This is a presentation made by the Administration team during the 3rd quarter meeting 2022.

1. TITLE OF THE PRESENTATION
Presenter: Ms. Nakiminyi Juliet
Mr. Epau Steven
3rd Quarter Review Meeting
Golden Tulip Hotel
October 3rd 2022
SASAKAWA AFRICA ASSOCIATION

2. 01
Issue Challenge Solution / Q4 Plans
Time Management  Absenteeism
 Poor time keeping
 Install a computerized system in Q4, 2022
with key notes:
- ID a person
- Capture attendance (Office/Field)
- Capture number of days in and out of office
- Generate monthly report per staff’s
timeshare at work
Professional Dress
code
- Poor dressing presentations
while in office versus Field work
- Formal wear (F/M) while in office
- Dress down (Jeans/T-shirts) in field / Friday
Communication - Not following the reporting
lines as per presented issue
(Organogram)
- See Organogram below

4. 02
Issue Challenge / Strength Solution/ Q4 Plan
Performance
appraisals/
Review
-Timely engagement with
supervisors and submission of
final form
- Its fairly acts as basis for
contractual preparation in the
following year
- Set initial date for November and end date for
December, 2022
Procurement
Procedures
- Untimely/unplanned
procurement requests
- Uncoordinated procurement
requests
- Limited engagement in team
in the procurement process
-Share Procurement process
- Have to qualify the procurement process

5. The procurement process will involve a series of steps or a cycle
of activities that include:
a. Planning for the Procurement (Pillars/ Mgt)
b. Compiling specifications (Pillars)
c. Requisitioning of goods (Pillars)
d. Choosing the method of procurement (Admin)
e. Invitation for quotations/ the biding process (Admin)
f. Evaluation (Admin)
g. Awarding of Contracts (Procurement Committee)
h. Managing Procurement contracts i.e. execution of contracts, receipt
and verification of goods and payment to suppliers
(Pillars/Finance/Admin)

6. Issue Challenge/ Strength Solution / Q4 Plan
Health and Safety Regulations - Office keys management
- Security towards our visitors
(??)
- Staff parking area/ space
- Lighting management in
different offices
- Prepare a guiding policy
- Print kind reminders in
corridors/offices
Leave Calendar -Staff not taking their annual leave
due to work engagements
-Sick leave mismanaged
-Staff not filling in form aka
absenteeism
- Time management e-system will
capture this.
- Ensure to fill in leave forms (sick
leave all must ensure medical
defence from Doctor)
University / JOCV Interns
Supervision

7. Issues Challenge / strength Solution
Staffing - NF – 20 (Ex - NSA-1 / Finance-1)
- WFP – 29 (Ex-1)
- SHEP – 0 (closed project)
-Recruitment and Selection
- Make a brief survey/ report about
the high turnover to MGT.