UNITS

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The Management Team of the Commission is comprised of six units: the Internal Audit Unit, Public Relations and Communication Unit, Information and Communication Technology (ICT) Unit, Procurement Management Unit, Legal Services Unit, and Monitoring and Evaluation Unit.

1. INTERNAL AUDIT UNIT

The Internal Audit Unit provides advisory services to the Accounting Officer on the effective and prudent management of resources.

Functions

1. Review and report on proper control over the receipt, custody and utilization of all financial resources;
2. Review and report on conformity with financial and operational procedures laid down in any legislation, regulations or instructions for control over the expenditures;
3. Review and report on the correct classification and allocation of revenue and expenditure accounts;
4. Develop audit procedures to facilitate compliance with international standards annually;
5. Review and report on the reliability and integrity of financial and operational data and financial statements and other reports;
6. Review and report on the systems in place used to safeguard assets, and verify existence of such assets;
7. Review and report on operations or programs to ascertain whether results are consistent with established objectives and goals;
8. Review and report on the reactions by the management to external audit reports, and assist management in the implementation of recommendations made by reports and follow-up on the implementation of recommendations made by the Controller and Auditor General;
9. Review and report on the adequacy of controls built into computerized systems in place;
10. Prepare and implement Strategic Audit Plans; and
11. Conduct performance audits on appraisal of development projects.

2. PUBLIC RELATIONS AND COMMUNICATION UNIT

The Unit provides expertise in public relations and communication, and facilitates information dissemination and engagement with the public and the media.

Functions

1. Plan, develop and implement Commission's public relations strategy;
2. Coordinate preparation and dissemination of information;
3. Coordinate press briefings for the Commission;
4. Engage in dialogue with the Public, Stakeholders and media;
5. Conduct public awareness activities related to the Commission through media, trade fairs, workshops, exhibitions and other channels;
6. Establish and maintain contacts with the mass media;
7. Handle responses to inquiries and public complaints from the general public;
8. Prepare outreach materials (leaflets, brochures, banners, newsletters, posters etc.);
9. Manage the Commission's website and social media;
10. Oversee internal communications, including internal memos, e-newsletters, intranet etc;
11. Review daily newspapers, TV and radio news programs and prepare report which is distributed to the management and regional offices;
12. Arrange and supervise production of programs for radios and televisions and feature stories;
13. Plan and executing special public outreach and media relations events;
14. Build and manage relationships with other organization;
15. Develop and execute promotion material;
16. Coordinate official public functions, including the Commission's functions;
17. Write and releases press releases to mass media;
18. Coordinate analysis of public complaints, criticism and enquiries;
19. Educate and sensitize the public on Commission functions; and
20. Develop public education programmes and promotional interventions.

3. INFORMATION AND COMMUNICATION TECHNOLOGY (ICT) UNIT

The Unit provides expertise in ICT-related matters in compliance with e-Government guidelines and manages the Commission's ICT systems.

Functions

1. Control security aspects of data and information systems;
2. Coordinate and oversee design, maintenance and modification of information systems;
3. Oversee development of programs, methodologies, applications and tools for analyzing and presenting data;
4. Oversee the provision of training for users regarding ICT;
5. To install, manage, maintain and ensure proper functioning of the Mining Cadastral Information Management System;
6. Manage integration of information systems with other Government institutions.
7. Plan, design and develop ICT systems and infrastructures in liaison with e-Government Authority on key ICT initiatives as per the e-Government Act, Regulations and guidelines;
8. Develop and review internal ICT Strategies and plans;
9. Develop, review and implement ICT related policies, internal guidelines and procedures;
10. Develop technical specifications for ICT equipment and requirements specifications for information systems;
11. Develop and manage information systems and applications;
12. Manage ICT projects;
13. Manage ICT services delivery and support;
14. Develop and manage disaster recovery and ICT business continuity plans;
15. Develop and implement cyber security measures;
16. Coordinate ICT and data management research and development initiatives towards innovation and digitalization of business processes; and
17. Manage, secure, process and govern electronic data

4. PROCUREMENT MANAGEMENT UNIT

The Procurement Management Unit ensures effective and efficient procurement and contract management in full compliance with the requirements of the Procurement Act and its Regulations.

Functions

1. Advise the Management on matters pertaining to the procurement of goods and services and logistics management;
2. Monitor adherence to procurement process and procedures as per existing Public Procurement Laws and Regulations;
3. Develop an annual Procurement Plan for the Commission;
4. Procure, maintain and manage supplies, materials and services to support the logistical requirements of the Commission;
5. Maintain and monitor distribution of office supplies and materials;
6. Maintain and update inventory of goods, supplies and materials;
7. Provide Secretariat services to the Tender Board as per existing Public Procurement Laws and Regulations;
8. Acquire assets in accordance with the Public Procurement Act;
9. Update assets register when acquired or disposal of assets is completed;
10. Prepare action plan, progress reports and budgets for the Unit;
11. Plan the procurement and disposal by tender activities of the board;
12. Recommend procurement and disposal by tender procedures;
13. Prepare tendering documents;
14. Prepare contract documents;
15. Issue approved contract documents;
16. Maintain and archive records of the procurement and disposal process;
17. Maintain a list or register of all contracts awarded;
18. Prepare monthly reports for the tender board and
19. Prepare and submit to the management meeting the implementation of the annual procurement plan

5. LEGAL SERVICES UNIT

The Legal Services Unit provides timely and effective legal advice to the Commission

Functions

1. Advise on all matters relating to the administration of the Mining Act, Cap.123 and related laws and regulations that govern the mining sector.
2. Draft and/or vet legal documents for the Commission;
3. Provide legal advice on the issuance, suspension, surrender, assignment and revocation of exploration and exploitation licences and permits;
4. Ensure general compliance with the laid down standards in mining operations, laws and the terms and conditions of mineral rights;
5. Provide legal advice and guidance on resolving disputes arising out of mining operations or activities of the Commission;
6. Handle all court cases and arbitral proceedings by or against the Commission;
7. Participate in the negotiations of mineral development agreements and any other arrangements or agreements as permitted under the law;
8. Maintain and be custody of legal documents;
9. Keep and update diary for court cases and carrying out of all routine legal correspondences;
10. Represent the Commission in courts;
11. Administer registration of mortgages, deeds of transfers, probate matters and other documents deemed necessary for registration;
12. Sort legal documents and distribution of the same as appropriate and keeping and updating of the register of court cases;
13. Coordinate drafting of legislations, regulations and guidelines;
14. Develop and review legal documents and instruments;
15. Liaise with Office of Attorney General on cases involving the Commission;
16. Prosecute cases in courts of law and litigation management; and
17. Provide legal interpretation of laws and regulations governing operations of the Commission.

6. MONITORING AND EVALUATION UNIT

The Unit monitors and evaluates the implementation of plans, budgets, programs, projects, and National Key Result Areas (NKRAs).

Functions

1. Provide inputs in the preparation of plans and programs activities in the Commission;
2. Monitor and evaluate implementation of the Annual Plans and Medium-Term Strategic Plan for the Commission;
3. Monitor and evaluate Key Result Areas (NKRA) for the Commission;
4. Facilitate monitoring and evaluation of the Commission's programmes and projects through the development of appropriate instruments and templates based on the Key Performance Indictors (KPIs);
5. Strengthen Commission's internal capacity on M&E through relevant training and sensitization;
6. Develop M&E System for the Commission including development and implementation of M&E Framework for the Commission;
7. Monitor and evaluate implementation of internal and external evaluation recommendations;
8. Prepare and consolidate periodical and annual performance reports of the Commission;
9. Undertake researches and surveys on service delivery, National ID and related issues;
10. Facilitate and coordinate mid-year and annual performance reviews; and
11. Facilitate collection, analysis and report on Commission's statistics.