Ref.

No: ESCL-SOP-008

EGBA SPLIT-CLAMPS LIMITED

Rev. No: 00
Issue Date:12th Nov, 2012

Admin/Human Resources
Procedure

Page 1 of 7

ADMIN/HUMAN RESOURCES
PROCEDURE

APPROVAL AND REVISION STATUS

Rev. No.
00

Issue Date

Revision

12/11/2012

Identification
First Issue

Prepared by

Reviewed

Approved by

Admin
Manager

by
Production
Manager

Managing
Director

EGBA SPLIT-CLAMPS LIMITED

Ref. No: ESCL-SOP-008

Admin/Human Resources
Procedure

Rev. No: 00
Issue Date:12th Nov, 2012
Page 2 of 7

CHANGE (S)/AMENDMENT (S)

The change(s)/amendment(s) noted below have been made and approved by the
Managing Director for issue.

Change/Amendment No.

Date

Page

Description of Change/Amendment

EGBA SPLIT-CLAMPS LIMITED

Admin/Human Resources
Procedure

Ref. No: ESCL-SOP-008

Rev. No: 00
Issue Date:12th Nov, 2012
Page 3 of 7

1.0 PURPOSE
This procedure highlights aspects of the administrative and human resource
processes in ESCL.
2.0

SCOPE
Applicable to competence, training, awareness and related processes in the company.

3.0

REFERENCES
NIS ISO 9001: 2008, Quality Management Systems-Requirements.
NIS ISO 9000: 2005, Quality Management Systems- Fundamentals and Vocabulary.
ESCL Quality Manual (ESCL-QM-001).
ESCL-QSP-003, Procedure for Internal Quality Audit
Form 112, Employee Competence Record.
Form 113, Staff Appraisal.
Form 114, New Employee Induction.
Form 115, Training Evaluation.
Form 116, Annual / Casual Leave.

4.0

TERMS AND DEFINITIONS

The following terms and definitions and the ones given in ESCL Quality Manual and
NIS ISO 9000: 2005 apply:

4.1

ESCL: Egba Split-Clamps Limited.

4.2

ISO: International Organization for Standardization.

4.3

NIS: Nigerian Industrial Standard.

4.4

Competence: Demonstrated ability to apply knowledge and skills.

4.5

Training: Skills imparted to personnel to enable them perform work tasks.

4.6

CV: Curriculum Vitae (A summary of an employee or prospective employees personal

history, background, work and education. Also identified as a resume.

4.7

Key Personnel: Personnel directly responsible for activities affecting the quality of
the resultant product/service.

5.0

RESPONSIBILITIES AND AUTHORITY

5.1

Top Management, Department/Unit heads: Responsible for the appraisal of

subordinates and identification of training needs.

EGBA SPLIT-CLAMPS LIMITED

Rev. No: 00
Issue Date:12th Nov, 2012

Admin/Human Resources
Procedure
5.2

Ref. No: ESCL-SOP-008

Page 4 of 7

QHSE Manager, Management Representative (MR): Conducts required awareness

on the Quality Management System including customer requirements.

5.3

Admin Manager: Maintains individual records of education, training, skills and

experience of company personnel. Schedule training to meet identified needs.

6.0

PROCEDURE

6.1

Competence

6.1.1 The practice of ESCL is to resource qualified key personnel with adequate experience
to fulfill the current requirements of the position (see section 6.4 of this Procedure).
6.1.2 Prior to employment, the competence of personnel is assessed through evaluation for
qualification and experience detailed in CVs. Where required, documentary evidence
such as university degrees, certificates, licences, is verified.
6.1.3 Following

confirmation

of

employment

by

the

company,

an

employee

competence record is prepared and updated annually; recording details of the employees
qualifications, experience and past training (see Form 112).
6.1.4 Annual staff performance appraisal (see section 6.5 of this Procedure) is conducted to
appraise the performance of staff members and seek areas of improvement (see
Form 113).
6.2

Training

6.2.1 Training needs are monitored as an ongoing activity by Top Management and
Department/Unit Heads. If the company purchases or adapts equipment or changes
its methods of working, knowledge and skills of personnel within the company are
reviewed in order to identify training requirements.
6.2.2 Following the identification of the training need, the Admin Manager consults with Top
Management (and also draw from the annual appraisal exercise) to fashion out the
training programme for the year.
6.2.3 Where applicable, training brochures are also collected from applicable training
institutions to identify relevant courses for senior / supervisory personnel.
6.2.4 Training is provided internally or externally by appropriately qualified and experienced
personnel in that field. Evidence of training is recorded and made available as part of
the training records maintained.

