Statute of the Office of the President of the Republic

APPROVED by Directive No. 87 of the President of the Republic on 23 December 2024

1. General Provisions

1.1 The Office of the President of the Republic (hereinafter the Office) is a state administrative institution established under the President of the Republic by a resolution of the Riigikogu (Parliament) on 18 November 1992. It performs duties arising from law and tasks assigned by the President of the Republic.

1.2 The Office has an official seal bearing the small state coat of arms and its name, as well as its own budget. The expenses of the Office are financed from the state budget.

1.3 The Office is accountable to the President of the Republic.

1.4 The Office is located in Tallinn. Its postal address is A. Weizenbergi 39, 15050 Tallinn.

2. Functions of the Office

2.1 The principal function of the Office is to assist the President of the Republic in carrying out duties provided for in the Constitution and laws of the Republic of Estonia, performing protocol functions, communicating with the public, and organizing personal services for the President and the President’s family members in accordance with the President’s instructions.

2.2 To fulfill its principal function, the Office:

2.2.1 organizes the administration and technical support of the President;

2.2.2 organizes the President’s domestic and international communications;

2.2.3 arranges the reception of the President’s guests and prepares presidential visits;

2.2.4 manages the administrative affairs of the National Defence Council;

2.2.5 administers the official benefits of the President, including services for former Presidents;

2.2.6 manages the archives of the President and the Office;

2.2.7 informs the President about domestic and foreign policy issues;

2.2.8 advises the President on matters related to official duties;

2.2.9 prepares drafts of the President’s legal instruments;

2.2.10 services the President’s advisory commissions and councils;

2.2.11 organizes the awarding of state decorations and related activities;

2.2.12 performs other duties assigned by the President or arising from legislation.

2.3 The duties assigned to the Office are carried out by its officials and structural units in accordance with these statutes and their job descriptions.

2.4 For the performance of its duties, the Office has the right to obtain relevant documents, data, explanations, and other information necessary for its work from state and local government authorities.

3. Management of the Office

3.1 The Office is headed by a Director appointed by the President in accordance with the President of the Republic Work Procedure Act.

3.2 The Director of the Office:

3.2.1 ensures the performance of the Office’s duties;

3.2.2 organizes the work of the Office, plans its development, and makes proposals to the President for improving its operations;

3.2.3 approves the Office’s staffing structure in accordance with the structure established by these statutes;

3.2.4 approves job descriptions of Office officials;

3.2.5 approves internal rules required by legislation or work organization needs;

3.2.6 appoints and dismisses officials and concludes, amends, and terminates employment contracts with employees;

3.2.7 manages state assets under the administration of the Office;

3.2.8 approves the Office budget and determines officials authorized to use budgetary funds and the procedures for exercising such authority;

3.2.9 organizes the exercise of founder’s rights and obligations of foundations established by the President, except for adopting founder decisions;

3.2.10 represents the Office and performs legal acts on its behalf without special authorization, including the right to delegate such authority;

3.2.11 organizes the Office’s accounting and internal control;

3.2.12 carries out other lawful instructions of the President;

3.2.13 fulfills other duties imposed on heads of state agencies by law and exercises corresponding rights;

3.2.14 is accountable to the President.

3.3 On behalf of the President and for organizing the Office’s work, the Director issues directives and oral or written orders. Written directives and orders are documented and registered in accordance with the Office’s records management procedures.

3.4 In the Director’s absence, the Head of the Internal Affairs Department acts as substitute.

3.5 The Director:

3.5.1 directs the work of structural units through the Information Security Manager, Finance Manager, Protocol Manager, and heads of departments;

3.5.2 coordinates cooperation between the President’s advisers and other Office employees;

3.5.3 organizes the work of persons responsible for the President’s protection and Office security in cooperation with the relevant security authority.

4. Structure of the Office and Main Functions of Structural Units

4.1 Information Security Manager

Organizes information security activities, evaluates the effectiveness of the information security management system, and proposes improvements to ensure adequate protection of the institution’s information assets.

