Annual Report on Performance Fiscal Year 2017-2018
42
Annual Report on Performance Fiscal Year 2017-2018 LOCAL GOVERNMENT SERVICE COMMISSION
Transcript of Annual Report on Performance Fiscal Year 2017-2018
Annual Report on Performance
Fiscal Year 2017-2018
LOCAL GOVERNMENT SERVICE COMMISSION
About this Report This is the Annual Report on Performance of the Local Government Service Commission for the financial year 2017/18. The report has been prepared according to guidelines issued by the Ministry of Finance and Economic Development. The report is a mechanism of accountability in relation to resources provided by the National Assembly and services delivered thereon. It also provides information for our stakeholders and the public at large. The Commission is committed to maintaining accountability and transparency in its activities and continually improving its reporting.
Guide to this Report Part I: About the Commission Part I sets out the vision, mission, overview of the Commission, its roles and functions as well as its organizational structure.
Part II: Organisation Achievements & Challenges Part II describes mainly the major achievements, status on the achievements of budget measures and a review of how the Commission has performed during the previous year including the additional internal Key Performance Indicators that it has set for each of its Delivery Units. This section also provides the actions and system put in place in relation to risk management, citizen oriented initiatives and good governance practice.
Part III: Financial Performance Part III provides the financial highlights for the previous year and an overview discussion of significant changes in financial results. It also includes statement of expenditure.
Part IV: Way Forward Part IV provides a situational analysis of the environment in which the Commission operates and which impacts on its service delivery. It also includes the strategic directions to realize the Commission’s vision, objectives and desired outcomes.
ANNUAL REPORT ON PERFORMANCE Local Government Service Commission
CONTENTS PART I– ABOUT THE ORGANISATION Page
Vision and Mission 4
Supervising Officer’s Statement 5
Roles and Functions of the Organisation 6
Gender Statement 7
About Our People 10
PART II: ORGANISATION ACHIEVEMMENTS &CHALLENGES
Major Achievements 15
Status on Implementation of Budget Measures 32
Status on Implementation of Key Actions 32
Other Internal Developed KPI’s 33
Risk Management, Citizen Oriented Initiatives & Good Governance 34
Implementation Plan – Director of Audit Comments 36
PART III FINANCIAL PERFORMANCE
Financial Highlights 37
Analysis of Major Changes 37
Statements of Expenditure 38
PART IV: WAY FORWARD
Trends & Challenges 40
Strategic Direction 42
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PART I – ABOUT THE LOCAL GOVERNMENT SERVICE COMMISSION
Vision and Mission
VISION
MISSION
To be recognised as an organisation aiming at establishing
excellence in all matters relating to Human Resource
Management and Human Resource Development in the Local
Government Service.
To provide qualified and suitable human resources to Local
Authorities in a timely manner.
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Supervising Officer’s Statement
Under the powers vested into it, the Local Government Service Commission has an
important role to play in the provision of adequate and productive human resources as
well as the establishment of standards pertaining to the recruitment of high caliber and
deserving candidates for the Local Government Service. At the same time, the
Commission has the responsibility of ensuring that discipline prevails in the service.
The Commission is ensuring that the Mauritian Local Government Service is equipped
with performing employees and discipline prevails at all levels. In line with the powers
entrusted to it, the Commission is constantly monitoring this aspect.
The Commission considers that a disciplined, performing and vibrant workforce is a
sine qua none condition for a developing country. The Commission totally adheres to
the philosophy of Vision 2030 of the Government and is putting and applying all the
means possible for the goals and objectives of Government to be attained.
Secretary
Local Government Service Commission
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Roles and Functions of the LGSC Enabling Legislation
The Local Government Service Commission (LGSC) was established under
the Local Government Service Commission (LGSC) Act 1975 and came into
operation on 18 August 1983. It is an independent body and is financed by
the Consolidated Fund.
Composition
In accordance with Section 5 of the LGSC Act 1975, as subsequently amended, the Local Government Service Commission is composed of a Chairman and four other Members, all appointed by the President of the Republic of Mauritius.
