Table of Content s4

Table of Content

Description Page

1. Background ………………………………………..……… 1

2. Vision and Mission of DARO …………………………………… 2

3. Organizational Structure of DARO ……………………………… 3

4. Staffing …………………………………………………………... 4

4.1 Staff composition by gender ………………………..………. 4

4.2 Classification of staff by educational back ground…..……… 5

5. Power and Duties of the Organization …………………………… 5

5.1 Notarial Activities (Duties) ……………..……………………5

5.2 Other Power ……………………………..……………………6

5.3 Detail service rendered ………….………..…………………..6

6. Institutional Transformation and Success of DARO………………8

6.1 Institutional transformation……………..………………….....8

6.2. Success of DARO……………………….…………………..10

7. Evidence and witness for Success of DARO…..…………………11

8. Future Plan of DARO Regarding

Improvement of Service Delivery………………………………...12

1. Background of DARO

As of other countries of the world, the services of authentication, and registration of juridical acts were introduced to Ethiopia in 1936/37 which is long before the coming into force of the Ethiopian modern codes including the Civil code which highly required the services indicated.

From 1970 up to 2003 the service of authentication and registration of juridical acts in Ethiopia were done by an institution called with different names at different times according to the matter that such an institution were organized under different governmental organization.

Since 2003 the office was organized by proclamation No. 334/2003 with the name Documents Authentication and Registration Office /DARO/. According to this proclamation the Head of the office was assumed to be appointed by the city Government of Addis Ababa. This office was strictly given the power to provide service of notary on the Federal Jurisdiction /Addis Ababa and Diredawa city Administrations.

The Document Authentication and Registration Office recognized under FDRE Ministry of Justice so as to carry out its powers and duties which has been enshrined in the proclamation since 2005.

It is known that Document Authentication and registration office provides a number of services with high quality and legal services with high speed and proper procedure.

DARO have accomplished high capability scheme to satisfy its customers. In doing so it has opened head office and six branch offices that are found in Addis Ababa and one in Diredawa.

DARO play a great role in facilitating smooth operation of the emerging market economy. The service given by the organization endorse the development of the country by protecting the people and their property and facilitating economic exchange and making a prompt change for justice system and finally promotes the supremacy of law.

2. Vision and Mission of DARO

Vision

To see the work of documents authentication and registration by making it more reliable, modern, speedy, exemplary to other and further to enhance its service provision in improved and continual model office.

Mission

·  In accordance with the relevant laws and principles of service rendering serve the society in honesty, gentility, transparently and justifiable manner in order to render speedy service;

·  To undertake every kind of legal contracts and agreements by organizing the service of documents authentication and registration in a modern and suitable manner; and

·  For the success of overall development activities to contribute a citizen duty and collect money that will be spent for the countries development.

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3. Organizational Structure of DARO

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4. Staffing

To fulfill its mandate, the office has currently employed 328 staff. The following table illustrates the number of staff distributions:-

Table 1

4.1. Staff composition by Gender

Table 2

The office is aware of the importance of gender equality and raising awareness s about gender issues. The analysis recalls that, 57 percent of the staff is female.

4.2. Classification of staff by educational back ground.

Table 3

In concern of the level of qualification, the above table shows that Diploma and B.A holders occupy the majority of the office.

5. Powers & Duties of the Organization

Powers & Duties vested up on the Documents Authentication and Registration Office (DARO) emanates from the Proclamation No 334/2003, under Articles 21 and 4.

These are;

5.1 Notarial Activities (Duties)

Notarial activities include the following;

·  To authenticate and register documents;

·  To verity copies of documents against their original and register the same;

·  To administer oath and receive affidavits and Register the same;:

·  To keep custody of specimen of signature and/or seal upon request by those concerned;

·  To ascertain the capacity, right and authority of persons who are about to sign or who have signed documents submitted for authentication;

·  To ascertain the legality of documents submitted for authentication;

·  To ascertain with respect to contracts made to transfer properties for which title certificates are issued under the law:

Ø  The right of the transferor to transfer the property; and

Ø  That the property is not Mortgaged or pledged or that such property is not attached by a court order (injunction)

·  To provide information upon request by authoritative or appropriate organ about authenticated and registered documents:

·  Other similar activities.

5.2 Other Powers

·  Draw up model documents pursuant to Article 17 of this Proclamation, as be necessary;

·  Enter into contact;

·  Own and transfer property;

·  Carry out other activities necessary for the attainment of its purposes.

5.3 Detail Services Rendered

Usually Documents which are listed down below subjected for Authentication & Registration. These are;

5.3.1.  Memorandum & Article of Association of Business Organization

For;

·  Share company,

·  Private Limited Company,

·  General Partnership,

·  Limited Partnership,

·  Joint Venture,

·  Ordinary Partnership, and

·  Sole Proprietor ship

5.3.2.  Minutes of Business & Non Business Organization;

For;

·  The above mentioned Business Organizations

·  Non Profit making Organizations ( Local & Int. NGOS)

5.3.3.  Other Contracts & Agreements;

·  Sale & donation of immovable Special movable properties (Building, House, Car, Machinery, and Transfer of lease right etc…)

5.3.4.  Power Of Attorney & Their Renunciation

For;

·  General Power of Attorney,

·  Family Power of Attorney,

·  Lawyers Power of Attorney, and

·  Their Renunciation.

