Establishment Unit

The Establishments Unit is one of the core units under Administration Department in the Centre. The unit is headed by the Chief Admin. Officer who is the officer responsible for planning, coordinating, implementation and supervision of all day to day activities in the unit.

Establishments unit performs the following functions:
  • Coordinating recruitment exercise for employing staff, House Officers and Interns.
  • Coordinating promotion exercise for staff.
  • Preparing yearly leave roster for staff.
  • Handling staff disciplinary matters.
  • Safe keeping of staff records and other Centre's documents in the registries.
  • Drafting internal memos and external correspondences on establishments issues.
  • Writing briefs and minuting files.
  • Liaising with Pension Fund Administrators, Pension Commission on staff pension matters, processing staff retirement and death benefits.
  • Preparing yearly manpower budget proposal of the Centre.
  • Handling of NYSC matters.
  • Updating Centre's Nominal Roll.
  • Carrying out the assignment on Centre's payroll using HR function.
  • Keeping custody of files, opening files, file indexing, classifying of files, preparation of mails for dispatch, retrieval of files on demand and filling all correspondence and documents.
  • The unit provide secretariat for the SSAP&DC.
  • The unit provide secretariat for the JSAP&DC.
  • Secretary to the manning level committee.

    • The units is divided into the following six (6) major sections:
  • Senior Staff Establishment Section
  • Junior Staff Establishment Section
  • Open Registry
  • Secret Registry
  • Pension Desk Section
  • Secretarial Pool

    • OTHER DESK OFFICERS

      i. IPPIS (HR) Desk Officer
      ii. Pension Desk Officer
      iii. NYSC Desk Officer
      IV. Leave Matters Desk Officer
      V. Nominal Roll Desk Officer

    Senior Staff Establishment Section

    The unit is headed by the Chief Admin. Officer who is responsible for planning, coordinating, implementation and supervision of all day to day activities in the unit.

    Junior Staff Establishment Section

    The unit is headed by the Principal Admin. Officer who is in- charge of junior staff matters.

    Open Registry

    Is where the documents of the Centre are kept, which includes staff records, minutes of meeting, collection of mails for dispatch and sorting of files. The section is headed by the Principal Admin. Officer.

    Secret Registry

    Is where the Centre's confidential records are kept, highly restricted. The section is usually under lock and only authorized personnel are allowed to access it. The documents include staff records, staff secret files, contract files and committee files etc. The section is headed by Admin. Officer I.

    Pension Desk Section

    This section handles all issues of processing retirement and death benefits of staff. The scheduled officer of the section is a Principal Admin. Officer.

    Secretarial Pool

    Is where the Centre's correspondences/letters are typeset. The section engages in day to day activities of secretarial duties. The office is being headed by a Chief Confidential Secretary.

    STAFF STRENGTH

    The unit has the following staff strength that are handling the unit activities

    - Chief Admin. Officer 1
    - Principal Admin. Officer 2
    - Admin. Officer I 3
    - Admin. Officer II 2
    - Principal Executive Officer 2
    - Senior Executive Officer 3
    - Executive Officer 1
    - Confidential Secretaries 3
    - Clerical Officers 5

    ACHIEVEMENTS

    The unit utilized the limited Human and material resources at its disposal within the reporting period and achieved the following:-
  • Timely promotion of both senior and junior staff in the Centre
  • Processing of staff Annual Performance Evaluation Reports (APERs)
  • Conversion/ upgrading and harmonization of Staff appointments
  • Confirmation of Staff appointments
  • Processing of Centre's Manpower Budget proposals for every year
  • Successful recruitment of staff and junior staff exercises
  • Successful recruitment of staff on locum basis such as Doctors, Nurses etc.
  • Successful recruitment of Interns such as Interns Pharmacists, Radiographers, Nurses and Dental Therapists etc. for internship.
  • Timely processing of retirement and death benefits of both retired and deceased staff in collaboration with Pencom, Office of the Head of Civil Service of the Federation (OHCS) and various Pension Fund Administrators (PFAs).
  • Conducted induction and pre-promotion training to deserving staff.

    • CONSTRAINTS

  • That the unit has shortage of office accommodation
  • That the unit needs more office equipments and file cabinets
  • There is the need for welfare packages to staff such as payment of overtime allowance
  • That the unit need more manpower

    • RECOMMENDATION

    - Allocation of more offices to the unit for efficient discharge of its duties.
    - Provision of office equipments for continuous updating of Centre's
    - Nominal Roll, HR functions and Manpower Budget proposals.
    - Management may wish to grant approval for relevant workshops/seminars to the unit staff to boost both their skills and morale.
    - The need to provide fire proof file cabinets to the registries.