Home / Responsibilities:Lagos State Education District V

Responsibilities:Lagos State Education District V

DEPARTMENT: OFFICE OF THE TUTOR-GENERAL/PERMANENT SECRETARY
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
1 General Administration To provide administrative support to all departments in the district To collate the activities of the departments and feedback to stakeholders
2 Special Duties To cater for emerging activities of State Government To moltivate staff and students to improve performance
3 Audit Unit Payment Vouchers i.) Ensure postings to relevant Sub heads into the vote book.
ii.) Esuring retirement of expediture in compliance with provision of the financial regulation.
Pay-at-Site i.) To ascertain numbers of staff on nominal roll.
ii.) To ensure that only bonafide staffs are on payroll and paid
iii.) Analysis payroll with normal roll.
iv.) Delection of Absconded staff on payroll.
v.) Emanation of DNP and HOP list
Variable Cards i.) Salary or promotion arrears are paid to deserving officers.
ii.) To ensure that correct amount is varied for benefitting staff.
Bank Reconcilation Statement To ensure that relevant items affecting balancing of cash book and bank statement are well identified and reconciled.
4 Planing and Budgetting To ensure judicious use of resources to achieve set goals Budget implementation, monitoring and evaluation
5 Procurement To ensure due process in the acquisition of goods and services Constitution of procurement committee
6 Office Management To ensure clean, secure and safe environment i.) Prepare a monthly roster for cleaning of the office blocks.
ii.) Supervise and manage daily activities of cleaners, drivers and security officers.
iii.) Draw up a monthly maintenance schedule for office equipment/property.
iv.) Service and repair all office equipment/property as stated in the schedule or as the need arises.
v.) Management of all office vehicles.
7 Education Management Information System (EMIS) To ensure effective use of data i.) Creation of the District’s data-bank
ii.) Collection, collation and analysis of data
DEPARTMENT: ADMINISTRATION AND HUMAN RESOURCE
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
1 Workforce Planning Ensure equitable distribution of staff i.) Review MTSS& MDA priorities to determine current workforce plan demands (use the MDA establishes and worldwide plans.
ii.) Request staffing needs from departments
ii.) Determine the profile of current workforce and compare against identifies gaps and workforce demands
iv.) Review anchor and prepare an ESTAB plan
2 Orientation i.) Familiarization to the environment i.) Upon resumption of duty, deployment or transfer, draw up an orientation schedule for the new officers with the department
ii.) Understand the norms and value of the system ii.) Using the schedule, conduct an MDA specific orientation and give the officer copy of the District’s manual and PSR link
iii.) Enhance performance iii.) Ensure a department orientation is conducted
  iv.) Follow up on the orientee and ensure the officer has settled in and all materials required for the work have been provided.
3 Deployment and Transfer Ensure equitable distribution of staff i.) Review workforce plan and identify vacancies and skills competencies to fill the vacancy
ii.) Determine if deployment can be used to fill the vacancy
iii.) Deploy using operational guidelines on deployment
iv.) If external, refer to the appropriate MDA
4 NYSC AND INTERNS i.) Adhere to government policies on NYSC scheme i.) Letters of NYSC development from Ministry of Special Duties and letters from Dot received for interns
ii.) Ensure acquisition of skills ii.) Approval for placement received from PS MEPB
iii.) To inculcate into NYSC the rich culture of the environment iii.) Sort out the documentation and follow the deployment process for the corper/intern. Use the deployment process in the HR operational guidelines.
iv.) Raise submission for payment of monthly allowance
       
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
5 Secretariat To cover minutes of all official meetings i.) Attend Management and other meetings and provides secretarial services.
ii.) Prepare and vet the minutes of reports of the meeting within 5 days.
iii.) Prepare summary of decision and directives issues at the meeting.
iv.). Circulate the summary to attendees 24 hours after the meeting.
