Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002

Government Notice 193 of 2002

Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002

Citation: Government Notice 193 of 2002
Primary work: Executive Agencies Act
Date: 17 May 2002
Language: English
Type: Government Notice
Publication: Download PDF (3.2 MB)

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Tanzania

Executive Agencies Act

Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002

Government Notice 193 of 2002

Published in Gazette of the United Republic of Tanzania 20 on 17 May 2002
Assented to on 16 May 2002
Commenced on 17 May 2002
[This is the version of this document from 17 May 2002 and includes any amendments published up to 31 July 2002.]

[(Made under section 3)]

1. Citation

This Order may be cited as the Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002 and shall be deemed to have come into force on the 17^th day of May 2002.

2. Establishment of the TGF

There is established the Tanzanian Government Flight as an Executive Agency in relation to the Unit of Government Flight under the Ministry of Communications and Transport.

3. TGF Framework Document Schedule

The aim, functions, objective, authority, performance standards and other matters relating to the Tanzanian Government Flight shall be as specified in the Framework Document set out in the Schedule to this Order.

Schedule (Made under paragraph 5)

The Tanzania Government Flight (TGF) Frame Work Document

Ministerial foreword

I am very pleased to establish the Tanzanian Government Flight as an Executive Agency of the Ministry of Communications and Transport.Tanzania Government Flight Unit, predecessor to the Tanzania Government Flight Agency used to provide air transport service to the Head of State, government leadership and its institutions only.Tanzanian Government Flight Agency will provide high quality and efficient air service to the Head of State, government leadership, airlines, institutions and the public. This will be possible by deploying modem business management techniques as provided for in the Executive Agencies Act. No. 30 of 1997. TGF staff are expected to change their way of solving problems to a more businesslike manner. This will include promoting financial discipline and safety of Agency assets at large.It is my pleasure that TGF has been launched after the success of a series of transformation work which has been carried out under the supervision of my ministry. The ministry will now be looking for the best business results from the Chief Executive and TGF staff.This document sets up the framework within which TGF will operate and forms the relationship between the Agency and the Ministry.I would like to wish the Chief Executive, Management, and other employees of the Tanzanian Government Flight Agency every success in meeting the challenges ahead of them.

1.0IntroductionThe Tanzanian Government Flight Agency (TGF) has the responsibility of providing high quality air transport service to the government leadership and the public. The Agency, formerly known as the Tanzanian Government Flight Unit, has to operate and maintain aircraft to the highest standards of safety and efficiency for the best results and quality of its services.This document gives the freedom and flexibilities with which the agency will operate. It also defines the powers and responsibilities involved, as provided for in the Executive Agencies Act No. 30 of 1997 and in its subsidiary regulations of 1999.The Minister and the Permanent Secretary (PS) for the Ministry of Communications and Transport are the respective Minister and PS for TGF. The head of TGF will be the Chief Executive Officer (CEO) who will be responsible for the operation of the agency and exercise statutory powers as vested in him under the Executive Agencies Act. No. 30 of 1997.

2.0Status and Governance

2.1Declaration of Agency StatusWith effect from the date of the Ministerial order establishing Tanzanian Government Flight as an Executive Agency under the Ministry of Communications and Transport in accordance with the Executive Agencies Act No. 30 of 1997, the Agency came into force. It replaced the Government Flight Unit. The Tanzania Government Flight Agency has been established to achieve the following objectives:—

(a)To improve the delivery of public services;

(b)To create an environment conductive to efficient and effective management;

(c)To improve the quality of the services provided by TGF; and

(d)To promote the potential for continuous improvement of the services provided.

2.2GovernanceTGF will be managed by a Chief Executive appointed by the Minister for Communications and Transport for a term not exceeding 3 years. The Permanent Secretary will be responsible for policy and the strategic management of TGF. The Permanent Secretary will oversee the interests of the government and the ministry in general. The Ministerial Advisory Board (MAB) established will have the responsibility of advising the Chief executive on operations of the Agency.

2.3Organisational StructureTGF organisational structure has been designed so as to ensure maximum efficiency and performance of the agency's function. This structure gives provision for the best management co-ordination among the managers. The structure may be reviewed in accordance with the business requirements at the material time. The responsibilities of managers as described by their job descriptions need to be reviewed accordingly too. The Chief Executive and the managers will constitute the Senior Management Team of the Agency.

