decentralized education framework for the ghana education ...pdf.usaid.gov/pdf_docs/pnadz413.pdf ·...

Cooperative Agreement No. 641-A-00-10-00017-00

GEDP The Ghana Education Decentralization Project (GEDP) is owned by the Government of Ghana through the Ministry of Education and the Ghana Education Service and made possible by the generous support of the American people. GEDP is implemented by World University Service of Canada (WUSC). USAID Strategic Objective 8 (Improved Quality of, and Access to Basic Education)

Decentralized Education Framework for the Ghana Education

Service Headquarters, the Regional Education Office

and the Education Section of the Education, Youth and Sports

Department of the District Assembly

DISCLAIMER The author’s views expressed in this report do not necessarily reflect the views of the United States Agency for International Development or the United States Government.

Ghana Education Decentralization Project (GEDP)

Decentralized Education Framework for the Ghana Education Service

Headquarters, the Regional Education Office and the Education Section of

the Education, Youth and Sports Department of the District Assembly.

Submitted to:

Mr. Luis Tolley Education Advisor, Agreement Officer Technical Representative USAID/Ghana No. 24 Fourth Circular Rd. Cantonments, Accra P.O.Box 1630, Accra -Ghana Prepared by: World University Service of Canada (WUSC) - Ghana P. O. Box AH 1265 Achimota – Accra, Ghana Submitted February, 2012

Table of Contents List of Acronyms ........................................................................................................................ i

Introduction and Background ......................................................................................... 1 1. Ghana Education Service Headquarters ............................................................................. 3 2. The Regional Education Directorate .................................................................................. 6 3. Education Youth and Sports Department of the DA ......................................................... 9 4. Operational and Financial Management Framework of the District Education Section . 14 5. Job Descriptions and Position Advert Sample ................................................................. 18

List of Acronyms

A&F Administration and Finance

A&P Assessment and Placement

AFHR Administration, Finance and Human Resource

BECE Basic Education Certificate Exams

CAGD Controller and Accountant Generals Department

CDP&D Curriculum Design, Planning and Development

COTVET Council for Technical and Vocational Education and Training

CPD-Basic Curriculum Planning and Development - Basic Education

CPD-Second Cycle

Curriculum Planning and Development - Second Cycle Education

CPD-TVET Curriculum Planning and Development - Technical and Vocational Education Training

DA District Assembly

DDG Deputy Director General

DEU District Education Unit

DEYS Director of Education, Youth and Sports

DG Director General

DoA Desk Officer-Access

DoNFED Desk Officer-Non Formal Education

DoQ Desk Officer-Quality

DoEYS Department of Education, Youth and Sports

EMIS Education Management Information System

GEDP Ghana Education Decentralization Project

GES Ghana Education Service

GES HQ Ghana Education Service Headquarters

GESC Ghana Education Service Council

HoS Head of Education Section

HR Human Resource

ILGS Institute of Local Government Studies

IPPD Integrated Payroll Personnel Database

IT Information Technology

M&E Monitoring and Evaluation

MDA's Ministries, Departments and Agencies

MEUEPS Monitoring and Evaluation Unit Education and Private Schools

MLGRD Ministry of Local Government and Rural Development

MMDA's Metropolitan, Municipal and District Assemblies

MoE Ministry of Education

MoFEP Ministry of Finance and Economic Planning

NAB National Accreditation Board

NCCA National Council for Curriculum and Assessment

NCTE National Council for Tertiary Education

NEA National Education Assessment

NEDAC National Education Decentralization Advisory Committee

NFESC Non-Formal Education, Sports and Culture

NFEYSL Non-Formal Education, Youth Sports and Library

NIB National Inspectorate Board

NTC National Teaching Council

OHCS Office of the Head of Civil Service

RCC Regional Coordinating Council

RDE Regional Director of Education

RDME Research, Data Management, Monitoring and Evaluation

RED Regional Education Directorate

REDAC Regional Education Decentralization Advisory Committee

REO Regional Education Office

RM&E Research, Monitoring and Evaluation

SEA School Education Assessment

SMC School Management Committee

PRO Public Relations Officer

TVET Technical and Vocational Education Training

TWG Technical Working Group

WASSCE West African Senior Secondary Certificate Examination

Ghana Education Decentralization Program (GDEP)

Decentralized Education Framework 1 February 2012

Introduction and Background The Ghana Education Decentralization Project (GEDP) has been mandated by the Ministry of Education (MoE) to develop a framework for the transfer of decision making authority and responsibility from the Ghana Education Service (GES) to District Assemblies, the Regional Coordinating Councils, and the three autonomous bodies, namely National Inspectorate Board (NIB), National Teaching Council (NTC) and National Council for Curriculum and Assessment (NCCA).

