c.

d. Eligibility for Promotion e. Non-Eligibility for Promotion

PAGE CHAPTER SEVEN (LEAVE)

a. Annual Leave , b. Maternity Leave

c.Special Leave (Casual) d.Sick Leave

CHAPTER EIGHT (MEDICAL SERVICES) a. Medical Facilities b. Invalidation

TABLE OF CONTENTS

INTRODUCTION a. Structure of the Commission

1 b. Hierarchy of Authority

CHAPTER ONE (STAFF OBLIGATION) a. Working Hours 3 b. Staff Responsibilities 3 CHAPTER TWO (APPOINTMENTS) a. Permanent Appointment 5 b. Transfer of Appointment/Service 6 c. Special Appointment 7 d. Confirmation and Termination of Appointment 8 e. Secondment, Transfer and Promotion 9 I

CHAPTER THREE a. Mode of Dressing 10 b. Identity Cards 1 1

CHAPTER FOUR (STAFF DISCIPLINE) 12

CHAPTER FIVE (GRIEVANCES) I

a. Procedure for Handling Grievances 21 b. Interpretation 22

CHAPTER SIX (STAFF PERFORMANCE AND PROMOTION) a. Promotion Criteria 23 b. Incremental Rule/Placement on Advance/Promotion 23 c. Upgrading/Conversion 24

ii

1 I

24 24

31

CHAPTER NINE (TRANSPORTATION) a. Transport Facilities b. Staff Assuming Duty on First Appointment c. Staff Retiring from the Commission's

Service d. Staff whose Appointment is Terminated e.Staff who are Dismissed orwho Resigned f. Staff Traveling on Commission's Business CHAPTER TEN (ACCOMMODATION) Hotel Transit Accommodation CHAPTER ELEVEN Staff Advances CHAPTER TWELVE (LOAN) Staff Housing Loan Scheme

CHAPTER THIRTEEN a. Transfer/Condonation of Service b. Condonation of Service

37

39

40 41

42

r

- 'I.

25 26 26 27 30

32 33 33 33 34 34

36

iii

CHAPTER FOURTEEN Pension and Gratuity Rules and Regulations

d. e.

CHAPHTER FIFTEEN a. List of Approved Additional Qualifications b. Bonus for Higher Qualifications

CHAPTER SIXTEEN Payment for no Accident Bonus to Drivers

CHAPTER SEVENTEEN Fringe Benefits

CHAPTER EIGHTEEN Overtime

CHAPTER NINETEEN Staff Development Programme

iv

44 45 46

47

50 52

f. g. h.

STAFF MANUAL (The Condition of Service)

INTRODUCTION

STRUCTURE OF THE COMMISSION The ISA 1.999 established the Commission with a thre tier structure i.e. the 11-man Board of Commissioners called “the Commission", the Management, and sta under the Departments. The Commission, headed by Chairman, is primarily charged with the functions specifie under the ISA as well as being the policy-making organ. It performs most of its fundions and °exercises most of its powers through the Management of the Commission.

HIERARCHY OF AUTHORITY The attention of all members of staff is drawn to the hierarchy of authority in the Commission. The Commission shall have a Board to be headed by.the Chairman. The Director-General of the Commission is also a member 0

the Board and, as the Chief Executive, he is charged with the day-to-day running of the Commission. The Commission has two Executive Commissioners who assist the Director-General in the day-to-day running of the organization.

~ The Executive Management of the Commission is headed by the Director-General assisted by the two Executive Commissioners. The Executive Management is charge with the day-to-day running of the Commission and the implementation of the policies set by the Board.

The Departmental Heads are, next to the Executive Management arid carry out the functions of the Commission under the directive of the Director-General and the Executive Committee. This staff manual contains the responsibilities of each staff to the Commission. The penalties for the breach of any laid- down policy of the Commission. staff entitlements and benefits under the service of the Commission.

CHAPTER ONE

STAFF OBLIGATION

A. WORKING HOURS The official Working Hours ofthe Commission are:

Mondays to Fridays, 8.00 a.m. to 4.00 p.m.

However, all staff of the Commission must always be prepared to work extra hours as the exigency of the service may require. Failure to put in such extra hours when so required will constitute refusal to work or corry out lawful instructions and therefore punishable as provided under "Staff Discipline" in"c Chapter Four (4) Section 2 (i), Unsatisfactory Conduct.

B. STAFF RESPONSIBILITIES The Commission expects from each staff the following basic responsibilities: i. To serve the Commission in any part of the

Federation and outside Nigeria and to comply with all lawful instructions as contorned in the Commission's Conditions of Service;

II. Dedicate his/her time and ability at all times to further the objectives and interests of the Commission;

III. Exhibit a high sense of responsibility and professionalism for quality and quantity of work produced based on the principle of "a fair day's pay";

IV. Exhibit a high degree of honesty, transparency and efficiency in performance of his/her duties;

v. Exercise due diligence in the handling of documents,

3

equipment and all properties belonging to the Commission;

VI. Keep confidential and not disclose to any person any . official secret or matter entrusted to him/her or comingto his/her knowledge in the course of his/her employment! duties; VII. Project and promote the good image of the

Commission everywhere and at all times; VIII. Ensure that his/her personal interest does not conflict

in any way with that of the Commission in the course of his/her duties.

CHAPTER TWO

APPOINTMENTS

I. Eligibility To be eligible for interview, an applicant must meet the minimum qualification for a particular cadre he/she is applying for. All short-listed and eligible candidates must be interviewed.

An applicant, who has accepted an offer of a position he initially applied for, shall not, on assumption of duty, petition for upgrading or review on account of comparison with his erstwhile or other colleagues. Such staff must pass through the normal process of promotion to move to the next grade. Where he/she feels dissatisfied, he/she may resign his appointment.

