proposed program-budget 2013 - chapters 2, 11 & 12

1

Proposed Program-Budget 2013 - Chapters 2, 11 & 12

October 2nd, 2012

2

ASG Organizational Chart 2013

Assistant Secretary General

Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent

Council, and Subsidiary Organs

(22 B)

Department of Conferences and Meetings Management

(112A)

Columbus Memorial Library

(22F)

Coordinating Office for the Offices and Units of the General Secretariat in the Member States

(122A)

Office of Assistant Secretary General

(22A)

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ASG Organizational Chart 2005


Secretariat of the General Assembly, the Meeting of Consultation and the

Permanent Council

Offices of the General Secretariat in the Member States

Office of the Inter-American Children’s Institute

Art Museum of the Americas

Permanent Secretariat to the CIM

Secretariat for Conferences and Meetings


4

Asistant Secretary GeneralChapters 2, 11 & 12

Office of Assistant Secretary General

22A

Office of the Secretariat of the

General Assembly, the Meeting of

Consultation, the Permanent

Council, and Subsidiary Organs

22B


22F

Department of Conferences and

Meetings Management

112A

General Assembly112B

OAS Unprogrammed Meetings

112C

Coordinating Office for the

Offices and Units of the General

Secretariat in the Member States

122A

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Office of the Assistant Secretary General – 22A The Assistant Secretary General as an elected official of the OAS and according to

the article 115 is the Secretary of the Permanent Council. He serves as advisory officer to the Secretary General and acts as his delegate in all matters that the Secretary General may entrust to him. During the temporary absence or disability of the Secretary General, the Assistant Secretary General shall perform his functions.

• The ASG directs, supervises and controls the Office of the Assistant Secretary General and its dependencies and staff.

• The OASG organizes the OAS General Assembly and meetings of consultation of Ministers of Foreign Affairs.

• Having responsibility for the guidance of the Permanent Council. the OASG manages the discussion of sensitive issues among countries by providing key advice, recommendations, proposals and solutions to potential conflicts.

• Through the OASG, Haiti remains a high priority on the OAS Agenda.

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22A$1,547.5

Difference 2012 / -$20.3

Personnel$1,383.4

Non Personnel$164.1

Offfice of the Assistant Secretary General

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Office of the Assistant Secretary General – 22A Difference 2012 / -$20.3

Year Personnel Non Personnel Total

2012 $1,403.7 $164.10 $1,567.80

2013 $1,383.40 $164.10 $1,547.50

Difference -$20.30 $0.00 -$20.30

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Office of the Assistant Secretary General – 22A Personnel / $1,383.4

Grade SG ASG D2 D1 P5 P4 P3 P2 P1 Professionals G7 G6 G5 G4 G3 G2 G1

General Services Total

Reg. Fund 1 1 1 1 1 2 7 1 1 1 3 10

Esp. Fund 0

ICR 0

Total 0 1 0 1 1 1 1 0 2 7 1 1 0 1 0 0 0 3 10

9

Office of the Assistant Secretary General – 22A Posts

Job Title Employee Type


Chief of Staff Trust / Non-Career

Advisor Trust / Non-Career

Officer Long Term Contract

Officer Career

Officer Short Term Contract

Assistant to the Assistant Secretary General

Short Term Contract

Assistant to the Assistant Secretary General

Long Term Contract

Assistant to the Chief of Staff Long Term Contract

Messenger Chauffeur Long Term Contract

Administrative Assistant Associate

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Office of the Assistant Secretary General – 22A Posts Comparison (2005 – 2013)

SG ASG D2 D1 P5 P4 P3 P2 P1 Professionals G7 G6 G5 G4 G3 G2 G1


2005 1 1 3 1 1 1 8 1 1 2 102006 1 1 2 1 1 6 1 1 2 82007 1 1 1 1 1 5 1 1 2 72008 1 1 2 1 1 6 1 1 2 82009 1 1 2 1 2 7 1 1 82010 1 1 2 1 2 7 1 1 82011 1 1 3 1 2 8 1 1 2 102012 1 1 2 1 2 7 1 1 1 3 102013 1 1 1 1 1 2 7 1 1 1 3 10

Difference(2008-2013) 0 0 0 0 2 0 -1 1 -1 -1 0 1 -1 1 0 0 0 1 0

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Office of the Assistant Secretary General – 22A Non Personnel / $164.1

Includes:•Common costs: Internet and LAN services, photocopies, telephone, mail.•Travel •Office equipment and supplies•Office maintenance•Overtime

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Office of the Assistant Secretary General – 22A Non Personnel / $164.1

Estimated Values

$6.00$5.50

$33.00$0.50 $45.00

$15.20 $15.20Travel $98.44 $98.44

$1.00 $1.00$4.46 $4.46

$164.10

Common CostsInternet/LAN services…………Photocopies……………………….Telephones……………………..

Uncommitted funds*

*Overtime, contracts, equipment

Mail ……………………………..

