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