HR POLICY
NIPPON KOEI BANGLADESH LTD.
2019
HR POLICY
NIPPON KOEI BANGLADESH LTD.
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Contents
1. INTRODUCTION ................................................................................................. 4
2. COMPANY VALUE .............................................................................................. 4
3. MANAGEMENT RIGHTS ..................................................................................... 4
4. CODE OF CONDUCT........................................................................................... 4
5. EMPLOYEE GRADES & CORRESPONDING BENEFITS ......................................... 5
6. WORKING WITH US ........................................................................................... 5
a. Probationary Period ...................................................................................... 5
b. Working Hours .............................................................................................. 5
c. Attendance at Work ...................................................................................... 6
d. Transfer and/or Relocation ........................................................................... 6
e. Increment, Bonus and Other Allowance ....................................................... 6
f. Evaluation and Performance Review ............................................................ 6
7. GENERAL OBLIGATIONS OF THE EMPLOYEE ..................................................... 7
8. STANDARDS OF PERFORMANCE AND BEHAVIOR AT WORK............................. 7
9. CONFIDENTIALITY OF INFORMATION ............................................................... 9
10. CONFLICT OF INTEREST ..................................................................................... 9
11. DIGNITY AT WORK........................................................................................... 10
12. LEAVES AND HOLIDAYS ................................................................................... 11
a. Paid Leave ................................................................................................... 11
b. Sick Leave .................................................................................................... 11
c. Absence Without Leave (AWOL) ................................................................. 11
d. Maternity Leave .......................................................................................... 11
e. Social Leaves ............................................................................................... 11
f. Public Holidays ............................................................................................ 11
13. WELFARE & BENEFITS ..................................................................................... 11
a. Retirement Age ........................................................................................... 11
b. Retirement Allowance ................................................................................ 11
c. Marriage Gift ............................................................................................... 12
d. Birth of a Child............................................................................................. 12
e. Insurance Policy (under preparation) ....................................................... 12
14. TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY .............................. 13
a. General Travel ............................................................................................. 13
b. Air Travel ..................................................................................................... 14
c. Ground Travel ............................................................................................. 14
d. Accommodation .......................................................................................... 14
e. Per Diem...................................................................................................... 14
f. Other Expense ............................................................................................. 15
g. General Requirements ................................................................................ 15
15. HEALTH AND SAFETY ....................................................................................... 15
16. TRAINING AND DEVELOPMENT ...................................................................... 16
17. RESIGNATION BY THE EMPLOYEE ................................................................... 16
18. TERMINATION BY THE EMPLOYER .................................................................. 17
19. DISCIPLINARY ACTION AND GRIEVANCE PROCEDURE .................................... 18
a. Counseling ................................................................................................... 18
b. Suspension .................................................................................................. 18
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c. Dismissal...................................................................................................... 19
d. Warnings ..................................................................................................... 19
e. Appeals........................................................................................................ 20
f. Grievances ................................................................................................... 21
20. WHISTLE‐BLOWING AND COMMUNICATION ON DEFICIENCIES OF INTERNAL
CONTROL SYSTEM ................................................................................................... 21
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1. INTRODUCTION
The following regulations and Human Resource (HR) Policies shall be effective from January 1 st , 2019
onwards and considered as stern guidelines for each end every Employee of Nippon Koei Bangladesh
Ltd. (the Company).
The core objective behind following this HR Policy‐Script is to enhance the administrative efficiency
by using a trained & skilled set of human resource and an equitable system of practices and standards
that promote the effective development of labor relations in connection with the execution or delivery
of service by the Employee. These regulations and policies are mandatory for all Regular Employees
of Nippon Koei Bangladesh Ltd.
Any terms and conditions of employment not covered, in part or in whole, in this policy shall be subject
to the provisions of labour legislation in force in Bangladesh.
2. COMPANY VALUE
The Company owns and provides the Employee, the following values:
1. We respect the Employee, by recognizing and implementing safety standards, which encompasses
the welfare and success in a mutual and reciprocal manner.
2. We encourage the Employee to be innovative, to take independent decisions and be accountable
for their actions.
3. The Employee should endeavor to motivate and lead by example, so as to comply at all times with
the fundamental values of the Company. Therefore, we instruct, train, and empower our
employees to put forward their full potential.
4. We work in groups and individually, in pursuit of a common goal with team spirit and without
personal interests.
5. We are committed to provide the resources to develop a technology capable of consolidating and
maintaining our Company.
6. We are fair and honest in our business practices.
7. We are an Equal Employment Opportunity Employer and we will not discriminate against any
Employee or Applicant on the basis of race, color, religion, sex, national origin, physical handicap,
political belief, marital status, age, or sexual orientation in the areas of hiring, compensation,
benefits and promotion.
