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Kaduna State Government
Establishment Planning Report
Bureau of Establishments, Management Services and Training
Office of the Head of Service
July 2012
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Table of Contents
1. INTRODUCTION ........................................................................................................................... 4
1.1 Background .............................................................................................................................. 4
Figure 1.4 Structure of the OHoS and the position of BEMST ................................................................... 4
Figure 1.2 Proposed Structure for BEMST ............................................................................................ 5
Table 1.1 Proposed Functions by Department from Stage 3 of OHOS Corporate Plan ............................ 5
1.2 Methodology ............................................................................................................................ 7
2. FUNCTIONS, TASKS AND OUTPUTS ANALYSIS ................................................................................... 8
Table 2.1 Revised Functional assignments for BEMST following the Establishment Planning Exercise .............. 8
3. PROPOSED ESTABLISHMENTS ...................................................................................................... 10
3.1 Staffing Levels ......................................................................................................................... 10
Table 3.1 Proposed BEMST Staffing, Numbers per Grade Level category.................................................. 10
3.2 Staff Costs .............................................................................................................................. 11
Table 3.2 Proposed Staff Cost .......................................................................................................... 11
3.3 Establishment Posts ................................................................................................................. 11
4. PREPARATION OF JOB DESCRIPTIONS ........................................................................................... 11
APPENDICES................................................................................................................................. 13
Appendix 1: List of BEMST Establishment Planning Team Members ....................................................... 13
Appendix 2: BEMST Functions, Tasks and Outputs .............................................................................. 14
Appendix 3 Working Tables of Departmental Functions and Staffing levels and Grades ............................ 31
Appendix 4: Proposed Establishment ................................................................................................ 34
APPENDIX 5: JOB DESCRIPTIONS ...................................................................................................... 37
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ACRONYMS AND ABBREVIATIONS
AG Accountant General
APER Annual Performance Evaluation Report
BEMST Bureau of Establishments, Management Services and Training
CSC Civil Service Commission
DAF Dept of Admin and Finance
DfID Department for International Development (UK)
EXCO Executive Council
FMoE Federal Ministry of Education
GRN Good Received Notes
HE His Excellency
HoS Head of Service
HRD Human Resource Development
HRM Human Resource Management
ICT Information Communication Technology
KSSDC Kaduna State Staff Development Centre
M&E Monitoring and Evaluation
MDAs Ministries, Departments and Agencies
MoF Ministry of Finance
MoW Ministry of works
MoW&T Ministry of Works & Transport
NBTE National Board for Technical Education
NCE National Council on Establishments
NUC National University Commission
PSO Public Service Office
SDC Staff Development Centre.
SIV State Issue Voucher
SPARC State Partnership for Accountability, Responsiveness and Capability
SRV Store Receipt Vouchers
SWOT Strengths, Weaknesses, Opportunities and Threats
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1. INTRODUCTION
1.1 Background
As part of the Corporate Planning process in the Office of the Head of Service (OHoS), the Bureau of
Establishment, Management Services and Training (BEMST) undertook a structural and functional
review in early 2011. Figure 1.1 shows BEMST’s relationship within the OHoS and the overall
distribution of key functions across the OHoS.
Figure 1.4 Structure of the OHoS and the position of BEMST
During the review, the organizational structure of BEMST was revised and key functions of all its
departments were identified for effective focus of the bureau for long-term success. The agreed
structure from the Corporate Planning exercise is shown in Figure 1.2 and the main functions
identified at that time are shown in Table 1.1.
Following the revisions to the structure and functional responsibilities arising from the review it was
apparent that a systematic process for defining the staff requirements for BEMST should be
undertaken in order to effectively position the bureau for the achievement of its mandates. An
establishment planning exercise therefore was commenced in December 2011.
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Figure 1.2 Proposed Structure for BEMST
Table 1.1 Proposed Functions by Department from Stage 3 of OHOS Corporate Plan
Department Section Function
Establishments
and Labour
Relations
Department
Establishments
Section
Establishment Issues and functions
Formulation and harmonisation of HRM policies across MDAs including
conditions of service and policy guidebooks.
Oversight of establishment issues in MDAs, including compiling the
nominal roll and authorised establishment.
Consultation with other MDAs (through Depts. of Admin) including the
CSC on Establishment matters.
Coordinating review and update of regulations and Statute Books.
Conducting job evaluation, grading and qualifications for
appointment.
Applying the provisions of the Scheme of Service in determining the
post and grade on which an officer can be placed vis a vis his/her
qualification. Determination of officers’ progression in the service in
line with the Scheme of Service.
Working with CSC over issues related to recruitment and posting.
Working with CSC over issues related to promotion and civil service
examination including the operation of the APER system.
Working with CSC over issues related to discipline.
Control and development of staff in the general Executive Cadre,
Typist and Confidential Secretaries.
Evaluation and assessment of educational qualifications for
recruitment and advancement including verification of certificates
obtained by officers.
Liaising with National Council on Establishments (NCE) on
establishment matters.
Labour Relations
Section
Labour Relations functions
Advising on formulation and execution of labour policies,
programmes and standards
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Liaison with National Advisory Council on labour matters and other
relevant organisations agencies and unions etc.
Promoting industrial safety, occupational health and welfare of
workers.
Salaries and allowances reviews
Negotiation and Consultation with Labour Unions to promote good
industrial relations. Providing secretariat for negotiations.
Encouragement of workers co-operatives.
Workforce
Planning &
Development
Department
Workforce Planning
& Statistics Section
Workforce planning and development functions
Maintaining and analysing statistics on the State workforce.
Preparation of planning and policy papers on the workforce including
succession planning, talent management, recruitment and
redundancy.
Running workshops, seminars with MDAs on workforce planning.
Support to MDAs on workforce planning in association with
Management services Dept.
Conducting training needs assessments.
Conducting manpower audits and ensuring accurate MDA staff lists.
Preparing a Workforce Development (Training) Policy.
Preparing a Workforce Development Roadmap.
Training Section Training functions
Developing and managing programmes for leadership training for
senior staff.
Ensuring employee development & in service training, for junior and
middle level staff.
Management, assessment and approval of Study leave.
Approval of professional training.
Evaluation of Training Providers and Courses.
Pre-qualification of Training Providers.
M & E of Training including training programmes and budgets of
MDAs.
Organisation
and
Management
Services
Department
Management
Services Section
Management Service Functions
Reviewing the mandates of MDAs and maintaining an up to date
register of mandates.
Promoting the resolution of mandate issues as and when necessary
mandates.
Conducting periodic functional, structural and process reviews of
MDAs.
Advising on MDA organisational design, staff establishment and
workforce planning.
Approval of structures, organisations and establishment plans.
Providing management services to MDAs through effective
interpretation of laws and regulations.
Organisation
Research Section
Conducting research into all aspects of organisational design and
corporate planning in public services and identifying best practice.
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Working with the MDA Performance Management Department in
PSO to conduct Capability Studies of MDAs.
Admin and
Finance
Admin and Supplies
Section
Internal Administration and Finance functions
Administration of routine staff issues including staff committees,
leave roster and processing of annual leave and producing staff list.
Staff Welfare for BEMST and SDC.
Recruitment, promotion and discipline of junior staff.
Procurement in liaison with MoF, including IT equipment.
Providing internet connectivity to the Bureau.
Maintenance of Buildings, equipment, furniture, transport etc. in
liaison with MoW
Office security, cleaning and sanitation.
Transport management.
Management of open and secret registries.
Providing secretarial services for management and other internal
meetings.
Participation in the appointment, promotion and discipline of officers
on GL 07 and above.
Making proposals for BEMST officers eligible for short term and long-
term training.
Preparation of record of leaving the service.
Making proposal for officers eligible for state merit awards.
Finance and
Accounts Section
Maintenance of Accounts & preparation of monthly returns.
Preparation of budget and defense for BEMST.
Determination and management of centralised training budgets.
Planning and managing capital projects in association with user
department.
Staff
Development
Centre
(proposed to
be known as
Kaduna State
Public Service
Staff Centre)
Oversight and management of Staff Development Programmes for
the Public Service
Running Workshops for different categories of staff, Seminars and
proficiency tests
Designing and Conducting Induction training in conjunction with
MDAs.
Providing ICT Training in support of e Governance.
Providing training consultancy services.
1.2 Methodology The Permanent Secretary (BEMST) appointed a team of 12 senior officers of the bureau (with him as
Chairman), which was mandated to conduct the Establishment Planning with technical input from
consultants provided by SPARC (See Appendix 1).
The work plan was developed to cover functions, tasks and outputs analysis, analysis of time inputs
and development of staffing levels. Appropriate formats and an Excel Spread sheet were also
prepared and technical sessions for developing the establishment plan were undertaken with the
guidance of SPARC consultants. In the course of the establishment planning, there was a
streamlining of functions in the departments. It was discovered that certain functions under
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Establishments and Labour Relations and Organisation and Management Services Departments fall
under the purview of either the OHoS or EXCO. Besides, functions that were missed on the list
developed for BEMST at the OHoS top-level functional review workshop were incorporated.
Following completion of the proposed establishment, the preparation of job descriptions was
undertaken. The job descriptions were based on a format also developed by SPARC consultants and
approved by the Permanent Secretary. The BEMST Establishment Planning team was given a brief
training on preparation of job description.
2. FUNCTIONS, TASKS AND OUTPUTS ANALYSIS
The BEMST functions developed during the functional analysis sub-stage 3 of the corporate planning
process were reviewed and discussed and through more detailed consideration various changes to
the functional lists for each department were agreed. These are shown in Table 2.1 below.
Table 2.1 Revised Functional assignments for BEMST following the Establishment Planning
Exercise
Department Function
Office of Permanent
Secretary
Spearheading BEMST's initiatives and ensuring the integrity of its mandates in line
with Government policies.
Liaising, negotiating, communicating and coordinating issues of the mandates and
services of the bureau with all stakeholders within and outside the State Public
Service.
Providing overall leadership of the Bureau to ensure that it achieves its mandates
and plans.
Ensuring effective management of the human, financial and material resources of
BEMST.
Admin & Finance
Department
Junior staff recruitment.
Staff leave and welfare.
Staff promotion advancement and conversion.
Staff discipline
Procurement including ICT Procurement.
Management of stores and supplies.
Planning and managing BEMST Office facilities.
Office security.
Transport management.
Management of open and secret registries.
Planning and managing BEMST office facilities
Organising BEMST’s short term and long-term training including staff induction and
ICT training.
Accounts & financial management, including preparation of BEMST’s budget and
engaging in BEMST’s budget defense.
Establishments and
Labour Relations
Department
Formulation and harmonisation of HRM policies across MDAs (including Advising on
formulation and execution of labour policies, programmes and standards and Liaison
with National Advisory Council on labour matters and other relevant organisations
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agencies and unions etc.).
Oversight of establishment issues in MDAs and producing the authorised
establishments.
Consultation with other MDAs (through Depts. of Admin) including the CSC on
Establishment matters.
Coordinating review and update of Statute Books.
Conducting job evaluation, grading and qualifications for appointment.
Working with CSC and other MDAs over issues related to recruitment, promotion,
discipline and the operation of the APER system.
Conditions of Service and review thereof (including Salaries and allowances review).
Control and development of staff in the general Executive Cadre, Typist and
Confidential Secretaries.
Workforce Planning
& Development
Department
Maintaining, analyzing and producing workforce statistics and reports.
Preparation of planning and policy papers on the workforce including succession
planning, talent management, recruitment and redundancy.
Offering technical support to MDAs on workforce planning in association with
Management services Dept.
Conducting periodic training needs assessments of the public service and developing
periodic workforce development plans based on the training needs identified.
Conducting manpower audits and ensuring accurate MDA staff lists.
Preparing a Workforce Development Roadmap and a Workforce Development
(Training) Policy.
Developing and managing programmes for leadership training for senior staff.
Facilitating workforce development & in service training for all staff; approving
professional training and facilitating study leave (assessing applications for study
leave.
Undertaking pre-qualification of Training Providers.
Undertaking M & E of Training including training programmes and budgets of MDAs.
Organisation and
Management
Services Department
Reviewing the mandates of MDAs and maintaining an up to date register of
mandates. (Promoting the resolution of mandate issues as and when necessary).
Conducting periodic functional, structural and process reviews of MDAs
Providing corporate planning technical support to MDAs.
Advising on MDA organisational design, staff establishment and workforce planning.
Designing standard administrative forms and procedures for Kaduna State public
service and advising MDAs on their use.
Conducting research into all aspects of organisational design and corporate planning
in public services and identifying best practice.
Working with the MDA Performance Management Department in PSO to conduct
Capability Studies of MDAs.
Staff Development
Centre (proposed to
be known as Kaduna
State Public Service
Staff Centre)
Undertaking the oversight and management of the Kaduna State Public Service Staff
Development Centre
Training and retraining junior and intermediate personnel for the Kaduna State civil
service.
Running Workshops and seminars for different categories of staff.
Conducting proficiency tests for typists/computer operators and confidential
secretaries
Designing and Conducting Induction training in conjunction with MDAs.
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Providing ICT Training in support of e Governance.
Providing training consultancy services.
Conducting civil service examinations.
For each function, key tasks were formulated and the key outputs identified (See Appendix 2). The
time inputs required, in terms of days per annum, for achieving the tasks and outputs were then
estimated and agreed by the team (See Appendix 3).
The time available for the various staff categories in terms of person days per year was established
as follows, after taking into consideration days for annual vacation, public holidays, sick leave, etc:
GL 01-13: 178 days per annum
GL 14 & above: 153 days per annum
Total number of days available per annum: GL 14 and above GL 01-13
Total Days: 365 365
Weekends 104 104
Vacation days: 30 30
Public Holidays: 20 20
Sick leave: 7 7
Training: 10 10
Admin and Co-ordination Meetings etc: 30 5
Routine/Admin Work: 11 11
NET 153 178
Based on the expected days available per annum and the time inputs required, staffing levels were
developed for each department in BEMST as shown in the proposed establishments below.
3. PROPOSED ESTABLISHMENTS
3.1 Staffing Levels The staffing levels were calculated for each grade level for the various departments (see Appendices
2 and 3 for working details). Adjustments were then made for optimal and efficient staffing of the
BEMST. The summary of the proposed staffing levels of BEMST is contained in Table 3.1 below.
Table 3.1 Proposed BEMST Staffing, Numbers per Grade Level category
Department/Office GL 01-6 GL 8-13 GL 14-17 Consolidated Total
Office of the Permanent Secretary 1 1 1 1 4
Admin. And Finance 20 12 2 0 34
Establishments and Labour Relations 1 4 3 0 8
Organisation and Management Services 1 3 3 0 7
Workforce Planning and Development 1 4 3 0 8
Public Service Staff Development Centre 4 50 32 0 86
Total 28 74 44 1 147
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3.2 Staff Costs
The proposed staff cost, in terms of salaries and allowances, for the proposed establishment, were
derived based on the current salary structure. These were based on unit staff costs per month using
the highest grade of salary for selected salary grades. The unit monthly costs are shown below:
Grade 01-06: N17, 475.00
Grade 08-13: N50, 532.00
Grade 14-17: N109, 191.00
Consolidated: N366, 000.00
The total annual staff cost, in terms of salary and allowances, associated with the proposed
establishment, are N112, 788,864.00. The details are contained in Table 3.2.
