G.P.

FORM 40A
REPUBLIC OF MALAWI
EMPLOYEE PERFORMANCE APPRAISAL FOR GRADES A TO K
(To be completed in duplicate)
Purpose of Report
(Circle the applicable)

Annual _________________

Special _________________________________________
(Specify)

Report for the period from ______________________ to ___________________________________________________

PART A
PERSONAL DATA
(To be completed by the employee)
1.

Full name (Surname first in Block Capitals) ___________________________________________________

2.

Ministry and/or Department _________________________________________________________________

3.

Title and grade of post _______________________________________________________________________

4.
Date
of
appointment
_________________________________________
5.
Main
strengths
or
_____________________________________

or
major

promotion

to

accomplishments

6.
Skills
to
continue
__________________________________________________________________

in

present

position

this

position

to

develop

7.
Areas
of
interest
to
career
development
over
the
next
5
years
__________________________________
_______________________________________________________________________________________________________
8.
I
certify
that
the
__________________________________________________

above

information

is

correct

Date _________________________________ Signed _________________________________________________________

PART B

PERFORMANCE ASSESSMENT
Instructions: (To be completed by the Supervisor and discussed with the Employee being
appraised)
(a) Review the employees work plan prior to commencing.
(b) Every employee has strong points as well as areas for improvement and it is equally important for
the employee and the service that both should be recognised.
(c) Where it is not possible to answer a question, insert N.A. (not applicable) or N.O. (no opportunity for
assessment). The comments are important and the supervisors are particularly asked to give a frank
and considered statement, as the reports will reflect on both.

How
long
has
the
employee
___________________________________________________________

1.
No
.

worked

for

you?

Achievement of objectives and/or Outputs Agreed in the Work plan

Objectives Actually Achieved
Performance Cycle

during

Scor
e

Comments by Assessor

1
2
3
4
5
6
TOTAL SCORE OUT OF 60

2.
No
.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
40

Performance Factors (10 factors from Work plan)

Performance Factors

Score
(1-4)

Comments by Assessor

Knowledge of duties
Initiative
Judgement
Capacity
for
accepting
responsibility
Control of resources (Materials
and Transport)
Control of resources (Financial,
Stores, MPSR & Procedures)
Organisation of work
Relations with others
Relations with the public
Output/Quality
Strategic thinking
Innovations
Leadership
Management of subordinate
staff
TOTAL SCORE OUT OF

FINAL SCORE OUT OF 100: Total Score for (1) + Total Score for (2) =

PART C
OVERALL RATING AND COMMENTS
PERFORMANCE
LEVEL

POINTS

DEFINITION

Exceptional

85-100

High

65-84

Acceptable

50-64

inconsistent

25-49

Exceptional level of performance

distinguished by all job accountabilities
being developed to fullest potential
Agreed objectives are exceeded and
performance is intelligently integrated
with total activities of the
Meets accountability requirements and
agreed targets.
Insufficient objectives are met and the
employee needs to improve skills,

ACHIEVED
RATING
(Slot
aggregate
score to appropriate
level)

effort or both.

Progress Review

1.
(i)
(ii)

Key achievements since last progress review:

2.
(i)
(ii)

Problems/obstacles/constraints affecting performance:

3.
(i)
(ii)

Action taken to solve or remove problems/obstacles/constraints:

4.
(i)
(ii)

Main achievements required for next Progress Review:

This is to confirm that this report was shown to, and discussed with the officer being appraised. (the
officer being appraised may wish to make general observations, if any, in the space provided below.)
COMMENTS: __________________________________________________________________________________________
_______________________________________________________________________________________________________
Date
________________________________
__________________________________________________________
Officer being appraised

Signed

Date _________________________________ Signed _________________________________________________________

Reporting Officer

PART D
RECOMMENDATIONS
(To be completed by the supervisor)

Suitability for Promotion: Exceptional ___ Suitable ____ more experience required ________ Unlikely
_____
Development Plan/Training Needs: (courses and job exposure)
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
Date: _____________________________

Signed: __________________________________________________
Reporting Officer

Agree/disagree with the Reporting Officers report

Date: _____________________________________ Signed: __________________________________________________
Principal Secretary/Head of Department

