Human Resource & Administration Procedures Manual

QUALITY MANAGEMENT SYSTEM BASED ON ISO 9001:2015
HUMAN RESOURCE & ADMINISTRATION PROCEDURES MANUAL
REVISION: 1
VERSION: 1
Prepared By: Director of Human Approved by: CEO

Resource & Administration
Signature Signature
DAWASA – ISO 9001:2015 BASED QUALITY MANAGEMENT SYSTEM
HUMAN RESOURCE & ADMINISTRATION

ISSUED ON: 02/11/2019 REF: DAWASA/HRA/PM/04
PROCEDURES MANUAL
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PROCEDURES MANUAL
TABLE OF CONTENTS
DAWASA/HRA/OP/01: RECRUITMENT............................................................... 4
DAWASA/HRA/OP/02: PERFOMANCE APPRAISAL........................................... 7
DAWASA/HRA/OP/03: TERMINATION ............................................................... 9
DAWASA/HRA/OP/04: DISCIPLINARY ............................................................ 12
DAWASA/HRA/OP/05: TRAINING .................................................................... 16
DAWASA/HRA/OP/06: LEAVE MANAGEMENT ................................................. 19
DAWASA/HRA/OP/07: ESTATE MANAGEMENT AND HOUSING .................. 22
DAWASA/HRA/OP/08: TRANSPORT & VEHICLE MANAGEMENT ................. 26
DAWASA/HRA/OP/9: MAINTENANCE OF VEHICLES AND EQUIPMENT ...... 29
DAWASA/HRA/OP/10: RECORDS MANAGEMENT ........................................... 32
DAWASA/HRA/OP/11: INTERNAL COMMUNICATION ................................... 35
DAWASA/HRA/OP/12: HEALTH AND SAFETY MANAGEMENT ...................... 39
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PROCEDURES MANUAL
DAWASA/HRA/OP/01: RECRUITMENT
1.0 GENERAL
1.1 PURPOSE
To ensure fairness and consistency in recruitment procedures that will enable
the Authority to have adequate number of staff (Manpower) with required skills
to carry out all operational activities and ensure achievement of Authority goals
1.2 SCOPE
This procedure shall apply to recruitment of all permanent and pensionable
employees and long-term contract’s staff, except the Chief Executive Officer.
1.3 REFERENCES
Among others, reference shall be made to the following documents;
a) DAWASA Human Resource Policy and Regulations, 2018.
b) The Public Service Act, 2002.
c) The Public Service Regulations, 2003.
d) DAWASA Scheme of Service, 2018.
e) Standing Orders for the Public Service, 2009.
1.4 DEFINITIONS/TERMS/ACRONYMS
DAWASA: Dar es Salaam Water Supply and Sanitation Authority
DHRA: Director of Human Resource and Administration
1.5 INPUTS AND OUTPUTS

INPUTS (Including resources) OUTPUTS
Request for staff Successfully Recruited staff
1.6 INTERFACES
All directorates/ units.
1.7 PRINCIPAL RESPONSIBILITY

The Director of Human Resource and Administration shall ensure this procedure
is adhered to.
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2.0 DETAILS OF PROCEDURE

2.1 The DHRA shall prepare the Annual Recruitment Plan in the beginning of each
financial year for the Authority.
2.2 Upon assessment of the need for employment DHRA, shall establish the
required qualifications to fill the vacancies within three (3) working days.
2.3 The DHRA shall prepare the job advert and identify the type/means of
advertising within seven working days.
2.4 The DHRA shall advertise the vacancy internally for a period of one week for
senior cadre or externally for two weeks for entry point positions to all
candidates who are interested and have qualified skills.
2.5 Upon receipt of applications, the DHRA shall hand over all applications to the
recruitment committee that will short-list the candidates within two weeks.
2.6 The shortlisted candidates will be called for interview by the recruitment
committee and successfully candidates will be selected within two weeks.
a) If the advertised vacancy is for the Director and Manager positions, the
Board of Directors will be responsible for interview and selection.
b) For the rest of the positions, Management recruitment committee will be
responsible for interview and selection.
2.7 Selected candidates will be given contracts for specific period of time or
employed on permanent terms depending on the nature of the position applied.
Upon acceptance of the offer, the candidate will sign an employment contract.
If the candidate refuses the offer, the second candidate in the list will be
awarded the offer.
2.8 The successful candidate shall undergo medical examination and orientation
course of one week to familiarise with the job and the Authority’s working
environment.
2.9 The candidate shall be given a job description whereas he/she will serve for a
probation period of one year prior to confirmation, upon successful assessment
by his/her immediate supervisor.
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3.0 REPORTING
The DHRA shall ensure quarterly and annual reports are submitted to CEO for
onward submission to the Board.
4.0 KEY PERFOMANCE INDICATORS

a) Timely recruitment of staff
b) Staff with required skills and competence
c) Adequate Staffing level
5.0 LIST OF APPLICABLE RECORDS

a) Written request to fill the vacancy.
b) Medical reports.
c) Employment contracts.
d) Application letters.
e) Personal Particulars form.
f) Curriculum vitae.
g) Bank details.
h) Employee certificates (birth, educational, NIDA, professional).
i) Letters of employment
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DAWASA/HRA/OP/02: PERFOMANCE APPRAISAL
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure all staff are performing their duties
to accomplish the desired goals as per department and overall Authority long-
term objectives
1.2 SCOPE
This procedure shall apply to appraisals of all DAWASA employees
1.3 REFERENCES
a) DAWASA Human Resource Policy and Regulations 2018.
b) Public Service Act 2002.
c) Public Service Regulations, 2003.
d) Standing Orders for the Public Service, 2009.
e) Open Performance Appraisal System.
f) Quarterly Performance Appraisal forms.
g) EXCOM: Executive Committee
DAWASA: - Dar es Salaam Water Supply and Sanitation Authority
DHRA: - Director of Human Resource and Administration
EXCOM: - Executive Committee
OPRAS: - Open Performance Appraisal System

