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Home Directorate General of Administrative and Financial Affairs

The Functions of the Directorate General for Administrative and Financial Affairs
  1. Implementation of laws, regulations, decisions and circulars civil service.
  2. Studying and preparing the organizational structure of the Ministry' divisions and its competences.
  3. Counting and categorizing the jobs and saving their data by the available means.
  4. Providing the ministry's needs in term of administrative, financial, technical and specialized jobs.
  5. Overseeing the affairs of Ministry's employees..
  6. Providing the services in term of housing, transport, m¬aintenance and others.
  7. Preparing the general budget of the Ministry, supervising its implementation and following-up the disbursement.
  8. Paying salaries, additional wages, allowances and others to the Ministry' employees.
  9. Implementing the financial laws and all regulations related to stores, procurement and others.
  10. Organizing and saving the financial records, expenses and other government bonds.
  11. Doing the procurement actions of the Ministry whether by tenders, practices or the direct way under the law and government tenders system.
  12. Doing the storage procedures for the Ministry's various supplies and transfer them to its affiliates under the warehouse' procedures and regulations, and saving the records required thereon. The Directorate comprises the following department:

Coordination and Follow-up department:
  1. Receiving and recording the incoming correspondences to the Directorate and distributing them to the departments referred.
  2. Making contacts related to the Director General.
  3. Preparing the meetings attended by the Director General and following- up their results.
  4. Organizing the works of saving correspondences and other papers and documents.
  5. Distributing the resolutions and circulars issued by the Unit Chief.
  6. Printing letters and transactions of the Directorate.
  7. Following- up the completion of the subjects transferred from the Director General to the departments and competent authorities.
  8. Preparing a monthly report on the Directorate' achievements and submitting them to the Director General.

(B) Administrative Affairs Division: is specialized in the following:
  1. Providing the means of transport required to the Ministry and making a file for each vehicle to record its data.
  2. Reviewing the bills of full and vehicles maintenance, then sending them to the Department of Finance Affairs.
  3. Overseeing drivers and distributing the work among them.
  4. Doing the storage of Ministry's various supplies in the warehouses equipped for that, and transferring them to the Ministry's affiliates according to their needs.
  5. Conducting the annual inventory and then submitting it to the Ministry's officials.
  6. Selling the non-usable furniture under the regulations in this regard.
  7. Providing the Ministry's needs in term of office furniture, systems and equipments.
  8. Taking necessary actions to provide and equip houses for non-Omani staff.

Transport Department: is specialized in the following:
  1. Operating and maintaining the means of transport
  2. Extracting fuel cards for vehicles.
  3. Using Fuel and gas required for operating the government' vehicles of the Ministry under the applicable rules and regulations.
  4. Reviewing the fuel bills and sending them to the Department of Finance Affairs.
  5. Preparing a file for each vehicle to record all its data, making periodical maintenance, repairs, renewing its license and others.
  6. Making maintenance and repairs required for vehicles.
  7. Reviewing the bills of vehicle maintenance and send them to the Department of Finance Affairs.
  8. Completing the transactions related to traffic violations and accidents.
  9. Making a file for each accident occurred by the Ministry' vehicles.
  10. Overseeing drivers and distributing the work among them.

Inventory Department: is specialized in the following:
  1. Delivering an opinion on the choice of proper location for the stores.
  2. Preparing the proper warehouses to store the items ensuring their safety and not to be subjected to damage or dangerous.
  3. Applying the provisions of warehouse regulations and completing the required forms, records and documents.
  4. Receiving and disposing of the Ministry's needs in term of furniture and other supplies in concert with the competent departments.
  5. Counting the Ministry' needs in term of consumables and sustainable items before its turn out into force and referring them to the Procurement Department.
  6. Conducting the semi-annual inventory and submitting its results to the Ministry's officials.
  7. Preparing lists of stagnant items that are not disbursed and preparing a memorandum of that to be submitted to the Ministry' officials for disposal.
  8. Selling the unsuitable furniture under the regulations in this regard.

