LOCAL GOVERNMENT SERVICE COMMISSION ANNUAL REPORT 2008

Transcription

1 LOCAL GOVERNMENT SERVICE COMMISSION ANNUAL REPORT 2008

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3 TABLE OF CONTENTS Page List of Tables 5 List of Figures 6 Foreword 7 Chapter 1: The Setting of The Local Government Service Commission Introduction Membership of The Commission Staff of The Commission 9 Chapter 2: Vision, Missions And Objectives Our Vision Our Missions Our Objectives 10 Chapter 3: Main Services Offered By The Local Government Service Commission Powers of The Local Government Service Commission 12 Chapter 4: List of Local Authorities And Recommendations Processed By The Commission List of Local Authorities Recommendations Processed By The Commission 14 Chapter 5: Recruitment and Selection Filling of Vacancies The Recruitment/Competition Section Number of Posts Advertised Number of Applications And Vacancies Number of Interviews Conducted Number of Male And Female Candidates Appointed 22 Chapter 6: Activities of The Implementation Section The Implementation Section Activities Performed By Each Local Authority Temporary Appointment Promotion 26 3

4 6.5 Confirmation/PPE/Substantive Appointment/Casual Appointment Supervision/Acting Appointment/Assignment Of Duties Medical Board Payment of Pensions And Other Benefits Change In Posting Retirement Disciplinary Control Representations Miscellaneous 36 Chapter 7: Other Activities Finance Online Application For Posts Advertised The Local Government Service Commission Staff Welfare Association Study Visit of The Kenyan Delegation 40 4

5 List of Tables Page Table The Local Authorities 13 Table Memoranda and Information Papers processed on a monthly basis 14 Table Number of posts advertised to internal candidates and the general public on a monthly basis 19 Table Number of applications and vacancies on a monthly basis 20 Table Interviews conducted on a monthly basis 21 Table Number of male and female candidates appointed 22 Table Activities performed by each Local Authority 24 5

6 List of Figures Page Figure Memoranda and Information Papers processed 15 Figure Number of posts advertised 19 Figure Temporary Appointment made for each Local Authority 25 Figure Promotion made in respect of each Local Authority 26 Figure Numbers of appointments made by each Local Authority 27 Figure Supervision/Acting Appointment/Assignment of duties, etc. made by each Local Authority 28 Figure Number of medical boards 29 Figure Number of activities relating to payment of pensions and other benefits, by each Local Authority 30 Figure Number of changes in posting effected 31 Figure Number of retirements by each Local Authority 33 Figure Number of cases of discipline processed by each Local Authority 34 Figure Number of cases of representations processed 35 Figure Miscellaneous activities 36 6

7 FOREWORD It gives me great pleasure to be associated with the first issue of the Local Government Service Commission yearly report. At a time when the quest for excellence is fast gaining ground as a national ethos, the role of the Local Government Service Commission in the achievement of the Local Authorities objective assumes far greater importance still. We are fully alive to the need for maintaining a high standard of efficiency in the Local Government Service so that best quality and cost effective services are delivered. It is precisely in that spirit that candidates are recruited or promoted, and disciplinary measures taken whenever justified. We hope that the present report will provide a useful insight into the accomplishment of the institution during the year 2008 and will indicate clearly our resolve to discharge our share of responsibility in enabling the Local Authorities to fully live up to the expectations of the citizens in relation to good governance, the services provided and their general welfare. I take this opportunity to thank all our stakeholders for their fruitful collaboration and cooperation as without them, there would have been no reason for the existence of the Commission. Finally, the Members and I would like to express our appreciation to the staff for their dedication, devotion and professionalism, for their performance and contribution and support in the publication of this annual report. Mr. Sookdeo NATHOO, C.S.K Chairman Local Government Service Commission ********************************** 7

8 CHAPTER 1 THE SETTING OF THE LOCAL GOVERNMENT SERVICE COMMISSION 1.1 INTRODUCTION The Local Government Service Commission (LGSC) was established under the Local Government Act 1975 and came into operation on 18 August, It is an independent body and is financed by the Consolidated Fund. 1.2 MEMBERSHIP OF THE COMMISSION In accordance with 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 after consultation with the Prime Minister and the Leader of the Opposition. The Local Government Service Commission is presently constituted as follows : CHAIRMAN: Mr. Sookdeo NATHOO, C.S.K MEMBERS : Mr. Hurrydeo BEEKHYE Mrs. Puspha Anjanee BALLAH Mr. Abdool Sackoor HUSNOO Mr. Henri Jocelyn FIN 8

