General Administration Division

Value Statements

1. Integrity– We uphold honesty, transparency, and ethical conduct in all our actions, ensuring full compliance with government policies, legislation, and public-sector standards.
2. Accountability-We take responsibility for our decisions, resources, and service delivery, maintaining accurate records and demonstrating stewardship in the use of public funds.
3. Service Excellence– We are committed to delivering reliable, efficient, and high-quality administrative support that enables the Ministry to function effectively.
4. Collaboration-We work in partnership with all Divisions and stakeholders, fostering communication, teamwork, and shared responsibility to achieve organizational goals.
5. Respect and Professionalism-We treat all officers and members of the public with courtesy, fairness, and dignity, maintaining confidentiality and professionalism at all times.
6. Continuous Improvement-We strive to enhance our systems, processes, and capabilities through innovation, feedback, and the adoption of modern administrative best practices.

Roles and Functions of the General Administration

The General Administration Division is responsible for:

• Providing and maintaining a comfortable, safe, and secure working environment.
• Procuring, allocating, and ensuring the optimal use of financial and material resources.
• Supporting Divisions in administrative planning, coordination, and service delivery.
• Ensuring compliance with all relevant laws, policies, and government regulations.

General Administrative Responsibilities

• Maintenance, upkeep, and security of the Finance Building, in collaboration with the Building Management Unit.
• Provision and supervision of common services including:
  • Telephone operator and receptionist services
  • Messenger and chauffeur services
• Processing of:
  • Applications for survivor’s benefits (one month’s salary)
  • Requests for compassionate travel allowances for Ministry of Foreign Affairs officers posted abroad
• Preparing Estimates of Expenditure for all items under the General Administration Vote.
• Consolidating the Ministry’s Recurring Expenditure and Development Programme annual estimates.
• Providing administrative and procedural advice to Division Heads and other Government agencies.
• Managing petty cash in accordance with financial regulations.

SECTION 1: OFFICE MANAGEMENT

Mission Statement

The Office Management Section is dedicated to ensuring the smooth daily operation of the Ministry by providing safe, comfortable, and well-maintained workspaces. We deliver timely procurement, maintenance, and logistical support so that all officers have the tools and resources required for efficient and effective performance.

Key Responsibilities

• Procuring and distributing of office supplies, furniture, and equipment for all Divisions/Units located in the Finance Building.
• Maintaining inventory records for all furniture and equipment.
• Coordinating repairs and maintenance of office furnishings and equipment.
• Managing the Ministry’s internal telephone system.
• Processing official travel arrangements for officers stationed in the Finance Building.

SECTION 2: ACCOUNTS (SUB-ACCOUNTING UNIT)

Mission Statement

The Accounts Unit is committed to delivering accurate, transparent, and timely financial services that support the Ministry’s operations. We manage expenditures, process payments, and prepare budget submissions responsibly, ensuring compliance with financial regulations and optimal use of public funds.

Key Responsibilities

• Processing all invoices, payrolls and vouchers related to Divisions/Units within the Finance Building.
• Managing requests for release and transfer of funds.
• Maintaining updated financial records and ensuring proper documentation for all transactions.
• Reconciling expenditure and other financial statements to ensure accuracy and transparency.
• Preparing cash flow projections
• Ensuring compliance with government financial regulations, policies, and audit requirements.
• Coordinating with Divisions/Units to resolve financial queries and provide guidance on financial procedures.
• Supporting internal and external audits by preparing required schedules, documentation, and responses.

SECTION 3: RECORDS MANAGEMENT AND REGISTRY

Mission Statement

The Records Management and Registry Section is dedicated to maintaining secure, accurate, and accessible records that support transparency and informed decision-making. We uphold high standards for information management and ensure the timely retrieval, protection, and proper handling of all official documents.

Key Responsibilities

• Maintaining accurate, confidential, and accessible records in accordance with regulations.
• Ensuring timely retrieval of information to support efficient operations and informed decision-making.
• Safeguarding official documents and ensuring proper storage, classification and control access practices
• Implementing standardized records management systems, including digital and physical filing structures, to promote consistency and efficiency
• Logging, sorting, and distributing all incoming and outgoing mail.
• Monitoring the lifecycle of records—from creation to archiving, ensuring full compliance with regulatory and statutory requirements.
• Coordinating the transfer and archiving of records in accordance with approved retention policies.
• Promoting the transition to digitized records and modern information management technologies to improve accessibility
• Maintaining long-term archives and off-site storage facility