EGBA SPLIT-CLAMPS LIMITED

Admin/Human Resources
Procedure

Ref. No: ESCL-SOP-008

Rev. No: 00
Issue Date:12th Nov, 2012
Page 5 of 7

6.2.5 The education and training provided to each personnel is evaluated in terms of
expectations and impact on the effectiveness and efficiency of the company in order to
serve as a means of improving future training plans. Such an evaluation is conducted
six months after the training (see Form 115).
6.2.6 If the trainee fails to grasp or demonstrate required skills the trainee is recommended
for re-training. Record of re-training is maintained.
6.2.7 If the training or qualification in an activity automatically qualifies the trainee in another
field or activity, no separate training or qualification is required for the latter activity.
6.2.8 Whenever required, personnel are trained in the use of the latest applicable methods
and current techniques.
6.3

Awareness

6.3.1 New employees are required to undergo a training orientation/induction programme

covering general aspects of the company operations. Records are maintained (see
Form 114).
6.3.2 The completion of some elements of the programme are variable in that due account
is taken of prior training and experience.
6.3.3 Periodic awareness programmes(e.g. toolbox meetings) on quality, safety and
required job training are arranged, including education of personnel on the companys
Quality Policy, Quality Objectives and the concepts of customer satisfaction.
6.3.4 Department/Unit Heads ensure that the personnel working under them understood the
tasks to be performed and the objectives to be achieved, including awareness of the
consequences of failure to the company and its people.
6.4

Personnel Employment

6.4.1 This is conducted through the following process:

Advertisement (e.g. notice board, verbal, newspaper);
Receive and screen application as appropriate;
Shortlist of qualified candidates;
Conduct interview (oral, written as applicable);
Contact successful candidate(s);
Medical screening; and
Issue of employment letter and staff identity card.

EGBA SPLIT-CLAMPS LIMITED

Admin/Human Resources
Procedure

Ref. No: ESCL-SOP-008

Rev. No: 00
Issue Date:12th Nov, 2012
Page 6 of 7

6.4.2 Operational tools required for a newly employed staff are issued to him.
6.4.3 The new staff is appropriately inducted (see section 6.3.1 of this Procedure).
6.5

Appraisal

6.5.1 General staff performance appraisal exercise is carried out once a year. Staff on
probation has their performance appraised prior to confirmation.
6.5.2 The results of the appraisal are collated and analyzed under the responsibility of the
Admin Manager.
6.5.3 Training needs are also identified in the appraisal.
6.6
6.6.1

Staff Attendance Booking

A register is maintained to record daily staff work attendance.

6.6.2 The register is closed off after cut-off time for resumption (8.00 am).
6.6.3 The Admin Manager reviews monthly attendance records and in extreme cases of
consistent tardiness, to inquire into the reasons.
6.7

Staff Leave

6.7.1 Staff members are entitled to annual leave, casual leave, sick leave, maternity leave
(for married women) and any other type of leave as approved.
6.7.2 Annual leave is mandatory and time not taken is forfeited. Exceptions arise if due to
contractual engagements management deems it necessary to defer the leave.
6.7.3 Staff members have to apply through their department/unit head for all types of
leave by completing the leave form (Form 116). Upon endorsement, it is then sent
to Admin Department for processing and final approval.
6.7.4 Leave periods granted are filed and maintained in individual personal files.
6.8

Welfare Issues
Welfare issues are addressed in the company as appropriate. These include but are
not limited to leave (annual, casual, sick, maternity), promotions, salary review, loans,
health benefits, bonuses (safety, performance) and recognitions.

EGBA SPLIT-CLAMPS LIMITED

Admin/Human Resources
Procedure
6.9

Ref. No: ESCL-SOP-008

Rev. No: 00
Issue Date:12th Nov, 2012
Page 7 of 7

Staff Discipline
ESCL disciplinary policy is based on the principles of fairness and firmness in the
application of rules, strict adherence to the laws of the land. All employees undertake
to obey the rules and regulations as a condition of employment. Deviation from this is
subject to disciplinary action, which may include any one or a combination of the
following in any order.
Query
Warning
Suspension
Termination, and
Outright dismissal.

7.0

RECORDS

7.1

Education/Training record.

7.2

Training schedule.

7.3

Staff performance appraisal records (Form 113).

7.4

New staff induction records (Form 114).

7.5

Competence records (Form 112).

7.6

Training evaluation record (Form 115)

7.7

Recruitment Record

7.8

Leave / Time off Record

7.9

Staff Discipline Record

7.10

Reward and Recognition.