Modernisation of the

HRM Architecture of
the Public Service

Review of the Systems and Processes involved in

the Management and Administration of Contract
Employment in Ministries and Departments.

Outline
PART 1: Background to the Contract
Employment Project;
PART 2: Standardized Job Descriptions;
PART 3: Application of Salaries and Terms and
Conditions;
PART 4: Preparation of
Contracts of Employment;
PART 5: Next Steps.

PART ONE:
BACKGROUND

Background
Civil Service Regulation 15
Post April 1992 - contract employment was used:
Where there was a dearth of suitable candidates for
permanent appointment to pensionable offices;
Where special projects or programmes of specified
duration (often funded by international agencies) were
undertaken by Ministries/Departments/Statutory
Authorities and needed to be executed and monitored
by persons additional to those on the permanent
establishment; and
Where a need had been identified for the specialized
services of an individual.

Current State
Contract Employment now used as a fast track
mechanism for securing staff at all levels to meet the
immediate needs of Ministries/Departments:
Number of persons employed on contract grew from
less than 100 in 1992 to over 10,000 in 2010.
Increased demands made on all agencies (PD, PMCD,
CSS) involved in the administration of contract
employment.
Agencies all experience resource constraints.

Current State
Delays in finalizing matters relating to contract
employment.
Dissatisfied employees awaiting Terms and
Conditions of employment, on contract resulting
in low levels of morale and productivity in
Ministries and Departments.
Issues pertaining to interim salaries and
allowances.

Aims of The Project

To respond to a request of the Board of Permanent Secretaries

and Heads of Department for partial delegated authority.

To address the challenges of Permanent Secretaries/Heads of

Departments in effectively managing the contractual process.

To review the contract employment systems and processes in

relation to best practice.

To update the systems and processes to achieve improvements in

timeliness, consistency and reliability.

To provide guidance and support in relation to the

implementation of revised, updated systems and processes.

Activities Conducted
Held discussions with:
Personnel Department;
PMCD; and
Office of the Chief State Solicitor.

Engaged in Stakeholder consultations with:

PSs/ Heads of Departments;
DPSs; and
Directors HR.

Reviewed and analyzed systems of contract

employment in other jurisdictions.

Activities Conducted

Reviewed existing policies, guidelines, directives and statistics

with respect to contract employment within the Public Service
of Trinidad and Tobago.

Assessed the areas in which contract positions are most

commonly required and the job responsibilities being carried
out.

Collated and reviewed job descriptions in the areas within the

Manipulative, Clerical/Secretarial, Human Resource,
Communications and Legal streams.

Developed recommendations for a more efficient and less timeconsuming process of contract employment.

Findings
Issues faced by the Personnel Department :
- A constantly increasing number of requests for Terms and
Conditions;
- Internal staffing limitations;
- Extensive time delays due to:
o
o
o
o

inadequate information provided by line agencies;

inconsistent and inadequate JDs;
the need to review rejected salaries and other terms; and
requests for interim salaries thus having to deal twice with
salaries for any given position.

- Limited time lines for delivery.

Findings
Issues faced by the PMCD:
- Many last minute approaches for the extension of
contract positions or for the creation of new ones;
- Internal staff constraints; and
- Need to undertake field investigations in the absence of
information provided.

Findings
Issues Faced by Line Agencies
-

Delays in receiving the comments from PMCD on Notes for Cabinet

seeking approval for the creation of contract positions;

Delays in receiving responses from the Personnel Department on

requests for Terms and Conditions of service for persons employed on
contract.

Delays in the execution of contracts.

Inadequately staffed Agencies during the intervening period resulting

in productivity being negatively affected;

Issues with interim salaries when final salaries were determined,

at a lower level, by the CPO; and

HR personnel possess limited capacity.

Recommendations
CABINET HAS GRANTED APPROVAL FOR THE
FOLLOWING:
Development of consolidated, rationalized and standardized job descriptions
and job titles in respect of positions in the following streams;
- Manipulative;
- Clerical;
- Secretarial;
- Human Resource Management;
- Communications; and
- Legal.
Establishment of salaries and other Terms and Conditions, as applicable,
for the positions mentioned above.
Establishment of six (6) year Contract Employment Staffing Plans for
Ministries and Departments.
Preparation of Contract Documents in house i.e. by Legal Units/Legal
Personnel of Ministries and Departments.

