Office of the Minister Department
Department Terms of reference:
1.Register the letters and papers received in the office of the Minister or issued and present them to the Director of the Department to present them to the Minister or forwarded to the competent authorities with the preparation of the necessary records in this respect.
2.Receiving all the reports of the National Assembly and the Council of Ministers regarding the affairs of the National Assembly and the Council of Ministers, including reports, proposals, draft laws, agendas, memos, reports of committees, questions, complaints and suggestions.
3.Communicating with the competent authorities in the Ministry and contacting them to obtain the data, information and statistics necessary to prepare the appropriate responses regarding the above mentioned works and tasks, and re-presenting them to the technical advisor of the Minister or the Technical Office, as the case may be.
4.Follow-up of published news in the print and audio-visual media related to the Ministry or the Minister and prepare the appropriate responses to them, in coordination with the Media and Public Relations Department of the Ministry.
5.Ensuring that all business units comply with the decisions, regulations and administrative circulars issued by the competent authorities and follow up the implementation of the decisions of the National Assembly, the Ministers, the Civil Service Council, the Civil Service Bureau and all relevant bodies.
6.Other relevant work assigned to it.
Technical Advisor to the Minister - directly accountable to the Minister and assumes the following responsibilities:
1.Preparing the memoranda, studies and special researches assigned to him by the Minister, and presenting the opinion in coordination with the Technical Office of the Ministry and other concerned authorities.
2.To provide legal opinion on the issues related to the Ministry during the meetings of the Council of Ministers and the National Assembly.
3.Presenting legal opinion on the matters presented to him.
4.Participate in the preparation and review of technical reports on the extent of implementation of the Ministry's programs and plans in the legal and judicial aspects and propose appropriate solutions in this respect.
5.Attend meetings and committees which the Minister considers inviting him to attend.
Administrative Advisor to the Minister – directly accountable to the Minister, with the following responsibilities:
1.Preparing the studies and the special administrative technical researches assigned to him by the Minister.
2.To express the administrative technical opinion in the matters presented to him.
3.Preparation of technical administrative reports on the extent of implementation of various departments of the Ministry and the departments of the Minister of the plans and programs of work developed and propose appropriate solutions thereon, in coordination with the Technical Office in the Ministry.
4.Provide technical advice regarding the organizational structures of the various departments in the Ministry to ensure that they conform to the Ministry's plans to develop the work, in coordination with the Department of Administrative Development, Training and Planning.
5.Provide technical advice regarding the required job description studies.
6.Preparing the necessary studies to develop performance evaluation systems in the Ministry.
7.Proposing ways to ensure the smooth and streamlined functioning of the various departments without any overlap in the terms of reference or duplication of work.
8.Follow up the implementation of the recommendations of the Ministerial Committees and submit periodic reports thereon to the Minister.
9.Follow-up of all the published about the Ministry and the Minister's affiliates in the various media and respond to them in coordination with the Department of Media and Public Relations.
10.Attend meetings and committees which the Minister considers inviting him to attend.
The organizational structure of the Office of the Minister is composed of the following organizational units:
oSecretarial Section directly accountable to the Director of the Department, specialized with the following:
1.Register the letters and papers received in the Office of the Minister or issued and present them to the Director of the Department to be presented to the Minister or forwarded to the competent authorities with the preparation of the necessary records.
2.Keeping all documents, memoranda, researches, studies and information related to the work of the Department or copies of them in special files for each of them.
3.Perform typing and photocopying work.
4.Keep the tools and machines of the Department and follow up their completion and maintenance.
5.Other relevant work assigned to it.
oCoordination and Studies Control, specialized in the following:
1.Studying the subjects presented to the Minister, preparing them and implementing his directives thereon.
2.Organizing and scheduling the Minister's meetings and receiving visitors.
3.Receiving invitations to the Minister to attend meetings and celebrations and to prepare congratulations, thanks and condolences cables as he sees fit.
4.Follow up the news published in the print and audio-visual media related to the Ministry or the Minister and prepare the appropriate responses thereto, in coordination with the Media and Public Relations Department in the Ministry.
5.Coordination and follow up with the (national Assembly and Council of Ministers Control) in connection with the actions taken in connection with the required responses from the concerned bodies in the National Assembly and Council of ministers, with the preparation of a weekly report and a monthly report in a summarized manner for all topics relevant to the Council of Ministers and National Assembly.
6.Prepare studies and research, gather documents and information and form a renewable outcome of statistics and data on the entities accountable to the Minister.
7.Examine the complaints of citizens and respond to their inquiries in accordance with the instructions issued by the Minister and contact the concerned authorities inside or outside the Ministry to find appropriate solutions to these complaints and inquiries.
8.Follow-up and analyze complaints, which are frequently submitted on one subject, with a view to extracting shortcomings and proposing solutions to remedy them.
9.Coordinate with the departments of the Minister in determining the dates of the local and foreign conferences in which the Minister participates and prepare the subjects and files relevant to them.