v.) Amend vetted minutes incorporating, corrections and forward copies of minutes to attendees of minutes within 24 hours
6 Registry and Records Services i.) To ensure prompt attention to mails and correspondence i.) Arrange files numerically
ii.) Obtain information for update
iii.) Register mail for dispatch Sort out files
iv.) Put away returned files after use
ii.) To ensure tracking of mails v.) Receive mail/ correspondence
vi.) Dispatch mail
vii.) File mail/ correspondence
7 Discipline and Appeal To train, maintain control and regulate behaviour according to established rules guiding the public service i.) Receive complaints of alleged misconduct
ii.) Informal discussions with the alleged erring officer and verbal warning if required
iii.) Receive a complaint of serious misconduct, notify the alleged erring officer and issue a query if required
iv.) Investigate and forward a brief of the disciplinary case to the District’s ministerial PMB
8 Grievance To settle rows i.) Receive informal verbal grievance
ii.) Provide HR support for informal resolution
iii.) Provide advice on formal procedure if outcome of informal resolution not satisfactory
iv.) Receive formal written grievance, and make recommendation to the TG/PS
v.) Resolve conflicts and arise as a result of whistle blowing and document all outcome
       
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
9 Whistle Blowing To receive reports on problems or violation to the authorities i.) Conduct sessions and sensitize staff on whistle blowing eve informal verbal grievance
ii.) Ensure all staff fill the confidentiality form (Oath of Secrecy)
iii.) Receive reports on whistle blowing from stakeholders
iv.) Properly document and file the case being reported
v.) Investigate after the case has been brought to the management
vi.) Report finding and if guilty follow the disciplinary process
10 Leave/Absence To increase productivity of staff through short vacation i.) Receive appliation for leave/absence within approved period
ii.) Request for leave approval from the direct supervisor, Departmental heads and PS
iii.) Forward approved leave advice to staff
iv.) Arrange and confirm temporal relief for staff going on leave
v.) Update Roster monthly and enter all forms of leave and absence(official or unofficial) in the absence tracker as staff take their leave
vi.) Plan and prepare for staff resumption from leave
11 Exits To ensure that all members of staff have hitch free disengagement from service and receive their entitlement as at when due i.) In January compile list of exiting staff for the year.
ii.) Notify intended retirees
iii.) Crosscheck retirees records and ensure details are correct and up to date
iv.) Process approval for retirement using the HR operational guidelines on retirement
v.) Request for endorsement and process pension.
vi.) Remove retiring officer from payroll, Nominal roll and HR Database
vii.) Update oracle in central HRM agencies (METP, CSC, PSO)
       
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
12 HRMIS To generate and update a central database for the District i.) Update District HRM database which reflects Nominal roll, payroll and career progression monthly.
ii.) Forward the nominal roll to the Director A & HR
iii.) Forward copy of endorsed nominal roll to auditors for staff audit exercise
iv.) Update the central HRM database on CSC, METP and PSO
13 Benefits/Insurance To ensure prompt payment of deceased officers’ benefit to their next of kin i.) Receive notice of accidents, injury or death
ii.) Request for relevant documents from staff e.g. medical report or death certificate
iii). Forward a letter to ministry of finance for claims
iv.) Receive insurance claim forms from ministry of finance and forward to the applicant to fill
v.) Forward completed form to ministry of finance for processing
vi.) Follow up with the insurance broker attached on claim settlement.
14 KPIs (Key Performance Indicators) To ensure perfomance measurement against agreed standard i.) Work with officers and departments to develop KPIs for departments and individuals using departmental mandates and individual JDs
ii.) Hold monthly meetings with HoDs to appraise departmental performance against developed KPIs
iii.) Prepare performance appraisal report for the MDA quarterly
iv.) Present Report to PS for approval
v.) Circulate the appraisal reports to HoDs to ensure implementation
vi.) Review and report progress of department performance against set KPIs
       
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
15 Appraisal To identify and manage staff apraisal issues, conflicts and post appraisal appeals i.) Review JDs and work with immediate supervisors to agree targets and KPIs.
ii.) Train the HoD and supervisor on use of the appraisal tool (SPADEV).
iii.) Work with HoDs/HoUs to appraise officers twice a year based on Jds targets against set KPIs.
iv.) Review the scores and ensure performance is normalised.
v.) Scores should reflect employee performance.
