INTERVIEW QUESTIONS CONTROL OFFICER GRADE 3A LEVEL 1

Tell us about yourself and why do you think you are the best candidate
for this position.

Im Morrister Namasiku Katulo, 45 years old. I have a grade 12 certificate and

in possession of a 3 year National Diploma in Public Management. I am
computer literate with knowledge of MS word, access, excel and Powerpoint. I
have had training in Stock Control Systems, Customer Care, Filing and Effective
Minute Taking Skills. For the past 21 years I have worked for the Ministry of
Agriculture, Water and Forestry under the Department of Veterinary Services
and currently holding the post of Snr Admin Officer for the north Eastern
Regions and based at Grootfontein.

I consider myself a suitable person for this position because of the experience I
have gained in General Office Administration, Personnel Matters, budget
Control, Procurement and Stock control, Transport Management including the
fleet system.

Why do you think you are the best candidate for this position?

I think I am the best candidate for this position because I have the qualification
this position requires. From there with the Diploma in Public Management, I
covered a lot of curriculums which can help me with my work, for example,
Public Financial Management which deals mainly with Government Budget and
its Role Players, Organisational theories which deals with Management
functions like Planning, Leading, Organising, Coordinating and Controlling.

Furthermore I sincerely believe that I am the best candidate for this position
because of my experience in General Office Administration, Personnel Matters,
Budget Control, Procurement and Stock control, Transport Management
including the Fleet System.

I perform my work with diligence. I am a team player who has the ability to
develop and motivate others to achieve organizational objectives. Moreover I
am a dynamic and analytical person with a positive mental ability towards new
changes and challenges. Furthermore, I can perform exceptional well under
highly pressurized working environment, and I learn very fast. I have
developed the ability to work well independently and as a team, and to
communicate effectively. I can increase office efficiency and consistently turn
out high quality work. I am dependable, positive, friendly, enthusiastic about
1
my work and very interested in this particular position. I am confident that I
can make a significant contribution to this ministry.

Characteristics of the Control Officer

Should be a responsible and mature person

Possess strong leadership skills
Have knowledge of the Public Service Act, Staff rules and Regulations
Must be punctual and accurate in her work
Good communication skills
Should be able to solve problems independently.

What qualities do you posses which makes you to be the successful

candidate?

Patient and accommodating

The ability to listen and analyze situations
The ability to take a stand and make independent decisions
The ability to coordinate
The ability to work under pressure
Reasonability

Should you be the successful candidate, which institutional values will you
enforce or re-enforce and why?

I will make sure that there is:

Transparency – this value earns trust for the institution

Good corporate governance – also earns trust and reliability
Loyalty
Honest –by rendering our services effectively and efficiently
Excellence
Commitment – by delivering timely services to our clients
Work Ethical business practices- by setting targets and achieve them

2
Should you be the successful candidate, what measure will you enforce to
ensure the efficient running of your office?

I will see to it that all the set policies and procedures of the ministry are
adhered to accordingly, and also see to it that increase office efficiency and
consistently turn out high quality work.

What qualities a successful manager should have?

The key quality should be leadership. The ability to be the visionary of the
people working under him. The person who can set the course and give
direction to subordinates.

What are the management functions?

Planning
Leading
Organising
Coordinating
Controlling

What is the format of a submission?

Title of the report OR Introduction

Terms of Reference Background
Introductory comments Purpose
Findings Personnel Implication
Implications Financial Implication
Conclusion Recommendation
Recommendations or proposals Conclusion
Name of author
Date/Appendices

A career change means researching and making contacts again.

Incompetence or absenteeism are the two reasons for termination of service.

3
Mention any six steps of Project Planning

Project Identification
Project Formulation
Project Appraisal
Project Implementation
Project Monitoring
Project Evaluation

You are requested to order a calculator, how would you go about it.

I will request for three quotations from different suppliers. Because a

calculator is a labour saving device, I will write a motivation letter to the
Economizing Committee explaining why we need calculators. Once I have
received approval letter, I will fill in the requisition, ordering from the cheapest
supplier unless the cheapest supplier does not supply the quality we need it is
when I can buy from an expensive supplier. The requisition together with the
3 quotations will be sent to General Services for processing. After I had
received the purchase order, I will collect the calculator from the supplier. The
two of us will sign the purchase order and send them to General Services for
payment. I will keep copies of the requisition, quotations, purchase order and
invoices to be presented for inspection or audit purposes.

One of the drivers got involved in an accident, what will you do as a transport
officer.