4

2.

3.

4.

o.

Recruitment of senior staff is the Responsibility of the Board and junior staff by Management.

Terms of Appointment shall be as specified in one's letter of offer.

Types of Appointment a. Permanent Appointment b. Transfer of Appointment

Permanent Appointment The Constitution of the Federal Republic of Nigeria stipulates that to be eligible for permanent and pensionable appointment into the service, one must be a Nigerian.

5

In addition, the Commission requires the applicant to possess the following: I. Certificate from his Local Government Area

evidencing his State of Origin; Must not be less than 15years and not more than 45 years old; Must possess minimum qualification as specified in the scheme of service; Must be certified by the Commission's retained Medical Officer as medically fit; Have a testimonial of good conduct from his last employer/last school or institution attended if not previously employed; Must state whether or not he has been convicted of a criminal offence; Must state all employment he was en-gaged in and why he left any employment and whether he is under any obligation to remain in it; Must state whether or not he is free from financial embarrassment; Must possess the NYSC discharge or exemption certificate where applicable.

2.

3.

4. 5.

6. 7.

8. 9.

b. Transfer of Appointment/Service No applicant shall be considered for transfer-on- promotion to the Commission except in response to an advertised post. An applicant shall be considered for transfer:

I. If he has been confirmed in his previous service and

his qualifications, experience and career progression are in occordonce with the Scheme of Service;

6

II. Provided the contemplated transfer would in no way jeopardize the promotion prospects of deserving serving officers of the Commission;

... III.

Where the Commission is satisfied and there are vacancies not only in the relevant grade but also in the applicant's discipline or specialty;

IV.

If he has served in his current grade for the stipulated minimum number of years prescribed for promotion to an advertised post in respect of serving officers in the Federal, State or Local Government Services;

v. Where an applicant has accepted an offer of a position that he initially applied for, he shall not, after transfer of service, petition for upgrading or review on account of comparison with his erstwhile or other colleagues;

VI. Officers transferred or seconded to the Commission shall assume duty within two months from the date of notification of approval of the transfer, otherwise the offer shall be regarded as having lapsed.

c. Special Appointment Appointments made by the Federal Civil Service Commission to NYSC - All Ministries/Extra Ministerial offices must accept Presidential Merit Award Winners.

Disabled persons are to be given special concession in appointments into the service. Employment of NYSC Presidential Merit Award Winners is automatic regardless of vacancy constraints.

7

i. j. CONFIRMATION OF APPOINTMENT

AND TERMINATION

I. The appointment of a member of staff into a

permanent and pensionable post is in the first instance, on probation for 12 months at the end of which period the appointment of the staff member, may be confirmed. If the service of a member of staff during probation is not satisfa.ctory, his appointment' may remain unconfirmed or be terminated. Additional probationary period shall not exceed 12 months and if at the end of this period, his performance remains unsatisfactory, his appointment shall be terminated without giving any reason.

2. The appointment of a permanent staff member who does not qualify for pension can be terminated either by the staff member or by the Commission on the giving of a month's notice or payment of a month's salary in lieu thereof.

3. Staff members who have served for a minimum of 10 years and wish to retire from service must give three months notice or pay three months salary in lieu thereof.

4. Either party may terminate appointments of casual staff by giving seven (7) days notice or repayment of seven days wages in lieu thereof.

8

SECONDMENT, TRANSFER AND PROMOTION Transfer and secondment are methods by which a pensionable officer moves in and out of or among services without jeopardizing his pension-ability under the

Pensions Act 102 of 1979. Transfer is the permanent release of an officer from one scheduled service to another within or across Federal or State Government services. Secondment, on the other hand, is a temporary release of officers (mostly senior officers by one service to another for a maximum of 2 years). For secondment at one's instance, one will loose some benefits due to his mates. Secondment at the instance of government is for an indefinite period during which the officer earns salary, increment, and promotion as other colleagues in his Ministry/Parastatal organization, although the temporary employer will render APER on him

where practicable.

9

k. l.

A. I.

CHAPTER THREE

MODE OF DRESSING Every staff member is expected to appear at all times in presentable and decent attire acceptable to the Commission.

s.

IDENTITY CARDS An identity card is issued to every member of staff and it must be displayed by staff on their dresses to avoid any embarrassment from Security Officers who may demand it at any time in order to identify a

staff.

2. A staff member may appear in the Commission's

acceptable official dress i.e. a pair of trouser, a shirt, a tie and a jacket, etc. Senior staff members are required to put on jackets when on official calls to Departmental Head/Directors and the Director- General in their offices in the Commission. Members of staff may, however, appear in acceptable native attires on Fridays.

3. Staff members should keep their dresses clean and

tidy at all times and wear them in dignified and smart manner. Failure to appear in acceptable and decent attire will attract disciplinary action as provided in Chapter Four.

4. Staff members who are provided with uniform must

appear in them when on normal duty or overtime. Failure to wear them and to keep them neat and tidy will also attract disciplinary action as provided in Chapter Four.

10

11

m. n.

CHAPTER FOUR STAFF

DISCIPLINE

-,

(f)

(g)

(h)

( i) (j)

(k)

( I)

Knowingly drawing cheques on personal, accounts without sufficient fund; Insubordination, insolence or rudeness; Refusal to work or carry out lawful instructions; Unsatisfactory conduct; Persistent refusal to comply with regulations on dressing and uniforms; Committing any other offence of similar gravity; Is absent from duty without permission for the period of 10 working days without genuine and acceptable reason.