16 Advancement/ Conversion To upgrade officers to a new cadre based on additional relevant qualification obtained i.) Receive application for advancement/ conversion
ii.) Compile list of applicants in readiness for PMB
iii.) Present all applicants’ request for PMB consideration and recommendation
iv.) Forward recommendation to Commissioner of Education for approval
v.) District releases letter of advancement or conversion of staff.
17 Training/Career Development To enhance employee quality and motivation so as to improve productivity and meet future needs of the Government and organisation initiatives i.) Identify organisational, departmental and individual training needs by conducting a training needs analysis and ministerial PMB.
ii.) Prepare development and training needs based on outcomes of PMB and TNA.
iii.) Identify which training is needed (in house, online, instructor based)
iv.) Engage training consultants approved bt METP for MDA sponsored training and liase with PSSDC.
v.) For METP training vote. Identify organisational department and individual training needs by conducting a Training Needs Analysis and PMB.
vi.) Agree development and write a training proposal and forward to METP.
vii.) After training, conduct impact assessment using the impact assessment template.
       
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
18 Talent Management To bring out the best from among the workforce in the district towards better productivity i.) Organise professional conferences based on skills gaps/needs.
ii.) Organise in house training.
iii.) Review JDs against function.
iv.) Review Establishment plan for vacancies in the workforce.
v.) Recommend actions based on JDs, Performance appraisal current staff and vacancies as found in the Establishment Plan.
19 Confirmation To authenticate new officers after completion of the two years mandatory probatory period i.) Ensure the probation process has been followed and completed. Use the HR probation template.
ii.) Verify document of officers including disciplinary records and ensure Oath of secrecy and confidentiality is signed.
iii.) Appraise staff based on set targets. KPIs and Job Description.
iv.) Recommend for confirmation extended probation or dismissal based on performance.
v.) Send recommendation for staff confirmation to PMB as staff are due for confirmation.
20 Promotion To moltivate and encourage the entire workforce i.) Prepare eligibility list for staff due for promotion based on set criteria.
ii.) Receive call circulars and populate all relevant templates and document and give a copy of exam slips to eligible officers.
iii.) Receive approved exam date from METP (1-6) and CSC 7 and above and inform the eligible officer.
iv.) Forward populated templates completed and endorsed exam slips to METP for GL 1-6 and CSC for GL 7 and above.
v.) MDA conducts eaxms for levels 1-6 and CSC conducts exams for 7 and above.
vi.) MDA conducts PMB for GL 1-6 and parent agencies conducts for pool staff.
vii.) Results are released in the MDA within 48hrs of PMB.
viii.) MDA defends recommendation at CSC.
ix.) MDA receives and releases letters to successful and unsuccessful candidates.
DEPARTMENT: SCHOOLS ADMINISTRATION
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
1 Guidance and Counselling i.) To provide necessary career guidance counselling services to students i.) Administration of Aptitude Test and occupational Interest Inventory.
ii.) To ensure that students are rightly placed to schools ii.) Coordination and supervision of both District and school Guidance and counseling programmes.
iii.) To prevent students from being abused iii.) Organize Leadership Training for prefects elect and series as mentor.
  iv.) Screening and monitoring of NGO activities
  v.) Placement Exercise for JSS 1 students.
  vi.) Represents the District at Schools Parents Forum.
