SOP Library
SOP NO:
HR-PM05
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Movements/Placements (HR-PM)
Title:
Implementing Guidelines on Designation, Fielding, Reassignment and Relief of Sr. Grains Operations Officers (Warehouse Supervisor II) and Acting Sr. Grains Operations Officers (WS II) – Revised 2018
Date Approved/Issued:
09/26/2018
Date Effective:
09/26/2018
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
For the information guidance and compliance of all concerned, hereunder is the Implementing Guidelines on Designation, Fielding, Reassignment and Relief of Sr. Grains Operations Officers (Warehouse Supervisor II) and Acting Sr. Grains Operations Officers (WS II) – Revised 2018. This shall supersede HR-PM03 which was approved and took effect September 3, 2010.
A. GENERAL POLICIES
1. Regional Offices shall use their Pool of SGOOs (WS II) to replace fielded SGOOs (WS II) when the latter are in the following circumstances:
a. Relief;
b. Stock liquidation/examination;
c. Designation to other positions; and
d. Mental and physical incapacity / Death
2. When the SGOOs (WS II), including those in the pool are all fully utilized or are constrained to hold stock accountabilities due to relief, stock examination, etc., Provincial and Regional Offices can designate other NFA employees to act as SGOOs (WS II).
NFA employees who will be designated as Acting SGOOs (WS II) should meet the requirements provided in II.B.1.
3. The designation, fielding and reassignment of SGOOs (WS II) and Acting SGOOs (WS II) shall be covered by a Special Order (S.O.) approved by the Regional Manager. Hence the Special Order shall no longer be forwarded to the Office of the Deputy Administrator for Marketing Operations (C.O.) for confirmation.
4. Management shall conduct regular briefings/trainings of SGOOs (WS II)
/
Acting SGOOs (WS II) prior to their actual assumption/designation.
B. SPECIFIC POLICIES
1. DESIGNATION OF ACTING SGOO (WS II)
1.1 Provincial and Regional Offices may designate other NFA employees as Acting SGOO (WS II) if all SGOOs (WS IIs), including those who are in the R.O. Pool, are fully utilized or are constrained to hold stock accountabilities.
1.2 Employees who will be designated as SGOO/Acting SGOO (WS II) should meet the following requirements:
a. They should be holder of positions with the following salary grade levels:
i. Grade Level 10 (preferably Warehouse Assistants) to Grade Level 11 – For a 100,000 bags or less capacity warehouse.
Employees holding positions of SG 10 other than Warehouse Assistants may also be designated as Acting Warehouse Supervisors provided they have warehousing experience. Their Special Order for approval should be supported with justification as to their capability to act as Acting Warehouse Supervisor II.
ii. Grade Levels 12 to 19 – For more than 100,000 bags capacity warehouse
SGOOs /Acting SGOOs with Grade Levels 12 to 19 may be allowed to handle maximum of 3 warehouses or a maximum total capacity of 300,000 bags at any given time, however, this should only be practiced for warehouses that are close to each other so the SGOO can easily manage his/her accountability.
b. They should have no pending administrative/criminal case nor have been found guilty of dishonesty, misconduct or grave misconduct.
c. They should be physically and mentally fit to handle responsibilities and accountabilities as certified by a government physician.
d. They should not have reached the age of 63 or has not submitted a written intention to retire under the optional retirement program.
1.3 In compliance with item II.A.17 of the NFA Merit Selection Plan, a designation in acting capacity to a vacant SGOO (WS II) position for minimum period of six (6) months shall be submitted to the Regional Personnel Selection Board (PSB) for deliberation. The designation shall only be up to a period of one (1) year after which the designee concern shall return to his / her principal position, unless the exigency to the service demands a longer period. The said Acting SGOO can be a contender to the said vacant position.
The Regional PSB should ensure that the designated Acting SGOO (WS II) strictly meets the minimum QS on education and eligibility to ensure that he / she is capable of performing the responsibilities and handling accountabilities of an SGOO (WS II), and will qualify as contender to a vacant SGOO (WS II) position.
2. FIELDING AND REASSIGNMENT OF SGOOs (WS II) AND ACTING SGOOs (WSII)
2.1 SGOOs (WS II) and Acting SGOOs (WS II) whose stock accountabilities (grains / MTS) are pending final examination and / or with final examination can still be fielded/reassigned subject to the following conditions:
a. Palay shortages should be 3% or less of the total volume handled (in net kilograms) per warehouse for the period covered by the stock examination;
b. Rice shortages should be 2% or less of the total volume handled (in net kilograms) per warehouse for the period covered by the stock examination;
c. Corngrains shortages should be 6% or less of the total volume handled (in net kilograms) per warehouse for the period covered by the stock examination;
2.2 SGOOs (WS II) and Acting SGOOs (WS II) whose previous stock accountabilities with FINAL TOLA and UNRESOLVED APPEAL, and have incurred cumulative (one or more warehouse) shortages of not more than P100,000.00 can still be considered for fielding/reassignment subject to the recommendation of the Provincial Office and approval of the Regional Office.
