1. Corporate Affairs Department

The main objective of this department is to provide support functions to the two main technical departments of the CabSec: i.e.: the Cabinet Affairs and the Civil / Public Affairs Departments. This support includes:

• General administration
• Finance, procurement and logistics
• Travel arrangement
• Reception and hospitality
• ICT systems, procedure and processes development and implementation
• Supporting management information systems development (including a database of workload for each department and staff)
• Human resource management including staff development and training
• Records management (systems, procedures and processes for storage, retrieval and distribution of print and electronic data)
• Asset management
• Fleet management
• Dispatch and delivery
• Public information and communication.

The Department is headed by the Assistant to the Secretary to the Cabinet I, who provides strategic supervision over the following components:

 Human Resource Management Unit

The mandate of the Human Resource unit is to coordinate the human resource requirements of the Cabinet Secretariat including staff development and training; serve as the liaison between this Secretariat and the Human Resource Management Office (HRMO); as well as provide technical support in the implementation of human resource polices and strategies.

 Information and Communication Technology Unit

The Information and Communication Technology (ICT) unit of the Cabinet Secretariat has a mandate to improve the scope and quality of the Secretariat’s communication operations and ensure smooth running of all information technology (IT) equipment, development and maintenance of the ICT infrastructure provision of ICT advice as well as the management of the Secretariat’s website and online content.

Public Information /Relations Unit

Given the key role of information dissemination in effective governance, the CabSec solicited support from the Ministry of Information and Communications in the first quarter of 2014 to set up a Public Relations unit manned by an Information Officer. The main objectives of the unit is to provide communications/media support to the CabSec in order to raise visibility and strengthen its reputation through clear, consistent and constant communication to its various stakeholders, and to strengthen external relations by tailoring messages in order to make the Secretariat more visible, credible and better understood by all its diverse audiences.

Records Management UnitThe CabSec’s records and information systems are now strengthened with good records management, adequate and cost effective storage resources, and trained staff to the extent that access and the security of sensitive government data were not compromised. There are proper systems or effective procedures for managing records existence and this is grossly compounded by adequate storage for backlog of hard / soft copy records.  There is now link between hard copy and computerized documents / soft copies kept in official computers of staff. Even the Cabinet ‘Secret Room’ where confidential Cabinet papers and records are kept, comprises steel-drawer filing cabinets arranged in a proper fashion. The availability of effective records management capacity also helped the ability of the CabSec to manage the Performance contracting component of the performance management system that is being implemented across the civil service in a proper manner.

(e) Accounts Unit

The Accounts Unit is charged with the following responsibilities:

• Ensures that all monies allocated to the Cabinet Secretariat are expended for their intended purpose and in accordance with the law.
• Ensures the timely execution of all financial transactions.
• Ensures effective financial management in the Secretariat by executing sound budgeting and budgetary control practices through participation in the preparation of the Secretariat’s Annual Budget.
• Ensuring sound internal controls are in operation through the involvement of all relevant stakeholders in the payment process.Ensuring the timely production and submission of financial reports and other documents are ready for audit purposes.

2 Cabinet Affairs Department

The Cabinet Affairs Department is headed by the Assistant to the Secretary to the Cabinet II, who provides strategic leadership and direction for the smooth operations of all cabinet affairs. There are three Units within the department whose mandate is to ensure that all matters relating to business of the Cabinet are efficiently and effectively carried out. These include the Cabinet Policy Review Unit (CPRU), Cabinet Implementation, Monitoring and Support Unit (CIMSU), and the Cabinet Operations Unit (COU).

This department primarily deals with all matters relating to the business of the Cabinet. Its main objective is to support the Secretary to the Cabinet in achieving the role of organizing the business of Cabinet:

• Developing and managing implementation of appropriate Cabinet policy, procedures and systems for the development of evidence-informed Cabinet memoranda, consistent with the requirements of Cabinet as set out by the Secretary to the Cabinet;
• Recording and conveying the decisions of the Cabinet to MDAs;
• Reviewing Cabinet memoranda and providing advisory support to MDAs;
• Supporting the Cabinet/Sub-Committee through policy briefs and data/evidence gathering;
• Cabinet operations (including document processing, recording and communication); and
• Monitoring and providing support for the implementation of Cabinet decisions
• Preparing instruments for the appointment of Ministers
• Initiate action for payment of gratuities/pension to Ministers

Strategic Objectives:

The department in achieving its overall objectives has been tasked with the under-mentioned broad responsibilities:

