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ASSEMBLY SECRETARIAT
  1. Private Office of the President of the Assembly
  2. Secretariat of the Secretary General of the Assembly
  3. Secretariat of the Bureau of the Assembly
  4. Table Office
  5. Committee secretariats
  6. Unit for relations with parliaments and NGOs:
  7. Communication Unit
  8. Information Technology Unit
  9. Research and Documentation Unit
  10. Administration, Finances and Co-ordination of meetings Unit
  11. Organigramme (.PDF only)


The principle task of the Assembly's Secretariat is to serve, in its best possible way, the Parliamentary Assembly which is both a Council of Europe statutory organ and a political body. More specific priorities are:

  • ensuring the smooth functioning of the Assembly 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;

  • preparing the groundwork for all Assembly's activities and programmes

1. Private Office of the President of the Assembly:

  • furnishing the President with the necessary assistance for the execution of his/her official duties: speeches, notes for interviews, research and summary reports, preparation of files;

  • organising the President's programme (Assembly sessions, appointments, official journeys) and arranging the necessary contacts;

  • following up the President's correspondence;

  • looking after Assembly protocol: representation at official events, organisation of receptions and official lunches, programmes for VIP.;

  • organising the chairing of Assembly sittings (by the President and Vice Presidents);

  • managing honorary association with the Parliamentary Assembly;

  • managing the representation allowance of the President.

 

2. Secretariat of the Secretary General of the Assembly:

  • furnishing the Secretary General of the Assembly with the assistance necessary for the execution of his/her duty of  coordinating the work of the Assembly and its committees;

  • following up the correspondence;

  • preparing the written and oral communications to the Bureau of the Assembly and to the Ministers’ Deputies and also preparing speeches and working files;

  • arranging the necessary contacts for the organisation of the activities of the Secretary General of the Assembly, particularly with the political groups, the national delegations to the Assembly and national parliaments;

  • preparing the official missions and travel of the Secretary General of the Assembly;

  • preparing staff meetings and ensuring follow up.

 

3. 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 ad hoc committees of the Bureau as required;

  • preparing meetings of the Joint Committee, the Presidential Committee and Chaipersons of national delegations.

 

4. Table Office:

  • organising Assembly sessions and in particular:

    • preparing and circulating the Agenda and Order of Business of the session;

    • issuing convocations to the members of the Assembly;

    • registration of speakers and drawing up lists of speakers,

    • verification of voting procedures and elections,

  • preparation of official reports of sittings, minutes of proceedings and adopted Texts as well as amendments, questions to the Committee of Ministers, 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:

    • credentials,

    • composition of national delegations, committees and political groups;

  • 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. Committee secretariats:

  • 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 sub-committees (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 Assembly adopted Texts;

    • rappporteurs' 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;

    • contacts and working relations with:

      • other Assembly committees and secretariat units;

      • national delegations to the Assembly;

      • international governmental and non-governmental organisations;

      • corresponding bodies in national parliaments and international parliamentary assemblies;

      • permanent representations and government authorities;

      • Council of Europe committees of governmental experts;

      • other Council of Europe departments;

      • consultant experts assisting members in the preparation of reports.

 

6. Unit for relations with parliaments and NGOs:

  • managing the Assembly's interparliamentary relations, notably with national and international parliamentary assemblies and with the  European Parliament;

  • supervising relations with those international intergovernmental organisations not covered by specific committees);

  • receiving visiting parliamentarians and non-parliamentarians;

  • managing relations in general with NGOs;

  • acting as the co-secretariat of the European Centre for Parliamentary Research and Documentation (ECPRD).

 

7. Communication Unit:

  • developing and implementing the Assembly's communication policy in order to improve the visibility of the Assembly's activities;

  • preparing press releases; assisting with the drafting and circulation of articles 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;

  • editing and releasing the Assembly's electronic magazine;

  • working in co-operation with the Media and Press Division of the Communication and Research Directorate.

 

8. Information Technology Unit

  • planning and updating the Assembly website;

  • aiding implementation of the Assembly's communication policy;

  • creating and managing the Assembly's databases;

  • 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 Department for Information Technology;

  • management of the computer facilities available to the Assembly Secretariat, including the Assembly voting system;

  • providing user training and support during the Assembly sessions.

 

9. Research and Documentation Unit:

  • preparing briefs and documentation;

  • carrying out research and answering requests for information and documentation;

  • managing the Assembly's archives, and filing and distributing publications received from other Council of Europe departments;

  • analysing parliamentary debates, press articles and academic publications on the Council of Europe;

  • preparing draft documents and briefs for the Joint Committee and the Bureau of the Assembly;

  • preparing from time to time drafts speeches and articles;

  • co-ordinating the Assembly's contributions to the report on the activities of the Secretary General of the Council of Europe and to his half-yearly report on co-operation with the European Union and the European Parliament.

 

10. Administration, Finances and Co-ordination of meetings Unit:

  • administrative management of the Secretariat of the Assembly;

  • 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;

  • allocating the offices made available to the Assembly;

  • maintaining working relations with the Directorate General of Administration and Logistics;

  • administrative management of official journeys by parliamentarians and staff whose travel expenses are borne by the Assembly;

  • administrative assistance to committees (in particular, seminars, conferences, election observation);

  • administration of traineeships and study visits, and related follow-up.