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Provincial Board Members at work in the session hall
X. ADMINISTRATIVE MACHINERY AND RELATED
MANAGEMENT
A. Organization and
Management
A.1 Organizational
Structure of the Local Government
The Governor
is the chief executive of the province of Samar. He exercises general
supervision and control overall programs, projects, services and activities of
the provincial government. Next to him is the Vice-Governor who assumes office
as Governor for the unexpired term of the latter in the event of permanent or
temporary vacancy.
The Sangguniang Panlalawigan is the legislative body of the province with the
Vice-Governor, the presiding officer. He coordinates and correlates with the
office of the governor and all other offices.
The first and second
layers of the organizational chart are the different offices of the provincial
government directly under the supervision and control of the Governor.
A.2
Functions/Responsibilities Per Agency
2.1 Office of the Governor
The Provincial Governor
being the head of the provincial government exercises general supervision and
control over all programs, projects services and activities of the province. It
enforces all laws and ordinances relative to the governance of the province and
the exercise of the appropriate corporate powers.
Likewise, it initiates and
maximize the generation of resources and revenues for the implementation of
development plans, programs, objectives and priorities; ensure the delivery of
basic services and provide adequate facilities; and exercises powers and such
other duties and functions prescribed by law or ordinance.
2.2 Office of the Provincial Administrator
2.2.1 The
following are the functions of the Provincial Administrator:
(1) Assist in coordinating
the work of all Officials of the province under the supervision, direction and
control of the Governor and for the purpose, he may convene the Chiefs of
Offices and other officials of the Local Government Units (LGUs);
(2) Establish and maintain
a sound personnel program for the province designed to promote career
development and uphold the merit principle in the local government services;
(3) Conduct a continuing
organization development of the province with the end view of installing
effective administrative reforms;
(4) Be in the front line
in the delivery of administrative support services particularly those related to
situation during and in the aftermath of man-made and natural disasters and
calamities;
(5) Recommend to the
Sangguniang Panlalawigan and advice the Governor on all other matters relative
to the management and administration of the province; and,
(6) Perform such other
duties and functions prescribed by law or ordinance or upon delegation and/or
maybe assigned to him by the Governor.
Under the Office of the
Provincial Administrator are the Sports Development Section, Human Resource
Management Section and the Cooperative Development Section.
2.3 Tanggapan ng Sangguniang Panlalawigan
By virtue of P.D. No. 268
the Tanggapan ng Sangguniang Panlalawigan was created taking all the functions
of the Provincial Board. This is the legislative arm of the Provincial
Government and is also to sole policy determining body of the province.
The passage of
the Local Government Code reduced the composition of the Sangguniang
Panlalawigan to 14 members including the Vice-Governor as the presiding officer.
2.4 Provincial Budget Office
The Provincial Budget
Office is mandated under Republic Act 7160 to promote a sound, efficient and
effective fiscal management and utilization of government resources. Its
major responsibility is to assist the local chief executive in the preparation
of the annual and supplemental budgets and formulate recommendations of proposed
legislation by local legislative body involving appropriation of local funds.
2.4.1 General Functions
(1) Assists the local
chief executive in the formation of the Provincial Annual Budget in a way to
ensure the appropriate prioritization and allocation of funds to support the
annual program of the local government;
(2) Conceptualizes,
prepares, and develops forms, orders, and circulars embodying instruction on
budgetary and appropriation matters for the governor;
(3) Analyze and assist the
Sangguniang Panlalawigan in the review of annual and supplemental budgets of
municipalities to determine compliance with statutory and other mandatory
requirements;
(4) Examines and analyze
provincial and municipal trial balance, books of accounts and other financial
reports as may be necessary in the fulfillment of the budget function;
(5) Compiles and tabulate
statistical data, prepare and analyze consolidated financial statement and
review projections and forecasts of income and expenditures;
(6) Monitor and assess the
financial operations of city and municipal governments and its trust funds;
(7) Extends technical
assistance to the province, its component municipalities and barangays in the
preparation, authorization, execution and accountability phase of the budget
process;
(8) Reviews allotment
requests and prepares corresponding recommendations;
(9) Studies and evaluate
budgetary implications of proposed legislation and submit comments and
recommendations;
(10) Prepares periodic
budgetary reports for submission to the Department of Budget and Management,
Regional Office VIII and other line agencies;
(11) Coordinate with the
Local Finance Committee for purposes of local government budgeting;
(12) Monitor and asses the
implementation of national and local funded projects;
(13) Monitor status of
national government releases to local government;
(14) Coordinate with
System and Procedures Bureau for purposes of disposal related actions; and,
(15) Serves as the
province database source of any financial transactions, project facilitation and
obligations.
