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Ministry for Fair Competition, Small Business and Consumers AAnnnnuuaall RReeppoorrtt 22001122 ˜˜ MMiinniissttrryy ooff FFaaiirr CCoommppeettiittiioonn,, SSmmaallll BBuussiinneessss aanndd CCoonnssuummeerrss December 2013 CONTENTS ____________________________________________________________________________________ Page Ministry of Fair Competition, Small Business and Consumers Corporate Services Directorate 1 EU Affairs Directorate 4 Commerce Department 7 Government Property Department 13 Office of the Notary to Government 25 Annual Report 2012 ~ Ministry of Fair Competition, Small Business and Consumers 1 Corporate Services Directorate The Corporate Services Directorate has the main function of providing support and advice to the Permanent Secretary and to the departments and entities within the Ministry’s remit in relation to issues of financial management, office management, procurement and human resource management. The Directorate has the responsibility of coordinating the activities that are of a corporate nature, and of implementing the policy directives and circulars issued by the Office of the Prime Minister, the Ministry of Finance, the Economy and Investment, and Public Service Commission, in order to ensure that the Ministry’s operations are aligned with those of the Public Service. The Directorate also ensures that directives issued by the Ministry are followed and adhered to. The Director Corporate Services was appointed on 28 March. The complement of the Directorate at the end of 2012 consisted of an Assistant Director (Finance and Administration), an Assistant Principal, two Senior Clerks, a Clerk and two Officers on Messengerial duties. FINANCE During 2012, the funds allocated to the Ministry for Fair Competition, Small Business and Consumers were administered by the Office of the Prime Minister and the Ministry of Finance, the Economy and Investment. This was due to the fact that when the Ministry was set up in January 2012, the administrative structure to cater for these needs did not exist. The necessary planning and preparations were carried out in order for the Directorate to take over these responsibilities in 2013. The Directorate monitored the Ministry’s recurrent expenditure on a monthly basis. Advice and support was provided to the Ministry in light of the monthly revised estimates that were prepared to assist in the financial management. Through continuous liaison with the departments administering the Ministry’s funds and the departments and entities within the Ministry’s remit, it was ensured that wherever allocated funds were not enough, the proper and appropriate corrective procedures were followed. Immediate action was taken to vire funds where needed, thus keeping the expenditure within the allocated budget. The Directorate also analysed the financial information that was submitted by the various entities before issuing a recommendation on the release of periodic tranches to the Ministry of Finance, the Economy and Investment. An effort was made to ensure that invoices for all goods and services were settled before the end of year to minimise the amount of commitments that will be carried into 2013. The Directorate also liaised with the Office of the Prime Minister with regards to the various Programmes and Initiatives under the Ministry’s remit to ensure a transition that is as smooth as possible. In this timeframe, the budgetary provisions as issued by MFEI Circular 9/2012 were inputted into the DAS system and coordination of the inputting of the estimates for the departments under the Ministry’s remit was also carried out. ________________________________________________________________________________________________________ Annual Report 2012 Ministry of Fair Competition, Small Business and Consumers 2 The Directorate followed closely the drafting of the 2013 financial estimates. The business plans of the departments and entities falling within the Ministry’s remit were collated, analysed, and presented to the Minister and the Permanent Secretary as the basis of their discussions with the Ministry for Finance, the Economy and Investment with regards to the 2013 estimates. SUPPORT SERVICES During 2012, the Directorate embarked on a project of finding suitable premises to house the Directorate, the Office of the Permanent Secretary, the EU Affairs Directorate and the Programme Implementation Directorate. A government owned property that met the required needs was identified. A refurbishment exercise was embarked upon with the major works being provided by the Ministry of Resources and Rural Affairs. The exercise was fairly extensive and included re-painting, plumbing, waterproofing, room partitioning and the restoration of the façade and wooden apertures. Following the necessary ICT installations, the Office of the Permanent Secretary and this Directorate moved into the premises in September 2012 with the EU Affairs Directorate following suit in November 2012. HUMAN RESOURCES During 2012, the Directorate provided support and advice to the Permanent Secretary and to the heads of the departments and entities under the Ministry’s remit to ensure adherence to the relevant policies, procedures and legislation related to human resources. In conjunction with Office of the Permanent Secretary, a number of calls for the engagement and recruitment of new staff within the Ministry and its departments were issued. This included calls for nine Assistant Directors, two Managers, two Operations Managers, a Principal Scientific Officer, a Senior Legal Officer, a Case Officer, a Notary, an Economics Officer, a Scientific Officer, a Senior Systems Administrator, an Assistant Librarian and a Technician. Members of the Directorate also chaired or were members of selection boards for recruitment within the Ministry. The Directorate also carried out and coordinated the progression and promotion of staff as provided for in the respective Classification Agreements, administered the Performance Management Programme (PMP) for the general service grades, and, issued a number of GP 47 when requested. The Directorate was responsible for the coordination of the Ministry’s capacity building exercise which was presented to the Ministry of Finance, the Economy and Investment and PAHRO. During this process, the submissions made by the departments and entities were collected, analysed and presented to the Permanent Secretary. Officers from the Directorate attended training in the DAS accounting system, the e-procurement system and financial management. PROCUREMENT The Directorate issued a number of calls for quotations for the procurement of various essential items necessary for the effective operation of the Ministry in its new offices. These included a PABX system, office furniture and a security system. ________________________________________________________________________________________________________ Annual Report 2012 Ministry of Fair Competition, Small Business and Consumers 3 ADMINISTRATION The Directorate established a registry system for the new Ministry, reflecting established operational procedures. The Directorate coordinated the replies to Parliamentary Questions directed to the Ministry. 70 parliamentary questions were answered during this timeframe. During 2012, the Freedom of Information Act came into force. Training was provided to staff and Ministry representatives attended Freedom of Information seminars and Forum meetings. During 2012, the Ministry handled 6 Freedom of Information requests. An inventory exercise for the new premises was established in line with standard procedures. Officers were given informal training in the use of the Fleet Management System and the Ministry’s vehicles were registered in the system so that in 2013 the necessary support could be given to the users of these vehicles directly. Measures were taken to ensure that fuel consumption was kept within the prescribed limits and that vehicles are kept up to the required standards. Johan Galea Director (Corporate Services) ________________________________________________________________________________________________________ Annual Report 2012 Ministry of Fair Competition, Small Business and Consumers 4 EU Affairs Directorate The EU Affairs Directorate is responsible for managing the Ministry’s participation in EU structures and processes, as well as for ensuring effective co-ordination of all EU-related matters at a domestic level and with other EU stakeholders, including other Ministries, the Permanent Representation of Malta to the EU, the Ministry of Foreign Affairs and the EU Secretariat within the Office of the Prime Minister. The EU Affairs Directorate has ensured that the various entities falling within the Ministry’s portfolio send regular feedback to the numerous proposals discussed at the European Commission Working Groups, Working Parties taking place at the Council of the European Union as well as Ministerial Councils. The Directorate also follows developments at the European Parliament, particularly for reports and votes taken on Commission proposals. The Directorate actively participates in the preparation for the Competitiveness Council meetings. This includes holding pre-Competitiveness Council meetings with Ambassadors or their representatives from the European Union Members States who hold a seat in Malta. During such meetings, this Office communicates the Malta position on the dossiers which would be discussed in Ministerial Council meetings. During the Competitiveness Council meetings, Malta has participated in various discussions particularly on issues concerning
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