2.3 SGOOs (WS II) and Acting SGOOs (WS II) to be fielded/reassigned should have no existing order of preventive suspension (OPS), no pending administrative/ criminal case nor have been found guilty of dishonesty, misconduct or grave misconduct.
2.4 They should be physically and mentally fit to handle responsibilities and accountabilities as certified by a government physician.
2.5 No employee shall be fielded/reassigned as SGOOs (WS II) or designated as Acting SGOOs (WS IIs) two (2) years before the compulsory retirement age of 65. SGOOs (WS II) or Acting SGOOs (WS II) with current assignment/accountabilities should be relieved two (2) years before the compulsory retirement age of 65.
2.6 An SGOO (WS II) and Acting SGOOs (WS II) who intends to retire under the optional retirement program shall signify in writing to the office where he/she is presently assigned at least one (1) year prior to retirement so that he/she can be relieved of his/her present accountabilities. If he/she does not push through with his/her optional retirement, he/she shall be fielded again as Stock Accountable Officer.
3. ISSUANCE OF SPECIAL ORDER FOR THE DESIGNATION, FIELDING AND REASSIGNMENT OF SGOOs (WS II) AND ACTING SGOOs (WS II)
The designation, fielding and reassignment of SGOOs (WS II) and Acting SGOOs (WS II) shall be covered by a Special Order (S.O.) recommended by the Provincial Manager and approved by the Regional Manager.
3.1 The Provincial Office concerned shall recommend to the Regional Office the approval of the designation/fielding/reassignment of an SGOO (WS II) or an Acting SGOO (WS II) to a particular warehouse. The following documents shall be attached to the recommendation:
a. The latest Service Record of the concerned employee issued by the Provincial Administrative Officer (PAO) which properly enumerates all provinces where the employee was assigned to determine previous assignments as SGOO (WS II) or Acting SGOO (WS II);
b. Certification (
Exhibit 1
) prepared by the Senior Accounting Specialist (SAS) and approved by the recommending Provincial Manager reflecting the complete Stock Accountability (Grain stocks, Empty Sacks and accountable forms) of the concerned employees;
c. Certification from the Legal Affairs Department (LAD) – stating that the employee has not been charged of any administrative/civil offense and has no pending administrative/civil case;
d. Medical Certificate issued by any government physician attesting that the employee is physically and mentally fit to perform the job; and
e. Certification signed by the Senior Accounting Specialist (SAS) and the Provincial Manager (PM) that the subject employee is not related up to the 3
rd
degree of affinity or consanguinity to the PM and/or SAS.
3.2 The Regional Office shall evaluate the recommendation in accordance with this guidelines and if in order, the Regional Administrative Officer shall prepare a Special Order to be approved by the Regional Manager.
The Special Order shall indicate the warehouse assignment, the effectivity date and duration of the designation/fielding/reassignment of the SGOOs (WS II) or Acting SGOOs (WS II) subject to renewal.
3.3 Prior to approval of the Special Order, the Regional Office shall secure Certifications (Exhibit 1) from all the Provincial Office/s where the SGOOs (WS II) or Acting SGOOs (WS II) have been previously designated/fielded/reassigned as such. This is to ensure that the employee being considered as SGOO (WS II) or Acting SGOO (WS II) is free from impediments.
3.4 The Provincial Manager and the Regional Manager shall be jointly and severally held liable and responsible for the performance of the SGOO (WS II) or Acting SGOO (WS II) that they recommended and approved for fielding/reassignment.
3.5 In case the designation is to fill up a vacant position, the policy provided in Item II.B.1.1.3 shall be followed.
3.6 It shall be the responsibility of the Provincial Administrative Officer (PAO) to monitor the expiration of the Special Order of their SGOO (WS II)/Acting SGOO (WS II), and remind the Provincial Manager of its renewal.
3.7 The Special Order shall be renewed for every new assignment of the SGOO (WS II) / Acting SGOO (WS II) and/or after every cut-off of stock accountability.
3.8 Renewed Special Order shall be submitted anew for evaluation and approval of the Regional Office.
4. INTERNAL CONTROL MEASURES
4.1 No employee related to the Provincial Manager and/or Provincial Accountant up to the 3
rd
degree of affinity or consanguinity, shall be fielded/reassigned as SGOO (WS II)/Acting SGOO (WS II) in that province. An SGOO (WS II)/Acting SGOO (WS II) currently assigned to a province whose Provincial Manager or Provincial Accountant is his/her spouse or relative, should be reassigned to another province.
4.2 No employee who was previously designated/fielded as SGOO (WS II) or Acting SGOO (WS II) shall be assigned/detailed to the Accounting Section unless he/she been cleared first from all forms of accountabilities (i.e. grains stocks, empty sacks, accountable forms and/or money). However, an employee from the Accounting Section may be designated/fielded as SGOO (WS II) or Acting SGOO (WS II).