I will see to it that the accident is reported in writing within 24 hours to the
police and government garage. I will inform my supervisor about the accident.
I will also make sure that the driver fills in the accident report within one
month to be sent through the ministry to ACLC who will decide to charge or
not charge the staff member. In this case the driver will be charged if the
accident was caused by negligence or if the trip was unauthorized one.
Because it is a loss to the state, I will record this accident in the register for
losses and damages to state properties.
Any loss to the property of another ministry will be reported to the accounting
officer of that ministry.

4
What is misconduct?

Very serious violation of laid down rules and regulations of an organisation.

Major Offence

Theft, fraud, bribery, disobeying work related orders, damage to state

property, falsification of documents, driving under the influence of alcohol.
ACT: Charge direct with misconduct

Serious Offence

Illegal striking, sleeping on duty, using abusive language, physical fighting,

failure to report accident, driving GRN vehicle without authority.
ACT: Give written warning – which is valid for 6 months, second warning valid
for 12 months and 3rd – Charge with misconduct

Minor Offence

Poor time control, horse play (e.g playing cards on computer), Improper
conduct (not reporting for overtime), Untidy, descent dressing
ACT: Verbal warning, Written warning and 3rd charge with misconduct

What do you understand by the term criticism and how do you take it if your
supervisor criticise you as a person and also your work?

Criticism is the practice of judging, the merits and faults of something or

someone in a sometime negative, sometimes intelligible way.

Types of Criticism

Friendly criticism – observes, listens and gets involved. It is a client centred

service to help the one criticised. For example, when your supervisor criticise
you in order to improve.

Objective criticism – analyses and evaluates. It serves some impartial

discipline, truth or justice. It has no friends.

Hostile criticism – finds fault or invert it. Directly or indirectly it is to the

person, not to improve but to attack, to reject, blame, to undermine or to
destroy unfavourable, it works to contain and makes things hard for the target.

5
For example, your supervisor criticise you in front of other staff members in
order to embarrass you.

Duties of the Control Officer

 Supervise and direct administration functions in all sections in the

subdivision Auxiliary Services
 Responsible for the implementation of the Asset Maintenance Plan
 Ensure that Procurement and stock Control Procedures are adhered to.
 Carry out secretarial functions of the Economizing Committee.
 Ensure preparation of requisition for expenditure to the Economizing
Committee.
 Coordinate completion of monthly, quarterly and annual reports for all
sections under him/her.
 Provide on the job-training to the staff members
 Ensure that an asset register is updated.
 Ensure compilation of a list of assets for disposal in terms of the
Treasury Instructions.
 Responsible for the procurement and maintenance of council supplies
and required stock levels.
 Carry out any other official duties assigned from time to time.

What is a budget?

A budget is a document, summary or plan that reflects the revenues &

expenditures of government. It gives assumptions about sales growth, staff
turnover, illness and price inflation. I would say that a budget is vital not
because it helps to keep the expenses of the institution within the available
resources, but also because it indicates the extent to which the institution is
really implementing its plans by way of measuring the progress.

Describe the two major categories of a budget

Operational/recurrent budget deals with daily activities of the ministry like

purchasing of office equipments and payment of utilities and rentals.

Development/Capital budget deals mainly with capital projects like

construction or renovation of offices. A consultation must be made with
National Planning commission (NPC) motivating the reasons why such a project

6
is needed. NPC have to verify whether it is in line with the estimated amount
according to the budget circular issued by NPC & MoF.

The budget cycle in sequence

 Preparation of the Macroeconomic & Budget Framework by MoF, NPC &

BoN and the approval by Treasury Cabinet Committee.
 Issuing of circulars & budget ceilings to O/M/As by MoF & NPC.
 Submission of budget proposals by O/M/As to MoF & NPC.
 Budget hearings at MoF & NPC.
 Consultations with individual ministers.
 Individual compilation of the Development Budget by NPC Development
Budget by MoF.
 Endorsement of National budget by Treasury Cabinet Committee.
 Approval of the National Budget by Cabinet.
 Presentation of the National Budget in Parliament by MoF.
 Enactment of the National Budget by Parliament.

What do managers discuss in the Economizing Committee

They discuss whether the goods are necessary and whether the funds are
available to purchase.

Who are the 3 signatories on the purchase order?

Accounting Officer/Delegate
The Supplier
The Receiver

How are payments made before receiving the next budget and for how long
is it used?

Payments are made by throwing the continuation budget. The continuation

budget is used from April to June.

Name documents used in finance section to guide you?