9 1. 3 STAFF OF THE COMMISSION The staff of the Commission comprises the Secretary, whose office is a public one and such number of public officers as may be required to enable it to exercise its powers. The Secretary is the Responsible, Supervising and Accounting Officer for the Commission. ********************************** 9

10 CHAPTER 2 VISION, MISSIONS & OBJECTIVES 2.1 OUR VISION 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. 2.2 OUR MISSIONS To ensure as far as possible a timely and quality service to all stakeholders. To always add the professional and ethical touch in the services offered to our valued customers. To serve within legal and ethical parameters and ensure professionalism in the delivery of quality services to all our valued customers. 2.3 OUR OBJECTIVES To have regard to the maintenance of the high standard of efficiency necessary in the Local Government Service. To provide, to the best of our ability, local authorities with adequate, qualified and suitable human resources. To adopt fair, acceptable and modern recruitment techniques. 10

11 To 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. ********************************** 11

12 CHAPTER 3 MAIN SERVICES OFFERED BY THE LOCAL GOVERNMENT SERVICE COMMISSION 3.1 POWERS OF THE LOCAL GOVERNMENT SERVICE COMMISSION Section 4 of the Local Government Service Commission Act 1975 provides for the powers of the Commission in relation to:- (a) (b) (c) (d) appointment; exercising disciplinary control; removal from office or approval of retirement; and 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. In accordance with Section 3 of the Local Authorities Pensions Act, the Commission also approves the payment of pension benefits and gratuities in respect of local government officers. ********************************** 12

13 CHAPTER 4 LIST OF LOCAL AUTHORITIES AND RECOMMENDATIONS PROCESSED BY THE COMMISSION 4.1 LIST OF LOCAL AUTHORITIES The Local Authorities comprise five Municipal Councils/Municipalities and four District Councils as shown hereunder:- Local Authorities Municipal Council of Port Louis Municipality of Quatre Bornes Municipality of Beau Bassin-Rose Hill Municipality of Curepipe Municipality of Vacoas-Phoenix Pamplemousses/Riviere du Rempart District Council Moka Flacq District Council Grand Port Savanne District Council Black River District Council Abbreviations MPL MQB MBR MCP MVP PRRDC MFQDC GPSDC BRDC Table 4.1: The Local Authorities The Village Councils are under the jurisdiction of their respective District Councils. 13

14 4.2 RECOMMENDATIONS PROCESSED BY THE COMMISSION Month Memoranda Information Papers January February March April May June July August September October November December Total Table 4.2: Memoranda and Information Papers processed on a monthly basis. 14

15 All recommendations forwarded to the Commission by the Responsible Officers of Local Authorities are processed and submitted to the Commission for its decision by way of Memoranda and Information Papers. In all, the Commission held 246 sittings for the period January to December Figure 4.1: Memoranda and Information Papers processed There was a considerable increase in the number of Memoranda processed for the period September to November 2008 most probably as a result of implementing recommendations in the PRB 2008 Report. As regard the Information Papers, they were evenly distributed throughout the year. ********************************** 15

16 CHAPTER 5 RECRUITMENT AND SELECTION 5.1 FILLING OF VACANCIES In accordance with the Local Government Service Commission Regulations 1984, as subsequently amended, and Local Government Service Commission Circulars in force, whenever a vacancy occurs on the establishment of a particular Municipal Council/Municipality or District Council, it is the duty of the Responsible Officer of the Local Authority concerned to report the matter to the Commission and recommend whether the vacancy should be filled or not. If he desires that the vacancy should be filled, he should submit a LGSC Form 1 duly filled together with a draft advertisement stating inter alia the manner in which the vacancy is to be filled and whether there are no objections on financial, establishment and other grounds to the vacancy being filled. It is to be stated that Section 65 of the Local Government Act 1989 imposes a duty on Responsible Officers to report any vacancy within 15 days of its occurrence, to the Local Government Service Commission. Vacancies are filled are as follows: (1) By way of advertisement to: (i) (ii) (iii) (iv) Local Government officers/employees serving in a particular Local Authority; Local Government officers/employees in general (serving officers of the Local Government Service); Persons residing within the boundaries of a particular Local Authority (Municipal Council/Municipality/District Council/ Village Council); and The general public. 16

