Preface

Introduction of necessary dimensions and importance of HR

coordination with key strategies of the organization

In the contemporary world we witness (observe) basic and fast changes in

societies and administrations. These changes are in different cultural,
economical, social, political, abilities, human tendency and technology
dimensions. Researchers and managers of advanced societies and
administrations believe that the most important and effective factors in
changes and improvement of agencies (administrations) is planning, training
and improvement of HR capabilities and extension of their society and
organization’s culture. Man power is considered a very important and strategic
factor. Therefore, HR management was not considered very important in the
past but today it is considered the most important knowledge and skills of the
managers.
HR in an organization means all the people who work in different levels of that
organization and it means small or big structures (tashkeelat) which are
established to reach to different objectives. HR management is placed in
production and finance management line (row) and its relevant affairs is the
responsibility of a specific section.
The most strategic factor for the improvement of the countries is considered
their HR, because this job is almost new in an organization and besides, its
obvious importance there are always vagueness about its real value, role and
job. Importance and necessity of HR in every organization is completely clear
because the organization is connected with its all sections and must have a
very strong management so that it can be carried on equally with other
sections. Due to the changes in the existence philosophy of HR and also
organization and employees’ affairs, the HR management shall have
important planning and special strategies. HR management shall have access
to the employees’ affairs (works). This matter helps in organization’s works
and working balance. HR can help the organization in increasing of
productions, effective services and more efficiency by decreasing of
expenses. Some of the HR management measures are as follows:

1. Decreasing of unimportant part time work with increasing of work process

in normal working hours

2. Taking decisions for supporting of legal vocations , decreasing of absence

and its controlling

3. Designing correct positions for avoiding of employee’s time wasting

4. Planning an organization with good management and ensuring social and

sound relations and providing of good environment which causes the
employees’ satisfaction and finally avoid them from leaving the
organization and its payments

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5. Planning of effective working environment with good health and safety
system and its perfect control to avoid accidents and useless expenses
like paying for damages, treatment and insurance and time wasting

6. Learning of necessary skills for development of proportional employees’

evolution of the organization

7. Finding and recruiting of most qualified employees for different duties in

civil service

8. Designing of salary and allowances payment system which can compete

with other agencies (private sectors, NGOs and international
organizations) in attracting and keeping of effective HR

9. Persuading of employees and asking their ideas for decreasing of

expenses

The main objective of HR management in every organization is assisting the

functions and better working result in an organization for fulfilling of the
objectives. Assisting the production increasing and efficiency level is the most
important help to the organization. Generally all activities of HR management
are for achieving of the following objectives:

• Benefit and more profits

• More working satisfaction
• Improving working quality
• Increasing of motives for performing of better services
• Achievement of organization’s objectives

In HR management after the general contexts and philosophy is gathered, the

strategic is collected.

In collecting of strategies there are two levels:

1. Administrative strategies

2. Job strategies

HR section role in organization’s change

HR section has a very important role in designing and performing of strategies

in an organization. This section can analyze and identify the issues relevant to
employees and specifies the issues which have important role in
organization’s good position and success in strategies of the organization.
This section can recommend effective issues like: acceptance of best
employees, training, rewards and raising responsibilities of employees, predict
employees’ problems and before their problems get worse, find a good
solution for them. For example: if the restructuring and retrenchment matter is
predicted, HR section can guide the organization with correct and better
action relevant to the above matters which bring a minimum damage to the

2
families and employees, HR management can ensure the knowledge, skill
and necessary capability of employees through five policies and submit it to
the organization. These five systems are as follows:

1. Recruitment according to the capability and merit via open competition

2. Training and developing of employees

3. Transferring of ineffective employees based on performance evaluation

4. Greater use from professional capability of employees

5. Keeping of employees who have exceptional skills, key duties and talented

Any organization can reach to its success and objectives only through a good
HR system and nothing can take the place of human power in the
organization.

HR management is a very important knowledge for the instruction of an

organization’s employees which may be counted as the most important skill
for all managers. Without the mentioned skill we will not be able to reach to
the high human and civil service objectives. Therefore, HR management
knowledge recognition based on general information about importance of
knowledge and main tasks which is has in organization, it is batter to have
some general information in fundamental objectives of Management in
organization.

HR management objectives

HR management objectives are not separated from the objectives of an

organization because HR management is part of the organization’s
management in Afghanistan’s civil service. HR management knowledge
moves toward entire objectives of the organization through the following
objectives:

• Ensuring of necessary (required) HR

• Establishment of motives for strengthening of HR
• Improving of HR capacity
• Keeping of good HR system via ensuring fair and balanced paying system
• Creating employees’ satisfaction and establishing of necessary individual
and administrative coordination via close attention to higher social levels
and improving working conditions.

HR management helps the organization to get to the above objectives.

Without the achievement of the mentioned objectives the civil service
agencies can not reach to their job objectives.

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HR management Function

HR managers, in their duties limitations shall predict and accept best

employees, select and recruited suitable man power, gather training and
learning programs, improve the interest and responsibility of employees, keep
the talented employees and fulfill their requirements. HR managers shall also
do management duties besides mentioned executive duties. As we mentioned
every manager shall perform four management duties which are planning,
organizing, leading and supervising. HR manager truly have the job of
management and executive duties. They shall plan for achievement of the
organization’s objectives and performing of their own duties, perform duties
and cadre sections, guide the employees who are under their supervision and
control and supervise the performances of the employees.

Executive duties of HR management

For performing of executive duties, first of all the job shall be analyzed which
is the most important mean of HR management in performing of this duty.
Also designing of informative system of HR causes the duties to be done
more effectively and information process is done faster from other sections.
Also the factors inside the organization’s environment such as: policies,
organization’s culture, performing of executive sections and factors from out
side of organization environment such as: working market, clients, general
culture, government laws and technology affect HR Management.

1. HR planning, finding of employees and selection

HR planning in an organization is done for ensuring of necessary man power

via ensuing of organization need for the man power. Specifying proper needs
of organization is according to the lack and qualitative of the job that in
coverage other duties of this management, in this section it shall be
considered that how may and which kind of man power is needed for doing of
such responsibilities: Lack of HR is considered in an organization when
structure extension is required in a organization or when some changes come
in the administrative positions. This qualitative factor is considered when the
organization assesses its positions according to its employees’ talents. In this
assessment the employees’ talent and capacity needed by the organization is
observed. (6)
The organization shall be ensured by the HR planning that the employees
who are talented and are skillful are available when needed for achievement
of objectives. Totally HR planning is a systematic process which assesses the
requirement of an organization and establishes and improves some programs
and plans accordingly so that it can be ascertain that the required employees
are available in the right time. Selection and recruitment are those duties
which shall be done.
Access to candidates and recognizing and finding qualified employees and
persuade them to cooperate with the organization. This process starts with

4
required power and when the required power is gathered for volunteer
recruitment, this process ends.

Selection is the process in which the best candidates are selected among the
volunteers for the vacant positions as well as for the improvement of the
organization. If the organization wants to fulfill his requirements, (7) then HR
planning, access to qualified candidates and selection shall be in accord with
each other.

2. HR Training and developing

In the present world changes into environment, jobs and administration

factors are very fast. Training and developing cause that the people perform
their duties effectively besides the changes in the conditions and contents of
their jobs. Therefore, training and developing are considered the most
important administrative activities. (8) This important task begins soon after
the employees join the organization and continues in all aspect of their duties.
Generally training and developing program is a continual and arranged
process of the HR management which is designed for knowledge, concept
and conduct of employees. (9)
In school of Islam, improving and guiding humans are the most important
objectives of it and managers are responsible for the training and capacity of
employees. Therefore, investment must have deep attention in this issue so
that the employees of an organization can be benefited.

3. Rights, privileges and motive (cause)

For employees fair and effectives rights and privileges service shall be
consider due to their participation in activities and objectives of the
organization. The rights and privileges of service that the organization
ensures for an employee are in fact the material and spiritual service
compensation. Material service compensation is the salary and privileges that
the employee receives as cash or indirect financial help.
Spiritual service compensation is pleasure and satisfaction that the employee
receives from doing of considerable and important works and fair and good
working environment. If the compensation of service is done fairly and
honestly, it has a direct and positive effect on employees.
For increasing of profits, establishing of service compensation is usually
focused. Man power managers usually plan important methods for employee
to do more effective work and try that this process is more valued. Therefore,
spiritual service compensation is highly considered. In fact, besides their
attention to the material service compensation, they also pay attention to
design suitable job according to the requirement of the organization and
employees, enrichment of job, extending of management based on the
objectives and also pay attention to the progress of the employees.

4. Performance appraisal

Performance appraisal is a system that assesses and supervises the

performances of the employees in an organization. The result of this process

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is to specify the amount of employees’ performance, ensuring the information
that has direct effect upon decisions of the manager. In fact, many decisions
of the manager such as determining of human requirement of the
organization, determining of training needs, better paying system, promotion
to a higher step and salary and placing of employees are done based on the
results of the employees’ performance appraisal. Besides wide advantages of
the organization form this process, the employees are also benefited from this
process because they find suitable information about their jobs due to the
performance appraisal result and try to reduce their mistakes and gaps in the
future. Therefore, the organization and employee’s profit require that a
complete performance appraisal shall be done.

5. Improving employee’s life in working environment

Working life is a series of positions that a person takes its incumbency in civil
service during his life.
Improving working life is a process that the managers help their employees
through it and provides them the opportunities that the employees reach to
their individual goals in their working environment.
The results which are gathered through performance appraisal process may
show employees’ weak and good points and the managers help them to
improve in their working environment though these results. (12)
Quality of working life assesses the capability of employees in fulfilling
individual important requirements with their work in the organization. Through
this way they ensure fair and good conduct and provide an opportunity to
each employee to improve his/her skills. Extend open and dependable
relations, provides the opportunity to take part in important decision relevant
to their jobs, compensation for their services and provides safety working
environment.
HR management jobs must have effects on quality of working life and HR
manager must also pay attention regarding extension of establishing such
issues.

6. Safety of mental and physical health

Safety means supporting of employees form the damages which are caused
by incidents relevant to their jobs. Mental and physical health means safety of
employees from the illnesses which are caused by the work and working
environment. These duties are very important because this shows the
employees’ satisfaction and dissatisfaction and employees feel more
comfortable in safety and good working environment and do more effective
work. (13) Therefore, managers shall provide some programs about safety of
working environment, health and attention to the sort of work and duties and
their conditions.

7. Improving of HR Communication

One of the basic ability to impress others is to ensure fair communication

relevant to job. Communication means ability of sending messages in way
that the people can comfortably understand its contents and accept them. (14)

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Skills of communications are an important plan for satisfactory performances
in all management levels. Research shows that more than 50% of manages
time are spent in verbal communication. Therefore, communication shall be
improved for establishment of a better working environment. (15) Another
research also shows that there is a direct relation between obtaining of profits
and ability of keeping relations with the employees. Communication is a
mutual process and it happens when one person sends a message to the
other and it is successful only if the message is sent and other message is
received as its reply. Successful agencies set up training programs for the
improvement of communications and research shows that in successful
agencies there is friendly and informal and fair communication. The
management is always in contact with the employees about this important
issue, access to their conditions and tries to bring improvement in their
working conditions.

8. HR research

In order to take action about performing of his duties and taking of decision,
HR director refer to HR research. Obtained information via research about HR
and its performance in an organization, is set as basis of many decisions. For
example, investigation about determining the reasons of incidents happening
and documents, issue of rewards and increasing of services, observing view
of employees about the organization and management, assessment of
training and developing activities, assessment of employees’ mental pressure,
assessment of recruitment examinations, assessment of absence reasons
and …….. are assessed and will be valued even more in the future.

With the observance of the necessary dimensions of HR we reach to this

result:

Proving of effective and useful service needs a sound organization

(administration) that can fulfill all the needs of country’s organization and
employees. Therefore, the main objective of civil service HR manual is to
achieve the provisions set forth in section 2-3-4 and 5 of article 2 of Labor
Law of civil service which is:

• Recruitment of civil servants based on their capacity and merit, without

any discrimination and very transparent via open competition.

• Arrangement of rights and obligations of civil servants and their personal

affairs

• Developing of skills and keeping of experienced civil servants and

recruiting of professional and skilled candidates in governmental agencies

• Developing and improving a sound, professional, impartial and out of

corruption and political interference organization for effective service to
people

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 Chapter One

Introduction of Organization Structure of the HR

Departments

At first the users’ attention in this manual goes to the historical records
(documents) of this administrative position for. When we pay attention to this
historical administrative position of Afghanistan, we can see different and
synonym names relevant to the HR issue.

These titles include: personnel record sub-directorate, employees’ sub-

directorate, staff directorate and HR department. In fact, the director is from
the structure which has a unit job. In order to attract readers’ attention and
users of this section there is an international standard recognized title for the
above titles which is called HR management.

For paying attention to the sort (kind) of ministries, central and sub-national
agencies, their HR units are arranged in an order called small, medium and
large size organization structure. For confirming the staff number of ministries
and agencies (in central or Local agencies), there shall be performed an
important statistic by the Labor Administrative Reform Department of the
IARCSC and Ministry of finance. Therefore, structure limits of the ministries
and independent agencies are determined as follows in arrangement with the
standard of Large, medium and small size ministries and agencies according
to their structure (organization) quantity.
A: Those ministries and independent agencies which have more than 2500
staff are approved as large size ministries and independent agencies and
organization structure of the HR units of these ministries and independent
agencies are shown in Annexure- I

B: Those ministries and independent agencies whose staff reaches to 700 -

2500 are approved as medium size ministries and independent agencies and
the organization structure of the HR units of these ministries and independent
agencies are show Annexure- II

C: Those ministries and independent agencies whose staff reaches to 700 or

is less than 700 are approved as small size ministries and independent
agencies. Therefore, there are 17 small ministries and independent agencies.
Organization structure and HR units of these ministries and independent
agencies are show in Annexure- III

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9

HR Structure- Functions- Large size Ministries/Agencies
Organizational Development
Section Manager-Grade (2)
*Organizational structure, design
*Human Resource Planning
* Job Analysis & Description
HR Planning and
Forecasting Desk
Grade (3) one position
Grade (4) one position
* Demand,
* Utilization and
* Supply of human resources
Job Analysis Desk
Grade (3) one position
Grade (4) one position
* Job Analysis, Description,
Specification & Classification
Recruitment Section
Manager- Grade (2)
* Recruitment and Selection
* Placement and transfer
* Personnel Records & Database
* Redeployment &
* Pay & Allowances Attendance &leave
Retrenchment
* Performance Appraisal
* Pay & Grading Application
* Retirement, resignation, death and
pension
Civil Service Recruitment
Desk
Grade (3) one position
Grade (4) one position
* VA, Screening and short
listing of applications
* Interviews, selections, job
offer and appointments
* Placements & transfers
Redeployment and
Retrenchment Desk
Grade (3) one position
* Redeployment of surplus
manpower
* Retrenchment
Pay and Grading Desk
Grade (3) one position
* Implementation- new P & G
* Resolution of issues in new
Pay & Grading structure
Director, HR Division, Grade (1)
* Management & co-ordination of all HR functions
* Employee resourcing, maintenance, development
& separations Annexure- I
* Employee relations
Performance Appraisal& Training and Employee Relations
Personnel Records Section Development Section Section
Manager- Grade (2) Manager- Grade (2) Manager-Grade (2)
* Training Needs Analysis *Communication
* Formulation of Training * Employee safety, health &
Plan welfare
* Design, Delivery & * Discipline and Appeals
Evaluation of Training
Communication Desk
Performance and Career Grade (3) one position
TNA and Training
Management Desk * Communication between
Plan Desk
Grade (3) one position management and employees
Grade (3) one position
Grade (4) one position * Training Needs through different media
* Performance Appraisal * Employee Associations
Analysis
* Career Management * Preparation of
Training Plan
Employee Safety and
Personnel Records &
Heath Desk
Database Desk
Grade (3) one position
Grade (3) one position
*Safety, health & insurance
Grade (4) one position Training Delivery
* Welfare issues
* Managing personnel Desk
records Grade (3) one position
* Personnel Data Entry in Discipline and Appeals
Grade (4) one position
database Desk
* Promotions * Training Design
* Training Delivery Grade (3) one position
* Evaluation of Training *Civil Service Law
Retirement Desk * Discipline and Ethics at
Grade (3) one position work
* Retirement * Appeals and Employee
* Resignation grievance handling
* Death
* Pension & other dues
Attendance and Salary
Desk 10
Grade (3) one position
* Attendance & leave
* Salary Reports
 Director, HR Division, Grade (1)
* Management & co-ordination of all HR
functions
HR Structure-Functions-Medium size Ministries/Agencies * Employee Resourcing, Maintenance, Annexure-II
Development & Separations
* Employee Relations
20 POSITIONS

Organizational Development
Section Manager - Grade (2)
*Organizational structure & design
*Human Resource Planning
* Job Analysis & Description
* Performance & Career Management
* TNA & Training Plan
*Training,Design,Delivery & Evaluation
HR Planning and
Forecasting Desk
Grade (3) one position
* Demand,
* Utilization and
* Supply of human resources
Job Analysis Desk
Grade (3) one position
* Job Analysis, Description,
Specification & Classification
Training Desk
Grade (3) one position
Grade (4) one position
* TNA & Training Plan
*Training Design, Delivery,
Evaluation
Recruitment Section
Manager- Grade (2)
* Recruitment and Selection
* Placement and transfer
* Redeployment & Retrenchment
* Pay & Grading Application
Civil Service Recruitment
Desk
Grade (3) one position
Grade (4) one position
* VA, Screening and short listing
of applications
* Interviews, selections, job offer
and appointments
* Placements & transfers
Redeployment and
Retrenchment Desk
Grade (3) one position
* Redeployment of surplus
manpower
* Retrenchment
Pay and Grading Desk
Grade (3) one position
* Implementation- new P & G
* Resolution of issues in new
Pay & Grading structure
Personnel Records &Performance Employee Relations Section
Appraisal Section Manager- Grade (2) Manager - Grade (2)
* Personnel Records & Database *Communication
* Pay & Allowances * Employee Safety, Health & Welfare
* Attendance & Leave * Discipline and Appeals
* Retirement, Resignation, Death and Pension
Civil Service Personnel
Records & Database Desk Communication, Discipline
and Appeals Desk
Grade (3) one position
Grade (3) one Position
Grade (4) one position
* Communication between
* Managing personnel
management and employees
records
through different media
* Personnel Data Entry in
* Employee Associations
database
* Promotions *Civil Service Law
* Discipline and Ethics at work
* Appeals and Employee
Performance& Career Grievance Handling
Management Desk
Grade (3) one position
* Performance Appraisal Employee Safety and
* Career Management Health Desk
Grade (3) one position
Retirement Desk *Safety, Health & Insurance
* Welfare issues
Grade (3) one position
* Retirement
* Resignation
* Death
* Pension & other dues

Attendance and Salary

Desk
Grade (3) one position
11 * Attendance & Leave
* Salary Reports
 HR Structure-Functions-Small size Ministries/Agencies
12 POSITIONS
Organizational Development
Section Manager Grade (2)
*Organizational structure & design
*Human Resource Planning
* Job Analysis & Description
* Performance & Career Management
* TNA & Training Plan
*Training,Design,Delivery & Evaluation
HR Planning, Forecasting & Job
Analysis Desk, Grade (3) one Position
* Demand, utilization & supply of human
resources
* Job Analysis, Description, Specification &
Classification
Performance& Career Management
Desk, Grade (3) one Position
* Performance Appraisal
* Career Management
Training Desk,
Grade (3) one Position
* TNA & Training Plan
*Training Design , Delivery & Evaluation
Annexure-III
Director, HR Division, Grade (1)
* Management & co-ordination of all HR
functions
* Employee resourcing, maintenance,
development & separations
* Employee relations
Recruitment and Personnel Records
Section Manager - Grade (2)
*Recruitment, Selection, Placement and transfer
* Redeployment & Retrenchment
* Pay & Grading Application
* Personnel Records & Database
* Pay, Allowances, Attendance & leave
Communication, Discipline
Civil Service Recruitment Desk Grade (3) and Appeals Desk
one Position Grade (3) one Position
* VA, Screening and short listing of applications * Communication between
* Interviews, selections, job offer & appointments management and employees
* Placements & transfers through different media
* Employee Associations
*Civil Service Law
Civil Service Personnel Records & Database * Discipline and Ethics at work
Desk Grade (3) one Position * Appeals and Employee
* Managing personnel records Grievance Handling
* Personnel Data Entry in database
* Promotions
Redeployment, Retrenchment and
Retirement Desk, Grade (3) one Position Employee Safety and
* Redeployment of surplus manpower, Retrenchment Health Desk
* Retirement, Resignation, Death & Pension Grade (3) one position
*Safety, Health & Insurance
* Welfare issues
Pay &Grading, Attendance and Salary Desk
Grade (3) one Position
* Implementation- new Pay & Grading
* Resolution of issues in new Pay & Grading structure
* Attendance, Leave & Salary Reports
12
13
 Basic endurances of Job description in HR departments

Duties and responsibilities of the HR Management Units are divided into two parts.
First, general duties and responsibilities of the HR units are: Planning, organizing,
guiding, leading and supervising and controlling but in allocation the specific duties
of the HR sections are as below.

• Organizational structure draft is consisting of structure (Tashkeel), organization

structure and budget in a Ministry/Organization.
• HR Planning consist of draft planning of appointment for finding and recruiting
proper (suitable) employees in proper positions and improving of employees in
the Ministry/Organization.
• Job analysis has the responsibility of drafting and preparing of job descriptions
according to the objectives of the organization.
• Recruitment includes the responsibility of finding and putting suitable employees’
process in different section of the organization through open competition.
• Transfer includes optimal utilization of the current HR in different sections of the
Ministry/Organization according to requirement of the current position.
• Implementing the policies relevant to pay and grading system.
• Performance evaluation includes the responsibility of employees’ duties
evaluation in probation period as well annual.
• Prepare & arrange of employees’ personal files, registering of events and result
of evaluations, complaints and calculation of service period.
• Implementing of policies and in service training programs for improving of
capacity building.
• Access to severance requirements, retrenchment, redeployment, retirement and
extension of service for the employees.
• Ensuring health, welfare and safety requirement.
• Reviewing the instances relevant to disputes in work and access to complaint
• Controlling the implementation of law’s provisions, regulations to ensure conduct
and discipline

14
 Chapter Two

Structures and Strategic Plan

Structure (Tashkeel)

Structure: Structure means duties classification, determining authorities and

responsibilities limits, determining logical relations of units and sequence in an
organization.
There are three important points in structure

• Job classification (distribution)

• Determining and fixing authorities and responsibilities limits
• Logical relations of units in a structure

Basic structure of the Islamic Re Labor of Afghanistan is comprised of Government

(Execution force), National Assembly (Legislative force) and judge (Judiciary force).
The president is the head of all the three mentioned forces and performs his duties
and authorities according to the provisions of the constitution and Afghanistan
Islamic Re Labor government basic structure law. Government is the independent
element of the state which is consisting of the ministries and independent agencies
which work under supervision of the president.
Islamic Re Labor of Afghanistan’s administration is firmed on the basis of centrality
and it has two sections: A: Central organization B: Sub-national agencies

A: Central Organization

Central Organization unit is divided to a number of administrative units of ministries

and independent agencies that the head of ministry is a minister and the head of
independent organization is a director. The mentioned ministries and independent
agencies have one professional deputy office and one executive deputy office.
General independent departments including National Security, Central Bank, Red
Cross and other general departments and similar agencies carry out their work in
frame of execution force and perform their duties according to the relevant legislative
documents.

