ROYAL GOVERNMENT OF BHUTAN ROYAL CIVIL SERVICE COMMISSION JOB DESCRIPTION 1.

1.1 1.2 1.3 1.4 1.5 1.6

JOB IDENTIFICATION:
Position Title: Major Group: Sub-Group: Job Code No.: Position Level: Cabinet Secretary Executive Services Executive Services 05-340-13 EX1

Job Location: (Complete as appropriate): Cabinet Secretariat

1.7 Title of First Level Supervisor (Official title of the Supervisor): Prime Minister

2.

PURPOSE, DUTIES AND RESPONSIBILITIES (Describe the purpose, duties and responsibilities, indicating what is done and how it is done. Duties should be presented in decreasing order of relative importance):
PURPOSE: Provides strategic policy inputs to and manages the businesses of the highest executive body (ies) of the Royal Government of Bhutan, i.e., Council of Ministers (CCM) and the Cabinet in formulation of national policies and provision other strategic policy directions, and assumes the rank of Chief of Staff or the seniormost Secretary of the Government. As the Head of Cabinet Secretariat, his core functions entail providing overall strategic direction and guidance to the functioning of the Secretariat and senior officials and also supervise, monitor and evaluate their works. Duties and Responsibilities % of Time

AS SECRETARY TO CCM, CABINET AND PRIME MINISTER: Provide professional and strategic policy inputs for national policy-making, to both the Cabinet and CCM, in order to ensure consistent, coherent and effective policy formulation and their timely and smooth implementation by various Ministries and Agencies of the Government as well as other public and private sectors; Provide professional and impartial advice and support to the Prime Minister, Cabinet and CCM and other government agencies on issues pertaining to the central government operations and processes, socioeconomic policies, legislation and institutional aspects, emergency and security, etc.; Prepare agenda for and coordinate CCM and Cabinet Meetings and maintain the records of their discussions and decisions and prepare/issue executive orders and policy directives for dissemination of policy decisions/directives ensuing there from, to various Ministries and Agencies of the Government; Ensure effective coordination and facilitation between and among Ministries and Agencies throughout all the sectors; Prepare/convey executive related felicitations, credentials, briefs, attestations, condolence messages, etc. for both Head of Government and Head of State; and Coordinate with the other branches of the Government, Royal Secretariat, constitutional bodies and other agencies on the functioning of the country. Provide smooth and effective transitions between successive Heads of Government (Prime Ministers). Directing, guiding and implementation of national events. Prepare and organize meetings of the Prime Minister with foreign dignitaries and officials. Acts as a Chief Spokesperson of the Government, on national policies and development strategies.

80%

20%

AS HEAD OF THE SECRETARIAT: Provide overall guidance and direction to the functioning of the Secretariat and senior officials; Prepare plans and policies of the Secretariat. Oversee the formulation of policies and plans for the secretariat and monitor and evaluate their implementation, and provide directions and feedback to address the shortfalls; Exercise executive and financial powers as specified in the BCSR and Financial Manual; Direct optimum utilization of resources and promote, efficiency, accountability and transparency; Create conducive working environment and congenial relationship between different departments and sections as well as individuals of the Secretariat; Conduct objective, fair and transparent performance evaluation of the officials/staff of the Secretariat; and 3. Direct the HRD and other personnel activities of the secretariat.

KNOWLEDGE AND SKILLS REQUIREMENTS (Minimum

requirement for performance of work described (Level of Education, Knowledge, Skill and Ability):

3.1 3.2

Education: Bachelors /Masters preferred. Training: Administration. 3.3 Length and type of practical experience required: Minimum of 4 years of relevant experience in EX2 level OR equivalent experience. 3.4. Knowledge of language(s) and other specialized requirements: Must have an in-depth knowledge of Government policies - social, economic, political, security and development priorities, coupled with sound leadership and 3 Advanced training in Management or Public Policy

managerial knowledge and skills. Must have good command over written as well as spoken Dzongkha and English.

4. COMPLEXITY OF WORK (Describe the intricacy of tasks, steps, processes

or methods involved in work, difficulty and originality involved in work): The position is ranked as the senior-most Secretary in the Government, and is the highest in the hierarchy and is the administrative head of the secretariat, directly reporting to the Prime Minister. The position calls for thorough understanding of the all national as well as sectoral policies and issues. The position is directly associated in the formulation of the national policies, which entail the need for several mental abilities such as sound analytical and synthesizing processes. Analytical ability is important, especially as the position is an important source of input in the policy and plan formulation at the highest level of the Government. A wide range of parameters such as the environmental, cultural and political and economic concerns should be amicably integrated. This may warrant deep and sound synthesis and analytical capability, which makes the work of the position highly complex and delicately intricate. The position also interacts with different sections of the Bhutanese and foreign agencies to advocate national interests and/or represent the government on pertinent issues. Therefore, the work of the position demands a wide range of knowledge on national as well as international issues, and articulating them appropriately into national policies and regulations. In summary, the work typically consists of broad functions and processes involving concurrent pursuit of a number of outcomes requiring decisions on undefined issues and requiring extensive analysis.

