The Administration Directorate is responsible for managing and developing human resource in order to enhance the performance of the Zambia Police Service (ZPS). It also provides training and administrative and logistical support in order to facilitate effective operations of the Service. Further, it is responsible for procurement and supplies, transport logistics, records management and sports administration. The Administration Directorate is responsible for managing the Central Firearms Registry, Armory, and the Zambia Police Farms. It coordinates gender related programmes in order to promote gender parity.
The Directorate performs the following specific functions:
a) Coordinates the recruitment, selection and placement of staff;
b) Interprets and disseminate Labour Laws, Terms and Conditions of Service;
c) Coordinates Gender related programmes in order to promote Gender awareness in the Police;
d) Manages the Central Firearms Registry and Armoury;
e) Coordinates sporting, recreational facilities and other staff wellness programmes in the Service;
f) Coordinates and institutionalizes Performance Management System in the Police Service.
g) Manages procurement, transport and quarter master services;
h) Records management;
i) Identifies training needs and develops and implements human resources training plans and programmes;
j) Develops and implements a staff incentive scheme;
k) Facilitates the provision of logistical and administrative support services in the Service;
l) Manages and maintains police infrastructure; and
m) Manages the ZPS Farms and agricultural projects.
The Administration Directorate is headed by a Director – Administration who is a Deputy Commissioner of Police who is assisted by a Deputy Director -Training and Human Resource Development who is a Senior Assistant Commissioner of Police, a Deputy Director – Human Resource Management who is a Senior Assistant Commissioner of Police and a Deputy Director – Administration who is a Senior Assistant Commissioner of Police and a Quartermaster who is a Senior Assistant Commissioner of Police.
The Directorate shall comprise the following Sections:
i. Training and Human Resource Development;
ii. Human Resource Management;
iii. Administration; and
iv. Quartermaster.
The Training and Human Resource Development Section Section is responsible for managing training and staff development in order to enhance the performance of the ZPS.
The Section performs the following specific functions:
a) Coordinates the recruitment of trainee Police Officers;
b) Coordinates staff development programmes;
c) Conducts training needs assessment;
d) Develops and implements human resources training plans and programmes;
e) Monitors and evaluates implementation of training programmes; and
f) Collaborates with Police Training College and Schools, and external training institutions on the development of curricula and staff development.
The Section is headed by a Deputy Director-Training and Human Resource Development (Senior Assistant Commissioner of Police) who is assisted by an Assistant Director – Training and Human Resource Development (Assistant Commissioner of Police) and an Assistant Director-Sports Coordinator ( Assistant Commissioner of Police).
The Human Resource Management Section is responsible for coordination of human resources management functions for the effective running of the Service. It also coordinates Gender related programmes in order to promote Gender awareness in the Police and manage records.
The Human Resources Management has the following specific functions:
a) Institutionalises the Performance Management Systems in the Service;
b) Processes human resource matters such as confirmation, placement, promotions, transfers and separations in order to enhance service delivery.
c) Develops functioning systems for human resource management at all levels;
d) Interprets and disseminates Terms and Conditions of Service and Public Service Code of Ethics in order to maintain consistency in their application;
e) Manages records in order to facilitate easy storage and retrieval of information;
f) Manages staff welfare in order to ensure their wellbeing;
g) Coordinates development and revision of organisation restructures and job descriptions;
h) Conducts human resource forecasting;
i) Conducts Payroll audit;
j) Operationalizes integrity committees in order to create general awareness in the Service on the dangers and effects of unethical conduct; and
k) Manages wellness education programmes on Communicable and Non-Communicable Diseases (NCDs) in order to facilitate acceptance and coping as well as creating awareness.
The Section is headed by a Deputy Director – Human Resource Management (Senior Assistant Commissioner of Police) who is assisted by an Assistant Director – Human Resource Management (Assistant Commissioner of Police), an Assistant Director – Human Resource Planning (Assistant Commissioner of Police) and an Officer – In- Charge – Staff Records.
The Section shall comprise three (3) Units as shown below:
i. Human Resource Management;
ii. Human Resource Planning; and
iii. Records Management Unit.
A. The Human Resource Management Unit
The Human Resource Management Unit is responsible for coordination of human resources management functions for the effective running of the Service.
