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HR Directorate March 2014

HR Directorate March 2014. Presentation Contents Introduction of HR directorate and its activities Training Need Assessment of MoMP /HQ Introduction of CBR Project MoMP organizational chart A look to the Stakeholders Engagement Guide Major challenges

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HR Directorate March 2014

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  1. HR Directorate March 2014

  2. Presentation Contents • Introduction of HR directorate and its activities • Training Need Assessment of MoMP/HQ • Introduction of CBR Project • MoMP organizational chart • A look to the Stakeholders Engagement Guide • Major challenges • Why coordinate with the HR directorate?

  3. The Major Responsibilities of HR Directorate are: • Recruitment • Capacity Building • Performance Appraisal • Records Keeping • Employee Relations • Organizational Development

  4. Major Achievements of the HR Directorate in 2013: • Implementation of pay and grading system • Training of (333) staff • Performance Evaluation of (1300) employees • Implementation of New filing system • Installation of complaint boxes and fire extinguishers in Kabul and provinces • Establishment of 34 provincial offices • Almost finalizing of CBR proposal

  5. Introducing of 50 young and interested to learn employees to private universities, but still looking for fund to pay their fee.

  6. What are the present education levels of the MoMP staff (Kabul based plus provincial offices)?

  7. Capacity Building 333 Total Employees Trained in 1392 SY

  8. How Many MoMP Employees experienced capacity building opportunities abroad? • Australia (4) • Turkey (9) • Japan (14) • India (72) • South Africa (22) • UAE (2) USA (4) Pakistan (2) Poland (2) China (2) Finland (7) 140 MoMP staff were introduced to capacity building opportunities abroad

  9. Accomplishments of the Organizational Development Department • Preparing of 1390, 1391, 1392 and currently 1393 SY Ministry structure • Establishment of few directorates based on MoMP goals in HQ • Establishment of Provincial office • Structure preparation for MoMP Gov’t Enterprises

  10. What are the accomplishments of the Recruitment Department? • Total positions in structure: 2760 • Position which are recruited under pay and grading system (85%) • Positions under process of pay and grading system (304) (11%) • Position to be advertised (4%) • Database and filing system developed for candidates’ files

  11. How many employees have been entered into the pay and grade system? …..85% have been successful entered

  12. What are the accomplishments of the Records Keeping and Performance Evaluation Department? • Sub database development to record central office employees identification to report on need basis • Database development for fired employees • Database (HRMIS) development with cooperation of Administration Reform Commission • Data Entry of current employees inforamation into (HRMIS) • Implementation of New Filling System

  13. Main achievements of Performance Appraisal Office • (1646) Probationary and annual performance of Central and provincial employees were carried out. • Retirement section: • Retirement of (1122) Employees were processed

  14. What is the new MoMP attendance system? Installation of electronic attendance in MoMP HQ and AGS in order to avoid wastage of time and illegal absence of employees

  15. Challenge: Classes have since been occupied • Goal: To reestablish capacity building classrooms in 1393 (2014)

  16. Challenge: Classes have since been occupied • Goal: To reestablish capacity building classrooms in 1393 (2014)

  17. What is the CBR program? CBR program, which is for five years, is managed by the MoF and IARCSC, implemented by sector ministries in capital and provinces to cause the following: • Clarification in Job description and MoMP responsibilities • Improvement in service provision • Improvement in development of budget expenses • Simplification of various operation processes • Implementation of important reform plans • Preparation, modification and management of ministries organizational structures by considering their responsibilities • Internal capacity enhancement of ministries to improve performance and reduce relying on foreign technical supports (like PMU, Advisors etc).