5. SCOPE AND EFFECT OF WORK (Describe the breadth of work

performance and the effect the work has on the work of others or on the functions of the organization):

Being the Chief Secretary or senior-most Secretary in the Government, which provides professional and strategic policy inputs to national policy-making of the highest executive body in the country, the scope and effect of the work is totally national in dimension. The position provides professional and impartial advice and support to the Cabinet, CCM, Prime Minister and other government agencies on issues pertaining to the central government operations and processes, socio-economic policies, legislation and institutional aspects, emergency and security, etc. He also ensures formulation of consistent, coherent and effective national policies and their timely and smooth implementation by various Ministries and Agencies of the Government as well as other public and private sectors. In other words, the Cabinet and CCM being the highest executive office of the Government, the position serves as the main channel through which all national and sectoral plans and programmes are processed for final approval, formulation and endorsement, and plays a vital role in providing shape to such policies and programmes. Therefore, the work of the position has a direct bearing on the functions and roles of the Government, various agencies and sectors as well as private sector. This position operates as the Chief Executive Officer of the Secretariat, as the spokesperson for the Government and Secretariat, and often, also acts for and on behalf of the Prime Minister with other government agencies and international agencies and organizations on various fronts. As the administrative head of the Secretariat, the position also plays an instrumental role in the design and operation of all major activities within the secretariat. In summary, the work typically involves providing professional advice to and managing all the businesses/affairs of the highest executive body of the Government in formulation of national plans and policies and ensuring their smooth and coherent implementation.

6. INSTRUCTIONS AND GUIDELINES AVAILABLE:

6.1 Instructions (Describe controls exercised over the work by the Superior; how work is assigned, reviewed and evaluated): The position receives only minimum supervision from the Prime Minister, Cabinet, and the Government. Such instruction may be the conceptual framework or policy interpretation. The position needs to work largely independently, requiring highly independent exercise of judgment. Evaluation of his work is done directly by the Prime Minister on the basis of the quality of policy inputs and advisories submitted by him. 6.2 Guidelines (Indicate what written or unwritten guidelines are available, and the extent to which the employees may interpret, adapt or devise new guidelines): Policy documents, rules and regulations are to be used as guidelines. The official in this position is required to interpret policies, develop appropriate guidelines and adopt suitable strategies for formulation as well as implementation of policies, plans and programmes. In summary, the position typically requires working using the broadly defined national vision, mission, goals and rules and regulations as guidelines.

7. WORK RELATIONSHIPS (Indicate the frequency, nature and purpose of

contacts with others within and outside the assigned organization (other than contacts with superiors): On day to day basis, duties of the position require working very closely with the Prime Minister, Cabinet Members, Secretaries to the Government, high officials of the Palace, heads of constitutional posts and international dignitaries. He also works closely with other senior officials and heads of independent organizations within the Government, corporations and international agencies that collaborate in the developmental activities. Such contacts are necessary to ensure consistency, co ordinate activities and mobilization of resources. In summary, personal contacts are normally with high-ranking officials of the Government and representatives of foreign governments, international organisations, 6

or news media with the purpose to explain, justify, defend, negotiate or settle matters of national significance.

8. SUPERVISION OVER OTHERS (Describe responsibility this position has

for supervision of other employees, including the nature of supervisory responsibilities and categories and number of subordinates, both directly and indirectly supervised): The position directly supervises the implementation of Government policies and directives by the Secretaries to the Government and heads of other autonomous agencies, thereby assuming the role of the Chief/Senior-most Secretary to the Government. As the Head of Secretariat, the position guides, supervises, monitor and evaluate the work of the senior officials in particular and the secretariat as a whole. The nature of direction and supervision accorded to the officials are broad and strategic, and undertaking their periodic performance.

9. JOB ENVIRONMENT (Describe physical demands required, such as walking,

standing, lifting heavy objects, etc., and/or any risks or discomforts like exposure to hazards such as exposure to chemicals, infections, radiation, extreme weather and other hostile working conditions. Will the person be required to travel in this position? If so, how often?): The job does not warrant physical exertion except while on tour. However, it requires working under tremendous time pressure and stress to meet important and urgent needs and deadlines, which results in chronic stress-related chronic health problems such as blood pressure and cardio-vascular accidents (CVA), etc.