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Namibian College of Open Learning (NAMCOL) Organizational Audit study 2014
Research Development and Quality Assurance Unit (RDQA)
Namibian College of Open Learning
July 2014
TABLE OF CONTENTS
PageTables and graphs
Acronyms
Introduction
Background information
Rationale for the study
The aim and the objectives of the study
The study methodology
Study limitation
Reliability and validity
Results and discussions
Summary and conclusion
Recommendations
Bibliography and references
Appendix A - The questionnaire
TABLES AND GRAPHS
PageGraphs
Graph 1: Percentage distribution of respondents by regions/head officeGraph 2: Percentage distribution of respondents by divisions/regionsGraph 3: Percentage distribution by divisions and regions (per NAMCOL staff
establishment)Graph 4: Percentage age distribution of respondentsGraph 5: Percentage respondents’ highest qualificationGraph 6: Percentage respondents’ post-secondary qualificationGraph 7: Percentage affirmative action variables rating (awareness and discrimination)Graph 8: Percentage affirmative action variables rating (recruitment selection policy,
access and work in harmony) Graph 9: Percentage condition of employment variables ratingGraph 10: Percentage ratings on work enjoyment, freedom to make decisions, working
space and settingsGraph 11: Percentage distribution of respondents who agreed that ‘My co-workers offer
support to help each other succeeds’ Graph 12: Percentage distribution of respondents who agreed that ‘There is a good feeling
of teamwork in my Unit/Division/Region, with people working well together’Graph 13: Percentage distribution of respondents who agreed that ‘Our
managers/immediate supervisors set good example of ethical behavior’Graph 14: Percentage of respondents motivated to do their workGraph 15: Percentage distribution of what motivates respondentsGraph 16: Percentage in agreement on leadership vision and grievance proceduresGraph 17: Percentage of the respondent’s feelings on productivity of NAMCOL meetingsGraph 18: Percentage response to decision making and meetings participationGraph 19: Percentage scores on performance appraisal system, the feedback thereof and
its usefulnessGraph 20: Percentage rating on performance incentivesGraph 21: Percentage of respondents in agreement with job securityGraph 22: Percentage of respondents in agreement with fringe benefitsGraph 23: Percentage of respondents in agreement with NAMCOL future and salaryGraph 24: Percentage of responses on quality - College’s and management commitment to
quality Graph 25: Percentage agreement on innovationGraph 26: Health and safetyGraph 27: Percentage distribution of respondents who had attended training/workshop
on health and safety while in the employment of NAMCOLGraph 28: Percentage distribution of respondents who agreed that Management values
safety by directorate
Graph 29: Percentage distribution of respondents who agreed that College requires a Health and Safety Committee by directorate
Tables
Table 1: Affirmative action ratings by sex (average means)Table 2: Affirmative action ratings by divisions/regions (average means)Table 3: Affirmative action ratings by age (average means) Table 4: Overall average means rating on condition of employment (average means)Table 5: Condition of employment rating by sex (average means)Table 6: Condition of employment rating by divisions/regions (average means)Table 7: Condition of employment rating by age (average means)Table 8: Team work average ratings by sex (average means)Table 9: Team work average ratings by divisions/regions (average means)Table 10: Team work average ratings by age (average means)Table 11: Average rating on whether managers or supervisors set good example of ethical
behavior by sex (average means)Table 12: Average rating on whether managers or supervisors set good example of ethical
behavior by divisions/regions (average means)Table 13: Average rating on whether managers or supervisors set good example of ethical
behavior by age (average means)Table 14: Leadership and planning average ratings (average ratings)Table 15: Leadership and planning average ratings by sex (average ratings)Table 16: Leadership and planning average ratings by divisions/regions (average ratings)Table 17: Leadership and planning average ratings by age (average ratings)Table 18: Performance management and feedback average rating by sex (average ratings)Table 19: Performance management and feedback average rating by divisions/regions
(average ratings)Table 20: Performance management and feedback average rating by age (average ratings)Table 21: Career planning and job security average rating by divisions/regions (average
means)Table 22: Career planning and job security average rating by education level (average
means)Table 23: Quality average ratings by sex (average means)Table 24: Quality average ratings by divisions/regions (average means)Table 25: Quality average ratings by age (average means)Table 26: Innovation average rating by sex (average means)Table 27: Innovation average rating by divisions/regions (average means)Table 28: Innovation average rating by age (average means)Table 29: Innovation average rating by education level (average means)
ACRONYMS
AUTO Automotive Mechanics CBM Certificate in Business Management CED Certificate in Education for Development CLGS Certificate in Local Government Studies COMOSA Commonwealth Open Schooling Association CYP Commonwealth Diploma in Youth Development Work CWCY Certificate in Community Based Work with Children and
Youth DEASA Distance Education Association of Southern Africa ECC English Communication Course ECD Certificate in Early Childhood Development ED Diploma in Education for Development FA Finance and AdministrationICDL International Computer Driving LicenseMSS Management and Support Services NAMCOL Namibian College of Open LearningNOLNet Namibian Open Learning Network TrustNSSC Namibian Senior Secondary Certificate NTA Namibia Training Authority NQA Namibian Qualification Authority OFFI Office Administration OD Office of the DirectorPLUM Plumbing and Pipe Fitting PMD Programme and Materials Development SPSS Statistical Package for the Social SciencesWELD Welding and Metal Fabrication
1. INTRODUCTION
In general, the organisational audit/climate study is very crucial in the modern businesses/institutions. Some managers who have strong sense of their organisation’s strategic direction often lack a fundamental understanding of the perceptions, feelings and attitudes of their employees. This lack of understanding often leads organisations to waste their most valuable resource which is their people/employees (TeambuildngInc.com., 2011).
1
2. BACKGROUND INFORMATION
The Namibian College of Open Learning (NAMCOL) is a semi-autonomous educational institution established by an Act of Parliament (Act 1 of 1997) and it falls under the jurisdiction of the Ministry of Education. The College can trace its roots back to various continuing and distance education programmes available to Namibians before Independence. Late in 1994, these programs were consolidated under a single Directorate within the Ministry which can be regarded as the first step in NAMCOL’s transformation into an autonomous institution. In April 1998, the newly established College took over responsibility for o ff e r i n g a n d m a n a g i n g the programmes that were formerly provided by the Ministry of Basic Education, Sport and Culture.
The NAMCOL Head Office is situated in Windhoek at the Yetu Yama Centre. The College has four regional offices – in Ongwediva, Otjiwarongo, Rundu and Windhoek – and four sub-regional offices – in Gobabis, Katima Mulilo, Keetmanshoop and Swakopmund. Learner-enrolment has grown tremendously from 20 018 learners in 1998 to over 35 000 in 2013.
NAMCOL offers study opportunities for adults and out-of-school youth in three categories: secondary education, professional education and technical and vocational training. The secondary education programmes consist of the Junior Secondary Certificate (JSC), Grade 10 and the Namibia Senior Secondary Certificate NSSC(O), Grade 12. The Professional education and Technical and Vocational training offer the following programmes: Certificate in Education for Development (CED), Certificate in Local Government Studies (CLGS), Diploma in Youth Development Work (DYD), Certificate in Business Management (CBM), Certificate in Community-Based Work with Children and Youth (CWCY), Certificate in Early Childhood Development (CECD), Diploma in Education for Development (DED), the International Computer Driving License (ICDL), the English Communication Course (ECC), Automotive Mechanics (AUTO), Plumbing and Pipe Fitting (PLUM), Welding and Metal Fabrication (WELD) and Office Administration (OFFI).
