G.P. FORM 40A

REPUBLIC OF MALAWIEMPLOYEE PERFORMANCE APPRAISAL FOR GRADES A TO K

(To be completed in duplicate)

Purpose of Report Annual _________________ Special _________________________________________(Circle the applicable) (Specify)

Report for the period from ______________________ to ___________________________________________________

PART APERSONAL DATA

(To be completed by the employee)

1. Full name (Surname first in Block Capitals) ___________________________________________________

2. Ministry and/or Department _________________________________________________________________

3. Title and grade of post _______________________________________________________________________

4. Date of appointment or promotion to present position _________________________________________

5. Main strengths or major accomplishments in this position _____________________________________

6. Skills to continue to develop __________________________________________________________________

7. Areas of interest to career development over the next 5 years _________________________________________________________________________________________________________________________________________

8. I certify that the above information is correct __________________________________________________

Date _________________________________ Signed _________________________________________________________

PART B

PERFORMANCE ASSESSMENT

Instructions: (To be completed by the Supervisor and discussed with the Employee being appraised)

(a) Review the employee’s work plan prior to commencing.(b) Every employee has strong points as well as areas for improvement and it is equally important for the employee and the service that both should be recognised.(c) Where it is not possible to answer a question, insert N.A. (not applicable) or N.O. (no opportunity for assessment). The comments” are important and the supervisors are particularly asked to give a frank and considered statement, as the reports will reflect on both.

How long has the employee worked for you? ___________________________________________________________

1. Achievement of objectives and/or Outputs Agreed in the Work plan

No.

Objectives Actually Achieved during Performance Cycle

Score

Comments by Assessor

1

2

3

4

5

6 TOTAL SCORE OUT OF 60

2. Performance Factors (√10 factors from Work plan)

No.

Performance Factors √ Score(1-4)

Comments by Assessor

1 Knowledge of duties2 Initiative 3 Judgement4 Capacity for accepting

responsibility5 Control of resources (Materials

and Transport)6 Control of resources (Financial,

Stores, MPSR & Procedures)7 Organisation of work8 Relations with others9 Relations with the public10 Output/Quality11 Strategic thinking12 Innovations13 Leadership14 Management of subordinate

staff TOTAL SCORE OUT OF 40

FINAL SCORE OUT OF 100: Total Score for (1) + Total Score for (2) =

PART COVERALL RATING AND COMMENTS

PERFORMANCE LEVEL

POINTS DEFINITION ACHIEVED RATING (Slot aggregate score to appropriate level)

Exceptional 85-100 Exceptional level of performance distinguished by all job accountabilities being developed to fullest potential

High 65-84 Agreed objectives are exceeded and performance is intelligently integrated with total activities of the

Acceptable 50-64 Meets accountability requirements and agreed targets.

inconsistent 25-49 Insufficient objectives are met and the employee needs to improve skills,

effort or both.

Progress Review

1. Key achievements since last progress review:(i)(ii)

2. Problems/obstacles/constraints affecting performance:(i)(ii)

3. Action taken to solve or remove problems/obstacles/constraints:(i)(ii)

4. Main achievements required for next Progress Review:(i)(ii)

This is to confirm that this report was shown to, and discussed with the officer being appraised. (the officer being appraised may wish to make general observations, if any, in the space provided below.)

COMMENTS: __________________________________________________________________________________________

_______________________________________________________________________________________________________

Date ________________________________ Signed __________________________________________________________

Officer being appraised

Date _________________________________ Signed _________________________________________________________Reporting Officer

PART DRECOMMENDATIONS

(To be completed by the supervisor)

Suitability for Promotion: Exceptional ___ Suitable ____ more experience required ________ Unlikely _____

Development Plan/Training Needs: (courses and job exposure)

_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

Date: _____________________________ Signed: __________________________________________________ Reporting Officer

Agree/disagree with the Reporting Officer’s report

Date: _____________________________________ Signed: __________________________________________________ Principal Secretary/Head of Department

G.P. FORM 40 A

WORKPLAN/PERFORMANCE FACTORS FORM

(Add additional pages if necessary)

Grades A to K

Time Period:

____________________________

Name: _________________________________ Job Title: _______________________________________________

Ministry _________________________________ Branch or Unit: __________________________________________

