Department Of Admin & Finance

Department Of Admin and finance

Background of The department

The Administration and Finance Department at the Ministry of Agriculture and Irrigation (MoAI) serves as a critical division overseeing administrative, financial, and budgetary functions. With a primary focus on supporting the agricultural and irrigation sectors, our department plays a pivotal role in ensuring efficient resource utilization, fostering financial transparency, and facilitating seamless ministry operations. Our department's overarching goal is to bolster the operational capacity of MoAI, particularly in areas such as procurement, finance, archives, and administrative management. Under the direct supervision of the Director General, we oversee the administration, finance, logistics, and archive service sections. Key functions of our department include providing administrative support, forecasting and managing balance sheets, budget management, financial reporting and risk assessment, and establishing standards for financial performance. The department dedicated to upholding the highest standards of professionalism and efficiency in our endeavors to contribute to the growth and sustainability of MoAI's mission.

MR: Si'ad Abdi Jama

Director Of Admin and Finance

[email protected]

Mandate

The Department of Administration and Finance in the Ministry of Agriculture and Irrigation is responsible for managing the ministry’s administrative operations and financial resources to ensure efficiency and accountability. Its mandate includes overseeing budgeting, financial planning, and expenditure management, as well as maintaining accurate records of all transactions. The department also handles procurement and logistics to support the smooth functioning of the ministry. By providing administrative and financial oversight, the department ensures the ministry operates effectively and aligns with national policies and regulations.

Overall Coordination, Management, and Reporting on Finance, Administration, and Record Management

Prepare the Ministry’s Recurrent and Development Budgets

Coordinating the Development and Implementation of Finance and Administration

Provide and Maintain Office Accommodation, Facilities, and Other Necessities Including Logistics and Motor Vehicles

Maintain Financial Account Records for MOAI. This includes maintaining accurate financial records, preparing financial reports, and ensuring compliance with relevant accounting standards and government regulations.

Identifying and mitigating financial and operational risks that could impact the ministry’s effectiveness and efficiency.

Ensuring compliance with financial regulations and policies, as well as coordinating internal and external audits.

Ensure Proper Utilization and Maintenance of Fixed Assets Register for MOAI

Managing the procurement process for goods and services, including vendor selection, contract negotiation, and ensuring that procurement activities adhere to government procurement policies and guidelines.

Registration Certificates Management

Handling day-to-day administrative tasks, managing office operations, coordinating logistics for events and meetings, and ensuring smooth functioning of the ministry’s administrative processes and Security Facility Management.

Establish and manage an emergency fund to ensure the ministry can respond quickly to unforeseen events or natural disasters.

Design and implement ongoing training programs for ministry staff on financial management, budgeting processes, and compliance

Develop and maintain a comprehensive archive system for MOAI, FGS, ensuring secure storage, easy retrieval, and proper documentation of all historical and legal documents.

Our Vision

To be a trusted steward of financial resources, a driver of operational excellence, and a strategic partner in advancing the Ministry of Agriculture’s mission to enhance agricultural productivity, ensure food security, and foster sustainable development for the nation

Our Mission

To efficiently manage financial resources, streamline administrative processes, and ensure compliance with regulations to support the Ministry of Agriculture’s strategic objectives in promoting agricultural sustainability, food security, and rural development

Roles and Responsibilities of the Department

Department Director

Oversee the ministry’s financial planning, budgeting, and expenditure management processes.
Ensure compliance with financial policies, regulations, and reporting standards.
Manage procurement processes, ensuring transparency and accountability.
Supervise the allocation and utilization of financial resources to support departmental activities.
Oversee logistical operations, including asset management and resource distribution.
Prepare and present financial reports and audits to senior management and relevant stakeholders.
Develop strategies for optimizing administrative efficiency and reducing operational costs.
Coordinate with other departments to ensure timely provision of administrative and financial support.
Address challenges related to finance and administration and propose effective solutions.
Represent the department in meetings and discussions related to financial and administrative matters

Admin Section

Office Management and Facilities Maintenance: Manage daily operations, including maintaining office supplies, records, and facilities.
Ensure office accommodations are provided and maintained in a conducive manner.

Administrative Support:

Facilitate smooth internal communication and coordination across departments.
Organize meetings, events, and logistical arrangements as required

Finance Section

Budgetary Management: Prepare, monitor, and manage the
Ministry’s budget, ensuring alignment with strategic
Conduct financial analysis and forecasting to guide decision-making.
Financial Reporting: Prepare regular financial reports, including income and expenditure

statements.

Ensure compliance with financial regulations
Payroll Management: Oversee the timely and accurate processing of staff salaries and
Revenue and Expenditure Oversight: Monitor revenues and expenditures to ensure proper utilization of
Approve and process payments in compliance with established

Archive Section

Record Management: Develop and implement comprehensive record management policies and procedures, ensuring compliance with legal requirements.
Document Organization: Categorize and organize records using standardized classification systems for efficient retrieval.
Preservation of Records: Employ proper preservation techniques to safeguard physical and digital records from damage and loss.
Digital Records Management: Oversee electronic document management systems, ensuring data integrity and secure storage.
Archival Research Services: Facilitate archival research and provide reference services to internal and external stakeholders.
Records Retention: Establish retention schedules and coordinate disposal or transfer of records in compliance with regulations.
Archival Outreach: Promote archival holdings through exhibitions and educational programs, raising awareness about ministry achievements.
Disaster Recovery: Collaborate on disaster recovery plans to safeguard records and ensure business continuity.
Compliance Support: Assist in compliance with legal and audit
requirements, providing necessary records and documentation.
Stakeholder Collaboration: Collaborate with internal and external
partners to exchange best practices and preserve historical information.
The Archive Section plays a vital role in efficient record management, preserving institutional memory, and facilitating access to valuable information for informed decision-making.

Procurement Section

Procurement Planning: Develop procurement plans in collaboration with relevant departments, assessing ministry needs and establishing acquisition strategies.
Procurement Process Management: Manage the procurement process, including issuing requests for proposals, quotations, and bid invitations, and evaluating bids to ensure compliance and cost-effectiveness. Supplier Management: Maintain a database of approved suppliers
manage supplier relationships, negotiate contracts, and monitor supplier performance
Contract Management: Oversee contract administration, ensuring proper execution, monitoring, and management throughout the contract lifecycle
Risk Management: Identify and mitigate risks associated with procurement operations, develop contingency plans, and ensure compliance with relevant standards and regulations
Compliance and Reporting: Ensure compliance with procurement laws and policies, maintain documentation, and prepare reports on procurement activities as required

Logistics Management Section

Inventory Management:

Maintain accurate records of all ministry inventory, including supplies and equipment.

Develop and implement inventory control systems to track stock levels, monitor usage, and prevent shortages or overstocking.

Conduct periodic stock counts and reconcile any discrepancies.

Supply Chain Coordination:

Manage the acquisition, storage, and distribution of materials, equipment, and supplies. Ensure timely delivery of resources to support ministry operations.

Facility Logistics:

Oversee the logistics of the ministry’s facilities, including offices, warehouses, and storage areas. Manage contracts for cleaning, security, and other logistics-related services.

Transport and Fleet Management:

Coordinate the ministry’s vehicle fleet, including scheduling, repairs, and maintenance. Ensure compliance with registration, insurance, and licensing requirements.

Monitor fuel consumption, vehicle usage, and maintenance schedules.

Department Of Admin and finance

Background of The department

MR: Si'ad Abdi Jama

Mandate

Our Vision

Our Mission

Roles and Responsibilities of the Department

Structure department

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