Powers
Section 4 of the Local Government Service Commission Act 1975
provides for the powers of the Commission in relation to: -
a) appointment;
b) exercising disciplinary control;
c) removal from office or approval of retirement; and
d) selection of candidates for the award of scholarships or other
similar privileges.
These powers are vested exclusively in the Commission and shall be
executed in relation to local government officers.
Functions of Commission
The key functions of the LGSC are defined as follows:
have regard to the maintenance of the high standard of efficiency
necessary in the Local Government Service.
provide, to the best of our ability, local authorities with adequate,
qualified and suitable human resources.
adopt fair, acceptable and modern recruitment techniques.
review regularly schemes of service so as to adapt to the ever-changing
competitive environment and attract as well as retain suitable candidates
in the Local Government Service.
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GENDER STATEMENT
The Commission has always considered promotion of gender equality at
the workplace as an encouragement to greater economic prosperity. It
constantly ensures that:
(a) There are no discrepancies or discrimination between male and
female staff.
(b) There is effective communication between the staff which
prevents the occurrence of friction and discord.
As a result, this has always led to an increase in the staff’s morale and
productivity at the Local Government Service Commission.
With a view to ensure that staff at the Commission are not affected by
gender-related issues, differences and inequalities, certain strategies
have been put in place by Management at the Local Government Service
Commission which are as follows:
(i) Implementation of an efficient communication strategy by
conducting regular meetings involving staff from different
sections, organizing staff welfare activities, in-house training,
among others, as a result of which, staff at the Commission get
the opportunity to -
share experiences to find a common ground;
build off each other’s points;
talk about problems and solving them together;
and
offer assistance to colleagues.
(ii) The Commission actively encourages both its male and female
staff to climb up the ranks – and ensures that they are provided
with the right tools and training to do so. In fact, all the staff is
provided with opportunities to attend relevant training
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programmes, workshops and seminars, the outcome of which
is:
Improved employee performance
Improved employee satisfaction and morale
Increased productivity and adherence to quality standards
Increased innovation in new strategies
The Commission has always aimed at creating a positive and
stimulating work environment for all its staff. In this respect,
the budget allocated for training is wisely spent on relevant
training programmes which provide a plethora of benefits to
the Commission.
(iii) In addition, there is a balanced gender representation of
qualified male and female staff on Committees held at the
Commission and also equal participation from their part in the
Decision-Making Processes; the opinions of officers from both
genders are often solicited, as and when required.
(iv) The Commission has also promoted gender equality through its
recruitment process. In fact, latest statistics have shown that
the number of appointments effected by the Local Government
Service Commission, in respect of female employees, has
increased.
(v) It is worth mentioning that during the Financial Year
2017/2018, out of 13544 applicants, 9041 were female
applicants which represents 67% of the total number of
applicants. Women are also appointed in the Local Authorities
for certain posts which were traditionally held by men.
(vi) The Commission therefore provides equal opportunities for
both men and women to:
get employment in the Local Authorities (Municipal
and District Councils); and
eventually enable them thrive in their workplace
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Our Stakeholders
LOCAL AUTHORITIES
MUNICIPAL COUNCILS DISTRICT COUNCILS
MUNICIPAL CITY COUNCIL OF PORT-LOUIS DISTRICT COUNCIL OF MOKA
MUNICIPAL TOWN COUNCIL OF QUATRE-BORNES DISTRICT COUNCIL OF BLACK RIVER
MUNICIPAL TOWN COUNCIL OF CUREPIPE DISTRICT COUNCIL OF PAMPLEMOUSSES
MUNICIPAL TOWN COUNCIL OF VACOAS PHOENIX DISTRICT COUNCIL OF RIVIERE DU REMPART
