ANNUAL PROGRESS REPORT ON THE ACTIVITIES/ ACHIEVEMENTS AND CONSTRAINTS OF THE DIRECTORATE OF ESTABLISHMENTS AND PENSIONS FOR THE PERIOD JANUARY TO DECEMBER, 2005.

In accordance with the circular letter No. SGD.86/T/76 of March 27th 2001, on Assignment of Responsibilities, the Directorate of Establishments and Pensions is vested with the following responsibilities:-

  1. Establishments matters including staff complement, grading including co-ordination of the grading in the Civil       Service and Parastatals, appointments, discipline, absorption, advancement, up-grading, determination of seniority, incremental credits and     enhanced entry points;

  2. Pensions and Gratuities;

  3. Salaries, wages, allowances, compensation, pay research, salary review, conditions of
    service including implementation and continuous review of Civil Service Rules and Regulations;

  4. Staff Management;

  5. Management of Staff Training Centre (S.T.C);

  6. Study Leave;

  7. Staff Records;

  8. Labour, Employment and Productivity.

2. STRUCTURE

2.1. The Directorate has seven (7) departments through which it carries out its official responsibilities as listed below:

i     Personnel Management Department;
ii    Training and Manpower Development Department;
iii   Pensions and Gratuities Department;
iv   Establishments and Labour Matters Department;
v    Planning, Research and Statistics Department;
vi   Management Services Department;
vii  Finance and Supplies Department.

In addition to the above departments, the Directorate has a Staff Training Centre located at Victor Chuka Odogwu Crescent, behind St. Brigid's Girls Grammar School, Asaba.

3.0 ACHIEVEMENTS IN THE YEAR 2005.

3.1. Personnel Management Department:

3.1.1 

 

The department is responsible for the administration of human resources in terms of recruitment, promotion, postings, confirmation, discipline, transfers, secondment e.t.c of staff of the General Executive (General Duties/Stores), Secretarial, Typist, Reporters and Clerical cadre as well as staff of the "Staff Training Centre" (STC).

3.1.2.

  

During the year under review, the department processed and completed the promotion/advancement of 256 (two hundred and fifty six) pooled officers in the General Executive, Secretarial and Typist cadres. The department is also currently processing 3 81 (three hundred and eighty-one cases of promotion/advancement as well as 250 cases of confirmation of eligible officers officers in the aforementioned cadres while the list of eligible staff in the clerical cadre is being compiled. The department posted several pooled officers in the aforementioned cadres to various Ministries and Extra-Ministerial Departments. It also processed inter-service\ inter cadre transfers. It is currently handling 3 (three) disciplinary cases which are still pending. It also conducted a recruitment exercise for junior officers in the Clerical, Secretarial, Typist, Messenger and Cleaners cadres, the result of which is yet to be released.

3.2. Department of Training and Manpower Development:

3.2.1

This department is responsible for the training of Civil Servants in the State. It identifies areas of training needs, gives relevant advice on training matters and formulates training policies for Government.

3.2.2

In fulfillment of its basic role of manpower training and development, the department organizes seminars/workshops, in-service training, in-house and in-plant programmes as well as oversees the activities of the Staff Training Centre (STC), an institution that is responsible for the training of Secretarial staff both for the Public Service and the Private Sector.

3.2.3   

During the period under review, the following number of staff benefited from the following programmes :-(1). In-house staff development: A total of 1050 participants (Civil Servants) attended 25 local workshops organized by this Directorate in collaboration with some external training consultants.

(ii). The department sponsored some civil servants on external workshops viz:

IPM - 59
ANAN/ICAN - 75
NIM - 15
ICSR - 35
Others - 205

(i) Study Leave With Pay:

OND - 65
HND - 30
B.Sc - 38

(ii) Study Leave without pay:

OND - 30
HND - 17
B.Sc - 45

(iii) In-service Training:

Msaters - 46
Ph.D - 2

S/N   

 Types of Programme   

 No. of Beneficiaries

1.   

 In-Service Training   

 48

2.   

 External Workshops   

 389

3.   

 Study Leave without pay   

 92

4.   

 Study Leave with Pay   

 133

The Department generated the sum of 1.3 million naira through examination fees, hiring of Staff Training Centre (STC) hall and school fees in 2005.