B: Sub-National Organization

Sub-National Organization is divided to some provinces which are led by the

governor who is an authorized representative of the execution force and the
government central agencies in provinces run under his order and supervision.
Increasing and retrenchment in the structure of the ministries, government agencies
and judges are done according to the proposal of the relevant agencies and approval
of the president according to the provisions of law.

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 Structural necessities (needs)

Structural necessities are as follows:

1. Determining the strategy, visions and missions

2. Planning and operating of budget including working resource arrangement
3. Determining and specifying of administration’s duties in order to achieve the
strategy, objectives and duty
4. Sharing (dividing) of duties for positions within the structure
5. Arranging of logical relation of duties within the relevant departments
6. recruitment and Selection of employee for already specified duties via open
competition
7. Turning over job authorities and responsibilities to recruited employees

Administrative sequence

Administrative sequence is a very important part of any kind of structure and its
observance is very vital and crucial in an organization. Administrative sequence is
principle of law which includes issuing of orders from high authorities and reporting
from lower authorities to high authorities.

HR planning
HR planning is a main principle for entire supporting of an organization’s objectives.
If in an organization planning is not considered importantly, it means there the
objectives are either unspecific or unimportant. If the specific objectives are required,
then the essential ways shall be chosen to reach to them. This matter is 100%
important in HR planning. HR planning itself is impressed by other effective planning.
Therefore, policy, economy and culture which are familiar words must be focused in
HR planning.

Definitions of HR planning

• HR planning means a process of analyzing HR necessity in various

administrative conditions and improving administrative activities for ensuring
the necessities.
• HR planning means to determine and provide the necessary cadre including
focus on administrative changes in the future and these planning are done in
many phases.

HR planning is the most important activities of the HR management which shall be

done along with the objectives and policy of the organization.
In order to reach to its long term objectives such as profit, suitable service, gaining
more profits and functions, an organization needs strategic plan. HR planning is way
for ensuring of HR duties to reach to all activities necessary in objectives of an
organization.

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 Importance and necessity (need) of HR planning

HR planning begins with the establishment of the organization’s structure and it

includes the instances such as recruitment, in service training, performance
appraisal, transferring based on capacity building, retrenchment, resignation
retirement and extending of service.
Duties of HR planning is relevant to understanding and techniques which are used in
selecting of necessary man power in an organization and its importance grows day
by day as social, economical and political result.

Achievement of individual and administrative objectives requires a planning. Even

when we want to reach to a very small objective such is going to a party or selling a
product we need planning.
Why is HR planning very crucial? In answer we can say that employees’
dissatisfaction from their jobs, increasing of administrative activities, a change in
living method, changes in value and so on are all the factors which increase the
importance of HR planning in Ministry/Organization..

Objective of HR planning

HR planning plans selection, training, promotion and retirement of specific number of

employees needed by the Ministry/Organization for the coming years and it counts
the statistic of HR entrance and exit so that it can predict the necessary facilities and
equipments of a Ministry/Organization. through this statistic.
The aim of HR planning is to improve and develop the organization so that it can
reach to its objectives which are done based on designed participation of HR in the
organization both in the present as well as in the future.

Benefits of HR planning

The most principle benefits of the HR planning can be explained as follow:

• Beneficial and effective use of the present HR in the Ministry/Organization .

• Coordination of HR in achievement of long term objectives
• Ensuring of HR with minimum expenses
• Paving the way for achieving other objectives on the HR management

Principles of HR planning

HR planning is consisting of two main principles:

• Observing the HR necessities in an organization and fulfilling them
• Observing the sources and resources of the HR and their usage

Necessary HR planning in wide level has the following steps

17
• Setting objectives for those jobs the planning of which are recognized suitable.

• Changing of objectives according to the jobs necessities, estimating of individuals

who have been selected for the achievement of the planned program in any duty
levels
• Changing of job necessities to different HR necessities
• Statistic of HR numbers from all present educated staff calculating the retirement,
death and etc
• Comparing the number of survivors with the number of staff needed
• Statistic of those individuals who graduated but can not be hired to work
• Listing the graduated individuals’ year in the program
• Statistic of required entrance from any high education level
• Statistic of employees exit (discharge) reasons of it and taking plans for
prevention of exiting capacities
• Predicating of new jobs with proportional strength of the government policy and
taking of plans about it.

HR planning process in an organization has two main sections:

Section one: First section is the review of environmental changes which affect the
HR planning. These changes are divided into two groups. External changes and
internal factors. The external changes which affect the HR planning are: government,
cultural remarks, sharers, competitors (rivals), technology, factors, geographical and
economical conditions and so on. Internal or administrative factors which affect HR
planning are objectives, strategies, policies and size of structure (organization) and
so on.

Section two: It is HR planning which is done on principle and equivalence of the

strategic planning which includes the flowing stages.

• Estimation of the present HR (analysis of the present HR condition)

• Forecasting the HR requirements (needs)
• Comparison between present human power and the human power needed for
the completing the HR requirements or keep the HR balance.
• Determining the objectives and policies about quantity and quality of the HR
• Arrangement of executive programs (selection program, recruitment, hiring,
transfer and training)
• Controlling and assessment in order to determine the achievement of HR
objectives and specifying the weak and good point of the programs

Causes for the lack of HR planning

• Lack of HR planning experts in most of the agencies

• Most of the directors pay less attention to HR than to financial sources. They
believe that the capital can return only by financial production activities and they
treat humans as operative expenditures not as Human source and original
investment source.
• HR planning is mostly considered as a short term executive issue not as motive
source for gathering strategic plans.

18
 Humans are considered as the most important and the most valuable wealth of
any nation. One nation’s people Specialties and characteristics make the future
of that nation.

There are many reasons for starting of HR planning in an organization. It shows

that HR is the main factor of improvement and operation in an organization.
Directors and high ranking authorities in an organization are the ones who
determine and classify the necessity of HR planning.
The most important point in beneficial and effective HR planning is the analysis of
those factors which cause the changes.
The issues which cause the importance of HR planning are because of its social,
economical and political results which get more important day by day.
HR planning can be generally divided into two parts

A: HR planning in Macro level

HR planning in a country level briefly contains the following issues.

• Forecasting of work activities in the future
• Gathering of objectives for planned jobs (duties)
• Changing of job necessities to different required HR necessities (need)
• Estimation of HR numbers of all present educated individuals with calculation of
retirement, death and so on.
• Comparison of survivors with numbers of workers required
• Counting of those who graduated but can not enter in work resources
• Process of graduated employees year during the program
• Estimation of newly employed required in different fields

B HR planning in Micro level

• Estimation of present HR in comparison with strategic objectives and structures

(testing and analysis of present HR)
• Forecasting the HR necessities proportional with the structure of the organization
• Comparison between present HR and required HR which fulfill the lack of HR
requirements and keep balance in HR activities
• Determining of objectives about the quantity and quality of HR
• Recruitment, placing, training and developing
• Controlling and assessment in order to determine the achievement of HR
objectives and specifying the weak and good point of the programs

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Job analysis

Definition of job

Performing of legal duties which are done for ensuring profits of both parties
(employee and the organization)

Objective of job analysis

The purpose of job analysis is to find the information about what is done on that job,
why job is done and how that job is related to the objectives of the organization.
Complete analysis of job provides important information about the understanding of
specialties and conducts which is important for the satisfaction of its section. In
addition, job analysis is very crucial in selecting of employees via providing of
important information. This information exactly compares the characteristics of
employee with the requirement of the job.
Job analysis is a brief explanation of duties and responsibilities of the job, its relation
with other jobs, required knowledge and skill for performing of that job and condition
of work.
While analyzing the job one must be careful to report exactly the way the job is done
not how it was carried out in the past or how it will be carried out in the future or the
way it is carried out in other similar organizations and agencies.
Studying and reviewing of the job that how it should be carried out usually happens
after the job analysis.
Job analysis is a process during which necessary skills are fixed for performing of
that job and working conditions in which the job is done are analyzed.

Utilization (Usage) of job analysis

Utilizations of job analysis are: finding of employee, selection and appointment,

training, safety, performance assessment, salary and privileges and performing of
job. Besides that, job analysis is also used in HR planning, research and
arrangement of recruitment laws and regulations.

General stages of job analysis process

1. General or total review of the organization (all the organization is reviewed to

know whether the current jobs are carried out in coordination and in accordance
with the objectives of the organization or not).
2. Collecting of information about the every job and the qualities that its employees
must have to perform that job.
3. Preparing and arrangement of job descriptions
4. Arrangement of recruitment conditions
5. Job planning, arrangement of duties and responsibilities in a job or group of jobs
related to each other is a way which at least brings better improvement in living
conditions of the employees.
6. Assessment and necessary reforms

20
Methods of job analysis

1. Direct observation of employee and working environment

2. Interview with the employee and his supervisor
3. Designing of questionnaire for finding of information about the job
4. Group interview for completing of information
5. consultation with the relevant experts
6. Using daily notes about the work progress

Direct observation

If the observation is done properly, it is the most comfortable and the easies way of
collecting job information. This is a method of observing the employees and
recording their work conducts. During the observation we must previously have our
attention on the important cases. First of all the analyzer must make sure that his
wok is done on natural and normal condition. Second that the analyzer must not be
noticed as an interferer. Third that the analyzer must note down the important and
special points for each job not to pay attention to the special manner of employees.
For example: the analyzer who is watching a football game must pay attention to the
player that he shoots the ball toward the goal not to his legs that by which leg will he
shoot the ball. If he thinks that the ball must be thrown by left leg then his attention
will be distracted to the left leg player and finally he will ensure that the observable
numbers are enough.
To have increment in direct observation is extracted from the instances like: which
job is done and how is it done, how much time will it take to do this job, what are job
environment conditions and what tools and equipment must be used.
Direct observation is not suitable for the jobs that most of their parts required mental
activities such as scholar, lawyer or a mathematician.

Interview

Interview is still considered as the most difficult method of gathering information.

Method of interview includes a number of questions both for the employees and the
directors which can be done either individually or in a group. Those who emphasize
on the method of interviews believe that the employees are familiar with their jobs
and during the observation the can complete the required information. Employees
know the specialties of their jobs and the directors know the relationship of that job
with other section of the organization.
We must pay a lot of attention during the interview method. The interviewer must
learn all the skills and techniques of interview. In addition, there are a lot of methods
for taking of interview so the interviewer must be careful to choose the method which
can provide enough information for the analysis.
Although interview method is a good way for gathering enough information that we
can not gather in other ways, it still has some limitations.
First of all it takes a lot of time. Second it depends on the analyzer’s skill in the
interview and if some important information is ignored. we will not be able to answer
some necessary legal question. Finally if it is considered that after the interview there
will be an increase in the salary, the employees will exaggerate in their interviews
and they will show more importance to the importance of the job than the way it is.

21
The interview takes place in two ways, open and close. In open interview there is not
any specific frame work or specific contents or the interview atmosphere and relation
that are created between the interviewer and the interviewee.
In close (arranged) interview the frame work of the interview is already clear and
arranged and the questions are already specified. Both open and close (arranged)
interviews are done in three circumstances

1. Individual interview with the employee

2. Group interview with the employees who have similar jobs
3. Interview with executive directors or those who are expected to be very familiar
with the job

Important points in interview

• Among the employees the one must be selected who has the best knowledge
and skill of the job.
• The interviewee shall be behaved in a very friendly and good way.
• Interview shall be done very arranged and handled. therefore, standard
question forms are already made and a chance of writing the answers through
analyzer is provided. The interviewee should not be tied in the specific frame
work. He/she should be allowed to express his views.
• In cases where the duties of some jobs do not have a regular line of work and
are not successively repeated, the employee shall be requested to provide the
analyzer with preface and brief information about his job in a specific order.
• After the interview, the attained information shall be reviewed and proved to
be correct. This work is usually done with the line director of the interview.

A guide for taking of interview for job analysis

1. A quiet and confident environment shall be provided for the employees during the
interview.
2. Make the objective of the interview clear to him.
3. Convince them so that they can openly and confidently express their ideas and
answers.
4. Help them to think and explain their jobs based on logical stages.
5. Each time one question shall be asked.
6. Make sure that the answer is not only yes or no while asking questions.
7. Memorize the specific or complete information relevant to performance of the job
and conduct of the employees without their names.
8. Take the interview with a very clear language and easy words.
9. Consider the relationship of this job with other jobs of this section.
10. Try to have control on time and topic of interview.
11. Be tolerant and cautious with the employees.
12. Collect the information before finishing the interview.
13. Finish the interview on time

The most important aspect in interview is that the two parties talk face to face in front
of each other. In direct contact some issues can be clearly explained and found
which can be kept hidden in other methods.

22
Questionnaire

The most economical and the most current method for gathering the information is
using the questionnaires. This gives the job analyzer the possibility so that the
participants can answer the question in the right time and specific information can be
collected. However, this method has some crucial disadvantages. Designing of
questionnaire is not simple job and we mush pay attention that the one who answers
the question should not get any wrong meaning of the question. In addition, creating
of necessary motives for answering the questions and returning of the questionnaire
is also an important issue.
Questionnaires which are designed for job analysis are four or six pages which
include both kinds of questions exact (questions which do not need to be analyzed)
and judging (questions which mush be analyzed). Analyzing of the duties can be
either for the current jobs or the jobs which will be establish in the organization in the
future.
For analysis of the new jobs the questionnaire is usually sent to someone who will
lead as manager of these employees in the future or he has already done such
analysis.

Important points about interview for job analysis

1. Do not plan the issue with the method of the employees’ statement.
2. Ignore the issues relevant complaints and job conflicts.
3. Do not show interest in salary and privileges in work.
4. Be polite and humble.
5. Behave all employees in the same way.
6. Be impartial and do not advise for changes and improvement in job.
7. Before talking to employees, take the permission of their manager.
8. Give the attained information to the mangers who assess this process.
9. Review the completed analysis and test with the relevant in charge.

Important points in designing of questionnaire

• Number of question shall be small.

• Questioned written in questionnaire shall be simple and clear.
• It must be clear for the interviewee why he should answer such question and how
these answers will be used.
• Before the questionnaire is distributed, its contents shall be focused.
• Before asking, the expectation of after asking shall be predicted

Advantages and disadvantages of questionnaire

Questionnaire which is the most economical method and through which we can
gather a lot of information in a short time. However, There are such problems like the
one who answers to the question does not answer all of them or does not give
correct answers or he/she keeps the questionnaire for a long time with himself
before handing it over to the analyzer.

23
Group interview

Group interview is similar to individual interview. The only difference is that in the
group interview, the interview is taking from all the employees in the same time who
have similar jobs in the organization. The information which is received in this way is
much more precise and complete than the information received in an individual
interview.

Daily notes

This is a method that the employees note down their daily work activities and
stabilize the balance of the performed duty in a specific time.

The advantages of using this method are:

It is efficient, and comprehensive for performed duties and the spent time on them.
The disadvantages of this method is spending of time for writing down the notes (that
sometimes cause problems to other works), its shorter time is (usually one or two
weeks) for collection of information that sometimes employees show their work very
exaggerative and complicated (like interview). Besides, some employees can not
write the notes or are not interested in writing them down.
In this method the employee is asked to note down his daily work activities.
Recording the best events for finding of correct information is difficult and takes
much time.

Job description and job specialties (characteristics)

1. Job Description Definition

Job Description is a formal document of an organization which specifies the duties,

responsibilities and requirement of that position.
Job Description is that part of Job Analysis which is included in complete duties of
that job and it also includes behaviors and activities which are necessary in
completing of these duties. There are different job descriptions in every organization.
Every organization has different job lines which are applicable and useful. Contents
of job descriptions are usually as follows:
Job title, grade, relevant section, relevant organization, location of job, reporting,
collecting reports, job responsibilities, job explanation and condition of recruitment.
Or we can say that Job Description is extracted information from Job Analysis that is
consisting of main duties, behavior and responsibilities and important activities for
performing of that job. Job specialties are usually used for selecting objectives which
is a summary of human specialties such as knowledge, skills, learning of job and
necessary experiences for good performing of that job.

2. Job specifying section

In this case different names are given for the jobs form their distinguishes with each
other. Some agencies use codes for the jobs’ titles and some use names for
classifying of the jobs. In classification it must be considered that the jobs are name

24
distinguish (different) from each other. And similar names or names with adding 1,2
or 3 like deputy of directorate1, deputy of directorate 2 shall be avoided.

3. Job definition section

Information of this section defines the general objective of this job. What does an
employee do in this job, why does he do this job, and what is the general relationship
of this job with other jobs of the organization. This section is written with details and
explains the important information about the satisfactory of this section or the
purpose of this job.

4. Job explanation section (explanation of duties)

Job explanation section contains information relevant to the responsibilities of that

job which includes authorities limited to department or not, method and intensity of
supervising on employees, important knowledge for that job and the list of its duties.
Besides, if this job needs tools or other equipments, it shall be listed in this section.

Arranging of job description and recruitment conditions

The information received from job analysis is transfer to special forms as job
descriptions and recruitment conditions. In job descriptions all duties, responsibilities
and job conditions are briefly written. Job conditions are also qualifications that an
employee must have so that he can perform that job.

Arrangement of job description

Job description explains that which duties and in which condition these duties shall
be done by an employee and it includes the following information.

A: Certificate (identity) of the job: It includes: job title, code (number of administrative
position), writer of the job description, job description writing date, approver, job level
in administrative sequence, employee’s line manager’s name, grade of the job
maximum and minimum amount of salary fixed for the job.

B: Summary of job: Complete explanation of main duties of the job.

C: Administrative relations (in or out of the organization)

D: Explanation of duties and responsibilities

E: Authorities: (employees authority limits, limits for taking of decision and numbers
of those from who he gets instructions)

F: Performance standard (Criteria): Performance standard is a list including rules

and principles which shows that an employee performs his duties based on how they
are explained in job description so that his performance can be assessed accurately.

G: Working condition and environment

25
Method of arranging and implementing employees’ job description

In order to arrange and implement the job description form for similar implementation
of organization’s policies in arrangement of employees’ duties, all civil service staff
pay attention to the following points.

1. Exact information according to the approved structure in the column relevant to

job title, grade, salary, donated source, state of position, recruitment authorities,
number of position and place of position by the recruited authority shall be arranged
and its accuracy and correctness shall be approved by HR Unit.

2. In job explanation section all the information shall be written in its column relevant
key duties and responsibilities of the relevant position which are specified by the
professional expert team of recruitment. In the column, key standards shall be
written in front of each job in way that it can specify eight working ours for an
employee.

3. Basic relation of employee in job description must be clearly written below the job
that an employee is obliged to implementation of this job description and also in the
relevant column it must be mentioned that whose duties are supervised and whom
do the report to.

4. Under job specification title, first of all the education level, education field and work
experience must be carefully written so that they can be the necessary relevant
criteria for completing the duties of that position. The criteria which provides the
facilities for recruiting of disqualified person and ensure personal relations shall be
seriously avoided.
Below recruiting conditions and job specification title it must be clearly written that for
carrying out the position’s duties what level of education and what field of education
is required and this has to be done by the experts of recruitment department with
cooperation of the Ministries and independent agencies HR units. Also for
performance of duties in the position which kind of experiences and for how long,
which kind of other educational knowledge, better job skills and code of conduct is
required. The point which need more emphasis is that all employees who are going
to be recruited will be selected based on their job performances which are written in
duties and obligations column and they can complete the required criteria in the
position.

5. In the sixth column of job specifications the purpose of behavior, habit and etc. are
to specify the characteristics of conduct or moral behavior of recruited employee.
The organization can avoid behavior or code of conduct which causes bad result of
work within the position through enacted laws in the chart of the country also the
behavior and code of conducts which help to bring effective improvements within the
position and organization they shall be placed in the relevant column. Otherwise, the
personal behavior and code of conduct of the employees which is out of job rules
and procedures can cause problems to the position as well as the organization.

26
6. Under responsibility title in its relevant column, it shall be clearly written that the
employee who is going to be recruited is responsible for which duties and under
which circumstances.

7. In the column relevant to physical condition of the job it shall be clearly mentioned
that what type of physical capability, the employee shall have for performing of this
job. These capabilities can be specified by expert teams and can be written in the job
description. If the job faced with some work troubles or problems due to employee’s
lack of ability for performing of that job then the responsibility is related to the
organization.

8. Under duty risk title it is better that the expert working team while designing the job
description of a position, forecast the risk of duty in a way that their dimensions is
predictable in the enacted laws of the state and the job specification so that good
measures are taken for avoiding of such predictable risks.

9. Other work conditions titles are written in job description for the purpose that the
organization can get better service from the recruited employee in local and abroad
trip, work in different climate, working pressure and using of working tools.

10. The purpose of including tools and equipment title in the employees’ job
description is that the experts write all the required tools and equipments of that
position’s duty which are predicted to be needed by the job. The organization must
officially submit the tools and equipments to the employees during the work and at
the end of the work they shall be taken back according to the condition of work. If the
tools are not completely provided back, the employee can not give complete report
during job evaluation moment.

11. The reasons for signing the first column by the relevant recruitment department
manager is to ensure the suitability of that position’s duties and signing of job
description by recruitment manager or HR director is to ensure the accuracy of job
approving process and recruitment according to requirements and relevant
manager’s confirmation for recruitment necessities and selecting of a person with
good merits and abilities according to recruitment criteria.

12. First copy of the job description shall be enclosed in personal file of the
employee after the recruitment of the qualified person through which the relevant
data base can be completed and it can be used in the future for the similar jobs.
Second copy of it can be kept in the relevant department after the recruited
employee’s notice so that the mutual commitment can be cared and the third copy
must be provided to the employee so that he can always study his duties and
perform his responsibilities in the right time. Also he can have logical and right
answer during the supervision or control by the supervising team.

13. Signing of job description and contract paper including in section A of employees’
code of conduct regulation is an important act that has to be done. The reason for
their signing is the number of behavior commitments relevant to the job which the
employee shall follow based on the provision of the relevant regulation articles. If the
annex (1) of employees’ code of conduct regulation is not signed the information
level of recruited employee is not completed and with breaking the provisions of this

27
law article (6) the employee’s duty probation and annual evaluation form is
considered imperfect and the performances are suggested illegal.

14. Contents of this job description are arranged as a form. Primary performances
are done by the relevant department including approval of duties and other relevant
criteria during reform implementation are done through this form as a standard
measure.

15. Job description draft of every position is valid for three years. If there are some
improvement in job and appearing of some changes in the strategy of the country or
the relevant organization, the job description can be renewed before three years.
For faster result of the recruitment process, the organization can put the position to
announcement and send to media. The following issues must be considered in the
newspaper announcement.

A: Title of the position

B: Number of employees required for the position
C: Location of the job
D: The organization of recruiting
E: Conditions and criteria for the recruiting of this position
D: Important skills for this position
F: Privileges of the position
G: Clear address of the place for receiving of the application and the address of
returning the application after filling them out.

Note: For more clarity, we must say that theoretical explanation relevant to
arrangement of employees’ job description is proportional to the standards of those
countries whose HR management is completed. For access to its implementation
and supervising of its administrative reforms in Afghanistan Civil Service is assent to
be satisfied with the present briefly standards.
Of course after implementation of the new system all criteria will be generally used in
Afghanistan Civil Service. Below is a sample of job description of civil servants. (It is
in a news form)

28
Sample of form

Civil Servants Job Description

1. Job title
2. Grade of Position
3. Relevant section
4. Relevant organization
5. Location
6. Reporting to: ---------------------------- Getting report from ----------------

Job responsibilities

Duties explanation

• .
• .
• .
• .
• .
• .
• .
• .

