FUNCTION OF DIVISIONS

MANAGEMENT: DIRECTORATE OF GENERAL SERVICES

• Manage transport;
• Manage office hygiene;
• Manage office records system;
• Conduct annual stock taking and submit reports;
• Issue and control stock levels;
• Coordinate the procurement process in the Ministry;
• Update the Asset Register;
• Provide switchboard and secretarial services;
• Coordinate official accommodation; and
• Manage contracts.

• Interpret policies, rules and regulations;
• Manage leaves and update personnel files;
• Attend to personnel enquiries;
• Ensure that vacant positions are filled;
• Conduct payroll verification;
• Process employee benefit claims;
• Process applications of Medical Aid, Social Security, Home Loans and Goverment Institution Pension Fund (GIPF);
• Attend to misconduct cases and grievances;
• Coordinate wellness activities;
• Conduct Training Needs Analysis (TNA);
• Develop the Human Resource Development Plan;
• Develop training calendar;
• Provide feedback on qualifying and non-qualifying training requests;
• Circulate information on bi-literal and sponsored training courses;
• Facilitate induction and orientation; and
• Coordinate Ministerial Training Committee activities.

• Develop audit risk-based plan;
• Conduct audits on the effectiveness of the internal controls, governance, and risk management process;
• Conduct follow-up audits on implementations of audit recommendations;
• Provide recommendations to management through audit reports;
• Present Audit Report to the Audit Committee; and
• Conduct investigations on request.

• Disseminate information pertaining to the Ministry;
• Serve as a spokesperson for the Ministry;
• Coordinate and cover all official engagements and events of the Ministry;
• Produce ministerial publications;
• Manage media relations;
• Update Ministry’s website and social media platforms; and
• Promote the services and programs of the Ministry.

• Control, maintain, monitor and direct security services;
• Implement security directives and programs;
• Ensure security awareness;
• Develop and implement security policies;
• Ensure execution of vetting;
• Investigate the contravention of security directives;
• Provide security related expert advises, guidance and support; and
• Support and implement appropriate risk assessments measures.

• Prepare and monitor the ministerial Budget;
• Control the course of expenditure in relation to appropriated funds;
• Prepare reports on budget execution;
• Ensure compliance to Laws and Regulations governing the State Finance Act;
• Process staff related expenditures and allowances;
• Process suppliers payments;
• Compile Financial reports;
• Reconcile Suspense, Tax and Expenditure Accounts;
• Safe keep of financial records;
• Collect, safe keep, bank revenue and  report on different sources of revenue collected by the Ministry; and
• Compile and submit financial statements to the Ministry of Finance and Office of the Auditor- General and respond to audit queries.

• Provide ICT helpdesk support, Backup and Maintenance;
• Provide adequate IT hardware/software and network infrastructure;
• Manage, monitor and administer all systems within the Ministry;
• Provide IT training to staff;
• Maintain Ministerial website;
• Provide on-site local and remote technical support; and
• Manage the ICT licenses.

• Coordinate and implement capital projects;
• Facilitate the development and review of the Ministerial strategic and annual plans;
• Facilitate decentralisation of functions;
• Prepare and submit project identification form (PIF) for capital projects;
• Monitor and evaluate the progress of capital projects and produce report;
• Maintain ministerial infrastructure;
• Provide technical advice on the management of capital projects;
• Conduct project site inspections;
• Verify and certify the Bills of Quantities;
• Verify and certify the invoices for payments;
• Facilitate the review and approval of technical documentation;
• Participate in the practical and final completion of projects with contractors; and
• Attend to emergency, minor maintenance and major maintenance.