|
1. THE LEGAL UNIT Objective To provide legal expertise and services to the Ministry. The functions of this Unit are:- - Provide legal advice and assistance to Ministry’s Divisions and Units; and entities under the Ministry on interpretation of laws, terms of contract, terms of agreements, privatization agreements, procurement contracts, guarantees, letters of undertaking, memorandum of understanding, consultancy agreements and other type of agreements, and other legal documents.
- Provide technical support in preparation of proposed bill/act, subsidiary.
- Oversee negotiations of the Ministry.
- Participate to various negotiations and meetings that call for legal expertise on communication, science and technology sector.
- Translate laws and legislation within the communication, science and technology sectors.
- Liaise with the Office of Attorney Generals Chamber on litigation of civil cases and other claims involving the Ministry
- Prepare and review various legal instruments such as orders, notices, certificates, agreements and transfer deeds.
2. FINANCE AND ACCOUNTS UNIT Objective To provide financial management and bookkeeping services for the Ministry. The functions of this Unit are:- - Proper payroll management.
- Timely preparation of pension papers
- Maintenance of pension records.
- Submission of voucher list to the Treasury.
- Collection of all cheques from Treasury.
- Banking of cash and cheques.
- Payment of cash/cheques to employees/customers (service provider).
- Batching of paid vouchers
- Collection of all revenues.
- Manage the revenue according to regulations and guidelines.
- Collect annual rent and application fees and other impositions
- Supervise the collection of revenue
- Ensure proper documentation to support vouchers, including authorization according to regulations.
- Ensure adherence to the relevant acts, regulations, circulars etc.
- Reply all Audit queries raised by internal and external audit.
- Monitor expenditure
- Maintenance of cash book .
- Effecting payments
- Produce monthly and quarterly reports.
- Produce monthly flash reports
- Timely preparation and payment of salaries.
- Proper payroll management.
- To prepare budget for personal emoluments.
- Timely preparation of pension papers.
- Maintenance of pension records.
3. INFORMATION, EDUCATION AND COMMUNICATION UNIT Objective To provide to the Ministry expertise and service in information, communication and dialogue with public and media. The functions of this Unit are:- - Produce and disseminate documents such as brochures, articles, news letters etc to inform the Public on Policies, programmes, activities and reforms undertaken by the Ministry;
- Coordinate press briefings for the Ministry;
- Promote ministerial activities, programs and policies;
- Coordinate preparation of Sectoral and ministerial papers for workshops and conferences
- Coordinate preparation and production of ministerial articles and newsletters;
- Up-date sectoral and ministerial information on the Ministry website
- Advise Divisions, Units, extra Ministerial and non commercial Public Institutions on the production of various documents.
4. INTERNAL AUDIT UNIT Objective To provide advisory services to the Accounting Officer in the proper management of Resources. The functions of this Unit are:- - Reviewing and reporting on proper control over the receipt, custody and utilization of all financial resources of the Ministry.
- Reviewing and reporting on conformity with financial and operational procedures laid down in any legislation or any regulation or instruction issued under such legislation and good accounting practice as from time to time defined by the Accountant General in order to avoid incurring obligations and authorizing payments to the extent which would ensure effective control over the expenditure of the Ministry.
- Reviewing and reporting on the correct classification and allocation of revenue and expenditure accounts.
- Reviewing and reporting on the reliability and integrity of financial and operation data so that information provided allows for the preparation of accurate financial statements and other reports for the information of the Ministry and the general public as required by legislation.
- Reviewing and reporting on the systems in place used to safeguard assets, and as appropriate, the verification of the existence of such assets
- Reviewing and reporting on operations or programs to ascertain whether results are consistent with established objectives and goals
- Reviewing and reporting on the adequacy of action by the management in response to internal audit reports, and assisting management in the implementation or recommendations made by those reports and also, where appropriate, recommendations made by the Controller and Auditor General
- Reviewing and reporting on the adequacy of controls built into computerized systems in place in the Ministry
- Preparing Strategic Audit Plans
- Coordinating audit programmes
- Conducting performance audit on appraisal of development projects.
- Conducting operational/value for money audits
5. PROCUREMENT MANAGEMENT UNIT Objective - To provide expertise and services in procurement, storage and supply of goods and services for the Ministry.
- The functions of this Unit are:-
- Advises the management on matters pertaining to the procurement of goods and services and logistics management;
- Ensures that the Ministry adhere to procurement processes and procedures as per Public Procurement Act No. 21 of 2004;
- Develop an annual procurement plan for the Ministry;
- Procure, maintain and manage supplies, materials, and services to support the logistical requirements of the Ministry;
- Ensures proper handling and storage, adequate and timely distribution of office supplies and materials;
- Maintains and updates inventory of goods, supplies and materials;
- Will be Secretariat to the Tender Board as per Public Procurement Act.
- To support Ministry’s Divisions and Units to obtain the best value for money in terms of price, quality and delivery, having regard to set specifications.
- Prepare action Plans, progress reports and budgets for the Unit
6. MANAGEMENT INFORMATION SYSTEMS UNIT Objective To provide expertise and services on application of ICT to the Ministry The functions of this Unit are:- - Implementation of IT and e-government policy
- Develop and Coordinate Integrated Management Information System for the Ministry
- Ensure that hardware and software are well maintained
- Coordinate and provide support on procurement purchase of software and hardware in the Ministry
- Establish and Coordinate use of Electronic mail communication on LAN and WAN
- Carryout studies and propose areas of using IT as an instrument to improve service delivery to the whole Ministry.
back to Divisions and Units
|