Recruitment conditions

1. Education

2. Work experience

3. Language capacity

4. Skills (professional and management)

29
 Methods for arrangement of recruitment conditions

1. Suggestions made by the experts (judging method)

In this method the experts, managers and directors who are familiar with the relevant
job are asked that the one whom the job is offered for must have what level of
education, knowledge and skills, what terms he must have passed and what level of
talent and intelligence he shall have so that he can perform the job well.

2. Statistical analysis

This method which is the most logical and in the same time the most difficult method
proves the relation among the changes such as height, expressive strength, body
power, and employees ability during performing of his duties and this is proved by
theoretical way.

Job planning (designing)

Job planning has a lot of impact on the employee as well as the organization the jobs
which are weakly planned are usually boring and they result in leaving of job, lack of
motivation and low level of satisfaction from the job less production of a good result
and it includes more expenses for the organization. With the correct (right)
recognition of job components we can avoid many of these negative impacts to
happen or we can bring them to a minimum amount. In the first planning or re-
planning of jobs which are not well planned we must be careful and reflect the ideas
of employees and the organization in that job planning.
Job planning, effective arrangement of job components is with characteristic of the
employees in way that it guides us to the ensuring of objectives and requirement of
the organization.

HR development

HR development is a process which continuously helps the employees of an

organization which makes the employee able to perform his duty effectively in
present as well as in the future.
HR planning in a society includes all services which is used and operate for Labor
welfare but in an organization level it includes the improvement of employees in
separate method and providing much and better work.
HR planning includes different activities and the right performing of these activities
directly belongs to training, developing and evaluation of the employees’
performances. These factors play a very important role in developing structure of
HR.
Setting up training programs is a very important section of HR structure developing
that we can call it as employees training according to their duty and working capacity
building. Developing means finding of experiences via methods which were already
put to training.

30
Training and developing of employees
Any kind of activity or plan which is formerly designed and its objective is presenting
of information to the participants according to the requirements is called training and
developing.
In other instances we can say, the effort in training and developing of employees
means gaining of skills, knowledge, betterment in duty performance and way of
employees’ behavior with customers for retaining the specific objectives in the
present and in the future.

Objectives of training and developing

Final objective of training and developing is ensuring the improvement (protection

and extension) of an organization though the following ways:

1. Coordination with internal and external changes of an organization and ensuing

of necessities from different ways.
2. Improvement and raising the employees’ performance level and improvement of
performances in all over the organization.
3. Recognizing and improving hidden talents of employees
4. Improving employees’ skills
5. Familiarizing of employees with the objectives of the organization
6. Decreasing working damages
7. Increasing flexibility capacity of employees
8. Increasing working satisfaction
9. Providing working promotion chances

Basic principles of training in an organization

• Training need analysis

• Strategic plan and training programs
• Presenting of learning opportunities and supporting sources
• Assessment and monitoring of training period
• Support and following the training in an organization

31
 Objectives of training
Agency’s requirements Attention to the participants
Individual’s requirement
Need analysis

Assessment Planning

Implementatio
n
measurement
Criteria’s level Works performance and
explanation
Training tools

A: Training Need specification

Need, is a very important and useful element for satisfying and ensuring of
accessible objectives. To recognize training need for an employee in an organization
level we can do it through the following points.

• Need, as a distance between present situation and desired condition: this is the
most common definition of need. Here, present situation mean the present
condition of the organization and desired condition means objectives, work
capacities, necessary knowledge and behavior of employees with clients.
• Need, as a desire or preference: This definition is based on view, desires and
preferences of a person in the relevant fields (necessity). Therefore, this method
is often used.
• Need, as an imperfection or diminution: This need is impinged due to the lack of
enough knowledge, professional skill and working tools. Such kind of need is
planned when a little or no satisfaction can be gained in a case or issue.

Need in an organization can be in the following phases:

1. Specific Needs: Specific Needs means distance between the preset situation and
fixed standards.
2. Noticeable or sensible needs: Noticeable or sensible needs means demanding of
training during the job. Such kind of need is raised due to changes in the
technology, placing of employee or changes in the system.
3. Expressed Needs: It means that an employee expresses his needs in the
following conditions:

32
 • In annual an probation period performance evaluation
• General need analysis of organization for access to more results and
achievements

B: Need analysis

• Organization’s objectives analysis

• Studying and analyzing the education level, capacity and changing abilities in an
individual
• Employees’ performance analysis

C: Designing Training Programs Strategy

After recognizing or finding training needs and studying objectives of the

organization, duties of employee and views of the clients, we can find the gaps and
arrange them in three sections.

• Designing training program strategy in an organization level for ensuring and

arranging the objectives
• Designing training program for employees according to the specific needs
• Strategy designing and planning for providing of training materials according to
the organization need

D: Observing the sources for training and continuation of programs

• Finding financial ensured allocation of training programs from different sources

for implementation of training plans.
• Controlling and supporting from continuous setting of training programs for
improvement of employees in an organization.

E: Implementation of training programs

Training program implementation step is called one of the main steps of developing
process and this step (stage) has different activities but the most important thing is
participation of staff in the programs and studying materials link with their job
requirement. Implementation step is possible when the changes come in the conduct
and behavior of the participants.

Training Period Assessment

• Continuous supervision and controlling of training program implementation

method
• Assessment of staff in their work place after the training period
• Assessment of organization’s activities after the training period

Whatever is mention above shows the training and developing of the employees.
Legal basis of trainees is also included in this discussion for it is importance which
has the following conditions:

33
Training and developing of employees from the view of Law

Afghanistan Civil Service for making job systems standardized, improving work
capacity, avoiding administrative corruption and beneficial, effective and impartial
service to people, determines to establish skills development and keeping
experienced employees in the Civil Service. Also the provision set fort in section (12)
article 13 of Civil Servants Law adds training programs as an obligation and duties of
employee which is arranged by the organization for improving and developing
professional skills. Also the provision set forth in subject 1 section 3 article 16 of Civil
Servants law consider it legal right of employees to introduce them to capacity
building programs for learning necessary skills for their jobs after annual
performance evaluation if they can not complete the standards of the job. It is to be
mentioned that the provision set forth in section 9 article 16 of the Civil Servants Law
confirm in service training as right of the civil servant.

Training Period Pay

Theoretical and practical training of in service during the working time is done exactly
the same as the payment and other privileges of the working time.

Education and training conditions

A: The organization introduces and sends talented employees to higher education

institutes, vocational institutes and other training center to foreign countries or within
the country for higher education, learning and training.

B: The employees set forth in Section (A) deserve the payment and rights of their
grades or position from the organization during the education and learning period.

3: Completion period of employees’ education, learning and training is counted as

working period only if they receive graduation certificate form these institutes.

4: The employee who is introduced to education, learning or skills developing

program shall continue his job in the relevant organization according to the training
period, education or the contract. If the employee set forth in section 1 of the article
refuses working in that organization, he must pay all the expenses of training period
to the relevant organization.

Method of carrying out foreign scholarship

Based on the provision of the president office the foreign scholarships to employees
are carried out by the IARCSC. These scholarships are in two kinds:

1. Short term scholarship programs the objectives of which are to get familiar with
scientific and technological improvement, using the experiences of similar job from
the host country in relevant fields of the jot and familiarity with the culture of the host
country.

2. Long term scholarship programs the objective of which is to complete education

period in Bachelor, Master and doctoral degrees in scientific and specialized fields

34
for the objectives of job in the civil service agencies that their further procedure
belongs to the Ministry of higher education.
After the IARCSC finds official notice and confirmation about the scholarship
programs, it classifies these scholarship programs according to the need of the
relevant agencies and systematic capacity building in the civil service of the country
and asks the ministries and the organization for the right candidates according to the
scholarship program’s criteria.
Ministries and agencies must ask the HR department the qualified candidates for the
scholarship program after they receive notice from IARCSC scholarship assessment
committee and get the approval about the qualified candidate from his manager.
HR department of the ministries and independent agencies officially inform IARCSC
about the decision of the organization about the candidate they introduce to the
scholarship program.
The commission registers the candidate after completion of the required documents
according to the provisions of scholarship regulation while assessing the relevant
organization’s performance and asking the annual performance and need analysis
report of the candidate. Then a short examination will be taken from the candidates
based on the requirement of scholarship program to find and select the qualified
candidate and then interview the ones who have the higher skills and criteria. Also
the civil service administration introduces these candidates the to relevant
organization or the embassy of the host country for other process of travel and
document process and civil service administration also control this process.

1. Issuance of letter to the foreign ministry for receiving of passport.

2. Ensuring of rent, travel expenses and other similar possibilities from the host
country by the IARCSC.

3. Determining of a supervisor for the position until the returning of the candidate
from the trip.

The civil service administration of the commission must control the process of the
candidates’ trip and their sending to the host country with cooperation of the ministry
of foreign affairs from the beginning of process to the end. Civil service
administration shall ask the participants of the program about the report of their
performances and take it from the relevant department so that the administration can
ask the attended candidates of the scholarship program to a service with better
working capacity they learn and have otherwise ask for the compensation of the
damage.

Performance Appraisal

Performance Appraisal is a system which assesses and supervises the individual’s

performance method in an organization. It occurs in many HR management
decisions like, specifying human need in an organization, Training need analysis,
proper paying system, promotion and placing. Besides, many advantages of the
performance appraisal to the organization, the employee himself can also be
benefited by it. Due to the result of performance appraisal, the employees find
information about the method of performing their given duties. Therefore, they try to

35
control their mistakes in the future. Thus the organization benefit and the employee
benefit demands that the Performance Appraisal process be done completely and
accurately.
Totally we can summarize the objectives of Performance Appraisal as follows:

• Performance Appraisal of employee’s duties for improving working quality, better

performances and effective service
• Stabilizing the talent, skills and merits in performance of the given duties
• Finding of deficiency in work, taking reform measures and increasing working
capacity of employees
• Extension and implementation of unit method for Performance appraisal of
employees’ duties in different positions
• Promotion of employee from lower grade to higher grade or within the grade to a
higher step or salary increment
• Finding the weak points of employee in performances of the given duties and
taking reform measures (Correction of employee or announcing his position)
• Paving the way for professional training, work capacity building and skills for
employees to improve their duties.

Legal base of Civil Servants performance appraisal

Employees are assessed (appraised) based on their job descriptions, working plan
and annual performance report.
If an employee completes the specific criteria of annual performance evaluation, he
is titled to a higher step within the position (grade).
If an employee dose not complete the specific criteria of annual performance
evaluation, then the following instances shall be done.

• Introduce him to capacity building programs for learning necessary skills,

• Announcing his position as a vacant

An employee, whose position is canceled, adjusted or announced as vacant, he is

given a pay in waiting. The organization can put this employee to other duties
according to provisions of article 72 of Labor Law.

An employee who is not satisfied with the result of evaluation (appraisal), he can
complain to the relevant authorities.

If there are acceptable reasons, IARCSC can present the drafted annual
performance evaluation form set forth in section 5 of this article to the ministerial
council for approving.

Evaluation form is valid after the approval of the ministerial council.

Contracted employee is assessed based on his job description, work plan and
annual performance. Contracted employee’s assessment is done according to the
form prepared by IARCSC.

36
Performance Appraisal Principles

Civil Servants performance appraisal is based on the following principles.

• Verbal appraisal between the parties, (employee under assessment of relevant

manager and authorized manger of the organization).
• Annual performance evaluation based on job description, work plan, reporting of
work performance and observance of criteria set forth in regulation of Civil
Servants Code of Conduct.
• Clear and transparent assessment in accordance with job classification criteria
• Fair assessment (evaluation) observing the impartiality and far from
discrimination.

Appraisal (assessment) Period

Job performance appraisal of permanent and contracted employees of civil servants

is done probationary and annually.
Probation period evaluation of civil service 8 grades is as follows:

• First and Second grade after nine months of service if needed 6 month extension.
• Job performance appraisal of grade 3 to 5 employees who has the responsibility
of carrying out administrative and executive affairs is done after four months of
actual service with the extension of five months.
• Grade 6 after three months of actual service with three months of extension
• From grade 7 and 8 one month with one month extension

Authorized supervising authority of performance appraisal

• Supervising of grade 1 and 2 (high ranking employees) via IARCSC

• Supervising of grade 3 to 8 (Low ranking employees) via relevant HR
department.

37
 Civil Servants Annual Performance Appraisal Form

Day Month Year

Employee education level should be ticked in below column
Under
Baccalaureate Above Baccalaureate Bachelor
Baccalaureate
Above Bachelor Master PhD Date of first recruitment
Field of education: 1. 2. 3. Day Month Year

Job-related trainings?
•
•
•
•
•
Date of merit-based recruitment
•
Day Month Year
•
•
• Amount of salary & privilege
Other Total
Salary of Academic
job salary &
grade step cadre
allowance privilege
(Afghani) (Afghani)
Step ( ) Grade ( ) Title of Grade ( ) (Afghani) (Af/ghani)

Address Ministry: Department: Management

Duty Station Directorate:
fO

Performance measurement criterion (work

Main duties according to job description
quantity) and ( work quality)

Note:- If there are further information about professional trainings, performance above of plan
and beyond standards, creative criterions and additional skills and other related information to
job.

38
 Base of Annual Performance Appraisal of Experts and Servants

Appraisal result Appraisal result Appraisal result

Performance quality by: Employee by: Direct line by: Authorized
Performance quality Reasons for no
Work plan implementation of annual under appraisal Supervisor Supervisor
((condition performance
report 5 4 3 2 1 5 4 3 2 1 5 4 3 2 1

Total Score
1. Final evaluation score of evaluated employee and
expert by authorized supervisor.
Final appraisal result by the relevant manager:
Guideline of annual work plan scoring:
1- Promotion to a higher step or salary
1. Performance over of criterion: above (60%) implementation of plan (17 to 25) scores. In
this case promotion to a higher step pay. 2- Job continuation in the current position
2. Performance according to criterion: (50 to 60%) implementation plan (13 to 16) scores. 3- Job announcement
In this case job continuation in the same step with training relevant to job.
3. Performance lower than criterion: (50%) implementation plan (12 or lower) scores. In
this case his/her job shall be announced as vacant. Name Date Signature

39
 Approval or disapproval of Line manager:
Satisfaction or dissatisfaction of employee under appraisal (I am satisfied)
(I am dissatisfied)
(Approval)

Employee’s signature (Disapproval)

Name and signature of line manager

1.

Additional Criterion for Annual Performance Appraisal of grade 1 and 2

Types of Skills

Appraisal result by
Appraisal result by Appraisal result by
employee under
Additional Criterions line supervisor above manager
appraisal
5 4 3 2 1 5 4 3 2 1 5 4 3 2 1

1. Leadership and management ability (skill of work in office, analysis of

subjects related to job).
2. Monitoring and supervision of performance of subordinate employees.
3. Technical abilities (technical projects management and technical service
delivery related to job).

40
 4. Ability of capacity building of subordinate employees.
5. Transparency and accountability.
6. ability to take decision (as individual or group +effective communications)
Skills and abilities scores of senior managers and experts:

41
Scoring guideline of employees’ additional criteria:
1. Performance above of criterion: over (60%) implementation plan (40 to 55) scores. In this case promotion to higher
step pay
2. Performance above of criterion over (50 to 60%) implementation plan (28 to 39) score. In this case job continuation in
the same step with training relevant to job.
3. Performances lower of criterion: (50%) implementation plan (27 or lower) score. In this case his/her job shall be
announced as vacant.

Brief Results of Performance Appraisal of grade 1

and 2 employees

Satisfaction or dissatisfaction of employee under appraisal (I am satisfied)

(I am dissatisfied)

Employee’s signature Annual plan implementation score

Additional criteria score

42
 Total scores of two sections
Appraisal Final Result
Approval or disapproval of
Line manager:
(Approval)
(Disapproval)
1- Promotion to a
higher step or salary
2- Job continuation in
the current position
3- Job announcement
Name as signature of
above manager

Name and
signature of line manager

43
 Chapter 3

Civil servants recruitment

The first objective of this process is to attract and find professional people for filling
the vacant positions. When you have a great number of professional people for
selecting, pay special attention to their CVs and interview the most appropriate or
suitable person for performing of the duties that are going to be given to them. You
can use different methods of assessment to select the right person and recruit him to
the organization.

Appointment

Appointment based on merit is the base of civil service administration. Provisions set
forth in article 10 of Civil Servants Law make it clear about the regulation of the civil
servants law that all the appointments within the civil service positions shall be done
based on the merit and capacity.

Recruitment Conditions

(1) A Person can be recruited as employee within civil service, provided that
meeting the following requirements.

1- Must be an Afghan citizen.

2- Shall have attained to the age must not be less than18 and more than 64 years.

3- Must have health certification issued by Ministry of Labor health.

4- Must have a baccalaureate certificate from formal local and national educational
institutions.

5- Shall not be conclusively sentenced by a court to punishment for a felony unless has
been heard the restitution of prestige by court.

(2) Members of Scientific Cadres of higher education institutions, academy of

science and the Institute of legislation and research of Ministry of Justice and
the professional members of Ministry of Education shall be subjected to the
conditions set forth in sections 1, 2, 3& 5 of paragraph (1) of this Article as
well as the relevant legislative documents.

(3) Only a person may be accepted in civil service agencies as technical,

professional or service provider staff, if he is deemed eligible for sections 1, 2,
3, &5 set forth in paragraph (1) of this article.

44
 (4) An employee can not be assigned to a job where his immediate manager is
one of his relative. Employee’s Relatives include Father, Mother, Son,
Daughter, Sister, Wife, and Husband.

Criteria of recruitment for positions

(1) Only a person can be accepted in position 1of civil services (General
Directorate, deputy executive) if he meets the following requirements besides
the conditions set forth in section (A) number (1-5) recruited condition.

1. Minimum a bachelor degree in the relevant field;

2. Minimum 4 years of experience related to the job;

3. Should be able to organize and clarify the Policy of his relevant

organization;

4. Should be able to lead and control the organization

5. Must be competent and talented;

6. Must have a good background of conducts;

(2) Only a person can be accepted in position 2of civil services (Directorate) if he
meets the following requirements besides the conditions set forth in section
(A) number (1-5) recruited condition.

1. Minimum a bachelor degree in the relevant field;

2. Minimum of 3years experience related to the job;

3. Should be able to provide instructions in designing the policy of

relevant organization.

4. Should be able to lead and control the organization;

5. Must be competent and talented;

6. Must have a good background of conducts;

(3) Only a person can be accepted in position 3within civil services (Sub-
Directorate) if he meets the following requirements beside the conditions set
forth in section (A) number (1-5) recruited condition.

1. Minimum a bachelor degree in the relevant field;

2. Minimum of 2years experience in related job;

45
 3. Must be able to practice the policy of relevant organization;

4. Must be able to lead and control the Organization;

5. Must have a good background of conducts;

6. Must be competent and talented;

(4) Only a person can be accepted in Position 4 within civil services (General
Department) if he meets the following requirements besides the conditions set
forth in section (A) number (1-5) recruited condition.

1. Minimum a Above Baccalaureate degree in the relevant field;

2. Minimum of 1years experience in related job;

3. MA & PH D degree holder are exception form this provision

4. Must be able to practice the policy of the relevant organization;

5. Must be competence and talented;

6. Must have a good record of conducts;

(5) Only a person can be accepted in position 5within civil services (Department)
if he meets the following requirements besides the conditions set forth in
section (A) number (1-5) recruited condition.

1. Must be competent and talented;

2. Must have a good background of conducts;

(6) Only a person can be accepted in position 6within civil service that meets the
following requirements set forth in section (A) number (1-5) recruited condition.

(7) Only a person can be accepted in position 7 within civil service that meets the
following requirements besides the conditions set forth in number (1, 2, 3, and 5)
section A of recruitment conditions.

1. Having graduation document (certificate) from vocational training center or

working skill and experience.
2. Being able to perform the duties according to the relevant profession and skill.

(8) Only a person can be accepted in position 8 with civil service who meets the
requirement set forth in number (1, 2, 3, 5,) section A of recruitment conditions.

46
Authority (Place) of recruitment

Recruitment within the civil service based on the announcement of vacant

position by relevant organization is done through the following authorities:

1. Appointment Board of IARCSC

Appointment Board of civil service has 5 members that the members of this
board select one of the members as a chairman of the board for one year.
The president can temporary hire more 5 people due to the work load if
needed.

Civil service appointment board members can not work elsewhere while working
as appointment board members.

Duties and authorities of the civil service appointment board

1. Specifying and offering recruitment, promotion, transfer, retirement, removing

retirement and other personal affairs of the high ranking employees of civil
service for the approval of the president.

2. Asking for information from the ministries and independent agencies about
vacant positions.

3. Confirmation from criteria of duties, announcements, short listing and final

selection of the candidates.

4. Leading the selection committee work, arranging of short list and final
selection

5. Recommendation of selected candidates for the approval of the president

6. Asking of required written document set forth in relevant legislative document

from the ministries, independent agencies and other authorities.

7. Supervising from competitive appointment process of ministries and agencies

according to the relevant legislative documents.

8. Official notice about the violations according to the legal provision of civil
service and relevant legislative documents.

Method of high ranking employees’ appointment

A: Appointment of civil servants is done via open competition based on the

following conditions:

• Announcing vacant position of civil service for finding of qualified

candidate:

47
 Candidates’ applications are assessed by the appointment board and
representative of the relevant organization for short listing and the
interview is taken from the candidates who are going to be short listed.

• Specifying and selecting of those candidates who can fulfill the

requirement of that position:

Vacant position has a job description which explains objectives, main

duties of the position and necessary specification about the capabilities,
experiences and skills of the candidates.

B: Final selection committee has two members of the appointment board

and one authorized person from the relevant organization for high ranking
employees.

C: Short listing for interview is done based on the available documents

according to the required criteria without any discrimination for final
selection. After the final interview, the selected candidate is proposed for
the appointment.

D: Documents relevant to the process of appointment are saved for five

years.

Recruitment of employees for position (grade) 1 and 2 (high ranking) is

done with the specification and selection of the civil service appointment
board, authorized representative of the relevant organization, proposal of
the IARCSC director and approval of the president according to the
provisions of civil servants law.

1. Method of low ranking employees (grade 3 to 8) appointment

For multilateral assessment and achievements of the criteria set forth in provisions
of article 7 to 10 of civil servants law and procedure of permanent and contracted
employees appointment, appointment committees of the ministries, independent
agencies and other governmental agencies are arranged as follows for the
employees of grade 3 to 8.

A: Appointment committees members in ministries and independent agencies level

are three which includes the director or one high ranking expert from the relevant
section as an authorized representative of the recruiting department, HR director of
the ministry or independent organization, one member from the high ranking
employees, recruitment manager of the HR as secretary of the committee who is
hired for one hear by the proposal of HR director of the ministry or the independent
organization and approval of relevant minister or director of the independent
organization. Authorized representative of IARCSC appointment board as a
supervisor.

48
B: In provinces level (Sub-national organization)

• Vacant position recruitment organization’s director as director of the

committee

• Authorized representative governor as a member

• Ministry or independent organization’s authorized representative sent from

the center as a member

• HR recruitment department manager as secretary of the committee.

Recruitment manager or administrative manager of the recruiting
organization co-worker of the secretary and donor of expenses during the
appointment process.

• Provincial authorized representative of the relevant province as supervisor

• Director or authorized representative of IARCSC regional office ensures

technical and consultant services for improvement of relevant procedure
and controlling the process of provincial appointment

In arrangement of committee the women must also be hired specially in educational

field with required capability and skills.

