RWANDA MINISTRY OF HEALTH - Selected Standard Operating Procedures (SOPs) - Rwanda Ministry of Health - GHDonline
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RWANDA MINISTRY OF HEALTH
Selected Standard Operating Procedures (SOPs)
Rwanda Ministry of Health
July 2009 Table of Contents
EXTERNAL STANDARD OPERATING PROCEDURES
1. Authorization of Nongovernmental Organizations to Operate in the Health Sector ................................................................................................... 4
2. Authorization to Open a Private Practice (private medicine) .......................................................................................................................................11
3. Technical Assistant Card ..................................................................................................................................................................................................14
4. Obtaining a Work Permit for Technical Assistance for Health .....................................................................................................................................16
5. Facilitation Obtaining Exoneration for Equipments and Products for Health Services ..............................................................................................19
6. Appointments in the Ministry of Health ........................................................................................................................................................................21
7. Volunteer Health Professionals in the Public Sector .....................................................................................................................................................24
8. Scholarship Application in the Health Sector .................................................................................................................................................................27
9. Organization of the Joint Health Sector Review ............................................................................................................................................................30
INTERNAL STANDARD OPERATING PROCEDURES
1. Elaboration or Revision of Health Sector Strategic Plan ...............................................................................................................................................33
2. Elaboration or Revision of Sub-‐Sector Strategic Plans (eg., malaria, HIV) ...................................................................................................................36
3. Elaboration of Ministry of Health Action Plan ...............................................................................................................................................................38
4. Elaboration of Joint Annual Workplan ...........................................................................................................................................................................41
5. Elaboration of MTEF ........................................................................................................................................................................................................43
6. Budget Management and Execution ..............................................................................................................................................................................45
7. Mail Management ...........................................................................................................................................................................................................48
8. Elaboration of Quarterly Meetings and Training Programs ..........................................................................................................................................49
9. Elaboration of Annual Report .........................................................................................................................................................................................51
10. Elaboration of Quarterly report ....................................................................................................................................................................................54
11. Organization of the Ministry of Health Retreat (logistics, presentations, report) ....................................................................................................56
12. Organization of the SMM ..............................................................................................................................................................................................58
13. Elaboration of Quarterly Key Health Indicators Bulletin .............................................................................................................................................59
14. Office Procurement ........................................................................................................................................................................................................61
2
ANNEXES
1. Identification Form for Private Medical Practices ......................................................................................................................................................... 68
2. Request for a Meeting with the Minister or Permanent Secretary ............................................................................................................................. 71
3. Form for External Mail Management ............................................................................................................................................................................ 72
4. Form for Internal Mail Management ............................................................................................................................................................................. 73
MINISTRY ACRONYMS
MIFOTRA MINISTRY OF PUBLIC SERVICE, SKILLS DEVELOPMENT AND LABOR
MINAFFET MINISTRY OF FOREIGN AFFAIRS AND COOPERATION
MINALOC MINISTRY OF LOCAL GOVERNMENT AND SOCIAL AFFAIRS
MINECOFIN MINISTRY OF FINANCE AND ECONOMIC PLANNING
MINISANTE MINISTRY OF HEALTH
MOE MINISTRY OF EDUCATION
MOH MINISTRY OF HEALTH
3
EXTERNAL STANDARD OPERATING PROCEDURES
1. AUTHORIZATION OF NONGOVERNMENTAL ORGANIZATIONS (NGOS) TO OPERATE IN THE HEALTH SECTOR
This standard operating procedure relates to law n°20/2000 of 26/07/2000 on nonprofit organizations. It requires
international and national NGOs working in Rwanda to renew their authorization every year.
A. INTERNATIONAL NGOS REQUIRING FIRST-‐TIME REGISTRATION
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The NGO signs a memorandum of understanding (MOU) with
the Ministry of Health (MOH) through the following process:
x NGO meets with the Minister to discuss E'K͛ƐŵŝƐƐŝŽŶ.
x Minister directs NGO to the appropriate technical team
concerned with the mission of the NGO.
x NGO and technical team draft the MOU.
x The technical team approves MOU and sends it to
Minister for signature.
x Minister reviews MOU. If modifications must be made,
MOU is returned to technical group for revision. If no
modifications are necessary, the Minister signs the MOU.
x Signed MOU is sent back to the NGO.
x NGO sends a letter to request a recommendation letter
from MOH with the signed MOU attached.
