OFFICE OF THE PERMANENT SECRETARY

(Malta Vision 2050, Coordination and Implementation)

Description of functions and responsibilities

The Office of the Permanent Secretary (OPS) is responsible for the overall administration and strategic direction of the Coordination and Implementation Division, including the Malta Vision 2050 initiative. The OPS oversees:

• Coordination of national consultation and launch of Malta’s Vision 2050
• Ongoing updates and review of the Vision post-launch
• Development and publication of Key Performance Indicators (KPIs) and a public dashboard to measure progress
• Coordination of the Vision 2050 website and public communications
• Continued stakeholder engagement and consultation

 General description of the categories of documents (including exempt documents)

• Publications and reports related to Vision 2050 and its implementation
• Records of consultations, feedback, and stakeholder engagement
• Annual and periodic progress reports
• Documentation on KPIs and dashboard metrics

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance with which decisions or recommendations are made in respect of members

Not applicable.

COORDINATION & IMPLEMENTATION DIVISION, OPM

Description of the department/directorate/entity’s structure

Organisational Chart

Description of functions and responsibilities

The Coordination and Implementation Division within the Office of the Prime Minister is made up of the Office of the Director General responsible for the overall administration of the Division, including human resources, finance and administration and four other Offices, chiefly, the Implementation Directorate, Governance Action Directorate, the Inspections Coordination Office and the Document Management Unit.

Generally, the four Offices mentioned above are responsible for:

• Overseeing the implementation of budget measures by the respective Ministries;
• Overseeing the implementation of recommendations made by the two Parliamentary Bodies of the National Audit Office and the Ombudsman;
• Coordinating Government Inspections in accordance with the provisions of Chapter 568 of the Laws of Malta; and
• Overseeing the digitalisation of Registries in the Public Service.

General description of the categories of documents (including exempt documents)

Documents held in the Coordination & Implementation Division are publications relating to the work carried out over a specific period, typically annually.

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance with which decisions or recommendations are made in respect of members

Not applicable.

CABINET OFFICE

Description of the Department’s Structure

The Cabinet Office is headed by the Cabinet Secretary. The day-to-day operations of the Office fall under the responsibility of the Director General.

Description of Functions and Responsibilities

• The Functions and Responsibilities of the Cabinet Office are the following:
• Preparation and distribution of Cabinet agenda and papers.
• Procedures related to the holding of General Elections, appointments and functions of Ministers ad Parliamentary Secretaries.
• Declaration of Assets of Ministers and Parliamentary Secretaries.
• Travel abroad by Ministers and Parliamentary Secretaries and their substitutions.
• The Official Order of Precedence.
• Notification of the Official Secrets Act.
• Security vetting of Personnel.
• Categorisation of Government Entities: Boards and Committees.
• State Awards, Decorations and Honours in accordance with the Ġieħ ir-Repubblika Act.
• National Security Accreditation Authority.
• The Protection of the Whistleblower – External Unit.

General description of the categories of documents (including exempt documents

• Cabinet Documents (Non-disclosure of the Cabinet documents is sanctioned by Law)
• Cabinet documents, memoranda and papers
• General correspondence
• Cabinet files

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

• Code of Ethics for Ministers and Parliamentary Secretaries
• Code of Ethics for Directors and Members of Government Boards and Committees
• Ceremonial Booklet of the Investiture Ceremony of the Xirka Ġieħ ir-Repubblika, and The National Order of Merit held on Republic Day

INFORMATION MAMAGEMENT UNIT (IMU)

The Information Management Unit (IMU) is headed by the Chief Information Officer (CIO) and provides IT-based services to all departments and directorates within the OPM. IMU has staff deployed at the Base IMU Office and staff who operates across several key divisions and offices, including the Head Office, People and Standards Division (P&SD), Institute for the Public Service (IPS), Inspection Coordination Office (ICO) and the Government Printing Press (GPP).

Additionally, the IMU maintains a dotted-line reporting relationship with other ICT Staff within the OPM covering areas such as Document Management, the Electoral Office and the House of Representatives.

Each of these units plays a vital role in supporting the overall information and communication technology functions within the organisation.

