OPERATING MANUAL FOR HUMAN RESOURCE DEPTT NATIONAL HOUSING BANK Core 5-A, INDIA HABITAT CENTRE LODHI ROAD, NEW DELHI-110003 Page 1 Page 2 PREFACE Operating Manual for Human Resource Deptt has been prepared by us in-house. The Manual has been written in simple language, and it covers the Recruitment and Selection of officers, Mentor Scheme, Confirmation, Training, Promotion, Pay Roll and Reimbursement, Terminal benefits, Post Retirement benefits, Entitlements on Resignation, Exit Interview, Annual appraisal of officers, Summer placement of students in the Bank, etc. Major existing policies, various formats currently in use in the Human Resource Deptt have been placed in the Manual as annexure at the end of each Chapter to facilitate processing of papers by the officers posted in the Department. The Manual is expected to be ready source of guidance to the HR Officers. It will be our endeavor to revise the Manual as and when HR policies are revised by the Bank from time to time. *** Page 3 Page 4 Table of Contents Chapter Work area Page no. 1. Recruitment & Selection 7 2. Mentor Scheme 57 3. Absorption and PF Membership 65 4. Confirmation 81 5. Training 85 6. Annual Appraisal 111 7. Promotion and fixation of pay on Promotion 129 8. Pay Fixation on Wage Revision 149 9. Payroll & Reimbursement 153 10. Terminal Benefits 193 11. Post Retirement benefits 221 12. Entitlements on Resignation 241 13 Exit Interview 249 14. Summer placement of students 253 15. Index for Annexure 261 * Page 5 Page 6 Chapter 1 Recruitment and Selection Page 7 Page 8 Recruitment and Selection Purpose:- To enable sourcing & selection of the right fit of talent into the intended positions in the National Housing Bank to meet the current & future human resource needs. Philosophy:- To hire adequately qualified and competent employees suitable for the requirements of National Housing Bank so that NHB can maintain pace with its targeted growth rate in time with its charter. NHB is taking on new roles and activities and looking for new business segments. Such efforts need fresh human resources and proper utilization of existing resources. Vacancy Identification:- Vacancies for the various positions in NHB may be identified using following information which include: (1) Sanctioned vs. Actual staff strength (2) Exit of the existing employees/ replacement. (3) New positions on account of business expansion. (4) Contract (temp or fixed term) appointment to fill identified talent gaps. New Vacancy review and sanction by the competent authority:- After new Vacancy identification, the same may be notified to the competent authority for its review and approval. The competent authorities are as indicated in the table below: Sanctioning Authority of Sl. Posts Appointing Authority Posts 1. Officers in SMG Scale IV and Board of Directors Chairman and above Managing Director 2. Officers in MT Scale II and Board of Directors Executive Director MMG Scale III 3. Officers in MT Scale I Chairman and Managing Executive Director Director Source: - NHB’s Recruitment & Selection Policy. Once the existing/newly sanctioned vacancies to be filled have been finalized, the proposal for filling vacancies may be taken up by HR Department for further action. Page 9 Recruitment Proposal /Approval:- HRD may initiate the process of recruitment and seek approval from competent authority for further action. Once the recruitment proposal is approved by competent authority, position may be floated for filling the vacancies in accordance with the approval. Flow of Recruitment Process would be broadly as under:- New Vacancy Review and sanction by competent authority. Recruitment Proposal/ approval Position Floated Public Advt. Screening Profiles Lateral Recruitment Eligible applicants listed Conduct written test If written test required Yes No If Qualified/ Arrange & Conduct Shortlisted Yes GD/PI No No REJECTION If Qualified/ Shortlisted Yes Page 10 Final Selection Provisional Offer Letter to Candidates Back to Review No Acceptance Yes Fit as per No Medical Test Yes Negative Candidate Joins & KYE Checks Office order is commenced issued Types of Recruitment:- A) Regular recruitment : Recruitment of Regular employees on permanent basis who will be governed by service Regulations is done against sanctioned vacancies through open recruitment or Lateral recruitment as approved by the competent authority. B) Contractual recruitment : Contractual recruitment is done for identified specialised positions as per policy approved by the Board. Contractual employees may be selected directly by the Bank or employed through an agency on fixed compensation for the specified period. Recruitment of ex-servicemen through Directorate General of Resettlement or those who have registered under the directorate