SOP Library
SOP NO:
HR-PM03
(List of Exhibits/Attachments)
Missi
on
:
Finance and Administration
Area:
Human Resource (HR)
Activity:
Personnel Movements/Placements (HR-PM)
Title:
Revised Implementing Guidelines on Designation, Fielding, Reassignment & Relief of Sr. Grains Operations Officers (Warehouse Supervisor IIs) & Acting Sr. Grains Operations Officers (WS IIs)
Date Approved/Issued:
09/03/2010
Date Effective:
09/03/2010
Digest:
I. TERMS OF REFERENCE
A. Rationale
B. Objective
C. Scope
D. Basis
II. IMPLEMENTING GUIDELINES
A. General Policies
1. Regional Offices shall use their Pool of SGOOs (WS IIs) to replace fielded SGOOs (WS IIs) when the latter are in the following circumstances:
a.1 Relief
a.2 Stock examination
a.3 Designation to other positions
a.4 Mental and physical incapacity / Death
2. When the SGOOs (WS IIs), 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 IIs).
NFA employees who will be designated as Acting SGOOs (WS IIs) should satisfy the requirements provided in II.B.1.
3. The designation, fielding and reassignment of SGOOs (WS IIs) and Acting SGOOs (WS IIs) shall be covered by a Special Order (S.O.) approved by the Regional Manager and duly confirmed by the Deputy Administrator for Marketing Operations.
4. Management shall conduct regular briefings / trainings of SGOOs (WS IIs) / Acting SGOOs (WS IIs) prior to their actual assumption/designation.
B. SPECIFIC POLICIES
1. DESIGNATION OF ACTING SGOO (WS II)
a. Provincial and Regional Offices can 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 due to relief, undergoing stock examination, etc.
b. Employees who will be designated as Acting SGOO (WS II) should satisfy the following requirements:
b.1 They should be holders of positions with the following salary grade levels*:
i. Grade Level 11 - For a 100,000 bags or less capacity warehouse
ii. Grade Levels 12 to 19 - For more than 100,000 bags capacity warehouse
*In compliance with Rule III, Sec. 6, item e, of the Revised Omnibus Rules on Appointment and other Personnel Actions, employees holding 1st level positions cannot be designated to perform the duties of 2nd level positions.
b.2 They should have no pending administrative / criminal case nor have been found guilty of dishonesty, misconduct or grave misconduct.
b.3 They should be physically and mentally fit to handle responsibilities and accountabilities.
b.4 They should not have reached the age of 63.
c. In compliance to
item II.A.17 of the NFA Merit Selection Plan
, a designation in acting capacity to a vacant SGOO (WS II) position for a minimum period of six (6) months shall be submitted to the Regional Personnel Selection Board (PSB) for deliberation. The designation shall only be for a period of one (1) year after which the designee concerned shall be returned to his / her principal position, unless the exigency of the service demands a longer period.
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 (WSIIs) AND ACTING SGOOs (WSIIs)
a. SGOOs (WS IIs) and Acting SGOOs (WS IIs) whose stock accountabilities (grains / MTS) are pending final examination and / or are already with final examination can still be fielded / reassigned subject to the following conditions:
a.1 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.
a.2 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.
a.3 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.
b. SGOOs (WS IIs) and Acting SGOOs (WS IIs) with previous stock accountabilities with FINAL TOLA 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 Regional Office and confirmation of the Deputy Administrator for Marketing Operations.
c. SGOOs (WS IIs) and Acting SGOOs (WS IIs) to be fielded / reassigned should have no pending administrative / criminal case nor have been found guilty of dishonesty, misconduct or grave misconduct.
d. They should be physically and mentally fit to handle responsibilities and accountabilities.
e. No employee shall be fielded / reassigned as SGOO (WS II) or designated as Acting SGOOs (WS IIs) two (2) years before the compulsory retirement age of 65. SGOOs (WS IIs) or Acting SGOOs (WS IIs) with current assignment / accountabilities should be relieved two (2) years before the compulsory retirement age of 65.
f. An SGOO (WS II) or Acting SGOOs (WS IIs) 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. He/she shall 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 IIs) AND ACTING SGOOs (WS IIs)
The designation, fielding and reassignment of SGOOs (WS IIs) and Acting SGOOs (WS IIs) shall be covered by a Special Order (S.O.) approved by the Regional Manager and duly confirmed by the Deputy Administrator for Marketing Operations:
a. The Provincial Office concerned shall recommend to the Regional Office the designation / fielding / reassignment of an SGOO (WS II) or an Acting SGOO (WS II) to a particular warehouse. A Service Record of the concerned employee shall be attached for the Regional Office’s reference to determine previous assignments as SGOO (WS II) or Acting SGOO (WS II).
b The Regional Office Administrative and General Services Section (AGS) shall prepare a Special Order, based on the Provincial Office's recommendation, 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 SGOO (WS II) / Acting SGOO (WS II) (maximum of one year subject to renewal).