Table 3.2 Proposed Staff Cost
Department/Office GL 01-6
(N)
GL 8-13
(N)
GL 14-17
(N)
Consolidated
(N)
Total
(N)
Office of the
Permanent Secretary
209,700 606,384 1,310,292 4,392,000 6,518,376
Admin. and Finance 4,194,000 7,276,608 2,620,584 0 14,091,192
Establishments and
Labour Relations
209,700 2,425,536 3,930,876 0 6,566,112
Organisation and
Management Services
209,700 1,819,152 3,930,876 0 5,959,728
Workforce Planning and
Development
209,700 2,425,536 3,930,876 0 6,566,112
Public Service Staff
Development Centre
838,800 30,319,200 41,929,344 0 73,087,344
Total 5,871,600 44,872,416 57,652,848 4,392,000 112,788,864
The proposed staff cost of N112, 788,864.00 for BEMST is far greater than the present staff cost of
the Bureau, which is N44, 484,000. This is primarily owing to the fact that the Bureau has not been
fully and adequately staffed for many years. It has been operating for a long while below its
establishment level.
3.3 Establishment Posts On the basis of the staffing levels, establishment posts were proposed for BEMST. Details of BEMST
establishment are contained in Appendix 4.
4. PREPARATION OF JOB DESCRIPTIONS
Following a practical training session on Job descriptions, the team next developed descriptions for
key posts based on a standardized template provided by SPARC consultants. On the basis of the
proposed staffing levels, job descriptions were developed for the following 22 key positions.
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Office of the Permanent Secretary
1. Permanent Secretary
2. Chief Confidential Secretary
Department of Admin & Finance
1. Director
2. Assistant Chief Executive Officer
3. Principal Assistant Stores Officer
4. Principal Executive Officer I (Accounts)
5. Principal Executive Officer II (Registry)
Department of Establishments and Labour Relations
1. Director
2. Chief Executive Officer
3. Assistant Chief Executive Officer
4. Principal Administrative Officer
Department of Workforce Planning and Development
1. Director
2. Chief Executive Officer
3. Principal Executive Officer I
4. Senior Confidential Secretary I
Department of Organisation and Management Services
1. Director
2. Chief Executive Officer
3. Chief Administrative Officer
4. Principal Executive Officer II
Kaduna State Public Service Staff Development Centre
1. Provost
2. Chief Lecturer
3. Principal Lecturer I
4. Principal Confidential Secretary
The job descriptions are contained in Appendix 5.
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APPENDICES
Appendix 1: List of BEMST Establishment Planning Team Members
S/N Name Designation
1. Adamu D. M. Kagarko Permanent Secretary
2. H. U. Zakari Director
3. Lawrence Shemang Chief Lecturer (Vice Principal, Academic)
4. Aliyu Abubar Deputy Chief Lecturer (Vice Principal, Administration)
5. Danlami Akawu Chief Executive Officer
6. Musa A. Mohammed Chief Executive Officer
7. Yusuf Felix Tanko Chief Confidential Secretary
8. Bulus Zachariah Assistant Chief Executive Officer (Accounts)
9. Micah Yahaya Chief Executive Officer
10. Douglas H. Malan Principal Administrative Officer
11. Garba Aliyu Senior Administrative Officer
12. Rose Rya Principal Assistant Stores Officer 1
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Appendix 2: BEMST Functions, Tasks and Outputs
A2.1 Department/Office: Office of the Permanent Secretary
Function 1: Spearheading BEMST's initiatives and ensuring the integrity of its mandates in line with
Government policies.
S/N Tasks Outputs/ Deliverables
a Identifying and proposing BEMST initiatives. BEMST's policy and programme proposals, Management briefs.
b Liaising with stakeholders to advocate and advance BEMST's initiatives and services for high quality public service delivery and providing strategic advice to HoS and Political leadership on critical Human Resource and State Government structural issues.
Workshops, forums, meetings, management/technical briefs, feedback from stakeholders, briefs on meetings with Head of Service and senior government officials.
c Facilitating stakeholders' acceptability of BEMST's mandates, services and activities in line with Government policies and enhancing its relevance in the Kaduna State public service.
Briefs to stakeholders, Briefs on meetings with stakeholders, Feedback from stakeholders, Action plans, Programme documents, M & E reports on performance of the bureau.
d Undertaking annual M & E of BEMST's performance of its mandates through the Organisation and Management Services department.
Briefing note to the Organisation and Management Services department, M & E tool on BEMST's performance as developed by the organisation and management services department, annual M & E report (Annual Progress Report) on BEMST's performance as produced by the Organisation and Management Services department
e Ensuring productive relationship with OHoS and all MDAs
Briefs on meetings with HoS and other stakeholders, Feedback from OHoS and MDAs
Function 2: Liaising, negotiating, communicating and coordinating issues of the mandates and
services of the bureau with all stakeholders within and outside the State Public Service.
S/N Tasks Outputs/ Deliverables
A Organising meetings, forums and roundtables with stakeholders on the services, programmes and initiatives of BEMST.
Briefs on meetings/roundtables/forums, feedback from stakeholders, revised version of initiatives/programmes/policies based on input from stakeholders, management briefs to stakeholders on revised initiatives etc.
B Organising specific/special technical workshops for stakeholders to sensitize them on new BEMST's initiatives, policies, procedures, programmes, models, framework etc.
Briefs to stakeholders, presentation materials used for the sensitization, feedback from stakeholders, revised version of policies etc based on feedback from stakeholders, management/technical briefs/notes/guidelines to stakeholders
C Keeping stakeholders abreast of information relating to BEMST's mandates, services and systems.
Technical/ management briefs, feedback from stakeholders, guidelines
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Function 3: Providing overall leadership of the Bureau to ensure that it achieves its mandates and plans.
S/N Tasks Outputs/ Deliverables
a Overseeing the development of annual work plans by heads of department.
Agreed annual work plans
b Holding regular management meetings Minutes of meetings; Action plans
c Conducting performance management sessions with officers of the bureau
Reports/guidance notes/memos
d Conducting periodic appraisal of the departments in the bureau
Guidance notes/memos, Appraisal report
Function 4: Ensuring effective management of the human, financial and material resources of BEMST.
S/N Tasks Outputs/ Deliverables
a Ensuring effective Human Resource Management/Human Resource Development systems are in place and are functional.
Reports, letters, memos on HRM/HRD systems.
b Ensuring effective administrative systems are in place and are functional.
Reports, letters, memos on administrative systems
c Ensuring effective financial and accounting systems are in place and are functional.
Reports, letters, memos on financial and accounting systems
A2.2 Department/Office: Administration and Finance Department
Function 1: Junior staff recruitment.
S/N Tasks Outputs/ Deliverables
a Preparing job specifications for recruitment Job specification
b Advertising job vacancies, collating applications and preparing a short list.
Advert copy, short list
c Conducting interviews and staff selection Minutes of interview board, assessment results,
d Issuing appointment letters and receiving acceptance letters.
Appointment letters, list of recruited staff
e Undertaking placement of staff and payroll processing
Personal files, Personal Sub-head Number (PSN), variation orders, bank acct no.
Functions 2: Staff Promotion, advancement and conversion.
S/N Tasks Outputs/ Deliverables
a Determining vacancies. List of vacancies
b Listing of eligible staff and updating their qualifications.
List of staff with staff files, letters of permanent and pensionable, and confirmation of appointment
c Processing staff' applications for conversion and advancement and analysis of staff qualifications for advancement or conversion.
Letters to candidates, reports on the officer for conversion/advancement
d Organising promotion interviews including interview minutes.
Briefs on eligible staff, Minutes of interview meetings
e Notifying staff of results and issuing promotion letters and variation orders.
Result letters and variation orders
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Functions 3: Staff leave and welfare. S/N Tasks Outputs/ Deliverables
a Preparing yearly leave roster and distributing to departments.
Leave roster
b Receiving and processing applications from individual officers to proceed on leave.
Application letters
c Conveying approval to the officer. Approval letters
d Determining and providing welfare items and handling labour matters.
Welfare items, minutes of meetings with labour leaders
e Distributing welfare items accordingly and accounting for them.
List of beneficiaries, invoices/receipts
Functions: 4 Staff Discipline S/N Tasks Outputs/ Deliverables
a Receiving formal reports about misconduct of staff from their HOD.
Reports of misconduct.
b Issuing queries to the affected staff to submit their representation/responses.
Letters of query.
c Receiving responses from the staff. Letters of response.
d Analysis of responses and determination of the appropriate sanction.
Appropriate sanctions.
e Keeping records of disciplinary action and putting the staff under observation.
Records of disciplinary action.
Function 5: Organising BEMST's short term and long term training, including staff induction and
training including ICT training
S/N Tasks Outputs/ Deliverables
a Preparing BEMST-related materials for staff induction of the bureau’s staff in association with the Public Service Staff Development Centre.
Induction materials.
b Organising induction training of the bureau staff in association with the Public Service Staff Development Centre.
Staff induction reports.
c Determining training needs of the bureau, including ICT training needs.
Training needs reports
d Preparing for and organising the bureau's staff training, including ICT training, in collaboration with the Public Service Staff Development Centre.
Training materials and facilities.
e Evaluating and following up of training conducted for the bureau's staff.
Evaluation reports.
Function 6: Management of Open and Secret Registries
S/N Tasks Outputs/ Deliverables
a Opening and registering of files. File records.
b Securing of files and documents. Secured files and documents.
c Issuance and tracking of files and documents.
Movement registers.
d Archiving of files and documents. Archived files and documents, list of archived files.
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e Supervising the registries. Well maintained registries.
Function 7: Procurement including ICT Procurement
S/N Tasks Outputs/ Deliverables
a Identifying and listing of items required for procurement.
List of items
b Undertaking market surveys and price listing.
Reports of survey, Quotations, Price invoices
c Undertaking costing and approval of items. Approval letters
d Undertaking purchase and stock taking of items.
Receipts, purchased items.
e Ascertaining/checks of purchased items. Good Received Note (GRN)
Function 8: Management of Stores and Supplies
S/N Tasks Outputs/ Deliverables
a Identifying and listing of stores items. List of store items
b Undertaking market surveys and price listing.
Reports of survey, Invoices, price lists
c Undertaking costing of items and seeking approval for their purchase.
Approval letters
d Purchasing items, stock taking and getting the internal auditor to ascertain purchased items.
Purchased items, Store Receipt Vouchers (SRV)
e Issuing stores items. Store Issue Voucher (SIV) , Goods Received Note (GRN)
Function 9: Office Security
S/N Tasks Outputs/ Deliverables
a Posting of security personnel to strategic locations.
Posting rosters
b Monitoring performance of the security personnel.
Monitoring reports
c Reporting on the security personnel to the Head of Service before payment of salary.
Monthly reports
d Undertaking provision of security lights in all offices and surroundings, and maintenance of generator.
Security lights
e Undertaking provision of security and safety items in the offices.
Fire extinguishers, sand bags etc
Function 10: Accounts and financial management, including preparation of BEMST's budget and engaging in BEMST's budget defense.
S/N Tasks Outputs/ Deliverables
a Ensuring compliance with the provisions of financial regulations and requesting for salary adjustment of staff to AG (State).
Documented internal control, Reports of salary adjustments
b Receiving, lodging, withdrawing and disbursing funds.
Cheques, payment vouchers, payment schedules, pay slips, bank tellers, cash and accounting books
c Preparing annual budget estimates for the Bureau, engaging in budget defence and undertaking budget control.
Estimate proposals, vote book and budget, management briefs on budget performance
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d Keeping records of accounts, checking of pay roll print outs and raising observations to MoF.
Cash books, reports, departmental vote books, pay-record cards and schedules etc
e Preparation of monthly returns to MoF and liaison with the bank on financial transactions.
Monthly reports on revenue and expenditure, bank statements
Function 11: Transport management
S/N Tasks Outputs/ Deliverables
a Assigning of vehicles to drivers and driving of vehicles.
Lists of assigned vehicles
b Monitoring of vehicles movement. Log books
c Identifying and listing of vehicles for fuelling and servicing.
Vehicle files
d Undertaking maintenance and servicing of vehicles.
Vehicle files, receipts
e Monitoring the performance of drivers. Drivers' files
Function 12: Planning and managing BEMST office facilities S/N Tasks Outputs/ Deliverables
a Utilities planning, identification and provision of office accommodation, furniture and other equipment and liaison with MoW&T for additional offices and other repairs/renovations.
List of furniture items and equipment, office accommodation and reports, Utilities
b Renovation of office structure and maintenance of offices.
Renovated structure, completed job orders
c Cleaning of offices. Cleaned offices
A2.3 Department/Office: Establishment and Labour Relations
Function 1: Formulation and harmonization of HRM policies across MDAs S/N Tasks Outputs/ Deliverables
a Identifying existing gaps in HRM policies and practices in the MDAs.
Current HRM policies in the MDAs, List of identified Gaps and disparities in HRM policies
b Proposing and developing standard HRM policies for the public service.
Proposed standard HRM policy. Approval from the Exco. Circulars issued
c Consulting and sensitising the MDAs on the new HRM policies.
Workshops, Minutes of meetings, Presentation materials,
d Coordinating and monitoring compliance of MDAs to HRM policies including offering guidance and integrated support.
Monitoring reports, guidance notes, Workshops/trainings addressing common problems, Recommended sanctions for non compliance.
Function 2: Oversight of establishment issues in MDAs and producing the authorised establishment
S/N Tasks Outputs/ Deliverables
a Communicating to, and educating, MDAs on establishment issues.
Circulars, Report of meetings, Workshops
b Training, re-training and posting of establishment staff to all MDAs.
Trained staff, List of posted staff
c Monitoring of compliance of the MDAs with the provisions of Statute books, circulars etc.
Reports of meetings, Circulars, Monitoring reports
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d Providing guidance and support to address key establishment issues.
Workshops, Circulars, Guidance notes
e Consultation with other MDAs and the CSC on establishment matters and producing authorised establishments for all MDAs. .
Minutes of meetings, reports, circulars, authorised establishments for all MDAs.
Function 3: Coordinating review and update of Statute Books S/N Tasks Outputs/ Deliverables
a Identification of gaps and liaison with MDAs on current Statute Books.
Proposals by BEMST on the gaps, Submissions from MDAs, Memos to HoS on the gaps.
b Constitution and meetings of review committee.
