STATISTICS from the Electoral Commission of Namibia (ECN) indicate that 91% of eligible voters in the country registered to vote in this year’s election. This week, New Era’s Lahja Nashuuta (LN) touched base with the man of the moment, Peter Shaama (PS), who alongside his officials carries the burden of delivering credible, free and fair elections. From where he stands, it is all systems go!
LN: This is the first time since independence, that Namibia recorded higher voter registration. What are some contributing factors towards this notable achievement?
PS: Firstly, technology. The Commission deployed the Integrated Mobile Voter Registration System (IMVRS) for the 2024 General Registration of Voters and the Presidential and National Assembly. This system interfaces the voters’ registration, nominations, registration of political parties, verification of voters, and election results management applications.
By utilising mobile technology, the IMVRS has made voter registration more responsive and efficient, marking a significant step forward in our ongoing efforts to modernise and enhance our electoral processes. The system also incorporates advanced security and verification measures to ensure the integrity of the voter registration process.
Besides that, we have employed and trained competent unemployed youth who executed their duties diligently with the highest level of professionalism and discipline.
The commission has ramped up outreach programmes and education initiatives to inform citizens about the importance of voting, why and how to register, as well as who has to register.
The other tactic was youth engagement. The Commission employed youth ambassadors to reinforce its voter education initiative targeting younger demographics through universities, schools, towns, villages etc to inspire a sense of civic duty among first-time voters.
The commission also collaborates with stakeholders. The Commission considers the significant role of stakeholders in its material activities. Through partnerships with various stakeholders, i.e., political parties, civil society organisations, Council of Churches in Namibia, government offices, ministries and agencies (OMAs) and media, we have achieved a historical milestone of 90% registration.
LN: What extra efforts and tactics does ECN employ to capture above 90% electorates?
PS: In close consultation with stakeholders, we have established 4 297 registration points in all 121 constituencies across the country to make registration more accessible. Additionally, the Commission has employed 3 849 registration officials who have been deployed in 567 mobile, semi-mobile and permanent registration teams throughout the country, as well as 35 teams in Namibian foreign missions abroad.
LN: Let’s talk about the procurement of ballot papers, and the commotion regarding the printing of the ballot papers. What caused this misunderstanding, especially among the political parties and the public?
PS: Upon close analysis of the open international procurement method, it became apparent that there were risks associated with the timelines that could negatively affect the timely delivery of the ballot papers. This necessitated the Commission to convene a special PLC meeting on 01 October 2024. During this meeting, the Commission, through the Secretariat, which is charged with the procurement process, briefed PLC members on the potential risks associated with the bid initiated on the 10th of September 2024, and shared alternatives to mitigate such risks. Mitigation included the invocation of an alternative procurement method within the prescribed parameters of the Procurement Act.
At this meeting, the authorised representatives requested time for additional consultations with their respective principals. This being granted, the meeting reconvened on 02 October 2024, at which time the Commission gauged the views of the authorised representatives of registered political parties.
During this meeting, the Commission found it necessary to adjourn and take time to consider and analyse the divergent views presented by political parties, and revert with a decision on the way forward.
At a meeting held on 7 October 2024, the Commission communicated its decision to proceed with the cancellation of the bid. We deemed this to be in the best interest of electoral democracy and public interest to avert the risk of the late delivery of the ballot papers.
The decision to cancel the procurement process was arrived at in accordance with section 54(1)(e) of the Public Procurement Act No.15 of 2015 (as amended), and following consideration of various factors which may negatively affect the timely delivery of the ballot papers for the Presidential and National Assembly elections set for the 13th day of November 2024 (voting abroad, sea-going personnel and members of the security cluster) and the 27th day of November 2024 (voting inside the country).
In its resolve to ensure transparency in the bid process to be initiated, the Commission will continue to consult with the authorised representatives of all registered political parties at all material stages, relating to the preparations for the elections. During the PLC meeting held on 7 October 2024, the Commission extended an invitation to the authorised representatives of all registered political parties contesting in the upcoming elections to observe the production, printing, binding and packaging of ballot papers.
The Commission has in the same vein resolved to carry costs associated with the said participation, irrespective of where the ballot papers will be produced and printed. This is to ensure that political party representatives have oversight of the entire process associated with the production and delivery of ballot papers.
LN: What contributed to the ECN not sticking to the timelines set out in its annual procurement plan and electoral calendar for procuring ballot paper printing services?
