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SCHEDULE 1

Dated 1.1.99
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY

ADMINISTRATION NOTES 1999


1.

These Notes are compiled for the guidance and instruction of staff.

2.

It is important that all amendments issued are inserted in all copies of the Notes immediately upon
receipt. The Internal Audit staffs has instructions to check local copies of these Notes to ensure
that all copies are being kept up to date.

3.

Amendments are to be recorded in the table below.

CORPORATE SERVICES DIRECTOR

Administration Notes

Page 1

Table of Contents

ADMINISTRATION NOTE NO. 1 ............................................................................................................... 6


Notes To Be Drawn To the Attention of Staff ........................................................................................... 6
ADMINISTRATION NOTE NO. 2 ............................................................................................................... 7
Decentralisation policy............................................................................................................................... 7
ADMINISTRATION NOTE NO. 3 ............................................................................................................. 14
Distribution of circular letters .................................................................................................................. 14
ADMINISTRATION NOTE NO. 4 ............................................................................................................. 17
Directory .................................................................................................................................................. 17
ADMINISTRATION NOTE NO. 5 ............................................................................................................. 22
Risk management policy .......................................................................................................................... 22
ADMINISTRATION NOTE NO. 6 ............................................................................................................. 38
Safety Policy ............................................................................................................................................ 38
ADMINISTRATION NOTE NO. 7 ............................................................................................................. 41
Technical regulations ............................................................................................................................... 41
ADMINISTRATION NOTE NO. 8 ............................................................................................................. 44
Reports, returns and records ..................................................................................................................... 44
ADMINISTRATION NOTE NO. 9 ............................................................................................................. 46
Group personal accident policy and workers Compensation ................................................................. 46
ADMINISTRATION NOTE NO. 10 ........................................................................................................... 57
Accidents to authority vehicles ................................................................................................................ 57
ADMINISTRATION NOTE NO. 11 ........................................................................................................... 59
Use of authority vehicles .......................................................................................................................... 59
ADMINISTRATION NOTE NO. 12 ........................................................................................................... 66
Policy on motor vehicles .......................................................................................................................... 66
ADMINISTRATION NOTE NO. 13 ........................................................................................................... 71
Vehicle loan scheme................................................................................................................................. 71
ADMINISTRATION NOTE NO. 14 ........................................................................................................... 79
Recruitment and selection policy and procedures .................................................................................... 79
ADMINISTRATION NOTE NO. 15 ........................................................................................................... 85
Salary administration policy..................................................................................................................... 85
ADMINISTRATION NOTE NO. 16 ........................................................................................................... 89
Performance management ........................................................................................................................ 89
ADMINISTRATION NOTE NO. 17 ........................................................................................................... 91
Office hours and public holidays.............................................................................................................. 91
ADMINISTRATION NOTE NO. 18 ........................................................................................................... 92
Occasional leave....................................................................................................................................... 92
ADMINISTRATION NOTE NO. 19 ........................................................................................................... 97
Medical aid Public services medical aid society ...................................................................................... 97
ADMININISTRATION NOTE NO. 20 ..................................................................................................... 101
Zimbabwe electricity supply authority Staff special fund rules ............................................................. 101
ADMINISTRATION NOTE NO. 21 ......................................................................................................... 110
Long service awards ............................................................................................................................... 110
ADMINISTRATION NOTE NO. 22 ......................................................................................................... 112
Worker of the year award ....................................................................................................................... 112
ADMINISTRATION NOTE NO. 23 ......................................................................................................... 118
Industrial relations policy ....................................................................................................................... 118
ADMINISTRATION NOTE NO. 24 ......................................................................................................... 121
Staff association ..................................................................................................................................... 121
ADMINISTRATION NOTE NO. 25 ......................................................................................................... 124
A guide to the conduct of disciplinary committee meetings .................................................................. 124
ADMINISTRATION NOTE NO. 26 ...................................................................................................... 125
Managerial and Non-Managerial Staff ................................................................................................... 125

Administration Notes

Page 2

ADMINISTRATION NOTE NO. 27 ......................................................................................................... 126


Staff returns ............................................................................................................................................ 126
ADMINISTRATION NOTE NO. 28 ......................................................................................................... 127
Staff training and development policy ................................................................................................... 127
ADMINISTRATION NOTE NO. 29 ......................................................................................................... 140
Payment of Annual Subscriptions for Professional Staff ....................................................................... 140
ADMINISTRATION NOTE NO. 30 ......................................................................................................... 141
Staff transfers ......................................................................................................................................... 141
ADMINISTRATION NOTE NO.31 .......................................................................................................... 142
Travelling, subsistence and transfer allowances..................................................................................... 142
ADMINISTRATION NOTE NO.32 .......................................................................................................... 164
Camping and field allowances ............................................................................................................... 164
ADMINISTRATION NOTE NO.33 .......................................................................................................... 167
Shift allowance ....................................................................................................................................... 167
ADMINISTRATION NOTE NO. 34 ......................................................................................................... 169
Responsibility allowance and non-pensionable allowance..................................................................... 169
ADMINISTRATION NOTE NO. 35 ......................................................................................................... 170
Electricity and fuel allowances............................................................................................................... 170
ADMINISTRATION NOTE NO. 36 ......................................................................................................... 173
Overtime and standby............................................................................................................................. 173
ADMINISTRATION NOTE NO. 37 ......................................................................................................... 179
Transport allowance ............................................................................................................................... 179
ADMINISTRATION NOTE NO. 38 ......................................................................................................... 183
Allowances for lecturers and part-time lecturers .................................................................................... 183
ADMINISTRATION NOTE NO.39 .......................................................................................................... 184
Tools for journey persons, artisans, apprentices and semi-skilled trainees ............................................ 184
ADMINISTRATION NOTE NO. 40 ......................................................................................................... 186
Annual bonus ......................................................................................................................................... 186
ADMINISTRATION NOTE NO. 41 ......................................................................................................... 187
Incentive scheme .................................................................................................................................... 187
ADMINISTRATION NOTE NO. 42 ......................................................................................................... 188
Authority policy on engagement of employees as consultants and Directors of companies and
appointments of staff to board of other organisations ............................................................................ 188
ADMINISTRATION NOTE NO. 43 ......................................................................................................... 193
Policy on private jobs ............................................................................................................................. 193
ADMINISTRATION NOTE NO. 44 ......................................................................................................... 194
Sporting and social amenities ................................................................................................................. 194
ADMINISTRATION NOTE NO. 45 ......................................................................................................... 196
Holiday houses ....................................................................................................................................... 196
ADMINISTRATION NOTE NO. 46 ......................................................................................................... 198
Authority housing................................................................................................................................... 198
ADMINISTRATION NOTE NO. 47 ......................................................................................................... 211
Operational staff ..................................................................................................................................... 211
ADMINISTRATION NOTE NO. 48 ......................................................................................................... 213
Authority houses and offices - purchase and maintenance ..................................................................... 213
ADMINISTRATION NOTE NO 49 .......................................................................................................... 216
Movement and purchase of Zesa office machines Equipment and furniture.......................................... 216
ADMINISTRATION NOTE NO. 50 ......................................................................................................... 218
Housing loan guarantee scheme ............................................................................................................. 218
ADMINISTRATION NOTE NO. 51 ......................................................................................................... 224
Retirement of staff.................................................................................................................................. 224
ADMINISTRATION NOTE NO. 52 ......................................................................................................... 228
Death levy scheme ................................................................................................................................. 228
ADMINISTRATION NOTE NO. 53 ......................................................................................................... 232
Funeral transport .................................................................................................................................... 232
ADMINISTRATION NOTE NO. 54 ......................................................................................................... 233
Zimbabwe electricity supply authority benefit fund............................................................................... 233
ADMINISTRATION NOTE NO. 55 ......................................................................................................... 241
National social security authority (nssa) benefits ................................................................................... 241

Administration Notes

Page 3

ADMINISTRATION NOTE NO. 56 ...................................................................................................... 243


Authority mission values and ethics Mission ...................................................................................... 243
ADMINISTRATION NOTE NO.57 .......................................................................................................... 244
Press and public statements .................................................................................................................... 244
ADMINISTRATION NOTE NO. 58 ......................................................................................................... 245
Donations to charitable organisations .................................................................................................... 245
ADMINISTRATION NOTE NO. 59 ......................................................................................................... 246
Protocol procedures ................................................................................................................................ 246
ADMINISTRATION NOTE NO. 60 ......................................................................................................... 247
Issue of business/hotel credit cards ........................................................................................................ 247
ADMINISTRATION NOTE NO. 61 ......................................................................................................... 248
Financial and procurement authority limits ............................................................................................ 248
ADMINISTRATION NOTE NO. 62 ......................................................................................................... 256
Acquisition of land or rights over land for the placement of transmission lines or substation construction
................................................................................................................................................................ 256

Administration Notes

Page 4

AMENDED RECORD

Amended List

Date

Amended By

Date

TAC/bm

Administration Notes

Page 5

No. 2
Dated: 01/01/99

ADMINISTRATION NOTE NO. 1


Notes To Be Drawn To the Attention of Staff

1.

Administration Notes have a limited circulation and therefore the attention of staff must
be drawn to the availability of a copy in the local senior officials office. A notice to this
effect must be displayed on local notice boards.

2.

As and when amendments to the Notes are made, a notice must be displayed on local
notice boards specifying the Note/Notes amended and advising that a copy of the
amended Note/Notes is available in the local senior officials office.

Administration Notes

Page 6

No. 2
Dated : 01/01/99
ADMINISTRATION NOTE NO. 2
Decentralisation policy
1.

Guiding principles
Soon after the formation of ZESA, the Board adopted the following as a guide for the
decentralisation of the Authoritys operations :a)

That to the extent that it will result in overall advantage to ZESA and to the electricity
customer, it shall be the policy of ZESA to decentralise those functions, in whole or in
part, as are capable of effective, efficient and economic execution by subunits of the
organisation at any level.

Subsequently the Board adopted the complementary principle that increases in establishment in
Areas and Power Stations attributable to decentralisation would need to be matched by a
corresponding decrease in establishment at Head Office.
After a review of the implementation of dentralisation, the Board approved the following
guidelines for the operationalisation of the decentralisation policy in the various functions
indicated below .
While there is a constant reference to Areas and Power Stations in relation to functions that are
not Head Office based, it should be noted that the principles apply to Head Office or Harare
based divisions or units where appropriate.
2.

Human Resources Management


a)

Manpower requirements

i)

Planning
The planning of manpower requirements is the responsibility of Areas and Power
Stations. The plans are subject to approval by Head Office which also has responsibility
for preparing the planning guidelines and consolidating the plans into a corporate plan.

ii)

Training
The identification of training needs, the selection of trainees and designation of their
areas of specialisation and the preparation and administration and control of the training
budget is the responsibility of Areas and Power Stations. Head Office supervises and
coordinates the actual training.

iii)

Recruitment (Advertisement to Appointment)


All advertisements for the posts above Grade C4 should be made both internally and
externally. The advertisement requirement may be relaxed by the Chief Executive, in
exceptional circumstances. For example, where the post can be filled by interviewing
several candidates already under studying an expatriate or posts requiring previous
experience at a lower level in ZESA, such as the Depot Foreman post, Areas and Power
Stations may recruit up to Grade C5 on condition that the respective interview panel shall
have at least three people who occupy positions above Grade C5.

Administration Notes

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No. 2
Dated 01/01/99
For non-Executive Grade posts above Grade C5, the appointment will be made by the
appropriate Head of Department on the recommendation of the Area or Power Station
Manager. The interview panel for such posts is approved by the Head of Department,
but as a general rule, the interview panel must be composed of at least three people
occupying positions above the Grade of the post for which the interview is conducted.
Non-designated Executive Grades appointments (ie. appointments to posts in Grades D3,
D4 and D5) are made by the Chief Executive on the recommendation of an interview
panel approved by him and which must be composed of at least three people including
the appropriate Head of Department, above the grade of the post for which the interview
is conducted.
Designated Executive Grade appointments will remain the responsibility of the
Board.
iv)

Employee Performance Evaluation and Follow-up


a)

Appraisals
Performance appraisal interviews are the responsibility of the immediate
supervisor. Head Office will be responsible for providing the procedures and
guidelines.

b)

Promotions and Upgradings


Similar to the procedures applicable to recruitment, all promotions for staff up
to grade C5 are the responsibility of Areas and Power Stations provided such
promotions are approved by a panel of three members of staff who are in
positions above the post to which the promotion is being made. For positions
above Grade C5, similar procedures apply, but subject to the approval of the
appropriate Head of Department or Chief Executive as applicable.

c)

Discipinary Action
Subject to the Code of Conduct in force, the procedures and authority limits for
disciplinary action involving suspension pending dismissal are similar to those
applicable to recruitment. However, where justified, every employee has the
right to appeal to higher authority through the normal channel.

i)

General Manpower Administration Procedures


As a general principle, all policy change issues are the responsibility of Head Office and
all operational issues are the responsibility of Areas and Power Stations.
Staff records, leave administration, payroll queries and similar administration functions
for non-Executive Grade staff are the responsibility of Areas and Power Stations for staff
based in these locations and of Head Office for staff based at Head Office.
Similar functions for Executive Grade staff are the responsibility of Head Office (i.e.
Corporate Secretary).

Administration Notes

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No. 2
Dated:01/01/99
All changes to the staff establishment must be approved at Head Office. Within the
approved establishment, non-Executive Grade staff transfers between departments and
within the same departments are subject to approval by the appropriate Head of
Department. Staff transfers involving non-designated Executive Grade positions are
subject to the approval of the Chief Executive. Any transfers involving designated
Executive Grade positions are subject to Board approval.
3.

Financial Management
a)

Budgeting
Subject to guidelines prepared by Head Office , the preparation of budgets is the
responsibility of Areas and Power Stations. However, the approval and modification of
budgets is the responsibility of Head Office, but in consultation with the Areas and the
Power Stations. Once the budgets have been approved by the Board and by the
Government, the Areas and Power Stations are responsible for the administration and
control of these budgets and at the same time, ensure effective and open channels of
communication with Head Office.
Virements within the approved budget for a department shall be subject to the prior
approval of the Head Of Department. Virements from the approved budget of one
department to the approved budget of another department shall be subject to the prior
approval of the Chief Executive. No virements shall be approved between capital and
revenue and expenditure budget items and vice versa.

b)

Costing
It is the responsibility of Head Office to establish and review standard costs for costing
purposes.

c)

Revenue Billing and Collection


Revenue billing and collection is the responsibility of Areas.

d)

Cash Management
Overall national cash management is the responsibility of Head Office.

e)

Financial Records

All the five distribution areas should operate as profit centres. To assist in this
endeavour, all Area Managers should submit to Head Office reports, on a monthly basis,
which should include the following :
i)
Summarised Revenue and Expenditure Report
ii)
Summarised Balance Sheet
iii)
Summarised details of the figures in (i) and (ii) above
iv)
Summarised write up of (i), (ii) and (iii) above.
In addition, quarterly joint meetings should be held where Area and Power Station Managers
submit their reports on financial operations to the Executive Management Committee.
Simultaneously, members of the Executive Management Committee should undertake regular
visits to the Areas and Power Stations.

Administration Notes

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No. 2
Dated: 01/01/99
4.

Procurement and Materials Management


a)

Materials Management
i)

Requirements Planning
Materials planning for major capital projects in the PSIP shall be centralised at
Head Office. Major capital projects shall mean capital projects initiated and
planned by Head Office. However, materials planning for other capital projects
and normal operations remains the responsibility of Areas and Power Stations.

ii)

Stores Control
While Areas and Power Stations shall control their local stores, a computer link
should be established with the main Central Stores.

iii)

Foreign Currency
To assist in improving the total allocation to ZESA, different allocation codes
should be established for each Area and Power Station as well as Technical
Services and Transmission so that each could apply for its allocation separately.
The situation shall be reviewed on an annual basis.

b)

Tendering, Tender Adjudication and Contract Award


Tendering, tender adjudication and contract award shall remain centralised at Head
Office. However, where appropriate, Areas and Power Stations should be consulted
during tender specification and adjudication.

c)

Contract Administration and Follow-up


The administration and follow-up of contracts for projects under their jurisdiction shall
be undertaken by the Areas and Power Stations. Major projects shall be administered by
Head Office Units responsible for initiating and implementing them.

d)

Expenditure Approval Limits


In consultation with Areas and Power Stations, these are periodically reviewed by Head
Office.

e)

Opportunity Purchases
Areas and Power Stations have authority to make opportunity purchases but within price
limits set by Government. Therefore, the budget for vehicles shall remain decentralised
by Areas and Power Stations , but administered in consultation with Head Office, to
facilitate bulk purchases to achieve economies of scale. (see also 5 below)
However, the control of the Vehicle Loan Scheme shall remain centralised at Head
Office.

f)

Bulk Purchases of Common Items and Consumables


Bulk purchases of common items and consumables shall remain centralised.

Administration Notes

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No. 2
Dated: 01/01/99
5.

Transport
Transport requirements planning and control shall be decentralised to the Areas and Power
Stations. Planned purchases shall be coordinated by Head Office.

6.

Asset Management
Asset Management shall be decentralised to the Areas and Power Stations but with a central
master register kept at Head Office.

7.

Planning, Construction, Operation and Maintenance


a)

Major Facilities and Strategic Planning


Major facilities and strategic planning shall remain centralised.

b)

Local Network and Operational Planning


Local network and operational planning shall be decentralised.

c)

Construction, Operation and Maintenance


The operation and maintenance of 330kv lines is the responsibility of the Transmission
Department whilst Technical Services is responsible for construction.
For lines below 330kv, the split of responsibility between the Transmission and
Consumer Services Departments shall be based on whether the principal function of the
line is for transmission (including sub-transmission) or for distribution, whether the
volume and frequency of the work involved justifies one central unit or several
decentralised units. Thus, the construction, operation and maintenance of 132kV
transmission and distribution lines and transmission substations performing a distribution
function is the responsibility of the Areas.
As a general principle, the split of responsibilities in the planning, operation and
maintenance of lines should be based on the functions of the line and not voltage and on
the avoidance of duplication of functions where the volume of work does not warrant
this.

8.

Project Implementation
a)

All backbone infrastructure, including the 88kV and 132kV lines and substations as well
as all new generation and transmission projects shall be the responsibility of Projects
Division of Technical Services Department.

b)

All 33kV and 11kV lines and substations which are part of the backbone infrastructure
shall be carried out by Projects. On request from the user departments Projects could
also implement routine projects ordinarily done by those departments. Engagement of
outside consultants/contractors would be done through the Projects Division which has
the right of first refusal on any work to be contracted outside a Department. In this
respect, the Projects Division of Technical Services will issue project implementation
guidelines and project sample contract and bidding documents for all routine projects
carried out by Departments.

Administration Notes

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No.2
Dated: 01/01/99

9.

c)

Consumer Services Department remains responsible for distribution operations and


maintenance as well as customer connections. However, project implementation will be
in accordance with guidelines established by Projects who will also play an audit role.

d)

In the same way, the primary establishment for other departments shall be for operations
and maintenance.

Interface Between Generation and Transmission


a)

Hwange and Kariba Power Stations own all equipment in the stations up to the 330kV
bushings of the Generator Transformer as well as all Generator and Generator
Transformer protection equipment in the defined zones except Generator Transformer
overall differential protection and associated HV relays.
Cable from the bushings to the 330kV generator transformer belong to Transmission.

b)

For old thermals outgoing feeders to customers and their associated breakers are the
responsibility of Consumer Services.

c)

incoming feeders from the Transmission grid and associated breakers are the
responsibility of Transmission.

d)

Any equipment at a Power Station located between the incoming and outgoing feeders
are the Power Stations responsibility.

e)

All communications and SCADA equipment excluding Power Station Automation


Systems are the responsibility of Transmission.

f)

All bulk supply metering belongs to Transmission and suitable metering locations have
to be identified to allow efficient accounting of the power purchases.

g)

On maintenance planning, all planned outages of major plant on the Power System is
coordinated by System Operations in Transmission with inputs from the Generation,
Transmission and Distribution maintenance planners.
-

detailed maintenance work planning at Power Stations is the responsibility of


the Station in coordination with Transmission maintenance staff.
STEs have to attend Generation Production planning meetings.

h)

System operations coordinate the setting up of generation production targets according to


energy demand forecasts and economic dispatch requirements.

i)

On administration, Transmission staff located at Hwange and Kariba maintain


Transmission Assets as well as offer maintenance services to Power Stations, Protection,
Communications and Transformer Oil Tests are to be run under separate Service Level
Agreements and all reports in connection with these services will be made available to
the Power Stations in order to assess the service quality, costs, etc.
Transmission enter into Service Level Agreements for space and other accommodation,
stationery, fuel, vehicle maintenance and other service to be provided by the Power
Stations.

Administration Notes

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No.2
Dated:01/01/99
10.

Rural Electrification
The planning and sourcing of funding for rural electrification remains centralised at Head Office
but there shall be no Head Office implementation unit on the establishment. For purposes of
implementing rural electrification projects, Head Office shall contract either private companies or
the Areas, to do the work. However, in all Areas priority shall be given to expediting normal
distribution projects. Areas shall only accept implementing rural electrification projects where it
is feasible without sacrificing their normal work.
Commercial
All commercial functions, except policy formulation and review, shall remain decentralised.

11.

Public Relations
The handling of local level public relations issues concerning operational matters shall remain
decentralised to the Areas and Power Stations. Where an Area or Power Station Manager requires
guidance, this would be provided by the Head Office Public Relations Unit.
The handling of Corporate level public relations and policy issues and statements remains
centralised at Head Office. This may relate to nationwide load shedding due to major
breakdowns, new policy announcements or national issues involving senior officials etc.

12.

Engineering Practices and Design


The development of engineering practices and designs shall remain centralised at Head Office.

13.

Tariff Design
Tariff design shall remain centralised at head Office but with inputs from the Areas. The
administration of the tariffs shall remain decentralised to the Areas.

14.

Review of Head Office and Non Head Office Staff Establishment for Purposes of
Decentralisation
Decentralisation of functions shall be reflected in a corresponding review of the establishment of
Areas and power Stations and Head Office. This is expected to be an on-going function matching
the rate of decentralisation.

Administration Notes

Page 13

No. 3
Dated:01/01/99
ADMINISTRATION NOTE NO. 3
Distribution of circular letters
1.

A standard list of addresses to whom circular letters may be sent by Departments of Head Office
is attached to this Note.

2.

For convenience, the lists have been divided into departments, and the person initiating a circular
must be responsible for indicating the addresses in each department for whom the circular is
intended. For example, all circulars will not require to be sent to every addressee listed, as
naturally this will depend on the subject matter. Furthermore, there will be circulars which are
only applicable to certain addressees, in which case the number of copies to be prepared should be
reduced to one per addressee.

3.

A copy of this Note should be in the possession of each member of Head Office staff who is
required to initiate circulars and of each individual typist who may be required to type such
circulars.

Administration Notes

Page 14

No. 3
Dated:01/01/99

ADDRESSEES LIST OF CIRCULARS

EXECUTIVE
Chief Executive
Corporate Services Director
Consumer Services Director
Generation Director
Finance Director
Transmission Director
Technical Services Director
Senior Manager (Corporate Planning)
Chief Executives Department
Corporate Secretary
Management Services Officer
Public Relations Manager
Audit Manager
Corporate Planning Department
System Planning Manager
Business Planning Manager
Information Services Manager
Administration Officer
Corporate Services Department
Human Resources Manager
Administration Manager
Loss Control Manager
Personnel Services Manager
Employee Relations Manager
Training & Development Manager
Finance Department
Corporate Accounting Manager
Finance Manager
Supplies and Stores Manager
Corporate Systems Accountant
Principal Accountant (Head Office)
Loans and Project Administrator
Treasurer
Consumer Services Department
Marketing & Electrification Manager
Distribution Services Manager

Administration Notes

District Manager (Rural)(Western)


District Manager (Hwange)
Accounting Manager (Western)
Chief Personnel & Admin Officer (Western)
Area Manager (Southern)
Chief Manager (Southern)
District Manager (Gweru)
District Manager (Kwekwe)
Accounting Manager (Southern)
Chief Personnel & Admin Officer (Southern)
Area Manager (Northern)
Chief Engineer (Northern)
District Manager (Marondera)
District Manager (Kadoma)
District Manager (Chinhoyi)
District Manager (Harare Environs)
District Manager (Bindura)
Accounting Manager (Northern)
Chief Personnel & Admin Officer (Northern)
Area Manager (Eastern)
Chief Engineer (Eastern)
District Manager (Masvingo)
District Manager (Mutare Rural)
District Manager (Mutare Urban)
Accounting Manager (Eastern)
Chief Personnel & Admin Officer (Eastern)
Generation Department
Generation Services Manager
Chief Station Manager (Hwange)
Station Manager (Hwange)
Production Manager (Hwange)
Maintenance Manager (Hwange)
Accounting Manager (Hwange)
Chief Personnel & Admin Officer (Hwange)
Station Manager (Kariba)
Plant Services Manager (Kariba)
Operations Manager (Kariba)
Accounting Manager (Kariba)
Chief Personnel & Admin Officer (Kariba)

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No. 3
Dated: 01/01/99

Cons. Services Department (Cont.)

Area Manager (Harare)


Chief Eng. (Operations & Commercial (Hre)
Chief Eng. (Construction & Maint. (Hre)
District Manager (Chitungwiza)
Accounting Manager (Harare Area)
Chief Personnel & Admin Officer (Hre Area)
Area Manager (Western)
Chief Engineer (Urban)(Western)
Accounting Manager (Bulawayo)
Chief Personnel & Admin Officer (Byo)

Technical Services Department


Projects Manager
Business Development Manager (Production Services)
Transport Manager
Engineering Services Manager
Projects Services Manager
Construction Manager (Lines & Civil Works)
Manager (Large Projects)
Chief Accountant
Chief Personnel & Admin Officer
Senior Foreman (Central Vehicle Workshops)

Administration Notes

Generation Department (Cont.)


Station Manager (Harare)
Plant Services Manager (Harare P/S)
Operations Manager (Harare P/S)
Accounting Manager (Harare P/S)
Chief Personnel & Admin Officer (Hre P/S)
Station Manager (Munyati)
Plant Services Manager (Munyati)
Operations Manager (Munyati)
Accounting Manager (Munyati)
Chief Personnel & Admin Officer(Munyati)
Station Manager (Bulawayo P/S)
Plant Services Manager (Byo P/S)
Operations Manager (Byo P/S)
Accounting Manager (By0 P/S)
Chief Personnel & Admin Officer (Byo P/S)
Transmission Department
Transmission Operations Manager
Grid Asset Manager
Transmission Services Manager
Regional Transmission Engineer (East)
Regional Transmission Engineer (West)
Regional Protection Engineer (East)
Regional Protection Engineer (West)
Telecommunications Engineer
Chief Accountant
Chief Personnel & Admin Officer

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No. 4
Dated: 01/01/99
ADMINISTRATION NOTE NO. 4
Directory
Head Office : All Departments
Electricity Centre
Postal Address
Telex
Fax
Telephone
Central Stores
Central Workshops

:
:
:
:
:
:
:

25 Samora Machel Avenue, Harare


P.O. Box 377, Harare
24323 ZESCOM ZW
774542/3 753520
774508/35 or 774491/9
Barrow Road (Railway Siding No. 53)
Birmingham Road (Railway Siding No. 35)

Area Office or Power Station

Sub-district

Postal Address

Pvt Siding No.

a) Western Area Office


Halco House
Fife St/10th Avenue
Bulawayo
Telex 33470 ZESCOM ZW
Fax 74767

P.O.Box 2097
Bulawayo

P.O.Box 2097
Bulawayo

Depot, Test House


Workington and Stores
Leamington Road and
Loughborough Road
Donnington

Administration Notes

Beitbridge

P.O. Box 74
Beitbridge

Esigodini

P.O. Box 31
Esigodini

Filabusi

P.O. Box 40
Filabusi

Gwanda

P.O. Box 50
Gwanda

Hwange

P.O. Box 42
Hwange

338

Page 17

No. 4
Dated:01/01/99
Area Office or Power Station

Sub-district

Postal Address Pvt Siding No

Plumtree

P.O. Box 45
Plmtree

Turk

P.O. Box 8
Turk

Victoria Falls

P.O. Box 43
Victoria falls

b) Hwange Power Station


Telex 51624 ZESCOM ZW
Fax 081-2490/3206

P.O. Box 257


Hwange

c) Bulawayo Power Station


Electricity House
Khami Road
Bulawayo
Telex 33324 ZESCOM ZW
Fax 09-78240

P.O. Box 1803


Bulawayo

d) Bulawayo Training Centre


BRCC
Fax 09-69739

P.O. Box 8541


Bulawayo

e) Southern Area Office


Moonlight House
Stand No. 51-53
Fith Street
Gweru
Fax 054-23056

P.O. Box 659


Gweru

Gokwe

P O Box 6014
Gokwe

Kwekwe
Fax 055-24467

P.O. Box 103


Kwekwe

Mvuma

P.O. Box 29
Mvuma

Shurugwi

P. O. Box 45
Shurugwi

Administration Notes

414

290

74

Page 18

No. 4
Dated: 01/01/99
Area or Power Station

Sub-District

Postal Address

Zvishavane

f) Munyati Power Station


Fax 055-375/372
g) Eastern Area Office
Jotali Building
Herbert Chitepo Street
Mutare
Telex 81161 ZESA ZW
Fax 020-74744

Administration Notes

Pvt Siding No

P. O. Box 99
Zvishavane
P. O. Munyati

P.O. box 216


Mutare

Chimanimani

c/0 Box 216/


P. O. Chimanimani
Mutare

Chipinge

P.O. Box 22
Chipinge

Chiredzi

P.O. Box 6
Chiredzi

Gutu

P. O. Box 174
Gutu

Nyanga

P.O. Box 43
Nyanga

Mashava

P. O. Box 26
Mashava

Masvingo
Fax 039-62580

P.O. Box 5
Masvingo

Middle Sabi

Pvt Bag C.7381


Mutare

Mkwasine

c/o Box 6
Chiredzi

Rusape

P.O. Box 41
Rusape

Rutenga

Pvt Bag 9065


Masvingo

Page 19

No.4
Dated 01/01/99
Area Office or Power Station

h) Northern Area Office


Magamba Way
Chinhoyi
Fax 067-22602

Sub-District

Postal Address

Zvishavane

P.O. Box 99
Zvishavane

P.O. Box 293


Chinhoyi

Bindura
Fax 071-6241

P.O. Box 44
Bindura

Centenary

P.O. Box 3
Centenary

Chegutu

P.O. Box 59
Chegutu
P.O. Box 192
Chinhoyi

Chinhoyi
Fax 067-23662

Pvt Siding No

Concession

P.O. Box 58
Concession
Harare Environs P.O. Box 2549
Fax 708110
Harare
Kadoma
Fax 068-2339

P. O. Box 520
Kadoma

Kariba
Fax 061-2374

P.O. Box 99
Kariba

Karoi

P.O. Box 99
Karoi
P. O.. Box 11
Marondera

Marondera
Fax 079-24284

Administration Notes

Mhangura

P.O. Box 11
Mhangura

Mt Darwin

P.O. Box 120


Mount Darwin

Mutoko
Fax 072-2747

Box 11/Box 280


Marondera

Mutorashanga

P.O.Box 10
Mutorashanga

Page 20

No. 4
Dated: 01/01/99
Area Office or Power Station

Sub-District

Postal Address

Mvurwi
Fax 077-2315

P.O. Box 89
Mvurwi

Norton

P.O. Box 14
Norton

i) Kariba Power Station


Fax 061-2374

P.O. Box 2018


Kariba

j) Harare Area Office


Electricity House
Wynne Stree
Fax: 704234/794911

P.O. Box 73
Harare

Bromley

P.O. Box 49
Bromley

Seki
Fax 070-21056

P.O. Box 20
Chitungwiza

Pvt Siding No.

k) Harare Power Station


Coventry Road
Harare
Fax: 722945
l) National Control Centre
Coventry Rd
Harare
Fax: 723019
m) National Training Centre
Belvedere
Harare
Fax 741530

Administration Notes

Page 21

No. 5
Dated: 01/01/99

ADMINISTRATION NOTE NO. 5


Risk management policy
1.

General
The Authority is committed to and hereby commits all its employees, as a matter of
policy, to:

2.

(a)

avoid, reduce and minimise the impact of losses of its material and human
assets;

(b)

report all such losses as they occur, (such losses as arise from accidents, natural
disasters, impropriety on part of members of staff and those involving third
parties).

Loss and Accident Avoidance


Pursuant to the corporate policy to avoid accidents and losses to material and human
assets, all employees:

3.

(a)

shall be and are obligated to observe safe working procedures as detailed in


Safety Policies, Rules and Procedures specific to their jobs and to their Power
Stations/Substations and Areas

(b)

shall be and are obligated to be bound by the Authoritys Code of Conduct, with
specific (not exclusive) reference to:

Consumption of intoxicating liquor or dangerous drugs


Poor time-keeping
Corruption
Negligence
Dishonesty
Theft
Breach of secrecy or confidentiality or contract of employment
Unsatisfactory work performance
Unlawful collective job action
Disorderly or objectionable behaviour;
Loss, damage or misuse of Authority property

(c)

shall be and are obligated to co-operate with risk-management co-ordinators,


audit staff and safety and loss control personnel on all matters relating to loss
avoidance, loss investigation, loss mitigation and loss reporting.

Loss Mitigation
For purposes of mitigating losses and their impact on the operations of the Authority, the
Authority undertakes to insure its assets against all possible insurable risks provided the
cost of such insurance is not prohibitive vis-a-vis benefits to be derived therefrom.
In this connection, and unless otherwise so determined by the Authority, the following
policies (covering the specified insurable interests) and self insurance schemes shall
always be in force.

Administration Notes

Page 22

No. 5
Dated: 01/01/99

(1)

External Insurance
The following are the external insurance policies deemed essential at all times:
-

(2)

Combined Assets All Risk (Kariba)


Combined Assets All Risk (Hwange)
Assets All Risk (all other assets not covered by any other policy)
Motor Fleet (third party liability and comprehensive cover for vehicles with a
Value in excess of $1 million)
Electronic Data Processing Equipment
Public Liability
Group Personal Accident

Self Insurance
The Authority hereby undertakes to maintain its non-external self-administered insurance
fund for the purpose of:
(a)
(b)
(c)

4.

meeting insurance shortfalls;


absorbing uninsured losses;
obviating the inevitable demands on the Authoritys operating budgets and
cash-flows where these expenses are not provided for.

Institutional Provisions
The following institutional mechanisms are hereby put in place for the purpose of policy
monitoring, implementation and realisation:
(a)

Risk Management Co-ordinators


The responsibility for Risk Management shall fall directly on the highest level
person/post ordinarily responsible for the maintenance function. For the Power Stations
therefore it shall be the Maintenance Manager or equivalent post. For the Areas it shall
be the Area or Chief Engineer responsible for maintenance.
Their job shall, in addition to plant maintenance, be to:
(a)
(b)

articulate the Authoritys policy on Risk Management;


manage the safety and loss control function;
(i)
(ii)
(iii)
(iv)
(v)

Administration Notes

identify potential loss areas and instituting remedial action to


prevent/mitigate such losses;
implement recommendations made after loss, safety and risk control
audit inspections;
monitor trends in all the above;
identify and capture total cost of risk (costs associated with risk
management)
staff training and education in safety, loss control and risk
management.

Page 23

No. 5
Dated : 01/01/99
(b)

Corporate Risk Management


This shall be a Head Office Corporate Services Department function falling under the
Administration Division responsible for, among other things;
-

5.

The processing of all claims


Co-ordination of risk control activities
Analysis of loss trends and recommending remedial action
Placement of the external insurances
Negotiating and administering the staff insurance scheme
Establishing and reporting on the total cost of risk

General Claims Procedures


In the event of losses, accidents and the Authority incurring liability, the Risk Management
Section at Head Office shall process all claims using the following procedural guidelines:
Step 1
Step 2
Step 3
-

Identification of policy which covers the loss.


Submit an initial report which need not have detail to the Insurers through Brokers.
Claims Officer will then cause Area/Station to furnish details or loss ie.
what happened
how it happened
when it happened
extent of damage
estimated repair and/or replacement cost and loss of revenue where applicable.

Step 4

Claims Officer to establish whether potential claim is within or outside the excess
applicable under the policy.
If the loss exceeds the excess, the Claims Officer to lodge a detailed claim to insurers via
insurance broker and if loss is within the excess, claims officer to keep record of the loss.
To facilitate further processing and eventual indemnification of the claim, the Insurance
Officer to follow-up and follow-through both within and without the Authority and in the
main to play a liaison role between insurers, assessors, brokers and user departments.
When indemnification has been made, the Claims Officer to:
(a)
ensure the amount is received and appropriately receipted;
(b)
all parties ie. Finance and the user department are duly informed.

Step 5
Step 6

Step 7

6.

Specific Claim Considerations


(1)

Thefts, fraud, fatal accidents and motor vehicle accidents


In all instances, the following accidents should be reported to the police and case
numbers obtained:
thefts
fraud
fatal accidents
motor vehicle accidents
Once it is discovered that an employee is involved in an act of dishonesty, he should be
suspended immediately and an investigation audit carried out to:
(a)

establish the extent of loss relating to same and

(b)

establish culpability

Administration Notes

Page 24

No. 5
Dated: 01/01/99
(2)

Damage to Plant, Equipment and Property


For damage to plant and equipment, Forms S.114 (ie. damage report) should be
completed and sent to the Risk Management Section in all cases.
Repairs/replacements should only be effected if insurers have given the go-ahead and all
damaged items should be preserved in case insurers or their representatives might want
to inspect or retain the salvage.

(3)

Third Party Liability


All third party claims should be investigated and a report submitted to the Claims Officer
together with;
(a)
(b)

third party correspondence and


repair/replacement quotations

Employees are strictly forbidden from admitting liability.


(4)

On and Off Duty Accidental Injury or Death of Employees (Special provision)


In addition to provisions already stated it is hereby emphasised that employee
injuries/deaths should be reported, accompanied by the following, to the Claims Officer

(5)

(a)

medical bills;

(b)

days employee stays away from work as a result of the accident;

(c)

doctors report indicating the percentage of permanent disability suffered if any;

(d)

Death Certificate, Estate registration number and Court of registration in the


event of death.

Accidents Involving Injury or Death

a)

This Section covers accidents of such kind as to have caused, or to have been
likely to have caused, loss of life or serious personal injury which has occurred
in any part of the Authoritys works or distribution and transmission lines
including accidents to both Authority personnel and the public.

b)

Detailed reports of such accidents must be forwarded to the Consumer


Services/Generation/Transmission /Technical Services Director as the case may
be, with a copy to the Corporate Services Director, and where relevant, in
accordance with the requirements of Engineering Instruction No.1/5, or
Generating Stations Engineering Instruction No. 19.

c)

Accidents occurring at ZESA installations classified as Factories must also be


reported in accordance with the Factories and Works Act and Regulations.

d)

See also Note 9 regarding Workers Compensation and Stated Benefits


Assurance claims, Personal Accident Insurance and Note No. 10 regarding
accidents involving vehicles.

Administration Notes

Page 25

No.5
Dated: 01/01/99
2.

INSURANCE
The Authority has in place insurance cover for all its human and material assets whether owned or
leased or held in trust or on commission for which the Authority holds itself responsible. The
following policies highlight the cover that the Authority has put in place:
1.

MACHINERY BREAKDOWN POLICY


This policy covers Harare, Munyati and Bulawayo Power Stations plant and equipment
against sudden and unforeseen mechanical and/or electrical derangement. Aspects not
covered relate to wear and tear, damage arising out of lack of maintenance and inspection
and subjecting plant and equipment to abnormal conditions.
Although this policy is entirely self-insured, the terms and conditions that applied when
it was externally placed in the insurance market still apply.
The self-insurance funds limit of liability is a stipulated amount for each of the three
power stations. An excess of $2 000 000,00 applies for each and every claim.
The limits that apply are:

Harare
Munyati
Bulawayo

$9 652 329,26
$8 529 715,65
$6 506 295,24

In the event of a claim the Generation Director in consultation with the Corporate
Services Director will determine whether to appoint an external assessor or not,
depending on the magnitude of the claim or circumstances surrounding it.
All stations should report all losses covered under this policy to the Corporate Services
Director as soon as they occur, failure of which will result in their claims against the fund
being repudiated on grounds of late notification. Maximum claim notification period is
within 30 days of the accident occurring. The Form S.114 has to be completed in full in
cases of all losses covered under this policy.
2.

MOTOR FLEET POLICY


The Authoritys vehicles also have a mixture of self-insurance and externally-placed
insurance cover.
a)

Self-Insurance
All vehicles that are 10 years old and below are covered for own damage, fire
and theft risks.
Vehicles over 10 years old are covered for fire and theft risks only.

Administration Notes

Page 26

No. 5
Dated: 01/01/99

An excess of $2 800,00 on each and every claim applies.


An excess of $1 000,00 on each and every claim applies on motor cycles.
b)

External Insurance
Vehicles whose replacement value each exceeds $1 million are covered for
comprehensive cover.
All Authority vehicles are covered for third party liability risks.
No excess applies on this policy.

c)

Claim Considerations
All claims must be submitted to the Corporate Services Director for processing via the
Transport Section at Head Office who will have to ensure that all the requisite
documentation and details are submitted. In this connection, the Form S.113 has to be
completed in full at all times.
The Operations Committee of the Motor Fleet Self-Insurance Fund considers and
processes all the claims covered by the Self-Insurance Scheme and all the claims covered
by the external insurance are submitted to the insurer by the Corporate Services
Department.
The terms and conditions of the Self-Insurance Scheme are identical to those that apply
in the external insurance market and as such all exclusions that apply there are observed
by the Operations Committee in discharging duties.
Accident damaged vehicles whose repair value exceeds $10 000,00 and write-offs
will be assessed by an assessor appointed by the Transport Manager.
The procedure to be adopted in the event of an accident is defined in Administration
Note. No. 10.
Exclusions include:

3.

a)
b)
c)

drunken driving
faulty vehicles, and
unlicenced driving

COMBINED ASSETS ALL RISKS (HWANGE POWER STATION)


This policy covers both machinery breakdown and fire and allied risks perils for specified plant
and equipment at Hwange Power Station as well as extra expenses arising directly from a covered
loss.
The excess which is quite substantial will be covered by the Self-Insurance Fund with the Funds
limit of liability being a stipulated sum annually which is determined by the Funds financial
status but this only pertains to material damage related losses and not extra expenses.
The excess for fire and allied perils related claims is US$250 000 each and every loss, US$500
000 aggregate and 7 days for extra expenses whilst that for machinery breakdown related claims is
US$500 000 each and every loss with US$100 000 applying after the aggregate excess has been
exhausted.

Administration Notes

Page 27

No. 5
Dated: 01/01/99
Insurers will cover all claims over and above the underlying and aggregate excess and all claims
will be subject to the terms and conditions stipulated in the policy document issued by the insurer.
All losses covered by this policy are to be notified to the Corporate Services Director on Form
S114 as soon as they occur.
4.

ASSETS ALL RISKS


This is an all embracing policy which covers all the Authoritys assets which are not specifically
covered by any other policy against material damage or loss arising from accidents, natural
phenomena and theft.
Insurers terms and conditions apply as this policy is externally placed on the insurance market
and this is provided in sections with each section having a different limit of liability and excess
which is reviewed annually.
Claims have to be notified to the Corporate Services Director as soon as they arise and in the case
of losses involving theft police have to be notified as well. All losses pertaining to loss of and
damage to equipment should be notified on Form S.114.
Excesss that apply will be met by the business units concerned as undernoted:
Fire and allied perils damage to transformers
Theft of electrical equipment
Personal effects for senior management
Personal effects for other staff
Rolling stock

5.

$50 000
$ 2 000
$
50
$
50
$15 000

GROUP PERSONAL ACCIDENT


This policy covers accidental death and/or bodily injury arising out of violent, visible and external
means.
The cover itself is categorised as follows:a)
b)

24 hour cover for both on-duty and off-duty accidents for all ZESA employees, and
Board members are covered when they are on ZESA business only.

The benefits that accrue under this policy are:


a)

to ZESA employees
5 times annual earnings multiplied by the degree of disability for permanent
injuries.
4 times annual earnings for death, and
reimbursement of medical expenses up to a stipulated amount.

b)

to Board members
the death benefit is $500 000 and
for permanent disability it is $500 000,00 multiplied by the degree of permanent
disability.

c)

to ZESA
full employee earnings for the first 90 days and half benefit for the next 90 days
thereafter for the days employees are away from work as a result of an accident
covered by this policy.

Administration Notes

Page 28

No. 5
Dated: 01/01/99
As this policy is externally-placed on the insurance market, insurers policy terms and
conditions including the need for timeous notification apply.
All claims are to be reported to the Corporate Services Director on the GPA claim forms
within a month of the accident occurring.
6.

PUBLIC LIABILITY
This policy covers the Authority against any legal liability that it may incur in the discharge of its
mandate.
This externally placed insurance cover does not have an excess besides an underlying excess of
$10 000,00 for claims relating to phase-reversal. The limit of liability per each and every claim is
$3 million.
Since insurers will only be liable under this policy in cases where the Authority can only be
proven negligent, once a claim is lodged by a third party against a business unit, the claim has to
be investigated by the business unit concerned to establish whether the Authority is liable or not.
Under no circumstances are business units allowed to accept liability to third parties.
The third partys claim letter together with the business units investigation report should be
submitted to the Corporate Services Director as soon as they come to hand. Prompt investigation
and submission of the requisite claim documentation are required once a claim is received. The
public liability claim form should also be submitted at all times.

7.

COMPUTER
This policy covers computer equipment against sudden and unforeseen mechanical/or electrical
derangement. This policy essentially covers residual risks which are not covered by the Assets
All Risks policy.
The limit of liability for material damage is $1 million and that for increased cost of working
(consequential loss) is $100 000. Software and other external data media are not covered. An
excess of $1 000 applies for each and every loss.
Claims have to be notified to the Corporate Services Director on Form S.114 as soon as the loss is
incurred. The claim documentation should be submitted within a month of the loss being
incurred.

8.

INSURANCE - HOUSEHOLD AND PERSONAL EFFECTS


1.

In order to remove any misconception which might exist in the minds of the staff
regarding the Authority's responsibility for any household or personal effects which
might be damaged on Authority owned or leased premises, the attention of all staff
should be periodically drawn to this Note. It is particularly important in the case of
employees camping out where fire hazards are much greater.

2.

The responsibility for insuring household and personal effects against loss or damage
from any cause whatever rests with the employee and the Authority, even if it wished,
could not effect this insurance. Whilst on duty an employee's personal effects are
covered by the Authority against all risks. In the latter case personal effects are defined
as only those items which an employee necessarily has to have with him whilst on duty
including tools.

Administration Notes

Page 29

No. 5
Dated: 01/01/99
3.

The insurance of household goods and personal effects belonging to personnel


transferred, providing such transfer is not at the employee's request, will however be
arranged by the Authority whilst such goods and effects are in transit between the old
and new district or station. The maximum insurance cover for any one transit is in
accordance with the Annexure to this Note and such items as watches, jewellery etc., are
not covered. (See also Note No. 31 on T & S rates).

4.