10.Participate in the technical preparation of the papers of conferences, seminars and sessions in which the Minister participates, in coordination with the concerned departments.
11.Study the topics presented in the meetings attended by the Minister and prepare them for presentation.
12.Prepare summaries of the results of reports and topics presented to the Minister.
13.Other relevant works assigned to it.
The Control has two sections as follows:
oCoordination and Follow Up Section, specialized with the following:
1.Proposing the rules and regulations governing the joint work and its executive procedures in cooperation and coordination with the concerned bodies.
2.Completion of assignments and implementation of decisions issued concerning coordination between the concerned units in the sectors of the Ministry.
3.Follow-up the news published in the print and audio-visual media related to the Ministry or the Minister and prepare appropriate responses to them in coordination with the Media and Public Relations Department of the Ministry.
4.Organizing and scheduling the appointments and meetings of the Minister and receiving visitors.
5.Receiving invitations to the Minister to attend meetings and celebrations and to prepare congratulations, thanks and condolences cables as he sees fit.
6.Examine the complaints of citizens and respond to their inquiries in accordance with the instructions issued by the Minister and contact the concerned authorities inside or outside the Ministry to find appropriate solutions to these complaints and inquiries.
7.Follow-up and analyze complaints, which are frequently submitted on one subject, with a view to extracting shortcomings and proposing solutions to remedy them.
8.Communicating with the concerned parties, whether within the Ministry or outside it, to follow up their completion and to speed up their implementation.
9.Coordinate with the units of the Minister in determining the dates of the local and foreign conferences in which the Minister participates and prepare the subjects and files relevant to them.
10.Coordination and follow-up with (the two sections of the Councils of Ministers and the National Assembly) regarding what has been done on the responses required from the concerned bodies of the Councils of Ministers and National Assembly, with the preparation of a weekly report and a monthly summary of all matters related to the Council of Ministers and the National Assembly topics.
11.Other related work assigned to it.
oStudies Section, specialized with the following:
1.Studying the subjects of the Minister, preparing them and implementing his directives thereon.
2.Preparation of studies and research, compilation of documents and information, and the creation of a renewed outcome of statistics and data on the bodies that follow the Minister.
3.Communicating with the concerned authorities in the Ministry and other entities affiliated with the Minister to obtain the responses and information and review them before presenting them to the Minister.
4.Preparation of researches, studies and reports of subjects and issues requested by the Minister.
5.Preparation of summaries of the results of the reports and subjects presented to the Minister.
6.Participate in the technical preparation of conference papers, symposia and meetings in which the Minister participates in coordination with the concerned departments.
7.Studying the subjects presented in the meetings attended by the Minister and preparing them for presentation.
8.Other relevant work assigned to it.
oNational Assembly and Council of Ministers Affairs Control, specialized with the following:
1.Receiving all the information received by the director of the Department in relation to the affairs of the National Assembly and the Council of Ministers including correspondence, proposals, draft laws, agendas, memos, reports of committees, questions, complaints, suggestions and other documents submitted by the members of the National Assembly and presented to the Minister's technical advisor, and execute his directives in this regard.
2.Contact the competent authorities in the Ministry and communicating them to obtain the data, information and statistics necessary to prepare the appropriate responses regarding the above mentioned works and tasks and re-presenting them to the technical advisor of the Minister or the Technical Office, as the case may be, in preparation of presenting them to the Minister.
3.Other relevant work assigned to it.
It is followed by two sections as follows:
oNational Assembly Affairs Section, specialized with the following:
1.Receiving all information received by the director of the Department in relation to the affairs of the National Assembly, including correspondence, proposals, draft laws, agendas, memos, reports of committees, questions, complaints, suggestions and other proposals submitted by the members of the National Assembly and presented to the Minister's technical advisor, and execute his directives in this regard.
2.Contact the competent authorities in the Ministry and communicating with them to obtain the data, information and statistics necessary to prepare the appropriate responses regarding the above mentioned works and tasks and re-presenting them to the technical advisor of the Minister or the Technical Office, as the case may be, in preparation of presenting them to the Minister.
3.Other relevant work assigned to it.
oCouncil of Ministers Affairs Section, specialized in the following:
1.Coordination with the General Secretariat of the Council of Ministers on the follow-up of the implementation of the decisions of the Council of Ministers in respect of units and sectors of the Ministry.
2.Receiving all the information received by the department director regarding the affairs of the Council of Ministers, including correspondence, proposals, draft laws, agendas, memos, reports of committees, questions, complaints and proposals and other documents submitted by the Council of Ministers and presented to the Minister's technical advisor.
3.Communicating with the competent authorities in the Ministry obtain the data, information and statistics necessary to prepare the appropriate responses regarding the above mentioned works and tasks and re-presenting them to the technical advisor of the Minister or the Technical Office, as the case may be, in preparation of presenting them to the Minister, and enforce his directives in this respect.
4.Other relevant work assigned to it.