Human Resources
Human Resources and Administration Unit
1. Introduction: It is a common saying and generally agreed by Corporate Executives and Managers that “employees are the greatest and most valued resources of any organization”. It has been proven over the years that the above declaration is not just a mere spoken statement but a statement of fact.
Research and studies by eminent Human Resource (HR) Practitioners and Scholars have amply demonstrated that the human element in the workplace is what makes the difference. It is argued that in the absence of other resources like finance, materials, and machinery, the human resource could still afford to perform at some level, but the reverse is not true. The above statement therefore further exemplifies the strategic importance and indispensable nature of the human element in the workplace.
The creation of the Human Resources and Administration (HR &Admin) Unit in the Gambia Revenue Authority (GRA) is therefore as a result of the recognition of the significance of the workforce in contributing to achieving the Authority’s strategic objectives. The HR and Admin Unit comprise of seven (7) Sections namely; HR & Admin, Training, Records Management, Secretarial, Accommodation, Transport and Security services.
The HR and Admin Unit thus tasked with the responsibilities of HR planning (determining staff requirements in terms of quantity and quality), employment (staff recruiting, selection and placement) and staff training and development, has the daunting task to guide the staff management process so as to promote the maintenance of a well motivated and committed workforce for effective and efficient service delivery.
The HR and Admin Unit became operational on the 12th February 2007 upon the appointment of the Deputy Director, Human Resources and Administration (DDHRA). As Head of the Unit and the only staff member at the time, the task to set up such an important Unit appeared too challenging and intimidating to contemplate. Being the only staff member of the unit for the first 8 months (Feb. – Oct. 2007), the DDHRA was however able to start and make the Unit functional. Currently, the Unit is adequately staffed with all the key personnel for the respective 7 Sections appointed and in place.
2. Management Structure The Human Resources and Administration Unit is one of the 3 (three) Units under the Department of Finance and Management Services (DFMS) and provides Human Resources, Administrative and other support services. The DFMS is headed by a Director, whilst each of the units is headed by a Deputy Director. As head of the HR and Admin Unit, the Deputy Director is responsible for mapping out a strategic direction and the smooth day-to-day functioning of the Unit, and is accountable to the Director for all actions and omissions.
3. Vision A highly effective, efficient and well motivated workforce, committed to providing improved quality services at all times and at all levels 4. Mission Provide relevant and timely professional advice and service based on the latest thinking and practice in the fields of Human Resources and Administration
5. Broad Aim of the Unit To ensure the provision of an effective and efficient Human Resources, Administrative and Support Services to the Gambia Revenue Authority
6. Broad Objectives (Responsibilities)
- Formulate personnel policies and procedures (including recruitment, discipline, pay & grading, performance evaluation, staff numbers, deployment, promotion, motivation and retention)
- Advise on the application of personnel policies and procedures
- Monitor the implementation of the policies and procedures
- Provide Administrative, Secretarial, Accommodation, Transport and Security services
- Manage the personnel and administrative records of the Authority
- Establish the training needs of the Authority
- Develop and monitor the implementation of the Corporate training plan
- Coordinate and advise on the provision of training
- Facilitate all official travels both local and overseas
- Assess the requirement for providing & maintaining the assets of the Authority (including buildings, vehicles & equipment)
- Manage the Security of GRA buildings and other property
7. Staff Compliment
The HR and Admin Unit is composed of a total of 124 (one hundred and twenty four) staff i.e. 89 (eighty nine) males constituting 72% and 35 (thirty five) females constituting 28%. It is the second largest unit after Customs Operations which has a staff compliment of 182 (one hundred and eighty two). The HR and Admin Unit staff constitute 25% of the Authority’s 491 (four hundred and ninety one) total personnel population.
|
No: |
Section |
Male |
Female |
Total |
|
1. |
Human Resources & Admin Section |
4 |
6 |
10 |
|
2. |
Training Section |
2 |
- |
2 |
|
3. |
Records Section |
12 |
5 |
17 |
|
4. |
Secretarial Services Section |
- |
8 |
8 |
|
5. |
Accommodation Section |
8 |
16 |
24 |
|
6. |
Transport Section |
40 |
- |
40 |
|
7. |
Security Services Section |
23 |
- |
23 |
|
TOTAL |
89 (72%) |
35 (28%) |
124 (25%) |
|
8. HR & Admin Unit Structure:
8.1 Human Resources and Administration Section
The Human Resources and Administration Section is headed by the Human Resources Manager and is supported by the Senior HR Officer, 2 (two) HR Officers and an Administrative Assistant. The Section is housed at the 4th Floor of Revenue House but also operates an Office on the Ground Floor of Kanifing Tax Office.
