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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. 99-3 Corr. 1
SUBJECT:
THE SECRETARIAT FOR MANAGEMENT


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 management 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 Resource Services;

3.     Department of Financial Services;

4.     Department of Management Analysis, Planning and Support Services;

5.     Department of Technology and Facility Services; and

6.     Office of Procurement Management Services.

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 EOASM staff and the Assistant Secretary for Management ("ASM"), who is directly responsible to the Secretary General.

2.       The ASM directs the EOASM staff, which provides the ASM with advisory, administrative and secretarial 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.

 

3.       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.

4.           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.

5.           Provides representational services, prepares special reports, and performs such other duties as assigned by the Secretary General.

6.           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.

7.       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 SERVICES (“DHRS”)

A.     Structure

1.       The DHRS includes a Director, who is directly responsible to the ASM, and the DHRS staff.

2.       The Director manages, coordinates, and has technical responsibility for the DHRS 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 DHRS that maximizes efficiency, competence and responsiveness with the resources provided.

B.     Responsibilities and Functions

The DHRS, through its Director and staff:

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 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 Department of Management Analysis, Planning, and Support Services, and the Department of 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; employee relations, contracting of staff members; official visas and official travel documents; official travel; transportation of household goods; other staff benefits, performance evaluation; and training and development.

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.       Serves as the official conduit for all personnel related matters between individual staff members and the General Secretariat.

 

IV. DEPARTMENT OF FINANCIAL SERVICES ("DFS")

A.     Structure

1.                  The Department of Financial Services includes the Office of the Director and two Divisions:  (a) The division of Financial Operations; and (b) The Division of Financial Reporting and Policy.

2.                  The Department is under the supervision of its Director, who is responsible to the ASM and assisted by a Senior Manager in charge of each Division.

B.      Functions and Responsibilities

1.               The Office of the Director, through the Director:

a.      Serves as the Treasurer of the General Secretariat and manages, coordinates, and is responsible for the productivity and performance of DFS's Divisions and staff;  

b.      Establishes an administrative structure for each of the Department's Divisions that allows for the effective management of the Department's financial resources, is consistent with the Program-Budget and rules of the General Secretariat.  Provides for quality service to the Department's clients, guarantees accountability, promotes the professional development of the Department's staff, and safeguards the internal control environment;  

c.      Advises the Secretary General, the Assistant Secretary General, 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 General Secretariat's resources and those resources entrusted to it;  

d.      Represents the General Secretariat in interagency external meetings dealing with financial and accounting matters;  

e.      Coordinates and evaluates financial statements and reports for the Secretary General and other OAS officials, the General Assembly, subordinate organs, donors, and other interested parties, with particular attention to commenting upon the financial position of the Organization;  

f.       Coordinates the preparation of the Annual Report of the Board of External Auditors for presentation to the Permanent Council;  

g.      Maintains financial controls regarding use and access to financial information; and  

h.      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 and trust as assigned.  

2.               The Financial Operations Division:  

a.      Performs all treasury and financial accounting functions of the General Secretariat, except those specifically delegated or directed by the General Standards or resolutions of the corresponding political organs of the Organization;  

b.      Establishes and maintains accounts of the General Secretariat and records the financial transactions of the Organization in accordance with the Budgetary and Financial Rules of the Organization and the General Standards;  

c.      Plans, administers, and validates financial data in financial and subsidiary systems, and ensures the integrity and accuracy of the financial information residing in financial applications;  

d.      Manages all the General Secretariat's banking relationships and the collection of quota and other contributions payable to the General Secretariat; serves as the custodian of all cash of the General Secretariat, and is responsible for investments, letters of credit, and other monetary assets entrusted to the General Secretariat, provided, however, and to the extent that, these functions are not assigned to another dependency of the General Secretariat by way of Executive Order;  

e.      Issues, reviews and records payments made by the General Secretariat; authorizes the disbursement of salaries, related benefits, and all other financial obligations within its purview and incurred at Headquarters;  

f.       Administer attendance and leave recording and reporting; and  

g.      Supervises the administration of the income-tax reimbursement program in accordance with the corresponding agreements with the Member States.  