Hospitality expenses

Office supplies

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Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs – 22B• Provides ongoing guidance and advice to the chairs and other elected officers of the General Assembly,

the Meeting of Consultation, and the Permanent Council and its subsidiary bodies on the organization of work, the status of negotiations, and the interpretation of rules of procedure.

• Acts as the main source of information, both in-house and for member state representatives, on matters presented for consideration at sessions and meetings.

• Prepares detailed descriptions of strategies for follow-up and compliance with each mandate issued by the General Assembly, its Preparatory Committee, the Meeting of Consultation of Ministers of Foreign Affairs, and the Permanent Council.

• Provides political and technical advice to the style committees of the meetings and conferences of the organs of the Organization.

• Organizes agendas containing the items pending consideration by the different bodies; handles the selection of documents to be considered during the meetings and the publication and distribution of those documents; and coordinates, with other areas of the General Secretariat, the timely presentation of documents requested by the political organs.

• Conducts background research and analysis of all items on the agenda of the meetings, so as to prepare memorandums and notes and to assist the presiding officers of the organs.

• Prepares reports, draft resolutions, declarations, or recommendations on the topics to be considered at the meetings, as well as verbatim and summary minutes of the meetings themselves.

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22B$2,246.8

Diference 2012 / $868.80

Personnel$1,282.1

Non Personnel$964.7

Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs

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Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B

Difference 2012 / $868.80

Main pageSub-program 22B

Year Personnel No Personnel Total

2012 $1,319.60 $58.40 $1,378.00

2013 $1,282.10 $964.70 $2,246.8

Difference -$37.50 $906.30 $868.80

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Personnel / $ 1,281.1

Grade SG ASG D2 D1 P5 P4 P3 P2 P1 Professionals G7 G6 G5 G4 G3 G2 G1


Reg. Fund 0 0 0 0 0 0 7 1 0 8 0 1 1 1 0 0 0 3 11

Esp. Fund 0

ICR 0

Total 0 0 0 0 0 0 7 1 0 8 0 1 1 1 0 0 0 3 11

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Posts


Committee Secretary Long Term Contract

Committee Secretary Continuing Contract

Editor Continuing Contract

Editor Continuing Contract




Oficer Career

Technician Long Term Contract

Office Assistant Short Term Contract

Office Assistant Career

Office Assistant CPR

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Posts Comparison (2005 – 2013)



2005 1 5 2 8 1 1 4 6 14

2006 1 5 2 8 2 4 6 14

2007 1 5 2 8 2 3 5 13

2008 1 5 2 8 2 2 4 12

2009 1 6 1 1 9 2 2 4 13

2010 8 1 9 1 1 1 3 12

2011 7 1 8 1 1 1 3 11

2012 8 1 9 1 1 1 3 12

2013 7 1 8 1 1 1 3 11

Difference(2005-2013) 0 0 0 0 0 -1 2 -1 0 0 0 1 -1 -2 0 0 0 -2 -2

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Difference Non Personnel 2012-2013 / $906.30

• Amount transferred from subprogram 112A to cover the costs of the Meetings of Consultation and meetings of the Permanent Council and its subsidiary organs.

20


Non Personnel / $964.70•Conference services for Meetings of Consultation of Ministers of Foreign Affairs, the Permanent Council, and Subsidiary Organs.•Common costs: Internet and LAN services, photocopies, telephone, mail.•Office equipment and supplies•Office maintenance•Transcription of proceedings and documents•Overtime

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Non Personnel/ $964.70Estimated

Values

$906.30 $906.30

$6.00$7.66

$14.00$0.40 $28.06

$5.34 $5.34$25.00 $25.00

$964.70Total

Conference services for the Meeting of Consultation, the Permanent Council and its subsidiary organs

Common CostsInternet/LAN services…………Photocopies……………………….Telephones…………………………..Mail ……………………………..

Office equipment and supplies Technical and administrative support

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Department of Conferences and Meetings Management – 112A

•Provides logistical conference support services to the meetings and sessions of the General Assembly, the Meeting of Consultation of Ministers of Foreign Affairs, the Permanent Council, and the committees, subcommittees, working groups, and other subsidiary bodies •Coordinates with the secretariats, executive secretariats, departments, and offices that require conference services •Coordinates preparation of the annual calendar of conferences and meetings, in consultation with the directors and chiefs of other entities of the Organization •Negotiates with governments and other entities, on behalf of the General Secretariat, agreements for conducting meetings and conferences •Maintains continuous, close contact with the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs, to ensure the delivery to these organs of all services required •Advises the other dependencies of the General Secretariat on budget preparation for meetings and conferences, including the human, material, and financial resources necessary for implementing those budgets

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Department of Conferences and Meetings Management – 112AStructure

Main pageSub-program 112A

The DCMM is composed of the following dependencies:

• The Conference Section;• The Language Section; and•The Documents Section.