Lists of members; Minutes of meetings, Reports of recommendations
c Submission of recommendations of committee to Exco for approval.
Exco's approval of committee recommendations
d Production and dissemination of the revised Statute books.
Revised Statute books, Workshops, Circulars
Function 4: Conducting job evaluation, grading and qualifications for appointment
S/N Tasks Outputs/ Deliverables
A Assessment of certificates obtained for proper placement and applying the provision of the scheme of service to determine appropriate grades and posts for staff placement.
Recommendations on certificate submitted by MDAs
B Liaising with NUC, NBTE and FMoE and other relevant Institutions to ascertain worth of certificates.
Report on relative worth of certificate
C Determination of officers' progression in the service based on their qualification.
Report on officers' progression (entry and terminal points), Circulars
D Advising on the creation of appropriate cadre where non-existent and cadre elongations to take care of the need of the service.
Report of job evaluations sent to HoS, Circulars based on Exco's approval
E Coordinating and harmonizing grading in both the civil service and parastatals.
Minutes of meetings, list of cadres and grades for each MDA, circulars on staff grading.
Function 5: Control and development of staff in the general Executive Cadre, Typist and Confidential
Secretaries.
S/N Tasks Outputs/ Deliverables
A Identifying the staff requirement of the MDAs in respect of Executive cadre, Typists and confidential Secretaries.
Circulars, lists of staff needed and minutes of meeting.
B Advising on the recruitment of required staff and getting approval. Liaising with the CSC for recruitment.
Memo to Head of Service, HE approval. Reports of recruitment interviews from the CSC.
C Conducting Induction training and posting of the recruited staff.
Lists of staff given induction training, reports of induction training, circulars on staff and staff disposition list.
D Monitoring performance of the staff and disciplining them.
Minutes of meetings, Circulars, completed APER forms. Reports on disciplinary cases from MDAs, recommended disciplinary measures.
20
E Promoting the staff. Briefs on staff for promotion, results of promotion interviews, minutes of meetings of Personnel Management Board (PMB), Letters of promotion.
Function 6. Conditions of Service and review thereof (Salaries and allowances reviews)
S/N Tasks Outputs/ Deliverables
A Collating existing circulars and documents on the conditions of service.
Minutes of meetings, existing circulars and documents on conditions of service.
B Analysing existing circulars and documents on the condition of the service and making recommendations.
Reports on bench-mark of conditions of service conducted, recommendations on conditions of service, Memo to HoS, approval of HE.
C Producing a handbook on staff conditions of service.
Handbook on staff conditions of service.
D Distributing and disseminating the handbook on staff conditions of service.
Dispatched register. Forums, workshops reports and minutes of meetings.
E Undertaking ongoing review of the handbook on conditions of service.
Minutes of meetings, revised handbook on staff conditions of service, HE approval.
Function 7: Working with CSC and other MDAs over issues related to recruitment, promotion and
discipline including operation of the APER system
S/N Tasks Outputs/ Deliverables
A Providing policy guidance to CSC and other MDAs on recruitment, promotion and discipline including operation of the APER.
Circulars, minutes of meetings and comment on the minutes of meetings.
B Engaging in staff recruitment and selection process of all MDAs.
Circulars and recruitment lists, shortlisted candidates. Minutes of meetings. Recruitment reports.
C Placement of recruited staff on appropriate grades.
Lists of recruited staff and their placement.
D Reviewing and analysing staff disciplinary reports from the MDAs, and attending PMB meetings.
Comments on the disciplinary reports. Minutes of PMB meetings.
E Recommending on appropriate disciplinary measures.
Recommendations on disciplinary measures. Approval of Permanent Secretary.
A2.4 Department/Office: Organisation and Management Services
Function 1: Reviewing the mandates of MDAs and maintaining an up to date register of mandates (Promoting the resolution of mandate issues as and when necessary)
S/N Tasks Outputs/ Deliverables
A Indentifying critical mandates issues and designing and administering questionnaire on mandate reviews (involving formation and inauguration of mandate review committee).
Questionnaire on mandate review, workshop presentation to MDAs, list of mandate review committee
B Collating and analysing mandates data. Completed questionnaire, Minutes meeting of mandate review committee
C Report writing, clarification of key issues with MDAs as relevant and submission of excerpt of report to MDAs; Submission of the draft report to the Head of Service.
Report excerpts, Draft reports, Minutes of meeting of mandate review committee, Presentations on the draft report to HoS
D Holding report validation workshop with stakeholders.
Validated report on the mandates review
21
E Getting approval of report by ExCo and publication/distribution (including routine ongoing mandate resolution issues, also maintaining the mandates register and publishing mandates to the service and the public).
Final report on mandates review, Mandates manual (produced by Ministry of information), periodic updates on mandates.
Function 2: Conducting periodic functional, structural and process reviews of MDAs S/N Tasks Outputs/ Deliverables
A Developing functional/process review tools/guidelines and presentation materials for training MDAs’ functional/process review task teams.
Functional and process review guidelines, process review toolkit/forms, Functional review forms, Presentation materials for training functional and process review task teams
B Organising training workshops for MDAs' functional/process review task teams and providing them guidance and technical support in data collection and data presentation.
Lists of functional and process review task teams, Completed functional and process review forms, analysed data on functional and process review data
C Producing reports on functional/process reviews, including relevant recommendations for streamlining/upgrading functions and processes and addressing critical issues relating to efficient performance of the functions and processes.
Draft reports on functional and process review
D Presenting the draft functional/process review reports to MDAs, organising briefing workshops/forum for presentation of final reports.
Final reports on functional and process review, Presentation materials
E Providing technical support to MDAs on upgrading/streamlining of functions and streamlining/mapping processes for optimal efficiency.
Management briefs and action plans on improving, upgrading or streamlining functions and processes.
Function 3: Advising on MDA organisational design, staff establishment and workforce planning
S/N Tasks Outputs/ Deliverables
A Liaising with MDAs on their needs in organisation design, workforce planning and establishment planning.
Briefs on meetings with MDAs
B Identifying and analysing specific organisation design, establishment planning or workforce planning issues to be addressed.
Identified needs of MDAs in organisation design, workforce planning and establishment planning
C Offering technical support, guidance or advice to MDAs for resolving identified organisational design, workforce planning or establishment planning issues.
Guidelines and briefs on identified needs, Action plans on resolving identified needs, Feedback from MDAs
22
Function 4: Designing standard administrative forms and procedures for Kaduna State public service
and advising MDAs on their use.
S/N Tasks Outputs/ Deliverables
A Taking inventory of existing administrative forms and procedures in Kaduna State public service and keeping copies of all the forms and documenting the extant procedures.
Copies of existing administrative forms and documented administrative procedures in use in the public service.
B Researching into appropriate standard administrative forms and procedures and identifying appropriate ones for the public service.
Standard administrative forms and procedures appropriate for Kaduna State public service
C Identifying gaps, lapses or inadequacies in existing administrative forms and procedures.
Briefs on meetings with MDAs on identified gaps, lapses inadequacies, etc in existing administrative forms and procedures; Synopsis of identified gaps, lapses or inadequacies etc.
D Holding forums with all MDAs on the need to standardize all the administrative forms and procedures, upgrade obsolete ones, or introduce new ones.
Presentation materials; Briefs on action plans and decisions on designing standard administrative forms and procedures.
E Developing/designing standard administrative forms and procedures, which are user-friendly, for the use of the Kaduna State public service, and guiding MDAs on their use.
Designed standard administrative forms and procedures, Forum presentations to MDAs on the forms/procedures, Circulars/guidelines to MDAs on using the forms/procedures, Feedback from MDAs
Function 5: Providing corporate planning technical support to MDAs S/N Tasks Outputs/ Deliverables
A Liaising with MDAs undertaking or needing corporate planning (including developing mission, vision and core values statements, SWOT factors, and strategic goals and plans).
Briefs on meetings with MDAs undertaking/needing corporate planning
B Developing corporate planning formats and guidelines for the use of MDAs.
Corporate planning formats and guidelines for the use of MDAs, Briefing notes/circulars to MDAs on the corporate planning formats/guidelines
C Facilitating corporate planning activities in specific MDAs according to their needs.
Presentation materials for workshops/forums with MDAs, Outputs on corporate planning facilitation, e.g. mission statement, vision statement, core values statement, SWOT (Strengths, Weakness, Opportunities and Threats) factors, and strategies; Feedback from MDAs; Status report on corporate planning in Kaduna State public service
Function 6 Conducting research into all aspects of organizational design and corporate planning in public services and identifying best practice.
S/N Tasks Outputs/ Deliverables
A Liaising with MDAs on critical organisational issues confronting them and in the process identifying areas of applied research for organisational development (including organisational design and corporate
Briefs on meetings with MDAs on organizational design and corporate planning issues confronting them; Identified organizational design and corporate planning issues for research on best practices
23
planning) to advance good practice in Kaduna State Public service.
B Undertaking research through various media/sources on research areas identified.
Data collected
C Producing report and management briefs on research undertaken.
Reports and management briefs on best practices/research findings and recommendations.
D Holding forums/roundtables with MDAs and other stakeholders to disseminate research findings (including liaising with relevant agencies of government on institutionalizing best practices in organisational development).
Presentation materials used at the forums, Feedback from the MDAs and other stakeholders; Action plans agreed with relevant agencies of government
Function 7: Working with the MDA Performance Management Department in PSO to conduct Capability Studies of MDAs
S/N Tasks Outputs/ Deliverables
A Liaising with the PSO on MDA performance management challenges.
Briefs on meetings held with the PSO
B Developing 'MDA Performance Management Capability' checklist/inventory in collaboration with the PSO.
MDA Performance Management Capability' checklists/inventory
C Administering the checklist/inventory on the MDAs through a self-assessment forum with the MDAs.
Completed 'MDA Performance Management Capability' checklists/inventory by the MDAs
D Analysing the completed 'MDA Performance Management Capability Checklist/Inventory' and producing a report on it.
Report of MDAs' assessment on the 'MDA Performance Management Capability' checklists/inventory
E Producing management briefs for use of the MDAs and PSO based on the report and holding a forum/roundtable on this with the MDAs.
Management briefs on Report of MDAs' assessment on the ‘MDA Performance Management Capability' checklist/inventory, Presentation materials at the roundtable/forum, Action plans emanating from the forum/roundtable, Feedback from MDAs.
A2.5 Department/Office: Workforce Planning and Development
Function 1: Maintaining, Analyzing and producing workforce statistics and reports. S/N Tasks Outputs/ Deliverables
A Liaising with MDAs to gather or review their workforce data periodically.
Workforce data, Briefs on meetings with MDAs
B Analysing workforce data and producing workforce routine and periodic reports (including central nominal roll of the public service).
Various workforce reports (e.g. nominal roll, turnover report, transfers and postings, and new recruitments)
C Holding briefing meetings/roundtables with MDAs and other stakeholders on the workforce situation in Kaduna State
Presentation materials used, Management briefs on workforce situation, Feedback and Action Plans
D Making recommendations and developing action plans on the challenges observed in workforce status/trend in Kaduna State public service.
Management Briefs, Action Plans on Addressing Workforce Challenges in Kaduna State public service
E Updating workforce data, including the central nominal roll on an ongoing basis.
Updated workforce records/data, Updated nominal roll
24
Function 2: Preparing planning and policy papers on Kaduna State public service workforce including
recruitment, succession planning, talent management and redundancy.
S/N Tasks Outputs/ Deliverables
A Liaising with MDAs to gather or review their workforce data periodically.
Briefs on meetings with MDAs
B Identifying gaps, inadequacies or challenges in Kaduna State public service workforce in regard to achieving sustainable high performance of the workforce in the medium- to long- term.
Synopsis of gaps, inadequacies or challenges identified
C Proposing action plans, policies and programmes to address observed inadequacies or challenges.
Proposed action plans, policies and programmes
D Holding forums/workshops with MDAs and other stakeholders on proposed action plans, policies and programmes and policy papers regarding public service workforce, including recruitment, succession planning etc..
Revised action plans, policies and programmes based on outcome of the workshops/forums
E Preparing workforce planning and policy papers for approval of EXCO and disseminating them to MDAs and other stakeholders upon approval.
Approved action plans, policy papers and programmes; Management briefs to MDAs on the action plans etc; Feedback from MDAs
Function 3: Offering technical support to MDAs on workforce planning in association with
Organization and Management Services D
S/N Tasks Outputs/ Deliverables
A Liaising with MDAs on issues of workforce planning and giving them technical guidelines on workforce planning.
Briefs on meetings with MDAs, Technical guidelines to MDAs
B Running workshops on workforce planning for MDAs and other stakeholders in collaboration with the Organization and Management Services department.
Management briefs on workshops run and action plans; Presentation materials used; Feedback from MDAs and other stakeholders
C Offering specific technical guidance on talent management and succession planning to MDAs and other stakeholders.
Technical briefs on talent management, succession planning etc; Feedback from MDAs and other stakeholders
D Communicating briefing notes or updates to MDAs and other stakeholders in order to keep them abreast on best practice in workforce planning.
Feedback from the MDAs and other stakeholders on the briefing notes; Record of the briefing notes communicated
Function 4: Conducting manpower audits and ensuring accurate MDA staff lists
S/N Tasks Outputs/ Deliverables
A Developing questionnaire on workforce audit.
Draft questionnaire on workforce audit
B Organising workshop/forum with MDAs on the workforce audit and administering the questionnaire.
Revised questionnaire on workforce audit; Briefing note/guideline to MDAs on completing the questionnaire; Copies of workforce audit questionnaire completed by the MDAs
C Analysing data and producing Workforce Audit reports.
Analysed data, Workforce audit reports (1-2 draft versions and one version of the final report); Approval
25
from the Permanent Secretary on the final version to be used for workshop with MDAs.
D Organising workshop/forum with MDAs on the findings of the manpower audit and agreeing action plans on addressing critical issues and ensuring accurate MDA staff lists/nominal roll.
Brief notes to MDAs on the workforce report; presentation materials used at the workshop; feedback from the MDAs; action plans on the workforce audit.
E Presenting final report of the Workforce Audit, including action plans, for EXCO's approval, communicating EXCO decisions to MDAs and following up on compliance.
Workforce audit report as approved by EXCO, including action plans etc.; Briefing notes to MDAs on the workforce audit report and EXCO-approved action plans.
Function 5: Preparing and managing a Workforce Development Roadmap and a Workforce Development Policy for the public service.
S/N Tasks Outputs/ Deliverables
A Undertaking research into workforce skills gaps and workforce development challenges in the public service.
Briefing notes to MDAs on research; Workforce development questionnaire; Copies of workforce development questionnaire completed by the MDAs; Analysed data on workforce development
B Researching into best practice in workforce development and developing draft workforce development roadmap and workforce development policy for the public service to address skills gaps and meet the workforce challenges facing the public service.