The Provincial Manager / Regional Manager shall be held liable and responsible for the performance of the SGOO (WS II) or Acting SGOO (WS II) that they recommended for fielding / reassignment.
c. The Regional Office shall request for the confirmation of the Special Order from the Deputy Administrator for Marketing Operations through HRMD. The Service Record of the SGOO (WS II) / Acting SGOO (WS II) should be submitted with the request for confirmation for HRMD’s reference, as well as the Minutes of Regional PSB deliberation if the designation is to a vacant position.
HRMD shall evaluate the request in accordance with these guidelines and shall request certifications from the following offices:
c.i. Internal Audit Services Department (IASD) – if the employee has an existing or previous stock accountability and if fielding does not violate these guidelines;
c.ii. Legal Affairs Department (LAD) – if the employee has a pending administrative case or was found guilty of dishonesty, misconduct or grave misconduct;
c.iii. Security Services & Investigation Department (SSID) – if the employee is a subject of a fact finding investigation.
d. HRMD shall recommend to the Deputy Administrator for Marketing Operations, through GMOD, the confirmation of Special Orders of those who are qualified for designation / fielding / reassignment.
GMOD shall then prepare a wire confirming the Special Order, and shall forward it to the Assistant Administrator for Marketing Operations for his initials, then to the Deputy Administrator for Marketing Operations for his approval. The recommendation of the HRMD and the supporting documents shall be attached to the wire for reference of the Deputy Administrator for Marketing Operations.
e. If the recommended SGOO (WS II) / Acting SGOO (WS II) is not qualified, HRMD shall inform GMOD and the Deputy Administrator for Marketing Operations, through the Assistant Administrator for Marketing Operations, of the result of the evaluation.
GMOD shall prepare a wire informing the Regional Office of the denial of the request for confirmation.
f. It shall be the responsibility of the Provincial Office – Marketing Operations Section to monitor the expiration of the Special Order on the fielding / reassignment of their SGOO (WS II) / Acting SGOO (WS II), and recommend its renewal to the Regional Office, if necessary.
g. Renewed Special Order shall be submitted anew for confirmation of the Deputy Administrator for Marketing Operations through HRMD.
4. INTERNAL CONTROL MEASURES
a. No employee related to the Provincial Manager and / or the Provincial Accountant up to the 3rd 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. Concerned Provincial and Regional Managers who fail to comply with this provision shall be administratively charged for violation of reasonable office rules and regulations.
b. An SGOO (WS II) / Acting SGOO (WS II) should be covered by a Fidelity Bond before he / she is fielded / reassigned / designated as such.
c. Cash Accountable Officers and Property Custodians who will be designated as Acting SGOO (WS II) should be cleared first of their money and property accountabilities, respectively.
5. RELIEF OF STOCK ACCOUNTABILITIES
a. SGOOs (WS IIs) / Acting SGOOs (WS IIs) shall be relieved of their stock accountabilities if any of the following circumstances exist:
a.1 An administrative or criminal case has been filed against the SGOO (WS II) / Acting SGOOs (WS IIs).
a.2 If the employee was found guilty of dishonesty, misconduct or grave misconduct.
a.3 The SGOO (WS II) / Acting SGOOs (WS IIs) is medically and physically not capable of performing his duties.
The provincial office shall initiate the conduct of medical examination of their SGOOs (WS IIs) / Acting SGOOs (WS IIs). SGOOs (WS IIs) / Acting SGOOs (WS IIs) may request relief for health reasons and should submit a medical certificate issued by a government physician indicating his / her illness with a recommendation that he / she is not fit to perform his functions as SGOO (WS II).
a.4 The SGOO (WS II) / Acting SGOO (WS II) has adverse findings/irregularities after proper validation/audit/investigation has been made.
a.5 The SGOO (WS II) / Acting SGOO (WS II) incurred variances in his / her current and previous accountabilities per accounting records/stock reports or after a bag to bag count of:
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
b. Any 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.
c. The Provincial / Regional Office has the prerogative to relieve SGOOs (WS IIs) / Acting SGOOs (WS IIs) who have derogatory reports / irregularities after proper validation/investigation has been made.
d. 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 a specific date. The GMOD and HRMD shall be furnished with a copy of the memorandum.
6. MONITORING
a. The Grains Marketing Operations Department (GMOD) shall be responsible in monitoring all movements of SGOOs (WS IIs) / Acting SGOOs (WS IIs).
b. Regional Offices’ Marketing Operations Section shall prepare a
Quarterly List of SGOOs (WS IIs) / Acting SGOOs (WS IIs) and their Warehouse Assignments
(Exhibit 1) to be submitted to GMOD cc: HRMD on or before the 7th day after the end of every quarter.
New designations and changes in the assignments of the SGOOs (WS IIs) / Acting SGOOs (WS IIs) within the quarter shall be reported to GMOD without waiting for the due date of submission of the quarterly report.
All other rulings and issuances which are inconsistent with these guidelines shall be deemed superseded. This implementing guidelines shall take effect on the
3rd
day of
September,
, 2010.
Date Approved :
September 03, 2010
.
III. RESPONSIBILITIES
IV. FLOW CHART
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