1

DEPARTMENT OF FOREIGN AFFAIRS

PRESENTATION TO THE FOREIGN AFFAIRS PORTFOLIO COMMITTEE

06 April 2005

OUTLINE OF PRESENTATION

Human Resource Issues DFA Establishment HR Highlights 2004/05 Employment Equity Profile Organisational HR programme 2005/06 Organisational people challenges

OUTLINE OF PRESENTATION (cont…)

Finance Issues Programme structure 2004/05 Expenditure Options for 2005/06 2005 to 2008 Budget Allocation Level Of Commitment 2005/06 Finance Programme 2005/06 Number of Missions

HUMAN RESOURCES

DFA establishment

28498442005Total

539197342Unfunded vacancies

43585350Funded vacancies

18755621313Filled vacancies

TotalMissionsHead OfficeVacancy status

Highlights for 2004/5

Filled vacant funded posts in Head office and Missions (summary in next slides)

Decentralised Human Resources and Finance functions to Branches

Developed and implemented an orientation and training programme for new appointees

Developed Job Profiles for Head Office, transferred staff and LRPs

Launched the Voluntary Counselling and Testing (VCT) programme.

Repositioning of Foreign Service Institute

Summary – recruitment drive April 2004 to 31 March 2005

109Total

12Male White

43Male Black

22Female White

32Female Black

RecruitedRace and gender

Total posts advertised = 463

Successfully filled = 343 (internally + externally)

Internal (Promotions) = 109

Summary- recruitment drive cont.