Report on best practice in workforce development; Draft Workforce Development Roadmap; Draft Workforce Development Policy
C Organising workshop on the draft workforce development roadmap and workforce development policy and documenting feedback
Briefing notes to MDAs on the workshop; Presentation materials; Revised workforce development roadmap; Revised workforce development policy
D Producing workforce development roadmap and workforce development policy for EXCO approval, incorporating feedback from the workshop
EXCO-approved Workforce Development Roadmap; EXCO-approved Workforce Development Policy
E Disseminating and implementing the approved workforce development roadmap and workforce development policy in the public service.
Briefing notes to MDAs and other stakeholders on the workforce development roadmap and policy; Feedback from the MDAs and other stakeholders
Function 6: Conducting periodic training needs assessment of the public service and developing periodic workforce development plans based on the training needs identified.
S/N Tasks Outputs/ Deliverables
A Developing questionnaires on HRD plans and training needs assessments.
HRD Plan formats and questionnaires on Training Needs Analysis
B Organising workshops/fora with MDAs on the training needs assessment, HRD plans and administering the questionnaires.
Feedback from the MDAs on the questionnaires and plans, Copies of training needs questionnaires and HRD plans completed by the MDAs
C Analyzing data, producing report on the overall training needs assessment, obtaining EXCO approval of the report and holding workshop with MDAs and other stakeholders on the report.
Reports (1-2 version of the draft and final) on the training needs assessment, EXCO-approved final report on the training needs assessment; Presentation materials used at the workshop; Feedback from the workshop and action plans agreed.
26
D Proposing workforce development plans based on the findings of the training needs assessment and other decisions reached during the workshop held with the MDAs and other stakeholders.
Proposed workforce development plans
E Obtaining EXCO approval of the workforce plans and implementing the plans in collaboration with the MDAs and the Public Service Staff Development Centre.
EXCO-approved workforce development plans; Briefs to MDAs on the workforce development plans; Implementation and monitoring reports/briefs on the workforce development plans; Specific feedback from MDAs and other stakeholders on the implementation of the workforce plans; Annual reports on the implementation of the workforce plans
Function 7: Developing and managing programmes for leadership training for senior and management staff
S/N Tasks Outputs/ Deliverables
A Developing 'Kaduna State Public Service Leadership Framework/Model'.
Draft 'Kaduna State Public Service Leadership Framework/Model'
B Organising workshop on the proposed 'Kaduna State Public Service Leadership Framework/Model'.
Presentation materials used at the workshop; Feedback on the 'Kaduna State Public Service Leadership Framework/Model'; Revised 'Kaduna State Public Service Leadership Framework/Model'
C Getting EXCO approval on the Framework and sensitising MDAs and other stakeholders on the approved 'Kaduna State Public Service Leadership Framework/Model'.
EXCO-approved 'Kaduna State Public Service Leadership Framework/Model'; Presentation materials used for sensitisation of MDAs; Briefs to MDAs and other stakeholders on the 'Kaduna State Public Service Leadership Framework/Model'
D Developing leadership training modules based on the 'Kaduna State Public Service Leadership Framework/Model' and schedule leadership training plans accordingly covering senior and management staff.
Leadership training modules for senior staff; Leadership training modules for Management staff; Briefs to MDAs and other stakeholders on the modules; Feedback from MDAs and other stakeholders.
E Implementing the leadership training plans and monitoring and evaluating the leadership training given in collaboration with the MDAs.
Briefs to MDAs and other stakeholders on leadership training courses; Leadership training Budgets (proposed and approved); Presentation materials on the leadership training courses; Feedback from MDAs and other stakeholders; M & E reports; Annual report on the Leadership Training Courses
Function 8: Facilitating workforce development and in-service training for all staff; approving
professional training and facilitating study leave (including assessing applications for study leave)
S/N Tasks Outputs/ Deliverables
A Developing annual workforce development budgets, plans and programmes in association with the Public Service Staff Development Centre.
Annual workforce development budgets, plans and programmes; Briefs on meetings with the Public Service Staff Development Centre; Briefing notes to MDAs on the workforce development plans and programmes.
B Implementing workforce development plans and programmes in association with the Public Service Staff Development Centre.
Annual workforce development schedule/calendar; Presentation materials used by trainers/facilitators; M & E reports on workforce development programmes in association with the Public Service Staff Development Centre; Feedback from MDAs; annual report on workforce development programmes undertaken.
C Liaising with MDAs on staff professional Briefs on meetings with MDAs on professional training;
27
training and study leave, and processing/ approving applications for professional training and study leave; where appropriate recommending overseas training for EXCO approval.
Applications received from MDAs in regard to professional training; Synopsis of approved professional training and list of staff recommended to EXCO for overseas training; M & E reports of professional training in association with the Public Service Staff Development Centre; Feedback from MDAs; annual report on Professional Training
Function 9: Undertaking M & E of training programmes of MDAs
S/N Tasks Outputs/ Deliverables
A Developing a framework/mechanism and tools for M & E of training in association with the Organisation and Management Services Department.
Proposed M & E framework/model; Proposed M & E tools; Briefing notes to MDAs and other stakeholders on the proposed M & E framework and tools
B Organising sensitisation workshops for MDAs and other stakeholders on the M & E mechanism and tools.
Feedback from the workshops and from the MDAs; Revised M & E framework/model; Revised M & E tools
C Implementing the M & E mechanism and monitoring implementation of MDAs' training programmes on an ongoing basis.
Briefing notes to MDAs and other stakeholders on the M & E framework; M & E briefs/mini M & E reports based on monitoring activities.
D Producing annual M & E reports on training programmes of MDAs.
Annual M & E reports on training programmes of MDAs.
E Organising workshop for MDAs on the M & E reports and produces management/technical briefs on decisions reached at the workshop and other recommendations for future training programmes.
Presentation materials used at the workshop; Feedback from the MDAs; Management and technical briefs for achieving better results in future training programmes.
Function 10: Undertaking pre-qualification of training providers and the evaluation of training
courses
S/N Tasks Outputs/ Deliverables
A Liaising with training providers and collecting their profiles and training brochures; developing the tool for assessing training providers in collaboration with the Public Service Staff Development Centre.
List of training providers and their profiles; copies of training brochures submitted by the training providers; proposed tool for assessing training providers.
B Liaising with MDAs and the Public Service Staff Development Centre for their inputs on the assessment of the profiles and training programmes of training providers and proposing a shortlist for further assessment by a committee whose membership is drawn from MDAs, the Public Service Staff Development Centre and the Workforce Planning and Development Department.
Briefing notes on the training-providers-assessment tool; Report of assessment done on the training providers by the Committee; Shortlist of training providers.
C Presenting the list of recommended pre-qualified training providers for Permanent Secretary's approval.
Shortlist of training providers as approved by the Perm Sec.
D Implementing the list of pre-qualified training providers in collaboration with the
Monitoring briefs on the training providers; excerpts of M & E report affecting training providers used.
28
MDAs and the Public Service Staff Development Centre.
E Updating the list of pre-qualified training providers annually based on M & E reports and further pre-qualification assessments in line with procedures a-c above.
Updated list of pre-qualified training providers.
A2.6 Department/Office: Kaduna State Staff Development Centre.
Function 1: Undertaking the oversight and management of the Kaduna State Public Service Staff
Development Centre
S/N Tasks Outputs/ Deliverables
A Developing strategic and annual plans for the centre.
Strategic plans (draft and approved), Annual plans emanating from the strategic plan (draft and approved)
B Preparing the annual budget and ensuring prudent and effective management of the approved budget.
Draft and approved budgets, Management briefs on budget performance
C Liaising with training providers, training institutions and workforce development accrediting bodies.
Briefs on meetings with training providers; briefs to training institutions; record of correspondences with accrediting bodies, documents on profiles and programmes of training providers/institutions/accrediting bodies
D Facilitating the upgrading and enhancement of the status, profile and acceptability of the staff development centre, expanding its scope of operation and developing its capacity to achieve its targets and mission.
Proposals/ management briefs on upgrading; recommendations on new initiatives/systems/services etc, feedback received from relevant stakeholders/relevant bodies on proposals etc
E Managing the resources of the staff development centre and facilitating its infrastructural transformation.
Management briefs on infrastructural situation, proposals on infrastructural changes, Records of financial operations/ transactions of the centre, Annual report on the performance/achievements of the centre.
Function 2: Training and retraining junior and intermediate personnel for the Kaduna State civil service.
S/N Tasks Outputs/ Deliverables
A Producing annual academic calendar. Briefs of meetings, minutes of Academic board, action plans, feedback from stakeholders, Academic calendar
B Organising training on basic courses which covers 6 months including: Accounting Assistant III; Personnel Assistant III; Supply Assistant III; Typist Grade I.
Academic calendar, call circulars, application forms, completed application forms, list of approved candidates for admission, short-lists of candidates, admission lists, admission letters, lecture materials, tests and assignments, examinations, candidate results, certificates
C Organising trainings on certificate courses which covers 9 months including: Certificate in Public Administration; Certificate in Public Accounting and Auditing; Certificate in Stores Administration; Confidential Secretary Grade II; Confidential Secretary Grade III (24 months); Certificate in Computer; Advanced Certificate in Tax Administration; Intermediate Certificate in
Academic calendar, call circulars, application forms, completed application forms, list of approved candidates for admission, short-lists of candidates, admission lists, admission letters, lecture materials, tests and assignments, examinations, candidate results, certificates
29
Tax Administration.
D Organising trainings on Diploma courses which covers 2 years including: Diploma in public Administration; Diploma in Public Accounting and Auditing; Diploma in Purchasing and Supply; Diploma in Computer Studies.
Academic calendar, call circulars, application forms, completed application forms, list of approved candidates for admission, short-lists of candidates, admission lists, admission letters, lecture materials, tests and assignments, examinations, candidate results, certificates
E Verifying students results in response to request by organizations.
Verification letter
Function 3: Running workshops and seminars for different categories of staff.
S/N Tasks Outputs/ Deliverables
A Developing curricula for various courses to meet the needs of the public service, and developing training programmes and annual workforce development calendar.
Course Curricula, Brochure on the Kaduna State Public Service annual training programmes, Annual training calendars
B Developing schedule on various workshops and seminars to meet identified training needs or MDAs' requests.
MDA-specific training schedules; course content/profiles of special training programmes; synopsis on seminars/workshops planned to address specific needs
C Organising various training programmes, workshops, and seminars according to annual schedule/calendar
Briefing notes to MDAs, Presentation materials used in the seminars/workshops etc, Feedback from client-MDAs/stakeholders on courses/seminars/workshop organised.
D Monitoring and evaluating courses organised by the centre.
Briefing notes to client-organisation on M & E of courses, Course M & E tool/questionnaire, M & E report on courses run, Action plans based on the M & E report.
Function 4: Designing and conducting Induction training in conjunction with MDAs
S/N Tasks Outputs/ Deliverables
A Liaising with MDAs to agree the scope and content of staff induction course and the role of the MDAs in running the induction course.
Briefing notes to MDAs, Briefs on meetings with MDAs, Proposed course content/programme/profile of the induction training
B Preparing presentation materials for the staff induction training.
Presentation materials on the induction training, Induction training tests for participants.
C Facilitating the induction course and assessing the trainees on their grasp of the course.
Briefing notes to MDAs, Induction training evaluation forms completed by the participants, Assessment report on participants at the induction training
D Following up on the trainees and getting feedback from MDAs.
Briefing notes to MDAs on trainees, feedback from MDAs
E Reviewing the induction training scope and curriculum in association with the MDAs.
Action plans/report on improvement areas
Function 5: Conducting proficiency tests for typists/computer operators and confidential secretaries
S/N Tasks Outputs/ Deliverables
A Establishing proficiency tests' scope, indices and tools.
Proposed proficiency test and tools for various levels computer operators and confidential secretaries.
B Sensitising the MDAs and other stakeholders on the proficiency tests and tools.
Feedback from stakeholders; revised version of proficiency tests and tools
C Registering candidates for the proficiency Register of candidates
30
tests.
D Conducting the proficiency tests and communicating the results to the client-MDAs.
Proficiency test records, Briefing notes to client/user-MDAs on the test scores of their staff; Feedback from MDAs on improvement areas/recommendations on the tests/tools
E Reviewing the proficiency test and tools for reliability, validity, relevance and adequacy.
Revised proficiency tests/tools
Function 6: Providing ICT Training in support of e-Governance S/N Tasks Outputs/ Deliverables
A Liaising with the BPSR to identify and agree areas for ICT training in support of e-Governance.
Synopsis of identified areas, Action plans/Briefing notes on ICT training support to be offered
B Securing appropriate ICT training materials for e-Governance.
ICT training materials/ infrastructure/ software for e-Governance
C Providing specific ICT training support to MDAs for e-Governance in collaboration with the BPSR.
Presentation materials/ ICT training modules used, Feedback from stakeholders
D Monitoring and evaluating effectiveness of the ICT training support and effective changes in subsequent ICT training support based on the M & E findings.
Report on the M & E of ICT training support provided
Function 7: Providing training consultancy services S/N Tasks Outputs/ Deliverables
A Identifying and developing training consulting competencies of the Centre.
Profile of the Strength, Weaknesses, Opportunities and Threats (SWOT) associated with the centre in regard to training consulting, Identified competencies; materials/tools used for the competencies of the centre in training consulting; acquired resources, tools and systems for training consulting.
B Developing specific training consulting services based on the competencies of the centre.
Brochure on training consulting services offered by the centre including fees and associated matters
C Identifying potential clients for training consulting services offered by the centre and seeking their patronage.
List of potential clients; feedback from potential clients
D Providing the training consulting services according to clients' specification.
Presentation materials used, Feedback/ evaluation forms completed by clients; List of clients, Annual reports on earnings etc on training consulting (including profile on the performance of the various training consulting lines/services)
E Assessing the performance of the centre on its training consulting services with a view to improvement on the services and impact.
M & E report on training consulting services, Action plans
Function 8: Conducting civil service examinations
S/N Tasks Outputs/ Deliverables
A Issuing call circulars on the Civil Service Examination.
Circulars
B Facilitating sale of Forms and registering Examination forms distributed to the Banks, completed
31
candidates for the examination. forms from candidates, list of registered candidates.
C Facilitating the setting of examination questions.
Minutes of meeting of Technical Committee and Examination Board, approved question paper.
D Conducting the examinations. Answer booklets, report of the Chief Examiner on the conduct of the exam.
E Grading performance at the examination and releasing results; releasing of results to individual candidates.
Approved examination results, circulars to MDAs announcing the results, statements of result of candidates.
Appendix 3 Working Tables of Departmental Functions and Staffing levels and Grades
A3.1 Office of the Permanent Secretary
Dept/Office: Permanent Secretary’s Office Person Years
No Functions
Posts
required GL 01-06
GL 07-
13 GL14-17
Consoli
-dated
1 Spearheading BEMST's initiatives and ensuring the
integrity of its mandates in line with Government
policies.
