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Annual Report 2010

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Annual Report 2010 Ministry of Finance, the Economy & Investment 599 Corporate Services Directorate The role of the Corporate Services Directorate (CSD) is that of providing essential support services to the Ministry and to its departments, entities and divisions. The core functions are: − Finance (accounts, procurement and asset management); − Office Management; − Human Resources; − Registry; − Parliamentary Questions. During the year under review, with the introduction of the Financial Administration and Audit Act, the CSD administered the Ministry’s Departmental Contracts Committee. FINANCE During 2010, the Finance Section continued to provide operational support to Director Corporate Services on all matters related to finance administration concerning the Ministry of Finance, the Economy and Investment (MFEI). The Finance section was responsible for the administration of funds provided under Recurrent Vote 29 – MFEI, which included the cost centre of the Parliamentary Secretariat. This section was also responsible for the management of funding of capital projects and collection of revenue included under the Financial Estimates of MFEI. The Section was involved in the procurement of goods and services, from the initial stage of the raising of commitments up to the settlement of invoices within a reasonable period of time through the Departmental Accounting System. During 2010, the total number of transactions effected on the DAS was 10,200. During the year, the Finance Section also managed requests submitted by public entities for the release of approved Capital and Recurrent budgetary subventions and other allocations. These entities included FinanceMalta Foundation, Privatisation Unit, Malta Statistics Authority, Financial Intelligence Analysis Unit, Malta National Laboratory, Financial Services Tribunal, Malta Enterprise, Collective Bargaining Unit, Malta Film Commission, Malta Air Traffic Services, Gozo Ferries Ltd, MGI/MIMCOL and Malta Industrial Parks. The Section was also involved in: • providing assistance in the preparation of travel documents required by the Ministry’s officials when travelling abroad on official business, including the issuing of 307 travel advances to said officials; • submission of financial statements including monthly Re-assessment of Budgetary Estimates, monthly cash flow projections and quarterly financial statements on accruals basis; • compilation of financial information related to the drafting of replies to parliamentary questions; • co-ordination of replies by the Ministry and its Departments to several requests and queries by the National Audit Office and the Treasury Department; • submission of quarterly statements to VAT Department with list of suppliers who failed to submit fiscal receipts for goods and services procured by the Ministry; • assisting the National Lotteries Good Causes Advisory Board in the financial administration and operations of the Good Causes Fund including issuing of cheques to beneficiaries of the fund. During the year, 283 cheques were issued to various beneficiaries; ________________________________________________________________________________________________________ Annual Reports of Government Departments ~ 2010 Ministry of Finance, the Economy and Investment 600 • supporting Director General (Budget Affairs) in the issuing of new Government Guarantees/Letters of Comfort on domestic/foreign loans and other banking facilities granted to public entities, the renewal of old ones and the compilation of a quarterly report. During 2010, 12 new guarantees/letters of comfort were issued, whereas 13 old ones were extended for a further period of one year; • assisting Director General (Budget Affairs) in the verification of requests by government ministries to open bank and below-the-line accounts. During 2010 the Ministry received 38 requests for the opening of a bank account that were all considered positively. During the same year, the Ministry received 24 requests for the opening of a below-the-line account, of which six were rejected; • the maintenance and updating of a database on government direct and indirect shareholding. OFFICE MANAGEMENT Apart from this branch’s ongoing maintenance programme, refurbishment of newly acquired premises along Old Mint Street was completed. These works included the Ministry’s new library. Reception facilities were introduced, registering incoming mail and controlling visitors to the building. A CCTV system, providing surveillance of the building’s periphery as well as internal circulation of common areas, was implemented. Similarly, a limited access system was introduced. Existing maintenance agreements were renewed. A tender for cleaning services for part of the building was awarded. An energy audit of the entire Ministry was carried out. The report and its recommendations are still awaited. HUMAN RESOURCES As in previous years, this Section processed the recruitment, appointment, progression and promotion of several personnel in various grades throughout the whole Ministry. Five circulars were issued to fill 11 positions of Assistant Director in departments within the Ministry’s portfolio. Public calls for applications filled various posts and contractual positions at middle and senior management level to enhance the Ministry’s needs and operations. Renewals of contracts were drawn up as necessary for the Private Secretariat staff of the Minister and the Parliamentary Secretary. During 2010, the Human Resources Section continued with the preparation and payment of the four- weekly salaries of staff at the Ministry, including the two Private Secretariats, as well as the Economic Policy Department and Lotto staff. Constant monitoring of the Personal Emoluments, particularly the allowances and overtime items, was maintained throughout the year. REGISTRY The Registry continued to provide the core service of recording and tracking all incoming correspondence with the following statistics: Correspondence registered on DOCREG system 5,187 New MF files 486 New EU 221 Parliamentary Questions 1,953 Publication of MF/HR circulars 12/5 It was planned that Registry staff begin to administer the Ministry’s inventory. ANTHONY SAVONA Director (Corporate Services) ________________________________________________________________________________________________________ Annual Reports of Government Departments ~ 2010 Ministry of Finance, the Economy and Investment 601 EU Affairs Directorate BACKGROUND The EU Affairs Directorate is responsible for the co-ordination of all EU-related issues falling within the remit of the Ministry of Finance, the Economy and Investment. One of its main tasks is to co-ordinate the drawing up of a national position in preparation for meetings taking place within the EU institutions (the European Commission, the Council of the EU and the European Parliament, but also European committees such as the Economic and Social Committee and the Committee of Regions). The Directorate’s responsibilities include the dissemination of meeting agendas and documentation, co-ordination of attendance of officials at the EU-related meetings and the drawing up and clearance of instruction notes used by the technical officials and attachés participating in the same meetings. Malta’s position is drawn up in consultation with the technical experts from both the public and the private sector. The Directorate provides support to the Ministry’s departments in areas relating to the EU. The Directorate is also responsible for the drafting of letters in reply to infringements cases opened by the EU Commission against Malta and is also the contact point within the Ministry for the notification of Maltese legislation to the EU Commission. Progress Achieved in 2010 In early 2010, the European Union faced a fresh economic crisis requiring a quick and timely response. Throughout the crisis, the EU Directorate provided support to the high-level officials attending the meetings taking place at the European level. The Directorate was also responsible for the preparation of briefing material for the ministerial delegations attending the Eurogroup, ECOFIN, Competitiveness and Trade Council meetings. Apart from preparing the Council meeting files for the Maltese delegation, the EU Directorate organised pre-ECOFIN and pre-Competitiveness briefings for resident EU representations in order to brief them on the position that Malta intended to take during the Council meetings. These briefings form part of the negotiation process and help Member States discuss common positions with a view to reaching agreement on EU proposals. One of the main responsibilities of the Directorate was to co-ordinate the consultation process on proposals submitted by the Commission. Malta’s position is drawn up in consultation with both internal and external entities. The Directorate was also responsible for presenting the proposals at the Inter-Ministerial Committee (a Committee composed of high-level officials from all government ministries and headed by the Permanent Representative of Malta to the EU). It also assisted MEUSAC in setting up consultation meetings with the MEUSAC Core Group and its sub-committees. Apart from preparing for Council meetings, the EU Affairs Directorate was also involved in the preparations to welcome visiting foreign dignitaries. The Directorate was also involved in the preparation of briefing notes for the President’s and the Prime Minister’s meetings held in Malta and abroad. DIANE SAMMUT Director (EU Affairs) ________________________________________________________________________________________________________
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