The Executive Offices of the Academy are the following:
1. Office of the Chancellor
The Chancellor is the Head of the Academy, who is appointed by the Supreme Court for a term of two years without prejudice to subsequent reappointment.
The Chancellor directs, manages and supervises the day-to-day activities of the Academy; exercises supervision and control over all personnel of the Academy; supervises the planning, development and implementation of the continuing program of judicial education for justices, judges, court personnel, and lawyers aspiring for judicial positions, and hearing officers of quasi-judicial bodies; represents the Academy in all its transactions and activities, including membership and participation in international organizations, meetings and conferences; and formulates and recommends to the BOT policies for the effective and efficient administration of the Academy.
2. Office of the Vice Chancellor
The Vice Chancellor is appointed by the Supreme Court for a term of two years without prejudice to subsequent reappointment.
The Vice Chancellor performs the duties and functions of the Chancellor in the latter’s absence; assists the Chancellor in managing and supervising the day-to-day activities of the Academy, specifically, but not limited to, administrative and financial matters; assists in the planning, implementation and evaluation of all PHILJA educational programs.
3. Office of the Executive Secretary
The Executive Secretary is appointed by the Supreme Court for a term of two years, without prejudice to subsequent reappointment, and has the same requisite qualifications and compensation as a Regional Trial Court Judge.
The Executive Secretary serves as the ex officio Recorder-Secretary of the Board of Trustees and Academic Council and custodian of all records of proceedings; and performs such other duties and functions that the Chancellor may assign.
The Academic Affairs Office (AAO) is responsible for drafting curricula and planning the academic undertakings of PHILJA; periodically evaluating the academic programs and performance of the lecturers; and organizing, managing and providing training for members of the Bench and court personnel.
It is composed of three divisions: Judicial Education, Court Personnel Education, Programming and Monitoring.
The Research, Publications, and Linkages Office (RPLO) is responsible for the plans and policies for the effective implementation of research and development activities that are consistent with PHILJA’s mandate to provide continuing legal and judicial education; develops and publishes the Academy’s research outputs and seminar proceedings in regular and special publications; responsible for the plans, policies and programs for the establishment of linkages and collaborative mechanisms with foreign and local institutions to improve resources generation and mobilization of judicial training and for the continuing exploration, implementation and management of mutually beneficial linkages with partner institutions, agencies and organizations.
It is composed of three divisions: Research, Publications and Linkages.
PHILIPPINE MEDIATION CENTER OFFICE (PMCO)
The Philippine Mediation Center Office (PMCO) is primarily responsible for the expansion, development, implementation, monitoring and sustainability of SC ADR mechanisms, namely, Court-Annexed Mediation (CAM), Appellate Court Mediation (ACM), Judicial Dispute Resolution (JDR), Mobile Court-Annexed Mediation (MCAM), and eventually Court-Annexed Arbitration (CAA); and other Alternative Dispute Resolution mechanisms. It is also tasked with the organization of PMC Units throughout the country, as it may deem necessary.
The PMCO is under the operational control and supervision of PHILJA, in coordination with the Office of the Court Administrator, through the Executive Judges.
It is composed of three divisions: Mediation Planning and Research, Mediation Resource Management, and Mediation Education, Training and Monitoring.
The PMCO Executive Committee, formerly ADR Committee, was created pursuant to A.M. No. 08-2-5-SC-PHILJA, dated February 12, 2008. It reviews, formulates and recommends proposals, guidelines, circulars on SC ADR Mechanisms, annual PMC budget, accreditation of Mediators, and appointment/renewal of PMC Unit Staff. It is composed of the Chancellor, as Chairperson, four regular members appointed by the Supreme Court, and four ex officio members, namely, the Court Administrator, the Executive Secretary, the PHILJA Chief of Office for PMC, and the Chair of the PHILJA ADR Department.
1. Administrative Office
The Administrative Office is headed by the Chief of Office for Administration who oversees the implementation of the functions of three divisions:
- Corporate Planning Division,which formulates annual and long-term institutional development plans for the Academy, and monitors and evaluates its performance, other than academic performance;
- Administrative Division, which undertakes the planning and management of human resources, supplies and physical assets, and other logistical services of the Academy, with the following sections:
- Human Resource Management Section, which is responsible for personnel administration and human resources development, including the conduct of human resource sessions/echo seminars.
- Property and Supply Section, which is responsible for the management and control of PHILJA properties, equipment and supplies, including canvass and purchase.
- Information Systems Division, which is responsible for the:
- Creation, development, and maintenance of software programs and systems pertaining to the Academy’s information technology;
- Design, update, and maintenance of PHILJA websites and other functions pertaining to e-learning;
- Setup and administration of Local Area Network (LAN) and other connections within the Academy; and
- Maintenance of all PHILJA computers and other IT requirements.
2. Finance Office
(per Revised A.M. No. 01-1-04-SC-PHILJA, September 23, 2008)
The Finance Office, headed by a Chief of Office with appropriate academic qualifications, is responsible for the formulation, allocation, administration and accounting of the Academy’s budget and sources of financing and other resources. It is composed of the following divisions:
- Budget Division, which plans the finances of the Academy; prepares, examines, requests and justifies the Academy’s budget; establishes budgetary controls; reports budgetary status of trainings and seminar accomplishments; plans and develops the basic budgetary system; and conducts related research and analysis.
- Budget Utilization Section, prepares the PHILJA Budget matrix; records and monitors allotments received by PHILJA from the FMBO Budget Division, and financial assistance and grants received from partner agencies; records and monitors obligations; and records the disbursement vouchers for all funds kept by PHILJA.
- Planning and Monitoring Section, prepares and reviews budgetary financial reports and proposals for seminars and justifications of the Academy’s budget; conducts canvass/surveys for preparation of budgetary requirements during seminars, such as transportation and accommodation; and finalizes transactions.
- Accounting Division, which records all financial transactions, prepares and submits financial reports to proper authorities and agencies concerning the operations of the Academy, with the following sections:
- Bookkeeping Section, records and accounts financial transactions of the Academy; and gathers, analyzes, and interprets relative financial data.
- Banks and Accounts Reconciliation Section, prepares Monthly Bank Reconciliation Statements for all funds kept by PHILJA.
- Cash Division, which takes charge of receipts, safekeeping and disbursement of funds, with the following sections:
- Collection/Remittance Section,takes charge of receipts/income collections and deposits of the Academy.
- Disbursement/Releasing Section,accounts for the disbursement of funds kept by the Academy.
3. PHILJA Training Center Office (PTCO)
(per A.M. No. 09-5-12-SC-PHILJA, July 14, 2009)
The PTCO is headed by a Chief of Office who shall act as General Manager in the administration of the affairs of the Center, along with a duly appointed Assistant Chief of Office. Both will be responsible for the implementation of PTCO functions, with the following divisions:
- Operations Division,responsible for the day-to-day operations of the Front Office, Supplies, Food and Beverages, and Housekeeping.
- Engineering, IT and General Services Division,responsible for the maintenance, repair, replacement, improvement and modification of furniture, fixtures and equipment, its buildings and other properties; and for ensuring uninterrupted provision of utilities.
- Security Services Division,responsible for the security management of the entire facility.
The Academy’s Administrative and Finance Offices shall discharge the administrative and financial functions of the PTC.