Insurance cover is automatic provided the conditions stipulated under sections 2 and 3
above are satisfied.

5.

It should be noted that the cover taken out in terms of secction 3 above excludes
mechanical derangement, scratching and denting, and is subject to a "Parts and Pairs and
Sets" clause. The effect of this clause is that if a part or one item of a pair or set is
damaged, the insurers will only be liable for the actual part or item damaged.

Administration Notes

Page 30

No. 5
Dated: 01/01/99
ANNEXURE TO ADMINISTRATION NOTE NO 5

Maximum Insurance cover for Household and Personal Effects in Transit

Administration Notes

$150 000.00

Page 31

ZIMBABWE ELECTRICITY SUPPLY AUTHORITY


VEHICLE ACCIDENT REPORT

S/113

TO BE COMPLETED IN TRIPLICATE
1.

DRIVER
Name........................................................................................................... Age:.................
Designation:...........................................EC No................Work Station:............................
Home Address:.....................................................................................................................
Driver Licence No............................. Place & Date Of Issue:...........................................

2.

VEHICLE
Make.............................................................................. Reg. No.........................................
Fleet No................................ Allocated To:.........................................................................

3.

PARTICULARS OF ACCIDENT
Date of Accident:............................ Time................... Place..............................................
Description of Accident: (Include rough sketch plan)
.............................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
.....................................................................................................
Reported to Police at............................ Date.................................... Time............................
Speed at Time of Accident......................................... Gear used....................................
Type and State of Road.......................................... State of weather.............................
Nature and weight of Load................................................................................................
...............................................................................................................................................
Was this an authorised trip by WHO?..............................................................................
...............................................................................................................................................
Names and Address of Passengers:...................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
...................................................................................................................

4.

PARTICULARS OF OTHER VEHICLE(S) INVOLVED


Name and Address of Driver:.............................................................................................
.............................................................................................................................................................
.................................................................................................................................
Name and Address of Vehicle Owner:.............................................................................
...................................................................................................................................

............ ...............................................................................................................................................

Administration Notes

Page 32

Make and Type of Vehicle(s):.............................................................................................


Registration No.(s):.............................................................................................................
Approximate Speed of other Vehicle at Ti
me of Accident:...........................................
...............................................................................................................................................

5.

INJURIES TO PERSONS (DETAILS OF INJURIES AND WHETHER OTHER THIRD


PARTIES INVOLVED)
.............................................................................................................................................................
.................................................................................................................................
...............................................................................................................................................
...............................................................................................................................................

6.

DAMAGE TO PROPERTY
(a)
(b)
(c)

7.

ZESA Vehicle: ......................................................................................................


Other Vehicle(s)......................................................................................................
Other Property: ......................................................................................................

DRIVERS REPORT
.............................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
.....................................................................................................
Drivers Signature:
Date:

8.

......................................................................................................
......................................................................................................

SECTION/AREA HEADS COMMENTS (INCLUDE ESTIMATED COSTS OF REPAIRS)


.............................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
.............................................................................................................................................................
.........................................................................
...............................................................................................................................................

SIGNATURE:............................................................................ DATE:....................
DESIGNATION:.................................................................................................................

Administration Notes

Page 33

Form S.114
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
POST LOSS DAMAGE REPORT

FROM:..

AT:..

TO:

AT:..

C.C. 1..
2.
3
4

SUBJECT:..
DATE OF REPORT.
THE LOSS:
Full Description of Unit
MAKE
CAPACITY
SERIAL NUMBER
Date of Accident/Loss
.
Events Leading to The Accident..
..
..
..
Full Details of Damage

Possible Causes of Damage.


..

Administration Notes

Page 34

..
Loss Minimisation Efforts Done Including Maintenance Records (Please Give full details and attach
any documentation in support thereof)
..
..
.
..
.
Estimated Cost of Repair/Replacement (with breakdown where known)

..

Place Where Unit May Be Inspected

.
Sketch Diagrams attached

..
Remarks
.
.
SIGNATURE:

DATE:..

DESIGNATION:

Administration Notes

Page 35

PUBLIC LIABILITY CLAIM FORM


DEPARTMENT AREA/DIVISION.
DATE.
Accident
Particulars: Date of Accident.

Time..a.m/p.m.

Exact place where accident occurred

Description of how accident happened

Third
Party
Details; Name of person injured or property damaged..
.
Address
Details of personal injury/damaged property..
.
Witness: Did police take particulars. If so give details of police station and
date reported
Give names and addresses of witnesses..
.
Attachments: (tick what is attached)
Third party claim letter..
Repair/replacement costs
Compensation costs.
Investigation report..

Administration Notes

Page 36

Form S.114
ANNEXURE TO ADMINISTRATION NOTE NO. 5
TO BE COMPLETED IN DUPLICATE
FROM :
TO
: Corporate Services Director

AT
AT

: .
: Head Office

SUBJECT: TRANSFORMER/VOLTAGE
REGULATOR OR OTHER
DAMAGE REPORT

DATE :

MAKE ..
CAPACITY .
SERIAL NUMBER .
DETAILS OF DAMAGE

WAS DAMAGE AS A RESULT OF AN ACCIDENT?


.
DESCRIBE BRIEFLY WHAT HAPPENED
.
.
COST OF REPAIR OR REPLACEMENT IF KNOWN ..
REPAIRER .
REMARKS ..

TEAR OFF
TRANSFORMER/VOLTAGE REGULATOR OR OTHER DAMAGE REPORT
FROM : Corporate Services Director

AT

: ..

TO

AT

: ..

: ..
I acknowledge receipt of the above report.

DESIGNATION ..

SIGNATURE
DATE.

Administration Notes

Page 37

No. 6
Dated:01/01/99
ADMINISTRATION NOTE NO. 6
Safety Policy
The Authoritys policy is geared towards the prevention of accidents at all work places. Local
Senior Officials must therefore implement the following policy

1.

1.

All accidents and near misses must be reported to the local senior official and
investigated, irrespective of whether or not there is injury or damage to property. In
order to heighten safety consciousness, any accident that involves injury to staff should
be reported to the Corporate Services Director at Head Office immediately followed by a
full report.

2.

Safety Committees and sub-committees chaired by the local senior official, must be
formed at all work places and must regularly hold meetings to promote and review safety
performance at the work place. A proper record of the meetings of such committees
must be kept and a copy of that record must be submitted to the Corporate Services
Director.

3.

Any Safety Officers appointed by the Authority must investigate all accidents, monitor
accident related losses, co-ordinate the work of safety committees, conduct safety related
training courses and carry out safety inspections and surveys.

4.

All levels of staff must be aware of the Authoritys safety policy, which is subject to
review by the Corporate Services Director annually. Workers should therefore, in view
of this, be trained to recognise unsafe acts and conditions, and how to overcome them
through proper training, discipline and action.

5.

In terms of Section 15(5) of the National Social Security Authority (Accident prevention
and Workers Compensation Scheme) Notice, 1990 (Statutory Instrument 68 of 1990),
the General Manager of the Accident Prevention and Workers Compensation Scheme is
required required to ensure that the following provisions are compiled with for the
purpose of accident prevention.

Duties of Employer, Workers and Other Persons In Accident Prevention


1.

Any employer shall ensure that


a)
b)
c)
d)
e)
f)
g)

Administration Notes

such equipment, materials and protective devices as may be prescribed for his
class of business are provided;
the equipment, materials and protective devices by him for purposes of
protecting workers health safety or safety are maintained in good condition;
such health and safety mesures and procedures as may mintained in good
condition;
the equipment, materials and protective devices provided by him are used as
prescribed,
such occupational health services for workers as may be prescribed are
established;
the provision and maintenance of occupational health services are in accordance
with standards prescribed;
such accurate records of the handling, storage, use and disposal of biological,
chemical or physical agents as may be prescribed are kept;

Page 38

No. 6
Dated: 01/01/99
(h)

records of the exposure of a worker to biological, chemical or physical agents are


accurately kept, maintained and made available to affected workers;

(i)

the general manager is notified of the use or introduction into a workplace of such
biological, chemical or physical agents as may be prescribed;

(j)

such monitoring and records of the use of biological, chemical or physical agents as may
be prescribed be maintained;

(k)

compliance with such standards limiting the exposure of a worker to biological, chemical
or physical agents as may be prescribed and enforced;

(l)

where so prescribed, only a worker who has undergone such medical examinations, tests,
or X-rays as may be prescribed and who is found to be physically fit to do the work in
that workplace be permitted to do that work;

(m)

the worker is provided with instructions on measures and procedures to be taken for the
protection against risks to health or safety, and such instructions shall be given in writing
or in the manner or language understood by the majority of workers in the workplace;

(n)

occupational health and safety training programmes at the workplace are carried out or
that workers be released to attend such training programmes during work times;

(o)

information, instruction and supervision to a worker to protect the health or safety of the
worker is provided;

(p)

he prepares and regularly updates a written policy that addresses the health and safety
problems at the workplace and develops and maintains a programme for the
implementation of that policy;

(q)

the establishment of a safety committee is effected and the necessary assistance and cooperation afforded to the committee in carrying out its functions;

(r)

a supervisor or health and safety representative who shall take all necessary measures to
ensure the health or safety of the workers is appointed.

2.

General duties of manufacturers, designers and suppliers

1)

It shall be the duty of any person (a)

designing, manufacturing, importing, selling or hiring out any machinery, implement,


safety equipment or other technical device to take steps to ensure that it affords adequate
security against risks to safety and health. Such equipment when delivered shall be
accompanied by the necessary information and instructions concerning its assembly, use
and maintenance;

(b)

manufacturing, importing and selling a substance liable to cause risks to health or safety
to take the measures necessary to prevent or counteract any health and safety hazards
resulting from the use, handling and storage of such a substance.

3.

Duties of supervisor or health and safety representative

1)

A supervisor or health and safety representative shall ensure that a worker -

Administration Notes

Page 39

No. 6
Dated: 01/01/99

4.

(a)

works in the manner and with the protective devices, clothing, measures and procedures
which ensure the protection of the workers health and safety;

(b)

uses or wears the equipment, protective devices or clothing that employer has provided
to be used or worn;

(c)

reports and investigates accidents or identifies potential hazards which may affect the
health or safety of workers;

(d)

is advised of the existence of any potential or actual danger to the health or safety of the
worker of which the supervisor is aware;

(e)

where so prescribed, is provided with instructions in writing or any other manner as to


the measures and procedures to be taken for his protection;

(f)

takes every precaution necessary in the circumstances for his protection as a worker.

Duties of the worker


1)

A worker shall -

(a)

report to the employer or supervisor or health and safety representative the absence of or
defect in any equipment or protective device of which the worker is
aware and which
may endanger himself or another worker;

(b)

report to the employer or supervisor or health and safety representative any contravention
of the Accident Prevention and Workers Compensation Scheme or the existence of any
hazards of which the worker is aware;

(c)

where so prescribed, have, at the expense of the employer, such medical examinations,
tests or X-rays, at such time or times and at such place or places as prescribed;

(d)

work in compliance with such requirements as may be prescribed for the protection of
the health or safety of the worker;

(e)

use or wear the equipment, protective devices or clothing the employer requires to be
used or worn;

(f)

not remove or make ineffective any protective device prescribed or required by the
employer without providing an adequate temporary protective device, and when the need
for removing or making ineffective the protective device has ceased, the protective
device or clothing shall be replaced immediately;

(g)

not use or operate any equipment, machine, device or thing, or otherwise work, in a
manner that may endanger himself or any other worker;

(h)

not take away from the workplace protective devices or clothing for purposes not
connected with the protection of the worker at work.

It is therefore essential that local senior officials ensure that the above provisions are complied
with.

Administration Notes

Page 40

No, 7
Dated: 01/01/99
ADMINISTRATION NOTE NO. 7
Technical regulations
3.
1.
Staff designated below are required to be in possession of a current copy of the
appropriate Safety Rules.
2.

ZESA Mechanical and Electrical Safety Rules

a)

Heads of Departments
Chief Executive
Generation Director
Transmission Director
Technical Services Director
Consumer Services Director

b)

Generation Department
Head Office
Generation Services Manager
Generation Services Engineer (Operations)
Generation Services Engineer (Maintenance)
Generation Services Engineer (Development and Technology)
Maintenance Engineer
Materials Engineer
Senior Engineer (Projects)
Senior Engineer (Performance)
Power Stations
Station Manager
Production Manager
Maintenance Manager
Production Engineer
Senior Plant Engineer
Senior Engineer (Operations)
Senior Forepersons
Chief Chemist
Section Engineers
Chemist
Engineers
Forepersons
Senior Technicians
Technicians
Artisans

Administration Notes

Operations Manager
Plant Services Manager
Unit Operators
Turbine Operators
Boiler Operators
Auxilliary Plant Attendants
Skilled Workers

Page 41

No. 7
Dated: 01/01/99
c)

Technical Services Department


Projects
Projects Manager
Engineering Services Manager
Section Engineer (Civil and Building Works)
Senior Engineer (Civil Building Works)
Section Engineer (Mechanical)
Senior Engineer (Mechanical)
Section Engineer (Lines)
Senior Engineer (Lines)
Section Engineer (Substations and Electrical Works)
Principal Engineer (Substations and Electrical Works)
Construction Manager (Substations and Electrical Works)
Principal Engineer (Substation and Electrical Works)
Technician
Construction Manager (Lines and Civil Works)
Principal Engineer (Lines)
Senior Technician (Lines)
Principal Engineer (Civil Works)
Foreperson (Civil Works)
Senior Technician (Civil Works)
Manager (Large Projects)
Engineers
Production Services
Business Development Manager
Senior Production Engineer (Electrical)
Electrical Engineer
Technician (Test)
Foreperson (Transformers)
Artisans
Foreperson (Switchgear)
Foreperson (Machining)
Senior Production Engineer (Mechanical)
Foreperson (Fabrication)
Mechanical Engineer
Quality Controller
Workshops Manager

Administration Notes

Page 42

No. 7
Dated: 01/01/99
d)

e)

Consumer Services
Marketing and Electrification Manager
Distribution Services Manager
Rural Electrification Manager
Section Engineers
Senior Engineers
Areas

Engineers
Senior Technicians
Technicians

Area Manager
Commercial Services Manager
Chief Engineer
District Manager
Section Engineer
Senior Engineer
Engineer
Foreperson
Artisan

Linesperson
Senior Customer Services Officer
Customer Services Officer
Chief Installations Inspector
Installations Inspector
Commercial Officer
Senior technician
Technician

Transmission Department
Grid Assets Manager
Transmission Services Manager
BRCC Manager
NCC Manager
Chief System Controller (NG)
Chief System Controller (S/T)
Regional Transmission Engineer (E)
Regional Transmission Engineer (W)
Section Engineer (Protection)
Senior Technician Engineer
Systems Controller (NG and (S/T)
Engineer
Technician

3.

In addition to the abovementioned individuals there will be certain members of staff


whose designations do not appear in the above lists, but who are trainees for posts
covered by these lists. One such case would be where a Plant Operator at a Power
Station is being trained for the post of Control Room Operator. In all such cases it will
obviously be necessary for the individual to be in possession of a copy and the local
senior official concerned will be responsible for the issue of a copy and for forwarding
the receipt to Head Office.

4.

New members of staff will be issued with a copy of the appropriate publication with their
signing-on papers, but local senior officials will be responsible to ensure that staff who
are transferred to them are in possession of and conversant with the Regulations before
they are allowed to start work in the new Station or District.

Administration Notes

Page 43

No. 8
Dated: 01/01/99
ADMINISTRATION NOTE NO. 8
Reports, returns and records

1.

This Note is designed to provide a summary of the more important reports, returns and
records required to be made or kept so as to comply with the various Acts and
Regulations.

2.

Electricity Act (Chapter 6)

Section

Notice of Accidents occurring in any part of the system

60(1)

1.

2.

5.

Electricity (Supply) Regulations, 1961


Periodic testing and inspecting of overhead lines,
Substations and earthing systems

45

Register of tests and inspections.

45(4)

Electricity (Wiring) Regulations, 1961


Periodic testing and inspection of overhead lines,
Substations and earthing systems

38

Register of tests and inspections.

38(4)

Posts and Telegraphs (Lines Protection) Regulations, 1961


One months notification of construction or extension of high
voltage power lines.

6.

7.

3(1)

Factories and Works Act, (Chapter 283)


Submission of plans for buildings or alterations of buildings

9(1)

Registration of factories

10(1)

Accident register to be kept

14(1)

Accident reports

14(3)

Factories and Works Regulations, 1976


Machinery failures

Administration Notes

5 (Machinery
Regulations)

Page 44

No.8
Dated: 01/01/99

8.

9.

Boiler inspection register and log book to be kept

8 (Boiler Regulations)

Boilers, damage and repairs to be notified to Inspector

(Boiler) Regulations
15(3), 15(4), and 15 (5)

Accident registers on Form F.G. 1

28 (General) Regulations

Accident report on Form F.G. 2

29 (General) Regulations

Lifting tackle periodic inspection and maintenance


Of Inspection Register

24 (General) Regulations

Strength returns to be submitted when required by Inspector

32 (General) Regulations

Workers Compensation Act, ( Chapter 269)


Accident Report to Area/Power Station Office or Head Office

69(1)(a)

Accident Report to Commissioner

70

Accident Register to be maintained

70(2)

Workman to submit medical or dental certificate with claim

72

Workmens Compensation Regulations, 1969


Maintenance of wage register

10.

11.

Undertaking of Electricity Supply Commission Employment


Regulations, 1982
Record of Service to be issued on termination of employment

21

Copy of these regulations and all amendments to the


Regulations to be exhibited in a place easily accessible
to every employee.

24

Roads Traffic Act, (Chapter 48/76)


Reporting of accidents to the Police, Submission of
Accident Report Form C.F.1

12.

35

See Transport
Standing Instructions
Section 1.1 &1.2.

National Social Security Act No. 12 of 1989


Establishment of social security schemes and
provisions thereof.

Administration Notes

3 (1) and 3 (2)

Page 45

No. 9
Dated: 01/01/99

ADMINISTRATION NOTE NO. 9


Group personal accident policy and workers Compensation
1.

Group Personal Accident Policy Cover


1.

All staff are insured against accidental injury and/or death on a 24 hour basis under the
Authoritys Group Personal Accident Policy.

2.(a)

Following an injury on duty, immediate action as outlined in this Note must be


be taken, as any undue delay could prejudice the Authoritys claim

(b)

It is very important that every injury on duty is placed on record as, if this is not done,
any subsequent illness, arising from even an apparently minor accident, may not qualify
as a claim against the insurers. Furthermore, both the Authority and the employee
concerned could lose financially.

(c)

All correspondence received after completion of action under this Note must be
forwarded to the Corporate Services Director at Head Office.

3.

Group Voluntary Personal Accident


All claims must be submitted to the Corporate Services Director, through the Area/Power
Station Manager or Head of Department in the case of Head Office staff, on claim forms
obtainable from Head Office.

2.

Workers Compensation Insurance


(1)

In terms of the National Social Security Authority (Accident Prevention and Workers
Compensation Scheme) Notice, 1990, which came into operation on the 30th March
1990 all workers are covered by insurance with the Workers Compensation Fund.
This means that any injury on duty involving a member of staff of the Authority must be
reported.
(a)

Administration Notes

The official Claim Form W.C.I.F. No. 14, in original only, must be completed,
even if the employee concerned does not go off duty as a result of the injury,
and forwarded to the respective Area Manager or Power Station Manager under
cover of a memorandum stating -

Page 46

No. 9
Dated: 01/01/99
(i)
(ii)

(b)

whether the employee is off duty or not; and


if off duty, the date of such absence and the manpower hours
lost on that day or dates of such absence.

All memoranda and correspondence relating to Workers


Compensation claims must be clearly headed with (i)
(ii)
(iii)
(iv)
(v)

the W.C.I.F. Claim No. (When allocated by Workers


Compensation);
the employees full name;
the employees identity or registration certificate number,
where applicable;
the employees ZESA Employment Number;
the date of the accident

(2)

The National Social Security Authority (Accident Prevention and Workers


Compensation Scheme) Notice 1990, requires claims to be submitted within
three days of the accident. If any delay is necessary or unavoidable, Paragraph
IV (f) on the reverse of Form W.C.I.F. 14 must be completed.

(3)

Guideline on completion of Form W.C.I.F. 14 (a)

The postal address and the telephone number inserted in section 1(b) of
the form must be those of the Area Office or Power Station submitting
the claim.

(b)

In section II (b) the national registration certificate number must be


given.

(c)

Section III which deals with the workmans earnings must be


completed in full. This includes the annual bonus, the value of free
accommodation or housing allowance and all such extras as fuel
allowance, electricity allowance and overtime.
The reimbursement made by the Fund to the Authority for wages and
allowances paid while the worker is off duty is based on his total
earnings and if these are not shown in full, the Authority will not
receive the full amount due to it.

Administration Notes

(d)

Section IV which deals with the time and date of the accident must be
completed as fully as possible.

(e)

Section VI asks for a description of the work the worker was doing at
the time of the accident and an explanation of what caused the
accident. It should be completed as fully as possible.

(f)

Section VII calls for a description of the protective clothing being worn
by the worker at the time of the accident and the reason why this
protective clothing or equipment was not able to prevent or lessen the
effects of the accident.

(g)

In section VIII the official making the report must state whether the
workers negligence or physical or mental condition contributed to the
accident.

Page 47

No: 9
Dated: 01/01/99
It is important that this section be accurately completed. The Fund will reject
any claim where the Worker can be shown to have ignored safety rules or to
have acted in such a way that he could have prevented the accident by following
the established procedure.
(h)

The spaces marked date and signature at the foot of W.C.I.F. 14 must be
left blank, but should be initialled at the bottom right hand corner by the local
official concerned. It will be signed at the Area Office or Power Station once
all the details on the form have been checked.

(4)

W.C.I.F.14 Claim forms are obtainable from the following Workers Compensation
District Offices Bulawayo
P O Box 1294 Tel No. 71013
Masvingo
P O Box 195 Tel No. 2398
Gweru
P O Box 414 Tel No. 2379
Harare
P O Box 8017, C/way Tel No. 793811
Chinhoyi
P O Box 197 Tel No. 2404
Mutare
P O Box 7009 Tel No. 63461

(5)

If the employee is off duty for less than 4 hours, no medical report is required. Should
the period exceed 4 hours, a Final Medical Report must be obtained from the
clinic/medical practitioner, on completion of treatment, and forwarded to the Area
Manager, or Power Station Manager, or Corporate Services Director whichever is
applicable.

(6)

In cases where an employee is off duty for a period of less than 4 hours and/or an
employee has had to attend a hospital or clinic for treatment of his injuries, form W.C.I.F
14 must be completed and forwarded to the Area Manager or Station Manager.
This is necessary because the hospital will send a copy of its Final Medical Report to the
Regional Compensation Officer who will, in turn, inquire from the Authority what the
circumstances of the accident were. The Area or Power Station must, therefore, submit a
claim form in such cases, although the claim does not detract from the Authoritys safety
record. Furthermore, although a worker may not go off duty as a result of his injuries at
work, the Compensation Officer will only meet medical accounts if a claim form has
been submitted.

(7)

Should the employee have to undertake light duties as a result of the accident, the actual
dates covering the period of light duty and the percentage disability of the employee
during this period must be advised to the Area or Station Manager. The percentage
degree of the disability may be assessed by the clinic/hospital where the employee was
treated.
When a return to duty slip is sent, via the Area/Station Office or Head Office, by the
Regional Compensation Officer, it should be completed and returned to the Area or
Station Manager or Head Office as the case may be. In completing this form care must
be taken to ensure that the date of injury on the form is the same as that given on the
W.C.I.F. 14 claim form.

(8)

Full wages are payable to an employee while he is off work, due to an injury on duty.
The Workers Compensation Insurance Fund refunds the
employee full wages for
the first 30 days the injured worker is off duty including a full days wages if the worker
is off duty for a minimum of 4 hours provided a claim form has been submitted and the
claim accepted.

Administration Notes

Page 48

No.9
Dated: 01/01/99
N.B.
The provision Benefits during Sickness of the Employment
Regulations do not apply to any sickness or accident covered by Workers Compensation.
(9)

In terms of the National Social Security Authority (Accident Prevention and Workers
Compensation Scheme) Notice, 1990, all accidents which take place on duty must be recorded.
An accident Register (Form G 89) must be maintained at every work place and in it the following
data have to be entered (a)
(b)
(c)
(d)
(e)
(f)

the date and time of the accident;


the name(s) of the injured worker(s);
the workers Registration Certificate number and ZESA employee number;
a short explanation of how the accident occurred;
the injuries suffered by the worker and
the period during which the worker was off duty.

(10)

A copy of this Accident Register must be submitted monthly to the Corporate Services Director.
Where no accidents resulting in injury have taken place, a nil return is required.

(11)

Contractors staff who receive treatment at the Hwange Power Station Clinic for injuries on duty
must not be charged for this treatment. The Workers Compensation Office in Bulawayo
reimburses the Authority for this treatment upon receipt of the appropriate return which is
submitted in duplicate (top copy and green copy). This return must be sent directly to
the
Workers Compensation Office.

(12)

Attention is drawn to Note No. 9 which gives details of the Voluntary Group Personal Accident
Scheme, available to senior staff.

3.

FUNERAL TRANSPORT
1.

With effect from 1st February 1990, the Authority shall pay the full transport costs of the
body and provide a fully lined high polish two tier coffin for any permanent employee
(including an employee serving a probationary period) who dies on duty as a result of an
accident. For the purposes of this provision, on duty means whilst conducting the
business of the Authority.

2.

The Area/Power Station Manager or Head Office Department in the case of Head Office
staff, shall cause one advertisement expressing the Authoritys condolences to appear in
one local newspaper on the day of the funeral of the deceased employee referred to in
paragraph 1 of this section.

3.

The costs incurred in terms of paragraph 1 and 2 of this section must be allocated to the
Expense Code Number 3341. The Workers Compensation Office must be
advised
in writing by the Area/Power Station Manager of the costs incurred by the Authority in
terms of this section. (See Note No. 53 on Funeral Transport in respect of death other
than death on duty as a result of an accident).

Administration Notes

Page 49

No. 9
Dated:01/01/99
4.

INSURANCE - VOLUNTARY GROUP PERSONAL ACCIDENT SCHEME


1.

This Scheme is purely an Accident Insurance Scheme which runs for a period of one year
and is renewable annually. It does not fall under any Life Assurance or Pension Scheme.
A premium is paid purely for the possibility of accidental death/injury occurring during
the insurance year. All employees who voluntarily opt to join the Scheme will be
covered and they have to pay for their premiums.

2.

The premiums are the lowest obtainable for the most reasonable cover and, to assist the
staff still further, arrangements have been made for the Authority to pay the premiums
and recover same from salaries over a period of up to six months.

3.

COVER :
Bodily injury including death caused by violent, visible and external
accidental means which injury shall independently of any other cause be the sole cause.
NB:

Cover would therefore not include death as a result of natural causes such as
illness, strokes etc.

4.(a)

It should be noted that the Scheme provides twenty-four hour cover and operates
independently of any other accident policy in which the insured may have an interest,
including Workers' Compensation.

(b)

The cover provided includes flying as a passenger in a fully licensed chartered aircraft
and accidents resulting from riot and civil commotion.

5.

Employees desirous of participating in the scheme should complete and submit their
applications through the Corporate Services Director for onward transmission to Willis
Coroon (Pvt) Ltd in accordance with the specimen form attached as an Annexure to this
Note. They should indicate thereon the number of months, not more than six, over which
they wish the amount of the premium to be deducted from their salary.

6.

The renewal date is 1st January. All new members will initially be charged a pro rata
premium from the date of cover and thereafter on an annual basis.

The schemes available for selection and the rates applicable to employees of the Authority are
detailed in the Annexure attached to this Note.

7.

BENEFITS PAYABLE
These represent the maximum liability of the Insurers and individual benefits would
depend on the Scheme originally opted for.
(i)
(ii)

Administration Notes

Death
:
Permanent Total
Disablement

Maximum Limit of Liability


% of Death Benefit but not exceeding 100% (This
percentage would depend on the extent of permanent
disablement e.g loss of one hand one foot equals
50% of death benefit)

Page 50

No 9
Date: 01/01/99
Temporary Total
Disablement

a)

b)

A sum equal to the weekly benefit as described in the schedule but not
exceeding 104 weeks or average current salary. Any compensation
payable by Workers' Compensation would be taken into consideration.

MAIN EXCLUSIONS:
(a)
(b)
(c)

War, invasion, act of foreign enemies/revolution.


Suicide or any attempt threat or self-injury
Entering or descending any aircraft other than fully licensed aircraft in which you are
travelling as a passenger other than a member of the crew and not for the purpose of
undertaking any trade or technical operation therein or thereon.

(d)

Engaging in winter sports, rugby, football, hockey, polo hunting, mountaineering,


motorcycling other than on business of the Insured and providing motorcycling does not
exceed 250cc or racing of any kind other than on foot.

(e)

Pregnancy or childbirth

(f)

Pre-existing physical defect or infirmity.

(g)

Insured being affected (temporarily or otherwise) by alcohol, drugs, venereal disease or


insanity.

(h)

Persons under 16 or over 65 years

(i)

Persons who have left the Authority's employment.

CLAIMS
(a)

Any accident which may give rise to a claim should be reported immediately otherwise
Insurers have the right to repudiate any claim lodged at a later date on the grounds of late
notification.

(b)

Persons who are interested in increasing their present sums Insured or who are not
already participants of this Scheme may complete application forms (as per copy
attached as an annexure to this Note) where applicable. An additional 5% loading will
be charged on all new participants in respect of riot/strike cover.

Administration Notes

Page 51

ANNEXURE TO ADMINISTRATION NOTE 9


VOLUNTARY GROUP PERSONAL ACCIDENT SCHEME
SCHEDULE OF BENEFITS AND THE ANNUAL PREMIUM REQUIRED
Employment
Category

S
C
H
E
M
E

Sum
Insured

$
Administrative
Clerical and
Storemen

A
B
C
D
A2
B2
A3
B3
A4
B4
A5
B5
A6
B6
A7
B7
A8
B8
A9
B9

Administration Notes

$
12 500.00
12 500.00
20 000.00
20 000.00
30 000.00
30 000.00
40 000.00
40 000.00
50 000.00
50 000.00
60 000.00
60 000.00
70 000.00
70 000.00
80 000.00
80 000.00
90 000.00
90 000.00
100 000.00
100 000.00

Section One
With Death Cover

Weekly
Benefit
$
90.00
50.00
82.00
50.00
200.00
120.00
250.00
160.00
320.00
200.00
380.00
240.00
440.00
280.00
519.00
320.00
570.00
360.00
640.00
400.00

Section two
No Death Cover

Section Three Section Four


No Death cover Death Cover Only

Annual Weekly
Annual Weekly
Premium Benefit Premium Benefit
$
$
$ $
56.00
80.00
20.00 100.00
32,00
50.00
18.00 75.00
80.00
80.00
28.00 100.00
73.00
50.00
25.00 75.00
102.00 200.00
48.00 240.00
82.00 120.00
28.80 180.00
132.00 250.00
60.00 320.00
110.40 160.00
38.40 240.00
166.00 320.00
76.80 400.00
138.00 200.00
48.00 300.00
199.20 380.00
91.20 475.00
165.60 240.00
57.60 350.00
231.60 440.00
105.60 560.00
193.20 280.00
67.20 420.00
266.40 510.00
122.40 640.00
220.80 320.00
76.80 480.00
298.80 570.00
136.80 710.00
248.40 360.00
86.40 540.00
333.60 640.00
153.60 800.00
276.00 400.00
96.00 600.00

Annual Weekly
Premium Benefit
$
$
22.00
20.00
30.00
28.00
57.60
Nil
43.20
Nil
78.80
Nil
57.60
Nil
96.00
Nil
72.00
Nil
144.00 Nil
84.00 Nil
134.40 Nil
100.80 Nil
153.60 Nil
115.20 Nil
170.40 Nil
129.60 Nil
192.00 Nil
144.00 Nil

Annual
Premium

54.00
54.00
72.00
72.00
90.00
90.00
108.00
126.00
126.00
126.00
144.00
144.00
162.00
162.00
180.00
180.00

Page 52

VOLUNTARY GROUP PERSONAL ACIDENT SCHEME


SCHEDULE OF BENEFITS AND THE ANNUAL PREMIUM REQUIRED
Employment
Category

S
C
H
E
M

Sum
Insured

Section One
With Death Cover
Weekly
Benefit

Section two
No Death Cover

Annual Weekly
Premium Benefit

SectionThree
No Death Cover

Section Four
Death Cover Only

Annual Weekly Annual


Premium Benefit Premium

Weekly Annual
Benefit Premium

Premium

E
Electricians
Linesmen
Plant Operators
And Fitters

E 12 000.00
F 12 500.00
G 20 000.00
H 20 000.00
E2 30 000.00
F2 30 000.00

80.00
50.00
80.00
50.00
200.00
120.00

192.00
162.00
400.00
353.00
169.00
136.20

80.00
50.00
50.00
50.00
200,00
120.00

72.00
58.00
121.00
100.00
82.00
19.20

100.00
75.00
100.00
75.00
240.00
180.00

79.00
65.00
130.00
108.00
98.40
73.80

Nil
Nil

87.00
87.00

E3340 000.00
F3 40 000.00

250.00
160.00

218.50
181.60

250.00
160.00

102.00
65.60

320.00
240.00

131.20
98.40

Nil
Nil

116.00
116.00

E4
F4
E5
F5

50 000.00
50 000.00
60 000.00
60 000.00

320.00
200.00
380.00
240.00

276.20
227.00
329.80
292.40

320.00
200.00
380.00
240.00

131.20 400.00
82.00 300.00
155.80 475.00
98.40 350.00

164.00
123.00
194.75
145.50

Nil
Nil
Nil
Nil

145.00
145.00
174.00
174.00

E6 70 000.00
F6 70 000.00
E7 80 000.00
F7 80 000.00
E8 90 000.00
F8 90 000.00
E9100.000.00
F9100 000.00

440.00
280.00
510.00
320.00
570.00
360.00
640.00
400.00

383.40
317.80
441.10
363.20
494.70
408.60
552.40
454.00

440.00
280.00
510.00
320.00
570.00
360.00
640.00
400.00

180.40
114.80
209.10
131.20
233.70
147.60
262.40
164.00

229.60
172.20
262.40
196.80
291.10
221.40
328.00
246.00

Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil

203.00
203.00
232.00
232.00
261.00
261.00
290.00
290.00

Administration Notes

560.00
420.00
640.00
480.00
710.00
540.00
800.00
600.00

Page 53

VOLUNTARY GROUP PERSONAL ACCIDENT SCHEME


SCHEDULE OF BENEFITS AND THE ANNUAL PREMIUM REQUIRED
Employment
Category

Enginners

S
C
H
E

Sum
Insured

Section One
With Death Cover

M
E
I
J
M
H
12
J2
13
J3
14
J4
15
J5
16
J6
17
7
18
J8
19
J9

Weekly
Benefit
$

Administration Notes

12 500.00
12 500.00
20 000.00
20 000.00
30 000.00
30 000.00
40 000.00
40 000.00
50 000.00
50 000.00
60 000.00
60 000.00
70 000.00
70 000.00
80 000.00
80 000.00
90 000.00
90 000.00
100 000.00
100 000.00

80.
50
80
50
200
120
250
160
320
200
380
240
440
280
510
320
570
360
640
400

Section Two
No Death Cover

Section Three
No Death Cover

Section Four
Death Cover Only

Annual Weekly Annual Weekly


Annual Weekly
Annual
Premium Benefit Premium Benefit Premium Benefit Premium
$
$
$
$
$
$
$
75.00
65.00
207.00
185.00
131.00
106.20
169.50
141.60
214.20
177.00
255.80
212.40
297.40
247.80
342.10
283.20
383.70
318.60
428.40
354.00

80.00
50.00
80.00
50.00
200.00
120.00
250.00
160.00
320.00
200.00
380.00
240.00
440.00
280.00
510.00
320.00
570.00
360.00
640.00
400.00

28.00
20.00
70.00
55.00
62.00
37.20
77.50
49.60
99.20
62.00
117.80
74.40
136.40
86.80
158.10
99.20
176.70
111.60
198.40
124.00

100.00
75.00
100.00
75.00
240.00
180.00
320.00
240.00
400.00
300.00
475.25
108.50
560.00
420.00
640.00
480.00
710.00
540.00
800.00
600.00

31.00
24.00
74.00
61.00
74.00
55.80
99.20
74.40
124.00
93.00
145.25
108.50
173.60
130.00
198.10
148.90
220.10
167.40
248.00
186.00

Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil

69.00
69.00
69.00
92.00
115.00
115.00
138.00
138.00
161.00
161.00
184.00
184.00
207.00
207.00
230.00
230.00

Page 54

VOLUNTARY GROUP PERSONAL ACCIDENT SCHEME


SCHEDULE OF BENEFITS AND THE ANNUAL PREMIUM REQUIRED

Employment

Sum

Section One

Section Two

Section Three

Section Four

Category

C
H
E
M
E

Insured

With Death Cover

No Death Cover

No death Cover

Death Cover Only

Weekly
Benefit
$

K
I
K2
K3
K4
K5
K6
K7
K8
K9
K10

10 000.00
5 000.00
20 000.00
30 000.00
40 000.00
50 000.00
60 000.00
70 000.00
80 000.00
90 000.00
100 000.00

Apprentices

Administration Notes

25
25
50
75
100
125
150
175
200
225
250

Annual Weekly
Premium Benefit
$
$
185.00
89.00
78.50
117.75
157.00
196.25
235.50
274.75
314.00
353.25
392.50

25
25
50
75
100
125
150
175
200
225
250

Annual Weekly
Premium Benefit
$
$
47.00
34.00
20.50
30.75
41.00
51.25
61.50
71.75
82.00
92.25
102.50

50.00
50.00
100.00
150.00
200.0-0
252.00
300.00
350.00
400.00
450.00
500.00

Annual Weekly
Annual
Premium Benefit Premium
$
$
53.00
38.00
41.00
61.50
82.00
102.50
123.00
143.50
164.00
184.50
205.00

Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil
Nil

58.00
87.00
116.00
145.00
174.00
203.00
232.00
261.00
290.00

Page 55

ANNEXURE 11
TO ADMINISTRATION NOTE NO 9
APPLICATION FORM FOR ZESA VOLUNTARY GROUP PERSONAL
ACCIDENT SCHEME
Please return the completed form to the Insurance Brokers through the Corporate Services Director.
Messrs Wills Faber Associates (Pvt) Ltd.,
P.O. Box 774, HARARE.
Dear Sirs

Date:

Kindly arrange immediate Personal Accident Insurance for me under the Group Scheme for ZESA Staff.
The particulars you require are as follows (in block letters):FULL NAMES.
ADDRESS..
OCCUPATION
DATE OF BIRTH .
FULL DETAILS OF ANY PHYSICAL DISABILITIES, PREVIOUS ACCIDENTS AND/OR
ILLNESS

SCHEME SELECTED (LETTER) ..


SECTION SELECTED (NUMBER) .
PREMIUM SELECTED $
SIGNATURE OF EMPLOYEE
NOTE:

The weekly benefits selected should be that nearest your existing salary, inclusive of all
allowances.

THIS PORTION OF THE FORM MUST BE COMPLETED BUT NOT DETACHED BY THE
APPLICANT
FROM : (Employee's name and initials) EMPLOYEE NO.
TO :
The Corporate Services Director
Z.E.S.A
P O Box 377
HARARE
Subject: VOLUNTARY PERSONAL ACCIDENT INSURANCE
I have arranged Personal Accident Cover under the ZESA's Group Scheme with Willis Faber
Associates (Pvt) Ltd. Will you please pay the premium and recover same from my salary over a
period of months. (Not to exceed 6 months).
SIGNATURE OF EMPLOYEE . DATE

Administration Notes

Page 56

No. 10
Dated: 01/01/99
ADMINISTRATION NOTE NO. 10
Accidents to authority vehicles
Immediately a ZESA vehicle is involved in an accident, a full report must be made by the local
senior official to the Area or Power Station Manager and a copy of that report must be sent to the
Technical Services Director. For insurance purposes, this must be on Form C.F.1 in triplicate,
together with two quotations for the cost of repairs or the reasons why quotations are not
available. These forms, one of which will be retained by the Area/Power Station Office, are to be
submitted promptly. The drivers statement must be signed by the driver only, and the form must
not be signed by anyone other than the Area or Station Manager or his deputy. This applies to all
Areas and Stations except in the case of Head Office departments which have to submit their
claims directly to Technical Services Director.
2.

A vehicle Accident Report Form S.113 (obtainable from Supplies and Stores) must be completed
by the driver and thereafter by local senior official for all accidents and forwarded to the
Technical Services Director together with a copy of the Insurance Claim Form. The form must be
completed in full in order to assist the Risk Management Section assess the full circumstances
surrounding the accident.

3.

Any accident, however slight, and whether or not anyone is injured or a third party involved, must
be reported to the nearest police station and a report must be made to the Area Manager or Station
Manager or Head of Department in the case of Head Office.

4.

Employees involved in an accident must not, under any circumstances, sign or pay an admission
of guilt form or fine respectively without prior authority from the Insurers through the
Area/Station Manager or Technical Services Director.
(1)

Quite often accidents are caused by staff driving negligently or carelessly.


Apart from exceptional circumstances, excesses payable on insurance claims or the full
cost of repairs, will as part of the disciplinary action be recovered from staff in the
following instances:(a)
(b)
(c)

(d)

where no other vehicle was involved and no substantial evidence of mechanical


failure existed;
where, as a result of the accident, an employee was charged and found guilty of
a driving offence, or was invited to pay a deposit fine;
where an unauthorised third party was allowed to drive a ZESA vehicle or
where an employee uses a vehicle on an unauthorised journey. In addition to
the full cost of repairs, the employee concerned may be required to pay for the
unauthorised extra distance so covered, together with the costs of vehicle
recovery.
where an Authority vehicle is stolen as a result of the vehicle keys having been
left in the ignition of the vehicle.
In all other cases the question of the payment of the insurance excess will be
determined having regard to the circumstances.

2.

5. (1)

The Technical Services Director will, after a determination by the local senior officials or
Disciplinary Committee of the amount to be recovered from the employee, take steps to
recover these costs from the employee concerned.
Under no circumstances must repairs be undertaken, nor must the vehicle be used,
without authority from the Insurers or Head Office in the case of Head Office controlled
vehicles.

Administration Notes

Page 57

No. 10
Dated: 01/01/99
(2)

Every invoice in connection with repairs to motor vehicles involved in accidents is to be


forwarded to the Area/Power Station or Head Office Transport Section in the case of all
Head Office controlled vehicles and must be endorsed in red ink - Recoverable I n s u r
a n c e - see A c c i d e n t R e p o r t dated ..............................................

(3)

Local Purchase Orders must be issued for repairs to vehicles involved in accidents,
following receipt of the Risk Management or Insurers approval to proceed with repairs
to cover the excess applicable on the policy.

(4)

If it is necessary to rail a vehicle for repairs, the railage must be allocated recoverable
insurance, as well as mileage performed by other Authority vehicles if it is necessary to
tow in the damaged one. The Area/Power Station Manager and the Technical Services
Director must be advised in writing of these costs, as they are necessary to process the
claim on the insurers or the recovery of these costs from the employee.

(5)

See also Note 9 regarding Workers Compensation and Personal Accident Insurance.

Administration Notes

Page 58

No. 11
Dated :01/01/99
ADMINISTRATION NOTE NO. 11
Use of authority vehicles
1.

Transport Use Guidelines

1.

Interpretation

(1)

The Guidelines on transport use must be made known to all ZESA employees.
The local senior official shall ensure that all employees at his workplace have
access to these Guidelines.

(2)

These Guidelines shall apply to all ZESA employees from Band A1 to F and
are designed to provide a disciplinary system in the event that Authority
vehicles have been abused, misused or damaged/stolen as a result of negligence
on the part of the employee.

(3)

The Local Senior Official means (a)


(b)
(c)
(d)
(e)
(f)
(g)
(h)

(4)

2.

Head of Department
Head of Division
Area Manager
Power Station Manager
District Engineer/District Manager
Senior Depot Foreman/Depot Foreman
Section Head at Head Office
Any other employee designated Local Senior Official, including
employees appointed to act in the capacity.

Managers who abdicate their responsibility will be guilty of misconduct and the
Transport Division is obliged to report to the Chief Executive any cases where
Managers fail to act. Failure to observe the time limits for administering
discipline will also be considered as an act of misconduct, unless a reasonable
excuse exists.

TRANSPORT REGULATIONS
The discipline with which all staff, at whatever level, manages the Authoritys property is a major
factor in determining the Authoritys image before its stakeholders.
Accordingly, the Authoritys employment regulations provide for a Code of Conduct which,
among other things, stipulates that an employee will be judged to be guilty of misconduct if, by an
act of omission or commission, he or she causes loss, damage or misuse of Authority property,
that is to say
i)

wilfully or negligently causing damage to property belonging to the Authority or in its


lawful possession; or

ii)

wilfully or negligently losing or causing the loss of property belonging to the Authority
or in its lawful possession; or

iii)

misusing or causing an unauthorised use of property belonging to the Authority or in its


lawful possession; or

Administration Notes

Page 59

No. 11
Dated: 01/01/99
iv)

permitting or causing an unauthorised person to make use of property belonging to the


Authority or in its lawful possession.

These Transport Guidelines have been prepared within the above framework and therefore if there
is an inconsistency between these Guidelines and Employment Code of Conduct, the latter will
take precedence. The principal purpose of these Guidelines is to ensure that acts of misconduct
relating to the loss, damage or misuse of Authority property in the area of transport are dealt
with promptly, fairly and consistently within the whole Authority.
All members of staff authorised to drive or otherwise use Authority vehicles shall abide by the
regulations stated below A.

Fundamental Principles

The regulations stated below are essential to ensure that the operations of the Authority
are not impeded in any way.

Key Principles Contained Herein Include (a)


(b)
(c)
(d)
(e)

B.

The need for all staff to serve the best interests of the Authority.
Fair and equitable treatment of staff.
Establishment of accountability for sin of commission or omission.
Prevention better than cure.
Good stewardship on the part of all staff.

The Dos ie. What Drivers or Users of Authority Vehicles Must Do


1.
2.
3.

4.

5.
6.
7.
8.

9.
10.
11.

Administration Notes

To have in their possession at all times a valid drivers


licence for class of vehicle being driven.
To abide by the Road Traffic Act, 1976 and Regulations made hereunder and
other relevant laws governing the use and/or operation of motor vehicles.
To ensure that the vehicle is in good and safe driving condition by checking on
the general condition thereof including but not limited to tyres, tyre pressure,
battery, oil and water levels before using same and to report any deviations.
To take all such safety measures as are reasonably possible at all times in
respect of vehicle, goods or passengers being carried therein and other road
users.
To report defects of any kind as soon as possible.
To comply with prescribed mileage limits indicated on labels in respect of new
or overhauled vehicles.
To drive the vehicle with due care and attention at all times especially when
reversing the vehicle into and out of a parking lot.
In the event of any accident, to take necessary steps and act in the manner laid
down in the Standing Instructions (Drivers and Operators of ZESA Vehicles)
Booklet issued by the Transport Section at Head Office.
In the event of a breakdown, to safeguard the vehicle and to inform the
supervisor or relevant local senior official of such breakdown without delay.
To at all times complete the log books/sheets with accuracy and detail in order
for the Transport Fleet returns and records to be accurately compiled.
To take due care and attention of Authority vehicles and any such property as
they may contain.