The Treasury Instructions

The State Finance Act (Act no. 31 of 1991)
Tender border Regulations & Act (Act 16 of 1996)
Public Service Act (Act no.
7
Legislations or tools that guide a public servant

Public Service Act

Labour Act
PSM & PSSC Circulars
Constitution
Rules and guidelines
Staff Codes

Briefly describe 6 computer programmes that you are familiar with.

MS Word – mostly typing of documents

MS Excess – managing database, making forms
MS Excel – making calculation, data analysis and graphs
MS Powerpoint – making presentations
MS Internet Explorer – accessing the internet
MS Outlook – accessing e-mail messages

How do you handle a grievance?

As a supervisor, I will discuss the matter with the aggrieved person. At this
stage there is no need to involve a third party (employee representative).
If I cannot solve the case, I will ask the employee to put the grievance in
writing to be presented to the high level management. At this stage an
employee representative may be included. He/she will look at the facts of the
case like:

What happened.
When did the event take place
Who was involved
Where did it happen
Why is the complainant the grievance?

If the case is not resolved at this level, the case can be referred to Senior
Management Level or committee.
Its very important that grievance of employees be dealt with as soon as
possible because unresolved grievance can lead to unmotivated and
unproductive employees.

8
How do you handle conflict?

As a supervisor I will try to manage the conflict effectively so that its

constructive nature can be increased to the benefit of the
ministry/organisation.

Firstly

I will take responsibility to deal with the conflict. Uncover, define and discuss
the real problem by:
Allowing expression of opinions from both parties to defuse emotions
I will apply ground rules to reduce confrontations
I will encourage everyone to be open, honest and listen to each other

Secondly

I will ask probing questions to explore all sides of the conflict

Listen openly without interruptions and objectively
If employees are angry, I will not get defensive or argue back
I will ask them for ideas of how the problem should be solved
I will offer feedback to ensure understanding of the real problem
Once agreement has been reached, participants can set goals and create an
action plan for improving the situation
Lastly

I will follow-up on progress in implementing the action plan and provide the
necessary positive reinforcement.

How to handle conflict – Averse boss

What is the appropriate remedy to resolving conflicts?

 Focus on problem solving

 Focus on the problem not people
 Offer specific suggestions about how you might solve the problem
 Gather supportive evidence
 Assemble data, write drafts and found out on how your request
fits into larger unit or organisational goals.
 Put it in writing

9
Define the term manager

A manager is a person who has control or direction of an institution or

business.

What is a leader?

A leader is a person who influences a group of people towards the

achievement of a goal.

Can you describe the qualities of good supervisor/leader

Someone who is accessible to employees and is open to their ideas, for

example, my boss asked everyone for ways in which our service delivery could
be improved. He read through all of our suggestions and ended up following
many of them including one of mine (provide equal opportunities and
treatment in our service delivery).

What is the work of a team leader

1. He/she is responsible for work distribution within the team.

2. Keep track of work progress for individual team members.
3. Provide support, encourage and give back up when necessary.
4. See that work is going as planned/steered in the right direction and
according to objectives.

What would you say is your leadership style?

Participative Style because this style values the input of team members.
It boots employee morale because employees can make contributions to the
decision-making process.
Employees get motivated when they feel that they are part of the process
However, the leader is still responsible for the decisions that made.

What are the most important characteristics of today’s leaders (leadership

styles)

Directing: It is necessary for the leader to provide clear directions and

procedures about what is to be done, as well as expectations about
opportunity and quality of work to be done.

10
Coaching: this style is used where employees are reasonably well motivated
but are lacking in technical competence. Additional roles are providing
support and encouragement.

Facilitating: this style is used when staff has the necessary competence to plan
and implement their own programmes. The leader needs to assist employees
with problem solving and decision making, and building good team spirit in the
group.

Delegating: this style is appropriate where employees are well motivated and
have the necessary technical competence to make the decision. The role of
the leader is to delegate responsibility for planning, organizing and
implementing programmes. However the leader is still responsible for the
decisions that are made.

What does the term strategic planning mean?

It is a management tool that helps an organisation to focus its energy to ensure

that members of the organisation are working towards the same goals, to
assess and adjust the organisation’s direction in response to changing
environment.

Namibia’s development plan has three goals. Name them:

Promote regional integration

Strengthen international partnerships for development
Contribute to regional and global peace and stability.

Mention eight (8) goals for Namibia Millennium Development

 Eradicate extreme poverty and hunger

 Achieve universal primary education
 Promote gender equality and empower women
 Reduce child mortality
 Improve maternal health
 Combat HIV/AIDS, malaria and other diseases
 Ensure environmental sustainability

11
  Develop a global partnership for development

What would you regard as the most serious challenges in the development
and implementation of a development project?

