BASIC CONCEPTS of Personnel Management in the General Secretariat

August, 2012

Share basic concepts, terms and processes of personnel management in the General Secretariat.

Objective

• GS/OAS Contracting Mechanisms

• Human Resources Data by Type of Fund

• Salary Scales

• Reclassifications

• Competitions

• Recruitment Matrix

Agenda

GS/OAS Contracting Mechanism

1. Career Service Personnel

2. Personnel on Continuing Contracts

3. Personnel on Fixed-Term- Series A

4. Personnel on Fixed-Term- Series B

5. Special Observer Contracts (MAAP, Haiti)

6. Trust Personnel

7. Associate Personnel (no cost for the GS/OAS)

8. Temporary Support Personnel *

9. Local Professional Personnel *

Staff

Independent Contractors

Volunteers (no cost for the GS/OAS)

13. Volunteer

14. International Volunteer

10. Performance Contracts

11. Performance Contracts- Special Mission

12. Temporary Conference Service**

Other Human

Resources

15. Interns (no cost for the GS/OAS)

* Source – Department of Procurement Services

** Source – Department of Conferences and Meetings Management

Type Career Continuing Contract Series A Series BSpecial Observer Contract (SOC)

Trust

Purpose

The status of the Career Service member is independent of the post, function, or tasks performed.

The status of the Continuing Contract is independent of the post, function, or tasks performed by the staff member.

Fulfill the continuous needs of the GS/OAS, as well as the needs related to a specific project.

Fulfill the continuous needs of the GS/OAS.

Appointment based on a project or mission outside from Headquarters.

Appointed at the discretion of the Secretary General.

Fund Regular Fund Regular Fund Regular and Specific Funds

Regular and Specific Funds

Specific Funds Regular and Specific Funds

Duration

Open-ended Open-ended Fixed-term Fixed-term Fixed-term Shall last as long as the SG is in office and the appointees enjoy his/her confidence.

Competition

N/A

Promotions shall be made by competition.

Granted through competition after having accrued 5 years with a Series B contract.

No * RF Series B must be awarded through competiton

* Other funds Series B may be exempted from competition by the DHR Director.

* Promotions through competition regardless source of funding.

No No

Special Remarks

* Employment mechanism is permanently closed and being phased out by atrition per 2002 AG/Res.

* No career appointments were made after 1994.

* The SG shall give preferential consideration to Career Service members to fill vacancies.

* Number (together with career staff) limited to no more than 50% of Regular Fund posts.

*Career, Continuing Contract or any staff member who had a Series B fixed term contracts financed by the Regular Fund and who are placed in trust positions, may revert to career/continuing contract/Series B status once the Trust appointment ends.

Type AssociateTemporary Support

Personnel (TSP)Local Professional (LPC)

Performance Contract (CPR)

Volunteer Interns

Purpose

Persons temporarily appointed primarily to perform functions of a professional, technical, administrative, or scientific nature, in accordance with agreements or contracts concluded with other Institutions participating in programs of common interest.

Persons contracted locally in their country of legal residence/nationality for the purpose of providing support services to temporary projects, observer missions, and other temporary activities carried out by the GS/OAS or, when so determined by the SG, for the provision of cleaning, guard, or maintenance services to Offices of the GS/OAS and technical support facilities in the Member States.

Professionals contracted as specialists to work in their country of legal residence/nationality.

Contract for the purchase of human services or of a specific work product or result (i.e., Report, Seminar) for an approved program or project in areas of specialization in which the GS/OAS does not have sufficient human resources to produce the product or result required within the allotted time.

Persons who provide voluntary services to the GS/OAS without remuneration

Persons who provide voluntary services to the GS/OAS (without remuneration) through the Internship Program, whose purpose is to provide interns with work experience and to meet academic requirements when appropriate.

Fund Financed by External Institutions

Mostly Specific Funds Regular and Specific Funds

Regular and Specific Funds N/A N/A

Duration

Fixed-term Fixed-term Fixed-term Fixed-term Fixed-term The OAS Internship Program is offered three times a year and the duration depends on each session.

Competition

No No No No No No

Special Remarks

*Considered staff members solely to provide them with rights/immunities necessary to carry out their functions.

*Regulated with the labor laws of the Duty Station.

*Salaries based on local market conditions.

*Regulated with the labor laws of the Duty Station.

*Salaries based on local market conditions.

