2.0 THE CURRENT FUNCTION AND ORGANISATION STRUCTURE OF THE MINISTRY OF HEALTH AND SOCIAL WELFARE
The current Functions and Organisation structure of the Ministry of Health and Social Welfare comprises (see on the above Chart ):-
(i) Preventive Health Services Division;
(ii) Curative Services Division;
(iii) Human Resources Development Division;
(iv) Social welfare Division;
(v) Administration and Human Resources Management Division;
(vi) Policy and Planning Division;
(vii) Nursing Services Unit;
(viii) Health Services Inspectorate Unit;
(ix) Health Emergency Preparedness and Response Unit;
(x) Finance and Accounts Unit;
(xi) Internal Audit Unit;
(xii) Information, Education and Communication Unit;
(xiii) Procurement Management Unit;
(xiv) Legal Services Unit; and
(xv) Information and Communication Technology Unit
4.1 OFFICE OF THE CHIEF MEDICAL OFFICER
Objective
To coordinate health services delivery in the country.
The office of the Chief Medical Officer comprises three Divisions, one Unit as follows:-
(i) Preventive Services Division;
(ii) Curative Services Division;
(iii) Human Resources Development Division; and
(iv) Health Quality Assurance Division.
4.1.1 PREVENTIVE SERVICES DIVISION
Objective
To oversee the provision of preventive health services in the country.
Functions
(i) To develop policies, laws, regulations and guidelines on preventive health;
(ii) To oversee implementation of policies, laws, regulations and guidelines on preventive health services; and
(iii) To prepare and manage health education and promotion programmes and services.
The Division will be led by a Director and will have the five Sections as follows:-
(i) Epidemiology and Diseases Control Section;
(ii) Reproductive and Child Health Section;
(iii) Environmental Health, Hygiene and Sanitation Section;
(iv) Health Education and Promotion Section; and
(v) Nutritional Services Section.
4.1.1.1 Epidemiology and Disease Control Section
The Section will perform the following activities:-
(i) Develop, formulate and review policy guidelines on communicable and non communicable diseases control and epidemics control and monitor their implementation;
(ii) Coordinate the implementation of communicable and non communicable diseases and epidemics control policy guidelines;
(iii) Mobilize resources for implementation of programs;
(iv) Monitor, supervise and evaluate quality and implementation of the communicable, non-communicable and epidemics control activities;
(v) Monitor drug sensitivity pattern of communicable diseases and advise on interventions;
(vi) Prepare and review guidelines on emergency preparedness, response and epidemics;
(vii) Coordinate communicable diseases control, surveillance and collaborate with other institutions in research in communicable diseases;
(viii) Supervise, monitor and evaluate implementation of communicable and non communicable diseases and epidemics control;
(ix) Coordinate data pertaining to epidemiological surveillance in the country; and
(x) Coordinate the implementation of National Aids Control Program, National Tuberculosis and Leprosy Program, National malaria Control Program, National Onchocerciasis Control Program, Eye care services, non communicable diseases and Neglected Tropical diseases. d services.
This Section will be led by an Assistant Director.
4.1.1.2 Reproductive and Child Health Section
The Section will perform the following activities:-
(i) Prepare and review policy guidelines, manuals for maternal, child, adolescent and community health services;
(ii) Co-ordinate, monitor and evaluate maternal, child adolescent and community based health care including expanded programme on immunization, school health, community based health care and family planning;
(iii) Liaise with other ministries and relevant organization dealings with reproductive health and nutrition; and
(iv) Review the list of standard essential equipment and supplies for provision of quality reproductive health care.
This Section will be led by an Assistant Director.
4.1.1.3 Environmental Health, Hygiene and Sanitation Section
The Section will perform the following activities:-
(i) Prepare and review environmental health control and sanitation policy guidelines;
(ii) Provide guidelines and Monitor use of guidelines by regions and districts on the control of pollution in the environment and elaborate on appropriate measures to be taken in collaboration with other agencies;
(iii) Provide guidelines and enforce international sanitary regulations, for the purpose of preventing inter-country transmission of diseases or disease agents in collaboration with World Health Organization and other international organizations;
(iv) Monitor and guide on the use of up-date public health laws in the country for improving and sustaining sound public health interventions;
(v) Provide guidelines, Monitor and guide to ensure there is an effectiveness of different environmental health and sanitation interventions instituted in the country;
(vi) Translate and guide on the use by regions, information on new developments pertaining to environmental health and sanitation obtained from national and international organization;
(vii) Provide guidelines and monitor the occupational health measures taken by workers in preventing and controlling occupational diseases;
(viii) Monitor and provide guidelines on health assessment of the workers most at risk; and
(ix) Provide guidelines on the food safety and ensure on the application of relevant laws.
This Section will be led by an Assistant Director.
