PROGRAMME 3: Protocol and Public Diplomacy · on re-engineering its business processes. Particular attention Vote 3: Annual Report 2006-07 20 Department of Foreing Affairs. ... the

wasgiventooverhaulingtheStateVisitManagementSystem

aswellasacceleratingcompletionoftheInteractiveDiplomatic

Website.Thelatterprojectwill,oncecompleted,significantly

change the character of the diplomatic accreditation

managementprocessinSouthAfrica.

Similarly,StateProtocolcontinuedtorendercomprehensive

protocolservicesasindicatedinthefollowingpillars:

StateEventsManagementSystem

StateLogisticsManagementSystem

DiplomaticAccreditationManagementSystem

STATE EVENTS MANAGEMENT SYSTEM

State Visits

State Protocol successfully initiated and pioneered a

processofdevelopingapolicyonStateandOfficialVisits.

The adoption of this policy by the Management of the

Department was preceded by an elaborate process of

consultationwithalltherelevantstakeholdersincludingthe

Presidency.

Thepolicysetsoutaframeworkwithinwhichallofficialvisits

will be planned and executed. Most importantly, it brings

MinisterDr.NkosazanaDlaminiZumasigningaBilateralAgreementwithherSudanesecounterpartMinisterDr.BBenjamin

PROGRAMME 3: Protocol and Public Diplomacy

AIM:ThisprogrammemarketsSouthAfrica’sforeignpolicy

objectives,projectsapositive imageofSouthAfricaand

Africa,andprovidesStateProtocolservices.Activitiesare

organisedintotwosub-programmes:

PUBLIC DIPLOMACYaddressesmedialiaison,engagements

withnationalstakeholders,andthepromotionofSouthAfrica’s

policiesandprogrammesatinternationallevel.

PROTOCOLisresponsibleforincomingandoutgoingstate

visits, intergovernmental and provincial protocol services,

protocol ceremonial, managing presidential and diplomatic

guesthouses;facilitatinginternationalconferences;and

managingdiplomaticimmunitiesandprivileges.

OUTPUT AND SERVICE DELIVERY TRENDS: • PROTOCOL

INTRODUCTION

Duringtheperiodunderreview,StateProtocolconcentrated

onre-engineeringitsbusinessprocesses.Particularattention

Vote3: Annual Report 2006-07 Department of Foreing Affairs20�

Vote3:Annual Report 2006-07 Department of Foreing Affairs210

somepredictabilityandcertaintyaroundtheprogrammeof

thevisits,aswellasthecourtesiestobeextendeddepending

onthenatureandpurposeofeachvisit.

Tosupporttheimplementationofthispolicyframework,the

Operational Guidelines and Procedures were developed

togetherwith thesupporting ITSystem.This intervention

has automated all the processes during incoming and

outgoingofficialvisits.

State Protocol also coordinated a total number of 324

incomingandoutgoingvisitsduringtheperiodunderreview.

Someofthevisitscoordinatedincludedthefollowing:

• Incomingvisitsincluded:theRussianFederation,

People’sRepublicofChina,India,Canada,Czech

Republic,Singapore,andTanzania.

• Outgoingvisitsincluded:Russia,UnitedStates

ofAmerica,UnitedKingdom,Germany,Guinea

Conakry,Niger,AUinAddisAbaba,Sudan,The

DemocraticRepublicoftheCongo,IvoryCoast,

Brazil,Cuba,BurkinaFaso,Namibia,Mozambique

andGambia.

Intergovernmental and Provincial Protocol

State Protocol is also responsible for providing protocol

support and assistance to the second and third spheres

ofgovernmentduringtheir internationalvisits.Duringthe

periodunderreview,StateProtocolassistedinco-ordinating

approximately170outgoingvisitsand14incomingvisits.

AConsultativeWorkshopwasconvenedwithrepresentatives

of all the provinces in order to discuss coordination of

their international programmes. Annual schedules were

exchangedinthisregard.

Conferences

ThepastyearclearlyshowedthatSouthAfricaisgrowingever

morepopularasadestinationforinternationalconferences.

State Protocol co-ordinated protocol and logistics for the

followingeventsduringtheperiodunderreview:

Three NEPAD meetings. A NEPAD Workshop at Senior

Officials Level was coordinated by theDepartment. Two

otherswerehostedbytheDepartmentsofAgricultureand

Communication respectively with advice and assistance

providedbyForeignAffiars.Eachof thesemeetingshad

around200-250participants.

Two African Union meetings. The first was the closed

Ministerial Consultations with only the SA Minister of

ForeignAffairsandafewotherAUMinisters.Theotherwas

the Early Warning SystemWorkshop at Senior Officials

Levelwith140participants.

Two SADC meetings.A Committee of Ministers Meeting

tookplaceinJune2006.Thebiggestchallengeoftheyear

was the SADC Extraordinary Summit in October 2006

that was hosted in SouthAfrica on behalf of the SADC

ChairLesotho.Thewholeeventhadtobearrangedintwo

weeks.ItwasabigchallengenotleastbecausetheHeads

ofStateand theirMinistershad tobeaccommodatedat

different hotels, which complicated the transport to the

conferencevenue.Despitethesedifficultiestheeventwas

verysuccessfulanddidSouthAfricaproud.

TheNewAsiaAfricaStrategicPartnership(NAASP)Senior

OfficialsMeetingwasheldinSeptember2006witharound

300participants.

