THE SECRETARY GENERAL,
In exercise of the powers conferred upon
him under articles 115 and 119 of the Charter and articles 4, 8, and 11 of the General
Standards, and
CONSIDERING:
That by resolution AG/RES. 561 (XI-0/81),
the General Assembly authorized the Secretary General to modify the programs and structure
of the General Secretariat, in order to adapt them to the present needs of the
Organization, and
That it is appropriate to implement the
modifications of the programs and structure of the General Secretariat in accordance with
the "Plan of Action for Reorganizing the General Secretariat of the Organization of
American States" (OEA/Ser.G/CP/doc. 1251/82 rev. 1), presented to the Permanent
Council on April 12, 1982,
RESOLVES:
That in addition to the functions
established in the Charter, the Assistant Secretary General, by delegation from the
Secretary General, shall have the responsibilities and functions established in this
Executive Order, and his office shall have the organizational structure described herein.
I. ORGANIZATIONAL, STRUCTURE OF THE
OFFICE OF THE ASSISTANT SECRETARY GENERAL
A. Office of the Assistant Secretary
General.
B. Secretariat to the General Assembly,
the Meeting of Consultation, the Permanent Council, and Conferences (formed by merging the
Office of the Secretariat of the General Assembly, the Meeting of Consultation, the
Permanent Council and the Office of Conference, Documents, and Language Services).
C. Permanent Secretariat of the
Inter-American Commission of Women.
D. Office of the Inter-American
Children's Institute.
E. Museum of Modern Art of Latin America.
F. Columbus Memorial Library.
An organizational chart of the units and
areas under the responsibility of the Assistant Secretary General is appended to this
Executive order and is a part thereof.
II. RESPONSIBILITIES AND FUNCTIONS
A. OFFICE OF THE ASSISTANT SECRETARY
GENERAL
1. Responsibilities inherent to the
Office of the Assistant Secretary General
Serves as the Secretary of the
Permanent Council; serves as advisory officer to the Secretary General and acts as his
delegate in all matters that he may entrust to him; and during the temporary absence or
disability of the Secretary General, performs his functions (Article 121 of the Charter).
In the event that the office of the
Secretary General shall become vacant, assumes duties thereof until the General Assembly
elects a new Secretary General for a full term (Article 114 of the Charter).
2. Responsibilities as Secretary of
the Permanent Council
a. Acts as Secretary of the
Inter-American Committee on Peaceful Settlement (Article 8 of the Statutes of the
Permanent Council in consonance with Article 83 of the Charter and Article 10 of the
Committee's Statutes).
b. Acts as Secretary of the organs and
committees of the Permanent Council (Article 8 of the Statutes of the Permanent Council).
c. Performs the functions of Secretary of
the Permanent Council when it acts provisionally as an organ of consultation.
d. Acts as Secretary General of the
Meeting of Consultation of Ministers of Foreign Affairs when the Regulations of the
Meeting so provide.
e. Acts as Secretary of the Preparatory
Committee of the General Assembly. (Article 91 (c) of the Charter in consonance with
Article 121).
f. Supervises the operations of the
Museum of Modern Art of Latin America and the Columbus Memorial Library.
3. Responsibilities delegated by the
Secretary General
a. Advises on matters concerning
relations with the Inter-American Specialized Organizations. Presides over the following:
i. Classification and Promotion Review
Board.
ii. Selection Committee for P-5 level
posts.
iii. Publications Board.
b. Supervises the following offices and
units of the General Secretariat:
i. Secretariat to the General Assembly,
the meeting of Consultation, the Permanent Council, and Conferences.
ii. Permanent Secretariat of the
Inter-American Commission of Women.
iii. Office of the Inter-American
Children's Institute.
iv. Unit of Editorial and Research
Services, which provides technical and advisory services to the departments and offices of
the General Secretariat and to the Publications Board on all matters related to editorial
policy, practice, and standards.