Organizational Diagram-TGF

3.Aim, Roles,Strategic Objectives and Performance Criteria

3.1AimTo provide high quality air transport service to the Head of State, other V.I.P.'S and government leaders, to enable them to reach their destinations as quickly as possible to participate in socio-economic development activities and to use its spare capacity to extend its reliable air and ground service to other customers at cost effective prices.

3.2RoleThe Role of TGF is to

1.Provide air transport to the Head of State, Government V.I.P'S as well as the general public

2.Operate and maintain aircraft efficiently to the highest safety standards.

3.Improve the management of the Agency.

3.3Strategic objectivesIn order to pursue the aim of TGF, the following objectives have to be achieved:

(a)Fully meet and satisfy VIPs departure requirements as well as those of other customers;

(b)Improve Agency capacity to meet existing customer demand and develop into wider markets;

(c)Reduce travel time, spend less time in maintenance and lower maintenance costs;

(d)Comply full with Tanzania Air Navigation Regulations;

(e)Increase productivity and satisfaction of the Agency Staff.

(f)Introduce process management and procedures to all departments;

(g)Establish efficient and effective financial management system; and

(h)Improve information exchange with stakeholders, customers and suppliers using modern information technology.

3.3Performance CriterialThe Ministerial Advisory Board will regularly assess the performance of TGF. The Chief Executive is required to submit to the Permanent Secretary Agency's quarterly Performance Report for assessment. The assessment is required to focus on the following criteria:

3.4.1Quality of ServiceAbide by Tanzania Air Navigation Regulations (TANR)Adhere to maintenance schedulesConsistency and adherence to higher standardsImprove technical audit of the maintenance work before completion and delivery.Improve training of staff to achieve a raise in competence and satisfy the needs and requirements as stipulated by the TANR.Timely and accurately act on the findings from customer assessment of the agency's services using customer survey reports.Improve quality control procedures.Pursue Efficiency and very high safety standards.

3.4.2Operational efficiencyReduce air travel time.Reduce maintenance time and maintenance costs.Reduce Time Before Overhaul (TBO) extensions.Improve customer reliability requirements.Efficient billing for services rendered.

3.4.3Financial performancePrompt collection of revenue.Prompt payment of debts.Timely production of accurate financial reports.Clean Audit report.Effectiveness and transparency of the procurement and stock control procedures.

4.Responsibilities

4.1The Role of the MinisterThe Minister for Communications and Transport is ultimately responsible for determining the policy Framework and the operational boundaries within which TGF operates, and the financial resources that are to be made available to the Agency.The Minister shall be responsible for the general direction and control of the Agency and shall have the general responsibility of organising, carrying out and encouraging measures for the development of sustainable air transport services. He will foster the promotion of safety and efficiency in the use of civil aircraft. He may for any of these purposes give directions of general nature to the Chief Executive.The Minister is responsible for establishing TGF, appointing its Chief Executive and members of the Ministerial Advisory Board, and for ensuring that the Government and the public derives maximum benefit from the creation of the Agency.The Minister shall not be involved in the day-to-day management of TGF; however, the Chief Executive may consult the Minister on the handling of operational matters that are likely to give rise to significant public or Parliamentary concern.The Minister shall retain the powers vested in him under the Executive Agency Act. No 30 of 1997 and the Regulations made under the Act.

4.2Responsibilities of Permanent SecretaryThe Permanent Secretary, being an accounting officer has overall responsibility to the Ministry of Communication and Transport on matters concerning financial management, and as such, is the principle advisor to the Ministry on Tanzanian Government Flight (TGF) affairs. The permanent Secretary shall be responsible for the strategic management of TGF and for that purpose may give directions to the Chief Executive of TGF and for that purpose may give directions to the Chief Executive of TGF but with due regard to the need to uphold TGPs autonomy in the day to day management of its affairs.The Permanent Secretary shall be assisted by the Mistrial Advisory Board in review of agency's development and maintenance of strategic framework, objective of the agency, acceptability of C.E.'s business plans and budget, Agency’s annual reports and accounts evaluation of the agency's performance and any other matter provided for in the Executive Agency Act. No. 30 of 1997.The Permanent Secretary shall be responsible for the discipline and control of the Agency's Chief Executive to see to it that the agency's objectives and key targets are achieved. He/ She shall chair the Ministerial Advisory Board.The Permanent Secretary shall, taking into account the overall Government policies and the business cases presented, decide whether the Chief Executive's intention to borrow money or to acquire or dispose of immovable property are acceptable. He will normally approve all such cases.

