Department of Public Relations and Reception of Citizens

 

1.

General provisions

 

1.1.

The Department of Public Relations and Reception of Citizens (hereinafter – the Department) of the Ministry of Transport, Communications and High Technologies (hereinafter – the Ministry) of the Republic of Azerbaijan is a structural division of the administrative office of the Ministry of Transport, Communications and High Technologies of the Republic of Azerbaijan, which organizes and regulates activities in the fields of establishing relations with mass media (hereinafter – the Media), public awareness and citizen reception.

 

1.2.

In its activity, the Department is guided by the Constitution of the Republic of Azerbaijan, the law of the Republic of Azerbaijan “On Civil Service” and other laws, decrees and orders of the President of the Republic of Azerbaijan, decisions and orders of the Cabinet of Ministers of the Republic of Azerbaijan, “Regulations on the Ministry of Transport, Communications and High Technologies of the Republic of Azerbaijan”, other legislative acts, decisions, orders and instructions (hereinafter – organizational-administrative documents) of the minister of Transport, Communications and High Technologies (hereinafter – the Minister), decisions of the Board of Ministry and these Regulations.

 

1.3.

While carrying out its duties and exercising its rights, the Department acts in cooperation with structural units of the administrative office of the Ministry, bodies that are included in its structure and subordinate bodies that are not included in its structure.

 

2.

Areas of activity of the Department

 

2.0.

The areas of activity of the Department are as follows:

 

2.0.1.

provides the organization, regulation and improvement of activities in the field of media and public relations;

 

2.0.2.

provides media coverage of the Ministry’s activities, takes necessary measures in this regard;

 

2.0.3

. carries out organization and regulation of work in the field of reception of citizens in the Ministry;

 

2.0.4.

organizes and regulates the work of the Ministry’s call center;

 

2.0.5.

provides development of the relevant field;

 

2.0.6.

acts in other areas as set forth by the legislation.

 

3.

Duties of the Department

 

3.0.

The Department performs following tasks in accordance with activities defined by these Regulations:

 

3.0.1.

to organize, coordinate and carry out relations of bodies with the public, media coverage of the activities of the Ministry, to provide the public with relevant information on the work done by the Ministry to ensure transparency, prepare press releases, news-bulletins, statements, interviews, speeches etc. in this regard;

 

3.0.2.

to participate directly or indirectly in the preparation of drafts of legislative acts and organizational-administrative documents in the field of public relations;

 

3.0.3.

to provide the public with information on relevant state programs, legislative acts on the areas of activity of the Ministry and other issues of public interest through the media and other means;

 

3.0.4.

if need be, to prepare answers to media reports and misinformation about the activities of the Ministry with the participation of bodies and take measures to eliminate distorting facts;

 

3.0.5.

to organize the participation of media representatives in the events to be held in the Ministry;

 

3.0.6.

to organize and coordinate the presentation of the management and other officials of the ministry in the media, press conferences, briefings, meetings with the public and ensure the participation of local and foreign media representatives in the events organized in the Ministry;

 

3.0.7.

to participate in the process of preparation of materials for the official website of the Ministry and on social networking pages, and place materials on the websites, conduct monitoring of the official websites of the Ministry’s relevant agencies and render practical and methodological assistance to their activities in this field;

 

3.0.8.

to implement practical and methodical management for coordinating relations of organizations with the Media and the public and conducting work on public awareness;

 

3.0.9.

to make proposals regularly for increasing the efficiency in the relations of organizations with the media and the public and improving the existing relations in this field;

 

3.0.10.

to exercise control over the relations of organizations with the public and the media outlets and activities of news agencies established by them;

 

3.0.11.

to conduct daily monitoring of materials published in the media related to the activities of the Ministry and ensure the provision of information to the management of the ministry on it;

 

3.0.12.

to participate in the consideration of information requests received by the Ministry with the participation of relevant bodies within the time-limits set by law;

 

3.0.13.

to organize and participate in the preparation and organization of work on the publication of periodicals, advertisements, posters, information sheets, publication of reference books of the Ministry and a variety of multimedia according to the established procedure;

 

3.0.14.

to organize an archive of printed, video and photo materials on the activities of the Ministry;

 

3.0.15.

to organize the work of subscription to the prints and electronic publications of the Ministry’s press bodies;

 

3.0.16.

to participate in the process of consideration of appeals and requests received from citizens, media outlets, government agencies, enterprises, institutions and organizations in accordance with the law;

 

3.0.17.

to register citizens who come to the reception at the Ministry’s office, determine the official that is responsible for the issue raised, organize receptions, give appropriate explanations to citizens when there is no basis for reception, provide relevant information and explanations on verbal requests of citizens;

 

3.0.18.

to prepare a draft of schedule for reception of citizens by senior officials of the Ministry;

 

3.0.19.

to participate in the organizational work of the personal reception of citizens (including in receptions in cities and regions, as well as held via videoconferencing) by senior officials of the Ministry;

 

3.0.20.

within the limits of their powers, to exercise control over the reception of citizens in accordance with the schedule of reception of citizens by structural units of the administrative office of the Ministry;

 

3.0.21.

to make proposals to the management of the department on regular review of the status of consideration of citizens’ appeals and elimination of the reasons leading to the repeated filing of applications and complaints in connection with their legally protected interests;

