ADMINISTRATION AND GENERAL SERVICES DEPARTMENT


Salisu Mustapha
Director Admin and General Services

FUNCTIONS/RESPONSIBILTIES

ADMINISTRATION AND GENERAL SERVICES DEPARTMENT FUNCTIONS/RESPONSIBILITIES The Department as the name indicates is charged with the responsibilities of general administration, financial management and control, as well as coordinating the activities of other departments towards achieving the set objectives of the Bureau. It also exercises other sundry schedules specified by the standing circular from the Office of the Head of Civil Service. Some of such functions include: -
  1. Responsible for executing all administrative duties of the Bureau;
  2. Responsible for general welfare of the staff of the Bureau;
  3. Coordinating the activities of the Departments in the Bureau;
  4. Training of staff; and
  5. Budgetary preparation among others.
The Department has three units under its control/supervision, they are the Administration, Accounts, and Store units, with each unit having its scheduled staff SCHEDULE OF DUTIES

1. DIRECTOR ADMINISTRATION

  1. Responsible to the Permanent Secretary;
  2. Taking charge and advising on the general administration in the Bureau;
  3. Providing leadership, control, direction and purpose to the staff of the Bureau including orientation to the needs of government so as to sustain high morale.
  4. Inculcating sense of service, Discipline, cohesion, dedication and loyalty in the staff through enforcement of standards and procedures in conformity with extent rules and regulations
  5. Organizing the overall management of Finances and ensuring proper accounting system and records.
  6. Prompt response to audit queries & giving maximum cooperation to Residence Auditors. Ensuring the preparation of monthly financial report;
  7. Presiding over the Junior Staff Promotion & Disciplinary Advisory/Bureaus’ Training committee meetings;
  8. Examining in the continuous basis working environment and making recommendation for improvement in order to raise staff morale;
  9. fine-tuning the Bureau goals and objectives vis-à-vis the derived policies and aspiration of government;
  10. Participating in planning/execution of the Bureau programmes and liaising with the Ministry of Finance and Ministry of Planning & Budget on all financial matters;
  11. Determining training needs and priorities in consultation with other Directors in accordance with training policies and guidance;
  12. Ensuring prompt response to all establishment and other service related circulars issued by the Office of the Head of Civil Service and other organisations;
  13. Responsible for general personnel matters, recruitment, promotion, discipline, manpower training and development;
  14. Supervising the implementation of government approved policies as specified by the Civil Service Rules, Scheme of Service, Financial Instructions and periodic Head of Civil Service and Ministry of Finance Circulars;
  15. Any other duty that may be assigned.
2. PRINCIPAL ASSISTANT SECRETARY
  1. Responsible to the Director Administration;
  2. Attending to issues of transfer and secondment of all senior staff;
  3. Attending to petition and complaints on personnel matters from staff of the Bureau;
  4. Secretary to the Management Staff meeting;
  5. Secretary staff training and manpower development committee;
  6. Processing of senior staff annual leave;
  7. Drafting of Memos, Letters, and Circulars for the superior officer e.t.c
  8. Secretary Board of Survey;
  9. Any other duties to be assigned.
3. SENIOR ASSISTANT SECRETARY I
  1. Responsible to the Director Administration
  2. Attending to issues of Resignation, Retirement and withdrawal of senior staff from the service;
  3. Secretary Senior Staff Promotion and Disciplinary Advisory Committee;
  4. Preparing of Annual personnel cost Budget;
  5. Drafting of Memos, Letters, and Circulars for the superior officer e.t.c
  6. Any other duties to be assigned
4. SENIOR ASSISTANT SECRETARY II
  1. In charge of Youth Corpers (NYSC) and students on industrial attachment (SIWES) as well as coordinate their activities.
  2. Transport Officer of the Buraeu
  3. Drafting of Memos, Letters, and Circulars for the superior officer e.t.c
  4. Any other duties to be assigned
5. CHIEF EXECUTIVE OFFICER/STAFF OFFICER
  1. To advise and assist on General Establishment/Staff matters;
  2. To assist in the interpretation/application of Civil Service Rules & Regulations (ie Scheme of Service, Financial Instructions, Stores Regulations e.t.c.) and Establishment Circulars;
  3. In-charge of staff welfare and coordination of on the job training for newly recruited/transferred staff;
  4. Secretary Junior Staff Promotion and Disciplinary Advisory Committee Member Staff Training Committee;
  5. In charge of general environmental sanitation;
  6. Issuing of Variation Orders for DAGS signature;
  7. Compilation and updating of staff list;
  8. Secretary Bureau Payroll standing Committee;
  9. Processing of junior staff annual leave;
  10. Bureau’s Security Officer;
  11. Supervision of Registries;
  12. Any other duties to be assigned.
6. PRINCIPAL EXECUTIVE OFFICER I (ADMINISTRATION)
  1. Head of Secret Registry
  2. Receiving and processing of incoming mails;
  3. Scrutiny of all incoming mails and fixing of priority classification where necessary;