MUNICIPAL TOWN COUNCIL OF BEAU-BASSIN/ROSE-HILL DISTRICT COUNCIL OF SAVANNE DISTRICT COUNCIL OF GRAND-PORT DISTRICT COUNCIL OF FLACQ
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About Our People The Commission
CHAIRPERSON :Dr. Chrishna Nand BISSOONAUTHSING, GOSK
MEMBERS :Mr. Omprakash Soobah ROODURMUN
: Mr. Aboobakar Sidick KHODABUX, O.S.K
: Mr. George Clency CHARLES
: Mr. Prithivirajsing MUNRAKHUN, O.S.K
Senior Management Team Title Contact Details
Secretary, Local Government Service
Commission
Mr. JAUNKY A.K.K. Roy
Phone number: 6746513
Fax number: 6746962
Email: [email protected]
Deputy Permanent Secretary Mr. JUGMOHUNSING Navindsing
Phone number: 6760122
Fax number: 6746962
Email:[email protected]
Manager, Human Resources Mrs. SEEWOONARAIN T. Devi
Phone number: 6746963
Fax number: 6746962
Email:[email protected]
Assistant Permanent Secretary
Mrs. PULTOO Narvada
Phone number:6750205
Fax number: 6746962
Email:[email protected]
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Assistant Manager, Human Resources Mr. JHUGROO Ellanand
Phone number: 6746513
Fax number: 6746962
Email:[email protected]
Assistant Manager, Human Resources Mr. MOHIT Ravin
Phone number: 6706885
Fax number: 6701726
Email:[email protected]
Assistant Manager, Human Resources Mrs. SOBHEE Narainee
Phone number: 6746513
Fax number: 6701726
Email:[email protected]
Principal Financial Operations Officer Mrs. GOCOOL Dameenee
Phone number: 6750206
Fax number: 6701726
Email:[email protected]
Our workforce:
Job Title Number of Staffs
Secretary 1
Deputy Permanent Secretary 1
Manager, Human Resources 1
Assistant Permanent Secretary 1
Assistant Manager, Human Resources 3
Office Management Executive 2
PFOO 1
Financial Officer/Senior Financial Officer 1
Confidential Secretary 3
Senior Human Resource Executive 1
Human Resource Executive 4
Office Management Assistant 7
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Assistant Systems Analyst 1
Computer Support Officer 1
Data Entry Officer 1
Management Support Officer 11
Giving assistance at Management Support Officer level 3
Word Processing Operator 2
Temporary Word Processing Operator 1
Head Office Auxiliary 1
Driver 1
Receptionist/Telephone Operator 1
Office Auxiliary /Senior Office Auxiliary 2
Temporary Office Auxiliary /Senior Office Auxiliary 1
Gardener/ Nursery Attendant 2
Handy Worker Nil
Security Guard 1
Trainee (YEP) Youth Employment Programme 1
Total 56
Youth Employment Programme One trainee has been enlisted to the Commission for a period of one year with effect from 3 January 2017.
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Our organizational structure:
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Capacity Building Programme at the LGSC
Training Programmes attended by officers of the LGSC
during Financial Year 2017/2018
S.No. Training Course Grade Attended
1. Awareness Session on IT Security All Staff working with a computer
2. Educational sessions on Environmental Protection, Waste Segregation and Recycling
All staff
3. Basic Information Technology All staff working with a computer
4. Basic Fire Safety & Disaster Preparedness
All Staff
5. First Aid Fire Warden Team comprising 2 Office Management Assistants, 3 Management Support Officers, 1 Word Processing Operator, 1 Receptionist/ Telephone Operator, 1 Temporary Office Auxiliary and 1 Gardener/Nursery Attendant.
6. Improving Efficiency in Organisations Management Support Officer
7. Basic Communications Skills Handy Worker
8. Code of Ethics and Good Governance Management Support Officer
9. Managing Projects in the Public Sector Assistant Permanent Secretary
10. Handling Difficult Customers Management Support Officer
11. Code of Ethics and Good Governance Assistant Manager, Human Resource
12. Induction Course for Office Auxiliaries/Senior Office Auxiliaries
Office Auxiliary/Senior Office Auxiliary
13. Ergonomics for the Office Environment Management Support Officer
14. Ergonomics for the Office Environment Management Support Officer
15. Short Term Executive Course on ‘Excellence in Service Delivery Through Sustainable and Strategic Human Resource Management’
Manager, Human Resources
16. Training on Open Data Assistant System Analyst
17. Tea Making and Service Course Office Auxiliary/Senior Office Auxiliary
The office has noted a marked change in the mindset, as well as, in the delivery and outputs of officers who have espoused good practices and standards acquired during training programmes.
