KDSJ.

Duties and Responsibilities

The Department of Administration and Personnel (DAP) is responsible for the overall management of administrative operations and human resources within the High Court. It ensures effective staffing, discipline, welfare, record keeping, and smooth functioning of the court system.

A. DUTIES & RESPONSIBILITIES OF THE ADMINISTRATION AND PERSONNEL DEPARTMENT

• 1. Human Resource Management
  • Recruitment, selection, and placement of non-judicial staff.
  • Processing promotions, confirmations, conversions, and upgrading of staff.
  • Maintaining and updating staff nominal roll and personnel records.
  • Handling staff postings, transfers, and redeployments across divisions and units.
  • Managing leave matters (annual, maternity, casual, study leave, etc.).
  • Coordinating staff exit processes—retirement, resignation, and replacement.
• 2. Staff Discipline & Conduct
  • Issuing queries, warnings, and preliminary disciplinary actions in line with civil service rules.
  • Coordinating disciplinary investigations and forwarding recommendations to the Judicial Service Commission (JSC).
  • Ensuring staff compliance with rules, ethics, dress codes, and court etiquette.
  • Monitoring attendance, punctuality, and overall staff performance.
• 3. Capacity Building & Training
  • Identifying training needs of staff across all cadres.
  • Organizing internal and external training, workshops, seminars, and capacity-building programs.
  • Facilitating training requests and preparing training calendars.
  • Managing staff career development and performance improvement programs.
• 4. General Administration
  • Managing day-to-day administrative matters of the court headquarters and judicial divisions.
  • Providing administrative support to Judges, Magistrates, and court units.
  • Ensuring proper office management, workflow coordination, and communication.
  • Supervising clerical staff, secretariat staff, messengers, cleaners, and support units.
  • Coordinating transportation, logistics, and court operational activities.
• 5. Welfare & Staff Support
  • Handling welfare matters (medical referrals, staff complaints, financial assistance, etc.).
  • Coordinating staff cooperative matters, welfare committees, and social activities.
  • Processing death benefits, next-of-kin matters, and compassionate matters.
  • Ensuring workplace safety and a conducive working environment.
• 6. Records & Documentation
  • Keeping personnel files, service booklets, identity documents, and all HR records.
  • Managing documentation related to appointments, promotions, retirements, and disciplinary actions.
  • Preparing administrative reports, statistics, and staff data when required.
• 7. Liaison & Communication
  • Serving as link between the High Court and the Judicial Service Commission on staff-related matters.
  • Coordinating communication between administrative units, court divisions, and the Office of the Chief Registrar.
  • Drafting and handling internal circulars, memos, and notices.
  • Supporting official correspondences and external administrative communication.
• 8. Resource & Logistics Management
  • Managing office accommodations, allocation of office spaces, and seating arrangements.
  • Supervising provision and distribution of office materials, equipment, and supplies.
  • Overseeing maintenance of administrative facilities, utilities, and vehicles.
• 9. Policy Implementation
  • Implementing administrative decisions from the Chief Registrar and the Chief Judge.
  • Ensuring compliance with Civil Service Rules, Judiciary Staff Regulations, and JSC directives.
  • Advising management on HR policy, staff management issues, and reforms.
  • Drafting policies relating to staff management and administrative improvement.

B. DUTIES & RESPONSIBILITIES OF THE DIRECTOR OF ADMINISTRATION & PERSONNEL

The Director, Administration & Personnel (DAP) is the head of the department and the principal adviser on administrative and human resource matters.

• 1. Leadership & Supervision
  • Provides overall leadership and direction to the department.
  • Supervises Deputy Directors, Assistant Directors, and other administrative staff.
  • Ensures efficient coordination of all administrative and HR activities of the court.
• 2. Adviser to the Chief Registrar & Chief Judge
  • Advises on staff deployment, appointments, promotions, discipline, and administrative reforms.
  • Presents staff-related recommendations to management and JSC.
  • Represents the department in management meetings and committees when required.
• 3. Strategic Human Resource Management
  • Designs workforce plans and manpower utilization strategies.
  • Oversees succession planning and career progression of staff.
  • Ensures proper implementation of performance management systems.
• 4. Oversight of Staff Discipline
  • Reviews disciplinary cases and submits appropriate recommendations.
  • Ensures timely handling of misconduct issues.
  • Guides unit heads on disciplinary processes and civil service rules.
• 5. Coordination of Training & Development
  • Approves training programs and ensures staff benefit from capacity development.
  • Oversees preparation of annual training needs assessment and training budget.
• 6. Administrative Control
  • Oversees all administrative matters of the judiciary headquarters and judicial divisions.
  • Ensures effective communication and workflow across all administrative units.
  • Signs administrative memos, deployment letters, and staff correspondences.
• 7. Representation & Liaison
  • Represents the High Court in meetings with JSC, other state institutions, and external agencies on HR matters.
  • Acts as liaison for judicial staff unions, welfare associations, and committee.
• 8. Custodian of Administrative Records
  • Ensures proper management, security, and retrieval of personnel information.
  • Reviews and approves administrative reports and documentation.
• 9. Enforcement of Rules & Regulations
  • Ensures strict adherence to Public Service Rules, Financial Regulations, and Judicial Staff Guidelines.
  • Promotes discipline, accountability, and a positive work culture.