International Relations and Protocol Division Presentation to Presiding Officers on Operations

The International Relations and Protocol Division (IRPD) was established in 2010 to enhance Parliament's international relations capacity and strategic objectives. The division focuses on improving parliamentary international engagement, providing advisory services, managing logistical operations, coordinating relations, and offering protocol services. It aims to support the advancement of South African Parliament's international relations objectives by providing qualitative content advice and policy recommendations.

• International Relations
• Protocol Division
• Parliamentary Engagement
• Strategic Objectives
• Advisory Services

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1. Presentation to the Presiding Officers on Operations 24 July 2019

2. CONTENTS 1. 2. Purpose of the division Objectives of the division and how they link to the Strategic Objectives of Parliament Roles and functions of each official (Section, Unit and Individual) including remuneration. Operational plans, key performance areas and costs Divisions projects supporting the achievement of the APP Budget by line item Challenges and mitigating strategies 3. 4. 5. 6. 7. 2

3. 1. Purpose of the Division Before 2010, the International Relations Section and the Protocol Section were separate entities within the Office of the Secretary to Parliament. As a way of strengthening Parliament s international relations capacity, these two Sections were merged into International Relations and Protocol Division (IRPD) in 2010. This was informed by core objectives of the 4thParliament s Strategic Plan (2009-2014), that is, the need to improve and widen the role of Parliament in international relations, cooperation and participation by developing and implementing an international relations strategy . It is against the backdrop of this paradigm shift that the IRPD was assigned the mandate of being the key content development hub for parliamentary international relations, as well as the advisory entity on the formulation and implementation of the parliamentary international relations strategy. The International relations and Protocol Division is delegated to be the central coordination point. 3

4. 2. Strategic Objectives of the Division The Policy Priority of Parliament regarding international participation is To deepen Parliamentary engagement in international participation . From this policy priority, the Division then derives its strategic objective which is: To bring about an enhanced Parliamentary international engagement by improving the timeliness and quality of advisory and information services. To support the Presiding Officers and Members of Parliament in their engagement in parliamentary international relations, co- operation and participation for the advancement of the South African Parliament s international relations objectives. 4

5. Strategic Objectives of the Division (continued) The IRPD has the following objectives: To Strengthen capacity and support for PGIR. To manage the IRPD s finance and logistical operations; To coordinate Parliament s bilateral and multilateral relations; To render protocol and ceremonial services to Parliament; To support the international relations implementation process. To provide qualitative content advice; To conduct continuous international relations policy analysis; To produce action-oriented policy recommendations; To develop discussion documents and concept papers; To coordinate the work of the PGIR; 5

6. 3. Roles and Functions Operations Management Policy Analysis 1) Compliance and Governance 2) Monitoring and Evaluation 3) Business Planning 4) Business Performance 5) Budget and Expenditure 6) Assets and Liabilities 7) Human Resources, IT and Procurement 1. Content Analysis 2. Policy Advice 3. Compilation of delegation reports 4. Periodic Reports 5. Briefing/Speaking Notes 6. Briefings to delegation(s) . Office of the Division Manager Provides Strategic Leadership Protocol & Ceremonial Services Multilateral & Bilateral Relations Provide protocol and ceremonial support to: 1) Presiding Officers and Members of Parliament during ceremonies of State and of Parliament 2) Incoming and outgoing international official and working visits 3) IRPD activities and institutional programmes 4) Gift acquisition and registry 5)Training of Members and Staff on Protocol and related matters 1. Arrange all travel logistics for international participation 2. Draft political and staff approval memorandums for international participation 3. Advise on bilateral strategic relations and foreign policy issues to ensure alignment of participation with the South African International Relations Policy 4. Arrange delegation briefing meetings 6

