P.120 Rev.01

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Code: P.

120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 2 of 19
LIBYA BRANCH

1. Scope of the Procedure

This Procedure describes the methods of selection, training and evaluation of


Company’s personnel.

2. Field of application of the Procedure and responsibilities

This Procedure is applied to the whole Company and concerns all personnel.

Responsible for its application are:


- The Branch Management;
- The Area Managers;
- The Construction Manager;
- The Senior Area Agents;
- The Departments Heads;
- The Chief Administrator;
- The Project Managers;
- The Site Managers;
- The Quality Department Head;
- The HSE Department Head.

3. Description of the Procedure

3.1. Selection of personnel

3.1.1. General

3.1.1.1. Personnel selection is based on:

Specific Company manpower requirements;


Level of competence;
Market conditions;
Conformance to the legislative requirements (Labour Laws) of the country
of operations.

In particular, the manpower selection process pays special attention to the following
elements:

- Level of training (Degree, Diploma, vocational training, training on the job);


- Years of experience;
- Versatility (Multifunctional);
Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 3 of 19
LIBYA BRANCH

- Adaptability (Overseas experience);


- Communication skills;
- Age.

3.1.1.2. After the completion of the selection process the respective supervisors
brief the recruited personnel about their assigned duties, while the Quality and HSE
Department Heads are responsible for their training on the issues concerning the
Company’s QESH System.

3.1.1.3. A file with the CV's of key personnel is kept (Forms F3-P.120). This file is
revised with data (e.g. participation in new projects) on an annual base and may be
in the form of electronic media.

The key personnel file contains copies of diplomas, training certificates etc.

3.1.2. Manpower requirements

In principal, for the Libya Branch, the manpower requirements arise from the need to
provide personnel for offices and sites.
Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 4 of 19
LIBYA BRANCH

3.1.3. Recruitment process outline

3.1.3.1. Manpower requirement for Tripoli, Benghazi and Sirt

Flowchart Responsible Forms

Manpower Requirement Head of respective F7-P.120


Department (RRF)

Forward RRF to:


- Area Manager
Head of respective
- Chief Administrator
Department
- Construction Manager

Is the manpower
requirement NO
Chief Administrator F7-P.120
approved? (RRF)
(meeting)
Inform
Department Head
Chief Administrator
YES

Forward RRF with copies of the minutes of


meeting and supporting documents to the Chief Administrator
Human Resources in Company Head
Offices for further processing

HR in Company
Recruitment
Head Offices

Chief Administrator
Training on working position Quality & HSE
requirements and QESH induction Department Heads
Supervisor
Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 5 of 19
LIBYA BRANCH

3.1.3.2. Manpower for Project Execution

Flowchart Responsible Forms


Construction Manager
Preparation of manpower forecast Senior Area Agents
Project Managers

Construction Manager
Finalization and approval of manpower forecast Senior Area Agents
(major projects) Project Managers
Branch Management
Chief Administrator
Forward manpower forecast to Tripoli:
- Planning Department
- Financial Department Chief Administrator
- Financial Controller
- Chief Administrator

Planning for Chief Administrator


required manpower Planning Department
Recruitment

Preparation of Re-assignment
Chief Administrator
Recruitment Requirement Planning Department
Plan (RRP)
Forward re-assigning
documents to the
Human Resources in
Chief Administrator
Company Head Offices
for further processing

Is the RRP NO
approved? Branch Management

YES

Forward RRP and supporting documents Chief Administrator


to the Human Resources, Administration
and Financial Departments in Company
Head Offices for further processing

Recruitment HR Company Head


Offices

Training on working position Supervisor


and QESH induction Quality & HSE
Department Heads
Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 6 of 19
LIBYA BRANCH

3.2. Personnel assessment

3.2.1. General

To comply with the QESH Management System requirement, the Company operates
a job appraisal and training identification system where each individual’s
performance is assessed after each job or yearly. The assessment report is reviewed
by the supervisor and Department Head and used to identify any immediate training
requirements.

3.2.2. Personnel assessment process

Form Responsible Communication Filing Frequency


Senior staff F4-P.120 Supervisors Resident Manager Financial Annually
Financial Controller Controller
Foremen F5-P.120 Supervisors Resident Manager Financial Annually
Financial Controller Controller
Tradesmen F6-P.120 Supervisors Resident Manager Planning At least
Construction Manager Department annually
Financial Controller

3.3. Personnel training

3.3.1. Training needs identification

The supervisors define their staff’s training needs by estimating and comparing the
position’s requirements with the actual qualifications of the person that currently
holds the position.

During the identification of the training needs, the level of competence and
awareness that the Company wishes its personnel to reach is taken into account.

Training is also performed whenever the Branch Management considers there is a


need for individual or group training of the personnel (e.g. after the completion of a
project during which problems arose from the personnel’s insufficient knowledge).

3.3.2. Training assessment

3.3.2.1. The knowledge that the personnel acquired during the training programmes
is assessed at random by the use of:
- Interviews;
- Appropriate questionnaires;
- Tests, when evaluating practical training.
Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 7 of 19
LIBYA BRANCH

Assessment is conducted by the trainee’s supervisor, the trainer or the Quality and
HSE Department Heads.

The assessment results are recorded on the Training Registration Form F2-P.120
(as comments), where all relevant documents are attached.

3.3.2.2. All training records are kept by the Quality and HSE Department Heads (for
their area of responsibilities), who prepare an annual training assessment where,
among others, the following are recorded:
- Number of trainees;
- Training man-hours (total and per trainee);
- Categories of personnel trained (management, engineers, foremen, tradesmen,
drivers etc);
- Particular modules of the training analyzed as for trainees and man-hours.

These assessments are then forwarded to the Chief Administrator.


Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 8 of 19
LIBYA BRANCH

3.3.3. Training process outline

Flowchart Responsible Forms

Definition of job specification Department Head

Is the skills YES


evaluation Department Head
satisfactory?
No other
action
NO required

Training needs identification


Department Head

Training needs communication to


Quality Department Head Department Head

Training planning preparation Quality Department F1-P.120


Head
Department Heads

Is the training NO
planning Resident Manager
approved?

YES
Department Head
Training implementation Quality and HSE
Department Heads

Is the training Trainer


NO
assessment Trainee’s Supervisor F2-P.120
satisfactory?

YES
Quality and HSE
Recording Department Heads F2-P.120

Forward assessments to Chief Administrator Quality and HSE


Department Heads
Code: P.120/1

PERSONNEL ADMINISTRATION
JOANNOU & PARASKEVAIDES
(Overseas) LTD Page: 9 of 19
LIBYA BRANCH

4. Forms

F1-P.120 Planning of Training Activities (page 10 of 19)


F2-P.120 Training Registration (page 11 of 19)
F3-P.120 Curriculum Vitae (pages 12,13,14 of 19)
F4-P.120 Senior Staff Assessment Form (page 15,16 of 19)
F5-P.120 Foremen Assessment Form (page 17 of 19)
F6-P.120 Classification Form (page 18 of 19)
F7-P.120 Recruitment Request Form (RRF) (page 19 of 19)

5. Records

All records concerning a particular employee are maintained for as long as the
employee stays with the Company and they are rejected afterwards.

All training records are kept for ten (10) years and they are then scrapped.

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