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Departments/Units

The following are departments/units and their functions in Kaduna State SUBEB

Dept.

Office of the
Executive Chairman

The following units are in the Office of the Executive Chairman:

  1. Internal Audit
  2. Monitoring & Evaluation
  3. Procurement

  • Internal Audit Unit

    The Internal Audit Unit is a compliance/control is headed by the Chief Internal Auditor and assisted by other Auditors within the Board. It serves as a managerial control unit of the organization which functions to ensure measuring and evaluating the effectiveness and efficiency of the Internal Control system. of the Board.

  • Key Functions of Unit:

  • The unit monitors, investigates, and reports directly to the Chief Executive of the Organization. ie the Chairman of the Board.
  • Pre-audit all Voucher before payment are effected.
  • Check compliance with financial regulations and another extract of government circulars.
  • Verify assets and liabilities in other to ensure that the organization assets are safe guided while liabilities are properly incurred.
  • Making observations on a possible area of internal control weaknesses for strengthening.
  • Ensure that all expenditures are properly charged to appropriate heads and sub-heads.
  • Performing any other function(s) as may be directed from time to time by Executive Chairman.

  • Monitoring and Evaluation Unit

    This unit was established to assist in developing a sustainable monitoring and evaluation system that can provide a consistent flow of information on the progress and performance of the Board's initiatives to inform policy, review, budgeting and decision making. It consists of four (4) sections namely:

    1. Monitoring and Evaluation (M&E).
    2. Education Management Information System (EMIS).
    3. Information Communication Technology (ICT).
    4. Planning and Research

    Besides, the UNICEF Focal Person and UNICEF Health Desk Officer are in M&E Unit. All activities of UNICEF are co-ordinated by the Focal Person.

  • Key Functions of Unit:

  • Monitoring & Evaluation (M&E)

  • To strengthen the Board’s internal capacity in M&E through relevant training and sensitization.
  • Develop operational guidelines and standards related to M&E and follow up on their implementation at the department and local government level.
  • To facilitate monitoring and evaluation of the Board's programmes and projects through the development of appropriate reporting templates and instruments.
  • Contribute to impact evaluations and assessment processes.

  • Education Management Information System (EMIS)

  • Ensuring the availability and functional EMIS
  • Collation, collection, analysis, maintenance and presentation of all School Data and information for planning and research purposes as well as conduct all Educational Surveys.
  • Providing professional and technical support to LGEAs on data generation, analysis, and dissemination.
  • Serving as a linkage to collaborating agencies and stakeholders on data management and other related issues.

  • Information Communication Technology (ICT)

  • Responsible for the architecture, hardware, software, and networking of computers in SUBEB, LGEAs and schools.
  • Advising Management on the acquisition, maintenance, utilization, and updating of ICT facilities in the Board.
  • Setting standards and monitoring the progress of the Computer Centres at the SUBEBs as well as providing technical support on the establishment of Computer centres at SUBEBs, LGEAs and School levels.
  • Single point of contact for ICT related issues, problems and requests.
  • Plan, implement and manage Mobile Devices, E-learning and Digital Library infrastructure.
  • Management of the Board’s website, Internet connectivity and networks infrastructure.
  • Create basic awareness on Internet, security, productivity tools, new emerging technologies and new projects on ICT for SUBEB and LGEAs staff.

  • Planning and Research

  • Coordinating action research in identified areas of basic education.
  • Coordinate annual sector review, collating and editing SUBEB Annual Reports.
  • Coordinating the development of SUBEB’s Annual work plans while supporting the development of annual work plans for all LGEAs.

  • Procurement Unit

    The Procurement Unit handles all SUBEB procurement issues and serves as the Secretariat of the Due Process Committee.

  • Key Functions of Unit:
    The Procurement Unit’s primary functions and responsibilities are to conduct the process for procurement of goods, works and services. The activities in the process are as listed below.

  • Preparing needs analysis.
  • Monitor procurement performance.
  • Conduct market surveys.
  • Evaluate proposals.
  • Preparing procurement plans.
  • Advertising/solicit for tenders or proposals.
  • Recommend awards to Tenders Board.
  • Advise the Executive Chairman on issues of procurement.
  • Any other duty that may be assigned by the Executive Chairman.
Dept.

Support Services
Department

The Department of Administration and Supplies provides daily/routine assistance to the Executive Chairman in the administration of the Board. The Department carries out general administrative duties bothering on the control and coordination of personnel and assets.