7. Roles and Functions (continued) Grade Roles Functions E2 Facilitates Parliaments International participation by providing strategic direction on bilateral and multilateral relations. Supports Parliamentary diplomacy within the context of participative democracy by providing advice and guidance on International participation and protocol services Division Manager C3 Executive Assistant Responsible for providing operations support in the Office of the Division Manager C1 Executive Secretary (Vacant) Responsible for providing secretarial support to the Division Manager C1 Committee Assistant: PGIR Provide an administrative and logistical support to PGIR D1 SADC PF: Gender Programme Officer Based at the SADC Parliamentary Forum Secretariat in Windhoek, Namibia, and reporting directly to the Secretary General (DM-IRPD) the Gender Programme Officer is responsible for managing all the activities of the Program that come under him/her. D2 To manage the provision of high quality policy research, advice and analysis to Parliament on International issues Section Manager: International Relations Policy Analysis (Vacant) B3 Secretary Responsible for providing secretarial support to the Section Manager C3 Policy Analyst X 4 To provide strategic analysis and in-depth policy research for MP s through the Division manager on Parliamentary International relations and foreign policy to enable Parliament to engage in International participation and cooperation at individual and team levels 7

8. Roles and Functions (continued) Grade Roles Functions D2 Renders comprehensive management and operations support in IRP Division Section Manager: Operations Management B3 Secretary Responsible for providing secretarial support to the Section Manager C3 International Relations Operations Officer Responsible for proving operations support to the IRP Division D2 Responsible for managing protocol and ceremonial arrangements for Parliament Section Manager: Parliamentary Protocol B3 Secretary Responsible for providing secretarial support to the Section Manager D1 Manager: Protocol Administration Responsible for the administration of protocol and ceremonial arrangements for Parliament C3 Parliamentary Protocol Liaison Officer Responsible for liaising with Security Structures of both Parliament and the Executive branch of Government 8

9. Roles and Functions (continued) Grade Roles Functions D2 To consolidate and strengthen the role of Parliament in International co- operations and make rules- based contributions to the democratisation of global system governance Section Manager: Multilateral/ Bilateral Relations B3 Secretary Responsible for providing secretarial support to the Section Manager B2 Administrative Assistant Responsible for providing administrative support in the Bilateral/Multilateral Section B3 Administrative Officer Provides an administrative support to Bilateral/Multilateral Section B3 International Relations Assistant X 3 Provides an administrative support to Bilateral/Multilateral Section C3 International Relations Officer X 3 Responsible for providing support to the Bilateral/Multilateral Section 9

10. 4. Operational Plans, Key Performance Areas and Costs OPERATIONAL PLAN BRICS, PAP, SADC-PF, IPU, ACP-EU JPA, SA-EU, SOCATT and CPA IPU, SADC-PF, CPA, SOCATT, ASGP KEY PERFORMANCE AREAS COSTS Support for Multilateral Engagements 18301 = R4 197 590 (For Flights, Accommodation, Ground Transport, S&T) 18101 =R3 900 775 (For subscriptions to multilateral bodies) SADC-PF SECONDED STAFF 18105 = R450 000 (For rental accommodation for seconded staff to SADC-PF in Namibia) 16005 = R6 999 307 (For Flights, Accommodation, Ground Transport, S&T) 16051 = R783 552 (For Gifts, Courier, Entertainment, Official Dinners) Bilateral Engagements Support for Bilateral Engagements Protocol and Ceremonial Services Protocol Support Operational Costs Operations Management 18401 = R753 851 Goods & Services Policy Analysis 18201 = R104 203 Strategic Leadership Costs TOTAL OPERATIONAL COSTS = R18 000 000 Strategic Leadership 18101 = R810 722 10

11. Operational Plans, Key Performance Areas and Costs (continued) ACP-EU JPA 79 ACP Member Countries and 28 EU Member Countries The ACP-EU JPA aims to promote relations between the North and South, through deliberations on issues of mutual interest about political affairs, economic development, finance, trade, social affairs, and the environment Subscription paid by the Department of International Relations and Cooperation (DIRCO) This forum is engaged in the negotiation Post Cotonou Agreement The negotiation started on 28 September 2018 The Agreement expires on 29 February 2020 SA-EU South Africa and the EU are mainly governed by TDCA that was signed in 1999 and reviewed periodically The current consultation between SA and EU happens annually The weakness of this consultation is the linking of the SA delegation to ACP-EU JPA and SA EU engagements As a result the SA delegation is not able to leverage and complement their engagement with the EU. Merging the two will ensure that its agenda is pursued in all forums 11

