3.

0 COORDINATING HUMAN RESOURCES AND ADMINISTRATION OF THE WATER

SCHEME

3.1 RECRUITING HUMAN RESOURCES

Purpose of the lesson (module 3)

• Are expectations after reading all the topics of the third module beneficiaries will be able to
do the following:
• to make issues of employment in the project including knowing the needs of employment,
recruitment, welcoming a new employee, during supervision issues, to find a job, employee
management tasks.
• To measure the performance of the employee, employee motivation etc.
• Receiving complaints and views of the various stakeholders of the project.
• How to provide feedback to stakeholders of the project.
• Keep and convince various records on the project.
• To know the various types of reports and submit.

In the third module will have the follow subjects:-

- Employee’s requirements in the project.

- To prepare for the responsibilities of administrators.
- To advertise vacancies in project.
- Assignment of employees article disambiguation pages.
- Hiring of an employee.
- Initial training for new employees.
- To set parameters to measure the employee under probation period.
- Jobs at probation period.
- Personal needs of an employee.
- Monthly work plan of an employee.
- Handing the duties of an employee.
- Management of work and its implementation.
- To develop criteria for measuring performance of an employee.
- Measuring the performance of an employee.
- To provide feedback to employees.
- Incentives for employees.
- System for receiving complaints and comments on the project.
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- How to work on complaints and customer feedback.
- How to give feedback to customers. Various designs of the project.
- To provide feedback to employees. Incentives for employees.
- System for receiving complaints and comments on the project.
- How to work on complaints and customer feedback.
- How to give feedback to customers. Various designs of the project.
- To make records of project.
- The use of the files including system set a record for the type of report jobs.
- To prepare various reports on the project presentation a report on the various authorities.
 The meaning of Leadership
• Leadership is a wide concept and the concept was translated by numerous scholars. Either
both of these scholars say: leadership is to show through (Mwalimu Nyerere, 1977)
• Leadership is a management science resource in the project or related Institutions. (Fayol h.
1900). Leadership is the ability to influence and manage resources in the project or the
institutions to achieve the goals set (Taylor F, 1911).
• Leadership in the authority is given to the person chosen or appointed for the purpose of
managing the resources in the project or related Institutions. (Sambili, 2017).

 The type of leadership

• Inherited leadership: this type of leadership is that which is obtained by birth and example,
Queen, etc.
• Environmental leadership: this type of leadership is that the leader makes the right issue, the
right place, at the right time with the right people.
• Leadership selection: this type of leadership is found in the president appointment in Office.
• Targeted leadership rules and procedures: this type of direction leads to the laws,
regulations, procedures and guidelines.
• Leadership of the work: this type of leadership, leading to what interests and not the
interests of the beneficiaries.
• Leadership of Providence (Charismatic): this type of leadership is those leaders with
interests and influence.
• This type of leadership tend to have very few People.

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  The ways of leadership
There are various ways of leadership in the community as follows:

• Dictatorship leader: All the decisions come from one person and instructions slow down for
action.
• The democratic leadership: This type of leadership decisions are participatory. Various
decisions of the project is conducted and implemented by decision of the multitude
• The leadership of the following laws: this type of leadership issues are derived from laws,
regulations, procedures and guidelines varied set previously.
• The leadership of the following wind: this type of various decisions depends on leadership
and comes with time, so the variable each time.

What kind of leadership fits between those mentioned above?

 Characteristics and abilities of the best leader

- Effective leader must have the following properties:
- Must be able to build solidarity, unity and unite all the people in the project.
- Must have the ability to influence the actions of others.
- Able to applaud, to warn and punish you must be able to dare to act.
- To be able to manage what they believe
 Characteristics of a leader
– Be accepted and loved.
– He cares and lead.
– To be able to perform his duties.
– Time management.
– To be frank.
– To be able to decide.
– Be faithful and righteous.

 Essential skills for leader

To be a leader you must be before the following:-

 Knowledge of individual disciplines (Conceptual experience): the leader must have the
profession, afford to direct and manage its responsibilities of leadership.

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 Communication skills (Communication experience): to represent and various stakeholders
leader must be skilled in communication if it is speaking, writing, reading, listening and the
other references (reference).
 Skills to lead (Leadership experience): the leader must have the ability to direct, manage,
regulate, warn and punish.
 Skills to decide (Decision making experience): the leader must have the ability, the courage
to decide what should be done on time and managing his decision all the time.
 The roles of project leader
Responsibilities of any leader in the project or Institution, are as follows:-

• Planning: this is the leadership role design, think, put, ideas, methods, strategies to achieve
the goals of the project.
• Assign responsibilities: this role of leadership which is about and to ensure that existing
project resources are evenly so they can work together for productivity and efficiency.
• It is an opportunity for others to experience,
• Helps to build solidarity among the workers on the project.
• The project will gain experience and new techniques.
• It is a way to develop other leaders,
Delegate functions:-
– To release all the duties and all the decisions.
– Drop all the responsibilities without a decision.
– To release the portion of the duties and decisions.
– Loss of move and release responsibilities are: Blame on anything based on the space.
– The project can be shaken.
– Lead: this is management's responsibility to make sure resources are properly so that
you can achieve its goals.
– Hire and drive: this role is observed that human resources are found and removed in
a way that is acceptable. This role is about to put resources to be productive for the
project or Institution as a whole.

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Ways of the leader to make decisions

There are various ways of making the Institution or project as follows: Leader to decide in
consultation with the official group or non-formal example.

The Group was mentioned in the structure of the project (command group),
• Professional group (task group), and custom work (poor group),
• A group expression created by friendship if age, region, language, hobbyist games, political
hobbyist (friendship group)
• These decisions must be made at a formal event such as a formal, official way to determine
group decisions are official Meetings or/and formal sessions. Meetings run apart according to
official regulations.

Systematic sessions/meetings of the project are as follows:

Be the Chairman for the session or meeting.

– Present Secretary of session/meeting notes taken (abstract).
– All members may have equal rights valid in session/meeting.
– To determine the leader himself; this path is where the leader is taking steps to make
decisions without involving any other person.

This way is a big challenge for all the blame for this leader take from his decision.
The advantage of this method is very useful for those decisions are needed in a hurry.