17 (2) By promotion (including promotion in a temporary capacity) within the Local Authority where the vacancy exists or within the Local Government Service. Requests of the Local Authorities are scrutinised and submitted to the Commission for approval. In the exercise of its powers, the Commission will consider the recommendation from Responsible Officers. The latter are requested to issue the relevant advertisement/or Local Government Service Commission Circular Note. Applicants are given a delay not exceeding 14 days to submit their applications to the Secretary of the Commission. Applications received after the closing date are not considered. 5.2 THE RECRUITMENT / COMPETITION SECTION The Recruitment/Competition Section is responsible for the processing of applications with a view to filling vacancies arising in the Local Government Service, by way of selection process. After the closing date for the submission of applications, in respect of a particular post, all applications received are scrutinised thoroughly to sort out the qualified and non-qualified candidates. Qualified candidates are those who meet the prescribed qualifications stated in the relevant scheme of service and reflected in the advertisement. All the eligible candidates are convened for interview. The Commission may also decide to conduct an examination for certain posts. Only those successful candidates who have attained the standard set are called for an interview. The selection exercise will eventually culminate with the appointment of suitable candidates depending on the number of vacancies. Thereafter the name(s) of the suitable candidate(s) is/are submitted to the Local Authority where the 17

18 vacancy/vacancies has/have occurred. The Responsible Officer of the Local Authority should normally issue the letter of offer of appointment within a period of one week. When the offer is accepted, the latter should issue a LGSC Form 3, which is an authority for payment, and submit a copy of same to the Commission to complete the procedure for the filling of the vacancy/vacancies. 18

19 5.3 NUMBER OF POSTS ADVERTISED No. of Posts advertised January February March April May June July August September October November December TOTAL Internal External TOTAL Table 5.1: Number of posts advertised to internal candidates and the general public on a monthly basis. Figure 5.1: Number of posts advertised It is to be pointed out that no post was advertised in June and July 2008 as the schemes of service of various posts had to be amended in line with the recommendations of the Pay Research Bureau Report

20 5.4 NUMBER OF APPLICATIONS AND VACANCIES Month No. of Vacancies Applications Received Eligible Eliminated January February March April May June July August September October November December Total Table 5.2: Number of applications and vacancies on a monthly basis For calendar year 2008, 96 vacancies in some 68 grades were advertised to either serving employees or the general public. Out of the 1587 applications received, only 593 were found eligible and 994 were eliminated from the competition on grounds that either they did not possess the required qualification or did not reside within the boundaries of the local authority concerned. 20

21 5.5 NUMBER OF INTERVIEWS CONDUCTED Month No. of Posts No. of Candidates interviewed January February 5 9 March 5 0 April May 9 46 June 0 0 July 0 0 August September 4 31 October 3 16 November 1 6 December 6 53 Total Table 5.3 : Interviews conducted on a monthly basis. Interview is a crucial issue in any selection exercise. The table above shows the number of posts for which interviews were held and the number of candidates convened. It is to be pointed out that:- 1) The interviews did not relate to posts advertised solely in 2008; and 2) All candidates satisfying the qualification requirements were called for the interviews. 21

22 5.6 NUMBER OF MALE AND FEMALE CANDIDATES APPOINTED Local Authorities Males Females Total Municipal Council of Port-Louis Municipality of Quatre Bornes Municipality of Beau Bassin/Rose Hill Municipality of Curepipe Municipality of Vacoas/Phoenix Pamplemousses/ Riviere du Rempart District Council Moka/Flacq District Council Grand Port/Savanne District Council Black River District Council TOTAL Table 5.4: Number of male and female candidates appointed The table above illustrates the number of direct appointment made in respect of male and female candidates for the various Local Authorities. The number of male employees recruited exceeded by far their female counterpart. In fact, this is explained by the fact that almost all vacancies at manual grades level are filled by men as these grades involve lots of physical effort. Some grades are almost exclusively dominated by male employees, for instance, Refuse Collector, Roadmender/Tarman, Burial Ground Attendant and Tradesman. ********************************** 22

23 CHAPTER 6 ACTIVITIES OF THE IMPLEMENTATION SECTION 6.1 THE IMPLEMENTATION SECTION All correspondences received at the Local Government Service Commission regarding recommendations made for appointment, promotion, acting appointment, assignment of duties to higher posts, discipline, retirement, change in posting, complaints, etc are channeled to the Implementation Section. The different units of the Section scrutinize the documents, process them and make recommendations as appropriate in line with the Local Government Service Commission Regulations 1984 and Local Government Service Commission Circulars. The Commission considers the cases and decisions as appropriate are taken. The decision of the Commission in each case is referred back to the Implementation Section which executes it and the Responsible Officers of Local Authorities are informed accordingly. 23

