The Personnel Section carries out the processes of recruitment, discipline, performance appraisal, enforcement of rules and regulations, leave, records management, preparation of record of service and computation of Members of Parliament (MPs) superannuation benefits, staff welfare, and training and development for the staff of the Parliament Office.
It is also charged with functions relating to staff compensation/benefits and industrial relations matters. Its main objective is to meet the organizational needs and the needs of the individuals hired to work at the Parliament Office.
Composition of the Personnel Section
The section comprises of:
- One (1) Senior Personnel Officer
- One (1) Personnel Officer II
- One (1) Clerk II (General)
The section is managed by the Senior Personnel Officer who plays an important role in managing the personnel section and carrying out personnel administration and personnel policy implementation.
The Personnel Officer II assists the Senior Personnel Officer in carrying out personnel administration and personnel policy implementation.
The Clerk II (General) performs clerical support duties in accordance with clearly defined rules and procedures.
Functions of the Personnel Section
- Prepares Superannuation Benefits and Records of Service for Members of Parliament and Staff
The section is charged with the responsibility of ensuring that the superannuation papers and records of service of Members of Parliament and employees are submitted accurately and promptly.
- Recruitment of Staff
It involves the process of identifying vacancies, advertising them to potential candidates, reviewing resumes and applications, conducting interviews, and ultimately selecting and hiring the most qualified individuals for the position, with the approval of the Public Service Ministry or Public Service Commission.
- Provides Employee Welfare Support
The section supports various benefits and programs that are aimed at promoting employee well-being, both inside and outside of work. These programs can include a range of services and resources, such as health and wellness programs, counselling services, financial advances, and educational opportunities.
- Training and Development of Staff
The section caters for the training and development of staff through various learning and development programs that are aimed at improving their knowledge, skills, and abilities. These programs are designed to enhance employees’ performance, productivity, and job satisfaction, as well as improve the overall effectiveness of the organization.
- Administers Rules and Regulations
This involves the process of implementing and enforcing policies, procedures, and guidelines established by the Public Service Ministry, the Public Service Commission, the Parliament Office, or any other duly authorised agency.
It involves ensuring that employees understand and comply with these rules, as well as taking appropriate action when rules are violated.
- Maintains Discipline in the Workplace
Maintaining discipline in the workplace involves ensuring that employees follow established rules and regulations, behave appropriately, and act in a professional manner. It involves setting expectations for employee behaviour, enforcing policies and procedures, and taking corrective action when necessary.
When violations of rules and regulations are identified, it is important to take appropriate corrective action. This may involve providing additional training, issuing warnings, or taking more severe disciplinary action, such as termination.
- Manages Records
The section is responsible for creating, organizing, updating, and maintaining records in the personnel section. This includes any information, whether in digital or paper form, that documents the activities, transactions, and decisions relating to staff within the Parliament Office. The records kept in the Personnel Section include, but are not limited to:
- Personal Information
- Employment History
- Education and Training
- Performance Evaluations
- Benefits and Compensation
- Attendance and Leave Records
- Manages Leave Records
Managing leave records involves keeping track of an employee’s time off from work, including vacation days, sick days, personal days, and any other types of leave that an employee may be entitled to.
- Prepares Leave, Personal, Motor Car/Cycle, Gratuity Advances
This refers to a set of activities related to employee benefits and allowances. The section is responsible for preparing requests for Leave, Personal, Motor Car/Cycle, Gratuity Advances and ensuring that employees are able to take advantage of the benefits once they satisfy the requirements.
- Uniform
The section coordinates the supply and delivery of uniforms for staff. This is in keeping with the aim to enhance the image of the Office and its employees by promoting professional service delivery and ensuring the Office’s professional image is portrayed at all times.
- Time Keeping
The section monitors the Office’s automated timekeeping systems to track employee time and attendance. The system provides real-time data to track employee attendance, absenteeism, lateness, leave and overtime hours.