 Financial resources: to procure the necessary tools and equipment

 Human resources: the people necessary to carry out activities
 The collaborators/institutions necessary to carry out the activities
 Time frame is required to carry out the necessary activities

What are objectives of the regional and national development policy?

 To realize national unity

 To ensure that participatory development takes place in all the regions
 To ensure that available resources in the regions are fully exploited and
effectively utilized for purposes of regional and national development
 Reduce the existing socio-economic disparities between rural and urban
areas.
 Give priority to least developed regions
 Improve employment opportunities, income distribution and standards
of living of the people in the different regions of the country
 Increase food production and attain local food self-sufficiency in
potential good agricultural regions and attain local food self-sufficiency.

Mention a practical situation in your lifetime, where you felt that the
principle of teamwork was applied to solve the problem.

The recent case I remember was when our directorate requested that we draft
a manual for the Financial System we are using for budget and procurement in
our directorate. The task was given to us Chief Clerks and I was chose to head
the task. Since the task was to be carried out in a short time, what I did was to
divide the topics among the four of us and mine was to do the financial
reports. At the end we brought the topics together and presented it for
scrutiny by the Financial Committee of the directorate. The system worked
very well and at the end we managed to produce the manual which is currently
used by our directorate.

12
Why do employees need to be self-disciplined?

 To ensure that rules and regulations of government are adhered to

 To maintain a high standard, quality work and conduct
 To improve the behaviour of staff members

Differentiate Affirmative Action & Gender Balance

Affirmative Action is a set of measures (method) designed to ensure that

persons in designated groups (target groups) enjoy equal opportunities at all
levels of employment and equally represented in the workplace of a relevant
employment.

Gender balance is the equality between men and women at all levels e.g. the
previously man used to acquire higher posts than women. They used to be the
boss in the houses and at workplaces.

What is performance management?

Performance management is a cyclical process aimed at improving

performance, e.g achievement of business objectives.

Principles of performance management

Measurement Action
Appraisal Monitoring

Procedures to recruitment

In filling of positions of employment, a relevant employer shall give

preferential treatment to suitably qualified persons of designated groups.

Where two or more suitably qualified candidates from designated groups

qualify for a position of employment, the employer shall give priority to a
candidate:

a) Who is a Namibian citizen

b) If all such candidates are Namibian citizens, the positions shall be given
to the candidate who belongs to more than one designated group.

13
These designated groups are

1. Racially disadvantaged persons

2. Women
3. Persons with disabilities

What has promoted you to apply for this position?

My keen interest and desire to help people motivated me to apply for this
position because I see the position as offering a chance to learn things and to
enhance and develop skills, and I am interested and enthusiastic than ever. I
do, however, believe that taking this job is much more than a desire to assist.

How long will you stay with us?

I anticipate staying in this position for as long as it takes to learn the job and to
gain experience in it and then I hope to move within the organisation.

How well do you interact with people?

I get along with people very well. In my current position I work successfully
well with several diverse individuals.

Do you prefer working with others or on your own?

I like doing both. After all there are times when you need to concentrate
(determined way) and hammer your work on your own and times when it is
important to be part of a team where everyone’s input can make a
contribution to a decision.

How do you cope under pressure since this is a very busy department.

I enjoy a certain amount of pressure. It makes me become alert and very

motivated. There are limits and I try to avoid pressure becoming too great by
planning my workload well ahead, but sometimes the un-inspected keeps
cropping up, however well you plan. To avoid pressure, I used to prioritize my
work. Urgent and very important, Important but not urgent, urgent but not
important. If the workload is still too much for me, I delegate some to my
subordinates.

14
What are your weakness?

I certainly have weaknesses, but I don’t think they are significant to the success
of this position.

I loose patience when work is not done because it delays the process.

In the past, I felt nervous about speaking up in groups, but since I started giving
presentations at departmental meetings, I am now much more confident.

I cry when angry and forget easily without holding grudges.

What are your strengths?

I perform well under pressure and consider criticism as another way of

learning.

My interpersonal skills are very good. I am also good at persuading people to

my point of view without oppressing them.

Where do you see your 5 years from now?

I do have aspirations perhaps of supervising a department or becoming a

manager sometime in the near future.

What made you want to leave your job

While I really like my job and I have been able to take on more responsibilities,
there is no room for me to advance.

Aren’t you over qualified for this position?

I am willing to start at the bottom and work my way up, I am enthusiastic

about this organization and I desire to develop a broader range of skills. This is
necessitated by my skills such as fact finding, and my capacity to acquire new
knowledge quickly.