  vii.) Periodic counselling visit and enlightment by the counsellors and social workers
2 Examination i.) To ensure smooth conduct of internal and exernal examination i.) Collection examination materials at designated centres
ii.) To evaluate the performance of students and identify area of weaknesses and address accordingly ii.) Collection, collation, distribution, analysis and monitoring of examinations
iii.) Item writing and update of questions data bank
3 Administration – School Maintenance and repairs To maintain schools’ facilities and infrastructures i.) Update and maintain the data-bank on schools facilities
4 Schools Support To render technical support to schools on the recommendation on reports submitted by the office of the Education Quality Assurance i.) Review compliance of schools on recommendation submitted by Education Quality Assurance office
ii.) Visit to all schools in the district to ensure readiness of academic work
iii.) To track internal and external examinations in schools
iv.) To identify Teachers’ professional needs and recommend appropriate area of development
DEPARTMENT: CO-CURRICULAR, SCIENCE AND TECHNOLOGY
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS
1 Science and Technology i.) To develop the psychmotor and affective domain of students i.) To organize competitions for students
2 Sport, Health and Games ii.) To discover and develop talents of students
3 Schools Competition/Quiz    
4 Arts/Music/Culture/ Drama    
5 Special Programmes Unit    
6 NGOs    
LAGOS STATE GOVERNMENT
BUSINESS PROCESS FOR EDUCATION DISTRICTS
DEPARTMENT: ACCOUNTS
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
1 Payment Voucher i. Ensuring posting into the cashbook i.) Raising of submission i.) Inadequate funds in the vote head Prompt retirement of Paid Payment Voucher (PPV)
ii. Ensuring availability of fund in the vote book ii.) Approval from the Tutor-General/Permanent Secretary
iii. Retirement of vouchers iii.) Preparation of payment voucher
  iv.) Payment by the State Treasury Office (STO)
2 Salary Ensuring that all staff of the Education Districts are paid as at when due i.) ‘Pay 04’ is pre-determined before payment of salary i.) Overpayment of Salary i.) Conduct of regular pay at sight
ii.) Authentication of staff by the Acounts and Audits units of the Districts ii.) Payment to ‘ghost workers’/staff ii.)Timely payment of staff salaries
iii.) Electronic payment by the State Treasury Office (STO) iii.) DNP (Do not Pay)/HOP(Hold on Payment)  
3 Payment of Running Cost Ensure smooth running of all Departments/Schools i.) Collection of running cost remmittance from STO i.) Risk of cash handling i.) Increase of running cost allocation
ii.) Collection of payment vouchers from funds section ii.) Unavailability of utility vehicle ii.) Prompt retirement of vouchers
iii.) Writing of cheques/transfer electronically iii.) Non retirement of vouchers iii.) Running cost to be spent for purpose intended
iv.) Collection of cash from bank    
4 Variation Ensuring payment of promotion arrears, annual step increment, teaching and non teaching allowances to staff i.) Application for variation i.) Wrong calculation i.) Immediate transfer of deployed staff salary
ii.) Approval by the Tutor-General/Permanent Secretary ii.) Over payment ii.) Accurate calculationin the preparation of variation card
iii.) Preparation of variation card iii.) Delay in transfer of salary to the present pay point  
iv.) Auditing of variation card    
v.) Payment    
DEPARTMENT: ADMINISTRATION AND HUMAN RESOURCE
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
1 Workforce Planning Ensure equitable distribution of staff i.) Review MTSS& MDA priorities to determine current workforce plan demands (use the MDA establishes and worldwide plans.    
ii.) Request staffing needs from departments    
ii.) Determine the profile of current workforce and compare against identifies gaps and workforce demands    
iv.) Review anchor and prepare an ESTAB plan    
2 Orientation i.) Familiarization to the environment i.) Upon resumption of duty, deployment or transfer, draw up an orientation schedule for the new officers with the department Psychological adjustment to the new system  
ii.) Understand the norms and value of the system ii.) Using the schedule, conduct an MDA specific orientation and give the officer copy of the District’s manual and PSR link  
iii.) Enhance performance iii.) Ensure a department orientation is conducted  
  iv.) Follow up on the orientee and ensure the officer has settled in and all materials required for the work have been provided.  