3.               The Financial Reporting and Policy Division:  

a.      Serves as the Department's liaison with donors, missions, internal and external entities, directors, technical areas, and OAS committees with respect to the General Secretariat's financial policies and procedures, recording of transactions, set-up of project account structure, and authorization for disbursements and reports for those funds for which it is responsible;  

b.      Provides orientation to delegations on the organizational/ administrative/ budgetary and financial structure of the Organization, the General Secretariat, and related agencies of the Inter-American System;  

c.      Prepares, reviews, and certifies monthly, quarterly, semi-annual and annual financial statements and reports, including the Annual Report, and ensures compliance with the General Secretariat's policies and procedures with respect to financial transactions;  

d.      Prepares all official financial reports of the General Secretariat, including internal reports for management and formal statements for external reporting purposes, in accordance with applicable standards and norms, provided, however, and to the extent, that these functions are not assigned to another dependency of the General Secretariat by way of an Executive Order;  

e.      Develops financial policy and internal control mechanisms;  

f.       Reviews financially oriented terms of donor agreements for compliance with OAS  regulations;  

g.      Reviews and recommends revisions to authoritative financial manuals of the General Secretariat;  

h.      Plans, directs, and administers technical assistance missions to review the administrative functions of the Inter-American Specialized Organizations; and  

i.        Recommends accounting principles, standards and financial management procedures, and develops financial policies that conform to the General Standards and statutes of the Councils, and ensures that they are in accordance with applicable accounting principles.  

 

V. THE DEPARTMENT OF MANAGEMENT ANALYSIS, PLANNING AND SUPPORT SERVICES (“MAPSS”)

A.     Structure

1.       MAPSS includes a Director, who is directly responsible to the ASM, and the MAPSS 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 appropriations, allotments and such other budgetary actions as required.

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.          Administers, issues and provides guidance on appropriations and allotments.

6.          Receives, reviews, and authorizes funding budgets presented by areas for activities financed by the Regular Fund to be executed away from Headquarters.

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.

10.     Plans, designs and manages the GS/OAS enterprise management area administrative and departmental information systems applications including financials, projects, human resources and payroll applications as well as customized management area applications such as the Rowe Fund system, the Retirement and Pension Fund interface, Fellowships Tracking System, health insurance system for the Permanent Missions and others, as directed.

11.          Recommends requirements for hardware acquisition. Monitors the use and performance of components of the system environment for optimum effectiveness. 

12.          Coordinates server integration and administration with the Department of Technology and Facilities Services. Plans, analyzes and manages Management Area databases and applications in area of responsibility.

13.          Provides data base administration services and enforces related information systems security policies within area or responsibility.

14.          Manages, within the enterprise applications for which it is responsible, such additional security measures as may be required by other departments, particularly those that may be required by DFS, in order to maintain the integrity of financial responsibilities, support financial auditing, and ensure the integrity of financial data.

15.     Within assigned area, has responsibility for the design, development, implementation, and support of Data Base Management System ("DBMS") file management, record management and data archiving. Assures integration of applications and databases. Evaluates, recommends, and supports modeling, development, reporting and end-user tools and sets standards for their use.  Plans, designs, develops, implements, and manages data warehouse and decision support systems for these applications.

16.     Has responsibility for the development and management of administrative reports – particularly those that support financial planning, budgetary execution, and human resources management.  Supports DBMS  application  and  works  in close coordination with an information administration group within the Secretariat.  Plans and manages the administrative application support services including user support, help desk and problem resolution.

17.     Within the area of responsibility, plans, directs, supports and manages the development and implementation of both new and existing special projects.

18.     Has responsibility to coordinate applicable integration and administration of servers with the Department of Technology and Facilities Services.

19.     Within assigned area of responsibility, plans, coordinates and manages documentation, manuals, software inventory, and desktop procedures for enterprise wide administrative and departmental applications working in close coordination with corresponding areas. 

20.          Coordinates training activities related to applications and related information systems operations with the Department of Human Resources.

21.     Within the area of responsibility provides advisory, consulting and technical assistance and support on projects and issues to Management and other areas of the General Secretariat.

 

VI.  DEPARTMENT OF TECHNOLOGY AND FACILITY SERVICES ("TFS")

A. Structure

1.       The TFS includes a Director, who is directly responsible to the ASM, and the TFS 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 utilization of technology resources and management of real estate, fixed assets, 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 technology and facility services.

