SCHEMES OF

SERVICE FOR THE LOCAL

GOVERNMENT SERVICE

1
 PREFACE

These Draft Schemes of service are to guide Councils in their

recruitment of staff as well as in training and development of
staff. As the activities of Councils expand, new job cadres will
emerge and there will a need to develop more schemes for
these cadres. This would of course be the responsibility of the
personnel unit of the Department of Administration. These
draft schemes of service will have to be approved by the Local
Government Service Commission as per Staff Service Rule
0803.

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THE REPUBLIC OF THE GAMBIA

SCHEME OF SERVICE
ADMINISTRATIVE CADRE
THE GAMBIA LOCAL GOVERNMENT SERVICE

1. INTRODUCTION
Apart from providing such general management services which will
ensure the effective functioning of the Local Government machinery, the
Administrative Cadre provides Councils with advice on the formulation of
their policies; ensures that these policies are documented and
communicated to executing agencies; that these executing agencies
carry out decided policy; and provides a feed-back to the Council on
reactions to its policies for possible review.

With the new Local Government dispensation, Administrative Officers

shall be found in the Department of Administration.

The Chief Executive of the Council shall be the Head of the

Administration Cadre and shall be responsible for the general
administration of the Cadre.

2. OBJECTIVES

The main purpose of this scheme of service for officers in the

Administrative cadre is to ensure that an efficient and effective
administrative service is provided to Councils. It is designed
specifically:-

(a) To attract people with the suitable ability, ambition and integrity by
providing a clear career path in Local Government administration,
general management and policy formulation;

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(b) To ensure uniformity of standards, procedures and quality of work
in all Councils;

(c) To prescribe realistic qualification requirements to maintain these

professional standards.

Posts in the Administrative Cadre will exist in all Councils, although the
responsibilities of officers appointed to any of the grades within this
Cadre may vary in some respect from one Council to another,
depending on the size and scale of operation.

3. COMPOSITION

The Administrative Cadre under the Councils will be under the control of
the Chief Executive. Vacancies in this Cadre will normally be filled by
promoting the best qualified officers from the Grade below.

The Grade titles for the Administrative Cadre are:-

TITLE GRADE

Chief Executive Fixed

Deputy Chief Executive 12
Director of Administration 12
Deputy Director of Administration 11
Principal Administrative Officer 10
Senior Administrative Officer 9
Administrative Officer 8
Assistant Administrative Officer 7

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(a) Assistant Administrative Officer

This is essentially a training Grade in which officers are expected to

familiarize themselves with the fundamentals of the Councils, the
Council machinery and its functioning, while being engaged in routine
administrative tasks under close supervision.

(b) Administrative Officer

Officers in this Grade are expected to work under supervision and will
not normally be expected to take decisions on their own. Such
decisions as they make will fall clearly within already defined policy
which would have been codified in administrative directives. These
officers should expect to be called upon by more senior officers to
express their opinion, orally or in writing, on any issues that may arise
calling for a decision. They will be required to produce drafts of
correspondence, memoranda, addresses, etc. They may also serve as
Public Relation Officers to facilitate the dissemination of information be
both the Public and the press about the Council in general.

(c) Senior Administrative Officer

In this Grade, officers are expected to be familiar not only with the
machinery of the Council and its functioning but also with the basic
principles underlying these. Thus whenever necessary, they will be
called upon to examine issues from first principles as distinct from
defined rules and regulations. Although some supervision from higher
Grades is expected, the elements of initiative and independent action
are very significant.

At the Senior Administrative Officer Grade, there is a need to examine a

range of detailed, complex and, on occasions, highly specialized
material and to exercise discretion by deciding whether it is in conformity
with given regulations or policies being examined at more senior levels.
Where specific casework is involved, Senior Administrative Officers are
commonly called upon to interpret policies or regulations, which may not
be closely defined.

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Senior Administrative Officers will be called upon, because of their
familiarity with the operations or machinery of the Council, to express
their views formally on issues, especially those without precedent and,
though they may not take decisions in these matters on their own, they
will be expected, after analysis, to point out courses of action that are
available in a given situation, together with the ramifications of each
option to make it possible for policy decision to be taken.
At this level, officers may start to specialize in areas such as personnel
and general management.

(d) Principal Administrative Officer / Deputy Director of

Administration / Clerk of the Council

The Principal Administrative Officer / Deputy Director of Administration

shall normally be the second in command of the Department of
Administration with a more senior grade found in the larger and more
complex Councils as may be determined by their respective Councils.

As second in command, the Principal Admin Officer / Deputy Director of

Admin will act for the Director, Department of Administration in the
latter’s absence. In this sense, therefore, he / she may be said to be
training for the Director grade. Issues to be decided here, and in close
consultation with the Director, are those without precedent and
concerning which analysis must be based on first principles rather than
standing instructions. Although a good analysis of an issue can be
expected for the Grade below, mature experience and expertise can be
brought to bear at this level.

All the repercussions of cases will be considered and all consultations

and discussions with interested parties held; all the available expert
knowledge will be brought to bear. For all practical purposes the
Department of Administration is run from this level.

The Clerk of the Council is responsible for organizing meetings of the

Council and its Committees as well as being responsible for all
documentation, interpretation and dissemination of matters relating to
the businesses of the council in consultation with the Mayor or

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Chairperson of the Council, as the case may be. The clerk is
answerable to the Chairperson in the performance of his or her
functions.

(e) Director of Administration

This is the official adviser to the Chief Executive on administrative

matters. He / She is concerned principally with policy advice and
management. Policy may originate from many sources, e.g. as
suggestions from the public, the press and specialists of all types; as
proposals from the Government or from the study of cases arising in the
Department of Administration or other Departments. Whatever the
source of a policy initiative, the Director has the obligation to bring his
views to bear and to advise the Chief Executive before final decision is
reached.

After a decision has been made, the Chief Executive will supervise its
coordination and implementation. He / She will subsequently provide
the Chief Executive with the necessary feedback by way of briefing or
for any necessary reviews of policy.

All documentation, interpretation, dissemination and review of policies in

relation to subject matters allocated to the Department of Administration
are the ultimate responsibility of the Director of Administration in close
consultation with Chief Executive.

(f) Chief Executive and Deputy Chief Executive

These are positions of special concern to the Council. Apart from

specific duties prescribed by the Local Government Act, the Chief
Executive and in his absence, the Deputy Chief Executive, shall be
called upon to brief and advise the Mayor or Chairperson of the Council
in any matters, and to implement the decisions of the Council.

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QUALIFICATION

Assistant Administrative Officer

This is the basic entry Grade of which the qualification is either:

(a) a first degree from a recognized university; or

(b) a relevant diploma from a recognized institution and at least three

years working experience in a related field in Local Government
Service or Public Service, and passing an hoc examination
approved by the Local Government Service Commission, or a
qualification accepted by the Local Government Service
Commission as equivalent to the above.

All the candidates must pass an interview by the Local Government

Service Commission.

Administrative Officer

For direct entry candidates must have:-

a) a minimum of a first degree from a recognized university and

two years working experience in a related field; or

b) a relevant diploma from a recognized institution and at least five

years working experience in a related field in Local Government
Service or public service, or a qualification accepted by the
Local Government Service as equivalent to the above;

c) Candidates must pass an interview by the Local Government

Service Commission.

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For progression within the Cadre, Candidates must:-

a) be serving officers who have completed at least two years

satisfactory service as Assistant administrative Officer; or

b) have satisfactorily completed an induction course for Assistant

Administrative Officers at an institute determined by the Local
Government Service Commission; or

c) have served satisfactorily as a Senior Executive Officer or in an

equivalent non-technical grade for at least three years;

d) be confirmed; and

e) be recommended by the Head of the Administrative Cadre (the

Chief Executive).

Senior Administrative Officer

For direct entry candidates must have:-

a) a minimum of a Bachelor’s degree from a recognized university

and at least three years’ post qualification work experience in a
related field; or

b) a postgraduate diploma from a recognized institution and at least

four years experience in a related field, or a qualification accepted
by the Local Government Service Commission as equivalent to the
above.

c) Candidates must pass an interview by the Local Government

Service Commission.

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For progression within the cadre, candidates must:-

a) be serving officers who have completed at least three years

satisfactory service as Administrative Officers; and

b) be recommended by the Chief Executive.

Principal Administrative Officer / Deputy Director of Administration

/ Clerk of the Council

For direct entry candidates must have:-

a) a minimum of a Master’s degree in Administration / Management

Science from a recognized university; or

b) a Bachelor’s degree from a recognized institution with at least five

years’ post qualification work experience in administration from
other recognized institutions outside the Local Government
Service, or a qualification accepted by the local Government
Service Commission as equivalent to the above.

c) Candidates must pass an interview by the Local Government

Service Commission.

For progression within the Cadre, candidates must:-

a) be serving officers who have completed at least three years

satisfactory service as Senior Administrative Officer; or

b) have satisfactorily completed a Senior Management course

organized by a recognized institute such as the Management
Development Institute (MDI) in The Gambia, Ghana Institute for
Management and Public Administration (GIMPA) in Ghana,
Administrative Staff College of Nigeria (ASCON) and any other
similar institute approved by the Local Government Service
Commission; and

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c) be recommended by the Chief Executive.
Director of Administration

For direct entry candidates must have:

a) a minimum of a Master’s Degree in Administration or Management

Studies from a recognized university and at least two years’ post
qualification work experience in a senior management capacity
from other recognized institutions outside the Local Government
Service; or

b) a Bachelor’s degree from a recognized university with at least six

years’ post qualification work experience in an administrative
capacity, or a qualification accepted by the Local Government
Service Commission as equivalent to the above.

c) Candidates must pass an interview by the Local Government

Service Commission.

For progression within the Cadre, Candidates must:

a) be serving officers who have completed at least three years

satisfactory service as Principal Administrative Officer / Deputy
Director of Administration, and

b) be recommended by the Head of the Administrative Cadre (the

Chief Executive).

Chief Executive and Deputy Chief Executive

For direct entry candidates must have:

a) a minimum of a Master’s Degree in Administration or Management

Studies from a recognized university and at least three years’ (two
years for Deputy Chief Executive) post qualification work
experience in a Senior Management capacity from a recognized
institution outside the Local Government Service; or

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b) A Bachelor’s degree from a recognized university and at least
seven years’ post qualification work experience in an
administrative capacity, or a qualification accepted by the Local
Government Service Commission as equivalent to the above.

c) Candidates must pass an interview by the Local Government

Service Commission.

For progression to the post of Chief Executive, candidates must

be:

a) Serving officers who have completed at least three years

satisfactory service as Deputy Chief Executive, Director of
Administration or as Head of Department; and

b) Recommended by the Chairperson of the Council

PROGRESSION WITHIN THE ADMINISTRATIVE CADRE

Promotion in the Administrative Cadre will be based on merit and

satisfactory service. The qualifications set out in this Scheme of Service
are the minimum qualifications, which will normally be required for
candidates for promotion. The acquisition of such qualifications does
not automatically lead to promotion.

Promotion will, therefore, depend on:

i. the existence of a vacancy in the higher Grade;

ii. the decision of the Local Government Service Commission that the
officer is in every way suitable for promotion.

In considering the suitability of candidates for promotion, special

consideration shall be given to the officer’s work performance and
productivity. In short, merit and not seniority will be the main criterion.

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TRAINING

Whenever possible training is to be carried out in The Gambia in

recognized institutions such as the Management Development Institute
or the Gambia Technical Training Institute. Only where essential
training is not available in this country, officers may be released for
overseas training. In this case the officer will pledge to return to work for
the Council for a period covering the period of training or otherwise
refund the cost of the training.

Induction course for graduate entrants consists of six to eight weeks

course at the Management Development Institute or any recognized
institution should cover topics such as:

- The political, economic and social environment in which Local

Government officers operate;

- The organization and procedures of the Council;

- Basic communication skills including writing memoranda and

minutes taking.

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14
THE REPUBLIC OF THE GAMBIA

SCHEME OF SERVICE

SECRETARIAL CADRE

LOCAL GOVERNMENT SERVICE

INTRODUCTION

This scheme of service applies to Secretaries and Typists in the Local

Government Service who provide middle and senior ranking officials
with a wide range of Secretarial and Typing Services, including copy
Typing, Word Processing, and acting as personal and Private
Secretaries. In the junior grade, the work is mainly straightforward copy
typing from manuscript. In the higher grade, it involves supervision of
secretarial units, office management, handling classified material,
dealing with visitors and telephone calls and drafting correspondence,
placing emphasis on enhanced personal skills, including loyalty,
discretion, honesty, and integrity.

OBJECTIVES

The main objectives of this scheme of service for officers in the

Secretarial Cadre are:

i) To attract people with the appropriate ability ambition and integrity

by offering well defined career prospects in secretaryship and
secretarial services.

ii) To ensure uniform standards, procedures and quality of work for

the delivery of an efficient and effective secretarial service
throughout the Local Government Service.

iii) To prescribe realistic qualification requirements, training, and

promotion criteria in other to maintain professional standards.

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COMPOSITION

Posts in the Secretarial Cadre exist throughout the Local Government

Service and the Head of this Cadre shall be the Senior Private
Secretary.

The designations applicable to the Secretarial Cadre are:

GRADE TITLE GRADE

Senior Private Secretary 8

Private Secretary / Typing Supervisor 6
Senior Typist 5
Typist 3
Junior Typist 2

DUTIES AND STANDARDS

Members of the Secretarial Cadre will be responsible for all typing and
secretarial works in the Local Government Service. Their function will
be to carry out accurately a range of typing, word processing, office and
records management, and other secretarial duties. They would normally
report to the officer to whom they are assigned and in the case of a pool,
report to the supervisor.

For each grade in the Secretarial Cadre, a detailed job description shall
be provided which could be revised as and when necessary to take
account of modifications to systems and procedures.

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i) JUNIOR TYPIST

This is the basic entry and training grade for Typists. They will work
under the close supervision of senior colleagues on straightforward copy
typing from manuscripts / drafts, preparation of vouchers, pro-forma
letters and routine copying. They will be introduced to the more complex
duties of producing stencils, tabulations, etc. and receive instructions in
typing layout and office practice.

ii) TYPIST

Officers in this grade will be assigned the more complex work received
in the Secretarial Unit. They will carry out their work with minimum
supervision, other than random checks on accuracy and output levels.
Wherever practicable, they will be introduced to the various facets of the
work of a secretary.

iii) SENIOR TYPIST

Senior Typists will be expected to undertake the most urgent and

complex typing work where speed and accuracy are of paramount
importance, e.g. legal documents, submissions to senior officers, high
level reports, cutting of stencils for urgent circulars, etc.

iv) PRIVATE SECRETARY / TYPING SUPERVISOR

Private Secretaries are normally attached to senior staff not below the
level of the Head of Department for whom they are expected to provide
fast and accurate typing in addition to the secretarial duties of receiving
telephone calls and visitors, and arranging appointments. Job holder
may also be expected to maintain and run a confidential filing system,
write routine letters, take and type minutes of meetings, and providing
shorthand services as necessary if the post-holder possesses shorthand
writhing skills.

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The main duty of a Typing Supervisor is to manage a number of Senior
Typists, Typists and Junior Typists in a Secretarial Unit / Office. This will
entail giving advice, guidance and training to staff; supervision, conduct
and discipline; staff development; allocation of work; checking
completed work; monitoring the production of work to meet deadlines
and generally ensuring that the Secretarial Unit / Office functions
smoothly and efficiently. Typing Supervisors with shorthand skills may
be called upon to take shorthand for transcription for senior staff.

v) SENIOR PRIVATE SECRETARY

The Senior Private Secretary is assigned to the Chief Executive of the

Council and expected to perform typing, shorthand as necessary and
secretarial duties to a higher standard of proficiency than at Private
Secretary level. They will deal sensitively with important officials and
visitors and manage the Chief Executive’s appointments. They may be
called upon to perform other duties required by the Chief Executive such
as replying to straightforward letters, drafting acknowledgements,
creating and / or maintaining a classified records management unit,
advising on precedents, taking minutes of meetings, etc. They may be
required to take dictation if they are qualified shorthand writers.

