lis1' of tables - oas · 2013-08-08 · excellency, mrs. janet jagan in 1999; hence these...

LIS1' OF TABLES

1.0 OUT-GOING MEMBERS C»F THE COMMISSION

2.0 APPOINTMENTS AND PROMOTIONS ON THE FIXED ESTABLISHMENT (PENSIONABLE)

3.0 DISMISSALS (200S-2010) AS PER AGENCY.

4.0 RESIGNATIONS ACCEPTEI> (2007 - 2010) AS PER AGENCY.

5.0 TRANSFERS (2007-2010)

6.0 SUPERANNUATION

7.0 LEAVE MATTERS

S.O VACANCY CIRCULARS (200S-2010)

9.0 VACANCIES AS PER AGENCY ( 2007-2010)

10.0 MATTERS IN THE COURT OF LAW

TABLE OF CONTENTS ITEMS PAG

E

-l LIST OF TABLES (I)

1.0 INTRODUCTION 01

2.0 LEGAL REQUIREMENTS 01

3.0 COMPOSITION OF THE COMMISSION 02

4.0 MEETINGS HELD 03

S.O ACCOMPLISHMENT 03

~. 5.1 Commission's Staff 04 5.2 Other Achievements 05

6.0 APPOINTMENTS AND PROMOTIONS 06

7.0 DISMISSALS 09 8.0 RESIGNATIONS 10

9.0 TRANSFERS 12

10.0 SUPERANNUATION BENEFITS 12

- , 11.0 LEAVE MATTERS 15 12.0 VACANCY CIRCULARS 17 13.0 MATTERS IN THE COURT IOF LAW 19 14.0 INTERVIEWS CONDUCTE[» 20

15.0 INTIATIVES UNDERTAKENI 21

16.0 CONSTRAINTS 22

17.0 RECOMMENDATIONS 23

18.0 CONCLUSION 23

19.0 APPENDIX

19.1 Appendix 1- Chall'men and Deputy Chair after Independence 24 19.2 Appendix 2- Instrument of Delegated Authority 25

PUBLIC SERVICE C:OMMISSION'S END OF TENURE REPORT

JULY ith 2007 - JULY s" 2010. 1.0 INTRODUCTION:

With the accession to Independence on May 26,1966 from Great Britain, the former Colony referred to as British Guiana, now the Republic of Guyana, moved swiftly to establish a better organized unit to treat with issues relating to members of the Civil Service/Public Service. This gave rise to, what is today known as, the Public Service Commission (PSC). The first Public Service Commission installed after Independence was established on July 9, 1966. The Oath of Office was taken by the Chairman, Deputy Chairman and three (3) members on July 9, 1966 before His Excellency, Sir David James Gardiner Rose, Knight Grant Cross of the most Distinguished Order of Saint Michael and Saint George, Commander in the Royal Victorian Order, Member of the most Excellent Order of the British Empire, Governor-General and Commander -in-Chief of Guyana.

The Members of that Comrnlsslen were: 1.Mr. Wilfred Goulding Stoll - Chairman 2.Mr. Sase Narain - Deputy Chairman 3.Mr. James Alexander Agard - Member 4.Mr. Alfred Randolph Yhap - Member 5.Mr. Frank Denbow - Member

The Secretary to that Commission was Mr. L.R. Harewood.

This Commission served until May 31, 1972, after which another Commission, with some ofthe former members, were sworn into office to serve from June 1, 1972.

Please see Appendix 1 for data on the Chairmen and Deputy Chairmen who served on the subsequent Public Service Commission, post Independence era.

2.0 LEGAL REQUIREMENTS;: • Over the years, post Independence, Guyana's Constitution was subjected to several

revision and reform exercises, the most recent of which was undertaken in 2000 and completed in 2003. The Public Service Commission (PSC) is referred to in Articles 200 to 206 in the Constitution of the Co-operative Republic of Guyana.

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• The Commission is empowered to formulate rules, regulations and procedures to inform its operations; Article 226 (2) of the Constitution. To this end, the present Public Service Commission's rules were revised in 1998 and were assented to by Her Excellency, Mrs. Janet Jagan In 1999; hence these rules are referred to as the "Janet Jagan' rules.

• It must be noted that a revision of the existing rules commenced in 2008 and was approved by the Ministry of Legal Affairs/Attorney General Chambers' in May 2010. The Draft was forwarded to the Hon. Prime Minister to be taken through the various stages to allow for it to receive the approval of His Excellency, The President. This revision was necessary to take into consideration the "reality" as a result of the Public Management Modernization Project (PMMP).

• The Commission is guided by the Public Service Rules; the present volume was revised in the 1970s. There is an existing "draft "which emerged from the PMMP, however, there is an urgent need to take this "draft II through the various stages of processing so that the Public Service can be guided by revised rules.

3.0 COMPOSITION OF THE COMMISSION:

• The "out -golng" members of the Commission took the Oath of Office in the presence of His E)(:cellency, Dr. Bharrat Jagdeo, President of the Republic of Guyana, on July 7, 2~007 at Office of the President.

• At a meeting held on July 9, 2007 the Chairman and Deputy Chairman was elected and they took the Oath in the presence of His Excellency, Dr. Bharrat Jagdeo, President of the Republic of Guyana, on July 12, 2007 at Office of the President.

• Table 1.0 reflects the out-going members of the Public Service Commission (July 7, 2007- July Ei, 2010).