Two key tasks involved in the GEDP mandate regarding the decentralized education framework were:

Task 1: To establish an operational framework for the transfer of decision-making authority over management, finance and operational issues from the GES Headquarters (GES HQ) to District Assemblies.

Task 2: To establish three separate operational frameworks for the NIB, NTC and NCCA.

In this paper, we shall discuss details regarding Task 1. The three separate operational frameworks for the three autonomous bodies will be discussed in a separate paper prepared under GEDP.

The GEDP Approach

GEDP aims to build stakeholder commitment through collaboration, consultation and relationship building. In line with GEDP strategies of building on GES assets and multi-stakeholder involvement, the following consultations were made at the regional and national levels to elicit local and national level views and opinions from key education sector stakeholders on structure and functions of the decentralized education and operational frameworks for the NIB, NTC and NCCA:

Change Management Workshops: Between November 2010 and March 2011, a series of nationwide Change Management Workshops were held in the ten regions. The participants included key staff of GES, Regional Directors of Education, District Directors of Education, Assistant Directors of Human Resource, Divisional and Unit heads of GES; Local Government Service [Local Government Service Coordinating Director, Regional Coordinating Directors of RCC’s and District Coordinating Directors]; representatives from the MoE, Ministry of Finance and Economic Planning (MoFEP), Ministry of Local Government and Rural Development (MLGRD) and Institute of Local Government Studies (ILGS).

One national level workshop was organized for key staff of the GES HQ [Director General, Deputy Director Generals, Headquarters Directors and representatives of the GES Council].

Regional Education Decentralization Advisory Committee (REDAC): GEDP formed and consulted widely with REDACs in all ten regions. The structure, functions and operations of the envisioned GES and the three autonomous bodies in a fully devolved educational management system emerged from the consultative REDAC workshops.

National Education Decentralization Advisory Committee (NEDAC): NEDAC was formed to validate consensus from the consultative process on the devolved framework as it emerged from REDAC. NEDAC was chaired by the Chief Director of the MoE and attended by the Minister of Education, Deputy Minister of Education (Tertiary) and the technical team of the MoE. The membership of NEDAC included the Chairman of the GES Council, the Chairman of the Council for Technical and Vocational Education and Training (COTVET), the Director General of the GES, The Head of the Local Government Service and technical representatives of the MoFEP and MLGRD.

MoE Senior Officials Retreat: A full day meeting was held on August 26, 2011 to review and finalize GEDP strategy and determine the next steps on key outstanding education



decentralization issues, which will require action by MoE. Senior MoE officials attended, including the Minister of Education and the Chief Director.

GES Leadership Retreat: GEDP met the leadership of GES to discuss issues relating to the framework for transferring decision-making authority and responsibility from GES to district assemblies and the three autonomous bodies. The retreat built consensus on the mandate and functions of GES Headquarters, Regional Education Directorate and District Education Youth and Sports Department within the envisioned decentralized education framework and the relationship between GES and the three autonomous bodies.

Focus Group Discussion to develop the framework: After three rounds of nationwide consultations through REDAC, Change Management Workshops and NEDAC meetings, Focus Group Discussions were held with local experts which included senior technical officials of the MoE, Public Services Commission (PSC), National Council for Tertiary Education (NCTE), National Accreditation Board (NAB), NIB, GES HQ [Teacher Education, Inspectorate and Curriculum Research and Development Divisions], Greater Accra Regional Education Directorate, District Education Office-Dangbe West, Local Government Service, Office of the Head of Civil Service (OHCS), Controller and Accountant Generals Department (C&AGD), COTVET and the ILGS. The Focus Group Discussions reviewed and developed the organizational systems and structures, functions, reporting relationships, job descriptions, staffing norms, fiscal processes and operational manuals for the decentralized education system.

Outline of Report

This report is a presentation of the draft decentralized education framework for GES HQ, Regional Education Directorates, and Education Section of the Education, Youth and Sports Department of the District Assembly. The framework is made up of the structures, functions, reporting relationships, job descriptions, staffing norms, fiscal and operational processes as detailed in the relevant chapters and appendices.



1. Ghana Education Service Headquarters FUNCTIONS OF GES HEADQUARTERS There was consensus on the need to maintain a GES HQ, albeit, a much smaller administrative unit performing mainly coordination and monitoring functions. Specifically, the functions of the envisioned GES HQ include:

Coordinating the implementation of national education policies and programs.

Data management and information sharing including the management of Education Management Information System (EMIS.)

Appointment of Regional Directors and other Headquarters staff in consultation with the GES Council.

Coordinating National Examinations/Assessments (BECE, WASSCE, NEA).

Coordinating the management of Senior High School Selection and Placement.

