Delegates from Burundi, Kenya, Rwanda, Tanzania and Uganda attended the meeting. The list of participants is attached as Annex 1.

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1 Doc No 002/HRC/ nd EACO HR COMMITTEE MEETING REPORT (14 th 16 th April, 2014) IN KIGALI, RWANDA 1.0 Introduction The 02 nd meeting of the Human Resources Working Committee was held at EACO Secretariat Offices in Kigali Rwanda from 14 th to 16 th April, Delegates from Burundi, Kenya, Rwanda, Tanzania and Uganda attended the meeting. The list of participants is attached as Annex Summary of Decisions a) Appointment of Rapporteurs The Committee discussed the above item and appointed the following: i. Ms Priscah MOTOGWA: 1st Rapporteur Kenya ii. Mrs.Harriet OMODING: 2nd Rapporteur Uganda b) Adoption Of The Agenda The agenda (Annex 2) was adopted. c) Briefing on decision by EXCOM 9 th December, 2013 in Kigali Noted 1: EXCOM approved all issues touching on the Human Resource manual as captured in the HR Committee report for the meeting held on 9 th to 11 th October, Noted 2: EXCOM also approved EACO Secretariat's supplementary budget which in turn gives leeway to the HR Committee to undertake two training programs within the financial year

2 d) Report on Long Term Evolution (4G) ; Technology and Business Drivers Noted 3: Thirty two (32) participants attended the training on Long Term Evolution (4G) that was held on 24 th to 28 th March in Kigali. The training was jointly organized by EACO and AFRALTI at a subsidized rate based on the MOU between the two parties. Noted 4: The cost of the training, $600, was considered adequate as it was able to attract both regulators and operators while not compromising on the quality and value add of the training. Agreed 1: To allocate more time for site visits in future training programmes. Agreed 2: To communicate EACO scheduled training programmes to members in good time to enable them make appropriate budgetary allocation for the same. e) Discussion on Training Offer by International Telecommunications Satellite Organization (ITSO) on Satellite communications Noted 5: ITSO is willing to send an expert for a maximum of two (2) days to facilitate a training on satellite communications on behalf of EACO at no additional cost. Noted 6: Training on satellite communications is important for the region in light of the challenges associated with fibre optics. Agreed 3: For ITSO to facilitate the training on satellite communications. Agreed 4: To link the scheduled training on digital migration (3 days) and the one on satellite communications (2 days) offered by ITSO and to hold it on 2 nd to 6 th June, 2014 in Burundi. f) Review of Action Plan i. Gender Mainstreaming Agreed 5: Liaison Manager/HRA, with the assistance of Ms.Motogwa, to undertake a formal survey on gender mainstreaming across senior management and other cadres among its members, by June Agreed 6: Preparation of a report with appropriate recommendations to EACO members based on the results of the survey. ii. Promotion of Adoption of ICT Tools for HR Functions in the Region Agreed 7: The Liaison Manager/ HRA supported by the EACO Liaison Manager/ICT and Mr. Mbilinyi to undertake a formal survey to determine the extent to which EACO members have adopted the use of ICT tools for HR functions by the end of June iii. Awareness and Capacity Building on Cyber Security, Green ICT & Digital Migration 2

3 Agreed 8: The Liaison Manager/ HR to prepare a liaison statement to the EACO working groups on cyber security(wg5), E-waste and environment management (WG10) and digital migration (WG6 & 7) to officially request for training needs specific to these aspects. These training needs would then provide the content for the scheduled trainings on cyber security, green ICT and digital migration that EACO would undertake. iv. Capacity Building for members in the ever changing ICT sector Agreed 9: The Liaison Manager/ HR to prepare a liaison statement to all the other EACO working groups requesting them to highlight specific training needs that they would want to be addressed by EACO in light of the dynamism of the ICT sector. Agreed 10: The Liaison Manager/ HR with the assistance of Head of Section/HRA-RURA to undertake training needs analysis for EACO members through a survey by June v. Update of HR Manual Noted 7: The Human Resource Manual was revised vi. Update of Financial Rules and Regulations Noted 8: The Financial Rules and Regulations was revised vii. Alignment of Curricula with Industry Agreed 11: This would be a priority item for the next financial year (2014/15) g) Review of Training Implementation Plan Noted 9: The HR Committee had planned for eight training programmes to be undertaken during the period ; four training programmes would be undertaken in the FY and the remaining four in the FY Agreed 12: To continue implementing the training plan as scheduled. Noted 10: It was established that some of the items captured in the training plan may not be of priority to EACO members. Agreed 13: To derive future training plans from the specific needs identified by the different EACO working groups. Agreed 14: For Liaison Manager/HR to engage working groups on Broadcasting Content & Monitoring(WG 6) and Resource Planning and Management (WG 7) in order to establish the specific needs with regard to digital migration to ensure that the training on digital migration scheduled for 2nd to 6th June, 2014, captures the needs of the sector. 3

4 h) Preparation for EACO Assemblies in Arusha, Tanzania on 16 th 20 th June, 2014 Noted 11: Pre-assembly events will be held on 16 th and 17 th June, 2014 and Assemblies will be held from 18 th to 20 th June, 2014 in Arusha, Tanzania. Agreed 15: For HR committee to meet on 16 th June, 2014 to finalize preparation of its report which should cover its achievements since it was set up and thereafter make its presentation to EXCOM on 17 th June, i) The need for EACO Head Quarters and the structure Noted 12: The request from RURA as per EXCOM minute EC/7/12 for EACO's future organization structure, planned projects and facilities that would be required for input in the design plans for RURA's new headquarters. Noted 13: The hosting agreement between RURA and the EACO Secretariat (Annex 3) Noted 14: The financial situation of the EACO secretariat and the low level of contributions received annually vis a vis the proposed additional expenditure. The contributions received were mainly from the regulators. Noted 15: The need to develop the ideal structure of EACO Secretariat regardless of whether it will be hosted by RURA or if it will construct its own building. Agreed 16: EACO secretariat to engage the Director- General, RURA on terms of hosting in the new building. Agreed 17: To approve EACO Secretariat's proposed organization structure and corresponding office and facilities requirements (Annex 4) j) The EACO Strategic Plan Format Noted 16: EACO Secretariat three year strategic plan as approved by EXCOM in EXCOM also approved the corresponding annual action plan (2012/13) with recommendations for the use programs and activities for planning rather than breakdown by department. Noted 17: The second action plan (2013/14) although not considered detailed enough, was also approved by EXCOM. A recommendation was made to include specific activities under each programme, for each activity to have an associated cost, planned activities to have measurable 4

5 performance indicators and for the business plan to be aligned to strategic objectives. EXCOM also made a recommendation for the business plan format to be sent to the HR Committee for improvement. Noted 18: The incorporation of three measures under performance indicators in the business plan format:- Units of measurement (number or %) Baseline (targets previously achieved) Targets Agreed 18: To adopt the use of the revised EACO strategic plan format (Annex 5) k) Performance Appraisal System 3.0 Conclusion Noted 19: The submission of the draft performance appraisal system by the EACO Secretariat and noted some gaps. Noted 20: The need to extract targets and objectives that will be used to assess individual performance from the strategic plan. Noted 21: The need for the EACO Secretariat to prepare a detailed salary breakdown for each notch in each scale. The salary reflected for all scales to be inclusive of all allowances and benefits payable to that scale. Agreed 19: To rework on the document prior to the close of the meeting for submission to the EXCOM at its next meeting. Agreed 20: To adopt the proposed performance appraisal system and form attached as Annex 6. The chairperson thanked the members for their contribution and participation in the meeting and encouraged the members to attend the next meeting. Dated at KIGALI this 16 of April 2014 Jonathan P. Mwakijele CHAIRPERSON EACO HUMAN RESOURCES COMMITEE 5

6 Communications for all in East Africa Human Resource Committee Meeting 14 th 16 th April 2014 KIGALI, RWANDA LIST OF PARTICIPANTS ANNEX 1 No Names Position & Institution Country Phone No 1. Mr. Jonathan P. Mwakijele Head of Training, Kenya consultancy and research unit/ AFRALTI 2. Mr. Erasmo A. Mbilinyi Manager, HR & Administration/ TCRA 3. Ms. Harriet Omoding Director, Human Resource & Administration/UCC Tanzania Uganda Mr.Twagilimana Balthazar Director HR&A/NPO Rwanda Ms. Huguette Uwizeye Head of Section HRA/RURA Rwanda Mr. Masabo Evariste Head of HR& 7. Ms. Niyonkuru Jeannine Floride Logistics/ARCT Human Resource Manager/ARCT Burundi Burundi

7 8. Ms.Priscah K. Motogwa Human Resource Officer/ Kenya CCK 9. Mr. Ntahomvukiye EACO Secretariat Rwanda Hermenegilde 10. Mr. Rukundo Theogene HR Manager/New Artel Rwanda

8 ANNEX 2 AGENDA 2 ND HUMAN RESOURCES COMMITTEE MEETNG 14 th 16 th April 2014 S/N A G E N D A 1. Opening of the Meeting 2. Introduction of Delegations. 3. Adoption of the agenda 4. Briefing on Decision by EXCOM, 9 th December 2013 in Kigali, Rwanda 5. Report on Long Term Evolution (4G): Technology & Business Drivers 6. Discuss training offer by ITSO on Satellite Communications 7. Review of action plan 8. Review of training implementation plan 9. Preparation for EACO Assemblies in Arusha, Tanzania on 16 th 20 th June The EACO business plan format, 11. The needs for EACO HEAD QUARTERS and the structure 12. Planning for the next training programme 13. Preparation of the Report 14. Consideration and Adoption of the Report 15. AOB & Closing of the meeting 8

9 ANNEX 4 PROPOSED STRUCTURE OF EACO AND SPACE REQUIREMENTS FOR EACO HEADQUATERS BUILDING A. OFFICE ROOMS i. Executive Secretary: 01 office ii. iii. iv. Executive assistant (international relations management) :01 office Liaison manager/ra: 01 office -Legal Officer (legal and regulatory harmonization -Strategy Officer(planning, R&D, policy formulation and project management) Liaison manager/hra: 01 office -HR officer -Finance & Administration Officer v. Liaison manager/ict: 01 office -ICT officer (internet issues, broadcasting, telecommunication and postal) vi. Support Staff i. Front desk Assistant ( to report to HRO) ii. 2 Drivers B. OTHER FACILITIES 1) 03 Committee/meeting rooms: Pax 2) 02 Board rooms(one attached to ES and one general) :+/-30 Pax 3) Resource /Business center :01 4) Data center and server room:01 9

10 5) ICT museum:01 6) Archive: 01 7) Store :01 NB: Legal and Strategic Officers will also serve the ICT Department. Their job descriptions need to be clear. The officers shall share offices, not more than two officers in one office The committee rooms should have tea/coffee serving space and washroom attendant to them. There shall also be a tea/coffee room (Lobby) at each level Facilities for People with disabilities 10

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