OECS Commission Human Resource Manual

HUMAN RESOURCE OPERATING MANUAL

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Version 1.0

INTRODUCTION

This OECS Commission Human Resource Policy and Process Manual provides the guidelines on employeremployee relationships and summarises all key processes and Process currently in force within the Unit. This Manual does not cover all Process inherent in the work of the Human Resource Unit.

The Human Resources Policies and Process are intended to set the broad philosophical parameters within which the practice of human resources management will take place at the Commission. The effectiveness of the policies requires mutual respect for and acceptance of the policies themselves, by both staff and management of the Commission.

Where disagreements may arise in so far as the interpretation of policy prescriptions are concerned, adequate provisions have been made both in the Staff Rules for the amicable resolution of such differences.

Employees at all levels are therefore advised to become fully acquainted with both the policies and the relevant Staff Rules which underscore these policies.

Contact The Human Resources Office hr@oecs.int HR Website https://sites.google.com/a/oecs.org/hr-portal/home

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Table of Contents OECS Commission Organisational Chart ...........................................................................................................5 Headcount Planning .......................................................................................................................... 6 Headcount Planning Map ....................................................................................................................................7 Headcount Planning Process................................................................................................................................8 Requesting Headcount Process ..........................................................................................................................10 Project Headcount Map .....................................................................................................................................11 Project Headcount Process ................................................................................................................................12 Backfilling Headcount Map ...............................................................................................................................13 Backfilling Headcount Process ..........................................................................................................................14 Transferring of Headcount Process Map ...........................................................................................................15 Transferring of Headcount .................................................................................................................................16 Recruitment & Selection................................................................................................................. 17 Selection Process - Shortlist Candidates Process Map ......................................................................................18 Selection Process - Shortlist Candidates............................................................................................................19 Selection Process - Interview Process ...............................................................................................................20 Selection Process - Interview Process ...............................................................................................................21 Offer Process Map .............................................................................................................................................22 Offer Process .....................................................................................................................................................23 Global Mobility Process Map ............................................................................................................................25 Hiring Process for Oversees Employees/Transfer to Oversees Map .................................................................27 Post Hiring Process for Oversees Employees/Transfer to Oversees Process ....................................................28 Onboarding Process ...........................................................................................................................................29 Onboarding Process ...........................................................................................................................................30 Work life ...................................................................................................................................................... 31 Performance Reviews ........................................................................................................................................32 Performance Reviews Process ...........................................................................................................................33 Insurance Process ...............................................................................................................................................34 Insurance Process ...............................................................................................................................................35 Grievance Process Map .....................................................................................................................................36 Grievance Process Map .....................................................................................................................................37 Appeals Process Map .........................................................................................................................................39 Appeals Process .................................................................................................................................................40 Repatriation Process Map ..................................................................................................................................41 Repatriation Process ..........................................................................................................................................42 3

Succession Planning Process Map .....................................................................................................................43 Succession Planning Process .............................................................................................................................44 Internal Mobility Process Map ..........................................................................................................................45 Internal Mobility Process ...................................................................................................................................46 Separation ................................................................................................................................................... 51 Leavers Process Map .........................................................................................................................................52 Leavers Process .................................................................................................................................................53 HR/Finance Notes .............................................................................................. Error! Bookmark not defined.

Forms................................................................................................................................................................ 54 Employee Requisition Form ..............................................................................................................................55

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OECS Commission Organisational Chart

Internal Audit Committee

Director General Executive Office of the Director General Development Cooperation and Resource Mobilisation

Internal Audit

International Relations

Legal & Governance

Deputy Director General

Human & Social Cluster

Environmental Cluster

Economic Affairs & Regional Integration

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Headcount Planning

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Headcount Planning Map

Planning Headcount

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Headcount Planning Process Policy: Headcount planning is of absolute importance and must take place annually during the Annual Work Plan Budget exercise. Failure to plan may have an adverse effect on a department’s ability to deliver its objectives in a timely manner. In addition, ensure that HR is invited to participate in your Unit’s headcount discussions so that we can provide the necessary support.

Activity Plan Headcount

Steps

Process

Responsible

Step 1

Attend Annual Work Programme Planning Meetings

Unit Head

Step 2

Develop HR Plan based on expected project outputs and promotions based on succession planning. Identify the quarter in which employee will be hired.

