OEA - CP - Resolución CP CAAP SA 807

PERMANENT COUNCIL OF THE OEA/Ser.G

ORGANIZATION OF AMERICAN STATES CP/CAAP/SA.807/25 12 November 2025

COMMITTEE ON ADMINISTRATIVE Original: Spanish AND BUDGETARY AFFAIRS Summary of the meeting of November 6, 2025 This regular meeting of the CAAP was presided over by Ambassador Alejandra Solano Cabalceta, Permanent Representative of Costa Rica to the OAS, in her capacity as Chair of this Committee. The statutory quorum was established with the presence of representatives of Antigua and Barbuda Argentina, Brazil, Canada, Chile, Colombia, Costa Rica, Dominican Republic, Ecuador, El Salvador, Grenada, Guatemala, Guyana, Haiti, Honduras, Mexico, Panama, Paraguay, Peru, Saint Kitts and Nevis, Saint Lucia, Trinidad and Tobago, United States, and Uruguay. The audio recording of the meeting may be obtained from the following link: CP/CAAP-4160/25 11-06-2025

1. Adoption of the draft order of business The order of business, document CP/CAAP-4160/25 rev. 2, was adopted as submitted.

2. Note from the Secretary General informing the Permanent Council of his intention to appoint a new Inspector General of the General Secretariat, in accordance with the procedures envisaged in the General Standards The Chair reminded the delegations that, as agreed at the March 12 meeting, this issue was left pending until Secretary General Albert R. Ramdin took office. The time had therefore come for the subject to be revisited so that Secretary General Ramdin could consider the last phase of the nomination process in keeping with Article 130 of the General Standards.

The Chair offered the floor to the Director of the Department of Human Resources, Mr. Daniel Freitas, who gave an overview and explanation of how the recruitment and selection process for the

position of Inspector General was undertaken. Mr. Freitas explained that the international firm Barclay Simpson was selected to handle the process. The vacancy was announced on its website and on LinkedIn, and drew a total of 117 applicants, 17 of them meeting the minimum eligibility requirements. Barclay Simpson furnished the Audit Committee with a list of seven candidates for review and certification, pursuant to Article 130, after which the Committee selected three candidates to go forward in the selection process. As a follow-up to the Permanent Council's decision, in continuing the selection process Secretary General Albert R. Ramdin interviewed the three candidates and, after a thorough review,2 SENSITIVE BUT UNCLASSIFIED concluded that Mr. Jorge da Silva was the most qualified candidate for the position of Inspector General. Mr. Freitas explained that the next step would be the appointment and the start of administrative procedures for Mr. da Silva to be hired once consultations with the Permanent Council had been completed. As there were no comments from the delegations, the Chair suggested that the presentation and the process be noted. Mindful that the terms of General Standards had been met, the CAAP decided to inform the Permanent Council that the consultation process proved favorable for the Secretary General to proceed with the appointment. (CP/INF.10710/25) (CP/CAAP-4149/25) (CP/INF.10739/25)

3. Report on the resources used from the Treasury Fund and the status of that Fund Concerning this issue, the Chair recalled that the resolution on the Program-Budget for 2025 had authorized the General Secretariat to use 30% of the annual contributions to the Treasury Fund

(US$27.6 million) as a loan, which must be reported in writing to the Permanent Council each time those funds are used, and monthly reports on the status of the fund to be submitted to the CAAP. The Director of the Department of Financial Services, Mr. Javier Arnaiz, reported that, due to

a temporary deficit resulting from non-payment of quotas, it was necessary to resort to a loan, which was repaid in October thanks to new receipts, which left the Regular Fund with a positive balance. He provided projections based on the pattern of payments in 2024, whereby, in the absence of new payments, a loan would need to be sought in November and December, with an estimated shortfall of US$14.49 million at the end of the year. He further projected that, should the same pattern hold true, the shortfall could be as much as US$29.44 million in February, exceeding the authorized loan limit of US$27.6 million. As of October 15, the balance of contributions to the Regular Fund totaled US$35.9 million, while arrears remained at US$24.5 million, for a total debt of US$60.4 million. The Chair inquired whether the General Secretariat reports to the member states on quotas in arrears. Mr. Arnaiz explained that such reports are sent quarterly, the most recent being sent on Monday, November 3. The Chair reflected on this and requested that member states be sent a reminder about the possibility of submitting payment plans and about proactive steps the Secretariat could take to encourage more payment arrangements. The delegations Chile, Canada, Uruguay, Ecuador, and Brazil commented and asked questions, which were answered by the Director of the Department of Financial Services. The CAAP took note of the presentation, which was distributed as document CP/CAAP4158/25, and of the delegations’ comments. The Secretariat would contact member states to inform them of the requirements for payment plans. The Committee expected to continue receiving these monthly reports and would closely monitor the situation.3