4
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
x The legal department drafts the recommendation letter
and passes it to the Permanent Secretary for approval. If
approved, it is sent to the Minister for signature. If not
approved, it is sent back to the legal department for
revision.
x Signed request letter is given to NGO.
The following documents must be verified by the embassy of
the applicant and then submitted to the Minister:
x Request letter from NGO for authorization
x Constitution/by-‐laws of NGO
x Documentation of the E'K͛Ɛrecognition and details
about its recognized branches throughout the world, if
any
x Objectives of the NGO and experience in Africa and the
world
x Annual work plan that provides information on resources
available to achieve objectives set by the NGO,
preferably accompanied by documents on current and
future projects
x Documentation on the availability of funds or agreement
of funding for the NGO
x Letter of collaboration from district or province for
current year (obtained by submitting the right
documentation to the local authorities)
x A letter of recommendation from the MOH (obtained
5
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
after the MOU is signed)
x Memo describing the program͛ƐƌĞůĂƚŝŽŶƚŽ the Vision
2020 and the Economic Development and Poverty
Reduction Strategies
x Memo describing the program͛ƐƌĞůĂƚŝŽŶƚŽthe district
development plan
x Memo describing the financial capacity of the
organization (sources of financing)
x MOU signed by the NGO and the MOH
B. INTERNATIONAL NGOS REQUIRING AN EXTENSION TO THEIR REGISTRATION
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The NGO submits the following documents to the
Minister:
x Request letter
x Annual activity report for the previous year
x Annual work plan that provides information on
resources available to achieve objectives set by the
NGO, preferably accompanied by documents on
current and future projects
x Annual inventory report duly filled out from MINALOC
6
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
x Letter of collaboration from the district or province for
this year (obtained by submitting to the district the
MOU with the MOH request letter and the action plan
for the district)
x A letter of recommendation from the MOH
x DĞŵŽĚĞƐĐƌŝďŝŶŐƚŚĞƉƌŽŐƌĂŵ͛ƐƌĞůĂƚŝŽŶƚŽƚŚĞsŝƐŝŽŶ
2020 and the Economic Development and Poverty
Reduction Strategies
x DĞŵŽĚĞƐĐƌŝďŝŶŐƚŚĞƉƌŽŐƌĂŵ͛ƐƌĞůĂƚŝŽŶƚŽƚŚĞĚŝƐƚƌŝĐƚ
development plan
x Memo describing the financial capacity of the
organization (sources of financing)
C. LOCAL NGOS REQUIRING FIRST-‐TIME REGISTRATION
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The NGO signs an MOU with the MOH through the following
process:
x E'KŵĞĞƚƐǁŝƚŚDŝŶŝƐƚĞƌƚŽĚŝƐĐƵƐƐE'K͛ƐŵŝƐƐŝŽŶ͘
x Minister directs NGO to the appropriate technical team
concerned with the mission of the NGO.
x NGO and technical team draft the MOU.
7
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
x The technical team approves MOU and sends it to
Minister for signature.
x Minister reviews MOU. If modifications must be made,
MOU is returned to technical group for revision. If no
modifications are necessary, the Minister signs the MOU.
x Signed MOU is sent back to the NGO.
x NGO sends a letter to request a recommendation letter
from MOH with the signed MOU attached.
x The legal department drafts the recommendation letter
and passes it to the Permanent Secretary for approval. If
approved, it is sent to the Minister for signature. If not
approved, it is sent back to the legal department for
revision.
x Signed request letter is given to NGO.
