FAQ’s

1.The promotion document did not reach the payroll directorate 2.The promotion document reach the payroll directorate for monthly imputes

to be submitted

1.Due to system error 2.Due to non-calculation 3.Issue with audit matters 4.Due to overpayment

1.The promotion document did not reach the payroll directorate 2.The promotion document reach the payroll directorate for monthly imputes 3.The errors on the form/document..ie.. wrong pin code and name

Ans: The error will be resolve soonest as against next month

ANS: Targets are commitments to achieve a specified level of performance over a specific period of time

ANS. Targets can be derived from a national plan, Ministerial performance contracts, the strategic plan of an MDA, Division/Unit goals and job descriptions or work schedules of the individual officers etc.

ANS: Not later than the 15th January of every appraisal year.

ANS: Target should be agreed between the supervisor and the appraisee

ANS: First week of July of every appraisal year

ANS: Not later than 31st December of the appraisal year

ANS: Ministerial Performance Appraisal Committee

ANS: MPAC is responsible to review/endorse staff appraisals and arbitrate grievances between an appraisees and supervisors.

ANS: MPAC should meet and endorse appraisee’s performance rating done by the supervisor.

ANS: MPAC should forward the IPAS forms to the Director General HRMO.

ANS: Two sets of IPAS forms should be sent to the Director General HRMO for review.

ANS: Yes, there is a redress mechanism in case an appraisee feels he/she has been rated unfairly.

ANS: Yes, there is a feedback mechanism

ANS: There are three (3) key stages. The Planning stage when targets are set on before 15th January; the Mid-Year review stage when supervisors and

ANS: The IPAS Form A for Civil Servants in Grades 1-6, and the IPAS Form B for Officers in Grades 7-10

ANS: Human Resource Management Office (HRMO)

ANS: The Office of the Secretary to Cabinet and Head of Civil Service

1. The promotion document did not reach the payroll directorate 2. The promotion document reach the payroll directorate for monthly imputes

1. The promotion document did not reach the payroll directorate 2. The promotion document reach the payroll directorate for monthly imputes 3. The error on the form/document …i.e. wrong pin code and name

1. Due to system error 2. Due to non-calculation 3. Issue with audit matters 4. Due to overpayment

1. The promotion document did not reach the payroll directorate 2. The promotion document reach the payroll directorate for monthly imputes 3. The error on the form/document …i.e. wrong pin code and name 4. The documents are not complete….i.e. NIN, NASSIT, Appointment letter, Birth Cert. Release letter

A Scheme of Service is an official document that specifies the duties, qualification, competencies, skills and levels of experience required of a potential job holder for appointment to a particular grade. It also states the mode of entry into a position and advancement within a Cadre.

Scheme of Service is an essential tool for the efficient management of human resources. It is designed to plan the requirements and processes for the recruitment, promotion, career progression, training and development, succession planning of any cadre in the Civil Service.

The MDA concerned is responsible for the development/review of Scheme of Service for each established cadre within the said MDA. The draft Scheme of Service should be submitted to the Director General of the Human Resource Management Office for review to ensure compliance.

A Job Description is a documents that clearly specifies the essential job duties/responsibilities, required qualification, experience and skills/competencies for a position in the Civil Service.

Job descriptions are helpful in the Civil Service because they are used in the following areas: 1. Recruitment: Job descriptions are used to recruit suitable candidates in the Civil Service. Request for recruitment from MDAs shall be accompanied by a job description which will be used by either the Human Resource Management Office or Public Service Commission for advertisement. 2. Performance Management: Measurable performance targets/goals are set in the Individual Performance Appraisal System based on the duties in the job description. 3. Training and Career Development: Every job description in the Civil Service contains the required skills for a position. Training is recommended for an officer after it has been observed that the officer is not effectively demonstrating some of the skills in the job description. 4. Job evaluation: The current job description includes information on the essential duties/responsibilities and requirements related to a particular job which are the basis for evaluating jobs in the Civil Service.

The MDA concerned is responsible for the development/review of job description for each established position within the said MDA. The draft job description shall be submitted to the Director General of the Human Resource Management Office for review to ensure compliance.

The Permanent Secretary/Head of Department shall send an official request to the Public Sector Reform Unit for the conduct of the review, indicating the reason(s) that have necessitated the review.

