The Human Resources Department (HRD) carries out its functions in all areas related to the management of the people who work and collaborate at IST.

• Regulation on the Organization, Functions, and Responsibilities of the Human Resources Department (PDF, 77 KB)   – Effective from 15 February 2017

1. Human Resources Management Area

The Human Resources Management Area (HRMA) comprises the Academic Staff and Researchers Unit, the Technical, Administrative Staff and Scholarship Holders Unit, the Workforce Administration Unit, and the Customer Service and Documentation Unit.

a) Academic Staff and Researchers Unit

• Manage and administer processes relating to appointments, promotions, career progression, mobility, recruitment, termination of employment, and retirement of academic staff and researchers;
• Prepare appointment and acceptance documents;
• Organize and implement service provision contracts and related procedures;
• Prepare monthly reports on contract expiry dates, notify departments and interested parties, and initiate contract termination procedures;
• Compile and provide statistical data relating to academic staff and researchers, including REBIDES and INDEZ reporting;
• Manage all procedures associated with the Ciência Programme, MIT Programme, and similar initiatives;
• Process and maintain professional records of academic staff and researchers;
• Perform any other duties assigned by the Department’s management.

b) Technical, Administrative Staff and Scholarship Holders Unit

• Manage and administer processes relating to appointments, promotions, career progression, mobility, recruitment, termination of employment, and retirement;
• Prepare appointment and acceptance documents;
• Organize and implement service provision contracts and related procedures;
• Prepare monthly reports on contract expiry dates, notify departments and interested parties, and initiate contract termination procedures;
• Upload workforce information to SIOE;
• Process and maintain professional records of non-academic staff and scholarship holders;
• Perform any other duties assigned by the Department’s management.

c) Workforce Administration Unit

• Monitor attendance and leave management;
• Manage employees’ personal and family records;
• Administer and process requests relating to secondary employment, business travel, research fellow equivalency status, service exemptions, sabbatical leave, and other leave arrangements provided for under applicable labour legislation;
• Arrange home medical verification visits, either on its own initiative or at the request of managers, whenever legally applicable;
• Manage working time arrangements, schedules, overtime, and remote working procedures;
• Perform any other duties assigned by the Department’s management.

d) Customer Service and Documentation Unit

• Ensure effective communication and interaction with HRD users;
• Develop, maintain, and manage HRD archives and documentation, both physical and digital;
• Propose technical guidelines and tools relating to records management and documentation;
• Ensure efficient records management by maintaining files in an organized, systematic, integrated, and accessible manner, while safeguarding confidentiality and controlling access and use;
• Perform any other duties assigned by the Department’s management.

2. Technical Advisory Unit

The Technical Advisory Unit is responsible for:

• Developing human resources planning activities in accordance with IST’s needs and objectives, including the preparation of the annual staffing plan;
• Studying and proposing recruitment and selection methodologies and monitoring their implementation;
• Proposing career development and internal mobility criteria and evaluating career management processes;
• Managing internal mobility procedures within IST;
• Providing technical support for performance appraisal processes;
• Designing, implementing, and updating job characterization studies;
• Identifying training and professional development needs across IST and the HRD, contributing to the definition of priorities and preparing the Annual Training Plan;
• Evaluating the impact of training activities and preparing the Annual Training Report;
• Analysing and consolidating the Social Balance Report and other statistical instruments;
• Developing HR management tools and instruments for use across IST units;
• Managing and monitoring academic and professional internships;
• Supporting other HRD units in the development and updating of forms and user-service tools;
• Managing HRD external communication channels, including the website and social media presence;
• Developing, proposing, and implementing quality management and social responsibility policies;
• Carrying out responsibilities relating to management instruments applicable to the Department;
• Performing any other duties assigned by the Department’s management.

3. People Well-being and Development Area

The People Well-being and Development Area comprises the Well-being and Work-Life Balance Unit, the Training and Development Unit, and the Payroll and Social Protection Unit.

a) Well-being and Work-Life Balance Unit

• Promote a healthy working environment and support employee engagement, recognition, and motivation;
• Foster a better balance between employees’ professional and personal lives;
• Support the onboarding and integration of new staff members;
• Encourage healthy eating habits and participation in sports and physical activities;
• Ensure that employee well-being initiatives also extend to remote-working arrangements.

b) Training and Development Unit

• Promote the professional qualification of IST employees through training opportunities aligned with organizational needs;
• Foster the acquisition and development of new competencies consistent with the vision of Public Administration, IST’s strategic objectives, and institutional priorities;
• Support the continuous professional development of employees within the framework of career management and progression.

c) Payroll and Social Protection Unit

• Process salaries, allowances, expense reimbursements, overtime payments, and related deductions;
• Manage family allowance, benefits, supplementary allowances, and ADSE-related procedures, and issue declarations for internal and external entities, including insurance companies;
• Provide information to employees regarding healthcare services, reimbursement schemes, and agreements;
• Verify and process healthcare expense documentation and ADSE Direct submissions;
• Register employees with ADSE, Social Security, and the General Retirement Fund (CGA), including re-registrations where applicable;
• Prepare contribution reports and registrations for social security institutions, trade unions, and other entities;
• Issue reimbursement and salary payment documents;
• Prepare staff cost reports to support funding requests;
• Process and manage occupational accident cases;
• Calculate personnel expenditure commitments for budget allocation purposes;
• Provide payroll-related information to the Projects Area for financial reporting and audit purposes;
• Verify and execute payroll transfer files for salaries and additional remuneration;
• Calculate personnel costs relating to potential recruitments funded through own-source revenues;
• Provide salary-related information requested by entities such as courts and audit bodies;
• Prepare remuneration accumulation reports for management accounts;
• Maintain records of trade union memberships and related matters;
• Implement actions resulting from judicial or administrative decisions affecting employee remuneration;
• Close employment records and related administrative processes upon termination of employment;
• Perform any other duties assigned by the Department’s management.