QUALIFICATIONS

JUNIOR TYPIST

Candidates must have an educational background equivalent to at least

three GCE ‘O’ Level credits or two credits at West African School
Certificate Exams (WASSCE) including English Language in either case,
and must have typing proficiency of 25 words per minute. Candidate
mush have knowledge of word processing and spreadsheet applications
and be able to operate a switchboard.

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TYPIST

a) Candidates mush have at least four GCE ‘O’ level credits including
English Language or three WASSCE passes, including English
Language. Evidence of typing proficiency of at least 35 words per
minute must be shown. Candidates must have a proven
knowledge of word processing, spreadsheet and database
applications as well as reception skills; or

b) Three years’ satisfactory service as a Junior Typist and having

developed a typing proficiency of at least 35 words per minute.

SENIOR TYPIST

Candidates may be recruited directly to the grade of Senior Typist if they

possess at least four GCE ‘O’ level credits including English Language
or three WASSCE passes, including English Language. Evidence of
typing proficiency of at least 45 words per minute and shorthand of 60
words per minute must be shown. In addition, candidate must posses
word processing level II and have knowledge of spread sheet and d-
base.

a) Staff serving in the grade of Typist who have been confirmed in

their appointment and have served for at least three years in the
Grade may fill posts at this level.

iv) PRIVATE SECRETARY / TYPING SUPERVISOR

Candidates mush be serving officers with at least two years’ satisfactory

service as Senior Typist with advanced typing and word processing
speed of 50 words per minute as well as shorthand proficiency of 80
words per minute. Candidates should have a diploma in secretarial
procedures. It is essential that candidates should have proved
themselves to be of good character, have a higher degree of integrity,
good inter-personal skills, and ability to handle classified material
securely and with discretion. The must be familiar with records office
work and office management practices and procedures. Candidates

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should have attended a supervisory course at the Management
Development Institute or the Gambia Technical Training Institute.

v) SENIOR PRIVATE SECRETARY

Candidates must have had at least two years’ satisfactory service as

Private Secretaries or Typing Supervisors. They must be able to type at
least 60 words per minute, shorthand proficiency of 100 words per
minute, and a diploma in secretarial procedures.

TYPING

Training should be carried out in The Gambia in recognized institutions

such as the Gambia Technical Training Institute, and the Management
Development Institute or The Gambia Telecommunications and Multi-
media Training Institute (GTM).

i) JUNIOR TYPIST

All new entrants to the grade are required to attend a one-week

induction course, including an introduction to office practice, within six
months of joining the service. In order to progress within the Cadre,
officers are given the opportunity to attend a part-time secretarial and
typing course to improve typing proficiency to at least 35 words per
minute. Officers will also receive training on the job.

ii) TYPIST

Staff in the grade of Typist will receive training in word processing and
spreadsheet applications when they are due to move to posts, which
require these skills. They will be given the opportunity also to improve
their typing speed and to acquire knowledge of secretarial practices.

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iii) SENIOR TYPIST

Officers should attend a supervisory course at the Management

Development Institute (MDI) or Gambia Technical Training Institute
(GTTI)

iv) SENIOR/PRIVATE SECRETARIES/TYPING SUPERVISORS

Typing Supervisors should attend an in-service Supervisory Skills

Course organized by Council. Staff in the Private Secretary grades will
receive shorthand writing and language training if these are clearly
identified training needs. The Chief Executive will consider other
training as and when required.

PROGRESSION

Progression within the Secretarial Cadre is based on merit. The

qualifications set out in this scheme of service are the minimum
qualifications that are required of candidates for promotion. However,
the acquisition of such qualifications does not automatically lead to
promotion. Promotion will depend upon:

i) The genuine existence of a vacancy in the higher grade; and

ii) The decision of the Local Government Service Commission that

the office is in every respect suitable for promotion.

All promotions require candidates to have been confirmed in the Local

Government Service.

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 THE REPUBLIC OF THE GAMBIA

SCHEME OF SERVICE

RECORDS MANAGEMENT CADRE

THE GAMBIA LOCAL GOVERNMENT SERVICE

INTRODUCTION

This Scheme of Service applies to those involved in records

management, that is, in the planning, organization, monitoring and
control of records procedures, through efficient and effective
classification, storage, retrieval of records and through the application of
agreed retention or disposal schedules.

OBJECTIVE

The main objectives of this Scheme of Service for officers in the Local
Government Records Management Cadre are:

i) to attract individuals with appropriate ability, ambition and integrity,

by offering well defined career prospects of Records Management;

ii) to ensure uniform standards, procedures and quality of work to

provide an efficient and effective records management support
service throughout the Local Government Service;

iii) to prescribe realistic qualification requirements in order to maintain

professional standards.

COMPOSITION

The head of the Cadre is the Records Officer who will be answerable to
the Director of Administration and be responsible for the professional
development and training of members of the Cadre, establishing
records, keeping standards for the Council and the day-to-day

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management of staff of the Records Office. Officers in the Records
Cadre are found in all Records Offices in the Local Government
Administration system.

The posts to be found in the Records Management Cadre are:

TITLE GRADE

Records Officer 8
Assistant Records Officer 7
Records Supervisor I 5
Records Supervisor II 4
Records Clerk 3
Assistant Records Clerk 2

DUTIES AND STANDARDS

ASSISTANT RECORDS CLERK

Post-holder works closely under the guidance of his/her immediate

superior, i.e. the Records Clerk.

Assistant Records Clerks deployed to Records Offices will perform the

duties of Records Clerk, under supervision. They will begin with the
more repetitive and routine tasks and gradually progress to more
complex tasks after training, and as their competence and experience
increase.

RECORDS CLERK

Records Clerks working in Records Offices are responsible for receiving,

classifying and filing incoming mail; opening new files as necessary
under supervision; nothing file minute sheet; dispatching files to users;
and recording details of file movements on transit sheets. They are
responsible for ensuring that all files returned to the records office are
noted on the transit sheets and for checking that all actions on the files
have been completed. This includes maintaining the ‘Bring Up’ (BU)

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diary and ‘Put Away’ (PA) files. They are also involved in dispatching
closed files to Records Centre; and maintaining mail folders, running
files, etc.

RECORDS SUPERVISOR I & II

These officers are responsible for the day-to-day management of all

Records Office staff including messengers. They check regularly to
ensure that Records Officer procedures and standards are maintained
effectively, resolve technical problem and give advice to Records Office
staff and records users. In addition, they monitor the accuracy of the
titling, recommend the opening of new files and approve of titles and
keywords used. They authorize the opening of new file parts when
required.

ASSISTANT RECORDS OFFICER

They are responsible for maintaining an effective and efficient records

service that is capable of dealing with, and advising upon, all aspects of
records keeping. They liaise closely with their line managers and with
action officers to ensure that the file classification system and the files
opened reflect the functions and information requirements of the
Department. Assistant Records Officers are responsible for the day-to-
day management of records supervisors and, through them, of all
records staff, including messengers. They allocate duties within the
Records Office, check regularly that records office procedures and
standards are maintained effectively, resolve technical problems and
give advice to records office staff and users. In addition, they keep job
descriptions up-to-date, arrange on-the-job and formal training and
development for records staff, and prepare regular reports on the
performance of the records offices.

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RECORDS OFFICER

The post-holder is responsible for setting overall standards for systems

and procedures, which will ensure a high quality of service for users of
records. He/she scrutinizes returns and carries out regular visits and
surveys to confirm the level of performance within the Cadre. The post-
holder holds overall responsibility for the management, training and
development of records staff in order to achieve effective records
management systems and procedures.