4.3Responsibilities of the Chief ExecutiveThe Chief Executive is responsible for managing TGF within the terms of the Framework document and the Executive Agency Regulations.The Chief Executive (CE) is the Agency’s accounting officer and shall specifically be responsible for:

(a)Managing Agency's Assets and Resources economically, efficiently and effectively in accordance with government policies and Finance Regulations;

(b)Establishing good business relations between the Agency, and stakeholders, customers etc;

(c)Advising the Permanent Secretary on Agency’s Projected barriers and possible solutions;

(d)Furnishing to the Permanent Secretary information on the Agency’s new obligations so that the same is transmitted to other Ministries;

(e)Maintaining Discipline in the Agency by employing the Labour and employment acts; and by upholding rules of Natural justice in any conciliatory boards;

(f)Adherence to Annual Performance Agreements concluded between him and the Permanent Secretary;

(g)Preparing Agency's annual Budget based on approved strategic and business plans;

(h)Maintaining Agency’s Books of Accounts in accordance with comercial accounting standards;

(i)Abiding by restrictions as provided for in the Agency Act 1997 Act No. 30 in his day-to-day work;

(j)Achieving the goals set out in the strategic plan;

(k)Promoting public confidence in the professionalism and quality of its services and impartiality of the Agency’s decisions;

(l)Effective Permanent Management of the Agency's employees, in particular discipline, control and development in accordance with the Agency’s Personnel Regulations; and

(m)Conforming with Tanzania Air Navigation Regulations (TANR)

The Chief Executive is an ex-officio member of the Ministerial Advisory Board.

4.4The Responsibilities of the Ministerial Advisory Board (MAB)The Ministerial Advisory Board shall give advice to the Minister and Permanent Secretary on the following:

(a)The development and maintenance of a policy framework;

(b)The objective of the TGF;

(c)The acceptability of the Chief Executive's Strategic and Business Plans and relative budgets;

(d)Setting of priorities and annual performance targets;

(e)The acceptability of Annual Financial Reports and statement;

(f)Evaluation of the Agency performance;

(g)Any other matter provided for under the Executive Agencies Act, No. 30 of 1997; and

(h)Resolution of financial matters affecting the proper functioning of the Agency.

The Permanent Secretary shall chair the Ministerial Advisory Board. The Board will conduct its meeting as often as the chairman may determine, but not less than twice in each financial year.

5AccountabilityThe Minister for Communications and Transport is accountable to Parliament for all aspects of TGF. The Permanent Secretary assists him in discharging this responsibility.

5.1Accounting Officer's ResponsibilitiesThe Permanent Secretary is the Principal Accounting Officer or the Ministry and, as such, is responsible or ensuring a high standard of financial management in the conduct of the responsibilities charged on the Ministry of Communications and Transport.The Chief Executive is the Agency's Accounting Officer and is therefore directly accountable to the Permanent Secretary for the Agency's performance in achieving its outputs and targets. He is also accountable for ensuring the property and regularity of revenue and expenditure for prudent and economical administration and ensuring the requirements of the Ministry of Finance are met in accordance with the Agency’s Financial Regulations and Accounting manual.The Chief Executive is responsible for establishing proper management systems for these purposes. He will take due account of the financial management guidance issued by the Ministry of Finance, and the personnel management guidance issued by the Civil Service Department (CSD) He shall also put into effect the recommendations acceptable by the Government from the Public Accounts and other Parliamentary Committees.

5.2Public Accounts CommitteeThe Permanent Secretary and Chief Executive may be required to appear before the Public accounts Committee on matters relating to TGF. Where the Committees interest is in the operations of TGF, the Minister will normally regard the Chief Executive as the person best placed to appear.

5.3Parliamentary and other enquiriesThe Chief Executive will also advise the Minister on other Parliamentary matters as requested.

