Policy and Planning Unit

When a Department determines there is a need for a new position to be created it must submit all the
necessary documents to the office of HR. Annually all submission for creation of new positions must
arrive no later than the 28th February each year. This will be to take into consideration in each FY.

The documents that must accompany a submission for creation of new positions includes; Official
cover letter to Acting Chief Secretary, Job Description, Current Organisational Structure for
Department, Identification of Source of Funds (identify where savings may be (past vacancies) to fund
this new vacancy.

Upon receipt of all the key documents and request for creation of new position, HR will vet and make
final recommendation to the Office of the Chief Secretary. The Chief Secretary will deliver his decision
on approval or not of creation of new position. This approval will be conveyed to both Treasury and
the Department.

During the budget cycle and Budget Department consultation, it is important that HR is present for
verification of personnel component for each Department. Only the newly created positions approved
through the Office of the Chief Secretary should be reflected in the final Annual Budget.

The Department must submit a current Job Description for the position that is to be advertised.

The Department must provide or identify confirmed funding in the current budget for the position.

The Department must include an official letter of request from / on behalf of Head of Department to
Chief Secretary outlining clearly the intended request.

f the Department also have their own regional or technical network, they may after approval for
advertisement to be carried out proceed to disseminate the advertisement to these networks also

When a Department determines there is a need for a position to be reclassified, it must submit all the
necessary documents to the office of HR. It is important to note that in re-classification, there must be
no financial implication (change in position and role, but no salary ramification).

The documents that must accompany a submission for re-classification includes; Official cover letter
to Acting Chief Secretary, Job Description for the new Designated position, Current Organisational
Structure for Department, Identification of Source of Funds.

Upon receipt of all the key documents and request for reclassification of new position, HR will vet
and make final recommendation to the Office of the Chief Secretary. The Chief Secretary will deliver
his decision on approval or not of creation of new position. This approval will be conveyed to both
Treasury and the Department.

During the budget cycle and Budget Department consultation, it is important that HR is present for
verification of personnel component for each Department. It is important to reflect the reclassified
position and for this to be updated for the annual FY Budgets.