Administration

Division Head

 

Mr. Donald Ngegeba

Organogram

 




The Administrative Division is one of the five (5) divisions in the Ministry of Works, Housing and Infrastructure

The Administrative Division plays a pivotal role in guiding, providing administrative advice, oversight and support services.

The Administrative Division is headed by the Permanent Secretary Mr. Abdulai Koroma who is assisted by two Deputy Secretaries Mr. Ibrahim Sorie Kamara and Mr. John Manu

The Administrative Division is divided into ten (10) units listed below:-

  1. Office of the Permanent Secretary
  2. Accounts
  3. Procurement
  4. Internal Audit
  5. Policy and Management
  6. Human Resource
  7. Stores
  8. Records Management
  9. Information Communication Technology
  10. Security

The Office of the Permanent Secretary

The Office of the Permanent Secretary is set up by an Act of Parliament. The Permanent Secretary is the vote controller of the Ministry and Principal Adviser to the Hon. Minister and the Hon. Deputy Minister.

Below are the key responsibilities:

  • Coordinate the annual budget process including its preparation and execution
  • Responsible for all top policy matters of the Ministry
  • General Financial Control
  • Cabinet Papers- Final draft
  • Speeches- Final draft
  • Annual Confidential report- Senior Staff
  • Coordinating of the activities of the various divisions
  • European Union (EU) and World Banks Matters
  • SLRA staff, Board and policy matters
  • Contract Monitoring and Supervision in liaison with the Professional Head
  • Approval of recommendation for posting of professional staff on the advice of the Professional Head
  • Assist and Advice on sector policy formulation and implementation in accordance with approved government strategic sector programs
  • Parliament questions-Final draft

Accounts

The Accounts unit is headed by the Principal Accountant Mr. Prince Thomas Sama who is assisted by the Senior Accountant Mr. Kelia Conteh. There are 12 other staff members in the accounts unit.

The main functions of the accounts units are:

  • Takes the lead in the Annual Budget preparation
  • Advice in the execution of the Annual Budget
  • Process vouchers for payment to Road Contractors
  • Process vouchers for payment to Suppliers of Goods and Services
  • Prepare regular monthly Bank Reconciliation Statements
  • Provide financial advice to the Administrative and Professional Wings of the Ministry
  • Monitor Revenue Collection

Human Resource

The Human Resource unit is headed by the Human Resource Officer Miss Nadia Kamara who is assisted by the Staff Superintendent Miss Augusta Kougay. There are 4 other staff members in the Human Resource unit.

The Human Resource Officer (HRO) in the Ministry of Works, Housing and Infrastructure acts as an intermediary between the Ministry and the Human Resource Management Office (HRMO) and addresses all staffing issues in the Ministry.

As an intermediary between HRMO and the Ministry, the Human Resource Officer takes the lead in preparing the annual Man Power Plan of the ministry and makes sure that it is submitted on the stipulated date.

The human Resource Officer works on all appointments and promotions on the manpower plan. For the higher cadres, that is staff from grade 7 and above, a job description is prepared by the HRO with the help of the professionals, depending on the skills requirements and it is submitted to HRMO. The HRMO in turn submits to Public Service Commission (PSC) who advertises the position to the public and do the recruitment.

For the lower cadres, that is grade 6 and below, the HRO makes recommendation, submitting names and application forms for staff that should be recruited to HRMO.

The Human Resource Officer, act as the focal person in the implementation of the Individual Performance Appraisal System (IPAS) in the Ministry. The objective of IPAS is to manage and improve the performance of civil servants by enabling a higher level of staff participation and involvement in planning, delivery and evaluation of work performance in all the MDAs.

In achieving the above, performance targets need to be set by every staff and these targets should be achievable. In this, the Human Resource Officer makes sure that every staff set their target at the beginning of every year.

The HRO annually prepares leave roaster. This is a chart that indicates when every staff should go for leave vacation, indicating a reliever.

The Human Resource Officer also works on payroll integrity in the Ministry. The HRO ensures that all retired staff whether by death, attained retirement age or those that have seek employment elsewhere, names to be removed from the payroll by timely notifying HRMO.