234Total

2Male White

83Male Black

9Female White

140Female Black

RecruitedRace an gender

External = 234

Female Male Female Male Female Male Female Male

01 - POLITICAL OFFICE-BEARERS 1 1 1 1 0 1 1 3

04 - DIRECTOR GENERAL 1 1 0 0 0 1

05 - DEPUTY DIRECTOR GENERAL 1 6 7 2 2 1 1 0 10

06 - CHIEF DIRECTOR 8 20 28 2 2 1 1 3 7 10 41

07 - DIRECTOR 29 64 93 1 12 13 2 7 9 11 29 40 155

08 - DEPUTY DIRECTOR 27 81 108 7 8 15 3 14 17 48 91 139 279

09 - ASSISTANT DIRECTOR 139 128 267 13 16 29 11 13 24 122 97 219 539

10/11 - BELOW ASD 327 274 601 23 10 33 26 15 41 142 30 172 847

Total Count 532 574 1106 44 51 95 44 49 93 327 254 581 1875

White Total

Grand Total

Asian Total

Coloured Coloured Total

WhiteMANAGEMENT LEVEL African African Total

Asian

Employment Equity profile

OVERALL RACE & GENDER

31 March 2005

Employment Equity profile

OVERALL GENDER

31 March 2005

MANAGEMENT LEVEL FEMALE MALE TOTAL

01 - POLITICAL OFFICE BEARERS 2 1 3

04 - DIRECTOR GENERAL 0 1 1

05 - DEPUTY DIRECTOR GENERAL 2 8 10

06 - CHIEF DIRECTOR 12 29 41

07 - DIRECTOR 43 112 155

08 - DEPUTY DIRECTOR 85 195 280

09 - ASSISTANT DIRECTOR 285 254 539

10/11 - BELOW ASD 517 329 846

TOTAL 946 929 1875

Employment Equity profile

HEAD OFFICE RACE & GENDER

Female Male Female Male Female Male Female Male

01 - POLITICAL OFFICE-BEARERS 1 0 1 0 1 1 0 0 0 1 0 1 3

04 - DIRECTOR GENERAL 0 1 1 0 0 0 0 0 0 0 0 0 1

05 - DEPUTY DIRECTOR GENERAL 1 5 6 0 2 2 1 0 1 0 0 0 9

06 - CHIEF DIRECTOR 2 9 11 0 1 1 0 0 0 3 5 8 20

07 - DIRECTOR 18 21 39 0 6 6 1 4 5 8 22 30 80

08 - DEPUTY DIRECTOR 19 39 58 6 5 11 3 4 7 39 54 93 169

09 - ASSISTANT DIRECTOR 103 91 194 10 10 20 10 7 17 96 37 133 364

10/11 - BELOW ASD 277 237 514 10 4 14 14 13 27 96 16 112 667

Grand Total 421 403 824 26 29 55 29 28 57 243 134 377 1313

White Total

Grand Total

Asian Total

Coloured Coloured Total

WhiteMANAGEMENT LEVEL African African Total

Asian

31 March 2005

Employment Equity profile

MISSION RACE & GENDER

Female Male Female Male Female Male Female Male

05 - DEPUTY DIRECTOR GENERAL 0 1 1 0 0 0 0 0 0 0 0 0 1

06 - CHIEF DIRECTOR 6 11 17 0 1 1 1 0 1 0 2 2 21

07 - DIRECTOR 12 44 56 1 6 7 1 3 4 3 7 10 77

08 - DEPUTY DIRECTOR 8 41 49 1 3 4 0 10 10 10 37 47 110

09 - ASSISTANT DIRECTOR 35 37 72 3 6 9 1 6 7 26 60 86 174

10/11 - BELOW ASD 49 37 86 13 6 19 12 2 14 46 14 60 179

Total Count 110 171 281 18 22 40 15 21 36 85 120 205 562

White Total

Grand Total

Asian Total

Coloured Coloured Total

WhiteMANAGEMENT LEVEL African African Total

Asian

31 March 2005

Employment Equity profileHEADS OF MISSION GENDER (31 March 2005)

HEADS OF MISSION FEMALE MALE TOTAL

POLITICAL APPOINTEES 20 31 51

CAREER DIPLOMATS 3 39 42

TOTAL 23 70 93

TOTAL 25% 75% 100%

Seven (7) diplomats (career and political) will assume duty on July 2005. Of the seven, three are Women. NB. These are not reflected in the table above.

HR Programme for 2005/6 Develop and implement a talent Management

strategy Conduct skills audit Develop a DFA competency framework Create a conducive organisational culture that values

diversity Develop and implement a Leadership Development

Programme for Senior Managers Continue implementing Learnerships and internships Implement a Coaching and Mentoring Programme Develop and implement a new EE plan, with special

focus on gender and disability issues Facilitate gender mainstreaming

Challenges facing the Department

Institutional capacity building Attracting and retaining individuals from the

designated groups, especially Women and People with disabilities at senior management level.

Developing full potential and talent of DFA employees Training and Development for Missions Creating an organisational culture that values

diversity and encourages optimal performance

16

FINANCE ISSUES

PROGRAMME STRUCTURE

Programme 1:Administration

Programme 2: Foreign Relations

Programme 3: Public Diplomacy & Protocol

Services

Programme 4: International Transfers

R'000 R'000 R'000

Programme 1: Administration 408,624 393,967 14,657

Programme 2: Foreign Relations 1,681,932 1,605,412 76,520

Programme 3: Public Dip. & Protocol 157,108 137,801 19,307

Programme 4: International Transfers 298,985 253,000 43,960

Total 2,546,649 2,390,180 154,444

Roll over for 2004/05

Capital Works R33m

Transaction Advisor (H/O) R6m

IBSA R6,5m

Mission Vehicles R1m

Personnel R5m

Missions opened in 2004/05 R5m

TOTAL R56,5m

Projected Net Savings 04/05

R’000

Savings per Expenditure report154,444

Less:Rollovers (56,500)

:Forex gains (45,000)

Net Savings 52,944

DEPARTMENT BUDGET PROCESS

POLICY OPTION 2005/06

DevelopedFour

OptionsR624 million

Option 1:African Agenda

R193 million

Option 2: International Commitments

R113 million

Option 3:Improving Service Delivery

R86 million

Option 4:Capital WorksR232 million

Proposed Allocated ShortfallR'000 R'000 R'000

Option 1: African Agenda

Conflict Management & Resolution 3,000 0 (3,000)