Provide general policy guidance on external examinations, second cycle placement and assessments feedback on BECE, WASSCE and NEA to District Assemblies.

STRUCTURE OF GES HEADQUARTERS

The GES headquarters shall be headed by a Director General (DG). One Deputy Director General

(DDG) shall be appointed with specific terms of reference.

The GES headquarters shall operate four directorates namely, Finance and Administration (F&A),

Assessment and Placement, Human Resource and Research, Data Management and Monitoring and

Evaluation, which shall have additional responsibilities for coordinating Educational Units and Private

schools. Below is the proposed structure of the GES headquarters.

1. Finance And Administration & Human Resource;

2. Assessment And Placement [Including Coordination Of Educational Units And Private

Schools]

3. Research Monitoring And Evaluation

4. Data Management, EMIS, Information Communication & Technology



Figure 1.1: Management Level Structure of the GES Headquarters

MANDATE

Office of Director-General: The Office of the Director-General shall be responsible for coordinating the implementation of National Education policies and programmes. Office of Deputy Director-General: The Office of the Deputy Director-General shall be responsible for operational, corporate and administrative matters in the GES HQ directorates, the REOs and liaison with the 3autonomous bodies. Office of Finance and Administration & Human Resource: The Finance and Administration Directorate shall be responsible for financial management, planning, budgeting and advising the DG on general matters of administration and finance. The Human Resources Director shall advise the DG on HR policies and employee relations at the HQ and REOs. Office of Assessment and Placement: The Assessment and Placement Directorate shall advise the DG on educational policies and general matters of quality and access, nationally. Office of Research, M&E The directorate shall advise the DG on strengths and weaknesses within the educational system using appropriate researched information. Office of Data Management, EMIS, ICT: The Directorate shall advise the DG on policy direction using information from the districts, the three autonomous bodies, WAEC and NEA to ensure revitalisation and redirection of basic education in the country for quality outcomes



Table 1.1 Staffing Establishment Norms for GES HQ

DIVISION/POSITION TITLE NUMBER REMARKS

DIRECTOR GENERAL’S OFFICE

Director-General 1

Administrative Staff 2 1=Exec. Assist, 1= Admin Sec

Front Desk Officer 1

SUB-TOTAL 4

DEPUTY DIRECTOR GENERAL’S OFFICE

Deputy Director-Generals 1

Administrative Staff 2 1=Exec. Assist, 1= Admin Sec

Front Desk Officers 1

SUB-TOTAL 4

FINANCE & ADMINISTRATION DIRECTORATE

Director (F & A) 1

Deputy Directors 2 1=Admin, Services + 1= Finance

Accountant 1

Procurement Manager 1

Accounts Officers 2

IT Officer 1

Transport Officer 1

Administrative Manager 1

Public Relations Officer 1

Internal Auditor 1

Audit Assistant 1

Drivers 12

Cleaners 2

Watchmen 8

Others 5

SUB-TOTAL 40

HUMAN RESOURCES DEVELOPMENT DIRECTORATE

Director (HRD) 1

Deputy Director 1

HR Managers 3 1=Recruitment, 1= Promotions, + 1=Training & Development

Human Resource Officers 6 2=Recruitment, 2= Promotions, + 2=Training & Development

SUB-TOTAL 11

RESEARCH, DATA MANAGEMENT, MONITORING & EVALUATION DIRECTORATE

Director (RDME) 1

Deputy Director 1

Research, Data Management, M & E Officers

6

SUB-TOTAL 8

ASSESSMENT & PLACEMENT DIRECTORATE

Director 1

Deputy Directors 2 1=Assessment + 1=Placement

Assessment & Placement Officers 10 5=Basic + 5=Second Cycle

SUB-TOTAL 13

GRAND TOTAL 80



2. The Regional Education Directorate

INTRODUCTION

Act 778 mandates devolution of pre-tertiary education to the District Assemblies (DAs). However,

the operating Legislative Instrument covering education at the district level [the DA], that is, LI 1961

of Act 656 makes provision for only basic education at the DA.

On the basis of consensus through NEDAC, REDAC and the Change Management Workshops it was

proposed and approved by NEDAC that the management of Second Cycle Education should be

retained at the Regional Education Directorate (RED) in the short to medium term for the following

reasons:

a. The national nature of Second Cycle Education: Second Cycle Education has a national

character that permeates the socio-cultural orientation of Ghana. It is a place for social and

cultural re-orientation among citizens of diverse cultures and traditions, for the purpose of

achieving national cultural understanding and co-existence. The management of second

cycle schools should therefore not be district specific.

b. The concentration of Second Cycle Education cited in particular Metropolitan, Municipal

and District Assemblies (MMDAs): The specific case of MMDAs with three or more Second

Cycle Education shall pose administrative challenges to the effective management of these

schools at the district level at this initial decentralization implementation stage.

c. National placement system: It is also important to understand the impact of nationally

managed second cycle placement on national cohesion and integration. It is therefore

important to maintain the national character of second cycle education even these

institutions may be sited in particular districts.