The College is a member of the Namibian Open Learning Network Trust (NOLNet), Commonwealth Open Schooling Association (COMOSA) and the Distance Education Association of Southern Africa (DEASA). The professional programmes are accredited by the Namibia Qualifications Authority (NQA). The secondary education study materials conform to the curricula of the Namibia Junior and Senior Secondary Education. The College is registered with the Namibia Training Authority (NTA) as a vocational training provider.
NAMCOL’s operation is guided by the following vision and mission:
Vision
2
We strive to be a world-class institution of excellence, accessible to all, with committed professional staff, educating people through an innovative range of ODL programmes and providing quality services in a sustainable manner.
MissionWe are committed to providing wider access to quality educational services for our learners and other customers using a variety of open learning methods.
Besides the vision and mission, NAMCOL operates on its well-devised strategic aims. The following form part of NAMCOL’s strategic aims: Accessibility, sustainability, quality, efficiency, accountability, reliability, responsiveness, transparency, continuity and excellence.
3
3. RATIONALE FOR THE STUDY
NAMCOL’s organisational audit study is conducted after every three years. The last audit study was conducted in 2011.
The study is done, among others, to increase productivity, allow employees an opportunity to identify areas of inefficiency and performance barriers in their work environment. Organisational audit is a powerful tool for identifying organisational strengths and weaknesses. In this century, the advent of the human relations movement is credited with emphasizing the importance of workplace attitudes (Gupta, 2008). This study also covered aspects of affirmative action. The study will cover all fulltime NAMCOL employees at the Head Office and in the Regions through structured self-administered questionnaire.
NAMCOL developed an affirmative action plan with its own goals based on the Affirmative Action Act of 1998. For the purpose of this Act, Affirmative Action Act means a set of affirmative action measures designated to ensure that a person in designated groups enjoys equal employment opportunities at all levels of employment and is equitable represented in the workforce of a relevant employer (Affirmative Action Employment Act, 1998, p.18).
The three designated groups in the act are: racially disadvantaged persons, women and children and persons with disabilities. Further, the Act emphasises the following: access to employment, recruitment procedures, selection, appointment, promotion, demotion, and transfer, access to other benefits, facilities or services. NAMCOL established an Affirmative Action Committee with the aim of identifying all employment barriers that restrict access of people in designated groups through a periodic audit of all policies, procedures and practices that relate, directly or indirectly, to employment.
By identifying employees’ concerns at a relatively early stage, surveys allow management to work toward maintaining organisational "well-being" rather than fighting to remove "illness" (Durham, R. B and Smith F. S cited by Rodney, G in Employee Communication & Surveys Pty. Ltd). The knowledge of how people experience work provides the litmus test of how well the organisation will perform in its sector (Durham, R. B and Smith F. S cited by Rodney, G in Employee Communication & Surveys Pty. Ltd).
The study, therefore, seeks to assess the perception of staff members concerning their working environment and their attitudes towards affirmative action practices at the College. This is to attain strategic leadership and organisational change and to maintain non-discriminatory practices at the College. Furthermore, the study will contribute to the current literature in attempting to understand the various environmental aspects that influence job satisfaction. As set out in NAMCOL’s Strategic plan (of 2011 – 2015), this study is scheduled to be conducted every third year.
4
4. THE AIM AND THE OBJECTIVES OF THE STUDSY
The aim of this study is two-fold, hence the study aims to: Assess the perceptions of staff members towards their working environment in order to
improve their performance and their organizational performance; and Assess the perception of staff members in terms of affirmative action practices they
observe in their working environment and barriers to employment equity in order to maintain non-discriminatory practices at the College.
The study aims to attain the following objectives: To assess the staff’s attitude and opinions regarding affirmative action practices at the
College. To find out from the staff members the possible aspects/ attributes that contribute to
efficient, high quality work at their work place in order to identify own organisational strength and weaknesses and perceived organisational challenges.
5
5. THE STUDY METHODOLOGY
The study uses a quantitative approach with the unit of analysis being full-time NAMCOL staff members. The study also includes demographic information e.g. sex, NAMCOL divisions and regions – this is to focus on making a difference to the group of people who need change the most. The study used structured self-administered questionnaires for data collection.
5.1 Sampling frame and Sampling
The sampling frame or study population was all NAMCOL full-time staff members.
5.2 Data collection tools and Techniques
The study used a quantitative approach for data collection. A one-dimensional scale (Likert scale) was used from which respondents choose one option that best aligns with their view. The study opted eg. for an assertion form in which the person may agree or disagree to varying degrees including ‘yes’ or ‘no’ options and others. The survey omits common responses like ‘undecided’, ‘don’t know’ ‘no response’ etc. This decision is as a result from previous NAMCOL surveys where some of these studies yielded fewer results because many respondents opted for these types of neutral responses. A 5% level of significance was used to test whether the difference in means was significant or not.
The questions were arranged to cover the following main themes:
A. Organisational Climate Perception on working environment Condition of employment Teamwork Ethics Morale and Support Leadership and planning Performance management Career planning and job security Quality perception Innovationo General contentment
B. Affirmative Action
C. Socio – demographic information Sex Age Qualification Location (Place of work)
6
5.3 Methods of data analysis
A Statistical Package for the Social Sciences (SPSS) was used for data entry and the analysis. In this survey, respondents were asked to give their ratings on a four point scale called a Likert-type scale. The rating scale used was rated as 4=strongly agree; 3 =agree; 2=disagree and 1=strongly disagree, with 4 indicating an excellent rating and 1 indicating a very disagreement rating. Meaning that an observed mean close to 4 is in favour of the statement while an observed mean close to 1 indicates a strong disagreement with the statement. Item descriptive and frequencies by each of the demographic variables studied were reported. Significant differences in agreement level between various groups on each item were also investigated testing the difference in equality of means. A 5% level of significance was used to test whether the difference in means is significant or not. Open-ended comments made by employees were summarized and stated in the report. The margin of error for the sample selected was calculated using the following formula:
E=1. 96√ p(1−p )n
∗100; where p = 0.763 and n is the sample size of 74. The margin of error
gives an indication of the maximum amount by which the sample results are expected to differ from those of the actual population. For the study, the margin of error is 9.7% indicating a good sample and the results can be generalized to the general population (full-time NAMCOL staff members).
7
6. STUDY LIMITATION
The Unit (Research, Development and Quality Assurance) experienced difficulties in making sure that all eligible staff members complete the questionnaires on the defined due date. The Unit postponed the due date twice in order to get enough questionnaires back for the study to be credible and representative. This prolonged the timeframe for the completion of the study.
8
7. RELIABILITY AND VALIDITY
Appropriate measuring instruments (data collection tool) were used. The measuring instruments were critically examined for their criterion-related validity, content validity and construct validity. The questionnaires were anonymous to ensure confidentiality for the respondents not to feel inhibited and to be open and honest. Margin of error was calculated and found to be in the acceptance range. Thus, the study findings can be inferred to all full-time NAMCOL staff members with great level of confidence.
9
8. RESULTS AND DISCUSSIONS
The sampling frame/study population was all NAMCOL staff members at the Head office including those in the regions. A total of 74 respondents completed the questionnaires. Of these 39 (52.7%) were females and 32 (43.2%) were males, three (4.1%) did not state their gender. This gave the study an overall response rate of 76.3%, which is in itself a high and accepted response rate in a social environment (social science). Three (4.1%) of the respondents did not indicate their sex. The majority of respondents (n=45; 60.8%) were from NAMCOL’s Head Office.
