Document Code: NeftalyP408
Approved By: Chief Executive Officer (CEO)
Date Approved: 09 December 2025
Review Date: 10 November 2026
Policy Owner: Neftaly Chief Human Capital Officer, NeftalyCHCR
NeftalyP408-1 Overview
NeftalyP408-1-1 The Neftaly Human Capital Replacement Management Policy (NeftalyP408) establishes the framework for replacing Human Capital members who resign, are terminated, redeployed, incapacitated, unavailable, or reassigned.
NeftalyP408-1-2 This policy ensures a consistent, efficient, fair, transparent, and strategic replacement process across all Neftaly Royal Divisions. Replacement management is essential to maintain uninterrupted service delivery, protect productivity, and ensure organisational stability.
NeftalyP408-2 Purpose
NeftalyP408-2-1 This policy aims to:
- NeftalyP408-2-1-1 Provide clear guidelines for identifying the need for replacements.
- NeftalyP408-2-1-2 Establish efficient procedures for processing and approving replacements.
- NeftalyP408-2-1-3 Ensure that skills gaps are filled promptly and appropriately.
- NeftalyP408-2-1-4 Minimize disruptions in operations due to Human Capital changes.
- NeftalyP408-2-1-5 Maintain fairness, transparency, and accountability in replacement decisions.
- NeftalyP408-2-1-6 Ensure all replacements align with Neftaly’s strategic and operational needs.
NeftalyP408-3 Scope
NeftalyP408-3-1 This policy applies to:
- NeftalyP408-3-1-1 All Neftaly Human Capital (Officers, Deputy Chiefs, Royal Directors, Executives, Non-Executive Members).
- NeftalyP408-3-1-2 All Neftaly Royal Divisions, programs, offices, projects, and digital units.
- NeftalyP408-3-1-3 Replacement of any Human Capital position, including:
- Permanent positions
- Temporary roles
- Contract or project-based roles
- Volunteer and internship roles
- Leadership positions
- Committee membership roles
NeftalyP408-4 Policy Statement
NeftalyP408-4-1 Neftaly is committed to ensuring continuity in operations by implementing a structured replacement management system. All decisions must be justified, documented, and aligned with Neftaly Human Capital strategy, budget, and operational requirements.
NeftalyP408-4-2 No Human Capital shall be replaced without following the official approval, evaluation, and documentation procedures.
NeftalyP408-5 Types of Replacement Covered
NeftalyP408-5-1 Planned Replacement
- NeftalyP408-5-1-1 Occurs when:
- Contract end dates are known
- Retirement is scheduled
- Transfers or promotions are planned
- Strategic restructuring is approved
NeftalyP408-5-2 Unplanned Replacement
- NeftalyP408-5-2-1 Occurs when:
- Resignations happen unexpectedly
- Termination takes place
- Health or personal emergencies occur
- Performance-related changes are required
NeftalyP408-5-3 Temporary Replacement
- NeftalyP408-5-3-1 Leave cover (sick leave, maternity leave, study leave, etc.)
- NeftalyP408-5-3-2 Project-based replacements
- NeftalyP408-5-3-3 Relief replacements
NeftalyP408-5-4 Emergency Replacement
NeftalyP408-5-4-1 Used during critical operational needs, safety risks, or urgent project demands.
NeftalyP408-6 Core Principles
- NeftalyP408-6-1 Consistency: All replacements follow the same standardized procedures.
- NeftalyP408-6-2 Fairness: Replacement decisions are unbiased and documented.
- NeftalyP408-6-3 Transparency: Justifications must be clear and accessible for audit.
- NeftalyP408-6-4 Competency: Replacements must match required skills and standards.
- NeftalyP408-6-5 Continuity: Replacement ensures uninterrupted service delivery.
- NeftalyP408-6-6 Compliance: All processes must follow Neftaly Human Capital regulations.
NeftalyP408-7 Replacement Management Procedures and Processes
NeftalyP408-7-1 Identification of Replacement Need
- NeftalyP408-7-1-1 A replacement need is identified when:
- A Human Capital member resigns (via written notice).
- Contract or term is ending.
- A removal, suspension, transfer, promotion, or termination occurs.
- A position becomes vacant for any reason.
- Operational needs require additional coverage.
- NeftalyP408-7-1-2 The Officer must document this using:
- NeftalyF408-01 Replacement Need Identification Form
NeftalyP408-7-2 Vacancy Notification Process
- NeftalyP408-7-2-1 The Officer must notify:
- Deputy Chief
- Royal Director
- CHCO (for oversight)
- NeftalyP408-7-2-2 Notification documented using:
- NeftalyF408-02 Vacancy Notification Form
- NeftalyP408-7-2-3 The role is added to the NeftalyD408-01 Replacement Register.
