Department of Internal Control and Audit

 

I. General provisions

1.1.

The Internal Control and Audit Department  (hereinafter – the Department) of the Ministry of Communications and High Technologies (hereinafter -  the Ministry) of the Republic of Azerbaijan is a structural division of the admnistrative office of the  Ministry of Communications and High Technologies  of the Republic of Azerbaijan.

 

1.2.

Within the framework of the powers granted by these Regulations, the Department conducts audits and investigations relating to the activities of structural divisions of the Ministry, bodies  included in its structure  and subordinate bodies (hereinafter – the Bodies) that are not included in its structure, oversees compliance with the rules for entry and organizational regime by   employees  of the bodies of the Ministry and other persons  while entering the administrative building of the Ministry and other protected places (hereinafter - protected places) of the Ministry, supervises the use and operation of security devices and systems in the protected areas .

 

1.3.

  The  activity of the department  is guided by  the Constitution of the Republic of Azerbaijan, the law of the Republic of Azerbaijan “On civil service” and other laws, decrees and orders of the  President of the Republic of Azerbaijan, decisions and orders of the Cabinet of Ministers of the Republic of Azerbaijan, regulations on the Ministry of Communications and High Technologies of the Republic of Azerbaijan, other legislative acts, decisions, orders and decrees (hereinafter - organizational administrative documents)  of the Minister of Communications and High Technologies (hereinafter – the Minister), decisions of the  Board of Ministry and these Regulations.

 

1.4.

While carrying out its duties and rights the Department interacts  with  structural divisions and bodies of the Ministry, central and local executive authorities, self-government bodies, international  and non-governmental organizations, as well as individuals and legal entities operating in this field.

 

 

II. Areas of activity of the Department

 

2.1.

The  areas of activity of the Department are as follows:

 

2.1.1.

Organizes and implements internal control  in the ministry’s bodies;

 

2.1.2.

Carries out internal audits to define and assess the  status of implementation of the duties, functions and authorities by the bodies of the Ministry and its employees in accordance with legislation  as provided by regulatory - legal and organizational - administrative documents;

 

2.1.3..

Carries  out a documentary verification of information reflecting the activities of  the bodies of the Ministry  and its employees or part of their activities (relevant  framework,  registration books or documents, reports, summary data, protocols and acts, document management etc.) with the aim of comparing (reconciliation) with  normative-legal documents, as well as reliable information available collating (comparing) with the aim of;

 

2.1.4.

Conducts monitoring to study and assess the status of implementation of the duties, functions and authorities by the bodies of the Ministry and its employees in accordance with legislation  as provided by regulatory and organizational - administrative documents;

 

2.1.5.

Conducts investigations on actions or inactions of the bodies of the Ministry and its employees by collecting necessary materials on the work  with the purpose of  examining and investigating  the accuracy of the data received from known source;

 

2.1.6.

Forms a composition of an inspection team on the basis of proposals of  the  head of relevant structural unit  to  carry out internal  audit measures;

 

2.1.7.

Forms and improves the normative and methodological framework that regulates the activities of the Department and  internal control system used ;

 

2.1.8.

Organizes conducting  of internal financial audits in the bodies;

 

2.1.9.

Ensures the development of the field;

 

2.1.10.

Operates in other  areas of activity as defined by law.

 

 

III. Duties of the Department

 

3.1.

The Department performs following tasks in accordance with the activities defined by these Regulations:

 

3.1.1.

To implement internal control measures, including official investigation, internal audits  and monitorings  at the bodies within the framework of authorities granted by these Regulations;

 

3.1.2.

To control over compliance with the requirements of   regulatory and other management acts, organizational and administrative documents prepared by  bodies of the Ministry and its employees for regulating their service activities ;

 

3.1.3.

To ensure the implementation of measures in accordance  with legislation  on recommendations and appeals received from citizens, business entities, government and non-government agencies, as well as organizations on  the actions (or inaction) of the employees of the bodies of the Ministry ;

 

3.1.4.

To conduct official investigation and audits on violation of the requirements on  the provisions  relating to restrictions on main tasks of the civil servant and  civil service of the law of the Republic of Azerbaijan “On civil service”;

 

3.1.5.

To conduct official investigations in accordance with the legislation on results of  offenses related to corruption cases committed by Ministry’s employees, as well as internal audits and monitorings;

 

3.1.6.