The Unit has the following specific functions:
a) Institutionalises the Performance Management Systems in the Service;
b) Processes human resource matters such as confirmation, placement, promotions, transfers and separations in order to enhance service delivery.
c) Develops functioning systems for human resource management at all levels;
d) Interprets and disseminates Terms and Conditions of Service and Public Service Code of Ethics in order to maintain consistency in their application;
e) Coordinates development and revision of organisation restructures and job descriptions;
f) Manages staff welfare in order to ensure their wellbeing;
g) Operationalizes integrity committees in order to create general awareness in the Service on the dangers and effects of unethical conduct; and
h) Manages wellness education programmes on Communicable and Non-Communicable Diseases (NCDs) in order to facilitate acceptance and coping as well as creating awareness.
The Unit is headed by a Deputy Director HRM (Senior Assistant Commissioner of Police) who shall be assisted by Assistant Director HRM (Assistant Commissioner of Police).
B. The Human Resource Planning Unit
The Human Resource Planning Unit is responsible for coordination of human resource planning and payroll management and establishment control for the effective running of the Service.
The Unit has the following specific functions:
a) Conducts human resource forecasting;
b) Develops functioning systems for human resource planning at all levels;
c) Manages the Payroll Establishment Control in order to ensure effective use of the financial resources;
d) Conducts Payroll audit;
e) Develops strategies to address human resource needs in the Police Service;
f) Implements a retention policy for human resources in the Police Service;
g) Monitors the implementation of human resources management functions across the ZPS;
h) Monitors staffing at all levels in the Police Service in order to provide information for decision making;
i) Analyses human resource trends in the Police Service and advise on skills and disciplines that need to be nurtured and enhanced to ensure the right number, type and quality of human resource is equitably distributed;
j) Monitors and evaluates the implementation of the Performance Management Systems in the Police Service; and
k) Facilitates succession planning of human resource in order to ensure continued knowledge management.
The Unit is headed by an Assistant Director – Human Resource Planning and Payroll Establishment Control (Assistant Commissioner of Police) who is assisted by Senior Human Resource Officer – Planning and Payroll Establishment Control (Senior Superintendent).
C. The Records Management Unit
The Registry Unit is responsible for effective records management of active files, disposal and archiving of inactive files in order to ensure security for both personal and organizational information.
The Unit is responsible for the following functions:
a) Creation, management, storage and retrieval of records;
b) Disposal and archiving of records in order to create space;
c) Management of mail;
d) Receive and distribute correspondence in order to facilitate easy flow of information;
e) Index files in order to facilitate easy access and retrieval;
f) Classify correspondence in order to easy access and retrieval; and
g) Secure records in order to facilitate confidentiality.
The is headed by an Officer in Charge – Staff Records and assisted by a Deputy Officer in Charge – Staff Records.
The Administration Section is responsible for coordinating the provision of administrative and logistical support services for the effective running of the Service. It is also responsible for procurement and supplies, transport logistics, sports administration, Central Firearms Registry and Armoury, and the Zambia Police Farms. Furthermore, it coordinates Gender related programmes in order to promote Gender awareness in the Police.
The Section performs the following specific functions:
a) Facilitates the provision of logistical and administrative support services in the Service;
b) Manages the Central Firearms Registry and Armoury;
c) Coordinates sporting, recreational facilities and other staff wellness programmes in the Service;
d) Manages procurement, transport and quarter master services;
e) Facilitates the maintenance of office buildings and surroundings;
f) Manages and maintain police infrastructure; and
g) Manages the ZPS Farms and agricultural projects
The Administration Section is headed by a Deputy Director – Administration (Senior Assistant Commissioner of Police) and assisted by an Assistant Director -Transport (Assistant Commissioner of Police), an Assistant Director – Service Armoury (Assistant Commissioner of Police), a Registrar of Firearms (Senior Superintendent), an Assistant Director – Police Farms (Assistant Commissioner of Police), and an Assistant Director – Projects & Maintenance (Assistant Commissioner of Police), an Assistant Director – Sport (Assistant Commissioner of Police) and a Coordinator – Gender (Senior Superintendent).
The Administration Section is responsible for the following eight (8) Units:
i. Motor Transport;
ii. Service Armoury;
iii. Central Firearms Registry;
iv. Zambia Police Farms;
v. Projects and Maintenance;
vi. Sports; and
vii. Gender.
A. Motor Transport Unit
The Unit is responsible for transport management in order to enhance smooth operations of the Service.
