i) TC Officers: to the appropriate officer in ODA Recruitment Executive see ODA Directory;
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ii) TC and OSAS Officers filling the posts of Judge, Deputy Governor/Chief Secretary, Attorney General, Financial Secretary, Auditor, Commissioner/Chief of Police to Hong Kong and General Dept;
iii) All other OSAS posts to the Crown Agents for recruitment.
20. Once a TCO or OSAS officer has been selected, his personal details should be sent to Mr Mayes to note all aspects of the appointment, eg. length of tour and operative date, salary, marital status, number of children etc. Similarly, the Desk Officer is required to let Mr Mayes know of any changes in the appointment, eg. salary increases, leave periods, extensions, or renewals of contract.
Consultancies
21.
The Desk Officer must inform Mr Mayes immediately a TC consultancy is contemplated together with order of costs. Mr Mayes will then advise whether funds are likely to be available. Devdiv's advice is needed in the case of the Caribbean dependencies. As soon as the Consultancy is approved, Mr Mayes must have sight of the papers to note the commitment and each time payments are made. (On the latter point OMCD have already made a note to let Mr Mayes have details of payments direct, but it would be advisable for Desk Officers to route the file(s) through him as a matter of course).
Processing and Dealing with Territorial Claims for Reimbursement
22. Territories periodically submit claim to ODM through WIAD for Development Aid Projects. Until now, it has always been believed that all a Desk Officer was required to do was to initial a claim and forward it to Accounts Department ODM for payment. This procedure is basically correct but it is necessary for a Desk Officer to monitor the claim against the allocation of funds to a project or projects before authorising payment. When claims are received, they should be checked against the individual project allocation and against the overall allocation for a Territory. If there is an over expenditure, an explanation should be sought from Devdiv as to the reason (this should especially be done in the case of large amounts of over expenditure and special care should be taken towards the end of a financial year). If there is an under expenditure, consideration should be given to seeking Devdiv's views on the possible virement of the unspent amount to other projects. As to the claim itself: when a Desk Officer is satisfied that it represents a proper charge, it should be sent to Mr Martin (who deals with Dev Aid Claims) in A723 Eland House with the following
instructions:
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