The Department is responsible for managing and developing human resources and providing administrative and logistical support services to improve performance and enhance the smooth operations of the Ministry.

The Department performs the following specific functions:

• Manage and develop the human resource function in the Ministry to enhance staff morale and optimise the utilisation of human resources.
• Provide administrative and logistical support services to enhance the Ministry’s smooth operations.
• Disseminate human resource and administrative policies to inform decision-making and create awareness.
• Interpret Terms and Conditions of Service, Code of Ethics and Government Policy to enhance adherence and ensure compliance.
• Maintain buildings and surroundings to promote a conducive working environment.
• Manage payroll and establishment control for prudent resource utilisation.
• Develop and implement human resource capacity-building plans to enhance performance.
• Conduct Human Resource forecasting and planning to ensure appropriate staffing levels with the right skills.
• Institutionalize Performance Management Systems to enhance performance and accountability.
• Manage records to facilitate easy storage and retrieval of information.
• Manage staff welfare and wellness programs to ensure their well-being.
• Operationalize integrity committees to create general awareness of the effects of corruption and unethical conduct.
• Provide Secretarial Services to the Human Resource Management Committee.

The Department has the following sections:

• Human Resource Management and Development; and
• Administration

1.) Human Resource Management and Development Section

This section is responsible for coordinating, implementing and management of human resources development needs to build capacity and ensure smooth operations of the Ministry.

The section comprises Two (2) Units as follows:

• Human Resource Management Unit

           Implements the management of the human resource function in the Ministry to have a                           productive workforce.

• Human Resource Development Unit

           Implements the development of human resources to improve performance and enhance the                 smooth operations of the Ministry.

2.) Administration Section

This section is responsible for the provision of administrative and logistical support services to enhance the smooth operations of the Ministry. It is also responsible for the provision of registry services in order to facilitate the retrieval of information.

The section comprises Three (3) Units as follows:

• Administration Unit

          Provides administrative and logistical support services to enhance the smooth operations of

          the Ministry.

• Transport Unit

           Maintains a fleet management register in order to rack usage, maintenance and distribution of             automobiles for improved accountability.

• Registry Unit

           Provides registry services in order to facilitate the retrieval of information.

The Department is responsible for coordinating the formulation and review of policies and legislation. It is also responsible for Planning, Research, Budgeting as well as Monitoring and Evaluation for effective implementation of programmes and projects to ensure attainment of set goals and targets.

The Department performs the following specific functions:

• Coordinate Cabinet and Parliamentary Business in order to facilitate response for decision making.
• Coordinate bilateral, regional and multilateral engagements in order to enhance resource mobilization and implementation of programmes.
• Coordinate the monitoring and evaluation of programme and project implementation in order to provide appropriate intervention.
• Facilitate the formulation, review and implementation of policies, legislation, strategic plans and other related development plans.
• Coordinate the conduct of research in order to generate information for informed decision making.
• Coordinate the preparation of Ministerial annual budgets and monitor the budget performance.
• Facilitate mainstreaming of cross-cutting issues in Ministerial policies and programmes in order to ensure equity and social inclusion.
• Coordinate the preparation of the Annual Reports in order to meet statutory requirements. 
• Coordinate the preparation of project proposals and financing.

The Department comprises Three (3) Sections:

• Research and Planning.
• Monitoring and Evaluation.
• Projects.

The Department is responsible for the procurement of works, goods and services in order to ensure the attainment of value for money and efficient utilization of the Ministry’s resources.

The Department performs the following specific functions:

• Prepare and implement the Procurement Plan.
• Procure works, goods and services in order to ensure smooth operations of the Ministry.
• Prepare Solicitation documents.
• Manage contracts to ensure efficient delivery of works, goods and services.
• Provide advice on procurement and contractual (goods/services/works) related matters.
• Prepare reports on procurement activities.
• Provide Secretarial Services to the Ministry’s Procurement Committee.

