Posted on behalf of ACE user

Question:

Is there a best practice in terms of external relations staffing at election commissions? (ie. is there a standard organigram or a checklist of roles or responsibilities to be taken into account?)

Summary of Responses:

The practitioners agree that the primary purpose of external relations institutions is to promote visibility, share information and coordinate between EMBs and outside organizations, particularly between international observers like the OAS and UN. External relations departments are crucial for EMBs as they act as the public face of the organization. Practitioners note that standards for staffing vary based on country needs, however knowledge of social media and the electoral system are invaluable.

There are several different ways to organize these departments, and practitioners assert that the organization depends on the needs of the EMB and scope of responsibility desired.

In Zambia, the department is centralized within the national Election Commission. The Public Relations Department acts exclusively as PR and damage control for the Commission, giving it a narrow scope relative to other external relations bodies.  The Nigerian Voter Education and Publicity Department within the EMB is more extensive than that of Zambia in that it is responsible for all external relations and communications. It is headed by a director and supported by three deputy directors devoted to publicity, voter education, and gender and civil society respectively. This appears to be the most common scope of responsibilities.

Within Mexico's Electoral Institute (INE) is housed the International Affairs Department. The department is tasked with managing relationships with international stakeholders and managing the International Center for Electoral Research and Education. The Center assists to promote the INE abroad through comparative research, international trainings, and information sharing. The INE as a whole acts as an administrative structure specializing in external relations. Attached at the bottom of the original post is an outline of INE's organization structure.

Contributing members:

Muhammad Sokoto Musa

Nchimunya Michelo Silenga

Rafael Riva Palacio Galimberti

Francisco Morales Gomez

Atem Oben Henry Ekpeni

Juan Jose Lopez Gutierrez

Extenal relations or Public Affairs is one of the key areas that can enhance the credibility of electoral process. it provide information to public and also feedback to EMB. in Nigeria's EMB, there is a Department named Voter Education and publicity which is responsible for external relations and communications. The department is headed by a Director and supported by three deputy directors.

1.Deputy director - Publicity

2. deputy director - Voter education

3. Deputy director - Gender and Civil society

And in each state (36) the same arrangement exists, The public affairs officer is responsible for media management, press confereces,briefing, write ups, television and radio programmes ect. He releases latest information to the external public via media.

(will continue)

In Zambia at the Electoral Commission, it is called the Public Relations department. It is separate from VE and addresses issues to do with keeping all stakeholders updated on what the Commission is doing, damage control etc... It is the face of the Commission.

In terms of roles and responsibilities, I think its cardinal to get people that can think on their feet especially during election time. Given that each country has different needs, the roles can then be specific to that particular situation, as long as the individuals have the basic qualifications and understand the implication of what they say. These individuals need to constantly update themselves with what the Commission is up to so they provide proper guidance and real time information to stakeholders at all times. With the coming of social media, they need to be savvy in that area too.

The National Electoral Institute of Mexico has an International Affairs Unit since 1993. It is a permanent body at central level.

Our main activities are:

To share information of our electoral system and internal procedures to international stakeholders, and some national groups

Accreditation of international observers for our elections.

Identify and share electoral practices around the world.

Los observadores internacionales tienen obligaciones principales con el país o el organismo internacional que representan; y luego tienen responsabilidades con el país anfitrión que es materia de la observación. Se hace necesario no solamente que los 36 países tengan la posibilidad de mantener una normativa análoga; se debe a través de los organismo regionales o internacionales como la OEA o la ONU al igual de organismo regionales en cada continente, armonizar una sola forma y mecanismos de observación internacional, que en alguna medida pueda romper el candado del respeto a la autodeterminación de los pueblos y además emitir criterios sobre el desarrollo de los comicios, que permitan ir mejorando los procesos, depurando errores e impedir que se manipulen los resultados.

En nuestra legislación se ha regulado su participación, que en alguna medida garantizan en alguna medida la pureza del sufragio, observan el procedimiento de la etapa comicial en el día de las elecciones, se enriquecen in situ del desarrollo de las votaciones, tienen contacto con los ciudadanos en diferentes ciudades, pueblos o comunidades indígenas, con lo cual pueden valorar sobre la organización y la libertad de expresión de los ciudadanos. De todas maneras, los informes de los observadores internacionales no son difundidos a nivel de las organizaciones sociales del país, únicamente llegan a la Cancillería, Ministerio de Relaciones Internacionales, a los organismos electorales superiores; mas debería difundirse con mayor amplitud y cobertura a los sujetos políticos, para fortalecer sus estructuras, su conducta política y mejorar el sistema electoral general.

Los observadores internacionales tienen obligaciones principales con el país o el organismo internacional que representan; y luego tienen responsabilidades con el país anfitrión que es materia de la observación. Se hace necesario no solamente que los 36 países tengan la posibilidad de mantener una normativa análoga; se debe a través de los organismo regionales o internacionales como la OEA o la ONU al igual de organismo regionales en cada continente, armonizar una sola forma y mecanismos de observación internacional, que en alguna medida pueda romper el candado del respeto a la autodeterminación de los pueblos y además emitir criterios sobre el desarrollo de los comicios, que permitan ir mejorando los procesos, depurando errores e impedir que se manipulen los resultados.

En nuestra legislación se ha regulado su participación, que en alguna medida garantizan en alguna medida la pureza del sufragio, observan el procedimiento de la etapa comicial en el día de las elecciones, se enriquecen in situ del desarrollo de las votaciones, tienen contacto con los ciudadanos en diferentes ciudades, pueblos o comunidades indígenas, con lo cual pueden valorar sobre la organización y la libertad de expresión de los ciudadanos. De todas maneras, los informes de los observadores internacionales no son difundidos a nivel de las organizaciones sociales del país, únicamente llegan a la Cancillería, Ministerio de Relaciones Internacionales, a los organismos electorales superiores; mas debería difundirse con mayor amplitud y cobertura a los sujetos políticos, para fortalecer sus estructuras, su conducta política y mejorar el sistema electoral general.

Broadly speaking, external relations encompasses both aspects of public relations as in Nigeria and international affairs as in Mexico. In both cases the major goal is to promote visibility, share information and coordinate other mandates accorded to the department such as accreditation of international observers as the case is in Mexico. Ensuring visibility of the EMBs work as an image and integrity building tool is a key attribute and function of such a department, be it public relations or international affairs. As such staff must demonstrate and possess some talent in public communication.

Where the External Relations Department incarnates both public relations at national and international levels, including institutional and stakeholder relations, it is essential to have sub directors of each. These sub directorate may be Media relations, CSOs, Political Party Liaison, International Affairs, Voter Information and Education etc.

On the other hand, an EMB may want an entire department for International Relations headed by a director as the case in Mexico, with well defined mandates. The Electoral Institute of Mexico's International Affairs Department is a good example. Charged with liaising with international stakeholders, the department has an International Center for Electoral Research and Education with mandate to conduct comparative research, share information with international election institutions and host international training. This is key to promoting visibility of INE's activities globally.

Generally, it is imperative for an EMB to define its goal for creating a department, proceed with staffing it with personnel the posses the minimum requirements and competence to achieve the set goals.