1.12 0.26 0.26 0.31 0.28
2 Liaising, negotiating, communicating and
coordinating issues of the mandates and services of
the bureau with all stakeholders within and outside
the State Public Service.
0.42 0.12 0.08 0.04 0.17
3 Providing overall leadership of the bureau to ensure
that it achieves its mandates and plans.
0.20 0.06 0.03 0.03 0.10
4 Ensuring effective management of the human,
financial and material resources of BEMST.
1.90 0.54 0.81 0.78 0.55
TOTAL STAFF 3.63 0.99 1.19 1.16 1.10
Proposed staffing level: 4.00 1.00 1.00 1.00 1.00
A3.2 Department of Admin and Finance
Dept: Administration & Finance Person Years
No FUNCTIONS
Posts
required GL01-06 GL 07-13 GL14-17
1 Junior staff recruitment 0.27 0.06 0.11 0.10
2 Staff Promotion, advancement and conversion 0.24 0.03 0.11 0.10
3 Staff leave and welfare 0.26 0.06 0.12 0.08
4 Staff discipline 0.18 0.04 0.06 0.08
5 Organising BEMST's short term and long term training,
including staff induction and training including ICT training
0.54 0.04 0.24 0.26
6 Management of open and secret registries 7.78 3.76 4.02 -
7 Procurement including ICT procurement 0.20 0.05 0.08 0.07
8 Management of stores and supplies 5.00 1.99 3.01 -
9 Office security 0.12 0.03 0.06 0.03
10 Accounts and financial management, including preparation of
BEMST's budget and engaging in BEMST's budget defence.
1.90 0.06 0.71 1.13
11 Transport management 11.57 8.01 3.57 -
32
12 Planning and managing BEMST office facilities 6.10 6.03 0.04 0.03
TOTAL DEPARTMENTAL STAFF 34.18 20.19 12.12 1.88
ROUNDED UP POST NUMBERS 34.00 20.00 12.00 2.00
A3.3 Department of Establishments and Labour relations
Dept : Establishments and Labour Relations Person Years
No
FUNCTIONS Posts
required
GL
01-06
GL 07-
13
GL14-
17
1 Formulation and harmonization of HRM policies across MDAs
(Advising on formulation and execution of labour policies,
programmes and standards; Liaison with National Advisory
Council on labour matters and other relevant organizations,
agencies and unions etc)
0.43 0.11 0.18 0.14
2 Oversight of establishment issues in MDAs (Applying the
provisions of the Scheme of Service in determining the post
and grade on which an officer can be placed vis a vis his/her
qualification; Determining of officers' progression in the service
in line with the Scheme of Service; Liaising with National
Council on Establishment (NCE) on establishment matters)
2.83 0.60 1.47 0.76
3 Coordinating review and update of Statute Books 0.52 0.07 0.20 0.25
4 Conducting job evaluation, grading and qualifications for
appointment (Evaluation and assessment of educational
qualifications for recruitment and advancement including
verification of certificates obtained by officers).
0.36 0.07 0.19 0.10
5 Control and development of staff in the general Executive
Cadre, Typist and Confidential Secretaries.
1.62 0.10 0.80 0.72
6 Conditions of Service and review thereof (Salaries and
allowances reviews)
0.74 0.19 0.25 0.29
7 Working with CSC and other MDAs over issues related to
recruitment, promotion and discipline including operation of
the APER system. (Liaison with CSC over Civil Service
Examination for confirmation of staff appointments).
1.35 0.19 0.65 0.52
TOTAL DEPARTMENTAL STAFF 7.85 1.33 3.74 2.78
ROUNDED UP POST NUMBERS 8.00 1.00 4.00 3.00
A3.4 Department of Organisation and Management Services
Dept: Organisation and Management Services Person Years
No FUNCTIONS
Posts
required
GL 01-
06
GL 07-
13
GL14-
17
1 Reviewing the mandates of MDAs and maintaining an up to
date register of mandates (Promoting the resolution of
mandate issues as and when necessary)
0.95 0.09 0.28 0.58
2 Conducting periodic functional, structural and process reviews
of MDAs
0.77 0.03 0.40 0.34
33
3 Advising on and guiding MDA organizational design/structure,
establishment and workforce planning
0.44 0.06 0.19 0.20
4 Designing standard administrative forms and procedures for
Kaduna State public service and advising MDAs on their use.
1.17 0.13 0.65 0.39
5 Conducting research into all aspects of organizational design
and corporate planning in public services and identifying best
practice.
0.60 0.07 0.29 0.25
6 Working with the MDA Performance Management Department
in PSO to conduct Capability Studies of MDAs
0.72 0.04 0.39 0.28
7 Providing corporate planning technical support to MDAs. 1.90 0.14 1.01 0.76
TOTAL DEPARTMENTAL STAFF 6.56 0.56 3.20 2.80
ROUNDED UP POST NUMBERS 7.00 1.00 3.00 3.00
A3.5 Department of Workforce Planning and Development
Dept Workforce Planning and Development Person Years
No FUNCTIONS
Posts
required
GL 01-
06
GL 07-
13
GL14-
17
1 Maintaining, analysing and producing workforce statistics and
reports.
2.54 0.46 1.21 0.86
2 Preparing planning and policy papers on Kaduna State public
service workforce including recruitment, succession planning,
talent management and redundancy.
0.78 0.11 0.40 0.26
3 Offering technical support to MDAs on workforce planning in
association with Organization and Management Services Dept.
0.85 0.12 0.40 0.33
4 Conducting manpower audits and ensuring accurate MDA staff
lists
0.42 0.10 0.13 0.18
5 Preparing a Workforce Development Roadmap and a Workforce
Development Policy for the public service
0.45 0.06 0.18 0.21
6 Conducting periodic training needs assessment of the public
service and developing periodic workforce development plans
based on the training needs identified.
0.42 0.08 0.16 0.18
7 Developing and managing programmes for leadership training
for senior and management staff
0.69 0.06 0.34 0.28
8 Facilitating workforce development and in-service training for
junior and middle level staff; approving professional training and
facilitating study leave (including assessing applications for study
leave)
0.62 0.06 0.37 0.20
9 Developing and managing programmes for leadership training
for senior and management staff
0.55 0.06 0.26 0.24
10 Undertaking pre-qualification of training providers and the
evaluation of training courses
0.28 0.03 0.11 0.14
TOTAL DEPARTMENTAL STAFF 7.59 1.15 3.57 2.88
ROUNDED UP POST NUMBERS 8.00 1.00 4.00 3.00
34
A3.6 Kaduna State Public Service Staff Development Centre
Dept : Kaduna State Public Service Staff Development Centre Person Years
No FUNCTIONS
Posts
required GL 01-06 GL 07-13 GL14-17
1 Undertaking the oversight and management of the
Kaduna State Public Service Staff Development Centre
0.87 0.06 0.36 0.44
2 Training and retraining junior and intermediate
personnel for the Kaduna State civil service.
79.90 3.58 47.13 29.20
3 Running workshops and seminars for different
categories of staff
1.31 0.19 0.49 0.63
4 Designing and conducting Induction training in
conjunction with MDAs
0.96 0.10 0.51 0.35
5 Conducting proficiency tests for typists/computer
operators and confidential secretaries.
0.56 0.07 0.29 0.20
6 Providing ICT Training in support of e-Governance 0.38 0.05 0.17 0.16
7 Providing training consultancy services 0.88 0.10 0.45 0.33
8 Conducting civil service examinations. 1.15 0.10 0.67 0.38
TOTAL DEPARTMENTAL STAFF 86.01 4.25 50.07 31.68
ROUNDED UP POST NUMBERS 86.00 4.00 50.00 32.00
Appendix 4: Proposed Establishment
A4.1 Proposed Staffing Levels and Staff Cost
Location GL 01-
06 GL 07-
13 GL 14-17
Consolidated
Total Staff Cost (N)
BEMST Permanent Secretary's Office 1 1 1 1 4 6,518,376.00
Admin & Finance 20 12 2 0 34 14,091,192.00
Establishments and Labour Relations 1 4 3 0 8 6,566,112.00
Organisation and Management Services 1 3 3 0 7 5,959,728.00
Workforce Planning and Development 1 4 3 0 8 6,566,112.00
Public Service Staff Development Centre 4 50 32 0 86 73,087,344.00
Total: 28 74 44 1 147 112,788,864.00
35
A4.2 Proposed Establishment Posts
1. Office/Department: Permanent Secretary’s Office
Job Title/Position Title Number
Permanent Secretary 1
Chief Confidential Secretary 1
Principal Confidential Secretary 1 1
Head Messenger 1
Total 4
2. Department: Admin. & Finance
Job Title/Position Title Number
Director, Admin. & Finance 1
Deputy Director (Finance) 1
Admin. Section:
Assistant Chief Executive Officer 1
Principal Admin Officer 1
Principal Executive Officer II (Registry) 1
Senior Executive Officer 1
Executive Officer 1
Chief Driver 3
Assistant Executive Officer (Registry) 3
Clerical Officer (Registry) 1
Driver 8
Messenger 1
Cleaner 4
Accounts Section:
Principal Executive Officer (Accounts) 1
Principal Assistant Stores Officer I 1
Senior Assistant Stores Officer 1
Executive Officer (Accounts) 1
Assistant Executive Officer 1
Assistant Stores Officer 2
Total 34
3. Department: Establishments and Labour Relations
Job Title/Position Title Number
Director 1
Deputy Director 1
Chief Executive Officer 1
Assistant Chief Executive Officer 1
Principal Admin. Officer 1
Principal Executive Officer I 1
Principal Executive Officer II 1
Assistant Executive Officer 1
Total 8
4. Department: Organisation and Management Services
Job Title/Position Title Number
Director 1
Assistant Director 1
36
Chief Executive Officer 1
Chief Administrative Officer 1
Principal Executive Officer II 1
Confidential Secretary I 1
Head Messenger 1
Total 7
5. Department: Workforce Planning and Development
Job Title/Position Title Number
Director 1
Assistant Director 1
Chief Executive Officer 1
Assistant Chief Executive Officer 1
Principal Executive Officer I 1
Senior Confidential Secretary 1
Higher Executive Officer 1
Clerical Officer 1
Total 8
6. Public Service Staff Development Centre
Job Title/Position Title Number
Provost 1
Chief Lecturer 4
Deputy Chief Lecturer 6
Assistant Chief Lecturer 10
Chief Instructor 10
Chief Executive Officer 1
Principal Lecturer I 4
Asst. Chief Instructor 2
Asst. Chief Executive Officer 1
Principal Lecturer II 4
Principal Instructor I 1
Principal Confidential Secretary 1
Principal Assistant Stores Officer 2
Senior Lecturer 7
Principal Instructor II 1
Lecturer I 5
Senior Instructor 2
Senior Executive Officer 2
Senior Confidential Secretary 1
Lecturer II 9
Higher Instructor 2
Instructor 2
Executive Officer 4
Assistant Executive Officer 2
Clerical Officer 1
Messenger 1
Total 86
37
APPENDIX 5: JOB DESCRIPTIONS A 5.1 Office of the Permanent Secretary
Job Description
Job Title/Position: Permanent Secretary
(BEMST)
Department: Permanent Secretary’s Office
Cadre: Administrative Cadre Grade Level: Consolidated
Name of Holder:
Responsible to:
Head of Service Staff Managed:
Director (Admin. and Finance),
Director (Workforce Planning and
Development), Director
(Establishments and Labour
Relations), Director (Organisation and
Management Services), Head (Public
Service Staff Development Centre),
Chief Confidential Secretary, Principal
Confidential Secretary I
Key Relationships: Head of Service, Permanent Secretaries, Heads of extra-ministerial departments, Heads
of similar/relevant State and Federal Government agencies
Job Purpose:
To spearhead the attainment of the mandates of the Bureau and manage its resources
effectively and efficiently.
Specific Duties and Responsibilities:
1 Spearheading BEMST's initiatives and ensuring the integrity of its mandates in line with Government
policies and providing strategic advice to HoS and political leadership on critical HR and State
Government structural issues.
2 Liaising, negotiating, communicating and coordinating issues of the mandates and services of the bureau
with all stakeholders within and outside the State Public Service
3 Providing overall leadership of the bureau to ensure that it achieves its mandates and plans.
4 Ensuring effective management of the human, financial and material resources of BEMST.
Key Results Areas/Key Performance Indicators:
1 BEMST’s strategic and operational plans produced and effectively communicated and implemented.
2 BEMST’s initiatives and services effectively communicated to all MDAs
3 MDAS compliance with guidelines and guidance emanating from BEMST enhanced.
4 Periodic planning and management meetings of heads of BEMST’s departments held and performance
targets and action plans set/reviewed
5 Mandates of all departments in the bureau effectively and efficiently delivered
6 Reports, letters, and memos on HRM/HRD systems, administrative systems, and financial and accounting
systems produced.
7 Periodic monitoring of BEMST’s departmental performance done, documented and disseminated
effectively.
8 Annual reports on the performance of BEMST produced, disseminated and implemented.
38
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First degree or equivalent
Minimum Working Experience
Required:
20 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Advanced organisational and management skills
Strategic thinking
Strong leadership and people management skills
Strong communication, presentation and negotiation skills
Strong decision-making and problem solving skills
Desirable Attributes/ Competences High level of integrity
High sense of responsibility
Strong knowledge management and knowledge sharing skill
Responsiveness to both internal and external clients
Strong mentoring skill
Good computer skill
Signature of Job Holder: Date:
Job Description
Job Title/Position: Chief Confidential
Secretary
Department: Office of the Permanent Secretary
Cadre: Confidential Secretary Grade Level: 14
Name of Holder:
Responsible to:
Permanent Secretary
(BEMST)
Staff Managed:
Head Messenger
Key Relationships: Directors/Senior staff of BEMST’s departments, Senior staff of the Public Service Staff
Development Centre, Senior staff of the office of Head of Service, Senior staff of Kaduna
State MDAs, Senior officials of similar/relevant State and Federal Government agencies
Job Purpose:
To offer administrative and secretarial support to the Permanent Secretary (BEMST) in
spearheading and ensuring the institutionalization of public service reforms for quality
service delivery in Kaduna State.
Specific Duties and Responsibilities:
1 Offering administrative and secretarial support to the Permanent Secretary (BEMST) for spearheading
BEMST's initiatives and ensuring the integrity of its mandates in line with Government policies.
2 Offering administrative and secretarial support to the Permanent Secretary (BEMST) on liaising,
negotiating, communicating and coordinating issues of the mandates and services of the bureau with all
stakeholders within and outside the State Public Service
3 Offering administrative and secretarial support to the Permanent Secretary (BEMST) on providing overall
leadership of the bureau to ensure that it achieves its mandates and plans.
39
5 Offering administrative and secretarial support to the Permanent Secretary (BEMST) for ensuring
effective management of the human, financial and material resources of the bureau.