8.1 Socio-Demographic Information
Graph 1: Percentage distribution of respondents by Head Office and Regions
Head office Northern region
Southern region
Central region North eastern region
Not stated0
10
20
30
40
50
60
7060.8
12.2 12.26.8 5.4
2.7
The NAMCOL Head Office had the majority of respondents compared to the regions
10
Graph 2: Percentage distribution of respondents by Divisions and Regions
Man
agem
ent a
nd Support
servi
ces
Progra
mmes an
d Mate
rial d
evelo
pment
Northern
regio
n
South
ern re
gion
Centra
l regio
n
Finan
ce an
d Administrati
on
Office of D
irecto
r
North ea
stern
regio
n
Not Stat
ed0
5
10
15
20
25
30
35 31.1
18.9
12.2 12.26.8 5.4 4.1 5.4
2.7
The majority of respondents (31.1%) originated from the division Management and Support Services, followed by those in the Programmes and Material Development division
Graph 3: Percentage distribution by divisions and regions (per NAMCOL staff establishment)
South
ern re
gion
Progr
amm
e and M
ater
ials
Dev...
Norther
n regi
on
North Ea
ster
n regi
on
Finan
ce an
d Adm
inist
ration
Man
agem
ent a
nd Support
Ser..
.
Centr
al re
gion
Office
of t
he Dire
ctor
0102030405060708090
100
69.278.3 81.8
100
40
77.8 80
100
Division/region
The highest response rates were observed in the North Eastern and the Office of the Director and the lowest response was in Finance and Administration division
11
Graph 4: Percentage age distribution of respondents
21-39 40-49 50-54 55-64 Not Stated0
5
10
15
20
25
30
35
40
45 40.5
35.1
14.9
6.8
2.7
More than three-quarters of respondents are aged between 21 and 49 years. Only 24% respondents were aged 50 years and above
Graph 5: Percentage respondents’ highest qualification
Primary Secondary Post secondary Not Stated0
10
20
30
40
50
60
70
80
90
1.4
9.5
85.1
1.4
About 85 percent of respondents have Post-Secondary qualifications, 9.5% have Secondary education qualification and only one (1.4%) respondent has Primary education
Graph 6: Percentage respondents’ post-secondary qualification
12
Certificate Diploma Bachelor degree
Honours Post graduate diploma
Master degree Not stated0
5
10
15
20
25
30
9.5
25.423.8
15.9
9.5
14.3
1.6
In the Post graduate category, respondents were asked further to state their level of qualification. The majority (25.4%) of them excelled with Diplomas followed by Bachelor degrees (23.8%)
8.2 Affirmative action
Respondents were asked to rate NAMCOL on various aspects of affirmative action. The rating scale used in the study offered respondents a rating scale of 1 – 4, with 4 indicating a very strong agreement and 1 indicating a very strong disagreement rating.
Graph 7: Percentage affirmative action variables rating (awareness and discrimination)
Yes No0
10
20
30
40
50
60
70
80
90
58.1
39.2
12.2
85.1
Are you aware of NAMCOL’s Affirmative Action CommitteeHave you ever been a recipient of any gender, race and disability related remarks or contacts at work
About 60% of respondents indicate that they were aware of Affirmative Action Committee and about 85% of them claimed that they have not been recipient of any gender, race or disability related remarks. Some of the reasons given for those few who felt discriminated were based on colour/tribes; gossips among staff members; unacceptable discrimination against pregnant women
13
Graph 8: Percentage affirmative action variables rating (recruitment selection policy, access and work in harmony)
Strongly agree Agree Disagree Strongly disagree0
10
20
30
40
50
60
21.6
58.1
12.2
2.72.7
58
12.2
2.7
32.4
54.1
8.1
2.7
The recruitment and selection policy in NAMCOL is non-discriminatory
Designated groups have equal access to all jobs that are advertised by the College
People with diverse backgrounds work harmoniously together with the rest of the staff
The majority (about 80%) was in agreement that the recruitment and selection policy at NAMCOL is non-discriminatory; that designated groups have equal access to all jobs that are advertised by the College (about 60.7%) and that people with diverse background work harmoniously together with the rest of staff at the College (86.9%)
Table 1: Affirmative action ratings by sex (average means)
Aspects rated/Variable AverageTotal Male Female
The recruitment and selection policy in NAMCOL is non-discriminatory 3.04 2.94 3.11
Designated groups (racially disadvantaged persons, women and children and persons with disabilities) have equal access to all jobs that are advertised by the College
3.09 3.16 3.03
People with diverse backgrounds – such as different religion, races and nationalities work harmoniously together with the rest of staff in our organization
3.19 3.20 3.21
There was a difference in rating between male and female respondents, with females highly agreed that the recruitment and selection policy in NAMCOL is non-discriminatory comparing to male respondents
Table 2: Affirmative action ratings by divisions/regions (average means)
Aspects rated/Variable Management and Support services
Programmes and Material development
Finance and Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
The recruitment and selection policy in NAMCOL is non-discriminatory
3.3 2.9 3.3 2.3 3.1 3.0 3.0 2.9
14
Designated groups (racially disadvantaged persons, women and children and persons with disabilities) have equal access to all jobs that are advertised by the College
3.3 2.9 3.3 2.3 3.3 2.7 3.0 3.0
People with diverse backgrounds – such as different religion, races and nationalities work harmoniously together with the rest of staff in our organization
3.2 3.1 3.8 2.7 3.5 2.7 3.2 3.1
The highest scores were in the Northern region and the lowest in the Office of the Director
Table 3: Affirmative action ratings by age (average means)
Aspects rated/Variable 21-39 40-49 50-54 55-64The recruitment and selection policy in NAMCOL is non-discriminatory
2.93 3.00 3.27 3.20
Designated groups (racially disadvantaged persons, women and children and persons with disabilities) have equal access to all jobs that are advertised by the College
3.10 3.00 3.18 3.20
People with diverse backgrounds – such as different religion, races and nationalities work harmoniously together with the rest of staff in our organization
3.21 3.19 3.27 3.00
There were no significant differences in rating the affirmative action with respect to age of the respondents
8.3 Organizational climate
Graph 9: Percentage condition of employment variables rating
Yes No0
10
20
30
40
50
60
70 63.5
32.4
43.2
54.1
Do you belong to any trade unionAt work, I constantly feel under tension/pressure and stress.
