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APPROVED
V.Dombrovskis
Prime Minister
Regulations of the State Chancellery
I. General Provisions
1. The Regulations of the State Chancellery set forth structure and organization of the State Chancellery.
2. The State Chancellery shall fulfil the functions and tasks stipulated in the Law "On Structure of the Public Administration”, the Rules of the State Chancellery, in other laws and regulations and in these Regulations.
II. Structure of the State Chancellery
3. Additionally to the structural units indicated in the Rules of the State Chancellery the State Chancellery shall include the following structural units directly subordinated to the Director of the State Chancellery (see Appendix):
3.1 Document Processing Department;
3.2 Document Ensuring Department;
3.3 Department of the European Union Structural Funds;
3.4 Finance Division;
3.5 Legal Department;
3.6 Communication Department;
3.7 Personnel Division;
3.8 Technical Provision Department;
3.9 Legal Acts’ Editorial Department;
3.10 Department for Public Administration Development.
4. Civil servants and employees not engaged in any of the structural units listed in Paragraph 3 of the Regulations shall be directly subordinated to the Director of the State Chancellery in accordance with the establishment plan of the State Chancellery.
III. The Scope of Competence of the Structural Units of the State Chancellery
5. The Document Processing Department shall:
5.1 examine compliance of draft legal acts, draft development planning documents, informative statements and their attachments submitted to the Cabinet of Ministers with the requirements for submission and drawing up of documents, as well as provide their registration and progress in accordance with the Rules of Procedure of the Cabinet of Ministers and procedures effective at the State Chancellery, consult on technical preparation, drawing up and inclusion of documents in the document management and control system DAUKS;
5.2 examine, systematize and register incoming correspondence of state institutions, as well as ensure their further progress and processing control according to procedure established by the State Chancellery;
5.3 within the scope of competence, assess and register resolutions and assignments of the Prime Minister and Director of the State Chancellery, make decisions on the necessity for further progress control and draw them up for delivery;
5.4 organize delivery of correspondence prepared at the State Chancellery;
5.5 organize work of the archive of the State Chancellery by ensuring archiving and usage of documents of the Cabinet of Ministers, the Prime Minister and the State Chancellery identified for permanent archiving, personnel documents and documents identified for short-term archiving, as well as organize archiving and usage of electronic documents;
5.6 organize the record-keeping and filing system of the State Chancellery, develop and update the respective nomenclature, arrange documents included in the nomenclature of the structural units of the State Chancellery for archiving, provide consultations to the structural units of the State Chancellery on matters related to record-keeping activities, as well as control record-keeping and filing according to the nomenclature;
5.7 determine the terms for archiving the documents of the State Chancellery and ensure activities of the Expert Committee for Evaluation of Document Value of the State Chancellery;
5.8 examine contents of applications, proposals and complaints of natural persons and legal entities addressed to the Cabinet of Ministers, the Prime Minister and the State Chancellery (hereinafter in the text – letters), provide registration of letters and their progress according to the procedure set forth at the State Chancellery, as well as control the progress of consideration of letters according to tasks assigned by the Prime Minister, Prime Minister’s Office and the State Chancellery.
6. The Document Ensuring Department shall:
6.1 prepare draft resolutions (in cooperation with the Legal Department) of the Prime Minister on further progress of draft legal acts and other documents submitted to the Cabinet of Ministers;
6.2 within the scope of competence perform control over processing of draft legal acts at the State Chancellery in all stages of the progress;
6.3 ensure preparation, process and documentation of the State Secretaries’ meetings (also Parliamentary Secretaries' meetings, if necessary), incl., completion and delivery of e-portfolio;
6.4 ensure preparation, process and documentation of the sittings of the Cabinet Committee and sittings of the Cabinet of Ministers, incl., completion and delivery of e-portfolio;
6.5 publish draft legal acts, agendas and minutes of the sittings on the Internet homepage of the Cabinet of Ministers;
6.6 register and deliver legal acts of the Cabinet of Ministers and the Prime Minister for publication in the official newspaper Latvijas Vēstnesis;
6.7 organize preparation of draft laws adopted at the Cabinet of Ministers, draft decisions of the Saeima (Parliament) and letters of the Cabinet of Ministers to the Saeima Commissions for delivery and deliver electronically;
6.8 provide preparation of letters of the Cabinet of Ministers supported at the Cabinet of Ministers to other addressees and documents to be submitted to the court for delivery.
