Continued from last week
Discipline
In the Civil Service, the rules and regulations are set out in the Civil Service Rules (Public Service Rules), Financial Instructions and Public Service Commission Regulations while the Local Government have Financial Memoranda.
For example, in cases of loss of fund or stores, the processes and procedures for investigation and sanction are provided for in the tenets of Financial Instructions in State Governments, while in Local Governments, is Financial Memoranda.
In cases of loss of fund, the composition of the Board of Enquiry to investigate such matter which cut across various Departments, including the Department where the loss is reported is stipulated by Government in the Financial Instructions.
The Board of Inquiry as stipulated in the Financial Instructions has to come from another Department apart from the Department where the loss occurred.
The reports are processed and sent to the Ministry of Finance for consideration and approval. On approval, a surcharge may be ordered against the culpable officer. The Auditor-General is informed for action. Also, audit queries are raised by the Auditor-General on wrongful expenditure. These queries, surcharge and explanations are usually processed by the Auditor-General to the Public Accounts Committee of the House of Assembly for final conclusion. These queries have to be answered before they are written off and the matter closed.
In the operation of the Civil Service Rules, officers some times, infringe on the law.
In the first instance, the attention of the erring officer is invited in writing usually as queries. Such situations provide opportunity for the officer to explain himself or exculpate himself of the charges leveled against him.
In some cases, officers can be interdicted. Cases of interdiction are usually resorted to in order to allow for unhindered investigation into charges against an officer. It is necessary that the effective take of the interdiction is stated and an indication given that the officer would receive half of his salary during interdiction. Also, the officer would leave his contact address with his office and should not leave his station without permission.
He should hold himself available for contact in the office and should be reached by any communication from his office to his contact address and should report within seven days, otherwise he is regarded as absent from duty without leave.
There is need to refer to another situation, where an officer may be interdicted like in a case where an officer is facing criminal charges and the officer is arraigned before a court of law, such an officer is immediately interdicted and placed on half salary pending the determination of his case in the court. If eventually the case is determined and he is discharged and acquitted, he is re-instated into the Civil Service and his outstanding half salary accumulated over the period of interdiction is paid back to him. If on the other hand, the case is determined and the officer is convicted, he is dismissed from the Civil Service with effect from the date of his conviction in the court.
The import of the foregoing, is that the officer in the Civil Service, apart from observing the rules and regulations of the Civil Service, has an additional responsibility to equally observed the laws and ethos of the larger society or community in which he lives and works. It is only when he ensures his good and proper conduct and behaviour in the society that he can ensure and improve his job and career in the Civil Service.
What his means is that his actions, conduct and behaviour in the larger society has a direct impact on his job and career in the Civil Service. In this connection, it behoves the officer in the Civil Service to conduct himself in the society properly and decently in order to ensure his success in the office. Officers are, therefore, enjoined to behave properly and decently in the society and community in which they live and work in order to ensure and guarantee an enduring and fulfilling career in the Civil Service.
There are some cases of misconduct which as officer may be involved in the Service. These include:
(a) Willful act or omission or general misconduct to the scandal of the public or the prejudice of discipline and proper administration of the Government, e.g. Corruption, Dishonesty, Drunkenness, False claims against Government, Foul language, Insubordination, Negligence, Falsification or suppression of record. Failure to keep records, e.t.c.
(b) Conviction for Criminal offences other than a minor traffic or sanitary offences or the like;
(c) Financial embarrassment;
(d) Absence without leave;
(e) Engaging in political activities;
(f) Engaging in trade or business without authority;
(g) Disobedience of lawful order, such as refusal to proceed on transfer or to accept posting, e.t.c.;
(h) Disclosure of official information;
(i) Action prejudicial to the security of the State; and
(j) Membership of a Secret Society.
To this, should be added the important rule as provided in the Civil Service Rules that any officer or employee who absents himself without leave renders himself liable to dismissal from the Service without formality, and the onus shall rest on him to show that the circumstances do not justify the imposition of the full penalty.