The Department is responsible for managing the financial resources of the Ministry in order to facilitate the implementation of programmes.

The Department performs the following specific functions:

• Manage financial resources in line with the Public Financial Management Act and Regulations.
• Prepare and submit Financial Management Reports in order to comply with financial regulations and facilitate informed decision-making.
• Undertake budgetary control in order to prevent budget over-runs.
• Monitoring of expenditure in order to ensure spending is in line with the approved budgets and financial regulations.
• Develop and implement internal controls in order to enhance transparency and accountability in the utilization of financial and material resources.
• Collect and account for Government Revenues in order to safeguard public resources and support the budget.
• Prepare and submit annual audited accounts in order to facilitate decision-making.
• Account for assets in order to safeguard public property.
• Manage timely, management of risks in order to mitigate losses.
• Payroll Management.
• Manage the Financial Management Information System (IFMIS) and Treasury Single Account (TSA) in order to enhance the management of public finances and promote accountability.
• Manage the preparation of responses in order to resolve audit queries and unqualified accounts.
• Manage the utilization of Human, Financial and other Resources in the department in order to facilitate the attainment of the objectives of the unit.
• Manage stores by receiving, recording and issuing.

This Unit is responsible for the provision of ICT services to ensure efficient and effective delivery of services. The Unit facilitates the development and implementation of Electronic Government Services.

This Unit performs the following specific functions:

• Conduct the deployment, monitoring, maintenance and upgrade for all ICT Systems and Infrastructure within the Ministry.
• Harmonize user requirements with system architecture and operational guidlines to ensure conformity to policies and standards.
• Ensure seamless service delivery through proactive support, troubleshooting and resolution of technical challenges within the Ministry.
• Manage the planning, analysis, design,iImplementation and maintenance of Ministerial ICT projects.
• Configure networking devices, manage networking channels and monitor performance to ensure reliable availability of e-services within the Ministry.
• Conduct user requirement assessments in order to facilitate the development of appropriate ICT solutions.
• Deliver training and capacity development to end-users on implemented systems to enhance skills and knowledge for optimized system utilization.
• Develop, maintain and disseminate comprehensive documentation of hardware profiles, workflows, procedures, and processes to guarantee continuity, efficiency and effectiveness within the Ministry.
• Develop, Implement and Maintain a content management strategy for the Ministry’s digital presence.

The role of the Internal Audit Unit is to provide an independent, objective and consulting activity to management regarding the effectiveness of governance, risk management and internal control systems and processes for the achievement of the organisational objectives.

The Unit performs the following specific functions:

• Conducting audit assignments in order to provide reasonable assurance on the effectiveness of risk management, internal control and Governance Systems.
• Provision of Secretariat Services to the Audit Committee in order to enhance the effectiveness of the Unit operations.
• Monitoring the implementation of internal and external audit recommendations in order to inform decision-making.
• Maintenance of an internal audit database for easy referencing and retrieval of past audit information.
• Verification of Ministerial quarterly arrears in order to assure the accuracy of information.
• Preparation and consolidation of monthly, quarterly and annual audit reports for decision-making.
• Provision of advisory services to Management and other Stakeholders for informed decision-making.
• Verification of stocks and assets in order to provide checks and balances in the management of public stores.
• Conducting Information Technology (IT) system audits in order to assist in the management of related risks in the adoption and use of existing and emerging technologies.
• Conducting compliance audits in order to assist management in the effective implementation of Government Legislation, Policies, Guidelines and Regulations.

The Chaplain General, as the Principal Religious Advisor to the Minister of Defence or Chief of the Defence Force is responsible for upholding and fostering spiritual values to ensure that pastoral care is provided to the Commander-in-Chief of the Defence Forces, Service Commanders, Officers, Soldiers, Civilian Employees and Dependants of the Zambia Defence Force.

