TRAINING POLICY OF THE PUBLIC SERVICE OF NAMIBIA

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TRAINING POLICYOF THEPUBLIC SERVICEOFNAM I BI ADIRECTORATE HUMAN RESOURCES DEVELOPMENTOFFICE OF THE PRIME MINISTERJuly 1999

2INDEXCHAPTER 11. OBJECTIVES3CHAPTER 22. INTRODUCTION2.1 Definition2.2 Necessity and Purpose of Training444CHAPTER 33. CLASSIFICATION OF TRAINING3.1 Qualifying Training3.2 Non-Qualifying Training555CHAPTER 44. RESPONSIBILITY FOR TRAINING4.1 The Individual4.2 The Supervisor4.3 Training Officer/Component in the O/M/A4.4 Office of the Prime Minister4.5 Permanent Secretaries4.6 Ministerial Training Committee4.7 The Corporate Training Committee4.8 Personnel Office4.9 Public Service Commission4.10 Ministry of Foreign Affairs4.11 Ministry of Higher Education4.12 Centre for Public Service Training (UNAM)CHAPTER 55. PROCEDURE FOR ATTENDING TRAINING5.1 Training presented by DHRD in OPM5.2 Training presented by Outside Agencies151515CHAPTER 66. UTILISATION OF KNOWLEDGE/SKILLS OBTAINED6.1 Training outside the Public Service6.2 Conveyance of knowledge/skills6.3 Transfer of skills by expatriate personnel17171718CHAPTER 77. CONCLUSION18666791112131314141414Training Policy for the Public Service of Namibia

3TRAINING POLICY OF THE PUBLICSERVICE OF NAMIBIACHAPTER 11.OBJECTIVESThe Government of the Republic of Namibiarecognises that its staff members are its mostimportant asset and therefore wishes to encouragethem to develop skills, competencies and abilities forthe benefit of the Public Service.The objectives of this policy are1.1to ensure that training receives a high degree ofsupport on all levels, especially from top management;1.2to ensure that training is carefully planned, properlycoordinated and sustained on all levels;1.3to recognise the fact that effective training can onlytake place when matching resources are properlyplanned and budgeted for, e.g. training personnel,equipment, facilities, material, etc.;1.4to establish an internal capacity for training in thePublic Service;1.5to offer training to all categories of staff and at all levelsof the Public Service;1.6to ensure that training and development takes placewithin the parameters laid down by Government inpolicies and legislation; and1.7to ensure that training is offered to Namibian citizensemployed in the Public Service (and only in exceptionalcases, where Namibians do not meet the requirements,to non-Namibians).It is expected of all those concerned to apply thetraining policy dynamically.Training Policy for the Public Service of Namibia

4CHAPTER 22.INTRODUCTION2.1DEFINITION2.1.1 Training can be seen as the systematic process ofchanging the behaviour and/or attitudes of people in acertain direction to increase goal achievement within anorganisation, as opposed to education which may bedefined as activities which aim at developing theknowledge, moral values and understanding required inall walks of life.2.1.2 The word training as used in this policy refers toseminars, workshops, lectures, conferences, courses,attachments, etc.2.2NECESSITY AND PURPOSE FOR TRAINING2.2.1 The necessity for the training and development ofPublic Service personnel is that they are responsiblefor rendering efficient services to the people ofNamibia. They should not only be committed to theirtasks, but should also be well informed and trained tobe functionally effective. Staff members are alsoexpected to keep abreast of relevant stries/Agencies) within which they operate.2.2.2 No person can be expected to be prepared for theoccupation of a post in the Public Service as a result ofhis/her general training/formal education at a school,college or university.2.2.3 The role that training can play in enhancing theperformance of staff members in organisational andnational development cannot be over-emphasised.2.2.4 Through appropriate training, new technology as wellas administrative and management principles/practices can be mastered and adapted to the workenvironment with a view to enhancing productivity andimproved service.2.2.5 If Offices/Ministries/Agencies do not develop trainingplans consistent with their organisational and individualstaff members’ needs, training efforts are unsystematicand unfocused and tend to be unproductive and notconducive to sustainable national, organisational andindividual performance.2.2.6 This policy provides for the identification of role playerswho will be responsible for the provision of wellplanned, systematic and focused training.2.2.7 Public Service training is, however, not intended to:(a)qualify staff members to meet appointmentrequirements e.g. formal qualifications (excludingthose mentioned in paragraph 3.1.2), typing skills,driver’s training, basic language skills; or(b)provide for self-development needs that are notdirectly work-related.Training Policy for the Public Service of Namibia