6.Finance planning and strategic control

6.1FundingThe Agency's resource requirement will be met from the revenue collected by the way of charges for services rendered, supplemented as shown to be necessary in the Agency's Business Plan by Government subventions, loans and grants.The Agency's expenditure will be subject to monthly, quarterly and annual monitoring and review.

6.1Strategic and Business PlansThe Chief Executive shall prepare for each year for approval by the Permanent Secretary, a Strategic Plan covering a period of three years and a Business Plan which gives details of operations.

6.2.1Strategic PlanThe Strategic Plan shall cover a three-year term and be rolled forward and update each year. It shall reflect the outcome of the review of performance and expenditure, and shall closely set out:

(a)The Chief Executive's strategies for achieving TGFs aim and objectives;

(b)Strategic performance targets;

(c)An assessment of the external factory which influence TGF's activities including key planning assumptions about the service to be provided and resources;

(d)A capital expenditure programme; and

(e)Efficiently, objectives and business plans.

6.2.2Business PlanThe Business Plan will set out in more details, TGF's activities for the first years on the Strategic Plan period and will include:

(a)Key performance targets set by the Permanent Secretary;

(b)Priorities and other performance targets;

(c)Budgets, including estimated profiles of revenue and expenditure;

(d)Work programmes; and

(e)An efficient plan including initiatives to improve performance, value for money and quality of service.

[please note: numbering as in original]

6.3ApprovalThe Chief Executive shall submit the Strategic and Business Plans to MAB and PS for approval each year, the Permanent Secretary or the Chief Executive may seek to review the Business Planning during the course of the year to reflect changes in policies, resources or priorities.Approval of these plan's will constitute authority for TGF to conduct its operations accordingly without interference by the Ministry.

6.4Annual Report and AccountThe Chief Executive shall submit an Annual Report and Statement of Financial Accounts to the MAB, the Permanent Secretary and Minister after the end of each financial year. The report shall be published and circulated to relevant authorities and shall contain:

(a)A copy of the audited account of TGF, together with the auditors report on those accounts;

(b)A report on performance against key targets;

(c)A report on the operations of TGF during the financial year, and

(d)Any other Information as may be required by the Permanent Secretary.

The Annual Report will also contain the annual performance agreement between the PS-and the CE.

6.5Financial DelegationThe Chief Executive has the authority to approve all expenditure which is consistent with the approved strategic and business plans and which is in accordance with his letter of delegation.Appropriate investment appraisal of all capital expenditure projects shall be carried out by TGF taking into account such guidance as the Ministry of Finance and Civil Service Department may issue from time to time.

6.6Value for moneyThe Chief Executive is responsible for obtaining value for money in the procurement of goods and delivery of services, as set up in the strategic and Business Plans. Maintenance of standards and value for money for any work contracted and assurance of security and confidentiality is the responsibility of the Chief Executive.

6.7Internal AuditThe Chief Executive is responsible for ensuring that adequate arrangements for an internal audit service are established in accordance with the standard set by the Agency’s Accounting Manual.The Internal auditor of the ministry of Communications and Transport shall have the right of access to perform work necessary to give Independent assurance to the permanent Secretary, who shall receive Copies of all internal audit reports.

6.8External AuditThe Chief Executive shall keep books of accounts and maintain proper records of the Agency's financial transactions in accordance with commercial accounting principles and the Executive Agency Regulations. TGF is subjected to external audit by the Controller and Auditor General of the United Republic of Tanzania or any other auditor approved by him.

6.9Budgetary FlexibilitiesThe Chief Executive shall have the power which shall be exercised in accordance with Ministry of Finance guidelines, and the limits set out in the Executive Agency's (Finance Procurement and Stores) Regulations 1999.

6.9.1Capital ExpenditureAuthorize capital expenditure on individual capital projects.Transfer of resources allocated to the items on the budget from one item to another,Carry over in full to the next financial year any unspent or capital provision from the previous financial year.

6.9.2Running CostsManage all running cost allocations as a single budget;Transfer of resources allocated to one item on the budget to another;Carry over in full to the next financial year any funds under spend on running costs from previous financial year.

