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Ghana Immigration Service
Standard Operating
Procedure
Human Resource Section
Prepared by: Nana T. Chinbuah
ntchin5@gmail.com
Human Resource Section Standard Operating Procedures Page 1 of 9
SECTION HUMAN RESOURCES
POLICY / LAW / REGULATION / DIRECTIVE
PURPOSE
The Human Resources Section of the Ghana Immigration Service
Manages all Staff issues within the Service including recruiting/enlisting, motivating
staff, and ensuring staff performance is as expected.
CONTENTS
PROCEDURES
A. SUPERVISING OFFICER ATTENDANCE
B. STAFF APPRAISAL
C. STAFF TRANSFER
D. RECRUITMENT/ENLISTMENT
E. STUDY LEAVE
F. PROMOTIONS
G. MATTERS ON DISCIPLINE
H. RETIREMENT, PENSIONS, AND DEATH GRATUITY
ABBREVIATIONS
Assistant Director of Immigration ADI
Central Disciplinary Committee CDC
Chief Staff Officer CSO
Deputy Director, Finance and Administration DD/F&A
Director of Immigration Service DIS
Ghana Immigration Service GIS
Human Resources HR
Human Resources Officer-in-Charge OIC/HR
Officer in Charge OIC
Human Resource Section Standard Operating Procedures Page 2 of 9
PROCEDURES
A. SUPERVISING OFFICER ATTENDANCE
A.1. Officers-in-Charge should supervise all Junior Officers (JO) and ensure they
sign the Daily Attendance Book.
A.1.i. All JO must report to work promptly by 8:30 am daily.
A.1.ii. All JO who may be late should call and inform their Officer-in-Charge
ahead.
A.1.iii. The Officer-in-Charge should rule a line in the Attendance Book after 8:30
am.
A.2. Officers-in-Charge should question JO(s) who arrive late and if their reason for
the lateness is not legitimate, a verbal caution should be given. A JO may
receive a maximum of three (3) verbal warnings.
A.3. Officers-in-Charge should also verbally caution a JO who shows gross
dereliction of duty or insubordination.
A.4. If a JO receives more than three (3) verbal warnings, the Officers-in-Charge
should write a query citing all the times the Officer has been tardy.
A.4.i. The JO should be served with a copy of the query and a copy should be put
on the JO’s personal file.
A.5. The JO must respond to the query to justify his/her behaviour.
A.6. If Officers-in-Charge is not satisfied with the justification, Officers-in-Charge
should refer it to Deputy Director Finance and Administration recommending a
summary trial.
A.7. If the Deputy Director Finance and Administration approves, a summary trial
should be organized accordingly.
B. STAFF APPRAISAL
B.1. The Human Resources Officer-in-Charge (OIC/HR) should send a memo at the
first quarter of every year, to the Deputy Director, Finance and Administration
(DD/F&A) requesting approval to conduct yearly appraisal.
B.2. When DD/F&A approves the request, the OIC/HR should send a letter informing
all staff of upcoming appraisals.
B.3. HR Officers should review and update appraisal forms if necessary and
distribute by the end of the first quarter to the Officers-in-Charge of all the
Sections and Units at the Headquarters, Regional and all Controls.
B.3.i. Officers’ appraisal forms should be completed in duplicates and the
originals returned by the end of January of the following year.
B.3.ii. Supervisors should appraise subordinates.
B.3.iii. Completed appraisal forms should be read and signed by both the
Supervisor and the Subordinator.
B.4. OIC/HR should collate all completed and returned appraisal forms, and places
them in personal files.
Human Resource Section Standard Operating Procedures Page 3 of 9
C. STAFF TRANSFER
C.1. A designated HR Officer should generate a list of Officers due for transfer.
C.1.i. Officers can be transferred after serving a minimum of three (3) years
and a maximum 4 years.
C.1.ii. Generally transfers are from Border posts to Regional Command posts
or District Office post and vice versa.
C.1.iii. However in special circumstances, the Director of Immigration
reserves the right to transfer officers outside this schedule.
C.2. The OIC/HR should generate a list of Officers with the rank of Assistant
Director of Immigration (ADI) due for transfer to the DD/F&A to be reviewed
and submitted to the DIS.
C.3. Management should set up a Transfer Committee to review and approve the
list of Officers due for transfer and up to the rank of Comptroller.
C.3.i. The Committee headed by DD/F&A should include a representative
from the Operations department, the OIC/HR, the Chief Staff Officer
(CSO), OIC/Admin and any other Officer nominated by the Director of
Immigration Service (DIS).
C.3.ii. The Committee should:
C.3.ii.a. Review the list of Officers to be transferred and the proposed
transfer location
C.3.ii.b. Finalize the list and send the recommendation to the DIS for
approval.
C.4. The DIS may make variations and approve the list before referring it to the
DD/F&A.
C.5. The OIC/HR should prepare an updated list and resubmit it to the DIS through
DD/F&A.
C.6. The DIS will approve and sign the final list and refer it back to the DD/F&A.
C.7. DD/F&A will refer to the final list to OIC/HR who in turn will submit it to the
CSO for publication. Hard copies of the transfer list should be forwarded to all
Management Members, before it is transmitted to RCs and all Controls.
C.8. Copies of the transfer list should be placed on the transferred Officer’s files.
C.9. Petition
C.9.i. Transferred Officers may submit written petitions to the DIS through
their new Regional Commanders and the Chief Staff Officer in the
case of HQ staff.
C.9.ii. The OIC/HR should refer the petition with comments to the CSO who
will minute to the DD/F&A and finally to the DIS.
C.9.iii. The DIS will take a decision and minute the petition to DD/F&A who
will forward it to the CSO to inform the petitioning Officer in writing of
the final decision and place the decision letter on the Officer’s
personal file and forwarded to OIC/HR for information and re-filing.
Human Resource Section Standard Operating Procedures Page 4 of 9
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