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Department of Conferences and Meetings Management – 112AConferences Section

Main pageSub-program 112A Structure

• Provides logistical and administrative support for the organization of conferences and meetings

• Maintains a centralized data bank on personnel qualified for assignment to conferences and meetings

• Prepares the draft annual calendar of conferences and meetings and coordinates its implementation

• Coordinates the preparation and execution of the budgets for conferences and meetings of the General Secretariat and other organs within its area of competence

• Negotiates with host member states the provision of services required for conducting conferences and meetings

• With the assistance of the host country, inspects the facilities where a meeting or conference is to be held and makes the necessary arrangements for hotel reservations, local and international transportation, security, the free entry and egress of General Secretariat documents, equipment, and personnel, and all other necessary conference-related services

• Advises, collaborates, and negotiates with host country authorities on all matters related to the services, specialized conference personnel, equipment, supplies, and facilities to be provided by the host country and the contribution of the General Secretariat

• Coordinates and supervises the proper provision of videoconferencing services to the General Secretariat

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Department of Conferences and Meetings Management – 112A Language Section

• Provides interpretation and translation services in the official languages of the Organization to all the organs of the Organization

• Coordinates the scheduling and provision of language services at, and away from, headquarters• Directly translates, and reviews translations of, the publications, documents, and correspondence of the

Organization in its official languages and reviews translations produced by contract translators• Coordinates policies on the requirements for retaining the services of contract interpreters, including

practices and customs in the profession, technical competence, remuneration, working hours, and the necessary workplace conditions

• Provides advice to the style committees of the meetings and conferences of the organs of the Organization in its official languages

• Prepares texts for electronic transmission and compares originals with the translations in the other official languages for accuracy, particularly with regard to documents to be signed by the Secretary General, the Assistant Secretary General, and other senior officials of the Organization

• Compiles and updates glossaries and style manuals in order to unify and preserve OAS vocabulary and style

• Advices the areas on the most appropriate and efficient ways of hiring interpreters• Provides in-house interpretation services for highly confidential meetings

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Department of Conferences and Meetings Management – 112A Documents Section

• Provides services for the reproduction, processing, issuance, digitalization, and distribution of official documents relating to official meetings and conferences

• Advises the chief of the Conference Services Section on the preparation of the draft annual calendar of conferences and meetings in relation to the production and distribution of documents required

• Responds to requests for document services from the various dependencies of the General Secretariat and other organs of the Organization

• Sends documents electronically to the other dependencies of the General Secretariat and to other organs responsible for their distribution and verifies timely dispatch

• Compiles documents for meetings and conferences and sends the versions in all the languages to the archives of the Columbus Memorial Library

• Maintains an electronic database for reference to the documents produced by the Section for the Organization and its organs

• Coordinates compliance with international standards for the management of documents, telecommunications, and systems design in relation to documents

• Prepares standard electronic formats for the documents of the Organization

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Department of Conferences and Meetings Management – 112A STRATEGIC PLAN 2009-2014 – KEY OBJECTIVES

To ensure the success and efficiency of meetings of the political bodies through the effective provision of necessary services and through modernization, innovation, and maximization of the Department’s physical and human resources

• Implementation of videoconferencing as a basic working tool • Implementation of the new Conference Proceeding Management System in the Simón

Bolívar Room (CPMS)• Compulsory implementation of the paper light policy for all meetings (electronic distribution

of documents; CDs will be distributed before and at the end of meetings).• Expansion of official roster of freelance translators and interpreters• Increased use of online translation for meetings away from headquarters (to avoid travel

costs) • Digitization of documents and document transmission exclusively via the Internet

(Implementation of the paper light policy), including the calendar of meetings and documents sent to the missions and member states

• Posting of documents online and implementation of QR code• Bidirectional interpretation for informal meetings

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Department of Conferences and Meetings Management – 112A EFFICIENCIES ACHIEVED

• Videoconferences 2009-2012

Number of

videoconferencesParticipation at headquarters

2009 40 * 319

2010 59 488

2011 47 476

2012 33** 307

* From April 2009, when Sir Arthur Lewis Room was inaugurated** Until September 15 2012.

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Videoconferences per area 2009 2010 2011 2012

Total videoconferences 40 59 47 33

ASG 2

CEPCIDI 3

CICAD 3 6 6

CIDH 4 4 2

CIDI 2 2

CIM 1 2

CIP 2

CITEL 3

CP 1 5 1

DAL 1

DCMM 3

DECO

DEDTT 2 3

DGCR 1 1

DGPE 4 1

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Videoconferences per areaTotal videoconferences 2009 2010 2011 2012

Total videoconferences 40 59 47 33

DHDEC 1

DPS 1 1 1

DSD 1

IICA 1 2 1 4

MESICIC 1

OSG

SAF

SAP 2 5

SAS 2

SEDI 21 25 8 10

SER 1

SG 2 2 4

SLA 1

SMS 2

SPA 1 3

SRE 1 1 3

SSM 1

SUMMIT 3

YABT 2

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Paper savings at headquarters:

