General Administration Department

Mandate and Vision of GAD

Mandate

To coordinate and ensure provision and management of general administrative services in an efficient, effective and fiscally prudent manner to support the main functions of GHS

Vision

Best management and administrative systems and practices operated at all levels in the Service.

We aim to achieve this vision by:

  • Providing high quality administrative and managerial expertise
  • Being collaborative, consultative and supportive
  • Fostering and sustaining relationships
  • Benchmarking our services to foster continuous improvement
  • Aligning our operations to the GHS’ core business
  • Facilitating attitudinal change;
  • Utilising transparent systems and
  • Identifying and responding positively to new challenges

 

Functions of GAD
  • The development and consistent introduction of contemporary administrative systems in collaboration with other Divisions and the Regions to enhance institutional efficiency and cost efficiency in the Ghana Health Service
  • The development and maintenance of an efficient records management system in collaboration with other Divisions to support service delivery in the GHS
  • The development and maintenance of a modern and efficient security system for the GHS
  • Providing technical advice and support in the area of administrative and management services to regional and district health administrations and facilities.
  • Establishment and review of administrative procedures as and when necessary
  • Providing in collaboration with the HRD, continuous education for administrative staff country-wide
  • Coordination of general housekeeping and security of assets and premises at GHS headquarters
  • Contributing to the development and dissemination of health sector policies and programmes
  • Management of office of Director Health Administration and Support Services

 

Structure of GAD

To deliver on its mandate, the GAD is structured into four key units. These are:  

Health Administration and Management Unit

  • Provision of technical advice and support in the area of administrative and management services to Headquarters Directorates, Regional and District Health Administration and facilities
  • Supporting office of Deputy Director GAD to direct and coordinate activities within GAD and HASS in general:
  • Coordinating and harmonizing work programmes within GAD and HASS Directorate
  • Coordinating the development, preparation and justification of GAD and HASS Directorate’s plans and budgets
  • Coordinating GAD and HASS Directorate’s performance review
  • Coordinating the preparation of periodic operational reports of GAD and HASS Directorate
  • Handling officials in and outgoing correspondences that will be referred to the Deputy Director Administration by Director HASS
  • Provision of guidelines and regular review of administrative procedures, manuals and educational or informative materials as and when necessary
  • Carrying out supervisory visits to the lower levels of the Service and where necessary explain policy directives, monitor compliance with administrative directives and obtain feedback
  • Ensuring good recordkeeping and reporting in the GAD
  • Assisting in the training and supervision of Administrative and secretariat staff as needed to support technical and administrative operations within GHS
  • Ensuring efficient filling systems in the office of Director HASS

 

Records Management Unit

  • Provision of guidelines on registry practices and procedures including filing systems, storage and retrieval of letters, file tracking, dispatch and receipts of letters in the GHS
  • Manage a central registry for Headquarters
  • Provide technical support to other Divisions, RHDs and health facilities to improve record management practices
  • Formulate and revised agency-specific records management policy and guidelines based on national regulations

 

Headquarters Facility Maintenance and Operations

  • Provision of technical support on estate services including:
    • Development, maintenance and keeping of estate database, assets register and inventory at GHS headquarters
    • Estimating cost for maintenance, fittings, fixtures and furniture
    • Advising on rental valuation of premises
    • Management of lease and tenancy agreement as well as the landed property at GHS headquarters
    • Management of staff accommodation at GHS headquarters
    • Planning and implementation of preventive and corrective maintenance at GHS headquarters. This includes;
    • Development of standards and specification for maintenance
    • Undertaking conditional surveys of property prior to planning for maintenance
    • Drawing up maintenance work schedule and preparing budget for preventive maintenance
    • Ensuring efficient and effective maintenance and use of office equipment and machinery
    • Advising on contracts for cleaning services and ensuring general cleanliness at GHS headquarters.
    • Identifying training needs of maintenance staff and assisting in developing training programmes to enhance performance

 

Security Unit

  • Coordination of security services at GHS headquarters
  • Provision of expertise in issues concerning security and crime prevention
  • Ensuing security of all the property and equipment at GHS headquarters
  • Responding to any security incident as and when required
  • Investigating theft, pilfering, losses and assaults and submitting reports with recommendations
  • Maintaining appropriate logs to advise management of potential security problems
  • Liaise with security agencies such as police in resolving theft and other security matters of the Service
  • Assisting in the development and maintenance of emergency preparedness programme for the various offices of GHS headquarters
  • Conducting follow-up investigations and submitting reports on security related incidents
  • Identifying training needs of security staff and assisting in designing training programmes to enhance performance

Deputy Director

Mr. Ankomah has over fifteen (15) years of experience as a Health Administrator and currently serving as a Deputy Director for General Administration at GHS Headquarters.  His work experience as a Health Administrator covers district, teaching hospital, and national level health institutions and at all levels of management activity. He has had the opportunity of being a member of various working teams for developing major health policies in Ghana including the health sector pay reforms in 2006, the national health insurance tariff structure and the national health insurance accreditation programme for Ghana. He served as a Secretary to the Appointment and Promotion Sub-Committee of GHS Council from 2008 to 2012.  He has also worked extensively on USAID-funded project. He was the Greater Accra Regional Coordinator of USAID Focus Region Health Project (FRHP), a USAID/Ghana Funded Project implemented by JSI Research & Training Institute from April 2011 to November, 2013.  His interest is in health governance and management, coordinating administrative and institutional efficiency and managing health programmes.

 

He holds graduate degrees (MA Human Resource Management) from University of Cape Coast and (MSc. Development Planning and Management) from University of Dortmund, Germany and University of Science and Technology, Kumasi, Ghana.  He also has BSc. Degree in Health Administration from Business School, University of Ghana. He has further pursued short courses in leadership development, project management, health finance management, contract administration and health administration and management in and outside Ghana.