Committee director position (grade) shall be one grade higher than grade three and
committee members’ grade higher than the vacant position.

In Making of the committee the people who have work experience and sufficient
skills to the organization’s duties and having of information about achievement of the
organization’s objectives has the priority in selection.

Committees can exist for only one year. If they have effective, transparent and
correct performance, it can be extended to one more year.

Before the approval of the committees, the relevant organization’s manager (in
center ministers and in independent agencies directors and in provinces governors)
ensure the validity of qualities and working capabilities of the director and members
of the committee specially their transparency and impartiality including the secretary
and assure the appointment board of IARCSC about the result.

Qualities and characteristics and the appointment committees’ members

1. Graduated from class 12 at least, higher education and sufficient experience is

preferred.

2. Having experience of the position as a permanent employee, one grade higher

than the vacant grade 3 and its appointment is done based on open competition.

49
 For saving of time the organization can hire professional qualified high ranking
employees.

3. Ability of effective understanding, sufficient information about organizational

structure, direct objectives of the relevant organization’s work.

4. Ability of solving job problems in the relevant organization

5. Better working background and good reputation among the members of the
relevant organization

6. Having no criminal record, having good code of conduct with others and impartial
duty behavior in Afghanistan’s civil service

7. Regular to job, transparency in performing of duties and good behave without

any discrimination

Duties and responsibilities of appointment committee’s members

1. Having enough information about labor law, civil service law, procedures of
appointment, severance, retrenchment, retirement, capacity building,
scholarships, discipline, civil servants code of conduct regulation and procedure
of accessing to the appealing of the civil servant also IARCSC guidance and
other policies of the civil service HR about the recruitment and duties of the
relevant organization.

2. Ensuring the announcement of vacant positions within the organization or out of

the organization in the right time so that the qualified employees can be informed
and they participate in open competition for the vacant position according to the
relevant procedure.

3. Ensuring the completion of the applications and documents of the applicants for
the vacant position before short listing, interview and its confirmation by the
former organization and other relevant authorities.

4. Designing and selecting of questions for fixing of working abilities, professional

characteristics of the applicants being short listed according to the objectives and
job description of the organization which is already approved for the vacant
position on the interview day or before that in the presence of the committee
members.
5. Ensuring to keep the privities of questions, political impartiality, lack of
supporting, avoid doing discriminative activities.

6. Having enough information, observance the recruitment criteria, keeping gender

and ethnical balance and also capable of avoiding exercises influence according
to relevant procedure.

7. Observance logical and fair balance in designing of questions, registering of the

candidates in the relevant form and similar behavior with all those candidates
who participate in the interview.

50
8. Having fair and impartial judging during the assessment of the interview, results
of the candidates in order to specify and suggest a qualified person for the
vacant position.

9. Announcing the result of the interview in final interview day to the winner
candidates in the same day without any delay.

10. To be able to give a satisfactory answer and without discrimination to the

applicants who has any doubt in the presence of the relevant organization’s
representative of the IARCSC appealing board and other relevant authorities
according to the provisions of law.

11. Annual, monthly, weekly and daily report about the quantities and qualities of
appointment of organization to the authorities and Civil Service Appointment
Board.

12. If needed, a written test shall be given for specifying of professions with the
interview for the 40% of the total numbers.

Appointment committee members’ authorities

1. Coordinating of criteria and recruitment conditions with the jobs written in the job
description of the vacant position which is announced by the recruiting
organization in the job description of the position

2. Returning applications of those candidates who did not complete the

probationary period and annual performance evaluation in the former
organization.

3. Asking for new ideas for brining some changes in the recruitment conditions of
the vacant position with the consultation of the recruiting organization only if it is
required.

4. Notice of decision for the re-announcing of the vacant position by the relevant
organization if the qualified person is not fixed for the vacant position during the
interview.

5. Recognition, selection and offering of the volunteer candidates in the vacant

positions after completing of the standard numbers which are stated in the
policies of the relevant sections.

6. Analysis and assessment of HR plannings of the relevant organization specially

recruitment and HR capacities.
7. If the size of recruitment grows larger, proposal for the establishment of the
committees with the same competency to the relevant authorities.

Authorities for the approval of civil servants appointment

51
Approval of the employees’ appointment set forth in section (1) article 10 of civil
servants law is done by the following authorities:

• Employees of grade one and two by the recognition and selection of the civil
service appointment board and authorized member of the relevant organization,
recommendation of the IARCSC director and approval the president.

• Employees of grade 3, 4, and 5 in center and provinces and employees of grade

6 in center by recognition and recommendation of appointment committees of the
ministries and independent agencies and approval of the minister or general
director of the independent organization.

• Employees of grade 6 in provinces with recognition and recommendation of the

provincial appointment committee and approval of the relevant province
governor.

• Regulation of contracted employees of grade 7 and 8 in center with recognition

and recommendation of appointment committees of the ministries and
independent agencies and approval of the minister or general director of the
independent organization and in provinces and districts with recognition and
recommendation of the provincial or district appointment committee and approval
of the relevant governor or district leader.

Controlling (Supervising) the process of appointment

Supervising the process of recognizing, selecting and recommending of grade 1 and

2 employees is done by the chairman of IARCSC.

Supervising the process of recognizing, selecting and recommending grade 3 to 8

employees in central agencies is done by authorize representative of the IARCSC
appointment board and in sub-national organization it is done by the regional office
of IARCSC.

Appointment process of civil servants

No Entry (subject) Responsible Necessary procedure
people documents
1 Filling of vacant positions: Principles

52
1-A Principles of A: All appointments of the civil service
recruitment via are done via competition and shall be
open done based on capability and merit with
competition the observance of justice and without
any discrimination.
B: Participation in open competition for
the appointment in vacant positions
within civil service is the right of all
afghans by completing of criteria written
in appointment procedure with the
observance of the following conditions:
• Persuading of qualified candidates
for sending of their applications
• Persuading of females and other
society members for giving of their
applications
• Observance of justice, fairness and
equality
• Observance of practical exercises
such as time and necessary
capacity for process of the
applications

1-B Competitive HR in charge A: The director of that section is

appointment for of the responsible to specify the necessity of
grades 6 relevant the vacant position for its holding,
organization making
the new job description of the vacant
position with the direct cooperation of
professional expert team and specify
the relevant job criteria for the
agreement of the HR director
B: HR director officially approve the
appointment via competition and agree
with the director of that section about
the announcement of position.
1-C Competitive Deputy A: The director of that section is
appointment for executive of responsible to specify the necessity of
grades 3 to 5 ministry or the vacant position for its holding, and
independent make the new job description and
organization’s specify the relevant job criteria for the
HR agreement of deputy minister and HR
director.
B: HR director officially approve the
appointment via competition and agree
with the director of that section about
the announcement of position.

1-D Competitive Deputy of A: The director of that section is

appointment for ministry’ HR responsible to specify the necessity of
grade 1 and 2 or the vacant position for its holding, and
independent make the new job description and
organization’s specify the relevant job criteria for the
appointment agreement of relevant deputy and HR
board director.
B: HR director officially approve the
appointment via competition and agree
with the director of that section about
the announcement of position and

53
 suggest the appointment board to
arrange the process of that position’s
competition.

2 Announcement
2-A Principles of Job description A: All the positions which are hold
announcement (obtained) via competition must be
announced.
B: All announced position must have
job description and recruitment
conditions relevant to that job.
2-B Increasing job HR director, A: Job announcement shall be send
announcement appointment with its best and most effective way to
and its board all qualified peoples in central and sub-
principles national agencies.

2-C Information Announcement A: Job announcement shall be

which must be prepared in Dari and Pashto languages
written in the and must have the following topics
job • Job title and its location
announcement • Name of the ministry or the relevant
department
• Concise form of job description: in
job description objectives,
responsibilities and job principles of
the relevant position shall be
explained
• Required educational degree:
Education field must be linked with
the job but it must not be specified
in a way that decrease the number
of applicants from the candidates
• Skills, experience and necessary
personal qualities, all these criteria
shall be relevant to job and shall be
logically assessable.
• Salary amount
• Merit
• Deadline for the collecting of
application forms: There shall be
enough time given to qualified
applicants to apply for the vacant
position. Refer to (2-D) for further
information about this appointment
procedure in the civil service.
• Information about how to find the
application forms? Or to which
address the applications shall be
bright back. Complete address for
receiving of application forms is
also very necessary.
• Name, job, address and telephone
number of the person whom the
candidates can contact for further
information.

54
 • If the health condition or fitness is
necessary for performing of the job,
doctor’s confirmation about the
applicant will also be required.
B: Job announcement shall also include
the following instances:
• Selection of candidates based on
merits and competence without any
ethnical, race, religious, race, sex
or political discrimination.
• Civil servants who did not complete
probation period and annual
performance evaluation can not
apply to the vacant positions.

2-D Announcement Director of Announcement A: HR director shall arrange the job

for grades 6 the relevant announcement draft according to the
section, HR information written in section (2-C, civil
director servants appointment procedure) and
do it with the agreement of the
recruitment section director.
B: HR director shall arrange job
announcement so that it can increase
in media and geographical positions as
follows:
Position of Kabul – only in Kabul
Regional positions – only in the
relevant region (area)
Province positions – only in the relevant
provinces
C: HR director shall save all copies of
job announcements as appointment
documents for five years.
2-E Announcement In charge of Announcement A: HR director shall arrange the job
for grades the section, announcement draft according to the
(positions) 3 to HR director information written in section (2-C, civil
5 servants appointment procedure) and
do it with the agreement of the
recruitment section director.
B: HR director shall arrange job
announcement so that it can increase
in media and geographical positions as
follows:
Positions of Kabul – in Kabul city,
provinces and regional offices of
IARCSC
Provinces and regional positions – in
Kabul, region and relevant provinces
and regional offices of IARCSC
C: HR director shall keep all copies of
the job announcement according to the
provisions of law.

55
 2-F Announcement In charge of A: HR director shall arrange the job
of grades the section, announcement according to the
(positions) 1 ministries information written in section (2-C) so
and 2 and that it can increase in media which
independent have access in all over Afghanistan as
agencies well as in IARCSC website.
HR director, B: Appointment board shall keep the
appointment copies of all announcements according
board of the to the provisions of law.
civil service
commission
2-G Deadline for HR director, A: For grade 6, vacant positions shall
receiving of appointment be announced for at least two weeks
applications board (12 working days).
B: For vacant positions from grade 3 to
5 shall be announced three weeks (18)
working days).
C: For vacant positions grade 1 to 2
shall be announced for at least four
weeks (24 working days).

H2 Increasing job HR directory of A: For grade 3 to 6 HR director must:

announcement the ministry or 1. Post The job announcement in the announcement
relevant board of all offices of the ministry in proper places
independent and all directors shall be advised to inform their
organization, relevant employees from the notice.
Appointment 2. Increasing the job announcement notice in all civil
board of the Civil service departments and offices where many people
Service have access.
Commission 3. Send the job announcement to all HR directors of
the ministries whose geographical location is
specified in column (2D and 2 E ) of this procedure
and kindly request them to cooperate as section 1
and 2.
B: For grade 1 and 2
1. HR director shall Post The job announcement in
the announcement board of all offices of the ministry
in proper places and all directors shall be advised to
inform their relevant employees from the notice.
2. HR director shall Increase the job announcement
notice in all civil service departments and offices
where many people have access.
3. Civil Service appointment board of IARCSC shall
send the job announcement to all HR directors of the
ministries and request them to post these job
announcements in announcement board and in office
where people have more access.
I2 Re-announcing of HR directory of A: If after announcing of position and advertising, they
empty positions the ministry or do not succeed to find at least three candidates who
relevant can solve even some requirements of the position
independent announced, the appointment process shall then be
organization, re-announced or stopped.
Appointment B: If after the re-announcing of the position still we
board of the Civil have one or two candidates who can solve some
Service requirements of that position, they directly go to the
Commission final stage of selection without short listing them.
C: Appointment board secretariat shall keep the copy
of all announcements

56
3 Selection

3- A Selecting HR directory A: Application forms are assessed to ensure that they

method of the are properly filled up and that the applicants meet the
ministry or requirement of the position.
relevant B: HR directory with the consultation of the relevant
independent section in charge take decision about the selecting
organization, method for employees of grade 3 to 6.
Appointment C: Appointment board with the consultation of HR
board of the director take decision about the selecting method for
Civil Service grade 2 and higher.
Commission D: If the number of candidates is more then we go to the
process of short listing in which the candidates can be
listed who can meet the requirement of the position.
E: Final selection is always done via interview. If the
evaluation of the employee’s practical and mental skills
and knowledge is required, then a practical test will be
taken.

3- B Principles A: For each competitive appointing a selecting

for committee shall be assigned including at least 3 to 5
specifying members.
selection B: The mentioned selecting committee will be
committee responsible for arranging of both short list (brief list of
the candidates names) that are eligible for the final
interview.
C: Selection committees members positions must be
higher than vacant positions
3-C Appointment HR director A: HR director of Ministry/Organization should select
Selections of the one Appoint committee’s member to handle the
committees ministry/ recruitment process.
for grad 3 to Organization. B: HR director shall insure that all members of the
6 appointment committee already gained necessary
knowledge and guidance about their duties and
responsibilities relevant to appointment before the
appointment process starts.
C: Appointment committees shall be assigned to one or
many competitive process.
D: Committees’ establishment procedure, standards for
appointing of director and members and their
specifications are done based on the principles of the
procedures and guidance issued by the IARCSC.

3- D Appointment Appointment A: Appointment board selects the committee for

Selections board Appointment process of grad 1&2.
committees B: selection committee include one commissioner,
for grad 2 to senior specialist of appointment board and one
1 authorized representative from recruiter
Ministry/Organization
C: one of the appointment board commissioner works
as a director of selection committee.
D: Appointment board must trained the authorized
representative recruiter of Ministry/ Organization before
selection process, according to Independent
Appointment Board of IARCSC guidelines.

57
4 Applications process

4-A Principles of A: All eligible applicants shall fill out the standard
applications application form.
B: No candidate will be short listed or interview until
they do not complete and give the application forms
back which shall be properly filled out.
C: Those applicants who fill out their application
incorrectly their appointment is canceled.

4-B Distribution HR directory of registration A: Application forms shall be distributed to all

and the ministry or of applicants without any discrimination.
collecting of relevant Applications B: HR director (or appointment board if it is
applications independent grade 2 or higher), shall keep the notice
organization, regarding the number of distributed forms with
Appointment themselves.
board of the Civil C: Application forms which are gathered after
Service the filling them out, they shall be register with
Commission their dates.
D: For each application form a specific
registering number shall be given.
E: Completed forms shall be put in a fine and
keep in a safe place so that without the HR
authorizes employees (or appointment board) no
one else can get access to them.
F: If it is grade 2 or higher then the HR director
or the appointment board arrange its relevant
documents so that all obtained forms are
assessed and reject those forms which are
imperfect, without signature or those form which
can not complete the minimum requirement.
H: The forms which are rejected according to the
reasons set forth in section (F) of this procedure
shall be kept in a safe place in HR department
or appointment board if they are grade 2 or
higher for reviewing and auditing in the future
according to the law.

5 Short List

5-A Short list A: Objective of short listing is to decrease the number

Document of applications which are not according to the complete
criteria requirement by the organization. It means
those applications which are not rejected in (section 4-
B Civil servants appointment procedure).
B: If there are a lot of applications with disqualified
criteria, short list is not necessary.

58
5-B Principles of Criteria of A: Selection criteria relevant to job shall be approved
short list short list by the selection committee before the selection
process begins.
B: Criteria relevant to the applications acceptance shall
be without any discrimination and completely relevant
to the job requirements and can insure the impartiality
of the organization and relevant authorities.
C: Selection Committee director shall insure that the
criteria of selection is without any discrimination and is
directly relevant to the job requirements and they are
assessable with impartiality.

A: HR director or Appointment board secretariat

provides a file of short list to each member of selection
5-C HR director, committee if it is needed which is consisting of the
Short list appointment following documents.
criteria board, 1. Copy of the announcement and job description
Selection 2. List of all eligible applicants.
committee 3. Copy of all eligible application forms
members 4. Selection criteria
5. Table for numbering the short list

B: The short list file shall be given to the selection

committee at least 3 days before the short list process.
C: Selection committee members must not disclose the
information written in the short list file and in the mean
time they must not discuss it with anyone.
5-D Stages of Selection Numbers A: Each member of selection committee has the
short list Committee table responsibility to:
1. Review and study all collected applications.
2. Write the numbers in the number table of short list
based on the criteria which are already specified.

B: When all members of the selection committee

complete the number table, the director arranges the
number table in which the number of each committee
member for each criteria is written down.
C: If there is much difference between high and low
number, the director of committee discusses this issue
with other member of the committee and try to reach to
a general approval or at least decrease the distance
between the numbers. If the general approval is
impossible, then the numbers which are used in the
last stage of discussion will be applied.
D: Committee director must grade the candidates
according to taken total numbers.
E: The candidates who are short listed and are asked
for final selection shall be paid clear attention and as
much as it is possible there shall be interview with the
successful candidates. At least there must be three
candidates with higher grade short listed for the final
selection.
F: The applicants shall be short listed for the interview
according to the given numbers.
G: Selection committee members must not discuss the
short list process and result with anyone or must not
disclose the name of those applicants who are short
listed.
H: After completion of the short list, director of
selection committee shall send the short list of the

59
 candidates with other necessary documents to the HR
director or Appointment Board Secretariat if it is grade
2 or higher.
I: All documents relevant to short list must be kept in a
safe place in HR department or Appointment Board
Secretariat if it is grade to or higher for review and
auditing in the future.

6 Final Selection Process

6-A Inviting of HR director, Asking A: During three working days after the gathering of
candidates Appointment for the short list of candidates from Selecting committee
in final Board interview director, the HR director or Appointment Board
selection Secretariat for final Secretariat shall invite all candidates for the final
process selection interview if it is grade 2 or higher.
B: The invitation shall be send 3 days prior from the
interview date to the candidates and shall include the
following issues.
1. Date and time interview
2. Complete address of the place where interview is
going to be taken with full details.
3. Necessary documents such as educational
documents and identification card (Tazkira)
C: If the access to the written document has legal
limitation or they are postpone, then to ensure the
information shall be taken from the in charge people
such as file managers or HR director of the relevant
organization by telephone and then shall be added in
the short list.
D: Copies of all invitations of final interview must be
kept in HR department or appointment board if it is
grade 2 or higher, for future review and auditing.

6-B Final A: Final selection shall not be taken longer then 15

interview days from the invitation date.
principles B: For final selection the interview shall be taken from
all the candidates short listed.
C: The committee that arranges the short list shall
also take the final interview.
D: Final selection must be done based on the
required criteria without discrimination, and shall be
directly relevant to the job requirements.
6-C Final HR director, A: HR director or Appointment board arranged the
Interview Appointment final selection if it is grade 2 or higher.
program board B: If the criteria requires that the candidates have
secretariat specific knowledge and skill relevant to job (as it was
mentioned in 3-A under selection method title), they
will be introduced test and practices. These tests are
only done to assess the knowledge relevant to job. If
this system is considered fair and useful, then
technical advice shall be gained from IARCSC
appointment board or HR department.
C: The program shall be arranged in way that:
1. For grade 6 (20) minutes
2. For grades 3 to 5 (30) minutes
3. For grade 1 and 2 (40) minutes
The interview criteria shall be the same to almost all

60
 candidates to ensure that the candidates understand
all questions well.
D: After each interview, the program shall let the
selection committee to do the preliminary assessment
about it.

6-D Final HR director, A: HR director of ministry or independent organization

Interview Appointment or Appointment board secretariat shall provide the
documents board final interview relevant file to each member of
secretariat committee if it is grade 1 to 2 which is consisting of
following documents.

1. Announcement copy and job description

2. All candidates’ list which are short listed
3. All candidates application forms copy
4. Assessment criteria of final interview that are
already approved
5. Numbering list of final selection which has a
specific column for numbering to every criteria

B: Final selection file shall be given to the selection

committee at least one day prior from the selecting
process

C: Selection committee members shall not disclose

or discuss the information and result of the final
selection file.
6-E Final Selection Final A: Selection committee shall use the criteria of final
selection committee selection interview assessment which is already approved.
criteria and director criteria B: At first Selection committee director discusses
list of number with the members of the committee and decides that
which member shall ask about which criteria.
Selection committee director shall also ensure that
the questions are without any discrimination and are
completely relevant to the job standards which are
already approved.
6-F Interviews for Selection A: All the interviewee shall be treated equally and
the final committee honestly.
selection B: Questions which are not relevant to the job or
they are discriminated or unfair must never be asked
from the candidates.
C: Questions might be difficult but they must not be
asked -----------------------. Besides, the questions
must be asked in a way that the candidates can
show up their talent.
D: Selection committee Director shall lead the draft
of questions not to control all process of the
questions.
The committee director must let the candidates to
express his further ideas and asks his questions at
the end of the interview.
E: Selection committee director has the responsibility
to ensure the time fixed for the interviews and the
interview is implemented in its proper time and that
the candidates are not waiting long. If such things
happen then the selection committee director shall
apologize from them.

61
6-G Final Selection A: After the interview, each member of the
selection committee committee shall complete a question list for every
evaluation candidate.
(assessment) B: After the interview with each candidate, the
selection committee director shall write the numbers
which are given by each member of the committee
for each criteria. If there are differences between the
numbers, then the selection committee director shall
try find the proper number from the available
evidence. If still the general number is not
satisfactory, then the committee director decision is
the final decision.
C: When all the interview are completed:

1. If any criteria is assessed via examination or

Practical test, its number must be added to the
number that the candidate gets in interview.
Selection committee director discusses with the
member of committee to get to the result. If still no
approval is done on any final score, then the director
decision is the final result.
2. If a candidate can not fulfill any criteria, he is not
eligible for that position.
3. Selection committee director shall complete the
number list of the candidates so that they can be
graded according to the number they get.
D: Selection committee director shall ensure that all
disagreements are noted and the numbers which are
given in each stage of the process shows it.

6-H Final Selection Final A: After the interview and in one working day, the
selection committee selection selection committee director shall present the report
report director, HR report to HR director or appointment board if it is grade 2 or
director and higher and report the appointing of the candidate in it
appointment who gained the higher score in the test.
board B: Committee director shall also collect all the
secretariat documents which are used during final selection
process such as Numbers list and numbers given list
that are individually given by each member of the
committee and any papers and results which were
used during the interview and put them in the
relevant file then submit it to its in charge.
C: If the appointing request form is for grade 3 and
lower grades, HR director assesses the report and
documents so that he ensure the final selection
process is done fairly. If he is doubtful about the
process and job offer he shall:

1. Discuss the issue with the selection committee

director.
2. If the issue is not solved with the selection
committee director, he shall report the matter to
relevant appointment commissioner in the
appointment board.
D: All the documents relevant to competitive
selection shall be kept a safe place in HR
department or appointment board for future

62
 assessment and auditing if its grade 2 to higher.
They shall be kept for 5 years according to the
provisions of law.

7 Appointment

7-A Basis A: According to the results mentioned in column (6-

(Principles) H and 6-C) above the candidate can be appointed
to in grade 3 and lower. According to (article 6 H
and D) the candidate will be appointed.
B: For appointing of grade 2 and 1 the proposal is
sent to the president or his representative without
much assessment.
The appointment authority is as follow.
C: Appointment approval of grade 1 to 8 in central
and sub-national agencies is done according to the
provision of section 3 article 10 of Civil Servants.