2.5 Provincial Planning and Development Office (PPDO)
2.5.1 Role and Function
The PPDO is in charge of
the formulation of comprehensive development plans and policies for the
consideration of the Provincial Development Council (PDC). It conducts studies
and research and training programs to support plan formulation, and promotes
people participation in its planning activities.
Likewise, it
integrates and coordinates sectoral plans and studies undertaken by different
functional groups or agencies and monitors and evaluates the implementation of
development programs, projects and activities. It is composed of three sections
to wit: Administrative Section; Planning and Evaluation Section and, Research
Unit.
2.5.2 Administrative Section
This section is
responsible for personnel administration in all sections of the office. It
provides personnel management, monitors personnel performance and sets uniform
standards and application of personnel policies based on personnel records. It
also provides support on fiscal and supply management of the office to see to it
office transactions are properly facilitated.
2.5.3 Planning and Evaluation Section
This section is
responsible for the effective planning, programming, coordinating, monitoring
and evaluation of plans, programs and projects for the attainment of development
goals and objectives of the province. Specifically, its function includes the
following:
(1) Formulation of
Comprehensive Provincial Development Plans and Programs;
(2) Preparation of the
Provincial Physical Framework Plan;
(3) Preparation of Annual
Investment Plan of the Province;
(4) Integration and
coordination of sectoral plans undertaken by different agencies;
(5) Coordinator with the
national, regional and provincial offices relative to the implementation of
various development programs and projects (including foreign assisted projects)
in the province;
(6) Monitoring and
evaluation of development programs and projects; and,
(7) Act as the secretariat
to the Provincial Development Council;
2.5.4
Research Unit
This unit conducts
research studies and prepares statistical reports relative to the preparation
and or implementation of developmental projects in the province. Among its
specific functions are:
(1) Arrange and
consolidate data gathered from different line agencies;
(2) Validate data gathered
from different line agencies;
(3) Prepare the Province's
Socio-Economic Profile; and
(4) Prepare the Annual
Accomplishment Report of the Province.
Moreover, one PPDO personnel (Storekeeper) was assigned or detailed to Calbayog City at the
City Fiscal Office.
2.6 Provincial Treasurer's Office
2.6.1 Role and Function
(1) Collect taxes
throughout the province including national, provincial, and municipal taxes and
other revenues authorized by law;
(2) Improve and stabilize
the finances of the province and the municipalities;
(3) Provide a continuous
program of improved local revenues collection efficiency and management of
financial resources;
(4) Provide the province
and municipalities with an efficient and progressive organization for fiscal
administration particularly in the collection and disbursement of funds, local
taxation and other related auxiliary services; and,
(5) Acts as the custodian
of all funds of the provincial government.
2.7 Provincial Accountant's Office
2.7.1 Role and Function
The role and functions of
this office pursuant to Section 474, Paragraph (b) of the Local Government Code
of 1991 are as follows:
(1) Install and maintain
an internal audit system in the local government unit concerned;
(2) Prepare and submit
financial statements to the Governor, as the case may be to the Sanggunian and
to other concerned agencies;
(3) Appraise the
Sanggunian and other local government officials on the financial condition and
operations of the local government unit concerned;
(4) Certify to the
availability of budgetary allotment to which expenditures and obligation may be
properly charged;
(5) Review supporting
documents before preparation of vouchers to determine completeness of
requirements;
(6) Prepare statements of
cash advances, liquidation, salaries, allowances, reimbursements and remittances
pertaining to the local government unit;
(7) Prepare statements of
journal vouchers and liquidation of the same and other adjustments related
thereto;
(8) Post individual
disbursements to the subsidiary ledger and index cards;
(9) Maintain individual
ledgers for officials and employees of the local government unit pertaining to
payrolls and deductions;
(10) Record and post in
index cards details of purchased furniture, fixtures and equipment including
disposal thereof, if any;
(11) Account for all
issued requests for obligation, maintain and keep all records and report related
thereto;
(12) Prepare journals and
the analysis of obligation, maintain and keep all records and reports related
thereto; and,
(13) Exercise other
powers, and perform such other duties and functions, as may be provided by law
or ordinance.
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