Administration and Support Services

The role of Supply Chain Management Unit is to: -

• Guide the interpretation and implementation of the Public Procurement Assets and Disposal Act of 2015 (PPADA, 2015);
• Implement and monitor standard operating procedures to ensure that they are in conformity with the PPADA, 2015;
• Coordinate preparation and execution of Annual Procurement Plan;
• Compile requirements for tendering and quotations;
• Design stores coding systems;Prepare contracts for supply of goods and provision of services;
• Prepare board of survey plans and organize meetings for disposal of unserviceable, obsolete and surplus assets;
• Provide secretariat services for evaluation Committees;
• Inspect stores and works;
• Carry out market research and advise on the effect of market forces;
• Prepare periodic reports for submissions to the PPDA; and
• Prepare asset disposal plans and coordinate the actual disposal.

Roles of the legal Unit is to:-

• Manage litigations and advice on procedures and legal requirements on legal matters relating to property management, staff discipline and any other issues that may attract litigation;
• Advise on corporate governance;
• Advise on legal and regulatory matters;
• Coordinate on issuance of legal undertakings;
• Monitor compliance with the legal regulatory framework;
• Participate in design and implementation of local agreements, international documents and contracts;
• Ensure safe custody of collateral, chattels and other organization properties;
• Advise on negotiations on corporate deals;
• Liaise with external lawyers and other legal bodies; and
• Carry out research and prepare detailed legal opinions on matters relating to legal notices, interpret and advice on other related laws.

The roles Public Communication Unit is to :-

• Develop appropriate public communication strategies;
• Prepare information, education and communication materials (IEC);
• Undertake media liaison and media monitoring;
• Provide interface between the State Department and other stakeholders/stakeholder engagement;
• Initiate and implement corporate public relation programmes;
• Coordinate preparation of official speeches;
• Coordinate and develop communication materials i.e. newsletter;
• Coordinate Crisis communication;Undertake advocacy for programmes;
• Enhance online presence (Website publishing, updating Twitter, FaceBook and WhatsApp);
• Increase understanding and awareness of the State Department and its activities; and
• Provide support to technical departments on communication matters.

The roles of Record Management Unit is to:-

• Identify, classify, store, secure, retrieve, track and preserve records;
• Systematically control the creation, receipt, maintenance, use and disposition of records;
• Capture and maintain evidence of transactions in form of records; and
• Manage evidence of activities as well as mitigate against risk.

The roles of the internal audit department are:-

• Carry out independent tests and assessment of compliance with policies, procedures and regulations;
• Ensure adequacy of internal controls and adherence to set standards;
• Undertake procedural audit to assure effectiveness of existing internal control systems;
• Audit all payments made to ensure compliance with budgetary provisions, policies and procedures;
• Implement audit plans and programs;
• Prepare audit reports for review by the external auditors;
• Carry out technical audits of projects and programmes to ensure compliance with set standards;
• Audit assets and accounting systems to ascertain efficiency and effectiveness;
• Verify statutory reports;
• Compare records with physical assets;
• Ensure reliability of financial reporting;
• Evaluate costs and benefits; and
• Document and analyze processes and costs.

The roles of the ICT department are:-

• Spearhead implementation of policies and strategies on Information Communication Technology;
• Record and verify data on Information Communication Technology facilities for purposes of accountability, inventory control and maintenance as per procedure manuals;
• Prepare routine operations/maintenance and reports on performance of computer hardware and software;
• Convert data to Information Communication Technology system formats;
• Administer servers/internet;Study and develop operational procedures and sequences for software development;
• Provide technical advice to Information Communication Technology users;Manage vendors and network security;
• Safeguard integrity/security of information and ensure data recovery;
• Manage Information Communication Technology training programmes;
• Develop and implement Information Communication Technology standards; and
• Design, administer and maintain Information Communication Technology and telecommunication projects.

The role of the Telephone Service function is to provide efficient telephone communication linkages to facilitate transaction of business for efficient and effective service delivery. Specifically, the function involves provision of telephone services to State Department and includes the following:

Telephone Exchange Operation: This entails operating telephone switchboards; routine testing of PABX equipment and telephone exchange lines; preparation and maintenance of records and other clerical work in the telephone exchanges.

Telephone Exchange Supervision: This entails supervision of telephone exchanges; organizing and management of staff; maintenance of telephone exchanges and ensuring cost effective utilization of the telephone facilities; liaising with other relevant organizations on procurement and installation of telephone equipment/facilities, and telephone spare parts/accessories; and payment of telephone bills.

Telephone Service Management : This involves overall management of the Government Telephone Service and is restricted at the Ministry of State for Public Service.Specifically, the Function entails staffing; monitoring and inspection of telephone exchanges; training and development of telephone personnel; collection and evaluation of telephone traffic and human resource data on the existing telephone facilities; and advising on acquisition, installation and utilization of telephone facilities.