In the Ministry, the HRO coordinates man power verification annually for staff all over the country and ensures that the staff list is regularly updated.

Monitoring of the staff register to ensure staffs come to work within the stipulated time is another function that the HRO performs.

HRO also approves bank loans, settles disputes and advocates for all staffing facilities.

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Procurement

The Procurement unit is headed by the Procurement Officer Mr. Garnet King. There is a secretary that assists him in document processing.

ESTABLISHMENT OF A PROCUREMENT UNIT

In accordance with Section 19 of the Public Procurement Act of 2004, A Procurement Unit shall be established in each procuring entity, staffed with persons trained and knowledgeable in procurement and charged with carrying out, on an on-going basis, functions related to procurement. Section 19 (2) states that Procurement Units are established and provide with adequate staffing and resources. Section 19 (3) outlines the functions of Procurement Unit of the Ministry of works, Housing and Infrastructure include:-

  • Planning of procurement for each financial year in line with the strategic plan of the Ministry of works, Housing and Infrastructure for Goods, Works and Services
  • Preparation of Invitations to bid and of bidding documents; Goods (Refurbishment of Public Buildings); Works (Construction/Rehabilitation/Demolition) of Presidential Lodges and Services (Consultancies, Cleaning and fumigation as well as Security Services for public buildings)
  • Publication and distribution of invitations to bid for goods, works and services
  • Receiving and safeguarding of bids for goods, works and services
  • Conducting bid opening procedures for goods, works and services
  • Evaluation of bids, including management of necessary technical evaluation committees;
  • Performance of secretarial services for the Ministry of works, Housing and Infrastructure’s Procurement Committee;
  • Administering the implementation and monitoring of contracts, to the extent that it is not carried out by end-user departments
  • Assessment of the quality of the procured goods, works and services;
  • Sourcing and profiling of all suppliers, contractors and consultants, and the maintenance of a data base for that purpose;
  • Such other functions as may be conferred by any other enactment.

 

THRESHOLDS THAT DETERMINE THE METHOD OF PROCUREMENT APPLIED BY MINISTRY OF WORKS, HOUSING AND INFRASTRUCTURE PROCUREMENT UNIT.

According to the first schedule of the Public Procurement Act of 2004:

  1. Contract awards shall be published when the estimated value of the contract is above:
    • In the case of contracts for the procurement of goods, Le 300.00 Million
    • In the case of contracts for the procurement of works, Le 600.00 Million
    • In the case of Contracts for the procurement of Series Le 300.00 Million
  1. Shopping procedures shall be used when the estimated value of the procurement is below:
    • In the case of contracts for the procurement of goods, Le 60.00 Million
    • In the case of contracts for the procurement of works, Le 150.00 Million
    • In the case of contracts for the procurement of services, Le 60.00 Million
  1. National Competitive Bidding (NCB) shall be used when the estimated value of the procurement is below:
    • In the case of contracts for the procurement of goods, Le 600.00 Million
    • In the case of contracts for the procurement of works, Le 900.00 Million
    • In the case of contract for the procurement of services, Le 300.00 Million
  1. International Competitive Bidding (ICB) shall be held when the estimated value of the procurement exceeds:
    • In the case of contracts for the procurement of goods, Le 600.00 Million
    • In the case of contracts for the procurement of works, Le 900.00 Million
    • In the case of contracts for the procurement of services, Le 600.00 Million
  1. Expression of Interest for Selection of Consultants. The solicitation of expression of interest is required when the estimated value of the Consultants services is above Le 600.00 Million
  1. Approval of Contract Awards

ApprovalOfContractAwards

 

SECOND SCHEDULE – STANDARD BIDDING DOCUMENTS

1. GOODS

  • Shopping – Requests for Quotation documents and local purchase order issued.
  • NCB – Standard Bidding documents issued and advertised for four weeks Contract signed
  • ICB – Standard Bidding documents issued and advertised for six weeks Contract

NOTE: That there are no Standard Bidding documents for Information Technology (IT) Goods.