Expected Outcomes

Reduced timeframe for the contractual process due to:

- Standardized JDs and predetermined salaries and other
terms and conditions;
- The elimination of Piece meal approaches to the PMCD for
extensions or the creation of new contract positions;
- In-house preparation of all contract documentation;

Better execution by line agencies of their work/ action plans.

Overall, more effective and flexible management of the

contractual process by Permanent Secretaries/Heads of
Department.

PART TWO:
STANDARDIZED JOB
DESCRIPTIONS

Standardized Streams

Communications
Human Resources
Legal
Clerical and Secretarial
Manipulative

Manipulative
Fifty (50) Job Descriptions were reviewed, and it was
found that from the numerous positions across the
public service, three (3) generic positions can be
identified/ distinguished which are applicable to all
Ministries and their various needs in the Manipulative
class, these positions include:
Hospitality Attendant
Office Support Assistant
Driver (Courier)

Clerical and Administrative

A number of Business Operations, Clerical, Secretarial
and Administrative Job Descriptions were reviewed and
a senior level position was created to coordinate the
activities of the BOA Is and IIs. The resulting three (3)
levels are:
Business Operations Coordinator
Business Operations Assistant II
Business Operations Assistant I

Human Resources
EXISTING
Eighty-One (81) Job Descriptions
were reviewed and it was identified
that there are six (6) distinct
levels:

Head Human Resources

Senior Human Resource
Officer
Human Resource Officer III or
HR Officer with Specialist
functions
Human Resource Officer II
Human Resource Officer I or
HR Officer with operational
duties for specialist functions
Human Resource Assistant

Clear distinction was also made

in the job duties for Central and
Line Agencies.

AS AT FEBRUARY 15, 2013

The positions were

collapsed into three (3)
levels:
Central Agencies
- Head, Human
Resources
- Senior HR Specialist
- HR Specialist

Line Agencies
- Manager -Human
Resource
- Senior HR Analyst
- HR Analyst

Legal
EXISTING
Fifty-Three (53) Job Descriptions were
reviewed revealing two functional charts
being utilized which:
Included five (5) levels;

Director Legal Services

Senior Legal Officer
Legal Research Officer and Legal Officer II
Legal Research Assistant and Legal Officer I
Legal Secretary/Legal Clerk

Included seven (7) levels:

Head, Legal Services Division

Senior Counsel or Senior Advisor
Legal Counsel/ Adviser III and Legal
Research Counsel II
Legal Counsel/Adviser II and Legal
Research Counsel I
Legal Counsel/Adviser I
Paralegal Officer

AS AT FEBRUARY 15, 2013

The positions were collapsed
into the following six (6) levels:
-Director, Legal Services
-Senior Legal Officer
-Legal Officer II
-Legal Officer I
-Legal Research Officer
-Paralegal

Communications
AS AT
FEBRUARY 15, 2013

EXISTING
Ninety-four (94) Job
Descriptions were reviewed
and it was identified that
there are five (5) distinct
levels:
Head Corporate
Communications
Communications
Manager
Senior Communications
Officer
Communications Officer
Communications
Assistant

The positions were collapsed into

the following three (3) levels:
Central Agencies
-

Director, Government
Communications
Senior Government
Communications Specialist
Government Communications
Specialist

Line Agencies (Corporate

Communications)
-

Manager, Corporate
Communications
Senior Corporate
Communications Officer
Corporate Communications
Officer
Speech Writer (optional)
Graphic Designer (optional)

PART THREE:
APPLICATION OF SALARIES
AND TERMS AND CONDITIONS

Salaries And Other Terms And Conditions For Approved Positions In The
Clerical/Secretarial, Manipulative, Human Resource Management, Legal And
Communication Categories

Salaries and other terms and conditions for approved positions

may be found in APPENDIX 2 of PD Circular Memorandum dated
January 18, 2013
APPENDIX 2A