SENSITIVE BUT UNCLASSIFIED

4. Report on activities of Columbus Memorial Library The Chair welcomed Mr. Giovanni Facchin, Chief Librarian, who shared the details of

activities carried out in 2024, which document was distributed as CP/CAAP-4161/25. He remarked that the existing condition of the Library was less than ideal and that there was a potential threat to the Organization's historical collection. The Chair invited the Acting Director of General Services, Mr. Alexandre Rossin, to make a presentation on the Secretariat's plan to carry out the necessary repairs, bearing in mind that the physical condition of the Library was a priority for everyone. Mr. Rossin explained that the current situation regarding the condition of the Library had been well documented. Repairs would cost roughly US$750,000. The delegations of Costa Rica, Brazil, El Salvador, Mexico, Canada, Ecuador, Uruguay, and the Dominican Republic expressed their gratitude for the service provided by the Columbus Memorial Library's staff, as well as for their support and commitment. Ambassador Laura Gil, the Assistant Secretary General, answered questions about pursuing a cooperation agreement with UNESCO, reporting that she was consulting with the Secretariat for Legal Affairs. She stressed that since it was not possible for the entire collection to be submitted, a selection process would have to be engaged, and she proposed submitting the Pan American conferences collection. Ambassador Gil acknowledged that applying to UNESCO could open the door to funding, but the fragile state of the records could be a disadvantage. The CAAP took note of the Assistant Secretary General's presentations and comments. The Chair was to send the Secretary General a note expressing concern about the Library's infrastructure situation and raise the issue for his consideration. A note was also to be sent to the Executive Director requesting him to deal with the situation starting with a review of the Comprehensive Real Estate Strategy and the new Capital Fund Governance Committee. As well, a decision was taken to consider the possibility of moving the Library to another location.

5. Semi-annual resource management and performance report Under the resolution “Program-Budget of the Organization for 2025,” the General Secretariat

is requested to continue submitting semi-annual reports to the CAAP on resource management and performance and financial and budget execution. This report is a tool for the member states that provides, in consolidated form, key information about the Organization's resources and financial and administrative data. The Committee had an opportunity to review this information with the directors of several of the Organization's units that manage resources and play an important role in that regard. The report was distributed as document

CP/CAAP-4145/25.4

SENSITIVE BUT UNCLASSIFIED Assistant Secretary General Laura Gil delivered the report for the Offices and Units of the General Secretariat in the Member States. The CAAP received the presentation of the financial report given by Mr. Javier Arnaiz, Director of the Department of Financial Services and distributed as document ( CP/CAAP-4145/25 add. 1). Mr. Alex Grahammer, Director of the Department of Procurement Services and Management Oversight, delivered the report on travel, control measures, and projects referred to the Project Evaluation Committee, distributed as document (CP/CAAP-4145/25 add. 2). Mr. Daniel Freitas, Director of the Department of Human Resources, gave the report on human resources, distributed as document (CP/CAAP-4145/25 add. 3). Mr. Gonzalo Espáriz, Director of the Department of Press and Communications, gave the report on the Organization’s Communications Strategy, distributed as document ( CP/CAAP-4145/25 add. 4). As regards the travel report, the delegations of Saint Lucia, Ecuador, Chile, and Costa Rica made comments and asked questions, to which the Director of the Department of Procurement Services and Management Oversight provided answers. In response to the query from the delegation of Ecuador about possible reductions in contributions to the Specific Funds, the Chair asked for said item to be included in the presentation by Ms. Gisela Vergara, who is in charge of relations with the permanent observers and whose presentation included information on fundraising efforts.

6. Progress report on the geographic representation strategy The Chair gave the floor to Mr. Daniel Freitas, Director of the Human Resources Department, who delivered the report on the geographic representation strategy. The report was distributed to the

included information on fundraising efforts.

6. Progress report on the geographic representation strategy The Chair gave the floor to Mr. Daniel Freitas, Director of the Human Resources Department, who delivered the report on the geographic representation strategy. The report was distributed to the delegations as CP/CAAP-4133/25.

The delegations Costa Rica and Saint Lucia commented and asked questions, for which the Director of the Department of Human Resources provided answers. Taking note of the presentation, the CAAP decided to follow up on the recommendations made by the delegation of Saint Lucia.

7. Consideration of the following extension requests submitted by the Secretary General, in accordance with the deadlines established in resolution AG/RES. 1 (LVIII-E/25):1 / - Request for an extension to submit the terms of reference of the Internal Oversight and Implementation Committee (CP/doc.6158/25) - Request for an extension to submit the Comprehensive Strategic Plan of the Organization of American States for 2026-2030 (CP/doc.6160/25)

1 . Item included in keeping with the decision taken by the Permanent Council at its regular meeting on November 5, 2025.5 SENSITIVE BUT UNCLASSIFIED The Chair gave the floor to Ms. Lili Romero, representing the Executive Director. She explained that the requests were submitted in response to a new administrative plan being developed and following an assessment of the Organization's existing environment, which delayed the process. Ms. Romero undertook to convey to the Executive Director and to the Office of the Secretary General all of the comments and questions brought up by the delegations of Canada, Uruguay, Colombia, and Chile. In the temporary absence of the Chair, the Vice Chair, Mr. Eric Luguya, Alternate Representative of Canada, filled in to chair the meeting. The CAAP decided to put this topic on the agenda for its next meeting, while awaiting responses to the questions posed by the delegations.

8. Other business There being no further matters to consider, the meeting adjourned at 5:39 p.m.

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