PS: Section 54 of the Public Procurement Act permits bid cancellation under specific circumstances, including those that may affect the timely delivery of election materials. Our decision to cancel the OIB aligns with these provisions, considering statutory review periods and potential delays that could overlap with election dates.
LN: What were the “various factors which could negatively affect the timely delivery of the ballot papers” that were considered before the cancellation of the open bidding process?
PS: The Public Procurement Act’s statutory timelines, combined with the Electoral Act requirements, underscored the urgency to act decisively to meet key electoral deadlines, including the scheduled voting abroad on 13 November 2024 and within Namibia, and 27 November 2024. Given these constraints, alternat ive procurement options were deemed necessary to maintain our commitment to democratic readiness. Factors considered included compliance with technical requirements, cost-effectiveness, reliability and the ability to meet strict timelines (i.e. completion within 10 days).
LN: Is the commission satisfied with Ren Form’s deliveries?
PS: Section 33 of the Public Procurement Act allows for emergency procurement to address urgent needs. To ensure timely ballot delivery, the Commission invoked this provision and awarded the contract to Ren-Form CC, based in Johannesburg, South Africa, as the contractor. The Commission, through a market intelligence (questionnaire) exercise, identified and contacted five (5) service providers, with two (2) being local and three (3) being international service providers to render responses, which responses were evaluated by the Commission’s Procurement Management Unit, which subsequently recommended the award to the Commission’s Procurement Committee. Ren- Form CC, emerged as the most responsive bidder in terms of the set bidding specifications, and was awarded the contract. The contract is valued at N$6 259 686, and they managed to deliver within the prescribed timelines.
LN: With only a few weeks left for Namibians to go to the polls, how prepared is the commission?
PS: We are well on track with the execution of the activities outlined.
Upon delivery of the ballot papers’ consignments, the Commission together with the authorised representatives of all 21 political parties contesting in the 2024 national elections, will be seized with the following activities between 31 October – 13 November 2024: 31 October to 1 November 2024: packing and distribution of ballot papers for voting aboard; 31 October to 2 November 2024: Dispatch of election materials to all 35 Namibian Diplomatic Missions Abroad (with the assistance of MIRCO, using diplomatic bags to ensure timely delivery); 7 – 10 November 2024: packing and dispatching of ballot papers to regions for special voting; 7 – 9 November 2024: training for police officers and election agents for special voting, and on 12 November 2024: deployment of teams for special voting.
LN: In terms of image and branding, the entity’s reputation has been tainted, especially around the issues of the ballot papers’ procurement. What is the commission doing to mend that broken trust?
PS: As we near the peak of this election cycle, we urge all stakeholders to stay informed through credible sources. Ensuring the integrity of our democratic processes is a shared responsibility. The Commission remains committed to conducting fair and transparent elections, in line with our constitutional mandate.
LN: Representative of one of the parties is accusing the commission of not allowing them all access to the observation of the entire process. What is your take on this criticism?
PS: Reinforcing our transparency, we invited representatives from 21 participating political parties to observe the design, production and packaging of ballot papers in Johannesburg. The verification of sample ballot papers by these representatives concluded on 22 October 2024. The finalised ballot papers have since been printed, bound, packaged and sealed under their observation, and were transported to Namibia under secure conditions. Therefore, there is no evidence to substantiate such accusations.
LN: Take us through the procedure of the observation of the ballot papers printing, and what after?
PS: Wi th a v i ew of re i n forcing our transparency, we invited representatives from 21 participating political parties to observe the design, production and packaging of ballot papers in Johannesburg. The verification of sample ballot papers by these representatives concluded on 22 October 2024. The finalised ballot papers have since been printed, bound, packaged and sealed under their observation, and were transported to Namibia under secure conditions.
LN: How much does the entire process cost the government?
PS: The overall budget for the exercise was N$6 259 686.
LN: What mechanisms have the commission put in place to educate Namibians about voting?
PS: The Commission has implemented a robust voter and civic education campaign aimed at enticing the electorate to exercise their fundamental duties to vote. The campaign workshops, social media campaigns, informational pamphlets and engagement through community leaders ensure voters are well-informed.
LN: Finally, what is your message to the electorate?
PS: It is essential for voters to understand the significance of their participation in shaping the nation’s future. Every vote counts; therefore, be informed and exercise your right to vote for a better Namibia.
-lnashuuta@gmail.com