22 November 2018
254

On approval of Rules and Procedures of West Kazakhstan oblast akim’s administration

No. 10 Dated "April 26", 2017

 

 

On approval of Rules and Procedures of

West Kazakhstan oblast  akim’s administration

 

 

 

In accordance with the Law of the Republic of Kazakhstan dated January 23, 2001 “On Local State   administration and self-government in the Republic of Kazakhstan” and the Law of the Republic of Kazakhstan dated April 6, 2016 “On Legal Acts”, the akim of the West Kazakhstan oblast RESOLVED:

  1. To approve the enclosed regulations of akim’s administration of the West-Kazakhstan oblast .
  2. As prescribed by law, the state institution “Administration of the Akim of the West Kazakhstan oblast” to take the necessary measures arising from this decision.
  3. Control over the implementation of this decision to be entrusted to the head of Administration of the Akim of the West Kazakhstan oblast K. Kanayev.

 

 

B.Azbayev

Acting

Regional akim


Approved by West Kazakhstan oblast  Akim’s decision

№10 Dated "April 26", 2017

 

Regulations

of Akim's administration of the West Kazakhstan oblast

 

  1. General Provisions

 

1.1. The present regulations of the Akim's administration of the West Kazakhstan Oblast (hereinafter - the Regulations) establish the internal order of activity of the West Kazakhstan oblast  Akim's administration (hereinafter - administration) in the process of carrying out the functions and responsibilities assigned to it.

1.2. The administration and its structural subdivisions (hereinafter - subdivisions) carry out research, organizational and legal and material support of administration  and akim of the West Kazakhstan oblast (hereinafter - akim of the region).

1.3. The activity of the administration is regulated by the Constitution of the Republic of Kazakhstan, the Law of the Republic of Kazakhstan dated January 23, 2001 “On Local State administration and Self-Government in the Republic of Kazakhstan”, and the Law “On Administrative Procedures”, dated November 27, 2000, other regulatory legal acts of the Republic of Kazakhstan and these Regulations.

 

Provisions envisaged by the Regulations are applied in the activities of the administration to the extent not regulated by other legal acts of the Republic of Kazakhstan.

 

1.4. The deputies of the regional akim and the head of the administration perform functions according to the assignment of responsibilities established by the decision of the regional akim. In the case of a long absence of the regional akim or impossible fulfilling his duties, his authority is exercised by the deputy appointed by the akim.

1.5. Regulations control the order of:

1) Administration activities;

2) Preparation and conducting working meetings of the regional administration;

3) Preparation and holding events with the participation of the regional authorities;

4) Preparation and execution of draft acts of administration and regional akim;

5) the organization of control and verification of the execution of legislative acts, acts and instructions of the President, the Government, the Prime Minister of the Republic of Kazakhstan, the administration and the regional akim, his deputies and the head of the administration.

1.6. The objectives of the Regulations are as follows:

1) ensuring efficient and continuity operation of the administration; 

2) provision of high-quality preparation of draft resolutions of the administration , decisions and orders of the regional akim;

3) ensuring coordinated actions of all local executive bodies and officials of the region;

4) establishment of mutual responsibility of local executive bodies for the execution of acts and instructions of the President, the Government, the Prime Minister of the Republic of Kazakhstan, the administration and akim of the region, his deputies and the head of the administration.

 

 2.Planning work

 

2.1. The administration plans its activities in accordance with the annual work plan of the administration and quarterly work plans of the departments.

2.2. The annual work plan of the administration (hereinafter in this section - work plan) is developed on the basis of the proposals of the departments. 

Proposals are made to the department of organizational and inspection work (hereinafter - the Organizational Department) until December 10 of the year preceding the planned one.

Work plans and the annual report on the results of the activities of the administration are approved by the Head of the administration. Approved Work Plans of the Administration are sent for review and execution to the Deputy Heads of the Administration and departments.

2.3. The draft work plan is developed in accordance with Annex 1 of these Regulations and approved by order of the Chief of Administration no later than December 25 of the year preceding the planned one.

2.4. Control over the execution of the work plan is carried out by the Organizational Department, which following the results of the year until 20 of January prepares the General Report to the head for the Administration.

2.5. To form a General report, departments submit information on the implementation of activities to the Organizational Department by 10 of January.

2.6. Departments shall develop and shall approve quarterly work plans in accordance with the form in Appendix 2 to these Regulations to implement the work plan no later than the last day of the month preceding the planned period.

2.7. Departments on a quarterly basis, no later than the 10th day of the month following the reporting period, shall submit progress reports for the reporting period to the deputy heads of the Administration, coordinating their activities.

2.8. The decision to exclude measures from the work plans of the Administration or to postpone their execution dates is made by the Head of the Administration (or by the person acting as him) on the basis of a memo submitted by the head of the department.

2.9. The weekly work schedule of the  region akim is formed by the Organizational Department. Amendments to the schedule of the regional akim are carried out by the Organizational Department on the basis of proposals made by the deputies of akim of the region, the head of the Administration and his deputies.

2.10. The schedule of events in the halls of the Administration is formed weekly by the organizational department on the basis of applications from the deputies of akim of the region, the head of the Administration, his deputies and concerned departments.

 

3.The order of preparation and execution of official events

with the participation of the management of the region

 

3.1. Departments, regional administrations, the Press Secretary, assistants and advisers to the  region akim when preparing drafts of speeches, articles, interviews, and other materials for official events with the participation of the oblast management (hereinafter – draft speeches) must comply with the requirements of these Regulations.

3.2. The organizational department within 10 (ten) working days shall notify the departments and concerned regional administrations of the upcoming event.

3.3. The departments and regional administrations involved in the event for 7 (seven) working days are sent to the organizational department the following:

1) reference materials;

2) script, brief program and rules of procedure;

3) information about the place, date, format;

4) a list of participants in the event;

5) seating arrangements for participants in the event;

6) the draft speech in the state and Russian languages.

3.4. Materials are sent via the internal network of electronic document circulation or   official correspondence, signed by the head of the department or his deputy or the head of the regional administration concerned.

3.5. The preparation of speeches by the regional akim is carried out by the advisor to the regional akim with the participation of the departments and regional departments involved in the event.

3.6. Draft speeches of regional akim must meet the following requirements:

1) have a clear presentation line;

2) contain verified information, officially confirmed statistical and actual data;

3) do not contain replay of fragments of already public speeches;

4) maximally correspond to the format of the event;

5) meet the standards of the business, standard Kazakh and Russian languages, as well as the style of oral speech. 

3.7. Responsibility for the accuracy of statistical, actual data and the quality of the submitted materials are borne by the persons who signed them, the accuracy and the reliability of data are provided by the relevant department.

3.8. Materials for approval to the Head of the Administration shall be submitted no later than 3 (three) working days before the event.

In preparing draft speeches of the  region akim or a person officially replacing him, other deadlines may be established at the events which implementation is urgently determined by the administration’s management.

3.9. Upon coordination with the Head of administration, the organizational department shall transfer the materials to the assistant of regional akim no later than 2 (two) working days before the planned event.

3.10. When preparing draft for the largest, socially significant events, important social events with the participation of the regional akim, temporary working groups may be created with the participation of representatives from the departments and government bodies under the general supervision of the official responsible for the preparation of the relevant event.

3.11. The participation of media representatives (hereinafter - the media) in the events is coordinated with the Press Secretary 3 (three) working days before the event.

 

4.The order of preparation of working trips of regional akim

 

4.1. The organization and preparation of working visits of the regional akim are carried out by the Organizational Department together with the departments, administration s of the districts and the city of Uralsk, as well as concerned regional administrations.

4.2. Administration s of districts and the city of Uralsk annually until 1 of December, submit proposals for working visits of the regional akim for the next year to the Organizational Department.

4.3. Based on the proposals submitted by administration s, the Organizational Department forms a draft Plan of business trips for the next year and, after agreement with the deputies of the  region akim and the Head of the administrations, shall submit them by December 20 for further coordination with the akim of the region.

The agreed Plan of working trips is included in the work schedule of the regional akim. The plan of business trips can be changed as directed by the regional akim.

4.4. The Organizational Department notifies the concerned administration s, regional administrations and departments 15 (fifteen) working days before the upcoming trip.

4.5. Administration s and, if necessary, other concerned state bodies, 10 (ten) working days before the trip, submit the following materials to the Organizational Department:

1) the draft program of the working trip of the regional akim (hereinafter -  the Program); 

2)   reference materials (socio-economic situation and socio-political situation, materials on the subject of the trip, issues of concern, passports of objects and etc.);

3) draft instructions of the akim, agreed with the deputies of the region akim, attaching   documents confirming:

  • compliance with strategic and program documents;
  • effectiveness and efficiency;
  • real deadlines;
  • economic feasibility and availability of resources.

4.6. Responsibility for the accuracy of the submitted materials are borne by the persons who signed them, the accuracy and the verification of the data are provided by the relevant department.

4.7. The received materials are sent by the Organizational Department to the relevant departments for reverification and coordination with the supervising deputies of the regional akim within three working days.

4.8. If necessary, the concerned departments shall submit to the organizational department additional information on the situation in the area visited regarding their competence.

4.9. The Organizational Department, 5 (five) working days before the forthcoming working trip, shall form the final package of materials and submit it for approval to the Head of the administration.

In the preparation of unscheduled business trips of the  region akim or a person officially replacing him, the management of the administration may establish other deadlines for preparing the necessary materials.

