Tailoring Section SOP

Ghana Immigration Service
Standard Operating
Procedure
Tailoring Section
Prepared by: Nana T. Chinbuah

ntchin5@gmail.com
Tailoring Section Standard Operating Page 1 of

SECTION TAILORING
POLICY / LAW / REGULATION / DIRECTIVE
PURPOSE
The Tailoring Section of the Ghana Immigration Service

 Tailor the proper uniform to meet the dress code for all Recruits and Serving Officers
CONTENTS
PROCEDURES
A. SUPERVISING OFFICER ATTENDANCE
B. SEWING UNIFORMS
B.1. Body Measurements
B.2. Fabric
B.3. Sewing
C. PURCHASE OF SUNDRY ITEMS
D. REPAIRS
E. RECRUITMENT OF STAFF AND PROCUREMENT OF EQUIPMENT
F. REGIONAL TAILORING UNITS
ABBREVIATIONS
Deputy Director, Finance and Administration DD/F&A
Ghana Immigration Service GIS
Officer in Charge OIC
Stores Officer in Charge OIC/S
Second-in-Command Tailoring Section 2IC/TS
Officer-in-Charge Tailoring Section OIC/TS

PROCEDURES
A. SUPERVISING OFFICER ATTENDANCE
A.1. Officers-in-Charge should supervise all Junior Officers (JO) and ensure they
sign the Daily Attendance Book.
A.1.i. All JO must report to work promptly by 8:30 am daily.
A.1.ii. All JO who may be late should call and inform their Officer-in-Charge
ahead.
A.1.iii. The Officer-in-Charge should rule a line in the Attendance Book after 8:30
am.
A.2. Officers-in-Charge should question JO(s) who arrive late and if their reason for
the lateness is not legitimate, a verbal caution should be given. A JO may
receive a maximum of three (3) verbal warnings.
A.3. Officers-in-Charge should also verbally caution a JO who shows gross
dereliction of duty or insubordination.
A.4. If a JO receives more than three (3) verbal warnings, the Officers-in-Charge
should write a query citing all the times the Officer has been tardy.
A.4.i. The JO should be served with a copy of the query and a copy should be put
on the JO’s personal file.
A.5. The JO must respond to the query to justify his/her behaviour.
A.6. If Officers-in-Charge is not satisfied with the justification, Officers-in-Charge
should refer it to Deputy Director Finance and Administration recommending a
summary trial.
A.7. If the Deputy Director Finance and Administration approves, a summary trial
should be organized accordingly.
B. SEWING UNIFORMS
B.1. Body Measurements
B.1.i. The Tailoring Section Officer-in-Charge (OIC/TS) should receive a call from
the GIS Stores Unit OIC (OIC/SU) to measure newly recruited and serving
Officers as and when necessary.
B.1.ii. The Tailoring Section Second-in-Command (2IC/TS) should physically
measure all newly recruited and serving Officers and say aloud the
measurements for the OIC/TS to record in the Measurement Notebook.
B.2. Fabric
B.2.i. OIC/TS should
B.2.i.a. Analyze the measurements to determine the number of yards of
fabric needed to sew the uniforms.
B.2.i.b. Inform the OIC/SU of the number of yards of fabric needed by
going to Headquarters and filling out a requisition form at Stores
Unit for the fabric to be supplied.
B.2.ii. When the OIC of Stores Unit delivers the requested fabric to the Tailoring
Section, the OIC/TS should receive the fabric; crosscheck to ensure the
number of yards delivered is adequate and secured them in a locked room.

B.3. Sewing
B.3.i. The OIC/TS should handover the fabric to the 2IC/TS to cut the fabric into
the uniform pattern pieces.
B.3.ii. The 2IC/TS should
B.3.ii.a. Cut up the fabric into the standard GIS uniform pattern pieces
using the correct measurement of recruits and Officers as recorded,
and
B.3.ii.b. Submit the fabric pieces to the OIC/TS.
B.3.iii. The OIC/TS should distribute the fabric pieces to Tailors in the section and
supervise the sewing. The quota for each Tailor is to complete sewing in:
B.3.iii.a. A day, one (1) Junior Officer Uniform (jacket and skirt/trousers).
B.3.iii.b. Two (2) days, one (1) Senior Officer Uniform (jacket and
skirt/trousers).
B.3.iv. The OIC/TS should receive sewn Uniforms from Tailors and
B.3.iv.a. Ensure the finished Uniforms are accurately sewn and properly
ironed by the Tailors,
B.3.iv.b. Tally finished Uniforms against the number of Recruits and Officers
measured, and
B.3.iv.c. Label the finished Uniforms with the Officer’s names and package
Uniforms.
B.3.v. The OIC/TS should inform Stores Unit when the Uniforms are ready for the
OIC/SU to arrange for the collection of finished Uniforms from the Tailoring
Section.
C. PURCHASES OF SUNDRY ITEMS

C.1. The OIC/TS should
C.1.i. Obtain and consider price quotations for sundry items such as thread,
scissors, needles, buttons, etc.,
C.1.ii. Submit three competitively priced invoices to the Deputy Director, Finance
and Administration (DD/F&A) through the OIC/SU seeking approval to
purchase the items.
C.2. After receiving approval and the funds, the OIC/SU should call and handover
the cash to the OIC/TS for the items to be purchased.
C.3. The OIC/TS should purchase the items for the Tailoring Unit and submit
receipts to the OIC/SU.
D. REPAIRS
D.1. The OIC/TS should
D.1.i. Seek approval for services of the approved technician or
D.1.ii. Obtain and consider price quotations from technicians to repair tailoring
machines,
D.1.ii.a. Submit three competitively priced invoices to the DD/F&A through
the OIC/SU seeking approval to repair broken-down tailoring
machines.

D.1.ii.b. After receiving approval, the OIC/SU should give the OIC/TS the
go-ahead to ensure necessary repairs are made.
D.1.ii.c. The OIC/TS should invite the repairer with the most competitive
price quotation to repair the broken-down tailoring machines.
D.2. After the repairs are satisfactorily completed, the OIC/TS should forward the
bill to OIC/SU to processes payment for works done. After approval from the
DD/F&A, the Finance Section will release a Cheque/ Cash to the repairer for
payment of works satisfactorily done.
E. RECRUITMENT OF STAFF AND PROCUREMENT OF EQUIPMENT

E.1. The OIC/TS should receive requests from Human Resources to participate in
the recruitment of new Tailors to test their practical skills.
E.2. The OIC/TS should receive invitations from Procurement to participate in
technical evaluation bids for the purchase of tailoring machines and materials.
E.3. The OIC/TS may receive invitations from Procurement to participate in Entity
Tender Committee as and when the need arises.
F. REGIONAL TAILORING UNITS

F.1. The Tailoring Section with DD/F&A should be responsible for establishing and
monitoring all the Tailoring Units at the Regions.
F.2. The Tailoring Section should have quarterly interactions with all other Tailoring
Units to enable them share experiences, best practices and also to monitor
trends.
F.3. GIS Recruits and Officers should move to the respective office locations to be
measured for Uniforms.

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Ghana Immigration Service

Prepared by: Nana T. Chinbuah

Tailoring Section Standard Operating Page 1 of

The Tailoring Section of the Ghana Immigration Service

Tailoring Section Standard Operating Page 2 of

Tailoring Section Standard Operating Page 3 of

C. PURCHASES OF SUNDRY ITEMS

Tailoring Section Standard Operating Page 4 of

E. RECRUITMENT OF STAFF AND PROCUREMENT OF EQUIPMENT

F. REGIONAL TAILORING UNITS

Tailoring Section Standard Operating Page 5 of

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