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MHMS documentation management was inconsistent: OAG Report

Written by
Mavis Podokolo
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Released audited reports from the Office of the Auditor General ( OAG).

BY MAVIS N PODOKOLO

AUDIT report of the Office of the Auditor General has found that the Ministry of Health and Medical Services documentation management was inconsistent with covid-19 funds between April and December, 2020.

“Documentation management was inconsistent with some documents not able to be found, signatures of authorising officers varying from document to document and handwritten changes to documents after signature,” the OAG report states.

Office of the Auditor General says where significant errors are made in documentation MHMS should ensure that documentation should is recreated and reauthorised rather than being changed by hand and copies of all key documents which support payments are maintained in the Ministry.

“MMHS should ensure that key signatures have been verified before documentation is sent to Ministry of Finance and Treasury (MoFT) for payment,” OAG report says.

In response the Ministry of Health said management had agreed to the recommendations and had proposed to do the following:

“· The MHMS will comply by taking a sample of all key signatures of the accountable officers in the ministry.

· The ministry will through the offices of the HODs, Accounts and Procurement, will address this. Where major errors are noted, the request will be cancelled and instruction will be given to recreate and re submit proposal.

· The ministry through workshops and conferences and supervisory tours and on a one to one basis with officers will remind officers of this recommendation,” Ministry of Health said.

ZERO RECORD

Written by
Eddie Osifelo
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The audit report released by the Office of the Auditor General.

$7.3 million spent, 32 charters, MID without documentation: OAG Report

By EDDIE OSIFELO

MINISTRY of Infrastructure Development could not produce any documentation of a quotation of the 32 ship charters to repatriate people in Honiara to their home provinces during the covid 19 pandemic.

The total cost of the 32 individual voyages was $7.3 million.

The Office of the Auditor General reveals this in its thematic compliance audit report released last week.

Solomon Islands Government Procurement and Contract Manual [PCAM] allows that single ship charters may be done on the basis of a single quotation as an exemption from the normal procurement rules.

However, the audit report found that the Ministry did not appear to have any documentation of a quotation for any of these voyages although MID had sought bid waivers which were approved through the CTB.

“The written waiver approvals were granted by the CTB only long after the Government was already committed to pay the vendors for the voyage.

“All other available procurement documentation was dated after the voyages had occurred,” audit report revealed.

Furthermore, the audit report found that for the vendor who provided the most trips, for expenditure of $2.5 million, neither the Ministry (MID) nor Ministry of Finance and Treasury was able provide any documentation, not even a Payment Voucher.

The audit report states the proclamation of a State of Public Emergency creates a situation where ministries may apply to the CTB for a Bid Waiver.

“The reason for each Bid Waiver request still has to be justified and the granting of such a waiver cannot be taken for granted.

“For a public officer to engage a contractor without competing bids before a bid waiver has been granted is in contravention of the Financial Instructions and according to those Instructions will be ‘dealt with in accordance with the “Non-compliance, Misconduct and Penalties” section of Chapter 1 of the Financial Instructions.’,” audit report states.

As such, the audit report states the failure to document reasons for selecting a single supplier meant that decision-making before work started or goods were delivered was invisible, so one-one may be held accountable for those decisions.

“During testing of transactions OAG also found that not all relevant documentation could be located for all transactions.

“These ranged from the directives from the Oversight Committee which may have prompted the Ministry to initiate some of these procurements, to supporting documentation for some transactions,” audit report states.

Furthermore, audit report states many Bid Waivers were approved by the CTB but only a few of the Bid Waiver submissions were located.

“The quality of documentation to support ship charters was variable.

“Some companies provided copies of ship logs and passenger manifests, others merely provided a one-line invoice,” audit report reveals.

“In one case, a procurement of repatriation charters for $2,455,269.50, the Ministry was not even able to provide a Payment Voucher.

“The original document is missing from MoFT and the Ministry did not have a copy, even an electronic one,” audit report states.

The OAG conducted this audit in accordance with International Standards for Supreme Audit Institutions (ISSAI) namely the ISSAI 400: Compliance Audit Principles and ISSAI 4000: Compliance Audit Standard issued by the International Organisation of Supreme Audit Institutions (INTOSAI).

The objective of this audit was to assess whether the Ministry managed COVID-19Procurement in accordance with relevant laws, policies and regulations of Solomon Islands Government. These include the Public Financial Management Act 2013, the Interim Financial Instructions currently in force and the Solomon Islands Government Procurement and Contract Manual (PCAM).

