PLANNING AND INFORMATION, RESOURCES: ‘AND. ADMINISTRATIO NROLES AND FUNCTIONS OF THE MINISTRY OF EDUCATION Office of the Permanent Secretary ‘The Permanent Secretary, who is answerable to the Minister and he is the Chief Executive of the Ministry of Education, responsible for the management, coordination and overseeing of the provision of education services at all levels. Directorates The Permanent Secretary is assisted by five Directors in the day-to-day administration of the Ministry. The five directors are for the following directorates; Planning and Information; standards and curriculum Development; Human Resource and Administration; Teacher Education and Specialised Education Service; and the directorate of Open and Distance Education. Directorate of Planning and Information This directorate comprises seven sections, namely: The Budget and Projects Section; Planning and Research Section; Buildings Section: information and Statistics Section the Bursaries Committee; the Education Board Service Section; and the Special Issues Section. The functions of the Directorate are to * Coordinate the formulation, analysis and review of education policies * Coordinate the design and implementation of both locally and externally funded education programmes and projects: * Coordinate the preparation of strategic plans and budgets. * Establish and manage an education database and information system: * Coordinate monitoring and evaluation of education programmes and projects; * Coordinate the development of appropriate education infrastructure designs* Monitor infrastructure standards; * Coordinate technical cooperation; Promote and strengthen the operations of Education Boards: % * Monitor the functions of Education Boards: Coordinate the management of bursaries for university students and vulnerable and needy school children: and Coordinate issues of Gender and School Health and Nutrition. Directorate of Human Resource and Administration i ae The Directorate of Human Resource and Administration has two 5 AN Sections, namely: The Administration Section and the Human : Resouree Management and Development Section. The : Administration Section is headed by an Assistant Director and its functions are: © Day to-day administration, Security, transport and secretarial service of the Ministry; * Analyzing, coordinating, liaising on and disseminating policy i Suidelines and information to the public: The Human Resource Management and Development Section is headed by an Assistant Director and is responsible for ' * Coordination of training and development of all human resources: * Management of human resource; * Maintenance of records: Interpretation and dissemination of labour laws and conditions of service: Recruitment, promotion, retirement confirmation, transfer, selection and placement as well as retention of staff: Processing disciplinary cases: and Salary administration1an Resource ‘The section discharges its functions through two Units: The Human Management Unit and the Human Resource Development Unit, iii. Directorate of Standards and Curriculum Development The Directorate of Standards and Curriculum Development comprise two sections, namely: The Standards Section and the Curriculum Development : Section. The functions of the directorate are’ * Developing relevant, flexible and diversified curriculum for Early i Childhood Education, Basic, High School and Teacher Education; : * Developing, providing and approving school educational materials: + Evaluating the relevance and effectiveness of the curriculum; * Assessing and evaluating the teaching and learning in schools and colleges: * Controlling the quality of education at all levels of the education system: and + Monitoring and supervising educational provision and providing professional advice on the management of education institutions. iv. Directorate of Teacher Education and Specialised Services This Directorate comprises two sections . namely: The Teacher Education Section and the Specialised Services Section, and is headed by a Director. The Directorate is responsible for: * Determining needs and advising on policy direction for teacher education and training and specialized services: * Coordination and harmonization of teacher training programmes Providing pedagogical support to, and supervision of, lecturers and teachers: and © Monitori he provision of teacher education and trainingThe Teacher Education Section comprises two units: ‘The Pre-service Unit, which is responsible for pre-service teacher education, and the In-Service ‘Teacher Education Unit, which is responsible for the continuous development of teachers. ‘The Specialised Education Service Section comprises four units, namely: The Special Education Unit, responsible for special education needs, the School Guidance and Counselling Service Unit, responsible for providing counselling and guidance services in the school; the Zambia Library Services, responsible for libraries; and the National Science Centre, which is in charge of the production