Managing HoD Recruitment and Compliance with PMDS in the North West Province
This presentation provides an overview of the recruitment process for Head of Department (HoD) positions in the North West Province, emphasizing compliance with the Performance Management Development System (PMDS). It includes information on the current recruitment status of various HoDs, their terms, and the principles and procedures followed in filling these critical leadership roles. The presentation also highlights the steps taken to ensure leadership stability and adherence to governance protocols.
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A BRIEF TO THE FILLING OF POSTS OF HEAD OF DEPARTMENT (HoD) POSITIONS IN THE PROVINCE AND COMPLIANCE TO PERFOMANCE MANAGEMENT DEVELOPMENT SYSTEM 1 Let s Grow North West Together
PURPOSE The purpose of this presentation is to brief the study group (Public Service and Administration) on the filling of HoD positions and compliance to PMDS in the North West Province within the context of Sec.100 (1) (a) (b) of the Constitution of the Republic of South Africa. 2 Let s Grow North West Together
HOD RECRUITMENT STATUS Recruitment of HODs is guided by the DPSA protocol document on the principles and procedures to be followed for the recruitment and filling of posts of head of department (HOD). 3 Let s Grow North West Together
RECRUITMENT STATUS OF HOD POSTS Director General in the Office of the Premier, HoDs for Health, Social Development and Agriculture and Rural Development posts have been filled, with the approval of the MPSA HOD for Department of Health and Agriculture and Rural Development took office on April 2021 Director General and HoDs for Social Development and Agriculture and Rural Development took office on May 2021 4 Let s Grow North West Together
STATUS QUO ON HOD POSITIONS PROVINCIAL DEPARTMENT DG/HOD PERIOD TERM DATE OF TERM FROM TO Mr. M. P. Mogotlhe (DG) 5 years 01 May 2021 30 April 2026 DG North West Health Mr. O. E. Mongale (HoD) 5 years 01 April 2021 31 March 2026 Education Mrs. S. M. Semaswe (HoD) 5 years 01 March 2018 28 February 2023 Provincial Treasury Mr. N. I. Kunene (HoD) 01 Nov 2020 14 August 2025 4 years 6 months 5 years Social Development Mr. R. E. Mafokane (HoD) 01 May 2021 31 April 2026 Public Works and Roads Agricultural and Rural Development Arts, Culture, Sports and Recreation Economic Development, Environment, Conservation and Tourism Community Safety and Transport Management Cooperative Governance and Traditional Affairs Mr. P. J. Mothupi (HoD) Mr. T. Z. Mokhatla (HoD) 5 years 5 years 01 July 2016 01 April 2021 30 June 2021 31 March 2026 Mr. H. M. Metsileng (Acting HoD) Mr. L. G. Tshikovhi (HoD) 6 months 01 May 2021 31 October 2021 5 years 01 May 2018 30 April 2023 Ms. B. A. Mofokeng (HoD) 5 years 18 April 2017 17 April 2022 Mr. P. E. Motoko (HoD) 01 April 2021 30 September 2021 6 months Human Settlement Adv. H. F. Sephoti (HoD) 01 Feb-2021 31 July 2021 6 months 5 Let s Grow North West Together
Processes undertaken in filling HOD positions in the NW Province PRINCIPLES/PROCEDURES REFERENCE 1. Vacant HOD posts were identified and as per IMTT s directive prioritized as a matter of urgency to be filled to ensure leadership stability in the Province. IMTT Resolutions 2. Due to the fact that the province is under Administration, the Minister for the Public Service and Administration (MPSA) shall concur with the nominated candidate in respect of all HOD posts in the North West Province. 3. Consequently, for all departments with vacant HOD posts an EA had to first determine the composite requirements for employment in the post based on the inherent requirements of the job. In terms of the regulations an EA shall - (a) record the inherent requirements of the job; (b) ensure that the requirements for employment do not discriminate against persons historically disadvantaged; and (c) comply with any statutory requirement for the appointment of employees. Public Service Regulations (PSR) 1/VII/C.1.1 and 1/VII/C.1.2 This particular area of the regulations was covered in respect of the three filled HODs including the DG post. 4. The job must also be evaluated, unless it has been evaluated before. Evidence must be submitted that the relevant job has been evaluated in terms of the job evaluation system. PSR 1/III/F A benchmarking approach with similar job descriptions in other provinces and National departments where applicable was adopted in determining the job grading for the vacant posts. This was done in collaboration with the DPSA Intervention Team. 6 Let s Grow North West Together
Continue PRINCIPLES/PROCEDURES REFERENCE 5.In terms of the PSR An EA must ensure that the vacant post of HoD is advertised to reach (as efficiently and effectively as possible) the entire pool of potential applicants. The filling of posts of HoD must be effected by means of advertising such vacancy nationally inside and outside the Public Service. An advertisement for a post must, as a minimum, specify the following - Job title. - Core functions to be performed by the incumbent. - Inherent requirements of the post. - All-inclusive package payable. - Contact person to whom enquiries can be addressed. - Closing date. - The contract period (in the case of an HoD). - - That all shortlisted candidates will be subjected to personnel suitability checks (PSCs). PSR 1/ VII/C.2 All posts were advertised as per above requirements 7 Let s Grow North West Together
Continue 6. After the closing date of the advertisement the nominated panel conducted shortlisting. All shortlisted candidates must be subjected to preliminary security vetting as regulated in the MISS. In this regard departments must conduct personnel suitability checks (PSCs) in respect of all shortlisted candidates. Cabinet decision of 17/3/1999 PSR 1/VII/D.8(a) National Vetting Strategy approved by Cabinet during December 2006. Therefore, no candidate or person may be appointed in or transferred to a post of HoD or DG before the verification results have been duly considered. Such PSCs shall, with effect from 1 January 2008, cover at least the following: Directive by MPSA issued under cover of DPSA Circular 14/1/1/P of 23/11/2007 (a) Criminal record checks; (b) Citizenship verification; (c) Financial/asset record checks; (d) Qualification/Study verification; and (e) Previous employment verification (Reference checks) Directive by MPSA issued under cover of DPSA Circular HRP1 of 2010 dated 1 April 2010 Verification for candidates recommended for appointment was conducted , and the process with SSA is underway in relation to 6(c) above and for security clearance. 8 Let s Grow North West Together