7. Within the scope of competence assigned to the Department of the European Union Structural Funds being an intermediary institution, it shall:
7.1 participate in designing of development planning documents and draft legal acts in order to substantiate the necessity to attract the structural funds of the European Union;
7.2 formulate the criteria for assessment of project applications under public tender procedure and restricted tender procedure and implementing provisions;
7.3 plan finances;
7.4 perform supervisory functions;
7.5 participate in the commissions for evaluation of project applications under public tender procedure and restricted tender procedure;
7.6 implement informative and publicity measures.
8. The Finance Division shall:
8.1 plan budgetary resources of the Cabinet of Ministers and the State Chancellery and distribute the allocated funds in order to ensure the implementation of policies adopted by the Cabinet of Ministers and the management of the State Chancellery; the Department shall also prepare and submit to the management of the State Chancellery proposals in respective area;
8.2 coordinate the state budget planning, implementation of the budgeting process and accounting in the State Chancellery and direct public administration institution subordinated to the State Chancellery;
8.3 provide accounting for the State Chancellery and earmarked funds and control over budget expenditures, as well as updating of the accounting system of the State Chancellery, budget planning and control system;
8.4 provide separate accounting of the resources of the European Union Structural Funds allocated for projects implemented by the State Chancellery.
9. The Legal Department shall:
9.1 within the scope of competence, perform legal analysis of draft legal acts submitted to the Prime Minister, draft legal acts and other documents submitted to the Cabinet of Ministers; in cooperation with the Document Ensuring Department, provide proposals to the Prime Minister and the Director of the State Chancellery on further progress of the above-mentioned documents;
9.2 provide legal designing of draft legal acts and other documents;
9.3 according to the procedure set forth in laws and regulations, coordinate and control fulfilment of the tasks of the Cabinet of Ministers assigned by laws and the Saeima (Parliament) decisions, fulfilment of the tasks assigned by the Cabinet of Ministers and the Prime Minister, as well as tasks assigned by the State Secretaries’ meetings;
9.4 coordinate cooperation of public administration institutions to ensure application of consistent legal technique in draft legal acts of the Cabinet of Ministers;
9.5 coordinate formulation and representation of the opinion of the Cabinet of Ministers at the Constitutional Court;
9.6 within the scope of competence, produce draft legal acts and drafts of other documents and, if necessary, present opinions on draft development planning documents and draft legal acts produced by other public administration institutions and structural units of the State Chancellery to be submitted to the Cabinet of Ministers;
9.7 ensure representation of state’s interests in legal proceedings;
9.8 in cooperation with the Ministry of Justice coordinate implementation of obligations set forth in the Statutes of the International Institute for the Unification of Private Law (UNIDROIT);
9.9 provide preparation, procedure and documentation of the Crime Prevention Council’s meetings;
9.10 draw up documents related to awarding of persons with the Letter of Recognition of the Cabinet of Ministers and Award of the Cabinet of Ministers;
9.11 supervise that the legitimacy is observed in organization of public procurements of the State Chancellery and conclusion of public procurement contracts.
10. The Communication Department shall:
10.1 ensure communication of the Cabinet of Ministers, the Prime Minister and the State Chancellery with the society; in a direct way or through the mass media, provide the society with information about decisions adopted by the Cabinet of Ministers, measures set by the Cabinet of Ministers, development planning documents and draft legal acts being prepared;
10.2 organize work of journalists at the Office of the Cabinet of Ministers, during events organized by the Prime Minister and at the State Chancellery;
10.3 act as the secretariat of the Government Communication Coordination Council by coordinating the cooperation among the communication structural units of public administration institutions aimed at implementing uniform communication between the government and society;
10.4 act as the secretariat of the Co-operation Memorandum between Non-governmental organizations and the Cabinet of Ministers, as well as inform on the opportunities for public participation in preparation of decisions and in decision-making process;
10.5 act as the secretariat of the National Trilateral Cooperation Council (hereinafter – council), ensure the preparation, procedure and documentation of the meetings, participate in meetings of senior officials, as well as control the implementation of the council’s decisions and coordinate the council’s cooperation with sub-councils and provision of opinions on the development planning documents and draft legal acts submitted to the sitting of the Cabinet of Ministers within the scope of competence assigned to the council;
10.6 prepare proposals on the progress of the letters for consideration at the Prime Minister’s Office and structural units of the State Chancellery, progress the applications for consideration in state and local-government institutions according to procedure set forth in the laws and regulations;
10.7 organize and ensure hearing and consulting of visitors of the Cabinet of Ministers and the Prime Minister (if necessary, in co-operation with relevant structural units and officials in ministries), as well as making of oral applications in written form according to procedure set by the law;
10.8 provide the information by informative phone;
10.9 in cooperation with the School of Public Administration ensure updating of the content of the website of the School of Public Administration on the Internet.