Grade: _________________________________ Work Location:

___________________________________________

Signed __________________________________Signed _________________________________________________

Officer Reporting Officer Date

No Performance Factors (Select 10 most

relevant)

Grades A-K

√

1 Knowledge of duties

2 Initiative

3 Judgement

4 Capacity for accepting responsibility

5 Control of resources (Materials and Transport)

6 Control of resources (Financial, Stores, MPSR &

Procedures)

7 Organisation of work

8 Relations with the public

9 Output/Quality

10 Output/Quality

11 Strategy thinking

12 Innovation

13 Leadership

14 Management of subordinate staff

Objectives (Agree upon up to 6)

Grades A-K

Allocate

60 Points

1.

2.

3.

4.

5.

6.

WORKPLAN

NO

KEY RESULT AREA ACTION/SPECIFIC OBJECTIVE

PERFORMANCE INDICATOR

TARGET DATE

1

2

3

4

5

6

Confidential

G.P. FORM 40BREPUBLIC OF MALAWI

EMPLOYEE PERFORMANCE APPRAISAL FOR GRADES L TO R

(To be completed in duplicate)

Purpose of Report Annual ___________________________ Special ________________________________________(Circle the applicable) (Specify)

Report for the period from _____________________________________________ to ___________________________________________

PART APERSONAL DATA

(To be completed by the employee)

1. Full name (Surname first in Block Capitals) ___________________________________________________________________

2. Ministry and/or Department ____________________________________________________________________________________

3. Title and grade of post __________________________________________________________________________________________

4. Date of appointment or promotion to present position ___________________________________________________________

5. Main strengths or major accomplishments in this position _______________________________________________________

_____________________________________________________________________________________________________________________

_____________________________________________________________________________________________________________________

6. Skills to continue to develop ____________________________________________________________________________________

7. Areas of interest for career development over the next 5 years ____________________________________________________

_____________________________________________________________________________________________________________________

8. I certify that the above information is correct ___________________________________________________________________

Date _______________________________________ Signed ________________________________________________________________

PART BPERFORMANCE ASSESSMENT

Instructions: To be completed by the Supervisor and discussed with the Employee being appraised

(a) Review the employee’s work plan prior to commencing.

(b) Every employee has strong points as well as areas for improvement and it is equally important for the employee and the service that both should be organised.

(c) Where it is not possible to answer a question, insert N.A. (not applicable) or N.O. (no opportunity for assessment).

The “comments” are important and the supervisors are particularly asked to give a frank and considered statement, as the report will reflect on both

How long has the employee worked for you? _____________________________________________________________________

NO.

Performance Factors (10) √ Score (1-4)

Comments by Assessor

1 Knowledge of duties

2 Initiative

3 Judgement

4 Capacity for accepting responsibility

5 Control of resources (Materials and Transport)

6 Control of resources (Financial, Stores, MPSR & Procedures)

7 Organisation of work

8 Relations with others

9 Relations with the public

10 Output/Quality

11 Strategic thinking

12 Innovation

13 Leadership

14 Management of subordinate staff TOTAL SCORE OUT OF 40 Final Score Grade LR

PART COVERALL RATING AND COMMENTS

PERFORMANCE LEVELS

POINTS

DEFINITION ACHIEVED RATING (Slot aggregate score to appropriate level)

Exceptional 85-100 Exceptional level of performance distinguished by all job accountabilities being developed to fullest potential

High 65-84 Agreed objectives are exceeded and performance is intelligently integrated with total activities of the wider group or division/section

Acceptable 50-64 Meets accountability requirements and agreed targets.

Inconsistent 25-49 Insufficient objectives are met and the employee needs to improve skills, effort or both.

Progress Review

1. Key achievements since last progress review(i)

(ii)

2. Problems/obstacles/constraints affecting performance:(i)

(iii)

3. Action taken to solve or remove problems/obstacles/constraints:(i)

(ii)

4. Main achievements required for next Progress Review:(i)

(ii)

This is to confirm that this report was shown to, and discussed with the officer being appraised. (The officer being appraised may wish to make general observations, if any, in the space provided below)

COMMENTS: __________________________________________________________________________________________

_______________________________________________________________________________________________________

Date ____________________________________ Signed ___________________________________________________ Officer being appraised

Date ____________________________________ Signed ___________________________________________________ Reporting Officer

PART DRECOMMENDATIONS

(To be completed by the Supervisor)

Suitability for Promotion: Exceptional _____ Suitable ___ More experience required ___ Unlikely___

Development Plan/Training Needs: (Courses and job exposure)_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

_______________________________________________________________________________________________________

Date: _________________________________ Signed: ________________________________

Reporting Officer

I agree/disagree with the Reporting Officer’s report.