3 Deployment and Transfer Ensure equitable distribution of staff i.) Review workforce plan and identify vacancies and skills competencies to fill the vacancy i.) Reluctant of deployment Provision of guidelines for Deployment and Transfer
ii.) Determine if deployment can be used to fill the vacancy ii.) External influence
iii.) Deploy using operational guidelines on deployment  
iv.) If external, refer to the appropriate MDA  
4 NYSC AND INTERNS i.) Adhere to government policies on NYSC scheme i.) Letters of NYSC development from Ministry of Special Duties and letters from Dot received for interns i.) Non professionalism i.) Ensure close monitoring
ii.) Ensure acquisition of skills ii.) Approval for placement received from PS MEPB
iii.) To inculcate into NYSC the rich culture of the environment iii.) Sort out the documentation and follow the deployment process for the corper/intern. Use the deployment process in the HR operational guidelines. ii.) Youthful exhorbirants
iv.) Raise submission for payment of monthly allowance
           
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
5 Secretariat To cover minutes of all official meetings i.) Attend Management and other meetings and provides secretarial services.    
ii.) Prepare and vet the minutes of reports of the meeting within 5 days.
iii.) Prepare summary of decision and directives issues at the meeting.
iv.). Circulate the summary to attendees 24 hours after the meeting.
v.) Amend vetted minutes incorporating, corrections and forward copies of minutes to attendees of minutes within 24 hours
6 Registry and Records Services i.) To ensure prompt attention to mails and correspondence i.) Arrange files numerically Mails are not easily tracked  
ii.) Obtain information for update    
iii.) Register mail for dispatch Sort out files    
iv.) Put away returned files after use    
ii.) To ensure tracking of mails v.) Receive mail/ correspondence    
vi.) Dispatch mail    
vii.) File mail/ correspondence    
7 Discipline and Appeal To train, maintain control and regulate behaviour according to established rules guiding the public service i.) Receive complaints of alleged misconduct i.) Coordination i.) Cordial relationship for effective decision making with external relevant body/organisation
ii.) Informal discussions with the alleged erring officer and verbal warning if required   ii.) Review the law guiding disciplinary procedure
iii.) Receive a complaint of serious misconduct, notify the alleged erring officer and issue a query if required ii.) Cumbersome procedure and delay in implementation iii.) Need for a resident legal personnel
iv.) Investigate and forward a brief of the disciplinary case to the District’s ministerial PMB    
8 Grievance To settle rows i.) Receive informal verbal grievance    
ii.) Provide HR support for informal resolution    
iii.) Provide advice on formal procedure if outcome of informal resolution not satisfactory    
iv.) Receive formal written grievance, and make recommendation to the TG/PS    
v.) Resolve conflicts and arise as a result of whistle blowing and document all outcome    
           
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
9 Whistle Blowing To receive reports on problems or violation to the authorities i.) Conduct sessions and sensitize staff on whistle blowing eve informal verbal grievance i.) Lack of confidence on the part of stakeholders on the establishment i.) Provision of dedicated lines
ii.) Ensure all staff fill the confidentiality form (Oath of Secrecy) ii.) Publicity  
iii.) Receive reports on whistle blowing from stakeholders    
iv.) Properly document and file the case being reported    
v.) Investigate after the case has been brought to the management    
vi.) Report finding and if guilty follow the disciplinary process    
10 Leave/Absence To increase productivity of staff through short vacation i.) Receive appliation for leave/absence within approved period    
ii.) Request for leave approval from the direct supervisor, Departmental heads and PS
iii.) Forward approved leave advice to staff
iv.) Arrange and confirm temporal relief for staff going on leave
v.) Update Roster monthly and enter all forms of leave and absence(official or unofficial) in the absence tracker as staff take their leave
vi.) Plan and prepare for staff resumption from leave
11 Exits To ensure that all members of staff have hitch free disengagement from service and receive their entitlement as at when due i.) In January compile list of exiting staff for the year. i.) Failure to attach necessary documents by the disengaging officers Re-orientation on disengagement from service
ii.) Notify intended retirees ii.) Inconsistency in date of birth/ appointment hinders smooth disengagement from service  
iii.) Crosscheck retirees records and ensure details are correct and up to date    
iv.) Process approval for retirement using the HR operational guidelines on retirement    
v.) Request for endorsement and process pension.    