3. MANAGEMENT RIGHTS
The Company retains the exclusive right to hire, direct and schedule the work force; to plan, direct
and control operations; to hire and terminate employees; to promulgate rules and regulations; and in
all respects to carry out the ordinary and customary functions of management. None of these rights
shall be exercised in an impulsive or arbitrary manner.
4. CODE OF CONDUCT
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The Employee‐ being a member of Nippon Koei Group of Companies and a prevailing part of Nippon
Koei Bangladesh Ltd.; is inevitably accountable to follow and carry out his/her duties in compliance
with the Code of Conduct of Nippon Koei Co., Ltd. (see Attachment‐1)
5. EMPLOYEE GRADES & CORRESPONDING BENEFITS
All employee are categorized into three, namely “Regular Staff”, “Contractual Project Staff” and
“Temporary Staff” as following table.
Category of Staff Work Frequency Basic Contract Period
Regular Full‐Time Yearly‐base
Contractual Project Full‐Time Project Period
Temporary Part‐Time Limited Period
6. WORKING WITH US
a. Probationary Period
All new employees are required to serve three (3) months’ probationary period during which
employment may be terminated at the discretion of the Manager and/or Director without recourse
to the standard procedure specified in our policies. If the immediate supervisor finds the
probationary employee’s work unsatisfactory, this should be indicated to the employee as early as
possible. No formal statement of cause is required but an informal explanation would usually be
expected.
Provided that the period of probation may be extended by an additional period of three months if,
for any circumstances, it has not been possible to determine the quality of his work within the first
three months’ period of his probation.
The Company understands the importance of providing an initial orientation to the new employees.
Such orientations help to build a positive first impression as well as establishes loyalty and
retention amongst employees. This helps the employees to comprehend the organizational
structure, their job description, safety requirements, as well as a clear understanding of standard
office procedures. The orientation ideally occurs during the first week of employment.
Employees working for Nippon Koei Bangladesh Ltd. on Project basis might be eligible for direct
appointment as a permanent staff under such conditions where the contract period is one (1) year
and his/her performance is satisfactory as per evaluation and if recommended by the Project
Manager/Supervisor/Team Leader and/or the Management of Nippon Koei Bangladesh ltd.
b. Working Hours
1. Normal working days are from Sunday through Thursday not exceeding 8 hours a day
and 40 hours a week.
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2. Regular office hours are 8:30 to 17:30 on Sunday through Thursday with an hour lunch
break between 12:00 to 14:00.
3. Office stays closed on Friday and Saturday, and National Public Holidays held on the
People’s Republic of Bangladesh.
4. If an employee’s working hours exceed the above mentioned office hours; the hours
would be referred to as overtime work and overtime payment shall be applicable on
employees who are only eligible for overtime payment.
5. Job scale such as a drivers, security guards and cleaners whose normal work is done
differently from the regular office hours, by its nature shall have different working hours.
6. Each Employee must complete and submit time sheet or attendance monthly. (see
Attachment‐2)
c. Attendance at Work
The Company values good attendance at work and although we aim to secure regular attendance,
we do not expect employees to attend when their health condition or social conditional is not well.
If the employee thinks he/she would be unable to attend work; the supervisor or line manager
must be notified about the possibility of being absent. If the employee is certain of being absent at
work due to sickness or injury or any social condition, concerned supervisor or line manager must
be notified via telephone, SMS or formal E‐mail before the normal start time of work, or as soon
as possible on the first day of being absent, if possible; a date of joining back shall be mentioned
as well. In case an employee is finds it impossible to communicate (due to the nature of illness)
with the concerned person at office; a person on behalf of the employee must notify the supervisor
or line manager. During prolonged period of absence, your line manager should be kept informed
of progress and an expected date of return.
Any Employee who has been absent due to sickness and is found not to have been genuinely sick
will be subject to disciplinary action, which could include dismissal.
d. Transfer and/or Relocation
The employees are subject in principle to being transferred, either for short or long term, between
departments in the same or in different equivalent capacities including project assignment or
location at the discretion of the Company.
e. Increment, Bonus and Other Allowance
Salaries are reviewed annually by the Managing Director / Director / General Manager at budget
preparation time and performance evaluation of each employee during the previous year will be
considered for any salary increment. Any bonus and other special allowances shall be given at the
sole discretion of the Company to Employees with minimum six (6) months tenure with the
Company.
f. Evaluation and Performance Review
Each Employee is entitled to an annual job performance review. This performance review is usually
conducted by Managing Director / Director / General Manager where they establish goals and
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priorities for the next work period. An evaluation form (see Attachemnt‐3) must be signed by both
the Employee and supervisor before conducting the review with a copy to be maintained in the
Employee’s personnel file as well as a copy retained by the Employee.