6.9.3Assets and LiabilitiesThe Chief Executive may:

(a)Authorize all write-offs and special payments;

(b)Authorize the disposal of assets in accordance with standing financial regulations;

(c)Authorize expenditure on information technology projects; and

(d)Authorize single source negotiated tender action for procurements.

7.Personnel Management

7.1Status and Conditions of ServiceThe TGF staff are public servants; as such their terms and conditions of service will be based upon the Executive Agencies (Personnel Management) Regulations 1999, as amended from time to time by the Ministry responsible for Civil Service and in accordance with the Executive Agencies Act, 1997.

7.2Personnel ManagementThe Chief Executive is responsible for the personnel management of Agency staff as set out in this Framework Document and the Executive Agencies Personnel Regulations, 1999 and as laid down in the labour laws of Tanzania. He is responsible for ensuring that an equal opportunities policy is formulated and implemented. Within these parameters he may introduce such changes as necessary to maximise TGFs efficiency and effectiveness.

7.3Staff ComplementIt is the responsibility of the Chief Executive to manage the affairs of the Agency efficiently and effectively; the end result in that regard being to establish and keep up to date the TGFs staff complement.

7.4Staff RelationsThe Chief Executive is responsible for staff relations within the Agency. The Chief Executive, in this regard is required to foster good staff relations as an important aid to the achievement of the Agency's objectives, and to ensure effective communication and consultation between the staff and their recognised Trade Union representatives.

7.5Health and SafetyThe Chief Executive is responsible for the health and safety of TGF staff in the working place and for complying with all relevant legislation and regulations and in this regard. He shall consult staff and their recognized Trade Union representatives on health and safety matters.

8.Review and Publication

8.1ReviewFrom time to time, but at least at intervals not exceeding three years, a review of this Document shall be undertaken by the Permanent Secretary, advised by the Ministerial Advisory Board and the Chief Executive.The Minister, Permanent Secretary or the Chief Executive may at any time propose amendments to this Framework Document in the light of the Agency's operational experience or any change of circumstance. Any such proposals for change shall be subject to consultation with the Civil Service as well as the approval of the Chief Secretary.

8.2PublicationAmendments to the order establishing TGF, including amendments to this Framework Document will be laid before Parliament in accordance with existing practice, copies of the Framework Document and further information about TGF can be obtained from.

Tanzania Government Flight (TGF),
Suite 201,
102/49 Sokoine Drive
P.O. Box 1493, Dar es Salaam.
Telephones	Chief Executive	(255) 22 2134425
	General Line:	(255) 22 2138638
	Fax:	(255) 22 2124887
	E-mail:	gfu@ud.co.tz

8.3Annexes Freedoms & Flexibilities

	Issue Area	Required Freedoms
1.	Pay, and other conditions of service	Agency to set and review and performance related appraisal system
2.	Financial Authority	Due to the nature of the high cost of aviation services, TGF will need government financial subsidies.Management team should have powers to impose financial interest for long overdue debts.
3.	Aircraft parts and equipment	There is little flexibility and freedoms in the aviation industry in procurement of aircraft parts and equipment. Parts are obtained from reputable suppliers with airworthiness certificates as per JAA-1 form or FAA form 8130.
4.	Purchasing and contractual powers.	An Internal Tender Board shall have authority to approve the purchase of goods or of services exceeding Shs. 100,000,000/= but not exceeding Shs. 500,000,000/=
5.	Major maintenance of aircraft and Insurance	The Permanent Secretary, Ministry of Communications and Transport should be responsible for Insurance and major maintenance of aircraft and for any unforeseen major breakdowns needing a lot of capital expendture.

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History of this document

17 May 2002 this version

Published in Gazette of the United Republic of Tanzania 20

Commenced

16 May 2002

Assented to

Cited documents 1

Act

Executive Agencies Act

Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002

Government Notice 193 of 2002

Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002

Collections

Executive Agencies (The Tanzanian Government Flight) (Establishment) Order, 2002

Government Notice 193 of 2002

1. Citation

2. Establishment of the TGF

3. TGF Framework Document Schedule

Schedule (Made under paragraph 5)

The Tanzania Government Flight (TGF) Frame Work Document

Ministerial foreword

Organizational Diagram-TGF

History of this document

17 May 2002 this version

16 May 2002

Related documents

Cited documents 1

Act

Documents citing this one 0