SOP Library

SOP NO: CIRCULAR 2002 NO. -AO-2K2-HR-PM02

Mission: Corporate Administration

Area: Human Resource (HR)

Activity: Personnel Movements/Placements (HR-PM)

Title: NFA Merit Selection Plan

Date Approved/Issued: 06/20/2002

Date Effective:

Digest:

Pursuant to the provisions of Section 32 of Executive Order No. 292, Rule VI of the
Omnibus Rules Implementing Book V of EO 292, and CSC MC 03, Series 2001, the
1993 Merit Promotion Plan of the National Food Authority is hereby revised to
include the following:

1. Selection and promotion of employees to third level positions;

2. Promotion of government employees who are on scholarship as provided for
in CSC M.C. No. 15 series of 1992;
3. Omnibus selection guidelines;
4. Written exams/panel interview as additional factors to consider in the
promotion of employees;
5. Revision of the composition of Selection Boards; and
6. System of Ranking Positions (SRP).
The NFA Merit Selection Plan aims to:

1. Establish a selection system that is characterized by strict observance of

the merit principle in the employment and promotion of employees on the
basis of their qualification and competence to perform the duties of the
position to be filled.

2. Create equal opportunities for advancement to all qualified and

competent men and women at all levels of positions in NFA.

This Merit Selection Plan shall cover all career positions in the first, second, and
third levels in the NFA Central and Field offices.

Definition of Terms

1. Agency – refers to the National Food Authority (NFA).

2. Appointing Authority - the NFA Administrator.

3. Career Service - positions in the Civil Service where entrance is

based on merit and fitness to be determined as far as practicable
by competitive examinations or based on highly technical
qualifications, opportunity for advancement to higher career
positions, and security of tenure.

4. Comparatively at Par – predetermined reasonable difference or

gap of less than one between point scores of candidates for
appointment.

5. Deep Selection – the process of selecting a candidate for

appointment who is not next-in-rank but possesses superior
qualifications and competence.

6. Department – any of the Central Office directorates.

7. Disability - a physical impairment notwithstanding of which can

render a person able to perform the essential functions of a
position, or able to perform an activity in the manner or within the
range considered normal for a human being.
8. Discrimination – a situation wherein a qualified applicant is not
included in the selection line-up on account of gender, civil status,
pregnancy, disability, religion, ethnicity, or political affiliation.

9. Executive Offices – refer to the Administrator’s Office (AO), Office

of the Deputy Administrators (ODAFA/ODAO) and Offices of the
Assistant Administrators (OAAFA/OAAS/OAAMD/OAAIR).

10. Field Offices - refer to regional and provincial offices.

11. First Level Positions - clerical, trades and crafts and custodial
service positions which involve sub-professional work in a non-
supervisory or supervisory capacity requiring less than four (4)
years of collegiate studies.

12. Hiring Quota – the pre-determined ratio of applicants for

appointment to ensure that one gender does not fall short of the
desired percentage of the selection rate for the other gender in
equivalent positions at every level, provided they meet the
minimum requirements of the positions.

13. Incumbent of a Next-In-Rank Position - an employee

appointed on a permanent basis to a position previously
determined to be next-in-rank to a higher position.

14. Item Number – the original number assigned to a position

indicated in the NFA Plantilla of Positions approved by DBM.

15. Job Requirements – requisites not limited to the qualification

standards of the position, but may include skills, competencies,
potential, physical and psycho-social attributes necessary for the
successful performance of the duties required of the position.

16. Lateral Movement - the movement of an employee from one

position to another within an organizational unit or from one
organizational unit to another in the agency with the same salary
grade. It may involve the issuance of an appointment, or it may
not, as in the case of a change in item number.

17. Merit Selection - the systematic method of selecting employees

for appointment on the basis of appropriate qualifications,
competence, fitness and ability to perform the duties and assume
the responsibilities of the position being filled.

18. Next-In-Rank Position - a position which by reason of the

hierarchical arrangement of positions in the Department/Regional/
 Provincial/Executive Offices is determined to be in the nearest
degree of relationship to a higher position, as contained in the
System of Ranking Positions.

19. Occupational Grouping of positions - a series of classes of

positions in the same occupation or occupational area, arranged by
level of difficulty and complexity of work, from the lowest to the
highest, e.g. Management Services Group: MAA I to MAA IV.

20. Open Positions - positions that do not have any position next-in-
rank; or the residual positions of each level or group which may be
filled by lateral/vertical or any other mode of entry.

21. Organizational Unit – work station, i.e., section/division/

province/region/department/office indicated in the Plantilla of
Positions.

22. Pending Administrative Case - shall be construed as follows: (1)

when the disciplining authority has already filed a formal charge; or
(2) in case of a complaint filed by a private person, a prima facie
case is already found to exist by the disciplining authority. In both
instances, the cases shall have been docketed.

23. Personnel Action – any action denoting the movement or

progress of personnel in the civil service such as original
appointment, promotion, transfer, reinstatement, reemployment,
detail, reassignment, secondment and demotion.