InNovember2006DFAandtheUNOfficeinSouthAfrica

jointly arranged the annual Launch of the UN Human

DevelopmentReport.ItwasthefirsttimetheReportwas

launchedinanAfricancountry.

The Department held its biennial Heads of Mission

Conference in February 2007. This is a very important

event on theDFAcalendaras it providesanopportunity

tobriefHeadsofMissionofdepartmentalobjectivesand

priorities.ThePresident,VicePresidentandanumberof

Ministersaddressedthemeeting.

TheDepartment alsoprovidedadviceassistance to other

Departments for a number of events. This included the

MicrosoftGovernmentLeadersForumwhichwasattendedby

thePresident;the3rdGlobalEnvironmentFacilityAssembly

Vote3: Annual Report 2006-07 Department of Foreing Affairs211

hostedbyEnvironmentalAffairsandTourismandthe16th

CouncilofCommonwealthEducationMinistersConference

hostedbyEducationwitharound500participants.

Protocol Ceremonial

State Protocol is also responsible for the ceremonial

layout,designandorganisationofofficialeventshostedby

theDepartment ofForeignAffairs.These includeamong

othersofficialmeetingsduringStateandOfficialVisitsas

wellasSigningCeremonies.Furthermore,StateProtocol

isalsoresponsiblefortheupkeepandmaintenanceofthe

infrastructure (Presidential and Diplomatic Guesthouses)

fortheafore-mentionedeventsandactivities.

During the year under review, State Protocol achieved

allthetargetssetasreflectedinthetablefollowingtable

andgraphs:

Communisation, Appointments, Symbols and Awards (CASA)

It is the responsibility of the Department to see to the

accreditation of the Foreign Heads of Mission in South

Africa.WhileinSouthAfrica,itisthedutyoftheDepartment

toensureand facilitateeffectivecommunication (see the

followingtable)betweentheHeadofMissionandtheSouth

AfricanGovernment.

EVENT TOTAL FOR 2006-2007

Credentialsceremonies 7

RequestsforagreementforforeignHoM 27

AppointmentsofSAHoM 34

RequestforrecognitionforforeignconsularHoMandHonCon 18

AppointmentsofSAconsularHoMandHonCon 9

AppointmentsofSAHoMtoInter-nationalOrg 1

AppointmentofSAActingHoM 13

NotesVerbalesfacilitated

ProtocolCirculars

1443

10

OfficialMessages

NationalDays

Condolence

ElectionasPres/MinofForAffairs

192

20

29

ForeignAwardsfacilitated

Assistwithawardceremonies

2

1

TOTAL 1806

Flags issued 2282

Thefollowinggraphfurtherillustratestheactivitiesascarriedoutduringtheperiodunderreview:


CASA: Activities Breakdown: April 2006 to March 2007 *Notes Verbales and Official Messages facilitated are not listed here and totals 1443 and 241 respectively.

0

1

2

3

4

5

6

7

8

April

May

June

Ju

lyAug

Sept

OctNov

DecJa

nFeb

M

ar

CredentialsCeremonies

Agrement:ForeignHoM

AppointmentsSAHoM

Requests:RecognitionForeignHoMAppointments:SAConsularHoMAppointments:SAActingHoMtoIntlOrgAppointmentsActingSAHoM

ForeignAwards

State and Official Events Management (SOME)

StateProtocolsuccessfullyorganisedahostofofficialactivitiesduringtheperiodunderreview.Theseactivities(seethe

followingtable)rangedfromofficialentertainmenttoformalmeetingsduringStateandOfficialVisitsbyforeignHeadsof

Government/State.

EVENTS TOTALS FOR 2006-2007

Farewells 18

GeneralLunches,DinnersandReceptions 19

MemorialsandFunerals 4

Bilaterals:JCC/BNC(includingluncheons,dinnersandsigningceremonies) 25

Conferences 22

SpecialEvents 7

TOTAL 95

Thefollowinggraphfurtherillustratestheactivitiescarriedoutduringtheperiodunderreview:


SOME: Activities Breakdown: April 2006 to March 2007

23%

20%

7%20%

22%

8%

Farewells

Lunches

MemorialandFunerals

Bilaterals

Conferences

SpecialEvents

STATE PROTOCOL LOGISTICS MANAGEMENT SYSTEM

State Protocol Lounges

TheStateProtocolLoungesare intendedto facilitate the

efficientarrivalsanddeparturesof thePresident,Deputy

President, Cabinet Ministers and other approved South

Africandignitaries,andtheircounterpartsfromabroad.

Duringtheperiodunderreview,thefollowingactionswere

takentoimprovetheLounges:

• Acquiredadditionaltwovehiclestoimprovethe

transportationsystem.

• Continuedtoprovidethestaffwithanappropriate

uniform

• ConcludedaMemorandumofUnderstandingwith

theAirportsCompanyofSouthAfrica(ACSA),in

termsofwhichACSAwasappointedtoseetothe

fitting,furnishingandfinishingofthenewState

ProtocolLounges.

TheStateProtocolLoungesalsofacilitatedatotalnumber

of 18 000 guests during the period under review.These

guestswerefacilitatedbothinCapeTownandattheOR

TamboInternationalAirport.

