the normative provisions set out in the OAS Charter, the General Standards,
the Program-Budget Resolution, and the other normative instruments of the Organization
pertaining to the management of the General Secretariat's material resources (including
systems), personnel, and other activities within its sphere of competence; b) the
performance of the duties and responsibilities assigned to the dependencies of the
Secretariat for Management by the political organs and Office of the Secretary General;
and c) the implementation of the recommendations of the Inspector General, as approved by
the Secretary General.
4. With the approval of the Secretary
General, issues Administrative Memoranda and other management-related normative issuances
developed in collaboration with the affected areas of the Secretariat and the Department
of Legal Services; develops and reviews draft Executive Orders and Directives relating to
administrative matters for issuance by the Secretary General.
5. Oversees the balanced, rational, and
timely distribution of human and material resources (including systems services) within
the General Secretariat in accordance with the Program-Budget, the availability of
resources, and needs.
6. Provides representational services,
prepares special reports, and performs such other duties as assigned by the Secretary
General.
7. Maintains the dependencies of the
General Secretariat informed of the budgetary preparation, approval and execution process,
and issues such other information as necessary to assure adequate coordination of that
process and other initiatives in the administrative area.
8. Unless otherwise limited by Executive
Order, Directives, or other memorandum of the Secretary General, is authorized to execute
on behalf of the General Secretariat those official documents related to the ordinary
functioning and management of the General Secretariat, including but not limited to:
purchase orders, contracts, travel documents, technical cooperation agreements, leases,
and other agreements of a budgetary and administrative nature. Specifics of this authority
may be further delegated along functional lines to Directors of Departments within the
Secretariat for Management.
III. THE DEPARTMENT OF HUMAN RESOURCES
("DHR"):
A. Structure
1. The DHR includes a Director, who is
directly responsible to the ASM, and the DHR staff.
2. The Director manages, coordinates, and
has technical responsibility for the Department's work and the productivity and
performance of its staff.
3. In accordance with the Program-Budget
and the internal rules of the General Secretariat, and subject to the ASM's approval, the
Director is responsible for establishing an internal structure for the Department which
maximizes efficiency, competence and responsiveness with the resources provided.
B. Responsibilities and Functions
1. Advises the Permanent Council and its
committees, subcommittees, and working groups, as requested, as well as CEPCIDI and its
committees, and all levels of management -- including the Secretary General, the Assistant
Secretary General, the Assistant and Executive Secretaries, Chiefs of Staff, and other
senior officials of the General Secretariat on human resources issues affecting the
General Secretariat. Advises, develops, proposes, plans, and organizes personnel
management policies, programs, and procedures for the consideration of the Secretary
General, the Assistant Secretary General, the Assistant and Executive Secretaries, Chiefs
of Staff, other senior officials of the General Secretariat.
2. Maintains pertinent personnel
information and reporting systems, including individual personnel files for each staff
member and other records on individual staff members and consultants as required for the
determination of qualifications, history of performance, and entitlements.
3. In accordance with the applicable
Staff Rules and other administrative dispositions of the General Secretariat, applies,
enforces, and administers, in coordination with the Departments of Program Budget and
Financial Services, the personnel policy of the General Secretariat, including: the job
classification system; recruitment; the compensation system; health and life insurance
programs; the internal grievance and disciplinary proceedings; contracting of staff
members; performance contracts; official visas and official travel documents; official
travel; transportation of household goods; performance evaluation; and other staff
benefits provided.
4. Liaises with the OAS Retirement and
Pension Committee, the Rowe Fund Committee, and the Staff Committee of the OAS Staff
Association.
5. Participates as a member and/or
technical secretary on committees, boards, and working groups such as: the Reduction in
Force Committee, the Selection Committee, the Joint Committee on Insurance Matters;
pursuant to consultations with the Department of Legal Services, provides documentary and
testimonial evidence in support of the Secretariat's personnel actions at the OAS
Administrative Tribunal and in other appropriate fora.
