DFMS
DEPARTMENT OF FINANCE AND MANAGEMENT SERVICES
The organizational structure of the GRA shows that The Department of Finance and Management Services (DFMS) is one of the support departments to the two operational departments – Customs and Excise and Domestic Taxes. The Department is the division of the GRA responsible for administrative affairs, financial matters and IT/MIS issues. This clearly shows that it is a very important Division of the GRA as it plays a pivotal role in ensuring that the Authority functions effectively and efficiently and satisfactorily performs its mandate of revenue collection.
The Department is headed by a Director who provides coordination and direction to the effective functioning of the department on a day to day basis. In line with the Authority’s overall objective, the Director develops the department’s strategy to ensure the achievement of the Authority’s Mission through its corporate plan.
The DFMS is divided into three units namely; Human Resources and Administration (HR & Admin) , Finance and Accounting (F&A) and Information Technology and Management Information Systems (IT/MIS) Units respectively. Each of these units is headed by a Deputy Director who is directly responsible for the day -to -day operations of the respective units, thus providing the necessary support to the Director for the overall administration of the Department.
Departmental Objectives
Among the key responsibilities of the DFMS is the formulation of personnel policies and procedures, coordinating financial activities such as budgeting and procurement, and assessing and managing the provision of internal IT and MIS services. This requires the development of strategies in conformity with the Authority’s mission statement which, should contribute significantly to the successful achievement of the Authority’s wider objectives of effective and efficient revenue collection. Therefore, the main objectives of the Department are:
Objective 1
Development of the necessary personnel and management policy documents and procedures that would serve as guiding principles to the staff in the performance of their duties and responsibilities
Activities
-Development and effective administration of a Staff Service Rule
-Development and application of a Staff Code of Conduct
-Development of a viable training policy that would enhance succession planning through effective capacity building
-Development of vehicle policy which would enhance the proper use and maintenance of vehicles
-Development of an Accounting Manual that would ensure adherence to recognized best standard accounting processes and procedures
-Development of a sound and applicable IT policy that would ensure security and proper use of IT equipment and facilities
Objective 2
Employment of an adequate number of staff who are highly qualified and experienced and highly motivated
Activities
-Recruitment of the right caliber of staff to fill the right positions
-Ensure that the full staff complement is in place at all times
-To ensure a comprehensive and deserved incentive package for the staff
-Ensure that all staff are continuously trained to ensure that they keep pace with the changing business environment and tools being used to perform duties and responsibilities in a professional and effective manner
-Design and implement appropriate staff recruitment and retention policies
Objective 3
Effective and efficient management of resources by ensuring judicious use of the Authority’s human and financial resources
Activities
-Ensure proper mobilization and utilization of resources
-Implement sound accounting and management practices and principles-
-Carry out performance appraisal of staff
-Adhere to and implement the Staff Code of Conduct and Service Rule
-Introduction and observation of a budgeting system that would encourage participation, prioritisation, accountability and efficiency
Adoption of a sound and user friendly accounting and management system
Objective 4
Use of procedures and processes that are recognized standard best practices for the procurement of goods and services for the Authority and to ensure value for money
Activities
-Establishment of a procurement unit that would handle and administer all procurement activities in an effective and professional manner
-Set up of a Contracts Committee that would coordinate all procurement activities and make decisions on major procurements
-Sensitization and training of all contract committee members and staff that would be involved in procurement activities on the GPPA procurement rules, regulations, procedures and processes
-Development of procurement plans to ensure timely and fair procurement process.
Objective 5
Establishment of efficient computerized systems for ease of revenue collection and administration and financial management
Activities
-Ensure that the Authority’s Computerized systems (ASYCUDA, GAMTAXNET and EPICOR) are working effectively and are used to their fullest potentia
-Ensure that these computerized systems are producing the required reports at the required time for the appropriate authorities
-Network of all GRA offices to allow easy access and use of the various systems and internet services
-Development of a central database and interface with other operating systems
The successful implementation of the stated activities would lead to the attainment of the set objectives, which would subsequently contribute in no small measure to the attainment of the Vision of the GRA which is:
“To be a highly efficient and modern revenue administration that enhances national growth and development through promoting equity, transparency, integrity and professionalism in the interest of all stakeholders”.