Continue 7. The Premier appointed selection committees constituted by MECs from various portfolios for the vacant HOD posts. 8. During the selection process all candidates for a particular post were assessed against the same selection criteria by the same selection committee. 9. In respect to the Directive on the implementation of competency based assessment of 1 April 2011, it should be noted that following the interview process, the two most suitable candidates were invited for a competency assessment, to determine developmental gaps for each HOD post including the DG. Cabinet decision of 26 to 28 July 2006 DPSA circular of 4/3/2008 Chapter 5 of the SMS Handbook as amended, May 2011 Directive w.e.f. 1/4/2011 issued under cover of DPSA Circular dated 10/5/2011 9 Let s Grow North West Together
Continue 10. The selection committee (s) made recommendation (s) on the suitability of a candidate (s) after considering only (a) Information that is based on valid methods, criteria or instruments for selection that are free from any bias or discrimination; (b) the training, skills, competence and knowledge necessary to meet the inherent requirements of the post; (c) the needs of the department for developing human resources; (d) the representativeness of the component where the post is located; and (e) the department s affirmative action programme. Section 11 of the PSA, 1994 PSR 1/VII/D 11. The selection committee(s) recorded the reasons for its recommendation. The appointment of the successful candidate was only approved after consultation with the MPSA (who is responsible for concurrence) and the Premier then approved the appointments. 12. Upon sign-off by both the Premier and the MPSA, offers of employment were extended to the successful candidates by Office of the Premier in consultation with the respective MECs. 10 Let s Grow North West Together
Continue 13. After MPSA s concurrence has been obtained the Premier issued an appointment letter to the successful candidate indicating the following: - Indicate in accordance with which provision of the Act the appointment is effected. - Term of contract (if applicable) and all-inclusive package. - Attach the prescribed employment contract and refer to the requirement to enter into a performance agreement within the first three months of appointment. - Date of assumption of duty - Requirement to disclose financial interests within one month of appointment. - Requirement to complete form Z204, in order to allow the Domestic Branch of the State Security Agency to conduct the necessary vetting investigations, at the end of which a relevant security clearance will be considered. - Indicate that the appointment is made subject to a probationary period of 12 months PSR, Annexure 2, Parts 1,2 and 3 11 Let s Grow North West Together
HOD RECRUITMENT STATUS Recruitment is currently underway for the following HOD positions: HOD: Public Works and Transport HOD: Arts, Culture, Sports and Recreation HOD: Human Settlements HOD: Cooperative Governance and Traditional Affairs 12 Let s Grow North West Together
HOD RECRUITMENT STATUS PROVINCIAL DEPARTMENT Status Public Works and Roads The current HOD is on suspension and has been given contract termination letter. A submission to advertise the post has been drafted internally and signed off by the MEC. DPSA protocol has not been followed in terms of requesting the MPSA for concurrence and approval by the Premier. The submission to advertise the position has been returned to the department for compliance and re-submission. The post has been advertised with the closing date of 09 April 2021. A total of 35 applications were received. The DPSA Administration team has however, identified flaws/gaps in the post requirements and recommended that an erratum be issued after through consideration. A submission has been made to that effect for concurrence by the Minister. Awaiting approval. Job evaluation benchmarking is currently underway for the post. The challenge is that most similar Job Descriptions in other provinces are not current i.e. were reviewed more than 60 months ago which make it difficult to confirm the grading. DPSA is to make a determination following which advert will be published. Employment contract for the current HOD end in July 2021 and therefore a submission to advertise the post has been submitted to the Minister: DPSA for concurrence. Arts, Culture, Sports and Recreation Cooperative Governance and Traditional Affairs Human Settlement 13 Let s Grow North West Together
HOD PMDS COMPLIANCE The Minister for Public Service and Administration (MPSA) has issued the new PMDS directives in terms of section 41(3) of the Public Service Act, 1994, read with regulations 71(1) and 88 of the Public Service Regulation, 2016. Critical steps: 1. Signing of Performance Agreements (30thof April) 2. Half yearly review of performance (1 September -30thNovember) 3. Annual Performance Assessment (On or before the 31stDecember) 4. Annual Evaluation of Performance All HODs will be finalizing the signing of Performance Agreements by the end of May 2021 (Condonation DPSA) Compliance with the PMDS guidelines will be honored 14 Let s Grow North West Together
2018/2019 AND 2019/2020 PERFORMANCE ASSESSMENTS. Two HODs who are eligible for the annual assessments, assessed for financial year 2018/19 and 2019/20 The evaluation panel has been constituted, chaired by the Head of North West Public Service Commission submitted the assessment reports and will be 15 Let s Grow North West Together
CLOSURE THANK YOU 16 Let s Grow North West Together