Furthermore, the Chaplain General recommends and implements Religious and Military Policies as they affect the Zambia Defence Force. His responsibilities are to:

• Advise the Minister of Defence on Spiritual matters.
• Provide specialist advice on religious support.
• Provide an executive policy on religious support.
• Provide performance evaluation and control concerning religious support.
• Provide research capabilities on religious matters, development and distribution of resource material for Chaplains and Chapel Congregations.
• Provide ministry support and guidance to Chaplains, Supervision and Maintenance of Ministry Graves, including Benevolence Services in the Defence Forces.
• Arrange Spiritual Retreats, Seminars and Conferences for Chaplains and recommending appropriate in-service and out-of-service courses for Chaplains.
• Provide information on the implications of proposed changes in organisational establishments and policies affecting Chaplains, Resources and Services.
• Recommend policies on Government Constructions and Maintenance of Cathedral, Chapels and related facilities.
• Establish specifications, standards and scale of issues for Chapels, Chaplains’ equipment and supplies.
• Represent the Ministry of Defence on International and Regional Chaplaincy Forum.
• Coordinate with Cabinet Office/Chiefs of Administration from Services on State Functions and Military Burials.

The Defence Force Medical Services (DFMS) in the Republic of Zambia serves as the medical wing of the Zambia Defence Force, dedicated to providing comprehensive healthcare services. It is headed by the Director General Medical Services who is also the Chief Advisor to the Minister and Permanent Secretary. The main objective of this department is to provide comprehensive healthcare services to Defence personnel to enhance Combat preparedness, provide training for medical personnel both globally and provide medical administration, professional instructions and manuals for all the Services.

This department performs the following specific functions:

• Offer advice on health matters to the Ministry of Defence and the Services.
• Ensure affordable and equitable access to health care for all Service Personnel and their families.
• Develop Defence Force Health Service Guidelines.
• Provide Health Care to the National Leadership.
• Participate in the National Health Programms.
• Participate in the management of the health services.
• Initiate and approve capital projects of any medical nature projected in all the Services.
• Implement and oversee Inter-Service deployments, secondments and postings of medical personnel.

The Service Branches include:

• Army Medical Services Branch (Zambia Army)
• Zambia Air Force Medical Services Branch (ZAF)
• Zambia National Service Health Services Branch (ZNS)

The common user services include:

• Maina Soko Medical Center
• Northern Command Military Hospital
• Defense School of Health Sciences

This department is responsible for supporting former Military Personnel, commonly referred to as Veterans by ensuring that they receive the assistance and recognition they deserve after completing their service. This department provides a range of services to help Ex-Servicemen re-integrate into civilian life, advocating for their rights and welfare. It is responsible for coordinating pensions and healthcare benefits, providing social support and offering opportunities for skill development and employment. 

This department performs the following functions:

• It carries out Government Functions through the Ministry of Defence HeadQuarters (HQ) by inspecting and reporting on the physical state of properties, War Graves and Memorials Sites Countrywide.
• Coordinate the activities of the Ex-Servicemen’s League of Zambia (Ex-SELZA) and undertake Government Functions that endeavour to promote the General Welfare and objectives of the members and the organisation.
• Conduct liaison between the Royal Commonwealth Ex-Services League Headquarters (RCEL) in London, Uniked Kingdom and the Ex-Servicemen’s League of Zambia in Lusaka, Zambia.
• Act as a common user Department for the Zambia Army, the Zambia Air Force and the Zambia National Service.
• Liaise with Zambia Army HQ in the preparation and conduct of the Remembrance Parade in honour of the War Veterans who passed away during the First and Second World Wars.
• Manage the Welfare and Affairs of the War Veterans, Ex-Servicemen and all approaching retirement as well as carry out Inspections and Maintenance of War Memorials and the League’s Properties.
• Advise the Government through the Ministry of Defence (MoD) on capacity building and empowerment policies for Ex-Servicemen to reduce destitution.