The Permanent Secretary/Head of Department shall submit the finalized Management and Functional Review Report to the Director General, Human Resource Management Office for review and onward transmission to the Civil Service Steering and Re-Grading Committee for approval.

1. The MDA concerned shall develop schemes of service, including job descriptions, for all established Cadres and positions and forward them to the Director General, Human Resource Management Officer for review to ensure compliance; 2. The Permanent Secretary or Head of Department shall initiate a request to the Director General, Human Resource Management Office to trigger the implementation of the recommendation in the MFR report.

The request for recruitment from Ministries, Departments and Agencies in the Civil Service shall be forwarded to the Director General, Human Resource Management Office with the following documents: 1. a financial concurrence from the Ministry of Finance; 2. an Executive Clearance from the Office of the President; 3. job description(s) for the position(s); 4. completed PSC Form 1 if it is a junior position or PSC Form 2 if it is a senior position.

Ans. The entire recruitment process will take approximately seven (7) weeks three (3) days, during which period appointment letters will be issued to successful candidates.

Ans. In addition to the standard recruitment process of modern HR practice and the Civil Service Code Regulations and Rules, the HRMO normally establish a committee comprising the Director of Recruitment and Selection – HRMO as the chairperson, other officials of HRMO as members, a representative from the Public Service Commission and a representation from the Ministry for which the recruitment is conducted.

Ans. On first appointment to a permanent and pensionable post of the Civil Service, an officer shall normally hold his/her appointment on probation for two (2) years. Upon successful completion of the probationary period, the appointment of an officer shall be confirmed.

Ans. All promotions shall be based on considered decisions as to the fitness of an officer to undertake duties at the higher level. Subject to availability of a vacancy, the minimum period of service to be eligible for consideration for normal promotion to the next higher grade shall be five (5) years.

Ans. An officer may at any time and without his/her consent be transferred from his/her current duty station to another. When an officer is transferred, management shall give him/her all reasonable support and information about conditions of service applicable upon transfer.

Ans: Any officer (civil servant) whose appointment has been confirmed and recommended by the Head of the MDA for a course of study that is relevant to the training needs of the Civil Service is eligible to proceed on Study Leave with Pay.

Ans: All requests for Study Leave with Pay should be addressed to the Director-General – HRMO by the Head of the MDA in respect of the requesting officer, a month before the commencement of the course or study program in order for HRMO to be accorded enough time to process the said request.

Ans: Requests for Study Leave with Pay are processed within a timeframe determined by the accuracy of the information on the documents submitted and the availability of the required data in the requesting officer’s personal file held at the HRMO. Normally within a week.

Ans: All approvals for Study Leave with Pay issued by the DG-HRMO are valid for a period of one (1) year and subject to extension annually until the completion of the course.

Ans: No officer is eligible to proceed on Annual Vacation Leave while on Study Leave with Pay.

Ans: An Officer who has been granted approval to proceed on Study Leave with Pay is bonded to the Government of Sierra Leone for a period that spans twice the duration of the course.

Ans: The individual should be an employee of a renowned institution and of reputable standing.

Ans: All requests for Internship must be addressed to the Director-General, HRMO.

Ans: Internship placement is expected to last for a three (3) month maximum period.

Ans: All enquiries for Internship placement should be made at the Directorate of Training and Career Development, HRMO.

Ans: Applicants for Internship placement must be a third/final year student of a recognised tertiary institution.

Ans: No

Ans: Through the Head of Department of your current institution.

Ans: All requests for secondment are to be addressed to the Director-General, HRMO by the Head of the MDA in respect of the requesting officer before the officer proceeds on secondment.

Ans: Requests on secondment are processed for a maximum period of 14 days based on the accuracy and the required documents.

Ans: Any officer (civil servant) who has been confirmed and recommended by the Head of the MDA for secondment to contribute toward the growth and development of any local and institutions.

Ans: The total period of every officer shall not exceed for (4) years for local/national government bodies and five (5) years for an international organisations.

Ans: All approvals on secondment issued by the HRMO are valid for a period of one (1) year subject to extension annually until the completion of the requested term.

Ans: A resumption of duty memorandum should be forwarded to HRMO immediately upon completion of secondment so that the officer can be reinstated into the civil service payroll.