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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 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.
Date: December 17, 1999
Original: English
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