Administrative services
The Secretary General
The Secretary General assists the President of the Assembly of French Polynesia in the management of the institution's departments.
He ensures the proper execution of decisions made by the President, compliance with procedures, and the legality of administrative acts. He coordinates the activities of all administrative services.
All departments are placed under his hierarchical authority, subject to the provisions of Article 12 of Order No. 47/2018/PR/APF of July 6, 2018. He may receive delegated authority from the President to sign all management acts and administrative decisions.
The Secretary General submits any proposals aimed at improving the functioning of the institution.
The President of the Assembly determines the actions to be undertaken and the objectives to be achieved by all departments for the duration of the legislature (mandate).
Each year, the Secretary General reports to the President on the progress of the actions carried out by the departments. This report is distributed in digital format to the staff of the Assembly.
The Legislative Affairs Department
The Legislative Affairs Department provides the necessary support for the examination by the Assembly of French Polynesia of draft bills or private member's bills submitted to it.
It ensures the organization and follow-up of work within the framework of legislative committees and participates in the proceedings of the Assembly’s plenary sessions or its Standing Committee.
In this capacity, the department is responsible for:
Assigning to the relevant legislative committees and distributing draft or proposed local laws (lois du pays), deliberations, resolutions, wishes (vœux), motions, opinions, and reports of all kinds.
Preparing and distributing committee reports.
Examining and tracking all submitted amendments.
Coordinating preparatory work and organizing legislative committee meetings.
Providing preparation and assistance during ordinary, extraordinary, or Standing Committee sessions.
Managing speaking time during sessions of the Assembly or the Standing Committee.
Preparing session files and dossiers.
Organizing oral question periods and managing the communication and follow-up of written questions addressed to the Government.
Organizing ballots, recording debates, and drafting minutes for sessions and legislative committee reports.
Translating Polynesian language interventions into French for the official minutes.
Providing simultaneous interpretation of Polynesian language interventions during sessions.
Maintaining necessary liaisons with the Government.
Where necessary, the department conducts legal analyses required for the examination of submitted texts and formulates proposals for their improvement.
Finally, the department is also responsible for organizing the work of the committee in charge of preparing the Assembly of French Polynesia’s budget.
The Legal Affairs, Oversight, and Evaluation Department
The Legal Affairs, Oversight, and Evaluation Department is responsible for:
Assisting the Secretary General on all legal matters concerning the functioning of the Assembly and parliamentary activity.
Drafting legislative texts and issuing circulars upon the Secretary General's request.
Drafting requests for opinions in accordance with Article 175 of the Statutory Law.
Ensuring the follow-up and implementation of the Statutory Law as well as the Internal Rules of Procedure of the Assembly of French Polynesia.
Participating in the drafting of texts concerning the internal operations of the Assembly.
Establishing and updating a legal database specializing in Polynesian parliamentary law.
Developing and updating the legal section and the "Status of Elected Officials" (Statut de l’élu) section of the website and intranet.
Defending the interests of the Assembly of French Polynesia in legal proceedings brought before administrative and judicial courts.
Drafting and tracking referrals to the Constitutional Council for the reclassification (déclassement) of legislative provisions that fall within the jurisdiction of French Polynesia.
Creating and maintaining a database of litigation involving the Assembly and informing elected officials of the status and outcome of these cases.
Formulating any proposals aimed at evolving the laws and regulations related to parliamentary activity.
The Communication, Protocol, and Security Department
The Communication, Protocol, and Security Department develops and implements communication and information initiatives designed to promote the role and the work of the Assembly of French Polynesia. This excludes all communication pertaining to the Office of the President of the Assembly, political groups, and individual representatives.
In this capacity, the department is responsible for:
Setting up and monitoring communication actions aimed at promoting the role and activities of the Assembly.
Publishing the Assembly’s communication documents and media materials.
Publishing or co-publishing books relating to the Assembly, its history, and its heritage.
Organizing educational initiatives contributing to citizenship education, as well as exhibitions and special events.
Handling public requests for information and managing the collection and delivery of the institution's mail.
Organizing and conducting guided tours of the Assembly.
Welcoming dignitaries during official protocol visits.
Welcoming the public visiting the Taraho’i site or attending public sessions.
Providing in-person and telephone reception services.
Participating in the organization of ceremonies where the Assembly is represented.
Preparing the Assembly's official missions, receptions, and cooperation initiatives.
Managing the physical and logistical organization of meetings held at the Assembly.
The IT and Information Systems Department
The IT and Information Systems Department ensures the development and management of the information systems required by the President, the Representatives, and the Assembly's departments.
In this capacity, it is responsible for:
Operating and upgrading hardware and software infrastructures (including the evolution of the computer fleet, servers, and PCs).
Managing Electronic Document Management (EDM) and administering digital copiers.
Managing IP telephony (VoIP).
Administering and securing the network.
Providing user assistance and technical training.
Carrying out IT maintenance and troubleshooting.
Developing websites, the intranet, and databases.
Providing technical and functional administration for applications related to HR management, time and activity tracking, and payroll.
Capturing debates and broadcasting sessions live on the internet.
Operating the conference and sound systems in the Legislative Chamber (Hémicycle) and all audiovisual equipment.
Assisting with technical studies and providing advice and decision support regarding information systems.
The Administrative and Financial Department
The Administrative and Financial Department is responsible for operations related to the management of the Assembly of French Polynesia's appropriations (budgetary funds).
In this capacity, it is responsible for:
The commitment, liquidation, and authorization (ordonnancement) of the Assembly's revenue and expenditure.
Issuing travel orders and transport requisitions.
Reimbursing travel and mission expenses.
Managing telephone and other institutional subscriptions.
Preparing monthly and annual financial statements.
Monitoring the status of the Assembly's assets (état de l’actif).
Preparing the Assembly's Administrative Account (compte administratif).
Monitoring specific credits intended to finance—on a project-sheet basis—expenses related to working visits by legislative committees or the Budgetary and Financial Control Committee (CCBF), as well as expenses related to events focused on legislative themes.
Preparing the budget of the Assembly of French Polynesia in collaboration with the President and the Questors (Questeurs).
The Logistics Department
The Logistics Department manages all operations necessary for the equipping, upkeep, and maintenance of the Assembly of French Polynesia’s buildings.
In this capacity, it is responsible for:
Managing the material and logistical resources provided to Representatives.
Handling procurement and management of equipment and supplies.
Purchasing, managing, and maintaining the vehicle fleet.
Managing storage and warehousing.
Conducting physical inventory counts.
Managing and protecting the Assembly’s heritage and physical assets.
Providing logistical support for events organized by the Assembly or in partnership with the institution.
Programming studies and executing all new construction or maintenance works.
Defining maintenance needs and monitoring the performance of corresponding services.
Supervising tasks outsourced to external contractors and verifying their work.
Drafting and monitoring public tenders and contracts (marchés publics).
Maintaining safety and security registers.
Ensuring the cleaning and maintenance of premises, gardens, and parking areas.
The Committed Expenditure Control Department
The Committed Expenditure Control Department is responsible for performing the prior control (ex ante audit) of the Assembly of French Polynesia’s expenditure commitments, under the direct authority of the President of the Assembly.
A formal deliberation (legislative act) defines its specific powers and the procedures for its intervention.