LOCAL GOVERNMENT SERVICE COMMISSION
(LGSC) Tel: 241316/242086
VACANCY ANNOUNCEMENT FOR LOCAL
COUNCIL CIVIL SERVICE (Issued 9 May 2007)
(1) CHIEF ADMINISTRATOR
Job Title/Position: Chief Administrator
Duty Station Any of the following – Kambia & Moyamba District Councils
Responsible to: The Local Council
The purpose of creating this job is to satisfy the requirements of the LGA 2004 to create the Administrative Department, which will over the technical functions of the Local Councils and provide strategic leadership in the implementation of the plans of the Local Councils. The Chief Administrator will be the head of this Department.
The holder of the Office of the Chief Administrator must have the following qualifications:
(a) an Honours Degree or at least a second Division Bachelors in Social Science , Arts, Public Administration or Law from a recognized university;
(b) not less than 8 ( eight) years post –qualification relevant working experience in a Local Council, Civil Service or a reputable private enterprise ; and
(c) is of a high moral character and proven ability
The Chief Administrator shall perform the following functions:
1. be responsible to the Local Council and its Chairperson;
2. advice the Local Council on all matters relating to Local Government Policy;
3. be responsible for all staff , assets, activities and programmes of the Local Council;
4. as vote controller be responsible for the financial and other resource management and the day-to-day administration of the Local Council;
5. be the secretary to the Local Council and the head of the Administration of the Council;
6. be the custodian of all documents and records of the Local Council;
7. coordinate the devolved sector Ministry activities in the Local Council;
8. be responsible for the implementation of all lawful decisions of the Local Council;
9. assist and advice the Chair person in the performance of his/ her functions;
10. be responsible for the supervision of Chiefdom finances;
11. arrange visits of VIPs to the District / Urban Council and serve as protocol to same;
12. be responsible for the administration of Estates and Civil Marriages
13. supervise , co-ordinate and monitor the activities of the various departments and units of the Local Council programmes and activities of the Local Council;
14. oversee the initiation , execution , monitoring and evaluating development projects and programmes approved by Council;
15. Provide monthly report to the Council on programmes and activities of the Local Council;
16. ensure transparent and accountability in the management and delivery of the Local Council ‘s services;
17. perform any other duties that may be assigned by the Local Council or its Chairperson;
18. chairs the Procurement Committee of the Local Council
The Chief Administrator will supervise all staff of the Local Council. He will head the General Administration Department implying that all staff under that department will receive direct supervision from the Chief Administrator.
The Chief Administrator will be in contact with the Chairperson, Local Council, Local Government Service Commission, the Ministry of Local Government and Community Development and development partners that have interest in the development of the locality.
The authority level of the Chief Administrator will be within the limit determined by the provisions of the Local Government Act No. 2 of 2004
(2) DEPUTY CHIEF ADMINISTRATOR
Job Title/Position: Deputy Chief Administrator
Any of the following Councils: Pujehun, Tonkolili & Kambia District Councils
Responsible to: The Chief Administrator
The purpose of creating this job is to satisfy the requirements of the LGA 2004 and to provide support to the Chief Administrator to ensure that administrative business of the Local Councils is carried out satisfactorily.
QUALIFICATION OF DEPUTY CHIEF ADMINISTRATOR
The holder of the Office of the Deputy Chief Administrator must have the following qualifications:
(a) an Honours Degree or at least a second Division Bachelors in Social Science , Arts, Public
Administration or Law from a recognised university; or
(b) a second class Honours Degree in Social Science, Arts, Public Administration or Law from a recognised University with not less than 8 (eight) years of relevant post –qualification working experience in Public Administration or a reputable private enterprise ; or
© a Third Class Honours or Ordinary Bachelors Degree in Social Science, Arts, Public Administration or Law from a recognised university and not less than 10 (ten) years of relevant post-qualification experience in Public Administration or a reputable private enterprise.
The Deputy Chief Administrator shall perform the following functions:
1. be responsible top the Local Council Administrator
2. assist the Local Council Chief Administrator in the general administration of the Local Council;
3. assist the Local Council Chief Administrator in the day-to-day administration of the Local Council;
4. assist the Local Council Chief Administrator in the supervision of the Chiefdom administration and the preparation of their budgets;
5. assist the Local Council Administrator in the preparation of the Local Council budget in consultation with the Treasurer and Heads of Departments;
6. perform any other duties that may be assigned by the Local Council Chief Administrator;
7. act as Chief Administrator in the absence of the Chief Administrator
The Deputy Chief Administrator under the general supervision by the Chief Administrator will supervise the Administrative Assistants and other lower cadre staff.
