Thirty-sixth regular session oea/Ser. P june 4 6, 2006 ag/doc. 4634/06 re

AG/RES. 2257 (XXXVI-O/06)

PROGRAM-BUDGET OF THE ORGANIZATION FOR 2007,
QUOTAS AND CONTRIBUTIONS TO FEMCIDI FOR 2007

(Adopted at the fourth plenary session, held on June 6, 2006)

1. 
   To approve and authorize the program-budget of the Organization for the fiscal period from January 1 through December 31, 2007, financed by the following funds at the corresponding levels:
   

2007

b. Special Multilateral Fund of the Inter-American

2. 
   To approve the specific levels of appropriations, by chapter, program, and subprogram, with the recommendations, instructions, or mandates as detailed below:
   

II. FINANCING OF THE BUDGET APPROPRIATIONS

1. 
   To set the quotas with which the member states will finance the program-budget of the Organization for the year 2007 corresponding to the Regular Fund, in accordance with resolution AG/RES. 1 (XXXI-E/06) and the decision of January 19, 1955 (doc. C-i-269) on income tax reimbursements, using the scale and amounts shown in Table B, “Regular Fund Quota Assessments for 2007.”
   

2. 
   To establish the Regular Fund budget level for 2007 at US$81.5 million, in accordance with resolution AG/RES. 1 (XXXI-E/06), and to finance it as follows:
   

1. 
   Contributions of member states in the form of Regular Fund quota payments of $75,894,000, apportioned according to the scale of quota assessments adopted in resolution AG/RES. 1 (XXXI-E/06);
   

2. 
   Commitments by member states that, notwithstanding the decrease in their quota percentages under resolution AG/RES. 1 (XXXI-E/06), have decided not to reduce the nominal amount of the quota assessments set for 2006;
   

3. 
   FEMCIDI contribution of $190,500 to the Regular Fund for technical supervision and administrative support, in keeping with Article 79 of the General Standards, which, according to the FEMCIDI Statutes, must be up to 15 percent of the amount approved for 2007 programming to be executed in 2008;
   

3. 
   Income of $2,532,300 for technical supervision and administrative support from trust and specific funds; and
   

3. 
   Other income of $1,500,000 including, inter alia, interest, rents, and repayments.
   

3. 
   The amounts cited in this resolution with respect to the specific funds are estimates and do not constitute any obligation for donors.
   

4. 
   To authorize an appropriation of $5,492,800 to the General Secretariat for recurrent expenses related to building management and maintenance. Of this amount, $5,180,800 will be financed by the Regular Fund, under Subprogram 91D  Building Management and Maintenance, and $312,000 by resources from the Capital Building Fund, to compensate for an increase in other subprograms.
   

III. GENERAL PROVISIONS

1. 
   Human resources
   

1. 
   To request the Secretariat to assign, reassign, or restore, as the case may be, the positions listed below, within the same chapters and without incurring additional budgetary costs, with personnel that possess the requisite experience, expertise, and qualifications for the performance of the respective functions:
   

P4 – National Office Director in Costa Rica (subprogram 21E)

P4 – National Office Director in Paraguay (subprogram 21E)

P4 – Support for the Chair of the Permanent Council (Subprogram 21A)

P3 – Post in CIM (Subprogram 21I)

P4 – Support for the Secretariat for Multidimensional Security (Subprogram 51B)

G6 – Support for the CICTE Secretariat (Subprogram 51E)

P4 – Department for the Promotion of Democracy (Subprogram 61C)

P5 – Tourism specialist in the Department of Trade, Tourism, and Competitiveness (Subprogram 71E)

P4 – Department of Sustainable Development (Subprogram 71F)

2. 
   Performance contracts (CPRs)
   

1. 
   To instruct the General Secretariat to submit to the Permanent Council semiannual reports on all the performance contracts (CPRs) in accordance with Article 130 of the General Standards.
   