Agreed performance targets Evaluation of target VS
Open performance appraisal system form achievements
Human Resources
1.6 INTERFACES
All Directorates/ Units.
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is adhered to.
2.1 This procedure shall start with the EXCOM members coming up with agreed
Authority objectives as per approved strategic plan that will be cascaded to
respective Directors of each directorate with specific agreed performance
targets.
2.2 The Directors of each directorate will cascade performance targets to each
individual manager and the Managers of each section will cascade these
performance targets to respective supervisors.
2.3 Supervisors of each section will cascade performance targets to individual staff.
2.4 These agreed performance targets will be reviewed by Supervisors at the end
of every financial year,
a) Those employees with poor performance will be sanctioned and good
performers will be rewarded according to Human Resource Policy and
Regulation, and
b) Those with good performance will be awarded financial or non-financial
rewards as per the Authority’s Incentive Policy.
2.5 This exercise will be done from the level of the Director to junior staff as per
DAWASA Human Resource Policy and Regulations.
3.0 REPORTING
The DHRA shall ensure annual open appraisal performance records of each
employee are maintained with Human resource department.
a) Achievement of agreed performance targets.
b) Evaluation undertaken on time.

a) Agreed performance Agreements.
b) Records of actual performances.
c) Records for reminders, warnings, and bonuses.
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DAWASA/HRA/OP/03: TERMINATION
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure effectiveness, consistency and
transparency in managing staff exit from the Authority.
1.2 SCOPE
This procedure shall apply to all employees.
1.3 REFERENCES
a) The Public Service Act, 2002.
b) DAWASA Human Resource Policy and Regulations, 2018.
c) The Public Service Regulations, 2003.
d) Employment Contracts.
e) Financial Regulations, 2018.
f) Standing Orders for Public Service, 2009.
DAWASA: - Dar es Salaam Water Supply and Sanitation Authority
DA: - Disciplinary Authority
HRM: - Human Resource Manager
1.5 INTERFACES
All Directorates/ Units:

Request for resignations and Paid fair terminal benefits
retirements
Death certificates Paid burial assistance and terminal
Letter of dismissal benefits

is adhered to.
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2.1 Retirement
2.1.1 The DHRA shall inform all employees of their retirement dates through their
payslips.
2.1.2 The DHRA shall notify an employee on his/her retirement, at least six (6) months
prior to his/her retirement due date as per the communication procedure.
2.1.3 The DHRA, shall then ensure that the employee undergoes the following: -
a) Retirement training of one week.
b) Undertakes an exit interview two months before leaving the Authority.
c) Fill Clearance form.
2.1.4 The DHRA shall also calculate the employee’s terminal benefits and seek
confirmation of the same from the employee, one month before his/her
retirement.
2.1.5 Upon confirmation of the terminal benefits, the DHRA shall ensure that the
employee has been cleared from all the departments by using the staff clearance
form.
2.1.6 Once the employee has been cleared, the DHRA shall authorize the Finance
Department to pay the employee’s terminal benefits. Payment of terminal
benefits shall be done after the retirement date
2.2 Resignation
2.2.1 This shall start with the CEO receiving a resignation notice from an employee.
2.2.2 Upon receipt of the resignation letter, the CEO shall as per the communication
procedure acknowledge receipt of the letter and accept the employee’s decision
within 5 working days. At the same time, the CEO shall instruct the DHRA to
process the employee’s terminal benefits and ensure he/she clears with the
Authority.
2.2.3 Upon receipt of the instruction, the DHRA shall compute the employee’s terminal
benefits and ensure he/she confirms the same.
2.2.4 Upon confirmation of the terminal dues, the DHRA shall ensure that the
employee has cleared from all the departments using the staff clearance form.
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2.3 Natural Death

2.3.1 In the event of death of an employee, the respective Human Resource Officer
shall as per the communication procedure inform the DHRA within a day.
2.3.2 Upon receipt of the information, the DHRA shall direct the HRM to inform other
employees through communication procedure.
2.3.3 After informing employees, the HRM shall liaise with the Human Resource
Officer to coordinate the funeral arrangements within a day or depending on
family arrangements.
2.3.4 After the burial, the DHRA shall compute the terminal benefits of the deceased
and as per the communication procedure inform the deceased employee’s next
of kin when to collect the payments.
3.0 REPORTING
The DHRA shall ensure monthly and annual termination records are maintained.

a) Timely processing of staff terminal benefits.
b) No grievances from leaving employees.

a) Death certificates.
b) Medical reports.
c) Employment records.
d) Terminal benefits computations.
e) Termination letter.
f) Resignation letter.
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PROCEDURES MANUAL
DAWASA/HRA/OP/04: DISCIPLINARY
1.0 GENERAL
1.1 PURPOSE
transparency in dealing with staff discipline.
1.2 SCOPE
This procedure shall apply to all employees except CEO.
1.3 REFERENCES
a) The Public Service Act, 2002.
b) The Public Service Regulations, 2003.
c) Employment Contracts.
d) DAWASA Human Resource Policy and Regulations, 2018.
e) Standing Orders for the Public Service, 2009.
DAWASA: Dar es Salaam Water Supply and Sanitation Authority
CEO: Chief Executive Officer
1.5 INTERFACES
All Directorates and Units.