7-B Appointment HR director, Appointment A: After three working days and the report received
approval appointment approval from selection committee director, HR director or
principles board appointment board secretariat, the authorized
secretariat appointment authority shall be contacted for
appointment of grade 1 and 2 as it is specified in 7-
A and appointment approval for grade one of those
candidates who got the higher number shall be
obtained.
B: The authorized authority of recruitment shall
inform the HR director or appointment board
secretariat via written notice about the following
issues within 5 working days if is appointing of
grade 1 and 2.
1. His approval about the appointing of grade 1
candidate or if there are many candidates, then the
one who got the highest score.
2. His agreement in appointing of grade 1 candidate
or if there are many candidates, then the one who
got the highest score.
C: The recruitment authority can only reject the
recruiting of the candidate when he has the
following real evidence.
D: For disapproval the recruitment authority
presents his reasons in written. HR director or
appointment board secretariat cancel that selection
process if it is grade 1 and 2 and begin competitive
appointment process.

7-C Candidates A: If it is grade 3 and lower grades appointing,

notice After the approval of the recruitment authority on
the basis of the grade 1 or the candidate
appointment who got the highest score, the HR
director shall:
• Inform the candidate about his appointment
from the exact date of beginning via written
notice.
• Inform the director or in charge of the vacant
position from the appointment and information
about the new employee via written notice.

63
 B: In appointing of grade 1 and 2 the appointment
board secretariat shall:
• Inform the candidate about his appointment
from the exact date of beginning via written
notice.
• Inform the director or in charge of the vacant
position from the appointment and information
about the new employee via written notice.

C: Both letters (documents) copy shall:

• Be saved with other documents relevant to
the appointment process
• Be saved in personal file of employee as
confidential document
D: HR director or appointment board secretariat
shall also inform the candidates who did not
succeed in appointing of grade 1 and 2 and keep
the copy of all letters including other documents of
appointment process in their relevant file.

8 Reappointment (fresh recruitment) of former civil servants

8-A Reappointment A: Former civil servants can apply to the new
principles position via open competition except those who:
• Are already fired from the civil service
section by the court decision due to their
any illegal behavior or disciplinary action
• Committed and offence against law and
were sentenced to punishment by the court
or relevant judge

64
 Islamic Re Labor of Afghanistan

Ministry / Organization ( )

Application Form

For recruitment of civil servants

This section is completed by appointment committee of the ministry or the agency

Register No:
-----------------------------------------------------------------------------------------------------------------------------------------------------

Receiving date:
-----------------------------------------------------------------------------------------------------------------------------------------------------

Assessment (Evaluation) date:

----------------------------------------------------------------------------------------------------------------------------------------------------

Short list date:

----------------------------------------------------------------------------------------------------------------------------------------------------

Interview date:
---------------------------------------------------------------------------------------------------------------------------------------------------

Photo

You are requested to fill out all section of the application form. Other
wise the form will not accepted by appointment committee

Section one
Position apply
------------------------------------------------------------------------------------------------------------------------

Ministry / Organization:
-----------------------------------------------------------------------------------------------------------------------

Department / Directorate:
-----------------------------------------------------------------------------------------------------------------------

65
Personal information and address

Name: ------------------------------------------------------------------------------------

F/name: ----------------------------------------------------------------------------------

Present Address: -----------------------------------------------------------------------

Permanent Address: -------------------------------------------------------------------

Date of birth: ---------------------------------------------------------------------------

Phone Number: ------------------------------------------------------------------------

Sex: -------------------------------------------------------------------------------------

1. If needed, you can write the further information in a white paper and attach it with this
form.

2. Any skill or training that you followed more than a month.

----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
------------.

3. Work experience: (If needed, you can write the further information in a white paper and
attach it with this form.

Present Job:
----------------------------------------------------------------------------------------------------------------
--------------.

Address and telephone number of the current job director:

----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
-.

Work beginning date of the present job: ------------------------------------------------.

Main duties and responsibilities according to the job description of the position:
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------------------------------
-----------------------------------------------

66
Former jobs (begin from the last job and list them all.)

From: ------------------------------- to --------------------------------------

Position --------------------------------------------------------------

Name and address of the director:

----------------------------------------------------------------------------------------------------------------
------------------------------------------.

Main duties and responsibilities according to the job description of the position

Former jobs (begin from the last job and list them all.)

From: ------------------------------- to --------------------------------------

Position --------------------------------------------------------------

Name and address of the director:

----------------------------------------------------------------------------------------------------------------
------------------------------------------.

Main duties and responsibilities according to the job description of the position

Former jobs (begin from the last job and list them all.)

From: ------------------------------- to --------------------------------------

Position --------------------------------------------------------------

Name and address of the director:

----------------------------------------------------------------------------------------------------------------
------------------------------------------.

Main duties and responsibilities according to the job description of the position

4. Language skills

Number Language Writing Reading Speaking

1. Pashto
2. Dari
3. English
Other languages
4.

67
5.
6.

5. Computer skills

1.
2.
3.
4.
5.

6. To ensure the merits of the applicant who applied for the job the following information
shall be attached with the application form:

1. Not stated to retirement 2. No criminal record 3. Prepare to work in any location within the
country 4. Agree with the disciplinary and code of conduct regulations of the civil servants 5.
Working under pressure and other important and relevant information shall be attached with
this application form and be sent to the organization.

Section 2

1. Have you ever committed any crime either in Afghanistan or other countries? (Mark one
of the boxes below.)

Yes No

If your answer is yes, please write down its detail:

2. Reference

Appointment committee of the ministry/organization request the candidate’s last director of

his last position to ensure the effective implementation of the appointment process and ask
for a written reference for his job activities. In addition, if further information is requested,
you should write the name of a person who can tell us about your working experience and
can write us about your character.

Telephone number: -------------------------------------------------------------------------------

Name: ----------------------------------------------------------------------------------------------

68
Telephone: ----------------------------------------------------------------------------------------

If you do not have any work experience, then write us the name, address and telephone
number of two people who can write us about your character.
3. Does your any relatives work in this ministry or organization that you are applying for?
Please write down their names.

4. Commitment
I acknowledge that all the information given in this form is true and the best of my
knowledge and if they come wrong and incorrect, I loose the job.

Signature: ---------------------------------

Date: ---------------------------------------

5.4. Recruitment Procedures

The Appointment Board (AB), ARS and the LEP Unit are responsible for
processing and coordinating the entire recruitment process as depicted
below:

Ste Process Flow Related Actions Responsibility

p
1 Initiation of Hiring Ministry/Organization identifies the need for Concerned Ministry
Request for positions and prepare Job Description (JD).
recruitment.
The justification ( in the form of Service
Requisition Form) should include:

(a) Certification as one of the line positions

reflected in the approved Tashkeel of the Ministry
and Organization.

(b) Certification of the position as pertinent to the

objective of the program.

(c) Present status of the proposed position (filled

or vacant) and the reason(s) for conversion to LEP.

The Ministry prepares Service Requisition Form

(SRF) and upon approval of the Minister, submit it
to the LEP Secretariat along with JD by hand.

2 Recording of the Upon receipt of the SRF, the following four tasks Admin Team
receipt of SRF and have to be completed:
JD. (a) Open a file for the position.
(b) Attach a Document Process Form (DPF).
(c) Log it in its tracking data base and
(d) Forward the JD to the HR Team.

3 Review of JD for Review the Job Description to ensure that: HR Team

the accuracy/ and
correctness and (a) Requested Position(s) have been reflected in
certification. the Tashkeel and are line positions.

(b) The duties and responsibilities as reflected in

69
 the JD are correct in the light of the incumbent’s
expected involvement in the reform and
restructuring initiatives of the IARCSC. (Outputs
and Training Plans are specified in the JD).

If the JD fails to meet the requirement, return the

JD to the requesting ministry/organization for
necessary action. Work with and/or provide
assistance to the requesting ministry/organization
to rewrite and resubmit the JD as required.

4 Approval of the JD Upon review and certification of JD, obtain HR Team

approval of the Head of ARS, IARCSC before the
position is advertised.

5 Advertisement Upon receipt of the approval, the JD should be HR Team

and quality control converted into the LEP standard vacancy
of advertisement announcement (PDF format) with details of
qualifications required, nature and location of
appointment, competencies and other skills
required and avoiding any IARCSC jargons.
Options for submission of applications such as
online, by hand, etc., must be clearly stated in the
VA.

The VA should be posted in the appropriate

channels including newspaper and LEP web site.
Each VA should be open for 14 days. However, VA
for positions in the province will remain open for
21 days. No application should be accepted after
the closing date of the advertisement.

Each VA should be given a file name and

respective serial number.

6 Receive Applications received through all options such as HR Team

Applications/ Count on line, hard copies, etc., should be forwarded to
and forward the Recruitment Committee for short-listing.

The packet of applications provided to the

Recruitment Committee (RC) should also include
those candidates that were pulled from LEP data
base as per requirements of JD. However, these
candidates must be contacted to ensure their
interest (preferably in writing) for the position
within the 14/21 day period the VA is open.

The list of the candidates submitted to RC must

indicate whether applied “Directly” or
“Matched” from the data base, date of receipt,
initial of the recipient, etc.

The responsible unit should complete the above

tasks within 7-10 days depending on the closing
date of the VA.

If applications received does not match with the

requirement of the position, than RC and LEP
Secretariat will decide whether the position will be
re-announced or not.
7 Review of The applications are reviewed and listed onto a RC and HR Team
applications and Candidates Score-sheet. The score-sheet shows
Short-listing the: Vacancy Announcement number; position
title; requesting ministry or organization; number
of applicants; candidate’s name. The last five
columns are reserved for the scoring of the
candidate based on: (1) Educational Background
(25) points); (2) Relevant Job Experience (35
points); (3) Technical Skills (15 points); (4)
Language Skills (15 points) and (5) Computer
Skills (10 points). The scoring may be varied in
exceptional case, for specific position (such as
technical) in consultation with the line ministry

70
 taking into account selection criteria of the post.
Each member of the RC will independently score
each of the candidates in the categories noted in
paragraph ‘a’ above.
The Chairperson of the RC will combine the scores
and list the top three candidates. Each RC
member will also note in the score-sheet form that
the applications were checked and evaluated by
the them.

8 Interview of After the short-listing, interviews are arranged for HR Team

candidates and the top three candidates (for each position).
Recommendation
Candidates are interviewed by the Recruitment Recruitment
Committee (RC), consisting two members of the Committee
Appointment Board assigned to LEP and a
representative of the concerned ministry who
place the request for the LEP Expert. A consulting
member from the LEP Team will be present during
the interview. Each RC member has an Interview
Form to record comments.

The SC will develop standard questions they will

ask based on the selection criteria for the position,
as well as agree on a strategy about who will ask
which questions.

Members of the RC are accountable for their

recommendations. If they disagree with their
colleagues, their objections should be
documented.

9 Determination of Upon receipt of the recommendations of the RC ARS, IARCSC

Salary about the selection, expert’s salary will be
determine (within the range set by the Labor
Administration Steering Committee).

10 Conflict of Interest Person(s), who will be involved in recruitment RC and LEP

Declaration process (initial screening, short listing, interview, Secretariat
etc) must sign a “Declaration” identifying any real
or potential ‘‘Conflicts of Interest’’ they may have
with the applicants those have applied. Relatives
of candidates must refrain from all stages of the
recruitment process.

11 Approval/ The score sheet of the candidates, along with the HR Team
Endorsement on recommendation of the SC is sent to the Director
the RC’s of the ARS, IARCSC for endorsement.
recommendation

The ARS, IARCSC will issue its no objection Director, ARS.

(endorsement) and returns the interview
documents of candidates and selection to the LEP
Secretariat for processing the appointment.

12 Job Offer and The selected candidate will be contacted via HR Team
processing of telephone/e-mail, to inform that s/he has been
Appointment selected for the position and that the Letter of
Offer is available to be picked up in the LEP
Secretariat. The selected candidate should be
reminded that s/he is required to inform the LEP
Secretariat about his/her acceptance of the offer
within 7 (seven days) from the date of receipt of
the offer letter. If the selected candidate fails to do
so (without valid reason(s), then second choice
candidate will be offered the job.

If up to three of the rank-ordered candidates

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 decline offers, then the RC will decide the next
course of action.

13 Regret Letters Upon selection of the candidate for the position, HR Team
regret letters will be sent to the unsuccessful
candidates using the set format.

14 Reference Checks References of candidates (including education, HR Team

service certificates, salary information, etc.) will
be checked by e-mail and/or telephone and on the
basis of a positive feedback from the referees, the
selected candidate will be given the contract of
employment.

15 Preparation of Contract should be prepared for the selected HR Team

Contracts candidate and sent to the Director, ARS-IARCSC
and the concerned ministry for signatures.

16 Acceptance of The LEP, IARCSC and the Expert must sign/initial HR Team
Contract on all the pages of the contract.

17 Orientation and An orientation for the Expert should be arranged LEP Manager
joining to formally welcome him/her and to make him/her
feel comfortable, inform about the
ministry/organization s/he is being assigned, and
prepare for his/her position. The Expert should
also be given a overview of his/her entitlements,
obligations including tax, performance evaluation,
etc. LEP Manager will introduce the Expert to
his/her ministry to begin the work.

The Expert’s Supervisor then introduces him/her Designated

to staff throughout the organization and help Supervisors
him/her to get started on specific functions. of the assigned
Ministry and
Organization.

An Orientation Workshop on basic courses of HR Team

leadership, government functions, etc., for the
Expert should be arranged as soon as possible.

Recruitment and contract of the Civil Servants

Recruitment Conditions

(5) 1. A Person can be recruited as employee within civil service, provided that
he meets the following requirements.

6- Must be an Afghan citizen.

7- Shall have attained to the age of 18 years.

8- Must have health certification issued by Ministry of Labor health.

72
9- Must have a baccalaureate certificate from formal local and national educational
institutions.

10- Shall not be conclusively sentenced by a court to punishment for a felony unless has
been heard the restitution of prestige by court.

(6) Members of Scientific Cadres of higher education institutions, academy of

science and the Institute of legislation and research of Ministry of Justice and
the professional members of Ministry of Education shall be subjected to the
conditions set forth in sections 1, 2, 3& 5 of paragraph (1) of this Article as
well as the relevant legislative documents.

(7) Only a person may be accepted in civil service agencies as technical,

professional or service provider staff, if he is deemed eligible for sections 1, 2,
3, &5 set forth in paragraph (1) of this article.
Duties of contracted employees are arranged in the relevant legislative
document.

(8) An employee can not be assigned to a job where his immediate manager is
one of his relative. Employee’s Relatives include Father, Mother, Son,
Daughter, Sister, Wife, or Husband.

Job Contract

Job contract means a written agreement between the employee and the
organization or the director that the employee does his/her job according to the job
description prepared and get the salary and other privileges.
Contract criteria is one year and it can be extended with the agreement of both
parties. By the end of the contract if the parties do not act within one month, the
contract will be terminated according to the previous contract condition.
Changes and adjustments in the coming contract is possible by the agreement of
both parties and only if the salary and other privileges of the employee is not less
than what is stated legally.

Job Contract Conditions

Job contract has the following conditions:

1. Legitimating of contract
2. fixed issue (subject) of Contract
3. Lack of legal obstacles in performing of the job
4. Type of the work that the employee is hired for
5. Salary, rights and privileges of the employee
6. Working time according to provisions of this law
7. Vocations and vacations according to the provisions of this law
8. Place or unit where the employee is hired
9. Contract date
10. Contract valid date

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Preparing of Job contract
Working and training contract is prepared in three copies and after the agreement of
both parties, one copy is given to the employee, one is sent to the ministry of Labor
and social affairs and the other is kept in the recruiting organization.
Job contract of those who are under age of 18 is done with their legal reproducers.

Probationary period

The parties can fix a time for probationary period. During this period which can not
be more than three months, one party can cancel the contract by informing the
other.
If the contract is not canceled until the end of the probationary period, the contract
will be continuing according its conditions.
Training period is counted to employee’s period

Performing of duties contrary to the contract

The organization can not recommend the employee to do those works which are not
in this law or they are not mentioned in the contract.

Temporary putting of employee in a work out of the contract

The organization can temporary put an employee to a work out of the contract in the
following cases either in the same organization or other agencies without following
the contract rule:

1. Within the organization according to the experience, skill, job, salary amount and
other rights and privileges without any changes with the contract conditions.

2. for prevention and removing of unexpected and unpleasant incidents and

preventing to loose of the organization’s wealth.

3. If the job is temporary stopped.

Job contract suspension

A: Job contract is suspended under the following conditions and after that condition,
it normally progresses.

1. Military service
2. Employment in selective jobs
3. Temporary stop of the job
4. Charged in a crime and being arrested and under investigation
5. Unexpected incidents and
6. Education

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B: The days of the conditions set forth in section A (4,1 and 6) are countable in the
working period of an employee if he returns back to the office after the military
service or education period.

C: Suspension conditions (2, 1 and 6) of job contract suspension are dependent on

the agreement of the parties in private sectors.

Re-accepting

The organization can not deny work to the employee after the suspension is
removed.

Conditions for canceling the contract

A: Job contract is cancelled under the following conditions:

1. Both Parties agreement

2. End of specific job contract with observance of the provisions set forth in section
(2) article 14 of the Labor Law.
3. Retirement
4. Death
5. Any defectiveness which creates obstacles in work
6. Stopping of work for more than six months
7. Removing of the organization or decreasing the employees
8. Final conviction to jail for two months punishment
9. Repeated violation after the implementation of corrective confirmations
10. Refusal of work by the employee after reappointing of him to the job
11. Not good probationary period result

B: If the job contract is canceled, the organization must pay the remaining rights and
privileges of the employee to himself. If he is death, then to his legal inheritor.

C: Job contract canceling except section (1) part A in (Job canceling conditions) is
only permitted when there is no similar job available within the organization
according to his own agreement.
D: If the contract is to be canceled, the employee shall be informed one month prior
to the canceling date.

Contract canceling notice

A: Contracted employee can cancel the contract at any time with one month prior
notice to the organization.

B: Contracted employee can cancel the specific work contract with or without
informing the organization under the following conditions:

• If the organization breaks the job contract commitments or the provisions of

the labor law.

75
 • If he is plagued by any incurable disease, defectiveness or other problems
which stop the employee form performing of the job.

The employee inform the ministry of Labor and social affairs about the canceling of
the contract according to the provisions set forth in section (A and B contract
canceling notice) by a written notice so that he stop the upcoming disagreement.

Job finding assistance (help)

The organization must send the list of those employees whose contract gets
cancelled based on the provisions set forth in article 23 of Labor Law to the Ministry
of Labor and Social affairs and it’s all other agencies in the provinces. This list must
contain the candidates’ name, work experience, education, filed, profession and skill.
They organization must pay the last salary of that grade to him as a job finding
assistance period according to the provisions set forth in (6,7,8,10) section (1) article
23 of labor law under the following conditions.

1. If the employee’s service reaches to one year, then one month salary plus
allowances.
2. If the employee’s service reaches from to 5 years, then two month salary
plus allowances.
3. if the employee’s service reaches to more than 5 to 10 years, then four
month salary plus allowances.
4. If the employee’s service reaches to more than 10 years, then 6 month
salary plus allowances.

Unauthorized contract cancellation

Transfer, contract cancellation or resigning of employee during regular vacations

with salary is not allowed unless the organization is removed (closed).

Timely Contract

A: If it is urgently required, the organization can contract with retired, disabled and
those women who are house hold, half day work, half week or finishing of a given
duty.

B: The organization can not do the same contract with other people in the official
time within the organization in the same time.

C: Working condition, job contract, salary and other rights of employee written in
section (A) of -------------- contract is arranged by the relevant legislative document.

Observance of international alliances and impact of work in the Civil Service

76
According to the provisions of Labor Law of Islamic Re Labor of Afghanistan,
international Labor organization decisions, alliances and recommendation letters
that are connected with Afghanistan or will be connected and other alliances and
international agencies criteria in work and office affairs are observed and followed
based on the special conditions of the country.
The issues such as observing human right, sex and recruiting of foreign citizens in
Afghanistan civil service agencies are included in this treaty.

Human Right

All employees and clients have their rights including individual honor, freedom of
speech and discrimination which is against the constitution. Misusing the human
right is not tolerable and if needed the managers shall take disciplinary action
against it. Especially support of the following authorities in working area is necessary
to ensure human rights. Director of appealing board of civil service is responsible to
remove (resolve) the complaint made by the employees and other who suffer
damage or any injury or bad behavior from the authority.

Gender (Sex)

The constitution avoids any discrimination between men and women.

No employee must be behaved in discrimination and despise because of gender,
ethnic, tribe, language, religion, politics, personality, appearance, age, illness, fault
or individual preferences.
Obligation of the relevant organization in recruiting of employees:
• Specifying employee’s working background and establishment of a work
environment without any discrimination
• Similar services without and discrimination and impartial

Foreign citizens’ recruitment

Foreigners who gain or will gain the permission of work in Islamic Re Labor of
Afghanistan according to the former contract and are recruited in government and
non-government organizations are dependent on labor Law their recruitment
conditions are arranged in a separate regulation.
Diplomatic agencies and international agencies employees are not limited to this
provision they are dependent on parties agreement, contracts and international laws.
New appointed employees local or foreigner must present the same working
permission letter or recruiting form from the ministry of Labor and social affairs.

Recruitment

Foreign citizens can be recruited in the agencies based on the mutual agreement or
contract letters according to the valid laws and regulations:

Foreign citizens who are recruited in the agencies must follow and observe the valid
law and this regulation and respect Afghanistan’s people culture.

Recruitment Conditions

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Any foreigner citizen who has completed the age of 18 and has not reached to the
age of retirement according to the labor law and has the health certification of his
country and Afghanistan’s ministry of health confirmation can be recruited to any
agencies as follow.

1. Based on the agreement of the governmental organization and the country and
approved by the foreign ministry and ministry of Labor and social affairs.
2. Based on the request of the foreigner citizen who has the residence permission in
Afghanistan and the agencies need him.

Foreigner citizens’ recruitment not possible in a field which is not according to their
education and skill. The organization is responsible to supervise such issues.

Recruitment obstacles

If there are both local and foreigner employees available, the priority is given to the
local employees.
Work permission to the foreigner employees is given by the ministry of Labor and
social affairs against a specific price. Work price is approved by the ministry of Labor
and social affairs and ministry of finance. Working license is valid for one year if it
needs to be extended, it will need another term for it.
Foreigner employees’ job contract sample that is recruited in the agencies is
designed and approved by ministry of Labor and social affairs.

Pay of tax

Foreigners who are recruited in the agencies shall pay taxes from their monthly
income according to the taxes law. The organization or organization which recruited
the employee must enact the amount of the taxes from the employee’s monthly
salary based on the provisions of taxes law and transfer it to the government
account.

If the foreigner employee vacations the country before the end of the contract and
the tax percentage is not enacted from his salary, the organization or organization is
responsible for paying his/her taxes.

Vacation right:

Foreigner citizens who are accepted as foreigner employee according to the

provisions of recruitment regulation have the rights of vacation with salary according
to the relevant legislative documents. The weekend holiday for the foreigner citizen
is the same as the one for the local employees. It is Friday.

Recruitment of foreign citizens in mix and private enterprises

Mix and private enterprises which foreigner and international NGOs stockholder
investing there, they can recruit local and international specialists based on this
regulation and due to investment Law of Afghanistan.
Foreigner who are recruited in organizations they should submit their education
document to Ministry of Labor and Social Affairs as per need.

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Foreigner recruitment guideline in organizations will design, prepared and approved
by Ministry of Foreign Affairs and Ministry of Labor and Social Affairs.