24. Personnel Qualification Index - a record of the personal

circumstances and qualifications of an employee. Such record
shall be continuously updated.

25. Promotion - a movement from one position to another with an

increase in duties and responsibilities as authorized by law and is
usually accompanied by an increase in pay. The movement may
be from one department or agency to another, or from one
organizational unit to another in the same department or agency.

26. Psycho-Social Attributes – the characteristics or traits of a

person which involve both psychological and social aspects.
Psychological aspect includes the way he perceives things, his
ideas, beliefs and understanding, and how he acts and relates
these things to others and in social situations.

27. Qualification Standards - a duly approved statement of the

minimum job requirements for a position in terms of education,
 training, experience, civil service eligibility, physical characteristics
and personality traits required in the performance of the job.

28. Qualified Next-in-Rank - an employee appointed on a permanent

status to a position next-in-rank to the vacancy as reflected in the
SRP approved by the head of agency and who meets the
requirements for appointment to the next higher position.

29. Reassignment - the movement of an employee from one (1)

organizational unit to another within the agency which does not
involve a reduction in rank, status or salary, and the issuance of an
appointment.

30. Reemployment- reappointment of a person previously appointed

to a position in the career or non-career service but who has been
separated due to reduction in force, reorganization, retirement,
voluntary resignation and non-disciplinary actions such as dropping
from the rolls. Reemployment presupposes a gap in the service.

31. Relevant Education – refers to academic, technical or vocational

studies that will enable the candidate to successfully perform the
duties and responsibilities of the position to be filled-up.

32. Relevant Experience – experience which equipped the candidate

with basic skills, knowledge or abilities to successfully discharge
the functions of the position to be filled-up. This shall include
experience acquired thru designations, provided that such
designation is covered by an Office or Special Order.

33. Relevant Special Assignment - non-routinary tasks assigned to

an employee on special occasions which are related to the main
tasks or work load of the position to be filled, the output or
accomplishment of which may be recognized as special
accomplishment.

34. Relevant Training – the formal training attended by an employee

which enables him to gain the knowledge and skills needed to
successfully perform the job requirements of the position to be
filled-up. Training/practicum/apprenticeship, which is a requirement
for completion of a certain degree/course, shall not be considered
relevant for purposes of appointment to specific positions.

35. Same Level Position - a plantilla position in the NFA with the
same salary grade level as the one being filled up.
36. Second Level Positions - positions in the professional, technical
or scientific work in a non-supervisory or supervisory capacity up to
Division Chief level or its equivalent.

37. Selection - the systematic method of determining the merit and

fitness of a person on the basis of qualifications and ability to
perform the duties and responsibilities of the position.

38. Selection Boards – the Central/Regional/Provincial Office

Promotion and Selection Board for 1st, 2nd, and 3rd level positions
which shall screen, evaluate and recommend all contenders for
appointment in the career service, if applicable.

39. Selection Line-up - a listing of qualified and competent applicants

for consideration to a vacancy which includes, but not limited to,
the comparative information of their education, experience,
training, civil service eligibility, performance rating (if applicable),
relevant work accomplishments, physical characteristics, psycho-
social attributes, personality traits, and potential.

40. Special Commendation – a recognition of superior

accomplishments and/or personal efforts in the form of cash
awards, plaques, certificates or written commendations.

41. Substitute Appointment- issued when the regular incumbent of a

position is temporarily unable to perform the duties of his position,
as when he is on approved leave of absence or is under
suspension or is on scholarship grant or is on secondment. This is
effective only until the return of the former incumbent. A substitute
appointment is issued only if the leave of absence of the incumbent
is at least three (3) months.

42. Summary of Scores - a tabulation of point scores of the different

factors used by the Selection Board in evaluating all contenders for
promotion or appointment.

43. Superior Qualifications - the outstanding relevant work

accomplishments, educational attainment and training appropriate
to the position to be filled. It shall include demonstration of
exceptional job mastery and potential in major areas of
responsibility.

44. System of Ranking Positions – the hierarchical arrangement of

positions from highest to lowest, which shall be a guide in
determining which position is next-in-rank, taking into consideration
the following:
 a. organizational structure;
b. salary grade allocation;
c. classification and functional relationship of positions; and
d. geographical location.

45. Third Level Positions – positions which generally require either

Career Service Executive Eligibility (CSEE) or Career Executive
Service Eligibility (CES). This includes Assistant Department
Manager, Assistant Regional Manager, Department Manager,
Regional Manager, Assistant Administrator and Deputy
Administrator.

46. Transfer - a movement from one position to another which is of

equivalent rank, level, or salary without break in service involving
the issuance of an appointment. The transfer may be from one
department or agency to another, or from one organizational unit to
another in the same department or agency.

47. Top Five Contenders – refer to the five employees who ranked
highest in terms of scores in the selection process.

A. Basic Policies

1. The Merit Selection Plan shall cover positions in the first, second, and
third level, and shall also include original appointments, promotion,
transfer, change in item number, reemployment and other personnel
actions as may be prescribed by CSC.

