Department of Admin and Finance
 

The Department of Admin and Finance department is responsible for: -

To ensure the availability of services and facilities necessary to support the administrative and other functions of the Ministry.

To safeguard the interest of the Ministry in all financial transactions          

 

  • In collaboration with the HRM department to ensure that staff with requisite background for all types of work in the Ministry are recruited in collaboration with the CSI, trained,re-trained, motivated and developed on a continuing basis for the efficient discharge of their duties.
  • Overseeing and leading the annual budgeting and planning process.
  • Actively reviewing all financial plans and budgets, including preparing financial information for programs and projects underway in the Ministry.
  • Establishing effective financial and accounting system standards and controls for the Ministry.
  • Prepare, review and update a resource Allocation Framework for effective allocation of financial resources within the Ministry.
  • Prepare detailed expenditure budgets and summary budget tables and share with Management of the Ministry.
  • Develop work plans and set performance targets for finance & admin staff of Admin and Finance Department.
  • Carry out scheduled staff development meetings within the Department.
  • Organize and plan for staff development and training in the Finance and Administration department.
  • Prepare and review various financial budgeting and reporting documents to ensure they are in line with approved budget submitted to relevant stakeholders/ donors/ partners
  • Prepare financial forecasts of income and expenditure for the Ministry.
  • To ensure the availability of services and facilities necessary to support the administrative and other functions of the Ministry.
  • 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 and the Procurement Authority.
  • Develop and execute strategies that are intended to create and uphold a positive public image for the Ministry.
  • Deliverer the ministry's activities to the public and international Media.
  • Monitoring news from the ministry.
  • Documentation and dissemination of awareness or ministry messages.
  • Providing information and documents to the public and media on the Ministry activities.
  • Making transparent the works and activities of the Ministry both to the public as well as local and international institutions.
  • Collecting, processing and publishing information on works and activities of the Ministry.
  • Supervising and maintaining official webpage of the Ministry including (Facebook page, Twitter and other social media) of the Ministry.
  • Preparing materials and brochures for publication and distribution to inform the public on the activity of the Ministry.
  • Present the approved plan of action prepared by the different departments of the Ministry to all over the employees of the Ministry.
  • Prepare and get approval the working structure of his/her department and implement accordingly.
  • Delegating some of the less important and less urgent tasks to the section heads and other department.
  • Does whatever the Minister and Director General Delegates him/her in timely fashion.
  • Holds continues meeting with his team and reports to the Ministry top management officials.
  • Participates on behalf of the department all Ministry weekly meeting and top level management meetings and reports back to hi/her team.
  • Encourages hi/her staff to be actively involved in the day-to-day activities of the Ministry.
  • Prepare and implement a comprehensive monitoring and evaluation system and tools for the Department.
  • In collaboration with the Human resource development department prepare and implement the capacity development for all department staff based on the needs assessment and in-line with the Civil Service Commission (CSC) guidelines and requirements.
  • Preparation of the annual financial estimates of the department in consultation with the heads of sections.