Get the free Vacancy Authorisation Form - The Mungo Foundation

Vacancy Authorization Form Requested by (Project or Regional Manager) Signature Date Vacancy Information Project Post Reason for Vacancy

How to fill out vacancy authorisation form

How to fill out a vacancy authorisation form:

1. Start by obtaining the vacancy authorisation form from the appropriate department or supervisor. This form is typically used to request approval for filling a vacant position within an organization.
2. Begin by entering the name and contact information of the person responsible for completing the form.
3. Indicate the name of the department or division requesting the vacancy authorisation and provide any relevant identification numbers or codes.
4. Enter the title or position of the vacant position that you are seeking authorisation to fill. Include a brief description of the responsibilities and requirements for the role.
5. Specify the reason for the vacancy, such as an employee's resignation, termination, or retirement.
6. Provide a justification for filling the vacancy, explaining how it will benefit the organization and outlining any critical tasks or projects that cannot be effectively completed without an additional employee.
7. Include the proposed start date for the new employee, ensuring that it aligns with the organization's needs and any budgetary constraints.
8. Estimate the duration of the vacant position. Indicate whether it is a temporary, contract, or permanent position.
9. Determine and include the budgetary implications of filling the vacancy, including salary, benefits, training costs, and any other associated expenses.
10. Obtain the necessary approvals from the appropriate individuals, such as the department head, supervisor, or finance department.
11. Finally, sign and date the form, acknowledging that the information provided is accurate and complete.

Who needs a vacancy authorisation form:

1. Human Resources department: HR teams typically use vacancy authorisation forms to keep track of position vacancies within an organization and ensure that all necessary approvals are obtained before initiating the recruitment process.
2. Department heads or supervisors: These individuals are responsible for identifying the need for a new employee within their department and initiating the request for authorisation to fill the vacant position.
3. Finance department: The finance department needs to review and approve the budget implications of filling a vacancy, including the associated costs and allocation of resources.

Overall, a vacancy authorisation form serves as a formal request for approval to fill a vacant position and requires input and approval from various stakeholders within an organization. It helps ensure that the need for hiring new employees is justified, budgets are properly planned, and all necessary steps are followed throughout the recruitment process.

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