Accusations Resolved Disciplinary Cases
Evidence

is adhered to.
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2.1 Minor Indiscipline cases
2.1.1 This shall start with the immediate supervisor observing or receiving a report of
a minor indiscipline from an employee under their supervision.
2.1.2 Upon confirmation/ observation of the behaviour, Human Resource Officer shall
issue a verbal warning to the employee on the day of incidence
2.1.3 In case the indiscipline is repeated within six month, the Human Resource
Officer shall issue the employee with first written warning through
communication procedure. The Human Resource Officer shall file a copy of the
warning in the employee personnel file and shall form part of employee’s
records.
2.1.4 If the employee repeats the offence or any other offence within six month, The
Human Resource Officer shall issue him/her with a second written warning and
file a copy in the employee’s personnel file.
2.1.5 The Human Resource Officer shall issue an offender with a final written warning
in case an offence is repeated within six months after the second warning and
file the letter in the respective employee personnel file.
2.1.6 In case the employee repeats the offence after the final warning, the indiscipline
case shall be considered as gross conduct and referred to disciplinary authority
by Human Resource Officer with all documentary evidences within one week
from date of commitment of offence.
2.2 Gross Misconduct

2.2.1 This shall start with a Disciplinary Authority identifying/receiving information of
a gross misconduct or repeated minor misconduct(s) of an employee in their
department.
2.2.2 The disciplinary authority shall make preliminary investigation before instituting
disciplinary proceedings.
2.2.3 Employee served with a charge or charges state briefly the nature of the offence
alleged to have been committed by an employee
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2.2.4 A charge or charges shall be accompanied by notice addressed the accused

employee inviting him to state in writing, within 14 days ,the grounds upon
which he relies to exculpate himself
2.2.5 The inquiry committee shall commence not later than sixty days from the day
the accused employee was served with the charge or charges.
2.2.6 If the employee fails to make representation in writing or make representation
which is in the opinion of the disciplinary authority does not amount to a
complete defence, the disciplinary author shall hold inquiry committee into the
charges
2.2.7 The committee conducting the inquiry shall notify the accused public servant of
the day, date, time and place upon and at which the inquiry shall be held. The
accused employee shall be given adequate notice to appear before the inquiry
committee
2.2.8 During the hearing, the accused employee shall have right to be present, carry
any employee of his/her choice as a witness, cross-examine witness , examine
and request to be provided with copies of any document(s) produced as
evidence against him/her. Produce any relevant records for his/her defence.
2.2.9 Upon conclusion of inquiry, the committee shall forward record of proceedings
together with its report to the disciplinary authority. The report of the inquiry
committee should not contain recommendation as to form and nature of the
punishment to be awarded.
2.2.10 Upon receipt of the record of proceedings and the report, the disciplinary
authority after considering the evidence and such report shall make and record
finding whether or not in his opinion, the accused employee is guilty of the
disciplinary offence with which he has charged, and shall inform the accused
employee of the decision within a period of thirty days.
2.2.11 Where the disciplinary authority’s findings as to the guilty or innocence of the
accused employee is contrary to the opinion of the committee conducting the
inquiry as expressed in the report, the disciplinary authority shall record his
reasons for the findings
Where the disciplinary authority finds the accused employee guilty, he shall
proceed to award punishment. Where accused employee is punished by
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PROCEDURES MANUAL
dismissal, his dismissal shall take effect from the date upon which the
disciplinary authority found the accused employee guilty
3.0 REPORTING
The DHRA shall ensure monthly disciplinary records are reported to the CEO for
onward submission to the Board.

a) Timely addressing of disciplinary cases.
b) Number of disciplinary cases handled.

a) Evidence of communication.
b) Evidence of meetings.
c) Preliminary Investigation Report.
d) Employee Personnel files.
e) Inquiry committee report
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PROCEDURES MANUAL
DAWASA/HRA/OP/05: TRAINING
1.0 GENERAL
1.1 PURPOSE
transparency in conducting training of staff to enhance their skills and
competences.
1.2 SCOPE
This procedure shall apply to training for all employees
1.3 REFERENCES
b) DAWASA Training Plan Calendar.
c) Detailed DAWASA Training Needs Assessment Report for FY 2018/19.
a) DAWASA: - Dar es Salaam Water Supply and Sanitation Authority
b) DHRA: - Director of Human Resource and Administration
c) HRM: - Human Resource Manager
d) CEO: - Chief Executive Officer
e) TNA: - Training Needs Assessment

Training needs assessment Trained and competent staff
Training Reports
1.6 INTERFACES
is adhered to.
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2.1 Conducting Training Needs Assessment
2.1.1 The DHRA in liaison with the Directors/Heads of directorates and units shall
carry out training needs assessment within one month at the beginning of the
financial year.
2.1.2 The DHRA shall prepare a training plan within 14 working days, which shall be
forwarded to the CEO for approval.
2.1.3 In approving the training plan, the CEO shall consider the following: -
a) Adherence to the approved budget.
b) Relevance of the trainings to the Authority.
c) Training needs assessment report.
2.1.4 In the event of disapproval, the CEO shall return the training plan to the DHRA
with recommendations for amendment and resubmission.
Upon approval of the training plan, the CEO shall return the training plan to the
DHRA for implementation.
2.2 Undertaking trainings sponsored by Authority
2.2.1 The DHRA shall inform the nominated candidates to prepare for the training, at
least a month prior to a scheduled training as per the communication procedure.
2.2.2 Upon receipt of the communication, the nominated member of staff shall in
liaison with the respective Director/Head of Unit/Manager/Supervisor to make
arrangements to hand over duties and seek facilitation from the HRM within one
week
2.2.3 Upon the completion of training, the trainees shall prepare and submit a report
to the HRM together with certificates where applicable for information and
record keeping within one week of completion of the training.
2.2.4 The HRM shall forward the certificates to the DHRA for information and future
use in carrier advancement.
2.2.5 On receipt of the reports, the DHRA shall make decision on carrier advancement
guided by the succession planning policy, the training policy and the scheme of
service.
2.2.6 The HRM shall implement the decision of the DHRA accordingly within two
weeks.
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2.3 Undertaking self-sponsored trainings