2. The Commission may terminate the appointment of any staff member on any of the following grounds: (a) Malingering; (b) Irregular attendance; (c) Habitual lateness; (d) Inefficiency and unsatisfactory performance; (e) Financial embarrassment; 12

Where a staff member is facing a criminal charge or commits any serious offence which may warrant dismissall, he may be placed on interdiction with half-pay pending the court's ruling on the criminal charge or the outcome of the appropriate committee set up by the Commission to investigate the case.

13

PREAMBLE Any member of staff who commits an offence may be referred to a Disciplinary Investigation Committee and the staff must comply with the findings and recommendations of the Committee as adopted by the Management/Board of the Commission. Failure to comply with the decision of the Management/Board may then resort to appropriate action to determine the continuous employment of the staff involved.

1. The Commission may summarily dismiss, without any entitlements, any staff member who:

(a) is convicted of a criminal offence except conviction for minor traffic offences;

(b) is found guilty by the Commission of stealing, fraud, forgery, corruption or any other grave misconduct;

(c) unauthorized disclosure of official information and divided loyalty.

The Commission may discipline any staff member who: (a) Holds any other office, whether remunerated

or not, without, permission from the Commission;

(b) Issues press release or publishes any information about the Commission without the approval of the Director-General;

(c) Condones any irregularity (an abnormal situation) ;

(d) Acts in a manner contrary to public morality or performs any act or makes an omission likely to cause embarrassment to the Commission.

5.

6.

7.

8.

9.

Any member of staff dismissed from the Commission's service shall lose his benefits including accrued annual leave for the year. He would, however, be entitled to his earned salary unless he is indebted to the Commission or surcharged or his/her wages have been garnished by a Court order.

Pending the decision of the Executive Management/ Board report, the Director - General/Chief Executive of the Commission may summarily suspend a senior staff memberfor a period not exceeding one month.

Commissioner Admin and Finance may suspend junior staff for a maximum period of two weeks.

For the duration of any suspension, the affected staff member ceases to enjoy all the remuneration to which he was normally entitled. Any period of such suspension shall not be included when determining the staff's length of service with the Commission.

The Commission reserves the discretion either to re instate with full benefits a staff member on suspension or commute it to dismissal or termination.

THE COMMISSION'S STAFF DISCIPLINARY INVESTIGATION COMMITTEE (GENERAL) The Director-General, on the advice of any Departmental Director, shall constitute the Commission's Staff Disciplinary Investigation Committee. The composition of the Committee shall

14

10.

(a)

(b)

(c)

be appointed on the advice of Head of Human Resource Department. A member of the Committee must not be below the grade of the staff on trial. Majority of the members will form the quorum.

COMPOSITION OF STAFF'S DISCIPLINARY INVESTIGATION COMMITTEE Staff of the Commission alleged to have committed an act of indiscipline shall face the Disciplinary Investigation Committee in view of his/h,er grade.

Junior Staff Disciplinary Investigation Committee

Executive Staff ................................. Chairman 4 Senior Staff not below

the rank of Manager ...... .............. Members M PR Division ................ ·· ........ Secretariat

-,

Senior Staff (Senior Supervisor- Senior Manager) Disciplinary Investigation Committee

Executive Staff .......................... Chairman 4 Staff not below the

grade of staff on trial .................... Members MPR Division ........................... ··Secretariat

Executive Staff Disciplinary Investigation

Committee Commissioner 1. ......................... Chairman Commissioner 11. ........................ Member 2 Directors ............................... Members HOD (HR} ................................ MemberC' MPR Division ........................ · .. Secretariat

15

o.

In all cases, no member of a Committee above shall be below the grade of the staff on trial. Majority of the Members I. (Chairman inclusive) will form the quorum.

II: DEPARTMENTAL DISCIPLINARY INVESTIGATION COMMITTEE

Departmental Directors shall have the right to set up Committee to look into cases affecting their staff. The reports of such Committees with his/her recommendations shall be forwarded to the Commissioner Admin and Finance for cases involving junior staff and the Director-General for cases involving senior staff for' necessary attention. The Departmental Director could issue warning.

12. DISCIPLINARY INVESTIGATION COMMITTEE PROCEDURE In all cases, the procedure of' a Disciplinary Committee shall allow the staff member against whom an allegation is made to defend himself. He shall be issued with a query within a stipulated time.

Subsequently, he shall be given the facility to call his witnesses, if any, and also cross-examine opposing witnesses. The affected staff shall, however, not use any of these facilities to delay the proceedings unreasonably. Failure to answer the query within a stipulated time may be deemed to mean admission of guilt.

16

13 EARLY COMPLETION OF PROCEEDINGS AND SUBMISSION OF REPORT

Disciplinary Investigation Committee proceedings at all all levels should be handled expeditiously and detailed report

forwarded to the Director-General with appropriate recommendations.

14. APPOINTMENT, PROMOTION 'AND DISCIPLINARY COMMITTEE All matters pertaining to appointment, promotion and discipline of senior staff will have to pass throughtheAppointment, Promotion and Disciplinary Committee [APDC] before forwarding it

to the Board. '

15. APPEAL If a staff member is not satisfied with the disciplinary action taken against him, he may appeal to the APDC through the Director-General of the Commission for re-consideration ofthe decision.

16. RECORD OF PROCEEDINGS In all cases, whether or not disciplinary measures have been taken, all records of proceedings compiled should be submitted to the Head of Human Resource Department of the Commission. Where disciplinary measures have been taken, the personnel will endorse the record of the staff member concerned accordingly.

17. CODE OF ETHICS (a) All staff are bound by the Commission's Code

of Ethics' as approved from time to time.

17

(b) Financial Embarrassment As financial matters are supposed to be private to every individual, staff members are expected to handle their financial transactions with outsiders or colleagues, in such a manner as not to compromise their comfort and efficiency. Staff members should conduct "their private financial affairs in such a way as to avoid involving themselves in unsettled debts to firms and individuals. Any established case of financial embarrassment shall lead to termination of appointment as provided under Chapter Four (4), Section Two (2) (e).

