Human Resource Policies and Procedures Manual

1. Introduction

The Human Resource (HR) Policies and Procedures Manual provides a unified framework for managing the public service workforce. It reflects the government's commitment to fairness, transparency, meritocracy, and the delivery of highquality public services. All employees, managers, and HR professionals are expected to understand and apply these policies consistently.

2. Scope and Application

This Manual applies to:

• All permanent, temporary, contractual, and consultant staff employed by public service agencies.
• Managers at all levels, including senior executives.
• HR officials and officers responsible for policy implementation.

Where legislation provides a higher standard, the law prevails. The Manual does not replace collective agreements but must be interpreted in harmony with them.

3. Recruitment and Selection

3.1 Principles

Recruitment shall be guided by merit, equity, and openness. All vacancy announcements must be publicly advertised, except where exempted by law (e.g., national security positions).

3.2 Process Overview

1. Workforce Planning Identify need and obtain approval.
2. Job Description Clear duties, essential qualifications, and competencies.
3. Advertising Use the official recruitment portal and, where appropriate, external media.
4. Application Screening Verify eligibility and minimum qualifications.
5. Assessment Written tests, interviews, or assessment centres.
6. Selection Rank candidates against merit criteria and recommend the most suitable.
7. Offer & Onboarding Issue formal appointment and conduct induction.

3.3 Reasonable Accommodation

Applicants with disabilities must be offered reasonable accommodation throughout the selection process, in line with the Accessibility Act.

4. Training, Development and Learning

Continuous learning is essential for an agile public service. The policy mandates:

• Induction programmes for new hires.
• Mandatory training on ethics, health & safety, and data protection.
• Professional development plans linked to performance objectives.
• Support for accredited qualifications, tuition reimbursement, and workplace mentoring.

All training initiatives must be recorded in the central Learning Management System (LMS) and evaluated for impact.

5. Performance Management

5.1 Objectives

Performance management aims to align individual contributions with organisational goals, recognise high achievers, and identify areas for improvement.

5.2 Annual Cycle

5.3 Documentation

All appraisals must be entered into the Performance Management System (PMS) and retained for at least five years.

6. Employee Conduct and Ethics

Public servants are expected to uphold the highest standards of integrity, impartiality, and accountability.

6.1 Code of Conduct

• Act in the public interest at all times.
• Avoid conflicts of interest and disclose any personal interests that may affect official duties.
• Maintain confidentiality of privileged information.
• Treat colleagues, clients and the public with respect and courtesy.

6.2 Disciplinary Process

Breaches may result in progressive discipline ranging from verbal warnings to termination, following the dueprocess guidelines set out in the Public Service Act.

7. Remuneration, Benefits and Leave

7.1 Salary Structure

Compensation follows a unified pay scale based on occupational classification, qualifications, and experience. Adjustments are reviewed annually and may reflect costofliving changes.

7.2 Benefits

• Statutory pension plan with defined benefits.
• Health and dental coverage.
• Worklife balance programs (flextime, telework).
• Employee assistance programme.

7.3 Leave Entitlements

Employees are entitled to annual leave, sick leave, parental leave, compassionate leave, and other statutory leaves as prescribed by the Labour Standards Act.

8. Separation, Retirement and Reemployment

8.1 Voluntary Separation

Employees wishing to resign must give written notice in accordance with their contract (typically one month). Exit interviews are conducted to capture institutional knowledge.

8.2 Involuntary Termination

Termination for cause follows a documented disciplinary procedure, ensuring the employees right to representation and appeal.

8.3 Retirement

Employees may retire at the age stipulated in the pension legislation, with options for early or phased retirement where permitted.

8.4 Reemployment

Former employees who left in good standing may be rehired, provided they meet current selection criteria. Previous service may be recognized for seniority and pension purposes.

9. Governance, Monitoring and Revision

The HR Policy Committee, chaired by the Chief Human Resources Officer, oversees implementation, monitors compliance, and recommends amendments.

9.1 Monitoring

• Annual audit of HR processes.
• Key performance indicators (KPIs) such as recruitment timetofill, training completion rates, and employee satisfaction.

9.2 Revision Cycle

The Manual is reviewed every three years, or sooner if legislative changes occur. Draft revisions are circulated for stakeholder feedback before final adoption.