Page 60

No. 11
Dated: 01/01/99
C.

The Donts ie. Acts of Commission or Omission Which Will Be Regarded As Misconduct
All members of staff are advised to desist from inter-alia the following 1.

Driving a ZESA vehicle under the influence of alcohol/drugs, or consuming alcohol in a


ZESA vehicle.

2.

Driving a ZESA vehicle without a valid drivers licence.

3.

Allowing an unauthorised person, be he a ZESA employee or non-ZESA employee, to


drive a ZESA vehicle.

4.

Carrying unauthorised passengers/goods in ZESA vehicles for hire or reward.

5.

Going on unauthorised trips or deviating from such authorised trips and using lengthy
or/and uneconomic routes instead of the more direct shorter and safer ones.

6.

Unauthorised use of ZESA vehicle.

7.

Deviation from route of an authorised trip.

8.

Allowing unlicenced ZESA employee to drive a ZESA vehicle.

Erasing fleet numbers or markings on a ZESA vehicle.

10.

Tampering with speedometers.

11.

Failing to complete vehicle log book or entering false information therein.

12.

*Carrying unauthorised passengers/goods in a ZESA vehicle.

13.

Failing to park vehicle at the designated place after hours or on return from a trip.

14.

Failing to comply with any other rules on transport use that may be issued from time to
time by the Authority.

15.

Failing to do a pre-trip check on the condition of the vehicle resulting in such vehicle
being driven without water or oil.

16.

Failing to take vehicle for routine servicing on the next service mileage where such
excess is 200 kilometers and above.

17.

Negligent driving of an Authority vehicle on an authorised trip

Administration Notes

Page 61

No. 11
Dated: 01/01/99

18.

Being charged with and found guilty of a driving offence and being
sentenced to pay a fine or any other form of criminal punishment.

19.

Causing the theft of an Authority vehicle as a result of leaving keys in the ignition, failure to use
anti-theft devices or to take other adequate safety precautions, or other forms of negligence.

20.

Theft of an Authority vehicle resulting from or attributable to unauthorised use thereof.

N.B

*This does not apply to staff who in terms of their contract of employment, are entitled to
personal use of a ZESA vehicle as an employment/fringe benefit.

Administration Notes

Page 62

No. 11
Dated: 01/01/99
2.

DRIVING LICENCES
1.

When an employee, who is required to drive Authority transport, reports for duty, the
local senior official will be responsible for immediate inspection of his driving licence, to
ensure that it is valid for all classes of vehicles which the employee may be required to
drive. The local senior official must also ensure that Form S/73 attached as an Annexure
is this Note, is compiled and forwarded, through the Area/Power Station Manager, to the
Technical Services Director in respect of every employee whose duties may include the
driving of Authority vehicles. Permission to drive an Authority vehicle must not be
given until Form S/73 is completed in every detail and the granting of such permission
will be subject to the following conditions -

(a)

Newly licenced drivers will drive under the supervision of a more experienced driver for
at least one month in cases where such a newly licensed driver drives for 10 times or
more in any one calendar month in the execution of his duties.

(b)

In cases where the driver drives less often (less than 10 times a month) the period of such
a probation will be 3 months. The local senior official should be satisfied of the driving
performance of the trainee before allowing him to drive on his own.

(c)

Where it is considered necessary, re-testing of drivers at Depot or Station level may be


done to satisfy the Local Senior Official that the newly licenced driver is indeed capable
of driving satisfactorily.

2.

The Authority will pay the cost of up to 40 half-hour driving lessons, and up to three
road tests for staff listed below, who are required to drive Authority transport, for which
they do not have the appropriate class of driving licence (a)
(b)

3.(1)

Apprentices
Semi-skilled trainees

There are five classes of Driving Licences which are covered by RGN 240/77 but not all
of these are required for the Authoritys work. The following are the five classes (a)

Class 1 - Omnibus
A motor vehicle, the net mass of which exceeds 2 300 kilograms, having seating
accommodation for more than seven passengers.
(The holder of class 1 Licence may, in addition, drive classes 2, 4, and 5).

(b)

Class 2 - Heavy Motor Vehicle


A goods carrying vehicle the net mass of which exceeds 2 300 kilograms.
(The holder of class 2 Licence may, in addition, drive classes 4 and 5)

(c)

Class 3 - Motor Cycle


Includes an Auto Cycle.

(d)

Class 4 - Light Motor Vehicle


A passenger or goods vehicle not exceeding 2 300 kilograms net mass. (May
also drive class 5).

Administration Notes

Page 63

No. 11
Dated: 01/01/99
(e)

Class 5 - Other Motor Vehicles


A motor vehicle not included in the above classes.

4.(1)

A class 1 Licence holder may drive any of the Authoritys vehicles with the exception of
a Motor Cycle.

(2)

A Class 2 Licence holder may drive all sizes of trucks, low loaders, tractors, cranes and
Auger vehicles.

(3)

A Class 4 Licence holder may drive a passenger vehicle, a vanette, or any other Class 5
vehicles.

(4)

A Class 5 Licence holder may only drive a tractor, crane or Auger vehicle.

(5)

These changes in driving licence classes came into effect on 1st October 1967. Licences
issued prior to that date used a different system. A comparison table is given below to
assist in reconciling the two systems.
Old Classes
Class 1
Class 2
Class 3
Class 4A
Class 5
Class 6
Class 7
Class 8
Class 9
Class 10
Class 11

Administration Notes

New Classes
1, 2, 3 and 5
2, 4 and 5
2, 4 and 5
5
5
4
5
5
3
4 and 5
5

Page 64

No.11
Dated: 01/01/99
ANNEXURE TO NOTE NO. 11
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
DRIVING LICENCE
EMPLOYEES NAME EMPLOYEE NO
DEPOT..
DESIGNATION.
DATE COMMENCED EMPLOYEMENT
LICENCE NO.. WHERE ISSUED.
ORIGINAL PLACE AND DATE OF ISSUE
DRIVING LICENCE VALID FOR CLASSES.

I hereby certify that I have examined the current driving licence of the abovenamed and have satisfied
myself that he is authorised to drive any of the classes of vehicle required during the course of his official
duties with the Authority.
+ The licence is free of endorsement
+ The licence has been endorsed as follows : (delete the inapplicable item)

..
Signed
Designation
Date
NB: this form is to be completed by the local senior official concerned and attention is drawn to the
contents of Administration Note No. 10.
Holders of foreign driving licences must obtain the local equivalent within 30 days of taking up residence.
The cost of obtaining the necessary photographs and the licence fee will be refunded by the Authority.

Administration Notes

Page 65

No. 12
Dated 01/01/99
ADMINISTRATION NOTE NO. 12
Policy on motor vehicles
Allocation and use

A.

1.

Policy Objectives of Scheme


This Scheme aims to enhance the Authoritys Conditions of Service thereby increasing
its ability to attract and retain the needed technical, professional and managerial skills.

2.

Eligibility
Only members of staff in D2 and above are eligible for allocation of
Authority vehicles.
Effective Date
(a)

This Scheme shall operate with effect form 1st January 1994
and shall supersede all hither-to existing policies and
provisions on the subject.

(b)

Vehicle Allocation
All members of staff in grade D2 and above shall be
contractually entitled to be issued with Authority vehicles on a
personal-to-holder basis for both business and personal use:
(a)

Subject to such issue being in conformity with the


following allocation criterion as regards vehicle
engine size;
(i)
(ii)
(iii)
(iv)

Administration Notes

Chief Executive Executive ManagerSenior Managers Other


-

2 500 cc +
2 000 - 2 500 cc
1 500 - 2 000 cc
1 500 cc or less

(b)

Subject to usage complying with the following ordinary


monthly mileage limits for both business and private
use (as a general principle it is expected that the
vehicle will be used more for business than for private
use) :-

i)

Chief Executive and Executive Directors - As defined in


contract.

(ii)

Higher Executive grade staff Band D4 and D5 - up to 2 500km

(iii)

Lower Executive grade Band D3 - up to 1 900km

(iv)

Band D2 staff

- up to 1 300km.

Page 66

No. 12
Dated: 01/01/99
All extra mileage over and above the stipulated limits shall be treated as extra-ordinary
and shall therefore require special justification by the member of staff and approval by
the respective head of department.
Where the reasons to justify the extra mileage are not acceptable such extra non-business
mileage not justified shall be treated as private mileage which will at the end of the year
after reconciliation of the annual limits based on monthly limits be recovered, by salary
deduction at AAZ rates.
Justifications for extra-ordinary business mileage not supported by the log book entries
shall not be accepted. It shall therefore be imperative for members of staff who
ordinarily exceeds the stipulated limits to enter their journeys in the log books. Failure
on their part to properly, accurately and fully complete the log book shall be deemed to
be an offence in terms of the Code of Conduct.
B.

FUEL ALLOCATION
Monthly fuel allowances shall be calculated based on mileage allowances and in accordance with
standard fuel consumption statistics for each vehicle class as recommended from time to time by
the Transport Manager and approved by the Executive Management Committee.
Fuel drawings must be fully documented in the log book and fuel allocation and usage over and
above the stipulated limits shall in all instances be justified and appropriately approved.

C.

D.

TRANSPORT USE BY AND ALLOCATION OF VEHICLES TO STAFF IN BAND D1


AND BELOW
1)

Employees issued with ZESA vehicles are reminded that they are
ultimately responsible and accountable for the welfare of the vehicles issued to them.

2)

ZESA management supports the following principles;(a)

that all staff below D2 Band who require transport on a regular basis for
carrying out their duties shall be given priority in utilising the facility of a loan
for the purchase of a
vehicle under the Authoritys Vehicle Loan Scheme,
provided that mileage claimed in respect of the use of that vehicle for business
purposes is closely monitored.

(b)

that staff who do not frequently require transport for the carrying out of their
duties should use pool cars, subject to the availability thereof.

(c)

all employees are encouraged to utilise the existing Vehicle Loan Scheme for
the acquisition of personal vehicles.

The following rules govern the allocation and use of ZESA vehicles by all staff below band D2.
(a)

Personal vehicle allocations to employees shall only be made in exceptional


circumstances on the recommendation of the Head of Department or on the
recommendation of the Area/Power Station Manager to the Head of Department and
only with the approval of the Chief Executive. This means that all staff below D2 Band
are not entitled to personal use of ZESA vehicles except by special application and
authorisation.

Administration Notes

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No. 12
Dated: 01/01/99
(b)

If the Chief Executive approves the allocation of a vehicle in terms of paragraph (a),
the authority so granted shall be in writing and shall specify, among other things,
whether or not such employee is allowed private mileage and the limits thereof. This
shall be a taxable benefit.

In this regard, Area/Power Station Managers or Heads of Departments, as the case may be, will be
required to make representations to the Chief Executive in terms of paragraph (a) in respect of
staff below D2 Band under their jurisdiction who already have ZESA vehicles allocated to them
and thereafter take such action as the Chief Executive may direct.
(c)

Whilst on duty, all employees, other than employees authorised to use their private
vehicles or employees allocated ZESA vehicles, should use pool cars for business
purposes and such employees are neither allowed to undertake private journeys nor carry
unauthorised non-ZESA employees in those pool vehicles.

(d)

All employees who use their private vehicles on Authority business, for whatever reason,
shall have their vehicles comprehensively insured and such insurance policy shall be
endorsed with a clause
on the following lines;
It is hereby declared and agreed that this policy is amended by the addition at the end of
the Exclusion to the Description of Use Clause of the following wordsProvided that the payment to the Insured of a mileage allowance for use of the insured
vehicle for official purposes including the carriage of persons for such purposes, shall not
fall within the terms of the Exclusion.
Accordingly the Authority will not entertain any claims arising from an accident to a
private vehicle which is being used on Authority business.

(e)

The only exception to paragraph (d) is when the employee uses his private vehicle for the
purpose of transporting himself or his family for emergency or specialist medical
treatment.

(f)

As the purpose of pool cars is to provide transport for staff who are required to travel on
Authority business, use of such vehicles should be authorised and booked through the
appropriate official and the booked times of use should be strictly adhered to unless there
are special circumstances which have prevented the employee from doing so, in which
case, these have to be explained.

(g)

At the conclusion of each journey made in a pool car, the keys to the vehicle should be
immediately returned to the appropriate official.

(h)

Log books shall be issued and kept in each vehicle at all times and journeys
in the vehicle (including details of fuel etc) shall be recorded in the log book.

(i)

The control of pool vehicles shall be the direct responsibility of the


Head of Department, Area/Power Station Manager and District Superintendent/Depot
Foreman as the case may be. In the case of Head Office, the keys for pool vehicles
allocated to departments shall be kept by the Private Secretaries of the Heads of
Departments who shall record all check-outs as appropriate. In this respect, delegation of
authority does not absolve the Head of Department and Area/Power Station Manager
from responsibility and accountability for vehicles and actions of staff under his
jurisdiction.

(j)

Local Senior Officials including the Transport Section at Head Office should ensure
optimum utilisation of vehicles and where possible, endeavour to make use of vacant

Administration Notes

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No. 12
Dated: 01/01/99

E.

(k)

seats or empty space in the vehicle for carrying staff going on business to the same
destination or area or equipment destined for same destination or area.

(l)

All senior staff on standby or call-out or all senior staff who, by the nature of their duties,
have to be called on duty without notice to attend to system or other emergencies shall,
at the discretion of and with the approval of Head of Department or Area/Power Station
Manager giving paramount regard to the need to maintain electricity supplies to
customers, be allowed to take a suitable vehicle home outside working hours. Use of
such vehicle shall be controlled and monitored by the local senior official.

(m)

No journey, except for an emergency involving the business of the


Authority, shall be undertaken by any member of staff until proper
authorisation has been obtained from the local senior official,
Area/Power Station Manager or Head of Department as the case may be.

(n)

An emergency journey referred to in paragraph (i) must be


subsequently properly authorised in order to substantiate any claims arising therefrom.

(o)

Employees should travel as expeditiously as circumstances permit.

(p)

The Senior Official or Area/Power Station Manager or Head of Department shall monitor
the log books of all vehicles, including vehicles on permanent issue to staff each month.

(q)

Vehicles may, by special application and authorisation, be allocated to senior members


of the Training Centre staff below band D2 subject to availability.

All staff in band C4 and above are directed and authorised to assist
in monitoring the use of ZESA vehicles and have the right to question and seek an
explanation from employees found with ZESA vehicles in improper situations and/or
locations.

(s)

Any abuse of the Authoritys vehicle will not only lead to disciplinary
action being taken but also to the withdrawal of the vehicle from the user.

TRANSPORTATION OF PERSONAL PROPERTY


1.

In the event of an accident arising with a ZESA vehicle, ensure prompt reporting in
accordance with Admin Note number 10. Reference should be made to Administration
Note No. 11 in connection with driving licence requirements.

2.

Staff may be permitted, subject to the approval of their Area/Power


Station Managers or, in the case of Head Office staff, of their Head of Department, to use
authority vehicles for transportation of personal property PROVIDED THAT
(a)

the vehicle would be making the journey in any event on


Authority business; and

(b)

there is room on the vehicle for the property in question ; and

(c)

there is no deviation from the route on which the vehicle


would be travelling on business.

Administration Notes

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No. 12
Dated: 01/01/99
3.

In the case of isolated communities and workplaces where public transport is


unavailable, staff may be provided with Authority transport to and from work with the
prior approval of the Head of department. Where such transport is provided, the
transport allowance is not payable to such staff.

4.

In the case of practices inherited at amalgamation such as provision of bus tickets or


transport for school children and domestic workers, such facilities must be phased out
beginning August 1998. Such provision of transport may only be done if the Authority
bus is travelling in the same direction on business and there is capacity to carry such nonZESA passengers

Reference should be made to the Employment Code of Conduct concerning transport abuse and misuse
as read with Admin Note No. 11.

Administration Notes

Page 70

No. 13
Dated: 01/01/99
ADMINISTRATION NOTE NO. 13
Vehicle loan scheme
INFORMATION AND CONDITIONS FOR PROSPECTIVE APPLICANTS FOR VEHICLE
LOANS
1.

Purpose of Loan
The purpose of the Vehicle Loan Scheme is to satisfy the provisions of Section 19 as read with
sub paragraph (a) of paragraph 25 of the First Schedule of the Electricity Act, 1985.

2.

Financing
Barclays Bank of Zimbabwe Limited shall finance the Vehicle Loan Scheme by advancing loans,
at the request and on behalf of ZESA, to employees approved by ZESA in terms of a Loan
Guarantee Agreement made and entered into by and between Barclays Bank of Zimbabwe
Limited and ZESA.

3.

Eligibility
1)

All permanent employees of the Authority who have completed twelve or more months
of continuous service with the Authority shall be eligible for a loan under this scheme
whether or not they are classified as essential users.

2)

Each application for a loan under the scheme shall be considered on its own merit and at
the discretion of the Authoritys Executive Management Committee which shall decide
on whether or not to recommend, to the bank, that a particular applicant employee be
granted a loan. Priority shall, however, be given to essential users.

3)

No loan will be granted to any employee under this scheme in respect of


a)
b)
c)

the purchase of a vehicle outside Zimbabwe or through local agents for delivery
outside Zimbabwe; or
any vehicle which is more than ten (10) years old from the date of its first
registration; or
any vehicle already owned by the employee or the employees spouse:
Provided that :-

Administration Notes

i)

any employee eligible for a loan in terms of this scheme who entered
into a hire purchase or lease hire agreement shall be eligible for a loan,
in accordance with the provisions of this scheme and subject to the
limitations imposed by section 6, to enable him to repay the whole or
part of the loan made under such hire purchase or lease hire agreement
which remains outstanding;

ii)

the loan so granted shall be from such date to be agreed between the
Authority and the employee and payment shall be made by the Bank,
on recommendation by the Authority, to the institution which financed
the purchase of the vehicle by the employee on production of a
statement from such institution of the amount which is due to the
institution.

Page 71

No. 13
Dated: 01/01/99

4.

5.

4)

No employee shall apply for a second loan under this scheme before the expiry of a
period of at least five years and whilst the previous loan has not been fully repaid to the
bank.

5)

Only one loan per family shall be advanced by the Bank at any one time and under no
circumstances shall a second loan be granted before an existing one is fully redeemed.

Applications
1)

An application for a loan should be made in the first instance by completing the
necessary form, which is attached hereto as an Annexure to this Note, and submitting it
to Head of Department at ZESA Head Office (P.O. Box 377, Harare) through the local
senior official (Area/Power Station Manager).

2)

On receipt of the completed form, the Head of Department shall, after completing Part C
of the form, submit the application form to the Finance Department where relevant
details will be checked for accuracy in consultation with the Corporate Services
Department.

3)

After completion of Part D, all applications shall then be passed on by the Corporate
Services Director to the Executive Management Committee for approval on a monthly
basis.

4)

After the Executive Management Committee has considered the applications, the
Corporate Services Director shall, thereafter, advise the applicant in writing (with a copy
to the relevant Head of Department) of the outcome of his/her application and of the
procedures to be followed before he/she may obtain the Bank loan.

Loan Approval/Refusal
1)

The Executive Management Committee of the Authority reserves the right to refuse to
recommend the granting of a loan by the Bank, under this scheme, at its sole discretion
and without giving reasons for their decision not to recommend the granting of the loan,
and the Executive Management Committees decision, once given, shall be final.

2)

Applicants are advised to avoid committing themselves to a particular purchase until they
have been notified of the approval of their loan application by the Corporate Services
Director.

3)

ZESA shall not be bound to any purchase as ZESA reserves its right to approve or reject
an application.

4)

It should be noted that, in terms of the Loan Guarantee between ZESA and the Bank, any
loan granted by the Bank to an employee shall be deemed to be a loan granted by the
Authority (the guarantor) to the employee.

Administration Notes

Page 72

No. 13
Dated:01/01/99
6.

Amount of Loan
1)

Any employee who applies for a Bank loan under this scheme shall be required to make
a down payment of 25% of the purchase price of the vehicle whether the vehicle is new
or less than ten (10) years old from the date of its first registration. In other words, the
loan to be granted by the Bank shall be a maximum of 75% of the purchase price whether
or not the motor vehicle to be purchased is a new vehicle or a second hand vehicle.

2)

For the purpose of subsection (1) of this section purchase price means the invoiced
cost of the amount certified by an independent assessor in accordance with the provisions
of paragraph (4) of this section whichever is the lower:
Provided that :a)

for the purpose of determining the purchase price of a new vehicle the value of
extras such as a car radio (except where fitted by the manufacturer as standard
equipment), luggage rack, vehicle licence fee, insurance, and any other item which
does not constitute an integral feature of the vehicle and is not normally fitted as
standard equipment by the manufacturer shall be excluded therefrom.

b) Items such as number plates, cigarette lighters, overdrive mechanism and clocks
shall not be regarded as extras in this context.
c)

7.

No such exclusion shall be made in the case of a second hand vehicle already fitted
at the time of purchase with any extras which, if the vehicle were new, would not
qualify for inclusion in the loan, neither shall any account be taken of the payment of
licence fees if such vehicle is licenced for a period beyond the date of purchase.

3)

The amount of loan shall be relative to the employees salary and shall be such that the
monthly repayments of the loan plus interest must not exceed twenty
percent of that employees monthly salary. Where the employee had been granted other
loans by the Authority or elsewhere, the aggregate monthly repayments of such loans
including the vehicle loan under this scheme and interest thereon shall not exceed 33% of
the employees gross monthly salary. This condition is intended to restrict the possibility
of the borrower becoming insolvent.

4)

Vehicle loans in respect of second hand vehicles shall be subject to a report from the
Vehicle Inspection Department or the Automobile Association of Zimbabwe stating that
the vehicle is in a roadworthy condition, together with a written assessment of the current
market value of the vehicle. Such certificate(s) shall not be acceptable from the vendor
or seller. The employee shall be responsible for any charges incurred. The certificates
referred to must be submitted to the Corporate Services Director of the Authority who
shall determine whether or not the vehicle may be purchased under this scheme.

Interest
Interest on the loan obtained from the Bank shall be the ruling bank rate fixed by the bank.

8.

Term of Loan Repayments


1)

The employee shall be required to repay the loan by means of a stop order on his salary
in favour of the bank at the monthly rate agreed upon between the Bank and the
employee until the principal loan and interest thereon has been fully repaid.

Administration Notes

Page 73

No. 13
Dated: 01/01/99

9.

10.

11.

2)

The employee shall be required to sign an undertaking, in the form of an agreement


between the employee and ZESA, that in the event of defaulting in repaying the loan,
ZESA may expropriate any monies standing to his credit on leave due, bonus or any
other monies due to him.

3)

The loan shall be repaid over a maximum period of five years. Any extension to this
period shall require the submission of a formal application to the Executive Management
Committee setting out reasons for requesting the extension.

Security
1)

The security for the loan shall be the vehicle purchased by the employee under this
Vehicle Loan Scheme.

2)

The employees Head of Department or Area Manager or Power Station Manager shall
retain the Vehicle Registration Book during the currency of the loan,. The vehicle
purchased under this scheme shall not, under any circumstances, be sold without the
Authoritys written permission.

3)

If the employee can provide other collateral security for the loan and if the Authority
considers such collateral security adequate to cover the loan, the Authority may release
the Vehicle Registration Book to the employee.

Insurance
1)

The employee will ensure that the vehicle purchased from the loan proceeds is
comprehensively insured every year until the loan is fully repaid.

2)

On payment of the purchase price to the seller, the employee shall obtain and submit to
the Corporate Services Director, until the loan is fully repaid, a certificate of an
Insurance Company or a cover note on the insurance policy to the effect that the vehicle
is covered for comprehensive insurance to the extent which is satisfactory to the
Authority.

Procedures of Purchasing a Vehicle


1)

Upon securing a vehicle on sale, the successful applicant shall inform the Corporate
Services Director, in writing, of such fact and at the same time furnishing him with a
certified copy of the Vehicle Registration Book or a written statement containing details
of the vehicle, and the following supporting documents:a)

an invoice from the seller of the vehicle which is the subject of the bank loan,
showing full details of the purchase price, including the value of any extras
which may be included in the purchase price in terms of section 6, and the value
of any trade-in allowance and cash paid, which shall include the amount realised
from the sale of any vehicle owned by the employee and/or the down payment
of 25% required;

b)

a certificate from the seller stating that the vehicle is not subject to any
outstanding amounts due in respect of a hire purchase or lease hire agreement or
any other encumbrance;

Administration Notes

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No. 13
Dated: 01/01/99

c)

12.

in respect of a second hand vehicle, a certificate of roadworthiness issued by the


Automobile Association of Zimbabwe or the Vehicle Inspection Department
shall also be submitted by the successful applicant to the Corporate Services
Director.

2)

After receiving and examining the documents referred to in paragraph (a) the Corporate
Services Director shall, if satisfied that the vehicle in question qualifies to be purchased
under the Staff Vehicle Loan Scheme, supply the pro forma Agreement (to be entered
into between the Authority and the Applicant ) for signature by both the Applicant and an
Authority representative viz the Head of Department or Area Manager or Power Station
Manager, as the case may be afterwhich the signed Agreement shall immediately be
returned to the Corporate Services Director by the Applicant who shall at the same time
advise the Corporate Services Director of the particular Branch of Barclays Bank which
he wishes to deal with.

3)

If the vehicle in question does not qualify to be purchased under the Staff Vehicle Loan
Scheme, the Corporate Services Director shall inform the Applicant accordingly and the
latter shall be entitled to look for a vehicle which qualifies, on the strength of his already
approved application.

4)

Immediately after receiving the signed Agreement referred to in subsection (2), the
Corporate Services Director shall send a letter in the prescribed form, addressed to the
Branch of Barclays Bank nominated by the Applicant and signed by two authorised
signatories on behalf of the Authority, to the Applicant who shall then take it to the said
Branch of Barclays Bank where he may then obtain the loan.

5)

The Corporate Services Director shall retain the application form, the original Agreement
made between the Authority and the Applicant and a copy of the letter to Barclays Bank,
in his safe custody.

Termination of Loan
1)

The Bank loan may be repaid in full at any time after it has been in operation.

2)

If redemption of the loan was made from the proceeds of the sale or other disposal of the
vehicle purchased under this scheme, the applicant shall not be entitled to another loan
for a period of two years thereafter unless he can demonstrate that the sale or disposal
was due to one or more of the following reasons :
a)

the vehicle was unreliable to the extent that the repair and maintenance costs
were unacceptably high (relevant documents must be produced).

b)

the car was damaged beyond repair due to an accident or act of violence outside
the control of the applicant.

Administration Notes

Page 75

No. 13
Dated: 01/01/99
13.

14.

Termination of Service
1)

If, before the loan and interest thereon has been fully repaid to the Bank,the employee
resigns, retires or is dismissed or discharged from the service of the Authority for any
reason or commits any breach of the Agreement between him and the Authority, ZESA
shall require him to repay to the Bank the outstanding balance of the loan plus interest
thereon immediately by way of a cash settlement failing which ZESA shall pay the
outstanding indebtedness to the Bank and recover the equivalent thereof through
deduction from terminal benefits or other accrued earnings of the employee or from the
employee or from the proceeds of the sale of the vehicle which ZESA shall, if possible,
repossess for the same purpose.

2)

If, before the loan and interest has been fully repaid to the Bank, the employee dies or
becomes insolvent, assigns his estate or makes any composition or arrangement with his
creditors, the Agreement between the employee and the Authority shall be terminated
forthwith and the whole of the loan then outstanding and interest thereon shall
immediately become due and payable to the Bank from the employee's deceased estate or
insolvent estate, as the case may be, failing which the Authority shall pay the outstanding
indebtedness to the Bank and recover the equivalent thereof from the employees
deceased estate or insolvent estate, as the case may be.

General
1)

In the event of the Bank being unable, for any reason, to make funds available for loans
at any time to meet all approved applications, a waiting list shall be maintained by the
Corporate Services Director who will advise applicants when bank funds are available.

2)

This document gives the general conditions only any prospective applicant can obtain
further details by writing to :
Corporate Services Director
Zimbabwe Electricity Supply Authority
P O Box 377
Harare

Administration Notes

Page 76

No. 13
Dated: 01/01/99
ANNEXURE TO ADMINISTRATION NOTE NO. 13
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
BARCLAYS BANK FUNDED STAFF VEHICLE LOAN SCHEME
APPLICATION FOR A VEHICLE LOAN
PART A
(To be completed by Applicant in block capital letters)
Surname:. Mr/Mrs/Miss
Forenames
Date of Birth: National I.D. No:.
Date of Appointment:. E.C.No
Department: Station:
Present Designation: Grade:
Annual Salary: Salary Scale:.
Gross Monthly Salary:.. Net Monthly Salary:
Please give details of two relatives (other than your spouse or dependants)
Name:..

Name

Address

Address

Tel. Number.

Tel. Number.

Details of any other permanent income:..


Duties/Responsibilities (in brief):.
.
Details of current loans, if any:
..
Have you ever applied for a Vehicle Loan before? Yes/No (delete inapplicable)
If YES when did you make that application?.
And why are you applying for this loan?
.

Administration Notes

Page 77

No.13
Dated: 01/01/99
Amount of loan required:
(in words) $.. in figures
I certify that the above information is true and correct in all respects and that if granted the vehicle loan I
will abide by the terms and conditions thereof.
Signed:..
APPLICANT

Date:..
PART B

(To be completed by Local senior Official)


Recommended/Not Recommended
Signed:.
Local Senior Official (Grade D4 and above)

Date.

Designation:.
PART C
(To be completed by Head Of Department)
Comments/Recommendations.

Signed:..
Head Of department
PART D

Date..

(To be completed by Finance Director)


before application is submitted to the Executive Management Committee
Comments/Recommendations:
Signed:..
Finance Director
PART E

Date.

(To be completed after the Executive Management Committee has considered the Application)
APPROVED/NOT APPROVED

For the Executive ManagementCommittee

Date.

Returned to Corporate Services Director on.


NOTES:
1.
After the Executive Management Committee has considered the application, this form shall be
returned to the Corporate Services Director.
2.
3.

Immediately thereafter, the Corporate Services Director shall advise the Applicant in writing (with
a copy to the relevant Head of Department) of the outcome of his application and of the endures to
be followed before he may obtain the Bank Loan.

Administration Notes

Page 78

No. 14
Dated: 01/01/99
ADMINISTRATION NOTE NO. 14
Recruitment and selection policy and procedures

A.

The Objective
The policy objective is to ensure that the Authority at all times has and retains the right numbers
of staff,, with the required skills, in the right positions and doing the right jobs.

B.

General Policy
Principle 1 :

Staffing levels are governed by an authorised establishment determined through


O & M methods (ie. No appointment and promotion must take place unless
there is a vacancy). Organisation Chart changes affecting Executive and Senior
Management posts shall be sanctioned by the Board while the rest shall be
sanctioned by the Chief Executive.

Principle 2 :

All appointees must meet the minimum job specifications (ie the education and
professional qualifications and the work experience) for the job to which they
are appointed.
Recruitments, promotions and transfers should as much as possible be based on
formal manpower and succession plans on the principle of the best person for
the job in terms of skills performance and must in all cases be competitive.
The Chief Executive may for reasons of extreme urgency or other exceptional
circumstances waive these requirements where a member of staff has proved
that notwithstanding his qualifications and experience shortcomings he/she can
competently perform the duties for the post in question to the satisfaction of the
Authority.

Principle 3 :

Staff remuneration on appointment and promotion is to be determined in


accordance with the Salary Administration Policy as outlined in Administration
Note No. 15.
The Salary Structure shall be based on :
a)
b)
c)
d)

A sound job evaluation system


Market competitive scales
Individual/group merit based performance criteria; and
The Authoritys ability to pay.

Principle 4 :

The timing of appointments/promotions of personnel shall, for defined grades


and levels of staff be at the discretion of respective Line Managers but subject
to laid down procedures as read with the Decentralisation Policy in
Administration Note No. 2.

Principle 5 :

To ensure fair competition as required in terms of principle 2 above (in terms of


which all jobs must be advertised at least internally except where appointments
is a result of a succession plan or understudy arrangement) interview panels
must in all instances be approved by the person with authority to approve the
appointment or promotion and shall as a minimum comprise :

Administration Notes

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No. 14
Dated:01/01/99
a)
b)
c)
d)

The immediate supervisor/line manager.


At least two, other members of staff above the grade of the post being
filled, preferably one of whom is from another department.
A Personnel Officer as both member and secretary.
Where the person with the approval authority for the filling of the post
is not a member of the interview panel, the approval authority may
request an independent official to attend on his behalf and provide an
independent report for his (ie approving officers) attention.

Principle 6 :

The selection decision arrived at by the interview panel shall generally be by


consensus giving due regard to the view of every member, and special regard to
objective facts as may be submitted by the immediate supervisor or any member
with intimate knowledge of the applicants track record and the job
performance.

Principle 7 :

The Authority reserves the right to appoint, transfer, deploy or otherwise


promote an employee to a position notwithstanding the fact that such employee
had not applied for the post provided such action is in the best interest of the
Authority, and provided the employee suffers no loss in salary and benefits as a
result.

Principle 8 :

The Chief Executive is overall accountable for the performance of the


Authority and hence the quality of its managerial staff. Accordingly and
consistent thereto the Chief Executive shall approve the :
i)
short-lists
ii)
interview panel, and
iii)
the actual appointments of all grades D2 and above members of staff.
Unless otherwise approved to the contrary, interview panels for all D2 and
above posts shall be chaired either by the respective Heads of Departments (ie.
Directors) or by the Chief Executive.
Interview panels, shortlists and appointments for C4 up to D1 posts shall be
approved by the respective Head of Departments, who at their discretion may
delegate such responsibility to local senior officials, provided interview panels
for C5 and D1 posts are in all instances chaired by the local senior official.
Interview panels, shortlists and appointments for C3 and below posts shall be
approved by the respective senior officials, who at their discretion may delegate
the responsibility to their officials provided that all such appointment and
promotion letters and contracts are personally signed by the senior local
official, ie. Area and Power Station Managers and by no other. At Head
Office Heads of Departments shall sign.

a)

b)

C.

NB.
Where the simultaneous application of principle 5 and 8 is deemed to cause inconsistencies and
conflict, principle 8 should prevail.
Requests for the Chief Executives approval of shortlists, interview panels and appointments as
the case may be should be routed through respective Head of Departments, whose responsibility it
shall be to liaise with Corporate Services as necessary.
The Procedures
Step 1 : Establishing the Need to Recruit
The line Manager to establish the existence of a vacancy and a need to fill the post.

Administration Notes

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No. 14
Dated: 01/01/99
Step 2 : Completion of Personnel Requisition Form
The Line Manager to fill the Personnel Requisition Form (Form MP1) stating the post to
be filled, the Chart number in which falls, current staff complement for the post, the
number of vacancies and reason for filling the post other than the fact that the post is
vacant.
Step 3 : Routing Requisition Form to Human Resources Manager
The Line Manager to send the Personnel Requisition Form to the respective Personnel
Officer. Where a vacancy does not exist (ie. Position does not exist) but the Line
Manager wants to create a post he is to recommend such creation by completing a
variation to establishment/Creation of post form for the attention of his Head of
Department. Such creations shall require the ultimate approval by the Chief Executive
on expert recommendation of Human Resources.
Step 4 : Verification of Existence of Vacancy
The respective Personnel Official to verify the existence of a vacancy and institute
measures (as detailed below) to have the position filled.
Step 5 : Internal (and External) Advertisement
The respective Personnel Official to immediately distribute an internal advertisement for
the post.
An external advertisement to be simultaneously placed if in the opinion of the Line
Manager with concurrence of the Human Resources Manager it is prudent to do so. All
external advertisements are to be cleared with Corporate Services prior to their
placement.
All advertisements to clearly state :
a)

The job title;

b)

The Job grade;

c)

The job location; and

d)

The closing date of receipt of applications.

Step 6 : Receipt of Applications


All applications as received are to be placed in appropriate Application Letter Files.
Step 7 : Initial Short Listing
A day after the closing date for receipt of applications, the respective personnel official is to
prepare the initial short listing and shall produce 2 lists as follows :
i)

List A
Shall comprise application letters and attendant documents from all applicants who meet
the specifications for the job.

Administration Notes

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No. 14
Dated: 01/01/99
ii)

List B
Shall be made up of application letters and attendant documents from all applicants who
do not meet the minimum specifications for the job.
These lists together with the application letters are to be submitted to respective Line
Managers who requested posts to be advertised. Same are to be accompanied by a
memorandum from the Personnel Official detailing names of all applications in Lists A
and B.

Step 8 : Final Short Listing


The Line manager shall carry out the final shortlist which shall be subject to approval ratification
and/or alterations of both the short-list and the interview panel by the respective authorities as
contained in Principle 8. After short-listing, the Line Manager shall advise the respective
Personnel Officer as to applicants who are to be called for interview.
Step 9 : Calling Applicants for Interview
The respective personnel official shall proceed to :
a)

Call applicants for interview.


The formal letters of invitation with a employment application form attached, shall state:
i)
ii)
iii)

b)

Date
Time
Venue of interview

Carry out reference checks on shortlisted candidates. Reference checks include credit
and police vetting. These reports to be signed by the vetting official should form part of
the employees permanent record. Candidates who fail the vetting stage should not be
called for interviews. Applicants shall also be notified to bring with them original
certificates.

Step 10: The Interview


Interviews shall be held and conducted in strict adherence to principle 5 and 8 of this policy.
Step 11: Appointment decision and the issue of appointment contract
After the selection process has been completed and the necessary approvals obtained in terms of
Principle 8 of the respective Line Manager (ie. Local senior official and/or the necessary official
as defined by principle 8) shall proceed to make an offer of appointment in a prescribed format
and in keeping with Authority policies on : job grading, salary administration, employment
regulations, benefits and allowances, probation and notice periods, and conditionalities with
regards to:
a)
medical fitness
b)
submitting original certificates
c)
satisfactory completion of probationary period.
Provided no such offer is made to an individual who has not passed the reference checks.
Regret letters to unsuccessful candidates shall only be sent when the successful applicant has
accepted an offer of employment.

Administration Notes

Page 82

No. 14
Dated: 01/01/99
Step 12: Transmission of application letters to Corporate Services
Once the formalities with respect to step 11 have been completed, all application letters including
CVs and interview notes for all unsuccessful candidates are to be forwarded to Corporate Services
for storage on computer for future reference and use as the case may be.
Step 13: Commencement of Employment
On commencement of employment, the respective personnel official/line manager shall:
a)

Give and make the new employee to sign engagement papers comprising :
i)
ii)
iii)
iv)
v)
vi)
vii)
viii)

b)

Contract Forms
Tax Forms
Pension Fund Rules
Medical and Dental Aid forms
Appointment of beneficiary/next of kin forms
Employment Regulations
The Code of Conduct
The switching instruction and/or safety as necessary.

Open a staff personal file and appropriately file all the information stated in (a) above.
Where a file already exists, update same.

c)

New staff engaged shall be entitled to a furniture removal allowance of up to 25 cubic


metres.

d)

Authority housing if available will be provided for all new staff qualifying for housing
as laid down in Administration Note No. 46, which applies to both single and married
employees.
Administration Note No. 37 covers the cases where an employee on the housing
establishment wishes to occupy his own accommodation.

e)

When a new employee who is required to drive Authority vehicles and submit transport
reports for duty the senior official will be responsible for immediate inspection of his
driving licence to ensure that it is valid for all classes of vehicles which the employee
may be required to drive and Form S.73 is to be completed and forwarded to the
Personnel Officer. Refer to Administration Note No. 11.

f)

Driving Licences for Technical Personnel


A person without the relevant drivers licence can be conditionally appointed to a post
where he would be required to drive Authority transport but, should he fail to acquire the
relevant drivers licence within 3 months of his appointment, his appointment can be
terminated.
Staff in Bands A1 B1
a)
b)

Administration Notes

On engagement, an employee must complete Form S.78 Contract of Service.


All staff in Bands A1 B1 are eligible either for accommodation provided by
the Authority or accommodation allowance in lieu thereof (see Administration
Notes Nos. 48 and 35).

Page 83

No. 14
Dated:01/01/99
c)

Documents required for the administration of staff in Bands A1 B1 are as


follows :
i)
ii)
iii)
iv)

Contract of Service Form S.78


Particulars of new permanent employees Pension Form A.165
Record Card Form A 108 or A109 for construction staff.
Time record Form A36

Step 14: Induction Training


On resumption of duties, staff from outside ZESA are to undergo induction training
organised by the Human Resources Manager.

Administration Notes

Page 84

No.15
Dated:01/01/99

ADMINISTRATION NOTE NO. 15


Salary administration policy
1.

Preamble
The following shall constitute the Authoritys Salary Administration Policy and Procedure
covering (a)
(b)
(c)
(d)

Salary Determination
Merit (i.e. performance based ) Awards
Anniversary Increases
General Salary Increments.

2.

Scope of Application

3.

Sections 3,4 and 5 of this policy shall apply to all employees, all grades and all jobs. Section 5
dealing with merit awards shall apply to staff in Band B4 and above.
General Principles
(1)

Salary structure shall be as developed by the Authority from time to time and
communicated to all the managers.

(2)

Salary information shall be privy as between Authority and employee and any
unauthorised public disclosure by employee or official of the Authority shall be deemed
a dismissable offence in terms of the Authoritys Code of Conduct.
Salary range for every job shall be the salary range applicable to the grade in which that
job is placed.

(3)

4.

Salary Determination
The procedure for determining the salary for an employee on appointment and/or promotion shall
be as governed by the following rules Rule A
Employee to be ordinarily placed on a salary no more or no less than the salary range applicable
to the grade for the job.
Rule B
Where an employee is earning less than the starting salary notch for the grade, he shall be placed
on that starting salary for the grade. Where the application of this rule will result in the salary
being less than is sufficient to make the promotion meaningful to the employee, the line manager
and personnel would, after due consideration of the implications to existing staff in the applicable
section/department and to the Authority as a whole, determine the appropriate notch for the
employee.

Administration Notes

Page 85

No. 15
Dated: 01/01/99
Rule C

1.

(a)

Where an employee is already in receipt of a salary which falls within the range for the
grade, he shall be placed on the nearest higher notch applicable to the grade.

(b)

Where an employee is being recruited from outside and his current salary already falls
within the grade for the post, he shall be notched as provided in Rule C(a). Where the
application of Rule C(a) would result in the salary being less than is sufficient to attract
the applicant, the Line Manager and Personnel would, after due consideration of the
implications to existing staff in the applicable section/department and to the Authority as
a whole, determine the applicants entry salary.

Merit (i.e. Performance-Based) Awards (Applicable to staff in Band B2 to D2.


Merit Awards shall be awarded in exceptional circumstances as recognition of an employees
exceptional performance.
Note should be taken of the following:(a)
(b)

All employees are paid for doing their jobs properly. Accordingly normal performance
as expected of an employee shall not attract a merit award.
Sub-standard performance (i.e. performance that does not meet the required standard)
shall give cause to (i)

either a programme of rectification or improvement;


or

(ii)

disciplinary action being taken against employee;


or

(iii)

a denial of normal increment.

In order to establish how an employee should be treated, a performance appraisal system shall be
put in place, whose primary function would be to act as a management tool for providing feedback to an employee on how he/she is performing and, if necessary, on how best he/she can
improve his/her performance, and in which areas. Such a system (perfomance appraisal system)
shall only secondarily be used for determining merit awards.
Merit awards shall be by way of notch increments or a once-off payment comprising the
equivalent of the notch value of the employees salary scale multiplied by 12, in the case of an
employee who is at the top of the scale or on personal-to-holder status.
2.

Procedure
(1)

Personnel shall, at the middle and end of the Authoritys financial year cause
Line Managers to complete and return performance appraisal forms based on
pre-agreed job objectives and performance standards and/or performance
contracts duly completed.

(2)

Line Managers shall honestly and objectively complete appraisal forms and
send them to Personnel twice annually (mid and end of financial year) which
shall be called the 1st and 2nd appraisals respectively.

Administration Notes

Page 86

No. 15
Dated: 01/01/99

6.

(3)

Accompanying the second appraisal shall be a written recommendation


comprising two lists -

List A

Persons recommended for merit awards and reasons thereof specifically citing
meritorious/illustrious achievements by employee.

List B

Persons recommended for counselling/discipline/training on account


of their sub-standard/unacceptable job performance, citing cases and incidents.

(4)

Corporate Services, in consultation with Line Managers, shall prepare final


recommendations based on information on the list recommended for merit
awards and the list of employees recommended for counselling, discipline and
training for the Executive Management Committees approval.

(5)

Corporate Services in consultation with Manager, shall design and implement


plans and actions with regards to List B employees.

The Annual Anniversary Increments (Applicable to staff below Band B2 only)


The Authority shall grant employee below Band B2 salary adjustments on the anniversary date of
each and every employeess appointment/upgrading to his current position.
The quantum of the adjustment shall be equivalent to one step movement (i.e. from the Band step
on which he is to the next higher step) within the Band for the job, provided that no anniversary
increment shall apply where the employee is on top of his Band.

7.

The General Salary Increments (Applicable to all employees)


The Authority shall award annual general salary increments to all employees subject to :-

8.

(a)

Such increases including the quantum thereof being agreed to between the Authority and
employee representatives at Collective Bargaining negotiations.

(b)

The approval of the ZESA Board and the Employment Council of the Industry.

(c)

The approval by the relevant authorities of the ZESA Capital and Revenue and
Expenditure Budgets providing for the increases referred to in (a) and (b) above.
(ie. Such increases must be within the ability of the Authority to pay).

(d)

The Authority reserves the right to deny a member of staff this increase on account of
disciplinary offences and sub-standard job performance.

Salary Advances and Leave pay


(a)

Salary Advances
No advances against salary or wages shall be permitted under any circumstances.

(b)

Leave Pay
(a)

Administration Notes

Leave application forms should be sent to the Salaries Section at Head Office
six weeks before the employee proceeds on leave.

Page 87

No. 15
Dated: 01/01/99

(b)

The period for which leave pay in advance is being applied for should clearly be
endorsed under the remarks section of the leave form.

(c)

Leave pay in advance will only be paid if pay day for the month applied for falls
within the leave period.