4.1.1.4 Health Education and Promotion Section
The Section will perform the following activities:-
(i) Prepare and review health education policy guidelines;
(ii) Coordinate the designing, development and distribution of health information, education and communication materials in the country;
(iii) Formulate, promote and coordinate research activities in liaison with health systems research in the field of health education within the community;
(iv) Promote intra-sectoral and inter-sectoral collaboration by establishing a forum for information, education and communication;
(v) Provide consultancy services on health education issues to individuals, health related sectors, NGO’s and the community;
(vi) Ensure that delivery of health education is in conformity with the national health policy;
(vii) Monitor and evaluate implementation of health education policy guidelines; and
(viii) Coordinate and facilitate National Health Commemorative days (World Health Day National AIDS Day, No tobacco smoking day etc.).
The Section will be led by an Assistant Director.
4.1.1.5 Nutritional Services Section
The Section will perform the following activities:-
(i) Formulate Policy guidelines, Manuals and Strategic Plan for Nutrition Promotion Services;
(ii) Co-ordinate, monitor and evaluate Public nutrition promotion Services;
(iii) Liaise with other ministries and relevant Organizations dealing with Nutrition Promotion;
(iv) Formulate, promote and coordinate research in the field of nutrition promotion;
(v) Build technical capacity of Regional Health Management Teams, Zonal Resource Centres and other stakeholders in nutrition Promotion;
(vi) Promote integrated approach in implementing nutrition Promotion intervention;
(vii) Promote improved nutrition and increased levels of physical activity;
(viii) Formulate Policy guidelines, Manuals and Strategic Plan for School Health Services;
(ix) Facilitate collaboration with other Ministries and Organizations dealing with School Health Promotion;
(x) Formulate mechanism for screening and monitoring of school children’s wellbeing;
(xi) Facilitate provision of environmental health, nutrition and First Aid services to school children;
(xii) Establish and maintain mechanism for health promoting sports in schools; and
(xiii) Co-ordinate, monitor and evaluate School Health Promotion Services
This Section will be led by an Assistant Director.
4.1.2 CURATIVE SERVICES DIVISION
Objective
To oversee the provision of curative health service.
Functions
(i) To formulate, review and oversee the implementation of curative health policies, laws, Regulations and guidelines;
(ii) To oversee the provision of general and specific curative services;
(iii) To coordinate the provision of pharmaceutical and diagnostic services in the provision of curative services; and
(iv) To coordinate the development of horizontal and other alternative medical healing service.
The Division will be led by Director and will have five Sections as follows:-
(i) Public and Private Health Services Section;
(ii) Diagnostic and Health Care Technical Services Section;
(iii) Traditional and Alternative Medicine Section;
(iv) Oral Health Services Section; and
(v) Non Communicable Diseases, Mental Health and Substance Abuse Section
4.1.2.1 Public and Private Health Services Section
The Section will perform the following activities:-
(i) Prepare, review and disseminate policy guidelines and standards on management of voluntary and private health services;
(ii) Prepare and review guidelines on technical supplies and equipment in the voluntary and private health facilities;
(iii) Collaborate with Registrar of private health facilities on matters pertaining to private sector in provision of health services;
(iv) Supervise, monitor and evaluate the adherence of professional standards and ethics in health services provided by voluntary and private health;
(v) Facilitate provision of subsidy for salary grant and other charges to voluntary hospitals;
(vi) Liaise with health information and research in keeping up to date statistical data for voluntary and private health facilities;
(vii) Coordinate and maintain record of approved voluntary and private health services providers and non governmental organisation providing health care services in the country;
(viii) Coordinate and facilitate Public Private Partnership in health services delivery; and
(ix) Supervise, monitor and evaluate services rendered by voluntary and private health providers
The Section will be led by an Assistant Director.
4.1.2.2 Diagnostic and Health Care Technical Services Section
The Section will perform the following activities:-
(i) Prepare and review policy guidelines and manuals on medical radiology, medical laboratory services and Health care technical services;
(ii) Prepare and review guidelines for different medical radiology and laboratory investigations;
(iii) Co-ordinate, monitor and evaluate implementation of diagnostic services policy guidelines;
(iv) Monitor the quality of reagents, chemicals and apparatus including instruments for diagnostic services;
(v) Liaise with the Human Resource Development Division in training laboratory and radiography staff;
(vi) Prepare and review guidelines for Forensic Pathology;
(vii) Coordinate, monitor and evaluate implementation of forensic pathology including medical legal investigations;
(viii) Supervise , monitor and evaluate diagnostic services in health facilities; and
(ix) Collaborate with National Blood Transfusion to ensure availability of sufficient safe blood
The Section will be led by an Assistant Director who is also a Chief Pathologist/ Chief Radiologist.