5.3.5.  Public will, Affidavit, Declaration and their revocation.

5.3.6.  Verifying Copies of Documents

5.3.7.  Registration of

·  Injunction,

·  Pledge Contracts,

·  Mortgage Contracts,

·  Lawyer’s License,

·  Sample Signature, and

·  Their Revocation and cancellation.

All the above noted detail services have their own standardized and recognized work flow. For instance; among others, the following work flows are selected.

·  Work flow with injunction

·  Work flow without injunction

Example One; Work flow with injunction for the sale of immovable property

Example Two; Work flow without injunction for general power of Attorney

6.  Institutional Transformation and Success of DARO

6.1. Institutional transformation

6.1.1.  The organization before Civil Service Reform

The Service provision by the organization before civil service reform was inefficient and ineffective. According to the record the service is much

·  Bureaucratic, Time Consuming, and Costly,

·  Enormous delay, for instance; a single case demanding time was on average three days. As a result, the total number of cases served per day was maximum only 30 per a day.

·  Always continuous and prolonged time consumption, and

·  Crowded and inconvenient for both employees and clients.

6.1.2.  After Implementation of Civil Service Reform

Based on the Government policies and Strategies specially focusing on Civil Service Reform programme, the organization adopted;

·  Implementation of quick wins.

·  Attitudinal change of man power (employees) and

·  Decentralization of the public service, as a result the number of cases handled and customers served radically increased.

Finally; the Organization has become a good model in the area of service rendering out of Government and Non- Government Organizations.

6.1.3.  After the conduct of Business process Reengineering (BPR)

·  Like other Government Organizations, DARO has conducted a study of BPR in 2008.

·  After accomplishing the study, DARO has started its BPR study implementation in 2010 as pilot programme,

·  After evaluating and testing the pilot programme, the study documents were revised and amended accordingly,

·  Currently, the Organization (DARO) has been fully implementing the full scale of study (BPR) since the beginning of 2011, and

·  Assessment was conducted during the implementation of the pilot program based on the Performance Base Line indicators, i.e.; Time, Quality, Quantity and Cost yardsticks and it has indicated and approved the accuracy of the Business Process Re-engineering (BPR).

6.2. Success of DARO

DARO transformational strategy includes the three critical /strategic issues were identified and prioritized for action and intervention such as:

·  Improving effectiveness and efficiency

·  Reducing the service time to clients

·  Eliminating corrupt practices and other offences to clients.

Such strategic plan was implemented by taking change initiative activates. The major factors that make our organization successful in service delivery are:

·  Regular meeting with staff to evaluate performance

·  Staff training in targeted programs

·  Improvements in the systems and procedures

·  Delegation of power

·  Introduction of flexible work assignments

·  Design of standard application forms

·  Introduction of and publicizing of rule –based processes

·  Introduction and application of zero tolerance concept and staff awareness on corrupt practices and other offences to customers

·  Computerization; automation of core business process of the organization

However, the office is still in the process of moving forward in a re-engineering process, where it has started implementing the new BPR study and continued improvement of service delivery with the support of information technology.

The major indicator for our performance of success by practicing change initiative activates are:

·  Currently, the number of people served per day increased from 30 to 2000. The new BPR study and automation of the core process of DARO will take this success further in the near future.

·  The service time for the authentication and registration of business organization establishment documents reduced from 17 to 3 hours and other documents from 45 to 20 minutes.

7. Evidence and witness for Success of DARO

DARO has been recognized and certified by a number of national and international organizations for its outstanding public service delivery. These organizations have testified to DARO’s success and good performance by honoring it with various awards.

All of them have stated their reasons for awarding and recognizing DARO in written statement on the certificates. For instance,

·  Certificate issued by Ethiopian Quality Award (EQA) read as “For demonstrating organizational excellence, outstanding practice and high commitment in meeting and achieving results based on seven fundamental criteria of EQA” and

·  Certificate issued by UN-Habitat Best Practice Database read as:

“For being a leading institution in implementing government polices and civil service reform programs and providing effective and efficient civil service to the public”

As stated in the certificate issued by EQA the seven fundamental criteria of EQA that makes our office certified are:

·  Leadership

·  Policy and strategy implementation capacity

·  Resource management

·  Process Management

·  Customer Focus

·  Business performance

·  Impact on society

In addition to the above recognition and awards DARO is also recognized by other institutions like:

·  UN-Financial and private sector presidency

·  Ethiopian Civil Service Collage

·  Ministry of Federal Affair

·  Addis Ababa City Government

·  Vision Ethiopia Congress for Democracy and others…

8. Future Plan of DARO Regarding Improvement of Service Delivery

·  Full implementation of standard format for all services rendered by the office.

·  In order to gain best performance with a highly qualified service delivery, DARO has developed document re-verification system software in addition to the already implemented document authentication and registration system software. The new system is completed and ready to be operational. Therefore in the near future we have a plan to implement such a system in order to re-verify case documents that are re-sent to the office from different governmental and non-governmental organizations such as Banks, Insurance companies, justice bodies etc… get a benefit from this system by preventing them from incorrect evidence or forged.

·  Giving online service for clients by letting them to fill application form from our website regarding the type of service that the client want to get and submitting their application to our database. This system will reduce our service delivery time at least by 50% of the time that DARO currently achieved. Quality and cost consciousness is also other benefits of such a system.

·  Implementing balanced score card techniques for measuring activities done by each employee’s, departments in group and the office as a whole.

·  Decentralizing services

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