Administration and HR Functions

Objective

To provide expertise and services on human resources management and administrative matters to the Ministry.

Functions

(i)To advice the Permanent Secretary on administrative and human resources matters;

(ii)To provide strategic inputs on Administration and Human Resources Management issues such as recruitment, human resources development and training, promotion, discipline, retention, motivation, performance management and welfare;

(iii)To ensure optimal, efficient and effective management and utilization of human resources in the Ministry;

(iv)To collect, analyse, store and disseminate data and information related to human resource development plans;

(v)To provide a link between the Ministry and the President’s Office Public Service Management on operationalization of the Public Service Management and Employment Policy and relevant Public Service Acts;

(vi)To provide data support and up-date records on various human resources information;

(vii)To provide all management services and organization development; and

(viii)To process terminal benefits and leave.

This Division will be led by a Director and will comprise two sections as follows:

(i)Administration Section; and

(ii)Human Resources Management Section.

Administration Section

This Section will perform the following activities:

(i)Interpret and ensure adherence to Public Service Regulations, Standing Orders and other Labour laws;

(ii)Facilitate employee relations and welfare including health, safety, sports and culture;

(iii)Provide registry, messengerial and courier services; and manage office records;

(iv)Handle all protocol matters;

(v)Facilitate provision of security services, transport and general utilities;

(vi)Facilitate general custodian services to include maintenance of office equipment, buildings and grounds;

(vii)Coordinate implementation of ethics and value promotion activities including prevention of corrupt practices;

(viii)Implement diversity issues including gender, disability and HIV/AIDS etc. and be the Ministry’s Gender Focal Point;

(ix)Coordinate implementation of Private Sector Participation in the Ministry;

(x)Coordinate the preparation and implementation of the Wage Bill of the Ministry and Recurrent Budget for the Administration Division;

(xi)Coordinate implementation of Business Process Improvement in the Ministry;

(xii)Advise on organisational efficiency of the Ministry; and

(xiii)Coordinate implementation of Client Service Charter in the Ministry.

This Section will be led by an Assistant Director.

Human Resources Management Section

This Section will perform the following activities:

(i)Coordinate staff recruitments, selections, placements, confirmations, promotions and transfers for the Ministry;

(ii)Carry out human resources planning to determine supply and demand for professionals under the Ministry;

(iii)Administer salaries and process payrolls;

(iv)Coordinate implementation of Open Performance Review and Appraisal System (OPRAS), assess the appraisal results; prepare implementation reports; and make follow-ups on the implementation of the recommendations on individual OPRAS forms;

(v)Process and update records of various leaves of absence;

(vi)Oversee employee’s benefits (pension, allowances etc) and entitlements;

(vii)Prepare Annual Personnel Emolument Estimates;

(viii)Oversee services related to separation from the service (retirement, resignation, etc.);

(ix)Prepare and facilitate implementation of succession plans;

(x)Facilitate orientation/induction programs for new entrants in the service;

(xi)Carry out training needs assessment for the Ministry and prepare training programs;

(xii)Facilitate Human Resource training and career development (professional development, performance improvement, pre-retirement, part-time, and overseas) for the Ministry;

(xiii)Facilitate human resource development (training, coaching, mentoring, and job rotation);

(xiv)Monitor and evaluate implementation of institutional training programs; and prepare training reports;

(xv)Carry out impact assessment of the training programs and prepare assessment reports;

(xvi)Carry out assessment of professional requirements for the institution; develop and implement staff development plans;

(xvii)Initiate and co-ordinate in-house courses and on the job training;

(xviii)Maintain training records;

(xix)Provide information, clarifications and briefings on human resources and training matters; and

(xx)Serve as a Secretariat support to the Appointment Committee; and Training and Professional Development Committee to be formed in the Ministry.

This Section will be led by an Assistant Director.