: CLERICAL/SECRETARIAL CATEGORY
: MANIPULATIVE CATEGORY
: HUMAN RESOURCE MANAGEMENT
CATEGORY

APPENDIX 2B

: LEGAL CATEGORY

APPENDIX 2C

: COMMUNICATIONS CATEGORY

PD Circular memorandum re Changes in administrative arrangements in

respect of Contract Employment in the Public service

Note:
Salaries for the identified job categories were revised. Appendix 2 of
PD Circular Memorandum dated August 16, 2012 was rescinded and
should be disregarded.
PD Circular dated August 16, 2012 has been replaced by PD Circular
Memorandum dated January 18, 2013.
Effective date of PD Circular Memorandum dated January 18, 2013
is February 15, 2013
Requests for the determination of terms and conditions of employment
of individuals employed from February 15, 2013 in the job categories
identified in paragraph 3(i) of PD Circular Memorandum dated Jan 18,
2013 shall no longer be submitted to the PD.

Salaries And Other Terms And Conditions For Approved Positions In the
Clerical/Secretarial, Manipulative And Human Resource Management Categories
Implementation 1

In addition to the new implementation date, the salaries and allowances,

where relevant, for the identified categories at Appendix 2 of the PD
Circular dated Jan 18, 2013, have been reviewed and revised.
The approved salaries and other terms and conditions set out in Appendix 2
shall apply only to persons employed, on contract, on or after February 15,
2013 who satisfy all the requirements set out in the relevant job descriptions
at Appendix 1 of the said PD Circular dated Jan 18, 2013.
The salaries which have been established are based on the number of years
of a persons employment, on contract, in the same or similar position in the
Public Service or a Statutory Authority subject to the Statutory Authorities
Act.

Salaries And Other Terms And Conditions For Approved Positions In the
Clerical/Secretarial, Manipulative And Human Resource Management Categories
Implementation 2

Example, if an individual had been employed previously, on contract,

for a period of three (3) continuous years as a BOA I in the Public
Service, whether or not in the same Ministry/Department account
should be taken of that period of employment in determining his/her
salary for a subsequent period of employment in determining his/her
salary for a subsequent period of employment.
In such a case, he/she should be paid the salary applicable to a
person with three (3) years and more but less than six (6) years
service.

APPENDIX
2A

Salaries And Other Terms And Conditions For Approved Positions In the
Clerical/Secretarial, Manipulative And Human Resource Management Categories
Appendix 2A
CLERICAL/SECRETARIAL CATEGORY
NAME OF POSITION

SALARY
February 15, 2013 to December 31,
January 1, 2014 to December 31, 2016
2013

Business Operations Coordinator

with less than 3 yrs service

$9,250

$9,850

Business Operations Coordinator

with 3 yrs and more but less
than 6 yrs service

$9,650

$10,300

Business Operations Coordinator

with 6 yrs and more service

$9,850

$10,500

Business Operations Assistant II

with less than 3 yrs service

$7,500

$8,000

Business Operations Assistant II

with 3 yrs and more but less
than 6 yrs service

$8,200

$8,750

Business Operations Assistant II

with 6 yrs and more service

$8,700

$9,300

Business Operations Assistant I

with less than 3 yrs service

$4,750

$5,150

Business Operations Assistant I

with 3 yrs and more but less
than 6 yrs service

$5,100

$5,500

Business Operations Assistant I

with 6 yrs and more service

$5,400

$5,800

Salaries And Other Terms And Conditions For Approved Positions In the
Clerical/Secretarial, Manipulative And Human Resource Management Categories

Business Operations Assistant I

1st Contract

Driver /Courier
2nd Contract (Duration of 1

sT

Contract was 3 yrs in the

Public service)

Duration of Contract:
Nov 1, 2013 to October 31, 2016 (3yrs)
Salary:
Nov 1, 2013 to Dec 31, 2013:
$4750
Jan 1, 2014 to May 31, 2016:
$5150.00

Duration of Contract:
June 1, 2013 to May 31, 2016 (3yrs)
Salary:
June 1, 2013 to Dec 31, 2013:
$5350
Jan 1, 2014 to October 31, 2016:
$5750