4.10. Upon coordination with the Head of the administration, the Organizational Department transfers the materials to the assistant regional akim no later than 2 (two) working days before the working trip.

4.11. A Press Secretary following the results of the working visit of the regional akim during 1 (one) working day prepares informational messages in the state and Russian languages ​​and ensures their placement on the official website of the regional administration .

4.12. Administration s of districts, Uralsk city shall provide:

1) preparation of location for events (availability of appropriate furniture, lighting equipment, sound amplification, simultaneous translation equipment, banner, floristics and other necessary items);

2) if necessary, the preparation of the places of residence of the regional akim and accompanying persons;

3) post-visit coverage of the regional akim's working trip in the local media;

4) preparation of a report on the results of the working trip of the  region akim to the Administration with a detailed reflection of the main aspects of the event within 2 (two) working days from the completion of the working trip. 

4.13. The press secretary, together with the   Internal Policy Management of the West Kazakhstan oblast , no later than 2 (two) working days from the   completion of the working visit of the regional akim provide post visit coverage of his working visit in regional broadcast and print media.

 

5.The order of preparation and holding meetings under the chairmanship of the regional akim or his deputy

 

5.1. Preparing and arranging meeting of the Administration :

1) is carried out by deputies of regional akim, territorial (as agreed) and executive bodies of the region, departments.

2) Administration  meetings are held at least once a month and are convened by the regional akim. If necessary, akim of the region convenes an extraordinary meeting of administration .

3) Akim of the region presides at meetings of administration , in his absence - deputy akim, acting oblast akim.

4) Meetings of the administration  are, as a rule, open and are held in the state and (or) Russian languages.

If necessary, some issues can be considered in closed meetings of the administration , and it is also possible to conduct offsite meeting of the administration .

5) Quorum of Administration  meeting shall be at least two thirds of administration  members.

Decisions are made at the administration  meeting based on the results of consideration of the issue.

Resolutions are adopted by a majority vote of the present Administration  members.

6) Deputies of the Parliament of the Republic of Kazakhstan, the West Kazakhstan oblast maslikhat, akims of districts (city) may attend the meetings of the administration , as well as with the right of an advisory vote - the heads of the territorial subdivisions of the central state bodies (hereinafter - CSB) and other officials according to the list agreed with the regional akim.

7) The Head of administration, on the fifth day of each month, coordinates with the regional akim (orally) the agenda of the upcoming administration  meeting according to the Annual List of Issues for consideration at the administration  meetings, approved by the akim of the region.

The organizational department, on the tenth day of each month, ensures the distribution of the agenda with a covering letter signed by the deputy Head of the Administration to the concerned state bodies for execution within a specified period.

8) Territorial (as agreed) and the executive bodies responsible for the preparation of materials (according to the distribution) in a period of 5 (five) working days before the meeting of the regional administration  shall submit a package of documents to the Organizational Department. The package of documents shall contain the following:

  • draft resolution (an explanatory note, background statement, index distribution link to it (if the draft regulatory legal act - background statement in the state and Russian languages, expert findings of accredited associations of private entrepreneurship subjects in the event that a regulatory legal act affects the interests of private entrepreneurs subjects, recommendations of the public council, if the regulatory legal act affects the rights, freedoms and duties of citizens, a comparative table of the previous and the new edition of the regulatory legal act with the appropriate justification of the changes and additions made in the event that changes and (or) additions are made to the regulatory legal act);
  • form of control of instructions for the implementation of instructions of the draft resolution;
  • guest list;
  • reference (should not exceed three pages);
  • a list of problematic issues and proposals for solving them;
  • report (up to 5 minutes);

-  slides (in color image).

9) Materials to administration  meetings should be submitted in compliance with the following requirements:

-  in the state and, if necessary, in Russian, on electronic and paper media;

- be endorsed by the first head of the state body submitting the documents, or by the person replacing him, authorized for the right of first signature;

- agreed with the deputy akim of the region on supervised issues, the head and departments of the administration;

-  draft, report and certificate should have identical headings with the question specified in the agenda;

-  Additional information is attached, if necessary, to the materials submitted to the administration  meeting.

The list of guests, formed by territorial (as agreed) and executive bodies (according to the distribution), is necessarily coordinated with the supervising deputy akim of the region.

10) The concerned departments, within four working days before the administration  meeting, should analyze, verify the accuracy of the information presented in the materials, if necessary with departure to the location, and are obliged to submit to the Head of the administration a final certificate on each issue considered at the regional administration  meeting. 

In case of late submission of materials by the relevant state bodies, the departments in writing report to the Head of the administration to take disciplinary measures.

Responsibility for the quality and timely submission of materials rests with the deputies of akim of the region, the first heads of territorial (as agreed) and executive bodies (according to distribution), heads of departments.

11) Organizational department forms a package of documents submitted by the departments and sends it to the Head of the administration within 3 (three) working days before the meeting of the regional administration .

12) After approval of the materials by the regional akim, the Organizational department within two days before the administration  meeting, forms the a distributing material to:

-  regional akim - agenda, rules of procedure, list of invitees, list of draft resolutions, certificate, report and screens;

-  the first deputy akim of the region, deputies of akim of the region, Head of the administration - the agenda, list of draft resolutions, report and screens;

-  members of the administration , akims of districts and city of oblast subordinance - an agenda and a list of draft resolutions.

13) The Organizational department ensures the participation of those invited to the meeting of the administration  and, together with the department of information technology and monitoring of public services, provides:

  • seating of participants of the administration meeting;
  • connection of audio or video equipment;
  • Simultaneous translation in conjunction with the Department for the Development of Languages ​​of the West Kazakhstan oblast .

14) When holding an unscheduled (emergency) meeting of the administration , the Organizational department provides for the distribution of the agenda to members of the administration  and those invited.

15) A protocol is recorded at the meeting of the administration , which indicates the officials presented, the names and subject of the issues discussed, speakers and orators during the discussion (if necessary, the main content of their speeches, comments) and resolutions adopted by the administration  members. Discussion of issues at meetings is recorded on electronic media.

The protocol is drawn up within 1 (one) working day from the date of completion of the meeting of the administration  by the Organizational Department, shall be endorsed by the deputies of the regional akim on supervised issues, the Head of the administration and signed by the chairperson.

Protocols of administration  meetings are drawn up in accordance with the File Register.   Protocols are sent to the concerned state authorities and to officials according to the distribution, which is approved by the deputy Head of the administration.

The original Protocols of administration  meetings as well as attached documents, are stored in the Documentation Support Department (hereinafter - the general department). The Protocols of meetings of the administration  and attached documents on the expiration of the period of temporary storage shall be submitted to the archive of the administration.

16) Control and monitoring of the execution of instructions given at the administration  meeting is carried out by the Organizational Department.

17) A press secretary, together with the Administration of Internal Policy of the West Kazakhstan oblast, no later than 1 (one) working day from completion of the meeting of the regional administration , provides coverage of his work in regional broadcast and print   (if necessary) media.

5.2. The procedure for preparing materials and ensuring the participation of regional akim at meetings of the Government of the Republic of Kazakhstan:

1) Preparation of materials and ensuring the participation of the regional administration  at meetings of the Government of the Republic of Kazakhstan (hereinafter - the Government meeting) is carried out by deputies of regional akim, territorial (as agreed) and executive bodies of the region, departments.

2) Akim of the region, deputies of the region, the head of the administration, the first heads of the territorial (as agreed) and executive bodies (according to the list approved by the head of the administration) and other concerned persons participate in the meetings of the Government in videoconferencing mode.

3) After receiving the agenda of the Government meeting, the analysis and control department within one day ensures the distribution of the agenda to the concerned state bodies for execution within the specified period.

4) Territorial (as agreed) and executive bodies responsible for the preparation of materials (according to the index/list of distribution list), within five (5) working days before the Government meeting, should submit the following materials to the departments:

  •  reference (should not exceed three pages);
  •  guest list;
  •  if necessary, the draft report (no more than 1.5 pages) of the oblast akim, or a person acting as  region akim (in the state and Russian languages).

The list of invitees, which is formed by territorial (as agreed) and executive bodies (according to the index/distribution list), must be coordinated in a mandatory manner with the supervising deputy akim of the region.

5) The heads of departments, within 3 (three) working days before the Government meeting, must coordinate the submitted materials with the supervised deputy akim of the region and are obliged to submit the agreed materials to the Organizational Department.

The Organizational Department should, within two working days before the meeting of the Government, prepare the procedure for conducting to the  region akim or the person performing his duties to ensure the participation of those invited at the apparatus meeting.

6) After forming the finished materials, the Organizational Department, within 2 (two) working days before the Government meeting, sends the documents to the head of the administration, who submits the materials to the oblast akim.

Finished materials must be submitted in compliance with the following requirements:

  • in the state and Russian languages, in electronic and paper media;
  • be endorsed by the first head of the state body that submits the materials, or by the person who replaces him, authorized for the right of first signature;
  • agreed with the deputies of the regional akim on supervised issues, the head of the administration and heads of departments.

7) In the case of late submission of materials by the relevant state bodies, the departments report in writing to the Head of the administration for taking disciplinary measures.

Responsibility for the quality and timely submission of materials rests with the deputies of akim of the region, the first heads of territorial (as agreed) and executive bodies (according to the index / list of the distribution), heads of departments.

8) The Organizational Department provides seating for the participants, connecting the audio or video equipment, coordinating with the supervising deputy head of the administration.