 To determine the leader consultation with all actors in the project:

• Here the leader makes decisions for all employees to incorporate the Institute or
project.
• This method is that the best avenue for all staff and co-ordinates treat it and owning
it.
• The problem with this method is that it takes a long time to be determined and is not
useful for issues that require rapid decisions.
• The issues to be avoided and the leader the issues to be avoided and the leader
 The leader must avoid the following issues in order to be successful:

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- Harassment: The leader must avoid the issues of abuse of practitioners and other
stakeholders in the project example imposing relationships, depriving, humiliate, insult, and
threaten.
– Exception: The leader also avoid any kind of discrimination if it is to divide the
workers on the basis of religion, age, gender, education, age, appearance, skin colour,
origin, experience, salary, etc. Corruption: corruption is an enemy of righteousness,
the leader must be avoid in any manner, examples of corruption is sex, money,
property and commodities, or friendship preferences, get to know each other,
brotherhood, belt etc. ..
– Misuse: Any kind of misuse by the leader is unrequired and should be avoided at any
cost, examples of misuse is stealing, forgery, to find a property or money, etc.

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 3.1.2 Preparing Job description
 The meaning of job description/responsibilities
The responsibilities of the job are activities eligible or required to be done by an
employee available. Job responsibilities also may be the relationship between
employer and employee.

Issues required when preparing job responsibilities:-

The name of the title expected,Position the title name being applicable to the
following items:
 The name must reflect all activities that are supposed to be done in his/her position
 Must be prepared in the language understood to avoid confusion or translation more than
one
 Must be prepared with letter cases of total 80 or below
 The work required to be done should be clear do to voice roles confusion in the respective
ranking:
– Functions of the title must be clear.
– Should be short but brief.
– It should have relation between one another.
– Job status must show the importance and the purpose of the Institution. Duties.
– Functions of the position must be directed to focusing on beliefs and behaviour of
the relevant Institutions.
– The work of rank must be attractive and convincing applicants.
– Job be enough to avoid the responsibilities that are more (a task
overload or under load).
– The job description should be in clear language.

 Characteristics of positions
Characteristic of specific positions must describe directly the following things:
• Education knowledge of required position.
• Knowledge and skills required for a position.
• Experience required for a position.

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 Important issues when preparing the roles of rank
• Payment consideration is a matter of very important when preparing the work
responsibilities.
• The responsibilities of the position prepared due to different works should be related by the
works performed by that title in order to accomplish this we must endeavour locating level
of payment.
However, this payment must be prepared properly by following the standards
mentioned below legal rules of employment and work Relations. 6. 2004
 Important issues when preparing the roles of position
• Type of contract: Looking at the functions of the type of job, is an important issue
describing how these functions will be implemented.
• Working hours: Similarly, in looking at the roles of the working hours of a worker is another
important issue for setting time (hours) of tasks will be implemented.

To prepare the responsibilities of the job has a great importance in the project or
Institution as follows:-
• Help to focus on responsibilities of executives based on the vision of the Institute/project.
• Helps planning, setting goals and ways to achieve goals including the payment
• Helps to measure the capacity of the Institute or project.
• To remove the conflict and interaction of responsibilities in the Institute or project.
• Helps to measure the performance of Executors.
• Helps eliminate conflicts at work.
• To organize professional positions: professionals who have specialised in the position they
will be in a position to prepare the relevant work responsibilities, professionals of position
can be long-term players in the relevant disciplines, practitioners of the relevant task
management, heads of The relevant institutions, teachers who teach these subjects, or
companies of the industry
 To prepare an analysis of the roles of the respective tasks, detailed reports of the work
responsibilities are found in a variety of ways as follows:
 The positions in Institutions/other project which already exist. In this prepared ongoing roles
used by Institutions/projects which will be similar with the vision and goals of the
project/Institution concerned.
 Look at the vision and goals of the respective project/Institution: it is a step in getting any
job responsibilities in the process of developing a particular job description.
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 Visit various researches related to the responsibilities of relevant work
 To connect, to reduce and add tasks to be done in line with the relevant work of the
Executors.
 Comparing the responsibilities prescribed by such position.
 Writing documents and job responsibilities to keep the structure of the Institution's staff
development/project.
 To start using the project/Institution.
• Review on the final documents and get chance to review time to time.
• The document reviewed is ready for the use of Institutions or relevant project.

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 3.1.3 Advertise vacancies
To advertise vacancies is the influence of the process to get the right person in the
job.
Or
Is the way used by the employer to find the right employee for the work involved?

 Ways to advertise vacancies

• There are various ways to advertise vacancies in the Institution or project as follows:
a. To announce through the media including;
i. Newspapers
ii. Television
iii. Radio
iv. social networks
v. various Concerts
b. Advertise in social institutions e.g. schools, colleges, churches, mosques, hospitals
etc.
c. To paste on multiple corners of streets and villages.
d. To pin on vehicles model bus, buses, airports, Advertise in various collections such
as stadiums, recreational grounds, market, various concerts, comfortable etc.
 Benefits to advertise vacancies
• Importance of announcing various positions work in different areas are:-
– Reduce the bias.
– Adds a trusted Organization or project.
– Helps to convince many applicants.
– Helps to increase the scope for competition.
– Helps for the potential mix of candidates.
– To increase the scope of the election
 Disadvantages of announcing vacancies
– Costs for the project.
– Uses time.
– Uses the resources of the project/Institution.
– If not done properly give bad image to the project/Institution.
– The community will miss an opportunity to get that position.
 The properties of the advertisement of vacancies

• Prepared in the language which is understood properly.

• The advert can be announced in known medias or ways in order to reach the target people.
• The advert should have with sufficient time to provide an opportunity for stakeholders or
people to apply.
 Steps to advertise vacancies
• Institutions/relevant project has to put clear the need for vacancies.
• Prepared in systematic.
• The advert to be placed in relevant media so as to reach people.
• The advert should be provided with enough time during the broadcast.
• Advertising. Ways:-
- To paste on notes boards.
- Radio. Newspapers.
- Television.
- Social networks.
• All applications allowed.
• Screening can take place if there is the need for screening.
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• New list be provided after screening.
• Asking for interviews.
• Interviews can take place.