3.3. Staff Training Center :

3.3.1

 

.   

This Institution is responsible for the training of Secretaries and Typists in the Public Service. During the year under review, the Centre rounded off its academic session activities in the month of October with as usual with final examination for graduating students and end-of-session examinations for first year students. In addition, normal industrial attachment programme involving year one students were successfully embarked upon for a period of 6 (six) weeks stretching from October 31st toDecemberl6th 2005. Thereafter, the Centre organized admission interviews for prospective applicants into Certificate, Diploma and Advanced Diploma programmes respectively.

3.4 Pensions Department:

3.4.1

 

   

This department handles the processing of retirement benefits of all retirees in the State Public Service. All retirement applications received are normally processed to the Office of the Auditor General for auditing and are subsequently processed again to the Cabinet and Administration Department of Governor's Office for approval.

 

3.4.2

 

 

During the year under review, the department received a total of seven hundred and sixty (760) applications for claims. A total of six hundred and seventy (670) cases of Pensions and Gratuities were processed, out of which vouchers amounting to 654,861,917.28 naira were processed to the Office of the Accountant-General for payment and, of the above amount, the sum of 83,598,896.13 naira represents Federal share while the sum of 568,340,328.60 naira represents Delta State share. A total sum of 2,922,692.55 naira was paid by the State Government on behalf of other States.

 

3.4.3.

 

   

 Similarly, 560(five hundred and sixty) Pensioners were placed on their initial annual pensions allowance amounting to 205, 576,909.13 naira and of this amount, the sum of 60,439,468.91 naira represents federal share, while the sum of 145, 023,687.42 naira represents Delta State share. The remaining sum of 113,752.80 naira represents the share of other States of the federation.

 

3.4.4.   

During the same year, the department processed paid gratuities and pensions amounting to N3,036,445.35 to some other State governments for re-imbursement without any response till now (see details in the schedule here under):

2005 PENSION PERFORMANCE

S/No   No of beneficiaries   Federal share   Delta State share   Other States' share    Total
1    560   N60,439,468.71    N145,023,687.42    N113,752.80    N205,576,908.93

2005 GRATUITY PERFORMANCE
2.    670    N83,598,896.13    N568, 340,328.60    N2,922,692.55    N654,681,917.28


3.5. Department of Planning, Research and Statistics:

3 5.1

 

  

This department is responsible for the preparation of the Directorate's Rolling Plan, Capital Budget Estimate, Annual Report. It also undertakes periodic Manpower Stock Survey of the Service as well as supervises the Directorate's Mini-Library.

 

3.5.2

 

   

 During the year under review, the department prepared and defended the 2006 capital budget estimates, of the Directorate and also compiled and provided other reports of the Directorate to the Office of the Head of Service, Office the Secretary to the State Government, Delta State House of Assembly as well as the Ministry of Economic Planning respectively, as requested. A number of projects were undertaken during the period under review in the course of implementation of the 2005 capital budget estimates. Such projects, which furthered the infrastructural development of the Directorate, include the following:

S/No.   

 Name of Project   

 Activities Carried Out

1   

Provision of Office Furniture   

Swivel Chairs, Arm and Armless chairs were purchased, while burglary proofs were fixed to some doors in the Directorate.

2.   

Provision of Office Equipment   

5 (five) air-conditioners and 5 (five) voltage regulators were purchased for the Directorate.

3.   

Provision of Computers   

2 (two) computer sets and accessories as well as 11 (eleven) computer chairs and tables were purchased for the Directorate.

4.   

Statutory Publications of the State Civil Service   

3 (three) publications - the Revised Public Service Rules, the 2004 edition of the Selected Circular Letters and the 2004 edition of the Senior Staff List were published during the period under review.

5.   

Development of Library   

Books on various subjects including reference materials such as encyclopedia were purchased for the library of the Staff Training Centre.

6.   

Printing of APER and Pension forms   

Various forms used in the computation of benefits of retired workers were printed

7.   

Provision of Uniforms   

Uniforms and accompanying accessories were provided for Drivers, Messengers, Cleaners, etc. in the Directorate

8.   

Minor Works   

 Some major repairs and refurbishment of broken down infrastructure and vehicles were carried out during the period under review.


