The Ministry of Planning and Economic Affairs

Administration

The Department of Administration plans, organizes, directs and controls all activities concerning human resources, finance and logistics in support of the mandated functions of the Ministry of Planning and Economic Affairs, directs selections, recruitment, appointment, training and development, promotion, transfer, discipline and termination of employees in accordance with the Civil Service Agency regulations.

The Department also manages the budgeted allotments of the ministry in accordance with the budget law. It also provides support and back up to all different organs of the ministry through performing tasks and activities regarding legal, financial and administrative affairs which include financing and financial resources, cost monitoring, accounting procedures follow up, providing financial consultations, providing different logistic and administrative requirements, in addition to supervising ministry’s incoming and outgoing mail supervision.

The Department of Administration includes the following sections:

Public Relations and Publications Division
Budget and Finance Division
Human Resources Division
General Services Division

Duties and responsibilities:

Public Affairs Related

Serves as the Ministry’s spokesman and primary media contact in routine, exceptional, and emergency situations
Develops and manages the Ministry’s overall media strategy
Develops and implements comprehensive outreach strategies to effective disseminate information to all media;
Establishes and maintains and database of nationals, state, regional, local, and community media contacts; and maintains ongoing professional relationship with members of the media.
Writes and prepares news releases, media advisories, publications, articles, and memoranda in print, video, and web based media for a wide variety of both external and internal audiences, including special announcements and bulletins regarding Ministry services changes.
Administers the dissemination of news and information on the Ministry’s internal and external websites, and provides news content and up-to-date posting of information.
Develops and implements effective strategies and procedures to keep Ministry staff informed of news, statistics, facts, and figures; as well as relevant governmental news and information.
Ensures the timely dissemination of information to staff through the internal website, email, and other media.
Holds planned and impromptus press and conferences; speaks to representative of various local and national media outlets; and provides live on-camera television, radio, and print briefings and interviews.
Represents the Ministry in both public and private meetings as required.
Plans and coordinates events targeted to the general public, international partners, interest groups, and internal ministry employees.
Attends Ministerial executive meetings as needed, and provides inputs and recommendations regarding media and public relations.

Human Resources Related

Plan short and long range manpower requirements of the ministry; identifies sources of manpower within the educational system, the financial and planning departments and other industries
Plans organize, direct, co-ordinate and control the overall activities of the personnel management, employment and pay administrations, employee’s relations and general services of the Ministry; in accordance with guidelines set by the Civil Service Agency and Ministry of Finance.
Ensure the development of an up-to-date system of personnel record keeping, including files, cards, etc, and ascertains their safe custody.
Approve matters and related to personnel, recruitment, transfer, promotion, demotion, evaluation, salary increment, etc; in accordance with the guidelines set by the Civil Service Agency.
Ensure that there is consistent application of approved personnel policies and regulations on salary, recruitment, promotion, demotion, evaluation, transfer, resignation and employees benefits
Develop a system of analysis on employee’s turnover, absenteeism, etc. In order to find the causes and solutions to the problem
Consolidate and submit periodic reports, prepares annual work plans and annual budget of the ministry; implement them upon approval
Evaluate work performance of direct line employees and approves evaluations submitted by subordinate.

Finance Related

Plans, organize, direct, co-ordinate and control the overall financial activities of the Office.
Prepare and present budget proposals based on submission from various Bureaus and advice on general financial issues such as the effective utilizations of available cash and financing of capital expenditure.
Plan, organize, general accounting, costing, budgeting and expenditure control systems for the ministry, provides guidelines and support to accounting staff at site;
Control and coordinate budgetary and accounting activities of the ministry.
Ensure that financial statements and finance related management information reports are prepared and submitted on time.
Ensure that annual budget of the Ministry is prepared on time and monitors the actual expenditure with the budget and reports significant variances for management action.
Supervise the accounting staff and all accounting function to ensure that accounts recording are complete, correct and up-to-date at all times.
Sign cheques, disbursements and other financial documents within the powers delegated to him/her.
Arrange for and submits to regular audit the Ministry’s financial operation by external auditors
Review the accounting and purchasing records with particular emphasis on prices of equipment and supplies, stock levels and settlement of the financial obligations.
Directs the procurement of goods and services for the ministry in accordance with guidelines set by the Public Procurement and Concession Commission and distribute to the beneficiaries.
Direct the proper maintenance and repairs of vehicles, equipment, building and other physical facilities of the Ministry.
Perform such other functions as may be prescribed by the Minister.