7. GENERAL OBLIGATIONS OF THE EMPLOYEE
a. The Employee shall abide by the following obligations and responsibilities:
a‐1 To arrive and leave office/ work place on time.
a‐2 To follow all orders and instructions from the Employer in carrying out the business of the
Company.
a‐3 Oblige by the terms of contract of employment with lawful order and sincerity.
a‐4 Perform duties with proper care and diligence.
a‐5 Serve faithfully.
a‐6 To perform and accomplish the job assigned for you in a satisfactory manner.
a‐7 Cooperate with the employer in carrying out the business of the Company.
a‐8 Account for all money or property received.
a‐9 To safeguard all office equipment/devices against damage or loss.
a‐10 To hold all your office and business matters in complete confidence.
a‐11 To report to the Company immediately when you have a change of status, number of family,
address, etc.
a‐12 To check the working tools before starting or when leaving work, so that they are surely safe
from damage/danger.
a‐13 To check the e‐mails daily and/or regularly through Company’s official e‐mail
communication channel which is used for the internal official communication.
b. The Employee shall be prohibited:
b‐1 To bring or to use any office equipment/devices outside the office without prior consent
by the management/supervisor.
b‐2 To sell any goods, ask for a donation, put poster or any personnel belongings in the office
which are not related to his/her job without prior consent by the manager.
b‐3 To get drunk in the office, to bring or hold or be affected of narcotic, gambling, wrangling,
fighting, or labor organizing with co‐workers of the office.
b‐4 To work for any other Company, organization or person, or carrying on any activity for
earning money.
b‐5 To divulge trade secrets learnt in the course of work duties to any third party. (refer to a‐
5 above)
b‐6 To cheat or neglect any report intentionally to your supervisor.
b‐7 To tell tales about anything or do a direct appeal beyond your direct superior.
b‐8 To use or install any unlicensed software or program onto Company computers.
8. STANDARDS OF PERFORMANCE AND BEHAVIOR AT WORK
a. Appearance
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The Company does not seek to inhibit individual choice in relation to your appearance, however,
all Employees are expected to dress appropriately at all times in relation to your role, and to ensure
your dress and grooming standards reflect the values of the Company.
b. Company Premises
Employees will be issued with an Identification Card (ID) to show you are a genuine staff member
of the Company. This ID remains the property of the Company and its loss must be reported
immediately to your supervisor or line manager.
Employees must not remove any Company property from the office premises unless prior authority
from your line manager has been given.
c. Personal Property
Any personal property such as jewelry, cash, credit cards, bank cheque books, any savings
instruments/certificates, electronics (tablet, mobile, laptop, watch, etc.), clothes, vehicles, etc. left
on the Company premises shall be kept entirely at your own risk. Employees are strongly advised
not to leave any valuables unattended, either on our premises, our vehicles or in your own vehicle.
The Company does not accept liability for loss or damage to any personal property whatsoever.
d. Company Telephone
Office telephones/mobile phones are used only to receive and place official calls. International calls
must be recorded with caller and receiver information, purpose and duration of call. Private
telephone calls are made on Employee’s personal mobile phone. If, for any reason, personal use is
made on office telephone, prior permission from your line manager must be given.
e. Computer, Email and Internet Use
Employees who have access to the Company’s computers including email and internet must not
abuse using these facilities for purposes unrelated to the Company business. Limited personal use
of the internet is permitted during office breaks. Accessing online games, pornographic or other
unsuitable materials, including certain social networking sites is strictly prohibited and would be
considered a serious disciplinary offense.
Only software packages properly authorized and installed by the Company may be used on
Company computers. Random checking and monitoring may be done to ensure no unauthorized
software is installed on Company computers.
All employees who have the Computer provided by the Company should follow the “Information
Security Regulation”, which is attached with Employment Agreement.
f. Receipt of Gifts
Your working relationships may bring you into contact with outside organizations where it is
normal business practice or social convention to offer hospitality, and sometimes gifts. Offers of
this kind to you or your family can place you in a difficult position. Therefore, no Employee or any
member of his or her immediate family should accept from a supplier, customer or other person
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doing business with the Company, payments of money under any circumstances, or special
considerations, such as discounts or gifts of materials, equipment, services, facilities or anything
else of value unless:
o They are in each instance of a very minor nature usually associated with accepted business
practice;
o They do not improperly interfere with your independence of judgment or action in the
performance of your employment.
In every circumstance where a gift is offered, the advice of your line manager or department head
must be sought.
g. Bribery and Other Corrupt Behavior
The Company has a strict anti‐bribery and corruption policy. A bribe is defined as: giving someone
a financial or other advantage to encourage that person to perform their functions or activities
improperly or to reward that person for having already done so.
If any Employee bribes (or attempts to bribe) another person, intending either to obtain or retain
business for the Company, this will be considered gross misconduct. Similarly accepting or allowing
another person to accept a bribe will be considered gross misconduct. In these circumstances, the
Employee will be subject to formal investigation under the Company’s disciplinary procedures, and
disciplinary action up to and including dismissal may be applied.