3.       Plans, directs, and provides the following centralized administrative services for Headquarters and such Offices of the General Secretariat in the Member States as required: building and facilities management including repairs, architectural design, allocation and construction; assignment, use, and maintenance of office space in properties; use, maintenance, and inventory control of office furniture and equipment; and the administration of property and casualty insurance programs for Headquarters and the field.

4.          Oversees security and cleaning-services systems, and such other systems as may be assigned at Headquarters.

5.          Administers and controls the budgetary and financial aspects of the Common Services accounts related to real estate, equipment, furniture, and building maintenance services.

6.          Administers parking, telecommunication, messenger and transportation services, shipping/receiving and mail and their related regulations.

7.       Except as otherwise assigned herein to dependencies of the Secretariat for Management:

a.      Plans and manages the General Secretariat's technology infrastructure including client/server architecture components, local and wide area networks, central computing and data communication facilities, operating systems and client software components and facility automation services;

b.      Analyses and recommends technology infrastructure options and deployment in the General Secretariat's environment, defines capacity requirements, establishes organization-wide standards and procedures;

c.      Plans and controls acquisition and distribution of components and manages central infrastructure;

d.      Establishes network standards and resource planning to support technology infrastructure;

e.      Administers and integrates network, including servers, routers, switches, remote computing facilities, and other communication services and components;

f.       Plans and manages the technology support services including user support, help desk and technology training coordination;

g.      Administers the revolving user accounts for internet, network, and messaging services;

h.      Plans and directs the development and implementation of technology applications, including organization-wide end user, and departmental applications to support the General Organization's activities;

i.        Supports and advises on development projects;

j.        Coordinates with MAPSS to assure integration with core administrative systems and applications;

k.      Determines security requirements for the General Secretariat's information systems and facilities and plans, designs, implements, and has responsibility for the corresponding security mechanisms and procedures;

l.        Provides advisory and consulting support on technology projects and issues to the governing bodies, permanent missions, the General Secretariat, and other entities as required; and

m.    Coordinates user groups and leads technical work groups in technology issues and activities, and ensures that appropriate technology is considered in the planning and execution of all modifications to existing or new physical facilities of the General Secretariat.  

 

VII. OFFICE OF PROCUREMENT MANAGEMENT SERVICES (“OPMS”)

A. Structure

1.       The OPMS includes a Chief of Procurement, who is directly responsible to the ASM, and the OPMS staff.

2.       The Chief of Procurement manages, coordinates, and has technical responsibility for the Office’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 Chief of Procurement is responsible for establishing an internal structure for the Office which maximizes competence, efficiency and responsiveness with the resources provided.

B. Responsibilities and Functions

1.          Advises the Office of the Secretary General, the Assistant Secretary General, and Assistant and Executive Secretaries, the Chiefs of Staff, other senior officials of the General Secretariat, on all matters related to plans, policies, procedures and standards governing the management of purchasing, contracting (including performance contracts, outsourcing, fellowships, and miscellaneous actions), and travel services of the General Secretariat.

2.          Establishes administrative procedures for all procurement contracts with financial impact to which the General Secretariat is a party.

3.          Enforces and verifies compliance with the rules and regulations governing procurement.

4.          Manages all procurement actions such as 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.

5.       Plans, directs, and provides the following centralized administrative services for Headquarters and the Offices of the General Secretariat in the Member States: leasing or purchasing;  shipping of all equipment; and provision of travel services.

6.       Issues Requests for Proposals (RFPs").

7.          Administers, negotiates, and concludes, with the assistance as necessary from the Department of Legal Services, general contracts, bids, and other procurements.

8.          Provides technical advice, and policy and administrative support to the Contract selection and Awards Committee.

9.          Maintains a data base on consultants contracted under Performance Contracts ("CPRs").

 

VIII. COORDINATION WITH THE INTER-AMERICAN AGENCY

FOR COOPERATION AND DEVELOPMENT

 

Nothing in this Executive Order shall be construed as restricting or otherwise limiting the authority granted to the IACD under its Statute, or to the Executive Secretariat for Integral Development by way of Executive Order, or by the resolutions of the corresponding organs of the Organization acting within their respective scope of authority.

 

         

IX. AMENDMENTS AND REPEALS

This Executive Order supersedes Executive Order 97-6 and all other present norms, regulations, and practices of the General Secretariat to the contrary.

 

X. EFFECT

This Executive Order shall take effect on January 1, 2000.


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Date: December 17, 1999
Original: English