Divisions

Benefits Management

The Benefits Management Division is responsible for developing and recommending policies on terms and conditions of employment, other than pay, for monthly paid officers in the Public Service and Statutory Authorities subject to the Statutory Authorities Act, members of the Defence Force, daily-rated employees for whom the Chief Personnel Officer is deemed to be the Employer and for persons employed on contract as well as personal staff of the President and the household staff of the Prime Minister.

Core Functions:

• Revises the benefits structure for monthly and daily rated employees for whom the Chief Personnel Officer has responsibility.
• Provides consultancy and advisory services on terms and conditions of service other than salary.
• Consults and negotiates with Unions/Associations representing both monthly and daily rated employees.
• Manages grievances and disputes.
• Formulates/revises Public Service Legislation.
• Provides transition management support.
• Administers:-
  • Group Health Plans
  • Travelling Allowances Act and Regulations.
  • Training Fund (certain daily rated employees).
• Audits employment records of daily-rated employees.
• Monitors Devolved Functions.

Compensation Management

The Compensation Management Division is responsible for developing, maintaining and managing the job evaluation/classification and pay systems established for monthly-paid offices in the Public Service and Statutory Authorities subject to the Statutory Authorities Act; for daily-rated positions in the Central Government and for certain other agencies. The Division' s responsibility also includes maintaining and managing the job evaluation system for the Judicial and Legal offices in the Judicial and Legal Service and determining salaries for persons employed on contract.

Core Functions:

Job Analysis

• Collects and analyses data on all jobs and develops and revises job/class specifications for monthly-paid offices and daily-rated positions.

Job Evaluation/Classification Systems Development, Implementation and Maintenance

• Develops and implements new Job Evaluation systems and manages and maintains the existing system.

Pay System Design, Implementation and Maintenance

• Designs and implements new pay systems, and manages and maintains the existing pay system.

Development of Salary/Wage Administration policies and monitoring its implementation

Provision of consultancy and advisory services

Consultation and negotiation with associations/unions representing monthly and daily-rated employees

Management of grievances and disputes

Revision of Public Service legislation

Determination of salaries paid to persons employed on contract

Corporate Services

The Corporate Services Division is responsible for ensuring that the core business Divisions of the Personnel Department are provided with the institutional capability, infrastructure and administrative support services needed to perform their functions effectively and efficiently. It is also responsible for managing the Communications and Public Relations portfolio and coordinating the Department relationship with its internal and external publics. The Division Human Resource Management Unit manages internal staffing and looks after the welfare of staff of the Department. It also has responsibility for coordinating the Department transformation agenda.

Core Functions:

Human Resource Management

• Manages relevant Human Resource matters including Human Resource Planning, Human Resource Development, Performance Management, Employee Relations, Staffing and other related issues.
• Prepares Plans (Business, Strategic, Training Plans etc.).

Information Technology Management

• Establishes and implements effective and efficient IT solutions to facilitate and improve work processes in the Department. This involves Management Information Systems, Systems Administration, Network Administration and User Assistance.

Corporate Communications

• Establishes and maintains mutual understanding between the Department and the various internal and external publics which interact with and have an interest in the Department and its work.
• Formulates Public Relations/Communications strategies to support the various Divisions as they productively pursue the Department' s strategic objectives.
• Manages the Department’s media activities.
• Manages event coordination activities.

Financial Management and Accounting

• Administers all relevant financial accounting and maintains financial records.

Office Management

• Ensures that the Department' s equipment, stationery and other office requirements are kept at optimal levels.
• Ensures the timely and expeditious flow of internal and external correspondence/documents.

Information and Records Management

• Stores and maintains official documents.

Facilities Management

• Ensures that the Personnel Department' s overall working environment is kept at an optimal level that promotes productivity.

Human Resource Management Services

The role of the Human Resource Management Services Division of the Personnel Department is to provide support to Ministries and Departments, in implementing public service-wide policies and programmes which fall within the purview of the Personnel Department, thereby advancing the transformation of the Public Service.  The core functions of the Division are outlined below.

Core Functions:

1. Facilitating the implementation of strategic Human Resource initiatives, such as those pertaining to:
   • the Employee Assistance Programme,
   • HIV/Aids,
   • Occupational Safety and Health

   This function includes:

   • Conducting stakeholder consultations
   • Conducting sensitization/training programmes

2. Building the capacity of personnel in Ministries and Departments in those areas which lie within the Personnel Department’s mandate. 

This includes:

• Development, co-ordination and delivery of training programmes
• Development and dissemination of toolkits, brochures and other educational resources
  

3. Designing/re-designing, monitoring and reviewing the Performance Management and Appraisal System (PMAS). 

This includes:

• Conducting stakeholder consultations on PMAS
• Visiting Ministries/Departments to monitor implementation of the system
• Reviewing and revising PMAS, as necessary
• Conducting training sessions in PMAS

4. Providing Consulting and Advisory Services. 

This includes:

• Visiting HRM Units in Ministries and Departments
• Conducting coaching sessions
• Providing oral and written advice on Human Resource matters.