15
Almost Sixty four percent (63.5%) responded that they belong to a Trade Union and about 43% admitted that at work they constantly work under tension/pressure and stress
Below are some of the remarks regarding working under tension/pressure and stress: Bureaucratic setup of the College - delays in approval of documents. Wrong placements of staff - in
fulfilling their assigned duties Heavy workload and unrealistic deadlines (‘Too much to do , very under staff’ , ‘Too much work and
deadlines set are mostly unrealistic’), ‘The current office environment lets me do all the duties virtually by myself’
Non- appreciations (‘Unappreciated and not be listen to which results in being feel like having an autocratic 'boss')
Graph 10: Percentage ratings on work enjoyment, freedom to make decisions, working space and settings
Strongly agree Agree Disagree Strongly disagree0
10
20
30
40
50
60
70
31.1
56.8
8.1
1.4
18.9
51.4
18.9
8.1
17.6
55.4
17.6
9.5
17.6
60.8
14.9
5.4
I enjoy my work at NAMCOLI have freedom to decide how to do my workMy working space/office has the equipment that I need to do good workI work in a pleasant setting
With regard to condition of employment, the majority of respondents are of the opinion that they enjoy working at NAMCOL (87.9%), they have freedom to decide how to do their work (70.3%), they have equipment that they need to do good work and they work in pleasant setting (73%)
4.3.1 Condition of employment
Table 4: Overall average means rating on condition of employment (average means)
Aspects rated/Variable Average means’ scoresI enjoy my work at NAMCOL 3.21I have freedom to decide how to do my work
2.83
My working space/office has the equipment that I need to do good work
2.81
I work in a pleasant setting 2.92
Work satisfaction ranged high (3.21) and freedom of decision on how to do work and working space and equipment was the lowest (2.83 and 2.81 respectively)
Table 5: Condition of employment rating by sex (average means)
16
Aspects rated/Variable Male FemaleI enjoy my work at NAMCOL 3.16 3.24
I have freedom to decide how to do my work 2.87 2.82
My working space/office has the equipment that I need to do good work 2.56 2.97
I work in a pleasant setting 2.91 2.92
The difference in rating condition of employment was minimal between male and female respondents
Table 6: Condition of employment rating by divisions/regions (average means)
Aspects rated/Variable Management and
Support services
Programmes and Material develop
ment
Finance and
Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
I enjoy my work at NAMCOL 3.2 3.4 3.0 3.3 3.4 3.7 3.4 2.6I have freedom to decide how to do my work
2.7 3.1 2.7 2.7 3.6 2.3 3.0 2.4
My working space/office has the equipment that I need to do good work
2.8 2.9 3.0 2.7 3.0 2.7 3.0 2.5
I work in a pleasant setting 2.9 3.1 2.8 2.7 3.4 3.0 3.4 2.4
The ratings on condition of employment by respondents were the highest in the Northern region and the lowest in Southern Region
Table 7: Condition of employment rating by age (average means)
Aspects rated/Variable 21-39 40-49 50-54 55-64I enjoy my work at NAMCOL 3.31 3.04 3.36 3.25
I have freedom to decide how to do my work 2.90 2.64 3.00 3.20
My working space/office has the equipment that I need to do good work
2.70 2.81 2.82 3.20
I work in a pleasant setting 2.77 2.92 3.09 3.60
In general, lower age category has the lowest scores
4.3.2 Team work
Graph 11: Percentage distribution of respondents who agreed that ‘My co-workers offer support to help each other succeeds’
17
strongly agree agree disagree strongly disagree0
10
20
30
40
50
60
70
17.6
62.2
16.2
1.4
With respect to support and team work, the majority (79.8%) of respondents feel that co-workers offer support to help each other
Graph 12: Percentage distribution of respondents who agreed that ‘There is a good feeling of teamwork in my Unit/Division/Region, with people working well together’
strongly agree agree disagree strongly disagree0
10
20
30
40
50
60
21.6
54.1
21.6
1.4
The majority (75.7%) agreed that there is good feeling of team work
Table 8: Team work average ratings by sex (average means)
Aspects rated/Variable Male FemaleMy co-workers offer support to help each other succeeds 2.97 2.97
There is a good feeling of teamwork in my Unit/Division/Region, with people working well together
2.90 3.00
There are no significant differences among the gender
Table 9: Team work average ratings by divisions/regions (average means)
Aspects rated/Variable Management
Programmes and
Finance and
Office of Director
Northern region
North eastern
Central region
Southern
18
and Support services
Material develop
ment
Administration
region region
My co-workers offer support to help each other succeeds
2.9 3.0 3.3 3.3 3.3 3.0 3.0 2.6
There is a good feeling of teamwork in my Unit/Division/Region, with people working well together
3.1 3.1 2.8 3.3 3.3 3.0 3.0 2.1
The Office of the Director and the Northern region scored the highest and the lowest were recorded in the Southern region
Table 10: Team work average ratings by age (average means)
Aspects rated/Variable 21-39 40-49 50-54 55-64My co-workers offer support to help each other succeeds 2.90 3.00 3.00 3.20
There is a good feeling of teamwork in my Unit/Division/Region, with people working well together
2.77 3.04 3.30 3.20
The older respondents were more in agreement of team work in their units than the younger ones
4.3.3 Ethics
Although the majority of respondents were of the opinion that managers and supervisors set good example of ethical behavior, males were more in agreement than female respondents. Older respondents age 50 years and above also highly agreed than younger respondents. There were also differences with regard to divisions or regions.
Graph 13: Percentage distribution of respondents who agreed that ‘Our managers/immediate supervisors set good example of ethical behavior’
19
strongly agree agree disagree strongly disagree0
10
20
30
40
50
60
21.6
59.5
12.2
4.1
The majority (81%) of the respondents were in agreement
Table 11: Average rating on whether managers or supervisors set good example of ethical behavior by sex (average means)
Aspects rated/Variable Male FemaleOur managers/immediate supervisors set good example of ethical behavior 3.1 2.92
More males (31%) were in agreement
Table 12: Average rating on whether managers or supervisors set good example of ethical behavior by divisions/regions (average means)
Aspects rated/Variable Management and
Support services
Programmes and Material develop
ment
Finance and
Administration
Office of Director
Northern region
North eastern region
Central region
Southern
region
Our managers/immediate supervisors set good example of ethical behavior
2.9 3.1 3.0 2.7 3.8 3.0 3.2 2.5
The highest scores were recorded in the Northern region and lowest in the Southern region
Table 13: Average rating on whether managers or supervisors set good example of ethical behavior by age (average means)
Aspects rated/Variable 21-39 40-49 50-54 55-64Our managers/immediate supervisors set good example of ethical behavior
2.93 2.96 3.33 3.2
The highest score were among the age category ‘50-54’
20
4.3.4 Morale and support
Graph 14: Percentage of respondents motivated to do their work
Yes No0
10
20
30
40
50
60
70
80 73
25.7
Are you motivated to do your best?
Although the majority of respondents (73%) indicated that they are motivated to do their best, about 26% claimed that they are not motivated
Below are some of the reasons/statements given for not being motivated: Lack of training opportunities (‘working for many years but without training’) Mistrust (‘No motivation from the supervisor because of mistrust and only trust certain staff even when it
comes to delegation of work, which result in zero percent motivation’) Lack of acknowledgement/appreciation (‘my efforts of going the extra mile are only acknowledged when
you do the right thing. Make one mistake and all your good efforts are forgotten’, ‘Am not treated appreciative and part of a team, ‘my supervisor seldom give me a complement or recognition when I did a good deed. It’s not seen when job well done’)
Negative comments from supervisors (‘you are being told that you don’t perform and personal negative statements)
Lack of recognizing other staff members (‘I have a feeling the white collar colleagues still suffers from the old fashioned belief that vocational training is meant for the less intelligent and so are those who teaches them)
Performance management (‘the performance management system is not fair. Needed to be compensated for a job well done are not compensated due to the unreliable Performance Appraisal System’
Graph 15: Percentage distribution of what motivates respondents
21
Director Deputy Director Manager Supervisor Colleagues Job0
5
10
15
20
25
30
10.8
6.8
17.6
9.5
25.7
29.7
The majority of NAMCOL staff indicated that they are motivated by the job they do and also by colleagues. The lowest were Deputy Directors
3.3.5 Leadership and planning
Graph 16: Percentage in agreement on leadership vision and grievance procedures
Strongly agree Agree Disagree Strongly disagree
0
10
20
30
40
50
60
70
21.6
64.9
13.5
0
12.2
56.8
18.9
2.7
The people in charge (Leadership/Manage-ment/Board) here have a clear vision of where we are going
NAMCOL’s grievance procedures are fair towards staff members
The highest scores were on leadership vision (86.5%) comparing to grievance procedures (69%)
Graph 17: Percentage of the respondent’s feelings on productivity of NAMCOL meetings
22
Very good Good Barely acceptable Poor Very poor0
10
20
30
40
50
60
10.1
58.1
20.3
8.1
2.7
What is your general feeling about the productivity of meetings at NAMCOL?