QUALIFICATIONS

ASSISTANT RECORDS CLERK

Candidates for entry into this grade must possess a minimum of three
GCE ‘O’ Level credits including English Language or two WASSCE
(West African Senior Secondary School Certificate Examinations)
passes, including English or five credit passes including English
Language at the Secondary Technical Certificate Examination.

RECORDS CLERK

For direct entry into this grade candidates must have at least four GCE
‘O’ level credit passes including English, or three passes at WASSCE
including English. For promotion, candidates must have completed at
least two years; satisfactory service as an Assistant Records Clerk.

RECORDS SUPERVISOR II

For direct entry into this grade candidates must possess at least five
GCE ‘O’ level credit passes including English, or four passes at
WASSCE. For promotion, candidates must have completed at least
three years satisfactory service as Records Clerk.

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RECORDS SUPERVISOR

For direct entry into this grade, candidates must possess at least one
GCE ‘A’ level pass and at least five credits passes at GCE ‘O’ level or
five credit passes at WASSCE including English, in any case. For
promotion, candidates must complete at least three years satisfactory
service as a Records Supervisor II.

ASSISTANT RECORDS OFFICER

For entry into this grade candidates must have successfully completed a
short records management course at a recognized training institute in
addition to qualifications set out for Records Supervisor I. For
promotion, candidates must have completed at least three satisfactory
service as Records Supervisor I and also have undergone appropriate
training in Archives and Records Management.

RECORDS OFFICER

For direct entry into this grade candidates must possess a first degree in
Public Administration, Archives and Records management or a similar
qualification. For promotion, candidates must have completed at least
four years satisfactory service as an Assistant Records Officer and have
satisfactorily completed relevant training.

TRAINING

Training should be carried out in The Gambia, at the Management

Development Institute or wherever possible. For professional training
that is not available within this country, arrangements should be made
for training abroad.

ASSISTANT RECORDS CLERK

Post-holder will receive induction and technical training in records office

and archival procedures and practices from local training institutes and if
possible from the National Records Service. On-the-job training will also
be given.

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RECORDS CLERK

Direct entrants will receive induction and basic records management

training from an appropriate institution or the National Records Service.

ASSISTANT RECORDS OFFICER

Post holder will be given training by an appropriate training institute (e.g.

GTTI or MDI). Selected individuals could be sent for records
management training abroad. Post holders may participate in local or
overseas records management workshops.

RECORDS OFFICER

Most officers at this level receive professional training in records

management at RIPA or a similar institution. Records Officers may also
attend records management workshops at home and abroad.

PROMOTION / PROGRESSION WITHIN CADRE

Promotion within the Records Management Cadre is based on merit.

The qualifications set out in this scheme of service are the minimum
qualifications that are required of candidates for promotion. However,
the acquisition of such qualifications does not automatically lead to
promotion. Promotion will depend on:

i) The existence of a vacancy in the higher grade; and

ii) The decision of the Local Government Service Commission that

the officer is in every respect suitable for promotion.

All promotions require candidates to have been confirmed in the Local

Government Service.

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SCHEME OF SERVICE

FINANCE, REVENUE COLLECTION & ACCOUNTING OFFICERS

CADRE THE GAMBIA LOCAL GOVERNMENT SERVICE

1. INTRODUCTION

The main purpose of this Scheme of Service for officers in the

Accounting & financial Cadre is to ensure that an efficient and effective
accounting, revenue collection and fiscal service is provided to uniform
standards throughout the Councils. It is designed specifically:

To attract people with appropriate ability, ambition and integrity by

providing a clear career path in finance, revenue collection and
accounting work as a specialist field;

To ensure uniformity of standards, procedures and quality of work

throughout Councils;

To prescribe realistic qualification requirements to maintain these

professional standards;

To ensure that the job is challenging.

2. COMPOSITION

Officers in the Accounting, Finance and Revenue Collection Cadre will

be found in the Finance Unit, the Revenue Collection and Accounting
Sections of the Council. The Director of Finance is head of the Cadre
and he/she and the Finance Manager of the Council are responsible for
their professional development and discipline. In matters of day-to-day
management, staff will be answerable to their supervisor and to the
head of whichever section they are working in. For career purposes, the
Accounting, Revenue Collection and Finance Cadre will be treated as a
single service, that is to say vacancies will be filled by promoting the
best qualified candidates from the grade below, after a review of the
whole potential field. Recruitment and promotion initiated by the
Director of Finance in conjunction with the Local Government Service

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Commission. There is absolutely free movement between the
Accounting, Revenue Unit and Finance officers in comparable grades in
each Council.

The proposed grade titles applicable to the Accounting, Revenue

Collection and Finance Officers Cadres are:

PROFESSIONAL TITLES GRADES

Director of Finance 12

Finance Manager / Marketing Manager 10

Accountant / Principal Rating Officer / Car Park

Manager / Principal Debt Collector 9

Assistant Accountant / Licensing Manager 8

SUB – PROFESSIONALS

Senior Accounts Clerks / Cashiers 6

Accounts Clerk / Senior Revenue Collectors 5

Accounts Trainee 3

Revenue Collectors / Car Park Attendant 2

3. DUTIES AND STANDARDS

Members of the Finance, Revenue Collection and Accounting Cadre will

be responsible for all accounting, finance, and revenue collection work in
the Council. Their function will be to provide accurate up to date
financial information on which decisions may be based as well as advise
on the financial implications of any proposed course of action.

For each post in the Accounting, Revenue Collection and Finance cadre,
the Director of Finance will, in consultation with the Director of
Administration and the Administration Dept draw up detailed job

29
descriptions which will be revised from time to time to take account of
modifications to systems and procedures.
The following notes provide general guidance on the duties expected of
officers in each grade:

a. To collect taxes at all the Council offices and record the same in
the Council’s accounting system;

b. To prepare, pay and control personnel emoluments of all

employees;

c. To prepare daily, monthly and annual financial statements and

provide information to enable the Director of Finance to discharge
his/her duties;

d. To assist in the preparation of the annual estimates and provide

financial information for budgetary planning and control;

e. To advise and assist management on accounting and financial

matters;

f. To carry out warrants on cost recovery and ensure payments are

made and received. This will specifically include ensuring that all
arrears are paid and assist with serving summons to defaulters.
Accountants will also ensure prepayment checks on local
purchase orders (LPO), invoices, store issue vouchers, payment
vouchers, counter cash summaries, manual receipt books and
staff payroll to ensure their compliance with authorized budget
limits;

g. To recommend improvement of management control to safe guard

Council’s resources, promote growth and ensure compliance with
prescribed rules and regulations;

h. To be responsible for planning of purchase and payments to

ensure that Council’s ability to pay is not affected;

30
j. To be responsible for the day-to-day director and administration of
the personnel of the Finance, Revenue Collection and Accounting
Cadre and provide trained officers to fill Finance, Accounting and
Revenue Collection posts in the Council;

Specific duties expected at the various grade levels in the cadre are set
out in the following paragraphs:

ACCOUNTS TRAINEE / REVENUE COLLECTORS / CAR PARK

ATTENDANT

Officers at this level will be trained on the job. As trainees and

thereafter, they will assist senior officers in collecting revenue.

ACCOUNTS CLERK / SENIOR REVENUE COLLECTOR

The Accounts clerk will carry out minimal supervision, accounting,

revenue collection and financial administration duties. They will
supervise and train Junior Accounts Clerks / Revenue Collectors on the
Council’s financial procedures and undertake general office duties as
they relate to the profession.

SENIOR ACCOUNTS CLERKS / CASHIERS

Senior Accounts Clerks will be responsible for accounting and financial

control and checking preparation of payment of revenue, recording
information and regularly updating the Council’s accounts. The cashiers
will be involved in receiving rate payments. They will also assist in
preparing bills for payments and issuing out tickets and receipts.

ASSISTANT ACCOUNTANTS / LICENSING MANAGER

Officers at this level will be responsible for the daily maintenance and
administration of books on accounts and payroll systems. Typical duties
may include preparation of payroll and printing of related schedules,
paying of salaries and allowances to staff, monitoring of interest
schedules on staff loans, keeping loans ledger, and monthly analysis of
payroll expenses.