Rented quarantine accommodation lacked documentation to verify selection

Written by
Mavis Podokolo
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The audit report released by the Office of the Auditor General.

BY MAVIS N PODOKOLO

MINISTRY of Health and Medical Services have no supporting documentation to verify why particular properties had been selected as quarantine centres.

The audit report released by the Office of the Auditor General stated this.  

“In the case of properties rented for quarantine accommodation there is a lack of supporting documentation to verify why particular properties had been selected as quarantine centres which met the ‘liveable condition’ requirement as designated by the World Health Organisation,” the OAG report said.

Additionally the Office of the Auditor General could not verify if suppliers were selected because they have established accounts with them as described in the Procurement & Contract Administration Manual 2013 (PCAM), or for some other reason.

The report says Ministry responses and information in bid waiver applications indicate that officers have asserted that suppliers or contractors have the technical and financial capacity to carry out required task in the short period of time, but the OAG was not provided with any supporting documentation to justify this assessment, or analysis of their financial and technical capacity.

In many cases, vendors appeared to be selected by a single officer with no documentation of the reason for the decision. There was generally no supporting documentation provided to know if the Ministry had enquired with other suppliers or contractors before picking the preferred one the report stated.

Further to that OAG said the health Ministry also advised that procurement related to COVID19 activities was informed by the procurement guidelines issued by Ministry of Finance and Treasury (MoFT) and that financial matter are informed by the Public Financial Management Act 2013 (PFMA) and the Financial Instructions. Instead of a competitive selection process, the key control in the procurement process became consideration of the bid waiver application by Central Tender Board.

“Other controls are the authorities and delegation of duties to the PS, Accountant General and other accounting officers that are involved in the process. OAG notes that in many cases these authorities and delegations were exercised after the fact of the procurement.

The failure to document reasons for selecting a single supplier meant that decision-making before work started or goods were delivered was invisible, so one-one may be held accountable for those decisions,” the OAG report said.

Ministry of environment describes OAG Report as ‘fair’

Written by
Eddie Osifelo
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Permanent Secretary of Ministry of Environment, Climate Change, Disaster Management & Meteorology (MECCDM), Dr Melchior Mataki.

By EDDIE OSIFELO

PERMANENT Secretary of Ministry of Environment, Climate Change, Disaster Management & Meteorology (MECCDM), Dr Melchior Mataki has described the ‘thematic compliance audit report’ as very fair.

The Office of the Auditor General conducted this audit in accordance with International Standards for Supreme Audit Institutions (ISSAI) namely the ISSAI 400: Compliance Audit Principles and ISSAI 4000: Compliance Audit Standard issued by the International Organisation of Supreme Audit Institutions (INTOSAI).

The objective of this audit was to assess whether the National Disaster Management Office (NDMO) in MECCDM managed COVID-19 Procurement in accordance with relevant laws, policies and regulations of Solomon Islands Government.

These include the Public Financial Management Act 2013, The National Disaster Council Act 1989, Emergency Powers Acts for COVID-19, the Interim Financial Instructions currently in force and the Solomon Islands Government Procurement and Contract Manual (PCAM).

In the report, it was found that bloated prices of goods and services popped up which ate away the covid-19 funds.

For example, $400 for one pillow and $130 for one blanket, provided to the national referral hospital (NRH), seen in an invoice of $99,500 dated May 25, 2020.

Documents were missing, which would have provided information to prove that public funds were well spent.

Mataki said it’s a fair report that point areas and certain gaps they have need to address.

However, he said a lot of procurement and management in place, they are conducive for normal type of situation they have.

“When comes to emergency, sometimes bit difficult.

“I do not want to say that those areas we don’t follow process, I think the situation cause this. If you are to have a flight, ensure to get quarantine station up and running for people go inside,” he said.

Mataki said if suppliers have not been paid, what do you do in that kind of situation?

“We have come to breach.

“We have to deal with suppliers willing to provide goods and suppliers upfront on credit,” he added.

Furthermore, the audit report found NDMO has purchased two brand new expensive vehicles using the covid-19 fund were not relevant to the purpose of the fund.

“One significant procurement appeared to be unrelated to the pandemic. The NDMO chose to supplement its vehicle fleet with the addition of two new Toyota vehicles at a cost of $677,500.”

However, Mataki said there is a need to run emergency and need for logistic capability.

He said the audit report speaks for itself but they try their best to comply with Public Finance and Management Act and Financial Instructions.

Mataki said timeliness is also an issue in emergency.

“But we are definitely committed to address the gaps and review the process and ensure to repeat that,” he said.