NeftalyP408-7-3 Job Evaluation and Position Review
- NeftalyP408-7-3-1 The Royal Director, with CHCO support, must review:
- Current job description
- Required skills
- Budget availability
- Performance needs
- Whether replacement is essential or role should be restructured
- NeftalyP408-7-3-2 This step is recorded using:
- NeftalyT408-01 Replacement Evaluation Checklist
NeftalyP408-7-4 Approval to Replace
Approvals follow these levels:
| Replacement Type | Approver |
|---|---|
| Temporary Replacement | Deputy Chief |
| Standard Replacement | Royal Director |
| Leadership Position Replacement | CHCO |
| Strategic or High-Level Replacement | CEO |
Approval documented using:
- NeftalyF408-03 Replacement Approval Form
NeftalyP408-7-5 Recruitment or Assignment Process
Upon approval, replacement proceeds in one of the following ways:
NeftalyP408-7-5-1 External Recruitment
Handled through Neftaly Recruitment Policy (NeftalyP394).
NeftalyP408-7-5-2 Internal Reassignment
- Appointment or transfer of existing Human Capital.
- Must be approved by CHCO.
NeftalyP408-7-5-3 Acting Appointment
Temporary acting appointment documented using:
- NeftalyF408-04 Acting Appointment Form
NeftalyP408-7-5-4 Succession Placement
From talent pool or leadership pipeline.
NeftalyP408-7-6 Onboarding of Replacement
Replacement Human Capital must undergo onboarding per NeftalyP327.
Officer completes:
- NeftalyD408-02 Replacement Onboarding Log
NeftalyP408-7-7 Handover Procedure
- NeftalyP408-7-7-1 Where possible, outgoing member must provide:
- Documents
- Files
- Password return
- Project updates
- Assigned resources
- NeftalyP408-7-7-2 Documented using:
- NeftalyF408-05 Replacement Handover Form
NeftalyP408-7-8 Confirmation and Monitoring
For 1–3 months, Officer monitors performance and integration using:
- NeftalyF408-06 Replacement Monitoring Report
CHCO must review placement effectiveness quarterly.
NeftalyP408-7-9 Replacement Closure
Once integration is successful:
- Officer closes case
- Replacement entry updated in Replacement Register
- Closure documented using:
- NeftalyF408-07 Replacement Closure Form
NeftalyP408-8 Roles and Responsibilities
| Role | Responsibilities |
|---|---|
| CEO | Approves high-level and strategic replacements. |
| CHCO | Oversees replacement processes, audits compliance, approves leadership replacements. |
| Royal Directors | Identify needs, conduct evaluation, approve standard replacements. |
| Deputy Chiefs | Support evaluation, recommend temporary replacements. |
| Officers | Document processes, maintain registers, coordinate onboarding and handovers. |
| Human Capital | Submit handover details, comply with exit or transfer procedures. |
NeftalyP408-9 Documents, Templates and Forms
| Code | Document / Template |
|---|---|
| NeftalyF408-01 | Replacement Need Identification Form |
| NeftalyF408-02 | Vacancy Notification Form |
| NeftalyT408-01 | Replacement Evaluation Checklist |
| NeftalyF408-03 | Replacement Approval Form |
| NeftalyF408-04 | Acting Appointment Form |
| NeftalyD408-01 | Replacement Register |
| NeftalyD408-02 | Replacement Onboarding Log |
| NeftalyF408-05 | Replacement Handover Form |
| NeftalyF408-06 | Replacement Monitoring Report |
| NeftalyF408-07 | Replacement Closure Form |
| NeftalyR408-01 | Quarterly Replacement Compliance Report |
NeftalyP408-10 Compliance and Monitoring
- NeftalyP408-10-1 CHCO conducts quarterly audits.
- NeftalyP408-10-2 Any unauthorized replacements are violations of Human Capital protocols.
- NeftalyP408-10-3 Compliance reports submitted to CEO quarterly.
- NeftalyP408-10-4 Non-compliance may lead to disciplinary action.
NeftalyP408-11 Review and Evaluation
NeftalyP408-11-1 This policy will be reviewed annually or sooner if:
- NeftalyP408-11-1-1 High turnover occurs
- NeftalyP408-11-1-2 Organisational restructuring is implemented
- NeftalyP408-11-1-3 New replacement categories emerge
NeftalyP408-11-2 Policy revisions require CEO approval.
NeftalyP408-12 Frequently Asked Questions (FAQs)
Q1: Can positions be frozen instead of replaced?
A: Yes, depending on financial or strategic considerations.
Q2: Can an intern or volunteer be used as a replacement?
A: Only for temporary roles and with CHCO approval.
Q3: What if an outgoing employee refuses to cooperate during handover?
A: Officer must escalate immediately to Deputy Chief and CHCO.
Q4: Can a replacement begin before approval?
A: No, this is a policy violation.
Q5: How quickly must emergency replacements be done?
A: Within 24–48 hours.
Approved By:
Neftaly Malatjie
Chief Executive Officer