2. WORKS

  • Shopping – Request for Quotations (RFQ) and Local Purchase Order issued
  • NCB – Standard Bidding documents issued and advertised for four weeks
  • ICB – Standard Bidding documents issued and advertised for six weeks

3. SERVICES

  • Request for proposals for small Contracts (less than Le 300.0 Million)
  • Request for proposals for large Contracts above Le 300.00 Million.

 

PROCUREMENT COMMITTEE

The relevance of the Procurement Unit would not be complete without mentioning the role of the Procurement Committee and other stake holders in the Procurement Management of the Ministry of Works, Housing and Infrastructure. The Procurement Unit Reports to the Procurement Committee and the Committee is established in accordance with the Public Procurement Act of 2004.

Section 9 of the Act outlines the membership of the Procurement Committee as follows:-

  • The vote controller, who shall act as the Chairman
  • One Senior Official of the entity
  • The head of Finance, Accounts or any Budget Professional
  • The head of the Procurement Unit who shall also be Secretary to the Committee
  • A representative of the concerned end – user department, who shall be a rotating member.

Section 10 makes provision for additional rotating members may be drawn to provide necessary technical, legal and business expertise to the Procurement Committee.

Section 11 states that the quorum for a meeting of a Procurement Committee shall be three, comprising the Chairman and at least two other members.

Section 12 states that the Procurement Committees may appoint Technical Evaluation Committees and advisers to assist the Procurement Unit in bid opening procedures, bid evaluation and making recommendations for award.

Section 13 states the functions of a Procurement Committee which include:

  • Verification and approval of proper procurement planning and preparation of procurement proceedings carried out by the Procurement Unit.
  • Consideration and approval of the draft advertisements and other bidding documents prepared by the Procurement Unit
  • Review and approval of evaluation reports and Contract Award recommendations, in case of procurement beyond the authority limits of the respective Procurement Unit
  • Rejection of unsuccessful bids
  • Approval of Contracts with a value above the authority limits of the respective Procurement Unit
  • Approval of applications for Contract modifications in the following cases:
      1. Where the original contract award was subject to Procurement Committee approval
      2. Where the value of the modification exceeds the authority limits applicable to the Procurement Unit
      3. Where the contract modification would cause the total contract value to exceed the authority limits applicable to the Procurement Unit
      4. Reporting of procurement activities to the National Public Procurement Authority
      5. Submitting annually updated database of suppliers, contractors and consultants and records of prices to the Authority for publication, and such other functions as may be conferred by any other enactment.
      6. Such other functions as may be conferred by any other enactment.

 

EXTERNAL STAKEHOLDERS IN THE PROCUREMENT PROCESS

  • THE NATIONAL PUBLIC PROCUREMENT AUTHORITY

The National Public Procurement Authority has oversight responsibility to regulate and Harmonize Public Procurement. The National Public Procurement Authority approves the use of Restrictive Bidding and Sole Source. The National Public Procurement Authority also review procurement proceedings and approves or rejects Contract Award.

  • THE SOLICITOR – GENERAL

The Solicitor – General of the Law Officers Department reviews and approves or rejects Draft contracts for Contract Award.

  • THE MINISTRY OF FINANCE AND ECONOMIC DEVELOPMENT

The Ministry of Finance and Economic development allocates financial resources for all MWHI contracts and approves the award of contracts.


Internal Audit

The Internal Audit unit is headed by the Internal Auditor Mr. Nathaniel Nicol who is assisted by the Assistant Auditor Alhaji Abubakarr Jalloh.

The Functions of the Internal Audit unit are :

Core functions as spelt out in the Internal Audit Manual includes;

  1. Financial Audit,
  2. Operational and
  3. Consultancy service.

Also as spelt out in the Government Budgeting And Accountability Act of 2005, section 6 (4) states the following duties;

  • Ensure strict adherence to all control procedures introduced to safeguard the assets and records of Government;
  • Monitor the implementation of the budget as approved by Parliament and report promptly on any irregularity;
  • Make periodic audit reports on audits completed;
  • Review management response to Auditor General’s reports;
  • Review external audit reports and management letters on Parastatals for the attention of the Minister;
  • Review all contracts ensuring effective performance and value for money;
  • Continuously review systems and procedures to ensure adequacy, effectiveness and efficiency;
  • Offer professional advice on accounting and auditing matters to the Minister;
  • Review operations and programmes to ascertain whether results are consistent with the objectives and goals.

