Volume #15 - 4.|
CONDUCT OF EXTERNAL RELATIONS
Extract front Minutes of Meeting of Heads of Divisions|
June 24th, 1949|
39. Mr. Moran said that an Establishments Committee would be set up to examine the personnel requirements of Divisions in Ottawa and Offices abroad with a view to producing a personnel establishment by numbers and ranks for the Department and all our missions. It was recognized that considerable flexibility would have to be permitted to care for shifting burdens of work but such establishments were necessary to permit long-term planning for recruiting, postings and promotions. 40. Mr. Moran explained that in the immediate postwar years it was accepted by the Civil Service Commission and Treasury Board that large intakes of all ranks would be necessary to enable our programme of expansion to be carried out. Consequently, little difficulty was experienced when submitting our requirements for additional officers. We have now been advised that any further expansion will be subjected to the closest scrutiny and we have been encountering some difficulty in obtaining approval for our present request for twenty-two more junior Foreign Service Officers. After prolonged discussions and the preparation of a number of memoranda, we were successful in having the Civil Service Commission certify to Treasury Board that it was satisfied, after examination, that these additional officers were necessary.
41. When the item was placed on Treasury Board agenda, they asked for additional supporting evidence which was supplied. The Board, at this week's meeting, decided that this was a matter of such importance, particularly at a time when efforts were being made to reduce the size of the Civil Service, that our application would have to stand over until next week's meeting3 when all of the Ministers would be present.
42. It was explained in our submission to Treasury Board that among the factors which have contributed to our existing personnel deficiencies are:
(1) Wastage by transfers and attachments to other establishments amounting to twelve during the past year.
(2) Separations-Three officers;
(3) New Offices Abroad;
(4) Specialized Training-Soviet Union, Middle East, Far East;
(5) International Conferences;
(6) Atlantic Pact;
(7) General Understaffing-both in Ottawa and abroad;
(8) Replacements for Retiring Officers.
The Secretary of the Treasury Board has supplied some written comments on our brief in which he is in general agreement with most of our arguments but it is interesting to note that on the heading of Understaffing he comments as follows; "I am somewhat concerned at the comments you make on understaffing, as we had not derived a general impression that either your offices abroad or the Department at home was currently short of staff-at least not by comparison with other Departments. However, I understand that it is the intention of the Department to examine required establishments, both at home and abroad, in considerable detail in the next year or two, and no doubt this detailed review will supply the only sort of answer that is satisfactory in regard to a question of this kind."
3La rèunion des chefs de direction n'eut pas lieu la semaine suivante. Et comme les comptes rendus des quatre rèunions ultèrieurs manquaient, aucun rappel rte fut effectué. Les nominations furent ratifièes par le Conseil du Trèsor, lequel, plus tard au cours de 1'annèe, règla an autre problème soulevé par 1'expanvion d'après-guerre-la rapidité du tan des promotions au sein du ministère des Affaires extérieures. The Heads of Division did not meet in the week following, and records of the next four meetings are missing, so there was no follow-up report. The appointments were approved by Treasury Board, which later in the year devoted similar attention to the rapid rate of promotion in the Department of External Affairs, another consequence of the postwar expansion.