9. CONFIDENTIALITY OF INFORMATION
All Employees have a duty of confidentiality with regard to the Company and must ensure the security
of the external release of official confidential information. Release must be authorized by the
Department Head or the Managing Director. Employees must not discuss any Company sensitive or
confidential matter whatsoever with any outside party or organization. Any such breach of
confidentiality would be deemed as gross misconduct and could lead to suspension or dismissal.
10. CONFLICT OF INTEREST
All Employees should not, directly or indirectly, engage in, or have any interest, financial or otherwise,
in any other business activity which interferes or is likely to interfere with their independent exercise
of judgment in the Company’s best interest.
Generally a conflict of interest exists when an Employee is involved in any of the following:
o Any activity that provides products or services directly to, or purchase products or services from
the Company;
o Any activity that subjects the Employee to unreasonable time demands that prevent him or her
from devoting proper attention to his or her responsibilities to the Company;
o Any activity where the Employee’s involvement with will have adverse effect on the Company.
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11. DIGNITY AT WORK
The Company believes that the working environment should be supportive of the dignity and respect
of individuals. If a complaint of harassment is raised to the management, it will be investigated
promptly, and appropriate action will be taken.
Harassment can be defined as conduct, which is unwanted and offensive and affects the dignity of an
individual or group of individuals.
Sexual harassment is defined as “unwanted conduct of a sexual nature, or other conduct based on sex,
affecting the dignity of women and men at work”. This can include unwelcome physical, verbal or
non‐verbal conduct.
People can be subject to harassment on a wide variety of grounds including:
o race, ethnic origin, nationality or skin color
o sex or sexual orientation
o religious or political convictions
o willingness to challenge harassment, leading to victimization
o disabilities, sensory impairments or learning difficulties
o age
o real or suspected infection with a blood borne virus (e.g. AIDS/HIV)
o membership of a trade union or activities associated with membership
Forms may include:
o physical contact ranging from touching to serious assault
o verbal and written harassment through jokes, offensive language, gossip and slander, sectarian
songs, letters and so on
o visual display of posters, graffiti, obscene gestures, flags and emblems
o isolation or non‐cooperation at work, exclusion from social activities
o coercion ranging from pressure for sexual favors to pressure to participate in political/religious
groups
o intrusion by pestering, spying, following someone
o bullying
If an Employee feels he/she is being harassed, the Employee is strongly encouraged to seek early
advice/support from the line manager. If he/she feels the line manager is harassing him/her, then
he/she should contact the superior of his/her line manager.
A written record detailing the incidents of harassment and any requests made to the harasser to stop
must be kept. This written record should be made as soon as possible after the events giving rise to
concern and should include dates, times, places and the circumstances of what happened.
The Company has a formal procedure for dealing with these issues and immediate investigation and
action will be taken.
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12. LEAVES AND HOLIDAYS
a. Paid Leave
Each Employee is entitled to paid leave with pay for fifteen (15) days in a year. It is required to get
prior approval from General Manager. This leave accumulates at pro‐rata basis. This leave can be
carried over for maximum 2 years.
b. Sick Leave
Each Employee is entitled to fourteen (14) days of sick leave in a year during actual hospitalization
with provision of medical certification.
c. Absence Without Leave (AWOL)
An Employee who is absent for three (3) consecutive days without any approval from the
management or administration manager is considered on AWOL and is not entitled to salary or
wages for the same period. Relevant disciplinary action shall be taken against the Employee
including dismissal from work.
d. Maternity Leave
A pregnant female Employee who has rendered a minimum of two‐year services is entitled to
sixteen (16) weeks maternity leave with salary.
e. Social Leaves
All Employees are entitled to enjoy three (3) days leave with pay by prior / post approval from the
Managing Director or Management for special social situations mentioned below:
Marriage of an Employee.
Death of close relatives such us father / mother / siblings / spouse / children / father‐in‐
law / mother‐in‐law.
f. Public Holidays
All Employees are entitled to enjoy leave with pay during Public Holidays. Casual, Sick and Medical
Leaves not taken within a year will be forfeited and cancelled.
13. WELFARE & BENEFITS
a. Retirement Age
The retirement age of an Employee is sixty (60) years.
b. Retirement Allowance
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1. The Employee shall be entitled to receive the following benefits as retirement allowance, it will be
accumulated year by year up to sixty‐year old as below‐mentioned formula.
a) In case the period of employment exceeds six months but less than one year
Total retirement allowance = (1):[Basic Salary of the first year] x 14 days / 30 days
b) In case the period of employment exceeds one year but less than two years
Total retirement allowance = (1) + (2):[Basic Salary of the second year] x 14 days / 30 days
c) In case the period of employment exceeds two years but less than three years
Total retirement allowance = (1) + (2) + (3):[Basic Salary of the third year] x 14 days / 30 days
c. Marriage Gift
The Employer would present a gift as a token of wishes if their employee gets married. Managing
Director / Director will decide about the present to the Employee.
d. Birth of a Child
The Employer would present a gift as a token of wishes if their employee becomes a parent.