2. The approved agency Merit Selection Plan shall be used as one of the
bases for the expeditious approval of appointments, for attestation and
accreditation to take final action on appointments.

3. Selection of employees for appointment in NFA shall be open to all

qualified men and women according to the principle of merit and
fitness.

Conscious effort shall be exerted toward increasing the number of any

group of employees, be it male or female, that is not equally or
 proportionately represented in an office, occupational group, or level of
positions especially in managerial and third level positions.

There shall be no discrimination in the selection of employees on

account of civil status, disability, religion, ethnicity, gender, or political
affiliation.

4. When a position in the first, second, or third level becomes vacant,

contenders for appointment who are competent, qualified, and
possess appropriate civil service eligibility shall be considered for
appointment. In addition to the required qualifications, contenders for
third level positions must possess executive and managerial
competence.

4.1. Whenever a position in the Agency becomes vacant, the

employees who occupy next-in-rank positions under the
NFA’s System of Ranking Positions (SRP) shall
automatically be considered in the promotional line-up.

In no instance shall a position in the first level be

considered next-in-rank to a position in the second level.

4.2. When a position in the first level and second level up to

grade 23 of the Career Service becomes vacant, the
employees in the executive office/department/region/
province who are qualified next-in-rank shall
automatically be considered for promotion.

In situations where there are no qualified next-in-rank

employees within the executive office/department/region/
province, the selection may be extended region/central
office-wide.

4.3. For Division Chief III and equivalent positions - qualified

next-in-rank employees in Central Office shall be
considered for promotion.

4.4. For Provincial Manager Positions – incumbents of salary

grades 22-23 items within the region where the vacancy
exists shall be considered for promotion. However,
priority shall be given to qualified Acting Provincial
Managers/Officers-In-Charge.

4.5. When a grade level 25 and 26 position becomes vacant,

the employees in the Agency who are qualified next-in-
rank shall be considered for promotion.
 4.6. Employees within the NFA who are not next-in-rank but
meet the minimum education and experience
requirements of the vacant position and who possess the
appropriate Civil Service eligibility may apply and be
considered for promotion.

4.7. For open positions, employees within the

Department/Region/ Province/Office who meet the
minimum QS shall be considered to fill-up the vacant
position.

4.8. Applicants who are not NFA employees but are

competent and meet the requirements for a particular
vacant position, after passing the screening procedures
required by the Agency for the position, may also be
considered for appointment along with other contenders.

5. The comparative competence and qualification of candidates for

appointment shall be determined on the basis of the following:

5.1. Performance
5.2. Education and Training
5.3. Experience and Outstanding Accomplishments
5.4. Psycho-Social Attributes and Personality Traits
5.5. Potential

6. No employee shall be considered for promotion unless his

performance ratings for the last two (2) rating periods are at least
“Very Satisfactory.”

For purposes of computation or evaluation of the comparative degree

of competence and qualification of the contenders, the average of the
last two (2) consecutive performance ratings prior to the intended
promotion shall be considered.

7. Relevant Experience for first and second level positions shall be

further distinguished as:

7.1. Directly relevant – particular experience which equipped the

candidate with basic skills, knowledge or abilities to
successfully discharge the functions of the position to be
filled owing to actual assignment in the organizational unit
where vacancy is.
 7.2. Generally relevant - suitable experience which equipped the
candidate with basic skills, knowledge or abilities to
successfully discharge the functions of the position to be
filled.

Directly relevant experience shall be conferred slightly higher weight

than generally relevant experience.

8. Lack of confidence shall not be a valid reason for disqualifying an

employee for promotion. The special reason must be real and
substantial to be considered sufficient for his disqualification.

9. When an employee has a pending administrative case, he shall not be

disqualified for promotion during the pendency of the case.

If found guilty, he shall be disqualified for promotion for the period of

the penalty imposed as prescribed by the Agency.

10. NFA employees who have previously retired, resigned or sought

transfer to other government offices and have been approved, shall
undergo an assessment process to be undertaken by HRMD, before
being considered for reemployment or reinstatement in the Agency.

11. Employees from other government agencies seeking transfer to NFA

shall undergo a process of assessment for the position being applied
for.

12. Promotion within six (6) months prior to compulsory retirement shall
not be allowed, except as otherwise provided by law.

13. Qualified employees who are on duly approved local or foreign

scholarship or on study and maternity leave, shall also be considered
for promotion.

For this purpose, the performance rating to be considered shall be the

last two (2) ratings immediately prior to the scholarship or training
grant or maternity leave.

If promoted, the effectivity date of the promotional appointment shall

be the employee’s assumption to duty.

