Result 3. Human Resources Management and Information and Communications Technology Improved
Reconcile Staff Payroll and Make Outstanding Payments of retirement packages for MAL retirees
An auditing exercise for outstanding retirement packages for MAL staff resulted in an audited total of K17,870,360 against a PEP budget of Eur 1,120,000 (around K 7,700,000). At the same time, MAL released K 12,511,540 for the same purpose. It was agreed that the EU funds should be applied to Southern and part of Eastern Provinces, whilst GRZ funds would be applied to the balance of Eastern Province, the other provinces and HQ. Payment of outstanding retirement packages to 222 MAL staff in these two provinces has successfully been completed and for a further 16 is in process.
Capacity building of HR staff at all levels, including planning, budgeting, records management and personnel management
A training course was held in June 2013, for Senior Executive Officers (SEOs) from each of the provincial offices, Registrars/EOs from 6 MAL training institutions, SOE/EOs from 8 HQ departments and 17 members of the Dept HRA. This examined the role of HR in an organisation such as MAL and the current and desired HR structure within MAL. A skills audit instrument is being designed to assess the range and depth of skills HR staff currently possess. The outcome of this audit will inform the development of an appropriate training programme for all HR staff to build capacity at all levels.
Re-instate induction/orientation training and incorporate in policy.
The Human Resource Development and Training section in conjunction with all MAL departments and supported by PEP Technical team, has developed an integrated draft induction programme for new staff in the ministry. This programme is currently being piloted in Western province.
MAL agricultural training institutions: situation/needs analysis
A consultancy is under way to study the status of the 10 certificate and diploma level agricultural training institutions falling under the Ministry of Agriculture and Livestock, in order to prepare a development plan for curricula, staff and infrastructure that GRZ and its development partners can support in order to improve the efficiency and effectiveness of pre-service training in the agriculture sector. In addition, PEP together with RESCAP supported management training for 10 Farm Institute Principals at Masaiti Farm institute.
Develop and Improve ICT at all levels
During the Start Up PE a study was commissioned to develop a draft ICT strategy to provide a conceptual framework for a vision for ICT in MAL and a sequence of steps to achieve this vision. In this PE1 a follow-up consultancy was supported that focussed on one of the four desired outcomes from the (draft) Ministry ICT Strategy, i.e.:
- Outcome 1: ICT Policy Framework
- Outcome 2: Established ICT management system/structure
- Outcome 3: Improved connectivity linking district, provincial and HQ office
- Outcome 4: Existence of a Virtual private Network for the ministry
This is being done through five priority activities, where the PEP programme can contribute to improving MAL’s ICT in the short term. This work is on-going, however the website has been re-launched, the HQ e-mail system is being renovated and plans for database integration, ICT training and ICT procurement are nearing completion.
HIV & AIDS and gender activities
Training was provided Senior Executive Officers (SEOs) from provinces, HQ departments and training institutions, on a right’s based approach to HIV and gender issues. Following this, fieldwork and drafting activities were undertaken to develop a revised MAL HIV & AIDS Workplace Policy and Gender Mainstreaming Guidelines. The drafts for these documents will be presented to top leadership before a training of trainers programme is undertaken.
Result 4. Monitoring and Evaluation Improved
Review and enhance the MAL M&E System
The PEP budgets for M&E are supporting MAL in two ways:
(i). M&E training at all levels from HQ down to Camp level, which will to follow on from the recent development of a new MAL M&E manual, with indicators, data collection tools, systems and procedures.
(ii). Supporting the establishment of a Zambia SAKSS (Strategic Analysis and Knowledge Support System). Two workshops organised MAL, in collaboration with ReSAKSS-SA, have been supported: One was to develop a questionnaire (data collection tool), based on the M&E manual drafted under a SAPP-supported consultancy but also incorporating the requirements of the SAKSS Annual Trends Report (ATR). The other was to launch the data collection exercise for the preparation of the 2014 Annual Trends and Outlook report for the Zambia Agriculture Sector.
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