MMDAs’ Departments and their Functions

ADMINISTRATIVE DECENTRALISATION IN GHANA

Administrative decentralization is a major pillar in the conceptual framework of Ghana’s decentralization policy which involves the restructuring of central administration. This is in accordance with Sect 240(1); 240(2)(a)(b)(c)(d) of Chapter 20 of the 1992 Constitution.

The main policy objective of the Administrative Decentralization is “to improve the administrative and human resource capacity of the MMDAs and other local government stakeholders to ensure quality service delivery”. Fusion of decentralized departments and Local

Government into one Administrative Unit  (LI 1961)

POLICY/ LEGAL FRAMEWORK FOR ADMINISTRATIVE DECENTRALISATION

(Roles in different levels)

LEVEL INSTITUTIONS

ROLES

CENTRAL

MDAs focusing on: •policy formulation, M&E and standard setting

REGIONAL

RCCs assigned with functional responsibility to:•harmonize, coordinate and monitor national level policies & programs and local level priorities

LOCAL MMDAs assigned with functional responsibility for :•policy formulation within the context of national sectoral policies, •local level integrated development planning through sectoral coordination, •resource mobilization and implementation of development policies and programs

L.I 1961: (ENTRANCE OF ADMINISTRATIVE DECENTRALIZATION)

DEPARTMENTS OF DISTRICT ASSEMBLIES . COMMENCEMENT

Legislative Instrument (L.I) 1961 which seeks to operationalise the decentralised departments at the local level as the departments of the District Assemblies.

Date of Gazette notification: 18th December, 2009.Entry into force: 25th February, 2010.

OBJECTIVES OF LI 1961(DEPARTMENTS OF DISTRICT ASSEMBLIES COMMENCEMENT)

1. The commencement of the functioning of the decentralized departments at the district level as Departments of the District Assemblies;

2. The transfer of the staff of the Departments of the District Assemblies from the Civil Service to the Local Government Service;

3. The transfer of the functions in the Third Schedule to this Instrument (L.I 1961) to the relevant Departments of the District Assemblies;

4. The introduction of the composite budget system at the district level by integrating the budgets of the Departments of the District Assemblies into the budgets of the District Assemblies;

Group Work

List any six departments you know in your Assembly

With examples, can you tell us how they (any three of them) work

together?

LG ACT 462, FIRST SCHEDULE (DEPARTMENT UNDER MMDA)METROPOLITAN ASSEMBLY

MUNICIPAL ASSEMBLY DISTRICT ASSEMBLY

1 CENTRAL ADMINISTRATION 1 CENTRAL ADMINISTRATION 1 CENTRAL ADMINISTRATION 2 FINANCE 2 FINANCE 2 FINANCE 3 EDUCATION, YOUTH AND

SPORTS 3 EDUCATION, YOUTH AND

SPORTS 3 EDUCATION, YOUTH AND

SPORTS 4 HEALTH 4 HEALTH 4 HEALTH 5 AGRICULTURE 5 AGRICULTURE 5 AGRICULTURE 6 PHYSICAL PLANNING 6 PHYSICAL PLANNING 6 PHYSICAL PLANNING 7 SOCIAL WELFARE AND

COMMUNITY DEVELOPMENT 7 SOCIAL WELFARE AND

COMMUNITY DEVELOPMENT 7 SOCIAL WELFARE AND

COMMUNITY DEVELOPMENT 8 NATURAL RESOURCES

CONSERVATION DEPT FORESTRY GAME & WILDLIFE DIVISION

8 NATURAL RESOURCES CONSERVATION DEPT FORESTRY GAME AND WILDLIFE DIVISION

8 NATURAL RESOURCES CONSERVATION DEPT FORESTRY GAME & WILDLIFE DIVISION

9 WORKS 9 WORKS 9 WORKS 10 INDUSTRY AND TRADE 10 INDUSTRY AND TRADE 10 INDUSTRY AND TRADE 11 DISASTER PREVENTION AND

MANAGEMENT11 DISASTER PREVENTION AND

MANAGEMENT11 DISASTER PREVENTION AND

MANAGEMENT 12 TRANSPORT 12 TRANSPORT13 URBAN ROADS 13 URBAN ROADS 14 WASTE MANAGEMENT15 BUDGET AND RATING16 LEGAL

LI 1961 - SCHEDULE 1 (REGULATION 1A)Department established Department ceasing to exist

