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Committee Planning and Budgeting Tool: Outlining the Roles and Responsibilities of Selected Committee Support
Personnel
A Presentation to Committee8 July2014
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INTRODUCTION In 2013, a Planning and Budgeting Tool
was introduced in the section House Chairpersons (NA&NCOP) endorsed
it Subsequently shared with various
unit/section managers who supported it Committee section staff was consulted and
the tool explained to everyone
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INTRO Cont… Use as an official planning tool for
committees of Parliament Provide planning structure for committees Promotes uniformity wrt support provided
to committees of Parliament
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PURPOSE OF THE TOOLAs stated in the document, to: Co-ordinate support services Ensure collaboration between sections/units
of Parliament Ensure that committees of Parliament carry
out their mandates Also, to Build efficient & effective teams supporting
committees Improve committee planning & budgeting
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PURPOSE OF THE TOOL Cont… Increase the level understanding of each
other’s roles – embrace these for the benefit of the committee
Increase level of reporting by the team Increase effectiveness of committees in
the conduct of their work
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ROLES OF VARIOUS STAKEHOLDERS Roles to be seen within the context of:
the effective implementation of the ideals and/or vision of the planning and budgeting tool
Expected job outputs as stated in each category’s job description and SOPs
“These roles must be constantly refined by the team”
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VARIOUS ROLES COMMITTEE SECRETARY Provide procedural advice to the committee Overall co-ordination of committee
activities e.g. call team meetings Ensure the development of term/quarterly
programme – in line with the annual plan Ensure committees of Parliament budget
for their activities (will soon use zero based budgeting approach)
Monitor the budget of committees
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ROLES Cont…COMMITTEE ASSISTANT Provide administrative & logistical
arrangements: committee meetings; oversight visits & international study tours
Prepare applications to effect the above Ensure safekeeping and/or archiving of
committee information – NB! for audit purposes
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ROLES Cont…CONTENT ADVISOR Co-ordinate support for the development
of committee’s 5year strategic and annual plans Ensure alignment of committee’s term
programme to them Monitor and evaluate the achievement of the
set objectives Provide subject specific content support Ensure quality assurance of all committee
outputs (minutes, reports, etc)
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ROLES Cont…CONTENT ADVISOR cont… Assists the committee with oversight:
Utilize subject knowledge & expertise to guide oversight activities
Review relevant documents and propose strategies for oversight
Monitor the achievement of pre-established departmental goals
Evaluate and/or establish the impacts of departmental plans/programmes
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ROLES Cont…CONTENT ADVISOR cont… Ensure that service delivery issues are
addressed by relevant committees E.g. issues arising from Local Govt Week
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ROLES Cont…EXECUTIVE SECRETARY Act as a conduit between the Office of the
Chairperson & the team Call management meetings Prepare for management meetings Take and disseminate minutes of management
meetings to the team Follow-up on decisions taken in the
management meetings
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ROLES Cont…RESEARCHER Legislation
provide summary & analysis of Bills Produce research papers on issues emanating
from deliberations Oversight
Summary & analysis of various documents e.g. SONA, APPs, etc
Produce papers on sector specific topics Study Tours
Produce papers on countries/sites to be visited
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ROLES Cont…COMMUNICATION OFFICERS Help Chairpersons with
Organizing and holding media briefings Writing opinion pieces Providing media alerts & statements re:
committee activities Disseminating information about committees’
work to the media Assisting committees with media liaison (during
oversight and public hearings)
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ROLES Cont…COMMUNICATION OFFICERS cont… Help Chairpersons with:
Writing stories or articles for parliamentary website – focus on committees
Generating information for twitter & facebook accounts
Target: print, television, radio and community media in general
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THANK YOU