Salaries And Other Terms And Conditions For Approved Positions In the
Clerical/Secretarial, Manipulative And Human Resource Management Categories
SALARY
NAME OF POSITION

February 15, 2013 to December 31, January 1, 2014 to December 31,

2013
2016

Business Operations Assistant II

with less than 3 yrs
service
Business Operations Assistant II
with 3 yrs and more
but less than 6 yrs service
Business Operations Assistant II
with 6 yrs and more
service

Business Operations Assistant II

(previous contract 3yrs)
Minimum Experience and Training:
-4 yrs experience performing
clerical duties
-5 GCE/CXC O Levels passes

$7,500

$8,000

$8,200

$8,750

$8,700

$9,300

Jobs
are
not
the
same

Business Operations Assistant II

(Current JD contained in New Circular
dated Jan 18, 2013)
Minimum Experience and Training of
standardized JD:
-4 yrs experience performing
clerical/secretarial and
administrative support duties
-Cert. in Public Admin or Advanced
Business Executive Diploma

Items to Note
In using Appendix 2(A,B,&C) one would have
observed that some of the job titles contained therein
are identical to those being used for some existing
contract positions in the Public Service :
Business Operations Assistant I and II
Driver/Courier
Human Resource Specialist
It is important to note that the salaries at Appendix
2 are only applicable to the positions for which job
descriptions have been provided at Appendix 1 in
PD Circular Memorandum dated January 18,
2013.

Items To Note
Central HR Agencies: PD, MPA &SCD

Human
Resource
Management
Category

o Head, Human Resource

o Senior Human Resource Specialist
o Human Resource Specialist

Ministries/Departments other than where

specified
o Manager, Human Resource
o Senior Human Resource Analyst
o Human Resource Analyst

Salaries And Other Terms And Conditions For Approved Positions In the
Clerical/Secretarial, Manipulative And Human Resource Management Categories

In the case of Legal positions outlined in Appendix 2B, except in the case
of the position of Legal Officer I, salaries are to be determined on the
experience of an individual as a practicing Attorney-at-Law.
An Attorney-at-Law is an individual who possesses the Legal Education
Certificate (LEC) or a recognized equivalent.
The experience may have been gained inside or outside the Public
Service.
In respect of the Legal Officer I the relevant experience must have gained
in the Public Service only.

Appendix 2B
LEGAL CATEGORY
SALARY
NAME OF POSITION

ALLOWANCES

February 1, 2013 to
December 31, 2016

Transport Facilities

Subsistence
(per day)

Transport
Motor Vehicle Allowance
Loan
(per month)

Special
Allowance
(per
month)

Director Legal Services

with 10 yrs to 15 yrs experience
as a practicing Attorney- at- Law

$19,800

$140,000

$2,500

$100

$2,700

Director Legal Services

with more than 15 years
experience as a practicing Attorney- at -Law

$20,100

$140,000

$2,500

$100

$2,700

Senior Legal Officer

with 8 yrs to 10 yrs experience
at a practicing Attorney- at -Law

$19,100

$140,000

$2,500

$100

$2,500

Senior Legal Officer

with more than 10 yrs
experience as a practicing Attorney- at- Law

$19,600

$140,000

$2,500

$100

$2,500

Legal Officer II
with 4 yrs to 6 yrs yrs
experience as a practicing Attorney -at- Law

$15,900

$140,000

$2,500

$100

$1,500

Legal Officer II
with more than 6 yrs experience
as a practicing Attorney- at -Law

$16,300

$140,000

$2,500

$100

$1,500

Appendix 2B

LEGAL CATEGORY
NAME OF POSITION

SALARY
February 1, 2013 to
December 31, 2016
1st & 2nd
3 Year of
Year of
Contract
Contract

ALLOWANCES
Transport Facilities
Subsistenc
e (per day)
Motor
Transport
Vehicle
Allowance
Loan
(per
month)

Legal Officer I
with less than two (2)
continuous yrs as a practicing
Attorney- at -Law
in the service of
Government

