Financial Affairs Department
Terms of reference:
Review and audit the draft budget and the final account of the Ministry and auditing the work of the controls and sections to verify the application of instructions and financial regulations issued by the competent authorities.
Follow up the implementation of the development and operational plan of the Department in coordination with the Administrative Development, Training and Planning Department.
Receive bids from participants in the tenders and auctions and put them in the Fund for this purpose and prepare the relevant lists.
Prepare the draft budget for the Ministry and participate in its discussion with the competent authorities in the State.
Pay the dues of employees in the Ministry and implement the decisions of financial deductions.
Preparation of the draft budget of the second, third and fourth sections of the programs of the General Office and Real Estate Registration as well as the program of the fifth section of the budget with the inclusion of the draft budget of the first section at the level of the Ministry's programs in coordination with the Department of Administrative Affairs.
Follow-up and collection of all revenues of the Ministry.
Follow up settlement of balances of settlement and regular accounts.
Checking the application of the instructions and financial rules and preparing the final account of the Ministry.
The Director of Financial Affairs Department is responsible for the following:
To verify the application of laws, decisions of the Council of Ministers and the instructions of the Ministry of Finance regarding the financial procedures to be followed in accordance with the rules established in this regard.
Supervising, directing, planning and follow-up of all the work performed by the Department bodies, directing the employees and evaluating their efforts.
Supervising the preparation of the draft budget and the final account of the Ministry.
Approving the forms of disbursement, entry and supply issued by the Department's supervisors, signing checks, letters of remittances, cash disbursements and all letters and transactions issued by the Department to address the entities affiliated with the Ministry and other bodies.
Approving the transfers of the budget sections according to the instructions and financial circulars issued in this regard.
To lay down the development and operational plan of the Department. achieve its objectives and follow up its implementation within the general plan of the Ministry in coordination with the Administrative Development, Training and Planning Department.
Implementation of decisions and circulars related to the proper functioning of the work and its organization to achieve the objectives and general policy of the Ministry.
The preparation of annual reports and the periodic leave plan for the Department's staff, and the recommendations for the promotion and granting of incentives to the Department's staff.
Other works assigned to him as required by the nature of the Ministry’s function.
The following sections are directly accountable to the Department Director:
o Audit and Follow-up Section, specialized in the following:
Carry out the review and audit of the Department’s controls and sections to verify the implementation of the instructions and financial regulations issued by the competent authorities, submit periodic reports to the Director of Department showing the level of performance achievement, imbalances and deficiencies in the performance of each control and section of the Department in accordance with the terms of reference.
Follow up and review the work of the Department’s disbursement, entry and supply processes and verification of the validity of the forms issued in this regard and the safety of the documentary cycle in accordance with the financial instructions.
Maintain copies of the ongoing contracts concluded by the Ministry and their disbursement forms as a document of control and follow-up.
Review and audit the draft budget and the final account of the Ministry.
The technical review of the balances and the monthly statements of settlement of the work of the Department sections and the submission of periodic reports to the Director of the Department.
Coordinating with the concerned authorities to prepare a response to the observations of the regulatory bodies in the State (Audit Bureau - Ministry of Finance - National Assembly) regarding the work of the Department.
Follow up the implementation of the development and operational plan of the Department in coordination with the Administrative Development, Training and Planning Department.
Determine the training requirement of the Department staff, develop an annual training plan and coordination with the Administrative Development, Training and Planning Department and the Ministry of Finance towards the establishment of courses and training programs for the Department staff.
Follow up the level of achievement and the annual performance rates of the work of controls and sections and prepare their annual statistical data.
Other tasks assigned to it by the Director of the Department are required by the nature of the work.
Tenders Section, specialized with the following:
Receive documents of tenders and auctions before the proposal by the Contracts Section and take the necessary procedures to sell them and prepare their lists.
Receive bids from participants in the tenders and auctions and put them in the appropriate box and prepare their lists.
Receiving tender bids received from the Central Tenders Committee to complete the study and award procedures.
Attend the preliminary meetings of the tenders, inquiries and auctions offered, prepare the minutes of those meetings and send them to the competent authority after their approval.
Present the bids to tenders, auctions and inquiries to the Procurement Committee of the Ministry to decide them, preparation of their statements and statements for the award and sign them to signify having been checked.
Refer the bids accepted of all kinds and the samples enclosed with them to the requesting authorities to study and make recommendations thereon to be submitted to the Procurement Committee of the Ministry and extend the study periods if necessary, in coordination with the competent authorities.
Preparing and drafting the agenda and minutes of the meetings of the Procurement Committee of the Ministry and implementing the decisions made in coordination with the competent authorities.
Drafting correspondence of the Procurement Committee in the Ministry and preparing periodic and non-periodic reports on the work of the Committee.
Refer the awarded bids with the award letters and initial letters of guarantee or cheques to the Contracts Section to take the contract procedures. .
Announce on the Department bulletin board the suppliers whose bids have been accepted and the suppliers whose bids have not been accepted with indication of the reasons for rejection for each ender or auction separately.
Receive and keep the minutes of the meetings and copies of the correspondence of the Procurement Committee of the Ministry, as well as the keeping of the unacceptable bids according to the legal period prescribed therein.
Follow-up of the Ministry's work with the Central Tenders Committee and the other tasks assigned to it according to the nature of work.
Secretarial and Archiving Section, specialized in the following:
Receive the incoming correspondence to the Department and record them in the records prepared for this purpose after verifying their attachments and then presenting them to the Department officials in preparation for delivery to the competent sections.
Receive outgoing correspondence of the Department and ensure that they satisfy the signatures, enclosures and stamp, and ensure sending them directly to the concerned authorities after registration in special registers to this effect and keep a copy thereof in the files prepared for this purpose.
Providing typing and photocopying services required for the work of the Department.
Receipt of forms of disbursement, registration and supply monthly from the competent sections after completion of their documentary cycle and keeping them in special registers.
Prepare lists and follow-up the weekly correspondence sent to Department sections, in preparation of presenting them to the Director of the Department.
To carry out all administrative work related to the employment affairs of the Department staff and to implement the decisions and circulars issued by the Ministry and the instructions of the Director of the Department in this regard.
Follow-up the working hours of the staff of the Department and the preparation of their forms as well as supervising the typists, drivers, correspondents and office boys working in the Department and implementation of recommendations issued by the Director of the Department.
Keep collection and supply receipts in coordination with the Revenues and Cash Section.
Prepare and fill out requests for disbursement, return, transfer of the personal and organizational custodies, consumables, and Department publications, keep and distribute them to Department sections according to actual need.
Keeping the data and documents related to the Department staff in their files, keeping the organizational and personal custodies cards, and recording and following them in accordance with the instructions and decisions issued in this regard.
Follow up the work related to the Department with the other departments and sectors of the Ministry or external bodies.
other tasks assigned to it required by the nature of the work.
• Budget and Disbursement Control:
1.Prepare the draft budget for the Ministry and participate in its discussion with the competent authorities in the State.
2.To carry out procedures for the disbursement of employees' entitlements in the Ministry and the implementation of decisions of financial deductions.
3.Audit the disbursement in accordance with the financial allocations, auditing the accounts and verifying the validity of the financial and documentary procedures.
This Control consists of four sections, as follows:
o Budget Section, concerned with the following:
1.Preparation of draft budget for the second, third and fourth sections of the programs of the General Office and Real Estate Registration, as well as the Judiciary program in the fifth chapter, with the inclusion of the first chapter budget draft on the level of the Ministry programs in coordination with the Administrative Affairs Department, then consolidate the full Ministry budget draft.
2.Financial commitment and disbursement on the Ministry budget and follow up of its procedures.
3.Review and study of the budget implementation during the fiscal year, by supervising all the Department’s functions having a financial impact on the budget.
4.Coordination with the Administrative Affairs Department in connection with any commitment items before disbursement such as (remunerations for other works – outstanding works remunerations – overtime work remuneration – training and teaching remuneration – travel tickets- etc.)
5.Prepare monthly and quarterly reports including the disbursement and commitment under the budget chapters.
6.Conducting financial transfers in accordance with the decisions issued in this regard.
7.Preparation of detailed statements of amounts disbursed to the judicial program and preparation of the budget sections memorandum according to the quarterly financial statements and the final account.
8.Review the documents of payment of suppliers' receivables in addition to (translation fees - lawyers fees - fees of experts assigned from outside the Ministry – hired for other types of work) in preparation for sending them to the Disbursement Section of the Department to take the necessary action.
9. Other tasks assigned to it as required by the nature of the work.
o General Cadre Salaries Section, specialized as follows:
1.To take all necessary measures regarding the disbursement of the salaries of the Ministry Departments staff under the Section, through the integrated systems of the civil service (Central Financial Information System) associated with the Civil Service Bureau.
2.Receipt of incoming correspondence received from the Department of Administrative Affairs concerning the Ministry's employees for processing.
3.Preparation of monthly statements on salaries and leave and send them to the Central Bank and local banks.
4.Paying the financial dues of employees who have completed their services and settling their salaries monthly under the custodies and salaries paid in advance account, after making sure that all the required documents and releases are received from the departments in which they worked.
5.Take the necessary measures regarding the disbursement of salaries of new appointees and follow-up of the validity of disbursements for the program, budget and salary.
6.Implementation of the decisions concerning the payment of monthly financial remunerations to those seconded to work with the Ministry as well as the annual bonuses resolutions (excellent works, other works, etc.).
7.Preparation of the lists of the salaries of the appointees on the first and second complementary provision and coordination with the Budget Section to request the Ministry of Finance to replace the same.
8.Implement and review the decisions issued on the periodic increments twice a year in January and July and promotions by seniority and the implementation of promotions by selection.
9.Preparation of the gross salary record per month to charge the expenditure to the budget items.
10.Preparation and processing of monthly deduction statements in line with the payroll record and delivery to the Settlement Accounts Section to take the necessary procedures for the implementation of monthly transfers to the parties concerned with the deductions.
11.Other works assigned to the Section by the Director of the Department required by the nature of the work.
oSpecial Cadres and Affiliated Departments Salaries Section, specialized with the following:
1.To take all necessary measures regarding the disbursement of the salaries of the Ministry Departments staff under the Section, through the integrated systems of the civil service (Central Financial Information System) associated with the Civil Service Bureau.
2.Receipt of incoming correspondence received from the Department of Administrative Affairs concerning the Ministry's employees for processing.
3.Preparation of monthly statements on salaries and leave and send them to the Central Bank and local banks.
4.Paying the financial dues of employees who have completed their services and settling their salaries monthly under the custodies and salaries paid in advance account, after making sure that all the required documents and releases are received from the departments in which they worked.
5.Take the necessary measures regarding the disbursement of salaries of new appointees and follow-up of the validity of disbursements for the program, budget and salary.
6.Implementation of the decisions concerning the payment of monthly financial remunerations to those seconded to work with the Ministry as well as the annual bonuses resolutions (excellent works, other works, etc.).
7.Implement and review the decisions issued on the periodic increments twice a year in January and July and promotions by seniority and the implementation of promotions by selection.
8.Other works assigned to the Section by the Director of the Department required by the nature of the work
o Disbursement Section, specialized with the following:
1.Receipt of transactions from the sections of the Department after making sure that all the documents necessary for the disbursement are completed.
2.Review the disbursement documents, the payroll and prepare the necessary forms for disbursement.
3.Transfer of financial dues to beneficiaries in addition to the transfer of salaries and monthly deductions to banks and prepare requests and forms of external transfer in coordination with the competent departments.
4.Preparation and approval of the registration, disbursement and supply forms issued after their review to verify the validity of the financial procedures followed in this regard.
5.Write the accounting instructions on the forms after their approval in order to distribute them to the relevant departments.
6.Reconciliation of the disbursement with the judicial affairs section according to the chapters of the budget under this item.
•Revenues and Accounts Control, specialized with the following;
1.Follow-up and collection of all revenues of the Ministry.
2.Follow-up settlement of balances of settlement and regular accounts.
3.Verify the application of the financial instructions and rules on the work of the Control.
4.Preparation of the final account of the Ministry.
This Control consists of four sections, as follows:
o Revenue Section, specialized with the following:
1.Review collection receipts received from the Ministry's sub-funds, prepare their own supply forms and control the delivery and receipt of collection receipts.
2.Follow up the collection and supply of the Ministry's revenues from the sub-funds and other entities and deposit them for the Ministry's account with the Central Bank of Kuwait (revenues) and transfer them to the Ministry of Finance on the dates specified in accordance with the financial instructions issued in this regard.
3.Transfer of the adjustments and revenues excluded monthly.
4.Receipt of checks and deposit them in the Ministry's account with the Central Bank (revenues) in accordance with the financial instructions and the preparation of registration forms in this regard.
5.Follow-up of the collection of investment consideration installments collected from the contractors according to their respective dates in accordance with the conditions stipulated in government auction contracts and the like, provided that the Contract Section is notified with a copy of collection receipts for follow-up.
6.Keep revenues, banks and cash registers in connection with revenues.
7.Prepare the budget draft, quarterly and final account in connection with the Ministry revenues.
8.Preparation and approval of the supply and entry forms concerned with revenues and keep them after completing the documentary cycle and deliver them to the Secretarial Section monthly.
o Cash Section, specialized with the following:
1.Disbursement of the value of the disbursement permits and delivery of the checks attached to the approved disbursement forms after being recorded in the relevant statements and records.
2.Keeping checks and disbursement permits in accordance with financial instructions.
3.Receipt of all amounts according to the forms of supply and entry and registration in their lists and preparation of their supply receipts.
4.Depositing the revenues collected in the income account with the Central Bank.
5.Deposit of financial stamps and guarantees collected in the expense account with the Central Bank.
6.Receipt the financial stamps custody from the Ministry of Finance, keep and dispense them to the sub-funds as per the disbursement forms prepared for this purpose. .
o Settlement Accounts Section, specialized with the following:
1.Keeping records of the custodies and trusts in accordance with circulars and financial instructions issued in this regard.
2.Follow-up of payment of the claims for phones, automated connection lines, mobile phones and pagers of the Ministry.
3.Periodic examination of settlement accounts – trusts and custodies of all types and make the necessary adjustments to reduce the inflation of their balances.
4.Conducting remittances to the Ministry of Finance monthly.
5.Transfer the amounts collected through POS machines for the civil and criminal guarantees from the bank of revenues to the bank expenses per month.
6.Receipt of statements of deductions from the Payroll Department to take the necessary procedures for their reconciliation and transfer their amounts to the concerned authorities.
7.Receipt of entry and disbursement forms and keeping them after completion of their documentary cycle, then handing them over to the secretarial section and archiving monthly..
8.Preparation of the final account for the custodies and trusts..
o Current and Regular Accounts Section, specialized with the following:
1.Keeping accounting records in accordance with the circulars and financial instructions issued in this regard, as follows:
o Banks' records (Central - Expenses/ Local Banks).
o Fund records.
o Current financial records.
o Debt records due to the Government.
o Government debt records.
o Letters of guarantee records.
o Postage stamps.
o Financial stamp records.
9.Regularly check the regular accounts and make the necessary adjustments to reduce the inflation of their balances.
10.Preparation of the Central Bank settlement notes - expenses/and local banks.
11.Addressing the Ministry of Finance monthly on the request of the advance payment to cover expenses from the Ministry's account with the Central Bank in the light of the account balance and expected expenses in coordination with the concerned departments.
12.Match the monthly accounts and prepare the monthly and quarterly statement of account after coordination with the concerned authorities and send the same to the Ministry of Finance in accordance with circulars and instructions issued in this regard.
13.Preparation of the final account of the Ministry in coordination with the concerned authorities in accordance with circulars and financial instructions issued in this regard.
• Procurement and Warehousing Control, specialized with the following:
1.Study the needs of the Ministry of different materials and items, and prepare their estimates.
2.Implement appropriate procurement plans to provide materials and items included in the estimates through procurement methods in accordance with the laws, circulars and instructions issued in this regard.
3.Carrying out all activities related to the receipt of the purchases and verifying their compliance with the specifications and dates specified in the orders, contracts or supply agreements, storing and transferring them to the requesting parties in light of the actual need.