vi.) Remove retiring officer from payroll, Nominal roll and HR Database    
vii.) Update oracle in central HRM agencies (METP, CSC, PSO)    
           
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
12 HRMIS To generate and update a central database for the District i.) Update District HRM database which reflects Nominal roll, payroll and career progression monthly. Poor response from officers in submission of required data Orentation of officers regarding importance of data and urgent submission of same
ii.) Forward the nominal roll to the Director A & HR    
iii.) Forward copy of endorsed nominal roll to auditors for staff audit exercise    
iv.) Update the central HRM database on CSC, METP and PSO    
13 Benefits/Insurance To ensure prompt payment of deceased officers’ benefit to their next of kin i.) Receive notice of accidents, injury or death i.) Lack of next of kin to initiate processing of deceased officers’ entitlement i.) Orientation to members of staff to supply/update particulars of next of kin
ii.) Request for relevant documents from staff e.g. medical report or death certificate ii.) Insufficient documents to process entitlement ii.) Members of staff to always update their records to avoid non availability of necessary document to process benefits incase of death
iii). Forward a letter to ministry of finance for claims    
iv.) Receive insurance claim forms from ministry of finance and forward to the applicant to fill    
v.) Forward completed form to ministry of finance for processing    
vi.) Follow up with the insurance broker attached on claim settlement.    
14 KPIs (Key Performance Indicators) To ensure perfomance measurement against agreed standard i.) Work with officers and departments to develop KPIs for departments and individuals using departmental mandates and individual JDs    
ii.) Hold monthly meetings with HoDs to appraise departmental performance against developed KPIs    
iii.) Prepare performance appraisal report for the MDA quarterly    
iv.) Present Report to PS for approval    
v.) Circulate the appraisal reports to HoDs to ensure implementation    
vi.) Review and report progress of department performance against set KPIs    
           
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
15 Appraisal To identify and manage staff apraisal issues, conflicts and post appraisal appeals i.) Review JDs and work with immediate supervisors to agree targets and KPIs. i.) Lack of objectivity of the appraisal process i.) The appraisal process should be objective
ii.) Train the HoD and supervisor on use of the appraisal tool (SPADEV). ii.) Late submission of SPADEV scores from schools/ departments which slow down the collation of the appraisal score ii.) Schools/departments to submit early to meet the set target for SPADEV scores collation
iii.) Work with HoDs/HoUs to appraise officers twice a year based on Jds targets against set KPIs. iii.) Assessment object in some cases are not in tamdem with the set Key Performance Indicator iii.) Assessment object should be in tamdem with the set KPI.
iv.) Review the scores and ensure performance is normalised.    
v.) Scores should reflect employee performance.    
16 Advancement/ Conversion To upgrade officers to a new cadre based on additional relevant qualification obtained i.) Receive application for advancement/ conversion Applicants inability to present necessary documents to surport claims Applicants should be aquited with informaion regarding advancement/conversion
ii.) Compile list of applicants in readiness for PMB  
iii.) Present all applicants’ request for PMB consideration and recommendation    
iv.) Forward recommendation to Commissioner of Education for approval    
v.) District releases letter of advancement or conversion of staff.    
