Structure and Mandate of Ministry of Home Affairs and Immigration

Namibia

Workshop on the Principles and Recommendations for Vital Statistics

Systems, Addis Ababa, 3 December 2014

Mandate of Ministry of Home Affairs and Immigration

• Registration of birth, issuance of birth certificates • Registration of death, issuance of death

certificates • Registration of marriages, and divorces• Registration of ID, and issuance of IDs • Amendment of records • Storage and retrieval of records, and issuance of

duplicate records• Ministry of Justice ( Divorces)• Legal frameworks – Births, Marriages and Deaths

Registration Act and Identification Act, 1996.

StructureHO

Regional offices

Sub-regional office

Hospital-based offices

Magistrate Office

Process: Birth Registration

• Ministry of Health and Social Services

• Child’s birth details and mothers first and surnameNotification

of a birth

• Ministry of Home Affairs and Immigration

• Creation of birth records/ Capturing the National Population Registration System ( NPRS)

• Issuance of birth certificate

Registration of birth • Ministry of Home

Affairs and Immigration

• Stored electronically in the NPRS

• Application form stored permanently Storing and

retrieval

Process: Registration of Natural Deaths

• Ministry of Health and Social Services

• Medical certificate incl. cause(s) of death

• Mortuary ( stamp)

Notification of death

• Ministry of Home Affairs and Immigration

• Creation of death records in NPRS and issuance of death certificate and burial order.

Registration of the death • Ministry of Home

Affairs and Immigration

• Stored electronically in NPRS

• Medical certificate and application stored permanently

• All records above the age of 5 years, stored in a external archive

Storing and retrieval

Process: Unnatural deaths

• NAMPOL

• Notice of death ( cause of death: under investigation)

Notification of death

• Ministry of Home Affairs and Immigration

• Registration of death ( no cause of death)

• Issuance of death certificate and burial order

Registration of death

• Ministry of Home Affairs and Immigration

• Electronically storing of details

• Temporary filing

Storing and retrieval

• Post mortem

• Submission of cause of death form to Ministry of Home Affairs and Immigration

Final cause of death

• Ministry of Home Affairs and Immigration

• entering of cause of death

• Storing of application and police report

Storing and retrieval

Process: Registration of marriages

• Magistrate officers

• Authorised Pastors Solemnizin

g of marriage

• All marriage register are captured in NPRS

Registration • Ministry

of Home Affairs and Immigration

Storage and

retrieval

Life cycle of civic events - National Population Registration System

Identify

Birth details

ID details

Marriagedetails

Divorcedetails

Death details

Identity (Child)

Birth details

ID details

Marriage details

Death details

Identity

Birth details

Parents details

ID details Marriage/Divorce details

Death details

Identity (spouse)

Birth details I

Parents details

ID detailsMarriage/

divroce details

Death details

Identity (Parent)

Birth details

Parents details

ID details Marriage details

Death details

NPRS

In working progress• Comprehensive Country Assessment and Strategy plan

– Coordination body steered by Ministry of Home Affairs and Immigration

– Interface to transmit raw data to Namibia Statistics Agency – Interface to transfer birth and death notification details to NPRS

from Health Information System • Death verification application ( GIPF) Initial and year of birth

• Date of death and place of death • Initial of parents • Initial of children and date of death

• Introduction of new birth and death certificates• Turnaround project • E-services via X-road (a standard tool which connects all the

different decentralised systems)