3,600,000

685,000

435,000

280,000

-

200,000

400,000

600,000

800,000

1,000,000

1,200,000

1,400,000

2009 2010 2011 2012 (Ene - Ago)

Paper used at headquarters by the Documents Section Number of sheets used, 2008 - 2012

32


Paper savings at the General Assembly

33


Year City Number of sheets used

Number of photocopies

% savings compared to previous year

% savings compared to Ft. Lauderdale

2005 Ft. Lauderdale 636,000 1,200,000 - -

2008 Medellín 185,000 350,000 70.9 70.9

2009 San Pedro Sula 100,700 190,000 45.6 84.2

2010 Lima 35,000 66,500 65.2 94.5

2011 San Salvador 21,000 39,900 40.0 96.7

2012 Cochabamba 8,200 14,500 61.0 98.7

Paper savings at the General Assembly

34

Department of Conferences and Meetings Management – 112A CONFERENCE SERVICES

*Including formal and informal meetings

313

19

481

8

320

38

596

7

343

42

539

10

261

29

427

4

0

200

400

600

800

1000

2009 2010 2011 2012

Away fromheadquartersOther areas

CEPCIDI

GA & PC

35

112A$3,849.9

Difference 2012 / - $1,603.5

Personnel$3,297.4

Non Personnel $552.5

Department of Conferences and Meetings Management

Main pageDCMM Additional Information

36

Department of Conferences and Meetings Management – 112ADifference 2012 / -$1,603.5



2012 $3,654.2 $1,799.20 $5,453.4

2013 $3,297.4 $552.5 $3,849.9

Difference -$356.8 -$1,246.7 -$1,603.5

37

Department of Conferences and Meetings Management – 112ADifference Non Personnel 2012-2013 / -$1,246.7


• $906.3 transferred to subprogram 22B, Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs.

• $340.4 reduction from 2012 Non personnel.– Meeting of Consultation, Permanent Council– CIDI’s meetings– Office of the Director DCMM

38

Department of Conferences and Meetings Management Allotment Comparison (2008-2013)

$0.00

$500.00

$1,000.00

$1,500.00

$2,000.00

$2,500.00

$3,000.00

$3,500.00

$4,000.00

$4,500.00

$5,000.00

2008 2009 2010 2011 2012 2013

Personnel

Non-Personnel


Personnel Non-Personnel Total Personnel Non-Personnel Difference2008 $4,360.70 $1,586.50 $5,947.202009 $4,391.60 $1,608.30 $5,999.90 $30.90 $21.80 $52.702010 $3,646.70 $2,007.50 $5,654.20 -$744.90 $399.20 -$345.702011 $3,476.60 $1,734.20 $5,210.80 -$170.10 -$273.30 -$443.402012 $3,654.20 $1,799.20 $5,453.40 $177.60 $65.00 $242.602013 $3,297.40 $552.50 $3,849.90 -$356.80 -$1,246.70 -$1,603.50

-$1,063.30 -$1,034.00 -$2,097.30Difference (2008 - 2013)

Total ∆

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Department of Conferences and Meetings Management – 112A Posts Comparison (2008 – 2013)

Professionals General Services

Year D2 D1 P5 P4 P3 P2 P1 Sub-Total

G7

G6 G5 G4 G3 G2 G1 Sub-Total

Total

2008 1 15 4 2 22 3 8 10 1 22 44

2009 1 15 4 2 22 3 8 9 1 21 43

2010 1 13 2 3 1 20 3 6 6 15 35

2011 1 13 2 2 1 18 3 6 6 15 33

2012 1 10 2 2 1 16 2 6 5 13 29

Between 2008 and 2012, DCMM has lost 6 P-level positions and 9 G-level positions

40

Department of Conferences and Meetings Management CPRs 2012


Equivalent Level Function NumberP4 Translator 1P4 Translator 1G5 Document technician 1G5 Document technician 1G5 Document technician 1G5 IT technician 1G5 Printing technician 1G4 Room attendants/control operator 1G4 Room attendants/control operator 1G4 Room attendants/control operator 1

10Total

Personnel

41

Department of Conferences and Meetings Management – 112A Posts 2013 BUDGET – CHAPTER 11

Year

2013 2012

Grade Posts $ 1,000 Posts $ 1,000

P05 1 194.6 1 188.90

P04 10 1,621.0 12 1,711.10

P03 2 262.0 2 258.20

P02 2 209.6 2 204.80

P01 1 81.0 1 81.80

G06 4 374.8 3 189.00

G05 4 336.0 6 463.80

G04 5 413.0 6 462.60

GA Adjustment 94.00

TBD* -1 (194.6)

