- Receiving instructions from entity head and commence development of the Annual Procurement Plan in accordance with the instructions issued by the Public Procurement Board and the Ministry of Finance.
- Ensuring that proposed procurement is within the approved procurement plan, and that budgeted funds are available prior to commencement of procurement proceedings.
- Ensuring that funds are properly committed prior to issue of any contract or Purchase Order.
- Co-coordinating the preparation of specifications, terms of reference, bills of quantities, drawings, short-lists or advertisements, and prequalification, tender or request for quotation documents. Where so required by the Tender Committee, submission of documentation for review and approval by the Tender Committee prior to issue.
- Arranging the publication of advertisements and notices of contract award.
- Co-coordinating the process of opening of tenders and quotations and ensuring the preparation of formal records of tender or quotation opening in accordance with Section 56 of the Act.
- Participating in evaluation activities of the Tender Evaluation Panel where necessary and assisting in preparation of formal Evaluation Reports.
- Preparing submissions for approval of award by the appropriate authority in accordance with the threshold values established in Schedule 3 of the Act.
- Maintaining and updating the database of suppliers, contractors and consultants.
- Participating in negotiations with consultants where necessary or other tenderers where expressly permitted in the Act or Regulations.
- Preparing notification of awards and contracts.
- Arranging publication of notices of contract awards.
- Preparing contract documents and Purchase Orders, in line with the award decision.
- Preparing and issuing tender rejection and tenderer debriefing letters.
- Preparing contract variations and modifications.
- Assisting with the inspection and acceptance of goods, works and services.
- Maintaining procurement records in accordance with Section 28 of the Act and the Regulations.
- Accounts Unit: The Unit liaises with the Ministry of Finance and the Controller and Accountant-General’s Department (CAGD) to facilitate the release of funds and authorization for disbursement. It also provides technical backstopping in the preparation of the Annual Budget of the PSRS and Budget Hearings with the Ministry of Finance. In addition, it prepares mandatory financial reports.
- Treasury Unit: Examines and verifies the authenticity and accuracy of payment vouchers before authorizing for payment.
- Resource Mobilization Unit: The unit is responsible for facilitating the process for sourcing funds from development partners and other stakeholders for implementing programmes and projects of the PSRS.
- Internal Audit Unit: The IAU reviews all internal control systems put in place by Management of the Secretariat and advice on its effectiveness. The Unit ascertains whether Management has instituted systematic, disciplined approach to evaluate and improve effectiveness of risk management, control, and governance and issued report thereon. The IAU also provides the following services:
- Assurance services to the Secretariat.
- Review of policy documents, contracts and advice on them.
- Consultancy Services to Management at every level.
- Carrying out special audits, risk assessment and issue reports for Management attention.
- Monitoring and coordinating Internal Audit Units of the Secretariat.
Functions
- Manage General Services (Estate, Store, Transport and Records).
- Provide an Efficient System for the Maintenance and repair of all Equipment Vehicles, Fittings, Furniture, Computers, and Photocopiers etc.
- Maintain an Assets Register for the Public Sector Reform Secretariat (PSRS).
- Facilitate the Procurement of Goods, Works, and Services for the Secretariat
- Establish and maintain a well-functioning Records Management System for the Secretariat.
- Organize Statutory Meetings of the Secretariat.
- Records Management Unit: It ensures that documents and information are properly stored to ensure confidentiality and easy accessibility.
- Estates Unit: The Unit provides advice on estate management issues and ensures that repairs and works on facilities and equipment are properly carried out in the PSRS.
- Transport Unit: The Unit is responsible for the proper management and provision of an efficient transport system of the PSRS.
- Stores Unit: The Unit ensures the proper storage of all goods procured and ensures that stocks are replaced on time at the PSRS.
- Security Unit: The Unit is responsible for ensuring the safety of all staff and property of the PSRS.
- Protocol Unit: The unit is responsible for managing the protocol services of the Secretariat.
- Research and Statistics Unit:
The unit is responsible for collecting, organizing, and analyzing relevant data related to public sector reforms. By gathering and analyzing data, the unit can provide insights into the current state of affairs, identify trends, and assess the impact of reforms on various aspects of the public service.
- Management Information Systems Unit:
The unit actively collaborates with other departments, agencies, and external stakeholders involved in public service reforms. This collaboration includes sharing data, insights, IT and research findings to foster a culture of knowledge exchange. By working in partnership with others, the unit enhances the collective understanding of reform challenges and contributes to a more holistic and collaborative approach to public service improvement. The unit serves as a reliable source of data and analysis, enabling informed decision-making and the monitoring of progress.
The Public Service plays a crucial role in the effective functioning of any government. However, changing societal needs, advancements in technology, and evolving public expectations necessitate continuous reforms in the public service. Human resource strategies are essential to successfully implement these reforms. The directorate outlines key HR strategies to guide the reform process in the public service.
VisionFunctions
- Facilitate the recruitment, selection, and placement of staff.
- Determine manpower and training needs.
- Responsible for welfare and disciplinary matters.
- Facilitate the review of Organizational Framework Documents (Organizational Manual, Establishment Levels, Scheme of Service, etc).
- Plan and implement staff training and development programmes.
- Manage staff performance appraisals and ESPARs.
- Manage staff welfare matters.
The directorate comprises the following units:
- HR Planning Unit: HR planning for public service reforms is to conduct a comprehensive assessment of the current workforce. This assessment includes an analysis of the skills, competencies, and capacities of public servants. Identify gaps between existing capabilities and the requirements of the reformed public service. This assessment will help inform recruitment, training, and development strategies. HR planning strategies must align with the broader reform objectives set for the public service. Identify the specific goals of the reforms and translate them into HR strategies and initiatives. Ensure that HR planning is integrated into the overall reform roadmap and consider the long-term implications of the changes on the workforce. Design a competency framework that outlines the skills, knowledge, and behaviors required for success in the reformed public service. This framework will provide a clear and objective basis for recruitment, performance evaluation, and career development. It will also align with the core values, vision, and mission of the public service.
- Training and Development Unit: Promote a culture of knowledge sharing and collaboration within the public service. Establish platforms, such as internal social networks or online communities, to facilitate information exchange and collaboration among public servants. Encourage cross departmental and inter-agency projects to foster a sense of teamwork and shared objectives.
- Performance Management Unit: Coordinate performance management systems to align with the reform objectives. Recognize and reward high performers who contribute significantly to the reform efforts. Leverage technological advancements to streamline HR processes and enhance efficiency. Coordinate HR information systems for workforce planning, talent management, and performance tracking.