14. An employee may be promoted or transferred to a position which is

not more than three (3) salary, pay or job grades higher than the
employee’s present position, except if the vacant position is next-in-
rank as identified in the System of Ranking Positions (SRP), or it is the
lone or entrance position indicated in the agency staffing pattern.
15. All candidates for appointment to first and second level positions shall
be screened by the PSB including lateral movement and change in
item number and position title. Candidates for appointment to third
level positions shall be screened by the PSB for third level positions
composed of at least six (6) career executive service officials as may
be constituted in the agency.

Appointment to the following positions shall no longer be screened by

the PSB:

a. Substitute appointment due to their short duration and

emergency nature. However, should the position be filled
by regular appointment, candidates for the position should
be screened and passed upon by the PSB;
b. Appointment to entry laborer positions;
c. Appointment to personal and primarily confidential
positions; and
d. Renewal of temporary appointment issued to the incumbent
personnel.

16. The Personnel Selection Board can evaluate and recommend

appointment/s of qualified contender/s in a chain of promotion. In such
cases, the residual positions, i.e. the lowest position left after effecting
the chain promotion, shall be left vacant until such time that protest/s,
if any, against the promotion/s is/are finally resolved.

17. The designation in acting capacity to vacant positions for a minimum

period of six (6) months shall be submitted to the PSB for deliberation.
Such designation shall only be for a period of one (1) year after which
the designee concerned shall be returned to his/her principal position,
unless the exigency of the service demands a longer period.

18. The PSB shall recommend the contender deemed most qualified from
among the list of the top five (5) ranking contenders and shall forward
all pertinent documents to the Appointing Authority who shall assess
the merits of said recommendation for appointment.

19. In cases where the qualifications of employees are comparatively at

par, preference shall be given to employees according to the
hereunder order of priority:

a. employees in the organizational unit/department/

region/province/executive office where the vacant
position is; and
b. LSP graduates.
 20. If the Chairman of the Personnel Selection Board refuses to sign the
certification at the back of the appointment for whatever reason,
submission of a copy of the proceedings/minutes of the deliberation
will be sufficient document to support the endorsement of appointment
for approval by the appointing authority.

21. Vacant positions marked for filling shall be published in accordance

with Republic Act 7041 (Publication Law). The published vacant
positions shall be posted in at least three (3) conspicuous places in the
agency for at least ten (10) calendar days. Other appropriate modes of
publication shall be considered.

Filling up of vacant positions shall be made after ten (10) calendar

days from their publication.

The publication of a particular vacant position shall be valid until filled

up but not to extend beyond six (6) months reckoned from the date the
vacant position was published.

22. The following positions are exempt from the publication requirement:

a. Primarily confidential positions;

b. Positions which are policy determining;
c. Highly technical positions;
d. Other non-career positions;
e. Third level positions (Career Executive Service); and
f. Positions to be filled by existing regular employees in the
agency in case of reorganization.

23. A notice announcing the appointment of an employee shall be posted

in three (3) conspicuous places in the agency a day after the issuance
of the appointment for at least fifteen (15) calendar days.

B. Assessment Criteria

1. Factors to Consider

FACTORS GL 25 GL 24 GL 22-23
&up

Performance * 35 35 35
Experience 25 25 30
Minimum based on Q.S (20) (20) (20)
Excess Years (3) (3) (8)
In Acting Capacity (2) (2) (2)
Education and Training 25 25 25
Minimum based on Q.S. (12) (15) (15)
Additional Credits (7) (5) (5)
Training (6) (5) (5)
Psycho-Social Attributes and Personality Traits 5 5 2
(PAPT)
Potential 10 5 3
Suitability (5) (1)
Potential Conversion Table (5) (3)
Written Exam (NFA Operation) (1)
Panel Interview - 5 5

TOTAL 100 100 100

* not applicable for entry or open positions

The conversion tables for the Assessment Factors are attached

as Annex A.

2. Assessment Instruments, Raters & Validity Period

FACTORS Instrument Rater

Performance PER/PA/ CESPES Immediate Supervisor as concurred by next

Experience Service Record/
Special Order
Education Transcript of
Records
Training Certificates
(Only those
validated by HRMD)
Psycho-Social Attributes and PAPT Evaluation GL 25 & up - PSB
Personality Traits (PAPT) Form GL 24 - PSB
GL 23 - Head below
of Office
(Where
vacancy
exists)
Panel Interview Interview Form GL 22 to 24 -PSB

Potential Written Exam GL 24 - HRMD

(NFA Operations)

Suitability Test
 (Instrument) GL 24 & up –
HRMD
Potential
Conversion Table All Levels – per conversion table

3. Description And Operational Guidelines For The Assessment

Instruments

3.1. Performance – The contenders shall be evaluated based

on their individual actual accomplishment of concrete tasks
based on quality, quantity, and time, and their individual
personality traits and behavior manifested in a given rating
period.

3.1.1. The rating on performance shall be based on the

overall point score rating (raw score) indicated in the
individual’s Performance Evaluation Report for the
last two (2) rating periods.

3.1.2. Applicants who are employed in other government or

private offices shall submit a copy of their
performance appraisal reports to HRMD/Regional/
Provincial Personnel Section.