To participate directly in the events  in case of necessity, to carry out control over the implementation  status of current and functional activities  carried out by organizations;

 

3.1.7.

To define the forms and methods of implementation of control over the issues related to its competence and improve them,  draw up internal control programs, prepare internal audit and monitoring plans;

 

3.1.8.

To make  relevant proposals on areas of activity  on preventive measures to prevent violations of rights and legal interests  of citizens and business entities when  bodies of the ministry and its employees perform their duties and functions, take measures in accordance with the legislation in the event of violation of rights and legal interests of citizens and  entrepreneurs, carry out control over the observance of their rights and legal interests;

 

3.1.9.

To study  best practice of foreign countries in accordance with the directions of activity and  make proposals  to the management of the Ministry for the implementation of innovations;

 

3.1.10

To provide practical and methodical assistance to the bodies on new business processes, application of advanced models related to organizational and administrative issues;

 

3.1.11.

To improve the functioning of the ministry’s bodies and increase their efficiency on the basis of results of internal control measures, application of progressive and modern business processes and make proposals to the management of the Ministry;

 

3.1.12.

To conduct research to improve the administration and organizational – management issues  at  the bodies of the Ministry and submit proposals to the management of the Ministry on the results;

 

3.1.13.

To take necessary measures for the prevention of corruption and offenses creating conditions for corruption  by employees of the bodies of the Ministry;

 

3.1.14.

To implement internal control measures  on the basis of information received concerning corruption in the bodies of the Ministry and submit proposals on the results to the management of the Ministry;

 

3.1.15.

To make appropriate proposals to the management of the Ministry on the results of the internal control measures;

 

3.1.16.

To provide practical methodical assistance to the bodies with the purpose of ensuring control over the implementation of business processes in compliance with legislation ;

 

3.1.17.

To provide assistance in  the implementation of the development concept (strategic plan) of the Ministry within areas of activity;

 

3.1.18.

To ensure the protection of service data, state and commercial secrets in the  course of  work by employees of the Department in accordance with the legislation;

 

3.1.19.

To conduct  clerical work and secure non-disclosure mode in the department;

 

3.1.20.

To perform other duties in accordance with the directions of activity as stipulated by law.

 

 

IV. Rights of the Department

 

4.1.

The Department  has following rights to fulfill its duties:

 

4.1.1.

To implement internal control measures, including internal audits, document audit, employee investigations, monitorings and surveillance-inspection measures in the bodies,  in case of necessity, to raise issues on the  implementation of control and  monitoring  measures related to the functional duties of the bodies for internal control purposes, create inspection teams;

 

4.1.2.

To create necessary conditions for implementing surveillance and monitor timely completion of control measures;

 

4.1.3.

If the completion of the internal control measures is not possible within  specified  period of time, to apply to the management of the Ministry for extension of term of control measures at the initiative of the inspection team on the recommendation of the head of the structural unit;

 

4.1.4.

To implement employee investigation  and audit on the materials received concerning corruption by employees of  the bodies of the Ministry, to get documents, reports and other information from bodies on violations  rvealed  as a result of internal control and  persons related to them, to enter  administrative and service buildings, workplaces freely when required and implement control measures;

 

4.1.5.

To obtain relevant information, documents,  reports from bodies in accordance with requirements of internal control measures in an appropriate form, time and for periods at the  written or oral request of structural unit related to necessity occured  in order to carry out the duties as prescribed by the Regulations, investigate the facts and separate cases fully, timely and  in detail at the time of control measures ;

 

4.1.6.

To invite the employees of bodies, legal and physical persons, their representatives and citizens to the Department  to carry out duties defined by these Regulations, get necessary information and  explanations  from them on the issues under consideration ;

 

4.1.7.

To carry out analysis of bodies on areas and directions of activity independently and conduct research, prepare analytical materials,  make appropriate proposals;

 

4.1.8.

To get information, reports and explanations from bodies in oral and written form in the form, terms and periods defined by the Department, in connection with the performance of  duties set by these Regulations , as well as to access to all electronic information resources that are applicable  in the Ministry;

 

4.1.9.

Taking into account the features of internal control measures and in case of need to raise the issue before the Ministry  for involvement of specialists and experts  from bodies  and external organizations  for inclusion in the compasition of internal control groups;

 

4.1.10.