Unit Head

Step 3

Plan a meeting to discuss details with HR

Unit Head / HR

Step 4

HR Compiles org wide headcount requests

HR

Step 5

HR Presents to LT

HR

Step 6

LT agrees org headcount plan

LT

Planning Headcount

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Approving Headcount Map

Approving Headcount

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Requesting Headcount Process Policy: Requisition process

Activity

Steps

Process

Responsible

Request Headcount

Step 1

Complete Requisition Process with JD

Step 2

Get Signatures

Step 3

HR will verify request and submit to Finance and Director General for signature

HR

Recruitment

Step 4

Begin Recruitment process

HR

Approving Headcount

Before completing the requisition form, ensure that your headcount has been planned and approved in the AWPB

Head of Unit /Requesting Manager Complete the Requisition Form, including the Job Head of Unit Description, ensure that your Division Manager has signed off /Requesting and submit form to HR Manager

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Project Headcount Map

Project Headcount

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Project Headcount Process

Policy: Ideally plans for increasing headcount are developed during the Headcount Planning stage along with the Annual Work Plan Budget. We understand that projects may become available during the year and as a result, the following Process are required.

Activity Hiring based on project

Steps

Process

Responsible

Step 1

Ensure that your project proposal is developed and approved

Project/Unit Head

Step 2

Complete Requisition Process

Project/Unit Head

Step 3

Meet with HR to determine quality of hire

Project/Unit Head

Step 4

Commence Recruitment Process

HR

Project Headcount

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Backfilling Headcount Map

Backfilling Headcount

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Backfilling Headcount Process Policy: When a contract is nearing completion or an employee is nearing retirement or has resigned, it is a good time to consider the work of the unit. Consider whether the role can be changed or enlarged.

Activity

Steps

Process

Responsible

Step 1

Meet with Division Head and agree the next steps

Head of Unit

Step 2

Initiate Requisition Process

Head of Unit

Step 3

Review the Job leveling to ensure equity among team members

HR

Step 4

Provides final approval on all requisitions

DG

Backfilling Headcount

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Transferring of Headcount Process Map

Transferring of Headcount

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Transferring of Headcount Policy: Movement within an organisation results from several factors. Movement can result from expansion, contraction, termination and voluntary departure of the employees; the human resource demands of the organisation and the viability of employees also drive movement. An effective headcount management system will assess this movement and encourage transfers based on the need.

Activity

Steps Step 1

Process

Responsible

Head of Unit reviews Annual Work Plan Budget (AWPB) before initiating request If there is no plan for headcount, speak to HR to help identify planned positions that have not been hired

HOU

Step 3

Complete Headcount Transfer Form and submit for approval

HOU

Step 4

Identify available headcount position in HR Plan

HR

Step 5

Discuss with department head and agree transfer

HR

Step 6

Get approval from DG

HR

Step 2

HOU

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Recruitment & Selection

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Selection Process - Shortlist Candidates Process Map

Selection Process - Shortlist Candidates

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Selection Process - Shortlist Candidates Policy: The Head of Unit or Hiring Manager owns the end-to-end Selection process. HR is the facilitator in this process and manages the Time to Hire. Our goal is to recruit within 90 days. The clock begins when the job is advertised. This means that every step of the Requisition Form process must be complete before the final document gets to the HR Unit. In order for this to happen, Hiring Managers must adhere to strict time frames for delivery of the various stages in the process.

Advertising – 14 days Collate and submit to HOU – 1 day Shortlist – 7 days Interviews – 14 days

Activity Create Requisition Form Requisition Approved

Steps

Process

Responsible

Step 1

Complete Requisition Form process (document populates New Starter Sheet)

HOU or Hiring Manager (HM)

Step 2

Review completed from with HR – including job description, competencies, compensation, agree panel

HOU or Hiring Manager (HM)

Advertise Job Step 3

HR advertises job (Online – and on Partner sites (CARICOM, ECCAA, ECTEL, ECCB, CARPHA)

HR/Comms

Collate Applications

Step 4

HR collates applications and submits to Hiring Manager

HR

Create Shortlist

Step 5

HM creates shortlist and provides to HR for setting up interviews

HR

Pre-screen Candidates

Step 6

HR Pre-screens shortlisted candidates, sets dates for interviews and confirms panel and candidate availability

HR

Finalise Interview logistics Submit Packet to Panelists

Step 7

HR schedules interviews and finalizes logistics (including lunch where necessary)

HR

Step 8

HR submits Interview Packet to Panelist 48 hours in advance of Interviews

HR

Selection Process - Shortlist Candidates

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Selection Process - Interview Process

