Professional Documents
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Work Related Report: Colleta Ncube
Work Related Report: Colleta Ncube
i am very thankful for the opportunity of being part of Bulawayo Magistrate court and developing more
knowledge about Human resource.
I would like to express my special gratitude and thanks to my supervisor who is a human resource
Officer, Mr D. Ndlovu for giving me attention, time and patience.
I would also like to thank my colleagues for the help that I received from them, it would not have been
possible to finish my learning without them. My deepest gratitude goes to my lecturers, academic
supervisor and the entire department of development studies. My never ending gratitude goes to the
Lord Almighty for the life, love, and kindness throughout my studies.
Lastly, I would like to thank my mother for her support and encouragement.
STUDENT DECLARATION
‘I declare that this industrial attachment report is a product of activities I carried out at Bulawayo
Magistrate Court during my attachment from 1 July 2021 to 28 February 2022 and has not been
submitted by any other student to any other University for the award of academic certificate.
This work related report serves to provide a summary of information that I gained during my
attachment period at Bulawayo Magistrate Court from July 2021 to February 2022. It comes as a result
of research and depth critical analysis of activities and experiences. The attachment experience has not
only been based on academic performance but also it developed my interpersonal skills, professional
stature and social aspects of life in general.
TABLE OF CONTENTS
Acknowledgements............................................................................................ i
Abstract...............................................................................................................ii
list of abbreviations..............................................................................................iii
Vision...................................................................................................................vi
Mission Statement...............................................................................................vii
Core values..........................................................................................................viii
Founding principles..............................................................................................ix
Company activities...............................................................................................xi
Monogram.............................................................................................................xii
Organizational structure........................................................................................xiii
Swot analysis...........................................................................................................
Employee resourcing...............................................................................................xvii
Selection..................................................................................................................xviii
leave processing.......................................................................................................xxi
payslips......................................................................................................................xxii
Diversity management.................................................................................................xxv
Recruitment policy.........................................................................................................xxvii
Job change........................................................................................................................xxxi
TRAINING DEVELOPMENT.............................................................................................xxxii
Skills..........................................................................................................................................xl
Experiences................................................................................................................................xli
Challenges..................................................................................................................................xlii
CHAPTER FIVE.............................................................................................................................xliii
Recommendations.........................................................................................................................xliv
Conclusion.....................................................................................................................................xlv
Reference......................................................................................................................................xlvi
CHAPTER ONE
Introduction
An internship is a very good opportunity to gain practical experience about any real-world concepts.
Internship bridges the theory with the practice in any particular field of study. Thus, it clarifies the
theoretical concept of the student which may not be possible in a lecture room. It also aims at
developing the skills of students through hands-on experience they get from various organizations they
are attached to. The attachment period is meant to expose the students to the realities of the business
operations and to impart technical skills and practical appreciation of the business world. It also
exposes the student to the behaviour of organizations both in the internal and external environment and
encourages them to be productive whilst developing future workers.
After completion of the internship program the student has gathered enough experience about the
managerial activities, the organization of the workplace and lastly the roles of the human resource
assistant.
Bulawayo Magistrate Court is located at Leopold Takawira Avenue/ Fort street , Bulawayo, Zimbabwe.
It comprises staff from the Judiciary, community service, Zrp, deeds office and Npa. The staff
complement for the Judiciary commission is 90 excluding the ones from outside stations.
1.3 HISTORY OF THE ORGANIZATION
The Judicial Service Commission( JSC) is a commission established in terms of section 80(1) of the
constitution of Zimbabwe amendment (No.20) 2013. It is responsible for the promotion and facilitation
of the delivery of world class justice in accordance with the laws of Zimbabwe and best practice to
provide administrative support to the Judiciary in the promotion and maintenance of the Justice
delivery system that inspires public trust and confidence in the rule of law.
The Judicial Service Commission lies under the three main branches of Government, the other two
being the Legislature (i.e Parliament) and the Executive ( President, Minister, Public service, police,
and the Defence force). The Judicial consists of all Judicial officers such as the Judges, Magistrates
who decide civil and criminal cases in court, Clerks of court, Human resources officers, Interpreters,
Judges Assistants, Assistant Registrar, Chief Magistrate, Secretary, Regional Magistrates etc.
