Duties and Functions of Sub-division (Sub-departmental’s duties & functions)

Affiliated office of the Chairman of UCSB

Head Office’s Functions

  1. Preparing the memo, notes, invitation letter of the meetings and workshops to submit not only directly to the chairman and members but also to the Permanent Secretary and informing the decisions and recommendations of chairman and members upon each case to the related departments in time.
  2. Reporting the domestic & international travel plans of the chairman and members to the president office and cabinet office in accordance with the guidance.
  3. Making arrangement the appointments of foreign partners with the chairman.
  4. Submitting the memo and case file from the departments and CICSs to the chairman and informing the decisions and recommendations to CICSs.
  5. Maintaining the telecommunication system and fax system in the office of Chairman.
  6. Making the administrative arrangements in cooperation with the related departments for the staffs of chairman and member’s office.
  7. Maintaining the furniture, stationery, cars, machines, water and power supply and others in the office of chairman and members systematically.

Internal and External relation and media unit’s Functions

  1. Submitting the communication and information from the United Nations, ASEAN regional organization, and non-governmental organization to the Chairman of UCSB through the Permanent Secretary, Deputy Permanent Secretary and Assistant Secretary and making the necessary arrangement with the guidance of chairman.
  2. Supporting the logistics arrangements for ASEAN Conference on Civil Service Matters (ACCSM) and related meetings.
  3. Preparing to get the permission of authorized agency for holding the workshops, meetings and trainings in cooperate with the international organizations, United Nations, INGO and NGO.
  4. Supporting logistics arrangements for the staff to attend the workshops, meetings and trainings in abroad.
  5. Making the announcement for recruitment and selection, writing and oral examinations for the new posts and introducing the effective training programs with the guidance of chairman.
  6. Making the press release concerning the related information of the workshop on civil service quality improvement which has been held in cooperation with the UCSB and international organizations.
  7. Preparing the press release concerning the ceremonies
  8. Supporting the data information to the State Authority Organization to make pro-active and re-active media by reviewing the current political, social and economic situation.
  9. Providing information through explanation session for the matters to be aware of suitable time.
  10. Coordinating with other ministries to be able to get message arrangements for press release.
  11. Making announcement the data and information, speeches, photos and the latest news and information concerning with the civil service selection process, civil service personnel law, civil service personnel rules, monthly scholar information of the two departments and the two CICSs under UCSB in cooperation with the related offices.
  12. Submitting the information from Affiliated Office of the Chairman of the UCSB , the two departments and the two CICSs to the Chairman through the Permanent Secretary in order to get the permission in line with the rules and regulations.
  13. Getting advice from advisory group under UCSB in order to conform with the policy, rules and regulations of government upon the press release.
  14. Providing contact with the spokespersons of the UCSB for the information to be able to release flawlessly within the deling framework in case this information will be asked from outside for their necessity.

Internal Audit and Finance  Unit’s  Functions

  1. Collecting the required information concerning the budget to request for additional budget in the fiscal year.
  2. Compiling the financial records and statistical data of the UCSB in order to provide to the budget department, planning department, central statistical department of equipment and inspection.
  3. Taking record on daily allowance of Affiliated Office of the Chairman of the UCSB with their related accounts number of 7,10,11 and compiling and providing total statistics balancing with the expenditure when the statement of bank has been received.
  4. Record the information concerning the increment, salary, pension and the other allowances of the civil services under UCSB cooperating with the Administration department.
  5. Making list of records for common and capital expenditure under the relevant title of accounts which are alotted for the Chairman’s office.
  6. Supporting to prepare the required documents for requesting the budget requirement and additional budget of UCSB.
  7. Maintaining the records of statistical data to be able to provide to the authorized organizations and departments.
  8. Providing information concerning the finance to the Chairman, members of UCSB, two departments and two CICSs.
  9. Taking guidance on holding the preparatory meeting for proposed budget.
  10. Submitting the report concerning the budget to the Chairman’s office, departments and institutes in cooperating with Union Auditory General’s Office.
  11. Making guidance to departments and CICS’s to obey financial rules , regulation and procedures.
  12. Providing copies of annual proposed budget forms to the Finance Commission and Union Parliament .
  13. Supporting the relevant data on the requests of parliaments relating with the matters of planning and finance.
  14. Supervising and cooperating to the construction process in each fiscal year of the departments and Central Institute of Civil Service within the allotted time frame in line with the rule and regulations.
  15. Performing the internal auditing to the finance units of two departments and two CICSs on their processes and reporting to the Chairman.