The Directorate is headed by Secretary. It is responsible for coordinating prioritization and formulation and tracking the implementation of policies across MDAs towards achievement of the national development agenda.

The functions of the Policy Co-ordination and Strategy Directorate are to:

• Co-ordinate the identification, prioritization and formulation of policies by MDAs to achieve the national development agenda;
• Collaborate with MDAs and other relevant institutions to build capacity on policy making process;
• Ensure MDAs comply to constitutional requirement on public participation and stakeholder involvement in public policy formulation;
• Establish fora for Government, private sector and other key stakeholders on emerging socio-economic issues for policy interventions;
• Collaborate with relevant institutions on research and analysis on emerging issues of policy intervention;
• Develop and maintain Policy Tracking Information System;
• Provide policy advisory on implementation of national development agenda; and
• Monitor and evaluate implementation of the national government policies.

The Directorate has two divisions which include:
1. Policy Coordination and Strategy Division.
The Division is headed by a Director and its functions entail;

• Providing guidance in the identification, prioritization and formulation of policies by MDAs necessary to achieve the national development agenda;
• Collaborating with MDAs and other relevant institutions to build capacity on policy making process;
• Monitoring compliance of MDAs to constitutional requirement on public participation and stakeholder involvement in public policy formulation; and
• Identifying fora for Government, private sector and other key stakeholders on emerging   socio-economic issues for policy interventions.

2. Policy Analysis and Advisory Division.
The Division is headed by a Director and its functions entail;

• Identifying and collaborating with relevant institutions on research and analysis on emerging issues of policy intervention;
• Providing policy advisory on implementation of national development agenda;
• Coordinating and tracking policy making process in all MDAs; and
• Monitoring and evaluating implementation of the National Government Policies.

Administration Directorate

The Administration Directorate is responsible for managing administrative, logistical, and operational support services that enable the department to deliver its mandate effectively.

It coordinates the day-to-day administrative functions, including human resource support, office management, records management, transport, security, and general office services. The directorate ensures that policies, procedures, and government regulations governing administration are implemented within the department.

The Directorate is headed by the Secretary Administration in the Administration Office, who is responsible for overseeing and coordinating all administrative functions and ensuring compliance with government administrative policies, procedures, and guidelines within the State Department

The Directorate comprises the following Divisions and Units:

1. Administration Division

2. Central Planning and Project Monitoring Department (CPPMD)

3. Human Resource Management and Development (HRM&D) Division

4. Finance Division

5. Accounts Division

6. Supply Chain Management Division

7. Public Communications Division

8. Information and Communication Technology (ICT) Division

9. Internal Audit Division

Mandate of the Administration Directorate

The mandate of the Administration Directorate includes .

1. Administrative Support Services
The Administration Directorate provides administrative and logistical support to all directorates and divisions within the State Department. It coordinates office operations to ensure efficient workflow and the smooth functioning of day-to-day activities across the department.

2. Human Resource Administration
The Directorate supports the implementation of human resource policies, procedures, and guidelines. It also coordinates staff deployment, performance management processes, and staff welfare matters in line with established government regulations.

3. Records and Registry Management
The Directorate is responsible for maintaining proper records and registry management systems. It ensures the safe custody, classification, and timely retrieval of official documents and official correspondence within the department.

4. Office Management
The Directorate oversees general office management functions, including the allocation of office space, provision of office supplies, and coordination of general office services to ensure a conducive and well-organized working environment for staff.

 Public Communications Division

The Public Communications Division is responsible for managing and coordinating all communication activities within the department and between the government and the public. Its main role is to ensure that information about government policies, programs, and services is clearly communicated to employees, other government institutions, the media, and citizens. The division also helps maintain the government’s public image and ensures that communication is accurate, timely, and consistent.

Functions of the Communication Division in the State Department

1. Information Dissemination
The division distributes official information such as policies, announcements, reports, and updates to the public and government staff.

2. Media Relations
It works with newspapers, television, radio, and online media to share government news and respond to media inquiries.

3. Public Awareness and Education
The division organizes campaigns and programs to educate citizens about government policies, services, and development projects.

4. Internal Communication
It ensures that employees within the department receive important information, instructions, and updates from management.

5. Public Relations and Image Management
The communication division helps build and maintain a positive image of the government through effective communication.

6. Crisis Communication
During emergencies or important events, the division provides accurate information and updates to the public.

7. Feedback Collection
It gathers public opinions, suggestions, and complaints and communicates them to the relevant authorities for action.

Finance Division

The Finance Division is responsible for managing the financial resources of the department. It ensures that government funds are properly planned, allocated, used, and accounted for according to financial regulations and policies. The division prepares budgets, controls spending, keeps financial records, and ensures that public money is used efficiently and transparently.

Functions of the Finance Division in the State Department

1. Budget Preparation
The finance division prepares the department’s annual budget by estimating income and expenditure for government programs and activities.

2. Financial Management
It manages and controls the use of funds to ensure that money is spent according to approved budgets and government regulations.

3. Accounting and Record Keeping
The division keeps accurate financial records of all transactions, including payments, receipts, and expenses.

4. Financial Reporting
It prepares financial reports to show how government funds have been used and submits them to relevant authorities.

5. Payment Processing
The division handles payments for salaries, supplies, services, and other departmental expenses.

6. Financial Control and Auditing Support
It ensures proper use of funds and cooperates with auditors to check that financial activities follow government rules.

7. Resource Allocation
The finance division distributes funds to different units or programs within the department based on priorities and approved plans.

Accounts Division

The Accounts Division is responsible for recording, maintaining, and managing all financial transactions of the department. It ensures that all income and expenditures are properly documented and accounted for according to government financial regulations. The division keeps accurate financial records and helps ensure transparency and accountability in the use of public funds.

Functions of the Accounts Division in the State Department

1. Recording Financial Transactions
The accounts division records all financial transactions such as payments, receipts, and expenses.

2. Maintaining Financial Records
It keeps proper books of accounts and financial documents for reference and auditing purposes.

3. Preparation of Financial Statements
The division prepares financial statements and reports that show the financial position of the department.

4. Payment Processing
It processes payments for salaries, suppliers, and other departmental expenses after verifying the documents.

5. Monitoring Expenditures
The accounts division checks that spending follows the approved budget and financial regulations.

6. Supporting Audits
It provides financial records and information to auditors to ensure transparency and accountability.

7. Handling Receipts and Revenue
The division records and manages any revenue or funds received by the department.

ICT Division

The ICT (Information and Communication Technology) Division is responsible for managing and supporting the department’s technology systems and digital communication tools. It ensures that computers, networks, software, and information systems work properly to support government operations and service delivery. The ICT division also helps to improve efficiency by introducing modern technology and protecting government data.

Functions of the ICT Division in the State Department

1. Managing ICT Infrastructure
The division maintains computers, servers, networks, and other technological equipment used in the department.

2. System Development and Maintenance
It develops, installs, and maintains information systems and software used for government operations.

3. Technical Support
The ICT division provides technical assistance to staff when they face problems with computers or other ICT equipment.

4. Data Management and Security
It manages digital data and ensures that government information is stored safely and protected from unauthorized access.

5. Improving Communication Systems
The division supports communication tools such as email systems, internet services, and online platforms used in the department.

6. Supporting Digital Government Services
ICT helps implement e-government services that allow citizens to access government services online.

Supply Chain Management Division

The Supply Chain Management (SCM) Division is responsible for managing the procurement, storage, and distribution of goods, services, and materials needed for government operations. The division ensures that all supplies are purchased, stored, and delivered efficiently and in accordance with government procurement policies and regulations. It helps the department obtain the right goods and services at the right time and at the best value.