2.3.1 Employees undertaking self-sponsored courses shall cater for all their training
expenses. The Authority shall just grant leave to pursue the training.
3.0 REPORTING
The DHRA shall ensure monthly and annual staff training records are reported
to the CEO for onward submission to the Board.

a) Implementation of the Training Plan/Calendar

a) Training need assessment report.
b) Employment records.
c) Certificates obtained from trainings.
d) Trainings reports.
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PROCEDURES MANUAL
DAWASA/HRA/OP/06: LEAVE MANAGEMENT
1.0 GENERAL
1.1 PURPOSE
The purpose of this document is to define the procedures to align more closely
with the management of staff leave roster for effective and efficient operations
of Authority.
1.2 SCOPE
This procedure shall apply to all employees.
1.3 REFERENCES
b) Public Service Act, 2002.
c) Public Service Regulations, 2003.
d) Standing Orders for the Public Service, 2009.
b) DHRA: - Director of Human Resource and Administration
c) HRM: - Human Resource Manager
d) CEO: - Chief Executive Officer

Leave request forms Granting leave and payments
Human resources
1.6 INTERFACES All Directorates/ Units.

is adhered to.
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2.1 This procedure shall start at the beginning of every new financial year with the
DHRA as per the communication procedure requesting all Human Resource
Officers to prepare annual leave roster for their departments, Unit, Regions and
Plants within one week.
2.2 After preparing the departmental/Units/Regions/Plants annual leave roster, the
Human Resource Officers shall forward them to the HRM who shall in turn
consolidate them to the Authority annual leave roster within one week.
2.3 The HRM shall then forward the annual leave roster within one week to the
DHRA for review and approval.
2.4 Where the schedule requires review, the DHRA shall advise the HRM
accordingly.
2.5 Upon approval, the DHRA shall circulate copies of the leave roaster within two
days to all Directors and the CEO for information.
2.6 Any employee proceeding for leave shall apply for the leave at least one month
to the due date and submit the duly filled leave form to the HRM through the
registry for confirmation of availability of leave days.
2.7 In the event that the employee has exhausted their leave days, the HRM shall
advise him/her accordingly.
2.8 In recommending the leave, the Human Resource Officer shall consider the
following: -
a) Adherence to the leave schedule.
b) Departmental workload.
2.9 Upon recommendation, the immediate Supervisor shall forward the form to the
Director for approval within one week.
2.10 In approving the leave, the Directors shall consider the criteria in 2.8 above
and the supervisor’s recommendations.
2.11 Upon approval of the leave by the DHRA, the HRM shall issue the employee
with a copy of the approved leave form as authority to take the leave and
update the leave calendar and the leave register.
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2.12 Upon resumption of duty, the employee shall report to the Director within a
day for information and thereafter report to the immediate supervisor for duty
allocation.
2.13 In the event that an employee does not report to work three days after expiry
of the leave days, the HRM shall establish the reasons for non-resumption.
2.14 In the event that the employee does not provide sufficiently compelling reasons
for non-resumption, the HRM shall institute disciplinary measures as per
procedures.
3.0 REPORTING
The DHRA shall ensure monthly and annual leave roaster is maintained.

a) Time taken to process leave requests.
b) Compliance to leave roaster.

a) Leave application forms.
b) Leave roster.
c) Notice of absence form.
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PROCEDURES MANUAL
DAWASA/HRA/OP/07: ESTATE MANAGEMENT AND HOUSING
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure timeliness and efficiency in
maintenance of office building, staff houses and allocation of offices and staff
houses.
1.2 SCOPE
This procedure shall apply to the allocation, repairs and maintenance of office
buildings and staff houses at DAWASA head office, regional offices and Plant
offices.
1.3 REFERENCES
a) The Occupational Safety and Health Act, 2007 (OSHA)
b) DAWASA Housing Contract.
a) DHRA: - Director of Human Resource and Administration.
b) ADM: - Administration Manager.
c) PAO: - Principal Administration Officer.
d) E.E: - Estate Engineer.
e) DP: - Directorate of Procurement.
f) BoQ: - Bill of Quantities
1.5 INTERFACES
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Request for services, repairs and maintenance and repaired of
maintenance buildings and plot
List of Material to be used
BOQ / Estimate Cost, Drawing
Manpower
Finances

is adhered to.