  • Structure

    The Department is headed by a Director and assisted by 2 Deputy Directors and an Assistant Director.

  • Functions
    The function of the unit centers mainly on the efficiency and management of both human and material resources of the Board. These include:

  • Advising Management on general administration, establishment and personnel matters.
  • Recruiting, deploying, and transfer of staff.
  • Implementing SUBEB Board and Management decisions.
  • Handling Senior and Junior Staff Matters (Appointments, Promotions, and Discipline).
  • Management of retirement and pension matters.
  • Preparing the Board's nominal roll and departmental/unit staff list and reviewing same regularly.
  • Managing the staff welfare functions.
  • General maintenance of the Board equipment, furniture and provisions of other related utility services for better service delivery.
  • Procurement and maintenance of vehicles.
  • Coordinating and managing the performance Management strategy systems and evaluation.
  • Coordinating and managing the training requirements of staff.
  • Issuing annual, maternity, casual and study leave advice to deserving staff and processing their resumption of duty certificate.
  • Etc.
Dept.

Human Resources
Department

The Department is one of the main departments in the Board that is responsible in carrying out general administrative duties bordering on the control and coordination of all teaching and non-teaching staff in the 23 Local Government Areas under SUBEB.

  • Structure

    The Department is headed by the Permanent Member Human Resources and assisted by a Deputy Director.

  • Functions
    These include:

  • Advising Management on general administration, establishment and personnel matters.
  • Recruiting, deploying, and transfer of staff (teaching and non- teaching).
  • Handling Senior and Junior Staff Matters (Appointments, Promotions, and Discipline).
  • Management of retirement and pension matters.
  • Coordinating and managing the training requirements of teaching and non- teaching staff.
  • Preparing the LGEA nominal roll and departmental/unit staff list and reviewing same regularly.
  • Supporting the LGEAs to undertake its Human Resource Management and Development Functions.
  • Etc.
Dept.

Finance and Accounts
Department

The Finance and Accounts department handles all financial matters of the Board. It consists of five (5) sub-units namely:

  1. Salaries & Wages:
  2. Treasury
  3. Stores
  4. Final Accounts
  5. Expenditure Control

 

  • Functions
    Some of the functions of the sub-units are as follows:

  • Salaries & Wages

  • Processing and payment of monthly salary, emoluments and other financial entitlements of the 23 LGEAs.
  • Management of LGEAs payroll software.

  • Treasury

  • Custody of Imprest and Collection of Revenue.
  • Preparation of Annual Estimates and Maintenance of Cash Books.
  • Liaising with Banks and Collection of Bank Statements.
  • Etc.

  • Stores

  • Receipt of materials from Government and Donor Agencies.
  • Distribution of instructional materials.
  • Managing, inspecting and controlling of stock.
  • Raising of Local Purchase Order and Jobbing Order.
  • Managing of Stores Ledgers.
  • Procurement of Inventory.
  • Store issue voucher and store receipt.
  • Distribution of instructional materials to the 23 LGEA and Almajiri primary schools.
  • Keeping of proper store i.e ledger books, store received voucher, store issue voucher, and bin cards.
  • Monitoring of textbooks distributed to either LGEA or Almajiri primary schools.
  • Etc.

  • Final Accounts

  • Maintenance of General Ledgers.
  • Preparation of Bank Reconciliation and Trial Balance.
  • Preparation of Monthly/Quarterly Returns and of Income and Expenditure Statements.
  • Custodians of Departmental Records.

  • Expenditure Control

  • Preparation of payment vouchers and Control of Vote Books.
  • Maintenance of Pay Record Cards and Processing of Retirement and Death Benefits.
  • Maintenance of Pension Fund Administration Records.
  • Issuance of Last Pay Certificate, TNN and Payslip.
  • Budget Control and Tracking.
  • Preparation of Monthly Budget Performance.
Dept.

Schools Management
Department

The Department of Schools Management is vested with the responsibility of Teacher Professional Development, Guidance and Counseling, provision of Instructional Materials, Library Development, Curriculum Development, and Sports/Quiz Activities in the Board.