Policy and Management

The Policy and Management Unit is headed by the Policy and Management Analyst Mr. Sheku Samai. He is the only one in the unit for now which was recently established.

The main functions of the Policy and Management Unit are

  • To develop policies for the achievement of annual targets
  • To provide mechanism and instruments for policy formulation and implementation
  • To test-run proposed strategic policies and provide suggestions for their review and amendment, including quality checks on their implementation
  • To commission research into policy analysis and management in order to achieve best practices for the Ministry

Stores

The Stores Unit is headed by the Chief Store Keeper Mr. James Will. He has 4 additional staff.

The Stores Unit has the following functions:

  • Maintains supplies inventory control
  • Establishes economic and efficient distribution procedures
  • Maintains records of wastage and delivery time
  • Maintains database of furniture and occupants of Government Quarters in the Western Area
  • Maintains Inventory of furniture, equipment and other fixed assets of all offices of the Ministry of Works, Housing and infrastructure.
  • Clearing of all the ministry’s equipment and supplies from the Quay and Airport

Records Management

The Records Unit is under the Administrative Division of the Ministry of Works Housing and Infrastructure. This is a new unit created in 2013 and headed by the Senior Records Officer Mr. Lansana Shaw. Presently he is the only staff in the unit.

The Records Unit has its main function of management of records which includes:

  • Receiving and distributing incoming, outgoing and internally created mails of all categories (letters, memoranda) to action officers and elsewhere.
  • Open and index files, attach relevant documents and pass the files to action officers
  • Build up and control all officially registered files and other documentations
  • Ensure the easy retrieval of files through effective indexing, classification and tracking procedures
  • Provide storage, repository and reference services for all officially registered files and other documentations
  • Record and arrange for the efficient and timely dispatch of all correspondences produced by the officers.
  • Review and dispose of all outdated files.

Information Communication Technology

The Information Communication Technology (ICT) unit started its operations on the 1st of May 2013 when 5 staff members were posted from the parent ministry Ministry of Information and communication (MOIC) to the MWHI.

The unit is headed by the ICT Manager Mr. Anton Harold Caesar.

The role of the ICT unit is to support the ministry by using technology to enhance service delivery, i.e. to provide technical, strategic and policy advice on ICT matters and the implementation of various ICT solutions and interventions on work processes and other related matters.

Our core activities are

  • Advice on acquisition of IT resources based on assessment studies
  • Maintain inventory of all ICT resources within the MDA;
  • Manage all matters relating to quality assurance, including testing of applications and related IT equipment;
  • Manage matters related to system security, including backups, password enforcement, antivirus administration and related physical security issues;
  • Ensure corrective and preventive maintenance of all ICT equipment;
  • Coordination of ICT training and support for end-users;
  • Collaborate with system users to develop, implement and modify existing applications where necessary;
  • Participate in the analysis and documentation of systems and formulation of solutions to system problems and contribute to the development of systems processes;
  • Designing and implementation of database applications;

Some of our achievements to date are:

  • Provision of Broadband internet
  • Establishment of a minor network to facilitate the use of the internet
  • Establishment of official email for staff on the mwhi.gov.sl domain

Some of the projects coming up are

  • Networking of the entire MWHI office situation at New England to provide wired and wireless connectivity
  • Installation of a PABX system in the New England office
  • Development of Management Systems Applications for Building Permit, Contractor Registration and Quarry License processes.

Security

The Security unit is headed by the Chief Security Officer Mr. Saidu Tarawallie who is assisted by the Acting Deputy Chief Security Officer Mr. Santigie Kargbo. There are twenty-five other security officers in this unit.

The Security Unit has the following functions:

  • Provide security for MDAs
  • Enforce compliance to eviction notice issued out to illegal occupants of Government Quarters.
  • Assist management in the periodic verification of Government Quarters.