FUNCTIONS OF RED The Regional Education Directorate of the GES shall be responsible for performing the following functions1:

Liaison with the DoEYS of the DAs and the GES Headquarters on matters of policy and coordination

Management of the policy direction for Senior High Schools.

Manage personnel at the Regional Education Directorate.

Coordinate the promotion of national culture and sports in schools.

Hold annual regional sports and cultural festivals

STRUCTURE OF THE REGIONAL EDUCATION DIRECTORATE

The Regional Education Directorate shall comprise the following:

A secretariat headed by the Regional Education Director

Four sub directorates of

o Administration, Finance and Human Resource

o Assessments, Placements, Monitoring and Evaluation

o Second cycle, Educational Unit and Private Schools, coordination of EY&SD data for

policy actions by GES Hqrs

1 Education Act, 2008 (Act 778)



o Non-Formal Education, Sports and Culture, library services

Figure 2.1: Management level structure of the Regional Education Directorate

MANDATES

Office of Regional Education Director: The office of the Regional Education Director shall co-

ordinate the regional education activities under the GES HQ.

Office of Finance, Administration and HR: The Finance, Administration and HR sub directorate shall

be responsible for financial management, planning, budgeting, and HR as well as give advice to RED

on operational matters of administration, finance and HR.

Office of Assessment, Placement, Monitoring & Evaluation: The Assessment, Placement, M&E sub

directorate shall advise the RED on educational policies and matters of quality and access in the

region. Collate data from DoEYS and provide GES HQ with proper advice on policy changes as

necessary

Office of Second Cycle, Educational Units and Private Schools: The sub directorate shall advise the

RED on strengths and weaknesses within the educational system in the region using appropriate

researched information.

Office of Non-Formal Education, Sports, and Culture and Library services: The sub directorate shall

advise the RED on matters pertaining to non-formal education, culture, youth and sports

developments in the region. The detailed job descriptions, qualifications and competencies are

indicated in Chapter 5.



Table 2.1: Staffing Norms for the Regional Education Directorate


REGIONAL DIRECTOR’S OFFICE

Regional Director 1

Administrative Staff 2 1 Executive Assistant & 1 Administrative Secretary


SUB-TOTAL 4

FINANCE, ADMINISTRATION & HUMAN RESOURCE UNIT

Deputy Director 1

Accountant 1

Procurement Manager 1

Accounts Officers 2

IT Officer 1

Transport Officer 1

Administrative Manager 1

HR Officer 1

Public Relations Officer 1

Internal Auditor 1

Audit Assistant 1

Drivers 6

Cleaners 2

Watchman 4

SUB-TOTAL 24

ASSESSMENT & PLACEMENT UNIT

Deputy Director 1

Assessment & Placement Officers 4 2=Assessment + 2=Placement

SUB-TOTAL 5

MONITORING & EVALUATION, SECOND CYCLE, UNIT EDUCATION & PRIVATE SCHOOLS UNIT

Deputy Director 1

Monitoring & Evaluation Officers 4 1=M & E, 1=2nd

Cycle, 1=Unit Education + 1=Private Schools

SUB-TOTAL 5

NON-FORMAL EDUCATION, SPORTS & CULTURE UNIT

Deputy Director 1

Schedule Officers 2 1=Non-Formal, Sports and culture=1

SUB-TOTAL 3

GRAND TOTAL 41



3. Education Youth and Sports Department of the DA

FUNCTIONS

The Education, Youth and Sports Department (DoEYS) of the DA shall be responsible for pre-school,

special school, basic education, non-formal education, youth and sports development and library

services at the district level2.

The DoEYS shall be headed by a Director who is responsible for strategic and policy direction of

Education, youth and sports development at the District Level. The DoEYS shall perform the function

as stipulated in the section 3.3 of the LI1961.

EDUCATION SECTION

The Local Government Service organogram for MMDAs has placed Education as a Section of the

Education Youth and Sports Department.

STRUCTURE

There shall be the Head of Education Section (Director I) who reports directly to the Director DoEYS.

Reporting to the Head of Education section shall be three Desk Officers (Director II) responsible for

Access, Quality and Non-Formal Education. [In the case of the Sub-Metros of the Metropolitan

Assemblies, appropriate arrangements shall be made to cover their peculiar needs].

Figure 3.1: Education Youth and Sports Department (District Education Section)

3

2 Local Government (Departments of District Assemblies) (Commencement) Instrument, 2009 (L.I.1961) 3 The levels of youth sports and library sections will be determined after consultations with their sector ministries.



