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Corporate Affairs & External Relations

Overview

The Corporate Affairs & External Relations Unit under the office of the Director General, provides the platform for, and projects the credibility of the Agency to the general public. It mirrors organisational goals and achievements using the tools of mass media to disseminate appropriate information. The Unit is the Agency’s diplomatic defense in times of crisis providing an efficient and effective platform for damage control and or, crisis management. It is the bedrock of communication within, between the Agency and the outside world.

Objectives

The objectives of the Unit are to:

  1. Create awareness about the Agency, its goals, its services and its achievements and sustaining the awareness as an ongoing process. Understanding the Public and making the Agency favourably understood.
  2. Creating a bond of trust to avoid risk involve in times of rumours, misinformation, crisis management etc.
  3. Getting cooperation from various MDAs, Private, Stakeholders and the general public in order to promote mutual understanding. PR is used to woo stakeholders support for the Agency.
  4. Earning recognition through winning awards, certifications etc. and publishing it as the Agency gets recognition.
  5. Render advisory role to Management where Public Relations is concerned.

Structure of the Corporate Affairs and External Relations Unit

The Unit is made up of two (2) Sub Units namely:

Corporate Affairs

External Relations

Roles of CA&ER Unit

As the Agency’s mouthpiece, the Unit must ensure that organisational goals are met in order to sustain a positive and progressive outflow of reports. The functions of the Corporate Affairs & External Relations Unit include, but are not restricted to the following:

Corporate Affairs Sub Unit

  • Secure internal buy-in from the management team, build support for PR as strategic tool, determine PR budget on activities and clearly outline the activities the team plan to implement.
  • Plan and manage the Unit budget to ensure it is being use efficiently
  • Co-ordinate, collate and document the Agency’s activities to conform to set standards and reflect organisational goals.
  • Maintain a functional, intra-departmental communication system whereby information is effectively communicated in a uniform manner.
  • Assist top management in strategic information/communication planning and leadership issues, including providing statistical analysis and management reports to facilitate decision making.
  • Assist in strategy development and implementation of employee communication plans in support of NITDA Mandate, Goals & Objectives.
  • Monitor relevant information management relating to NITDA and IT industry.
  • Prepare and implement corporate information/communication master plan of NITDA

External Relations Sub Unit

  • Work with internal team to develop a strategic PR Strategy and provide counsel on media campaigns or project
  • Disseminate information to the media on the activities of the Agency as they occur to ensure transparency and accountability.
  • Ensure that media relations are favorable, productive and sustained at all times.
  • Proactively respond to editorial inquiries and requests as appropriate and manage the process accordingly. Field interview questions, coordinate and facilitate interviews, also mange angle of the story and work with journalists to provide additional information
  • Develop and deploy systems, structures and procedures of internal and external information control.
  • Issue press releases and circulars on NITDA IT initiatives, prepare briefs for DG and management for key interviews.
  • Prepare visit schedule, coordinate the meetings and refreshments where needed.
  • Prepare and coordinate the guests and sitting arrangements for Agency’s events like meetings, ceremonies.
  • Maintain primary contact database for the Agency.
  • Drafts routine official and social correspondence for events and meetings for DG’s signature, including letters of thanks, condolences or congratulations.
  • Partner with Regulatory Agencies along with external industry associations to develop proactive positions and messages on key public policy issues and communicate same to the news media and other critical audiences;
  • Analyse trends, predict consequences, counsel organization’s leaders and implement programmes as planned.
  • Promote and project the image and services of NITDA using various PR tools
  • Monitor NITDA collaboration network with focal organisations and stakeholders.

Budget Development and Monitoring

Functions:

  • Collate and review inputs for the Agency’s annual budget from all Units and Departments;
  • Ensure that the line items in the budget are designed to meet the targets and Agency’s objectives;
  • Interact with all units and Departments in streamlining and allocating financial resources for their functions;
  • Preparation and presentation of Final Annual Budget to Management for approval;
  • Quarterly monitoring of budget implementation by the various Units and Departments of the Agency;
  • Serve as liaison between the Finance Management and Control Department and the rest of the Agency in budget matters only; and
  • Perform any other duty/duties as may be assigned to it by the Director-General

Procurement

Functions:

  • Develop procurement plan driven by objective and transparent needs assessment.
  • Ensure transparent pre-qualification.
  • Co-ordinate bid submission, opening and evaluation (Technical and Financial) transparently.
  • Co-ordinate the Procurement Planning Committee and Tenders Board Meetings.
  • Ensure proper execution of projects and effective monitoring.
  • Advertise and solicit for bids in compliance with guidelines issued by the bureau.
  • Receive and maintain appropriate documentation for bids received, examine bids received, obtain a “Certificate of ‘No objection’ to contractor Award” from the Bureau of Public Procurement, and make submissions to the entity’s Tender’s Board.
  • Debrief the bid losers on request.
  • Resolve complaints and disputes, if any.
  • Obtain and confirm the validity of any performance guarantee.
  • Announce and publicize contract Awards.
  • Execute all Contract Agreement.