Key Results Areas/Key Performance Indicators:
1 Administrative and secretarial support to the PS (BEMST) in regard to getting BEMST’s strategic and
operational plans produced and effectively communicated and implemented
2 Administrative and secretarial support to the PS (BEMST) in regard to getting BEMST’s initiatives and
services effectively communicated to all MDAs.
3 Administrative and secretarial support to the PS (BEMST) in regard to enhancing MDAS’ compliance
with guidelines and guidance emanating from BEMST.
4 Administrative and secretarial support to the PS (BEMST) in regard to holding periodic planning and
management meetings of heads of BEMST’s departments and reviewing/setting performance targets
and action plans.
5 Administrative and secretarial support to the PS (BEMST) in regard to getting BEMST’s performance
monitoring reports produced, documented and disseminated effectively.
6 Administrative and secretarial support to the PS (BEMST) in regard to getting reports, letters, and
memos on HRM/HRD systems, administrative systems, and financial and accounting systems produced
and disseminated.
7 Administrative and secretarial support to the PS (BEMST) in regard to getting periodic reports on the
performance of the BPSR produced, disseminated and auctioned.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
HND or equivalent qualification
Minimum Working Experience
Required:
15 years
Essential Attributes/ Competences Organisational and interpersonal skills
Advanced computer skill
Good communication, presentation and report writing skills
Good analytical and problem solving skills
Trustworthiness and a high sense of responsibility
Desirable Attributes/ Competences Personal integrity
Speed writing skill
High sense of responsibility
Responsiveness to both internal and external clients
Strong knowledge management and knowledge sharing skill
Signature of Job Holder: Date:
40
A 5.2 Admin & Finance Department
Job Description
Job Title/Position: Director Department: Admin & Finance
Cadre: Administrative Officer Grade Level: 16
Name of Holder:
Responsible to:
Permanent Secretary
(BEMST)
Staff Managed:
Deputy Director (Finance), Principal
Executive Officer Accounts, Principal
Assistant Stores Officer I, Principal
Executive Officer II ( Registry), Senior
Executive Officer
Key Relationships: Directors of BEMST’s departments, Head of the Public Service Staff Development Centre,
Senior officials of Office of the Head of Service, MoF and MoEP
Job Purpose:
To provide effective management of human, financial and material resources of the
bureau for the accomplishment of its mandates.
Specific Duties and Responsibilities:
1 Junior staff recruitment
2 Staff promotion, advancement and conversion
3 Administration of routine staff issues including staff leave roster, processing of annual leave, preparation
of staff lists and management of open and secret registries.
4 Management of staff welfare
5 Discipline of junior staff
6 General procurement and ICT procurement
7 Management of stores and supplies
8 Organisation of BEMST's short term and long term training, including staff induction and training
including ICT training.
9 Transport management
10 Provision of secretarial services for management and other internal meetings
11 Office security
12 Planning and management of BEMST’s office facilities
13 Accounts and financial management, including preparation of BEMST's budget and engaging in BEMST's
budget defense.
14 Preparation of financial reports and monthly returns
15 Effective management of the resources of the Administrative and Finance department to achieve its
mandates.
Key Results Areas/Key Performance Indicators:
1 Open and secret registries effectively and efficiently maintained
2 Effective financial management system operated
3 Monthly, quarterly and annual financial reports produced
4 Quarterly and annual human resources management and administrative management reports produced
5 Reports and follow-up on action plans regarding BEMST’s meetings undertaken
6 BEMST’s staff training/capacity building plan and training budget based on identified training needs
effectively done
41
7 Documentation on BEMST’s trained staff, course materials and training evaluation effectively done.
8 Up to date BEMST’s staff records maintained.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
Good university degree in the humanities/social sciences
Minimum Working Experience
Required:
20 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Accounting-related professional qualifications
Computer skill
Excellent communication and analytical skill
Organisational skills
Ability to work under pressure and meet deadlines.
Excellent human relations
Desirable Attributes/ Competences Good understanding of labour relations
Responsiveness to both internal and external clients
Effective team leadership skills
Integrity and self-discipline.
Signature of Job Holder: Date:
Job Title/Position: Assistant Chief Executive
Officer
Department: Admin & Finance
Cadre: Executive Officer
(General)
Grade Level: 13
Name of Holder:
Responsible to:
Director (Admin &
Finance)
Staff Managed:
Principal Executive Officer, Senior
Executive Officer, Executive Officer,
Assistant Executive Officer
Key Relationships: Director (Admin & Finance) and other categories of staff in the department, even rank
staff in the bureau
Job Purpose:
To assist in undertaking effective and efficient general administration duties.
Specific Duties and Responsibilities:
1 Assisting in determining vacancies for promotion and advancement in BEMST and pool staff in MDAs.
2 Assisting in listing of eligible staff for promotion.
3 Assisting in conducting interviews and staff selection for recruitment.
4 Assisting in undertaking general administrative duties, including facilities, security and transport
management.
Key Results Areas/Key Performance Indicators:
1 Minutes of selection interviews promptly produced.
2 Vacancies for promotion and advancement determined.
Job Description
42
4 Briefs on eligible staff for promotion completed.
3 Minutes of promotion meeting promptly produced.
4 Proper documentation of general administrative duties, e.g. on office facilities, security and transport
undertaken.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND Business Administration or equivalent.
Minimum Working Experience
Required:
15 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Knowledge of administrative procedures and public service rules
Organisational and analytical skills.
Communication and interpersonal skills.
Desirable Attributes/ Competences Team working skills
Integrity
Responsiveness to both internal and external clients
Computer literacy
Signature of Job Holder: Date:
Job Title/Position: Principal Assistant Stores
Officer
Department: Admin. & Finance
Cadre: Assistant Stores Officer Grade Level: 12
Name of Holder:
Responsible to:
Director (Admin. &
Finance)
Staff Managed:
Senior Assistant Stores Officer,
Assistant Stores Officer II
Key Relationships: Permanent Secretary (BEMST), all Heads of Departments and other staff in the bureau.
Job Purpose:
To effectively and efficiently manage the procurement system and stores of the Bureau.
Specific Duties and Responsibilities:
1 Identifying, listing and documenting stores items.
2 Undertaking marked survey and price listing.
3 Undertaking costing and obtaining approvals.
4 Issuing stores items according to standard stores procedure.
5 Assisting in purchasing items and stock taking.
6 Ensuring that the Internal Auditor ascertains purchased items.
7 Keeping and maintaining proper stores and procurement records and documents
Key Results Areas/Key Performance Indicators:
1 Store items listed.
2 Market survey undertaken and price items report produced.
3 Stores files properly and securely kept
Job Description
43
4 Goods received notes (GRN), Transfer Issue Vouchers (TIV), Stores Requisition booklet and Stores issue
vouchers (SIV) kept.
5 Items purchased documented.
6 Stores ledger effectively kept.
7 Approved LPOs and Job Order documented.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND (Purchasing and Supply) or Business Admin.
Minimum Working Experience
Required:
12 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good knowledge of stores management
Attention to details
Analytical and numerate skills
Good communication and interpersonal skills.
Desirable Attributes/ Competences Responsiveness to both internal and external clients
Computer literacy
Integrity
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Executive Officer
I (Accounts)
Department: Admin & Finance
Cadre: Executive Officer
(Accounts)
Grade Level: 12
Name of Holder:
Responsible to:
Director (Admin & Finance
Department)
Staff Managed:
Executive Officer Accounts
Key Relationships: Staff of BEMST’s Admin & Finance department, Directors/Senior staff of BEMST’s
departments, Senior staff of the Public Service Staff Development Centre, MoF and
MoEP
Job Purpose: To assist the Director in effective management of the financial resources of BEMST.
Specific Duties and Responsibilities:
No Duties and Responsibilities
1 Assisting in ensuring compliance with the provisions of financial regulations and requesting for salary
adjustment of staff to Accountant-General (State)
2 Assisting in the preparation of annual estimates for the Bureau and in budget control.
3 Maintaining books/records of accounts, checking of pay roll print out and assisting in raising
observations to MoF.
4 Assisting in preparation of reports and rendering monthly returns to MoF, and in liaising with the bank
on financial transaction.
44
Key Results Areas/Key Performance Indicators:
1 BEMST’s annual estimate produced on a timely basis
2 Standardized accounting system maintained
3 Accurate books/records of accounts maintained
4 Financial and accounting reports produced and documented effectively
5 Books of accounts made available to internal auditor monthly for review
6 Books of accounts made available to resident auditor quarterly for review
7 Monthly returns of expenditure to Ministry of Finance done on a timely basis
8 BEMST’s compliance with the provisions of financial regulations ensured.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND in Accounting
Minimum Working Experience
Required:
12 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good computer literacy
Proven numerical and accounting skills
Ability to work under pressure
Good analytical skills
Good communication skills
Attention to details
Desirable Attributes/ Competences Integrity
Responsiveness to both internal and external clients
Good team working skill
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Executive Officer
II (Registry)
Department: Admin & Finance
Cadre: Executive Officer
(General)
Grade Level: 10
Name of Holder:
Responsible to:
Director (Admin &Finance) Staff Managed:
Assistant Executive Officer and
Clerical Officer
Key Relationships: Staff of Admin & Finance, Senior Staff of BEMST.
Job Purpose: To effectively assist in managing a secured and efficient registry in the Bureau.
Specific Duties and Responsibilities:
1 Opening and registering of files.
2 Securing of files and documents.
3 Supervising the registry.
4 Keeping the registry well secured
45
5 Maintaining proper registry records and tracking movement of files
Key Results Areas/Key Performance Indicators:
1 Files registered.
2 Files and other documents secured.
3 Registry well maintained and functional.
4 Files movement properly documented and effectively tracked
5 Standard registry documentation promptly done
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND (Public Administration) or equivalent.
Minimum Working Experience
Required:
12 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Knowledge of standard registry procedures
Ability to work under pressure.
Good communication and interpersonal skills.
Good computer knowledge.
Attention to details
Desirable Attributes/ Competences Integrity
Attention to details
Responsiveness to both internal and external clients
Good team working skills
Knowledge of modern registry
Signature of Job Holder: Date:
46
A 5.3 Establishments & Labour Relations Department
Job Description
Job Title/Position: Director (Establishments &
Labour Relations)
Department: Establishment & Labour Relations
Cadre: Administrative Officer Grade Level: 16
Name of Holder:
Responsible to:
Permanent Secretary
(BEMST)
Staff Managed:
Deputy Director, Chief Executive
Officer, Asst Chief Executive Officer
Key Relationships: PS (BEMST), all directors in BESMT, other directors and senior officials of Kaduna State
MDAs, National Council on Establishments.
Job Purpose:
To ensure harmonization of HRM policies, practices and standards in the public service.
Specific Duties and Responsibilities:
1 Identifying existing gaps in HRM policies and practices in the MDAs
2 Communicating to, and educating, MDAs on establishment matters
3 Producing and disseminating statute books
4 Assessing academic/professional certificates of public servants for proper placement after conducting
job evaluation
5 Identifying staff requirements of MDAs in respect of cadres under the pool of establishments (i.e. staff
officers)
6 Collating circulars and documents on conditions of service
7 Providing policy guidelines to CSC and other MDAs on the operation of APER and disciplinary measures.
Key Results Areas/Key Performance Indicators:
1 Current gaps/disparities in HRM policies, practices and standards identified, documented and
communicated.
2 Establishments circulars promptly released
3 Periodic review of statute publications proposed by BEMST done
4 Job evaluation and grading on relative worth of certificates promptly submitted to relevant MDAs
5 List of staff required released through circulars;
6 Reviewed conditions of service properly documented and promptly disseminated
7 Disciplinary measures promptly recommended to relevant MDAs.
Qualifications, Working Experience and Competences:
Minimum Academic/ Professional
Qualifications Required:
First degree in Social Sciences or Humanities
Minimum Working Experience
Required:
20 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Sound knowledge of public service rules and regulations
Excellent communication and analytical skill
Organisational skills
Ability to work under pressure and meet deadlines.
47
Excellent human relations
Desirable Attributes/ Competences Talent management skill
Good understanding of labour relations
Responsiveness to both internal and external clients
Effective team leadership skills
Integrity and self-discipline.
Signature of Job Holder: Date:
Job Description
Job Title/Position: Chief Executive Officer Department: Establishments & Labour Relations
Cadre: Executive Officer
(General)
Grade Level: 14
Name of Holder:
Responsible to:
Director Establishments &
Labour Relations
Staff Managed:
Principal Executive Officer I, Principal
Executive Officer II, Assistant
Executive Officer
Key Relationships: Permanent Secretary (BEMST), senior officers of other departments in BEMST, relevant
officers of National Council on Establishments
Job Purpose:
To assist in proposing and harmonizing HRM policies, practices and standards in the
public service.
Specific Duties and Responsibilities:
1 Helping in consulting and sensitizing the MDAs on the new HRM policies
2 Participating in communicating to, and educating MDAs on establishments matters
3 Attending meetings of review committee on statutes books and proposed dissemination of the revised
books
4 Assisting in assessing certificates obtained for proper staff placement on employment
5 Assisting in advising on creation of cadre as appropriate where none-exist. This includes elongation of
existing ones.
6 Assisting in analyzing circulars and documents on the condition of service and in making
recommendations for any change as may be necessary.
Key Results Areas/Key Performance Indicators:
1 Sensitization of MDAs on the new HRM policies successfully conducted
2 New establishment matters effectively communicated to MDAs
3 Revised statutes books distributed to MDAs
4 Certificates obtained by new employees effectively assessed
5 New cadres as required by the service effectively advised upon
6 Circulars and documents on conditions of service promptly analyzed
Qualifications, Working Experience and Competences:
Minimum Academic/ Professional
Qualifications Required:
OND (Public/Business Administration)
48
Minimum Working Experience
Required:
I5 yrs
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Advanced understanding of statutes books
Ability to work under pressure
Good supervision techniques
Desirable Attributes/ Competences Ability to relate well with all officers
Responsiveness to both internal and external clients
Good computer literacy
Personal Integrity
Signature of Job Holder: Date:
Job Description
Job Title/Position: Assistant Chief Executive
Officer
Department: Establishments & Labour Relations
Cadre: Executive Officer
(General)
Grade Level: 13
Name of Holder:
Responsible to:
Director (Establishments &
Labour Relations)
Staff Managed:
Principal Executive Officer I & II
Key Relationships: Director (Establishments & Labour Relations), Officers of even rank in the Bureau.
Job Purpose:
Assisting in ensuring effective compliance with circulars to MDAs on Establishment
matters.