Date: ____________________________________ Signed: ________________________________________Principal Secretary/Head of Department

G.P. FORM 40B

WORKPLAN/PERFORMANCE FACTORS FORM(Add additional pages if necessary)

Grades L to R

Time Period: ____________________________

Name: ____________________________ Job Title: ______________________________

Ministry: ____________________________ Branch or Unit: ________________________

Grade: ____________________________ Work Location: _________________________

No Performance Factors (Select 10 most relevant)Grades L-R

√

1 Knowledge of duties

2 Initiative

3 Judgement

4 Capacity for accepting responsibility

5 Control of resources (Materials and Transport)

6 Control of resources (Financial, Stores, MPSR & Procedures

7 Organisation of work

8 Relations with others

9 Relations with public

10 Output/Quality

11 Strategic thinking

12 Innovation

13 Leadership

14 Management of subordinate staff

Signed _____________________________ Signed _______________________________ ___________________ Officer Reporting Officer Date

PERFORMANCE AGREEMENT FORM

SECTION {A}PREAMBLE

THIS Agreement is entered into for the period

from………………………………………………… to ………………………….. between the

Government of the Republic of Malawi ( hereafter referred to as the “Employer”) and

……………………………………………………..(referred to as the “Employee”) holding the

post of …………………………………………. in the Ministry /Department of

…………………………………….……………………..

SECTION [B]

MINISTRY’S /DEPARTMENT’S VISION AND MISSION

1. Vision:……………………………………………………………………………………………

2. Mission: …………………………………………………………………………………………

SECTION [C]

MINISTRY’S STRATEGIC OBJECTIVES/OUTCOMES

No. STRATEGIC OBJECTIVES/OUTCOMES

1.

2.

3.

MISSION OF THE DEPARTMENT/DIVISION/SECTION/UNIT OF THE POSTHOLDER

The Mission of Department/Division/Section/Unit is ……………………………………………

…………………………………………………………………………………………………………

…………………………………………………………………………………………………………

SECTION [D]

KEY DUTIES AND RESPONSIBILITIES (JOB DESCRIPTION)

Purpose of the Post of ……………………………………………………………………………

The primary role of the post ..………………………………………………..………………

Specific Duties and Responsibilities:-

1. ………………………………………………………………………………………..

2. ………….…………………………………………………………………………….

3. …………………………………………………………………………………………

4. …………………………………………………………………………………………

5. …………………………………………………………………………………………

SECTION [E]

WORKPLAN

During the period ……………………….. to …………………….the work plan for the

…………………… will be as follows:-

(a) Agreed Objectives (Not more than six)

(b)

Serial No. Key Result Areas

Action/Specific Objective

Performance Indicator

Target Date

Critical Assumptions

1.2.3.4.5.6.7

(b) Performance Factors (Tick the ones most relevant to your job. Not more than 10)

No Performance Factors Most Relevant Factors1 Knowledge of duties2 Initiative 3 Judgement 4 Capacity for accepting responsibility5 Control of resources (Materials and Transport)6 Control of resources Financial, Stores, MPSRs and

Procedures7 Organisation of work8 Relations with others9 Relations with Public10 Output/quality11 Strategic thinking 12 Innovation13 Leadership14 Management of subordinate staff

SECTION [F]AGREEMENT

Name of Officer

Signature:……………………………………………………………………………………………

Designation: …………………………………………………………………………………………

Date:………………………………………………………………………………………………….

Manager ‘s/Supervisor’s Name

Signature:……………………………………………………………………………………………

Designation: …………………………………………………………………………………………

Date:………………………………………………………………………………………………….

Counter Signing Officer’s Name

Signature:……………………………………………………………………………………………

Designation: …………………………………………………………………………………………

Date:………………………………………………………………………………………………….