9) The Organizational Department together with the Department for the Development of Languages ​​in the West Kazakhstan oblast, if necessary, provides simultaneous translation.

10) According to the results of the Government meetings, the  region akim submits a number of questions for discussion with the participants of the meetings. At meetings    by the Organizational Department protocol is recorded in which the instructions of the  region akim are indicated to the respective persons.

Discussion of issues considered after meetings of the Government is recorded on electronic media.

The final protocol is drawn up within 1 (one) working day from the date of completion of the Government meetings by the relevant department, signed by the deputies of akim of the region in charge of issues, the Head of the administration and signed by the regional akim.

The protocols are drawn up in accordance with the File Register. The protocols are sent to the concerned state bodies and officials according to the distribution list.

11) Control and monitoring of the course of execution of instructions given on the results of Government meetings is carried out by the Analysis and Control Department and the Organizational Department.

 

5.3. The order of preparation and holding of operational meetings chaired by the  region akim is as follows:

1) Preparation of materials and holding of operational meetings chaired by akim of the region (hereinafter - operational meeting) is carried out by deputies of akim of the region, territorial (as agreed) and executive bodies of the region, departments concerned.

2) operational meetings are held as needed.

3) The  region akim presides at the operational meeting, in his absence - the deputy, acting oblast akim.

4) deputies of akim of the region, the head of the Administration, akims of districts (via videoconferencing), the first heads of territorial (as agreed) and executive bodies (according to the index/distribution list), and other concerned persons take part in the operational meeting.

5) The head of the Administration routinely coordinates with the regional akim the agenda of the operational meeting on the basis of a list of topical issues submitted by the territorial (as agreed) and executive bodies.

6) After approval by the regional akim of ​​the agenda of operational meeting, the Organizational Department, seven (7) working days before the operational meeting, ensures the distribution of the agenda with a covering letter signed by the deputy head of the Administration to the concerned state bodies for execution within a specified period.

7) The territorial (as agreed) and executive bodies responsible for the preparation of materials (according to the index/distribution list), within 3 (three) working days before the operational meeting, submit the following materials to the departments concerned:

  • reference on the issue under consideration, not exceeding three pages;
  • draft report;
  • List of persons invited to the operational meeting.

The list of invited persons, formed by territorial (as agreed) and executive bodies (according to the index/distribution list), must be mandatorily agreed with the supervising deputy akim of the region.

8) The heads of departments, three (3) working days before the operational meeting, coordinate the submitted materials with the supervising deputy akim of the region and submit the agreed materials to the Organizational Department.

9) The Organizational Department, 2 (two) working days before the operational meeting, should prepare the rules of procedure for conducting to the regional akim or the person performing his duties, notify those invited to the operational meeting.

10) After the formation of the finished materials, the Organizational Department sends the documents to the Head of the Administration, who transfers the finished materials to the oblast akim.

Finished materials must meet the following requirements:

  • Be formed in the state and Russian languages, on electronic and paper media;
  • be endorsed by the first head of the body submitting the materials, or by the person who replaces it, with the right of first signature;
  • Coordinated with deputies of regional akim on supervised issues, head of the Administration, heads of departments.

11) In the case of late submission of materials by the relevant state bodies, the departments shall report in writing to the Head of the Administration for taking disciplinary measures.

Responsibility for the quality and timely submission of materials rests with the deputies of akim of the region, the first heads of territorial (as agreed) and executive bodies (according to the index /distribution list), heads of departments.

12) Seating of participants, the connection of audio or video equipment is provided by the Organizational Department in coordination with the Deputy Head of the Administration.

13) A protocol is recorded at the operational meetings, in which the instructions of the  region akim are indicated to the respective persons. Discussion of issues addressed at the operational meeting, recorded on electronic media.

The protocol is drawn up within 1 (one) working day from the date of the end of the operational meeting by the department responsible for holding the operational meeting, is endorsed by the deputies of akim of the region for supervising issues, the Head of the Administration and signed by the regional akim.

Minutes of the operational meetings are drawn up in accordance with the File Register and are sent to the concerned state bodies and officials according to the index / distribution list.

14) Control and monitoring the progress of the execution of instructions given at the operational meetings is carried out by the general department.

5.4. The order of preparation and holding of operational meetings chaired by the  region akim is as follows:

1) Preparation of materials and conducting operational meetings chaired by the  region akim (hereinafter - the operational meeting) is carried out by the deputies of region akim , territorial (as agreed) and executive bodies of the region, departments.

2) Operational meetings are held at the request of the  region akim on topical issues in working order.

3) Operational meetings can be held in the meeting rooms and in the office of the regional akim.

4) The agenda of the operational meeting is determined by the oblast akim, may be initiated by the deputies of the region akim and the head of the Administration.

5) After approval of the agenda of the operational meeting by the akim, the relevant departments immediately provide the distribution of the agenda with a cover letter signed by the deputy head of the Administration to the interested bodies for execution within the specified time.

6) Territorial (by agreement) and executive bodies responsible for the preparation of materials (according to the index/distribution list), in the time specified in the letter must submit to the departments the following materials:

  • reference (should not exceed three pages);
  • draft report of speakers;
  • invite list.

7) The list of invitees, formed by the territorial (as agreed) and executive bodies (according to the index/distribution list), is necessarily agreed with the supervising deputy akim of the region.

8) The Heads of the Departments of the Administration according to the issues under their supervision, immediately after receiving the materials from the territorial (as agreed) and executive bodies (according to the index/distribution list), analyze, check the accuracy of the information presented in the certificate, if necessary, visit the site. Preparation of the rules of procedure of the  region akim or the person performing his duties, ensuring the participation of those invited to the operational meeting is carried out by the relevant department heads.

9) After the formation of the finished materials, the corresponding heads of departments transfer the documents to the Organizational Department, which transfers the finished materials to the  region akim after consultation with the Head of the Administration.

Finished materials must be submitted in compliance with the following requirements:

   in the state and (or) Russian languages, in electronic and paper media;

  • be endorsed by the first head of the body submitting the materials, or by the person who replaces him, authorized for the right of first signature;
  • Be coordinated with deputies of regional akim on supervised issues, head of the Administration, heads of departments.

10) Responsibility for the quality and timely submission of materials rests with the deputy akim of the region, the first heads of territorial (as agreed) and executive bodies (according to the index /distribution list) and the heads of departments on supervised issues.

11) Seating participants, the connection of audio or video equipment is provided by the Organizational Department in consultation with the deputy head of the Administration.

12) A protocol is recorded at the operational meetings in which the instructions of the regional akim to the corresponding persons are indicated. Discussion of issues addressed at operational meetings, recorded on electronic media.

The protocol is drawn up within 1 (one) working day from the day of the operational meeting by the relevant department, endorsed by the deputies of akim of the region in charge of issues, the head of the apparatus and signed by the akim of the region.

Protocols of the operational meetings are drawn up in accordance with the File Register. The protocols are sent to the concerned state bodies and officials according to the index/distribution list.

13) Control and monitoring of the execution of instructions given at operational meetings is carried out by the general department.

5.5.The order of preparation and holding meetings of regional commissions and coordination councils chaired by akim of the region:

1) Preparation of materials and holding meetings of regional commissions and coordination councils chaired by the region akim (hereinafter - meetings of commissions and councils) is carried out by deputies of oblast akim, territorial (as agreed) and executive bodies of the region, departments.

2) Meetings of commissions and councils are held in accordance with the provisions of the commissions and coordination councils, and the schedule of meetings.

3) The date and time of the commissions / councils in working order are agreed with the Head of the Administration;

4) The agenda of meetings of the commissions and councils is approved by the  region akim according to the annual schedule of meetings, depending on the commission and council. 

5) when the regional akim approves the agenda of the meetings of the commissions and councils, the relevant working bodies (territorial (as agreed) and executive bodies ensure the distribution of the agenda with a covering letter signed by the supervised deputy akim of the region or the Head of the Administration, depending on the commission and council. to the interested state bodies for execution within the specified period.

6) Territorial (by agreement) and executive bodies (according to the index / distribution list), that responsible for preparing materials within the period specified in the letter must submit the following materials to departments, depending on the commission and the council:

  • reference (should not exceed three pages);
  • rules of procedure;
  • draft report of speakers;
  • invite list.

7) The list of invitees formed by territorial (as agreed) and executive bodies (according to the index / distribution list) is necessarily agreed with the supervising deputy akim of the region or the head of the Administration, depending on the commission and the council.

8) Departments should immediately after receiving materials from the territorial (as agreed) and executive bodies (according to the index/distribution list) analyze, verify the accuracy of the information presented in the certificate, if necessary, visit the site, and provide them to the supervising deputies of the regional akim. The deputies of the regional akim provide final materials to the akim of the region.

Finished materials must be submitted in compliance with the following requirements:

  • in the state and Russian languages, in electronic and paper media;
  • be endorsed by the first head of the state body that is submitting the materials, or by the person who replaces it, authorized with the right of first signature.

Responsibility for the quality and timely submission of materials rests with the deputy akim of the region, the first heads of territorial (as agreed) and executive bodies (according to the index / distribution list), heads of departments, depending on the commission and council.

9) Seating participants, the connection of audio or video equipment is provided by the Organizational Department.

10) At meetings of the commissions and councils, protocol is recorded in which the instructions of the regional akim are indicated to the relevant persons. Discussion of

 the issues considered at the meetings are recorded on electronic media.

