Secretariat

A Permanent International Secretariat of the CBSS was established following a decision taken at the 7th Ministerial Session of the CBSS in 1998 in Nyborg, Denmark.

The Permanent International Secretariat of the CBSS, or CBSS Secretariat, is responsible for implementing the decisions of the Council and the Committee of Senior Officials (CSO). Based in Stockholm, Sweden, the Secretariat serves as the administrative and operational hub of the organisation, ensuring continuity and coordination across CBSS activities.

Role and Responsibilities

The Secretariat’s primary mandate is to turn the political direction and decisions of the Council and CSO into practical actions. Its key responsibilities include:

  • Supporting role: Providing technical, administrative, and analytical assistance to the official bodies of the CBSS, including the Council, Presidency, CSO, expert groups and other CBSS bodies, in carrying out their roles and responsibilities.
  • Activity coordination: Ensuring continuity and enhanced coordination of CBSS activities, by managing and implementing CBSS initiatives and projects that align with the organisation’s long-term priorities.
  • Information management: Acting as a focal point for information on Baltic Sea Region cooperation, facilitating communication between Member States, expert groups and other CBSS bodies, and external partners; maintaining the CBSS archives and information database.
  • Partnerships: Strengthening regional partnerships by maintaining contacts with other stakeholders operating in and around the Baltic Sea Region, including the national authorities of Member States and the media.
Leadership and Staff

The Secretariat is headed by a Director General, who is appointed by the Council. The Director General ensures that the Secretariat operates efficiently, supports the priorities of the Presidency, and maintains alignment with CBSS goals. Assisting the Director General is a Deputy Director General, along with approximately 30 employees. 

This includes:

  • Senior Advisers and Advisers specialising in CBSS priority areas, providing expertise and guidance for project development and implementation.
  • Administrative staff managing the day-to-day operations of the Secretariat.
  • Project staff focused on delivering CBSS initiatives, often working with external funding sources, stakeholders, and partners to ensure successful project outcomes.
Cooperation with the Presidency

The Secretariat works closely with the CBSS Presidency, adapting its activities to support the annual priorities of the Member State holding the Presidency. This partnership ensures that the Secretariat’s work complements the strategic leadership provided by the Presidency and the CSO.

Legal Framework and Host Country Agreement

The Secretariat operates under a legal framework established by the CBSS Terms of Reference and the 1998 Host Country Agreement with Sweden. This agreement provides the Secretariat with the legal capacity, privileges, and immunities necessary for its operations, enabling it to fulfil its international role effectively.

Structure and Functioning

The Secretariat includes specialised units and experts working across the CBSS’s long-term priority areas. These units focus on initiating, developing, and implementing strategic projects, often involving cooperation with external funding sources and stakeholders such as other line ministries. The Director General oversees the units to ensure accordance with Secretariat rules and their alignment with CBSS long-term priorities, while their work and specific tasks are determined by their respective governing bodies.

The budget of the core part of the Secretariat is financed by annual contributions from the CBSS Member States according to annual budgets approved by the Committee of Senior Officials.

History

The Permanent International Secretariat of the CBSS was established following a decision made at the 7th Ministerial Session of the CBSS in 1998 in Nyborg, Denmark.

The Secretariat was officially inaugurated on 20 October 1998 at its premises on the island of Strömsborg in Stockholm. In July 2020, after a decade in Stockholm’s Old Town, the Secretariat relocated to the historic Momma Reenstierna Palace in Södermalm, Stockholm.