The Administration Directorate is responsible for managing and developing human resource in order to enhance the performance of the ZPS. It also provides training and administrative and logistical support in order to facilitate effective operations of the Service. Further, it is also be responsible for procurement and supplies, transport logistics, records management and sports administration. The Administration Directorate is also be responsible for managing the Central Firearms Registry, Armoury, and the Zambia Police Farms. It coordinates gender related programmes in order to promote gender parity.
The Directorate performs the following specific functions:
a) Coordinate the recruitment, selection and placement of staff;
b) Interpret and disseminate Labour Laws, Terms and Conditions of Service;
c) Coordinate Gender related programmes in order to promote Gender awareness in the Police;
d) Manage the Central Firearms Registry and Armoury;
e) Coordinate sporting, recreational facilities and other staff wellness programmes in the Service;
f) Coordinate and institutionalise Performance Management System in the Police Service.
g) Manage procurement, transport and quarter master services;
h) Records management;
i) Identify training needs and to develop and implement human resources training plans and programmes;
j) Develop and implement a staff incentive scheme;
k) Facilitate the provision of logistical and administrative support services in the Service;
l) Manage and maintain police infrastructure; and
m) Manage the ZPS Farms and agricultural projects.
The Administration Directorate is headed by a Director – Administration (Deputy Commissioner of Police) who is assisted by one (1) Deputy Director -Training and Human Resource Development (Senior Assistant Commissioner of Police), one (1) Deputy Director – Human Resource Management (Senior Assistant Commissioner of Police) and (1) Deputy Director – Administration (Senior Assistant Commissioner of Police) and one (1) Quartermaster (Senior Assistant Commissioner of Police).
The Directorate comprises the following Sections:
i. Training and Human Resource Development;
ii. Human Resource Management;
iii. Administration; and
iv. Quartermaster.
The 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) Coordinate the recruitment of trainee Police Officers;
b) Coordinate staff development programmes;
c) Conduct training needs assessment;
d) Develop and implement human resources training plans and programmes;
e) Monitor and evaluate implementation of training programmes; and
f) Collaborate 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 one (1) Assistant Director – Training and Human Resource Development (Assistant Commissioner of Police) and one (1) Assistant Director-Sports Coordinator (Assistant Commissioner of Police).
The 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) Institutionalise the Performance Management Systems in the Service;
b) Process human resource matters such as confirmation, placement, promotions, transfers and separations in order to enhance service delivery.
c) Develop functioning systems for human resource management at all levels;
d) Interpret and disseminate Terms and Conditions of Service and Public Service Code of Ethics in order to maintain consistency in their application;
e) Manage records in order to facilitate easy storage and retrieval of information;
f) Manage staff welfare in order to ensure their wellbeing;
g) Coordinate development and revision of organisation restructures and job descriptions;
h) Conduct human resource forecasting;
i) Conduct Payroll audit;
j) Operationalize integrity committees in order to create general awareness in the Service on the dangers and effects of unethical conduct; and
k) Manage 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 one (1) Assistant Director – Human Resource Management (Assistant Commissioner of Police), one (1) Assistant Director – Human Resource Planning (Assistant Commissioner of Police) and one (1) Officer- In- Charge – Staff Records.
The Section comprises three (3) Units as shown below:
i. Human Resource Management;
ii. Human Resource Planning; and
iii. Records Management Unit.
A. Human Resource Management Unit
The 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) Institutionalise the Performance Management Systems in the Service;
b) Process human resource matters such as confirmation, placement, promotions, transfers and separations in order to enhance service delivery.
c) Develop functioning systems for human resource management at all levels;
d) Interpret and disseminate Terms and Conditions of Service and Public Service Code of Ethics in order to maintain consistency in their application;
e) Coordinate development and revision of organisation restructures and job descriptions;
f) Manage staff welfare in order to ensure their wellbeing;
g) Operationalize integrity committees in order to create general awareness in the Service on the dangers and effects of unethical conduct; and
h) Manage 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 is assisted by Assistant Director HRM (Assistant Commissioner of Police).
B. Human Resource Planning Unit
The 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) Conduct human resource forecasting;
b) Develop functioning systems for human resource planning at all levels;
c) Manage payroll and establishment in order to ensure effective use of the financial resources;
d) Conduct Payroll audit;
e) Develop strategies to address human resource needs in the Police Service;
f) Implement a retention policy for human resources in the Police Service;
g) Monitor the implementation of human resources management functions across the ZPS;
h) Monitor staffing at all levels in the Police Service in order to provide information for decision making;
i) Analyse 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) Monitor and evaluate the implementation of the Performance Management Systems in the Police Service; and
k) Facilitate succession planning of human resource in order to ensure continued knowledge management.