      The protocol is drawn up within 1 (one) working day from the date of the meeting’s completion by the working body, endorsed by the deputies of akim of the region in charge of issues, the Head of the Administration and signed by the akim of the region.

         Protocols of the meetings of commissions and councils are drawn up in accordance with the File Register. The protocols are sent to the concerned state bodies and officials according to the index / distribution list.

11) Control and monitoring of the course of execution of instructions given on the results of meetings of commissions and coordinating councils is carried out by the working body (territorial (as agreed) and executive bodies, departments) depending on the commission and council.

 

5.6. The Organizational Department and the limited liability partnership “Economic management of the West Kazakhstan oblast Akim Office” are responsible for the preparation of the premises and the workplace of the regional akim at the retreats and working trips.

Preparation includes:

1) installation and organization of work of necessary equipment;

2) microphones work;

3) the arrangement of water, glasses;

4) the arrangement of clock, paper, pens, pencils;

5) manufacture and placement of the setting;

6) registration of the meeting participants;

7) Seating of participants invited to events.

 

5.7. Preparation of meetings with the participation of deputies of akim of the region, the head of the Administration is carried out by the supervised departments, according to their affiliation.

In case of holding a meeting in the halls of the Administration, the responsible department notifies the Organizational Department about the date, time and place of the meeting no later than two (2) days.

The day before the meeting, the responsible department is transmitted the list of participants, signed by the head of the Administration, to the pass office.

 

6.The order of interaction of local executive bodies when considering procuratorial directives

 

6.1. Consideration of procuratorial directives, addressed to the management of the region, on behalf of the deputies of akim of the region, is carried out by the executive body concerned with issues that have become the subject of procuratorial directives.

6.2. In accordance with the Law of the Republic of Kazakhstan as of December 21, 1995 “On the Prosecutor’s Office”, procuratorial directive is subject to review with the participation of all concerned persons, with the invitation of representatives of the prosecutor’s office.

6.3. The department, which is entrusted with the consideration of the procuratorial directive, prepares a draft response to the regional prosecutor’s office signed by the deputies of region akim and, if necessary, takes other measures arising from the procuratorial directive.

6.4. Draft joint participants responses to procuratorial directive are submitted to the concerned department no later than 5 (five) working days before the expiration of the response time to the specified acts established by the Law of the Republic of Kazakhstan as of December 21, 1995 “On the Prosecutor’s Office”.

 

7.The order of preparation for consideration of the performance of district, city of oblast subordinance administration s and regional administrations by the regional akim

 

7.1. The performance of administration s of districts, city of oblast subordinance and regional departments can be reviewed by the regional akim on a personal reception of senior officials of state bodies, during a thematic workshop or on the basis of written materials submitted by state bodies.

7.2. Responsibility for the preparation and quality of the materials of the performance of state bodies examined at the akim of the region lies with the deputies of akim of the region and the relevant departments.

7.3. The overall coordination of work on the preparation of the consideration by the regional akim of the performance of state bodies is carried out by the deputies of the regional akim and the head of the Administration within their competence.

7.4. The responsible department within 5 (five) working days from the date of receipt of the information, speech or report prepares an expert opinion, if necessary, may request additional materials in written or oral form from government bodies.

7.5. Based on the results of the review and analysis of all the available materials, the responsible department forms the final materials, including information, a speech or report of the state body and an expert opinion of the responsible department (no more than five pages).

7.6. The responsible department endorses the expert opinion at the deputy akim of the region, the head of the Administration and sends the final materials to the Organizational Department for the subsequent introduction to the oblast akim.

 

8.The order of registration of protocols on the results of meetings with the participation of the region akim in the office of akim

 

8.1. Protocols (if necessary transcripts) of official visits, a report of the  region akim to the population and an annual discussion of the Message of the Head of State are provided by the Organizational Department in cooperation with the Administartion of Internal Policy of the West Kazakhstan Oblast.

Protocols on performance discipline, organizational events draws up the Organizational Department.

Protocols of retreats and working visits of the  region akim are prepared by the Organizational Department.

8.2. Minutes of meetings (selector, working), including several questions from different areas are drawn up by the relevant department and agreed with the supervising deputies of the regional akim.

8.3. The minutes shall indicate the chairperson, the persons present, the agenda, the names of the speakers and orators during the discussion, the instructions expressed during the discussion, the responsible executives and the deadlines for execution.

8.4. Minutes of the advisory bodies (hereinafter - AB) are drawn up by the working body of this AB and are agreed with the vice-chairman of AB.

8.5. The protocol must necessarily indicate to whom control is imposed on its execution. Protocol orders are drawn up in the form of paragraphs and sub-paragraphs, denoted by Arabic numerals. The protocol instructions must be executed clearly, understandably, the deadlines for execution are real.

Draft protocols of meetings and conferences with the participation of regional akim are prepared in the state and Russian languages.

All protocols are drawn up within 1 (one) working day, unless a different deadline has been established, and are coordinated within 1 (one) day with the supervising deputies of the  region akim (taking into account interchangeability), the Head of the Administration, the concerned department head. After agreement on the amendments and making the appropriate corrections, the draft protocols are sent to the regional akim for signature.

8.6. Control over the design and timely provision of protocols is carried out by the general department.

Information about the meetings held in the general department is provided by the Organizational Department and the departments in charge of the issues 1 day before the meeting.

 

The general department maintains a separate register of meetings, under which it monitors the developed and submitted minutes.

8.7. Department staff responsible for the preparation of events in electronic form transfer the protocol and index of distribution to the general department. Registration with assignment of protocol number and distribution is carried out by the general department.

8.8. The minutes of meetings of the regional administration  are made out by the Organizational Department and are coordinated with the Deputy Head of the Administration and the Head of the Administration. The minutes of administration  meetings are made within 3 (three) working days.

8.9. The Organizational department together with the Administration for the Development of Languages ​​of the West Kazakhstan Oblast provides simultaneous interpretation at all the above meetings.

 

9.Execution, passage, consideration of incoming and outgoing

correspondence

 

9.1. Consideration and passage of incoming, outgoing correspondence and other official documents in the Administration are carried out in accordance with the Law of the Republic of Kazakhstan "On Administrative Procedures", Resolution of the Government of the Republic of Kazakhstan No. 168 dated January 31, 2001 "On Approval of Certain Instructions", these Regulations and other internal documents approved by the head of Administration.

9.2. The procedure and conditions for the organization of electronic document management in the Administration are determined in accordance with the Law of the Republic of Kazakhstan dated January 7, 2003 “On Electronic Document and Electronic Digital Signature”, Resolution of the Government of the Republic of Kazakhstan No. 430 dated April 17, 2004 “On Approval of Rules of the Electronic Document Management”, these Regulations and other internal documents approved by the head of Administration.

9.3. The organization and management of secret document management is carried out by the chief inspector for working with secret documents in accordance with the Security Instruction. The procedure and conditions for the organization of electronic document management shall not apply to documents containing information constituting state secrets of the Republic of Kazakhstan.

9.4. The procedure for maintaining documents marked “For official use” is carried out by the general department in accordance with the decree of the Government of the Republic of Kazakhstan No. 1196 dated December 31, 2015 “On approval of the Rules for classifying information as official information of limited distribution and working with it”.  

The procedure and conditions for the organization of electronic document management do not apply to documents marked “For official use only”.

9.5. for document management (accounting, preservation and timely passage of documents, control over their execution) and the state of the Unified Electronic Document Management System (hereinafter - UEDMS) in the departments are responsible their managers.

9.6. Instructing the newly appointed and controlling the work of the staff of the Administration in UEDMS is carried out by the department of information technology and monitoring of public services.

9.7. The personnel management service introduces the newly hired employees to the Provision on the Akim’s Administration of the West Kazakhstan Oblast, the Regulations of the Administration  of the West Kazakhstan Oblast, the Instruction on Document Management in the Akim’s Administration and other documents regulating the work of the Apparatus.

9.8. When changing the heads of departments the cases and documents to them are transferred to the newly appointed head or responsible official on the act of transfer and acceptance.

9.9. Incoming correspondence of local executive bodies is entered into the Administration signed by the following persons:

  • if addressed to the region akim signed by the first heads (heads of regional departments, akims of districts and the city of Uralsk);
  • if addressed to the deputies of akim of the region, the head of the Administration signed by the first heads and their deputies (heads of regional administrations, akims of districts and the city of Uralsk and their deputies);
  • if addressed to the Administration signed by the first heads and their deputies (heads of regional administrations, akims of districts and the city of Uralsk and their deputies, heads of akims of districts and the city of Uralsk Administration).

9.10. All incoming correspondence is accepted in the state language (if necessary, in other languages) and is registered by the general department on the day of receipt from 9 a.m.  to 5 p.m., on Saturday - from 10  a.m. to 1 p.m.

Registration of documents received after 5 p.m. on business days or after 1 p.m. on Saturday is carried out on the next business day in the first place.

Reception and transferring of correspondence without registration is prohibited.

In the period from 5 p.m. until the end of the working day, the correspondence with the   marks “SHUGYL”, “OTE SHUGYL”, “URGENT”, “MOST URGENT" is taken directly by the general department.

Documents received by the Administration during off-hours, weekends and holidays, as well as transferred by fax, are received by personnel on duty at the general department, specialists of the akim of the region at the reception office, with mandatory subsequent transfer to registration.