# Name of MembE!r Status How Selected Remarks 1 Mr. Ganga Persaud Chairman Article 200 (c) Full time 2. Mr. Carvil Duncan Deputy Article 200 (b) Part time

Chairman 3. Ms. Vera Naughton Member Article 200 (a) Part time 4. Mr. Cecil Member Article 200 (b) Part time

Seepersaud 5. Ms. Merlin Udho Member Article 200 (a) Resigned with

effect from

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16/11/09 6 Mr. Desmond Member Article 200 (a) Part time

Michael Hope

4.0 MEETINGS HELD:

• The Commission held statutory meetings fortnightly, in the initial year and subsequently changed to once monthly. However, during the first 13 weeks in office the Comrnlsslon met frequently to treat with the "backlog' matters. Members met almost daily to treat with these matters.

• There were forty two (42) Statutory meetings, while there were numerous working and consultative sessions involving members of the Commission.

• The Commission decided to use "Written Opinions", (Was), and Secretary's Memorandum,{SMs:) to treat with the various issues, that is, the Secretary prepared memoranda outlining the specific information with regards to each matter and the Secretariat prepared a 'WO" for each (SM), soliciting the views of members of the Commission on the issues.

• The SMs and was were sent to the Chairman before the other members. In instances, where the written comments from all members reflected an agreement, then the proposed action, appointment, transfer, resignation, dismissal, etc. was implemented by the Secretariat. If any member disagreed with the proposed action, then that issue wa~ taken to the next meeting of the Commission for discussion and decision. This mechanism required the members of the Commission to be at the Commission on several days in a given week, further, it had significantly reduced the processing time for matters requiring the attention of the Commission. More than 95 % of the matters were decided upon at the SM and WO stage, hence there was no need for discussion on these matters at the meetings of the Commission.

5.0 ACCOMPLISHMENTS:

• On assumption on office in 2007, the members found that there were numerous matters which required the urgent attention of the Commission to facilitate the processing of the required documents to bring closure to pending issues. These matters ranged from appointments, termination of services, dismissals,

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disciplinary issues, superannuation benefits, requests for transfers/ secondments, etc. The Commission worked almost daily for 13 weeks and succeeded in reducing the "backlog", to only those matters which required additional information, such as verification of certificates, date of birth, police clearance; testimonials, etc.

• By the end of the 4th month in office the Commission was treating only with current issues, since all pending matters were dispensed with.

5.1 COMMISSION'S; STAFF:

• The Commission Secretariat was headed by Mr. Jairam Geer, as Accounting Officer, and Secretary to the Commission. Mr. J. Geer, subsequently proceeded on pre- retirement leave in late February 2008 and Mr. Jaigobin Jaisingh was appointed to replace him as Accounting Officer and Secretary of the Commission, with effect from June 1, 2008. Mr. Jaisingh was afforded the opportunity to "understudy" Mr. Geer, in his role as Secretary/Accounting Officer. This facllitated a smooth transition of the portfolio from one officer to the other.

• Early assessment by the "new' Commission revealed that apart from one Principal Personnel Officer (PPO), the other PPO and all five (5) Senior Personnel Officers (SPOs) were at the Commission for more than 15 years. Many of the senior managers in the Secretariat were not exposed to the work environment in any other Agency in the Public Service; hence there was unnecessary resistance to change, which was intended to replace the negative image, by which the Commission was perceived by Public Officers and the public at large. Consequently, these senior officers were encouraged to enhance their knowledge of the wider public service. Many of them responded positively, two (2) requested to bE! transferred, while five (5) applied for Promotions at varying time and were promoted to other Public Service Agencies. The vacancies created by the departure of these staff members were advertised and filled, mainly, by Public Officers from other Agencies in the Public sector.

• Based on a Human Resource assessment, the Commission found it necessary to merge the four (4]1 sections: - Senior Services (2) divisions, Junior services (2) divisions- dealing with personnel matters into one personnel unit, thereby, removing duplication of functions and redundancy from the personnel operations. This resulted in one (1) Principal Personnel Officers position and two (2) Senior Personnel Officers positions becoming redundant. This change has

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contributed signifitcantly to the reduction of the Secretariat processing time from an unacceptable lengthy 6 months period to that of 3 weeks, presently.

5.2 OTHER ACHIEVEMENTS:

• The Commission found that there were three (3) Registries - Open, Confidential and Records operating in the Secretariat. The Commission with the assistance of Ms. Roxanne Bharat, attached to the Office of the President, embarked on merging these registries into a single unit. There were some initial set backs, such as, non- cooperation from some agencies in providing updated staff lists, availability of Ms. Bharat and lack of knowledge, commitment and dedication by a few staff in the reglstrles. The project is moving smoothly and it is anticipated that the merger will be completed in its entirety by December 31,2010. The changes have resulted in a staff reduction from 9 to 4 officers. The services oftwo (2) senior officers, who were beyond GO years of age, were terminated.

• The Commission held requested that Desk Manuals be prepared for each desk in the Secretariat. Work commenced in this direction; the first draft for the various desks in the personnel department was presented and was re-worked based on suggestions and recommendations from the Commission. All Desk Manuals for the Personnel Department was completed. Work is continuing in the other departments, this task is expected to be completed by July 31, 2010.