of low cost Science and Mathematics equipment and _ apparatus v. Directorate of Distance Education This Directorate comprises three sections, namely: Correspondence Studies, Open Leaming and the Education Broadcasting Service Sections. ‘The main functions of the Directorate are to: * Provide and facilitate non-segregate distance learning programmes, Promote community participation in the provision of education; * Promote literacy and distance learning in the nation; * Facilitate and provide education to the disadvantaged: * Increase access to education through the non-formal sector: * Coordinate the provision of correspondence studies: and Provide liaison between the Directorate and Departments of Correspondence Studies in the universities Directorate of early child education. ‘The main functions of the Directorate are to: * To provide an informal education geared towards developing the child's menial capabilities and its physical growth. ‘To make it possible for the child to enjoy living and learning through play* To enable a child to appreciate its cultural background and customs * To foster the spiritual and moral growth of the child * To develop a child’s imagination, self-reliance and thinking skills * To enrich a child’s experiences so as to enable it cope better with primary school life ©. Support Units There are four Support units at the Office of the Permanent Secretary and these are: The Accounts Units; the Internal Audit; the Ministry of Education Procurement and Supplies Unit (MEPSU); and the Zambia Education Projects Implementation Unit (ZEPIU), i. Accounts Unit ‘The Accounts Unit is headed by a Chief Accountant and is responsible for Carrying out the disbursements of funds to Education Boards and other @ducational institutions. The unit also maintains the financial records and Produces the financial reports of the Ministry of Education. ii, Internal Audit Unit ‘The Internal Audit Unit is headed by a principal Intemal Auditor and is ‘esponsible for ensuring accountability and transparency in the utilization of "SSourees in the entire Ministry. The unit conducts internal audits and produces audit reports. iil, Procurement and Supplies Unit ‘The unit is headed by a Head responsible forthe following * Ensuring that procurement procedures are adhered to: * Monitoring procurement at all levels: and * Producing and disseminating reports on procurement for the Ministry of Education iv. Zambia Education Projects implementation Unit (ZEPIu) This 1s a special unit responsible for infrastructure development under the support of the African Development BankSENIOR JUCATIONOFFICERMANAGEMENT AT STRUCTURE PROVINCIAL LEVEL PROVINCIAL EDUCATION OFFICER PINGPAL EDUCATION STANDARDS OFFICER | a SENIOR EDUCATION OFFICER SEwOR EDUCATION EDUCATIONOFFICER STANDARDS OFFICERS \ t 1 $ + sac EXPRESSIVE ARTS MATHEMATICS TEACHER EDUCATIONDEPARTMENT HOME ECONOMICS BUSINESS STUDIES reciecainece |] [Soonsancs ] | | = semanas) [Ocamne ) amma] [sor SPECILEDUCATION [ vancuaces ] me || | a I SUPPORT STAFFROLES AND FUNCTIONS OF THE PROVINCIAL EDUCATION OFFICES Fe inraydbial udocation Office continues 10 play 2 vital role in the administration of the decentralized system, until such a time when the District Education Boards will be fully operational and self-sustaining, The provincial educational officer is the head of the provicial education office and reports to the permanent secretary The functions of the office: ‘© Monitoring and supervising policy implementation and management of standards in all districts: * Coordinating education planning, teacher education and mangement in all districts in the province; Maintaining the efficient and reliable detabase for all education; © Coordinating the provisin of distance and special education; © Coordinating the provision of specialised education services such as the Zambia Library Service, School Guidance, National Science Centre and the Educational Brodcasting Services; and © Coordinating and montoring the implementaion of programmes and activities of Education Boards. ¢ In order to enable the office carry out these functions, all the five directorates and support Units are represented at the Provincial Education Office. In decentralizing education delivery, Education Boards have been established in order to allow lower levels of the management structures and the communities participate in decision-making and planning for education provision. The new organisational structures and staffing levels are aimed at fulfilling government policy on educationdevelopment by rationalizing functions and eliminating overlaps * wherever they occur. This unit introduces Board members to the ~ organizational structure of the Ministry of Education. The Provincial Education Coordinating Committee (PECC) This committee is based at the Provincial Education Office and is chaired by the Provincial Education Officer. The Committee reports to the Permanent Secretary, Ministry of Education through the provincial Education Officer ROLES OF PECC The role of