The details of such misconduct are provided in the Civil Service Rules. What is important, however is that officer is given a fair hearing by being allowed to state his side of the case before the imposition of the penalty. There is a number of penalties that can be imposed on an erring
Officer depending on the gravity of his offence. In very extreme cases, dismissal is imposed and with that an officer dismissed from the Civil Service loses all his retirement benefits and privileges.
At times, retirement may be imposed while in other cases, termination of appointment, in accordance with the extant rules and regulations, may be applied. Also, reduction in rank or deferment of increment might be imposed while warning and reprimands are given.
Each case of misconduct or misdemeanor is treated on its merit and usually referred to the Civil Service Commission for ruling. Aggrieved officers in the Civil Service also have opportunity to appeal to the Civil Service Commission for reconsideration and review of their cases through personal petitions to the
Commission.
From the foregoing, the efforts made by Government to entrench in the Civil Service an impartial framework for justice and fair play for both the employees and the employer would be appreciated. This to ensure that Government business is conducted properly and efficiently for the improvement of the quality of life of the people.
Recruitment and Employment
There is need to mention the method and mode of recruitment and employment in the Public Service. As usual, in an Organization, there are mainly two grades of staff, namely: Junior and Senior Staff. In all cases, however, recruitment and employment in the Public Service have to undergo the same process. Junior staff are those on Grade Level 01 -06, while Senior Officers are those on Grade Level 07 and above.
All appointments into Senior Posts in the Civil Service are made by the Civil Service Commission while appointments into Junior Post are delegated by the Civil Service Commission to Ministries and Department.
Appointment procedures has to follow the laid down rules and regulations. Before any appointed, the declared posts should be publicly advertised in National Papers, Television and Radio soliciting applications from all and sundry.
Thereafter, the establishment shortlists the applications and invites those considered qualified for interview which can be oral or written. In selection, apart from merit, there is the provision of having a state or geographical spread to ensure a fair and equitable representation of all areas of the state.
After recruitment and he finally completes the mandatory two years of probation he is qualified for promotion subject of course to proper and good conduct, if he completes his Annual Performance Evaluation Reports and he is favourably assessed, he qualifies for promotion.
Progress reports every six months have to be written on new entrant into the Service. What this means, is that he has to comport himself well and learn the ropes of his career and profession to progress in the Service.
Schedule of Duties and Responsibilities:
Usually, in the Service, various offices and professions have their various schedule of duties and scheme of service for various cadres of staff are prepared. Such scheme of service provides and makes conditions for qualifications for entry and advancement in the cadre. Schedule of duties on the other hand, gives the job description of any post in the Service and what duties the officer is to perform.
Usually, this procedure enables one to know at a glance the duties and responsibilities attached to a particular post. As to be expected, the list of functions and duties in a Schedule of duties is not by any means exhaustive as the last provision in a schedule of duties is “an officer can be given any other assignment not indicated in the Schedule.”
Posting
As you have been recruited, you should expect to move inn a posting from one office to the other or even from location like one town to the other. This feature is a part of the Service and you are advised to obey all posting instructions.
Refusal to accept posting in the Service is a misconduct and can attract very severe sanctions like dismissal according to the laid down rules and procedures. In your own interest and if you hope to grow and develop in the Service is for you to obey all posting instructions so that you can learn and understand the details and all aspects of your work and responsibilities.
Annual Leave
Ensure that every year you take time off for your annual leave to relax and unwind. This exercise will help to reinvigorate you and contribute immeasurably to your good health. The service and yourself will gain in your going on annual leave.
Retirement
As you enter the service, you will eventually grow, mature and age. Thereafter, you will be preparing for retirement. You need to plan well for your retirement by doing your work very well. You should endeavour to save a part of your income and undertake some investments so as to prepare you for the rainy days of retirement.
It is very important to make sure you develop yourself in the service so that you would be in a proper position to help yourself. Ensure you try from day one in the service to prepare for your eventual retirement.
Conclusion:
In conclusion, it is necessary for Public Officers to be abreast of the ethics and procedures of the service. Such knowledge is of immense assistance to officers and the Government.
It helps to smoothen the relationship between the employees and the employer, i.e. the Government. The net result of this smooth relationship is the optimization of the goals and services of Government which will lead to the improvement of the quality of life of the people of this our great country, Nigeria.
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