RULEBOOK ON ORGANISATION AND SYSTEMATISATION OF THE PARLIAMENTARY SERVICE

ORGANISATIONAL UNITS - JOB DESCRIPTION

Cabinet of the President of the Parliament

Cabinet of the President of the Parliament performs professional activities related to exercise of functions and responsibilities of the Parliament as well as activities relating to the following: preparing meetings of the Collegium of the President and working meetings of the president with vice presidents, chairpersons of  working bodies, heads of parliament MPs clubs and other working meetings of the President and vice presidents; preparing and organising business trips, public presentations and press conferences; performing protocol activities for the Cabinet in cooperation with the Department for Public Relations and Protocol and State Protocol; processing applications and proposals of citizens addressed to the president and vice presidents; providing advisory services, PR activities, analytical and expert activities for the needs of the president and vice presidents;  performing  administrative and courier tasks for the needs of the cabinet as well as performing of other jobs as  ordered by the Head of the Cabinet and Secretary General.

Secretary General’s Office

Secretary General’s Office performs the most complex activities related to the following: planning, managing and ensuring integrated work of the Parliamentary Service; coordinating the work of organisational units of the Parliamentary Service, providing professional and technical support to the secretary general; planning and coordinating cooperation between the Parliamentary Service with local and international institutions and organisations; monitoring cooperation programme of the Parliament with parliaments of other countries, parliamentary organisations and other international organisations and institutions as well as cooperation with their corresponding services; collecting, controlling and processing the data; preparing parliament’s performance reports and other information in terms of European Union accession process – when requested from domestic and foreign actors; performing management activities; performing administrative and technical activities and issuing directions and orders for taking timely, qualitative and prompt actions; performing activities under the competence of the Parliamentary Service, then providing expert and administrative support related to preparing meetings of the Secretary General, preparing of materials for meetings of the Collegium of the President of the Parliament, Parliament’s sittings and performs other administrative and office tasks.

Sector for Support to Legislative and Oversight Functions of the Parliament

The Sector for Support to Legislative and Oversight Functions of the Parliament performs professional and other activities related to the following: preparing sittings of the Parliament and meetings of working bodies, performing expert and other activities for the needs of chairpersons of working bodies, deputy chairpersons  of working bodies, Members of Parliament and Secretary General in conducting their functions; formulating wording of adopted laws and other adopted acts (decisions, declarations, resolutions) and preparation of those for submission to the President of Montenegro and publication in the Official Gazette of Montenegro; producing reports of working bodies and minutes from the meetings of working bodies; preparing proposals for acts and other materials as requested by the president, vice President of the parliament, a chairperson of the working body and Parliament Members; studying materials that are to be considered by working bodies including the context of the European Union law, as well as Regulatory Impact Assessment (RIA); providing expert opinions on issues discussed in the Parliament; preparing briefing papers and analysis of research for working bodies and otherwise providing support to working bodies in relation to their oversight, scrutiny and communication roles and functions; providing expert help to MPs in wording the amendments, preparing materials for MPs needs regarding voting, drafting minutes from the Parliament’s sittings, providing information for the purpose of preparing answers at requests of international organisations and national parliaments within the network European Centre for Parliamentary Research and Documentation (ECPRD); jobs related to editing, preparation and issuing of phonographic reports, performing reviewing and lecturing of phonographic records from working bodies meetings  and sittings of the Parliament; jobs related to submitting of texts to MPs and other participants of the sitting for authorisation; final reviewing and lecturing of phonographic records; jobs relating to re-typing and transcribing texts and other working material from working bodies meetings and Parliament’s sittings and jobs relating to preparation and producing of phonographic materials and other activities as required by Assistant Secretary General and Secretary General.
Sector for Support to Legislative and Oversight Functions of the Parliament is composed of the following units:

1. Section for preparation and processing of the working bodies meetings
2. Section for preparation and processing of the sittings of the Parliament, audio and written records