4.1.2.3 Traditional and Alternative Medicine Section
The Section will perform the following activities:-
(i) Review, formulate and monitor implementation of policy guidelines on traditional medicine and other emerging systems of healing;
(ii) Coordinate registration of traditional healers;
(iii) Review laws and regulations on traditional medicine and other emerging systems of healing;
(iv) Coordinate research on traditional medicine and other emerging systems of healing which have therapeutic properties;
(v) Liaise with the Health Information and Research Section and other health medicine research institutions in dissemination of information;
(vi) Monitor and evaluate traditional medicine and other emerging systems of healing policy guidelines;
(vii) Coordinate collaboration between modern practise and traditional and alternative healing systems; and
(viii) Monitor the standard of imported and exported traditional medicines and alternative healing methods
The Section will be led by an Assistant Director.
4.1.2.4 Oral Health Services Section
The Section will perform the following activities:-
(i) Formulate, review, disseminate and monitor implementation of Oral Health Policy, guidelines and standards;
(ii) Facilitate preparation, dissemination and implementation of National Oral Health Services;
(iii) Set standards of dental equipments material and monitor their implementation;
(iv) Liaise with Human Resources Division on issues related to development of |Oral Health Personnel;
(v) Identify priority areas for research and facilitate operational research in oral health services;
(vi) Monitor the adherence of professional standard and ethics in provision of health care; and
(vii) Communicate, advocate and promote acceptance and collaboration between traditional oral health care providers and conventional oral health providers.
The Section will be led by an Assistant Director who is also a Chief Dental Surgeon.
4.1.2.5 Non Communicable Diseases, Mental Health and Substance Abuse Section
The Section will perform the following activities:-
(i) Provide leadership, coordinate and monitor performance in implementation of preventive, curative and rehabilitative interventions for the common NCD;
(ii) Support the steering committee for NCD coordination and networking;
(iii) Facilitate development of NCD, Mental Health and Substance Abuse guidelines;
(iv) Facilitate the integration of mental health and substance into primary care services;
(v) Coordinate treatment and referral guidelines for NCD and mental disorders;
(vi) Provide guidelines on provision of Quality of NCD and mental health care services standards;
(vii) Support primary prevention of substance abuse;
(viii) Facilitate treatment and rehabilitation of drug users in the health care system;
(ix) Drug abuse and sexual-risk behaviour (HIV infection);
(x) Manage epilepsy;
(xi) Mental retardation and adjustment problems;
(xii) Facilitate rehabilitation of physical and mental disability at all levels;
(xiii) Promote mental health for children and youth;
(xiv) Facilitate NCD and Mental health services for special groups (elderly, prisons, workplace, refugees, street children etc.);
(xv) Facilitate of multi-sectoral support for NCD and mental health services; and
(xvi) Promotion community participation in NCD and mental health promotion and care
The Section will be led by an Assistant Director.
4.1.3 HUMAN RESOURCES DEVELOPMENT DIVISION
Objective
To plan and oversee implementation of sustainable availability of qualified human resources in the health and social welfare sector.
Functions
(i) To develop policies, plans legislation, guidelines on health and social welfare human resources;
(ii) To ensure the development of health and social welfare human resources development plans and budgets;
(iii) To provide support to health and social welfare training institutions;
(iv) Assurance of quality and standards of training;
(v) To supervise and monitor training institutions; and
(vi) To ensure proper fund allocation, utilization and accounting.
The Division will be led by Director and will have five Sections:
(i) Health Human Resources Planning Section;
(ii) Allied Health Sciences Training Section;
(iii) Nursing Services Training Section;
(iv) Continue Education and Postgraduate Training Section; and
(v) Social Welfare Staff Development Section.
4.1.3.1 Health Human Resources Planning Section
The Section will perform the following activities:-
(i) Develop and review human resources policy, short and long term plans guidelines and legislations;
(ii) Prepare projection on human resources needs for the sector;
(iii) Develop career structure and succession plan for health workers;
(iv) Maintain an up-to-date inventory of human resources for the sector;
(v) Coordinate studies on human resources for health and social welfare, rationalize balance, distribution and utilization of human resources; and
(vi) Identify national health training needs in line with Human Resource Strategic Plans.
The Section will be led by an Assistant Director.
4.1.3.2 Allied Health Sciences Training Section
The Section will perform the following activities:-
(i) Prepare and review policy, guidelines and training curricula for allied health sciences training;
(ii) Review and evaluate training plans for the allied health professions;
(iii) Monitor and evaluate implementation of training curricula and programmes for allied health professions;
(iv) Coordinate training programmes for the allied health professions;
(v) Coordinate and monitor the enrolment of students into the training institutions;
(vi) Review and support training institutions through provision of relevant and appropriate health learning materials;
(vii) Coordinate and monitor the enrolment of students into the training institutions;
(viii) Facilitate and ensure the registration and accreditation of allied health training institutions; and
(ix) Coordinate and monitor the enrolment of students into the training institutions;
This section will be led by an Assistant Director.
