PARLIAMENTARY ASSEMBLY FOR SUSTAINABLE DEVELOPMENT GOALS
PASDG OFFICE
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Secretariat of THE PARLIAMENTARY ASSEMBLY FOR SDG (PASDG)
The principle task of the PASDG Secretariat is to serve, in its best possible way, the Parliamentary Assembly. More specific priorities are:
- ensuring the smooth functioning of the PASDGand its bodies;
- managing in an efficient and effective way the resources at its disposal;
- following up the decisions taken by the Assembly and its bodies;
- supporting and stimulating the activities of the Members of the PASDG;
- preparing the groundwork for all Assembly's activities and programmes.
Its organizational structure is the following:
1. Office of the President of the Assembly
- furnishing the President with the necessary assistance for the execution of his/her official duties;
- organising the President's programme (Assembly sessions, appointments, official journeys) and arranging the necessary contacts;
- organising the chairing of Assembly sittings (by the President and Vice Presidents);
- furnishing the President with the assistance necessary for the execution of his/her duty of coordinating the work of the Assembly and its committees;
- preparing the written and oral communications to the Bureau and the Assembly;
- arranging the necessary contacts for the organisation of the activities , particularly with national delegations to the Assembly, national parliaments, national governments, regional and international organizations.
2. Secretariat of the Bureau of the Assembly
- organising meetings of the Bureau and in particular:
- preparation of draft agendas and minutes,
- drafting of working documents,
- preparation of meeting files,
- notes for the chair;
- committee meetings (preparing draft agendas and minutes, drafting working papers, preparing files, etc.);
- hearings, round tables, seminars or conferences;
- assistance to the chairs of committees and their task forces (advising, making suggestions, handling correspondence, etc.);
- assistance to committee members in preparing meeting papers (reports, memoranda, background material, etc.);
- follow-up to committee decisions and PAM adopted texts;
- rapporteurs' visits (programme, practical arrangements) and assistance to parliamentarians during such visits;
- assistance to members representing their committees at events organised by other national or international bodies;
- documentary research in connection with committee work;
- preparing briefs and documentation;
- contacts and working relations with:
- other Assembly committees and secretariat units;
- national delegations to the PASDG;
- international governmental and non-governmental organisations;
- corresponding bodies in national parliaments and international parliamentary assemblies;
- permanent representations and government authorities;
- committees of governmental experts;
- consultant experts assisting members in the preparation of reports.
5. General Services
5.1. Table Office
· organising PASDG sessions and in particular:
o preparing and circulating the Agenda and Order of Business of the session;
o issuing convocations to the members of the Assembly;
o registration of speakers and drawing up lists of speakers,
o verification of voting procedures and elections,
· preparation of official reports of sittings, minutes of proceedings and adopted texts as well as amendments, sitting papers, notices, written statements, etc.;
· managing and monitoring references to committees;
· registering, preparing, checking and keeping track of all documents tabled;
· managing the databases of present and former parliamentarians, in particular:
o credentials,
o composition of national delegations and committees;
· ensuring that the Rules of Procedure of the Assembly are applied;
· publishing the Parliamentary Assembly List;
· managing the mailing lists for dispatch of documents to members of the Assembly;
· organising Standing Committee meetings;
· coordinating the follow-up of adopted texts.
5.2. Interparliamentary and Institutional Relations
· managing inter-parliamentary co-operation, notably with national and international parliamentary assemblies;
· organising the observation of elections (according to the decisions taken by the Bureau of the Assembly);
· organising the conferences of Presidents (and / or Secretaries General) of the parliamentary assemblies of the Mediterranean states;
· managing the co-operation agreements with other international parliamentary bodies and national parliaments;
· coordinating the relations of the Assembly with intergovernmental organizations (UN, OSCE, PACE, PUIC, EC, AU, AL, etc);
· relations with the secretariats of national delegations to the Assembly;
· assisting committees in the preparation of conferences of the PASDG.
5.3. Communications
· developing and implementing the Assembly's communication policy in order to enhance the visibility of it’s activities;
· preparing press releases, drafting and circulation of articles, OP/EDs and speeches;
· furthering contacts with journalists and media, and facilitating their contacts with Assembly members;
· co-operating with Assembly committee secretariats to identify appropriate subjects for the media;
· planning and updating the Assembly website;
· editing the news page of the PAM website and taking overall editorial responsibilities for its content;
· drafting, editing and releasing the Assembly's electronic newsletter;
· preparing briefs and documentation;
· carrying out research and answering requests for information and documentation;
· managing the Assembly's substantive archives, and filing and distributing publications received from other PASDG sections;
· following parliamentary debates, press articles and academic publications on the PASDG and related issues;
· furthering contacts with academic and research institutions;
· managing the SUSTAINABLE DEVELOPMENT GOALS INTERNATIONAL AMBASSADORS programme of the Assembly;
· preparing the Annual Report on the activities of the Assembly, as well reports of Standing Committees and Task Forces meetings.
5.4. Relations with NGOs
· monitoring relations with international intergovernmental organisations;
· managing relations with NGOs.
5.5. Office of Administration and Finances
· administrative management of the Secretariat of the PASDG;
· management of the Assembly's human resources;
· management of the Assembly's budget, including the programming, control and internal auditing of all budgetary operations;
· advising staff members of the Secretariat of the Assembly in administrative and budgetary matters so as to ensure compliance with the regulations;
· administrative assistance for Assembly sessions and Standing Committee meetings;
· maintaining relations with the secretariats of the national delegations to the Assembly;
· administrative assistance to committees (in particular, seminars, conferences, election observation);
· administration of traineeships and study visits, and related follow-up;
· managing the Assembly's administrative archives;
· managing the administrative databases;
· preparing the annual report on the status of finance of the Assembly;
· assisting members of the Secretariat of the Assembly through instruction in the new technologies and assistance when needed in this field;
· ensuring working relations with the Information Technology service suppliers;
· management of the computer facilities available to the Assembly Secretariat;
· providing user support during the Assembly sessions.