 

Employees of the Administration are prohibited accepting for execution documents that are not registered in the general department.

The documents adopted in accordance with the procedure established by these Regulations are reviewed by the UEDMS, are monitored and are distributed by the general department between the management of the Administration and its departments and are registered with the number, date and number of sheets in the registration stamp, for appropriate execution, indication of signs of control.

Registered, duly executed in UEDMS correspondence is sent to the addressees within one working day in accordance with the distribution of the general department.

A copy of urgent correspondence is simultaneously sent to the head of the department, whose competence includes the issues raised in the incoming document.

The general department registers, distributes, prepares, and brings correspondence to the recipients via the UEDMS, as a rule, during 1 working day, and urgent - immediately (in an extraordinary order).

Documents of state bodies (letters, requests, telephone messages, etc.) are sent through the UEDMS, eliminating parallel duplication on paper.

Documents received from state bodies on electronic media must be executed on the appropriate stamped standard form in the state language, if necessary, in Russian, and contain the following mandatory details:

  • Outgoing number and date;
  • reference to relevant acts and instructions of the President of the Republic of Kazakhstan, the Administration of the President of the Republic of Kazakhstan, the Parliament of the Republic of Kazakhstan, the Chambers of the Parliament of the Republic of Kazakhstan, the Government and the Prime Minister of the Republic of Kazakhstan, his deputies and the Head of the Administration of the Prime Minister of the Republic of Kazakhstan, akim of the region, his deputies, the Chief of Administration and his deputies, as well as when responding to a request from a state body - the number and date of the request;
  • electronic signature of the first head or his deputy, using Electronic Digital Signature;
  • surname of the executor and his phone number.

At the same time, the answer to the request received from the state body to provide information available in the information systems or websites of the state body available to users is not provided.

Responsibility for the accuracy and relevance of the information posted on the websites of state bodies bears the responsible executor.

 

Incoming correspondence drawn up in violation of the requirements of these Regulations is not accepted and (or) returned by the general department on the same day to the relevant state body via the UEDMS, except for correspondence from the Presidential Administration of the Republic of Kazakhstan, the Parliament and the Prime Minister's Office of the Republic of Kazakhstan.

Correspondence coming to the Administration from legal entities and individuals is accepted against signature with the date and time of reception.

Correspondence received from the Central Government Authorities with a shelf life of more than 10 years is accepted against signature with the date and time of receipt.

Registration, distribution, registration and delivery of correspondence to the recipients is carried out by the general department within one day from the moment of its receipt in the Administration, and urgent - immediately (in an extraordinary order) despite holidays and weekends.

The incoming correspondence reviewed by the management of the Administration, the general department is sent for processing and further transfer to the executors.

In the case of sending an order that is not within the competence of any department or specialist, the responsible executor must submit a memo to the person who instructed to send the order within three (3) working days.

9.11. Outgoing official documents are issued in the state, or state or Russian languages,   in the manner prescribed by the Law of the Republic of Kazakhstan dated January 12, 2007 "On the procedure for consideration of appeals of individuals and legal entities", with the exception of draft regulatory legal acts.

The work on registration of correspondence and control of the execution of documents is carried out via UEDMS.

Outgoing correspondence before signing by the regional akim to send to the Administration of the President of the Republic of Kazakhstan, the Parliament and the the Prime Minister Office of the Republic of Kazakhstan shall be subject to approval (endorsement). The endorsement of documents are performed by applying a visa of the following officials:

  • deputies of akim of the region in accordance with the issues under his supervision
  • Head of the Administration;
  • head of the relevant department;
  • chief specialist in the development of the state language;
  • direct executor of the document.

Coordination of outgoing correspondence is not allowed without the attached incoming document, which is answered.

 

10.The order of preparation, execution and coordination of draft acts of akim, administration of the region

 

10.1. Preparation of draft acts of akim, administration  of the region is carried out by departments, regional departments within their competence, in the state and (or) Russian languages ​​in accordance with the requirements of the Law of the Republic of Kazakhstan dated April 6, 2016 "On legal acts" and other regulatory legal acts.

The basis for the development of draft acts are the instructions of higher-level officials, legal solutions, as well as on operational, organizational, personnel and other issues of the work of the Administration.

10.2. Resolutions of the regional administration , decisions of the oblast akim, containing norms of law, are drawn up in the state and Russian languages ​​and are printed on separate forms (separate sheets) and are issued in uniform details.

Resolutions of the administration , decisions and orders of the regional akim in hard copy shall be certified by the seal of the regional akim.

10.3. The draft acts are coordinated with the concerned state bodies, within their statutory competence, and such interest in coordinating the draft is established on the basis of the subject matter of the issues addressed in the draft, and also if there are instructions to the government bodies or their managers in the draft.

       Upon receipt of a draft resolution, decision, order for approval, state bodies should not require its preliminary visaing by other state bodies and refuse to approve the draft for formal and other unreasonable reasons.

       10.4. The draft will be agreed by the following officials and, if they are absent at the workplace, the reason for the absence is indicated (vacation, business trip, sick leave, change of job) and is approved by the replacing person:

1) deputies of akim of the region;

2) the Head of the Administration;

3) the head of the department of state and legal work;

4) the head of the Department of Economics and Budget Planning of the West Kazakhstan oblast;

5) the head of the Finance Department of the West Kazakhstan oblast;

6) the main specialist in the development of the state language.

If necessary, other concerned officials may be added.

The coordinating state bodies are prohibited to coordinate draft resolutions, decisions and orders “with remarks”.

10.5. The draft resolution, which provides for the introduction of amendments to existing acts, is attached to a comparative table of the old and new versions of the resolution (resolutions) with a corresponding justification for the amendments.

10.6. If the draft provides for a loss of the resolution (resolutions), a certificate shall be attached to the draft containing the justification to adopt the draft, signed by the head of the state body-developer.

10.7. If the draft act affects the interests of private entrepreneurship subjects, expert opinions of accredited associations of private entrepreneurship subjects whose sectoral interests are directly affected by the draft are attached to the draft.

10.8. In the case when, in accordance with the legislation of the Republic of Kazakhstan, it is necessary to conduct a scientific examination, an expert opinion on the results of the conducted scientific examination is attached to the draft.

10.9. In the case of instructions execution, copies of instructions (protocols, etc.) are applied, draft acts of akim and administration  of the region have been developed to fulfill them.

10.10. The draft acts entailing an increase in government expenditure or a decrease in government revenues are attached by the conclusions of the regional budgetary commission or detailed references indicating the sources of funding (the number and name of the budget program, the current state of budget funds utilization) on cost norms.

10.11. The draft act can be returned for revision:

1) by decision of the  region akim before the draft is put to a vote on any grounds;

2) by decision of the Head of the Administration or a person replacing it, in cases of detecting inauthenticity of draft act texts in the state and Russian languages, violations of the requirements of the Regulations of the Administration, Instructions for clerical work, inconsistencies of the draft act with the legislation of the Republic of Kazakhstan, for other reasons;

3) on the basis of the meeting of the Administration ;

4) in working order with the resolution of the deputy akim of the region, the head of the Administration, or his deputies.

10.12. The finalization and submission of the draft act shall be carried out by the state body- developer in no more than ten days from the date of return (except in cases of finalization in working order), unless a different time is specified in the instructions for returning draft. At the end of the revision period, the state body- developer must submit to the Administration a revised draft act or a written request on the withdrawal of the draft act from consideration. The finalization of draft resolutions and other acts may be carried out by the Administration on behalf of the oblast akim.

 

10.13. Consideration and approval of draft resolutions, decisions, orders in state bodies shall not exceed the following terms from the date of receipt:

1) draft resolutions of the regional administration  - 10 working days (for preliminary approval for all coordinating departments - 5 working days and for coordination with all members of the administration  - 5 working days);

2) draft decisions and orders of the regional akim - 5 working days;

3) draft resolutions and orders on emergency response of natural and man-made disasters, as well as humanitarian assistance - only 3 (three) working days.

If it is necessary to promptly adopt acts on instructions from the oblast akim, his deputies or the head of the Administration, shorter terms of coordination can be established.

10.14. To monitor compliance with the deadlines for the approval of draft resolutions, decisions and orders, the Administration records of the time of entry and exit (approval) of the document are kept in accordance with Appendix 3 to these Regulations.

In case of unreasonable delay of document agreement, disciplinary measures can be taken to the officials in accordance with the current legislation.

10.15. After the approval, the state body-developer submits the draft resolution to the Administration on paper and electronic media. The supervising officer of the Administration prints the draft on a form and sends it to the regional akim for signature in paper form, with the visas of officials, according to the list of clause 10.4 of this section.

10.16. Registration and recording of acts of akim, administration  of the region is carried out by the general department.

Signed resolutions of administration , decisions and orders of akim are assigned registration numbers. According to the results of the assignment of the registration number, the original acts signed by the regional akim are certified with the official stamp of the regional akim.

Further, the head of the general department transfers the original normative legal acts     on the basis of a list against signature to the department of state and legal work, to send them to the judicial authorities for state registration.

10.17. The original resolutions of the administration , decisions and orders of the regional akim relate to documents of permanent storage and are stored in the Administration, then they are transferred to the state storage in the regional Record Office in a timely manner.

10.18. Timely distribution of certified copies of acts is carried out by the general department according to the distribution list.

