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Planning and monitoring department

The Department is responsible for coordinating, formulating and reviewing Ministerial policies and legislation in order to provide a framework for effective implementation of programs and projects. The Department is also responsible for effectively and efficiently monitoring and evaluating the implementation of programs by all the Departments in order to ensure realization of set goals and targets.

The Department performs the following specific functions:

  • Coordinate the preparation of Ministerial annual budgets and monitor budget execution;
  • Coordinate the formulation and review of Ministerial policies and legislation;
  • Coordinate preparation of Parliamentary reports, responses to Parliamentary queries, Annual Reports and Cabinet Memoranda
  • Coordinate the preparation of state reports and concept papers on bilateral, regional and multilateral co-operations
  • Facilitate the development, representation and implementation of collaborative mechanisms with local, bilateral, regional and multi-lateral  organisations
  • Mainstream Gender and other cross cutting issues in Ministry policies and programs
  • Coordinate planning, implementation and review of the Ministry Strategic and other related development plans
  • Coordinate preparation of project proposals, feasibility studies and project financing
  • Monitor and evaluate the implementation of Ministerial programs and projects and
  • Develop and maintain an integrated management information system.

The Department comprises two (2) Sections as follows:-

  • Planning and Policy
  • Monitoring & Evaluation

Planning and Policy Section

The Section is headed by the Principal Planner –Planning and Policy Coordination.It performs the following specific functions:

  • Coordinate the preparation of Ministerial annual budgets and monitor budget execution
  • Coordinate the formulation and review of Ministerial policies and legislation
  • Coordinate preparation of Parliamentary reports, responses to Parliamentary queries, Annual Reports and Cabinet Memoranda
  • Coordinate the preparation of state party reports and concept papers on bilateral, regional and multilateral co-operations
  • Facilitate the development, representation and implementation of collaborative mechanisms with local, bilateral, regional and multi-lateral  organisations
  • Monitor and evaluate the implementation of Ministerial policies and programs
  • Mainstream cross cutting issues in Ministry policies and programs
  • Coordinate planning, implementation and review of the Ministry Strategic Plan and related developmental plans.

Monitoring and Evaluation Section

This Unit is responsible for monitoring and evaluating implementation of Ministerial programs and projects in order to facilitate the development and implementation of appropriate interventions. This section performs the following specific functions:

  • Coordinate the preparation of project proposals, feasibility studies and project financing in the Ministry
  • Monitor and evaluate the implementation of maintenance and preventive measures carried out to ensure value for money.
  • Undertake research works across the various sectors of the Ministry
  • Undertake laboratory analysis of construction materials to determine compliance to set standards
  • Develop, harmonize and implement a comprehensive M&E system for effective discharge of the Ministry’s strategy
  • Analyse and interpret statistical data
  • Evaluate sources of information to determine any limitations in terms of reliability or usability
  • Coordinate the preparation of quarterly and annual reports.

ADMINISTRATIVE SUPPORT UNITS

Accounts Unit

The Accounts Unit is responsible for effectively managing the utilization of financial resources in order to facilitate implementation of Ministry’s programs. It is responsible for the following:-

  • Manage all financial matters of the Ministry;
  • Prepare financial reports and liaise with the Ministry of Finance on the disbursement of funds;
  • Collaborate with the Planning Department on the preparation of budgets and disbursement of funds in accordance with programs and activities outlined in the Strategic Plan and Annual Work Plans.

Internal Audit Unit

The Section is responsible for monitoring and inspection of all financial and internal controls, regulations and procedures in the Ministry for purposes of ensuring transparency and accountability in the application of public funds.

The Section performs the following specific functions:

  • Facilitate the system for identifying major organisational risks and recommending appropriate interventions;
  • Undertake systems audits;
  • Monitor and inspect all financial and stores transactions in the Ministry to ensure compliance to laid down procedures;
  • Undertake performance, governance and other specialised audits to ensure value for money in programme implementation;
  • Facilitate the holding of Audit Committee Meetings; and
  • Preparation of internal audit reports.

Procurement and Supplies Unit

The Procurement and Supplies Section is responsible for procurement, storage and distribution of goods and services for the efficient functioning of the Ministry. This Section is performs the following functions:-

  • Undertake procurement, storage and distribution of goods and services;
  • Develop and implement the Ministry’s procurement plan;
  • Maintain effective linkages with all Departments and the Zambia Public Procurement Authority;
  • Provide secretarial services to the Ministry’s Procurement Committee;
  • Update and maintain the asset register; and
  • Facilitate the disposal of unserviceable assets.