In Zimbabwe the main courts are Supreme court, High court which is presided over by Judges, and
Magistrates courts presided over by Magistrates. There are also courts such as Labor court,
Constitutional court and Sheriff.
VISION
MISSION STATEMENT
In accordance with the laws of Zimbabwe and best practice, to promote the maintenance of a
transparent, accountable and independent Judiciary and provide administration support to the Judiciary
of an efficient and effective justice delivery system that inspires public and confidence in the rule of
law.
CORE VALUES
The culture of thed JSC is ‘ a culture of excellence’ and is defined by six core values. During the
planning process, participants reviewed and confirmed the continued (relevance adequacy) of these
core values , which the Jsc has adopted as the ultimate expression of the philosophy and performance
culture that guides and inspires the work ethics of team JSC and all its internal and external working
relations.
FOUNDING PRINCIPLES
jsc has adopted the following founding principles, being the basic ideology which, together with the
core values, informs the organizational culture of JSC and guides the pursuit of its vision.
PRINCIPLE DESCRIPTION
Accessible justice for all The Jsc seeks to promote equitable access to
justice through the elimination of cost,
infrastructure and knowledge barriers.
High quality service to public The Jsc is committed to the expeditious delivery
of affordable Justice to all court users.
The Jsc key result area refers to the fundamental responsibilities of the Jsc as outlined in its mandate.
The KRAs should be attained and they should be aligned to the foundational principles.
COMPANY ACTIVITIES
Bulawayo Magistrate court is a Provincial court designed to adjudicate over all criminal cases.
Trying of criminal matters: from the laying of charges to the final stage of verdict and sentencing, that
is the criminal proceeding in terms of the criminal procedure and the evidence act chapter 9:07.
REGIONAL
MAGISTRATE
PROVINCIAL
MAGISTRATE
ADMINISTRATION
OFFICER
MAGISTRATES
PROVINCIAL
ACCOUNTANT
HUMAN RESOURCE
OFFICER
ACCOUNTING PMU
ASSISTANTS COURT RECORDERS
OFFICE ORDELIES
GENERAL HAND
WATCHMEN
CLERKS OF COURT
INTERPRETERS
The Jsc is established by section 189 of the constitution of Zimbabwe amendment 20 act 2013:
ORGANISATIONAL STRUCTURE
The primary functions of the commission are to: interview candidates for Judicial positions and make
recommendations for appointment to the bench; deal with complaints brought against the Judges ‘
Registrable interests and advise national Government on matters relating to the Judiciary.
i) REGIONAL MAGISTRATES
The Regional Magistrate presides over complicated and more drastic cases like rape or murder cases.
iii) MAGISTRATES
The duties of a Magistrate include handling minor cases such as assaults, public nuisances, petty
theft and traffic violations. Magistrates may also handle social security decisions, appeals and review
petitions made by prisoners regarding their convictions or confinement conditions.
Ensuring the accuracy of financial documents, as well as their compliance with relevant laws and
regulations. He also prepares and maintains important financial reports. The Provincial Accountant
may also evaluate financial operations to recommend best practices, identify issues and strategize
solutions and help organizations run efficiently.
v) ADMINISTRATION OFFICER
The Administration Officer may manage office supplies and order new supplies as needed, preparing
expense reports and office budgets, hiring maintenance vendors to repair or replace damaged office
equipment and systematically filing important company documents.
v) ACCOUNTING ASSISTANTS
The Accounting Assistant provides support to the accounting department, handling communications
with clients and vendors via phone, email and in person, performing basic tasks such as filing, data
entry, answering phones, processing the mail and preparing financial reports.
The duty of the Court Interpreter is to serve as a conduit between non- English speakers and English
speaking officials in legal forums. As they convert one language to another, Interpreters play a critical
role in the administration of Justice and make it possible to ensure the rights of due process and
participation in court for all those involved.
Transcriberslisten to live proceedings or audio and video recordings to create written versions of
them , communicating with the client or supervisor when there are issues, secretariat and keeping
typing skills sharp by completing regular typing drills.
Besides providing fast, quality court recordings and prescribing oaths, the court recorder also may
be in charge of maintaining records including misdemeanor cases, felony cases, civil cases, family
cases, small claims, juvenile cases and traffic citations.
xi) I.C.T
The role of the information technology personnel is to review the needs of the company,employees,
court cases and anything related to information management, data processing and distributed
processing for end users.