B. SECRETARIAT TO THE GENERAL ASSEMBLY,
THE MEETING OF CONSULTATION, THE PERMANENT COUNCIL, AND CONFERENCES
1. Responsibilities
a. To plan, direct, and coordinate
the secretariat and support services required for the General Assembly, the Permanent
Council, the Meeting of Consultation, and conferences in general.
b. To advise the General Assembly, the
meeting of Consultation, the Permanent Council, their subsidiary bodies, and other organs
on parliamentary questions and matters of procedure, and to coordinate the advisory
services that are required of other departments and offices of the General Secretariat.
c. To advise the secretary General,
through the Assistant
Secretary General, on methods and
procedures to comply with directives from the organs of the Organization in matters
concerning their conferences, meetings, and documents and to provide advice on
administrative arrangements and services required.
d. To negotiate on behalf of the General
Secretariat agreements with representatives of the government or institutions of the host
country for conferences or meetings.
e. To prepare and administer the approved
annual calendar of
conferences and meetings of the
Organization.
f. To organize and coordinate secretariat
services for the organs of the Organization and to make available to the other departments
and offices of the General Secretariat for their proper implementation such resolutions
and recommendations as are adopted by the organs.
g. To prepare draft agendas and
coordinate the preparation and publication of documents by planning, directing, and
arranging for printing and reproduction services as required.
2. Functions
a. Policy and Direction:
Advises the Secretary General, the Assistant Secretary General, the organs of the
Organization, and senior officers of the Secretariat on matters related to services for
conferences and meetings, the establishment of uniform procedures for centralized services
to the organs, and professional standards for such services.
b. Secretariat Services to the Organs:
Coordinates, advises, and provides assistance in all the various stages of scheduling,
preparing for, and holding the General Assembly, the Meeting of Consultation, and meetings
of the Permanent Council. Collaborates with other areas and units of the General
Secretariat in implementating the directives issued by the governing bodies.
c. Conference Services: Advises,
negotiates, and collaborates with the authorities of the host country on all matters
related to the services, specialized conference staff, equipment, supplies, and facilities
to be provided by the country and the contribution of the General Secretariat. Provides
logistical and administrative support for the preparation and organization of conferences
and meetings. Advises on the preparation of the preliminary draft annual calendar of
conferences and meetings.
d. Language Services: Provides
interpretation and translation services to the organs of the Organization. Coordinates the
scheduling and provision of language services at headquarters and in the field.
Administers and evaluates interpreting and translation tests and certifies the
qualifications of language specialists.
e. Documents Services: Provides
all services connected with the processing and issuance of documents, ensuring that they
are properly registered, classified, reproduced, and distributed by the appropriate
process, including word-processing, in accordance with professional standards. Administers
and evaluates tests and certifies the qualifications of persons temporarily assigned to
documents staff.
f. Operational Support: Provides
technical guidance and services related to the programming, planning, coordination,
direction, and execution of the operational activities for conferences. Prepares the draft
program-budget and advises on the preparation of individual budgets for conferences and
oversees their execution. Coordinates and maintains a centralized data bank on personnel
qualified for assignment to conferences and meetings.
C. PERMANENT SECRETARIAT OF THE
INTER-AMERICAN COMMISSION OF WOMEN
1. Responsibilities
a. Provides advisory services to the
President, Executive Committee, and Assemblies of the Commission.
b. Advises the Secretary General, through
the Assistant Secretary General, and other officers of the General Secretariat on policy
in matters related to the administrative functions of the Commission.
c. Administers and executes the programs
and projects adopted by the Commission to promote the civil, political, economic, and
social rights of women, in accordance with the directives and guidelines issued by the
Commission and its organs.
d. Maintains cooperative relations at the
Secretariat level with inter-American and international organizations that deal with
matters related to the objectives and purposes of the Commission.
e. Plans, directs, coordinates,
supervises, and evaluates the technical, administrative and secretariat services required
by the Commission and carries out the corresponding technical assistance projects.
2. Functions
a. Policy and Direction:
Advises the Assistant Secretary General, the officers and governing bodies of the
Commission, and senior officers of the General Secretariat on all matters related to
policy and practice in carrying out the programs and projects of the Commission in
consonance with the other programs of the Organization and in conformity with the internal
rules and regulations of the General Secretariat.
b. Technical Assistance Projects:
Organizes, coordinates, directs, and supervises the operations of the Commission's
multinational and national projects, seminars, research and training centers. Provides
administrative services in the selection of fellowship recipients.
c. Secretariat Services:
Coordinates and organizes the preparation and follow-up of the Commission's Assemblies and
the sessions of its Executive Committee, participates in them, acts as technical
secretariat, and carries out the mandates emanating therefrom. Prepares and publishes
studies and reports on the status of women and on the multinational projects, for
presentation to the General Assembly of the OAS, the governments of the member states, and
the United Nations. Prepares the draft program-budget for the Commission and submits it
for approval by the Executive Committee.
d. Coordination: Maintains lines
of coordination with the agencies of the United Nations and other public and private
national and international organizations with interests similar to those of the Commission
and with interests similar to those of the Commission and with all areas of the General
Secretariat of the Organization.
