Improving Efficiency in OAS Country Offices Coordinating Office

Improving Efficiency in OAS Country Offices Coordinating Office of the Assistant Secretary General Presented by Kevin M. Isaac May 8, 2006

Introduction Ø Current Status of OAS Country Offices Ø Challenges Ø Areas of Improvement Ø Next Steps

Current Status OAS Country Offices staff: -74 OAS Country Offices (in member states) : 28 OAS Country Representatives: 22 OAS Country Offices without budgeted post of OAS Country Representatives: 6 Post of Administrative Technicians: 28 Post of Messenger/Driver/Clerk: 24 Post of Officers-in-charge: 7

Challenges Ø Personnel Ø Management and Oversight Ø Productivity (input vs. output) Ø Under-utilization Ø Something must be done to change how OAS Country Offices operate, are viewed, managed

Cost of doing nothing Ø Increased misapprehension among member states of OAS Country Offices Ø Further alienation of the OAS Country Offices Ø Continued under-utilization of the OAS Country Offices and staff Ø Diminished productivity and representation Ø Cost-benefit disequilibrium Ø Inadequate mechanisms for oversight Ø Inadequate evaluation of activities in the field Can the OAS Afford to maintain the status quo?

Areas for Improvement Ø Ø Ø Ø Clearer definition of Strategy and Mission of Offices Enhanced Management Oversight by Coordinating Office OAS Recruitment Practices for Country Offices Continuous and Relevant Training Rotation of OAS Country Representatives Strategic Use of Information Technology Creation and Monitoring of Management Database Enhanced collaboration between Coordinating Office and the CAAP, SAF, DHR, OSG Promoting Greater Efficiencies

Next Steps Ø Conduct a comprehensive examination of the OAS Country Offices Ø Review real operational costs, quarterly expenditure, and budget allocation of each OAS Country Office by May 31, 2006 Ø Create template for quarterly reports by July 15, 2006 Ø Liaise with DHR to create a template for Performance Evaluation by July 21, 2006 Ø Ensure all OAS Country Offices are Oracle-compliant by July 31, 2006

Next Steps Ø Realign roles and functions of OAS Country Representatives no later than August 31, 2006 Ø Revise template for work plans to better reflect activities and mandates of OAS Country Offices by August 1, 2006 Ø Seek input from the CAAP to meet staff levels of OAS Country Offices by August 31, 2006 Ø Establish database of work plans and activities of

Next Steps Ø Work with IT Office to install, update and standardize ICT programs to reduce telecommunication costs by 5 -10% by September 30, 2006 Ø Establish database of skills and expertise within the OAS Country Offices by October 31, 2006 Ø Determine training needs of OAS Country Offices by October 30, 2006 Ø Require each OAS Country Office to provide quarterly reports on their mandated activities

Next Steps Ø Invite Member States to suggest how they wish to interact in future with the Coordinating Office in relation to OAS Country Offices Ø Encourage Member States to share with the Coordinating Office any comments and suggestions on the strategic plan to “improve efficiencies” in the OAS Country Offices Ø Invite Member States, through the CAAP, to suggest dates for follow-up discussions with the Coordinating Office on the strategic plan for “improving efficiencies” within the OAS Country Offices

Next Steps Changing the debate Ø Encourage Member states, through the CAAP, to share with the Coordinating Office any proposals on “improving efficiencies” in the OAS Country Offices. Ø Increase collaboration between member states through the CAAP and the Coordinating Office to increase output, promote more effective management, functionality, greater efficiency and relevance of and within the OAS Country Offices. Ø Examine holistically OAS Country Offices to include other factors beside cost to the Regular Fund