1. Central Administration

Department

1. Department of Social Welfare

2. Works Department. 2. Department of Community

Development

3. Physical Planning

Department

3. Public Works Department

4. Department of Trade and

Industry

4. Department of Feeder Roads

5. Department of Agriculture 5. Department of Town and Country

Planning

6. Department of Social

welfare and Community

Development

6. Department of Rural Housing and

Cottage Industries

7. Legal Department 7. Department of Animal Health and

Production

8. Waste Management

Department

8. Agricultural Extension Services

Division

9. Urban Roads Department 9. Crop Services Division

10. Budgeting and rating

Department

10. Department of Agricultural

Engineering

11. Transport Department

Parks & Garden

i. Physical Planning Dept. will start with Parks & garden Unit under Schedule 1

ii. Dept. of Trade & Industry will start with Cottage industry Unit under

Schedule 1 s:

LI 1961 – SCHEDULE 2 (REGULATION 1B)

Department established Department ceasing to exist

1. Physical Planning Department

2. Department of Trade and Industry

3. Finance Department

4. Department of Education,

Youth and Sports

5. Disaster Prevention and Management Department

6. Natural Resources

Conservation Department Forestry, Game and Wildlife Division

7. District Health Department

1. Department of Town and Country Planning

2. Department of Co-

operatives

3. Controller and Accountant General's Department

4. Ghana Library Board

5. National Youth Organising Commission

6. Registry of Birth and

Deaths

7. Office of the District Sports Organiser

i. Parks & garden and Town & Country Planning units will merge to form a Physical Planning Dept under Schedule 2

ii. Cottage industry & cooperative units will merge to form a Dept. of Trade & Industry under Schedule 2

APPENDIX 1AAPPENDIX 1ADISTRICTDISTRICT DEPARTMENTAL ORGANOGRAM (FUNCTIONAL) DEPARTMENTAL ORGANOGRAM (FUNCTIONAL)

DCE

Internal Audit

DCD

DPCU (DPO = Secretary)

Social Sector Infrastructure Sector

Financial SectorEnvironmental Sector

Economic Sector

Education, Youth & Sports Dept.

SW & CD

Dept.

District

Health

Dept.

Works Dept.

Physical

Planning Dept.

Trade, Industry &

Tourism Dept.

Agric Dept.

Disaster Prevention

Dept.

Natural Resources Conservati

on

Treasury

Revenue Mobilizati

on

Education

Section

Sports Sectio

n

SW Sectio

n

CD Sectio

n

DMOH Sectio

n R. Birth &

Death Section

Building section

(Works & R.

Housing)

Water Sectio

n

Feeder

Roads Sectio

n

T&CP Sectio

n

P&G Sectio

n

Coop Sectio

n

Cottage Industry Section

Fire Sectio

n

NADMO Section

Refugee

Section

Game &

Wildlife

Section

Forestry

Section Animal Health and Production

Section

CropService

s Section

Agric Extensio

n Section

Agric Engineeri

ng Section

Fisheries Section

Youth Sectio

n

Basic Educatio

n Unit

Non-Formal

Education Unit

Library

section

Finance Dept.

Levies

Internal Disaster

Environ Health

Central Administ

ration Dept.

Records

11 Depts.

11 Depts.

Estate

Transport

Logistics

Procurement

Administration

HR Mgt.

Store

PlanningBudget &

ratingMIS

PAU (Public Affairs Unit)

Admin, Planning & Budget Sectors

Food & Nutrition

Tourism

Section

APPENDIX 2AAPPENDIX 2AMUNICIPALMUNICIPAL DEPARTMENTAL ORGANOGRAM (FUNCTIONAL) DEPARTMENTAL ORGANOGRAM (FUNCTIONAL)

MCE

Internal Audit

MCD

MPCU (MPO = Secretary)

Social Sector Infrastructure Sector

Financial SectorEnvironmental Sector

Economic Sector

Education, Youth & Sports Dept.

