DIVISION: GENERAL SERVICES

The main responsibilities of the division is to provide administrative support such as Human Resources Management, Training and Development, Financial Management, Internal Audit and Auxiliary Services to the Ministry.

Sub-Division: Auxiliary Services

We will:

  • Generate purchase orders within one day upon receipt of the approved Internal Requisition Form;
  • Avail transport and issue trip authority within a day depending on the availability of vehicles;
  • Ensure office promises are clean at least once a day;
  • Carryout annual general stock-taking and produce relevant reports.
  • Coordinate full completion of capital projects as per the project plan;
  • Collect and distribute motor vehicle license disc within five (5) working days after the expiring month;
  • Report lost fuel cards to the bank and facilitate replacement and renewals of lost fuel cards within two working days and provide a new card within two weeks;
  • Prepare and deliver an order for servicing and repairs of equipment, vehicle and furniture within two weeks after the request was received;
  • Verify and submit invoices to finance section within two working days after receipt invoices;
  • Scrutinize monthly kilometer returns;
  • Coordinate security of buildings/offices; and
  • Collect official mail from post office on a daily basis.
Sub-Division: Human Resources Management

We will:

  • Update your Personal file as per request within two (2) working days;
  • Update Human Capital Management System (HCMS) daily;
  • Ensure that delegated vacant positions are filled within two (2) months, and undelegated within three (3) months;
  • Attend to request for leave credit days within one working day;
  • Attend to misconduct cases within one month of their occurrence; and
  • Respond to grievances within five (5) working days;
Sub-Division: Training and Development

We will:

  • Conduct Training Needs  Analysis (TNA) after every three (3) years and/or when need arise;
  • Develop the Human Resource Development Plan after every three (3) years;
  • Develop quarterly and annual training calendar from Personal Development Plans (PDP);
  • Provide feedback to non-qualifying training request within five (5) working days after Ministerial Training Committee (MTC) meeting;
  • Attend to qualifying training requests on annual basis and provide feedback on application status within five (5) working days after MTC meeting;
  • Circulate sponsored training courses within a day upon receipt; and
  • Facilitate induction training to the appointed/promoted/transferred Staff members within one (1) month from the date of assumption of duty.
Sub-Division: Finance

We will:

  • Prepare and submit the MFMR Budget  within the deadline given;
  • Monitor and control the MFMR expenditure on a monthly basis;
  • Prepare monthly, quarterly and annual reports on budget execution;
  • Ensure adherence to legal frameworks that guide or regulate procurement at all times;
  • Process salary advices  within two working days after receipt, provided all documents are attached;
  • Process Daily and Subsistence Allowance (DSA) within two working days after receipt, provided all documents are attached;
  • Process overtime claims within seven (7) working days; and
  • Process leave gratuity within two (2) months;
Sub-Division: Internal Audit

We will:

  • Conduct investigation within one  month provided auditors and Auditees are available;
  • Conduct routine Financial and Administration Audits as well as inspections in accordance with State Finance Act, Treasury Instructions, Marine Resources Act and other legal documents;
  • Issue written report with findings and recommendations within one month after audit review;
  • Conduct follow-up audits on recommended implementations within one month after the agreed time; and
  • Conduct investigations on request within three working days, upon receipt of request.
Deputy Director: General Services

Ms. Elizabeth Swartz
 
 
CONTACT DETAILS:
Deputy Director: Tel +264-61-205 3020