31
Assistant Accountants will be assigned responsibility for controlling a
small unit within the Accounting and Finance Department and also be
responsible for preparation of bank reconciliation statements.

Licensing Manager will carry out license and tax collection duties and
will be available to give guidance on tax collection.

ACCOUNTANT / PRINCIPAL RATING OFFICER / CAR PARK

MANAGER / PRINCIPAL DEBT COLLECTOR

Accountants will head sub units in the Finance Department and report to
the Finance Manager. Officers at this level will assist in the preparation
of the Council accounting manual and computer accounts.

They will be involved in preparing the necessary internal and statutory

accounts. This includes preparation of control accounts, information
estimates and control of revenue and expenditure.

The Principal Rating Officer at this level will be involved in the collection
of rates on properties within the Council, obtain revenue for use of
Council property, providing services within the community, sending out
demand notes yearly to defaulters followed by summons, registration of
new properties from the Department of State for Local Government and
Lands, transferring land from one ownership to the other by filling in
certificate of occupancy after clearance is obtained. As well as register
new and developed properties to levy rates, and occasionally go on
spot-checking to confirm reports. The Principal Debt Collector also
ensures timely payment of residential, commercial and industrial rates
and serving summons to defaulters.

The car Part Manager is responsible for assisting the Finance Manager
in ensuring the Collection of daily car park fees.

32
FINANCE MANAGER / MARKETING MANAGER

These Managers are responsible for the supervision and training of sub-
professional and professional staff in their sectors.

The Finance Manager is responsible for supervising and co-ordination

the activities of financial accounts. Typical duties would include the
supervision of the preparation of the annual budget, maintenance of the
accounting system (manual and computerized) and ensuring compliance
with accounting procedures and internal controls. Other duties will
involve the preparation of interim and final accounts, the preparation of
bank reconciliation statements and the provision of financial and
management information reports to be used in the effective
management of Council.

The Marketing Manager will be reporting to the Director of Finance who

is the head of the unit is responsible for managing the work and staff of
the Marketing Department. The typical duties of the marketing manager
will include:

- Promoting council’s image

- Organising research and other activities aimed at promoting
awareness as well as supervising the activities of the Marketing
Officer.

DIRECTOR OF FINANCE

Reporting to the Chief Executive Officer, the job holder has overall
responsibility for the provision and management of all the council’s
financial and accounting systems, providing advice and guidance on
matters relating to income and expenditure of Council, proper
management of Council’s financial resources, maintenance of proper
accounting systems, and efficient collection of revenue. Typical duties
would include the preparation of budgets regarding investment
strategies and overseeing the payroll functions.

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4. QUALIFICATIONS

REVENUE COLLECTOR / CAR PARK ATTENDANT

The Revenue Collector / Car Part Attendant could undergo formal

training programme at the Gambia Technical Training Institute (GTTI).
Officers will receive a combination of induction and on-the-job training.
They should be encouraged to attend relevant courses.

ACCOUNTS TRAINEE / SENIOR REVENUE COLLECTORS

Entrants to this grade must pass 5 GCE ‘O’ Levels or 4 WASSCE credit
passes, including English Language, Maths / Accounts or equivalent
qualification of AAT / CAT Foundation with 3 WASSCE credits.

ACCOUNTS CLERKS / CASHIERS

Direct entry to this grade is AAT foundation certificate and 6 ‘O’ levels or
5 WASSCE credit passes.

In service entry to this grade is open to Accounts Trainees and Senior

Revenue Collectors who have completed two years work in their grade.
It will also depend on vacancies in this grade being available and merit
will out weigh length of service where a selection has to be made.

SENIOR ACCOUNTS CLERKS / SENIOR CASHIERS

Director entry to this grade is the possession of the AAT / CAT

Intermediate with two years work experience.

In service entry to this grade is open to Accounts Clerks / Cashiers who

have completed two years work in their grade. It will also depend on
vacancies in this grade being available and merit will outweigh length of
service where a selection has to be made.

34
ASSISTANT ACCOUNTANT / LICENSING MANAGER

For direct entry to this grade, candidates must have passed the final
AAT / CAT examination with two years work experience.

In-service entry to this grade is open to Senior Accounts clerks /

cashiers who have completed three years work in their grade. It will also
depend on vacancies in this grade being available and merit will
outweigh length of service where a selection has to be made.

ACCOUNTANT / PRINCIPAL RATING OFFICER / PRINCIPAL DEBT

COLLECTOR / CAR PARK MANAGER

Director entry is open to candidates who have completed Part II ACCA

or its equivalent in other accountancy qualifications with at least two
years work experience; or a Bachelors degree in Accounting / Marketing
and have a minimum of 5 years work experience. They should also
have good writing, communication, and managerial skills.

DIRECTOR OF FINANCE

The Director must be a qualified Accountant with 3 years post

qualification experience. He/she should have served as Finance
Manager for 1 year.

Director recruitment would be exceptional if candidate should possess a

recognized professional qualification or its equivalent with at least 5
years post qualification experience in Public Finance, including
experience in Management.

5. TRAINING

Wherever possible, training should be carried out in The Gambia in a

recognized institute of learning such as the MDI, GTTI and the Gamtel
Training and Multi-Media Institute (GTMI). Only where essential training
is not available in this country will officers be released for overseas
studies. In these cases, officers shall pledge to return to work for
Council in their areas of competence at least for the period equivalent to

35
the length of their study or in lieu of which they will refund Council the
cost of their training. Specific training modules will be identified by the
director of Finance in consultation with the Director of Administration and
Personnel in some cases.

REVENUE COLLECTOR / CAR PARK ATTENDANT

Officers will receive a combination of induction and on-the-job training

and formal training at the appropriate Institute. As soon as possible
after recruitment, they will attend an introductory course stipulated by
the Director of Finance.
ACCOUNTS TRAINEE / SENIOR REVENUE COLLECTOR

Director recruits and those who have not received training at junior level
must attend the induction course and receive basic training courses.
After, training will be given on the job as necessary. Officers with good
academic background may be selected to attend the AAT course at
GTTI or MDI to study for the preliminary, intermediate & final
examinations.

SENIOR ACCOUNTS CLERK / CASHIERS

Once appointed, post holders are strongly recommended to attend the

in-service supervisory course at the MDI. Post holders with good
academic backgrounds are selected to undertake the Preliminary,
Intermediate and Final examinations of the Association of Accounting
Technicians course on day-release at the MDI.

ASSISTANT ACCOUNTANT / LICENSING MANAGER

Officers should attend middle management training modules at the MDI

on relevant accounting modules or computer applications at GTMI.

The Licensing Manager should attend relevant courses prescribed by

the Head of the Cadre and attend seminars to keep abreast of
developments relevant to his/her job.

36
ACCOUNTANT / PRINCIPAL RATING OFFICER / PRINCIPAL DEBT
COLLECTOR, CAR PARK MANAGER

Officers in this grade should attend middle management training

modules at the MDI on relevant accounting modules or computer
applications at GTMI.

FINANCE MANAGER / MARKETING MANAGER

Officers should attend senior management courses at the MDI and must
also attend workshops and seminars to keep them abreast of
developments that may be of relevance to their job. Relevant computer,
financial and marketing courses are also necessary.

DIRECTOR OF FINANCE

The Director of Finance should attend seminars, workshops at home or

abroad if necessary. This will allow the officer to remain aware of
developments in accounting and financial management specialization.

6. PROGRESSION IN THE CADRE

Promotion in the Finance, Revenue Collection and Accounting Cadre is

based on merit, the qualification set out in the Scheme of Service are
the minimum qualifications which will normally be required of candidates
for promotion. However, the acquisition of such qualifications does not
automatically lead to promotion.

Promotion will depend on:

i. the genuine existence of a vacancy in the higher grade; and

ii. the decision of the Local Government Service Commission that the
officer is in every respect suitable for promotion.