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Major Achievements
The Commission achieves its functions based on a series of processes that are put in place so as to
enable it to consider and take its decisions. Below are some statistics on the activities/processes
carried out in this respect:
1599 Number of recommendations, from the Responsible Officers of Local Authorities, processed at its daily meetings, for decisions.
139 Total number of posts advertised both to serving employees and to the public. General Public: 68 Serving Employees:71
13544 Number of application forms received and processed for posts advertised. Female: 9041 Male: 4503
3912 Number of candidates interviewed.
483 Number of appointments made.
(i) Grade-wise: Workmen’s Class: 325 Technical Grades: 100 General Grade: 58
(ii) Gender-wise: Female: 113
Male: 370
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DISTRICT COUNCIL OF PAMPLEMOUSSES (DCP) …
Number of Appointments and Promotions made: Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 6 2 2 8 5 5 1 0 2
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
17 28 28
Male Female
22 6
0
5
10
15
20
25
30
Pamplemousses District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
2
4
6
8
WC TG GG WC TG GG WC TG GG
No. 6 2 2 8 5 5 1 0 2
6
2 2
8
5 5
10
2
No of Appointments and Promotions
Male, 22
Female, 6
District Council of Pamplemousses
No. of employees in post: 347
Phone No: (230) 2438300
Fax No: (230) 2431452
Website: http://www.dcp.mu
E-mail: [email protected]
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District Council of FLACQ (DCF)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 11 1 2 25 7 4 1 0 3
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
25 50 50
Male Female
37 13
0
10
20
30
40
50
60
Flacq District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
20
25
WC TG GG WC TG GG WC TG GG
No. 11 1 2 25 7 4 1 0 3
Male, 37
Female, 13
District Council of Flacq
No. of employees in post: 439
Phone No: (230) 4132600
Fax No: (230) 4133055
Website: http://www.flacqdc.mu
Mail Address: [email protected]
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District Council of GRAND-PORT (DCGP)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 10 2 0 12 5 5 1 2 2
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
24 34 34
Male Female
28 6
0
10
20
30
40
Grand Port District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
WC TG GG WC TG GG WC TG GG
No. 10 2 0 12 5 5 1 2 2
Male, 28
Female, 6
District Council of Grand Port
No. of employees in post: 431
Phone No: (230) 6274542
Fax No: (230) 6274640
Website: http://www.dcgp.mu
Mail Address: [email protected]
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District Council of BLACK RIVER (DCBR)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 7 1 1 8 4 3 2 0 0
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
20 24 24
Male Female
17 7
18
19
20
21
22
23
24
25
Black River District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
2
4
6
8
WC TG GG WC TG GG WC TG GG
No. 7 1 1 8 4 3 2 0 0
Male, 17
Female, 7
District Council of Black River
No. of employees in post: 246
Phone No: (230) 4013100
Fax No: (230) 4520303
Website: http://www.brdc.mu
Mail Address: [email protected]
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District Council of SAVANNE (DCS)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 0 0 2 17 2 3 0 0 1
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
17 24 24
Male Female
17 7
0
5
10
15
20
25
30
Savanne District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
20
WC TG GG WC TG GG WC TG GG
No. 0 0 2 17 2 3 0 0 1
Male, 22
Female, 6
District Council of Savanne
No. of employees in post: 311
Phone No: (230) 6037930
Fax No: (230) 6255750
Website: http://www.dcsavanne.mu
Mail Address: [email protected]
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District Council of MOKA (DCM)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 13 0 1 20 3 4 0 0 1
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
22 41 41
Male Female
31 10
0
10
20
30
40
50
Moka District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
20
WC TG GG WC TG GG WC TG GG
No. 13 0 1 20 3 4 0 0 1
Male, 31
Female, 10
District Council of Moka
No. of employees in post: 347
Phone No: (230) 4355531
Fax No: (230) 4355685
Website: http://www.mokadc.mu
Mail Address: [email protected]