5CHAPTER 33.CLASSIFICATION OF TRAINING3.1QUALIFYING TRAININGQualifying training refers to any training/studies whichlead to a formal qualification.3.1.1 Pre-Service Qualifying Training(a)(b)In terms of the Public Service Act, 1995 (Act 13 of1995), the Prime Minister, on recommendation ofthe Public Service Commission, prescribesminimum qualifications for appointment in specificposts in the Public Service. This is stipulated intherespectivePersonnelAdministrativeMeasures.It is therefore necessary, from the beginning, toensure continuous liaison with the Public ServiceCommission if a training institute (e.g. theUniversity of Namibia) should plan or is contactedto present an acknowledged qualifying trainingcourse or should want to implement a new trainingcourse that could lead to an acknowledgedqualification.courses for Air Traffic Controllers or training oftechnicians.3.2NON-QUALIFYING TRAININGNon-qualifying training is training that does not lead tothe awarding of a formally recognised qualification.3.2.1 Administrative Training(a)The Directorate Human Resources Develop-mentin the Office of the Prime Minister is responsiblefor administrative training within the Public Serviceof Namibia. Administrative training refers to thecompetencies which are necessary to enable staffmembers to carry out their administrative tasks. Itrefers to training of a general nature.(b)Administrative training includes aspects such as:(i)(ii)(iii)(iv)(v)(c)3.1.2 Qualifying In-Service TrainingQualifying in-service training refers to the trainingoffered as a whole by/through the Public Service tostaff members in order to qualify them for specificvocational fields. Examples of such training areManagement Training;Supervisor’s Courses;Induction Courses;Communication Skills; andCustomer Care Training.Lower level administrative training will bepresented by the Training Officer/Component inthe Office/Ministry/Agency; mid-level dministrative training by the Training Officers of theDirectorate Human Resources Development inTraining Policy for the Public Service of Namibia

64.the Office of the Prime Minister;and top levelmanagement training, i.e. from Deputy Director up toPermanent Secretary, primarily by the Centre for PublicService Training at the University of Namibia.Role players involved in the training of Public Servicestaff members are:4.1THE INDIVIDUALSince no person is fully equipped for his/her task solelythrough pre-service education and training, all staffmembers have to, for their own sake as well as for therealisation of the ideals of the Public Service,participate in a continuous programme of training anddevelopment with the full knowledge of the supervisor.3.2.2 Functional TrainingFunctional training refers to the line y/Agency, e.g. training an accountant todo accountancy work, training a clerk to do clericalwork, etc. Offices/Ministries/Agencies have theresponsibility for their own functional training. Thistraining, which is mainly the responsibility of thesupervisor, is primarily conducted through mentoring oron a person-to-person basis.RESPONSIBILITY FOR TRAINING4.2THE SUPERVISOR4.2.1 It is the responsibility of supervisors on all levels toidentify both the development needs of their staffmembers and ways to meet them. Supervisors willtherefore have to measure the competencies of theirstaff members against the requirements of the postneeded for the mastering of the job. (Public ServiceStaff Code, Chapter C 1, paragraph 2(2))4.2.2 In this connection, it is vital that the supervisor clearlyidentifies the general functions of the department orsection or unit in which the staff member works andalso the specific functions and duties of the staffmember.CHAPTER 44.2.3 Any shortfalls in competencies and attitudes need to beaddressed by means of an efficient, differentiated andintegrated training programme - differentiated to theextent that it meets the development needs of theTraining Policy for the Public Service of Namibia