Includes:*Performance Contract*Performance Contract - Special Mission*Temporary Conference Service

Types:* Volunteer* International Volunteer

Human Resources Data by Type of Fund

* Source – Department of Procurement Services (Approx. data)

As of June 30, 2012

Employee Type RF SF ICR Total

Career Service Personnel 50 2 52

Personnel on Continuing Contracts 89 1 90

Personnel on Fixed-Term- Series A 123 85 38 246

Personnel on Fixed-Term- Series B 167 24 10 201

Special Observer Contracts (MAAP, Haiti) 26 26

Trust Personnel 35 2 37

Associate Personnel (no cost for the GS/OAS) 31 31

Temporary Support Personnel * 9 218 11 238

Local Professional Personnel * 98 98

Total 473 487 59 1019

Performance Contracts 85 240 10 335

Performance Contracts- Special Mission 39 39

Total 85 279 10 374

Independent Contractors

Staff

Salary Scales

In 1994

Member States

GS/OAS Staff& =

Adoption of Parity with the salary scales of the UN

• 2 Categories of salary scale

CATEGORIES FUNCTIONS SALARY SCALE COMPOSITION

GRADES

PROFESSIONAL •Analytical,•Conceptual,

•Interpretive and/or creative

•Involve a level of complexity to make

decisions.

With dependents and without dependents

Basic Salary (regardless of Duty Station)

and, Post Adjustment

(Cost of living of Duty Station)

D1-D2P1-P5

GENERAL SERVICES •Operational,• Technical and supportive,• Functions vary from simple to routinely or

repetitive,•Knowledge developed

through experience

Only one salary scale Only one Basic Salary G1-G7

CHARACTERISTICS

Grade

Step

COMPLEXITY SENIORITY

Salary Scales

Grade: Determines the level of complexity of the functions performed.When the grade is higher, the complexity of the functions is higher.

Step: Staff members whose performance and conduct have been satisfactoryshall receive an annual or biannual (as the case may be) within step increase.

•Salary Increment Timeline

April April JulyJuly SeptemberSeptember

• Salary increment in the Professional Category – Washington DC

• Step Increase for Professional and General Services Categories (regardless of Duty Station)

• Salary increment in the General Services Category –

Washington DC

Reclassifications

A staff member may be instructed by his/her supervisor

to assume duties or responsibilities of a post of a

higher level.

DHRwill perform a classification post audit within 6 months

(By UN Classification Expert) Special Duty Allowance (SDA)(Difference between current and higher grade)

Effective on Day 1st of Seventh Month and for a maximum of 18 months.

If reclassified to a higher grade

Competition (Internal/External)

CompetitionsAccording to the OAS General Standards and Staff Rules,

the following posts must be opened to competition:

• No staff staff member may serve for more than 3 years under

one or more Series A Contract funded by the Regular Fund

•A staff member whose post is reclassified shall continue to

perform its duties and responsibilities until the resulting vacancy is filled

through competition and shall receive a payment of SDA which

shall not exceed 18 months.

•A vacant post

Short-Term Reclassified Post Vacancy

EXTERNAL INTERNAL

All appointments to Series B contracts financed by the Regular Fund

Appointments to a reclassified post (if incumbent has already won an external competition)

Advertisement in the internet. Announcement to staff and Permanent Missions of the GS/OAS.

Advertisement in the intranet. Announcement to staff of the GS/OAS.

Staff members and candidates from outside the GS/OAS can apply.

Only staff members can apply.

Timeline of Competition Processin the Regular Fund

Reclassifications:

•Before reaching 18 months receiving SDA, the reclassified post shall be opened to internal competition (however, if the incumbent has not won an external competition, this will be announced externally).

•The Internal Competition follows the same procedure of the External Competition but only staff members can apply to the vacant post.

Direct Appointment

3 years

External Competition Series B

5 years

Continuing Contract Competition

•Publication of Vacancy

•Candidates Application

•DHR Prescreening

•Area Evaluation

•Panel Interview Composed by: i) Area Representative, ii) DHR, and iii) Advisory Committee on Selection and Promotion (ACSP)

•ACSP Recommendation

•Secretary General Approval

•Publication of Eligibility List

•Staff Application

•Supervisor Recommendation

•DHR Revision

•Language Exams

•Panel Interview Composed by: i) DHR and ii) ACSP

•ACSP Recommendation

•Secretary General Approval

Retirement Age 65

Recruitment MatrixPROFESSIONALS

GENERAL SERVICES

Years of pertinent experience

Grade P01 P02 P03 P04 P05

First level University Degree 1 4 7 11 15

Advanced University Degree 0 2 4 7 10

Doctorate 0 0 1 4 6

Grade G03 G04 G05 G06 G07

Education High school or technical /

commer.

High school or technical / commer.

High school or technical / commer.

High school or technical / commer.

High school or technical / commer.

Experience 2 years 4 years 5 years 7 years 9 years

Experience with Advanced Training1

0 years 2 years 3 years 5 years 7 years

THANK YOU