22
District Council of RIVIERE DU REMPART (DCRR)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 9 0 1 11 5 4 0 0 2
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
17 30 30
Male Female
24 6
0
5
10
15
20
25
30
Riviere du Rempart District Council
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
WC TG GG WC TG GG WC TG GG
No. 9 0 1 11 5 4 0 0 2
Male, 24
Female, 6
District Council of Riviere Du Rempart
No. of employees in post: 350
Phone No: (230) 2662095
Fax No: (230) 2661405
Website: http://www.dcrempart.mu
Mail Address: [email protected]
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Municipal Town Council of QUATRE BORNES (MCQB)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 8 7 4 30 4 0 4 0 0
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
23 53 53
Male Female
44 9
0
5
10
15
20
25
30
Municipal Town Council of Quatre-Bornes
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
10
20
30
WC TG GG WC TG GG WC TG GG
No. 8 7 1 30 7 0 4 0 0
Male, 44
Female, 9
Municipal Town Council of Quatre-Bornes
No. of employees in post: 744
Phone No: (230) 4548054
Fax No: (230) 4540066
Website: http://www.qb.mu
Mail Address: [email protected]
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Municipal City Council of PORT-LOUIS (MCPL)
Number of Appointments and Promotions Made
Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 13 9 1 40 12 3 6 1 1
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
35 78 78
Male Female
69 9
0
5
10
15
20
25
30
Municipal City Council of Port-Louis
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
WC TG GG WC TG GG WC TG GG
No. 13 9 1 10 12 3 6 1 1
Male, 69
Female, 9
Municipal City Council of Port-Louis
No. of employees in post: 1361
Phone No: (230) 4056600
Fax No: (230) 2124258
Website: http://www.mccpl.mu
Mail Address: [email protected]
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Municipal Town Council of CUREPIPE (MCC)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 2 3 0 13 1 2 2 2 1
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
14 21 21
Male Female
19 2
0
5
10
15
20
25
30
Municipal Town Council of Curepipe
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
WC TG GG WC TG GG WC TG GG
No. 2 3 0 13 1 2 2 2 1
Male, 19
Female, 2
Municipal Town Council of Curepipe
No. of employees in post: 455
Phone No: (230) 6704899
Fax No: (230) 6765054
Website: http://www.municipal.curepipe.org
Mail Address: [email protected]
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Municipal Town Council of VACOAS/PHOENIX (MCVP)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 7 5 2 35 7 3 2 0 1
Gender Statistics
No of posts
advertised
No of Vacancies Reported
No of Vacancies
Filled
31 59 59
Male Female
52 7
0
5
10
15
20
25
30
Municipal Town Council of Vacoas/Phoenix
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
10
20
30
40
WC TG GG WC TG GG WC TG GG
No. 7 5 2 35 7 3 2 0 1
Male, 52
Female, 7
Municipal Town Council of Vacoas/Phoenix
No. of employees in post: 854
Phone No: (230) 6962975
Fax No: (230) 6964668
Website: http://www.vacoasphoenix.org
Mail Address: [email protected]
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Municipal Town Council of BEAU-BASSIN/ROSE-HILL (MCBR)
Number of Appointments and Promotions Made Internal External Promotions
Type WC TG GG WC TG GG WC TG GG
No. 7 4 2 13 11 4 0 0 1
Gender Statistics
No of posts advertised
No of Vacancies Reported
No of Vacancies
Filled
22 41 41
Male Female
30 11
0
10
20
30
40
50
Municipal Town Council of Beau-Bassin/Rose-Hill
No of postsadvertised
No of VacanciesReported
No of VacanciesFilled
0
5
10
15
WC TG GG WC TG GG WC TG GG
No. 7 4 2 13 11 4 0 0 1
Male, 30
Female, 11
Municipal Town Council of Beau-Bassin/Rose-Hill
No. of employees in post: 789
Phone No: (230) 4549500
Fax No: (230) 4549509
Website: http://www.bbrh.org
Mail Address: [email protected]
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Statistics as regards the following processing activities which were carried out at the Local Government Service Commission for the Financial Year 2017/2018 are displayed hereunder:
Note: * Miscellaneous include amongst others the following:
Seeking explanations, comments and views from Responsible Officers….
Seeking advice of Solicitor General
Follow up in police cases
Matters referred to Permanent Secretary, Ministry of Local Government and Outer
Islands.
