Division General Services and Auxiliary - MHETI
Division: General Services and Auxiliary
Sub-Division: Information Technology
Information and Communications Technology (ICT) Services, Systems Administration and Networking to all staff members.
WHAT WE DO:
- Provide adequate IT hardware/software and Network Infrastructure;
- Provide ICT Support, Backup and Maintenance;
- Plan and acquire all ICT equipment for end users’ usage;
- Manage and monitor Network Performances;
- Manage and administer all systems within the Ministry;
- Provide on-site and remote technical support;
- Provide IT training to staff members;
- Maintain website;
- Handle all ICT requests and inquiries.
Sub-Division: Internal Audit
The Section is responsible for evaluating and improving the efficiency and effectiveness of the Ministry’s risk management, internal control and governance processes.
WHAT WE DO:
- Conduct investigations on internal and external complaints raised;
- Conduct audits on the efficiency and effectiveness of internal controls and governance processes;
- Conduct follow-up audits on implementations of audit recommendations (External/Internal);
- Facilitate the implementation of an effective risk management process;
- Present audit reports to Management;
- Conduct inspection on the safeguarding and existence of assets
- Develop risk based audit plan.
Sub-Division: Auxiliary Services
The sub-division is responsible for providing support services related to maintenance, transport, stores and procurement.
WHAT WE DO:
- Manage transport;
- Manage office hygiene;
- Maintain office/buildings infrastructure and equipment;
- Manage office records system;
- Conduct annual stock taking and submit reports;
- Issue and control stock levels;
- Coordinate procurement in the Ministry;
- Update the Asset Register;
- Provide switchboard services; and
- Manage stores.
Sub-Division: Human Resources
The Sub-division is responsible for providing administration support and advisory services on issues pertaining to human resources management, managing training and development, and wellbeing of staff members within the Ministry and ensuring that rules and regulations are complied with.
WHAT WE DO:
- Interpret policies, rules and regulations;
- Update personnel file(s) and attend to personnel enquiries;
- Ensure that delegated and undelegated vacant positions are filled;
- Manage leave days and personnel records;
- Conduct payroll verification;
- Process employee benefit claims;
- Process applications of Medical Aid, social security, home loans and Government 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 from Personal Development Plans (PDP);
- Provide feedback on qualifying and non-qualifying training requests;
- Circulate bi-literal and sponsored training courses information;
- Facilitate induction and orientation to the newly appointed/promoted/transferred Staff members; and
- Coordinate Ministerial Training Committee activities
Sub-Division: Public Relations
This Section is responsible for serving as a link between the Ministry, Media and the General Public.
WHAT WE DO:
- Disseminate information pertaining to the Ministry;
- Manage media relations;
- Serves as a spokesperson for the Ministry;
- Promote the services and programmes of the Ministry;
- Coordinate and cover all official engagements and events of the Ministry;
- Update Ministry’s website and social media pages;
- Produce Ministerial Publications;
- Coordinate communication between the Ministry and the Public.
Sub-Division: Finance
The Sub-division is responsible for maintaining prudent financial management within the Ministry, in line with Laws and Regulations governing State Finances.
WHAT WE DO:
- Prepare and submit the Ministerial budget;
- Monitor and control the expenditure;
- Prepare financial reports on budget execution;
- Ensure adherence to legal frameworks that guide or regulate State Finances;
- Process staff related expenditures and allowances;
- Process suppliers’/creditors invoices;
- Compile and submit financial statements to the Ministry of Finance and the Office of the Auditor General, and respond to audit queries;
- Safe keep financial records;
- Reconcile suspense and general ledger accounts;
- Provide financial advice to staff members;
- Process payment of subsidy requests of Public Enterprises and Student Organizations;
- Submit Treasury Authorization Warrant (TAW).