FINANCE AND ADMINISTRATION DIRECTORATE

Description of the Department’s Structure

• HR Branch
• Logistical Support Branch
• Finance Branch

Description of Functions and Responsibilities

• Drafting of generic Contract of Service
• Drafting of Letters Appointments/ of Progression/Assimilation
• Drafting and collation of HR plans
• Issuance of calls for applications and coordination with the Selection Board
• Collation of attendance sheet from all OPM Sections
• Issuance of GP47s
• Liaison re data protection
• Distribution of payslips
• Issuance of Salaries
• Managing of refunds related to sponsorships
• Processing new applications, renewals, and modification form of work-life balance requests
• Managing qualification allowance request and approvals
• Managing requests for paid/unpaid study leave
• Reception duties
• Maintenance of buildings falling within the remit of OPM
• Messengerial duties
• Coordination of cleaning duties
• Movement of files
• Distribution of Circulars
• Logistical support in relation to events
• Upkeep of DOCREG
• Registering and distribution of Mail
• Management of the OPM fleet
• Liaison with restoration personnel regarding restorations of buildings falling within the remit of OPM
• Ensuring that Health and Safety is upheld
• Management of parking areas
• Conducting Board of Surveys
• Liaison with inventory officers to ensure the inventory is up to date
• Issuance of LPOs and Schedule of Payments
• Payment of invoices
• Issuance of Tenders
• Issuance of Tranches
• Carrying out the necessary virements
• Preparing requested MFIN reports, including the Revenue and Recurrent Reports, and Accrual Accounting
• Issuance journals and remittance advice
• Payments of TV, internet and mobile services
• Preparing stock ledger reports and send to Treasury every quarter

 General description of the categories of documents (including exempt documents)

• Personal Files
• General Files
• Disciplinary Files
• Ombudsman Files
• Circulars
• LPOs, LOAs, Payment by Bank Draft, and Schedule of Payments
• Receipts

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

• Selection Manual

POLICY DEVELOPMENT AND PROGRAMME IMPLEMENTATION DIRECTORATE

Description of the Department’s Structure

The Policy Development and Programme Implementation Directorate (PDPI) consists of a Director, Assistant directors, managers, and an executive officer, and is responsible for policy development related to the Office of the Prime Minister’s dossiers, coordination of EU affairs and processes, and overseeing the implementation of EU co-funded projects within OPM departments.

Description of Functions and Responsibilities

The Policy Development and Programme Implementation Directorate (PDPI) performs the following functions:

• General responsibilities of Policy Development for the dossiers which fall under the remit of OPM.
• EU Affairs and the coordination of all EU related processes and procedures for all the dossiers within the portfolio of OPM.
• Programme Implementation The Directorate has the Line Ministry function in relation to EU co-funded projects undertaken by OPM departments and entities, facilitating the successful and timely conclusion of such projects.

General description of the categories of documents (including exempt documents)

The categories of documents held:

• Policy Documents and related working papers;
• Data Protection audit reports of same Directorate;
• Documentation pertaining to general administration;
• Documentation pertaining to EU funded Projects;
• EU Affairs; correspondence.

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

The Directorate does not hold documents which normally would be of interest to the general public.

DEPARTMENT OF INFORMATION

Description of the Department’s Structure

The main function of the Department of Information is to provide a link between the Government and the public and provides the following services:

Digital Media

The Department manages the Malta Government Portal (www.gov.mt) and keeps it updated with official publications round the clock. As from 2020, a section catering exclusively for the media has been set up, containing media e-forms and an updated list of daily government events open to media organisations. Operating the Public Service Intranet, the Department uploads circulars, news, and events daily; and disseminates vacancies on a weekly basis to public service employees. The Department has two main social media platforms, a Facebook page, and a Twitter account It also operates an Instagram account. The traditional person-to-person service delivery is being complemented with   social media platforms, and the Department has increased its online presence considerably as a result.

Media Relations

Registered media organizations are constantly provided with official Press Releases, Press coverage invitations, notices, photographic material and other information by means of instant electronic dispatch. These services are replicated in real time on the gov.mt portal. All services are open source.  Online accreditation facilities and press arrangements, as well as guidance and assistance, are given to local and foreign members of the media.  Arrangements are also made for local media representatives accompanying the President of Malta and the Prime Minister during official visits abroad.  The Department also coordinates facilities afforded to the media during State functions, national events, the General/Local Council Elections, and other events.

Photographic Services

Extensive photo coverage is given to Government activities as well as for national events.  These services ensure fast transmission of current digital photographic material to the media.

Publishing

The Department is responsible for the compilation and publication of the Malta Government Gazette, in its printed and electronic version.  Other printed and electronic matter dealing with Government services and matters of public interest are also produced by this unit. The Gazette is provided free of charge online on the gov.mt portal.

Press Registry

Under the Media and Defamation Act which came into force on 14 May 2018, editors who opt to register with the Media Registrar must keep the latter informed at all times of their places of residence or work, and any other changes thereto.

Photography and Videography Archives

The archives house a vast collection of contemporary as well as historical photographic and film material which dates back to an era when DOI was practically the only information-gathering organisation on the island.

Sales Office

Publications sold at DOI include official Government Publications, the Malta Government Gazette, Budget Speeches, Financial Estimates and Economic Surveys, Bills tabled in Parliament, Acts of Parliament, Legal Notices, Statistical reports and other miscellaneous publications. Photographs depicting a wide variety of topics such as International Meetings and Conferences held in Malta, State and Official Visits, National Festivities, National Heritage and aerial views of Malta are also available for sale to the general public.

Media Monitoring Unit

The section monitors the most recent political, economic, and social development issues, reported in the local print media. The media monitored currently consists of daily and weekly newspapers.