The majority (69%) of the respondents had good feelings about the productivity of meetings
Graph 18: Percentage response to decision making and meetings participation
Yes No0
10
20
30
40
50
60
70
8068.9
25.7
75.7
23
Are the decisions taken in these meet -ings being implementedDo you actively participate in Staff meet -ings
The majority 68.9% claimed that they actively participate in staff meetings whereas 75.7% agreed that decisions made in the meetings are implemented
Some of the reasons given for not actively participating in staff meeting are outlined below: All meetings addressing staff related issues are only held in Windhoek Head office. We are not consulted
for any contribution, how can we participate? No involvement of regional staff in decision making Because I am not a permanent staff member at the moment Because I feel we are not taken seriously by those in management Decisions only dumped onto workers no proper discussion I am not informed about meetings I might be victimized if I participate/raise my concerns. Rather keep quiet I regard my input as no meaning at all because I am from the local level of NAMCOL structure which will
not be taken seriously by all My aim is just to sit and listen what they call the meeting for Not afforded the opportunity to do so, probably because I stay far away from the Head office I am not motivated There are hardly any staff meetings being held at our office. Or perhaps because of the position I hold, my
participation is not required Victimization
Table 14: Leadership and planning average ratings (average ratings)
23
Aspects rated/Variable Overall ratingThe people in charge (Leadership/Management/Board) here have a clear vision of where we are going
2.08
My supervisor believes in helping subordinates grow and develop 2.86
My supervisor treats people fairly 2.96
NAMCOL’s grievance procedures are fair towards staff members 2.85
No significant differences between different variables except on leadership’s vision
Table 15: Leadership and planning average ratings by sex (average ratings)
Aspects rated/Variable Male FemaleThe people in charge (Leadership/Management/Board) here have a clear vision of where we are going
2.09 2.08
My supervisor believes in helping subordinates grow and develop 3.00 2.78My supervisor treats people fairly 2.94 3.00NAMCOL’s grievance procedures are fair towards staff members 2.79 2.92
The lowest scores were on leadership’s vision for both males and females
Table 16: Leadership and planning average ratings by divisions/regions (average ratings)
Aspects rated/Variable Management and Support services
Programmes and Material development
Finance and Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
The people in charge (Leadership/Management/Board) here have a clear vision of where we are going
2.0 2.1 2.3 2.0 2.4 2.0 2.0 1.9
My supervisor believes in helping subordinates grow and develop
2.8 2.6 3.3 2.7 3.7 3.0 3.3 2.6
My supervisor treats people fairly 2.9 2.8 2.8 3.0 3.6 3.0 3.5 2.6
NAMCOL’s grievance procedures are fair towards staff members
2.8 3.0 3.0 2.7 3.1 2.3 3.3 2.6
The highest scores were recorded in the Northern region and the lowest in the Southern region
Table 17: Leadership and planning average ratings by age (average ratings)
Aspects rated/Variable 21-39 40-49 50-54 55-64The people in charge (Leadership/Management/Board) here have a clear 2.03 2.15 2.00 2.20
24
vision of where we are going.
My supervisor believes in helping subordinates grow and develop 2.93 2.72 3.00 3.20
My supervisor treats people fairly 3.00 2.88 3.20 3.00NAMCOL’s grievance procedures are fair towards staff members 2.75 2.92 3.00 3.00
The highest scores in all four variables were recorded in the age category ’55-64’. The higher the age category the highest the scores
4.3.6 Performance management and feedback
Graph 19: Percentage scores on performance appraisal system, the feedback thereof and its usefulness
Strongly agree Agree Disagree Strongly disagree0
5
10
15
20
25
30
35
40
45
50
14.9
44.6
24.3
8.1
4.1
48.6
35.1
6.84.1
37.840.5
9.5
Our organization has a good per-formance appraisal system in placeFeedback on performance for people at my level is timely, accurate and con-structivePerformance appraisals in NAMCOL are used for staff development
Close to 60% of the respondents agree that the NAMCOL has good performance appraisal systems. Fifty two (52%) agreed that the feedback is timely and only 41.9% agreed that it is used for staff development
Graph 20: Percentage rating on performance incentives
Yes No0
5
10
15
20
25
30
35
40
45
50
50
31
NAMCOL’s decision to give per-formance incentives has improved performance
Fifty percent (50%) of the respondents also indicated that NAMCOL’s decision to give performance incentives has improved performance
Table 18: Performance management and feedback average rating by sex (average ratings)
25
No significance differences observed between males and females
Table 19: Performance management and feedback average rating by divisions/regions (average ratings)
Aspects rated/Variable Management and Support services
Programmes and Material development
Finance and Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
Our organization has a good performance appraisal system in place
2.5 2.9 2.3 2.3 3.7 3.0 2.8 2.3
Feedback on performance for people at my level is timely, accurate and constructive
2.6 2.6 2.5 2.3 2.8 2.7 2.7 2.0
Performance appraisals in NAMCOL are used for staff development
2.5 2.3 2.3 2.3 2.6 2.0 3.0 2.1
These particular variables score low across all the divisions and regions. However, the highest was recorded in the Northern region and the lowest in the Office of the Director
Table 20: Performance management and feedback average rating by age (average ratings)
Aspects rated/Variable 21-39 40-49 50-54 55-64Our organization has a good performance appraisal system in place 2.79 2.50 2.90 3.00Feedback on performance for people at my level is timely, accurate and constructive
2.44 2.40 2.82 3.00
Performance appraisals in NAMCOL are used for staff development 2.27 2.28 2.70 3.00
The age category 55-64 scored the highest
4.3.7 Career planning and job security
Graph 21: Percentage of respondents in agreement with job security
26
Aspects rated/Variable Overall rating
Male Female
Our organization has a good performance appraisal system in place 2.71 2.69 2.73Feedback on performance for people at my level is timely, accurate and constructive
2.53 2.57 2.50
Performance appraisals in NAMCOL are used for staff development(training needs assessment) purposes
2.40 2.48 2.32
Sure Not sure0
10
20
30
40
50
60
7066.2
33.8 I know that as long as I do good work, my job here is secure
Close to 67% felt secured at work
Graph 22: Percentage of respondents in agreement with fringe benefits
Yes No0
10
20
30
40
50
60
70
8075.7
17.6
Our fringe benefits such as transport, medical aid and retirement plans are good
About 76% of the respondents were of the opinion that their fridge benefits such as transport, medical aid and retirement plans are good
Of those who were not satisfied the main reasons given were as follows: Transport is not commensurate with the responsibilities (“that transport money is too little’, ‘I use my
private transport a lot to achieve my goals for certain job groups the transport allowance can be increased to enable me to do a proper job as there is always a transport problem’, ‘No vehicle allowance for MM and should really be renewed’, ‘The money for transport is very little compared to the increase of fuel’)
Medical Aids not beneficial (‘medical aid does not cover everything and we pay too much at the end. medical aid get exhausted before time’)
Graph 23: Percentage of respondents in agreement with NAMCOL future and salary
27
To a great ex-tent
Some what Very little Not at all0
10
20
30
40
50
60
24.3
58.1
10.8
6.8
27
43.2
14.9 13.5
Our organization has a stable, se-cure future, so we do not need to worry about job securityMy work justifies my pay/salary
About 82% of respondents agreed on stable future of NAMCOL and 70.2% were happy with their salary
Table 21: Career planning and job security average rating by divisions/regions (average means)
Aspects rated/Variable
Management and Support services
Programmes and Material development
Finance and Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
Our organization has a stable, secure future, so we do not need to worry about job security.
