Transcript Insert title here - Organization of American States

Proposed Human Resource Strategy
of the GS/OAS
1
Secretariat for Administration and Finance
AG/RES. 2755 (XLII-O/12)
HUMAN RESOURCE POLICY OF THE GENERAL SECRETARIAT OF THE
ORGANIZATION OF AMERICAN STATES
RESOLVES:
1. To instruct the General Secretariat to present a revised Comprehensive Human Resource Strategy
by August 30, 2012, including any required revisions of Chapter III –Personnel, of the General
Standards to Govern the Operations of the General Secretariat and the deployment of human
resource information tools, including organigrams, position descriptions, and supervisory
arrangements for all staff positions, in order for it to be considered by the Permanent Council
and approved by November 2012. The revised Comprehensive Human Resource Strategy should
also include a plan to reform the current set of competitive, contracting, classification,
promotion, advancement, and performance evaluation mechanisms to ensure an efficient,
transparent, and competitive recruitment process in the General Secretariat for all staff
contracts, including Series A fixed-term contracts.
Proposed Human Resource Strategy
of the GS/OAS
I. Introduction
3
Secretariat for Administration and Finance
Proposed Human Resources Strategy:
Introduction
Vision
• To position the GS/OAS at the forefront of international organizations for
the transparency, accountability and reliability of its management
structure.
• To establish international operational standards at the GS/OAS, securing
the highest principles of efficiency, merit based, competency, and integrity.
• To help the GS/OAS meet its multiple mandates by providing it with skilled,
diverse talent and motivated staff who are able to contribute to the
organizational goals.
4
Proposed Human Resources Strategy:
Introduction
Objectives
•
To align the GS/OAS contracting mechanisms with current realities.
•
To increase responsiveness and adaptability to new challenges by streamlining human resources
processes.
•
To increase accountability on human resources practices by having complete and accurate
information of all GS/OAS personnel through the development of human resource information tools.
•
To have in place a recruitment and selection process that is efficient, cost-effective and that
strengthens the principles of fairness and transparency, by taking into account candidate’s
competencies and, equitable geographic distribution and gender balance.
•
To improve GS/OAS workforce planning in order to foresee future challenges and plan its workforce
needs accordingly.
•
To reduce potential liabilities to the Organization by ensuring that: (i) staff rights are satisfied
according to GS/OAS regulations and, (ii) staff is provided with working conditions that are fair and
that contribute to the staff member’s motivation and commitment to the Organization.
5
Proposed Human Resource Strategy
of the GS/OAS
II. Content
6
Secretariat for Administration and Finance
Content - Human Resource Strategy:
GS/OAS Staff Member Career Development Cycle
All Funds
Hiring
Series A
Year 4
Series B
Year 8
Continuing Contract
Retirement Age 65
Series A: Granted at time of hiring as a result of a competitive recruitment process. Includes language proficiency exams. Selection by a Panel Interview
with Hiring Area, DHR and Recruitment and Selection Advisor (“independent” taken from a list proposed persons with suitable integrity and experience by
the President of the Staff Association and agreed to by the SG). Annual extensions based on satisfactory performance. Approval for granting Series A
contract for posts below P4: SAF with participation of the President of the Staff Association. For P4 and above, review and recommendation by the Advisory
Committee on Selection and Promotion, approval by SG.
Series B: Granted after 4 years of continuous service in a Series A Contract provided, (i) the staff member has achieved satisfactory evaluations for at least
three of the four years and the evaluation of the fourth year is satisfactory (ii) the staff member has observed good conduct during his/her four years of
service under a Series A Contract; (iii) has passed the OAS Civics Exam (iv) certification that there is financing for the contract against the post in which the
staff member is then serving (v) absence of a letter from the supervisor showing cause as to why the contract should be denied. Annual extensions based
on satisfactory performance.
Commission Executive Secretaries -Series B contract: will be granted at time of hiring. Selection according to Commission’s statues.
Approval for granting Series B contract: SG
Managerial Personnel, Series B contract: will be granted at time of hiring. Review and recommendation by the Advisory Committee on Selection and
Promotion following the same procedure as it is established in Article 44 of the General Standards. review and recommendation by the Advisory
Committee on Selection and Promotion, approval by SG.
Continuing Contract: Granted after 4 years of continuous service in a Series B Contract provided (i) the staff member has received no unsatisfactory
performance evaluations for the last 4 years and not more than one during his/her entire service at the GS/OAS; (ii) has observed Good Conduct provided
he/she has not received more than one written admonition during the last four years of employment as a staff member and has not been disciplined by the
application of a more punitive measure recommended by a Disciplinary Committee or by a Hearing Officer in the Summary Dismissal process of these
General Standards ; (iii) absence of a letter from the supervisor showing cause as to why the contract should be denied; (iv) In the case of a staff member
financed by the RF, it is reasonably certain that the post occupied by the staff member will not be eliminated in a reduction in force within the following
twelve month period ; and in the case of a staff member financed by non-Regular Fund sources, there are sufficient funds in reserves established from nonRF sources to pay the corresponding indemnities in the event of the staff member must be separated from service before or at the close of the next fiscal
period.
Note: Reduction of the termination indemnity to two weeks of final basic salary per year of service not to exceed a total of six months of basic salary.
Content - Human Resource Strategy:
Other Human Resources
Other Human Resources in the GS/OAS are:
Independent Contractors: Persons contracted to provide work products or services to the
GS/OAS. Duration of periods of up to 309 days.
Interns: College students or recent graduates who provide supervised services to the GS/OAS
without remuneration. Duration of three month period.
Volunteers: Persons who donate their services to the GS/OAS without remuneration. Duration
up to 3 months.
Young Professionals: College graduates below the age of 40 who provide services to the
GS/OAS with remuneration. Duration up to 2 years.
Human Resource Strategy:
GS/OAS Staff Member Promotion / Career Management
Fundamentals:
1. Every new post will be classified and certified by a UN expert
2. Every post that becomes vacant will be classified by a UN expert, unless the post has
been duly classified within the past 5 years.
3. Every post will be classified at least once every 6 years.
4. Every vacant post will be filled by a competitive recruitment process (except for the
Executive Secretary for Integral Development, designated Director General of the IACD,
as well as the Secretaries, advisers and assistants to the Secretary General and to the
Assistant Secretary General, who are appointed to Trust Positions).
5. All Competitions will be external, except those for reclassified posts for which at least
two qualified candidates have competed in an internal competition.
Proposed Human Resources Strategy:
Key Elements
• For Executive Secretaries, recruitment according to their
respective statutes and appointment approved by SG
• For Managerial personnel, competition for Series B contracts
through the Advisory Committee on Selection and Promotion
(ACSP), approved by SG
10
Proposed Human Resources Strategy:
Key Elements
• Uniform conditions for all staff members regardless of fund (RF,
ICR, SF)
• Competitions held before granting Series A contracts and for
promotions:
o Selection on recommendation of 3-person Panel Review,
including the Area Director, a specialist of DHR, and a
member from a list nominated by the President of the Staff
Committee and approved by the SG
o Below P4: SAF approves, with Panel Review recommendation
(Right to veto by the President of the Staff Association, in that
case, it will go to the ACSP for review)
o P4 and above: ACSP recommends, SG approves
11
Proposed Human Resources Strategy:
Key Elements
• Series A contracts extended up to total of 4 years
• Series B granted in 5th year to qualified staff members
• Continuing contracts granted in 9th year to qualified staff
members
• Continuing contract termination indemnity = 2 weeks per
year of service up to six months maximum
12
Human Resources Strategy
Proposed Transition Plan
Competitions Process
1.
Draw up a list of all current staff members by their date of entry.
2.
All staff members on Series A (Short Term) contracts who as of the date of implementation of
the new strategy, have more than 4 years but less than 8 years of service under such type of
contract, will be eligible for Series B (Long Term) contracts and an external competition process
will be scheduled in accordance with the new regulation.
3.
All staff members on Series A (Short Term) contracts who as of the date of implementation of
the new strategy, have more than 8 years of service will be eligible for a Continuing Contract and
an external competition process will be scheduled in accordance with the new regulation.
4.
All staff members on Series B (Long Term) contracts who were appointed by way of competition,
in accordance with Article 44 of the General Standards, and who as of the date of
implementation of the new strategy have more than 4 years of service after having won the
competition, become eligible for a Continuing Contract provided that they meet the
requirements in accordance with the new regulation.
5.
All staff members on Series B (Long Term) contracts who were not appointed by way of
competition, in accordance with Article 44 of the General Standards, will be scheduled for
external competition. If staff members win competition and they have more than 8 years of
service under such type of contract, become eligible for a Continuing Contract provided that
they meet the requirements in accordance with the new regulation.
13
Human Resources Strategy
Proposed Transition Plan
Termination Indemnity for Continuing Contracts
• Those Staff Members who as the date of implementation of the
new strategy were eligible for Continuing Contract and have served
8 years or more with Series A and/or Series B contracts funded by
the Regular Fund, will be entitled to termination indemnity under
today’s regulation, provided they are granted a Continuing Contract.
• Those Staff Members who become eligible for Continuing Contract
after the date of implementation of the new strategy; if such
contract is granted, will be entitled to termination indemnity under
the new regulation.
