Annex A Secretariat Resources and
Operational Requirements
A1 Resources of
a Secretariat
An NB to which a Secretariat has been assigned shall recognise that, no
matter what arrangements it makes in its country to provide the
required services, it is the NB itself that is ultimately responsible
to Councils for the proper functioning of the Secretariat.
The Secretariat shall therefore have adequate administrative and
financial means or backing to ensure:
- facilities for typing in English or French, or both, and for any
necessary reproduction of documents;
- preparation of adequate technical illustrations;
- registration and identification and use, with translation where
necessary, of documents received in the official languages;
- updating and continuous supervision of the structure of the
committee and its subsidiary bodies, if any;
- prompt dispatch of correspondence and documents;
- adequate communication facilities by telephone, facsimile, e-mail
and web access;
- the ability to discharge the Secretariat’s electronic document
distribution responsibilities as defined in Annex
H;
- arrangements and facilities for services during meetings, in
collaboration with the host NB, as required;
- attendance of the Secretary at any meetings requiring the
Secretary's presence, including JTC 1 or SC meetings, or both, editing
committee meetings, WG meetings, and consultation with the Chairman as
necessary;
- access by the Secretary to base ISs (see ISO/IEC Directives, Part
2), and to ISs, national standards and/or related documents in the
field under consideration;
- access by the Secretary, when necessary, to experts capable of
advising on technical issues in the IT field.
A2 Qualifications of a
Secretary
The individual appointed as Secretary shall :
- have sufficient knowledge of English or French, or both;
- be familiar with these directives;
- be in a position to advise the committee and any subsidiary
bodies on any point of procedure or drafting, after consultation with
the ITTF if necessary;
- be aware of any decisions by Councils or TMB/SMB regarding the
activities of JTC 1, SC, or WG for which the Secretary is responsible;
- be a good organiser and have training in and ability for managing
and administering work, in order to organise and conduct the work of
the committee and to promote active participation on the part of
committee members and subsidiary bodies.
It is recommended that newly appointed Secretaries of SCs should make
an early visit to the office of the ITTF in Geneva in order to discuss
procedures and working methods with the staff concerned.