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File: Study Pdf 45310 | Human Resource Section Sop
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 ...

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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 
The words contained in this file might help you see if this file matches what you are looking for:

...Ghana immigration service standard operating procedure human resource section prepared by nana t chinbuah ntchin gmail com procedures page of resources policy law regulation directive purpose the manages all staff issues within including recruiting enlisting motivating and ensuring performance is as expected contents a supervising officer attendance b appraisal c transfer d recruitment enlistment e study leave f promotions g matters on discipline h retirement pensions death gratuity abbreviations assistant director adi central disciplinary committee cdc chief cso deputy finance administration dd dis gis hr in charge oic officers should supervise junior jo ensure they sign daily book i must report to work promptly am ii who may be late call inform their ahead iii rule line after question s arrive if reason for lateness not legitimate verbal caution given receive maximum three warnings also verbally shows gross dereliction duty or insubordination receives more than write query citing tim...

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