Administration

BRIEF ON THE DIRECTORATE OF ADMINISTRATION
The Directorate of Administration occupies a position of strategic importance in the affairs of the National Institute. This status is derived extensively from the centrality of its roles of providing services to the other statutory directorates and units created by the Board of Governors. The Directorate constitutes the National Institute’s communication arteries in terms of policy processing, personnel management, finance and supplies, interpretation of rules and regulations and other statutes of government. Its discharge of these quintessential services entails provision of the secretariat serves to the Institute’s Board of Governors and the Management. It feeds into, and receives policy feedback from all the operational organs of the Institute. In consonance with the law establishing the National Institute, the Secretary/Director of Administration (SDA) heads the Directorate, and the current holder is Jonothan Mela Juma, mni, the fourth alumnus as SDA.

The SDA, who advises the DG on the day-to-day administration and finances of the Institute, discharges his mandate through ten Departments including a Liaison Office in Abuja. The Departments and Liaison Office are currently headed by Deputy Directors.

THE DEPARTMENTS AND THEIR FUNCTIONS

  1. General Administration General Administration is responsible to the Sec/Director of Administration and is the coordinating department of the Directorate of Administration. Its activities involve liaising with and coordinating the work of other departments and Units in the Directorate. It also coordinates the administration and services of the Board/Management Secretariat and general administration of the National Institute. Its activities include the handling of minor procurements, routine maintenance services other than capital projects, maintenance of office equipment, identification and allocation of office equipment, identification and allocation of office space to departments, divisions and units, ensuring timely retirement of advances by staff and approving retirement of advances by staff and approving retirement of advances; legal services; transport and security services. The Department is headed by Chuks I. Nwocha, a Deputy Director. This Department is divided into the following four units for optimum performance and operational efficiency.
    • General Administration Unit
    • Board/Management Secretariat Unit
    • Legal Services Unit 
    • Security and Transport Unit
  2. Human Resources Department Human Resource Department is responsible to the Sec/Director of Administration in general personnel and establishment matters which involve appointments, promotions and discipline of staff, deployment and personnel records. It serves as the Secretariat of the National Institute Appointments, Promotion and Disciplinary Committees. Essentially, the activities of the Department are human resource planning, recruitment, deployment and discipline, preparation of manpower annual budget, a responsibility discharged along with the Bursary Department. Mrs. A. Ebeye, Deputy Director, heads this Department. Human Resource Department is divided into the following Units:
    • Establishment
    • Registry
  3. Bursary Department Bursary Department is responsible to the Sec/Director of Administration in the general management of the finances of the National Institute in matters of annual budget planning, preparation and defence. Its functions are majorly management of funds and maintenance of statutorily required financial records, disbursement of funds, expenditure control, final accounts and stores management in line with financial regulations. The Department is headed by an Ag. Bursar, Mr. Musa Duwam. The Bursary Department is divided into four Units, namely:
    • Budget
    • Expenditure control
    • Final accounts
    • Central stores
  4. Works and Maintenance Department The Works and Maintenance Department is responsible to the Sec/Director of Administration and is saddled with the planning, development and maintenance of all infrastructure, facilities and engineering services. Its functions also include the deployment of both human and material resources to achieve cost-effective development that will meet high engineering standards; liaises with the Federal and State Government’s agencies/parastatals including the organized private sectors in respect of approved developmental projects. The Parks Gardens Unit of this Department is responsible for improving the existing plants, flowers and the maintenance of the lawns to enhance the beauty of the entire Institute; it oversees the total cleanliness of the Institute an these includes, cutting down over-grown grasses, cleaning of drainage to allow free flow of water, disposal of solid wastes. The Department is headed by Engr. (Mrs.) Laraba Bukar. The Department is divided into the following Units:
    • Civil/Structural Unit
    • Mechanical and Maintenance
    • Parks and Gardens
  5. Staff Training & Development Department The Staff Training and Development Department is responsible to the Sec/Director of Administration and is charged with the responsibility of staff capacity building towards achieving the vision and mission of the national Institute. Its main activities include, identifying and evaluating the training needs to staff unit by unit, as a requisite for establishing the Annual Training Plan for the Institute; liaising with the relevant training institutions/consultants for appropriate training programmes. It facilities and conducts in-house training modules to enhance the performance of staff. It serves as the Secretariat of the Institute’s Staff Training Committee and handles internal deployment and manages the affairs of National Youth Service Corps Members, Students on Industrial Attachment as well as National Directorate of Employment (NDE) trainees. The Department is headed by Barr. Ralph O. Oyefi, a Deputy Director.