6. Develops, in collaboration with the
Department of Legal Services, draft Staff Rules and other normative issuances related to
personnel policy for the consideration of the ASM and approval of the Office of the
Secretary General; publishes Personnel Circulars informing the staff of matters affecting
their interests and related affairs.
7. Provides medical assistance and
emergency treatment to staff members and to members of the Permanent Missions at
Headquarters.
8. Administers and provides information
on job training and career development programs to staff members.
9. Serves as the official conduit for all
personnel related matters between individual staff members and the General Secretariat.
IV. THE DEPARTMENT OF PROGRAM BUDGET
("DPB")
A. Structure
1. The DPB includes a Director, who is
directly responsible to the ASM, and the DPB staff.
2. The Director manages, coordinates, and
has technical responsibility for the Department's work and the productivity and
performance of its staff.
3. In accordance with the Program-Budget
and the internal rules of the General Secretariat, and subject to the ASM's approval, the
Director is responsible for establishing an internal structure for the Department which
assures maximum efficiency and responsiveness.
B. Responsibilities and Functions
1. Advises the governing bodies and all
levels of management -- including the Secretary General, the Assistant Secretary General,
the Assistant and Executive Secretaries, Chiefs of Staff, and other senior officials of
the General Secretariat -- on the formulation of the Program-Budget, the estimates of
budgetary requirements, the preparation of the programs for inclusion in the Budget
document, and the processing of obligations.
2. Recommends to the ASM methods and
procedures for carrying out the mandates of the General Assembly and other political
bodies on policies and procedures dealing with budgetary matters.
3. In consultation with all areas of the
General Secretariat, develops and implements the Program-Budget of the General
Secretariat.
4. Enforces and verifies that all
budgetary actions are consistent with policies and special directives on allocation levels
and approved programs.
5. Issues appropriations and allotments;
reviews and approves obligation requests and manages and executes their recording.
6. Authorizes field disbursements for all
funds administered by the General Secretariat.
7. Maintains the Position Control File
and such other supporting documentation and files as are required to substantiate
budgetary actions for audit and analysis purposes.
8. Coordinates and publishes all data and
information related to the Program-Budget and its execution including special studies on
budgetary matters, comparative analyses of costs, benefits, and efficiency, as well as
reports on the execution of the Budget by program.
9. Ensures adequate budgetary control,
and that Program-Budget actions and decisions are made in accordance with the provisions
of the General Standards, the Budgetary and Financial Rules, and all applicable policies
and procedures that have been established for the General Secretariat at headquarters and
in the field.
V. DEPARTMENT OF MATERIAL RESOURCES
("DMR")
A. Structure
1. The DMR includes a Director, who is
directly responsible to the ASM, and the DMR staff.
2. The Director manages, coordinates, and
has technical responsibility for the Department's work and the productivity and
performance of its staff.
3. In accordance with the Program-Budget
and the internal rules of the General Secretariat, and subject to the ASM's approval, the
Director is responsible for establishing an internal structure for the Department which
maximizes efficiency, competence, and responsiveness with the resources provided.
B. Responsibilities and Functions
1. Advises the Office of the Secretary
General, the Assistant Secretary General, the Assistant and Executive Secretaries, Chiefs
of Staff, and other senior officials of the General Secretariat, on all administrative
matters related to the plans, policies, procedures and standards governing the management
of real estate, purchasing, contracting, travel, insurance, fixed assets management, and
other general services of the General Secretariat.
2. Recommends administrative methods and
procedures to the ASM for carrying out the directives of the General Assembly, and other
political bodies, on policies and programs dealing with the administration of material
resources.
3. Establishes administrative procedures
for all contracts or agreements with financial impact to which the General Secretariat is
a party.
4. Enforces and verifies compliance with
the rules and regulations governing procurement.