 

11.The procedure for the preparation and coordination of documents sent to the Presidential Administration, the Prime Minister Office and others

parent bodies of the Republic of Kazakhstan

 

11.1. The preparation of documents to the Presidential Administration, the Prime Minister Office and other parent bodies of the Republic of Kazakhstan is carried out by departments and regional Administrations.

11.2. Documents for signing by the regional akim are prepared by the relevant departments on the basis of the written materials submitted, and signed by the chief executive officers of local executive bodies (regional departments, administration s of districts and the city of Uralsk), or persons replacing them with a copy of the assignment orders.

11.3. Responsibility for timely, high-quality preparation and submission of materials to the departments in a timely manner shall be borne by the chief executive officer of the state body that carries out its development.

11.4. Documents to the  region akim are provided and agreed through the Department of analysis and control in the following terms:

  • operational - at the submission of the document;
  • monthly, quarterly and annual - are provided five working days before the deadline for the execution of the document, and are agreed two working days before the fixed deadline.

11.5. Before being submitted for signing to the regional akim, the document must be agreed upon by the following persons:

  • deputies of akim of the region in accordance with the issues under their supervision;
  • the head of the Administration and his deputy in accordance with the supervised issues;
  • head of the relevant department;
  • Chief Specialist on the state language development;
  • direct executor of the document.

In case of absence of the deputy regional akim, the report is coordinated with the deputy / deputies on interchangeability.

11.6. After coordination with all concerned parties and signed by the regional akim, the supervising department submits the finished document to the general department for further forwarding to the Presidential Administration of the Republic of Kazakhstan, the Prime Minister Office of the Republic of Kazakhstan and other higher authorities of the Republic of Kazakhstan via UEDMS.

11.7. When entering information into the Administration of the President of the Republic of Kazakhstan, the Prime Minister Office of the Republic of Kazakhstan, in the Transmittal   is made reference to number and the date of the assignment (on acts of the President of the Republic of Kazakhstan and the management of the Administration of the President of the Republic of Kazakhstan, the Government of the Republic of Kazakhstan and the Head of the Administration - reference to the number, date and specific point of the assignment, its content).

 

Documents on the execution of control orders, including those of a secret nature, sent to the Prime Minister Office by the state bodies responsible for their execution, in accordance with the established deadlines, must include:

1) the request to withdraw from control, if the order is executed in full and with high quality;

2) the document is entered for information, if the relevant act or instruction provides for the submission of periodic information;

3) a request to transfer to a medium-term or long-term control with the obligatory indication of the frequency of information provision and a specific period of execution;

4) a request to extend the deadline for execution with an indication of a new specific deadline, if the order cannot be executed within the established deadline for objective reasons.

In case of non-compliance with the above requirements, letters / documents sent to the Administration of the President of the Republic of Kazakhstan, the Prime Minister Office of the Republic of Kazakhstan, will be returned without registration.

 

12.Organization of monitoring the execution of orders

 

12.1. The organization of control over the timely and high-quality execution of instructions is carried out in accordance with the Law of the Republic of Kazakhstan “On Administrative Procedures”, as well as other legal acts and these Regulations.

12.2. The following control documents are monitored:

1) acts of the President of the Republic of Kazakhstan with instructions to local executive bodies;

2) resolutions of the Government of the Republic of Kazakhstan, minutes of meetings of the Government of the Republic of Kazakhstan, orders of the Prime Minister of the Republic of Kazakhstan with instructions to local executive bodies;

3) instructions (including those contained in the minutes of meetings and action plans) of the President of the Republic of Kazakhstan, the Prime Minister, his deputies, the management of the Administration of the President of the Republic of Kazakhstan, the Head of the Prime Minister Office of the Republic of Kazakhstan to local executive bodies, which specify the dates of execution or there are indications of taking for control, notes "urgent", “Report”, “make proposals/information”, as well as instructions, the content of which implies the need for control;

4) letters from state bodies, the content of which implies the need for a response, clarification, and making proposals on certain issues;

5) control appeals of individuals and legal entities;

6) orders, protocols, resolutions of the administration , instructions of the regional administration;

7) other instructions of state bodies and officials within their competence.

8) The acts and instructions of the administration  and akim of the region, his deputies and the chief of Administration, taking into account the deadlines for execution, are put on the following types of control:

1) urgent - with notes: “ Most urgen” - within three working days, “urgent”, “accelerate” - up to ten working days;

2) short-term - from ten working days to one month;

3) medium term - from one to six months;

4) long-term - over six months.

In case of not setting deadlines, the monthly deadline is assigned, calculated from the date of receipt of the document.

12.3. Upon admission to the Administration for the execution of acts of the President of the Republic of Kazakhstan, if necessary, within 5 (five) working days, a plan of organizational measures (roadmap) for their implementation in accordance with the form in Appendix 4 to these Regulations is drawn up and approved by the regional akim or his deputies.

Documents prepared by the responsible state bodies in response to urgent orders are entered into the Administration within 10 (ten) calendar days, registered by the general department during the working day, when an electronic document confirming urgency is attached to the UEDMS (copies of acts and instructions of the President of the Republic of Kazakhstan, Administration of the President of the Republic Kazakhstan, the Prime Minister of the Republic of Kazakhstan, his deputies, the Head of the Prime Minister Office of the Republic of Kazakhstan).

12.4. The control system of the Apparatus consists of:

1) The Head of the Administration - carries out general management and control over the activities of the Administration, including the timely and high-quality execution of documents control;

2) the general department within the limits of authority - ensure timely processing of documents for control, establish the deadlines for their execution, taking into account the resolution of the Administration’s Head, control the deadlines for the execution of documents, monitor the performance discipline status in the Administration, inform the  management of the Administration on the execution of control orders.

The list of control documents on the execution of acts of the President of the Republic of Kazakhstan, the Prime Minister of the Republic of Kazakhstan, his deputies, the management of the Administration of the President of the Republic of Kazakhstan, the Head of the Prime Minister Office of the Republic of Kazakhstan is communicated to the executives electronically on a monthly basis, regional akim's orders are tracked by electronic monitoring, available to executives in the "traffic light" system.

3) Heads of departments - monitor the execution of documents in the departments headed by them, make proposals to bring to disciplinary responsibility their employees who have committed deadlines violation or poor-quality execution of control documents, are personally responsible towards  the management of the Administration for the work of the departments entrusted to them.

Head of General Department:

  • informs the management of the Administration (weekly) about the received control orders and the deadlines for their execution via sending out lists of control documents. The list should contain the following required information:

1) the type of event at which the instruction was announced;

2) the date of the assignment;

3) the content of the order;

4) performers;

5) the deadlines of performance;

6) mark of withdrawal from control;

7) the basis for removal from control;

8) mark on the extension of control;

9) note.

  • notifies within 3 (three) working days on deadlines for the execution of the heads of departments and the management of the Administration;
  • makes proposals within its competence to the management of the Administration about bringing to responsibility the employees of the Administration, regional departments and Administrations of akims of districts and the city of Uralsk, who have failed to meet deadlines or poor-quality execution of control orders.

12.5. When executing orders by several state bodies, the responsible body is the body that is listed first or next to the mark “(session)” or “compilation”. He has the right to make proposals on the postponement of the execution date after agreement with co-executors. At the same time, it is prohibited for state bodies responsible for execution to duplicate and send additional requests to state co-executive bodies.

 State bodies - the main executors of instructions have the right to send documents for execution according to competence within three (3) working days.

12.6. If the instruction cannot be completed within the prescribed period, the first head of the body responsible for executing the instructions (or the person performing his duties) beforehand, but no later than 3 (three) working days before the due date, must inform the official who gave order, on the reasons for the delay and in the prescribed manner to request for the extension of its date execution.

12.7. Extending the deadlines for the execution of points of acts and instructions of the administration , akim of the region, his deputies and the head of the Administration, including transferring them to medium term or long term control, is allowed no more than once by the decision of the akim of the region or head of the Administration.

Extending the terms of instructions of the Administration of the President of the Republic of Kazakhstan, the Prime Minister Office of the Republic of Kazakhstan is NOT ALLOWED.

12.8. Repeated extension of the execution time of points of acts and orders of administration , akim of the region, his deputies and the head of the Administration is allowed in exceptional cases by decision of the akim of the region or the head of the Administration with consideration of the disciplinary responsibility of the heads of local executive bodies.

In the case if proposal to extend the execution of points of acts and instructions of the administration , akim of the region, his deputies and the head of the Administration is made more than twice to the Administration, the issue of disciplinary punishment of heads of local executive bodies is considered.

12.9. The basis for removal from control of points of acts and orders is:

1) full and high quality performance;

2) the impossibility of performance due to the arisen objective circumstances.

12.10. The provision of activities to control the deadlines for the implementation of legal acts, acts and instructions of the President of the Republic, the Government, the Prime Minister of the Republic of Kazakhstan, the administration  and akim of the region, his deputies and the head of the Administration is carried out by the Administration in the manner determined by the regional akim.

12.11. The orders of the Prime Minister of the Republic of Kazakhstan, his deputies, the management of the Presidential Administration of the Republic of Kazakhstan to the Prime Minister Office of the Republic of Kazakhstan, the Head of the Office (the person performing his duties) on the planned reporting information with the note “received and noted” are not put under control.

12.12. In the case of non-submission of proposals by state co-executive bodies within the prescribed period, the state body responsible for the compilation sends information indicating state co-executive bodies in cover letter who did not submit their proposals on time.