17 Training/Career Development To enhance employee quality and motivation so as to improve productivity and meet future needs of the Government and organisation initiatives i.) Identify organisational, departmental and individual training needs by conducting a training needs analysis and ministerial PMB. i.) Trainees’ resistance to impact assessment test i.) Trainees should be encouraged to undergo the impact assessment test
ii.) Prepare development and training needs based on outcomes of PMB and TNA. ii.) Inadequate fund for Trainees transportation ii.) Enough fund should be provided for trainees transportation and to boost their morale
iii.) Identify which training is needed (in house, online, instructor based)    
iv.) Engage training consultants approved bt METP for MDA sponsored training and liase with PSSDC.    
v.) For METP training vote. Identify organisational department and individual training needs by conducting a Training Needs Analysis and PMB.    
vi.) Agree development and write a training proposal and forward to METP.    
vii.) After training, conduct impact assessment using the impact assessment template.    
           
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
18 Talent Management To bring out the best from among the workforce in the district towards better productivity i.) Organise professional conferences based on skills gaps/needs. Time constraint in organising in-house training programmes for the entire workforce across the district Equal time/day should be allocated to different schools
ii.) Organise in house training.  
iii.) Review JDs against function.    
iv.) Review Establishment plan for vacancies in the workforce.    
v.) Recommend actions based on JDs, Performance appraisal current staff and vacancies as found in the Establishment Plan.    
19 Confirmation To authenticate new officers after completion of the two years mandatory probatory period i.) Ensure the probation process has been followed and completed. Use the HR probation template.    
ii.) Verify document of officers including disciplinary records and ensure Oath of secrecy and confidentiality is signed.    
iii.) Appraise staff based on set targets. KPIs and Job Description.    
iv.) Recommend for confirmation extended probation or dismissal based on performance.    
v.) Send recommendation for staff confirmation to PMB as staff are due for confirmation.    
20 Promotion To moltivate and encourage the entire workforce i.) Prepare eligibility list for staff due for promotion based on set criteria. Exclusion of some eligible candidates as result of school not sending list of eligible Candidates Thorough and proper screening exercise
ii.) Receive call circulars and populate all relevant templates and document and give a copy of exam slips to eligible officers.  
iii.) Receive approved exam date from METP (1-6) and CSC 7 and above and inform the eligible officer.    
iv.) Forward populated templates completed and endorsed exam slips to METP for GL 1-6 and CSC for GL 7 and above.    
v.) MDA conducts eaxms for levels 1-6 and CSC conducts exams for 7 and above.    
vi.) MDA conducts PMB for GL 1-6 and parent agencies conducts for pool staff.    
vii.) Results are released in the MDA within 48hrs of PMB.    
viii.) MDA defends recommendation at CSC.    
ix.) MDA receives and releases letters to successful and unsuccessful candidates.    
DEPARTMENT: SCHOOLS ADMINISTRATION
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
1 Guidance and Counselling i.) To provide necessary career guidance counselling services to students i.) Administration of Aptitude Test and occupational Interest Inventory. i.) Inadequate counsellors in schools i.) Counsellors should work with psychologists
ii.) To ensure that students are rightly placed to schools ii.) Coordination and supervision of both District and school Guidance and counseling programmes. ii.) Lack of modern tools ii.) Provision of more counsellors to schools
iii.) To prevent students from being abused iii.) Organize Leadership Training for prefects elect and series as mentor.   iii.) Training and retraining of counsellors
  iv.) Screening and monitoring of NGO activities    
  v.) Placement Exercise for JSS 1 students.  
  vi.) Represents the District at Schools Parents Forum.  
  vii.) Periodic counselling visit and enlightment by the counsellors and social workers
2 Examination i.) To ensure smooth conduct of internal and exernal examination i.) Collection examination materials at designated centres i.) Transporting question paper to various schools is cumbersome i.) Provision of utility vehicles for effective examination
   
ii.) To evaluate the performance of students and identify area of weaknesses and address accordingly ii.) Collection, collation, distribution, analysis and monitoring of examinations ii.) Unavailability of statistics of external results ii.) Ministry of Education to take proactive action with a view to make available the statistics for external results to the districts for planning of new academic session.