 

3.0.22.

to prepare draft rules for reception of citizens in the administrative office of the Ministry, to make proposals for improving these rules;

 

3.0.23.

to provide practical and methodological guide on the reception of citizens in the organizations of the Ministry, obtain necessary information regarding this and make proposals for improving this work;

 

3.0.24.

to organize work on registration of citizens’ appeals received at the Ministry’s call center and sending them for consideration as intended, analyzing them, and providing answers to the requests of informative character;

 

3.0.25. 

to prepare and submit to the management of the Ministry semi-annual and annual analytical reports based on materials for analysis and generalization of the reception of citizens;

 

3.0.26.

to make proposals to the management of the Ministry according to the directions of activity of the department’s work plan, drafts of periodic reports on the work done and issues to be discussed at the Board of the Ministry;

 

3.0.27.

to ensure within its powers the implementation of the development concept (strategic plan) regulated by the Ministry;

 

3.0.28.

to ensure the protection of service information, state and commercial secrets by employees in the department in accordance with the law;

 

3.0.29.

to prepare action plan of the Department, reports on its activities for periods;

 

3.0.30.

to carry out other duties in accordance with the directions of activity as prescribed by law.

 

4.

Rights of the Department

 

4.0.

The Department has following rights to perform its duties:

 

4.0.1.

to make proposals on drafts of legislative acts, organizational and administrative documents prepared for directions of activities by structural units of the administrative office of the Ministry;

 

4.0.2.

to consider appeals addressed by citizens to the Ministry (or independent officials of the Ministry) and execution of which is assigned to the Department, to carry out investigations and make proposals to ensure the participation of structural subdivisions and independent officials of the Ministry in this area;

 

4.0.3.

to send relevant requests to the structural units and bodies of the administrative office of the Ministry accordingly within the limits of their powers for the implementation of tasks specified in the Regulations and obtain related information (documents) from them;

 

4.0.4.

to make proposals on eliminating the causes and conditions that lead to improper performance of tasks and functions in the field of public relations and reception of citizens by structural units and bodies of the administrative office of the Ministry;

 

4.0.5.

to give opinions in accordance with the directions of activity, carry out analyses and make generalizations, prepare analytical materials, conduct research in the relevant field and make proposals;

 

4.0.6.

to prepare drafts of appeals to state bodies, municipalities, individuals and legal entities in accordance with their activities;

 

4.0.7.

to represent the Ministry before state bodies, local self-governing bodies, legal and physical persons within the limits of its competence regarding issues related to the scope of its activity;

 

4.0.8.

to represent the Ministry at the commissions established in the Ministry and other state bodies, working groups, local and international events of various levels held on issues related to its activities and participate in their work;

 

4.0.9.

to study the experience of other countries in accordance with the areas of activity and make proposals for the improvement of activities in this direction;

 

4.0.10.

to make proposals for training and further training of specialists in the relevant field;

 

4.0.11.

to carry out other rights in accordance with the directions of activity as provided for in the legislation.

 

5.

Organization of activity of the Department

 

5.1.

The structure and staff number of the Department is approved by the Minister.

 

5.2.

The structure of the Department includes the public relations sector.

 

5.3.

The Department is headed by head of department, who is appointed and dismissed by the Minister.

 

5.4.

Head of the department is personally responsible for the carrying out the duties assigned to the Department and the implementation of rights.

 

5.5.

The Department has a head of sector, who is appointed and dismissed by the Minister.

 

5.6.

Head of sector is personally responsible for carrying out the duties assigned to him by head of the department and implementation of rights.

 

5.7.

In the absence of the head of department, head of sector carries out his duties in the prescribed manner.

 

5.8.

Other employees of the Department are appointed and dismissed by the Minister.

 

5.9.

head of department:

 

5.9.1.

organizes the activities of the Department and heads it;

 

5.9.2.

makes distribution of work division among employees of the Department, coordinates their activities and controls compliance with labor, performance and service discipline;

 

5.9.3.

signs action plans and other documents drawn up to provide the fulfilment of the duties assigned to the Department, as well as exercises control over timely and efficient implementation of measures envisaged in the action plan;

 

5.9.4.

defines issues on the department to be discussed at the Board of Ministry and presents its proposals to the management of the Ministry and provides the implementation of tasks in a timely manner and at the appropriate level as specified in paragraph 1.2 of these Regulations;

 

5.9.5.

provides presentations to the management of the Ministry for taking incentive and disciplinary measures against members of the Department;

 

5.9.6.

obtains necessary information and documents from structural divisions and bodies of the administrative office of the Ministry within its competence to perform the duties of the Department;

 

5.9.7.

organizes the consideration of letters, applications, complaints and proposals received by the Department in the manner prescribed by law;

 

5.9.8.

provides clerical work and confidentiality in the Department;

 

5.9.9.

examines the documents received by the Department, registers them, submits information on them to the Minister or prepares proposals for consideration;

 

5.9.10.

represents the Department.

 

5.10.

The employees of the Department bear responsibility for the violation of the requirements of these Regulations in the manner established by law of the Republic of Azerbaijan.

 

5.11.

Each employee of the Department is responsible for confidentiality of data that is known to him and data containing state or business secret in accordance with their duties and powers.