  4. Checking all outgoing files for correct filing, enclosure, cross-referring and direction;
  5. Filling of secret letters;
  6. Despatching of letters;
  7. B.U and P.A of Secret Files;
  8. Any other duties to be assigned
7. PRINCIPAL EXECUTIVE OFFICER II (ADMINISTRATION)
  1. Head of Open Registry
  2. Processing staff annual leave
  3. Checking all outgoing files for correct filing, enclosure, cross-referring and direction;
  4. Any other duties to be assigned
8. DEPUTY DIRECTOR ACCOUNTS
  1. Responsible to the Director Administration;
  2. Advising the Permanent Secretary on all accounting and financial matters pertaining to the Bureau’s account;
  3. Head of the Accounts Unit. Controlling the Account section, its staff and functions for maintaining discipline and ensuring high standard of efficiency at all time;
  4. Monitoring of all expenditure Head and Sub-head;
  5. Control and monitoring of capital and recurrent expenditures;
  6. Advance proposals;
  7. Control of supply;
  8. In charge of remittances;
  9. Liaison with Banks;
  10. Custody of Cheque Books;
  11. Cheque signatory “B”
  12. Any other duties to be assigned
9. ASSISTANT CHIEF ACCOUNTANT
  1. Responsible to the Deputy Director Accounts
  2. In charge of the Account Unit;
  3. Control of Books of Accounts;
  4. Checking and signing of payment Vouchers;
  5. Preparing for virement and augmentations;
  6. Maintenance of Register of Advances;
  7. Any other duties to be assigned
10. SENIOR ACCOUNTANT
  1. Responsible to the Assistant Chief Accountant
  2. Maintenance of records of expenditure Accounts;
  3. To ensure bank reconciliations of all Accounts;
  4. Preparation of returns to Ministry of Finance and Ministry of Planning and Budget;
  5. Any other duties to be assigned
11. HIGHER EXECUTIVE OFFICER ACCOUNTS
  1. Responsible to Principal Accountant;
  2. Maintenance of expenditure Cash Books;
  3. To collect Monthly Bank statements of all accounts and submit a copy each to the Permanent Secretary and Deputy Director Accounts;
  4. To cash all Cheques;
  5. To process change of signatures;
  6. Custody of all paid vouchers;
  7. Utility bills;
  8. Maintenance of Imprest;
  9. Any other duties to be assigned
12. DEPUTY DIRECTOR AUDIT (INTERNAL AUDITOR)
  1. Responsible to the Permanent Secretary;
  2. To check and confirm all payment vouchers are with supporting documents;
  3. To check that in respect of orders, jobs or contracts approved by the Accounting Officer the amount payable does not exceed the office’s authorised spending limit as prescribed by the Government from time to time;
  4. To prevent and detect fraud;
  5. Preparing of monthly Audit Report;
  6. To check goods ordered before taking into Store;
  7. To ensure strict adherence to financial rules and regulations before passing payment vouchers;
  8. To keep track of revenue collections and ensure the maintenance of the relevant revenue books and documents in line with the laid down rules and regulations;
  9. To conduct periodic checks of advances, Imprest registers, Cash books and other books of Account and Stores;
  10. Audit alarm;
  11. To draw the attention of the Permanent Secretary of all potentialities to fraud, misappropriation and financial irregularities, inflation of contracts etc;
  12. Any other duties to be assigned
13. CHIEF STORE OFFICER
  1. Responsible to the Director Administration and General Services;
  2. Supervising and controlling all Stores Personnel as well as all receipts and issuance of Stores;
  3. Custodian of all Stores records and documents e.g. LPO’s, Jobbing Orders and other stores documents
  4. The Procurement officer of the Bureau;
  5. Maintaining the Stores of the Bureau i.e checking stock level, re-ordering level, security and cleanliness of the Stores and Store Houses and advising the management on Economic Order Quantities (to avoid holding excess or redundant stock);
  6. Market survey and obtaining quotations of all items to be purchased;
  7. Records of all items purchased and issuing out LPO’s;
  8. Reporting to DAGS on any problem associated with obsolete or scrap Stores;
  9. Any other duties to be assigned
14. PRINCIPAL CONFIDENTIAL SECRETARY
  1. Personal Secretary to the Permanent Secretary;
  2. Keeping appointments;
  3. Typing of secret letters/documents;
  4. Receiving and recording of incoming mails;
  5. Attending to Permanent Secretary’s visitors;
  6. Any other duties to be assigned
15. CONFIDENTIAL SECRETARY
  1. Providing Secretarial assistance;
  2. Typing of official letters;
  3. Any other duties to be assigned
16. CHIEF MOTOR DRIVER MECHANIC
  1. Responsible to the Transport Officer
  2. Performing duties of a Chief Driver Mechanic at a higher level of responsibility;
  3. Supervising the disposition of staff and vehicles in the transport section;
  4. Performing such other related duties as may be assigned
17. MOTOR DRIVERS MECHANIC
  1. Responsible to the Chief Motor Driver Mechanic
  2. Performing the duties of a Motor Driver Mechanic;
  3. Any other duties to be assigned
18. HEAD MESSENGER
  1. Responsible to the Staff Officer
  2. Performing the duties of a messenger at a higher level of responsibility and competence;
  3. Supervising a number of messengers;
  4. Any other duties to be assigned
19. MESSENGERS
  1. Responsible to the Head Messenger
  2. Performing to the duties of a messenger;
  3. Any other duties to be assigned