Admin & Finance Department

 

DEPARTMENT of Admin and Finance

Department Overview

The Department of Administration and Finance is a central support division within the Ministry of Foreign Affairs and International Cooperation. Its main role is to ensure that the Ministry operates efficiently, transparently, and in compliance with public financial management standards. It underpins all ministry activities by providing both administrative support and financial oversight.

In most foreign affairs ministries, it is one of the key internal departments supporting diplomacy and international cooperation by handling resources, personnel, and the financial framework needed for the Ministry’s operations

The Department of Admin and Finance has the following Functions

The following are the functions of the Department of Finance and Administration: -

• Ensuring adequate provision of administrative and financial support to all departments of the Ministry
• Coordinating the implementation of financial procurement, ICT and records management policies, procedures and systems
• Coordinating the preparation of Ministry’s annual financial and procurement plans and budgets and monitoring their implementation
• Supervising the installation and implementation of appropriate financial management and internal control systems to minimize risk and fraud
• Overseeing the procurement and contract management functions of the Ministry
• Assessing financial impact on the implementation of Ministry work plans and budgets
• Overseeing annual financial audits and adequate management responses to audit queries is provided
• Ensuring effectiveness and functionality of records management system including general, confidential and personnel records 
• Overseeing the general welfare and discipline of Ministry staff in accordance with civil service rules and regulations and security policy of Ministry
• Coordinating the recording of minutes of Ministry staff and management meetings
• Effectively and efficiently managing logistics and other physical assets of the Ministry
• Developing and maintaining corporate estate plans and ensuring cleanliness, sanitation and hygiene controls of Ministry premises
• Coordinating the development and implementation of departmental staff training plans
• Preparation and implementation of annual work plans and budget
• Coordinating the formulation of the department’s risk management framework, risk profiling, risk reporting and monitoring