2.1 This procedure shall start with the DHRA receiving the request for office repairs
/ maintenance from regional offices / Headquarter and forward to the ADM.
2.2 On receipt, the ADM shall ensure he/she assigns PAO to prepare a job order.
The PAO shall forward the job order to the E.E for review and advice.
2.3 Upon processing the job order, the E.E shall determine whether the renovation
shall be undertaken in house or by a pre-qualified contractor and advise the
PAO and ADM for further action.
2.4 Services undertaken in-house
2.4.1 The E.E shall undertake a condition survey study for works to be carried out and
submit details of the repair’s requirement within 5 days. The information shall
detail the following:
a) Bill of Quantities or Cost estimate for renovation.
b) Drawings.
c) A brief description of renovations required.
d) Details of persons to do job.
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2.4.2 The Estate Engineer shall identify materials required for the job and raise a
purchase requisition to the Procurement Management Unit or request cash from
the Finance Directorate through the ADM.
2.4.3 The E.E shall inform the PAO who shall ensure the work is undertaken as per
the job card.
2.4.4 Upon completion and confirmation of the job. The PAO shall:
a) Ensure Estate Engineer inspects works and reports on the same.
b) Maintain a copy of satisfaction report.
2.4.5 If satisfied, the PAO shall hand over the works back to the User Department
through the ADM.
2.5 Services undertaken by Contractors/ Suppliers

2.5.1 The ADM shall forward a requisition attached with the BOQ within 5 days after
receiving the request and justification for the outsourced service to DHRA.
2.5.2 Upon receipt and acceptance of BoQ and requisition, the DHRA shall seek
approval for outsourcing of the maintenance from the CEO.
2.5.3 The CEO shall forward it to DP for other procurement procedures.
2.5.4 Once the contractor is in place and a contract has been signed, the E.E shall
supervise the maintenance work as per the contract and update the PAO
appropriately.
2.5.5 Upon completion of the maintenance, the E.E shall:
a) inspect the works done by contractors and write the satisfaction report to
PAO, and
b) maintain a copy as evidence of the repairs undertaken
2.5.6 The PAO shall then hand over of the building to the User Department through
the ADM.
2.6 Request of House and office Allocation Procedures:

2.6.1 The procedure shall start with DHRA who is in charge of estate receiving an
application letter from employees requesting for a house or office allocation/
reallocation and forward to the ADM for review.
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2.6.2 The ADM shall assign PAO to look for vacant house or office to cover request
basing on requirement and necessity.
a) In case the house or office is not vacant or not available for the moment, ADM
shall inform applicant in writing.
b) If the house is available, the PAO shall inform the ADM who shall allocate the
house/office to the employee who has requested for house/office allocation and
who in turn shall sign the applicable contract documents.
2.6.3 Upon expiry of the contract, the benefiting employees shall request again for
house allocation in writing to DHRA.
2.6.4 In case major or minor renovations are required, the staff member in the
Authority’s house shall inform the ADM through official letter.
2.6.5 Upon leaving from the Authority’s house, an employee shall write a letter
informing the DHRA at least one week before departure.
3.0 REPORTING
The ADM shall ensure monthly and yearly renovation reports and list of
employees who stay in the house are maintained.
4.0 PERFOMANCE INDICATOR

a) Time taken to undertake maintenance/ repair activities
b) Maintenance undertaken as per schedule
c) Repeated renovations
d) Timely allocation of offices/ staff houses

a) Request Letter from user.
b) Requisition forms
c) BOQ
d) Drawing
e) Inspection report
f) Monthly Preventative maintenance Schedule
g) Yearly Preventative maintenance Schedule.
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DAWASA/HRA/OP/08: TRANSPORT & VEHICLE MANAGEMENT
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure effectiveness and consistency in the
management of transport at the Authority.
1.2 SCOPE
This procedure shall apply to management of all vehicles at the Headquarters
and Regional offices.
1.3 REFERENCES
a) DAWASA Transport Policy, 2018.
a) DHRA: - Director of Human Resource and Administration.
b) HRM: - Human Resource Manager.
c) CEO: - Chief Executive Officer.
d) ADM: - Administration Manager.
e) TO: - Transport Officer.

Transport request letter Allocation of Vehicles
Serviceable Vehicles
1.6 INTERFACES

is adhered to.
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The DHRA shall ensure that all the vehicles are regularly inspected and insured
appropriately as per the Authority’s policy.

2.1 This procedure shall start with the DHRA in charge of transport receiving an
approved transport request from the CEO and forward to ADM.
2.2 The ADM shall confirm the availability of the requested vehicle to the T.O and
inform the requesting Director within a day.
In the event that all vehicles are engaged, the ADM shall advise the requesting
Director accordingly.
2.3 If the vehicles are available, the ADM shall assign a driver and a vehicle to be
used for the assignment guided by the following:-
a) Condition of the vehicles.
b) Distance to be covered and
c) Capacity of the vehicle in relation to the nature of the assignment.
2.4 In the event of overnight assignments, the ADM shall request the DHRA to
authorize the use of the vehicle.
2.5 Prior to the journey, the ADM shall ensure that the journey is authorized by
having approved documents by the authorized person(s) and the fuel cards have
been availed to facilitate fuelling of the vehicle.
2.6 During the journey, the officer in charge of the assignment shall have the
authority to direct further official journeys as need arises.
2.7 In the event of any incident during the journey, the driver shall report to the
T.O and/or the police within 24 hours and complete the motor vehicle defects
report form/logbook upon return to the office.
2.8 At the end of every journey, the driver shall close the logbook by indicating the
distance covered and the arrival time.
2.9 The driver shall then park the vehicle at the Authority designated parking lot or
at the Government offices in case of overnight journeys.
2.10 The T.O shall review the logbooks on a monthly basis and prepare a report
detailing fuel consumption versus the distance covered.
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3.0 REPORTING
The DHRA shall ensure monthly and annual transport and vehicle management
records are reported to the CEO for onward submission to the Board.

a) Time taken to process and avail vehicle requests.
b) Availability of vehicles for operations.