(c) Unauthorized Guarantee or Recommendation Members of staff are prohibited from the use of the Commission's name, letter-headed paper, etc, for their private guarantees in a manner as to give the impression that the guarantees or recommendation given therein are by or on behalf of the Commission. Failure to observe this prohibition will call for stringent disciplinary action.

18. TYPES OF DISCIPLINARY MEASURES i. Letter of Advice

To be issued to first offenders where the case is considered minor.

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ii.

iii.

iv.

v.

vi.

Formal Warning Letter To be issued where a staff commits an offence, which is not serious misconduct as contained in Chapter 4. However, query should be issued before warning. Where a staff was issued with more than two warning memos, he/she will loose seniority by one year.

Withholding of Annual Increment This applies where staff performance during the year is below standard (expectation).

Loss of Pay Where a staff absents himself from office without permission and not on medical ground in addition to any appropriate disciplinary measure taken against him/her, should loose payment for the number of days he was recorded absent.

Down Grading This applies where a staff commits an offence as contained in Section 3 of Chapter 4.

Interdiction Any officer, who commits any of the offences that may lead to dismissal, may be put on interdiction with half pay pending the determination of the case.

19

p.

q.

vii. Suspension Suspension is a step in the Disciplinary Procedure. This applies to where a staff commits any of the offences mentioned in Sections I, 2, and 3 ofthis chapter.

viii. Withdrawal of Service 'I I. A staff who qualifies for pension and commits any of the offences listed in Section 2 of this Chapter will be required to withdraw his/her service. Failure to comply will lead to termination of appointment.

ix. Termination This applies where a staff commits any of the offences listed in Section 2 of this Chapter.

2. x. Dismissal

This applies where a staff commits any of the offences listed in Section I of this chapter.

Any member of staff dismissed from the Commission's service shall loose his benefits including accrued annual leave for the year. He would, however, be entitled to his earned salary unless he is indebted to the Commission or surcharged or his/her wages have been attached under a garnishee order by a Court.

20

CHAPTER FIVE

PROCEDURE FOR HANDLING GRIEVANCES

The Commission is aware that the staff may, from time to time, have grievances relating to their conditions of service. For the avoidance of doubts, it should be emphasized that Management of the Commission holds itself in readiness to attend to all genuine grievances. Staff are therefore encouraged to discuss and, clear any grievance(s) with their Divisional Heads, and, if necessary, their Heads of Departments.

Any staff member not satisfied at that stage will be required to submit his case in writing through his/her Manager, who is expected to refer this to his superior officer up to the Departmental Director from where a reply in writing will be given.

The Head of Department may refer the case to the' Head of Human Resource Department if necessary.'.

"

Further avenue to be explored is an appeal to the Director-General through the Director, Human Resource Department. However, senior staff can appeal to APDC of the Board through the Director- General.

21

r. INTERPRETATION 3. The Director, Human Resource Department should

be consulted and his view sought whenever grievances that involve Personnel Policy or issues thct relate to interpretation of Personnel Policies and conditions of service are to be discussed and resolved.

CHAPTER SIX STAFF PERFORMANCE AND PROMOTION

PA. PROMOTION CRITERIA

Officers due to be considered for promotion should not have pending disciplinary cases.

2. For promotion to be considered fair, all available

yardsticks should be harmonized. After disposing such cases in favour of an officer, he could be allowed notional promotion at a later date, subject to his meeting other criteria.

3. The notional date of conversion shall be the date the

officer acquired the enabling qualification or when the vacancy occurred, whichever is the later.

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B.

INCREMENTAL RULE/PLACEMENT ON ADVANCEMENT / PROMOTION The incremental date of an officer is the first of the month effective from which he was promoted, advanced, converted, or upgraded. Salary placement, while on non-pensionable post, does not determine salary on attaining pensionable posts. If the salary on one's old pensionable grade is higher than the minimum point of one's new scale, the person will be placed at the next point higher than his former salary - Public Service Rule OS 14(ii).

23

s.

Double Increment can be given for Excellent and Exceptional Performance.

C. UPGRADING/CONVERSION All conversions from one cadre to another shall be based on the acquisition of the qualifications prescribed in the approved scheme of service for the cadre to which the officer seeks to convert and the possession of cognate experience. The notional date of conversion/ upgrading shall be the date the officer acquired ·the qualification or when vacancies occurred, whichever. is the later, while the actual effective date (for remuneration) shall be the date of conversion.

D. ELIGIBILITY FOR PROMOTION The Board of the Commission, on recommendation of Management, shalf approve promotion of senior 12. staff and the Director-General shall approve that of junior staff.

E. NON-ELIGIBILITY FOR PROMOTION Staff on probation, staff on leave without pay and staff under disciplinary measure are not eligible for

promotion. 3.

4.

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CHAPTER SEVEN

LEAVE ANNUAL LEAVE Without disruption of the Commission's schedule of work, annual leave will be granted to a staff member and this may be taken at any time between January and December. Although, leave could be claimed as a right, it must be at the convenience of the Commission even if the dates of leave have been agreed upon within the Department / Division / Unit.

The Commission also reserves the right to recall a staff member from leave if this is considered necessary. Upon leaving the service of the Commission for any reason other than summary dismissal, the staff member will be entitled to his accrued leave.

Approved leave entitlements will be as communicated to the staff by the Human Resource Department of the Commission. Details are as follows: Executive & Senior Supervisor - Clerk Messengers - Cleaners

A staff member proceeding on leave is entitled to leave allowance as approved in the conditions of service.