• In- house training was non-existence; this has started and was largely driven by the senior staff of the Secretariat. Resource personnel were also drawn from other Agencies, such as the Ministry of Local Government on HIV/AIDS; The Guyana Fire Service among others. Adequate use was made of the various training programmes offered by the Public Service Ministry. Many staff members are now pursuing evening and weekend classes at several institutions.

• Quarterly meetings with the senior staff and the Commission were initiated and have contributed significantly to the new and improved work culture. The Commission met with the entire staff, once every six (G) months.

• An Agency Budget Committee (ABC) was established in 2008. This had inspired officers to play meaningful roles in matters relating to Budget; preparation, interpretation and implementation. There was greater appreciation of the need to cut operational costs by enhanced efficiency and effectiveness.

• For the first time in 2008, the Commission benefitted from an allocation under the line item: Maintenance of Building. This allocation significantly improved the

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internal working environment for the staff and members of the public, resulting in higher staff motivation.

• The "Sick bay", lunch Room and First Aid kit were renovated and equipped, much to the satisfaction of staff.

• The construction of an independent entrance to the building was another hallmark in the series of interventions to enhance the independence and working environment of the Commission.

• The servicing of the roof of the building by the Ministry of Public Works has negated the use of "tubs' and buckets to trap rain water in the western section of the building. The replacing of the internal electrical cables had resulted in a more stable supply of electricity and less wear and tear on the equipment powered by electricity.

• Erecting cubicles (stump- walls) in the Personnel Department has improved staff comfort and confidentialltv.

• Replacing the manual typewriters with computers had enhanced the quality of the work of the secretarlat. There were fewer errors on Government Orders. Storage and retrieval of documents was given a boost. The electronic record of correspondences received at the Commission had resulted in an effective tracking and monitoring mechanism; thus providing data on processing time; bottlenecks and delays.

6.0 APPOINTMENTS AND If>ROMOTIONS:

• In December 2007, the Commission made a proposal to the Hon. Prime Minister for the Delegation of the Appointment of certain categories of employees on the GS 1 and 2, Salary Scales. This proposal was in response to repeated requests and justifications from Permanent Secretaries, Heads and Regional Executive Officers. The Hon. Prime Minister agreed to the proposal and this was placed in the Gazette on Saturday, 2ih November, 2007. Please see Appendix 2. However, some recent issues have surfaced with regards to this delegated authority.

It is therefore necessary that clearly defined procedures be established for this continued delegation.

• The Commission held adequately involved the Agencies in the recruitment and selection process for each category of officers, for those non-delegated positions. For thOSE! non-delegated positions on the GS salary scales 1 to 8, the Agencies were requested to conduct interviews for the applicants, short listed by the Commission. Most of the Agencies complied with the guldellnes for the

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interviews and submitted the recommendations and other documents promptly to the Commission; however, a few Agencies were very tardy in executing the tasks, which resulted in the Commission having to re-do some of the interviews.

• Interviews for the GS 9 to 14 were conducted by the Commission, the panel changed based on availability and the skills being recruited. The Deputy Chairman was the head of the panel. Each Agency was invited to be represented on the panel when an interview was done for that Agency. The Commission drew expertise from the wider Public Service, whenever the recruitment was for highly skilled/technical positions.

• All promotions were treated as new appointments, given that each vacancy was advertised and persons desirous to be considered were required to apply.

• Every person appointed by the Commission was placed on a Probationary period of one (1) year and the Agency was required to pronounce on the person's performance before the individual was placed on Pensionable establishment or confirmed in the "new' position.

• Table 2.0 reflects the number of appointments (Including promotions) made for each Agency in :Z007(July - December), 2008, 2009 and 2010 as at July, 2010 on the Fixed establlishment( Pensionable).

# Name of Al~ency 2007* 2008 2009 2010* Total 1 Ministry of Agriculture 36 24 09 as 074 2 Ministry of Amerindian Affairs 03 06 03 01 013 3 Ministry of Culture, Youth and 02 01 03 01 007 Sports

4 Ministry of Education 33 22 25 09 089 5 Ministry of Finance 17 15 12 03 047 6 Ministry of Foreign Affairs 19 21 02 01 043 7 Ministry of Foreign Trade & International Co-operation 00 01 00 00 001

8 Ministry of Health 106 36 56 26 224 9 Ministry of Home Affairs 21 03 19 05 048 10 Ministry of Housing and 02 01 02 00 005 Water

11 Ministry of Labour , Human Services and Social 14 20 39 12 085

12 Ministry of Legal Affairs 16 08 11 04 039 13 Ministry of Local Government 10 02 07 05 024 14 Public Service Ministry 04 00 01 00 005 15 Ministry of Public Works &

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Communication 24 15 13 01 053 16 Ministry of Tourism, Industry & Commerce 03 03 03 01 010

17 Office of tlhe President 02 06 03 00 011 18 Parliament Office 14 05 06 00 025 19 Public/Poliice Service 07 10 06 00 023 Commission

20 Public Prosecutions 06 03 01 00 010 21 Teaching Service Commission 06 11 01 01 019 22 Regional Democratic Council, 10 24 23 05 062 Region 1

23 Regional Democratic Council, 34 18 29 22 103 Region 2









32 Supreme Court of Judiciary 60 21 12 03 096 33 Total 732 413 431 183 1776

NB: ••• 2007 numbers include the entire "Back Log", that is appointments made in the absence of a cemmtssten and required ratification to facilitate the issuance of Government Orders (GOs).