Project Management Unit (PMU)

Overview

The PMU of NITDA was set up for the coordination and management of projects. It maintains the repository for the centralization of project information as well as ensure that standards and processes related to project management are adhered to. The unit works in synergy with other departments, units and external stakeholders.

The PMU ensures that projects meet set budgetary and performance specifications and that at all times the lines of communication between the Agency, consultants and beneficiaries are well maintained and accessible.

 Objectives

The main objective of the PMU is to ensure best practice in management of the Agency’s projects, by ensuring that project management standards are set and adhered to, and facilitating communication amongst stakeholders with a view to ensuring high quality and improvement on project delivery and success rates.

Functions

The PMU’s key responsibilities include:

  • Provision of guidelines (project management standards) on how projects are to run by developing and implementing a consistent and standardized process of managing projects
  • Ensuring project management standards are followed and all projects meet overall project objectives, scope, and deliverables as stated in the project file.
  • Co-ordination of projects with the involvement of stakeholder departments and units in project identification process, project feasibility study, business planning process and development of project specifications, scope and deliverables.
  • Serving as liaison to consultants and beneficiaries. It is critical to the success of project that there is the appropriate communication and liaison with the beneficiary and project consultants in respect of project planning and implementation to ensure buy-in and long term sustainability of the projects
  • Conducting project management capacity building trainings to allow improving competencies and skills of staff.
  • Managing a centralized database for projects with the collaboration of all stakeholders within the Agency
  • Preparing all necessary reports to the Management
  • Project Monitoring and Evaluation: the PMU will be responsible for socio-economic impact assessment, detailing how the Agency’s intervention projects has impacted on the beneficiaries in terms of skills development, beneficiary involvement, community development, partnerships and how the lives of the communities have improved.
  • Giving guidance and advice regarding PMO best practices

Audit

Functions:

  • Provide reliable financial information that will promote operational efficiency and effectiveness.
  • Safeguard assets and records.
  • Encourage adherence to prescribed policies.
  • Comply with regulatory instruments such as Financial Regulations, Audit Act 1958, Financial Warrants, Circulars, NITDA Act 2007 and others daily.
  • Examine financial transactions.
  • View financial compliance with the legal guide to government operations.
  • Monitoring of management roles and their limits to financial authority.
  • Monitor and ensure the effectiveness of internal control system.
  • Submit the audit report to the Director-General and Office of the Accountant General of the Federation.
  • Advice the Director-General as at when due on financial matters and others.

Anti Corruption

Functions:

  • Operate as an autonomous outfit with functional linkage with the office of the Chief Executive.
  • Report directly to the Independent Corrupt Practices Commission and not to the Unit in the supervising ministry.
  • Report all cases objectively to the Independent Corrupt Practices Commission with copies sent to the Minister or Permanent Secretary involved.
  • Develop a code of ethic for staff of the Agency and ensure strict compliance and sanction for breach, without prejudice to extant regulation particularly public service rules and financial regulations.

Freedom of Information

Functions:

  • Proffer advice to Executive Management, Board and Staff on the understanding of the Legal and compliance requirements of the Freedom of Information Act (FOIA) 2011 with a culture of strict adherence.
  • Proffer advice and articulate guidelines on how best to operate the FOI Unit to facilitate the understanding of the processes and procedures in all facets of the Agency’s business as they relate to the provisions of the FOI Act 2011.
  • Ensure that the Agency’s website and other printed materials comply with the requirement of proactive disclosure as stipulated under Section 3 of the Act and undertake periodic review of the Agency’s website in this regard.
  • Liaison with the Legal Unit of the Agency, ICT Unit and other Departments/Units of the where and when necessary in order to achieve the objectives and goals of the Unit and the Agency in general as they relate to compliance with the provisions of the FOI Act.
  • Liaison with the Federal Ministry of Justice in respect of compliance with the provisions of the FOI Act, particularly Section 29 (1) with respect to the submission of an Annual Report in the prescribed Format (Microsoft excel format and submitted electronically), to the Honourable Attorney General of the Federation on or before February 1st each year.
  • Provide from time to time, other Legal Advisory Services in respect of compliance with the provisions of the FOI Act, which may be required by the Board, the Director General and or Executive Management/Staff of the Agency.
  • Training and sensitization of Staff of the Agency on the provisions of the Act.
  • Undertake any other tasks, assignments and duties as may be directed by the Board, the Director General and or Executive Management.

Legal

Functions:

  • Advice the Agency on the creation, maintenance and determination of relationships entered in to by the Agency in its corporate capacity; with staff, contractors, government agencies or private sector bodies by way of Agreements and Memoranda of Understanding.
  • Advice the Agency in the area of compliance with internal and external laws and regulations as regards the activities of the Agency.
  • Collaborate with the Standards, Guidelines and Regulations Department by making inputs into the core functions of the Agency, which is the creation, and enforcement of Standards, Guidelines and Regulations.
  • Advice the Agency on the implementation of the legal aspects of the Information Technology Policy and the NITDA Act 2007.
  • Provide Draft Legislation in the areas of Information Technology in order to create and enable the environment in Nigeria for development of Information Technology.
  • Serve as the Secretariat to the Governing Board of the Agency.
  • Provide any other legal and advisory services that may be required by the Agency.