Managing Director / Director will decide about the present to the Employee.
e. Insurance Policy
1. Group Life Insurance: Nippon Koei Bangladesh shall provide Group Life Insurance to the
Employee, provided the Employee successfully completed the probationary period. If the
Employee resigns or gets fired by the Employer, the Employer is not bound to continue any
premium whatsoever for his/her group life insurance.
2. Group Life Insurance will cover following areas:
a. Group Life (GL)
b. Accidental Death (AD)
c. Permanent Total Disability (PTD)
d. Permanent Partial Disability (PPD)
e. Hospitalization Benefits
3. Nippon Koei Bangladesh shall purchase the above insurance policy for its employee from a
renowned local insurance company and shall pay premium on behalf of the employee as a
Company Group Life Insurance as long as the employee continue his/her work with the
company.
4. In case if an employee, covered by the Group Life Insurance, requires claiming under e2
(a,b,c,d,e), Nippon Koei Bangladesh shall provide the employee with administrative support
for processing the claim with the Insurance company. However, the benefit of the claim shall
be the full discretion of the Insurance company. Nippon Koei Bangladesh shall not have any
obligation to the employee in settling the claim with the Insurance company whatsoever. The
employee shall be eligible to enjoy only that amount whatever shall be determined
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appropriate by the insurance company under the Terms of Reference of the purchased policy.
Nippon Koei Bangladesh shall not be liable any additional payment whatsoever.
14. TRAVEL AND OTHER EXPENSE REIMBURSEMENT POLICY
The Employees of the Company may be required to travel or incur other expenses from time to time
to conduct Company business or carry out services for project assignment. The purpose of this policy
is to ensure that adequate cost controls are in place, travel and other expenses are reasonable, and
to provide a uniform and consistent system in the reimbursement procedure.
A summary of the business trip policy is referred to below:
BUSINESS TRAVEL POLICY
ACCOMMODATION
Domestic
BDT 2,000 per night
International
USD 55 per night
PER DIEM
Domestic
BDT 3,000 per day Director
BDT 2,000 per day General Manager/Manager
BDT 1,000 per day Others
It is applied for the trip with distance of 30 km one way
A two days/one night (2D/1N) business trip is equivalent to 2
days of daily allowance.
International
USD 40 per day Daily allowance for a business trip.
USD 20 per day Daily allowance for a training trip.
a. General Travel
All business travels should be approved in advance by the employee’s immediate supervisor or
Department Head or Management by completing a Travel Authorization Form. An email from the
supervisor or Department Head or Management authorizing the travel is acceptable provided
travel details are specified.
An advance for travel expense is allowed subject to prior approval of the Department Head and/or
Managing Director. An authorized Payment Request Form should be duly submitted and should be
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settled within five (5) days after the trip is over by completing an Expense Report Form. Receipts
and other supporting documents must be attached to the Expense Report Form.
If an Employee’s services or assignment requires more than six (6) months’ stay outside of the
home office (Dhaka), the Employee shall have the right to return to and stay in Dhaka once a month
for a maximum three (3) days. The timing for this return is subject to approval from the Project
Manager and/or the Department Head. Travel cost incurred for this return shall be reimbursed.
Standard travel insurance covering the travel period shall be arranged and paid for by the Company.
Travel cost covers all modes of transportation including appropriate public transport, if convenient.
b. Air Travel
Air travel bookings should be made as far in advance as possible to take advantage of reduced fare.
The Company will provide it, and class of seat is basic economy.
If travelling under a client’s project budget, a business class air ticket may be arranged only if
provided for and approved by the same client.
c. Ground Travel
Employees are expected to use the most safe and economical ground transportation whenever
appropriate. If available, employees are encouraged to make use of courtesy cars or shuttle service
being offered by hotel free of charge.
Employees will be allowed to use rental cars for out of town travels provided that advance approval
has been given by the Department Head or Management.
d. Accommodation
Accommodation expense incurred during a business travel shall be paid by the Company at a
reasonable cost. To determine the reasonable and practical cost of hotel accommodation,
convenience, security and location of the hotel must be considered. If available, Employees shall
make use of corporate and discount rates for hotels.
Hotel rate of up to BDT 2,000 per night for a room should be used in domestic travels. Hotel rate
of up to USD 55 per night for a room should be applied to international travels. In case it is difficult
to reserve the hotel within regulated rate due to peak / high season or any issues, the traveler shall
get prior approval from the Department Head or Managing Director or Management.
e. Per Diem
The Company shall pay a per diem or daily allowance to Employees to cover personal living
expenditures while travelling for work. For domestic travels for employees, a per diem rate of BDT
2,000 shall apply.