  • Structure

    The Department is headed by a Director and assisted by (2) Deputy Directors and (2) Assistant Directors. It has three (2) main units, namely:
    1. School Services
    2. Social Mobilization

  • School Services Unit

    The School Services Unit is made up of the following Sub-units:
    A. Primary Education with sub-units as follows:
    • Guidance and Counseling;
    • School Library Services;
    • Inclusive Education;
    • Federal Teachers’ Scheme (FTS);
    • Co-Curricular Activities;
    • Integration of Qur’anic/Tsangaya Education (IQTE);
    • Strengthening of Mathematics and Science Education (SMASE).
    B. Advisory Support Services.
    C. Early Childhood Care Development and Education.

  • Key Functions of Unit:

  • To ensure a Child-friendly environment for quality and inclusive learning.
  • To enhance the quality of teaching for effective learning outcomes.
  • To strengthen the quality of school management for effective learning.

  • Social Mobilization Unit

    Social Mobilization encompasses Advocacy, Sensitization, and Mobilization of the general public to support and participate in the decision of basic education in Kaduna State. The unit was established as a result of the reform programme organized by the Office of the Head of Service in September 2010. It encompasses (3) three separate sub-units and are as follows:

    • Stakeholders Mobilization and Community Participation
    • Communication and Knowledge Management
    • Inclusive Education (sensitization and mobilization)

  • Key Functions of Unit:
    Social Mobilization being one of the units in this department has the following specific functions to achieve its set objectives:

  • Work with a wide range of stakeholders to promote UBE through awareness-raising and sustainable Community participation.
  • Carryout enrolment, retention and completion rate campaign at all levels of basic education.
  • Sensitization of Communities on responsibilities in education- Access, Retention and Completion.
  • Facilitate the establishment and sustainability of functional School-Based Management Committees (SBMCs) in all public primary schools in the State.
  • Develop a communication strategy for coordination and dissemination of relevant information to stakeholders.
  • Coordinate, sensitize and mobilize stakeholders on issues and strategies around inclusive education.
  • Promoting and facilitating partnership like Non-Governmental Organizations (NGOs), Community Based Organizations (CBOs), Faith-Based Organizations (FBOs) and International Donor Agencies to enhance further collaborations and leverage additional resources.
Dept.

Quality Assurance
Department

The Department of Quality Assurance is charged with the responsibility of ensuring high quality Basic Education through appropriate Quality Assurance mechanisms as well as prescribing, monitoring, evaluating and maintaining minimum standards, especially in the area of teaching and learning, in all public primary schools in the State.

  • Structure

    The Department is headed by a Director and assisted by a Deputy Director and three Assistant Directors. The Department has 3 Units:
    i. Assessment Unit;
    ii. Monitoring and Evaluation;
    iii. Zonal Office Matters.

  • Key Functions of Unit:

  • Liaise with Kaduna State Quality Assurance Board (KADSQAB) in the conduct of three (3) circles evaluation of Public and Private Schools below the tertiary level.
  • Collaborate with Quality Assurance Board in coordinating reports.
  • Support the conduct of UBEC Quality Assurance in the evaluation of Basic Education Schools.
  • Etc.
Dept.

Project Monitoring
Department

The Physical Project and Monitoring Department are assigned with ensuring the provision of qualitative infrastructural facilities in Pre-primary, Primary, and Junior Secondary Schools in the State.

  • Structure

    The Department is headed by a Director and assisted by 2 Deputy Directors. It has two (2) Units namely:
    • Project Planning
    • Project Implementation and Monitoring

  • Key Functions of Unit:
    The Department is saddled with the following activities:

  • Rehabilitation of Existing Dilapidated Facilities.
  • Construction of New Classrooms.
  • Construction of Laboratory.
  • Construction of Examination Hall.
  • Construction of New Toilets.
  • Construction of Staff Rooms and Offices.
  • Construction of Fence around school.
  • Construction of Games Village.
  • Supply of Pupils Desk/Bench.
  • Supply of Teacher Table/Chair.
  • Supply of ECCDE Pupil/Teachers Plastic Table and Chair.
  • Drilling of Boreholes for Supply of Portable Water.
  • Handling Cases of Land Dispute.

  • Project Planning Unit:

  • Enhancing the standard of design and specification of infrastructures.
  • Enhancing the quality of planning for infrastructure procurement.
  • Ensuring quality implementation of infrastructural provision.
  • Improving community participation in project selection at the community level.
  • Conducting regular market surveys in updating price data

  • Project Implementation and Monitoring Unit:

  • Project management and Contract Administration.
  • Supervision of projects from site handing over to completion.
  • Routine monitoring of projects and reporting.
  • Evaluation of projects status.
  • Reconciling payments and certificates raised at monthly updates.

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