D. OFFICE OF THE INTER-AMERICAN
CHILDREN'S INSTITUTE
1. Responsibilities
a. Provides advisory services to the
Institute's Directing Council and the Pan American Child Congresses.
b. Advises the Secretary General, through
the Assistant Secretary General, and other officers of the General Secretariat on policy
in matters relating to the administrative functions of the Institute.
c. Administers and executes programs and
projects to promote the study of problems related to motherhood, infancy, adolescence, and
the family in accordance with the directives and guidelines issued by the Directing
Council and the Congresses.
d. Maintains cooperative relations at the
Secretariat level with inter-American and international organizations that deal with
matters related to the objectives and purposes of the Institute.
e. Plans, directs, coordinates,
supervises, and evaluates the administrative secretariat services required to attain the
Institute's goals and carries out the corresponding technical projects.
2. Functions
a. Policy and Direction:
Advises the Assistant Secretary General, the officers and governing bodies of the
Institute and officers of the General Secretariat on all matters related to policy and
practice in carrying out the programs and projects of the Institute in consonance with the
other programs of the Organization and in conformity with the internal rules and
regulations of the General Secretariat.
b. Technical Projects: Organizes,
coordinates, directs and
supervises the operations of the
Institute's projects, seminars, research and training centers.
c. Secretariat Services:
Coordinates and organizes the preparation and follow-up of the Congresses and the sessions
of the Directing Council, participates in them, acts as technical secretariat, and carries
out the mandates emanating therefrom. Prepares and publishes studies and reports on
research as to the nature and importance of problems affecting youth, for presentation to
the General Assembly of the OAS, the governments of the member states, and the United
Nations. Prepares the draft program-budget for the Institute and supervises its execution.
d. Coordination: Maintains lines
of coordination with the agencies of the United Nations and other public and private
national and international organizations with interests similar to those of the Institute,
and with all areas of the General Secretariat of the Organization.
E. MUSEUM OF MODERN ART OF LATIN AMERICA
1. Responsibilities
a. Advises the Assistant Secretary
General, and through him, the Secretary General and the Board of Trustees, and
Acquisitions Committee of the Museum on the artistic works that should be included in the
Museum's permanent collection and on how and when they should be exhibited.
b. Advises officials of the governments
of member states on the selection and promotion of temporary exhibits of the works of
artists of merit from the various countries of Latin America and the Caribbean.
c. Determines policy and standards for
the inclusion of art in the permanent collection and for all arrangements concerning
temporary and touring exhibitions.
d. Collects, preserves, and exhibits
works of art that are of aesthetic and historical interest to the member states and the
public at large. Organizes temporary and touring exhibitions, lecture series, educational
tours of the Museum, and film presentations.
e. Prepares and publishes catalogs and
other material to facilitate and aid scholarly research on modern Latin American and
Caribbean art.
f. Produces audiovisual materials on
modern art and on current and historical cultural patterns in Latin America and the
Caribbean.
2. Functions
a. Policy and Direction:
Plans, directs, coordinates, and
supervises the Museum's activities.
Participates in and provides advisory services to meetings of museum directors,
associations, and artistic groups.
b. Exhibition: Selects, plans, and
promotes temporary exhibitions of young artists, major exhibitions of artists who have
already achieved international recognition, and touring group exhibits of Latin American
and Caribbean artists to be shown in museums and cultural institutions in the region and
elsewhere in the world.
c. Permanent Collection: Purchases
works of art for the
collection. Registers and catalogs them
and sees that they are properly maintained and preserved and duly insured. Plans and
promotes exhibitions of the collection.
d. Audiovisual: Produces
documentary films, video-cassettes, slides, and other visual materials on Latin American
and Caribbean art, on the cultural heritage of individual member states, and on specific
folk-life, cultural, and historical aspects of culture in the region. promotes the sale of
these materials to schools, universities, and private individuals throughout the
Hemisphere.
e. Publications: Prepares
individual catalogs for all exhibitions and publishes a visual arts bulletin giving
information on artistic endeavors in the region that is not available from other sources.