may also be considered on need basis. Page 11 Following channels of recruitment may be adopted to fill the identified vacancies as per approval of the Competent Authority: Regular Recruitment • Recruitment through Contractual Recruitment newspapers. • Internet (web-based) recruitment. • Recruitment using specialized agencies. Public Advertisement:- Public advertisement is used to recruit officers on both regular & contractual basis. i) Recruitment through Newspapers/Website Brief advertisement inviting applications for vacancies at different levels may be advertised in atleast one English and one vernacular newspaper through the Corporate Advertising wing of BP & PD, so as to give wide coverage. A specimen of the Brief Advertisement is placed at Annexure 1.1 Detailed advertisement giving information about the posts, qualifications, experience, competencies required along with other details may be placed on the Bank’s Website www.nhb.org.in. IT Department may be specifically advised the date from which the Advertisement shall be placed on the Website and the date from which it shall be removed and shifted to the ‘Archives’ menu. A specimen of Detailed advertisement is given at Annexure 1.2 ii) Using Specialized Agencies Bank may, if required, use the services of recruitment agencies for recruitment, including web-based agency. HRD may identify such specialized recruitment agencies for availing their services with the approval of CMD. The recruitment may be for permanent positions as also for contractual and /or temporary positions required for specific projects/competency gaps. Page 12 Screening Profiles:- Once the position has been floated and applications received in the Bank/Agency, the next step is to generate a list of applications received and filter the applications received from candidates in accordance with the eligibility criteria. Eligibility Criteria The minimum qualification and experience required for recruitment of officers at various levels will be stipulated by the Bank with the approval of CMD depending upon the requirement of skills and expertise for specific posts. Qualification and experience required in general will be as under: (A) Educational Qualification/s (Minimum):- i Management Trainee - Scale I Candidates with a Bachelor’s Degree from a recognized University and further qualifications as may be required by the bank may be recruited as Management Trainees – Scale I.. ii Management Trainee - Scale II A Bachelor's Degree from a recognized University and professional qualification such as CA, ICWA, CFA, MBA or post-graduate degree in Engineering, Architecture’ etc. iii MMG Scale III (Manager) to TEG Scale VII (General Manager) The qualifications shall be decided as required for the position/s. (B) Work Experience:- i Management Trainee - Scale I Fresh graduates may be considered for recruitment. Preference may be given for postgraduate/ experienced candidates. ii Management Trainee - Scale II Post Graduates with two to three years experience in relevant fields may be considered for recruitment. Preference may be given for more qualified/experienced candidates. iii MMG Scale III (Manager) to TEG Scale VII (General Manager) Relevant experience shall be required depending on the post to be recruited for, as may be approved by the CMD. Page 13 (C) Age Limit The minimum age limit for recruitment of officers in Management Trainee Scale I shall be 21 years of age and maximum 28 years. Age limit for recruitment of officers in other scales shall be fixed by the Bank as per banking industry practice with the approval of CMD. Relaxations in upper age limit shall be allowed as per Government guidelines. Presently, candidates from following categories are eligible for upper age limit relaxation as shown there against. Relaxation in upper age limit would be available as under :- (for all posts) Sr. Category of Candidates Relaxation (a) Scheduled Caste (SC) and 5 years Scheduled Tribe (ST) (b) Other Backward Classes (OBCs) 3 years below Creamy Layer (c) Persons with Disabilities (PWD) 5 years (unreserved), 10 years (SC/ST) and 8 years (OBC) (d) Internal Candidates up to DGM 5 years Level (e) Internal Candidates at GM level 3 years (f) Internal reserve category Additional 5 years Candidates up to DGM Level to the relaxation set by Govt (g) Internal reserve category Additional 3 years Candidates at GM Level to the relaxation set by Govt Eligible applicants listed:- Once the screening is done, the candidates found in sync with the eligibility criteria may be listed for written test/GD/PI, as has been approved in accordance with the nature of the position floated. The Listed candidates will go through the following selection criteria on the basis of positions floated: Page 14 SELECTION PROCEDURE:- i) Written