Main tasks:
1) organization and maintenance of records management in the Territorial Office;
2) receiving, preliminary reviewing, and registering incoming correspondence: laws of Ukraine, acts and instructions of the President of Ukraine, resolutions of the Verkhovna Rada of Ukraine, acts of the Cabinet of Ministers of Ukraine, instructions of the Prime Minister of Ukraine, acts of the Verkhovna Rada of the Autonomous Republic of Crimea and the Council of Ministers of the Autonomous Republic of Crimea, central and local executive authorities, inquiries and appeals of People's Deputies of Ukraine and local council deputies, correspondence of the Verkhovna Rada of Ukraine, the Office of the President of Ukraine, the Cabinet of Ministers of Ukraine, documents of central and local executive authorities, local self-government bodies, enterprises, institutions, and organizations;
3) registering, logging, and storing documents marked "For Official Use Only";
4) monitoring and controlling the execution of laws of Ukraine, decrees of the President of Ukraine, resolutions of the Verkhovna Rada of Ukraine adopted in accordance with the Constitution and laws of Ukraine, acts of the Cabinet of Ministers of Ukraine and instructions of the Prime Minister of Ukraine, the National Security and Defense Council of Ukraine, inquiries and appeals of People's Deputies of Ukraine, as well as orders and directives of the ESBU and instructions of the Director of the ESBU, First Deputy Director of the ESBU, Deputy Directors of the ESBU, Deputy Director of the ESBU for Digital Development, Digital Transformations and Digitalization or persons acting in their capacity (hereinafter referred to as the ESBU Leadership), acts of other central executive authorities, including documents containing information constituting state secrets (hereinafter referred to as legislative acts, orders and instructions of the ESBU Leadership), as well as orders, directives and instructions of the Leadership of the Territorial Office;
5) conducting proactive monitoring of the execution status of legislative acts, orders and instructions of the ESBU Leadership and the Territorial Office, and promptly informing the Leadership of the Territorial Office in the event that execution within the established deadline is impossible;
6) preparation of information, reference, and other materials on matters concerning the execution of legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office;
7) organization of activities to ensure access to public information;
8) organization of activities for the consideration of citizens' appeals received by the Territorial Office;
9) organizational and methodological support for the operation of the electronic document management system of the Territorial Office;
10) provision of methodological recommendations and consultations to the employees of the Territorial Office on matters of records management, archival affairs, citizens' appeals, and inquiries;
11) maintaining registration logs for regulatory and administrative documents of the Territorial Office;
12) storing organizational and administrative documents of the Territorial Office;
13) monitoring (consolidating and storing) regulations on the structural units of the Territorial Office;
14) compiling case documents for the National Archival Fund;
15) ensuring the preservation of case documents of the National Archival Fund;
16) utilizing documents of the National Archival Fund;
17) transferring files of the National Archival Fund to the State Archives of Odesa Region;
18) processing draft regulatory acts, organizational and administrative documents, and official letters, including those marked "For Official Use Only" or "Secret", to be signed by the Head and Deputy Heads of the Territorial Office (hereinafter referred to as draft documents) in terms of ensuring their compliance with the requirements of DSTU 4163-2020 approved by the Order of the State Enterprise "Ukrainian Research and Training Center for Standardization, Certification and Quality Problems" dated July 1, 2020 No. 144, the Model Instructions on Records Management in Ministries, Other Central and Local Executive Authorities approved by the Resolution of the Cabinet of Ministers of Ukraine dated January 17, 2018 No. 55, the Instructions on Records Management in the ESBU, and the norms of Ukrainian orthography, specifically written business speech;
19) ensuring that employees of the Territorial Office are informed about the requirements for preparing draft documents;
20) organizing the collection and consolidation of informational and analytical materials for the Head of the Territorial Office and their Deputies regarding the activities of the structural units of the Territorial Office;
21) providing organizational support for the activities of the Territorial Office.
