The Staff Schedule of Duties
The FRC operates within the framework of the FRA 2007. In carrying out its functions, the FRC has five Departments, three operational departments and three supporting services departments, and two Units as follows;
a. Inspection & Compliance, (Ministries, Departments & Agencies and Local Governments)
b. b. Legal (…).
c. Fiscal Efficiency Department
The core functions of the department include:
Monitoring the State and LG System and Inter-governmental financial relations;
Pursuing the achievements of optional income into the State and LGs Account outside the routine FAC monthly allocations;
Conduct researches into the new sources and strategies of revenue collections for state and local governments;
Maintain close monitoring relationship with relevant organs of the state & LGs especially with respect to rolling plans and annual budget;
Provide secretariat to the following Committees
Fiscal efficiency and budget Committee
Representing the commission on state project monitoring Committee
Supporting Services Departments
a. Administration & Personnel
(1) Recruitment of Junior Staff after obtaining approval from Office of the Civil Service Commission and Head of Service. (2) Documentation of newly recruited officers from Federal Civil Service of the Federation (3) Opening of Records of Service for newly recruited officers and updating of their Records accordingly. (4) Promotion (both Junior and Senior staff). (a) Sorting out names of officers due for promotions (b) Writing of briefs for promotion interview all staff. (c) Compiling and writing of briefs for upgrading and conversion of staff with additional qualifications.
(d) Verification of certificates with relevant institutions (e) Collection and scoring of APER forms during promotion interviews (f) Preparation of salary progression/placement (5) Liaising with state branch offices of this Office for the collation of personnel matters; biodata; and other activities relating to Human Resources affairs. (6) Discipline: Handling disciplinary matters of both Senior and Junior staff; (7) Processing of Gratuity and pension. (a) Preparing list of staff due for retirement annually; (b) Issuing letters of Acceptance of retirement to retiring staff and letters for payment of Relocation allowance; (c) Handling the problems of staff in respect of pensions and gratuities with the Office of Head of Civil Service and State & LGs Pensions Boards; (d) Relating with the Pension fund administrators and Staff Retirement saving account and other related issues; (e) Keeping of registers for deceased officers (f) Keeping of registers for retirees (8) Manpower Budget: Preparation of Annual Manpower Budget and defending it at the Budget Department of Ministry of Finance; (9) Posting of officers and handling welfare matters; (10) Attending to circulars sent for the attention of Head of Admin and Human Resources Department. (a) Writing of official letters to other organizations. (b) Preparation of introduction letters to Banks and other organizations on behalf of staffs. (c) Acceptance of Industrial Training (IT) students and the engagement of National Youth Service Corps (NYSC) members. (11) Maintenance and updating of Confidential files. (12) Processing of leave matters. (13) (a) Processing of Change of Names and Next-of-kin (NOK) matters (b) Processing of First and Confirmation of Appointments. (14) Processing of Registration of old and New staff into National Health Insurance Scheme (NHIS) (15) Liaison with other MDAs for collection of letter, Circulars and other official documents. (16) The Head of Admin. And Human Resources also function as: (a) Secretary/Member of the Senior Staff Committees (b) The Chairman of the Junior Staff Committee; both Local and Headquarters;
(c) Member of Management Committee. (17) Maintenance and updating of Nominal Roll.
Units under the department
Ensures supplies of needed items to various Departments/Units of the Commission;
Carry out market survey in conformity with due process;
Registration of Contractors.
Maintenance Unit The Unit handles all maintenance needs of the Commission’s building, office furniture and equipment and other infrastructure facilities other than motor vehicles. Transport Unit This Unit keeps the motor vehicle, register and maintains the vehicles.
b. Finance & Accounts
Maintain the Commission’s various accounts;
Receives the Commission’s monthly allocations from the Federation Account of Nigeria;
Disburse such allocation for the execution of the activities of the Commission;
Controls expenditure through the use of AIE to achieve the goals of the Commission;
Ensures timely preparation of the Commission’s Audit Accounts by the External Auditors and forwarding of same to the State House of Assembly;
Maintain and update the Commission’s Asset Register;
Advises the Chairman on all financial matters of the Commission;
Prepares the Commission Annual Estimate of Expenditure to the State House of Assembly.
Budget Unit The Budget Unit prepares the Commission’s annual budget in conjunction with Planning Research and Statistics department:
Collect and collate estimates from all departments and zonal/state offices of the Commission;
Prepares the Commission’s annual recurrent budget;
Liaise with the Ministry of Finance for the purpose of budget implementation and release of funds;
Liaise with Office of Accountant General from time to time;
Monitors the performance of the Commission’s budget to ensure that the pattern of spending is in conformity with the Appropriation Bill.