MANDATES

Office of District Director of Education Youth and Sports

The office of the Director of Education Youth and Sports shall be responsible for pre-school, special

school, basic education, non-formal education, youth and sports development and library services at

the District.

Office of Head of Education Section

The office shall provide strategic direction, ensure quality education and manage implementation of

basic education policies and programmes in the District.

Office of Desk Officer Access

The office shall advice the Head of Education Section on matters of Access to Basic Education in the

District.

Office of Desk Officer Quality

The office shall advice the Head of Education Section on the provision of quality Basic Education in

the District.

Office of Desk Officer Non-Formal Education

The office shall advice the Head of Education Section on general matters relating to the provision of

Non-Formal Education in the District.

REPORTING AND WORKING RELATIONSHIPS For all matters relating to Education, Youth and Sports, the Director of Education, Youth and Sports Department shall report directly to the District Coordinating Director (DCD) who is the administrative head of the Local Government Service in the District. For matters relating to Education, the Head of Education Section shall report to the Director DoEYS. Matters relating to Education shall be captured in the regular mandatory reports (quarterly, bi-annual, annual) of the DA to the Regional Coordinating Council (RCC). Certain matters which are ‘education specific’ which may not have resolution at the District may be routed through the DCD to the appropriate level at which they can be resolved. The Regional Education Director shall be given copies of District Education reports for consideration of the Regional Education Directorate and for GES HQ.



Figure 3.2: Reporting and Working Relationships

Ministry of Local Government and

Rural Development

Ministry of Education

District Coordinating

Director

Local Government Services Secretariat

Regional Coordinating

Director

Regional Education Director

GES Headquarters

Director of Education, Youth,

Sports

Head of Education Section



Table 3.1: Staffing Norms for the District Education Section


OFFICE OF THE DIRECTOR, EDUCATION YOUTH AND SPORTS DEPARTMENT

Director of Education Youth and Sports, Library, Non-Formal Department

1

Administrative Staff 2 1 Executive Assistant & 1 Administrative Officer


SUB-TOTAL 4

HEAD OF EDUCATION SECTION

Head of Education Section 1

Administrative Staff 2 1 Executive Assistant & 1 Administrative Officer

Circuit Supervisors 10


Accounts Officer 1

Procurement Officer 1

IT Officer 1

HR Officer 1

Audit Officer 1

Drivers 2

Cleaners 2

Watchmen 4

SUB-TOTAL 27

ACCESS SUB-UNIT

Assistant Director (Access) 1

Schedule Officers

SHEP 1

Children with special needs 1

Girl-Child Education 1

Guidance& Counselling 1

Agric & Environment 1

Physical Education 1

Culture 1

Basic Design and Textile 1

Private Schools 1

Community Participation Coordinator 1

Early Childhood Care and Development 1

SUB-TOTAL 13

QUALITY SUB-UNIT

Assistant Director (Quality) 1

Schedule Officers

Supervision and Inspection 1

Teachers and Teaching 1



Teaching and Learning Materials 1

Curriculum 1

M&E 1

National Education Assessment 1

SUB-TOTAL 7

NON-FORMAL EDUCATION

Deputy Unit Manager 1

Education Officers 2

SUB-TOTAL 3

Youth Sports Library X To be determined after due consultation

GRAND TOTAL 54 + X



4. Operational and Financial Management Framework of the District Education Section

Introduction: This section provides a description of how Human Resource, finance, procurement,

planning and budgeting functions currently at the District Education Section will be carried out in the

envisioned decentralised education system. Under the arrangement, the Central Administration

Department of the District Assembly shall assume responsibility for all Human Resource,

procurement, finance, planning and budgeting functions for all decentralised departments, including

the Department of Education Youth and Sports. The Central Administration Department shall recruit

and appoint staff with expertise in finance, budgeting, human resource, procurement, planning and

budgeting who will liaise with the respective officers at the Education Section to effectively manage

education. One liaison officer each for finance, procurement, Human Resource, planning and

budgeting will be engaged at the Education Section as envisaged in the staffing establishments

norms of the decentralised education framework for the Education Section.

HUMAN RESOURCE MANAGEMENT

STAFF RECRUITMENT: The appointing authority under the envisioned decentralized framework shall

be the DA. Recruitment of staff for the Education Class shall be subject to the appointment policies

and procedures in the LGS.

The Director of Education Youth and Sports is a Category B officer. The DAs shall in consultation

with the EY&SD determine the staffing needs of the Education Section (including teachers), on the

advice of the DEOC and capture it appropriately in its annual plans and budgets for approval. When

such requests are approved by the LGS, the positions shall be advertised and qualified personnel

recruited to fill the vacant positions in the district.