 

12.13. Control of the deadlines of the timely execution of protocol instructions of the regional akim rests with the general department.

Monitoring the implementation of protocol instructions of the regional akim rests with the deputies akim of the region, the head of the Administration, heads of regional Administration, akims of districts and the city of Uralsk, and heads of departments.

12.14. The state bodies are obliged to send information on the execution of instructions of the regional akim 5 (five) working days before the deadline for execution. The information sent must be official and be signed by the chief executive officer in accordance with current legislation.

State  co-executive bodies are obliged to provide official information to the main executor within 7 (seven) working days.

12.15. Information to remove  from control the order of the regional akim or extend is sent three (3) days before the deadline with a proposal to remove from control, indicating the content of the order and reasoning on its impossible execution or extend it. Endorsed by the supervising deputy akim of the region, head of the department, chief inspector after registration in the general department.

An expert opinion is prepared upon the request of the Head of the Administration by the head of the department, the chief inspector or the Specialist of the Administration (on assignment) if the content of the information provided does not allow to make the correct conclusion about the full implementation or the need for additional time for its execution and requires further clarification, as well as on personal instructions of the oblast akim, given to akims of districts and the city of Uralsk during reporting meetings, working visits, working and conference calls. The date of the removal from control or the extension of this order shall be the signing of an expert opinion.

The expert opinion is prepared within 5 (five) working days by the chief inspectors and specialists of the Administration.

12.16. If the last day of the deadline is non-working day, the closest working day is considered the deadline.   

12.17. Letters or memos on the extension of the execution date are sent to the  region akim with the indication of the content of the order and the justification for the impossibility to execute the order within the specified period with the actual deadline indication.

12.18. Letters or memos for removal from control are sent to the name of the oblast akim, indicating the content of the order and arguing the impossibility of its execution.

 

12.19. Following the results of each quarter until the 20th of the month following the last month of the quarter, the general department presents a final report on the execution of instructions from the President of the Republic of Kazakhstan, the State Secretary of the Republic of Kazakhstan, the Prime Minister of the Republic of Kazakhstan, the Head of the Administration of the President of the Republic of Kazakhstan, the Head of the Prime Minister Office of the Republic of Kazakhstan, instructions of the regional akim addressed to the head of the administration.

The Head of the administration systematically informs the  region akim on the implementation of legislative acts, acts and instructions of the President of the Republic of Kazakhstan, the Government, the Prime Minister of the Republic of Kazakhstan, the administration  and the oblast akim, ensures the activity of the regional akim to monitor their implementation.

12.20. Responsibility for the timely and high-quality execution of acts and instructions of the President of the Republic of Kazakhstan, the Government, the Prime Minister of the Republic of Kazakhstan, the administration  and akim of the region, his deputies and the head of the administration are assigned to the first heads of the executive bodies to which they are sent for execution.

Control over the execution of instructions of deputies akim of the region and the head of the administration is carried out by the supervising departments, whose competence includes the execution of instructions, together with regional departments.

The deputies of the oblast akim, the head of administration for gross violations of the established procedure for the execution of legislative acts, acts and instructions of the President of the Republic of Kazakhstan, the Government, the Prime Minister of the Republic of Kazakhstan, the administration  and akim of the region, his deputies and the head of the administration can make proposals for bringing the guilty officials to disciplinary liability.

  1. Consideration of complaints of individuals and legal entities and the organizing the reception of citizens in the Administration

 

13.1. Consideration of complaints and reception of citizens in the Administration are carried out in accordance with the laws of the Republic of Kazakhstan dated November 27, 2000 "On administrative procedures", dated January 12, 2007 "On the procedure for considering complaints from individuals and legal entities", dated July 23, 1999 "On mass media”, dated November 16, 2015“ On Access to Information ”, by the decrees of the Government of the Republic of Kazakhstan No. 974 dated September 4, 2002 “ On organizing the reception of individuals and representatives of legal entities to central and local executive bodies of the Republic of Kazakhstan", № 168 dated January 31, 2001  “On approval of certain instructions”, as well as internal documents approved by the head of the Administration.

 

14.Organizing personal reception of akims of districts, city of Uralsk and heads of regional administrations by the region akim

 

14.1. Akim of the region carries out personal reception of akims of districts, the city of Uralsk and heads of regional administrations. To organize personal reception of senior officials of state bodies by akim of the region, the Organizing Department includes proposals of state bodies on the reception of their leaders to the draft work schedule of regional akim and its subsequent submission to the akim.

14.2. The responsible department prepares an expert opinion on the basis of materials submitted by state bodies in accordance with the terms defined in the work  schedule of akim.

14.3. The responsible department endorses the expert opinion of the deputy akim of the region coordinating its activities, the head of the Administration and sends the final materials to the  region akim no later than three working days before the day of reception.

 

15.Organizing personal reception of citizens

 

15.1. Akim of the region, his deputies and the head of the Administration conduct a personal reception of citizens according to the schedule approved by the akim of the region.

15.2. The general department 1 (one) working day prior submits a list of the persons who have made an appointment, to the  region akim and his deputies, the head of the Administration (indicating the full name of the persons, raised questions, the list of those invited to the reception), and is also responsible for organizing reception of citizens.

15.3. At the reception of the regional akim, the presence of the Head of the Administration, the head of the department of state and legal work, the employee responsible for organizing the reception of citizens is required.

Other responsible persons (heads of regional departments, akims of districts and the city of Uralsk) may also be invited to the reception.

15.4. Upon the reception, the general department organizes the execution of orders of the oblast akim, his deputies and the Head of the Administration, sends citizens’ reception cards for execution and providing/giving answers to state bodies.

 

16.Organization of copying works

 

16.1. Typewriting work in the Administration is performed by all staff of the Administration.

All typeswriters are personally responsible for the correct use of the received official forms of the Administration.

 

16.2. Documents classified as "secret" are printed only by employees who have permission to perform these works.

The reproduction of documents with the stamp “for official use” is carried out with the permission of the chief inspector for working with secret documents, and in his absence, the deputy chief of Administration.

16.3. To make copies on multiplying devices, the first copy of the document, drawn up in compliance with the established requirements and executed order form, are submitted.

16.4. Permission to reproduce and copy the submitted materials by employees of other organizations is granted by the head of information technology and monitoring of public services department.

 

 17.Order of calling and departures of senior staff

 

17.1. The calling of district akims to the meetings is carried out with the permission of the regional akim.

17.2. Departure of deputies of akim of the region, the head of the Apparatus and his deputies, akims of districts, the city of Uralsk, heads of regional departments outside the Republic of Kazakhstan shall be made in agreement with the akim of the region. A written request for permission to travel abroad is given to the  region akim 5 (five) working days before.

In the case of obtaining a permit, the person who received the permit on that day   notifies the staff member of the Administration responsible for the observance of the secrecy regime(Department on protection of State secrets).

In case of departure, a corresponding order of the  region akim is issued.

17.3. Departure from the regional center of deputies of akim of the region, akim of the city of Uralsk, the head of the Administration, akims of regions is carried out in coordination with the akim of the region.

Departure from the regional center of heads of regional Administration is carried out in coordination with the supervising deputy akim of the region.

17.4. Heads of regional Administration, akims of districts and the city of Uralsk, daily by 9 a.m., provide information about their location to the Administration.

  The general department at 9.30 a.m. daily provides summary information about the location of the deputies of akim of the region, the head of the Administration, the heads of regional departments and akims of the districts and the city of Uralsk to the management of the Administration.

17.5. Departures outside the region or the regional center of the Staff of the Administration are carried out by decision of the Head of the Administration

 

17.6. The days of administration  meetings, working meetings, calling managers and other events are determined by the regional akim, his deputies, the head of the Administration.

17.7. Leave of the head of the executive body of the region, as well as cases of his temporary disability are issued by the relevant order of the regional akim with the assignment of the duties of the head to the deputy.

 

 18.Sending to official travel and departure of civil servants abroad for official purposes, including retraining and advanced training

 

18.1. Staff of the Administration is sent on business trips within the Republic of Kazakhstan in the manner determined by the Rules on business trips within the Republic of Kazakhstan of employees of public institutions maintained at the expense of the state budget, as well as deputies of the Parliament of the Republic of Kazakhstan, approved by a decree of the Government of the Republic of Kazakhstan # 1428 dated September 22, 2000.

18.2. Assignment of employees at the expense of budget funds within the republic is carried out on the basis of quarterly schedules approved by the Head of the Administration.

This order does not apply to the regional akim and his deputies, assistants and advisers to the regional akim and other employees for whom a different order is established.

18.3. The general department not less than ten days before the beginning of the next quarter sends a request for proposals on the staff travel schedule to the departments.

18.4. Departments within three days after receiving the request shall submit the relevant proposals to the general department. Upon the specified period, the proposals to the draft schedule are not accepted.

18.5. Proposals on sending employees are made subject to the following requirements:

1) The purpose of the travel must correspond to the tasks and functions of the Administration;

2) Travel to the regions of the republic is carried out mainly by railway transport.

18.6. The general department at least three days prior to the beginning of the next quarter submits for consideration and approval of the Chief of Administration a draft schedule of staff travel.

18.7. Staff travel at the expense of budget funds out of schedule is allowed in exceptional cases with the permission of the oblast akim.

18.8. Upon returning from a business trip, employees are required to submit a report on the work done no later than three working days to Administration management in form in accordance with Annex 5 to these Regulations.