• 2010 numbers reflect transactions completed as at July 7, 2010.

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7.0 DISMISSALS:

The Commission was required to treat with several disciplinary issues involving public officers who failed to adhere to the established rules and or operational procedures. Thorough investigations were done. In instances, where there was the need to appoint investigation teams and delegating authority to these teams to act on behalf of the Commission, this was done. In several instances, some agencies attempted to dismiss officers without adhering to the established process. The Commission intervened in every instance and ensured that the process was followed. Offences ranged from unauthorized absence from duty; failure to give the required notice; fraudulent acts; among others.

• Table 3.0: Reflects dismissals approved by the Commission for the period in 2010; and the yeclrs 2008 and 2009: Unfortunately data for 2007 were unavailable due to lack of an adequate recording and filing system.

# Name of Agency 2007* 2008 2009 2010* Total 1 Ministry of Agriculture 04 10 01 06 2 Ministry of Amerindian Affairs 01 00 00 01 3 Ministry of Culture, Youth and 00 05 00 05 Sports 4 Ministry of Education 02 00 00 02 5 Ministry of finance 01 04 00 05 6 Ministry of Foreign Affairs 04 01 00 05 7 Ministry of Foreign Trade & International Co-operation 01 00 00 01

8 Ministry of Health 06 06 01 13 9 Ministry of Home Affairs 00 04 01 05 10 Ministry of Housing an

d 00 00 00 a

Water 11 Ministry of Labour , Human Services and Social 04 05 03 12 12 Ministry of Legal Affairs 02 01 00 03 13 Ministry of Local Government 01 00 00 01 14 Public Service Ministry 00 01 00 01 15 Ministry of Public Works & Communication 03 01 00 04 16 Ministry of Tourism, Industry

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& Commerce 00 00 00 0 17 Office of the President 01 02 00 03 18 Parliamen1t Office 00 00 00 0 19 Public/Police Service 01 01 00 02 Comrnlsslon 20 Public Prosecutions 00 00 00 0 21 Teaching Service Commission 00 01 00 01 22 Regional Democratic Council, 00 02 00 02 Region 1 23 Regional Democratic Council, 01 02 00 03 Region 2 24 Regional Democratic Council, 06 07 01 14 Region 3 25 Regional Democratic Council, 03 03 00 06 Region 4 26 Regional Democratic Council, 03 01 00 04 Region 5 27 Regional Democratic Council, 03 15 01 19 Region 6 28 Regional Democratic Council, 00 05 00 05 Region 7 29 Regional Democratic Council, 04 01 00 05

Region 8 30 Regional Democratic Council, 03 03 03 09

Region 9 31 Regional Democratic Council, 00 02 00 02

Region 32 Supreme Court of Judiciary 00 00 01 01

TOTAL 54 75 12 141

8.0 RESIGNATIONS:

During its tenure the Commission accepted a total of 142 resignations. It was noted that several agencies took an inordinate amount of time to submit these letters of resignations to the Commission. It can be assumed that some persons benefitted from salaries credited to their Bank Account after the effective date of their resignations.

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• Table 4.0: Reflects the number of resignations accepted by the Commission during its tenure, except for 2007, due to poor system of recording and filing.

# Name of AgE!ncy 2007 2008 2009 2010 Total * *1 Ministry of Agriculture 05 03 00 08 2 Ministry of Amerindian Affairs 01 00 00 01 3 Ministry of Culture, Youth and Sports 01 06 01 08 4 Ministry of Education 01 01 00 02 5 Ministry of Finance 01 02 00 03 6 Ministry of Foreign Affairs 02 04 02 08 7 Ministry of Foreign Trade & International Co-operation 01 01 00 02 8 Ministry of Health 02 09 03 14 9 Ministry of Home Affairs 02 01 02 05 10 Ministry of Housing and Water 00 00 00 0 11 Ministry of Labour , Human Services

and Social Security 03 06 00 09 12 Ministry of legal Affairs 10 07 02 19 13 Ministry of Local Government 00 04 00 04 14 Public Service Ministry 00 00 02 02 15 Ministry of Public Works &

Communication 01 02 00 03 16 Ministry of Tourism, Industry &

Commerce 01 00 00 01 17 Office of the President 00 00 01 01 18 Parliament Office 00 01 00 01 19 Public/Police Service Commission 00 00 00 0 20 Public Prosecutions 00 01 00 01 21 Teachlna Service Commission 00 00 00 0 22 Regional Democratic Council, Region 1 00 01 00 01 23 Regional Democratic Council, Region 2 01 02 00 03 24 Regional Democratic Couneil, Region 3 07 02 00 09 25 Regional Democratic Council, Region 4 04 02 00 06 26 Regional Democratic Couneil, Region 5 00 01 01 02 27 Regional Democratic Council, Region 6 04 07 01 12 28 Regional Democratic Couneil, Region 7 02 04 02 08 29 Regional Democratic Couneil, Region 8 00 01 00 01 30 Regional Democratic Council, Region 9 04 01 00 05 31 Regional Democratic Council, Region 10 00 02 01 03 32 Supreme Court of Judiciary 00 00 00 0

TOTAL 53 71 18 142

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9.0 TRANSFERS:

• The Commission embraced the view that Transfers can be an effective mechanism to enhance officers' job knowledge, remove monotony and motivate employees to take on new challenges.