Specific Duties and Responsibilities:
1 Assisting in coordinating and monitoring compliance of MDAs to HRM policies.
2 Assisting in identifying re-training needs and posting of Establishments staff to MDAs.
3 Liaising with NUC, NBTE and FMOE to determine the worth of specific qualifications.
4 Assisting in the conduct of induction training to newly employed/promoted officers in the MDAs.
5 Assisting in monitoring staff performance in MDAs and recommending appropriate disciplinary actions.
Key Results Areas/Key Performance Indicators:
1 Compliance by MDAs to approved HRM policies effectively monitored.
2 Retraining needs and posting of Establishments staff effected.
3 Worth of specific qualifications determined.
4 Appropriate induction training to employed/promoted officers conducted.
5 Sound advise on staff disciplinary measures given to MDAs.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND (Public/Business Administration)
Minimum Working Experience
Required:
13 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public
49
service
Clear understanding of statute books
Good communication and interpersonal skills
Good character Desirable Attributes/ Competences Personal integrity
Responsiveness to both internal and external clients
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Admin Officer Department: Establishments & Labour Relations
Cadre: Administrative Grade Level: 12
Name of Holder:
Responsible to:
Director (Establishments &
Labour Relations)
Staff Managed:
None
Key Relationships: Director (Establishments & Labour Relations), Head of departments in BEMST, and other
Directors in MDAs.
Job Purpose:
Proposing, coordinating and monitoring compliance with Establishment matters of the
HRM policies.
Specific Duties and Responsibilities: 1 Facilitating new HRM policies in the MDAs.
2 Preparing memoranda for sensitization of the MDAs on the new HRM policies.
3 Consulting with other MDAs on Establishment matters on which to offer necessary guidance.
4 Coordinating and harmonizing grading of certificates in both the civil service and parastatals.
Key Results Areas/Key Performance Indicators:
1 New HRM Policies in the MDAs effectively facilitated
2 Memorandum to sensitize MDAs on new HRM Policies promptly produced
3 Establishment matters identified and addressed
4 Certificate grading harmonized
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First degree in Social Sciences or Humanities.
Minimum Working Experience
Required:
9 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good communication and interpersonal skills
Good knowledge of public service HRM policies
Analytical and problem solving skills
Ability to work under pressure
Desirable Attributes/ Competences Computer literacy
Responsiveness to both internal and external clients
Signature of Job Holder: Date:
50
Job Description
Job Title/Position: Principal Executive Officer
I
Department: Establishments & Labour Relations
Cadre: Executive Officer (Gen) Grade Level: 12
Name of Holder:
Responsible to:
CEO (Establishments &
Labour Relations)
Staff Managed:
Principal Executive Officer II
Key Relationships: CEO (Establishments & Labour Relations), other officers in the bureau.
Job Purpose:
Providing technical support to address key Establishment issues in the MDAs.
Specific Duties and Responsibilities:
1 Assisting in the determination of officers’ progression in the MDAs.
2 Assisting in collating existing establishment circulars and in making recommendations for reviews.
3 Attending staff recruitment and selection exercises in MDAs.
4 Participating in producing/reviewing handbook on staff conditions of service.
Key Results Areas/Key Performance Indicators:
1 Officers’ progression determined.
2 Existing establishment circulars reviewed.
3 Reports of attendance at staff recruitment and selection exercises in MDAs promptly produced.
4 Handbook on staff condition of service produced/reviewed.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND (Public/Business Administration)
Minimum Working Experience
Required:
12 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Ability to work under pressure
Good communication and interpersonal skills
Desirable Attributes/ Competences Good team working skill
Responsiveness to both internal and external clients
Computer literacy
Signature of Job Holder: Date:
A 5.4 Workforce Planning & Development Department
Job Description
Job Title/Position: Director (Workforce
Planning & Development)
Department: Workforce Planning & Development
Cadre: Administrative Officer Grade Level: 16
Name of Holder:
51
Responsible to:
Permanent Secretary Staff Managed:
Asst. Director, Chief Executive
Officer, Asst Chief Executive Officer,
Principal Executive Officer I, Senior
Confidential Secretary
Key Relationships: Perm Secretary (BEMST), Directors and senior officers in BEMST, senior officials from
OHoS, senior officials from other MDAs
Job Purpose:
To facilitate effective and efficient workforce planning and development in order to
ensure sustainable high performance of Kaduna state public service workforce for high
quality service delivery.
Specific Duties and Responsibilities:
1 Maintaining, analyzing and producing workforce statistics and reports
2 Preparing planning and policy papers on public service workforce including recruitment, succession
planning, talent management and redundancy
3 Offering technical support to MDAs on workforce planning in liaison with the Organization and
Management Services department
4 Conducting manpower audit and ensuring accurate staff lists
5 Preparing/coordinating a workforce development road map and a HRD policy for the public service
6 Conducting periodic training needs assessment (TNA) for the public service;
7 Developing and managing programmes on leadership development for senior and management staff
8 Facilitating workforce development and in-service training for all staff and approving their professional
training
9 Undertaking M&E of training programme of MDAs
10 Undertaking pre-qualification of training providers and the evaluation of courses.
Key Results Areas/Key Performance Indicators:
1 Workforce statistics for the service produced
2 Policy papers on public service workforce (e.g. regarding recruitment, succession planning talent
management and redundancy) prepared
3 Technical support on MDAs workforce planning provided in liaison with Organisation and Management
Services department
4 Manpower Audits conducted and accurate MDAs staff list periodically produced;
5 Workforce development road map and HRD policy for the public service effectively prepared/managed
6 TNA conducted for the public service and periodic workforce development plans developed based on
identified training needs
7 Programmes for leadership development for senior and management staff developed and managed.
8 Workforce development and in-service training for all staff effectively facilitated and professional
training promptly approved for eligible staff.
9 M&E of MDAs training programmes effectively undertaken
10 Pre-qualification of training provider effectively undertaken and training courses effectively evaluated
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First degree in social Sciences or Humanities.
Minimum Working Experience
Required:
20 yrs
Essential Attributes/ Competences Knowledge of effective service delivery in the public
52
service
Excellent communication and analytical
Organizational and management skills
Leadership and interpersonal skills
Decision making and problem solving skill Desirable Attributes/ Competences High Level of integrity
Responsiveness to both internal and external clients
Talent management skill
High sense of responsibility
Advanced computer skills
Member of a relevant professional body
Signature of Job Holder: Date:
Job Description
Job Title/Position: Chief Executive Officer Department: Workforce Planning & Development
Cadre: Executive Officer Grade Level: 14
Name of Holder:
Responsible to:
Director (Workforce
Planning & Development)
Staff Managed:
Principal Executive Officer I, Higher
Executive Officer, Clerical Officer
Key Relationships: PS, Directors, HODs, other staff.
Job Purpose: Assisting in facilitating effective and efficient workforce planning.
Specific Duties and Responsibilities:
1 Assisting in maintaining, analyzing and producing workforce statistics and reports.
2 Assisting in preparing plans and policy papers on workforce planning including recruitment and succession
planning.
3 Assisting in offering technical support to MDAs on workforce planning.
4 Assisting in conducting manpower audits and ensuring accurate MDA staff lists
5 Assisting in preparing a workforce Development roadmap and a workforce development policy for the
service.
6 Assisting in conducting periodic training needs assessment (TNA) of the Public Service and developing
periodic workforce plans.
7 Assisting in developing and managing programmes for leadership training for senior and management staff.
8 Assisting in facilitating workforce development and in-service training for all staff.
9 Assisting in undertaking M&E of training programmes of MDAs.
10 Assisting in undertaking pre-qualification of training providers and evaluation of training courses.
Key Results Areas/Key Performance Indicators:
1 Maintenance analysis and production of workforce statistics and reports undertaken.
2 Planning and policy papers on workforce planning including recruitment undertaken.
3 Technical supports to MDAs on workforce planning effectively offered.
4Man-power audits conducted and accurate MDA staff lists ensured.
5 Preparation and management of Workforce Development Roadmap and a Workforce Development policy
for the service done.
53
6 Periodic TNA of the public service and development of periodic workforce plans done.
7 Development and management of programmes for leadership training for senior and management staff
undertaken.
8 Workforce development and in-service training for all staff facilitated.
9 M&E of training programmes of MDAs undertaken.
10 Pre-qualification of training providers and evaluation of training courses promptly done.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND in Public Administration or equivalent
Minimum Working Experience
Required:
15 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good knowledge of workforce planning and development
Good knowledge of Public Service Rules
Good knowledge of ‘Guide to Administrative Procedures.’
Good communication and interpersonal skills
Desirable Attributes/ Competences Responsiveness to both internal and external clients
Fair computer skills
Fair knowledge of current Affairs
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Executive Officer
I
Department: Workforce Planning & Development
Cadre: Executive Officer Grade Level: 12
Name of Holder:
Responsible to:
Director (Workforce
Planning & Development)
Staff Managed:
Executive Officer, Clerical Officer
Key Relationships: Staff of the Workforce Planning & Development department, senior staff of other
departments in the Bureau, and senior officials of MDAs
Job Purpose: To assist in workforce planning and development for the public service.
Specific Duties and Responsibilities:
1 Assisting in liaising with MDAs to review their workforce data periodically
2 Assisting in producing periodic workforce reports and updating the public service central nominal roll
3 Assisting in holding briefing meetings and roundtables/forums with MDAs and other stakeholders on
workforce situation
4 Assisting in undertaking research into workforce skills gaps and workforce development challenges in the
public service
5 Assisting in researching into skill gaps in the public service and in recommending remedial actions
6 Assisting in conducting training needs assessment for the public service periodically
7 Assisting in proposing workforce development plans based on the training needs of the public service
Assisting in monitoring and evaluation of MDAs’ training programmes
54
8 Assisting in proffering workforce planning and policy papers
Key Results Areas/Key Performance Indicators:
1 MDAs’ workforce data reviewed periodically
2 Workforce reports periodically produced and the public service central nominal roll updated
3 Briefing meetings and roundtables/forums with MDAs and other stakeholders on workforce situation
undertaken
4 Research into workforce skills gaps and workforce development challenges in the public service
undertaken
5 Research into skill gaps in the public service and in recommending remedial actions undertaken
6 Training needs assessment for the public service periodically conducted
7 Workforce development plans based on the training needs of the public service proposed
8 Monitoring and evaluation of MDAs’ training programmes effectively undertaken
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND in Business Administration or equivalent
Minimum Working Experience
Required:
12 yrs
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good interpersonal skills
Analytical and problem solving skills
Good communication and report writing skill
Attention to details Ability to work under pressure
Desirable Attributes/ Competences Trustworthiness and a high sense of responsibility
Team working skill
Responsiveness to both internal and external clients
Signature of Job Holder: Date:
Job Description
Job Title/Position: Senior Confidential
Secretary I
Department: Workforce Planning & Development
Cadre: Confidential Secretary Grade Level: GL 10
Name of Holder:
Responsible to:
Director (Workforce
Planning & Development)
Staff Managed:
Clerical Officer
Key Relationships: Directors of departments in BEMST, others staff in BEMST, staff from other MDAs
Job Purpose:
Providing administrative & secretarial support towards facilitating effective and efficient
workforce planning and development in Kaduna state public service.
Specific Duties and Responsibilities:
1 Providing administrative and secretarial support for maintaining, analyzing and producing workforce
55
statistics and reports.
2 Providing administrative and secretarial support for the preparation of planning & policy papers on
public service workforce.
3 Providing administrative and secretarial support for offering technical support to MDAs on workforce
planning.
4 Providing administrative and secretarial support for conducting manpower audit and ensuring accurate
MDAs staff lists
5 Providing administrative and secretarial support for preparing a workforce development roadmap and
HRD policy for the service
6 Providing administrative and secretarial support for conducting periodic TNA for the service,
7 Providing administrative and secretarial support for developing and managing programmes for
leadership training for senior and management staff
8 Providing administrative and secretarial support for facilitating workforce development and in-service
for all staff and for approving professional training.
9 Providing administrative and secretarial support for undertaking M&E of training programmes of MDAs
10 Providing administrative and secretarial support for undertaking prequalification of training providers
and the evaluation of training courses.
Key Results Areas/Key Performance Indicators:
1 Administrative and secretarial support for analyses and production of workforce statistics effectively
provided
2 Administrative and secretarial support for preparing workforce planning and policy papers effectively
provided.
3 Administrative and secretarial support for offering technical support to MDAs on workforce planning
effectively provided.
4 Administrative and secretarial support for conducting accurate MDAs staff lists effectively provided
5 Administrative and secretarial support for preparing workforce development road map and HRD policy
for the public service effectively provided
6 Administrative and secretarial support for conducting periodic training needs assessment for the public
service effectively provided.
7 Administrative and secretarial support for developing and managing leadership development
programmes for senior and management staff effectively provided
8 Administrative and secretarial support for facilitating workforce development and in-service training for
all staff and for approval of professional training effectively provided
9 Administrative and secretarial support for undertaking M&E for MDAs training programmes effectively
provided.
10 Administrative and secretarial support for undertaking pre-qualification of training providers and the
evaluation of courses effectively provided.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND in Secretarial Studies
Minimum Working Experience
Required:
12 yrs
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good computer skills
Speed writing skill
56
Good interpersonal relations
Attention to details
Ability to work under pressure
Desirable Attributes/ Competences Good knowledge of the English language
Responsiveness to both internal and external clients
Signature of Job Holder: Date
A 5.5 Organisation & Management Services Department
Job Description
Job Title/Position: Director (Organisation &
Management Services)
Department: Organisation & Management Services
Cadre: Administrative Officer Grade Level: 16
Name of Holder:
Responsible to:
Permanent Secretary
(BEMST)
Staff Managed:
Assistant Director, Chief Executive
Officer, Chief Administrative Officer
Key Relationships: Directors of BEMST departments, senior officials within BEMST, senior officials of OHoS,
senior officials of MDAs.
Job Purpose:
To facilitate and promote standard and best practices in administrative systems,
including Administration forms and procedures, in Kaduna sate public service for
harmony.
Specific Duties and Responsibilities:
1 Reviewing the mandates of MDAs and maintaining an up to date register of mandates
2 Facilitating the resolution of mandates issue as and when necessary
3 Conducting periodic functional structural and process review of MDAs
4 Advising and guiding MDAs on organizational design/structure, and establishment and workforce
planning
5 Designing standard administrative forms and procedures for Kaduna state public service and advising
MDAs on their use.
Key Results Areas/Key Performance Indicators:
1 Mandates review periodically done
2 Workshop presentation to all MDAs was conducted and list of mandates review committee constituted
3 Functional and process review periodically facilitated in all MDAs
5 Administrative forms, procedures, and processes effectively reviewed and standardized and aligned with
relevant best practice and widely implemented in the public service
6 Advisory support to MDAs on organizational design and corporate planning effectively undertaken
7 Organizational design and corporate planning issues for research and best practices identified and
addressed.