Administration Notes

Page 88

No. 16
Dated: 01/01/99

ADMINISTRATION NOTE NO. 16


Performance management
PREMABLE
As a follow-up on and necessary process to the introduction of performance management within the
Authority, it is imperative that gains made this far be consolidated through the simultaneous operation of
business unit performance evaluation and appraisal on the one hand and individual staff performance
evaluation and appraisal on the other. Such holistic performance, evaluation and appraisal will be done at
four levels as follows:Level 1 : ZESA Overall
This evaluation against overall performance targets as set by the Executive Management Committee and
the Board shall in the first instance be done by the EMC in Committee and thereafter by the Board directly
or through its various committees.
Timing : January Annually
Level 2 : Departmental Performance
This evaluation shall be done by the Chief Executive with the assistance of any such Board Committees
and members thereof as he deems prudent.
Timing : January Annually
Level 3(a) : Divisional Performance (e.g. Areas, Power Stations, Transmission and Human Resources
Projects
This evaluation shall be done by an Executive Management Committee team comprising the Line Director
(Chairman), The Finance Director, Corporate Services Director and any other Director as appointed by the
Chief Executive. The Chief Executive reserves the right to participate in the process as he sees fit.
Timing : February Annually
Level 3(b) : Sectional Performance (e.g. District Office)
This evaluation shall be done by the Strategic Business Unit (overall) line managers with the assistance of
their Chief Technical Officer, Chief Finance Officer and Chief Administration Officer. The respective
Line Director reserves the right to participate at this level if he deems it expedient to do so.
Timing : February Annually
Level 3 (c) : Unit Performance (e.g. Depots, Workshops and Administrative Units)
This evaluation shall be the responsibility of the Section Business Unit team headed by the Sub-Unit Head
e.g. the District Manager and/or the Section Business Manager as the case may be. The SBU Manager
reserves the right to participate in the exercise as he deems necessary.
Timing :February Annually

Administration Notes

Page 89

No. 16
Dated: 01/01/99
Level 4 : The Individual Person and Performance Evaluation and Appraisal
As already obtaining in practice this shall be done for each and every member of staff on a one-to-one
basis by his or her first line supervisor.
Timing : March, April, May Annually
Please Note
a)

Whereas levels 1 to 3 focus on the performance of the business (overall and parts thereof), level 4
focuses on the performance of the individual employee.

b)

Arising from these evaluations will be decisions as to the impediments that stand in the way of
desired performance at each level and how best to deal with them.

c)

The simultaneous operation of these evaluations at these different levels will act as systems
checks and balances with one informing and controlling the other.

Administration Notes

Page 90

No.17
Dated 01/01/99
ADMINISTRATION NOTE NO. 17
Office hours and public holidays

1.

With effect from 1 August 1989, all office staff and other staff in Grades A1 to D2 inclusive,
other than operational staff required to be on duty or on standby, may cease work at 13oo hours
only on the working day immediately preceding the following public holidays :
Christmas, New Year, Easter, Heroes and Independence.
It is emphasised that the staff concerned will be expected to remain in their offices until 1300
hours.

2.

Staff in Grades D3 and above will be required to remain in their offices and work until 4.30 p.m.
on the working day preceding the Public Holidays stipulated in paragraph 1 above. However,
individual staff may be released at the discretion of the respective Head of Department.

Administration Notes

Page 91

No. 18
Dated: 01/01/99
ADMINISTRATION NOTE NO. 18
Occasional leave
1.

Occasional leave will be granted at the rate of eight days per annum to all permanent senior and
junior staff. Occasional leave is a privilege and not a right and the Authority therefore reserves
the right at any time to amend or withdraw this facility should it prove to be unworkable.

2.

Occasional leave will be :1) additional to vacation leave;


2) granted and taken at the discretion of the local senior official.

3.

Occasional leave :1)

2)
3)
4)

5)
6)
7)
8)

may be granted in respect of more than one day in any one week but the days concerned
must be consecutive days. However, no employee may take more than 3 consecutive
days occasional leave at any one time or a total more than 3 days in any one month;
may not be taken on the last or first working day preceding a or following vacation leave;
may not be taken so as to span a weekend or public holiday but may be taken
immediately preceding or immediately following a weekend or public holiday;
may not be taken during an employees probationary period or period of notice of
resignation. An employee retiring at normal retiring age or on 3 or 6 months notice may
not take occasional leave during his last month of service.
Is non-accumulative from year to year and must be taken in the financial year 1st January
to 31st December;
will be forfeited if not taken by 31st December in any year;
may not be commuted and no payment in lieu will be made for such leave standing to the
credit of an employee on resignation, retirement or termination of service;
will require the completion of a leave application form as follows :a) Senior staff - Form S.50 (Annexure A to this Note)
b) Junior staff - Form S.51 (Annexure B to this Note)

4.

Staff who joined the service on or after 1st January in any year will immediately be credited with
leave for the first broken year of service on a pro-rata basis as follows :Completed Months
3
4
5
6
7
8
9
10
11
12

Leave Entitlement to 31st December


2
3
3
4
4
5
6
7
7
8

thereafter 8 days will be credited on the 1st of the following January.

Administration Notes

Page 92

No. 18
Dated 01/01/99
5.

Employees joining between 1st and 15th inclusive of any month will have that period counted as a
full month towards the qualifying period. An employee who joins on or after 16th of any month
will qualify only from the first day of the next month following.

6.

It is emphasised that employees may not take vacation leave during their period of probation.

7.

Occasional leave is to be strictly controlled and the responsibility for maintaining the necessary
record rests with the authorised local senior official.

8.

It should be noted that occasional or vacational leave forms must be completed when staff request
to take a day or days off to arrange or attend funerals of friends or family.

9.

Procedure for taking Occasional leave


1.

Senior Staff
Senior staff will apply for occasional leave on Form S.50, and if approved by the local
senior official, one copy of the approved form will be handed to the employee and one
copy of the form will be placed in alphabetical order on an occasional leave file. The
following example shows how Form S.50 is to be completed by the local senior official
Example
For District/Station use :
Number of days due
Less leave now approved
Balance remaining

7
2
5

On the next application form the balance remaining becomes the number of days due.
2.
10.

Occasional leave is not to be included in the monthly staff return.

Junior staff : Occasional and Vacation Leave


1.

Junior staff will be required to submit an application for any type of leave that they may
request and for this purpose Form S.51 shall be used.

2.

If approved by the appropriate local senior official one copy of the approved form will be
handed to the employee and one copy of the form will be placed in payroll numerical
order on a leave file.

3.

The reverse of Form A.168 (Junior staff record card) is to be adapted to record
occasional leave taken, as shown in Annexure C to this Note.

Administration Notes

Page 93

No. 18
Dated:01/01/99

11.

Staff Transfers
1.

Senior Staff
When a senior member of staff is transferred, his most recent S.50 is to be forwarded to
the local senior official at his new place of employment, but to safeguard against the loss
of Form S.50 in transit, a copy is to be retained by the local senior official of the place
from which the employee was transferred.

2.

Junior Staff
When a junior member of staff is transferred, his Form A.168 (Junior Staff Record card),
which will detail occasional leave already taken, is to be forwarded to his new place of
employment. To safeguard against the loss of Form S.168 in transit a copy is to be
retained by the local senior official of the place from which the employee was
transferred.

12.

Attending Court During Working Hours


1.

Where an employee is subpoenaed to attend court to give evidence in a case directly


relating to the operations of the Authority, he should be released to attend without any
debit to his vacation or occasional leave.

2.

Where the employee is subpoenaed to give evidence or to answer charges in cases


unrelated to his work, he must take vacation leave or occasional leave to attend court.

Administration Notes

Page 94

No. 18
Dated: 01/01/99
ANNEXURES A AND B TO ADMINISTRATION NOTE NO. 18
ANNEXURE A

FORM S.50
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
OCCASIONAL LEAVE APPLICATION FOR SENIOR STAFF

Name and Initials District/Station.


No. of Days Required.. From.. To
Date. Signature of Applicant
Date Approved/Not approved
(Local senior Official)
For District/Station Use
Number of days due
Less leave now approved
______
Less Leave remaining
______
On the next application form the balance remaining becomes the number of days due.
ANNEXURE B
FROM S.51
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY LEAVE FORM FOR JUNIOR STAFF
Employee/ZESA No. (if applicable). Name and Initials..
1.

Vacation leave required from.. to. No. of days..


Commuted leave required (Permissible if a minimum of 5 days vacation leave taken)
No. of Days..

2.

Occasional leave required from to. No. of days

3.

Unpaid leave required from to No. of days ..

4.

Credit leave earned from to . No. of days..

Signature of Applicant.
..
Local Senior Official
Date

TO BE COMPLETED BY DISTRICT/STATION/DEPOT
1.
2.

Details of all leave requirements posted to leave record


. Signature
Payroll adjusted for periods of unpaid leave
. Signature

Administration Notes

Page 95

No. 18
Dated 01/01/99

ANNEXURE C TO ADMINISTRATION NOTE NO. 18


Example: Reverse of Form S.168
ANNUAL ACRUAL

LEAVE RECORD

MAXIMUM SICK LEAVE ON FULL PAY

MAXIMUM ACCRUAL
Accruals
Date

No. of
Days

MAXIMUM SICK LEAVE ON HALF PAY

Vacation leave
From

Administration Notes

To

No. of
days

Unpaid leave
Bal.
Due

From

To

Sick leave
No. of
Days

From

To

No. of
days

Remarks

Page 96

No. 19
Dated 01/01/99

ADMINISTRATION NOTE NO. 19


Medical aid Public services medical aid society
1.

Rules
A copy of the Societys rules is issued to each new member of Staff on joining the Society.

2.

3.

Membership
1)

All permanent senior staff (grade B2 and above) other than married, widowed or
divorced females are required to join the Public Services Medical Aid Society.
Membership for married, widowed or divorced females is optional.

2)

The rules include provisions for members dependants, pensioners, widows of deceased
members, etc.

Responsibility of Members
It is the responsibility of each member to obtain accounts if the doctor does not render them in a
reasonable time, and to submit them direct to the Society accompanied by a completed Claim
Form without delay.

4.

Hospital Accounts
Hospital accounts are normally sent direct to the Public Services Medical Society by the hospital
concerned for payment. It is essential therefore that members or beneficiaries requiring hospital
treatment advise the hospital authorities of their membership of the Society. In the case of
members who are not in full benefit, the Society will pay hospital accounts in full on presentation.
After payment the member will be requested by the Society either to refund the amount due or to
authorise recovery by instalments from his salary by means of a stop order which the Society will
forward to the Authority for necessary action.

5.

Dental
Membership of the Public Services Dental Fund is optional and application forms may be
obtained from the Corporate Services Director at Head Office on request. A summary of the rules
governing the Dental Fund is included in the Rules referred to in paragraph 1 above.

6.

Compassionate Fund
The Society maintains a Compassionate Fund from which grants in aid or loans are made at the
sole discretion of the Committee of the Society. The purpose of the Fund is to assist members in
meeting heavy or exceptional expenses for or in connection with medical or surgical treatment not
fully covered by normal benefits. The Fund is also available in these circumstances in the case of
members who are not yet in full benefit.

Administration Notes

Page 97

No.19
Dated: 01/01/99
Awards from the Compassionate Fund will be made on the merits of each case, and all
applications for assistance must be addressed in the first instance through the Corporate Services
Director at Head Office. Reference should also be made to Administration Note No. 24, Staff
Special Fund.
7.

Expenses Incurred Outside Zimbabwe


1)

Medical and dental expenses incurred outside Zimbabwe will be refunded to members at
the same tariff rate as applies in Zimbabwe, subject to the following special provisions
a)

b)

c)
d)

e)

2)

8.

As far as possible all accounts should be paid by the member before returning to
Zimbabwe, but in cases where local medical authorities outside Zimbabwe will
accept members credentials and are prepared to await payment, the procedure
in paragraphs (b) or (c) below will apply.
Medical or dental accounts, receipted or otherwise, must be submitted with a
completed Claim Form.. The form will be accepted without the doctors
signature but must otherwise be completed in all respects.
Payment will be made direct to the member at the tariff rate, so that the member
himself will be responsible for settling the account.
Drugs supplied by a hospital dispensary outside Zimbabwe to an in-patient
during periods of hospitalisation, regardless of their therepeutic value, will be
subject to a 60% award.
In cases where very heavy expenditure is likely to be incurred, for example
hospitalisation and an operation, payment for which clearly cannot be made on
the spot by the member, it will be the responsibility of the member to notify the
General Manager, Public Services Medical Aid Society, through Head Office,
of the circumstances, including an estimate of the expenditure likely to be
incurred. If payment is required before the member leaves for Zimbabwe, the
Society will then make an immediate advance to the member from the
Compassionate Fund to cover the estimated expenses. Detailed appraisal of the
position will be made later on receipt of all relevant accounts and any
adjustment necessary in payments will then be made.

All members of the Society proceeding on holiday to destinations outside Zimbabwe


should, in their own interest, take with them a small supply of Claim Forms.

Drug Scheme
The Public Services Medical Aid Society introduced a drug benefit scheme on 1st July 1986. The
Authoritys employees who are members of the Public Services Medical Aid Society are required,
in the first instance, to submit claims in respect of drugs prescribed or purchased to the
P.S.M.A.S. Members of the Staff Special Fund will be reimbursed by that Fund drug benefit
scheme shortfalls on production of P.S.M.A.Ss settlement advice and medical expenses incurred
in respect of prescribed drugs not covered by the P.S.M.A.Ss drug benefit scheme on production
of receipted accounts or PSMAS settlement advice slips in accordance with Administration Note
No.24.

The maximum award in any one year (1st January to 31st December) for each member and beneficiary is
fixed at $2 400.00. Only drugs which are required by law to be prescribed are included in the scheme.

Administration Notes

Page 98

No. 19
Dated: 01/01/99
Excluded are patent medicines and foods, vitamins, contraceptives, homeopathic and herbal remedies,
vaccines etc.
a)

b)

Claiming Procedures:
i)

The member or beneficiary must request his medical practitioner to complete


the appropriate prescription form, when medicines or drugs are being
prescribed. The prescription form will thereafter be completed by the
pharmacist in the appropriate sections and the member, having completed the
remainder of the form, must submit it to the Society.

ii)

Any drugs supplied by a Zimbabwe hospital for use whilst in hospital should be
claimed on the normal medical claim form. Full details of the drugs supplied
and the original receipt, if the account has already been paid by the member,
must be attached to the claim.

Claims for drugs prescribed and purchased outside Zimbabwe either by non-resident
members or by Zimbabwean residents who are temporarily abroad must be claimed for
on the normal medical claim form. Such claims must be accompanied by a)

ii)
iii)
iv)
b)

A certified copy of the prescription showing clearly the type of drug that has
been prescribed. Either the medical practitioner or the pharmacist may certify
the prescription.
The original account/invoice.
The original receipt.
Full translations for any supporting documents which are not written in English.

Drugs purchased from retail pharmacists, registered dispensing doctors and hospital outpatients dispensaries outside Zimbabwe are defined as Claimable provided their
therapeutic value falls into the following four categories in which pharmaceutical
products are graded
A category
B category
C category
D category

100%
85%
60%
Nil

The price of each Claimable drug is subject to the deduction of an amount equal to the
current Zimbabwe professional prescription fee and the award comprises 60% of the
balance of the price. Claims must be accompanied by the documents in (b) above.
9.

Junior Staff Medical Aid Society


a)

All permanent junior staff and spouses only (ie. the employee and one spouse only) are
required to join the Public Services Medical Aid Society with the Authority meeting both
the employers and employees subscriptions.

b)

All junior staff shall have the option of enrolling their dependants as beneficiaries of the
Public Services Medical Aid Society, on a voluntary basis and on the basis of paying by
deduction from salary, the medical aid subscriptions for his immediate dependants
(his/her children) referred to in paragraph (a) above.

c)

The Authority will pay employers portion of the P.S.M.A.S. medical aid subscriptions in
respect of such immediate dependants (his/her children)

Administration Notes

Page 99

No. 19
Dated: 01/01/99

d)

Administration Notes

All junior staff who join the Public Services Medical Aid Society shall also
have the option to become members of the Staff Special Fund on the date they
join the Public Services Medical Aid Society or, in the case of junior staff
already in the employment of the Authority, on the date they express in writing
their intention to join the Staff Special Fund. Once the option to join the Staff
Special Fund has been exercised and has been communicated to the Finance
Director in writing, it shall be irrevocable.

Page 100

No. 20
Dated: 01/01/99
ADMININISTRATION NOTE NO. 20
Zimbabwe electricity supply authority Staff special fund rules
1.

Name
The name of the Fund shall be the Zimbabwe Electricity Supply Authority Staff Special Fund.

2.

Object
The object shall be to establish a fund by subscription, donation or otherwise, to be applied for
the following purpose in accordance with these rules
a)

payment of, grants in aid, in respect of


i)

ii)
iii)
iv)

v)

b)

3.

Expenses incurred in connection with operations or medical treatment which of


necessity must be undertaken outside Zimbabwe, and which are not fully
covered by his/her medical aid society;
Amounts by which a members claim exceed the maximum benefits of his/her
medical and dental aid society in any one year;
Expensive drugs in the case of members suffering from illnesses necessitating
the frequent and prolonged use of such drugs;
Assistance towards expenditure incurred by members, and their dependants, in
the purchase of spectacles contact lenses, as specified in paragraph 3 of the
Annexure to this Note;
Such other items as may be agreed by the Authority to fall within the purposes
and intent of the Fund.

Defrayment of all such expenses as may be necessary and expedient for the
administration of the Fund.

Interpretation of Terms
In these Rules, unless inconsistent with the context
Authority means the Zimbabwe Electricity Supply Authority in terms of the Electricity Act,
1985;
Committee means the Committee of Management appointed in terms of clause 12 hereof;
Dependant means one spouse of a member and children of the member under the age of 18
years; children over the age of 18 may, however, continue as dependants whilst attending a
University or any other recognised training centre and not in regular paid employment.

Administration Notes

Page 101

No. 20
Dated: 01/01/99

Fund means the Zimbabwe Electricity Supply Authority Staff Special Fund established in terms
of these Rules.;
Member means a contributor to the Fund in terms of these Rules.
Senior Staff means any member of staff on grade B2 salary level and above.
Medical Aid Society means any recognised medical aid society to which a member and /or
his/her dependants are members or beneficiaries
4.

5.

Membership
a)

Membership of the Fund shall be compulsory for all senior staff including apprentices.

b)

Retired members of staff or spouses of deceased employees may remain members of the
Fund if they exercise their option to remain members of the medical aid society to which
they belonged at the date of their retirement or death of spouse.

b)

Junior members of staff who are members of the Public Services medical Aid Society
shall have the option of joining the membership of the Fund and once this option has
been exercised, it shall be irrevocable.

Exclusion from membership


The Committee may, notwithstanding the provisions of clause 4, at anytime exclude from
membership any member whom the Committee considers guilty of abusing the privilege of
membership of the Fund.

6.

Beneficiaries
The beneficiaries of the Fund shall be members and their dependants.

7.

Termination of Membership
In the event of any member leaving the service of the Authority other than by retirement he shall,
ipso facto, cease to be a member and thereafter shall have no claim on the Fund.

8.

Subscriptions
Subscriptions to the Fund shall be as specified in the Annexure hereto as may be amended by the
Committee from time to time.

9.

Payment of Subscriptions
All subscriptions to the Fund shall be deducted from a members monthly salary or pension by the
Authority and the Authority shall pay such amounts to the Fund.

Administration Notes

Page 102

No. 20
Dated: 01/01/99

10.

11.

12.

Amounts Payable by Fund


a)

Members admitted to the Fund shall not be entitled to the full benefits mentioned in
clause 2 (1) (a), until a period of twelve months membership has been completed, but
only to such proportion of the full benefits aforesaid as their period of membership bears
to a complete year, except in the case of claims for spectacles and contact lenses which
are paid in terms of the Annexure hereto, irrespective of the period of membership. Staff
transferred from local Authorities and CAPCO to the Authority will be deemed, for the
purposes of the Rules of the Staff Special Fund, to have commenced employment with
the Authority on the date of such transfer.

b)

Payment of all benefits shall be subject to the requirements of clause 15, and further
subject to the financial position of the Fund being such as to meet the claims without
unduly depleting the fund.

Claims
1.

A claim on the Fund shall be made on Form S.40, supplying such information as the
Committee may require.

2.

The Committee shall have the power to limit payments in respect of any claim which,
after due enquiry, is considered to be excessive for the services rendered.

3.

The Committee reserves the right to refer any claim to a Medical Board for its
recommendations.

4.

Wherever possible, notice shall be given by members of any impending claim on the
Fund, prior to incurring expenditure.

5.

Claims for spectacles or contact lenses shall be made on Form S.67 and accompanied by
a receipted invoice.

Management
1.

The general business of the Fund shall be under the control and supervision of a
Committee of Management which shall be for convenience, the Management Advisory
Committee of the Authority.

2.

Any policy decision relating to the Fund made by the Committee which involves
increased financial expenditure or commitment by the Authority shall be the subject of a
recommendation to the Executive Management Committee.

3.

The Committee shall meet at least once in every financial year and at such other times as
business may require. Each member of the Committee shall have one vote only except in
equality of voting when the Chairman shall be entitled to exercise, an additional or
casting vote.

Administration Notes

Page 103

No. 20
Dated : 01/01/99

13.

4.

A meeting of the Committee may be called at any time by order of the Chairman or at the
written request of two members of the Committee.

5.

Every minute signed by the Chairman of the Meeting to which such Minute relates, or by
the Chairman of a subsequent meeting, shall be sufficient evidence of the facts therein
stated.

Financial Year
The financial year of the Fund shall be from the 1st January to the 31st December inclusive.

14.

Receipts and Disbursements


A savings account shall be opened in the name of the Fund to which account shall be credited all
monies received. All accounts for payment shall be passed at a meeting of the Committee, and
shall be initialled by the Chairman of such meeting. All withdrawals against the Fund shall be
signed by any two of the signatories appointed by the Committee.

15.

Surplus Funds
Any balance of revenue over expenditure, after repayment of any sums disbursed by the
Committee shall be placed in a Reserve Fund, until such reserve Fund shall amount to $6 000.00.
The Committee shall then consider whether the Reserve Fund shall continue to be increased or an
alteration made in the subscriptions or benefits, or both.

Auditors
The Fund shall be audited annually, which duties shall be carried out by the Authoritys Internal Audit staff
if the Authority so approves.
Annual Report
An annual report of the Committee and a financial statement shall be circulated amongst members as soon
as can be arranged after the end of each financial year.
Committee Indemnity
Members of the Committee shall be indemnified by the Fund against all losses or expenses incurred by
them in or about the discharge of their duties; unless such losses or expenses are incurred by their own
wilful default or gross negligence.

Administration Notes

Page 104

No. 20
Dated: 01/0199
ANNEXURE
Subscriptions payable to the Special Fund (with effect from 1st November 1992)
by the member, $10.00 per month. By the Authority, $5.00 per month.

2.

Awards

The medical expenses noted below, which are not met by the members medical aid society, when paid by
a member of the Special Fund, shall be reimbursed to him/her without adjudication by the Fund
Committee. All claims should be addressed to the Corporate Services Director, P. O. Box 377, Harare.
Reimbursement will be subject to the following conditions and amounts, and to Exchange Control approval
in respect of Fund members resident outside Zimbabwe. If desired by the member, payment will be made
into a blocked funds account in Zimbabwe, upon request.

3.

Spectacles and Contact lenses

a)
From the 1st August 1994 for a trial period of 15 months, members will be reimbursed the cost of
sight correcting appliances up to a maximum of $1 500.00 within a period of 12 months. One or more
claims may be submitted during the 12 months but the aggregate award shall not exceed $1 500.00. The
12 month period will be deemed to run from 1st January in any year to 31st December. A certified copy of
the receipt issued by the optician should be forwarded together with Form S.67, which the optician is
required to complete, for reimbursement of the shortfall by the Fund;
b)

This benefit is granted to the member and to dependants of members;

Fees for eye testing are not payable by the Fund, but can be claimed from the Medical Aid Society. Any
medical aid shortfalls arising from eye testing charges are for the members account;
The Public Services Medical Aid Society will accept a claim if intra ocular lens or contact lenses are
required following an operation for the removal of a cataract, or for such other conditions as may be
approved. They make no award for contact lenses supplied for cosmetic purposes, the purchase or repair
of sunglasses and optical cleaning material or solution;
The Public Services Medical Aid Society introduced on 1st January 1991 an optical appliance scheme
whereby the purchase price of and the cost of repairs to prescribed spectacles (including frames) or contact
lenses will be reimbursed subject to a stipulated limit per person per two year period. Members of the Staff
Special Fund will therefore be reimbursed by that Fund shortfalls relating to the cost of sight correcting
appliances on production of either the certified copy of the receipt or the relevant Medical Aid Society
claim settlement advice.

Administration Notes

Page 105

No. 20
Dated: 01/01/99

4.

Dental Treatment

For Medical Aid shortfalls paid by the member, arising in respect of treatment from 1st August 1994 for a
trial period of 15 months, reimbursements will be up to a maximum of $1 500.00 within a period of 12
months, on production of receipted accounts. No claim form is required,
and this benefit is for the member and his dependants. Determination of the 12 month period is as in
paragraph 3 (a).
5.

Prescribed Drugs

Expenses incurred from 1st August 1994 not exceeding $1 500.00 within a period of 12 months will be
reimbursed on production of the relevant Medical Aid Society claim settlement advice. One or more claims
may be submitted within a 12 month period, but the aggregate award shall not exceed $1 500.00 within that
period. No claim form is required, and this benefit is for the member and his dependants. Determination
of the 12 month period is as paragraph 3(a) above. All drugs and medication acquired on a medical
practitioners prescription will qualify for a refund even in the case of drugs or medication in respect of
which the relevant Medical Aid Society will not give a refund.
6.
Any claim by a member in respect of medical shortfalls exceeding $2 000.00 must be referred to
the Committee for consideration. An automatic payment of 100% of medical shortfalls amounting up to $2
000.00 may be made to the member by the Corporate Services Director without adjudication by and prior
approval of the Committee.
7.
The extent and conditions of these awards is subject to periodical review in the light of claims
experience and the state of the Funds Finances.

Administration Notes

Page 106

No. 20
Dated:1/1/99
Form S.40
ANNEXURE 1 TO ADMINISTRATION NOTE NO. 20
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
APPLICATION FOR ASSISTANCE FROM THE STAFF SPECIAL FUND
Medical/Dental/Drugs/Appliances/Spectacles

(delete the inapplicable)

Name of Member in full..


Age. Marital Status.
Membership Number.. Date of Membership
Address:
Postal

Residential

..

..

..

..

..

Department/Station/Location
Designation
Names and ages or relationship of all dependants
.
..

3.

Financial Position

Self
$

Spouse
$

Gross salary or pension (please attach


most recent salary/pension
advice slip)

..
..

Income from investments


Rents from properties
Other incomes
Savings (Bank, Building society etc)
Stocks and share holdings
Total Income

Administration Notes

..

..

..

.
________________
_______________

Page 107

No. 20
Dated:1/1/99
4.

Expenses

Monthly

Self
$

Spouse
$

Rent

Rates

Mortgage Bond

PAYE (Tax)

Electricity

..

..

Water

..

..

Food

..

..

Life Assurance

..

..

Retirement Annuities

..

..

Telephone

..

..

Other (please specify)

..

i)

Do you or your spouse enjoy the benefit of free flat or house?

ii)

Pensioners:

iii)

Do you or your spouse receive free


board and/lodging

Do you or your spouse have an interest in any


commercial undertaking, including farming

Yes/No

Yes/No

Yes/No

N.B. If so, state nature of undertaking

.
iv)
Have you or your spouse received financial assistance from any other source? (Yes/no) if yes
provide details.
.
.

Administration Notes

Page 108

No. 20
Dated:1/1/99

5.

Assistance applied for

Details of shortfalls for which financial assistance is sought (Original shortfall advices must be attached)

Name of Doctor,
Hospital, etc

Total Amount

Medical Aid Award

Shortfalll

I hereby apply for assistance in meeting the above costs which are in excess of benefit entitlement.
I authorise the Committee (MAC) to make confidential enquiries from members of the Medical/Dental
profession or any other source, should it require further information in connection with this application for
assistance.
In support of my application, I wish to advise the following facts which may assist the Committee in
reaching a decision (State nature of illness in this Section).
..
.
6.

Declaration

I..
declare that the information contained in the consecutive pages 114 to 116 of this application is correct in
all respects.
..
Signature of Applicant

..
Signature of Witness

.
Date

Qualification
.
Date

Administration Notes

Page 109

No. 21
Dated: 01/01/99
ADMINISTRATION NOTE NO. 21
Long service awards
1.

Objective
The objective of long service awards is to show appreciation and recognition of continuity of
service, dedication and loyalty by employees. The award is a symbolic gesture by the Authority
and staff should therefore not attach too much importance to monetary consideration to the
awards.

2.

The long service awards presentations for staff qualifying to receive such presentations in any one
year will be made once a year regionally at Bulawayo, Chinhoyi, Harare, Gweru, Hwange, Kariba
and Mutare.
Awards
i)

Ten (10) Years


A certificate of service. ZESA tie/scarf with 10 years on it plus 10% of one months
salary.

ii)

Fifteen (15) Years


A certificate of service. ZESA tie/scarf with 15 years on it plus 15% of one months
salary.

iii)

Twenty (20) Years


A certificate of service. ZESA tie/scarf with 20 years on it, service pin plus 25% of
ones monthly salary.

iv)

Twenty Five (25) Years


A certificate of service, ZESA tie/scarf with 25 years on it, service pin plus 50% of ones
monthly salary.

v)

Thirty (30) Years


A certificate of service, ZESA tie/scarf with 30 years on it, a gold watch or its equivalent
selected by the employee plus 50% of ones monthly salary.

3.

Twenty-five Year Service Award Ceremony


The following conditions will apply :a)

Arrangements will be made by the local senior official to have a photographer in


attendance and up to three photographs of the event will be handed to each recipient.

b)

A cocktail party will be arranged at a local hotel or sports club in the case of Districts or
at Head Office in the case of staff stationed in Harare to which, in cases where there is
only one recipient, the recipient is permitted to invite his/her spouse and up to 25 of his
fellow workers plus local senior officials and their spouses. In cases where there is more
than one recipient, the total number of invited guests shall not exceed 50 and the number
of guests to be invited by each recipient will depend upon the number of recipients.

c)

In the case of Executive Grade Staff (Band D3 and above), a cocktail party will be

Administration Notes

Page 110

No. 21
Dated:01/01/99
arranged for each recipient at a local hotel or sports club or any suitable venue to which
the recipient is permitted to invite his/her spouse and up to 25 of his ZESA colleagues
plus members of the Executive Management Committee and their spouses.
d)

4.

The party will be held between 5.50 pm to 7.00 pm during which a credit bar would be
open and suitable sundowners snacks provided. The cost of the party must be charged
against expenses account code 3344.

General Conditions
1)

For the 10, 15 and 20 years long service awards each region should make its own
arrangements with Corporate Services and all the 3 types of awards will be done once a
year in each region at one ceremony officiated by the Area/Station Manager.

2)

Each region should make budgetary provisions for all expenses involved.

3)

Separate totals for male and female staff qualifying for each category of awards must be
indicated.

4)

Where there could be doubt as regards dates of joining the Authority, local senior
officials should liaise with Human Resources Section at Head Office.

5)

The awards will not apply in retrospect. For instance employees who are in the eleventh
year of service do not qualify for the ten year service awards and will only qualify for the
fifteen year award and beyond.

6)

The awards for 25 years service and 30 years service will be conducted once a year in
each region and the Chief executive or in his absence a Head of Department shall
officiate at such ceremony.

7)

No cocktail party shall be held for the awards except in the case of 25 years long service
awards.

Administration Notes

Page 111

No. 22
Dated: 01/01/99

ADMINISTRATION NOTE NO. 22


Worker of the year award

Worker of the year award will be presented between March and May of each year.
1.

Aims and Objectives


The aims and objectives of this Award are as follows:a)

To motivate workers.

b)

To encourage good conduct and to maintain order among employees.

c)

To encourage good working relationships among employees

d)

To enforce cooperation among employees and between employees and management.

e)

To encourage disciplined behaviour and efficiency among employees.

Employees eligible for this Award are those employees in Grades A1 to C3 and the nominations
for Regional Awards must be made before mid March of each year.
2.

THE AWARDS
Two types of awards shall be given, namely the regional and national.
Regional Awards
The regional competition is derived from five Regions comprising
a)

Western Region

include Bulawayo Area and Power Station, Hwange


and Marvel.

b)

Northern Region

Kariba Power Station, Alaska, Norton Substation,


and Northern Area.

c)

Eastern Region

Eastern Area to include Orange Grove.

d)

Southern Region

Southern Area to include Munyati Power Station,


Sherwood, Tokwe.

e)

Harare Region

including Harare Area, National Control Centre,


Central Workshops, Central Garage, Head Office,
Harare Power Station, Test Section, National
Training Centre and Central Stores. Area Manager
Harare to co-ordinate.

The presentation of these awards should be completed by 13th April each year in order for the
National Worker of the year to be made in May each year. The National Winner would be
nominated by ZESA for the Worker of the Year Award to be held around the 12th May each year.

Administration Notes

Page 112

No. 22
Dated:01/01/99
Selection Procedure
Workers should make nominations on Form WR 1 and forward them to the Workers Committee
who will have the authority to sanction that nomination. There shall be a Worker of the Year
Selection Committee for each region comprising approximately six members appointed by the
Area or Station Management representing a cross section of the workforce. The Area or Station
Manager or his nominee and a member of the Workers Committee should sit on that committee.
The Form WR2 should be completed by the Local Senior Official for presentation to the
Committee. Form WR3 is to be completed by the Area or Station Management. All forms are
attached for information and implementation (See Annexure to this Note).
The Selection Committee will choose the regional winner and arrange the presentation in
cooperation with Public Relations and Employee Relations staff. The name of the Regional
Winner will be decided by the ZESA Executive Management Committee from the list of Regional
Winners. The presentation will be made by the respective Heads of Departments at a suitable
occassion.
4.

Award/Prizes
The winner in each region will be given a Regional Certificate, a tie, a small trophy and a cheque
of $500.00 by the Local Senior Official and he/she will automatically qualify for the National
Award. A party shall be hosted by the Area or Station Manager. A total of fifty guests shall
attend. The first runner-up will receive $300.00 and a tie and the second runner-up will receive
$200.00 and a tie.

5.

National Awards
The National Winner will be chosen from five Regional finalists by members of the Executive
Management Committee and will get the following:(a)
(b)

A floating trophy with his/her name and year engraved.


(i)
A cash cheque for $1 200.00 or one months salary, whichever is higher.
(ii)
1st runner-up $600.00 or 50% of one months salary, whichever is higher.
(iii)
Runners up $300.00
(c)
(d)
(e)

A ZESA tie
A National Worker of the Year Certificate
A party hosted by the Chief Executive will be held where a total of 60 guests
will attend.
(The awards will be presented by the Chief Executive or his nominee).

Administration Notes

Page 113

No. 22
Dated:01/01/99
FORM WR1
ANNEXURES TO ADMINISTRATION NOTE NO. 22
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
WORKER OF THE YEAR AWARD
(To be completed by Worker and Workers Committee)
NAME OF
EMPLOYEE..

AREA OR
STATION.

NO. OF
YEARS IN ZESA.

POSITIONS HELD IN ZESA


SINCE JOINING..
.
.
.
OUTSTANDING
ABILITIES
.
.
REASONS FOR
NOMINATIONS ..
..
NOMINATION
AGENT
..
WORKERS COMMITTEE REPRESENTATIVES AGREED/NOT AGREED
SIGNED
WORKERS COMMITTEE CHAIRMAN
DATE..
SENT TO MANAGER BY DATE

Administration Notes

Page 114

No. 22
Dated:01/01/99
FORM WR2
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
INTERNAL CORRESPONDENCE
(To be completed by the Local Senior Official after
receipt of Form WR1 Workers Committee)
90
80
70
60
50

100
90
79
69
59

Excellent
Outstanding
Above Average
Good
Fair

FULL NAME..
DEPOT/STATION..
JOB TITLE..
GRADE
REGION..
DATE OF ENGAGEMENT
SUPERVISOR.
TOTAL NO. OF YEARS IN ZESA.
REGIONAL WORKER OF THE YEAR SELECTION COMMITTEE
NAME OF NOMINEE..
DEPOT/STATIONAREA/REGION.
CRITERIA

SCORE OUT
OF 100

REMARKS

Attendance
Punctuality
Knowledge of work
Quality of work
Safety and Security Consciousness
Initiative
Responsibility
Cooperation with peers & others
Ability to communicate with seniors
and subordinates
Personal improvement (extra studies
undertaken)
TOTAL

Administration Notes

Page 115

No. 22
Dated: 01/01/99

FORM WR2 (Cont.)

SIGNATURE..
DESIGNATION OF SENIOR LOCAL
OFFICIAL

..
DATE

..
CHAIRMAN OF THE REGIONAL WORKER
OF THE YEAR SELECTION COMMITTEE

Administration Notes

.
SUPERVISOR

DATE

DATE

Page 116

No. 22
Dated:01/01/99
FORM WR3

ZIMBABWE ELECTRICITY SUPPLY AUTHORITY


INTERNAL CORRESPONDENCE
WORKER OF THE YEAR AWARD (To be completed by the Regional Worker of The Year
Committee from information of Form WR2)
WORKERS NAME

MARKS
ACHIEVED

RANKING

COMMENTS

SIGNATURE.
REGIONAL CHAIRMAN OF THE WORKER OF THE YEAR AWARD

Administration Notes

Page 117

No. 23
Dated 01/01/99
ADMINISTRATION NOTE NO. 23
Industrial relations policy
1.

The Objective
The policy objective is to create a work environment that :-

2.

(a)

Fosters effective two-way communication between employees and


management.

(b)

Instils discipline.

(c)

Prevents unnecessary conflict among employees and between them and the management
and provides institutional mechanisms for both the prevention and resolution of
dispute/conflict within the Authority.

Key Principles

The following principles form the cornerstone of the Authoritys Industrial Relations Policy.
Principle 1
All members of staff are employed to work and perform as per contracts of
employment and/or their performance contracts and to uphold the Authoritys reputation to the
public. Accordingly any act (either of commission or omission) whose effect is underperformance on the part of the employee or is to tarnish the image of the Authority shall be
censured.
Principle 2
All members of staff shall be deemed to be fully conversant with the
Authoritys Employment Regulations, Policies and Procedures as shall apply (and be amended)
from time to time. It shall therefore not be a valid defence to plead ignorance of these.
Principle 3
Employees shall have an unfetted right to representation on matters of discipline
and grievance handling. Such presentation shall be in terms of the Code of Conduct and
Grievance and Handling Procedures in force within the Authority.
Principle 4
Notwithstanding the practice of worker participation in matters of discipline and
grievance handling, it shall and remains management responsibility to administer discipline and
to resolve employee grievances. Disciplinary Committees are there to assist management and not
to substitute them. Management shall therefore be held accountable for any errors of commission
or ommission with regards employee discipline.
Accordingly it shall be a category C and/or D offence in terms of the Code of Conduct for
managers not to take appropriate disciplinary action against offenders or not to take disciplinary
action all together.
Principle 5
The handling of disciplinary and grievance cases must be done speedily for the
benefit of both the Authority and the Employee(s).
It shall therefore be incumbent on all management staff to expedite disciplinary and grievance
cases within the time limits and guidelines set in the relevant documents.
Principle 6
Employee representatives are entitled to represent employees but only on
legitimate grounds. Such representations shall therefore be within the confines of and in keeping
with the Authority Rules and Regulations.

Administration Notes

Page 118

No. 23
Dated: 01/01/99
Principle 7
Dispute and conflict preventation, including the preventation of indiscipline and
grievances, is better than cure. Accordingly all management staff are required to manage and
otherwise handle staff and staff matters in such a way to prevent and minimise disputes and
conflicts.
3.

Dispute Reduction and Prevention

4.

In order to reduce and prevent industrial disputes within its ranks, the Authority has put in place
fair and equitable mechanisms for (a)
Job Evaluation and Grading
(b)
The recruitment and selection of staff
(c)
The administration of salaries and allowances
(d)
Employee safety and occupational health
(e)
Employee participation and involvement in matters that directly affect their well being,
and
(f)
Communication and liaison both vertically (i.e. between employees and management)
and horizontally (i.e. among employees)
Disputes Settlements
In order to resolve and settle disputes and conflict among staff and between staff and
management, the Authority has put in place institutional mechanisms for the settlement of
disputes. These include (a)
(b)

5.

Works Council(s)
The Code of Conduct and Grievance Handling Procedures.

Institutions
(a)

The Workers Committee


Workers Committees composed of periodically democratically elected workers
representatives shall exist in every power station, and within Areas at every depot,
district and area levels, and at other work stations.
Their main function would be to act as channels of two-way communication between
workers and management. The major areas of focus shall include (a)
(b)
(c)
(d)

Employee discipline
Grievance Handling
Working and living conditions and relations at local level.
Employee safety and occupational health.

Workers committee meetings shall ordinarily be held outside working hours and outside
work premises.
(b)

The Works Council


Works Councils composed of equal members of management and workers committee
members shall exist wherever there are workers committees. Their main function shall
be joint-consultation and discussion on all matters that workers committees are
empowered to handle. The objective shall be to smooth relationships between local
management and workers with a view to enhancing productivity and minimising waste
and conflict.

Administration Notes

Page 119

No. 23
Dated: 01/01/99
Works Council meetings shall be held within working hours at such times and at such
venues as decided by management in consultation with the Workers Committee. At such
meeting a local trade union member may sit in as an observer.
Management shall provide both the Chairman and Secretary for such meetings, minutes
of which shall be distributed to all members and a copy of which is to be sent to the
Corporate Services Director within seven days of the date of such meetings.
It shall be mandatory to hold at least four Works Council meetings per year, one per
quarter.
Where more than one Workers Committee exists, efforts will be taken to merge these
into single Works councils for economy and consistency.
(c)

The Trade Unions


The Trade Unions shall be accepted as legitimate partners in the operations of the
Authority. Their major function shall be to collectively bargain on behalf of all
employees (as they legitimately represent), the general conditions of employment which
inter-alia include (a)
(b)
(c)

Wage and Salary increments


Allowances
The Code of Conduct and Grievance Handling Procedures.

Trade Union business shall be carried out outside working hours and outside Authority
premises. Exceptions to this rule shall require legitimate sanction by the Authority.
Where necessity requires the trade union members to meet management for bona fide
business, the Authority shall release union members without loss of salary on the
understanding that the National Employment Council for the Electricity Supply Industry
shall reimburse the Authority in full for salaries paid to union members while off work
attending to such business.
Any other requests for the release of trade union members for trade union business shall
be at the discretion of management up to a maximum of 5 working days a year for Trade
Union executive members up to a maximum of 10 members only. No release for
non-executive members shall be allowed.
The Trade Union(s) shall be expected and obliged to carry out its duties and
responsibilities as enshrined in the Code of Conduct for the Authority.
(d)

The National Employment Council for the Electricity Supply Industry


A National Employment Council for the Electricity Supply Industry exists for the
purpose of regulating relationships between the employer on the one hand and the
employee on the other.
Such Council consists of seven management and seven employee representatives and
shall meet not less than four times in each year at intervals not exceeding four months.
An executive committee of this council administers and enforces all the provisions of the
agreements of council. Council revenues shall be by way of employee and employer
levies as agreed upon by Council and approved by, among other authorities, the Ministry
of Labour.

Administration Notes

Page 120

No. 24
Dated: 01/01/99

ADMINISTRATION NOTE NO. 24


Staff association

1.

Membership
Membership of the Staff Association is open to all employees of the Zimbabwe Electricity Supply
Authority who have completed six months service, other than Heads of Departments.

2.

Enrolment
There are four sub-divisions of the Association, namely:
Section A

for Professional and Technical Officers

Section B

for Administrative and Clerical Staff

Section C

for Artisan Staff

Section

for Junior Staff,

and on enrolment each member joins the Section appropriate to his qualifications and
employment.
3.

Objects
The main objects of the Association are:
(a)

to promote the mutual interests of all members and of the Authority;

(b)

to provide a means of negotiation between members and the Authority;

(c)

to promote and encourage the establishment of mutual benefit schemes for members;

(d)

to encourage the settlement of disputes by negotiation;

(e)

to promote, support or oppose, as may be deemed expedient, any proposed legislative or


other measures affecting the interests of the staff.

Administration Notes

Page 121

No. 24
Dated: 01/01/99
4.

Organisation
The affairs of the Association are conducted by an annually elected Staff Council of fifteen,
representative of all Sections of the Association.
Each Section of the Association is sub-divided into Branches on a geographical basis, with
annually elected Branch Committees located as follows :-

Section A
Northern Branch, Harare (also Section Executive Committee) Central Branch, Kwekwe
Section B
Northeastern Branch, Harare (also Section Executive Committee).
Southwestern Branch, Bulawayo
Section C
Bulawayo Branch
Central Branch
Harare Branch (also Section Executive Committee)
Zvishavane Branch
Mutare Branch
Section D
Bulawayo Branch
Concession Branch
Harare Branch
Zvishavane Branch
Munyati Branch (also Section Executive Committee)
Mutare Branch
5.

The interests of members at stations outside a radius of 40km from Branch Headquarters are
looked after by Local Representatives elected by the members concerned. Stations in this
category are :-

Section A
Northern Area

Bindura, Concession, Marondera, Chinhoyi, Mutare, Chipinge and


Mvurwi.

Central Area

Bulawayo, Masvingo, Gweru and Zvishavane.

Administration Notes

Page 122

No. 24
Dated: 01/01/99
Section B
North Eastern Area

Concession, Kadoma, Gweru, Chegutu, Karoi, Bindura,


Marondera, Norton, Kwekwe, Rusape, Chinhoyi, Mvurwi,
Munyati and Mutare.

South Western Area

Chiredzi, Masvingo, Gwanda and Zvishavane.

Bulawayo Area

Beitbridge, Filabusi, Gwanda, Plumtree, Victoria Falls and


Hwange.

Central Area

Gweru, Chegutu, Shurugwi and Mvuma

Harare Area

Bindura, Bromley, Centenary, Concession, Kariba, Karoi,


Mhangura, Marondera, Mutorashanga, Chinhoyi and
Mvurwi.

Zvishavane Area

Chiredzi, Mkwasine, Masvingo and Mashava.

Mutare Area

Chipinge, Nyanga, Middle Sabi and Rusape.

Bulawayo Area

Beitbridge, Esigodini, Filabusi, Gwanda, Plumtree,


Victoria Falls and Hwange.

Concession Area

Bindura, Centenary, Kariba, Karoi, Mhangura,


Mutorashanga, Banket, Chinhoyi and Mvurwi.

Harare Area

Bromley, Marondera and Norton.

Zvishavane Area

Chiredzi, Mkwasine, Masvingo and Mashava.

Munyati Area

Gweru, Chegutu, Shurugwi and Mvuma.

Mutare Area

Chipinge, Nyanga, Middle Sabi and Rusape.

Section C

Section D

6.

Functions of the Association


It is important to note that the functions of the Staff Association are in no way designed or
intended to usurp or in any way interfere with the responsibilities of Heads of Departments. The
correct procedure in seeking improvements or alterations in conditions of service is always to
make the first approach through the proper channel, ie. through the local senior official and
Area/Power Station Manager to the Head of Department. Only if no satisfaction is achieved in
this way can the Staff Council accept representations from Section to Branch Committees with a
view to negotiating with the Management.

Administration Notes

Page 123

No. 25
Dated: 01/01/99
ADMINISTRATION NOTE NO. 25
A guide to the conduct of disciplinary committee meetings
1.

Confirm with employee concerned his identity.

2.

Confirm with employee concerned whether he has received Notice of Hearing.

3.

Read out all charges clearly to employee concerned.

4.

Ascertain whether employee concerned understands the charges against him.

5.

Ascertain his pleas : guilty or not guilty.

6.

If plea is guilty, make sure plea is an unqualified one. If it is an unequivocal plea of guilty to all
charges, then find him guilty accordingly, and proceed to consider the question of punishment.