5. Administers the procurement of
furniture, electronic equipment, printing and photocopying equipment, and other equipment
for the General Secretariat, Offices of the General Secretariat in the Member States, and
special missions and projects.
6. Plans, directs, and provides the
following centralized administrative services for Headquarters and the Offices of the
General Secretariat in the Member States: building and facilities management including
repairs, architectural design, allocation and construction; assignment, use, and
maintenance of office space in properties; leasing or purchasing; processing of equipment
and supplies including shipping and receiving, and delivery of all equipment; use,
maintenance, and inventory control of office furniture and equipment; provision of travel
services; administration of property and casualty insurance programs for headquarters and
the field.
7. Administers the guard and
cleaning-services contracts at Headquarters.
8. Administers and controls the budgetary
and financial aspects of the Common Services accounts related to real estate, office
supplies, equipment, furniture, building maintenance services, fixed assets, and
insurance.
9. Administers, negotiates, and
concludes, with the assistance as necessary from the Department of Legal Services, all
general contracts, bids, and other procurements. Requests proposals, negotiates and
subscribes the contracts under the rules and regulations of the General Secretariat.
Provides technical advice and support to the Contract Selection and Awards Committee.
10. Administers parking regulations;
security and telecommunication services; messenger and transportation services. Processes
all incoming and outgoing mail.
11. Assures appropriate internal control
and security over material resources.
12. Maintains and periodically updates
the inventory of the physical assets of the General Secretariat.
VI. DEPARTMENT OF FINANCIAL SERVICES
("DFS")
A. Structure
1. The DFS includes a Director, who is
directly responsible to the ASM and is also the Treasurer of the Organization, and the DFS
staff.
2. The Director manages, coordinates, and
has technical responsibility for the Department's work and the productivity and
performance of its staff.
3. In accordance with the Program-Budget
and the internal rules of the General Secretariat, and subject to the ASM's approval, the
Director is responsible for establishing an internal structure for the Department which
maximizes efficiency, competence, and responsiveness with the resources provided.
B. Functions and Responsibilities
1. Advises the Secretary General, the
Assistant Secretary General, and the Assistant and Executive Secretaries, the Chiefs of
Staff, and other senior officials of the General Secretariat on all matters related to the
effective management of the financial resources entrusted to the General Secretariat.
2. Provides technical advisory services
in its area of competence to the Governing Bodies, in particular, the Committee on
Administrative and Budgetary Affairs, as well as to CEPCIDI.
3. Prepares all financial reports of the
General Secretariat, including internal reports to management and formal statements for
external reporting purposes, in accordance with the accounting and financial reporting
principles adopted by the Organization.
4. Performs all treasury and financial
accounting functions of the General Secretariat. Establishes and maintains accounts of the
General Secretariat. Records and manages the collection of quota, voluntary, specific and
other contributions payable to the General Secretariat; prepares projection of receipts in
consultation with the delegations of the Member States or other granting sources. Serves
as custodian of all cash and is responsible for investments, letters of credit, and other
monetary assets entrusted to the General Secretariat including all banking relations.
Prepares financial statements and reports on the status of all funds, subfunds, and
special accounts. Provides for effective and adequate internal accounting control.
5. Issues, reviews and records payments
made by the General Secretariat; authorizes the disbursement of salaries and related
benefits and all other financial obligations incurred at Headquarters. Administers the
attendance and leave recording and reporting. Administers income-tax reimbursement
programs in accordance with corresponding agreements with Member States.
6. Verifies the compliance of all
financial operations with the standards and regulations established for the General
Secretariat, particularly the Budgetary and Financial Rules. Reviews all financial
agreements entered into by the Secretariat for compliance with sound financial management.
Assures the timely and effective recording and reporting of all financial operations.
7. Recommends accounting principles,
standards, financial management procedures, and changes to Budgetary and Financial Rules;
develops financial policies that conform to the General Standards and the statutes of the
Council, and ensures that they are in accordance with accounting principles.