Guesthouses

StateProtocolisalsoresponsibleforthemanagement

and proper upkeep of both the Diplomatic and

PresidentialGuesthouses.Asreflectedinthefollowing

table, this responsibility also include providing official

entertainingservices

Vote3:Annual Report 2006-07 Department of Foreing Affairs21�

DIPLOMATIC ACCREDITATION MANAGEMENT SYSTEM

Foreign Representation in South Africa

Atthecloseofthereportingperiod,thediplomaticcommunityinSouthAfricaconsistedofapproximately

8700members, includingdiplomats,consular,administrationandtechnicalstaffandtheirdependantsat

282 foreignmissions.Although foreign representation in SouthAfrica did not expand significantly (see

abovetable)thenumberofdepartingdiplomatswhowerederegisteredwasproportionaltothosewhowere

accredited.

The followingbilateralmissionsandmultilateralorganisationswereestablishedduring theperiodunder

review:

• EmbassyoftheRepublicofBurkinaFaso

• HighCommissionofJamaica

• HighCommissionofSeychelles

A total of 773 diplomatic, 104 consular, 36 international organization and 387 administrative identity

certificateswereprocessed


SUBSTITUTIONOFTEMPORARYRESIDENCEPERMITS

Substitution of Temporary Residence Permit

ATotalof4250SubstitutionofTemporaryResidencePermitswereprocessedintermsofSection31(3)(b)

oftheImmigrationAct,(Act13of2002)readwithSection9(1)oftheDiplomaticImmunitiesandPrivileges

Act,(ActNo37of2001)


DIPLOMATICMOTORVEHICLES

Diplomatic Motor Vehicles

Approximately2720officialandprivatelyownedvehiclesbelongingtothediplomaticcommunityinSouth

AfricaareregisteredwiththeDepartment.

TheCityofTshwanehastakentakeovertheresponsibilityoftheregistrationandlicensingofdiplomatic

vehiclesfromtheGautengProvincialGovernmentandadedicatedcentreforthediplomaticcorpshas

beenestablished.

TheDepartmentregulatestheacquisitionanddisposalofdiplomaticvehiclesandallocatesthediplomatic

registration numbers, while the City of Tshwane, issues vehicle registration certificates and license

documentsuponinstructionfromtheDepartmentofForeignAffairs.


VATREFUNDS

VAT Refunds

TheSouthAfricanRevenueService(SARS)refundedR121841857.10withregardtoVATclaimstothe

diplomaticcorps.

Property TaxesMissionsareexempted from transferdutiesandmunicipal rates in respectof properties for officesand

residencesforHeadsofMission.During2006/07,theDepartmentpaidR15057343.00tolocalauthorities

inrespectofdiplomaticpropertytaxes.


SADIPLOMATICPASSPORTSANDFACILITATIONOFFOREIGNVISAS

SA DIPLOMATIC PASSPORTS AND FACILITATION OF FOREIGN VISAS

SouthAfricanDiplomaticPassportsandforeignvisasforholdersofDiplomaticandOfficialpassports

TheDepartmentcontinuedtofacilitatetraveldocumentsfordiplomaticandofficialpassportholdersnationally.

Approximately1585Diplomaticpassportswereissuedin2006/07and5825visaswererequestedfrom

ForeignmissionsinSouthAfricainrespectofSouthAfricandiplomaticandofficialpassportholders.

• TheSouthAfricanNationalDefenceForcedeployedtroopsforpeacekeepingoperationsinthe

DemocraticRepublicofCongo,Burundi,SudanandEthiopia.

• Officialsfromvariousnationalgovernmentdepartments,provincesandmunicipalitiestraveledto

Germanyforthe2006FIFAworldcup.

• VariousvisitswereundertakentoNewYorkinpreparationforSouthAfrica’selectiontotheUN

securitycouncil


Diplomatic Security

TheEmbassyProtectionUnitof theSouthAfricanPolice

Service was re-branded as the Diplomatic Protection

Unit and elevated to the command and control of the

National Intervention Unit in December 2006. The staff

establishmentoftheUnitwasexpandedfrom26members

to100members,workingon12hourshifts.Nineadditional

vehicleshavebeendedicatedtotheDiplomaticProtection

Unit and official cellular phones have been allocated to

all patrolling vehicles. A 24 hour dedicated command

centre for reporting of crimes by accredited diplomats

was established. This is na area where ongoing work

continues.

Site visits to all chanceries and official residences are

carriedout twiceperday.ThediplomaticProtectionUnit

also provides security for functions hosted by diplomatic

missions.

Annual Stakeholder Meeting

Theannualstakeholdermeetingwiththediplomaticcorps

took place on 20 February 2007 to foster partnerships

towardsimprovedservicesbetweenmissions,international

organisationsandstakeholderDepartments.

Diplomatic Business Process Management (BPM) System

The Directorate: Diplomatic Immunities and Privileges

continued with the development of a Business Process

Management system to institute simplified processes

accordingtointernationalbestpractice.

Developmentandtestingofthefollowingprocesseshave

beencompleted:

• OfficeEstablishment

• DiplomaticVehicleManagement

• CustomsClearanceManagement

• ReciprocityFacility

Anewdiplomaticidentitycardwithhighsecuritystandards,

approvedby theDirector-General ofForeignAffairs, has

beendevelopedinconjunctionwiththeNationalIntelligence

Agency and was registered with the Government

CommunicationandInformationSystem(GCIS).Thenew

Identitycardswillonlybeeffectedwiththerolloutof the

BPMsystem.

Anewdiplomaticvehicleregistrationnumberserieshasalso

beenapprovedbytheDirector-GeneralofForeignAffairsand

willalsobeeffectedwiththerolloutoftheBPMsystem.

