SADC PF Secretariat Structure & Responsibilities
Explore the structure and roles of the SADC PF Secretariat as outlined in the organization's constitution. Learn about the appointment of the Secretary General, their responsibilities, and the staff within the Secretariat. Gain insights into the coordination of activities, management of affairs, and representation of the Forum by the Secretary General. Discover the key positions and support provided within the Secretariat for effective functioning.
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EXCO Orientation APRIL 2025 SADC PF Secretariat Structure
The Secretariat SADC PF Constitution ARTICLE 14 (1) : THE SECRETARIAT There shall be a Secretariat headed by the Secretary General and comprising such other staff as may be appointed by the Executive Committee.
ARTICLE 14 (2 TO 3) : APPOINTMENT OF THE SECRETARY GENERAL & RESPONSIBILITIES) 2. The Secretary General shall be appointed by the Plenary Assembly on the recommendation of the Executive Committee, on such terms and conditions of service approved by the Plenary Assembly. 3. The Secretary General shall be the Chief Executive and Accounting Officer of the Forum and shall coordinate the activities of the Forum subject to the general direction of the Executive Committee The Secretary General
The Secretary General, in particular shall: (a) coordinate the activities of the SADC Parliamentary Forum; (b) administer the affairs of the Forum and manage the staff of its Secretariat; (c) coordinate the overall business and be the custodian of the Journals and records of the Plenary Assembly; (d) be primarily responsible for representing the Forum and promoting its aims and objectives; and (e) undertake any other duties that may be assigned to him/her by the Plenary Assembly and the Executive Committee.
Other Secretariat Staff ARTICLE 14 (4) : The Executive Committee may appoint, on such terms and conditions as it may determine, such other staff as it may consider necessary for the performance of the functions of the SADC Parliamentary Forum.
Secretariat Structure KEY / LEGEND ADDITIONAL SUPPORT PROVIDED ON ROTATIONAL BASIS BY MEMBER PARLIAMENTS WHEN REQUIRED SECONDMENT POST NATIONAL PARLIAMENTS (PART-TIME / FULL TIME) FULL TIME POST OF THE SADC-PF SECRETARY FINANCE SUB- COMMITTEE SECRETARY GENERAL SADC-PF GENERAL SADC-PF INTERNAL INTERNAL AUDITOR AUDITOR CORPORATE GOVERNANCE EXECUTIVE GOVERNANCE DIRETOR CORPORATE MEDIA & MEDIA & COMMUNICATIONS OFFICER COMMUNICATIONS OFFICER EXECUTIVE EXECUTIVE SECRETARY TO SG SECRETARY TO SG SECRETARIAT SUPPORT TO EXCO SUPPORT TO EXCO SECRETARIAT DIRECTOR: PROGRAMMES AND PARLIAMENTARY BUSINESS PARLIAMENTARY BUSINESS DIRECTOR: FINANCE & CORPORATE DIRECTOR PROGRAMMES AND DIRECTOR: CORPORATE SERVICES (FINANCE, HR AND ADMIN) SERVICES ASSISTANT PROCEDURAL OFFICER & CO- ORDINATOR ASSISTANT PROCEDURAL OFFICER & CORDINATOR COMMITTEES AND PROGRAMME SUPPORT PROGRAMME SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT RESEARCH AND INFORMATION SUPPORT RESEARCH AND INFORMATION SUPPORT COMMITTEE AND ACCOUNTANT ACCOUNTANT SARJENT AT ARMS (Host Member Parliament) Parliament) SARJENT AT ARMS (Host Member PARLIAMENTARY/SRHR RESEARCHERS HANSARD / VERBATIM EDITOR EDITOR PARLIAMENTARY RESEARCHERS (COLLABORATION) (COLLABORATION) PROGRAMMEMANAGE & COMMITTEE SECRETARY- R (RWPC) COMMITTEE SECRETARY/ PROGRAMME COMMITTEE SECRETARY / PROGRAMME MANAGER (RWPC) COMMITTEE SECRETARY / PROGRAMME MANAGER (TIFI) MANAGER (TIFI) HANSARD / VERBATIM HR AND LANGUAGE SERVICES OFFICER (PORTUGUESE) OFFICER (PORTUGU ESE) LANGUAGE SERVICES OFFICER (FRENCH) OFFICER (FRENCH) HR AND ADMIN OFFICER ADMIN OFFICER LANGUAG E SERVICES LANGUAG E SERVICES ICT TRANSCRIBERS (EG FR PT) (ENG-PT-FR) FINANCE ASSISTANT FINANCE OFFICER x 2 OFFICER X 2 TRANSCRIBERS ASSISTANT FINANCE OFFICER FINANCE OFFICER ICT OFFICER OFFICER PROGRAMME MANAGER COMMITTEE SECRETARY/ (DG&HR) PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (HSD&SP) SECRETARY (HSDP) COMMITTEE SECRETARY / PROGRAMME MANAGER (DG&HR) OFFICE ASSISTANT ASSISTANT OFFICE PROGRAMME MANAGER& COMMITTEE PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (FA&NR) SECRETARY (FA&NR) COMMITTEE SECRETARY / PROGRAMME MANAGER (RMLOC) SECRETARY/ (RMLOC) OFFICE OFFICE CLEANER CLEANER KEY/LEGEND PROGRAMME MANAGER &COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (GEWAYD) SECRETARY/ (GEWAYD) Sectional headings ADDITIONAL SUPPORT PROVIDED ON ROTATIONAL BY MEMBERS PARLIAMENTS WHEN REQUIRED PROJECT/ SECONDMENT POST FULL TIME POST OF THE SADCPF
Secretary General Office KEY / LEGEND LEGEND / KEY ADDITIONAL SUPPORT PROVIDED ON ROTATIONAL BASIS BY MEMBER PARLIAMENTS WHEN REQUIRED SECONDMENT POST NATIONAL PARLIAMENTS (PART-TIME / FULL TIME) FULL TIME POST OF THE SADC-PF Seconded Post National Parliament FINANCE SECRETARY FINANCE SUB- COMMITTEE SUB- COMMITEE SECRETARY GENERAL SADC-PF GENERAL INTERNAL INTERNAL AUDITOR AUDITOR CORPORATE GOVERNANCE EXECUTIVE GOVERNANCE EXECUTIVE SECRETARY DIRECTOR CORPORATE MEDIA & MEDIA & COMMUNICATIONS OFFICER COMMUNICATIONS OFFICER EXECUTIVE EXECUTIVE SECRETARY TO SG SECRETARY TO SG TO SG SECRETARIAT SUPPORT TO EXCO SUPPORT TO EXCO SECRETARIAT DIRECTOR: PROGRAMMES AND PARLIAMENTARY BUSINESS BUSINESS AND PROGRAMMES DIRECTOR: FINANCE & CORPORATE DIRECTOR PARLIAMENTARY DIRECTOR: CORPORATE SERVICES (FINANCE, HR AND ADMIN) SERVICES ASSISTANT PROCEDURAL OFFICER & CO- ORDINATOR ASSISTANT PROCEDURAL OFFICER & CORDINATOR COMMITTEES AND PROGRAMME SUPPORT PROGRAMME SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT RESEARCH AND INFORMATION SUPPORT RESEARCH AND INFORMATION SUPPORT COMMITTEE AND ACCOUNTANT ACCOUNTANT SARJENT AT ARMS (Host Member Parliament) Parliament) SARJENT AT ARMS (Host Member PARLIAMENTARY RESEARCHERS HANSARD / VERBATIM EDITOR EDITOR PARLIAMENTARY RESEARCHERS (COLLABORATION) (COLLABORATION) PROGRAMME MANAGER & COMMITTEE PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (RWPC) SECRETARY (RWPC) COMMITTEE SECRETARY / PROGRAMME MANAGER (TIFI) SECRETARY (TIFI) HANSARD / VERBATIM HR AND LANGUAGE SERVICES OFFICER (PORTUGUESE) OFFICER (PORTUGU ESE) LANGUAGE SERVICES OFFICER (FRENCH) OFFICER (FRENCH) HR AND ADMIN OFFICER ADMIN OFFICER LANGUAGE SERVICES LANGUAGE SERVICES ICT OFFICER ICT OFFICER Finance Officer (DC & AM) Finance Officer TRANSCRIBERS (EG FR PT) (ENG-PT-FR) FINANCE OFFICER x 2 (Cashbook & GL) TRANSCRIBERS ASSISTANT FINANCE OFFICER PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (HSD&SP) SECRETARY (HSDP) COMMITTEE SECRETARY / PROGRAMME MANAGER (DG&HR) SECRETARY (DG&HR) PROGRAMME MANAGER & COMMITTEE OFFICE ASSISTANT ASSISTANT OFFICE ASSISTANT FINANCE OFFICER PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (FA&NR) SECRETARY (FA&NR) COMMITTEE SECRETARY / PROGRAMME MANAGER (RMLOC) SECRETARY (RMLOC) PROGRAMME MANAGER & COMMITTEE OFFICE CLEANER CLEANER OFFICE Paterson Grade PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (GEWAYD) SECRETARY (GEWAYD) E3 D4 D1 C3 C2 C1 B2 B1
KEY / LEGEND LEGEND / KEY ADDITIONAL SUPPORT PROVIDED ON ROTATIONAL BASIS BY MEMBER PARLIAMENTS WHEN REQUIRED SECONDMENT POST NATIONAL PARLIAMENTS (PART-TIME / FULL TIME) FULL TIME POST OF THE SADC-PF Seconded Post National Parliament FINANCE SECRETARY FINANCE SUB- COMMITTEE SUB- COMMITEE SECRETARY GENERAL SADC-PF GENERAL INTERNAL INTERNAL AUDITOR AUDITOR CORPORATE GOVERNANCE EXECUTIVE GOVERNANCE DIRECTOR CORPORATE MEDIA & MEDIA & COMMUNICATIONS OFFICER Finance & Corporate Services Department COMMUNICATIONS OFFICER EXECUTIVE EXECUTIVE SECRETARY TO SG SECRETARY TO SG SECRETARIAT SUPPORT TO EXCO SUPPORT TO EXCO SECRETARIAT DIRECTOR: PROGRAMMES AND PARLIAMENTARY BUSINESS BUSINESS AND PROGRAMMES DIRECTOR: FINANCE & CORPORATE DIRECTOR PARLIAMENTARY DIRECTOR: CORPORATE SERVICES (FINANCE, HR AND ADMIN) SERVICES ASSISTANT PROCEDURAL OFFICER & CO- ORDINATOR ASSISTANT PROCEDURAL OFFICER & CORDINATOR COMMITTEES AND PROGRAMME SUPPORT PROGRAMME SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT RESEARCH AND INFORMATION SUPPORT RESEARCH AND INFORMATION SUPPORT COMMITTEE AND ACCOUNTANT ACCOUNTANT SARJENT AT ARMS (Host Member Parliament) Parliament) SARJENT AT ARMS (Host Member PARLIAMENTARY RESEARCHERS HANSARD / VERBATIM EDITOR EDITOR PARLIAMENTARY RESEARCHERS (COLLABORATION) (COLLABORATION) PROGRAMME MANAGER & COMMITTEE PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (RWPC) SECRETARY (RWPC) COMMITTEE SECRETARY / PROGRAMME MANAGER (TIFI) SECRETARY (TIFI) HANSARD / VERBATIM HR AND HR AND ADMIN ADMIN LANGUAGE SERVICES OFFICER (PORTUGUESE) OFFICER (PORTUGU ESE) LANGUAGE SERVICES OFFICER (FRENCH) OFFICER (FRENCH) HR AND ADMIN OFFICER OFFICER OFFICER LANGUAGE SERVICES LANGUAGE SERVICES ICT OFFICER ICT OFFICER Finance Officer (DC & AM) Finance Officer TRANSCRIBERS (EG FR PT) (ENG-PT-FR) FINANCE OFFICER x 2 (Cashbook & GL) TRANSCRIBERS ASSISTANT FINANCE OFFICER PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (HSD&SP) SECRETARY (HSDP) COMMITTEE SECRETARY / PROGRAMME MANAGER (DG&HR) SECRETARY (DG&HR) PROGRAMME MANAGER & COMMITTEE OFFICE ASSISTANT ASSISTANT OFFICE ASSISTANT FINANCE OFFICER PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (FA&NR) SECRETARY (FA&NR) COMMITTEE SECRETARY / PROGRAMME MANAGER (RMLOC) SECRETARY (RMLOC) PROGRAMME MANAGER & COMMITTEE OFFICE CLEANER CLEANER OFFICE Paterson Grade PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (GEWAYD) SECRETARY (GEWAYD) E3 D4 D1 C3 C2 C1 B2 B1
KEY / LEGEND LEGEND / KEY ADDITIONAL SUPPORT PROVIDED ON ROTATIONAL BASIS BY MEMBER PARLIAMENTS WHEN REQUIRED SECONDMENT POST NATIONAL PARLIAMENTS (PART-TIME / FULL TIME) FULL TIME POST OF THE SADC-PF Seconded Post National Parliament FINANCE SECRETARY FINANCE SUB- COMMITTEE SUB- COMMITEE SECRETARY GENERAL SADC-PF GENERAL INTERNAL INTERNAL AUDITOR AUDITOR CORPORATE GOVERNANCE EXECUTIVE GOVERNANCE DIRECTOR CORPORATE MEDIA & MEDIA & COMMUNICATIONS OFFICER COMMUNICATIONS OFFICER Parliamentary Business and Programmes EXECUTIVE EXECUTIVE SECRETARY TO SG SECRETARY TO SG SECRETARIAT SUPPORT TO EXCO SUPPORT TO EXCO SECRETARIAT DIRECTOR: PROGRAMMES AND PARLIAMENTARY BUSINESS BUSINESS AND PROGRAMMES DIRECTOR: FINANCE & CORPORATE DIRECTOR PARLIAMENTARY DIRECTOR: CORPORATE SERVICES (FINANCE, HR AND ADMIN) SERVICES ASSISTANT PROCEDURAL OFFICER & CO- ORDINATOR ASSISTANT PROCEDURAL OFFICER & CORDINATOR COMMITTEES AND PROGRAMME SUPPORT PROGRAMME SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT JOURNALS AND TABLE ADMINISTRATION SUPPORT RESEARCH AND INFORMATION SUPPORT RESEARCH AND INFORMATION SUPPORT COMMITTEE AND ACCOUNTANT ACCOUNTANT SARJENT AT ARMS (Host Member Parliament) Parliament) SARJENT AT ARMS (Host Member PARLIAMENTARY RESEARCHERS HANSARD / VERBATIM EDITOR EDITOR PARLIAMENTARY RESEARCHERS (COLLABORATION) (COLLABORATION) PROGRAMME MANAGER & COMMITTEE PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (RWPC) SECRETARY (RWPC) COMMITTEE SECRETARY / PROGRAMME MANAGER (TIFI) SECRETARY (TIFI) HANSARD / VERBATIM HR AND ADMIN LANGUAGE SERVICES OFFICER (PORTUGUESE) OFFICER (PORTUGU ESE) LANGUAGE SERVICES OFFICER (FRENCH) OFFICER (FRENCH) HR AND ADMIN OFFICER OFFICER LANGUAGE