Sn Activities Total
1. Appointment : Substantive/ Casual 640
2. Promotion 39
3. Confirmation/ PPE 270
4. Medical Board 18
5. Retirement 28
6. Discipline 43
7. Change in Posting 11
8. Representation 42
9. First time appointment 483
370
113
10. Miscellaneous* 508
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Processing of Scheme of Service (SOS) for FY 2017-2018
MONTH/YEAR
GRADE
Total Workman
Class
Technical
Grade
General
Grade
Scheme of service
initiated before
01/07/2017
3 1 12 16
Scheme of service
from
01 /07/ 2017
to 30/06/ 2018
5 3 1 9
Grand Total 25
NUMBER OF SOS
PRESCRIBED 3 4 13 20
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Processing activities of cases lodged at the
Public Bodies Appeal Tribunal for FY 2017-2018
Month/Year
On-going
Cases
Number
of Cases
Finalized
Details of cases Finalised
Total
Cases Quashed/
Quashed and
remitted to the
Commission for a
proportionate
punishment
Cases Set
aside/
Dismissed/
Struck Out
Appeals Withdrawn
by
Appellant/Tribunal
Cases lodged
before
01/07/2017
6 -
Cases lodged
from 01 July
2017 to
30 June 2018
22 19
2 8 9
Total
47
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Processing activities of cases lodged at the
Supreme Court for FY 2017-2018
Month/Year
On-going
Cases
Number
of Cases
Finalized
Details of cases Finalised
Total
Cases Quashed/
Quashed and
remitted to the
Commission for a
proportionate
punishment
Cases Set
aside/
Dismissed/
Struck Out
Appeals Withdrawn
by
Appellant/Tribunal
Cases lodged
before
01/07/2017 6 3 9 1 3 2
Cases lodged
from 01 July
2017 to
30 June 2018
4 3 7
Total
16
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Status on Implementation of Budget Measures The Commission believes that at the core of the economic development of a country lies –
a) the ability of the country to acquire the required number of suitable human resources with appropriate skills and competencies; and
b) the conditions for the human resources to perform in a disciplined manner.
The Commission, in line with the powers given to it under Section 4 of the Local Government Service Commission Act 1975, actively takes the required decisions and implements the necessary procedures and processes so as to fulfill the needs of the country in so far as appointment and exercise of disciplinary control in the local government service are concerned.
The Local Government Service Commission contributes to the Government’s undertaking to reduce unemployment by filling the vacancies reported to the Commission by the Local Authorities namely the Municipal Councils and the District Councils. With the introduction of a Recruitment Plan in FY 2017-18 for the whole local Government Service, the Commission has been able to plan and monitor its recruitment activities effectively. As the core activity of the Commission is the recruitment of man-power for the local authorities, the key performance indicators set out in the Strategic Note of the Budget estimates 2017-18 were given high consideration. The targets achieved vis-à-vis the Key Actions for FY 2017-2018 are given below:
Status on Implementation of Key Actions
Key Action Key Performance Indicator Target Target Achieved
Timely recruitment/promotion in the Local Government Service by maintaining the average processing time of applications
Average processing time of applications (weeks)
12 9.07
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Other Internally developed KPI’s The Commission has deemed it proper to put in place internally developed performance indicators to be able to monitor progress of activities. Initiatives reinforced are –
a) 7 day’s rule processing time – Each officer dealing with an activity in the performance of his/her duty is set a timeline of 7 days to complete his/her process. As a mean for feedback to proactively deal with all circumstances, reasons for deviations or other force majeure are noted and taken into consideration for an enhanced work procedure.
b) Submission of LGSC form 10 with 2nd copy of application – one important requirement regarding applications received from local government employees is the obligation for the Local authorities to confirm details in the applications through the LGSC Form 10. Receipts of these important at irregular intervals have led to considerable delays in the completion of recruitment exercises. The Commission has imposed 1 week’s delay (after closing date) for local authorities to make their submission. The rationale for this indicator is linked with the Key Performance Indicator set in the Strategic indicators of the Budget Estimates.
c) Structured and regular meetings with Human Resource Management Officers (HRMO) of Local Authorities – introduced in the FY 2016/17, have been of considerable importance for a better understanding and coordination between the Commission and the Councils. In addition, there is strict follow up of activities and capacity through a monthly meeting of both the HR Committee and Finance Committee.