Publishes individual monographs on the history of modern art in selected countries, which
serve as reference works in the teaching of art.
F. COLUMBUS MEMORIAL LIBRARY
1. Responsibilities
a. Advises the Assistant Secretary
General and through him, the Secretary General and other officers of the General
Secretariat on policy and practice for carrying out the Library's program of service to
the Permanent Council and the General Secretariat.
b. Develops standards on all matters
related to Library policy and ensures that the official OAS classification system is
properly implemented.
c. Administers the Hip�lito Unanue Fund.
Compiles printed and graphic material on all types of Latin American and Caribbean studies
and programs of the Organization. Provides technical information and reference and records
management services to the offices of the General Secretariat.
2. Functions
a. Policy and Direction:
Advises the Assistant Secretary General, and through him, the Secretary General and
offices and departments of the General Secretariat on all matters related to the Library
program. Prepares the draft program-budget for the Library and is responsible for the
administration of the Library and its archives. Supervises the depository library program
in the member states and maintains liaison with libraries that are depositories of OAS
publications.
b. Technical Services: Accessions,
catalogs, and classifies material received for inclusion in the Library. Maintains the Leo
S. Rowe Collection, the historical archives, and the OAS collection of rare books, maps,
and postage stamps. Collects, compiles, and catalogs all official documents of the OAS;
classifies the Secretar�a General Series; indexes the Official Records Series and
the series of Technical Reports and Documents; and prepares and publishes the annual Lista
General and Indice Anal�tico of the Official Records Series and the Catalog
of Technical Reports and Documents of the OAS. Prepares Spanish and English indexes
for the annual volume of resolutions of the Permanent Council and, upon request, for
technical and informational publications.
c. Information and Reference Service:
Maintains the reference collections an controls circulation. Prepares special
bibliographies and monthly lists of the tables of contents of periodicals. Plans and
recommends measures to achieve the greatest possible dissemination throughout the
Hemisphere of the resources of the Library, including the establishment of an
inter-American library network and the exchange of information on the resources available
in various institutions. Is responsible for interlibrary loans, the search for
bibliographical references through an electronic system, and maintenance of the
photographic archives of the OAS.
d. Records Management Service:
Maintains the central files of the OAS and establishes and oversees observance of the
provisions for proper maintenance of all the official documents and records of the OAS.
Provides necessary service for the administration of the Permanent Records Program and
periodically revises and brings up to date the Records Management Handbook and the
Records Retirement Schedule.
III. AMENDMENTS AND REPEALS
A. In all other Executive Orders or
administrative issuances, the terms "Office of the Secretariat of the General
Assembly, the Meeting of Consultation, and the Permanent Council" and "Office of
Conference, Documents, and Language Services" should be understood as referring to
the Secretariat to the General Assembly, the Meeting of Consultation, the Permanent
Council, and Conferences.
B. This Executive Order supersedes all
present norms, regulations and practices of the General Secretariat to the contrary and
expressly repeals the following Executive Orders:
69-1 "Oficina de la Secretar�a de
la Conferencia Interamericana, la Reuni�n de Consulta y el Consejo de la
Organizaci�n"
69-9 "Change in the Organization of
the General Secretariat"
72-2 "Establishment of the Advisory
Committee on the Library Program of the General Secretariat"
75-14 "Establishment of the Office
of Conference, Documents, and Language Services"
76-7 "Objectives, Characteristics,
and Activities of the Museum of Modern Art"
78-4 "Changes to Executive Order No.
76-7 Regarding the Museum of Modern Art of Latin America"
80-2 "The Duties of the Assistant
Secretary General"
81-3 "Columbus Memorial
Library"
IV. EFFECT
This Executive Order shall take effect on
the date on which it is signed.
Alejandro Orfila
Secretary General
Date: November 5, 1982
Original: English
Attachment: 1
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