The NGO must submit the following documents to the
Minister:
x Request letter
x Constitution/by-‐laws of the NGO
x Minutes of the initial meeting in which the president,
vice president and the secretary of the organization are
elected
x List of founding members and their signatures
x Statement showing the duly registered members who are
the legal representatives of the organization
x Annual workplan that provides information on resources
8
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
available to achieve objectives set by the NGO,
preferably accompanied by documents on current and
future projects
x Documentation on the availability of funds or agreement
of funding for the NGO
x Letter of collaboration from the district or province for
this year (obtained by submitting to the district the MOU
with the MOH request letter and the action plan for the
district)
x A letter of recommendation from the MOH
x DĞŵŽĚĞƐĐƌŝďŝŶŐƚŚĞƉƌŽŐƌĂŵ͛ƐƌĞůĂƚŝŽŶƚŽƚŚĞsŝƐŝŽŶ
2020 and the Economic Development and Poverty
Reduction Strategies
x DĞŵŽĚĞƐĐƌŝďŝŶŐƚŚĞƉƌŽŐƌĂŵ͛ƐƌĞůĂƚŝŽŶƚŽƚŚĞĚŝƐƚƌŝĐƚ
development plan
x Memo describing the financial capacity of the
organization (sources of financing)
D. LOCAL NGOS REQUIRING AN EXTENSION TO THEIR REGISTRATION
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. Submit the following documents to the Minister:
x Request letter
9
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
x Annual activity report for the previous year
x Annual workplan that provides information on
resources available to achieve objectives set by the
NGO, preferably accompanied by documents on current
and future projects
x Annual inventory report duly filled out from MINELOC
x Letter of collaboration from the district or province for
this year (obtained by submitting to the district the
MOU with the MOH request letter and the action plan
for the district)
x Documentation on the availability of funds or
agreement of funding for the NGO
x Copy of the registration certificate from the previous
year
x DĞŵŽĚĞƐĐƌŝďŝŶŐƚŚĞƉƌŽŐƌĂŵ͛ƐƌĞůĂƚŝŽŶƚŽƚŚĞsŝƐŝŽŶ
2020 and the Economic Development and Poverty
Reduction Strategies
x DĞŵŽĚĞƐĐƌŝďŝŶŐƚŚĞƉƌŽŐƌĂŵ͛ƐƌĞůĂƚŝŽŶƚŽƚŚĞĚŝƐƚƌŝĐƚ
development plan
x Memo describing the financial capacity of the
organization (sources of financing)
II. The NGO submits the packet of documents to the Reception area
reception area of the MOH. The file receives a number and
the receptionist gives a receipt to the applicant.
III. The file is sent to the Central Secretariat where it is logged Central
and then sent to the Minister. Secretariat
IV. dŚĞDŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞƌĞĐĞŝǀĞƐƚŚĞĨŝůĞĂŶĚĨŽƌǁĂƌĚƐŝƚƚŽƚŚĞ Personal
10
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
Planning Unit. Assistant or
Administrative
Assistant in
DŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞ
V. The file is reviewed and is sent to legal department. Planning Planning
Director Officer
VI. The legal department reviews the file and writes a letter to Legal advisor
MINALOC requesting registration.
VII. The legal department gives the file to the Permanent Permanent
Secretary for review, who either gives it back to the legal Secretary,
department for revision, or to the Minister for signature. Minister
VIII. The Central Secretariat sends it to MINALOC. Central
Secretariat
IX. MINALOC processes registration and sends registration to NGOs. MINALOC
X. Central Secretariat makes a copy of the registration and Central
files it in the archives. Secretariat
XI. Central Secretariat sends registration to NGO (or NGO can Central
pick it up). Secretariat
2. AUTHORIZATION TO OPEN A PRIVATE PRACTICE (PRIVATE MEDICINE)
The procedure outlines the steps necessary for an accredited health care provider (or association of providers) with two or more years of
clinical experience to open a private medical practice.
11
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The applicant must submit a letter to the District Health Officer Applicant
of the district where the practice will be opened. The letter
should:
x be addressed to the Minister of Health;
x request permission to open a private practice.
II. The District Health Officer must forward this letter to the District Health District Mayor
District Mayor for approval. The applicant can collect this letter Officer
ĨƌŽŵƚŚĞŝƐƚƌŝĐƚDĂLJŽƌ͛ƐKĨĨŝĐĞĂĨƚĞƌĂƉƉƌŽval.