• PUBLIC DIPLOMACY

South Africa’s involvement and leadership in different

continentalandinternationalforacontinuestodemandthat

itbeplacedatthecentreofcommunicationseffortsbythe

Department.This will not only assist the country to gain

prominence,i.e.throughthe2010SoccerWorldCup,but

will ensure that the entireAfrican continent continues to

featureinapositivelightinglobalaffairs.

During the yearunder review, in taking further last year’s

developments, the Department continued to improve

its internal communications capacity. Apart from having

increasedbothitsinternalcommunicationsinfrastructureand

human resource capacities, the Department launched an

informativeinternalnewsletter,theDFANow,producingitin

bothelectronicandhardcopyformatthereforeguaranteeing

a wider reach to the Department’s staff, even those with

no access to computers. This initiative took further the

Department’sintentionofkeepingitsentirestaffinformedof

itsmandateandotherissuesthataffectsthem.

Duringthereportingperiod,theDepartmentproducedand

distributedpublicationmaterialssuchastheAnnualReport

2005/06 document, Strategic Plan 2006/2009 document,

Foreign Affairs Budget Vote speech 2006 booklet, the

Desk Calendar 2007,Ambassador BIL Modise’s farewell

booklet, the Heads of Mission profile booklet and the

commemorativepictorialbookletonSouthAfrica’selection

totheUnitedNationsSecurityCouncil(UNSC).

South Africa’s growing role in the international relations

arena was captured through both audio-visual and

photographic documentation of the activities of our

Principals.Theeventsdocumentedincludedincomingvisits

and strategic outgoing visits of President Thabo Mbeki,

DeputyPresidentPhumzileMlambo-Ncguka,andMinister

DrNkosazanaDlaminiZuma.Thefootagewasdistributed

bothtolocalandinternationalprintandaudio-visualmedia

onanongoingbasis,usuallywithinonehourofanevent

taking place, to keep the public and other stakeholders

informedontheseactivities.

In addition, the Department’s annual year-end function

andotherdepartmentalactivities,which includethe2006

16DaysofActivismevent,werealsodocumentedinboth

audio-visualandphotographicformats.

Duringthereportingperiod,theCorporateIdentityManagers

continuedtomonitorandguidetheimplementationofthe

Department’s corporate identity programme as approved

byCabinet.Themajordevelopmentinthisregardisthatall

MinisterDr.NkosazanaDlaminiZumaduringthelivebroadcastoftheDFABudgetVote2007BreakfastBriefing,CapeTown


desktopshavebeenstandardisedandproudlyboaststhe

Department’slogoacrosstheorganisation.

Duringthefinancialyearunderreview,theDirector-General

approvedanextensionofthemandateoftheOperational

ServiceandalsothecreationofaSub-directorateStrategy

Co-ordination and Project Management. The extension

of the mandate necessitated a change in the name of

the Directorate to reflect its extended mandated. The

Directorate Operational Services was therefore renamed

StrategyCo-ordinationandOperationsCentre.

Through the sub-directorate: Strategy Co-ordination

and Project Management the Directorate : Strategy Co-

ordinationandOperationsCentre‘smandateofproviding

mediamonitoringservicestotheMinister,otherprincipals

and the Department at large and missions abroad has

beenextendedtoinclude:

• Overseeingdevelopmentofapublicdiplomacy

strategyandimplementationthereofinSouthAfrica

andinforeigncountriesthroughSouthAfrican

missions

• CreatingsynergybetweentheDFAandother

relevantrole-playersinthemarketingofSouthAfrica

• Provideprojectmanagementservicesforcross

cuttingpublicdiplomacyprojects

The process of constituting the Sub-Directorate: Strategy

Co-ordinationandoperationalservicescommenced in the

lastofthemonthofthefinancialyearunderreviewwiththe

appointmentofaDeputyDirectorandadvertisingofanother

DeputyDirectorpostandthoseoftwoAssistantDirectors.

DuringthereportingperiodthesubdirectorateOperations

Centreproducedthefollowing:

• DailyNewsHighlights:250Reportswerecompiled

fromarticlesinthedailymediaandtransmitted

electronicallyby08.00toallHOstaff,

• DailyNewsBulletins:250Reportswerecompiled

throughtheassessmentandselectionofnewsstories

coveredinSouthAfricannewspapersandwebsites

anddistributetoallendusers,includingmissions

abroad;

• WeekendNewsBulletins:100Reportswerecompiled

byafterhoursstaffonSaturdays,SundaysandPublic

Holidaysthroughassessmentandselectionofnews

storiescoveredinSouthAfricannewspapersand

websitesanddistributedtoMinisterandprincipals

afterhours;

• 1500regionalmediareportsandreviewsforAfrica;

theAmericas;AsiaandAustralasia;andEuropewere

compiledfrominternationalmedianewssourcesand

distributedtotherespectivemissionsandBranches;

DeputyMinisterAzizPahadwiththeDFASpokespersonRonnieMamoepaduringaweeklyMediaBriefing,UnionBuildings,Pretoria



The24-hourOperationsCentre,staffedby12dedicated

staffmembersandsupportedby12additionalafter-hours

staffmembersselectedfromallbranchesalsoactedas

an early-warning centre for the principals reporting on

major incidencesorcrisesand internationaleventse.g.

related to the Mozambique floods; Ukraine & Iranian

plane crashes; USA midterm election results; political

situationontheFijiIslands.Thisincludedthecompilation

of about 1800 two-hourly International News Scans by

monitoringthemediaafterhours.TheInternationalNews

Scans give principals updates on political, diplomatic

and economic developments around the world; major

government changes or cabinet reshuffles abroad; the

opinionsofworld leadersanddevelopments in theUN,

AU, SADC and other multilateral organisations. The

Centrealsoprovidedcontinuouslogisticalsupporttothe

MinisterofForeignAffairsandDeputyMinistersofForeign

Affairs especially onofficial visits abroadandattending

internationalconferencesandsummits.

