Page 165 - Department of Social Development Annual Report 2021

PART C: GOVERNANCE

4: MINIMISING CONFLICT OF INTEREST

Members of the Bid Committees (Specification, meeting. All suppliers and service providers are required
Evaluation and Adjudication) are required to declare their to submit a signed Declaration of Interest Form (Standard
interests at the commencement of every meeting. Bidding Document 4) indicating whether they have any
Members who declare their conflict of interest are interest when doing business with the State.
required to recuse themselves from participating in the

5: CODE OF CONDUCT

The Department uses the Code of Conduct for the Public The Department has established the Ethic Committee and
Service as developed by the Public Service Commission. has conducted workshops on ethics. Through HCM, the
The Code of Conduct is a guideline to employees as to Department facilitated that all its SMS members should
what is expected of them from an ethical point of view, attend the Ethics Course designed and offered by the
both in their individual conduct and in their relationship National School of Government. The Department is also
with others. It guides officials on how to conduct developing the Ethics Strategy.
themselves in the workplace. The Department officials
generally comply with the Code of Conduct, and should The following reports are produced by the Department
it be found that an official is in breach of the Code of and are submitted to relevant stakeholders:
Conduct, disciplinary action (formal and/ or progressive
discipline) are taken against them. • Annual Financial Disclosure for the employees;
• Bi-annually report on grievances, submitted to
The process to follow for the breach of Code of Public Service Commission;
Conduct • FOSAD quarterly reports are submitted on
disciplinary, disputes and grievances to Department
of Public Service and Administration (DPSA);
If a rule is broken, the Manager of the official concerned, • Annual report submitted regarding employees
should invoke an Audi Alteram-Partem Rule (i.e., which conducting business with State and those
means nobody should be condemned unheard), in which conducting business outside Public Services;
a letter shall be issued to afford the official to respond to
the alleged transgression. Depending on the nature of the
transgression and based on the official’s response, a
decision is taken as to whether formal disciplinary or
progressive disciplinary steps should be instituted
against such official.
6: HEALTH, SAFETY AND ENVIRONMENTAL ISSUES

Introduction Health and Safety Committee

The Occupational Health and Safety Act, 1993 (Act No.85 The Acting Director General (ADG) has reconstituted a
of 1993), requires the employer to bring about and new Health and Safety Committee comprised of senior
maintain, as far as reasonably practicable, a work managers, middle managers and junior staff. This was to
environment that is safe and without risk to the health of ensure the appointment of members who will serve the
the workers. The Act require both the employers and the interest of all employees as far as health and safety
workers to take responsibility for health and safety. This matters are concerned. The functioning of this Committee
is addressed through the principle that dangers in the was a key requirement in terms of COVID-19 protocols
workplace must be addressed by communication and across all government departments. Various branches
cooperation between the workers and the employer. Both were invited to nominate Health and Safety
parties must pro-actively identify dangers and develop Representatives for the Health and Safety Committee.
control measures to make the workplace safe. In this way, The Health and Safety Representatives were formally
the employer and the workers are involved in a system appointed in January 2021. The Committee meets to
where health and safety representatives may inspect the initiate, promote, maintain and review measures of
workplace regularly and then report to a health and ensuring the Occupational Health and Safety in the
safety committee, who in turn may submit Department.
recommendations to the employer. The Department has a
revised Occupational Health and Safety Policy which was
approved by MANCO in January 2021.

165 DEPARTMENT OF SOCIAL DEVELOPMENT ANNUAL REPORT 2020/21

Training of Health and Safety Representatives Effect it has on the Department

The Health and Safety Representatives serving on the Sanitisation of the workplace: The offices will continue to
Occupational Health and Safety Committee must have a be sanitised monthly or as and when required. All
thorough knowledge and understanding of the legislative common areas, boardrooms, lifts and areas with high
requirements (Occupational Health and Safety Act). They traffic volume will be sanitised on a more regular basis.
must also be aware of their duties and responsibilities as All protocols on the management of Covid-19 in the
well as to be familiar with all administrative workplace remain in force.
requirements involved for safety at the workplace. The 21
newly appointed Health and Safety Representatives of General Hygiene: The cleaning services will continue to
the Health and Safety Committee were trained on their ensure that the workplace is kept clean at all times. All
responsibilities following their appointment in January officials in the Department must always promote and
2021. maintain good hygiene practices.

Procurement of Personal Protective Equipment Provision of personal protective equipment: The
Department will continue to apply the “no mask – no
The following Personal Protective Equipment was entry” policy in line with all protocols and directives
procured as part of internal interventions in response to issued to mitigate Covid-19 infections. No staff member
Covid-19 pandemic: or visitor may refuse to wear personal protective
• Procurement of Covid-19 freestanding perspex equipment as such has been declared compulsory by the
desk screens for protection of officials that Department of Health.
need social distancing. These are used by staff Social Distancing: The maintenance of the 1.5-meter
who have direct contact with other officials social distancing will continue to be observed on all
and the public. The Covid-19 desk screens floors, reception, lifts and offices.
prevent the spread of the Covid-19 virus and
protect officials from direct contact with Officials are regularly reminder of all the Departmental
others. protocols that were developed in the past as well as
• The procurement of a total of 300 one-litre Circulars 11, 15 and 18 of 2020 that were issued by the
hand plastic sanitiser spray bottles for each Department of Public Service and Administration.
office in the Department (Human Sciences
Research Council (HSRC), Harlequins Office
Park and the Gender-Based Violence Command
Centre (GBVCC) buildings).
• The procurement of light commercial disinfec-
tant fogger machine and disinfectant for the
decontamination the 45 GG vehicles on a
regular basis. At a minimum, it was required to
clean and disinfect commonly touched surfaces
in the vehicle at the beginning and end of each
utilisation of the vehicle and between trans-
porting passengers. It was also required to
ensure high-touch surfaces such as the steer-
ing wheel, seat belts, driving controls, gear
lever, windows, keys, seats and door handles
are cleaned and disinfected.
• The procurement of 30 000 disposable masks
for all staff and visitors in the HSRC, Harlequins
and GBVCC offices.
• The procurement of the decontamination and
sanitisation services for the HSRC, Harlequins
and GBVC buildings on monthly basis as a
Covid-19 prevention measures. The offices will
continue to be sanitised monthly or as and
when required.
• The procurement of 11 000 (initial 5 000 and
additional 6 000 litres) of 70% alcohol-based
hand sanitiser.
• The procurement of automated hand sanitiser
dispensers.
• The procurement and distribution of First Aid
Kits.