For overseas or international travel, a per diem rate of USD 40 shall apply for a business travel. If
an Employee is travelling overseas for training, a per diem rate of USD 20 shall be provided.
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f. Other Expense
Reimbursable Transportation Expense
A reimbursable transportation expense is provided for the Employee. The most convenient
expense report (daily/weekly/monthly) must be submitted to Accounting and duly approved
by the Department Head or Managing Director before claim.
Business Meetings
Reasonable expenses incurred for business meetings or business related entertainment shall
be reimbursed. For scheduled business meetings or business related entertainment, an
advance approval shall be need from the Department Head or Managing Director or
Management. Further, expense report must be substantiated with receipts and other valid
documents together with a brief description of the business activity and the names of those
met or entertained.
Communication
Employees will be reimbursed, upon request and after approval from the Department Head
or General Manager, for communication charges for all business related calls made on
personal mobile phones.
g. General Requirements
The requirements for accomplishing expense reports and approvals are as follows:
o All expense reports must be approved and signed by the Department Head.
o All expenses included on the expense report must be accompanied by a valid receipt and brief
description of the expense.
o Expenses incurred in a foreign country charged on credit card should be reimbursed based
upon the conversion rate per the credit card statement.
o Expense Reports should be completed and submitted to Accounting within 30 days of
incurring the expense. Items received after the 30‐day time window will be included to the
Employees’ payroll account as additional compensation and will be subject to any payroll
withholding tax, if applicable.
o The Company reserves the right to withhold reimbursement while it investigates expense
report items.
o These requirements may be modified at any time at the discretion of the Managing Director.
15. HEALTH AND SAFETY
The Company recognizes and accepts its responsibility as an Employer to maintain, in so far as is
reasonably practicable, the safety and health of its Employees, and of other persons who may be
affected by its activities.
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Every Employee has the duty not to put at risk his or her self or others by their acts or omissions. All
Employees must ensure familiarity with the Company health and safety arrangements. Any concern
over any health and safety aspects of work should be brought to the attention of the Director or line
manager or management immediately.
a. First Aid
The Company believes that the best practice is to ensure all Employees have access to a trained
First Aider or Appointed Person (someone who can take charge in the event of any accident).
Details of this trained staff will be informed by the line manager or department head.
b. Fire Safety
Employees should follow these steps to help prevent fires:
o Before using any electrical equipment carry out a quick check to make sure cables, plugs etc.
are not damaged.
o Do not use electrical equipment that shows signs of damage, even if it seems only minor.
Report any faults to the line manager or department head.
o Ensure all garbage is in the proper waste bins. Do not overfill the bins and make them
accessible to the cleaners at the end of each day.
o If you discover a fire, RAISE THE ALARM no matter how small it appears to be. This will ensure
that people in the building have adequate notice to evacuate should it begin to spread quickly.
o Call the fire brigade at the earliest available and safe opportunity and do not attempt to tackle
the fire, unless you have been appropriately trained and can safely do so.
16. TRAINING AND DEVELOPMENT
The Company believes that all its Employees have the potential to grow, both professionally and
personally, and it shall aspire to provide opportunities for growth and personal development to enable
Employees to develop relevant skills and acquire knowledge to strengthen their current role and
career opportunities.
Programs such as on‐the‐job training, internal and external courses, and specialist training related to
the skills that Employees require for their job are periodically provided for by the Company. The costs
related to such training will be borne by the Company.
The Company also encourages Employees to pursue continuous professional development and where
appropriate to gain further qualifications. Any Employee who wishes to pursue higher education is
permitted to do so, provided mutual arrangements are agreed upon at the outset.
17. RESIGNATION BY THE EMPLOYEE
An Employee who wishes to resign may do so by giving a written 30‐day notice to the Company. The
resignation is effective only when it is accepted by the Employer. Any unpaid salaries including wages
in lieu of total earned leave credits as per labor law shall be paid to the resigned Employee after
deducting applicable withholding tax. On leaving, the Company will deduct from any money due to
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you any sum as you may owe the Company, such as loans and leave taken in excess of entitlement. If
you leave without giving notice and without the Company’s agreement, you are in breach of your
contract and you may forfeit some or all of any salary due to you.
A Clearance Form is provided to the Employee who wishes to resign. The form must be signed off by
the concerned department heads upon clearance of any outstanding reports; personal loans and
financial issues between the Employee and the Company; return of any office equipment or computer,
files, documents, software, and other related materials. The Employee must not retain any copies of
documents and software upon separation from the Company.
A resigning Employee can request a Letter of Recommendation provided he or she is not terminated
due to cause. This letter should at a minimum indicate the Employee’s length of service, the positions
held, and an overall evaluation of their work related performance.
18. TERMINATION BY THE EMPLOYER
2. The Company shall be entitled at its absolute discretion to terminate an employment contract by
serving 120 day notice in the event that the Employee’s duties and responsibilities are completed
earlier than the scheduled time or if the scheduled time as a whole or any part of it cannot be
continued due to unforeseeable causes.