Human Resource Policy, Planning and Research

The Human Resource Policy, Planning and Research Division is responsible for developing, recommending, monitoring and reviewing Human Resource Management policies/guidelines required to enable the successful performance of Human Resource Management functions in the Public Service. The Division is also responsible for providing research and other support, in areas such as costing and analysis of proposals and counterproposals in relation to the collective bargaining process, to facilitate the work of the Department.

Core Functions:

Development and Implementation of Human Resource Management Policies/Guidelines

• Conducts on-going research and investigations into Human Resource Management issues to facilitate the development of new Human Resource Management policies/guidelines or the revision of existing ones in line with contemporary Human Resource Management best practices.
• Implements approved Human Resource Management policies/guidelines in collaboration with the various stakeholders.

Monitoring and Evaluation of Human Resource Management Policies/Guidelines

• Develops mechanisms/tools for tracking the performance of Human Resource Management policies/guidelines.
• Monitors and evaluates the relevance, impact, effectiveness and efficiency of Human Resource Management policies/guidelines and makes recommendations for revision, where necessary.

Research

• Conducts research in areas such as:
  • the impact of socio-economic factors on wage/salary settlements;
  • review of terms and conditions of employment of office holders falling within the purview of the Salaries Review Commission;
  • economic outlook locally and globally;
• Prepares briefs, working papers and reports.

Collection of Data and Maintenance of Databases

• Collects data and maintains databases in areas such as:
  • terms and conditions of employment for a wide cross-section of organizations within the economy.
  • number of persons employed in the Public Service; including monthly-paid and daily rated employees.
  • allowances payable in the Public Service.

Labour Market Information/Trend Analysis

• Collects and stores data on Collective Agreements for a wide cross-section of organizations within the economy.
• Undertakes comparative analyses of salaries and wages and other conditions of employment in the public sector with those of employees in commercial, industrial private enterprises and establishes trends.
• Collects and analyses comparable salary and benefits data from other agencies for compensation planning.

Surveys

• Plans and conducts surveys in areas such as:
  • Compensation.
  • Travelling e.g. motor vehicle prices and Upkeep Allowance.
  • Meal, Clothing and other allowances.

Computation and Analysis of Costs

• Computes and analyses cost of salaries/wages, benefits and other terms and conditions of employment during the conduct of negotiations with Public Service associations/unions.

Industrial and Labour Relations

The Industrial and Labour Relations Division provides secretariat and support services to the Public Sector Negotiations Committee (PSNC) and the Salaries Review Commission (SRC).  In support of the activities in respect of the PSNC, the Division also provides advice and technical support to internal and external clients on matters pertaining to industrial and labour relations in the public sector.  With regard to the SRC, the Division is responsible for policy formulation, provision of advice and the monitoring of the implementation of terms and conditions of service for offices which fall within the purview of the SRC.

Core Functions:

Provision of Secretariat Services to the PSNC (Notes, Briefs and Other Documents)

The work of the Secretariat includes but is not limited to:

Preparation and dissemination of Notes/Briefs and other documents

• research and analysis
• meeting planning and management
• pre/post meeting documentation
• monitoring and review of implementation of decisions
• issuing of guidelines
• provision of advisory services on terms and conditions of employment

Provision of Secretariat Services to the SRC (Reports)

• research and analysis
• meeting planning and management
• pre/post meeting documentation
• preparation and dissemination of Reports and other documents
• monitoring and review of implementation of decisions
• issuing of instructions
• provision of advisory services on terms and conditions of employment

Provision of Data on Salaries, Terms and Conditions, Trends, Negotiations, etc.

• development of reports
• maintenance of databases (manual and electronic)

Formulation and Review of Industrial Relations Policies in the Public Sector

• research and analysis
• formulation of recommendations
• issuing of guidelines/instructions as necessary

Provision of Change Management Support for the Public Sector

• Provides oral and written advice and guidance on the restructuring process in public sector agencies in respect of the implementation of Voluntary Separation from Employment Plans.

Monitoring Industrial Relations Environment

• Monitors the industrial relations environment so as to ensure adherence to and proper implementation of policies pertaining to the public sector and in order to facilitate harmonious Union/Management relations.

Legal Services

The Legal Services Division is responsible for providing the Chief Personnel Officer with legal advice on the day-to-day operations of the Personnel Department and representing the Chief Personnel Officer in litigation before any Court or Tribunal. The Division is also responsible for the negotiation and preparation of contracts for consultancy services.

Core Functions:

• Represents the Chief Personnel Officer at all Court matters in which the Chief Personnel Officer is named as a party.
• Advises the Chief Personnel Officer and all the Divisions in the Personnel Department on legal issues that may arise in their day-to-day functions or in negotiations.
• Drafts/reviews Public Service legislation to ensure relevance to current circumstances.
• Monitors on a continuous basis Public Service legislation in order to advise the Chief Personnel Officer and the Minister with responsibility for the Personnel Department of emerging legal and legislative issues.
• Negotiates and prepares contracts (consultancy and otherwise) to which the Chief Personnel Officer is party.
• Prepares agreements and protocols and provides advice to the Chief Personnel Officer on the implications and ramifications of such agreements and protocols.