Apart from this, Deputy Commissioner National Security and Operation Support Ian Vaevaso said police is willing to assess the audit report.

He said police can do follow up on the report if there are criminal elements in it.

Therefore, Vaevaso said if the Auditor General sees it fit to come to them, then they are willing to investigate and take it up for further.

PLASTIC BAN

Written by
Eddie Osifelo
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Permanent Secretary of the Ministry of Environment, Climate Change, Disaster Management and Meteorology (MECDM) Dr Melchior Mataki

Bottles, shopping bags, takeaway packs & cups, straws to be removed for Pacific Games

By EDDIE OSIFELO

MINISTRY of Environment, Climate Change, Disaster Management & Meteorology (MECCDM) plan to implement the single use plastic ban before the Pacific Games in November.

However, the implementation will be done in a phase out period for 12 months to 24 months.

Permanent Secretary, Dr Melchior Mataki confirmed this in a press conference last Friday, after the plastic are very detrimental to biophysical environment.

He said the ban will not every plastics goods but focus on plastic bottles of the size 600ML and below.

For example, Shopping plastic bags, Plastic and Styrofoam container takeaways, Styrofoam and plastic cups for drinks, Straws and Polyethylene terephthalate (PET) bottles.

Mataki said this is in line with part of solid waste management for their post strategy, which they are trying to implement.

“Most of these plastics, they already have alternatives available locally, and they present greatest threat to bio fiscal environment,” he added.

In addition, as Solomon Islands is a member of global community, which is an international obligation to regress and stop plastic pollution.

Mataki said in global level, it is still in the process for the establishment of legally binding plastic instrument.

He said that is currently in discussion, but the process just started last year.

Furthermore, Mataki for the actual banning, they have to be mindful of private sectors and current stocks, for example where inside the country or stocks in the pipeline.

“It could be a phase approach.

“But besides, even before go down the line, we will in process to discuss with relevant line ministries and members of private sectors,” he said.

“We will also be seeking government clearance on this although though Environmental Act provide Minister to make regulation,” he added.

Suspect into Koa-hill stabbing still at large

Written by
Jennifer Kusapa
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BY JENNIFER KUSAPA

POLICE are still looking for the wanted suspect into the stabbing incident on January 20, 2023 inside a public bus along the Mbokonavera area.

Police confirmed that the matter was reported to them and investigation is still ongoing.

Police Media Unit said police are calling on the suspect to surrender himself or the family of the suspect to assist in bringing the suspect to the police.

“Harbouring of criminals is an offence under our law,” Police said.

According to earlier reports the victim boarded the bus from Honiara City Council Skyline bus stop to go back to his house after purchasing cabbage from the Honiara Central Market.

The suspect (beliga) sat next to the boy. The suspect then asked the victim for his phone but he refused.

The suspect then got angry and took out a scissors and stabbed the victim multiple times.

The victim’s father said his son suffered 10 injuries in total, on his back and his hands.

The witness said the beliga then instructed the bus drive to tell the victim to hand over his phone.

“The bus driver followed what the beliga requested and asked the victim to hand over his phone.

“The beliga took the phone and left,” the father said.

Strongim Binis continues to support private sectors

Written by
Ben Bilua
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Strongim Bisnis Business Advisor Zefi Keritina delivering her speech at the opening of the country’s first ever child day care centre in Noro. Photo credit - Ben Bilua.

BY BEN BILUA

AUSTRALIAN funded Strongim Bisnis Programme continues to support private sectors with innovate projects to improve productivity and generate more profit.

This week Strongim Binis witnessed the launching of four projects in Western Province.

In her speech during the launching of the Pallet Plant at Kolombangara Forestry Plantation Limited (KFPL) Strongim Binis Business Advisor, Zefi Keritina said Strongim Bisnis is committed to supporting sustainable development and promoting economic growth in Solomon Islands.

“Our goal is to expand access to market for small-holders plantation timber, and we believe that establishing partnerships with key players in the industry is key to achieving the overall goals.

“That is why we are proud to have partnered with KFPL which is the leading plantation product market actor to support the market of smallholder logs,” she said.

Keritina said Strongim Bisnis is also thrilled to contribute towards the Out-grower schemes in an effort to improve the management of plantation trees.

She said the development of extension program tailored to specific needs of small-holder plantation timber suppliers.

Keritina said the partnership unable programs to train farmers on pruning, thinning and harvesting to ensure small-holder plantation timber is of the highest quality and is competitive in the international market.