The Deputy Chief Administrator will be in contact with the Chief Administrator in the execution of his/her functions. He will receive direct supervision from the Chief Administrator.
The authority level of the Deputy Chief Administrator will be within the limit determined by the Local Government Act for effective operation. The Deputy Chief Administrator staff will however assist the Chief Administrator and will act as Chief Administrator in the absence of the Chief Administrator.
(3) LOCAL COUNCIL FINANCE OFFICER (LCFO)
Job Title/Position: Local Council Finance Officer
Duty Station: Any of the following - Moyamba, Bonthe, Bo, Pujehun and Kambia Districts & Bonthe Municipal Councils,
Responsible to: Local Government Chief Administration
The Local Government Act, 2004 created nineteen local councils. These councils were constituted after Local Government elections in June, 2004. The Head of the administration of each council is the Chief Administrator. The Treasurer is required to head the accounting Department.
· Higher National Diploma
· A degree in Accountancy
· C A T
· A A T / T D A
· A C C A (Level 2 upwards)
Excellent computer skills including word processing and spreadsheet functions.
· Knowledge of Sierra Leone Tax Rules.
· Excellent organizational and multi-tasking skills.
· Ability to communicate clearly.
· Results-oriented personality.
· Self-motivator, and works well independently.
· Ability to work under pressure and meet deadlines.
DUTIES AND RESPONSIBILITIES:
The Treasure shall perform the following functions:
1. Ensure that all payment vouchers are prepared according to laid down procedures and that all necessary supporting documents are attached before authorizing payment;
2. Review and approve purchase requests up to Le. 2,000,000.00
3. Coordinate and monitor weekly fund requirements and cash positions to ensure that programme managers are able to execute their activities effectively
4. Maintain and monitor schedule of budget vs. actual reports; advise all relevant finance and program Staff about their budget performance and discuss such issues with the Chief Administrator
5. Secure all accountable documents
6. Maintain and regularly update fixed asset register
7. Maintain all bank accounts and ensure that monthly bank reconciliation reports are prepared and reviewed by the 10th of each month
8. Signatory to all bank accounts
9. Ensure that all revenue collected is banked intact daily and properly recorded and accounted for in the ledgers
10. Responsible for updating the accounting system (manual or computerised)
11. Prepare monthly receipts and payments summary and balance sheet (with supporting schedules) for the preceding month by the 10th of each month
12. Take action on all internal audit recommendations on a timely basis
13. Train other financial management staff and programme Staff
14. Review and approve all petty cash requests
15. Retire all petty cash float to the Chief Administrator on a monthly basis for replenishment
16. Responsible for the monthly Payroll and for making statutory payments to NRA and NASSIT by the due dates
17. Perform any other tasks as directed by the Chief Administrator
The Local Council Finance Officer will head the Finance Department of the Local Council and will supervise all staff within that department.
The Local Council Finance Officer will be in contact with the Chief Administrator and the Chairperson of the Local Council. He will also be in contact with donors supporting the activities of the Local Council financially. He will receive direct supervision from the Chief Administrator. The LCFO will also be in contact with the Development Planning Officer to ensure the preparation of Local Council composite budgets i.e. budgets that are consistent with the Local Council Development Plan.
The authority level of the LCFO will be within the limit determined by the Local Council for effective operation. The Treasurer will head the Finance Department of the Local Council.
The Treasurer will supervise all staff in the Finance Department of the Local Council.
Job Title/Position: Accountant
Duty Station Any of the of the following - Moyamba, Bonthe, Bo, Kambia, Pujehun, Kono,
Tonkolili and Bombali District and Bonthe Municipal Councils
Responsible to: Treasurer
The Local Government Act, 2004 created nineteen local councils. These councils were constituted after Local Government elections in June, 2004. The Head of the administration of each council is the Chief Administrator. The Treasurer is required to head the accounting Department, Accountants/Accounts Assistants are required to assist the Treasurers as senior Accounting Officers.
. Higher National Diploma
· A degree in Accountancy
· C A T
· A A T / T D A
· A C C A (Level 2 upwards)
v Excellent computer skills including word processing and spreadsheet functions.
v Knowledge of Sierra Leone Tax Rules.
v Excellent organizational and multi-tasking skills.
v Ability to communicate clearly.
v Results-oriented personality.
v Self-motivator, and works well independently.
v Ability to work under pressure and meet deadlines.