STAFF TRANSFERS: All grades of staff within the Local Government Service shall be subject to

posting to any part of the country subject to the exigencies of the Service as provided for in the

Condition of Service of the LGS.

Intra-MMDA Postings: Postings of staff of the Local Government Service within the

Metropolitan, Municipal and District Assembly (MMDA) shall be done by the MMDA Co-

ordinating Director.

PROMOTIONS: The procedure for making promotions shall be in accordance with the Scheme of

Service of the LGS and subject to the availability of vacancies in the grade. Promotions shall be based

on merit and in accordance with the approved Scheme of Service (refer to LGS scheme of service).

STUDY LEAVE: Approval for study leave (with or without pay) shall be given by DAs and shall be

guided by financial capacity and human resource priorities of DAs.

REDUNDANCY ISSUES

Any staff redundancy issues resulting from decentralization of education to the Assembly shall be

thoroughly considered and appropriate strategy devised to effectively manage the process by GES.



INTEGRATED PERSONNEL PAYROLL DATABASE (IPPD): Until the Government decentralizes the

management and administration of IPPD, the existing arrangements for processing salaries shall

apply to the employees under the envisioned decentralized education system. However, inputs for

processing salaries shall be generated, authorized and signed from the respective DAs. Similarly,

salaries, wages and allowances levels and rates shall continue to be determined at the centralized

level until the salary payment regime is also decentralized to give the DAs the authority to do so.

PLANNING: Planning at the District level is at the centre of essential requirements to deliver quality

teaching and learning in the proposed basic education decentralization system. The Planning process

for the development of education shall be through the bottom up approach starting with school

communities to the district. The plan will be refined at each stage of the process to ensure that they

reflect the priorities of the district. At the community level, school based plans shall feed into a

circuit plan which shall be developed under the guidance of Circuit Supervisors of the District

Education Section. The DES shall consolidate all education plans from the circuit for submission to

the Education Youth and Sports Department which shall be integrated into the DA plan through the

DPCU. The planning framework at the district level is depicted in figure 4.2.

Figure 4.1: Planning Framework for District Education Section under the District Assembly

BUDGETING: The preparation, administration and control of budgetary allocations of the Education

Youth and Sports Department is the responsibility of the District Assembly.

The District Assembly shall be responsible for making adequate budgetary provision for the

Education Youth and Sports Department. In the preparation of the education budget, the EYSD shall

be guided by budget ceilings from MoFEP. In consultation with the District Budget Officer, the

Director of Education, Youth and Sports shall finalize the proposed District Education, Youth and

Sports budget for approval by the Executive Committee of the DA and subsequent integration into

the Composite Budget of the DA.

PROCUREMENT: The District Assembly has overall responsibility for all procurement activities in the

EYSD. The EYS department shall determine its needs, which shall be integrated into the overall

procurement plan of the Assembly for processing.

FINANCIAL MANAGEMENT RELATIONSHIPS AND TRANSFER MECHANISMS

R

C

C

/

R

P

C

U

School Circuit DES

D

A

/

D

P

C

U

EYSD

MLGRD

LGSS

NDPC



Release of funds to District Assemblies: Funds shall be released as authorised from MoFEP to the DAs for approved programmes. Funds released shall cover approved programmes and expenditure. Request for District Education Funds from District Assembly: The EYSD shall follow the prescribed procedures for the DA. The DCE shall be the authorising Officer, the DCD shall be the spending Officer and the Director EYSD shall be the initiating officer.

Figure 4.2: Spending Initiation and Approval Arrangements for the DES

APPROVAL

SPENDING

INITIATING

District

Chief

Executive

(DCE)

Head of

Education

Unit

District

Coordinating

Director

(DCD)

Director of

Education,

Youth & Sports

(DoEYS)



Figure 4.3: Funds Request and Releases Flow Arrangement for the DES

Request from

Decentralized

Depts. (DES)

Collated request

of MMDAs to

RCCs

Collated request from RCCs

MLGRD/LGSS Request to MoFEP CAGD to transfer funds direct to

district treasuries

Preparation of warrants and release of funds to departments as approved

Accounting, recording and reporting of

financial end of month



5. Job Descriptions and Position Advert Sample

GES HEADQUARTERS

Position: Qualifications and Competencies Director General Mandate – Coordinating the implementation and policy of National Education policies and programs

Duties:

Direct the day to day administration of the GES

Ensure implementation of decisions of the GES Council

Appoint the Regional Directors and GES HQ staff in consultation with the GESC

Advise the Minister of Education on Pre-Tertiary education policy issues

Coordinate the management of second cycle institutions

Coordinate the management of SHS placements

Oversee data management and information sharing Qualifications:

Minimum of a Master’s Degree from an accredited Tertiary Institution.