SW & CD

Dept.

District

Health

Dept.

Works Dept.

Physical

Planning Dept.

Trade Industry & Tourism

Dept.

Agric Dept.

Disaster Prevention Dept.

Natural Resources Conservati

on

Treasury

Revenue Mobilizati

on

Education

Section

Sports Sectio

n

SW Sectio

n

CD Sectio

n

DMOH Sectio

n R. Birth &

Death Section

Building section

(Works & R.

Housing)

Water Sectio

n

Feeder

Roads Sectio

n

T&CP Sectio

n

P&G Sectio

n

Coop Sectio

n

Cottage Industry Section

Fire Sectio

n

NADMO Section

Refugee

Section

Game &

Wildlife

Section

Forestry

Section Animal Health and Production

Section

CropService

s Section

Agric Extensio

n Section

Agric Engineeri

ng Section

Fisheries Section

Youth Sectio

n

Basic Educatio

n Unit

Non-Formal Education

Unit

Library

section

Urban Roads Dept.

Finance Dept.

Transport Dept.

Levies

Internal Disaster

Environ

Health

Central Administ

ration Dept.

13 Depts.

13 Depts.

Estate

Logistics

Procurement

Administration

HR Mgt.

Store

Records

Planning

Budget & Rating

MIS

PAU (Public Affairs Unit)

Admin, Plan & Budget Sectors

Food & Nutrition

Tourism

Section

APPENDIX 3AAPPENDIX 3AMETROPOLITANMETROPOLITAN DEPARTMENTAL ORGANOGRAM DEPARTMENTAL ORGANOGRAM

(FUNCTIONAL)(FUNCTIONAL)

Non-Formal Education

Unit

MCE

Internal Audit

MCD

MPCU (MPO = Secretary)

Social Sector

Infrastructure Sector Financial SectorEnvironmental

SectorEconomic Sector

Education, Youth & Sports Dept.

SW & CD

Dept.

District

Health

Dept.

Works Dept.

Physical

Planning Dept.

Trade, Industry

&Tourism Dept.

Agric Dept.

Disaster Prevention Dept.

Waste Mgt. Dept.

Natural Resources Conservati

on

Treasury

Revenue Mobilizati

on

Education

Section

Sports Sectio

n

SW Sectio

n

CD Sectio

n

DMOH Sectio

n

R. Birth & Death

Section

Building section

(Works & R.

Housing)

Water Sectio

n

Feeder

Roads Sectio

n

T&CP Sectio

n

P&G Sectio

n

Coop Sectio

n

Cottage Industry Section

Fire Sectio

n

NADMO Section

Refugee

Section

Game &

Wildlife

Section

Forestry

Section Animal Health and Production

Section

CropService

s Section

Agric Extensio

n Section

Agric Engineeri

ng Section

Fisheries Section

Youth Sectio

n

Basic Educatio

n Unit

Library

section

Urban Roads Dept.

Finance Dept.

Transport Dept.

Budget & Rating Dept.

Internal Disaster

Environ

Health

Central Administ

ration Dept.

Legal Departme

nt

16 Depts.

16 Depts.

Estate,

Loges

Procurement

Administration

HR Mgt

Store

Records

Planning

MIS

PAU (Public Affairs Unit)

Admin, Plan. & Budget Sectors

Food & Nutrition

Tourism

Section

73 District Works Departments (DWD) and over 70 HRM units have been established; Additional 33 DWDs setup is on-going;

Amended legislations on the L.I. Category II Departments: Ghana Library Board, Births and Deaths Registry, National Youth Council and National Sports Council on-going;

Amendment of legislations on the L.I. Category II Departments: Town and Country Planning and the Department of Cooperatives are on-going;

ChallengesAttitudinal / Bureaucratic Resistance to

Change; (Lack of Change Mgt. Agent & Change Mgt. Action Plan)