Grand Total 28 3,297.4 33 3,654.20

*Funding to be determined during program-budget execution

42

Department of Conferences and Meetings Management – 112A Posts

OFFICE OF THE DIRECTORJob Title Employee Type

Director Trust / Non-Career

Officer Career

Officer Short Term Contract

Assistant to the Director Short Term Contract

Technician Career

Technician Short Term Contract

SECTION OF CONFERENCES SERVICESJob Title Employee Type



Officer Continuing Contract

Office Assistant Long Term Contract


SECTION OF LANGUAGE SERVICESJob Title Employee Type

Translator-Reviser Long Term Contract


Translator-Reviser Career


Chief of Section Long Term Contract


Translator-Reviser Short Term Contract

Interpreter Long Term Contract


Officer Career


Technician Continuing Contract




SECTION OF DOCUMENTS SERVICESJob Title Employee Type




Technician Career

43

Department of Conferences and Meetings Management – 112A Non Personnel / $552.5


29.0$ 20.7$ 15.0$ 25.0$ 28.4$

314.4$ 120.0$

552.5$ Conference services CIDI's meetings

Total

DCMM, Office of the Director Common Costs (Internet/LAN, mail, etc.)

Contracts

OvertimeOffice suppliesEquipment and materials

Telephones

44

Department of Conferences and Meetings Management – 112A

FINANCIAL IMPACT OF THE DRAFT 2013 BUDGET The reduction compared with 2012 is 29.4% -- equivalent to $1,603.5 less:

• $1,246.7 (Non-personnel)

• $356.8 (Personnel)

Effects of the above:

• Fewer staff. Reduced capacity to provide services

• Impossible to upgrade technological equipment in rooms

• Work overload means increased overtime

• Fewer room attendants per meeting

45

22F$883.1

Difference 2012 / $12.7

Personnel$728

Non Personnel$155.1


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Columbus Memorial Library – 22FDifference 2012 / $12.7


2012 $807.9 $62.5 $870.4

2013 $728.0 $155.1 $883.1

Difference - $79.9 $92.6 $12.7

47

Columbus Memorial Library – 22F Personnel / $ 728



Reg. Fund 0 0 0 0 1 0 2 0 0 3 0 3 6 6 15 18

Esp. Fund 0

ICR 0

Total 0 0 0 0 1 0 2 0 0 3 0 3 6 6 0 0 0 15 18

48

Columbus Memorial Library – 22F Posts


Director CareerLibrarian Continuing ContractLibrarian Career

Technician Long Term ContractAdministrative Assistant Long Term Contract

Technician Career

49

Columbus Memorial Library – 22F Posts Comparison (2005 – 2013)

SG ASG D2 D1 P5 P4 P3 P2 P1 Professionals G7 G6 G5 G4 G3 G2 G1General Services Total

2005 4 4 5 5 9

2006 1 3 4 4 4 8

2007 1 3 4 1 3 4 8

2008 1 3 4 1 3 4 8

2009 1 3 4 2 2 4 8

2010 1 3 4 3 2 5 9

2011 1 2 3 3 2 5 8

2012 1 2 3 3 1 4 7

2013 1 2 3 3 1 5 9 12

Difference(2005-2013) 0 0 0 0 1 0 -2 0 0 -1 0 3 -4 5 0 0 0 5 4

50

Columbus Memorial Library – 22FNon Personnel / $155.1

Budget Sources:

• Regular Fund: $82.0• Specific Fund: $34.1*• Indirect Cost Recovery (ICR) - $39.0**

*Hipolito Unanue Fund - CML’s external source of funding from sales of microfiche, historical photographs, photocopies, etc.

**Covers Administrative and Support Personnel for Records Management Services provided to entire Organization.

51

Columbus Memorial Library – 22F Expenses Non Personnel

• Common Costs: Internet, LAN, Printer, Photocopy, Telephone and Postage Services.

• Subscriptions and Databases: The Library Corporation, Capcon (includes Online Catalog), Americas Quarterly, Project Muse, Inter-American Dialogue, Latin Intelligence Service and others.

• Documents: Preservation of archival, historic documents of the Organization, publication of the Lista General.

• Acquisitions: Purchase of new materials and publications relevant to OAS mandates.

• Records Management: Secure storage and destruction of OAS Records in accordance with established policy.

52

Columbus Memorial Library – 22FNon Personnel / $82.0 (Regular Fund)

Main pageSub-program 22F

Estimates

$13.00$35.00

$19.00$5.00

10.00

$82.00

Records Management (Storage, Destruction, etc.)

Total

Common Costs: Internet/LAN, Photocopy, Telephone & MailSubscriptions & Databases

Documents (Preservation, Microfilming, Archiving, etc.)Acquisitions (Books & Periodicals)

53

112B$168.1

Difference 2012 / $0

Personnel$0

Non Personnel$168.1

General Assembly

54

General Assembly – 112B Non Personnel / $168.1

Includes:•Conference services: interpreting, translation, transcription, room attendants, control operators•Materials for making credentials

55

General Assembly – 112B Non Personnel / $168.1

CONTRACTS (Honoraria):