III. The applicant must submit the following documents to the Applicant See Annex 1
private medicine officer: for identification
x The approved letter from the District Mayor form for private
requesting authorization to open a private practice medical
x CV establishments.
x Registration certificate ĨƌŽŵƚŚĞĚŽĐƚŽƌƐ͛ĐŽƵŶĐŝů(for
doctors only) This can be
x Nursing registration certificate from the Nursing Task obtained from
Force of the Ministry of Health (for nurses only) the Private
x Official diplomas Medicine
x Statutes (for associations only) Officer.
x Certification of services to be provided (this should be
obtained from the last medical institution where the
applicant was employed)
x District report from the districts in which they are
going to work
x Identification card
12
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
x A Rwandan work permit (for foreign nationals only)
IV. The Private Medicine Officer collects these documents and Private Director of
prepares a certificate of service. Medicine Health Care
Officer Desk
V. The certificate of service is submitted to the Health Care Private Director of
Task Force for approval. Medicine Health Care
Officer Desk
VI. If approved, the Health Care Task Force submits the certificate Director of Director of
to the Unit of Planning, who then forwards it to the Permanent Health Care Planning
Secretary. If for any reason it is not approved, it will be returned Desk
to the Private Medical Officer.
VII. If the Permanent Secretary approves the certificate, it is sent to Permanent Personal
the Minister to sign the final authorization. If for any reason it is Secretary Secretary of
not approved, it will be returned to the Private Medicine the Minister of
Officer. Health
VIII. The Minister sends the authorized certificate back to the
Personal
Private Medicine Officer. Secretary of the
Ministry of
Health
IX. Applicants can then collect the authorized certificate from the Applicant Private
Private Medicine Coordinator. Medical
Coordinator
13
3. TECHNICAL ASSISTANT CARD
This is a card provided by Ministry of Foreign Affairs (MINAFFET) for foreigners working in Rwanda.
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The requesting NGO submits the following documents, Requesting NGO RRA Form can be
addressed to the Minster: obtained from
x Letter of request to Minister of Health Rwanda Revenue
x Completed form from the Rwandan Revenue Authority Authority.
(RRA)
x E'K͛ƐĂŶŶƵĂůĂction plan
x Memorandum of understanding between MOH and
project/NGOs
x Copy of passport (personal information and Rwanda
immigration stamp) of the person(s) requesting the
card
x 3 passport pictures of the person(s) requesting the
card
II. dŚĞDŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞƌĞĐĞŝǀĞƐƚŚĞĨŝůĞĂŶĚĨŽƌǁĂƌĚƐŝƚƚŽƚŚĞ Personal
Planning Unit. Assistant or
Administrative
Assistant in
DŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞ
14
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
III. The file is reviewed, a request letter to Immigration is drafted Director of Planning
ĂŶĚŐŝǀĞŶƚŽƚŚĞDŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞĨŽƌƐŝŐŶĂƚƵƌĞ. Planning and Secretariat
Secretary of
Planning
IV. The request letter is signed by the Minister. Minister of General
Health Secretary
V. The letter is sent to Immigration through MINAFFET. Central Planning
Secretariat Secretariat
VI. Approval is sent to project/NGOs. MINAFFET
15
4. OBTAINING A WORK PERMIT FOR TECHNICAL ASSISTANCE FOR HEALTH
This permit gives a foreigner the right to work in Rwanda. It is provided by Ministry of Labor (MIFOTRA).
http://www.mifotra.gov.rw/documents.htm
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The requesting NGO submits the following documents to Requesting NGO
the Minster:
Part 1: Recruitment Authorization
x Application letter done by employer to the
Director of Labor
x Copy of notified certificate or diploma
x Police clearance (from where he/she was during
six month or +) (this obtained by 1. Paying fees at
Rwanda Revenue Authority 2. Submitting the
following to the First Court of Instance or Police
Headquarters: a) a request letter b) filled out form
(from police station) c) 3 photos 4) receipt of paid
fees)
x CV
x Copy of passport
x 2 photos
x Registration certificate
x Expatriate employment approval
x Enterprise/company opening declaration, if the
said enterprise/company is new or nonregistered
16
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
in the MIFOTRA
x The Unit of Planning secretariat drafts an
agreement letter from MINISANTE to submit with
the above items.
x It is sent to the Minister for signature.
x Central secretariat sends to MIFOTRA.
x The recruitment authorization is done during ten
working days.