§ Comply with the Accounting Manual and any other directions or instructions issued by the CA or Treasurer;
§ Reports directly to the Treasurer
§ exercise supervision over the receipt of revenue, ensure its punctual collection and report immediately any defect or difficulty in the procedure for the collection of revenue which comes to his notice;
§ acknowledge and bring promptly to account under the proper accounting code all money collected;
§ bring promptly to account as receipt any unexplained surplus of cash or stores;
§ ensure that no payment is made which is not covered by proper authority and report immediately any waste or extravagance which comes to his notice;
§ promptly charge in his accounts under the proper heads and sub-heads all disbursements of the Council;
§ ensure that proper provision is made for the safe custody of moneys, stores, assets, receipt books, tickets, licenses, keys, etc. in his charge;
§ Regularly check all cash and stores in his charge, verify the amounts with the balances shown in the cash book or stores ledger, and ensure that authorized maximum balances are not exceeded without the approval of the Treasurer;
§ Exercise strict supervision over all officers under his authority entrusted with financial or accounting duties and bring to notice any incompetence, dishonesty or carelessness on their part; take precautions, by surprise audits and the maintenance of internal checks, against the occurrence of fraud, embezzlement or errors;
§ produce for inspection when required by the CA, Treasurer, HIA, Auditor General or Local Government monitors all cash, securities, account books, records, receipt books or vouchers in his charge;
§ promptly reply to any queries addressed to him by any of the officers mentioned in (x) above, giving in full the information or particulars required;
§ Promptly prepare such financial returns and statements as required by any law, financial regulation, or instructions from the Treasurer and requirements of central ministries;
§ Study the convenience of the public and make arrangements, compatible with the carrying out of these Regulations, to facilitate business with the public;
§ Bring to notice any apparent deficiency in these Regulations or the Accounting Manual and to suggest any means by which financial and accounting procedures might be improved.
The Accountant will head the Accounts section of the Finance Department of the Local Council and will therefore supervise all staff within that section.
The Accountant will be in contact with the Treasurer in the execution of his/her duties. He will receive direct supervision from the Treasurer.
The authority level of the accountant will be within the limit determined by the Local Council for effective operation. The Accountant will head the Accounts section and will act as Treasurer of the Local in the absence of the substantive holder of the office.
The Accountant will supervise all staff in the Accounts section of the Finance Department of the Local Council.
(5) STATISTICIAN/MONITORING AND EVALUATION OFFICER
Job Title/Position: Statistician/Monitoring and Evaluation Bo, Pujehun, Bombali and Kambia District and Bo & Koidu New Sembehun City Councils
Department: Development Planning and Management
Responsible to: Development Planner
Take responsibilities of providing a Local Council with statistics on socio-economic and demographic data (to help strengthen good governance) that will enable a council to carry out its medium term plans as indicated in its development plan document.
The applicant should be a holder of a Bachelor Degree in Social Sciences (Honours in Economics) or Bachelor of Science Degree in Mathematics (Major in Statistics). Must have worked in a recognised statistical institution/Agency for at least three years and have substantial knowledge in Government Statistics. The staff must be efficient in Microsoft Excel Word, Power Point and Access.
The Statistician shall be responsible for and/or assist:
· Collecting and compiling statistical data as required by the development planner;
· Develop and maintain a data base for council on socio-economic and other demographic data;
· Compile and categorize data subject to standards defined by Statistics Sierra Leone ;
· Liaise with the Economist and Treasurer in developing and monitoring certain development indicators;
· Liaise with the statistical units of all MDAs and NGOs ;
· Publication of a quarterly statistical bulletin;
· Perform other assignment(s) relevant for the achievement of council’s objectives.
The Statistician shall be responsible for the authenticity of all socio-economic data disseminated by the council. Therefore, the statistician will liaise with the Development Planner, Economist, Treasurer, and other data generating units.
The Statistician will liaise with the IRCBP through any of its units.
The authority of the Statistician shall be within the limit determined by the Local Government Chief Administrator through the Development Planner for effective operation.
PROPOSED MODE OF RECRUITMENT OF STAFF
It is important for Local Council to follow a transparent and fair procurement procedure in recruiting staff in order to provide an equal opportunity to all potential applicants and ensure that the best applicants are recruited. To enhance the aforementioned, the following procedure is recommended:
Step 1: Preparation of Terms of Reference
For each vacancy to be filled, a Terms of Reference should be prepared clearly detailing out the functions and responsibilities, duration of employment, qualification, and closing date for applications among other things. The Terms of reference should be prepared and submitted to the Local Government Service Commission for vetting and approval. A team which should be headed by the Chief Administrator should be tasked to carry out this responsibility since the Local Councils are yet to establish a Human Resource Development Unit which is better placed to carry out such functions. Council clearance may be sought before proceeding to the next stage.