• Developing and managing implementation of appropriate Cabinet Policy, procedures and systems for the development of evidence-informed Cabinet Memoranda, consistent with the requirements of Cabinet as set out by the Secretary to the Cabinet;
• Recording and conveying the decisions of the Cabinet to Ministries, Departments and Agencies;
• Reviewing Cabinet Memoranda and providing advisory support to MDAs;
• Supporting the Cabinet Sub-Committee through Policy briefs and data/evidence gathering;
• Cabinet operations (including document processing, recording and communication;
• Monitoring and providing support for the implementation of Cabinet decisions

 The Cabinet Policy Review Unit (CPRU)

The Cabinet Policy Review Unit plays a central role in supporting empirically informed decision-making in Cabinet, particularly through its policy review function. This process not only reviews the format and language of each memorandum, but also examines the contents to ensure that it contains appropriate evidence on the nature of the problem, evidence on experience with similar initiatives in the past or elsewhere, evidence on likely impacts (including costs) and details of consultation with other ministries and, where relevant, other stakeholders.  The review also looks at the evidence and analysis included in each memorandum, how these are presented and whether other relevant ministries have been consulted. It is focused on how the Minister’s recommendations are supported and how issues and options are presented in the memorandum to provide a sound basis for Cabinet’s decision-making, rather than on whether Cabinet should accept the Minister’s specific proposals.

The review role of the CPRU does not therefore affect the prime responsibility of line ministries to develop policy proposals for their sector and to assist their Ministers in preparing memoranda for the Committees and Cabinet (except to provide support for ministries in doing so). Also, it does not deal with the detailed drafting of legislation, which is the responsibility of the Ministry of Justice, apart from checking that draft laws submitted to Cabinet are consistent with the policy decisions taken previously by Cabinet. Nor does it duplicate or compete with the policy functions in the Office of the President, for example those of the Strategy and Policy Unit, to work with ministries to develop priority policies and projects and to follow-up on their implementation.

The CPRU also had the responsibility for preparing Policy Briefing notes on Memoranda submitted by MDAs for the attention of the Secretary to the Cabinet & HOCS, as well as for H.E. the President. These Policy Briefing notes summarize the salient issues in each Memo, highlighting issues of efficacy, relevance and practicability.

 Cabinet Operations Unit (COU)

The role of the Cabinet Operations Unit cannot be underscored, since it serves as a hub by ensuring proper documentation, processing and management of Cabinet systems and procedures. The Unit is staffed by three Administrative cadre staff (Cabinet Operations Officers), secretarial staff, and Police dispatchers.

Key functions of the Unit

• Facilitate and establish clear channels for the submission, accessing and distribution of Cabinet documents in each Ministry;
• Process Cabinet Memoranda to ensure that appropriate standards and format are followed for proper grammar and punctuation;
• Create proper file system for Cabinet memoranda and attachments;
• Work closely with the CPRU and CIMSU in liaising with MDAs;
• Ensure that Cabinet Memoranda listed on the agenda are in the right order and contain the relevant documentation including annexes and required copies;
• Support the Director in managing the network of CFPs;
• Ensure the timely, efficient and effective distribution of Cabinet Conclusions to relevant MDAs;
• Responding to public information request.

 Cabinet Implementation, Monitoring and Support Unit (CIMSU)

The core mandate of the Cabinet Implementation, Monitoring and Support Unit (CIMSU) of the Cabinet Secretariat is to monitor the implementation of Cabinet decisions and to provide necessary support to ministries to report on the implementation of cabinet directives. Towards this end, officers of the unit undertake the following tasks:         

• Collate cabinet directives for each ministry after each cabinet session and forward same to the respective ministries their attention.
• Pay follow-up visits to each ministry to ascertain the status of implementation of the directives;
• Where factors beyond the control of the ministries impede implementation of their directives, bring those factors to the attention of the Secretary to Cabinet/Head of the Civil Service and the Chief Minister for required remedial action; and
• Prepare periodic reports on the implementation of cabinet conclusions for the attention of the Secretary to Cabinet/Head of the Civil Service and Chief Minister. The reports indicate the progress of each ministry in implementing its assigned responsibilities, the problems/constraints they experience, and proffered solutions for addressing the problems.

The mandate of CIMSU also involves the field monitoring of projects emanating from Cabinet Decisions. This aspect of the Unit’s mandate has, in the past, not been complied with due largely to the unavailability of required logistical support, especially transportation.