37
For career purposes, the Accounting, Revenue Collection and Finance
Cadre will be treated as a unified cadre, that is to say vacancies will
normally be filled by promoting the best-qualified officers in the grade
below.
All recruitments and promotions will be dealt with by the Director of
finance and Senior Management subject to approval of the Local
Government Service Commission.

38
THE REPUBLIC OF THE GAMBIA

SCHEME OF SERVICE

PLANNING AND ENGINEERING CADRE THE GAMBIA LOCAL

GOVERNMENT SERVICE

INTRODUCTION

This Scheme of Service applies to Planners and professional Engineers

and sub-professionals in all manner of specializations. It groups
together Planners and officers who have acquired professional and sub-
professional skills in engineering and allied subject areas such as
Electrical, Mechanical, or Civil engineering.

OBJECTIVES

The main objectives of this scheme are:

To attract individuals with the appropriate ability, ambition and integrity

by offering well defined career prospects in the practice of their
profession.

To ensure uniform standards, procedures and quality of work for the

delivery of an efficient and effective service in all aspects of the
engineering and social service function in the Council.

To prescribe realistic qualifications required for maintaining these

professional standards.

To create a common cadre whereby a balance is struck between

general Planning/Engineering training and specialized qualifications with
the purpose of establishing flexibility and adaptability in the Cadre.

39
COMPOSITION

Officers in this Cadre are to be found mainly in the Department of

Planning and Development. The Director of Planning and Development
(DPD) is responsible for their professional development and discipline.
As head of the Cadre, the DPD will be responsible for the day-to-day
management of staff directly under his portfolio. As a group, they are
responsible for the planning, development and maintenance of Council
infrastructure and social services. The proposed job designations
applicable to officers in this Cadre are as follows;

PROFESSIONAL TITLES GRADE

Director of Planning and Development 12

Deputy Director of Planning and Development 11
Council Engineer/Planner 10
Deputy Council Engineer/Planner 9
Assistant Council Engineer/Works Superintendent 8

SUB PROFESSIONAL TITLES GRADE

Assistant Works Supt/Architectural Assistant/Physical 8

Planning Assistant
Foreman 6
Tradesman I 5
Tradesman II 4
Tradesman III 3

Assistant Engineers and Works Superintendent should be on a

combined establishment, i.e. an Assistant Engineer or a Works
Superintendent should be able to rise to the level of Engineer after
satisfactorily completing training, having been confirmed in the grade,
and having demonstrated that they are suitable to perform the full range
of duties of Engineer.

40
DUTIES AND STANDARDS

Engineers in Council may do different work according to their

specialization but there is a common denominator: to be able to practice
in the group, officer d to have achieved educational qualification and/or
training in the fundamental principles of the profession.

Officers in the Cadre are generally expected to be employed on the

following type of duties:

PROFESSIONAL

DUTIES

Assistant Council Engineer/Works Superintendent

Officers in this grade are required to work under general guidance, to

plan and execute the routine works in their professional area. They
report to the Deputy Council Engineer in managing parks and open
spaces as well as maintain all roads within the Council, soakaways,
public standpipes, streetlights, public latrines, and offices in reasonable
condition. They could also be involved in planning and supervision of
civil, electrical, or mechanical engineering works as well as maintaining
plant and other equipment. They are required to programme, budget,
and account for funds needed for maintenance and servicing and report
such to the Deputy Council Engineer. Alongside the professional
practice, officers may have responsibility for general administration,
especially those associated with their work.

41
Deputy Council Engineer / Planner

Officers in this grade should normally undertake planning, design,

direction, and execution of works and social services in the Municipality
or Area Council under the supervision of the Council Engineer/Planner.
This will involve the coordination and supervision of the activities of staff
in lower grades and personal involvement in those works that require
professional training and/or experience of a higher level. Among the
administrative duties associated with this post may be the organization
of training and staff development activities for his subordinates in the
professional and sub-professional grades.

Council Engineer / Planner

Officers in this grade should normally undertake more detailed planning,

design, direction, and execution of development works and social
services in the Municipality or Area Council. This will involvement in
those works that require professional training and/or experience of a
higher level. Among the administrative duties associated with this post
may be the organization of training and staff development activities for
Deputy Council and Sub-professional grades.

Deputy Director of Planning and Development

Officers in this grade assist the Director of Planning and Development in

the execution of his/her duties. They are required to assess and ensure
the feasibility, viability and efficiency of the use of resources in the
various operations of Council. This includes planning, budgeting, project
or programme appraisal, management, implementation, monitoring and
co-ordination of activities. Among the administrative duties associated
with this post may be the organization of training and staff development
activities delegated by the Director of Planning and Development.

42
Director of Planning and Development

As head of Department, the Director of Planning and Development is

responsible for the overall coordination and control of all public works
and social services in the Municipality or Area Council and has the final
decision on the professional conduct, supervision and development of
staff. He/she should ensure that the terms of reference of the
Department are carried out efficiently and effectively. He/she is the
Chief Technical Adviser to Council.

SUB PROFESSIONALS

There are five grades in the Sub-professional Cadre: Tradesman I, II,

and III, Foreman, and Assistant Works Superintendent/Architectural
Draughtsman/Physical Planning Technician. The specific duties of
officers in these five grade levels will be defined in Council manuals and
senior professionals in Council will allocate officers’ duties.

DUTIES

i. Tradesman I

Officers appointed to this grade level are those from Secondary and
Technical Schools or apprentices who have developed an acceptable
and proven level of proficiency needed by the section of the Council in
which they are employed. They are to work under close supervision by
their immediate superior(s).

Officers will be assigned specific duties based on their trade and

specialization.

ii. Tradesman II & Tradesman III

Officers appointed to these grades are required to execute a skilled

process with adequate proficiency to yield as near as possible a perfect
result in accordance with given directions or specifications.

43
Officers will be assigned specific duties based on their trade and
specialization.

Foreman

Officers in this grade are expected to lead a team of Tradesman and

Labourers for the execution of a given job or element in the job. They
will specifically be responsible for the preparation and submission to the
Deputy Council Engineer or an Assistant Works Superintendent of a
realistic programme of work to cover a given task; this should reflect the
labour force required, the duration of their engagement on the given
task, the materials required an the flow in which they are required. They
will also assist in the supervision of council works and project.

Assistant Works Superintendent/Architectural Assistant/Physical Planning

Assistant

A Works Superintendent will maintain such records in his area of work to

make it possible for a superior officer to build up statistical data on
materials and labour content of routine maintenance or other operations
in the area. He will be required to programme all work to be undertaken
under the instructions of the Deputy Council engineer or a Works
Superintendent.

The Architectural Assistant will be responsible for designing simple

Council buildings, drains, parks, etc. and the preparation of other
drawing/sketches as directed by the Council Engineer of his/her deputy.
He/she may be required to supervise project works and write reports if
necessary.

The Physical Planning Technician will work under the direct supervision
of the Assistant Engineer or his deputy and will assist in the design and
costing of simple engineering specifications and works. He/she will be
responsible for preparing base maps, plans and diagrams and present
data collected in such surveys. They are also assigned responsibility for
the task of planning, monitoring and controlling physical development as
well as assist the Council Engineer in preparing, drafting and reviewing
physical development plans and local plans.

44
QUALIFICATIONS

i. Tradesman I

Appointments at this level are subject to the recommendation of the

Director of Panning and Development based on the candidates proven
level of proficiency to meet full needs of the job on which they will be
employed.

ii. Tradesman II & III

iii. Candidates for appointment of tradesman II must have

successfully completed:

The Gambia Technical Training Institute pre-apprenticeship

course, normally one year, plus two years full-time craft course
and passes the Intermediate City and Guilds Certificate.

Appointments to this grade may be made direct for those

candidates who possess the City and Guilds Advanced Certificate
and a minimum of three years work experience within the trade.

Tradesman II who have served satisfactorily for at least three

years in the grade and have demonstrated proficiency equivalent
to the standard required at this level may as well fill posts at this
level.

