The Question

This question is posted by a member of the Practitioners' Network who wishes to remain anonymous.

Can a member of an Election Commission be nominated/elected to a leading position (e.g. chair, deputy, secretary) in absentia? In my country, the individual in question was absent from the commission session when she was nominated/voted to the position of secretary. Though the regulations do not forbid such an action, neither do they explicitly allow for it.

What regulations or standards of practice exist in other countries? I would be very grateful to hear of other similar experiences and legal positions.

Summary of responses
The general view is that an appointment in absentia is valid - providing that it is not specifically prohibited by a country’s electoral laws, regulations or procedural rules. This validity would, however, be questionable if the appointee were to be absent for a prolonged period of time.

One practitioner is of the opinion that the standard practice in such cases is for an absent individual to be appointed or elected by consensus. Another believes that where any ambiguity exists, the onus is on the EMB to act with a high degree of integrity, in order to safeguard its reputation among voters.

Other countries cited in this context are Tonga, where the Chairman of the Tongan Electoral Commission was out of the country when appointed, and Mexico, where the law forbids election officials from occupying elected positions in absentia. Lastly, in the Democratic Republic of Congo, such appointments are implicitly allowed. 

Examples of related ACE Articles and Resources
Encyclopaedia:
• Recruitment and Appointment of EMB Members 

Names of contributors
1. Carl Dundas
2. Idi Boina
3. Rafael Morales Ramírez
4. Atem Oben Henry Ekpeni
5. Laurie McGrath
6. Tope Akanmu
7. Kisimba Albert

If the legal stipulation and procedures relating to the qualificatioin with respect to the particular office or position are met, unless it is specifically stated that the member or officer of the EMB ought to be present at the meeting or be in office physically at the time of election or nominaton, then the appointment/nomination would be legal valid and in line with best practice. If however the member is ill or travelling out of country for a prolonged period of time other considerations might be appropriate.

Dans tous les pays du monde surtout francophone que je maîtrise ou bien dans les pays que j'ai visité et travaillé dans le domaine des élections toutes nominations ou élection d'un membre on se refait toujours à la loi. Il y a des fois qu' on pratique le consensus surtout si la personne à nommer ou à voter ne se trouve pas sur place et elle est la seul qui répond aux termes de référence du  poste. Si non le processus électoral est un domaine très sensible,et pour éviter les conflits,il faut appliquer les  les règles juridiques. En plus pour la transparence du processus il serait  souhaitable que celle ou celui qui se porte candidat à un poste ou à être nommé le mieux est qu'il soit ou (qu'elle) sur place pour donner les raisons  c'est à dire le pourquoi il veut  postuler à un poste de responsabilités quelconque.

In Mexico, the law prevents election officials occupy elected positions "absent" or under any figure involving a temporary permission to leave office as council members. Even so are prohibited after completing their responsibilities.

Commission sessions or meetings have laid down rules that guide the operations of such sessions from  invitation procedures and or procedures to obtain permission to be absent in a meeting. ln some cases, one must be absent in a number of sessions without a valid permission for such appointments to be invalid. The question mentioned indicates the nomination is well valid except that it may not be in accordance with the legal provisions of the said EMB.

It will depend on the legislation governing the EMB and in particular any requirement for the person to be present. Additionally, as others have pointed out, the EMB may have procedural rules, that in the absence of legislation, allow appointment or election in absence.

The Chairman of the Tongan Electoral Commission resides in Fiji and was appointed by the King without him being in the country. I am sure there are other instances where a person or persons have been appointed or elected without them being present. I have assumed that in those situations the person or persons although not present have been consulted and agreed.

The fact still remain that either EMB or not every organisation has its rules and regulations and these rules guide their operations. However, as far as EMB is concerned, a  high level of integrity should prevail. Apart from adhering strictly to the rules guiding their operations, in such situation where there is ambiguity in their rules then a demonstration of high level of integrity is expected by members of the EMB because they are seen as role model of that country and much is expected from them.

Voici ce que dit la loi organique de la CENI à son article 10 « Les membres de la CENI sont choisis parmi les personnalités indépendantes reconnues pour leur competence, integrité morale, probité et honnêteté intellectuelle. La désignation des membres de la CENI est entérinée par l’Assemblée Nationale».  Ce qui revient a dire que le choix peut s’operer même en l’absence de la personne pourvue qu’elle soit consulté a l’avance et que son accord soit confirmé.