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

3. ASG Organizational Chart 2005

4. Asistant Secretary GeneralChapters 2, 11 & 12

5. Office of the Assistant Secretary General– 22A

6. Offfice of the Assistant Secretary General

7. Office of the Assistant Secretary General– 22ADifference 2012 / -$20.3

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

9. Office of the Assistant Secretary General– 22A Posts

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

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

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

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

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

15. Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B Difference 2012 / $868.80 Sub-program 22B Main page

16. Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B Personnel / $ 1,281.1

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

18. Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B Posts Comparison (2005 – 2013)

19. Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B 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. Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B Non Personnel / $964.70

21. Office of the Secretariat of the General Assembly, the Meeting of Consultation, the Permanent Council, and Subsidiary Organs– 22B Non Personnel/ $964.70

22. 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

23. Department of Conferences and Meetings Management– 112AStructure The DCMM is composed of the following dependencies: • The Conference Section; • The Language Section; and • The Documents Section. Main page Sub-program 112A

24. Department of Conferences and Meetings Management– 112AConferences Section • 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 Structure Main page Sub-program 112A

25. Department of Conferences and Meetings Management– 112ALanguage 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

26. Department of Conferences and Meetings Management– 112ADocuments 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

27. Department of Conferences and Meetings Management– 112ASTRATEGIC 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

28. Department of Conferences and Meetings Management– 112AEFFICIENCIES ACHIEVED • Videoconferences 2009-2012 * From April 2009, when Sir Arthur Lewis Room was inaugurated ** Until September 15 2012.

29. Department of Conferences and Meetings Management– 112AEFFICIENCIES ACHIEVED Videoconferences per area

30. Department of Conferences and Meetings Management– 112AEFFICIENCIES ACHIEVED Videoconferences per area

31. Department of Conferences and Meetings Management– 112AEFFICIENCIES ACHIEVED Paper savings at headquarters:

32. Department of Conferences and Meetings Management– 112AEFFICIENCIES ACHIEVED Paper savings at the General Assembly

33. Department of Conferences and Meetings Management– 112AEFFICIENCIES ACHIEVED Paper savings at the General Assembly

34. Department of Conferences and Meetings Management– 112ACONFERENCE SERVICES *Including formal and informal meetings

35. Department of Conferences and Meetings Management Main page DCMM Additional Information

36. Department of Conferences and Meetings Management– 112ADifference 2012 / -$1,603.5 Sub-program 112A Main page

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 Sub-program 112A Main page

38. Department of Conferences and Meetings ManagementAllotment Comparison (2008-2013) Sub-program 112A Main page

39. Department of Conferences and Meetings Management– 112APosts Comparison (2008 – 2013) Between 2008 and 2012, DCMM has lost 6 P-level positions and 9 G-level positions

40. Department of Conferences and Meetings ManagementCPRs 2012 Personnel Sub-program 122A Main page

41. Department of Conferences and Meetings Management– 112APosts 2013 BUDGET – CHAPTER 11

42. Department of Conferences and Meetings Management– 112APosts

43. Department of Conferences and Meetings Management– 112A Non Personnel / $552.5 Sub-program 112A Main page

44. Department of Conferences and Meetings Management– 112AFINANCIAL IMPACT OF THE DRAFT 2013 BUDGET

45. Columbus Memorial Library

46. Columbus Memorial Library– 22FDifference 2012 / $12.7

47. Columbus Memorial Library– 22FPersonnel / $ 728

48. Columbus Memorial Library– 22FPosts

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

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.