Services and Housing Department: is specialized in the following;
  1. Determining the needs of the Ministry's offices in term of office furniture, equipments and machines required for them and working to provide them depending on the actual needs in concert with the competent departments.
  2. Determining the Ministry's needs in term of phones and fax required for offices in light of the available provisions.
  3. Issuing the certificates of evacuation to the Ministry's employees in coordination with the concerned authorities for non-Omanis.
  4. Reviewing phones' bills and transmitting them to the competent authority.
  5. Providing information services to the Ministry.
  6. Preparing the records required to clarify the housing situation of the ministry's non-Omani employees.
  7. Taking actions to provide the houses and restrooms required to the Ministry's employees during their assignment with official duties inside the Sultanate.
  8. Preparing lists of furniture existed in the rented accommodation and handing them over to residents and taking them again when they leave.
  9. Providing and preparing the government breaks required to receive employees or others.
  10. Editing service contracts and following- up their implementation.
  11. Maintaining and repairing typewriters, photocopiers and keeping machines in coordination with the concerned authorities, as well returning the invalid ones to stores.
  12. Marinating and repairing the household equipments for rented houses in coordination with the concerned authorities.
  13. Receiving the applications of citizens wishing to connect electricity and water services to Mosques and Schools, ensuring their fulfillment to the conditions and also coordinating with the Finance Department in case there are a difference or increase in the consumption of electricity and water, including government and rented houses.
  14. Receiving the applications 'needs to Mosques and Schools in term of furniture and preparing the payrolls required for their disbursement.
  15. Providing the needs of Mosques and Schools in term of employment, tools, equipments required for hygiene.
  16. Furnishing and equipping Mosques and Schools.

(C) Division of Finance Affairs: is specialized in the following:
  1. Preparing the annual budget of the Ministry.
  2. Proposing the financial regulations and rules achieved the seizure in revenues and expenditures.
  3. Monitoring the implementation of disbursement on the budget items and materials.
  4. Conducting the transfers between budget' items and materials in light of actual needs under the general guidelines.
  5. Preparing the exchange bonds related to salaries, corporate and individual earnings and the bills of electricity and water, then transferring them to the Internal Audit Department.
  6. Preparing the financial records.
  7. Receiving checks from the Ministry of Finance, depositing them in the Ministry's accounts at banks and registering them in the relevant registers.
  8. Receiving the Ministry' revenues and depositing them in the accounts assigned to banks.
  9. Releasing the exchange bonds of permanent and temporary advances.
  10. Preparing the Maturity slips and records related to salaries and other benefits of the Ministry's employees and making any amendments thereto.
  11. Providing the Ministry 'needs of required items after receiving purchase orders from different departments in the Ministry.
  12. Preparing special registers for suppliers accredited to the Ministry.
  13. Requesting the quotations from companies to meet the Ministry' needs of items to be purchased.
  14. Issuing purchase orders and following-up their implementation.
  15. Preparing and signing the purchase order records to pay invoices.