Duringthereportingperiod,theDepartmentcontinuedto

undertake media research, analysis and speechwriting.

Speeches foranumberof strategicnational, continental

andinternationaleventswerepreparedfortheprincipals.

Amongothers,theseincludedspeechesforthe2006Budget

Vote Speech, the SouthAfrican-Argentina human rights

seminar,addressesat theFirst IOR-ARCAmbassadorial

Working Group and the South African National NEPAD

StrategyWorkshopinJohannesburg

PublicDiplomacyalsoassisted thePrincipalsduring the

President’sStateof theNationDebateand the9thJoint

Bilateral Commission between South Africa and Iran in

PretoriaaswellasthelaunchoftheProgressiveWomen’s

MovementinBloemfonteinandwithlecturesinLondonand

Glasgow.ThePrincipalswerealsoassisted inpreparing

speechesforthe“InternationalconferenceonWomenand

EconomicRecoveryofAfrica”heldinCapeTownandan

address at the Growth and Development Summit of the

CentralKarooDistrictMunicipalityinBeaufortWest.

The Unit also prepared presentations to a meeting of

Business Unity South Africa (BUSA), the South African

Chamber of Business Luncheon in Johannesburg

and at the Sixth ICRC/Department of Foreign Affairs

Regional Seminar on the Implementation of International

HumanitarianLawinPretoria.Intermsofmediaresearch

andanalysis,theUnitanalysedmediatrendsandespecially

thecoverageoftheDepartmentofForeignAffairsandour

internationalrelationsthroughtheservicesofMediaTenor

asaprofessionalserviceprovider.

The Department continued with the management of

the Department’s official web-site: www.dfa.gov.za and

Intranet.AnewdevelopmentistheWebPortalProject.The

objective of this project is to integrate the Department’s

Web-site, Intranet, and Foreign Mission Web-sites and

otherinformationsourcestoformahighlyinteractiveand

information Web Portal. GijimaAst was selected as the

serviceprovidertodevelopthewebsite,Intranetandforeign

missionstemplatesforthewebsite.TheProjectPlanning,

Functional andTechnicalSpecificationof theWebPortal

were done with the involvement of the service provider.

Thedesigns for theDepartment’sWeb-site, Intranet,and

ForeignMissionWeb-sitesaredue to be finalised in the

nextreportingperiod.

TheDepartmentrespondedpromptlytovariousinquiries

regardingconsularissues,scamlettersandtraderelated

issues that were sent to the Department’s e-mails.

In addition the Department undertook the following

activities:

AdditionstotheDepartment’sweb-siteandIntranet:

3957

UpdatestotheDiplomatic

RepresentationLists:

3126

InformationbulletinsdisseminatedtoMissions(BuaNews,CabinetStatements,LetterfromthePresident,EUNewsletter,CommonwealthNews,WorldBankNews,ISSSeminars,SpeechesandMediaStatements):

701

E-mailinquiriesrespondedto: 609

Keeping to the priority areas set by the International

Relations Peace and Security (IRPS) Cluster, the Media

LiaisonUnitincreaseditseffortsduring2006/07toproject

apositiveimageofSouthAfricaathomeandabroad.

During the year under review, the Department, through

its Media Liaison Unit provided ongoing media liaison


andcommunicationsupportservices toPrincipalsduring

incomingandoutgoingvisits.Thesesincludedarrangingfor

mediaopportunitiesfortheprincipalsduringtheexecution

of theirdutiesathomeandabroadwhilstaccompanying

them.

During the reporting period, State visits, Official and

Working visits, Joint Commissions, Bilateral Meetings,

AnnualConsultationsaswellasattendanceoftheMinistry

and Presidency of important international functions

were profiled. Information on official outgoing visits by

the Presidency and the Ministry of ForeignAffairs were

released to the media to inform the nation and world at

large about SouthAfrica’s endeavors internationally and

enhancedthecountry’sstatureinternationally.

The Department‘s Media Liaison Unit organised media

briefings, press Conferences, through the timeous

disseminationofinformationtothemediapro-actively,as

and when it happens (in real time) .The Unit continued

to provide prompt responses to media enquiries and

principal’s needs with only a staff compliment of three

dedicatedmediaofficialsunderthesupervisionoftheChief

Director.Consularrelatedmediaenquirieshaveoccupied

asubstantivepartofourmedialiaisonengagementlargely

concentrating on both print and electronic coverage (i.e.

radioandTVinterviews,mediareleases)

Reports to the Government Communicators Forums,

Ministerial Liaison Forums, Pre- Cabinet Meetings,

Communication Co-ordinating Committee and IRPS

ClusteronactivitiesoftheDepartmentweresubmittedand

discussedandlargelyinformedotherDepartmentsofour

Department’sstrategicapproachtoissuesofinternational

importance.

During the reporting period, Media Liaison Unit working

togetherwithGCISwasattheepicenterofcommunications

forthefollowingactivities:

• Thesecondmentofanofficialtoprovide

communicationandmedialiaisonsupporttothe

SouthAfricanElectionsObserverMissiontothe

DRCElections

• ThesecondmentofanofficialtotheFifthSession

ofthePanAfricanParliamenttoserveaspartof

thecommunicationsupportpersonnel.