a) Evidence of communication.
b) Logbooks.
c) Fuel Cards.
d) Inspection Reports.
e) Service Schedule.
f) Motor vehicle defects report form/Logbook.
g) Insurance Policy documents.
h) Monthly reports.
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PROCEDURES MANUAL
DAWASA/HRA/OP/9: MAINTENANCE OF VEHICLES AND EQUIPMENT
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure timeliness and efficiency in
maintenance of fleet, plant and equipment.
1.2 SCOPE
This procedure shall apply to the maintenance of fleets, plant and equipment at
DAWASA head office, regional offices and Plant offices.
1.3 REFERENCES
c) The Occupational Safety and Health Act, 2007.
d) DAWASA Transport Policy.
DAWASA- Dar es Salaam Water Supply and Sanitation Authority
TO: Transport Officer
ADM: Administration Manager
1.5 INTERFACES

Request for services, repairs and Serviced fleets and repaired

maintenance equipment’s
Spare parts
Repair equipment
List of pre-qualified garages
Finances
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PROCEDURES MANUAL

is adhered to.

2.1 This procedure shall start with the DHRA receiving vehicles/equipment due for
service from the Headquarters, Regional Offices and Plant offices.
2.2 On receipt, the ADM shall assign TO to open a job order of either the
vehicles/plant/equipment for processing and this shall detail the following:
a) Job number.
b) Vehicles/plant/equipment details.
c) A brief description of service required.
d) Details of persons to do the work.
e) Type of maintenance as provided for by the Preventative Maintenance check
list
2.3 Upon processing the job order, the TO shall determine whether the service shall
be undertaken in house or by the respective dealers or pre-qualified garages as
applicable.
2.4 Services undertaken by dealer/garage
2.4.1 The TO shall forward a requisition attached with the job orders to the ADM
within a day seeking approval for outsourcing of the maintenance.
2.4.2 Upon approval, the TO shall ensure the vehicles/plant/equipment is taken where
applicable to the dealer/garage and serviced accordingly within four working
days.
2.4.3 Upon completion of the maintenance, the TO shall:
a) Ensure that a routine maintenance sticker is filled and affixed on the
vehicles/plant/equipment
b) Ensure the Vehicle Log Book is updated,
c) A copy is maintained as evidence of the service undertaken, and
d) Handing over of the vehicles/plant/equipment to the User Department
through the ADM.
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PROCEDURES MANUAL
2.5 Service of vehicles/plant/equipment being undertaken in-house

2.5.1 Personnel assigned the task shall identify spare parts required for the services
and raise a requisition for them from stores through the TO.
2.5.2 On receipt of the spare parts from the stores, the Mechanic will embark on the
job for servicing the vehicles/plant/equipment.
2.5.3 Upon completion and confirmation of the job, TO he/she shall:
a) Ensure that a routine maintenance sticker is filled and affixed on the
vehicles/plant/equipment
b) Ensure the Vehicle Log Book is updated,
c) Handing over of the vehicles/plant/equipment to the User Department

through the ADM.
3.0 REPORTING
The ADM shall ensure monthly and annual maintenance reports are maintained.
4.0 PERFOMANCE TARGET

a) Time taken to undertake maintenance/ repair activities
b) Maintenance undertaken as per schedule
c) Down time of equipment

a) Request form
b) Job Order Form
c) Preventative maintenance check list
d) Requisition form
e) Vehicle Log Book
f) Monthly Preventative maintenance Schedule
g) Yearly Preventative maintenance Schedule
h) Routine Maintenance sticker
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PROCEDURES MANUAL
DAWASA/HRA/OP/10: RECORDS MANAGEMENT
1.0 GENERAL
1.1 PURPOSE
The purpose of this procedure is to ensure effectiveness and consistency in
records management at the Authority.
1.2 SCOPE
This document applies to the management of all records at Authority.
1.3 REFERENCES
Among other documents, the following shall be referred to;
b) Record Procedure Manual Act 2006.
b) CEO: - Chief Executive Officer
c) DHRA: - Director of Human Resource and Administration

Information from all departments Appropriately Managed records
Adequate & Appropriate Storage
Facilities
Human Resources
1.6 INTERFACES

is adhered to.
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PROCEDURES MANUAL

2.1 Indexing of files and filing of records
2.1.1 The Registry Officer shall ensure that all files are maintained at the central
registry and the departmental files are properly indexed.
2.1.2 Upon receipt of a record, the custodian of the file shall file it in the respective
file, folio the document and update the folio sheet daily.
2.2 Handling incoming mails
2.2.1 Upon receipt of a correspondence, the Officer in charge of the registry shall
open, stamp “Received” and record it in the incoming mails register within a
day. For mails marked Confidential, the Officer in charge of the registry shall
record them in the incoming mails register and forward them to the CEO intact
within a day.
2.2.2 The Officer in charge of the registry shall then file the mail in the respective file,
folio it and update the folio sheet in the file within a day.
2.2.3 The Officer in charge of the registry shall then dispatch the mails to the relevant
recipients using the file movement register within a day.
2.3.1 Upon receipt of a request to access a file from a member of staff, the custodian
shall establish whether the member of staff is authorized to access the file.
2.3.2 In the event that the member of staff is not authorized to access the file, the
custodian shall advise him/her accordingly.
2.3.3 If the member of staff is authorized to access the file, the custodian shall issue
the file and ensure he/she signs the file movement register.
2.3.4 In the event that a member of staff fails to return a file within two days after
completing the use of file, the custodian shall follow up to ensure that the file
is returned.
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PROCEDURES MANUAL
3.0 REPORTING
The DHRA shall ensure monthly and annual communication channels are
maintained and observed.