The condition of this paragraph does not apply to the  region akim and his deputies, akim assistants and advisers and other employees for whom a different procedure is established.

18.9. The general department after signing the order on sending the employee abroad, sends a copy of it to the chief inspector for working with secret documents to record the departure of employees who are aware in state secrets.

18.10. Reimbursement of expenses when traveling abroad for business purposes is carried out in the manner determined by the Resolution of the Government of the Republic of Kazakhstan No. 108 as of February 6, 2008 “On reimbursement to civil servants of expenses for official business trips abroad at the expense of the republican and local budgets”.

18.11. Retraining and advanced training of the Staff of the Administration is carried out in the manner determined by the Rules of training, retraining and advanced training of civil servants, approved by Presidential Decree No. 152 as of December 29, 2015.

18.12. Retraining and advanced training of the staff of the Administration is coordinated by the Personnel Management Service.

18.13. The personnel management service provides periodic publication of information about courses (seminars) on advanced training on the web site of the regional administration .

18.14. Sending to advanced training within the Republic of Kazakhstan is carried out according to the needs of the departments of the Administration.

 

19.Working hours in the Administration

 

19.1. The staff of the Administration is set a five-day working week with two days off on Saturday and Sunday, eight-hour daily work time, working hours from 9 a.m. to 6.30 p.m. and a break for lunch from 1 p.m. to 2.30 p.m.

19.2. To comply with labor discipline by the staff of the Apparatus, control is carried out using magnetic cards fixed by a security station (turnstile).

19.3. The personnel management service monthly by the first (1) day following the reporting month provides the management of the Administration with information on the state of the labor discipline.

19.4. To perform urgent and not foreseen work, the urgency of which further depends on the normal and uninterrupted operation of the Administration as a whole (or its individual subdivisions), in the manner prescribed by current legislation, individual employees of the Administration may be involved outside the working hours.

 

In these cases, upon the permission of the management of the Administration, employees are provided with duty vehicles.

19.5. The procedure for organizing access control to the Administration building is regulated by a separate order of the Head of the Administration.

 

20.Staffing

 

20.1. The organization of work of departments is provided directly by their heads.

20.2. The regulations on the departments that define their tasks and functions are developed by the heads of departments, coordinated with the department on state and legal work and approved by order of the Chief of Administration.

20.3. Job descriptions, which determine the official powers of managers and employees of the Administration, are developed by the heads of departments, agreed with the personnel management service and approved by the order of the Head of the Administration.

20.4. Personal information file of deputies of akim of the region, head of the Administration, akim of the city of Uralsk are signed by akim of the region.

Personal information file of district akims, heads of regional departments are signed by deputies of regional akim on supervised issues.

20.5. Certificates of confirmation of the work of the oblast akim, his deputies, the head of the Administration and the staff of the Administration are signed by the management of the Administration.

 

21.Information Technology Management and Public Service Monitoring

 

The implementation of state policy and state regulation of activities in the   informatization and “e-government”, public relations in the provision of public services are carried out in accordance with the Laws of the Republic of Kazakhstan dated January 11, 2007 “On Informatization” and April 15, 2013 “On State Services” and provided by Department of information technology and monitoring of public services as follows:

  • provides a unified approach and coordination of measures for the development of the infrastructure of the "electronic administration ", the introduction and use of information systems that automate the provision of public services of local executive bodies;
  • determines the order of creation and operation of information systems of state institutions, as well as the procedure for the provision of electronic services and functions using these information systems;

 

  • carries out activities for the implementation of a unified electronic document management system in public institutions;
  • monitors the level of openness and availability of the Internet resource of the Administration, as well as the placement of standards for the provision of public services, regulations for the provision of electronic services and instructions;
  • on a monthly basis monitors the timing of the provision of public services in the districts of the region and regional offices;
  • submits to the management of the Administration information on the state of the provision of public services;
  • makes proposals on bringing to disciplinary responsibility the heads of state bodies systematically violating the terms of rendering public services.

 

22.Financial support

 

22.1. Financing of the Administration is carried out at the expense of the republican and local budgets. Financial activities are regulated by the Budget Code of the Republic of Kazakhstan, regulatory legal acts on accounting and financial reporting, regulations on the department of accounting and public procurement and other regulatory acts.

22.2. The main task of the department of accounting and public procurement is to provide complete and reliable information about the financial position, performance   and changes in the financial position of the Administration:

1) budget planning on the basis of regulatory legal acts and other documents, development and implementation of the budget based on the need to achieve the best direct and final result using the approved amount of budgetary funds or to achieve direct and final result using a smaller amount of budgetary funds;

2) ensuring control and reflection on the accounts of book records of all ongoing business operations, the provision of operational information, preparation of financial statements in a timely manner, optimal and efficient spending of money used for public procurement;

3) making commitments within the limits of permits issued in accordance with the plan for financing commitments, monitoring the implementation of the financing plan, the status of settlements with organizations, government agencies and individuals, ensuring the safety of funds and material values, the timely execution of settlements arising in the process of execution of approved individual financing plan with enterprises, institutions, working with the treasury authorities.

22.3. Accounting of material values ​​is carried out by keeping books of accounting of materials, fixed assets and low-value inventory, inventory of material values ​​and timely and correct determination of its results.

22.4. Payroll is accrued, personal accounts for income tax withholding, and accounting cards for contributions to pension savings funds are maintained.

 

 23.Responsibility for compliance with the Regulations of the Administration.

 

23.1. The deputies of regional akim, the head of the Administration and his deputies, the akims of the districts and the city of Uralsk, the first heads of the executive bodies, and the staff of the Administration are responsible for the violation of these Regulations.

23.2. For non-fulfillment and improper fulfillment by an employee of the Administration of his official duties (including the results of evaluating employee’s performance), abuse of power, violation of official discipline and official ethics, as well as non-compliance with the restrictions established by laws of the Republic of Kazakhstan related to being in public service, the following disciplinary sanctions may be imposed on member of the Administration in accordance with the legislation on civil service:

1) admonition;

2) reprimand;

3) severe reprimand;

4) warning of incomplete service compliance;

5) reduction in position;

6) dismissal from office

 

ANNEX 1

to the regulations of the Akim

of West Kazakhstan oblast Administration

 

 

The work plan of the Administration of the Akim of the West Kazakhstan oblast of _______

 

Ser.№  

 Event 

Deadline

Form of completion 

Responsible  officers

Notes

1

2

3

4

5

6

1. General  events

1.

 

 

 

 

 

2. In the information technology and public services monitoring

2.

 

 

 

 

 

3.   In the organizational and legal support of West Kazakhstan oblast  administration and akim performance

3.

 

 

 

 

 

4. In the information and analytical support of West Kazakhstan oblast  administration and akim performance

4.

 

 

 

 

 

5. In the material and technical support of West Kazakhstan oblast  administration and akim performance

5.

 

 

 

 

 

6.  In the internal audit

6.

 

 

 

 

 

7.   Regarding the Assembly of the People of Kazakhstan

7.

 

 

 

 

 

 

 

ANNEX 2

to the regulations of the Akim

of West Kazakhstan oblast Administration

 

 

The work plan of _______________________________________

Of the Akim of the West Kazakhstan oblast Administration as of____ quarter ______

 

Ser. № 

 

Event

Event planning Justification

 

Deadline

Form of completion 

Responsible  official

1

4

5

6

7

8

1.

 

 

 

 

 

2.

 

 

 

 

 

3.

 

 

 

 

 

4.

 

 

 

 

 

 

 

ANNEX 3

to the regulations of the Akim

of West Kazakhstan oblast Administration

 

 

Accounting of coordination time ________________________________

                                                                        (name of document)

By officials of the Akim of West Kazakhstan oblast Administration

 

п/п

Full name of  official

Date and time of receipt 

  Sign of reception official

Date and time of return 

Sign of responsible  official

1

4

5

6

7

8

1.

Head  of the administration

 

 

 

 

2.

 First  deputy akim of the region

 

 

 

 

3.

Deputy  akim of the region

 

 

 

 

4.

Deputy  akim of the region

 

 

 

 

5.

Deputy  akim of the region

 

 

 

 

6.

Deputy  akim of the region

 

 

 

 

 

 

ANNEX 4

to the regulations of the Akim

of West Kazakhstan oblast Administration

 

 

AGREED

APPROVE

 

          20____             

 

          20                     

 

 

Type of document:

Content of instruction:

Intermediate deadlines of control: deadlines:

 

Plan of organizational activities

(Road map)

 

Responsible state co-executive body:

 

 

Event

Responsible   executor

(co- executor)

Form of completion

Deadlines

  Indicators  of execution

  Administration  employee responsible for control

Stage 1. Organizational and preparatory work

1

 

 

 

 

 

 

2

 

 

 

 

 

 

Stage 2. Practical realization

1

 

 

 

 

 

 

2

 

 

 

 

 

 

 

ANNEX 5

to the regulations of the Akim

of West Kazakhstan oblast Administration

 

 

APPROVE:

 

 

(head of administartion)

 

«       »                      20    

 

 

 

Trip  report

 

 

Full name of  business traveller

 

Position

 

 

Department

 

 

Purpose of the trip

 

 

Terms of trip

 

 

Results of the trip

 

 

Findings

 

 

Proposals

 

 

 

The route to the place of trip and back to the place of permanent work:

___________________________________________________________

Date:                               

Sign of business traveller                                                                

Agreed:

 Signature of the head of the department /

deputy head of the Administration