  6. Staff Pensions and Welfare Department This Department is responsible for handling staff and SEC Participants general welfare matters, retirement and pension’s matters. The Department facilitates the payment of claims in respect of deceased staff. It also handles all matters connected with the insurance of NIPSS assets and Group Personal Accident Insurance for Institute’s staff. It serves as the Secretariat of the NIPSS Staff Pensions Scheme Fund Board of Trustees. The Department prepares and submits Pensioners Annual Budget to the Office of the Head of Service of the Federation and Federal Ministry of Finance. This Department is headed by a Deputy Director, Mrs. Beatrice O. Agu. It is divided into the following Units:
    • Pension Matters
    • Staff and Participants Welfare Matters
    • General Insurance Matters
  7. Procurement, Planning, Research & Statistics The Department serves as the Secretariat of the Tenders Board and the Head of the Procurement Department is the Secretary of the National Institute’s Tenders Board. The Department ensures that sound Public Procurement policies and practices are followed in procuring goods, works, non-consultant and consultant services for the National Institute. The department ensures that sound policies and practices are entrenched to maintain ethical standards and to prepare long, short and medium prospective plan to monitor and evaluate the activities and programs of various departments and units that make up the National Institute; processing data and data bank management of the Institute. The department is also saddled with the responsibility of coordinating the National Institute’s needs to advertise for works, goods and services, bids evaluation, monitoring and evaluation of projects/programs, prospective plans and contract awards. It gives periodic reports on projects and procurement in the Institute. Mr. Istifanus J. Dihis, an Assistant Director, head the Department. It has the following Units:
    • Procurement
    • Planning, Research & Statistics Documentation and Records
  8. Medical and Health Services Department The Medical and Health Services Department is responsible for the health care delivery services of the Institute and is headed by a Consultant Special Grade II, Dr. Kingsley Ozelle. It advises Management in the formulation of all health policies of the Institute. Its activities cover the following areas, namely: Accident and Emergency/Observation; Laboratory Services; Maternal and Infant Welfare; Family Health (Planning); Medical Records (Statistics and Demographic Reports) and Referral Services to other Health Institutions. The Medial Centre is also a Primary Health Care Provider under the National Health Insurance Scheme (NHIS). At present, it has 1294 enrollees/beneficiaries comprising staff of the National Institute and other sister Institutions, which includes National Veterinary Research Institute (NVRI), Vom, Federal college of Land Resources, Kuru, Federal Ministry of Agriculture and Rural Development, National Institute for Trypanosomiasis Research (NITR), Vom. The Department has the following Units:
    • Medicine
    • Nursing
    • Laboratory
    • Pharmacy
    • NHIS
  9. Catering and Hospitality Department The Catering and Hospitality Department is responsible for providing meals and refreshments to the SEC Participants, guest lectures and other guests of the Institute. It also serves meals and refreshments to the Board of Governors, Management and other Committee meetings. In addition to the catering services, the Department is charged with virtually all the key matters pertaining to hospitality and housing accommodation for Participants and Staff. It takes responsibility for arrangement of halls for all the major events in the Institute. The Department is headed by Mrs. Veronica Musa, a Chief Catering Officer and divided into:
    • Catering/Dietetics Services 
    • Housekeeping Services 
    • Laundry Services
  10. Special Duties Department The Special Duties Department is primarily responsible for maintaining liaison with both local and international institutions that are in cooperation or linkage with the National Institute
  11. National Institute Abuja Liaison Office Department The Abuja Liaison Office of the National Institute as a Department is responsible for effective interaction and linkages with the different arms of the Federal Government, the Presidency, Individuals and Organisations and similar institutions within Abuja to facilitate transactions for mutual benefits. Liaising with Foreign Embassies when necessary to facilitate arrangements for African and World tours of the Senior Executive Course based on specific instruction. The Office is manned by Aliyu A. Ahmed, a principal Executive Officer.

ONGOING PHYSICAL DEVELOPMENT PROJECTS
1. Construction of New Auditorium
The ongoing construction of the new Auditorium that would be equipped with modern and state-of-the-art gadgets is an intervention gesture from the Central Bank of Nigeria (CBN). The project has reached practical completion. With the auditorium is completed, it will go a long way in meeting the ever increasing sitting capacity requirements at various occasions hosted by the National Institute. It would also boost the Institute’s capacity to host international conferences.

