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Assisting the Secretary-General in the performance of his or her duties;

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Overseeing, coordinating and supervising the departments which report directly to the Secretary-General;

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Acting as authorising officer by subdelegation as required;

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Representing the Office of the Secretary-General on various committees and/or in interinstitutional forums.

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Providing secretariat services for the Bureau and the Quaestors; providing secretariat services for the working groups set up by the Bureau and the Quaestors; providing secretariat services for the Advisory Committee on harassment of staff members, including APAs and trainees; organising and preparing meetings of those bodies, including outside the places of work (e.g. away days) and conferences (e.g. on religious dialogue);

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Preparing files, briefing documents, Bureau and Quaestors’ notices, summaries, etc., in cooperation with the offices of the President and Secretary-General and with the departments concerned, in the relevant languages; preparing notes for the chair, minutes, follow-up letters and all other documents required in connection with meetings of these bodies, in the relevant languages;

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Preparing letters for signature by the Vice-Presidents and Quaestors; keeping schedules of deadlines for, and likely referrals to, the Bureau up to date; ensuring that action is taken on decisions by the governing bodies; managing missions for assistants to the Vice-Presidents and Quaestors;

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Preparing letters for signature by the President concerning the main tasks of the Vice-Presidents and committee and delegation chairs, the tasks of the parliamentary committees and their public hearings, etc.; updating the Compendium of Rules covering matters within the remit of the Bureau and the Conference of Presidents; updating and publication of Bureau decisions in the Official Journal;

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Electronic (restricted) circulation of meeting documents (and maintenance of the relevant tool); dealing with ‘sensitive’ official mail; ensuring that meeting documents are published on the intranet/internet; entering documents in the register and making documents available to members of the public who request them;

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Managing new IT projects (NewPrequest, SharePoint) for the secretariat of the Bureau and the Quaestors; managing the internal and/or confidential archives and, in cooperation with the archives department, ensuring their digitisation and incorporation into a sophisticated IT tool;

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Dealing with requests for authorisation to hold events, involving access for visitors and derogations from age limits, and dealing with supporting documents (medical certificates, birth certificates, etc.) to substantiate Members’ absence from sittings.

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Providing secretariat services for the Advisory Committee dealing with harassment complaints concerning Members;

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Organising and preparing meetings of that body, including hearings of relevant persons, meetings outside the places of work (e.g. training) and conferences;

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Preparing — in the relevant languages — notes for the chair, minutes, follow-up letters and all other documents required in connection with meetings of that body; preparing files, briefing documents and reports — in all relevant languages — in connection with harassment complaints;

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Preparing letters for signature by the Chair; preparing documents concerning the road map and implementation thereof; coordinating external representation of the Advisory Committee in connection with, for instance, the political groups, parliamentary committees and public hearings;

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Liaising with the departments concerned and with the President’s Office and the Office of the Secretary-General;

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Managing the secretariat’s internal and/or confidential archives and updating the Advisory Committee’s intranet site.

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Carrying out established audit procedures and preparing the relevant working documents; audits relate to the suitability and quality of internal control systems applicable to budget implementation operations, to the suitability and effectiveness of internal management systems and to the performance of departments in implementing their policies, programmes and actions;

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Devising and drawing up audit programmes specific to each risk sector, and laying down a specific plan for each audit, on the basis of an analysis of the risks specific to each ‘auditable entity’ and an appraisal of the corresponding internal management and control systems;

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Preparing draft reports, including recommendations for improving internal management and control systems; discussing reports and recommendations with the departments audited as part of an ongoing consultation process; finalising reports;

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Scrutinising the work carried out by the audit teams; carrying out rigorous administrative monitoring of audits, including the requisite methodological tools, with a view to optimising the scheduling process and constantly improving the performance of the Internal Audit Unit;

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Assessing the action taken by audited departments on all measures agreed during each audit, by the deadline set during the half-yearly transversal follow-up process, and drawing up a half-yearly report to Parliament after bilateral consultation of the departments concerned;

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Preparing and adopting an annual work programme with priorities set on the basis of a global risk analysis, including direct consultation of each authorising officer;

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Holding regular meetings with the relevant authorities, in particular with the Audit Panel and the Secretary-General, as part of Parliament governance arrangements; drawing up an annual report giving details of the number and types of internal audits carried out, the recommendations made and the action taken on those recommendations; presenting the annual report to the Bureau and the Committee on Budgetary Control.