20 interpreters 20 x 550 4 turnos 44,000

2 translator/review ers 2 x 450 x 4 días 3,600

1 digitizer/proofreader 1 x 130 x 4 días 520

Translation and editing of documents before and after meeting

Includes transcription of the Volume of Proceedings and Documents 60,000 108,120

DOCUMENT REPRODUCTION AND DISTRIBUTION:

Document reproduction and distribution before and after meeting

Includes transcription of the Volume of Proceedings and Documents 27,500

EQUIPMENT AND SUPPLIES:

20,000

OVERTIME:

38 x 100 horas 3,800

Obj.9 - OTHER EXPENDITURE:

Communications 675

Sub-total : 160,095

Unforseen expensives 5% ofl sub-total : 8,005

168,100

TOTAL ESTIMATED BUDGET: $168,100

Equipment and Materials:

Conference Services: IBS

56

112C$62.0

Diferencia 2012 / $0.3

Personal$0

No Personal$62.0

OAS Unprogrammed Meetings

57

OAS Unprogrammed Meetings – 112CNon Personnel / $62.0

Conference services for OAS unprogrammed meetings

58

Columbus Memorial Library – 22F •Acts as liaison with libraries that are depositories of OAS publications and supervises the depository library program in the member states.•Catalogs and classifies material received for inclusion in the Library. Manages the archives and records of the Organization. Collects, compiles, and preserves archival copies and catalogs all official 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.•Administers the Hipólito Unanue Fund.•Compiles printed and graphic material on all types of studies and programs of the Organization.•Provides technical information and reference and records management services to the dependencies of the General Secretariat.•Coordinates, with the Department of Information and Technology Services and with other dependencies of the General Secretariat, the use of, maintenance of, and access to public and private electronic network database services, including Lexis Nexis and Westlaw, among others.•Seeks alternative sources for funding the Library’s activities and services, including grants from private donors and foundations and fees for certain services to permit recovery of the corresponding costs.•Is responsible for the overall administration of the Library and the Organization’s archives, except for inter-American treaties and bilateral agreements archived by the Secretariat for Legal Affairs.

5959

Office of the Assistant Secretary General

122A- Coordinating office of the Offices of the General Secretariat in the Member States

Chapter 12 – Offices of the General Secretariat in the Member States

6060

Background Role of the offices Comparative advantage of field presence Highlights of the work of OAS offices Management achievements Proposed 2013 budget –variations compared to

2012 Personnel cost Non-Personnel cost Impact of the budgetary variation on the

activities of the Offices of the General Secretariat in the Member States

Options

Chapter 12 – Offices of the General Secretariat in the Member States

61

Background and current status

• 1953: Pilot Project creates 4 offices (Argentina, Brazil, Mexico and Peru)

• Number of offices has varied from a maximum of 32 to a minimum of 27;

• 1997 AG/RES. 1530 (XXVII-O/97) paved the way for the closing of 4 offices (Brazil, Colombia, Chile and Argentina)

• Regional/national programs in Brazil, Colombia, Chile and Argentina which operate as OAS presence in the country;

• No offices in the US (NY- UN representation) and Canada;

• Current status: 28 offices of which 26 are staffed with representatives;

• 26 Representatives (7 P5, 19 P4 and 1 P3), 26 administrative technicians (25 G6 and 1 P2),

and 24 clerk/ messenger/ chauffer (22 G3 and 2 G2).

62

• Provide critical support in the implementation of the Organization’s mandates by: – representing the Organization and by informing locally about OAS activities; – monitoring and evaluating technical cooperation and specific projects in

Member States; – monitoring and reporting on local political, social and economic conditions; – identifying viable areas of collaboration between the government and the

Organization;– facilitating the OAS scholarship program;– preparing quarterly political reports which have become the substance of the

Secretariat’s country risk analyses;

• Provide important logistical, administrative and diplomatic services to: – headquarters, – project consultants, – scholarship applicants, – local project personnel, – external relations activities such as MOAS and roundtables organized outside

of HQ. 62

Role of the Offices

63

Comparative Advantage of OAS Field Presence

•Oversight of execution of organizational mandates in Member States;

•Representation of the OAS at government meetings, conferences and other functions;

•Immediacy of responses to queries by the host government;

•Close monitoring and evaluation of projects in direct coordination with local executing agencies and the respective Secretariat or Department in Headquarters; facilitate visits of project teams and other professionals from HQ;

•Provide local insights and contacts to governmental, civil society and international actors in-country which are invaluable in the design, negotiation and execution of programs;

•In the run-up to elections, Country Offices play a critical role in the preparations, coordination and organization of EOMs; keep local authorities informed on the missions and make necessary contacts with the diplomatic community regarding financial support and local diplomatic volunteer observers, etc;

•For many member states, the OAS Office represents one of the few international organizations in their country.

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Highlights: OAS offices at their best

• Peru• Guatemala• Haiti• Bolivia• Panama• Barbados & OECS countries

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OAS Office in Peru: Electoral Observation Missions

• Provided substantial technical and logistical support to the Department of Electoral Cooperation and Observation (DECO) during three Electoral Observation Missions: Oct. 2010, April, and July 2011.