Minimum of 15 years post qualification relevant work experience in reputable educational Institution, 8 years should in a senior management position.

Experience in the Education sector is desirable. Competencies:

Strong managerial and leadership skills

Excellent understanding and knowledge of the Education system in Ghana

Strong strategic planning and analytical skills

Excellent communication, presentation and negotiation skills

Awareness and/or interest in Gender issues and concepts

Good computer skills

Good inter personal skills

Deputy Director General Mandate - shall be responsible to the DG for operational, corporate and administrative matters in the GES HQ directorates and the REOs .

Duties:

Responsible for the direction of the service, when the DG is absent from post or is otherwise unable to perform his/her functions.

Oversee the functions of the HQ Directors.

Assist the DG in the discharge of his/her duties and shall perform such other functions as the DG may delegate.

Qualifications:


Minimum of 10 years post qualification relevant work experience in reputable educational Institution, 5 years of which should in a senior management position.









Director - Finance and Administration Mandate – Advise the DG on general matters of administration and finance.

Duties:

Operate and prepare HQ budget.

Ensure auditing of accounts of all accounts of HQ departments.

Monitor the effective use of the finance and material resources of the service.

Coordinate plans to ensure the availability, effective and efficient management of resources to support the activities of HQ

Maintain financial and administrative databases.

Perform any other matters referred to him/her by the DG.



Qualifications:

A minimum of a first degree from a reputable University or equivalence and professional certificate in education.

Minimum 5 years experience as a Director II in the Ghana Education Service

Experience in the classroom is necessary. Competencies:

Managerial and leadership skills


Strategic planning and analytical skills is an advantage





Director - Assessment and Placement Mandate – Advise the DG on general matters of quality and access nationally.

Duties:

Responsible for performance monitoring and evaluation of educational policies and programs.

Advise the DG on quality of education outcomes.

Advise the DG on matters of access in terms of MDGs in relation to school going age children in Ghana.

Coordinate the activities of the West Africa Examinations Council, National Education Assessment etc.

Draw attention to policy issues affecting quality and access for corrective action

Qualifications:











Director - Human Resources Mandate - Advise the DG on HR policies and employee relations.

Duties:

Develop guidelines for determining the human resource requirements and training needs

Recruitment, promotions and general enforcement of conditions of services at Regional offices and HQ.

Ensure that accurate and relevant records are kept in respect of staff at Regional offices and HQ.

Ensure ongoing staff assessment, evaluation and staff development.

Coordination of HR activities at Regional officers and HQ. Qualifications:


Minimum of 8 years post qualification relevant work experience in reputable educational Institution, 5 years should in a senior management position.











Director - Research, Data Management, M&E (Educational Units and Private Schools) Mandate - Advise the DG on strengths and weaknesses within the educational system using appropriate researched information

Duties:

Advice the DG on educational policies; strength, weaknesses and strategies for quality improvements.

Organize the collection, collation and interpretation of data

Monitor, evaluate and advise on school performance using data collected nationally.

Coordinate the operations of educational units and private schools.

Performs any other functions as the DG may assign to him/her. Qualifications:




Strong statistic and data management skills


Strong analytical and strategic planning skills







GES- REGIONAL EDUCATION DIRECTORATE Regional Director of Education Mandate - Coordinate the activities of district directorates of education in the Region.

Duties:

Co-ordinate the activities of district directorates of education in the Region

Coordinate regional sports and culture in collaboration with the appropriate institutions and authorities.

Manage the operations of Second Cycle Institutions in the Region

Exercise jurisdiction in matters of discipline at the Regional Education Directorate

Work in collaboration with the RCC

Advise the Director-General on the Regional Education matters

Coordinate regional sports and culture in collaboration with the appropriate institutions and authorities.

Manage the operations of Second Cycle Institutions in the Region

Exercise jurisdiction in matters of discipline at the Regional Education Directorate

Advise RCC and other stakeholders on Education matters Qualifications:

A minimum of a Masters Degree and professional certificate in education.










Deputy Director – Finance , Administration and Human Resources Mandate - to coordinate finance, administration and HR operations at the Regional level.

Duties:

Responsible for performance monitoring and evaluation of educational policies and programs.

Advise the Regional Director of Education on quality of education outcomes.

Advise the Regional Director of Education on matters of access in terms of MDGs in relation to school going age children in Ghana.

Coordinate the activities of the West Africa Examinations Council, National Education Assessment etc.

Draw attention to policy issues affecting quality and access for corrective action

Provide general services for efficient administration of the Regional Education Directorate

Perform other matters referred to him by the Regional Director of Education. Qualifications:

Minimum of a Masters Degree and professional certificate in education.










Deputy Director – Assessment and Placement

Duties

Responsible for the performance monitoring and evaluation of educational



Mandate - Advise the RED on general matters of quality and access.

policies and programs at the Regional level.

Advise the Regional Director of Education on quality of education outcomes.

Advise the Regional Director of Education on matters of access in terms of MDGs in relation to school going age children in Region.

Coordinate assessment and placement issues referred to him/her from the districts.

Report on policy issues affecting quality and access for corrective action to the Regional Director of Education

Perform other matters referred to him by the Regional Director of Education. Qualifications:

Minimum of a Masters Degree and professional certificate in education.










Deputy Director – Data Management, Research and M&E (Educational Units, Second Cycle, Private Schools) Mandate – Advise the RED on strength and weaknesses within the education system using appropriate supportive data.

Duties:

Provide the Regional Education Directorate with information on educational policies; strength, weaknesses and strategies for quality improvements.

Organize the collection, collation and interpretation of data.

Monitor, evaluate and advise on school performance using data collected at Regional level.

Coordinate operations of educational units and private schools.

Coordinate operations of second cycle schools

Perform any other functions assigned by the Regional Director of Education Qualifications:











Deputy Director – Youth, Sports, Library and Non-formal Education Mandate – Advise the RED on matters pertaining to youth, sport, library and non-formal educational and cultural programs.

Duties:

Advise the Regional Director of Education on matters pertaining to non-formal educational and cultural programs.

Coordinate Regional policies on Non-formal Education in the Region.

Undertake the coordination of Sports and Cultural Festivals in the Region.

Organize additional activities as assigned by the Regional Director of Education Qualifications:





Excellent understanding and knowledge of the Youth, sports and cultural



issues in Ghana








EDUCATION YOUTH AND SPORTS DEPARTMENT



Director of Education, Youth and Sports Department

Duties:

Responsible for pre-school, special school, basic education, youth and sports development, non-formal education and library services at the district level

Qualifications:

A minimum of a Masters (Education, Social Sciences, Public Administration) Degree and professional certificate in Management.

Knowledge in Human Resource Management and Development is an advantage.

10 years relevant professional experience Competencies:








Head of Education Section Duties:

Advises the DEYS on all educational matters

Ensure the implementation of all District Educational Policies and Plans

Advise the DEYS on recruitment, postings, promotions, transfer of teachers in the district

Prepare and submit statistical data on pupils, teachers, other personnel, schools and equipment to the DEYS.

Conduct research, monitoring and evaluation of schools

Offer professional advice to the District Education Oversight Committee (DEOC) on all educational matters in the district

Act as Secretary to DEOC

Prepare educational performance reports in the district

Ensure staff discipline and adherence to professional code of

Prepare education plans and budget for approval by the DEYS

Perform any other duty assigned by the DEYS Qualifications:

A minimum of first Degree and professional certificate in Education. A Post Graduate degree will be an advantage.

Knowledge in education management and development

Must have served on the grade of Deputy Director for a minimum period of 3 years.

Competencies:








Desk Officer – Access Mandate - Advise the DDE on general matters of access to education.

Duties:

Responsible to the HoE for ensuring that the DA provides access (physical structures and any other facilities) for all children of school going age in the District.

Using the compliance mechanism in the Assembly to ensure that all children of school going age are in school.

Ensures access to children of school age with special needs, improved quality education in terms of section 5 (1) (2) of Act 778.

Advise the HoE on matters of access in terms of MDGs in relation to school



going age children in the District.

Report on policy issues affecting access for corrective action to the HoE.

Perform other matters referred to him by the HoE. Qualifications:











Desk Officer – Quality Mandate - Advise the HoE on general matters of quality of education.

Duties:

Responsible to the HoE for the performance monitoring and evolution of educational policies and programs at the district level.

Advise the HoE on quality of instruction and learning within the District.

Advise the HoE on the quality of education outcomes.

Advise the HoE on matters of access in terms of MDGs in relation to school going age children in District.

Coordinate the performance of the school management committees, parent teacher associations, board of government for quality education at the district level.

Perform other matters referred to him by the HoE. Qualifications:











Desk Officer – Non-Formal Education Mandate - Advise the HoE on general matters of non-formal education.

Duties:

Ensure Non-Formal and Functional Literacy Education is available to meet the needs of the population within the Districts.

Ensures that the identified functional literacy needs in the communities are addressed.

Ensure adequate resources and logistics are available for participants.

Monitor and report on non-formal programs to the HoE.

Maintain support of local stakeholders for the Non-Formal Education program.

Perform other matters referred to him by the HoE Qualifications:



Experience in the classroom or the community level is desirable. Competencies:

decentralized education framework for the ghana education ...pdf.usaid.gov/pdf_docs/pnadz413.pdf ·...

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