Presentation By Mr M Aujayeb Principal Job Analyst

Presentation By Mr M. Aujayeb Principal Job Analyst Pay Research Bureau maujayeb@mail. gov. mu 1

Pay Research Bureau Objectives: To carry out pay reviews with a view to: (a) Rendering the public sector more efficient and effective (b) Recruiting and retaining required skills in the public sector (c) Establishing and maintaining reasonable differentials for different categories of skills and levels of responsibility 2

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History Set up in 1977 Covers 23 Ministries 55 Departments 80 Parastatal Bodies 9 Local Authorities Rodrigues Regional Assembly 109 Private Secondary Schools Customers: 170 Organisations 300 Staff Associations 80000 Public Officers 26000– 30000 Pensioners Website: http: //www. gov. mu/portal/site/prb/ Last Reports: 1987, 1993, 1998, 2003 4

In-between Reports • • Assessment of new grades/levels Advice on: Renumeration of contract officer Condition of Service Interpretations/Clarifications Pensionable emoluments for pensioners Determine eligibility for duty free facilities on cars and related benefits Participate in multidisciplinary teams in conduct of Job Inspection, Scrutiny and Management Review Exercises Participate: Standing Committees Public Sector Reforms 5

How we do all this? – Research_on going – Training and Development of Staff – Approach and Methodology Representations/submission for grading/regarding/on condition of service For Grading: 1. Job Analysis 2. Job Description Writing 3. Job Evaluation 6

For Office use only PAY RESEARCH BUREAU • • • • JOB DESCRIPTION QUESTIONNAIRE The Pay Research Bureau is updating its records in respect of the various kinds of jobs being performed in the Civil Service, Para-statal and other statutory bodies, Local Authorities, Rodrigues Regional Assembly and the Private Secondary Schools. Officers in the different Ministries/Departments/Organisations are being asked to supply relevant information about their jobs. In this context, you have been sampled for the exercise. You are therefore requested to fill in this Job Description Questionnaire. Before filling in the questionnaire you are requested to read the annexed Guidelines and Glossary of Terms used in Job Descriptions. As a jobholder you are the best person to give a comprehensive description of the job you are performing. The information provided will enable the Bureau to make an appropriate assessment of your grade. If you are new on the job, ask your supervisor what duties you will have in addition to those with which you have already become familiar. The Bureau relies on your cooperation. 1. Ministry/Department/Organisation: ……………………. …. . 2. Division/Branch/Section: ………………………………… 3. Grade: …………………………………………. … 4. Name of Officer: …………………………………. . . 5. Date of first appointment and grade: ………………. 6. Date of appointment to present grade: ………………………… 7. Salary Code and Salary Scale of the Grade (excluding Salary Compensation): Code: . . . Salary: Rs. . . …………………………. 8. Salary point reached in the Scale (excluding Salary Compensation): Rs ……………. 9. Personal Salary/Salary Scale (if any): (excluding Salary Compensation): • 10. • • Rs ……………………………. … Overtime/Extra duty Allowance, if regular: Frequency during last financial year: ………………………. Amount received for last period/month: Rs …………………… • 11. State the type of Travelling Allowance/Refund of Travelling to which you are eligible: Travel Grant Mileage Commuted Travelling Allowance Specify other Travelling Allowance, if any …………………………………………………………………………………… • 12. Are you eligible for (a) Uniforms? (b) Protective items? Yes/No If yes, please specify. 7

13. 14. 15. 16. 17. 18. 19. 20. Position in the Organisation Draw an Organisation Chart of your Division/Branch/Section indicating the grade(s) to whom you report and the grade(s) (with number of officers) reporting to you. Also indicate the grade(s) with which your post has direct working links. Please see para 1 of guidelines. Background Information Give a brief account of the main functions of the section where you are posted. Brief Description of the Purpose of your Job Explain in general terms the duties which you are performing to achieve the overall objectives of the section where you are posted. Accountability State briefly what you are expected to achieve and for which you are held responsible and answerable. Please see paragraph 2 of guidelines. Main Activities Describe in detail the main duties performed by you. Use additional sheets if necessary. Indicate the approximate percentage of time spent on each activity (e. g. on a daily, weekly, monthly, quarterly basis etc). Please see paragraph 3 of guidelines. (a) Contact and Communication State the nature, purpose and frequency of contact/interaction made by you with persons inside and/or outside the section/organisation/government during the course of your work. (b) Modes of Communication Please specify the various modes of communication used by you e. g E-mail, Fax, Computer Network etc. (a) Supervision Received Please indicate how your work is supervised. (b) Supervision Given Please indicate the various types and extent of supervision you give in the performance of your duties. Please see paragraph 4 of guidelines Responsibility for Assets: Indicate any responsibility you have for money, (approximate sum involved) and for materials and equipment (approximate value, if possible). Also indicate the extent to which you are accountable for loss, damage etc. 8

