Admin & Finance Department

Department of Finance and Administration

The Department provides support to the operational arm of the ministry, through the provision and maintenance of a well-motivated workforce as well as ensuring the efficient management of the Commission’s facilities. It is a consolidation of all central support services at the MoERD, which in turn will provide for improved coordination of existing financial, and administration resources and services. It also provides oversight of the Information Technology Unit and manages the Ministry’s vehicle fleet

Responsibilities of the Department

  • Support in the management of cash flow and expenditure of finances as per the allocations;
  • Maintain bookkeeping, accounting records and statements;
  • Manage all accounts receivable and payables
  • Plans, organizes and co-ordinates the procurement of supplies, materials, equipment and services for the ministry
  • Develops, implements and monitors a procurement plan for the Ministry
  • Advise on the appropriate procurement methods to be used for procurement of goods and consultancy services under the project
  • Ensuring the implementation of  Human Resource policies, regulations and practices in the Ministry;
  • Develop and implement ministry capacity building needs at central and regional levels
  • Managing and maintaining the payroll and staffing control systems;
  • Leading for the recruiting staff and Responsible training of the  ministry staff to all levels
  • Planning, designing, specification and installation, including upgrading of all the Ministry managed network systems
  • Contributing to the Ministry’s ICT policy and strategy;
  • Managing the structured cable environment of the Ministry network;
  • Ensuring that all systems are fully functional to meet the needs of the Ministry;

The department is divided into three sections which include the Finance Management, Procurement Management, Human Resource Management and Information Communication Technology Sections. The following table provides the functions for each of the sections:

Finance Management Section Functions

The functions of the Finance Management Section are:

  • Verifying whether expenditure is eligible and is provided in the MoERD budget allocation before any commitments are made;
  • Support in the management of cash flow and expenditure of finances as per the allocations;
  • Maintain bookkeeping, accounting records and statements;
  • Manage all accounts receivable and payables;
  • Assist with all financial reports required by the Director of Administration and Finance.
  • In collaboration with Head of Logistics and Assets Management, record fixed asset acquisitions and disposals in the accounting system and carry out period stock-taking to ensure the accounting and administration records of the assets are reconciled;
  • Answering audit queries and mandatory inquiries whenever necessary;
  • Support in the preparation of annual, quarterly and monthly financial statements of accounts;
  • Preparing monthly bank reconciliation statements and ironing out discrepancies

Procurement Management Section Functions

The functions of the Procurement Management Section are:

  • Plans, organizes and co-ordinates the procurement of supplies, materials, equipment and services for the ministry
  • Develops, implements and monitors a procurement plan for the Ministry
  • Advise on the appropriate procurement methods to be used for procurement of goods and consultancy services under the project
  • Manages the procurement process and ensures all procurement activities comply with applicable laws, regulations, policies and procedures of the Ministry.
  • Manages operational procurement activities processing including: drafting procurement plans, Bidding Documents, adverts, Request for Quotations; procedures in issuing BDs, procedures in short listing suppliers for invitations for quotations, receipt of bids/quotations, opening of bids/quotations, evaluation of bids/quotations, preparation of evaluation reports and draft contract agreements…etc.
  • Prepares Expressions of Interest, request for Proposals, Letters of Invitation, Request for Proposals and other tender documents.
  • Participates and provides guidance to the evaluation process and the preparation of Bid/Proposal Evaluation Reports and Award Recommendations for procurements in compliance with national government laws, policies and regulations.
  • Carries out pre-qualification exercises to establish and maintain a database of approved contractors.
  • Establishes and implements a contractor performance management system to assess indicators such as capabilities and qualities
  • Conducts bidders' meetings, provide clarification and prepares minutes on the bidding process as required
  • Ensure that complete documentation is maintained on all procurement cases and coordinate and respond to procurement queries, disputes, and complaints; including the development of procurement database system. Establish a central procurement filing system, and ensure all related documents are included in the respective files.
  • Participate and provide guidance during negotiations and contracting phase including supporting contract management teams and the necessary oversight and monitors contract progress and variations to take action to remedy slippages
  • Monitors and reviews the execution of contracts to ensure compliance with stipulated terms and makes recommendations to ensure probity and proper performance by both parties
  • Handles claims and disputes, claims against warranties and works towards the resolution of conflicts and problems arising out of cases of poor performance for non-compliance with contractual obligations within the terms and conditions of contracts
  • Responsible for contract closure, including identifying best practices and lessons learned and performing contractor assessment from a contract management perspective
  • Sets up procedures for timely request for funding and disbursement for authorized expenditure
  • Forecasts procurement needs of the Programme by conferring with management and staff to ascertain their requirements
  • Maintains a record of all supplies, equipment and services procured and disposed
  • Plans and organizes the logistics associated with prompt delivery of supplies, materials, equipment and services to meet the need of the Programme
  • Maintains inventory control and recommends procurement strategies
  • Uses technical and financial information to inform on budget preparation, procurement strategies, priorities and timing
  • Prepares reports and other documents as required on procurement matters and Undertakes a full risk analysis including mitigation measures for all contracts

Human Resources Management Section Functions

The functions of the Human Resources Management Section are

  • Ensuring the implementation of Human Resource policies, regulations and practices in the Ministry;
  • Develop and implement ministry capacity building needs at central and regional levels (Functional and Trainings needs Assessments) and develop periodic  appropriate ministry training Calendar based on needs
  • Preparing TORs for consultants and Service Providers
  • Develop and Organize, affective supervision and updating staff files and documentations and ensuring  safe custody, these include: letters of appointment, contract, annual leave days, public holidays calendar;
  • Managing and maintaining the payroll and staffing control systems;
  • Leading for the recruiting staff and Responsible training of the ministry staff to all levels

Information Communication Technology (ICT) Section Functions

The functions of the Information Communication Technology (ICT) Section are

 

  • Planning, designing, specification and installation, including upgrading of all the Ministry managed network systems
  • Contributing to the Ministry’s ICT policy and strategy;
  • Managing the structured cable environment of the Ministry network;
  • Ensuring that all systems are fully functional to meet the needs of the Ministry;
  • Overseeing daily care and maintenance of all computer systems and their environments;
  • Administer the installation of hardware and software as appropriate;
  • Performing backups of crucial data regularly on the MoERD systems;
  • Setting up and maintaining appropriate E-mail, Intranet and Internet facilities as required on the MoERD managed systems;
  • Liaising and working co-operatively with colleagues to ensure consistent and coherent approaches to the use of ICT facilities;
  • Providing ICT support to MoERD departments in the delivery of ICT;
  • Coding, entering and editing data in a variety of database formats;
  • Giving advice to the Research and other Directorates to plan for future ICT advances;
  • Maintaining an awareness of ICT developments in order to ensure maintenance of up-to-date ICT services within the Ministry;
  • Ensuring that hardware (and network cabling) is maintained and repaired as necessary;
  • Maintaining an inventory of ICT equipment;
  • Advising on the security of equipment and data