1. 1 DEPARTMENT OF FOREIGN AFFAIRS PARLIAMENTARY ADHOC COMMITTEE ON INTENATIONAL RELATIONS PRESENTATION: 31 MAY 2004

2. OUTLINE OF PRESENTATION  Introduction  Priorities 2004/05  Finance Issues  Human Resources Issues

3. INTRODUCTION  A draft set of priorities were presented to the January and May 2004 Lekgotla by the Minister  Priorities have been intergrated into the Business Plans of the various Business Units at Head Office and Missions  Priorities seek to ensure focus on specific areas and a targeted use of resources in a given year

4. PRIORITIES 2004/2005  Facilitate the reform of the Global governance systems  Consolidate the African Agenda  Promote South-South Co-operation  Enhance Political and Economic Relations  Facilitate Human Resources Development  Provide efficient and effective support services  Other immediate priorities

5. Missions

6. State owned properties & current Leases

7. REDUNDANT PROPERTIES

8. DFA establishment 22917351556Total 622207415Unfunded vacancies 16695281141Filled Posts TotalMissionsHead Office Vacancy status Advertised 301 posts The unfunded 622 posts will be filled over a long term period

9. FINANCE

10. DEPARTMENT’S PROGRAMME STRUCTURE  Programme 1: Administration  To conduct the overall policy development, execution and management of the Department.  To provide secure, economic housing and office accommodation to all staff members abroad, and the maintenance thereof  Programme 2: Foreign relations  To promote relations with countries, and to participate in international organisations and institutions, in pursuit of South Africa’s national values and international relations objectives.

11. DEPARTMENT’S PROGRAMME STRUCTURE  Programme 3: Public Diplomacy and Protocol  To promote South Africa’s Foreign Policy Objectives, project a positive image of South Africa and Africa, and provide State Protocol services.  Programme 4: International Transfers  To provide for the payment of membership fees to international organisations and transfer payments.

14. HIGHLIGHTS  South Africa’s role both bilateral and multilateral  Peace processes  Increased foreign representation  International conferences  Acquisition of capital projects  Information Communication Technology  Transfer payments  Transformation within the Department

16. DEPARTMENTAL BUDGET PROCESS Policy direction by the Minister Departmental Strategic Workshop Cabinet Lekgotla Decisions Developed Four Options Reprioritization within Baseline

17. 2004 MTEF - POLICY OPTIONS R582m Developed Four Options Option 1: International Commitments R172 million Option 2: Improving Service Delivery R84 million Option 3: Capital works R121 million Option 4: Special Projects R205 million

18. 2004 MTEF POLICY OPTIONS- R582m Option 1: International Commitments  South - South Co-operation Joint Trilateral Comm Asian African Conference CARICOM Agreement Haiti Celebration Conflict Management & Resolutions R172 m R55m R15m

19. POLICY OPTIONS Option 1 cont...  SA Participation in AU  Increased International Representation  UNDP  Transfer Payment Option 2: Improving Service Delivery  ICT - Master Systems Plan  Capacity Building R15m R30m R39m R18m R84m R54m R30m

20. POLICY OPTIONS Option 2cont… Strengthening of Head Office Operations Foreign Service Institute Learnership Programme Option 3: Capital Works New Head Office Building Acquisition of Properties Abroad Refurbishments and Maintenance 2004/05 R121m R6m R100m R15m

21. POLICY OPTIONS Option 4: Special Projects 10th Anniversary Celebrations Presidential Inauguration African Renaissance Fund NEPAD Secretariat R205m R50m R30m R100m R25m

28. CHALLENGES  Increased role of South Africa in the International arena  Peace initiatives in the region and continent  NEPAD  AU  Exchange rate provision

29. CHALLENGES Cont.  Head Office Building  Master Systems Plan( MSP)  Properties Abroad  CARICOM Agreement  UNDP Building  African Renaissance Fund

35. 35 Financial System for the Missions

36. Key business drivers  Meet financial reporting requirements.  Comply with the requirements of PFMA. Phased approach  Phase I – consolidation and reporting.  Phase II – install a PFMA compliant financial system in all the missions.  Phase III – install the business cycle management processes.

37. What is PHASE 1 ??? Phase 1 is the development and implementation of a excel spreadsheet format Financial Management solution for DFA that will entail basically the following:  Missions capture their monthly financial data (expenses/receipts/budgets/journals/exchange rates) per currency on the templates provided.  Missions send the templates to Head Office (can be automated by date) via secure email for timeous collection & consolidation of monthly financial transactions (repository).

38. Phase 1 -schematically Mission: complete templates provided Data emailed AXS1: Data in FMS code structure & foreign currency FTPFTP FCS: Finance balance mission accounts Interface BAS: Data in BAS code structure & rand value

39. PROGRESS  Phase 1 implemented as from 1 December 2003  Phase 2 to be completed in June 2005  Phase 3 to be completed in October 2005

40. HUMAN RESOURCES

41. 41 Human Resources issues  DFA establishment  Highlights for 2003/4  Employment Equity profile  Organisational HR programme for 2004/5  Organisational people challenges

42. Summary – recruitment drive 2003 75Total 18Male White 14Male Black 19Female White 23Female Black RecruitedRace and gender Total posts advertised = 234 Successfully filled = 178 Internal (Promotions) = 75

43. Summary- recruitment drive 2003 cont. 103Total 1Male White 57Male Black 5Female White 40Female Black RecruitedRace an gender External = 103

44. Highlights for 2003/4  Filled vacant funded posts in Head office (see summary in next slides)  Filled vacancies in Missions  Developed and implemented an orientation and training programme for new appointees  Implemented workplace skills plan (training and development)  Trained diplomats in line with the EE plan  Implemented a Performance Management and Development System  Implemented an extended programme for Employee wellbeing

45. Progress on Transformation: Employment Equity Employment Equity continues to be a challenge for the Department. Below is the current status on the Employment Equity Profile. Total number for people with Disabilities 22 (1%) Attached is detailed Race & Gender Profiles for Head Office, Missions and Heads of Mission. EMPLOYMENT EQUITY: GENDER PROFILE(30 April 2004)

46. Employment Equity profile HEAD OFFICE RACE & GENDER

49. Programme for 2004/5  Filling funded vacancies  Develop job profiles for all jobs  Conduct skills audit, which will result in personal profiles and personal development plans  Implement Learnerships  Speed up the implementation of transformation, including the development and implementation of the new EE plan with special focus on gender and disability issues  Implement the Career and Succession Management framework  Conclude the repositioning of the FSI  Train and develop diplomats

50. TRANSFORMATION OF FSI The Department engaged in the Benchmark exercise Five countries were visited: Switzerland, France, The Netherlands, Cuba & India Observations were made regarding: - Access - Governance - Training delivery models - Short courses - Foreign language training

51. TRANSFORMATION OF FSI Cont... Task Team has been proposed to take the process forward Resources for the process have been allocated in the 2004/05 Financial year

52. Challenges facing the Department  A representative pool of skilled diplomats  Attracting skilled individuals from the designated groups, especially Women and people with disabilities  Retaining senior women managers  Creating an organisational culture that values diversity and encourages optimal performance  Breaking silos across Branches.

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