Corporate Services Division
The Corporate Services Division performs the following functions of the Authority:
- recruiting the right people to fill the vacancies identified as and when the need arises.
- maintaining a harmonious working environment.
- monitor and ensure compliance with Human Resource (HR) Policies, Procedures and Directions, the OHS Legislation and the FRCA Collective Agreement.
- enforcement of the Code of Conduct and discipline in staff.
- maintaining the HR CHRIS System and updating HR records.
- secretariat to the FRCA Staff Board, which includes the responsibility of preparing, papers and researching issues required by the Staff Board.
Training & Development
- coordinating in-house, external and overseas training.
- facilitating staff’s training needs.
- compiling staff’s applications for further training and submission to the Training & Development Committee.
- secretariat to the Training & Development Committee, which includes the responsibility of preparing papers for discussion and research required by the Committee.
- publicize ‘Expressions of Interest’ for external and overseas training.
- Managing FRCA’s library
- Coordinating e-learning
- The Records Management Unit (RMU) is responsible for all documents and records that come into the organisation or are sent out to stakeholders. These records will in future be used as evidence for tax collection purposes.
- The unit has the responsibility of recording and storing these documents and files.
- RMU has three main functions which are; File creation, File Archival and File retrieval.
- File creation involves entering of taxpayer information and registering of documents into the Electronic Document software, TRIM. The locations of the files and documents are changed in the system if and when the files are requested by FRCA officers for actioning or other taxation purposes.
- Archiving involves creating a retention schedule for returns and other taxpayer documents. Returns and files are kept at the Nasese RMU file room for only past seven years. The returns/documents older than seven years are archived in the TRIM system, and then a separate physical file is created and sent to the Nakasi Offsite storage.
- Retrieval of files is performed when officers request for files and returns. This process involves searching for file/ documents on TRIM and a physical search in the file room, changing of location on TRIM, filling a file movement sheet and delivering to the officer who requested for it.
- provides secretariat and support services to the Board and Board subcommittees, which includes minutes recording, maintenance and distribution, and compilation and circulation of minute agenda and papers. Furthermore, liaise with management on implementation of Board decisions.
- plan and arrange any functions, meetings or events for the chairman or the entire Board as required.
- coordinate and oversee the director induction programme and rolling professional development program for each director.
- facilitate FRCA’s corporate governance processes.
- prepare policy papers when required.
Policy, Economic Analysis & Research Section
- Aside from providing advice and recommendations on various Taxation and Customs related matters to internal and external stakeholders, the Unit is heavily involved in the formulation of the National Budget. One of the important responsibilities pertaining to the National Budget was analyzing the revenue implications of the private sector submissions, in-house submissions and other revenue measures proposed by Government.
- A part of this work included the preparation of Cabinet Papers with the proposed legislative framework and the Minister’s Speech for Cabinet.
- The Unit was also involved in the Minister’s Budget Address, Pre-Budget Lock-up, the Budget Supplements, Post-Budget session with the relevant stakeholders and the Promulgation of the 2012 Budget.
Economic Modeling & Analysis
- The Unit’s main focus is the forecasting and analysis of revenue forecasts.
- In conjunction with the Ministry of Finance the Unit undertakes the forecasting of Tax and Customs revenue for the National Budget every year. With the demand for more in-depth analysis on revenue measures the role of predicting revenue impacts and forecasting is gaining more prominence.
- The Unit is constantly working towards developing better forecasting models and expanding the scope of its forecasting activities.
- Data, revenue performance press releases, monthly Revenue Board Papers and Policy papers are also prepared as and when required for relevant internal and external stakeholders.
- The Unit continues to be involved in international trade matters, providing advice on Taxation and Customs matters to Government’s Trade related Committees. Some of the major tasks undertaken in the year included:
- Advising management on strategies relating to International Agreements including World Trade Organization, World Customs Organization and other Conventions;
- Providing policy advice and participating in Fiji’s second Trade Policy Review;
- Evaluating FRCA’s obligations under different Free Trade Agreements;
- Monitoring and evaluating fiscal impacts of trade agreements;
- Representing FRCA on local and international meetings and committees;
- Ensuring that decisions on meetings are disseminated to relevant internal and external stakeholders; and
- Coordination with international organizations such as WCO, Tax and Customs Administration worldwide, Forum Secretariat, WTO and Fiji Embassies abroad.
