Secretariat

The principle task of the PAM Secretariat is to serve, in its best possible way, the Parliamentary Assembly. More specific priorities are:
  • ensuring the smooth functioning of the PAM and 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 PAM;
  • 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);
  • managing the Honorary Association with the Assembly.
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;

following up the decisions of the Bureau; assisting the members of the Bureau as required.

3. Secretariat to the Committees
  • organising the work of the committees and in particular:
  • 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 PAM;
  • 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.
4. Executive Office of the Secretary General of the Assembly
  • furnishing the Secretary General of the PAM 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 of the Secretary General of the PAM, particularly with national delegations to the Assembly, national parliaments, national governments, regional and international organizations.
5. General Services
5.1. Table Office
· organising PAM 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 PAM.
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 PAM sections;
· following parliamentary debates, press articles and academic publications on the PAM and related issues;
· furthering contacts with academic and research institutions;
· managing the Goodwill 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 PAM;
· 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.
Palazzo Spinola,
St. George Road,
St. Julians, STJ 3207
Malta

Tel: .+356 22 48 42 00.
Fax: +356 22 48 42 15.
Email: secretariat at pam dot int
Copyright 2017
Parliamentary Assembly of the Mediterranean