3. In addition to the above mentioned payment benefits, any other payment accrued to the
Employee in accordance with the prevailing laws or directives shall be made by the Company
before the date of termination.
4. The Company shall have the right to terminate the Employment Contract without notice to the
Employee, if the Employee is absent for fifteen consecutive days without a genuine and legitimate
reason acceptable to the Employer.
5. Upon termination, the Employee is responsible to provide a status report on all current work,
present files and other materials or office supplies in a clear manner to the Department Head or
a delegated representative.
6. Any Employee who has completed the probationary period and has become a regular employee
may not be terminated except upon written notice and an opportunity to be heard. In no case will
an Employee be dismissed because of an unlawful discrimination preference.
7. Notwithstanding any other provisions hereof, the Company may terminate the Employment
Contract and dismiss the Employee if it is proven that the Employee has committed any of the
following grounds for dismissal. The Employee automatically forfeits all his/her rights and benefits
mentioned above.
Ground for dismissal include but are not limited to:
o Theft or misappropriation of Company funds or properties;
o Negligence or willfully causing damage to or loss of Company property or equipment which
are essential for the proper functioning of the Employer;
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o Carrying arms prohibited by law, in work site without sanction by the authorities concerned;
o Causing grievous hurt to anyone at the work place;
o Criminal, disorderly or immoral conduct while on duty;
o Committing bribery and corruption;
o Entering forbidden areas especially in place where inflammable materials or explosives are
kept;
o Causing commotion or disorder in the work place;
o Offensive conduct or language toward the public or community, supervisor or administrative
personnel;
o Breaking work rules or violating policies and directives of the Company Board of Directors;
o Violation of lawful directives (written or verbal) given by an immediate supervisor, or the
failure to obey any lawful or reasonable direction when such violation amounts to
insubordination or serious breach of discipline;
o Failure to comply with or neglect of his/her duties;
o Conduct unbecoming to an employee of the Company during working hours, which may
discredit the organization;
o Intoxication and use of drugs during working hours and not in control of mental or physical
faculties.
19. DISCIPLINARY ACTION AND GRIEVANCE PROCEDURE
The Company’s disciplinary policy is designed to encourage Employees to maintain acceptable
standards of conduct and to ensure that compliance to these standards is handled in a fair and
consistent manner in accordance with the Company’s Code of Conduct. The procedure is intended to
be positive rather than punitive but recognizes the fact that sanctions may have to be applied in some
circumstances. Every Employee has the right to representation at any point during the disciplinary
process.
a. Counseling
Counseling is an attempt to correct a situation and prevent it from getting worse without having
to use the disciplinary procedure. Where improvement is required, the Employee must be given
clear guidelines as to:
o What is expected in terms of improving shortcomings in the conduct of performance;
o The time scales for improvement;
o When this will be reviewed;
o And where appropriate, the Employee must be informed that failure to improve may result in
formal disciplinary action.
b. Suspension
Suspension without pay from work for a certain period of time occurs for repeated minor offenses
and/or a more serious offense. It is implemented when an Employee engages in unacceptable
behavior during a period in which a written warning is already in effect.
The reason for suspension is confirmed in writing within three (3) days. The suspension period is
kept to a minimum, and in normal circumstances should not last more than 30 working days.
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Only the immediate line manager or department head of the Employee have the authority to
suspend him or her. A suspended Employee has the right of appeal to the immediate line manager
of the suspending manager should the suspension last more than seven (7) days.
Should the suspended Employee resign during the course of it, the action will cease unless there
are justifying circumstances which require its continuance.
c. Dismissal
Employees committing further acts of gross misconduct or serious offense, despite numerous
warnings, are subject to immediate dismissal on that day.
d. Warnings
Examples of Minor Misconduct
Below is a list of examples of misconduct which may warrant a Verbal Warning or a First
Written Warning. It is stressed however, that this list is not comprehensive and that on all
occasions, a proper investigation must take place prior to the issue of a warning:
o Persistent lateness and poor time‐keeping
o Absence without official leave and/or serious violation of leave policy
o Cheating (for example, time records, expenses form, financial reports)
o Failure to work in accordance with prescribed procedures
o Incompetence
o Failure to observe company regulations and procedures
o Being under the influence of alcohol or illegal drugs
o Sexual opportunism or harassment (soliciting, promising)
Verbal Warning
A verbal warning is appropriate when it is necessary for the line manager to take action against
an Employee for any minor misconduct.
First Written Warning
A first written warning is appropriate when a verbal warning has not been heeded and the
misconduct is repeated or performance has not improved.