57
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First degree in Social sciences or Humanities
Minimum Working Experience
Required:
20 yrs
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good knowledge of general management
Good knowledge of best administrative systems/practices for the public service
Excellent management skills
Strategic thinking ability
Strong leadership and people management
Strong analytical and problem solving skills
Strong communication and facilitation skills
Desirable Attributes/ Competences High level of integrity
Responsiveness to both internal and external clients
Knowledge sharing and management skill
High sense of responsibility
High achievement drive/high level of result-orientation
Signature of Job Holder: Date
Job Description
Job Title/Position: Chief Executive Officer Department: Organisation & Management Service
Cadre: Executive Officer
(General)
Grade Level: 14
Name of Holder:
Responsible to:
Director (Organisation &
Management Service)
Staff Managed:
Principal Executive Officer II, Senor
Executive Officer, Higher Executive
Officer, Executive Officer
Key Relationships: Staff of the Organisation & Management Service department, counterparts within the
Bureau and senior Officials of MDAs.
Job Purpose:
To assist Director (Organisation & Management Service) in facilitating and promoting
standard and best practices in administrative systems.
Specific Duties and Responsibilities:
1 Assisting in reviewing mandates of MDAs and resolving conflicts/problems in mandates and in documenting
mandates of MDAs
2 Assisting the Director (Organisation & Management Service) in conducting periodic functional, structural
and process review of MDAs.
3 Assisting Director (Organisation & Management Service) in designing standard administrative forms and
procedure for Kaduna State public service.
4 Assisting Director (Organisation & Management Service) in facilitating organization design in MDAs
58
Key Results Areas/Key Performance Indicators:
1 Briefs on meetings with MDAs promptly done
2 Copies of existing administrative forms kept
3 Standard administrative forms and procedures developed and effectively communicated.
4 Needs of MDAs in organization design identified.
5 Materials for workshops provided
6 Copies of mandates of MDAs kept
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
OND (Public Admin) or equivalent
Minimum Working Experience
Required:
15 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Organisation and administrative management skills
Analytical and problem solving skills
Communication, presentation and interpersonal skills
Team working skills
Knowledge of public service rules and administrative procedures
Computer literacy
Desirable Attributes/ Competences Integrity
Responsiveness to both internal and external clients
High sense of responsibility
Signature of Job Holder: Date:
Job Description
Job Title/Position: Chief Administrative
Officer
Department: Organisation & Management Services
Cadre: Administrative Officer Grade Level: 13
Name of Holder:
Responsible to:
Director (Organisation &
Management Services)
Staff Managed:
Senior Admin Officer
Key Relationships: Staff of the Organisation & Management Services department, even rank officers in the
Bureau and senior Officials of MDAs.
Job Purpose:
To assist Director (Organisation & Management Services) in facilitating and promoting
standard and best practices in public service administrative systems.
Specific Duties and Responsibilities:
1 Assisting the Chief Executive Officer in facilitating organization design in MDAs.
2 Assisting the Chief Executive Officer in facilitating corporate planning in public service and
3 Assisting the Chief Executive Officer in indentifying and communicating best practices in public service
administrative systems.
4 Assisting the Chief Executive Officer in updating/reviewing mandates and in identifying/resolving mandate
problems/conflicts as at when necessary.
59
5 Assisting the Chief Executive Officer in facilitating periodic functional, structural and process review of
MDAs.
Key Results Areas/Key Performance Indicators:
1 Organizational design in MDAs facilitated
2 Corporate planning in the public service facilitated
3 Best practices in public service administrative systems identified and communicated
4 MDAs mandates updated/reviewed periodically and promoting resolutions of mandate issues updated.
5 Mandates problems/conflicts identified and resolved
6 Periodic functional, structural and process review of MDAs facilitated
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First degree in Social Sciences or Humanities.
Minimum Working Experience
Required:
15 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Organisation and general management skills
Analytical and problem solving skills
Communication, presentation and interpersonal skills
Team leadership skills
Computer literacy
Desirable Attributes/ Competences Knowledge of organization development
Integrity
Responsiveness to both internal and external clients
High sense of responsibility
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Executive Officer
II
Department: Organisation & Management Services
Cadre: Executive Grade Level: 10
Name of Holder:
Responsible to:
Chief Executive Officer Staff Managed:
None
Key Relationships: Director (Organisation & Management Services), staff of the Organisation &
Management Services department, even ranks staff in the Bureau and senior officials of
MDAs.
Job Purpose:
To assist Director (Organisation & Management Services) in facilitating standard and
best practices in the Administrative systems of Kaduna State public service.
Specific Duties and Responsibilities:
1 Assisting the Chief Executive Officer in facilitating organization design in MDAs.
2 Assisting the Chief Executive Officer in facilitating corporate planning in public service and
3 Assisting the Chief Executive Officer in indentifying and communicating best practices in public service
administrative systems.
60
4 Assisting the Chief Executive Officer in updating/reviewing mandates and in identifying/resolving mandate
problems/conflicts as at when necessary.
5 Assisting the Chief Executive Officer in facilitating periodic functional, structural and process review of MDAs.
Key Results Areas/Key Performance Indicators:
1 Organizational design in MDAs facilitated
2 Corporate planning in the public service facilitated
3 Best practices in public service administrative systems identified and communicated
4 MDAs mandates updated/reviewed periodically and promoting resolutions of mandate issues updated.
5 Mandates problems/conflicts identified and resolved
6 Periodic functional, structural and process review of MDAs facilitated
Qualifications, Working Experience and Competences:
Minimum Academic/ Professional
Qualifications Required:
OND in Public Administration or equivalent
Minimum Working Experience
Required:
12 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Knowledge of general management
Organisational and problem solving skills
Ability to work under pressure
Team working skills
Communication, presentation and Interpersonal skills
Computer literacy
Desirable Attributes/ Competences Integrity
Responsiveness to both internal and external clients
Reliability
Signature of Job Holder: Date:
A 5.7 Kaduna State Public Service Staff Development Centre
Job Description
Job Title/Position: Provost Department: Public Service Staff Development
Centre
Cadre: Lecturer Grade Level: Consolidated
Name of Holder:
Responsible to:
Perm. Sec. BEMST. Staff Managed:
Director Admin., Director Academics,
Director Consultancy, Director
Finance and Supply, All Heads of
Academic Departments, Principal
Confidential secretary
Key Relationships: Perm Sec. BEMST, Director Admin., Director Academics, Director Consultancy, Director
Finance and Supply, All Heads of Academic Departments, Principal Confidential
secretary, Other Academic and Non Academic Staff, NBTE, MDAs, Federal
61
Establishments, Other Tertiary Institutions
Job Purpose:
To organise workforce development programmes and activities for Kaduna State public
service in line with the Kaduna State public service workforce development roadmap
and policy, and offer allied consulting services for manifest high performance of public
servants.
Specific Duties and Responsibilities:
1 Undertaking the oversight and management of the Kaduna State Public Service Staff Development
Centre and the execution of all government policies and directives affecting the Centre
2 Overseeing the training and retraining junior and intermediate personnel for the Kaduna State civil
service.
3 Overseeing the running of workshops and seminars for different categories of staff
4 Overseeing the designing and running of induction training in conjunction with MDAs
5 Overseeing the conduct of proficiency tests for typists/computer operators and confidential
secretaries.
6 Facilitating the provision of ICT training in support of e-Governance
7 Coordinating the provision of training consultancy services
8 Overseeing the conduct of civil service examinations.
9 Initiating and ensuring proper conduct of workshops to meet training gaps in the service
10 Ensuring that qualified candidates are admitted, trained and certificated
11 Ensuring the development and proper implementation of curriculum
12 Ensuring that proper budgetary and Accounting systems are established
13 Ensuring the safety and proper maintenance of all government assets in his care
14 Ensuring accurate collection and accounting of all monies received and expended
Key Results Areas/Key Performance Indicators:
1 Government policies and directives properly formulated and executed
2 Proper budgetary and Accounting systems established
3 Government assets properly kept and maintained
4 Timely accounting returns made
5 Revenue and expenditure records properly kept
6 Qualified candidates admitted, trained and certificated
7 Up to date curriculum developed and maintained
8 Visitor to the Centre properly received
9 Workshops efficiently conducted
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First degree or equivalent
Minimum Working Experience
Required:
20 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Advanced organizational and management skills
Strong decision making and problem solving skills
Strong communication, presentation and interpersonal skills
Strong leadership skills
62
Desirable Attributes/ Competences Post graduate diploma in Education
Integrity
Responsiveness to both internal and external clients
Computer Literacy
High sense of accountability and responsibility
Signature of Job Holder: Date:
Job Description
Job Title/Position: Chief Lecturer Department: Public Service Staff Development
Centre
Cadre: Lecturer Grade Level: 16
Name of Holder:
Responsible to:
Provost (Public Service
Staff Development
Centre)
Staff Managed:
Deputy Chief Lecturer (Head of
Administrative Studies Dept).Principal
Lecturer II
(Head of Accounting dept).Deputy
Chief Lecturer (Head of English and
General Studies Dept). Higher
Instructor (Head of Purchasing and
Supply Dept.) Assistant Chief
Instructor (Head of Secretarial Studies
Dept.) Chief Instructor (Head of
Computer Unit) .
Key Relationships: Senior Officials of the OHoS, Permanent Secretary (BEMST), Directors of BEMST’s
departments, Provost (KSSDC), Director Administration, All Heads of KSSDC Depts, The
Examination Officer, Ex-Students, Senior Officials of Kaduna State MDAs, National Board
for Technical Education (NBTE), Tertiary institutions in Nigeria, Regulatory bodies
Job Purpose:
To ensure strict adherence to curricula and realization of academic goals of the Centre.
Specific Duties and Responsibilities:
1 Initiation and periodic review of curricula
2 Preparing academic calendar
3 Teaching relevant subjects in area of specialization
4 Vetting of all examination questions
5 Supervising all examination activities
6 Conducting of examinations and presenting examination results
7 Reviewing/moderating results
8 Recommending disciplinary actions against erring students
9 Recommending the introduction or cancellation of courses run by the centre.
Key Results Areas/Key Performance Indicators:
1 Curricula properly planned and implemented
2 Hitch-free examination conducted
63
3 Standard examination questions produced
4 Feasible academic calendar produced
5 Objective and credible results released
6 Well-behaved students produced
7 Courses relevant to the demand and need of the public service offered
8 Staff and students’ compliance with examination ethics upheld.
Qualifications, Working Experience and Competences
Minimum Academic/ Professional
Qualifications Required:
First Degree or equivalent
Minimum Working Experience
Required:
20 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Strong ability to organize and manage people
Decision-making and problem solving skills
Strong leadership skills
Strong communication and presentation skills
Desirable Attributes/ Competences High level of integrity
Responsiveness to both internal and external clients
High level of computer literacy
High sense of responsibility
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Lecturer I Department: Public Service Staff Development
Centre
Cadre: Lecturer Grade Level: 13
Name of Holder:
Responsible to:
Deputy Chief Lecturer Staff Managed:
None
Key Relationships: The Provost, Chief Lecturer, Director Administration, Deputy Chief Lecturer, The
Examination Officer, Academic Staff, Non Academic Staff
Job Purpose:
To promptly and efficiently deliver lectures and assessments in line with curricula.
Specific Duties and Responsibilities:
1 Participating in curriculum development and review
2 Preparing lecture notes and delivering lectures in relevant subjects
3 Setting examination questions, supervising (invigilating) examinations and marking examination question
papers
4 Preparation and presentation of workshop papers
5 Recommending disciplinary actions against erring students
64
6 Initiating and conducting research
Key Results Areas/Key Performance Indicators:
1 Good curricula developed
2 Effective lectures delivered
3 Standard examination questions produced
4 Examinations properly conducted
5 Workshop papers properly prepared and presented
6 Well-behaved students produced
7 Well researched lecture notes prepared
8 Standard examination questions prepared and administered.
Qualifications, Working Experience and Competences:
Minimum Academic/ Professional
Qualifications Required:
First degree or equivalent
Minimum Working Experience
Required:
9 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Ability to work under pressure
Problem solving skills
Interpersonal relationship
Strong communication skills
Team working skills Desirable Attributes/ Competences Computer literacy
High level of integrity
Responsiveness to both internal and external clients High sense of responsibility
Signature of Job Holder: Date:
Job Description
Job Title/Position: Principal Confidential
Secretary
Department: Public Service Staff Development
Centre
Cadre: Confidential Secretary Grade Level: 13
Name of Holder:
Responsible to:
Provost Staff Managed:
Assistant Executive Officer
Key Relationships: Provost, all Academic and Administrative staff, students, relevant bodies and
committees, staff of BEMST, and visiting members of the public.
Job Purpose:
To provide effective and efficient secretarial and administrative services to the Provost
in the realization of the Centre’s mandates.
65
Specific Duties and Responsibilities:
1 Offering administrative and secretarial support to the Provost in the execution of all government
policies and directives affecting the Centre
2 Offering administrative and secretarial support to the Provost to ensure the establishment of proper
budgetary and Accounting systems
3
Offering administrative and secretarial support to the Provost to ensure monthly and other periodical
accounting returns
4 Supporting the provost in ensuring the safety and proper maintenance of all government assets.
5 Offering secretarial support to the Provost to ensure accurate records of all monies received and
expended
6 Providing administrative and secretarial support to the Provost to ensure the development and proper
implementation of curriculum
7 Providing administrative and secretarial support to the provost to ensure the admission, training and
certification of qualified candidates
8 Supporting the Provost to make proper arrangement for the reception of the Visitor to the Centre
9 Offering administrative and secretarial support to the Provost to initiate and ensure proper conduct
of workshops
10 Writing reports, minutes and correspondences
Key Results Areas/Key Performance Indicators:
1 Administrative and secretarial support to the Provost on Government policies and directives affecting
the Centre properly formulated and executed
2 Administrative and secretarial support to the Provost on Proper budgetary and Accounting systems
established
3 Administrative and secretarial support to the Provost on Government assets properly effectively given
4 Administrative and secretarial support to the Provost on timely accounting returns made
5 Administrative and secretarial support to the Provost on to revenue and expenditure records properly
given
6 Administrative and secretarial support to the Provost on qualified candidates admission, training and
certification given
7 Administrative and secretarial support to the Provost in regard to up to date curriculum developed given
8 Support to the Provost on visit of the Visitor to the Centre properly received
9 Administrative and secretarial support to the Provost on efficient conduct of workshops effectively
given.
10 Assistance to the Provost in writing reports, minutes of meetings and correspondences given
Qualifications, Working Experience and Competences:
Minimum Academic/ Professional
Qualifications Required:
OND in Secretarial Studies or equivalent
Minimum Working Experience
Required:
15 years
Essential Attributes/ Competences Knowledge of effective service delivery in the public service
Good communication skills, presentation and report
writing skills.
Problem solving skills
Interpersonal skills
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Speed writing skills
Computer skills
Desirable Attributes/ Competences Personal integrity
Responsiveness to both internal and external clients
High sense of responsibility
Knowledge management and sharing skills
Signature of Job Holder: Date: