CORPORATE SERVICE DIVISION

The corporate service division is the support arms of the RAB.The division ensures that all support services( ICT, Procurement , Finance, Human resource) are provided timely and adequately.
The Division has four units:
•    Human resources and Admin unit
•    Finance unit
•    Procurement unit
•     ICT unit
•    Rubirizi centre
Determine the short, medium and long term strategy for financial needs and management of the Agency;
Coordinate and manage daily financial management;
Coordinate and ensure proper and timely financial reporting and ensure that applicable accounting standards and procedures are respected;
Coordinate effective planning and management of logistics and assets;
Manage necessary maintenance including required repairs;
Ensure periodic inventory of all Agency's equipments and assets including library materials. Ensure periodic follow up of the use of vehicles both rented and cost-owned ones under government fleet policy.
Determine the short, medium and long term strategy for financial needs and management of the Agency;
Coordinate and manage daily financial management;
Coordinate and ensure proper and timely financial reporting and ensure that applicable accounting standards and procedures are respected;
Coordinate effective planning and management of logistics and assets;
Manage necessary maintenance including required repairs;
Ensure periodic inventory of all Agency's equipments and assets including library materials. Ensure periodic follow up of the use of vehicles both rented and cost-owned ones under government fleet policy.
Manage the HR function and ensure that all national HR policies, procedures and systems are respected
Take overall responsibility for staff training and professional development;
Coordinate and manage performance evaluation in the Agency;
Be responsible for the overall functioning and effective management of the Agency's systems and related technology. Develop an IT strategy and take responsibility for data security, back up and support systems

Units
 Human resources and Admin unit
 Main Responsibilities

To develop policy and directs and coordinates human resources activities, such as employment, compensation, labour relations, benefits, training, and employee services by Performing the following duties:
1.   Analyzes wage and salary reports and data to determine competitive compensation plan.
2. Writes directives advising heads of department   of policy regarding equal employment opportunities, compensation, and employee benefits.
3.  Consults legal opinion to ensure that policies comply with HR related laws in force.
4.  Oversees the analysis, maintenance, and communication of records required by law and other departments in the organization.
5.  Identifies legal requirements and government reporting regulations affecting human resources functions and ensures policies, procedures, and reporting are in compliance.
6.  Writes and delivers presentations to Head of corporate services division regarding human resources policies and practices.
7.  Coordinate and ensure the recruitment, interviews, tests, and selection of employees to fill vacant positions.
8.  Plans and coordinate the new employee orientation to foster positive attitude toward RAB’ goals and objectives.
9.  Keeps records of benefits plans participation such as insurance and pension plan, personnel transactions such as hires, promotions, transfers, performance reviews, and terminations, and employee statistics for government reporting.
10.  Advises management in appropriate resolution of employee relations issues.
11.  Responds to inquiries regarding HR policies and procedures.
12.  Administers performance review program to ensure effectiveness, compliance, and equity within organization. Administers salary administration program to ensure compliance and equity within organization.
13.  To ensure the administration of benefits programs such as life, health, pension plans,
       Vacation, sick leave, leave of absence, and employee assistance.
14.  To ensure the administration of benefits programs such as life, health, pension plans
15.  Coordinates Safety Committee meetings and acts as Safety Director.
16.  Prepares budget of human resources operations.
17.  Prepares employee separation notices and related documentation, and conducts exit
Interviews to determine reasons behind separations.
18.  Prepares reports and recommends procedures to reduce absenteeism and turnover.
19.  Represents organization at HR-related hearings and investigations.
20.  To develop, manage and implement HR and administrative policies;
21.  To ensure the well functioning of central secretariat
22.  To ensure the customer care of RAB visitors
Finance unit
Main Responsibilities
Supervise budget preparation and its execution
Supervise the preparation of the draft budget;
Monitoring the annual operating budgets;
Control budget execution in compliance with the public finance rules and procedures;
Make relevant monthly and annual reports of the budget execution;
Prepare periodic cash flow plans;
Supervise Payments for goods and services:
To check conformity and accuracy of payments requests;
Ensure proper disbursement of funds is supported by appropriate vouchers; Ensure the establishment and maintenance of appropriate Cash Book and General Ledger to Record Revenue and Expenditure operations;
Coordinate preparation of bank reconciliation statements at the end of each month;
 Pre-Audit preparation:
Ensure proper documentation to support vouchers, including authorization according to regulations;
Ensure adherence to the raised during the previous financial year.
Procurement unit
Responsibilities

Elaborate an annual procurement plan;
Coordinate the preparation of the technical specifications, tables of pricing variation and final tender documents and tender announcements;
Ensure the reception and safe keeping of bids;
Coordinate the preparation of tender policy documents;
Ensure the capacity building of Tender Committee Members in procurement related regulations
Coordinate the preparation of documents to be used during meetings calling for tender;
Participate in bid opening and evaluation;
Act as Secretary to the Tender Committee;
Ensure the preparation and notification letters to the bidders;
Ensure the preparation of contracts in consultation with the legal Advisor;
Monitor the contract execution and keep updated recording;
Ensure that all procurement proceedings for the procuring entity are filed;
Ensure the preparation of necessary supporting documents for paying goods and services-related suppliers:
Ensure that goods are delivered by the supply and reception note signed;
Constitute the whole tender file to be submitted to Chief Budget Manager;
In collaboration with user units, monitor the contract execution, including make alerts on delivery deadlines;
Resolving conflicts on procurement issues with clients on bidding and award
ICT Unit
Main Responsibilities
 
Develop specifications for procurement of software and IT equipment;
Carry out Business and Data analysis in ICT sector;
Provide basic ICT Technical services;
Identify credible sources of software/hardware solutions and products and solutions; Support the development, configuration and maintenance of databases other information systems;
Monitor and take proactive and reactive interventions for sustainable availability of ICT capacity;
Install and support LANs, WANs, network segments, Internet, and intranet systems;
Ensure network connectivity throughout a company's LAN/WAN infrastructure is on par with technical considerations;
Assign configuration of authentication and authorization of directory services
Maintain network facilities in individual machines, such as drivers and settings of personal computers as well as printers;
Maintain network servers such as file servers, VPN gateways, and intrusion detection systems;
Administer servers, desktop computers, printers, routers, switches, firewalls, phones, personal digital assistants, smart-phones, software deployment, security updates and patches
Rubilizi Centre
Main Responsibilities

Overall management of the Centre and ensure the coordination of the Centre’s sites;
Follow up of effective use of the Centre farms;
Follow up on management of man power and cooperatives working under the Centre;
Supervising and reporting on all Human Resources based in the Centre by ensuring their attendance records;
Reporting on the store and cash management and make sure that the necessary related reports are done on time and to the concerned authorities;
To ensure that stores are well mentioned and avoid any kind of mismanagement in store;
To ensure that all the infrastructures in the Centre are well maintained;
Report any activity taking place in the centre;
Ensure the Cleanness of the entire Centre compound;
To facilitate the researchers and extension workers working in the station in all logistic related matters;
To organize the special events that is to take place in the Centre in collaboration with the RAB management.