3.1.3. The Performance Ratings required to be used for

promotion of employees who are on scholarship,
study grant, training (either local or foreign) or on
official leave of absence (i.e. maternity, prolonged
sick leave, Bar or Board review) shall be as follows:

a) For employees on scholarship, study grant, or

training - that which corresponds to the last
two (2) rating periods prior to the scholarships,
study grant or training.

b) For employees who are on prolonged sick

leave, Bar or Board Exam, they shall render
actual service for at least three (3) months in a
given rating period upon their return to enable
heads of offices to determine their contribution
to the Agency. To complete the required two
 (2) ratings, the PER of an employee for the last
rating before the prolonged sick leave or
Bar/Board Review shall be considered.

3.1.4. Only employees with performance rating submitted

within the period prescribed by the Agency shall be
considered for promotion.

3.2. Education and Training – The relevant academic

preparation/training requirement as provided under CSC-
NFA approved Qualification Standards (QS) should be
considered in the evaluation.
3.2.1. Education shall be validated against Transcript of
Records submitted on file with HRMD.

3.2.2. Training shall be supported with certificates of

training.

3.2.3. Relevant training for GL 24 and above positions is

that which enhances managerial competence. It
will include professional/technical training having a
bearing on the position to be filled.

3.2.4. Relevant training for second level positions below

grade level 24 is that which enhances
professional/technical skills having a bearing on the
position to be filled. It will include supervisory
training and advanced computer courses but not
training which is clerical in nature.

3.2.5. Relevant training for first level positions is that which

enhances
technical/non-technical skills including training on
basic computer and clerical courses.

3.3. Experience – Relevant actual job exposure shall be

considered in the evaluation.

3.3.1. Relevant experience for first level positions includes

non-professional/technical/non-technical functions
performed under the same occupational group of the
position to be filled or other functionally related areas
including clerical functions.
 Experience gained in Acting capacity to the vacant
position to be filled or its equivalent level shall be
considered.
3.3.2. Relevant experience for second level positions below
grade level 24 includes professional/technical
functions performed under the same occupational
group of the position to be filled or other functionally
related areas except clerical functions.

3.3.3. Relevant experience for GL 24 and above positions

includes that performed in a supervisory capacity
under the same occupational group of the position to
be filled or other functionally related areas.

3.4. Written Examination – Assessment of the contender’s

ability in terms of operational awareness in NFA operations
to be administered by HRMD shall be considered in the
evaluation of contenders for GL 24 positions.

3.5. Psycho-Social Attributes and Personality Traits (PAPT)

– The physical fitness, attitudes and personality traits of the
contenders which have a bearing on the position to be filled
based on the prescribed format (Annex B) shall be
considered in the evaluation.

3.5.1. For GL 23 and below, the head of office where the

vacancy exists shall be responsible in rating the
PAPT of employees being considered for promotion.
The Selection Board may, however, validate the
ratings given by the head of office.

3.5.2. For GL 24 and above, the PSB shall rate the

PAPT of contenders

3.6. Potential - The readiness and capability of the contenders

to perform not only the duties and responsibilities of his
current position and the position to be filled, but also those
of higher and more responsible positions, shall be assessed
based on Performance, Education, Experience and Training.

3.6.1. The rating for this factor shall be determined using

the Potential conversion table.
 C. Determination Of Next-In-Rank

1. The determination of next-in-rank position shall be based on the

following:

a. Organizational structure as reflected in the approved

organization chart;
b. Classification and/or functional relationships as reflected in the
Position Charts and the Qualification Standards Manual;
c. Salary and/or range allocation as indicated in the approved staffing
pattern; and
d. Geographical location of the position.

2. The next-in-rank position shall be defined in the System of Ranking

Positions (SRP) attached as Annex C.

3. In the event of changes in organizational structure, occupational

grouping, or salary range allocation, the line of promotion shall be
determined on the basis of the new structure, grouping, or allocation.

D. Personnel Selection Board (PSB) Composition

First & Second Level ( Central Office )

Second Level ( except GL - 24 ) First Level

Executive Offices/ Departments Line Departments

Chairperson

Executive Office : Highest Ranking Concerned Asst. Concerned Dept.

Official Administrator Manager
Departments: Asst. Adm. for Finance & Admn.
Vice-Chairperson Executive Office : None Concerned Dept. Concerned Asst.
Manager Dept. Manager
Departments: Concerned Dept. Manager
Members Executive Office : Executive Concerned Division Concerned Division
Assistant V Chief Chief/ Unit Head

Exec. Assistant IV Asst. Dept. Mgr. Div. Chief, HRMD-

HRMD DMS
EA Representative* Administrative Administrative Asst
Asst.
 Departments: Administrative Asst. EA Representative* EA Representative*
Asst. Dept. Mgr. HRMD
EA Representative*

First & Second Level ( Field Office )

First Level Second Level( except GL-24 )