This Division includes the following departments:
Budget and Accounts Department: is specialized in the following:
  1. Preparing the draft of annual budget in light of the Ministry's plan and instructions included the Ministry of Finance.
  2. Discussing the draft budget with the Ministry' officials, then with officials at the Ministry of Finance.
  3. Conducting the transfers between items according to business' requirements.
  4. Preparing the financial reports and statements related to monthly financial situation and submitting them to the Director of Finance, besides delivering the necessary comments and proposals.
  5. Making records in order to follow-up connections and expenses.
  6. Studying, analyzing the expenditure and following- up the actual disposal in light of what results from the monthly financial situation.
  7. Conducting the quarterly reconciliation between the exchange bonds sent to the Ministry of Finance and the Ministry of Finance's statements in order to discuss any differences that may exist, and working to remove them, identify their causes and take necessary action thereon.
  8. Requesting any additional appropriations throughout the year according the officials' instructions.
  9. Participating in the preparation of development budget with Projects and Services Department.
Expenditure Department: is specialized in the following:
  1. Releasing all exchange bonds for salaries, leave, overtime and other entitlements.
  2. Releasing the exchange bonds related to recurrent, capital and development expenditures after receiving them from the budget and accounts department, and labeling them with a number of item and material.
  3. Releasing the exchange bonds related to permanent and temporary advances.
  4. Preparing files to save all released exchange bonds, numbering the documents with serial numbers and arranging them according to this sequence.
  5. Providing all departments with any files or queries required by the business owner (employer).
  6. Requesting financial funds to pay the water expenses of Mosques from the back-up budget after reviewing the statements of General Authority for Electricity and Water and the contracts of water' suppliers.
Salaries Department: is specialized in the following:
  1. Preparing the entitlement cards related to the Ministry's employees salaries and their other entitlements.
  2. Reviewing the payroll of leave and other entitlements.
  3. Preparing the overtime statements and making their accounts.
  4. Proving any amendments occurred to employees' salaries and their allowances.
  5. Proving the deductions, discounts and other data related to salaries.
  6. Reviewing the ratification forms of leave and other resolutions that are referred to the department after entering their data by the Personnel Department.
Treasury Department: is specialized in the following:
  1. Receiving checks from the Ministry of Finance and depositing them in the Ministry' accounts and monitoring their relevant records.
  2. Paying all employees' entitlements such as salaries, allowances, leave, daily and additional wages and others.
  3. Receiving the Ministry' revenues and depositing them at banks dealing with them.
  4. Supplying any revenues related to the General Treasury to the Ministry of Finance.
  5. Requesting the permanent and temporary advances and settling them at the end of the financial year.
  6. Paying from the permanent and temporary advance according to orders issued by organization under its regulations and preparing the replacement of each period according to the actual needs of disbursement.
  7. Controlling the accounts of banks dealing with them and matching the monthly statements of accounts received from banks.
  8. Keeping the salaries' statements with the post-disbursement payrolls.
  9. Requesting check books from banks and keeping the checks stubs ended.
  10. Making Treasury inventory at the end of the financial year.
Procurement Department: is specialized in the following
  1. Taking actions to ensure the provision of Ministry's needs in term of tools, furniture, systems, equipments and other supplies required to serve the Ministry' objectives.
  2. Requesting the quotations and samples from suppliers to be submitted to officials.
  3. Studying and comparing between available offers.
  4. Dumping the prices provided by suppliers to be submitted to officials.
  5. Taking linkage actions among the Budget and Accounts Department with necessary funds in order to implement the orders.
  6. Issuing purchase orders and handing over receipts with suppliers, and then transferring them to the expenditure Department.
  7. Ensuring the supply of purchases at warehouses and other departments in the Ministry.
  8. Preparing the supplier registration record.
(D) Human Resources Division: is specialized in the following:
  1. Implementing the provisions and procedures stated in the Civil Service Law and its Executive Regulations in respect of appointments, promotions, allowances, transfers, vacations, bonuses and termination of service.
  2. Implementing the provisions and procedures stated in the Civil Service Law and its Implementing Regulations in respect of training, dispatch resolutions, scholarships and fellowships related to the qualification of employees whether inside and outside the Sultanate.
  3. Implementing the resolutions and circulars issued by the competent authorities related to the affairs of personnel.
  4. Preparing records, keeping the files of Ministry's employees and attaching the decisions issued in their respect inside these files.
  5. Planning the Labor force, distributing the new employees on the Ministry' different divisions and preparing the budget of jobs.
  6. Studying issues related to the civil service within the Ministry.
  7. Preparing the schedules of permanent jobs in the Ministry and counting the available and occupied posts.
  8. Preparing the organizational structure of the Ministry and its subsidiary bodies.
This Division includes the following departments:
The Department of Employment: is specialized in the following:
  1. Receiving the Ministry's needs of posts related to the concerned authorities.
  2. Completing the recruitment and fulfillment procedures according to the provisions of Civil Service Law and its Executive Regulations.
  3. Notifying the Ministry of Civil Service with the contracts forms, appointment resolutions and all papers required to obtain its approval to be saved in records and entered into the computer.
  4. Taking actions in term of grants, allowances, bonuses, appointments, scholarships, dispatch resolutions, training, secondment, assignment and transportation among the Ministry and outside.
  5. Issuing the decisions concerning appointments, missions, transfers, bonuses, training, secondments, scholarships, fellowships, grants, allowances and circulars specialized for personnel under the Civil Service Law and its executive regulations.
  6. Preparing payroll of employees'' names entitled the periodical allowance on specific dates under the regulations stated the Civil Service Law.
Vacations Department: is specialized in the following:
  1. Receiving the forms of regular leave applications for the Ministry's employees after approval by affiliated parties and entering their data into the computer.
  2. Issuing the affiliation resolutions on vacations and referring them to the files section to be saved.
  3. Referring the treatment' application to the competent medical authority.
  4. Approving the sick leave from the competent medical authorities inside and outside the Sultanate under the provisions of civil service law and its executive regulations.
  5. Issuing sick leave decisions if they are in full, half salary or without salary and entering the data into the computer.
  6. Receiving employees' leave applications accompanied by the opinion of their affiliates, and then submitting them to the competent authority.
  7. Preparing leave decisions after taking the actions stated in the Civil Service Law, its executive regulations and other laws regulating therefore, as well adopting them by the competent authority.
  8. Receiving all types of forms related to the back from vacation from the Ministry's employees after confirming their accreditation from affiliates, besides ratifying and entering them into the computer.
  9. Addressing the competent authorities to introduce staff suffering from diseases to the medical committee with a view to boosting their physical and mental fitness to do their duties and tasks well.
  10. Preparing cash compensation forms for non-Omani employees as an alternative to holidays under the Civil Service Law and its executive regulations.
Department of Jobs Organization and Arrangement: is specialized in the following:
  1. Preparing the organizational structure of the Ministry and its affiliated bodies.
  2. Preparing the permanent staffing tables in the Ministry.
  3. List all posts and grades existed in the ministry and naming them.
  4. Developing a comprehensive description of jobs, determining their needs and responsibilities in coordination with the concerned divisions within the draft framework of government jobs classification and arrangement.
  5. Listing the similar job in duties and responsibilities at functional groups and naming them according to their nature of work.
  6. Evaluation the jobs in the form of categories or grades set out in the tables attached to the Civil Service Law and its Executive Regulations.
  7. Conducting the periodic reconciliation with the Ministry of Civil Service in term of grades and their occupants, as well adjusting those grades in concert with the Department of Finance.
  8. Doing monthly and periodic statistics regarding the jobs' budgets to the competent authorities.
Training Department: is specialized in the following:
  1. Determining the training needs of the Ministry's staff in coordination with the competent departments.
  2. Preparing a plan for training and rehabilitation programs in light of the training' needs and financial capabilities of the Ministry.
  3. Participating in the preparation of training budget.
  4. Collecting data required for domestic or international training experiences to be utilized in the training courses.
  5. Preparing a detailed list of the employees who have got training courses and pursuing them to find out how they benefit from these courses.
  6. Announcing the availability of training courses inside and outside the Sultanate in concert with the Ministry of Civil Service and the Institute of Public Administration.
  7. Taking actions required for the employees' nomination to be in the training courses inside or outside the Sultanate within the funds allocated for this purpose.
  8. Implementing the administrative tasks and executive resolutions related to training programs.
  9. Studying the subjects related to the missions and taking the action required therefore.
After-Service Department: is specialized in the following:
  1. Preparing of lists of non-Omani employees whose service contracts end at least 3 months prior to the completion period and submitting these lists to the specialists to determine their need.
  2. Notifying non-Omani employees whose contracts do not need to be extended at least 3 months before the end of contract without giving reasons.
  3. Notifying the Ministry of Civil Service of with the termination orders of non-Omani employees.
  4. Preparing lists of employees who reach retirement age according to the laws and regulations.
  5. Taking action to terminate the service of employees referred to retirement, preparing their termination resolutions and registering all that in the records.
  6. Preparing the forms and documents related to pensions adjustment and the bonuses of employees who are referred to pension or separation from their services for any reason, and then sending them to the Ministry of Civil Service.
  7. Following-up the payment of severance package and the rest of the entitlements after being reviewed by the Ministry of Civil Service and the competent financial authorities.
  8. Recording the basic data for those whose services are terminated in the register prepared for that purpose.
  9. Take actions required to present the employees' violations to the specialists to determine their referral to the investigation or the Disciplinary Board under the Civil Service Law and its Executive Regulations.
  10. Follow-up the competent authorities to issue convictions in the crimes before the courts and committed by the Ministry' employees.
  11. Taking actions required to present the violators to the Administrative Disciplinary Board.
  12. Following-up the issuance and implementation of judgments taken by the Board of Administrative Discipline to the Council concerning the financial subjects.
Employee's Files and Records Department: is specialized in the following:
  1. Organizing and saving the files of employees in the places assigned to them in such a way guaranteeing the confidentiality of data and information contained therein in order to easy back if needed.
  2. Saving the resolutions of appointment, promotions, transfers, assignment, secondment, vacations, scholarships, fellowship, and other decisions issued about employees with their service files, as well numbering and labeling these files.
  3. Making files for new employees and saving their appointment' data and numbering the cover of each file.
  4. Preparing of a register of employees' names and their service numbers registered at the Ministry of Civil Service.
  5. Issuing certificates of experience, to those concerned, salary and for good conduct and morals.
  6. Providing bodies legally authorized with data and information related to the employee.
  7. Saving the job evaluation models after they are approved in the employee' files.
  8. Filling out the inventory forms required by the Ministry of Civil Service about the personnel affairs and data required from the Ministry's divisions.
Personnel Department: is specialized in the following:
  1. Counting the employees eligible for promotion under the conditions and regulations applicable in this regard.
  2. Fulfilling and submitting the promotion proposals to the Ministry of Civil Service.
  3. Preparing the promotion decisions and submitting them to the specialists for issuance.
  4. Distributing the job performance models on the Ministry's divisions to be checked, taking action to submit these models to the Personnel Committee for approval by the dates prescribed and referred them to be saved in the files' section.
  5. Listing the issues referred to the Personnel Committee and preparing their attachments to be submitted to the Committee.
  6. Following-up on the issuance and implementation of the Personnel Committee' directives about the subjects referred to it.
(E) Projects and Services Division: is specialized in the following:
  1. Preparing the technical specifications and engineering drawings for projects approved by the Ministry.
  2. Following-up and monitoring the construction' works and their conformity with specifications.
  3. Receiving the buildings and projects that have been implemented.
  4. Preparing the records for development tenders and contracts.
  5. Providing the lands for the projects of the Ministry, as well the administrations of endowments and Religious Affairs in all regions.
  6. Receiving the lands and making records of properties' securities.
  7. Setting the time plan to conduct the general maintenance of the Ministry's buildings and their facilities.
This division includes the following departments:
Technical Affairs Department: is specialized in the following:
  1. Determining the Ministry' needs in term of different constructions, and preparing the initial engineering drawings for the projects that you desire to establish.
  2. Preparing the technical specifications, the other necessary requirements and the condition booklets for tenders.
  3. Preparing the projects' schedules that have been supervised by the Ministry.
  4. Preparing a time plan for implementing the projects that have been approved.
  5. Participating in the preparation of project budget.
  6. Studying and analyzing the contractor tenders for the Ministry's projects.
  7. Proposing the transfers between project 'allocations to provide funds covering the urgent needs.
  8. Following-up the construction' works and their conformity with drawings and engineering designs and issuing the instructions required in the case of any violation in these specifications.
  9. Reviewing and ratifying the initial engineering drawings of Mosques and their endowments established by bodies other than the Ministry.
  10. Preparing the reports on the implementation of projects, obstacles, and the reasons for inadequate implementation, as well submitting the proper recommendations to avoid this deficiency.
  11. Receiving the buildings and constructions that have been implemented.
  12. Saving the original drafts of designs and executive drawings for reference whenever needed.
  13. Reviewing the claims of consultants' offices and contractors about their fees and referring them to the expenditure.
  14. Preparing the projects execution contracts and ensuring their compliance with all elements and conditions under the laws and regulations applicable in the Sultanate in accordance with the laws and regulations in force in the Sultanate
Department of Lands: is specialized in the following:
  1. Receiving all the Ministry's needs from the lands required for its projects.
  2. Contacting with the concerned authorities to provide the lands required to the Ministry in coordination with the competent authorities.Following-up the extraction of land charts and handing over their copies to the concerned authorities.
  3. Participating in the receipt of lands that have been approved for the Ministry's purposes.
  4. Receiving the building' permits and handing over the sites of new projects to the contractor.
  5. Taking actions required to register the land granted to the projects.
  6. Preparing the records of land ownership and its charts, and then saving their copies.
Maintenance Department: is specialized in the following:
  1. Scheduling the general maintenance of the Ministry's buildings and preparing the reports required in coordination with the concerned authorities.
  2. Following-up the maintenance work of the buildings.
  3. Conducting the urgent maintenance in the field of plumbing, electricity and carpentry for the Ministry's buildings within the available resources.
  4. Examining and maintaining the equipments and supplies required for the Mosques and delivering the damaged ones to the Ministry's stores.
  5. Maintaining the buildings of Mosques and Holy Qur'an Schools.

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