Designation Registrar of Births and Deaths DUTIES Management

Designation: Registrar of Births and Deaths DUTIES: Management and Administration of Resources for Births and Deaths § Human resources § Financial resources § Material resources § Enforcement of the Births and Deaths registration ACT ü Early registration ü Delayed registration (Legal delay) ü Late registration “BDMRA Laws of the Gambia, 1990”

Implementation of Births and Deaths registration activities: § Registration of Births and Deaths Documents required: ü Clinic cards ü Attestations from both Village and District chiefs on births; ü Completed statutory declaration form ü Medical certificate of cause of death ü Brought in death certificate ü Attestation from village ‘alkalo’(village chief) on deaths

Sensitization of service providers and communities on the concept of integration § Service providers at basic facilities and PHC villages § Governors and Technical Advisory Committees “TAC” § Multidisciplinary facilitation Teams § Village Development Committees § Local government Authorities (Regional) § Radio sensitizations for the general public

Distribution and Assignment of resources for Births and Deaths § ü ü ü Human resources: Deputy registrars Registration officers Data entry clerks Financial resources: No budgetary allocation Materials Resources: Births and Deaths registers Births and Deaths certificates Red seals Embossing machines Stationaries

Monitoring and supervision of registration processes Quarterly monitoring: • Visits to regional Health Directorates • Visits to basic Health facilities • Collect statistical data on births and deaths registered • Discuss issues affecting registrations • Discuss management and administration guidance • Supply needed materials to regional health directorates

Planning for community activities Ø Ø Ø Ø Ø Identification of problems Identification of activities Identification of participants Identification of partners Identification of intervention Area Budgeting for the activities Team settings Assigning roles and responsibilities Identification and distribution of materials and logistics Coordination and supervisory mechanism of the activities

Conduction of meeting Ø Meetings with staff on guidelines, processes and issues on births and deaths registrations Ø Meetings with senior management teams on issue relating to Births and Deaths registration Ø Meetings with stakeholders on Births and Deaths Registration issues Ø Meetings with partners on activities to be implemented, progresses and issues at hand Ø Planning meetings with technical committees for Births and Deaths Registrations activities.

Application processes for Births and Deaths certificates Conduct interviews: • Applicants and informants • Assess authenticity and completeness of application forms • Approval and endorsement of authentic and completed forms • Authorize registration and certification of applicants • Signing of completed Births and Deaths certificates.

Data processing and storage • Manually recording of births and deaths information • Registers are used for storing information • Registers are stored at the registry offices • Manual searching and retrieval of information • No central data archive • No computerized data storage and processing( system not computerised)

Verification and authentication of Births and Deaths certificates Ø Searching information from old records manually Ø Communicate to regions to verify information Ø Writing formal authentication letters

Technical committee meetings Ø On National Identification Documents (NIN) Ø On child trafficking and trafficking in persons Ø On child protections issue - OVC

On the Job Training Induction training for new employees Induction training for students on practicum Identify and nominate staff for training on ICT Identify and nominate staff for In-service training • Identify and nominate staff for workshops • •

Communications Ø Communicate to MOHSW administration Ø Writing letters to partners Ø Writing letters to stakeholders Ø Writing annual reports Ø Writing activity reports: • quarterly monitoring reports • campaign reports • meeting reports (minutes) • Student practicum reports

Administration Ø Assigning roles and responsibilities to staff Ø Ensure maintenance of discipline and ethics in work Ø Ensure both (staff) and customers adhere to rules Ø Supervision of staff on roles and responsibilities Ø Discuss emerging issues with the staff Ø Delegate responsibilities to senior officers Ø Filing administrative records and communications Ø Application of law on defaulters Ø Supervise and monitor cash collection and banking