The leave transport grant wi]] be payable to staff members when the staff member is proceeding on his approved annual leave.

25 .1

30 working days; 21 working days; 14 working days.

t. 5.

6.

7.

The annual leave, when approved by the Commission, becomes compulsory and no staff member will be allowed to accumulate or postpone it on his own accord without the permission of the Management. No staff member should be required, , or allowed to take working leave period. All staff must toke and exhaust their vacation leave within one calendar year in which such leave is earned. Any period of vacation leave, which is not so exhausted, sholl be carried forward till his/her retirement or be enjoyed at a time convenient to the Commission.

Due to exigencies of office, a staff may be allowed by his head of department to enjoy his full leave entitlement even when it is not exhausted within that year provided that the stoff member commences his/ her leave before 3 I st December of that year.

, Since the maximum vocation leave in a year is 30 working days, all staff members should have exhausted their leave entitlement in a calendar year before the Ist of February of the following year.

D.

staff member one day's leave of absence. The Head of Human Resource Department will grant any special day in excess. All applications for such leave should be forwarded to the Manager Registry Office for record purposes. A maximum of seven (7) days special leave may be allowed to staff members in one calendar year. The grant of such leave is subject to the exigencies of the Commission's service. An application for special leave in excess of seven (7) days in one calendar year must be referred to the Director of Human Resources for consideration and if approved, will be deducted from the staff member's next vacation leave. The Head of Human Resource Department, on the recommendation of the Departmental Director, may approve any leave for more than one day. .

SICK LEAVE (i) Any member of staff who is absent from duty

on the ground of ill-health will, provided such absence is evidenced by certificate issued by one of the Commission's Doctors, be regarded as absent on sick leave.

B.

C.

MATERNITY LEAVE All female staff, who are pregnant, are entitled to I 2 weeks maternity leave with full pay. SPECIAL LEAVE (CASUAL) In case of domestic exigency or where special circumstance warrants such leave of absence, a Departmental Director, at his discretion, may grant a

26

(i i)

Sick leave certificates from Health Centres, Teaching and General Hospitals and Medical Clinics/Hospitals will only be accepted where the staff member is actually receiving treatment from such hospitals as patients.

In the case of a stoff member who has token ill in a town where no Commission's Doctor is

27

1,1

u.

v. w. available, a certificate issued by an approved medical practitioner must state that the staff member is actually receiving treatment in a hospital as an in-patient or out-patient.

(iii) In the case of (i) above, the medical certificate

should be produced within 24 hours and in the case of (ii) above, within one week of absence from duty and thereafter weekly, for the duration of the sickness. Salary' may not be paid for absence from duty on the ground of ill- health not covered by the procedure laid down above and the Commission may also not be responsible for the medical expenses incurred.

(iv) A permanent staff member who is sick will be

allowed to proceed on sick leave on full pay for a period of six months; thereafter, if the sickness continues, another period of six months on half pay may be allowed subject to a maximum of 365 days. Any sick leave allowed in excess of 365 days during a period of four years will be without pay.

(v) A staff member who has been sick

continuously for six months will be sent by the Commission to a specialist hospital for full medical examination following which report, the Commission will decide whether to retire or terminate him from the service of the Commission or allow further sick leave.

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(vi)

Where a staff member is absent from his/her station as a result of ill health, he should ensure that his Departmental Head as well as Head of Human Resource Department are duly informed on the day the staff member is first absent.

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x.

CHAPT E

A. MEDICAL FACILITIES

I. The Commission

services to entire families throughout staff are allowed to 30%of their annual l

a

2. The Commission retains the services number of private hospitals to cater for the t medical needs of all staff members and the' families.

Full details of the facilities available for st medical needs are available from Staff Welfare Division of Human Resourc Department.

3.

Retired Staff: On attainment of pensionabl age, a retired staff is entitled to t .. Commission's free medical treatme provided he is not in a paid employme where he enjoys such facilities.

4. The Commission's medical scheme cover genuine cases of illness. It does not cover:

(i) Self-inflicted injuries; (ii) Accidents covered

employer's liability; (iii) Insurance, repairs to or supply

artificial dentures;

30

(iv) Reimbursement of expenses incurred on traditional 'treatment.

B. INVALIDATION

I. A member of staff may be considered an invalid if for health reason or any acceptable reason a properly constituted Medical Board has found such staff to be permanently incapable of performing his/her normal duties.

2. A staff who has served the Commission for at least 10 years when he was declared an invalid shall be granted pension and gratuity. while a staff who has served less than 10 years but at least 5 years before being declared invalid shall be granted an amount equal to his/her last annual gross emolument.

31 I)

(vi)

(vii)

CHAPTER NINE

TRANSPORT FACILITIES (i) The Director-General is entitled to minimum

of 4 cars ond 3 drivers. Commissioners are entitled to a maximum of 3 cars and 2 drivers. Directors ore entitled to 2 cars and I driver. Deputy Directors and Assistant Directors are entitled to I car and a driver.

(ii) Deputy Directors and above are entitled to use their cars for 24 hours. Retired Assitant Directors and above, on retirement, are entitled to retire along with one car only, subject to paying the book value of the car or 10% of the salvaged value at the time of retirement. FOR DG AND COMMISSIONERS THEY MUST HAVE SPENT A MINIMUM OF 2 years to retire with 2 cars.

(iii) Touring allowance is as applicable in the Commission's policy.

(iv) For all official trips, the Commission provides fueling and night allowances for the driver and officer. The drivers are expected to retire the incidental allowance at the end of the tour, failing which theywill be surcharged.

(v) For private trips, the Commission pays maximum of two nights allowance and incidental advance for the driver only but the officer is expected to fuel the vehicle. This privilege is for Senior Managers, and above.