The Unit performs the following specific functions:
a) Provides transport services to the ZPS;
b) Conducts training of drivers within the Service;
c) Monitors and maintains fuel log books;
d) Maintains ZP Vehicle log books;
e) Monitors the professional conduct of all ZPS Drivers;
f) Collaborates with Mechanical Engineering Unit on servicing, repairs and maintenance of Motor Vehicles;
g) Coordinates reporting of accident/theft of ZPS motor vehicles; and
h) Facilitates insurance of Motor vehicles.
The Unit is headed by the Assistant Director – Transport (Assistant Commissioner of Police) who is assisted by a Senior Human Resource Officer – Transport (Senior Superintendent) and five (5) Transport Officers (Superintendents).
B. Service Armoury Unit
The Service Armoury Unit is responsible for the management of firearms and musketry in order to ensure safety, marksmanship and support police operations.
The Service Armoury Unit is responsible for the following specific functions:
a) Maintains records of all firearms in the Service;
b) Issues firearms and armoury for operations;
c) Receives firearms for safe custody;
d) Services and repair of firearms;
e) Collaborates with Quartermaster on procurement of firearms, ammunitions and armoury consumables;
f) Provides technical assistance on firearm and weapon handling;
g) Maintains an inventory of firearms and armoury;
h) Collaborates with stakeholders on matters related to firearms and armoury;
i) Range management.
The Service Armoury Unit is headed by an Assistant Director – Service Armoury (Assistant Commissioner of Police) who is assisted by one (1) Deputy Officer-In Charge – Armoury (Superintendent).
C. The Central Firearms Registry Unit
The Central Firearms Registry shall be responsible for registration of firearms and weaponry in order to regulate the usage and circulation of firearms in the country.
The Registry performs the following specific functions:
a) Registration of firearms;
b) Facilitates the issuance of firearm Licenses and Permits;
c) Monitors and controls civilian firearms, firearm dealers, Private Security Companies and Safari companies; and
d) Management of firearms records.
The Central Firearms Registry is headed by an Assistant Director – Central Firearms Registry (Assistant Commissioner of Police) who is assisted by one (1) Registrar of Firearms.
D. The Zambia Police Service Farms
The Zambia Police Service Farms is responsible for production of agriculture and Livestock products in order to support police operations and generate revenue.
The Police Farms Unit performs the following specific functions:
a) Produces agriculture and livestock products;
b) Manage animal husbandry;
c) Supply Quartermaster with fresh and dry rations for distribution to Police Officers in operational areas;
d) Manage the farms operations;
e) Market and Sale farm produce; and
f) Maintain and repair farm machinery.
The Police Farms Unit is headed by an Assistant Director – Police Farms (Assistant Commissioner of Police) who shall be assisted by two (2) Senior Farm Manager (Senior Superintendent) and one (1) Veterinary Doctor (Senior Superintendent).
E. The Projects and Maintenance Unit
This Unit is responsible for maintaining Police buildings, facilities and equipment and preventive maintenance to prolong their lifespan and ensure that they are in good working conditions. The Unit shall further be responsible for coordinating and supervising the implementation of Police infrastructure projects.
The Unit performs the following specific functions:
a) Develop and disseminate maintenance guidelines in order to improve the sustainability of buildings and equipment for the provision of quality services;
b) Undertake inspection and maintenance of police infrastructure and facilities;
c) Repair equipment in order to ensure the provision of quality service;
d) Coordinate the implementation, monitoring and supervision of Police infrastructure projects;
e) Maintain Property Records and ownership documents; and
f) Collaborate with Legal Directorate on obtaining title deeds for police land.
The Unit shall be headed by an Assistant Director – Projects & Maintenance (Assistant Commissioner of Police) who shall be assisted by one (1) Officer-In Charge – Projects & Maintenance (Senior Superintendent).
F. The Sports Unit
The Unit is responsible for coordinating sporting and recreational activities in the Zambia Police Service.
The Unit performs the following specific functions:
a) Organize and promote sporting activities for the Police;
b) Maintain sports infrastructure and all sports equipment;
c) Facilitate the participation of ZPS personnel in local and international sporting tournament; and
d) Establish sporting clubs in order to promote esprit-de-corps and team work in the ZPS.
The Unit is headed by an Assistant Director – Sports (Assistant Commissioner of Police) and assisted by two (2) Senior Sports Officer (Senior Superintendent).