4.2 Finance Manager

Leads and coordinates financial activities and accounting operations.

4.3 Protocol Manager

Leads and coordinates protocol activities. Organizes protocol services for the President, protocol receptions, internal communication within the Office, protocol work, and catering services. Coordinates the work of the President’s aide-de-camps.

4.4 Foreign Affairs Department

Advises the President on matters related to foreign relations. Organizes the President’s international communications and related administration. Monitors and analyzes foreign policy developments and ensures the President is informed about international affairs. The department is headed by the Head of the Foreign Affairs Department.

4.5 Internal Affairs Department

Advises the President on domestic and legal matters. Organizes domestic and legal communication and administration. Monitors and analyzes internal developments and keeps the President informed on domestic matters. Prepares drafts of presidential legal acts, including constitutional review of laws submitted for promulgation, and organizes activities relating to state decorations. The department is headed by the Head of the Internal Affairs Department.

4.6 Communications Department

Coordinates public relations of the President and the Office. Organizes media and social media communication, manages the President’s and Office’s websites, and arranges photo, video, and audio recording and archiving related to the President. The department is headed by the Head of the Communications Department.

4.7 General Department

Its principal task is to support the core activities of the Office and provide services to former Presidents. The department is headed by the General Department Manager.

4.7.1 Protocol Area

In cooperation with the Protocol Manager, organizes presidential protocol services, internal events, protocol work, and the protocol and technical preparation and implementation of meetings, visits, receptions, events, and ceremonies.

4.7.2 Finance Area

In cooperation with the Finance Manager, organizes accounting and financial management of the Office. Prepares the draft budget and monitors the purposeful use of budget funds.

4.7.3 IT Area

Provides information and communication technology resources, protection, maintenance, and development of information systems necessary for the President and the Office.

4.7.4 Administration Area

Manages state assets under the Office’s administration, occupational safety activities, and transport coordination.

4.7.5 Office and Records Management Area

Organizes information and document management, administrative procedures, archiving, and healthcare-related activities. Provides human resources services to the President and the Office.

4.2 Departments are headed by managers employed by the Director in coordination with the President. The structure and staffing of departments are approved by the Director.

5. Advisers to the President of the Republic

5.1 Advisers to the President are part of the Office’s structure. An adviser’s title may include a prefix or extension specifying the field of responsibility. The Director determines the exact titles and number of advisers in accordance with the President’s instructions.

5.2 Advisers are appointed by the Director, in coordination with the President, for the duration of the President’s term of office.

5.3 Advisers report directly to the President and administratively to the Director. Their service duties are coordinated by the Director within the scope established by these statutes.

5.4 Advisers are responsible for advising the President, monitoring developments in their fields, contributing to the consideration of the President’s positions in policy formation, and participating in the preparation of meetings and visits and, where necessary, attending them. Other duties are specified in the adviser’s job description approved by the Director in coordination with the President.

6. Commissions, Councils and Working Groups

6.1 Commissions, councils, and working groups attached to the Office (hereinafter collectively commissions) may be:

6.1.1 established by law;

6.1.2 established by the President;

6.1.3 established by the Director.

6.2 The membership, tasks, servicing, and other matters of statutory commissions are determined in accordance with the relevant law.

6.3 A commission established by the Director is created by directive specifying:

• the chairperson and members;
• the objective or tasks of the commission;
• deadlines for performing its tasks;
• where necessary, authority to involve experts and specialists and establish expert groups;
• reporting obligations;
• the structural unit or official servicing the commission;
• remuneration arrangements for members, if applicable.

6.4 The servicing unit or official ensures minute-taking, administration, and archiving of commission documents in accordance with the Office’s records management procedures.

7. Administrative Supervision

7.1 Official supervision over the actions and orders of Office employees is exercised by an Office employee designated by the Director.

7.2 Within the framework of administrative supervision, the Director may amend or suspend actions and orders of Office employees. Decisions made under administrative supervision are formalized by a directive of the Director.