Roles of our Divisions
Corporate Services Division (CSD)
The Corporate Services and Public Relations Division is responsible for the provision of corporate services and financial support to the Ministry. The major responsibilities of the division includes delivering the requirements pertaining to Section 127 (8) of the constitution of the Republic of Fiji and compliance to General Orders 2011, the Public Service Code of Conduct, the Financial Management Act, Ministry’s Agency Financial Manual, Financial Management Instructions, Government Wage Earners [GWE] Terms and Conditions of Service, and approved changes issued through circulars from the central agencies and reporting agencies for the compliance of the entire Ministry.
Apart from the above key responsibilities, the Division also:
- accommodates the facilitation and administration of the entire processing of vacant posts and recruitment of personnel;
- administers the disciplinary process, movement of staff and provides secretarial duties for Senior Management Meetings;
- maintains the security and maintenance of assets such as computers, office equipment, and provides regular update of the inventory register;
- provides administrative and logistics support to other Divisions when and if the need arises;
- provides briefs as and when required on MCS Circular, Finance Circular or Cabinet Decision that may change working conditions or other areas of work;
- administers the Ministry’s fleet of vehicles and ensures that all vehicles are serviceable and in good condition at all times;
- accommodates the maintenance of the Ministry’s Registry;
- manages the leave administration of its entire staff and also the supervision of Government Wage Earners (GWEs) in the Ministry;
- facilitates and supports the reporting functions and requirements of the entire Ministry to the reporting agencies MOE, Strategic Planning Office and Cabinet Office;
- accommodates the compilation of the Ministry’s strategic training needs analysis and identifies relevant training needed for the Ministry; and
- accommodates National Events, which for the current financial year includes the successful conduct of both, Fiji Day celebration and Remembrance Day commemoration respectively.
The Accounts Section, which is part of the Division, plays a vital role in ensuring that the Ministry works within the approved budget allocations and guidelines. They update management regularly on the commitments and expenditure for service delivery by the Ministry and its financial status.
The Division is responsible for all defence and security policy matters. It is headed by a Director who oversees all policy matters on Defence and Security.
The Director also heads the Ministry’s project committee which constitutes a project officer from the RFMF and membership from the Defence and Police Sections that administers the implementation of all major projects within the Ministry. For the current financial year, this includes the completion of the National War Memorial and the Relocation of the 3DP Suva Radio Station, Rescue Coordination Center [RCC] and the Fiji Hydrographic Services [FHS]. Furthermore, the director is also responsible for all major multilateral defence and security arrangements regionally and internationally of which Fiji is a signatory to.
There are three major sections within the division, the roles and responsibilities of these sections include:
- Defence Section
The major responsibility of this section is to provide a coordinating role on policy matters that are relevant to the Republic of Fiji Military Forces [RFMF]. This is critical as the RFMF has a constitutional role as the last bastion of security internally and provides the platform for ensuring the maintenance of Fiji’s sovereignty and territorial integrity.
The Section is responsible for:
- drafting of MOUs, MOAs, SOFAs and IAs, whether substantive as in establishment of formal defence relationships or temporary to cater for short term training and/or operational visits;
- facilitating Fiji’s peacekeeping initiatives through the office of the Military and Police Advisor [MPA] in New York; and
- overseeing our compliance to the various international obligations that impact on Defence, Security and Law & Order of which Fiji is a signatory to. These include Anti-Personnel Land Mines, Biological & Toxin Weapons, Chemical Weapons Conventions, Small Arms & Light Weapons and enabling United Nations Security Council Resolutions that are under the Disarmament affairs and International Convention for the Safety of Life at Sea (SOLAS).
The Defence Section has a Military Liaison Cell which consists of a Senior Military Liaison Officer and an Assistant Military Liaison Officer who are seconded from the RFMF. The Military Liaison Cell acts as the policy and administrative link to the RFMF on all matters pertaining to Defence. Police Section
The section provides a coordinating role on policy matters that are relevant to the Fiji Police Force [FPF]. These include all admin and operational matters that require the attention and actions of the executive leadership of the Ministry and Government. Administrative matters in relation to new policing initiative require the participation of the executive leadership of the Ministry such as the new Crime Board initiative that also comes under the responsibility of the Police section. The provision of administrative support for the proposed police reform initiative will also be a critical output for the section in the current financial year. Furthermore, the Section:
National Security Section
- is responsible for all Search & Rescue matters;
- accommodates police cooperation matters which include the review of existing MOUs, implementation of new and existing Police MOUs, and the pursuance of new police bilateral relationships. These programs are focused on bringing the force up to par with international best practices and include capability and capacity building initiatives that will better prepare our police against evolving and emerging crimes and threats;
- is responsible for the administration and promotion of Policing initiatives such as the Police Ministers Meetings [PMM] and the Police Commissioner’s Conference [PCC] within the MSG; and
- is responsible for major initiatives such as the RPA and FPU.
The Section provides advice on the review and enactment of all national security related laws and policies.
