Procedure - Department Transfer
Section: Human Resource Procedures
Procedure Owner: Ignition633 Ministries Nigeria Human Resources
ProcedureName: Department Transfer Procedure
Origination Date: December 2024
Purpose
The purpose of this procedure is to establish a clear, fair, and structured process for employees seeking department transfers within Ignition633 Ministries Nigeria, ensuring alignment with the ministry's needs and employee career development.
Scope
This procedure applies to all employees of Ignition633 Ministries Nigeria and outlines the eligibility criteria, roles, and responsibilities for facilitating department transfers while maintaining fairness, transparency, and confidentiality throughout the process.
Department Transfer Procedure
Eligibility
Employees eligible for department transfers must meet the following criteria:
- Must have completed their 90-day trial period and reviewed by the supervisor in their current department.
- Must be in good standing with no current performance issues, according to records and feedback from the supervisor.
- Must meet the qualifications and requirements of the desired position within the new department.
Awareness
When a position is vacant, Human Resources (HR) informs directors, who notify their department supervisors. Supervisors then distribute Expression of Interest (EOI) forms for job transfers.
Expression of Interest
An employee interested in transferring to another department should fill out and submit an Expression of Interest (EOI) form to their current supervisor.
Supervisor Review
- The employee’s current supervisor evaluates the impact of the transfer on the employee's current position.
- The supervisor will review the EOI and discuss the request with the employee.
- The supervisor may discuss the employee’s request with the department’s director.
- After 5 days, the current supervisor discusses the plan for the employee’s replacement and training of new staff if the transfer request is granted by the director.
Director’s Review
- The current director reviews the employee’s request with the current supervisor.
- The Director may provide input and recommendations to HR regarding the transfer request.
- The Director will review the EOI and assess the employee's qualifications for the desired position.
- The director may approve the employee’s request while plans are actively on the ground for the employee’s replacement in their previous department.
HR Review and Approval
If the transfer is approved, HR will work with the employee and the receiving department to facilitate all other transfer processes.
Interview and Selection
- In some cases, employees may be required to undergo an interview process with the receiving department.
- The receiving department will select the candidate based on qualifications, skills, and departmental needs.
Notification
HR will inform the employee of the transfer decision and provide details on the effective date of the transfer.
Orientation and Training
Employees who have been approved for transfer will undergo orientation and training in their new department as needed.
Transfer Considerations
- Employees who transfer will retain their current employment terms and conditions.
- Salaries and benefits may be adjusted based on the requirements of the new department unless otherwise mutually agreed upon.
- Employees who transfer may be subject to a probationary period in their new department to assess their suitability for the role.
- Employees who transfer should be aware of any changes in work location, reporting structure, or job responsibilities.
Appeals
Employees who are not approved for transfer may appeal the decision by forwarding a letter of appeal to HR. HR will review the appeal and provide a response within 3 working days of receiving the appeal.
Confidentiality
All transfer requests and related discussions will be treated with the utmost confidentiality.
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This procedure will be reviewed annually and is subject to change. Any changes will be communicated to all employees promptly.
For any questions or further assistance regarding this procedure, employees should contact the HR department at hr.nigeria@ignition633.org.