4.3 Cash Accountable Officers, Accounting Personnel and Property and Custodians/Supply Officers who will be designated as Acting SGOO (WS II) should be cleared first of their money and property accountabilities.
4.4 The Provincial Administrative Officer (PAO) shall ensure that designated SGOOs/Acting SGOOs are covered by a Fidelity Bond.
4.5 The Internal Audit Services Department (IASD) shall include in their audit the compliance of the field offices to existing/approved Standard Operating Procedures (SOPs). Likewise, the Regional Evaluation Team (RET) shall religiously monitor compliance of all Provincial and Regional Offices to the existing SOPs.
4.6 Concerned Provincial Managers/Sr. Accounting Specialists/ and Regional Managers/Regional Accountants/Regional Administrative Officers and other concerned officials and employees who will fail to comply with the provisions of this guidelines shall be charged accordingly.
5. RELIEF/CUT-OFF OF ACCOUNTABILITY PERIOD
5.1 As a general policy, the on-going accountability of an SGOO/Acting SGOO needs proper cut-off of accountability period every two (2) years regardless of the level of stock inventory.
Policies for the proper cut-off of accountability are presented in Item II.A.2.b.2 of the SOP on the New Computerized Stock Examination and TOLA Computation.
5.2 Even if the period of accountability is less than two (2) years, SGOOs (WS II)/ Acting SGOOs (WS II) shall be relieved of their stock accountability, if any of the following circumstances occur:
a. Personnel movement (such as promotion, transfer, reassignment, designation, etc.);
b. The SGOO (WS II)/Acting SGOO (WS II) has been issued an Order of Preventive Suspension (OPS) or has a pending administrative or criminal case;
c. The SGOO (WS II)/Acting SGOO (WS II) is not physically and mentally capable of performing his duties.
The provincial office shall initiate the conduct of medical examination of their SGOOs (WS II)/Acting SGOOs (WS II). The latter may request relief for health reasons and should submit a medical certificate issued by a government physician indicating his/her illness with findings that he/she is not fit to perform his functions as SGOO (WS II)
d. After proper validation/audit/investigation, the SGOO’s (WS II)/Acting SGOO’s (WS II) accountability was found to be with adverse findings/irregularities;
e. Incidence of robbery/theft or force majeure;
f. Necessity to vacate a subject warehouse;
g. The SGOO (WS II)/Acting SGOOs (WS II) has reached the age of 63 or signified in writing his/her intention to retire under the optional retirement program;
h. The SGOO (WS II)/Acting SGOO (WS II) incurred any of the following variances in his/her current and previous accountabilities per accounting records/ stock reports or quarterly TOLA status reports or after volumetric count:
i. Palay – variance equivalent to more than 3% of total volume handled (in net kilograms) per warehouse for the period under examination;
ii. Rice – variance (per cereal type) equivalent to more than 2% of the total volume handled (in net kilograms) per warehouse for the period under examination;
iii. Corngrains – variance (per cereal type) equivalent to more than 6% of the total volume handled (in net kilograms) per warehouse for the period under examination;
i. The total cumulative shortage (one or more warehouses) from previous stock accountabilities WITH FINAL TOLA and UNRESOLVED APPEAL has exceeded P100,000.00.
5.3 The relief is primarily intended to provide an SGOO (WS II)/Acting SGOO (WS II) time to clear himself of accountabilities prior to being given another assignment.
5.4 The Provincial/Regional Office has the prerogative to relieve SGOOs (WS II)/Acting SGOOs (WS II) who have derogatory reports/irregularities after proper validation/investigation has been made.
5.5 The relief of an SGOO (WS II)/Acting SGOO (WS II) shall be documented through a memorandum from the Provincial Manager of the office where he/she is assigned indicating therein that he/she shall be relieved of his/her stock accountabilities effective on a specific date. The GMOD and HRMD shall be furnished with a copy of the memorandum.
6.MONITORING
6.1 The Regional Administrative Officers (RAOs) shall prepare a Monthly List of Designated/Fielded/Reassigned SGOOs (WS II)/Acting SGOOs (WS II) (
Exhibit 2
) to be submitted to GMOD cc: HRMD on or before the 7
th
day of the following month.
6.2 The Grains Marketing Operations Department (GMOD) shall be responsible in monitoring all movements of SGOOs (WS II)/Acting SGOOs (WS II)
The foregoing revised guidelines supersede HR-PM03 (Revised Implementing Guidelines on Designation, Fielding, Reassignment and Relief of Sr. Grains Operations Officers (Warehouse Supervisor II) and Acting Sr. Grains Operations Officers (WS II) approved and took effect September 3, 2010 including amendments thereof.
This revised guidelines shall take effect upon approval.
Lt. Col. Jason L.Y. Aquino, (Ret) P.A.
NFA Administrator
III. RESPONSIBILITIES
IV. FLOW CHART
Top Page
EXHIBITS
Exhibit 1 - Certification
Exhibit 2 - Monthly List of Designated/Fielded/Reassigned SGOOs (WS II) Acting SGOOs (WS II)