Why are you looking for change?

For personal growth and advancement, to meet more new challenges, gain
more experience and increase my knowledge.

15
Define the term staff development and briefly tell the panel why staff
development is one of the most important activities which institutions need
to engage in.

Staff Development is a process involving the evaluation, identification of

needs, planning of development and training activities for employees in an
institution. These are courses aimed at improving the employees’ current
work skills and abilities in relation to their job or position. Staff Development is
mainly embarked upon with a long term goal to increase the institution’s
productivity, increased productivity puts an institution in a good performance
position. The institution’s performance is most likely to increase through staff
development in the sense that employees are well equipped hence confident
and motivated in doing their work.

What is procurement?

Procurement is the process of acquiring goods, works and services, that best
meet the needs of customers in order to achieve the ministry’s objectives. The
aim is to get to a point where our customers enjoy quality, speedy timely
delivery of goods and services. The process spans the whole life cycle from
Identification of needs, through to the end of a service contract or the end of
the useful life of an asset.

What are the procedure for purchasing an item and reporting thereof.

 Identify a need, check the availability of funds

 Make a request for quotations from three different suppliers
 If one or two quotations is attached, attach a motivation letter
 Complete a requisition and allocate a number
 The requisition has to be signed by the Head of Department or
directorate
 Forward to procurement section to be presented to the Economizing
Committee
 Once approved by Economizing Committee collect Purchase Order
 Collect items from suppliers
 The receiver of items and supplier should sign Purchase Order and
Invoice
 Send Purchase order together with invoice for payment.
 Follow-up to make sure payment is done.

16
 (b) Encumbrance report

It helps the requisition officer to make follow up on pending items from

suppliers in order to cancel them and have the funds back on the
system. The funds should be spent before the close of the financial year.

Procurement Steps:

 Identification of need
 Supplier Identification
 Supplier Communication
 Negotiation
 Supplier Liaison
 Logistics management
 Additional Step – Tender Notification

Five types of tender

Formal Tender – This is a once off tender. After the service has rendered the
tender come to an end. E.g Construction tender, Purchase of computers and
consultancy Services.

Quotation Tender – These tenders are aimed at addressing an urgent or

emergency situation which cannot wait to run the full course of 21 days
advertisement. They follow normal procedure with the exception that 3
quotations are sought and the advert running period is shorter as it varies
between 7 days to 14 days. These include all tender categories.

Stores tender – It is a tender for government Stores to procure needed items

to keep in stock in order to address the needs of offices, ministries and
agencies when they place orders. For example stationery and furniture.

Annual Tender - an annual tender runs for a period of one year and expires at
the end of the period. The category includes security and catering tenders.

17
Multi-Year tender – this tender cater for all tenders which run over a period of
more than 12 months , especially on security and catering services.

Explain the tendering processes in the government

Tenders is done on items above N$10 000.

Identify the need and check the availability of funds.

Compile specification document
Make a request to Tender Board of Namibia for advertisement and attach a
Financial Certificate and specifications.
One approved by tender Board, make an advert in the authorized newspaper
The duration of the tender advert should be for 21 days
After 21 days, the Tender board will open the tender box in the presence of
members who tendered
Evaluation will take place
The ministerial Tender Board will approve or disapprove tenders
Notices will be given to supplier or suppliers who won the tender to deliver
items
Verification of item specifications and payment will be effected once satisfied.

You are asked to buy a fax?

The purchase of Labour-saving Devices shall be subject to the recommendation of the

Efficiency committee as far as need and the specific services is concerned and the
Economizing Committee regarding the expenses. After getting approval from the
Economizing Committee,
I will Make a request for quotations from three different suppliers
If one or two quotations is attached, attach a motivation letter
Complete a requisition and allocate a number to it including the Treasury
Authorisation number
The requisition has to be signed by the Head of Department or directorate
Forward to procurement section to be presented to the Economizing
Committee
Once approved by Economizing Committee collect Purchase Order
Collect items from suppliers
The receiver of items and supplier should sign Purchase Order and Invoice
Send Purchase order together with invoice for payment
Follow-up to make sure payment is done.
The fax received will be recorded in a main register

18
What are the ways/means of payment?

 Manual Purchase Orders

 General Expenses
 Purchase Order and Claim form

What is a Purchase order?

A document used to purchase goods with.

How do you determine the actual quantities of stock

By physical counting of stock. Compare the stock with the invoice or voucher
for the new stock. If is its an old stock I will compare the physical stock on
counter with the stock on hand in the register. This will determine whether
there is a shortage or surplus.