 1. In the Section for preparation and processing of the working bodies meetings the following activities are conducted: preparing of working bodies meetings, drafting working bodies reports and minutes from working bodies meetings, performing expert and other tasks for chairpersons of working bodies, deputy chairperson of a working body, MP and Secretary General in exercising their functions, formulating texts for adopted laws and other adopted acts  (decisions, declarations, resolutions) and preparing those for submission to the president of Montenegro and for publication to the Official Gazette of Montenegro in cooperation with the Section for preparation and processing of the sittings of the Parliament, preparing proposals for acts and other materials as requested by president, vice president of the parliament, chairperson of a working body and MP, studying materials that are to be considered by working bodies including the context of the European Union law, as well as Regulatory Impact Assessment (RIA), providing expert opinions on issues discussed in the Parliament, preparing information (informative reviews and assessment of the law influence), analysis and research for working bodies and otherwise providing support to working bodies in relation to its oversight, scrutiny and communication roles and functions, providing information for the purpose of preparing answers at requests of international organisations and national parliaments within the network European Centre for Parliamentary Research and Documentation (ECPRD) and performing other activities as required by Assistant Secretary General and Secretary General.
 2. Section for preparation and processing of the sittings of the Parliament, audio and written records  performs tasks related to the following: preparing sittings of the Parliament, providing expert help to MPs in formulating wording of amendments, preparing materials for MPs needs regarding voting, drafting texts for adopted laws and other adopted acts (decisions, declarations, resolutions) and preparation of those for submission to the President of Montenegro and publication in the Official Gazette of Montenegro in cooperation with the Section for preparation and processing of the working bodies meetings, formulating minutes of a sitting, and jobs retaled to editing, preparing anf processing of phonograpic records, performing reviewing and lecturing of phonographic records from working bodies meetings  and sittings of the Parliament, jobs related to submitting of texts to MPs and other participants of the sitting for authorisation, performing final reviewing and lecturing of phonographic records, jobs relating re-typing and transcribing texts and other working material from working bodies meetings and Parliament’s sittings and jobs related to preparation and producing of phonographic materials and performing other activities as required by Assistant Secretary General and Secretary General.

Sector for Research, Documentation and IT Network

In the Sector for Research, Documentation and IT Network the following activities are conducted: research and analysis for the needs of Members of Parliament, working bodies and staff of Parliament, cooperation with international and local institutions, libraries, universities; provides expert assistance and training for Members of Parliament and other beneficiaries for independent research, collection, keeping, processing and providing library records  for lending; collection, keeping, processing and providing documents and other written records for lending; archiving parliamentary records and subjects, preparation and implementation of education programmes of opening of the Parliament to the public, drafting parliamentary publications for the purpose of informing the public on the Parliament’s work; planning, standardising, overseeing and maintaining information system of the Parliament; development, standardisation, overseeing and maintaining the security of parliament’s communication network; development and maintenance of hardware and software resources of the Parliament; providing support to projects and users in information and communication technologies; improving and maintaining web and intranet portals of the Parliament; recording and emitting Parliament’s sittings, working bodies meetings as well as other meetings and conferences when necessary; managing and organising functioning of parliamentary TV channel, establishing programme content in line with needs of the Parliament of Montenegro; preparation, production and broadcasting in line with established programme conception and the Law on Public Broadcasting Services of Montenegro; organisation of ENG production in the Parliament, country and abroad; cooperation with TV station desks for technical issues of produced programme; archiving  audio and video materials, production of e-voting listings; editing and revising audio records ensuring their authenticity, transcribing texts and other materials, archiving Parliamentary materials and items and performs other tasks as ordered by Assistant General Secretary or the Secretary General.

Sector for research is composed of the following organisational units:  
        1. Parliamentary Institute
        2. Section for Information and Communication Technologies and
        3. Section for Recording and Broadcasting of Sittings

1. The Parliamentary Institute performs professional and other activities related to the following: drafting of informative and analytical studies for the needs of Members of Parliament, working bodies and Service; cooperation with international organisations and research services of national parliaments under the network European Centre for Parliamentary Research and Documentation (ECPRD); cooperation with domestic and foreign institutions, libraries, universities, national and other institutions for the needs of the Institute; providing professional help and training for MPs, staff and other beneficiaries  for independent research; preparation of information and answers upon the request  of international organisations and national parliaments under the network  ECPRD in cooperation with the Sector for Support to Legislative and Oversight Functions of the Parliament; collection, keeping, processing and providing library records  and internal documents of the Parliament; producing special library collections and data collections; exchanging parliamentary documents with related institutions abroad; collecting, keeping, classifying, processing and providing documentary and other written materials for use; archiving parliamentary materials;  preparing and implementing educational programmes aimed at opening of the Parliament to public; drafting of parliamentary publications for the purpose of informing the public on the Parliament and performing other activities as ordered by Assistant General Secretary or General Secretary.