Regional Office Provincial Office Regional OfficeProvincial Office
Regional Manager Regional Manager
Chairperson Asst. Regional Asst. Regional
Manager
Manager
Vice-Chairperson None Prov’l. Manager (where Assistant Reg’l. Asst. Reg’l. Manage
vacancy exists ) Manager
Members Section Chief (where Section Chief Provincial Managers Provl. Managers
(where (on call) (where vacancy
vacancy exists ) vacancy exists) exists)
Reg'l. Administrative Section Chief
Reg’l. Adm. Officer Prov'l. Administrative Officer (where vacancy
Officer exists)
EA Representative* Reg’l. AO/Prov’l.
EA Representative* EA Representative* AO

EA
Representative*

Grade Level 24 & Up

Grade Level 24 3rd Level

Deputy Administrator for Finance Administrator
Chairperson & Administration
Vice- Assistant Administrator for Deputy Administrator for Finance &
Chairperson Administration Administration
Members All Assistant Administrators Deputy Administrator for Operations
( for Field Office )
All CESO Assistant Administrators
Concerned Assistant Administrator
( for C.O. ) Two (2) Female CESO Directors

Department Manager, HRMD

 EA Representative *

Regional Manager ( where vacancy

exists - F.O. )

Dept. Manager
( where vacancy exists - C.O. )

* To serve for only two (2) years after which another representative shall be
elected/designated.

III. PROCEDURES IN PROMOTION

A. Posting / Publication

The following steps shall be adopted:

1. LIST OF VACANCIES - All Department/ Regional/Provincial

Offices/HRMD shall prepare the list of vacancies in their respective
offices and submit to CSC Regional Office for publication or other
modes of publication, within thirty (30) days from the time the
vacancy occurs.

2. POSTING FOR TEN (10) CALENDAR DAYS - After submitting the

list, the Head of the Department/Regional/Provincial Office where the
vacancy exists, or HRMD for Central Office, shall post the said list
for ten (10) calendar days in three (3) conspicuous places in said
office.

3. Vacant positions which are not filled within six (6) months should be
re-published.

4. Department/Regional office concerned shall prepare the comparative

evaluation of the competence and qualifications of all qualified
candidates using the Summary of Scores form.

It shall submit to the Regional Administrative Officer/HRMD the

Summary of Scores together with all the pertinent documents.

5. RAO/HRMD shall review the comparative evaluation to ascertain

accuracy of the scores of candidates, the completeness of the
requirements, and check if the vacant position has been duly
published. They shall certify the correctness of the line-up, the
 scores, and compliance with all the requisites prescribed under CSC
rules.

They shall submit to the Selection Board the preliminary evaluation

of candidates and other requirements.

B. Determination of Contenders

1. To ensure that employees are informed whether their present

positions are considered next-in-rank to the vacant position,
HRMD/Executive Assistants/Administrative Officers shall post for ten
(10) working days the announcement of vacancy, together with the
list of qualified next-in-rank employees to the vacant position.

2. To be considered for the vacant positions, all qualified incumbents of

non-next-in-rank positions shall apply in writing with
HRMD/Regional/Provincial Offices/ Department, signifying their
interest to a particular vacant position.

3. Non-NFA applicants who passed the usual HRMD screening process

may be considered as contenders only after they signified their
interest to a particular vacant position through an application form.

C. Processing and Approval

1. The PSB shall, after ten (10) days of publication or posting, convene
to evaluate the qualifications of those employees included in the
promotional line up using the assessment factors.

2. The Selection Board shall then determine en banc the most qualified
employee from the comparative assessment of candidates. Then, it
shall submit to the appointing authority the list of contenders who
garnered the top five (5) ranking scores based on the criteria set in
this MSP. To ensure proper documentation of the Board’s
proceeding and decisions, a Secretariat assigned for the purpose
shall record the minutes of the deliberation/s.

3. The Selection Board shall, before nominating a candidate for

appointment, consider the gender impact of such decision.

In case of a tie for the top rank, it shall recommend a candidate

coming from the group which is not equally or proportionately
represented in the office, occupational group or position level where
the vacancy belongs.
4. The PSB shall deliberate on the filling-up of a vacant position within
the period not exceeding fifteen (15) working days

5. After Deliberation

5.1. Central Office

5.1.1. The PSB shall submit the following documents to the

appointing authority through HRMD :

a) Transmittal letter for the top contenders.

b) Minutes of deliberation duly signed by all members of
the Selection Board.
c) Summary of Scores as prescribed in these guidelines.
d) Other pertinent documents of all contenders used
during the deliberation:
d.1. P.E.R
d.2. Information Sheets with attachments
d.3. Accomplished PAPT Form (All documents
submitted in photocopy shall be certified by the
Executive Assistants.)

5.1.2. HRMD shall review/evaluate within seven (7) working days,

the documents submitted by the PSB in terms of the
availability of the position to be filled, compliance with
publication requirements and the MSP, before indorsing the
same to the appointing authority.