• • 21. (b) Working Conditions (a) Hours of Work: Weekdays: From: ……………. Lunch Time: From: ……………. Saturdays: From: …………… Yes No Do you work on staggered hours? To: …………… Please tick as appropriate • • • • (c) (d) 22. 23. Or Roster (Day)? Or Roster (Day and Night)? Or Shift? (Please see paragraph 5 of guidelines) If yes, please give details (e. g. Shift cycle, Rest period etc. ) Do you work on Sundays and Public Holidays? Yes/No If yes, please give frequency and duration. Do you work outside normal working hours? Yes/No If yes, please give details. Environmental Conditions: (Risks of accident, health hazards, unfavourable climatic conditions, isolation etc). Explain and elaborate with example. Additional Information (a) Would you suggest a change in the title of your post, if the current one is in your view not suitable? Yes/No (b) • • • If yes, please give details/reasons. Are any of your tasks being performed by officers in other grades in the organisation? Yes/No If yes, please give details. (i) List the tasks which you are performing and you consider should not be performed by you. (ii) Which grade according to you should perform these tasks? (d) List the tasks performed by officers in other grades but which you consider ought to have been done by you, for efficiency and effectiveness. (e) Specify the training that you have received in the present grade (courses, seminars, on-the-job training, etc) Give any other relevant information which you think is necessary for a full understanding of your job. (c) 24. 9

• 25. Jobholder's Signature: . . . . Date: • • • 26. Immediate Supervisor (i) Your comments on the job description. (ii) Is Jobholder performing any duty in addition to his/her normal schedule of duties? • • • . . . . Name: . . . . ……………. Grade: . . . ……………. . . . . Signature: . . . . Date: . . . ……………. . . . 27. For Bureau's use only: Name of Officer: . . . . ……. . Grade: ………. . Signature: . . ………. . Date: . . . ……………. 10

Job Evaluation: Point Rating System Factors Worth of a Job Measured by compensable factors i. e. those elements common to all jobs but differ by quality and quantity within each job. The degree of differences within jobs make it possible to determine job worth. 11

Job Evaluation (Cont’d) Universal Compensable Factors Skill: the experience, training, ability and education required to perform a job under consideration. Effort: the measurement of the physical or mental exertion needed for performance of a job Responsibility: the extent to which an employer depends on the employee to perform the job as expected with emphasis on the importance of job obligation Working Conditions: Hazards and Physical surrounding of the job 12

For conditions of Service Research: Modify/improve for a more performing efficient and effective civil service for desired employee behaviour, to develop the required attitude among employees e. g. • paid sick leave not taken • Training Incentives • Pensions 13

For Organisation Designs • • Visit Study Organisation Charts Creation of grades Mergers of Grades/Organisations 14

• Philosophy of the Report • Reward Strategy • Other Issues in determining salary 15

Specimen MEMORANDUM FROM UNIONS FOR THE 2008 PRB REPORT Name of Trade Union: …………………………. . . Name of Federation (if affiliated): ………………………. …. PART I: BASIC DATA 1. Ministry/Department/Organisation: ………………………. 2. Representations on behalf of: ……………. . ……………… Grade(s)/Cadre 3. Current Grading and Salary Structures. Grade Salary Initial ………………………………………. ……………… ……………… …. …………… (Rs) Top ……………… ……. ………… ……… 16

PART II: PARTICULARS OF REPRESENTATION(S) • • 4. Outline your representation(s) in clear and concise form. (i)………………………………. (ii)……………………………… (iii)…………. . ………………………. (iv)……………………. . (v)…. …………………………… (vi)………………. • • PART III: JUSTIFICATION OF REPRESENTATION(S) 5. Give reasons in brief to justify each representation. …………………………………………………………… • 17

PART IV: GENERAL REMARKS 6. Give any other relevant supplementary information you deem necessary to enable a proper assessment of the representation(s). Annex relevant documents including tabular statement, if any. ………………………………… PART V: SIGNATORIES 7. State clearly the name and designation of the signatories. Name : Designation : Signature : Date : 18

Learning Journey Reflections Date: • • Name: …………………. Title: ………………… Conducted by: ……………. . 1. Some Interesting Observations and Ideas: ………………………………. • 2. One idea I can use ………………………………. • 3. One or two persons back at the office I will share my learning with: • 4. Assessment of the session leader Very Good 5. Good Fair Any suggestions: …………………. . 19

Thought of the day When there is righteousness in the heart There is beauty in the character When there is beauty in the character There is harmony in the home When there is harmony in the home There is order in the nation When there is order in the nation There is peace in the World 20