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 3.1.4 Doing interviews for vacancies
Means to measure the power of knowledge, skills, experience and attitude of a
number of vacancies
if they have power in accordance with the requirements set out earlier.
This is the action taken by the employer to evaluate candidates for vacancies to find
an employee who fits with the goals set earlier
 Types of interviews for vacancies
• Phone interviews: is one of criteria that you use the telephone interviewing the
applicant at work place. Interviewer calls the candidate and makes him an interview by
asking in any way depending on the need. Used when the candidate or organization has
no chance to meet face to face.
• Total Interviews: Is that interviewer finish up the various questions of the candidate
general example of why you want to work with this project? You have the knowledge,
skills, experience and work? Why do you think you are suitable for this position? You
will do this project?
• Interviews of face to face: this type of interviews is that interviewer and candidate are face
to face.
• Interviews of session (Panel): A group of style session and makes the face-to-face
interviews.
• Interviews of a group (group): Group examiner meets face to face with a group of
candidates; Starts discussion when candidates make a presentation and examiner look the
ability candidates.

 The Sequential Interview

These types of interviews are face-to-face and query the variable time after time
depending on what is measured. The candidates must be careful with the answers to
one question for constant.
 Interviews to get a meal together: this is the kind of face-to-face interviews in which
interviewer finds a break to get food with the candidates and make them interviews.

 Competency Based Interviews

Type of interviews based on work competency.

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  Interviews of different workspace (Portfolio Based) this type of interviews other
candidates prepare a collection of various tasks associated with them and present them for
interviews
 The importance of interviews of vacancies
• Interviews are an opportunity for bonding between employer and employee.
• Provides an opportunity for the employer to evaluate the potential of different applicants,
including:
 Knowledge.
 Skills. Experience.
 Behaviour.
• Provides an opportunity to compare the ability of the various applicants.
Gives opportunities employer/project/Institution to choose the suitable applicant

 Preparation of an interview
• To prepare enterviewers.
• Provide enough information to all applicants in a variety of ways including:
• Inform by mail.
• To send a short message.
• Calling them.
• To inform their sponsors.
• Preparing parts and all throughout the exercise requirements of interviews.

• Organizing and providing the entire practice schedule of interviews by both sides.
• Capacity building they examiner to conduct an exercise with equity and justice.
• To provide all candidates with the examiner if it is expensive work.

 Important things to be observed by assessor to candidates

• Confidence of the applicant.
• Awareness of the applicant on the project or related Institutions.
• Handsome appearance and the applicant for clothing.
• The tradition of the applicant in receiving and answering questions of Diligence and care of
the applicant.
• The power and influence of the applicant.
• Attention of the applicant.

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• Diligence and accuracy of responses to the applicant

 Steps to prepare for an interviews

• Indicate open positions.
• Advertise open positions.
• Prepare questions to ask.
• Inform all participants of the interviews.
• Make all preparations of the whole exercise of interviews including location, different
needs.
• Practice of interviews.

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 3.1.5 Hire an employee
Hiring a legal action is to give the opportunity for the individual service used in
project or certain Institutions.
It is a legal process to provide employment opportunities for someone used to a
certain position in a project or in a particular Institution.
 Contract of employment
The contract of employment is a voluntary agreement between the two parties, i.e.
the employer on the one hand to demonstrate interest and recruitment and employee
and on the other to show interested and accepted the job. The contract of
employment must be a document literally by all parties have equal rights to close the
Convention

 The parties in the contract of employment

• The meaning of the word '' Employee '' as a side in the contract of employment is a person
who has entered into a contract of employment or enter into any other agreement which:
– The person responsible for doing the work alone, on behalf of the other in any
agreement On any other
– client or relatives not possess any business or activity that by a person or any
Activity carried out by this person.
The meaning of the term '' Employer '' if the other side in the contract of employment
is a person or Government institution or private institution or agency of the
Government that her employee
 Types of employment
• According to the law of the employment and workplace relations number 6 of 2004, the
types of jobs are available three (3):
 Employment with time.
 Part-time employment for walks of experts and leaders.
 Employment of special tasks.
 The requirements of the contract of employment
• You must have two or more sides (parties) is limited to the contract (Offer).
• The intention of the parties agreement library (Acceptance).
• Something of value that holds the contract (consideration).
• Voluntary (Free consent).
• The ability of parties to enter into a contract (mutual intend to bound):
according to the rules of employment and relationship work, the contract is not also
by a person under normal, normal age for Tanzania is eighteen years (18), coercion,
threats , citizen, is also not allowed in the contract

 Contained in a contract of employment

• Name and address of employer.
• Name and address of the employee.
• The type of contract.
• Start date and ends on the library.
• The period of observation.
• Area/workstation.
• The place of employment.
• Hours of work.
• Salary and its development.
• Other interests.
• The right Vacation.
• The duties of an employee.
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• Treatment.
• Legal deductions.
• The social security fund.
• Right after retirement.
• How to terminate a contract.
 Stop from jobs
• An employee will be breaking the law if he would do the following:
– To employ a child (a person under 18 years).
– To provide employers with the necessary or mandatory. Jobs for the one in it: colour,
nationality, tribe, community, political orientation, religion, pregnancy, disability,
HIV/AIDS, age, sex etc.