The major responsibilities of the Section include:
- ensuring the effective administration of the Security Industry Act 2010 that regulates the private security industry in Fiji. This is critical as it ensures that the standards of the Industry are on par with Fiji’s security requirements and that all companies comply with the requirements of Fiji’s employment and financial requirements;
- all policy matters pertaining to Border Security, Maritime Security and Aviation Security. Important initiatives such as security and defence advice to the Maritime Affairs Coordination Committee [MACC] and the Aviation Security Committee [AVSEC] are key examples of the roles of the Section in this regard;
- ensuring the United Nations Security Council Resolutions (UNSCR) relating to countering terrorism is reflected in relevant laws. This is achieved through consultations with relevant authorities under the Counter Terrorism Official Group (CTOG);
- overseeing compliance with all International Atomic Energy Agency [IAEA] requirements and is currently a member of Fiji’s [Integrated Nuclear Security Support Plan [INSSP] committee.
Event security is also under the purview of the National Security Section. The Section:
- coordinates security arrangements for international conferences, events and visits by foreign dignitaries;
- coordinates security of Government Building complex and; conduct assessments and provide clearances for importation of explosive and fireworks into the country.
National Security and Defence Council Secretariat [NSDCS]
The NSDCS is a new addition to the Ministry and the ultimate aim is to have an independent body that will be responsible for administration of the National Security and Defence Council [NSDC]. The Secretariat is currently headed by a Director General [DG] and during this transition phase, he is responsible for:
- the final review of Fiji’s NSS, the Defence White Paper and the Police White Paper; and
- putting in place legislative provisions that establish both the NSDC and the Secretariat.
There are three Divisions within the Secretariat and their roles and responsibilities are as follows:
- Intelligence and Assessment Division
The Intelligence and Assessment Division formulates security intelligence policies and is responsible for the provision of professional intelligence advice for Government’s consideration. The Division is headed by a Director who is responsible for all policy matters regarding Intelligence. During this transition period, the Director will assist the Permanent Secretary with the Secretariat role to the NSDC. There are two Sections under the Division and their roles and responsibilities are as follows:
- Intelligence Section
The Intelligence Section is responsible for all intelligence related policy of the Ministry. Its current priority is the establishment of an appropriate framework that will drive intelligence collection and information exchange for Fiji into the future. For this to happen, the administration and conduct of the Heads of Intelligence [HOI] meeting is an essential output for the Section.
In addition to its policy function, the section is:
- responsible for the provision of timely intelligence advice to Government;
- the intelligence liaison arm of the Ministry with all domestic and foreign intelligence agencies including foreign embassies. Our relationship with our foreign partners focuses on information exchange and capacity building within the intelligence sector;
- developing its relationship with domestic intelligence agencies and government departments, particularly on security awareness and information exchange. Liaison with all major Government departments and agencies is a critical element of the work of the Section;
- responsible for the survey and update of Fiji’s Critical Infrastructure [CI] register; and
- responsible for the drafting and implementation of Fiji’s Protective Security Requirements [PSR]. This is a critical aspect of the work of the division which ensures that Government assets, information and personnel are protected at all times.
The Assessment Section has been providing analysis and advice to the Prime Minister and senior ministers in the National Security and Defence Council since its reactivation in 2010. Its work is based on all sources of information available and works closely with other government agencies and statutory bodies when their expertise is needed. The Section works very closely with the Intelligence section and also draws reports, information and materials from other government agencies that are available through open sources such as academic journals, commercial publications and the news media. NSS Coordination, Monitoring and Evaluation Division
The NSS Coordination, Monitoring and Evaluation Division is the coordination and oversight mechanism on the implementation of Fiji’s National Security Strategy [2016 and Beyond]. The major priority for the Division is to develop a monitoring mechanism and use it to measure the performances of all stakeholders with regards to the implementation of the requirements of the NSS. In addition, the Division also has a coordination role to ensure that the requirements of the NSS are properly communicated to the relevant departments and Ministries.
Apart from the above, the Division also:
Operations, Information and Data Center
- monitors the achievement of the Ministry’s outputs as prescribed in the Ministry’s Operations Plans. Inbuilt with this responsibility is the need for the Division to continuously review the structure, roles and responsibilities of the Sections and Divisions within the Ministry; and make recommendation to Executive Management on the necessary changes needed to avoid duplication of roles thus streamline processes within the Ministry. This is also a priority as there is an urgent need to continue to assess and realign the Ministry to meet modern day defence and security demands;
- monitors the implementation of the National Security and Defence Council [NSDC] meeting resolutions. This is a critical output as it ensures that political decisions are implemented across all levels of Government; and
- looks after the administration of the Border Security Committee meeting. This is an important initiative as it creates the opportunity for more productive engagement and sharing of information between the agencies. The platform will also be used to develop important Border Security initiatives such as the setting up of the Fusion Center.
This is a new Division within the Ministry and was established after a review of the current structure of the Secretariat in line with its prescribed roles and responsibilities. The Division is headed by the Senior Operations Officer [SOO], a Lieutenant Colonel on secondment from the RFMF and staffed by both seconded officers from our security forces and civilian staff within the Ministry.
For the current financial year, the primary purpose of the division will be to set up the operations and data center. Once completed, this will be the National Security Coordination Center where the Hon. Prime Minister and members of the National Security and Defence Council will be briefed on Security and Defence. Furthermore, the Division will:
- be the custodian of all information exchange and products delivered through the Secretariat’s information exchange programs;
- also look at strategic planning and drafting of the Secretariat’s Strategic Plan and Annual Operational Plans;
- be responsible for conducting the Secretariat’s strategic training needs analysis and identify critical training requirements for the Secretariat; and
- also have an IT personnel to look after the Data center and any IT requirements of the Secretariat.