4.1.3.3 Nursing Services Training Section
The Section will perform the following activities:-
(i) Prepare and review policy, guidelines and training curricula for nursing services training;
(ii) Review and evaluate training plans for nursing professionals;
(iii) Monitor and evaluate implementation of training curricula and programmes for nursing professionals;
(iv) Coordinate training programmes for nursing professionals;
(v) Coordinate and monitor the enrolment of students into the nurses training institutions;
(vi) Review and support training institutions through provisions of relevant and appropriate health learning materials;
(vii) Facilitate and ensure the registration and accreditation of nurse training institutions; and
(viii) Liaise with allied health training institutions boards on matters related to student affairs and welfare
This section will be led by an Assistant Director.
4.1.3.4 Continuing Education and Postgraduate Training Section
The Section will perform the following activities:-
(i) Prepare and review policy guidelines for continuing education, postgraduate training and distant learning;
(ii) Coordinate Zonal Health Resource Centres’ plans;
(iii) Coordinate continuing education and distant learning programmes for health workers;
(iv) Coordinate higher education and postgraduate training;
(v) Design, plan and evaluate national health training programmes; and
(vi) Promote training and individual development among health staff for re-registration and certification through distant learning.
This section will be led by an Assistant Director.
4.1.3.5 Social Welfare Staff Development Section
The Section will perform the following activities:-
(i) Develop staff training programmes for pre service, in service, short and refresher courses;
(ii) Develop and review short and long human resource plans;
(iii) Prepare and review projections on human resource needs;
(iv) Develop career structure for social welfare workers;
(v) Maintain an up-to-date inventory of Social Welfare workers;
(vi) Design, plan and evaluate social welfare training programmes;
(vii) Liase with appropriate bodies on the recruitment, placement and utilization of human resources;
(viii) Identify national social welfare training needs and interventions; and
(ix) Promote training and individual development among social welfare staff for re-registration and certification through distant learning
This Section will be led by Assistant Director.
4.1.4 HEALTH QUALITY ASSURANCE DIVISION
Objective
To provide expertise on health quality management and improvement for sustainable quality health services.
The functions of the Division are:
(i) Provide expertise on the pharmaceuticals management and services in the Ministry;
(ii) Provide pharmaceuticals devices and commodities services;
(iii) Oversee the provision of quality nursing and midwifery services in the country;
(iv) Provide professional health service inspection to identify weaknesses and strengths for better service delivery; and
(v) Develop, prepare and formulate health sector guidelines, protocols and standards on emergency and disaster preparedness and response in the country
This Division will be led by a Director and will comprise four Sections as follows:
(i) Pharmaceutical Services Section;
(ii) Health Services Inspectorate and Quality Assurance Section;
(iii) Health Emergency Preparedness and Response Section; and
(iv) Nursing Services Section
4.1.4 .1 Pharmaceutical Services Section
The Section will perform the following activities:-
(i) Formulate and review the national drug policy and guidelines on pharmaceutical services;
(ii) Prepare, review and monitor standards treatment guidelines (STG) and national formulary;
(iii) Coordinate, monitor and evaluate national pharmaceutical and hospital supplies requirements;
(iv) Monitor and coordinate policy guidelines on importation, manufacturing and procurement of drugs and hospital supplies;
(v) Liaise with the human resources development division in reviewing issues of essential drugs in the health training curricula;
(vi) Supervise, monitor and evaluate implementation of national drugs policy and guideline; and
(vii) Liaise with Medical Stores Department in order to facilitate availability of medical, dental and diagnostic supplies in health facilities
The Section will be led by an Assistant Director who is also a Chief Pharmacist.
4.1.4.2 Health Services Inspectorate and Quality Assurance Section
The Section will perform the following activities:-
(i) Prepare and disseminate health services inspection and supervision policy guidelines for health services delivery;
(ii) Prepare and disseminate in collaboration with key stakeholders in the health sector national healthcare service standards and indicators;
(iii) Prepare and disseminate Quality Assurance/Quality Improvement policy guidelines in healthcare;
(iv) Prepare health services inspection and supervision guidelines for public and private health facilities and training institutions;
(v) Liaise and collaborate with departments and bodies in all issues pertaining to inspection, supervision, Quality Assurance/Quality Improvement in healthcare;
(vi) Prepare and coordinate the implementation of the integration of health services guidelines;
(vii) Coordinate health services inspection and supervision to Regional Health Management Teams in regard to quality improvement in healthcare;
(viii) Monitor and evaluate implementation of health services inspection and supervision;
(ix) Submit health services inspection and supervision reports to relevant authorities/organs for requisite follow-up measures and actions;
(x) Coordinate activities of the focal point in Quality Improvement in health care in the sector;
(xi) Collect and disseminate the national and international experience (evidence based best practices), techniques and data references in regard to quality improvement in health care; and
(xii) Secretariat (National Quality Improvement Secretariat) to the National Quality Improvement Committee
The Section will be led by an Assistant Director.
