Transcript The Ombudsman of Namibia and the Ministries

Strategic Planning for
Ombudsmen
Namibia: A Case Study
A presentation by
Dean Gottehrer
and
Bience Gawanas
10-step Strategic Planning Process
1. Initiate and agree on strategic planning
process.
2. Identify organizational mandates.
3. Clarify mission and values.
4. Assess external and internal environments.
(SWOT analysis)
5. Identify strategic issues.
Strategic planning process
continued
6. Formulate strategies and plans to manage
issues.
7. Review and adopt strategies and plans.
8. Establish effective vision. Back to the future.
9. Develop effective implementation process.
10. Reassess strategies and planning process.
Adapted from “Strategic Planning for Public and Nonprofit Organizations,”
by John M. Bryson, Jossey-Bass, 1995.
The Office of the
Ombudsman of
Namibia
Ombudsman’s Mandate:
Receive and investigate complaints relating to:
• Maladministration in the public sector
• Corruption in the public sector
• Violations of fundamental human rights and
freedoms in public and private sectors
• Environment and natural resources of
Namibia.
Mission Statement
The Office of the Ombudsman of
Namibia strives to promote and protect
human rights, fair and effective
administration, combat corrupt practices
and protect the environment and natural
resources of Namibia through the
independent and impartial investigation
and resolution of complaints and through
raising public awareness.
Value statement
Staff are required to embrace these values:
• Integrity: Honesty, avoidance of conflict of
interest, loyalty.
• Impartiality: Objectivity.
• Fairness: Non-discrimination.
• Respect: Treat everyone with dignity and
courtesy, recognize rights of others.
• Empowerment: Help people find solutions.
Strengths:
• Computerized case-management system
• Procedures manual
• Adequate, centrally located offices
• Established in Constitution with clear
independence
• Strong leadership and committed staff
• Cooperation with donors
Weaknesses:
• Insufficient staff, limited capacity building
• Lack of job descriptions, performance
criteria
• Flawed organizational structure
• Lack of clarity and common perspective
about some areas of the Ombudsman Act
• Inadequate procedures for dealing with inhouse delays and agency responses
• Insufficient expertise and investigative skills
• Lack of investigative report writing
knowledge
• Limited public awareness, outreach
Opportunities:
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Government support and assistance
Generally favorable climate to develop office
Constitutional establishment of office
Government anti-corruption initiatives
Support from Parliamentary standing
committee
Training opportunities
Media support
Office recognition by community
Donor support
Threats or challenges:
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Uncertainty regarding funding
Rationalisation
Diminished political support
Loss of credibility
Lack of cooperation from institutions
complained against
• Vastness of country
• Lack of regional presence
Strategic objectives
• Provide a professional service that is
equitable and accessible by all people
• Undertake thorough and impartial
investigations
• Encourage a supporting and trusting work
environment that promotes open and
effective communication
• Educate people about their rights and the
role of the Office
• Strive to be respected, valued and
recognized by acting according to our own
values
Strategies and implementation
• Resources the office needs to fulfill its mandates
and how they should be organized
• Funding required by office to fulfil its needs
• Ensure accessibility and improve understanding of
the office’s role and functions
• Address shortcomings and achieve common
understanding of the Ombudsman Act to develop
internal procedures and policies to improve
performance
• Maintain and strengthen office independence and
understanding and support of Ombudsman’s role
and functions from government and political
leaders
Resources
• Obtain staff resources according to needs
• Appropriate staff organization, job descriptions
• More posts, obtain funding, fill posts
• Build capacity of existing and new staff
• Develop in-house training, budget for additional
training
• Identify available technical assistance
• Acquire and/or upgrade equipment
• Determine needs, develop budget, make
requests
Funding
• Ensure that needs are adequately met
– Review budget to meet targets
– Plan appropriately to ensure optimal use of
available resources
– Develop and set priorities for short-, medium-,
and long-term budget plans
– Identify essential non-core initiatives for
possible external funding
Accessibility and improved
understanding of the office
• Develop regional presence
• Increase number of investigators
• Visit regions regularly to receive and investigate
complaints
• Make office easier to reach
• Produce and disseminate information and
materials
• Collaborate with community organizations
• Use media for publicity
The Ombudsman Act
• Amend act if necessary and ensure that all
staff have same understanding of its provisions
• Identify shortcomings, develop amendments,
consider drafting regulations, arrange in-house
workshop to discuss act
• Develop internal policies and procedures to
improve performance and set standards
• Finalize complaint handling policies and procedures
manual, administrative policies and procedures
manual
• Train staff, implement manuals
• Develop customer charter and fairness standards
Office independent, support
• Ensure office independence
• Create public image to foster independence
• Recommend Ombudsman specific job categories
on personnel establishment
• Create mechanisms to ensure office support
• Interact with Permanent Secretaries
• Regularly brief Parliamentary Standing
Committee
• Encourage annual report discussion in Parliament
For additional
information contact:
• Dean M. Gottehrer, International
Ombudsman Consultant, 323 Arroyo
Seco, Santa Cruz, CA 95060
E-mail: [email protected]
• Bience Gawanas, Office of the
Ombudsman, Private Bag 1321,
Windhoek, NAMIBIA
E-mail: [email protected]