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Ensuring that the crisis and business continuity management system is operational within Parliament, including as regards its main processes, critical functions and assets;

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Providing DGs and departments with support, assistance and advice in drawing up their own continuity plans, making sure that there are synergies between the respective plans and that they are interdependent;

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Coordinating — on the Secretary-General’s authority — the crisis cell for the security of official missions outside the three places of work, including drawing up timely security risk assessments and laying down relevant security arrangements for official Parliament missions in high-risk countries;

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Providing training and support, raising awareness and making information available within Parliament, in particular for MEPs, as regards the role of the crisis cell, the security aspects of official missions and the use of the crisis cell’s IT applications (MCM);

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Advising management on all aspects relating to both preventive and reactive crisis and business continuity management;

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Identifying, assessing and managing organisation-level risks, including assessing risk scenarios, threats, potential impacts and interactions at Parliament level; providing risk management support at DG level.

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Providing secretariat services for the Conference of Presidents (CoP), including preparing and following up agendas, files, notes, minutes, letters, etc. and organising regular and additional CoP meetings in Brussels, Strasbourg and EU Council Presidency countries;

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Acting as the ‘centre of excellence’ with regard to Parliament’s Rules of Procedure (and how they are applied in practice) in connection with relevant matters coming within the remit of the CoP;

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Dealing with matters relating to the Rules of Procedure that come within the remit of the CoP and with sensitive political issues in this field;

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Taking part in the proceedings of working parties and coordination groups set up by the CoP, including the Transparency Register Contact Group.

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Keeping a register of the processing operations conducted;

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Delivering opinions and providing in-house assistance in this area;

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Informing personal data controllers and data subjects of their rights and obligations; organising training courses;

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Carrying out advisory, assessment, supervisory and information-related work in the area of personal data protection, in cooperation with the relevant Secretariat departments;

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Implementing the new regulation, taking appropriate legal, organisational and security-related measures in the process so as to ensure straightforward application without making administrative procedures more cumbersome;

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Notifying the European Data Protection Supervisor of the processing operations likely to present specific risks;

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Ensuring administrative coordination, preparing legal acts, and monitoring case law; DPC-DPO network; trainees;

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Cooperating with the European Data Protection Supervisor and with counterpart departments in the other institutions.

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Helping to implement the Strategic Execution Framework (SEF); developing and managing a database of relevant indicators for the SEF and the Parliamentary Project Portfolio, and drafting reports for the Office of the Secretary-General;

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Helping to rationalise the planning and reporting cycle; assisting the Administration with setting objectives and performance indicators and helping to simplify the annual reporting exercise;

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Helping to produce a methodology and tools for appraising the internal control framework; managing the network of internal control coordinators;

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Providing IT support for the Office of the Secretary-General;

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Providing advice on request plus direct support for strategic projects.

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Making organisational and preparatory arrangements and handling follow-up for the Inter-DG Steering Group on Environmental Management, the Waste Committee and the Working Group on Green Public Procurement;

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Preparing carbon footprint calculations, the Environmental Management Review and the annual Environmental Statement;

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Organising, carrying out and taking part in internal and external audits, including statutory audits; organising events and communication and training campaigns to raise staff awareness, and following up suggestions;

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Launching public procurement procedures, in particular as regards carbon offsetting;

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Preparing the EMAS Action Plan 2020 and following up the EMAS Action Plan 2019;

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Dealing with administrative, financial and budgetary aspects coming within its remit.

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Preparing programmes of visits and meetings within the institutions, but also with external contacts, on the basis of visitors’ specific interests;

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Maintaining direct and effective cooperation on a daily basis with the some 85 EU delegations in order to improve arrangements for preparing, selecting and supporting applicants for the study visit programme;

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Managing the Parliament-Commission interinstitutional unit responsible for coordinating individual study visits to the EU institutions in Brussels and/or Strasbourg, involving some 145 visitors a year who are non-EU nationals; handling financial management and administrative coordination for all study visits;

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Developing regular links with departments in the institutions: Parliament, Commission, Council, Committee of the Regions, European Economic and Social Committee, European External Action Service, etc.;

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Drawing up itineraries, and booking flights and hotels; making insurance and visa arrangements (where necessary);

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Developing and carrying out measures to publicise the programme and regularly updating the programme website and publications; developing links with think-tanks and universities.