Public Sector Reform Unit

Office of the President, 8 Wesley Street, Freetown

Management and functional reviews

MFR introduction MFR Project

INTRODUCTION

The PSRU has conducted Management and Functional Reviews of all Ministries, Departments and Agencies (MDAs) in the Government of Sierra Leone. The MFR looks into the organization, structures and processes of MDAs by highlighting their weaknesses and provide recommendations to addresses some of these specific issues by reviewing the existing functions and systems in place, and by examining and commenting on manpower matters as well as the administrative and working arrangements of the organization.

TERMS OF REFERENCE OF THE MANAGEMENT AND FUNCTIONAL REVIEW

This primarily involved:

  • Conducting an analysis of MDA’s functions in terms of clarity of objectives, coherence, priorities, roles and relationships.
  • Conducting an analysis of MDA’s organization and structure and constituent departments and assess its suitability for delivering functions with optimum efficiency and effectiveness.
  • Reviewing key administrative procedures, communication and coordination mechanisms, work flows, approval processes for optimum efficiency and effectiveness.

Making recommendations on:

  • The redefinition of functions designed to enhance clarity, coherence and ensure efficient and effective performance;
  • Revised job specifications and job descriptions for key positions;
  • Improvements to the organizational structure consistent with the revised functions;
  • Improvements to key systems and processes to enhance efficient and effective delivery of key MDAs outputs. In essence, the review was focused on the functions, structures and administrative arrangements of the MDA’s and the staff directly employed in support of these activities.

    APPROACH TO THE STUDY

    The review team meets with Permanent Secretaries and Senior Civil Servants prior to the start of the review to discuss the arrangements for undertaking the study and the methodology to be used during the fieldwork stage of the study. During these meetings, agreement would be reached that the main source of data collection would be questionnaires and interviews. Questionnaires are normally used as the basis for these structured interviews and the information obtained will enabled PSRU to build up a picture of the functions, structures and working arrangements of MDAs. The interviews also covered manpower and management issues, working practices, internal and external relations with other line Ministries and Agencies as well as any other problems or other issues identified. In addition to the interviews and meetings, PSRU also collect information on workloads, numbers of staff and vacancies where this data was available as well as relevant reports and documents that could assist with the review.