7duty should be kept (Public Service Staff Code,Chapter C 1, paragraph 2(2)(c)); andindividual and not only those of a group, and integratedbecause it eventually needs to link up with a trainingprogramme which meets the requirements of theOffice/Ministry/Agency.4.2.4 Since the duties of staff members change every nowand then and training needs have to be assessedregularly, supervisors are required to draw up andcontinuously revise training and developmentprogrammes for each of their staff members. Theseprogrammes should meet the administrative andfunctional development needs of staff members as wellas the ways in which these requirements should bemet.4.2.5 The attention of the supervisor is drawn to thefollowing:(a)(b)(c)that matters concerning training and developmentare not only discussed but that positive steps aretaken to draw up and implement training anddevelopment programmes to broaden thecompetencies and to positively influence theattitudes of staff members.In this respect,supervisors must keep a training schedule andrecord of each staff member throughout his/herPublic Service career;that staff members are briefed prior to training,follow-up support is given and opportunities forapplication are created;that an additional duty, “self development”, isadded on all duty sheets. Regular reports on theextent to which the staff member performs this(d)that adequate budgetary provision is made forstaff members’ development.4.2.6 Supervisors who are not familiar with the assessmentof training needs and the training of adults are advisedto consult the Training Officer/Component in theirOffices/Ministries/Agencies. (See also paragraph 4.3.5below.)4.2.7 The performance of supervisors regarding training ofstaff members is also a reflection of their supervisoryskills.4.3TRAINING OFFICER/COMPONENT IN THE OFFICE/MINISTRY/AGENCYThe functions of the Training Officer/Component are:4.3.1 to formulate the Office/Ministry/Agency's training policyin conjunction with the respective Training Committee.This policy should be in line with the Training Policy ofthe Public Service of Namibia;4.3.2 to coordinate and advise the Office/Ministry/Agency’sTraining Committee on all training matters and specifictraining needs, excluding qualifying training; (Seeparagraphs 4.8.5 and 4.11)4.3.3 to serve as a member of the Office/Ministry/Agency’sTraining Committee;Training Policy for the Public Service of Namibia

84.3.4 to develop and promote a training record system forthe Office/Ministry/Agency;4.3.5 to assess or coordinate the assessment of the trainingneeds of the Office/Ministry/Agency;4.3.6 to initiate and schedule training projects in conjunctionwith the development plan and provide the TrainingCommittee with a six monthly programme for theOffice/Ministry/Agency;4.3.7 to develop, organise and coordinate training facilities,equipment and aids for training sessions;4.3.8 to promote discussions on budgetary allocation for staffdevelopment with Training Committee members; (Seeparagraph 4.6.6)4.3.9 to conduct administrative training, i.e. lower levelInduction and Supervisor’s Courses;4.3.10 to assist and/or coordinate training, both functionaland administrative. (Training Officers cannot beexpected to conduct functional training as part of theirnormal duties.Only under exceptional circumstances, where the Training Officer has specificexpertise within a functional field, can he/she berequested to conduct such training, provided that thisdoes not infringe on his/her other duties.);4.3.11 to liaise with all sections in the Office/Ministry/Agency with the aim to obtain and confirmnominations for training;4.3.12 to research new approaches to training and reviseexisting training materials in consultation with theDirectorate Human Resources Development in theOffice of the Prime Minister;4.3.13 to liaise with the Directorate Human ResourcesDevelopment in the Office of the Prime Minster inorganising, coordinating and promoting inistry/Agency;4.3.14 to liaise with the Directorate Human ResourcesDevelopment in the Office of the Prime Minister in allcases where expert training events from outside thePublic Service are contracted;4.3.15 to initiate and promote follow-up actions andevaluation of training presented;4.3.16 to draw up and submit bi-annual training reports tothe Directorate Human Resources Development inthe Office of the Prime Minister through theirrespective Training Committees and PermanentSecretaries. The following information on all trainingundergone by staff members must be included in thereports:(a)(b)(c)(d)(e)the purpose of the training;the presenter(s);the duration of the training;the venue;the number and ranks of staff members whoattended;Training Policy for the Public Service of Namibia

