Preparation Secretariat for Convention of Traditional Loya Jirga

Secretariat of Traditional Loya Jirga has been established based on the “Decree No. 2160” of his Excellency President of Islamic Republic of Afghanistan in order to facilitate the process of conducting Traditional Loya Jirga and provide better policy, technical and logistical support to the process. The Secretariat consists of the following members:

• His Excellency Dr. Sadeq Mudaber Director General of Office of Administrative Affairs and  Council of Ministers Secretariat as the Head of Secretariat;
• Professor Najibullah Amin, Deputy Director General of Office of Administrative Affairs and  Council of Ministers Secretariat as the Policy and Technical Deputy of Secretariat; and
• Mr. Farid Hikmat, Deputy Director General of Office of Administrative Affairs and Council of Ministers Secretariat as the Operation’s Deputy of Secretariat.

Secretariat of Traditional Loya Jirga with close coordination of the preparation commission, having several technical and policy experts facilitate the process, the structure of Secretariat is as follow;

Deputy Secretariat-Technical and Policy

Technical and policy Deputy Secretariat consist of five working committees and is responsible for assisting the commission in technical and policy aspect; the five committees are as follow:

Policy Committee

This committee helps policy deputy in drafting policies and essential document, in particular responsible for the following activities;

• Preparing and drafting all policy document based on the instruction of Jirga’s commission;
• Preparing and drafting code of ethics for the commission;
• Preparing the agenda based on the instruction Jirga; and
• Helping other committees especially cultural committee in explaining the purpose of Jirga.

Member’s Committee

This committee helps the policy deputy in preparing the list of Jirga members, particularly the main task and responsibility of this committee is as follow

• Preparing the primary list of Jirga members;
• Preparing and sending letters to the organization from which Jirga members are introduced;
• Preparing database for the candidates; and
• Communication for the arrangement of members travel.

Cultural and Media Committee

This committee helps the policy of technical and policy in making proper communication to media in order to broadcast the Traditional Jirga activities and through them raising public awareness. This committee has been structured in two part; “Media” and “Public Awareness” in particular this committee is responsible for the following activities;

• Preparing and announcing related news about the Commission of Traditional Jirga to the Media;
• Preparing effective public awareness participatory program and throughout the media;
• Preparing and announcing advertisement related to the Jirga;
• Preparing and conducting public awareness program in provinces and sending necessary material to the countries where afghan refugees are located and invited; and
• Update and maintain the Jirga website.

Record and management of Jirga’s event Committee

This committee the policy deputy in managing meetings and keeping records of Jirga’s event, particularly are responsible for the following activities:

• Preparing and providing essential document/material to the meetings for the Commission’s members; 
• Recording events of Jirga, managing the records and sharing the document with respected personal;
• Recording the decision of Commission and sharing with the Secretariat for implementation;
• Translating document related to the Jirga, and;
• Doing simultaneous translation on the events day or Jirga.

Protocol Committee

This committee helps the policy deputy in welcoming and managing guest’s affairs, particularly responsible for the following activities:

• Managing all guest related issue, preparing desk, facilitating registration process of Jirga’s participant
• Registration of Jirga’s participant;
• Guiding guest and high officials to their tables;
• Preparing technical and visual graphical facilities inside the hall; and
• Preparing and managing all necessities and facilities for the participants. 

Deputy Secretariat – Administrative and Operational Affairs

This Deputy Secretariat consists of four working committees and is responsible for assisting the commission with the administrative and operational activities of the Convention (Jirga). These working committees include:

Administrative Committee

This committee helps the Deputy Secretariat through taking care of the human resources issues and coordinating members and personnel of the Secretariat. This committee has five sub-committees including: Recruitment, Information Technology, Maintenance and Supervision, Correspondences and Health and is specifically responsible for the followings:

• Harmonization of human resources issues and coordination of the members and personnel of the Secretariat;
• Provision of efficient and effective maintenance and supervision and information technology services;
• Provision of health services to the members and guests of the Convention and the Secretariat personnel;
• Temporary appointment of competent employees of the Ministries and other government agencies for the preparation process for the Convention; and
• Appointment of contracting staff and preparation and supervision of attendances of all the workers.

Services Committee

This committee helps the Deputy with logistics issues and is specifically responsible for:

• Preparation and design of the draft budget of the Convention;
• Setting up of the offices and provision of office equipments and necessities for the members of the Convention;
• Preparation of the meeting rooms for the members of the Convention and commission and preparation of a proper location for press conferences;
• Preparation of the location and the meeting rooms for the members, guests and the press inside the Hall; and
• Preparation of the equipments and materials for the commission for public awareness purposes.

Transport Committee

This committee helps the Deputy Secretariat with coordination and preparation of the transport affairs and is particularly responsible for the followings:

• Coordination and preparation of the transport services for the members of the commission and the Secretariat personnel;
• Coordination and preparation of the transportation plan, both by air and by road, for return of the members of the Convention;
• Coordination and preparation of the vehicles and movement of the members of the Convention from the airport to their pre-determined locations;
• Taking measures and transporting the personnel both inside the capital as well as the provinces for promotion of the Convention among the communities and public awareness purposes; and
• Preparation of a movement plan to transport the members of the Convention inside Kabul city.

Housing and Livelihood Committee

This committee is responsible for helping the Deputy Secretariat with housing and livelihood affairs and is responsible for:

• Finding out and recommending appropriate locations for accommodation of the members of the Convention;
• Provision of the necessary accommodation and livelihood services for members of the Convention and the personnel of the Secretariat;
• Identification of the members of the Convention who do not require accommodation during the Convention;
• Organizing proper locations for serving supper and beverages; and
• Supervising the process of accommodation and livelihood services provision.

It is worth mentioning that the Director of the Secretariat is also a member and reports to the Convention Commission on all the performances and accomplishments of the Commission. Moreover, the Secretariat has estimated expenses of both the Commission and the Convention itself.

According to the internal procedures of the Convention Commission, during the Convention, the Secretariat will work as the Convention Secretariat.