8. Plans, administers, and validates
input and output to the Financial Data System and related subsidiary systems.
9. Through the Director, serves as
Treasurer of the Leo S. Rowe Pan American Fund, Secretary-Treasurer of the Leo S. Rowe
Memorial Fund, Technical Secretary of the Board of External Auditors, and as Treasurer of
other entities as assigned.
VII. DEPARTMENT OF MANAGEMENT SYSTEMS AND
INFORMATION TECHNOLOGY ("DMSIT")
A. Structure
1. The DMSIT includes a Director, who is
directly responsible to the ASM, and the DMSIT staff.
2. The Director manages, coordinates, and
has technical responsibility for the Department's work and the productivity and
performance of its staff.
3. In accordance with the Program-Budget
and the internal rules of the General Secretariat, and subject to the ASM's approval, the
Director is responsible for establishing an internal structure for the Department which
maximizes competence, efficiency and responsiveness with the resources provided.
B. Responsibilities and Functions
1. Advises the Secretary General, the
Assistant Secretary General, and Assistant and Executive Secretaries, the Chiefs of Staff,
other senior officials of the General Secretariat, the Permanent Missions, and the
Permanent Council (and in particular, the Committee on Administrative and Budgetary
Affairs), on all matters related to policies, plans and regulations to ensure the long
term coordinated development and utilization of information technology resources and
services in the organization.
2. Manages, develops, designs, implements
and controls standards and procedures for the compatibility of all information processing,
data communications, hardware, software, office automation applications and facilities of
the General Secretariat. Develops and runs system-wide data quality control programs and
maintains tables for data integrity checking, supports data quality checking by
application managers and ensures the integrity required for accurate and effective
retrieval.
3. Establishes policies for and manages
integrated development of state-of-the-art organization-wide and end-user automated
systems and applications. Maintains appropriate and effective levels of communication
services including the design, operation and periodic enhancement of local area networks,
wide area networks, Intranet, Internet, electronic connections with the Permanent
Missions, Offices of the General Secretariat in the member states, and other sites as
required.
4. Determines information security
requirements and designs and implements corresponding security plans and procedures.
5. Develops and plans for the
acquisition, implementation and utilization of hardware and software; in conjunction with
the Department of Material Resources, reviews, approves and conducts all procurement of
electronic communications, information security, information processing and other
automated information equipment, and monitors the use of such equipment for the optimum
effectiveness.
6. Provides technical assistance to other
entities in matters concerning information processing and managements systems, data
processing and office automation.
7. Keeps the inventory of hard
ware/software installed by location and retains in its files the corresponding equipment
warranties for use as needed.
8. Analyzes business requirements and
develops, maintains and administers databases including accounting and budgeting systems,
human resources, payroll and entitlement, procurement, supply inventory control and
property records and administrative applications to provide decision support capabilities;
establishes a "data warehouse" infrastructure to permit sharing of data both
internally and externally, that includes administrative, departmental statistics, text
other data and multimedia information across the entire Secretariat. Manages the
development of applications in distributed platforms, provides adequate support to users
in the analysis, design and usage of distributed databases.
9. Analyzes, recommends and customizes
the best "off-the-shelf" applications software available that is suitable to the
needs of the General Secretariat; maintains legacy systems and administrative applications
operational until replacements are suitably installed and tested.
10. Develops uniform criteria and
standards for the acquisition and distribution of information technology components;
analyzes different technology options for software and equipment to assure compatibility
and integration; evaluates requirements to provide end users with friendly, intuitive and
graphical interfaces.
11. In conjunction with the Department of
Human Resources, designs and executes computer training programs.
IV. AMENDMENTS AND REPEALS
This Executive Order
supersedes all present norms, regulations and practices of the General Secretariat to the
contrary.
V. EFFECT
This Executive Order
shall take effect on the date on which it is signed.
Date: October 31, 1997
Original: English
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