Civil servants personnel file

Preparing of personnel file

For new appointed contracted employee a personal file is arranged that its format is
made by the IARCSC with the cooperation of finance ministry and is approved by
the ministerial consul.

HR data base

HR date base is formed based on the following objectives in an organization:

1. Arranging of exact and standard information which can clarify the effectiveness of
civil servants jobs to the data base.
2. Providing exact, multilateral and standard information about the civil servants to
the relevant authorities and the employee himself.
3. Increasing the effectiveness of recruitment based on capacity, efficiency and
merit in civil service
4. Avoiding of forgery and cheating in arranging of forged document to the civil
servants.
5. Arranging and similar administrating about the files and background record of
Afghanistan Civil Servants.

Arranged mechanism by the Central data base of the civil service and the
relevant organization

1. Collecting and arranging of information about the employees based on form

number (25) of HR department approved by the Commission on date 28/4/1385.
2. Matching of information with the available written documents in employees’
personal files.
3. Writing (registering) of information in the relevant files by computer and written
archive in the data base.
4. Renewing of information after coming changes in the personal affairs of the
employees according to the law which includes changing appointment documents,
transfer, vacation, illness, increment of salary, privileges, extension of service,
severance, trips to abroad, trainings, conviction, retribution and so on.
5. Correction of obtained information if needed with the cooperation of the
organization.

Obligations of the relevant organization

Completing of exact information about the employees after their appointment in the
organization by using the educational sources, recruitment, financial and other
relevant authorities in the relevant sectors based on the details of section (4) of
mechanism arranged by the central data base of the civil service and the relevant
organization. This procedure:

79
1. Registering (entering) complete information in the personal file
2. Ensuing the correctness of the information about the personal affairs of the
employee.
3. Transferring of information to the HR data base of the civil service without any
delay.
4. Taking the document of the relevant section at the beginning of job and hading
over the former and up coming documents at the end of the job under supervision of
the board by the data base workers to the relevant authority.
5. Data base employees are able to answer any question to the legal relevant
authorities about the actions against law such as discrimination, taking side with,
forgery and cheating from facts, creating problems in job.

Obligations of HR data base in civil service

1. Implementation of this procedure and its supplements all over the civil service

2. Ensuing the accuracy of the obtained information and its completion and
correctness by the relevant authorities

3. Entering of information to the relevant files in the computer and written archive of
the data base in the right time

4. Technical keeping and saving of the data base documents in a written archive
format, CDs until the employees are titled to retirement

5. Giving information to the employees if needed, observing the organization rules

6. Ensuring the privities in arranging and legal using of the information and proving
the documents forger sources

7. Ensuring the organization about the right time act about the obtained information

8. Observance the impartiality in arranging and using of information

9. Observance the criteria based on the enacted law and international standards
10. Providing of true written information to the employees, access to the personal
files according to the provisions of section (4, 6, 7) article 12 of labor law

11. Reporting about illegal actions to the relevant authorities.

Right of complaint

If an employee has a complaint about the information entered in his personal file by
the data base employees, he has the right of complaining.

If the complaint is about dishonest performance of the data base employees, the
complaint procedure is as follows.

1. Presenting complaint letter to the Civil Service Commission’s department

80
2. Reviewing of the entered information in the data base and their matching in
presence one who complains and three other members

3. If he is not satisfied, he can present his complaint letter to the appealing board of
IARCSC according to the provision of section (1) article 15 of Civil Service law

Guidelines for the HR Database Collection Form Completion

This form is for the use of all Civil Service employees who are required to complete the
IARCSC Database Collection Form. The data collection form is divided into two parts
which represent the two phases of the IARCSC HR Database implementation. The
information that we are collecting in each phase is:
Phase 1:
• Current Post Data
• Employee Data
• Dependents and Relatives
• Educational Qualifications
• Employment Post History
• Employee Performance Appraisal
• Awards and Punishments
Phase 2:
• Professional Training
• Other Professional Skills
• Military Experience
• Health Details
• Academic and Non-academic Publications
• Complaints and Grievances
• Possessions
• Internship with any non Civil Service organisation

The procedures that form part of this guideline give instructions on how to
complete all the information you need to provide us for Phase 1 of the
implementation. Your HR Department also has a separate procedure which
outlines what information they must enter and also the information you have
provided which must be checked by them.
Before completing the details on your data collection form, please carefully read
the correctly completed example that has been given to you.
Please make sure that you complete each section of the form with all of the
information requested. You must complete Sections A, B, C, and D on this form.
If you are not sure of what details you need to give us, or do not have the
information available, then please talk to your HR Department or to the HR
Database staff at the Commission who will be able to help you.
It is important that you complete the details on each form as outlined in the
procedure detailed in this document.
It is important that you provide us with this information as it will help your
manager to identify training opportunities for you as well as timing of appraisals,
and skills that you may already have that are not being used in your current
position.
This program is mandated by the Civil Service Commission and has full support
of the Chairman Dr Ahmad Mushahed.

81
 Procedure Steps for Completing the HR Database Data
Collection Form

This procedure explains which parts of the form you must complete and what
information you need to record in each section of the form.

You only complete Sections A, B, C, and D. Your manager and HR Department

then complete Sections E and F of the form, and also check and sign off on the
details you have recorded.

You must sign the form once you have completed Sections A, B, C, and D before
you hand it to your manager for final checking and data entry.

Section A:
Information about your current job

The details you enter here will be checked and signed off by your manager and
the HR Department.

There is some information in this section of the form that must be completed
and signed off by your manager and / or HR Department. These are shaded grey
in these instructions and are marked with “Please leave this blank, these
details are entered and checked by your supervisor and the HR
Department”.

You will have the opportunity to check these details with your supervisor before
your details on the form are entered in database.

Step Heading Information you must enter

Number
Province Enter the name of the Province
1 where you work, for example:
Khandahar
District Enter the name of the District within
2 this Province where you work, for
example:
Sub-District Enter the name of the Sub-district
3 within the District within this
Province where you work, for
example:
Ministry or Agency Enter the name of the Ministry or
4 Agency where you are employed,
for example: Ministry of Urban
Development
Department Enter the name of the Department
5 you work for within the Ministry, for
example: HR Department
Sub-Directorate Enter the name of the Sub-
6 Directorate within the Department
you work for within the Ministry, for
example: HR Policy and Planning

82
 Title of Position Enter the title of your post, for
7 example: HR Database
Administrator
Appointment date Enter the date you were officially
8 appointed to this post.
Post Please leave this blank, these
9 details are entered and checked by
your supervisor and the HR
Department.
Grade Please leave this blank, these
10 details are entered and checked by
your supervisor and the HR
Department.
11 Type of Post:
If you have been appointed as a
Permanent permanent Civil Service employee
to this post, the tick this box. Go
to step 12
If you have been employed in this
Contract post for a fixed term e for example;
one year, three years, then tick this
box. Go to step 15
Ajeer If you have been appointed as an
Ajeer, then tick this box. Go to step
16.
12 Through open If you were selected and appointed
competition to your post through open
competition, then tick this box.
13 Without competition If you were appointed to this post
without open competition, then tick
this box.
14 Contractual If you were employed on a fixed
term contract, then tick this box.
15 Through If you were employed through
Administration Administration, then tick this box.
16 Through LEP Program If you were employed from outside
the Civil Service through the Lateral
Entry Program, then tick this box.
17 Appointment Date If you have been appointed to your
post as a permanent employee of
the Civil Service , then enter the
date of your appointment
18 Appointment Date If you have been appointed to your
post on a fixed term contract, then
enter the start date of your
contract.
19 Ajeer from Date Enter the date you started working
as an Ajeer for the Civil Service.
20 Normal Salary Please leave this blank, these
details are entered and checked by
your supervisor and the HR
Department.
21 Exceptional Please leave this blank, these

83
 details are entered and checked by
your supervisor and the HR
Department.
22 Amount of Exceptional Please leave this blank, these
Salary details are entered and checked by
your supervisor and the HR
Department.
23 Terms of Reference Please leave this blank, these
details are entered and checked by
your supervisor and the HR
Department.
Section A:

Personal Information

Step Form Heading Information you must enter

1 Identification Code Please do not write anything here

2 Family Name Enter your family name

3 First Name
4 Father’s Name
5 Grandfather’s Name
6 Gender:
Male
Enter your first name
Enter the first name and family name of
your father.
Enter the first name and family name of
your grandfather.
If you are male, please tick this box

Female If you are female, please tick this box

7 Current Address
8 Previous Address
This is where you usually live. Enter the
street, house number and suburb, city /
town and province.
This is where you lived previously –
before you moved to your current
address.

Enter the street, house number and

suburb, city / town and province.

If you r previous address was in another

country, please also record the name of
the Country as well as the other address
details.
9 Phone Number Enter your phone number at home, or the
(Residence) phone number that you can usually be
contacted on when you are not at work.
This may be your mobile phone, or the
phone at a relative’s house.
10 Phone Number (Work) Enter your phone number at work, or the
phone number that you can usually be
contacted on at work. This may be your
mobile phone.
11 Email Address If you have an email address, please
enter the details of this email address

84
 here, for example:

aimal.rahimi@yahoo.com

12 Place of Birth Enter the name of the Province where

you were born, for example: Zabul
13 Date of Birth Enter your date of birth.
14 Convicted of a
Criminal Offence?
If you have ever been convicted of a
Yes criminal offence, please tick this box, and
enter the details of the crime in the space
provided Type of Crime.

If you have never been convicted of a

No criminal offence, please tick this box and
go to Step 15.

Type of Crime Please enter a brief description about the

type of crime you committed and were
convicted of.
15 Citizenship:

Afghan If you are an Afghan citizen by birth or

naturalisation, please tick this box.

Dual Passport If you are also a citizen of another

country and hold the passport of this
country as well as an Afghanistan
passport, then please tick this box.
16 Afghan Passport If you hold a current Afghan Passport,
Number please enter the number of the passport.

Enter the date your current Afghan

Date Afghan Passport Passport was issued to you. This is
Issued recorded in your passport.

17 Marital Status

Single If you are single (never married), tick this

box.
Married
If you are currently married, tick this box.
Widow
If you were married, but your husband is
now dead and you have not remarried,
Divorced tick this box.

Widower If you were married but have now

divorced your husband or wife and you
have not remarried.
18 ID Number Enter your National Id Number.
19 Page Number Enter the page number of the registration
book in which your National ID is

85
 recorded.
20 Place where ID was Enter the name of the location where
Issued your ID was issued.
21 Book Number Enter the number of the registration book
in which your ID is recorded.
22 Date ID was Issued Enter the date when your ID car was
issued. This is recorded on your card.
23 Ethnicity Please enter your ethnicity.

Please choose from one of these:

Uzbek
Hindu
Aymaq
Baloch
Pashtoon
Pashaye
Tajik
Turkmen
Sek
Sadat
Arab
Kerghez
Kezalbash
Nooristani
Hazara
Other

Section B:

Civil Servant’s Relatives

In this section of the form you record details of any of your relatives or
dependents who work for the Civil Service of Afghanistan. This means in any
Ministry or Agency of the Civil Service, not just the one you are working for.

Complete steps 1 to 7 for each of your relatives or dependants working

for the Civil Service.

This form has space for you to enter the details for up to four relatives or
dependants who work for the Civil Service. If you have more relatives or
dependants please record their extra details and your name on a blank piece of
paper and attach it to your completed form.

Step Form Heading Information you must enter

1 Relatives and
dependants working in
the Civil Service:
If you do have any relatives or
Yes dependants working in the Civil Service,
please tick this box. Go to Step 2.

86

No
2 Ministry / Agency
3 Name
4 Father’s Name
5 Duty/Post
6 Relationship
7 Phone Number
If you do not have any dependants or
relatives working in the Civil Service,
please tick this box then go to Section C
of this form and continue entering your
information.
Enter the name of the Ministry or
Agency where this relative or dependant
is employed, for example: Ministry of
Rural Development.
Enter the First Names and Family name
of your relative or dependant.
Enter your relative or dependant’s
Father’s name.
Enter a brief description of the duties
carried out by your relative or
dependant, or the title of their Post.
Enter the relationship of this person to
you, for example: brother, sister.
Enter the contact phone number where
this person can be contacted.

Section C

Education

In this section of the form you record the details of your formal education. These
details must include all details of your secondary schooling (secondary), and
details of any formal professional qualifications that you have completed at a
recognised tertiary Institute or University in Afghanistan or overseas. This form
has space for you to enter the details for up to five formal educational
qualifications.

Complete steps 1 to 8 for each of your formal qualifications.

If you have more than five educational qualifications please record these extra
details and your name on a blank piece of paper and attach it to your completed
form.

All the details you enter here must be verified and signed off by your supervisor
and your HR Department. They may request that you provide them with
authorised copies of these qualifications if they are not already on your
employee file. The HR Department may also request transcripts of your
examination results from the Ministry of Higher Education or from the academic
institutions where you completed the qualification.

Step Form Heading Information you must enter

1 Institution Attained
2 Location
Enter the name of the academic
institution where you completed this
qualification.
Enter the location of this academic
institution, including the Province and

87

3 Date Started
4 Date Completed
5 Education Degree
6 Education Field
7 Continual /Interrupted
city / town. If the academic institution
was overseas, please include the name
of the country where it is located.
Enter the date you started studying for
this qualification.
Enter the date you completed your
study for this qualification.
Enter the details of your qualification,
for example the forma name by which
your qualification is known and the level
of the qualification, for example:
Bachelor of Science (Industrial
Chemistry).
Enter the details of the field of study, for
example: Civil Engineering.
Record whether you studied without
interruption for this qualification, or
whether you had a break in your
studies.

For example, you completed the first

two years of your three year degree and
then took two years off from studying
before completing your final year.
8 Internship
Yes Tick this box if you completed an
internship
No
Tick this box if you did not complete an
internship.

Section D

Work History Information

In the first section o the form you recorded details of your current post. In this
section of the form you must record the details of your previous posts within the
Civil Service. Start with the one immediately prior to your current post, and then
each prior post in date order.

All the details you enter here must be verified and signed off by your supervisor
and your HR Department.

Please record the following details for up to five previous posts you have held in
the Civil Service.

Step Form Heading Information you must enter

1 Date

Date Started Enter the date you started in this

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 post.
Date Terminated
Enter the date of your last working
day in thus post.
2 Salary

Previous Salary Enter the amount of your annual

salary in this post.

Additional Allowances Enter the amount of any additional

Exceptional Salary
3 Pension Percentage
4 Ministry or Agency
5 Title of Post
6 Location
7 Post Number
8 Terms of Reference
9 Number of Employees
you Supervised
allowances you received in this
post.
Enter the amount of any additional
salary you were paid in this post.
Enter the percentage pension that
was paid in this post to your pension
fund.
Enter the name of the Ministry or
Agency where you were employed
in this post, for example: Ministry of
Finance.
Enter the title of this post, for
example: Cashier.
Enter the details of Province and
District where you held this post.
Enter the number of this post
against the Tashkeel.
Enter brief details of the terms of
reference (duties you performed) in
this post.
Enter the number of employees you
supervised in this post.

Enter “0” (zero) if you did not

supervise any employees.
10 Occupational Enter brief details of your key
Achievements achievements or contributions while
you were in this post.
11 Reason for terminating Enter the reason you left this post.
this post –in The reason you enter must be in
accordance with the accordance with the provision of the
provision of the law law, for example: promotion,
transfer, resignation.

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Report of attendance (Attendance sheet)

Attendance sheet is an official document in which the name of employee is registered based
on the provision of law and approval of the relevant authority in the positions within the
structure (Tashkeel). The attendance sheet is signed by the employee at the beginning of day
as start of work and at in the afternoon as end of work. Based on the provision of article 1 of
employees’ code of conduct regulation, the attendance sheet is a sign of punctuality to job.
Complete working day attendance is 8 working hours according to the provisions of law.
Attendance sheet controlling in morning and afternoon is duty of ministry’s or independent
agency’s HR department. However, during the day it is the duty of relevant manager. If the
employee is not present, attendance sheet in charge has the right to block the first column of
the employee’s attendance sheet as absent. If the employee presents real or legal document,
in the second column of his attendance sheet the type of using the leave with pay or mode of
absence shall be written down. If he dose not have a logical excuse for his absence, then
his/her one day salary will be cut according to the reports received.

If employee’s afternoon attendance is blocked during the day, it means an escape from the
duty and in this case his three days salary will be cut according to the report received and it is
also written in his personal file. Using such information the relevant manager of the
employee can decrease the employee’s annual performance appraisal score and the employee
will have no right to complain.

The total of this process has been included in administrative performances of our country’s
public administration for (25) years.

In the attendance sheet report the following aspects are included:

Present, absent, ill, legal leave, additional leave, additional illness leave, resignation, death
during the duty, service, transfer, reemployed, title to retirement, extended to service,
severed. The report will then be regularly sent to salary office for accounting and payment
and then after control, to the ministry of finance or (Mastofiat) and finally to the bank for the
paying of the money. Look at the following sample chart for familiarity with reporting about
attendance sheet process.

Ministry -----------------------------

Department (Directorate) --------------------------------

Attendance sheet report of ----------- year ----------------------

Form day / month / 1386 (2007) to day / month / 1386 (2007)

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 Grade and position

Job
ID Remarks
Mode of Attendance Number of
days

Holidays
Urgent leave

Service
No

Other leaves

leaveBirth

daysOfficial
Attendance

leaveRe creative
Name F/name

LeaveIllness

Absence
1
2
3
4
5
6
7

Attendance report of( ) employees of ministry of --------------------deportment

---------------- is correct .

Sincerely

Name and signature of attendance sheet manager

Name and signature of HR director

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Financial responsibilities of employees

Prevention of financial damage

(1) Employee must act responsible against the organization’s wealth and try his/her
best in preventing any financial damage.

(2) The organization must ensure safety working conditions and complete protection
of the usable wealth and relevant employees.

Responsibility of an employee about financial damage

(1) The employee is responsible for that damage which is his fault while performing
the given duties.

(2) The employee is not responsible for probable damages in normal duty.

Compensation of financial damage

When the damage caused to the organization due to many employees, the amount
of compensation is separately fixed to each them according to their job
responsibilities.

Type and limits of financial responsibility due to the incoming damage to the
organization, its amount and way of compensation is arranged by relevant legislative
document.

Working hours

Attendance (in a book form and signature)

It is attendance book which shows the presence of employee in specific working

hours in the organization. According to their attendance their salary is paid. There
are two kind of attendance. One is in a book form which the employee must sign at
the beginning and end of his working hours and the second one is electronic form
which the employees have a special card which is recognized by the computer at the
beginning and end of working hours.

The attendance is also used as a legal safety for an employee. It means when an
employee sign his attendant sheet and stay in his office during working hours, no
accusation is made against him which take place in working hours out of the office.

Employee’s absence

A: When an employee do not notice the organization after three continues days from
his absence date without any reasonable excuse, it is considered as absence and
for each absence day his/her one day salary will be cut including its other
allowances.

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B: When an employee of section (A) presents his/her excuse to the relevant
organization in (20) days and the relevant authority of the organization is satisfied
that the reason for not informing the organization in three days has some reasonable
excuses, then the employee absence is forgiven and his absence is dealt in his legal
vacation.

C: When an employees absence is considered inexcusable and continues for 10

continuous days, it is written (recorded) in his evaluation paper and is not counted in
his job duration.

D: When an employee is present to his job but vacation it without any written notice
and does not have any reasons for it, his one day salary and allowances are cut. If
his/her absence and vacation is more than 20 days in a year, it is not countable in
his step promotion and retirement.

E: The conditions written in section (C) can not prevent employee’s promotion

F: Employee’s absence after legal vocations also dependent to provision of section

(A).

Fixing working hours

Working hour
It is the time when the employee gives his physical and mental concentration to the
organization for performing the given duties and working hours in a year during the
weak can not be more than 40 hours.

Annual working hours, arranging of (graph shift) and other matters relevant to job
are fixed and arranged by the ministry of Labor and social affairs.

The organization can decrease working hours from 40 hours in a weak with the
agreement of ministry of Labor and social affairs.

Instances for decreasing working hours

Working hours for the employees can be decreased as follows.

1. For teenagers from (15) to (18) 35 hours in a week

2. Employee who work underground, difficult tasks or harmful to health 30 hours in a

week

3. for pregnant women 35 hours in a week

Difficult and harmful works list which need to be increased in hours are arranged and
approved by the ministry of health, ministry of Labor and social affairs and relevant
Ministry/Agency.
Teachers, professors, health staff and other employees whose working hours need
to be decreased, their new working hours are arranged by their own organization

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and approval of the ministry of Labor and social affairs according to their special
legislative documents.

Decreasing in working hours will not affect the salary and allowances of the
employees.

Ministry of Labor and social affairs can decrease the working hours in a week or day
according to the year’s seasons and Ramadan days or hot and cold weather in a
way that they do not increase from the predicated hours in a year written in article
30th of labor law.

The organization which continuously work and the organization where weekly
working hour decreasing is not possible, their working hours decreasing and
increasing is arranged in (monthly, quarter and six month) by the relevant
organization and approval of the ministry of Labor and social affairs. In a way that
the hours do not increase from the predicated hours in a year written in article 30th of
labor law.

Working hours at night

Working hours at night is one hour less than working hours in day, night means 11
successive working hours which are arranged by the ministry of Labor and social
affairs due to more working order within the organization.

This provision is not implemented under the following conditions:

1. If the decreasing of working hours is predicated according to the provision set

forth in article 31 labor law.

2. If due to the working condition and work shift decreasing is not possible.

Nightly working pay

Nightly working pay is 15 percent more than regular pay for administrative and
service workers per hour and for production workers 25 percent more than regular
pay.

Conditions and method of nightly working is arranged by the ministry of Labor and
social affairs and approval of the ministerial consul.

Different working hour (time)

It is the time when some of the work part is done during the day and some at night.
In this way the employee’s working in night shift or hours is benefited by the extra
pay fixed in article 33 of labor law.

Working in turn

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• Beginning and end of working in turn is arranged by the interior discipline of the
organization.
• If the working turn is numerous, then the employees turn is changed in every
week.
• Putting of employee in two turning work is not allowed.
• If an employee’s turn completely comes in night shift, he deserves the extra pay
according to the provision set forth in article 33 of labor law.

Changing hours of working in turn

The organization can increase or decrease working hours from 8 hours in normal
days or the days for which working hours are approved less with the observance of
provision set forth in section (2) article 30 of labor law according to the work quality.

Temporary halting of work

A: If the work is halted due to some unexpected incidents more than a month and
the organization pay the employees their all salary and allowance, then after
restarting of work, the working hours which are missed can be recompensed.

B: Working hours in section (A) temporary working halt can not be more than 10
hours in a day and 50 hours in a week and an employee can be titled to extra pay for
extra working.

Job classification of employees and service workers

Chart of position, job responsibilities and salary amount of employees

Positions Job responsibilities Amount of salary

Steps Salary
amounts

Grade 1 • Management and leading 5 32500

general directors of the target organization 4 31200
• Policies and strategy 3 29900
plans of the relevant 2 28600
agencies 1 27300
• Key in charge of the
relevant organization’s
affairs
• Giving of reports to the
relevant authorities
Grade 2 • Giving of advice in 5 26000
completing and 4 24900
implementing policies 3 23800
• Gaining of instructions 2 22700
from authorities in 1 21600
administrative issues
having national
importance
• Giving of reports to the

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 relevant authorities

Grade 3 • Implementing of policies 5 20500

based on the instruction 4 19550
of the relevant authorities 3 18600
• Practicing of adapted 2 17650
decision 1 16700
• Giving of reports to the
relevant authorities
Grade 4 • Performance under 5 15750
supervision of senior 4 14950
managers 3 14150
• Having independence in 2 13350
getting the goals 1 12550
Grade 5 • Gaining and giving of 5 11750
professional advice 4 11100
according to the relevant 3 10450
description 2 9800
• Performances according 1 9150
to the plan
• Guiding of new
employees
•
Grade 6 • Performances (doing of 5 8500
duties) under supervision 4 8000
of relevant manager 3 7500
• Getting advice from 2 7000
senior manager 1 6500
Grade 7 • Performing simple, 5 6000
Technical and professional technical and 4 5700
workers professional works 3 5400
• Doing physical work 2 5100
1 4800
Grade 8 • Doing of relevant service 5 4500
Service workers duties 4 4350
3 4150
2 4000
1 4000

Work discipline

The objective of this section is to arrange the affairs relevant to the code of conduct
and work discipline of civil servants which includes better performance of duties and
professional affairs, service to people, strengthening of law, stability, honesty,
impartiality, no discrimination, transparency and effectiveness in the given jobs.

Methods for implementation of work discipline

The employees must observe work discipline in an organization. Work discipline is

ensured through the following ways in an organization.

1. Establishing of awareness in relation and behavior of employees for their duties

2. Observance of explaining the responsibilities and gaining satisfaction

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3. Persuading of employees for better job performances

4. Implementing of correctness in case of any offence

Organization’s obligation

The organization obliged for providing sound work in the following fields

1. Establishing helpful conditions for improving of work and employee’s living

2. Observance of work discipline and production

3. Observance of job protection rules and technique of safety in work

4. Responsible behavior to the request and demands of employees

5. Observing the provisions of legislative documents relevant to job

Civil servant’s obligation based on the article 92 of the Labor Law

Employee is obliged in the following affairs (matters)

• Job description
• Honest and effective work
• Observance of work discipline
• On time performing of orders and legal instructions of the senior managers
• Improving working level
• Improving quality of products
• Producing and technology criteria
• Rules for safety techniques and providing healthy environment for work
• Protecting the transferred and not transferred wealth and property of the
organization and its logical and economical use
• Improving vocational skill level and using of criteria which are approved by the
relevant authority
• Protecting job and profession secret

Duties and responsibilities of civil servants based on the provisions set forth
in article 13 of the civil service labor law

• Observance of impartiality in doing of the given duties

• Observance administrative sequence and following the manager order
• Protecting the organization’s dignity and prestige
• Nonexistence and interference in tenders, auctions or sale that he is assigned for
to be done for his own or other’s favor
• Avoiding neglect and carelessness in the given duties
• Following of training programs which are set by the organization for improving
professional skills.
• Not using of given authorities in doing personal duties
• Not using of working hours for personal duties

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• Avoiding all those actions which cause damage to the organization

Contracted employees are responsible for the duties and authorities given according
to the law. If an employee observes the manager order against the law or regulation,
he can inform the manager in a written not about it. If the employee emphasizes on
his order after receiving the written note, the results of it will not affect the
employees. Its responsibilities belong to the manager.

Duties and responsibilities of civil servants about regulation of code of

conduct

One of the most important instances in improving of Afghanistan’s civil service

working system is observance of civil servants code of conduct. Details of these
responsibilities are based on the provisions of code of conduct regulation as follows:

Professional performance (act)

Civil servant is obliged for the following instances in doing of better professional
duties (affairs):

1. To be present on time in the working place

2. Avoid doing any action that disorders the official duty
3. Performing of duty honestly and doing efforts in implementing of job description
and work plan
4. Trying to improve his and other workers’ skill level and professional knowledge

Serving to people

Civil servant is obliged for the following instance in better service to people:

1. Good behavior without any difference in ethnicity, race, gender, politics,

appearance and civil status
2. Paying much attention in solving children, disables, women and elders’
necessities
3. Giving of necessary information to the clients about the civil service as it is
required by them
4. Taking of plans for solving people’s problems in the mean time

Strengthening of law

Civil servants are obliged for the following instance in strengthening law

• Observing and implementing provisions of law, regulation and other valid

legislative documents in the given working area
• Performing of duties according to the job description and relevant procedures
• Following the orders and legal instructions of senior managers

If a civil servant is forced to do an illegal action, before doing it, he can inform senior
managers and if needed, he can report the matter to the IARCSC appealing board.

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When an employee notices any illegal action done by other employees in the
organization he must immediately inform the relevant manager.

Stability, honesty and impartiality

Civil servant has the following obligation in protecting stability, honesty and
impartiality:

1. Not using of his/her position or information he/she receives while doing

his/her duty for his/her own, relative and friends favor

2. Rejecting any kind of presents, or material and nonmaterial profits for himself,
relatives, friends, relevant managers and coworkers

3. No using of organization’s tools and facilities for personal aims or taking

governmental goods without the organization’s permission

4. Abstention from any ideas which support or be against any special group in a
society

5. Not occupying in any work that causes damage to duty honesty and
impartiality. For example:

• Establishment or management of a business organization whose

dealing is with the government

• Job commitment with or without salary in a business organization

dealing with the government

6. Denying contract and intervention in matters representing as a government

representative with the person or organization who has work or family
relationship with the employee

7. Denying any present during any contract agreement from the contractor,
volunteer or their legal representatives from the government for changing of
contract or preference between contracts

8. Denying participation in any activities and taking of any official decision which
are in his/her favor

9. Denying persuasion and forcing coworkers and clients for supporting or

opposition for the favor or against any parties or politicians during the duty

Transparency and reporting

Civil servants have the following obligation in ensuring transparency and reporting:

1. Presenting specific information to the managers and relevant legal authorities

about the duties performing

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 2. Deny giving of secret information during the job unless they are instructed by
the relevant authorities

3. Refusing to give any document or interview to media unless they are

assigned for it. In this case any kind of information, or interview is true and
avoid expressing his own views

Effectiveness

Civil servants have the following obligation in ensuring work effectiveness.

1. Using government wealth and property fairly and sensibly

2. Avoid doing an activity which causes damage to wealth and time of the
government

3. Active participation in taking plans for improvement of work effectiveness

4. Presenting of written information about income, wealth and personal loans during
the job in civil service administration

5. Avoid from ensuring any relation with local or foreign agencies

Instances of canceling the contract

Contract cancellation is possible only in the following cases:

• If the employee is absent for more than 20 days without any logical reasons
• If the followings are implemented more than twice in a year like, warning,
reduction in salary and transfer

Condition for suspension of employee’s rights

A: If an employee is accused of committing any crime, his rights and privileges are
delayed during the custody, detention, investigation and court procedure.

B: If a lawyer releases the employee during the custody due to lack of accusation or
if he is considered innocent, his all rights and privileges are given unless it is
different in the contract.

C: If his conviction to prison is confirmed, the employee can not deserve the rights
and privileges during the conviction, detention and court procedure.

D: If an employee is convicted to a suspended prison punishment by court, he

deserves the relevant rights and privileges. His promotion and grade promotion is
delayed.

E: If an employee is convicted in both cases as mentioned in section (C and D), the

process will be implemented according to those sections.

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Rights and privileges of the civil servants

Pay

Contracted employees deserve their salary and other allowances from the approval
date of their appointment within the organization. Material privileges such as
methodical and technical cadre is included as part of it. Amount of pay is arranged
by a separate legislative document.
Money privileges, educational documents, complete education and methodical cadre
are considered as part of pay.

Method of paying

Employees are considered for pay from the appointment date or approval unless it is
different in the relevant legislative documents.

Pay allowances (supplement)

Pay allowances mean amount of money paid for the employees in specific time for
performing of a specific job according to the provision of relevant legislative
documents.

Eatable

Employee deserves edible (money for eating) on day rate which is monthly paid.
Unless it is different in the contract.

Pay time

Employee’s payment is done monthly, in 15th of the month or weekly or according to

the work he does.
Rights of vocations the end of the week is also paid to the employee with his/her
normal pay.

Over time

The work that the employee does out of regular office hours is called over time and
the following conditions are allowed by the agreement of the employee and the
organization:

1. For doing of works which can not be delayed which are necessary to the
Labor service

2. For prevention of unpleasant product and social occurrence and removing their
happening.
3.

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 4. For removing of unexpected incidents which cause a delay in social affair
services such as (ensuring water, enlightening, waterway system, transport,
health service and other social affair services.)

5. For doing of those jobs which are already started and their stoppage cause
material and money damage.

6. For continuing of that work which can not be stopped. In this case the
organization shall act quickly.

7. For compensating of stopped work or undone work set forth in section (1)
article 37 of labor law

8. For doing of other necessary jobs required by the organization which are
specified by the relevant in charge.

Over time hours can not be more the average of daily working hours. Night shift
workers, underground works, harmful works and pregnant women or those who
have children smaller than two years can not be included in over time.

Conditions and limits of over time hours and their method with the work specification
of the organization are arranged according to relevant legislative document.

Work which is done out of regular working hours is counted as over time. Over time
paying is fixed according to the monthly pay of employee based on his position.

Over time pay

One hour over time pay is 25 percent more than regular working hours and in
vocations50 percent higher.

Conditions for increasing of allowances in pay

Allowance to the pay is added in following conditions:

1. Working in places with bad environment, climate, economical and social

conditions

2. Working in underground, difficult and harmful conditions

3. Work with professional and technical skills

4. Other condition which are predicted in the relevant legislative documents

Work compensation

If the holiday working pay is not given to the employee in two weeks, it gets double.

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 Chapter four

Equality of rights

1- Job explanation set forth in job description, working tools and necessary
resources of job

After the completion of recruitment process and approval of relevant authority of the
new employee, the organization must explain him his job description. This matter
causes that the new employee gets more familiar with his job and responsibilities and
also working tools and resources which are useful and effective shall be provided to
him. It is to be mentioned that the line manager of the new employee shall cooperate
with him to arrange his annual working plan according to the available sample and the
new employee starts its implementation after the confirmation of the line manger and
approval of the authorized manager.

2. Salary and Privileges

According to the provisions of article 59 of Labor Law of Islamic Re Labor of

Afghanistan the salary is paid according to quantity and quality of the work, position,
grade of occupation , work and practical learning period and other conditions set forth
in legislative documents relevant to job. The salary is monthly paid to the employee or
the person whom he formally introduces to the organization. Salary can not be
delayed without employee’s agreement.

The employees are titled to their salaries from the date of contract signing or approval
of their appointment unless it is written different in the relevant legislative document.

3. Social ensuring (securing)

• Health

Based on the provision set forth in article -------------------------- of Labor Law the in
charge of organization shall continuously teach the employee rules of safety
techniques, environment safety, fire department, first aid medical services and other
safety work rules.
The employees must observe the rules and standards of protection and work safety
technique, using of tools and supplement of work safety and use individual safety
tools.

The organization must provide the following facilities:

1. Ensuring the conditions and first aid

2. Taking of employees to hospital and their treatment
3. Taking them to their residence after getting fine

If treatment of ill employee is not possible in health centers within the country, the
organization must send him to a foreign country for treatment.

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The organization must ensure the safety and healthy working conditions, using of
tools and safety techniques for prevention of incidents relevant to work and ensuring
health condition of employees.

• Safety of working environment:

Based on provisions set forth in article ------------------ of Civil servants law, the
contracted employee has the following safety while performing his duty.

1. Rights of work without any legal license

2. Keeping human dignity, ensuring safety from disturbance and physical harm,
moral and mental
3. Ensuring suitable and safety work environment

Medical services or its payment to the employee or his family is paid according to the
financial budget of the organization. Achievement of social ensuring is possible with
participation of employees and financial sharing of the organization. Social level of
employees improves together with improving of the national economy.

4. Legal safety

Constitution, Labor Law, Civil Servants Law of Afghanistan and other valid policies in
civil service support rights of employees in an organization. Besides, it is mentioned in
different sections of this manual about the legal safety of civil servants.

5. In service Training

Based on the provisions set forth in article ------------------------------- of civil servants law
the organization provides in service training programs individually or in a group in
short term courses and other training in order to raise professional skill, getting
experience, vocational skills of employee specially youths.
Theoretical and practical training of in service during working time is done with the
payment of the same salary and other privileges.
Conditions and implementation of in service training programs for employees are
done based on the in service training procedure.

6. Legal vacations

The objectives of vacation with salary for the civil servants of Afghanistan are access
of employees to human rights and their working ability. Also during legal vacation
operation the organization must assign other skilled and experienced people as
supervisor instead of those who go on vacation before implementation of vacation
process. This action enables the organization to recognize the mistakes of employee
who is on vacation and after his returning from the vacation, the organization
discusses those matters with him for betterment of the work. According to the
provision set forth in article -------------- of Afghanistan Labor Law, the employees
deserve the following breaks and vacation with pay.

1. Break for pray and lunch time

2. General vocations(National and religious)

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3. Annual vacation (Entertainment , illness and urgent)

Working break for pray and lunch is one hour and is not included in official work time
and it is arranged by organization’s working regulation.

Labor vocations with salary are:

1. Last day of the week (Friday)

2. First day of the year (Nowroze)
3. 28th of Asad month (Afghanistan’s independent day)
4. 8th of sour month (victory of Islamic Re Labor revolution in Afghanistan)
5. Eid days (3 days)
6. Eid days (4 days)
7. 12th of Rabilawal (Birth day of Prophet Mohammad saws)
8. Tenth of Muharamul-haram (Ashora day)
9. Other days which are confirmed vocations according to declaration of Islamic Re
Labor of Afghanistan

Besides, annual vacations (Entertainment, illness and urgent) are not included in
Labor vacation they are applicable based on the need and request of employees by
the organization or employer.

A: The organization arranges and enforces employees’ vacation according to a

periodic schedule. When the organization approves employee’s vacation due to
his/her quality or increment of working activities, the organization must pay all pay,
rights and privileges of vacation days to the employee besides the original pay.

B: When an employee dies, the organization must pay salary and other rights and
privileges of the days written in section (A) to the employee’s inheritor.

• Entertainment vacation

1. All employees deserve 20 days of Entertainment vacation with pay during the year.

2. Employees’ vacation can be extended from 20 days under the following instances.

1. Employees who are under age of 18 (25) days

2. Employees who perform underground work and harmful works (30) days

Employee’s vacation is applicable for 20 continuous days. If the organization requires,

the employee’s vacation can be transferred to his/her next year vacation days.

Employee can use his annual vacation based on the periodic schedule prepared by
the organization and agreement of the employee.

If the organization needs, employee’s vacation is given in each six months 10 days.
The organization must pay employee’s pay and other rights and privileges as advance
during his Entertainment vacation.

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When an employee didn’t use his Entertainment vacation and he is resigned, severed,
transferred or retired, he is titled to the pay and other rights and privileges of the
vacation days besides his original salary.

• Entertainment vacation of new employee

New employee can deserve annual vacation only if he has worked in the organization
for 11 months.

• Professors and teachers’ vacation

Professors and teachers of educational institutions who have educational vacation do

not deserve Entertainment vacation. If the teachers, kindergarten and nursery
instructors do not deserve the above vacation, they are titled to provision of section
(1) article 46 of Labor Law.

1. Urgent Vacation

An employee deserves 10 days of urgent vacation during one year with all its rights
and privileges. Urgent vacation is applicable for 3 days with sending of notice and
more than 3 days is applicable based on request of employee and approval of the
organization.
Employee’s vacation can be applicable for 10 days in these conditions, marriage,
death of father, mother, brother, sister, spouse, son, father-in-law, mother-in-law,
uncle, aunt and birth of a child.

2. Illness vacation

Based on provision set forth in article ------------------- of Afghanistan’s Labor Law the
employees deserve illness vacation with its rights and privileges under the following
conditions.

A: Employees deserve 20 days of illness vacation with pay and all other rights and
privileges during one year.

B: Illness vacation with pay is applicable for days based on the written request.

C: When employee’s illness gets more than 5 days, the employee must provide
doctor’s confirmation letter and in those areas where there are not doctors, he shall
provide the village consul confirmation.

If the employee has health insurance, then insurance doctor confirmation is valid.
If employee’s illness vacation increases more than the days mentioned in section (A),
they are counted in his legal vacation.

If the employee’s illness increases from the time set forth in Labor Law, his additional
illness vacation with pay is given to him by the confirmation of governmental and
nongovernmental heath centers.

3- Maternity vacation

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(A) Woman employee deserves (90) days of maternity vacation with pay that its one
month is applicable before the child’s birth and the other two after. If unnatural birth or
twins are born, 15 more days’ vacation is given to the employee.

(B) Pay and other rights set forth in section (A) are applicable based on the
confirmation of the hospital.

(C) Woman employee must return to the organization soon after her vacation is
competed. Otherwise, she is considered out of job and the privileges mentioned in
section (B) can not be given to her.

Religious (Haj) vacation

(A) An employee deserves (Haj) vacation only once during entire of his services, for
45 days with pay.

(B) Vacation days which increase from (45) days are counted in employee’s
Entertainment or urgent vacation.

(C) Confirmation of Haj and endowments administration is a must in process of

section (A and B).

5- Illness vacation of new employee

Illness and urgent annual vacation of new employees are done based on their service
as follows:

1. If an employee is recruited during the first half of the year, he/she deserves annual
vacation.
2. If an employee is recruited during the second half of the year, he/she deserves half
the vacation.

6- Counting of vacation with pay

Employees vacation with pay is counted according to his/her step promotion and
retirement.

7- Resignation

According to the provision of article 18 of Civil Servants law, an employee can resign
from his/her job but with exception of emergency condition or in a group because
organization is a Labor service center and when employees ask for the above
resignation, the organization will be badly affected by it. Employees of different
positions in civil service shall inform the organization in advance regarding their
resignation so that the organization can measure some acts for avoiding of stoppage
in work. Through this informing the organization can announce that position as vacant

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and can recruited another qualified employee in the right time. For details and
conditions of the resignation they can refer to the circular issued by the commission
and regulation of employees’ personal affairs.

8- Personnel record file

Civil servants can access to their job files if they need. Although civil servants law has
a clear provision about this issue. For example, prevention of contracted employees
from access to the personal files. If any aggression takes place in this section, the
employee can complain to the relevant authorities.

9- Severance

Severance right is also a legal safety of Afghanistan civil servants. As it is observable

according to the provision of article 72 of labor law, if there is a organizational
retrenchment, decreasing of employees or long halt in the job, the employee is title to
a waiting pay.
In waiting pay employees deserve six months of pay with all allowances and
contracted employees deserve three months of pay with all allowances.
By the end of the above period, the employee is title to wait without pay and is
introduced to the ministry of Labor and social affairs. When an employee can not able
to take part in learning of new skills or reappointment, he can be titled to retirement by
the end of the severance package.

10- Redeployment

Those employees who were severed due to the following instances like,
organizational retrenchment, competition process, dissolution of organization,
resignation, retirement before completion of service period, retirement before reaching
to legal age of retirement and retirement based on illness and conditions set forth in
the relevant legislative documents, can be appointed based on open competition.
Redeployment is done via open competition.

Transfer, Temporary appointment and Acting

Transfer: Transfer means putting of civil servants to one of the positions of the
organization which has the same job description, responsibilities, and authorities.
There are two kind of transfer.

Permanent Transfer: is the one in which the organization has no limitation in

recognition of employee’s efficiency, interest, working authority, ability and recruited
the employee permanently to the position.

Temporary Transfer:

Temporary transfer is the one that the organization submits some duties to the
employee either with specific time or unspecific and civil servant must perform the
given duties.

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Transfer is applied for establishment of capacity in similar jobs, punishment of
employees in lower similar positions, based on the requirement of employee and
approval of the two organizations as a temporary appointment or acting.
Temporary appointment period can not be more than six months and supervising not
more than 3 months because the organization can fill the vacant position via open
competition during 3 months. Also the employee shall return to his normal job after
completing of service period. If the organization needs the employee for the other
service period a separate request form is made for that.

Authority of transfers’ approval:

If it is urgently needed, the employees and civil servants’ transfer in grade 8 to 3 are
done base on the articles set forth in section 6 articles 3 manual 002 as follows:

1. Transfer of employees who have similar position duties of grade 3 to 6 and

employees of grade 7 and 8 whose duties are not different are done by relevant
manager based on provisions written in section (A, B, and) of section 6 article 3 of
manual 002. In other agencies by the approval of authorized managers and higher
grades are done by the civil service appointment board.

2. Transfer of in positions with different job description and recruiting condition is

done according to the provisions written in section (A, B and C) article 3 of manual
002 and the higher grades are done via civil service appointment board on the basis
of open competition.

3. Transfer of grade 3 and grade 7 and 8 in vacant positions with similar duties is
done according to the authorities written in (A, B and C) section 6 article 3 manual 002
and higher grades by the appointment board of civil service commission for three
months.

4. Transfer of already recruited employees is done via open competition. In positions

of grade 2 and higher without job difference and recruitment condition via civil service
appointment board without open competition.

Procedure of transfer and temporary appointment

Transfer of civil servants is done as follows:

1. Transfer of civil servants in grade (2) equivalent and higher by the civil service
appointment board

2. Transfer of civil servants in grade (3) and higher by working committees in chart of
the Ministries/ Agencies.

3. Employees transfer is possible only under the following conditions:

1. Permanent transfer of employee must be in the same level and current grade
2. Employee’s field and working skills cause the improvement in the organization
3. Urgent need for the employee who can fulfill organization’s requirements
4. Agreeable evaluation form during one year

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Civil servants continue his own duty until the transfer process.

Transfer of teachers and institute of holy Quran recitation is done by the education
minister or by the person who is authorized not according to the provision of article (3)
written in this procedure. also in provinces by the governors.

Transfer of universities, higher education institutes, vocational and technical and

higher education professors in center and provinces is done by the relevant minister.

Transfer of civil servant from one Ministry/Agency of Islamic Re Labor of Afghanistan

to the other if the duties and recruitment conditions are the same, is done by the
request of the two employees and approval of the relevant organization by the
approval of authorities set forth in provision of article ------------------- civil servants law.

Acting

Civil servants can be appointed as supervisor in a higher grade only if that grade is
vacant for 6 months.

Civil servants appointment as supervisor of grade 2, equivalent and higher is done by

the request of the relevant organization by the civil servants appointment board and
approval of president’s office.

Civil servants appointment as supervisor of grade 3 and lower is assessed by the

working committee of ministries and independent agencies and its approval is the
authority of the minister.

Temporary Appointment

Means given of duty to the civil servants besides his duty in the original position that is
predicated in the organization without changes in recruitment, position, grade, rights
and privileges of civil servants in the original position or the employee himself cut or
change the former duty regulations until he works in the other field.
In the second condition which means new position rights and privileges are gained
from the new organization and employee’s relation with his former organization is still
firmed.

Temporary Appointment Position: is a condition that the employee is assigned by his

organization for performing of duties temporary besides his main duties.

Military service obligation

According to the approved statement article No ( ) of the civil service

rules and Regulations, which was mentioned in the official news letter No (790) of
the civil services, that those civil servants whom have already passed their volunteer
military services the context below is organized accordingly.

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The official civil service employees are being processed by the current approved pay
and grading system, until the new pay and grading policy is established and on the
other hand the pensions for the retired employees are processed according to the
current pay and grading policies so the technical issues till the expiration of the
current system is implemented as bellow:
1- The military period responsibility is the status that an employee is passing his
period according to the Afghanistan rules and regulations statements.

2- The employee will be off his duty on the due date of starting military service.

3- The employee will take the advantages of salary with all extra compensations
and the employee’s family will get all the social facilities and supports
belonging to the employee. the salary during the military service will be
provide by the corps or military command post where the employee works
according to the norms and standards .

4- The military service will be counted as a job career for both graduates from
the technical or general official educational institutions or private universities.

5- The employee will get the advantages and compensations of article (3) incase
he or she has not resigned or quit their employment while starting the military
service.

6- The employee must contact the military recruitment sections within one month
from the introduction date , unless the employee wont get paid

Rewards

Rewards and punishment are two legal principles for ensuring of stability and
establishment in the civil service management. The objective of reward is to persuade
the qualified and talented employee. Reward is a good mean of developing HR and
raise effective service. It shall be noticed that supporting and discrimination in giving
of reward is counted as crime beside it is concealment of reality or misusing of duty
authorities. It also affects the trust and stability. As a corruption it increases
administrative corruption and creates a lot of problems to the organization.
An employee who performs his duty according to the provisions set forth in
regulations of discipline and code of conduct and performs his duty higher than the
required criteria, he is titled for the following rewards.

1. Cash reward equal to one month salary with its allowances

2. Appreciation letter with two months salary and its allowances
3. Appreciation letter the value of which is determined as follow:

• Third grade appreciation letter is equal to one step

• Second grade appreciation letter is equal to two steps
• First grade appreciation letter is equal to three steps

4. Giving of medal or honor title

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For employee who has not step if the third grade appreciation is given to him, three
month pay, for second grade appreciation four month pay and for first grade
appreciation five month pay is rewarded.
Giving of the above reward is done by the recommendation of the relevant manager
and approval of authorities set forth in provision of civil servants law or directly by the
mentioned authorities.

Conditions and method of giving the rewards

An employee is titled to the appreciation letter under the following conditions:

1. Completing of conditions set forth in section (1) article 13 of civil servants law
2. Creativity and initiatives in the job
3. Performing of positive duty for the organization out of his regular duty
4. Presenting and designing good suggestion which bring effective changes in the
organization
5. Having the ability of organizing, performing and coordination of organization
6. Effective and exact implementation of relevant organization’s objectives in the
working area

Distributing of appreciation letters are arranged according to the separate document.

Punishment

Punishment is the opposite of rewards in legal principles of the country. Punishment

generally has two parts:

1. Disciplinary punishment
2. -------------- punishment

Disciplinary punishment is implement able for the notice and informing of employee
form provision of labor law, civil servants law, disciplinary regulation of civil service
and regulation of code of conduct of civil service. But ------------ punishment is an
advanced kind of punishment that is implemented by the employees if they deny the
provisions of law based on the order of the court.
Aim of punishment is to prevent offence and increase capacity and better service to
people by the employees and civil servants. Offence (violation) from the provisions of
law and misusing of duty position clash (disturb) organization’s system and strengthen
distrust in the organization.

Correction instances

Correction of employee

An employee who commits offence against work discipline is corrected as follows:

1. Recommendation

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2. Warning
3. Reduction in salary
4. Transfer
5. Cancellation of job contract

Implementation of Discipline
In charge of organization must observe the intensity and tightness of the offence,
conditions of offence, and condition of the employee committed the offence, working
background and conduct of employee while implementing discipline of correction.

Explanation of offence

• Correcting action against employee is implemented after his offence explanation

according to the provisions of law
• If it is an offence against work discipline, only one act can be implemented. This
discipline is issued written and after being registered, it is formally sent to the
offender.

Complaint of employee to the disputes solving commission

When an employee thinks that the disciplinary measure is unjustified, he can

complain to the disputes solving commission with evidence.
If the dispute solving commission does not solve employee’s problem, he can
complain in the central commission of disputes.
If both sides disagree, then the matter is solved by the relevant provision.

Adding (writing) of employee’s correction and persuasion in employee’s

personal file

Persuasion and correction of employee set forth in labor law is added in the
employee’s personal file with the exception of recommendation.

Employee’s absence

A: When an employee do not notice the organization after three continues days from
his absence date without any reasonable excuse, it is considered as absence and
for each absence day his/her one day salary will be cut including its other
allowances.

B: When an employee of section (A) presents his/her excuse to the relevant

organization in (20) days and the relevant authority of the organization is satisfied
that the reason for not informing the organization in three days has some reasonable
excuses, then the employee absence is forgiven and his absence is dealt in his legal
vacation.

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C: When an employees absence is considered inexcusable and continues for 10
continuous days, it is written (recorded) in his evaluation paper and is not counted in
his job duration.

D: When an employee is present to his job but vacation it without any written notice
and does not have any reasons for it, his one day salary and allowances are cut. If
his/her absence and vacation is more than 20 days in a year, it is not countable in
his step promotion and retirement.

E: The conditions written in section (C) can not prevent employee’s promotion

F: Employee’s absence after legal vocations also dependent to provision of section

(A).

Retrenchment and severance

• Retrenchment due to structure limitation

• Severance due to weakness in work capacity
• Severance due to volunteer retirement
• Severance due to illness and defectiveness
• Severance due to authorized court order

Illegal severance of employee

When an employee is illegally severed and is reappointed in his former position after
the decisions of the dispute solving commission or decision of the court, his all
payment of severance period and other rights six months before the severance is
given to him.

Retirement

As we mentioned, end of working period according to the provisions of law is called

retirement. This work ending has the following three conditions.

Completing of age (65) for legal retirement, claiming for volunteer retirement by
completing age of (55) or (25) years of service or compulsory retirement which is done
based on the order of the relevant court. An employee deserves pension (retirement
rights) with the exception of committing crime, forgery and dissimulating of
documents, bribe and speculation.
Service workers and employees who are already retired deserve pensions and
instilments for one to five years until the implementation of new retirement system.
Service workers and employees who retire after the issuance of new regulation of
retirement, they deserve 80 percent of last three years pay according to their service
period in the old and new system of the relevant organization. Also the organization
must transfer the 80 percent of the share to the existed employees in the relevant
organization.

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For civil servants whose service period is more than one year and less than ten years
one month rights for each year of service is totally paid for him/her and civil servants
whose service period is more than ten to forty years his pension is paid according to
the prepared formula in the predicated retirement regulation. It is to be mentioned that
pension of disables, death retired is also a legal principle for which standard
categories are predicated for paying of their pension at once or monthly.
For further information about criteria of legal retirement you can refer to the provisions
set forth in new retirement regulation.

Retirement conditions

(1) An employee is retired after completing of age 65. If the organization requires, it
can extend employee’s service period to 5 years more with employee’s agreement.
This extension contains all rights of work.

(2) The organization which extends working period of employee written in section (1)
annually claims and approves this section.

(3) Employee’s working period in an organization is for 40 years.

(4) Employee’s age in the time of retirement is fixed according to the personal file.

(5) Retirement and work extension of educational cadre members of governmental

agencies, educational and research institutes are arranged by special legislative
documents.

Retirement criteria for heavy work

(1) Employee’s working period for each five years of heavy work one year and for
each five years work in underground and harmful to health is two years less than the
standard set forth in section (3) article 138 of labor law.

(2) Criteria and rules for heavy and harmful work are specified by ministry of health
and Labor and social affairs with the cooperation of relevant agencies and employers.

Disabilities and death pension

Pension due to disabilities and death relevant to job or illness is confirmed by the
health commission. Disabilities without observance of service period are in two kinds:

1. For the disables who completely lose the ability of working is predicted 45 percent
of the relevant position’s pay

2. For complete disables is predicted 80 percent of the relevant position’s pay

Retirement based on the order of the court

(1) If an employee is imprisoned for less than 2 years by the final sentence of the
relevant court, he/she can claim his/her retirement.

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(2) An employee who is imprisoned for 2 years or more than that by the final sentence
of the relevant court he is titled to retirement.

(3) Appointment of employees set forth in section (1 and 2) of this section is done
after their release according to the provisions of law with approval of the organization.

Selection to various ways of pension

(1) If an employee is titled to various (many) pension, the pension shall be given to
him only through one choice.

(2) Survivors who are supported by the retired who deserve many pensions he can
get the entire pensions mentioned.

Increasing retirement rights

(1) Retirement rights of employees and heir of retire man will increase based on
general wage increases.
(2) Retirement rights increase based on economical growth and financial
opportunities.
(3) The organization must monthly send the percentage of retirement set forth in
section (1 and 2) to retirement organization’s treasure bank account and officially
inform ministry of Labor and social affairs. (Labor Law)

Protection of pension

Pension and other rights of employees whose contract cancels according to the
provision of labor law are protected (saved).

Removal of retirement

• Before completing of legal retirement age

• Getting fine after the illness
• Completing legal punishment
• Extension of service according to the requirement of organization and agreement
of employee
• Removal of punishments due to the provision of the relevant court

Social ensuring

Based on the provision set forth in article 104 of Afghanistan’s labor law employees
and sometimes their family members can be benefited by the following social ensuring
according to the relevant legislative document.

1. Edible
2. Transportation
3. Aid in providing of shelter
4. Using health services
5. Financial support when retires
6. Financial help in maternity period

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7. Financial help (Honoring) to the dead employee’s family for his shrouding and
burial
8. Pension is paid based on age, completion of working period, illness, disabilities
and other condition which are predicated in relevant legislative document. Money aid
set forth in section (1 to 7) of this section is paid from the organization’s fund and
pension set forth in section (8) of this section is paid from fund of retirement. Health
service or its equivalent money is paid to the employee or his family according to the
financial condition of the organization.

Achievement of social ensuring

• Social ensuring is achieved by the financial participation of the organization and

employee.
• Social ensuring level of employees rises according to the national economical
development.

Redeployment

Means redeploying of those employees who are retrenched due to the structure
limitation, severed due to the low level of work capacity, severed due to volunteer
retirement, severed due to retirement, due to illness or disabilities and severed due to
the provision of the court.

A: When organization’s work is halted due to unexpected events and its employees
get unemployed, the organization must recruit experienced employees in the relevant
units with the organization’s new work activity.
If the employees of section (A) do not apply to the organization till the dead line of the
job announcement, the organization can recruit other employees.

Method for solution of working disputes (disagreement)

Disagreement due to the work among the organization, employee or trainees can be
solved based on the provisions of labor law, relevant regulations and job contract with
direct approval between organization and employee or trainees.
If the disagreement among the organization, employee or trainees is not solved, in
first stage it will be solved by the commission’s dispute administration, in second
stage by the high commission of dispute administration otherwise, it will be solved by
the relevant court.

Method for access to the complaints

For access to the complaints better administrative methods are used. The complaints
are expressed only if the normal procedure of the organization is not effective.
Current civil servants, former civil servants and new employees who apply for jobs
have the right to complain.
Complaints are done due to the following reasons
1. Offence against civil service law and regulations relevant to personal affairs of
employees
2. Work agreement

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3. Unfair appointment and unfair disciplinary decisions
4. Stimulation, aversion and manager’s guidance, cooperation in doing of illegal
action and aggression from political impartiality by the civil servants.
5. Discrimination by the manager, cooperation in language views, ethnic, religion,
party and gender.

Method of performing

Complaint letter is assessed according to this procedure and on the basis of available
reasons, decision is taken.
In very first stage the complaint is persuaded in written note to the ministry or relevant
organization.
Appealing board accepts all direct complaints with the exception of the following
instances.
If the complain is against minister, deputy minister or HR director or that the appealing
board believes that:

• Access to complaint is not sufficient in the Ministry/Agency.

• Ministry/Agency didn’t take action during 36 days in assessment of complaint
and taking of decision.
• Doubtful about presenting of complaint letters to ministry/ Agency.
• In presenting of complaint the following instances are considered as
disciplinary violation:

1. Prevention from presenting of complaints by an authorized person

2. Presenting of incorrect and deceit complaints
3. abstention from cooperation in assessment of complaints
4. Presenting of incorrect evidence during assessment of complaint

Arrangement (Preparing) of complaint letter

Complaint shall be prepared as a written note and shall have the following instances.

1. Brief explanation of complaint and reform act which is claimed

2. Factors which cause the complaint and names of the people who are involved
3. Explanation of actions that are done for access to the complaints to the involved
people and presenting the reason for dissatisfaction of one who complains
4. Commitment for more evidence which are necessary in taking decision about the
relevant complaint.
5. Commitment based on the correctness of the given information

Method of presenting the complaint latter

1. Complaint letter is presented soon after the incident which causes the complaint
because in this case basic evidence can not be wasted and they can be assessed
very carefully.
2. Complaint letter is presented to HR department (Directorate)
3. HR director officially confirms the complaint in three days soon after the complaint
letter is received.

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4. Complaint register book is not confidential the assigned employee is in charge for
its keeping and protecting.

Complaint Inspection

1. Assigning Inspection employee

HR director assign Inspection employee after three days of complaint registration

regarding complaint’s inspection. Inspection employee is a high rank person who has
good judgment and position. He can not be the line manager of the person who
complains.
HR director officially assign inspection employee and give him the permission to the
relevant document inspection and interview with the employee who complains and he
shall present his report in 20 days.

2. Collecting and inspecting the evidences

Inspection employee hears the evidence gathered by the employee who made a
complain and collect necessary documents for confirmation of the truth.
Inspecting employee talks with the employee who complains and all others whose
names are written in the complaint letter so that he can access to the relevant
documents. A person who does not cooperate with inspecting employee is considered
for disciplinary punishment.
Inspecting employee prepares a report to HR director about the involved employees
who do not cooperate in the relevant issue and ministry/Agency takes a decision for
their disciplinary punishment.

3. Providing and submitting of inspecting report

Inspecting employee prepares the report during 18 days and presents it to HR

director.

Report shall have the following issues:

1. Complaint letter
2. Brief details of inspecting the truths of the complaint
3. Inspecting of legal issues
4. Expressing view about approving or rejecting the complaint letter
5. Expressing view about reform action against the complaint if it is approved
6. Copy of relevant document including interview’s notices and original complaint
letter

4. Taking of decision

Ministry or independent organization’s HR director of central and sub-national

agencies review the inspecting employee’s report during three days and express the
result to the deputy or assistance of the organization for taking of decision.

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Decision about confirming or rejecting of complaint letter

Deputy or assistant observes inspecting employee’s report and suggestion of HR

director and take the necessary decision. If the deputy thinks that the evidences are
not enough for taking any decision, HR director is then assigned to gather even more
information.
Deputy or assistant shall take decision in three days after receiving of report and
inform HR director. If deputy’s decision is not similar with the report prepared by the
inspecting employee, he shall then explain the details, reasons and do not want the
inspecting employee to bring adjustment in the report.
If the deputy or assistant does not agree the inspected case, he shall then send the
issue to the HR director and ask HR director to assign another employee for the re-
inspecting.

Implementation of relevant decision on complaint letter

Notice of Complainer: HR director informs the complainer in 30 days about the taken
decision after registering of the complaint. If the complaint letter is confirmed, the
decision date and its implementation are mentioned.

The notice has the following issues:

1. Informing of complainer about his access to the complaint in the board if he is not
satisfied with the decision taken
2. Informing the complainer that the board will observe the available evidence and
inspecting results of the complaint letter in the second complaint
3. Oral explanation about the taken decision of the relevant ministry/Agency if it is
vague for the complainer

If it is required, guide to inspecting employee for collecting of further information or

assign another employee for re-inspecting, HR director shall officially inform the
complainer in thirty days about explaining of the matter.
If the relevant ministry does not take decision during the 36 days after registering of
the complaint, it can then refer to appealing board.
If the complainer claims, HR director shall give him verbal information about the issue.

Supervising from implementation of the decision

HR director ensures the implementation of the taken decision and informs the
appealing board about its implementation on a notice in complainer’s file and files of
complaint letter.

Document

Registering of complaint letter

HR director registers the name of complainer, briefing of the complaint and name of
the inspecting employee in the office of the complaint letter. In addition, the mentioned
office has the following issues:

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1. Date of receiving complaint letter
2. Assigning of inspecting employee
3. Final report date of inspecting employee
4. Presenting of report to deputy or assistant
5. Informing of complainer about the taken decision
6. Performing of reform act if the complaint is confirmed

Complaint letter’s file

HR director writes down the following documents in complainer’s file:

1. Copy of complaint letter

2. Copy of taken decision that the complainer is informed about
3. Interviews documents if it is taken
4. Notice about the plans which are reformed. (if it is confirmed)

The documents which are not relevant to the complaint, they shall not be written in the
complainer’s file.

Privities of registering

Register’s book and complaint letters file is kept private and only the following people
can have access to them:

1. HR director of the relevant ministry

2. Inspecting employee
3. HR directorate members of the relevant organization that are assigned by the HR
director only for assisting and arranging the complaint letters
4. Board and its secretariat (secretary, experts and administrative employees)
5. Losing, delivering and copying the papers without permission of the authorized
authority is considered disciplinary offence

Conditions for reviewing of complaint letter in board

Presenting of complaint letter directly to board

Under the following conditions the complaint letter is directly sent the civil service
appealing board:

1. If the complaint is about the following people:

• Minister or director of the independent organization

• Deputy or assistant
• HR director

2. If the complainer presents reasons for being abused or badly behaved by the
relevant authority and which are acceptable for the board.

Cooperation with appealing board

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Controlling and supervising of the board

Deputy or assistant, HR director and employees of the ministry or relevant

organization do their necessary cooperation with the board in controlling and
supervising the complaints or providing of facilities (access to the documents, relevant
people, giving of reports, information and other necessary cases).
Delay in cooperation with board is considered an aggression and titled for disciplinary
punishment.

Presenting of complaint letter

Measures:

If the complaint letter is presented to the board provisions of article 11, this procedure
of access to complaint is observed.

1. Brief explanation of complaint issue and complainer’s claim

2. Relevant ministry or independent organization’s decision regarding the complaint

and reasons of complainer if he is dissatisfied with the decision made

3. Details of acts done for access to the complaint including personal information
about the people involved

4. Commitment for presenting of further evidence which are necessary in taking of

decision against the complaint

5. Presenting of commitment letter for correctness of its information

The complaint letter is sent to the secretariat after consideration of board’s director
and the in charge employee registers it in the special file.

Board secretariat confirms the complaint letter in three days.

Acceptance of complaint letter

Board secretariat presents the issue enclosed with its views about it to the board’s
meeting.

Board secretariat officially informs the complainer about the right of complaints as
follows according to the decision of board.

1- Confirming right of complaint and reviewing the complaint letter

2- Rejecting of complaint letter and its reasons

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If the complaint letter is accepted, the secretariat informs the director of the relevant
ministry or organization according board’s decision in exception to the instance which
causes the complainer to abuse or misbehave.

Review (control)

If the complaint letter is accepted, the secretariat than review the evidence presented
by the complainer.

Board’s secretariat has the authority to ask the complainer and other people involved
in the complaint letter for better review and claim the issue of complainer according to
section 2 article 19 of civil service law from the relevant organization.

Arranging and presenting of reviewed report

Board’s secretariat presents the right of complaint either for accepting and rejecting in
18 days and presents it to the board’s meeting.

The mentioned report has the following issues:

1- Claim of complainer
2- Highlight of complaint issue’s assessment
3- Giving legal and professional advise
4- Clear view (idea) about accepting or rejecting of the issue
5- Giving legal and proved view to the board if the complaint is confirmed
6- Copy of all documents relevant to complaint including notices and complain letter
7- Discussions and views about the issues which are set.

Taking of decision (approval)

The board considers the secretariat review regarding report and takes a decision
about the accepting or rejecting of complaint and issue an approval.

Board’s decision’s proved and means of decision taken is mentioned in the approval.

If the board thinks that the evidence presented is not sufficient, it will take on of the
following decisions:

1- Issuing of guidance to the secretariat for further review

2- Issuance of guidance to the complainer and other relevant people so that they
present written or verbal evidence.

If the complaint is confirmed, the board takes a decision about a reform act. The
board considers other issues which are mentioned in complaint letter and take a
necessary decision about it.
Board’s decision is taken with the vote of the majority (at least two or three member).
If the votes are discord, board’s director decision is then the final decision. Decisions
and approval of the board are final and the ministries and independent agencies shall

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follow them. If some more and new reasons are shown by the complainer or the
relevant authority, the board can change its decision.

When the complainer or the relevant authority is not satisfied with the board’s
decision, they can appeal to the relevant court according to section 8 article 19 to civil
service law.

Implementation of appealing board’s decision

The secretariat informs the complainer about the taken decision of the board in three
days including the reasons of accepting or rejecting of the complaint letter according
to the instruction of the board’s director.
If the complaint is confirmed, decision of board which includes reform act and date its
implementation date is also sent to the parties.

Notice to the ministry/Agency

According to the instruction of the board, boar’s secretariat officially informs the
ministry of relevant organization about the board’s decision.
The ministry or relevant organization must perform the board’s decision and present a
written report to the board about its implementation.

The board instructs the secretariat to write down notes regarding issues of the
complaint in the approval.
The board shall not inform the ministry or relevant organization regarding details of
the complaint letter result if the board thinks that the complainer will be harmed by it.

Supervising on implementation of the decision (approval) of the board

Supervising team controls the implementation of board’s approval in agreement with

the secretariat according to the instruction of the board’s director including reform act
and report to the board about its result.
If the board is not satisfied with the implementation of the taken decision, it will do the
following acts:

1- Issuing of instruction to the secretariat about the written notice to the deputy
minister or assistant of the relevant organization and asking for details about it
2- Asking the deputy minister or assistant of the relevant organization to participate in
the board’s meeting and explains the details regarding not implementing the board’s
decision
3- Presenting of report to the President if the decision (approval) of the board is not
implemented and asking for more measures about it.

Registering (writing) of the decision (approval) of the board

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Board secretariat prepares a special file in which it writes (registers) the complainer’s
personal information, briefing of the complaint issue and the following matters:

1- Date of receiving the complaint letter

2- Presenting of final report to the board including its date
3- Date of presenting the complaint letter, name of complainer and written decision of
the board
4- Performing of reform act (if necessary)

Complaint letter’s file

Board’s secretariat prepares a separate file for each complain letter which includes all
the documents, paper and meeting results.

Personal file of complainer

Copy of complain letter and decision (approval) of board which inform the complainer
is sent to the HR director of the ministry or relevant organization so that it can be kept
in complainer’s personal file and his/her recruitment file.

Confidante of complaint’s documents

Board’s secretariat sends the copy of complaint letter and decision (approval) of bard
to the in charge of ministry or the relevant organization so that they can put it in
employee’s personal file.

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Basic sources and authorities

1- Constitution
2- National development strategy and legal decrees of the president
3- Basic (government) structure law of the Islamic Re Labor of Afghanistan
4- Labor Law of Islamic Re Labor of Afghanistan
5- Civil servants law
6- Personal affairs regulations of the employees
7- Employees code of conduct regulation
8- Employees’ health, safety and welfare regulation
9- (6) drafted regulation ready to be enacted in vacation, job classification, retirement,
discipline, severance and reappointment section
10-Procedure of access to the complaint
11-Executive procedure of the three high authority of the government and high
ranking employees of the civil service
12-(6) Enacted procedure of the commission in appointment criteria, training,
database, performance appraisal, and exceptional salary section
13-(001, 002, 003) manual of the IARCSC about implementation of appointment
procedure, establishment and activities of ministries and independent agencies’
committees and graduated of colleges and professional institutes
14-Separate manuals regarding training, performance appraisal, arrangement of
employees’ job descriptions
15- Planning form of annual duties, annual performance evaluation and standard
reporting system
16- Statistic forms from completing of employees’ statistic, severed, retired, removal
of retired and other similar instances
17-Circular of the commission
18- Presented legal advices from policies director of the HR and legislation of civil
service based on the claim of ministries and governmental office
19- Analysis and decisions of technical leading authorities of the commission
20- (ILO) and other international NGOs

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