Part 2: Work Permit
x Application letter done by employer to the
Director of Labor
x Copy of Recruitment authorization letter
x Contract of employee signed by employee and
company
x Card of Rwanda Social Security Fund (CSR) (only if
the person is paid by the MOH; otherwise it is not
necessary)
x Letter from the counterpart ministry the person is
working with
Renewal of work permit:
x Application letter done by employer to the
Director of Labor
x A new contract of the employee if the first is
expired
x Copy of employment contract
17
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
x Police clearance original of work permit
x Copy of passport with the last visa
N.B. When putting your document in our secretariat,
you will be back after five days for a notification of
payment of 200,000 Rwandan fr. You have to bring
two files, one for work permit, another for
Immigration-‐Visa.
II. dŚĞDŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞƌĞĐĞŝǀĞƐƚŚĞĨŝůĞĂŶĚĨŽƌǁĂƌĚƐŝƚ Personal
to the Planning Unit. Assistant or
Administrative
Assistant in
DŝŶŝƐƚĞƌ͛ƐŽĨĨŝĐĞ
III. The file is reviewed and a request letter is drafted to Director of Planning
Immigration. Planning Secretariat
IV. The request letter is signed by the Minister. Minister of General
Health Secretary
V. The letter is sent to Immigration through MIFOTRA. Central Planning
Secretariat Secretariat
VI. Approval is sent to project/NGOs. MIFOTRA
18
5. FACILITATION OBTAINING EXONERATION FOR EQUIPMENTS AND PRODUCTS FOR HEALTH SERVICES
This procedure is for organizations bringing health equipment (including vehicles) and products into Rwanda from abroad.
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The applicant must provide the following to the Planning Applicant
Unit of MOH:
x A completed exoneration form
x A list of items to be exonerated and their costs
x Memorandum of understanding between the MOH
and the organization for the exoneration
x Certificate of donation (if applicable)
II. The file is reviewed by the Planning Unit, and sent to the Director of Planning Officer
health care desk and pharmacy task force if applicable for Planning, Health
their approval. Care desk,
Pharmacy task
force
III. Planning Unit sends approved file to the Finance Unit. Planning Officer
IV. Finance Unit approves request. Director of
Finance
V. Approval is sent to project/NGOs. Planning
Secretariat
VI. The applicant sends the file to Ministry of Economic Applicant
Planning and Finance (MINECOFIN).
VII. The request is processed by MINECOFIN. MINICOFIN
VIII. The applicant sends the file to the Rwanda Revenue
Applicant
Authority.
19
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
IX. The file is processed by the Rwanda Revenue Authority. Rwanda
Revenue
Authority
20
6. APPOINTMENTS IN THE MINISTRY OF HEALTH
This procedure outlines how individuals can make appointments to meet the Minister or Permanent Secretary.
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
APPOINTMENTS FOR RWANDAN CITIZENS TO MEET THE
MINISTER OR PERMANENT SECRETARY
I. The person requesting the appointment submits a request Requestor See Annex 2 for
form to the personal assistant of the official. Information to form for
be provided on the form includes: requesting a
x the purpose of the requested appointment meeting with
x other Ministry staff/official met on this matter before the Minister or
the appointment Permanent
Propose a time for the appointment. Secretary.