Functions of the Supply Chain Management Division in the State Department

1. Procurement of Goods and Services
The division purchases equipment, materials, and services required for the department’s operations.

2. Supplier Management
It identifies, evaluates, and manages suppliers to ensure quality goods and services are provided.

3. Inventory Management
The division keeps records of stock and ensures that materials and supplies are available when needed.

4. Storage and Distribution
It manages the storage of goods and distributes them to different units within the department.

5. Ensuring Compliance with Procurement Regulations
The SCM division ensures that all purchasing activities follow government rules and regulations.

6. Cost Control
It helps control costs by purchasing goods and services at competitive prices and preventing wastage.

7. Contract Management
The division manages contracts with suppliers to ensure that goods and services are delivered as agreed.

Human Resource Management and Development Division

The HRM&D (Human Resource Management and Development) Division is responsible for managing the department’s human resources and developing employees’ skills and abilities. It ensures that the department has qualified staff, proper working conditions, and opportunities for training and career growth. The division also ensures that human resource policies and government employment regulations are followed.

Functions of the HRM&D Division in the State Department

1. Recruitment and Selection
The division is responsible for recruiting and selecting qualified employees to work in the department.

2. Training and Development
It organizes training programs to improve employees’ skills, knowledge, and job performance.

3. Employee Performance Management
The division monitors and evaluates employee performance to ensure efficiency and productivity.

4. Staff Welfare and Relations
It looks after employee welfare, resolves workplace issues, and promotes good working relationships.

5. Human Resource Planning
The division plans for current and future staffing needs in the department.

6. Implementation of HR Policies
It ensures that government human resource policies, rules, and regulations are properly followed.

7. Career Development
The division supports promotions, career growth, and professional development of employees.

Central Planning and Project Monitoring Division

The CPPMD (Central Planning and Project Monitoring Division) is responsible for planning, coordinating, and monitoring the department’s policies, programs, and strategic activities. The division ensures that the department’s plans and projects are aligned with government goals and that their implementation is properly monitored and evaluated. It also helps measure the performance and progress of government programs.

Functions of the CPPMD Division in the State Department

1. Strategic Planning
The division prepares and coordinates the department’s strategic plans, work plans, and development programs.

2. Policy Development and Coordination
It helps in developing government policies and ensures that policies are properly implemented within the department.

3. Monitoring and Evaluation
The division monitors projects and programs to check whether they are achieving their intended goals.

4. Performance Measurement
It assesses the performance of departmental programs and activities to ensure efficiency and effectiveness.

5. Reporting on Progress
The division prepares progress reports on projects, policies, and departmental activities for management and government authorities.

6. Improving Service Delivery
It identifies challenges in programs and suggests improvements to enhance government service delivery.

7. Coordination of Development Programs
The division coordinates different projects and initiatives to ensure they work together to achieve departmental objectives.

Internal Audit Division

The Internal Audit Division is responsible for examining and evaluating the department’s financial and operational activities to ensure that they follow government laws, policies, and procedures. The division checks whether resources are being used efficiently, effectively, and transparently. It helps management identify risks, prevent fraud, and improve financial and administrative controls.

Functions of the Internal Audit Division in the State Department

1. Reviewing Financial Records
The division examines financial documents and transactions to ensure accuracy and compliance with government regulations.

2. Ensuring Compliance
It checks whether the department follows government policies, rules, and procedures in its operations.

3. Risk Assessment
The internal audit division identifies possible risks such as financial mismanagement or fraud and recommends ways to prevent them.

4. Evaluating Internal Controls
It reviews the systems and procedures used to control finances and operations to ensure they are effective.

5. Improving Efficiency
The division provides recommendations to improve efficiency and effectiveness in departmental activities.

6. Reporting Findings
It prepares audit reports and presents findings and recommendations to management for corrective action.

7. Preventing Fraud and Misuse of Funds
The division helps detect and prevent fraud, corruption, and misuse of government resources.