12. Operational Plans, Key Performance Areas and Costs (Continued) BRICS Is a cooperation mechanism between Parliaments of Brazil, Russia, India, China, and South Africa Draft Protocol will be signed once all Parliaments have agreed on its text. No Membership Fees are payable CPA The Commonwealth Parliamentary Association links members of national, state, provincial and territorial parliaments and legislatures across the Commonwealth. Its mission is to promote the advancement of parliamentary democracy by enhancing knowledge and understanding of democratic governance. The association aims to promote and support Parliaments to identify benchmarks of good governance and to implement the Commonwealth values GBP = R910 727.23 CPA Africa USD = R316 966.94 (This amount includes Society of Clerks at the Table - SoCATT) The transformation of the Association remains one of the key tasks to be pursued and implemented 12

13. Operational Plans, Key Performance Areas and Costs (continued) IPU The IPU aims to build strong, democratic parliaments and advance gender equality and respect for women s rights Protect and promote human rights by contributing to peace building, conflict prevention and security Promote inter-parliamentary dialogue and cooperation and youth empowerment Bridge the democracy gap in international relations CHF = R897 900.55 ASGP CHF = R176 476.99 The ASGP brings together Secretaries-General to exchange ideas and views on parliamentary procedures, law, practice, and working methods. PAP The PAP aims at ensuring full participation of the people of Africa in governance, democratic principles, and economic integration of the Continent. Subscription paid by DIRCO to AU and the PAP gets its budget allocation from AU It is important that the 6th Parliament discusses in detail how should South Africa respond and manage its hosting obligations and the role of Parliament and DIRCO in supporting the PAP 13

14. Operational Plans, Key Performance Areas and Costs (continued) SADC-PF Its main aim is to provide a platform for parliaments and parliamentarians to promote and improve regional integration in the SADC region, through parliamentary involvement as well as informing the SADC of the popular views on development and issues affecting the region South Africa is currently a Member of the EXCO inline with rotation rules R1 598 703.29 (This amount excludes the Election Observation fees) The Forum has appointed its new Secretary-General after she has acted in the post for a long time The forum is currently pre-occupied with work around transforming itself into a Regional Parliament. A Task Team was established to work on a proposal to be considered by the next summit. Benchmarking plans are in place by both the SADC and SADC-PF Secretariat. DIRCO invited the Division to participate in the work of the Task Team 114

15. 5. Projects in support of the Strategic Plan PGIR Workshops and Seminars To Strengthen capacity and support for PGIR. Protocol Training For strengthening of capacity of the Members of Parliament and staff. Protocol Manual Development of Parliamentary Protocol Manual. Tracking Mechanism- for harnessing international participation resolutions and recommendations to enable Parliament to monitor the implementation. 15

16. 6. IRPD Budget 30,000,000 24,891,456 25,000,000 20,000,000 17,560,000 15,000,000 10,000,000 5,000,000 440,000 0 Compensation of Employees Goods and Services Capital Compensation of Employees Goods and Services Capital The total budget allocation for the 2019/20 financial year is R42 891 456.00 16

17. IRPD Budget (continued) Financial Expenditure for the 1 Financial Expenditure for the 1st st Quarter of the 2019/20 Financial Year Quarter of the 2019/20 Financial Year The figures include salaries and goods and services. 17