Government Information Service

The Government Information Service provides members of the general public with information and material relevant to Government services and activities.  The Government Information Service is available by means of e-mail via [email protected].  The Government Information Service welcomes members of the public who call in person at its Customer Care Office at 3 Castille Place, Valletta, to obtain information as well as to collect literature and other published documents relating to Government services and activities.

Description of Functions and Responsibilities

The Department of Information aims to provide the public with up-to-date, comprehensive, and meaningful information on Government policies, services and activities as well as on matters of public interest.

 General description of the categories of documents (including exempt documents)

• Administrative files
• Archives: Photo and film
• DOI Sales Office:
• Government Gazette
• Official documents – Electoral Register, Financial Estimates, Financial Reports, Economic Survey, and so on
• Publications by the National Audit Office
• Acts, Bills, and Legal Notices
• CDs of digitised publications
• Library: Books, journals, magazines, and official publications pertaining to national and foreign affairs
• Media Registry: Media Register
• Communications Office: List of access card holders

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

• Social Media Policy
• GPDR and Freedom of Information procedures
• Administrative rules

GOVERNMENT PRINTING PRESS

Description of the Department’s Structure

• Administration
• Human Resources
• Finance
• Procurement
• Premises, Health & Safety and Minor Staff
• Operations – Prepress, Print, Postpress, Warehousing
• Commercial, Marketing and Design

Description of Functions and Responsibilities

• Printing of General/MEPs/Local Councils Election voting documents, ballot papers and all stationery required
• Printing of Legal Notices, Acts of Parliament and Bills
• Printing of Audit Reports
• Printing of National Statistics Office reports
• Printing of Government Gazette
• Printing of Electoral Register every six months
• Printing of all Budget Publications
• Printing of EHIC Cards
• Printing of all Mater Dei documentation
• Printing of Inland Revenue forms and stationery
• Printing of Animal Passports
• Printing of Workbooks and Diaries for the Education Department
• General printing pertaining to all Ministries, Government Departments and Entities

General description of the categories of documents (including exempt documents)

• Personal Files
• Administrative Files
• LPO/LOA/PV/Schedules documents
• Receipts
• Library of Printed Materials
• Job Pack and respective Invoices

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

• Occupational Health and Safety Risk Assessment
• Data Protection Internal Policy

ELECTORAL OFFICE

Description of the Department’s Structure

• Chief Electoral Commissioner (Head of Electoral Commission as well as Electoral Office)
• Secretary to Electoral Commission
• One Director (Operations)
• One Director (Electoral)
• One Head (ICT Operations)
• One Head (Policy Development and Programme Implementation)
• Secretary to the C.E.C.
• IT Section
• Office of the Address Registrar
• Registry
• HR
• Inventory
• Court Appeals/Party Financing
• Approvals/Aliens and Archives Unit
• Data Unit
• Accounts, Procurement & Salaries
• Messengerial & Minor Staff
• Gozo Office

Description of Functions and Responsibilities

The Electoral Office is set up in terms of the General Elections Act for the purpose of affecting the registration, transfer and cancellation of voters, the organisation required for the running of elections and all such administrative work as may be required by the Electoral Commission.

This includes the compilation and publication of electoral registers every 6 months and holding General Elections, Members of the European Parliament Elections, Local Council Elections and Referenda.

Please note that the Electoral Commission is exempted from its obligations in respect of the FOI Act as per Cap.496 article 5(4)(a)

The  Office of the Address Registrar is responsible for the managing and updating of addresses in Malta and Gozo [implementation of the Address Register]. This is done through the door numbering exercise, and through street naming.

General description of the categories of documents (including exempt documents)

• F1 – Application Form
• F2 – Change of Address
• F2a – Change of Surname
• F3 – Any change in the details of the original application
• F4 – Information regarding other citizenships and eligibility requirements for registration as a voter for the General Elections, Local Councils Elections, and European Parliament Elections.
• Form ID5 – Dummy cards
• Personal files and Administrative files
• LPO’s/LOA/Invoices
• Schedule of Payments
• Electoral Registers
• Political Party statutes
• Political Party Statements of Accounts
• Political Party Donation Reports

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

 General Elections Act, Cap.354

• Local Government Act, Cap.363
• Referenda Act, Cap.237
• European Parliament Elections Act, Cap.467
• Financing of Political Parties Act – Cap.544
• N. 204 of 2016 – Registration of Political Parties Regulations, 2016
• N. 91 of 2017 – Publication of Donation Reports Regulations, 2017
• N. 92 of 2017 – Form of Political Party Donation Return Regulations, 2017
• N. 205 of 2025 – Address Register and related Location (Geospatial) Registers Regulations, 2025.
• Data Protection Policy
• Retention Policy

RESOURCE SUPPORT AND SERVICES LTD

Description of the Department’s Structure

Executive Chairman and Board of Directors

Description of Functions and Responsibilities

Deployment of Personnel

General description of the categories of documents (including exempt documents)

• Employees’ personal files
• Payroll Files
• Accounts related files

Description of all manuals and similar types of documents which contain policies, principles, rules or guidelines in accordance to which decisions or recommendations are made in respect of members of the public

N/A