2. Construction of Five Star Hostel
The Central Bank of Nigeria (CBN) has commenced the construction of a five star hostel within the National Institute. The hostel consists of 102 en-suite rooms made up of 79 standard rooms, 3 en-suite rooms for physically challenged and 20 suites. It would equally have seminar rooms, conference halls and syndicate rooms to cater for all kinds of capacity building programs of the National Institute.The execution of the project which is progressing steadily would further strengthen the capacity of the Institute to host national and international conferences and workshops. The project would also go a long way in giving the NIPSSConsult a strong footing in hosting and accommodating the Participants of the Policy, Strategy and Leadership Course (PSLC) as well as other activities.

3. Construction of New Laboratory
The SEC 36, 2014 Participants have constructed a diagnostic laboratory for the National Institute Medical Centre.

OTHER ISSUES
1. Staff Conditions and Schemes of Service In its determination to bequeath to the staff of the National Institute, attractive conditions of service, Management constituted Professor Mike Maduagwu’s Committee on the Review of Staff Conditions and Schemes of Service. The Committee showed commitment and dedication in carrying out its assigned mandated and produced a sell-articulated and befitting draft conditions and schemes of service which would give the Institute a competitive edge over other Institutions. The Committee’s Reports and Recommendations were reviewed by Management and were subsequently forwarded to the NIPSS Board of Governors. It is gratifying to note that the Board has considered and approved the draft Conditions and Schemes of Service and Management is forwarding same with the financial implication for final approval. Management is hopeful that the documents would receive accelerated consideration and approval by the Federal Executive Council.

2. Staff Welfare and Career Development Management has not relented in its desire to motivate staff through capacity building even in the face of dwindling financial releases from the Federal Ministry of Finance. It has continued to grant opportunities to staff to improve themselves academically and professionally through in-service training, study leave with/without pay and time-releases. Hardworking and deserving members of staff have continued to be rewarded through regular promotions. In order to ensure objectivity and fairness, Management involved sister institutions like ITF, NVRI, JUTH and Plateau State Ministry of Works in the conduct of promotion examination /interview exercises for both the junior and senior officers. Management places high premium on the welfare of its personnel and to encourage and ensure optimal job performance, the Human Resources Department has issued a call circular on staff promotion for 2014 and this would be conducted before the end of the year.

3. Funding The annual budgetary allocation over the years has been dwindling and also the releases have not been coming as and when due and this has made planning very difficult. As a result, the Institute has resorted to alternative means of funding to meet the increasing challenge of its mandate. The funding received to-date have been properly disbursed to pay for services which include among others, the Participants’ Foreign and Local Tours, Payment of Salaries, and General and Administrative Expenditures.

FUTURE PLANS
1. NIPSS Abuja Plaza
A Plaza that will accentuate the image of the National Institute is being proposed in Abuja. The multi-purpose high-rise building will house conference halls and array of office complex tailored to the ever growing need for office accommodation at the Federal Capital by corporate bodies and agencies. The plaza will house the NIPSS Liaison Office in a more befitting structure.

2. Proposed NDIC Project
The Nigerian Deposit Insurance Corporation (NDIC) has agreed to give the National Institute a Research Centre. All arrangements are on ground to provide a befitting accommodation for the Research Directorate. i. Full computerization of activities including online real time financial transactions. This would reduce reporting time and increase output and accountability. ii. To improve financial management in order to increase operating surplus. iii. Intensive training requirement of staff to meet up with modern technology, especially as it relates to recommended government policy of financial reporting.

CHALLENGES
i. The Works Department in particular is under-staffed. Over the years the Department has lost some staff due to untimely death and retirement.
ii. Lack of working tools and materials in the central store have hindered efficiency in the works department as the response-time to handle complaints is unnecessarily delayed.
iii. All the departments in the Directorate of Administration lack utility vehicles for routine official work such as market surveys, monitoring and evaluation of projects.
iv. Delay in the commencement of capital projects puts the Works Department in a disadvantage position.
v. Delay in carrying out remedial works at the Participants chalets put the Works Department under pressure.
vi. Funds approved by Mr. President are yet to released thereby impeding the ability of the Management to meet its financial obligations.
vii. Delayed payments to contractors due to non-release of approved budgetary provisions.
viii. Inadequate funds for prospective procurement plans.
ix. Need for capacity building for procurement and planning officer.

PROSPECTS
1. The directorate has the great prospects in terms of its capacity to see to the successful execution of all the projects and proposals aforementioned.
2. The leadership and officers of the directorate of administration are poised to see that it continues to provide support services to all the Directorates and Departments in the Institute.
3. With adequate support from the Management, the Procurement and Planning Department is capable of saving enough money from contract award through bids evaluation, in-depth analysis to the Institute.
4. Identification of competent service providers/contractors for the National Institute.
5. Ensuring the standard best practices in procurement are attained.