the PECC are ensure that * The national education policy is well implemented in all the Districts in the province. © The work of other education providers in the Province is in harmony with the national education policy COMPOSITION OF PECC The composition of the PECC is as follows: * Provincial Education Officer, who is the chairperson. © 6 members of the Provincial Education Management Committee as outlined below 2 Colleges Board Chairpersons (1 GRZ-Aided, where applicable) 2 Selected District Education Board Chairpersons - 2 Selected High School Board Chairpersons * 2NGOs actively involved in education in the province.The Provincial Education Management Committee (PEMc) ards Officer, as the second hig! ovineial Education Officer It IS an on-the ~sround superyi ision team for the implementation of the the Province. The Committee reports to the sr The composition of PEMC is as follows: - | Principal Education Standards Officer, who is the chairperson. Senior Planning Officer, Human Resource Officer. Education Officer (Teacher Education) Provincial Accountant, ¢ Internal Auditor. There are also Provincial Resource Centres in all the Provinces and these form part of the Provincial Education Office. Their function is to Coordinate and provide teacher development 1 conjunction with the District Resource Centres and Colleges of Education."ORGANIZATION, ADMINISTRATION AND MANAGEMENT STRUCTURE AT DISTRICT LEVEL DISTRICT EDUCATION BOARD SECRETARY | DISTRICT EDUCATION STANDAROS OFFICERS Eso-1 ESO-DE £S0-SP t i HUMAN RESOURCES OFFICER DISTRICT TEACHER RESOURCE CENTRE COODINATOR pean OFFICER, BUILDINGS OFFICER SUPPORT STAFFROLES AND FUNCTIONS OF DISTRICT EDUCATION BOARD (DEBS) t " The ‘District Education Boards are responsible for the management of basic schools i - ; é District Education Board Secretary (DEBS) is the Chief Executive Office in charge o! the day-to-day running of the office and reports to the Board and then to the Provincial Education Office. The District Education Board Office is responsible for ensuring that + Education and educational facilities as the Ministry may determine from time to time in accordance with the Education Act; Approving staffing and enrolment plans prepared by basic schools in the district in | accordance with the Ministry’s guideline, ‘The annual budget is prepared, including capital and recurrent expenditure and ensuring accountability; * * Disbursing funds to schools in the district in accordance with the financial | regulations; ¢ Processing staff and pupil disciplinary cases expeditiously on the basis of appeals: Monitoring educational facilities in the district; + + Purchasing school requisites and: equipment and distribute to all schools in the | district Attend to staff welfare and grievances expeditiously; + Prepare and submit work plan and budget to the Ministry of Education for funding, District Resource Centre District Resource Centre in each District and this forms the extended part of the office of the District Education Board. The District Resource Centres are meant for continuous Professional development of teachers in the district. In liaison with College of Education, District Resource Centres also provide services to pre-service teacher training programmes District Education Standards Office The District Education Standards Office is responsible for monitoring and evaluating «the performance of school and ensuring that they perform according to set standards. In Performing their monitoring role, District Education Standards Officers are expected to Prepare school monitoring and evaluation reports for the Boards to enable them make tnformed decisions about their schools. This office is headed by the District EducationStandards Officer. Administratively, this office functions within the operations of the District Education Board Secretary The District Education Coordinating Committee (DECC) The District Education Board is self the District Education Coordinating Committee Its responsible for the overall coordination of the Sector Plan implementation in the district. It reports to the District Commissioner and the Provincial Education Officer 5 through the District Education Board Secretary i ‘The chairperson of the District Education Board is the chairperson of the District Education Coordinating Committee The District Education Management Committee (DEMC) e$ The District Education Management Committee is responsible for management of the implementation of the Sector Plan in the district. It is chaired by the District Education Board District Education Board Secretary, who is the chairperson, 1 District Education Standards Officer, who is the vice-chairperson “Education Standards Officer (General). ce Education Standards Officer (Special Education) Hoge eis 1 Fducation Standards Officer (Distance Education) it + Human Resource Officer ' ¢ Planning Officer. District Resource Centre Coordinator i Head teacher Basic School (Representativ © of Head teachers on the District Education Board) * Accounts Officer