They ensure cleanliness of offices and timely delivery of all mail to intended recipients. Further
diligently perform a variety of support office duties that may be required.
The organization mainly deals with the delivery of good quality justice, maintenance of staff record
forms and summons.
SWOT ANALYSIS
The purpose of a swot analysis is to identify the main strengths and weaknesses, opportunities and
challenges that characterize a particular situation or entry in this case Jsc.
Strengths
Any internal aspect which helps Jsc to meet its mandate and to fight off treatts of irrelevance.
1. Effective communication – Jsc disseminates information through websites and newsletters , thus
employees have access to the required information.
2. Effective performance management system- Jsc encourages high performance culture identifying
poor performers and taking corrective action.
3. Good client care- Staff members are trained on how to engage with a client, it is done so through
public relations courses.
4. Effective complaints management system- Jsc deals with complaints quickly thereby enhancing
Jsc’s image and reputation.
Weakness
1. poor conditions of service- employees in the organization are not paid enough to sustain themselves
and their families.
2. Negative perception on Judicial corruption- it is believed that employees under Jsc are corrupts such
that they accept bribes from clients.
Opportunities
Any external circumstances or trends that favor the relevance of the Judicial Service Commission
specific competences:
1. New development in the I.C.T department.
2. Incidence of covid.
Challenges
1. Insufficient resources- the resources are not sufficient such as the printers and scanners, all
departments depend on one printer and scanner.
2 Reduced access to courts due to covid 19 restrictions- thus having stuff to work from home creates a
backlog especially for civil and criminal registry.
3. Inadequate power back up facilities- when there is no electricity no work can be done because there
are no solar power systems.
CHAPTER TWO
DESCRIPTION OF DUTIES AND ACTIVITIES ASSIGNED TO THE STUDENT.
I worked at Bulawayo Magistrate court as a Human resource intern from July 2021 to February 2022.
The human resource department deals with the management of employees within the organization such
as ensuring the high rate of performance and making sure that their complaints are adhered to. There
are different types of duties that the student was assigned to and below are some of them.
RECRUITMENT
Recruitment is a positive process of searching for prospective employees and stimulating them to apply
for the jobs in the organization. The Human resource identifies vacancies that are critical within the
Bulawayo Magistrate court, it also identifies the rightful candidate for the position during the
interviews. The student was asked to help with the recruitment process, advertised and also maintained
the database.
There are two types of recruitment done by the Judicial Service Commission:
∙Internal recruitment
∙External
INTERNAL RECRUITMENT
The purpose of this type of recruitment is done so as to regrade the employees within the organization.
An advert for an internal vacancy is distributed amongst employees and they have to acknowledge
receipt of the advert. At times posts would require an employee who has 5- 10 years of experience in
the field. The student was tasked with circulating the acknowledgements to all staff members, so that
those interested in the post could apply. She was also asked to process the application forms for those
who were interested.
EXTERNAL RECRUITMENT
This recruitment is meant for people outside the organization so that they can be afforded an
opportunity to bring in new ideas that would enhance the efficiency and effectiveness in the
organization. The human resource has the duty to attract and find the right people with the right skills
that match the Job requirements.
Master listing of candidates;
Master listing is done so as to list all the applicants who have applied for the vacant post. Their
personal details are included.
Short listing of candidates is done for the qualified applicants who would have submitted all the
required documents and followed the correct procedures that were on the advert. The student was
tasked with creating a masterlist and a shortlist for all members who had applied for the vacants posts.
LEAVE PROCESSING
The department head of Judicial Service Commission is the one who grants annual, sick,
vacation,special and maternity leave. Annual leave is granted by the Provincial Magistrate in charge
here at Bulawayo Magistrate court. The student was given the task to update leave registers of Jsc staff
members for the whole Bulawayo Province. The records and approvals were filed on employeeès
personal file.
PAYSLIPS
The student was tasked to dispatch payslips to Bulawayo Stations and also to ensure that all employees
sign for their payslips. Paysheet acquittal Register was required to be updated so that the Human
resource Manager can be able to identify Ghost workers( employees that are not at Bulawayo
Magistrate Court but receiving their salary there.
