FORWARD PLANNING COMMITTEE WORK: A ZAMBIAN PERSPECTIVE

BY STEPHEN CHIWOTA, PAC CLERK

IntroductionIntroduction

• 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 supportNature of Administrative support

• The major supporting activities relate to information flow to: the Chairperson, Members of the Committeethe HouseManagement of Parliament and to and from government ministries,

departments and agencies

Requirements for effective supportRequirements 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 papersGrasp 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 PlanningFactors 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 PlanningFactors 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 PlanningFactors 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

ConclusionConclusion

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