• The Commission was confronted with a practice, which was, the use of transfer as a Disciplinary mechanism. The Commission resisted several requests to continue this 'practice" and instead used transfers positively.

• Some officers were! found guilty of accepting promotions and then requesting transfers shortly after to return to their former location; this "practice' was very evident with Health and Education Officers in the Regions. The Commission was very careful, in treating with such requests.

• A total of 73 transfers were approved by the Commission during its tenure.

• Table: 5.0 Reflects the number of transfers for the different periods.

Year 2007 2008 2009 2010 Total # of Transfers approved 09 017 037 010 73

10.0 SUPERANNUATION BENEFITS: • The Commission was charged with the responsibility to verify the eligibility of Public,

Police, Prisons, Fire Service, Officers, some employees of GRA, Georgetown Hospital Corporation among others, who were qualified to receive superannuation benefits (Pension and Gratuity or Gratuity only) based on retirement (Statutory/Voluntary) or termination of services.

• The Commission, based on guidance received from the Head of the Presidential Secretariat, undertook an exercise to analyze all superannuation transactions and determine thE! degree of accuracy etc. during Its tenure. This exercise provided an opportunity for the Commission to strengthen its monitoring and evaluation processes in treating with Superannuation matters. It was noted that some agencies were very thorough and timely in making submissions, while others paid little attention to accuracy. Officers scheduled to retire in the preceding year were omitted from the initial submissions,

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inaccurate Date of Birth, inaccurate record of services etc. were some of the nuisances identified. These were discussed with the respective agencies and improvements were noted. It was observed that some officers were requesting advance gratuity payments, uplift same, and then sought approval to continue in their present public: service positions, after the date of retirement. Hence, such officers were in receipt of a monthly pension as well as salaries for the very post.

• It was also noted that some Agencies were retaining staff beyond the retirement age without approval from the Public Service Ministry. This created serious difficulties when, such officers requested additional superannuation benefits as a result of additional years of service.

• It was recognized that some Personnel Officers lacked adequate knowledge of the Termination and Severance Pay Act as well as the Pensions' Act. This often resulted in submissions being made to the Commission for officers who do not qualify for any form of Superannuation, at the time of retirement. Consequently damaging and threatening accusations were made against staff in the secretariat for denying such persons, benefits "rightly" due to them.

• It must be noted that The Accountant General Department is responsible for computing the quantitv of the benefits, while the Office of the Auditor General is responsible to verify the accuracy of the computation.

• Table 6.0~ Reflects Superannuation Matters treated with as per year during the period

under review:

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# Agency Advanlce Pension Advance Pension Advance Pension Total Total on On On Advance Pension Graturty Gratuity Gratuity 2010

2008 2008 2009 2009 2010 1. N.A.R.I Nil 1 Nil Nil Nil Nil Nil 1 2. Guyana Forestry Com. Nil 1 Nil Nil Nil Nil Nil 1 3. M.O.H.A 24 19 13 15 24 24 61 58 4. Off. of the Auditor Gen'l Nil 1 Nil Nil Nil 1 Nil 2 5. M.O.F Nil 3 1 7 3 8 4 18 6. M.O. H&P Nil 2 Nil Nil Nil Nil Nil 2 7. O.P Nil 9 3 4 1 12 4 25 8. M.O.A 1 9 7 9 Nil 10 8 28

9. M.P.W.&C 1 12 1 5 12 28 14 45

10. M.L H.S&S.S 3 19 3 17 2 12 8 48 11. M.O.F.A 1 7 Nil 5 Nil Nil 1 12 12. M.O.C. Y.&S 2 8 2 9 Nil 2 4 19

13. M.O.H 2 13 4 10 2 15 8 38

14. M.O.E Nil 5 5 11 4 12 9 28 15. M.O.T.I&C Nil 4 Nil 6 1 Nil 1 10 16. G.P.H.C Nil 5 Nil Nil Nil Nil Nil 5 17. M.O.L.A Nil 1 Nil Nil Nil 1 Nil 2 18. M.O.F.T Nil 1 Nil 1 Nil Nil Nil 2 19. Guy. lnds & Surv. Nil 3 Nil 2 Nil Nil Nil 5 20. M.O.A.A Nil 1 Nil 1 Nil Nil Nil 2 21. Sup. Court of Jud. Nil 2 Nil 2 Nil 5 Nil 9 22. G.R.A Nil Nil Nil Nil Nil 4 Nil 4 23. M.L.G.&R.D Nil Nil 1 2 Nil Nil 1 2 24. Reg. # 1 Nil 19 Nil 8 Nil 6 Nil 33 25. Reg. # 2 1 15 Nil 10 Nil 5 1 30 26. Reg.#3 7 23 11 13 Nil 11 18 47 27. Reg. #4 2 7 1 6 Nil 5 3 18 28. Reg. # 5 1 17 10 9 6 10 17 36 29. Reg. #6 7 15 9 15 8 14 24 44 30. Reg. #7 Nil 4 1 1 Nil 9 1 14 31. Reg.#S Nil 5 Nil 1 Nil 3 Nil 9 32. Reg.#9 Nil 4 Nil 7 Nil 11 Nil 22 33. Reg. # 10 3 7 4 6 Nil 3 7 16

Total number over 194 635

the three (3) year

period of 2008-2010

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11.0 LEAVE MATTERS:

• The Commission is responsible for maintaining Leave records and approving extension of Sick Leave with payor without pay.