Public Affairs and Marketing
- The Unit’s key objective is to provide promotion and marketing of FRCA’s business to all stakeholders.
- It releases an internal, monthly newsletter which is posted on the intranet. The ‘Info-Link’ newsletter links the various Divisions and updates staff on the various events and issues currently happening and being discussed within the Authority.
- The Unit is also responsible for identifying and recommending new advertising/awareness for FRCA business, creating customer awareness programs, preparing news releases and liaising with news media outlets.
Research, Planning and Policy Development
- The Unit contributes to FRCA’s statutory planning and reporting responsibilities through the provision of timely and contemporary range of research and development activities.
- In 2011 it reviewed the Statement of Corporate Intent, and the Corporate Plan. As required by the FRCA Act the 2012– 2017 Corporate Plan was submitted to the Minister for Finance.
- The RPPD Unit is also responsible for compiling the Organizations’ Half-Year and Annual Reports.
- It assists Divisions in the preparation of their Business Plans, which are used for the purpose of monitoring performance during the course of the year.
- In 2011, a major achievement was the entering of FRCA into the Service Excellence Awards and winning an Achievement Level Award.
- The RPPD officers represent Corporate Services Division in the Reforms team.
- The team assists Customs Border Control with administering the Tourist VAT Refund Scheme.
- The team has also been assisting the tax division in the registration of TIN numbers in roadshows/ expos and in response to requests received through the CEO or the General Manager Taxation.
The Internal Assurance Section ensures that principles of good governance, transparency and integrity are maintained and promoted at all times by employees and Executive Management.
The section performs the following functions of the Authority:
Ethical Standards Unit
- develops and implements an ethical code of conduct in compliance with the FIRCA Conduct & Discipline Regulations 2002.
- identify and investigate corrupt activities within the Authority.
- respond to complaints registered against employees for non-compliance with the Code of Conduct.
- Conduct special investigations required by the office of CEO and the Board.
- maintain and update consolidated risk register compiled in 2006.
- conduct risk management workshops.
- facilitate compilation of risk treatment schedule and plans for all divisions of the Authority.
- facilitate implementation of Corporate Services Division Risk Treatment Plan and Schedule.
- Support the governance responsibilities of oversight, insight and foresight. Good public sector governance involves internal auditing of the way public resources are managed. Internal audit provides an unbiased, objective assessment to ensure that public resources are responsibly and effectively managed to achieve intended results.
- Internal auditing is carried out in accordance with an annual internal audit plan. Audits are undertaken on the operational activities of the department as well as the financial resources and information and communication technology (ICT) resources of the Authority.
- The Finance Section is responsible for two key areas; Accounts and Projects/Properties.
- The Section continuously seeks to improve provision of its services. This can be seen through various changes such as the inclusion of capital project management within the Division’s functions, centralizing vehicle management, and setting up a framework for better management of fixed assets.
- With regard to accounts, the focus is mainly on e-processing. These changes will assist the Section to better manage the annual budget for its operating and capital costs as well as improve financial accountability and governance of its capital resources.
- The Information Technology (IT) section provides leadership and advice to the Authority on issues surrounding computing, information system, telecommunication, electrical and automation of matured business processes.
- The Section manages all information technology and communications infrastructure for the entire authority, and is involved in all projects related to Information and Communications Technology.
- The IT Section aims to build a secure, robust, dynamic and comprehensive technology infrastructure, maintain an efficient and effective operating environment, and deliver quality and timely support services in order to achieve FRCA’s corporate objectives.
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- The Section provides legal advice in tax and customs matters.
- It also provides advice on staff and corporate matters.
- The Section undertakes a wide range of litigation in all Courts and Tribunals of Fiji.
- It also prosecutes internal disciplinary matters and appeal board cases.
- Legislative drafting is also another core activity conducted by the Section.
- The Section, amongst other things, aims to contribute to a successful collection of revenue in the form of taxes and customs duties. It also helps in increasing compliance with FIRCA administered laws.