Existence of accurate records.

a) Incoming Mail Register.
b) Indexed files.
c) Folio sheet.
d) File Movement Register.
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PROCEDURES MANUAL
DAWASA/HRA/OP/11: INTERNAL COMMUNICATION
1.0 GENERAL
1.1 PURPOSE
communication within the Authority.
1.2 SCOPE
1.3 This procedure shall cover all internal communications within the Authority.
REFERENCES
Among other documents, the following shall be referred to;
a) DAWASA Communication Policy, 2018.
CEO: Chief Executive Officer

information from all departments Correct/appropriate communication
Human Resources
1.6 INTERFACES

is adhered to.
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PROCEDURES MANUAL

2.1 The official modes of internal communication at Authority are as follows: -
a) Internal memos,
b) Meetings,
c) Letters,
d) Notices,
e) Email, and
f) Telephone.
2.2 The official modes of external communication include the following: -

a) Letters,
b) Email,
c) Website, and
d) Telephone
Each of the modes shall be handled as follows: -
2.3 Internal Memos

2.3.1 The originator shall draft the memo and if it requires approval forward it to the
respective officer.
2.3.2 Upon approval or in case the memo does not require approval by another officer,
the originator shall forward it to the Officer in charge of the registry for
production of sufficient copies and dispatch to the recipients.
2.3.3 In dispatching the memos, the Officer in charge of the registry shall ensure the
recipients confirm receipt by signing the mail movement register.
2.4 Letters
2.4.1 For internal communication, the originator shall write the letter and forward it
to the Officer in charge of the registry for dispatch to the recipient (s).
2.4.2 Upon receipt of the letter, the Officer in charge of the registry shall record it in
the incoming mails register and as per the records management procedure file
and dispatch it to the recipient (s).
2.4.3 Outgoing external communication using letters shall be undertaken by the CEO
or Directors on behalf of the CEO. The Directors shall in consultation with the
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PROCEDURES MANUAL
CEO write the letter and forward it the Officer in charge of the registry for
dispatch to the recipient(s).
2.4.4 Upon receipt of the letter, the Officer in charge of the registry shall record it in
the outgoing mail register and dispatch it to the recipient (s).
2.4.5 For hand delivery letters, the Officer in charge of the registry shall ensure that
the recipient(s) acknowledges receipt of the letter by signing the delivery book
daily.
2.4.6 Where the delivery is by courier services, the Officer in charge of the registry
shall ensure that the delivery book is signed by a representative of the courier
and obtain the relevant receipts.
2.4.7 Incoming mails shall be handled as per the records management procedures
2.5 Notices
2.5.1 The originator in consultation with the CEO shall write the memo and forward it
to the Officer in charge of the registry for dispatch to the recipient(s)
2.5.2 Upon receipt of the notice, the Officer in charge of the registry shall record it in
the mails register, produce sufficient copies and post them in the respective
notice boards and where need be, dispatch copies to the relevant recipient(s)
using the mail movement register.
2.6 E-mail
2.6.1 In using emails, staff shall use their official e-mail addresses assigned to them
by the ICT department.
2.6.2 For outgoing emails, the officer communicating shall carbon copy or blind copy
the e-mail to the relevant members of staff for information.
2.6.3 For incoming e-mails sent to the Authority email address, the Executive
Assistant shall forward it to the relevant officer with a copy to the CEO for
information.
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PROCEDURES MANUAL
2.7 Telephone
2.7.1 For internal communication, extensions shall be used for urgent communication,
enquiry or follow up. Where need be, the member of staff communicating shall
follow it up with a written mode of communication.
2.7.2 For external outgoing communication, the switch board operator shall record
requests placed by members of staff in the outgoing calls register daily.
2.7.3 For incoming telephone calls, the switch board operator shall forward the call to
the recipient and record the call in the incoming calls register daily.
3 REPORTING
The DHRA shall ensure monthly and yearly communication records are
maintained.
4 KEY PERFOMANCE INDICATORS

Proper usage of channels for communication.
5 LIST OF APPLICABLE RECORDS

a) Outgoing mails register.
b) Incoming mails register.
c) Incoming calls register.
d) Outgoing calls register.
e) Mail movement register.
Page 38 of 41

PROCEDURES MANUAL
DAWASA/HRA/OP/12: HEALTH AND SAFETY MANAGEMENT
1.0 GENERAL
1.1 PURPOSE
comply with health and safety in Authority.
1.2 SCOPE
This procedure applies to both employees in the Authority
1.3 REFERENCES
Among other documents the following shall be referred to;
a) DAWASA Health and Safety Policy.
b) The Occupational Safety and Healthy Act, 2007.
c) DAWASA Human Resource Policy and Regulations 2018.
CEO: - Chief Executive Officer
DHRA: - Director of Human Resource and Administration
OSHA: - Occupational Safety and Health Authority
PPE: - Personal Protective Equipment
DP: - Director of Procurement

information from all departments Correct/appropriate communication
1.6 INTERFACES

The DHRA shall ensure this procedure is adhered to.
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PROCEDURES MANUAL

