 FUNCTIONS
OF ADMINISTRATION AND FINANCE DEPARTMENT
Preamble
As a service department to all the departments of the Agency, Administration and Finance Department plays a crucial, if not the central role in facilitating the strides and successes of both the respective departments and the Agency in achieving its mandate.
In playing this role the department takes scrupulous cognizance of the issues of the Agency’s human resources, it inter-play and development, to achieve maximum output. Consequently, the department is thus structured to ensure effective, efficient co-ordination of these resources to derive this maximum output.
For that purpose, the department is structured into divisions, sections and units with specific responsibilities that ensure not only achievable efficient administration of the Agency but also conformity with extant rules and regulations of the public service.
The department is splited into Sections and Units as follows.
Sections:
Administration
Finance :
Section :
The Administrative division is segmented into two (2) sections,
General Administration and
Human Resources
The finance division is in three (3) sections, they are;
Expenditure Control
Budget and Planning
Salary Administration Units
The sections are further splited into units which comprise of;
(General Administration)
Maintenance
Secretariat / Registry
Stores
(Human Resources :)
Establishment
Personnel
The finance division has units only under one (1) of its three (3) sections:
(Expenditure Control): - It’s units comprises of
Central Pay Office
General Accounts
DESCRIPTIONS OF JOB SCHEDULES FOR DIVISIONS / SECTIONS AND UNITS:
Maintenance
Management and supervision of the maintenance of Agency’s Offices, Estate, Guest Houses and properties including vehicles, machineries, generators, telephone etc.
Co-ordinating the construction of the Agency’s building projects.
Co-ordinating the acquisition of buildings to be rented for official use
Handling the allocation of accommodation to staff
Collection and payment of Nepa, Water, and Nitel Bills.
Insurance of vehicles and Estate
Any other job to be assigned by Director of Admin. & Finance.
ManagementT/ Secretariat
Secretariat of Management, Technical and Minister’s Council
Implementation of decisions and actions of the three organs of the Agency
Day to day Administration of the Department
Monitoring Agency’s projects and programmes.
Protocol
Arrangement and preparation of official tours/visits of the Director General and Management Staff.
Arrangement and preparation of in-coming visitors to the Agency co-ordination of travel arrangements of staff and guest of the Agency
Preparation of programme of events
Arrangement of Accommodation for guests / staff
Availability of touring notes
Government hospitality / entertainment
Store
General Purchase/supply of office equipments, requirements
Documentation of items received and issued out of the Agency’s store.
Establishment
Liaise with various departments on staff requirements
Preparation and updating of nominal rolls.
Preparation of guidelines for appointment, promotion, discipline
Secretariat to relevant committees on appointment, promotion and discipline
Implementation of decisions of the relevant committees
Transfers / Secondments matters
Co-ordination of the central registry and system
Implementation of disciplinary matters
Personnel
Staff welfare matters
Training and staff development matters
Insurance of staff
Staff medical matters
Recreational Activities
Special gender promotion matters/NAPEP/NYSC/ITF, allowances and related matters
Issuance of identity cards, etc
Management and co-ordination of reciprocal gifts
Expenditure Control
Advising the Director-General/CEO on proper financial management and control
Rendering of returns on expenditure
Documentation and updating of vote, cash and cheque books and daily disbursement.
Oversees appropriation, advances, expenditure.
Control and supervision control of project funds
Budget PLanning
Collection of the Agency’s Revenue
Preparation of the Agency’s annual budget and rolling plan
Budgetary controls and supervision
Keeping and up dating of the vote book
Salary Administration
Pay rolling of monthly salaries, allowances and other entitlements of staff.
Preparation of salary vouchers, taking into consideration, advances loans, etc. of staff
Payment of salary cheques to banks etc
Planning
a. Policy and strategic planning;
b. Biotechnology Library:
c. Budget & Project monitoring, Evaluation, documentation,
coordination and
production of periodic reports
d. Biotechnology Awareness & Advocacy
e. Building Capacity in Biotechnology
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