Hilton congratulates Soltuna

Written by
Ben Bilua
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Australian high commissioner to Solomon Islands His Excellency Rod Hilton delivers his speech at the opening of the country’s first ever child care centre. Photo credit - Ben Bilua

BY BEN BILUA

AUSTRALIAN high commissioner to Solomon Islands has congratulated Soltuna for the successful implementation of the Pikinini Kea Hau project.

Rod Hilton said the launching of the facility yesterday was a testament of achievement and at the same time reflects the ambition of Australian government’s project in Solomon Islands – that is to create more job opportunity and to see steady economic growth.

“Impressed with Soltuna and its operation more especially the job opportunities the company established to Solomon Islanders.

“Soltuna products are famous around the world selling into Europe and the pacific

“I can understand why it is a number tuna because Soltuna renowned for quality and safety and care of the workforce,” he said.

Hilton acknowledges Noro community and Soltuna for the determination in making sure there are balance in work place and home.

He said Australia is a supporter of job creation in every aspect of its operation in Solomon Islands.

Hilton stressed that Australian supports are more focus is on private sector and job creation adding Australia believes in quality work

He said jobs that Australian government wants to establish are to enable Solomon Islanders to provide for their families, to ensure children attend school and strengthen communities at all levels.

“That is why what we are celebrating today (yesterday) is so exciting.

“This pikinini haus helps the workers of Soltuna to earn and support their families, in a highly skill work place where every individuals is valued for knowing their children are safe and receiving quality care.

“It shows other employees right across the country that they can lift their employees up by providing this kind of service.

“It will free-up women who work for Soltuna community from having to do all the work at home but to concentrate on their job and save money.

“No one has to loss a day’s work to stay home because no one is there to take care of household responsibilities,” Hiltom said.

He said the facility will directly achieve its goal with a greater impact on Soltuna’s productivity.

Hilton said Australian and Western Province will remain a number one partnership into the future.

“I have a long and productive conversation with the premier. I was able to listen and discussed with Premier Billy Veo and what his government’s priorities will be and I’ve been able to peak through how Australian Government will offer our support.

“Job and economic growth were the core discussion and Australian will continue to work with Western Province to achieve its ambitions,” he said.

NDMO OWES $9M

Written by
Mavis Podokolo
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0
Permanent Secretary of the Ministry of Environment, Climate Change, Disaster Management and Meteorology (MECDM) Dr Melchior Mataki

Service providers waiting to get paid since covid-19 period

BY MAVIS N PODOKOLO

THE Solomon Islands Government (SIG) through the National Disaster Management Office (NDMO) owes service providers during the covid-19 period $9 million.

This was confirmed yesterday to this paper by the Permanent Secretary of the Ministry of Environment, Climate Change, Disaster Management and Meteorology (MECDM) Dr Melchior Mataki.

“The government through NDMO is yet to pay about $9 million to service providers during the covid-19 period .

“This money belongs to service providers.  

“They are (service providers) needed to be paid,” Mataki said.

He said his team have submitted everything to the Ministry of Finance and Treasury (MoFT) internal audit group go through it.

“They should be finalising it now.

“But from our side we really want the government to pay off this amount of money so that it can be cleared off because people need their money as well,” Mataki said.

He said the “amount of money is not just for catering alone, but for bulk of suppliers like plumping services for quarantine stations including isolation areas in some of the provinces to name a few”.

Mataki said, “this total of money to be paid is for NDMO alone.

“Only some have been paid.”

Search called off, missing children not found

Written by
Jennifer Kusapa
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BY JENNIFER KUSAPA

Search for two children missing at sea in Makira-Ulawa province has been called off.

No sighting has been reported.

Provincial Police Commander in Makira confirmed to this paper that bodies of the two children, who were reported missing at sea on January 16, have not been found and the search has been called off.

Last month an outboard motor (OBM) canoe powered with 40 HP engine carried 14 passengers including children overturned outside a logging camp due to bad weather.

An adult woman and two children aged three and seven were unable to reach the shore, while 11 passengers managed to swim ashore.

PPC Peter Sitai said during the search the body of the adult was recovered; unfortunately the children’s bodies were not recovered and are still missing.

He said the search went on for a week before being cancelled.

Police in their earlier statement said the OBM left Kirakira between 4pm and 5pm and were travelling to a logging camp, however upon their arrival at Na’ana Elite logging camp due to bad weather they were not able to go through the passage.

The OBM’s skipper then diverted the canoe to near-by logging camp in which they managed to go ashore, however while they were still unloading a huge wave washed ashore and took the canoe further out to the deep with the passengers still onboard, and unfortunately capsized.

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