$9,600

$12,400

$140,000

$2,200

$100

$12,400

$12,800

$140,000

$2,200

$100

(less than 2 yrs as at the point of

engagement)
Legal Officer I
with two (2)
and more continuous yrs experience
as a practicing Attorney- at -Law
in the service of Government
(2 or more yrs as at the point of
engagement)

LEGAL CATEGORY
NAME OF POSITION

Legal Research Officer

with
less than 3 yrs service
Legal Research Officer
with 3
yrs and more but less than 6 yrs
service
Legal Research Officer
with 6
yrs and more service
Paralegal
with less
than 3 yrs service
Paralegal
with 3 yrs
and more but less than 6 yrs
service
Paralegal
with 6 yrs
and more service

TRANSPORT ALLOWANCE
(per month)
Up to
With effect
February 1, 2013 January 1, 2014 to
December from January
to December 31,
December 31,
31, 2013
1, 2014
2013
2016
SALARY

$8,750

$9,200

$650

$800

$9,000

$9,450

$650

$800

$9,250

$9,700

$650

$800

$7,950

$8,350

$650

$800

$8,200

$8,600

$650

$800

$8,450

$8,850

$650

$800

Ministry of Communications
o Director- Government Communication
o Senior Government Communications
o Specialist
Communications
Category

o Government Communications Specialist

Ministries/Departments
o Manager, Corporate Communications
o Senior Corporate Communications Officer
o Corporate Communications

Clarification
Scenario
Mr. Y is currently employed on contract as a BOA I. His contract will come
to an end by Feb 16, 2013. He does not satisfy the minimum requirements
of the BOA I as per Appendix 1 PD Circular dated Jan 18, 2013
The Ministry he is assigned to is of the view that it is appropriate to reemploy Mr. Y in the same or similar capacity as BOA I (and re-employs Mr.
Y as a BOA I on or after February 15, 2013).
Provision
Where an individual who is currently employed on contract is re-employed
for a new contractual period on or after February 15, 2013 and does not
satisfy the minimum requirements of the job and an organization is of the
view that it is desirable that the person be re-employed in the same or
similar capacity, he/she shall be engaged for a period not exceeding one (1)
year and shall be paid the salary and other terms and conditions, where
applicable, approved by the CPO in respect of his/her previous period of
employment and not the relevant salary set out in Appendix 2 of PD
Circular dated Jan 18, 2013

Clarification
Scenario
Mr. As, contract as a Driver/Courier ended on or after February 15, 2013. On
completion of the contract he was immediately re-employed in the same or similar
position and under that contract was in receipt of a salary approved by PD which is
higher than that payable under PD Circular Memorandum dated Jan 18, 2013.
Provided that Mr. A :
possess the same requirements as the standardized position of Driver/Courier at
Appendix 1 in the PD Circular dated Jan 18, 2013
duties and responsibilities are same or similar to standardized position of
Driver/Courier at Appendix 1 in the PD Circular dated Jan 18, 2013
salary was previously approved by PD or Cabinet (not interim salary)
was immediately re-employed.
Provision
In the event that, immediately on completion of his/her current contract, an
individual is re-employed in the same or a similar position and under his previous
contract he/she was in receipt of a salary approved by the CPO which is higher that
that payable under the terms of this PD Circular dated Jan 18, 2013, that individual
shall retain the higher salary as personal to him/her for the duration of his/her
contract. Should the salary of the contract position overtake his/her personal salary
at any time during the period of his/her employment on contract, he/she shall be
paid the appropriate salary applicable to the position.

Finally And Important To Note

Terms And Conditions Of

Employment Other Than Salary
Absolutely no amendments are to be made to the
approved documents except for the contracts for
individual employees.
Such amendments would be in respect of the
salary, allowances and leave applicable to the
person engaged.
Vacation Leave
Vacation Leave eligibility is based on:
- Salary
- Service
- Duration of contract

Terms And Conditions Of

Employment Other Than Salary
Vacation Leave eligibility is based on:
Salary
Salary of up to $5,000 per month -15 working days
in respect of each twelve (12) month period.
Salary in excess of $5,000 per month - 20 working
days in respect of each twelve (12) month period.