Foreman

This is normally a promotion grade for Tradesman III, or Tradesman II

who have passed the Final/Advanced City and Guilds Examinations,
served satisfactorily in the grade for at least three years and have
successfully completed a supervisor’s course for Technical Officers
approved under The Gambia National Vocational and Training Act (No.
11 of 1979).

45
Candidates may be appointed directly to this grade if they hold the
final/Advanced city and guilds certificate in their trade plus at least three
years proven experience of working in a supervisory capacity.

Assistant Works Superintendent/Architectural Assistant/Physical Planning

Assistant

Foreman normally fills vacancies at the level of Assistant Works

Superintendent on promotion after three years satisfactory service in
their grade. In exceptional circumstances, direct appointments may be
made to this level of candidates who possess the Final/Advanced City
and Guilds Certificate and have at least five years proven work
experience in a supervisory capacity.

For appointment as Architectural Assistant or Physical Planning

assistant applicant must have an OND/HND in Building Technology or
Architecture.

Assistant Engineer/Works Superintendent

Vacancies in this grade will be filled by:

The promotion of serving officers in the grade of Assistant Works

Superintendent/Architectural Assistant/Physical Planning Assistant who
have:

a. Completed a minimum of three years satisfactory service in the

grade and have passed an interview conducted by the Local
Government Service Commission.

b. Direct appointment after an interview by the Local Government

Service Commission, of candidates who have an HND in Building
Technology or Civil Engineering.

46
Deputy Council Engineer/Planner

Vacancies in this grade will be filled by:

The promotion of serving officers in the grade of Assistant

Engineer/Works Superintendent who have:

(a) Completed a minimum of three years satisfactory service in the

grade and have passed an interview conducted by the Local
Government Service Commission or;

(b) Direct appointment after an interview by the Local Government

Government Service Commission, of candidates who have:

(i) a BSc degree in Civil Engineering or Building Technology or an

HND in the relevant field of specialization with five years work
experience; or

(ii) a minimum of a first degree in Economics or a relevant social

science subject.

Council Engineer/Planner

Vacancies in this grade will be filled by:

The promotion of serving officer(s) in the grade of Deputy Council

Engineer/Planner who have:

Completed a minimum of three years satisfactory service in the grade

and have passed an interview conducted by the Local Government
Service Commission or;

Direct appointment after an interview by the Local Government Service

Commission, of candidates who have;

(i) a BSc degree in Civil Engineering or Building Technology will

three years practical experience or an HND in the relevant field of
specialization with five years work experience; or

47
(ii) a minimum of a first degree in Economics or a relevant social
science subject with at least two years work experience.

Deputy Director of Planning and Development

Vacancies in this grade will be filled by:

The promotion of serving officer(s) in the grade of Council

Engineer/Planner who have:

Completed a minimum of three years satisfactory service in the grade

and have passed an interview conducted by the Local Government
Service Commission or;

Direct appointment after an interview by the Local Government Service

Commission, of candidates who have;

(i) a BSc degree in Civil Engineering or Building Technology with

three years practical experience or an HND in the relevant field of
specialization with five years work experience; or

(ii) a minimum of a first degree in Economics or a relevant social

science subject with at least five years work experience.

Director of Planning and Development

Vacancies in this grade will be filled by:

The promotion of serving officer(s) in the grade of Deputy Director of

Planning who must have;

Completed a minimum of three years satisfactory service in the grade

and have passed an interview conducted by the Local Government
Commission; or

Direct appointment after an interview by the Local Government Service

Commission, of candidates who have:

48
(i) a professional qualification or BSc degree in Civil
Engineering/Building Technology with five years practical
experience in the relevant field of specialization or,

(ii) a postgraduate degree in Planning with five years post

qualification work experience.

TRAINING AND DEVELOPMENT

Whenever possible, training of officers should be determined by the

head of Cadre and carried out in a recognized Institution in The Gambia.
Only where essential training is not available locally, will officers be
released for overseas studies. In these cases, officers will be bonded to
return to work for Council in their appropriate areas of specialization for
at least a period equivalent to their length of study, or in lieu of which,
they will refund the full costs of the study.

(A) Sub-Professionals

Department manuals will define the training and staff development

of officers in the sub-professional grades and officers will have
training needs and requirements prescribed by the head of the
Cadre.

(B) Professionals

(i) Assistant Council Engineer/Works Superintendent

Officers in this grade will be required to undergo short-term

courses in their respective areas of specialization. They should
also attend locally run course on Project Design, Planning and
Evaluation. Officers should attend short-term or diploma courses
identified by the Head of Cadre.

49
Deputy Council Engineer/Planner

Incumbents in this grade should attend courses in project and general

management at the MDI. Such officers will gain useful experience and
exposure in the meetings and conferences in their areas of
specialization.

(ii) Council Engineer/Planner

Officers in this grade should undergo advanced courses in engineering

design and/or general and project management. Like the Deputy
Council Engineer/Planner, their attendance at seminars and
conferences in their areas of specialization will greatly enhance their
capability and experience. They should attend MDI general
management council for heads of Technical/Planning Departments.

Deputy Director of Planning and Development

Officers in this grade should undergo advanced courses in engineering

design and/or general and project management courses organized for
officers in Technical Departments. Similar to the Council
Engineer/Planning, their attendance at seminars and conferences in
their areas of specialization will greatly enhance their capability and
experience. They should attend MDI general management course for
senior officers in technical/planning departments

Director of Planning and Development

Officers in this grade must undergo advanced courses in engineering

design and/or general and project management courses organized for
officers in Technical Departments. Like the Deputy Director of Planning
and Development, their attendance at seminars and conferences in their
areas of specialization will greatly enhance their capability and
experience. They should attend MDI general management course for
heads of technical/planning department
Progressing within the Cadre

50
Promotion in the Engineering and Allied professional Cadre is based on
merit. The qualifications set out in the Scheme of Service are the
minimum qualifications which will normally be required of candidates of
promotion. However, the acquisition of such qualifications does not lead
automatically to promotion.

Promotion will depend:

i. On the genuine existence of a vacancy in the higher grade; and

ii. On the decision of the Local Government Service Commission that

the officer is in every respect suitable for promotion.

There may be times when there are more candidates eligible for
promotion than there are vacancies available. Under such
circumstance, the Local Government Service Commission will use
its discretion to determine the candidates most suitable for
promotion, with prime consideration given to the officer’s work
performance and productivity. In short, merit, not seniority will be
the main criterion.

All promotions require candidates to have been confirmed in the

Local Government Service.

51
SCHEME OF SERVICE

MUNICIPAL POLICE CADRE

THE GAMBIA LOCAL GOVERNMENT SERVICE

Introduction

This Scheme of Service relates to Municipal Police within Councils

applicable, who are responsible for safeguarding the property of the
Municipal Council and for securing the assets and maintain peace and
order in the premises of the Council at all times.

OBJECTIVE

The major objectives of the Scheme of Service for Municipal Police is to:

 To attract people with the appropriate ability, ambition and integrity

by offering well defined career prospects and security services;

 To ensure uniform standards, procedures and quality of work for

delivery of an efficient and effective security service geared
towards any security irregularity within the Council;

 To prescribe realistic qualification requirements (educational,

training and promotion criteria) in a bid to maintain high
professional standards.

52
COMPOSITION OF THE MUNICIPAL POLICE CADRE

DESIGNATION GRADE

Commander 9
Assistant Superintendent 8
Chief Inspector 7
Inspector 6
Sergeant Major 5.4
Sergeants 5
Corporals 4
Lance Corporal 3
Constables / Guards 2

DUTIES AND STANDARDS

COMMANDER

GRADE 9

The position is on Grade 9 of the Council pay scale

Job Summary

The Commander is the principal adviser to the Mayor in security matters

and is responsible for investigating any security irregularity within the
Council.

53
Duties Include:

- To supervise the day-to-day administration of the municipal

police;

- Checking on security staff to ensure that law and order are

enforced;

- Ensuring that peace and order are maintained in all the

buildings within the Municipality;

- Assisting in the collection of revenue;

- To report any irregularities against fraudulent practices;

- To watch for any security risks, threats and protect the property
and staff of the Municipality;

- To represent the K.M.C on all cases involving the Council and

to testify in court;

- To provide maximum protection in case of hazards and take

appropriate courses of action;

- To take decision and operate on principles, as well as

preventing unauthorized entry into the building.