2.1 The procedure starts with DHRA who will conduct annual health and safety
needs analysis and determine the requirements of health and safety within the
Authority.
2.2 The DHRA will present the proposed list (requirement) to the Management for
discussion and the CEO’s approval.
2.3 Upon the CEO’s approval, the ADM shall identify, compile and request for
various items of PPE. The ADM shall work together with the DP in order to
procure the material.
2.4 Upon delivery of PPE to the stores of health and safety materials, the ADM shall
ensure maximum supervision of allocation of materials to employees.
2.5 The ADM shall provide instructions to supervisors and employees with clear
information regarding the use of PPE.
2.6 The DHRA shall assign the ADM to formulate the Health and Safety Committee
of minimum of 5 and maximum of 9 employees for each office in order to advise
management on the health and safety issue and awareness.
2.7 The Health and Safety Committee shall work on behalf of the ADM. Upon
completion of 3 months, each Health and Safety Committee shall provide a
report to the ADM.
2.8 The ADM who is in charge of health and Safety, shall assign PAO to inspect
employees in working place and ensure that persons under their control, wear
and use any personal protective equipment correctly, to manufacturers’
instructions and to both statutory and DAWASA requirements.
2.9 All emergence scenarios at work will be communicated to the CEO who is in
charge to develop and maintain site specific Emergency Evacuation Plans of
our office and worksites.
2.10 In the course of Emergency Control in the organisation the DHRA, shall have
to establish an Emergency Response and Control Team that is made up of
groups of employees who have undergone the requisite training in emergence
response at workplace.
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PROCEDURES MANUAL
2.11 The DHRA shall assign the ADM to ensure new employees have received
evacuation training within three months of joining the Authority. The course
shall cover the operation of manually operated fire alarms and fire-fighting
equipment available at the work place.
2.12 The ADM who is in charge of health and safety for the protection of evacuees,
shall ensure that assembly areas must, wherever possible, be located at a
sufficient distance away from the workplace infrastructure.
2.13 Ideally, the assembly area selected shall be sheltered and sited in a location
that would allow evacuees to be moved further away from the emergency if
required.
3.0 REPORTING
The DHRA shall ensure monthly and annual health and safety records are
reported to the CEO for onward submission to the Board.

a) Health and safety equipment provided.
b) Health & safety breach incidents.

a) Health & Safety Needs List.
b) Health & Safety reports.
c) Emergency Evacuation Plans.
Page 41 of 41

Human Resource & Administration Procedures Manual

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Human Resource & Administration Procedures Manual

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QUALITY MANAGEMENT SYSTEM BASED ON ISO 9001:2015

HUMAN RESOURCE & ADMINISTRATION PROCEDURES MANUAL

Prepared By: Director of Human Approved by: CEO

HUMAN RESOURCE & ADMINISTRATION

HUMAN RESOURCE & ADMINISTRATION

HUMAN RESOURCE & ADMINISTRATION

1.5 INPUTS AND OUTPUTS

1.7 PRINCIPAL RESPONSIBILITY

HUMAN RESOURCE & ADMINISTRATION

2.0 DETAILS OF PROCEDURE

HUMAN RESOURCE & ADMINISTRATION

4.0 KEY PERFOMANCE INDICATORS

5.0 LIST OF APPLICABLE RECORDS

HUMAN RESOURCE & ADMINISTRATION

DAWASA/HRA/OP/02: PERFOMANCE APPRAISAL

1.5 INPUTS AND OUTPUTS

HUMAN RESOURCE & ADMINISTRATION

1.7 PRINCIPAL RESPONSIBILITY

5.0 LIST OF APPLICABLE RECORDS

HUMAN RESOURCE & ADMINISTRATION

1.6 INPUTS AND OUTPUTS

1.7 PRINCIPAL RESPONSIBILITY

HUMAN RESOURCE & ADMINISTRATION

2.0 DETAILS OF PROCEDURE

HUMAN RESOURCE & ADMINISTRATION

2.3 Natural Death

4.0 KEY PERFOMANCE INDICATORS

5.0 LIST OF APPLICABLE RECORDS

HUMAN RESOURCE & ADMINISTRATION

1.6 INPUTS AND OUTPUTS

1.7 PRINCIPAL RESPONSIBILITY

HUMAN RESOURCE & ADMINISTRATION

2.0 DETAILS OF PROCEDURE

2.2 Gross Misconduct

HUMAN RESOURCE & ADMINISTRATION

2.2.4 A charge or charges shall be accompanied by notice addressed the accused

HUMAN RESOURCE & ADMINISTRATION

4.0 KEY PERFOMANCE INDICATORS

5.0 LIST OF APPLICABLE RECORDS

HUMAN RESOURCE & ADMINISTRATION

1.5 INPUTS AND OUTPUTS

HUMAN RESOURCE & ADMINISTRATION

2.0 DETAILS OF PROCEDURE

HUMAN RESOURCE & ADMINISTRATION

2.3 Undertaking self-sponsored trainings

4.0 KEY PERFOMANCE INDICATORS

5.0 LIST OF APPLICABLE RECORDS

HUMAN RESOURCE & ADMINISTRATION

DAWASA/HRA/OP/06: LEAVE MANAGEMENT

1.5 INPUTS AND OUTPUTS

1.6 INTERFACES All Directorates/ Units.

1.7 PRINCIPAL RESPONSIBILITY

HUMAN RESOURCE & ADMINISTRATION

2.0 DETAILS OF PROCEDURE

HUMAN RESOURCE & ADMINISTRATION

4.0 KEY PERFOMANCE INDICATORS

5.0 LIST OF APPLICABLE RECORDS

HUMAN RESOURCE & ADMINISTRATION

DAWASA/HRA/OP/07: ESTATE MANAGEMENT AND HOUSING

HUMAN RESOURCE & ADMINISTRATION

1.6 INPUTS AND OUTPUTS

1.7 PRINCIPAL RESPONSIBILITY

2.0 DETAILS OF PROCEDURE