3.6. Department of Management Service

3.6.1.

   

This department is responsible for the collating and preparation of the different statutory publications produced by this Directorate. These include, the yearly editions of the Senior Staff List and the Selected Circular Letters as well as the Revised Public Service Rules.

3.6.2.

   

Within the period under review, materials were received from different Government Departments. These were collated and processed for the production of the statutory publications. The 2004 editions of the Selected Circular Letters and the Senior Staff List were published. Also published during this period was the Revised Public Service Rules.

3.7. Department of Finance and Supplies:

3.7.1

 

  

 This department is responsible for the provision of logistic support for the Directorate in respect of office accommodation, requisition of stores items including stationeries, office furniture/equipment, regular maintenance and fuelling of the Directorate's vehicles. It prepares the Recurrent Budget Estimates and also handles the preparation and payment of staff salaries as well as controlling and moderating the expenditure of public fund in the Directorate.

 

3.7.2.   

 During the year 2005, the department recorded a lot of achievements in respect of regular maintenance of office equipment/furniture and vehicles, regular supply of stationeries, preparation of the recurrent budget estimate for year 2006 as well as the preparation and payment of staff salaries through out the year.

3.8. Department of Establishments and Labour Matters:

3.8.1. This department handles the following responsibilities:

(i)     Interpretation of Public Service Rules and Regulations;
(ii)    Consultation and negotiation in matters relating to wages, salaries, benefits. Scheme of Service, Labour etc.;
(iii)   Processing of requests such as scheduling of service, inter-service/inter-cadre transfers, secondment etc;
(iv)   Offering expert advice to Ministries on Establishment Matters;
(v)    Participation in the meetings of the National Council of Establishments and National Labour Advisory Council for and on behalf of the State Government;
(vi)   Ensuring the implementation of Labour Laws and Regulations;
(vii)  Handling of Inter-Union and Intra-Union conflicts;
(viii) Processing of merging and condonation of service for Public servants and;
(ix)   Preparation of Establishment Proposals.

3.8.2. During the year under review, the department recorded tremendous achievements in the areas of Establishments and staff matters generally, including the processing of Establishment Proposals for manpower requirement of Ministries and Extra-Ministerial Departments. It also represented the State at meetings of the National Council on Establishments.

(4) ASSETS OF THE DIRECTORATE.

I. Vehicles: The Directorate has five (5) vehicles, of which, four are roadworthy, while one is unserviceable. The details are as sub-joined in the schedule here-under:

S/N   

 Reg.No.   

 Type of Vehicle   

 Date of Purchase   

Condition of Vehicle

(a)   

 DT02-A23   

 Peugeot 504 Saloon   

 2002   

 Roadworthy

(b)   

 DT01-A23   

 Peugeot 504 Station   

 2001   

 Roadworthy Wagon

(c)   

 DT04-A23   

 Peugeot 504 Station   

 1985   

 Roadworthy Wagon

(d)   

 DT77-A01   

 Mazda Pick-Up   

 1997   

 Roadworthy

(e)   

 DT05-A23   

 Peugeot 504 Saloon   

 1982   

 Roadworthy

(ii) Accommodation: The Directorate is accommodated in four small office blocks located away from one another in the Old Secretariat Complex, Asaba.

5. CONSTRAINTS:

(i) Lack of Adequate Accommodation:

Presently, this Directorate has only four small office blocks. Many officers in the Directorate are cramped in to the little available space in the four blocks. This situation is serious and does not encourage dedicated to service.
(ii) Inadequate Furniture: The situation in the Directorate is such that five to six officers occupy a small room with few chairs and tables.

(iii) Inadequate Number of Junior Staff: These include Secretaries,Typists, Clerical staff and Messengers, as well as Gardeners.

(iv) Inadequate Number of Official Vehicles: 

Presently the whole Directorate has just (5) vehicles. No vehicle is attached to the Staff Training Centre as well as the Directors in the Directorate. This is indeed a serious problem and it has always caused delays in the process of delivery of official mails as well as in carrying out other official assignments.

DIRECTORATE OF ESTABLISHMENTS AND PENSIONS,
ASABA.
FEBRUARY 2005.