This Department was created to maximize participation in United Nations and other International Military Organisations’ activities for the benefit of Zambian Military Personnel and the Nation at large. The main objective is to promote friendly relations amongst Military sportsmen and women within the Defence Force and other Armed Forces who are members of CISM, to liaise with the United Nations on behalf of the Ministry of Defence on matters of International Peacekeeping. 

This department performs the following specific functions:

Liaison with the United Nations on all United Nations resolutions on military matters.

• Liaison with Service Chiefs on all United Nations matters affecting the Zambian Defence Force.
• Coordination with the Ministry of Foreign Affairs on matters related to the United Nations Security Council and other allied International Organisations.
• Identifying opportunities for Zambian participation in United Nations Observer/ Peace Keeping/ Peace Enforcement Mission abroad.
• Identifying trainings and job opportunities offered by the United Nations, Organizations for the Prohibitions of Chemical Weapons (OWCP) and other allied International Military Organizations.
• Coordinate on matters affecting Zambia United Nations Contingents and Missions abroad. 
• Organise CISM Championships and other events at a National level.
• Ensure membership payment activities to the CISM General Assembly and Organizations for the Prohibitions of Chemical Weapons (OPCW).
• Ensure maximum benefits from CISM technical sports assistance programmes through:

1. The purchase of sports equipment at affordable rates.
2. Advice from experts on the construction of sports facilities.
3. The training of staff.
4. The planning of programmes for the development of sport on National and/or Military level.

The department is responsible for the coordination and/or liaison of Zambia Army related matters on behalf of the Army Commander.

The department performs the following specific functions:

• Provides advice on all operational, logistical and administrative matters affecting The Zambia Army.
• Liaises and coordinates with The Zambia Air Force and The Zambia National Service on behalf of The Army Commander on matters of mutual interest.
• Acts as a cardinal link in Civil-Military relations, fostering the enhancement of civil-military relations pertaining to The Zambia Army.
• Liaises with Ministries and Government Departments with guidance from The Army Commander and Permanent Secretary of The Ministry of Defence.
• Coordinates Common User Services and Defence Industries and liaise with relevant Departments to ensure seamless communication and mutual support.
• Acts as an advisory body and member of Joint Permanent Commissions.

The department is an emissary of the Zambia Air Force to the Ministry of Defence Headquarters.

The department performs the following specific functions:

• Advises the Permanent Secretary and consequently performs Ministerial duties on matters affecting The Zambia Air Force.
• Facilitates the exchange of critical information, issues and concerns with the Ministry of Defence, ensuring seamless communication and collaboration on matters that impact the Air Force’s operations and strategic objectives.
• Oversees the daily administrative and welfare needs of officers and personnel within the Air Stream Department and other Zambia Air Force officers at the Ministry.
• Liaises and coordinates with The Zambia Army and The Zambia National Service on behalf of The Zambia Air Force Commander on matters of mutual interest.
• Acts as a cardinal link in Civil-Military relations, fostering the enhancement of civil-military relations pertaining to The Zambia Air Force.
• Performs any other duties assigned by the Zambia Air Force Commander, the Minister of Defence or the Permanent Secretary.

The department coordinates all ZNS related activities on behalf of the Zambia National Service Commander at the Ministry of Defence.

The department performs the following specific functions:

• Acts as the Principal Advisor to the Permanent Secretary on all matters affecting the Zambia National Service.
• Liaises and coordinates with The Zambia Air Force and The Zambia Air Force on behalf of The ZNS Commander on matters of mutual interest.
• Acts as a cardinal link in Civil-Military relations, fostering the enhancement of civil-military relations pertaining to The Zambia National Service.
• Liaises with Ministries and Government Departments with guidance from The ZNS Commander and Permanent Secretary of The Ministry of Defence.
• Prepares for Advisory Committee meetings on behalf of the Permanent Secretary.
• Coordinates with common-user Departments.
• Acts as a member of the Ministerial Procurement Committee.

Acts as a member of the Integrity Committee.