Secretariat for Administration and Finance

1. Reengineering and Streamlining Human ResourcesManagement February 16th, 2010 Secretariat for Administration and Finance

2. Mandates to Address 1. CAAP WORKING GROUP ON THE REVIEW OF OAS PROGRAMS requested the GS/OAS to propose reengineering options for human resources • 2. GENERAL ASSEMBLY • The Program-Budget Guidelines for 2010 requires reports on: • Geographic representation • Gender equity and equality • Persons with disabilities • Age discrimination • Trust appointments

3. Objectives of HR Reengineering Standards-Based Organization Transparency Responsiveness to new challenges Comparability Accountability Efficient processes

4. THREE PHASES OF HR REENGINEERING Administrative and Financial Transparency Enhanced Efficiency and Accountability

5. PHASE IWhat have we done? Transparency HR Data Regulation & Procedures Automation • Compiled and made • available in the • Quarterly Resource • Management Reports • Comparative study • with other International • Organizations on • GS/OAS benefits and • salary scales • Automated CPRs • and Personnel • Action Requests • (PARs) • Intranet site • available • Electronic tools • developed to • standardize • competition • processes • Staff Rules made • compatible with • General • Standards in 2008 • Handbooks • developed on HR • operational • procedures

6. PHASE IWhat have we done? Staff Development • 60 training programs carried out and 2,721 participants trained in the past 4 years • In 2009, the Internship Program contributed in the development of young students and gave the GS/OAS approximately 107,000 work hours, or the equivalent of over 50 person- years of work, at minimal cost to the OAS.

7. PHASE IWhat have we done? Workforce Profile Positions • From 2002 – 2009, the percentage of senior level positions (D-2ˊs, D-1ˊs, P-5ˊs) decreased by 33% Total staff = 674 Total staff = 758

8. PHASE IWhat have we done? Workforce Profile Continued Gender • Female representation: 2002: 52% of total staff 2009: 55% of total staff Total staff = 674 Total staff = 758 • From 2002 – 2009, female representation increased by 10% at the P05 grade level

9. PHASE IWhat have we done? Workforce Profile Continued Geographic Representation • In 2009 FAO formula was approved for geographic representation balance • FAO uses 4 factors: • Level of posts: Points assigned according to the grade levels of posts per Member State • Contribution: Annual quota from Member States (55%) • Membership: Equal number of posts per Member State (40%) • Population: Population of each country (5%)

10. HR Reengineering PHASE IWhat have we done? PHASE IIWhat are we doing? PHASE IIIWhat do we plan to do? Enhanced Efficiency and Accountability Administrative and Financial Transparency

11. PHASE IIWhat are we doing? Reengineering critical HR processes

12. PHASE IIWhat are we doing? 1. Contracting Mechanisms OBJECTIVES Centralized and standards-based procedures More complete and accurate information on all GS/OAS human resources Efficient and cost effective hiring processes • Equal compensation for equal job, under equal conditions Reduce potential liability to the Organization

13. PHASE IIWhat are we doing? 1. Contracting Mechanisms Proposed Current *Determined Contract: -Trust: defined by the SG -SOC, SOC MAPP: defined by duration of the project -Associate: defined by the agreement between the GS/OAS and Governmental Agencies

14. PHASE IIWhat are we doing? 2. Classification of Posts OBJECTIVES • Standardized procedures on classification and reclassification • Better workforce planning

15. PHASE IIWhat are we doing? 2. Classification of Posts ACHIEVEMENTS Standardized job descriptions developed New job title policy drafted Three pilot projects currently in progress (DHR, SPA, SER)

16. PHASE IIWhat are we doing? 3. Performance Evaluation OBJECTIVES Results-based personnel management • Link individual contributions to mandates • Develop strong supervisory competencies

17. PHASE IIWhat are we doing? 3. Performance Evaluation ACHIEVEMENTS Development of an electronic performance evaluation system Implementation of a Pilot Cycle (2009 – 2010) Training program for staff and supervisors 76% of staff with objectives in the system

18. PHASE IIWhat are we doing? 4. Grievance Process OBJECTIVES Simplified and less time consuming process Creation of a conciliation phase to solve conflict between the involved staff Creation of a mediation phase: Expert mediator involved to solve conflict

19. PHASE IIWhat are we doing? 4. Grievance Process ACHIEVEMENTS Revisions to grievance process drafted Changes to General Standards proposed Consultation underway with the Staff Committee

20. HR Reengineering PHASE IWhathavewe done? PHASE IIWhat are wedoing? PHASE IIIWhat do we plan to do? Enhanced Efficiency and Accountability Administrative and Financial Transparency

21. PHASE IIIWhat do we plan to do? Canadian International Development Agency (CIDA) Cooperation Program 2008-2011 Work Plan Institutional Strengthening and Capacity Building • Conversion of the existing GS/OAS Human Resources practices and procedures to a standards-based HRMS Simplify and Restructure Contracting mechanisms for human resources Implement a position control system

22. PHASE IIIWhat do we plan to do? Integrate technology to modernize HR processes Configure position control system Implement standardized job descriptions and job titles Develop standardized job descriptions database Develop a single HR hiring system Integrate HR system to related Enterprise Management System(OASES)

23. Administrative and Financial Transparency • Accountable and Standards Based Organization Conclusion GS/OAS is engaged in reengineering of human resources practices as an essential element of the GS/OAS management modernization efforts. Reengineered HR System Reengineered Procurement, Accounting, Program Planning and other key Management Elements

24. Reengineering and Streamlining Human ResourcesManagement February, 2010 Secretariat for Administration and Finance