• Coordinated three advance preparatory missions of the Heads of Mission and Deputy Head of Mission, as well as the deployment of the full EOM teams.

• Assisted in a variety of capacity building technical assistance projects with JNE, ONPE & RENIEC.

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OAS Office in Guatemala:Fundraising for and Support to Adjacency Zone office (Belize/Guatemala)

• In collaboration with SPA, the office led initiative to secure additional 2 million Euros funds for the adjacency Zone office from the EU;

• Supported awareness and information campaigns in Guatemala and Belize related to the October 2013 referendum.

• EU requested that the funds be administered through the OAS Country Office in Guatemala. This achievement is due to the trust the OAS office built with the donor.

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OAS Office in Guatemala:SPA Project “Conflict Management, Prevention and Resolution of Conflicts”

• Presented proposal on Conflict Management, Prevention and Resolution of Conflicts.

• Led fundraising efforts to secure external funds in representation of the Department of Democratic Sustainability and Special Missions).

• Supported the implementation of the project by providing physical space in the office, furniture, equipment, administrative and financial services.

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OAS Office in Haiti Strengthening of the Legal Framework for Disabilities in Haiti

• Assisted in writing and editing of the US$ 2.2 million proposal;

• Directly responsible for obtaining the new Haitian government buy-in for the project;

• Strengthened relationship between the project and the Donor;

• Enabled rapid deployment of the program on the ground;

• Currently provides direct oversight and monitoring of implementation to ensure that expected results are achieved in accordance with approved Execution Plan;

• Currently provides logistical and administrative support to the program team;

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OAS Office in Haiti Support to Parliament for greater efficiency, effectiveness and transparency:

• Chaired Roundtable of international community representatives seeking concrete ways to support the Haitian parliament.

• Conducted needs analysis of the Parliament Information and Communication Technologies (ICTs);

• Identified and reviewed existing matching programs within the OAS and its Member States in the field of E-Parliament;

• Currently organizing Sensitization Seminar for members of the Haitian Parliament with the participation of parliamentarians and ICT experts from other member states.

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OAS Office in BoliviaSupport to Political and Electoral Processes

• Assisted special envoys and high level OAS officials visiting Bolivia in a variety of capacities.

• Provided support to the OAS Electoral Observation Mission (EOM) in Bolivia during Departmental and Municipal Elections.

• Collaborated with the Secretariat of Political Affairs and the Electoral Cooperation Department to negotiate and sign a new framework agreement for technical cooperation.

• Currently participating in the high-level mission supporting the Consultation Process for the Indigenous Territories (TIPNIS).

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OAS Office in Panama: Women Political Participation: Key Element for an Effective and Genuine Democracy.

• Initiated project proposal which was subsequently hosted by the CIM and executed by the National Women Forum of Political Parties in Panama; Technical areas involved: SEDI, FEMCIDI and CIM.

• Conducted preliminary research on the effective participation of Congress women in the National Assembly;

• Participated in the editing of the book on the "Evolution of political participation of the Panamanian women, during the 1990-2010 period“;

• Raised additional funds by securing a contribution of US$ 100,000 from the Panamanian Electoral Tribunal .

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Office in Barbados: The Global Environmental Facility (GEF) Small Grants Program (SGP)

• Initiated negotiations on the partnership arrangement and facilitated input from other offices involved: Barbados, Grenada, St. Vincent & the Grenadines, St. Lucia, Antigua & Barbuda and St. Kitts & Nevis.

• Assisted in the formulation of the Draft Agreement in cooperation with the coordinating office;

• Negotiated a seat for OAS on the National Steering Committee which will review and approve projects. The GEF SGP country program in each of these Member States will range from $1M to $2M approximately, in addition to an annual administrative budget of approximately US$60,000

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Management Achievement

• Transfer in 2011 of a Financial Officer from ASG’s office to SAF and establishment of focal points for the offices in each Directorate of SAF.

• These structural changes made possible the following improvements:– Establishment of an administrative and financial management unit of the

OGSMS in the Secretariat for Administration and Finance;– Standardization of 2012 budget planning and execution tools and obligation of

recurring expenses on an annual rather then quarterly basis; – Simplification and streamlining of several financial processes in cooperation

with DFAMS. – Reorganization of Fund 18 Accounting and Monitoring; re-establishment of 6

government agreements on fund 18 contribution.

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Improved Administrative and Budgetary processes:

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• Creation of the first integrated website highlighting the work of each of the 28 offices as well as current event/news, projects/programs and internship/scholarship information;

• Creation of an online interface (a SharePoint site called National Offices Collaborative Space-NOCS) to share files;

• Redesign of all reporting templates which are sent to HQ: Annual Report template divided in two parts, Annual Work Plan template, Quarterly Report template;

• Internship program in National Offices (Local Interns), in cooperation with the Department of Human Resources (DHR);

• Online language training program for all Offices.

