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Page 1

OPER ATING

MANUAL

FOR

HUMAN RESOURCE DEPTT

NAT

IONAL HOUSING BANK

Core 5-A, INDIA HABITAT CENTRE

LODHI ROAD, NEW DELHI-110003

Page 2

Page 3

PREFACE

Operating Manual for Human Reso

urce 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.

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Page 5

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

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Page 7

Chapter 1

Recruitment and

Selection

Page 8

Page 9

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:

Sl. Posts

Sanctioning Authority of

Posts

Appointing Authority

1. Officers in SMG Scale IV and

above

Board of Directors

Chairman and

Managing Director

2. Officers in MT Scale II and

MMG Scale III

Board of Directors

Executive Director

3. Officers in MT Scale I Chairman and Managing

Director

Executive 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.

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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.

Recruitment

Screening Profiles

If written

test required

Arrange & Conduct

GD/PI

If Qualified/

Shortlisted

If Qualified/

Shortlisted

REJECTION

Yes Yes Yes No No No

Conduct written test

Eligible applicants

listed

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Types of Recruitment:-

A)Regular recruitment :Recruitment of Regular employees on permanent ba sis who will be gove rned by service Regulations is done against sanctioned vacancies through open recruitment or recruitment as approved by the competent authority. B)C ontractual recruitment : C ontractual 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 hav e registered under the directorate may also be considered on need basis.

Final Selection

Provisional Offer

Letter to Candidates

Candidate Joins &

Office order is

issued

Acceptance

Fit as per

Medical Test

KYE Checks

commenced

Back to Review

No No Yes Yes

Negative

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Following channels of recruitment may be adopted to fill the identified vacancies as per approval of the Competent Authority: Public advertisement is used to recruit officers on both regular & contractual basis.

Public Advertisement:-

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) 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.

Using Specialized Agencies

Recruitment through

newspapers.

Internet (web-based)

recruitment.

Recruitment using

specialized agencies.

Regular Recruitment

Contractual Recruitment

Page 13

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 14

(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

Scheduled Tribe (ST)

5 years

(b) Other Backward Classes (OBCs) below Creamy Layer 3 years (c) Persons with Disabilities (PWD) 5 years (unreserved),

10 years (SC/ST) and

8 years (OBC)

(d) Internal Candidates up to DGM

Level 5 years

(e) Internal Candidates at GM level 3 years (f)

Internal reserve category

Candidates up to DGM Level Additional 5 years

to the relaxation set by Govt (g) Internal reserve category

Candidates at GM Level

Additional 3 years

to the relaxation set by Govt 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.

Eligible applicants listed:-

The Listed candidates will go through the following selection criteria on the basis of positions floated:

Page 15

SELECTION PROCEDURE:-

i)

Written Test

Written Test may be arranged for open recruitment for the posts of Management Trainee Scale I & Scale II through IBPS or other agency approved by CMD. The written test should be objective in nature and should comprise of tests in Reasoning ability, Numerical/Quantitative Ability, Language proficiency /comprehension, Computer Literacy and General Awareness. ii)

After written test, selected candidates may be called for Group Discussion, if required. In the past, Bank had called short-listed candidates for GD and interview

in 1:5 ratio. The Group Discussion shall assess the candidates of their Communication, Team Orientation, Initiative and Leadership, Reasoning and Interpersonal/Social skills etc. The Committee to oversee conduct of group discussion is constituted by the competent authority as is the case for Interviews is given below.

Group Discussion

iii) The Interview of selected candidates shall be conducted to judge the candidates of their knowledge, attributes in Communication and Presentation Skills, Drive to Perform, Attitude towards Work, Social Sensitivity and General Awareness etc.

Interview

Note: Generally, the above selection method shall be followed for Recruitment. However, if any deviation in the selection process is required, the same shall be authorized by CMD. Specimen Invitation letter /Group Discussion is given at

Annexure 1.3

Interview Committee

The Interview Committee shall comprise of the following members:

Sl. Posts Committee Members

1. Officers in SMG Scale IV and above 1. CMD (chairman)

2. One ED (member)

3. One GM (member)

4. One External Expert (member)

2. Officers in MT Scales I & II and

MMG Scale III

1. One GM (chairman)

2. One DGM (member)

3. One SC/ST representative (member)

4. One External Expert (member)

The names of Members for the Interview Committee may be selected/ approved by the CMD.

Page 16

2)Campus Recruitment

Short-listing/Merit-listing/Final selection of candidates shall be on the basis of the number of applications received, selection method used, cut-off marks decided and Merit- listing shall be on the basis of the performance of candidates.

Short-listing / Final selection:-

The Bank may maintain a panel of waitlisted candidates up to a period of one year. Candidates from the panel may be recruited to fill the vacancy from the same batch or new vacancy arising in the Bank during the currency of the waitlist. Number of candidates to be maintained in the waitlist panel may be in the ratio of 2:1 i.e. 2 candidates for each post for which recruitment has been made.

Offer Letter:-

After obtaining approval of the shortlisted/selected/waitlisted candidates, Offer letter may be issued to the candidates mentioning the period for joining, salary and terms & service conditions of job. Specimen offer letter is placed at Annexure 1.4

Acceptance:-

Receipt of acceptance from the candidates may be monitored. Status shall be put up for information to the HOD within 10 days of last date given in the Offer letter.

Medical Test:-

Once the candidate has accepted the offer, he/she needs to go through medical test prior to joining. Candidate should be found medically fit for appointment in the Bank by a Medical Doctor/Clinic/Hospital advised by the Bank. The Bank's decision with regard to Candidate's fitness or otherwise will be final and no correspondence will be entertained by the Bank in this connection under any circumstances. Cost of the medical examination will be borne by the Bank.

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