Administration and Coordination

Chancery

Ex.1 Formulate questions to the text. Ask your classmates to answer them.

Ex.2 Do you think it’s easy or difficult to be the head of the mission.

Text 3

In the British diplomatic service a single officer (the Head of Chancery) is usually responsible for two important functions: the coordination of the activities of the mission and the oversight of the administration of the mission. In other services these tasks come under theDeputy Head of Mission or are divided between a senior secretary (political) and an administration officer. The Head of Chancery ensures that all correspondence is dealt with promptly and that all the various sections of the mission are properly coordinated; that the staff is properly organized and contented; and that communications and the premises of the mission are secure and adequately maintained. The welfare of his staff is a matter of particular concern, for the younger members and those who do not enjoy the privileges of being members of the diplomatic staff may find themselves subject to loneliness and its related ills.

One of the Head of Chancery’s more important duties could be to compile and keep up to date files containing all the items of local information that a head of mission or member of the staff might want to know. Such files would normally include:

(a) The organisation of the Ministry of Foreign Affairs of the host state and any other departments or institutions with which the mission deals; which section deals with which matters; how to obtain an interview, whom to approach (and whom to avoid);

(b) a short account of recent local history;

(c) a “Post Report” containing matters of domestic interest to members of the staff; medical, dental, travel and sporting facilities; climate; housing; domestic help; schools; churches, etc. (this would normally be sent to the Personnel Department at home for the briefing of future members of the mission);

(d) a list of personalities which would include distinguished or up-and-coming persons of influence in the political, military, administrative, industrial, commercial, academic and social sphere.

With such information at his disposal an incoming head of mission can quickly grasp the local situation and find his way around. In particular he can know straight away who is significant in relation to his country's interests; social blunders can be avoided, and entertaininggreatly facilitated.

Ex.1 Summarize the text and single out the main issues concerning administration and coordination of the activities of the mission. Use the following key expressions to guide your thinking:

1.activities of the mission

2.administration of the mission

3.to ensure

4.the welfare of the staff

5.to compile and keep up to date

6.to deal with

7.local history

8.matters of domestic interest

9.distinguished persons

10.to grasp the local situation

11.in particular

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