32

In the case of the Director-General and the 2 Commissioners, the Commission pays the full allowance of the drivers and fuels/maintains the cars. Directors will be paid for fueling of one personal trip per quarter (3 months).

Also on special occasions like in marriages, burials, etc., the Commission provides a vehicle depending on the officer's request and the state of the Commission's policy.

2. STAFF ASSUMING DUTYON FIR S T APPOINTMENT Staff members assuming duty on first appointment are entitled to transport allowance to cover expenses on transport fares and personal effects at the prevailing policyofthe Commission.

3.

STAFF RETIRING FROM THE COMMISSION'S SERVICE Transport Allowance is payable from the staff's station to the Staff's home town. This should take place within a period of 3 months from the date of retirement.

4. STAFF WHOSE APPOINTMENT IS TERMINATED A Staff member whose appointment is terminated for reasons other than those stated in Chapter 4 (2) of this manual shall be provided transport to his home in Nigeria for himself, his family and baggage. Rates for retiring officers shall be applicable.

33

(i i)

5. STAFF WHO ARE DISMISSED OR WHO RESIGNED A Staff member who is dismissed or resigned from the Commission's service will not be eligible for any transport at the Commission's expense.

6.

STAFF TRAVELLING ON COMMISSION'S BUSINESS (a) Traveling within Nigeria (i) By Rail: Officers on CSS 0 I - 05 first class,

Others on CSS 06 - I 5 second class.

(ii) By Road: The Commission may arrange directly with transport owners to hire a vehicle for the purpose or provide one of its own cars. Officers may use their personal cars in which case, they will be paid N 100 per kilometer for both local touring and journeys undertaken outside the station.

(b) Traveling in or outside Nigeria by Sea orAir

Grade Level Class By Sea:

Staff on CSS 01 -05 ............................. First Staff on CSS 06- 15 .......................... Tourist/Cabin/Second

By Air: DG and Commissioners ...................... First Directors ............................................. Club Others " ............................................... Economy

Note: (i) The Commission will not pay any officer the difference in fares in cases where, for one reason or

the other, the officer has to travel in a class lower than that to which he is entitled. In such coses. - however, the officer should get his ticket endorsed - accordingly by the transport authorities concerned, so as to enable the Commission to claim the difference.

No travel by abnormal routes shall be undertaken without the prior approval of the Director-General. Staff who were paid Air fair but intend to travel by road should seek for Management's approval.

(c) Wives accompanying officers attending Overseas courses

An officer qoinq on overseas course lasting for six months or above will be granted permission to take his wife with him, in which case, the Commission will be responsible only for the wife's fare to and fro.

(d) Facilities to visit family at Commission's Expense during the course of training abroad

.,. _

A married female staff on a course of training abroad sponsored - by the Commission - for- two. academic years or more shall be allowed to come home at the Commission's expense to see her family once during the course.

34 35

CHAPTER TEN

HOTEL/TRANSIT ACCOMMODATION

I. The maximum period a staff member on transfer ca stay in the Hotel/Transit lodge is 56 days.

(a) For the first 28 days stay in the hotel. the staff, his wife and his 4 children will be entitled to fun board. For the remaining 28 days. he will be responsible for his meals and those of his family.

CHAPTER ELEVEN

STAFF ADVANCES

I. SALARY ADVANCE The Commission may grant one month's salary advance to a member of staff on request provided the following conditions are satisfied.

That there exists a pressing financial need such as payment of fees, loss of parents, etc; That the repayment of such advance would not further worsen the staff's financial position; That the r.epayment period shall not exceed twelve months and; That one calendar month must have elapsed between the completion of the repayment of one advance and the granting of another.

(b) In circumstances where a staff member spent part of the 56 days in an hotel and part in the transit lodge. the maximum of full board must not exceed 28 days. That is to say. no one may stay 28 days in an hotel and proceed to the transit lodge hoping to have full benefit of feeding allowances for the'.remaining 28 days and vice versa.

2. New employees (Senior & Executive) will only be entitled to first 28 days in lieu of hotel accommodation and °no more. Junior staff will only be paid Baggage Allowance.

(a)

(b)

(c)

(d)

2. CAR LOAN The Commission grants car loans to eligible members of staff on CSS 01 - 10. The maximum amount loanable for this purpose shall be the applicant's 150% annual basic salary. Repayment of the above loans with interest is spread over a maximum period of seven (7) years. 3. Housing allowances cannot be drawn by staff

members who are accommodated in hotels at the Commission's expense or by staff members who opt for an allowance in lieu thereof. However. staff members on tour or relief duty may continue to draw their housing allowances without prejudice to their entitlement to stay in hotels.

36

3. MOTORCYCLE LOAN For CSS 11 to 15, the Commission grants motorcycle loan of maximum of 150% of annual basic salary of the applicant repayable over a maximum period of 7 years.

37

y. z. aa.

4. VEHICLE MAJOR REPAIR LOAN

The Commission also grants loans to deserving sta for the refurbishment of their cars. The loanable amount for this purpose is 50% of annual salary or the actual cost of repairs whichever is lower subject to a maximum of N 150,000.00 for ,cars andl I. N25,OOO.00 for motorcycle. Repayment is over a maximum period of 4 years with interest.

. 5. PERMISSION TO SELL VEHICLE

Except where the vehicle has become a write-off from an insurance point of view or the outstanding advance has been fully repaid, staff members may not be granted permission to sell vehicles' bought with the Commission's loan until after three years of purchase.

Staff members who are granted permission to sell their vehicles would be required to pay in full thel outstanding balance of their indebtedness on the vehicle to the Commission immediately.