7.

If plea is one of not guilty, ask the employee to outline his defence.

8.

After defence outline is outlined, call witnesses to substantiate the charges of misconduct against
the employee concerned, in the presence of the employee.

9.

After witnesses have given evidence, give employee concerned the opportunity to cross-examine
witnesses directly.

10.

After cross-examination by employee concerned, ask witnesses questions in re-examination if


any.

11.

After this, ask the employee concerned to state his full defence case with or without witnesses.

12.

After this, the Committee questions the employee concerned and his witnesses.

13.

After exhausting all questions, then ask employee to leave the room and Committee to consider
the question of the verdict, ie. Guilty or not guilty.

14.

After this, call the employee concerned and inform him of the verdict. If guilty, then ask him for
any mitigatory features he would want to raise before punishment is considered.

15.

Consider punishment and in so doing take all mitigatory and aggravating features, and other
relevant factors into account and make recommendations thereon to the Chief Executive. Make
any other recommendations to the Chief Executive which arise out of the hearing and are likely to
achieve improvements in systems, procedures etc. for the future.
(Please note that paragraph 15 is confined to the Head Office Disciplinary Committee only).

Administration Notes

Page 124

No. 26
Dated:01/01/99
ADMINISTRATION NOTE NO. 26
Managerial and Non-Managerial Staff
1.

The term Managerial Employee is defined as an employee who contract of employment requires
or permits him to hire, transfer, promote, suspend, lay off, dismiss, reward, discipline or adjudge
the grievances of other employees, or to make recommendations on these matters to his employer.

2.

The following employees are designated managerial employees


a)
b)

All employees in Grades C3 to D2 and above.


The following employees in Grades B4, B5, C1 and C2 as determined by the Labour
Relations Tribunal on 26 June 1997

Grade C2
Building Supervisor
Ashdam Supervisor
Personnel Officer
Coal and Ash Supervisor
Leading Fireman
Sister-in-Charge
Senior Transport Officer
Senior Buyer
Foreperson Linesman
Accounting Officer
Water Treatment Supervisor
Laboratory Technician II
Executive Secretary
Control Room Operator
Grade C1
Administration Assistant
Senior Guest House & Catering Supervisor
Accounting Officer I
Stores Officer I
Contracts Officer
Transport Officer
Salaries Officer I
Housing Officer
Security Officer

Technician
Stores Officer II
Charge Hand (Civil)
Salaries Officer
Records & Services Officer
Electrician/Artisan
Safety Officer
Properties & Estates Officer
Senior Security Officer
Senior Loss Control Officer
Senior Operator
Linesman
Unit Operator

Senior Sister
Printing & Stationery Officer
Loss Control Officer
Secretary
Estates Officer
Records Supervisor
Civil Artisan
Senior Turbine/Boiler Operator
Linesman

Grade B5
Secretary
Deka Supervisor
Transport Supervisor
Meter Reading Supervisor
Cable Laying Supervisor
Grade B4
Township Supervisor
Typing Pool Supervisor

Administration Notes

Loss Controller
Switchboard Supervisor
Guest House Keeper
Senior Clerk
Senior Printing Operator
Senior Cashier
Beerhall Supervisor
Senior Meter Reader
Swimming Pool Supervisor

Page 125

No. 27
Dated : 01/01/99
ADMINISTRATION NOTE NO. 27
Staff returns
1.

2.

MONTHLY STAFF RETURNS


1)

Monthly Staff Returns on Form S/3 are required to reach Head Office Corporate Services
Department in duplicate by not later than the 5th of each month in respect of the previous
month, and must show the name of every senior and junior member of staff, engaged,
transferred or left the service.

2)

The columns for transfers are particularly important, as correct maintenance of


records of the location of staff depends on their accuracy.

3)

It is important to note that the dates of leave periods (vacation, sick or accident) must
be shown as commencing on the first day of leave and ceasing on the day of return to
work. Leave is expressed in this manner throughout the Authority.

4)

Medical Certificates on Form S/15 or the Doctors certificate must be submitted with
the Return in support of any sick leave by senior staff in excess of three days. Where
an employee on sick leave has not returned by the end of the month to which the
Monthly Staff Return relates, the Medical Certificate should be retained and
forwarded with the Return for the month in which he or she resumes duty. Any interim
returns should be endorsed On sick leave.

CASUAL EMPLOYEES
1)

3.

The numbers employed and the anticipated period of employment are to be included in
the Monthly Staff Return together with a notation showing the duties on which they
are engaged, e.g. 6 on bush clearing, 3 on 11kV maintenance, 10 on Tippery Farm line
and substation construction etc.

LONG SERVICE AWARDS


1)

The registered name ZESA number and the date of joining the Authoritys service of any
member of staff who completed 25 years service during the month to which the return
relates must be shown on that return immediately below the information required in
paragraph 1 above.

4.

Occasional leave must not be recorded on the Monthly Staff Return.

5.

1)

Every 30th June and every 31st December a comprehensive staff return showing ALL
members of staff, senior and junior, and their designations should be completed and
submitted to Head Office by 5th July and 15th January respectively.

2)

The comprehensive returns referred to in 1 above should include/reflect the leave


entitlement of the employee and leave taken during the period covered.

Administration Notes

Page 126

No. 28
Dated 01/01/99
ADMINISTRATION NOTE NO. 28
Staff training and development policy
1.

Policy Rationale and Objective


The Authority is cognisant of the fact that staff performance (and hence staff skills, knowledge,
attitudes and motivation) are central to the achievement of its corporate objectives and mission.
Accordingly, the Authority commits itself to training and developing its staff, with the objective
being to -

2.

impart knowledge and skills

enhance existing skills

develop staff, and

specifically incalcate appropriate values and attitudes


necessary for :

employee performance in their current jobs

employee performance in related and higher jobs

team work and group performance

employee loyalty

a strong corporate identity and culture

organisational development

operational efficiency and reliable service delivery

organisational market competitiveness, and

long-term financial viability and profitability.

Types of Training Offered


In order to achieve the above-stated policy objectives, the Authority commits itself to offer the
following training programmes No. Programme(s)

Target Group(s)

1.

Induction Programmes

All new employees

2.

Orientation/Re-orientation Programmes

All employees

3.

Code of Conduct and Grievance Handling


Training Programme

All employees

Administration Notes

Page 127

No.28
Dated: 01/01/99

4.

Business and Strategic Planning

All managerial
employees D grade
and above.

5.

Supervisory Management Development


Programme

All supervisory staff


(i.e. grade C
employees)

6.

Performance Setting, and Performance


Appraisal and Performance Evaluation
Training.

All managerial and


supervisory staff

7.

Management Development Programmes


covering:-

All managerial and


supervisory staff

8.

Planning how to get the work done.


Giving work instructions
Controlling work in progress
Selecting and developing subordinate
staff.
Motivating staff
Disciplining and counselling staff
Decision making
Delegating work
Organisation design
Communicating skills
Developing and using Management
Information Support Systems.
Budgeting and Budgetory controls
Financial Management Imperatives
Personnel Management Imperatives
Project Analysis and Appraisal Techniques
Public Enterprise Management
Public Relations Management
Customer Service
Time Management
Presentation skills
Meetings Management

Technical Management Programme covering -

All technical
Management staff

- Planned Maintenance
- Project Design, Planning and Management
- Train the Trainer
- Electricity Generation and Transmission State of the Art Technology and Techniques
- Inventory Control
- Works Scheduling Techniques
- Product Costing.

Administration Notes

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No. 28
Dated: 01/01/99
9.

General Technical Skills Training Programme


-

Apprenticeship training
Skills up-grading training
Cadetship training
Post-graduate training
Post-gaduate engineer training
Scholarship/Bursary student training

10.

Administrative Skills Training Programmes


covering : Computing and Computer appreciation
Wordstar/Wordperfect courses
Clerical Courses
Basic Accounting courses
Meter Reading Courses
Time Management
Presentation skills
Discipline at work
Telephone Techniques
Customer Relations and Care
Public Relations

3.

Terms and Conditions of Staff Training and Development


3.1

Apprentices, students and


candidates for up-grade schemes
as the case may be.

Administrative, Accounting
and Secretarial staff

Authority Provided Training

All training programmes shall, unless otherwise specified, be at Authoritys expense.


Accordingly employees will not become indebted to the Authority as a result thereof.
3.2

Study Leave
3.2.1

Preamble
The Authority encourages and assists staff, through the Corporate Services
Director, to embark on courses of further study, particularly when their study is
relevant to their employment and meets the Authoritys training needs.

3.2.2

Administration Notes

Eligibility
(a)

Under normal circumstances the Authority will consider for Study


Leave in Zimbabwe or abroad only persons who have served the
Authority for at least 1 year and 2 years respectively. In both cases,
only permanent employees and those who have completed post
graduate training are eligible. Departures from this provision will be
subject to approval by the Chief Executive.

(b)

No Study Leave will be granted for courses that do not have relevance
or are of no benefit to the officials duties.

(c)

In an effort to utilise and develop local training institutions to the full,


study leave for overseas training will be considered only ;

Page 129

No. 28
Dated: 01/01/99

3.2.3

3.2.4

(i)

when the capacity of local training institutions has been exhausted.

(ii)

the training is not available locally or regionally.

Application Procedure
(a)

All applications and recommendations for staff to attend short courses locally
must be submitted, through the relevant Head of Department, to the Corporate
Services Director for purposes of consistency, Form Corp 2 (Annexure 1 to this
Note) must be completed in respect of applications to attend short courses.

(b)

All applications and recommendations for staff to attend any overseas courses,
conferences and seminars or to undertake a full time second degree or advanced
training or local courses being held for a long duration must be submitted,
through the relevant Head of Department and Corporate Services Director for
consideration and recommendation to the Executive Management Committee.

Conditions Relating to Payment of Salary and Benefits While on Study Leave


The rate of pay for persons granted Study Leave will be dependent on the basis of (a)

Who initiates the study leave as between the Authority and the employee.

(b)

Relevance of training.

(c)

Duration of training.
(i)

Where Study is Authority Initiated


Where the Authority determines that a course is directly essential and
beneficial to an employee in the performance of his duties and the
Authority initiates the course, study leave shall be on full pay (for
clarity of expression, bonus, vacational leave, normal salary
progression and medical aid are payable).

(ii)

Where Study Leave is Employee Initiated and is


directly relevant to his job.
Where on the initiative of the employee, through an application, the
Authority determines that a course is directly essential and beneficial to
an official in the performance of his/her duties, Study Leave shall be
granted under the following conditions:-

(d)

For courses lasting 6 months or less, Study Leave will be granted on-full pay.
(i)

For courses lasting more than 6 months, Study Leave will be granted
on full pay for the first 6 months and thereafter no salary will be paid
to the employee for the remainder of the period of study.

(ii)

Any departure from the above conditions can only be made with the
approval of the Chief Executive, depending on special circumstances.

During the period of Study Leave, an individual will -

Administration Notes

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No. 28
Dated: 01/01/99

(c)

(i)

not accrue Vacation Leave during the first 6 months;

(ii)

not receive any normal increments except statutory increments;

(iii)

receive annual bonus where bonuses are paid, but only in the first 6
months in which Study Leave is granted.

(iv)

vacation leave on full pay may be taken in conjuction with study leave
subject to approval by the Chief Executive.

Where Course is not directly Essential to the


Employees job
1.

Where the Chief Executive on the recommendation of the Head of


Department determines that a course is not directly essential
to an official in her/his official duties, then Study Leave without pay
may be granted.
During the period of study leave so granted, the Authority will
continue to pay the employers and employees medical aid
subscriptions to the P.S.M.A.S., if applicable and the employers
pension contributions in respect of that employee.
However, the individual will

(d)

(a)

not accrue vacation leave during the period of absence on


Study Leave;

(b)

not receive normal incremental progression while away on


Study Leave;

(c)

not receive annual bonus;

(d)

be required to make his own private arrangements in respect


of accommodation for his family and mortgage repayments, if
applicable during the period of study;

(e)

the use of vacation leave may be granted to offset period of


special leave up to a maximum of 50% of such vacation leave.
Any use of vacation leave in excess of 50% will require prior
approval of the Chief Executive;

(f)

be required to make his own private arrangements in respect


of pension contributions.

Commitment to Work for the Authority in consideration for the Study Leave Benefit
Employees so granted study leave shall be bound in terms of section 3.7.2 and 3.7.3 of
this policy.

Administration Notes

Page 131

No. 28
Dated:01/01/99
3.2.5

Training Related to Contracts, Aid Programmes and Understudies of Foreign Experts

In cases where training is a component of a contract between the Authority and a Contractor or is
linked to an aid programme and/or is associated with a Consultancy contract, such training will be
spread among staff in the relevant department(s). The bonding periods referred to in sections
3.7.2 and 3.7.3 will apply.
3.3

Post Graduate Trainees


(a)

Traineeships shall be granted to Authority employees and to non-employees on condition


that they become employees. Ordinarily, this category of employees shall include graduate (learner) engineers
graduate (learner) accountants
graduate (learner) administration and personnel officers.

(b)

Persons on traineeships shall be obligated to undergo an in-house traineeship programme


and during such traineeships, they shall be entitled to and bound by the Authoritys
general conditions of employment such as, among other things, the code of conduct,
hours of work, save for the fact that they shall not be entitled to overtime pay (in their
case they will be granted time off in lieu of overtime pay).

(c)

Pay during the period of traineeship shall be a percentage of the entry point of the salary
scale applicable to the grade of the substantive position to which the trainee would
normally and ordinarily be appointed on successful completion of training.
The percentage shall be as follows:(i)
(ii)

3.4

For a one year traineeship - 80% whole year


For a two year traineeship - 65% 1st year
- 80% 2nd year.

(d)

The training for post graduate trainees will be classified as courses and the bonding
periods referred to in section 3.7.2 and 3.7.3 will apply.

(e)

Trainees who are not confirmed to permanent staff will not be entitled to pension and
other benefits reserved for permanent staff.

Training Seminars and Training Conferences


Training seminars and conferences will be classified as courses and the bonding periods referred
to in section 3.7.2 and 3.7.3 will apply.

3.5

Day and Block Release


(a)

Any person wishing to attend Day Release courses must apply for Study Leave from the
Authority through his Head of Department.

(b)

In determining whether Study Leave should be granted, the Authority must satisfy itself
that;
(i)

Administration Notes

the course being attended has some essentiality and benefit to the officer and the
Authority.

Page 132

No. 28
Dated:01/01/99

(c)

3.6

(ii)

the absence of the officer does not disrupt his work substantially;

(iii)

the course could not have been done at some other spare time.

For the purposes of bonding Study Leave days will be calculated on the basis of the
actual number of days spent away. The normal bonding periods and conditions (see
sections 3.7.2 and 3.7.3) will apply to the cumulative period of Study Leave.

Self initiated courses


An individual who undertakes a course at his own initiative and in his own time, and such course,
in the opinion of the Head of Department enhances his work performance or has the potential for
so doing, may at the end of his course -

3.7

(a)

be refunded the cost prescribed text books and tuition fees paid by him;

(b)

be refunded any registration, examination and/or exemption fees in respect of the course.
These refunds will only be payable after he or she has successfully completed the whole
course or, in the case where each part of the examination is officially considered to be a
complete qualification in its own right, on the successful completion of that part and on
production of proof to that effect. Claims for reimbursement should be submitted to the
Finance Director after approval by the Area/Power Station Manager or Head of
Department and the Corporate Services Director;

(c)

where the cost of the course exceeds $1 000.00 a period of bonding of 6 months will be
added for each $1 000.00 refunded or part thereof.

General Provisions
3.7.1

Reports
Any member of staff attending a course or conference or seminar will be required to
submit a report to all Heads of Departments, Stations, Areas, Sections and the Chief
Executive after such a course/ conference/seminar.

3.7.2

Bonding
(a)

Regardless of the source of funding all persons required to undertake studies


must be bonded to the Authority. However, the conditions of bonding will
differ depending on whether an employee is self-sponsored or ZESA-sponsored.

(b)

All sponsorship offered through donor agencies or through the Departments of


National Scholarships shall be deemed to have been offered to the Authority.
Therefore any employee of the Authority benefiting from such funding shall be
obliged to be bonded to the Authority accordingly. It is to be appreciated
that an employer who invests in an individual through training and staff
development has a right to benefit from the training through the employees
improved service. It is thus only fair that minimum periods of service to an
employer after training be stipulated. If applied diligently on a national scale, a
policy of bonding will eventually encourage employers to train their own staff
and will tame the poachers.

Administration Notes

Page 133

No. 28
Dated:01/01/99
(c)

All bonding agreements should be signed before a person departs for a course
of study.

(d)

The following bonding periods shall apply -

3.7.3

(i)

there shall be no bonding for courses costing less that $5 000.00;

(ii)

for courses lasting up to 6 months or costing more that $5 000.00


bonding period shall be one year;

(iii)

for courses lasting for more than 6 months and up to 1 year, the
bonding period shall be 2 years.

(iv)

for courses lasting for more than 1 year up to 3 years, the bonding
period shall be 3 years;

(v)

for courses lasting for more than 3 years plus, one year for each
subsequent year or part thereof;

(vi)

where the Authority feels that it needs to bond certain categories of


persons for longer periods than the ones stipulated, due to certain
special circumstances, such as the excessive cost of the course or the
marketability of the individuals after training, such a request should be
made to the Chief Executive. The above bonding periods should
therefore be seen as a mere minimum.

Breach of Bonding

The conditions of the bonding agreement and its breach shall be as contained in the
Bonding Agreement. The agreement will indicate the actions considered as breaches.
These include being discharged on grounds of misconduct and resigning before expiry of
bonding period.
(i)

In the event of such breach, the individual will pay on a pro-rata basis the full
cost of training, cost of air fares, stipend and salary paid out while on Study
Leave. The repayment of these amounts will be made out of the employees
terminal benefits. Any outstanding amounts must be paid within 6 months of
such breach of bonding and such money will attract interest at the applicable
Treasury rates.

(ii)

Where an individual decides to discontinue a course on grounds other than ill


health, but remains in the employment of the Authority, then he will be required
to pay back the travelling expenses, tuition fees and any stipend received.

Administration Notes

Page 134

Form Corp 2
ANNEXURE 1 TO ADMINISTRATION NOTE NO. 28
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
APPLICATION FOR SHORT COURSES
NAME: .......................................................................................
DATE OF BIRTH:...........................................
AGE : ......................................

DATE OF JOINING ZESA: ...............................

EMPLOYEE CODE NO.:................................................. CITIZENSHIP: ....................................................


PRESENT POST IN ZESA:
................................................
PREVIOUS POSTS IN ZESA:
..............................................................................................................................
............................................................................................................................................................................
PROPSED COURSE :
..........................................................................................................................................
COLLEGE/INSTITUTION:
.....................................................................................................................................
VENUE: ..............................................................................................................................................
COMMENCING DATE OF COURSE: ...........................................................................................................
COMPLETION DATE OF COURSE : ..........................................................................................................
SOURCE OF SPONSORSHIP: ........................................................................................................................
.
TUITION FEES: ..............................................................................................................................................
OTHER EXPENSES: ........................................ .............TOTAL EXPENSES: ............................................
IS A REPLACEMENT OR STAND IN AVAILABLE SHOULD THE TRAINING BE APPROVED?
YES/NO
STATE NAME(S) IF POSSIBLE:

1. .........................................................................................................
2. ...........................................................................................................

TYPE OF LEAVE REQUESTED:

(TICK APPROPRIATE BOX)


PAID
UNPAID
VACATIONAL
OCCASIONAL

Administration Notes

Page 135

OTHER COURSES ATTENDED WHILST WORKING FOR ZESA

NAME OF COURSE

BONDING:

LOCATION

LENGTH OF COURSE

DATES

ONE MONTH FOR EVERY $75.00 EXPENDED.


(TICK APPROPRIATE BOX)
ACCEPTED

NOT ACCEPTED

ESTIMATE PERIOD OF BONDING: ............................ YEARS.............MONTHS


SIGNATURE OF APPLICANT: ..................................................................................
RECOMMENDED/NOT RECOMMENDED: ............................................................
STATION MANAGER/AREA MANAGER
DATE: .................................................................
REASONS : ..............................................................................................................

RECOMMENDED/NOT RECOMMENDED: ............................................................


HEAD OF DEPARTMENT (WHERE APPLICABLE)
DATE : .................................................................
RECOMMENDED/NOT RECOMMENDED : ...........................................................
CHIEF TRAINING OFFICER
APPROVED/NOT APPROVED: ...............................................................................
CORPORATE SERVICES DIRECTOR (WHERE APPLICABLE)
AFTER AUTHORISATION
TO : (a) Officer for booking and arranging payment
(b) Bonding form to applicant
(a & b)

Completed by .................................................................SIGNATURE
. NAME
DATE

Administration Notes

Page 136

ANNEXURE 2 TO ADMINISTRATION NOTE NO.28


FORM COPR 1
ZESA CORPORATE SERVICES
(To Be Completed In Duplicate)
Questionnaires to be completed by ZESA employees requesting recommendations for a second degree or
advanced training i.e. for courses more than 120 hours duration.
Name: ............................................................................. Date Of Birth: ......................................................
Age : ............................................................................ Date Of Joining Zesa: ...........................................
Marital Status: ....................................................... ....... No. Of Dependants: ...............................................
Number Of Years Service (With
Zesa):.....................................................................................................................
Employee Code No.:..........................................................
Citizenship :
............................................................................................................................................................
Present Post In Zesa:
..............................................................................................................................................
Previous Posts In Zesa:
...........................................................................................................................................

............................................................................................................................

...........................................................................................................................
..........................................................................................................................
Proposed Corse Title:
...........................................................................................................................................
University/College :
..............................................................................................................................................
(Please Attach Evidence Of Acceptance For The Course Details)
Commencing Date Of Course :
............................................................................................................................
Completion Date Of Course :
..............................................................................................................................

Administration Notes

Page 137

No. 28
Dated:01/01/99

Proposed Source Of Finance:


..............................................................................................................................
Estimated Cost To Zesa: Tuition Fees
..................................................................................................................
Travel And Subsistance ...................................................................................
Salaries .......................................................................................................
Other Expenses.............................................................................................
Total ...........................................................................................................
Is a replacement or stand in available should the training be approved? Yes/No
State Names If Possible.

1. ...........................................................................................................................
2. .........................................................................................................................

TYPE OF LEAVE REQUESTED :

TICK APPROPRIATE BOX

PAID
UNPAID
VACATIONAL

Would you agree that leave will not be credited to you during the period of training?
Yes/No. ................................................
Other courses taken whilst working with ZESA
Name of Course

Location

Length of Course

Part Time/Full
Time

Date of Course
Attendance

1.
2.
3.
Present Membership of Professional Institutions:
1. .................................................................................... 2. .......................................................................
Present Qualifications/Degrees
1. ................................................................................. 2. .......................................................................
Bonding : Accepted/not Accepted
(On the basis of 2 years for each year of study or if appropriate one month for each $75.00 expended)
Estimated bonding in your case ................................................. years .....................months

Administration Notes

Page 138

No. 28
Dated: 01/01/99

Any other relevant supporting evidence or information needed to be mentioned:


......................................................................................................................................................................
Details of any Benefits accruing to ZESA: .................................................................................................
......................................................................................................................................................................
Signature of Applicant:................................................................ Date: .....................................................
Head of Department: Recommended/Not recommended
Reasons: .........................................................................................................................................................
...........................................................................................................................................................................
Name of Head of Department: .......................................... Signature ................................... Date ...............
Recommendation form Corporate Services Director
Reasons: ..........................................................................................................................................................
............................................................................................................................................................................
............................................................................................................................................................................
.
Approved/Not approved
Date
Corporate Services Director
Approved/Not Approved

Date
Chairman of Management Advisory
Committee (where applicable)

Approved/Not Approved

Date
Chief Executive

After Authorisation : To. (a)


Officer for booking and arranging payment
(b)
Bonding form to applicant
(a & b) Compiled By

Signature
Name
Date

Administration Notes

Page 139

No. 29
Dated : 01/01/99
ADMINISTRATION NOTE NO. 29
Payment of Annual Subscriptions for Professional Staff
(a)

The Authority will reimburse annual subscriptions to local professional societies and overseas
parent professional societies for members of staff who have full corporate or chartered
membership of such societies, where such membership is appropriate to the individuals
qualifications and employment. Such reimbursement will be limited to a maximum of two
approved institutions, of which one could be a foreign institution, in respect of each eligible
member of staff.

(b)

When submitting claims for reimbursement, the claim form should specify the class of
membership. The local senior official should also ensure that a certified copy of the membership
certificate is filed in the employees personal file at each station.

(c)

The Authority will refund subscriptions paid by staff in respect of membership of the following
professional institutionsInstitute of Measurement and Control (UK)
Zimbabwe Institution of Engineers
Americal Institution of Electrical and Electronics Engineers (P.E.) (IEEIE)
UK Institution of Electrical and Electronics Incorporated Engineers (IEEIE)
UK Institution of Mechanical Engineers
UK Institution of Civil Engineers
UK Institute of Electrical Engineers
Institute of Chartered Secretaries and Administrators (full membership)
Zimbabwe Institute of Management (full membership or fellow)
British Institute of Management (full membership or fellow)
Institute of Personnel Management (Zimbabwe)
Institute of Estate Agents Auctioneers and Valuators
Chartered Institute of Transport
Law Society of Zimbabwe
Bar Association of Zimbabwe, England or America
Commonwealth Law Association
Law Society of England
Advertisers Association of Zimbabwe
Zimbabwe Institute of Public Relations
Institute of Internal Auditors
Institute of Chartered Accountants of Zimbabwe, England and Wales
Institute of Cost and Management Accounts
Institute of Public Accountants in Zimbabwe
Zimbabwe Association of Accounting Technicians
Association of Certified Chartered Accountants (ACCA)
Institute of Industrial Engineers (USA)
Institution of Lighting Engineers (UK)
Institute of Purchasing and Supply
Computer Society of Zimbabwe
Institution of Technician Engineers in Mechanical Engineering (UK)
Institute of Engineers and Technicians (UK)
The Industrial Water Society (UK)
Institute of Data Processing Management (IDPM) (UK) (full membership)
Association of Corporate Treasurers (UK) (full membership)
The Royal Society of Chemistry (UK)
Institute of Supervision and Management
Institute of Occupational Safety and Health

Administration Notes

Page 140

No. 30
Dated:0101/99

ADMINISTRATION NOTE NO. 30


Staff transfers

1.

No senior member of staff may be transferred without receipt of the appropriate authority on
Form S/17 (see Section 5 of the Human Resources Management Procedures).

2.

Exceptions to the above rule may, however, be made in cases of urgency, when transfers may be
made on the telephoned or written authority of a Head of Department, but such cases will be
followed up by a confirmatory copy of Form S/17.

3.

All arrangements for the removal of personnel effects of an employee to be transferred will be
made at Head Office.

4.

See also Note No. 5 regarding the insurance of personal effects in transit and Note No. 48
relating to the inspection of Authority quarters prior to transfer.

(a)

Senior Staff
When a senior member of staff is transferred, his most recent S.50 is to be forwarded to
the local senior official at his new place of employment, but to safeguard against the loss
of Form S.50 in transit, a copy is to be retained by the local senior official of the place
from which the employee was transferred.

(b)

Junior Staff
When a junior member of staff is transferred, his Form A.168 (Junior Staff Record card),
which will detail occassional leave already taken, is to be forwarded to his new place of
employment. To safeguard against the loss of Form S.168 in transit a copy is to be
retained by the local senior official of the place from which the employee was
transferred.

Administration Notes

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No. 31
Dated: 01/01/99
ADMINISTRATION NOTE NO.31
Travelling, subsistence and transfer allowances
Regulations and procedures
OBJECT:
The object of these Regulations is to ensure that staff who are away from their normal
place of work are reimbursed the cost of genuine personal expenditure properly incurred as the result of
their official duty.
N.B.

It is emphasized that when the Authority meets the expenditure no claim shall be made.

1.

Definitions:
In these Regulations, unless inconsistent with the context, "approving official", means one of
those officials specified in this Note;
"day" means each period of twenty-four hours reckoned from the time a journey or duty
commences;
"Dependants" means one spouse of an employee and all minor children of that employee who are
dependant on him and all minor children for whom he has a legal obligation (i.e. legally adopted
step-children);
"duty whilst temporarily away from normal place of work" means absence from normal place
of work, where house changes are not involved, on duty of a temporary nature of up to 14 days.
"Head of Department" means the Chief Executive, the Technical Services Director, the
Corporate Services Director, the Consumer Services Director, the Finance Director, the
Transmission Director, the Generation Director, the Senior Manager (Corporate Planning) and
includes any person appointed to act in any of these positions.
"Normal Place of Work" means the place of permanent posting to which an employee reports
for work and shall include an area or district office serviced from or by any depot, power station
(including all places under the control of the Station Manager whether situated at the power
station or not) or substation. For Construction staff this means the area served by the depot in
which the construction site is situated and for staff based in Harare or Chitungwiza it shall include
Head Office, Central Workshops, Central Garage, National Control Centre, Harare Power Station,
National Training Centre, Central Stores, Test Section and Harare Area Office. Similarly, in the
case of staff based in Bulawayo it shall include Regional Control Centre, Bulawayo Power Station
and other stations in Bulawayo.
"Temporary Transfer" shall mean any period away from normal place of work in excess of 14
days but not more that 45 days where household changes are not involved. Each case of
temporary transfer shall be documented on Staff Transfer Form S.17, a copy of which must be
attached to the Travelling and Subsistence Form A.27.
"Travel" or "Travelling" means travelling on duty away from the normal place of work to another
situated at least 50 km away or on transfer from one normal place of work to another including
any unavoidable delays whilst so travelling.

2.

Approving Officials and general conditions of payment


(1)

No person, other than the Chief Executive or a Head of Department, may


(a)

Administration Notes

authorize his own personal claim;

Page 142

No 31
Dated: 01/01/99
b)

charge any expenditure relating to travelling and subsistence to the Authority. Under no
circumstances may an employee charge a hotel account to the Authority.

(2)

All claims, including claims for advances, shall be made on Form A.27 supported by
receipted accounts where required, certified correct by the employee's immediate senior
officer and approved by the appropriate approving official whose designation must be
clearly stated on the Form A.27.

(3)

Certifying correct for payment and or approving a fraudulent or inflated claim shall
constitute an act of misconduct.

(4)

All claims in excess of $5000 must be approved by a Head of Department. Head Office
Divisional Managers (ie. Grade D3 and above) are authorised to approve claims from
their staff of up to $5 000 only. Heads of Departments can also approve claims of
amounts less than $5000. Approval for claims for advances in excess of $5 000 may be
obtained by telephone or telex and the A.27 Form must be endorsed accordingly.

(5)

All claims for foreign travel must be approved by a Head of Department.

(6)

For Local claims and for advances of less than $5 000 the approving official shall be the
respective Divisional Manager (in grade D3 and above).
a)

b)

For All Areas and Power Stations


i)

Only personal claims of and authorised by Area or Power Station


Managers or District Managers or Customer Services Officer for
advances may be paid at an area or station.

ii)

Claims for advances by any other staff shall be approved by


Area/Power Station Manager, Customer Services Officer or District
Manager as the case may be.

iii)

All final personal claims of Area/Power Station Managers, whether in


clearance of an advance or otherwise, shall be approved by the Director
of the Department concerned or, in the case of all other staff, by the
Area or Power Station Manager concerned. In the absence of the
Area/Power Station Manager on leave or due to illness, claims may be
approved by a Chief Engineer or equivalent.

For Protection Test, Communication and Transmission


These staff report to Head Office but are based around the country. The local
senior employee may approve claims for his staff, but may only claim personal
advances from the nearest petty cash point under his own signature and the
signature of the local senior official in charge of that petty cash. All final
personal claims must be approved by a Transmission Services Manager or Grid
Assets Manager or Transmission Operations Manager.

c)

Central Vehicle Workshops


Due to special circumstances pertaining to transport drivers the Senior
Foreperson shall certify and pay claims from his petty cash account up to the
prescribed amount. Such claims shall be subsequently certified by the Fleet
Operations Controller or Fleet Maintenance Controller and approved by the
relevant approving official.

Administration Notes

Page 143

No. 31
Dated 01/01/99
d)

All claims by staff at Head Office or relating to posts from grade C4 upwards
for disturbance allowance, refund of medical examination fee for newly
engaged employees and prospective employees in respect of which the
Authority has a contractual liability shall be approved by the Corporate Services
Director or his appointed deputies up to the prescribed amount. All such claims
by other staff in Districts (ie. from Grade C3 and below) shall be approved by
an Area/Power Station Manager.

e)

All Other Undertakings


Based on the same principle, the local senior official may approve claims for his
own staff, but may only claim advances for himself. His final personal claims
must be approved by a Chief Engineer or Manager of the Department
concerned. Examples of such stations include, Central Garage, Central
Workshops. National Training Centre etc.

f)

For Medical Mileage Claims


All claims for medical mileage shall be approved by the Employee Relations
Manager or the Human Resources Manager.

(7)

Where the approval of an employees Head of Department is required to authorise payment of a


claim and the incumbent is not available for a reasonable period, the approval of any other Head
of Department shall suffice.
An employee transferred at his own request from one normal place of work to another shall not be
entitled to a refund of any expenses of such transfer but the Head of Department may, if he
considers that the circumstances justify special treatment, authorise reimbursement of such
portion of the necessary expenses as he may deem equitable.
A transfer is at the employees own request if that employee submits a verbal or written
application requesting to be transferred to another station and the relevant officials approve the
transfer and that employee subsequently occupies that vacant post when other employees or
external candidates have not been given a chance, by way of advertising, to contest for that post.
This therefore means that if a post is advertised and an employee submits an application and, after
interviews of all shortlisted candidates, the employee is selected to occupy that post, his
subsequent appointment and transfer to another station to occupy the advertised post shall not be
deemed to be transferred at his own request.
Advance Claims
1.

Local Travel
a)

the purpose of an advance is to enable an employee to have sufficient funds to


conduct himself whilst away from his normal place of work in a manner
befitting the image of the Authority.

b)

An employee may be granted an advance on submission of a properly certified


and approved Form A.27.

c)

It is the responsibility of the approving official to satisfy himself that the


amount of the advance is correct taking into account the accommodation in

Administration Notes

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No. 31
Dated: 01/01/99

which the employee will be staying. Overnight allowances and porterage


should not be taken into account in the calculation and advances should always
be in multiples of $10.

2.

d)

Under no circumstances may an advance be granted when an overnight stay


away from home station is not involved.

e)

No advance may be granted to an employee except at his normal place of work


unless the prior approval of that employees local senior official has been
obtained. Such approval should be noted on the Form A.27 which may then be
approved by the relevant approving official at the place of payment. A copy of
the Form A.27 must be sent immediately to the employees normal place of
work.

f)

The advance shall be debited to the staff debtors sub-ledger, the control account
for which is 0000 (Location code) 8564 and shall become a debt owed to the
Authority until properly cleared by a final claim.

g)

Such final claim must be submitted within fourteen days of the return from the
journey, accompanied by a ZESA receipt for the deposit of any amount not
substantiated by such final claim.

h)

Advances not cleared within the required period will be deducted in full from
the employees next monthly salary, including interest at the prevailing Bank
rate.

i)

Under no circumstances whatsoever will an employee be granted an advance


before the final claim for his previous advance has been processed.

Travel abroad or overseas


a)

Advances for foreign currency for business travel outside of Zimbabwe may
only be processed at Head Office and will only be applied for upon receipt of
the Cabinet Authority necessary to enable any employee to travel outside of
Zimbabwe and receipt of a detailed itinerary which accounts for each day of
business for submission to the Exchange Control Authorities.

b)

Advances for foreign currency shall be issued on the following conditions :-

Administration Notes

1.

For travelling days, allowances may be claimed at the rate of 50% of


the full allowance applicable to the country to which the employee is
travelling or which he has just left.

2.

The full daily allowance (per 24 hour period) may only be claimed if
supported by a receipted hotel account for accommodation which has
been paid for by the employee from ZESA funds, which should
constitute approximately 50% of the full daily allowance.

3.

If no hotel account is produced the 50% allowance shall apply.

4.

In cases where the cost of accommodation and meals are met by a


host/sponsor either directly or by the payment of a per diem allowance,
a special unproven supplementary allowance may be paid at the
discretion of the Chief Executive and based on the adequacy of the
sponsorship at the following rates:-

Page 145

No. 31
Dated: 01/01/99
i)

where the cost of both accommodation and meals is met, a daily


allowance as set out in the relevant Treasury circulars.

ii) where the cost of accommodation only is met, the 40% allowance
applicable to that country.
5.

All Exchange Control approvals are issued on the understanding that


any unused funds are repatriated. Thus all funds in excess of a final
claim must be returned to the Authority in foreign currency.
This is of particular importance to note in a case where an employee
has been provided with full allowances in case the host/sponsor does
not assume responsibility ahead of the agreed commencement date
(due to, for example, earlier arrival necessitated by flights) and then
later on the host/sponsor assumes responsibility immediately upon
arrival.

4.

c)

Such advances must be cleared in the same way and within the same stipulated
period as advances for local travel except that in terms of the Exchange Control
Regulations any refund to the Authority must be made in foreign currency.

d)

No application for foreign currency will be made on behalf of any employee


who has not cleared any previous foreign or local advance.

Travelling and Subsistence Rates and Transfer Expenses


1.

Employee travelling on duty whilst temporarily away from their normal place of
work for a period of up to 14 days
An employee who is not required to camp out and who travels on duty whilst
temporarily away from his normal place of work for a period not exceeding fourteen
days may, within fourteen days of return from such journey, claim the following
accommodation allowances and other expenses on a properly completed, certified and
approved Form A.27.
N.B.

Overtime will not normally be paid whilst an employee is travelling.

a)

Meal Allowances
The allowances detailed in paragraph 1 of the Annexure to this Note, for which
no supporting vouchers or receipts are required, will be paid.
The following conditions will apply :i)

Breakfast allowance may only be claimed, if the approving official is


satisfied that it was necessary for the employee to leave home before 7
a.m.
In the case of breakfast being taken at a hotel or ZESA Guest House or
Canteen the charge reflected on the account will be refunded.
However, no claim will be allowed where the hotel or ZESA Guest
House tariff includes breakfast.

Administration Notes

Page 146

No. 31
Dated:01/01/99

b)

ii)

Lunch allowance may only be claimed if the approving official is


satisfied that the employee could not return to his normal place of work
between 1.00pm and 2.00pm.

iii)

Dinner allowance may only be claimed if the approving official is


satisfied that the employee could not return to his home by 8 p.m.

Accommodation in a hotel or boarding house or guest


i)

The charge for a room and breakfast, or room only, on production of a


receipted supporting voucher.

ii)

All staff who travel to Hwange, Bulawayo and Munyati or the vicinity
thereof on ZESA business shall be accommodated at ZESA Guest
Houses and, if meals are available at the Guest House or at a ZESA
Canteen, have all their meals at the Guest House or ZESA Canteen and
be reimbursed, on production of proof, the actual cost of the
accommodation and meals and, in lieu of normal T & S and the
overnight allowance be paid a Guest House overnight allowance as
detailed in paragraph 3 of the Annexure to this Note. Similarly,
members of staff in Grade A1 to D2 who travel to Harare on ZESA
business shall be accommodated at the ZESA National Training Centre
In cases where meals are unavailable at the ZESA Guest House or
Canteen, such staff will be reimbursed, on production of proof of the
actual cost of the meals eaten elsewhere, not exceeding the normal
meal allowances set out in paragraph 1 of the Annexure to this Note.

(c)

iii)

The prior special permission of the Head of Department must be


obtained before overnight accommodation is booked at luxury class
hotels, above three star by senior staff in Grade D2 and below if there
is no option. Staff should therefore book overnight accommodation in
zero, one, two or three star hotels.

iv)

Staff in grade D3 and above can be accommodated in three star hotels


or above. Where these are not available, then existing facilities should
be used.

Private Accommodation
If an employee chooses to stay in private accommodation an allowance for each
night as set out in paragraph 2 of the Annexure to this Note will be paid. This
allowance is intended to enable the employee to reciprocate hospitality to his
hosts.

(d)

Overnight Travel By Train


Meal allowances only are payable plus the cost of bedding.

(e)

Overnight Allowance
An allowance detailed in paragraph 5 of the Annexure to this Note, payable in
respect of each night whilst on duty and temporarily away from normal place of
work but such allowance shall not be payable in respect of overnight stays at
ZESA Guest Houses or privately where the guest house allowance or the private
accommodation allowance is payable.

Administration Notes

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No. 31
Dated: 01/01/99
(f)

Porterage
An allowance for every night spent in a hotel or boarding house as detailed in
paragraph 7 of the Annexure to this Note.

(g)

Telephone
The cost of business telephone calls to PROVEN ZESA telephone numbers will
be reimbursed. In addition, proven expenses per night in accordance with but
not exceeding the amount stipulated in paragraph 9 of the Annexure to this
Note.

(h)

Laundry
For periods in excess of five continuous working days, reasonable laundry but
not dry cleaning expenses on production of receipted supporting vouchers.

(i)

Danger Allowance
An allowance detailed in paragraph 8 of the Annexure to this Note, payable in
respect of a member of staff who travels to Mozambique on business.

2)

Review of Travelling and Subsistence Rates


These rates shall be reviewed by the Finance Director at the beginning of each financial
year and in line with prevailing average hotel rates.

5.

Allowances for staff on Temporary Transfer


Employees who are required to be away from their normal place of work on duty for any period
in excess of fourteen days will be regarded as being on temporary transfer.
(a)

Temporary transfer for a period up to 45 days


(1)

Administration Notes

An employee, on temporary transfer is required to seek guest


house/boarding house/hotel accommodation at a weekly/monthly all
inclusive tariff and will be reimbursed (a)

The accommodation account and if lunch and other meals are not
included in the tariff, the employee may be paid the amount
detailed in paragraph 1 of the Annexure to this Note provided the
lunch or any other such meals are unavailable at a ZESA Guest
House or Canteen.

(b)

Where these facilities are not available, the employee may claim
the meal and private accommodation allowances detailed in the
Annexure to this Note.

(c)

A temporary transfer allowance as detailed in paragraph 6 of the


Annexure to this Note.

(d)

Reasonable laundry expenses.

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No. 31
Dated: 01/01/99
(b)

Temporary transfer for a period in excess of 45 days


(i)

(ii)

6.

An employee, other than employees specified in paragraph 5(b)(ii) below on


temporary transfer for a period in excess of 45 days shall be paid, in place
of subsistence allowances, a taxable living allowance as detailed in
paragraph 14 of the Annexure to this Note subject to the following
conditions (a)

The living away allowance will apply to the whole duration of the
employees absence from the normal place of work i.e. from day
one to the end of the period of transfer. In this respect, the Head
of Department or Area/Power Station Manager, as the case may
be, must be certain, before the employee is transferred, that the
employee will be away from his normal place of work for a period
of more than 45 days.

(b)

If the employee concerned provides his own accommodation, the


allowance detailed in paragraph 14(a) of the Annexure to this Note
shall be paid in addition to the living away allowance referred to in
paragraph 5(b)(i) above.

(c)

If the employee concerned is, subject to the prior approval and


discretion of the Head of Department or Area/Power Station
Manager, accommodated in a hotel, the Authority will meet only
the cost of the hotel bed and, in addition, pay the employee the
living away allowance referred to in paragraph 5(b)(i) above.

Maintenance artisans on temporary transfer to Power Stations for a period


of 45 days but not exceeding 90 days may claim the allowances set out in
section 5 (a) above only for the duration of the overhaul project at the
specific Power Station. Payment to maintenance artisans of the
travelling and subsistence allowances applicable to employees on
temporary transfer for period in excess of 90 days shall be subject to the
Chief Executives approval.

Allowances for staff on permanent transfer


(a)

An employee who is permanently transferred, other than at his own request, and
who is not an apprentice or post graduate trainee, will be reimbursed the following
at the rates set out below for the duration of the move plus a reasonable period for
packing and unpacking not exceeding three days. Claims for subsistence in excess
of this period must contain details of the reasons necessitating a longer period. No
employee should commence the transfer journey until details of movement of
household furniture are known.

Administration Notes

Page 149

No. 31
Dated: 01/01/99
(i)

Meal allowances at the prescribed rates and either the actual cost of
accommodation in a hotel/boarding house/guest house or the private
accommodation allowance in respect of himself and his dependants over
10 years old.

(ii)

Meal allowances at half the prescribed rates and either half the private
accommodation allowance or the actual (receipted) cost of accommodation
in a hotel/boarding house/guest house in respect of his dependants under 10
years old.

(iii)

The cost of public transport in respect of himself and his dependants


together with domestic animals (including kennel fees where these are
necessary).

(iv)

The cost of transporting the household and personnel effects of himself,


and his dependants. When such household and personnel effects are
transported at owners risk, the insurance shall be borne by the Authority.

(v)

If the employee uses his private motor vehicle in connection with the
transfer he may claim at the rates detailed in paragraph 8 of the Annexure
to this Note provided that the journey is by the most direct route. With the
prior consent of the approving officials the allowance may be claimed in
respect of a personally owned second private motor vehicle. Insurance
cover for these vehicles is the responsibility of the employee.

(vi)

A disturbance allowance may be claimed calculated in accordance with the


paragraph 10 of the Annexure to this Note.

(vii)

When an employee is required by the Authority to move house within the


same city or town and no change of place of work is involved, provided it
can be shown that financial hardship has occurred, details may be
submitted through the Head of Department to the Finance Director on Form
A.27 for consideration of any compensation which may be deemed
appropriate.
The proven cost not exceeding the maximum allowance detailed in
paragraph 10(4) of the Annexure in respect of school uniforms purchased as
a result of his dependants changing school following his change of normal
place of work.

7.

Transport on official journeys


(a)

Tickets
Passenger tickets for travel by rail, air, road motor services and other means of
transport shall, where practicable, be obtained through the Authority before
commencement of the journey.

Administration Notes

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Dated: 01/01/99
(b)

(c)

Private Transport
(i)

An employee who is authorised to use his own private vehicle on the


business of the Authority, other than those employees who by special
arrangement with and concurrence of the Authority as a result of
amalgamation have special mileage rates and allowances, will be
reimbursed for mileage at the rates detailed in paragraph 11 of the
Annexure to this Note.

(ii)

All employees who use their private motor vehicles on Authority business, for
whatsoever reason, are to have their vehicles comprehensively insured at their
own expense. Confirmation that this is the case should also be obtained by
employees who travel as passengers in private vehicles.

(iii)

The only exception to rule 7(b)(ii) above is when the employee uses his
private vehicle for the purpose of transporting himself/or his family for
emergency or specialist medical treatment, in this circumstance, the
employee is not on Authority business although he may claim a mileage
allowance for the journey.

(iv)

With regard to employees on transfer, the insurance cover for private


vehicles driven between transfer points is the responsibility of the
employee concerned.

(I)

Air Travel
Except in proven cases of utmost emergency, staff travelling to the Harare,
Bulawayo and Victoria Falls airports shall use the airport bus and not taxis.
(a)

Administration Notes

External Travel outside of the Region


(i)

Grade F staff travel in first class where it exists (or


business class)

(ii)

Grade D3 to E staff travel in business class.