Main functions:
1) ensures the coordination of the work of structural units of the Territorial Office regarding records management, organizational and archival support, monitoring, handling of citizens' appeals, and requests for public information;
2) receives and registers incoming correspondence arriving from state authorities, central and local executive authorities, local self-government bodies, enterprises, institutions, organizations, etc.;
3) ensures the dispatch of outgoing correspondence of the Territorial Office, including documents marked "For Official Use Only";
4) carries out the exchange of official correspondence within the electronic interaction system of executive authorities with higher-level authorities, central and local executive authorities, and registers incoming correspondence: acts of state authorities, authorities of the Autonomous Republic of Crimea, and instructions of high-ranking officials, inquiries and appeals of People's Deputies of Ukraine, documents of central and local executive authorities, enterprises, institutions, and organizations;
5) certifies copies of documents within the scope of competence;
6) registers orders on core activities marked "For Official Use Only";
7) ensures the receipt and registration of documents marked "For Official Use Only";
8) prepares informational and analytical materials on the status of document workflow within the units of the Territorial Office;
9) participates in the implementation of electronic document management using modern information technologies in the field of records management;
10) ensures the receipt, preliminary review, and registration of incoming correspondence, the preparation of draft resolutions, and the timely transfer of registered documents for consideration;
11) exercises methodological guidance and control over compliance with the established procedure for handling documents within the structural units of the Territorial Office;
12) conducts reviews of the status of records management and document storage within the structural units of the Territorial Office, the frequency of which is determined by a separate regulatory act of the Territorial Office;
13) organizes inspections to verify the presence of documents marked "For Official Use Only" within the structural units of the Territorial Office;
14) prepares, within the scope of competence, proposals for the leadership of the Territorial Office on improving the forms and methods of records management within the Territorial Office;
15) maintains, in accordance with the established procedure, records of tasks whose implementation is provided for by legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office, the monitoring of which is assigned to the Department;
16) monitors the execution by the structural units of the Territorial Office of legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office;
17) prepares informational, reference, and other materials on matters concerning the execution of legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office;
18) ensures the timely receipt of informational, reference, and other materials from the structural units of the Territorial Office regarding the progress of the execution of legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office;
19) prepares and provides the structural units of the Territorial Office with proactive monitoring (information materials) regarding the deadlines for the execution of legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office;
20) informs the leadership of the Territorial Office about the status of execution within the structural units of legislative acts, orders, directives, and instructions of the ESBU Leadership and the Territorial Office;
21) provides advisory and methodological assistance to the structural units of the Territorial Office within the scope of competence of the Department;
22) informs the leadership of the Territorial Office about the failure to execute or improper execution by structural units of legislative acts, orders, and instructions of the ESBU Leadership and the Territorial Office;
23) prepares, within the scope of competence, proposals on improving the organization of monitoring and control implementation within the Territorial Office;
24) conducts the initial review of citizens' appeals and requests for public information, specifying execution deadlines, and routes them to the responsible executors;
25) carries out centralized registration, organization, and provision of prompt consideration for citizens' appeals and requests for public information, alongside the monitoring and control over their execution;
26) carries out the registration of incoming documents of a procedural and official nature, including documents received within the framework of criminal proceedings, as well as statements and notifications from employees of the Territorial Office;
27) organizes and ensures the prompt consideration of citizens' appeals received from the Government Contact Center, and routes such appeals to the responsible executors;
28) carries out centralized registration of written proposals, statements, and complaints submitted during personal appointments;
29) organizes the operation of the telephone hotline within the Territorial Office;
30) processes citizens' appeals received via the telephone hotline of the Territorial Office, routes such appeals to the responsible executors, and ensures control over their execution;
31) carries out systematic analysis and consolidation of citizens' appeals to identify their root causes, as well as the most pressing, socially significant problems requiring immediate resolution, and informs the leadership of the Territorial Office about these matters in accordance with the established procedure;
32) submits reports to the leadership of the Territorial Office regarding the status of activities related to citizens' appeals received by the Territorial Office;
33) organizes a dedicated space for information requesters to work with documents or their copies;