3.17 3.07 3.75 2.00 2.67 3.00 3.20 3.13
My work justifies my pay/salary
2.78 3.29 3.50 3.33 2.00 2.33 3.20 2.75
The highest scores were recorded in the Finance and Administration division and the lowest were experienced in the Northern region
Table 22: Career planning and job security average rating by education level (average means)
Aspects rated/Variable Certificate Diploma Bachelor degree
Honours Post graduate diploma
Master degree
Our organization has a stable, secure future, so we do not need to worry about job security.
2.50 3.25 3.07 3.40 2.67 3.22
My work justifies my pay/salary 2.40 2.69 2.87 3.10 2.50 3.11
Respondents with Certificates qualification were more worried with their future and salaries
4.3.8 Quality
28
Graph 24: Percentage of responses on quality - College’s and management commitment to quality
Strongly agree Agree Disagree Strongly disagree0
10
20
30
40
50
60
70
25.7
66.2
5.41.4
33.8
60.8
4.10
31.1
56.8
8.1
0
Quality is important here, both in terms of what we produce and how we work
The organization is committed to producing quality products or services
Top management send a clear message that quality is important in this organization
All three variables have positive agreement with scores higher than 80%
Table 23: Quality average ratings by sex (average means)
Aspects rated/Variable Male FemaleThe organization is committed to producing quality products or services 2.35 2.28Quality is important here, both in terms of what we produce and how we work 3.23 3.13Top management send a clear message that quality is important in this organization 2.23 2.24
No significant differences between males and females concerning the three variables
Table 24: Quality average ratings by divisions/regions (average means)
Aspects rated/Variable Management and Support services
Programmes and Material development
Finance and Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
The organization is committed to producing quality products or services
2.3 2.1 2.3 3.0 2.7 2.3 2.0 2.3
Quality is important here, both in terms of what we produce and how we
3.0 3.1 3.3 3.7 3.4 3.3 3.4 3.1
29
work
Top management send a clear message that quality is important in this organization
2.1 2.2 2.3 2.0 2.7 2.7 2.4 2.1
The lowest scores were on the variable ‘Top management send a clear message that quality is important in this organization’ across all divisions and regions. The highest scores were recorded in the Northern region
Table 25: Quality average ratings by age (average means)
Aspects rated/Variable 21-39 40-49 50-54 55-64The organization is committed to producing quality products or services 2.24 2.23 2.55 2.60
Quality is important here, both in terms of what we produce and how we work
3.24 3.12 3.09 3.40
Top management send a clear message that quality is important in this organization
2.30 2.23 2.09 2.40
No significant differences observed based on the different age categories
4.3.8 Innovation
Graph 25: Percentage agreement on innovation
Strongly agree Agree Disagree Strongly disagree
0
10
20
30
40
50
60
13.5
59.5
21.6
1.4
13.5
56.8
23
1.4
New ideas are welcomed and nur-turedI have the freedom to try new approaches
Freedom to try new ideas scored the lowest (63.4%)
Table 26: Innovation average rating by sex (average means)
Aspects rated/Variable Male Female
30
New ideas are welcomed and nurtured 2.8 2.95I have the freedom to try new approaches 2.83 2.92
No significant differences
Table 27: Innovation average rating by divisions/regions (average means)
Aspects rated/Variable
Management and Support services
Programmes and Material development
Finance and Administration
Office of Director
Northern region
North eastern region
Central region
Southern region
New ideas are welcomed and nurtured
3.0 2.9 2.8 2.3 3.2 2.3 2.8 2.7
I have the freedom to try new approaches
2.9 2.9 2.8 3.0 3.1 2.3 3.0 2.7
The highest scores were recorded in the Northern region and the lowest were recorded in the North Eastern region
Table 28: Innovation average rating by age (average means)
Aspects rated/Variable 21-39 40-49 50-54 55-64New ideas are welcomed and nurtured 2.86 2.92 2.82 3.00
I have the freedom to try new approaches 2.86 2.92 2.80 3.00
The age category ’55-64’ are more positive in terms of the two variables
Table 29: Innovation average rating by education level (average means)
Aspects rated/Variable Certificate
Diploma Bachelor degree
Honours Post graduate diploma
Master degree
New ideas are welcomed and nurtured 3.0 2.8 2.9 2.8 2.8 3.2
I have the freedom to try new approaches 3.2 2.7 3.0 2.8 3.0 3.3
Those with Masters degrees had more positive reactions on the two variables comparing to other qualifications
4.3.9 Health and safety
31
Graph 26: Health and safety
Ever attended training/workshop on health and safety while in the employment of
NAMCOL
Using Computers or other Display Screen
Equipment
Management values safety
College requires a Health and Safety
Committee
0102030405060708090
100
18.8
90.6
65.6
78.1
12.8
94.9
59 61.5
MalesFemales
An average of 15% of respondents indicated that they had attended training/workshop on health and safety while in the employment of NAMCOL. Slightly more males attended the training than female staff. A high proportion (69%) of male respondents were also of the opinion that the College requires a health and safety committee
Graph 27: Percentage distribution of respondents who had attended training/workshop on health and safety while in the employment of NAMCOL
Man
agem
ent a
nd Support
serv
ices
Progr
amm
es and M
ater
ial dev
elopm
ent
Finan
ce an
d Admin
istra
tion
Office
of Dire
ctor
Norther
n regio
n
North ea
stern
regio
n
Centra
l reg
ion
South
ern re
gion
0
5
10
15
20
25
17.414.3
25
11.1
20
12.5
The majority of staff members in the Finance and Administration directorate attended the training /workshop on health and safety while in the employment of NAMCOL; followed by those in the Central region and those in the Management and Support Services Graph 28: Percentage distribution of respondents who agreed that Management values safety by directorate
32
Man
agem
ent a
nd Support
serv
ices
Progr
amm
es an
d Mat
erial
develo
pmen
t
Finan
ce and Adm
inist
ration
Office
of Dire
ctor
Norther
n regio
n
North ea
stern
regio
n
Centra
l reg
ion
South
ern re
gion
0102030405060708090
100
56.564.3
50
33.3
66.7 66.7
100
62.5
Almost all respondents in Central region are of the opinion that NAMCOL management values safety while this proportion is below 70% for respondents in all regions and directorates
Graph 29: Percentage distribution of respondents who agreed that College requires a Health and Safety Committee by directorate
Man
agem
ent a
nd Support
serv
ices
Progr
amm
es an
d Mat
erial
dev
elopm
ent
Finan
ce an
d Adm
inist
ration
Office
of D
irect
or
Norther
n regio
n
North ea
ster
n regio
n
Centra
l reg
ion
South
ern re
gion0
102030405060708090
100
52.2
64.3
50
33.3
100 100 100
75
All the respondents in the Northern, North Eater and Central regions were 100% in agreement
Some of the reasons given by respondents who support the establishment of health and safety committee are: That the committee will assure that we remain healthy and safe since we are working under tremendous
stress and in a poor working environment; The committee will assist the employer to recognize workplace hazards, evaluate the risk of
accidents/incidents, injuries;
33
Respond to employee complaints and suggestions concerning safety and health; participate in all safety and health inquiries and investigations;
To ensure proper care of staff and to be ready for any disaster To ensure that the health and safety of the staff is guaranteed
4.3.10 General contentment
On the question of “general contentment’ (I would rather work here than anywhere else) most of the respondents have all positive things to say about NAMCOL.