  18. What can the CBR program provide for you? The CBR program can provide ministries with following resources: • Recruitment of joint positions • Recruitment of required SMG positions in capital and provinces as specific and selective • Productive Advisors (Local and Expat) • Training for SMG and joint functions positions • When program proposal is approved by leadership committee, SMG and joint functions take place and recruitment process is conducted according to recruitment plan • More result – more recruitment

  19. MoMP Structure 87/13 Gender Percentage TotalCentralDirectorates (30) • Total provincial directorates (28) and departments (6) Present Employees (2343) Total Positions (2760) Govern-mental Enterprises (4)

  20. MoMP Governmental Enterprises North Coal, Enterprise (490) Afghan Gas Enterprise (950) • Enterprise of power and fertilizer factories (1858) JabulSaraj Cement Enterprise (242) Total staff (3540)

  21. The overall Major Challenges of the HR Department and MoMP presently are: • Existing of Parallel offices that conduct major tasks of HR like recruitment and capacity building • Shortage of fund for short term and long term training of staff (Bachelors programs to private institutions) • Lack of proper training and education for HR staff • Lack of complete capacity building policy and plan for MoMP • Lack of database in HR to be responsive for all MoMP requirements (recruiting, hiring, donor collaboration tracking, trainings, study tours) • Lack of information of contracted staff, no integration policy • Lack of Training Archive to keep capacity building material for institutional memory • Lack of modern archive for Records Keeping of Employees.

  22. Some challenges can be resolved through stronger coordination between the MoMP Human Resources Department and the international donor programs…

  23. The MoMP Donor Partners: DFID (ASI):Technical Assistance to the MoMP (TAMOMP) • USAID: • Mining Investment and Development Project (MIDAS) • USAID: Sheberghan Gas Development Project (SGDP) • WB: • Capacity Building for the AGS (CBAGS) • US TFBSO: • Mineral Tender Development and Geological Services • WB: • Afghanistan Resource Corridors Project (ARCP) • US DOC: Afghanistan Marble Center of Excellence (COE) • WB: • Second Sustainable Development of Natural Resources Project (SDNRP)& GAF Aynak Compliance Monitoring • Other Partners: Finland, India Japan, Ausaid, ADB

  24. Why should donor programs coordinate with the MoMP HR? The Main Reason is : Our Goals & Objectives are the Same

  25. Why should donor programs coordinate with the MoMP HR? • Donor program employees are not MoMPformal employees, but we believe they are important asset of this Ministry & want to welcome and have them as formal staff, we are committed to help you in any possible way, but it is not possible, • if we do not have well coordination, do not make the integration policy together. • If we do not have the required baseline data and your full information • If you do not help and coordinate in system and policy development. • If the Recruitment and Capacity Building activities are not coordinated, recorded and conducted based on the ministry goals and objectives. • For this reason we have developed the Stakeholder Engagement Guide (SEG).

  26. Why should donor programs coordinate with the MoMP HR? • You are to help the ministry in developing the required system and equip it with the right tools to achieve its goals and objectives. • One of your main responsibility is Capacity Building. • HR is committed to have a system in place to help everyone in the ministry to perform his/her responsibilities as required, be a symbol of Real HR andis seeking your help in system, policy and procedures and capacity development.

  27. No. of Trainings conducted or # of employees trained in each Ministry

  28. Why should donor programs coordinate with the MoMP HR? The MoMP has done a survey of past trainings. (Please see training needs assessment handout) Results show that better coordination with the HR Dept on participant selection is needed:

  29. What does the Stakeholder Engagement Guide Do? • The Stakeholder Engagement guide addresses such problems as formally tracking donor capacity building programs through forms and communication procedures with the HR. • The SEG can also benefit your program and the MoMP by: • Effective co-ordination of trainings and coaching seminars, workshops , meetings or other • Outreach and access to a broader MoMP and stakeholder beneficiary base • Improved communications and stakeholder engagement • Identification and access to the right stakeholders • Information of MoMP operations and key contacts • Improvement of MoMP services • Reduce risk and unnecessary grievances or conflicts • Improves monitoring and evaluation • Provides a centralized resource space for all donor reports, assessments, videos, training materials etc.

  30. SEG Tool Example 1:Name: HR- CBAR – 001Capacity Building Activity Request Form (CBAR-Form) – In CountryPurpose: For capacity building approval – in countryPlease see Page 48 of your SEG.

  31. What other forms are included in the SEG?

  32. There are presently eleven forms in total being considered for implementation.

  33. We need your feedback so that we can properly implement these protocols and procedures moving forward…… Please give feedback to: Mr. WaliFaizi Director of Human Resources Email: wali.faizi@mom.gov.af Office Address: Third Floor, Deputy Ministry for Finance and AdminisratinBuilding Ministry of Mines and Petroleum

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