What is a commitment register

It is used to determine funds available at each division of a vote.

It can also serve as an aid in the preparation of the draft budget of
the next financial year.
It can also assist to approach Treasury in good time for the
application of virement if necessary.
The commitment register is kept readily on a daily basis, make
available to the Accounting Officer and the Ministerial Economizing
Committee, information essential for the proper administration of
the vote and for economy.

Virement

Means the utilisation of a saving under one division of a vote to defray an

excess under another existing division or expenditure under a new division of
the same vote.

Internal Virement – transfer of funds from one sub-vote to another

sub-vote of one division.
External Virement – transfer of funds from division of a vote to
another division of a vote.
19
The State Account

It is the official bank account of the state which is kept with the Bank of
Namibia in which all state revenues are deposited and from which payment is
done.

State money

All revenue and money received or held by the Accounting Officer on behalf of
the state.

Petty cash

The funds for a petty cash are advances which have to be accounted for
monthly to the financial Advisor and until such allowance is accounted for, a
petty cash payment shall not be treated as a final liability.

 A corroborative voucher hall be obtained for each payment

 Petty cash register shall be balanced monthly and checked and
controlled against actual cash on hand by the head of the
division or officer concerned or by a person appointed by him
in writing.
 Petty cash money shall be used only for state expenditures.

Stock

Mean all movable state property (equipment, consumable goods, furniture,

saving devices etc) which is kept in stock in a storeroom and which is to be
issued.

Proper and accurate recordkeeping is a requirement in any given institution.

Do you agree with the statement? Motivate your answer.

What is a cash flow?

It is a statement used to measure the company’s financial health.

20
If you will be asked to prepare the Cash flow Statement, what are the things
to consider?

I will take the approved budget, allocate money to votes and sub-votes on a
monthly or quarterly basis. These funds will be released monthly or quarterly
depending on how the cash flow was prepared. The cash flow will be used as a
tool to control expenditure.

Financial year

The period from 1 April in any financial year to 31 March in the ensuing year.

How do you like your job/what do you enjoy most about work.

Being challenged everyday and work independently.

What is a Trade Account?

It is an account where the total of all purchases of government assets are

entered.

How would you apply the system of control over Assets (Current and Fixed
Assets)

Assets refers to government properties. So it I can talk about movable assets, I

will see to it that they are kept in a lockable safe place or cabinets. I will keep a
record of these assets in a main register and inventory sheets. Assets will be
taken out by use of a voucher to ensure accountability. With fixed assets,
these are buildings like government houses and offices. I will use an example
of a government house. I make sure that before the new owner occupies the
house, it should be inspected by ministry of Works and make sure that,
breakages and minor repairs are done before the new occupant occupies the
house. The occupant will be given rules on how to take care of the house and
nay breakages caused by negligence will be borne by the occupant. I will also
see to it the GRN houses are inspected from time to time to ensure that they
taken care of. If owners do not co-operate I will see to it that their supervisors
are informed about this to take action.

21
 Difference between the main and distribution account

Main Account Distribution Account

This is a parent unit that control all control This unit control unit under the parent
units. unit.
All stock control registers are kept at the Keeps mainly counter book for
main account consumables and loan register.
Purchases, records and distributes in stock Distribute stock is recorded only on
and out of the register. inventory sheet and distribution register.
Stocktaking report is compiled during It is included in the report of stocktaking.
stocktaking.

What is the purpose of Stock taking?

Stock taking is used to ascertain whether the quantities of the physical stock is
in agreement with register balances.

Give Types of Stock Taking

Continuous Stack Taking

One or more categories can be done at a given time
Once completed it is regarded as an annual stocktaking
It can be submitted annually or on completion per category

Occassional Stocktaking
Done during handing and taking over of stores between officials
When irregularities are suspected at stock control point
Where worn and damage and/or obsolete and redundant stock be disposed of.

Annual Stock Taking

Completed at least once a financial year
Completion on all classifications and categories
The report should be submitted to the Accounting Officer and Treasury for
approval as soon as possible after the stock taking or 30 days after the end of
the financial year according to Treasury Instruction KA 0901 .

In case of deficiency, the officer in charge shall furnish the supervisor and the
Accounting Officer with detailed explanations for the deficiency.

22
Deficiencies shall be recorded in the register on a separate folio, which will
only be cleared after Treasury approval has been obtained.

When deficiencies are attributed to criminal or possible criminal conduct, the

matter shall be reported to the police.

After treasury approval, compile an issue voucher and deliver worn and
damaged items for auction to government stores with Treasury approval
number.

