How to curb spiralling theft in public offices

This dramatic surge has raised concerns among experts in public finance, management, cybersecurity and economics who argue that if not immediately addressed, the trend could damage public confidence in state institutions and lead to broader inefficiencies in governance.

They say, their proposals aim to address not just the acts of theft themselves, but also the weaknesses in institutional systems and culture that allow such incidents to thrive.

University of Dar es Salaam (UDSM) lecturer Muhidin Shangwe told The Citizen that current figures point to a systemic collapse in internal controls.

“This is not just about a few dishonest employees. We need to rebuild institutional discipline and make sure every cent is accounted for,” he said.

To address this, Mr Shangwe  recommended that MDAs adopt real-time internal audit mechanisms and fully automate their monitoring of expenditure and inventory.

According to him, this would make it significantly harder for irregularities to go unnoticed or untraced.

“There should be no delay in the flow of information between departments, the National Audit Office and the Prevention and Combating of Corruption Bureau (PCCB). Delays create room for cover-ups.”

Financial consultant and assistant lecturer at Ardhi University (ARU) Kelvin Nzowa said the first major step toward ending institutional theft is full digitisation of all financial and administrative processes.

“As long as paper-based systems exist, there will be space for manipulation, forgery and ghost activities. The government must eliminate those gaps,” he said.

Mr Nzowa added that integrated financial management systems (IFMS) should be mandatory across all MDAs, linked directly to the Ministry of Finance and monitored centrally.

These systems should include automated alerts when there are discrepancies in procurement, payroll, or inventory.

“When something unusual happens—like a large payment outside normal channels or a missing asset—the system should alert management immediately. Right now, such flags are often discovered too late.”

Beyond digitalisation, he pointed out that the behaviour of individuals within institutions must be addressed through ethical training and a zero-tolerance approach to misconduct.

“Ethics must be treated as seriously as technical skills. Every staff member should undergo routine anti-corruption training. And those caught stealing should be prosecuted quickly and publicly,” Mr Nzowa said.

He stressed the importance of protecting whistleblowers who come forward with credible information.

Dr Mwinuka Lutengano of the University of Dodoma blamed the rise in theft to weak enforcement and lack of political will to punish offenders.

He argued that systemic theft persists because many of the culprits believe they will go unpunished or even protected.

“The biggest problem is the perception that you can steal and walk away. That culture has to be dismantled. There needs to be certainty of punishment. If someone misuses public funds, they should not only be prosecuted—they should also lose all privileges tied to their public role,” Dr Lutengano said, adding that part of the solution lies in reviewing the Public Finance Act to assign clearer, individual responsibilities for losses incurred.

“Right now, it’s difficult to know who exactly is responsible when public funds disappear. Is it the accounting officer, procurement head, or the chief executive? We need a sharper legal framework that pinpoints personal liability.”

Dr Lutengano called for the setting up of a rapid-response task force within the judiciary to fast-track financial crime cases linked to public institutions.

“Lengthy court proceedings dilute the urgency of these matters. Specialied courts or tribunals could help resolve these issues with the seriousness they deserve.”

While manual theft remains a challenge, an equally pressing risk comes from the digital domain.

Cybersecurity consultant George Mlay warns that government systems are increasingly being compromised through cyber breaches, password leaks and internal IT sabotage.

“We have several institutions still running outdated systems, some even using the same passwords for years. It’s reckless. As long as we treat cybersecurity as an afterthought, we will keep losing money and data,” he warned.

He proposes that every government institution be required to perform quarterly cybersecurity audits and update their digital infrastructure accordingly.

Another cybersecurity consultant, Ms Anelia Kibaso, said cybersecurity should be considered part of financial accountability, not just an IT issue.

She suggested that MDAs create full-time cybersecurity departments and include them in management planning meetings.

“Hackers don’t wait for quarterly reviews. If your system isn’t protected every minute, it’s vulnerable every second.”