The mandate of the Department

 
  • Ensuring the adequate provision of administrative and Financial support to all departments of the Ministry.
  • Coordinating the implementation of financial procurement, and records management policies, procedures, and systems
  • Coordinating the preparations of the ministry’s annual financial and procurement plans budgets and monitoring their implementations
  • Supervising the installation and implementation of appropriate financial management and internal control systems to minimize risk and fraud
  • Overseeing the procurement and contract management functions of the ministry
  • Assessing the financial impact on the implementation of the ministry work plans and budgets
  • Overseeing annual financial audits and adequate management responses to audit queries are provided.
  • Ensuring effectiveness and functionality of records management system including general confidential and personal records.
  • Overseeing the general welfare and disciple of the ministry staff in accordance with civil service rules and regulations and security policy of the ministry
  • Coordinating the recording of minutes of the ministry staff and management meetings
  • Effectively and efficiently managing logistics and other physical assets of the ministry
  • Developing and maintaining corporate estate plans and ensuring cleanliness, sanitation, and hygiene controls of ministry premises
  • Coordinating the development and implementation of departmental staff training plans
  • Preparation and implementation of annual work plans and budget
  • Coordinating the formulation of the department’s risk management framework, risk profiling, risk reporting, and monitoring.
Department of admin and finance comprises of these sections

Finance

  • Managing the financial accounting and reporting systems, taking into account the changing accounting and reporting needs of the ministry and allied stakeholders
  • Preparing and maintaining yearly budgets and forecast; to ensure that fellow directors have appropriate training to prepare budgets for their area of specific budget responsibility, and accept accountability for their maintenance
  • Preparing detailed monthly management accounts across all departments of the ministry
  • Monitoring actual performance against budget on a monthly basis and reporting on variances
  • Producing statutory accounts and any other reports required by the ministry
  • Ensuring that the ministry’s accounts and accounting systems are maintained in accordance with Somaliland accounting standards and compliant with the requirements of the Ministry of Finance
  • Maintaining schedules and records of all/any hire purchase agreements; records of all financial agreements; records of all loans
  • Developing detailed terms of reference for administrative and finance departments as well as individual staff.
  • Conducting a capacity assessment of the current departments as well as the ministry
  • Developing administrative, financial, and procurement processes and procedures in line with best practices.
  • Coaching key staff members up to a level of competency to be able to competently perform senior roles in the unit.
 

Procurement Section

 
  • Planning, organizing, and coordinating the procurement of supplies, materials, equipment, and services for the ministry
  • Developing, implementing, and monitoring a procurement plan for the ministry
  • Advising on the appropriate procurement methods to be used for procurement of goods and consultancy services
  • Managing the procurement process and ensuring all procurement activities comply with applicable laws, regulations, policies, and procedures of stakeholder ministries
  • Managing operational procurement activities processing including drafting procurement plans, bidding documents, adverts, request for quotations; procedures in issuing BDs, procedures in shortlisting suppliers for invitations for quotations, receipt of bids/quotations, the opening of bids/quotations, evaluation of bids/quotations, preparation of evaluation reports and draft contract agreements.
 

Archives and Records Management

 
  • Identifying and preserving records of long-term value
  • Managing and providing access to the Archives
  • Controlling management of files and updating the file index both manually and electronically for easy retrieval and monitoring of file movement
  • Ensuring the security of information and files by participation in the development of filing procedures, verification, and evaluation of filing systems
  • Ensuring compliance with applicable legal and administrative requirements pertaining to records management
  • Dispatching of mails from the department to mail office and ensuring it is addressed to the designated recipient
  • Appraising records for disposal in accordance with the archive policy of the ministry and following up on the process of disposal of records and data
  • Dealing with inquiries and requests for information from both internal and external clients with regard to records management Section
  • Preparing annual, monthly, and weekly reports on the records held under the custody of the records Section
  • Administering records management programs and providing recommendation on matters relating to records management of ministry documents
  • Providing training on the records system at the ministry to staff deployed in registries outside the Section and those handling records
  • Providing input on the departmental annual work plan for the registry
  • Establishing policies and standards regarding records management.
 

Administration Section

 
  • Coordinating general administration, staff services, policies, systems, and procedures at the ministry
  • Overseeing the management of central records function, transport services, telephone services, mail offices services, library services, and pool production/photocopy services within the ministry
  • Ensuring general administration, coordination, and supervision
  • Enforcing implementation of transport policy and related transport matters
  • Managing the office building, lease, security, and safety measures
  • Handling disciplinary matters concerning drivers and support staff for the ministry
  • Ensuring that all assets including infrastructure and equipment through the provision of up-to-date specifications, evaluation, and inspection to ensure that only appropriate assets are procured for the ministry.
  • Overseeing the installation and commissioning of new equipment
  • Supervising service contracts for the sophisticated assets equipment
  • Coordinating and regulating donation of assets to the ministry
  • Assessing and recommending obsolete assets for boarding
  • Conducting user training to staff on the correct and safe operation of various assets
  • Developing and updating the ministry‘s physical assets register
  • Monitoring the transportation budget to ensure funds are properly utilized
  • Supervising drivers ‘performance and allocating driver assignment s
  • Ensuring compliance with safety standards, and maintaining all vehicles in top working order.