Section 4.3: Common Civil Service Abbreviations and Jargon

Common Civil Service Abbreviations and Jargon

To facilitate quick decision-making and standard bookkeeping, the Nigerian Federal Civil Service makes extensive use of standardized abbreviations and jargon. These terms are used primarily in minute sheets, correspondence routing, file tracking, official documentation, and institutional names. For candidates taking the COMPRO exam, mastery of these abbreviations is essential, as they are frequently tested in practical scenarios. Using these shorthand terms correctly is a key indicator of administrative competence.

File Action Abbreviations (File Routing Jargon)

When files move through the administrative hierarchy, senior officers write short instructions on the minute sheet to guide the registry or subordinate staff on what to do next. The most common abbreviations include:

BU (Bring Up)

• Meaning: This instruction tells the registry to bring the file back to the officer's desk on a specific future date.
• Usage: Used when an officer is waiting for a response, or when a task is scheduled for a later time. E.g., "BU on 15/09/2026 for review" means the registry officer must pull the file on that date and place it on the officer's desk.

KIV (Keep In View)

• Meaning: An instruction to keep the file under observation because a final decision cannot be made yet. The registry holds the file in a temporary holding area while waiting for a pending action, external feedback, or clarification.
• Usage: Used when an issue is ongoing but no immediate action can be taken until external input arrives. Unlike "BU", it does not always have a fixed date but requires monitoring.

PA (Put Away)

• Meaning: An instruction to archive the file because all necessary actions on the matter have been completed.
• Usage: The registry will return the file to the cabinets. No further action is expected until a new issue arises. E.g., "Action complete. PA."

PU (Put Up)

• Meaning: An instruction to find and present a specific file or related documents.
• Usage: A supervisor might say "PU the file on the training workshop" to have it brought to their desk.

f.i.a. (For Immediate Action) & f.n.a. (For Necessary Action)

• Meaning: Standard instructions passed down to subordinates to execute tasks.
• Usage: A Director may write on a memo: "Deputy Director (HR): f.n.a. please."

f.y.i. (For Your Information)

• Meaning: Used to route files or correspondence to an officer simply to keep them informed, with no action required on their part.

Institutional and Title Abbreviations

The Nigerian public service is structured around specific offices and agencies, which are always referred to by their acronyms in official files:

MDA (Ministries, Departments, and Agencies)

• Meaning: The collective term for all government organizations at the federal level. E.g., Ministry of Health, Department of Forestry, National Identity Management Agency.

OHCSF (Office of the Head of the Civil Service of the Federation)

• Meaning: The central administrative office responsible for coordinating the career management, training, welfare, and code of conduct of civil servants across all federal ministries.

FCSC (Federal Civil Service Commission)

• Meaning: The constitutional body vested with the power to appoint, promote, and discipline officers in the Federal Civil Service.

SGF (Secretary to the Government of the Federation)

• Meaning: The political head who coordinates Cabinet secretariat matters and monitors the implementation of federal policies.

HOD (Head of Department)

• Meaning: The career civil servant (usually a Director, Grade Level 17) who leads a specific department within a ministry.

DFA (Director of Finance and Accounts)

• Meaning: The senior officer responsible for managing the financial resources, budgets, and treasury activities of an MDA.

DPS (Director of Procurement Services)

• Meaning: The officer responsible for handling contracts, acquisitions, and compliance with the Public Procurement Act.

APER (Annual Performance Evaluation Report)

• Meaning: The appraisal form used annually to evaluate a civil servant's performance. It is a critical requirement for promotions. In recent times, it is being modernized into the Performance Management System (PMS) aligned with digital platforms.

IPPIS (Integrated Personnel and Payroll Information System)

• Meaning: The centralized computer-based payroll system managed by the Office of the Accountant-General of the Federation to prevent ghost workers and manage human resource data.

Comprehensive Jargon and Abbreviation Table