24 6.2 ACTIVITIES PERFORMED BY EACH LOCAL AUTHORITY Local Authorities Activities Temporary Appointment Promotion Confirmation/PPE Substantive/Casual Appointment Supervision/Acting Appointment/ Assignment of duties Medical Board Retirement Pension-Payment of Benefits Discipline Change in Posting Representation Miscellaneous TOTAL MPL MQB MBR MCP MVP PRRDC MFQDC GPSDC BRDC TOTAL Table 6.1 Activities performed by each Local Authority The above table shows the number of activities performed by the different Local Authorities. The greatest number of operations has been in respect of the Municipal Council of Port Louis which employs considerably more staff than the other Local Authorities. 24

25 6.3 TEMPORARY APPOINTMENT Figure 6.1: Temporary Appointment made for each Local Authority It is noted that the greatest number of temporary appointments is in respect of the Grand Port/Savanne District Council, Municipality of Vacoas-Phoenix and the Municipal Council of Port Louis. This is due to a greater attrition rate. 25

26 6.4 PROMOTION Figure 6.2: Promotion made in respect of each Local Authority The above chart illustrates the number of promotions made during the year. The small number of promotions made is explained by the fact that the majority of grades in the local government service are filled by selection. 26

27 6.5 CONFIRMATION/PPE/SUBSTANTIVE APPOINTMENT/ CASUAL APPOINTMENT All first appointments in the Local Government Service are made either on casual or temporary basis. The employees are thereafter appointed in a substantive capacity and placed on probation provided that they have been well reported upon by their respective Responsible Officer. They are then placed on the Permanent and Pensionable Establishment (PPE) or confirmed in their appointment after completing one year service, as the case may be. Figure 6.3: Number of appointments made by each Local Authority The above chart shows the number of casual/substantive appointments, confirmations, transfers to the Permanent and Pensionable Establishments made in respect of the various Local Authorities. In fact, the high number of such activity indicates that there was a large number of employees who were recruited in the preceding year. 27

28 6.6 SUPERVISION/ACTING APPOINTMENT/ASSIGNMENT OF DUTIES In accordance with regulation 22 of the Local Government Service Commission Regulations 1984 as subsequently amended, where a local government officer is for any reason unable to perform the functions of his office and the Responsible Officer is of opinion that some other local government officer should be appointed to act in such office, the Responsible Officer shall report the matter to the Secretary and shall submit, for the consideration of the Commission, the name of the local government officer whom he recommends should be appointed to act in such office. Figure 6.4: Supervision/Acting appointment/ Assignment of duties, etc. made by each Local Authority Most supervisions/acting appointments/assignment of duties are normally resorted to whenever an officer in the higher grade proceeds on approved leave. The markedly higher rate of acting appointments/assignment of duties is associated with officers proceeding on regularly approved leave. 28

29 6.7 MEDICAL BOARD In conformity with regulation 24 of the LGSC Regulations 1984 as subsequently amended, where it appears to a Responsible Officer that a local government officer is incapable by reason of any infirmity of mind or body of discharging the functions of his local government office, he may call upon such local government officer to present himself before a medical board to be arranged by the Commission with a view to its being ascertained whether or not such local government officer is incapable as aforesaid. Arrangements are therefore made by the Commission for the Ministry of Health and Quality of Life to set up a medical board to ascertain the fitness of the concerned officer for further service. Figure 6.5: Number of medical boards The above figure illustrates the number of medical boards arranged by the Commission for the various local authorities. It is worth noting that medical boards are set up normally when an officer/employee reckons a heavy record of sick leave for the last two years. 29

30 6.8 PAYMENT OF PENSIONS AND OTHER BENEFITS Figure 6.6: Number of activities relating to payment of pensions and other benefits, by each Local Authority Under the powers conferred upon it by Sections 3, 10, 11 and 14 (1)(a) of the Local Authorities (Pensions) Act 1980 as subsequently amended, the Commission approves, as provided under the Act, payment of pensions, gratuities and other allowances payable to Local Government officers. During the year 2008 approval was conveyed by the Commission for the payment of retiring benefits as indicated in the above chart. 30

31 6.9 CHANGE IN POSTING Figure 6.7: Number of changes in posting effected Change in posting is effected on a regular basis for the non-manual grades. 31

32 6.10 RETIREMENT An officer may retire with the approval of the Commission; (i) (ii) in the case of an officer appointed on or after 1 July on or after attaining the age of 55, in special cases. in the case of an officer who has opted for the pension provisions effective as from 1 July 2008 :- (A) on or after attaining the age of 50, in special cases, on the appropriate new retirement date specified in the second column of the Third Schedule corresponding to the appropriate month and year of birth specified in the first column of that Schedule; (B) in the case of an officer who has not opted for the pension provisions effective as from 1 July 2008 on or after attaining the age of 50, in special cases. An officer may also upon the approval of the Commission retire as follows:- (i) (ii) (iii) (iv) (v) (vi) after attaining the age of 45, in the case of overmanning; on or after attaining the age of 45 and having completed at least 10 years pensionable service; on the ground of ill-health; on the abolition of office; on ground of public interest; or on any other ground. 32

