Public Service Staff Manual - Gov

1 The Government of the Republic of Vanuatu Public Service Staff Manual Acknowledgments This publication was produced by the Vanuatu Public Service Commission. The Commission would like to acknowledge with gratitude the contributions made by Staff of the Commission and Public Service Ministries in revising the Staff Manual . Public Service Commission 2008. The copyright of this document belongs to the Government of Vanuatu. Except for legitimate business use by the Ministries of the Public Service of Vanuatu, it may not be reproduced in part or whole in any form without the express written consent of the Public Service Commission of Vanuatu. Foreword by the Chairman of the Public Service Commission Under the Public Service Act, the Public Service Commission, as a good employer, is responsible for carrying out a range of important functions and duties, including the provision of guidelines to Directors-General and Directors on the management of Staff and the determination of terms and conditions of employment that are fair and equitable.

2 In order to meet this obligation, the Commission, under Section 44 of the Public Service Act, from time to time, publishes a Public Service Staff Manual and Instructions relating to any matter contained in the Act. The Manual was last published in 1998 and as numerous Instructions have been issued since that time, the Commission has in 2002 undertaken a consultative program with Ministries and Departments to review the document. The revision of the Public Service Staff Manual which came into effect in 1 January 2003 incorporated all Instructions issued by the Commission since 1998 and up to PSC Instruction Number 17 of 14 June 2002. Since then the Manual , had been amended from time to time and these amendments were indicated in the Manual which had been printed in a loose leaf document format (which made it easier to make deletion and removal of superseded sections and insertion of future amendments a much easier process).

3 It is based on this revision format Manual which came into effect on 1 January 2003 that the 2008 revision is done. The 2008 changes to the Manual involves changes to the structure of the Manual by including at the end of each Chapter the relevant Chapter Forms and Tables thereby deleting the old Chapter 8 which had contained all schedules of forms. It also introduces two new chapters which now becomes new Chapters 8 and 9 on management of Housing and Public Service Administrative Vehicles respectively. It also made changes to a number of provisions or contents arising from policy changes as approved by the Commission to address areas that needed improvements. The Manual will still be printed as a loose leaf document to make the deletion and removal of superseded sections and the insertion of future amendments a much easier process.

4 The Manual is a dynamic document and as such should be subjected to continuous scrutiny, review and amendment, where necessary. Ministries are encouraged to bring to the attention of the Secretary, Office of the Public Service Commission, any problems or issues which may arise in respect of clarity, interpretation or implementation of any provisions contained within the Revised Manual . For those who are responsible for the management of Staff in the Public Service the Manual is a helpful guide for informing Staff of their rights and obligations. It also provides a framework for the enhancement of effective Service delivery. It is hoped that with clear policies and procedures in place, the Public Service will be able to effectively focus on its main task of providing a high quality Service to the people of Vanuatu.

5 Charles Maon Chairman, Public Service Commission Public Service Staff Manual TABLE OF CONTENTS DEFINITIONS .. A CHAPTER 1 - THE ROLE OF THE Public Service COMMISSION .. 1 1. GUIDING PRINCIPLES OF THE Public Service .. 1 2. THE ROLE OF THE Public Service COMMISSION .. 1 Objectives of the Commission .. 1 Functions of the Commission .. 2 Programs of the Commission .. 3 CHAPTER 2 ORGANIZATION REVIEW, ESTABLISHMENT VARIATIONS AND JOB EVALUATION .. 2-1 1. INTRODUCTION .. 2-1 2. THE PROCESS .. 2-1 Developing/Revising a structure to implement a Corporate Plan .. 2-1 Preparing individual Job Descriptions .. 2-2 Assessing restructuring/establishment variation proposals and grading Job Descriptions .. 2-3 Obtaining the approval of the Public Service Commission .. 2-4 Implementing an approved re structure and establishing new positions.

6 2-5 Implementing an approved re structure where the re-graded position/s is occupied by a permanent officer .. 2-5 3. ORGANIZATION REVIEW AND/OR ESTABLISHMENT VARIATION 2-7 Organization Restructure and/or Establishment Variation Submission Standard Format .. 2-8 FORMS FOR CHAPTER 2: ORGANIZATION REVIEW, ESTABLISHMENT VARIATIONS AND JOB EVALUATION .. B Public Service COMMISSION JOB DESCRIPTION FORM .. PSC FORM 2-1 CHAPTER 3 - RECRUITING AND SELECTING Staff .. 3-1 1. INTRODUCTION .. 3-1 2. PROCEDURES TO BE FOLLOWED IN RECRUITING Staff .. 3-3 Obtaining approval to fill the vacancy and job vacancy information .. 3-3 Keeping accurate records of the recruitment process .. 3-4 Advertising the job vacancy, providing job information and acknowledging receipt of applications .. 3-4 Establishing a Selection Panel .. 3-5 Using appropriate information gathering methods.