34) organizes personal appointments for citizens with the Head of the Territorial Office, Deputy Heads of the Territorial Office, or individuals acting in their capacity (hereinafter referred to as the Leadership of the Territorial Office);
35) provides advisory and methodological assistance to the structural units of the Territorial Office regarding the provision of access to public information and the consideration of citizens' appeals received by the Territorial Office;
36) participates in the development of draft organizational and administrative documents, regulatory acts, informational and analytical materials, and other documents on matters within the competence of the Department;
37) prepares, within the scope of competence, proposals for the leadership of the Territorial Office on improving the forms and methods of handling citizens' appeals;
38) ensures the coordination of the work of structural units of the Territorial Office regarding organizational and archival support;
39) organizes activities and exercises control over the development of regulations on the structural units of the Territorial Office;
40) carries out the accounting and storage of orders on core activities, directives, and instructions of the Leadership of the Territorial Office;
41) prepares draft resolutions of the leadership in the EDMS "Megapolis.DocNet" for organizational and administrative documents of the ESBU (orders on core activities, directives) and instructions;
42) carries out, within the scope of competence, measures for the protection of state secrets when working with classified documents;
43) ensures the application of a uniform procedure for organizing archive records management in the Territorial Office, as well as the selection, accounting, systematization, storage, processing, and utilization of documents generated in the course of the activities of the Territorial Office;
44) compiles a consolidated nomenclature of files of the Territorial Office and provides documentary support for its endorsement, approval, and enactment;
45) ensures control over the storage status and the correctness of document preparation within the structural units of the Territorial Office;
46) receives archival documents from the structural units of the Territorial Office and ensures their storage;
47) organizes the implementation of the appraisal of the value of documents generated in the course of the activities of the Territorial Office;
48) compiles and submits for consideration to the Expert Commission of the Territorial Office draft file inventories for permanent storage, file inventories for long-term (over 10 years) storage, file inventories for personnel matters (staff records), and acts on the allocation for destruction of documents not included in the National Archival Fund;
49) maintains the state accounting of documents of the National Archival Fund in accordance with the Rules for the Organization of Records Management and Archival Storage of Documents in State Bodies, Local Self-Government Bodies, at Enterprises, in Institutions and Organizations, approved by the Order of the Ministry of Justice of Ukraine dated June 18, 2015 No. 1000/5, registered with the Ministry of Justice of Ukraine on June 22, 2015 under No. 736/27181 (as amended) (hereinafter referred to as the Rules);
50) prepares and transfers documents of the National Archival Fund to the State Archives of Odesa Region for permanent storage;
51) develops regulatory, administrative, informational, analytical, and other documents regarding the organization of archival affairs of the Territorial Office;
52) provides methodological assistance and consultations to employees of the structural units of the Territorial Office on matters of archival records management, as well as the formatting and compilation of files;
53) processes draft documents and, based on the results of the analysis of their linguistic and stylistic structure, corrects grammatical, punctuation, lexical, syntactic, morphological, and stylistic errors to ensure that the draft documents feature: a logical sequence of presentation (a logical connection among all components); proper clarity of presentation (correct and professionally accurate choice of words and phrases (terms), accuracy, and, at the same time, accessibility of language); the exclusion of colloquial vocabulary, Russianisms, and narrow industry-specific jargon; conciseness (the optimal replacement of complex sentences with simple ones); and the standard compliance of linguistic means of the official-business style in accordance with modern orthographic norms;
54) communicates and cooperates with employees of the structural units of the Territorial Office on matters of the proper formatting of draft documents;
55) provides advisory and methodological assistance to employees of the Territorial Office on matters within the competence of the Department;
56) submits proposals on improving the performance of the Territorial Office regarding the preparation of draft documents;
57) participates in compiling informational and analytical materials on records management matters within the units of the Territorial Office;
58) ensures the preparation, organization, and conducting of staff meetings chaired by the Head of the Territorial Office, as well as the organization of official events of the Territorial Office with the participation of the Leadership of the Territorial Office (meetings, commissions, working groups, conferences, round tables, etc.);
59) collects, processes, and submits to the Head of the Territorial Office draft work plans and relevant reports based on proposals from the structural units of the Territorial Office;
60) monitors the execution status of the work plans of the structural units of the Territorial Office.
Contacts:
Mailing address: Territorial Office of the ESBU in Odesa region, 102 Mechnykova St, Odesa, 65007
Telephone: +38 (048) 753 12 89
Email address: odesa@esbu.gov.ua