• There were 8,829 leave matters received and treated with by the Commission for the period 2008 - June 30, 2010.

• It was noted that some public officers were not adhering to the requirements of having medical certificates issued by GMOs, wherever, such medical officers are located. Instead, Medical certiificates are solicited from Medex.

• Several Agencies were not submitting Leave records for employees in those Agencies. The Commission intervened and most have complied. This is a work in progress as can be gleamed from the Table below.

• Table 7.0 - Shows the number of transactions as per Agency at differi ng periods.

Ministry/Region/ Vacation Leave Resumption of Duty Department

2008 2009 2010 Total 2008 2009 2010 Total Region 1 5 15 3 23 - 10 3 13 Region 2 15 81 80 176 5 63 89 157 Region 3 75 565 151 791 65 254 110 429 Region 4 40 350 90 480 28 188 59 275 Region 5 2:5 229 86 340 12 155 70 237 Region 6 €iS 427 105 597 47 200 50 297 Region 7 5 15 2 22 - 5 - 5 Region 8 - - 7 7 - - 5 5 Region 9 20 190 50 260 12 73 20 105 Region 10 - - 27 27 - - 23 23 Ministry of .• - 2 2 - - 4 4 Amerindian Affairs Ministry of 45 150 145 340 25 77 84 186 Agriculture Ministry of Culture, .. - 11 11 - - 9 9 Youth & Sport Ministry of Education 60 288 64 412 39 160 15 214 Ministry of Finance 35 92 35 162 20 25 22 67 Ministry of Foreign .. - - - - - Affairs Ministry of Foreign - - - - - -

Trade & International Relations

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Ministry of Health 160 356 156 672 108 180 121 409 Ministry of Home 50 200 77 327 42 150 49 241 Affairs Ministry of Housing & - - 2 2 - - 2 2 Water Ministry of labour, 55 252 253 560 34 106 166 306 Human Service & Social Security Ministry of legal :ZO 71 30 121 6 51 5 63 Affairs Ministry of local 13 27 24 64 11 29 21 61 Government & Regional Development Office of the Auditor - - - - - -

General Office of the 15 50 5 70 8 15 1 24 President Office of the Prime - - - - - - Minister Parliament Office - - - - - - Public Service 10 39 6 55 5 18 1 24 Ministry Ministry of Public - - 3 3 - - 1 1 Works & Communication Supreme Court of - - - - - -

Judicature Ministry of Trade, 25 48 27 100 10 20 11 41 Tourism &Industry

Teaching Service - - 4 4 - - 4 4 Commission

TOTAL 738 3,445 1,445 5,628 477 1,779 945. 3201

• The statistics for 20(J1] were not available, since there was no adequate record keeping system in place.

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12.0 VACANCY CIRCULARS:

• Vacancy circulars were issued by the Commission on an on-going basis. Before a vacancy is placed on a Vacancy Circular, the Commission must be in possession of an approval from the Public Service Ministry to fill that vacancy. The minimum of 2 copies of each vacancy circular were sent to each Agency.

• It was noted by the Commission that a few Agencies were not making the vacancies circulars' available to all staff members; the Commission had communicated suclh feedback to Permanent Secretaries, Heads and Regional Executive Officers, while there were some improvements in making the circulars available, the situation is not fully resolved.

• The Commission made use of the Print as well as the Electronic media to advertise certain vacancies, since there were instances in which a particular vacancy was advertiised twice by Vacancy circulars but no qualified applicant was received. There were also some vacancies which required skills and technical expertise which were not readily available, hence the need to invite applicant from outside the service as well.

• The Commission, Issued 33 Vacancy Circulars, inviting applications for 1267 positions.

• Applications were received from officers in the service as well as a significant number from persons outside of the Public Service.

• Table 8.0 reflects the number of Vacancies Circulars which were issued during the review period and the number of positions on each circular.

Year 2007* 2008 2009 2010* Total # of Circulars 04 11 13 05 33 # of Vacancies 111 194 598 364 1267

• A further break down of the vacancies according to Ministries and Agencies can be seen in Table 9.0. below:

Ministry/ Agency Total Vacancies Advertised. Total *2007 2008 2009 2010

Ministry of Agriculture 36 10 7 4 57 Ministry of Education 51 17 38 8 114 Ministry of Health 110 35 149 57 351 Ministry of Finance 17 3 3 - 23

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Public Service Ministry 4 1 - - 5 Ministry of Home Affairs 23 3 24 19 69 Ministry of Public Works and 26 17 3 8 54 Communications Parliament Office 14 4 1 1 20 Region 1 10 10 25 22 67 Region 2 34 5 29 8 76 Region 3 64 3 43 61 171 Region 4 18 1 29 9 57 Region 5 24 2 12 20 58 Region 6 80 6 47 26 159 Region 7 20 1 14 11 46 Region 8 23 - - 1 24 Region 9 19 19 - 9 47 Region 10 35 - 11 8 54 Supreme court 60 - 16 3 79 Ministry of Foreign Affairs 19 1 3 - 23 Public Service Commission 7 1 11 3 22 Ministry of Labour, Human Services 14 27 74 33 148 & Social Security Teaching Service Commission 6 9 2 3 20 Ministry of Amerindian Affairs 3 6 3 - 12 Ministry of Tourism, Industry & 3 6 5 1 15 Commerce Ministry of Housing and Water 2 1 2 3 8 Office of the President 2 1 - - 3 Ministry of Legal Affairs 16 2 35 3 56 Ministry of Local Government and 10 2 9 2 23 Regional Development Ministry of Culture Youth & Sports 2 - 3 - 5 Director of Public Prosecutions 6 - - - 6 Office of the Ombudsman 1 - - - 1 TOTAL 759 194 596 324 1873

NB: 1. Totals reflect vacancies, which were advertised more than once.

2. Total for 2007 Included, vacancies advertised prior to the Commission taking up

Office.

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13.0 MATTERS IN THE C()URT OF LAW:

• The Commission was requested to appear in Court on number of Matters. Several of these matters were on-going matters engaging the attention of the Courts before this Commission took office. The Secretary of the Commission was guided by the Attorney General Chambers and the Ministry of Legal Affairs Counsels in all instances.

• Some members of the Commission, including the Chairman, met the Hon. Attorney General and Minister of Legal Affairs, twice, in discussions on sensitive matters engaging tlhe attention of the Commission. The Commission received very useful and effective guidance on both occasions. The Chairman also sought the advice and guidance of the Hon. Attorney General and the Director of Public Prosecutions, whenever it was necessary.

• Table 10.0 reflects the number of matters engaging the attention of the Court In which

the Commlission was required to appear.

Name Designation Ministry/ Nature of Nature of Status/ Reaion Offences Action Remarks

Conrad Lyttle Avionics Public Termination Civil Appeal On going Techn. 1 Works of Service No.3292/1995

Terry Dean -do- -do- -do- -do- -do-

Lindsworth -do- -do- -do- -do- -do- Castello Joy Fanfair Personnel Customs Ci viI Appeal Case

Officer 11 and Benefits No.15011998 Dismissed Excise 2010-04-21 Dept.

Douglas Linton Customs -do- Benefits -do- Case Officer Dismissed- 2010-04-21

Yvette Collins Chief Dismissal Civil Appeal Case Accountant Agriculture No.63/2003 Dismissed

Glendon Fogney Asst. Chief Labour Dismissal Civil Appeal On going Social Worker No.67/2003

Keith Sealy Chief Social -do- -do- -do- -do- Worker

Brian Belgrave Social Worker -do- -do- -do- -do-

19

JustinaMc Asst. Hosp. -do- -do- Civil Appeal -do- Kinnon Administrator No. 120/2003 William Pyle Marshal Supreme Transfer Civil Appeal On going

Court No.85/2005 Roy King -do- -do- Dismissal Civil Appeal -do-

No. 121/2007 Edward Persico Permanent -do- Benefits Civil Appeal Case

Secretary No.96/2008 Dismissed June 2010.

Michael Waithe Registry Ombudsma Abolition of Civil Appeal On going Officer n Office No. 130/2008

Dennis J aikaran Reg. Educ, Region 3 Dismissal Civil Appeal -do- Officer No.479/2008

Claude Maison P. A. S (F) Agriculture Compulsory Ci vil Appeal Re- instated Retirement No. 172/2008 & was transferred to Ministry of Amerindian Affairs

Karen Benjamin Instructor 1- Culture, Dismissal Civil Appeal Dissolved Welding & Youth & No. 130/2010 on 2010-06-

-. Fabrication Sports 16 Deonarine Singh Assistant Labour Interdicted- Civil Appeal Dismissed

Accountant 940825 No. 955/2000 on 2010-06- 02

14.0 INTERVIEWS:

• The Commission c:onducted interviews for Two Hundred and Twelve (212) positions; 657 persons were interviewed for these positions. Twenty Seven (27) ofthese positions were re-advertised after interviews were conducted.

• Interviews were conducted by the various Agencies for One thousand and Fifty Five (1 055) positions. In excess of Two Thousand persons (2000) from within and outside of the Public Service participated. Some were interviewed on more than one occasion for different positions.

20

15.0 INITIATIVES UNDEnTAKEN:

• The Commission undertook several initiatives aimed at enhancing the image of

the Commission and improving efficiency and effectiveness in the execution of its mandate.

• Human Resource Evaluation: This initiative provided the required information with

regards to skills available, skills needed; work load; 'bottlenecks". This information was used to re-organize and re-tool the Human Resources in the Secretariat.

• Analyze and evaluate the operational procedures and processes within the

Secretariat. This initiative provided baseline data for changes within the operational framework in the Secretariat, thereby significantly reducing the

processing time for transactions. Electronic record keeping, tracking and

monitoring of transactions flow, staff training were manifestations of this

initiative.

• Establishing "off site' back up storage of Government Orders, Superannuation

Records and Personnel Files. This is a work in progress and with the proposed acquisition of a durable Scanner in 2010, will be accelerated. There is need to

identify a suitable 'off site' storage facility and seek the necessary approval so as

to institutionalize tlhis activity. • Commission's outreach programmes. This activity commenced in 2009 and visits

were made to the main Administrative Centre in each of the ten (10) Regions. The

Commission members were assigned into 2 groups and took different Regions. The Senior Staff were assigned to several Ministries and have started visitation. In

2010, some visits were made to areas within Regions where the public officers

could not have attended the meetings held in 2009. This initiative provided the opportunity for public officers to better understand the roles and functions of the

Commission and the Public Service Ministry as well their right and responsibility,

as public officers. Public Officers were also provided with an opportunity to share their concerns and issues with the Commission.

• Staff training programmes aimed at strengthening and widening the knowledge

base of staff members.

• Meetings with Senior Staff and all staff. These meetings provided opportunities for Members and staff to share ideas, views, suggestions and recommendations on

issues confronting the work of the Commission and the Secretariat. There is a re-

newed sense of commitment, dedication and pride to better serve the public officers across the country.

21

• Establishing of the Agency Budget Committee and department requisition supplies from the stores.

• Motivating staff to participate in National Events and activities. Our staff members were involved in Mashramani Float parade in 2008, for the first time. May Day Rallies, Independence celebrations and National Religious Holidays are events now formally discussed at the level of the Secretartat. Family Fun Day for staff and members of the Commission, including family members was first held in 2009.

• In 2008 the Commission embarked on a Rules Revision Exercise in collaboration with the Attorney General Chambers and the Ministry of Legal Affairs. Senior State Counsel, Ms. Damien Younge was assigned to this exercise by the Hon. Attorney general and Minister of legal Affairs. The committee used as its basis the following documents:

The existing PSC rules, assented to in 1999; The "Draft" Public Service Commission Rules emerging out of the PMMP; The existing Public Service Rules; and The "Draft" Public Service Rules emerging out of the PMMP.

The Committee presented its "draft" to the Commission and the Secretariat, modifications were sent to the Committee. The Revised 'draft" was approved by the Commission and subsequently dispatched to the Hon. Attorney General and Minister of Legal Affairs for comments and guidance. The Commission received from the Chief Parliamentary Counsel, Mr. Cecil Dhujon a corrected copy of the proposed Rules. Commission made its comments and returned same to Mr. Dhujon, for consideration. The proposed Rules were sent to the Hon. Prime Minister for guldlng it through the required stages for final approval and ultimately the Assent of His Excellency, the President.

16.0 CONSTRAINTS:

• Most of the constraints experienced by the Commissiion, in the early years, do no

longer exist.

• The major constraints are: Insufficient Desk Top Computers to support a modernized system of Data Storage and retrieval. A dedicated "off site" storage facility.

• The Commission is extremely appreciative of the financial resources made available

through Budget support, to enhance its working environment.

22

17.0 RECOMMENDATIONS:

• Establish clear guidelines and procedures for Permanent Secretaries, Heads and Regional Executiv.~ Officers to make appointments, based on Delegated Authority from the Psc.

• All Agencies must submit an annual report on pensionable staff to the Psc.

• The Revised PSC Rules be approved as soon as possible. • The Draft PSM Rules be given urgent attention, so that, the Revised PSM Rules can

be operable.

• Every Agency must submit the required leave information on each pensionable

employee to the Psc.

• The next Cornmlsslon should pursue the possibilities of creating a PSC Web Page.

18.0 CONCLUSION:

• Each member of the Commission has expressed thanks and gratitude for the opportunity to serve on the Commission. While it was a very demanding responsibility, it provided avenues for members to make adequate use of their knowledge, skills, expertise ~nd experience in the Public Service.

• Much was accomplished, through the dedicated and committed efforts of every merri'ber of the Commission; however, there is much more to be done, hence it will be very beneficial to put the next Commission in place, with minimum delay.

• Special thanks are extended to the Secretary of the Commission, every officer in the Secretariat, Permanent Secretaries, Heads and Regional Executive Officers, and all Public offlcersfor the support provided to the Commission.

19.0 APPENDIX

• Appendix 1: Chairmen and Deputy Chair of previous PSc. • Appendix 2: Delegated Authority to PSs, Heads and R.Ex.Os.

23

APPENDIX 1

PUBLIC SERVICE COMMISSION

Otainnan

Deputy Chairman Period

Wilfred Goulding Stoll Sase Narain 1966-09-09 to 1972-05-31

-do- Vernon C. Bhairam 1972-06-01 to 1980-05-31

Vernon C. Bhairam, Francis Williams

1980-06-01 to 1982-05-31

Vernon C. Bhairam, A.A. Edward E. Burke, A.A.

1982-06-01 to 1983-06-30

Edward E. Burke, A.A., C.C.H. Samuel T. Luke 1983-07-01 to 1988-06-30

Archibald A. Moore, C.C.H. -do- 1988-07-01 to 1991-06-30

-do- Joseph M. Gordon 1991-07-01 to 1994-06-30

Harold Sahadeo, C.C.H. -do- 1994-07-01 to 1998-09-07

Brindley H. Benn, C.C.H. Roy Mc Arthur 1998-09-08 to 2001-08-13

George Fung - On John S.M. Worrell 2003-03-12 to 2006-12-31

Ganga Persaud Carvil Duncan 2007-07-01 to 2010-07-07

-'~ PPEN D I X Zc-

168/2007 2865

(EXTRAORDINARY)

OF GUYANA Published by the Authority of the Government

GEO.RGETOWN, SATURDAY 24TH NOVEMBER, 2007

TABLE OF CONTENTS PAGE

Public Notice 2866

FIRST SUPPLEMENT

- LEGAL SUPPLEMENT

A. ACTS-NIL

B. SUBSIDIARY LEGISLATION - NIL

. C. BILLS - NIL

GEORGETOWN, Demerara - Printed and Published every Saturday and on such ' Extraordinary Days as may be directed by the Government by Guyana National Printers Limited, 1 Public Road, La Penitence, Greater Georgetown,

SATURDAY 24TH NOVEMBER, 2007

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