• Two Sub-Regional meetings held in Central America (July 2011) and OECS (Sept 2011) and one hemispheric meeting held at HQ (2008)

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Improved Communication between Country Offices, Member states and the General Secretariat:

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• Coordinating office and Inspector General worked on National Offices building survey: completed an infrastructure database which collects information regarding OAS facilities and personnel in the National Offices. Improved control of contracts, lease and renewals by collecting information on size of the premises, total rent amount, number of people working, year built, type of the building etc.

• Space Sharing Initiative: Ongoing study of possible space-sharing arrangements with other international institutions in such as UN, PAHO and IICA in several member states. Two concrete proposals are under analysis: GEF/SGP/UNDP and PAHO.

• The coordinated office has been making a concerted effort to provide the offices with updated technology, computers, promotional and representational materials.

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Improved Infrastructure and Updated Technology:

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• Coordinating office has held discussions with SAF to develop a Cost-sharing policy: Ongoing initiative to establish a policy that requires technical areas executing programs and projects through the national offices to contribute to the cost of rent/utilities/office maintenance.

• The new policy will be issued in the form of a SAF Administrative Memorandum entitled “Cost sharing policy of the Offices of the General Secretariat in the Member States (OGSMS).”

• The Cost sharing policy will have a positive impact on the operational budget of the country offices.

• Ongoing effort between the coordinating office, SEDI, Department of Planning and Evaluation and SAF to develop a comprehensive database regarding all programs and projects in the field. In absence of this database, the coordinating office has developed a table of programs and projects in the field which involve a country office. (see annex II)

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Policy on Execution of Projects and Programs through national offices:

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Disbursement by location- as of Dec. 2011

7878

Budgetary appropriations and variation compared to current year

Summary chart: Budget of the OGSMS 2012 & 2013

Proposed 2013 budget 2013

RF BUDGET2013

ICR BUDGET

2013 SPECIFIC FUNDS BUDGET

2013

PerNon-Per TOTAL Per

Non-Per TOTAL Per

Non-Per TOTAL

GRANDTOTAL

12 - Offices and Units in the Member States 5,441 897.4 6,338.5 114 235 349 0 0 0.0 6,687

122ASupport Offices and Units of the General Secretariat the member states

TOTAL 5441.1 897.4 6,338.5 113.8 235 348.8 0 0.0 0.0 6,687

Approved 2012 Budget

2012 RF BUDGET

2012 ICR BUDGET

2012SPECIFIC FUNDS BUDGET 2012

GRAND TOTAL

Per

Non-Per TOTAL

PerNon-Per

TOTAL Per

Non-Per TOTAL

$k

12 - Offices and Units in the Member States 6,766 877 7,644 98 235 333 0 0.0 0.0 7,977

122ASupport Offices and Units of the General Secretariat the member states 0

TOTAL 6,766 877 7,644 98 235 333 0 0 0 7,977

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Impact of 2013 proposed budget on staffing structure in OGSMS

OPTION I: 2013 Proposed Program Budget

•Reduction of 19.6% in personnel

•Translates to reduction of 7 Representative positions in 2013 proposed budget

•Maintain vacant 2 representative positions that were vacant in 2012

•Total of 9 vacant Representative positions in 2013 out of 28 Offices

•32% of offices will not have a representative

•Addition of one G6 position in 2013 proposed budget

•Maintain vacant 1 G6 position in 2013 out of 28 offices

•In addition, funding for travel will have to be provided to offices responsible for oversight over offices without representatives.

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Impact of 2013 proposed budget on staffing structure in OGSMS

Option II: Phased plan Dec 2012-Dec 2013:

•Reduction of approx US$ 1,000,000 in personnel in 2013

•7 vacant Representative positions in 2013 incl. 2 posts that are vacant in 2012;

AND in addition, in 2 offices:

•Modify 1 P5 Trust Position to a P4 internal transfer;

•Modify 1 P4 to a P2 internal transfer;

•This option will impact offices in all sub-regions

•Funding for travel will have to be provided to offices responsible for oversight over offices without representatives.

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Impact of the budgetary reduction

• Strengthening of OAS offices will be adversely affected as there will be several offices without a representative;

• Operational budgets for offices without representatives will need to be reinforced with travel budgets;

• Administrative personnel (G6) may be placed in charge of the day-to-day functioning of the office and may therefore seek special duties allowance due to the increase in the level and scope of duties.

• Sub-regional and regional initiatives involving those offices without a representative may be affected.

• Political representation and relationship to host-governments will be affected

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Options for future cost saving/streamlining of offices

Moving ForwardMember states may want to consider the followingrecommendations for further analysis:

• Host country absorb all operating expenses of offices in their respective country;

• Programs and Projects cover operating costs of the Offices;

• Sharing of premises with other intl. organizations;82

proposed program-budget 2013 - chapters 2, 11 & 12

Documents

general secretariat

general assembly

meeting of consultation

meetings of consultation

b personnel

subsidiary organsoffice

americaspermanent secretariat

b difference