Examples of Gross Misconduct
Listed below are examples of misconduct which may be considered to be gross misconduct
and may warrant a Final Warning, Demotion, or Dismissal. It is stressed however, that this list
is not comprehensive and that on all occasions a full and proper investigation must take place
before the issuance of a Final Warning, Demotion, or Dismissal.
o Fraud or theft, including unauthorized possession of company property, or co‐worker’s
personal belongings
o Breaches of confidentiality/security procedures, prejudicial to the interest of the
Company
o Being unfit for duty because of the misuse or consumption of drugs and alcohol
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o Bribing or attempting to bribe another individual, or personally taking or knowingly
allowing another person to take a bribe
o Physical or strong verbal assault in the work place
o False declaration of qualifications or professional registration
o Willful damage of property at work
o Rape and sexual harassment
o Placing the security of the Company in serious danger
Final Written Warning
A final written warning is appropriate when an Employee persists in the misconduct which
previously warranted a lesser warning.
Demotion
This action is appropriate as a final attempt to solve a problem without having to dismiss an
Employee.
Dismissal
Dismissal is appropriate when an Employee commits further acts of gross misconduct or
serious offense despite previous warnings.
Letter of Warning
All warnings must contain the following information:
o The letter must be issued within seven (7) days of the date of the disciplinary hearing.
o The nature of the offense and where appropriate, that if further misconduct occurs, more
severe disciplinary action will be taken.
o The Employee’s right to appeal to the line manager directly above that of the one issuing
the warning.
o A copy of the warning and any supporting documentation must be attached to the
Employee’s personnel file.
o The Employee must also receive a copy of the warning in the case of written warning and
will be sent to their home address if not handed to them in person.
o In the case of a final written warning, reference must be made to the fact that any further
misconduct will lead to dismissal, and that the Employee has the right to appeal, and to
who they can make that appeal.
e. Appeals
Every Employee has the right to appeal against the outcome of a disciplinary hearing. The basis of
an appeal should normally relate to one of the following areas:
o That the Company’s procedure had not been followed correctly;
o That the resulting disciplinary action was inappropriate;
o That the need for disciplinary action was not warranted;
o That new information regarding the disciplinary action has arisen.
An appeal should be put in writing. The letter of appeal may be constructed by the Employee or
their representative. The letter should contain the grounds for appeal and should be submitted
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within 10 days of receipt of the warning or dismissal letter. An appeal will be arranged within 20
working days of receipt of the appeal letter.
f. Grievances
The grievance procedure is intended as a tool by which an Employee may formally have a grievance,
regarding any condition of their employment, heard by the management of the Company. All
permanent and probationary staff may file a grievance claim within five (5) working days after the
date on which the aggrieved concern occurred or commenced.
o An Employee who has a grievance should raise the matter with his or her line manager verbally
or in writing. If the matter itself concerns the Employee’s immediate manager, then the
grievance should be taken to their superior.
o The line manager should then respond within two (2) working days to the grievance unless an
extended period of time is agreed upon. The response must give full written explanation of the
manager’s decision and who to appeal to if still aggrieved.
o In most cases the Company would expect the manager’s decision to be final and for the matter
to come to a close. However, the Employee may submit the grievance to the management
committee if the situation is not resolved in the initial stage.
o The management committee must respond in writing and attempt to resolve the grievance
within seven (7) working days. They may refuse to grant the Employee’s request for grievance
when the issues involved are minor, or involve evaluations or judgment by management unless
they appear to contradict policy, are malicious or vindictive.
o If the Employee remains aggrieved, there will be a final level of appeal to the Managing Director.
The appeal must be made in writing and the Managing Director will arrange and hear the
appeal with another management representative and respond formally with a full explanation
within 20 working days.
20. WHISTLE‐BLOWING AND COMMUNICATION ON DEFICIENCIES OF INTERNAL
CONTROL SYSTEM
The Company requires directors, officers and employees to observe high standards of business and
personal ethics in the course of their duties and responsibilities. The whistle‐blowing policy is intended
to encourage and enable employees to raise serious concerns internally so that the Company can
address and correct inappropriate conduct and actions.
The Employee shall notify any alleged irregularity such as follows and deficiencies of internal control
system observed in the operations of the Company to your direct superior, general manager, or
designated compliance officer.
1. Unethical behaviors: behaviors against the Code of Conduct.
2. Suspected fraudulent activity: as in theft, embezzlement, illicit or improper payments, over‐
invoicing in purchases, counterfeit invoice.
3. Unethical activities: fraudulent practices of offering or receiving bribes or other illegal or improper
benefits, conflict of interests, other types of violation of existing regulations, and ignoring or
defying internal compliance policies.
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Name:
Designation:
Department:
Line Manager:
I confirm I have received a copy of the NKB HR Policy and that I have read this and understood the
contents.
I also confirm that I understand I can seek clarification from my Line Manager and the HR Manager on
any issues outlined in the handbook which I am not clear about.
Signed: ___________________________________________________
Date: _____________________________________________________
Please return this form duly completed and signed to your line manager.