33 The table hereunder shows the number of retirements approved by the Local Government Service Commission. Figure 6.8: Number of retirements by each Local Authority There is a correlation in the number of retirement and payment of pension benefits in almost all the local authorities. In fact, the number of all these human resource aspects for the Municipal Council of Port Louis is on the high side. This is explained by the fact that the latter is the largest Council in terms of human capital. 33

34 6.11 DISCIPLINARY CONTROL Under Section 4 (1)(b) of the LGSC Act 1975, the Commission is empowered to exercise disciplinary control over Local Government officers. Provision has been made under part (iv) of the Local Government Service Commission Regulations 1984 to deal with disciplinary matters in which Local Government officers are involved. Defaulters are sanctioned in accordance with the appropriate regulations. Figure 6.9: Number of cases of discipline processed by each Local Authority From the bar chart, it is observed that the Municipal Council of Port Louis has registered the highest number of disciplinary cases whereas the Moka/Flacq District Council the lowest. This may be attributed to the number of officers of the two Local Authorities. 34

35 6.12 REPRESENTATIONS Figure 6.10: Number of cases of representations processed The diagram above shows the number of representations received from the different Councils including anonymous ones. Most of them come from the public. There are indeed very little representations made by officers. However, all these representations are systematically scrutinised to ascertain the veracity of allegations/representations made therein. Anonymous representations are dealt with in the normal way. 35

36 6.13 MISCELLANEOUS Figure 6.11: Miscellaneous activities Miscellaneous activities comprise among others:- cases relating to Medical Examinations /Medical Reports of employees not in the workmen s group; cases relating to officers proceeding on Leave Without Pay; letters to Permanent Secretaries, and to Solicitor-General, etc. The number of miscellaneous memoranda/information papers regarding all the Councils seemed to be on the high side. In fact, miscellaneous activities comprise the above issues and range from direct to very complex cases. In the resolution of these cases, exchange of correspondences are resorted to with Ministries/Departments as well as the Solicitor General. ********************************** 36

37 CHAPTER 7 OTHER ACTIVITIES 7.1 FINANCE The Programme-Based Budgeting (PBB) is a new concept, the objective of which is to change the focus of the budgetary process from an input-based annual activity to a performance based multi-annual exercise that clearly links the funds appropriated by the National Assembly to outputs (the goods and services produced by Government) and outcomes (the results of these goods and services). Since 01 July 2008, the Local Government Service Commission has embarked on the PBB. The Local Government Service Commission is financed from the Consolidated Fund. Over the last two years, the budget allocated to the Commission was : Financial Year Budget (Rs.) ,235, ,600,000 With the implementation of the PBB, the Commission has adopted only one programme which is - Programme 101 Local Government Human Resource Affairs. 37

38 7.2 ONLINE APPLICATION FOR POSTS ADVERTISED This e-service was introduced at the Local Government Service Commission in January It enables online application for posts advertised by the Local Government Service Commission and can be accessed through its website at or through the Government Citizen Portal, a sub-portal of the Government Web Portal, at The registered applicant is required to fill the online application form which is then electronically submitted to the Local Government Service Commission for processing. Officers serving in the Local Government Service as well as members of the general public may apply online. Online application facilities are also offered free of charge by the Local Government Service Commission and all Local Authorities. Relevant information may be obtained from the Commission s website at 38

39 7.3 THE LOCAL GOVERNMENT SERVICE COMMISSION STAFF WELFARE ASSOCIATION Most of the staff posted at the Local Government Service Commission are members of the Local Government Service Commission Staff Welfare Association which is affiliated with the Public Officer s Welfare Council. During the year 2008, the Local Government Service Commission Staff Welfare Association organized/participated in the following activities:- Celebration of the National Day on 11 March 2008 on the premises of the Local Government Service Commission; Get together to mark the retirement from the service of officers; The Civil Service Kermesse on 09 November 2008; End of year lunch on a Catamaran at Rivière Noire on 17 December 2008; Children s Party on 24 December 2008 to mark Christmas; and Get together of all staff on 30 December 2008 to mark the New Year

40 7.4 STUDY VISIT OF THE KENYAN DELEGATION A delegation from the Teachers Service Commission of Kenya came for a study tour in our island. The Local Government Service Commission hosted the delegation comprising Mrs. M. Mungai, Mr. I.M. Hussein and Mr. G.K. Lengoiboini, for a working session on 8 July ********************************** 40