18. IRPD Budget (continued) by Line Item LINE ITEMS EXPENDITURE BUDGET FULL YEAR Employee Compensation 21030 Remuneration - Basic Salary 21050 Remuneration - Cellular Phone 21140 Remuneration - Overtime 21170 Remuneration - Pension Contribution - Staff 21180 Remuneration - Performance Bonus 21230 Remuneration - Seconded Staff 21310 Remuneration - UIF 21385 Remuneration - Long Service Awards Total: Employee Compensation 20 508 008,00 25 000,00 215 000,00 2 579 824,00 467 480,00 1 000 000,00 46 144,00 50 000,00 24 891 456,00 18

19. IRPD Budget (continued) by Line Item Operating Expenditure (OPEX) 27005 Training 31020 Telephone - Parliament Complex - Staff 31040 Telephone - International 31110 Telephone - Domestic 31210 Cellphone - Staff 31530 Internet Access 32010 Courier Services 32020 Postage 33510 Medical assessment by specialist Doctors 33520 Cutlery 33530 Flags 33586 Gifts, Plants, Flowers & Other Decorations 33595 Office Supplies & Stationery 35050 Rental - Property 35550 Photocopying - Paper 35590 Subscriptions 36010 Accommodation - Domestic - Staff 36015 Accommodation - Domestic - Members 36110 Mileage Claims - Staff 36155 Parking - Staff 36210 Subsistence Allowance - Domestic - Staff 36215 Subsistence Allowance - Domestic - Members 220 000,00 136 138,38 6 000,00 491,00 110 951,00 5 000,00 60 000,00 15 000,00 50 000,00 1 000,00 60 000,00 561 000,00 60 632,00 450 000,00 60 000,00 3 900 775,00 143 550,00 100 000,00 16 000,00 8 450,00 72 020,62 100 000,00 19

20. IRPD Budget (continued) by Line Item 36310 Travel - Airfares Domestic - Staff 36315 Travel - Airfares Domestic - Members 36470 Motor Vehicle - Fuel, Oil & Consumables 36510 Vehicle Hire - Domestic - Staff 36515 Vehicle Hire - Domestic - Members 36540 Transport - Domestic (Shuttle/Busses/Rail) - Guest 36545 Staff Transportation (Cape Town Contract) 36550 Transport - Domestic (Shuttle/Busses/Rail) - Staff 36560 Transport - Foreign Guest 37010 Accommodation - International - Staff 37015 Accommodation - International - Members 37210 Subsistence Allowance - International - Staff 37215 Subsistence Allowance - International - Members 37255 Travel - Airfares - International - Staff 37260 Travel - Airfares - International - Members 37365 Transport - International - Staff 37370 Transport - International - Members 38020 Interpretation 38510 Catering - In-House 38515 Catering Services - Outside Suppliers 40540 Repairs & Maintenance - Buildings Total: Operating Expenditure 243 000,00 100 000,00 200,00 117 440,00 50 000,00 101 280,00 67 800,00 1 280,00 300 000,00 1 078 054,00 1 900 000,00 540 000,00 1 000 000,00 1 811 497,00 2 000 000,00 200 000,00 800 000,00 200 000,00 182 229,00 385 212,00 345 000,00 17 560 000,00 20

21. IRPD Budget (continued) by Line Item Capital Expenditure (CAPEX) 25 000,00 Computer Equipment 60 000,00 Computer Software 355 000,00 440 000,00 Furniture & Fittings Total Capital Expenditure BUDGET BREAKDOWN PER ECONOMIC CLASSIFICATION Capital Expenditure 440 000,00 Employee Compensation 24 891 456,00 Operating Expenditure 17 560 000,00 GRAND TOTAL: 42 891 456,00 21

22. 7. Challenges & Mitigating Strategies CHALLENGES The coordination of International engagements correspondence MITIGATION STRATEGIES The secondment of the Liaison Officer to the Executive Authority to work closely with the Executive Directors A team has been set up by the ASTP whose aim is to conclude the process by the end of July 2019. This date is not achievable as the HR Team is still working on the process The restructuring of the Division Prioritisation of international engagements as advised by the PGIR Budget allocation 22