Parliamentary institute consists of the following organisational units:
           - Research Centre
           - Library and Documentation Centre and Archive
           - Education Centre
The Research Centre performs professional and other tasks relating to the following: drafting research papers in the form of brief information on the selected topic, comparative overview of certain issues and the manner of their administration in the region, the EU member states and other countries, comparative overview of international legislation, overview of statistical data, as well as analytical studies in order to provide support to the work of MPs, working bodies and the Service, preparation of information and responses to the requests by the international organisations, national parliaments and institutions within the network of the European Centre for Parliamentary Research and Documentation (ECPRD), and in cooperation with the Sector for Support to Legislative and Oversight Functions of the Parliament, achieving cooperation with the local and foreign institutions, research services of other parliaments, state and other institutions, providing expert support to the MPs, employees of the Service and other users for independent research by pointing them towards the data on the contents of the electronic sources of information, as well as search strategies, performing other tasks as requested by the Assistant Secretary General or Secretary General.
Library and Documentation Centre and Archive performs professional and other tasks relating to the following: obtaining, processing, keeping and lending of the library records and internal documents of the Parliament, compiling a special library and data collection, exchange of the parliamentary documents with related institutions in the country and abroad, providing expert assistance and training for independent search of the information sources, collecting, keeping, classifying, processing and lending the documentation records, archiving of parliamentary materials and files relating to the legislative procedure and activities of the Parliament of Montenegro, i.e. keeping records, collecting, arranging, processing, protecting, selecting and using the archive records, performing other tasks as requested by the Assistant Secretary General or Secretary General.
Education centre performs professional and other tasks within the educational and informative activities relating to the following: preparation and implementation of the educational programmes for opening the Parliament to the public (workshops for students, internship, volunteer work), youth education, providing specialist professional training in order to enable obtaining practical experiences through internship and volunteering in certain organisational units within the Parliament, drafting parliamentary publications (Performance Reports of the Parliament, newsletters, brochures and other publications) and educational and informative materials regarding the education programmes in order to inform the public on the work of the Parliament, performing other tasks as requested by the Assistant Secretary General or Secretary General.
2. Section for Information and Communication Technologies performs tasks relating to the following: planning, standardisation, oversight and maintenance of the information system of the Parliament, development, maintenance and oversight and promotion of security of the communication network of the Parliament, development and maintenance of hardware and software resources of the Parliament, support to projects and beneficiaries from the field of information and communication technologies, improvement and maintenance of the website and intranet portal of the Parliament, performing other tasks as requested by the Assistant Secretary General or Secretary General.

3. Section for Recording and Broadcasting of Sittings performs tasks relating to the following: recording and broadcasting of sittings of the Parliament, meetings of working bodies as well as other meetings and conferences as needed, managing and organising work of the Parliamentary TV Channel, determining proposals for the programme contents in cooperation with the Department for Public Relations and Protocol, in accordance with the needs of the Parliament of Montenegro, preparation, production, broadcasting and re-broadcasting of informative and other programmes, and their preparation for broadcasting in accordance with the established programme concept and the Law on Public Broadcasting Services of Montenegro, organisation of the electronic news-gathering (ENG) production in the Parliament, the country and abroad, maintaining contact with the TV stations with regard to technical issues of broadcasting of the produced programme, performing tasks of archiving audio and video materials and voting lists, performing tasks of maintaining TV video and audio systems, conference systems and performing other tasks as requested by the Assistant Secretary General or Secretary General.

Department for Public Relations and Protocol

Department for Public Relations and Protocol performs tasks relating to the following: informing the public on activities of the Parliament, the President, the Vice Presidents and the Secretary General, working bodies and MPs, preparing and issuing the press statements in cooperation with the organisational units, organising of press conferences in cooperation with the Secretary General of the Parliament, planning, preparing and organising of communication with the public, as well as internal communication, providing professional support for appearances in the media, issuing accreditations to the journalists and keeping records of the accredited journalists, organising visits of the interested citizens to the Parliament, organising of protocol activities, taking care of travelling arrangements of the MPs and the employees, taking care of editing and updating the website, performing translation tasks and other tasks as requested by the Secretary General.