Below are some of the direct comments made by the respondents: NAMCOL provides one that opportunity to grow as they give one enough space to do your job
independently The team spirit of NAMCOL is second to none Flexibility, teamwork, good management team and conducive working environment I enjoy my job I have learnt within the years that I have been with NAMCOL I have seen that people live like family
Everyone is willing to assist or lay a helping hand when needed Environment is just conducive in such a way that you do/perform your work independently I like the working environment and freedom of carried my work independently I like what I am doing The working atmosphere is welcoming and friendly that I look forward to going to the office every day I love the freedom of having decisions on how best I can do my work, plan out programme of activity for
monitoring my centres and being charge of my work I have been here for some years and realised that this is a caring institution. One also learn a lot I enjoy organisation culture and working environment This company is a place where my qualification can make a difference The culture at NAMCOL is diversified and very joyful to be around
9. SUMMARY AND CONCLUSION
34
The majority (75.6%) of the respondents at NAMCOL are in the age category ‘young to middle aged adults’ (21-49 year olds) and the majority (49.2%) has Diplomas and Bachelor degrees with few (23.8%) Post-Graduate and Masters Degrees. There is no one with a PHD degree.
Sixty percent (60%) of the respondents were aware of NAMCOL Affirmative Action Committee, the other 40% of the respondents were not aware of this Committee. Eighty five percent (85%) responded that they were never recipient of any discriminatory remarks however few of them (15%) were recipient of other discriminatory remarks and actions especially on tribal bases and being pregnant.
The majority of the respondents (80%) were in agreement that the recruitment and selection policy is non-discriminatory, males were not in total agreement when compared to females.
Approximately 43% admitted they work under constant tension, pressure and stress due to unrealistic deadlines, understaffing and heavy workload. A delay in getting response from different Divisions/Regions and Units was of concern among the respondents.
With reference to condition of employment, the majority (80%) of the respondents were happy with their condition of employment. The most happier ones were in the older age category ’55-64’. In relation to team work and support the respondents in the younger respondent in the age category ’21-39’ were more in disagreement compared to the older age category.
Even though 75.7% of the respondents were of the opinion that their fridge benefits such as transport, medical aid and retirement plans are good the unhappiness of few were generated from non- commensurable of transport with responsibilities, and the medical aid that is too expensive and the fact that it gets exhausted quickly.
Ethics at NAMCOL were rated high (81%) and males and the older respondents (50-55 years olds) were more in agreement.
The majority felt more motivated by their own jobs and colleagues than from the supervisors, managers and directors. About 26% of the respondents were not motivated to do their best signifying lack of workshops attendances. Those demotivated sited effects like lack of training opportunities, lack acknowledgements, recognition, appreciations, negative comments that they receive and the performance managements systems (with regard to its implementations).
Leadership and planning (developing sub-ordinates, leadership visionary, fairness on staff and grievance procedures) was rated low by the respondents. Age wise, low scoring was more among the young adults than the older adults.
The majority (69%) of the respondents confirmed their active participation in the meetings. The remaining 31% of the respondents that did not actively participates in the meetings were because they are scared of being victimized and they see management of not listening to them
35
and autocratically making decisions and that they are not afforded opportunities to raise their concerns or make contributions. Performance management was also one of the lowest rated aspects of the study but highly rated among the young age categories (21 – 49 years olds).
Health and safety training is lacking at NAMCOL with 85% of the respondents claimed no to have attended any training in Health and training.
Overall, the College excelled in many aspects of affirmative action and the organisational climate though minimal low scored where observed in some areas. The study cannot dictate or prescribe the point/scores that must be exceeded in order for the College to begin or elicit a response or an action to certain undesirable findings e.g. does only two gender based discrimination permit an action or not?
Consequently the conclusion and recommendations highlighted on the small but negative aspects of the findings though some of them will not be significant enough to warrant action based on opinion of some individual staff members.
10. RECOMMENDATIONS
36
The study cannot dictate or prescribe the point/scores that must be exceeded in order for the College to begin or elicit a response or an action to certain undesirable findings e.g. does only two gender based discrimination permit an action or not? A low score or the weight put on some few unsolicited findings resolves with the Management of the College to take action or not to take action. Consequently the conclusion and recommendations highlighted on the small but negative aspects of the findings though some of them will not be significant enough to warrant action based on opinion of some individual staff members. Thus the severity clarification is on the onus of the College.
The recommendations Divisions and regions with the low response rate should be encouraged to give their full
participation in the future; NAMCOL to encourage or put measures in place for the staff members to further their
education especially the Maters and PHD level; NAMCOL should educate and raise awareness among staff members on the Affirmative
Action Committee and its mandate; Management should encourage staff to do away with any tribal or pregnancy related
remarks or comments though this particular aspect scored low. NAMCOL should encourage staff not to make unnecessary negative remarks towards others. Further NAMCOL should sensitize staff to use the existing grievances systems to report these;
NAMCOL should seek ways to decrease staff workload and stress; Management should seek ways of how to enforce speedy internal response to internal
communication among staff members; Staff members should be encouraged to make independent decision. Their contribution
should be valued and encouraged; Staff development interventions should be expanded to all staff members and a register
needs to be put in place to keep record as to who attended a certain workshop; Managers and supervisors should seek ways to motivate their respective sub-ordinates; Managers and supervisors should be encouraged to treat all staff members fairly and
with respect; Staff members should be encouraged express their views in meetings and be assured
that they will not be victimized. Management should be encourage to listen to junior staff members;
NAMCOL should endeavor to find out why staff members are not happy with the performance appraisal practices of NAMCOL;
NAMCOL should ensure pleasant working environment with enough space and appropriate equipment for all staff.