The Section’s strategic responsibility is to advice on the development of sound personnel policies and procedures for the recruitment, development and management, motivation and retention of staff, and also to coordinate and monitor the implementation of the policies and procedures. The Section also provides general administrative services such as correspondences and travel arrangements.
8.1.1 Policy Documents & Forms Produced Over the past 2 years, the HR & Admin Unit through the guidance of the HR and Admin Section developed and produced the following Policy documents and forms:
- Code of Conduct
- Staff Service Rules
- Training Policy
- Vehicle Policy
- Leave Application Form
- Acting Appointment Form
- Job Application Form
- Training Sponsorship Form
- Vehicle Inspection Form
- Vehicle Requisition Form
8.2 Training Section
The Training Section is headed by the Training Manager and supported by a Training Officer, Secretary and a team of Part-time Internal Trainers recruited from among the Authority’s staff. The Training Section housed at the Resource Centre on the 1st Floor of Revenue House, has the responsibility to co-ordinate the training and development activities within the Authority.
In specific terms, it is the responsibility of the Training Section to:
- Design, develop and deliver training courses and materials to support the Operational needs of the GRA.
- Carry out training needs analysis in order to determine the organisational, departmental, unit, sectional and individual needs.
- Ensure the training needs are linked directly to the strategic and operational plans of the GRA.
- Review the annual operational plans in order to identify business objectives that will require staff to have new knowledge and skills. These needs will form the basis of the annual training plan and, if necessary, the longer term strategic plan.
- From time to time, review, amend and up-date training scripts and materials in line with changing needs and legislation
- Evaluate each training in order to ensure the quality, and measure the effectiveness of the training.
The above responsibilities could be summed up in the following 5 areas;
1) Identification of training needs
2) Establishment of training programs
3) Development of training curriculum
4) Delivery of training
5) Evaluation of training
8.2.1 Structure of the training section
Administration: This area deals with various administrative works including the formulating of training budgets, correspondences and maintenance of facilities. Trainers: This area deals with the provision of job related training, including development of curriculum and outsourcing services. The Internal trainers belong to this sub-section and may include mentors. Research and Development: This areas deals with conducting gap analysis, establishing annual training plan, the revision and modernization of training plan, evaluation of course contents and training methods, etc.
8.3 Records Management
Section
8.3.1 Introduction The Records Office located at the Ground Floor of Revenue House, is headed by the Records Officer and supported by a Records Supervisor, 4 (four) Record Clerks and 11 (eleven) Office Assistants. The Records Office’s contribution to the attainment of the objectives of the HR & Admin Unit is by way of creating a records management system that suits the functional areas of the Authority. The Records Office also has a branch at the Kanifing Tax Office located on the Ground Floor.
8.3.2 Key Responsibilities
- Establish a records management system that meets the requirements of the Authority, through the creation of file series and keywords which best describes the functions of the Authority.
- Manage correspondences and personal records by creating control mechanisms to control the movement of files. These control mechanisms include; file movement slips, transit book, inward and outward correspondence registers and bring-up diary. These mechanisms keep track of file movements and also ease the retrieval of files and correspondences.
- Monitor and regulate the movement of files by conducting regular file censuses to locate the whereabouts of files.
- Accountable for the integrity and safety of the filing system by putting strict security measures in place.
- Create new files for correspondences that do not have existing files and close files according to the closure rule.
- Manage staff of the Records Management Section by ensuring that correspondences received and dispatched are accounted for, and also ensure that they reach action officers on time.
- Management of the Records Centre where closed files are kept for posterity and reference.
8.4 Secretarial Services
Section
8.4.1 Introduction
The role and responsibility of a Secretary has evolved over time and will continue to do so. The Secretary deals with people on a daily basis on behalf of the Chief Executive or the organization as a whole. They assist in effectively managing the office and must have a good understanding of the functions of her office and the organization so as to effectively contribute to the vision and mission objectives.
