Jubaland Ministry of Planning, Investment & International Cooperation

ORGANOGRAM OF THE MINISTRY OF PLANNING, INVESTMENT & INTERNATIONAL COOPERATION

Admin, Finance & HR Department

Prepare ministry’s procurement plan

Execute regular procurement;

Maintaining the ministry's current and fixed assets

Handling assets inventory;

Observing overall security conditions of the ministry buildings;

Provide copying and printing services;

Ensure provision of utilities such as water, electricity, telephone;

Garage services (vehicles, drivers, car maintenance);

Administrative support to (any future) regional and district offices;

Procurement & Logistics Section

Finance & Accounting (Section)

Cash management

Ensure proper use of the Budget (budget control)

Ensure that an efficient, effective and transparent financial systems are in place

Filing the vouchers of staff salary payments and monthly salary payments

Formal handling and preparation of the ministries daily and final accounting

Handling all the cash transaction of the ministry, and maintaining daily cash accounts

Keep and develop the central accounts of the ministry

Manage and process finance and administration related data and documents

Monitoring of the Ministry’s bank accounts and making bank reconciliation on monthly basis

Prepare quarterly and annually financial reports, closure of accounts, financial projections

Prepare the draft overall budget of the Ministry and its affiliated offices in the regions

Reviewing activities and programs to ascertain whether results are consistent with the planned objectives and goals

HR(Section)

Employees basic data and contracts

Ensure health and safety of staff and security of facilities

Staff motivation

HR Administration: holidays, rewards, punishments, disciplinary actions, sick leave, HR files

Support staff performance appraisals

Prepare TORs and job descriptions

Handling dismissals, termination of work, and pensioning

HR data collection, reporting, updating and maintenance of the HR-MIS

Manage, supervise and control ministerial staff

Organize annual employees meeting

Prepare monthly, quarterly HR annual reports

Staff needs planning

Develop and review HR policies

Develop and maintain Human Resources Management Information System (HRMIS)

Develop and maintain overall HR database that feeds into the HRMIS

Develop training design and training manuals

Administer human resources development (trainings): training certificates, procurement of trainers, training facilities

Oversee training institutions

Support and oversee internship programs

Prepare training plan for the ministry

Capacity building: identify training needs for the staff, proper organize trainings for them to the capacities to discharge their responsibilities

M&E of training success

Administration of the ministry's internet portal and e-mail structures.

Assigning of e-mail accounts and the access to the ministry systems

Build and maintain local area network (LAN)

Customization of all IT programs and applications for the use of the ministry

Data base administration

Maintain the ministry’s servers, computers, and overall ICT

Manage ministry's warehouse

Operation of all central systems

Planning of IT structures (all hardware, basic software, database structures, communication networks etc.).

Prepare the ICT Budget of the ministry

Procurement of hardware and all basic software

Taking care of the ICT of the regional offices and its network capacities

Manage manual and electronic archives;

Archive all incoming / outgoing mail and documents;

Submit ministerial archives in regular intervals (3 or 5 years) to central archives of JSS

Provide information to ministerial staff and management upon request

ICT & Archives (Section)

Diaspora Agency

Implement the provisions of the diaspora law and sub-legal acts approved on its basis;

Draft and propose operational regulations and support policy making to promote values of the Diaspora and supervise their implementation;

Coordinate the implementation of agreements with Somali cultural centres and Somali diaspora associations world-wide;

Support work regarding the Strategy Plan of Diaspora and monitors its implementation;

Cooperate with other state institutions, local and civil society to improve the position of Diaspora of Jubaland State of Somalia;

With the approval of the Government of JSS and Federal Republic of Somalia, cooperate with other state institutions to improve the position of Diaspora;

Works and assist to raise the general awareness of Diaspora of JSS;

Helps in promoting the cultural, language and educational identity of JSS in various countries where members of JSS Diaspora live.

In coordination and cooperation with other JSS/Somali Cultural Centres of Diaspora, prepares reports for Government about Diaspora position.

Reports to the Government on the activities of the Agency on annual bases.

Diaspora Agency