Objective

To provide expertise and services on financial management, bookkeeping services, human resources management and administrative matters to the Commission.

Functions

• To provide financial management guidelines to all stakeholders involved on HIV/AIDS and monitor their implementation;
• To monitor the execution of budget;
• To manage grants;
• To provide strategic inputs to management on Administration and Human resources Management issues such as Recruitment, Human Resources Development and Training, Promotion, retention, motivation, Performance Management and Staff Welfare;
• To ensure optimal management of Human Resources in the Commission;
• To provide link between the Commission and the Presidents Office Public Service Management on operationalisation of the Public Service Management and Employment Policy of 1998 and relevant Public Service Acts; and
• To provide data support and up-date records on various Human Resources information.

Sections:
Finance and Accounts Section;
Grants Management Section; and
Human Resources Management and Administration Section.

Finance and Accounts Section
Functions:-

• Perform finance and accounting functions for the Commission by maintaining and ensuring budget control;
• Ensure that financial management mechanisms are initiated and implemented to reconcile and accommodate the different financial management requirements of the various development partners and stakeholders;
• Develop the Commissions Medium Term Expenditure Framework and monitor the implementation;
• Provide technical assistance and oversight on compliance with partners and stakeholders requirements for financial management;
• Co-ordinate Commissions budget development and annual financial estimates;
• Follow up the pledges for financial and in-kind assistance from development partners and stakeholders and facilitate the transfer of assistance in an appropriate way and time;
• Provide all payments;
• Implement and review the financial management and control;
• Prepare payrolls and ensure returns and payments and facilitate cash transfer and withdrawal;
• Control and account for unclaimed salaries, payments for outside supplies;
• Reconciliate PAYE record cards with payments in income tax Division;
• Make follow-up of funds from the development partners and TACAIDS account; and
• Pay salaries and ensure the statutory deductions are paid accordingly and reconciled within the statutory period due to individual staff loans and advances.

Grants Management Section
Functions:-

• Develop and review grants management manual/guidelines;
• Establish a comprehensive system for follow up on financial implementation of planned activities;
• Facilitate announcing and approving of grants;
• Liaise with any hired agency which facilitates funds disbursements to various implementers;
• Review and undertake regular analysis of trends in expenditure pattern and returns on HIV/AIDS planned activities and recommend for funding;
• Support TACAIDS in building the capacities of the implementing partners in all Financial Management aspects;
• Provide technical support to the formulation of the National Budget, particularly to support the mainstreaming of HIV/AIDS activities across the National Budget;
• Liaison with the Development Partners on issues concerning the implementation of the projects; and
• Provide financial technical back up support during designing HIV/AIDS new programmes in the response to the National Multi-sectoral Strategic Framework.

Administration and Human Resources Management Section
Functions:-

Administration Schedule
The activities of the Schedule are:-

• Interpret Public Service Regulations; Standing Orders and other Labour laws;
• Facilitate employee relations and welfare including health, safety, sports and culture;
• Provide registry, office records, messenger and courier services;
• Handle Protocol Matters;
• Facilitate security services, transport and general utility;
• Facilitate general custodian services to include maintenance of office equipments, buildings and grounds;
• Coordinate implementation of ethics and value promotion activities including corruption prevention education;
• Implement diversity issues including gender, disability, HIV/AIDS etc and be the Commissions Gender Focal Point;
• Coordinate implementation of private sector participation in the Commission;
• Coordinate implementation of Business Process Improvement in the Commission;
• Advise on organizational efficiency of the Commission; and
• Coordinate implementation of Client Service Charter in the Commission.

Human Resources Management Schedule
The activities of the Schedule are:-

• Coordinate recruitment, selection, placement, confirmations and transfers for the Commission;
• Facilitate Human Resource training and development (career, professional, skills enhancement) for the Commission including Cadres under the Commission;
• Facilitate orientation/induction programmes for the new entrants;
• Human resources planning to determine supply and demand needs for professionals under the Commission;
• Salary administration and payroll processing;
• Coordinate implementation of Open Performance Review and Appraisal System (OPRAS);
• Process and update records of various leaves such as annual, sick, maternity, study and terminal;
• Oversee employee benefits (pension, allowances etc) and entitlements;
• Oversee services related to separation from the service (retirement, resignation, etc); and
• Serve as a Secretariat to the appointment Ad hoc Committee of the Commission.