11. The Personnel Division shall:
11.1 prepare and draw up documents of civil servants and employees of the State Chancellery related to the civil service and labour relations in accordance with the "State Civil Service Law" and the "Labour Law";
11.2 ensure record-keeping activities and filing of documents of the members of the Cabinet of Ministers, persons directly subordinated to the Prime Minister and heads of institutions subordinated to the Prime Minister and the State Chancellery, as well as prepare and draw up documents of the above-mentioned persons concerning employment legal relationships in accordance with the Law "On Structure of the Cabinet of Ministers" and other relevant laws and regulations;
11.3 update information on absence of the members of the Cabinet of Ministers;
11.4 in cooperation with the management of the State Chancellery - participate in staffing activities, perform recruitment and documentation activities; in cooperation with the School of Public Administration – implement up-skilling of civil servants and employees of the State Chancellery and coordinate activities of civil servants and processes related to performance assessment;
11.5 prepare and issue the employee pass and service cards for employees of the State Chancellery and officials of other institutions for access to the Office of the Cabinet of Ministers.
12. The Technical Provision Department shall:
12.1 ensure effective management, operation and availability of information and communication technology resources in compliance with established quality criteria, conformity of information and telecommunication systems with national policy in the area of e-government;
12.2 provide technical and consultative support, as well as training for users of information and telecommunications systems of the State Chancellery and subordinated institutions;
12.3 provide material and technical resources needed for operations of the State Chancellery and the Prime Minister, organize purchase and acceptance of goods, services and construction operations, as well as perform operations related to management of the building of the Cabinet of Ministers and the territory;
12.4 ensure processing of information required for government’s work among the state institutions;
12.5 ensure copying services for large documents;
12.6 in cooperation with the Legal Department participate in organization of public procurements of the State Chancellery and in concluding the procurement contracts;
12.7 ensure compliance of economic activities of the State Chancellery with the requirements set forth in laws and other regulations.
13. The Legal Acts’ Editorial Department shall:
13.1 provide precise wording, consistent style and conformity to the state language norms of draft legal acts to be considered at the sittings of the Cabinet of Ministers and draft orders of the Prime Minister, as well as ensure their compliance with the requirements of legal technique in cooperation with the Legal Department;
13.2 within the scope of competence provide conformity of the documents’ technical layout with the requirements set forth in the laws and regulations of the Cabinet of Ministers;
13.3 provide translation of the documents needed for the State Chancellery from English into Latvian and from Latvian into English.
14. The Department for Public Administration Development shall:
14.1 within the scope of competence, produce draft development planning documents and draft legal acts; on the assignment of the Director of the State Chancellery - prepare assessment on the conformity of draft development planning documents and draft legal acts produced by other public administration institutions with laws and regulations regulating the development of public administration and human resources;
14.2 provide formulation of the public administration and human resource development policy; coordinate and monitor its introduction, as well as implement the better regulation policy;
14.3 provide information and consultations in the area of civil service; plan the career development for civil servants and co-ordinate classification of positions of direct public administration institutions, as well as positions of civil servants;
14.4 within the scope of competence assigned by the Law “On Structure of Public Administration” and in cooperation with line ministries formulate proposals for optimization of functions at the public administration institutions and their respective budget programmes;
14.5 within the scope of competence and in line with the relevant laws and regulations participate in the implementation of the European Union Structural Funds and other financial and aid instruments;
14.6 in cooperation with the School of Public Administration provide planning of personnel training, and within the framework established by the Cabinet of Ministers - coordinate the cooperation among the ministries before the presidency of the Republic of Latvia in the Council of the European Union;
14.7 represent the State Chancellery and the Prime Minister in legal proceedings of Latvia;
14.8 on the assignment of the Prime Minister and the Director of the State Chancellery participate in the working groups and perform other tasks assigned by the Prime Minister and the Director of the State Chancellery;
14.9 coordinate and manage the work of the State Human Resource Development Council, thus ensuring exchange of information on the human resource issues among direct public administration.
IV. Administration of the State Chancellery
15. The State Chancellery is managed by its director. The scope of competence of the Director of the State Chancellery is stipulated in the Rules of the State Chancellery and other laws and regulations.
16. The Director of the State Chancellery shall have the following deputies:
16.1 Deputy Director of the State Chancellery for Legal Acts' Affairs who at the same time shall act as the Head of the Legal Department;
16.2 Deputy Director of the State Chancellery for Public Administration and Human Resource Development Affairs who at the same time shall act as the Head of the Department for Public Administration Development;
16.3 The Deputy Director of the State Chancellery for Public Administration Communication Affairs who, at the same time, shall act as the Head of the Communication Department.