ASSUMPTION OF DUTY
The student prepared the assumption of duty for all employees who would have transferred from one
Province or srtation to another . The purpose of this was to inform the head of office that the member
has assumed duty and also inform the salary service Bureau (SSB) so that they can process his or her
salary.
INTERVIEWS
The student was afforded the opportunity to form interview questions and be part of the panelists that
were interviewing.
STAFF DIRECTORY
The student was also tasked with the duty to create a staff directory . The purpose of it was to create an
easy accessible list and details of all staff members in the Province.
STAFF REGISTERS
All staff registers for all courts were supposed to be updated and it was the students duty to make sure
that they were up to date.
APPRAISALS
At the beginning of the year the student was tasked with preparing Appraisals as all staff members are
supposed to be rated on their performance.
STAFF INDUCTION
The student was tasked with inducting all new staff members especially students and introducing them
to all members of staff in the building as well as helping them with some of their queries.
POLICY DEVELOPMENT AND IMPLEMENTATION
Policies are developed at the head office which is in Harare and implemented in Provinces.
RECRUITMENT POLICY
It is a statement on how to hire, outlines the organizations prefered hiring practices and promotes
consistency within the employee recruiting process.
Performance Management
It is a corporate tool that helps managers monitor, evaluate employees' work. Under Jsc performance
management is done through performance contracts.
Job evaluation
It is the rating of jobs in organizations. The process of establishing the value and worth of jobs in a job
hierarchy..
Job change
A move into a different job code and title in the same or lower position.
CHAPTER THREE
EVALUATION AND SKILLS GAINED
The student gained a number of skills during her attachment period. The first one was tackling the
pressure that she worked under, she managed to do and complete her work on time. The student also
gained strong communication and analytical skills as she was always attending to all employee requests
, needs, complaints and issues in the Province, some she managed to solve on her own without the
Supervisors help. The student also gained good interpersonal skills through daily interactions with the
supervisors and all staff members. It helped the student communicate with people differently according
to their status and irrespective position the commission. The student arquired a lot of information
which added to her experience in sociology such as having a better understanding of why employees
behave in certain ways and understanding how and why work groups function in different settings.
Apart from the practical skills acquired, the student also gained theoretical skills about her field of
study which is of high importance to my knowledge and understanding of the sociology of work.
EXPERIENCES
These are areas of knowledge accumulated , ability to do better.
The intern was at times left to man the office alone whilst the supervisor was out doing station visits to
Nyathi, Nkayio, Tsholotsho and Western commonage and on vacation leave. The student was able to
handle the employees without any hustle such that she was able to assist them whenever they needed
assistance or clarification on something.
Covid restrictions
Since the Government had imposed the national lockdown the students in the organization were asked
to stop attending during the period. It was a challenge for the student because the expected period of
attachment by the University became short.
Being a small part of this prestigious organization has enabled the student to gain her first shared
exposure in a friendly environment which inspires her highly to acquire knowledge in the field of
Human resource and sociology of organizations. Internship opportunities at Bulawayo Magistrate court
helped her to study different types of processes and confidence to work with other departments.
The student feels very enthralled about her overall experience at the organization. The objectives of
attachment were achieved in the sense that the student got to apply all that she learnt to the workplace
during her course of studies, the modules that helped her a lot are genders studies, organisational
sociology, qualitative and quantitative research, communication skill, governance and peace and
leadership studies. This new experience will help greatly when she finds herself in the corporate world.
The attachment period bridges the theory with practice in a particular field of study, thus it clarifies the
theoretical concept of the student which may not be possible in the lecture room.
The attachment period encompasses the Higher- order attributes, skills and understandings students
gain throughout the course of their degree, from a broad range of activities in or related to, the world of
work which will enhance their learning, progress into, adaptability for and and success in their chosen
careers
Recommendation to Lsu
1. lsu as the institution that provides for the host organization should provide adequate practical
training and not only focus on theory.
1. The workload that is done at JSC is too demanding. It cannot be manned by the current staff
members, there is a need for recruitment so that people get time to be flexible.
2. The organization should try to buy more equipment like printers.
REFERENCE
Salehi. R, Url: http://dx.doi.org/10.6007/IJARPED/v2-i3é July 2023, vol 2, No 3