II. The personal assistant reads the request and ensures that it Personal
is for legitimate business. If the personal assistant deems Assistant to
that the request is more appropriate for another office, s/he Minister;
forwards the request to the office. Permanent
^ĞĐƌĞƚĂƌLJ͛Ɛ
Administrative
Assistant;
ŝƌĞĐƚŽƌƐ͛
Administrative
Assistant
21
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
III. The personal assistant schedules the meeting and notifies Personal
the person by phone or email. Assistant to
Minister;
Permanent
SĞĐƌĞƚĂƌLJ͛Ɛ
Administrative
Assistant;
ŝƌĞĐƚŽƌƐ͛
Administrative
Assistant
PARTNERS IN COUNTRY AND FOREIGNERS RESIDING
ABROAD
I. The person requesting the appointment submits the Requestor Same form
following to the Public Relations Officer:
x An appointment request form. Information to be
provided on the form includes:
o the purpose of the requested appointment
o other people who will attend the meeting
o other Ministry staff/official met on this matter
before the appointment
o a proposed time for the appointment
x An explanatory memo of the purpose of the meeting
x A brief biography of the person wishing an appointment
22
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
II. The appointment is arranged in consultation with the PR officer with
assistants of the official. assistants in the
officials office
III. The requestor is notified of the meeting by phone or email. PR officer
IV. Any working documents required for the meeting are Requestor
submitted to the PR officer at least two days before the
appointment time.
V. dŚĞĚŽĐƵŵĞŶƚƐĂƌĞŐŝǀĞŶƚŽƚŚĞŽĨĨŝĐŝĂů͛ƐŽĨĨŝĐĞ. PR officer
MINISTRY OF HEALTH STAFF
I. Ministry staff may meet with ministry officials without MOH staff
procedure provided s/he explains the purpose of the member
ŵĞĞƚŝŶŐƚŽƚŚĞŽĨĨŝĐŝĂů͛ƐĂƐƐŝƐƚĂŶƚ.
23
7. VOLUNTEER HEALTH PROFESSIONALS IN THE PUBLIC SECTOR
This procedure outlines how volunteers can register with the Ministry of Health and get a work placement.
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
I. The volunteer or sponsoring organization submits the
following documents to the Minister of Health:
x A letter of introduction
x An explanatory memo of the initiative, detailing
ƚŚĞ ǀŽůƵŶƚĞĞƌƐ͛ ĂƌĞĂƐ ŽĨ ŝŶƚĞƌĞƐƚ͕ ƚŚĞŝƌ
expectations, and the duration of the stay
x CV(s) of the health professional(s) that are to be
sent
x A comprehensive list of equipment that will be
brought
x Confirmation that the SOPs relating to the
equipment have been followed
II. For volunteers staying for more than 15 days, a visa Human PR Officer
extension is required. The HRD officer submits the following Resource
to the Rwanda Directorate General of Immigration and Development
Emigration: officer
x sŽůƵŶƚĞĞƌ͛ƐƉĂƐƐƉŽƌƚ
x Forms from directorate filled out by volunteer
III. For volunteers requiring a visa extension, the HRD officer Human PR Officer
ƌĞƚƌŝĞǀĞƐƚŚĞǀŽůƵŶƚĞĞƌ͛ƐƉĂƐƐƉŽƌƚĂŶĚǀŝƐĂŽŶĐĞŝƚŚĂƐďĞĞŶ Resource
processed. Development
officer
24
STEP # ACTIVITY/TASK PROCESS TIME/ PRIMARY SECONDARY DATA SOURCES
DURATION RESPONSIBILITY RESPONSIBILITY /TOOLS/
TEMPLATES
IV. The request is sent to the Human Resource Development Personal
Officer who reviews the request and passes it to the assistant or
Director of Planning for approval. administrative
assistant to the
Minister
V. The request is approved. Director of
Planning
VI. An invitation letter is drafted. Human PR Officer
Resource
Development
officer
VII. The invitation letter is signed. Minister of Permanent
Health Secretary
VIII. The invitation letter is sent to the volunteer(s).
Human
Resource
Development
officer
IX. The HRD officer starts to find placement for the volunteer Human
and starts the clearance of equipment, if applicable. Resource
Development
After discussion with the Permanent Secretary or Minister, officer
a focal point person is assigned to work with the volunteer.
X. Volunteers must be registered with the medical council of Volunteer or
Rwanda before practicing. To register, the volunteers must sponsoring
submit the following to the HRD officer: agency
x A copy of their medical or nursing license
x 2 passport photos
25
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