It is envisaged, however, that henceforth field monitoring will become an integral component of CIMSU’s activities. In preparation for this eventuality, a field visit was undertaken by CIMSU staff to selected locations in the Southern Province in January, 2024 with the overall objective of enhancing the capacity of CIMSU staff to effectively participate in the field monitoring of projects.

As part of the restructuring of the Cabinet Secretariat, the former Cabinet Oversight and Monitoring Unit (COMU) was transformed into the Cabinet Implementation and Monitoring Support Unit (CIMSU), with a mandate to monitor the implementation of Cabinet decisions in MDAs and report to Cabinet on a quarterly basis, and to provide technical backstopping in monitoring and evaluation to MDAs.

With support from the ACGN advisers, the processes previously used for monitoring Cabinet decisions was revised to provide Cabinet with in-depth information on the level of implementation for major/complex activities.

Specifically, the new system enables CIMSU to collect information on Cabinet decisions on two levels, (i) summary of progress on implementation of all decisions taken by Cabinet during a period and, (ii) detailed tracking of implementation of milestones on major/complex decisions, including on those categorized as ‘priority projects’ within the PRSP III that are monitored by other central institutions including the Strategy and Policy Unit, Ministry of Finance and Economic Development, and Public Sector Reform Unit.  Cabinet will therefore be provided with information on the overall percentage level of implementation for all decisions, as well as other pertinent details affecting outcomes for complex interventions.  This information will be submitted in a short report to Cabinet on a quarterly basis. If necessary, a short PowerPoint presentation on findings, conclusions and recommendations will be made to Cabinet. 

Civil/Public Service Affairs Department

The Department is led by a Director, who provides strategic support in areas related to the effective performance and service delivery of the Civil service and the wider Public service. Specifically, the Department supports activities relating to management of the Civil Service, including chairmanship of the major committees; complaints and disciplinary action; and strengthening relations between the political and administrative leadership of ministries.

This department deals with all Civil/Public service matters and its main purpose is to support the role of the Head of the Civil Service. Its functions include:

• Providing directives and advice to the leadership of the civil service in relation to civil service matters
• Providing support in coordinating implementation of specific government policies where directed by the President or the Cabinet
• Performance management for ministry leaders including Permanent Secretaries and Professional Heads
• Supporting inter-ministerial relations including coordination of cross-cutting policy development and implementation where required
• Complaints management and dispute resolution
• Supporting the coordination of civil/public service reform issues
• Supporting the Secretary to the Cabinet and Head of the Civil Service in liaising with political and administrative leaders
• Supporting the Secretary to the Cabinet and Head of the Civil Service in his role as chair and member of the major committees, such as those dealing with postings, promotion, regrading, and pay and performance.
• Supporting the Secretary to the Cabinet and Head of the Civil Service in providing mentoring and coaching support to Permanent Secretaries and Professional Heads.

In addition to the strategic support provided by the ASC II, the Department comprises of two small sub-units, which undertook the following activities:

 Performance Management Unit

In 2014 a small unit was set up within the CabSec to manage the performance contract component of the civil service performance management system.  In light of the fact that it is the Secretary to Cabinet & HOCS who supervises the performance of civil servants in Grades 11 and above, and signs performance contracts with them to this effect, it was necessary to have a few professional officers to manage and provide technical backstopping for this process. The Performance contracts signed between each officer and the Secretary to Cabinet & HOCS support the following objectives:

• Align individual performance and organizational performance
• Strengthen accountability for results
• Encourage individuals to improve their performance
• Provide a basis for learning and development
• Strengthen communication between senior managers and their supervisors
• support effective strategic planning, implementation and monitoring
• Provide information to support decisions on promotion and salary increments

The Unit was specifically responsible for Disbursement-Linked Indicator  (DLI) 3.2 of the World Bank-funded Pay and Performance Project, which states, “All pilot ministries have completed one annual cycle of the Performance appraisal process (performance contracts) for Civil Servants in Grades 11 and above.”

 Legal Affairs Unit

The Legal Adviser in the CabSec performs the following functions:

• Supports the civil/public servants complaints process by reviewing the investigations and procedures used by the HRMO to deal with complaints from civil servants
• Reviews Cabinet memoranda, providing advice on the legal aspects and contributing to the Policy briefs
• Liaise with stakeholders including the Ministry of Justice, HRMO, PSC on relevant issues

Conducts research on public service issues and teaming up with senior management officers in strategizing issues concerning the civil/public service

(f) Procurement Unit

(g) Internal Audits Unit