G.P. FORM 40 A
WORKPLAN/PERFORMANCE FACTORS FORM
(Add additional pages if necessary)
Grades A to K
Time

Period:

____________________________
Name:

_________________________________

Job

Title:

_______________________________________________
Ministry

_________________________________

Grade:

Branch or Unit: __________________________________________

_________________________________

Work

Location:

___________________________________________

No

Performance

Factors

(Select

10

most

relevant)
1
2
3
4
5
6

Grades A-K
Knowledge of duties
Initiative
Judgement
Capacity for accepting responsibility
Control of resources (Materials and Transport)
Control of resources (Financial, Stores, MPSR &

7
8
9
10
11
12
13
14

Procedures)
Organisation of work
Relations with the public
Output/Quality
Output/Quality
Strategy thinking
Innovation
Leadership
Management of subordinate staff

Objectives (Agree upon up to 6)

Allocate

Grades A-K
1.
2.
3.
4.
5.
6.

60 Points

Signed __________________________________
Signed ____________________________________
_____________
Officer
Reporting Officer
Date

WORKPLAN
N
O
1

KEY RESULT AREA

ACTION/SPECIFIC
OBJECTIVE

PERFORMANCE
INDICATOR

TARGET DATE

Confidential

G.P. FORM 40B

REPUBLIC OF MALAWI
EMPLOYEE PERFORMANCE APPRAISAL FOR GRADES L TO R
(To be completed in duplicate)
Purpose of Report
(Circle the applicable)

Annual ___________________________ Special ________________________________________

(Specify)

Report
for
the
period
___________________________________________

from

_____________________________________________

to

PART A
PERSONAL DATA
(To be completed by the employee)
1.

Full
name
(Surname
first
in
Block
___________________________________________________________________

Capitals)

2.

Ministry
and/or
Department
____________________________________________________________________________________

3.

Title
and
grade
of
post
__________________________________________________________________________________________

4.

Date
of
appointment
or
promotion
___________________________________________________________

5.

Main
strengths
or
major
accomplishments
_______________________________________________________

to

present

position

this

position

in

_____________________________________________________________________________________________________________________
_____________________________________________________________________________________________________________________
6.

Skills
to
continue
to
____________________________________________________________________________________

7.

Areas
of
interest
for
career
development
____________________________________________________

over

the

next

develop
5

years

_____________________________________________________________________________________________________________________
8.

I
certify
that
the
above
information
___________________________________________________________________

is

Date
_______________________________________
________________________________________________________________

PART B
PERFORMANCE ASSESSMENT
Instructions: To be completed by the Supervisor and discussed with the Employee being appraised
(a) Review the employees work plan prior to commencing.

correct
Signed

(b) Every employee has strong points as well as areas for improvement and it is equally
important for the employee and the service that both should be organised.
(c) Where it is not possible to answer a question, insert N.A. (not applicable) or N.O. (no
opportunity for assessment).
The comments are important and the supervisors are particularly asked to give a frank and considered
statement, as the report will reflect on both
How
long
has
the
employee
_____________________________________________________________________

NO
.

Performance Factors (10)

Knowledge of duties

Initiative

Judgement

Capacity for accepting responsibility

Control of
Transport)

Control of resources (Financial, Stores,

MPSR & Procedures)

Organisation of work

Relations with others

Relations with the public

10

Output/Quality

11

Strategic thinking

12

Innovation

13

Leadership

14

Management of subordinate staff

resources

(Materials

Score
(1-4)

worked

for

Comments by Assessor

and

TOTAL SCORE OUT OF 40

Final Score Grade LR

PART C
OVERALL RATING AND COMMENTS
PERFORMANCE
LEVELS

POINT
S

DEFINITION

Exceptional

85-100

Exceptional level of performance

distinguished by all job accountabilities
being developed to fullest potential
Agreed objectives are exceeded and
performance is intelligently integrated
with total activities of the wider group
or division/section
Meets accountability requirements and
agreed targets.
Insufficient objectives are met and the
employee needs to improve skills,
effort or both.

High

65-84

Acceptable

50-64

Inconsistent

25-49

ACHIEVED RATING (Slot

aggregate
score
to
appropriate level)

you?