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CHAPTER TWELVE

STAFF HOUSING LOAN SCHEME

1. The Commission operates a Housing Loan Scheme for the benefit of permanent staff members.

2. All permanent staff members who have completed

a minimum of three years service with the Commission and who are neither under 18 years nor over 55 years old are entitled to apply for loans to build or purchase houses anywhere in the Federation for the residential use of themselves and their families. The loan, which will earn an interest, will be recovered from the borrower's salary by consecutive monthly installments.

3. The maximum amount loanable for this purpose

shall be nine years basic salary of the applicant subject to a maximum of N3m for CSS 0 I - 03; N2m for CSS 04 05; N I m for CSS 06 - 09 and NO.5 for CSS 10 - 15 provided that the total loans will be such that total monthly deductions including the principal and interest on the housing loan do not exceed halfofthe staff's gross monthly pay.

4. Full regulations governing the scheme are

contained in a pamphlet entitled, "Staff Housing Scheme" which can be obtained from the Head of Human Resource Department.

39

bb.

CHAPTER THIRTEEN

TRANSFER/CONDONATION OF SERVICE

A member of staff may transfer his/her services from an Government establishment or approved parastatal in order to be merged with his/her services in the Commission after he/she must have served for 5 years with his/her previous employer. Such periods shall be regarded as continuous services provided that:

(i) His/her approved former employers shall be liable for the payment of his/her pension on a pro-rata basis if he/she is qualified for pension;

(ii) There is no break between the time he/she left his/' her former approved employers and the time he/sh took up appointment with the Commission;

(iii) Any period of studies in a higher institution including any pre-requisite post-graduate work for the purpose of up-grading his/her level of efficiency in the post for which he/she is being considered shall be regarded as a continuous service if she/he took up the appointment with the Commission within a reasonable period following the completion of his/her course of studies, or if it is a Teacher Training Institution, he/she must have returned to teaching following the completion of his/her course of studies before joining the Commission's service, and

40

(iv) Any period of lapse. between the completion of course of studies and appointment period. which is more than 45 days sholl disqualify him/her from being considered for continuous service under this rule unless satisfactory reason is adduced.

CONDONATION OF SERVICE A staff who has served less than 5 years with his previous employer can also apply for condonation of his service after serving the Commission for a minimum of 5 years and the aforementioned conditions will also apply.

41

cc. dd. ee.

CHAPTER FOURTEEN

PENSION AND GRATUITY RULES AND REGULATIONS

The Securities and Exchange Commission has established non-contributory Pension Scheme, which will apply to all members of the Commission's permanent staff.

Pension will not be granted to any member of staff until he has completed 10 years of service with the Commission and has reached the age of 45 years in the case of voluntary retirement. In case of compulsory retirement, the officer will start drawing pension immediately.

GRATUITY

The benefits payable under these rules will be computed as follows:

(i) Gratuity would be paid to staff who have served for a period of 5 years but not up to 10 years. Such staff will be entitled to an amount equal to their gross annual emolument at the time of their withdrawal. This amount progresses by 8% per annum for each completed year of service after the first 5 years up to a maximum of 132%.

(ii) Staff who have put in 10 years service and above would be entitled to an amount equal to their annual gross emolument at the time they withdraw as gratuity. This amount progresses by 8% per annum for each

42

completed year of service after the first 10 years up to a maximum of 300%. The gratuity is payable to the staff at the time the staff withdraws from the Commission's service or retires.

PENSION

In addition, all staff who have served for at least 10 years would alsoqualifyforthe payment of pension.

However, the' payment of the pension to any', staff who withdraws prematurely as detailed above would not commence until he reaches the age of 45. The detailed pension and gratuity rules and regulations are as applicable in the Public Service Pension Rules and copies are obtainable from the Director, Human Resource Department.

43

i) ii) i ii) iv) v) vi) vii)

. Economics Business Administration

Accountancy Finance -, Management Studies Law Mass Communication, Statistics & Computer Science.

CHAPTER FIFTEEN

LIST OF APPROVED ADDITIONAL QUALIFICATIONS

I. For the guidance of any member of staff who wishes

to obtain additional qualifications relevant to the Commission's work, the following are among the courses of study recognized by the Commission.

(0) Degreas: First and Higher Degrees in:

(b) Professional Qualifications i) Chartered Institute of Bankers of

Nigeria (CIBN) ii) Association of National Accountants of

Nigeria (ANAN) iii) Chartered Institute of Secretaries &

Administrators (CISA) iv) Corporation of Certified Accountants

(CCA)

44

v) Library Association (A. L.A.) vi) Institute of Statisticians (A.LS.) vii) City

and Guild Institute (C & G) viii) Institute of Chartered Accountants of

Nigeria (or any other professional qualifications that may be approved from time to time by the Institute of Chartered Accountants of Nigeria (I CAN)

ix) Chartered Institute of Personnel Management. (LP.M.)

x) Nigerian Institute of Public Relations (N.LP.R.)

xi) Nigerian Institute of Journalism (N.I.J.)

2. BONUS FOR HIGHER QUALIFICATION Bonus payable to members of staff who obtain an approved higher qualification is as below:

(a) Examination taken in two recognized parts; N 1 ,000.00foreach part.

(b) Examination taken in three recognized parts; N 1,000.00 for each part.

(c) Examination taken in more than three recognized parts; N 1,000.00 for every part subject to a maximum of N3,000.00

(d) COSIT - N3,000.00 for the whole programme (e) First Degree N5,000. (f) Higher Degree - N 10,000.00.

3.

The valuation of the relevance of the course is to be determined by the Management.

