Administrations and Finance

DEPARTMENT OF ADMIN AND FINANCE

Major Duties and Responsibilities

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.
• Harmonizing annual work plans for the department.
• Coordinating the preparation of the monthly, quarterly and annual progress reports.
• Coordinating the preparation of department’s risk management framework Preparing annual monitoring and evaluation report.