 Work time
• Employment law and occupational relations number 6, 2004 is clearly stated to be workers
who manage and lead other staff on behalf of the employer, or employee who reports
directly to the senior leader, responsible for the standard work hours.
• The normal working hours for staff workers is the nine (9) hours per day and at forty-five
(45) per week.
• The normal days of work are six (6). Considering the limited at forty-five (45) per week, it
is clear that if an employee works saa9 a day will work for only five days. In addition he
works eight hours a day is going to do a work for six days of the week. If an employee who
works for saa9 will work for six days at the six days are counted as additional time is.
• Additional hours will be done in compliance. The basis of agreement does not increased
additional hours more than three (3) hours per day and 50 in weekly rotation.
• Employee will do additional work should be paid a salary of 1.5 hour per additional hour
was working.
• Employee shall work on holiday he will qualify to earn twice his salary at the time was
working on holidays.
For agreement , a worker may work for saa12 per day without paid payment of
addition hours provided that this worker never work more than 45 hours per week,
and no more than 5 days a week and not more than 10 hours per week
• Night work are those tasks done after a full two hours before the night at 12 am.
• It is not permissible for an employer to call the following staff working for the night:
– A maternal who are retaining two months.
– Parents who have completed just two months after giving birth.
– Children aged under five and ten years.
• employee anyone with proof of a doctor that he cannot work at night. worker one night is
entitled to the allowances paid 5% of his basic salary for each hour an hour per day which
works at night.
• The employer must give the employee a break of at least saa12 series between the time she
finished work and beginning to work the next day, this time can be reduced to saa8 by
written agreement in which the employee will receive 3 hours of rest between the hours of
common tasks or if the employee lives in places of work.
• An employer must give an employee a break of saa24 series day of the weekend and the
start of another week.
• If an employee has worked on holidays the employer must pay twice his salary for the
hours worked.
• The employer must give the employee 60 minute series for getting food where the
employee works for the saa5 series.
 Workers ' rights
• Starting/opening a branch of the workers ' Party work area.
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• The right to elect and to be elected in their party workers.
• Represented by the Association of workers in the various activities.
• Participation in the strike was fact
• To participate in the strike of the high.
• The right to be given offices and confiscated by the employer for the workers ' Party.
• Right to vacation with pay of leaders of the Association of employees.
• To enter into the contract quality of employees in workplaces.
• Right to enter into contracts of engagement in the work of the employer (workers '
councils).
• The right to guarantee the safety of the work.
• The right to education on the interest and responsibilities in their workplaces.
• The right to stop work in accordance with the law.
• The right to access to clean water and safe work area.

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 To Hand Over Responsibilities
To hand over responsibilities is a requirement for the contractual employer to pass
relevant responsibilities to employee.
• Line number 14 of employment and workplace relations act of 2004 , the contract of
employment will be three types only
 No duration contract (permanent and pensionable contract).
 Contract time for professionals and leaders (specified time contract).
 Contract for work (job specific contract).

 How to assign the responsibilities

According to the law and Employment Relations at work number 6. 2004. This law
directed the employer to give jobs to implement an employee, in a contract of
employment must be mentioned responsibilities to be performed with the relevant
employee. However, both sides must be agreed these obligations and other
contractual requirements for both complete and possess the relevant contract.

 The type of contract of employment

The permanent and pensionable contract;
This agreement often ends with voluntary employee when he reached age 55 (fifty-
five). However, this contract can be ended by force when an employee reaches age
60 (sixty).
The contract of this type sometimes can expire in different ways including:
 The death of an employee.
 The project/Institution to fail to exist.
 Retirement for the disease.
 Disability of failing to perform the duties.
 An interruption of employment from either side.
 Expelled or dismissed by an employee.
 An employee leaving a job with his consent.

 Contract time for professionals and leaders (specified time contract):

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  The specific time is a contract of employment which clearly mention the time period
begins and ends.
 However, this Convention is about only those people possessing a leadership or
Expertise. This type of contract can be where his needs must.

 An employee leaving a job with his consent

 Specific job contract
• Contract specific work is a contract of employment which put the parties agreement to refer
to the relevant work.
• If the work is completed will be declared that the contract is over. This type of agreement
you can analyse various works will for the rights and responsibilities of all parties will be
clear in the specific agreement.

• Any contract of employment by an employee must be in writing if the contract States that
the employee will work outside the United Republic of Tanzania.

 Benefits of handing responsibility for employee

• There are several advantages to give an employee his responsibilities as follows:
 it would facilitate the work of the management in the project/Institution.
 Helps to simplify the exercise to evaluate the performance of the project/Institution and an
employee.
 Help to make improvements and alterations in the project.
 Helps to develop project planning and strategies.
 Helps the employee to evaluate him/her self

 Ways to manage at work place

In every project or task is governed by focusing on project objectives and
responsibilities of the employee concerned.
• To ensure that every employee has handed over its responsibilities.
• To make sure every employee has only one administrator at the desktop.
• To ensure there are in charge of different levels.
• The process of training and seminars to remind the responsibilities and tasks of each
employee.

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 • Providing payment for Justice or the punishment for the level of performance of
each employee.
• Provide instructions for how to perform the work and the work itself.
• To provide incentives for employees to improve and enhance the performance of the
work.
• Information and communication transfer to follow the sequence in the project-
official statements from top to bottom.
• Reports from the ground up.
• To provide accurate information to workers in the formal system for a while.

 Ways to engage employees

Involvement of employees in the workplace and making of project or Organization

can be made through the following official:
 To inform employee individually.
 Involving staff in their work groups such as departments, units, social unity, economic.
 Involving employees in planning sessions and meetings.
 Laying a network of software system

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  To provide incentives for employees
To provide incentives for employees is to raise morale and performance of the
employee or the Institute.

 The meaning of motivation

• Incentive payments or additional services provided by the employer to the employee for the
purpose of considering, valuing and recognizing his contribution in the project or related
institutions.
• Motivation is anything extra is given by an employer to an employee for the purpose of
increasing the performance of its tasks.
• Motivation is anything extra out of his interests is provided by an employer to an employee

 Types of employee motivation

• There are various types of employee motivation which is provided by the employer to the
employee with the aim to increase the morale of the performance of the work. Either type of
motivation are divided into three main categories as follows:-
i. Tangible Incentives.
ii. Motivation.
iii. Motivation participator

 Motivation is tangible-
Motivation which is tangible incentives offered by the employer valued directly by
an employee instance the employer portion of employee to allocate benefits available
including incentives for employees, the employer to increase the minimum wage if it
is motivated, employer allowances out of the interests and rights of the whole
employee, employer services range work place health, medical, communications,
food, working conditions, raising the title etc.
 Motivation
This kind of motivation is that the employer provides an incentive and direct value to
the employee example employee to give letters to identify best performance, best
certificate, performance Medal awarded when an employee appears to be best for
some time

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 Participator motivation is that incentives offered by an employer and values directly
to an employee if it is part of the contribution of the employee example employer to
advertise in any way employee on his performance, the employer to thank employees
for their contribution to the project or Institution etc.
 The benefits of providing incentives for staff

There are various benefits of employer to provide incentives for the employee as
follows:
– It is a weapon to preserve and strengthen the unity and solidarity among workers is carried
out according to its objectives.
– It is a weapon of accountability in the project or related Institutions.
– Lifts the morale of the performance has been carried out according to its objectives.
– You can influence and attract institutional/other projects

– If done properly it helps boost morale of staff working on the project/Institution

concerned.
– If done properly enhances the competitiveness of the implementation of the tasks in
the project/Institution concerned.
– If done properly enhances the productivity and efficiency of work places.
 The loss of providing incentives for staff
• If incentives would be provided for the wrong kind of bias and discrimination the following
may occur in the project/Institution:
 Can low morale efficiency.
 Creates hatred and discrimination at place
 Adds the tendency of leaving work for employees.
 Reduce the productivity and efficiency of the project/institution concerned.
 Reduces profit by killing the project/Institution.