Selection Process - Interview Process

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Selection Process - Interview Process Activity

Steps

Process

Responsible

Step 1

Interview Panel conducts Round One Interviews

HR

Step 2

Panel completes Interview Summary Sheet and returns to HR within 48 hours

HR

Step 3

HR compiles scores and feedback and presents recommendation to Hiring Manager

HR

Step 4

HR administers profile test and submits to Hiring Manager

HR

Step 5

Make Offer to desired candidate or go to Round Two Interviews

HR

Step 6

Update New Starter’s Sheet with Candidate Name

HR

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Offer Process Map

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Offer Process Policy:

Activity

Steps Step 1

Process HR builds Offer Template for Approval with Candidate Name. This includes the following: Salary Offer 1. Basic Salary 2. Housing - if on the MPP Scales 3. Travel - if on the MPP Scale

Responsible HR

Employer Paid Benefits 4. Gratuity (25% Basic Salary) - if Contract is Fixed Term 5. Pension (0.9%) - if Permanent Employee 6. National Insurance Scheme -$250 max for each Employee 7. Health Insurance (differs based on Single, Single +1, Family) 8. Life Insurance - Permanent Employees Employee Paid Benefits 7. Pension (0.05%) - if Permanent Employee 8. National Insurance Scheme -$250 max for each Employee Global Mobility 9. All Costs associated with Travel to oversees Internal Comparators 10. Compare the offer with two persons within candidate's Unit or near Step 2

HR Routes Offer Template to CFO, DG and Hiring Manager

HR

Step 3

Once approved, Informal Offer is made subject to Security Clearance and reference Checks

HR

Step 4

Candidate reviews and accepts Informal Offer and awaits results from Security Clearance and reference Checks

HR

Step 5

Once Security Clearance and reference Checks are received, formal offer is made to candidate,

HR

Step

HR negotiates start date, prepare new employee’s contract

HR

Offer Process

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Offer Process

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Global Mobility Process Map

Global Mobility

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Global Mobility Process Policy on Settlement Allowance: Advance one (1) month's basic salary. This will be paid at the beginning of the contract and not at the end as per Staff Rules. NO repatriation allowance will be paid at the end of contract.

HR will be amending this payment to reflect same during it's Reward & Recognition review.

Activity

Steps Step 1

Responsible HR

Step 2

For employees from overseas, Research Cost of Travel to Headquarters Research cost of Hotel, Per diem, Engage Facilities to determine cost of shipment of PE

Step 3

Complete Travel Request Form

HR

Step 4

Global Mobility

Process

HR

HR

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Hiring Process for Oversees Employees/Transfer to Oversees Map

Post Hiring Process for Oversees Employees/Trans...

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Post Hiring Process for Oversees Employees/Transfer to Oversees Process Policy:

Activity

Steps Step 1

Process

Responsible

Change employee status: Seek Diplomatic Passport - country of Nationality and necessary visas Call applicable embassy and get updated requirements for long-stay/work visa

HR

Step 3

Arrange travel to country of work

HR

Step 4

Inform Commissioners and Prime Ministers of new appointment via "Saving Gram" to inform PM of new role

HR

Step 2

Post Hiring Process for Oversees Employees/Trans

HR

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Onboarding Process

Onboarding Process

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Onboarding Process

Activity First Day

Steps

Responsible

Step 1

New Hire signs Original Contract

New Starter

Step 2

Starter pack is provided to new employee New Employee Completes C Completes Bio for All-staff email introduction COMMS Unit takes new starter’s photo and prepares bulletin

HR

Step 4

HR schedules Orientation with key partners including Legal, Finance, Facilities, DCRM, Comms, IT

HR

Step 5

New Hire goes to Facilities for access Card and is then handed over the their line manager

HR

Step 6

Line Manager talks to new Hire about First 90 Days

Line Manager

Step 7

Complete New Starter Survey

New Starter

Step 3

First 90 days

Process

COMMS

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Work life

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Performance Reviews

Performance Reviews

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Performance Reviews Process Policy: Rating 2.5-5 - Good below 2.5 are Unsatisfactory and Needs improvement Timeframe for improvement might be up to 6 months Every employee should have an Individual Development Plan which supports their growth and development within the organisation