This Control consists of five sections, as follows:
o Procurement Section, specialized with the following:
1.To carry out direct order purchases in accordance with the financial instructions issued in this regard to provide the warehouses with all the needs of materials and equipment for all sectors of the Ministry and keep their records.
2.Receipt of the receipt forms for the supplied materials and transfer them to the competent departments in preparation for payment of the dues of the suppliers.
3.Preparing quarterly reports related to direct order purchases and sending them to the Ministry of Finance in accordance with the financial instructions issued in this regard.
4.Keeping the register of suppliers and renewing the data annually in accordance with the financial instructions issued in this regard.
o Contracts Section, specialized with the following:
1.Preparation, processing, submission and implementation of contracting procedures for tenders, inquiries and direct contracts of all types in coordination with the competent authorities in accordance with the provisions of Law No. 37 of 1964 and its amendments in respect of public tenders and the Ministry of Finance Circular No. 16 of 1995 and any laws or circulars or instructions issued by the competent authorities in this regard.
2.Preparation, processing, placement and implementation of contracting procedures for government auctions and the like, in coordination with the competent authorities in accordance with the Ministry of Finance circular No. 4 of 1997 on government auctions and any laws or circulars or instructions issued by competent authorities in this regard.
3.Continuing the renewal, extension and modification of all types of contracts according to their nature, renewal, extension and modification of their final guarantees in accordance with the contractual terms and specifications and providing the competent authorities in the Ministry with a copy of the concluded contracts.
4.Prepare the quarterly reports of the section's work and send them to the Ministry of Finance in accordance with the financial instructions issued in this regard.
o Warehouses and Custodies Accounting Section, specialized with the following:
1.To carry out all the specific procedures for the activity and terms of reference of the warehouses and custodies accounting in accordance with circulars and instructions issued by the Ministry of Finance in this regard.
2.Pricing and valuation of assets that have not been previously priced and the value of such assets in the Ministry for inclusion in the final account according to circulars and financial instructions issued in this regard.
3.Auditing the data of the various warehouse forms issued by the automated system.
4.Preparation and processing of the warehouse estimates works. .
5.Preparing quarterly reports for the section's work and sending them to the Ministry of Finance in accordance with the financial instructions issued in this regard.
6.Follow-up the trustees of the organizational units and notify the circulars and instructions issued in this respect.
7.Coordinate with the concerned units in the Ministry to determine the levels of inventory (maximum limit- minimum limit- order limit0 and follow up compliance with the same and update them whenever required
8.Any other works mandated to the section as required by the nature of work.
Warehouse Affairs Follow Up Section, specialized with the following;
1.To carry out all the specific procedures for the activity and the terms of reference of the warehouse affairs in accordance with circulars and instructions issued by the Ministry of Finance in this regard.
2.Issuing purchase orders, forms of storage and printing requests (publications) to the Ministry of Information - Government Press and sending them to the competent authorities to take the necessary action
3.Preparing a manual for the warehouse materials in the Ministry and follow-up amendments on the same on a continuous basis.
4.Preparation and follow-up of forms for materials outside the scope of use and notify the Ministry of Finance and take the necessary action in accordance with the circulars and financial instructions issued in this regard.
5.Receipt and verification of applications (disbursement/return/transfer) received from the organizational units, preparation of analytical forms and presentation to the competent authority for decision.
6.Any other work assigned to the Section according to the nature of the work.
o Stores Section, specialized in the following:
1.To carry out all procedures specified for the activity and terms of reference of the warehouses in accordance with circulars and instructions issued by the Ministry of Finance in this regard.
2.Receiving and keeping the warehouse materials (furniture, stationery, office equipment, publications, etc.) supplied to the Ministry and disbursing them to the requesting departments in all sectors of the Ministry in accordance with the instructions issued in this regard.
3.Follow-up the implementation of requests for publications in the press of the Ministry of Information and receipt and distribution of the same to the requesting parties in accordance with the instructions followed in this regard.
4.Keeping the cards on the movement of the material in the store and compliance with registering them on timely basis, and make periodic matching between them and the balances of the automated system in coordination with the Warehouse and Custodies Accounting Section.
5.Any other work assigned to the Section according to the nature of the work