Update the main register with surpluses and deficiency identified.

Accounting Officers appoints stocktaking officials to conduct stocktaking

according to the program which must include the following:

Name of stock point.

Period of stock taking
Names of the stock taking board members.

Planning includes

Types of stores
Extent of stores account
Availability of personnel involvement
Condition of the stores account
Location of place
Distribution account assigned to unit parent.
Stocktaking program must be submitted to Treasury in Writing before each
finance year.

How do you report losses to the state?

 I shall immediately report the loss to the head of department and Police
 It shall be reported to the Accounting Officer and Treasury in writing
 A register shall be opened to record these losses and damages and must
be kept up to date
 If any property under the control of another ministry is lost or damaged,
such loss shall be reported to the Accounting Officer concerned in
writing.

23
What is financial management?

Financial management is the efficient and effective planning and controlling of

financial resources so as to maximize profitability and ensure liquidity for an
individual government and for profit and non profit organisations/firms.

What is personnel management?

Personnel management deals with the selection, recruitment, job description

and load of an employee, it is mainly concerned with administrative activities.

What is Human resource management?

Human Resource management deals with personnel management as well as

the organisation’s workforce. Human resource management mainly focuses
on development of personnel in the organisation and management of other
related activities.

Human resource functions or practices

1. Selection 4. Assessment
2. Attraction 5. Rewarding of employees
3. Training 6 Retention

Give five (5) principles of human resources

 Termination of service of staff

 Recruiting and soliciting of employment
 Rate of pay, compensation and benefits
 Hiring, placement, promotion, transfer and demotion of staff members
 Employment, training or selection for training

Some Human resource policies may impact negatively on human resource

provision. For example:

 Recruitment within the Public Service on grade restriction

24
  Recruitment of foreign national (long process which may lead to delays
and loss of interest of competent candidates).

How much do you expect to be paid?

I expect to be paid according to the going rate of the organization and I believe
you pay fairly and competitive salary according to the position. I would like to
hear what you have in mind.
I understand how important it is to keep costs low in order to make a profit,
and I am confident that I will help the company do just that. Because of this
and other assets I bring to this position, I believe a salary of N$ ....... is justified.

Name two implications caused by absenteeism

 It increase cost/operational expenditure

 Puts unnecessary pressure and workload on colleagues

What is your approach to workload?

 I always plan and prioritize work as much as I can, so I should be able to

accomplish as much as possible in a normal working day and make sure
that I meet my targets or deadlines. I start with the important and
urgent, important but not urgent and urgent but not important.
 Delegate the work where necessary.

How do you measure your success at work

 My main measure of success is feedback from clients

 Keeping clients happy
 I also use attendance records of staff in my department as a measure of
my management success.
 Having a happy and motivated team feels like an important indicator for
me.

What do you do if an employee cannot/does not perform?

 Provide counselling to the staff member

 Set measurable goals and have follow-up meetings
 Recommend job training if necessary

25
How would you go about building relationships with new work colleagues

I think the key when you join a new group or meet other groups of colleagues
is to listen and pay attention to what they say and what their concerns are. It
is important to make some contribution, suggestions or comments fairly early
on, but I don’t express too many opinions until I have done some careful
listening and reflect on what I have heard. Taking opportunities to be helpful is
also useful, you get to know individuals and you find out about any problems,
busy times and possible causes of stress.

We have several internal applicants for this post if we do offer you the job
how could you cope with any possible resentment from these disappointed
colleagues

Whenever I take up a new position, I try to listen and learn, so that I get a good
idea of what the issues, problems and personalities are in the team that I am
working with. I would certainly adopt a professionalism approach to everyone
I worked with and of course, I would hope that other staff members would do
the same. On the other hand, disappointment can be hard to cope with and if
resentment seemed to be affecting the way someone worked, or the way we
worked together, then I think I would have to talk to the member about it and
offer reassurance and encouragement. If their behaviour became totally
unreasonable, then I might have to consider other approaches, making sure
staff members are motivated and give them a chance to take on tasks and
responsibilities where they can excel. I am sure this would help smooth any
resentment.

What is management accounting?

It is a summarized accounting data (balance sheet, cash flow and income

statement) that are prepared and presented every week or month.

Mention and explain four (4) key financial statements

 Income Statement – It is a financial statement that measures a

company’s financial performance over a specific accounting period.
 Balance sheet – Is a summary of statement of a company’s financial
position at given point of time.

26
  Statement of cash flow – Is a financial statement that measure the
company’s financial health.
 Statement of stakeholders equity.

What is the objective of management accounts?