Activity Goal Setting July annually

Review Goals Mid year

Rating Goals

Steps

Process

Responsible

Step 1

Goals are set based on org's strategic objectives

Divisional Head

Step 2

Managers would discuss top goals with employees

HOUs

Step 3

Employees enter their goals into Cornerstone

Employees

Step 4

Conversation between Manager end employee

HOUs/Employees

Step 5

Make any necessary adjustments

HOUs

Step 6

Employee review and makes notes on performance

Employees

Step 7

Manager also makes notes on performance

HOUs

Step 8

Employee rates themselves

Employees

Step 9

Manager rates goals and competencies

HOUs

Create improvement plan for employee

HOUs

HR Reviews the completed assessment and raises flag if there are any inconsistencies

HR

Developmental Step 10 Goals Step 11

Performance Reviews

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Insurance Process

Insurance Process

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Insurance Process Policy: All new employees can become members of the OECS Commission Insurance programme as a Benefit. If the employee registers within the first month of employment

Activity

Steps

Process

Responsible

Step 1

New Hire Completes Enrollment Form as well as‌submits for to HR within one month

New Starter

Step 2

HR submits the form to OECS Broker

HR

Step 3

Broker ensures document is delivered to insurance company NAGICOR

RISK Consultants

Step 4

Insurance co. adds individual to OECS plan

NAGICOR

Payment of monthly premium

Step 5

Each month a new starter is added to Reconciliation List for payment and signed off and confirmed

HR

Step 6

Documents sent to Finance Unit for payment

HR

Processing Claims

Step 7

Claims are sent to Broker once a week

HR

Step 8

Employees keep track of their claims

Employees

New Enrollment

Grievance Process

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Grievance Process Map

Grievance Process

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Grievance Process Map Policy: “Grievance� is where a complaint is made in writing to the Human Resource Unit or Director General

Activity

Steps

Process

Responsible

Raise issue with Immediate Supervisor::When an employee

believes he/she is unable to find any resolution to their issue, he/she may first report to his/her supervisor, who should seek to investigate and ameliorate the situation.

Then, if not addressed, go to Head of Unit

If a supervisor is unable to resolve the issue, the employee may take it up to his/her Head of Unit seeking some form of redress.

If not, the employee writes a formal letter to HR Unit

Once the issues is resolved, then there is no further dispute, but if the issue is not resolved, then the employee may take a further step by bringing the issue to the Staff Association.

1.7. Staff Association

The employee may take their issue a further step to the Staff Association who shall present the grievance in writing to the HR Unit. A meeting with the HR Unit will be convened which will include the Unit Head, the aggrieved employee, the representative from the Staff Association and an HR representative. The head of the HR Unit if necessary will be present. At this meeting the issue(s) will be discussed with an aim of resolving the issue(s) by the most amicable means.

Grievance Process

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Once the grievance is heard and the recommendations are forwarded from the HR Unit, the Director General then decides what measures will be taken to address the situation.

Grievance Process

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Appeals Process Map

Appeals Process

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Appeals Process Policy: If after the initial appeal, an employee is still not satisfied with the decision, he/she may take the issue up to the OECS Authority through the Director General. The Authority shall convene an Arbitration Panel or Arbitration Tribunal to hear. This decision shall be final and binding on both the Commission and the Member of Staff

Activity

Steps Step 1

Process Employee lodges appeal within 10 working days

Responsible Employee

See HR Portal on the Intranet site for Details Step 2

HR conducts a meeting to establish the facts

HR

Step 3

Results & recommendations are sent to the DG

HR

Step 4

DG either approves or rejects recommendation

HR

Step 5

HR then writes a formal response to the employee

HR

Appeals Process

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Repatriation Process Map

Repatriation Process - Personal Effects

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Repatriation Process Activity

Steps

Process

Responsible

Step 1

Employee seeks quotation from three shippers

Employee

Step 2

HR prepares Travel Authorization

HR

Step 3

Employee approves travel itinerary

Employee

Step 4

HR prepares resettlement allowance

HR

Step 5

HR confirms itinerary and Re sent to employee

Repatriation Process - Personal Effects

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Succession Planning Process Map

Succession Planning

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Succession Planning Process

Policy:

Activity

Steps

Process

Responsible

Identify the critical roles in the organisation Identify the Skills Assess and Bench employees

Create Development plan

Monitor plan to determine readiness

Internal Mobility

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Internal Mobility Process Map

Internal Mobility

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Internal Mobility Process Policy: What is Internal Mobility?