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Risk Management, Citizen Oriented Initiatives & Good Governance
Commission has put in place several fora and taken initiatives to manage risks, enhance customer
service approach and promote good governance. These are with regard to -
Monitoring and evaluation of service delivery;
ensuring timely, efficient and quality public services;
safeguarding of assets and data of the organization; and
delivery of services through e-government. Some of the initiatives are:
A well-equipped Customer Counter is being provided. Candidates wishing to apply for a post in the Local Authorities may consult the Notice Board at the Gate Post where vacancy circulars are affixed. They may obtain further information concerning a vacancy at the Customer Counter where application forms are available.
Specific training on customer care and safety and health were carried out. With a view to offer a better service to the public, staff was nominated to follow training courses in ‘Customer Service Excellence’ and ‘Basic Communication Skills’. Office Auxiliaries attended a course on ‘Safety & Health at work’.
Regular infrastructure and logistics checks by competent authorities and contractual service providers are carried out.
In line with the requirements set out in the Protocol on Heavy Rainfall. a Disaster Management Committee was set up at the LGSC. An internal circular on precautions to be taken by staff to safeguard assets was issued.
Candidates may also apply for a post electronically by consulting the Commission’s website and filling the application form online. All information on how to apply online is provided on the website. Facility to allow a member of public to make an application online at the premises of the Commission is also provided.
Registration of the LGSC with the Data Protection Office as Data Controller. As an office responsible to deal with considerable amount of personal data (mainly of candidates applying for jobs, data pertaining to serving employees of the Local Government Service among others), protection of the integrity and confidentiality of these data holds great importance to the Commission.
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Risk of timely completion of recruitment exercises, put on fast track, though
present at all times due to inadequate HR at hand, is nevertheless mitigated
with the optimal use of computerized system and reviews thereof. The
system, centered around the effective use of IT tools, has considerable
enhanced the monitoring of all processes and production of relevant
statistics for reporting purposes.
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Implementation Plan - Director of Audit Comments
The Local Government Service Commission has not been the subject of any shortcoming and
reported in the Director of Audit (DOA) Report.
Issues
(Repor
t Ref)
DOA
Comment
s
Proposed
Measures
Unit/Agencie
s
Responsible
Status of
Actions taken/
Implementatio
n Date
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PART III– FINANCIAL PERFORMANCE
Financial Highlights
Analysis of Major Changes
Analysis of major variances for FY 2017/2018
1) Compensation of Employees: 2) The unfilled funded positions, retirement of staff and movement of staff to and from
other Departments account for the underspending of Rs.2,496,016.47
3) Goods and Services:
The total unspent amount of Rs.709,440.61 under various items of expenditure is largely due to the following:
(i) the non-renewal of maintenance agreement in respect of two Servers given that
two new ones were purchased;
(ii) no major repairs effected to the Government Vehicles;
(iii) maintenance of building was not carried out given that the Commission would
shortly embark on the “Extension and Renovation of the LGSC Building” Project;
(iv) the recruitment exercise undertaken during the year did not involve a large
number of candidates, thus the postage fees incurred represent only 54% of the
voted provision; and
(v) the Local Area Network(LAN) has been used intensively within the Commission.
Expenditure incurred in respect of “Paper and Material” and “Printing and
Stationery” has known a reduction of approximately 28%, given that.
4) Acquisition of Non-Financial assets:
The budgeted funds of Rs. 15 M in respect of the “Extension and Renovation of the LGSC
Building” Project were not spent as there was no successful bidder at the first tender
exercise which was initiated in June 2017. A second tender was launched in November
2017 and was finalized in May 2018. The handing over of site was done on 25 May 2018.
No advance payment was required. As regards the Electronic Document Management
System Project, this one was still at the negotiation stage at the end of the financial year
2017/2018.
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Statement of Expenditure The Statement of Expenditure has been prepared from data captured from the Treasury Accounting
System (TAS).