The Secretarial Services Section headed by the Executive Assistant, is complimented by 5 (five) Private Secretaries and 2 (two) Secretaries. Whilst the Executive Assistant serves the Commissioner General and the Private Secretaries the Commissioners and Directors, the Secretaries are attached to the Deputy Commissioner, LTU at the Kanifing Tax Office and the Training Section at Revenue House.
8.4.2 Key Responsibilities
- Set up and attend meetings; record, transcribe and distribute minutes. Produce reports, letters, memos, collate information, record and file, send fax, photocopy, email correspondence etc.
- Provide 1st point of contact and support to visitors and telephone callers i.e. Secretaries are the reflection of the organization and must continuously adapt themselves to face challenges as well as improve upon their existing skills and knowledge in order to be efficient in carrying our their day-to-day required functions.
- Manage the boss’s diary / meetings and travel arrangements
- Properly position the furniture/equipment and other working tools within the office.
- Contribute or participate in office conflict resolutions.
- Manage the boss’s records effectively and develop best practice tips on how to store, register and organize records.
- Maintain accurate accounting records e.g. petty cash, banking transaction etc.
- Keep a proper personal hygiene.
8.5 Accommodation
Section
8.5.1 Introduction
Accommodation is a service delivery and monitoring section. The section ensures effective and efficient cleansing (either carried out by staff or contracted out), repairs and maintenance services and the provision and settlement of utility services. The Section headed by the Accommodation Sub-Officer 1 and supported by 2 (two) Tradesmen and a team of 22 (twenty two) Staff Cleaners including a number of Contract Cleaners, work to provide a conducive working environment in all the work stations of the Authority.
8.5.2 Key responsibilities
- Maintain a satisfactory sanitary condition of all buildings and premises.
- Ensure the regular maintenance of Office equipment and generators.
- Properly plan the works to be undertaken to maintain and refurbish buildings, equipment and other facilities.
- Monitor the activities of staff of other institutions providing cleansing or maintenance services.
- Facilitate the payment of all utility bills and services provided.
8.6 Transport Section
This is the Section that manages the Vehicle and Motorcycle fleet of the Authority. The Section is headed by the Logistics Sub-Officer 1 and with support from the Senior Driver. The transport section is complimented with 40 (forty) experienced Drivers and well trained in preventive maintenance and defensive driving techniques.
Currently, the Authority has 43 (forty-three) vehicles and 17 (seventeen) Motorcycles. Of the 43 vehicles, 18 (eighteen) are allocated to Branch Offices and Customs Post for operational use, 16 (sixteen) are allocated to Units and Sections at Revenue House and Kanifing Tax Office also for operational use, whilst the remaining 9 (nine) are allocated to the Commissioner General, Advisers, Commissioners and Directors as their official vehicles. The section also allocates vehicles for daily errands of the Authority. The 17 (seventeen) Motorcycles are distributed to Branch Offices and Customs Posts to facilitate their daily operations.
In a bid to ensure a zero breakdown system, maintenance of vehicles and motorcycles is carried out after regularly. Vehicles are due for routine maintenance after every 5,000 km and undergo repairs when the need arises. Motorcycles on the other hand undergo routine maintenance every month and repairs when required.
8.7 Security
Section
8.7.1 Introduction The word security is derieved from the Ancient Greek word “Se- Cura”and literally translates to “without fear”. Security is therefore the state of being secure, or the actions employed to achieve that.
The Security Section is a new addition to the HR & Admin Unit. The section is staffed by 25 (twenty five) personnel i.e. 17 (seventeen) Security Guards and 8 (eight) Watchmen. The Security Guards are secure Revenue House and Kanifing Tax Office, whilst the Watchmen secure the Provincial Tax Offices.
Security has to be compared and contrasted with related concepts:
- Safety
- Continuity
- Reliability
- The key difference between security and reliability is that security must take into account the actions of people attempting to cause destruction.
- Businesses of all sizes in the Corporate world are already recognising the advantages of having a sound security system in place for efficiency of the entire organisation.
8.7.4 Key Responsibilities
- Monitor the movements of visitors in the complex and its surroundings
- Clear visitors with Officers first before issuing them with Visitor’s Card and record the details of Cleared Visitors in the Visitors Book
- Secure all entrances and allow only legitimate/cleared persons
- Stop and challenge any person within the building without a Staff ID or Visitor’s Card