The Vision of the Department is "to have a Ministry managed by qualified and experienced personnel and has adequate financial and material resources to facilitate its operations".

 

The Mission of the Department is "to ensure efficient and effective utilisation of human, financial and material resources in the Ministry".

 

The Department’s stated functions can be summarised as follows: -

	Preparation of the Ministry’s recurrent budget estimates.
	Efficient and effective deployment of staff.
	Cost-effective utilisation of financial resources.
	Initiation and preparation of Financial and Administration systems.
	Provision of personnel services including recruitment, promotion, performance appraisal and training.
	Development and implementation of staff development plans.
	Procurement of goods and services.
	Preparation of monthly returns to Ministry of Finance, Planning and Economic Development, final accounts and quarterly reports.

Management of the Department

The Department consists of three main Divisions namely Personnel, Finance and Administration.

The Department is headed by the Under Secretary, Finance and Administration supported by an Assistant Commissioner, Personnel, Principal Accountant in-charge of finance and Principal Assistant Secretary responsible for administration.

Each of these Divisions has specific functions as follows: -

Personnel Division

The functions of this Division are summarised as follows:

	Interpretation and implementation of personnel policies, procedures, practices, rules and regulations.
	Initiation of rewards and sanctions on Headquarters staff.
	Custody of confidential records of all personnel.
	Supervision of personnel and registry staff.
	Verification of staff pay roll and that of post primary Institutions, Issuing of identity cards, Monitoring of Public Service Reforms, Preparation of pay change reports and Training of staff members.

In addition to these functions, the Division, due to slow decentralisation of secondary schools, is involved in the following duties: -

	Processing appointments, posting, confirmations, transfers and disciplinary cases of secondary school teachers.
	Processing arbitration cases of non-teaching staff and litigation cases against schools referred to the Ministry by Board of Governors.
	Processing promotions of teachers promoted to Deputy Headmasters and to Headmasters.
	Processing study leave for teachers, and Management of teachers’ payroll for secondary school teachers which has not yet been decentralised.

Central Registry Section

The Central Registry, supervised by the Assistant Commissioner Personnel, is responsible for maintaining and retrieving all records for the Ministry. It is divided into three sub-sections namely: Teachers, Security and Open Registries. While the Teacher Registry keeps all the Grade Five and Graduate teachers, the Security Registry maintains confidential personal and subject files for all Civil Servants of the Ministry, and the Open Registry is responsible for Open Files.

The Section is headed by a Principal Assistant Records Officer assisted by a Senior Assistant Record Officer, 2 Assistant Records Officers in-charge of Security and Open Registry respectively. There are also three Records Assistants on temporary terms.

Administration Division

The stated functions of this Department are as follows:

	Collaboration with the Education Planning department in compilation of Ministry’s Recurrent and Development Budget estimates.
	Tax payment for Government and Donor funded procurements.
	Preparation of draft responses to the Public Accounts Committee (PAC) of Parliament and Audit queries.
	Procurement and storage of all Ministry requirements.
	Preparation and update of the Ministry Profile, Ministerial Policy Statements (in conjunction with Education Planning Department), Quarterly and Annual Reports.
	Ensure Accountability of funds advanced.
	Staff performance appraisal and assessment.
	Management of transport and clearing and registration of vehicles, Immigration matters including work permits, passports, and travel arrangements.
	Handling of legal and administration matters relating to litigation in respect of the Ministry.

Procurement Unit

A Procurement Unit has been established in line with reforms that led to decentralisation of the procurement function from the Central Tender Board to the respective Government ministries. These now constitute procurement entities in their own right. The Unit facilitates the administration section which is the Secretariate for the Ministry’s Contracts Committee (MCC) and is headed by a Principal Procurement Officer.

Accounts Division

The functions of this Division are:

	Preparation of Recurrent budget
	Payment of salaries and allowances
	Processing of Payments and Commitment Control Forms
	Preparation of Financial reports, replies to audit queries and Final Accounts
	Requisition of Funds from Treasury

In addition to the above functions, the Accounts Division has assumed additional responsibilities following the centralisation of all Ministry accounts projects and the phasing out of the Project Implementation Unit (PIU).

The additional functions are: -

	Maintaining Books of Accounts of over 30 projects with an annual budget of over 86 billion shillings.
	Financial management of ADB, OPEC and PETDP Projects, each with a Local and Foreign Exchange Bank Account, including managing increased appropriation to the Education Sector in Recurrent Budget, and implementing the commitment control system.
	Maintaining of records and control of monthly instalments released by MOFPED, processing Commitment control forms and preparation of payment schedules and sourcing of invoices and procurement details.
	Handling the processing of Letters of Credit, signing of cheques which are accountable instruments and cash management mostly during workshops.