Main tasks:
1) rganizing and managing record-keeping in the Territorial Office;
2) receiving, reviewing, and registering incoming correspondence;
3) registering, tracking, and archiving documents marked "For Official Use Only";
4) providing organizational and methodological support for the functioning of the Territorial Office's electronic document management system;
5) monitoring and controlling the execution of orders, directives, and instructions issued by the leadership of the Economic Security Bureau of Ukraine and the Territorial Office, acts of other central executive bodies, as well as public information requests and citizens' petitions;
6) rganizing work to ensure access to public information;
7) organizing work on the review of citizens' petitions;
8) providing guidelines and consultations to the staff of the Territorial Office on record-keeping, archiving, citizens' petitions, and public information requests;
9) monitoring, summarizing, and archiving regulations on structural subdivisions of the Territorial Office;
10) creating, ensuring the preservation of, and utilizing case files belonging to the National Archival Fund;
11) transferring case files of the National Archival Fund to the State Archives of the Vinnytsia region;
12) reviewing draft organizational, administrative, and official documents, including those marked "For Official Use Only," to ensure their compliance with statutory requirements;
13) dvising the staff of the Territorial Office on formatting requirements for draft documents;
14) organizing the activity planning for structural subdivisions of the Territorial Office and analyzing the execution status of their work plans.
Main functions:
1) ensures the coordination of structural subdivisions of the Territorial Office regarding record-keeping, organizational support, archiving, compliance monitoring, and handling citizens' petitions and public information requests;
2) ensures the receipt, preliminary review, and registration of incoming correspondence received from state authorities, central and local executive bodies, local governments, enterprises, institutions, organizations, etc., as well as the drafting of resolutions and the timely routing of registered documents for review;
3) ensures the dispatch of outgoing correspondence from the Territorial Office, including documents marked "For Official Use Only";
4) exchanges official correspondence within the Electronic Interaction System of Executive Bodies with higher-level authorities, central and local executive bodies, and handles the registration of incoming correspondence, including acts of state authorities, authorities of the Autonomous Republic of Crimea, directives of senior officials, inquiries, petitions, as well as correspondence from the Cabinet of Ministers of Ukraine;
5) certifies copies of documents within the scope of competence;
6) registers core business orders marked "For Official Use Only";
7) ensures the receipt and registration of documents marked "For Official Use Only";
8) organizes audits to verify the presence of documents marked "For Official Use Only" across the structural subdivisions of the Territorial Office;
9) monitors compliance by the structural subdivisions of the Territorial Office with legislative acts, orders, and directives issued by the leadership of the Economic Security Bureau of Ukraine and the Territorial Office;
10) informs the leadership of the Territorial Office regarding the execution status of legislative acts, orders, decrees, and directives issued by the leadership of the Economic Security Bureau of Ukraine and the Territorial Office within its structural subdivisions;
11) provides advisory and methodological assistance to the structural subdivisions of the Territorial Office within the scope of competence of the Sector;
12) repares, within the scope of competence, proposals for improving compliance monitoring practices within the Territorial Office;
13) participates in auditing the organization and management of record-keeping within the Territorial Office;
14) conducts the initial review of citizens' petitions and public information requests, assigning execution deadlines and routing them to the responsible officers;
15) rganizes the operation of the telephone hotline at the Territorial Office;
16) processes citizens' petitions received via the Territorial Office telephone hotline, routes them to the responsible officers, and ensures monitoring of their execution;
17) organizes personal public audiences held by the Head of the Territorial Office, Deputy Heads of the Territorial Office, heads of structural subdivisions, or persons acting on their behalf;
18) participates in drafting organizational, administrative, and regulatory acts, information-analytical reports, and other documents on matters within the scope of competence of the Sector;
19) ensures the coordination of structural subdivisions of the Territorial Office regarding organizational support and archiving;
20) organizes work and monitors the development of regulations on the structural subdivisions of the Territorial Office;
21) registers, tracks, and archives core business orders, decrees, and directives issued by the leadership of the Territorial Office;
22) participates in the implementation of e-governance using modern information technologies in the field of record-keeping and document management;
23) drafts leadership resolutions within the EDMS "Megapolis.DocNet" for organizational, administrative, and directive documents of the Territorial Office (core business orders, decrees);
24) ensures the application of a unified framework for archival record-keeping within the Territorial Office, as well as the selection, tracking, systematization, storage, processing, and utilization of documents generated during the operations of the Territorial Office;
25) compiles the consolidated file nomenclature of the Territorial Office, ensuring documentary support for its coordination, approval, and enactment;
26) ensures quality control over the storage conditions and proper formatting of documents within the structural subdivisions of the Territorial Office;
27) receives archival documents from the structural subdivisions of the Territorial Office and ensures their secure storage;
28) organizes appraisal of the value of documents generated during the operations of the Territorial Office;
29) drafts and submits to the Expert Commission of the Territorial Office draft file inventories for permanent storage, long-term storage (over 10 years), HR/personnel matters, as well as disposal acts for the destruction of documents not listed in the National Archival Fund;
30) maintains state tracking of National Archival Fund documents in accordance with the applicable Regulations;
31) prepares and transfers National Archival Fund documents to the State Archives of Vinnytsia Region for permanent storage;
32) communicates and cooperates with the staff of the structural subdivisions of the Territorial Office regarding the proper formatting of draft documents;
33) provides advisory and methodological assistance to the staff of the Territorial Office on matters within the scope of competence of the Sector;
34) submits proposals for improving the operations of the Territorial Office regarding the preparation of draft documents;
35) ensures the collection and consolidation of ongoing work plans from the structural subdivisions of the Territorial Office and reports on their execution, as well as analyzes information regarding the implementation status of these plans.
Contacts:
Mailing Address: Territorial Office of the ESBU in Vinnytsia Region,
36 Pryvokzalna St., Vinnytsia, Vinnytsia Oblast, 21001
Email: vinnytsia@esbu.gov.ua
Telephone: +38 (0432) 55 02 42