17. The Deputy Directors of the State Chancellery shall be directly subordinated to the Director of the State Chancellery. The Deputy Directors shall be appointed to and dismissed from the post by the Director of the State Chancellery.
18. The Deputy Director of the State Chancellery for Legal Acts' Affairs shall:
18.1 plan, manage, organize and coordinate work of the Legal Department;
18.2 within the scope of competence, represent the State Chancellery in relations with other public institutions and institutions of local government (including foreign), as well as in relations with other legal entities and natural persons (including foreign);
18.3 supervise representation of state’s interests in legal proceedings;
18.4 supervise control over the fulfilment of the tasks assigned by the laws, legal acts of the Cabinet of Ministers and the Prime Minister;
18.5 coordinate development of the proposals on reducing administrative burden;
18.6 coordinate the process of development and application of consistent legal technique in public administration;
18.7 in compliance with the Regulations perform other tasks of similar content and qualification assigned by the Director of the State Chancellery.
19. The Deputy Director of the State Chancellery for Public Administration and Human Resource Development Affairs shall:
19.1 plan, manage, organize and coordinate work of the Department for Public Administration Development;
19.2 within the scope of competence represent the State Chancellery in relations with other public institutions and institutions of local government, as well as in relations with legal entities and natural persons;
19.3 supervise the training process for the staff necessary for Latvia's Presidency of the Council of the European Union;
19.4 within the scope of competence represent the State Chancellery in international organizations;
19.5 within the scope of competence supervise the European Union Structural Funds' projects implemented by the State Chancellery;
19.6 coordinate development of the proposals on reducing administrative burden;
19.7 coordinate the development of a unified human resource development policy in public administration and public administration policy;
19.8 in compliance with the Regulations perform other tasks of similar content and qualification assigned by the Director of the State Chancellery.
19.1 The Deputy Director of the State Chancellery for Public Administration Communication Affairs shall:
19.1 1 plan, manage, organize and coordinate work of the Communication Department;
19.1 2 within the scope of competence represent the State Chancellery in relations with other public and local government institutions, as well as in relations with legal and natural entities;
19.1 3 manage the development of a unified communication policy of the government and public administration and the public participation policy;
19.1 4 coordinate the development of proposals aimed at promoting customer-oriented principles and culture of public administration;
19.1 5 ensure correspondence of the Cabinet of Ministers and the Prime Minister with legal and natural entities, as well as reception of visitors;
19.1 6 ensure work of the media at the Cabinet of Ministers;
19.1 7 promote public awareness on the statehood values and national identity;
19.1 8 develop proposals for a training program on communication in public administration;
19.1 9 in compliance with the Regulations perform other tasks of similar content and qualification assigned by the Director of the State Chancellery.
20. Heads of the structural units directly subordinated to the Prime Minister and institutionally subordinated to the Director of the State Chancellery as well as heads of the structural units directly subordinated to the Director of the State Chancellery shall:
20.1 plan, manage, organize and coordinate work of the structural unit as well as control implementation of the tasks assigned to the structural unit;
20.2 cooperate with other structural units of the State Chancellery in implementing the tasks assigned to the respective structural unit;
20.3 examine and present to the Director of the State Chancellery the information about performance of the structural unit in question;
20.4 present to the Director of the State Chancellery proposals on the appointment or dismissal of structural unit’s civil servants, on recruitment or dismissal of employees, on the amount of responsibilities of civil servants and employees, performance results, benefits and moral stimulation, as well as on any disciplinary action required;
20.5 within the scope of competence participate in the development of the State Chancellery's Work Plan and its implementation control;
20.6 within the scope of competence participate in producing the development planning documents and draft legal acts;
20.7 within the scope of competence represent the State Chancellery in other public institutions and institutions of local government, as well as in relations with other legal entities or natural persons;
20.8 ensure preservation of the entrusted state property;
20.9 perform other tasks of similar content and qualification assigned by the Prime Minister, Prime Minister's Office and the Director of the State Chancellery.
21. Heads of the structural units directly subordinated to the Director of the State Chancellery shall be appointed to and dismissed from the post by the Director of the State Chancellery.
22. Specific tasks of the heads of the structural units specified in Paragraph 21 of these Regulations aimed at performing the functions and tasks of the State Chancellery stipulated in these Regulations shall be assigned by the Director of the State Chancellery in respective job description.
23. The tasks of those civil servants and employees of the State Chancellery, who are not mentioned in Paragraph 22 of these Regulations, shall be assigned by the head of the respective structural unit in the unit’s regulations as well as by the Director of the State Chancellery in respective job description.
E.Dreimane
Director of the State Chancellery
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