This department is responsible for facilitating the operations of technical departments by providing support services in areas of administration, physical, human and financial resources management. The Department is headed by the Under Secretary and comprises the following units:
- Human Resource Management;
- Accounts;
- Administration; and
- Resource centre
Key functions and Outputs of the Department.
(i) Human Resource Management
Key Functions
- Guide and advise the Ministry Management on the overall matters of personnel in terms of policies, regulations, practices and procedures and disciplinary code;
- Handle staff disciplinary matters;
- Deploy ministry staff within Departments, Divisions, Sections and Units to meet their manpower needs;
- Maintain updated staff and other records;
- Coordinate the personnel function within and without the Ministry including identification of human resource requirement and recruitment;
- Prepare submissions for retirement packages and submit to Ministry of Public Service for payment;
- Organize human resource training and development programmes in liaison with respective technical departments.
Key Outputs.
- Ministry's Management guided and advised on the overall matters of Human Resource Management in terms of policies, regulations, practices and procedures and disciplinary code.
- Staff Disciplinary matters handled.
- Ministry Staff deployed within Departments, Divisions Sections and Units according to their manpower needs.
- Staff and other records records maintained updated.
- Personnel function coordinated within and without the Ministry; including identification of human resource requirements for recruitment.
- Submissions for retirement packages prepared and submitted to the Ministry of Public Service for payment.
- Human resource training and development programmes organized in liaison with respective technical departments.
(ii) Accounts.
Key Functions.
- Administer staff salaries, wages and allowances and ensure their promptly payment.
- Formulate,develop,compile and manage the ministries recurrent and development budgets.
- Produce and submit financial statements and informative financial periodic reports to relevant authorities,
- Prepare timely payments of salaries, wages and allowance of the ministry staff.
- Maintain proper books of accounts in accordance with the current financial regulations.
- Institute and apply internal financial control measures.
- Manage and account for the ministry's finances and other resources.
- Document and provide safe custody for the financial records of the Ministry.
Key Output.
- Staff salaries, wages and allowances prepared and their promptly payment ensured.
- Ministries' recurrent and development budgets formulated,developed,compiled and managed;
- Financial statements and informative financial periodic reports produced and submitted to relevant authorities;
- Timely payment of salaries, wages and allowances of the ministry staff prepared and ensured;
- Proper books of Accounts maintained in accordance with the current financial regulations;
- Internal financial control measures instituted and applied,
- Ministry finances and there resources well managed and accounted for,
- Financial records of the Ministry well documented and their safe custody provided.
(iii) Administration.
Key Functions.
- Initiate and implement Government Policies and Regulations.
- Handle the entire ministry's correspondence work.
- Provide appropriate security for the ministry's premises and property.
- Manage the library, records and registry of the Ministry.
- Organize and provide office accommodation and other operational necessities.
Key Outputs.
- Government Policies and Regulations initiated and implemented.
- Ministry's correspondence work handled.
- Appropriate security for the ministry's premises and property provided.
- Administrative, logistical support and office support services to the Ministry provided.
- Library, records and registry of the Ministry properly managed.
- Office accommodation and other operational necessities to the ministry organized and provided.
(iv) Resource Centre.
Key Function.
- Organize and manage a centre as a Documentation Depository Unit.
- Collect, analyze, prepare as appropriate, store, retrieve and disseminate information for users, including the general public.
- Periodically produce team management information in pamphlets, reports and other forms for end user requirements.
- Maintain all ministry computer hardware and software in a serviceable condition.
- Continually acquire relevant reference materials to stock and update the reference library of the Ministry.
- Advise the Ministry on appropriate use of or access to information; and
- Administer and maintain the Ministry Wide Area Network (MWAN) and Local Area Network (LAN).
Key Outputs.
- Centre as a Documentation Depository Unit well organized and managed.
- Information collected, appropriately analyzed, stored, retrieved and disseminated for users; including the general public.
- Information in pamphlets, reports and other forms for end user requirements periodically produced.
- Ministry's computer hardware and software maintained in a serviceable condition.
- Relevant reference materials to stock continually acquired and reference library of the Ministry updated.
- Ministry advised on appropriate use and access to useful information; and
- Ministry Wide Area Network (MWAN) and Local Area Network well managed and maintained.