Head/Sub-Head of Expenditure
(Rs million)
2016-2017
Actual
(Rs)
2017-2018
Estimates
(Rs)
2017-2018
Actual
(Rs)
Compensation of Employees 24,602,526.32 27,410,000.00 24,913,983.53
Goods and Services 2,357,183.64 3,390,000.00 2,683,559.39
Subsidies - - -
Grants -
- -
Social Benefits - - -
Other Expense - - -
Acquisition of Non-Financial Assets 532,409.44 21,200,000.00 2,470,519.24
Acquisition of Financial Assets - - -
Total 27,492,119.44 52,000,000.00 30,068,062.16
Note:
Compensation of employees accounted for around 48 % of total expenditure.
Compensation of Employees is made up of salaries and allowances paid to employees.
Goods and Services consist of recurrent expenses incurred and include cost of utilities, fuel and oil, office expenses, Fees in connection with: training of staff for the Commission, examination in respect recruitment exercises for the Local Authorities, and maintenance costs
Acquisition of Non-Financial Assets represents expenditure incurred on the acquisition of IT Equipment
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Figure1: Expenditure incurred by the Commission under Vote 01012
Expenditure 2017/2018 (Rs)
Compensation of Employees
Goods and Services
Acquisition of Non-Financial Assets
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PARTIV–WAY FORWARD – Trends & Challenges
SWOT ANALYSIS
Strengths
1. The Vision, Mission and Core Values of the organisation are easy to understand, apply and implement.
2. Staffs are given training opportunities regularly to enable them to enhance their knowledge and to give better performance.
3. Customised in-house training programmes are favoured.
4. Staffs are provided with the necessary tools and equipment, often state-of-the-art technologies to assist them in the performance.
5. The work procedures and processes at the Commission are simple and well-structured allowing staff to know exactly what is expected from them.
7. Guarantee meritocracy by making fair and objective recruitments/appointments.
Weaknesses
1. The legal status of the Commission is not adequate in the context in which it has to operate.
2. Established under an Act of Parliament, it is considered to be a body corporate, hence, the possibility of interference.
3. Absence of a dedicated legal support for the Commission.
4. Absence of an all-inclusive legislation for the Commission to deal with police cases in a holistic manner.
5. Appointment of unqualified commissioners.
6. No international exposure for senior staffs.
7. Inadequate number of staff for certain support services, e.g. Procurement.
8. Financial Discipline not followed strictly in certain Local Authorities.
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Opportunities
1. The Local Government Service Commission to be placed under the Constitution so as to guarantee its independence and stability.
2. The introduction of the HRMIS and other government online tools would give further impetus to productivity.
3. International training /exposure opportunity for senior management would allow for the introduction of modern recruitment methods and the use of appropriate tools.
4. Increase
d use of technology for better communication and improved service delivery, which has a noted impact in reduction of cost.
5. Systems-wide synergies and collaboration between Ministries/Departments and Stakeholders in the Local Government Service.
6. Benchmark in the region and internationally on standards within the Local Government Service.
7. Implementation of modern technologies in assessment and recruitment such as psychometric selection tests.
8. Extension of powers of the Commission i.e. fair and meritorious methods of recruitment among others to parastatal bodies.
Threats
1. Hijacking of the powers of the Commission (shifting to a body under Ministerial control) because of its weak legal status.
2. An increased perception of interference in the business of the Commission.
3. Difficulty to attract high caliber professionals for the Service. Certain trades are not easily available.
4. Local Authorities are not managed according to required standards, accountability level and ethical behaviour.
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Strategic Direction
In order to effectively contribute to the development of the local government entities – Municipal
Councils, District Councils and Village Councils, the Commission would be required to be well
equipped, legally and governance-wise. The priorities of the Commission over the three years to
come would be –
a) to establish the Commission under the Constitution so as to ensure its statutory stability;
b) to reclaim and re-establish its powers within a re-defined legislation;
c) to play an active role by participating in relevant forums with a bid to benchmarking it
regionally and internationally;
d) to provide international exposure to senior management and members of the Commission;
and
e) to adopt new and modern methodologies in its core activities.
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