The administrative services unit is tasked with supporting and enabling the work done by directors and operating units. The unit provides the following services: financial management and financial planning of projects and operating units; human resources management; personnel planning and personnel development; supporting of supervisory work, well-being at work and occupational safety and health; assistant services; premises administration and services; registry and document management, coordination and development of procurement services, legal affairs in general administation; and other centralised general administration. The unit also supports preparation of performance agreements and the planning and monitoring of operation.
The administrative services unit organises internal auditing that objectively and independently evaluates internal control and risk management and their performance, reports the results of the evaluation, and submits proposals fo the development of the system. Internal auditing reports directly to the director general and the managent group.
The administrative services unit has following groups
Development manager of the administrative services unit
More information
The duties of the groups under the Administrative services unit:
HR group
- manages the interpretation of collective agreements and matters concerning them, prepares collective agreements, and attends negotiations concerning them,
- supports and advises management and supervisors on personnel matters and prepares guidelines concerning them,
- handles matters related to pay and employment relationships with the Finnish Government Shared Services Centre for Finance and HR (Palkeet), in line with the agreed division of work,
- manages the preparation and implementation of Syke's annual training plan and the organisation of other training events and seminars,
- handles the management and development of matters related to well-being at work, occupational health care and co-determination at Syke, and cooperates with the manager of occupational safety and health on occupational safety and health matters.
Finances group
- manages the process and reporting of Syke's financial planning (budget framework) and budgeting (state budget, internal distribution of funds),
- manages the implementation of Syke's cost accounting and accountancy by other management,
- prepares guidelines on financial administration and supports and advises management supervisors, project managers and employees on the management of financial affairs,
- sees to the handling of Syke's income and expenses, accuracy of accounting and preparation of financial statements, and takes part in the preparation of the annual report,
- coordinates business trips and manages the guidelines for them.
The group includes three teams: payments and travels, financial planning, and EU projects.
Payments and travels team
- manages in a centralised manner tasks related to the handling of Syke's income and expenses, payment transactions, and travel.
Financial planning team
- supports the planning of operations and finances, and monitoring and reporting of funding at the various units,
- preparation of, e.g., proposals for financing and project agreements supporting project managers; expert tasks on cost calculation and pricing of projects, such as opening, monitoring, reporting and invoicing of projects in cooperation with project managers,
- advises and assists with the processes of the units' financial administration.
EU projects team
- supports project managers with the preparation and implementation of research and development projects with EU funding with regard to financial administration,
- handles financial monitoring and reporting of EU projects and preparation of audits, supports project preparations regarding budgeting, steers and advises in the administration of EU projects.
Premises and registry group
- manages the budgeting of Syke's premises and related services and procurement of goods, management of agreements and practical purchases, development and quality control of premises and services, premises security and development of it,
- manages Syke's mail-related services and their agreements and costs at the national level,
- manages the handling of mail and agency service tasks at the main office in Viikki,
- manages Syke's telephone services and AV services to a partial extent,
- manages centralised registry and filing services, and development and quality monitoring of case management at Syke.
Tasks of the occupational safety and health manager are included in this group.
Assistants group
- support management and supervisors with tasks of a general administrative nature,
- serve with matters relating to the receipt of new employees (tools, access rights, general induction, etc.),
- support with measures related to the end of an employment relationship (such as assisting in the preparation of a certificate of employment),
- support internal communication and the community spirit at the units,
- assist with recruitment, such as scheduling of interview times and communication with job applicants,
- support several administrative processes, such as forwarding of responsibility for documents received at the desk of the responsible unit at Syke, and technical verification of the recording of hours on a monthly basis,
- organises services related to events (such as recreational days, development days),
- assists with meetings of management groups.
Procurement and legal matters group
- manages the steering, coordination and support of procurement services, and provision of legal services of a general administrative nature,
- advises and supports with e.g. drawing up of agreements, public procurements, copyright and other intellectual property rights matters, processing of administrative matters, and application of the Act on the Openness of Government Activities and data protection legislation.
Tasks of the data protection officer and Syke's tasks as an injured party in criminal cases concerning international shipments of waste, for example, are included in this group.
The group's tasks can be extended due to a potential increase in Syke's official tasks, among other things.
Competence and well-being
- Is responsible for the support and development of personnel planning and competence management.
- Supports and develops well-being at work and its management.