Thekeyflagshipmedialiaisonprogrammesfortheperiod

underreviewwere:

• ContinuedhostingandchairingoftheIRPSCluster

MediaBriefingswithdirectvideo–linkbetween

PretoriaandCapeTown.

• CommunicationsaroundSouthAfrica’stenure

attheUnitedNationsSecurityCouncil(UNSC)

withongoingbriefingstothemediaonthework

programmesoftheUNSC,SouthAfrica’spositions

onvariousissuessuchasMyanmar,Iranand

ZimbabweandourPresidencyduringthemonthof

March2007.

• Theconsistenthostingofweeklymediabriefings

byDeputyMinisterAzizPahadoninternational

developments.Positivefeedbackcontinuedtobe

registeredbythemediaandtheattendanceat

suchgatheringsbyvariousinternationalmediaand

foreigncorrespondentshavedisplayedthehigh

levelsofmobilisationbytheMediaLiaisonUnitto

reachuntappedmarkets.

• TheconsistentparticipationinGCISrelated

activitiessuchastheGovernmentCommunicators

Forum,theworkoftheIRPSGovernment

Communicatorsandrenderingofmediaand

communicationsupporttoDepartment’sBranches

asandwhenmediaeventsarescheduled.

Duringthereportingperiod,theDepartmentmarshaledits

energyintoprovidingmediaandcommunicationssupport

servicesto,amongstothers,thefollowingkeyactivities:

April 2006

• VisitbyTanzanianPresidentJakayaKikweteto

SouthAfrica,hostedbyPresidentThaboMbeki

• DeputyPresidentMlambo–Ngcuka’svisittoJapan

andIndonesiaaccompaniedbyalargeSouth

Africanmediacontingent

• TheSecondAfricanPeerReviewMechanism

(APRM)ConsultativeConference,

• TheFifthSessionofthePanAfricanParliament.

May 2006

• TheinteractionbyDeputyMinisterPahadwiththe

HeadsofDiplomaticMissionsandInternational


OrganszationsresidentinSouthAfrica

• AppointmentofMinisterCharlesNqakulaas

FacilitatoroftheBurundiPeaceProcess

• PresidentThaboMbeki’smeetingwithPrime

MinisterTonyBlairforBilateralDiscussions.

June 2006

• PresidentMbeki’shostingofChinesePremier,Wen

Jiabao

• DeputyMinisterPahad’sleadingofSouthAfrican

delegationtoSADCmeetingoftheInter-State

PoliticsandDiplomacyCommittee

• PresidentMbeki’switnessingofthesigningofthe

CeasefireAgreementbetweenBurundiPartiesin

Tanzania

• MinisterDlaminiZumaattendingtheAUExecutive

CouncilofMinistersMeetinginGambiaaheadof

theAUSummit

• TheSA-MozambiqueEconomicBilateral

Commission.

July 2006

• Unveilingof2010LogoinGermany

• WitnessingofWorldCupFinalandhandingOver

Ceremony,Berlin,Germany

• G8meetinginStPetersburginRussia

• HandingOverofAPRMCountrySelfAssessment,

12July2006

• SouthAfricanObserverMissionaheadoftheDRC

Election

• JointITECInter-Sessionalmeetingbetween

RussianFederationandRepublicofSouthAfrica.

August 2006

• RescueMissionfortrappedSouthAfricanand

LesothoCitizensatThabasika,Lesotho

• SADCMinistersCommitteeoftheOrgan(MCO)on

Politics,DefenseandSecurityCo-operation

-SADCMinisterialMeeting.

September 2006

• RussianStateVisittoSouthAfricabyPresident

VladimirPutin

• 61stSessionofUNGA

• NAM

• IBSA

• HostingofIndianPrimeMinister,DrManmohanSingh.

October 2006

• SouthAfrica’selectiontoChairtheNuclear

SuppliersGroup

• SouthAfrica’selectiontotheUNSC(Non-

PermanentSeat)

• Extra-ordinarySADCSummit.

November 2006

• China-AfricaCo-operationSummit

• ProvidedCommunicationandMediaSupporttothe

AfricaForum

• PresidentMbeki’sBilateraltalkswithChinese

PresidentHuJintao

• SA-EUMeeting

• JointInauguralSessionoftheSA-GuineaConakry

JointCommuniquéofco-operation

• WorkingVisitbySudaneseVicePresidentand

PresidentoftheGovernmentofS.Sudan,SalvaKirr.

December 2006

• PresidentMbeki’sdiscussionswithFrenchPrime

Minister,DominiquedeVillepin

• PresidentThaboMbeki’shostingofCanadian

Governor-General,MichaelJean.

January 2007

• The8thOrdinarySessionoftheAUtoPrincipalsin

AddisAbaba

• MinisterDrNkosazanaDlaminiZuma’svisittothe

UnitedStates

• Franco-AfricaSummit.

February 2007

• MeetingoftheCommunityOrganisationsRegional

Network(CORN)

• Franco-AfricaSummitinFrance.

March 2007

• Three-dayInauguralSessionofSA-ArgentinaJoint

Bi-nationalCommission

• SA’sPresidencyoftheUNSCduringthemonthof

March

• Extra-ordinarySADCSummitofHeadsofStates

andGovernments.

The Department has continued to involve its senior

managers (DG and DDGs) in support of these initiatives

througharrangingmediaopportunities for,amongothers,

the International Working Group on the Cot’d ‘Ivoire, the

Comoros Donor Conference, the Burundi Peace Talks

facilitatedbySafetyandSecurityMinisterCharlesNqakula,

aswellastheDRCElections.