 Ways to provide incentives for employees

There are several ways to motivate employees to identify their performance on the
job as follows:
To identify, care for and value employees give them contracts with productivity and
interest and is consistent with the time.

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To provide performance information, revenue, expenditure and surplus was available
to provide various allowances based on reality

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 3.2 ORIENTING AND TRAINING HUMAN RESOURCES
 The meaning of standard labour force in the project
Labour force in the project:
Is (active) work or who need to work in order to run the project? Or can be
interpreted as the number of employees expected presence in running the project.
Or task force is the number of people required to achieve project objectives
 The Task Force:
End of this feature every Member will be able to know how to find the number of
people as labour force required in the project or in the relevant Institutions
 Ways to measure the number of people at project work

There are various ways of measuring the number of people at work as follows:
• Make the Census: Is done by counting exercise one after another in the project while
inserting people at project done.
• This way is not real because makes estimates after receiving answers to the real in large
part.
• Estimate by looking at several things, including a census in the past, employment rates,
impressions:
• This is use of technical methods to check the increasing responsibilities in past years and get
the number for now. This way it's not unrealistic that makes estimates.

 Five steps necessary which institution or new project you can use to get number of
people required:
i. To incorporate the requirements of the tasks in the project.
ii. Analyse relevant functions
iii. To divide responsibilities for relevant planning of labour force.

 The labour force in water project

In water project you can work according to the following work actors needed:
 Sponsors of projects: They are accountable to do their duties to help various aids for
organizations to help handling of these projects. Have the right to question the performance.

24
 Government officials who will be responsible for helping the various actors of the project.
They are not involved in the daily activities of the project, but they will be held accountable
to criticize, provide donations to build projects
 Project Manager: This will be a project spokesman and all the other actors will be reporting
to him.
 Project Manager Assistant: This will be the project assistant spokesman and all the other
actors will be reporting to him.
 Accounting Project: he'll be responsible for receiving and making payments to all of the
project, will organize programs and various financial information on project
 Project: procurement officer will be responsible for conducting and managing all processes
of project procurement.

3.1.2 Planning and implementation responsibilities for employee

To organize and carry out the duties of the employee is the action of planting an
employee to make
the direction of the project or related Institutions.
The employer has a duty to give responsibility to the employee on the one hand and
the employee has a duty to enforce such obligations at a rate which is classified.
Plans of what should be done, where it happened and who to make it the
responsibility of the employer to identify and expose the employee.

 Working hours
• The employer is obliged to arrange working hours but no more than 9 hours per day or 45
hours per week and it all be done within six (6) days of the week.
• If working hours are exceeded any time mentioned above shall be taken to be the extra hours
but clear that it is prohibited for an employer to allow an employee to work for 12 hours a
day.

 The rest of the week

• We must let the employer plans to give an employee who worked the series at 5 (five)
minutes break 60 (sixty)-s. Na.23 (1) the law of employment And work relations. 6. 2004.
• The employer shall allow the employee to relax at 12 series between time to start work
again.

25
• Weekly rest of at least 24 hours of the last day of work in a week and the first day of next
week.

 Various holiday
• Must employer put into the planning process for holidays an employee as following
• Holiday of the year.
• Emergency vacation.
• Vacation of the disease.
• Vacation.
• Vacation for workers
• Free vacation.

3.2.2 Setting criteria for testing employee in probation period

Employee testing criteria are prepared based on his responsibilities to determining
whether he has reached the required standards.

• Developing criteria to measure the employee in probation period is the Act of setting
criteria for evaluating the level of performance of employee who served in probation period.
 Importance of setting criteria for testing
- To support and facilitate employee testing exercise.
- Displays the areas of the respective employee testing.
- It helps to be a witness in the case Institute builds confidence.
- Removes complaints and injustice.
- Give the Institutions confidence.
- Helps to facilitate change.
- Institution or relevant project will be trusted by the various stakeholders.
 Criteria for measuring employee in probation period
• Criteria for measuring an employee who is in a period of probation is variable from one
project with another project and also due to the type of work the employee performs.
However, there are issues of security as follows:
• The ability of an employee to the insertion point in the relevant position objectives including
measuring skills, knowledge and experience.

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  The perfection of work.
• Accuracy in the work.
• Level of management.
• Integrity.
• Honesty.
• Set goals that are accessible by the character and conduct of the employee
concerned, if they comply with the requirements of the relevant project;
• Matching employee's history and reality.
• Check uncontrived behaviour including theft, violence, alcohol abuse, and
other.
• . Measuring collaboration between this worker and fellow employees as part
of a performance.

3.2.4 New employment training

The initial training deserve to a new servant in a project to identify the
responsibilities and limits the time.
These training opportunities, however, are used in identifying this servant to the
project or Institution and colleagues

 Types of new jobs training

New employment training is provided to new staff at work who enters on duty.
Tutorial exist for the
following types:-
• Seminars/training workshops on various aspects of the work.
• Training through regular information about the work of the project/institution concerned
from any employee or leader.
• Training through visits
• To visit different areas of the project to see tasks performed by the project/Institution
concerned.
• To visit and to reason with other employees to testify how they perform their daily work.
 Important topics during the training of new jobs

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 – New employee identification with the project/Institution: new staff get a chance to
know other staff of the project/Institution concerned.
– Purpose of seminar of the project/Institution: new employees get the opportunity to
know the project/Institution on matters as important as follows:
– The purpose of the project.
– The objectives of the project organisation.
– Organisation project plans etc..
– Training on the rules and regulations of work: new employees will receive training
on the rules and procedures of the work. This will eliminate the conflicts for
workers, will be in a position to know what to do and what not to do.
– The obligations, rights and interests of workers in the work area
– New team know what they need to do and what they should get.
– Training make an employee to know the functions of their positions.