SERVICES LANGUAGE SERVICES ICT OFFICER ICT OFFICER Finance Officer (DC & AM) Finance Officer TRANSCRIBERS (EG FR PT) (ENG-PT-FR) FINANCE OFFICER x 2 (Cashbook & GL) TRANSCRIBERS ASSISTANT FINANCE OFFICER PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (HSD&SP) SECRETARY (HSDP) COMMITTEE SECRETARY / PROGRAMME MANAGER (DG&HR) SECRETARY (DG&HR) PROGRAMME MANAGER & COMMITTEE OFFICE ASSISTANT ASSISTANT OFFICE ASSISTANT FINANCE OFFICER PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (FA&NR) SECRETARY (FA&NR) COMMITTEE SECRETARY / PROGRAMME MANAGER (RMLOC) SECRETARY (RMLOC) PROGRAMME MANAGER & COMMITTEE OFFICE CLEANER CLEANER OFFICE Paterson Grade PROGRAMME MANAGER & COMMITTEE COMMITTEE SECRETARY / PROGRAMME MANAGER (GEWAYD) SECRETARY (GEWAYD) E3 D4 D1 C3 C2 C1 B2 B1
SECRETARIAT STRUCTURE CHALLENGES & ACTIONS SECRETARIAT STRUCTURE CHALLENGES & ACTIONS TAKEN TAKEN APPROVED IN 2021 APPROVED IN 2021 FOLLOWING JOB EVALUATION EXERCISE BY SA PARLIAMENT STAFF ON BOARD RE-ASSIGNED ACCORDINGLY, SOME POSITIONS REMAINED VACANT SECONDMENTS SECONDMENTS DIRECTOR OF PROGRAMMES & PB (MALAWI) IN MARCH 2023 PROJECT SUPPORT PROJECT SUPPORT (5 CORE POSITIONS), NOV 2023 TO OCT 2026 POSITION OF ACCOUNTANT ALLOCATED TO PROJECT ACCOUNTANT (SWEDEN SUPPORTED UP TO OCTOBER 2026) IN VIEW OF LIMITED RESOURCES FOR RECRUITMENT ADDITIONAL DUTIES ADDITIONAL DUTIES SG (HSDSP), FINANCE & CS STAFF (Protocol, Asset Management), PROGRAMMES STAFF (Director Corporate Services re-assigned, Additional Programmes (GEWAYD & DGHR) ICT FUNCTION ICT FUNCTION MOVED TO SG S OFFICE
SECRETARIAT STRUCTURE CHALLENGES SECRETARIAT STRUCTURE CHALLENGES - - OTHER OTHER STAFF ON BOARD HAVE DEVELOPED SPECIAL SKILLS SET- (MULTI-TASKING HIGHLIGHTED AS A CONCERN IN ORGANISATIONAL ASSESSMENT BY SWEDEN SUPPORTED EXERCISE) ABOVE ALL: SALARY STRUCTURE SALARY STRUCTURE AT 70% OF IDEAL PROPOSED (INDUSTRY BENCHMARK), SALARY REVIEW DUE (6.1.1.(4) OF ADMIN RULES - EVERY 4 YEARS OR WHEN DEEMED NECESSARY). CURRENT EFFECTED 1ST APRIL 2021 TRANSFORMATION TO PARLIAMENT TRANSFORMATION TO PARLIAMENT NEED FOR ALIGNMENT, POSSIBLE RE- STRUCTURING
Finance & Corporate Services Dept DIRECTOR OF FINANCE & CORPORATE SERVICES FINANCE, HR, PROCUREMENT LOGISTICS, GENERAL ADMIN, PR PROTOCOL SERVICES PUBLIC RELATIONS RISK MANAGEMENT ACCOUNTANT/PROJECT ACCOUNTANT FINANCIAL ACCOUNTING, PROJECT FINANCIAL & MNGT ACCOUNTING ADMIN & HR OFFICER ADMINISTRATION, DOCS PROCUREMENT HUMAN RESOURCES FINANCE OFFICER DEBTORS, CREDITORS, BUDGETING CASHBOOKS & LEDGERS ASSET MNGT, PRGRM SUPPORT PROJECT ACCOUNTING FINANCE OFFICER LANGUAGES OFFICERS LANGUAGE SERVICES QUALITY CONTROL BUDGET MANAGEMENT, PRGRM SUPPORT PROJECT ACCOUNTING ASSISTANT FINANCE OFFICER PAYMENTS, DOCUMENTATION, STORES, PROGRAM SUPPORT OFFICE ASSISTANT OFFICE CLEANER