Progress Review
1.
(i)

Key achievements since last progress review

(ii)
2.
(i)

Problems/obstacles/constraints affecting performance:

(iii)
3.
(i)

Action taken to solve or remove problems/obstacles/constraints:

(ii)
4.
(i)

Main achievements required for next Progress Review:

(ii)
This is to confirm that this report was shown to, and discussed with the officer being appraised. (The
officer being appraised may wish to make general observations, if any, in the space provided below)

COMMENTS: __________________________________________________________________________________________
_______________________________________________________________________________________________________
Date ____________________________________

Signed ___________________________________________________
Officer being appraised

Date ____________________________________

Signed ___________________________________________________
Reporting Officer

PART D
RECOMMENDATIONS
(To be completed by the Supervisor)
Suitability for Promotion: Exceptional _____ Suitable ___ More experience required ___ Unlikely___
Development Plan/Training Needs: (Courses and job exposure)
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
_______________________________________________________________________________________________________
Date:

_________________________________

Signed: ________________________________

Reporting Officer
I agree/disagree with the Reporting Officers report.
Date: ____________________________________

Signed: ________________________________________
Principal Secretary/Head of Department

G.P. FORM 40B

WORKPLAN/PERFORMANCE FACTORS FORM
(Add additional pages if necessary)
Grades L to R
____________________________

Time

Period:

Name:

____________________________

Job Title: ______________________________

Ministry:

____________________________

Branch or Unit: ________________________

Grade:

____________________________

Work Location: _________________________

No

Performance Factors (Select 10 most relevant)

Grades L-R

Knowledge of duties

Initiative

Judgement

Capacity for accepting responsibility

Control of resources (Materials and Transport)

Control of resources (Financial, Stores, MPSR & Procedures

Organisation of work

Relations with others

Relations with public

10

Output/Quality

11

Strategic thinking

12

Innovation

13

Leadership

14

Management of subordinate staff

Signed _____________________________
Officer

Signed _______________________________ ___________________

Reporting Officer
Date

PERFORMANCE AGREEMENT FORM

SECTION {A}
PREAMBLE
THIS

Agreement

is

entered

into

for

the

period

from to ..
between
(

the

hereafter

Government
referred

to

of
as

the

Republic

the

holding

Malawi

Employer)

..(referred
Employee)

of

the

to

as

post

and
the
of

. in the Ministry /Department of

...
SECTION [B]
MINISTRYS /DEPARTMENTS VISION AND MISSION
1. Vision:

2. Mission:

SECTION [C]
MINISTRYS STRATEGIC OBJECTIVES/OUTCOMES
N
o.
1.
2.

STRATEGIC OBJECTIVES/OUTCOMES

3.

MISSION OF THE DEPARTMENT/DIVISION/SECTION/UNIT OF

THE POSTHOLDER
The Mission of Department/Division/Section/Unit is

SECTION [D]
KEY DUTIES AND RESPONSIBILITIES (JOB DESCRIPTION)
Purpose of the Post of

The primary role of the post ..

..
Specific Duties and Responsibilities:1.
..
2. .

.
3.

4.

5.

SECTION [E]
WORKPLAN
During the period .. to .the
work plan for the will be as follows:(a)

Agreed Objectives (Not more than six)

(b)
Serial
No.

Key Result
Areas

Action/Sp
ecific
Objective

Performa
nce
Indicator

Target
Date

Critical
Assumpt
ions

1.
2.
3.
4.
5.
6.
7

(b)

Performance Factors (Tick the ones most relevant to your

job. Not more than 10)
N
o
1
2
3
4
5
6

Performance Factors
Knowledge of duties
Initiative
Judgement
Capacity for accepting responsibility
Control of resources (Materials and
Transport)
Control of resources Financial, Stores,
MPSRs and Procedures

Most Relevant
Factors

7
8
9
10
11
12
13
14

Organisation of work
Relations with others
Relations with Public
Output/quality
Strategic thinking
Innovation
Leadership
Management of subordinate staff
SECTION [F]
AGREEMENT

Name of Officer
Signature:

Designation:

Date:

Manager s/Supervisors Name

Signature:

Designation:

Date:

.
Counter Signing Officers Name
Signature:

Designation:

Date: