Directorate of Municipal Administration and Human Resources (DSARH)

Director Municipal Service Administration and Human Resources Dili
Berta Santa G. Viera
Contact: 77327006

DIPLOMA‑MINISTERIAL‑No‑85‑2023

Municipal Service Administration and Human Resources Dili

Introduction

Direção serviço Municipal Administration and Human Resources is based on Ministerial Diploma No. 85/2023 of 29 December in Section II, Articles 7–9 regarding the establishment of municipal services of municipal authorities and the definition of their organization and functioning.

Municipal Service Directorate Administration and Human Resources (DSARH) is responsible for personnel management and administrative services within the organization. The main function of this Directorate is to manage and monitor all aspects of human resource management, including personnel selection, training, benefits administration, performance management and employee welfare.

Main functions:

a. Administration Management: carry out administrative services concerning receiving, registering, distributing, and archiving important documents of the Municipal Authority.

b. Recruitment and Selection Management: This Directorate is responsible for the selection and recruitment of candidates for job positions, including online recruitment, interviews, and candidate evaluation.

c. Training and Development: Management of training programs offering coaching to improve professional skills and career development.

d. Benefits and Compensation Management: Manage benefits, including salary systematization, insurance, bonuses, and optimization of the benefits system.

e. Performance Management: The Directorate monitors and conducts regular employee performance evaluations, focusing on feedback and work improvement plans.

2. Objectives

a. Ensure effective human resource management to strengthen labor capacity.

b. Promote a culture of innovation and employee development.

c. Guarantee compliance with labor regulations in legal conformity.

This Directorate plays a basic role within the organization, promoting quality benefits and opportunities for work to be strengthened, connected, and competent employment.

3. Mission

Mission of the Directorate of Administration and Human Resources is:

“Municipal Administration and Human Resources Service is a Municipal Authority service whose mission is to ensure technical and administrative support to the President of the Municipal Authority and other municipal service bodies that are integrated in areas such as general office, document management, human resources, IT, coordination of internal and external communication systems, archiving and protocol.”

(Protocol Documentation)

4. Service tasks

Service tasks of the Directorate Municipal Service Administration and Human Resources grouped into four domains:

a. Follow the scope of the Municipal Service Administration and Human Resources in general records, document management, and archiving.

b. Manage the scope of the Municipal Service Administration and Human Resources in human resource management.

c. Manage the scope of the Municipal Service Administration and Human Resources in Informatics.

d. Manage the scope of the Municipal Service Administration and Human Resources in internal and external communication systems.

The following activities are included:

1. In the domain of general office, document management, and archiving:

   a. Organize and accompany all administrative processes not the responsibility of other municipal services;

   b. Disseminate legislation and internal rules of the Municipal Authority in all municipal services;

   c. Register and archive dispatches, orders, and notices from the Municipal Authority;

   d. Receive, classify, register, distribute, and archive municipal services;

   e. Ensure the opening and locking of Municipal Authority premises;

   f. Ensure safety and cleanliness of premises where the Municipal Authority provides services;

   g. Prepare information and give opinions on general office matters and document management of the Municipal Authority;

   h. Provide prompt clarification and information requested by superiors on respective activities;

   i. Perform other general office, document management, or archiving tasks as determined by superiors and not the responsibility of other municipal bodies or services.

2. In the domain of human resources management:

   a. Coordinate the process of preparing and updating the personnel map of the Municipal Authority or Municipal Administration, as applicable;

   b. Organize, regularly update and ensure individual archives and biographical records of employees and agents of the Public Administration performing functions in the Municipal Authority;

   c. Integrate, accompany, and supervise employees performing functions in the Municipal Authority, according to instructions from the President of the Municipal Authority;

   d. Establish and implement procedures to register and authorize substitutions, transfers, secondments, attendance and punctuality control, justification for absences, authorizations for leave, allocation and payment of legally provided subsidies and supplements to State human resources;

   e. Prepare archives related to termination of fixed-term employment contracts;

   f. Inform the Municipal Finance Service regarding absences, leave, and vacations of public administration employees and agents of the Municipal Authority, with the objective of preparing the monthly payroll list;

   g. Prepare the annual vacation schedule for public administration employees and agents performing functions in the respective Municipal Authority;

   h. Conduct, in due time and following procedures, performance evaluation of human resources of the Municipal Authority;

   i. Prepare and submit for approval to the President of the Municipal Authority the job description of each municipal employee;

   j. Promote integration of a gender perspective in municipal services, according to the Municipal Action Plan for Gender Issues;

   k. Prepare, in coordination with other municipal services, the Annual Municipal Human Resource Training Plan and submit for approval by the President of the Municipal Authority;

   l. Guarantee the application and compliance with the legal framework of public service functions and inform superiors of events that may constitute disciplinary offenses;

   m. Perform other human resource management tasks as determined by superiors and not the responsibility of other municipal bodies or services.

(Documentation)

3. In the scope of the Municipal Administration and Human Resources Department in IT:

   a. Ensure the development of the Municipal Authority’s information system and management of respective equipment, IT systems, and communication systems;

   b. Collaborate in the development of information systems and technology, modelling and testing, evaluating prototypes and carrying out specialized consultancy and audits;

   c. Study the impact of information systems and technology on service delivery and organizational systems, and propose appropriate measures to introduce innovations in the organization and functioning of services and for user training in IT equipment;

   d. Participate in the planning and control of IT projects;

   e. Manage the Municipal website, in coordination with other municipal services;

   f. Promote and oversee the implementation of information systems and technology and ensure their management and adequacy to municipal objectives;

   g. Define and develop measures required for information security and integrity and specify rules to safeguard and recover information;

   h. Conduct studies to support decision-making on non-compliance with IT systems and processes and specifications and contracting of new information and communication technologies and companies providing IT services;

   i. Participate in the development and introduction of WEB (internet and intranet) technologies in the Municipal Authority;

   j. Install, configure and ensure integrity and testing of components, programs, and application products available on the market;

   k. Develop routines or utility programs and define general-use procedures necessary for simple and smooth usage of installed application systems;

   l. Plan and develop projects for technological infrastructure, including data server systems, applications and resources, communication networks and controllers and security devices, ensuring their management and maintenance;

   m. Configure and install basic supporting logic components including servers, operating systems, and utilities associated with IT networks and database management systems, and general-use applications, to ensure their operation;

   n. Configure, manage, and administer resources from physical systems and installed applications to optimize usage and free existing capacity, resolve operational incidents, and prepare standards and technical documents required for operation;

   o. Ensure application of security mechanisms, confidentiality, and integrity to information generated, processed, or transmitted in processing systems and communication networks;

   p. Install hardware and software components, including servers, communication devices, workstations, peripherals, and operational software and ensure their maintenance and usage;

   q. Manage and document configurations and maintain updated archives of installation, operation, and use of systems and supporting basic logic;

   r. Promote exploration, parameterization, activation, control, and operation of installed computer systems, peripherals, and communication devices, assign, optimize, and decommission resources, identify anomalies, and trigger regular corrective actions;

   s. Ensure compliance with physical and logical security standards and maintenance of equipment supporting information, and trigger regular procedures for control and safeguarding of information, including backups to protect integrity and recovery;

   t. Develop and publish usage standards and deliver user training on equipment and IT systems of the Municipal Authority;

   u. Provide support in the operation of installed desktop management software;

   v. Provide support to users in terminal data processing operations and communication equipment and microcomputers;

   w. Collaborate in defining general-use procedures necessary for simple and smooth usage of all installed systems;

   x. Perform other IT tasks as determined by superiors and not the responsibility of other municipal bodies or services.

4. In the scope of internal and external communication systems:

a) Receive and register, in the incoming register, documents, requests, petitions, and written communications, in paper or electronic form, directed to the President of the Municipal Authority, Municipal Secretary, or any municipal service or body;

b) Dispatch requests, petitions, or written communications, in paper or electronic form, and also forward decisions and service dispatches from the President of the Municipal Authority or Municipal Secretary, to the respective recipients;

c) Register and dispatch correspondence from the Municipal Authority;

d) Acknowledge receipt, register in the incoming journal, and forward to competent bodies or services depending on the subject, communications received by the Municipal Authority, electronically;

e) Perform other tasks in the domain of internal and external communication systems as determined by superiors and not the responsibility of other municipal bodies or services.

5. In the protocol domain:

a) Ensure reception service to visitors at the Municipal Authority;

b) Ensure public relations of the Municipal Authority;

c) Prepare and dispatch, among media and professionals, information about initiatives and activities carried out or to be carried out by the Municipal Authority;

d) Organize and manage archive of information via social communication media about activities of the Municipal Authority;

e) Formulate and submit for approval to the President of the Municipal Authority, protocol rules for events and official ceremonies organized by the Municipal Authority at a national scale, to be applied under those rules relevant to the objective of those events or ceremonies;

f) Propose to the President of the Municipal Authority the composition of organizing committees for official events and celebrations under municipal responsibility;

g) Propose to the President of the Municipal Authority the budget for expenses incurred by organizing official events and celebrations under municipal responsibility;

h) Ensure fulfillment of logistical requirements necessary for implementing events and official ceremonies under municipal responsibility, in coordination with the Municipal Patrimony and Logistics Service;

i) Prepare and present to the President of the Municipal Authority a report on the activity of organization and execution of events and official celebrations under municipal responsibility;

j) Prepare and present to the President of the Municipal Authority a report on expenses incurred in the organization and execution of official events and celebrations under municipal responsibility;

k) Perform other tasks in the protocol domain as determined by superiors and not the responsibility of other municipal bodies or services.

5. Department

The Municipal Directorate of Administration and Human Resources has two (2) departments as follows:

1. Department for Registry/Expedite, Informatics, Protocol and Archives (Dep. EIPA), responsible for carrying out actions and processing administrative services required to perform as provided.
2. Department for Human Resources (Dep. RH), responsible for carrying out actions and processing administrative services required to perform as provided.

1. Head of the Department of Expedite, Informatics, Protocol, and Archives (EIPA Dep.)”

2.Head of the Human Resources Department (HR Dept.)

Workforce of the Municipal Human Resources Service

Legend:

• Dir. – Director

• Dept. Head – Department Head

• Section Head – Section Head

• CS – Civil Servant

• PAA – Public Administration Agent

• Fixed-Term Casuals – Casual staff with a fixed-term contract

• C. – Casuals (short-term contract)