The National Health Services (N.H.S.) is looking to New Zealand authorities to help with the return of a staff member accused of being involved in the alleged theft of thousands of tala.
In a letter addressed to certain heads of departments and leaked to the Samoa Observer yesterday, N.H.S. General Manager, Leota Laki Sio, has called for the termination of the worker involved in the alleged theft.
Titled Investigation of MT2 Revenue collection process the letter outlines Leota’s review of the report compiled by the Principal Officer of the Internal Audit Department and his subsequent recommendations.
The letter casts a wide net – catching in it a number of departments that “also failed to do their part.”
While the General Manager has internally addressed the issue, he has yet to respond publically to questions from the Samoa Observer about the allegations, except to confirm the investigation.
Last week, the Samoa Observer broke the story that the money had been allegedly stolen from the Savai’i – the second time this has happened. Two former staff members were convicted last year of the same crime.
However, in an email to the Samoa Observer, Leota confirmed that the N.H.S. was conducting an investigation into the missing money.
The General Manager said the Services’ investigations should have been completed on Monday. He would then “be in a better position to respond to (my) request.”
However, as of yesterday no answers to the questions that were emailed through to Leota were forthcoming.
A follow-up phone call made to his secretary revealed that he had taken leave until next Monday.
Attempts were made to reach the Director General of Health, Leausa Dr. Take Naseri, but he was busy and did not respond by press time.
While there has been no official comment, a government source leaked an internal letter addressing the issue written and sent out by the General Manager.
In it, Leota approves a nine-pronged course of action.
“In view of the outcome of the investigation, I am approving the following course of action,” the letter reads. “I.A.D. and Finance to continue the investigation to cover the previous period until a full amount misappropriated is determined.
“This investigation to start immediately.
Ensure appropriate competent senior officers are assigned so that it can be completed within the next two weeks.”
Furthermore, Leota requests that the Manager of Finance liaise with Acting Manager Savai’i on an arrangement for the supervision of the Finance Team in MT2 Immediately.
“A senior finance officer from Apia should be dispatched to MT2 tomorrow morning to supervise the operation until this investigation is completed,” the General Manager writes.
“The officer to be accommodated accordingly and can return home on the weekend before returning to Savai’i on Monday morning.”
He requests that the Human Resource (H.R.) department provide a full report on the process of leave by the staff member that have left the country with all supporting evidence by last Tuesday.
“Overseas leave for all staff members implicated in the report be suspended until the completion of this investigation,” he writes.
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“H.R. to note this directive. H.R. to liaise with the New Zealand (N.Z.) Immigration on locating the (staff member) that have [sic] left for N.Z. to request how they could be returned.”
In regards to said staff member, Leota has called for her immediate termination.
“(And) to pay the full amount misappropriated within 14 days. Failure to do so will leave N.H.S. with no other option but to pursue legal proceedings for recovery.
Inform her in writing.”
For the Manager Savai’i, the General Manager writes that he has obtained an explanation from her and it appears the claim in the I.A.D.’s report is not correct and therefore she is cleared from the allegation of borrowing funds as reported.
Another staff member has been asked to provide a report on his role and the failure to adhere to the internal control measures in place.
“He will also need to confirm the amount he borrowed,” the letter reads. “This report to be in by Wednesday, 10th December 12:00pm.
“For the rest of the staff, the I.A.D. will need to obtain written confirmation from all other staff to confirm or otherwise the amounts they borrowed before a decision can be made for them.”
The letter is reprinted in full below:
Monday 8th December 2014
To: Manager HR Manager Savaii Manager Finance PO Internal Audit Division Copy: All Managers
Topic: Investigation of MT2 Revenue collection process
I have received the report by the PO-IAD and it appears there have been serious breaches of the mechanism by officer mentioned. The period under investigation has revealed an estimated total of $6,800 and this is quite alarming. There is a need to continue the review of previous months to check whether there were any further misappropriations done.
The report also shows the carelessness in the monitoring mechanism in place especially in areas identified as high risk which include this practice. This was also highlighted in the investigation of the previous case in Savaii and the lessons learned strengthened the system to minimize potential misappropriation. Contrary to that understanding, failure on the part of those with responsibilities to closely monitor the system has contributed largely to this.
Apart from those mentioned in the report, other parties that also failed to do their part are:
- The Revenue Section in Apia for not checking the sub-receipts before posting as this could have identified the altered amounts of these receipts. My concern here is if this is the practice then this risk may be happening to other areas as well.
- IAD for not being attentive to this risk especially when it happened before and therefore spot checks to review the process should have been a regular part of its program.
- Finance for not making regular visits to Savai’i to conduct regular reviews of the system and checking for any inconsistent or abnormalities as part of its normal monitoring.
Finance also failed to compile appropriate data of revenue collection on a regular time period so that it also able to review the trends and again observe any changes especially irregularities identified which may trigger warning signals - HR in this case for not acting immediately on this case when directed and given that there are still gaps in the explanation provided when the officer implicated applied for leave, it could strongly indicate colluding between and amongst staff and these actions can not be tolerated as it constitutes a serious breach of the procedures in place.
Finance and HR will note my concern on this area and my decision about 3 months ago to fast track Mr. ----- on the job training during the 2 days in Apia appears to be falling on deaf ears.
Nevertheless, the options recommended and appropriate disciplinary actions should be carried out so that this practice can be discouraged and discontinued in the future.
In view of the outcome of the investigation, I am approving the following course of action.
1. IAD and Finance to continue the investigation to cover the previous period until a full amount misappropriated is determined. This investigation to start immediately. Ensure appropriate competent senior officers are assigned so that it can be completed within the next 2 weeks.
2. Manager Finance to liaise with Acting Manager Savai’i on an arrangement for the supervision of the Finance Team in MT2 Immediately. A senior finance officer from Apia should be dispatched to MT2 tomorrow morning to supervise the operation until this investigation is completed. The officer to be accommodated accordingly and can return home on the weekend before returning to Savaii on Monday morning.
3. HR to provide a full report on the process of leave by the staff member that have left the country with all supporting evidence by 3:00pm Tuesday, 8th December 2014.
4. Overseas leave for all staff members implicated in the report be suspended until the completion of this investigation. HR to note this directive.
5. HR to liaise with the NZ Immigration on locating Ms ----- ------ that have left for NZ to request how they could be returned.
6. For Ms ---- -----:
1) Termination of service immediately 2) To pay the full amount mis-appropriated within 14 days. Failure to do so will leave NHS with no other option but to pursue legal proceedings for recovery
3) Inform her in writing
7. For the Manager Savaii – I have obtained an explanation from her and it appears the claim in the IAD’s report is not correct and therefore she is cleared from the allegation of borrowing funds as reported.
8. For ----- ----- – to provide a report on his role and the failure to adhere to the internal control measures in place. He will also need to confirm the amount he borrowed. This report to be in by Wednesday, 10th December 12:00pm.
9. For the rest of the staff. The IAD will need to obtain written confirmation from all other staff to confirm or otherwise the amounts they borrowed before a decision can be made for them.
HR to inform all officers mentioned immediately and to note the due date and time for submission of their respect reports.
Leota L Lamositele-Sio General Manager
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