An analysis of the Consolidated Annual Board of Survey Report for 2023, posted on the Ministry of Finance website on March 27, 2024, reveals a mixed picture of management efficiency across Uganda’s foreign missions. The report highlights both well-managed and poorly-managed embassies, with significant variances in asset maintenance, financial reconciliation, and general operational efficiency. This first installment focuses on New York, London, Ottawa, Kenya, Tanzania, and South Africa missions.
The Public Finance Management Act 2015, Section 34(4), mandates the Accountant General (AG) to appoint an annual Board of Survey for each mission vote, according to the survey report. This appointment must occur after the close of business on the last working day of each financial year or before the start of business on the first day of a financial year. The purpose is to survey the assets, stores, cash, bank balances, and books of accounts of the vote for the preceding financial year.
For the fiscal year 2022-2023, the Board of Survey completed and submitted reports for 86% of the embassies as of June 30, 2023. This completion rate represents a slight decline from the previous fiscal year (2021-2022), with a submission rate of 89%.
New York Mission: Steady Progress Amid Challenges
The Uganda Mission at the United Nations in New York shows a mix of commendable asset management and areas needing improvement. The survey found that while the asset register is updated, the mission’s properties, including the Uganda House and the official residence, require additional works to meet New York standards. The official residence, currently rented out, generates rental income remitted to the consolidated fund.
“Assets are managed efficiently, with old items being disposed of according to PPDA regulations,” the report states. However, the recommendation emphasizes that all mission properties should be engraved and recorded in the fixed asset register to enhance accountability and asset tracking.
London Mission: Need for Efficient Disposal of Unserviceable Items
The Uganda High Commission in London faces challenges related to the management of unserviceable items. The mission has a list of 145 items recommended for disposal, ranging from household items to equipment. This clutter suggests a need for better inventory management and disposal practices.
The survey’s findings indicated, “Inventory was inspected at the Official Residence and Chancery, but a significant number of items are unserviceable and require proper disposal to improve efficiency and storage space.”
Ottawa Mission: Dilapidated Assets and Congestion Issues
The Uganda High Commission in Ottawa shows significant challenges, with many assets in a state of disrepair. Both the chancery and official residence are rented, while the mission owns two buildings that are badly dilapidated and due for demolition.
“The rented store is small, inadequate, and congested with damaged and obsolete stocks,” the report highlights. Recommendations include automating and updating the physical assets register and disposing of obsolete items to prevent further damage and realize value for money.
Nairobi Mission: Renovation Needs and Asset Management
The Uganda High Commission in Nairobi is grappling with outdated facilities and insufficient storage space. The main office at Riverside is very old and in need of renovations to improve the country’s image. While Uganda House is undergoing improvements, the official residence requires minor fixes.
“The representation car involved in an accident should be written off and replaced, and all assets should be numbered and engraved,” the report recommends. The mission also needs sufficient funds for building rehabilitation and new furniture.
Dar es Salaam Mission: Effective Management and Pending Disposals
The Uganda High Commission in Dar es Salaam has demonstrated effective management in certain areas, but there are pending disposals of obsolete items that need addressing. The mission has maintained a well-updated assets database on the NAVISION system.
“Mission assets are engraved to avoid loss or theft, and the assets database is well maintained and regularly updated,” the report states. However, the team noted that shortlisted items for boarding off were yet to be disposed of, emphasizing the need for timely disposal to prevent further damage.
Pretoria Mission: Budget Constraints and Asset Management
The Uganda High Commission in Pretoria faces challenges related to budget constraints, which have delayed the replacement of critical capital items such as utility vehicles, generators, and solar systems.
“The representational car and X-trail should be boarded off because their mileage has reached the boarding off threshold,” the report recommends. Additional recommendations include closing the NTR account, uploading the asset register on the Navision system, and disposing of obsolete assets.
Conclusion
The Consolidated Annual Board of Survey Report for 2023 highlights the varied performance of Uganda’s foreign missions, revealing both strengths and areas needing improvement. Efficient asset management, timely disposal of obsolete items, and adequate funding for renovations are crucial for enhancing the operational effectiveness of these embassies. As Uganda continues to evaluate and improve its foreign missions, ongoing support and accountability measures will be vital to achieving these goals.
“Efficient management of our foreign missions is crucial for maintaining Uganda’s image and ensuring effective diplomatic operations,” a spokesperson from the Accountant General’s Office noted. The report underscores the importance of regular updates to asset registers, efficient disposal practices, and sufficient funding to address the challenges faced by these missions.
Other missions, including Kigali, that have been surveyed will be analyzed in subsequent reports to provide a comprehensive assessment of their management practices and challenges.