5.1.3. HRMD shall prepare the appointment papers of the

employees who are selected for appointment for approval of
the Administrator.

5.1.4. HRMD shall forward the appointment including supporting

documents to the appointing authority thru AAFA and DAFA.
Said offices shall act on the proposed appointments within
three (3) working days.

5.1.5. The appointing authority shall assess the merits of the

Board’s recommendation and appoint the employee/s
deemed best qualified to fill the vacancy/vacancies within a
period not exceeding five (5) working days.

5.1.6. Approved/disapproved appointments shall be returned to

HRMD. A duplicate copy of the approved appointments shall
be filed in the appointees’ 201 file.
5.1.7. HRMD shall post a notice announcing the appointment in
three (3) conspicuous places in NFA Central Office a day
after the issuance of the appointment, for at least fifteen (15)
calendar days.

5.1.8. HRMD shall submit to the CSC the appointment within thirty
(30) calendar days from the date of the issuance which shall
be the date appearing on the face of the appointment.

5.1.9. HRMD shall transmit the original copy of the attested

appointment to the employee concerned. A duplicate copy
shall be filed by HRMD in the employee’s 201 file.

5.1.10. The Department concerned shall submit to HRMD a copy of

the employee’s certificate of assumption to duty for records
purposes.

5.2. Field Office

5.2.1. The Regional Office concerned shall prepare the

appointment papers of the employee who is selected for
appointment for approval of the Administrator and forward
the same to HRMD together with:

a) Transmittal letter for the top contenders.

b) Minutes of deliberation duly signed by all members of
the Selection Board.
c) Summary of Scores as prescribed in these guidelines.
d) Other pertinent documents of all contenders used
during the deliberation:
d.1. P.E.R
d.2. Information Sheets with attachments
d.3. Accomplished PAPT Forms
(All documents submitted in photocopy shall be
certified by RAO/ PAO.)

5.2.2. HRMD shall review/evaluate within seven (7) working days

the documents submitted by the PSB in terms of the
availability of the position to be filled, compliance with
publication requirements and the MSP, before indorsing the
same to the appointing authority.

5.2.3. HRMD shall forward the appointment including supporting

documents to the appointing authority thru AAFA and DAFA.
Said offices shall act on the proposed appointments within
three (3) working days.
 5.2.4. The appointing authority shall assess the merits of the
Board’s recommendation and appoint the employee/s
deemed best qualified to fill the vacancy/vacancies within a
period not exceeding five (5) working days.

5.2.5. Approved/disapproved appointments shall be returned to

HRMD. A duplicate copy of the approved appointments shall
be filed in the appointees’ 201 file.

5.2.6. HRMD shall forward the original copy of the approved

appointment to the Region concerned which shall submit to
the local CSC for attestation. A duplicate copy/wire notice of
appointment shall be sent thru fastest means to the
concerned Regional Office a day after the issuance of the
appointment.

5.2.7. Regional Office concerned shall post a notice announcing the

appointment in three (3) conspicuous places in NFA Field
Office a day after the receipt of notice of appointment.

5.2.8. The Region concerned shall furnish HRMD with a copy of the
attested appointment and certification of assumption to duty
for records purposes.

IV. PROTEST

1. Who May File a Protest

Only a competent and qualified next-in-rank employee may file a protest

with the Grievance Committee if he/she feels aggrieved with the issuance of
the appointment.

2. When and Where to File a Protest

Within fifteen (15) calendar days from notice of the issuance of an
appointment, a next-in-rank employee who is competent and qualified and
who feels aggrieved by the promotion of another may file a protest with the
Grievance Committee.
Failure to file a protest within the prescribed period shall be deemed a
waiver of such right and no protest shall thereafter be entertained.

3. Form and Content of Protest

The protest shall be written in the prescribed form and sworn to (notarized),
and shall contain the following:
 a. The position contested including its item number and the salary per
annum;
b. The full name, office, position and salary per annum of both the
protestant and the protestee; and
c. The facts constituting the grounds for the protest.
c.1. Non-compliance with the selection process;
c.2. Discrimination on account of gender, civil status,
disability, pregnancy, religion, ethnicity or political
affiliation;
c.3. Disqualification of applicant to a career position for
reason of lack of confidence of the appointing
authority; and
c.4. Other violations of the provisions of this Merit Selection
Plan.
4. Procedure

The protest shall follow the procedures prescribed under the NFA Revised
Grievance Machinery.

5. An appointment, though contested, shall take effect immediately upon its

issuance if the appointee assumes the duties of the position. Said
appointee is entitled to receive the salary attached to the position.

An appointment shall become ineffective from the time the protest is finally
resolved against the protestee, in which case he shall be reverted to his
former position.