 Measurement of training requirements

Measuring the demand for training is the Action of testing requirements for staff.
Requirement of complete training for an employee depends on incapacity of
employee in different fields including his intellectual abilities, skills, experience,
conduct and character
• Theoretical knowledge to know and understand the situation, information that
someone lack in a certain profession.
• Knowledge refers to the same concept as the truth, faith and witness. It also refers to
methods of production of knowledge, and also about the various claims of
knowledge.
• If an employee will show the scarce in terms of his knowledge, consistent training
will be developed to allow this employee to improve knowledge work.
• Skill is the ability to act or State of holding or enforcement issue for eloquence. We
gain knowledge from our knowledge or through being taught, to watch, to identify,
compare and reflect what we see and learn.
• This also if this employee will show limitations in terms of skills, training to increase
his skills will be developed and given to enable him to afford his work.

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2.1 To measure the performance of the employee's in probation period
• Is the State or action of examining the performance of a new employee in probation period
 The probation period
Is established by employer to examine the employee knowledge, behaviours and
abilities in the following:
 Knowledge of his work.
 His skills on the job.
 His work experience.
 His behaviour at work.
 Usually work supervision periods depend on the type of contract and the relevant work:
- More than a year: Those position which is more than a year the employer and
employee agree to organise a period of observation. Six months or year is
appropriate.
- Six months: for those positions that his evaluation is from less than half a year, a
period of observation of six months is appropriate.
- Less than six months: for those tasks that his assessment is less, the employer and
employee may agree on the time of observation.
- If the period of observation has been passed and no successful performance done, other
three-month period is increased.
However, after that period this agreement may be suspended in accordance with the
law

 The importance of providing the probation period

• It helps both parties to know the working conditions.
• To examine the benefits of proceeding or not proceeding with the contract.
• Avoid employer to hire incapable employee.
• Avoid employee recruitment without satisfaction.
• It helps to learn a task for an employee.

 How to break a contract of supervision

• All employees who are in the period of six months (6) probation, a mechanism to let you
work will be provided by guidance.
• Conditions of probation are clear known to work before employee. An employee gets a
spacious work freely at all if work.
• If the employer is not ok with the performance of an employee, the employer shall notify the
employee of dissatisfaction.
• An employee shall be given an opportunity to respond to the doubts of the employer.
• An employee is entitled to be represented in the process referral to the staff association
representative.
• An employee shall be granted sufficient time to increase efficiency, if he will be unable to
do so, legal procedures shall be followed.

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 3.3 PREPARING WORK SCHEDULE FOR THE WATER SCHEME
3.3.1 Determining plan of activities
 Work plan
Work plan is a document that shows project activities were planned to be made in
the period
referred to clear. Work plan can be developed for any stage of the project. This
shows what should
be done (tasks of the project) and for what period (duration of work involved).

 Types of project plan

• The overall work plan: this plan prepared to carry all project activities from when it started
until you finish.
• Work plan of the part/interval: This plan explain only a part or certain periods of the project
work plan example you mention the respective period one year, six months, one week,
month etc.
• Individual employee work plans: this plan describes what he must do some employee in a
certain period of time.

 Monthly work plan

• Monthly work plan is a plan of development of project work over a period of one month.
• This work plan focuses on what should be done in the one month period.
• Work plan of the month shows who is also supposed to enforce these expectation

 The importance of the work plan

• Show organised schedule of work for the session.
• Remind the responsibility for what was agreed.
• Helps prevent forgotten work.
• Adds accountability.
• Helps the project evaluation.
• Helps to measure performance by the actors.
• It helps to know the faults and correct.

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 Development of the work plan
Example:-

S/n Activities Time (Months)

1 2 3 4 5

1 To assign various works in the xxx xxx xxx xxx x

project depending on resources.
2 Supervision execution of works. xxxx

3 Meeting with various stake holders xxxx

4 To make staff training xxxx

5 Launching of new water point built. x

6 Measuring the performance of staff xxxx

7 Paying executors of project xxx

8 Conducting meeting with customers xxxx

and stakeholders
9 Conducting staff meeting xxx
x
10 To attend COWSO meetings

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 3.4 CONDUCTING STAFF PERFORMANCE APPRAISAL
3.4.1 Preparing check list of measuring the performance of work by an
employee
Preparing check list for measuring the performance of work for an employee is
essential for project or relevant Institution.
• Check list measuring function:- is a list of things or items for which will be used to measure
the performance of the employee concerned.
• Check list measuring function: displays the weight standard for measuring the performance
of the employee concerned. It displays also the sum of the scores he had acquired the
relevant employee

 Advantages of check list

• Check list for measuring performance helps to identify areas or issues required to be seen on
the performance of the employee concerned.
• It helps the project or Institution to evaluate if lost the objectives or targets.
It helps to know the limitations and different needs of workers on their daily
performance.
• It measures the employees if increased effort of functionality.
• It helps to know the ability of the workers one by one or in groups.
• Helps to determine the efficient of project.
• Check list removes bias and oppression
• It will help the project or Organization in planning and strategies to achieve the goals they
have set.

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• Helps the project having correct usage according to plans by reducing the use of example to
hire, reducing the staff etc.
• If done properly will increase the morale and performance of the relevant employee.
• Helps the project or Institution to criticize from the less developed emerging practice of
evaluation.
• Helps various decisions including the raising, lowering or institutions in the project titles
 Types of check list
• Check list of measuring the performance of the work in a project or Institution exists found
in various types depending on the needs and goals of the Institute/project, but often prepared
in the following types:
 head of employee work: This type of measuring employee, Chief of staff the region makes
the evaluation of measuring employee by using a special form that displays tasks that have
to be done with the levels of implementation of each feature
 Employee's self-check: employee receives points (check list) which is in specific form that
the employee fill himself showing works that have been done during the period of its
implementation. This is the way it wants greater oversight and intimate, for it may distort
the truth of reality due to employee dishonesty.
 External Auditors:
– Auditors external comes to check the performance of the employee's
work by using check list (special form). This special form to which
auditors who must be special and experts in the industry comes to
evaluate by testing the performance of the employee or employees
concerned.
This method use a specialist of industry to take chance to measure the performance
of the employee concerned in the relevant project/Institution.
– Employee agree to be evaluated:
– The agreement shall be governed by the nature of the tasks performed and not
otherwise.