7 3-6 Using appropriate selection criteria .. 3-7 Consulting senior management during the selection process .. 3-8 Certifying that prescribed merit selection methods have been followed .. 3-8 Permanent appointment of a Staff member to a higher post without advertising the vacancy .. 3-9 Obtaining approval of the Selection Outcome Report .. 3-10 3. RECRUITMENT PROCESS CHECK LIST .. 3-12 4. SPECIAL CASES OF RECRUITMENT .. 3-13 5. GENERAL CONDITIONS OF ELIGIBILITY FOR APPOINTMENT .. 3-13 6. RECRUITMENT OF DAILY RATED WORKERS .. 3-14 7. RECRUITMENT OF TEMPORARY SALARIED EMPLOYEES .. 3-15 8. ENGAGEMENT OF CONTRACT 3-15 9. MINIMUM CONTENT OF JOB VACANCY ADVERTISEMENTS .. 3-16 10. CODE OF CONDUCT .. 3-17 Private Employment and Elections .. 3-17 Fees for Official services .. 3-17 Staff Members Obligations .. 3-17 FORMS FOR CHAPTER 3: RECRUITING AND SELECTING Staff .

8 C APPROVAL TO ADVERTISE A VACANCY FORM .. PSC FORM 3-1 Public Service JOB APPLICATION FORM .. PSC FORM 3-2 INDIVIDUAL APPLICANT ASSESSMENT FORM .. PSC FORM 3-3 COMPARATIVE ASSESSMENT OF APPLICANTS FORM .. PSC FORM 3-4 SELECTION OUTCOME REPORT .. PSC FORM 3-5 PERMANENT APPOINTMENT REPORT .. PSC FORM 3-6 Public Service Staff Manual REQUEST TO EMPLOY A TEMPORARY SALARIED EMPLOYEE, A DAILY RATED WORKER OR A CONTRACT EMPLOYEE .. PSC FORM 3-7 CHAPTER 4 TERMS AND CONDITIONS OF EMPLOYMENT .. 4-1 1. INTRODUCTION .. 4-1 2. SALARY AND INCREMENTAL PAYMENTS .. 4-1 Salary payments .. 4-1 Incremental progression .. 4-1 3. HOURS OF WORK .. 4-2 Starting and finishing times .. 4-2 4. WORK RELATED ALLOWANCES .. 4-2 Overtime payments or time off in lieu of overtime payments .. 4-2 Unsocial hours payments .. 4-3 Shiftwork allowances.

9 4-3 On call allowance (subject to review) .. 4-4 Acting allowance .. 4-4 Responsibility allowance .. 4-5 Permanent posting allowance and associated costs.. 4-6 Domestic duty travel allowance and associated costs .. 4-6 Overseas Mission travel allowance and associated costs .. 4-7 Dirty Job allowance .. 4-7 Telephone allowance .. 4-8 Sea-Going and Victualling allowances (Ports Authority) .. 4-8 Allowance for sitting on Boards/Committees .. 4-9 Special Skills Allowance .. 4-9 Remote allowance .. 4-9 Domestic In- Service Training Allowance and associated costs .. 4-9 Temporary Transfer Allowance .. 4-10 Panel Member Allowances .. 4-10 5. SOCIAL BENEFIT ALLOWANCES .. 4-10 Child allowance .. 4-10 6. LEAVE CONDITIONS .. 4-11 Annual vacation leave .. 4-11 Sabbatical leave .. 4-13 Secondment .. 4-14 Leave without 4-15 Sick leave.

10 4-15 Maternity leave .. 4-16 Family leave .. 4-17 Compassionate Leave .. 4-17 Special leave for international and provincial sporting events, cultural events and religious events .. 4-17 7. MEDICAL EXPENSES .. 4-18 Within Vanuatu .. 4-18 Overseas medical treatment .. 4-18 FORMS FOR CHAPTER 4: TERMS AND CONDITIONS OF EMPLOYMENT .. D OVERTIME AND UNSOCIAL HOURS CLAIM FORM .. PSC FORM 4-1 ACTING ALLOWANCE APPLICATION FORM .. PSC FORM 4-2 RESPONSIBILITY ALLOWANCE FORM .. PSC FORM 4-3 DOMESTIC TRAVEL ALLOWANCE FORM .. PSC FORM 4-4 INDIVIDUAL OVERSEAS TRAVEL APPROVAL FORM .. PSC FORM 4-5 MISSION GROUP OVERSEAS TRAVEL APPROVAL FORM .. PSC FORM 4-6 DIRTY JOB ALLOWANCE CLAIM FORM .. PSC FORM 4-7 CHILD ALLOWANCE CLAIM FORM .. PSC FORM 4-8 APPLICATION FOR LEAVE FORM .. PSC FORM 4-9 HOME ISLAND LEAVE TRAVEL CLAIM .. PSC FORM 4-10 MEDICAL EXPENSES CLAIM FORM.