G E N E R A L S E C R E T A R I A T
THE SECRETARY GENERAL,
In exercise of the powers conferred upon him under Articles 109 and 113 of the Charter and Articles 4, 8 and 12 of the General Standards to Govern the Operation of the General Secretariat of the Organization of American States, and
That the Plan of Action adopted at the Second Summit of the Americas in Santiago, Chile, in April 1998 ("the Santiago Plan of Action"), states, in pertinent part:
That Resolution AG/RES. 1534 (XXVIII-O/98) instructs the General Secretariat "to give priority to carrying out the initiatives of the Santiago Plan of Action and to provide the Special Committee [of the Permanent Council] on Inter-American Summits Management with regular progress reports on implementation.... [as well as] to follow up on the initiatives that it has been assigned to implement in the Santiago Plan of Action."
That it is necessary to establish a central office within the General Secretariat for the coordination of the responsibilities and activities assigned to the Organization by the Plan of Action.
I. CREATION OF THE OFFICE OF SUMMIT FOLLOW-UP
1. The Office of Summit Follow-up is hereby created as a dependency of the Office of the Secretary General and as the principal entity within the General Secretariat for advising the Secretary General, the Assistant Secretary General, the Executive Secretariat of CIDI and the governing bodies of the Organization, on all matters pertaining to the Summit Follow-up.
2. The primary mission of the Office of Summit Follow-up is to coordinate and otherwise assist in accomplishing the mandates assigned to the OAS in the Plan of Action and by future Summits.
1. The chief of the Office, its Director, is directly responsible to the Chief of Staff of the Secretary General. The Director administers, coordinates, and has technical responsibility for the work product and personnel of the Office.
2. The Director, in accordance with the applicable norms regarding personnel, the program-budget, and related matters, is responsible for establishing an internal structure for the Office which will enable the Office to function responsively and properly in accordance with its responsibilities and mandates.
The Office of Summit Follow-up has the following duties and responsibilities:
1. Informs the Secretary General on the status of implementation of Summit mandates, and through the Secretary General or as otherwise instructed by him, similarly informs the political bodies and other organs of the Organization;
2. Supports the requests made by the countries of the troika on issues related to the meetings on the implementation of the Santiago Plan of Action that take place within the framework of the SIRG;
3. Retains, organizes, and archives (in collaboration with the Columbus Memorial Library as appropriate) all documentation pertaining to the institutional memory of the Summit process. In coordination with the Department of Management Systems and Technology, which is responsible for informatics technology within the OAS, maintains an active electronic informational database, the "Summit Net", composed of searchable public data on Summit related issues, and closed ministerial nets for the use of member State Ministers and other policymakers;
4. Serves as the technical secretariat for the Special Committee of the Permanent Council on Inter-American Summits Management;
5. Coordinates the work carried out by the OAS organs and dependencies of the General Secretariat involved in the implementation of the Santiago Plan of Action and meets regularly with their directors;
6. Coordinates those activities that incorporate different sectors of civil society in the implementation of the Plan of Action. Assists in coordinating the implementation of Summit Mandates which do not fall within the sphere of competence of other dependencies of the General Secretariat;
7. Collaborates with the Office of External Relations and the Department of Public Information, on the dissemination of information on OAS activities related to the implementation of the Plan of Action;
8. Gathers and distributes information within the OAS on pertinent issues related to the implementation of the Santiago Summit;
9. Collects and organizes information on activities carried out by other regional organizations involved in the Summit process and makes that information available to the Ministers of Foreign Affairs;
10. Supports the SIRG and member State governments during the preparatory process for subsequent Summits;
11. Advises and makes recommendations to the Secretary General for the adoption of measures to assure that the General Secretariat's Summit follow-up activities are well coordinated, efficient, and responsive to the needs and expectations of the Member States;
12. Performs such other functions as the Secretary General shall assign in relation to the Summit Follow-up process.
This Executive Order supersedes all present norms, regulations and practices of the General Secretariat to the contrary.
This Executive Order shall take effect on the date on which it is signed.