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The energy potential of Azerbaijan can be an effective stimulus for economic upsurge in the whole world!

HEYDAR ALİYEV
AZ

Regulations of the Protocol Service Division

The Protocol Service Division of the Ministry of Energy of the Republic of Azerbaijan

REGULATION

 

1. General Provisions

1.1. This Regulation determines the areas of activities, duties, rights and rules of organization of activity of the Protocol Service Division of the Ministry of Energy of the Republic of Azerbaijan (hereinafter referred to as the Ministry).

1.2. The Division is an independent structural unit of the Ministry. The Division implements and regulates the provision of official and business receptions, meetings, as well as reception of guests, meeting protocols on the measures taken with the participation of the Minister of Energy of the Republic of Azerbaijan (hereinafter - the Minister) within the framework of the authorities provided by this Regulation.

1.3. The Division’s activities are guided by the Constitution of the Republic of Azerbaijan, the Law of the Republic of Azerbaijan "On Civil Service" and other laws of the Republic of Azerbaijan, decrees and orders of the President of the Republic of Azerbaijan, resolutions and orders of the Cabinet of Ministers of the Republic of Azerbaijan, the Regulations of the Ministry of Energy of the Republic of Azerbaijan, decisions by the Board of the Ministry,orders and instructions (hereinafter - the Ministry's legal acts) of the Minister of Energy (hereafter referred to as the Minister) and thisRegulation.

1.4. The Division operates in interaction with the structural subdivisions of the Ministry, subordinate organizations, state-owned enterprises operating in the fuel and energysector, as well as central and local executive authorities, local self-governance bodies and non-governmental organizations while performing its duties and exercising their rights.

 

2. Areasof activities of the Division

2.0. The activities of the Division are as follows:

2.0.1. Ensure the organization and improvement of protocol service provision at the Ministry;

2.0.2. Carry out methodological guidance on the work of the protocol service by the Ministry's structures;

2.0.3. Operate in other directions defined by the legislation.

 

3. The main duties of the Division

3.0. The Division fulfills the following duties in accordance with the directions of activity defined by Part 2 of this Regulation:

3.0.1. Ensure the implementation of the protocol service and preparation of the events based on international experience, national traditions and general rules adopted by protocols, sittings, formal acceptance and meetings,and other events held by the Ministry's leadership;

3.0.2. Organize meetings of Minister and Deputy Ministers with representatives of international organizations, embassies and other diplomatic missions and foreign delegations at the Ministry in accordance with the rules of the protocol, ensures the proper registration of the meetings and other events by the order of the Minister;

3.0.3. Carry out meeting, accompaniment, departure, adjustment of the seats at the tablefor guests and organizing the protocol service in accordance with the generally accepted protocol rules;

3.0.4. Provide support to passport-visa related matters for foreign trips of the Ministry’s leadership, order the VIP lounge seats at the airports (local and foreign), deliver necessary information to the diplomatic representatives of the Republic of Azerbaijan in relevant foreign countries and provide solutions to other necessary measures within its competence;

3.0.5. Carry out cooperation with the Ministry of Foreign Affairs of the Republic of Azerbaijan and embassies of foreign countries accredited in the Republic of Azerbaijan related withmatters in organization of travels to foreign countries of superior management and staff of the Ministry;

3.0.6. Ensure the preparation and implementation of travel programs related to the visits of foreign delegations to the Republic of Azerbaijan at the invitation of the Ministry's leadership;

3.0.7. Welcome and accompany invited guests at the events held by the Ministry, and provide assistance within the scope of its competence in assisting the foreign guests in their stay in the country and perform other necessary work;

3.0.8. Coordinate the implementation of protocol rules by the Ministry's structures and provide them with appropriate assistance;

3.0.9. Record the gifts submitted by the guests to the Minister and the Deputy Ministers and take necessary measures for storage of gifts at the Ministry;

3.0.10. Organize preparation of gifts reflecting the history, culture, music and truths of the Karabakh problem in order to present them to the guests by the Minister and Deputy Ministers;

3.0.11. Ensure that applications and inquiries from citizens, government agencies, enterprises and organizations are reviewed in accordance with legislation;

3.0.12. Carry out other duties, stipulated by the legislation, in accordance with the direction of the activities.

 

4. Rights of the Division

4.0. The Division has the following rights to carry out its duties:

4.0.1. Provide feedback on the directions of activity, analyze, prepare analytical materials, conduct research in the field, make suggestions;

4.0.2. Make suggestions to participate in relevant trainings in order to prepare specialists in the relevant field, to increase the qualifications of employees, to provide deep understanding of internal and international protocols and label rules;

4.0.3. Take part in official and business receptions, meetings and events held by the Ministry;

4.0.4. Take measures to ensure a centralized and uniform approach of the establishment of protocol services, and to prepare proposals for the coordination of this workwithin the competence of the Ministry's structures;

4.0.5. Submit relevant inquiries to the structural subdivisions of the Ministry, state-owned enterprises operating in fuel and energy sector, other enterprises, institutions and organizations within the scope of their competence with regard to the fulfillment of the tasks defined by this Regulation and receive relevant information (documents) from them;

4.0.6. Represent the Ministry within its competence with the matters under the scope of its activities, protecting the rights and legitimate interests of the Ministry with respect to the state authorities, international organizations, diplomatic missions, individuals and legal entities;

4.0.7. Represent and participate during the work carried out at different levels of local and international events and within commissions, working groups formed at the Ministry and other state bodies;

4.0.8. Study the experience of foreign countries in accordance with the direction of its activities and prepare proposals to improve the activities in this field;

4.0.9. Make proposals within the scope of its authority to improve the structure and performance of the Division;

4.0.10. Carry out other rights stipulated by the legislation in accordance with the direction of the activity.

 

5. Organization of the Division's activity

5.1. The structure and the number of employees of the Division are identified and approved by the Minister.

5.2. The Division is led by the Head of the Division, appointed and dismissed by the Minister. The Head of the Division is personally responsible for the performing the tasks and exercising the rights entrusted to the Division.

5.3. In the absence of the Head of theDivision, his authorities are exercised by one of the employees of the Division or by another person designated by the Minister;

5.4. Other employees of the Division are appointed and dismissed by the Minister;

5.5. The Head of the Divisionhas the following authorities:

5.5.1. Organize and manage the Division's activities;

5.5.2. Maintain a distribution of work among the employees of the Division, coordinate their activities, oversee compliance with labor and performance discipline, and regularly analyze their compliance with ethical conduct rules;

5.5.3. Sign the work plans and other documents designed to ensure the fulfillment of tasks entrusted to the Division, as well as oversee the implementation of the action plans in a timely and qualitative manner;

5.5.4. Make recommendation to the leadership of the Ministry about the incentives or disciplinary measures taken by the department's employees;

5.5.5. Obtain the necessary information and documents from other structural subdivisions and subordinate units of the Ministry to carry out the tasks of the Division;

5.5.6. Organize the review of received letters, petitions, complaints and recommendations in accordance with the legislation;

5.5.7. Provide clerical work and confidentiality regime at the Division;

5.5.8. Carry out appropriate measures to increase the qualifications of the Division's employees and improve their working conditions;

5.5.9. Represent the Division.

5.6. Employees of the Division are responsible for violation of the requirements of this Regulation in accordance with the legislation of the Republic of Azerbaijan.