To require from employees of the bodies to produce their service cards in case of need in connection with the performance of their duties ;

 

4.1.11.

In case of need, to implement repetitive activities  for the period covered by internal control measures;

 

4.1.12.

To protect the interests of the Ministry in accordance with the results of internal control measures, to make proposals to the management on temporary dismissal of  employees of the bodies  in order to ensure labor discipline ;

 

4.1.13.

To make proposals on elimination of reasons and conditions  causing violation of requirements of  legislative acts and organizational-administrative documents  and in case of need to provide practical assistance, as well as to submit recommendations  on consideration of issues related to holding  employees accountable;

 

4.1.14.

To send  relevant requests to related bodies, state and NGOs  and local authorities, individuals and legal entities on necessary data (documents)  related to  business need  and to get such data (documents)  from them;

 

4.1.15.

To participate in preparation of  drafts of  legal acts, organizational-administrative documents on the field, give opinion and proposals on them;

 

4.1.16.

To study the experience of foreign countries in accordance with the directions of activity and  make proposals for the improvement of activities in this direction;

 

4.1.17.

To represent the Ministry  at the commissions established in the Ministry and other state bodies, working groups, local and international events of various levels  held on issues related to its activities and  participate in their work, make proposals for training of experts and  improvement of skills in the relevant field;

 

4.1.18.

To carry out  other rights in accordance with the directions of activity as provided  by law.

 

V. Organization of the activity of the Department

 

5.1.

The  structure and and number of staff units of the Department is approved by the Minister.

 

5.2..

No one can interfere with the activity of the department except the person authorized by the Minister.

 

5.3.

The department is headed by  head of  department which is  appointed and dismissed by the Minister.

 

5.4.

Head of department is personally responsible for carrying out the duties assigned to the department and the implementation of rights.

 

5.5.

Head of  department  has a deputy which is  appointed and dismissed by the Minister.

 

5.6.

Deputy head is personally responsible for carrying out the duties assigned to him by the head of department and the implementation of rights.

 

5.7.

In the absence of the head of department, deputy head of department  carries out his duties in the prescribed manner.

 

5.8.

Other employees of the department  are appointed and dismissed by the Minister

 

5.9.

Head of department:

 

5.9.1.

Organizes the activities of the department and heads it;

 

5.9.2.

Makes distribution of work between its subordinate employees, coordinates their activities, controls labor, execution and  service discipline;

 

5.9.3.

Signs action plans and other documents drawn up in order to ensure the fulfilment of the duties assigned to the department, as well as controls  timely and efficient implementation of measures envisaged in the action plan;

 

5.9.4.

Defines issues related to the department to be discussed  at the Board of Ministry and  presents his proposals to the management  of the Ministry and provides the implementation of duties specified in these Regulations by the department in a timely manner and at the appropriate level ;

 

5.9.5.

Submits recommendations to the management of the Ministry for taking incentive and disciplinary measures against members of the department;

 

5.9.6.

Obtains  necessary information and documents from organizations, structural subdivisions of the Ministry within its  competence to perform the duties of the Department;

 

5.9.7.

Organizes the consideration  of letters, applications, complaints and suggestions received at the department in a manner as provided in the legislation;

 

5.9.8.

Provides clerical work and non-disclosure mode in the Department;

 

5.9.9.

Studies  the documents received at the Department, registers, informs to the Minister about them or prepares proposals for their consideration;

 

5.9.10.

Gives  recommendations and opinion to the Minister on punishment of employees violating the rules of discipline and performance discipline at the Department  in accordance with legislation;

 

5.9.11.

Acquaint the employees of Ministry with orders, decrees and information materials under the instructions of the managment;

 

5.9.12.

Obtains information from organizations, Ministry's structural subdivisions on the implementation of orders, decisions and documents under the instructions of the  Minister, deputy ministers and chief of staff and conducts investigations;

 

5.9.13.

Prepares information periodically on the process of performance of tasks for the management;

 

5.9.14.

Represents the Department.

 

5.10.

Employees of the Department  bear responsibility for violation of  requirements of these Regulations as envisaged by the legislation of the  Republic of Azerbaijan.

 

5.11.

Each employee of the Department is responsible for data confidentiality  that is known to them and data containing  state or business secret in accordance with their duties and powers.