Terms And Conditions Of

Employment Other Than Salary
Vacation Leave eligibility is based on:
Service
Six (6) or more years of continuous service on
contract = 5 additional working days from the
seventh (7th) year
Duration of Contract
There is no entitlement to leave or other terms,
except for salary and allowances, as applicable,
where the term of engagement is of less than one
(1) years duration.

Terms And Conditions Of

Employment Other Than Salary
Vacation and Sick Leave should not be pro-rated
except in instances where a person is being employed
for the remainder or unexpired period in a position
which was activated. Such term of engagement
should comprise of one year plus a part of another
year.
Example
A person is employed for one year and eight months
and is eligible for 20 working days Vacation Leave.
His/her eligibility would be as follows:
20 working days in respect of the first 12
month
period; and
13 working days in respect of the remaining
eight months
8/12 x 20 = 13.3 whole days only are to be counted

Terms And Conditions Of

Employment Other Than Salary
Vacation Leave entitlement
Where a person terminates his/her contract, that
person is only entitled to Vacation Leave in respect
of each completed 12 month period.
If the person had been granted Vacation Leave
before completing the 12 month period in respect of
the 2nd or 3rd year, that person would have been
overpaid and in that case the relevant accounting
procedures should be followed.

Terms And Conditions Of

Employment Other Than Salary
Motor Vehicle Loan
Where approved, should not be included in
contracts of less than three years duration.

Terms And Conditions Of

Employment Other Than Salary
Subsistence Allowance payable at the applicable rate

when required to travel beyond a radius of

sixteen
(16)
kilometres
from
official
headquarters and where it is necessary to
purchase a meal (s); and

when on duty in Trinidad, in the absence of

the provision of any meal(s).

Terms And Conditions Of

Employment Other Than Salary
Maternity Leave
Applicable to female employees in accordance with
the Maternity Protection Act, Chap. 45:57 and Act
No. 7 of 2012.
Employment with Government for a period of not
less than twelve continuous months.
Gratuity
Not to be included for persons who hold substantive
appointments in the Civil/Teaching Service.

PART FOUR: PREPARATION OF

CONTRACTS OF EMPLOYMENT

Contracts of Employment
The approved terms and conditions of persons
employed, on contract, other than salary and
allowances are outlined in Schedules.
Schedules form part of the contract.
Schedule to be used, as detailed at Appendix 4, is
based on the following:
-

Duration of term of engagement;

Male or female employee;
Whether transport facilities are applicable; and
Whether the person engaged is a public officer or
non-public officer.

Contracts of Employment
Refer to Appendix 3 of Folder for Sample Contracts to
be utilized for the employment of individuals, on
contract; and
Refer to Appendix 4 of Folder for Schedules Outlining
Conditions Of Contract.

Monitoring of New Arrangements

Copies of all contracts of employment executed on or
after February 15, 2013 as well as incumbents
Curriculum Vitae are to be submitted electronically
to the Personnel Department in PDF format within
one (1) month of the date of execution of the relevant
contract.

PART FIVE:
NEXT STEPS

Next Steps

HR Divisions to meet with their contract employees individually

or by division to:

sensitize them to the changes to be effected as at 15.02.13;

sensitize staff on the transition arrangements.

HR Divisions to confer with PMCD to determine alignment of

position to standardize JD and the requisite number of
employees per Organizational Structure;

Legal Divisions to ensure that contracts are aligned to the

peculiar nature of each contract of employment as per the
identified schedules;

PMCD to work with line agencies to develop their 6 year

Contract Employment Staffing Plans with effect from February
1, 2013;

MPA to work on standardization of JDs in other streams such

as Information Technology, Monitoring and evaluation etc. in
Phase Two of the programme.

QUESTIONS OR CONCERNS
Contact:
Laura Seupersad: seupersadl@mpa.gov.tt
Eden Pope: popee@mpa.gov.tt
623-4724
Laura ext 2239
Eden ext 2228

Gold to Diamond Queries:

goldtodiamond@mpa.gov.tt

QUESTIONS AND
COMMENTS

MINISTRY OF PUBLIC ADMINISTRATION