Pan African Parliament 61,700 61,700 0

Support to SADC 13,500 0 (13,500)

Support to Nepad Secretariat 25,000 5,000 (20,000)

Recapitalisation of ARF 50,000 0 (50,000)

Increased Representation 40,000 0 (40,000)

African Union 0 60,000 60,000

Total 193,200 126,700 (66,500)

POLICY OPTIONS 2005/06

Proposed Allocated ShortfallR'000 R'000 R'000

Option2: International Commitments

IBSA 2,000 0 (2,000)

Asian-African Conference 3,000 0 (3,000)

Strengthening of existing Missions 94,000 4,000 (90,000)

Emergency Relief Fund 14,000 0 (14,000)

Total 113,000 4,000 (109,000)

POLICY OPTIONS 2005/06

Proposed Allocated ShortfallR'000 R'000 R'000

Option 3: Improving Service Delivery

Head Office Operations 23,000 0 (23,000)

Information Technology 35,000 5,000 (30,000)

Foreign Service Institute 4,000 0 (4,000)

Protocol Services 24,700 4,000 (20,700)

Total 86,700 9,000 (77,700)

POLICY OPTIONS 2005/06

Proposed Allocated ShortfallR'000 R'000 R'000

Option 4: Capital Works

Acquisistion of Properties Abroad 150,000 5,000 (145,000)

Refurbishments and Maintenance 42,000 0 (42,000)

UNDP 40,200 0 (40,200)

Total 232,200 5,000 (227,200)

POLICY OPTIONS 2005/06

2005/06 2006/07 2007/08R'000 R'000 R'000

Baseline Allocation 2,699,290 2,904,020 3,049,221

Less: Exchange rate projections 248,919 177,332 141,666

Adjusted Baseline 2,450,371 2,726,688 2,907,555

Add: Policy options 144,700 189,896 260,896

TOTAL 2,595,071 2,916,584 3,168,451

ALLOCATION 2005 -2008

R'000 R'000% of

Allocation

MTEF Allocation 2005/06 2,595,071

Personnel Expenditure 1,399,758 53.94%

Equipment 119,678 4.61%

Land and Buildings 306,504 11.81%- Rental of Office accommodation 194,272 - Capital projects 112,232

Transfer Payments 348,927 348,927 13.45%

Total 2,174,867 83.81%Operational budget 420,204 16.19%

LEVEL OF COMMITMENT

2005/06 2006/07 2007/08R'000 R'000 R'000

Programme 1 456,549 508,158 537,766

Programme 2 1,699,874 1,945,535 2,134,268

Programme 3 90,118 94,361 83,710

Programme 4 348,530 368,530 412,707

TOTAL 2,595,071 2,916,584 3,168,451

ALLOCATION PER PROGRAMME

Level of commitment

54%

5%

12%

13%

16%Personnel

Equipment

Land & Build

TransferPayment

OperationalExpenditure

Finance Programme 2005/06 Implementation of phase 2 of the financial system. Implementation of the feasibility study for acquiring

properties abroad. Information Communication Technology

Converged Network Portal Solutions Data warehousing/Business Intelligence Business process management (Protocol &

Consular system)

New missions opened 2002/03 REGION 2000/01 2001/02 2002/03 2003/04 2004/05

Africa 24 26 28 32 34

Asia & Middle 21 21 26 28 29

America 16 16 16 16 16Europe 24 24 25 25 25

Multilateral 4 4 4 4 4TOTAL 89 91 99 105 108

South African Missions Abroad

New Missions Opened 2003/4 & 2004/052003/04 Khartoum/Sudan Yaounde/Cameroon Antananarivo/

Madagascar Moroni/ Comores Damascas/Syria Almaty/Kazakstan

2004/05 Manilla/Phillipines Asmara/Eritrea Malabo/Equitorial

Guinea

Thank you