Para 3.21.14 — MSO (Audit)
Original Rule Text
3.21.14 It is thus imperative that proper systems should exist for maintenance of job descriptions and job specifications for various categories of posts in each department based on an analytical examination of each category. It should be examined during audit that:
(i) arrangements for applying these techniques are sound and effectively managed;
(ii) job descriptions and job specifications are maintained up to date and correspond accurately to current job requirements, and all jobs are periodically reviewed with a view to revising their descriptions and specifications in conformity with the changes in organisational objectives, job content and job context;
(iii) job descriptions and job specifications are precise and clear so as not to give room for any ambiguity or misconstruction; and
(iv) there is no overlapping of duties and responsibilities assigned to different jobs.
# Assessment of manpower requirements
What This Means
Every department must have proper systems for maintaining up-to-date job descriptions and job specifications for all categories of posts. During audit, the auditor should verify four things: that the arrangements for applying these techniques are sound and well-managed; that descriptions and specifications are current and accurate; that they are precise and unambiguous; and that there is no overlap in duties assigned to different jobs.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Key Points
- 1Proper systems must exist for maintaining job descriptions and specifications for all post categories
- 2Arrangements for applying these techniques must be sound and effectively managed
- 3Job descriptions and specifications must be kept up to date and reviewed periodically
- 4They must be precise, clear, and free from ambiguity
- 5No overlapping of duties and responsibilities between different jobs
Practical Example
An auditor reviewing a government office discovers that the job descriptions for Section Officers were last updated in 2005. Since then, the office has been computerized, several new functions have been added, and some old functions discontinued. The current descriptions do not reflect these changes, leading to confusion about who is responsible for new IT-related tasks. The auditor recommends an immediate review and update.
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.
Frequently Asked Questions
How often should job descriptions be reviewed?▼
Why is overlapping of duties a problem?▼
This explanation was generated with AI assistance for educational purposes. Always refer to the official gazette notification for authoritative text.