Overview
Hiring and leaving look like opposite events, and most systems treat them that way: recruitment lives in one place, final settlement in another, and the years in between are what nobody kept. But they are the same record — the day someone starts is the day the clock begins on what the company will eventually owe them.
Nama runs both ends against one employee file, which is why the settlement at the end is a calculation rather than a negotiation.
Before anyone applies
Hiring starts with what you are hiring for. A vacancy type is a reusable profile for a role that opens repeatedly — sales representative, staff nurse, site engineer — carrying the skills the role needs and the level required for each, the tests candidates should sit with their order, weight and pass mark, and the average monthly salary and other cost the role carries for headcount planning.
Vacancies are then opened against those profiles, and candidates are matched to a vacancy rather than dropped into one undifferentiated pile of CVs. The question “how many people have we now interviewed for this one opening” has an answer.
The first day is its own event
An accepted offer does not put someone on the payroll. Nama records the actual first day at work as a work starting document — and deliberately does not care where the person came from. A new hire arriving on an offer, an employee returning from a long leave, and someone coming back from a suspension all produce the same document, because putting a person back to work is one act however it was reached. There is an optional request-and-approval layer in front of it for the cases where a manager should confirm the date first.
After that, people move. A relocation permanently moves an employee between branches, departments or sectors; separate tools handle a change of job title or pay and the renewal of personal documents, deliberately kept apart because they have different footprints — one of them reallocates historical accounting balances and the others do not.
Leaving, and the money that comes due
A departure is a request-and-document pair like everything else, with termination reasons kept as a reusable catalogue so that the same policy applies to everyone who leaves for the same reason, rather than being reasoned out case by case.
Around the settlement sits clearance — the departmental sign-off where IT takes back the laptop, the store confirms nothing is on loan, finance checks for open advances and the manager releases the handover. In Nama that is a procedural gate: it decides whether the paperwork may proceed, and never touches the calculation itself.
The calculation is the dues liquidation. One document gathers the end-of-service gratuity, the cash value of unused leave, unpaid salary, the outstanding balance of any loans the employee still owes, and whatever manual adjustments the case needs — nets them to a single figure, and hands that figure to a payment voucher. The gratuity maths follows Gulf labour-law convention and is held per termination reason.
The liability you have been carrying all along
The part that protects the accounts is provisions. End-of-service entitlement and the cash value of accruing leave are recognised a slice at a time, every period, so the ledger shows the true liability the company carries for its people. Without it the books look healthy for years and then take one distorting hit in the month somebody senior walks out.
Vacancies and tests, the work-starting document, relocation, termination reasons, clearance, dues liquidation and provisions are documented in the recruitment and end-of-service sections.
