FUNCTIONS OF THE ADMINISTRATIVE DEPARTMENT
The Department of Administration is the backbone of an organisation. An effective administration is the link between an organisation’s various Departments and ensures the smooth flow of information. Thus, without an effective administration, an organisation would not run professionally and smoothly. The main responsibility of the Department is to ensure the efficient performance of all Departments in the organization. It provides motivation to the work force and makes them realize the goals of the organization.
The Administrative Department of the Commission is divided into five (5) units which are headed by qualified and competent senior officers. The units have different schedules of duties for effective actualisation of the Commission’s mandates.
The schedules of duties are as follows:
- Appointment, Promotion and Discipline:
- Coordinating activities of the Appointment, Promotion and Discipline Unit of the Department;
- Advising on all matters relating to appointment, promotion and discipline,
- Preparing briefs on all matters relating to appointment, promotion and discipline,
- Assisting the Director to analyse the Public Service Rules and Scheme of Service on matters relating to appointment, promotion and discipline;
- Advising on all matters relating to service delivery (SERVICOM),
- Taking charge of the Suggestion Box;
- Analysing and giving weekly report on staff attendance register;
- Processing all matters relating to the engagement and activities of Youth Corps members and Industrial Attachment students;
- Supervising officers in the Unit; and
- Carrying out any other duties as may be assigned by the Director, Admin.
- Staff Training and Welfare:
- Coordinating activities of the Staff Training and Welfare Unit;
- Advising on all matters relating to staff training and welfare;
- Supervision of staff in the Unit;
- Liaising with other Departments for training nominations;
- Organising induction training for all new employees;
- Arranging intense on-the-job training for all staff on a regular basis;
- Liaising with the Office of the Head of Civil Service of the Federation and relevant training institutions on available training programmes;
- Handling all matters relating to study leave;
- Processing of Annual, Maternity, Casual, Sick and Examination leaves;
- Coordinating National Health Insurance Scheme programme and liaison with health custodians on behalf of staff;
- Liaison with Pension Office in the Head of Service Office and Pension Fund Administrators on pension matters;
- Processing the benefits of retired and deceased staff;
- Preparation of annual manpower development planning;
- Serve as Secretary to Staff Welfare Committee;
- Handling of Management/Labour relations,
- Handling of matters relating to social and sporting activites; and
- Carrying out any other duties as may be assigned by the Director, Admin.
- Establishment and Records:
- Coordinating the activities of the Establishment and Records Unit of the Administrative Department;
- Raising of Variation advice for newly promoted staff of the Commission;
- Advising on and processing of all matters relating to staff records, transfer of service, merger, condonation, secondment, confirmation, withdrawal of service, resignation and retirement;
- Assisting in preparing draft letters in respect of staff resignation, withdrawal of service, death and retirement;
- Supervision of the registry activities and ensuring safe keeping of the Commission’s records and documents;
- Liaison with the Office of the Head of Service on all establishment circulars and ensuring the implementation of such circulars;
- Coordinating the completion, update and analysis of staff nominal roll of the Commission and making quarterly reports;
- Opening of new files and assigning appropriate file numbers;
- Coordinating Bring-up (BU), Keep-in-view (KIV) files and documents for timely action;
- Assisting in the preparation of manpower budget;
- Ensuring that official letters are timely posted, Commission’s letters are retrieved from the Post Office and NIPOST bills are processed for payment;
- Monitoring files in transit to ensure prompt action and their eventual return to the Registry; and
- Carrying out any other duties as may be assigned by the Director, Admin.
- Stores, Maintenance and Transport:
- Coordinating activities of the Commission’s Central Store;
- Handling all matters relating to safe-keeping of the Commission’s property;
- Receiving items into the Store and issuing items from the Store;
- Conducting stock verification and advise on store needs;
- Numbering of all Commission’s property for easy identification;
- Taking regular inventory of Commission’s furniture and equipment and placing updated inventory card in all the offices;
- Handling of matters relating to office maintenance;
- Ensuring that offices and their environment are kept orderly and clean by supervising the cleaners;
- Handling matters relating to office and car park allocation;
- In charge of the Commission’s notice board and board room;
- Ensuring that all Commission’s vehicles are in good conditions;
- Effective supervision and internal redeployment of drivers; and
- Carrying out any other duties as may be assigned by the Director, Admin.
- General Administration:
- Coordinating activities of the General Administration Unit,
- Handling of the office security, including alerting the Commission of any security risk,
- Attending the Federal Secretariat Complex security meetings,
- Handling of staff identity cards,
- Handling matters relating to IPPIS desk,
- Preparation of draft letters on various administrative matters as directed,
- Ensuring free flow of files in “action” within the Department, and
- Carrying out any other duties as may be assigned by the Director, Admin.