FAQ’s

Frequently Asked Questions (FAQs)

  • Promoted but salary not updated

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

  • Applied for Annual Vacation Leave (AVL) but don't receive Allowance with Salary

    to be submitted

  • Salary and arrears not paid

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

  • New Entrant not on payroll?

    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

  • Salary not paid due to System Error

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

  • Q:What are targets?

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

  • Q. What are some sources of targets?

    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.

  • Q. When to set yearly targets?

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

  • Q. Targets should be agreed by whom?

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

  • Q. When to conduct Mid-Year review?

    ANS: First week of July of every appraisal year

  • Q. When to conduct Annual review?

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

  • Q: What is MPAC?

    ANS: Ministerial Performance Appraisal Committee

  • Q. What is the key function of MPAC

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

  • Q. What needs to be done when the annual review is completed between a supervisor and an appraisee?

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

  • Q. After MPAC meets and endorses the appraisal conducted between supervisors and their appraisees, what should be done with the IPAS forms?

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

  • Q. How many IPAS forms should be forwarded to the Director General HRMO for review?

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

  • Q. Is there any redress mechanism in case of disagreement between an appraisee and supervisor with regards performance rating?

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

  • Q. Is there any feedback mechanism with regards an appraisees performance?

    ANS: Yes, there is a feedback mechanism

  • Q. How many stages are there in the IPAS process?

    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

  • Q. What are the key IPAS tools?

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

  • Q. Which entity is responsible for monitoring IPAS for Civil Servants in Grades 1-10?

    ANS: Human Resource Management Office (HRMO)

  • Q. Which entity is responsible for monitoring the performance of Civil Servants in Grades 11 and above?

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

  • Q1. Promoted but salary not updated

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

  • Q2. Applied for AVL but do not received allowance with salary

    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

  • Q3. Salary and arrears not paid

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

  • Q4. New Entrant not on payroll

    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

  • 1. What is a scheme of service?

    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.

  • 2. Why is the Scheme of Service important in the Civil Service?

    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.

  • 3. Who is responsible for the Development/review of Scheme of Service 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.

  • 4. What is a Job Description?

    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.

  • 5. What are the uses of job descriptions 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.

  • 6. Who is responsible for the development/review of Job Description 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.

  • 7. How to commence the conduct of Management and Functional Reviews in the Civil Service?

    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.

  • 8. What to do with a Management and Functional Review Report following its finalization?

    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.

  • 9. What to do following the approval of a revised organizational structure or MFR Report in the Civil Service?

    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.

  • 10. What are the documents that should be included in a request for recruitment?

    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.

  • Q1. What is the estimated time for completing the recruitment of staff in Grades two (2) to five (5) for the Ministry of Social Welfare and the Government Printing Department?

    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.

  • Q2. What are the Steps in the Recruitment Processes?

    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.

  • Q3. How do you monitor the suitability of a newly recruited staff before confirming his/her appointment?

    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.

  • Q4. What is the timeframe for a Staff / Civil Servant to be promoted to another Post?

    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.

  • Q5. Under which grounds can an Officer be transferred to another duty station?

    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.

  • 1.Who is eligible to proceed on study leave with pay?

    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.

  • 2.When and where should an officer request for approval 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.

  • 3.How long does it take for HRMO to process a request for study leave with pay?

    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.

  • 4.What is the validity period for approval for study leave with pay issued by the DG-HRMO

    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.

  • 5.Is an officer eligible to proceed on annual vacation leave while on study leave with pay?

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

  • 6. What is the duration of bonding for an officer 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.

  • 7.Who is eligible to serve as guarantor in the bonding process for an officer who is to proceed on study leave with pay?

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

  • 1.Where should one address a request for internship in the civil service?

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

  • 2.What is the maximum duration for internship placement in the civil service?

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

  • 3. Where should you enquire about internship placement?

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

  • 4. What is the eligibility period criterion for internship placement in the civil service?

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

  • 5. Can one volunteer after the completion of the internship period in the civil service?

    Ans: No

  • 6.How can one apply for internship placement in the civil service?

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

  • 1.Where should an officer request for approval to proceed on secondment?

    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.

  • 2. How long does it take for a request for secondment to be processed?

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

  • 3. Who is eligible to proceed on secondment?

    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.

  • 4. What is the maximum period for secondment?

    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.

  • 5.What is the validity period for approval of secondment issued by the HRMO?

    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.

  • 6.How does an officer inform HRMO on completion of secondment?

    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.