4.1.4.3 Health Emergency Preparedness and Response Section
The Section will perform the following activities:-
(i) Develop, prepare and formulate health sector guidelines, protocols and standards on emergency and disaster preparedness and response in the country;
(ii) Coordinate and direct health sector emergency response activities in the country;
(iii) Provide technical advice to the Chief Medical Officer on matters pertaining to emergency and disaster management;
(iv) Provide coordinate mechanisms on issues of containment of major epidemics in the country;
(v) Mobilize resources (human, materials, financial, pharmaceuticals, medical supplies and equipment) and deploying them during response to major emergencies;
(vi) Identify collaborators including UN Agencies, International Organizations and NGOs that will provide health related support for effective management of a disaster condition in the country;
(vii) Identify training needs on health related emergencies and disaster management for health personnel and other stakeholders;
(viii) Build capacity of the National Health Emergency Rapid Response Team, Zonal and Regional Rapid Response Teams by providing training and medical and non medical equipment and supplies;
(ix) Conduct health related Vulnerability Assessment and Hazard Mapping of disaster prone areas in collaboration with other sectors; and
(x) Evaluate health related emergencies and disaster activities through health sector simulation exercises
This Section will be led by Assistant Director.
4.1.4.4 Nursing Services Section
The Section will perform the following activities:-
(i) Coordinate, monitor and evaluate the implementation of national nursing services policy guidelines and standards;
(ii) Conduct annual evaluation meetings on nursing and midwifery services to the Regional Nursing Officer and Matrons of National Referral Hospitals;
(iii) Liaise with the Nurses and Midwives Council on legal issues pertaining to nursing and midwifery services;
(iv) Collaborate with heads of division and regulatory bodies on issues pertaining specialized nursing and midwifery services;
(v) Review nurse patient ratio and recommend for appropriate human resource at all levels of health care;
(vi) To monitor, evaluate and research on priority areas on nursing and midwifery care;
(vii) Facilitate supportive supervision for nursing and midwifery services in the country;
(viii) Formulate guidelines/protocol on pain management for chronic illnesses;
(ix) Conduct pain assessment study and disseminate results to decision maker and stakeholders;
(x) Set standards for essential list of equipment for carrying nursing and midwifery procedures;
(xi) Develop and review nursing strategic and action plan for management of nursing and midwifery service delivery;
(xii) Conduct needs assessment study on risk management, mode of care and technology that is appropriate to the community;
(xiii) Disseminate nursing and midwifery policy guidelines; and
(xiv) Foster and maintain links with the rest of health care system
The Section will be led by an Assistant Director who is also a Chief Nursing Officer.
4.2 SOCIAL WELFARE DIVISION
Objective
To provide expertise and services to people with disabilities, families in difficult circumstances and vulnerable children.
Functions
(i) To formulate and review policies, laws, regulations and guidelines on management of disabled, disadvantaged children and seeking families;
(ii) To manage rehabilitation services or oversee such services; and
(iii) To counsel marriages.
The Division will be led by a Commissioner and will have 3 Sections as follows:-
(i) People with Disabilities and Elderly Persons Section;
(ii) Family, Child Welfare Services and Early Childhood Development Section; and
(iii) Juvenile Justice Services Section
4.2.1 People with Disabilities and Elderly Persons Section
The Section will perform the following activities:-
(i) Prepare and review policies, acts, regulations and guidelines for disabled and elderly person;
(ii) Initiate community based rehabilitation programmes for people with disabilities;
(iii) Develop and coordinate sustainable empowerment programs for people with disabilities and the elderly;
(iv) Design training programmes for disabled persons and monitor their implementation;
(v) Provide resettlement, care and maintenance for disabled persons and elderly persons;
(vi) Co-ordinate and provide advisory services to associations of disabled persons; and
(vii) Carry out impact study and research on various interventions to People with Disabilities and Elderly Section
The Section will be led by an Assistant Commissioner.
4.2.2 Family, Child Welfare and Early Childhood Development Section
The Section will perform the following activities:-
(i) Prepare and review policies, acts, regulations and guidelines for family, child welfare and day care centres;
(ii) Provide marriage/family counselling;
(iii) Provide counselling of single parents on care and maintenance of children born out of wedlock;
(iv) Provide care and support for orphans and disadvantaged children;
(v) Co-ordinate Day Care Centre Programme for orphans and disadvantaged children;
(vi) Co-ordinate training for Day Care Assistant for orphans and disadvantaged children;
(vii) Provide psycho – social support to vulnerable groups (MVC, poor families and other vulnerable groups);
(viii) Prepare child care training programs and early childhood stimulation for cognitive and psycho social support curricular;
(ix) Maintain MVC data system;
(x) Develop and maintain quality assurance for child protection services provision by all; and
(xi) Carry out impact studies and research on various interventions to Family, Child Welfare and Early Childhood Development
The Section will be led by an Assistant Commissioner.
