G E N E R A L S E C R E T A R I A T
THE SECRETARY GENERAL,
Exercising the authority granted the Secretary General under Articles 108 and 112 of the Charter of the Organization of American States, and under Articles 4, 8 and 12 of the General Standards governing the operations of the General Secretariat,
That with Executive Order 82-1, dated November 5, 1982, (Organizational Structure of the Office of the Secretary General), the Secretary General determined and assigned the responsibilities and functions of the Office of Protocol;
That it is necessary to define with greater precision and clarity the responsibilities and functions of the Office of Protocol,
To assign the following responsibilities and functions to the Office of Protocol:
a. When necessary, provides the General Secretariat and the missions with advice on matters related to protocol and ceremonial functions.
b. Organizes the social functions of the various areas of the Organization, of the Permanent Council, the Secretary General and the Assistant Secretary General. Helps organize the special events of the Permanent Missions.
c. Coordinates and oversees the planning and proper execution of official acts, the presentation of credentials and the signing of official documents and treaties.
d. Creates and updates the various diplomatic lists used by the Office of Protocol and the other areas of the Organization.
e. Prepares and sends invitations to the official acts of the General Assembly, the Secretary General, the President of the Permanent Council and the Assistant Secretary General.
f. Acts as a liaison between the members of the Permanent and Observer Missions (along with their support staff and their families) and the United States Department of State on matters related to diplomatic privileges and immunities. Assists the people mentioned above to register with Human Resources, to obtain or renew visas, with their exemption from taxes, to register and obtain diplomatic license plates, drivers' licenses, work permits for family members, and helps the Missions with unusual problems which might develop.
g. Assists in customs clearance for the Permanent and Observer Missions, for diplomats, the Organization, and certain senior officers of the General Secretariat.
h. Keeps the Office of the Secretary General informed of changes in the Cabinets of the governments of the member states and of other developments which might require the attention of the Office of the Secretary General.
i. Assigns the use of the Main Building according to the directives outlined in Permanent Council document CP/SA.602/85. Coordinates the services necessary to the functioning of the building during each event and also provides logistical support when necessary.
j. Maintains a monthly schedule of events in the Main Building for internal distribution.
k. Assigns the dates for the "country weeks" by lottery. Coordinates all the preparations such as printing and distributing invitations, providing services related to the operation of the building, and lending support in the measure necessary for carrying out the planned activity. Coordinates the "country weeks" with the Art Museum of the Americas and the Department of Public Information in order to obtain the widest publicity possible.
l. Publishes the OAS Directory of Missions and Heads of State/Government and Senior Government Officials twice a year.
m. Responsible for official correspondence announcing the appointment of new Representatives to the Permanent Council and for informing the appropriate departments of these appointments. Updates the list of Alternate Representatives.
n. Obligates funds and takes the necessary steps to ensure proper payment of service contracts for official and social events. Keeps records of all information related to obligated funds.
o. Keeps statistics which detail expenditures for representation. These statistics should indicate the number, type and cost of events as well as the type of services rendered.
Date: July 9, 1996