 Internal Audit Department

Internal Audit Department performs tasks relating to the following: operation planning, organising and performing auditing tasks, or testing, analysing and evaluating all business functions from under the competencies of the Parliament of Montenegro, as well as competencies of other entities of public sector, on the grounds of the agreement signed between the Secretary General and the head of that entity, in accordance with the best professional practice and standards of the internal audit, harmonised with the international standards of professional practice of internal audit and the Code of Ethics of Internal Auditors; evaluating systems, processes and internal control systems on the grounds of risk management; drafting reports on the findings of internal audit with adequate opinions and evaluations submitted to the Secretary General and then the responsible person of the organisational unit where the audit took place; performing special audit upon request of the head, performing an audit of usage of the European Union funds; monitoring implementation of recommendations cited in the reports from previously performed audits; providing advice and expert opinions with regard to introduction of new systems and procedures; drafting strategic and operational plans and work programmes which are the basis for implementation of function of internal audit; monitors and proposes education of internal auditors in accordance with the international standards of internal audit; monitoring of implementation of the State Audit Institution and performing other jobs and tasks from the scope of work of the Department and upon agreement with the Secretary General.

Service for Human Resources and Corporate Affairs

Service for Human Resources and Corporate Affairs performs tasks relating to the following: drafting general acts,  managing and developing human resources, preparing individual acts on exercising of rights with regard to employment, preparing confirmation certificates, certificates and other documents, planning, designing and implementing of the training programme,  performing tasks relating to calculation of salaries, fees and other income for employees of the Parliament, financial operations - accounting and material transactions of the Parliament, preparing financial plan and reports, monitoring of spending, performing public procurement tasks, office operations, copying of materials and other activities as requested by the head of the Service for Human Resources and Corporate Affairs and the Secretary General.
Service for Human Resources and Corporate Affairs consists of the following organisational units:

1. Human Resources Management Bureau,  
2. Legal Affairs Bureau,
3. Financial Affairs Bureau,
4. Material Bookkeeping and Maintenance Service Bureau,
5. Public Procurement Bureau, and
6. Registry Office.

1. Human Resources Management Bureau performs tasks relating to the following: drafting of acts related to human resources management, monitoring professional training of the employees, drafting a special training plan, participating in planning and designing of training for employees of the Parliamentary Service and seminars for the needs of MPs, monitoring the employees evaluation process, keeping adequate records and performing other tasks as requested by the Head of the Service for Human Resources and Corporate Affairs and the Secretary General.

2. Legal Affairs Bureau performs tasks relating to the following: drafting general acts; employing civil servants and employees in the Parliamentary Service; implementing the current regulations; drafting decisions on the following: deployment of employees to their working positions, the amount of salary, the annual vacation and other rights arising from labour relations; keeping records from the field of employment and labour relations; keeping work files on MPs, civil servants and employees; keeping adequate records of the tasks relating to: applying the employees to the pension and disability and health insurance, making contracts, performing other legal affairs, and performing other tasks as requested by the Head of Service for Human Resources and Corporate Affairs and the Secretary General.  

3. Financial Affairs Bureau performs tasks of financial bookkeeping (non-cash payments) and treasury activities (cash operations), budget planning and execution, keeping business books and records, compiling reports for calculating salaries, fees and other income of employees in the Parliament, as well as calculation on account of non-employment commissioning, reporting and informing – internally for the Secretary General, externally – for the needs of state authorities and other external beneficiaries and performs other tasks as requested by the Head of Service for Human Resources and Corporate Affairs and the Secretary General.  

4. Material Bookkeeping and Maintenance Service Bureau performs tasks relating to the following: bookkeeping of basic funds; harmonising the bookkeeping balance with the actual balance of assets; keeping records of the following: company cars, maintenance expenses per car, tasks of receiving and issuing equipment, small inventory and consumables, awarding inventory numbers; keeping the necessary records; preparing data on the needs in order to plan for the following: public procurement, operations of technical and running maintenance of the buildings of the Parliament of Montenegro in cooperation with the Public Property Administration, operations of adaptation and construction, repairs and performing other tasks as requested by the Head of Service for Human Resources and Corporate Affairs and the Secretary General.

5. Public Procurement Bureau performs tasks relating to the following: procuring and contracting goods, works and services in accordance with the law, announcing tenders and undertaking other activities aimed at more efficient performance in accordance with the law, preparing monthly and annual procurement plans and performing other tasks as requested by the Head of Service for Human Resources and Corporate Affairs and the Secretary General.

6. Registry Office performs tasks relating to the following: receiving materials, filing, distributing, sending mail, keeping register books and records, printing, duplicating, photocopying, binding materials and maintaining the photocopying machines, and performs other tasks as requested by the head of the Service for Corporate Affairs and the Secretary General.