QUALIFICATIONS AND EXPERIENCE REQUIRED

The requirements for this position is a minimum of an Advanced

Diploma in law enforcement or relevant area of work. In addition,
candidates must have at least 10 years relevant work experience, must
be able to work under pressure and demonstrate a high level of
management skills.

54
TRAINING REQUIREMENTS AND CAREER DEVELOPMENT

The Commander could be trained in general law enforcement and

general management. They must have two years satisfactory service
and demonstrate leadership and management skills

ASSISTANT SUPERINTENDENT

The position is on Grade 8 of the Council pay scale.

Job Summary

The Assistant Superintendent is an assistant to the Commander and is

responsible for the management and control of the Chief Inspector,
Inspectors, Sergeant Major, Sergeants, Corporals, Lance Corporals,
Constables and Guards. He/she is responsible for:-

- Supervising the inspectors with minimal supervision as part as

a team;

- Document law enforcement related activities and other usual

incidents;

- Analyse situation and adopt effective reasonable courses of

action;

- Stay calm and maintain composure to operate efficiently under

stressful conditions.

QUALIFICATIONS AND EXPERIENCE REQUIRED

Must have a working knowledge of, and ability to apply security practice,
and procedures. Officers must have served as security supervisors for
at least three years and have some leadership and organizational skills.

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TRAINING REQUIREMENTS AND CAREER DEVELOPMENT

The Assistant Superintendent should attend management and

supervisory training courses.
CHIEF INSPECTOR

GRADE 7

The post holder is on Grade 7 of the Council pay scale.

Job Summary

The Chief Inspector is assistant to the Assistant Superintendent and is

of all other subordinate officers and is responsible for the day to day
supervision. Other duties include:

- Giving oversight and guidance to all in the Municipal Cadre;

- Demonstrating continuous effort to improve operations and

streamline work processes;

- Conducting investigations of alleged violation and complaints of

disorderliness on duties or unusual public activity.

QUALIFICATION AND EXPERIENCE REQUIRED

Must have a working knowledge of, and ability to apply security practice,
and procedures. Officers must have served as security officer for at
least five years and have some leadership and organizational skills.

TRAINING REQUIREMENTS AND CAREER DEVELOPMENT

On-the-job training in basic management and supervisory training

course may be appropriate.

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INSPECTORS

GRADE 6

Post holder is on Grade 6 of the Council’s integrated Pay Scale.

Job Summary

Post holder assist the Chief Inspector in the most efficient or effective
utilization of Council resources. Other duties involve:-

- Responsible implementation of orders;

- Assists the Chief Inspector to carry out assignments in conformity

with the policies, procedures and directives of the Council;

- Assists with the revision and evaluation of performance of

Sergeant Major, Sergeants, Corporals, Lance Corporals and
Constables;

- Patrolling and observing activities of persons around the Council

building grounds;

- Answer to routine inquiries and prevent unauthorized access to

restricted area;

- Perform security check and secure doors after working hours.

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QUALIFICATIONS AND EXPERIENCE REQUIRED

Must possess six months experience as a security officer.

Training Requirements and Career Development

On the job training in basic management and supervisor courses may be

appropriate.

SERGEANT MAJOR

GRADE 5.4

The post holder is on Grade 5.4 of the Council pay scale.

Job Summary

The Sergeant Major directly supervises the Sergeant, Corporals, Lance

Corporals, and Constables/Guards. Others duties involve;

- Acting as a liaison between the Junior and Senior Staff in the

Municipal Police Cadre;

- Maintains a high quality of discipline and morale;

- Supervises and co-ordinates the activities of the Sergeants;

- Co-ordinates scheduling and processing including leave

requests;

- Keeps the Inspector informed of all significant events or

developments, which may affect the Council;

- Maintain discipline and morale;

- Supervises and co-ordinates the daily activities of the

Sergeants.

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QUALIFICATIONS AND EXPERIENCE REQUIRED

Training required and career development

On-the-job training in basic management and supervisory courses may

be appropriate.

SERGEANTS

GRADE 5

The post holder is on Grade 5 of the Council pay scale

Job Summary

The post is supervised directly by Sergeant Majors. The post holder

directly supervises the Corporals, Lance Corporals, Constables and
Guards. Duties include;-

- Oversees the operations of the Municipal Council;

- Determines necessary and appropriate actions needed to resolve

problems;

- To assure safety and security of employees as well as protect

property;

- Co-ordinates and supervises all functions;

- Oversees and monitors the Council buildings;

- Monitors the Corporals, Lance Corporals, Constables and Guard;

- Disperses unruly visitors at the Municipal building;

- Conducts investigation on assignments of suspected illegal

activity;

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- Supervises and direct security personnel.

TRAINING REQUIREMENTS AND EXPERIENCE DEVELOPMENT

Three or more years experience in related security enforcement or

training. Supervisory experience can be considered for promotion to this
Grade.

CONSTABLES / GUARDS

GRADE 2

The position is on Grade 2 of the Council pay scale.

Job Summary

The Constables / Guard is the entry classification in the Municipal Police

Cadre and is responsible for enforcing law and order and perform
security checks within the Council.

OTHER DUTIES INCLUDE:

- Responsible for providing support services;

- Tasks associated with support and control of

Council property;

- Prepare and process incident reports;

- Support and assist Municipal Police process, preserve and

document evidence;

- Patrol Council grounds and parking lot to observe unusual

behavior and to prevent vandalism;

- Ensure that all visitors and staff vacate building at closing and
perform security check of all doors.

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QUALIFICATIONS AND EXPERIENCE REQUIRED

Have a secondary school certificate or equivalent plus one year of

experience as a security guard. Combinations of experience and
education that meet the minimum requirements may be substituted.
Candidates must be physically fit and mentally alert. They must not
have a criminal record. Corporals who have served satisfactorily in their
grade for one year are eligible for promotion to this level.

TRAINING REQUIREMENTS AND CAREER DEVELOPMENT

The Constables and Guards could be trained on-the-job. They should

also be inducted on related courses.

CORPORALS / LANCE CORPORALS

The post holders are on Grade 3 / Grade 2 of the Council pay scale.

Job Summary

Potholders are responsible for overseeing the Council building. They

are expected to complete daily activity reports. Duties involve;

- Assessing problem institution and exercise tact;

- To patrol the Council;

- Answer to routine enquires and direct visitors to appropriate areas;

- Respond to after-work security calls;

- Ensure all visitors and staff vacate the building at closing of work
and perform security check of all doors and windows.

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QUALIFICATIONS AND EXPERIENCE REQUIRED

Entrants at this level must be literate and have at least Junior Secondary
School Leaving Certificate. Candidates must not have a criminal record
and must not be above 35 years and should be physically fit and
mentally alert with one-year work experience as a security guard.

TRAINING REQUIREMENTS AND CAREER DEVELOPMENT

Officers in the Municipal Police Cadre must take part in routine tactical
training. On-the-job training will be provided by more senior officers.

COMMANDER: This officer should attend middle management

development seminars and workshops.

The commander is responsible for the professional development and

discipline of the Municipal Police. For career purposes, the Municipal
Police Cadre will be treated as a unified service. Vacancies will be filled
by promoting the best qualified officers from the grades below.
Recruitment and promotion will be dealt with by the Major in liaison with
the Commander and the Chief Executive and is subject to approval by
the Local Government Service Commission.

PROGRESSION

Promotion in the Municipal Police Cadre is based on merit. The

qualifications set out in the Scheme of Service are the minimum
qualifications, which will normally be required of candidates for
promotion. However eligibility does not lead automatically to promotion.
Promotion will depend on the genuine existence of a vacancy.

The Commander in consultation with the Chief Executive will consider all
promotions, which shall be subject to approval by the appropriate
appointing authority.

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