37
11. BIBLIOGRAPHY AND REFERENCES
Affirmative Action (Employment) Act, No 29, Government Gazette of the Republic of Namibia, Office of the Prime Minister, Namibia, 1998
Gupta, A., 2008. Organizational climate study. Mahila Abhivruddhi SociatyOnline at: 2008http://www.apmas.org/pdf%5CAPMAS%20Organisational%20Climate%20Survey%20report.pdfAccessed Date: 9 June 2014: 09H30
John Queripel Associates (JQA), 2011. Focusing on top potential and performance, United Kingdom Online at: http://www.jqassociates.com/assessment/tools/employee-wellbeing-survey.aspAccessed Date: 14/02/2014: 18H00
NAMCOL, 2007-2008. Affirmative action progress report, NAMCOL, Namibia
NAMCOL, Undated. NAMCOL affirmative action policy, NAMCOL, Namibia
NAMCOL, 2007. Organisational Audit. NAMCOL
Rodney Gray, 2010. When to conduct an employee communication audit, 2010 Employee Communication & Surveys Pty. Ltd Australia
TeambuildngInc.com. 2011. The Survey Process. Team Business PlusOnline at: http://www.teambuildinginc.com/article organisational climate survey.htmAccessed Date: 6 April 2014: 13H00
Wikimedia Foundation, Inc. , 2011. Wikipedia, Online at: http://en.wikipedia.org/wiki/Organization, Accessed Date: 23/02/2014: 1oH00
Wikipedia, 2011. Wikipedia Foundation, IncOnline at: http://en.wikipedia.org/wiki/Job_satisfactionAccessed Date: 11 May 2014: 11H00
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12. APPENDIX A - THE QUESTIONNAIRE
Private Bag 15008, Katutura, WindhoekTel: + 264-61-320 5111, Fax: + 264-61-216 987
www.namcol.com.na
The Questionnaire
NAMCOL– Organizational Audit Questionnaire
The purpose of this evaluation tool is to assess your perception (motivation, behaviour and organisational performance) concerning your work environment and your attitudes towards affirmative action practices at NAMCOL. The information provided will help NAMCOL to attain strategic leadership and organisational change and to maintain non-discriminatory practices at the College. • The questionnaire is anonymous. • Names of the respondents will not be revealed. You are free to say anything relevant to the context of the questionnaire. • Information provided will be treated as confidential and will be used only for the purpose of the survey.
Instruction: Please circle the appropriate response
A. AFFIRMATIVE ACTION
1. Are you aware of NAMCOL’s Affirmative Action Committee? a. Yes b. No
2. The recruitment and selection policy in NAMCOL is non-discriminatory. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
3. Designated groups (racially disadvantaged persons, women and children and persons with disabilities) have equal access to all jobs that are advertised by the College.
39
a. Strongly agree b. Agree c. Disagree d. Strongly disagree
40
4. Have you ever been a recipient of any gender, race and disability related remarks or contacts at work (unwanted leers, sexual comments, noises or gestures etc.)? a. Yes b. No If Yes, briefly explain _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
5. People with diverse backgrounds – such as different religion, races and nationalities work harmoniously together with the rest of staff in our organization. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
B. ORGANISATIONAL CLIMATE
CONDITIONS OF EMPLOYMENT
6. Do you belong to any trade union? a. Yes b. No
7. I enjoy my work at NAMCOL. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
41
8. I have freedom to decide how to do my work. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
9. My working space/office has the equipment that I need to do good work. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
10. I work in a pleasant setting. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
11. At work, I constantly feel under tension/pressure and stress. a. Yes b. No If Yes, briefly explain
______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________
____________________________________________________________________________________________________________________________________________
42
TEAM WORK
12. My co-workers offer support to help each other succeeds. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
13. There is a good feeling of teamwork in my Unit/Division/Region, with people working well together. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
ETHICS
14. Our managers/immediate supervisors set good example of ethical behaviour. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
MORALE AND SUPPORT 15. Are you motivated to do your best? a. Yes b. No c. If NO, please give reason(s) why you are not motivated. ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________
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16. Who/What motivates you to do your best? a. Director b. Deputy Director c. Manager d. Supervisor e. Colleagues/Peers f. Job g. Other (if you have selected ‘Other’, please specify ______________________________________________________________________________ ______________________________________________________________________________ _________________________________________________________________ _________________________________________________________________
LEADERSHIP AND PLANNING
17. The people in charge (Leadership/Management/Board) here have a clear vision of where we are going. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
18. What is your general feeling about the productivity of meetings at NAMCOL? (Meeting at any level being Region/Unit/Division/Committee based) a. Very good b. Good c. Barely acceptable d. Poor e. Very poor
19. Are the decisions taken in these meetings being implemented? a. Yes b. No
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20. Do you actively participate in Staff meetings? a. Yes b. No If No, why not? ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________ ____________________________________________________________________________________
21. My supervisor believes in helping subordinates grow and develop. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
22. My supervisor treats people fairly. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
23. NAMCOL’s grievance procedures are fair towards staff members. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
PERFORMANCE MANAGEMENT AND FEEDBACK
24. Our organization has a good performance appraisal system in place. a. Strongly agree b. Agree c. Disagree d. Strongly disagree7
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25. Feedback on performance for people at my level is timely, accurate and constructive. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
26. Performance appraisals in NAMCOL are used for staff development (training needs assessment) purposes. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
27. NAMCOL’s decision to give performance incentives has improved performance? a. Yes b. No
CAREER PLANNING AND JOB SECURITY
28. I know that as long as I do good work, my job here is secure. a. Sure b. Not Sure
29. Our organization has a stable, secure future, so we do not need to worry about job security. a. To a great extent b. Some what c. Very little d. Not at all
30. My work justifies my pay/salary. a. To a great extent b. Some what c. Very little d. Not at all
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31. Our fringe benefits such as transport, medical aid and retirement plans are good. a. Yes b. No If No please explain ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________ ______________________________________________________________________
QUALITY
32. The organization is committed to producing quality products or services. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
33. Quality is important here, both in terms of what we produce and how we work. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
34. Top management send a clear message that quality is important in this organization. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
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INNOVATION
35. New ideas are welcomed and nurtured. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
36. I have the freedom to try new approaches. a. Strongly agree b. Agree c. Disagree d. Strongly disagree
HEALTH AND SAFETY
37. Have you ever attended training/workshop on health and safety while in the employment of NAMCOL? a. Yes b. No If Yes, Please state the nature of the training including the year _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
38. Are you using Computers or other Display Screen Equipment? a. Yes b. No If yes, were you given any health related information regarding the use of these equipment? _____________________________________________________________________________________
39. Management is driving the College to be a safety centred College or Management truly values safety. a. Yes b. No
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40. Would you say, that the College requires a Health and Safety Committee. a. Yes b. No If yes or no, provide reasons; _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
GENERAL CONTENTMENT
41. I would rather work here than anywhere else. a. Yes b. No If Yes or No, please explain/motivate your statement _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________ _____________________________________________________________________________________
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C. SOCIO-DEMOGRAPHIC INFORMATION
Instruction: Write your answer in the space provided and indicate your choice by circling the right/ appropriate answer.
42. Date of the interview (date of completing this questionnaire (Today’s date) DD / MM / 2014 ______________________________________________________________________________________
Instruction: Please circle the appropriate response
43. Respondent’s Region/Office (NAMCOL region where you are based) a. Head Office b. Northern Region c. North-Eastern Region d. Central Region e. Southern Region f. Others (Please Specify)
44. Respondent’s Directorate (The directorate under which you are working) a. Management and Support Services b. Programmes & Material Development c. Finance & Administration d. Office of the director e. Northern Region f. North-Eastern Region g. Central Region h. Southern Region
45. What is your gender? a. Male b. Female
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46. In what age category do you fall? Put a cross (X) in the appropriate box
a Young Adult (18-20)b Adult (21- 39)c Young Middle-Aged Adult (40-49)d Middle-Aged Adult (50-54)e Very Young Senior Citizen (55-64)f Young Senior Citizen (65-74)g Senior Citizen (75-84)h Old Senior Citizen (85+)
47. State your highest qualification achieved to date Put a cross (X) in a corresponding answer
1 Primary (Grade 1 -5)2 Secondary (Grade 6-12)3 Post Secondary:a Certificateb Diplomac Bachelors Degreed Honours Bachelorse Post Graduate Diplomaf Masters Degreeg PHD
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