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Explore the essential role of a PAC Clerk in planning and executing the Public Accounts Committee's work, addressing backlogs and ensuring efficient administrative support. Learn about factors, requirements, and strategies for effective forward planning.
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FORWARD PLANNING COMMITTEE WORK: A ZAMBIAN PERSPECTIVE BY STEPHEN CHIWOTA, PAC CLERK
Introduction • PACs across the world are dealing with heavy workloads due to the nature of their work. In fact most PACs still have to deal with back-logs due to accumulated audit reports • In this light, its important that the work of the PAC is properly planned and executed. • A PAC Clerk plays a key role in ensuring that the work of the PAC is well planned
Nature of Administrative support • The major supporting activities relate to information flow to: • the Chairperson, • Members of the Committee • the House • Management of Parliament and • to and from government ministries, departments and agencies
Requirements for effective support • Support to Committees can be challenging and requires sound skills and competencies: • Ability to draft minutes & reports of often complex discussions; • Strong organizational skills for accurate and speedy processing of papers • Grasp of the rules and procedures of the legislature
Factors In Forward Planning • Rules of the House-eg when can the Committee meet. In Zambia Committees of the House can meet when the House is sitting or when it is in recess. • Parliamentary Calendar- Need to be aware of other major parliamentary activities such as plenary meetings or indeed other national events.
Factors in Forward Planning • Funding available would determine the duration of a PAC event or even the holding of the event. • Nature of Business- need to determine that there is sufficient business to warrant the calling of a committee meeting. Eg Auditor-General’s Report, Treasury Minute, field visit.
Factors In Forward Planning • Annual Pragramme of work-In Zambia, the PAC adopts its annual programme at the beginning of the year and the clerk must ensure that the agenda is drawn in accordance with the approved programme • Preparation of Witnesses- if witnesses are required, these should be alerted in good time so that they prepare adequately for the meetings
Factors in Forward Planning • Background papers- where these are required, eg prepared questions and research papers, they must be prepared in advance • Quality of Responses- need to coach the Controlling Officers on the required standard of responses. In Zambia this is done through Parliamentary Liaison officers
Conclusion A knowledgeable, skilled and motivated team of clerks are critical for the PAC to perform its duties effectively through proper forward planning and implementation of tasks. Thank You