The Commission is a small organisation, yet supports succession planning for business continuity and upward mobility. This is to ensure that as the organisation progresses, employees are given the opportunity to excel. The Commission is committed to the development of employees through internal mobility.

Mobility means the ability to move from one position to another, whether the move is upward (higher level), downward (lower level) or lateral (same level, but in a different Department or Unit). (For example, an MPP1 role which is enlarged to incorporate additional responsibilities, may be upgraded to an MPP2 role. The employee performing the role would therefore experience upward mobility).

How can I be considered for upward mobility?

To be considered for upward mobility within the organization, an employee’s job performance must consistently meet or exceed expectations.

The Commission’s Performance Matrix is used as a guide when considering performance level of employees (See Figure 1 below). Additionally, the employee must have an individual development plan (IDP) and must be a consistent contributor to the overall success of the organisation.

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Figure 1 Succession Planning 9 Box

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When Does the Organisation Promote

1. Succession Planning

Succession planning focuses on identifying and growing talent to fill business-critical positions in the future and works to assess, develop and retain a talent pool of employees. For business continuity and transparency, the Organization has identified its critical roles and built profiles for these roles.

What are the Procedures for Successor Promotion?

As successors are identified, individual development plans are created to maintain and develop skills necessary to prepare them for business critical positions. Once vacancies arise in those key positions, the successors will be assisted to transition into the role.

2. New Roles Due to the size of the organization, there are small windows of opportunity for promotions, but certainly, when a new role becomes available or when there is a need to backfill a position, eligible employees may be invited to apply. Roles will be advertised internally for 5 days before they are advertised externally.

The organization may invite top performers to apply for a new role when one becomes available and may create training opportunities for management capabilities.

What are the Procedures for Promotion?

Upon receipt of any internal applications, the Head of Division/Director will meet with the Hiring Manager to discuss and review high performing applicants and IDPs, before a decision can be made. Once the employee has been identified, the justification form will be completed in preparation for the interview. (See Figure 2 Internal Interview Grid).

3. Restructuring Change and restructuring often provide opportunities to improve work organisation and the content of jobs, which may enhance skills and career development while leading to better and more efficient use of staff and other resources. The Organisation’s structure will evolve as the needs of the Organisation change. As a result, roles may become enlarged or enhanced.

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What are the Procedures for Role Enhancement in a Restructuring?

The Line Manager, Head of Division and HR will review the role of any eligible employees and will consider the employees’ last two reviews and IDPs, to determine the best persons to be moved into any new roles.

Responsibilities of the HR Unit The HR Unit will review all aspects of a promotion with respect to payroll, salary, benefits, seniority change, range/step movements, effective start date and the organisational structure created by these movements. If a position is to be reclassified, the HR Unit will conduct a job evaluation, determine the new range and develop the new job description and title for the role. Upon completion of this review, the HR Unit will present to a selected committee of senior OECS staff to make the final decision.

Responsibilities of Appropriate Department Head Department heads are expected to perform the following functions, which will assist in the identification and assessment of eligible employees: • • • •

perform annual performance review(s) and coaching; ensure that employees have an individual development plan; ensure that employees are identified for succession; where applicable, complete the requisite promotion form and submit to the HR Unit.

Activity

Steps

Process

Step 1

The Leadership Team decides on critical roles in the organisation

Step 2

Managers identify Successors

Step 3

Individual development Plan is created

Step 4

Critical Role is vacated

Step 5

Employee Benched and Successor is promoted as opportunity arises

Responsible

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50

Separation

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Leavers Process Map

Leavers Process

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Leavers Process

Policy: Activity

Approve Report

Steps

Process

Responsible

Step 1

Confirm employee is leaving the organisation (Commence Repatriation Process where necessary)

HOU

Step 2

Leaver completes and submits Exit Report to Line Manager,

Employee

Step 3

Line Manager approves the report and submits to DG for further approval

HOU

Step 4

Once approved, HR completes Payroll Form for outstanding payments due to employee

HR

Step 5

HR conducts Exit Interview and sends Commission-wide email to inform employees

HR

Step 6

Leaver returns all property of the Commission (keys, laptop,

HR

Leavers Process

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Forms

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Employee Requisition Form https://app.frevvo.com/frevvo/web/tn/oecs.int/u/1c681a2b-46f6-4747-8a2cb91f1646f39b/app/_C9cXwCkjEeiBD9ODU1GfSQ/flowtype/__TcVwCkjEeiBD9ODU1GfSQ/popupform

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