The Chief Director of the Greater Accra Regional Coordinating Council, Mrs. Lilian Baeka since her assumption of duty on the 3rd of July, 2023, embarked on a familiarization visit to all the twenty-nine (29) Metropolitan, Municipal and District Assemblies in the Region.
The visit was aimed at interacting with staff, obtaining firsthand information of Assemblies operations, motivate them as well as share with them her vision as the Administrative head of the region. The Chief Director together with officers from the Regional Coordinating Council were received by the various Metropolitan, Municipal and District Chief Executives, coordinating Directors and staff of the Assemblies.
Mrs. Baeka, in addressing her staff, highlighted on some key issues that had become a major concern to the Regional Minister Hon. Henry Quartey, herself as the Chief Director and government as a whole. This she noted needed to be addressed. Some of the issues are stated below;
Absenteeism and Lateness to Work
The Chief Director disclosed that, it had been observed that absenteeism and lateness was prevalent among public servants across the country and therefore, the Office of the Head of Local Government Service had directed that action be initiated to ensure staff report to work on time.
She further stated that she had a strict policy on lateness, absenteeism and leaving work before closing hours and therefore such actions would not be tolerated. She emphasized the importance of punctuality and attendance, emphasizing that regular and timely presence to work is essential for optimal service delivery. In view of that Assemblies were instructed to use of clock in device, and directed to submit monthly reports on daily clock in and out to the RCC. She indicated that, the reports would be used to inform decisions on salary validations. Therefore, members were encouraged to use the clock in device.
Again, she stated that she would be undertaking unannounced visits to the various MMMDs to monitor and check lateness and absenteeism to work. She however advised that, instances where officers are unable to report to work on time, their supervisors must be informed. She informed management of the Hon. Regional Minister’s directive to all MMDA’s on the need to install clock in devices to curb this national canker moving forward.
SUBMISSION OF MMDA REPORTS
The Chief Director indicated that the Office of the Head of the Local Government Service relies on the timely submission of reports for effective decision making in line with all government policies and the service mandate. She however lamented that the RCC’s inability to forward reports to the OHLGS timeously was due to late submissions by MMDAs. She therefore admonished all Heads of Units/Departments to ensure their reports are submitted on time.
PREPARATION OF 2024 BUDGET
The Chief Director reiterated the fact that, all Assemblies would be dissolved by the end of the year. Therefore, Assemblies had been informed to ensure that their budgets are prepared and approved before the dissolution to prevent any inconveniences in the ensuing year.
POSTING OF STAFF
The Chief Director indicated that the Regional Co-ordinating Council (RCC) had undertaken an exercise to post staff who had worked in their respective Assemblies for more than five (5) years. She disclosed that, some affected staff were adamant to move to their new stations. She therefore directed such staff to ensure that they take the necessary steps to report at their new stations before the RCC initiates any punitive measures against them.
FALSIFICATION OF DOCUMENTS
In her address, the Chief Director stated that, the habit of falsifying documents such as minutes and reports especially during assessments should be stopped. The practice, the chief director stated was not only unethical but also compromises the accuracy and reliability of information provided by officers. The Chief Director stressed the significance of accurate and honest reporting which does not only create an avenue for staff to learn on the job but as public servants, there was a need for staff to promote a culture of transparency and accountability. She advised management and staff to ensure that statutory meetings and other activities of the Assembly are held within the stipulated time to prevent the situation where staff would have to forge reports and minutes.
POLITICS
The Chief Director also discouraged staff from engaging in activities that are political in nature whilst in active service since it contradicts the Code of Conduct for public servants. She stated that it is crucial as public servants to ensure that staff remained neutral and focused on their core responsibilities to main public trust. She informed staff that the Local Government Service Council had put in mechanisms to monitor and address violations of the code of conduct by ensuring appropriate disciplinary actions are taken when necessary.
FUNCTIONALITY OF SUB-DISTRICT STRUCTURES
The Chief Director stated that it had been observed that most Assemblies had not operationalized their sub-district structures. This she noted makes the Assemblies ineffective particularly at the level. Consequently, she directed Assemblies to post officers to the sub-district structures to make them functional and effective. She disclosed that, some officers assigned to the structures have refused to work from their various posts but rather work from the mother Assembly. A situation she indicted is creating inefficiency at the local level.
UPCOMING DPAT ASSESSMENT
Staff were reminded of the upcoming DPAT Assessment that will check the performances of all Assemblies. She therefore requested MMDAs to prepare adequately for the exercise.
Late Submission of Reports
The issue of late submission of reports was discussed. Several instances were identified where reports were submitted past their deadlines, causing delays in submission to their appropriate institutions for further actions to be taken. The Chief Director stressed the need for timely report submission and stated that sanctions would be taken on departments who submit reports after deadlines.
The Metropolitan, Municipal and District Chief Executives together with management and staff of the Assemblies appreciated the visit of the Chief Director and called for many more of such visits to ensure discipline and quality local government service delivery from staff.