The Ministry comprises of the following Units:

Internal Audit

Internal Auditing is an independent appraisal function established within the Ministry to examine and evaluate the Ministry’s activities as a service to Government. Internal Audit is an integral part of how the Ministry functions. As such, the Chief Internal Auditor reports directly to the Permanent Secretary. The Unit operates in accordance with Section 34 of the Financial Administration, and Audit (FAA) Act, the yearly Audit Plan and other directives given by the Permanent Secretary.

The Internal Audit Unit:

• Appraises the quality of performance in carrying out assigned responsibilities.
• Ascertains the adequacy and reliability of management information and records.
• Ascertains the effectiveness of established policies and plans.
• Ascertains the extent of compliance with the FAA Act and instructions, relevant laws and regulations, established policies and procedures and circulars and guidelines issued by the Ministry of Finance and Planning.
• Ascertains the extent of compliance with guidelines established by the entity being audited.
• Ascertains the extent to which the government's assets are accounted for and safeguarded from losses of any kind.
• Ascertains whether resources are utilized in the moist efficient, economical and effective manner in the achievement of the Ministry’s objectives.
• Conducts audits of internal controls.
• Determines how best to safeguard assets and prevent waste and extravagance.
• Determines whether specific projects or programmes were carried out economically, efficiently and effectively.
• Develops a partnership with management with a view to strengthening the Ministry’s management and operational systems.
• Evaluates the extent to which compliance with national and departmental laws, regulations, public policies and procedures.
• Follows up on Audit Queries.
• Follows up on recommendations to ensure that they were implemented in a timely and effective manner.
• Makes recommendations to Senior Management regarding necessary improvements.
• Reviews and appraises the soundness, adequacy and application of accounting, financial and other operating controls that comprise the internal control system for the Ministry, its Agencies and Departments.
• Submits timely reports to the Permanent Secretary and the Financial Secretary.

An Audit Charter has been developed which establishes the independence, purpose, authority and responsibilities of the Internal Audit Unit.

External Audit

The External Audit Unit checks on assets and values pertaining to the Government of Jamaica. The Unit reports directly to the Auditor General’s Department.

The Permanent Secretary may be required to appear before the Government of Jamaica's Public Accounts Committee to respond to any matters that might have arisen from an Audit Query raised initially by the Auditor General’s Department.

Legal

The Legal Unit of the Ministry handles the legal and regulatory matters in which the Ministry becomes involved in carrying out its portfolio duties. The Unit has oversight functions for contractual matters relating to the work of the Ministry and provides the Ministry with general advice on all legal matters.

The Legal Unit monitors, and provides regular updates to the Permanent Secretary and the Cabinet Office, on the Ministry's legislation programme.

Communications

The Communications Unit of the Ministry has primarily writing and presentation functions. This involves public relations functions for the Ministry, and as such, the Unit works closely with the Minister, the Permanent secretary and all media houses. As such, the Communications Unit generates:

• Speeches
• Speaking notes
• Press releases
• News briefs
• Press advisories

and oversees the Ministry’s official:

• Press Briefings and
• Advertisements.

The Unit works actively with the Technology Division on the content, look and feel of the Ministry’s web site.

In short, the Communications Unit will have some input in the formulation of statements that the Ministry releases to the public and the media.

Office Services

The Office Services Unit forms part of the Human Resource Management and Administration Division. The Unit deals directly with:

• Delivery of mail
• Disaster preparedness
• Health and safety matters relating to the staff and their working environment
• Identification, decoration and rehabilitation of office space
• In-house publication services
• Ordering and distribution of newspapers
• Parking
• Photocopying and binding
• Procurement and issuing of stationery and general office supplies
• Procurement and placement of furniture and equipment
• Purchase, maintenance and insurance for the Ministry’s official motor vehicles, including monitoring of fuel cards
• Security of the building and contents
• Servicing meetings, including refreshments
• Telephone and fax services, including instruments, accessories and Telephone Operators

The Office Services Unit works closely with the Finance and Accounts Division and the Internal Audit Unit in relation to the ordering, receipt and payment for goods and services supplied to, and on behalf of the Ministry, and to a lesser extent, its Agencies and Departments.

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