V. FUNCTIONS AND RESPONSIBILITIES

1. HUMAN RESOURCE MANAGEMENT DEPARTMENT (HRMD)

a) Develop and maintain an updated qualification database of

employees of the agency to include education, training, experience,
skills, competencies and other similar information;

b) Identify vacant positions that may be enrolled in the Brightest in the

Bureaucracy Program (BBP);

c) Publish vacant rank-and-file and executive (C.O. and F.O.) positions

in the CSC Bulletin of Vacant Positions or through other modes of
publication and post the same in three (3) conspicuous places in the
agency for at least ten (10) calendar days;

d) Submit selection line-up with all supporting documents to the PSB for
deliberation en banc.
 e) Provide sex-disaggregated data to the PSB to serve as basis or
reference for nominating either men or women to a vacant position.

The data should indicate the ratio of women to men, as follows:

e.1. in the occupational group where the vacant item belongs, e.g.
Clerical, Information Technology, Human Resource
Management, Accounting, Engineering, Public Relations,
Market/Warehouse Operations, Attorneys, Laboratory
Services, Market/Warehouse Operations, Licensing,
Cashiering, Planning, Budgeting, Auditing and Supply
Management.

e.2. in the division/section where the vacancy exists.

e.3. in the office/department where the vacancy exists.

2. DEPARTMENTS/FIELD OFFICES

a) Prepare list of candidates aspiring for the vacant position/s either

from within or outside the agency, including qualified next-in-rank
employees within fifteen (15) calendar days from completion of the
preliminary evaluation. In the process, the following should be
considered:

· The pre-determined ratio of applicants for appointment or hiring

quota.

· Compliance to NFA MSP and CSC Rules, such as:

a. Three-salary-grades limitation for promotion and transfer,

except for meritorious cases;

b. Eligibility for promotion of those on scholarship, training

or maternity leave, prolonged sick leave, Board or Bar
Exams;

c. Preferential treatment of LSP graduates subject to

certain conditions; and

d. Prohibition against promotion within six (6) months prior

to compulsory retirement.

b) Conduct preliminary evaluation of the qualification of all candidates.

Those initially found qualified shall undergo further assessment.
Prepare and post the selection line-up in three (3) conspicuous
 places in the agency for at least fifteen (15) calendar days. The date
of posting shall be indicated in the notice.

c) Notify all applicants of the outcome of the preliminary evaluation.

d) Submit selection line-up with all supporting documents to the PSB for
deliberation en banc.

3. EMPLOYEE

Update Personal Data Sheet annually, if deemed necessary, and

submit supporting documents thereto to the Manpower Services
Division-HRMD/Administrative Section.

4. PERSONNEL SELECTION BOARD

a) Adopt and implement the screening procedures and criteria in

the evaluation of candidates for appointment, as herein provided.

b) Prepare a systematic assessment of the competence and

qualifications of candidates for appointment. Maintain fairness and
impartiality in the assessment of candidates. Towards this end, the
PSB may employ the assistance of external or independent resource
persons.

c) Submit and deliberate en banc the qualifications of those listed in the

selection line-up.

d) Recommend the contender deemed most qualified from among the

list of the top five (5) ranking contenders. The recommendation shall
consider the gender and development dimension of such action.

e) Maintain records of the deliberations which must be made accessible

to interested parties upon written request and for inspection and
audit by the CSC.

5. APPOINTING AUTHORITY

a) Establish a Personnel Selection Board and see to it that all PSB

members undergo orientation and workshop on the
selection/promotion process and CSC policies on appointments.
The Agency Head shall, as far as practicable, ensure equal
opportunity for men and women to be appointed in all levels of
positions;
 b) Assess the merits of the PSB’s recommendation for appointment and
in the exercise of sound discretion, select, in so far as practicable,
the applicant deemed most qualified to the vacant position.

c) Issue appointments in accordance with the provisions of the agency

Merit Selection Plan.

VI. OTHER PROVISIONS

1. The provisions of the MSP shall conform with the existing laws, rules and
regulations including Article IX of the Collective Negotiation Agreement
between the NFA and the NFA-EA.

2. Notwithstanding the initial approval of an appointment, the same may be

recalled on any of the following grounds:

a. Non-compliance with the procedures/criteria provided in the NFA-

MSP;
b. Failure to pass through the agency’s Selection Board;
c. Violation of other existing civil service laws, rules and regulations;
d. Violation of the existing collective negotiation agreement between
management and employees relative to promotion.

3. Any official or employee of the National Food Authority found to have

violated any provision of the MSP will be considered having violated office
rules and regulations and will be sanctioned accordingly.

VII. EFFECTIVITY

The Merit Selection Plan and System of Ranking Positions and subsequent
amendments thereto shall take effect immediately after the approval by the Civil
Service Commission.

The Human Resource Management Department shall immediately disseminate

copies of the Agency Merit Selection Plan and amendments thereto, to provide
for expeditious approval of appointments.

VIII. COMMITMENT

I hereby commit to implement and abide by the provisions of this Merit Selection
Plan. It is understood that this MSP shall be the basis for expeditious approval of
appointments.
ANTHONY R.A. ABAD
Administrator

APPROVED BY:

(SGD. ) CSC Regional Director

Signature over Printed Name

Date: 6-20-02