Management and functional review ministry of transport and aviation
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- SIERRA LEONE ROAD TRANSPORT AUTHORITY
StructureThe Board of Directors had approved a structure for SLMA but we are informed that this structure is not operational. It was not explained why the structure was not implemented; however we noted that the three directorates of Shipping/Legal Affairs, Engineering /Technical services and Admin/Finance lack a substantive head. The new structure as approved by the Board makes provision for the following:
We were happy to note the existence of a structure. However we note with grave concern that the structure approved by the Board is not operational. Also we accept the three levels of Directors i.e. Shipping/Legal Affairs; Admin/Finance and Engineering/Technical Services; we are recommending changes to the directorate of Admin/ Finance. Firstly, we recommend a change of name from Director of Admin/Finance to ‘Director of Human Resources, Administration and Finance. We also recommend the following units under the Directorate of Human Resources, Administration, and Finance, as indicated in Appendix 9: -
We also recommend that an Internal Audit Unit be established that will report periodically to the Board. If and when this proposed structure is approved, SLMA should prepare a Scheme of Service and Job descriptions for each post. SLMA will need the services of a professional Human Resource Officer to do this, further warranting the need for SLMA to make substantive recruitment to the new posts immediately. This is urgently needed as it is affecting the morale of staff. It also affects staff retention as staff members are always looking out for job opportunities. Finally we recommend the development of a Human Resource Manual that provides guidelines on Manpower planning, training, and conditions of service. Working ArrangementsWe noted that the working arrangements are not up to the required minimum standards of an institution that has existed for over 10 years. Staff cannot be aligned with the structure as approved by the Board. We also observed that there are no schemes of service that will inform upward movement of staff and the required skill mix required for a post. Hence human capacity development is weak and no strategic training plan exists although most senior staff had undergone training on Maritime administration We also note that records management is weak as each Officer develops his or her own method for record keeping. There is no central depository for records. We recommend that the SLMA establish effective records management and a central library system. It was reported by the general staff that staff meetings take place but are irregular. We recommend that staff meetings should take place at least once a month so that the staff members become aware of the activities and achievements of the organization and staff responsibilities. We also recommend that SLMA establishes a Change Management Team that can meet regularly to discuss implementation and progress of the institution. We note from the staff list that most of the upper level technical staff are appropriately qualified. However this is not so for the middle level staff. It was also reported that training opportunities exist although training itself is not regulated. We recommend that SLMA should develop a training plan based on a training needs assessment. ProjectsThe following projects were listed as being funded by ECOWAS Bank for Investment and Development; -
Material ResourcesIt was reported that material resources such as office equipment and furniture, are available but an upgrade is required. SLMA has only one vehicle, while the other vehicles are project related. AccommodationAlthough SLMA has constructed a new building, the present location of the office is not adequate for its staff. They need a larger building that can accommodate the optimal number of staff. Communication with stakeholdersInformation relating to the operations of SLMA is heavily guarded. There is no provision for a Communication and Information Officer in the present structure. We recommend the establishment and recruitment of an Information and Communications Officer. The head of the SLMA claims that the Permanent Secretary, Ministry of Transport and Aviation, is a member of the Board and all Board papers are distributed, but the review team was unable to access these documents from either the SLMA or the MTA. Also the SLMA does not share its progress reports with the Ministry and other stakeholders. Hence the Ministry of Transport and Aviation was unable to provide detailed information about operations to the review team. We recommend that the SLMA provide copies of its quarterly and annual reports to the Ministry of Transport and Aviation, and keep copies in the library. We further recommend that all minutes of Board Meetings are collated and kept in the library SIERRA LEONE ROAD TRANSPORT AUTHORITYStatutory FrameworkThe Roads Transport Authority operates under the provision of Act No. 4 of 1996 “The Roads Transport Authority Act 1996”. The Authority is governed by a Board of Directors consisting of a Chairman; (4) institutional representations from the Ministries of Transport and Aviation, and Finance & Economic Development; the Sierra Leone Roads Authority and the Sierra Leone Police Force; the executive Director as ex-officio member; (2) members of the public nominated by the Minister and three(3)”…others nominated by any association of persons in or directly connected with the transport business and recognized by the Minister as such, including petty traders”. After a review of the provisions of the Act we do not recommend any further review as the authority is trying to implement the provisions of the Act, which has been delayed due to unforeseen issues. Institutional development in the Sierra Leone Roads Authority is relatively positive, although capacity building should be prioritized. If the Authority is to build on the gains made so far, it should embark on an effective Capacity building effort. We accordingly recommend, for the consideration of the Board, the development of a human resource management plan. This will include the following steps; -
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