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PROGRAMME 4: International Transfers

AIM:Thisprogrammeprovidesforthepaymentoffeesandcontributionstovariousinternationalorganisations.

OUTPUT AND SERVICE DELIVERY TRENDS:

ContributiontoMultilateraldevelopmentandco-operation

Thetransferpaymentsprovidedforandpaidforduringthereportingperiodarereflectedintheannualfinancialstatements

sectionoftheReport(pleaserefertothecontentspage).


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REPORT OF THE AUDIT COMMITTEE

IntermsofitsobligationsaccordingtoTreasuryRegulation

3.1.12, theAuditCommitteereportsas followsoncertain

eventsaswellasitsactionsandfindingsinrespectofthe

financialyearended31March2007.

1. APPOINTMENT OF AUDIT COMMITTEE MEMBERS, MEETINGS AND ATTENDANCE

An Audit Committee for the Department has been

established in accordance with the requirements of

Sections 38 (1)(a)(ii) and 77 of the Public Finance

Management Act. During the year under review the

AuditCommitteecomprisedof3members,allbeingfrom

outside the Public Service. Three additional members

wereappointedinApril2007.

TheAudit Committee meets 4 times per annum and on

an “ad hoc” basis to consider specific matters, as per

its approved terms of reference. The Audit Committee

furthermore met with the Office of the Auditor-General

and the Director-General during the year under review.

TheChairpersonof theAuditCommitteemetonseveral

occasions, individually, with the Head of Internal Audit

and key InternalAudit staff. During the current year 14

meetings,includingmeetingsforspecificpurposes,were

heldandattendedasfollows:

NameofMember NumberofMeetingsattended

MsLBRMthembu,(Chairperson) 14

Mr.ZJojwana,(Member) 7

MrECousins,(Member) 14

2. AUDIT COMMITTEE RESPONSIBILITY

TheAuditCommitteehascompliedwithitsresponsibilities

arisingfromsection38(1)(a)(ii)ofthePFMAandTreasury

Regulation3.1.13.TheAuditCommitteeadoptedtheAudit

Committee Charter read in conjunction with the Internal

AuditCharter,asitstermsofreferenceindischargingallits

responsibilitiesasregulatedtherein.

3. THE EFFECTIVENESS OF INTERNAL CONTROLS

The systems of internal control were evaluated by both

InternalAudit andOfficeof theAuditor-General (external

audit). Significant improvement has been noted in the

implementation of and compliance with the system of

internal controls. The quality of the implementation and

executionofadequatecontrolandworkprocedureshave

significantly improvedalthoughmorecouldbedone.This

isevident fromreported instancesofnon-conformitywith

prescribedinternalcontrolandbestpractice.

The Chief Financial Officer developed a comprehensive

detailedplanasaninterventionmeasuretoremedythematters

of emphasis of the annual financial statements, reported by

theAuditor-Generalinthe2005/6financialyear.Issueswere

prioritisedinaccordancewiththeirmaterialityandfundamental

effectontheoverallmanagementofthedepartment.TheAudit

Committeenotesthatthedepartmenthasmadeconsiderable

progressinaddressingthosemattersemphasisedbytheAuditor

Generalinhis2005/6auditreport.Thefollowingachievements

werenotedduringtheyearunderreview:

1.1 TheintroductionofPerformanceReporting.The

departmentcommencedwiththereportingofits

performanceagainstplannedobjectivesduringthe

2006/7financialyear.Reportingwasundertakenona

six-monthlybasis.

1.2 Theimplementationoftreasurycashflowand

foreignexchangemanagementagreements

concludedwithvariouscommercialbanks.

1.3 Developmentandimplementationofanintegrated

electronicfixedassetregisterincludingbar-codingof

assetsandlistingofassetvaluesintheassetregister,

inaccordancewithNationalTreasuryguidelines.

1.4 Approvalandformalisationofefficientandeffective

policiesandprocedures.

1.5 Comprehensivere-engineeringofoveralltraining

andprofessionaldevelopmentstrategyofmission

andlocaldepartmentalstaff.

1.6 Duringthe2006/7financialyeartheDepartment

undertooksignificantmeasuresinaddressing

PART 4


thefindingsoftheAuditorGeneralwithregard

totheICTenvironment.TheAuditCommittee

furthermoremonitoredandoversawnew

developmentsintheICTenvironmentofthe

departmentduringthe2006/7financialyearbyway

ofastructuredapproachandprogressreports.In

thisregardthefollowingprogresswasnoted:

1.1.1 ThecontinuationofthedeploymentoftheVoice

overInternetProtocolInfrastructurethatwill

eventuallylinkallMissionstoHeadOffice,using

astandardised,unifiedITinfrastructure.Itis

envisagedthatthedeploymentwillbecompleted

duringthe2007/8financialyear.

1.1.2 TheintroductionofWindowsAdvancedServer

2003astheplatformfortheITinfrastructure.

1.1.3 ParticipatingintheSeatManagementService

contractnegotiatedbySITAtostandardise

hardwareutilisedbytheDepartment.

1.1.4 CommencementwithcreationofBusiness

Intelligence.

1.1.5 InitiatingtheautomationofidentifiedBusiness

Processes–BusinessProcessManagement.