9(f)(g)(h)the number of males/females attending;the benefits of the training received to theOffice/Ministry/Agency/ Public Service; andthe expenses (specified).4.3.17 to address any other training related problems whichmay occur; and4.3.18 to bring all needs identified at the Training Committeemeetings that cannot be satisfied internally to theattention of the Directorate Human ResourcesDevelopment in the Office of the Prime Minister.4.4OFFICE OF THE PRIME MINISTER4.4.3 The overall objective of the Directorate HumanResources Development is to advise on theapproaches to and the strategies for the formulationand implementation of integrated national policies andprogrammes regarding Public Service training and staffdevelopment. In this regard, the Directorate inistries/Agencies on the coordination,monitoring and evaluation of appropriate trainingprogrammes.Specifically, the Directorate HumanResources Development:(a)consults with all relevant bodies in order toestablish guidelines, policies and directives onPublic Service training and staff development; forconsideration and approval by Government;(b)ensures the effective dissemination of informationon training policies, assists in the properinterpretation and understanding of these policiesand provides guidelines for their implementation;(c)gives guidance to and liaises with the Centre forPublic Service Training at the University ofNamibia, and between the Offices/Ministries/Agencies and the Centre, and processesnominations for courses offered by the Centre;(d)provides guidance and directives to the Centre forPublic Service Training concerning the coursecontent of training programmes conducted by theCentre;4.4.1 In terms of the Public Service Act, 1995 (Act 13 of1995), the Prime Minister shall direct the Public Serviceand his/her functions shall, in particular, include:the provision of training, including the conductingof examinations or tests, in such subjects,including languages, as may be required for anyappointment, promotion or transfer to or in thePublic Service.4.4.2 The Office of the Prime Minister is responsible formanaging the entire Public Service, including theformulation and implementation of policies affecting themobilisation, development and utilisation of its entirehuman resources.This is done through theDepartment Public Service Management.TheDirectorate Human Resources Development, which ispart of the Department Public Service Management, isresponsible for managing all Public Service training.Training Policy for the Public Service of Namibia

10(e)serves as a source of information on (f)conducts training courses for Training Officers,functional trainers and instructors;(n)liaises and consults with the Directorate HumanResources Management in the Office of the PrimeMinister on personnel planning and careerdevelopment.4.4.4 The specific functions of the Training Officers in theDirectorate Human Resources Development ilassistance and advice on:(g)performs an inspection function with regard totraining and development in the differentOffices/Ministries/Agencies;(h)conducts management development programmes;(a)(i)attends all Training Committee meetings, liaisesregularly with these Training Committees andreports in writing on such liaisons to the DirectorHuman Resources stry/Agency’s training policyguidelines;(b)the constituting and functioning of a TrainingCommittee for the Office/Ministry/Agency;(c)the development of training record systems andresource centres;(d)determining of human resources developmentneeds;(e)the development, programming and scheduling oftraining projects/courses;(f)procedures and methods for development;(g)the development of facilities and aids needed fortraining and development;(h)the compilation of the training budget for theOffice/Ministry/Agency;(j)researches new approaches to training anddevelops as well as modifies lectures/modules tosuit needs;(k)determines standards with regard to training anddevelopment in the Public Service;(l)liaises with other institutions and acts as liaisonbetween other institutions and Offices/Ministries/Agencies in connection with courses abroad,study visits, etc., excluding instances wherebilateral agreements exist and where the trainingis specified;(m) informs the Ministry of Foreign Affairs of staffmembers attending training events in countriesoutside Namibia; andTraining Policy for the Public Service of Namibiatheand

114.5(i)the organising and conducting of lower levelcourses in the Office/Ministry/Agency, e.g.Induction and Supervisor’s Courses;(a)that a culture conducive to sustained training y;(j)ways in which functional training in Offices/Ministries/Agencies can be organised, coordinated, evaluated and promoted;(b)that training needs covering all levels of staff intheir respective Offices/ Ministries/Agencies areassessed;(k)the compilation of bi-annual training reports; and(c)(l)solutions to any other training problems whichmay occur.that required training programmes and proposalsare designed and developed;(d)that these proposals are coordinated with theDirectorate Human Resources Development inthe Office of the Prime Minister;(e)that training is followed up, transferred and thatnewly acquired knowledge and skills areimplemented, and(f)that budgetary allocations are provided to meetthe training needs of the Office/Ministry/Agency.PERMANENT SECRETARIES4.5.1 In terms of the Public Service Act, 1995 (Act 13 of1995), Permanent Secretaries are accountable for theproper functional training and utilisation of staffmembers in their Offices/Ministries/Agencies. In termsof the same Act, the Secretary to Cabinet coordinatesPermanent Secretaries in the performance of theirfunctions and is responsible to the Prime Minister forthe efficiency and effectiveness of the Public Service.4.5.2 Permanent Secretaries keep abreast of policydevelopments and changes relating to Public Servicetraining and ensure that these are known and properlyapplied by all personnel in their respectiveOffices/Ministries/Agencies.4.5.3 Permanent Secretaries can initiate Pub

Training Policy for the Public Service of Namibia 5 CHAPTER 3 3. CLASSIFICATION OF TRAINING courses for Air Traffic Controllers or training of technicians. 3.1 QUALIFYING TRAINING Qualifying training refers to any training/studies which 3.2 NON-QUALIFYING TRAINING lead to a formal qualification.

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