The Unit is headed by 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. 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 Unit is headed by an Officer in Charge – Staff Records and assisted by one (1) 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 be 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) Facilitate the provision of logistical and administrative support services in the Service;
b) Manage the Central Firearms Registry and Armoury;
c) Coordinate sporting, recreational facilities and other staff wellness programmes in the Service;
d) Manage procurement, transport and quarter master services;
e) Facilitating the maintenance of office buildings and surroundings;
f) Manage and maintain police infrastructure; and
g) Manage the ZPS Farms and agricultural projects
The Administration Section is headed by a Deputy Director – Administration (Senior Assistant Commissioner of Police) and assisted by one (1) Assistant Director – Transport (Assistant Commissioner of Police), one (1) Assistant Director – Service Armoury (Assistant Commissioner of Police), one (1) Registrar of Firearms (Senior Superintendent), one (1) Assistant Director – Police Farms (Assistant Commissioner of Police), and one (1) Assistant Director – Projects & Maintenance (Assistant Commissioner of Police), one (1) Assistant Director – Sport (Assistant Commissioner of Police) and one (1) 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 Section
The Unit is responsible for transport management in order to enhance smooth operations of the Service.
The Unit performs the following specific functions:
a) Provide transport services to the ZPS;
b) Conduct training of drivers within the Service;
c) Monitor and maintain fuel log books;
d) Maintain ZP Vehicle log books;
e) Monitor the professional conduct of all ZPS Drivers;
f) Collaborate with Mechanical Engineering Unit on servicing, repairs and maintenance of Motor Vehicles;
g) Coordinate reporting of accident/theft of ZPS motor vehicles; and
h) Facilitate insurance of Motor vehicles.
The Unit is headed by Assistant Director – Transport (Assistant Commissioner of Police) who is assisted by a one (1) Senior Human Resource Officer – Transport (Senior Superintendent) and five (5) Transport Officers (Superintendent).
B. Service Armoury Section
The Service Armoury is responsible for the management of firearms and musketry in order to ensure safety, marksmanship and support police operations.
The Service Armoury is responsible for the following specific functions:
a) Maintain records of all firearms in the Service;
b) Issue firearms and armoury for operations;
c) Receive firearms for safe custody;
d) Service and repair of firearms;
e) Collaborate with Quartermaster on procurement of firearms, ammunitions and armoury consumables;
f) Provide technical assistance on firearm and weapon handling;
g) Maintain an inventory of firearms and armoury;
h) Collaborate with stakeholders on matters related to firearms and armoury;
i) Range management.
The Service Armoury 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. Central Firearms Registry
The Central Firearms Registry is 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) Facilitate the issuance of firearm Licenses and Permits;
c) Monitor and control 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. 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 perform the following specific functions:
a) Produce 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 is headed by an Assistant Director – Police Farms (Assistant Commissioner of Police) who is assisted by two (2) Senior Farm Manager (Senior Superintendent) and one (1) Veterinary Doctor (Senior Superintendent).
E. 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 Section is, further, 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 Section is headed by an Assistant Director – Projects & Maintenance (Assistant Commissioner of Police) who is assisted by one (1) Officer-In Charge – Projects & Maintenance (Senior Superintendent).
F. Sports Unit
The Unit is responsible for coordinating sporting and recreational activities in the Zambia Police Service.
The Section 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).
G. Gender Unit
The Unit is responsible for coordinating the development and implementation of Gender mainstreaming programmes in order to promote Gender awareness in the Police and ensure equity.
The Unit performs the following specific functions:
a) Coordinate the implementation of the National Gender Policy;
b) Mainstreaming gender issues in all departments/units;
c) Facilitate capacity building for gender mainstreaming;
d) Undertake advocacy programmes to mainstream gender;
e) Promote and monitor adherence to gender mainstreaming; and
f) Prepare gender mainstreaming reports in order to inform decision making
The Unit is headed by a Coordinator- Gender (Senior Superintendent) and assisted by one (1) Senior Gender Officer (Superintendent).
The Section is responsible for procurement of works, goods and services in order to ensure attainment of value for money and smooth operations of the Service. The Unit is also responsible for the storage and distribution of goods and rations.
The Unit performs the following specific functions:
a) Formulate and implement the procurement plan in order to guide the procurement process;
b) Procurement of police equipment, goods and services;
c) Preparation of solicitation documents;
d) Facilitate the provision of logistics for all police operation;
e) Evaluate procurement undertaking and projects for the purposes of contractual obligations;
f) Coordinate technical evaluation of bids;
g) Monitor the performance of suppliers;
h) Maintain procurement records;
i) Provide secretariat services to the procurement committee;
j) Manage the storage and distribution of goods and police equipment;
k) Maintain Inventory of fixed and moveable assets and equipment; and
l) Facilitate the disposal of obsolete equipment and other assets.
The Section is headed by a Quartermaster (Senior Assistant Commissioner of Police) who is assisted by one (1) Deputy Quartermaster (Assistant Commissioner of Police).