 Things that can affect the development of check list

• Character and distorted perceptions.
• A lack of funds.
• Lack of time.
• Lack of professional standards.

33
• Lack of supervision.
• Joke

 Things that examine the performance of an employee

• The practice of examining the performance of an employee in the project/Institution is done
in six months or one year. In addition as already described earlier this may be prepared
according to the type of evaluation of works required to be done.
 Must every employee advice to be involved in each step of this exercise.
– The criteria and standards of evaluation must be prepared in advance and be made
obvious before the exercise itself.
– The criteria and standards of evaluation must be prepared in simple language that is
understood.
– The employee should be given a chance to discuss the criteria and standards of
evaluation.
– Answers and questions for an assessment be consistent with reality.
– During the evaluation no corruption or favour allowed to the entire evaluation
exercise.
– Any changes resulting from this exercise have to be clear.

Example: Check list of performance

S/n Item to Very Good Avera Poor suggest

measure good ge ion

A B C D F

1 Skills

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2 Ability of work

3 Quality of
work
4 Collaboration
with other staff
5 Behavior at
workplace
6 Creativity at
work
7 Punctuality

8 Communicatio
n at work
9 Integrity

10 Self motivation

3.5 MAINTAINING RELATIONSHIP WITH CUSTOMERS

3.5.1 Development of systems for receiving complaints and comments

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• Development of systems for receiving complaints and comments is the Action of preparing
and keeping the systems/methods of receiving complaints and opinions varied on the
project/Institution concerned.

 Meaning: Complaints on the project/Institution is the state of one person or a group of

people within the project/institution who doesn’t appreciate or satisfy on the service
provided.
• Systems to receive complaints and provide feedback
In institutions or any project there are good systems for receiving complaints and
offer suggestions to improve the services they offer. These systems may be as
follows:
– Suggestion box for an instant and give solutions and comment
– Desk to receive complaints and provide feedback to the Office of complaints and
comment
– Site or Web site for obtaining the complaint and comment
– Institution prepares a box and put a clear chance so customers have to offer and to
present their complaints and provide feedback.
– Complaints and comments which is introduced through this box, a Committee
formed by project management team together, opens the box on the session which
scheduled to take complaints and opinions to the institution or project to work on.
– Desk to receive complaints and to offer comments: project or Institution imposes a
special desk to receive complaints and comments are put in a system of the
customer service.
– This desk locate the specialist to receive issues of clients and to provide appropriate
solutions to customers with direct clients in the right places to find these solutions.
– This desk leads complaints and comments made to the relevant for the purpose of
improvement.
– A special Office of complaint and comment: the project or institution puts special
offices to receive complaints and comments through system of the customer.
– The office employs a specialist to receiving issues of customer and provide
appropriate solutions to customers and direct customers to the correct section to find
these solutions.

36
 The advantage of establishing the system of obtaining complaints and comments. There are
varies of benefits of obtaining comments and complaints from customers as follows:
 Institution or project produces due to customers.
 Institution can be in a position to adapt and modify goals they have set.
 Through improvement of comment and suggestion done the organization
increase reliability to customers

 Disadvantages of system of receiving complaints and comments

 It cost the institution
 Uses the time
 Reduce if not remove the various disputes although sometime may not be solved
properly eventually cause hatred.
 Feedback to customers
Provide feedback back to customers is the action to report on responses to the
implementation of the issue considered in the relevant project.
 Types of feedback back
i. One-to-one individual feedback
This type of feedback the officer gives his feedback on one client at a time. This type
of feedback is described that is the kind of feedback that is easily measured. It is
considered to be the best way to give feedback is acceptable compared with other
ii. Informal feedback
 This type of feedback is not so formal feedback provider and receiverof feedback get
informed in informal way. Informal feedback is not any way presented in any manner nor
any formal system.

iii. Self-evaluation feedback

• This type of feedback, provider gives customer feedback and at the end evaluate if she/he
has reached what the standards should be achieved by giving him feedback.
iv. Generic feedback
Feedback of this kind normally is provided generally by a group at the same time.
This kind of feedback is very difficult to examine its effectiveness due to failure to
reach all the people in the relevant group.
37
v. Peer feedback
vi. This kind of feedback, feedback provider provides for small group of clients. Provider
invites customers and providing feedback for various groups of customers. These groups
can be created in such a way as follows:
- Participants
- Customer of certain goods
- Age or gender etc.

vii. Feedback channels

viii. Written feedback
Feedback in writing is presented to the target clients. This method provides an
opportunity to get reliable feedback it can be by means of words or written text.

ix. Oral feedback

Feedback by discussion is another way to submit feedback to beneficiaries. This
method
Provides an opportunity to talk and provider given feedback by listening.
x. Seminar discussion
Feedback through lectures and discussions provide opportunities for customers to
ask questions and answers.
 In the project or Institution, providing customer feedback is very important and there
reasons as follows:
- To increase unity and solidarity at workplace
- Enhances Trust and caring among the staff.
- Removes the complaints and non-contention.
- Expand the scope of ideas from various customers
- Increase confidence and trust among customers.
- Gives customers the opportunity to have awareness of the project/Institution
- Reduces questions for various response argument provided regularly.

38
 How to give feedback
• If you do not have precise information about the feedback don’t give out feedback.
• Have ideas to build instead of judging
• Feedback be reality directly rather than as a whole.
• Feedback focuses argument and not a person.
• Feedback should be in comparison to the negative and positive aspects.
• Feedback should be not very long receiver may be tired.
 Issues to consider when providing feedback ;-
i. Provide feedback clearly explain the reasons for his feedback before.
ii. Explain clearly the content of its feedback on known language.
iii. After providing content of feedback explains clearly his personal thoughts on feedback.
iv. Provider gives opportunity for recipient to ask for feedback and give the correct
answers.

3.6 MAINTAINING WATER SCHEME RECORDS

3.6.1 Identifying different records for the scheme
The action of keeping all relevant project or institution information.