Other Charges This unit controls vote book of the Commission.
Prepares weekly returns for various accounts sub-heads;
Posting of retirement vouchers and capital vote books;
Raising of payment vouchers for the payment of claims to Members of the Commission, Contractors, Individuals, Firms, Corporate Organisations and Agencies.
Salary Unit This unit handles payment of salaries to staff and Members of the Commission.
Deduct National Pension Funds, Housing Funds, PAYE Tax and other approved taxes and remit them to the appropriate authorities.
Funds Unit Controls master Vote book:
Raising of AIE for overhead and Personnel costs payment;
Liaise with the Ministry of Finance for issuing of warrant;
Release of funds for expenditure to ………..offices.
Checking Unit Scrutinizes all vouchers both personnel and overhead costs before payment. Advances Unit
Ensures granting of car and motor vehicles advances to members of staff of the Commission.
Monitors retirement of advances – granted to members of staff of the Commission.
Prepares transcript for onward submission to the office of the Accountant-General of the state);
Prepares bank reconciliation statement;
Liaise with the AG to ensure that the Commission’s account is in conformity with the financial regulations;
Ensures that the accounting codes and related development is implemented;
Provides the necessary books of accounts and materials for external auditors and government auditors to facilitate audit assignment.
Central Pay Office
Ensures payment of cash and cheque to approved beneficiaries;
Custody of security documents
Remits taxes to the appropriate authorities;
Maintains Commission’s cashbooks.
c. Planning, Research & Statistics
The Planning Research and Statistics Department is one of the Service departments of the Commission. The department is responsible for articulation of development plans, monitoring and evaluation of plan implementation, conducting research, management of records and information. To perform these functions, the department is divided into two (2) divisions namely:
Research and Statistics Division
Planning Division The Planning Division serves as the Secretariat of the Planning & Procurement Board whose duty is to:
Approve the Commission’s development plan (medium, perspectives or rolling);
Agree on the Commission’s overall work programme and target for the year;
Receive and advise the Commission on the following reports and proposals before they are sent to higher authorities;
Monitoring and Evaluation Reports;
Proposal for creating new sub-divisions or restructuring and rationalizing existing ones in the Commission;
Reports of complete research projects;
Approve the Commission’s research programme for the year.
Research and Statistics Division
The division is made up of three branches; namely: Research, Statistics and Records with the following responsibilities: Research Branch The research branch has three sections, which includes: Sectoral Research Section The main function of the Sectoral Research section is to conduct research in the sectors of the economy or area of concern over which the Commission has jurisdiction. Operations, Organisations and Management Research Section This section is to conduct research into the operational modalities, the organisation structure and management modalities of the Commission. It is also to provide in-house management consultancy services for the Commission.
The Efficiency Section The Efficiency Section uses result of the Operation Organisation and Management Research Section to design efficiency targets for staff of the Commission. This section is also to monitor the achievement of these targets and report periodically to the office of the Secretary to the Commission.
The branch has two sections: the sectoral statistics and internal statistics.
The Sectoral Statistics The Sectoral Statistics Section is to routinely collect and process statistics relating to the sectors of the state economy or area of concern over which the Commission has jurisdiction. The Internal Statistics The Internal Statistics Section is to routinely collect and process statistics on the internal condition and situation of the Commission i.e. statistics concerning its personnel, finance, physical resources, operations, output etc.
The External Statistics
The external Statistics Section is to routinely collect and process statistics on the external condition and situation of MDAs and LGs i.e. statistics concerning its budget, expenditures, virements, physical resources, operations, output etc.
The Records Branch is sub-divided into the library section and the Management Information System Section. Management Information System (MIS). This section is charged with the following responsibilities:
Computerization of the Commission, this includes but not limited to;
Compilation of the comprehensive electronic database in the Commission;
Computerization of operations of the departments in the Commission. This include the following: Payrolls, Records, Accounting, Personnel Matters, and Statistics Matters, etc
Setting up and maintaining a network backbone linking all offices in the Commission;
Liaison with the Research and Statistics branches in the collection, analysis and processing of data and statistics relating to the entire nation;
Managing Records and information resources of the Commission
Library service Section This section is established to provide the following services:
To make available for consultation, reference materials, these include: reports, journals, encyclopaedia, dictionaries, textbooks etc;
To provide daily newspapers, news magazine to members and staff of the Commission
a. Internal Audit Unit
b. Information and Protocol Unit