(iii)

Grade A1 to D2 staff and expatriates shall travel in


economy class.

(iv)

Grades A1 to D5 staff and expatriates shall make their


bookings through Air Zimbabwe or Zimbabwe Express
Airlines and not through a Travel Agent provided the
necessary procedures have been followed through the
appropriate Head of Department.

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Dated: 01/01/99
(b)

(c)

(d)

Regional Travel
(i)

Grade F travel in first class where it exists (or business


class)

(ii)

Grade E staff travel in business class.

(iii)

Grade A1 to D5 staff and expatriates shall travel in


economy class.

(iv)

Grades A1 to D5 staff and expatriates shall make their


bookings through Air Zimbabwe or Zimbabwe Express
Airlines and not through a Travel Agent provided the
necessary procedures have been followed through the
appropriate Head of Department.

Internal Travel
(i)

All local travel is arranged and booked through Air


Zimbabwe or Zimbabwe Express Airlines.

(ii)

All staff and expatriates shall travel in economy class.

(iii)

Grades A1 to D3 staff and expatriates shall make their


bookings through Air Zimbabwe or Zimbabwe Express
Airlines and not through a Travel Agent provided the
necessary procedures have been followed through the
appropriate Head of Department.

Scheduled and Chartered Aircraft Flights


(i)

In the case of Head Office staff the Transport Section


will be responsible for ensuring that optimum utilisation
of available chartered space is achieved.

(ii)

Approved flights for Head Office staff, either scheduled


or chartered, must be booked by the Transport Officer
through the Head Office 10th floor Receptionist.

(iii)

In the case of District staff, if air travel is the most


expeditious or economical method of travel, then the prior
approval of the Area/Power Station Manager must be
obtained.

Administration Notes

Page 152

No. 31
Dated: 01/01/99
(e)

Insurance Requirements for travel by Air


(i)

Single Engined Aircraft Flights


Automatic insurance cover is available. However, the
aircraft and pilot must be licenced to carry passengers.

(ii)

Scheduled and Charterd Flights in multi-engined Aircraft


Automatic insurance cover is available.

(f)

Head Office Staff


(i)

(ii)

Administration Notes

Routine Journeys
(a)
ALL applications to travel by road, rail or air are
instigated by the individual on the appropriate
standard form. Travel arrangements must be
optimised within the Department concerned,
approved by the Head of Department or relevant
approving official and be submitted to the
Transport Section in reasonable time prior to
travel.
(b)

Upon receipt of these applications, the


Transport Section will further optimise the use
of vehicles/aircraft by combining, where
possible, departmental requirements and
advising the respective Heads of Departments of
their recommendation in that regard.

(c)

Heads of Departments or their nominees will


check with the individuals concerned and liaise
with the Transport Section to achieve optimum
utilisation of vehicles and/or aircraft.

Pool Vehicles (also refer to Note. 11)


(a)

As the purpose of pool cars is to provide


transport for staff who are required to travel on
Authority business, use of such vehicles should
be authorised on Form S.64 and booked through
the appropriate official.

(b)

The booked times of use should be strictly


adhered to unless there are special
circumstances which have prevented the
employee from doing so, in which case, these
have to be explained.

Page 153

No. 31
Dated: 01/01/99

8.

(c)

The Head Office pool vehicles are booked


through the Transport Section.

(d)

At the conclusion of each journey made in a pool car, the keys to the
vehicle should be immediately returned to the appropriate official.

(e)

Log books shall be kept in each vehicle at all times and all journeys in
the vehicle (including details of fuel etc) shall be recorded in the log
book.

(f)

In the case of pool cars allocated to departments, the keys of such


vehicles shall be kept by Private Secretaries of the respective Heads of
Departments who shall record all check-outs as appropriate.

(g)

When the pool vehicle allocated to a department is unavailable for use


or is being used by another individual, a pool vehicle from the Central
Garage in Harare will be supplied by the Transport Section for the
required authorised journey, for which application shall be made on the
appropriate Form S.64. There shall be no direct requests to the Central
Garage Foreman for vehicles. Head Office users of vehicles provided
from the Central Garage vehicle pool will collect from and return to
Electricity Centre and arrangements should be made with Transport
Section for inspection before and after the journey.

Allowances for persons attending interviews for posts with the Authority
(a)

Any person, whether already an employee or not, who is required to attend an


interview for appointment to or promotion or transfer within the Authority may

claim (i)

(b)

9.

Transport expenses by second class train or bus. If private transport is


used, only fuel expenses will be met. Air fares will only be reimbursed if
the cost is the most economical bearing in mind the duration of the train
journey and the cost of the subsistence involved.

If, in the opinion of the approving official, an overnight stay is essential, all persons
attending interviews for posts up to Grade D2 must be accommodated at ZESA
Guest Houses or Training Centres if such facilities are available. All other staff may
use their discretion regarding utilising ZESA accommodation subject to the prior
approval of the appropriate approving official. In cases where no Guest Home or
Training Centre facilities are available, the staff concerned may claim the receipted
cost of hotel accommodation at up to three star rate or the private accommodation
allowance detailed in paragraph 2 of the Annexure to this Note.

Allowances for staff on appointment


(a)

If a new employee is appointed to a normal place of work which requires the


removal of his household effects from the town in which he previously resided to
another town where the new normal place of work is situated, he may claim (i)

Meal allowances for himself and his dependants at the prescribed rates
(dependants under 10 years are at half rates).

(ii)

Transport expenses for himself and his dependants by second class rail or
bus or the private mileage allowance for one vehicle if the journey is
undertaken in his own private motor vehicle.

Administration Notes

Page 154

No. 31
Dated: 01/01/99

10.

The cost of transporting the household and personal effects of the new
employee (with such effects being transported at owners risk) and
insurance shall be borne by the Authority.

(iv)

If the new employee elects to move himself and his dependants on two or
more journeys, only the transport cost of one journey for each member of
the family will be borne by the Authority.

Removal expenses on retirement


(a)

(b)

11.

(iii)

Only Operational Senior Staff with a minimum of ten years service retiring on
reaching the age of 55 years or more will be reimbursed removal expenses to their
new place of residence in Zimbabwe on the following basis (i)

Married employees : The cost of transporting 30 cubic metres of furniture


and effects.

(ii)

Single employees : The cost of transporting 10 cubic metres of furniture


and effects.

(iii)

A private mileage allowance for one motor vehicle owned by the employee.

Claims for these allowances should be forwarded through the Area/Power Station
Manager to the respective Head of Department on Form A.27, supported by the
receipted removal account which must clearly show, in cubic metres, the amount of
effects removed.

Private Transport for Medical and Dental Treatment within Zimbabwe


1.

Subject to the undermentioned conditions, senior staff (Grade B2 and above) and
their immediate dependants using private transport in connection with medical or
dental treatment which is not available locally may apply for reimbursement at the
rates detailed in paragraph 11 of the Annexure to this Note. It should be observed
that despite the fact that any of the approving officials has authorised a journey,
the claim may be declined if it is not in accordance with the provisions of this
section. (No claims for overnight accommodation will normally be entertained)(a)

Employees and their dependants must be members of the Public Services


Medical Aid Society through the Authority. Married female employees who
enjoy beneficiary membership of their husbands medical aid society are
not eligible to claim transport expenses.

(b)

Employees must obtain the prior authority of their local senior official
before undertaking journeys for which medical mileage is to be claimed.

(c)

Medical transport claims must be accompanied by a medical or dental


practitioners certificate stating that the treatment was of an urgent
nature or was not obtainable locally. Where two practitioners are involved,
a certificate is required from each for the initial visit and thereafter only
from the specialist, provided the visits are in connection with the same
complaint and the claim form is suitably endorsed to that effect. In all
cases, employees must be referred by their local doctors to specialists
when necessary.

Administration Notes

Page 155

No. 31
Dated: 01/01/99

12.

(d)

Treatment must be given by the nearest practitioner or specialist.

(e)

Employees should, if airfare is cheaper than the private mileage allowance,


fly to the nearest practitioner or specialist and should ensure that their
flight schedule accommodates their appointment and the journey on the
same day.

(f)

Wherever practical, employees and their dependants should travel to the


nearest practitioner or specialist by bus or train.

(g)

In cases where neither (e) nor (f) above is practical, employees may be
authorised to travel to the nearest practitioner or specialist by car provided
the vehicle to be used is registered in the name of that employee. (No
medical mileage claims relating to vehicles not owned by the claimant will
be entertained).

2.

Opthalmic treatment falls within the scope of the allowance, but is restricted to eye
diseases or injuries. Claims may also be submitted in respect of visits to the nearest
chiropractor.

3.

Valid claims must be submitted of Form S.12, recommended by local senior official and
endorsed with the account code 3185. All claims require the approval of the Human
Resources Manager or the official to whom he reports before payment is effected.

4.

Employees taking their dependants for urgent medical treatment, or treatment


which is not obtainable locally, must complete a leave form, if absent from duty for a
whole working day or more.

5.

Claims are to be based on the actual distance from town to town and not from
place of residence to surgery, hospital etc. The allowance is intended to assist
staff and not reimburse them their full mileage, for it must be borne in mind
that employees who reside in a major centre are required to pay the cost of travel
from their homes to local doctors and hospitals.

6.

Insurance cover for the vehicle involved is the responsibility of the employee
concerned.

Main Construction Staff


When transferred from one normal place of work to another, Construction staff shall be
to reimbursement in accordance with section 6 (a)(i), (ii) and (iii) and section 6(a)(v).

13.

entitled

Allowances for apprentices, students and post graduate trainees


1.

As part of their training, apprentices, students and post graduate trainees are
required to work at any of the Authoritys installations or premises. They have
therefore no normal place of work until qualified and may be entitled to claim
travelling expenses between one centre of assignment and another. The normal
place of work in their case is therefore the station to which he or she is deployed
and where the major part of the training takes place.

Administration Notes

Page 156

No. 31
Dated:01/01/99

2.

Apprentices

(a)

It should be noted that in some cases, the travelling expenses of


apprentices are met by the Apprenticeship Training Fund and approving
officials should therefore satisfy themselves that any claims for transport
or allowances are for the account of the Authority before approving
payment.

(b)

The provisions of section 4(a) and section 4(d) and either section 4(b) or
section 4(c) apply to apprentices whilst travelling from one centre to
another (i.e. one place of work in one town to another town).

(c)

Whilst training at any centre, the following conditions will apply -

Administration Notes

(i)

Hwange, Kariba and Munyati Power Stations: The Canteen will


bill ZESA each month, giving a list of names and number of days
against each name. ZESA will pay the Canteen and recover the
appropriate amount including the cost of ZESA accommodation
from the apprentices concerned by salary deductions.

(ii)

Urban Depots and Power Stations : Apprentices will provide their


own food and accommodation and no allowance will be paid to
them.

(iii)

District Depots : Where possible, a house will be allocated for


use as a ZESA Mess. Apprentices making use of this
facility will be responsible for their own board including the cost
of such accommodation. Those living in private accommodation
will be responsible for their own expenses.

(iv)

ZESA Training Centres (Harare and Bulawayo) : The same


arrangements as for Power Stations will apply. Those who opt
for private Board and lodging will meet all their own costs.

(v)

Government Technical Training Institutions:


Responsibility for board and lodging in respect of apprentices
attending a Government Technical College rests with the Ministry.
When hostel fees are paid by the Zimbabwe Manpower
Development Fund or some other Institution and not the
apprentice, no claims will be entertained.

(vi)

Travelling expenses for College Attendance : ZESA will accept


claims for travelling expenses to and from College and reasonable
subsistence en-route in accordance with Section 13 2(b) above.
However, these claims must be accompanied by supporting
vouchers.

(vii)

When required to camp the camping allowance will be payable


where it is applicable.

(viii)

When attending Polytechnic or College, they will be responsible for


paying accounts of such facilities.

Page 157

No. 31
Dated: 01/01/99

(ix)

3.

In cases of proven extreme hardship, the Head of Department may


approve reimbursement of any such expenses he deems fit.

Students Trainees (when on vacational training with the Authority)

The following provisions shall apply in respect of any period during which they may
be stationed outside the town or area where they normally reside, and therefore
cannot take advantage of their normal home accommodation -

(a)

When providing their own accommodation they shall be paid the


allowance detailed in paragraph 12(a) of the Annexure to this Note.

(b)

When providing their own food they shall be paid the allowance
detailed in paragraph 12(b) of the Annexure to this Note.

(c)

When provided with accommodation and food at Hwange, Kariba and


Munyati Power Stations and ZESA Training Centres, they shall receive no
further allowance.

(d)

Entitlement to the payment at (a) or (b) shall also apply when on sick leave,
but not when on unpaid leave.

(e)

When required to camp the camping allowance will be payable in addition


to the allowances, where these are applicable, detailed in paragraph 12(a)
and 12(b) of the Annexure to this Note.

4.

Post-graduate trainees and trainee technicians

The allowance detailed in paragraph 13 of the Annexure to this Note may be


claimed only when such trainee is away from his normal base of training.

15.

Allowances for in-service Training Courses


(a)

All participants up to Grade C4 attending courses or seminars arranged at ZESA


Training Centres should, if overnight accommodation is necessary, be
accommodated at ZESA Guest Houses or ZESA Training Centres or ZESA Apprentice
Hotels.

Administration Notes

Page 158

No. 31
Dated: 01/01/99

(b)

16.

All other staff attending such seminars or courses referred to in (a) above may use
their discretion regarding utilising ZESA accommodation subject to the prior
approval of the approving official.

Other Reimbursable Expenses


Any claims for proven expenditure, other than those previously defined, must be approved by
the appropriate Head Of Department.

Administration Notes

Page 159

No. 31
Dated: 01/01/99
ANNEXURE TO ADMINISTRATION NOTE NO. 31

Senior Staff
B2 D2
1. Meal Allowances

Junior Staff
(A1 B1)

Proved

Unproved

Breakfast

as per
hotel bill

$ 45.00

Lunch

as per
hotel bill

Dinner

as per
hotel bill

2. Private Accommodation

Unproved

Proved

Unproved

as per
hotel bill

$ 27.00

as per
hotel bill

$ 50.00

$ 60.00

$ 50.00

$ 30.00

as per
hotel bill

$ 72.00

$ 72.00

$ 70.00

$ 42.00

as per
hotel bill

$ 90.00

$100.00

Proved

Management
(D3 & above)

$ 60.00

$150.00

3. ZESA Guest House


Allowance (per night)

$35.00

$15.00

$35.00

4. Overnight Train
Travel

Cost of
bedding

Cost of
bedding

$ 30.00

5. Overnight Allowance
(per night)

$ 30.00

$ 10.00

6. Allowance on
Temporary Transfer
(per day)

$ 2.00

$ 1.00

7. Porterage
(per night per hotel or
boarding house)

$ 5.00

$ 1..50

$ 5.00

8. Danger Allowance

9. Telephone

Administration Notes

$150.00 per
day or $30.00
per day if
staying
overnight

$ 15.00
per day or
$30.00 per
day if staying
overnight

$
2.00 per
night

Page 160

No. 31
Dated: 01/01/99
10.

Disturbance Allowance
1.

Married employee with or without


dependents transferred from house
to house

$300

2.

Single employees who are house


holders and have to all intents and
purposes household effects equivalent
to those of a married employee.

3.

Single employees who live in lodgings

$300 (on the


$150
recommendation
of the
approving
official)
$ 60
$ 30

4.

In addition, if transfer necessitates children


changing schools, proved expenses as
follows:Primary school day scholars

- boarders

Secondary Schools day scholars

boarders

Administration Notes

$150

$108
Maximum

$ 54
maximum

$132
maximum

$ 66
maximum

$156

$78

maximum

maximum

$180
maximum

$ 90
maximum

Page 161

No. 31
Dated: 01/01/99
11.

ANNEXURE TO ADMINISTRATION NOTE NO. 31

Private Vehicles
Class A

Rate Per KM

Vehicles of 907 kg net mass or less than 1100 cc capacity

$2.35

Class B
Vehicles of more than 907 kg net mass
Or 1100 to 1650 cc capacity

$3.10

Class C
Above 1650 cc capacity

$4.06

Class D
Motor Cycle

$33c

NB: In future transport rates shall be revised automatically whenever AAZ rates change.

Administration Notes

Page 162

No. 31
Dated: 01/01/99

ANNEXURE TO ADMINISTRATION NOTE NO. 31

12.

13.

Special Allowance for students trainees (see section 13(3) of this Note)
(a)

When providing their own accommodation

$2.50 per day

(b)

When providing their own food

$4.50 per day

Special allowances for post-graduate trainees and trainee technicians


(a)

When ZESA is not provided accommodation and/or meals


Breakfast

$10.00 per day

Lunch

$18.00 per day

Dinner

$23.00 per day

Private accommodation

14.

$35.00 per day

Living Away Allowance

$50.00 per day

(a)

When providing his own accommodation

$15.00 per day

(b)

When accommodated in a hotel

cost of hotel bed


only.

Administration Notes

Page 163

No. 32
Dated: 01/01/99

ADMINISTRATION NOTE NO.32


Camping and field allowances

1.

Camping Allowances
(1)

(2)

2.

Staff Permanently Camping Out


(a)

All employees who are required to camp out permanently are entitled
to receive the allowances shown in paragraph 1 of the Annexure to
this Note.

(b)

Camping allowance is not payable during periods of vacational


leave but is payable during periods of sick leave.

(c)

The Camping allowance is meant to ensure that staff who are required to camp
out are reimbursed for expenditure incurred whilst camping out and is nontaxable and normally payable in arears.

Staff temporarily Camping out


(a)

Employees who are required to camp out temporarily are entitled


to the allowances shown in paragraph 1 of the Annexure to this
Note.

(b)

These allowances will only be payable for periods during which


employees are actually camping out and will not be payable for
any period of 24 hours during which employees temporarily return
to their normal place of work.

(c)

The local senior official will determine when employees are


required to camp out and the periods during which camping allowance may
be claimed.

(d)

Employees who are temporarily camping out may return to their normal place
of work for weekends at the discretion of the local senior official, who will also
determine the frequency and duration of such weekends and whether Authority
transport may be used. Where Authority transport is not used, employees must
make their own arrangements. If they use their own private vehicles, they may
claim an allowance for one return journey per weekend in accordance with the
rates shown in paragraph 2 of the Annexure to this Note. Insurance cover for
vehicles so used will be the employees responsibility.

Field Allowance
(1)

In addition to the camping allowance referred to in 1(1) above, all


employees who are required to camp out permanently are entitled to the
allowance shown in paragraph 3 of the Annexure to this Note. This will
apply to district line gang employees only when they are required to camp
out continuously due to the unavailability of Authority accommodation at
their normal place of work and are not paid a housing allowance.

Administration Notes

Page 164

No. 32
Dated: 01/01/99
(2)

4.

Field allowances is payable in arrears and is not included in the


calculation of commuted leave, but is payable during periods of vacation
or sick leave excluding initial training period.

Camping Equipment
The supply of adequate camping equipment, as prescribed in Engineering Instruction No 27/1,
will be made available to employees required to camp out.

5.

Claims
(1)

3.

Both Senior and Junior staff will be required to claim for Camping and Field Allowances
on Form A.27. Claims must be made at the end of each month, or in the case of
Camping Allowance, at the end of the period of camping if this is less than one month
and the duly completed and authorised Form A.27 must be submitted to the Finance
Director for payment.

Allowance for Protection of Camping Equipment


In addition to a Camping Allowance an additional $3.00 will be paid to the member of staff who
remains in camp over the weekend to guard camping equipment.

Administration Notes

Page 165

No 32
Dated:01/01/99

ANNEXURE TO ADMINISTRATION NOTE NO.32


1.

2.

3.

Camping Allowance
(1)

Senior Staff
(Married or single)

$68,00 per day

(2)

Junior Staff

$30,00 per day

Private Transport for Weekends at


Home (Staff temporarily Camping out)

Field Allowance
All staff (Married or single)

4.

In accordance with the transport


rates shown in the Annexure to Administration Note
No. 11.

$1.00 per day

In addition to Camping and Field


Allowance

Head Office Construction staff whilst


permanently in the field shall be paid
Locality Allowance
No.14

Administration Notes

In accordance with the last page of


the Annexure to Administration Note

Page 166

No.33
Dated: 01/01.99
ADMINISTRATION NOTE NO.33
Shift allowance
1.

Staff engaged on shift work on a 24 hour roster will be entitled to a shift allowance of
17,5% of pensionable emoluments. Shift allowance is payable to eligible staff at all
times, including periods of vacational leave, but excluding leave due on termination of
service and commuted leave.

2.

All Loss Control personnel engaged on shift work on a 24 hour roster will be entitled to a
shift allowance of 17.5% of pensionable emoluments. This replaced the arms
alllowance that was being paid to some loss control personnel.

3.

Staff who work during normal office hours or day shift hours do not qualify for shift
allowance but they may, under special circumstances, be authorised to do so by the Chief
Engineer.

4.

Both Senior and Junior staff are automatically paid the shift allowance in terms of the
category of employment. The shift allowance will be paid automatically to those
employees entitled to it and not on the basis of claim forms. Where, however, employees
are allowed to claim for shift worked under special circumstances, the senior employee
will be required to submit a Form A52 and the junior employee will submit a Time Card
in the normal manner.

5.

Local senior officials must inform the Finance Director in writing of any transfers and
new appointments of staff who are entitled to the shift allowance.

2.

UNDER-WATER DIVING ALLOWANCE

(a)

For operational and maintenance purposes, staff who are trained and qualified to undertake
underwater diving will be paid an underwater diving allowance of $300,00 per day when called
upon to undertake such duties by the Power Station Manager.

(b)

Payment of the underwater diving allowance will be made from the Power Stations imprest
account on receipt of the Divers log and claim sheet duly completed by the diver and approved
by the Power Station Manager.

(c)

All claims for payment of the underwater diving allowance must be made on the appropriate
divers log and claim sheet, a copy of which is attached to this Note as Annexure 1 to
Administration Note No. 33.

(d)

The allowance is subject to review each time Authority salaries are increased.

3.

FIRST AID ALLOWANCE


A single payment will be made by the Authority to an employee when that employee is awarded a
First Aid Certificate.

Administration Notes

Page 167

No. 33
Dated: 01/01/99

ANNEXURE 1 TO ADMINISTRATION NOTE NO. 33


ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
KARIBA SOUTH POWER STATION
DIVERS LOG AND CLAIM SHEET

Date:

Dive Number:

Location

Divers:

Equipment:

Weather Conditions:
Water Conditions:
Visibility:

Dive Details
Time In:

Decompression:

Date:
Bottom Time:

Total Dive Time:

.
WORK CONTENT AND REMARKS

ACCUMMULATED TIME

DIVERS SIGNATURE
SUPERVISING DIVER:

Details certified correct by:


Claim approve by (name):
Designation
Signature
Date

Dive Claim of $
Paid By
Received By

Administration Notes

Page 168

No. 34
Dated: 01/01/99

ADMINISTRATION NOTE NO. 34


Responsibility allowance and non-pensionable allowance

1.

Managerial employees as listed in Administration Note No. 26 shall with effect from July 1997
receive :

a)

5% of basic salary as a responsibilty allowance.

b)

11% on basic salary as a non-pensionable allowance to cover all previous allowances


which were incorporated into the allowance except the following :-

Electricity

Housing Allowance

Medical Aid.

Administration Notes

Page 169

No. 35
Dated: 01/01/99

ADMINISTRATION NOTE NO. 35


Electricity and fuel allowances
1.

Electricity Allowance
(1)
(a)
All permanent senior and junior employees who are, in their own right,
electricity consumers of the Authority will be entitled to be reimbursed, in
terms of paragraphs (2) and (3) below, for electricity consumed up to the
maximum amount specified in the Annexure to this Note. This is a taxable
benefit.

(2)

(b)

The account must be in the name of the employee, but a joint account in the
name of his/her wife/husband is acceptable.

(c)

Only one residential property qualifies for the electricity benefit.

Senior Staff
(a)

Where employees are billed for electricity consumed by a Local Authority on


behalf of ZESA
The account must be paid by the employee to the Local Authority concerned.
Receipted accounts will be submitted to the employees local senior official,
who will forward them in bulk to the Finance Department at Head Office, for
reimbursement within the next salary cheque. This will be for the amount
paid, provided it does not exceed the maximum electricity allowance specified
in the Annexure to this Note.
Receipted accounts must be presented for reimbursement within three months
of the due date, failing which, the claim will be invalid.

(b)

Where employees are billed for electricity consumed by ZESA


Their Consumer Ledger Account will be debited at the appropriate tariff rate
for all units consumed, and credited with a like sum, provided the charge does
not exceed the maximum electricity allowance specified in the Annexure to
this Note. Where the consumption charge exceeds the maximum electricity
allowance, the excess is payable to the Authority monthly.

(3)

Junior Staff
(a)

Where employees are billed for electricity consumed by a Local Authority on


behalf of ZESA
The account must be paid by the employee to the Local Authority concerned.
Receipted accounts will be submitted to the employees local senior official for
reimbursement within the next convenient payroll. The same conditions
apply as in (2) (a) above.

(b)

Administration Notes

Where employees are billed for electricity consumed by the Authority


The same procedure applies as in (2) (b) above.

Page 170

No. 35
Dated: 01/01/99
(c)

Where employees receive un-metered or Load Limited Supplies from the


Authority
The supply will be provided without charge, and this monthly benefit will be
valued at the appropriate tariff rate as specified in the Annexure to this Note.
The allowance will be shown as a concurrent addition and deduction each
month within the appropriate payroll.

(4)

For details of the accounting procedures to be adopted, reference should be made to


the following circulars, issued by the Finance Director.
Nos 115/8 and 133/7 dated 30th June 1981, together with 200/6 dated 14th May
1982, which amends the original procedure where employees receive their electricity
supplies from the Authority

2.

Fuel Allowance
All permanent senior and junior staff who are not, in their own right, electricity consumers of the
Authority and permanent junior employees who are not provided by the Authority with either
electric cooking facilities or fuel for cooking will be entitled to the fuel allowance specified in
the Annexure to this Note.
Under no circumstances may the fuel allowance be claimed in addition to the electricity
allowance.

3.

Electricity Allowance for Pensioners resident in Zimbabwe


1.

All pensioners of the Authority who retired on or after the 24th of January 1986 and
who are, in their own right, electricity consumers of the Authority will be entitled to be
reimbursed by the Authority, as a taxable benefit, for electricity consumed up to the
maximum amount applicable to permanent staff, as specified in the Annexure to this
Note, on the following conditions:(i)

(ii)
(iii)

(iv)

2.

The pensioner must have retired on or after the 24th January 1986 at the age
of 55 years or more and must be in receipt of a pension from the date of
retirement from the Authority.
The account must be in the name of the pensioner, but a joint account in the
name of his/her spouse is acceptable.
In the case of E.S.C., ZESA and CAPCO pensioners, receipted accounts must
be presented or posted to the Pensions Manager of the ZESA Pension Fund for
reimbursement within three months of the due date, failing which the claim will
be invalid.
In the case of members of the Local Authorities Pension Fund, receipted
accounts must be presented or posted to the Pensions Manager of the ZESA
Pension Fund for reimbursement within three months of the due date, failing
which the claim will be invalid. No tax deduction will be made on the amount
reimbursed but the Pensions Manager of the ZESA Pension Fund will, at the
end of the tax year, furnish the Department of Taxes with the names of the
L.A.P.F. pensioners concerned and the respective amounts paid to them
The pensioner must have been employed by the Authority as a permanent
employee and must be resident in Zimbabwe.

All ZESA pensioners, resident in Zimbabwe, who retired on pension on or after the 24th
January 1986 who are not consumers of electricity will be paid a fuel allowance of
$13,00 per month.

Administration Notes

Page 171

No. 35
Dated : 01.07.99
ANNEXURE TO ADMINISTRATION NOTE NO.35
1.

Maximum Electricity Allowance


(a)

Employees On Metered Supplies


$217.53 per month

(b)

N.B.

This amount is in accordance with the Authoritys billing rates for staff,
calculated on cost borne by the employer currently (13.63c/kwh) in
terms of
Section 8 (I) paragraph 11 (b) of the Income Tax Act Chapter 181 and is based
on maximum consumption of 1596 Kwh which will, in future, be used as the
basis for adjusting the allowance automatically when cost of production
changes.

N.B.

Please also note that whenever power rationing is in force, the maximum
allowance to be reimbursed for metered domestic supplies will not be based on
units consumed but on the maximum amount reimbursed stipulated in
paragraph 1(a).

Employees On Un-metered Or Load Limited Supplies


$136.41 per month
N.B.

2.

This amount is in accordance with the Authority Tariff No. E1.3 for Load
Limited Domestic Customers and is based on the 7,5 Amp Load Limiter charge
which will, in future be used as the basis for adjusting the allowance
automatically when cost of production changes.

Fuel Allowance
$136.41 per month
N.B.

In future the fuel allowance will be based on the 7,5 Amp Load Limiter charge which
will be used as the basis for adjusting the allowance automatically when cost of
production changes.

Administration Notes

Page 172

No. 36
Dated: 01/01/99

ADMINISTRATION NOTE NO. 36


Overtime and standby
1.

Overtime
(1)

Definitions :
hours applicable include each hour or part of an hour in excess of thirty minutes
worked by an employee outside normal working hours;
paid industrial holidays are all holidays declared as such in terms of the Public
Holidays and Prohibition of Business Act (Chapter 292);
ordinary time means overtime payment at the same hourly rate as during normal
working hours;
time and a half means overtime payment at one and a half times the hourly rate
payable during normal working hours;
double time means overtime payment at twice the hourly rate payable during normal
working hours.

(2)

Staff entitled to Overtime


(a)

All district, Head Office Construction, Workshop, Test, Stores, Meter reading,
garage and power station staff up to and including foremen, but excluding
senior office staff, installation inspectors and Central Stores Storemen.

District Storemen, if called upon in an after hours emergency, to issue stores,


would qualify for the payment of overtime. Normal stores work including
stocktaking, ledger balancing and other routine storekeeping functions,
performed outside of the regulated working hours, would not qualify for
overtime.
(b)

All staff who undertake shift work on a regular 24 hour roster when required
to work outside the normal shift hours, except when required to work two
shifts in one day for the purpose of changing shifts.

(c)

Senior Technical Assistants, only when required to act for a person entitled to
overtime.

(d)

Technical staff up to and including Section Heads (i.e. up to Grade D2) for the
purpose of carrying out planned maintenance and repairs to plant and
equipment which can not be done during normal working hours due to system
limitation.

(e)

Technical staff up to and including Section Heads (i.e. up to Grade D2) when
called upon to attend to emergency breakdowns, faults and restoration of
supply to consumers.

(f)

Engineers on shift would qualify for overtime for hours worked in excess of
37 and half hours per week.

Administration Notes

Page 173

No. 36
Dated:01/01/99
(3)

(4)

(a)

Overtime by members of staff will be regularly monitored by the Departments


of Generation, Transmission, Technical Services, Consumer Services and
Corporate Services and the following stringent checks on overtime will be
applied:
(i)

Overtime, under normal circumstances, must not exceed 25% of ones


monthly salary or 50 hours a month.

(ii)

The Finance Director must notify the relevant Head of Department of


any unreasonable increase in salary attributed to overtime in order for
that Head of Department to investigate the matter.

(iii)

The overtime referred to in 2(d) and (e) above must be monitored,


controlled and approved by the relevant Area Manager or Chief
Engineer or Station Manager or the Superior in the case of Section
Heads who must also ensure that the facility is not abused and that,
under normal circumstances, such overtime does not exceed 25% of
ones basic salary or 50 hours a month.

(iv)

In cases where the 50 hours a month restriction has to be exceeded by


staff referred to in 2(d) and (e) above due to the circumstances and
nature of work, the relevant Area Manager or Station Manager or Chief
Engineer must make an individual case to justify the excess overtime
so worked by that employee and submit his report, together with the
monthly summarised overtime returns, to the Corporate Services
Director and Finance Director.

Paid Overtime Minimisation Policy for all staff


The following policy shall apply in respect of overtime by all staff:(a)

All supervisors and managers are required to define explicit performance


targets and quality standards for their staff.

(b)

No overtime shall be paid for meeting the agreed performance targets and
quality standards.

(c)

Any person requesting and/or authorising paid overtime shall not be a


beneficiary to such overtime payment.

(d)

Payment for overtime shall be either in cash or time-off in lieu of overtime


worked and not vacational leave.

(e)

Managers and Supervisors are required to report on paid overtime worked as a


percentage of normal working hours. The expected performance target is 0%
and performance variances will be measured against this target.

(f)

Any claim for paid overtime must be supported with evidence that the overtime
was for work performance in excess of the expected performance target and
quality standards. Re-work for substandard quality shall not qualify for paid
overtime unless performed by a person other than the one responsible for the
original work.

(g)

For an employee to be credited with the appropriate amount of leave


for extra hours worked in terms of (i) above, the relevant form must
be completed in triplicate, with the original being submitted to the
Corporate Services Director and a copy sent to the Finance Director.

Administration Notes

Page 174

No. 36
Dated: 01/01/99
The third copy must be retained by the Head of Department or the
Area /Power Station Manager as the case may be.
(h)

(5)

For the purpose of crediting leave for extra hours worked, senior staff
means employees in Grade B2 to D2 inclusive.

Application - Senior and Junior Staff, including casual labourers


Period
Hours
Applicable
(a) Staff other than
Shift Workers

Over time
Rate

Mondays to Fridays

Outside normal working hours


up to midnight

Time and
a half

Mondays to Fridays

After midnight and up to normal


starting time

Double
time

Saturdays and Sunday All hours

Double time

Paid Industrial Holidays

Normal working hours

Ordinary time

(When a Paid Industrial


Holiday falls on a Saturday,
overtime rates for a Saturday
will apply)

Outside normal w/hours

Double time

First 12 hours in any seven day


period

Time and
a half

(b) Shift Workers


Shift Period

Every additional hour thereafter

Double time

Normal Day Off

All hours

Double time

Day Off

All hours

Double time

Paid Industrial Holiday

All hours

Ordinary time

(If the Normal Day Off falls on a paid Industrial Holiday, the day following shall be
regarded as a paid industrial holiday).
(c) All Junior Staff only
Normal Day Off
Paid Industrial Holidays
Paid Industrial Holidays

Administration Notes

All hours
Normal W/hours
Outside normal w/hours

Double time
Time and a half
Double time

Page 175

No. 36
Dated : 01/01/99
2.

Standby - Senior and Junior Employees


(1)

(2)

(a)

Standby allowances will be payable at the rates detailed in the Annexure to


this Note.

(b)

Normally only one senior employee will be eligible for telephone standby at any
one time, but the numbers of senior and junior staff on call-out standby will be
determined by the Area or District Engineer/Superintendent concerned.

Persons entitled to Standby Allowances


(a)

Districts - Employees up to Senior Depot Foreman and Senior Technical


Assistants when required to act for a person entitled to a standby allowance.

(b)

Power Stations Artisans and Power Station Foremen when required to act for a
person entitled a standby allowance.

(c)

Control Staff - Only one employee at any Control Centre at any one time,
unless otherwise authorised by the Head of Department. Control
Superintendents are not entitled to standby allowances.
In addition hardware/software Engineers, though not operational shall be
entitled to a telephone standby allowance.

(d)

Hwange Nursing Staff -entitled to call-out standby allowance only.

(3)

At depots where only one employee is available for standby duties he shall be
paid at the rates prescribed in paragraph 5(a) below, even if he is absent for
short periods during any twenty-four hour period, provided such absence has
received the prior approval of the District Engineer/Superintendent.

(4)

Standby staff will be entitled to overtime if actually called out whilst on


standby duty, Payment in respect of overtime worked or standby duty
performed on a paid industrial holiday will be governed by the provision of
paragraph 3 of this Note. Time off in lieu of overtime worked will not be
permitted.

(5)

Standby staff should note that in the case of :


(a)

Telephone Standby : the employee must make himself available to answer all
calls that are routed to him on official Authority telephone, and this will
preclude him from moving from the place where the official telephone is
installed; and

(b)

Call-Out Standby : the employees movements are restricted to within a


reasonable distance of his Depot but he must advise the employee on
telephone standby precisely where he is proceeding to and how he may be
contacted, and he must make himself immediately available should his
services be required.

Administration Notes

Page 176

No. 36
Dated: 01/01/99
(6)

3.

Area Managers, District Superitendents, District Engineers and their Deputies,


Technical Assistants, Power Station Managers, Deputy Power Station Managers and
Control Superintendents and their Deputies and Transmission Engineers/Technicians
will be required to make suitable arrangements with their immediate superiors to cover
any emergency condition that may arise, before absenting themselves from their district
or station.

Paid Industrial Holidays


(1)

An employee who is on standby duty on a paid industrial holiday, irrespective of


whether or not he is required to work, shall be granted (a)
(b)

4.

Standby allowance; and


the option of a days credit leave or a days overtime at ordinary time rate.

(2)

An employee who is on standby and is required to work outside normal working hours
on a paid industrial holiday shall be paid at double time rates.

(3)

Credit leave earned shall be added to an employees accrued vacational leave, treated
thereafter as vacational leave, and may be commuted.

(4)

Credit leave earned should be claimed each time it is earned, regardless of whether it is
taken in the same month that it is earned.

(5)

Credit leave earned should be claimed on the Application For Leave Form S.2 and
submitted to the local Personnel Officer after approval by the local senior official. A
copy of the form S.2 must be sent to the Finance Director through the Corporate Services
Director.

Claims
(1)

Claims for overtime and standby must be submitted direct to the Finance Director at the
end of the month on Forms A.22 Time Sheets (Overtime) and A.52 Allowance Claim
Form, respectively, duly certified by the local senior official.

(1)

Precise hours worked must be stated on Form A.22 to ensure that the correct applicable
rate of overtime is used in calculating payments.

Administration Notes

Page 177

No. 36
Dated: 01/01/99
ANNEXURE TO ADMINISTRATION NOTE NO. 36
STANDBY ALLOWANCES
1.

2.

Standby Staff
(a)

All standby (including telephone call-out standby) a standby allowance of one days pay
for a week including Saturday, Sunday and paid industrial holidays) on standby. If the
employee does not complete the one whole week on standby, his remuneration will be
calculated on a pro rata basis i.e. number of days spent on standby multiplied by daily
pay divided by 7 rounded off to the nearest cent.

(b)

An employee on call-out standby, if actually called out, will be paid overtime at the
rates stipulated in paragraph 1 (4) of this Note only for the actual hours worked.

Junior Staff
(a)

Standby at Home
A standby allowance of one days pay for the week (including Saturday, Sunday and
paid industrial holidays) on standby. If the employee does not complete the one whole
week on standby, his remuneration will be calculated on a pro rata basis i.e. number of
days spent on standby multiplied by daily pay divided by 7 rounded off to the nearest
cent.

(b)

Standby at the Depot


Sunday to Saturday and all paid industrial holidays (not applicable where home is at
Depot) - a standby allowance of one days pay for one week on standby plus 50% of
the camping allowance per day on standby (see administration note No.12). If the
employee does not complete the one whole week on standby, his remuneration will be
calculated on a pro rata basis i.e. number of days spent on standby multiplied by daily
pay divided by 7 rounded off to the nearest cent.

(c)

An employee on standby , if actually called out, will be paid overtime at the rates
stipulated in paragraph 1 (4) of this Note only for the actual hours worked.

Administration Notes

Page 178

No.37
Dated: 01/01/99
ADMINISTRATION NOTE NO. 37
Transport allowance

2.

1.

With effect from 1st July 1996, a fixed transport allowance of $187,50 per month will be
paid to all non-managerial staff in Grades A1 to C1 of the Authority on the following
conditions:-

(a)

The transport allowance referred to in paragraph 1 shall not be paid to employees


provided with transport from home to work or to employees not needing transport from
home to work due to the distance between the Authority provided accommodation and
the place of work of such employees.

(b)

Local Senior Officials should ensure that when a new employee who is eligible for the
transport allowance joins the Authority, the Finance Director is advised by the inclusion
of that allowance on the relevant completed appointment forms.

EDUCATION ALLOWANCE

1.

Non-managerial staff in grades A1 to C1 each receive an educational allowance of


$100.00 per month up to December 1998 and $200 per month per each employee from
January 1999.

2.

The Authority shall not make payment for any fees direct to the Ministry of Education or
the school in question as fees must be paid by the parent concerned.
Therefore, when the account is received by the parent, the parent must pay the fees in
full.

3.

3.

There is no question of the Authority providing any relief to staff in regard to tuition
fees.

4.

Other staff classified as Managerial Employees do not receive the education allowance
as this has been incorporated into the 11% of basic salary non-pensionable allowance
which covers all allowances, except electricity and housing allowance and medical aid.

HOUSING ALLOWANCE
1.

All permanent senior (Grade B2 and above) and junior employees of the Authority not
provided with accommodation by the Authority or not occupying Authority housing
under a lease will be paid a housing allowance subject to the following conditions:-

(a)

As the housing allowances are linked to the salary Grades of employees, an


employee entitled to the allowance will be paid the housing allowance applicable to
his grade. The housing allowance is a taxable benefit.

(b)

As the purpose of the housing allowance includes the necessity to attract and retain
permanent Zimbabwean staff within the Authority, trainees and apprentices, whilst
they are still classified as trainees, and temporary staff of all descriptions will not
be eligible for the housing allowance. Neither expatriate staff nor contract
employees are eligible for the housing allowance as their conditions of service are
governed by their contracts.

Administration Notes

Page 179

No. 37
Dated: 01/01/99

(c)

Any member of staff who becomes eligible for the housing allowance before
completing one calendar months service with the Authority will be paid a pro-rata
amount of his housing allowance for that month at the next convenient pay day.

(d)

In cases where both husband and wife are employees of the Authority and are both
entitled to ZESA accommodation, only one of them would be allocated such
accommodation with the one not allocated specifically in his or her name deemed to be
allocated by virtue of the fact that they live together in Authority accommodation and
both are thus not entitled to further allocation or housing allowance. The spouse in
whose name the accommodation was allocated will pay the nominal rentals fixed by the
Authority as stipulated in Annexure 1 to Administration Note No. 46.

(e)

In cases where both husband and wife are employees of the Authority and occupy
private accommodation, both shall, subject to Paragraph 1(d) above, be entitled to
the housing allowance allowance as individual employees not in occupation of
Authority accommodation.

3.

The housing allowance is payable during absence on vacational or sick leave. No housing
allowance will be paid to an employee to whom the Authority has provided accommodation.

4.

It should be noted that the Authoritys policy is to provide accommodation to operational staff,
and therefore, priority and preference in the allocation of Authority housing should be given to
operational staff and junior staff on the housing establishment as defined in Administration Note
No. 47. Members of the public may lease vacant Authority accommodation at commercial rates.

5.

Any operational member of staff occupying Authority accommodation who wishes to occupy his
own house will be paid the housing allowance with effect from the date of occupation of such
private accommodation on the following conditions:-

5.

(a)

The employee must, in the first instance, advise his local senior official in writing of his
intention to occupy private accommodation and the local senior official will then inform
the Area/Power Station Manager accordingly. If the private accommodation to be
occupied is the subject of the subsidised Housing Loan Guarantee Scheme, the employee
forfeits his entitlement to the Housing Allowance.

(b)

If it is considered necessary, the employee must give an assurance that a telephone is, or
will be, installed in the house concerned.

(c)

If the employee subsequently sells his house, no guarantee will be given that ZESA
owned or leased house will be made available to the employee.

(d)

Occupation of the self-owned house does not prejudice the right of the Authority to
transfer the employee concerned should the exigencies of the service warrant such action.

(e)

The Authority will not supply a cooker or refrigerator for use by any employee, but the
electricity allowance, referred to in Administration Note No. 35 will be payable.

Area/Power Station Managers will be required to submit, at the end of each month, returns to the
Finance Director with copies to their head of department and the Corporate Services Director
giving details of new appointments, terminations and movement of staff into or out of ZESA
or private accommodation. The monthly return should only reflect the changes and movements
that have taken place during the month to which it refers. It is essential that these monthly returns
be submitted to Head Office before closing date for salary inputs. A sample of the return is
attached hereto as Annexure 1 to Administration Note No. 37.

Administration Notes

Page 180

No. 37
Dated: 01/01/99
6.

Lease Agreements must be submitted to the Corporate Services Director in respect of each employee
who is provided with accommodation by the Authority as soon as that employee occupies the
premises.

7.

The schedule giving details of housing allowances payable to staff should be treated as confidential
and should therefore not be circulated to members of staff whose duties do not involve the processing
of salaries or the making of offers of employment. However, individual members of staff may be
advised of the housing allowance applicable to their respective grades.

Administration Notes

Page 181

No. 37
Dated 01/01/99
ANNEXURE 1 TO ADMINISTRATION NOTE NO. 37
MONTHLY HOUSING ALLOWANCE RETURN
AREA/POWER STATION/DEPARTMENT .......................................................... STATION ............................................. MONTH ....................19.............
SIGNATURE ........................................................................... DESIGNATION .............................................................................
NAME

EMPLOYEE NO.
(where applicable)

Administration Notes

GRADE

DESIGNATION

DATES OF
ENGAGEMENT/TERMINATION OF
SERVICE

ACCOMODATION DETAILS

ENGAGEMENT

ZESA

TERMINATIO
N

DATES OF
ACCOMMODATION

Page 182

OWN

ZESA ACCOMMODATION

TYPE

ZESA
HOUSE/FLAT
NO.

ADDRESS

No. 38
Date: 01/01/99
ADMINISTRATION NOTE NO. 38
Allowances for lecturers and part-time lecturers
1.

Zesa Employees
1.

With effect from 1st February 1990, employees of the Authority who are not
employed as lecturers at the Authoritys Training Centre and who conduct
special lectures at the Authoritys Training Centres will be recompensed for
preparation time on an hour for hour basis as preparation of such lecturers is
undertaken outside working hours.

2.

Preparation time will be calculated on the basis of 1 hour preparation time for
a lesson of 1 hour and the following hourly rate, which is taxable, will be paid;
(a)
$50.00 for graduate level courses
(b)
$40.00 for technician level courses
(c)
$30.00 for artisan level courses.
The employees referred to in paragraph 1 of Section 1 of this Note will not be paid for
conducting lecturers during normal working hours, but will be paid travelling and
subsistence allowances in accordance with Administration Note No. 11 provided such
staff have to travel away from their normal place of residence. However, where any
meals are provided by the Training Centre they will not be claimable.

3.

2.

2.

The training allowance referred to in paragraph 1(b)(1) above shall not be


deemed to be in lieu of any such critical or scarcity allowance that may be paid
or become payable to any managerial, professional or technical staff who are
the incumbents of posts in critical areas.

Non-ZESA employees
1.

With effect from 1st of June 1990, part-time lecturers at the Authoritys
Training Centres who are not employees of the Authority will be paid at the
following rate per hour of teaching or lecturing.
(a)
$50.00 for graduate level courses
(b)
$40.00 for technician level courses
(c)
$30.00 for artisan level courses.

2.

The services of non-Zesa employees referred to in paragraph 1 of Section 2 of


this Note must only be utilised when it is absolutely necessary to do so.