It provides timely and key financial and statistical information required by

managers to make day to day and short term decisions.

Accountability

Accountability means one person is responsible of another person to his senior

or higher authority for any act of omission in the execution of his assigned
duties. Accountability cannot be delegated. Therefore, I am aware that should
I be the successful candidate for this position, I will be accountable for the
administration of my office and work performance of my subordinates.

Responsibility

Responsibility is the obligation imposed on an individual to properly exercise

the authority vested in him. This involves the power to command and to
demand action in the proper execution of the relevant duties. Responsibility
may be delegated.

Delegation

Is the assignment of responsibility and authority from a higher organizational

or command level to a lower level, while the accountability is retained by the
higher level.

Authority

Authority is the right or power attached to a rank or appointment permitting

the holder thereof to make decisions to take command or to demand action by
others.

Powers

The authority of a person in fulfilling assigned responsibilities.

27
Functions

Is a number of related tasks, duties or activities which contribute to the

realization of a specific objective.

Duty

Is the obligation resting on an individual to carry out a task, command or order

which has been assigned to him.

How do you dispose items e.g worn and damaged?

 Dispose through public auctions

 Protective clothing and uniform are burnt
 All above should be done once you obtain treasury authorization for
disposal.

How do you handle breakages?

 Report the breakage to the supervisor and police

 Do stocktaking to determine the quantity and value of items stolen.

How do you make a request for vehicles?

 No formal demand for vehicles

 Demand is made by means of a letter to relevant authority
 (in our ministry we have got a section called Plant and Fleet responsible
for vehicle purchases)
 The Authority gives instructions for issue
 Issue is done by means of issue voucher and vehicle advice note
 Delivery of vehicles can be by road, rail or by collection.
 Check serial number on the items with the numbers on the issue
vouchers
 Compare the contents of each single composite equipment item with
approved components
 Deficiencies in single composite equipment to be recorded on
conversion voucher

MA 0000 Donations to the State and grants-in-aid

28
Treasury authorization shall be obtained before any donations to the state or
grant –in-aid, whether in cash or in kind, movable, as well as immovable is
accepted. The following information shall be furnished in this regard in
submissions by ministries to the Treasury:

(a) The purpose for which the donation or grant is made

(b) The value of the donation or grant in cash or in king, movable as well as
immovable
(c) The person or body making donation or grant
(d) The conditions if any attached to the acceptance of the donation or
grant.
(e) The reason or motivation of the person or body making the donation or
grant
(f) Full particulars of the donation or grant, e.g in the case of books the
titles, names of authors, names of publishers and year of printing have
to be furnished.
(g) The financial implications (direct or indirect expenses such as transport
costs, personnel expenses, stock , office expenses, taxes, etc) if any,
which have to be incurred on acceptance of the donation or grant.

MB 0000 Donations by the State

In terms of section 18 of the Act, the Treasury is at its discretion, authorised to

approve that, donations of movable, as well as immovable state property be
made. The following information in this regard shall be furnished by ministries
in submissions to the Treasury:

(a) The purpose for which the donation is made

(b) The value of the donation in cash or in kind
(c) The conditions, if any, attached to the donation
(d) The reason or motivation why the ministry want to make the donation
(e) Full particulars of the donation
(f) The financial implications (direct or indirect expenses such as transport
costs, personnel expenses, stock , office expenses, taxes, etc) if any,
which have to be incurred on acceptance of the donation.

KA 0600 Losses and damages to the state property

29
a) Any loss of or damage to stores, equipment, livestock, consumable
stores or any other movable state property excluding discrepancies
during stock taking or losses arising from normal handling or reasonable
wear and tear, shall be dealt with in accordance with chapter E of the
Treasury Instructions.
b) When it appears to be economically viable, all damages to stores,
equipment and consumable goods shall be repaired and the repair costs
shall be a liability against the vote of the ministry concerned. Repairs do
not have to be postponed until the amount of a loss or damage has been
recovered.
c) Any loss the state may suffer as a result of improper storage, custody or
care may be recovered from the official responsible.
d) Any loss as a result of burglary, theft or fraud shall immediately be
reported to the nearest police station and the financial adviser shall
immediately be notified telephonically and followed up in writing so that
a proper departmental investigation may be instituted.
e) A list of missing articles shall be drawn up immediately and forwarded by
the official in charge of stores, equipment and livestock to the police and
head office together with a written report.
f) The final police report, after the case has been concluded, shall be
forwarded to head office, who must submit it to Treasury together with
the submission for the disposal of the relevant property in accordance
with Treasury Instruction CA 0112.

30