iii.) Item writing and update of questions data bank
3 Administration – School Maintenance and repairs To maintain schools’ facilities and infrastructures i.) Update and maintain the data-bank on schools facilities i.) Funds for minor repairs are not domiciled in the district i.) Funds for minor repairs of school facilities should be domiciled in the districts
ii.) Cumbersome procedure for maintaining the schools facilities leads to deteroration
4 Schools Support To render technical support to schools on the recommendation on reports submitted by the office of the Education Quality Assurance i.) Review compliance of schools on recommendation submitted by Education Quality Assurance office i.) Mobility i.) Provision of utility vehicles.
ii.) Visit to all schools in the district to ensure readiness of academic work
iii.) To track internal and external examinations in schools
iv.) To identify Teachers’ professional needs and recommend appropriate area of development
DEPARTMENT: CO-CURRICULAR, SCIENCE AND TECHNOLOGY
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
1 Science and Technology i.) To develop the psychmotor and affective domain of students i.) To organize competitions for students Inadequate funding to implement activities Provision of adequate funding
2 Sport, Health and Games ii.) To discover and develop talents of students    
3 Schools Competition/Quiz        
4 Arts/Music/Culture/ Drama        
5 Special Programmes Unit        
6 NGOs        
DEPARTMENT: OFFICE OF THE TUTOR-GENERAL/PERMANENT SECRETARY
S/N ACTIVITIES/ PROGRAMMES OBJECTIVES PROCESS RISK/CHALLENGES REMARKS/ RECOMMENDATION
1 General Administration To provide administrative support to all departments in the district To collate the activities of the departments and feedback to stakeholders    
2 Special Duties To cater for emerging activities of State Government To moltivate staff and students to improve performance    
3 Audit Unit Payment Vouchers i.) Ensure postings to relevant Sub heads into the vote book. Timely presentation for Auditing purpose and retirements Monthly Activity report usually submitted to Central Internal Audit. (CIA)
ii.) Esuring retirement of expediture in compliance with provision of the financial regulation.
Pay-at-Site i.) To ascertain numbers of staff on nominal roll. Due to School population and staff strength, covering 104 schools within a month is not feasible. Quarterly pay at sight report usually submitted to central internal audit. (CIA). While DNP list is submitted on monthly basis.
ii.) To ensure that only bonafide staffs are on payroll and paid
iii.) Analysis payroll with normal roll.
iv.) Delection of Absconded staff on payroll.
v.) Emanation of DNP and HOP list
Variable Cards i.) Salary or promotion arrears are paid to deserving officers. Compliance with the provision of Financial Regulation on monthly preparation of Bank Reconciliation Statement. Report submitted in activity report on monthly to central internal audit. (CIA)
ii.) To ensure that correct amount is varied for benefitting staff.
Bank Reconcilation Statement To ensure that relevant items affecting balancing of cash book and bank statement are well identified and reconciled. To effect deletion of DNP from payroll as at when due. Report submitted in activity report on monthly to central internal audit. (CIA)
4 Planing and Budgetting To ensure judicious use of resources to achieve set goals Budget implementation, monitoring and evaluation   Planning officer to be designated to budget matters
5 Procurement To ensure due process in the acquisition of goods and services Constitution of procurement committee   Compliance with procurement act of 2004
6 Office Management To ensure clean, secure and safe environment i.) Prepare a monthly roster for cleaning of the office blocks.    
ii.) Supervise and manage daily activities of cleaners, drivers and security officers.
iii.) Draw up a monthly maintenance schedule for office equipment/property.
iv.) Service and repair all office equipment/property as stated in the schedule or as the need arises.
v.) Management of all office vehicles.
7 Education Management Information System (EMIS) To ensure effective use of data i.) Creation of the District’s data-bank   i.) Effective use of data
ii.) Collection, collation and analysis of data