PROJECT MANAGEMENT AND TECHNICAL SERVICES DIVISION

The division, staffed through fifty established and 44 project posts, comprises the Project Management and Project Finance Units located on the fifth floor of
Building 1 and the Technical Services Unit located in the annex of Building 2 and the Georgian Building. Please refer to the organogram on the Ministry’s website for an illustration of the division’s structure down to the section level.

The division’s function is to provide the technical, financial and accounting services required for the efficient and effective implementation of capital investment projects. These projects are funded not only through the Capital A and B budgets, but also directly through grants and donations provided by bilateral and international agencies as well as local companies.

Described below are the roles and functions of each unit.

Project Management Unit

The Project Management Unit (PMU), supervises and monitors the implementation of

· Internationally-funded projects
· Government-funded projects
· Local private sector-funded projects

It also administers Government and donor agency’s policies in keeping with the various loan/grant agreements and government regulations, which include Vehicle/Asset Management, Financial/Audit Management, loan/grant conditions and clauses and conditions of service.

The PMU co-ordinates various activities to ensure that linkages and collaboration are facilitated between projects.

The director of the PMU has responsibility for the preparation and management of the Capital B Budget including cash management as well as the preparation of appropriation reports and audits.

The director also has responsibility for approving project payments, and signing cheques for projects with bank accounts separate from the Capital B Clearing Account.

Additionally, the director chairs weekly and monthly project review meetings to facilitate target setting against objectives, and timely preparation and co-ordination of reports for various stakeholders including the Ministry of Finance and Planning, Planning Institute of Jamaica (PIOJ), Project Analysis and Monitoring Company (PAMCO), donor/lender agencies.

During the project planning stage and prior to project implementation, the PMU works closely with the Planning Unit in the design and development of new projects.
In this regard the PMU designs the project structure; prepares job descriptions for project positions; assists in procurement planning, and ensures the fulfilment of conditions precedence arrangements with respect to loans/grants agreements.

At the project approval stage for the projects, the PMU is responsible for location planning; establishment of Project Implementation Units, and the recruitment of staff.

Project Finance Unit

The Project Finance Unit is responsible for the provision of financial and accounting services required for the efficient and effective execution of capital development projects, funded by the Government of Jamaica (GOJ), multilateral/bilateral agencies and foreign/local (private) companies. Currently, there are over 50 projects funded through the Capital A Budget and nine developmental projects funded by multilateral/bilateral/loans/grants through the Capital B Budget. One major project in hand and funded through Capital A is the 10-year, $460-million, University of the West Indies (UWI) Bachelors in Education Distance Education Programme which seeks to train teachers for the secondary education level system. This project is being implemented by the UWI with the Tertiary Unit responsible for contract administration.

Within this framework, the unit makes payments to works contractors, consultants and suppliers of goods and services; monitors expenditure on all projects; maintains up-to-date records and prepares financial reports. The unit also provides technical advice on financial management and accounting procedures; investment planning and management, and liaises with other departments/agencies to ensure compliance with the financial and accounting requirements of GOJ/donor/lending agencies.

Presently, the unit manages 11 current accounts and four investment saving accounts held in commercial banks, and all relating to projects managed through the Division.

The Early Childhood Education Fund

The Fund, which is dedicated to the improvement of early childhood education, care and development, was established in August 1999 with part of the proceeds from games promoted by the Jamaican Lottery Company Limited. In April 2002, Supreme Ventures Limited began remitting, for deposit to the fund, part proceeds of the games the company conducts. The provision of funds by the two companies is a condition of their licences to operate the games.

The fund is managed by a Special Advisory Committee, which is chaired by the divisional director, and operates according to established guidelines. In exercising general management and control of the fund, the committee reviews proposals and recommends to the Permanent Secretary, those projects and activities, which should be financed. The committee itself may also propose projects.

Early childhood institutions/personnel and other stakeholders in the Early Childhood Section may submit proposals to be considered for funding.

Listed below are the purposes for which funds may be used.

1. Health screening of children in early childhood institutions.

2. Building, upgrading and equipping of basic schools and day care centres
(including furniture and learning materials)

3. Building, upgrading and equipping of early childhood resource centres
(including furniture and learning materials)

4. Support for development/manufacture of early childhood materials to enhance the cognitive development of children.

5. Support for early childhood training programmes both pre-service and in-service.

6. Provision of scholarships for specialist training in early childhood education.

7. Support for local and regional early childhood conferences and public education activities.

8. Institutional strengthening of the National Early Childhood Programme.

9. Special provision to extend resource centre facilities in communities, which cannot access parish-based centre facilities.

10. Research to support the development of early childhood programmes.