14
Human Resources Strategy
Summary of GS/OAS Personnel
Employment Category
Existing Rules
Proposed Strategy
Career staff
Continuing (Open ended)
staff
Phasing out
Eligibility and Type of Fund: For Regular Fund staff only, upon
qualification, after competition
Target Percentage: Range between 40% and 50% of RF staff
Termination indemnity: One month per year of service, up to 9
months maximum
Appointment: Direct Appointment without competition,
Extension: Up to 3 years
Appointment: Granted after competition
Extension: no limit on extensions
Eligible Type of Fund: Regular Fund only with some exceptions
Phasing out
Eligibility and Type of Fund: For all funds, granted for
qualified staff members after 8 years service
Target Percentage: No percentage limit
Termination indemnity: Two weeks per year of service, up
to 6 months maximum
Appointment: Appointment after external competition,
Extension: Up to 4 years
Appointment: Granted for qualified staff members after 4
years in Series A contract
Extension: for up to 4 years
Eligible Type of Fund: All funds
Appointment: Direct appointment, at the discretion of SG
Limit Percentage: Up to 4% of RF posts
Series A (Short Term) staff
Series B (Long Term) staff
P
e
r
s
o
n
n
e
l
Trust Positions
Appointment: Direct appointment, at the discretion of SG
Limit Percentage: Up to 4% of RF posts
Managerial Personnel
n/a
Executive Secretaries
n/a
Local Personnel
Purpose: contracted locally as specialists or support services in
accordance with the labor laws of the country they provide services
Types: (i) Local Professional Personnel: (ii) Temporary Support
Personnel
Purpose: To perform functions of a professional, technical,
administrative, or scientific nature
Agreement: Under an agreement with an institution participating in
programs of common interest.
Limitations: Not entitled to any of the rights and benefits of staff
members
Associate
Purpose: For Department Directors
Appointment: To Series B contract after external
competition
Appointment: According to governing body rules
Purpose: contracted locally in accordance with the
conditions of the duty station in which they serve,
providing professional or support services
Type: (i) Local Personnel
No changes proposed
Human Resources Strategy
Summary of other GS/OAS Human Resources
Employment Category
Independent Contractors
(CPR)
Other
Human
Resources
Volunteers
Existing Rules
Purpose: Work products or services
Duration: Periods of up to 309 days
Renewal: After break of 56 days
Duration: Three month period
Remuneration: No
n/a
Young Professionals
n/a
Interns
Proposed Strategy
No changes proposed
No changes proposed
Purpose: Persons who donate their services
Remuneration: No
Duration: Up to 3 months
Eligibility: College graduates below the age of 40
Duration: Up to 2 years
Appointment: Selected from a roster of qualified
persons. Subject to availability of funds.
Remuneration: Yes
Proposed Human Resource Strategy
of the GS/OAS
III. Human Resource Information
Tools
17
Secretariat for Administration and Finance
Human Resources Information Tools
•
In 2011, the General Secretariat began developing a new web-based set of Human
Resources Information Tools for the use of management, staff, and the member
states
•
The tools are integrated into the OAS Personnel Data Base (OPDB), where
information on all the human resources of the Organization is being centralized.
•
The OPDB currently covers all staff members, associates, interns, and performance
contractors.
•
The OPDB provides real-time organigrams at all levels of the Organization.
Recently updated information on supervisory relationships is currently being
entered into the system.
•
Deployment for all users is planned for the 4th quarter of 2012.
18
Human Resources Information Tools
• The OPDB will integrate data from all of the OAS Human Resource data
systems:
–
–
–
–
–
–
Personnel Actions (Hiring, Contract Renewal, Promotions)
Intern and Volunteer System
Leave Management System
Performance Evaluation
Results Based Contracting System (RBCS) for performance contractors
Project Management System (tracking the use of human resources in projects)
• The OPDB is currently partially operational (green portions of the following
chart)
• Other elements are being redesigned(green/gray) or newly developed
(gray)
19
Human Resources Information Tools
RBCS – Results
Based Contracting
System
PES – Performance
Evaluation System
LP – Local
Professionals
TSP – Temporary
Support Personnel
OPDB OAS
Personnel
Database
LMS – Leave
Management
System
Organizational
Chart
Interns/
Volunteers
System
PARS – Personnel
Action Request
System
PMS – Project
Management
System
System in Production
Payroll
Current system under revision
OASES – OAS Enterprise System
Reports
System in Development
20
OPDB - OAS Personnel Database
View of staff contracts by type
21
OPDB - OAS Personnel Database
View of staffs by gender
22
OPDB - OAS Personnel Database
View of staffs & CPR’s
23
OPDB - OAS Personnel Database
View of staff by nationality
24
OPDB - OAS Personnel Database
View of staff by age
25
OPDB Organizational Chart
View of staff hierarchy
26
OPDB Organizational Chart
View of staffs & CPR’s hierarchy
27
OPDB Organizational Chart
View of staff details
28
RBCS – Results Based Contracting System
View of active CPR contracts
29
RBCS – Results Based Contracting System
View of a CPR contract detail
30
PES – Performance Evaluation System
View of new version of Performance Evaluation
31
PMS – Project Management System
View of a project detail
32