Administration Notes

Page 183

NO. 39
Dated : 01/01/99

ADMINISTRATION NOTE NO.39


Tools for journey persons, artisans, apprentices and semi-skilled trainees

The Authority will assist journeymen, artisans, apprentices and semi-skilled trainees financially to
purchase tools up to a maximum value of $2 000,00. The procedure is to issue the journeymen, artisans,
apprentices and semi-skilled trainees with an approved local purchase order for the supply of tools to the
value not exceeding $2 000,00.
The local purchase order must be clearly endorsed with the journeymans or artisans or apprentices or
semi-skilled trainees name and employee number and allocated to staff Debtors Ledger at each Area or
Power Station. The value of the tools purchased will be recovered by way of deductions from the salary of
the individual concerned within a period of 12 months.
Annexure 1 sets out the recommended tools for both electrical and mechanical apprentices. The lists are
basic requirements and should be supplemented after the initial payments have been completed.
The above scheme is to be confined to journeymen, artisans, apprentices and semi-skilled trainees only.
Other employees are to make their own arrangements for the purchase of their tool kits.

Administration Notes

Page 184

No. 39
Dated : 01/01/99

ANNEXURE 1 TO ADMINISTRATION NOTE NO. 39

SCHEDULE OF BASIC TOOLS RECOMMENDED


ELECTRICAL APPRENTICES

MECHANICAL APPRENTICES

1 - 6 Tray Tool Box

1 - 6 Tray Tool Box

1 - 300mm Hacksaw Frame

1 - 300mm Hacksaw Frame

1 - 750gm Ball Pein Hammer

1 - 750gm Ball Pein Hammer

1 - 200mm Side Cutters

1 - 200mm Side Cutters

1 - 200mm Pliers

1 - 200mm Pliers

1 - 200mm Longe-nose Pliers

1 - 200mm Vice Grips

1 - 200mm Stripping Pliers

1 - set Metric Allen Keys

1 - 200mm Shifting Spanner

1 - 200mm Shifting Spanner

1 - set Metric Allen Keys

1 - 300mm Shifting Spanner

1 - set 6mm - 22mm Combination Spanner

1 - set 6mm - 22mm

1 - 5 x 150 Quick wedge Screwdriver

Combination Spanner

1 - 5 x 150 Screwdriver

1 - 5m Steel Tape

1 - No.1 Phillips Screwdriver

1 - 300mm Steel Rule

1 - 3m Steel Tape

1 - 150mm Steel Rule

1 - 300 Steel Rule

1 - set Metric Thread Guages


1 - set Whit. Thread Guages
1 - set Thread Angle Guages

Administration Notes

Page 185

No. 40
Dated:01/01/99
ADMINISTRATION NOTE NO. 40
Annual bonus
All employees, other than those employed in a temporary capacity or as casual labourers, are eligible for
the Authoritys non-contributory Annual Bonus Scheme, the rules of which are as follows :a)

The Annual Bonus is based on 10% of the employees annual basic salary as at 1st November.

b)

Where a husband and wife are permanent employees of the Authority, both shall be eligible for
the Annual Bonus.

c)

There is no differential between single, married or divorced employees.

d)

The annual bonus is non-accumulative and is payable at the end of November in each year to all
employees in the service of the Authority on 30th November including employees whose last
working day is 30th November.

e)

Employees are not compelled to take leave in order to qualify for the Annual bonus.

f)

If a member of staff retires at any time during the twelve months ending 30th November, he shall
be entitled to payment on a pro rata basis for the completed months of unbroken service during
that period up to the date of his retirement.

g)

On death, an employees estate will benefit from a pro rata amount of that employees full annual
bonus.

h)

P.A.Y.E. tax, if applicable, shall be deducted at the appropriate rate in full at the time the annual
bonus is paid.

i)

The annual bonus is based on the number of months of service up to and including the month of
November. Members of staff with less than twelve months service on 30th November shall be
entitled to payment on a pro rata basis for the completed months of unbroken service during the
twelve months. Broken periods of a month shall be disregarded, ie. If a member of staff joins the
service during the course of a month, on a date other than the 1st of that month, the period for
Annual Bonus calculation purposes, commences from the first of the following month.

j)

If a member of staff resigns at any time during the twelve months ending 30th November, he shall
be entitled to payment on a pro rata basis for the completed months of unbroken service during
that period up to the date of his resignation, provided such resignation from the service of the
Authority is not prompted by the desire or intention of the employee to avoid disciplinary action,
discharge or a pending case of fraud.

Administration Notes

Page 186

No. 41
Dated: 01/01/99

ADMINISTRATION NOTE NO. 41


Incentive scheme

1.

The Authority will welcome any suggestions, outside the scope of their normal duties, from
individual members of staff which are designed to further the interests of the Authority.

2.

Where suggestions are found to be practicable and their adoption will effect economies or
improvements, the Authority, at its discretion, may award an incentive bonus to the employee
concerned.

3.

Any suggestions which staff may wish to bring to the notice of the Authority to this end are to be
submitted direct to the Head of Department concerned, for automatic transmission to the
Executive Management Committee. The name of any individual submitting suggestions will be
treated in the strictest confidence.

Administration Notes

Page 187

No. 42
Dated:01/01/99
ADMINISTRATION NOTE NO. 42
Authority policy on engagement of employees as consultants and Directors of companies and
appointments of staff to board of other organisations
1.

The Authoritys policy on engagement of employees of the Authority as Consultants and


Directors of Companies is as follows:
a)

that the undertaking by an employee, of consultancy work or directorship of a company


shall not be approved if it will conflict or is likely to conflict with the duties of such
employee, and

b)

that no employee shall accept or take up any assignment or responsibility during working
hours, outside the scope of his normal duties, including Board assignments, without the
prior written approval of the Chief Executive; and

c)

that, subject to the exigencies of duty, an employee may be granted annual leave for the
purposes of doing consultancy work or providing consultancy services at his own
expense, in which case he shall be entitled to retain all fees payable to him for his
services; and

d)

that if the consultancy work or directorship entails periodic travel within or outside
Zimbabwe an employee shall take leave therefor and attend thereto, at his own expense,
in which event he shall be entitled to retain all fees payable to him for his services; and

e)

that if an employee is appointed by or on behalf of ZESA to do consultancy work or


provide consultancy services, he shall take leave therefor and attend to such work, at no
expense to ZESA, in which event he shall be entitled to retain all fees payable to him for
his services; and

f)

that if an employee, other than an employee referred to in paragraph (e), uses ZESA time
and facilities on his consultancy work, he shall be required to share part of the fees
payable to him for his services with ZESA. The proportions in which the employees
fees will be shared shall be determined by the Chief Executive prior to the employee
doing the consultancy work and shall be based on the ZESA time spent by the employee
on such work and any other logistical support provided by ZESA in respect of such
work; and

g)

that no employee shall be appointed or accept appointment to a companys board of


directors without the prior written approval of the Chief Executive and the following
policy shall govern the payment of fees for such Board membership

No. 42
Administration Notes

Page 188

No. 42
Dated: 01/01/99

h)

(1)

where an Authority employee attends to the business of any other Board during
normal working hours of the Authority and the Authoritys resources are used
for such purposes, the fees applicable for such service should be paid directly to
the Authority but any allowances for accommodation, meals and incidentals in
respect of meetings out of town should be paid to the employee concerned as
should mileage if a personal and private vehicle is used by him or her for such
attendance.

(2)

where the service is rendered outside working hours, such as for example, in a
case where meetings are always held at weekends or at night, the applicable fees
and expenses should be paid to the employee;

(3)

where the employee partially uses his or her private time and resources on the
one hand and partly uses the Authoritys time and resources on the other, the
split of the applicable fees should be determined on a case by case basis by the
Board in the case of the Chief Executive and by the Chief Executive in the case
of other employees; and

that no employee shall be appointed to the Board of a Parastatal without the approval of
the President of Zimbabwe.

PARAMETERS ACCORDING TO WHICH CONSENT IS GIVEN TO STAFF


TO BECOME DIRECTORS OF COMPANIES OR ENGAGE IN THE MANAGEMENT
OF ANY FIRM, PARTNERSHIP OR COMPANY OR TO CARRYING ON ANY BUSINESS
1.

The aim and objective of relevant section of the Authoritys Employment Regulations regarding
this subject is to safeguard Authority vis--vis those of its employees who are or may wish to be
directors of companies or engage in the management of any firm, partnership or company or carry
on any business. The spirit behind this provision is to ensure that the activities of all employees of
the Authority are checked to guarantee maximum devotion of time and energy to business of the
Authority. For an employee of the Authority to engage in directorship of a company, the
management of any firm, partnership or company or any business, that employee must first seek
and obtain the consent of the Chief Executive. Failure to do so is misconduct.

2.

In exercising his discretion on whether to grant an employee consent, the Chief Executive shall
take the factors itemised hereunder amongst others into account;1)

The Nature of the Business of the Company, Firm, Partnership or the Business itself
The employee who will be seeking the Chief Executives permission must furnish the
Chief Executive with all facts pertaining to the nature of the business transactions the
company, partnership, firm or business is involved in or/and shall be involved in. In the
case of a company, the memorandum of association should be made available to the
Chief Executive and if a partnership, the partnership agreement itself or certified extract
therefrom.

Administration Notes

Page 189

No. 42
Dated: 01/01/99
2)

The Duties of the Employee concerned with the Authority His/Her Job
Description and Duties with Company, Partnership, Firm or any other business if
permission is granted by the Chief Executive

3)

This information must be made available to the Chief Executive to enable him to
determine the extent of the employee concerneds involvement in the company,
partnership, firm or any other business. In the case of directorship, the nature must be
disclosed (ie) whether managing director, executive director or merely a sleeping
director. In any other case, capacity in which the employee concerned shall be involved
must be disclosed (ie) whether managerial, proprietary or both, whether
consultative/advisory or employee.

4)

The location of the Business offices or premises of the Company or Partnership or


Firm or that other Any Business Vis--vis where the employee concerned is
stationed.
Once the aforementioned facts have been placed before the Chief Executive then the
following questions amongst others must be addressed :
i)

Taking into account the functions and business operations of the Authority
particularly business transactions of any nature she or he is involved in currently
and in future, whether there is a reasonable possibility that the company or
partnership or firm or any other business that the employee concerned is seeking
permission to be involved in, is or shall be involved in any business transactions
with the Authority whether directly or indirectly.

ii)

Whether the participation of the employee concerned in the company or


partnership or firm or that any other business is such that it would be
unreasonable to reasonably expect him/her to participate without :

iii)

Administration Notes

a)

utilising the Authoritys property and staff (ie) motor vehicle,


telephone, messengers etc.

b)

doing the work of that other business during his/her normal working
hours.

c)

Influencing sections within the Authority (eg) purchasing to transact


with that other business

Whether having the employee concerned participating in that other business


does not bring the Authority into disrepute in the eyes of the general public.

Page 190

No. 42
Dated: 01/01/99
iv)

Generally whether this other business the employee wishes to participate in is legal.

If the answer to any of these questions is in the affirmative, then in exercising his discretion, the
Chief Executive must refuse to grant the employee concerned the requisite permission.
There are employees of the Authority who are or may become directors of companies and others
who are engaged or may be engaged in the management of firms, partnership or companies or
other businesses.
All such employees must, before they engage in such activities, complete the form attached hereto
and submit it to the Chief Executive for consideration.

Administration Notes

Page 191

ANNEXURE TO ADMINISTRATION NOTE NO. 42


APPLICATION TO THE CHIEF EXECUTIVE FOR CONSENT TO BECOME DIRECTOR OF
COMPANIES OR ENGAGE IN THE MANAGEMENT OF ANY FIRM, PARTNERSHIP OR
COMPANY OR TO CARRY ON ANY BUSINESS
FULL NAME
1.

DEPARTMENT AND STATION

2.

DESIGNATION

3.

BRIEF JOB DESCRITION.

4.

NAME OF COMPANY, FIRM PARTNERSHIP OR BUSINESS


.

5.

LOCATION AND ADDRESS


.

6.

NATURE OF BUSINESS (Also to produce memorandum and articles of association or


Constitution or agreement and latest books of accounts)
..

7.

EMPLOYEES EXISTING OR PROPOSED ROLE IN COMPANY OR FIRM OR


PARTNERSHIP OR
BUSINESS..

8.

DETAILS OF EXPECTED REMUNERATION FROM COMPANY OR FIRM OR BUSINESS


(Regardless whether salary or fees or profits)
.

EMPLOYEES SIGNATURE:.. DATE.


RECOMMENDATION OF SENIOR LOCAL OFFICIAL.
SIGNATURE:

DATE..

RECOMMENDATION OF HEAD OF DEPARTMENT..

SIGNATURE:

DATE.

APPROVED/NOT APPROVED
CHIEF EXECUTIVE

DATE
No. 43

Administration Notes

Page 192

No. 42
Dated ; 01/01/99

ADMINISTRATION NOTE NO. 43


Policy on private jobs

(1)

Garage employees are not permitted to work in Authority Garages on their own private or other
private vehicles.

(2)

Central and District workshop staff are permitted to undertake small jobs for themselves or for
other staff provided no Authority property or materials are used.

In the case of Central Workshops control of such work shall be maintained through the Workshops
Manager, and the Area Manager in the case of Depots.

Administration Notes

Page 193

No.44
Dated : 01/01/99
ADMINISTRATION NOTE NO. 44
Sporting and social amenities
1.

With effect from 1st December 1989, the Authority will sponsor only 8 Football teams made up as
follows :v)
vi)

2.
3.

4.

One football team for each of the 5 ZESA Areas.


Hwange Power Station, Kariba Power Station and Munyati Power
Station will each have one football team.
Each of the 8 ZESA football teams will be composed of only ZESA permanent employees.
Any members of staff who wish to form a football team other than the 8 official teams, in order to
provide themselves with entertainment, may do so on the strict understanding that such football
team will be solely for recreational purposes and not sponsored by ZESA in any way. Members
of staff forming their own team outside the guidelines set herein for recreational purposes may not
use the name ZESA for such a team. Only 8 officially established football teams may use the
name ZESA.
Each of the 8 official football teams should have a Chairman, Treasurer and Secretary and should
keep proper records showing details of the teams income and expenditure.

5.

In the event of any ZESA football team indulging in indiscipline, ZESA sponsorship to such team
will be promptly terminated.

6.

In respect of the 8 properly constituted and affiliated Authority football teams the following grants
in aid will be made :

7.

i)
ii)

payment of the full affiliation fee.


a) $16 000 per annum per team for teams in the Second Division and above
c) $8 000 per annum per team for teams in the Third Division and below.

1.

This grant is to be spent on the following:b)


c)
d)
e)
f)

g)
h)
i)
3.

Players registration fees


Referees and Linesmens fees
Fee for soccer pitch
Transport
Team kit comprising :- 1 set of shirts, 1 set of shorts
1 set stockings, 1 goal keeper jersey
1 track suit for coach (if appointed)
Soccer balls
Repairs to team kit
Laundry expenses (if applicable)

The grant shall not be used for any of the following items:
a)
Soccer boots,
b)
Players track suites
c)
Before, during and after match refreshments

Administration Notes

Page 194

No. 44
Dated:01/01/99
Purchases of football kit should be channelled through the Supplies and Stores Manager to ensure
that the lowest prices are obtained. Minor expenditure may be paid for out of Petty Cash and in
all instances expenditure is to be allocated to Sundry Persons 38000/8825/0000 ZESA Football
Club to facilitate strict control.
8.

Transport
Management considers that an undesirable image could be created if operational Authority
vehicles were seen to be being used for sporting purposes and a further reason for them not being
so used is the current shortage of vehicles for operational duties. In the case of Hwange, Kariba
and Munyati Power Stations the available passenger motor coaches may be used by football teams
provided the transport of shift workers is not prejudiced, and such is on a fuel used recoverable
basis. Payment will be made by the teams from their annual grant, as will the cost of hiring
private transport by Areas or by Districts. The travelling and subsistence allowance for the driver
of any ZESA vehicle used must also be recovered from the grant-in-aid.

9.

9.

Club Membership Fees


1.

Professional and technical staff in Grades C4 and above stationed in areas where the
Authority does not have its own Social Club shall, with effect from 1st July 1995, be
reimbursed only the annual subscription fees up to a maximum amount of $300 per year
per employee.

2.

Such reimbursement will be limited to only one club in respect of each eligible employee
and will also be a taxable benefit.

3.

Claims for reimbursement must be made to Head Office on Form A.27 accompanied by
receipts showing proof of payment.

Participation in Sport at National Level


If an employee of the Authority is selected to represent Zimbabwe in any youth, sport or
recreational event, the employee concerned must utilise the leave standing to his/her credit, for
that purpose and in cases where the employee has no leave standing to his/her credit, unpaid leave
will be granted for the purpose.

Administration Notes

Page 195

No. 45
Dated 01/01/99
ADMINISTRATION NOTE NO. 45
Holiday houses
(1)

The relevant charge which for the time being is $20.00 per night of occupation of a holiday house
will be deducted from the salary of the person making the booking after the date or dates on which
the person should have occupied that holiday house. If the person does not cancel the booking
before the date on which he wishes to occupy it, no refunds will be made.

(2)

Nyanga Holiday Houses


(a)

(b)

Senior Staff Holiday House


(i)

This house is available to permanent senior staff throughout the year. Bookings
may be made six months in advance.

(ii)

Pensioners and contract senior staff may only utilise this house from Mondays
to Fridays and no bookings will be made for such people on public holidays,
school holidays and weekends. Bookings are restricted to not more that 60 days
in advance.

Executive Holiday House


This is available initially to Board Members, former Board Members, Members of the
Executive Management Committee, retired members of the Executive Management
Committee, staff in Grades D5, D4 and D3 and Special V.I.P guests selected by the
Chairman, the Deputy Chairman or the Chief Executive. Availability is on the basis of
a prior booking made through the Secretary to the Consumer Services Director.

3.

Victoria Falls Holiday House


The house is open to applications from all senior staff, Contract staff, Board Members and
Pensioners.

4.

ZRA Holiday House


(i)

This house is available to all members of staff of the Authority. All bookings must be
made one month in advance through the Corporate Services Director who will in turn
ascertain availability through the Private Secretary to the ZRA Chief Executive, Lusaka
or the ZRA Administrative Officer. Bookings shall be on a first come first served bases.

(ii)

The charge for use is US$25.00 per night or Zimbabwean Dollar


equivalent for up
to 6 persons at a time. Payment should be made within 7 days of acceptance of booking
through the Corporate Services Director to ZRA offices in Harare or Kariba (P.B. 2001)
and the receipt should be produced on arrival.

(iii)

A charge of 50% of the total amount payable is levied for not showing up or for
cancellations made within seven days of the arrival date.

Administration Notes

Page 196

No. 45
Dated:01/01/99
(iv)

The employee will be required to sign an inventory of the contents of the house on
arrival and departure. The employee will be responsible for replacement or repair costs
in respect of missing or damaged items.

(v)

The employee will be responsible for leaving the house and gardens clean and tidy on
departure and in particular for the cutlery, stove and bathroom.

(vi)

No unruly behaviour is tolerated whilst using the facility.

Administration Notes

Page 197

No. 46
Dated: 01/01/99

ADMINISTRATION NOTE NO. 46


Authority housing
1.

HOUSING ESTABLISHMENT
(1)

Senior Staff
(a)

All operational staff, as defined in Administration Note No. 47, shall be


members of the housing establishment, together with non-operational staff at
Munyati Power Station.

(b)

At Hwange Power Station Operational staff, as defined in Administration Note


No. 47, shall be provided accommodation at a nominal rental as determined by
the Authority from time to time, together with (i)

Non-operational staff who occupied rent free accommodation on the


1st of April 1984.

(ii)

Non-operational staff transferred from Munyati Power Station.

(iii)

Non-operational staff whose offers of employment include the


provision of accommodation at nominal rental.
N.B.

(c)

Administration Notes

(i), (ii) and (iii) will cease to apply when the post falls vacant

In Harare the following non-operational staff shall be members of the housing


establishment (i)

Members of the Executive Management Committee in accordance with


their individual contracts of employment.

(ii)

Training and Development Manager, Heads of Sections, Lecturers and


Warden at the National Training Centre.

(iii)

Any other members of staff whose contracts of employment include a


provision of accommodation at nominal rental.

(iv)

Members of staff transferred to fill strategic posts within Head Office,


Harare Area Office and Harare Power Station and have been
occupying Authority accommodation at a nominal rental in an outside
Area or Power Station. However, their membership shall be for a
period of one year after which it shall be subject to review by the
Executive Management Committee.
Page 198

No. 46
Dated:01/01/99

(2)

Junior Staff
All staff with the designations listed in the first column of Annexure 2 of this Note shall
be members of the housing establishment.

(3)

N.B.

See further explanatory notes in Paragraph 8.

(b)

All other staff, if not provided with accommodation at the nominal rental fixed
by the Authority shall be paid an allowance in lieu as per Administration Note
No. 37.

All other staff not on the housing establishment may be provided with accommodation
but at the discretion of the local senior official on temporary basis and on the basis of
paying commercial rent. However, they shall be entitled to a housing allowance as per
Administration Note No. 37.
Temporary occupation shall mean an initial period of three months and thereafter on a
month to month basis.

2.

GUIDELINE ON THE ALLOCATION OF THE DIFFERENT TYPES OF HOUSES FOR


DIFFERENT LEVELS OF EMPLOYEES
(i)

The allocation of houses shall be done on the basis of seniority and availability at the
discretion of the local senior official in line with Administration Note No. 46.

(ii)

Only legally married trainee engineers will be allocated individual houses but this
decision may be reviewed in exceptional circumstances.

(iii)

All recommendations for the allocation of Head Office controlled houses and flats in
Harare shall be submitted through the Corporate Services Director for approval by the
Executive Management Committee.

(iv)

The following guidelines for the allocation of Authority houses and flats to staff,
subject to the availability of appropriate accommodation, shall be adopted. -

Type

Head Office/
Training Centre Staff

Executive

Members of the Executive


Management Committee
D3 Managers and

Administration Notes

Area/NCC Staff

Power Station
Substation Staff

Area Managers

Power Station Managers


Page 199

above
Chief Engineers

Chief Engineers
District Managers
No. 46
Dated 01/01/99

Type

Head Office
Training Centre Staff

Area/NCC
Staff

Power Station
Substation Staff

Training and Development


Manager, Section Engineers

Engineers
Chief System
Controller

Protection Engineers
Maintenance Engineers
Production Engineers
Power Station Admin.
Officers
Regional Transmission
Engineers
Chief Chemist

Principal Systems
Controller
C & DWE

Senior Training Officers


Engineers
NTC Training Officers
NTC Warden

Snr Customer Services


Officer

District Acountants
Customer Services
Officer
Electricians
National Grid
Controller
Dispatch Controller
Senior Technicians in
charge of shift
Technicians in charge
of shift

D & DW

Chemists
Snr Technical Training
Officers
Shift Charge Engineers
Senior Forepersons
Foreman mechanics
Foreman Fitters
Loss Control Officers
Assist Trans Engineers
Engineers
Liveline Foreperson
Senior Sisters
Accountants
Laboratory Technicians
Technicians
Canteen Supervisors

Liveline Linesperson
Trainee Engineers
Clinic Sisters
Motor Mechanics
Artisans
Line Foreperson
Unit Operator

Q,Q,P,N - To be allocated to all Junior employees on the basis of seniority and availability.
3.

RENTALS

Administration Notes

Page 200

No. 46
Dated: 01/01/99
(1)

Employees on the housing establishment and who are occupying Authority housing
whether owned or leased are charged nominal rentals fixed by the Authority from time
to time. The amount is reflected as a pay roll deduction. However, such employees
shall not be paid a housing allowance.

(2)

Operational staff in all areas will pay nominal rental fixed by the Authority for the class
of house concerned, as detailed in Annexure No. 1 to this Note.

(3)

Staff who are not on the housing establishment but are occupying Authority
accommodation as well as members of the public shall be charged open market rentals
as determined from time to time.

(4)

Extraneous Charges : Senior Staff


All extraneous charges including charges for refuse removal and water, and electricity
charges in excess of the staff electricity allowance, but excluding owners rates and
sewarage charges are for the account of the occupant and, where accounts for these
services are rendered to the Authority, the amount will be recovered from the tenants
salary.

(5)

Telephones in ZESA Houses Occupied by ZESA Staff


i)

(6)

Any existing telephone in a ZESA house must continue as a ZESA line but the
account should be in the name of the employee occupying the house.
Water Charges : ZESA Flats

With effect from 1st December 1995, all tenants of ZESA flats will be required to pay
for their own water charges. In the case where the tenants do not have individual
water meters, the water bill will be settled by the Authority and thereafter the total
charges shall be shared equally among the tenants and recovered from the tenants
salaries.
(a)

Maintenance of Swimming Pools


Certain Authority owned houses occupied by staff have swimming pools in the grounds.
The costs which arise in connection with swimming pools will be met as follows:(1)
Major filter plant maintenance shall be for the Authoritys account.
(2)
Normal maintenance, the purchase of all forms of chemicals, and periodic
painting shall be the occupiers responsibility.

4.

TENANCY AGREEMENT : SENIOR STAFF


(1)
Immediately an employee occupies Authority quarters, three copies of the
Tenancy Agreement on Form S.1 must be prepared. The original copy must be
forwarded to Head Office, one copy retained by the local office and the third copy
handed to the tenant.
(2)

The list of appliances and furniture, where applicable, supplied to the tenant and details
thereof (e.g. serial number), must be recorded in the appropriate space provided on the
Tenancy Agreement.

Administration Notes

Page 201

No. 46
Dated 01/01/99
If this space is insufficient for the purpose of listing the furniture supplied, a separate
schedule listing this furniture must be prepared and attached to the respective Tenancy
Agreements.

5.

(3)

It must be noted that operational staff engaged on or after 30th April 1997 are not
entitled to and must not be provided with Authority stoves and refrigerators except in the
case of staff whose individual contracts of employment specifically provide for the issue
of these items. Staff currently issued with stoves and refrigerators have the first option to
purchase these items on conditions specified by the Authority. Staff who do not opt to
purchase these items will be given the three months notice by the local senior official of
withdrawal of the equipment and thereafter the equipment will be withdrawn and
auctioned to other employees at the particular station in accordance with conditions
issued by Head Office governing such auction.
Any equipment not purchased by
Authority employees will thereafter be sold by public auction.

(4)

In the case of a contract employee the Tenancy Agreement should specify, in addition
to the designation of the employee, the organisation to which the contract employee in
question is affiliated.

(5)

The furniture supplied to a contract employee or member of staff must be checked


immediately prior to his vacation to ensure that any missing furniture is accounted for
and that furniture is left in a reasonable condition. (For furniture rental charges see
Annexure 1A).

(6)

The local Senior Official shall supply to the Corporate Services Director details of any
missing furniture and details of the steps taken to recover the cost of replacement.

(7)

Form S76 must be submitted to the Corporate Services Director when a house is
vacated.

OCCUPANCY AGREEMENTS : JUNIOR STAFF


(1)

Immediately a junior member of staff occupies Authority accommodation three copies


of appropriate Occupancy Agreement must be prepared. The original copy must be
forwarded to Head Office one copy retained by the local office and the third copy handed
to the tenant.

(2)

Staff are not normally supplied with furniture. However, in exceptional circumstances, a
list of any furniture supplied to the tenant and details thereof must be recorded in the
appropriate space provided on the Occupancy Agreement.

Administration Notes

Page 202

No. 46
Dated: 01/01/99
6.

7.

LEASING OF AUTHORITY HOUSES TO STAFF NOT ON HOUSING ESTABLISHMENT


AND TO PRIVATE INDIVIDUALS
(1)

When an Authority house is leased to staff not on the housing establishment or to a


private individual, three copies of the Authoritys standard Memorandum of Agreement
of Lease will prepared at Head Office for signature by the Lessee. On completion
thereof one copy will be forwarded to the tenant, one to the local office and the original
retained at Head Office.

(2)

Before such a tenant occupies any Authority house, and immediatelt prior to his vacating
the property the procedure laid down in Administration No. 48, must be followed
regarding inspection of the property and a record of the inspection made out on the
Building Inspection Report Form

3)

Particular attention must be paid to the condition of house accessories, ie. Cooker and
before and after occupation, if these appliances are placed at the disposal of the tenant.
In this connection, it should be noted that the standard agreement of lease contains a
schedule giving details of hose accessories (which remain the property of the Authority),
making it clear that the responsibility for maintenance of such equipment lies with the
lessee and that they must be returned to the Authority on the termination of the lease, in
the same good order and condition as when taking over.

(4)

It must be noted that it is not normal Authority policy to leave a cooker and refrigerator
in a house leased to private individual, unless a special prior arrangement has been made
with the Administration Manager or Corporate Services Director.

UNAUTHORISED SUBLETTING AUTHORITY ACCOMMODATION


Any member of staff found sub-letting Authority accommodation without the written consent of
the Authority shall, with effect from the date this is discovered, pay the open market rental
applicable for a period of twelve (12) months.

8.

HOUSING FOR NON-OPERATIONAL STAFF


(1)

In the smaller centres where housing is not available at suitable rentals for nonoperational senior staff, the Authority may rent, purchase or build suitable
accommodation for leasing to such staff required to work at these centres. The
maximum rent payable is laid down by the Executive Management Committee from time
to time.

(2)

When an Authority house whether situated in high density suburb or a low density
suburb, is occupied by a non-operational member of staff, the Corporate Services
Director at Head Office must be provided with details such as name and address of
occupant, ZESA house number, stand number, date of occupation/and the suggested

Administration Notes

Page 203

No. 46
Dated:01/01/99

commercial rental. A standard Lease Agreement will then be processed as in paragraph


6 above.
9.

JUNIOR STAFF : HOUSING POLICY


Government housing policy is now directed towards home ownership for residents of local
authority high density areas. Tied housing is being permitted by way of exception applicable to
essential service employees in respect of staff actually and personally involved in maintaining
essential services.
Authority policy is, therefore, to make junior staff housing which it owns or leases
available at nominal rental in the first instance and, as a priority, to staff who assist
with operational duties, as listed in Column 1 of Annexure 3. Where Authority owned
or leased housing is available for staff designated in Column 2 they will be
accommodated at nominal rental, and where it is not available, they will be paid an
allowance in lieu, as per Administration Note No. 37.
No employee who is not on the junior staff housing establishment shall be
accommodated in Authority owned or leased housing to the exclusion of an employee
who is on the housing establishment. Before any new accommodation is leased or built
for additional employees on the housing establishment, consideration must be given to
housing them in Authority owned or leased accommodation presently occupied by
employees who are not on the housing establishment.
Junior staff who transfer to senior staff conditions may be accommodated in senior
staff housing if they qualify in terms of paragraph 1 (1) of this Administration Note and
subject to availability. If they do not quality for senior staff housing they may be
permitted to remain, if they wish, in junior staff housing whilst paying nominal rental unless the
house is required for occupation by an employee who is on the housing establishment.

10.

HOUSING FOR APPRENTICES IN DISTRICTS


(1)

Apprentices posted to districts should pay a refundable maintenance deposit of $50,00


upon occupation of an Authority house or flat. If damage exceeds $50,00 the balance
shall be recovered by salary deduction.

(2)

(a)

It is not Authority policy to build houses for apprentices but, however, the
Authority does require apprentices to be trained in the districts.

(b)

Where Authority houses are available, and not required by permanent


operational staff, they may be allocated to apprentices.

(c)

Where no Authority owned houses are available, the Authority may lease
accommodation for apprentices.

Administration Notes

Page 204

No. 46
Dated: 01/01/99

11.

(d)

If a need arises to accommodate apprentices in a certain area, and the


Authority owned property is leased to a member of the public, such person
shall be given notice of termination of lease.

(e)

Apprentices shall not be charged rent for accommodation since they do not
receive a housing allowance. However, where food is provided, then the
relevant provision of Administration Note No. 31 will apply.

(3)

It is not policy to provide apprentices with basic furniture. If accommodation allocated


to apprentices has furniture that is not required for other purposes, no hire charges will
be levied.

(4)

Where houses are available in districts, they may be allocated to apprentices who are
legally married and have immediate family as dependants.

(5)

Refuse removal charges, water and electricity deposits, will be paid by the Authority this is logical because of administrative problems if the individuals were asked to pay.

HWANGE POWER STATION


(a)

As stated in paragraph 1(1)(b) Authority policy is to provide accommodation at nominal


rental to operational staff, and preference in the allocation of housing shall be given to
operational staff over non-operational staff.

(b)

Housing shall be provided for all permanent staff, be they operational or nonoperational, subject to the following:(i)

Where a husband and wife, or a parent and single minor child are both
employed by the Authority, the wife or minor child will not qualify for a
second house.

(ii)

Where a married woman employed by the Authority is the wife of a man who is
provided with married accommodation in Hwange as part of his conditions of
service with another employer, the wife shall not be entitled to an Authority
house.

(iii)

Trainee Engineers will share houses until completion of their two-year training
period.

(iv)

On appointment as assistant engineer, a house or flat will be allocated for


individual tenancy, provided the housing situation so permits.

(v)

Trainee operators on appointment as assistant operators, shall not be transferred


to low density houses or flats until surplus accommodation is available after
engineers have been individually housed.

Administration Notes

Page 205

No. 46
Dated:01/01/99
(c)

Moving from High Density to Low Density Accommodation


An employee who attains Grade B4 may move from high density to low density
accommodation, if he so wishes, provided low density accommodation is available.
N.B.

This entitlement also applies to District Operational staff and to staff at


Munyati Power Station but as it may not be possible to immediately allocate
low density accommodation, applications would be dealt with strictly in
rotation.

Should a non-operational member of staff elect to remain in high density


accommodation after qualifying for low density accommodation, rent will be charged.
(d)

12.

Where accommodation is shared by two or more members of staff, the rental shall be
dealt with on a pro-rata basis. Where a member of staff subject to a rental charge for
his accommodation shares with a member of staff charged nominal rental for the
accommodation, the former will be expected to pay a proportion of the market rental.

DURATION OF OCCUPATION OF A HOUSE BY IMMEDIATE FAMILY AFTER A


ZESA EMPLOYEE DIES
(a)

When an Authority employee in Authority accommodation, who is legally married, dies


leaving a spouse and children, such spouse and children shall be allowed to continue
occupying the accommodation for a maximum period of six months.
Where an Authority employee occupying Authority accommodation, who does not have
a spouse, dies leaving children such children shall be allowed to continue occupying the
accommodation for a maximum period of six months.
Where such employee dies leaving no immediate family such accommodation shall
immediately be repossessed by the local senior official pending allocation to another
employee.

(b)

The maximum period during which Authority accommodation can continue to be


occupied by a spouse and/or children of a deceased employee shall be calculated from
the first day of the month immediately following the date of death of the employee.

(c)

The spouse and/or children of the deceased employee shall be charged open market
rental for the duration of their stay in Authority accommodation after the death of the
employee. However, on humanitarian grounds, they will not be required to pay rent for
the one calendar month immediately following the date of death of the employee.

Administration Notes

Page 206

No. 46
Dated:01/01/99
ANNEXURE NO. 1 TO ADMINISTRATION NOTE NO. 46
1.

NOMINAL RENTALS
(a)

Rentals for all Areas except Harare


Type

Rental

A
B
C, DWE
D, DW
Q
P
O
N

$150,00
$125,00
$100,00
$80,00
$55,00
$45,00
$30,00
$10,00

FLATS
3 bedrooms
2 bedrooms
1 bedroom
(b)

$80,00
$75,00
$70,00

Rentals for Harare


CARLTON COURT
2 bedrooms
1 bedroom

$80,00
$70,00

MONTCALM
2 bedrooms
1 bedroom

$70,00
$60.00

HARARE HOUSES
HILLSIDE
3 bedrooms

$200,00

MABELREIGN
3 bedrooms

$200,00

TYNWALD
3 bedrooms

$250,00

Administration Notes

Page 207

ANNEXURE 1 TO ADMINISTRATION NOTE N0. 46 (CONT.)

GREENDALE
3 bedrooms
3 bedrooms and Guest Flat

$250,00
$300,00

HIGHLANDS
4 bedrooms

$300,00

MONAVALE
3 bedrooms

$250,00

BELVEDERE
2 bedrooms

$200,00

AVONDALE
2 bedrooms

$200,00

EASTLEA
3 bedrooms

$200,00

BREASIDE
3 bedrooms

$200,00

STRATHAVEN
3 bedrooms

$250,00

THE GRANGE
3 bedrooms

$200,00

STRATHAVEN FLATS
3 bedrooms

$200,00

Administration Notes

Page 208

No. 46
Dated: 01/01/99

ANNEXURE NO. 2 TO ADMINISTRATION NO. 46


RENT PAYABLE FOR FURNITURE SUPPLIED TO AUTHORITY STAFF AND TO STAFF ON
CONTRACT
In addition to housing, some members of staff and contract staff throughout the country are provided with
either basic furniture or a full household of furniture.
Basic furniture consists of all hard furniture, curtains, a refrigerator and a stove, but does no include
household linen or other soft furnishings. A fully furnished house would be equipped with basic furniture
plus linen, towels, kitchen utensils, rugs etc.
(a)

Contract Staff or locally recruited Contract Staff


These staff are supplied with furnished houses or with furnished flats where these are available
in terms of their contracts. Where the house or flat is occupied by a family, the rental for the
furniture is $50,00 per month. Where a single man occupies a house or flat on his own, a rental of
$30,00 per month is charged for furniture. Where two members of staff share a house or flat, the
furniture rental is $25,00 per month each or pro rata per month if three men share the
accommodation.

(b)

Trainee Engineers
Trainee Engineers, most of whom will be stationed at Hwange or Munyati, are not provided
with furniture if they are accompanied by their families. If they are required to share houses or
to occupy houses as single men until married accommodation becomes available, they will be
given basic furniture and the rent for this will be as laid down in paragraph (a) above.

Administration Notes

Page 209

No. 46
Dated: 01/01/99
ANNEXURE NO. 3 TO ADMINISTRATION NOTE NO. 46
COLUMN 1

COLUMN 2

JUNIOR STAFF ON
HOUSING ESTABLISHMENTS

JUNIOR STAFF NOT ON


HOUSING ESTABLISHMENTS

Artisan Assistants

Stores Assistants

Workers

Storekeepers

Line Assistant

Clerks

Charge Hand

Messengers/Cleaners

Line Worker

Meter Readers

Line Gang Drivers


Substation Assistants

Drivers (Garage)
Telephone Attendants
Test House Lab. Assistants
Trainee Meter Tester/Repairers
Painters
Painters Assistant

Administration Notes

Page 210

No. 47
Dated : 01/01/99
ADMINISTRATION NOTE NO. 47
Operational staff
The undermentioned members of staff of the senior staff are designated as operational staff:1.

District Staff
District Manager
Engineer/Senior Engineer

Note :

2.

Senior Customer Services Officer


Customer Services Officer
Senior Distribution Electrician
Distribution Electricians
Artisan Electricians
Linesman
Skilled Worker

(a)

District operational staff are required to be authorised for switching in terms


of Rule 2.4 of the Safety Rules for Operation and Maintenance, and to
undertake standby duties on a regular roster basis. They must also be in
possession of a valid driving licence.

(b)

Linesman : A Linesman will be appointed as follows:(i)

The Linesman will normally be a Foreman Linesman, but in the event


of a Foreman Linesman not being available, then an experienced senior
linesman may be appointed as linesman. As in the case of other
operational staff, a Linesman must be authorised for switching in
terms of Clause 2.4 of the Safety Rules for Operation and
Maintenance and must carry out standby duties on a regular roster
basis.

(ii)

A Linesman must also be capable of carrying out maintenance and


repairs in respect of most types of overhead lines within the district.
Districts must make application to the Chief Engineer for the
appointment for each Duty linesman.

(iii)

Other linesman will be required to provide their own accommodation


but if a surplus house for monthly paid staff is available, consideration
will be given to leasing such accommodation to them on a month-tomonth basis at the subeconomic rental of $50 per month.

Hwange Power Station

Power Station Staff (Old Thermals & Kariba)

Station Manager
Maintenance Manager
Production Engineer
Assistant Shift Charge
Senior Engineer/Engineer
Senior Foreperson
Charge Hand

Station Manager
Plant Service Manager
Operations Manager
Senior Engineer/Engineer
Shift Charge Engineer
Senior Foreperson
Charge Hand

Administration Notes

Page 211

No. 47
Dated: 01/01/99

Artisan
Technician
Unit Operator
Assistant Unit Operator
Skilled Worker
Laboratory Staff
Coal and Ash Supervisor

3.

Artisan
Technician
Control Room Operator
Boiler and Turbine Operator
Skilled Worker
Coal and Ash Supervisor
Laboratory Staff

Transmission
Regional Transmission Engineer
Protection Engineer
Telecommunications Engineer
Senior Engineer/Engineer
Technicians
(a)

Chief System Controller


Senior System Controller
Controllers

Maintenance operational staff are required to be senior authorised for all stations and to
undertake standby duties on a regular roster basis with other operational staff members.

Administration Notes

Page 212

No.48
Dated : 01/01/99
ADMINISTRATION NOTE NO. 48
Authority houses and offices - purchase and maintenance
1. A.

2.

Authority Residential Accommodation


Purchase of land and houses
1.

It is the responsibility of Area/Power Station Managers to establish the need to acquire


land for the purpose of constructing houses, depots and offices or the need to acquire
additional houses of staff in their Areas. The Estates Section at Head Office must be
informed of the accommodation requirements.

2.

Provision for the items referred to in paragraph 1 above as well as the repair and
maintenance of Authority buildings must be made in the annual budget of the Area/
Power Station.

3.

It is the responsibility of the Estates Section at Head Office to enter into lease
agreements with owners of land being purchased by the Authority for office or
residential purposes. Inspections of houses which the local senior official proposes to
purchase are carried out by the Estates Section.

Inspection of Staff Houses/quarters


1.

Inspection of Staff houses/quarters will be carried out by the local senior official at
regular intervals. In this respect, the local senior official must also ascertain whether
or not the employee is sub-letting the property.

2.

3.

Reports must be prepared by the local senior official and subsequently signed by the
tenant. The original copy of such reports must be forwarded to the Area/Power Station
Manager and one copy should be sent to the Estates Section at Head Office. The local
office is required to retain a copy for record purposes.
Changes of Tenancy
1.

Before a change of tenancy, an inspection of the property must be carried out by the
local senior official in order to establish the responsibility for any damage over and
above fair wear and tear. Any matters of contention arising out of this inspection must
be referred to the Area/Power Station Manager.

2.

Repairs for damage caused through fair wear and tear are carried out by the Authority
at its own expense. Any damage that may be attributed to wilful neglect on the part
of the occupants or their dependants will be repaired by the Authority and the tenant
will be held responsible and charged with the cost of repairs plus a 20% administration
fee.

Administration Notes

Page 213

No. 48
Dated: 01/01/99

4.

5.

Care of Staff Accommodation and Grounds


1.

The attention of the occupants of Authority houses must be periodically drawn to the
provisions of the Tenancy Agreement wherein they undertake to keep the
accommodation in the same good order and condition as they were when the premises
were handed to them.

2.

Grounds should also be kept and left in a reasonable condition by tenants.

3.

Where Zesa owned houses have swimming pools in the grounds, maintenance of these
shall be as follows:(a)

Major filter plant maintenance only shall be the Authoritys responsibility; and

(b)

Normal maintenance and periodical painting, subject to the Authoritys


satisfaction, shall be the tenants responsibility.

Colour Schemes
In order to avoid difficulties when changes of tenancy occur, only white may be used in the
decoration of staff houses.

6.

B.

Supervision and Maintenance


1.

Repairs of houses in low density areas may be done every five years and that for
houses in high density areas may be done every seven years. However, in both cases
the interval may be shorter than the stated number of years due to movement of staff
on transfer from station to station.

2.

The responsibility for supervision of staff houses, including frequent periodical


inspection of these houses, rests with the local officials of the Authority. Such
inspections should bring to light any damage of houses/flats.

3.

The responsibilities of the Estates Section at Head Office regarding high density staff
houses are mainly concerned with rectifying reported major defects and assessment of
major renovations when requested.

Repairs and Redecoration of offices and depots


1.

Repairs and redecoration of offices and depots are carried out by the Authority at its
own expense when the need arises.

2.

Although budgetary provisions for such repairs and maintenance are made by
Area/Power Stations, it is the responsibility of the Estates Section at Head Office to
appoint a contractor, supervise the contract and effect payment from funds available.

Administration Notes

Page 214

No. 48
Dated: 01/01/99

C.

Authority Houses - Swimming Pools


There is no objection to the occupier of an Authority house installing a swimming pool on the
property, provided that (a)

the consent of the Estates Section be first obtained;

(b)

any necessary planning consent be first obtained;

(c)

the Authority will not be responsible for maintaining the pool or any ancillary equipment
in any way whatsoever.

(d)

when the occupier vacates the premises, he leaves the pool, the pump and all ancillary
equipment in situ without seeking compensation therefor.

Administration Notes

Page 215

No. 49
Dated 01/01/99
ADMINISTRATION NOTE NO 49
Movement and purchase of Zesa office machines Equipment and furniture

1.

The Corporate Services Director maintains a Master Asset Register wherein details of all office
machines, equipment and furniture and movement thereof are recorded and updated.

2.

Whenever office machines, office equipment and furniture are purchased, the completed form
S.99 a copy of which is attached to this Note as Annexure 1 to Administration Note No. 49, must
be forwarded by the local senior official to the Corporate Services Director with a copy thereof
being sent to the Area/Power Station Manager. New purchases should each be allocated new
code numbers (i.e. Area/Power Station code/location code/Department code/item code/numerical
number with F. denoting furniture, M denoting machine and E. denoting equipment item codes).
For example, a desk in Karoi, Northern Area would have its code as ZESA
N K CN F 03.

3.

Whenever office machines, office equipment and furniture are moved, a copy of the completed
transfer note (form A.72) must be forwarded by the local senior official through the Area/Power
Station Manager to the Corporate Services Director.

4.

Each Area Office or Power Station office must maintain an Asset Register of all its office
machines, office equipment and furniture and such register must be continually updated.

5.

As repair/service contracts are centralised, local senior officials should submit to the Corporate
Services Director form S.131 whenever repairs/servicing is carried out.

Administration Notes

Page 216

No. 49
Form S.99
ANNEXURE 1 TO ADMINISTRATION NOTE NO. 49
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
FROM :
TO :
Corporate Services Director

AT:
AT: Head Office

OFFICE MACHINE/EQUIPMENT AND FURNITURE


Type and description of Machine, Equipment or Furniture..........................................
Serial Number(s) (if applicable) .....................................................ZESA Code number .............................
Supplier ..................................................................................Total Purchase Price.................................
Office number (physical location) .................................................. Street Address
Signature of local senior official

Date

Designation
=============================================================
Form S.131
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
REPAIR/SERVICING REPORT FORM
Department/Area/Power Station ............................................ Location ....................
Type of machine .....................................................................................................
Make ................................................................... Serial No
Date serviced/repaired ......................................... Date of previous service/repair.
Details of work done ..............................................................................................................................
Name of servicing company .................................................................................
Name and signature of service company representative .....................................

Date..

Name and Signature of user ............................................................................

Date

Signarure of local senior official .........................................................................

Date..

DESIGNATION
N.B. To be completed in triplicate whenever ZESA equipment including office machines is serviced.
Original is to be forwarded to Corporate Services Director.