1.7 TheAuditCommitteealsomonitoredprogress

intheHumanCapitalManagementBranch

duringtheyearunderreview.Inthisregard,

theAuditCommitteeiscurrentlyengagedin

monitoringthedevelopmentofcomprehensive,

inclusivelong-termandshort-termplansfor

theBranch,includingtheformulationofits

BusinessStrategy.Itisenvisagedthatthe

processwillbefinalisedduringthe2007/8

financialyear.

TheDirector-Generalthroughhisdedicatedleadership,

with the support and assistance of National Treasury

and co-operative effort of executive management,

has made considerable progress in improving the

management and functioning of the Department as a

whole.Thebenefitsderivedfromthesededicatedinputs

andoutputshaveborne fruitascanbeobserved from

improved compliance with legislation and adherence

to due dates by the Financial Department, as well as

a more controlled management of financial data and

processes.

4 SPECIFIC FOCUS AREAS GOING FORWARD

During the ensuing 2007/8 financial year, the Audit

Committee will develop comprehensive and integrated

intervention programmes to focus more attention on the

followingareas:

1.1 Theenhancementandfurtherdevelopmentofthe

HumanResourcesBusinessUnit.Inthisregard

theAuditCommitteewillmonitorthedevelopment

ofasinglestrategicplanfortheHumanCapital

ManagementBranch,thedevelopmentofits

businessstrategyandtheformulationofbusiness

plansforthebranchaswellasbusinessunits

anddirectorates.ItisenvisagedthattheAudit

Committeewillmonitorprogressthroughoutthe

2007/8financialyear.

1.2 ThereportingofPerformanceInformationas

requiredbytheNationalTreasuryandtheAuditor

General.Thecurrentpracticeofreporting

performanceonasix-monthlybasiswillprogress

toquarterlyreportingontheperformanceofthe

Departmentagainstapprovedannualbusiness

planduringthe2007/8financialyear,utilising

effectivemeasuringmethods.

1.3 Improvementofsaferecordkeepingcapacity,

policiesandproceduresincompliancewiththe

prescriptsforarchivingbyacquisitionandutilisation

ofanelectronicdocumentmanagement/registry

system.

1.4 EstablishmentofEnterprise-WideRisk

Managementapproachinmotivatingand

encouragingthecultureofriskmanagementin

compliancewithbestpractice.

1.5 Acquisitionandutilisationofaprofessional

electronicAuditManagementSystemasabasisfor

planningandexecutionofinternalaudits.

1.6 Closescrutiny,monitoringandcontrolofallthe

debtors’outstandingbalances(receivables)as

wellasevaluationofrecoveryactioninorderto

maximisedebtrecovery.ADebtManagement

Committeeiscurrentlyinoperationandan

applicationhasbeenlodgedwithNationalTreasury

fortheintroductionofaneffectiveelectronicDebt

ManagementSystem.


5 QUALITY OF IN YEAR MANAGEMENT AND MONTHLY / QUARTERLY REPORTS SUBMITTED IN TERMS OF THE PFMA AND THE DIVISION OF REVENUE ACT

TheAudit Committee has noted progress in the content

andqualityofmonthlyandquarterlyreportspreparedand

issued by the Department during the year under review,

in compliance with statutory reporting framework. The

Departmenthasimplementedmeasurestofullyimplement

the control basis for the monitoring and attaining of

strategicgoalsandbusinessobjectiveswithinastructured

framework.

6 INTERNAL AUDIT

InternalAuditwaseffectivefortheyearunderreviewand

achieveditsannualoperationalplantargets.Thecapacity

of Internal Audit has been comprehensively increased

and consolidated through the filling of further internal

audit positions. The Internal Audit strategic and annual

operational plans were considered and approved by the

AuditCommittee.AllInternalAuditworkperformedaswell

as Internal Audit reports and quarterly progress reports

werereviewedbytheAuditCommittee.

InternalAudit continuedwithassisting theDepartment in

risk management through conducting risk assessment

and preparation of departmental risk profile, which was

adopted by theAudit Committee. The results of the risk

assessmentwereused todirect InternalAudit effort and

enhance management function. Furthermore, a Fraud

Prevention Plan is being executed in an orderly manner

underthecontrolofaFraudPreventionCommittee.During

the 2007/8 financial year Internal Audit will assist with

implementationofEnterprise-wideRiskManagement.

DuringtheyearunderreviewInternalAuditwassubjected

toanexternalqualityassurancereviewconductedbythe

InstituteofInternalAuditors.ThereviewfoundInternalAudit

togenerallyconformtoall the International Standards for

the Professional Practice of Internal Auditing.

6 EVALUATION OF ANNUAL FINANCIAL STATEMENTS

TheAuditCommitteehas:

• ReviewedanddiscussedwiththeAuditor-General

andtheAccountingOfficertheauditedannual

financialstatementstobeincludedinthereport;

• ReviewedtheAuditor-General’smanagementletter

andmanagement’sresponse;

• Reviewedchangesinaccountingpoliciesand

practices;and

• Reviewedsignificantadjustmentsresultingfromthe

audit.

TheAuditCommitteeconcursandacceptstheconclusions

oftheAuditor-Generalontheannualfinancialstatements

and is of the opinion that the audited annual financial

statementsbeacceptedandreadtogetherwiththereport

oftheAuditor-General.

_______________________________

Londiwe Mthembu

Chairperson of the Audit Committee

Date: 31 May 2007

Documents

PROGRAMME 3: Protocol and Public Diplomacy · on re-engineering its business processes. Particular attention Vote 3: Annual Report 2006-07 20 Department of Foreing Affairs. ... the