4.2.3 Juvenile Justice Services Section
The Section will perform the following activities:-
(i) Prepare and review policies, Acts, regulations and guidelines for Juvenile justice;
(ii) Coordinate custody and care of accused children placed in remand homes and young offenders in approved schools;
(iii) Coordinate provision of guidance, rehabilitation and counselling of alcohol addicts and drug abusers;
(iv) Coordinated stakeholders providing services to street children;
(v) Develop sustainable plans and strategies for abatement of juvenile delinquency and alcohol and drug abusers;
(vi) Conduct behavioural rehabilitation of Juvenile; and
(vii) Carry out impact studies and research on various interventions to Juvenile Justice
The Section will be led by an Assistant Commissioner.
4.3 ADMINISTRATION AND HUMAN RESOURCES MANAGEMENT DIVISION
Objective
To provide expertise and services on human resource management and administrative matters to the Ministry.
Functions
(i) To provide strategic inputs on Administration and Human Resource Management issues such as recruitment, human resource development and training, promotion, discipline, retention, motivation performance management and welfare;
(ii) To advice the Permanent Secretary on administrative and utilization of resources matters;
(iii) To ensure optimal, efficient and effective management and utilization of human resources in the Ministry;
(iv) To collect, analyse, store and disseminate data and information related to human resources development plans;
(v) To provide a link between the Ministry and the President’s Office Public Service Management on operationalization of the Public Service Management and Employment Policy and relevant Public Service Acts;
(vi) To provide data support and up-date records on various human resources information;
(vii) To provide all management services and organization development, and
(viii) To process terminal benefits and leave
The Division will be led by a Director and will comprise two sections as follows;
(i) Administration Section; and
(ii) Human Resources management Section
4.3.1 Administration Section
The Section will perform the following activities:-
(i) Interpret and ensure adherence to Public Service Regulations Standing Orders and other Labor laws;
(ii) Facilitate employee relations and welfare including health, safety sports and culture;
(iii) Provide registry, messenger and courier services, and manage office records;
(iv) Handle all protocol matter;
(v) Facilitate provision of security services, transport and general utilities;
(vi) Facilitate general custodian services to include maintenance of office equipment, building and grounds,
(vii) Coordinate implementation of ethics and value promotion activities including prevention of corrupt practices;
(viii) Implement diversity issues including gender, disability and HIV/AIDS etc and be the Ministry’s Gender Focal point;
(ix) Coordinate implementation of private sector participation in the Ministry;
(x) Coordinate the preparation and implementation of the Wage Bill of the Ministry and Recurrent Budget for the Administration Division;
(xi) Coordinate implementation of Business Process Improvement in the Ministry;
(xii) Advise on organizational efficiency of the Ministry, and
(xiii) Coordinate implementation of Client Service Charter in Ministry
This Section will be led by an Assistant Director.
4.3.2 Human Resource Management Section
The Section will perform the following activities:-
(i) Coordinate staff recruitments, selections, placements, confirmations, promotions and transfers for the Ministry;
(ii) Carry out human resources planning to determine supply and demand for professionals under the Ministry;
(iii) Administer salaries and process payrolls;
(iv) Coordinate implementation of Open Performance Review and Appraisal System (OPRAS), assess the appraisal results; prepare implementation reports; and make follow-up on the implementation of the recommendations on individual OPRAS forms;
(v) Process and update records of various leaves of absence;
(vi) Oversee employee’s benefits (pension, allowance etc) and entitlements;
(vii) Prepare Annual Personnel Emolument Estimates;
(viii) Oversee services related to separation from the service (retirement, resignation, etc);
(ix) Prepare and facilitate implementation of succession plans, and
(x) Facilitate orientation/induction programs for new entrants in the services;
(xi) Carry out training needs assessment for the Ministry and prepare training programs;
(xii) Facilitate Human Resources training and career development (professional development, performance improvement, pre-retirement, part-time, and overses0 for the Ministry;
(xiii) Facilitate human resource development (training, coaching, mentoring, and job rotation);
(xiv) Monitor and evaluate implementation of institutional training programs; and prepare training reports;
(xv) Carry out impact assessment of the training programs and prepare assessment reports;
(xvi) Carry out assessment of professional requirements for the institution develop and implement staff development plans;
(xvii) Initiate and co-ordinate in-house courses and on the job training;
(xviii) Maintain training records;
(xix) Provide information, clarifications and briefings on human recourses and training matters; and
(xx) Serve as a secretariat support to the Appointment Committee; and Training and Professional Development Committee to be formed in the Ministry
This section will be led by an Assistant Director.
4.4 POLICY AND PLANNING DIVISION
Objectives
To provide expertise and services in policy formulation, implementation, monitoring and evaluation.
Functions
(i) To coordinate preparation of ministerial policies and monitor their implementation and carry out their impact assessments;
(ii) To analyse polices from other sectors and advise accordingly;
(iii) To coordinate preparations and implementations of ministerial plans and budgets;
(iv) To carry out research, assessments and evaluation of ministerial plans and provide a basis for making informed decisions on the future direction ofthe Ministry;
(v) To encourage and facilitate the provision of services by the Private Sector in the Ministry;
(vi) To coordinate preparations of Ministerial contributions to the Budget Speech and Annual Economic Report;
(vii) To institutionalise strategic planning; budget; and monitoring and evaluation skills in the Ministry; and
(viii) To ensure that ministerial plans and budgets are integrated into the government budgeting process
The Division will be lead by a Director and will comprise three sections as follows:
(i) Policy Section;
(ii) Planning Section; and
(iii) Monitoring Evaluation and Performance Reporting section
4.4.1 Policy Section
This Section will perform the following activities;-
(i) Coordinate formulation, review, implementation and monitoring of Ministry’s policies; and ensure they are consistent with national policies, frameworks and strategies;
(ii) Review and advise on policy papers prepared by other ministries;
(iii) To carry out research and impact studies of ministerial policies and provide a basis for making informed decisions on the future direction of the Ministry; and
(iv) Compile implementation reports on Ruling Party Manifesto and Parliamentary Committee reports
This Section will be led by an Assistant Director.
4.4.2 Planning Section
This Section will perform the following activities:-
(i) Coordinate formulation and preparation of the Ministry’s medium term strategic plan, annual action plans and budgets;
(ii) Compile reports on ministerial project, programmes and Action Plans and Develop strategies for resource mobilization;
(iii) Liaise with Ministry of Finance and Economic Affairs and POPSM on Strategic Planning and Budgeting process;
(iv) Provide technical guidance and support for institutionalization of Strategic Planning and budgeting process within the Ministry;
(v) Prepare memorandum of understanding for projects and programs for international financing;
(vi) Coordinate the preparation of Ministerial budget speech; and
(vii) Participate in analysis of outsourcing of non-core functions (Private Sector Participation).
This Section will be led by an Assistant Director.
(viii) Participate in analysis of outsourcing of non-core functions (Private Sector Participation).
4.4.3 Monitoring, Evaluation and Performance Reporting Section
This Section will perform the following activities:-
(i) Monitor and evaluate implementation of the Ministry’s Annual Plans and Medium Term Strategic Plan;
(ii) Prepare periodic performance reports;
(iii) Collect, study and analyze statistics needed in the formulation and implementation of policies, plans and budgetary proposals;
(iv) Provide inputs in preparation of plans , programs and budgetary activities in the Ministry including establishment of performance targets and indicators;
(v) Provide technical advice including institutionalization of M & E process;
(vi) Undertake research and impact studies of plans, projects and programs undertaken by the Ministry;
(vii) Undertake service delivery surveys to collect stakeholders/clients views on services rendered and advise management accordingly;
(viii) Coordinate mid-year and annual performance reviews; and
(ix) Monitor performance of Executive Agencies under the Ministry
This Section will be led by an Assistant Director.
4.5 INFORMATION AND COMMUNICATION TECHNOLOGY UNIT
Objective
To provide expertise and technological services in management of health information and communication
The Unit will perform the following activities:-
(i) Coordinate and support e-Health strategy implementation programs/projects at different levels such as Telemedicine, Telehealth, m-Health, e-Learning, etc;
(ii) Assist different departments and other actors in health sector to develop adequate ICT strategies and implementation programs;
(iii) Develop and maintain health data standards (for example: monitoring and evaluation, unique patient identifiers, data standards like HL7, TransHis, Snow med, SDMX-HD or other;
(iv) Assure interoperability, regulate, and facilitate the supportive structures as well as defining Health Enterprise Architecture;
(v) Identify best practice in ICT through the application of process improvement methodologies and techniques;
(vi) Support security architecture and risk management;
(vii) Advice on the procurement procedures of ICT tools, equipment and consultancy;
(viii) Coordination of all sectoral healthcare system information initiatives that support health workers and patients care delivery; i.e. decision and knowledge support systems;
(ix) Support operations and maintenance including the ongoing first and second line desktop and networks support at all levels;
(x) Oversee the development and implementation of new ICT applications (software) needed by different health actors such as HMIS/DHIS, HRIS, TIIS, IFMS, EMRs, EHRs, Logistics, etc;
(xi) Support and manage programming and database administration including management of websites, Internet, web portals & webmail etc;
(xii) Lead research and development (R&D) to all matters related to ICT services;
(xiii) Coordinate ICT training to health providers and also provide change management skills; and
(xiv) Monitoring and evaluation of the performance of ICT services and eHealth initiatives/programmes.
This Unit will be led by the Principal Computer Systems Analyst.
4.6 LEGAL SERVICES UNIT
Objective
To provide legal expertise and services to the Ministry.