Administration Notes

Page 217

No. 50
Dated: 01/01/99
ADMINISTRATION NOTE NO. 50
Housing loan guarantee scheme
INFORMATION AND CONDITIONS FOR PROSPECTIVE APPLICANTS FOR LOAN
GUARANTEES IN RESPECT OF DWELLING HOUSES AND THEIR IMPROVEMENTS
1.

Purpose of Loan Guarantee


The scheme is designed to enable employees of ZESA to either purchase an existing house, or
build a new house or improve an existing house owned by the staff member and his family or
purchase land for residential purposes.
The property must be situated within the area of jurisdiction of an urban local authority and be
connected to a reticulated water supply from an approved supplier.

2.

Finance
ZESA will guarantee 30% of the cost of property in respect of loans made available to its
employees by any Building Society or Bank in Zimbabwe.

3.

Security
A loan guarantee, which cannot be made on leasehold property, will be secured by a first joint or
second Mortgage Bond registered or any property of the borrower. Employees should note that
properties which have no title deeds do not qualify for guarantees.

4.

Refusal
The Executive Management Committee of ZESA reserves the right to refuse to grant a loan
guarantee without explanation. An employee may appeal to the Board on a point of principle.

5.

Eligibility
This facility is confined in its application to employees or their spouses only, and therefore
excludes other persons.
All ZESA permanent employees on the Fixed Establishment (Except expatriates and nonpermanent resident staff in Zimbabwe) are eligible subject to the following :(a)
(b)
(c)
(d)
(e)

they have not been declared insolvent in the previous four years;
they are not in Executive Management grades and have completed twelve months
uninterrupted service with ZESA.
new employees joining the Authority may transfer loan guarantees to the Authority at the
discretion of the Executive Management Committee of ZESA;
they give full details of their financial status including all existing borrowing and
repayment terms.
the principle of one family one loan guarantee will apply.

Administration Notes

Page 218

No. 50
Dated: 01/01/99
6.

Amount of Loan Guarantee


The maximum facility granted will depend on ones salary with consideration being given to
combined annual salaries of the spouses allowing for a computation of a loan guarantee on the
basis of three times the combined salaries. The Authority may only provide loan guarantees equal
to two and half times pensionable salary, provided loan repayments do not exceed 25% of the
employees salary or twenty-seven and half percent for combined salaries of the spouses.

7.

Valuation And Building Plans


If the applicant proposes to purchase an existing house, he/she should arrange at his/her expense,
for a valuation prepared by Chartered Surveyors and a copy must be submitted to ZESA. Where
the applicant wishes to build a house, the plans and full details required must be submitted for
examination by authorised and approved Chartered Surveyors in the location where construction
is to occur. A loan guarantee must NOT exceed 30% of the value placed on the house by
Chartered Surveyors or 30% of the estimated cost of construction. However an additional loan
guarantee may be granted where revised estimates of construction exceed originally submitted
cost.

8.

Building
The following conditions shall apply where the applicant wishes to build a house (a)
(b)

9.

the loan guarantee application may include the cost of the stand;
an experienced and professionally qualified builder should be appointed
with ZESAs approval;
(c)
an agreed timetable for completion of the main structure (including roofing) requires the
sanction of ZESA;
(d)
where the contract referred to in (c) above in not fulfilled by the builder, ZESA in
consultation with the lender and employee, may apply for the dismissal of the
builder/constractor.
Insurance
The employee is required to insure the property under a house owners Policy with the cost of
insurance being deducted from salary on monthly or annual basis. A mortgage protection
policy exists and further details are obtainable from the Corporate Services Director on request.

10.

Termination of loan guarantee


The applicant may only transfer the guarantee to a new employer after one year of operation.

11.

Termination of service
Employees leaving ZESAs service except through retirement on pension or ill health retirement
and had received loan guarantees, will be required to repay outstanding balances of the loan or
transfer the guarantee, failing which, the mortgage shall be foreclosed at the descretion of
ZESA.

Administration Notes

Page 219

No. 50
Dated: 01/01/99
12.

Loan Guarantee
Only in exceptional circumstances and at the discretion of ZESA will an applicant be granted a
loan guarantee whilst he/she has an existing guarantee. This applies irrespective of where the
Bond is lodged and only relates to the construction of a new house.

13.

Applications
Applications for a loan guarantee should be made in the first instance on an application form and
submitted to the Corporate Services Director, ZESA, P.O. Box 377, Harare.
A copy of the application form is attached as an annexure.
It is emphasised that an applicant should not commit himself/herself to the purchase of a property,
or enter into any contract to build, until he/she has obtained from the Corporate Services Director
a formal offer of a loan. The same applies for any valuation requirements.
The conditions laid out are general in nature and any prospective applicant may seek clarification
from the Corporate Services Director at ZESA Head Office. The principles set out herein may
only be altered with the approval of the Board of ZESA and the concurrence of the relevant
Ministries.

Administration Notes

Page 220

No. 50
Dated :01/01/99
FORM A220
ANNEXURE I TO ADMINISTRATION NOTE NO. 50
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
APPLICATION FOR HOUSING LOAN GUARANTEE
THIS FORM SHOULD BE COMPLETED IN BLOCK CAPITALS.
EMPLOYEE NO.. DEPT. CENTRE CODE.
SURNAME TITLE: MR/MRS/MISS
OTHER NAMES (IN FULL).
MARITAL STATUS.. NO. OF DEPENDANTS INCLUDING SPOUSE
DATE OF BIRTH..
RESIDENTIAL ADDRESS

POSTAL ADDRESS
SELF:
PRESENT POST
DATE OF APPOINTMENT.
PRESENT SALARY AND SALARY SCALE.
ANNUAL BONUS
ANY OTHER PERMANENT INCOME..
PRESENT PENSION CONTRIBUTIONS..
SPOUSE:
STATE SPOUSES NAMES IN FULL.
MAIDEN NAME
SPOUSES OCCUPATION
SPOUSES INCOME.
SPOUSES EMPLOYERS FULL NAME AND ADDRESS
.

Administration Notes

Page 221

2
FINANCIAL STATUS
EXISTING LOAN(S).
LOAN(S) REPAYMENT PER MONTH..
HAVE YOU OR YOUR SPOUSE BEEN DECLARED INSOLVENT OR ASSIGNED YOUR ESTATE?
YES/NO IF YES GIVE DETAILS
.
RESIDENTIAL PROPERTY INFORMATION (HOUSE/FLAT)
IF YOU OR YOUR SPOUSE OWN ANY OTHER RESIDENTIAL PROPERTY DECLARE
NAME:
STREET ADDRESS..
TOWN STAND NO
NOTE: NO GUARANTEE WILL BE ISSUED IF YOU ALREADY OWN A RESIDENTIAL
PROPERTY WHICH WAS ACQUIRED THROUGH A LOAN OR GUARANTEE ISSUED BY
ZESA/CAPCO/FORMER MUNICIPAL ELECTRICITY UNDERTAKING.
INDICATE WHETHER BUYING, OR BUILDING
PROPERTY..
WHERE DO YOU WISH TO BUY/BUILD A PROPERTY?
STATE IN WHOSE NAME THE PROPERTY IS TO BE REGISTERED YOUR NAME/YOUR
SPOUSES NAME/YOUR JOINT NAMES (TICK APPROPRIATE REQUIREMENTS)

IF YOU WISH TO BUY/BUILD A HOUSE ELSEWHERE THAN WHERE YOU ARE STATIONED:
STATE;
a)

WHO WILL OCCUPY THE HOUSE (INCLUDE RELATIONSHIP)

b)(i)
(ii)

WHAT ACCOMMODATION WILL YOU OCCUPY AT YOUR STATION?.


WHAT RENT DO YOU PAY FOR THIS ACCOMMODATION?

HAVE YOU APPLIED FOR A GUARANTEE BEFORE? YES/NO. IF YES GIVE DETAILS AND
STATE BUILDING SOCIETY

Administration Notes

Page 222

3
I CERTIFY THAT I WILL NOT ENTER INTO ANY NEGOTIATIONS BEFORE RECEIVING ZESA
GUARANTEE AND FURTHER UNDERSTAND THAT ZESA IS ONLY COMMITTED AFTER THE
GUARANTEE DOCUMENTS ARE SIGNED.
DATE.. SIGNATURE OF APPLICANT.
1.

WITNESS (NAME IN FULL).. GRADE.


SIGNATURE

2.

WITNESS (NAME IN FULL). GRADE.


SIGNATURE.

N.B. ONLY GRADE C4 AND ABOVE SHOULD BE WITNESSES


FOR OFFICE USE:
APPROVED/NOT APPROVED.
FINANCE DIRECTOR
Please Note:
1.

To be eligible for a housing loan guarantee staff must have been in service for at least 12 months.

2.

Guarantee will not be released unless it has been in operation for at least six months.

3.

Priority will be given to those who are buying/building property for the first time and where the
property is their only residence.

4.

Two mortgages will not be permitted except in exceptional circumstances.

5.

The guarantee only covers the deposit up to 30% of the value of the property/building.

6.

Whilst the information given by the applicant is confidential, the information supplied will be
checked.

7.

The form should be submitted to the Corporate Services Director at ZESA Head Office, P O Box
377, Harare.

Administration Notes

Page 223

No. 51
Dated: 01/01/99
ADMINISTRATION NOTE NO. 51
PART A
Retirement of staff
1.

2.

Retirement Documentation
a)

The provisions of the Employment Regulations and the Code of Conduct cover
retirement and termination of service respectively.

b)

Notice of all retirements and terminations of service must be forwarded to Head Office in
writing, via the local senior official.

c)

When an employee in Band B4-D2 leaves the Authority a Clearance certificate in


triplicate on Form S.25 must be completed in every case, and it is essential that the
employees address on leaving the Authority is inserted therein. Form S.65 is also to be
completed in triplicate and is to fully detail the employees reason for resignation. For
those employees enrolled on the computer at the station, the Station Administrator or the
responsible local senior official must delete the employees user profile and record such
deletion as required on Form S.25 (as amended) attached as an annexure.

Retirement Functions
Liaison should be made with the Corporate Services Director in good time before the date of
retirement so that the necessary arrangements can be made with the Chief Executive or the local
senior official concerned.
1.

Senior District staff (Including Power Station Staff)


In the case of retirement at the age of 55 or more with over 20 years service, the
Authority will meet the reasonable costs of a sundowner party for the senior staff of the
Area or District concerned and their spouses. Where possible the chosen venue should
be a local sports club which provides an appropriate atmosphere and lower costs than an
established hotel.
The presentation will be made by the Chief Executive or appropriate Head of
Department.

2.

Senior Head Office Staff (including Central Workshops, Central Stores and Central
Garage Staff)
The Authority will meet the cost of sundowner party (including snacks) at Head office or
elsewhere
1)

Administration Notes

In the case of staff retiring at the age 55 or more after 20 30 years service :-

Page 224

No. 51
Dated:01/01/99

1)

a)

for the Chief Executive and other members of the Executive Management
Committee and their spouses;

b)

for the employees spouse and up to 30 guests nominated by the retirirng


employee from senior members of staff and their spouses.

In the case of staff retiring at the age of 55 or more after 30 years service or more :a)
b)

2)

for the Chief Executive and other members of the Executive Management
Committee and their spouses
for the employees spouse and up to 50 guests nominated by the retiring
employee from senior members of staff and their spouses.

In the case of members of the Executive Management Committee;


a)
b)

for the Chief Executive and other members of the Executive Management
Committee and their spouses;
for the employees spouse and up to 100 guests nominated by the retiring
member of the Executive and their spouses.

The presentation will be made by the Chief Executive or appropriate head of


Department.
3.

Junior Area/Power Station Staff and Head Office Staff


In the case of junior staff retirirng after 25 years service the Authority will meet the cost up to
$300.00 of a party for the employee concerned and his nominated colleagues.
The presentation will be made by the local senior official.

4.

General
1)

The aforegoing will not apply to staff resigning from the Authoritys service.

2)

In the case of retirement at the age of 55 or more with 15-20 years service the Head of
Department or Area Manager or Power Station Manager concerned is authorised to
provide a lunch at the expense of the Authority for the retiring employee and 3 to 4 of his
colleagues.

3)

The number of guests invited to parties for retiring Senior Area/Power Station Staff
should be limited to the same figures as those applicable to Head Office Staff, except that
spouses may be included in the totals.

4)

The bar should be open for a maximum period of 2 hours and because of the high cost,
imported Scotch Whisky should be excluded.

Administration Notes

Page 225

No. 51
Dated: 01/01/99
PART B
STAFF COLLECTIONS FOR PRESENTATIONS SENIOR
STAFF WHO HAVE RETIRED OR RESIGNED
1.

The following guide has been devised after consultations between Management and Staff
representatives -:
1)

2)

3)

Retirement and Resignation


a)

Less than 5 years service


No official collection

b)

Between 5 and 10 years service


A departmental or local collection would arranged.

Retirement Only
Over 10 years service
Upon retirement after 10 or more years service notification of the impending event would
be made by the Corporate Services Director to all Areas and all Departments at Head
Office.
Resignation Only
Between 10 and 20 years service
A departmental or local collection would be arranged.

Administration Notes

Page 226

No. 51
Dated: 01/01/99
Form S.25
ANNEXURE TO ADMINISTRATION NOTE NO. 51
NAME.. INITIALS DATE LEAVING SERVICE
(To be completed by District/PowerStation)
RECEIVED BY:
TOOLS AND EQUIPMENT
..
KEYS
..
CAMPING EQUIPMENT
..
SERVICE BY-LAWS (booklet attached)
..
REGULATIONS FOR GENERATING STATION
..
MAINTENANCE AND OPERATION (booklet attached)
..
REGULATIONS FOR MAINTENANCE AND SWITCHING
OPERATIONS (booklet attached)
...
ENGINEERING INSTRUCTIONS

SCHEDULE OF JOB NUMBERS

FOR COMPUTER USERS ONLY


USER PROFILE NAME
USER PROFILE DELETED FROM SYSTEM

DATE. SIGNATURE.
I acknowledge the deficiencies listed below and authorise the value to be recovered from monies due to
me. My address on leaving the Authority will be :

..
Signature of employee

..

Date.

ADDITIONAL EXPENSES INCURRED BY EMPLOYEE WHICH ARE TO BE DEDUCTED


Telephone account
Electricity and/or Water A/C (s)
Travelling & Subsistence on joining
Other (to be specified)

$.
$
$
$

Signature of Local Senior Official

..

NB : Form to be completed in duplicate, and both copies to be forwarded to Head Office

ACCOUNTS DEPARTMENT ADVISED

Administration Notes

Page 227

No. 52
Dated 01/01/99
ADMINISTRATION NOTE NO. 52
Death levy scheme
SENIOR STAFF AND JUNIOR STAFF
CONSTITUTION

1.

Object
The object of the scheme is to provide a sum of money to be paid on the death of an employee to
enable every member of the scheme to ensure that his or her dependants will be free of immediate
financial anxiety.

2.

Definitions
Authority shall mean the Zimbabwe Electricity Supply Authority established under the
Electricity Act, 1985.
Employee means an employee of the Authority eligible for the membership under Clause 3 of
this Constitution.
Management Committee shall mean the Management Advisory Committee of the Zimbabwe
Electricity Supply Authority.
Fund shall mean the Fund created by the contributions received from the members of the
Scheme in terms of this constitution.

Senior Staff means an employee on Grade B2 salary level and above.


Junior Staff means an employee on Grade B1 salary level and below.
3.

Membership
1)

Membership of the scheme shall be compulsory for all permanent employees of the
Authority.

2)

Membership of the scheme by pensioners and temporary employees shall be optional,


which option, having been exercised, shall be irrevocable.

3)

Junior members of staff shall have the option of joining, on engagement, the senior staff
death levy scheme or, in the case of junior staff already in the employment of the
Authority, transferring to the senior staff death levy scheme and once this option has
been exercised, it shall be irrevocable.

Administration Notes

Page 228

No. 52
Dated:01/01//99
4.

Date of Membership

All employees who qualify for membership in terms of Clause 3 above and those who were
contributors to the scheme on 1 January 1981 shall be members from that date. Employees
joining after that date and who qualify for membership shall be members from the date of joining
the Authoritys service.
5.

Levies
All members shall have deducted monthly from their emoluments the amounts shown in
paragraph 1 of the Annexure to this Note, as may be amended by the Executive Management
Committee on the recommendation of the Management Committee from time to time. New
employees shall have the relevant amounts deducted from first salary or wage payment made.

6.

Benefits
I)
Upon the death of a member of the scheme, the relevant payments shown in paragraph 2
of the Annexure to this Note shall be paid immediately to the nominated beneficiary or in
the case of junior staff members who are members of the junior staff death levy scheme
his/her legal representative
1)

7.

In the event of there being no next of kin or nominated beneficiary, the local senior
official should seek advice and instructions from the Corporate services Director or
Employee Relations Manager regarding payment of the benefit.

Management
The management of the scheme shall be vested in the Management Advisory Committee of the
Zimbabwe Electricity Supply Authority.

8.

Finances
1)

The funds of the scheme shall be invested at satisfactory rates of interest at any financial
institution as determined by the Executive Management Committee on the
recommendation of the Management Advisory Committee from time to time, and the
interest thereon credited to the Funds.

2)

The financial year of the Funds shall be from 1 January to 31 December inclusive.

3)

Building Society Accounts shall be opened in the name of the Funds to which shall be
credited all monies received.

4)

All withdrawals from the Funds shall be signed by any two signatories as may be
appointed by the Executive Management Committee on the recommendation of the
Management Advisory Committee from time to time.

Administration Notes

Page 229

No.52
Dated 01/01/99
9.

10.

Proof of Death

1)

Satisfactory proof of death of a member must be furnished before any payment can be
made in terms of Clause 6.

2)

It will be the responsibility of the local senior official to give verbal notification with all
necessary details, to the Corporate Services Director immediately following the death of
a member of the senior staff death levy scheme. In the case of a junior member of staff
who is a member of the junior staff death levy scheme, Form S.66 is to be completed in
triplicate with the original being forwarded to the Corporate services Director and the
next copy to the Finance Director. The Form S.66 should indicate the amount paid from
the Imprest Account and which legal representative will be dealing with the estate should
any monies be due to the deceased.

Nominees
All members of the scheme shall notify the Authority in writing of their next of kin or nominee
for the payment of the benefit under Clause 6, and any alteration thereto from time to time.

11.

Audit
The affairs of the scheme shall be audited by the Authoritys Internal Auditors.

12.

Indemnity
Members of the Management Advisory Committee, Executive Management Committee and the
Corporate Services Director shall be indemnified by members of the scheme against all losses or
expenses incurred by them in the discharge of their duties, unless such losses or expenses are
incurred by their own wilful default.

13.

Cession of Benefits
No benefits under this constitution shall be capable of being assigned, transferred or otherwise
ceded or of being pledged or hypothecated.

Administration Notes

Page 230

No. 52
Dated : 01/01/99

ANNEXURE TO ADMINISTRATION NOTE NO. 52

1.

Members Contributions
1)
2)

2.

Senior Staff Scheme


Junior Staff Scheme

$20.00 per month


$ 5.00 per month

Benefits (with effect from 1 September 1996)


1.

Senior Staff Scheme

$7 500 to the next of kin nominated by the deceased

2.

Junior Staff Scheme

$1 250 to the Authoritys Senior Official of the


Depot or District or Station where the death
occurred for onward transmission to the next of kin.

Administration Notes

Page 231

No. 53
Dated:01/01/99

ADMINISTRATION NOTE NO. 53


Funeral transport

1.

With effect from 1st March 1990, the Authority will provide a vehicle to transport the body of any
permanent employee, who dies whilst in the employment of the Authority, to the place of burial.

2.

The Authority shall not provide a coffin unless the employee concerned died on duty as a result
of an accident (see Note 4 for details relating to death on duty as a result of an accident).

3.

The local senior official or the Head of Department in the case of Head Office shall allocate a
driver and one vehicle of a reasonable size to transport both the body of the deceased employee to
the place of burial and up to 4 close relatives of the deceased employee who may want to
accompany the body.

4.

The costs incurred in terms of paragraph 3 must be allocated to the Expense Code Number 3341.

5.

The Corporate Services Director must be informed by telephone and subsequently in writing of
the transport arrangements made in order for him to inform the Authoritys insurers.

Administration Notes

Page 232

No. 54
Dated: 01/01/99
ADMINISTRATION NOTE NO. 54
Zimbabwe electricity supply authority benefit fund

1)

On the 1st October 1980, a permanent self-administered Benefit Fund was established by the
former Electricity Supply Commission to replace a former group life insurance scheme and this
scheme was also adopted by the Authority. This is a non-contributory fund and the entire costs
are borne by the Authority.

2)

The object of the fund is to provide benefits for the dependants of its members if death should
occur from natural or accidental cause whilst in the service of the Authority.

3)

All employees of the Authority on the Grade B2 salary level and above are automatically enrolled
as members, provided the employment is not of a casual or temporary nature and they have not
attained the age of 65 years.

4)

For employees who became members of the former scheme prior to 1st July 1976 and are on the
Grade B2 salary level and above, the benefit is a lump sum payment equivalent to three times
basic annual earnings.
For employees who are on the Grade B2 salary and above who joined the Authority, on or after 1st
July 1976 including staff transferred to the Authority from ESC, CAPCO and a local authority, the
benefit is a lump sum payment equivalent to twice basic annual earnings and a sum equivalent to
one year s earnings is used to purchase an annuity.
For employees who are on the Grade B2 salary level and above, other than Executive Grade staff
who joined the Authority on or after 1st July 1992, the benefit is a lump sum payment equivalent
to twice basic annual earnings.

5)

With effect from 1st march 1989, all employees of the Authority on the Grade B1 salary level and
below will automatically be enrolled as members, provided the employment is not of a casual or
temporary nature and they have not attained the age of 65 years.
For employees who are on the Grade B1 salary level and below, the benefit is a lump sum
equivalent to twice basic annual earnings.

6)

No benefit is payable in respect of the death of any member who is still on probation with the
Authority at the time of his/her death or who became a member on or after 1st July1992 and has
been a member for less than five years, or who became a member on 1st July 1998 and has been a
member for less than 10 years or who commits suicide or dies through an accident for which
cover is provided under the Group Personal Accident Policy of the Authority.

7)

Membership of the fund automatically ceases when the employee leaves the service of the
Authority or retires before the normal retirement date or reaches the age of 65 years.

Administration Notes

Page 233

No.54
Dated:01/01/99

Local senior officials should ensure that all employees under their jurisdiction complete the
Appointment of Beneficiary form, a copy of which is attached to this Note as Annexure 2 to
Administration Note No. 7 and that it is submitted to the Corporate Services Director.
8.

When an employee in Bands A to C3 dies, the local senior official must submit to the Corporate
Services Director, for the attention of the Human Resources Manager, the completed Benefit Fund
claim form, copy of which is attached to this Note as Annexure 1 to Administration Note No. 7
for consideration by the Trustees together with copies of the deceased employees Death
Certificate, Marriage Certificate/proof/affidavit and Birth Certificates of his/her children or
dependants under 18 years of age.

9.

The fund is administered, subject to the provisions of the Pension and Provident Fund Act 1976,
by three trustees. These are the Chief Executive, the Finance Director and the Corporate Services
Director, for the time being, of the Authority.

10.

A copy of the benefit fund rules shall be issued to every new member of staff and such staff are
required to hand back the copy on termination of service with the Authority.

Administration Notes

Page 234

No.54
Dated: 01/01/99
ANNEXURE 1 TO ADMINISTRATION NOTE NO. 54
ZIMBABWE ELECTRICITY SUPPLY AUTHORITY
BENEFIT FUND CLAIM FORM
PART 1 ADMINISTRATION DETAILS (TO BE COMPLETED IN DETAIL BY SENIOR LOCAL
OFFICIAL)
FULL NAMES OF DECEASED
EMPLOYEE.

EMPLOYEE CODE
(EC) NUMBER

COMMENCED DUTIES (DATE).


DATE OF BIRTH. DATE OF DEATH.. AGE.
CAUSE OF DEATH
...
MARITAL STATUS DESIGNATION.LOCATION
BASIC SALARY (AT DATE OF DEATH) $.. PER MONTH $ PER ANNUM
APPOINTED
BENEFICIARY
RELATIONSHIP TO DECEASED.
DATE OF APPOINTMENT OF BENEFICIARY
ADDRESS OF BENEFICIARY.

FULL NAME(S) OF SPOUSE(S) (DECEASEDS)..


DATE OF MARRIAGE.. (MARRIAGE CERTIFICATE/PROOF TO BE
ATTACHED)
POSTAL ADDRESS OF SPOUSE
..
DATE OF BIRTH OF SPOUSE. OCCUPATION.
INCOME . PER MONTH
CHILDREN
Administration Notes

Page 235

NAMES

DATE OF BIRTH
OCCUPATION/NAME OF SCHOOL & LEVEL
(LONG BIRTH
OF EDUCATION
CERTIFICATE TO
BE ATTACHED)
(ATTACHED) YES/NO

1..

..

2..

..

3..

..

4..

..

5..

...

6..

8..

9..

10.

Other Dependants

Date of Birth

Relationship

Occupation/name of school and level


Of Education

NAME (Individuals
(Birth Cert.
(To the
Receiving financial
to be submitted Deceased)
Support from deceased)
. . .
. .
. ..
NB: NATURE OF MONETARY SUPPORT GIVEN TO EACH DEPENDANT MUST BE STATED
FULL NAME OF PARENTS OF DECEASED
(FATHER).MOTHER.
ADDRESSEES OF PARENTS(FATHER).
(MOTHER)
OCCUPATIONS (FATHER) MOTHER.
SPOUSE (S) NEEDS..
Administration Notes

Page 236

..
DEBTS DUE FOR PAYMENT BY DECEASED
..
DETAILS OF ACCOMMODATION OCCUPIED BY DECEASEDS FAMILY..
(INCLUDE RENTS PAYABLE OR BALANCE OUTSTANDING ON LOAN REPAYMENT (IF
APPLICABLE)
..
OTHER INCOME DUE TO THE ESTATE
...

DETAILS OF ANY WILL..

FULL NAMES AND ADDRESS(ES) OF GUARDIAN(S)..

NAME AND ADDRESS OF EXECUTOR OF ESTATE.

ANY OTHER INFORMATION.

REMARKS/RECOMMENDATIONS

NAME OF ZESA LOCAL SENIOR OFFICIAL.


DESIGNATION

SIGNATURE OF ZESA LOCAL SENIOR OFFICIAL DATE..


ZESA BENEFIT CLAIM FORM
Part 2: (FOR USE BY PRINCIPAL OFFICER)
BENEFICIARY FORM CHECKED : YES/NO
SALARY VERIFIED
: YES/NO DETAILS CHECKED AGAINST
Administration Notes

Page 237

PERSONAL FILE YES/NO


BENEFITS PAYABLE

: RULE 10 (
)
Lump sum equal to twice earnings of member
(Deceased)
$ x 2 = $

.
.

$
TOTAL

TOTAL PENSION PAYABLE : $ per month NAME OF FUND


WIDOW AND CHILDRENS PENSION
RECOMMENDATIONS : IT IS RECOMMENDED THAT :
a)

b)

c)

d)

..
.
..

e)

...

FINANCE DEPARTMENT ADVISED: YES/NO

BUDGET PROVISION: YES/NO

PART 3: TRUSTEES DECISIONS AFTER MEETING (FOR PRINCIPAL OFFICER TO


COMPLETE)
a)

Administration Notes

Page 238

..
..
..
b)

..
..
..

c)

d)

e)

.
.
..
..

SIGNATURE OF CHAIRMAN OF THE TRUSTEES

.
DATE

ANNEXURE 2 TO ADMINISTRATION NOTE NO. 54


Administration Notes

Page 239

To :

Corporate Services Director

At:

Head Office

BENEFIT FUND
APPOINTMENT OF BENECIARY

Surname Employee No.


Forenames

Date of Joining ZESA/CAPCO/ESC/MUNICIPALITY .


Station..
Details of Beneficiary

Surname . Maiden Name ..


(if applicable)
Forenames
Relationship .
Business Address

Home Address

..

Telephone No

Telephone No.

Date ..

Signature

Administration Notes

Page 240

No. 55
Dated :01/01/99

ADMINISTRATION NOTE NO. 55


National social security authority (nssa) benefits
The Pension and Other Benefits Scheme

a)

The Pension and Other benefits scheme is a social insurance scheme which is designed to provide
financial relief to all insured workers dependants. Both employers and employees pay equal
contributions to the scheme each month at rate of 3% of the employees gross monthly insurable
earnings each up to a maximum of gross monthly insurable earnings of $4 000.00 per month.

b)
If an employee loses his/her job, contributions will be held in the fund while he/she looks for a
new job. On finding a new job, he/she shall continue to pay NSSA in the normal way. The benefits listed
below are payable under the Pension and Other Benefits Scheme:i)

Retirement Pension

A contributor who would have attained 60 years normal retirement of 65 years (for late retirement), has
retired permanently from work and has contributed for a period of 10 years and more including credits
shall be entitled to the retirement pension. The pension is paid to a contributor monthly until death.
NSSA requires that a retirement pension application be submitted within six months before the date of
retirement and not more than 12 months after date of retirement.
ii)

Retirement Grant

A retirement grant is a one off lump sum payment made to a qualifying contributor who has retired
permanently from work and has contributed for a period of 12 months or more but less than 10 years
including credits.
To claim, a retirement grant application should be submitted within six months before date of retirement
and not more than 12 months after date of retirement.

iii)

Invalidity Grant

An invalidity grant is a lump sum payment made to a person who is permanently incapable of work
because of illness or injury that is not work related.

No. 55
Dated:01/01/99
Administration Notes

Page 241

To qualify, a person should be below 60 years of age; be medically certified to be permanently incapable of
work as a result of continuous ill-health (physical or mental) not arising from work, have contributed for at
least six months but less than twelve months.
An invalidity grant application must be submitted within twelve months of invalidity.

iv)

Survivors Pension

Survivors pension is a monthly payment to surviving dependants of a deceased contributor to the scheme.
A surviving dependant who, at the time of death of a contributor, was in receipt or would have qualified for
an invalidity or retirement pension is entitled to the pension. In order for NSSA to process the claim one
must apply within 12 months of death of a contributor.
v)

Funeral Grant

A funeral grant is a lump sum payment made after the death of the contributor. However, if the death was
caused by an accident at work, a funeral grant under the Accident Prevention and Workers Compensation
Scheme will be payable instead.
To qualify for the funeral grant the deceased contributor must have contributed for at least 12 months and
does not qualify for a funeral grant in terms of the Accident Prevention and Workers Compensation
Scheme or who, at the time of his/her death, must have been in receipt of an invalidity/retirement pension
or had received the retirement grant.
The funeral grant is payable to the spouse of a contributor or where there is no spouse, any person
who will have incurred costs of the funeral.

Administration Notes

Page 242

No. 56
Dated: 01/01/99

ADMINISTRATION NOTE NO. 56

Authority mission values and ethics Mission

We are committed to the total electrification of Zimbabwe at


World Class Standards and Competitive Prices

VALUES

In our commitment to achieve total electrification of Zimbabwe at


competitive prices, we will consistently work as a team, ensuring
transparency, fairness and efficiency and fulfilling the Authoritys
responsibility to all its staff, customers and shareholders alike.

ETHICS

In everything we do we will always be trustworthy and neither corrupt nor


negligent.

Administration Notes

Page 243

No. 57
Dated : 01/01/99
ADMINISTRATION NOTE NO.57
Press and public statements

The Authority is a statutory body established in terms of the Electricity Act 1985 and the Minister of
Energy and Water Resources and Development administers that Act. Consequently, all issues of policy
including informing the Cabinet, Parliament, the Press and the Public are the express responsibility of the
Minister. In view of this, staff should not, under any circumstances, make Public Statements on any
matter whatsoever other than explaining operational faults to customers and warning them of pending
outages wherever they may be. In particular, Government policy and programmes on tariffs, regional cooperation, major new construction projects of power stations and transmission lines, and rural
electrification are not subjects on which any member of staff can make public statements, press statements
or statements to any foreign or local agencies and organisations.
The following is the Authoritys policy on press statements;(a)

The Chief Executive is authorised to issue informative press releases on a regular basis on
relevant issues and on items raised by the press and other media from time to time.

(b)

Area Managers are authorised to release public statements on power interruptions and faults and
to clarify operational problems.

(c)

All other public statements and press interviews should be made or given by the Chairman or the
Chief Executive.

Administration Notes

Page 244

No. 58
Dated 01/01/99
ADMINISTRATION NOTE NO. 58
Donations to charitable organisations

1.

2.

The Authority does not make any donations in cash or kind to charitable organisations. However,
the Authority is prepared to consider sponsoring the following:(a)

youth activities related to the furtherance of science and technology;

(b)

education;

(c)

activities related to the Electricity/Energy Industry. In this respect, any requests for
sponsorship falling within (a), (b) and (c) above should be submitted to the Management
Advisory Committee, through the Corporate Services Director, for consideration.

Any directive given to the Authority to make donations in cash or kind to any organisation or
individual(s) shall not be implemented by the Authority in the absence of a written directive from
the official(s) issuing such a directive.

Administration Notes

Page 245

No. 59
Dated: 01/01/99
ADMINISTRATION NOTE NO. 59
Protocol procedures
1.

Official Functions
1)

2)

Invitations and Official Speeches


a)

Guest lists of government/public officials and embassies but excluding ZESA


staff and customers shall be approved by the Ministry of Transport and Energy.

b)

Invitations to guests on the approved list shall be made by ZESA except for
Ministers and Deputy Ministers who shall be invited by the Ministry of
Transport and Energy.

c)

Guest lists for all Official Functions should be approved a month before the
function is held and all invitations should be sent out three weeks before the
date of the function.

d)

Speeches should be drafted, approved and sent out three weeks before any
official function.

Security Clearance
Security clearance is the responsibility of the Ministry of Transport and Energy.

3)

Committee Work
A small working committee should be set up for each major official function and should
also have full representation of the Ministry of Transport and Energy in order to create
better co-operation and communication between the Ministry and ZESA.

4)

Changes to Dates/Times
Once the Official Date and Time have been agreed to, they should be adhered to.

2.

Correspondence with Ministry


1)

All correspondence from the Chief Executive should be addressed to the Secretary for
Transport and Energy.

2)

The Chairman of the Board may write letters direct to the Minister of Transport and
Energy on new policy directives. However, clarification of any existing policies should
be sought from the Secretary for Transport and Energy.

Administration Notes

Page 246

No. 60
Dated: 01/01/99
ADMINISTRATION NOTE NO. 60
Issue of business/hotel credit cards
The issue of Business/Hotel Credit Cards is limited to members of the Executive only. Staff in Grades D4
to F will be permitted to use Business cards purely on the merit of each case. Other members of staff are to
make their own arrangements on a personal basis and not with the Authority.

Administration Notes

Page 247

No. 61
Dated 01/01/99
ADMINISTRATION NOTE NO. 61
Financial and procurement authority limits
The following shall constitute the financial and procurement authority limits to be adhered to by all staff of
the Authority.

1.

Financial Authority Limits


These limits relate to the authority to commit the organisation to the stated estimated expenditure
levels per expenditure item or per project consistent with approved budgets.
Exceeding these limits is a serious act of misconduct which can only be condoned provided there
is justification that the final estimated expenditure level could not at the relevant point in time
have reasonably been anticipated to be above the authority limit of the approving official.
1.1.

1.2.

Financial Authority Capital Expenditure


Position

Limit Z$

* Chief Executive
Director
Band E Manager
Band D Upper Manager
Band D Lower Manager

above 10 000 000


up to 10 000 000
up to 5 000 000
up to 3 000 000
up to 2 500 000

Financial Authority Revenue Expenditure


* Chief Executive
Director
Band E Manager
Band D Upper Manager
Band D Lower Manager

*NOTE :

2.

above 10 000 000


up to 10 000 000
up to 10 000 000
up to 3 000 000
up to 2 500 000

For projects where procurement authority will require Board approval, the Chief
Executives project approval is subject to the final approval of the Finance and
Procurement Committee of the Board and/or of the Board before finalising any
contractual arrangements with suppliers of goods and services.

Procurement Authority Limits


2.1.

Government Tender Board Limits


According to the Treasury Circular No. 16 of 1998, the value limits of various classes of
tenders for Parastatals which shall, with equal force and as read with Section 2.2 below,
apply to this Authority are as follows:

Administration Notes

Page 248

No. 61
Dated: 01/01/99
2.1.1

Seek competitive quotations for expenditure below Z$350 000.

2.1.2.

Adopt Informal Tendering for expenditure between Z$350 000 and Z$800 000.

2.1.3.

Adopt Formal Tendering for expenditure over Z$800 000.

2.2.

Internal Procurement Authority Limits


Internal procurement authority shall be as follows :

*2.2.1. Above $10m Finance and procurement Committee of the Board and/or the Board.
*2.2.2. Above $800 000 to $10m Executive Management Committee.
**2.2.3. Up to $800 000 The appropriate Departmental or Divisional Management Committee
eg. Area Management Executive Committee, Power Station Management Executive
Committee, Corporate Services Departmental Executive Committee, Finance
Departmental Executive Committee etc.
*NOTE (1)
These limits do not apply to purchases of electricity, coal and other fuels on approved budgets and
contracts where the officials with designated authority for purchasing these items are expected to
operate in accordance with operational and the relevant contractual requirements.
**NOTE (2)
In emergencies, when there are no debatable issues, the chairpersons of the above committees
have delegated authority to act for and on behalf of the Committee but are obliged to seek
ratification of the decision at the earliest opportunity that the committee can meet.
Where there are debatable issues to be resolved, an emergency meeting of the Committee must
be called.
**NOTE (3)
As a standard requirement, all evaluation reports to the Finance and procurement Committee of
the Board should include a management report highlighting the recommended tenderers name,
nationality, directorship of the company, ownership, goods and services being offered to ZESA
and the location of office or branches for after sales service.
2.2.

Authority Limits for the Signing of Official Buying Orders

Designation

Limit Z$

Supplies and Stores Manager/Projects Coordinator


Area Manager/Power Station Manager
Contracts Administrator/Procurement Administrator
Purchasing Officer/Procurement Officer

No limit
800 000
800 000
450 000

Administration Notes

Page 249

Buyer

Administration Notes

100 000

Page 250

No. 61
Dated:01/01/99
3.

QUOTATION OF TENDER PRICES FOR IMPORTED GOODS OR GOODS


WITH IMPORTED COMPONENTS/INPUTS
In accordance with Treasury Circular No. 1 of 99 the following rules apply :1.1.

Quotations by local agents for all imported finished products should be


denominated in foreign currency at the time of tendering. This should be
explicitly stated in the tender documents and should be explained to all
tenderers buying or collecting tender documents.

1.2.

Quotations by local agents for imported finished products to be supplied,


delivered , installed and or commissioned should have a breakdown of the costs
in both foreign currency and in local currency. This is intended to ensure that
claims for currency fluctuations are restricted to the foreign currency component
only or at least enable departments to objectively ascertain the cost implications
of the change.

1.3.

In the case of a local manufacturer importing all or part of raw materials for
local assembly or manufacture, the prices should be quoted in local currency
provided the manufacturer indicates the percentage of imported component on
the finished product as well as proof of importation at the time of tendering.
Manufacturers will be required to provide a full product cost breakdown/cost
structure which will be used in case there is a variation.

1.4.

For all foreign companies supplying, delivering, installing and or


commissioning goods and services, the foreign component shall be quoted in
foreign currency and the local component in local currency at the time of
tendering.

1.5.

In all cases where the quotation is in foreign currency, the exchange rate
prevailing should be clearly stated at the time of tendering. In the case of an
exchange rate fluctuation, the exchange rate prevailing at the date of payment
shall be used.

This entails that once the foreign currency is explicitly quoted at the time of tendering,
Parastatals should pay the equivalent local currency to match the foreign currency value
using the prevailing rate of exchange on the date of payment without approaching the
Tender Board for the requisite authority.

Administration Notes

Page 251

No. 61
Dated: 01/01/99
4.

ZESAS INDIGENISATION POLICY FOR SMALL AND MEDIUM SCALE


ENTERPRISES
Construction Contracts

4.1.2.

4.1.1.

Preference on Awarding Contracts

i)

All tenders up to a value of Z$10 million are to be tendered for by ZBCA


members only. A contractor who fails to perform adequately may be reported to
ZBCA.

ii)

There shall be a 10% preference in awarding building contracts to indigenous


contractors for tenders above Z$10 million.

iii)

It is mandatory requirement for every member of the Construction Industry of


Zimbabwe (CIFOZ) to subcontract between 7.5% to 15% of the contract value
to an indigenous member of the ZBCA. The main contractor (CIFOZ member)
shall be required to submit at the time of tendering a certificate issued by ZBCA
confirming the subcontractor awarded the relevant percentage or for that matter
the absence of one. If the ZBCA certify that no subcontractor is available then
there shall be an automatic exemption.

Bid Bond
The following provisions apply only if the contractor has quoted within the contract
category for which he qualifies. A tenderer quoting outside his authorised category will
be disqualified and not considered further.

4.1.3.

a)

A bid bond of $30 000 for tenders of $3 million and above.

b)

A bid bond of $15 000 for tenders of $1 million to below $ 3 million

c)

A bid bond of $3 000 for tenders of above $500 000 to below $1 million.

d)

No bid bond is required for tenders up to $800.000.

e)

No letter of comfort is required for tenders of any value.

Award of Contract
The 10% preference margin for tenders above $10 million is to determine the order of
priority as to whom to invite first for contract negotiations. At contract negotiations, the
invited tenderer would be required to match the lowest accepted tenderers bid price. In
the exceptional circumstances where there are substantiated reasons that make this
impossible, special consideration may be made by the Authority.

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An appropriate performance bond, usually 10% of contract price, is to be submitted by


the successful contractor.

ZESA to pay 15% advance payment subject to adequate security and guarantees as is
done for large contracts internationally.
4.2.

Goods and Services Contracts


4.2.1.

4.2.2.

Preference in Awarding Contracts


i)

Goods manufactured in Zimbabwe are awarded a 10% preference over imported


ones.

ii)

Goods manufactured in Zimbabwe which carry the mark of the Standards


Association of Zimbabwe are awarded 11% preference.

iii)

Local importers are given a 5% preference over foreign suppliers for goods
manufactured in Zimbabwe.

iv)

For all contracts up to $10 million, there is a 10% preference in awarding


contracts to indigenous SMEs.

v)

For all contracts above $10 million, there is a 5% preference in awarding


contracts to indigenous SMEs.

Bid Bond
The Bid Bond requirements are as from (a) to (e) in 1.2 above.

4.2.3.

Award of the Contract


For the avoidance of doubt, it is necessary to point out that where a preference margin is
applied in favour of an indigenous or local tenderer (5% or 10% or 11% as the case may
be), this is done only to decide who to invite first for contract negotiations. At contract
negotiations, the invited tenderer would be required to match the lowest accepted
tenderers bid price. ZESA would not award a tender to a tenderer at a price which
would be higher than the lowest accepted bidders price.
In the exceptional circumstances where there are substantiated reasons that make this
impossible, special consideration may be made by the Authority.
An appropriate performance bond, usually 10% of the contract price, is to be submitted
by the successful supplier.
ZESA is to pay 15% advance payment subject to adequate security and guarantees as is
done for large contracts internationally.

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Dated 01/01/99

4.3.

2.4.

Consultancy Service
a)

Consultancy work for ZESA is awarded to indigenous consultancy firms where


feasible. Large established consultancy firms that win ZESA contracts must
subcontact at least 15% of the contract to indigenous SME,s where feasible.

b)

The main contractor shall be required to submit at the time of tendering a


statement confirming the subcontractor awarded the relevant percentage or for
that matter the absence of one and the reasons for that absence.

c)

The contract between the main consultant and the subcontracted indigenous
SME shall be independent of the Authoritys and the main consultants contract.
The main consultant would have to supervise, and insist on quality of work
from the subcontracted SME.

Engineering Contracts and Specialist Services Contracts


Large scale engineering contracts and contracts of a specialist nature of whatever value,
other than Building Construction Contracts, Goods and Services Contracts and
Consultancy Services Contract (which are covered in Section 4.1 to 4.3 above) are
addressed in this Section. These are contracts which by their very nature are of a
magnitude or complexity that the intended Zimbabwean target groups do not have
capacity know-how nor competence to undertake such projects on their own as already
outlined in Sections 4.1 to 4.3.
i)
ii)
iii)
iv)
v)
vi)

Overhaul projects
Upgrade projects
Electrical Construction projects
Civil engineering projects
Mechanical engineering projects
Any other projects as defined by ZESA.

For such projects and specialists services ZESA may award a contract to the main
contractor on condition that the main contractor undertakes to maximise the Local
Content of the project and that preference will be given to the contractor who is able to
demonstrate the maximisation of the local content.
The target beneficiary groups are members of ZBCA, the indigenous SMEs, indigenous
companies and all local companies, in order of preference, as the case may be. For the
avoidance of doubt, Local Content includes the transfer of technology and skills
training to ZESA and its employees, as well as the provision of materials and other
services from within the country.

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Dated: 01/01/99
2.4.1.

Preference on Awarding Contracts


a)

For contracts up to $10 million, there be a 10% preference on awarding


contracts pro rata to the amount of the local content.

b)

For contracts above $10 million, there be a 5% preference in awarding


contracts pro rata to the amount of the local content.

c)

Local non-SME companies that win ZESA contracts must subcontract


at least 15% of contract value to indigenous SMEs as the case may be,
where feasible.

Preference will be given to contractors who can demonstrate maximisation of


the local content of the contract.
d)

2.4.2.

Foreign companies that win ZESA contracts must subcontract at least


15% of the contract value to indigenous companies, in order of
preference as the case may be, where feasible. Preference will be
given to contractors who can demonstrate maximisation of the local
content of the contract.

Bid Bond
The Bid Bond requirements are as from (a) to (e) in Section 4.1.2.

2.4.3.

Award of Contract
The preference margins stated are only to determine the order of priority as to
who to invite for contract negotiations. At contract negotiations, the invited
tenderer would be required to match the lowest accepted tenderers bid price.

2.4.4.

Target Beneficiary Groups


The target beneficiary groups are ZBCA members, indigenous SMEs
indigenous companies, and all locally registered companies, in order of priority,
as the case may be. As the overall objective to maximise the local content of
any contract, the transfer of technology and any training schemes designed to
benefit ZESA and its employees qualify as part of the target beneficiary groups.

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Dated: 01/01/99
ADMINISTRATION NOTE NO. 62
Acquisition of land or rights over land for the placement of transmission lines or substation
construction
The Authoritys policy on acquisition of land for substation or placement of transmission lines is
as follows:1.

Where the Authority requires land or rights over land for the placement of transmission
lines (as defined in Section 2 of the Electricity Act, 1985);
a)

Freehold title is required only where the size, use or location of the site so
warrants. The Authority expects to negotiate a price for such land but taking
into account any special consideration where a concessionary price is justified,
eg. municipal land.

b)

Where the acquisition of rights over land in terms of the Electricity Act will
suffice, payment of reasonable compensation for those rights will be payable
only where negotiations for free acquisition have failed.

c)

As a general rule, payment of compensation should take the form of a one-off


payment rather than by way of rent or recurrent recognition fees.

d)

It is expected that in any land development scheme for a suitable site for
electricity supply purposes will be provided to the Authority free of charge.

Administration Notes

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