Step 2: Advertise Position
Council should agree on the means of making the information about the recruitment known to the general public. Good practice of ensuring this involves the following:
- Advertising in the most widely read newspapers three weeks before the close of applications
- Advertising through the national and local radio stations
- Displaying adverts at strategic places (this is mainly within the locality)
- Announcements in public places (Churches, Mosques, Football matches)
The Advertisement should last for at least 3 weeks. Applicants should be requested to apply formally to the Local Council through the Chief Administrator. The application should be accompanied with relevant documents including Curriculum Vitae, supporting official documents such as copies of certificates and testimonials.
Step 4: Constitute a Team to review applications and short-list candidates for interviews
A team should be constituted to review the applications and make recommendations for short-listing of candidates. Careful consideration should be taken in appointing the short-list team particularly in the case of direct interviews. Credible and honest people should be selected. However, bearing in mind that the positions to be filled are highly technical, at least one of the members of the short-listing team should be knowledgeable in the subject area. The size of the Team could be between 3-7 members. The Chief Administrator can make recommendations to the Local Council for its approval.
Team members should be officially informed about their nomination to serve on the team and their official acceptance should be sought.
Step 5: Short-list applicants
Two approaches can be followed in short-listing candidates. If the Local Council intends to conduct exams as a basis for short-listing candidates to be interviewed, the work of the short-listing team will be to identify all applicants that meet the minimum conditions. If the approach is to carry out interviews without exams, the Team will have to carry out a more careful and detailed job since the list of interviewees should not be too long. It is recommended that 3-5 applicants are short-listed in the case of direct interviews.
A report should be prepared on the short-listing and presented to the Local Council for approval before contacting the short-listed persons.
Step 6: Obtain "No Objection" from Local Government Service Commission (LGSC) with regard to the outcome of the short-listing
An official ‘no objection’ should be sought from the LGSC before proceeding with the interviews to ensure that the process followed by the Local Councils in short-listing candidates is transparent and fair and in accordance with the guidelines. To facilitate this, the Local Council will be required to present a summary report to the LGSC on how the short-listing was done and the results of the exercise. Local Councils may be requested to restart the process at this stage if the LGSC realizes that the guidelines have not been followed and the process cannot be regarded as transparent and fair.
Step 7: Invite short-listed candidates for interviews
After all approvals have been obtained, Local Councils will officially inform short-listed applicants with regard to the interview schedule. This should be done in writing and where possible supported by telephone calls.
Step 8: Conduct interviews and select best applicant
Interviews should be conducted as a basis for the selection of the best applicant. An Interview panel constituted by experienced and high profiled individuals should be formed and tasked with the responsibility of conducting the interview. Again experts in the relevant field should be part of the interview panel. The LGSC should be represented in the panel except the LGSC feels otherwise. A Chairperson and Secretary for the panel will be appointed. An interview guide should be prepared to ensure that applicants are given fair treatment.
Each panelist should be given a uniform score sheet to rate the applicant on specific issues. At the end of the interview, scores from each of the panelists will be collated to arrive at an average score for each of the participants. Each score sheet should be signed by the panelist who completed it. A report will be prepared detailing out the procedure that was followed and the results. The score sheet of each of the panelists should be part of the report.
Step 9: Present a report and submit to the Local Government Service Commission for approval
The report on the interview will be submitted to the LGSC for clearance. The essence is to ensure that the Local Council has followed a transparent and fair process and adhered to the approved guidelines for staff recruitment.
Step 10: Present interview results and recommendations to Local Council for final approval
The final approval of the recommendations of the interview panel will be done by the Local Council which is the employing authority. When once the Council approves the recommendations of the panel, both the successful and unsuccessful applicants will be duly informed.
GUIDELINES FOR APPLICATION SUBMISSION
1. Applicants can apply for more than one post.
2. All applications must indicate the Local Council of employment interest. Applications without this indication shall be rejected.
3. Applicants who wish to apply for one post but in more than one Local Council shall send one application but shall indicate what Local Councils it would be interested in.
4. This is an equal opportunity advert; both men and women could apply
5. All Applicants shall send their applications addressed to:
Establishment Committee (of the respective Local Council)
Copies of each application MUST be sent to:
The Executive Secretary
Local Government Service Commission
8th Floor, Youyi Building
Freetown, Sierra Leone
6. All applications shall be submitted by hand by 5.00 p.m. GMT on 30th May 2007. All late submissions shall be rejected.
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