39
 Category of record system
Depends on the type of activity as following-
- Public service systems,
- Treatment System,
- Repayment of wages system,
- Workers ' sports system,
.
a. Composition of service systems,
This is a system set up by the organization or project for providing a variety of
procedures and rules to implement the issues of the service; grades of employees are
identified in the project or Institution such as who reports to whom, upgrading, and
changing of grades, different levels of salaries in the project or Institution.
b. The system of health and treatment,
This is a system set up by the organization or project for providing a variety of
procedures and rules to implement the issue of health and treatment in the relevant
Institution or if the project is to provide interpretations of who is required for
treatment, type of treatment, slowly getting appeal, health and safety at work etc.
c. The system of the payment of wages
This is a system set up by the organization or project for providing a variety of
procedures and rules to implement the issue of paying salaries in respective
Institution or project, who she deserves to get what, and the annual increments,
salary changes and time etc.

d. The system of the sports staff,

This is a system set up by the Organization or project for providing a variety of
procedures and rules to implement the issue of the sports etc.

 The benefits of having formal system on the project/institution

• There are various benefits of having formal systems in the project/Institution as follows:
 Helps to build and strengthen unity and solidarity to be treated fairly.
 Removes discrimination and preference for employees will be given a chance for Justice and
equality

40
  Adds the project/Institution to be trusted; surrounding communities build trustfully
project for their actions is the same as described.
 Employees are devoted to the project and increase trusted system.
 Helps to eliminate conflicts between employees and employer because performs
equality and justice.

 The loss of structures in the project

• It is expensive to develop.
• Use time to prepare.
• It is difficult to carry the ideas of all employees.
• Prefer workers from categorization in the project function model

 How to prepare a structure

• The preparation and modification must involve the participation of employer and workers
through their association to develop or improve operation system of a project or
organization. For those institutions/project which is a new structure, formation process
differs from those organizations or projects which are old.
 How to prepare a structure for Institutions or new project
• New institutions often prepares any formal system by focusing on several things as follows:
 Focus other Institutions or other projects that match their system or design.
 Use their expertise in preparing their structure if no uses means of capacity building on
knowledge skills and experience.
 Use of outside experts to prepare their structure
 Preparing bids and advertise to find experts on various structures required in the project or
related Institutions.
 Help to set out the relevant ministries for example now used the President's Office.

3.6.1 To updating the various records

41
 To update the various records is to improve information to the record system of the
project regularly to comply with a time
The meaning of record
• The record is a statement of project or organization. Posting a record of events in the project
or Institution it is necessary to be maintained.

 The importance of keeping records

Retention of records of events in a project or Organization is necessary for the
following reasons
- Comparison: records of project or Institution helps make comparisons of roles past, present
and future.
- Preparing report: records of project or Institution helps make project reports or institutional.
- Preparing estimates: records of the project or the institutions helps to make estimates of
income and expenditure.
- To make modifications, changes and improvements.
- Decision: the minutes of the project or Institution helps making a wide range of project or
organization.
- Survey: records of the project or the institutions helps to make the investigation of various
events in the project or related Institutions.

 Ways of recording
• There are various ways of keeping records of project or institution as follows
- Local Path: this is one way of keeping records of institutions by keeping the files of the file
image events, donations, purchases, sales and partners files diverse including students,
workers, bidders, departments, units, committees, etc.
o The benefits of using traditional way to record is as follows:
- It does not require using possess.
- It does not require any storage costs and to keep it.
- It does not require constant updating.

o Disadvantage of record keeping locally:-

 Uses a long time.
 It is difficult to communicate to report.
 You don't need space to store.
 Difficult to edit.
 It is a difficult time for the handover ceremony.
o Professional way: this method of recording in the project or Organization is to
develop a Web site, program storage memory. This method has various advantages
as follows:-
- Makes it work easier.
- They save time.
- It's easy to communicate to report.
- Does not require storage space.
- You can easily modify (edit).
- It's easy to hand.
o Disadvantages of using technical means to record follows:-
 costs for the project.
 It will be used by everyone.
 It will need the expertise to use.
 Need to be updated every time.
 It is attacked by the virus.
42
MODULE: 3 COORDINATING HUMAN RESOURCES AND
ADMINISTRATION OF THE WATER SCHEME
TRAINING FOR MANAGERS OF WATER SCHEMES
43
 CLASS TEST 2:
TIME : 1 HOUR
INSTRUCTIONS:
 This work contains three (3) questions.
 Attempt question 3 must and any other one from the list.
 Vivid example and brief details contain higher score
First question:
Management leadership of water project in the districts of the Dodoma Region
especially chamwino and Kongwa is the heart of the project, discuss.
The second question
in accordance with the law of employment relationships on the job 6 of 2004,
employment contracts is of three types, by focusing on the context of the water
projects in Kongwa and Chamwino district, what type of contracts of employment
which comply the circumstances and Why?
The third question.
Briefly with examples explain the importance of keeping records

MODULE: 3 COORDINATING HUMAN RESOURCES AND

ADMINISTRATION OF THE WATER SCHEME
TRAINING FOR MANAGERS OF WATER SCHEMES
CLASS TEST 1: INSTRUCTIONS
TIME : 1 HOUR
 This work contains three (3) questions.
 Attempt second question as compulsory and choose any two question from list
 Brief details and examples give higher score.

1. Describe the following in making decisions of the project.

a. Explain the meaning of leadership.
b. Specify the type of leadership.
c. Point out the ways of making decisions.

2. That employment contracts are of three types according to the rules of employment and
work relations in 2004:-
a. What is the meaning of a contract of employment?
b. Specify the types of employment contracts.
c. Explain important issues that carry any contract.
d. Point out the important items included in the contract of employment.

3. Some Holidays are a matter of law for the employee is necessary, discuss.
4. As your water project manager in one of the village in Chamwino, explain how will you
provide incentives for employees or less.
5. A customer may submit complains and comments on the project, explain ways to bring back
the feedback of these opinions and complains received from employees/customers.

44
 TRAINING FOR MANAGERS OF WATER SCHEMES
FINAL EXAMINATION: INSTRUCTIONS
TIME: 1 HOUR
ANSWERS ALL QUESTION
1. a). What is the meaning of record keeping
b). Explain ways of record keeping

2. a). Briefly explain the importance of record keeping

b). Mention merits and demerits of record keeping

3. Clearly describe the importance of performance appraisal of an employee

4. List down 10 important things to which the employee can be assessed.

6. Explain the advantage of delegating the responsibilities to an employee.

45