MANAGEMENT METHODOLOGY BASED ON THE COMPETENCIES IN THE ADMINISTRATION IN THE REPUBLIC OF MACEDONIA

Skopje, 29th May 2012

 

The Ministry of Information Society and Administration (MISA) introduces a new manner for the managing system based on the competencies in the public service of the Republic of Macedonia. These activities are part of undertaken obligations by the Government of the Republic of Macedonia within the frameworks of the Strategy for Reforms of the Public Administration.

 

This framework of competencies is a base for the further efforts in modernization of the administration of the Republic of Macedonia that aims to strengthen the system for control of the performance results and the behavior of inpiduals as a basis for introduction of the minimum standards for each post.

 

The preparation of the methodological framework for introduction of the system of competencies in the Republic of Macedonia commenced in September 2011. MISA formed a wide inter-resource group consisting of representatives of sections/departments for human resources management in the state service whose experience and knowledge in the processes of managing in the state administration is of an extraordinary importance for introduction of the management based on the competencies. The departments/ sectors for human resources management supported by the leaders of the institutions are the key actors in implementation of this process.

The working group discussed and analyzed a number of frameworks of competences that are applied in the member states of the European Union, as well as the integrated reports of the European Commission and the European Center for development of the professional training. There were also used specific experiences from Great Britain and Republic of Ireland, recommendations and experiences of consultants from France, as well as the experiences of other continents (South Africa and Australia).

 

On the level of international organizations, the framework of competence was elaborated from the aspect of its application within the Organization for Economy, Cooperation and Development (OECD) and the UNDP (United Nations Development Program).

 

The methodology for introduction of the system for management of administration, based on the competencies, describes the steps, manners, methods, and instruments for application of this system in the Republic of Macedonia.

 

The methodology contains the Framework of competence and indicators, as well as the procedures of processes in definition of job descriptions, proceedings in employment processes and selection, evaluation of work achievements and dealing with low performances, procedures in processes of mentorship, training and professional specialization in administration and measurement of influence.

 

“The framework of competences” is a collection of inpidual competencies and indicators that are asked from inpiduals who are already employed or who pretend to be employed in the administration.

 

This framework defines the key competences that the candidates should posses or to be developed by them as well as the employer for efficient performance of the administration in the Republic of Macedonia.

 

For the goals of this methodology, “the competencies” are defined as:

  • Knowledge, skillfulness, behavior and approaches that are needed for performance of a certain task
  • Aspects of work performances that could be observed, measured and evaluated
  • Focusing on the results of performances

The competencies direct to

    • what the employee should know
    • the capability of employee, and
    • the manner of behavior of the employee

“The indicators” are the indexes for successful realization of the competence that explain the behavior.
The business competencies and the framework of competencies refer to the post not to the personality of the employee. The employee could posses additional competencies that in certain occasions, in previous agreement with his/her superior could apply to the post. However, this will not change the content of the competencies that are needed for that post.

 

GOAL

 

The goal of the methodology for the framework of the competencies is to explain the procedures, instruments, manners and the parties involved for improvement of the employment system, measurement of performances’ results as well as the training and the inpidual development of the clerks.

 

The implementation of the Framework of Competencies in Administration will provide wider objectivity in estimation based on the evidences enclosed to the evaluation pf the employees by their employers. At the same time, it develops and valorizes the inpidual capacities and potentials of the employees and the future candidates.

 

Definition of competence and the framework of competencies in administration will enable the employee to work more efficiently, to use their potentials and to achieve their maximum results.

 

Through implementation of the Competence Framework, the institutions will be able to make selection and to employ in a more efficient manner.  The employers will be able to estimate the performances of their employees through measures based on evidences. The Competence Framework helps to identify the shortage of work capacities and thus provides the planning of training and professional development focused on the determined needs.

 

THE SPHERE OF ACTION/SCOPE

 

The Competence Framework and the Managing System are based on the competencies that refer to the whole administration in the Republic of Macedonia. Its application will cover two groups of clerks in accordance with the Administration Law:
I group – civil servant
II group – public servants, i.e., servants that administer the public service.

 

FRAMEWORK OF COMPETENCIES;

The Framework of Competencies consists of 11 competencies:

  • communication
  • learning and development
  • results achievements
  • work with others
  • orientation toward the clients
  • culture of behavior
  • management of changes
  • strategic awareness
  • management and development
  • financial management
  • Solution of problems and decision-making.

Each competition further is described though a number of indicators that define the competition in a descriptive and measuring manner. These indicators have been categorized in three levels: advanced, medium and basic.

The framework presents minimum standards and can be additionally fulfilled depending on the specific features of the organ.

 

APPLICATION OF THE COMPETENCE LEVELS IN THE STATE ADMINISTRATION

          

Concerning the state administration, the levels of competence will be applied as it follows:

  • Advanced level
  • Medium level
  • Basic level

SYSTEMATIZATION AND DESCRIPTION OF POSTS
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Beside the tasks, description of posts will contain the necessary competencies that the employees should posses as well as the manner of behavior that is expected from that position.
Namely, the existing system is based on academic knowledge without connection with guidance and managing which are necessary tools for better performances of the administration.

 

Eg. One can be a M.A., but it does not mean that you know how to achieve results, how to make decision, how to deal with changes, how to communicate with policies, how to delegate etc.
We think that these competencies in future should be developed and cultivated.

 

EMPLOYMENT STEPS;
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  1. PUBLIC ANNOUNCEMENT WITH SPECIFICATION:

Beside the existing demands for the post, such as education, work experience and skillfulness, the announce will contain a complete specification of the post with defined goals and tasks, expected results and necessary competences that the candidates should perform. In this manner, the best candidates will be attracted for that job position.

  1. JOB APPLICATION

In future, the job application beside the existing elements should contain:

    • Description of tasks and responsibilities that the candidate has performed in his previous or existing employment
    • Description of necessary competences
    • References

In this way, the candidate during the application phase should demonstrate that possesses relevant work experience and competencies for adequate post, particularly if it refers to the leading positions.

 

SELECTION PROCESS
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Within the existing system will be implemented one more mechanism for knowledge control of the candidates through implementation of test for work competences and interview based on the competencies.

Situational, analytical, and other kinds of tests will be prepared in accordance with the needs of the post. In this way, will be provided a larger focus of estimation of the capacities of candidates to show results.

 

THE EVALUATION OF THE WORK ACHIEVEMNTS AND MEASUREMENT OF PERFORMANCES
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Framework of competences provides consistent standards applicable everywhere in administration that serve at the same time as a starting point for measurement of performances and for identification in the sphere of improvement.

This system considers clearly defined goals and expected results during the working process at the beginning of the year as well as the competitions that the employees should develop; they should be observed while the results would be estimated.

 

TRAINING AND DEVELOPMENT
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It is more possible that the administration will achieve the strategic goals if the employees work consistently within the framework of the competencies. Therefore, the support of the employees to develop necessary competencies and skills is of super eminent importance for the reform of administration.
Beside the training and the professional training, the Ministry in future will develop new training forms, such as e-training, micro-training, mentorship, training through practice etc.

 

MENTORSHIP
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Within the system of competencies, the mentorship is a manner how effectively and efficiently to use the existing expertise of some employees in institutions for development of competences of others. Mentorship can be used on each level especially for the newly employed and the employed that are moved to new positions.

 

EXPECTED INFLUENCES

 

It is expected that through the introduction of the managing system based on competences to contribute to developed, highly professional and responsible administration with better performance results implementing the standardized method for operation and management.