This Unit will perform the following activities:-
(i) Provide legal advice and assistance to Ministry’s Divisions and Units and entities under the Ministry on interpretation of laws, terms of contract, terms of agreements, privatization agreements, procurement contracts, guarantees, letters of undertaking, memorandum of understanding, consultancy agreements and other type of agreements, and other legal documents;
(ii) Provide technical support in preparation of legislative instruments including enactments of Parliament and subsidiary legislation(s) and forward to the Attorney General’s Chambers;
(iii) Oversee negotiations of the health and social welfare sectors;
(iv) Provide legal advice to the Ministry and its institutions;
(v) Participate to various negotiations and meetings that call for legal expertise on health and social welfare sectors;
(vi) Translate legislations within the health and social welfare sectors;
(vii) Liaise with the Attorney Generals Chambers on litigation of civil cases and other claims involving the Ministry; and
(viii) Provide technical support to Attorney General’s Chambers on review of various legal instruments such as orders, notices, certificates, agreements and transfer deeds
This Unit will be led by a Principal Legal Officer.
4.7 FINANCE AND ACCOUNTS UNIT
Objective
To provide financial management and book keeping services for the Ministry.
The Unit will perform the following activities:-
Salaries
(i) Timely preparation and payment of salaries;
(ii) Proper payroll management; and
(iii) Budget for personnel emoluments
Cash Office
(i) Submission of voucher list to the Treasury;
(ii) Collection of all cheques from Treasury;
(iii) Banking cash and cheques;
(iv) Preparation of monthly flash report;
(v) Payment of cash/cheques to employees/customers (service Provider);
(vi) Batching of paid vouchers;
(vii) Maintenance of cash book; and
(viii) Preparation and effecting all payments
Revenue
(i) Collection of all revenues; Manage the revenue according to regulations and guidelines
Pension:
(i) Timely preparation of pension papers; and
(ii) Maintenance of pension records.
Budget and Appropriation Accounts:
(i) Prepare budget;
(ii) Prepare appropriation Accounts and Financial reports; and
(iii)
Pre – Audit/Examination
(i) Ensure proper documentation to support vouchers, including authorization according to regulations;
(ii) Ensure adherence to the relevant acts, regulations, circulars etc; and
(iii) Monitor expenditure
This Unit will be led by a Chief Accountant.
4.8 GOVERNMENT COMMUNICATION UNIT
Objective
To provide to the Ministry expertise and service in information, communication and dialogue with public and media.
The Unit will perform the following activities:-
(i) Produce and disseminate documents such as brochures, articles, news letters etc to inform the Public on Policies, Programmes, activities and Reforms undertaken by the Ministry;
(ii) Coordinate press briefings for the Ministry;
(iii) Engage in dialogue with the Public as well as media on issues concerning the Ministry;
(iv) Promote ministerial activities programs and policies;
(v) Coordinate preparation of Sectoral and ministerial papers for workshops and conferences;
(vi) Coordinate preparation and production of ministerial articles and news papers;
(vii) Up-date sectoral and ministerial information in the website; and
(viii) Advise Divisions, Units, extra Ministerial and non commercial Public Institutions on the production of various documents.
This Unit will be led by a Principal Officer with wide knowledge and experience in the Ministry.
4.9 INTERNAL AUDIT UNIT
Objective
To provide advisory services to the Accounting Officer in the proper management of resources.
The Unit will perform the following activities:-
(i) Prepare strategic audit plans;
(ii) Coordinate audit programmes;
(iii) Provide proper financial advice to the Accounting Officer on the use of funds;
(iv) Carry inspections of records of the Sub Warrant and receivers of revenue in the ministry;
(v) Scrutinize the existing system of accounting and examination of payments and collection of receipts;
(vi) Conduct performance audit on appraisal of development projects; and
(vii) Review internal and external audit reports involving concern to senior management of the ministry, agency or department including the identification and dissemination of good practices
This Unit will be led by a Chief Internal Auditor.
4.10 PROCUREMENT MANAGEMENT UNIT
Objective
To provide expertise and services in procurement, storage and supply of goods and services for the Ministry.
The Unit will perform the following activities:-
(i) Advise the Management on matters pertaining to the procurement of goods, works, non consultancy and consultancy services and disposal of public goods;
(ii) Ensure that the Ministry adhere to procurement process and procedures as per Public Procurement Act;
(iii) Develop an annual procurement Plan for the Ministry;
(iv) Procure, maintain and manage supplies, materials and services to support the logistical requirements of the Ministry;
(v) Ensure proper handling and storage, adequate and timely distribution of office supplies and materials;
(vi) Maintain and updates inventory of goods, supplies and disposal of public assets;(vii) Will be a Secretariat to the Tender Board as per Public Procurement Act;
(viii) To support Ministry’s Divisions and Units to obtain the best value of money in terms of price, quality and delivery, having regard to set specifications; and
(ix) Prepare action Plan, progress reports and budgets for the Unit
This Unit will be led by a Director.
