Department of Finance & Administration

Mission

To mobilise financial resources, provide efficient, effective financial and administrative services to both our internal and external clients.

Vision

The best run Finance and Administration Department in Government by 2020.

Business objectives

Improve on the quality of financial reporting
Improve credit worthiness and reputation with creditors
Improve availability of transport to departments
Improve availability of office supplies and services
Safeguarding the assets of the Ministry
To ensure total compliance with TREASURY instructions, circulars, International Accounting Standards and other relevant legislations in all daily transactions.
To ensure that procurement of goods and services is according to the State procurement Act
To ensure that all the Ministry’s physical assets are uploaded into PFMS by December 2012
To stick to monthly target expenditure
To contribute the financial input in the preparation of recurrent and capital budgeting annually
To ensure that all internal control systems are adhered to

Roles and responsibilities

Finance

Coordinate budgets preparation with Departments and Parastatals
Facilitates mobilisation of funds and disbursements to Departments and Parastatals
Financial advisory to departments and parastatals
Budgeting and budgetary control
Coordinate the collection of revenue from all VID depots, Lake Navigation, CVR as well as RMT for the Exchequer and retention
Prepares and submits quarterly, bi-annually and annually financial returns to accounts to Treasury and the Comptroller and Audit General
Maintain correct records and registers of all financial and suspense accounts
Recover all funds due to the Ministry in respect of Refunds, Treasury orders, PSC penalties and Audit Surcharge
Drafts and updates the Accounting Officer’s Instructions and participates in the formulation of the user fees policies
Coordinate preparation of Performance Agreements with Departments for submission to Ministry of Finance and office of the President and Cabinet

Administration

Responsible for ensuring that all procedures are properly carried out in compliance with the procurement (Act Chapter: 22:14)
Acquires assets, determines losses and causes of damage to State property and maintains relative registers
Institute board of Survey for Unserviceable, absolute redundant assets and recommend disposal method
Monitors stock levels of stationary requirements for all provinces and ensure that the system of replenishing stocks is efficiently maintained
Liaises with CMED for the acquisition of vehicle and maintenance of a vehicle profile register for Ministry vehicles
Raises Treasury with OPC and PSC Cabinet Authority acquisition of vehicles for the Ministers, Permanent Secretaries and equivalent grades. Directors, Parastatals vehicles as well as project vehicles
Raises Treasury Orders and Surcharges, deals with appeals that may arise, maintains the relevant registers and submits annual returns
Ensure that gifts and donations authorization are applied for from treasury and that the necessary, registers are maintained
Process applications for identity cards and liaises with the Government Protective Security Offices