Slow pace of amalgamation of the L.I. 1961 Category I Departments of the MMDAs;

Inadequate office and residential accommodation for MMDAs;

The transfer of the staff of the Departments of the District Assemblies from the Civil Service to the Local Government ServiceSymbolic transfer from Civil Service to LGSHR Audit & Identification of HR GapsSelection of heads of departments for integrated departments (e.g., DWD, SWCD, etc.)Capacity Building programmeHR Database Management

REPORTING RELATIONSHIP BETWEEN THE MMDA & THE STRUCTURES ABOVE THE MMDA LEVEL

SUBJECT REPORT

FROM

REPORT THROUGH /BY

REPORT TO

COPY TO

Administration and Finance (Internal)

All HoDs

Head of the Central Administration Department

MMDCD

Planning and Budget (Internal)

All HoDs

MMDPO or MMDBO

MMDCD

HR Management and Development

MMDA MMDCE LGSS through the RCC.

Inter-Service and Sectoral collaboration and cooperation

MMDA MMDCE LGSS through the RCC

District development plans and the district development budget,

MMDA MMDCE NDPC through RPCU/RCC

LGSS through RCC

Local governance and decentralization policy, legislation and finance, including the district composite budget

MMDA MMDCE MLGRD, LGSS and MoFEP through RCC

CHANNEL OF COMMUNICATION (MDAs to MMDAs)COMMU. FROM INTENDED

FORADDRESS

ED TOCOPY TO SUBJECT

Heads of MDAs (the national and regional levels)

Department (s) of the MMDAs

MMDCE Department (s) of the MMDAs

In all cases (major policy, operational and management issues

For Example, relating to Social Welfare: Address to:The Metropolitan Chief Executive, Kumasi Metropolitan Assembly, Kumasi and copy to:-The Metropolitan Director, Department of Social Welfare and Community Development, Kumasi Metropolitan Assembly, Kumasi

All communication addressed by District Heads of Depts. to Regional and National Heads as well as members of the general public will be issued on the appropriate letterheads of the Assembly and will be signed over their departmental titles for the MMDCE.. For example, in the case of Social Welfare, the letterhead will read:Kumasi Metropolitan Assembly, Department of Social Welfare and Community Development, (Social Welfare Section), Kumasiand the communication will be signed by the Director for the MMDCE. For example: Mabel Sarpong, Director, Department of Social Welfare and Community DevelopmentFor MMDCE

CHANNEL OF COMMUNICATION - GENERAL (CONTINUED)

SUBJECT FROM TO COPY TO

Matters of general policy affecting all MMDAs

MLGRD or LGSS

MMDA (MMDCE) RCC

Demand for reports: (statistical data and related information, communication etc)

MLGRD or LGSS

MMDA (MMDCE) RCC

All matters (to enable the MMDCE harmonize the activities of De-concentrated Depts. Etc)

state-owned organizations and MDAs

De-concentrated Depts./ Non-decentralized Depts. (District Officer in charge of non-MMDA Departments )

MMDCE & RCC

Responses from MMDA MMDA (MMDCE)

Minister of Local Government or / and the Head of LGS

RCC

Quarterly reports MMDA (MMDCE)

Office of the President, the Minister of MLGRD and the LGSS

RCC

Administrative & Planning Procedures (Example)

19

Challenges

Appointment of HoDs for the integrated district level Departments;

Technical backstopping from Regional level

LOCAL GOVERNMENT ACT, 1993 (ACT 462), SECTION 20:ROLE OF DISTRICT CHIEF EXECUTIVE (DCE)

The DCE shall be the chairman of the Executive Committee (EC) of the District Assembly (DA)

The DCE shall— preside at meetings of the EC of the DA and in his

absence a member of the EC elected by the members present from among themselves shall preside;

be the chief representative of the central Government in the district.

The emoluments of a DCE shall be charged on the Consolidated Fund

ConclusionBased on Section 20 of LG Act 462, MMDCE be:responsible for the day-to-day performance of the executive and administrative functions of the Assembly;responsible for the supervision of the departments of the Assembly;