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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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