2. 
   To request the Permanent Council to examine, through the Committee on Administrative and Budgetary Affairs (CAAP), the Inspector General’s report on CPRs and make the corresponding recommendations to the Secretary General.
   

3. 
   Trust positions
   

To extend the mandates in resolution AG/RES. 1839 (XXXI-O/01) for the Secretary General to study the General Secretariat’s policies on trust positions, and for the Permanent Council to consider recommendations for any necessary changes to the General Standards.

4. 
   Geographic representation
   

To urge the Secretary General to develop, with technical assistance from the Department of Human Resources and all people involved in the hiring and selection process, a human resource policy that fully takes into account the principle of geographic representation in accordance with Article 120 of the Charter of the Organization of American States, and to present a report to the Permanent Council by January 30, 2007.

5. 
   Gender equality
   

To urge the Secretary General to redouble his efforts to achieve, as a matter of priority, the goal of having women, including indigenous women, occupy 50 percent of posts at each grade level within the OAS organs, agencies, and entities, particularly at the P-5 grade level and above, in order to achieve gender balance at all levels of the OAS, bearing in mind the criterion of geographic distribution in professional positions.

6. 
   Performance evaluation
   

To request the Secretary General, for the purpose of improving evaluation and accountability in the General Secretariat’s personnel management and in accordance with Article 39 of the General Standards and Rule 105.9 of the Staff Rules, to put into practice an effective performance evaluation system that includes: establishing performance goals and standards, facilitating and promoting greater efficiency in the performance of functions, and systematizing performance evaluation.

6. 
   Workforce plan
   

To instruct the Secretary General to analyze the long-term (e.g., 3-5 years) staffing requirements of the General Secretariat in view of the programmatic vision of current mandates, the new structure of the General Secretariat, and projected retirement and other departures of current staff, and develop a workforce plan that will allow the Secretariat to identify:

1. 
   Skills gaps and surpluses;
   
2. 
   The most appropriate recruitment/hiring instruments to meet projected needs (long-term versus short-term contracting, CPRs, etc.); and
   
3. 
   Suggested mechanisms for responding to staffing surpluses and deficiencies in accordance with the Organization’s programmatic priorities and vision.
   

To instruct the General Secretariat to present a report to the Permanent Council by October 31, 2006.

6. 
   Post audits
   

To instruct the General Secretariat to perform a post audit on any position whose funding source is transferred from specific funds to the Regular Fund. That audit by the Department of Human Resources must take place before the Regular Fund assumes responsibility for payment of that salary. The post audit will determine a salary that is commensurate with the level, competency, and duties incurred by the new post, independent of the duties, title, and salary of the previous post. This practice should be implemented by September 2006.

6. 
   Personnel policies
   

To instruct the General Secretariat to present (i) a legal history of salary parity policy, and (ii) to submit recommendations with regard to personnel policy and its sustainability, in light of new mandates, the recent restructuring of the General Secretariat, and the financial status of the OAS.

2. 
   Scale of quota assessments
   

1. 
   To extend the mandate adopted by the thirty-first special session of the General Assembly through AG/RES. 1 (XXXI-E/06), instructing the Permanent Council to continue considering a draft methodology for assessing quotas to the member states–one that will take into account the criteria established in Article 55 of the OAS Charter and current data on the ability to pay of the member countries; and to present to the General Assembly, at its thirty-seventh regular session, its conclusions and recommendations for the adoption of a revised, definitive scale of quota assessments for 2009 and subsequent years.
   

b. To request the Secretary General to convene in the second half of 2006 the group of experts that will begin consideration of the methodology for determining the new scale of member state quota assessments and to present a report thereon to the Permanent Council.

3. 
   Fund for Building Improvement, Maintenance Services, and Other Urgent Needs
   

1. 
   To instruct the Secretary General to present a fundraising strategy for the building improvement and maintenance fund by December 2006.
   

2. 
   To urge member states, permanent observers, and other donors to contribute, as defined in Article 74 of the General Standards, to the Fund for Building Improvement, Maintenance Services, and Other Urgent Needs, established through resolution AG/RES. 2157 (XXXV-O/05).
   

3. 
   To instruct the Secretary General to report quarterly to the Permanent Council on the income and expenditures of this special fund.
   
4. 
   To instruct the General Secretariat to review the status and the inventory of the collection of the Art Museum of the Americas and to report to the CAAP by February 2007 with suggestions for the enhancing of the future role of the Museum within the OAS.
   

4. Offices of the General Secretariat in the Member States

1. 
   To request the Secretary General to ensure that each of the Offices of the General Secretariat in the Member States is appropriately staffed and funded and to report to the Permanent Council on both progress and limitations in achieving this objective.
   

2. 
   To request the General Secretariat to submit to the Permanent Council by December 1 of each year a report containing a strategy and annual work plan for each Office. The report should comply with uniform guidelines established by the Secretary General, and should report on progress made in achieving the preceding year’s objectives. In addition, it should lay out the objectives for the coming year. Where appropriate, the report should address any in-country partnership opportunities that may enhance OAS objectives.
   

c. To authorize the OAS General Secretariat to examine the feasibility of entering into partnership agreements with other international organizations which would permit the Offices of the General Secretariat in the Member States to offer services and engage in cooperative endeavors with those international organizations, and to collect fees for these services.

1. 
   To review whether the method of charging overhead is consistent and reasonable throughout the Secretariat in relation to the services provided, taking into consideration the interest generated by specific funds;
   
2. 
   To determine if there is a more cost-effective manner of establishing costs charged to specific fund projects; and
   
3. 
   To finalize her audit on overhead charges by the end of 2006.
   

2. To instruct the Secretary General to:

1. 
   Analyze the cost recovery policy for technical supervision and administrative support of all funds administered by the General Secretariat, taking into account the Inspector General’s audit on overhead charges, and present a report to the Permanent Council prior to September 30, 2006, for consideration, that proposes amendments to the General Standards as required, so as to reflect a new cost recovery policy that is coherent, consistent, and reasonable; and
   

2. 
   Submit semiannual reports to the Permanent Council on projects financed by specific funds, which reports shall contain the following information:
   

1. 
   Income from overhead cost recovery (administrative support and technical supervision costs);
   
2. 
   Interest income earned; and
   
3. 
   The percentage of interest income earned and applied toward overhead charges.
   

8. Direct reports from OAS Regular Fund recipients

1. 
   To acknowledge the Secretary General’s efforts to centralize the coordination of fundraising activities.
   

2. 
   To instruct the General Secretariat to prepare and present to the Permanent Council a comprehensive fundraising strategy for the OAS that responds to the Organization’s mandates and priorities.
   

3. 
   To instruct the General Secretariat to present a detailed report to the Permanent Council by January 31, 2007, on the amounts obtained by each dependency of the General Secretariat and by all the other organs and entities financed in whole or in part by the Regular Fund. This report should cover the 12-month period ending December 31, 2006, and should include the following information:
   

1. 
   A list of all dependencies and entities involved in fundraising efforts, including any foundations raising funds on behalf of the OAS and its programs;
   
2. 
   Amounts raised, both cash and in-kind;
   
3. 
   Sources of the funds raised; and
   
4. 
   A breakdown of costs incurred by the Regular Fund, in terms of personnel and other expenses, to pursue fundraising efforts and to execute programs financed by the funds raised.
   

4. 
   To consider, within the fundraising strategy, the feasibility of engaging the Offices of the General Secretariat in the Member States in identifying external resources and opportunities for managing programs of other international organizations or permanent observers as a means of deriving management fees or other income-generating opportunities.
   

5. 
   To recognize the support of the permanent observers and other donors and to encourage them to continue to provide cash and in-kind contributions to the programs, projects, and other activities of the Organization.
   

10. Amendments to the General Standards

1. 
   To request the General Secretariat to design and implement measures to make more efficient use of the resources allocated for travel and paid for by the Regular Fund, FEMCIDI, specific funds, and trust funds administered by the General Secretariat; and to present a report to the CAAP no later than November 2006.
   

2. 
   To instruct the General Secretariat to implement more effective enforcement mechanisms for ensuring compliance with the rule established by the Permanent Council which requires that all tickets paid for by the Regular Fund, FEMICIDI, specific funds, and trust funds administered by the General Secretariat, be purchased in economy class, except for travel by the Secretary General, the Assistant Secretary General, and the Chair of the Permanent Council, and to report to the Permanent Council on a quarterly basis on any instances of noncompliance with those rules.
   

3. 
   To instruct any offices and units using specific funds for travel purposes to provide a record to the donor on a quarterly basis.
   

13. Evaluation and control of results

1. 
   To instruct the Secretary General to pursue efforts, for the purpose of improving the transparency and efficiency of the General Secretariat’s operations, to establish appropriate planning, control, and evaluation systems that will enable the member states to follow up on budget programming and control.
   

2. 
   To instruct the General Secretariat to prepare, in consultation with member states, a framework for evaluating programs and projects that responds to the mandates issued by the political bodies and the comparative advantages of the Organization, except for those financed by FEMCIDI, and to present a report to the Permanent Council.
   

14. Interpretation and translation services

1. 
   To instruct the General Secretariat to submit to the Preparatory Committee a proposed program-budget for the year 2008 at the level of $81.5 million. Income shall include only: quota income, interest and rental income, contributions for technical supervision and administrative support from FEMCIDI and from trust and specific funds, and all other miscellaneous income.
   

2. 
   The total expenditure for object 1 should not exceed 64.38 percent of the indicative figure for the 2008 Regular Fund program-budget, including any statutory increases that may be required.
   

3. 
   To reiterate that all resolutions submitted to the General Assembly that require Regular Fund financing must be accompanied by an opinion, on the availability of funds, from the CAAP or from the Subcommittee on Administrative and Budgetary Matters of the Preparatory Committee of the General Assembly. Resolutions presented after the Preparatory Committee has completed its work may be adopted, but may not be executed, until the requisite opinion from the CAAP and reconfirmation by the Permanent Council are received.
   

TABLE A-1

TABLE A-2

TABLE B
http://scm.oas.org/pdfs/2006/CPSC03169-T3E.xls

APPENDIX

RECOMMENDATIONS

PARAMETERS FOR THE SELECTION AND AWARD OF GRADUATE

AND UNDERGRADUATE SCHOLARSHIPS

To instruct the General Secretariat to consider the following among the objective measures and criteria for the management and operation of the OAS scholarship program it submits to CEPCIDI:

1. 
   Establish a ceiling on “self-placed” fellowships;
   

2. 
   Establish a cap on individual yearly tuition awards;
   

3. 
   Include a provision in an amended Manual of Procedures establishing cases of ineligibility for graduate and/or undergraduate scholarships, which shall include, inter alia, all staff of the General Secretariat, all members of the permanent missions to the OAS, and their relatives;
   

4. 
   Prepare an investment strategy for the Capital Scholarship Fund, with a view to making the program self-sufficient in the long run;
   

5. 
   Enhance mechanisms for institutional planning and oversight;
   

6. 
   Establish and implement a scholarship tracking database;
   

7. 
   Present semi-annual reports on scholarship awards, containing detailed information on the scholarships awarded, including the full name and nationality of the beneficiary, the full name and country of the academic institution where the recipient of the scholarship is studying, the study program in which he or she is participating, the scheduled date of graduation, the period to be covered by the scholarship, the amount of the scholarship, and other pertinent information; and
   

8. 
   Establish as soon as possible scholarship selection procedures.