45

ff. gg. CHAPTER SIXTEEN

PAYMENT OF NO-ACCIDENT BONUS TO DRIVERS

The Commission may pay a no-accident bonus of N 10,000.00 to every driver of the Commission who qualifies for it at the end of each year. This is in addition to productivity bonus.

oJ

.::

46

"

CHAPTER SEVENTEEN

FRINGE BENEFITS

FRINGE BENEFITS These are as approved by the Board from time to time as advised by the Human Resource Department.

2. INCIDENTAL EXPENSES In order to assist staff members who are lodging in hotels while on official duty, the Commission may give an allowan.ce at the prevailing approved rate.

3. ALLOWANCE FOR CONFERENCES, DUTY OR OFFICIAL VISIT ABROAD Allowances payable to staff members on courses and or duty cbrood are based on the estacode rates, which are in three categories:

a) Staff member traveling abroad for seminars, workshops, conferences, symposia, and meetings are paid full estacode rates as appropriate to their grades.

b) Staff members traveling abroad for courses of instruction, whatever the duration, are paid as follows: i) Full estacode rates for the first twenty

eight days, and ii) 30% of appropriate rate thereafter.

47

hh. ii.

Where a government or other body providing the training as a form of technical assistance to Nigeria also provides free board and/or lodging, the officers: concerned shall be entitled to only 30% of the estacode rates appropriate to their grades for their incidental expenses such as laundry and internal transportation, etc. Where the cash allowance from a sponsor under a technical assistance programme to Nigeria is less than 30% of the appropriate estacode rates, the affected officers will be entitled to claim the difference from the Commission.

Where the allowance in paragraph (b) above is not sufficient, "an advance" of a sum of money 'known as "accommodation advance" will be granted to the staff member but this will be duly accounted for on his/her return. Detaifs of estacode rotes applicable to each grade are available with Human Resource Department of the Commission. .;- .-.

For the avoidance of doubt, it should be emphasized that estacode rates are to enable a member of a delegation meet his charges for accommodation, meals, transportation, within the cities visited and miscellaneous expenditure such as laundry.

4. LOCAL COURSE ALLOWANCE Where an officer is sent on a course of instruction locally (that is, in Nigeria, but outside his own station) and boarding and lodging are not provided by the training institution concerned, he/she. will be entitled to an allowance appropriate to his/her grade to cater for transportation and boarding as perthe prevailing rate.

5. TOURING ALLOWANCE Staff and guest of the Commission on official tour outside their stations are entitled to collect touring allowance for the approved number of days appropriate to their grade at the prevailing rates.

6.

DISTURBANCE A staff on transfer from one station to another shall be entitled to some allowances appropriate to his/her grade at the prevailing rate.

c)

'J

jj.

CHAPTER EIGHTEEN

OVERTIME

I. Senior members of staff are not entitled to any overtime allowance. Other staff in junior categories may be paid for overtime, if the overtime is for official duty, duly authorized, and counter-signed by an appropriate supervisi ng senior staff of the Commission. The rules regarding payments for overtime are available from the Registry Division. Overtime claims for a particular month have to be submitted to the Manager of the Registry Division not later than 4th day of the following month for scrutiny and subsequent payment.

The rates are as follows:

Salary Scale (CSS) 10

1 1

12

13

14

15

Rates (N) 25.00 per hour

20.00 II

15.00 II

10.00 II

10.00 II

10.00 II

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EXCEPTIONS TO OVERTIME RULES i) Cleaners/Gardeners: No Cleaner/Gardener

is expected to work overtime, except when specifically required to do so on weekend.

2·

ii)

iii)

Day/Night Guards: A day or night guard will be paid overtime only for the number of hours worked over and above 40 hours per week. The total overtime earnings of any day guard shall not exceed 20% of the guard's basic monthly salary and the ceiling for a night guard is 40% of his basic monthly salary.

Drivers:' A driver will only be paid overtime allowance for the number of hours worked over and above 40 hours per week. The total overtime earnings for a driver in a pool in any month shall not exceed 33% of his basic salary for the month. In the case of a driver attached to an officer and those driving the staff bus overtime earnings during any month shall not exceed 50% of his basic salary for that month. It is obligatory for a driver to work overtime when required to do so.

51

kk. ll. mm. nn.

CHAPTER NINETEEN

STAFF DEVELOPMENT PROGRAMME

1. FULL SPONSORSHIP BY THE COMMISSION The Commission may recommend deserving staff for training either locally or overseas on courses that are relevant to the Commission's operations. The Commission will be responsible for the tuition, boarding and other incidental expenses in addition to payment of his full salaries and allowances.

2. STUDY LEAVE WITHOUT PAY An officer who has served the Commission for not less than 5 years could apply for study leave to enable him improve on his academic qualifications. The staff would not be entitled to any salary during the period of his study.

c

3. SABBATICAL LEAVE A member of staff on CSS 0 1- 02 who has served not less than 10 years could apply for 12 calendar months leave of absence to enable him undertake research work/further exposure.

He shall be entitled to 50% of his annual salary during his period of absence.

A senior member of staff who has served the Commission for more than I0 years can be granted study leave with pay for a course of study relevant to

52

the functions of the Commission for a period not exceeding one year. The officer will be entitled to both basic salary and payroll allowances only.

4. AMENDMENTS TO MANUAL Only the Board of the Commission shall .. au'thorize amendments to the Manual and members oFs'ta'ff shall be notified' from.' time to .. time. The Human Resource Deportment may be -'co'n:sulted in cose of any doubtscs to the current regulations in force.

· - .,' . . -. '

5. LIMITATIONS· t

The Securities end Exchange Commission, being an agency of the Federal Government, is subject to the rules and regulations of Government as contained in . -

the Public Service Rules.

For issues that are not adequately provided for, or for which no Provision has been, made at all, the Rules of

the Public Service shall apply. ..

53

oo. pp.